peoplesoft hr 9.2 and you
DESCRIPTION
PeopleSoft HR 9.2 and You. What you need to know. WHY WE’RE HERE. We want to provide… Basic project information Visibility into decisions and how they were made Details you need to prepare for the 9.2 go live We want to build… Support for the goals of the reimplementation - PowerPoint PPT PresentationTRANSCRIPT
PeopleSoft HR 9.2 and YouWhat you need to know
2
We want to provide…• Basic project information• Visibility into decisions and how they were made• Details you need to prepare for the 9.2 go live
We want to build…• Support for the goals of the reimplementation• Understanding of how you will be affected• A foundation for future sessions and training
WHY WE’RE HERE
3
Julie SnyderAssistant Vice President
Office of Human Resources
Janis WolensProgram Manager
Office of the Chief Information Officer
Stacie BrewerDirector
Office of Human Resources
PRESENTERS
4
Today we’ll cover…• The basics• Goals and benefits• Key changes• Change management• Preparing for change• Wrap up
AGENDA
5
THE BASICS
6
HR/SIS will split into…• Human Capital Management 9.2 aka HR/Payroll 9.2• Campus Solutions 9.0 aka SIS 9.0
• Shared data will be synched
• Continue with Financials 8.4
PEOPLESOFT… WHAT’S IN A NAME?
7
Go live: Memorial Day Weekend 2014• Details still being worked out• More information will be available next spring• Good candidate for another awareness session
WHEN?
8
Everyone will be affected• All faculty, staff and student employees• HR/Payroll system users• Service Center staff• Timekeepers• Managers/Supervisors• Fiscal staff
WHO?
9
We’re upgrading and removing customizations from…• HR Core (Personal, Job Data)• Benefits• Payroll• Time and Labor (PS Timesheet, Payable Time)• Talent Acquisition Manager (OSUWMC only)• Employee Self Service
We’re implementing…• Commitment Accounting• Interaction Hub/Portal
WHAT’S IN?
10
Because we’re doing that, we need to do this…• HR Action Request updates• eTime and eLeave updates• Reporting updates
• eReports• HR Data Warehouse• New tool… BuckIQ Business Intelligence
WHAT’S IN BY ASSOCIATION?
11
What we aren’t doing (with this project anyway)…• Talent Acquisition Manager (University)• Contract Pay• PeopleSoft Manager Self-Service• PeopleSoft Time and Leave Self-Service• Absence Management• Performance Management• Profile Management, Career Development, and
Succession Planning• Company Directory
WHAT’S OUT?
12
GOALSBENEFITS
13
Implement the most current version while positioning OSU to take advantage of new
and improved functionality through the reduction of customizations
PROJECT OBJECTIVE
14
Implement the most current version…• Includes software and hardware• Stay in vendor support for…
• New and updated functionality• Fixes• Security updates• Mandates (tax updates, federal reporting)
• Decrease risk of unplanned hardware outages
WHY?
15
…while positioning OSU to take advantage of new and improved functionality…• Currently using a fraction of available functionality• Shore up foundation before adding on• Create roadmap for implementing out of scope
functionality
WHY?
16
… through the reduction of customizations• Decrease long-term maintenance costs• Simplify the application of delivered updates• Facilitate the implementation of new functionality
WHY?
17
We will…• Align and streamline processes to fit delivered system• Simplify system maintenance and integration• Decrease risk of unplanned maintenance• Increase database capacity while decreasing annual
costs
In order to…• Maximize resources available for future projects and
advances
BENEFITS
18
KEY CHANGES
19
There will be…• Access changes• Navigation changes• Data conversion• Field changes
• Removed• New/unhidden• Edits removed
• Schedule and deadline changes
GENERAL CHANGES
20
Some field change details...• Will remove:
• Home Department• Timekeeping Group• Check Sort
• Will need to type the location address• Will add 3 user defined fields
• Home Department will convert
MORE CHANGES
21
Some other changes…• New Action/Reason codes considered
• Ineligible for Rehire (IFR)• Voluntary Separation (VSIP)• Equity/Market
• Position approval changes• Graduate Fee Authorizations will not cover additional
fees• Paycheck modeling available in Employee Self Service
STILL MORE CHANGES
22
Key changes to additional pay…• Departmental/College/Unit/Service Center processing of
additional pay will stop at HRA• All processing of additional pay will be managed by
Payroll Services• Delivered additional pay does not include Comments• Expanded Earnings Codes planned
ADDITIONAL PAY
23
New module, same results…Encumbrances = Commitment Accounting
JED (Job Earnings Distribution) =
Department Budget Table
PET (Personnel Expenditure Transfer) =
Direct Retro Distribution
COMMITMENT ACCOUNTING
24
But it’s not ALL the same…• Department Budget Table
• Not linked to Job Data• Set up by fiscal year• Tied to the appointment (University, College of
Medicine) or position (OSUWMC)• Direct Retro Distribution
• Paycheck data is required• Much more flexible, powerful
MORE COMMITMENT ACCOUNTING
25
Why this change is so important…• Removes 50% of the other system customizations
including:• The majority of Payroll customizations• The most invasive customizations
• Allows us to use other delivered processes immediately and in the future
• Facilitates additional Chartfield audits and ties direct retro distributions to paycheck data
• Provides more powerful direct retro distribution tool
WHY COMMITMENT ACCOUNTING?
26
CHANGE MANAGEMENT
27
DEEPBREATH
28
We’ve been…• Identifying system and business process changes• Evaluating the effects on users, service centers, the
university• Planning how to prepare affected audiences including:
HR Professionals, Service Center team members, HR/Payroll system users
Fiscal team members IT professionals Managers, supervisors, and approvers All faculty, staff, and student employees And more…
CHANGE AGENTS
29
Communication, Training, and Everything In-between• Starting with existing meetings and communication
channels• Beginning to mix in project and change-specific
messages and events• Targeting faculty, staff, and student employees in winter-
spring and again before autumn semester
WHAT YOU SHOULD EXPECT
30
PREPARING FOR CHANGE
31
HRA
• Implement the HRA system, if you haven’t already
Contact Stacie Dutton, email: [email protected]
• Know that approvals in the HR system may change – your approval workflow in HRA may also
Current Position and Job Opening approvals are customizations in PeopleSoft
Decisions about these approvals are still being finalized
Business process decisions are still being determined and will be communicated soon!
HRP ACTIONS TO TAKE
32
Ineligible For Rehire• Adhere to policy – must obtain approval from ER Consultants for
employees to be deemed IFR Lists will be maintained in central offices until conversion
• New job data action reasons will be used in 9.2; including IFR • Benefit to the university: sharing of information and consistent application
So HRPs know!
• Hire/Rehire action will automatically be stopped by the 9.2 HR system if an employee has an IFR record Historical information will be loaded into the system New activity will be audited by OHR
• Check the employment history in the HR system of all former and current university employees early on in your search process!
HRP ACTIONS TO PLAN FOR
33
User Access to the HR System• The roles allowing access to the system are
changing – entirely!
• There will be a new approval process - TBD
• Requests will be reviewed more closely
• Goal: Limit access to sensitive information
• Training, training, training
WHAT TO EXPECT AHEAD
34
GO LIVE DATE
05/28/14!
35
Go Live & Freeze Periods• Go Live date is May 28, 2014
• Freeze Periods There will be a freeze period of several days
prior to Go Live – no activity in the system May also have a freeze period after Go Live –
TBD• Dual entry in both systems will be needed if
effective dates cannot be adjusted outside of the conversion period
HRP ACTIONS TO PLAN FOR
36
Go Live & Freeze Periods• Go Live date is May 28, 2014
• Reports will be available for you to check data before Go Live
Need to ensure that clean data is loaded into 9.2
• Biweekly pay period will be impacted – determining a timekeeping process for that pay period
More to come
• Training – Spring 2014: Plan your calendars!
HRP ACTIONS TO PLAN FOR
37
MO PP1105/01 – 05/31Conversion Record effective 6/01
HR 9.2 GO LIVE DATE 05/28/14!
BW PP2505/18 - 5/31Conversion Record effective 5/18
Conversion Period
Conversion Period
Conversion Period05/18 – 05/31
BOTTOM LINE:
AVOID ENTERING TRANSACTIONS INTO THE SYSTEM WITH AN
EFFECTIVE DATE FROM 5/18 – 5/31 IF POSSIBLE!
38
Job Data InformationConversion period: 5/18 – 5/31
• Future-dated records
Limit as much as possible entering transaction with an effective date of 5/18/14 or later
Transaction may not convert over to 9.2 system accurately – you will have to audit all of them
They may need to be entered again after go-live
HRP ACTIONS TO TAKE
39
Conversion Period: 5/18 – 5/31• Entering transactions during this period will be tricky!
Where ever possible, try to avoid transactions with an effective date during this period
Work with employees, managers, and faculty proactively – communications are critical
• Every active employee in the HR system will have a conversion record auto-populated onto job data in the system
Effective 5/18 for Biweekly; effective 6/01 for Monthly
‼ Do NOT remove or edit the conversion record in Job Data
The conversion row will ensure that employees are paid and receive benefits appropriately
HRP ACTIONS TO PLAN FOR
40
Job Data InformationConversion period: 5/18 – 5/31
• Retroactive effective dates
Transactions entered into the 9.2 system (after conversion) with an effective date prior to conversion
Will be problematic – these are essentially two different systems
JED changes/Direct Retro Changes – will be entered through weekly journal entry process – centrally through Business & Finance
HRPs will have to track them on a spreadsheet and submit them to B&F through HRA
We are still identifying the processes that will be needed
Communicate with your teams the need for timely processing!
HRP ACTIONS TO PLAN FOR
41
ENGAGEMENT WITH THE HR COMMUNITY
42
Communications• Newslink Blog: Project updates and an FAQ will be
posted online, Site: go.osu.edu/hr92
• Project Email Address: You can email questions and feedback to [email protected]
• Toolkit Ideas: What communication “package” can we develop for you? Similar to the Employee Self Service project.
• Communication Ideas: What other ways of communicating would be helpful to you?
YOUR FEEDBACK IS NEEDED
43
Reports • Fields Removed: Check Sort #, Timekeeping Group,
Home Department. We know you use them to run reports. By removing those fields, what other items can we provide to enable you to do the work you need to perform?
Conversion Readiness• Preparation: What else do you need from the project
team to help you prepare for the change?
Email the project team at [email protected]
YOUR FEEDBACK IS NEEDED
44
HRP Input• Configuration discussions, design sessions, change
management teams
• HRP involvement so early in the project = Good Thing!!
HRPs have added perspective so that the project is taking a holistic approach to the reimplementation
HRPs have helped formulate decisions about the new system
HRPs have helped determine what is needed to prepare all of you for the change
• However, we don’t have all the answers right now
We will continue to need HRP involvement
HRP PARTICIPATION IS CRITICAL
45
Testing• User Acceptance Testing (UAT) March 3 – May 2
System testing – will test user access, transactional ability
HRPs needed for testing sessions; individuals with very high level understanding of the HR system, with varying user access profiles (access to all modules as well as those with access to specific modules) – let your SHRP know
• Reporting Testing Dates TBD HRPs needed to test revised reports as well as the new Buck IQ
reporting interface
HRP PARTICIPATION IS NEEDED
46
ACTIONS FOR HRPS TO TAKE NOW
47
Activities you need to do now to prepare for the change:
Implement HRA Contact Stacie Dutton Be prepared to adjust approvals if needed
Decisions about Position and Posting approvals will be determined soon – look for communication!
YOU NEED TO TAKE ACTION NOW!
48
Activities you need to do now to prepare for the change: Prepare for Conversion Readiness 5/18 – 5/31
Communicate with employees, managers, and faculty ahead of Go Live about processing transactions during this time period - it’s important that they work with you proactively to navigate the conversion period
Try to adjust effective dates outside of this period (e.g., new hires)
How can the project team communicate to these groups?
YOU NEED TO TAKE ACTION NOW!
49
Activities you need to do now to prepare for the change:Prepare for Conversion Readiness 5/18 – 5/31
Review reports to validate data in HR 8.9 system
Clean data is needed to convert over to 9.2 You will receive multiple reports from
December – April to validate the data
YOU NEED TO TAKE ACTION NOW!
50
Activities you need to do now to prepare for the change:Manage Future Dated Rows
Limit entering them as much as possible if effective date is 5/18/14 or later
Exception: you can enter future dated terminations – they will convert into 9.2
Create a tracking system now until our business processes are determined
YOU NEED TO TAKE ACTION NOW!
51
Activities you need to do now to prepare for the change: Mitigate Retroactive Dated Rows
Try to limit as much as possible around Go Live date Aggressive communication plan within your
organizations Mitigate Retroactive funding changes – Direct Retro
Changes (PETs) Funding changes entered after Go Live with an effective
date prior to Go Live will need to be entered through journal entries
HR and Fiscal teams to work together – plan!
YOU NEED TO TAKE ACTION NOW!
52
Activities you need to do now to prepare for the change: Plan for Removal of Home Department ID
Know that it will be removed in HR 9.2 Make changes to Department IDs now to prepare for
transition of Buckeye Oasis systems Clean up Home Dept fields if needed – if they are
different than the Department ID, the data will automatically convert over to a College/Unit Reporting field
Use Employee Analytics report to identify
YOU NEED TO TAKE ACTION NOW!
53
Activities you need to do now to prepare for the change: Educate Yourself About Ineligible For Rehire (IFR)
Follow current policy for now – refer to Oct. 3rd HR Now article
Learn new Job Data Action/Reasons – training to come
Plan To Participate in Training – Spring 2014 Everyone with access to the HR system will
participate in training Training plan is being determined – more to come Plan your calendars
YOU NEED TO TAKE ACTION NOW!
54
Activities you need to do now to prepare for the change: Be Aware - User Access to System Will Change
Know that the roles are changing Business justification needed for access to the
system New approval process
YOU NEED TO TAKE ACTION NOW!
55
Activities you need to do now to prepare for the change: Get Ready! Go Live: May 28, 2014
Mark your calendars – plan for it There will be a freeze period - TBD Dual entry of HR transactions is likely BW pay period will be impacted – work around is
being determined Conversion row will be entered for active
employees – DO NOT REMOVE! More information to come!
YOU NEED TO TAKE ACTION NOW!
56
Activities you need to do now to prepare for the change:
Be Aware About the Project HRPs are involved early in the process –
changes will continue Look for communications: HR Now,
Newslink blog Attend awareness sessions Communicate with the project team:
YOU NEED TO TAKE ACTION NOW!
57
Activities you need to do now to prepare for the change:
Attend Next Awareness Sessions - December
Focus upon Commitment Accounting
Department Budget Table (JED info), Direct Retro Changes (PETs), HR GL Reconciliation
Scheduled for December 9, 10, 11
Communication coming this week!
YOU NEED TO TAKE ACTION NOW!
58
WRAP UP
59
Look for updates…• Direct emails• HR Now• Administrative NewsLink (go.osu.edu/hr92)• And more!
Ask questions and provide feedback…• Now or…• [email protected] anytime
STAY ENGAGED