FastFacts Feature Presentation

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500 FastFactsFeature Presentation April 10th, 2008

2. Today’s Topic • We’ll be taking a look at… • The Enhanced Hire ISR form

3. Today’s Presenter • David LevyHopkinsOne Functional Expert

4. Session Segments • Presentation • Dave will be showing us the Enhanced Hire ISR form and demonstrating how to fill out this 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. The Enhanced Hire ISR Form

8. Agenda Today, we’ll be taking a look at: • Some general information about the Enhanced Hire ISR form • The advantages of this form • The new fields contained on this form • How to fill out the Enhanced Hire ISR form • Validations • What the approver sees • The Employee Reassignment ISR form

9. General Information

10. Advantages of the Form • Eliminates some confusion by replacing the Rehire and Reinstatement forms. • More intuitive than the previous form. • Contains validations to limit errors and typos before the form is initiated. • Pertinent position information is shown on the form allowing the initiator and approver to make more informed selections on the form. • Eliminates the need to use the Comments section or send a follow-up email with any essential information.

11. An Overview of the Form Please note that a checkmark denotes a required field. New fields

12. An Overview of the Form New fields New fields New fields New section “Visa Type,” “Visa Issue Date,” “Visa End Date,” “US Entry Date,” and “Expiry of WP” are required fields if the Citizenship is not US.

13. An Overview of the Form This field is to be used for any foreign addresses that require more than two address lines. New sections New section New Fields New field

14. An Overview of the Form Base Pay sectionThe Base Pay section will default to the appropriate format based on the Payroll Area of the position (e.g., JHU weekly, JHHS BI-Weekly, etc.).

15. An Overview of the Form Skills sectionYou can enter any valid licenses or certifications in this section. Cost Distribution sectionAs with the current form, this section will default to the proper format for hourly paid or semi-monthly paid employees.

16. Filling Out the Form

17. Filling out the Form • In this example, we will be showing a Hire ISR being filled out for a Semi-Monthly paid JHU employee. • The different Base Pay sections that would default for a Bi-Weekly, Weekly Staff, or Weekly Student employee are shown at the end of this section.

18. Getting to the ISR • Choose the appropriate type of Hire ISR for the employee you’ll be hiring. In this case, we’ve chosen “Hiring Regular” from the list. • Put your effective date in the Begin Date field. • Click Create ISR. To generate the ISR form, follow these steps:

19. Entering Information Start entering information. Begin with the “Approver Details” and “Action Details” sections.

20. Action Reason Pop-Up Window If you click inside the Action Reason field, a Search button will appear. If you click that button, a pop-up window will open. Please note that all of the reason codes that were associated with the Rehire ISR are now shown here and reasons have been added for Hire and Reinstatement.

21. Entering Information • Fill out the “Org Details” section. Then click the Validate SSN & Position button. • Default information associated with the position you entered will populate this section. • In addition, the system will check for any active personnel numbers associated with the Social Security number you entered.

22. Active Personnel Numbers for SSN This window will show any active personnel numbers currently associated with the Social Security number you entered anywhere in the enterprise. It will show the personnel number, name, and payroll area. After clicking the checkmark button, the employee’s name will automatically populate on the form.

23. Continuing the Process Please note that all of the information in the “Org Details” section has been filled in. If there is a Current Position Holder in the position, a warning message will pop up. If you are aware of this, and it is not an issue, simply press Enter to continue.

24. Entering Information Continue to fill out the ISR and enter information in the following sections: ”Personal Details,” “Additional Personal Details,” and then “Emergency Contact.”

25. Entering Information Fill out the “Permanent Address,” “Work Physical,” “Dates,” and “Work Hours” sections.

26. Entering Information Fill out the “Base Pay” section. The look of this section will vary, depending on the information that was entered in the “Org Details” section. When filling in the “State” field, it is best to enter the text and not choose from the drop down menu.

27. Base Pay Section for a Weekly Employee

28. Base Pay Section for a Weekly Student Employee

29. Base Pay Section for a Bi-Weekly Employee

30. Finishing the Process • Press the Enter key. The system will validate some of the information on the form. • After addressing any error or warning messages, click the Save button. Clicking the Save button will validate additional information. • To workflow the form, click Save again. • You may have to press Enter to bypass any warnings. Fill out the “Skills” section (if any skills are required for this position) and the “Cost Distribution” section. When you’re done…

31. Validations

32. Validations • A number of validations have been added to this form to help ensure that the information that is being sent to HRSS is accurate and valid. • Some validations are hard errors that will keep you from initiating the form and are denoted by this symbol . Others are warnings that can be bypassed if they need to be and are denoted by this symbol . • Some validations are enacted by pressing Enter while others are enacted by clicking Save. • If a warning message is bypassed, it will keep coming up anytime you press the Enter key or click the Save button. Simply press Enter to bypass it again. • If a field has become grayed out due to an error message, you’ll need to press Enter to clear the field before entering the new information. • The Cost Distribution validations that have been added to this form will also be present on any other ISR forms that have a Cost Distribution section (i.e., Salary Change ISR).

33. Validations In this example, the system realized that the “Gender” and “Title” fields were not matching up. So a hard stop message appears at the bottom of the screen.

34. Validations In this example, IT (Italian) was entered for the “Nationality,” however, no Visa information was entered. The system requires ALL Visa information to be entered for any non-US citizens.

35. Validations In this example, a Permanent Address was entered with a US address but no zip code was entered. If US is selected for the country, a zip code is required.

36. Validations In this example, the “Weekly Work Hours” do not match the employee group for the position. This is a full-time position. A warning message is given. In this example, the “Semi Monthly Salary” is outside the salary range for the position. A warning message is given. However, don’t forget, if this is the correct amount, you can press Enter to bypass the message.

37. Validations In this example, the “Cost Distribution” amount is greater than the “Semi Monthly Salary.” A hard stop error message appears at the bottom of the screen.

38. Validations In this example, the “Cost Distribution” is less than the “Semi Monthly Salary.” A warning message appears at the bottom of the screen.

39. Validations In this example, the business area associated with this “Cost Center” is invalid for the Personnel Sub Area of the position. In this example, the “Percentage” field for an hourly employee does not equal 100 percent. A hard stop message appears.

40. Validations In this example, the sponsored program selected has a project end date that expired before the distribution “Valid From” date. In this example, the sponsored program selected has a project end date that expired before the distribution “End Date.”

41. Validations In this example, the system checks the position for a required license/certification and gives a hard error message if that license/certification is not listed on the ISR with valid begin and end dates.

42. What the Approver Sees

43. What the Approver Sees • There has been no change to the approval process or workflows. • Any warnings that have been bypassed by the initiator will also be presented to the approver. • The approver can click in order to see if there are any active personnel numbers for the supplied Social Security Number.

44. What the Approver Sees After you submit the Hire ISR, it will go to the approver’s inbox. Any warning messages that were bypassed by the initiator will also appear for the approver.

45. The Employee Reassignment ISR Form

46. Employee Reassignment ISR Form • Since the Employee Reassignment ISR form is based on the Hire ISR, it will be changed to be the same format as the Hire ISR form. However, a few sections have been left out. • All validations on the Hire ISR will also apply to the Employee Reassignment ISR.

47. Top of the Form

48. Middle of the Form

49. Bottom of the Form

50. Conclusion • The added fields on the Enhanced Hire ISR have virtually eliminated the need to enter any required information in the Comments section. These new fields have also addressed some potential compliance issues that had arisen due to missing information. • The validations that have been added will help to limit the corrections that need to be made after forms reach HR Shared Services with invalid information. • Overall, we hope that all of the enhancements to the Hire ISR make the hiring process more intuitive and more efficient than it was.