Sibley/Howard County HR Employee Lifecycle

Process Briefing

Presented by: Wanda Karangelen, Sharon Kemp, Hope Marsh and Chris Russell October 16, 2012

HR Employee Lifecycle
SAP System Architecture

BIBusiness Intelligence **

FI
General Ledger

HR
Human Resources

Supplier Relationship Management

SRM

SAP ECC
GM
Grants Management

CO
Cost Management

FM

MM
Materials Management

Funds Management

SD
Sales & Distribution

CFM
Corporate Financial Management

PS
Project Systems

** BI includes BW (Business Warehouse), BPS (Business Planning Simulation) and BCS (Business Consolidation System)

SD
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HR Employee Lifecycle
SAP HR System Functionality
Employee Self Service Payroll Organizational Management

Position Budget and Control

HR
Benefits Administration

Time Mgmt

Legend

Personnel Administration

Training & Events Mgmt eRecruit

= implemented at Johns Hopkins = not implemented at Johns Hopkins

Compensation Management

Manager Self Service 3

HR Employee Lifecycle
Business Process Overview

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

HR Employee Lifecycle
Key Terms
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.
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HR Employee Lifecycle
Key Terms (continued)
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)

HR Employee Lifecycle
Internal Service Request (ISR) Types
Personnel Administration New Hire Rehire Reinstatement Employee Reassignment Termination Salary Change Bonus/Supplemental Pay FMLA Request LOA With/Without Pay Return from LOA Personal Data Change

Organizational Management Org. Unit Create Org. Unit Maintain Position Create Position Copy Position Maintain/Position Attribute Change
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HR Employee Lifecycle
High-Level Process Steps
Process Steps outside of SAP

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 within SAP

Create a New Position Hire a Staff Member

HR Employee Lifecycle
Sibley/Howard County creates ISRs
Sibley/Howard County HR Approver 1 Approver 2
Sibley/Howard County will decide on an Approver 2
Enters Internal Service Request (ISR) form in SAP and selects approver(s) from a list, based on policy; Approval workflow is created Departmental approver reviews and approves ISR Approval workflow is created Reviews and approves ISR based on policy

Features and Benefits Electronic form Initiated by Sibley/Howard County HR Automated Workflow Workflow sends confirming email to ISR Initiator

Note: If an ISR is rejected, it is cancelled and notification is sent to the ISR Initiator and the ISR approver

HR Shared Services

Processes ISR

HR Employee Lifecycle
Employee Self Service
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
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HR Employee Lifecycle
HR BW Reporting

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
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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
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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

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Personnel Administration/Organization Management

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Compensation
All Johns Hopkins employees are paid hourly
Exempt employees swipe once a day Non-exempt employees swipe for start and end of work

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

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Compensation (Salary Ranges, contd)

Salary Range Structures contain multiple grades
Salary Ranges are built using benchmark market data

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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

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Compensation
Indirect Valuation of Hourly Rate
Percent or dollar increment to the hourly rate can be designated by person for longterm increases and, for the time in force, it is considered part of benefits base salary

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Compensation
Replacement Rate permits a complete rate change through the time clock for hours worked

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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

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Compensation
These are the four types of payment parameters we will referencing during blueprint.

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Compensation
Concurrent Employment
Multiple assignments on the same person Different pay rate, different supervisor Separate performance review

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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
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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
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Benefits
Leave programs
Length of service milestones Accrual occurs by pay period Maximums

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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

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