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Slide 1 FastFacts Feature Presentation November 15, 2011 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation November 15, 2011 We are using audio during this session, so please dial in to our conference line… Phone number:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation November 15, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: 888-651-5908 Participant code: 182500 © 2011 The Johns Hopkins University. All rights reserved.

2 Slide 2 Todays Topic Well be taking a look at… Position Maintain/PAC ISR

3 Slide 3 Todays Presenter Monica Shoemaker Supervisor, HR/Payroll Shared Services

4 Slide 4 Session Segments Presentation Monica Shoemaker will address Position Maintain/Position Attribute Change ISRs. During Monicas 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. Monica 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 Click Here

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 Position Maintain/PAC ISR

9 Slide 9 Agenda Determine when to use Position Maintain/PAC ISR Explain how to maintain vacant positions Explain how to maintain occupied positions Identify common issues that delay processing Review reminders for some special issues Identify resources

10 Slide 10 When to use Position Maintain/PAC ISRs Making changes to a vacant position in order to be used in a Hire/Reassignment situation. Updating a position and an employee due to an employment change: Reclassification/Advancement Change in work hours that results in a change in Employee Group and/or a change in Employee Sub Group Organizational Transfer Updating Cost Center/Internal Order information for hourly paid employees. Correcting positions that were not set up properly.

11 Slide 11 Maintaining Vacant Position 11 When updating vacant positions, the Employee Attribute section will not appear on the ISR. Please maintain vacant positions prior to submitting Hire/Reassignment ISRs so the transition into the position is clean. Effective date should be the same as the date of Hire/Reassignment. Check the change indicator for all sections that include a change. If you make a change and the section is not checked, that section will not be reviewed/updated by HRSS.

12 Slide 12 12

13 Slide 13 13 Check the change indicator for all sections that include a change. If you make a change and the section is not checked, that section will not be reviewed/updated by HRSS. Certain changes are not permitted with occupied positions Fellowship/wage (Hire and Term) Pay cycle changes between S1/W1/B1(Hire and Term) Student to Staff/Faculty or Staff/Faculty to Student(Reassignment) Inter Org Transfers (JHHS- Hire and Term) Maintaining an Occupied Position

14 Slide 14 Maintaining an Occupied Position 14 Warning box that includes the employees pernr generates when creating the Position Maintain/PAC ISR for occupied position. Use this pernr when completing the EAC Section of the ISR.

15 Slide 15 Maintaining an Occupied Position 15 Employee Attribute Change section appears when position is occupied. Use the Validate Pernr button to pre-fill Current Values. This section must be completed when making certain changes to the position.

16 Slide 16 Maintaining an Occupied Position When Pernrs are Required 16 If any of the following are being maintained on the position you MUST complete the Employee Attribute Change section by including the Pernr, Reason Code, New Values and Cost Distribution Position Title Org Unit Planned Compensation (Pay Grade/Pay Scale) Account Assignment Features (Personnel Area/Subarea) Employee Group/Subgroup

17 Slide 17 Reason codes 17 Reason code 01 Position Reclassification Changes resulting from the reclassification of a position by Compensation. Reason code 03 Change in Work Hours Results in changing EE group (if both EE Group and subgroup change use this reason code) Reason code 04 Advancement For JHHS only Reason code 05 Organizational Transfer EE is transferred to another area within the same Johns Hopkins employer based on a business decision, org unit or funding change. Reason code 06 CC/IO Change Used only for weekly, biweekly and semi hourly EEs to update Cost Distribution. Also requires update to time keeping system if effective date is retroactive. Reason code 07 EE Subgroup Change The reason code was designed to track when an employee's subgroup changes. Reason code 02 Position Attribute Change Use this code for position attribute changes that do not fit any of the other reason codes available.

18 Slide 18 Common Issues that Delay Processing 18 Change indicators not checked HRSS will not make the necessary change and a new ISR will have to be submitted. Pernr not included when necessary HRSS will not run the PAC action and a new ISR will have to be submitted. If no new ISR is received the position and person data will be out of sync. We will start to reject ISRs missing the Pernr in the EAC section going forward New Values/Cost distribution not completed HRSS will have to determine if nothing is being changed or if completing the section was inadvertently forgotten. Incorrect Reason Code for changes made HRSS will have to evaluate based on the changes made and make the best possible choice.

19 Slide 19 Retro Changes Using a Position Maintain EAC 19 Retro lock down date that will prevent updates beyond 18-36 months. Retro dates that go back further than lock down require additional steps to resolve pay issues. Some retro actions have unintended consequences. HRSS will need to evaluate why we are making them. Changing WSR could impact OT paid. Use a current date for changes that do not have a direct impact to benefits/pay.

20 Slide 20 Changes from S1 Salaried to S1 Hourly or Vice Versa 20 Faculty and all benefit eligible positions cannot be S1 hourly. Based on system configuration. Please chose the appropriate exempt status. Hourly employees should always be non exempt even if the position is exempt. FLSA override can be applied if requested. When changing from S1 hourly to S1 Salaried, please include legacy department code in the EAC section so that E210 can be set up properly.

21 Slide 21 Position Maintain Job Aids 21 Helpful guide on how to fill out a JHHS Position Maintain ISR http://ssc.jhmi.edu/bin/c/m/jhhs_position_maintain_hints.pdf Helpful guide on how to fill out a JHU Position Maintain ISR http://ssc.jhmi.edu/bin/y/n/jhu_position_maintain%20hints.pdf Breakdown of when to complete EAC section http://ssc.jhmi.edu/bin/k/q/PositionMaintain.pdf

22 Slide 22 HR/Payroll Shared Services Resources 22 Webpage HR/Payroll Shared Services: http://ssc.jhmi.edu/hr_payroll/index.html http://ssc.jhmi.edu/hr_payroll/index.html Online Training Online training is available for initiating ISR transactions at: http://ssc.jhmi.edu/hr_payroll/training.html http://ssc.jhmi.edu/hr_payroll/training.html Email Boxes Health System Homewood Division (Including Peabody & SAIS) School of Medicine School of Public Health & Nursing Phone Number 443.997.5828

23 Slide 23 Conclusion Position Maintain/PAC can be used to make changes to both vacant and occupied positions. Employee Attribute Change section appears when position is occupied and must be completed when making certain updates to the position. Check the change indicator for all sections of the Position that include a change Use the proper Reason Codes Some retro actions have unintended consequences. HRSS may need to check with initiators to determine the reasons behind the retro dates before processing.

24 Slide 24 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. Q&A

25 Slide 25 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

26 Slide 26 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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