Transcript Slide 1

Slide 1
Feature Presentation
June 10, 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…
Health System HR
Keeping Employee Information Accurate
Slide 3
Today’s Presenter
Sadhya Sabatino
SAP Trainer for the Johns Hopkins Health System
Slide 4
Session Segments
Sadhya will define SAP employee information, and identify the
specific types covered today. She will demonstrate how to keep
it updated for JHH and JHHS employees, and how to review
what is currently listed.
During Sadhya’s presentation, your phone will be muted.
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
Sadhya will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if
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Slide 6
How To View Full Screen
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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
Health System HR
Keeping Employee Information Accurate
Slide 9
JHH, JHHS Employee Information…
1. Why critical (REALLY critical)?
2. What information are we talking about?
3. Intro to SAP employee information.
4. Description of each type, and how to update
on the ISR Lite.
5. Where in SAP can I see this information?
If you print this PowerPoint, please consider multiple slides per page on
the back of previously printed paper.
Thank you.
Slide 10
Why is SAP employee information
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JHHS Employee Data: Critical
Patient Care!!
Legal, licensing, certification requirements
Emergency preparedness, for ourselves, and our neighbors
Manager notifications / approvals
Employee and organizational initiatives
Outlook address and phone, institutional mail….
ALL depend on SAP employee information…
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What information?
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For Compliance, Emergency…
To meet regulatory requirements, and to prepare for emergencies,
need elements of contact and location.
Additional information is also critical, but this is a first step:
Work Address
(Position of Manager)
(Work Physical Address)
Organizational Unit
Work Telephone
(SAP Position Record)
(such as “Johns Hopkins Hospital”)
(SAP Person Record)
Even though this information is kept in two separate records - JHH,
JHHS employee records can be updated with a single ISR Lite form!
NOTE: School of Medicine and Bayview employee information cannot be
updated by ISR Lite. School of Medicine employee records are managed
departmentally with ISR’s, Bayview records centrally by Bayview HR.
Slide 14
Intro to SAP Employee Information
A tale of two records….
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SAP Employee Information
SAP Employee
A file within SAP which
represents a Johns Hopkins
employee. A person
assigned to a position.
SAP Person
An SAP file, which represents
one individual. It includes
specific information about
current position(s) held, such as
Work Address(es), Worksite(s),
Work Telephone(s)…
SAP Position
A file within SAP designating
types of work,
responsibilities, capabilities,
and authorities … to be
assigned to one employee.
Both are employee information
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Description of each type of
employee information, and
…how to update it on the ISR
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The position of the manager to whom an employee reports
Part of the position of an employee
When you fill employee and/or manager
positions, the new people assigned
to those positions automatically
inherit this reporting relationship.
Which Reports-to…
When hiring a manager, be sure to assign to the same position as the one
leaving. (You can assign both to same position for specified period of up to
two months, by formally communicating final date of departing manager.)
Update for temporary transfer of managers of more than three weeks.
Update, and then update again when assignments restored (For 30 or 40
positions, can provide on a spreadsheet.)
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Updating Reports-to
On the revised ISR Lite
form* check the “Maintain
Position” box.
In “Position Data,” enter
changes in Work Physical
Address, Work Telephone,
or Worksite.
In ”Comments,” enter any
supporting information.
* > Compensation > ISR Central > “ISRLite”
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Organizational Unit
The Department, Work Group, Project Group, where and with whom
an employee works
In SAP, Organizational Units are within the organizational
Each position is assigned a specific Organizational Unit. This remains
regardless of the employee assigned to a position.
This also is important for the same emergency, compliance, training
and additional Hopkins-driven initiatives.
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Updating Organizational Unit
If the Organizational Unit is incorrect, correct using the ISR Lite
“Comments” section. Because Organizational Units fall within the larger
Personnel Areas (PA -- HS01 for JHH, HS06 for JHHS), if you change the
Organizational Unit, check that the PA is still accurate. If not changing, note this in
Comments on the same form.
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Work Address, Telephone, Worksite…
These are part of an employee’s person record. Work address
and work contact information do not update automatically
when an employee is assigned a new position.
Work Address, Work Telephone and Worksite must also be
proactively updated each time an employee transitions positions or
changes locations.
NOTE: Work Email is brought into SAP from the Johns Hopkins Enterprise Directory,
and may simply be the enterprise “alias” of JHED ID followed by,
which routes to a person’s regular account.
To update email, contact your department’s JHED administrator: found by clicking
“My Profile” on your page.
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Updating Work Address Info
Check the appropriate boxes
in the top section of the ISR
Lite form.
In the “Position Data
Section,” enter any Work
Physical Address changes.
In ”Comments,” enter any
changes in Work Telephone
and/or Worksite.
As with “Reports-to,” can group
employees on one ISR Lite if the same
changes apply.
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But where can I see what is listed
The following instructions are very condensed, and demonstrate only highlight steps. If
you are not already comfortable these transactions covered, please give yourself time
and resources to learn. Watch recorded FastFacts, read SAP Update articles, and take
advantage of instructional services and materials from groups and sites such as those
listed at the end of this presentation.
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Where is Current Employee Information?
The hands-down best place to view employee
information in a single report is the BW HR report,
“Employee Master Data by Date”…
However, Reports-to and Organizational Units are a
pretty quick find in SAP ECC. And, viewing individual
person records for Work Address, Work Telephone, and
Worksite is possible…
Your ability to view these transactions depends on the SAP roles and
security assigned to your position. If you need information you cannot
obtain, please request that information from the person responsible for HR
transactions for your department.
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Reports-to, Organizational Unit (Position record)
Organization Management Object Display >
“Display Organization and Staffing” (PPOSE)
Work Address, Worksite, & Work Telephone
(Person record)
Master Data > “Display HR Master Data” (PA20)
If you do not have access to the transactions demonstrated in this report, or information
within them, request support from the designated HR contact for your department.
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Reports-to in PPOSE
1. Open “Display organization and Staffing” from the SAP Easy Access Menu.
2. In the upper left quadrant, click Organizational Unit to open the search
box, and enter your search.
(You can also search by Person or Position to find and Organizational Unit)
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Reports-to in PPOSE, cont.
3. Select your Organizational Unit from the results displaying in the lower
left quadrant…
4. Which will display that Organizational Unit in the upper right. You will see
the positions assigned to that Organizational Unit. Depending on your
level of access, you may also see the people assigned to those positions.
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Reports-to in PPOSE, cont.
5. Right-click the Organizational Unit, and select “Go-to,” “Staff
Assignments,” “List,” to get an initial list of all employees assigned to that
Organizational Unit.
6. The initial list isn’t likely to show you what you are looking for, so click
the little column configuration button to change the information which
7. Check boxes for “Superior” (person in the Reports-to position), and
“Position ID,” (employee’s position number). Include any other fields you
wish. Click the green check.
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Reports-to in PPOSE, cont.
8. If there is a person assigned to the Reports-to position, that person will
display as “Superior.”
9. Double click that Reports-to person’s name to then view the Reports-to
position name and number in the “Basic Data” tab below.
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Reports-to in PPOSE, cont.
If a position within an Organizational Unit is vacant, that position will
display, as well as the person currently assigned to that position’s
Reports-to position.
However, if a Reports-to position is vacant, you are unable to see that
position’s name and number here…
There is a different view for that! On to the “Reporting Structure” view…
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Reports-to in PPOSE, cont.
11. Click the little blue back arrow at the top of the upper right quadrant to
go back to the initial Organizational Unit display…
12. Now right-click on the employee, select “Goto,” “Reporting Structure.”
13. The first view will be of the employee alone. Click the “up one level” icon
to move up in the reporting hierarchy.
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Reports-to in PPOSE, cont.
14. Here you will see the position name and number of the employee’s
Reports-to position, even if vacant. You will also see all other positions
reporting to this Reports-to position, regardless of their Organizational
Unit. Click the blue square collapse button to expand your view.
15. These different views should be very helpful when reviewing and cleaning
up your employee information, and when assigning new employees to
existing positions.
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Organizational Unit in PPOSE
1. To view which Organizational Unit is assigned to a specific position,
search for that position, or for the person currently in that position, in the
upper left quadrant.
2. Select from the results in the lower left.
3. View the position in the structure of the assigned Organizational Unit in
the upper right.
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Work Address Information in PA20
SAP >ECC > SAP Easy Access Menu > Master Data > “Display HR
Master Data” (PA20)
1. Open PA20 from the SAP Easy Access Menu.
2. Search for an employee, or directly enter an employee’s person ID
(may be the same as their current personnel number, “Pernr”).
3. In the employee’s record, in the first tab, “Basic Personal Data,” select
the “Addresses” line. Click the little icon of a pair of glasses at the top
left to display.
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Work Address Information in PA20, cont.
4. On the “Display Addresses” screen, click the “next record” icon until the
Address type is “Work Physical Location.” This is also where you will see
the currently listed work “Telephone Number.”
5. Worksite field is within the Payroll tab, “Unemployment State.” You might not
have access to this range of information, so you may not be able to view this
one field in SAP ECC…
However, there is a BW report with ALL of this information, for as many
employees as you are assigned to view….
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Everything!, in one SAP BW HR Report
SAP > BW Report Center > Human Resources > Personnel Admin >
General Employee > “Employee Master Data by Date”
1. Select the “Employee Master Data by Date” report, and enter your
2. Click the report filter for “Key Figures,” and uncheck all items (they aren’t
*Your access ability to run a BW HR report depends on multiple elements of security.
Your access may be to a specific Organizational Unit/s. See the April 2010 SAP Support
Update, and the HR/Payroll Shared Services reporting page for information.
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Everything!, in one SAP BW HR Report, cont.
3. The employee information covered today can be selected from the
“Properties” of the Employee, as not all are available as Free Characteristics.
Right-click the “Employee” column to get to Properties.
4. Select the fields: Address Line 1, Address Line 2, Location, Postal Code,
Region, Telephone Number, Worksite. Then click Transfer
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Everything!, in one SAP BW HR Report, cont.
5. The resulting report will display the information selected, including records
where these fields are blank.
Many BW HR reports can be expanded to display this information, but might
not display the employees with incomplete records. Employee Master Data
by Date will display all employees selected even if fields are blank,
necessary when you are reviewing and correcting information.
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Wrap up
1. SAP employee information must be kept current to enable emergency
communications and assignments, critical compliance requirements,
training, electronic communications, and Hopkins initiatives developed to
benefit employees.
2. SAP employee information includes the designations within both the
position and person records. (employee = position + person)
3. A few of the key informational elements are Reports-to, Organizational
Unit, Work Address, Work Telephone and Worksite.
4. You can update all of these with a single ISR Lite.
5. You can view existing information by employee in SAP ECC PPOSE
(Display organization and staffing) and PA20 (Employee Master Data).
6. However, the best way to view all information for multiple employees, is
with the SAP BW, HR, “Employee Master Data by Date” report.
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Resources for JHH, JHHS
1. ISR Central: .
2. JHHS SAP Training, for instructional guides, online resources, onsite
coachings, BW training, and telephone support: ...
3. SAP Support Update newsletters: ,
…including June 2010, “Understanding Positions,” and April 2009, “A New BW HR Report:
Employee Master Data by Date,” and the most recent June 2010 issue!
4. The HR/Payroll Shared Services BW Reporting page:
NOTE: Departments with University employees (including those of School of Medicine) enter
ISR’s. Support for this transaction can be found within the Human Resources Shared Services
website:, the Knowledge Network (the first tab in the SAP Portal),
as well as many of the SAP Update issues linked above. Departments with Bayview employees
contact Michele Allen at [email protected]
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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]
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Before we close, please take the time to complete a short survey.
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Click this link to access the survey…
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