March 2005

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How Self Service via SAP HR has Changed MIT
HR-PAYROLL PROJECT

• March 2005
• Higher Education Research User Group (HERUG)
  Conference

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Welcome to MIT

• Presenters
• Kathleen Flynn, HRIS
• 617-258-7646, kflynn_at_mit.edu
• Shawn Foley, Benefits
• 617-258-7489, sfoley_at_mit.edu
• Riley Hart, HR-Payroll Project
• 617-452-4514, rileyh_at_mit.edu

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Outline

• Overview of MIT Environment
• Demonstrations of MIT Self-Service
• Evolution of Benefits Open Enrollment
• How Self-Service has Changed Work at MIT

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How Self Service Has Changed Work at MIT

• Self Service has
• Replaced Laborious, PaperIntensive Processes
• Decentralized Responsibility for Maintenance of
  Data
• Reduced Repetitive Inquiries
• Improved Quantity, Quality, and Accessibility of
  Data
• Allowed Integration among SAP Modules

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MIT Terminology

• Tuition Assistance A reimbursement plan for
  employees who take courses in an approved area of
  study
• Training Instruction offered to employees and
  others by various organizations around the
  Institute, including HR, Information Systems
  Technology (IST), etc.
• Flexible Spending Accounts (FSA) Reimbursement
  accounts that help employee take advantage of tax
  savings on eligible health care and dependent
  care expensesGUI Graphical User Interface, in
  this case the direct entry screen for SAP
• HR-Payroll Project The effort to implement SAP
  Benefits, Human Resources, Payroll, and Time
  Management at MIT
• Open Enrollment (OE) Annual opportunity for
  employees to update their health, dental and FSA
  plan benefits for the coming year

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Demo Personal Info

• Employee can maintain contact information, as
  well as veteran status and education history.
• Email confirmation is generated automatically
  when any data is entered or changed.

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Demo View Your Benefits

• Available any time of year
• Includes an printable confirmation statement in
  pdf format

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Demo TA Connect

• No connection to SAP design arose out of SAP
  implementation project
• Allows employees to determine whether their
  course qualifies for reimbursement
• Walks employees through the complex plan rules

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Demo Administrator Proxy

• Allows administrators to update employees data
  on their behalf.
• Offers the same functionality as the Personal
  Info employee self-service site.
• Lists the employees whose information the
  administrator is authorized to update.

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Annual Salary Review

• Central Compensation office runs an SAP program
  to create lists of eligible employees.
• Assistant Deans enter overall allocations for
  their departments in SAP GUI.
• Department administrators enter submit
  individual salary changes for their employees in
  SAP GUI.
• Compensation reviews and activates changes.
• Salaries in employees HR Master Data records are
  automatically updated.

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Reporting from the Data Warehouse

• Administrators can
• use canned reports available on the web
• create their own reports and
• run reports when needed, with immediate results.

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Open Enrollment Our 1st Self Service Success
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Open Enrollment

• All on line
• Open Enrollment Email
• On line Personal Enrollment Guide
• Employee Self Service access anytime
• Email Confirmation

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Open Enrollment Begins with Email

• Dear Colleague,The 2005 Open Enrollment Period
  will commence today Monday, November 15, 2004 and
  continue through Friday, December 3, 2004.  Any
  changes you make during the Open Enrollment
  period will take effect January 1, 2005.To view
  the 2005 Open Enrollment information use the
  links below.Message from the Director of Human
  Resourceshttp//web.mit.edu/sapwebss/PS1/pdf/peg2
  005_ltr.pdf 2005 Benefits Information -
  "Enrollment Guide"http//web.mit.edu/sapwebss/PS1
  /oe_toc.shtml Make Your 2005 Benefits Elections
  and Updates and View Your Benefit
  Optionshttp//web.mit.edu/sapwebss/PS1/benefits_h
  ome.shtml Note If you wish to receive a
  written paper copy of the enrollment materials
  free of charge please contact the Benefits Office
  on Campus at 617-253-6151 or by email at
  openenroll2005_at_mit.edu. Lincoln Laboratory
  employees should contact the Lincoln Benefits
  Office at 781-981-7055.

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Enrollment Guide on line
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Enrollment Guide Links to Enrollment
Applications
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Employee Self-Service Usage

• Consistent method for reporting on use of
  self-service is desirable.
• Statistics are useful in communications
  encouraging use of self service.
• Reporting by categories and departments
  identifies high- and low-use groups (The use of
  ESS by Faculty is higher than expected).

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Usage of Employee Info Tab on ESS, by
Transaction Month
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Usage of Training Events and Benefits Tabs on
ESS, by Transaction Month
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Community Involvement

• Capturing community input and feedback
• Focus Groups
• Usability Testing
• Accessibility Testing
• Post-implementation
• Help desk captures feedback
• Direct line to HR and other ESS business owners

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Recap - How Self Service Has Changed MIT

• Replaced Laborious, PaperIntensive Processes
• Telephone Directory
• Decentralized Responsibility for Maintenance of
  Data
• New-Hire Data Entry
• Reduced Repetitive Inquiries
• Tuition Assistance TA Account
• Improved Quantity, Quality, and Accessibility of
  Data
• Dependent Data
• Allowed integration among SAP modules
• Training integration with (HR) Personnel
  Administration and (Custom) Environmental Health
  and Safety

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Next Steps

• SAP Payroll implementation will bring
• Migration from Internet Transaction Server (ITS)
  to Web Application Server (WAS)
• Employee Self Service
• Time entry for non-exempt staff
• Vacation tracking for exempt staff
• Tax Withholding updates
• Payroll Direct Deposit entry
• Web-site Redesign
• Self-Service for Departmental Administrators
• Time entry (by proxy) and time approvals for
  non-exempt staff
• Salary distribution for non-exempt staff

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Questions?