HR Payroll Project

Appointments & Employment Transactions Scope Statement

A. Team Membership

Deb Gratto (sponsor)	Human Resources	dgratto@mit.edu	452-3694
Kim Anton	Student Life	kimanton@MIT.EDU	253-5533
Diane Bono (Co-Leader)	Human Resources	dbono1@msn.com	508/634-3327
Brian Chenery	Human Resources	chenery@MIT.EDU	452-3700
Francine Crystal (Facilitator)	Organizational Development	fcrystal@mit.edu	258-9661
Cindy DeSimone	HR-Payroll Project	cindyo@mit.edu	452-4060
Kathleen Flynn	HR-Payroll Project	kflynn@mit.edu	258-7646
Esther Greaves	Human Resources	estherg@mit.edu	253-4255
Kathy Lalor	Payroll	kathie@mit.edu	253-3869
Linda Lancaster	Controller's Office	lindal@MIT.EDU	253-1586
Sandra Manassa	Audit	smanassa@mit.edu	253-9807
Mary Markel Lianne Shields	Human Resources	markel@MIT.EDU lshields@MIT.EDU	253-1594 253-8381
Beth Ogar	Resource Development	eogar@MIT.EDU	253-0954
Evelyn Perez	Office of the Provost	elp@mit.edu	253-6715
Erminia Piccinonno	Chemical Engineering/Material Science Engineering	erminia@MIT.EDU	253-4563
Michael Richards	EAPS	mjr@mit.edu	253-5184
Marge Tyler	Sloan	mltyler@MIT.EDU	253-2865
Heather Williams (Co-Leader)	Physics	heatherg@mit.edu	253-4804

B. Justification

Starting 7/1/02, all Campus and Lincoln Laboratory employee and appointment data currently stored in the legacy systems will be maintained in SAP. Due to the current centralized systems and a variety of employment categories, employment and appointment changes are handled in many different ways. However, with the implementation of SAP, there will be an opportunity to standardize and streamline how work is done both in HR and in the Departments, Labs, and Centers in the shared SAP system.

C. Description

The team will create process maps that document current methods of processing status changes - both academic and non-academic - including transfers, changes in appointments, reappointments, changes in FTE, salary increases, promotions, terminations, and letters. In the process of capturing the current state, the team will identify similarities and differences in academic and non-academic processes and measure and document timing of these processes. Once this has been completed, the team will identify the future state and develop maps describing these processes in the new decentralized SAP system. In addition, the members of our team from Lincoln Laboratory may have unique processes and exceptions when mapping both current and future processes. We may all learn from each other’s ideas and processes. Access and authorization issues will be determined and evaluated in conjunction with other teams. Any policy and organizational issues must be addressed as well and most likely will also require collaboration with other teams.

D. Coordination with Other Process Teams

There will need to be significant coordination between the work of this process team and others. The Position Management Team will be responsible for documenting the process of systematically creating and maintaining positions including changes to initial assignment, changing hours and/or FTE. The Job and Position Classification Process Team will be responsible for ensuring that the use of SAP Jobs and SAP Positions complies with the appropriate standards and categories. This team will also be responsible for creating the process of how dialogue between managers and HR occurs to determine salary increases. The New Hire through Orientation Team will propose an efficient new hire process for all employment categories. The work of the Appointments and Employment Transactions team will have a close relationship with this team.

E. Deliverables

1. Create current and future process maps

2. Design a clear and consistent method for processing various employment and appointment status changes (transfers, change in FTE, salary increases, promotions, reappointments, and terminations) for all employment categories and confirming that those changes have been made

3. Develop recommendations for Campus and Lincoln Laboratory which may have some differences

4. Identify any policy and organizational issues

F. Important Dates:

Meeting	Date	Pre-Meeting Info.	Post Meeting Info.	Printable Documents
Team Kick-Off	June 12, 2001	Scope Statement (above document)	Kick Off Notes
First Full Day Meeting	July 10, 2001 10 AM – 4 PM Bldg 26-110	The Appointment Process Team Notes	Minutes Transaction/Category Grid Faculty Map Other Academic Map	Minutes Transaction/Category Grid Faculty Map Other Academic Map
Second Full Day Meeting	August 16, 2001 9:30 AM – 4:30 PM Bldg 26-110	Action Items/Parking from 7/10/01 meeting	Minutes Proposed Future State Map Non-Academic Interim Map Stakeholders SAP Org Chart SAP Definitions Stakeholder Agenda Stakeholder Interview Form	Action Items Minutes Proposed Future state Map Non-Academic Interim Map Stakeholders SAP Org Chart SAP Definitions Stakeholder Agenda
Third Full Day Meeting	October 10, 2001 9:30 AM – 4 PM	Proposed Future State Map Non-Academic Interim Map Stakeholders SAP Org Chart Stakeholder Agenda Stakeholder Interview Form	Minutes Updated minutes from 8/16/01 Termination Map Stakeholder Results (unedited)	Minutes Updated minutes from 8/16/01 Termination Map Stakeholder Results (unedited)
Next Steps	Due December 10, 2001		Draft Report	Draft Report
	Due December 7, 2001	Prioritized Recommendations	Form for Submission

Email Team Leaders

Email HRAET Team