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
Departments, Labs, Departments, Labs, Departments, Labs, Employee
and Centers and Centers and Centers
Employee Self
Online Forms SAP GUI Self Service for Service (Web)
Employment Chair Appointments; Administrators (Web) Benefits, Training and
Transactions Annual Salary Review Biographical data Biographical data

HR-Payroll Service

U p d i me
Center im
e

ate
alt te

lt
e
R da

Rea
SAP GUI up
Keys data from
Employment External Partners
Transaction forms
Fidelity 401(k)
SAP Periodic
Health and Welfare Benefit
Carriers
System of record feeds
Telephone Directory
Publisher

Nightly
Feed

HR Reporting

Government reports, MIT Data Departments, Labs

audits and surveys Warehouse and Centers
Negotiations (union,
benefit rate etc.) Reporting
Historical reports
How Self Service Has Changed Work at MIT

Self Service has:

Replaced Laborious, PaperIntensive 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, Departments, Labs, Departments, Labs,
Employee
and Centers and Centers and Centers

Online Forms SAP GUI Self Service for

Employee Self
Employment Chair Appointments; Administrators (Web) Service (Web)
Transactions Annual Salary Review Biographical data Benefits, Training, Tuition
Assistance and
Biographical data
HR-Payroll Service

U p d i me
Center

ate
lt
Rea
e
ltim
SAP GUI Rea ate
Keys data from upd
Employment External Partners
Transaction forms
Fidelity 401(k)
SAP Periodic
Health and Welfare Benefit
Carriers
System of record feeds
Telephone Directory
Publisher

Nightly
Feed

HR Reporting

Government reports, MIT Data Departments, Labs

audits and surveys Warehouse and Centers
Negotiations (union,
benefit rate etc.) Reporting
Historical reports
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,
Departments, Labs, Departments, Employee
and Centers
and Centers Labs, and Centers
Employee Self
Online Forms Self Service for Service (Web)
Employment SAP GUI Administrators Benefits, Training and
Transactions Chair Appointments; (Web) Biographical data
Annual Salary Biographical data
Review Training reports
HR-Payroll Service
Center im
e
e alt te

Up ltime
R da
up

te
SAP GUI

da
a
Re
Keys data from
Employment External Partners
Transaction forms
Fidelity 401(k)
SAP Periodic
Health and Welfare Benefit
Carriers
System of record feeds
Telephone Directory
Publisher

Nightly
Feed

HR Reporting

Government reports, MIT Data Departments, Labs

audits and surveys Warehouse and Centers
Negotiations (union,
benefit rate etc.) Reporting
Historical reports
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
1500
Users July
August
September
1000 October
November
December

500

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Usage of Training &Usage:
SAPwebSS Events and
Training & Benefits Benefits Tabs
Transactions

2500
on ESS, by Transaction & Month

2000
Unique Users

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, PaperIntensive 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 non-
exempt staff
Salary distribution for non-exempt staff
Questions?