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FastFactsFeature Presentation

June 10, 2010

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-468-2134 Participant code: 182500

© 2010 The Johns Hopkins University. All rights reserved.

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Today’s TopicWe’ll be taking a look at…

Health System HRKeeping Employee Information Accurate

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Today’s PresenterSadhya Sabatino SAP Trainer for the Johns Hopkins Health System

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Session Segments

PresentationSadhya will define SAP employee information, and identify the specific types covered today. She will demonstrate how to keep it updated for JHH and JHHS employees, and how to review what is currently listed. During Sadhya’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Sadhya will answer as many of your questions as time allows.

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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.eduYou can also send us an instant message!

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How To View Full Screen

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Survey

SurveyAt 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.

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Health System HR

Keeping Employee Information Accurate

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JHH, JHHS Employee Information…

1. Why critical (REALLY critical)?

2. What information are we talking about?

3. Intro to SAP employee information.

4. Description of each type, and how to updateon the ISR Lite.

5. Where in SAP can I see this information?

If you print this PowerPoint, please consider multiple slides per page onthe back of previously printed paper. Thank you.

Agenda

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Why is SAP employee information critical?...

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JHHS Employee Data: Critical

Patient Care!!Legal, licensing, certification requirements

Emergency preparedness, for ourselves, and our neighbors

Manager notifications / approvals

Employee and organizational initiatives

Outlook address and phone, institutional mail….

ALL depend on SAP employee information…

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What information?

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To meet regulatory requirements, and to prepare for emergencies, need elements of contact and location.

Additional information is also critical, but this is a first step:

Even though this information is kept in two separate records - JHH, JHHS employee records can be updated with a single ISR Lite form!

NOTE: School of Medicine and Bayview employee information cannot be updated by ISR Lite. School of Medicine employee records are managed departmentally with ISR’s, Bayview records centrally by Bayview HR.

(SAP Person Record)

Work Address(Work Physical Address)

Work Telephone

Worksite (such as “Johns Hopkins Hospital”)(SAP Position

Record)

Reports-to (Position of Manager)

Organizational Unit (Department)

For Compliance, Emergency…

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Intro to SAP Employee Information A tale of two records….

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SAP Employee Information

Nurse

Manager

…DSM Code, Job, Job Group,

Organizational Unit, Home

Cost Center, SAP Roles, SAP

Security…

SAP Position Record

SAP Person RecordSAP Employee

Record

A file within SAP which represents a Johns Hopkins employee. A person assigned to a position.

A file within SAP designating types of work, responsibilities, capabilities, and authorities … to be assigned to one employee.

An SAP file, which represents one individual. It includes specific information about current position(s) held, such as Work Address(es), Worksite(s), Work Telephone(s)…

Both are employee information

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Description of each type of employee information, and

…how to update it on the ISR Lite?

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Reports-to

The position of the manager to whom an employee reports

Part of the position of an employee

When you fill employee and/or managerpositions, the new people assigned to those positions automatically inherit this reporting relationship.

When hiring a manager, be sure to assign to the same position as the one leaving. (You can assign both to same position for specified period of up to two months, by formally communicating final date of departing manager.)

Update for temporary transfer of managers of more than three weeks. Update, and then update again when assignments restored (For 30 or 40 positions, can provide on a spreadsheet.)

Report-to

Which Reports-to…

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Updating Reports-toOn the revised ISR Lite form* check the “Maintain Position” box.

In “Position Data,” enter changes in Work Physical Address, Work Telephone, or Worksite.

In ”Comments,” enter any supporting information.

* www.hopkinsmedicine.org/jhhr > Compensation > ISR Central > “ISRLite”

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Organizational Unit

The Department, Work Group, Project Group, where and with whom an employee works

In SAP, Organizational Units are within the organizational hierarchy…

Each position is assigned a specific Organizational Unit. This remains regardless of the employee assigned to a position.

This also is important for the same emergency, compliance, training and additional Hopkins-driven initiatives.

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If the Organizational Unit is incorrect, correct using the ISR Lite “Comments” section. Because Organizational Units fall

within the larger Personnel Areas (PA -- HS01 for JHH, HS06 for JHHS), if

you change the Organizational Unit, check that the PA is still accurate. If

not changing, note this in Comments on the same form.

Updating Organizational Unit

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Work Address, Telephone, Worksite…

These are part of an employee’s person record. Work address and work contact information do not update automatically when an employee is assigned a new position.

Work Address, Work Telephone and Worksite must also be proactively updated each time an employee transitions positions or changes locations.

NOTE: Work Email is brought into SAP from the Johns Hopkins Enterprise Directory, and may simply be the enterprise “alias” of JHED ID followed by @johnshopkins.edu, which routes to a person’s regular account.

To update email, contact your department’s JHED administrator: found by clicking “My Profile” on your http://my.johnshopkins.edu page.

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Updating Work Address InfoCheck the appropriate boxes in the top section of the ISR Lite form.

In the “Position Data Section,” enter any Work Physical Address changes.

In ”Comments,” enter any changes in Work Telephone and/or Worksite.

As with “Reports-to,” can group employees on one ISR Lite if the same changes apply.

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But where can I see what is listed now?

The following instructions are very condensed, and demonstrate only highlight steps. If you are not already comfortable these transactions covered, please give yourself time and resources to learn. Watch recorded FastFacts, read SAP Update articles, and take advantage of instructional services and materials from groups and sites such as those listed at the end of this presentation.

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Where is Current Employee Information?

The hands-down best place to view employee information in a single report is the BW HR report, “Employee Master Data by Date”…

However, Reports-to and Organizational Units are a pretty quick find in SAP ECC. And, viewing individual person records for Work Address, Work Telephone, and Worksite is possible…

Your ability to view these transactions depends on the SAP roles and security assigned to your position. If you need information you cannot obtain, please request that information from the person responsible for HR transactions for your department.

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Using SAP ECCReports-to, Organizational Unit (Position record)

Organization Management Object Display > “Display Organization and Staffing” (PPOSE)

Work Address, Worksite, & Work Telephone (Person record)

Master Data > “Display HR Master Data” (PA20)

If you do not have access to the transactions demonstrated in this report, or information within them, request support from the designated HR contact for your department.

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1. Open “Display organization and Staffing” from the SAP Easy Access Menu.

2. In the upper left quadrant, click Organizational Unit to open the search box, and enter your search. (You can also search by Person or Position to find and Organizational Unit)

Reports-to in PPOSE

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3. Select your Organizational Unit from the results displaying in the lower left quadrant…

4. Which will display that Organizational Unit in the upper right. You will see the positions assigned to that Organizational Unit. Depending on your level of access, you may also see the people assigned to those positions.

Reports-to in PPOSE, cont.

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5. Right-click the Organizational Unit, and select “Go-to,” “Staff Assignments,” “List,” to get an initial list of all employees assigned to that Organizational Unit.

6. The initial list isn’t likely to show you what you are looking for, so click the little column configuration button to change the information which displays.

7. Check boxes for “Superior” (person in the Reports-to position), and “Position ID,” (employee’s position number). Include any other fields you wish. Click the green check.

Reports-to in PPOSE, cont.

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8. If there is a person assigned to the Reports-to position, that person will display as “Superior.”

9. Double click that Reports-to person’s name to then view the Reports-to position name and number in the “Basic Data” tab below.

Reports-to in PPOSE, cont.

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10a.If a position within an Organizational Unit is vacant, that position will display, as well as the person currently assigned to that position’s Reports-to position.

10b.However, if a Reports-to position is vacant, you are unable to see that position’s name and number here…

There is a different view for that! On to the “Reporting Structure” view…

Reports-to in PPOSE, cont.

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11.Click the little blue back arrow at the top of the upper right quadrant to go back to the initial Organizational Unit display…

12.Now right-click on the employee, select “Goto,” “Reporting Structure.”

13. The first view will be of the employee alone. Click the “up one level” icon to move up in the reporting hierarchy.

Reports-to in PPOSE, cont.

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14.Here you will see the position name and number of the employee’s Reports-to position, even if vacant. You will also see all other positions reporting to this Reports-to position, regardless of their Organizational Unit. Click the blue square collapse button to expand your view.

15.These different views should be very helpful when reviewing and cleaning up your employee information, and when assigning new employees to existing positions.

Reports-to in PPOSE, cont.

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Organizational Unit in PPOSE

1. To view which Organizational Unit is assigned to a specific position, search for that position, or for the person currently in that position, in the upper left quadrant.

2. Select from the results in the lower left.

3. View the position in the structure of the assigned Organizational Unit in the upper right.

1. In the upper left quadrant, search by position or employee (Person).

2. Select from the lower left.

3. View the Organizational Unit in the upper right.

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SAP >ECC > SAP Easy Access Menu > Master Data > “Display HR Master Data” (PA20)

1. Open PA20 from the SAP Easy Access Menu.

2. Search for an employee, or directly enter an employee’s person ID (may be the same as their current personnel number, “Pernr”).

3. In the employee’s record, in the first tab, “Basic Personal Data,” select the “Addresses” line. Click the little icon of a pair of glasses at the top

left to display.

Work Address Information in PA20

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4. On the “Display Addresses” screen, click the “next record” icon until the Address type is “Work Physical Location.” This is also where you will see the currently listed work “Telephone Number.”

5. Worksite field is within the Payroll tab, “Unemployment State.” You might not have access to this range of information, so you may not be able to view this one field in SAP ECC…

However, there is a BW report with ALL of this information, for as many employees as you are assigned to view….

Work Address Information in PA20, cont.

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SAP > BW Report Center > Human Resources > Personnel Admin > General Employee > “Employee Master Data by Date”

1. Select the “Employee Master Data by Date” report, and enter your “variables.”*

2. Click the report filter for “Key Figures,” and uncheck all items (they aren’t needed).

*Your access ability to run a BW HR report depends on multiple elements of security. Your access may be to a specific Organizational Unit/s. See the April 2010 SAP Support Update, and the HR/Payroll Shared Services reporting page for information.

Everything!, in one SAP BW HR Report

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3. The employee information covered today can be selected from the “Properties” of the Employee, as not all are available as Free Characteristics. Right-click the “Employee” column to get to Properties.

4. Select the fields: Address Line 1, Address Line 2, Location, Postal Code, Region, Telephone Number, Worksite. Then click Transfer

Everything!, in one SAP BW HR Report, cont.

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5. The resulting report will display the information selected, including records where these fields are blank.

Many BW HR reports can be expanded to display this information, but might not display the employees with incomplete records. Employee Master Data by Date will display all employees selected even if fields are blank, necessary when you are reviewing and correcting information.

Everything!, in one SAP BW HR Report, cont.

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Wrap up

1. SAP employee information must be kept current to enable emergency communications and assignments, critical compliance requirements, training, electronic communications, and Hopkins initiatives developed to benefit employees.

2. SAP employee information includes the designations within both the position and person records. (employee = position + person)

3. A few of the key informational elements are Reports-to, Organizational Unit, Work Address, Work Telephone and Worksite.

4. You can update all of these with a single ISR Lite.

5. You can view existing information by employee in SAP ECC PPOSE (Display organization and staffing) and PA20 (Employee Master Data).

6. However, the best way to view all information for multiple employees, is with the SAP BW, HR, “Employee Master Data by Date” report.

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Resources for JHH, JHHS1. ISR Central:

www.hopkinsmedicine.org/jhhr/Compensation/ISRCentral .

2. JHHS SAP Training, for instructional guides, online resources, onsite coachings, BW training, and telephone support: www.hopkinsmedicine.org/sap ...

3. SAP Support Update newsletters: http://orchid.hosts.jhmi.edu/hopkinsone/News/archive.cfm ,

…including June 2010, “Understanding Positions,” and April 2009, “A New BW HR Report: Employee Master Data by Date,” and the most recent June 2010 issue!

4. The HR/Payroll Shared Services BW Reporting page: http://ssc.jhmi.edu/hr_payroll/reporting.html

NOTE: Departments with University employees (including those of School of Medicine) enter ISR’s. Support for this transaction can be found within the Human Resources Shared Services website: http://ssc.jhu.edu/hr_payroll, the Knowledge Network (the first tab in the SAP Portal), as well as many of the SAP Update issues linked above. Departments with Bayview employees contact Michele Allen at mmallen@jhmi.edu.

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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.

Q&A

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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

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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!