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Sibley/Howard County HR Employee LifecycleProcess Briefing

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

HR Employee LifecycleSAP System Architecture

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FM Funds

Management

CFM Corporate Financial

Management

GM Grants

Management

CO Cost

Management

PSProject Systems

FI General Ledger

MMMaterials

Management

SD

HRHuman

Resources

SAP ECCSRMSupplier

Relationship Management

SDSales &

Distribution

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

BI- Business

Intelligence **

HR Employee LifecycleSAP HR System Functionality

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Employee SelfService

eRecruit

HR

OrganizationalManagement

Time Mgmt

Payroll

Position Budgetand Control

BenefitsAdministration

PersonnelAdministration

CompensationManagement

Manager SelfService

Training &EventsMgmt

= implemented at Johns Hopkins

= not implemented at Johns Hopkins

Legend

HR Employee LifecycleBusiness Process Overview

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• 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 LifecycleKey Terms

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• 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 ISR’s. Someone with the

Approver role can also initiate an ISR, so both roles are not needed. An approver can’t initiate and approve the same ISR.

– ISR Approver One: A department/unit-level person responsible for reviewing/approving the ISR. All ISR’s 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 ISR’s, a second approval may not be required, or the Approver Two may be the divisional HR office or business office.

HR Employee LifecycleKey Terms (continued)

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• 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 LifecycleInternal Service Request (ISR) Types

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• 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

HR Employee LifecycleHigh-Level Process Steps

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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

HR Employee LifecycleSibley/Howard County creates ISRs

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Approval workflow is created

Processes ISR

Departmental approver reviews and

approves ISR

HR Shared Services

Approval workflow is createdEnters Internal Service

Request (ISR) form in SAP and selects

approver(s) from a list, based on policy;

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

Approver 1Sibley/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

HR Employee LifecycleEmployee Self Service

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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

HR Employee LifecycleHR BW Reporting

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•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

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 (cont’d.)– 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,

cont’d)

• 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 long-term 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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