FastFacts Feature Presentation

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FastFactsFeature Presentation

• May 1st, 2008

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Todays Topic

• Well be taking a look at
• The Enhanced Salary Change and Hours Change ISR
  forms

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Todays Presenter

• David LevyHopkinsOne Functional Expert

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Session Segments

• Presentation
• Dave will be showing us the Enhanced Salary
  Change and Hours Change ISR forms and
  demonstrating how to fill out these forms.
• During Daves presentation, your phone will be
  muted.
• QA
• After the presentation, well hold a QA 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.

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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_at_jhu.edu
• You can also send us an instant message!
• GoogleTalk HopkinsFastFacts_at_gmail.com
• AOL Instant Messenger HopkinsFastFacts
• MSN FastFacts_at_jhu.edu

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Survey

• 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.

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The Enhanced Salary Change and Hours Change ISR
Forms
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Agenda

• Today, well be taking a look at
• Some general information about the Enhanced
  Salary Change and Hours Change ISR forms
• The advantages of these forms
• The new fields contained on these forms
• How to fill out the Enhanced Salary Change ISR
  form
• Validations
• What the approver sees
• Auto Update functionality
• The Hours Change ISR form

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General Information
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Advantages of the Form

• The form has been made easier to fill out by
  displaying all of the current information on one
  side of the form and allowing the initiator to
  enter the new information on the other side.
• The Cost Distribution section has been made
  easier to maintain by showing the current
  information in a display box as well as bringing
  the current distribution into the new
  distribution section so it does not need to be
  reentered.
• More intuitive than the previous form.
• Contains more validations to limit errors and
  typos before the form is initiated.
• Virtually eliminates the need to use the Comments
  section or send a follow-up email with any
  essential information.

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Filling Out the Form
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Filling out the Form

• In this example, we will be showing a Salary
  Change ISR being filled out for a Semi-Monthly
  paid JHU employee followed by a Bi-Weekly paid
  JHHS employee.
• Hitting the F1 button on your keyboard, while in
  the corresponding field, will give you additional
  information for the Semi-Monthly/Hourly Rate,
  Actual Salary or Appointed Salary fields.
• The information that defaults onto this form is
  the information that is active as of the
  effective date of the ISR. Please note that all
  other ISRs retrieve the information that is
  active as of the date you fill out those ISRs. We
  will be changing the other ISRs to make
  everything consistent and will notify you when
  this occurs.

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Getting to the ISR
Go into the Internal Service Request (ISR)
transaction and select the Salary Change ISR
for your action.
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Entering Information
Step 2 - Click Create ISR or hit F5 on your
keyboard.
Step 1 - Enter a Begin Date and a Personnel
Number (Employee).
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JHU Semi-Monthly Salary Change
This section of the screen has not changed from
the previous version of the Salary Change ISR.
Please note that the information shown in this
sample header section is not real data.
Fill in the Approver 1 and Approver 2 fields the
same way you always have.
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JHU Semi-Monthly Salary Change (cont.)
The action details section of the enhanced
Salary Change ISR is split up into 2 sections.
The left side of the screen displays the
employees information as it is in the system on
the effective date you entered.
The right side of the screen allows you to enter
new values for any information that has changed.
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JHU Semi-Monthly Salary Change (cont.)

Actual Salary and Appointed Salary are required
fields. If they are left blank, they will default
to 24 times the Semi-Monthly salary after the
form is completed (once you hit the Enter key
at the end of the form).
Appointed Salary will only appear for Faculty at
Whiting School of Engineering and Krieger School
of Arts Sciences.
The Total Pay, Change Amount, and Change fields
will be filled in once the form is completed
(once you hit the Enter key at the end of the
form).
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JHU Semi-Monthly Salary Change (cont.)
The Cost Distribution section consists of two
parts, similar to the previous section.
The top section contains the Cost Distribution
information as it is shown on the 9027 record
that is active on the effective date entered.
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JHU Semi-Monthly Salary Change (cont.)
The Cost Distribution section consists of two
parts, similar to the previous section.
The bottom section contains the new Cost
Distribution information that will be entered
into the new 9027 record created by this action.
As seen here, this section is defaulted to the
current Cost Distribution information with a few
exceptions The Valid From dates will all be
changed to the effective date of the ISR. Also,
any distribution lines that have an End Date that
is less than the effective date of the ISR will
automatically be dropped. You can make any
changes to the defaulted distribution lines and
add new lines. This is an improvement to the
form.
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JHU Semi-Monthly Salary Change (cont.)
The Cost Distribution section consists of two
parts, similar to the previous section.
If a new line of distribution is entered, it is
not necessary to enter the Grant or the Fund,
unless there is more than one Fund possible for
the Cost Object you entered.
The Comments section is only needed for any
comments that would be helpful to the approver.
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Cost Distribution Tools
There are tools included on this form that help
you maintain the Cost Distribution section.
Copy
Select All
Unselect All
Paste
Add New Line
Delete Line
Clicking in the blue portion of the scroll bar,
or pressing the Page Down key on your keyboard
while your cursor is anywhere in the Cost
Distribution section, will allow you to scroll
through 4 rows at a time.
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The Completed Form
Once the form is completed (once you hit the
Enter key at the end of the form), the default
values are brought in and calculations are made.
Since we did not enter any Actual Salary or
Appointed Salary information, the default value
(24 times the semi-monthly salary) was calculated.
The Total Pay, Change Amount, and Change
information is displayed.
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JHHS Bi-Weekly Employee Salary Change
The Evaluation Data section only appears for
Bi-Weekly employees, and is only used when
processing an Annual/Merit Increase.
As noted, if the Next Review Date field is left
blank, it will automatically default to one year
from the effective date of the ISR.
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The Completed Form
This represents how the form will appear after
all information is completed and you hit the
Enter key. If any warnings are brought up, they
can be bypassed by hitting Enter. Then click the
Save button twice to initiate the ISR. Please
note that any bypassed warnings will reappear
each time you click Save and must be bypassed
again by hitting Enter again.
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Validations
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Validations

• As with other ISRs, some validations are hard
  errors that will keep you from initiating the
  form and are denoted by this symbol . Others
  are warnings that can be bypassed if they need to
  be and are denoted by this symbol .
• Some validations are enacted by hitting Enter
  while others are enacted by clicking Save.
• Two new validations have been added to the Cost
  Distribution sectionan Open Cost Object
  validation and an Administrative Salary
  validation.
• The Cost Distribution validations on this form,
  including the two new ones, will be the same on
  every ISR form that has a Cost Distribution
  section (i.e., Hire ISR Form).

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Validations (cont.)
Weekly Working Hours Validation
The Weekly Work Hours do not match the employee
group of the position a full-time position. A
warning message is given.
This validation is only on the Hours Change form.
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Validations (cont.)
Evaluation Data Validation
For Bi-Weekly paid employees only, when Action
Reason 01 Annual/Merit Increase is chosen, the
Overall Rating and Date Review Completed fields
become required.
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Validations (cont.)
Administrative Salary Validation
In this example, the Internal Order entered is
associated with a Grant that does not allow
Administrative Salaries to be charged against it.
Youll need to choose another Order or contact
Sponsored Shared Services so they can update
their records.
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Validations (cont.)
Open Cost Object Validation 1
In this example, the Cost Object (a Sponsored
Internal Order) that was entered is not active. A
new order, cost center, or WBS element will need
to be chosen.
Open Cost Object Validation 2
In this example, the Cost Object (a Sponsored
Internal Order) is associated with a grant that
is not active for this date range. A new order,
cost center, or WBS element will need to be
chosen or the End Date will need to be changed.
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What the Approver Sees
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What the Approver Sees

• There has been no change to the approval process.
• Any warnings that have been bypassed by the
  initiator will be presented to the approver.

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Approver View
The approvers view of the form is the same as
the initiators after he/she hits Enter. Any
warning messages that were bypassed by the
initiator will also appear for the approver.
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Approver View (cont.)
It is important for the approver to look this
form over carefully since, after June 1st, the
information contained here will be automatically
updated in the system without further review by
HR Shared Services. If necessary, the approver
can make any changes required to the form
including in the Cost Distribution section. If
any changes are made, the approver can note them
in the Comments section.
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Auto Update
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Auto Update

• Starting June 1, 2008, the Salary Change ISRs
  will be eligible for Auto Update.
• Auto Update is defined as the employees record
  being updated by the system with the information
  on the approved ISR without any intervention from
  HR Shared Services.
• When an ISR is entered into the system with Auto
  Update, it is not entered until the effective
  date on the ISR. This window will allow JHU
  employees, who also need to do an E-form to
  correct past Labor Distributions, a chance to get
  those through before the Salary Change action is
  run.

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Auto Update (cont.)

• Which Salary Change ISRs will have Auto Update?
• Bi-Weekly paid employees Past, current and
  future dated Salary Change ISRs will Auto Update.
• Weekly paid employees Past, current and future
  dated Salary Change ISRs will Auto Update.
• Semi-Monthly paid employees Current, future or
  open pay periods will Auto Update. ISRs that are
  dated for a payroll that has already completed
  will not Auto Update and will be processed
  manually by HR Shared Services.

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Auto Update (cont.)

• ISRs not designated as Auto Update will be
  entered by HR Shared Services.
• There will be some circumstances when an ISR may
  be eligible for Auto Update, but the system will
  divert them to HR Shared Services to enter. These
  situations include
• When there is a future dated action present for
  the employee.
• When there is a future dated Base Pay record for
  the employee.
• When the employee is on Temp Inactive Status.

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Hours Change ISR Form
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Hours Change ISR Form

• Since the Hours Change ISR form is based on the
  Salary Change ISR, it will be changed to be the
  same format as the Salary Change ISR form.
• The main difference on the Hours Change form is
  the addition of a New Work Hours section.
• All validations on the Salary Change ISR will
  also apply to the Hours Change ISR.

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Overview of Hours Change ISR Form
The New Work Hours section is only on the Hours
Change ISR.
For Bi-Weekly employees, the Work Schedule Rule
field will also appear for entry in the New Work
Hours section.
The New Pay Data Section only appears for entry
when processing a Semi-Monthly employee.
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Hours Change ISR Form (cont.)
The Cost Distribution section on the Hours Change
ISR is identical to the one on the Salary Change
ISR.
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Conclusion

• The new format and features on the form will make
  it easier to fill out.
• The upcoming Auto Update functionality will
  decrease errors caused by the rekeying of
  information and will help to avoid the collision
  of Salary Change ISR processing and Eform
  processing.
• Overall, we hope that all of the enhancements to
  the Salary Change and Hours Change ISRs make the
  processing of Salary Changes more intuitive and
  more efficient than before.

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QA

• 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.

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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_at_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!