HOPKINSONE UPDATE. The Year in Numbers: Security and Workflow Update: January 2008

Transcription

1 HOPKINSONE UPDATE The Year in Numbers: Volume 2, Issue 1 January 2008 Dear Colleague, As the director of HopkinsOne, allow me to say Happy New Year and to thank each person who has worked so hard to use the new system. In this issue... ISR Update E-Form Tips By all accounts, the adoption of a business software system for the university and health system was an historic and oftentimes painful challenge for Johns Hopkins and our 40,000 employees. We continue to ISR & Training Travel Tip and Caution work hard to identify issues and areas where we can and will improve. HR Tip We have much to do, and we ve also come a long way. With that in mind, let me share some numbers from our first year. In 2007, we Business Warehouse placed 284,868 shopping cart orders and purchased goods and services worth more than $1.9 billion; each month, the system generated 74,000 paychecks or direct deposits, or almost 900,000 for the year. Employees submitted more than 95,000 travel and business expense reports and received $41 million in reimbursements. Nearly 2,300 new grant accounts were set up in the system and HR Shared Services processed more than 125,000 Internal Service Requests in the first 11 months. The numbers speak to the work you accomplished under less than ideal circumstances. We re committed to doing better in 2008 and with your continued support, we will. Sincerely, John W. Tikka Security and Workflow Update: The creation of a one-stop-shop approach to assigning security and workflow to employees has moved beyond the development stage and into testing. This custom transaction will make it easier to request security and workflow assignments for your employees and also make the process more transparent. Scheduled to be deployed in late February, the new transaction will deal only with assigning Business Warehouse (BW) security and workflow approvers. However, a later revision of the transaction will permit actual role assignment requests to be made through this transaction. As it gets closer to being deployed, more communication will follow, including a FastFacts session to show how it works.

2 HopkinsOne UPDATE 2 ISR Redesign: In the coming months, expect to see a number of changes to the Internal Service Request (ISR) forms. The HopkinsOne HR team has been meeting with Shared Services and users from across Johns Hopkins to redesign and improve some functionality in the current ISR. Here are some of the changes: New Hire ISR There will be one form that combines new hires, rehires and reinstatements. No required information will have to go into the Comments section. All required information will have fields (e.g. department code, addresses). The Base Pay field on the New Hire form will be split into three areas JHU Semi Paid, JHU Weekly Paid (with work study information) and JHHS Bi-Weekly. On the New Hire form there will be a position information section. For example, you can put in a position number and click on a button that will automatically display the position information, including the current position holder if there is one, for verification purposes. There will also be fields for work schedule rules, veteran status, date types, highest degree, etc. There will be some validations, such as visa information for employees who are not U.S. citizens and salary validations. Salary Change ISR Two columns will be displayed. The first column has the current salary information in it and the second column is for entering new salary information. The ISR will calculate the amount of change and percentage. There will be a field for evaluation data, actual and appointed salary, as well as PACE nurse shift codes. There will be some labor distribution validations. Bonus Supplemental ISR The new Bonus Supplemental ISR form will allow you to record multiple bonus supplemental payments on one form. For example, for JHU Semi-monthly employees, standard and premium overtime can be placed on one form. If someone is splitting the cost distribution of a payment they can have more than one account on the same form. Keep up with FastFacts: To access all recorded FastFacts sessions, visit:

3 HopkinsOne UPDATE 3 Finance Tip: Bypassing E-Form Warning Messages If you see a warning message like the one at right appear at the bottom of your screen when you are completing an E-Form transaction, you will need to clear it before proceeding. This message is only informational and will not prevent you from finishing your transaction. To clear this message, simply hit the Enter key on your keyboard or press the green check mark. Once this message has been cleared, it might reappear more than once; it will need to be cleared each time that it reappears. E-FORM Tip: Finding out the Status of a Document Go into the E-Form transaction in R/3. Put in an employee s Personnel No and double-click on Display Redistribution. You can now see all of the E-Form documents under that Personnel No. To select one, highlight it and doubleclick on Display Redistribution.

4 HopkinsOne UPDATE 4 NEW ISR HEADERS: The Internal Service Request (ISR) header has been changed to include more information about employees, and this should help with processing and ensuring accurate data. Below is what the new fields in the ISR header look like: Training: JHU TRAINING SCHEDULE: Course Location Date(s) Offered Bank Deposits Eastern B105 01/09 Policies and Procedures Non-Payroll Transfer Cost 01/09 Unit Cost Maintenance Eastern B105 01/14 Dept Billing Specialist (Sponsored and Non- Sponsored) Eastern B104 01/15 Time Entry JHU Eastern B105 01/15 Petty Cash-Cash Till Department Budget Creator (Sponsored) Processing Online Payments Eastern B105 01/16 Eastern B105 01/16 St. Room HR/Payroll Org Management Administration Shopping Cart Administration 01/22-01/23 01/24 Eastern B105 01/28 To sign up for training classes visit: JHHS TRAINING SCHEDULE: Course Title Location Date(s) Offered Business Warehouse Reporting Shopping Cart Online Payment Request Travel & Business Expense Phibbs 404 Phipps 404 Workflow Phipps 404 Advanced Travel & Business Expense Advanced Online Payment Phipps /14, 01/18 01/29 01/14 01/29 01/08 01/24 01/08 01/24 01/10 01/22 01/10 01/22 01/15 01/18 Petty Cash Phipps /23 Advanced Shopping 01/18 Cart 01/15 JHHS Training: aleytus1@jhmi.edu or or: For JHU contact the Training Team at: learning@jhu.edu or

5 HopkinsOne UPDATE 5 TRAVEL TIP:Importing Expenses using American Express If an employee used the JHU American Express Corporate travel card to incur expenses, those expenses can be electronically imported into the expense report. To do this, click on the credit card document icon under the Expense Receipt section (once you have created an Expense report) in Travel Manager or the TRIP Transaction. If no data exists, a message will appear that says: If data exists, you will receive a list of expenses imported from American Express. Highlight each line item that corresponds with the expense report. You can highlight several line items at once. Click Copy to import these items into the report. You can also highlight and delete all old or personal expenses from the buffer. TRAVEL CAUTION: Please do not delete expenses in a trip that has already been paid, unless you need to return the money for that expense. SAP tracks versions of trips. For example, you have been reimbursed for airfare prior to your trip and now you have returned from your trip and want to add some additional expenses. You do not need to delete the airfare when you enter the expense report. SAP keeps track of all expenses that have already been paid and will only reimburse you for the additional expenses.

6 HopkinsOne UPDATE 6 Human Resources Tip : Viewing Roles on a Position using PPOSE At the SAP Easy Access Screen, type in PPOSE in the search box. Once in the transaction, go to Person under the Find by menu. Double-click on Search Item. Note: If you don t have access to the person who occupies the position for which roles you are searching for, you can search by position under Position in the Find by menu. You can do this by typing in the name of the position or entering a position number. Also, you will only be able to access information for which you have the proper security. Type in the name of the person whose roles you want to view followed by an asterisk, or use the person s personnel number. Click on the green checkmark. To access the Display Object, which will give us the relationships and roles on the position, double-click on the position name. Select Goto from the menu bar, and select Detail Object and then Enhanced object description. Double-click on the name of the employee that you want. There might be more than one employee with the same name. If you add the ID field, you should be able to distinguish them by personnel number. To add the ID field, click on the Column Configuration button and select ID. (CONTINUED ON PAGE 7)

7 HopkinsOne UPDATE 7 Continued from page 6 : Viewing Roles on a Position using PPOSE Once you reach Display Object, double-click on Relationships and click on the Overview icon (mountain with the sun over it). A list of all the relationships and roles of that position appear. S= Reports to Supervisor s Position O= Org Unit P= Person s ID AG = Role

8 HopkinsOne UPDATE 8 TOP FIVE BUSINESS WAREHOUSE REPORTS: Report What is displayed in the report? When is the report updated? Non-Sponsored Financial Summary This report displays year-to-date current period revenue and expenses. It includes current budget actuals and commitments for specific fiscal periods. Non-Sponsored Financial Detail This report provides transaction detail or revenue and expense actuals and commitments. The report can only be accessed through the Non- Sponsored Financial Summary Sponsored Rev-Exp Detail Sponsored Rev-Exp Summary CO Line Item Detail This report displays revenue and expense detail for grants and sponsored programs. It is linked to Sponsored Rev/Expense Summary. This detail report displays revenue and expense summary for grants and sponsored programs. It is linked to the Sponsored Revenue and Expense Detail. This report shows you actual expenses and revenue by controlling document. BW TRICK: Adding Additional Master Data You can add additional Master Data to your BW reports. For example, we could add other information relating to a grant. To do this, right click on the grant number or the grant description and select properties. The Coeus Institute Proposal has been added to the report. Select the additional fields that you wish to add to the report and click on Transfer. HOPKINSONE UPDATE is published monthly. If you have a question or story idea, please send an message to: h1news@jhu.edu. To reach HopkinsOne, call