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 12, 2009

2. Today’s Topic • We’ll be taking a look at… • The Employee Directory and the two payroll area issue

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

4. Session Segments • Presentation • Dave will be showing us the Employee Directory and discussing the two payroll area issue. • 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 Two Payroll Area Issue and the Employee Directory

8. Agenda Today, we’ll be taking a look at: • General information on the two payroll area issue. • How to use the Employee Directory

9. The Two Payroll Area Issue

10. Importance of Terminating Employees • It is IMPERATIVE to terminate employees in a timely manner. • Always term employees during the last payroll period they work. Termination ISRs can be future dated. • Terminating employees after they have finished working will cause them to run through additional payroll runs even though they may not be paid, if they are hourly, which can have negative repercussions. For semi-paid, overpayments are created when someone is not terminated on time.

11. What is the Two Payroll Area Issue? • The SAP system does not allow an employee to be active on the weekly and semi pay cycle at the same time. • Even if the position in the other payroll area has been terminated the pay period dates cannot overlap. • What is important is whether employees are active when the payroll runs not just whether they are being paid. • To avoid hiring an employee with overlapping payroll areas, it is important to be aware of the pay period dates. • These dates can be found on the web at http://ssc.jhmi.edu/humanresources/deadlines.html

12. Example 1 The pay period dates below will be used for the example. • Weekly paid employee accepts a semi position. • The employee is terminated in the weekly position as of 11/7/08. • Since the weekly pay period dates (11/3 – 11/9) overlap with the semi pay period dates (11/1-11/15), his start date in the semi position can’t be any earlier than 11/16/08.

13. Example 2 The pay period dates below will be used for the example. • Semi paid employee accepts a weekly position. • The employee is terminated in the semi position as of 11/13/08. • Since the semi pay period dates (11/1 – 11/15) overlap with the weekly pay period dates (11/10-11/16), his start date in the weekly position can’t be any earlier than 11/17/08.

14. Example 3 The pay period dates below will be used for the example. • Weekly paid employee accepts a semi position. • The employee has not worked in the weekly position since 11/5. • However, the department does not submit a termination for the weekly job until 11/25. • Since the employee was active on the weekly pay period until 11/25, his start date in the semi position can’t be any earlier than 12/1/08.

15. How to tell if there is a payroll conflict… • The Employee Directory can be used to get all non-payroll information you need for this process. • If the employee you want to hire is currently active in a position in a different payroll area, then they cannot be hired into the new position until the other is termed and there is no conflict with the pay periods. • If the other position has been termed then move on to the next step. Please note that this is one of many reasons that employees should always be termed in the system in a timely manner when they leave a position.

16. How to tell if there is a payroll conflict (cont.)… • Compare the term date to the date the termination was processed. • Note which one is greater and use this date in the next step. • Check to see which pay cycle the date from the last step falls in. • Check which pay cycle the start date for the new position falls in. • Compare the two pay cycle dates to make sure there is no conflict. • If there is a conflict between the two pay cycles then the start date on the new position will need to be moved.

17. How to tell if there is a payroll conflict (cont.)… • It is important to also note that once the employee begins a position in a new pay cycle, they cannot receive retroactive payments. • Doing this will cause the employee to be run through the old payroll cycle again and create the conflict.

18. The Employee Directory

19. The Employee Directory • The Employee Directory – allows you to get a variety of information on any employee in the enterprise whether they are active or inactive. • Developed principally to provide all organizational information needed to avoid the two payroll area issue. • However, the information provided can be useful for an array of applications including: • Finding the correct PERNR for a student outside of your organizational unit. • Viewing the PersAdmin code to locate a check. • Checking to see if an applicant has another position which can help to avoid issues with overtime pay.

20. The Employee Directory (cont.) • A search can be done using any combination of the following search criteria: • First name • Last name • Social security number (do not use dashes) • Person ID • Personnel number • User ID (JHED ID) • If the full first name, last name or user ID is not known, an asterisk can be used at the end of a selection in place of the missing information. • For example: if only the first part of the last name is legible as “Joh…” then “Joh*” can be entered in the last name field.

21. The Employee Directory (cont.) • Using an asterisk can be helpful, but use care in doing this and follow some simple rules: • If you have the information, always search by Social Security Number or person ID. • This will give you the most precise search results since it will only return the employee you are searching for. • If you do need to search by name, always use both first and last name (unless that is not possible). • If just a first or last name is entered the search results can be very cumbersome. • For example just entering “Smith” for the last name you could get hundreds of possibilities returned and possibly even use up important system resources. • For the same reasons as above, if you must enter only a first name or last name, never use the asterisk. • For example, if you enter S* for the last name you will get thousands of returns and can possibly cause the same system problems.

22. The Employee Directory (cont.) • The initial search results will bring up identifying information to allow you to choose the correct employee. The following fields will be shown: • Person ID • Personnel number • Last name • First name • JHED ID • Organizational unit text • Position text • Personnel Subarea

23. The Employee Directory (cont.) • After identifying which employee you are searching for, double click on the corresponding line. • This will bring up a pop up box with the employee information shown below. • If, after viewing this information, you decide this is not the correct employee simply close the pop up box and double click on another line.

24. The Employee Directory (cont.) After entering transaction code zhpa_dir this initial screen is displayed. After filling out search criteria click Execute. For this search the first and last name are entered. Any combination of search criteria can be entered here. Please note that this demonstration is being done in our development system and does contain real data.

25. The Employee Directory (cont.) For this example we will choose personnel number 3774. Note: If the position says “Integration:default position” the employee is either termed or a non-employee Using the information provided, double click the correct employee from the list.

26. The Employee Directory (cont.) A pop up box appears with this employees information. If this is not the correct employee, close this box and double click another line.

27. The Employee Directory (cont.) All of the detailed information on the employee selected will be shown here. The Term Date and Date Term Processed fields will only contain values for terminated employees. To exit this employee’s information and choose another, click the green check mark.

28. The Employee Directory (cont.) If we had used Social Security Number for the same search… Results… Only assignments for the employee we are searching for are presented.

29. The Employee Directory (cont.) If we had used Person ID for the same search... TIP: The employee’s Person ID is their 1st personnel number assigned to them in the system and never changes. This is the number that appears on their paper check stub. Results… Only assignments for the employee we are searching for are presented.

30. The Employee Directory (cont.) If we had used Personnel Number for the same search… TIP: If you only have the employee’s current personnel number and need to find their past assignment, you could search this way. Results… All assignments for the employee whose personnel number you entered will be presented.

31. The Employee Directory (cont.) If we had used User ID for the same search… TIP: If you have the employee’s current User ID and need to find their past assignment you could search this way. Results… All assignments for the employee whose User ID you entered will be presented.

32. Conclusion • In order to address the two payroll area issue, the departments will have to be diligent about researching any current employees being hired into a new department, or position, to make sure there is no conflict. • The Employee Directory will give all organizational information needed to avoid the issue as well assisting with other informational research. • Overall, we hope that the Employee Directory will be useful in many ways and people will find it to be easy to use.

33. 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.

34. 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

35. 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!