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Slide 1 January 06, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: 877-468-2134 Participant code:

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Presentation on theme: "Slide 1 January 06, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: 877-468-2134 Participant code:"— Presentation transcript:

1 Slide 1 January 06, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: 877-468-2134 Participant code: 182500 © 2011 The Johns Hopkins University. All rights reserved. FastFacts Feature Presentation

2 Slide 2 Todays Topic Well be taking a look at… Minor changes to all of the Hire ISR forms The New Faculty Data Infotype (IT9020) The New Affiliates Infotype (IT9021) The New Hiring Joint/Secondary Faculty ISR

3 Slide 3 Todays Presenter David Levy Sr. ERP Business Analyst

4 Slide 4 Session Segments Presentation Dave will be showing us the new faculty infotypes and the new Hiring Joint/Secondary Faculty ISR. During Daves presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Dave will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6 Slide 6 How To View Full Screen

7 Slide 7 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

8 Slide 8 Faculty Data Collection: ISR and Infotype Changes

9 Slide 9 Agenda Today, well be taking a look at: New Infotypes and ISR changes to help track faculty data and improvements to the hire ISRs. The topics will include: New Faculty Data Infotype (IT9020) New JH Affiliate and Leadership Infotype (IT9021) New Hiring Joint/Secondary Faculty ISR Other Hire ISR changes Upcoming ISR changes

10 Slide 10 New Faculty Data Infotype (IT9020)

11 Slide 11 New Faculty Data Infotype (IT9020) Currently, there is an existing Faculty Data Infotype (IT9001). Contains a large amount of information spread among multiple tabs, which can be confusing, and does not contain all information necessary for accurate faculty reporting. The new Faculty Data Infotype (IT9020) was created as part of an effort to capture all of the data needed for detailed faculty reporting. All data currently held in IT9001 will be converted to IT9020 and will be supplemented by a data collection effort that is presently under way. The Faculty Data Infotype will always be maintained at the department level.

12 Slide 12 New Faculty Data Infotype (Cont.) Each faculty member will have a Faculty Data Infotype record for all salaried and any joint/secondary faculty appointments. Beginning January 7 th, faculty data for joint/secondary appointments will be entered on the Hiring Joint/Secondary Faculty ISR by departments/divisions. Beginning in February, faculty data for salaried appointments will also be entered on the new Hiring-Faculty ISR. The same role that was used to access the old Faculty Data infotype (IT9001) will be changed to give the same access to the new Faculty Data infotype (IT9020). The appropriate role name is HRPA - Unit Faculty. The technical name for this role is ZRHR_PA_FACULTY_ALL.

13 Slide 13 New Faculty Data Infotype (Cont.) The new Faculty Data Infotype will contain the following fields: Field NameDefinition StartThe date the appointment started ToThe date the appointment is scheduled to end Tenure StatusCurrent tenure status Tenure Clock StartStart date for period in which tenure must be achieved Tenure DateDate tenure received Current PositionCurrent position title Current Position DateDate the current position began Primary RankDisplay only field that shows the current job assigned to the Primary Appointment. Any other appointments should have the same rank, with some exceptions.

14 Slide 14 The new Faculty Data Infotype will contain the following fields: Field NameDefinition Current RankThe current job assigned to the position. Signifies faculty rank. (i.e. Professor-FAC, Associate Professor- FAC, Assistant Professor-FAC) Current Rank DateDate when the SAP job became active. Divisional RankIn addition to the rank designated by the job, each school may wish to assign a rank, which is organization specific. (i.e., Homewood Professor.) Divisional Rank DateDate the divisional rank is granted. New Faculty Data Infotype (Cont.)

15 Slide 15 The new Faculty Data Infotype will contain the following fields: Field NameDefinition Academic DepartmentDepartment which grants the appointment. This can differ from the Org. Unit on the Organizational Assignment Infotype (IT0001) Leadership RoleThe name of the Leadership Role (i.e., Chairman) in the Academic Department, if applicable. Leadership Role StartThe date the role became effective Leadership Role End DateThe date the role was terminated Appt. TypeDesignates whether this is the primary appointment Contract TypeLength of contract Faculty TrackResearch interest track (i.e., Education) New Faculty Data Infotype (Cont.)

16 Slide 16 New Faculty Data Infotype (Cont.) An example of the Faculty Data Infotype completed for a primary appointment: The To date should always be the appointment end date.

17 Slide 17 An example of the Faculty Data Infotype completed for a joint/secondary appointment: For joint/secondary appointments, certain fields are not applicable and will not be maintainable. New Faculty Data Infotype (Cont.)

18 Slide 18 New JH Affiliate and Leadership Infotype (IT9021)

19 Slide 19 New JH Affiliate and Leadership Infotype (IT9021) The new JH Affiliate and Leadership Infotype was created to track the association with JH institutes and centers and any leadership positions at those centers. For example, a professor in the biology department who is a chair at the Berman Institute of Bioethics in addition to the primary appointment reflected in their SAP record. This infotype will be created and maintained at the department level, or as is determined by your school. There will be one additional Infotype rolled out along with the two mentioned in this FastFacts. The other Infotype is a new Education Infotype (IT9022). This will replace the current Education Infotype (IT0022). A separate FastFacts will be conducted to address this new infotype.

20 Slide 20 New JH Affiliate and Leadership Infotype (Cont.) The new JH Affiliate and Leadership infotype contains the following fields: Field NameDefinition Person IDA unique number to identify the employee. This is the first Personnel Number in the system for the employee. This field is display only JH AffiliateThe name of a Johns Hopkins center or institute with which the faculty member is associated. Affiliate StartThe date the affiliation began. Affiliate EndThe date the affiliation ended.

21 Slide 21 New JH Affiliate and Leadership Infotype (Cont.) The new JH Affiliate and Leadership Infotype contains the following fields: Field NameDefinition Affil. Leadership RoleThe leadership role held by the faculty member at the affiliate. Leadership StartThe date the leadership role began. Leadership EndThe date the leadership role ended.

22 Slide 22 New JH Affiliate and Leadership Infotype (Cont.) An example of a completed JH Affiliate and Leadership Infotype:

23 Slide 23 New Hiring Joint/Secondary Faculty ISR

24 Slide 24 New Hiring Joint/Secondary Faculty ISR Most faculty members have a full time salaried position that serves as their Primary Appointment. In addition to the Primary Appointment, many faculty members have unsalaried joint/secondary faculty appointments. To this point, there has been no SAP record for those joint/secondary appointments. An initiative has been started to capture all joint/secondary appointments so they can be tracked for reporting.

25 Slide 25 New Hiring Joint/Secondary Faculty ISR (Cont.) To see any appointments associated with an employee the Employee Directory can be used. The transaction code for the Employee Directory is ZHPA_DIR. In order to record the information into the system we will be hiring those faculty members into concurrent non-employee positions. A new Employee Subgroup has been created for these appointments. The Employee Subgroup is 27 – Faculty Appointment.

26 Slide 26 New Hiring Joint/Secondary Faculty ISR (Cont.) Every area that has faculty in appointed positions will need to have a generic position set up at whatever organizational unit level they would like those faculty reported in before they complete this ISR. We will be allowing multiple holders in those non- employee joint/secondary faculty appointment positions. A unique position will only be required if the faculty appointment requires SAP access. Instructions for setting up these positions will be communicated to all appropriate administrators.

27 Slide 27 The new Hiring Joint/Secondary Faculty ISR was developed in order to create joint/secondary faculty appointment records in SAP. While the new ISR will resemble the Hiring Regular ISR, it is only set up to include the fields necessary for a non- employee hire. A Faculty Data section will also be part of the new ISR. It is identical to the Faculty Data Infotype. New Hiring Joint/Secondary Faculty ISR (Cont.)

28 Slide 28 New Hiring Joint/Secondary Faculty ISR (Cont.) Hiring Joint/Secondary Faculty ISR

29 Slide 29 New Hiring Joint/Secondary Faculty ISR (Cont.) Hiring Joint/Secondary Faculty ISR The Faculty Data section will have some fields that are not modifiable since some fields are not applicable for joint/secondary faculty appointments.

30 Slide 30 Other Hire ISR Changes

31 Slide 31 Other Hire ISR Changes In addition to the new Hiring Joint/Secondary Faculty ISR, we have also made a few minor changes that will affect all Hire ISRs 1.When an employee has another active personnel number in the system, all Personal Details and Additional Personal Details will be populated. a)Currently, only First Name and Last Name are populated.

32 Slide 32 Other Hire ISR Changes (cont.) 2.There are two changes in the Additional Personal Details section. a)A new field called Discharge Date has been added which is only required if a Veteran Status of Recently Separated Veteran is chosen. b)Previously, Race Category was always required. Now, it is optional when an Ethnicity of Hispanic/Latino is chosen. New Field

33 Slide 33 Other Hire ISR Changes (cont.) 3. The Annual Number of Months Worked that is stored on the position will now be included as a display field in the Org Details section of the ISR. New Field

34 Slide 34 Other Hire ISR Changes (cont.) Renamed Fields 4. There are two field name changes in the Additional Personal Details section. a)US Entry Date field has been renamed Original US Entry Date. b)Expiry of WP (Work Auth Exp Date) field has been renamed Work Auth Exp Date (Expiry of WP).

35 Slide 35 Upcoming ISR Changes

36 Slide 36 Upcoming ISR Changes There will be another round of Hire ISR changes coming around the end of January. Some of the changes are: A new Hiring-Faculty ISR A dedicated ISR used only for salaried faculty hires. It is a copy of the Hiring Regular ISR but will also include a section for faculty data so this can be collected at the time of hire. Once this ISR comes online, we will remove the Hiring – Part Time Instructors ISR. An Education section will be added to all Hire ISRs.

37 Slide 37 Conclusion The new infotypes will make faculty reporting more accurate than was previously possible. Hiring joint/secondary faculty into SAP through the new ISR may add some additional work, but it will allow the university to track faculty appointments that have never been tracked before. The changes made to all Hire ISRs, and the others that will be coming soon, will continue to make the Hire ISRs more intuitive and more comprehensive.

38 Slide 38 Q&A Were 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. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.

39 Slide 39 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

40 Slide 40 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/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!

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