time and labor implementation meeting september 18 2012

11

PeopleSoft Time and Labor Implementation Meeting

Department of AdministrationSeptember 2012

22

Welcome

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Presenters:

• Connie Guerrero, Deputy Director, Office of Human Resources

• Nancy Ruoff, Payroll Services Manager, Office of General Services

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Meeting Agenda

WelcomeUpgrade Status and ActivitiesTime and Labor RolesTime and Labor ExceptionsTime and Labor Non-Pay Affecting Leave AdjustmentsAgency Task ListNext StepsWrap Up & Questions

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Upgrade Status and Activities

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2011 2012 2013JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB

Convert to Production

Build Technical Platform

Configure Environments

Fit/Gap

Data Conversions to Environments (Multiple Test Passes)

Design, Program, Unit Test

Change Management/Communications

Deployment PrepExecute System Test

Training Updates/End User Training

SHARP PeopleSoft 9.1 Upgrade Project Timeline

We are Here!

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SHARP PeopleSoft 9.1 Upgrade Project Timeline

Time and Labor v9.1 Implementation Timeline

Plan & Analyze

Oct ’11—Feb ’12

Design

Feb ‘12—Apr ’12

Build

May ‘12—Oct ’12

Test & Deploy

Nov ’12—Feb ’13

Support

Feb ‘13—On

• Host T&L Kickoff Meeting

• Identify Agency Contacts

• Conduct Task Meetings

• Complete Agency Tasks

• Make Agency T&L Implementation Decisions

• Conduct T&L Implementation Meetings

• Design Training Curriculum

• Modify System

• Execute System Test

• Conduct T&L Implementation Meetings

• Distribute Agency Tasks

• Adjust & Test Agency Interfaces

• Clean Up Data• Build Data

Conversion Processes

• Build Training Curriculum

• Execute and Complete System Test

· Conduct T&L Implementation Meeting

· End-Users Complete CBT Training

· Plan Cutover· Test and Load Data for Conversion

· Reconcile Data· · Validate System

· Cutover to Time and Labor Feb 2013

• Support Production

• Respond to Agency Feedback

• Decommission Redundant Agency Systems

• Help Desk

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Upgrade Status and Activities

• Updated default agency email address in Employee Self-Service for agencies that requested a change

• Agencies worked on updating Reports To data in SHARP

• SHARP upgrade team members completed several system test cycles which include running complete payroll cycles

• Forgot Password Feature for SHARP and SMART production system implemented on August 1, 2012. See SHARP Message Number 976 for details

• http://www.da.ks.gov/sharp/documents/message.htm#n976

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Time and Labor Roles

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ReportedTime

Timekeepers

Time and Labor High-level Overview

Self-Service

Scheduling

Scheduled Time

HR DataHR Data

Interface

Time Reporting

RulesRules

Projects

PayableTime

Time Administration

Time Approval

Payroll

GL

Time Approval

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How Reported Time Gets to Payable Time / Exceptions

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Time Administration

• The Time and Labor Process begins with the entry of time worked (reported time).

1.Employee Enters Time on Employee Self Service Timesheets (Default for All Agencies)

2.Timekeeper Enters Time

3. Interface

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Time Administration

• Reported Time then runs through the Time Administration process to check what is entered against State of Kansas reported time rules. There are also on-line edits.– Time Administration runs during nightly batch cycles

(Sunday-Friday nights)– Time Administration also runs during the weekday at:– 11:00 AM– 3:30 PM

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Time Administration

• If there are exceptions (errors) in reported time, they must be fixed and run through the Time Administration process again. This process is repeated until exceptions are resolved.

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Time Administration

• As a final step, payable time must be reviewed by the HR Administrator, and approved to continue on to the Payroll Process. If payable time is not approved, the employee will not be paid.

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How Payable Time Gets to Payroll

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• Enter and adjust time for non self-service employees (and self-service and interface employees as needed).

• View Shared Leave

• Enter Pay Affecting Adjustments, Supplementals & Non-pay Affecting Adjustments for all employees (self-service and non self-service)

• Generate TL Reports

Time and Labor Timekeeper Role

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• Approve reported time – Time and Labor does not allow you to approve your own time

• In situations where an agency does not have more than one person to approve time – staff in the Office of Human Resources will be available to perform that function


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• Timekeepers can run and import the Reported Time and Payable Time Extracts to monitor time entry and approvals.– Reported Time Extract - KTL108. This report is an extract of

data from the Reported Time Table for the pay period specified

– Payable Time Extract - KTL109. This report is an extract of data from the Payable Time Table for the pay period specified

– Report Information available at www.da.ks.gov/sharp/reports


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• Perform all functions available to the Agency Time & Labor Time Keeper role

• Enroll employees as Time Reporters and Update Time Reporter information

• Assign and Update Employee Work Schedule

• Approve payable time

Time and Labor HR Role

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• Enter and maintain Task Groups and Task Profiles

• Enter Paid Time Adjustments

Time and Labor Task Reporter Role

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Time and Labor Exceptions

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• The vast majority of exceptions received in Time and Labor occur as part of on-line edits. Refer to the Attachment for examples of some of the on-line edits.

• Other exceptions will occur as part of the Time Admin process. The examples on the following slides illustrate exceptions resulting from the Time Admin process


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Time and LaborNon-Pay Affecting

Adjustments

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Non-Pay Affecting Adjustments

• Any adjustment to an employee’s previous timesheet that results in a zero net pay change• Examples:

• Time Adjustment (i.e. change VAC to SCK)• Funding Adjustment


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Existing 8.9 process:

• Adjustment can be completed for any prior period timesheet (not a current timesheet)

• Use the Adjust Employee Timesheet page to make corrections for leave


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NEW 9.1 process:

• Non-Pay Affecting Adjustments can be processed for any timesheet change that nets to zero

• Correct timesheet (i.e. VAC to SCK or REG to VAC)• Complete funding adjustments

• Non-Pay Affecting Adjustments will be included in the on-cycle payroll process


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New 9.1 process:

• Multiple corrections can be made to the same employee timesheet (pped) or multiple prior timesheets in the same cycle

• All outstanding reported time is processed when time admin is run

• Current period timesheet• Any prior timesheets that have been changed


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NEW 9.1 process:

• Processing in the on-cycle paycheck saves the opportunity to process an off-cycle pay-affecting adjustment if needed

• Use of on-cycle to process non-pay affecting adjustments will reduce the number of adjustment transactions (on-line and manual DA-180 adjustments)


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Steps To Process in 9.1:

Step #1: Open previous timesheet in need of correction

Step #2: Make TRC or funding correction to the timesheet

(i.e. add a row for +8 hours of VAC and delete 8 hours of REG)

Step #3: SUBMIT corrected timesheet

Step #4: Wait for Time Admin to process corrected timesheet


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Steps To Process in 9.1:

Step #5: Review and Approve Payable Time; If Payable Time does not display, review Exceptions

page

Step #6: After Pay Calc, access and review PAY011 Payroll Error Messages report from agency

MVS directory to verify change processed.

Note: PAY011 will not be available on-line in 9.1


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Rejected by Payroll Status:

• If adjustment is not a zero-net transaction it will error off during pay calc and an error will appear on the PAY011 report

• Rows in Payable Time will be updated with a Rejected by Payroll Status


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Rejected by Payroll Status:

• Agency must request a reversal/adj in the next off-cycle in order for transaction to be processed. Time in rejected status will be re-processed in the off-cycle.

• Other scenarios can also result in Rejected by Payroll status for Payable Time. Review errors on PAY011 to identify/resolve issues.


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New 9.1 process:

• Employees will see corrected time on their current on-cycle pay advice (+/- hours)

• Desk Aides are being developed to provide step-by-step instructions on entering non-pay affecting adjustments in SHaRP 9.1

• Updates will also be included in the on-line Computer Based Training


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Employee timesheet showed 80 REG for PPED 10/1

Non-Pay Affecting Adjustments Time Entry Change Example

Employee reported 80 REG for PPED 10/1

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During PPED 10/15 it is determined that the hours reported for 9/30 should have been 8 VAC not REG

Non-Pay Affecting AdjustmentsTime Entry Change Example


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Employee reported 80 REG for PPED 10/1 on Taskgroup 300NONTASK

Non-Pay Affecting AdjustmentsFunding Change Example


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During PPED 10/15 correction is made to show 40 REG to 300NONTASK and 40 REG to 264CYCLED for PPED 10/1



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Non-Pay Affecting AdjustmentsEmployee reported 80 REG for PPED 10/1

REG Paycheck Earnings rows for on-cycle check

for PPED 9/17/11

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Non-Pay Affecting AdjustmentsEmployee reported 80 REG for PPED 10/1

Paycheck Earnings row in on-cycle check showing +8 hours of VAC leave for Earnings End Date 8/13/11

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Paycheck Earnings row in on-cycle check showing -8 hours of REG leave for Earnings End Date 8/13/11

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Employee Paycheck Advice showing on-cycle check with 80 REG for current pped and prior pay period leave correction

changing 8 REG to 8 VAC (-8 REG and +8 VAC)

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Agency Task List

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Agency Task List

Posted to SHARP website http://www.da.ks.gov/sharp

Handout

AgencyTask List

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Tasks

• The following tasks will be sent out to coincide with the Operational Readiness Testing Phase of the SHARP 9.1 upgrade

• All agencies will need to complete the following tasks:– TL010 – Time Reporter Data– TL011 – Task Group/Task Profiles

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Time Reporter DataTask 010

• Assign Time Reporter Data Task TL010 will include determining the following items for each of your employees:

– Timesheet Template

– Workgroup

– Taskgroup

– TCD Group (Interface agencies only)

– Refer to Previous Task TL003

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• Agencies will be provided with a file of all of their active employees. This file will be used to complete the task

• Additional information on Time Reporter Data elements can be found in the October 6, 2011 Time and Labor presentationhttp://www.da.ks.gov/sharp/documents/SHARPUpgrade91/TLMeeting_100611/Time_Labor_Mtg_100611_Overview.ppt

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• Task TL010 Time Reporter Data will be distributed on November 19, 2012

• Task TL010 Time Reporter Data is due on November 26, 2012


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Assign TaskgroupTask 011

• TASKGROUP: Agency Defined (10 characters). Taskgroups must begin with the first 3 digits of the agency number.

– YYYNONTASK: (Where YYY is first 3 digits of agency number). Every agency is required to establish a NONTASK to use for employees not reporting time to Projects. Funding is set up using Dept Budget Table/Position funding and NOT based on Task Profiles. Hours will not be sent to Project Costing

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– Other Taskgroups: Agency assigned name which must begin with the three digit agency number. Agency creates Task Profiles and attaches them to the task groups

– As the employee looks at their timesheet and clicks on the Task Profile magnifying glass, only those Task Profiles associated with that Taskgroup are visible

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• Task TL011 will be distributed on November 1, 2012

• Responses will be due on November 19, 2012

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Tasks

• Agencies implementing Project Costing will need to complete these additional tasks:

– TL009 – Combo Codes/Task Profiles– TL012 – Department Budget Table Updates

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Combo Codes/Task ProfilesTask 009

• Combo Codes/Task Profiles Task TL009 is needed to create combination codes that contain project costing chartfields and to create the task profiles that you will be using for Time and Labor

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• Task TL009 will be distributed on November 1, 2012

• Responses will be due on November 19, 2012

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Task TL012 Department Budget Table Updates

• Department Budget Table Updates - Task TL012 is needed to update the Department Budget table with combination codes that contain project costing chartfields that you will be using for Time and Labor

• Agencies can create combo codes that contain project chartfields that are not attached to Task Profiles but only the dollars will go to Project Costing.

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Task 012 Department Budget Table Updates

• Task TL012 will be distributed during the week of November 1, 2012

• Task TL012 Department Budget Table is due on November 19, 2012

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Agencies work on tasks

Time and

Labor Readiness/Aware

ness Survey

distributed to

selected employe

es

Agency Staff attend SMART Training for Project Costing,

Grants and/or Customer Contracts

Time and Labor TasksSeptember 2012 to December 2012

Employees complete SMART web-based training for Project Costing, Grants and/or Customer Contracts

Follow-Up Time

and Labor

Readiness/Aware

ness Survey

distributed to

selected employe

es

Task TL026 – Review

and Update Reports

To Position Number

s in SHARP

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Next Steps

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Next Steps

• Enroll and track agency staff who need to attend SMART training related to Project Costing, Grants or Customer Contracts

• Attend Final Implementation Meeting on January 10, 2013

• Develop a plan for communicating with employees in your agency that will begin entering their time via Employee Self-Service in February of 2013.

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Next Steps

• Access Time and Labor on-line Training Materials when they become available.

• Agencies Allowing Employees to Enter their own Time: Share the link of the following on-line Employee Self-Service Training Video with your employees. File location: http://www.da.ks.gov/sharp/WebCBT/CBT_Main_Menu.htm

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Next Steps

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Contacts

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Contacts

• Existing SHARP help desk phone number (785-368-8000) with options for Time and Labor. Payroll/funding related to TL is via the Payroll option.

• Brent Smith, Office of Human Resources: [email protected] or 785-296-1432

• Heather DeBusk, Office of General Services: [email protected] or 785-296-2434

• Sarah Tongier, Office of General Services:

[email protected] or 785/291-0556

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Questions?

time and labor implementation meeting september 18 2012

Documents