hr by yaofenjin

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									  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, references, testing,
                  identification 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 workflow                                               Approval workflow
 Enters Internal             is created                                                      is created
                                                        Departmental                                             Reviews and
Service Request
                                                        approver reviews                                         approves ISR
  (ISR) form in
                                                        and approves ISR                                        based on policy
SAP and selects
approver(s) from
 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 form                         and the ISR approver

                                                            Click here for Simulation 1
                    Initiated by Department; replaces
                    Paperlite, ENTL or paper                                                                  HR Shared Services
                                                            Click here for Simulation 2
                    Automated Workflow
                                                            Click here for Simulation 3


                                                                                                                Processes ISR      Workflow sends confirming
                                                                             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 workflow
                                                                                                                 Approval workflow
                               is created
     Enters Internal                                           Departmental                           No            is created
    Service Request                                            approver reviews
   (ISR) form in SAP                                           and approves ISR
       and selects
   approver(s) from a
 list, based on policy;
forwards I-9, W4 and
state tax forms 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 form


                      Initiated by Department; replaces
                      Paperlite, ENTL or paper
                                                                                                                  Workflow sends confirming
                      Automated Workflow                                                                            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
from
page 20



                                                                                                                  Workflow sends
                                                  Workflow sends                       Processes ISR          confirming email to ISR
             HR Administration
                                                  approved ISR to                                              Initiator, IT Services,
            approver reviews and
                                                    HR Central                                                 Parking, Security, and
               approves ISR
                                                    Processing                                                     the Tax Office




              Features and Benefits

              Electronic form


              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 Workflow



                                                                                                                Click here for 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
from
page 20



                                                                                                                       Workflow sends
                                                   Workflow sends                        Processes ISR             confirming email to ISR
              Divisional Business
                                                   approved ISR to                                                  Initiator, IT Services,
            Office approver reviews
                                                     HR Shared                                                      Parking, Security, and
               and approves ISR
                                                      Services                                                          the Tax Office




               Features and Benefits

               Electronic form


               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 Workflow



                                                                                                                     Click here for 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 identification
       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 workflow                                                      Approval workflow
  Enters Internal            is created                                                             is created
                                                                 Departmental                                                    HR Administration
 Service Request
                                                               approver reviews                                                  approver reviews
(ISR) form in SAP
                                                               and approves ISR                                                  and approves ISR
     and selects
                                                                                                                                  based on policy
 approvers from 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 form                                                                                                                  SAP Server
                                                                                         HR Central
                    Initiated by Department; replaces                                    Processing                                       Overnight
                    Paperlite, ENTL or paper


                    Automated Workflow


                                                                                                                     Workflow sends confirming
                                                                                                                                                        Supply Chain
                                                                                                                       email to ISR Initiator
                                                                                         Processes ISR                                                 Vendor Master
                                                                                                                                                      record is created
   Click here for 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

								
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