HopkinsOne HR Guide

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HopkinsOne HR Guide

• Career Services
• New Hires
• Transfers / Reassignments
• Compensation
• Merit Increases
• Market or Equity Adjustments
• Terminations / Retirements
• Benefits
• FML
• LOA

Steps for Big Ticket, Frequently Used HR
Processes
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New Terminology and Codes

• Employees no longer occupy jobs, but positions.
  Job codes will cease to exist new DSM codes will
  serve a similar function.

Job Code (6-digits)
DSM Code (8-digits)
Entity Code (2-digits) 10 for JHH
employees 30 for JHHS employees


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Career Services

• New Hires

Transfers
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Create Position ISRs

• Write job description
• Include SAP role
• Include SAP security level
• Submit to Department Compensation Specialist
• Job will be graded and Compensation Specialist
  will provide Department with information to
  create position ISR
• Submit ISR to Compensation for Approver 2 (Sandra
  Reed)

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New Hire ISRs
Complete hiring decision send offer letter
Create Position ISR
Make Occ. Health appt.
Post position (HR Career Svcs.)
Candidate applications sent to Dept. (HR Career
Svcs. Or NR)
Complete Requisition (same as current process,
but diff. info.)
Initiate New Hire ISR
(Select JHH/JHSC New Hire or JHH NR New Hire
from drop-down menu)
Supplement Email (new work mailing physical
addresses)
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New Hire ISRs
Fields requiring completion by Department
Fields requiring completion by HR Career Services
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Additional Information about New Hire ISRs
For currently posted positions
For all New Hire ISRs
If a position is currently posted, it will remain
posted, but a Position Create ISR must be
completed before a candidate may be hired.
Allow at least one week between Occ. Health
Clearance and candidates start date due to
required approval process.
For personnel administrator codes, reference the
Shared Services Center website, click on
Payroll and mail code. http//ssc.jhmi.edu/pay
roll/index.html.
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Transfer/Reassignment ISRs
Supplement Email (new work mailing physical
addresses emp. , ISR )
Select bidder (same as current process)
Complete Reassignment ISR (Indicate whether
roles/security changes are needed)
(Select JHH/JHSC Transfer or JHH NR Transfer
from drop-down menu)
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Transfer/Reassignment ISRs
Fields requiring completion by Department
Fields requiring completion by HR Career Services
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Compensation
Merit Increases
Equity or Market Adjustments

• Terminations Retirements

A separate process exists for each type of salary
change.
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Merit Increases

• Complete performance review, calculate increase
  using performance matrix review performance and
  score with employee
• Find new rate. If merit increase brings pay above
  range max
• Determine percent over max of range
• Employee goes to max of range and gets leftover
  percent as a lump sum (up to 1.5 of the max of
  the range)
• Complete Salary Change ISR to adjust employees
  pay
• (Note overall rating and date review completed in
  ISR Comments)
• Send ISR to Approver 1 (Department), then to
  Approver 2 (Comp). Comp will send to the Shared
  Service Center for processing.

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Merit Increase ISRs

• Adjust Pay in SAP (Salary Change ISR)
• raw score
• performance rating
• date review completed

no
Complete Perf. Review
Review score and with employee
Does merit increase bring salary above max of
range?
Calculate Increase (use perf. matrix)
Increase pay to range max
yes
over max as lump sum (up to 1.5 of max)
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Calculating Lump Sum Payout
Does merit increase bring salary above max of
range?
Adjust Pay in SAP (Salary Change ISR)
Increase pay to range max
over max as lump sum (up to 1.5 of max)
no
yes
Example A
Example B
yes
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Calculating Lump Sum PayoutAmount Over Range Max
lt 1.5
Example A
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Calculating Lump Sum PayoutAmount Over Range Max
gt 1.5
Example B
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Equity or Market Adjustment ISRs

• Contact Compensation Specialist to request any
  equity or market adjustment for employees
• Once appropriate approvals have been obtained,
  complete Salary Change ISR
• For large employee populations, Compensation will
  process adjustments

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Equity or Market Adjustment ISRs
Request for Equity or Market Adjustment
Adjust Pay in SAP (Salary Change ISR)
yes
Comp. Dept. will process adjustments for large
employee populations.
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Termination Retirement ISRs
Complete Termination/ Retirement ISR
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Termination / Retirement ISRs
Fields requiring completion by Department
Fields already known in SAP change if incorrect
Fields requiring completion by Compensation
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Additional Information about Compensation
For merit increases
For merit increases
ISR to Approver 2 (HR Comp.)
SAP cannot process dates prior to Jan. 01, 2007,
Retro payment will be manually calculated by
Payroll Dept. The ISR will serve as documentation.
Select Sandra Reed for Approver 2 until further
notice.
Annual Merit Increase
Adjustment to Minimum
Common Salary Change Reason codes
01
06
Equity Adjustment
Decrease in Pay
04
08
Compression Adjustment
Market Adjustment
05
09
Other Reason codes are available on Custom
Help website.
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Benefits

• FML

LOA
A separate process exists for each type of leave.
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Current Family Medical Leave Requests
The current process for requesting/initiating FML
will continue as outlined in FML Policy (HR 328)
until HopkinsOne FML module is available online.
Notification letter to Emp. Supv/Mgr (HR Svc.
Ctr.)
FLMA WorkbenchEntry (HR Svc. Ctr.)
Complete FML Forms (Employee)
Sign FML Forms (Supv/Mgr)
Submit FML Forms to HR Svc. Ctr. (Employee)
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Current Family Medical Leave ISRs

• HR Svc. Ctr. will enter FML requests into FMLA
  Workbench upon receipt of request from employee
• Notification of approval or denial will be sent
  to employee dept. supervisor (as indicated on
  FML request form)
• Time codes will be reported through standard time
  reporting channels (KRONOS or Nightingale)

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Leave of Absence ISRs

• All LOAs must be initiated by ISRs paid and
  unpaid
• Health (including FML) ?Military / Service
• Short-term disability ?Personal
• Time codes will be reported through standard time
  reporting channels (KRONOS or Nightingale)
• Once an employee is able to return to work, an
  ISR is initiated

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Leave of Absence ISRs
Initiate LOA ISR (Dept.)
Request LOA (Employee)
Leave of Absence Return ISRs
Initiate LOA ISR (Dept.)
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Get Answers

• Online
• www.jhu.edu/hopkinsone
• http//ssc.jhmi.edu/index.html
• http//www.jhu.edu/hopkinsone/Secure_Private/deplo
  yment/index.htm
• By phone
• HopkinsOne Command Center [phone]
• Shared Service Center HR [phone]

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