January 9, 2008

A periodic informational email from the Fulton County Schools SAP Management Team

This e-newsletter is sent each week during SAP implementation to keep SAP users aware of special dates, trainings and other important need-to-know news. Consider this your “One Stop Shop” for SAP news!

Person ID required instead of Social Security number

Letters containing Person IDs were mailed to each employee’s home. These replace Social Security numbers used on payroll, time management and other SAP-related documents.

If the letter did not arrive, you can direct employees to find their Person ID on the November and December paystubs in the “Employee ID Number” box. If an employee doesn’t have either the letter or a paystub handy, the school or department timekeeper can use transaction PA20 to search for the employee’s Person ID. Please do not refer Person ID look-up calls to the SAP Help Desk!

New SAP users need log-in and password

Employees using SAP for the first time need a new log-in and password. Here are instructions to enter the system:

User ID: Your Fulton County Schools e-mail prefix. For example, if your e-mail address is

“smithjohn@fultonschools.org,” your SAP User ID is smithjohn.

Password: Your initial password is welcome (all lowercase). Upon initial log on, you will be prompted to change this password. Your new password should be six alpha-numeric characters and will be case sensitive (do not use special characters such as: &, *, #). Passwords expire every 30 days.

If you experience trouble or have questions, contact the SAP Help Desk at SAPhelpdesk@fultonschools.org or call 404-669-4956.

Reporting procedures from CASE to SAP

Those who took the HCM Time Management training may be aware that there is a lack of adequate reporting functionality in the CASE system to streamline the reconciliation process. Therefore, for timekeepers or coordinators and work with CASE, here is how the reporting process from CASE to SAP will work:

· Daily: Daily automated time load into SAP of that day’s jobs and changes to previous jobs. Timekeeper/coordinator will receive an e-mail with errors to resolve. (An example is Sick Leave booked in CASE, but not loaded in SAP – possibly due to insufficient quota).

· Weekly: An automated reconciliation between SAP and CASE will be done in the background on a weekly basis (for the payroll week Friday through Thursday) to identify outstanding corrections and other differences. CASE timekeepers and coordinators will receive an e-mail of the differences between the two systems that need follow-up.

Time Management training labs held in January

“Live” labs are being hosted January 11, January 14, January 18 and January 22 to help time keepers enter their time in the Production system. Instructors will be on hand to give assistance and answer questions. The labs are open both days from 9 a.m. to 5 p.m. at the PLC North and the PLC South. Don’t be shy…if you need help, get it!

SAP News Briefs

Time Management FAQs and Dates & Deadlines. Time Management is one of the first changes employees notice during the HCM phase of SAP implementation. This FAQ document addresses many questions being asked and this guide outlines important dates and deadlines.

Time Sheet Tip Sheet. Salaried, Non-Exempt employees no longer need to complete weekly time sheets unless they work approved overtime hours. This requirement does not impact custodians, school nutrition workers or other employees that are paid bi-weekly, and does not impact previous instructions on reporting of absences. For clarification, please refer to the Quick Reference Guide.

Payroll Call Center. A hotline – 404-763-5728 – has been launched to handle anticipated payroll calls after HCM goes live next month. It will be in place for 60 days during January and February.

January Training Dates. Additional FICO and Logistics training dates for January have been announced and can be scheduled through MyPDC. Click here to review the schedule.

GUI Installation. The HCM ‘GUIs’ (graphic user interface…an SAP word meaning ‘icon’) should have been installed on your computer in January if your job requires using HCM. If you haven’t had your GUI installed by now, email the SAP Help Desk or call 404-669-4956.

Quick Tip for the Week

Want the expiration of your SAP password and your other system passwords to match? Since both need updating every 30 days, just update both at the same time and they will be synchronized.

For more information about SAP

Support questions:   SAPhelpdesk@fultonschools.org or FCS Help Desk at 404-669-4956

General questions:   SAPinfo@fultonschools.org

        SAP web site:   www.fultonschools.org/fcssap