Time Administrator - Change work schedule via SAP …mams.rmit.edu.au/u4z2024ua1sd.pdf · Time...
Transcript of Time Administrator - Change work schedule via SAP …mams.rmit.edu.au/u4z2024ua1sd.pdf · Time...
June 2016
Time Administrator - Change work schedule via SAP (Manager's Desktop)
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1. Log on to Manager’s Desktop
Transaction Code: PPMDT
Casual processing is entered via Manager’s Desktop. You will need to add the above transaction code to your SAP
menu.
1. Log on to SAP Back End2. Right click on favourites3. Click on insert transaction
4. Enter PPMDT in the text field5. Click on the green tick icon
You will only see the Organisational Unit you have authorisation to see.
Menu Option:
Casual Hiring – this option is used to hire new casual staff to the University and to re-hire a staff member that has
ceased employment. This process is not followed for staff that are currently active
Change Work Schedule – gives you the ability to change, remove or add regular work hours to an already active
employee.
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2. Change Work Schedule
Click on the Change Work Schedule link. It will prompt you for staff details.
Enter the employee number of the staff member and the start and end dates which need to be altered. All changes
need to be future dated, so as not to impact current or submitted timesheets. This does not affect Actual time
(or timesheets), but rather affects the time that is planned for the Casual going forward.
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Where applicable, you will see a list of hours that have already been processed for this staff member.
Once you have created a new entry, press ENTER to accept the entry. An indicator icon
will appear at the end of the row to show that you have created a new record. See table
below.
RECORD CHANGE INDICATORS New record
Modified record
Deleted record
icon in the first Records that are currently awaiting approval cannot be modified. These are shown with icon column. The second column will show the action that is proposed for the record.
Start Date When the sessions will begin, payments will commence from this day forward.
End Date When the sessions will cease, payments will cease on this date.
Note: The end date cannot be greater than 6 months from the start date.
Prog ID Four alphas assigned to each program, if this is not applicable please use the default ZZZZ.
Course ID Four alphas and four numeric assigned to each course, if this is not applicable please use the
default ZZZZ9999.
Freq How often will the session occur, daily or weekly?
Day Use this to nominate the day of the week.
If you have indicated that the casual is to be paid on a daily basis in FREQUENCY, leave this
field blank. The system will automatically pay from Monday to Friday.
Pay Scale What classification you will be paying the staff member (e.g. HEW4 CAS, LECT BAS)
Order or WBS Internal order number or WBS Element you wish to charge the hours to
PHol Tick this box if you wish to pay the casual on public holidays.
WORK SCHEDULE FUNCTIONS
Adds a new empty record If the user selects a line first then the empty record is inserted above the selected line. If no record is selected then the empty record is appended after the last entry in the table.
Once the details of the new record have been maintained the record is greyed out to prevent further
modifications and a “New Record” icon is displayed at the end of the line.
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Flags a record for deletion
The record is greyed out and a “Deleted Record” icon is displayed at the end of the line. Only records that have not already been modified are eligible for deletion.
Selects all records
Deselects all records
Displays original entry of modified line
Once a record has been modified the user can no longer see the original values. This button brings up a popup screen showing the old and changed versions of the record. This option is only possible for a single record. If multiple records are selected the user will get an error.
Copies highlighted lines
Allows the user to copy one or more entries. The copied entries are “pasted” to the end of the table. The Begin and End dates are blanked out and the user has to maintain new Begin and End dates. This is to prevent duplicate entries being created and causing errors.
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Clears data in selected line
Allows the user to clear one or more selected lines. The contents of the line are removed and new
values will need to be input. This option causes the original lines to be modified, a change will be
created to change the record from the original entries to the newly input entries. If the user wishes
the original entry to remain untouched then the Copy function should be used instead.
Resets a record back to the values it had before it was modified.
If a modified record is undone then the original values are put back and the record is opened for
editing.
If a deleted record is undone then the delete flag is removed and the record is opened up for editing
again.
If a new record is undone the line returns to an initial blank line. The user will either enter new values or delete the line.
Produces a PDF view of the work schedule To prevent misleading printouts where a user changes an entry and prints it before the change is approved the text “Line has been modified in current session” is displayed after each record that has been changed but not yet submitted for approval.
3. Collision Detection
Dates and Times are checked to ensure that they do not overlap with existing data.
If a new or changed record is found to collide with a record that has been flagged for creation, modification or deletion or with a record that is locked awaiting approval then the user gets an error.
If the record you have entered OVERLAPS with other records then the user will be prompted
that they can go ahead with the insert or change, but the existing records will be flagged for
DELETION.
A pop up box will appear to show you the entry that you have added or modified [1] and the entries that are to be deleted should you proceed [2].
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All affected records will be changed to read only to prevent any of them being changed individually. If the user chooses Cancel then the changes are reset and no records are affected. If the user chooses Proceed that the changes are accepted and the affected records are flagged for deletion.
• If one of the affected records belongs to a different Internal Order or WBS then the user will still be allowed toflag it for deletion.
This will be highlighted to the user by an icon in the second icon column .• The workflow will be sent to the Internal Order or WBS approver of the new/modified record and the
approver will be informed that a record belonging to a different Internal Order or WBS will be deleted if theyapprove the change.
[1]
[2]
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4. Submit for Approval
Once you have completed all entries, click on the button which will submit the changes to the relevant internal order approver(s).
The entire work Schedule is validated before doing this to ensure that there are no inconsistencies. The program groups the changed entries by internal order and sends each group to the Internal Order approver for approval.
If no internal order approver is found then the entries are sent to Human Resources who can either approve the changes or forward the work item to the relevant approver.
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Trouble Shooting
Error messages are displayed at the bottom of the screen
Error Message Solution
Work schedule start date is required
Enter the start date for the period you wish to pay the employee.
Start date is greater than end date
You have entered a start date that is after the end date.
Adjust start date to proceed.
Work schedule end date is required
Enter the end date for the period you wish to pay the employee.
Enter date in the format__.__.____
You have entered a date in the incorrect format (e.g. 01/01/2010).
Dates must be entered using a decimal point (not a forward slash)
Example: 01.01.2010, correct format to proceed.
Work schedule start time is required
Enter start time to proceed (Time Fr).
Work schedule end time is required
Enter end time to proceed (Time To).
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Start time is greater than end time
You have entered a start time that is after the end time.
Adjust start time to proceed.
Check time format
You have entered a time in the incorrect format
(e.g. using a decimal point). Time must be entered using a semi colon or 4 digits only
(e.g. 09:00 or 0900)
Program code is required
Enter program code to proceed.
Course code is required
Enter course code to proceed.
Program code XXXX is invalid from XX.XX.XXXX
The program code you have entered has not been added to the master database. You
will need to email [email protected] to validate the program code.
Course code XXXX is invalid from XX.XX.XXXX
The course code you have entered has not been added to the master database. You will
need to email [email protected] to validate the course code.
Frequency is required
Enter the payment interval you wish to pay the employee
Daily (pays Monday to Friday) – do no enter a Day; or
Weekly – you must select the day of the week
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Weekday is required
Enter the day of the week you wish to pay the employee.
1 – will pay Mondays for the selected date period
2 – will pay Tuesdays for the selected date period
3 – will pay Wednesdays for the selected date period
4 – will pay Thursdays for the selected date period
5 – will pay Fridays for the selected date period
6 – will pay Saturdays for the selected date period
7 – will pay Sundays for the selected date period
Frequency and weekly day doesn’t fall between XX.XX.XXXandXX.XX.XXX
You have selected a day of the week that does not fall within the date period that has
been entered.
If you have used Daily as the frequency, but wish to pay on a Saturday or Sunday, you
will need to change the frequency W6 or W7 respectively.
Correct Day or amend date period to proceed.
Pay scale group is required
Enter the classification (rate of pay) you wish to pay the employee.
Pay scale group XXXXX is invalid for Casual employee on XX.XX.XXXX
You have entered an invalid pay scale (classification).
Delete the pay scale and use the drop down box to select a valid pay scale group.
Internal order or WBS is required
Enter the internal order number or WBS Element you wish to charge the hours to.
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Internal order XXXX or WBS XXXX does not exist
You have entered an invalid internal order number
or WBS. Correct internal order number or WBS to
proceed.
Work schedule date must be within the rage of selection date
You have entered dates that do not fall within your selection period.
CHANGE WORK SCHEDULE
In the initial pop up screen, ensure that you enter a selection date to include all dates for
which you are processing. A good idea is to enter a period for the entire year.
CASUAL HIRING/REHIRING
Ensure that the activation date is back dated to include the dates to be paid in the work
schedule
Start date 00.00.0000 is before termination date of XX.XX.XXXXof existingemployeeXXXXX
You have not entered an activation start date.
Enter start date to proceed.
The activation date is
defaulted to the current
date.
If the casual started work on
a prior date, you will need to
back date this date.
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Start date XX.XX.XXXXis beforeterminationdateXX.XX.XXXXof existing employee XXXXX
You are attempting to rehire an employee prior to their termination date.
Adjust the start date in organisational assignment (activation date) to a date after the
advised termination date.
For example, if the error message read:
start date 01.02.2010 is before termination date 01.03.2010
Adjust the start date to 02.03.2010
Position number is required
Enter the casual position number to proceed.
You may use the drop down box to locate the casual position number. This should be
highlighted in black, all other position number have been greyed out.
Casual position XXXXXXXXX is not valid from XX.XX.XXXX
You have typed an invalid position number.
Use the drop down box to select a valid casual position number
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Casual position 999999999 is not valid from XX.XX.XXXX
Position number 999999999 indicates that the casual is currently withdrawn (terminated)
from SAP.
Use the drop down box to select a valid casual position number.
Entry 1000 does not exist – check your entry
Use the drop down box to enter a location in pers.area to proceed.
Personnel sub area is required
Use the drop down box to enter the type of employee in pers.subarea to continue.
Note: The pers.subarea must match the type of employee
Type of employee Pers.subarea
Academic 1000 Academic
General 1055 PACCT RMIT
TAFE/VET 1075 TAFE/VET
.
Do not select a location
below this line as the
workflow will come back as
an error.
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Date of birth is required
Enter the casual’s date of birth.
It is important to obtain the staff member’s correct date of birth as it will act as their initial
password when logging into ESS.
First name is required
Enter the staff member’s first name to proceed.
Last name is required
Enter the staff member’s surname to proceed.
Personnel number(s) could not be locked
The employee’s record is locked by another user.
You will not be able to proceed until the user has exited out of this record.
Enter data for correction period for payroll area Z1
This is a warning message to advise that you are processing hours that fall outside of the
current pay period (retrospective dates).
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Entry ASSOC PROFESSOR/MR/MRS/DR etc… does not exist – check your entry
This error appears when rehiring a casual with an invalid title
(designation).
Use the drop down box to select a valid title.
Appears when rehiring a casual that already has a
communication record (used for GroupWise, Novell and ESS).
Simply click on the green tick…
Then click on the green back arrow in the next screen