1. Slide 1 FastFacts Feature Presentation March 6th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

2. Slide 2 Todays Topic Well be taking a look at… The Enhanced Hire ISR form

3. Slide 3 Todays Presenter David Levy HopkinsOne Functional Expert

4. Slide 4 Session Segments Presentation Dave will be showing us the Enhanced Hire ISR form and demonstrating how to fill out this form. During Daves presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Dave 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 youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Slide 7 The Enhanced Hire ISR Form

8. Slide 8 Agenda Today, well be taking a look at: Some general information about the Enhanced Hire ISR form The advantages of this form The new fields contained on this form How to fill out the Enhanced Hire ISR form Validations What the approver sees The Employee Reassignment ISR form

9. Slide 9 General Information

10. Slide 10 Advantages of the Form Eliminates some confusion by replacing the Rehire and Reinstatement forms. More intuitive than the previous form. Contains validations to limit errors and typos before the form is initiated. Pertinent position information is shown on the form allowing the initiator and approver to make more informed selections on the form. Eliminates the need to use the Comments section or send a follow- up email with any essential information.

11. Slide 11 An Overview of the Form New fields Please note that a checkmark denotes a required field.

12. Slide 12 Visa Type, Visa Issue Date, Visa End Date, US Entry Date, and Expiry of WP are required fields if the Citizenship is not US. New fields New section An Overview of the Form New fields

13. Slide 13 New Fields This field is to be used for any foreign addresses that require more than two address lines. New section New field An Overview of the Form New sections

14. Slide 14 An Overview of the Form Base Pay section The Base Pay section will default to the appropriate format based on the Payroll Area of the position (e.g., JHU weekly, JHHS BI-Weekly, etc.).

15. Slide 15 An Overview of the Form Skills section You can enter any valid licenses or certifications in this section. Cost Distribution section As with the current form, this section will default to the proper format for hourly paid or semi- monthly paid employees.

16. Slide 16 Filling Out the Form

17. Slide 17 Filling out the Form In this example, we will be showing a Hire ISR being filled out for a Semi-Monthly paid JHU employee. The different Base Pay sections that would default for a Bi-Weekly, Weekly Staff, or Weekly Student employee are shown at the end of this section.

18. Slide 18 Getting to the ISR 1.Choose the appropriate type of Hire ISR for the employee youll be hiring. In this case, weve chosen Hiring Regular from the list. 2.Put your effective date in the Begin Date field. 3.Click Create ISR. To generate the ISR form, follow these steps:

19. Slide 19 Entering Information Start entering information. Begin with the Approver Details and Action Details sections.

20. Slide 20 Action Reason Pop-Up Window Please note that all of the reason codes that were associated with the Rehire ISR are now shown here and reasons have been added for Hire and Reinstatement. If you click inside the Action Reason field, a Search button will appear. If you click that button, a pop-up window will open.

21. Slide 21 Entering Information Fill out the Org Details section. Then click the Validate SSN & Position button. Default information associated with the position you entered will populate this section. In addition, the system will check for any active personnel numbers associated with the Social Security number you entered.

22. Slide 22 This window will show any active personnel numbers currently associated with the Social Security number you entered anywhere in the enterprise. It will show the personnel number, name, and payroll area. After clicking the checkmark button, the employees name will automatically populate on the form. Active Personnel Numbers for SSN

23. Slide 23 If there is a Current Position Holder in the position, a warning message will pop up. If you are aware of this, and it is not an issue, simply press Enter to continue. Continuing the Process Please note that all of the information in the Org Details section has been filled in.

24. Slide 24 Continue to fill out the ISR and enter information in the following sections: Personal Details, Additional Personal Details, and then Emergency Contact. Entering Information

25. Slide 25 Entering Information Fill out the Permanent Address, Work Physical, Dates, and Work Hours sections.

26. Slide 26 Entering Information Fill out the Base Pay section. The look of this section will vary, depending on the information that was entered in the Org Details section. When filling in the State field, it is best to enter the text and not choose from the drop down menu.

27. Slide 27 Base Pay Section for a Weekly Employee

28. Slide 28 Base Pay Section for a Weekly Student Employee

29. Slide 29 Base Pay Section for a Bi-Weekly Employee

30. Slide 30 Press the Enter key. The system will validate some of the information on the form. After addressing any error or warning messages, click the Save button. Clicking the Save button will validate additional information. To workflow the form, click Save again. You may have to press Enter to bypass any warnings. Finishing the Process Fill out the Skills section (if any skills are required for this position) and the Cost Distribution section. When youre done…

31. Slide 31 Validations

32. Slide 32 A number of validations have been added to this form to help ensure that the information that is being sent to HRSS is accurate and valid. Some validations are hard errors that will keep you from initiating the form and are denoted by this symbol. Others are warnings that can be bypassed if they need to be and are denoted by this symbol. Some validations are enacted by pressing Enter while others are enacted by clicking Save. If a warning message is bypassed, it will keep coming up anytime you press the Enter key or click the Save button. Simply press Enter to bypass it again. If a field has become grayed out due to an error message, youll need to press Enter to clear the field before entering the new information. The Cost Distribution validations that have been added to this form will also be present on any other ISR forms that have a Cost Distribution section (i.e., Salary Change ISR). Validations

33. Slide 33 In this example, the system realized that the Gender and Title fields were not matching up. So a hard stop message appears at the bottom of the screen. Validations

34. Slide 34 Validations In this example, IT (Italian) was entered for the Nationality, however, no Visa information was entered. The system requires ALL Visa information to be entered for any non-US citizens.

35. Slide 35 Validations In this example, a Permanent Address was entered with a US address but no zip code was entered. If US is selected for the country, a zip code is required.

36. Slide 36 In this example, the Weekly Work Hours do not match the employee group for the position. This is a full-time position. A warning message is given. In this example, the Semi Monthly Salary is outside the salary range for the position. A warning message is given. However, dont forget, if this is the correct amount, you can press Enter to bypass the message. Validations

37. Slide 37 Validations In this example, the Cost Distribution amount is greater than the Semi Monthly Salary. A hard stop error message appears at the bottom of the screen.

38. Slide 38 Validations In this example, the Cost Distribution is less than the Semi Monthly Salary. A warning message appears at the bottom of the screen.

39. Slide 39 In this example, the business area associated with this Cost Center is invalid for the Personnel Sub Area of the position. Validations In this example, the Percentage field for an hourly employee does not equal 100 percent. A hard stop message appears.

40. Slide 40 In this example, the sponsored program selected has a project end date that expired before the distribution End Date. In this example, the sponsored program selected has a project end date that expired before the distribution Valid From date. Validations

41. Slide 41 In this example, the system checks the position for a required license/certification and gives a hard error message if that license/certification is not listed on the ISR with valid begin and end dates. Validations

42. Slide 42 What the Approver Sees

43. Slide 43 There has been no change to the approval process or workflows. Any warnings that have been bypassed by the initiator will also be presented to the approver. The approver can click in order to see if there are any active personnel numbers for the supplied Social Security Number. What the Approver Sees

44. Slide 44 After you submit the Hire ISR, it will go to the approvers inbox. Any warning messages that were bypassed by the initiator will also appear for the approver. What the Approver Sees

45. Slide 45 The Employee Reassignment ISR Form

46. Slide 46 Employee Reassignment ISR Form Since the Employee Reassignment ISR form is based on the Hire ISR, it will be changed to be the same format as the Hire ISR form. However, a few sections have been left out. All validations on the Hire ISR will also apply to the Employee Reassignment ISR.

47. Slide 47 Top of the Form

48. Slide 48 Middle of the Form

49. Slide 49 Bottom of the Form

50. Slide 50 Conclusion The added fields on the Enhanced Hire ISR have virtually eliminated the need to enter any required information in the Comments section. These new fields have also addressed some potential compliance issues that had arisen due to missing information. The validations that have been added will help to limit the corrections that need to be made after forms reach HR Shared Services with invalid information. Overall, we hope that all of the enhancements to the Hire ISR make the hiring process more intuitive and more efficient than it was.

51. Slide 51 Q&A Were 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. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.

52. Slide 52 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

53. Slide 53 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://connectpro28579135.acrobat.com/fastfactssurvey/ http://connectpro28579135.acrobat.com/fastfactssurvey/ Thanks again!