1. Slide 1 FastFacts Feature Presentation October 26, 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.

2. Slide 2 Todays Topic Well be taking a look at… Changes to the Position ISR forms and the elimination of the Position Attribute Change ISR

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

4. Slide 4 Session Segments Presentation Dave will be showing us the changes to the Position ISR forms. 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 Changes to the Position ISR Forms

9. Slide 9 Agenda Today, well be taking a look at: The changes that have been made to the Position ISR forms include: Change to the fields on the ISR front screen for position ISRs Changes to fields and field names Tracking changes on the Position Copy and Position Maintain ISRs. The new Employee Attribute Change Section on the Position Maintain ISRs. Additional Validations

10. Slide 10 Changes to the Front Screen

11. Slide 11 Changes to the Front Screen The field names were changed on the front screen to be easier to understand and look better aesthetically. Old New

12. Slide 12 Changes to Fields and Field Names

13. Slide 13 Changes to Fields and Field Names Some of the field names have been changed from their technical names to more intuitive names to make the form easier to understand. Some of the sections of the ISR have been rearranged. These changes are small and should not cause any confusion. Note: Since the technical names are no longer used, the field names in the Position record in SAP may be labeled differently from those on the form. In addition to changing the name of the Reports to field name to Supervisors Position#, we also added the Supervisors Name. If the name field is blank that means the supervisors position is vacant. If the supervisors position is vacant please enter a new supervisors position number that is occupied.

14. Slide 14 Old New New Field Changes to Fields and Field Names (cont.)

15. Slide 15 There are two fields on the ISR that are now being defaulted based on the Job Code that is associated with the position. If the Job Code is changed on the Position Maintain/PAC or Position Copy ISR forms, those field values will automatically be updated after completing the form and hitting Enter. The first of these fields is the Job Short Text field (previously called Object abbr.). This field is now display only. Job Short Text defaults based on the Job Code entered. Changes to Fields and Field Names (cont.)

16. Slide 16 The second field is a new field called Exempt/Non-Exempt Status. This information will help you ensure that your Employee Subgroup matches the FLSA Status on the Job. If the Employee Subgroup entered does not match the Exempt/Non Exempt indicator, then a soft warning message will be presented. Exempt/Non Exempt indicator defaults based on the Job entered. Changes to Fields and Field Names (cont.)

17. Slide 17 Tracking Changes

18. Slide 18 Tracking Changes Denotes that a change has been made to this section. A checkbox, titled Change? has been added to each section of the Position Maintain and Position Copy ISRs.

19. Slide 19 Tracking Changes The checkbox should be checked for each section where any change is made to help ensure that your requested changes are made appropriately. The purpose of these checkboxes is to show the approver and the HR Specialist which attributes have been changed. If a change is made without being noted it may be missed during ISR processing. The checkboxes are intended to replace the need to explain the changes made in the comments section of the ISR. However, that information is helpful for approvers and can help mitigate any mistakes that may come out of forgetting to check a change box or checking the wrong one. So it may still be valuable to enter comments.

20. Slide 20 Tracking Changes If no changes are being made to the position information, the box at the top titled No Position Changes should be checked. The Position Maintain and Position Copy ISRs cannot be initiated without at least one box checked. To ensure the accurate processing of your ISR, please be sure to check all boxes within every section that requires a change. The form will not allow you to check the No Position Changes box along with any other checkbox. Denotes that no changes have been made to the position.

21. Slide 21 New Employee Attribute Change Section

22. Slide 22 New Employee Attribute Change Section The change with the most impact is the combination of the Position Attribute Change ISR and the Position Maintain/PAC ISR. The new combination ISR will be called OM-JHHS Position Maintain/PAC for biweekly employees and OM-JHU Position Maintain/PAC for all University employees. The Position Attribute Change ISR will be removed from the ISR list entirely and will no longer be available. In its place, there will be a section added to the new ISR called Employee Attribute Change. The Employee Attribute Change section will only appear on the Position Maintain/PAC ISR if the position is filled. We will be adjusting our rules around when to fill out the Employee Attribute Change (EAC) section now that only one ISR is required. We have created a job aid to help determine when the EAC section is required. It is located on the HR/Payroll Shared Services website at: http://ssc.jhmi.edu/bin/k/q/PositionMaintain.pdf http://ssc.jhmi.edu/bin/k/q/PositionMaintain.pdf

23. Slide 23 Immediately after entering a Position Maintain/PAC ISR, a check is done to see if there is an employee in the position being maintained. If there is an employee, a pop up box will be presented that notifies the initiator, or approver, that the position is filled and lets them know the persons name and personnel number. Take note of this number now because you will need it later when completing the Employee Attribute Change Section. New Employee Attribute Change Section

24. Slide 24 When the Employee Attribute Change section is first presented, it has no values filled in. New Employee Attribute Change Section

25. Slide 25 1. Enter Pernr 2. Click Button To complete this section, start by: 1.Entering the personnel number of the person occupying the position. 2.Click the Validate Pernr button. New Employee Attribute Change Section

26. Slide 26 After clicking the Validate Pernr button, the system will do three things: 1.Run through the validations associated with the top sections of the ISR. 2.Validate that the personnel number entered is a holder of the position being maintained. 3.Populate the current fields in the Employee Attribute Change section as well default the proper format for the New Cost Distribution section based on the Employee Subgroup on the ISR. Please note that the values are defaulted based on the effective date of the ISR; be sure to view PA20 in case future dated actions exist. New Employee Attribute Change Section

27. Slide 27 After the Validate Pernr button is clicked, here is how the Employee Attribute Change section will look for a JHU employee. New Employee Attribute Change Section

28. Slide 28 After the Validate Pernr button is clicked, this is what the Employee Attribute Change section will look like for a Biweekly Employee The PACE Diff. fields will only appear for JHH employees New Employee Attribute Change Section

29. Slide 29 The Reason Code is required whenever you complete the Employee Attribute Change section (even if the Position Details are not changing) For a description of the Reason Codes that are available follow the link below: http://ssc.jhmi.edu/bin/e/r/ISRTypesReasons.pdf If the current values are not changing, you are not required to reenter in the New Values section. Exception: When the labor distribution is changing on a salaried employee and the salary is remaining the same. A value must be entered in the salary field. Otherwise, you will get a hard error that the labor distribution is greater than the salary amount. New Employee Attribute Change Section

30. Slide 30 This shows how to correctly fill out the Employee Attribute Change section when only the Cost Distribution is changing for a salaried employee. Same as Current Value Blank fields will be considered same as Current Values New Employee Attribute Change Section

31. Slide 31 When to use the No Position Changes checkbox on the Position Maintain/PAC ISR Cost distribution changes for Hourly employees. The Position Attribute Change ISR was utilized for these changes. New Process: Initiate the Position Maintain/PAC ISR and continue to use Reason Code 06 – CC/IO Change; Fill in the Cost Distribution section with the new information. Salary information (for example) not included on the original form Redo the ISR with the same date but only fill in what was missed; please include comments and refer to previous ISR. Add/Change Work Schedule Rule or JHU Legacy Dept Code Changing Pers Admin (mail code) Please use a Personal Data Change (PDC) ISR for these changes. New Employee Attribute Change Section

32. Slide 32 This shows how to correctly fill out the Employee Attribute Change section for a Cost Distribution change for an hourly employee. The No Position Change box should be checked at the top of the form. New Employee Attribute Change Section

33. Slide 33 Additional Validations

34. Slide 34 Additional Validations Soft warning for mismatches between the FLSA status of a the Job Code and the Employee subgroup. Home Cost Center is a required field and cannot end in 98 or 99. Planned Compensation information are all required fields.

35. Slide 35 Conclusion The changes to the forms should make the Position ISRs more intuitive and more accurate. We hope that eliminating the need to initiate two separate ISRs for a Position Maintain helps relieve some of the burden on ISR initiators, speed up ISR processing and ensure that the position and master data are in sync. We are planning on moving these changes into the Production system on the evening of Friday, October 29.

36. Slide 36 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.

37. Slide 37 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

38. Slide 38 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!