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Sibley/Howard County HR

Employee Lifecycle

Process Briefing

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

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HR Employee LifecycleSAP System Architecture

2

FMFunds

Management

CFMCorporate

Financial

Management

GMGrants

Management

COCost

Management

PSProject

Systems

FIGeneral

Ledger

MMMaterials

Management

SD

HRHuman

Resources

SAP ECCSRMSupplier

RelationshipManagement

SDSales &

Distribution

** BI includes BW (Business Warehouse), BPS

(Business Planning Simulation) and BCS(Business Consolidation System)

BI-Business

Intelligence

**

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HR Employee LifecycleSAP HR System Functionality

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Employee SelfService

eRecruit

HR

OrganizationalManagement

Time Mgmt

Payroll

Position Budgetand Control

BenefitsAdministration

PersonnelAdministration

Compensation

Management

Manager Self

Service

Training &

Events

Mgmt

= implemented at

Johns Hopkins

= not implemented at

Johns Hopkins

Legend

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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

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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 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 officesuch 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 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 UnitA number and name assigned to organization units (departments)

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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

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HR Employee LifecycleHigh-Level Process Steps

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Request a New Position

Existing processes, including

budget authority,

compensation review,

position, title, job descriptionand 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
http://www.photos.com/en/search/close-up?oid=4823307&a=&pt=&k_mode=any&k_exc=&cid=&date=&ct_search=&k_var=help%20wanted&bl=/en/search/index?f_h=1&f_i=1&f_o=1&f_v=1&f_b=1&f_c=1&k_var=help%20wanted&k_mode=any&big=1&srch=Searching...&&ofirst=&srch=Y&hoid=213e257b6e02144e3cf6bfc152f6d424

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HR Employee LifecycleSibley/Howard County creates ISRs

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Approval workflow

is created

Processes ISR

Departmentalapprover reviews and

approves ISR

HR Shared Services

Approval workflow

is createdEnters Internal ServiceRequest (ISR) form in

SAP and selects

approver(s) from a list,

based on policy;

Workflow sends confirmingemail 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 1

Sibley/Howard

County HR

Features and Benefits

Electronic form

Initiated by Sibley/Howard

County HR

Automated Workflow

Approver 2

Reviews and approves ISRbased on policy

Sibley/Howard

County will

decide on an

Approver 2

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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

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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

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Personnel Administration/Organization

Management

SAP is Position-centric

One position per person

Attributes include fulltime/part-time status, name ofaffiliated 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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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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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 benchmarkmarket 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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Documents

FFNov05_2012_AM