VCCS PeopleSoft Time and Labor and/or Absence Management

1
HRMS PROJECT Integration with Commonwealth
SystemsVision StoryboardApril, 2010Draft
V 23
Tom Huber Manager Deloitte Consulting Project
Technical Co-Lead
2
HRMS Goals
3
HRMS Objectives
4
HRMS Performance Goals
5

• Contents

• Key Terms and Abbreviations
• Legend
• Current State
• Target State Vision
• Absence Management
• Input and Interfaces
• Employee End User Interfaces

6

• Key Terms and Abbreviations

7

• Legend

8

• Data entered into PMIS and CIPPS
• (not comprehensive)

1 Per Employee Key State ID (Positions can be
multiple)
Many Per Employee Key AgencyState ID Suffix

• PMIS Data
• Position (multiple)
• Education
• Faculty-specific data
• Telecommute indicator
• Veteran
• Email address
• Nationality

• Core (shared) data
• Role (of primary job)
• SSN
• Name
• Address
• Birth Date
• Sex
• Disability

• CIPPS Employee Payroll Data
• Multiple Jobs
• Retirement Plan
• Deduction Elections
• Special Pay
• Hours and Wages

• CIPPS Employee Tax and Pay Data
• W4 information
• FIT/FUTA/SUI
• Direct Deposit Information

• Salary

9

• Current State

10
(A) Hire PMIS/BES
A1
A1
A3
A6
A5
A7
A3
Salary Regular Pay
Commonwealth Systems
11
(B) Changes Interfaces - Employees to CIPPS
B1
B3
Docs
B2
B3
Employee Info
B4
Salary Regular Pay
12
(C) Manual entry and Interfaces -- Earnings to
CIPPS
Docs
Employee Info
C1
Salary Regular Pay
Salary Regular Pay
13
(D) Current State Entry Interface --
Deductions to CIPPS
Docs
Employee Info
Salary Regular Pay
Hours/Wage Pay
Special Pay
D2
D1
Deductions ()
For Brevity, TPA to/from CIPPS will be shown as
bidirectional
D3
Deduction Overrides ()
D4
14
(E) CIPPS Managed
Docs
Employee Info
Salary Regular Pay
Hours/Wage Pay
Special Pay
Deductions ()
Deduction Overrides ()
E1
E1
Garnishments()
E2
E2
Adjustments, Misc.
E3
W4/Taxes ()
15
(F) Paycheck
Docs
Employee Info
Paycheck Complete In CIPPS
Salary Regular Pay
Hours/Wage Pay
Special Pay
Deductions ()

• Direct Deposit
• or
• Check (rare)

Deduction Overrides ()
Garnishments()
Adjustments, Misc.
Taxes ()
16

• Target State Vision

17
(1) New Hire/Changes/Interfaces to PMIS/BES and
CIPPS
1A
1C
EG1 And EG2
1B
Note New Hire and Change are conceptually
merged (mechanics at run time may make the
distinction)
1F
1H
1D
1G
Employee Info
1E
1F
18
(2) Pay Data
EG1 And EG2
Docs
2A
Employee Info
Salary Regular Pay
2B
Hours/Wage Pay
2C
Special Pay
19
(3) Benefits and Benefits Deductions
EG1 And EG2
Docs
3A
3B
Employee Info
Salary Regular Pay
Wage Pay
Special Pay
3C
Deductions ()
3D
20
(4) General Deductions
EG1 And EG2
Docs
Employee Info
Salary Regular Pay
Wage Pay
Special Pay
4A
Deductions ()
4B
Deduction Overrides ()
21
(5) CIPPS Managed
EG1 And EG2
Docs
Employee Info
Salary Regular Pay
Wage Pay
Special Pay
Deductions ()
Deduction Overrides ()
5A
Garnishments()
5B
Adjustments, Misc
5C
W4/Taxes ()
22
(6) Paycheck
EG1 And EG2
Docs
Employee Info
Salary Regular Pay
Hours/Wage Pay
Special Pay
Paycheck Complete In CIPPS
Deductions ()

• Direct Deposit
• or
• Check (rare)

Deduction Overrides ()
Garnishments()
Adjustments, Misc.
Taxes ()
23
(7) Paycheck Components Sources
1
Paycheck
Employee Info
Employee Info
2
Salary Regular Pay
Wage/Hours Pay
Pay Data
Special Pay
3
4
Deductions ()
Deductions ()
Deduction Overrides ()
Garnishments()
Misc Deductions
5
Garnishments()
6
Misc Deductions
8
W4/Tax Data ()
Taxes ()
7
(1) Employee data (bio/demo info and, for
salaried EEs, compensation) is initiated in
VHS-HR. Some or all EEs flow through PMIS.
(2) Hours and Wage pay data are initiated in
VHS-TL and VHS-AM and flow through VHS-PY.
(3) Special Pay data are initiated in VHS-PY.
(4) Deductions can be established from BES
(Health and FSA only), TPAs, VHS-BN and/or
VHS-PY.
(5) Deductions overrides are initiated in VHS-PY.
(6) Garnishments and Miscellaneous Deductions are
initiated in CIPPS.
(7) Tax data are stored in CIPPS and CIPPS
calculates Tax deductions
(8) Paycheck is complete and sent to EE (standard
practice is Direct Deposit).
24
(8) Pay Cycle
Note that CIPPS completely manages Court Ordered
Garnishments, Misc and Taxes. Pending Further
Discussion.
8B
EE data such as job data and deductions are sent
to CIPPS (and PMIS) on an ongoing basis.
8A
8G
8A
CIPPS will execute its full pay cycle, Certify
and produce pay checks
Ongoing Maintenance Interface
Employee Info
8A
8A
Salary Regular Pay
8A
A PeopleSoft Pay Sheet is Created to generate
the Pay Page/Line tables
8D
Reminder Benefits deductions are sent to CIPPS
from BES and TPAs using various means As well as
from VHS
Hours/Wage Pay
8C
8E
8D
Special Pay
PeopleSoft Payroll Calculation Cycle
Deductions ()
8A
8B
Deduction Overrides ()
8E
Pay Data Interface
8E
8C
Garnishments()
Time Labor and Absence Management work together
to post time, adjustments, etc. to Payroll
8B
Adjustments, Misc.
8B
Taxes ()
X
PeopleSoft Pay Line Table (and supporting tables)
8F
8E
8H
8H
Results of PeopleSoft Pay calculations will not
be in synch with CIPPS and will have limited
utility (primarily history)

• The Pay data Interface extracts selected data
  from the Pay Line
• Time and Hours/Wage
• Pay adjustments, Retro payments, etc.
• Special Pay
• Deduction Overrides
• Data are written to audit table and reports
  produced

CIPPS produces ECE and Master File files to be
used for reconciliation
Permanent Audit Table
8F
8E
Audit and Reconciliation Reports
25
(9) Absence Management (new functionality)
PAYLINE
CIPPS Leave
eDirect
9D
9E
26
Input IntegrationPrécis
27
IPCS Input Integration Précis Current State
a
b
i
c
j
h
g
Personal Data
d
Pay Data
k
l
Deduction Establishment
Deduction Overrides
e
Garnishments, Adjustments Taxes
f
28
IPFS Input Integration Précis Future State
1
EG1 And EG2
8
3
6
7
9
14
2
Personal Data
10
Pay Data
4
11
Deduction Establishment
12
Deduction Overrides
13
5
Garnishments, Adjustments Taxes
29

• Employee End-user Interfaces

30
PAYLINE provides inquiry to Total Compensation
1
2
eDirect captures Health and FSA Benefit elections
3
eDirect displays personal data
4
eProfile captures personal data
eProfile captures Employee leave requests
5
2
3
4
5
6
1
7
9
6
Absence Management interacts directly with
Approvers
eProfile
PAYLINE
7
Time Labor interacts directly with Time Keepers
and Approvers
TPAs
PMIS
CIPPS
8
PeopleSoft modules interact with each other
BES
9
Third Party Administrators directly interface
with Employees
2
3
4
5
6
7
1
8
31
Summary of Changes Included in Integration Vision

• PMIS is to be expanded to include adjunct faculty
  and other employee types, thereby providing DHRM
  with comprehensive listing of VCCS employees.
• The PMIS interface to CIPPS is to be expanded to
  send Wage and Adjunct Faculty in addition to data
  salaried classified and salaried faculty
  employees and thereby reducing/eliminating data
  entry into CIPPS, benefitting DHRMS and DOA.
• Web enabled services being developed to pass data
  to PMIS from PeopleSoft and reduce/eliminate data
  entry into PMIS. This will bring benefit to other
  state agencies as well.
• Additional new hire CIPPS information (employee
  profile data) will be sent via new interface
  between VCCS HRMS and CIPPS.
• The interface from BES to VCCS HRMS will provide
  employee health and FSA elections to VCCS HRMS.
• Data from TPAs to VCCS HRMS are to be inferred
  from CIPPS (pending detailed analysis).
• VCCS HRMS to CIPPS interfaces utilize existing
  CIPPS defined batch interfaces (2xx, 3xx, 4xx,
  700,7xx,8xx,9xx).
• There is potential for reduction in time in total
  time it takes to establish new employees in both
  PMIS CIPPS,
• VCCS employees will not process personal data
  changes via eDirect. They will use VCCS HRMS/PS
  Self Service. This may be managed by the
  approval workflow built into eDirect or
  suppressed by eDirect (coding to be performed
  through DHRM). N.B. eDirect will continue to
  service changes in Health and FSA elections.

32

• Questions/Comments