Agenda

Welcome back, brief updates, review of agenda and desired outcomes

Report on Stakeholder interviews

Comments on "Current Map"

Comments on "Future Map"

Developing recommendations in small work groups

1. Updating of future map based on stakeholder discussions

2. What do we want to recommend regarding letters?

3. What do we want to recommend regarding authorizations?

4. Other policy implications?

5. Terminations

Report out and affirm

Input to final report- Identify bullets for each section.

Input to presentation- Who wants to participate?

Review next steps

Evaluation of overall process

FLIPCHARTS:

Review of stakeholders information by two groups: current state and future state.

Current state-- themes and recommendations based on stakeholder meetings:

Update the text on the form from vacation carryover to vacation transfer.
Develop a system of notification when actions are completed and a method to notify initiator regarding the status of the action.
There is an absence of approvers in flow
Impact of category changes on Benefits Office.
Vacation balance transfers are problematic because of communication issues for both departments.
Resolve inconsistence in letters policy and communicate the policy to DLCs.
Some users are unclear regarding approval process additional training or online documentation is needed.

Future state-- themes and recommendations based on stakeholder meetings:

Flexible approval and authorization process for DLCs by pay category
Flag to alert initiator and others regarding bottlenecks with ability to trigger alert after a to be decided amount of time.
Ensure approval is obtained regarding pay occur prior to processing.
Need flexible way to attaché justification for transactions (back-up documentation)
New manager has access to incoming transfer employees non-confidential historical information including vacation balance.
All transaction forms are automatically populated with as much information as possible (from organization management, position management, and financial records) based on employees identification number.
SAP financial will intergrate with SAPHR and limit ability of users to initiate actions with invalid/expiring account numbers.
System will have letter templates in system populated with relevant information for DLCs to print out and give to employees.
Notification will also go to initiator in format suitable for forwarding to employees.
Ensure timely flow of information to other business groups (ie payroll and benefits)
Implement new SAP/Payroll system at a time appropriate for DLCs. Get community input on implementation schedule.
Limit free form data entry as much as possible through the use of pull down menus, validity checks, and auto-population.

Amendments to future state map:

Several boxes were reordered to allow the system to decrease the chance that errors could go live. The changes did not impact any of the actions that will occur.
Not explicitly assumption that the process starts after all the necessary approvals have been obtained.
Add International Scholar’s Office notification for subset of actions at box 9.
Position management as a source of data at box 1.
Box 2 add as appropriate/necessary based on action being taken and employment category.
With transfers there are two options:
Employee notifies administrator in soon-to-be-old department who then transfers the employee to the new department, or
new department can initiate. The team could not resolve the issue, and determined that it’s a policy issue regarding whether or not departments should have the ability to commander other department’s employees or whether or not they should have the ability to relocate their own employees into other departments. The group noted that the ultimate goal is for both departments to receive some type of notification that the employee is being transferred, for the action to be invisible to the employee, and that there may be technological limitations.
Modified annual plan (MAP) proposal to

1. Enter actual work dates instead of both pay dates and period of service dates.

2. Have system calculate MAP pay dates and salary.

3. Have system Determine all eligible jobs.

To ensure salary information is correct the team recommends the following:

1. Training

2. Clear and intuitive forms

3. Immediate confirmation message

4. Example

The team broke into two groups to develop a termination process and to resolve proposed future map issues. The termination process map is online, but further documentation is not available at this time. A team is currently being formed to address the issues surrounding terminations.

Future map issues included authorization and confirmation.

The team recommended the following:

Authorization should be handled by a system similar to the one in use by SAP financial module. The action and the category of the employee will determine the level of authority necessary to approve the action, each initiator will have a profile with their level of authority and the individuals who must approve actions which they cannot approve. The workflow in the system will automatically move the action from the initiator through subsequent authorizers until it reaches the SAP system.

Confirmation should be both email based and system based. Status confirmations for initiators should be in the system and sent via email. Employee confirmation can be done through forwarding the email or through letters that reside in the SAP HR system. Initiators of actions, having received confirmation from the system and/or email, will be able to print letters when required from the system. The system should contain easily accessible, pre-formatted, letters that users can print for employees. Users will be strongly encouraged to use the within system template letters to minimize the liability risk to MIT. If formatting deviations are required, the DLC will be require to handle the letters using as much of the text as possible. Templates will be populated with up-to-date information based on the transaction. The templates should cover significant employment changes including transfers, offers letters, increases in salary, etc. Tenure letters will continue to be handled through HR.

The team developed a list of bullet items for the report regarding implementation issues, organizational issues and policy issues. Most of them are pulled from the information above.

Implementation issues

Limit free form entry possibilities – reduce keying errors
There are two possible ways to handle departmental transfers
Notification to all pertinent organizations for each type of transaction
Action initiator has templates in system for either electronic or paper notification
Simplify and automate the MAP system including entering actual work period and having the system calculate pay dates.
Implementation timing and input from community
Employees access to information
Establishing flags, and sort criteria
Process for automatically populating letters and the types of letters required
Chain of information
Special certificates

Organizational issues

Decentralize letters
Authorization chain for type of transaction
Implementation timing and input from community
Training requirements and realization that there are novice users
Should new managers have the ability to obtain non-confidential information on transfer employees?
Dealing with perception of new = more work: a temporary phase.

Policy issues

The MIT transfer policy needs to be clarified and communicated to the community
RE date of transfer if employee takes a vacation between jobs.
Should certain actions require paper letter versus email
We need to develop a method to handle casual employees (voucher/temp).

Parking and Homework*due by October 24, 2001:

Send comments regarding temps and voucher employees to the soon to be formed, casual employee team.	HW/DB
HRO will offer to discuss authorization process using ECTF with Laura Capone	BC
Meet with International Scholar’s Office regarding impact on their group	EG
Review with Jennifer Kratochwill regarding the location of the feed to position management	KF, CD
Will medical use ECTF form	BC
Finish outstanding stakeholder meetings or contact Heather and Diane to find a replacement.	team members
Presentation run through with stakeholders	HW, DB
Team notification of Design Review Meeting date/time	HW/DB

*Homework is due by October 24, 2001

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