EASY HELP DESK REFERENCE GUIDE Last Updated: May 18, 2017 Contents Chapter 1: Introduction and Solution Overview... 3 Learning Objectives... 4 Navigation and Tool Bars... 4 Accessing Easy Help Desk in HRIS... 4 How to Add the Easy Help Desk to Your HRIS Favourites... 4 Looking at an Employee in the Easy Help Desk The Basic s... 5 The Easy Help Desk Application Solution bar... 5 The Adobe Application Solution bar for Displayed Reports... 5 The HRIS Quick Access Tool Bar for Displayed HRIS Data... 6 Selecting and Searching Specific Pay Periods... 8 General Employee Information Folder... 10 Employee Identification Check... 10 Employee Details... 11
Audit Details Report... 11 Employment Confirmation Draft Letter... 13 User Tracking - Employee Record Tracking... 14 Work Schedule... 14 Payroll Query Folder... 14 Payroll Details Employee Details... 14 Payroll Details Payments, Deductions, Taxes... 15 Payroll Details Year to Date Information... 15 Display Pay Statement... 16 Pay to Pay Explanation... 17 Detailed Pay Explanation... 18 Getting Acquainted: Glossary... 20 Chapter 2: Exception Investigation... 21 The Easy Help Desk Screen... 21 How to Investigate Employee Information... 21 Components of the Exceptions Tab... 22 Types of Exceptions... 23 Infotype Exception... 23 Absences Exception... 24 Retro Exception... 24 Zero Net Exception... 25 Termination Exception... 26 2 P a g e
Chapter 1: Introduction and Solution Overview Easy Help Desk in HRIS simplifies Payroll analysis processes by allowing users to research and analyze an employee s pay questions from inside of the system using a single screen. Easy Help Desk comes with pre-built reports and documents that can be used to troubleshoot individual employee queries and provides the ability to print or email in seconds. The single screen design can be used to troubleshoot individual employee queries including: Retroactive differences Used to identify components of an employee s pay that altered in retro. Pay to pay comparisons Used to analyse the movements of the individual components of an employee s pay from one pay period to the next. Explaining an employee s pay Used to break down the makeup of an employee s pay. This is one of the main solutions used for explaining an employee s pay. Simplified employee summary form Used to provide an overall summary of the activities that occurred for an employee in any payroll period. Audit details on a pay by pay basis Used to identify master data records that would have affected an employee s pay. Master data Ability to obtain an immediate overview of some infotypes keyed against an employee as well as the ability to drill completely into the master data record. 3 P a g e
Learning Objectives By going through this Reference Guide and completing the in-class training session, you will be able to: Explain the overview of the solution and its benefits Navigate the Easy Help Desk tool and describe the icons of the solution tool bar Check and view an employee s record through different Infotypes Display payroll details View retro information Analysis of pay to pay explanation Display and analyze Time Statement (Attendances and Absences) Display and Print Employment Confirmation Letter as a template draft provided in Adobe Navigation and Tool Bars Accessing Easy Help Desk in HRIS To access the Easy Help Desk in HRIS place your cursor in the Command Field at the top left of the screen and type the transaction code /n/spin/ehd and hit the Enter key on your key board or click the green circle with the checkmark: How to Add the Easy Help Desk to Your HRIS Favourites From the main screen (Easy Access menu) of HRIS follow the menu path Favorites > Insert Transaction. A dialog box will appear. Type in the transaction code /spin/ehd and select the green check mark Enter button. A shortcut link to the Easy Help Desk will now be available at the top of your SAP Easy Access Menu each time you log in to HRIS. 4 P a g e
Looking at an Employee in the Easy Help Desk The Basic s Enter the Personnel No. of the employee you wish to view followed by the Ok button The Easy Help Desk Application Solution bar The application solution bar is present at the top of each Easy Help Desk screen. The following three buttons are available on this solution bar, as shown below: Choose Employee Hide Automatic Reports Clear Reports A dialog box will pop up where you can type in the Personnel No of the employee This will hide the two tabs on the bottom right hand side (Exceptions and Groupings) of the screen providing you more screen viewing space. Once you select this button it will be renamed to say Show Automatic Reports that you can use to have the two tabs reappear. This button will clear all of the reports on the right hand side of the screen. The Adobe Application Solution bar for Displayed Reports Any document/form that is displayed on the top right hand side of the screen that is shown in Adobe format for display will contain an Adobe solution bar, as shown below: The Abode solution bar contains the following options: Convert PDF files to Word or Excel online Convert file to PDF using Adobe Create PDF online Sign, add text or send a document for signature Save Print This will enable you to convert these documents to Word or Excel online This will enable you to convert the file to PDF using Adobe Create PDF online. Ability to save the report as an Adobe.pdf file This will save the report as an Adobe.pdf file This will print the report 5 P a g e
Email Page Up and Down buttons Zoom in or Out Page Formatting Find This will open your email client and attach the report as an Adobe.pdf file Will help you navigate through the document pages by moving up or down a page By default the report will be sized to fit the screen, you can use the + and buttons to increase and decrease the size of the report You can select the two formatting buttons to customize the way the report is viewed in the window. You can type in a value to search for in the Adobe report. In order to Convert files from Word to Adobe you need to have Adobe Pro installed on your computer. The HRIS Quick Access Tool Bar for Displayed HRIS Data Any report that is displayed on the top right hand side of the screen that is shown in SAP ALV format will contain an SAP ALV solution bar, as shown below. Details Sort Ascending Sort Descending Find Find Next Filter Sum Will provide details on the selected row in the report Will sort the records from the selected column in ascending order Will sort the records from the selected column in descending order Will allow you to search for a value in the report output Will allow you to search for the next value in the report output Filters selected records Will insert the total (or hide) for the selected fields 6 P a g e
Sub Total Print Views Output Layout Graphic Information Close Will insert sub-totals (or hide) for the selected fields Sends the report to the printer Allows you to select different views of the report output A drop down menu to send the report for further processing to Microsoft Word, Excel, Local file etc. Allows you to select different layout formats Displays report (where possible) in graphical format Help Documentation Close the report in the window 7 P a g e
Selecting and Searching Specific Pay Periods Upon logging in you will find three folders after clicking on the arrow beside the employee s name and personnel number: Infotype Records, Payroll Results and Date Reporting. Click on the arrow to view the folders In order to view the full list of menus you MUST first click on a pay period under Payroll Results. Users have the ability to choose a pay period from the Payroll Results folder and the selected documents and reports that are run will be specifically for that selected pay period, see example below: 8 P a g e
Alternatively, users also have the ability to run specific reports and documents for any period of time by following these steps: 1. Click on the Date Reporting folder 2. Click on the Other selection 3. Enter the date selection period 1. 2. 3. 9 P a g e
The folder Infotype Records allows you to view a list of dates that Infotypes records exist on HRIS. By clicking on a specific date and at the top of the screen selecting either Display Master Data of Display Master List this takes you directly into the HRIS screen for the corresponding date. General Employee Information Folder As mentioned, in order to view the full list of menus below you MUST first click on a pay period under Payroll Results. The General Employee Information folder contains the following documents: *Note: Some menu items are not currently accessible and will be launched at a later date Employee Identification Check Before proceeding with any telephone payroll inquiries it is important to verify employee s identification for confidentiality purposes. The Employee Identification Check documents contains the following personal information: First Name Last Name Date of Birth Personnel Number 10 P a g e
Employee Position Employee Address Employee Details The Employee Details document presents fundamental, personal employee information from a number of Master Data infotype records. Including data such as organizational unit and position, pay and bank details, address details and part time planned working time details. Audit Details Report This report can be run when the user needs to determine what changed and by whom in a pay run that caused the employee s pay to alter. The audit details report assists with this type of analysis by displaying all master data changes that were made between the pay run being analysed and the previous pay run. For the infotypes audit exception messages, you will have an exception message showing for each infotype. 11 P a g e
Infotype Infotype number Infotype Description Description of the infotype that has been modified. Subtype number Subtype Subtype Description Description of the infotype s subtype modified (if applicable) Audit Modify Type This column describes what type of modification was performed. Some examples are modified, insert or delete. Audit Modify Date This column represents the date that the master data information was changed. Audit Modify Time This column represents the time that the master data information was changed. 12 P a g e
User Name This column will contain the user id of the person who made the change. Begin Date The begin date of the infotype record is described in this column. End Date The end date of the infotype record is described in this column. Field Changed This column describes which field on the infotype was modified. Field Name This column describes the name of the field on the infotype was modified. Old Value If the type of update was a modification of an existing record then this column will contain the old value. New Value This column will contain the new value that was keyed against the infotype field. Off-Cycle payments are shown at the bottom of the payroll results NOT within the pay period as expected. Not all changes made by users in HRIS are included in the audit report, for example: Cost Centre/Funds Centre changes in IT 0014 and IT 0015 are NOT included. Employment Confirmation Draft Letter This letter contains the employment details for employees with current home department position. It is the same letter format as produced on ESS*. *Note: Only Appointed Staff have access on ESS 13 P a g e
User Tracking - Employee Record Tracking This document provides information such as Start Date, End Date, Changed On and Changed by for a list of Master Data Infotypes that were changed during the pay period selected. Work Schedule This report is an overview of the results determined by time evaluation, for example, an overview of work schedule and absence record types found for each employee. You can use the Work Schedule report to check the time evaluation results. This form simply summarizes all the absence and time associated data that was evaluated and passed to payroll payments within a certain pay period. Payroll Query Folder Payroll Details Employee Details This document will provide a summary of employee details including organisation unit and position, work patterns and bank details but also includes current pay and tax summaries as well as year to date figures. This will assist the user who is faced with all sorts of queries relating to an employee s pay. The Payroll Details has been provided to assist with answering these queries. More specifically, a query such as how was my pay calculated, what is my year to date figures,or what went into making up my pay or what bank accounts was my direct deposit sent to can be assessed using this report, see sample below. 14 P a g e
This section is used to display master data information related to the employee. The sub sections include Employee Details, Organizational Details, and Tax Details, Address details, Date Types, Pay Period Details and Planned Working Time details. The Planned Working Time information displayed will dynamically increase or decrease depending on the number of days in the period. Payroll Details Payments, Deductions, Taxes This section displays a detailed outline of what payments, tax and deductions were made in the pay period. Each section will be displayed depending on what types of payments / deductions were made to the employee. The detailed payment section will be broken into what was paid in the current period and what was paid in the retro periods. The Deductions section provides detailed information on how the employee s deductions were handled in the pay. Payroll Details Year to Date Information The Employee Summary form is designed to provide a holistic overview of what occurred to the employee for a single pay period. The employee form is designed in such a manner to send the information directly to the employee. The form can be saved as a PDF file and printed for the employee. 15 P a g e
The printing of pay statements should only be for what was received by the employee that can be viewed. Do NOT in any circumstances print the pay statement on your company letterhead or in letter format or email the pay statement to the employee. Display Pay Statement The pay statement can be quickly produced by simply selecting the Display Pay Statement link from the list of reports, see sample below. The employee pay statement will be linked to this menu item and is displayed in Adobe PDF format. If the pay statement needs to be saved, printed or emailed then they all can be performed at the click of a button using the Adobe toolbar, highlighted above. 16 P a g e
Pay to Pay Explanation The pay to pay comparison report is used to analyse the variances or differences from one pay period to the next. The report is more statistical in nature as it would be used more so in situations where there was a concern in how much an employee got overpaid or underpaid. The pay to pay comparison report will read the pay results selected to be analysed and the pay results for the previous pay run. The report will then compare the two payroll periods and present the differences in the wage types in the pay to pay comparison report. Listed below are a sample of the pay to pay comparison report and a definition of the columns that make up the report. Payroll Wage type & Description The wage type and description will be displayed in this column. Payroll Current or Retro Wage types within the report are broken down into amounts that were calculated in the current period (Displayed on the screen as Current) and amounts that were calculated in the retro period (Displayed on the screen as Retro). The purpose of including this column in the report is to clearly display what wage types came from a retro period as opposed to the current period. Hours Previous Wage types within the report reflect the number of hours from the previous period. Amount Previous Wage types within the report reflect the amount calculated from the previous period. 17 P a g e
Hours Current Wage types within the report reflect the number of hours from the current period. Amount Current Hours Difference Amount Difference Wage types within the report reflect the amount calculated from the current period. By default this column displays the total difference for each wage type s hours that was compared. If the report was expanded then the report would display the actual amount that was calculated for each of the pay runs being compared. By default this column displays the total difference for each wage type s amount that was compared. If the report was expanded then the report would display the actual amount that was calculated for each of the pay runs being compared. For Period Upon drilling completely into this report it will be possible to view the actual amounts from each period that made up the totals. Current or Original This column reflects if the hours/amount is from the current period results or from the original pay results. Tax Authority This column reflects if the tax authority the current/retro period tax authorities for each of the technical tax wage types. The report is designed to immediately highlight wage types that have altered from one pay period to the next by viewing the columns hours and amount differences. Detailed Pay Explanation This report contain the details of the components that comprise an Employee s payroll pay statement by component category (i.e. payments, deductions, taxation etc.) and the pay codes that were paid or deducted during the payroll processing. The detailed pay explanation report provides the End User with additional details to the pay statement (e.g. the payroll period related a retrospective pay code 18 P a g e
amount and adjustment relates to, the original amount or hours retrospective amount versus the new value and the rate of payment including absence details). This report will allow the user to see how the retro affected the employee s pay. The report will appear in a summarized form. Selecting the small Expand/Collapse buttons to the right of the Payments, Deductions and Amount Paid values expand the summarized data into line item detail. When the small box appears with a blank box on top you know that there is additional data to see when you expand it. When the small box turns white it means that there is no further data and selecting the button will collapse the data, see sample below. This level of detail will allow you to see how the retro data impacted the employees pay in that period. 19 P a g e
Getting Acquainted: Glossary Command Field Text box which allows users to enter transaction commands and executing by hitting Enter. ALV - Stands for ABAP List Viewer. ALV gives us a standard List format and user interface to all of the HRIS reports. ALV is created by a set of standard function modules provided by SAP. 20 P a g e
Chapter 2: Exception Investigation The typical process that occurs is that an employee will have a question regarding their pay, leave or master data and they will contact you with that question. The SpinifexIT Easy Help Desk is used to analyse the employee data to resolve the question. This chapter will explain how that process works. Its purpose is to explain Section B (Exception Tab), the messages and the reports on the dropdown. The Easy Help Desk Screen As discussed in Chapter 1, the Easy Help Desk is represented on the screen as individual sections. These sections of the Easy Help Desk are used in the following manner. A - Selecting which employee Payroll Period data to be analysed B - Automatically displaying critical information relating to the employee payroll period selected C - Pre-defined folders with reports and forms that relate to the data for the employee. D - Area for displaying the output of reports/documents selected by the user. How to Investigate Employee Information The exceptions tab on the bottom right is used as the starting point for analysis on an employee. The solution will perform preliminary analysis on the payroll results chosen to be analysed. The Exceptions 21 P a g e
tab is more than a simple list of exceptions. The solution also provides the ability to analyse the exception further by proposing a list of further reports that may be helpful in analysing the exception in more detail. Any of the further reports can be selected and processed from directly within the Exceptions tab. Components of the Exceptions Tab As mentioned in Chapter 1, all items that display on the Exceptions Tab will be classified according to a status as defined below, see samples in picture below. A red circle is the highest priority exception. This shows the retro payments and where no net pay has been calculated. A yellow triangle is a medium level priority exception. This show where wage types have not been deducted and information such as Employee is due to leave the company. A green square is the lowest priority exception. Provides information such a change to an Employee s record and leave occurrences. Next to each status icon there will be a Description of the exception. Next to each description is a drop down box labelled Further Reports. This column will provide a list of reports/tools that can be processed that is relevant to the exception. It provides the support person with the option to investigate the exception further if required. The field contains a drop down list that will allow the user to select a report to process. To run a report selected from the drop down simply select the Execute button to the right of the report. 22 P a g e
Types of Exceptions There are different types of messages that will appear in the Exceptions tab. Below is a general guide on these different types of exceptions. Infotype Exception The Exception tab will analyse all infotype changes that occurred since the last pay was run and up to the date that the current pay was run. Any infotypes that were changed during this period will be highlighted in the exception tab. A new line in the exception report will be created for each infotype identified as being changed in the period being analysed. The exception displayed will state Infotype xxxx was modified where xxxx will be replaced with the infotype description and number that was modified see sample below. The Further Reports column will be updated with reports to assist you in analysing the absence including the Audit Details Report that has been explained in the previous topic. 23 P a g e
Note: The exception for infotype changes leverages off SAP s standard infotype audit logging process. SAP provides configuration steps that define which infotypes do and don t get logged. If it is identified that a particular infotype is not being displayed as a change in the exception report then chances are that the infotype has not been configured in the standard SAP infotype audit logging process. Absences Exception The Exception tab will analyse payroll results to determine if any absences existed in the period. If an absence does exist in the period then an exception will be displayed stating Absence - XXXX occurred in period XX.YYYY. 8.00 hours 1 day where xxxxx will be replaced with the text of the absence type that appears in infotype 2001. The above picture is an example of an absence taken by the employee for the pay period selected. The Further Reports column will be updated with reports to assist you in analysing the absence. Retro Exception The exception report will analyse the payroll results selected to determine if a retro occurred in the period. There are two parts to the analysis that occurs as part of the retro exception. Checking that retroactive calculations occurred. The exception displayed will be Retro back x period(s), as shown below. Checking if any differences were calculated as a result of the retroactive calculation. The exception displayed will be Retro difference calculated of xxxx where xxxx will be replaced with the difference calculated in the current period, as shown below. 24 P a g e
It is important to not only show the difference calculated in a retro period but also to show if any retro occurred. This is because there may be scenarios where a retro occurred but no changes were made to the payments. However there may be other items not related to paying the employee that were calculated in a retro period. Zero Net Exception The exception tab will check to see if the period being analysed had a zero net pay. The analysis checks to see if wage type /560 existed in the period. The exception displayed is No net pay calculated: 25 P a g e
Termination Exception The exception tab will analyse the period selected for various scenarios of an employee who is terminated. The following scenarios are tested for within the exception report. The employee was terminated at the end of the pay prior to the period being analysed. Exception displayed will be Employee has been terminated at the end of last period. The employee was terminated somewhere in the middle of the period being analysed. Exception displayed will be Employee has been terminated in this period The employee was terminated in a previous pay run. Exception displayed will be Employee is terminated. Note that this exception along with the retro exceptions can highlight a scenario where a payment was made to an employee who was terminated. The employee was terminated at the end of the period being analysed. Exception displayed will be Employee has been terminated at the end of the period. 26 P a g e