hr payroll

March 2005

Higher Education Research User Group (HERUG) Conference

How Self Service via SAP HR has Changed MIT

HR-PAYROLL PROJECT

Welcome to MIT

Presenters:• Kathleen Flynn, HRIS

617-258-7646, [email protected]

• Shawn Foley, Benefits


• Riley Hart, HR-Payroll Project


Outline

• Overview of MIT Environment

• Demonstrations of MIT Self-Service

• Evolution of Benefits Open Enrollment

• How Self-Service has Changed Work at MIT

MIT Data Warehouse

Employee

Employee Self Service (Web)

Benefits, Training and Biographical data

SAP HR at MIT

Realtime

update

HR Reporting

· Government reports, audits and surveys

· Negotiations (union, benefit rate etc.)

· Historical reports

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External Partners

· Fidelity 401(k)· Health and Welfare Benefit

Carriers· Telephone Directory

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Departments, Labs, and Centers

Self Service for Administrators (Web)

Biographical data


SAP GUIChair Appointments;

Annual Salary Review


Online FormsEmployment Transactions

HR-Payroll Service Center

SAP GUIKeys data from

Employment Transaction forms

Departments, Labs and Centers

Reporting

How Self Service Has Changed Work at MIT

Self Service has:• Replaced Laborious, Paper–Intensive Processes• Decentralized Responsibility for Maintenance of Data• Reduced Repetitive Inquiries• Improved Quantity, Quality, and Accessibility of Data• Allowed Integration among SAP Modules

MIT Terminology

• Tuition Assistance – A reimbursement plan for employees who take courses in an approved area of study

• Training – Instruction offered to employees and others by various organizations around the Institute, including HR, Information Systems & Technology (IS&T), etc.

• Flexible Spending Accounts (FSA) –Reimbursement accounts that help employee take advantage of tax savings on eligible health care and dependent care expensesGUI – Graphical User Interface, in this case the direct entry screen for SAP

• HR-Payroll Project – The effort to implement SAP Benefits, Human Resources, Payroll, and Time Management at MIT

• Open Enrollment (OE) – Annual opportunity for employees to update their health, dental and FSA plan benefits for the coming year

MIT Data Warehouse

Employee


Benefits, Training, Tuition Assistance and

Biographical data

SAP HR at MIT

Realtime

update

HR Reporting




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Self Service for Administrators (Web)

Biographical data










Reporting

Demo: Personal Info

• Employee can maintain contact information, as well as veteran status and education history.

• Email confirmation is generated automatically when any data is entered or changed.

Demo: View Your Benefits

• Available any time of year• Includes an printable confirmation statement in pdf

format

Demo: TA Connect

• No connection to SAP; design arose out of SAP implementation project

• Allows employees to determine whether their course qualifies for reimbursement

• Walks employees through the complex plan rules

MIT Data Warehouse

Employee


Benefits, Training and Biographical data

SAP HR at MIT

Realtime

update

HR Reporting




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Self Service for Administrators

(Web)Biographical dataTraining reports










Reporting

Demo: Administrator Proxy

• Allows administrators to update employees’ data on their behalf.

• Offers the same functionality as the Personal Info employee self-service site.

• Lists the employees whose information the administrator is authorized to update.


• Central Compensation office runs an SAP program to create lists of eligible employees.

• Assistant Deans enter overall allocations for their departments in SAP GUI.

• Department administrators enter & submit individual salary changes for their employees in SAP GUI.

• Compensation reviews and activates changes.

• Salaries in employees’ HR Master Data records are automatically updated.

Reporting from the Data Warehouse

Administrators can:• use “canned” reports available on the web;• create their own reports; and• run reports when needed, with immediate results.

Open Enrollment – Our 1st Self Service Success

Open Enrollment

• All on line• Open Enrollment Email• On line Personal Enrollment Guide • Employee Self Service access anytime• Email Confirmation

Open Enrollment – Begins with Email

• Dear Colleague,

The 2005 Open Enrollment Period will commence today Monday, November 15, 2004 and continue through Friday, December 3, 2004. Any changes you make during the Open Enrollment period will take effect January 1, 2005.

To view the 2005 Open Enrollment information use the links below.

Message from the Director of Human Resourceshttp://web.mit.edu/sapwebss/PS1/pdf/peg2005_ltr.pdf

2005 Benefits Information - "Enrollment Guide"http://web.mit.edu/sapwebss/PS1/oe_toc.shtml

Make Your 2005 Benefits Elections and Updates and View Your Benefit Optionshttp://web.mit.edu/sapwebss/PS1/benefits_home.shtml

Note: If you wish to receive a written paper copy of the enrollment materials free of charge please contact the Benefits Office on Campus at 617-253-6151 or by email at [email protected]. Lincoln Laboratory employees should contact the Lincoln Benefits Office at 781-981-7055.

http://web.mit.edu/sapwebss/PS1/pdf/peg2005_ltr.pdf

http://web.mit.edu/sapwebss/PS1/oe_toc.shtml

http://web.mit.edu/sapwebss/PS1/oe_pilot.shtml

Enrollment Guide on line

Enrollment Guide – Links to Enrollment Applications

Employee Self-Service Usage

• Consistent method for reporting on use of self-service is desirable.

• Statistics are useful in communications encouraging use of self service.

• Reporting by categories and departments identifies high- and low-use groups (The use of ESS by Faculty is higher than expected).

Usage of Employee Info Tab on ESS, by Transaction & Month

Usage of Training & Events and Benefits Tabson ESS, by Transaction & Month

Community Involvement

Capturing community input and feedback• Focus Groups• Usability Testing• Accessibility Testing

Post-implementation • Help desk captures feedback• Direct line to HR and other ESS business owners

Recap - How Self Service Has Changed MIT

• Replaced Laborious, Paper–Intensive Processes– Telephone Directory

• Decentralized Responsibility for Maintenance of Data– New-Hire Data Entry

• Reduced Repetitive Inquiries– Tuition Assistance “TA Account”

• Improved Quantity, Quality, and Accessibility of Data– Dependent Data

• Allowed integration among SAP modules– Training integration with (HR) Personnel Administration and

(Custom) Environmental Health and Safety

Next StepsSAP Payroll implementation will bring:• Migration from Internet Transaction Server (ITS) to Web

Application Server (WAS)• Employee Self Service:

– Time entry for non-exempt staff– Vacation tracking for exempt staff– Tax Withholding updates– Payroll Direct Deposit entry– Web-site Redesign

• Self-Service for Departmental Administrators:– Time entry (by proxy) and time approvals for non-

exempt staff– Salary distribution for non-exempt staff

Questions?

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