1. Slide 1 FastFacts Feature Presentation July 22, 2015 To dial in, use this phone number and participant code… Phone number: 888-651-5908 Participant code: 182500 To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2015 The Johns Hopkins University. All rights reserved.

2. Slide 2 Today’s Topic We’ll be presenting an Introduction to SAP Human Resources (HR) for JHHS.

3. Slide 3 Today’s Presenter Sadhya Sabatino HR Systems Performance Specialist Place picture of Presenter Name here

4. Slide 4 Session Segments Presentation Sadhya Sabatino will discuss the main types of HR records in SAP and the primary tools used to review and maintain them. During Sadhya’s 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.

5. Slide 5 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 fastfacts@jhu.edu

6. Slide 6 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.

7. Slide 7 How To View Full Screen Click Here

8. Slide 8 Introduction to SAP Human Resources (HR) for JHHS

9. Slide 9 Agenda Focus of this FastFacts Employee data privacy and security In-depth resources available SAP HR records SAP HR tools SAP HR access Updating JHHS employee and position records Additional resources

10. Slide 10 Focus of This FastFacts Brief touch on the primary HR record types in SAP: Employee, Position, and Organizational. Overview of the key SAP HR tools: Display HR Master Data, Employee Directory, Display Organization and Staffing, ESS, and BW Analysis Reporting. Identification of resources for learning. Managing position and employee records requires extensive knowledge that can only be obtained with study and practice.

11. Slide 11 Employee Data Privacy and Security Access to employee records is based on trust, and comes with great responsibility. Only view and download items required for business purposes. Don’t print sensitive information. If printing is required for business purposes, either destroy it when you’re finished or store in locked cabinet. Lock your computer when it’s not in use; never share your JHED password. Never email SSN or DOB – including within the Hopkins email system. If either of these is necessary, follow up an email with a phone call. For files that are required for future reference, store only on your individual, secured network drive (frequently the H drive) – never on your C drive or a shared drive. When reporting: Never include SSN or DOB unless required by management. Remove sensitive employee data fields from reports when not required (such as salary).

12. Slide 12 In-Depth Resources These are your primary resources: JHHS SAP HR books, which introduce SAP, SAP HR, how to open, and how to use: http://intranet.insidehopkinsmedicine.org/jhhs-hr-srhttp://intranet.insidehopkinsmedicine.org/jhhs-hr-sr > SAP HR > How- to SAP

13. Slide 13 In-Depth Resources – Continued Open and save as a PDF file (you can right-click the link and click “Save target as…”). Once opened as a PDF, you will see the navigation panel on the left. Click those sections to navigate to different topics, or… Hold down your Control button and hit the F key. This will open up the Find (search) function in the upper-right. Type in a term to search for it in the document.

14. Slide 14 SAP HR: Records Position Records Position records indicate the type, level, and designation of responsibilities that will be assigned to a person in that position. Employee Records Employee records are created when a person is assigned to a position. It is a combination of a Person record and a Position record. Organizational Records Organizational Units, Oversight Units, Personnel Areas – Indicates where a particular position (and therefore assigned employee) falls within the Hopkins institution. - Title -Reports-to (Position of Manager) -Belongs-to (Organizational Unit)... -Pay Grades, Levels, Types... -Job elements -Compensation -Compliance /Regulatory Codes

15. Slide 15 Position Records Position records on their own don’t do anything. They basically sit idle and wait for someone to be hired “into” them. When someone is hired into a position, all of the codes on that position automatically apply to the employee assigned: Exempt, Differentials, Supervisor, and Organizational Location. This can be a problem if a department has empty positions and hires or transfers into them without first checking. Pay, identity for strike and emergency planning, manager responsibilities, and routing can be out-of-whack. Unfortunately, at this time, many departments don’t understand the root of the problems they face! -DSM Code -Title -Job Code -Exempt -Eligibility for Shift & Weekend Diffs, Overtime, On Call… Pay Grade, Level… -Supervisor -Position Cost Center -License Requirements….

16. Slide 16 Employee Records An Employee record is the combination of the Position record the Person record. The Person record is created the first time a person is hired. It holds personal information, salary information, and additional employment identification – PersAdmin code (for Kronos and location), Work Schedule Rule (shift worked), work address, and phone. The Employee record combines into one the Position and Person information. - DSM Code -Title -Job Code -Eligibility for Shift & Weekend Diffs, Overtime, On Call… Pay Grade, Level… -Supervisor -Position Cost Center -License Requirements…. +

17. Slide 17 Oversight of Position & Employee Records Vacant position records need to be reviewed and updated prior to hire, transfer, reassign. Unnecessary vacant positions should be archived (follow steps provided in resources). Employee records should also be reviewed on an ongoing basis. Reported out of BW Analysis, this can include position and person- specific information, to be analyzed as a whole.

18. Slide 18 Organizational Records Organizational Units (Org Units) are records that reflect the hierarchy of the larger organization. Positions are within a specific Org Unit. When assigned to a position, an employee is also assigned to the Org of that position. The ability to view employee data is based on either being assigned to, or having access to, the employee’s Org Unit, or the one above it. Oversight Unit (previously the Oversight Org) is a grouping of Org Units by larger departmental area, such as Surgery -JHH, or Patient Care Services -HCGH. Personnel Area is the full larger entity – such as Johns Hopkins Hospital, Johns Hopkins Community Physicians, or Howard County General Hospital.

19. Slide 19 SAP HR: Tools Managing position and employee records For most of JHH/JHHSC, changes to position and employee records are requested using a form that is external to SAP – the HR Transactions Form (often termed an “ISR”). It’s sent to the Human Resources Information Processing Center (HRIPC). There, the request is entered into SAP via the SAP ISR. (More information will be provided later in this presentation.) Viewing and reporting The primary tools for JHH/JHHSC within SAP are those used to view, review, and report on these records. With the comprehensive information available through these SAP functions, records can be managed correctly. ECC allows viewing of individual records, and the display of positions and organizational units in their hierarchy. BW Analysis (Enterprise Reporting tab) enables all of the information needed for any type of position or employee data review to be downloaded to Excel.

20. Slide 20 ECC & BW Analysis Introduction ECC is the SAP software installed on a computer. It is opened by clicking “ECC” from the initial SAP screen. We use the tools within ECC to view individual records, the structure of organizational units, and filled and vacant positions. BW Analysis is opened by clicking the “Enterprise Reporting” tab. It’s the updated BW (Business Warehouse) tool used to create, share, and download reports for our entire set of position and employee records.

21. Slide 21 ECC & BW Analysis Tools ECC Viewing individual employee records: - Display HR Master Data (PA20) Viewing basic information on any Johns Hopkins employee: - Employee Directory (ZHPA_DIR) Viewing organizational, position, and employee information in the organizational structure: - Display Organization and Staffing (PPOSE) BW Analysis To review positions: Position Control To review employee records: Employee Master Data by Date More!: payroll, time, actions, performance review scores

22. Slide 22 ECC: Display HR Master Data Display HR Master Data (PA20) provides an in-depth view of employee records. Some position codes: Organizational Unit, Supervisor, Position (SAP Home), Cost Center Information specific to the employee in that position: salary, Payroll Cost Center, history of actions

23. Slide 23 ECC: Employee Directory Sometimes you need just basic information about an employee who is not within your HR access. The Employee Directory provides non-sensitive information on all Hopkins personnel. Search based on all or part of a name. Sort by name, and select the SAP User ID of that employee in his/her current position. (SAP User ID is either JHED ID, or that ID preceded by CE01, CE02, CE03 – for “concurrent” User ID.)

24. Slide 24 ECC: Employee Directory – Continued View position information, such as Org Unit, Position, Personnel Area, Home Cost Center, Reports-to (Supervisor), Position, and Name. View basic employee information, such as name, Person ID, Personnel Number, and Pers Admin code.

25. Slide 25 ECC: Display Organization and Staffing In ECC, the best tool for viewing both position and organizational records is Display Organization and Staffing (PPOSE). Use supporting documentation to set up your screen, so that you can view codes and dates on: All Hopkins Org Units All positions And, for the Organizational Units within your HR access: which are vacant and which have employees assigned, who those employees are, and their hire dates

26. Slide 26 ECC: Other Position View Tools For viewing full position records in ECC: There is a detailed view of positions available further in Display Organization and Staffing (Display Object - PP01_DISP). Additionally, those with the ISR Initiate role have the option of opening a Position Copy ISR for view purposes only and closing without saving. However, for most departmental users, position records are best viewed using the SAP BW Analysis tool.

27. Slide 27 BW Analysis Depending on the information you need, there are reports built on many different types of information: payroll, time, and employee and position data. For position information, we previously focused on the Position Status Report in the Organizational Management folder. However, more recently, the Position Control report has been added to the Payroll Admin folder, providing even better reporting for all positions within our HR access (including their status, their codes, and employees assigned if filled).

28. Slide 28 BW Analysis: Position Control Report In this report, we can build it to include almost all position information, as well as employee information for positions that are occupied. * See the previous FastFacts: “Running an HR Report in SAP BW Analysis: An Introduction (RECORDED)” for step-by-step instructions on opening, building, saving and downloading an Analysis report.

29. Slide 29 BW Analysis: Employee Master Data by Date This is the key employee data report, with the most data points available. It is also the report that will include all employees within certain search criteria, whether or not a record has data in a particular field.

30. Slide 30 BW Analysis: Many Reports Time Management Payroll Administration Actions

31. Slide 31 Employee Self Service (ESS) One more tool to note here – one that employees manage directly: ESS. ESS is a web-based SAP tool that is provided to employees to directly update personal information. Selections include Home Address, Direct Deposit bank and amounts. ESS is accessed directly by employees from the my.jh screen. Employees can view and download pay statements and annual tax statements. They can also view and track time-off balances.

32. Slide 32 SAP HR Access The ability to view and report on employee records is assigned only when formally required by a department’s management. It comes with critical responsibility. SAP HR access is a combination of SAP roles and organizational security. The roles and security are part of the position record – so they’re automatically assigned when a new person transitions into that position (and lost when someone transitions out). Note: If you are asked to review particular records, and are unable to display or report on them, it may not be your access but how each tool requires you enter your search. For example, BW Analysis requires that you select all the Org Units within your access; the ZSR displays employees by their SAP User ID, not always their JHED.

33. Slide 33 SAP HR Access – Continued Roles: For viewing in ECC: SAP HR Master Data View Role | Standard | ZRHR_PA_View_All | HRPA View For position and employee data reporting in BW Analysis: ZBHR_PA_R_PAV_ORG | BW-HR Payroll Admin View Reports - ORG(Structural) Organizational Unit Security: The Org Unit in which that staff member’s position falls. Additional Org Unit/s assigned. Org Unit access is structural – if an Org Unit assigned has other Org Units falling beneath it, the access includes those additional Orgs.

34. Slide 34 Viewing and Requesting Roles & Security The ECC role: ZSR One Stop Shop Requester Role is used to both view and request roles and security if needed for an employee’s position.

35. Slide 35 Updating JHHS Records For JHH and JHHSC (central Johns Hopkins Health System Corporation), most departmental areas: Review records using ECC and BW Analysis Request updates with the HR Transactions Form (sometimes called an ISR, after the transaction in SAP used to enter the requests that are received)

36. Slide 36 SAP HR Transactions Form HR Transactions Form: http://ssc.jhmi.edu/hr_payroll/ http://ssc.jhmi.edu/hr_payroll/ Read instructions, download form, enter form and send to HRIPC to request changes.

37. Slide 37 Additional Resources Position and employee records introduction http://intranet.insidehopkinsmedicine.org/jhhs-hr-sr/sap-hr/how-to-sap- hr.html  JHHS SAP Employee Data Management | Introduction  Person / Position / Employee http://sapathopkins.org/ http://sapathopkins.org/ search for:  Understanding Positions

38. Slide 38 Additional Resources – Continued Position and employee record maintenance: http://intranet.insidehopkinsmedicine.org/jhhs-hr-sr/sap-hr/how-to-sap-hr.html  JHHS SAP Employee Data Management | HR Data Management  Clean Data Protocol Sheet http://intranet.insidehopkinsmedicine.org/jhhs-hr-sr  See the blog posts Organizational records:  The above guide, in the section: ECC: Position Records: “Display Organization and Staffing” - Or, just search for PPOSE

39. Slide 39 Additional Resources – Continued Maintaining manager in SAP http://intranet.insidehopkinsmedicine.org/jhhs-hr-sr/sap-hr/how-to-sap-hr.html  Viewing Manager in SAP ECC SAP BW Analysis Same address above:  JHHS SAP Employee Data Management | Introduction, in the section: Analysis (Enterprise Reporting): Employee and Position Records in Multiple myLearning, from http://my.jh.edu:http://my.jh.edu  Search for “Running an HR Report in SAP BW Analysis: An Introduction,” and for “Basic Navigation” – Select the Webinar results

40. Slide 40 Additional Resources – Continued More SAP BW Analysis http://sapathopkins.org/  Search for “analysis” HR SAP Roles and Access http://intranet.insidehopkinsmedicine.org/jhhs-hr-sr/sap-hr/how-to-sap-hr.html  ZSR User Guide, and additional workflow and approval documents Employee Self Service (ESS) http://ssc.jhmi.edu/hr_payroll  Scroll to the bottom of the page for the ESS Reference Guide and FAQs

41. Slide 41 Conclusion Access to employee records comes with a great responsibility for data privacy and security. There is a great deal to learn and know to keep both position and employee records accurate. These records are critical for payroll and departmental reporting, and for major institutional compliance and engagement initiatives. In this FastFacts we: Touched briefly on the primary SAP HR records: position, employee, and organizational Reviewed the primary ECC tools: Display HR Master Data, Employee Directory, Display Organization and Staffing, and reporting from SAP BW Analysis Noted that both SAP roles and organizational security are needed for those with the responsibility to maintain employee records. Introduced how to check and request this access. The resources needed to fully learn the data types, SAP tools, and processes are available online. Use them to succeed!

42. Slide 42 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

43. Slide 43 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

44. Slide 44 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/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!