Slide 1 FastFacts Feature Presentation November 15, 2011 We are using audio during this session, so...

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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: 888-651-5908 Participant code: 182500 © 2011 The Johns Hopkins University. All rights reserved.

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Transcript of Slide 1 FastFacts Feature Presentation November 15, 2011 We are using audio during this session, so...

Page 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:

Slide 1

FastFactsFeature 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.

Page 2: 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:

Slide 2

Today’s TopicWe’ll be taking a look at…

Position Maintain/PAC ISR

Page 3: 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:

Slide 3

Today’s PresenterMonica Shoemaker Supervisor, HR/Payroll Shared Services

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Slide 4

Session Segments

PresentationMonica Shoemaker will address Position Maintain/Position Attribute Change ISRs.During Monica’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Monica will answer as many of your questions as time allows.

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Slide 5

Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!

GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]

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Slide 6

How To View Full Screen

Click Here

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Slide 7

Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Slide 8

Position Maintain/PAC ISR

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Slide 9

Agenda

Determine when to use Position Maintain/PAC ISRExplain how to maintain vacant positionsExplain how to maintain occupied positionsIdentify common issues that delay processingReview reminders for some special issuesIdentify resources

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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/AdvancementChange in work hours that results in a change in Employee Group and/or a change in Employee Sub GroupOrganizational Transfer

Updating Cost Center/Internal Order information for hourly paid employees.

Correcting positions that were not set up properly.

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Slide 11

Maintaining Vacant Position

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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.

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Slide 12

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Slide 13

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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 positionsFellowship/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

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Slide 14

Maintaining an Occupied Position

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Warning box that includes the employee’s pernr generates when creating the Position Maintain/PAC ISR for occupied position.

Use this pernr when completing the EAC Section of the ISR.

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Slide 15

Maintaining an Occupied Position

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“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.

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Slide 16

Maintaining an Occupied PositionWhen Pernrs are Required

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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 TitleOrg UnitPlanned Compensation (Pay Grade/Pay Scale)Account Assignment Features (Personnel Area/Subarea)Employee Group/Subgroup

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Slide 17

Reason codes

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Reason code 01 Position ReclassificationChanges resulting from the reclassification of a position by Compensation.

Reason code 03 Change in Work HoursResults in changing EE group (if both EE Group and subgroup change use this reason code)

Reason code 04 AdvancementFor JHHS only

Reason code 05 Organizational TransferEE 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 ChangeUsed 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 ChangeThe reason code was designed to track when an employee's subgroup changes.

Reason code 02 Position Attribute ChangeUse this code for position attribute changes that do not fit any of the other reason codes available.

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Slide 18

Common Issues that Delay Processing

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Change indicators not checkedHRSS will not make the necessary change and a new ISR will have to be submitted.

Pernr not included when necessaryHRSS 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 completedHRSS will have to determine if nothing is being changed or if completing the section was inadvertently forgotten.

Incorrect Reason Code for changes madeHRSS will have to evaluate based on the changes made and make the best possible choice.

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Slide 19

Retro Changes Using a Position Maintain EAC

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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.

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Slide 20

Changes from S1 Salaried to S1 Hourly or Vice Versa

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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.

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Slide 21

Position Maintain Job Aids

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Helpful guide on how to fill out a JHHS Position Maintain ISRhttp://ssc.jhmi.edu/bin/c/m/jhhs_position_maintain_hints.pdf

Helpful guide on how to fill out a JHU Position Maintain ISRhttp://ssc.jhmi.edu/bin/y/n/jhu_position_maintain%20hints.pdf

Breakdown of when to complete EAC sectionhttp://ssc.jhmi.edu/bin/k/q/PositionMaintain.pdf

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Slide 22

HR/Payroll Shared Services Resources

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WebpageHR/Payroll Shared Services: http://ssc.jhmi.edu/hr_payroll/index.html

Online TrainingOnline training is available for initiating ISR transactions at: http://ssc.jhmi.edu/hr_payroll/training.html

Email BoxesHealth SystemHomewood Division (Including Peabody & SAIS)School of MedicineSchool of Public Health & Nursing

Phone Number443.997.5828

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Slide 23

ConclusionPosition 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.

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Slide 24

We’re 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.

We’ll be answering questions in the order that we receive them.

We’ll also be answering the questions that were emailed to us during the presentation.

If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Q&A

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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: [email protected]

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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/

Thanks again!


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Slide 1 FastFacts Feature Presentation September 7, 2010 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation January 11, 2012 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation January 11, 2012 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation February 26, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation February 26, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation January 30, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation January 30, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation August 12, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation August 12, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation November 5, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

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Slide 1 FastFacts Feature Presentation September 26, 2011 We are using audio during this session, so please dial in to our conference line… Phone number:

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Slide 1 FastFacts Feature Presentation August 16, 2011 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation August 16, 2011 We are using audio during this session, so please dial in to our conference line… Phone number:

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:

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:

Slide 1 FastFacts Feature Presentation January 22, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation January 22, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation November 11, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation November 11, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation January 10 th, 2007 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation January 10 th, 2007 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation October 29, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1 FastFacts Feature Presentation October 29, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

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Slide 1 FastFacts Feature Presentation December 14, 2010 We are using audio during this session, so please dial in to our conference line… Phone number:

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Slide 1 FastFacts Feature Presentation December 13 th, 2007 We are using audio during this session, so please dial in to our conference line… Phone number:

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Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: