20111129 hcm_pa_04 - personnel administration business processes

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Department of Finance and AdministrationOffice of the Mississippi Management and Reporting System

HCM_PA_04 Personnel

Administration Business Processes

November 29, 2011

12/5/2011 1



1. Workshop Ground Rules

2. Workshop Guiding Principles

3. Workshop Objectives

4. Workshop Agenda in Detail

5. Workshop Roles

6. Workshop Content

7. Workshop Wrap-up

12/5/2011 2

AGENDA



12/5/2011 3

• All participants should be familiar with the requirements and thetopics to be covered;

• The workshop scribe is responsible for documenting the parking lotissues and follow up questions;

• The workshop facilitators are responsible for keeping the discussioncentered on the topic being discussed. If an issue is determinedthat cannot be resolved during the workshop, the facilitator willnote the issue for future resolution and enter it into the workshopoutput document; and

• Parking of discussion item if the required knowledge is not in theroom.

Workshop Ground Rules



Workshop Guiding Principles

12/5/2011 4

Workshop Participant– Demonstrate how requirements are met

using Standard SAP functionality

– Utilize standard SAP functionality (80/20

rule)

– Avoid the “what won’t work” mindset

– Be attentive and open minded

– Explore questions and answers

– Encourage input from other participants

– Refrain from absolutes and mandates

– Focus on current issue being discussed

– Avoid “war stories”

– Manage cell phone, pagers &interruptions

– Keep the conversations to one at a time

Essential to dos:• Review Business Process Model

• Update/Create process Flow Diagrams

• WS Output Documents

• Identify RICEFW Objects

• Document process changes/implications

• Solution Manager:

•Create Business Blueprint documents

• Identify Issues and Risks



Workshop Objectives

12/5/2011 5

Develop and agree upon content/input that will drive the development of

Business Blueprint deliverables (Workshop output Template, WorkshopQuestions and Flows) that describe the to-be processes for OrganizationalManagement

Inform and demonstrate standard SAP functionality for use as to-beprocesses in Personnel Administration

Define Integration, inputs and outputs from and to other processes

Identify impacts (e.g., benefits, change implications, policy changes,technology implications, etc.) associated with the “to-be” models

Utilize standard SAP functionality to design processes that address keyissues, exploit areas of opportunity and embrace strategic intentimperatives (e.g., commonality)



Workshop Agenda

12/5/2011 6

Date

Topics

Deliverables

Team Personnel Administration Team

November 29,2011

• Salary Change

• Leave of Absence

• Return from Leave of Absence

• Long-Term Disability

• Termination

• Lay-off

• Business Process Design Document

• Business Scenario Design Document

• Master Data Requirements and Design Document

• Organization Structure Requirements and Design Document

• Key Design Decisions Document

• Functional Specifications for any Functional Gaps identified (RICEFW)



Blueprint Workshop - Roles

12/5/2011 7

A successful workshop is the result of interaction and participation!

SAP Facilitator Derick Mitchell

Customer Facilitator Carlton Luckey

Scribe Gail Marshall

OCM Tammy Waltman



Questions

12/5/2011 8



Personnel Action: Salary Change

12/5/2011 9

• Employee Hire/Rehire• Employee Transfer

• Classification

• Reclassification

• Reallocation

• Reorganization

• Organizational Change

• Salary Change


• Return from Leave of Absence• Retirement

• Separation

Infotype...

Infotype 0001

Infotype 0000

Pers. no.

Hiring

Change of job

Personnel Actions

Salary Change

Any increase or decrease in an employees salary.



Employment Status

12/5/2011 10

Withdrawn = 0

Active = 3

Retired = 2

Inactive = 1



Salary Change – Planned Activit ies & Worksheets

12/5/2011 11

• Name the Action

• Action Reasons

• Action Screens

• Maintenance Options

• Business Process



Name the Action

12/5/2011 12Workshop Activity



Salary Change Action Reasons




Salary Change Action Screens




Option for Salary Change an Employee

12/5/2011 15

Manager

Agency HR

Backend

Forms



Proposed: Business Process Flow - Salary Change

12/5/2011 16



Questions

12/5/2011 17



Personnel Action: Leave of Absence

12/5/2011 18

• Employee Hire/Rehire

• Employee Transfer

• Classification


• Reallocation

• Reorganization


• Salary Change



• Separation

Infotype...

Infotype 0001

Infotype 0000

Pers. no.

Hiring

Change of job

Personnel Actions

Leave of Absence

Any activity where the employee is away from work, paid or unpaid, while his position

is still reserved for him. E.g. Military Duty, Disciplinary Action, etc.



Employment Status

12/5/2011 19

Withdrawn = 0

Active = 3

Retired = 2

Inactive = 1



Leave of Absence – Planned Activities & Worksheets

12/5/2011 20

• Name the Action

• Action Reasons

• Action Screens





Name the Action




Leave of Absence Action Reasons




Leave of Absence Action Screens




Maintenance Options for Leave of Absence

12/5/2011 24

Manager

Agency HR

Backend

Forms



Proposed: Business Process Flow - Leave of Absence

12/5/2011 25



Questions

12/5/2011 26



Personnel Action: Return from Leave of Absence

12/5/2011 27

• Employee Hire/Rehire• Employee Transfer

• Classification


• Reallocation

• Reorganization


• Salary Change



• Separation

Infotype...

Infotype 0001

Infotype 0000

Pers. no.

Hiring

Change of job

Personnel Actions

Return from Leave of Absence

The return of the employee to work from a Leave of Absence. E.g. Military Duty,

Disciplinary Action, etc.



Employment Status

12/5/2011 28

Withdrawn = 0

Active = 3

Retired = 2

Inactive = 1



Return from Leave of Absence – Planned Activities &

Worksheets

12/5/2011 29

• Name the Action

• Action Reasons

• Action Screens





Name the Action




Return from Leave of Absence Action Reasons

12/5/2011 31

Workshop Activity



Return from Leave of Absence Action Screens




Maintenance Options for Return from Leave of

Absence

12/5/2011 33

Manager

Agency HR

Backend

Forms



Proposed: Business Process Flow - Return from Leave of Absence

12/5/2011 34



Questions

12/5/2011 35



Personnel Action: Separation

12/5/2011 36

• Employee Hire/Rehire

• Employee Transfer

• Classification


• Reallocation

• Reorganization


• Salary Change• Leave of Absence

• Return from Leave of Absence

• Retirement

• Separation

Infotype...

Infotype 0001

Infotype 0000

Pers. no.

Hiring

Change of job

Personnel Actions



Employment Status

12/5/2011 37

Withdrawn = 0

Active = 3

Retired = 2

Inactive = 1



Separation - Planned Activities & Worksheets

12/5/2011 38

• Name the Action

• Action Reasons

• Action Screens





Name the Action




Separation Action Reasons




Separation Action Screens




Maintenance Options for Separation

12/5/2011 42

Manager

Agency HR

Backend

Forms



Proposed: Business Process Flow - Separation

12/5/2011 43



Questions

12/5/2011 44



Let’s verify that we are on the same page…

Clarify any Strange Jargon

Validate Parking Lot Items

Record Key Decisions

Wrap-up



12/5/2011 46

+’s

What worked well today?

∆’s

What can we improve for future meetings and project activities?

Plus/Delta



Questions

12/5/2011 47



Thank you!

12/5/2011 48



MAGIC Project

WORKSHOP MINUTES/ HCM_PA_04 PersonnelAdministration Business Processes

November 29, 2011

PROJECT IDENTIFICATION

Project Name CPI/Project Number Project Type(CBI, Implementation, CSS, Upgrade, Internal, other)

MAGIC Implementation

Customer Name Customer Number Planned Start/Finish

State of Mississippi 600260

SAP Customer Partner Project Sponsor Program Manager

SAP Project Director Customer Project Director Partner Project Manager

Bill Bevil Becky Thompson

GENERAL INFORMATION

Workshop Title HCM_PA_04 – Personnel Admin Business Processes

Workshop Facilitators Derick Mitchell / Gail W. Marshall

Process Owner

Scribe Gail W. Marshall

ATTENDEES

Name (including Role/Organization) Email Phone

Darryl Womack Military

Ryan Beard Rehab Services

Theresa Abadie Gov Office - MSPB

Janie Simpson SPBMargaret Jordan DFA-OFM

Mark Haley MSDH

Gwenda Kirkland MSDH

Alison Brown MDOT

Bonnie L. Sides MDOT

Cassandra Moore MDE

Marsha Duncan DMG for MDOT

Warren Williams MS State Hospital Dept of Mental Health



2

ATTENDEES

Name (including Role/Organization) Email Phone

Sandra Hendrix MSH

Katie Storr MSH

LaWanda McGhee MDOT

LaTonya Moore MDOT

Tho Nguyen SAP

Bob Miner SAP

Susan Wadsworth DFA - MMRS

Gwen Morris-Isom MDWFP

Carlton Luckey DFA - MMRSSusie Smith District Attorneys

Mitch Jones MDAC

Mike Ma SAP

Mary Hill DFA - MMRS

Tom Reagan SAP

Ruby Walker MDES

Gail Marshall DFA - MMRS



3

SUMMARY OF THE MEETING REFERENCE DOCUMENTSFOR DETAILS REFER TO THE FOLLOWINGBUSINESS PROCESS DESIGN DOCUMENT

General

• Use standard SAP as much as possible

• Organizational Management (OM) must exist before Personnel

Administration (PA) because PA inherits much OM information

• Action is used to group infotypes

Salary Change

• Employee salary increase or decrease in same position

• Active employee status

• Infotypes

o IT0000 – Actions

o IT0008 – Basic Pay

• Reasons (on IT0000 and/or IT0008)

o Merit Increase

o Voluntary Demotion (add reason to action with position

change)

o Involuntary Demotion

o Educational Benchmark

o Extraordinary Increase

o Salary Adjustment

o New Hire Flex

o Promotional Flexo Recruitment Flex

o Agency Head Flex

o Salary Adjustment (SPB purview) – separated for reporting

o Salary Change (non-SPB purview) – separated for reporting

o In-Service/COLA Increase

o Realignment

o Realignment – Budgeted

o Realignment – Non-Budgeted

o Productivity

o Special Compensation

o Equity Salary Adjustment

o ACT Salary Adjustment

o Executive Director Increase

o Longevity (one time – may be on IT0015 - Additional Pmt)

o Increase to Start

o Career Ladder Adjustment

• Executed on Back End system by small “super user” group

• Some agencies are not under SPB purview and can have some

positions within the agency that are under SPB purview

• Forms process and Back End process both update the system to

capture reasons on salary change



4

SUMMARY OF THE MEETING REFERENCE DOCUMENTS

FOR DETAILS REFER TO THE FOLLOWINGBUSINESS PROCESS DESIGN DOCUMENT

Leave of Absence

• Stays in same position

• MS is long-term leave without pay

o Taking 1 year leave to take a non-state service job

o Education

o No personal or medical leave accrual

o Change employee type


• SAP can be leave with or without pay

• Reasons

o FMLA w/ Payo FMLA w/o Pay

o Medical Leave w/ Pay

o Personal Leave w/ Pay

o Military Leave w/ Pay

o Military Leave w/o Pay

• Infotypes

o IT0000 - Actions

o IT0019 – Monitoring of Tasks (Expected Return Date)

o IT0008 (Payroll discussion)

o IT0014 (Payroll discussion

•

Stop the accrual of leave (Time Management)• In time management in CATS

o Leave used goes to IT2001 – Absences

Vacation

Personal

Unpaid

o Accrual of leave goes to IT2007 – Attendance Quotas

• MS Current Leave of Absence

o Unpaid

o No retirement credit (no contribution to PERS)

o Could create a double-pin situation in MS

o In SPAHRS there is a flag to vacate the PIN, but if PIN is

vacated it will be abolished after 60 days so agencies have

to monitor the PIN or not vacate it

• On time management side the reason is associated with an

absence type

• Bereavement leave, jury duty, sick leave, etc. are short-term leave

Return f rom Leave of Absence


• Reasons

o Return

• Infotypes



5




o IT0019 – Update Monitoring of Tasks (Task Complete)

o Check if employee was removed from position same for

LOA

Termination

• Leaving employment from State of Mississippi

• Name - Separation

• Reasons

o Vol-Return to School

o Vol-Health Reasons

o Vol-Personal Reasons

o Vol-No Reason Given

o Vol-Dissatisfaction

o Vol-Military Service ???

o Vol-Job Opportunity

o Vol-Relocation

o Vol-Resign at Co Request ???

o Vol-No Return from LOA

o Vol-Refused Recall ???

o Vol-End of Disability ???

o Vol-Special

o Vol-Seasonalo Vol-Death

o InVol-Unsatisfactory Perf.

o InVol-Attendance/Punctual

o InVol-Discontinued Job/ Time Limited

o InVol-Office/Plant Closed ???

o InVol-Failed Drug Screening ???

o InVol-Lay-off Expired ???

o InVol-Disciplinary Action

o Reduction in Force

o Get additional reasons from MS (Action Item) **

• Infotypes


o IT0001 – Organizational Assignment

o IT0041 – Date Specifications

o IT0040 – Objects on Loan

o IT0105 – Communications

o IT0171 – General Benefits Information

o IT0378 – Adjustment Reasons

o IT0416 – Leave Remuneration

o NO IT0008 – Basic Pay because employee status not

active



6



• Employees still need to access ACE information for a period of time

• History is saved

• Determination of leave payment to beneficiary if termination is due

to employee death

• Off-cycle payroll used to pay leave for terminated employee

Reduction in Force

• Employee status changes at effective date

• RIF is like a Termination/Separation in most ways so can RIF be a

reason under Termination/Separation? Yes

• Need to incorporate RIF into other actions

o RIF-Reallocation

o RIF-Transfer

Miscellaneous

On transfer form, indicate whether it is inter-agency or intra-agency. Use

naming conventions to identify forms and reduce confusion to managers.

Discuss further in HCM_PA_05.

DECISIONS ANSWERED REFERENCE DOCUMENTSFOR DETAILS REFER TO THE FOLLOWINGKEY DECISION DOCUMENT

CHANGE IMPACT ITEM AREA IMPACTED

ID ACTION/PARKING LOT ITEM OWNER DUE DATE

AI Get current MS reasons for Leave of Absence from official SPB Policy

Manual (not Handbook) and get non-SPB reasons (military)

Gail Marshall 12/15/2011



ID ACTION/PARKING LOT ITEM OWNER DUE DATE

AI Clarify processing for Leave of Absence for military leave Gail Marshall/Janie

Simpson

12/15/2011

AI Get list of SPAHRS Separation Reasons (tables) Gail Marshall 12/15/2011

AI Suspension – paid vs. unpaid – what action should be used? Derick Mitchell 12/15/2011

AI Prepare consolidated list of all PA Blueprint workshop personnel

actions and associated reasons. Review with SPB.

Derick

Mitchell/ Gail

Marshall/

Susan

Wadsworth

12/15/2011

PL On Leave of Absence form need to indicate whether to vacate the

position or to hold the position for the person

Derick

Mitchell/Susan

Wadsworth

12/15/2011

PL Authorization – Review what level of structural access should be

granted. Check with legal entities/attorneys on legal implications for

termination reasons involving privacy issues such as drug screening,

medical, etc. Does having MS as one company in SAP allow HR

across all agencies to view termination reasons from other agencies?

MSPB Attorney, DFA Attorney

Gail Marshall/

Carlton

Luckey/

Cheryl

Lunsford/

PMO

12/15/2011

PL For termination, will payroll be run be off cycle or with regular payroll

period?

Authorizations

and Security/

Derick

Mitchell/

Diane

Langham

12/15/2011

PL Is Leave of Absence always unpaid or can it be paid and unpaid? Gail Marshall 12/15/2011

PL Can we have workflow if agency falls under SPB purview but position

is exempt?

Workflow Defer to MSS

PL Salary Change - Determine whether longevity should be included as a

reason? Possibly create wage type for longevity for IT0015 and use

reason field on wage type.

Derick

Mitchell/

Michael Ma

12/15/2011

PL If individual is removed from a position when on Leave of Absence,

how will it be handled in MSS?

Jonathon,

ESS/MSS

12/15/2011

PL District Attorney currently does not accrue leave. May want to

incorporate leave accruals – for conversion.

Derick

Mitchell/Susan

Wadsworth

12/15/2011

20111129 hcm_pa_04 - personnel administration business processes

Documents

workshop questions

workshop output document

successful workshop

workshop participant

workshop scribe

workshop facilitators

workshop objectives4

workshop roles6