Slide 1 FastFacts Feature Presentation May 1 st, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:
Slide 2 Todays Topic Well be taking a look at… The Enhanced Salary Change and Hours Change ISR forms
Slide 3 Todays Presenter David Levy HopkinsOne Functional Expert
Slide 4 Session Segments Presentation Dave will be showing us the Enhanced Salary Change and Hours Change ISR forms and demonstrating how to fill out these forms. 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.
Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –
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.
Slide 7 The Enhanced Salary Change and Hours Change ISR Forms
Slide 8 Agenda Today, well be taking a look at: Some general information about the Enhanced Salary Change and Hours Change ISR forms The advantages of these forms The new fields contained on these forms How to fill out the Enhanced Salary Change ISR form Validations What the approver sees Auto Update functionality The Hours Change ISR form
Slide 9 General Information
Slide 10 Advantages of the Form The form has been made easier to fill out by displaying all of the current information on one side of the form and allowing the initiator to enter the new information on the other side. The Cost Distribution section has been made easier to maintain by showing the current information in a display box as well as bringing the current distribution into the new distribution section so it does not need to be reentered. More intuitive than the previous form. Contains more validations to limit errors and typos before the form is initiated. Virtually eliminates the need to use the Comments section or send a follow-up with any essential information.
Slide 11 Filling Out the Form
Slide 12 Filling out the Form In this example, we will be showing a Salary Change ISR being filled out for a Semi-Monthly paid JHU employee followed by a Bi-Weekly paid JHHS employee. Hitting the F1 button on your keyboard, while in the corresponding field, will give you additional information for the Semi- Monthly/Hourly Rate, Actual Salary or Appointed Salary fields. The information that defaults onto this form is the information that is active as of the effective date of the ISR. Please note that all other ISRs retrieve the information that is active as of the date you fill out those ISRs. We will be changing the other ISRs to make everything consistent and will notify you when this occurs.
Slide 13 Getting to the ISR Go into the Internal Service Request (ISR) transaction and select the Salary Change ISR for your action.
Slide 14 Step 2 - Click Create ISR or hit F5 on your keyboard. Step 1 - Enter a Begin Date and a Personnel Number (Employee). Entering Information
Slide 15 JHU Semi-Monthly Salary Change This section of the screen has not changed from the previous version of the Salary Change ISR. Please note that the information shown in this sample header section is not real data. Fill in the Approver 1 and Approver 2 fields the same way you always have.
Slide 16 JHU Semi-Monthly Salary Change (cont.) The action details section of the enhanced Salary Change ISR is split up into 2 sections. The left side of the screen displays the employees information as it is in the system on the effective date you entered. The right side of the screen allows you to enter new values for any information that has changed.
Slide 17 Actual Salary and Appointed Salary are required fields. If they are left blank, they will default to 24 times the Semi- Monthly salary after the form is completed (once you hit the Enter key at the end of the form). The Total Pay, Change Amount, and Change% fields will be filled in once the form is completed (once you hit the Enter key at the end of the form). JHU Semi-Monthly Salary Change (cont.) Appointed Salary will only appear for Faculty at Whiting School of Engineering and Krieger School of Arts & Sciences.
Slide 18 JHU Semi-Monthly Salary Change (cont.) The top section contains the Cost Distribution information as it is shown on the 9027 record that is active on the effective date entered. The Cost Distribution section consists of two parts, similar to the previous section.
Slide 19 JHU Semi-Monthly Salary Change (cont.) The bottom section contains the new Cost Distribution information that will be entered into the new 9027 record created by this action. As seen here, this section is defaulted to the current Cost Distribution information with a few exceptions – The Valid From dates will all be changed to the effective date of the ISR. Also, any distribution lines that have an End Date that is less than the effective date of the ISR will automatically be dropped. You can make any changes to the defaulted distribution lines and add new lines. This is an improvement to the form. The Cost Distribution section consists of two parts, similar to the previous section.
Slide 20 JHU Semi-Monthly Salary Change (cont.) The Comments section is only needed for any comments that would be helpful to the approver. The Cost Distribution section consists of two parts, similar to the previous section. If a new line of distribution is entered, it is not necessary to enter the Grant or the Fund, unless there is more than one Fund possible for the Cost Object you entered.
Slide 21 Cost Distribution Tools There are tools included on this form that help you maintain the Cost Distribution section. PasteAdd New LineDelete Line CopySelect AllUnselect All Clicking in the blue portion of the scroll bar, or pressing the Page Down key on your keyboard while your cursor is anywhere in the Cost Distribution section, will allow you to scroll through 4 rows at a time.
Slide 22 The Completed Form Once the form is completed (once you hit the Enter key at the end of the form), the default values are brought in and calculations are made. Since we did not enter any Actual Salary or Appointed Salary information, the default value (24 times the semi- monthly salary) was calculated. The Total Pay, Change Amount, and Change% information is displayed.
Slide 23 JHHS Bi-Weekly Employee Salary Change The Evaluation Data section only appears for Bi-Weekly employees, and is only used when processing an Annual/Merit Increase. As noted, if the Next Review Date field is left blank, it will automatically default to one year from the effective date of the ISR.
Slide 24 The Completed Form This represents how the form will appear after all information is completed and you hit the Enter key. If any warnings are brought up, they can be bypassed by hitting Enter. Then click the Save button twice to initiate the ISR. Please note that any bypassed warnings will reappear each time you click Save and must be bypassed again by hitting Enter again.
Slide 25 Validations
Slide 26 As with other ISRs, 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 hitting Enter while others are enacted by clicking Save. Two new validations have been added to the Cost Distribution sectionan Open Cost Object validation and an Administrative Salary validation. The Cost Distribution validations on this form, including the two new ones, will be the same on every ISR form that has a Cost Distribution section (i.e., Hire ISR Form). Validations
Slide 27 Validations (cont.) This validation is only on the Hours Change form. Weekly Working Hours Validation The Weekly Work Hours do not match the employee group of the position – a full-time position. A warning message is given.
Slide 28 Validations (cont.) For Bi-Weekly paid employees only, when Action Reason 01 – Annual/Merit Increase is chosen, the Overall Rating and Date Review Completed fields become required. Evaluation Data Validation
Slide 29 Validations (cont.) Administrative Salary Validation In this example, the Internal Order entered is associated with a Grant that does not allow Administrative Salaries to be charged against it. Youll need to choose another Order or contact Sponsored Shared Services so they can update their records.
Slide 30 Validations (cont.) Open Cost Object Validation 1 Open Cost Object Validation 2 In this example, the Cost Object (a Sponsored Internal Order) that was entered is not active. A new order, cost center, or WBS element will need to be chosen. In this example, the Cost Object (a Sponsored Internal Order) is associated with a grant that is not active for this date range. A new order, cost center, or WBS element will need to be chosen or the End Date will need to be changed.
Slide 31 What the Approver Sees
Slide 32 There has been no change to the approval process. Any warnings that have been bypassed by the initiator will be presented to the approver. What the Approver Sees
Slide 33 Approver View The approvers view of the form is the same as the initiators after he/she hits Enter. Any warning messages that were bypassed by the initiator will also appear for the approver.
Slide 34 Approver View (cont.) It is important for the approver to look this form over carefully since, after June 1 st, the information contained here will be automatically updated in the system without further review by HR Shared Services. If necessary, the approver can make any changes required to the form including in the Cost Distribution section. If any changes are made, the approver can note them in the Comments section.
Slide 35 Auto Update
Slide 36 Auto Update Starting June 1, 2008, the Salary Change ISRs will be eligible for Auto Update. Auto Update is defined as the employees record being updated by the system with the information on the approved ISR without any intervention from HR Shared Services. When an ISR is entered into the system with Auto Update, it is not entered until the effective date on the ISR. This window will allow JHU employees, who also need to do an E-form to correct past Labor Distributions, a chance to get those through before the Salary Change action is run.
Slide 37 Auto Update (cont.) Which Salary Change ISRs will have Auto Update? Bi-Weekly paid employees – Past, current and future dated Salary Change ISRs will Auto Update. Weekly paid employees – Past, current and future dated Salary Change ISRs will Auto Update. Semi-Monthly paid employees – Current, future or open pay periods will Auto Update. ISRs that are dated for a payroll that has already completed will not Auto Update and will be processed manually by HR Shared Services.
Slide 38 Auto Update (cont.) ISRs not designated as Auto Update will be entered by HR Shared Services. There will be some circumstances when an ISR may be eligible for Auto Update, but the system will divert them to HR Shared Services to enter. These situations include: When there is a future dated action present for the employee. When there is a future dated Base Pay record for the employee. When the employee is on Temp Inactive Status.
Slide 39 Hours Change ISR Form
Slide 40 Hours Change ISR Form Since the Hours Change ISR form is based on the Salary Change ISR, it will be changed to be the same format as the Salary Change ISR form. The main difference on the Hours Change form is the addition of a New Work Hours section. All validations on the Salary Change ISR will also apply to the Hours Change ISR.
Slide 41 Overview of Hours Change ISR Form For Bi-Weekly employees, the Work Schedule Rule field will also appear for entry in the New Work Hours section. The New Work Hours section is only on the Hours Change ISR. The New Pay Data Section only appears for entry when processing a Semi-Monthly employee.
Slide 42 Hours Change ISR Form (cont.) The Cost Distribution section on the Hours Change ISR is identical to the one on the Salary Change ISR.
Slide 43 Conclusion The new format and features on the form will make it easier to fill out. The upcoming Auto Update functionality will decrease errors caused by the rekeying of information and will help to avoid the collision of Salary Change ISR processing and Eform processing. Overall, we hope that all of the enhancements to the Salary Change and Hours Change ISRs make the processing of Salary Changes more intuitive and more efficient than before.
Slide 44 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 ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants.
Slide 45 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 us at:
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