Distributed Processing Online Payroll Time Reporting System OPTRS Overview

1
Distributed Processing On-line Payroll Time
Reporting System (OPTRS) Overview

• MSO Presentation
• June 7th and 9th, 2004

2
Agenda

• Introductions
• Distributed processing scope
• OPTRS overview
• Functions and Benefits
• To-be Process
• Adjustment Transactions
• Time Roster
• Other Processes
• Implementation Plan
• Q A

3
Distributed Processing Scope Assess Phase
v Go-live 4/12/04
5. Positive Time
6. Supplies 7.Services 8. Equipment 9. Consultant
Agreements 10. Non-PO processes - check
request - travel

• 1. Financial
• Standard
• Recharge
• Cash
• 2. Cost Transfer
• 3. Budget Adjustment
• 4. Budget Transfer

4
OPTRS - Overview
5
OPTRS
6
Which Functions?

• Adjustment Transactions
• Payroll screens are already in use for Payroll
  and Med Center
• Replaces the paper forms for the following
  processes
• Additional Time Reporting
• Retro Pay
• Time Reporting Adjustment
• Absence Salary Notification
• One-time Payroll Authorization

• Time Roster
• Used primarily to capture time for employees paid
  on a positive time reporting basis
• Payroll screens have not been used on campus
  before
• Replaces the dissemination and collection of a
  paper pre-list

7
Campus Community

• Employees
• Adjustment Transactions
• 8,000 employees
• Not including Med Center and Comp Plan Faculty
• Time Roster
• Primarily employees paid on positive time
  reporting basis
• System Users
• Currently 385 update users 626 inquiry users
  1,011 users
• Estimate 300-400 positive time entry users

8
Campus Benefits

• Departments
• No need to create, file, or process spreadsheet
  forms for adjustment transactions
• Ability to schedule and input adjustment
  transactions
• Ability to update the on-line roster
• More time to enter and correct payroll actions
  before the payroll cycle ends
• No need to follow up to see if the action was
  received and processed by Payroll/vendor
• No need to reconcile vendor input with
  spreadsheet forms
• Payroll Office
• No need to separate, mail, and then consolidate
  the pre-list report
• No need to consolidate and send pre-list and
  adjustment transaction forms to vendor or store
  paper received back from vendor

9
To-Be Process
Pre-Reqs
Pre- Approve
Edit
Verify
Store
Post- Update
Entry/ Update
Review/ PAN
Department goes to IERN screen to check that
payment is issued. Review and reconcile DPE.
The Preparer enters action on-line into OPTRS.
Approver will pre- authorize the Preparer to
input an OPTRS action, e.g., by email or by
signing the appropriate form (timesheet).
Department is the Office of Record for payroll
actions.
During the pay compute process Payroll will
review system errors and take action.
The Reviewer receives PAN to review adjustment
transactions for correctness, appropriate-ness,
and accuracy. He/she is not approving the
adjustment transaction.
Roles Department Preparers will enter
information directly on-line. Department
Reviewers will review PAN notices and on-line
screens. Training Payroll users must have
completed EDB training and OPTRS Training.
Editing will happen during entry into OPTRS.
Some of the edits are similar to those in EDB.
Department Pre-post
Payroll
Payroll
Department After-post
10
Pre-requistes Pre-approval

• Pre-requisites
• To be eligible to take OPTRS training you must
  have completed the EDB Inquiry and Update
  training and passed the test

• Pre-approval
• OPTRS Entry/Update Preparer must obtain approval
  before entering payroll actions on-line (same as
  pre-approval process for EDB)
• Select payroll actions require pre-approval other
  than department pre-approval, e.g., Control Point
  pre-approval (no change from today)

11
Adjustment Transactions
12
OPTRS
13
Adjustment Transaction Menu
Customization IDDL THF- Inquiry by dept code
14
EDAT Update Screens

• Form Function Code
• Additional Time Reporting EDAP
• Retroactive Pay EDRA
• Time Reporting Adjustment LXRX EDLR
• Absence Notice Salary Reduction EDLR
• One-time Payroll Authorization EDFT

These screens are active for Campus and Medical
Center Payroll
15
Example EDAP Screen with Data Entry
Mouse, Mickey
R
Pooh, Winnie
The screen is blank initially. You can type the
data yourself or use the R command which will
pull the distribution line data from EDB.
16
Example EDFT Screen with Data Entry
Pan, Peter
Pan, Peter
The screen is blank initially. You must type the
data yourself. Note Unlike the other
adjustment transactions where pre-approval is
mainly department pre-approval, one-time payments
require pre-approval from a Control Point.
17
Department Verification of EDAT

• PAN notice per action
• IDTL THF inquiry by employee
• IDDL THF inquiry by department code

18
THF Inquiry by Employee (IDTL)
Doe, John
Customization UserID
19
THF Inquiry by Home Department Code (IDDL)
Customization Dept code search
20
Time Roster
21
OPTRS
22
Department Time Roster

• Replaces paper pre-list
• Two screens to manage pre-list
• IPIC checklist shows pre-listed eligible
  employees for current time reporting
• EDHC time input roster is used to enter or
  change positive time or to enter by agreement
  amounts
• Time input roster is generated by home department
  but can also be retrieved by FAU

23
Who Appears on Roster?

• Time codes for roster
• Z positive time via online
• Converted from time code A (positive by dpa/fund)
• R exception time via online
• Converted from time code E (timesheet not
  required)
• Only exception time appointment with regular
  overtime
• Exception time appointments that have periodic
  overtime should not be in the roster

24
Sample Monthly Roster Calendar To Be May 2004
Last day to update EDB - updates reflected in
roster
Roster open to enter time! Roster refreshed
nightly starting on the first open day thru the
last open day.
Pay compute
Last day to review blocked items
Last day roster open to enter time!
Last day to enter EDAT
IPAY screens available
Payday
Memorial Holiday
25
Step 1 IDTC Menu Checklist by Home Department
26
Step 2 Example checklist
27
Step 3 IDTC Menu Roster by Home Department
28
Step 4a Example Roster Positive Time Before
Entry
Chan, AAA
Chan, BBB
Chan, CCC
For positive time employees when the roster is
open, OK field and time field are blank. Data
in all other fields are pre-populated from EDB,
and cannot be modified.
29
Step 4b Example RosterPositive Time - Initial
Entry
Chan, AAA
Chan, BBB
Chan, CCC
For positive time employees, type in time. After
time is typed, a Y appears in the OK field.
30
Step 5a Example of Roster Exception Time
Before Entry
Taylor, AAA
Taylor, BBB
Taylor, BBB
For exception time employees when roster is open,
OK field is blank but time field is
pre-populated from EDB. Data in all other fields
are pre-populated from EDB, and cannot be
modified.
31
Step 5b Example RosterException Time Initial
Entry w/Overtime
To enter overtime, type hours under appropriate
distribution. After time is typed, Y appears in
the OK field.
Taylor, AAA
Taylor, BBB
Taylor, BBB
For exception time employees Y does not need to
be present in the OK field in order for pay to
be generated.
32
Step 6 Example Checklist After Initial Entry
33
Roster Before Leave w/o Pay Change in EDB
Smith, Jane
Smith, Jane
Smith, John
34
Roster after EDB transaction nightly refresh -
Leave w/o pay
Smith, Jane
Smith, Jane
Smith, John
35
Roster Before Rate Change in EDB
Angel, AAA
Army, BBB
36
Roster after EDB transaction nightly refresh
Pay rate change
Angel, AAA
Angel, AAA
Re-enter hours
Note Old pay rate distribution line (11) is
blocked. New pay rate distribution line (12) is
created. Preparer needs to re-enter hours
37
Other Things Regarding Roster

• Continue to check for blocked entries
• Shared employees
• Can select by home department code or FAU
• Can enter time by home department code or FAU
• Departments with shared employees need to work
  out agreement for roster entry
• Timesheet may need to include EIN and FAU

38
Department Verification of Roster

• No PAN notice
• IPIC checklist
• IDTL THF inquiry by employee
• IDDL THF inquiry by department code
• Data remain in the roster for three pay cycles

39
Other Processes
40
Edits

• The system already employs several edit checks,
  each of which is assigned a level of severity,
  e.g.
• Warning user is not required to make changes to
  the record
• Fatal user is required to change the record
  before it can be saved
• Payroll has reviewed the existing edits and
  recommends keeping the existing edits and their
  severity as is.

41
Running the Payroll Compute

• Departments will have a deadline after which they
  cannot enter data in OPTRS
• Cut off for roster is May 24 from our sample
  calendar
• Cut off for EDAT is May 25 from our sample
  calendar
• Departments will have one more day after roster
  closes to enter EDAT transactions or to call
  Payroll to make corrections
• Changes to EDB may impact roster
• During this time, the system generates a series
  of error reports Payroll reviews them and
  follows up with Departments as needed

42
Office of Record

• Where pre-approval paper documentation is
  required, e.g., timesheets, the Department will
  keep these documents and be the Office of Record
  (no change from today).
• In the future Payroll will no longer keep paper
  forms or pre-list on file
• Record retention requirements will be in
  conformance with
• UCOP Accounting Manual Official Documentation
  Required in Support of University Financial
  Transactions
• UCOP Electronic Communications Policy

43
Implementation Plan
44
Implementation Plan

• Schedule
• Build and Test
• Conversion and Clean Up
• Training
• OPTRS Users
• Communications
• Customer Support

45
Schedule

• Build and Test May 1 - Jul 30
• Identify OPTRS users Jun 25
• Training preparation May Aug 29
• Pilot
• Training Aug 30 Sep 10
• Clean up Sep 13
• Conversion Sep 14
• Go-live Sep 17 Oct 15
• Campus
• Training Sep 27 Oct 8
• Clean up Oct 11
• Conversion Oct 13
• Go-live Oct 18

• This schedule contains estimated dates. Go-live
  depends on a number of related activities being
  successfully completed. Many people on campus
  are working hard to deliver the system according
  to the above schedule. Please remain flexible.
  Our goal is to ensure as smooth a transition as
  possible.

46
Build and Test

• Customizations that are needed to demonstrate
  user functionality will be built and tested by
  May 31st.
• Do not allow employee pay information to be
  updated in the time roster must be done in the
  EDB
• When searching by FAU, fix the result so that
  program code is included if entered
• Capture User ID and add it to relevant screens
• THF inquiry by department code
• Fix on-line help in time roster
• Modify Auto Access website to include OPTRS
  access (July 30th)

• Customizations that are needed to deliver the
  system but will not be visible to the user will
  be built and tested by July 30th.
• Add a new sort to the Payroll Error Report by
  User ID
• Modify the Retro Processing program to recognize
  the overtime rate to 4 decimal places
• Revise access security administrator role
• Provide mass update for conversion of time
  reporting codes

47
Conversion/Clean-up

• Current time codes need to be converted before
  go-live so that appointment lines will appear on
  the on-line roster
• Time code A (positive time) changes to Z
  (positive time on-line)
• Time code E (exception time) changes to R
  (exception time on-line with regular overtime)
• Delete overtime appointments from EDB that are
  periodic in nature

48
Training

• Part 1 Introduction to OPTRS Training
• Overview of the OPTRS process
• What OPTRS looks like
• What the e-learning course looks like, how to
  start the course, when to take the course, how to
  know when youre done
• How to get help during training and go-live

• Part 2 OPTRS Training
• How to complete the process in OPTRS
• Process details including helpful hints, tips,
  examples of transactions etc.
• What it means to be accountable (as a Preparer
  and PAN Reviewer)
• Interactive review questions throughout course to
  reinforce learning
• Printable reference materials
• Pass/Fail (like EDB Update training)

49
List of OPTRS Users

• Link developed a role assignment worksheet (RAW)
  to help Control Points and Departments capture
  this information
• Part 1 Identify OPTRS users
• Part 2 Identify PAN Reviewers
• Final instructions and RAW sent to Control Points
  on May 27
• Completed RAW due to Link on June 25
• All users will have the same UserID as their EDB
  UserID

50
RAW - Part 1 Identify OPTRS Users
51
RAW - Part 2 Identify PAN Reviewers
52
Communication Plan
53
Customer Support

• Strategy
• Leverage the concept of the existing ITS and
  Accounting Customer Support Structure
• Timeline
• Needs to be in place by go-live

54
Roles and Responsibilities

• Control Points
• Act as the communication link between UCSF Link
  and the Departments
• Contact Departments to attend implementation
  meeting
• Own or oversee the role assignment worksheets
  (RAW) across the departments
• Oversee MSO/Department progress during
  implementation and go-live

55
Roles and Responsibilities

• Departments
• Work with the Control Points to complete the role
  assignment worksheets (RAW)
• Clean up EDB appointments
• Review shared employees procedure
• Attend Training
• Lecture Hall on Part 1 Intro to OPTRS Training
• Complete Part 2 OPTRS Training
• Activate OPTRS Users
• Obtain EDB User ID
• Review department business practices and ensure
  the staff is ready for the implementation
• Monitor progress after implementation

56
Roles and Responsibilities

• Pilot users
• Attend Lecture Hall on Part 1 Intro to OPTRS
  Training
• Complete Part 2 OPTRS Training
• Provide feedback to the team
• Staff
• Complete EDB Update pre-requisite if needed
• Attend Lecture Hall on Part 1 Intro to OPTRS
  Training
• Complete Part 2 OPTRS Training

57
UCSF Link Contact List

• Mara Fellouris, Project Leader
• 514-3419
• mfellouris_at_ucsflink.ucs.edu
• Zoanne Nelson, Deputy Project Manager and Team
  Lead for Payroll
• 502-3172
• znelson_at_ucsflink.ucsf.edu
• Cindy Chiu, Functional team training and
  communications
• 502-3238
• cchiu_at_ucsflink.ucsf.edu

58
Todays Presentation

• To access a copy of todays presentation, go to
  http//ucsflink.ucsf.edu
• The presentation is under the heading
• June 2004 Payroll Town Hall Meeting
• Check this site periodically during the next five
  months for additional information!