Transcript What we’ll go over today

Slide 1
FastFacts
Feature Presentation
October 26, 2010
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-468-2134
Participant code: 182500
© 2010 The Johns Hopkins University. All rights reserved.
Slide 2
Today’s Topic
We’ll be taking a look at…
Changes to the Position ISR forms and the elimination of the
Position Attribute Change ISR
Slide 3
Today’s Presenter
David Levy
Sr. ERP Business Analyst
Slide 4
Session Segments
Presentation
Dave will be showing us the changes to the Position ISR forms.
During Dave’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.
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
you’re having technical difficulties, you can email us at:
[email protected]
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Slide 6
How To View Full Screen
Slide 7
Survey
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.
Slide 8
Changes to the Position ISR
Forms
Slide 9
Agenda
Today, we’ll be taking a look at:
The changes that have been made to the Position ISR forms
include:
Change to the fields on the ISR front screen for position ISRs
Changes to fields and field names
Tracking changes on the Position Copy and Position Maintain
ISRs.
The new Employee Attribute Change Section on the Position
Maintain ISRs.
Additional Validations
Slide 10
Changes to the Front Screen
Slide 11
Changes to the Front Screen
The field names were changed on the front screen to be easier
to understand and look better aesthetically.
Old
New
Slide 12
Changes to Fields and Field Names
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Changes to Fields and Field Names
Some of the field names have been changed from their technical
names to more intuitive names to make the form easier to
understand.
Some of the sections of the ISR have been rearranged. These
changes are small and should not cause any confusion.
Note: Since the technical names are no longer used, the field
names in the Position record in SAP may be labeled differently
from those on the form.
In addition to changing the name of the Reports to field name to
Supervisor’s Position#, we also added the Supervisor’s
Name. If the name field is blank that means the supervisor’s
position is vacant.
 If the supervisor’s position is vacant please enter a new
supervisor’s position number that is occupied.
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Changes to Fields and Field Names
Old
New
New Field
(cont.)
Slide 15
Changes to Fields and Field Names
(cont.)
There are two fields on the ISR that are now being defaulted
based on the Job Code that is associated with the position.
If the Job Code is changed on the Position Maintain/PAC or
Position Copy ISR forms, those field values will automatically be
updated after completing the form and hitting Enter.
 The first of these fields is the Job Short Text field
(previously called Object abbr.).
 This field is now display only.
Job Short Text defaults based on the Job Code entered.
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Changes to Fields and Field Names
(cont.)
The second field is a new field called Exempt/Non-Exempt
Status.
This information will help you ensure that your Employee
Subgroup matches the FLSA Status on the Job.
 If the Employee Subgroup entered does not match the
Exempt/Non Exempt indicator, then a soft warning
message will be presented.
Exempt/Non Exempt indicator defaults based on the Job entered.
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Tracking Changes
Slide 18
Tracking Changes
A checkbox, titled “Change?” has been added to each
section of the Position Maintain and Position Copy ISRs.
Denotes that a
change has been
made to this
section.
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Tracking Changes
The checkbox should be checked for each section where
any change is made to help ensure that your requested
changes are made appropriately.
The purpose of these checkboxes is to show the approver
and the HR Specialist which attributes have been changed.
 If a change is made without being noted it may be
missed during ISR processing.
The checkboxes are intended to replace the need to
explain the changes made in the comments section of the
ISR. However, that information is helpful for approvers and
can help mitigate any mistakes that may come out of
forgetting to check a change box or checking the wrong
one. So it may still be valuable to enter comments.
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Tracking Changes
If no changes are being made to the position information, the
box at the top titled No Position Changes should be checked.
 The Position Maintain and Position Copy ISRs cannot be
initiated without at least one box checked.
 To ensure the accurate processing of your ISR, please be
sure to check all boxes within every section that requires a
change.
 The form will not allow you to check the No Position
Changes box along with any other checkbox. Denotes that no changes
have been made to the
position.
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New Employee Attribute Change Section
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New Employee Attribute Change Section
The change with the most impact is the combination of the Position
Attribute Change ISR and the Position Maintain/PAC ISR.
The new combination ISR will be called OM-JHHS Position
Maintain/PAC for biweekly employees and OM-JHU Position
Maintain/PAC for all University employees.
The Position Attribute Change ISR will be removed from the ISR list
entirely and will no longer be available.
In its place, there will be a section added to the new ISR called
Employee Attribute Change.
 The Employee Attribute Change section will only appear on the
Position Maintain/PAC ISR if the position is filled.
We will be adjusting our rules around when to fill out the Employee
Attribute Change (EAC) section now that only one ISR is required.
We have created a job aid to help determine when the EAC
section is required. It is located on the HR/Payroll Shared
Services website at:
http://ssc.jhmi.edu/bin/k/q/PositionMaintain.pdf
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New Employee Attribute Change Section
Immediately after entering a Position Maintain/PAC ISR, a
check is done to see if there is an employee in the position
being maintained.
 If there is an employee, a pop up box will be presented that
notifies the initiator, or approver, that the position is filled
and lets them know the person’s name and personnel
number.
 Take note of this number now because you will need it
later when completing the Employee Attribute Change
Section.
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New Employee Attribute Change Section
When the Employee Attribute Change section is first
presented, it has no values filled in.
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New Employee Attribute Change Section
To complete this section, start by:
1. Entering the personnel number of the person occupying the
position.
2. Click the Validate Pernr button.
1. Enter Pernr
2. Click Button
Slide 26
New Employee Attribute Change Section
After clicking the Validate Pernr button, the system will
do three things:
1. Run through the validations associated with the top
sections of the ISR.
2. Validate that the personnel number entered is a
holder of the position being maintained.
3. Populate the “current” fields in the Employee
Attribute Change section as well default the proper
format for the New Cost Distribution section based
on the Employee Subgroup on the ISR.
• Please note that the values are defaulted based
on the effective date of the ISR; be sure to view
PA20 in case future dated actions exist.
Slide 27
New Employee Attribute Change Section
After the Validate Pernr button is
clicked, here is how the Employee
Attribute Change section will look for
a JHU employee.
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New Employee Attribute Change Section
After the Validate Pernr button is
clicked, this is what the Employee
Attribute Change section will look like
for a Biweekly Employee
The PACE Diff. fields
will only appear for
JHH employees
Slide 29
New Employee Attribute Change Section
The Reason Code is required whenever you complete the
Employee Attribute Change section (even if the Position Details
are not changing)
For a description of the Reason Codes that are available
follow the link below:
http://ssc.jhmi.edu/bin/e/r/ISRTypesReasons.pdf
If the current values are not changing, you are not required to
reenter in the “New Values” section.
Exception: When the labor distribution is changing on
a salaried employee and the salary is remaining the
same. A value must be entered in the salary field.
Otherwise, you will get a hard error that the labor
distribution is greater than the salary amount.
Slide 30
New Employee Attribute Change Section
This shows how to correctly fill out
the Employee Attribute Change
section when only the Cost
Distribution is changing for a salaried
employee.
Same as Current Value
Blank fields will be
considered same as
Current Values
Slide 31
New Employee Attribute Change Section
When to use the No Position Changes checkbox on the Position
Maintain/PAC ISR
Cost distribution changes for Hourly employees. The Position
Attribute Change ISR was utilized for these changes.
New Process: Initiate the Position Maintain/PAC ISR and
continue to use Reason Code 06 – CC/IO Change; Fill in
the Cost Distribution section with the new information.
Salary information (for example) not included on the original
form
Redo the ISR with the same date but only fill in what was
missed; please include comments and refer to previous ISR.
Add/Change Work Schedule Rule or JHU Legacy Dept Code
Changing Pers Admin (mail code)
Please use a Personal Data Change (PDC) ISR for these
changes.
Slide 32
New Employee Attribute Change Section
This shows how to correctly fill out
the Employee Attribute Change
section for a Cost Distribution
change for an hourly employee.
The No Position Change box
should be checked at the top of
the form.
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Additional Validations
Slide 34
Additional Validations
Soft warning for mismatches between the FLSA status of a
the Job Code and the Employee subgroup.
Home Cost Center is a required field and cannot end in 98
or 99.
Planned Compensation information are all required fields.
Slide 35
Conclusion
The changes to the forms should make the Position ISRs
more intuitive and more accurate.
We hope that eliminating the need to initiate two separate
ISRs for a Position Maintain helps relieve some of the
burden on ISR initiators, speed up ISR processing and
ensure that the position and master data are in sync.
We are planning on moving these changes into the
Production system on the evening of Friday, October 29.
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Q&A
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.
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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: [email protected]
Slide 38
Survey
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Your feedback will help us as we plan future FastFacts sessions.
Click this link to access the survey…
http://connect.johnshopkins.edu/fastfactssurvey/
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