forms lesson 3
DESCRIPTION
Forms Lesson 3. After completing this lesson, you will be able to select and complete the most common forms. Forms Overview. Forms . Throughout this lesson, we will: List the most common SAP MSS forms Explain workflow For SAP MSS forms completion process Walk through commonly used forms: - PowerPoint PPT PresentationTRANSCRIPT
CSC Proprietary and Confidential 1
FormsLesson 3
After completing this lesson, you will be able to select and complete the most common forms.
CSC Proprietary and Confidential 2
Forms Overview
CSC Proprietary and Confidential 3
Forms
Throughout this lesson, we will:• List the most common SAP MSS forms• Explain workflow
– For SAP MSS forms completion process• Walk through commonly used forms:
– Terminations– Cost Center Change Form– Employee Data Change Form
Forms: Overview (Workflow)
CSC Proprietary and Confidential 4
Forms
• The SAP MSS tool allows managers to process HR transactions using different SAP MSS forms
• Once a form is submitted, it will flow to the next manager for approval– Email reminders are sent every 24
hours– After 72 hrs without approval,
the request will flow to the next manager or Queue Admin
– Forms will not be escalated to group presidents
– Forms cannot be redirected to others• Employee Data Change form may flow to
Compensation for review/approval
Forms: Overview (Workflow)
CSC Proprietary and Confidential 5
• The functions that can be performed using the SAP MSS forms replace the Change Request Database
• There are four types of SAP Forms available:– Employee Self Service, Manager Self Service, HR Initiator, Financial Role
• This topic will focus on the Manager Self Service Forms• SAP MSS Forms Benefits include:
– Current data is pre-populated– Can attach documents– Follows approval workflow– Queue Admin will continue to review forms
Forms: Overview
Forms
CSC Proprietary and Confidential 6
Forms
Forms: Overview
* The Cost Center Code can be retrieved from the Employee Organizational Assignment Report or from your Business Unit Finance department
• Before you open a form, you MUST have the new values ready to complete the form
• Cost Center Code• To save frustration, delays, and errors,
have the Cost Center Code on hand BEFORE opening a form!
CSC Proprietary and Confidential 7
Forms
Forms: Overview
• To view forms, you MUST have:– Adobe Reader 8 as an
absolute minimum; it is strongly recommended that you have Adobe Reader 10 or higher
– All visuals used in this course were captured from Adobe Reader 10• If you are not using version 10,
your results may differ from the graphics shown in this course
CSC Proprietary and Confidential 8
Forms
• Fields that have a blue background on the forms (excluding the Instruction area) are fields where you can enter and select data
• Fields that have an arrow attached to them provide a dropdown list which you can select from
Forms: Overview
CSC Proprietary and Confidential 9
Forms Available Forms
Topic 1
After completing this topic, you will be able to select where to find information on each form that is available to you.
CSC Proprietary and Confidential 10
Forms
Below is a list of available SAP MSS Forms:
List of Forms: Form Types
• Termination Form – Process voluntary termination or
involuntary termination for end of casual assignment
• Cost Center Change– Change the cost center code only
• Employee Data Change– To initiate various types of employee
data changes including, job title, pay, work schedule, employee group/subgroups, and work contract
• Leave Request– Request leave of absence on behalf
of employee
• Reorg (Org Unit/Position) Form
- Change the cost center, org unit due to a reorganization; not to be used for a transfer
• Special Payment Request New - Create new special payment
• Revision of Special Pay -Adjust existing special payment
CSC Proprietary and Confidential 11
Forms
• Where can you find form information in the SAP MSS portal?– On the Manager Self Service page, there is a list of the available forms and a
high-level description of their uses and purposes
List of Forms: Form Types
CSC Proprietary and Confidential 12
FormsWalk Through: Termination
Topic 2
After completing this topic, you will be able to enter the data needed in the correct fields to complete the Termination form.
CSC Proprietary and Confidential 13
Forms
• This is the Employee Termination Form
Most Commonly Used Forms: Termination Form
CSC Proprietary and Confidential 14
Forms
• Note that some fields are pre-populated with the employee’s current information; this will assist you in the completion of the form.– These fields cannot be edited by
you
Most Commonly Used Forms: Termination Form
CSC Proprietary and Confidential 15
Forms
• Employee ID, Employee Name, Employment Status, and Business Area are pre-populated in the top section
Most Commonly Used Forms: Termination Form
CSC Proprietary and Confidential 16
Forms
• Instructions (highlighted in blue) give a high-level process to complete the form
Most Commonly Used Forms: Termination Form
CSC Proprietary and Confidential 17
Forms
• Employee Information is pre-populated with the employee’s current information; this cannot be changed on the form
Most Commonly Used Forms: Termination Form
CSC Proprietary and Confidential 18
Forms
• Employee Termination Details section is completed by the Organizational Chief; all fields with “*” before them are required to be completed before validation
• Last Working Day requires the date in the format dd-mm-yyyy
• Action Type field is a drop-down list from which you can select an option
• Reason for Action field is a drop-down from which you can select an option
Most Commonly Used Forms: Termination Form
CSC Proprietary and Confidential 19
Forms
• Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process
• Current Comments field is where you can add any comments necessary at the time of completing this form– This field will only accept text; it will
not accept graphics.
Most Commonly Used Forms: Termination Form
CSC Proprietary and Confidential 20
FormsWalk Through: Cost Center Change
Topic 3
After completing this topic, you will be able to enter the data needed in the correct fields to complete the Cost Center Change Form.
CSC Proprietary and Confidential 21
Forms
• This is the Cost Center Change Form
Most Commonly Used Forms: Cost Center Change Form
CSC Proprietary and Confidential 22
Forms
• Note that some fields are pre-populated with the employee’s information; this will assist you in the completion of the form
Most Commonly Used Forms: Cost Center Change Form
CSC Proprietary and Confidential 23
Forms
• Employee ID, Employee Name, Employment Status, and Business Area are pre-populated in the top section
Most Commonly Used Forms: Cost Center Change Form
CSC Proprietary and Confidential 24
Forms
• Instructions (highlighted in blue) give a high-level process to complete the form
Most Commonly Used Forms: Cost Center Change Form
CSC Proprietary and Confidential 25
Forms
• Employee Cost Center Details section is completed by the Organizational Chief; all fields in light blue are required to be completed before validation
• Date requires the date in the format dd-mm-yyyy (refers to the date of change)
• Cost Center Current field is pre-populated with the existing Cost Center
• New field is where the new Cost Center code plus the Controlling Area is entered
Most Commonly Used Forms: Cost Center Change Form
CSC Proprietary and Confidential 26
Forms
Most Commonly Used Forms: Cost Center Change Form
• Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process
• Current Comments field is where you can add any comments necessary at the time of completing this form– This field will only accept text; it will
not accept graphics
CSC Proprietary and Confidential 27
FormsWalk Through:
Employee Data Changes Topic 4
After completing this topic, you will be able to enter the data needed in the correct fields to complete the Employee Data Changes Form.
CSC Proprietary and Confidential 28
Forms
• This is the Employee Data Changes Form
Most Commonly Used Forms: Employee Data Changes Form
CSC Proprietary and Confidential 29
Forms
• Note that some fields are pre-populated with the employee’s information; this will assist you in the completion of the form.– These fields cannot be edited by
you
Most Commonly Used Forms: Employee Data Changes Form
CSC Proprietary and Confidential 30
Forms
• Employee ID, Employee Name, and Employment Status and Business Area are pre-populated in the top section
Most Commonly Used Forms: Employee Data Changes Form
CSC Proprietary and Confidential 31
Forms
• Instructions (highlighted in blue) give a high-level process to complete the form
Most Commonly Used Forms: Employee Data Changes Form
CSC Proprietary and Confidential 32
Forms
• Employee Data Changes Details section is completed by the Organizational Chief– Date field in light blue is required to be
completed before validation• Date requires the date in the format dd-
mm-yyyy (this refers to the date of change)
Most Commonly Used Forms: Employee Data Changes Form
CSC Proprietary and Confidential 33
Forms
• Lower section of the Employee Data Changes Details section contains radio buttons that require selection; you must select “Yes” or “No” based on the changes being made to the employee’s new data
Most Commonly Used Forms: Employee Data Changes Form
CSC Proprietary and Confidential 34
Forms
Most Commonly Used Forms: Employee Data Changes Form
• Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process
• Current Comments field is where you can add any comments necessary at the time of completing this form– This field will only accept text; it will
not accept graphics
CSC Proprietary and Confidential 35
FormsAdding an Attachment &
Completing a FormTopic 5
After completing this topic, you will be able to attach a document to a form and send the form into the approval process.
CSC Proprietary and Confidential 36
Forms
• Adding an attachment is completed by clicking Add Attachment above the form on the upper left; select Add Attachment to open options for uploading the attachment– Do NOT use the Adobe paperclip
to add an attachment; this will sometimes cause the attachment to be incorrectly filed with the document
Most Commonly Used Forms: Adding an Attachment
CSC Proprietary and Confidential 37
Forms
• Select Browse to search for the document you want to attach
Most Commonly Used Forms: Adding an Attachment
CSC Proprietary and Confidential 38
Forms
• Browse pop-up box will open and allow you to select the document or datasheet you would like to attach– Select Open once you have
selected the document or data sheet you would like to attach
Most Commonly Used Forms: Adding an Attachment
CSC Proprietary and Confidential 39
Forms
• Browse box will close and return you to the form
• File is now attached to the form; the filename is visible between the Attachments and the Add Attachment button
Most Commonly Used Forms: Adding an Attachment
CSC Proprietary and Confidential 40
Forms
• To remove an attachment, click the Checkbox and select Delete Attachment
Most Commonly Used Forms: Removing an Attachment
CSC Proprietary and Confidential 41
Forms
• The attachment name is no longer visible and the Delete Attachment button is grayed out; this is the confirmation that the attachment has been removed
Most Commonly Used Forms: Removing an Attachment
CSC Proprietary and Confidential 42
Forms
• When you have completed the data entry for your form, you have a few options.– Selecting Save Draft will hold it
on your queue, which allows you to return to the form at a later time to complete it
– Selecting Check and Send will check the form for errors and omissions; if the form is complete, it will give you a confirmation notice
Most Commonly Used Forms: Submitting a Form
CSC Proprietary and Confidential 43
Forms
• If there are errors, the form will return with the errors listed at the top of the form
Most Commonly Used Forms: Submitting a Form
CSC Proprietary and Confidential 44
Forms
• Once the errors that were listed are corrected, the Check and Send button can be selected again
Most Commonly Used Forms: Submitting a Form
CSC Proprietary and Confidential 45
Forms
• If there are no errors, the confirmation page will appear
• The data entry process is complete and the form is moved to the next person in the process
Most Commonly Used Forms: Submitting a Form
CSC Proprietary and Confidential 46
FormsWorkflow Process
Topic 6
Forms
After completing this topic, you will be able to understand the process that each form follows.
CSC Proprietary and Confidential 47
Forms
• When you complete a form and click Check and Send, it is forwarded to the approval queue of the next person in the approval process; no further action is required by you– The system will place the form in the
queue of the next manager in the approval process for that particular form
– If the form is missing information, the next person in the approval chain may return it to your queue requesting the needed information
Forms: Workflow Process
Next Manager’s
Queue
Send
CSC Proprietary and Confidential 48
Forms
• Lockout– Forms will automatically “lock” after
60 minutes of inactivity. If actively working the form it will remain open. It is when you leave it openfor an hour with no activity that it locks you out without saving the form
– Any information entered will be lost if you have not saved your work by clicking Save Draft; this is a security feature built into the MSS SAP
Forms: Workflow Process
CSC Proprietary and Confidential 49
Forms
• Automatic Monitoring– Once in your queue, you should
process the form within 24 hours– If a form remains in a queue, an
email will be generated every 24 hours to alert you action needs to be taken
– If there continues to be no action on a form in the queue after 72 hours, the form will be sent to the next manager in the approval chain or the BU HR
Forms: Workflow Process
QueueQueue
CSC Proprietary and Confidential 50
Forms
• The Reorganization (ORG Unit/Position) form will follow this approval workflow:– Initiating manager/chief– BU HR queue administrator – CSS CEP
Forms: Workflow Process
CSC Proprietary and Confidential 51
Forms
• The Termination of Employment form will follow this approval workflow :– Initiating manager/chief– Manager/chief at next level– BU HR queue administrator– CSS CEP
Forms: Workflow Process
CSC Proprietary and Confidential 52
Forms
• The Cost Center Change form will follow this approval workflow:– Initiating manager/chief– BU HR queue administrator – CSS CEP
Forms: Workflow Process
CSC Proprietary and Confidential 53
Forms
• The Employee Data Change form will follow this approval workflow:– Initiating manager/chief– Manager/chief at next level– BU HR queue administrator
• Additional approval by BU HR Comp matrix, as required
– CSS CEP
Forms: Workflow Process
CSC Proprietary and Confidential 54
Forms
• The Special Payment New Request Form will follow this approval workflow:– Initiating manager/chief– Manager/chief at next level– BU HR queue administrator– BU Finance – CSS General Services
Forms: Workflow Process
CSC Proprietary and Confidential 55
Forms
• The Special Payment Revision Request form will follow this approval workflow:– Initiating manager/chief– Manager/chief at next level– BU HR queue administrator– BU Finance – CSS General Services
Forms: Workflow Process
CSC Proprietary and Confidential 56
Forms
• The Work Location Change form will follow this approval workflow:– Initiating manager/chief– BU HR queue administrator– CSS CEP
Forms: Workflow Process
CSC Proprietary and Confidential 57
Forms
• The Leave of Absence form will follow this approval workflow:– Initiating manager/chief– CSS Leave Team
Forms: Workflow Process
CSC Proprietary and Confidential 58
Forms
• This process was designed to give you more time to manage your team by spending less time following a paper trail. The MSS SAP system allows you to efficiently see where any form is in the process, as you will see in the “Task and Status” section of this course.
Forms: Workflow Process