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1 Sibley/Howard County HR Employee Lifecycle Process Briefing Presented by: Wanda Karangelen, Sharon Kemp, Hope Marsh and Chris Russell October 16, 2012.

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Presentation on theme: "1 Sibley/Howard County HR Employee Lifecycle Process Briefing Presented by: Wanda Karangelen, Sharon Kemp, Hope Marsh and Chris Russell October 16, 2012."— Presentation transcript:

1 1 Sibley/Howard County HR Employee Lifecycle Process Briefing Presented by: Wanda Karangelen, Sharon Kemp, Hope Marsh and Chris Russell October 16, 2012

2 HR Employee Lifecycle SAP System Architecture 2 FM Funds Management CFM Corporate Financial Management GM Grants Management CO Cost Management PS Project Systems FI General Ledger MM Materials Management SD HR Human Resources SAP ECC SRM Supplier Relationship Management SD Sales & Distribution ** BI includes BW (Business Warehouse), BPS (Business Planning Simulation) and BCS (Business Consolidation System) BI- Business Intelligence **

3 HR Employee Lifecycle SAP HR System Functionality 3 Employee Self Service eRecruit HR Organizational Management Time Mgmt Payroll Position Budget and Control Benefits Administration Personnel Administration Compensation Management Manager Self Service Training & Events Mgmt = implemented at Johns Hopkins = not implemented at Johns Hopkins Legend

4 HR Employee Lifecycle Business Process Overview 4 A position is needed for each employee Employees are hired into positions Positions will be created in SAP prior to go-live. Thereafter, positions can be added or become vacant. Employees will be converted prior to go-live An Internal Service Request (ISR) is an SAP electronic form used for personnel and organization actions

5 HR Employee Lifecycle Key Terms 5 Role - Security access required to execute the business event. ISR Initiator - The role responsible for creating an ISR ISR Approver - The role responsible for approving ISRs. Someone with the Approver role can also initiate an ISR, so both roles are not needed. An approver cant initiate and approve the same ISR. –ISR Approver One: A department/unit-level person responsible for reviewing/approving the ISR. All ISRs except Personal Data Changes are required to have an Approver One. Certain designated staff in each department/unit will have the Approver role. –ISR Approver Two: A second approval for the ISR located in a central office such as Research Accounting, Human Resources, HR Compensation. The selection of the Approver Two is determined by business process rules. For some ISRs, a second approval may not be required, or the Approver Two may be the divisional HR office or business office.

6 HR Employee Lifecycle Key Terms (continued) 6 Position: 1. Outside of SAP, a defined set of tasks, responsibilities, or characteristics to be assigned to a person. 2. In SAP, a number is assigned to every position created. (Every employee will have at least one position.) 3. A position has many attributes. Job - General classifications of tasks that are common to a group of positions. Used for EEO Reporting. Org Unit – A number and name assigned to organization units (departments)

7 HR Employee Lifecycle Internal Service Request (ISR) Types 7 New Hire Rehire Reinstatement Employee Reassignment Termination Salary Change Bonus/Supplemental Pay FMLA Request LOA With/Without Pay Return from LOA Personal Data Change Personnel Administration Org. Unit Create Org. Unit Maintain Position Create Position Copy Position Maintain/Position Attribute Change Organizational Management

8 HR Employee Lifecycle High-Level Process Steps 8 Request a New Position Existing processes, including budget authority, compensation review, position, title, job description and identification of appropriate systems security access. Recruit for a Position Existing processes, including recruitment, applicant screening credentialing, background check, references, testing, etc. Process Steps outside of SAP Process Steps within SAP Hire a Staff MemberCreate a New Position

9 HR Employee Lifecycle Sibley/Howard County creates ISRs 9 Approval workflow is created Processes ISR Departmental approver reviews and approves ISR HR Shared Services Approval workflow is created Enters Internal Service Request (ISR) form in SAP and selects approver(s) from a list, based on policy; Workflow sends confirming to ISR Initiator Note: If an ISR is rejected, it is cancelled and notification is sent to the ISR Initiator and the ISR approver Approver 1 Sibley/Howard County HR Features and Benefits Electronic form Initiated by Sibley/Howard County HR Automated Workflow Approver 2 Reviews and approves ISR based on policy Sibley/Howard County will decide on an Approver 2

10 HR Employee Lifecycle Employee Self Service 10 Employees can view Work Address Personal Data (Name, Date of Birth, etc., NOT SSN) Pay Statement Employment Wage Verification (Link only) Leave Balances Time Statement (Hourly Employees) Benefits Website (Link to appropriate page for employee) Employees can view and update Permanent Address Emergency Contact Additional Personal Data (Race, Ethnicity and Military Status Direct Deposit information Federal and State Withholdings

11 HR Employee Lifecycle HR BW Reporting 11 Employee Master Data by Date Personnel Actions by Type Positions with Employee Complete Labor Distribution Work Authorization Visa Expiration Dates Check Direct Deposit Register Payroll Overpayment Finance Overpayment

12 Personnel Administration/Organization Management SAP is Position-centric –One position per person –Attributes include fulltime/part-time status, name of affiliated org unit (department), SAP roles, name of reports-to (direct supervisor), salaried/hourly designation, job affiliation –When an employee terminates, the incumbent is removed from the position and the new hire is attached. –Vacant/filled designation 2/8/201412

13 Personnel Administration/Organization Management SAP is Position-centric (contd.) –New positions must be created as necessary; changes to the attributes are done through a maintenance process 2/8/201413

14 Personnel Administration/Organization Management 2/8/201414

15 Compensation All Johns Hopkins employees are paid hourly –Exempt employees swipe once a day –Non-exempt employees swipe for start and end of work 2/8/201415

16 Compensation Salary Ranges are attached to positions –There are 4 different Salary Range Structures based on position type: Clinical Non-clinical Management Information Technology 2/8/201416

17 Compensation ( Salary Ranges, contd ) Salary Range Structures contain multiple grades –Salary Ranges are built using benchmark market data 2/8/201417

18 Compensation Shifts –Shifts are designated in SAP to augment an hourly rate based on hours worked –Evening, night and weekend shifts are eligible for receive differentials 2/8/201418

19 Compensation Indirect Valuation of Hourly Rate –Percent or dollar increment to the hourly rate can be designated by person for long- term increases and, for the time in force, it is considered part of benefits base salary 2/8/201419

20 Compensation Replacement Rate permits a complete rate change through the time clock for hours worked 2/8/201420

21 Compensation Flat dollar payments for ongoing special work (i.e., exempt on call) –Evaluated by Comp and wage type established once need is determined –Assigned as part of time entry process 2/8/201421

22 Compensation These are the four types of payment parameters we will referencing during blueprint. 2/8/201422

23 Compensation Concurrent Employment –Multiple assignments on the same person –Different pay rate, different supervisor –Separate performance review 2/8/201423

24 Benefits Benefit plans are set up in SAP with coverage levels designated and dependent data recorded (SSN, relationship, name, birth date) Employee and employer cost are maintained –Employee cost passes to payroll for deduction 2/8/201424

25 Benefits Annual Enrollment is hosted by a third party vendor –Vendors other than EBIX would need to coordinate format/logic of inbound interface to SAP Elections and dependent data are interfaced to SAP –Confirmation forms are visible on-line to the employee Qualified Life Events are also transacted on line and passed via interface to SAP Eligibility and termination dates for benefit plans are expected to coincide with JHHSC 2/8/201425

26 Benefits Leave programs –Length of service milestones –Accrual occurs by pay period –Maximums 2/8/201426

27 Next Steps… Blueprint Sessions: Round 1 –Week of October 22: Personnel Admin/Org Management –Week of October 29: Compensation and Benefits Blueprint Session: Round 2 –Week of November 26: all modules 2/8/201427

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