Title: SHARP 9.1 Upgrade/Time and Labor Implementation Meeting
1SHARP 9.1 Upgrade/Time and Labor Implementation
Meeting Department of Administration January
2013
2Welcome
3- Presenters
- Connie Guerrero, Deputy Director, Office of Human
Resources - Nancy Ruoff, Payroll Services Manager, Office of
General Services
4Meeting Agenda
- Welcome
- Upgrade Status and Activities
- General Changes in v9.1
- Electronic W-2 Reporting
- SHARP Upgrade Cutover Timeline
- Exempt Supervisory Employee Information
- Agency Task List
- Next Steps
- Wrap Up, Contacts Questions
5Upgrade Status and Activities
6SHARP PeopleSoft 9.1 Upgrade Project Timeline
2011 2012 2013
JAN 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
We are Here!
7Time and Labor v9.1 Implementation Timeline
Plan Analyze Oct 11Feb 12 Design Feb 12Apr 12 Build May 12Oct 12 Test Deploy Nov 12Feb 13 Support Feb 13On
Host TL Kickoff Meeting Identify Agency Contacts Conduct Task Meetings Complete Agency Tasks Make Agency TL Implementation Decisions Conduct TL Implementation Meetings Design Training Curriculum Modify System Execute System Test Conduct TL 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 TL 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
SHARP PeopleSoft 9.1 Upgrade Project Timeline
8Upgrade Status and Activities
- Reviewing default agency email address in
Employee Self-Service Task TL033 - Agencies worked on updating Reports To data in
SHARP and notifying employees with incorrect
email addresses in Employee Self-Service Tasks
TL026 Reports To and Task TL024 Employee
Self-Service Email Addresses - Employees and agency staff began reviewing SHARP
9.1 Computer Based Training Modules that are
currently available
9Data Warehouse
- The data warehouse is also being upgraded in
conjunction with the SHARP 9.1 upgrade - SHARP Subject Areas will be updated for the last
time out of v8.9 on Thursday, February 7, 2013.
SMART subject areas will be updated over the
weekend of February 9-10, 2013. - Agencies will still be able to view data in the
SMART Data Warehouse until we have finished
converting all of the data into the new version.
We expect the data reload process to take until
approximately March 11, 2013 at which time we
will move to the upgraded version. More
information will be sent about this upgrade.
10Upgrade Status and Activities
- Employee Survey was sent to agency primary
contacts to distribute to 668 randomly selected
employees. - Employees from thirty-two different agencies have
responded to date. - 88.6 have responded that they have heard about
the upcoming change in how they will report their
time beginning in Mid-February of 2013
11Upgrade Status and Activities
- Employees responded that they heard about the
change from the following source(s) - Your agency HR office 87.9
- A co-worker in your agency 22.2
- Someone outside of your agency 3.5
- Employees responded they have heard about the
change in the following manner - Email or other written communication from your
- agency HR office 75.8
- Group Meeting 34.3
- Casual conversation 23.7
12General Changes in v9.1
139.1 General Changes
- New Navigation in v9.1
- You will click-to-pick when accessing pages
within SHARP v9.1. In v8.9 you can hover your
mouse over a folder in the Main Menu to access
sub-folder and sub-pages. Instead of hovering
you must click. This click-to-pick
technology enables the sub-folders and pages to
display at a faster rate
14Navigation in v9.1
Click on Main Menu to see a list of sub-folders
based on your security role
15Navigation in v9.1
Click on Workforce Administration
16Navigation in v9.1
Click on Job Information
17Recently Used
Recently Used pages now appear under the
Favorites menu, located at the top left
18Breadcrumbs
Breadcrumbs visually display your navigation path
and give you access to the contents of subfolders
19Time and Labor Changes to Version 9.1
- New to V9.1 is a Deny button on the Approve
Payable Time Summary. Our recommendation is
that you do not use the Deny button because it
could create a time delay on getting information
submitted. - If you Deny time for any or all of your
employees, you will need to access each
timesheet delete the time Submit re-enter all
the timesheet data Submit again (Approve all
the timesheet rows if the workgroups are SS
(Self Service)) wait for Time Admin to run then
Review and Approve Payable Time.
20Time and Labor Changes to Version 9.1
- Compensation changes can now be entered after
cutoff on Tuesday at 600 p.m. for inclusion in
that pay periods calculation. - Reported time has to be approved by 330 p.m. on
cutoff so that payable time can be approved by
600 p.m. - If no Payable Time exists on Cutoff night for
employees that are leaving state service the
leave payouts will be wrong and they will have to
contact sharp_at_da.ks.gov to manually increase
leave balances. So you can manually figure and
enter leave payout information.
21Time and Labor Changes to Version 9.1
- Timesheets will be populated on the Friday night
prior to the beginning of the pay period.
(Currently they are populated on the first Sunday
night of the pay period) - Group ID is no longer used on Core SHARP Time
and Labor search pages (It is still used in
Employee Self Service though) - Email notifications are no longer immediate a
batch job will run every hour beginning at 815
until 515 on Week Days (no Weekends or holidays)
22Time and Labor Changes to Version 9.1
- Notify your e-mail / security staff that Time and
Labor e-mail notifications will be coming from
no-replyTL_at_da.ks.gov - When Searching by Name on most Time and Labor
search pages, you must enter the Department ID
(first 3 digits at a minimum) - Work Schedules are assigned on the Job Data
Kansas Information Page instead of Position Data
or Assign Work Schedule page
23Time and Labor Changes to Version 9.1
- To access prior period timesheets for agencies
the employee previously worked Pull up the
current timesheet and enter the date of the
timesheet you wish to view and refresh the date.
Example EE works in 173 and last June worked in
agency 264. Agency 173 pulls up the current
timesheet and enters a June date and refreshes
The 264 timesheet will display - If hours need to be deleted for time in which the
employee is no longer active Request SHARP
Corrections Unit remove the Job Data row (such as
a Termination row). Update the Timesheet/Submit
and Approve if necessary. Then re-enter Job Data
row.
24Payroll Changes in Version 9.1
- Agencies wont be able to run the PAY011-Payroll
Error Messages report on-line. A copy of the
PAY011 report will be available after each
payroll calc in the agency MVS directory - Current Time and Leave agencies will notice that
all earnings, including Regular and Overtime
earnings, are now reported under the Other
Earnings section instead of the Earnings
section of the Paycheck Earnings tab of the
on-line check view and also the PAY002-Payroll
Register report. - KPAYWAGE report will no longer be available in
9.1 and agencies should be using the KPAYGL5C
instead
25Electronic W-2 Reporting
26Employee Self Service 9.1 W-2 Options
- Existing 8.9 process
- Paper W-2s are printed/mailed in early January
for the previous tax year - Paper W-2s for tax year 2012 were mailed on
Friday, January 4, 2013 - W-2 Reprints are run on a set schedule
- Reprinted W-2 forms can be requested through ESS
beginning January 16, 2013 or through your agency
HR/Payroll office. The first 2012 W-2 Reprint
run will be January 17, 2013.
27Employee Self Service 9.1 W-2 Options
- Exciting 9.1 Changes
- W-2s will be available electronically for
self-service printing through ESS - Data from secure PeopleSoft database
- W-2 form can be accessed through ESS at
employees convenience - Multiple years of W-2 forms will be available
- All employees have ESS access for W-2 information
and it is available up to 18 months after leaving
employment with SOK
28Employee Self Service 9.1 W-2 Options
- Access to view/print W-2s via ESS requires
employee consent to receive this information
electronically - W-2s will be available electronically for 2012
reprints shortly after Feb. 13, 2013 - Encourage employees to utilize this as an
alternative to requesting a paper W-2 reprint - The 2007-2012 Tax Years will be available on ESS
by late Feb/early March
29Employee Self Service 9.1 W-2 Options
- Changes in 2014 for 2013 W-2 forms
- W-2s will be available electronically through ESS
in early January, 2014 - Employees who consent to access W-2 forms
electronically will not receive a printed form - Employees can withdraw consent through ESS
- Regent agency employees will need to know and use
their SOK emplid to access W-2 forms through ESS
30Employee Self Service 9.1 W-2 Options
- Changes in 2014 for 2013 W-2 forms
- Paper W-2 forms will be printed/mailed in late
January, 2014 only for employees who do not
consent to receive information electronically - Employees will be encouraged to utilize ESS to
obtain W-2 reprints electronically - Instruction sheet will be available to provide to
employees to assist them in accessing ESS to
obtain electronic W-2 information
31Employee Self Service 9.1 W-2 Options
- Changes in 2014 for 2013 W-2 forms
- Paper W-2 reprints will remain available for
employees who are unable to access the
information via ESS or who choose not to grant
consent to receive information electronically
32Employee Self Service 9.1 W-2 Options
33Employee Self Service 9.1 W-2 Options
33
34Employee Self Service 9.1 W-2 Options
34
35Employee Self Service 9.1 W-2 Options
Submit successful. Click OK.
35
36Employee Self Service 9.1 W-2 Options
36
37Employee Self Service 9.1 W-2 Options
Mickey Mouse
Most recent Tax Year form/instruction links
display. Select View a Different Tax Year link
for prior year W-2 information.
37
38Employee Self Service 9.1 W-2 Options
Form prints on 8 ½ x 11 sheet of paper
39Employee Self Service 9.1 W-2 Options
Information for Tax Years of 2007-2012 will be
available by late February, 2013
39
40Break
41SHARP Upgrade Cutover Timeline
42SHARP Upgrade Cutover Timeline
- Due to the SHARP 9.1 conversion that is taking
place in February, please be aware of the
important pieces of information that are included
below. - Effective 1/28/13, no new combination codes will
be added into the current production system. If
new combination codes are required on or after
1/28/13, please complete the new combination code
load form and submit those combination codes to
the TLLOAD mailbox. Form was sent out to all
primary contacts. These codes will be loaded on
2/13/2013. -
43SHARP Upgrade Cutover Timeline
- Please do not enter any effective dated rows,
that are dated 2/3/2013 or after, for combo
codes, task profiles, or department budget tables
until after we have finished the conversion to
Sharp 9.1. You will be able to go into the
system on 2/13/2013 and enter any rows that are
dated 2/3/2013 and after. - Please enter all known Job and/or Position Data
changes by 600 p.m. on 2/1/13 if possible. This
includes changes for the current and any future
pay periods. This will help ensure that the most
up-to-date information is in the system when we
begin the conversion process and enrollment of
employees into Time and Labor.
44SHARP Upgrade Cutover Timeline
- Timesheets will be created on Sunday, February
3rd for the pay period of 2/3/13 through 2/16/13
for current Time and Leave and Time and Labor
Agencies. -
- Existing Time and Labor Agencies
- Employees in existing Time and Labor agencies
will have access to update their timesheets from
2/03/13 2/08/13 and again on 2/13-2/17/13. - All Reported Time and Payable Time that is in
Needs Approval (NA) Status, needs to be Approved
(AP) by the end of the day on 2/08/13.
45SHARP Upgrade Cutover Timeline
- Existing Time and Leave Agencies
- Timekeepers should not enter any information into
timesheets for the pay period 2/3/13 through
2/16/13 in Time and Leave - Timekeepers will have the ability to print paper
time documents so employees can record their time
while timesheets are unavailable. NOTE Time
documents that are printed from Time and Leave
will not have a field to record the
Taskgroup/Task Profile, so it will be important
for those employees reporting time to Task
Profiles to jot down the Task Profile they are
reporting time against. - Agencies will continue to have access to complete
non-pay affecting leave adjustments and to print
paper t-docs on and after 2/13/13 in Time and
Leave (for pay periods prior to 2/03/13)
46SHARP Upgrade Cutover Timeline
- Saturday, February 9, 2013 to Tuesday, February
12, 2013 SHARP will be upgraded to PeopleSoft
v9.1 and no access will be available - Wednesday, February 13, 2013 Access for SHARP
and Self Service users to the 9.1 version of
SHARP is scheduled to be restored on February
13th. SHARP and Self Service User IDs and
passwords will be the same as User IDs and
passwords on Friday, February 8, 2013. A notice
will be sent out on February 12th to notify
agencies of SHARP availability on February 13th.
47Employee Self-Service
Employee Self Service users will see the
following message until the SHARP Upgrade is
complete
48SHARP Upgrade Cutover Timeline
- Informational Circular No. 13-P-003 is available
on the AR website - Provides dates for the SHARP Bi-Weekly Payroll
Schedule for 2013 including processing date
changes for activities and transition for the
SHARP 9.1 upgrade - http//www.da.ks.gov/ar/infocirc/fy2013/IC13p003.h
tm - An additional informational circular that will
specify the changes required for the cutover
schedule will be issued in late January 2013.
49SHARP Upgrade Cutover Timeline
- Payroll processing for payroll period ending
February 2, 2013 - Monday, February 4, 2013
- Interface Time and Leave Files due by 1200pm
- Cutoff for On-Line user entry is 600pm
- Paysheets created and first preliminary SHARP
on-cycle pay calc (Note There will be only 2
preliminary pay calcs for this pay period) - Tuesday, February 5, 2013
- Cutoff for Regent Files is 400pm
50SHARP Upgrade Cutover Timeline
- Payroll processing for pped Feb. 2, 2013 (cont.)
- Wednesday, February 6, 2013
- Cutoff for existing Time and Labor Payable Time
Approvals 600pm - Final Calc Confirm for SHARP
- Thursday, February 7, 2013
- Regent On-Cycle runs
- Regents Off-Cycle Run A Cutoff 400pm
- Friday, February 8, 2013
- SHARP Off-Cycle Run A Cutoff 600pm (Last SHARP
Off-Cycle Run in v8.9)
51SHARP Upgrade Cutover Timeline
- Payroll processing for pped Feb. 2, 2013 (cont.)
- Wednesday, February 13, 2013
- SHARP opens to agencies for validation
- Off-cycle B for pped Feb. 2, 2013 is cancelled
- All adjustments for pay period end dates on or
before Feb. 2, 2013 must be submitted on for
DA-180 and processed centrally by Payroll
Services
52SHARP Upgrade Cutover Timeline
- Payroll processing for pped Feb. 2, 2013 (cont.)
- Wednesday, February 13, 2013 (cont.)
- First day employees (in Time and Leave agencies)
have access to the new February 3, 2013 through
February 16, 2013 timesheet in Time and Labor - Employee will see a blank timesheet or a
timesheet with default Time Reporting Code (TRC)
and hours, depending on the Employees default
work schedule. Employee can enter and "Save" the
timesheet for hours worked or leave taken for the
previous week up through today
53SHARP Upgrade Cutover Timeline
- Friday, February 15, 2013
- Regent off-cycle Run C deadline 400 PM
- If Friday is the last day the Employee works
during this two week period, Employee can enter
hours worked or leave taken and "Submit" the
timesheet - Supervisors receive emails letting them know
there are timesheets needing approval after
Employees have submitted their timesheets (NOTE
The e-mail can take up to 1.5 hours to be
delivered) - Supervisors review and approve time that
employees have submitted - Employee will receive an e-mail confirmation when
the supervisor approves their timesheet for the
time period (NOTE The e-mail can take up to 1.5
hours to be delivered)
54SHARP Upgrade Cutover Timeline
- Saturday, February 16, 2013
- If Saturday is the last day the Employee works
during this two week period, Employee can enter
hours worked or leave taken and "Submit" the
timesheet - Supervisors can review and approve time that
employees have submitted
55SHARP Upgrade Cutover Timeline
- Sunday, February 17, 2013
- Last day all employees have access to timesheets
for the pay period ending February 16, 2013 - Employee will have access to OLD (2/03/13 -
2/16/13) and NEW (2/17/13 - 3/02/13) Timesheet - Last day for Saturday employees (whose day ends
at 7AM) to enter and "Submit" time for the
02/03/13 - 02/16/13 timesheets
56SHARP Upgrade Cutover Timeline
- Sunday, February 17, 2013 Continued
- Employee can enter hours worked or leave taken
and "Submit" the timesheet for the time period
that ended on Saturday, the 16th (OLD timesheet) - Supervisors can review and approve time that
Employees have submitted - Employee can enter and "Save" the NEW timesheet
for hours worked or leave taken (applicable for
employees who work on Sundays)
57SHARP Upgrade Cutover Timeline
- Tuesday, February 19, 2013
- Last Day Supervisors can approve OLD (2/03/13 -
2/16/13) timesheets - Employee will receive an e-mail confirmation when
the supervisor approves the employees timesheet
for the time period (NOTE The e-mail can take up
to 1.5 hours to be delivered) - Employee can enter and "Save" the NEW timesheet
for hours worked or leave taken
58Exempt Supervisory Employee Information
59Exempt Employee Time Reporting
- 80 hours of payable time must be recorded for
full-time exempts and salaried non-covered
employees whether they will be entering time
through Employee Self Service Timesheets or
completing an Official State of Kansas paper time
document - Hours reported in excess of 80 will be trimmed
from the end and assigned to the of Non-Standard
Time (NPT) Time Reporting Code - Agencies will need to instruct employees how to
record their hours if you want the employees
time distributed differently - Generate the Payable Hours Exception Report to
see employees who are over or under their target
FTE (www.da.ks.gov/sharp/reports/)
60Exempt Employee Time Reporting
- If you decide not to print and distribute paper
time documents to your exempt employees you will
still need your exempts to submit leave requests
and the timekeeper will need to ensure 80
hours-worth of time that adds to gross pay is
recorded for the employee every pay period,
unless there is a full-day leave without pay that
has been approved by the Department of
Administration, Office of Human Resources - Agencies may want to consider updating exempt
employees work schedules in SHARP (on Position
Data) prior to cutover from EXMT to 8MF1 prior to
February 3, 2013
61Supervisory Employee Information
- Supervisors will be reviewing and approving the
time reported by their employees using Employee
Self-Service - Supervisors and two levels above them in the
organizational hierarchy will have the ability to
review and approve time - The organizational hierarchy is defined by use of
the Reports To field in position management - NOTE Employees with the Timekeeper or TL HR role
can review and approve timesheets for all
employees within Departments to which they have
security access
62Supervisory Employee Information
- Supervisors will Select Approve Reported Time
from ESS menu and Click on Get Employees to see
a list of employees who have submitted time that
is ready for review/approval - Supervisors will use the Time Reporter Group
field to find different groups of employees to
review and approve. A Supervisor may only have
access to one group or multiple groups depending
on their placement in the organizational
hierarchy
63Supervisory Employee Information
- Throughout the day as their employees are
Submitting their timesheets, managers will
receive an e-mail (see example on following
slide) letting them know who has a timesheet that
needs approval and the date range for that time - Emails are not sent to managers when employees
have Saved their timesheets the e-mails are
sent only when employees Submit their
timesheets - E-mails are delivered up to 1.5 hours after the
employee has Submitted the timesheet a batch job
will run every hour beginning at 815 until 515
on Week Days (no Weekends or holidays) - Notify your e-mail / security staff that Time and
Labor e-mail notifications will be coming from
ks.gov
64Supervisory Employee Information
- .From no-replyTL_at_da.ks.gov mailtono-replyTL_at_d
a.ks.gov Sent Friday, February 15, 2013 248
PMTo (Manager or Supervisors e-mail
address)Subject Reported time is awaiting for
your approval. -
- This message is to notify you that there is
currently reported time waiting for your
approval. -
- Names
- First Name MI Last Name
- First Name MI Last Name
- First Name MI Last Name
- First Name MI Last Name
-
- Date Range 02/03/2013 - 02/16/2013
-
- To access the Timesheet page, click on the
following link (we have removed this link as we
are not live yet) -
- NOTE This is a system-generated email. Do not
reply to this email. -
65Agency Task List
66Agency Task List
Handout
Agency Task List
Posted to SHARP website http//www.da.ks.gov/s
harp
67SHARP 9.1 Upgrade Tasks
- The following final set of tasks will be sent out
to coincide with cutover activities related to
the SHARP 9.1 upgrade - All non-regent agencies (excluding existing 11
Time and Labor agencies) will need to complete
this task - Task will be distributed on 2/4/2013 and due back
by 2/16/2013 - TL016 - Provide complete file of Time Reporter
Data to be used for Go-Live
68Time Reporter DataTask 016
- Agencies will be provided with a file of all of
their active employees in SHARP as of February 2,
2013. 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 presentation - http//www.da.ks.gov/sharp/documents/SHARPUpgrade9
1/TLMeeting_100611/Time_Labor_Mtg_100611_Overview.
ppt
69Time and Labor Tasks
- All non-regent agencies (excluding existing 11
Time and Labor agencies) will need to complete
these tasks - These tasks will be distributed on 1/11/2013 and
due back by 1/22/2013 - TL015 - Provide complete file of Combo Codes/Task
Profiles to be used for Go-Live - TL017 - Provide complete file of Task Groups/Task
Profiles be used for Go-Live - TL018 - Update Department Budget Table for
Go-Live
70Time and Labor Tasks
- Existing Time and Labor agencies will need to
complete the following set of tasks - These tasks will be distributed on 1/29/2013 and
due back by 2/4/2013 - TL019 - Combo Code Conversion for Go-Live
- TL035 - Department Budget Verification for
Go-Live - The following task will be distributed on
2/5/2013 and due back on 2/8/2013 - TL020 - Task Profile Conversion Verification for
Go-Live
71Grants Module Tasks
- All non-regent agencies that are interested in
using Grants need to complete the following final
set of tasks - These tasks will be distributed on 1/11/2013 and
due back by 1/22/2013 - GM001A - FA for Go-Live
- GM002A- Departments for Go-Live
- GM003A - Institutions for Go-Live
- GM004A - Sponsors for Go-Live
72Project Costing Module Tasks
- All non-regent agencies that are interested in
using Project Costing need to complete the
following final set of tasks - These tasks will be distributed on 1/11/2013 and
due back by 1/22/2013 - PC001A - Project Setup for Go-Live
- PC002A - Source Type, Category, SubCategory
- for Go-Live
73Next Steps
74Next Steps
- Ensure employees know their Employee ID and
password for Employee Self-Service - Continue communicating with employees in your
agency that will begin entering their time via
Employee Self-Service in February of 2013 - Agency Security Contacts should expect Security
information from the Department of Administration
listing users and roles that need to be verified
for V9.1 access (Including Time and Labor Roles)
75Next Steps
- Access Training Materials as they become
available. - Enroll and track agency staff who need to attend
SMART training related to Project Costing, Grants
or Customer Contracts - Access additional materials posted on the SHARP
upgrade website to prepare you and your employees
for go-live. - http//www.da.ks.gov/sharp/documents/SHARPUpgra
de91/default.htm
76Contacts
77Contacts for HR/Payroll/Finance Staff
- Existing SHARP help desk phone number
(785-368-8000) with options for Time and Labor
and HR/Benefits. Payroll/funding related to TL is
via the Payroll option. - Brent Smith, Office of Human Resources
brent.smith_at_da.ks.gov or 785-296-1432 - Patti Pearce, Office of Human Resources
patti.pearce_at_da.ks.gov or 785-296-7232 - Heather DeBusk, Office of General Services
heather.debusk_at_da.ks.gov or 785-296-2434 - Sarah Tongier, Office of General Services
- Sarah.Tongier_at_da.ks.gov or 785-291-0556
78Questions?