slide 1 january 06, 2011 we are using audio during this session, so please dial in to our conference...
TRANSCRIPT
Slide 1
January 06, 2011
We are using audio during this session, so please dial in to our conference line…
Phone number: 877-468-2134 Participant code: 182500
© 2011 The Johns Hopkins University. All rights reserved.
FastFactsFeature Presentation
FastFactsFeature Presentation
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Today’s Topic
We’ll be taking a look at…Minor changes to all of the Hire ISR formsThe New Faculty Data Infotype (IT9020)The New Affiliates Infotype (IT9021)The New Hiring Joint/Secondary Faculty ISR
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Today’s PresenterDavid LevySr. ERP Business Analyst
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Session Segments
PresentationDave will be showing us the new faculty infotypes and the new Hiring Joint/Secondary Faculty ISR.During Dave’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. 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 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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How To View Full Screen
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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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Faculty Data Collection: ISR and Infotype Changes
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Agenda
Today, we’ll be taking a look at:New Infotypes and ISR changes to help track faculty data and improvements to the hire ISRs. The topics will include:
New Faculty Data Infotype (IT9020)New JH Affiliate and Leadership Infotype (IT9021)New Hiring Joint/Secondary Faculty ISROther Hire ISR changesUpcoming ISR changes
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New Faculty Data Infotype (IT9020)
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New Faculty Data Infotype (IT9020)
Currently, there is an existing Faculty Data Infotype (IT9001).Contains a large amount of information spread among multiple tabs, which can be confusing, and does not contain all information necessary for accurate faculty reporting.
The new Faculty Data Infotype (IT9020) was created as part of an effort to capture all of the data needed for detailed faculty reporting.All data currently held in IT9001 will be converted to IT9020 and will be supplemented by a data collection effort that is presently under way.The Faculty Data Infotype will always be maintained at the department level.
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New Faculty Data Infotype (Cont.)
Each faculty member will have a Faculty Data Infotype record for all salaried and any joint/secondary faculty appointments.
Beginning January 7th, faculty data for joint/secondary appointments will be entered on the Hiring Joint/Secondary Faculty ISR by departments/divisions.
Beginning in February, faculty data for salaried appointments will also be entered on the new Hiring-Faculty ISR.
The same role that was used to access the old Faculty Data infotype (IT9001) will be changed to give the same access to the new Faculty Data infotype (IT9020).
The appropriate role name is HRPA - Unit Faculty. The technical name for this role is ZRHR_PA_FACULTY_ALL.
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New Faculty Data Infotype (Cont.)
The new Faculty Data Infotype will contain the following fields:
Field Name Definition
Start The date the appointment started
To The date the appointment is scheduled to end
Tenure Status Current tenure status
Tenure Clock Start Start date for period in which tenure must be achieved
Tenure Date Date tenure received
Current Position Current position title
Current Position Date Date the current position began
Primary Rank Display only field that shows the current job assigned to the Primary Appointment. Any other appointments should have the same rank, with some exceptions.
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The new Faculty Data Infotype will contain the following fields:
Field Name Definition
Current Rank The current job assigned to the position. Signifies faculty rank. (i.e. Professor-FAC, Associate Professor-FAC, Assistant Professor-FAC)
Current Rank Date Date when the SAP job became active.
Divisional Rank In addition to the rank designated by the job, each school may wish to assign a rank, which is organization specific. (i.e., Homewood Professor.)
Divisional Rank Date Date the divisional rank is granted.
New Faculty Data Infotype (Cont.)
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The new Faculty Data Infotype will contain the following fields:
Field Name Definition
Academic Department Department which grants the appointment. This can differ from the Org. Unit on the Organizational Assignment Infotype (IT0001)
Leadership Role The name of the Leadership Role (i.e., Chairman) in the Academic Department, if applicable.
Leadership Role Start The date the role became effective
Leadership Role End Date
The date the role was terminated
Appt. Type Designates whether this is the primary appointment
Contract Type Length of contract
Faculty Track Research interest track (i.e., Education)
New Faculty Data Infotype (Cont.)
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New Faculty Data Infotype (Cont.)
An example of the Faculty Data Infotype completed for a primary appointment:
The To date should
always be the appointment
end date.
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An example of the Faculty Data Infotype completed for a joint/secondary appointment:
For joint/secondary appointments, certain fields
are not applicable and
will not be maintainable.
New Faculty Data Infotype (Cont.)
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New JH Affiliate and Leadership Infotype (IT9021)
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New JH Affiliate and Leadership Infotype (IT9021)
The new JH Affiliate and Leadership Infotype was created to track the association with JH institutes and centers and any leadership positions at those centers.
For example, a professor in the biology department who is a chair at the Berman Institute of Bioethics in addition to the primary appointment reflected in their SAP record.
This infotype will be created and maintained at the department level, or as is determined by your school.There will be one additional Infotype rolled out along with the two mentioned in this FastFacts.
The other Infotype is a new Education Infotype (IT9022).This will replace the current Education Infotype (IT0022). A separate FastFacts will be conducted to address this new infotype.
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New JH Affiliate and Leadership Infotype (Cont.)
The new JH Affiliate and Leadership infotype contains the following fields:
Field Name Definition
Person ID A unique number to identify the employee. This is the first Personnel Number in the system for the employee. This field is display only
JH Affiliate The name of a Johns Hopkins center or institute with which the faculty member is associated.
Affiliate Start The date the affiliation began.
Affiliate End The date the affiliation ended.
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New JH Affiliate and Leadership Infotype (Cont.)
The new JH Affiliate and Leadership Infotype contains the following fields:
Field Name Definition
Affil. Leadership Role The leadership role held by the faculty member at the affiliate.
Leadership Start The date the leadership role began.
Leadership End The date the leadership role ended.
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New JH Affiliate and Leadership Infotype (Cont.)
An example of a completed JH Affiliate and Leadership Infotype:
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New Hiring Joint/Secondary Faculty ISR
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New Hiring Joint/Secondary Faculty ISR
Most faculty members have a full time salaried position that serves as their Primary Appointment.
In addition to the Primary Appointment, many faculty members have unsalaried joint/secondary faculty appointments.
To this point, there has been no SAP record for those joint/secondary appointments. An initiative has been started to capture all joint/secondary appointments so they can be tracked for reporting.
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New Hiring Joint/Secondary Faculty ISR (Cont.)
To see any appointments associated with an employee the Employee Directory can be used. The transaction code for the Employee Directory is ZHPA_DIR.
In order to record the information into the system we will be hiring those faculty members into concurrent non-employee positions.
A new Employee Subgroup has been created for these appointments. The Employee Subgroup is 27 – Faculty Appointment.
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New Hiring Joint/Secondary Faculty ISR (Cont.)
Every area that has faculty in appointed positions will need to have a generic position set up at whatever organizational unit level they would like those faculty reported in before they complete this ISR.
We will be allowing multiple holders in those non-employee joint/secondary faculty appointment positions.
A unique position will only be required if the faculty appointment requires SAP access.
Instructions for setting up these positions will be communicated to all appropriate administrators.
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The new Hiring Joint/Secondary Faculty ISR was developed in order to create joint/secondary faculty appointment records in SAP.
While the new ISR will resemble the Hiring Regular ISR, it is only set up to include the fields necessary for a non-employee hire.
A Faculty Data section will also be part of the new ISR. It is identical to the Faculty Data Infotype.
New Hiring Joint/Secondary Faculty ISR (Cont.)
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New Hiring Joint/Secondary Faculty ISR (Cont.)
Hiring Joint/Secondary Faculty ISR
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New Hiring Joint/Secondary Faculty ISR (Cont.)
Hiring Joint/Secondary Faculty ISR
The Faculty Data section will have some fields that are not modifiable since some fields are not applicable for joint/secondary faculty appointments.
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Other Hire ISR Changes
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Other Hire ISR Changes
In addition to the new Hiring Joint/Secondary Faculty ISR, we have also made a few minor changes that will affect all Hire ISRs
1. When an employee has another active personnel number in the system, all Personal Details and Additional Personal Details will be populated.
a) Currently, only First Name and Last Name are populated.
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Other Hire ISR Changes (cont.)
2. There are two changes in the Additional Personal Details section.
a) A new field called Discharge Date has been added which is only required if a Veteran Status of Recently Separated Veteran is chosen.
b) Previously, Race Category was always required. Now, it is optional when an Ethnicity of Hispanic/Latino is chosen.
New Field
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Other Hire ISR Changes (cont.)
3. The Annual Number of Months Worked that is stored on the position will now be included as a display field in the Org Details section of the ISR.
New Field
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Other Hire ISR Changes (cont.)
Renamed Fields
4. There are two field name changes in the Additional Personal Details section.
a) US Entry Date field has been renamed Original US Entry Date.
b) Expiry of WP (Work Auth Exp Date) field has been renamed Work Auth Exp Date (Expiry of WP).
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Upcoming ISR Changes
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Upcoming ISR Changes
There will be another round of Hire ISR changes coming around the end of January.
Some of the changes are:A new Hiring-Faculty ISR
A dedicated ISR used only for salaried faculty hires.It is a copy of the Hiring Regular ISR but will also include a section for faculty data so this can be collected at the time of hire.Once this ISR comes online, we will remove the Hiring – Part Time Instructors ISR.
An Education section will be added to all Hire ISRs.
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ConclusionThe new infotypes will make faculty reporting more accurate than was previously possible.
Hiring joint/secondary faculty into SAP through the new ISR may add some additional work, but it will allow the university to track faculty appointments that have never been tracked before.
The changes made to all Hire ISRs, and the others that will be coming soon, will continue to make the Hire ISRs more intuitive and more comprehensive.
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Q&A
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.
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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: [email protected]
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Survey
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Thanks again!