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PeopleSoft Time and Labor Implementation Meeting

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PeopleSoft Time and Labor Implementation Meeting Department of Administration April 2012 * – PowerPoint PPT presentation

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Title: PeopleSoft Time and Labor Implementation Meeting


1
PeopleSoft Time and Labor Implementation
Meeting Department of Administration April
2012
1
2
Welcome
2
3
  • Presenters
  • Connie Guerrero, Deputy Director, Office of Human
    Resources
  • Nancy Ruoff, Payroll Services Manager, Office of
    General Services

3
4
Meeting Agenda
  • Welcome
  • Upgrade Status and Activities
  • Time and Labor Overview
  • Time and Labor Reports
  • Task List for Time and Labor 9.1 Implementation
  • Agency Tasks
  • Agency Panel
  • Next Steps
  • Wrap Up Questions

4
5
Upgrade Status and Activities
5
6
SHARP 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!

6
7
Time 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 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 Agency Interfaces  Test and Load Data for Conversion  Reconcile Data  Help Desk  Validate System  Cutover to Time and Labor Feb 2013 Support Production Respond to Agency Feedback Decommission Redundant Agency Systems
SHARP PeopleSoft 9.1 Upgrade Project Timeline
7
8
Upgrade Status and Activities
  • Conducted Project Costing and Time and Labor
    Integration Meeting - 10 Agencies decided to
    implement Project Costing
  • Held two working sessions to assist agencies with
    the completion of Time and Labor implementation
    related tasks
  • Agencies completed initial set of Time and Labor
    tasks being used for system test of SHARP
    PeopleSoft 9.1 upgrade!
  • SHARP upgrade team members completed first round
    of system testing which includes a full vanilla
    payroll cycle
  • 8

9
Time and Labor Overview
9
10
Time and Labor What is the Same?
  • Preliminary Pay Calculations
  • Leave Payouts Default into Timesheets for
    Separations
  • Longevity Defaults into Timesheets
  • Employees continue to be auto-enrolled into Leave
    Plans
  • Same pages are used to view Leave Accrual
    Information
  • 10

11
What is the Same Continued
  • Employees attached to a Work Schedule - Scheduled
    Hours /Codes Default on the Timesheet
  • Two Weeks entered on the Timesheet

11
12
What is the Same Continued
  • Require a Paper Time Document be Signed / Dated
    if Timesheet is changed after Employee No Longer
    has Access (If you updated an employees
    electronic timesheet, you must still ask the
    employee/manager to sign and date a paper time
    document)
  • You can Print Paper Time Documents (when needed)
  • 12

13
Time and Labor- What is Different?
  • Funding has returned to the Timesheets /
    integration with Project Costing
  • Leave balance information is on the Timesheet
  • Majority of employees will enter their Timesheet
    Info Electronically Now!
  • Security (Timesheet Access / Cant Approve Your
    Own Time)
  • 13

14
What is Different Continued.
  • Agencies will Enroll Employees in Time and Labor

14
15
What is Different Continued..
  • Exempt and Non-exempt employees use the same Time
    Reporting Codes (TRCs) to report leave
  • Create work schedules that display hours that
    differ between week 1 and week 2
  • Non-Pay Affecting Leave Adjustments Exploring
    Options
  • 15

16
What is Different Continued.
  • Assign the Work Schedule on the Kansas
    Information Page in Job Data (No More Work
    Schedule field on Position Data)
  • Assignment method and Schedule Group will default
    as Select Predefined Schedule and SOKID and
    should not be changed
  • Agencies will enter the effective date and
    Schedule ID (Work Schedule)

16
17
What is Different Continued.
  • Regular and Overtime hours appear under other
    earnings

17
18
What is Different Continued.
  • Exempt Employee Time Reporting
  • 80 hours of payable time must be recorded for
    exempts
  • 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

18
19
What is Different Continued.
  • KPAYGL5C will replace KPAYWAGE
  • Agencies will transition from KPAYWAGE to the
    KPAYGL5C over the next several months
  • Effective with FY13, all agencies will receive
    the KPAYGL5C file in their MVS directory
  • KPAYWAGE report will be discontinued with the
    upgrade to 9.1 in February, 2013
  • 19

20
What is Different Continued.
  • KPAYGL5C provides many benefits
  • Includes more detailed data for agencies
    including 10-digit Deptid and new project costing
    chartfields
  • Provides flexibility to sort, filter, and
    subtotal wage/funding data by position, employee,
    funding, etc. to better meet agency reporting
    needs
  • Provides ability to accumulate KPAYGL5C
    information throughout fiscal year to generate
    fiscal year-to-date funding information by
    employee or position
    20

21
What is Different Continued.
  • KPAYGL5C includes data elements that will assist
    agencies with reporting
  • Employee based information like Paycheck Number,
    Paycheck Date, Employee ID, HR Department ID, and
    Position Number
  • Funding based information like GL Business Unit,
    Project ID, Fund, Program, and all other
    chartfields
  • Journal ID, Journal Date, and Journal Line
  • 21

22
What is Different Continued.
22
23
What is Different Continued.
23
24
What is Different Continued.
  • Transition Information/Training
  • Both KPAYGL5C KPAYWAGE will be available to all
    agencies from June 2012 through go-live in
    February, 2013
  • Detailed information/instructions regarding the
    download and use of KPAYGL5C will be presented
  • May 17th at ASTRA Meeting
  • May 22nd through Payroll web conference (details
    TBD)
  • Individually (as needed) to agencies to assist in
    the transition


24
25
Time and Labor Reports
25
26
Time and Labor Reports
  • Time and Labor provides several reports to help
    you monitor and manage the time reporting process
  • Paper Time Document (KTL107)
  • Existing SHARP Payroll Reports are still
    available (PAY002, PAY010, etc.)
  • Vacation Leave Overage (KBEN354) (same as
    current SHARP report)
  • 26

27
Time and Labor Reports
  • Workers Comp Notification (KTL106) same as
    current SHARP report
  • Leave Accrual (KBEN007)- same as current SHARP
    report
  • Taskgroup Exceptions (KTL105) Identifies
    employees whose Taskgroup has changed from the
    Taskgroup that is selected for the employee on
    the employees Time Reporter Page

27
28
Time and Labor Reports
  • Payable Hours Exception (KTL104) Identifies
    employees who are over/under their FTE in Hours
    for both exempt and non-exempt)
  • Payable Status (TL001) - What is the status of
    the Payable Time? ex Needs Approval, Approved,
    Taken by Payroll Etc.)

28
29
Time and Labor Reports
  • Reported Time Extract (KTL108) -Timesheet entry
    data
  • Payable Time Extract (KTL109) - Data that
    processed through Time Administration
  • http//www.da.ks.gov/sharp/reports/default.htmtim
    elabor

29
30
Agency Task List
30
31
Agency Task List
Handout
Agency Task List
Posted to SHARP website http//www.da.ks.gov/s
harp
31
32
What is the Agency Task List?
  • The Agency Task List is a tool to assist Agencies
    in managing agency tasks and activities in the
    transition to Time and Labor.
  • Each Agency will be responsible to manage their
    own task list.

32
33
What is the Agency Task List?
  • The Task List will
  • Provide Agencies with a detailed list of
    transition and deployment related activities for
    agencies to complete during the months leading up
    to, during, and beyond go-live that they are
    responsible to complete
  • Be downloaded and customized by each agency to
    include agency specific items
  • Provide the start and end dates associated with
    the tasks and lists upcoming events for Agencies
    to manage time accordingly

33
34
Tasks
34
35
Review Default Agency Email Address for
Self-Service -Task TL023
  • All agencies provided the Department of
    Administration with a default email address that
    is inserted when an employee is hired to the
    State
  • Employees should be instructed to change this to
    either their work email address or to an email
    address that they regularly monitor if possible

35
36
Review Default Agency Email Address for
Self-Service -Task TL023
  • Each agency will be provided with their default
    email address. Agencies will need to
  • Confirm email is correct, or
  • Provide replacement email

36
37
Review Default Agency Email Address for
Self-Service -Task TL023
  • Task TL023 will be distributed on May 1, 2012
  • Responses will be due on May 31, 2012
  • 37

38
Review Reports To Position Numbers in SHARP -Task
TL025
  • Reports To Position Number- Time and Labor
    determines the supervisor assigned to the
    employees position via the Reports To position
    number assigned to a Position in SHARP

38
39
Review Reports To Position Numbers in SHARP -Task
TL025
  • Job Data displays the Employee ID of the
    Supervisor assigned to the Reports To position
    entered in Position Data.
  • Agencies are responsible for keeping this
    information up to date

39
40
  • If the Reports To position is incorrect it could
    cause the employee to not get paid because he or
    she wont be in the supervisors list of
    employees to approve time.  Also, the email
    notification will go to the incorrect supervisor.
  • Time and Labor Workflow uses the email address
    stored in Employee Self-Service to distribute
    email messages to both the Employee and
    Supervisor

40
41
Review Reports To Position Numbers in SHARP -Task
TL025
  • Task TL025 will be distributed on May 1, 2012
  • Agencies should review and update incorrect
    Reports To data in SHARP by June 30, 2012

41
42
Complete Project Budget-Task PC006
  • The Project Budget is the budget established by
    the agency and associated with a specific project
  • Agencies who are implementing Project Costing
    will need to create a Project Budget in the
    General Ledger.

42
43
Complete Project Budget-Task PC006
  • Project budget structures include three options.
  • Dept. ID, PC Business Unit Project/Activity
  • Dept. ID, PC Business Unit, Project/Activity, and
    Service Location
  • Dept. ID, PC Business Unit, Project/Activity, and
    Fund

43
44
Complete Project Budget-Task PC006
  • Task PC006 will be distributed on May 15, 2012
  • Responses will be due on June 15, 2012

44
45
Time and Labor Tasks May 2012 to August 2012
May 12 June 12 July 12 August 12

Complete Task ID TL023 by May 31, 2011
Attend next Time and Labor Meeting on September
18, 2012
Complete Task ID PC006 by June 15, 2012
Employees complete SMART web-based training for
Project Costing, Grants and/or Customer Contracts
Complete Task ID TL025 by June 30, 2012
Agencies work on tasks
45
46
Agency Panel
46
47
Agency Panel
47
48
Next Steps
48
49
Next Steps
  • Attend the next Time and Labor Implementation
    Meeting on September 18, 2012
  • Download the Agency Task list and assign staff to
    monitor and complete applicable tasks for your
    agency
  • Send in Tasks by deadlines
  • Enroll and track agency staff who need to attend
    SMART training related to Project Costing, Grants
    or Customer Contracts

49
50
Contacts
50
51
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
    brent.smith_at_da.ks.gov or 785-296-1432
  • Heather DeBusk, Office of General Services
    heather.debusk_at_da.ks.gov or 785-296-2434

51
52
Questions?
52
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