Time Entry for Maintenance - PowerPoint Presentation

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Time

Entry for

Maintenance

Maintenance Training Academy

FY17

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Section

One – Time Entry OverviewSection Two – Basic Time Entry and Work OrderSection Three – Other Work Time Entries Section Four - Leave EntryFive - Common Timesheet Errors and Issues

Course Agenda

Colorado Department of Transportation SAP

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Course Prerequisites

Prior to taking this course, you should have completed the following courses:SAP Navigation ORIntroduction to SAP for MaintenanceColorado Department of Transportation SAP

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At the end of this course, you should be able to:

Validate, enter and release basic timesheet data Identify other work time entry types used in your timesheetEnter and release leave time in a timesheetIdentify common time entry errors and issuesColorado Department of Transportation SAPSlide

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Course Learning Objectives

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Regular breaks built into the class schedule

Classroom participation encouraged; ask, answer, and participate in the discussionExercise data sheets provide assistance for in-class exercisesParking lot used to capture questions forin-class follow-upLearning Logistics

Colorado Department of Transportation SAP

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Your Contributions to a Positive Learning Environment

Please respect the other participants by silencing your cell phonesFocus on the course, please use the Internet and email over lunch and break timesPlease delay your side conversations until break timesColorado Department of Transportation SAP

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At the end of this section, you should be able to

:Explain the time entry processIdentify roles and responsibilities in the time entry processColorado Department of Transportation SAP

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Section One – SAP Overview

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Colorado Department of Transportation SAP

Slide 8Time Entry Process - Primary Roles

Timekeeper

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Colorado Department of Transportation SAP

Slide 9Time Entry Process - Support Roles

Timekeeper

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CDOT employees enter both attendances and absences

A/A types Track attendances and absencesDescribe reason for attendance or absenceTotal of all time entries, regardless of A/A type, MUST equal at least 40 hoursColorado Department of Transportation SAP

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Attendance and Absence Types

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All

of your Attendance hours should be recorded in a Work Order AND your timesheetIf the Work Order is:DOT1 then time automatically transfers to your timesheetPreventive, Fleet Preventive or Fleet Repair then you must enter the time in your timesheetRegardless of how the time gets to your timesheet, YOU are responsible for releasing AND saving

your timesheet

Colorado Department of Transportation SAP

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Work Orders and Timesheets

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In Process

ReleasedApprovedApproval RejectedChanged After ApprovalCancelledColorado Department of Transportation SAPSlide

12Timesheet Status

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Daily:

Check and/or enter time (Work Order must be approved/released)Weekly:Release time by 5 p.m. on FridayEnsure all previous week’s time has been approvedMonthly:Check all time is entered, released and approvedDeadline is at the END OF THE MONTHTo view CDOT’s Payroll Schedule go to http://intranet/business/payroll

Colorado Department of Transportation SAP

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Payroll Timelines

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Who is responsible for entering and releasing your timesheet?

YouTrue or False. If there are errors in your timesheet, your Supervisor can correct them.FalseHow often should you check and/or enter your time?Daily

Colorado Department of Transportation SAP

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14Check Your Knowledge

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At the end of this section, you should be able to

:Explain how Work Orders and timesheets are linkedDescribe Work Schedules and how they impact payRecognize required data for Work Order operation entriesIdentify issues with Work Order time transferEnter and release time in SAPColorado Department of Transportation SAP

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Section Two – Time Entry and Work Orders

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Colorado Department of Transportation SAP

Slide 16DOT1 Work Orders and Time Entry

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Colorado Department of Transportation SAP

Slide 17Preventive/Fleet

Work Orders and Time Entry

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Planned working hours for the week

Starts on Saturday at 12 a.m.Includes scheduled lunch breakPre-defined in SAP and assigned to the employee’s master dataAffects:AbsencesOvertimeHolidaysShift differential

Colorado Department of Transportation SAP

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Work Schedules

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Colorado Department of Transportation SAP

Slide 19Data Required for Working Time

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Work Order Issues:

Work Order not released/approved so time hasn’t transferred to timesheetContains wrong:Work Center (5000 number)Dates and/or Start and End TimesTimesheet:Quota Error on timesheetEmployee manually entered time in the timesheet before batch job was run

Colorado Department of Transportation SAP

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20DOT1 Work Order Timesheet Issues

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Work Order has not been released/approved

Work Order is closedColorado Department of Transportation SAPSlide 21

Preventive, Fleet Preventive and Fleet Repair Work Order Timesheet Issues

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Cannot be approved

Result in:Missing hoursNo special pay for:OvertimeShift DifferentialOn-CallColorado Department of Transportation SAPSlide

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Unreleased Time Entries

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Business Scenario:

All employees must review, enter and release their time.Trigger: You work four ten hour shifts per week. This week, you’ve spent two days clearing a rock slide and six hours out on night inspection. The work for the rock slide was entered in a DOT1 Work Order which was created and released/approved. You’re pretty sure your time has already been approved, but you want to check it. You created a Preventive Work Order for the litter clean up and it has been released/approved.

Action: Go to your timesheet in CAT2 and:

Check the time that transferred from the DOT1 Work Order for errors and approval

Enter your time for the Preventive Work OrderRelease and Save your timesheet

Colorado Department of Transportation SAPSlide

23Learning Activity: Exercise One

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Timesheet links to Work Order

Review Operation data and validate:Operation ActivityWork CenterDates and Times (Reactive Work Orders)Update Work Order, if requiredColorado Department of Transportation SAPSlide

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Review Work Orders

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Business Scenario:

You are reviewing your timesheet before you release and save it.Trigger: You don’t think that the time from a DOT1 Work Order is correct. Go back to the Work Order and review the data. Check the Dates for the Operation Activity.Action: Access Work Order directly from a timesheet.

Colorado Department of Transportation SAP

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Learning Activity:Demonstration One

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You ALWAYS have to manually enter your time for ________________ Work Orders.

Preventive, Fleet Preventive and Fleet RepairWhat data must be entered for each line item for working time in your timesheet?Rec. (Receiving) Work Order Activity

Work CenterA/A Type

From/To Time

Colorado Department of Transportation SAP

Slide 26Check Your Knowledge

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What problems can the wrong Work Schedule cause?

It affects how you can enter and get paid for:AbsencesOvertimeHolidaysShift differentialColorado Department of Transportation SAP

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Check Your Knowledge

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At the end of this section, you should be able to

:Explain CDOT’s overtime, compensatory (comp) time and alternate holiday time rulesIdentify issues with ”Over Midnight” time entryIdentify Wage Types and how they are used on your timesheetEnter Wage Types in timesheet

Colorado Department of Transportation SAP

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28Section Three – Other Work Time Entries

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Must be authorized by Supervisor

Additional hours worked compensated with money1. 5 times base hourly rateONLY earned for hours worked:Outside scheduled (planned) work hoursOver 40 hours paid time in your work weekColorado Department of Transportation SAP

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Overtime

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Must be authorized by Supervisor

Requires signed agreement with the Appointing Authority (or their designee)Additional hours worked compensated with future time offTime earned must be outside of employee’s scheduled (planned) work hoursMaximum hours worked per fiscal year is 16 hours worked = 24 hours earnedColorado Department of Transportation SAP

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Compensatory (Comp) Time

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Alternate Holiday worked:

If you work on a holiday, you can code up to 8 hours of Alternate Holiday time workedIf your scheduled day off falls on a holiday, then 8 hours of Alternate Holiday time is banked for youColorado Department of Transportation SAPSlide

31Alternate Holiday Time

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Colorado Department of Transportation SAP

Slide 32Data Required for Overtime/Comp/ Alternate Holiday Entries

Rec. Order

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Activity

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Work Center

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Attendance Type

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From (Start Time)

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To (End Time)

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Entering time over midnight can be an issue when:

Employee charges to multiple work orders Time worked on two days and in two monthsContact your Timekeeper with questions about time entries which cross midnightLet your Supervisor know these entries need to be approved with other monthly entriesColorado Department of Transportation SAP

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Time Over Midnight

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Paid above base pay

Requires authorizationOn-CallPaid to employee, during unscheduled time, to ensure employee’s availability to report to work if neededWork Schedule Premium PayPaid for activity held during 1st shift hours for employees who have a 2nd/3rd shift work schedule

Colorado Department of Transportation SAP

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Wage Type

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Colorado Department of Transportation SAP

Slide 35Data Required for Wage Type Entry

On-Call

Wage Type

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From (Start) Time

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To (End) Time

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Work Schedule Premium Pay

Cost Center

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Total Hours

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Wage Type

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Functional Area

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Business Scenario:

Your normal work schedule is during the 3rd shift. Your Supervisor requires you attend a meeting during the day.Who: Anyone at CDOT working the 2nd or 3rd shift.Trigger: You are working the 3rd shift and you have worked a 40 hours this week. There is a Safety meeting on Wednesday morning from 9 to 11 a.m. and your Supervisor requested you attend. You did so and now need to enter time to the Wage Type for Work Schedule Premium Pay.

Action: Open the timesheet for Kerry 3rd

Shift and enter time for the meeting.

Colorado Department of Transportation SAP

Slide 36Learning Activity:Demonstration Two

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True or False. You can enter overtime for time within your normal work schedule.

FalseThe maximum number of Comp Time hours you can work per fiscal year are ______ hours. 16 hoursWhat are the three Wage Types used at CDOT?On-call (4099)

Work Schedule Premium Pay – 2nd shift (7002)

Work Schedule Premium Pay – 3rd

shift (7003)Colorado Department of Transportation SAP

Slide 37Check Your Knowledge

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At the end of this section, you should be able to:

Define common leave typesDescribe the impact of leave entry on leave bankEnter leave in SAPColorado Department of Transportation SAP

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Section Four – Leave Requests

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All leave is entered in scheduled (planned) time

Most common leave types are:Annual – 130PSick – 120PAlternate Holiday – 141PComp Time – 110PYour Timekeeper is your resource for less commonly used leave typesColorado Department of Transportation SAP

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CDOT Leave

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Leave time accrued by employee

Separate bank for each of the leave types:AnnualSickAlternate HolidayComp TimeSAP tracks and deducts leave requests/entries from relevant leave bank once approvedUnpaid leave (LWOP) results in partial monthly leave accrualColorado Department of Transportation SAP

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Leave Banks/Quotas

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Used for personal leave

Should be requested in advanceSubject to Supervisor approvalAnnual leave bank:Accrued on a monthly basis Maximum annual carryover is double the amount you’re eligible to earn for the fiscal yearAny leave above your carryover amount is deducted from your Annual leave bank on July 1 of next fiscal yearColorado Department of Transportation SAP

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Annual Leave

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Used for the health needs of the employee, their spouse, parent, or legal dependent

When possible, should be requested in advanceCan only be used for health-related reasonsSupervisor can request documentationSick leave bankAccrued on a monthly basisMaximum carryover is 360 hoursColorado Department of Transportation SAP

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Sick Leave

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Used for personal leave

Should be requested in advanceNo carryover to next fiscal yearAlternate Holiday (141P):Not to be used before it is earnedComp Time (110P):Must be approved to code it as Comp Time usedCan have up to 24 hours of Comp Time bankedDoes NOT count towards the 40 hours required for overtime

Colorado Department of Transportation SAP

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Alternate Holiday and Comp Time

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Business Scenario:

You need to determine what leave time you have available.Who: Anyone at CDOT.Trigger: You are anticipating taking some time off and need to determine what leave types you have available in your leave banks.Action: Open your Leave Summary Report and review your available leave.Colorado Department of Transportation SAP

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Learning Activity:Demonstration Three

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Colorado Department of Transportation SAP

Slide 45Request Leave

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Colorado Department of Transportation SAP

Slide 46Data Required for Leave Request

Full Day Leave Request

Absence Type

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Total Hours

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Partial Day Leave Request

Absence Type

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From (Start) Time

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To (End) Time

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Timekeeper

is your first resource for all time issuesWork with your Timekeeper when you have uncommon leave requests, like:FMLInjuryWorker’s CompJury DutyBereavementLWOP

Colorado Department of Transportation SAP

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47Leave Time and Resources

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Business Scenario:

You need to request both sick and annual leave.Who: Anyone at CDOT.Trigger: You have to take the kids to the dentist on Wednesday afternoon, so you want to take four hours of sick leave at the end of your shift. You also want to take Thursday off to visit your sister. You’re going to use annual leave for this. In both cases, you already have your Supervisor’s approval for this time off.Action: Enter sick leave for the last four hours of your shift on Wednesday afternoon and enter annual leave for the whole day on Thursday.

Colorado Department of Transportation SAP

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48Learning Activity: Exercise

Two

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Must be approved by Appointing Authority

Cannot request LWOP until you’ve exhausted:Comp TimeAlternate Holiday LeaveAnnual LeaveSick Leave (when applicable)Colorado Department of Transportation SAP

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Leave Without Pay (LWOP)

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What are the four common leave types used by Employees?

Annual, Sick, Alternate Holiday Used and Comp Time UsedList the field entries required for a Leave Entry in your timesheet.A/A TypeFor full day’s leave – Total Hours (must be full shift as per Work Schedule)For partial day’s leave – From (Start Time) and To (End Time)

If you are having issues or are not sure what leave type to use, who should you talk to?Your Timekeeper

Colorado Department of Transportation SAP

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50Check Your Knowledge

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At the end of this section, you should be able to:

Identify common timesheet errorsFind your Work Orders in the systemDescribe the process for Time Entry changesExplain how to delete (zero out) time entriesChange your timesheet

Colorado Department of Transportation SAP

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Section Five – Common Timesheet Errors and Issues

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Collisions

Incorrect OvertimeUnder 40 Hours CodedWrong Work OrderColorado Department of Transportation SAPSlide 52

Common Timesheet Errors

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SAP

can only process ONE entry for a given time periodIf collision is not corrected it’s possible that:Employee receives base pay onlyTimesheet isn’t populated by DOT1 Work OrderSpecial pay items are not paidLeave balances are impactedEmployee responsibilities:

Review time in timesheetEnter time for colliding Work Order

If collision involves leave entry, then zero out leave and enter corrected time

Colorado Department of Transportation SAP

Slide 53Collisions

Monday

2 – 4 p.m.

Monday

1 – 3 p.m.

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Overtime error report identifies overtime not accurately entered in timesheet

Incorrect coding results in overtime errorsEmployee responsibilities:Enter paid hours to equal 40 hoursCode overtime for hours more than 40 hours in work weekRespond to Timekeeper in timely mannerNotify Supervisor that changes have been made to working hours and approval required

Colorado Department of Transportation SAP

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Worked >40 Hours

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Under 40 hours report identifies approved timesheets with less than employee’s target hours for the week

Employee responsibilities:Enter enough hours to equal target hoursRelease and save added hoursContact Supervisor to approve changed timesheetColorado Department of Transportation SAP

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Under 40 Hours

Worked <

Target Hours

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Charges go to the Region/Section identified in the Work Order

Affects Region/Section’s budgetEmployee responsibilities:Fix your timesheet to reflect the right Work OrderRelease and save your timesheetContact Supervisor to approve changed timesheetColorado Department of Transportation SAP

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Wrong Work Order

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Business Scenario:

You need to find a Work Order in the system.Trigger: You charged your time to the wrong Preventive Work Order. Your Supervisor has asked you to fix it. You need to find the right Work Order in the system.Action: Use Transaction Display Operations (IW49) in SAP Portal to locate a Work Order.Colorado Department of Transportation SAP

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Learning Activity:Demonstration Four

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Colorado Department of Transportation SAP

Slide 58Change Approved Time Entries

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Timesheets can be changed:

5 weeks back for employee12 weeks back for TimekeeperShould be changed as soon as possibleRequire Supervisor approvalCommon changes include:Add/delete timeCorrect coding Change referenced Work OrderChange leave entries

Colorado Department of Transportation SAP

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Timesheet Changes

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Required for approved leave entry changes

Zeroing out a leave entry:Provides record of change and change approvalNotifies Supervisor of timesheet changeEnsures time is credited to leave bankColorado Department of Transportation SAPSlide

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Zero Out Leave Entries

Time = 0 Hours

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ALL

timesheet changes MUST be released and approvedUnapproved attendance deletions can cause a collisionUnapproved “zeroes” for leave means:Leave banks are not updatedCollisions may occurChanges not processed, result in additional payments, overtime pay, etc. not being processed until the next pay period

Colorado Department of Transportation SAP

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Approval of Timesheet Changes

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Business Scenario:

You need to change a leave request.Who: Anyone at CDOT.Trigger: It turns out that you woke up on Thursday with a bad case of the flu. Instead of using your Annual Leave to visit your sister, you spent the day in bed sick. You’re not sure if your time has been approved so you need to check it. If it has, you’ll need to “zero out” your Annual Leave and enter Sick Leave instead.Action: “Zero out” your Annual Leave entry and enter these hours as Sick Leave.

Colorado Department of Transportation SAP

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62Learning Activity:Exercise Three

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List the four common timesheet issues discussed in this lesson.

Collisions, Overtime Errors, Under 40 hours worked, Wrong Work OrderWhat transaction do you use to find your Work Orders in the system? What is its transaction code?Display Operations (IW49)Colorado Department of Transportation SAP

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Check Your Knowledge

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Course Summary

During this course, we presented information to ensure that you:Validate, enter and release basic timesheet dataIdentify other work time entry types used in your timesheetEnter and release leave time in a timesheetIdentify common time entry errors and issuesColorado Department of Transportation SAP

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Your Timekeeper

Your SupervisorCDOT’s Payroll OfficeWhere Can I Get Help – People?

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SAP Training Website

Access via SAP Portal -> Maintenance Tab -> SAP Training WebsiteContains CDOT specific Step-by-Step InstructionsIs available 24 hours a day/7 days a weekCan also be accessed through URL: http://saptrainingCDOT’s Learning Management System (LMS) contains eLearning classesCDOT’s Intranet

Home -> Work -> Time and Leave

Where Can I Get Help – Online?

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Learning Activity: Course Evaluation

It is critical to CDOT to receive your feedback on this classKudos, critiques, and recommendations for improvementTake 5-10 minutes now to complete the evaluationhttp://saptrainingThank you!Slide 67

Colorado Department of Transportation SAP

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Questions?

Colorado Department of Transportation SAPSlide 68

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