FastFacts Feature Presentation

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-468-2134 • Participant code: 182500 FastFactsFeature Presentation February 10th, 2009

2. Today’s Topic • We’ll be taking a look at… • Changes to the Hire ISR form

3. Today’s Presenter • David LevySr. ERP Business Analyst

4. Session Segments • Presentation • Dave will be showing us the changes to the Hire ISR form. • During Dave’s presentation, your phone will be muted. • Q&A • After 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.

5. 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: fastfacts@jhu.edu • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

6. Survey • Survey • At 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.

7. New Enhancements to the Hire ISR Form

8. Agenda Today, we’ll be taking a look at: • The changes that have been made to the Hire ISR form including: • New SSN validation • PersAdmin (Check Sort Code) required • New race code formatting • Validations for visa information • A new field for worksite • New address field names • Improved dropdown list for work schedule rule

9. Changes to the Hire ISR form • Changes made to the Hire ISR form to gather required information needed for compliance. • Changes made were based on recommendations of other users • Reason for this – to make the form easier to fill out and less likely to contain any errors. • These changes will be on every type of Hire ISR as well as the Employee Reassignment ISR.

10. SSN and the PersAdmin Field There are 2 small changes in this section of the Hire ISRs. New validation to make sure that you have entered the correct number of digits for the SSN. The PersAdmin (Check Sort Code) field is now required.

11. New Race Category Format The Race Category selection has been changed to checkboxes. JHHS Employee For JHHS Employees the option of “Two or more races” appears and only one race category can be selected. JHU Employee For JHU Employees “Two or more races” does NOT appear and more than one race category can be selected.

12. Visa Information Validations In this section of the Hire ISRs we have also added some high level validations to help ensure that the visa information entered is accurate.

13. The New Worksite Field • The state of Maryland changed its unemployment insurance law in August 2008 to require worksite reporting. • A worksite is a work location. • In order to provide this report to the state of Maryland, a worksite must be entered on the Hire ISR. • The worksite field will also be available on the employee reassignment ISR.

14. The New Worksite Field (cont.) • Maryland worksites include the main campuses and other locations in Maryland. • There are also worksites for the District of Columbia and each state where the university is registered. • Currently, these are generic worksites - one for each state, using 123 Main Street. • If reporting becomes mandatory in DC or any other states, the worksites will be revised. • For employees working outside the US, select “Non US”.

15. The New Worksite Field (cont.) • Here are some of the Johns Hopkins University main locations: • Homewood campus • Includes all location in proximity to the Homewood campus. • Johns Hopkins at Eastern campus • Mt. Washington campus • Medicine • Includes all School of Medicine locations in proximity to the East Baltimore campus • Public Health • Nursing • Peabody

16. The New Worksite Field (cont.) • Here are some of the John Hopkins Health System’s main locations: • Johns Hopkins Hospital • Johns Hopkins Bayview campus • Johns Hopkins Home Care • Johns Hopkins at Eastern campus • Mt. Washington campus • Howard County General Hospital campus

17. The New Worksite Field One of the most important changes - the addition of a new required field on the Hire ISRs for worksite. This information is now required by the federal government. Clicking here will bring up the dropdown list of worksites to choose from. (See next screen) After hitting enter at the end of the form the text for the Worksite will show.

18. The New Worksite Field (cont.) When the dropdown appears it is sorted by the 1st column which is the state. The 3rd column is the worksite description that will show the text for the worksite number. The 2nd column is the actual worksite number. Please note: The numbers for each state start at 01.

19. The New Worksite Field (cont.) • If you cannot find a worksite in the dropdown, please contact the appropriate tax office: • Health System Tax office at 443-997-5724 • University Tax office at tax@jhu.edu

20. New Address Field Names The previous address field names had caused some confusion in how the address should be formatted. The 1st field is now called Campus address and should contain building and room location for internal mail. The 2nd field is now called Street address and should contain normal street address for regular USPS mail.

21. Work Schedule Rule (JHU) There are 2 changes that affect the Work Hours section on the Hire ISRs. JHU Employee A validation has been added to give a warning message if the Weekly Work Hours entered for a student is greater than or equal 20. The dropdown associated with Work Schedule Rule has been changed so that only those options that are relevant for the employee’s personnel area are displayed for selection.

22. Work Schedule Rule (JHHS) JHHS Employee The dropdown associated with Work Schedule Rule has been changed so that only those options that are relevant for the employee’s personnel area are displayed for selection.

23. Conclusion • The addition of the worksite field and the change to the race category format will help us stay in compliance with federal regulations. • The other improvements including the work schedule rule dropdown and validation will help to make sure accurate information is being entered on new employees and those taking a new position. • Overall, we hope that all of the changes to the Hire ISRs will make processing any type of hire or transfer easier, and more precise, than it was before.

24. 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.

25. 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: fastfacts@jhu.edu

26. 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!