Sibley/Howard County HR Employee Lifecycle

1. Sibley/Howard County HR Employee Lifecycle Process Briefing Presented by: Wanda Karangelen, Sharon Kemp, Hope Marsh and Chris Russell October 16, 2012

2. CO Cost Management FI General Ledger FM Funds Management CFM Corporate Financial Management SD Sales & Distribution MM Materials Management GM Grants Management HR Human Resources PS Project Systems BI- Business Intelligence ** HR Employee LifecycleSAP System Architecture SAP ECC SRM Supplier Relationship Management SD ** BI includes BW (Business Warehouse), BPS (Business Planning Simulation) and BCS (Business Consolidation System)

3. HR Training & Events Mgmt eRecruit Compensation Management Manager Self Service HR Employee LifecycleSAP HR System Functionality Employee Self Service Organizational Management Payroll Position Budget and Control Time Mgmt Legend Benefits Administration = implemented at Johns Hopkins Personnel Administration = not implemented at Johns Hopkins

4. HR Employee LifecycleBusiness Process Overview • A position is needed for each employee • Employees are hired into positions • Positions will be created in SAP prior to go-live. Thereafter, positions can be added or become vacant. • Employees will be converted prior to go-live • An Internal Service Request (ISR) is an SAP electronic form used for personnel and organization actions

5. HR Employee LifecycleKey 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. An approver can’t initiate and approve the same ISR. • ISR Approver One: A department/unit-level person responsible for reviewing/approving the ISR. All ISR’s except Personal Data Changes are 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, HR Compensation. The selection of the Approver Two is determined by business process rules. For some ISR’s, a second approval may not be required, or the Approver Two may be the divisional HR office or business office.

6. HR Employee LifecycleKey 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)

7. HR Employee LifecycleInternal Service Request (ISR) Types Personnel Administration • New Hire• Rehire• Reinstatement    • Employee Reassignment         • Termination• Salary Change • Bonus/Supplemental Pay• FMLA Request• LOA With/Without Pay• Return from LOA• Personal Data Change Organizational Management • Org. Unit Create• Org. Unit Maintain• Position Create• Position Copy• Position Maintain/Position Attribute Change

8. Process Steps outside of SAP Request a New Position Existing processes, including budget authority, compensation review, position, title, job description and identification of appropriate systems security access. Recruit for a Position Existing processes, including recruitment, applicant screening credentialing, background check, references, testing, etc. Process Steps within SAP Create a New Position Hire a Staff Member HR Employee LifecycleHigh-Level Process Steps

9. HR Employee LifecycleSibley/Howard County creates ISRs Sibley/Howard County HR Approver 2 Approver 1 Sibley/Howard County will decide on an Approver 2 Approval workflow is created Approval workflow is created Reviews and approves ISR based on policy Enters Internal Service Request (ISR) form in SAP and selects approver(s) from a list, based on policy; Departmental approver reviews and approves ISR Features and Benefits Note: If an ISR is rejected, it is cancelled and notification is sent to the ISR Initiator and the ISR approver Electronic form HR Shared Services Initiated by Sibley/Howard County HR Automated Workflow Workflow sends confirming email to ISR Initiator Processes ISR

10. HR Employee LifecycleEmployee Self Service • Employees can view • Work Address • Personal Data (Name, Date of Birth, etc., NOT SSN) • Pay Statement • Employment Wage Verification (Link only) • Leave Balances • Time Statement (Hourly Employees) • Benefits Website (Link to appropriate page for employee) • Employees can view and update • Permanent Address • Emergency Contact • Additional Personal Data (Race, Ethnicity and Military Status • Direct Deposit information • Federal and State Withholdings

11. HR Employee LifecycleHR BW Reporting • Employee Master Data by Date • Personnel Actions by Type • Positions with Employee • Complete Labor Distribution • Work Authorization Visa Expiration Dates • Check Direct Deposit Register • Payroll Overpayment • Finance Overpayment

12. Personnel Administration/Organization Management • SAP is Position-centric • One position per person • Attributes include fulltime/part-time status, name of affiliated org unit (department), SAP roles, name of reports-to (direct supervisor), salaried/hourly designation, job affiliation • When an employee terminates, the incumbent is removed from the position and the new hire is attached. • Vacant/filled designation

13. Personnel Administration/Organization Management • SAP is Position-centric (cont’d.) • New positions must be created as necessary; changes to the attributes are done through a maintenance process

14. Personnel Administration/Organization Management

15. Compensation • All Johns Hopkins employees are paid hourly • Exempt employees swipe once a day • Non-exempt employees swipe for start and end of work

16. Compensation • Salary Ranges are attached to positions • There are 4 different Salary Range Structures based on position type: • Clinical • Non-clinical • Management • Information Technology

17. Compensation (Salary Ranges, cont’d) • Salary Range Structures contain multiple grades • Salary Ranges are built using benchmark market data

18. Compensation • Shifts • Shifts are designated in SAP to augment an hourly rate based on hours worked • Evening, night and weekend shifts are eligible for receive differentials

19. Compensation • Indirect Valuation of Hourly Rate • Percent or dollar increment to the hourly rate can be designated by person for long-term increases and, for the time in force, it is considered part of benefits base salary

20. Compensation • Replacement Rate permits a complete rate change through the time clock for hours worked

21. Compensation • Flat dollar payments for ongoing special work (i.e., exempt on call) • Evaluated by Comp and wage type established once need is determined • Assigned as part of time entry process

22. Compensation • These are the four types of payment parameters we will referencing during blueprint.

23. Compensation • Concurrent Employment • Multiple assignments on the same person • Different pay rate, different supervisor • Separate performance review

24. Benefits • Benefit plans are set up in SAP with coverage levels designated and dependent data recorded (SSN, relationship, name, birth date) • Employee and employer cost are maintained • Employee cost passes to payroll for deduction

25. Benefits • Annual Enrollment is hosted by a third party vendor • Vendors other than EBIX would need to coordinate format/logic of inbound interface to SAP • Elections and dependent data are interfaced to SAP • Confirmation forms are visible on-line to the employee • Qualified Life Events are also transacted on line and passed via interface to SAP • Eligibility and termination dates for benefit plans are expected to coincide with JHHSC

26. Benefits • Leave programs • Length of service milestones • Accrual occurs by pay period • Maximums

27. Next Steps… • Blueprint Sessions: Round 1 • Week of October 22: Personnel Admin/Org Management • Week of October 29: Compensation and Benefits • Blueprint Session: Round 2 • Week of November 26: all modules