human capital management implementation project …€¦ · b. serves as the basis for defining the...

Human Capital Management

Implementation

Time and Labor

Project Sign-Off

Saturday, February 11, 2017

(c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.

1

Table of Contents

i

1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DIAGRAM PROVIDING “THE BIG PICTURE”

PURPOSE A. Presents key modules, processes and interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,

development, configuration and implementation processes PRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS

PURPOSE A. Defines scope of the core implementation, based on the related business process and practitioner community

B. Serves as a “common denominator” for design, development, testing and training documentation

PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams – Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A. Confirms touchpoints and “hand-offs” within a business process B. Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY

PURPOSE A. Presents changes to business policies and procedures, resulting from the implementation

B. Serves as the basis for the communication plan, “delta training” and other change management initiatives

PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training Teams

2

Table of Contents

ii

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY

PURPOSE A. Outlines issues which impact design, development, projectscope and go-live dates

B. Presents potential solutions and documents the approachrecommended by the project team

C. Serves as the basis for issue discussion and resolutionD. Tracks the status of items transitioned to HR, Fiscal Affairs and

the Steering CommitteePRIMARY USERS Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE A. Lists major tasks within a business process and denotes the taskpractitioner

B. Serves as the basis for defining the scope of user acceptancetesting and practitioner training

C. Links major tasks and business processes to security roles anduser groups (SSC, ITS, Institution, USO, etc.)

D. Defines the audience for communication initiativesE. Serves as the basis for user acceptance testing

PRIMARY USERS Practitioners, Communication Team, Training Team, Security andWorkflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A. Defines scope of the implementation, based on the relatedbusiness process

B. Serves as a “common denominator” for design, development,testing and training documentation

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners

3

Table of Contents

iii

8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

PURPOSE A. Identifies custom tables, pages, interfaces and other objectsrequired to fulfill approved business requirements for eachrelated business process

B. Serves as a “common denominator” between the requirementsgathering and design/development efforts

C. Groups different types of modification elements (tables, pages,etc.) for ease of migration

PRIMARY USERS Implementation Teams, ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION

PURPOSE A. Presents an integrated view of the requirements gathering anddesign/development efforts

B. Associates custom development with an approved businessrequirement [NOTE: This report presents the same informationas 7-HCM Business Requirements (HCM-004-REQ) where customdevelopment is required].

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

APPENDIX – Job Aids

4

Commitment Accounting

Elapsed Time Entry

Mass Time Update

Punch Time Entry

KABA BCOMM SYSTEM

Human ResourcesPayroll for

North America Enrollment &

Eligibility

ChartFields

Earning Codes

Web Clock Entry

BioMetricTime Entry

Magnetic Swipe & Bar Code

Key Pad Time Entry

RFIDTime Entry

Rapid Time Entry

WorkSchedules

CompensatoryTime & Deferred

Holiday

BalancingReports

Ad HocReports

All Employees

Absence Requests

Absence Management

Time and Labor

Pending Decisions:

1. STD Hours & Paygroups: XXH vs XXC?2. STD Hours & Paygroups: XXF vs XXP?

AMTL000 – Time and Absence Inputs & Outputs

Time and Labor RulesApproval

ComplianceReports

5

AMTL001 - AM, TL, PY Integration OverviewB

OR

_AB

S_A

DM

IN/

BO

R_A

BS_

AD

MIN

_SSC

BO

R_T

L_A

PP

RO

VER

/ B

OR

_TL_

AD

MIN

/ B

OR

_TL_

AD

MIN

_SSC

BO

R_P

Y_A

NA

LYST

_SSC

BO

R_E

MP

LOYE

E/

BO

R_T

L_A

PPR

OV

EROneUSG last revised: 05.04.2016

Approve Absence in MSS

Finalize Absence Requests

Load Absences to Time and Labor

Calculate Absences

Report Absences &Report Time

Run Time Admin to Create Payable

Time

Approve Payable Time

Create Pay Sheets

Load TL Payable Time

Calculate Payroll Confirm Payroll

Generate Pay Checks and

Direct Deposit File

End

6

HCM Business Process ListingHCM-003-BPR

Time and Labor

Process Name Tracking Only?

AMTL000 - Time and Absence Inputs & Outputs Yes

AMTL001 - AM, TL, PY Integration Yes

AMTL002 - AM, TL, PY Data Flow Yes

AMTL003 - Time and Absence Approval Illustration Yes

AMTL004 - Time and Absence Process Calendar Yes

TL001 - High-Level Time and Labor Flow No

TL002 - Enroll Time Reporter No

TL004 - Report Mass Time (Group) No

TL005 - Prior Period Adjustment No

TL006 - Manage Schedules No

TL007 - Time Administration Process No

TL008 - Setup Configuration Yes

TL009 - TL Post Approval Compliance No

TL010 - Manage Exceptions No

TL011 - Deferred Holiday No

TL012 - WorkFlow (AWE) Request and Time Approval Process No

TL012 - WorkFlow (AWE) Request and Time Approval Process Yes

TL015 - Approval Notification No

TL016 - Evaluate Payable Time Yes

TL017 - Approve Payable Time Yes

TL018 - Time and Absence Inputs & Outputs Yes

TL500 - Administer Time and Labor Security Yes

TL600 - AdHoc Reporting Yes

TL999 - Data Conversion Yes

Saturday, February 11, 2017 Page 1 of 29

HCM Business Process ListingHCM-003-BPR

End of Report


TL001 - Time and Labor High-Level Process FlowB

OR

_EM

PLO

YE

EB

OR

_HR

_AN

ALY

ST

BO

R_T

L_A

PPR

OV

ERB

OR

_TL_

AD

MIN

BO

R_

TL_

AD

MIN

_SS

C

OneUSG last revised: 03.29.2016

Resolve Exceptions or Correct Time

Report & Submit

Time

Manage Schedules

Review Work Sched

Maintain Time Reporter Data

Run Time Admin

ApproveTime

Employee Data Transaction

Corrections or Exceptions?

Review Payable Time

Auto EnrollTime

Reporter

TL005Prior Pd

Prior Period Adjustment?

No

Yes

Generate TL to PY

Balance Reports

AM003Rqst Reg

Yes No

TL009Post Apv

End

11

TL002 – Enroll and/or Update Time ReporterB

OR

_HR

_AN

ALY

STB

OR

_AU

TO

MA

TIO

N/

BO

R_T

L_A

DM

IN


Employee Data Transaction

TL Record Exists?

No

Enroll in Time &

Labor Per Matrix

Yes

Update TL Record

Need Comp Time Plan?

Yes

Enroll in Comp Time

Plans

No

Set Default Work

Schedule

Set Default User

Options

Std Hours Change?

Yes

Changes Needed?

Yes

No

End No

Company Pay Group Empl Type Reg/Temp Reports To

12

TL006 - Manage SchedulesB

OR

_EM

PLO

YEE

BO

R_

TL_A

PPR

OV

ERB

OR

_TL_

AD

MIN

_SSC

BO

R_T

L_A

DM

IN


Override Needed?

Yes

Review Available Schedules

Schedule Exists?

Yes End

No

Notify Time Administrator

Request Schedule

Create Schedule

Assign Schedule

No

Review Assigned Work

Schedule

13

TL003a - Time EntryB

OR

_EM

PLO

YEE

/ B

OR

TL

AP

PR

OV

ERB

OR

_TL_

AD

MIN

_SSC

BO

R_T

L_A

DM

IN


Enter Time

Run Time Administration

Prior Period Adjustment?

Yes

TL005Prior Pd

TL011Def HOL

TL012TL012

WrkFlow

TL013Kaba

Web Clock

Time Sheet Punch

Time Sheet

Elasped

No

Campus Closure / Inclement

Weather, etc

Group Time Entry

Exempt, Non Exemp, Mass

Non Exempt

TL004Mass Time

MassExempt & Non Exempt

SubmitReported

Time

AM003aReg Abs

Exempt

Multi Job Or Dual EE?

Select Appropriate Time Sheet

Yes

No

14

TL005 – Prior Period AdjustmentsB

OR

_EM

PLO

YEE

BO

R_I

_TL_

APP

RO

VER

BO

R_T

L_A

DM

IN_S

SCB

OR

_TL_

AD

MIN


PPA Identified

Adjustment Within 28 Days?

YesEnter Adjusted

Time

No

Submit Adjustment to

TL Administrator

No

Enter Adjusted Time

Run Time Admin

Review Payable Time

Exceptions or Corrections?

No

Adjust Reported Time/Clear Exception


NoTL003

Rpt Time

AM008Off cycle

TL003Rpt Time

Off Cycle? YesPY005

Off-Cycle

TL009Post TL

Yes

Changes Needed?

Yes No

Allow Exceptions

A

A

Crosses Calendar

Year?Yes

Submit Time Adjustment to

SSC

SSC RePaymt

AM003Rqst Reg

15

TL011 – Deferred HolidayB

OR

_EM

PLO

YEE

BO

R_T

L_A

PP

RO

VER

BO

R_T

L_A

DM

IN_S

SC


Work Performed on Scheduled

Holiday

Regular Hours Reported on

Timecard

Defer Holiday Eligible?

Yes

Apply Deferred Holiday TRC

No

Run Time Admin

TL003Rpt Time

Send DFH Hours to

AM

Absence Processing

End

Request Holiday Deferral

16

TL004 – Mass Time/ Report Time for GroupB

OR

_TL_

AP

PR

OV

ERB

OR

_TL_

AD

MIN

_SSC

BO

R_T

L_A

DM

IN


Report Mass, Group, or Rapid

Time Entry

Run Time Admin

Review Payable Time


Yes


Yes


Changes Needed?

Allow Exception

No

No

Mass Time Event

TL003Rpt Time

17

TL010 – Manage ExceptionsB

OR

_TL_

AP

PR

OV

ERB

OR

_TL_

AD

MIN

OneUSG Revised: 01.31.2017

Exceptions Identified

Run Time Admin

Changes Needed?

Yes


No

Allow Exception?

Yes

Review Payable Time

Exceptions Exist?

Yes No End

No

18

TL007 - Time Administration ProcessB

OR

_TL_

AD

MIN

_SSC


Run Time Administration

Use TR_STATUS to Determine Time

Reporters to Process

Combine Employees into WORKGROUP

Batches

Clear Prior EXCEPTIONS that

were Resolved

Apply WORKGROUP Rules

Convert PUNCH Time to ELAPSED

Reconcile Reported Time to SCHEDULE

Apply ROUNDING Rules & Estimated

Gross

Publish Current EXCEPTIONS

Create PAYABLE

TIME

Update Employee TR_STATUS Flag

End

20

TL016 – Evaluate Payable TimeB

OR

_EM

PLO

YEE

/ B

OR

_TL_

AP

PR

OV

ERB

OR

_TL_

AP

PR

OV

ERB

OR

_TL_

AD

MIN

_SSC


Correct Reported Time

StartRun Time

Admin

Review Payable Time

AM015Proc AM

Time Corrections / Exceptions?

All Time Reported or Pd

Ended?

Yes

No

Update Timecard Hours?

Update Reported Hours

No

Yes

NoTL017

ApproveYes

23

TL015 – TL Approval NotificationB

OR

_HR

_AN

ALY

STB

OR

_TL_

AD

MIN


Verify Manager Email Addresses

Missing Addresses?

Yes

Update Missing Manager Email

Address(es)

Initiate T/C Approval Proc

Unapproved Time Exists?

Generate Notification

Email for Unapproved T/C

Route Notifications to all Managers w/Unapproved T/C

Yes

Approval Deadline Reached?

No Yes

Evaluate T/C Approval Status

No

All Payable Time

Approved?

Unapproved Exported to

Approval Compliance

No

TL009Post Apv

Yes

End

Group Time Approval

TL003Rpt Time

No

24

TL017 – Approve Time & Load To PayrollB

OR

_TL_

AP

PR

OV

ERB

OR

_TL_

AD

MIN

BO

R_T

L_A

DM

IN_S

SC


Run Time Admin

Review Payable Time


YesTL-PY Load Time Balances Report

Time Ready for Load?

Yes

YesChanges Needed?

YesAdjust Reported

Time/Clear Exception

PY002On Cycle

No

All Payable Time

Approved?

No

Load to Approval

Compliance Process

TL009Post TL


Allow ExceptionYes

Force Finalize Time Approval

AM008Off Cycle

AM005Proc Ext

AM003Rqst Reg

A

A

TL004Rpt Mass

TL005Prior Pd

TL015TL Notif

AM015Proc REG Has

Approval Prd Ended?

No B

No

B

Run The Time and Labor Lock

Down

No

25

Absence, Time, & Payroll Integration

26

Time and Absence High-Level Process Calendar

TL

We

eks

1 &

2

Eva

luat

e P

ayab

le T

ime

Pre

-Pa

yro

ll P

roce

ss

(Th

urs

da

y)P

re-P

ayr

oll

Pro

cess

D

ay

1 (

Frid

ay)

Pa

yro

ll P

roce

ss

Da

y 2

(M

on

da

y)P

ost

Ap

pro

val

Pro

cess

Da

y 3

(T

ues

da

y +

)

OneUSG Revised: 07.19.2016

Enter Reported

Hours

Run Time Admin

Review Payable Time

Review & Correct

Exceptions

Update Reported

Hours

Confirm Approver Email List

Send Email to All Pay Period

Approvers

ID Apvrs w/unapproved

Absences

Send Email Reminder to Approvers

Finalize Approved Absences

Load Absences to

Payable Time

Run Time Admin

Continue Evaluation of Payable Time

ID Apvrs w/unapproved Time Cards

Send Email Reminder to Approvers

Finalize Time Approvals

Balance Time Data

Load Time To Pay Sheets

Copy Unapprvd Time to

Compliance System

Approval Deadline

11AM

Identify Approvers w/Unapproved Timecards

Generate Approval

Compliance Audit Reports

Notify Non Compliant Approvers

Approve Time in Compliance

System

Document Any Time

Adjustments Needed

Enter Documented Prior Period

Adjustments in PROD

Validate That All Time Has Been

Approved

Continue Evaluate

Payable Time

Approve Time

Absence Off-Cycle

Requests

Time and Labor Lock

27

TL009 - Approval Compliance Process

BO

R_T

L_A

DM

INB

OR

_TL_

AP

PR

OV

ER


Identify Unapproved

Timecard Approvers

Notify Time Approvers

Approve Payable Time in Compliance

Component

End

Time Adjmts Needed?

TL005Prior PdYes

No

Initiate Clone of Unapproved Payable Time

Update the Employee s

Timesheet w/ Corrections

TL017Apv Time

Generate Approval Compliance Audit

Reports

28

TL012b – Time and Labor Manager Approval IllustrationB

OR

_EM

PLO

YEE

EMP

LOY

EE_D

ATA

Date Revised: 7/11/2016

HR Employee /Time Reporter /

TL_ADMIN

Position Data Time Reporter Data

Reports ToManager

TL ApproverBoth Have

Approval & DelegationCapability

Approval DelegationCapability

ABS_ADMIN_SSC

Extended Absence Approver

29

TL014 – KABA Third Party Integration

TIM

E A

ND

LA

BO

RK

aba

Wo

rkfo

rce

Solu

tio

nsT

ime

Clo

cks


PeopleSoftTime and Labor

B-COMM Integration Engine

B-COMM Business Logic

Punch Time Time Off Requests

B-COMMDatabase

Time Clock TL Punches & AM Requests

IntegrationBroker

IntegrationBroker

BioMetric Template

Data

30

TL013 – KABA Time EntryB

OR

_EM

PLO

YE

ETI

MEC

LOC

KB

-CO

MM

- K

AB

ATL

& A

M


Enter/Re-enter Credentials

Key Pad, RFID, Mag Stripe, Bar

Code or Bio Metric Media

Select Action:(IN, MEAL, OUT, TRF, ABS RQST)

Re-Enter?Credentials

Valid?

Display Employee

Transaction Options

Validate Action Against Time Entry Rules

Valid Transaction?End

Record Employee Timeclock

Action

TL003Rpt Time

AM003aRqst REG

Yes

No Yes

Yes

Evaluate Error Message

No

No

Push Data To OneUSG

Integration Broker

31

HCM Business Process Fact SheetHCM-002-BPR

Time and Labor

AMTL000 - Time and Absence Inputs & OutputsBusiness Process:

Functionality Changes:

Ownership Changes:

Issues Not Addressed:

Issues Addressed:

Policy Changes:

Business Procedures Impacted:

Conversion Approach:

Historical Data Approach:

New Forms:

New Approvals:



Time and Labor

AMTL001 - AM, TL, PY IntegrationBusiness Process:


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



Time and Labor

AMTL002 - AM, TL, PY Data FlowBusiness Process:


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



Time and Labor

AMTL003 - Time and Absence Approval IllustrationBusiness Process:


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



Time and Labor

AMTL004 - Time and Absence Process CalendarBusiness Process:


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



Time and Labor

TL001 - High-Level Time and Labor FlowBusiness Process:

1. Time and Labor impacts all employees under oneusg.2. Work schedules are required for all employees and act as thefoundation for employee time tracking.3. New functionality includes direct, real-time integration with Job Dataautomatic enrollment into Time and Labor & Absence Management4. Time Reporter Profile history will be available.


1. NoneOwnership Changes:

1. NoneIssues Not Addressed:

1. Java issues will be eliminated.2. Time delay between job data and time reporter access will beeliminated.

Issues Addressed:

1. Timesheet approval policy has been revised to include manadoryapprovals for all employees payable time. (NEED POLICY NBR)

Policy Changes:

1.HRAP has been revised to allow institutions to follow progressivediscipline policies to encourage compliance with time approval policy.(NEED policy number)


1. NoneConversion Approach:

1. NoneHistorical Data Approach:

1. NoneNew Forms:

1. NoneNew Approvals:



Time and Labor

TL002 - Enroll Time ReporterBusiness Process:

1. In the current environment, Time & Labor access is granted for new users as a nightly batch process.2. Within oneusg, new Time Reporters will have immediate access to their timesheet.




1. The current system does not provide a real-time solution for eTime enrollment. Access to the eTime environment was granted via nightly batch process. This issue will be eliminated with real-time integration between job data and time reporter data.

Issues Addressed:

1. None.Policy Changes:

1. None.Business Procedures Impacted:

1. The conversion process will create Time Reporter records based on a matrix of Job Data elements cross referenced with Time and Labor profile data elements.


1. Employee profile history data does not exist in the current system. The Time and Labor employee profile history data will be built moving forth as new transactions are processed.


1. None.New Forms:

1. None.New Approvals:



Time and Labor

TL004 - Report Mass Time (Group) Business Process:

1. In the current system practitioners perform mass time entry byperforming group edits, selecting the group of employees to edit andentering the time.2. In oneusg the Mass Time Reporting feature will be used to save timeand keystrokes when reporting time.




1. NoneIssues Addressed:

1. NonePolicy Changes:

1. NoneBusiness Procedures Impacted:



1. NoneNew Forms:




Time and Labor

TL005 - Prior Period AdjustmentBusiness Process:

1. Currently all historical edits are completed by payroll practitioners.2. In the onuesg system these transactions are indicated as prior periodadjustments.3. Adjustments within 28 days of the current date will be updated by theTime Approvers.4. Adjustments greater than 28 days from the current date will beprocessed by institutional practitioners.5. Prior Period Adjustments will be visible on the employee timesheetand any net offsets will be visible under payable time.


1. Time Approvers will process prior period adjustments within 28 daysof the current date.2. Payroll practitioners will process prior period adjustments for 364 daysprior to the current date as long as the prior period adjustment does notcross a calendar year.3. The Shared Services practtioners will process prior periodadjustments crossing a calendar year.

Ownership Changes:







1. NoneNew Forms:




Time and Labor

TL006 - Manage SchedulesBusiness Process:

1. Currently, schedules are assigned manually by payroll practitioners. Inthe oneusg system, default schedules will be assigned automatically toall employees based on standard hours.2. Managers will be able to maintain or change the default employeeschedules.


1. Schedules will continue to be created centrally, maintained by oneusg.2. Managers will be able to maintain or update employee schedules asneeded based on availablitliy.3. Institution practitioners will submit requests to Shared Services Centerfor schedule creation.

Ownership Changes:







1. NoneNew Forms:




Time and Labor

TL007 - Time Administration ProcessBusiness Process:

1. In the currrent system time worked is sent from eTime to the payrollmodule through an export and import process run manually duringpayroll processing. In the oneusg system, Time Admin is the processthat converts reported hours to payable time within the system.2. Time Admin will run on a regular schedule and can be run ad hocwhere required.


1. Exports are currently run manually by the Shared Services Center. Inthe oneusg system, Time Adminstration will be scheduled to run twotimes a day.2. The Shared Services Center will have access to run Time Adminmanually as needed to convert reported time into payable time.

Ownership Changes:







1. NoneNew Forms:




Time and Labor

TL008 - Setup ConfigurationBusiness Process:

1. Not applicable. The TL Configuration Guide will detail the functionsand specifications for Time and Labor configuration.


1. Share Services Center will maintain all system configuration.Ownership Changes:







1. NoneNew Forms:




Time and Labor

TL009 - TL Post Approval ComplianceBusiness Process:

1. This is a new process for oneusg. The Post Time and Labor processprovides Time and Labor Admininstrators with a systematic approach tocapturing timesheet approvals after approval deadline has passed.


1. Ownership remains with the institution and will be assigned to theTime and Labor Administrator.

Ownership Changes:


1. Currently unapproved timesheets are either not followed up formanager approval or done outside of the system.

Issues Addressed:

1. Timesheet approval policy has been revised to include manadoryapprovals for all employees payable time. (NEED POLICY NBR)

Policy Changes:

1. BPM has been revised to allow institutions to follow progressivediscipline policies to encourage compliance with time approval policy.(NEED BPM NBR)




1. NoneNew Forms:




Time and Labor

TL010 - Manage ExceptionsBusiness Process:

1. The current system identifies exceptions through the use of color coded borders around fields on an employee's timecard; the only exception required to be corrected is a missed punch, all others are warnings for information only.2. In the oneusg system, exceptions are generated during the Time Admin process as the reported time is validated against the defined rules. Each exception has an associated severity level and must be either resolved or allowed in order for associated reported time to become payable time.









1. NoneNew Forms:




Time and Labor

TL011 - Deferred HolidayBusiness Process:

1. Functionality changes from manual Excel or other tracking process toonline mangement.2. Employees will only be able to accrue a maximum of 40 hours ofdeferred holiday. Deferred holiday balances will be paid out at the endof the calendar year if the employee does not use these hours forabsences before the end of the year.




1. Not all institutions follow the policy that allows for non-exemptemployees to defer holidays.

Issues Addressed:


N/A Lynn Hobbs - BPM?


1. No legacy deferred holiday balances will be brought forward.Conversion Approach:


1. This will be tracked in Time and Labor & Absence Management.New Forms:

1. The Time Approver will add the deferred holiday as a Time ReportingCode on an employee's timesheet.

New Approvals:



Time and Labor

TL012 - WorkFlow (AWE) Request and Time Approval ProcessBusiness Process:

1. The time entry and approval processes are relatively unchanged.Employees will enter time via an online timesheet, web clock, or a timeclock. Managers and/or Time Approvers will review and approve time forpayment at the end of each pay period.2. Multiple job employees or joint employed employees will log in andselect which job (from a list) that they wish to report time for.


1. None.Ownership Changes:

1. The current system allows for managers and practitioners to transfertime to other departments as needed.


1. Segregation of duties issue is addressed with the new system. Underthe current system, practitoners must access the Job Employment page(an HR component) in order to update the supervisor ID (timecardapprover). Within Time and Labor, practitioners will access a TimeReporter Data page to update an employee's Time Approver information.

Issues Addressed:

1. Timesheet approval policy has been revised to include manadoryapprovals for all employee payable time. (NEED POLICY NBR)

Policy Changes:

1. The BPM has been enhanced to help enforce approval compliance, toallow institutions to follow progressive disciplinary policies for managerswho routinely fail to meet their time card approval obligations. (NEEDBPM NBR)


1. None.Conversion Approach:

1. None.Historical Data Approach:

1. None.New Forms:




Time and Labor

TL012 - WorkFlow (AWE) Request and Time Approval ProcessBusiness Process:

1. NoneFunctionality Changes:



1. A customization has been added to the system design to allow adesignated Time Approver, where requested, separate from theemployee's direct Manager. When utilized, both the Time Approver andManager will have access to employees' timesheets for approval. TheTime Approver will, however, receive email notices for approvals.

Issues Addressed:



1. The current system's Supervisor ID will be converted as the TimeApprover.



1. NoneNew Forms:




Time and Labor

TL015 - Approval NotificationBusiness Process:

1. Each pay period, the current system reminds employees to report andapprove their own timecard one (1) day prior to the approval deadline. Inthe oneusg system, employees will receive a notice if they have notsubmitted reported time. (Note: exempt employees will submit reportedtime that is populated from schedule)2. Each pay period, the current system identifies unapproved timecardsand messages the respective supervisor that approval is due. In theoneusg system, unapproved Payable Time will be identified; the systemwill notify time approvers that approval is due.


1. None.Ownership Changes:

1. Exempt employees are paid from job data. It has not been addressedhow employees who have not submitted time will be held acountablesince they will still be paid their respective salary.


1. This process eliminates the need for institutions to send manualreminder notices to employees and approvers regarding time reportingand approval deadlines.

Issues Addressed:





1. NoneNew Forms:




Time and Labor

TL016 - Evaluate Payable TimeBusiness Process:









1. NoneNew Forms:




Time and Labor

TL017 - Approve Payable TimeBusiness Process:









1. NoneNew Forms:




Time and Labor

TL018 - Time and Absence Inputs & OutputsBusiness Process:









1. NoneNew Forms:




Time and Labor

TL500 - Administer Time and Labor SecurityBusiness Process:

1. In the current system, security is based off of an employee's persontype, which allows access to different functions within time and labor.

2. In the oneusg system, each TL Approver is assigned a unique RowSecurity Permission list;

3. Row security permission lists define the set of data permissions forusers who are associated with a particular permission list, and is the linkto view a TL Approver's direct reports.

4. Dynamic Groups are used to group employees together for TimeManagement and Approval purposes.

5. TL Permission List Security profiles will be created to define TLApprover group access.

6. Dynamic Groups will automatically be added to TL Approver TLPermission List Profiles.


1. Time Administrators will be responsible for adhoc updates to TLApprover security profiles.

Ownership Changes:


1. In the current system, when a Job change initiated amanager/employee reporting change, Time Approver updates werehandled manually. In oneusg, Job changes will automatically update theemployee's appropriate TL Approver assignment.

Issues Addressed:



1. TL Permission List Security will be converted based on a matrix of TLApprover eligiblity values.



1. NoneNew Forms:




Time and Labor

TL600 - AdHoc ReportingBusiness Process:

1. In the current system, hyperfind queries are built to retrieveneeded;the criteria available to query is very limited.2. In the oneusg system when existing reports do not return the dataneeded, Queries and Ad Hoc Reports will be created.


1. Institution is able to create adhoc queries.Ownership Changes:


1. The oneusg query tool is much more useful than our current system.Issues Addressed:





1. NoneNew Forms:




Time and Labor

TL999 - Data ConversionBusiness Process:









1. NoneNew Forms:




End of Report


HCM Decision Point Fact SheetHCM-006-DPT

Time and Labor

ActiveDocument Status:

546 Issue: Joint Employment Time Reporting-

Final Decision:

Who should report time for employees under a Joint Employment agreement?

Since Time Reporter Codes (TRC) are tied to particular Earnings Codes the employee would be required to know whether or not his/her earnings are considered earnable compensation for retirement while recording time so the correct Earnings Code would be processed during payroll.

Document Details:

1. Assign JE employees to the normal USG TL Workgroups and Allowthe employee to report their own hours and instruct them regardingwhich TRC codes to select.

2. Create unique TL Workgroups for JE employees with theappropriate TRCs in each based on the employee eligibility.

Potential Solutions:

One to one setup and design of transactions and approvals. Recommendation:

75HRAP Impact:

BPM Impact:

Not Applicable

0.0 Not Applicable

1037 Issue: What are task groups?-

In Time and Labor, taskgroups are used to assign time reporting Task Profiles to time reporters who perform ad hoc work for other departments/areas.

Final Decision:

What are task groups?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1038 Issue: What is Time and Labor?-

Time and Labor is a module of the PeopleSoft Human Resources system where time worked is collected, approved and converted to payable time for payroll purposes.

Final Decision:

What is Time and Labor?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:



Time and Labor


1039 Issue: Will the new system allow for negative leave balances?-

Negative leave balances are not permitted per BOR Policy. HRAP clearly states negative leave balances are not allowed: http://www.usg.edu/hr/manual/annual_leave

Final Decision:

Will the new system allow for negative leave balances?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1040 Issue: If an employee is <100%, wil leave accrue at the same percentage?-

Yes, accrual rates are based on an employee’s FTE and length of service. BOR policy 8.2.7.1 http://www.usg.edu/policymanual/section8/C224/ details prorated accruals for eligible employees.

Final Decision:

If an employee is <100%, wil leave accrue at the same percentage?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1041 Issue: Will there be schedules to handle campus police's 12-hour days with no OT?-

Overtime is calculated based on a 40-hour workweek, thus 12hr days will not factor into OT until after weekly hours worked exceed 40.

Final Decision:

Will there be schedules to handle campus police's 12-hour days with no OT?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1042 Issue: If there are professors teaching at two institutions, will you be able to view their time at both institutions?

-

Employees who are party to a Joint Employment agreement will be configured as Multiple Jobs employees (Concurrent Jobs). Both jobs will be configured under their primary Company/Job record. Yes, the employee will have access to report hours to both timecards as needed. Managers who have approval responsibilities for a Joint Employment employee who work at a host institution will have access to approve the employee time within Time and Labor.

Final Decision:



Time and Labor


If there are professors teaching at two institutions, will you be able to view their time at both institutions?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1043 Issue: What type of schedules will be available?-

A set of core schedules will be configured based on current schedule definition within eTime. However, additional schedules can be created to match the needs of each institution.

Final Decision:

What type of schedules will be available?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1044 Issue: Is there a place to capture the standard hours worked for compliance with the ACA?-

All non-exempt employee worked hours will be captured within the Time and Labor module then fed to Payroll for processing and payment. Exempt employees subject to ACA will also report hours worked on their respective timecard. A rule will be written to transfer the hours worked into ACA hours to be included in payroll processing thus available for ACA reporting.

Final Decision:

Is there a place to capture the standard hours worked for compliance with the ACA?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1045 Issue: Why do we not record time as actual time versus rounding?-

Employees and/or managers will enter reported punch time into Time and Labor as actual clock time (i.e. 8:03 AM). The system will round time punches entered via the Online Web Clock or a Timeclock using a six (6) minute interval. For example, a punch at 8:03AM will round to 8:00AM; while a punch at 8:04AM will round to 8:06AM. This is the current PeopleSoft Time and Labor rounding configuration.

Final Decision:



Time and Labor


1045 Issue: Why do we not record time as actual time versus rounding?-

Employees and/or managers will enter reported punch time into Time and Labor as actual clock time (i.e. 8:03 AM). The system will round time punches entered via the Online Web Clock or a Timeclock using a six (6) minute interval. For example, a punch at 8:03AM will round to 8:00AM; while a punch at 8:04AM will round to 8:06AM. This is the current PeopleSoft Time and Labor rounding configuration.

Final Decision:

Why do we not record time as actual time versus rounding?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1046 Issue: How will time and appointments be recorded for the graduate students?-

Following BOR guidelines, all non-teaching ACA-eligible employees will record hours worked as Regular time. Part-time faculty and graduate teaching assistants may follow the BOR ACA matrix and the timecard will populate based on the employee’s schedule and teaching load.

Final Decision:

How will time and appointments be recorded for the graduate students?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1047 Issue: ACA - what will be the status of prior year retirees flowing to Equifax?-

Anyone who has been active since 10/01/2013 will be included in the files sent to Equifax. If they have retired since 10/01/2013, their status will be inactive.

Final Decision:

ACA - what will be the status of prior year retirees flowing to Equifax?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1048 Issue: Will hourly employees use time clocks?-

All employees will track time, but each institution will make the decision on whether to use a physical time clock. Other options including using the electronic time stamp available in PeopleSoft or just recording hours manually.

Final Decision:



Time and Labor


1048 Issue: Will hourly employees use time clocks?-

All employees will track time, but each institution will make the decision on whether to use a physical time clock. Other options including using the electronic time stamp available in PeopleSoft or just recording hours manually.

Final Decision:

Will hourly employees use time clocks?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1049 Issue: What methods will be used for employee time entry in OneUSG/PeopleSoft?-

The system is configured to default NON-EXEMPT employees to a Punch timesheet (i.e. IN/OUT times). EXEMPT employees will default to an Elapsed timesheet.However, the employee time entry method is an institution decision. The DRAFT BOR policy on Leave and Time Approval allows the institution to make the decision for each employee.Updates to the default set up will be managed by each institution’s payroll office and/or the SSC.Prior to each conversion, institutions will work with oneusg to configure employee profiles for the desired Time Reporting method (Punch or Elapsed).Reference: Punch Time = Employees uses Time Clock, Web Clock, or Punch Timesheet to enter IN/OUT times. (Example: 9:00AM IN; 5:00PM OUT)Elapsed Time = Employee uses the Elapsed Timesheet to input the number of worked hours each day. (Example: 8.0 hours M-F)

Final Decision:

What methods will be used for employee time entry in OneUSG/PeopleSoft?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1050 Issue: Can a manager deny an FMLA sick day request?-

FMLA Requests will be approved by the Leave Administrator and not the manager.

Final Decision:



Time and Labor


1050 Issue: Can a manager deny an FMLA sick day request?-

FMLA Requests will be approved by the Leave Administrator and not the manager.

Final Decision:

Can a manager deny an FMLA sick day request?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1051 Issue: Will managers be able to enter and change employee schedules?-

Yes, managers will have the ability to assign schedules for their employees.

Final Decision:

Will managers be able to enter and change employee schedules?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1052 Issue: What if you only need to be out sick for 1 hour?-

Employees may record time off requests in partial day/hour increments.Final Decision:

What if you only need to be out sick for 1 hour?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1053 Issue: Can the short term leave be cancelled after the dates have already passed?-

Leave requests may be cancelled beyond the actual requested date, however, a leave request may not be cancelled after the Absence period has closed (biweekly/monthly).

Final Decision:



Time and Labor


1053 Issue: Can the short term leave be cancelled after the dates have already passed?-

Leave requests may be cancelled beyond the actual requested date, however, a leave request may not be cancelled after the Absence period has closed (biweekly/monthly).

Final Decision:

Can the short term leave be cancelled after the dates have already passed?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1054 Issue: Will managers get an email telling them the time card is ready to approve?-

The currently business process for timecard approval notifications will continue. Personalize approval email notifications will not be configured within oneusg.

Final Decision:

Will managers get an email telling them the time card is ready to approve?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1055 Issue: Will each school have the option to approve a blanket approval for time?-

The current business process for timecard approvals will continue under oneusg.

Final Decision:

Will each school have the option to approve a blanket approval for time?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1056 Issue: Will Time and Labor be customized to show multiple jobs and also show total hours per job?-

The delivered Time and Labor timecard displays the total reported hours at the top of each individual timecard. Multiple Job employees will see the reported hours total at the top of each of their individual timecards.

Final Decision:



Time and Labor


1056 Issue: Will Time and Labor be customized to show multiple jobs and also show total hours per job?-

The delivered Time and Labor timecard displays the total reported hours at the top of each individual timecard. Multiple Job employees will see the reported hours total at the top of each of their individual timecards.

Final Decision:

Will Time and Labor be customized to show multiple jobs and also show total hours per job?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1057 Issue: Employees with multiple positions, will managers be able to see all hours recorded on the time card?

-

Multiple Job employees will select the appropriate timecard from the Report Time search page. Select options will be listed by employee record number and Job Title. Managers will have access to view all reported hours for all timecards for employee jobs that directly report to them for approval. A customization will be added during the implementation of Phase 2 that will summarize, at the top of all Multiple Job timecards, the total reported hours across all Multiple Job timecards.

Final Decision:

Employees with multiple positions, will managers be able to see all hours recorded on the time card?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1058 Issue: Will managers be required to approve employee time each week, or at the end of each pay period?

-

The time approval process will occur at the end of each biweekly and monthly pay period.

Final Decision:

Will managers be required to approve employee time each week, or at the end of each pay period?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:



Time and Labor


1059 Issue: Will all hourly employees need to use time clocks or is this for the schools that currently use them?

-

All employees will track time, but each institution will make the decision on whether to use a physical time clock. Other options include using the electronic time stamp available in PeopleSoft or just recording hours manually.

Final Decision:

Will all hourly employees need to use time clocks or is this for the schools that currently use them?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1060 Issue: Can the time card view default to a 2-week pay period for bi-weeklies and month for monthly employees?

-

Employee timecards will default to a weekly view in accordance with our FLSA period calendar (SUN - SAT). Employees may utilize the previous week and next week buttons to view additional weekly periods.

Final Decision:

Can the time card view default to a 2-week pay period for bi-weeklies and month for monthly employees?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1067 Issue: Will all hourly employees need to use time clocks or is this for the schools that currently use them?

-

All employees will track time, but each institution will make the decision on whether to use a physical time clock. Other options include using the electronic time stamp available in PeopleSoft or just recording hours manually.

Final Decision:

Will all hourly employees need to use time clocks or is this for the schools that currently use them?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

CompleteDocument Status:

28 Issue: TL Page Personalization Settings-



Time and Labor


Final Decision:

Will we allow managers the ability to change the "look" of their pages in T&L? or centrally approved.

Document Details:

Personalization Options:General Options - Switch between Classic and Fluid view Regional Options - Calendar, date, and clock displaySystem Messages - Activate/deactivate "Save" warningNavigation - Activate Tab Over functions; choose drop down menu sort order; whether to open a new browser window.1. Allow managers to personalize the look of their PeopleSoft views.2. Don't allow managers to personalize the look of their PeopleSoft views.


Managers should be allowed to personalize the way specific information displays within their view of the application. No impact to system processing!

Recommendation:

75HRAP Impact:

BPM Impact:

Not Applicable

0.0 Not Applicable

49 Issue: Lock Down Time Sheets-

Final Decision:

Define the process for executing the time sheet lock out step in order to prevent employees from updating time while Payroll is processing.

Document Details:

PeopleSoft 9.2 delivers a Time Card Lock Down feature that can be used to prevent updates to a time reporting period while Payroll is being processed.


The Institutions will incorporate the Time Card Lock Down step into the current processing cycle as appropriate.

Recommendation:

73HRAP Impact:

BPM Impact:

Other / New Policy

0.0 Not Applicable

230 Issue: Call Back Pay-

Final Decision:

Document Details:

See draft policyPotential Solutions:

Recommendation:

2HRAP Impact:

BPM Impact:

Emergency Call Back Pay and Variant Pay

5.0 Payroll

253 Issue: Time and Labor Installation Option-

Final Decision:



Time and Labor


253 Issue: Time and Labor Installation Option-

Final Decision:

The Time and Labor installation options below dictate whether users are allowed to make pay sheet changes to TL Data once the Load process has completed. Selection of these options will prevent pay sheet changes to TL Data from being fed back to TL during TL Distribution.

Change Final CheckChange Online CheckChange Reversal AdjustmentPayroll Calculation uses the Load in Preliminary Calculation value below to determine whether to load new available time. If selected, the system will load all valid available time to the new pay sheets, including new available time each time the Calculation process is run. If not selected, new available time will not load to pay sheets.Load in Preliminary Calculation

The current USG Business Procedure is to finalize all labor hours and load all employee hours once, using the delivered on demand load process.Users strongly favor continuation of this practice because it allows the Payroll team to maintain audit control of the data that gets loaded from Time and Labor into the Payroll Cycle.

Document Details:


Set the check box flags to ‘No’ for the following: Change Reversal Adjustment

Load in Preliminary Calculation

Allowing the system to automatically determine when and which labor hours are loaded throughout the Pay Cycle was not favorable.

Recommendation:

75HRAP Impact:

BPM Impact:

Not Applicable

0.0 Not Applicable

258 Issue: Manager Search View-

Final Decision:



Time and Labor


258 Issue: Manager Search View-

Final Decision:

Manager search, view field criteria.

Which fields will display in the search window? This is a global setting and must be utilized by all institutions.

Document Details:

The manager search view comes delivered with 18 distinct fields that can be used to narrow a manager's selection of targeted employees. Of the 18 fields only "Global Payroll" was considered unnecessary. This is because Global Payroll is not an authorized oneusg module.


The Time and Labor team recommendations that the Global Payroll option be suppressed from the Manager search view. This will prevent managers from the experience of system search irregularities because of an Global Payroll parameter.

Recommendation:

75HRAP Impact:

BPM Impact:

Not Applicable

0.0 Not Applicable

259 Issue: System of Record for Time-

Final Decision:

Will oneusg require TL to be the one time capture source?Or Will 3rd party systems such as KRONOS, etc. still be utilized

Document Details:

1. Require PeopleSoft Time and Labor to be used as the single sourcesystem of record within oneusg for all work related hours reporting.2. Allow institutions to utilize other non PeopleSoft (third-party)solutions for reporting all work related hours into the PeopleSoft payrollprocess.


Require PeopleSoft Time and Labor to be used as the single source system of record within oneusg for all work related hours reporting.

Recommendation:

75HRAP Impact:

BPM Impact:

Not Applicable

0.0 Not Applicable

479 Issue: Standard Pay Week-

Final Decision:



Time and Labor


479 Issue: Standard Pay Week-

Final Decision:

USG institutions have a number of differently defined Workweeks. We need Standard Workweek for all institutions utilizing oneusg HCM.

Document Details:

ADP Schools Follow: Saturday - Friday

GTech Follows: Thursday - Wednesday

Augusta Follows: Sunay - Saturday


The recommendation of the Team is for the oneHCM to follow a Sunday - Saturday workweek. This will mean a change for most of the USG instituions, however, was consider a best pratice for The USG.

Recommendation:

75HRAP Impact:

BPM Impact:

Not Applicable

0.0 Not Applicable

639 Issue: Will all employee record time and be assigned work schedules?-

Yes, all employees will be required to record time and request absences throught TIme and Labor, Absence Management and/or All employees will be assigned a work schedule

Final Decision:

Will all employee record time and be assigned work schedules?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

640 Issue: Time and Labor can be used to redistribute payroll costs - Will this functionality be deployed?-

Task profiles functionality will not be deployed for the Pilot go-live. Commitment Accounting will be the lone source for distributing payroll costs.This decision will be revisited in future phases

Final Decision:

Time and Labor can be used to redistribute payroll costs - Will this functionality be deployed?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

659 Issue: Will the absence and time processes only be run twice a day or will they also be run in conjunction with the payroll?

-

Finalize and load payable time will be run with each Pay RunFinal Decision:



Time and Labor


659 Issue: Will the absence and time processes only be run twice a day or will they also be run in conjunction with the payroll?

-

Finalize and load payable time will be run with each Pay RunFinal Decision:

Will the absence and time processes only be run twice a day or will they also be run in conjunction with the payroll?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

661 Issue: What is the system of record for time? What about hourly employees who enter time in Kaba?-

Time & Labor is the system of record for all reported time. Kaba time will interface into PeopleSoft Time and Labor

Final Decision:

What is the system of record for time? What about hourly employees who enter time in Kaba?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

672 Issue: How often will the Time Administration process run?-

Time Admin will be run twice dailyFinal Decision:

How often will the Time Administration process run?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

673 Issue: Will approvers be able to make corrections and address time exceptions or will the Time Administrator have to make the corrections?

-

Time approvers will be able to make corrections or address time exceptions

Final Decision:



Time and Labor


673 Issue: Will approvers be able to make corrections and address time exceptions or will the Time Administrator have to make the corrections?

-

Time approvers will be able to make corrections or address time exceptions

Final Decision:

Will approvers be able to make corrections and address time exceptions or will the Time Administrator have to make the corrections?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

674 Issue: Will institution practitioners be able to see the history of the time profiles or only the current profile?

-

TIme and Labor profile history will be maintained in PeopleSoft.Final Decision:

Will institution practitioners be able to see the history of the time profiles or only the current profile?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

675 Issue: Will the system automatically assign the Work Schedule and Comp Time Plan or will the Time Administrator have to assign?

-

Time and Labor will automatically assign work schedule & Comp Time plan

Final Decision:

Will the system automatically assign the Work Schedule and Comp Time Plan or will the Time Administrator have to assign?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

676 Issue: What type of time entry will hourly employees default to?-

Hourly employees will default to punch timeFinal Decision:



Time and Labor


676 Issue: What type of time entry will hourly employees default to?-

Hourly employees will default to punch timeFinal Decision:

What type of time entry will hourly employees default to?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

677 Issue: What type of time entry will exempt / salary employees default to?-

Salaried or exempt employees will default to elapsed time entry.Final Decision:

What type of time entry will exempt / salary employees default to?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

678 Issue: Can the Time Approver be Different than the reports to manager? What happens if the reports to manager is changed in position management?

-

The Time Approver can be different from the reports to manager. If the reports to manager is reassigned, the system will default to the reports to manager. If the time approver needs to change, the time administrator will manually have to assign the supervisor id.

Final Decision:

Can the Time Approver be Different than the reports to manager? What happens if the reports to manager is changed in position management?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

679 Issue: Will the time administrator have to manually assign the time approval roles?-

The security role to approve time will be dynamically (systematically) assigned to EE's to approve time

Final Decision:



Time and Labor


679 Issue: Will the time administrator have to manually assign the time approval roles?-

The security role to approve time will be dynamically (systematically) assigned to EE's to approve time

Final Decision:

Will the time administrator have to manually assign the time approval roles?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

680 Issue: How often will the dynamic security roles be assigned in PeopleSoft? Will it be done as part of the batch schedule?

-

Dynamic security will be assigned via batch-twice dailyFinal Decision:

How often will the dynamic security roles be assigned in PeopleSoft? Will it be done as part of the batch schedule?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

683 Issue: Are there hard stops on time approval? What if an employee misses a punch?-

Timecards cannot be approved by Manager if they have a missed punch - the system is configured with a hard stop error

Final Decision:

Are there hard stops on time approval? What if an employee misses a punch?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

685 Issue: What is the proccedure for addressing time that hasn't been approved by a manager?-

If manager doesn't approve time the time administrator will approve the time. Managers will be required to approve time after the fact using a separate business process

Final Decision:



Time and Labor


685 Issue: What is the proccedure for addressing time that hasn't been approved by a manager?-

If manager doesn't approve time the time administrator will approve the time. Managers will be required to approve time after the fact using a separate business process

Final Decision:

What is the proccedure for addressing time that hasn't been approved by a manager?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

686 Issue: Will hard stop errors prevent an employee from being paid?-

Hard stop errors will prevent an employee from being paid for those days/hours with the hard stop error. Manual intervention will be required by the time administrator in order to get the employee paid for those hours

Final Decision:

Will hard stop errors prevent an employee from being paid?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

687 Issue: Can the time administrator role be assigned to multiple persons at an institution or only one person?

-

Time admin role can be assigned to multiple persons. Final Decision:

Can the time administrator role be assigned to multiple persons at an institution or only one person?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

688 Issue: Will time be required to be loaded individually by institution (like ADP) or will time be loaded for all institutions at one time?

-

Time will be loaded for all institutions once instead of individually by institution

Final Decision:



Time and Labor


688 Issue: Will time be required to be loaded individually by institution (like ADP) or will time be loaded for all institutions at one time?

-

Time will be loaded for all institutions once instead of individually by institution

Final Decision:

Will time be required to be loaded individually by institution (like ADP) or will time be loaded for all institutions at one time?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

689 Issue: Will all employees be required to enter and approve time?-

All employees must approve timecards-including exception time reporters

Final Decision:

Will all employees be required to enter and approve time?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

690 Issue: Will all managers be required to approve the time of their employees?-

All Managers must approve time, including exception timeFinal Decision:

Will all managers be required to approve the time of their employees?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

691 Issue: Is there an easy way for an institution time administrator to be able to enter/approve time?-

Time administrators wil have the ability to mass enter and approve time. Additionally, they will be able to approve the time in summary

Final Decision:



Time and Labor


691 Issue: Is there an easy way for an institution time administrator to be able to enter/approve time?-

Time administrators wil have the ability to mass enter and approve time. Additionally, they will be able to approve the time in summary

Final Decision:

Is there an easy way for an institution time administrator to be able to enter/approve time?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

692 Issue: If an exception time employee doesn't have any time exceptions, will they be required to submit their time?

-

Only entered exception time entry has to be submitted. All exception time has to be approved by the manager

Final Decision:

If an exception time employee doesn't have any time exceptions, will they be required to submit their time?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

694 Issue: Can manager approve time from the summary view or do the have to approve the detailed time?-

Managers cannot approve from the summary view - must approve detail

Final Decision:

Can manager approve time from the summary view or do the have to approve the detailed time?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

695 Issue: What is the default view for employee who enter time using Time and Labor? Month, 2 Weeks, 1 Week?

-

Default time card view will be weekly viewFinal Decision:



Time and Labor


695 Issue: What is the default view for employee who enter time using Time and Labor? Month, 2 Weeks, 1 Week?

-

Default time card view will be weekly viewFinal Decision:

What is the default view for employee who enter time using Time and Labor? Month, 2 Weeks, 1 Week?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

696 Issue: Can any employee request deferred holidays?-

All non-exempt exployees can request to defer holidays. Manager must approve deferred holiday. Institutions who don't allow deferred holidays will simply deny the request

Final Decision:

Can any employee request deferred holidays?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

697 Issue: Can a deferred holiday cross the calendar year boundry? What if an employee doesn't use the holiday? Will the system automatically payout the leave?

-

Deferred holidays cannot cross calendar year. If the employee doesn't use the deferred holiday then the leave will have to be paid out. The system is not configured to automatically pay out the leave. - It will have to be manually administered

Final Decision:

Can a deferred holiday cross the calendar year boundry? What if an employee doesn't use the holiday? Will the system automatically payout the leave?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

698 Issue: If an administrative code is entered on a time sheet (like campus closing) - Can the employee remove or edit the time?

-

Employees cannot edit/remove administrative codes on the time sheetFinal Decision:



Time and Labor


698 Issue: If an administrative code is entered on a time sheet (like campus closing) - Can the employee remove or edit the time?

-

Employees cannot edit/remove administrative codes on the time sheetFinal Decision:

If an administrative code is entered on a time sheet (like campus closing) - Can the employee remove or edit the time?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

700 Issue: Where will time entered in Time and Labor without a TRC default?-

Any hours w/o TRC default to regular time in Time and LaborFinal Decision:

Where will time entered in Time and Labor without a TRC default?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

701 Issue: How is the system configured to capture call in pay? Is there a standard number of hours?-

Call in Pay is configured at a 3 hr guarantee.Final Decision:

How is the system configured to capture call in pay? Is there a standard number of hours?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

702 Issue: Does the Time and Labor system track excessively long work days as an exception for a manager to review?

-

Time work of 13 hours in a day will be flagged as long shift.Final Decision:



Time and Labor


702 Issue: Does the Time and Labor system track excessively long work days as an exception for a manager to review?

-

Time work of 13 hours in a day will be flagged as long shift.Final Decision:

Does the Time and Labor system track excessively long work days as an exception for a manager to review?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

703 Issue: Can both comp time and comp time overtime be captured in Time and Labor?-

Time and Labor is configured to support comp time and comp time overtime. Comp time OT is captured at 1.5 times. Comp time Straight is configured at 1.0 times.

Final Decision:

Can both comp time and comp time overtime be captured in Time and Labor?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

704 Issue: What is the best practices recommendation for working Time Administration exceptions?-

Recommend work time exceptions dailyFinal Decision:

What is the best practices recommendation for working Time Administration exceptions?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

705 Issue: Can Time Administration be run more frequently than twice a day? What about days Payroll is being processed?

-

Time Administration can be run on demand. It can be run on demand during prior to the payroll run by an institution or a dynamic grouping.

Final Decision:



Time and Labor


705 Issue: Can Time Administration be run more frequently than twice a day? What about days Payroll is being processed?

-

Time Administration can be run on demand. It can be run on demand during prior to the payroll run by an institution or a dynamic grouping.

Final Decision:

Can Time Administration be run more frequently than twice a day? What about days Payroll is being processed?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

706 Issue: How will unapproved timecards be managed? Will the shared services center continue to send out paper time sheets for approval?

-

Unapproved time cards will bemanaged online in PeopleSoft-The payable time is cloned and approved online by the manager

Final Decision:

How will unapproved timecards be managed? Will the shared services center continue to send out paper time sheets for approval?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

707 Issue: Will managers be notified if they have unapproved time?-

Unapproved time notification will be sent out by the system using a standard email notification.

Final Decision:

Will managers be notified if they have unapproved time?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

708 Issue: Can adjustments be made to timecards while payroll is being run? What about after payroll is run?

-

Timecards will be locked prior to running payroll -institutions will lock by paygroup -exceptions will be handled as prior period adjustments after the lock out

Final Decision:



Time and Labor


708 Issue: Can adjustments be made to timecards while payroll is being run? What about after payroll is run?

-

Timecards will be locked prior to running payroll -institutions will lock by paygroup -exceptions will be handled as prior period adjustments after the lock out

Final Decision:

Can adjustments be made to timecards while payroll is being run? What about after payroll is run?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

709 Issue: Will time admins be able to process the unapproved time in summary or will they have to approve time using the detail view?

-

Time Admins wil have the ability to aprove time in summary viewFinal Decision:

Will time admins be able to process the unapproved time in summary or will they have to approve time using the detail view?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

710 Issue: How will new work schedules be requested? Will institutions have the ability to configure work schedules outside of the ones currently configured?

-

Work Schedules will be requested by institutions & Administered by SSC

Final Decision:

How will new work schedules be requested? Will institutions have the ability to configure work schedules outside of the ones currently configured?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

711 Issue: Can managers change the work schedule or will managers have to request the time admin or shared services center change the schedule?

-

Managers have the ability to Assign/Re-assign work schedulesFinal Decision:



Time and Labor


711 Issue: Can managers change the work schedule or will managers have to request the time admin or shared services center change the schedule?

-

Managers have the ability to Assign/Re-assign work schedulesFinal Decision:

Can managers change the work schedule or will managers have to request the time admin or shared services center change the schedule?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

712 Issue: Will a new schedule have to be created for every exception or can a manager override the schedule?

-

Managers will have the ability to override assigned schedules w/o having to make a request to SSC

Final Decision:

Will a new schedule have to be created for every exception or can a manager override the schedule?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

713 Issue: Can the time administrator change the schedule assigned to an employee?-

The time and labor administrator can change schedulesFinal Decision:

Can the time administrator change the schedule assigned to an employee?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

719 Issue: How often will Time and Labor Security be built? Is it real time or does a batch process have to run?

-

Time and Labor and Absence Management security will be bult twice daily in batch

Final Decision:



Time and Labor


719 Issue: How often will Time and Labor Security be built? Is it real time or does a batch process have to run?

-

Time and Labor and Absence Management security will be bult twice daily in batch

Final Decision:

How often will Time and Labor Security be built? Is it real time or does a batch process have to run?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

720 Issue: Is Time and Labor security the same as the department security or is it managed separately?-

Time & Absence security is managed separately from row (Dept) security

Final Decision:

Is Time and Labor security the same as the department security or is it managed separately?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

721 Issue: If Time and Labor security isn't in place will departmental security manage the system? Which security takes precendence?

-

Departmental security will manage the system if Time and Labor security isn't in place for a manager. Time and Labor security overrides departmental security.

Final Decision:

If Time and Labor security isn't in place will departmental security manage the system? Which security takes precendence?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

838 Issue: Will the Time Administration Role/Function be housed at the institution or centralized at Shared Services?

-

Institutions will administer Time CardsFinal Decision:



Time and Labor


838 Issue: Will the Time Administration Role/Function be housed at the institution or centralized at Shared Services?

-

Institutions will administer Time CardsFinal Decision:

Will the Time Administration Role/Function be housed at the institution or centralized at Shared Services?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

858 Issue: Who will be responsible for approving time in the event a supervisor is unavailable to approve the time?

-

Time Administrator will approve Unapproved Absence Requests when a superviosr has been terminated or is unable to approve leave

Final Decision:

Who will be responsible for approving time in the event a supervisor is unavailable to approve the time?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

862 Issue: How will new shared configuration values be administered?-

Institutions will submit requests for new "shared" configuration values to the Data Governance committee and the SSC will enter the values into the system

Final Decision:

How will new shared configuration values be administered?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

877 Issue: Will all employees be assigned a work schedule? Can the schedule be changed by a time administrator?

-

All employees will be assigned a work schedule. The Time Administrator will have the ability to request a new schedule be added if one doesn't exist. Additionally, the time administrator will be able to assign the newly created schedule to the employee

Final Decision:



Time and Labor


877 Issue: Will all employees be assigned a work schedule? Can the schedule be changed by a time administrator?

-

All employees will be assigned a work schedule. The Time Administrator will have the ability to request a new schedule be added if one doesn't exist. Additionally, the time administrator will be able to assign the newly created schedule to the employee

Final Decision:

Will all employees be assigned a work schedule? Can the schedule be changed by a time administrator?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

878 Issue: Do Schedule deviations create time approval exceptions?-

Schedule deviations do not create time exceptions that have to be worked by the manager or the time administrator

Final Decision:

Do Schedule deviations create time approval exceptions?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

881 Issue: Will the Time Administration job be run individually by institution or in batch? If in batch - How frequently?

-

Time Administration will be run in batch at the beginning of the day and at lunch. Shared Services will be able to run Time Administration on demand as needed

Final Decision:

Will the Time Administration job be run individually by institution or in batch? If in batch - How frequently?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

883 Issue: Will existing Shifts and Scheduled be converted from e-Time (ADP)?-

Yes - Existing shifts and schedules will be converted into PeopleSoft from e-Time

Final Decision:



Time and Labor


883 Issue: Will existing Shifts and Scheduled be converted from e-Time (ADP)?-

Yes - Existing shifts and schedules will be converted into PeopleSoft from e-Time

Final Decision:

Will existing Shifts and Scheduled be converted from e-Time (ADP)?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

End of Report


HCM Use CasesHCM-010-TST

Time and Labor

Use Case ID

Business Process:

Business Process Step

TL001 - High-Level Time and Labor Flow

Role NameResponsibility

Employee Data TransactionsTL001.01 BOR HR AnalystInstitution

Auto Enroll Time ReporterTL001.02 BOR TL AdminInstitution

Maintain Time Reporter DataTL001.03 BOR TL AdminInstitution

Manage SchedulesTL001.04 BOR TL APPROVERInstitution

Review Work ScheduleTL001.05 BOR TL APPROVERInstitution

Run Time AdminTL001.07 BOR TL Admin SSSC

Resolve Exceptions or Correct TimeTL001.09 BOR TL AdminInstitution

Resolve Exceptions or Correct TimeTL001.10 BOR TL AdminInstitution

Review TL ReportsTL001.12 BOR TL AdminInstitution

Load Payable Time to PayrollTL001.13 BOR PAY Admin SSSC



Time and Labor

Use Case ID

Business Process:


TL002 - Enroll Time Reporter



Update Existing TL RecordTL002.02 BOR TL AdminInstitution

Enroll Employee in Time and LaborTL002.03 BOR TL AdminInstitution

Set Default User OptionsTL002.04 BOR TL AdminInstitution

Enroll in Comp Time PlanTL002.05 BOR TL AdminInstitution

Set Default Work ScheduleTL002.06 BOR TL AdminInstitution



Time and Labor

Use Case ID

Business Process:


TL004 - Report Mass Time (Group)


Mass Time or Rapid TimeTL004.01 BOR TL AdminInstitution

Record Mass TimeTL004.02 BOR TL Admin SSSC

Rapid Time EntryTL004.03 BOR TL AdminInstitution


Review Payable TimeTL004.05 BOR TL AdminInstitution

Resolve ExceptionsTL004.06 BOR TL AdminInstitution

Approve Payable TimeTL004.07 BOR TL APPROVERInstitution




Time and Labor

Use Case ID

Business Process:


TL005 - Prior Period Adjustment


Enter PPA Less Than 28 DaysTL005.02 BOR TL APPROVERInstitution

Enter PPA Greater Than 28 DaysTL005.03 BOR TL AdminInstitution

Time Adjustment for PPA Crossing Caledar Year

TL005.04 BOR TL Admin SSSC









Off-Cycle Check Needed?TL005.13 BOR TL AdminInstitution



Time and Labor

Use Case ID

Business Process:


TL006 - Manage Schedules


Review & Assign Work ScheduleTL006.01 BOR TL APPROVERInstitution

Review Assigned Work ScheduleTL006.02 BOR TL APPROVERInstitution

Review Assigned Work ScheduleTL006.03 BOR TL APPROVERInstitution

Review Available SchedulesTL006.04 BOR TL APPROVERInstitution

Request Schedule from SSCTL006.05 BOR TL APPROVERInstitution

Create ScheduleTL006.06 BOR TL APPROVERInstitution

Create ScheduleTL006.06 BOR TL Admin SSSC

Assign ScheduleTL006.07 BOR TL APPROVERInstitution

Assign ScheduleTL006.08 BOR TL APPROVERInstitution



Time and Labor

Use Case ID

Business Process:


TL007 - Time Administration Process


Request Time AdminTL007.01 BOR TL APPROVERInstitution

Request Time AdminTL007.01 BOR TL Admin SSSC

Determine Time Reporters to ProcessTL007.02 BOR TL Admin SSSC

Combine Time Reporters into BatchesTL007.03 BOR TL Admin SSSC

Run Pending Exception Resolve Process


Build Rule MapTL007.05 BOR TL Admin SSSC

Build Time Reporter ProfileTL007.06 BOR TL Admin SSSC

Reconcile Reported Time to ScheduleTL007.07 BOR TL Admin SSSC

Punch Matching (Punch Time to Elapsed Time)


Create Intermediate Payable Time Table Values


Track AttendanceTL007.10 BOR TL Admin SSSC

Process RulesTL007.11 BOR TL Admin SSSC

Update Intermediate Payable Time Table


Apply Post Rounding Rules and Estimated Gross Pay


Post Rule IPT Validation (Exceptions)TL007.14 BOR TL Admin SSSC

Offset ProcessingTL007.15 BOR TL Admin SSSC

Create Payable TimeTL007.16 BOR TL Admin SSSC

Update Time Reporter StatusTL007.17 BOR TL Admin SSSC



Time and Labor

Use Case ID

Business Process:


TL009 - TL Post Approval Compliance


Payroll ConfirmsTL009.01 BOR PAY Admin SSSC

Access Compliance Approval Component

TL009.02 BOR TL AdminInstitution

Identify Unapproved TimecardsTL009.03 BOR TL AdminInstitution

Notify Time Approvers to ApproveTL009.04 BOR TL AdminInstitution

Approve Payable Time in Shadow System

TL009.05 BOR TL APPROVERInstitution

Update Source Reported TimeTL009.06 BOR TL APPROVERInstitution

Update Source Reported TimeTL009.07 BOR TL APPROVERInstitution



Time and Labor

Use Case ID

Business Process:


TL010 - Manage Exceptions


Identify & Manage ExceptionsTL010.01 BOR TL AdminInstitution

Identify ExceptionsTL010.02 BOR TL AdminInstitution

Allow ExceptionTL010.03 BOR TL AdminInstitution

Allow ExceptionTL010.04 BOR TL AdminInstitution

Adjust Reported TimeTL010.05 BOR TL APPROVERInstitution




Time and Labor

Use Case ID

Business Process:


TL011 - Deferred Holiday


Run Time AdminTL011.05 BOR ABS Admin SSSC

Add Deferred Holiday Hours to Time Card


Absence ProcessingTL011.07 BOR ABS Admin SSSC



Time and Labor

Use Case ID

Business Process:


TL012 - WorkFlow (AWE) Request and Time Approval Process


Enter Time for Direct Report(s)TL003.02 BOR TL APPROVERInstitution

Enter Time for Direct Report(s)TL003.03 BOR TL APPROVERInstitution

Enter Time for Another EmployeeTL003.04 BOR TL APPROVERInstitution








Unapproved Time to Shadow SystemTL003.12 BOR TL APPROVERInstitution

Group Time ApprovalTL003.13 BOR TL AdminInstitution

Run TL-PY Load Time Balances ReportTL003.14 BOR TL Admin SSSC

Notification That Payable Time is Ready for Payroll


Load Payable Time to PayrollTL003.16 BOR PAY Admin SSSC



Time and Labor

Use Case ID

Business Process:


TL013 - KABA Time Entry Process


Display Employee OptionsTL013.02 BOR TL AdminInstitution

Display Employee OptionsTL013.02 Kaba - TimeClocksTPV

Evaluate Requested Action and give Error Message if needed


Evaluate Requested Action and give Error Message if needed

TL013.04 Kaba - TimeClocksTPV

Record Valid Employee Clock ActionTL013.05 BOR TL AdminInstitution

Record Valid Employee Clock ActionTL013.05 Kaba - TimeClocksTPV



Time and Labor

Use Case ID

Business Process:


TL015 - Approval Notification


Timecard Approval Deadline Approaches


Verify Manager Email Addresses & Notify Approvers


Update Missing Email AddressesTL015.03 BOR TL AdminInstitution

Evauate Timecard Payable Time Approval Status


Generate Notification Email for Unapproved Time


Route Notifications to All Managers with Unapproved Time


Move Unapproved Payable Time to Shadow System


Group Time ApprovalTL015.08 BOR TL AdminInstitution



Time and Labor

Use Case ID

Business Process:


TL016 - Evaluate Payable Time


Review Payable TimeTL001.08 BOR TL APPROVERInstitution

Update Reported HoursTL016.01 BOR TL APPROVERInstitution


Time Corrections/Exceptions NeededTL016.03 BOR TL APPROVERInstitution

If yes, Correct Reported HoursTL016.03a BOR TL APPROVERInstitution

Do Timecard hours need to be updated? If no, move to TL016.02

TL016.03b BOR TL Admin SSSC

If Timecard hours need to be updated, update reported hours and move on to step TL016.02

TL016.03c BOR TL APPROVERInstitution

Has all Time been reported or has the period ended?




Time and Labor

Use Case ID

Business Process:


TL017 - Approve Payable Time



Approve Timecards for PaymentTL016.05 BOR TL APPROVERInstitution


Review Payable TimeTL017.02 BOR TL APPROVERInstitution

Are Exceptions or Corrections Needed? If no, move to TL017.04.


Has Approval Period Ended? If yes, move to TL017.05


Approve Payable TImeTL017.05 BOR TL APPROVERInstitution

Has all Payable Time been approved? If so, run balancing reports. TL017.07


Run Balancing Reports for Payable Time


Payable Time can be loaded to PayrollTL017.08 BOR TL AdminInstitution



Time and Labor

Use Case ID

Business Process:


TL500 - Administer Time and Labor Security



Create New User IDTL500.02 BOR Security AdminInstitution

Review / Update Row Security and User Roles

TL500.03 BOR Security AdminInstitution

Create DP_TL Permission List (clone row level data permissions)

TL500.04 BOR Security AdminInstitution

Assign Department SecurityTL500.05 BOR Security AdminInstitution

Assign DP_TL_Row SecurityTL500.06 BOR Security AdminInstitution

Create TL Permission List Security Profile

TL500.07 ITS AdministratorITS

Create Time Approver Dynamic GroupTL500.08 BOR TL AdminInstitution

Assign Dynamic Group(s) to TL Permission List Security Profile


Update Direct Reports Time Reporter Data with Time Approver ID


Send User Credentials to EmployeeTL500.11 BOR TL AdminInstitution



End of Report


HCM Business RequirementsHCM-004-REQ

Time and Labor

Business Process Name: TL001 - High-Level Time and Labor Flow

Delivered FunctionalityRequirement Met By: Vendor:

RICE Title:

Req. ID Requirement DetailRequirement Summary

RICE Type:

246 Provide a user friendly, easily and quickly accessible time entry tool that can be configured for direct access through Self Service.

TL003 - TL-013 - Time & Labor Accessibility



Time and Labor

Business Process Name: TL002 - Enroll Time Reporter


RICE Title:


RICE Type:

249 Ability to leverage Position and Job Data information to drive Time Report Profiles and compensation rule assignments.

TL002 - TL-016 - TL Workgroup Assignment based on Job Data.

261 Ability to classify and compensate employees based on current federally defined FLSA regulations.

TL002 - TL-028 - Exempt vs Non-Exempt Classifications

3411 Must provide the ability to enroll or adjust comp-time enrollments as needed.

TL002 - TL-052 - Manage Comp-Time Enrollment

RICE (oneusg)Requirement Met By: Vendor:

TLCNV002 - Set User TL PreferencesRICE Title:


RICE Type: Conversion

3490 Need a conversion process to set user TL preferences

TL002 - TL-079 - Set User TL Preferences

TLCNV003 - TL Compensatory Time EnrollmentRICE Title:



3491 Need a conversion process to enroll all non-exempt employees into comp time plans

TL002 - TL-080 - TL Comp Time Enrollment

TLPRC001 - TL Auto Enroll EE into Time and Labor ConfigRICE Title:


RICE Type: Enhancement

531 Create a Time Reporter profile for all employees who are eligible to report Time.

TL002 - TL-033 - Enroll Eligible Time Reporters for Time and Labor



Time and Labor

Business Process Name: TL004 - Report Mass Time (Group)


RICE Title:


RICE Type:

1620 Ability to update all or specific groups of employees' reported time data in bulk when an inclement weather event occurs.

TL004 - TL-041 - TL Inclement Weather

3420 Ability to report time in mass for an individual or a group of employees.

TL004 - TL-061 - Report Mass Time

3421 Ability to Track time during campus closures.

TL004 - TL-062 - Track Campus Closures

3428 Ability to Enter time in Bulk from manual sources

TL004 - TL-069 - Enter time in Bulk from manual sources



Time and Labor

Business Process Name: TL005 - Prior Period Adjustment


RICE Title:


RICE Type:

250 Ability to support adjustments to an employee's paid time that occurred within a prior pay period and to feed those adjustments directly into an appropriate Pay Cycle process.

TL005 - TL-017 - Support Prior Period Adjustment

252 Ability for manager to retroactively correct an employee's timecard to adjust for hours that were either overpaid or underpaid during a prior pay period.

TL005 - TL-019 - Retro Correct Overpayment

535 Ability to process time adjustments to a prior time period and maintain the integrity of the original reported time. Need and online demonstration of this process.

TL005 - TL-037 - Prior Period Time Adjustments

536 Ability to load Prior Period Adjustment to the Payroll payline as a separate check.

TL005 - TL-038 - PPA Load to Separate Check


RICE Title:


RICE Type:

2504 Need a report that identifies: TL Prior Priod Adjustment Report

TL005 - TLRPT155 - TL Prior Priod Adjustment Report



Time and Labor

Business Process Name: TL006 - Manage Schedules


RICE Title:


RICE Type:

533 Ability to assign work scheduled for employees to identify work begin and end times and days off.

TL006 - TL-035 - Schedules

3410 Must provide the ability for Managers and/or Time Approvers to adjust employee schedules as needed.

TL006 - TL-051 - Manage Emloyee Work Schedules

Not ApplicableRequirement Met By: Vendor:

RICE Title:


RICE Type:

3290 document req't for work schedulesBPM 5.3.6 Work Schedule



Time and Labor

Business Process Name: TL007 - Time Administration Process


RICE Title:


RICE Type:

262 Ability to display an employee's current hourly rate associated with daily time transactions and to reflect the current rates as of any effective dated pay rate changes.

TL007 - TL-029 - Display Hourly Rate (estimated) based on Effective Date

532 Ability to submit reported time for immediate processing.

TL007 - TL-034 - Reported Time

1408 The time the employee is away from work for his/her lunch period should not be included in the daily time calculation.

TL007 - TL-040 - Exclude Lunch from Time and Labor Rounding

3413 Ability to calculate overtime based on USG defined policy.

TL007 - TL-054 - Track Overtime

3414 Ability to Calculate and track comp-time based on defined USG Policy.

TL007 - TL-055 - Track/Manage Comp-Time

3425 Ability to restrict payment of payable time after an employee is terminated in the system

TL007 - TL-066 - Restrict Payable Time after EE Term Date

3427 Ability to manage punch roundingTL007 - TL-068 - Manage Punch Rounding

3430 Ability to manage additional straight time worked by employees

TL007 - TL-071 - Manage Additional Straight Time

3436 When employees are hired mid period, need the ability to override the rules process to ensure proper payment. Rules will process based on the configuration as of the end of Period end date.

TL007 - TL-077 - Ability to Override Rules

3437 TL007 - TL-078 - Time Administration to Apply Rules


RICE Title:


RICE Type:

3275 document leave usage cascadingBPM 5.2.8 Leave Usage Cascading



Time and Labor



RICE Title:


RICE Type:

3497 Ability to refine the Time Admin process as needed for performance enhancement.

TL007 - TL-087 - Tune Time Admin Process

TLCFG001 - TL Custom Overtime Department Allocation RuleRICE Title:



245 Provide functionality to account for and calculate overtime across multiple jobs where applicable.

TL007 - TL-012 - Calculate Overtime Across Multiple Jobs

TLCFG002 - TL Overtime Rule - Replace 00REG - 00ASTRICE Title:



3492 Overtime rule should calculate based on 40 hours worked per week. The rule should only replace REG or AST hours with OVT.

TL007 - TL-083 - Overtime Rule Replacement

TLCFG003 - Shift Differential RuleRICE Title:



3418 Ability to Apply a premium differential for reported within pre-defined timeframes.

TL007 - TL-059 - Track Shift Differential

TLCFG004 - Overtime when employee at Max accrued ComptimeRICE Title:



3493 Overtime should be paid when a comp time employee reaches the maximum accrued level

TL007 - TL-084 - Pay OT when Comp Time is Max

TLCFG005 - Comptime Rule for 1.5 times the hours over 40 hours worked

RICE Title:



3433 Ability to track comp time accrued and overtime earned

TL007 - TL-074 - Track Comp-Time Overtime

3494 Need a comp time rule to accrue time as 1.5 times standard hours when hours worked exceeds 40.

TL007 - TL-085 - Comp Time Rule for OVT hours as comp time



Time and Labor



TLCFG006 - Worked hours plus leave over 40 should get straight Comptime

RICE Title:



3495 Need a comp time rule to accrue time as straight time hours when total hours exceed 40, including leave and/or holiday time.

TL007 - TL-086 - Comp Time Rule for AST hours as comp time

TLCFG007 - Online mod to prepopulate the HOL hrs on the Timesheet for the Holiday

RICE Title:



3429 Ability to manage holiday pay eligibility among employees

TL007 - TL-070 - Manage Holiday Pay Eligibility



Time and Labor

Business Process Name: TL008 - Setup Configuration


RICE Title:


RICE Type:

3409 Validate Time and Labor Configuration.TL008 - TL-050 - Validate Configuration



Time and Labor

Business Process Name: TL009 - TL Post Approval Compliance


RICE Title:


RICE Type:

247 Ability to feed all finalized and approved TL data directly into the payroll process as pay data inputs.

TL009 - TL-014 - Time & Labor Integration with Payroll

529 Develop a consistent policy/procedure to address Audit implications surrounding employee time card signoff for time reporting.

TL009 - TL-031 - Time Card Lockout


TLPRC003 - TL Approval Compliance ProcessRICE Title:



3498 Need a process to maintain compliance with time approval policies

TL009 - TL-089 - TL Approval Compliance Process

TLRPT004 - TL Time Cards Not ApprovedRICE Title:


RICE Type: Query

2464 Need a report that identifies: TL Timesheets Not Approved

TL009 - TLRPT115 - TL Timesheets Not Approved



Time and Labor

Business Process Name: TL010 - Manage Exceptions


RICE Title:


RICE Type:

3422 Ability to identify time entry exceptions with the tools to correct and continue.

TL010 - TL-063 - Manage Time Errors & Exceptions



Time and Labor

Business Process Name: TL011 - Deferred Holiday


RICE Title:


RICE Type:

519 Ability to identify or withhold holiday pay for a compensated absence based on policy

TL011 - AM-037 - Holiday Pay

1684 Employees should have the ability to defer holiday hours to be used at a later time when they are required to work on a scheduled recognized company holiday. HOL hours may be deferred up to a max of 40 at any given time.

TL011 - TL-092 - Limit Deferred Holiday Hours

3419 Ability to allow and track employee hours that are worked on a holiday when the employee wishes to defer compensation as additional Time Off.

TL011 - TL-060 - Track Deferred Holiday


RICE Title:


RICE Type:

3385 Policy relative to deferred holidaysHRAP (2l) Leave / Leave Accruals-Deferred Holiday Pay



Time and Labor

Business Process Name: TL012 - WorkFlow (AWE) Request and Time Approval Process


RICE Title:


RICE Type:

217 Ability for employee to enter, update and approve time

TL003 - SS-03 - Enter, Update and Approve Time

232 Initiate proxy via self serviceTL012 - SS-18 - Approval Proxy

234 Ability to provide electronic solution for employees and Time Approvers to enter and track time entry.

TL003 - TL-001 - Online Time Entry

240 Ability for employees to view and enter hours across multiple jobs, different projects, and different pay frequencies.

TL003 - TL-007 - View and Enter Hours Across Multiple Jobs

241 Provide the ability to pre-populate employee hours based on an employee's assigned schedule.

TL003 - TL-008 - Prepopulate Time by Schedule

248 Ability to support time entry and tracking eligibility for all types of employees and non-employees.

TL003 - TL-015 - Time Tracking for Various Employee Types

255 Ability to provide multiple methods to manage and capture time.

(1) Ability to enter time online and viaweb clock or timesheet.(2) Ability to enter and track time byschedules(3) Ability to request Absences andleaves(4) Ability distribute payroll costs toappropriate account strings(5) Ability to record compensatory time

TL003 - TL-022 - Time Collection

256 Ability for Time Approvers and Practitioners to enter time on behalf of an emloyee.

TL003 - TL-023 - Entry of Time on behalf of an Employee

257 Ability for Exempt Employees to enter exception hours only - (hours other than REG pay).

TL003 - TL-024 - Exception Time Entry

509 Manager can approve or deny an Absence Request and communicate back to the employee via email or predefined workflow process.

TL012 - AM-027 - Absence Request Approve/Deny Notice



Time and Labor



RICE Title:


RICE Type:

516 Manager can grant or deny and employee's reported payable time, and communicate back to the employee.

TL012 - AM-034 - Approve / Deny Notice to Employee

521 Ability to provide approvals where required, through Manager Self Service functionality

TL012 - AM-039 - Approve Request Via MSS

537 Ability to designate Time Approvers and to delegate approval responsibilities.

TL012 - TL-039 - Approval Levels

3416 Ability to track Administrative Leave when requested by Human Resources.

TL003 - TL-057 - Track Administrative Leave

3417 Ability to Track Uncompensated time for employees who are scheduled but did not work or report time off for their full scheduled hours.

TL003 - TL-058 - Track Uncompensated Time

3423 Ability to track time worked at more than one job within the institution and outside of the institution.

TL003 - TL-064 - Track Joint Employment Earnings

3424 Ability to track time worked for non-instructional assignments

TL003 - TL-065 - Track Non-Institutional Assignments

3426 Ability to report time using a computerTL003 - TL-067 - Report Time using a PC


RICE Title:


RICE Type:

2610 Create HRAP policy regarding time and leave approvals

POL-05 - Time and Leave Approval

3251 Document rules relative to comp timeBPM 5.3.2.2, Comp Time

3253 Document delegation rulesBPM 5.2.3 Delegation of HCM Tasks/Approvals

3269 document req't for T&L reportingBPM 5.2.1 T&L Reporting

3270 document req't for T&L approvalBPM 5.2.2 T&L Approval



Time and Labor



RICE Title:


RICE Type:

3271 document req't for ACA Hours Reporting

BPM 5.2.4 ACA Hours Worked Reporting & 5.2.4.1 Monthly ACA Reporting

3280 document that oneusg HCM is the system of records for HCM data

BPM 5.2.13 System of Record

3284 document overtime rulesBPM 5.3.2.1 Overtime

3357 Develop clear and standard on call pay policy.

HRAP Variant Pay-On Call Pay

3368 Decision required with respect to need of AU to report off campus hours. Will practice be adopted by one USG, be eliminated altogether or remain an Institution specific policy/practice that will require additional configuration?

HRAP Leave / Leave Accruals-Off Campus Hours

3373 Need travel time policy.HRAP Travel Time-New Policy Needed

3377 Update policy to address issues specifice to public safety employees

HRAP (9) Workweek and Overtime - Safety Personnel

3378 Update policy to provide specific guidance for part-time and summer faculty.

HRAP ACA Requirements for Part-Time and Summer Faculty

3396 Revise Policy/Procedures associated with Nursing Mothers

HRAP Nursing Mothers

3403 Call Back Pay varies among USG institutions.

HRAP Call Back Pay-Guarranteed Hours and Travel Reimbursement


PRINT004 - ACA Reporting (ACAMP) Payroll Integration-OutboundRICE Title:


RICE Type: Interface

3415 Ability to Track and Comply with the Affordable Care Act Time Reporting guidelines.

TL003 - TL-056 - Track ACA Hours

TLCFG003 - Mod Maintain Time Reporter Data to store Supervisor IdRICE Title:





Time and Labor



TLCFG003 - Mod Maintain Time Reporter Data to store Supervisor IdRICE Title:



507 Time Approver can receive notification of employee's Absence Request via email or predefined workflow process.

TL012 - AM-025 - Absence Request Notification to Time Approver

TLPRC004 - TL Call In Pay GuaranteeRICE Title:



3412 Ability to track worked and guaranteed hours for employees who are called back to work outside of their normal schedule.

TL003 - TL-053 - Track Call-In Pay

TLPRC006 - TL - Combined Multi-Job Reported Hours on TimesheetRICE Title:



3499 If multiple jobs exist, the timesheet needs to display hours worked for the current job AND the combined hours worked on the timesheet.

TL003 - TL-081 - Combined Reported Hours on Timesheet (Multiple Jobs)

TLWFL001 - Create a new Approval Process for TL and AM Transactions

RICE Title:



259 Ability to allow for one-up time approvals (manager of manager time approvals for employees).

TL012 - TL-026 - Support Time Approvals via AWE



Time and Labor

Business Process Name: TL015 - Approval Notification


RICE Title:


RICE Type:

530 Ability to send email notifications to approvers regarding deadlines and timesheet status.

TL015 - TL-032 - Notifications

620 Manager can receive notification of employee request for accrued absence via direct system data entry or web-based time entry

TL015 - AM-025(a) - Manager Notification for Accrued Absence Request


TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for the Approving the Payable Time that is not Approved

RICE Title:



260 Ability to automatically generate alerts and/or notifications regarding unapproved time based on time entry deadlines.

TL015 - TL-027 - Generate Notifications of Time Entry Deadlines



Time and Labor

Business Process Name: TL016 - Evaluate Payable Time


RICE Title:


RICE Type:

242 Ability for Time Approvers to view total hours worked for single and multiple jobs employees.

TL016 - TL-009 - Approver View Hours for Single or Multiple Jobs

3431 Ability to view reported hours in a summary view

TL016 - TL-072 - View Reported hours in Summary

3432 Ability to view reported hours in a detailed view

TL016 - TL-073 - View Reported hours in Detail


TLRPT002 - TL Employee Hours by TRC, Reports To, and Department

RICE Title:


RICE Type: Report

2462 Need a report that identifies: TL Employee Hours by TRC, Reports To, and Department

TL016 - TLRPT113 - TL Employee Hours by TRC, Reports To, and Department

TLRPT005 - TL Terms With HoursRICE Title:


RICE Type: Query

2465 Need a report that identifies: TL Terms With Hours

TL016 - TLRPT116 - TL Terms With Hours



Time and Labor

Business Process Name: TL017 - Approve Payable Time


RICE Title:


RICE Type:

244 Ability to allow for separate timesheet approvals by Time Approvers for employees who have Multiple Jobs, based on the employee's Tme Approver designation.

TL017 - TL-011 - Multi-Job Approvals

258 Ability to perform mass approvals for groups of employee timesheets.

TL017 - TL-025 - Mass Time Card Approvals


TLINT003 - TL Default Accounting Date on Tme Approval PageRICE Title:



3496 Need to default the accounting date on time approval page.

TL017 - TL-088 - Default Accounting Date on Time Approval Page



Time and Labor

Business Process Name: TL018 - Time and Absence Inputs & Outputs


RICE Title:


RICE Type:

534 Ability for Practitioners to adjust employee time as needed during the payroll process.

AM006 - TL-036 - Adjust EE Time



Time and Labor

Business Process Name: TL500 - Administer Time and Labor Security


RICE Title:


RICE Type:

2543 Need to establish security to be able to: Grant access as an administrator with access to mostly all pages including shared services setup within Time and Labor.

TL500 - TLSEC042 - Grant access as an administrator with access to mostly all pages including shared services setup within Time and Labor.

2549 Need to establish security to be able to: Grant access as a manager with access to mostly all pages excluding shared services setup within Time and Labor

TL500 - TLSEC048 - Grant access as a manager with access to mostly all pages excluding shared services setup within Time and Labor

2555 Need to establish security to be able to: Grant access as an anaylst with more limited access also excluding shared services setup within Time and Labor.

TL500 - TLSEC054 - Grant access as an anaylst with more limited access also excluding shared services setup within Time and Labor.

2561 Need to establish security to be able to: Grant read only access to certain pages within Time and Labor.

TL500 - TLSEC060 - Grant read only access to certain pages within Time and Labor.


TLWFL001 - Create a new Approval Process for TL and AM Transactions

RICE Title:



2521 Need to establish security to be able to: Establish new permission lists for new Time and Labor managers

TL500 - TLSEC020 - Establish new permission lists for new Time and Labor managers



Time and Labor

Business Process Name: TL600 - AdHoc Reporting


RICE Title:


RICE Type:

2352 Need a report that identifies: TL Report - Affordable Care Act

TL600 - TLRPT003 - TL Report - Affordable Care Act

2505 Need a report that identifies: TL Employee Transactions and Totals

TL600 - TLRPT156 - TL Employee Transactions and Totals

TARPT003 - Functional team queriesRICE Title:


RICE Type: Query

3163 Identify Employees who are Eligible for Holiday compensation.

TL600 - TLRPT379 - BOR_TL_HOLIDAY_ELIG_EMPLOYEES

TLRPT003 - TL Time Reporter Detail ReportRICE Title:


RICE Type: Query

2463 Need a report that identifies: TL Time Reporter Detail Report

TL600 - TLRPT114 - TL Time Reporter Detail Report

TLRPT006 - TL Time Card Audit TrailRICE Title:


RICE Type: Report

2466 Need a report that identifies: TL Time Card Audit Trail

TL600 - TLRPT117 - TL Time Card Audit Trail

TLRPT009 - TL Time Reporter Profile ReportRICE Title:


RICE Type: Query

2506 Need a report that identifies: TL Time Reporter Detail Report

TL600 - TLRPT157 - TL Time Reporter Detail Report



Time and Labor

Business Process Name: TL999 - Data Conversion


TLCNV001 - TL Comp Time Hours ConversionRICE Title:



3489 Convert existing comp time balance from eTime

TL999 - TL-090 - Comp Time Hours Conversion

TLCNV004 - Migrate specificied configuration elements btwn environments

RICE Title:



3503 Ability to migrate specified configuration elements between environments

TL999 - TL-091 - Migrate configuration elements between environments

TLPRC002 - TL Enrollment ConversionRICE Title:



428 Convert eligible legacy time reporting system employees to the new time reporting system.

TL999 - TAA032 - Convert Legacy Time Reporter data.



End of Report


RICE InventoryHCM-015-RIC

Time and Labor


Rice IDRiceTitle Rice Detail PeopleSoft Project

286TLCNV001 - TL Comp Time Hours Conversion

Convert comp time hours from eTime to the TL_COMP_LEAV_TBL (No longer the design).

File will be provided by jennifer and the same needs to be imported into custom records for absence processing. The import logic and data display component page logics are provided in FMLA conversion document.

514TLCNV002 - Set User TL Preferences

As part of conversion we need to set User TL Preferences.

BOR_TL_C_TLCNV002

383TLCNV003 - TL Compensatory Time Enrollment

Enroll all Non-Exempt employees into the USG Comp Time for Holiday Deferrals and Primary COMP. Enrollment will follow the conversion of TR Employee Data.

TL_EMPL_COMP (Record)

00COMP00DFRHOL

BOR_TL_C_COMPCNV

112TLCNV004 - Migrate specificied configuration elements btwn environments

Via DMS script

281TLPRC002 - TL Enrollment

Enhancement to the design - As per the current deisgn the Approver ID is populated based on the ADP Supervisor Id value.The change is to default the Approver ID with the Reports To value. And the Time Administrator would override the Approver ID as needed. On going maintainence would only Override the Approver ID for the Job Transactions that trigger the change to Reports To.

BOR_TL_C_CNV





Time and Labor



946New Shift Diff Rule for GCSU

New Shift Diff Rule for GCSU

113TLCFG001 - TL Custom Overtime Department Allocation Rule

Custom Overtime allocation rule to track overtime to the secondary department when employee has multiple jobs; based on defined logic. OVT should follow the department that caused it.

Rule Export Script

444TLCFG002 - TL Overtime Rule - Replace 00REG - 00AST

Overtime Rule should calculate based on 40 hours worked per week. The rule should only replace 00REG or 00AST hours with 00OVT.

Configuration only

556TLCFG003 - Mod Maintain Time Reporter Data to store Supervisor Id

Mod Maintain Time Reporter Data to store Supervisor Id and Name, User Updated flag and Leave Admin Id and Name.

This change is complete except the yes/no flag, which will be handled as part of online enrollment for TL which is scheduled for Phase - I. 10/11/2015.

BOR_TL_C_CNV

560TLCFG003 - Shift Differential Rule

Create a Rule to create S50 Shift Premium TRC for all the hours that are punched between 3 pm and 11 pm and also between 11p and 7 am for the GGC employees

Via TL_EXP, TL_IMP DMS Script - 00SHFT11P-7A, 00SHFT3P-11P

581TLCFG004 - Overtime when employee at Max accrued Comptime

Overtime when employee at Max accrued Comptime

Rule Export Script

582TLCFG005 - Comptime Rule for 1.5 times the hours over 40 hours worked

Comptime Rule for 1.5 times the hours over 40 hours worked

Via TL_EXP, TL_IMP DMS Script

583TLCFG006 - Worked hours plus leave over 40 should get straight Comptime

Combination of Leave and worked hours over 40 will endup should end up with Comptime at 1 time the hours over 40.

Confguration only

715TLCFG007 - Online mod to prepopulate the HOL hrs on the Timesheet for the Holiday

Online mod to prepopulate the HOL (Biweekly) or HOM (Monthly) hrs on the Timesheet for the Holiday. Mod should populate the standard hrs/5 on the Holiday with the Holiday TRC.

Modification



Time and Labor



735TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for the Approving the Payable Time that is not Approved

TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for Approving the Payable Time that is not Approved

Confguration only

114TLINT003 - TL Default Accounting Date on Tme Approval Page

BOR_TL_E_MSS_TLACDT

108TLPRC001 - TL Auto Enroll EE into Time and Labor Config


330TLPRC003 - TL Approval Compliance Process

Clone the Payable time table to create a bolt on process for reporting and compliance of employee time cards. 1. Secondary approval process for Manager who failed to approve.2. Tracks the number occurrences where managers failed to approve time.

BOR_TL_E_APPRCMPL



Time and Labor



362TLPRC004 - TL Call In Pay Guarantee

When an employee has left the work site and is called back by management to work before or after completing the regular work schedule and upon leaving the premises, the employee shall be paid for time actually worked upon return or a minimum of three (3) hours, whichever is greater.

In accordance with FLSA, travel time from the home location to the primary work site is not compensable. The portion of the three hours call back compensation that is guaranteed but not worked does not count toward overtime. Emergency call back time actually worked will count towards determining overtime.

Via TL_EXP, TL_IMP DMS Script - Rule - 00CIGPAY

544TLPRC006 - TL - Combined Multi-Job Reported Hours on Timesheet

If multiple active jobs exist for a TL employee, timesheet should display the combined reported hours in addition to reported hours.

BOR_TL_E_CMBDHRS

559TLWFL001 - Create a new Approval Process for TL and AM Transactions

Create two Approval Process Setup/User List Setup for Approval routing of Time and Absence Transactions and Extended Absence Transactions.1) Process Setup/User List Setup forTLPayableTime and TLReportedTimeprocess Ids based on the Supervsisor Idon the Time Reporter Data page in TL andReports To and Job. All Approvaltransactions should be routed toTL_EMPL_DATA.TL_RULE_ELEMNT_5and JOB.REPORTS_TO.2) Process Setup/User List Setup forAM_Extended_Absprocess Ids based on the Leave Admin Idon the Time Reporter Data page in TL

BOR_TL_C_CNV and DMS script

RICE Type: Query




Time and Labor

RICE Type: Query


508PRRPT051 - Terminated Employees with Active Time Reporter Profiles

ACA G,L,P Pay Group Ees TLM Turned Off

The report is a report we use for ACA tracking. This report spots employees in the G, L and P pay group (Active) that do not have an active TLM panel (which means they aren’t flowing to eTIME and aren’t tracking hours).

This is an ADPR report (not an eTIME report) and I’m not certain we will need the report in PS.

If we determine that something of this sort is needed later we will build a query to pull back the information.

1/28-SP Follow up with Diane S for latest requirements.

2/23-Reassigning to Suresh

04/06/16 - Build a query that identifies any terminated employees with active time reporter profiles. Criteria would need to include group security. Output would need to include employee name, id, rcd, company code, department name and description and job term date.

BOR_AB_R_RPT

467TLRPT003 - TL Time Reporter Detail Report

The purpose of this query is to help practitioners find reported time discrepancies, errors, and balancing challenges. This query should display detailed data about each employee’s punches, duration, and pay code. Input criteria should include employee id and group. Report can be run for actual hours or actual hours with adjustments. Query displays pay code transaction data and totals by employee as well as a grand total. Pay codes, their respective time or money amount totals, and wages are included in the display. Combined pay codes display separately with their respective time or money amount totals. Sample report attached.

BOR_TL_REPORTS_SM



Time and Labor

RICE Type: Query


468TLRPT004 - TL Time Cards Not Approved

This report is needed to identify timecards that have not been approved by the manager for payment.

469TLRPT005 - TL Terms With Hours

This query is needed to identify terminated employees with payable time on their timesheet. The institution would use this query to decide which terminated employees to include in payroll processing. Input criteria are employees who are terminated prior to the pay period end date but have payable time (AP-approved or NA-not approved) on their timesheet. Sample report attached.

BOR_AB_R_RPT

537TLRPT009 - TL Time Reporter Profile Report

This report will pull basic employee HR information combined with information from TL_EMPL_DATA. Input criteria should include dynamic group. Output criteria should include employee name, id and record number, department name and description, pay group, work group, empl status, TL approver and reports to id.

BOR_TL_REPORTS_SM

852TLRPT010 - BWK Mid Period Changes

Identify employees who have HR transactions with an effective date that falls within beyond the beginning of a Pay Week for Bi-Weekly Employee (i.e. not equal to a Sunday date).

853TLRPT011 - Mid Period Changes MTH

RICE Type: Report


901T&L Payroll Balancing report for SSC

SSC has a need for a more roboust report that will identify difference between T&L approved hours and what was actually loaded to employees payline. Currently there is a PS Query but there needs to be a report that can translate TRC and Earnings code and and sum hours by week/pay period and take into consideration employees with multiple jobs.Arun has offered to write the specification.



Time and Labor

RICE Type: Report


466TLRPT002 - TL Employee Hours by TRC, Reports To, and Department

This report provides Time Approvers and Practitioners with a summary of all hours worked by TRC and by Employee. The report is used to verify that employees have reported the expected number of hours for the pay period. Example:

NAME REG HOL CIP CIG TOTALJane Fonda 72 8 2 1 83

BOR_TL_R_PAYCD

470TLRPT006 - TL Time Card Audit Trail

This report is used to determine who modified a timecard in the system. The report would need to include what edit was made, when the edit was made, who made the edit and by what data source the edit was made. Samples of current ADP pdf and excel formats attached. Similar delivered report: Reported Time Audit. Path: Main Menu > Time and Labor > Reports > Reported Time Audit.

BOR_AB_R_RPT



End of Report


RICE Inventory with RequirementsHCM-016-RICTime and Labor


286TLCNV001 - TL Comp Time Hours Conversion

Convert comp time hours from eTime to the TL_COMP_LEAV_TBL (No longer the design).

File will be provided by jennifer and the same needs to be imported into custom records for absence processing. The import logic and data display component page logics are provided in FMLA conversion document.

Requirement SummaryReq. ID

Requirements Information


TL999 - TL-090 - Comp Time Hours Conversion3489

514TLCNV002 - Set User TL Preferences

As part of conversion we need to set User TL Preferences.

BOR_TL_C_TLCNV002




TL002 - TL-079 - Set User TL Preferences3490

383TLCNV003 - TL Compensatory Time Enrollment

Enroll all Non-Exempt employees into the USG Comp Time for Holiday Deferrals and Primary COMP. Enrollment will follow the conversion of TR Employee Data.

TL_EMPL_COMP (Record)

00COMP00DFRHOL

BOR_TL_C_COMPCNV




TL002 - TL-080 - TL Comp Time Enrollment3491


Via DMS script








Via DMS script




TL999 - TL-091 - Migrate configuration elements between environments3503

281TLPRC002 - TL Enrollment Conversion


BOR_TL_C_CNV




TL999 - TAA032 - Convert Legacy Time Reporter data.428


113TLCFG001 - TL Custom Overtime Department Allocation Rule

Custom Overtime allocation rule to track overtime to the secondary department when employee has multiple jobs; based on defined logic. OVT should follow the department that caused it.

Rule Export Script




TL007 - TL-012 - Calculate Overtime Across Multiple Jobs245

444TLCFG002 - TL Overtime Rule - Replace 00REG - 00AST

Overtime Rule should calculate based on 40 hours worked per week. The rule should only replace 00REG or 00AST hours with 00OVT.

Configuration only




TL007 - TL-083 - Overtime Rule Replacement3492




556TLCFG003 - Mod Maintain Time Reporter Data to store Supervisor Id

Mod Maintain Time Reporter Data to store Supervisor Id and Name, User Updated flag and Leave Admin Id and Name.

This change is complete except the yes/no flag, which will be handled as part of online enrollment for TL which is scheduled for Phase - I. 10/11/2015.

BOR_TL_C_CNV




TL012 - AM-025 - Absence Request Notification to Time Approver507

560TLCFG003 - Shift Differential Rule

Create a Rule to create S50 Shift Premium TRC for all the hours that are punched between 3 pm and 11 pm and also between 11p and 7 am for the GGC employees

Via TL_EXP, TL_IMP DMS Script - 00SHFT11P-7A, 00SHFT3P-11P




TL007 - TL-059 - Track Shift Differential3418

581TLCFG004 - Overtime when employee at Max accrued Comptime

Overtime when employee at Max accrued Comptime Rule Export Script




TL007 - TL-084 - Pay OT when Comp Time is Max3493

582TLCFG005 - Comptime Rule for 1.5 times the hours over 40 hours worked

Comptime Rule for 1.5 times the hours over 40 hours worked

Via TL_EXP, TL_IMP DMS Script




TL007 - TL-074 - Track Comp-Time Overtime3433

TL007 - TL-085 - Comp Time Rule for OVT hours as comp time3494

583TLCFG006 - Worked hours plus

Combination of Leave and worked hours over 40 will endup should end up with Comptime at 1 time the

Confguration only





leave over 40 should get straight Comptime

hours over 40.



TL007 - TL-086 - Comp Time Rule for AST hours as comp time3495

715TLCFG007 - Online mod to prepopulate the HOL hrs on the Timesheet for the Holiday

Online mod to prepopulate the HOL (Biweekly) or HOM (Monthly) hrs on the Timesheet for the Holiday. Mod should populate the standard hrs/5 on the Holiday with the Holiday TRC.

Modification




TL007 - TL-070 - Manage Holiday Pay Eligibility3429

735TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for the Approving the Payable Time that is not Approved

TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for Approving the Payable Time that is not Approved

Confguration only




TL015 - TL-027 - Generate Notifications of Time Entry Deadlines260

114TLINT003 - TL Default Accounting Date on Tme Approval Page

BOR_TL_E_MSS_TLACDT




TL017 - TL-088 - Default Accounting Date on Time Approval Page3496

108TLPRC001 - TL Auto Enroll EE into Time and Labor

Enhancement to the design - As per the current deisgn the Approver ID is populated based on the ADP Supervisor Id value.





Config The change is to default the Approver ID with the Reports To value. And the Time Administrator would override the Approver ID as needed. On going maintainence would only Override the Approver ID for the Job Transactions that trigger the change to Reports To.



TL002 - TL-033 - Enroll Eligible Time Reporters for Time and Labor531

330TLPRC003 - TL Approval Compliance Process

Clone the Payable time table to create a bolt on process for reporting and compliance of employee time cards. 1. Secondary approval process for Manager who failedto approve.2. Tracks the number occurrences where managersfailed to approve time.

BOR_TL_E_APPRCMPL




TL009 - TL-089 - TL Approval Compliance Process3498

362TLPRC004 - TL Call In Pay Guarantee

When an employee has left the work site and is called back by management to work before or after completing the regular work schedule and upon leaving the premises, the employee shall be paid for time actually worked upon return or a minimum of three (3) hours, whichever is greater.

In accordance with FLSA, travel time from the home location to the primary work site is not compensable. The portion of the three hours call back compensation that is guaranteed but not worked does not count toward overtime. Emergency call back time actually worked will count towards determining overtime.

Via TL_EXP, TL_IMP DMS Script - Rule - 00CIGPAY




TL003 - TL-053 - Track Call-In Pay3412

544TLPRC006 - TL - Combined Multi-Job Reported Hours on Timesheet

If multiple active jobs exist for a TL employee, timesheet should display the combined reported hours in addition to reported hours.

BOR_TL_E_CMBDHRS







TL003 - TL-081 - Combined Reported Hours on Timesheet (Multiple Jobs)

3499

559TLWFL001 - Create a new Approval Process for TL and AM Transactions

Create two Approval Process Setup/User List Setup for Approval routing of Time and Absence Transactions and Extended Absence Transactions.1) Process Setup/User List Setup for TLPayableTimeand TLReportedTime process Ids based on theSupervsisor Id on the Time Reporter Data page in TLand Reports To and Job. All Approval transactionsshould be routed toTL_EMPL_DATA.TL_RULE_ELEMNT_5 andJOB.REPORTS_TO.2) Process Setup/User List Setup forAM_Extended_Absprocess Ids based on the Leave Admin Id on the TimeReporter Data page in TL

BOR_TL_C_CNV and DMS script




TL012 - TL-026 - Support Time Approvals via AWE259

TL500 - TLSEC020 - Establish new permission lists for new Time and Labor managers

2521

RICE Type: Interface

661PRINT004 - ACA Reporting (ACAMP) Payroll Integration-Outbound

Complete Design/ Technical SpecificationsComplete Development and Unit Testing

BOR_HR_I_ACAMP_PAYROLL




TL003 - TL-056 - Track ACA Hours3415

RICE Type: Query

605TARPT003 - Functional team queries

Functional team queries needed for conversion validation and review.

BOR_TA_FUNCTIONAL_QUERIES




RICE Type: Query



TL600 - TLRPT379 - BOR_TL_HOLIDAY_ELIG_EMPLOYEES3163

467TLRPT003 - TL Time Reporter Detail Report

The purpose of this query is to help practitioners find reported time discrepancies, errors, and balancing challenges. This query should display detailed data about each employee’s punches, duration, and pay code. Input criteria should include employee id and group. Report can be run for actual hours or actual hours with adjustments. Query displays pay code transaction data and totals by employee as well as a grand total. Pay codes, their respective time or money amount totals, and wages are included in the display. Combined pay codes display separately with their respective time or money amount totals. Sample report attached.

BOR_TL_REPORTS_SM




TL600 - TLRPT114 - TL Time Reporter Detail Report2463

468TLRPT004 - TL Time Cards Not Approved

This report is needed to identify timecards that have not been approved by the manager for payment.




TL009 - TLRPT115 - TL Timesheets Not Approved2464

469TLRPT005 - TL Terms With Hours

This query is needed to identify terminated employees with payable time on their timesheet. The institution would use this query to decide which terminated employees to include in payroll processing. Input criteria are employees who are terminated prior to the pay period end date but have payable time (AP-approved or NA-not approved) on their timesheet. Sample report attached.

BOR_AB_R_RPT




TL016 - TLRPT116 - TL Terms With Hours2465

537TLRPT009 - TL This report will pull basic employee HR information BOR_TL_REPORTS_S




RICE Type: Query

Time Reporter Profile Report

combined with information from TL_EMPL_DATA. Input criteria should include dynamic group. Output criteria should include employee name, id and record number, department name and description, pay group, work group, empl status, TL approver and reports to id.

M



TL600 - TLRPT157 - TL Time Reporter Detail Report2506

RICE Type: Report

466TLRPT002 - TL Employee Hours by TRC, Reports To, and Department

This report provides Time Approvers and Practitioners with a summary of all hours worked by TRC and by Employee. The report is used to verify that employees have reported the expected number of hours for the pay period. Example:

NAME REG HOL CIP CIG TOTALJane Fonda 72 8 2 1 83

BOR_TL_R_PAYCD




TL016 - TLRPT113 - TL Employee Hours by TRC, Reports To, and Department

2462

470TLRPT006 - TL Time Card Audit Trail

This report is used to determine who modified a timecard in the system. The report would need to include what edit was made, when the edit was made, who made the edit and by what data source the edit was made. Samples of current ADP pdf and excel formats attached.

Similar delivered report: Reported Time Audit. Path: Main Menu > Time and Labor > Reports > Reported Time Audit.

BOR_AB_R_RPT




TL600 - TLRPT117 - TL Time Card Audit Trail2466


RICE Inventory with RequirementsHCM-016-RIC

End of Report


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