HR-PAYROLL PROJECT
How Self Service via SAP HR
has Changed MIT
March 2005
Higher Education Research User
Group (HERUG) Conference
Welcome to MIT
Presenters:
• Kathleen Flynn, HRIS
617-258-7646, kflynn@mit.edu
• Shawn Foley, Benefits
617-258-7489, sfoley@mit.edu
• Riley Hart, HR-Payroll Project
617-452-4514, rileyh@mit.edu
Outline
• Overview of MIT Environment
• Demonstrations of MIT Self-Service
• Evolution of Benefits Open Enrollment
• How Self-Service has Changed Work at MIT
SAP HR at MIT
Online Forms
Employment
Transactions
Departments, Labs,
and Centers
SAP GUI
Chair Appointments;
Annual Salary Review
HR-Payroll Service
Center
SAP GUI
Keys data from
Employment
Transaction forms
Employee
Departments, Labs,
and Centers
Self Service for
Administrators (Web)
Biographical data
Rea
lt
U p d i me
ate
Departments, Labs,
and Centers
Employee Self
Service (Web)
Benefits, Training and
Biographical data
e
im
alt te
e
R da
up
External Partners
SAP
System of record
Periodic
feeds
·
·
·
Fidelity 401(k)
Health and Welfare Benefit
Carriers
Telephone Directory
Publisher
Nightly
Feed
HR Reporting
·
·
·
Government reports,
audits and surveys
Negotiations (union,
benefit rate etc.)
Historical reports
MIT Data
Warehouse
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 expenses
GUI – 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
SAP HR at MIT
Departments, Labs,
and Centers
Departments, Labs,
and Centers
Online Forms
Employment
Transactions
SAP GUI
Chair Appointments;
Annual Salary Review
Self Service for
Administrators (Web)
Biographical data
HR-Payroll Service
Center
SAP GUI
Keys data from
Employment
Transaction forms
Rea
lt
U p d i me
ate
Departments, Labs,
and Centers
Employee
Employee Self
Service (Web)
Benefits, Training, Tuition
Assistance and
Biographical data
e
ltim
Rea ate
upd
External Partners
SAP
System of record
Periodic
feeds
·
·
·
Fidelity 401(k)
Health and Welfare Benefit
Carriers
Telephone Directory
Publisher
Nightly
Feed
HR Reporting
·
·
·
Government reports,
audits and surveys
Negotiations (union,
benefit rate etc.)
Historical reports
MIT Data
Warehouse
Departments, Labs
and Centers
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
SAP HR at MIT
Departments, Labs,
and Centers
Online Forms
Employment
Transactions
Departments,
Labs, and Centers
HR-Payroll Service
Center
SAP GUI
Keys data from
Employment
Transaction forms
Self Service for
Administrators
(Web)
Biographical data
Training reports
Re
a
Up ltime
da
te
SAP GUI
Chair Appointments;
Annual Salary
Review
Departments, Labs,
and Centers
Employee
Employee Self
Service (Web)
Benefits, Training and
Biographical data
e
im
alt te
e
R da
up
External Partners
SAP
System of record
Periodic
feeds
·
·
·
Fidelity 401(k)
Health and Welfare Benefit
Carriers
Telephone Directory
Publisher
Nightly
Feed
HR Reporting
·
·
·
Government reports,
audits and surveys
Negotiations (union,
benefit rate etc.)
Historical reports
MIT Data
Warehouse
Departments, Labs
and Centers
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.
Annual Salary Review
• 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 Resources
http://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 Options
http://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
openenroll2005@mit.edu. Lincoln Laboratory employees should contact the Lincoln Benefits
Office at 781-981-7055.
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,
Usage for Employee Info Tab Transactions
by Transaction & Month
3000
2500
2000
Unique
Users
1500
July
August
September
1000
October
November
December
500
N
te
pd
a
at
e
U
r/V
et
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en
C
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hn
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nc
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tio
n
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Up
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Up
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ss
Ad
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or
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Em
er
ge
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Pe
om
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rs
o
Ad
na
dr
es
lI
nf
o
s
U
Up
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pd
at
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at
e
0
SAPwebSS
Training & Benefits
Transactions
Usage of Training
&Usage:
Events
and
Benefits Tabs
2500
on ESS, by Transaction & Month
Unique Users
2000
1500
July
August
September
October
November
December
1000
500
0
Training and Events
View Your Benefits
Add Dependents
Benefit Enrollment
Tuition Assistance
Update
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 Steps
SAP 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 nonexempt staff
– Salary distribution for non-exempt staff
Questions?