hr time administration guide for managers

HR Time Administration guide for

Managers

July 2021

HR Time Administration guide for Managers

July 2021

Contents

About Time Administration 3

Installing SAP 4

Changing the SAP theme 5

Logging on to SAP 8

Parts of the SAP screen 11

Approving or rejecting hours 13


July 2021

About Time Administration

Background SAP CATS (Cross Application Time Sheet) is a tool used to record hours for overtime, standby, paid-on-claim work and deep cleaning (Student Housing only). The Time Administrator captures the hours per staff member for the previous 5 weeks, capture in the future is not possible. The captured hours are submitted to the staff member’s Manager for approval. The table below shows the types of hours that can be captured per staff grouping and contract type.

Staff grouping Contract type

Permanent, T2, T1, Post-retirement Paid-on-claim

PASS Pay class 1 to 10 Overtime Standby Deep cleaning Note: Only Student Housing pay class 2

Hours worked

PASS Pay class 11 to 12 Standby Hours worked

Students Pay class 1 to 10 Overtime Standby

Hours worked

Academic staff & student tutors None Hours worked Maximum numbers of hours allowed

Hours Rules

Overtime Working day: 3 hours maximum Non-working day: 10 hours maximum Weekly (total): 10 hours maximum

Standby 24 hours per day maximum

Hours Worked (paid-on-claim staff) Day: 12 hours maximum Weekly (total): 60 hours maximum

Deep Cleaning (Only Student Housing pay class 2) Maximum 1 per day

Reports The Time Administrator will receive a daily report via email, showing recorded hours back to the first of the previous month. The daily reports will continue if there are hours in process (not yet released to the manager) or hours released for approval (still waiting for manager approval).

Managers will receive an emailed report on a Tuesday, indicating recorded hours waiting for approval.

Monthly deadline date The recording of hours must be completed, the hours released and approved by the Manager by the end of the 15th of the month in order to be included in the pay run.


July 2021

Installing SAP

Procedure

1. If working remotely, install AnyConnect (VPN software). This allows you to access the UCT network when off campus. SAP will only run remotely if you first connect to the VPN (Virtual Private Network). http://www.icts.uct.ac.za/AnyConnect.

2. Install SAP via the ICTS Downloads (https://ictsdownloads.uct.ac.za/) page.

- Log in to the Downloads page with your 8-digit UCT staff number and network password.

- Choose Windows > SAP if using a Windows computer or Apple > SAP if using a Mac computer.

- Click the UCTPKG file to download and install SAP for Windows or the GUI770 file to download and install for Mac. Note: For both Windows and Mac computers, the ICTS installation instructions are included in the SAP folder.

3. The latest version of SAP may default to the Quartz theme when installed. It is recommended that you change the theme to Blue Crystal to match the buttons and screenshots used in the support materials. See: Changing the SAP theme on the next page.

Support If you experience problems installing SAP or AnyConnect, please contact the IT Service Desk for assistance.

http://www.icts.uct.ac.za/AnyConnect

https://ictsdownloads.uct.ac.za/

http://www.icts.uct.ac.za/it-service-desk


July 2021

Changing the SAP theme

Support If you experience problems with changing the SAP theme, please contact the IT Service Desk for assistance. Procedure

1. If working remotely, connect to AnyConnect (VPN – Virtual Private Network) first. AnyConnect gives you access to the UCT network which is required to access SAP. For more information, see the AnyConnect page on the ICTS website.

2. Double click the SAP Logon icon on your desktop (or click in your Windows toolbar and search for SAP).

3. The SAP Logon 770 dialogue box appears. The screenshot below shows the SAP Logon 770 dialogue box using the Quartz Theme as this is usually the default for new SAP installations.

- Click and choose Options.




July 2021

Changing the SAP theme (continued) 4. The SAP GUI Options – SAP Logon dialogue box appears.

- In the left-hand menu, open Visual Design and choose Theme Settings.

- In the Theme Selection section on the right, use the Select Theme dropdown list to choose Blue Crystal

Theme.

- Click .

- Click . 5. The SAP Logon 770 dialogue box reappears. The new SAP theme will only appear after closing SAP entirely.

- Close the dialogue box by clicking Close in the top right-hand corner.



July 2021

Changing the SAP theme (continued) 7. The SAP Logon 770 dialogue box appears in the Blue Crystal theme.


July 2021

Logging on to SAP

Support If you are unable to access SAP or are experiencing other technical difficulties, please contact the IT Service Desk for assistance. Procedure

1. If working remotely, connect to AnyConnect (VPN – Virtual Private Network) first. AnyConnect gives you access to the UCT network which is required to access SAP. For more information, see the AnyConnect page on the ICTS website.


3. The SAP Logon 770 dialogue box appears. Note: If your dialogue box looks different, it is recommended you change the SAP theme to match the screenshots used in this guide.

- On the left side of the dialogue box, ensure Connections > UCT is selected.

- On the right side of the dialogue box, select 01 UCT SAP ERP Production.

- Click (top left).





July 2021

Logging on to SAP (continued) 4. The SAP screen appears.

- Enter the User name, i.e. your 8-digit UCT staff number (including leading zero).

- Enter your Password for SAP.

- If you need to change your password, click . For more information, see: Changing your password in the UCT SAP online help.

- Click Enter.

http://help.uct.ac.za/saphr/basics/procedure__changing_your_password.htm

http://help.uct.ac.za/saphr/basics/procedure__changing_your_password.htm


July 2021

Logging on to SAP (continued) 5. The SAP Easy Access UCT - Menu screen appears.

- The first time you log on, the User Menu screen may appear.

- Click SAP Menu to display the SAP Menu screen.


July 2021

Parts of the SAP screen

Dropdown menus are available at the top of the screen.

Toolbar buttons give you quick access to options you use regularly.

Enter button

Save button

Back button

Exit button

Cancel button

Each screen will have a title bar with the name of the screen displayed.


July 2021

Parts of the SAP screen (continued) Each screen will have its own toolbar below the screen title.

The SAP menu is available when you first log in. Frequent tasks (transactions) can be saved in Favorites.

The status bar at the bottom of the screen displays error or warning messages on the left.


July 2021

Approving or rejecting hours

Background Managers will receive an emailed report on a Tuesday, indicating recorded hours are waiting for approval. The Manager reviews the submitted hours for each staff member and either approves or rejects the hours. Time Administrators will receive a daily report via email, showing the data from today back to the first of the previous month.

Procedure

1. Log on to SAP. 2. The SAP Easy Access UCT - Menu screen appears.

Note: If the User Menu screen appears, click SAP Menu.

- Click SAP Business Workplace. 3. The Business Workplace of <Manager’s Name> screen appears.

- Click .


July 2021

Approving or rejecting hours (continued) 4. The Inbox appears on the right of the screen, displaying any waiting approvals.

- Either double click an Approval of Working Times line in the Inbox.

- Or select the line with a single click and click Execute. 5. The Approval of Working Times screen appears, displaying each staff member’s recorded hours for review.

Note: Error messages • If the Time Administrator has opened a staff member’s record, the error message Approval not

possible: Data is being processed appears in the status bar at the bottom of the screen. The staff member’s hours must be reviewed at another time.

• If the approval includes several staff members, the error message Some of the data to be approved is being processed appears for any staff records opened by the Time Administrator and they will be excluded from your review. Their hours must be reviewed at another time.

- To sort a column (e.g. Date or A/A type text), click the column header and click Sort Ascending or Sort Descending.


July 2021

Approving or rejecting hours (continued)

- Select a staff member’s line using the flat button on the left of the person’s line. The Ctrl button on the keyboard can be used in combination with the mouse to select additional lines one at a time. Select all lines by clicking Select All.

- If approving the selected hours, click Approve. The selected lines are marked as Approved in the Name column and the green indicator appears in the Exception column.

- If rejecting the selected hours, click Reject.

• The Reason for rejection dialogue box appears

• Select the appropriate rejection reason, in most cases this will be No prior approval. Change to

Time off in Lieu may only be used for overtime hours. Note: If rejecting overtime hours and changing to Time off in Lieu, the staff member must be informed and will need to complete a leave request on ESS (Employee Self-Service) for Time off in Lieu Overtime.

• Click Copy.

• The selected lines are marked as Approval rejected in the Name column and the red indicator appears in the Exception column.


July 2021

Approving or rejecting hours (continued) - If required, an approved or rejected line can changed by selecting the line and using the Approve

and Reject buttons.

- If there are lines that shouldn’t be processed at this stage, leave them as Released for approval. They will remain in the Inbox to be processed later.

- Click Save.

- A message in the status bar at the bottom of the screen indicates that the changes have been saved.

- Click Back. 6. The Business Workplace of <Manager’s Name> screen reappears, displaying the Inbox.

- Click Update to clear any completed items from the Inbox.

- If there are remaining hours to process, repeat from step 4.

- Click Exit to return to the SAP Menu screen. 7. The SAP Menu screen reappears

- Click Exit or close the SAP window to log off SAP. 8. The Log Off dialogue box appears.

- Click to log off.

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