Get documents about "hr
Document Sample
HopkinsOne
To Be Process 2
Briefings
Human Resources
April 12, 2006
SAP R/3 System Architecture
BI-
Business FI
Intelligence General
** Ledger
HR
Human
Resources
CO
SRM
SAP R/3 Cost
Management
Supplier
Relationship
Management
FM
Funds
Management
MM
Materials GM CFM
Management
Grants SD PS
Management Sales & Corporate
Financial Project
Distribution
Management Systems
SD
** BI includes BW (Business Warehouse),
BPS (Business Planning Simulation) and
BCS (Business Consolidation System)
Page 2
HR System Architecture
Page 3
Position Creation and New Hire Processes (ISR’s)
Business Process Overview
• A position is needed for each employee
• Employees are hired into positions
• Employees will be converted for go-live; positions will be
created in the conversion; thereafter, positions can be
added or become vacant
• An Internal Service Request (ISR) is an SAP electronic
form used for personnel and organization actions
• For JHU, the ISR replaces current electronic
payroll processes (ENTL, ESAL, ESUP, EDEM)
• For JHHS, the ISR replaces paperlite and paper
Page 4
Position Creation and New Hire Processes (ISR’s)
Glossary of Terms
• 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.)
– ISR Approver One: A department/unit-level person responsible
for reviewing/approving the ISR. Every ISR is 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,
Dean’s Office, HR Compensation. The selection of the Approver
Two is determined by business process rules.
Page 5
Position Creation and New Hire Processes (ISR’s)
Glossary of Terms, continued
• 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)
Page 6
Position Creation and New Hire Processes (ISR’s)
Internal Service Request (ISR) Types
Personnel Administration
• New Hire • Bonus/Supplemental Pay
• Hiring - CTY Summer Camp • FMLA Request
• Hiring - Part Time Instructors • LOA With/Without Pay - JHU
• Hiring - Student/Postdocs/Medical • LOA With/Without Pay - JHHS
• Rehire • Return from LOA
• Reinstatement • Mini-Master Non-Employee
• Employee Reassignment • Mini-Master Coeus - Sponsored
• Termination • Mini-Master - Independent Contractor
• Position Attribute Change • Mini-Master Travelers
• Salary Change • Personal Data Change
Organizational Management
• Org. Unit Create
• Org. Unit Maintain
• JHHS Position Create
• JHHS Position Copy
• JHHS Position Maintain
• JHU Position Create
• JHU Position Copy
• JHU Position Maintain
Page 7
Position Creation and New Hire Processes (ISR’s)
High-Level Process Steps
Process Steps outside of SAP
Request a New Position Recruit for a Position
Existing processes, Existing processes,
including budget authority, including recruitment,
compensation review, applicant screening
position, title, job credentialing, background
description and check, ref erences, testing,
identif ication of etc.
appropriate systems
security access.
Process Steps within SAP
Create a New Position Hire a Staff Member Hire a Faculty Member
Page 8
Position Creation and New Hire Processes (ISR’s)
Create a New Position
Department Approver 1 Approver 2
Approval workf low Approval workf low
Enters Internal is created is created
Departmental Reviews and
Service Request
approver reviews approves ISR
(ISR) f orm in
and approves ISR based on policy
SAP and selects
approver(s) f rom
a list, based on
policy
Features and Benefits Note: If an ISR is rejected, it is cancelled
and notification is sent to the ISR Initiator
Electronic f orm and the ISR approver
Click here f or Simulation 1
Initiated by Department; replaces
Paperlite, ENTL or paper HR Shared Services
Click here f or Simulation 2
Automated Workf low
Click here f or Simulation 3
Processes ISR Workf low sends conf irming
Page 9 email to ISR Initiator
Position Creation and New Hire Processes (ISR’s)
JHHS Position Create
Page 10
Position Creation and New Hire Processes (ISR’s)
JHHS Position Create
Page 11
Position Creation and New Hire Processes (ISR’s)
JHHS Position Create
Page 12
Position Creation and New Hire Processes (ISR’s)
JHHS Position Create
Page 13
Position Creation and New Hire Processes (ISR’s)
JHHS Position Create
Page 14
Position Creation and New Hire Processes (ISR’s)
Approve New
Position
Page 15
Position Creation and New Hire Processes (ISR’s)
Approve New
Position
Page 16
Position Creation and New Hire Processes (ISR’s)
JHU Position Create
Page 17
Position Creation and New Hire Processes (ISR’s)
JHU Position Create
Page 18
Position Creation and New Hire Processes (ISR’s)
JHU Position Create
Page 19
Position Creation and New Hire Processes (ISR’s)
New Hire
Is there a
Department second
Approver 1 approver?
Yes
Continued
on pages 21,
24
Approval workf low
Approval workf low
is created
Enters Internal Departmental No is created
Service Request approver reviews
(ISR) f orm in SAP and approves ISR
and selects
approver(s) f rom a
list, based on policy;
f orwards I-9, W4 and
state tax f orms to the
Note: If an ISR is rejected, it is cancelled
appropriate HR
and notification is sent to the ISR Initiator
Central Processing
and the ISR approver
by mail
Features and Benefits HR Central
Processing
Electronic f orm
Initiated by Department; replaces
Paperlite, ENTL or paper
Workf low sends conf irming
Automated Workf low email to ISR Initiator
Processes ISR
Page 20
Position Creation and New Hire Processes (ISR’s)
New Hire - Staff
HR Central
Approver 2 Processing
Continued
f rom
page 20
Workf low sends
Workf low sends Processes ISR conf irming email to ISR
HR Administration
approved ISR to
approver reviews and Initiator, IT Services,
HR Central
approves ISR Parking, Security, and
Processing the Tax Of f ice
Features and Benefits
Electronic f orm
Initiated by Department; replaces
Note: If an ISR is rejected, it is cancelled
Paperlite, ENTL or paper
and notification is sent to the ISR Initiator
and the ISR approver
Automated Workf low
Click here f or Simulation
Page 21
Position Creation and New Hire Processes (ISR’s)
JHHS New Hire
– Pace Nurse
Page 22
Position Creation and New Hire Processes (ISR’s)
JHHS New
Hire – Pace
Nurse
Page 23
Position Creation and New Hire Processes (ISR’s)
New Hire - Faculty
Approver 2
HR Shared Services
Continued
f rom
page 20
Workf low sends
Workf low sends Processes ISR conf irming email to ISR
Divisional Business
approved ISR to
Of f ice approver reviews Initiator, IT Services,
HR Shared
and approves ISR Parking, Security, and
Services the Tax Of f ice
Features and Benefits
Electronic f orm
Initiated by Department; replaces
Note: If an ISR is rejected, it is cancelled
Paperlite, ENTL or paper
and notification is sent to the ISR Initiator
and the ISR approver
Automated Workf low
Click here f or Simulation
Page 24
Position Creation and New Hire Processes (ISR’s)
JHU New Hire -
Faculty
Page 25
Position Creation and New Hire Processes (ISR’s)
JHU New Hire - Faculty
Page 26
Position Creation and New Hire Processes (ISR’s)
High-Level Process Steps – Independent Contractors
Process Steps outside of SAP
Request an Independent
Obtain the Services of an
Contractor
Independent Contractor
Independent Contractor
Existing process to obtain an
request is reviewed and
Independent Contractor
approved by HR
Administration; budget
authority and identif ication
of appropriate systems
security access, if any.
Process Steps within SAP
Only if system security If no system security
access is needed access is needed
Create a New Position Hire an Independent Create a Create Shopping Cart
Contractor Vendor
Overnight
Page 27
Position Creation and New Hire Processes (ISR’s)
New Hire – Independent Contractor
Department Approver 2
Approver 1
Approval workf low Approval workf low
Enters Internal is created is created
Departmental HR Administration
Service Request
approver reviews approver reviews
(ISR) f orm in SAP
and approves ISR and approves ISR
and selects
based on policy
approvers f rom a
list, based on Note: If an ISR is rejected, it is cancelled
policy and notification is sent to the ISR Initiator
and the ISR approver
Features and Benefits
Electronic f orm SAP Server
HR Central
Initiated by Department; replaces Processing Overnight
Paperlite, ENTL or paper
Automated Workf low
Workf low sends conf irming
Supply Chain
email to ISR Initiator
Processes ISR Vendor Master
record is created
Click here f or Simulation
Page 28
Position Creation and New Hire Processes (ISR’s)
New Hire –
Independent
Contractor
Page 29
Position Creation and New Hire Processes (ISR’s)
Appendix A - Glossary
• Begin date – effective date
• Object abbreviation (abbr) - code provided by HR Compensation to classify a
position
• Object name - position title
• Reports to - position number to which another position or positions report
• SAP Pay Grade or Pay Scale for Compensation
– Codes to be provided by HR Compensation for all positions
– Pay grade fields are used for salaried, hourly, and fellowship positions that have a
range of amounts
– Pay scale fields are used for hourly positions that have a fixed (flat) rate.
• Account Assignment Features
– Company Code - always JHEN
– Business Area – Finance code that identifies an entity (e.g., 170 is School of
Medicine and 480 is Johns Hopkins Hospital)
– Personnel Area – similar to business area, an HR code that identifies an entity
(e.g., UN02 is School of Medicine and HS01 is Johns Hopkins Hospital)
– Personnel Subarea – HR code that identifies the employee type (e.g., U010 is
faculty and H002 is Regular Nurses)
Page 30
Position Creation and New Hire Processes (ISR’s)
Appendix A - Glossary
• Employee Group – identifies a status (e.g., full-time, part-time)
• Employee Subgroup – identifies exempt and non-exempt (e.g., salaried exempt; hourly
exempt)
• JHEN Additional Position Attributes – Information specific to JHU, JHHS or both
– Roles, levels, ranges – new HR compensation designations for JHU
– Compliance requirements (JCAHO, HSCRC, HIPAA)
– Many others
• Cost Center, Internal Order or WBS (work breakdown structure) Element – types of
account numbers
• Cost Distribution on the Position ISR – identifies the cost center that is used for
budget preparation for the position
• Cost Distribution on a New Hire ISR – identifies the Cost Center, Internal Order or
WBS Element where the salary/wages/fellowship will be charged
• Fund – attribute of the account number (Cost Center, Internal Order or WBS Element)
• Profiles – defines security access for the position
– Standard profiles – identifies the SAP roles for the position (e.g., ISR Initiator).
Defines what actions the position can perform.
– Authorization profiles – identifies org unit(s) for which the position can see
employee data. Define who the position can see.
Page 31
