FastFactsSpecial Presentation

February 3, 2011

© 2011 The Johns Hopkins University. All rights reserved.

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-468-2134 Participant code: 182500

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Today’s Topic• We’ll be taking a look at…

Entering and Updating Employee Education in SAP: the New

Education Screen (Infotype)Degree and School Tracking

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Today’s PresentersSadhya Sabatino SAP Trainer

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Session Segments

• Presentation– Sadhya will discuss the new Education information

screen (Infotype) in SAP. She will demonstrate how to review and update existing Education records, and how to create new and multiple records when needed.

– During the presentation, your phone will be muted.

• Q&A– After the presentation, we’ll hold a Q&A session. – We’ll open up the phone lines, and you’ll be able to ask

questions. – Sadhya will answer as many of your questions as time

allows.

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Contact Us

• If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu

• You can also send us an instant message! – GoogleTalk – HopkinsFastFacts@gmail.com– AOL Instant Messenger – HopkinsFastFacts– MSN – FastFacts@jhu.edu

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How To View Full Screen

Survey

• Survey– At the end of this FastFacts session, we’ll ask

you to complete a short survey. – Your honest comments will help us to enhance

and improve future FastFacts sessions.

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Entering and Updating Employee Education in SAP: the New Education

Screen (Infotype)

Agenda

• Review the new SAP Education screen (Infotype)• Discuss the SAP role and security required to

update the Education Infotype• Reviewing and updating existing records• Creating new Education records• Creating multiple Education records when needed• Reviewing the education data section in the

updated Hire ISR

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• The new SAP Education screen (Infotype)* has improved fields for recording employee education.

• Allows comprehensive tracking and reporting of Degree, Educational Institution, Branch/es of Study, and Year of Graduation/s.

• Provides selections in drop-down lists, replacing the free-text entry mode in this SAP Infotype.

The New SAP Education Screen (Infotype)

*Infotype is a type of information collected for an employee. Infotype 9022 replaces the previous Education Infotype 0022, which collected information in free text form.

Note: The Education role itself has not changed (HRPA - Unit Property Education Maintenance). It now displays this new Infotype.

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SAP Role and Security for the Education Infotype

• The SAP role to update Education: HRPA - Unit Property Education Maintenance (ZRHR_PA_UNTPREDMNT_ALL)

• Organizational unit security (Z61 relationships) determines which employee records can be reviewed and updated.

• Roles and organizational units are both requested through the Security, Roles and Workflow Request transaction (ZSR), described in the August 2009 FastFacts, Using the ZSR to Request SAP Roles: Now a One-Stop Shop!, which can be found as a Recorded FastFacts Session: http://www.hopkinsfastfacts.org/rsessions.html

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• Click ECC to open the SAP Easy Access menu.

• Scroll to the Master Data menu item on the left, and open by clicking the triangle.

NOTE: In the future – once you have updated existing records in the new Infotype – you will use PA20 – Display HR Master Data to first view records.

• In this initial updating period, you might want to proceed directly to PA30 - Maintain HR Master Data to review, update, and add new Education records as needed. Double-click the Maintain HR Master Data transaction to open.

Reviewing and Updating Existing Records

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• The Maintain HR Master Data screen will open.

– The layout is identical to PA 20 - Display HR Master Data , with the addition of icons for functions such as Create, Change, and Copy.

• Enter or search for an employee’s Personnel Number (PERNR).

• Press the Enter key on your keyboard to open the selected record.

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• The bottom portion of the Maintain HR Master Data screen displays tabbed sections. Each tab represents a category of Infotypes.

• The Education Infotype falls under Basic Personal Data.

• A green check to the right of the Education Infotype line indicates that record/s exist. You will be able to open and Change those record/s.

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• No green check indicates that no Education records yet exist. You will need to Create new record/s to record Education information.

NOTE: In viewing employee information, a missing green check may also indicate that you do not have access to this information. To open Education information from PA30 - Maintain HR Master Data, the role HRPA - Unit Property Education Maintenance is required.

If Education record/s already exist (green check), use the Change function to review and update their information. Here is how:

1. Select the Education Infotype line by clicking the box to the left.

2. Then click the Overview icon in the upper left of the screen.

3. The List Education screen will display, with one line for each Education record for this employee.

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4. From the List Education screen, select the record you wish to review/update by clicking the box to the left of the line.

5. In the upper left area of the screen, click the Change icon (pencil) to open the record.

6. The Change Education screen will display, with the Education data previously entered in this Education record.

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7. Education entries will have been converted to the new fields and format. Degree (and institution if previously entered) will be matched to the new standardized listing/s.

8. Correct any entries needing that, and complete the record by filling in the remaining fields.- Certifications and certificate programs are not displayed here, as they are recorded in the Skills Infotype, with the Skills role, ZRHR_PA_SKILLS_ALL.

See the next section, “Creating New Records,” for definitions and demonstrations of each field: Slide 19, beginning with step #3.

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Creating New RecordsIf no Education records exist yet, or additional ones are needed, use the Create function to initiate new record/s.

1.From the Maintain Master Data screen, select the employee, then the Education Infotype.

2.Click the Create icon (image of a piece of paper).

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The Create Education screen will display with a blank Education record.

3.To record the Degree earned, click inside the Degree field, and then click the search icon.

4.The list of degrees will display. Click to select the type of degree earned.

If no degree has been earned for the study reflected in this record, select No Degree from the drop-down.

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5. Degree Year is the year the degree was conferred. If no degree has been earned for this area of study, leave blank.

6. Terminal is display only, reflecting if the Degree and Branch of Study selected are recognized as the final degree in that field.

7. Leave Years of Education blank, unless “No Degree” was selected for the Degree field.

8. If No Degree was selected from the Degree list, click the Years of Education field, click the search icon, and select the appropriate entry.

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9. To select the school, click inside the Institution field, and then the search icon. This will display the formal listing of accredited institutions.

10. The first 3000 of 5000+ will display, initially sorted by Institution Code.

11. To display and search from all institutions, you’ll need to first expand the list to the full listing of institutions from which to select.

Click the search bar to open the Search Criteria window.

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12. Your cursor will begin in the Institution Code field.

13. Using the Tab key on your

keyboard, tab until your cursor lands in the Maximum No. Of Hits field.

14. Highlight and delete the number 3000 which defaults there, and leave the field blank. This will enable all possible selections to display.

15. Click the green check at the lower left of that window to display the full list of institutions.

Use the tab key on your Use the tab key on your keyboard to tab to keyboard to tab to “Maximum No. of “Maximum No. of Hits.”Hits.”

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16. The 5000+ accredited institutions will now display, enabling you to locate the specificinstitution you seek.

17. Sort by any column to help locate the specific institution.

18. Alternatively use any of the “Find” options:

a) Find (binoculars)

b) Find Again (binoculars+)

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19. Once the Institution is selected, Country Code will fill automatically with the country of the institution.

20. In Branch of Study 1 and Branch of Study 2, you have the option to select up to two areas of academic study. Click the “Text” column to view your choices alphabetically.

NOTE: If there is a dual degree, such as M.D. / Ph.D., separate records should be created for each.

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Do Not Complete Education Records for Faculty Joint and Secondary Appointments: Faculty Education records are maintained on the Primary Record only.

Creating Multiple Records

• The same process is repeated when multiple records are required.

• If an employee has more than one degree (such as B.A., M.A., Ph.D., M.B.A.…), individual records should be updated/created for each.

• Additional records can also be created to reflect significant study at an accredited institution even if a degree has not been earned or is in process.

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Education Infotype in new ISR

• Previous education records have been converted to the new, more precise, Education screen.

• We can now update pre-existing records (with new selection fields provided), and enter remaining information.

• The Hire ISRs now have the Education information included to allow this to be recorded at the time of hire.

• Future accomplishments will still need to be recorded directly in the SAP Maintain HR Master Data transaction.

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Conclusion• The previous SAP Education role has been updated with a new

screen (Infotype 9022) to more precisely reflect educational accomplishments of Hopkins employees.

• The SAP Education role is HRPA - Unit Property Education Maintenance (ZRHR_PA_UNTPREDMNT_ALL), and can be requested by a ZSR for staff appropriate to fulfill this function.

• To review and update Education records, open the SAP Easy Access Menu, Master Data folder, PA30 Maintain HR Master Data.

• Update any existing Education records with the new information fields and lists now available.

• Create new Education Infotype records to reflect degrees, years of study not yet recorded in SAP.

• For hires, enter Education information in the Hire ISR. • Following their hire, enter all additional employee Education

information directly in PA30 Maintain HR Master Data.

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Resources

• SAP Help Desk 410-735-4500 or saphelpdesk@jhmi.edu

• HR/Payroll Shared Serviceshttp://ssc.jhmi.edu/hr_payroll

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• We’re going to open the phone lines now!• There will be a slight pause, and then a recorded voice will

provide instructions on how to ask questions over this conference call line.

• We’ll be answering questions in the order that we receive them.

• We’ll also be answering the questions that were emailed to us during the presentation.

• If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Q&A

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Thank You!

• Thank you for participating!• We would love to hear from you.

– Are there certain topics that you would like us to cover in future FastFacts sessions?

– Would you like to be a FastFacts presenter?– Please email us at: fastfacts@jhu.edu

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Survey

• Before we close, please take the time to complete a short survey.

• Your feedback will help us as we plan future FastFacts sessions.

• Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!

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