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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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Today’s Topic
We’ll be taking a look at…
Position Maintain/PAC ISR
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Today’s Presenter
Monica Shoemaker
Supervisor, HR/Payroll Shared Services
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Session Segments
Presentation
Monica Shoemaker will address Position Maintain/Position
Attribute Change ISRs.
During Monica’s presentation, your phone will be muted.
Q&A
After 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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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]
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How To View Full Screen
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Survey
Survey
At 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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Position Maintain/PAC ISR
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Agenda
Determine when to use Position Maintain/PAC ISR
Explain how to maintain vacant positions
Explain how to maintain occupied positions
Identify common issues that delay processing
Review reminders for some special issues
Identify resources
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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/Advancement
Change in work hours that results in a change in Employee
Group and/or a change in Employee Sub Group
Organizational Transfer
Updating Cost Center/Internal Order information for hourly paid
employees.
Correcting positions that were not set up properly.
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Maintaining Vacant Position
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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Maintaining an Occupied Position
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 positions
Fellowship/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)
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Maintaining an Occupied Position
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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Maintaining an Occupied Position
“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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Maintaining an Occupied Position
When Pernrs are Required
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 Title
Org Unit
Planned Compensation (Pay Grade/Pay Scale)
Account Assignment Features (Personnel Area/Subarea)
Employee Group/Subgroup
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Reason codes
Reason code 01 Position Reclassification
Changes resulting from the reclassification of a position by Compensation.
Reason code 03 Change in Work Hours
Results in changing EE group (if both EE Group and subgroup change use this
reason code)
Reason code 04 Advancement
For JHHS only
Reason code 05 Organizational Transfer
EE 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 Change
Used 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 Change
The reason code was designed to track when an employee's subgroup
changes.
Reason code 02 Position Attribute Change
Use this code for position attribute changes that do not fit any of the other
reason codes available.
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Common Issues that Delay Processing
Change indicators not checked
HRSS will not make the necessary change and a new ISR will have to be
submitted.
Pernr not included when necessary
HRSS 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 completed
HRSS will have to determine if nothing is being changed or if completing the
section was inadvertently forgotten.
Incorrect Reason Code for changes made
HRSS will have to evaluate based on the changes made and make the best
possible choice.
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Retro Changes Using a Position Maintain EAC
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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Changes from S1 Salaried to S1 Hourly or Vice Versa
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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Position Maintain Job Aids
Helpful guide on how to fill out a JHHS Position Maintain ISR
http://ssc.jhmi.edu/bin/c/m/jhhs_position_maintain_hints.pdf
Helpful guide on how to fill out a JHU Position Maintain ISR
http://ssc.jhmi.edu/bin/y/n/jhu_position_maintain%20hints.pdf
Breakdown of when to complete EAC section
http://ssc.jhmi.edu/bin/k/q/PositionMaintain.pdf
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HR/Payroll Shared Services
Resources
Webpage
HR/Payroll Shared Services:
http://ssc.jhmi.edu/hr_payroll/index.html
Online Training
Online training is available for initiating ISR transactions at:
http://ssc.jhmi.edu/hr_payroll/training.html
Email Boxes
Health System
Homewood Division (Including Peabody & SAIS)
School of Medicine
School of Public Health & Nursing
Phone Number
443.997.5828
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Conclusion
Position 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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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
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!