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Slide 1
FastFactsFeature 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.
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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
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Today’s PresenterDavid LevySr. ERP Business Analyst
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Session Segments
PresentationDave will be showing us the changes to the Position ISR forms.During Dave’s presentation, your phone will be muted.
Q&AAfter 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.
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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] can also send us an instant message!
GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]
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How To View Full Screen
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Survey
SurveyAt 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.
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Changes to the Position ISR Forms
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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 ISRsChanges to fields and field namesTracking changes on the Position Copy and Position Maintain ISRs.The new Employee Attribute Change Section on the Position Maintain ISRs.Additional Validations
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Changes to the Front Screen
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Changes to the Front ScreenThe field names were changed on the front screen to be easier to understand and look better aesthetically.
Old
New
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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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Old
New
New Field
Changes to Fields and Field Names (cont.)
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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.
Changes to Fields and Field Names (cont.)
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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.
Changes to Fields and Field Names (cont.)
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Tracking Changes
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Tracking Changes
Denotes that a change has been made to this section.
A checkbox, titled “Change?” has been added to each section of the Position Maintain and Position Copy ISRs.
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Tracking ChangesThe 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 ChangesIf 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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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.
New Employee Attribute Change Section
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When the Employee Attribute Change section is first presented, it has no values filled in.
New Employee Attribute Change Section
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1. Enter Pernr
2. Click Button
To complete this section, start by:1. Entering the personnel number of the person
occupying the position.2. Click the Validate Pernr button.
New Employee Attribute Change Section
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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.
New Employee Attribute Change Section
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After the Validate Pernr button is clicked, here is how the Employee Attribute Change section will look
for a JHU employee.
New Employee Attribute Change Section
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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
New Employee Attribute Change Section
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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.pdfIf 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.
New Employee Attribute Change Section
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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
New Employee Attribute Change Section
Slide 31
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 CodeChanging Pers Admin (mail code)
Please use a Personal Data Change (PDC) ISR for these changes.
New Employee Attribute Change Section
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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.
New Employee Attribute Change Section
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Additional Validations
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Additional ValidationsSoft 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.
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ConclusionThe 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]
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Survey
Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!
