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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 1
Sibley/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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