Department of Accounting and General Servicesin coordination with the

Office of Enterprise Technology Services

HawaiiPay:UAT and Parallel

Prep TrainingCourse

Group 1April 6, 2018

Agenda

• What is UAT and Parallel Testing?

• The preparation training course will cover the following topics: ü High level overview of User Acceptance Testing and Parallel Testing

ü Expectations of each testing participant

ü Basic navigation, review of data entry screens and explain the new payroll process

ü How to enter and understand the new online PCS

ü How to understand the changes within HR and payroll

ü Key Business Process Orientation Changes

• Questions & Answers

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Why Your Participation is Important?

• YOU have the KNOWLEDGE, EXPERIENCE, and EXPERTISE in what you do best – PAYROLL and HR.

• Your participation helps test the quality and accuracy of the new payroll system.

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On-Cycle Pay Period is Opened

New Hires, Transfers,

Promotions, Terms Entered/Loaded in

PeopleSoft HR

Leave without Pay Transactions Updated for

Executive Branch Agencies

Employee Self-Service Changes

Reviewed for Current Pay Period

Online Payroll Change Schedule Available for On-

Cycle Payroll View

Online PCS Transactions Entered or Modified

Human Resources Transactions

available for On-Cycle Payroll View

Leave without Pay Transactions

Verified for Non-Executive Branch

Agencies

HR Transaction Audit Reports

Generated

PR Transaction Audit Reports

Generated

Department or Agency Payroll

Approval Submitted

On-Cycle Pay Period is Closed for

Central Payroll Review & Processing

EPARs or Form 5s Generated with

copies provided to PR Transaction

team

Human Resources Transactions

Payroll Transactions

Human Resources & Payroll Coordination

Hawaii Information Portal: On-Cycle Transaction Processing

On-Cycle Pay Period is Opened

On-Cycle Pay Period is Closed for

Central Payroll Review & Processing

What is User Acceptance Testing (UAT)?

• HR and Payroll Users will engage in mock HR Transactions and Payroll Activities to enter into the new PeopleSoft payroll system

• Testing will be sequenced in the following order:ü First: HR enter transactions into the system the new hire

ü Second: Department Payroll updates the data found on the On-line PCS

• No preparations needed• Testing instructions (test scripts) will be provided and must be

followed step by step

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Objectives for UAT

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• Key users to test the system and confirm performance on critical business processes:

ü Does the approver workflow process work accordingly? ü Can data be entered into the On-line PCS page?ü Did system display data correctly?

Understanding Key Navigation

Giving Employees a Better Tomorrow

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New Fluid Navigation Menu

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Fluid Navigation, cont.

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Fluid Navigation, cont.

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Bread Crumb Navigation Menu:

Employee Self Service Menu

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User Acceptance Test Logistics

• Target Testing Period for UAT: 4/09/2018 – 4/20/2018

• Testing Location: 1151 Punchbowl Street, Kalanimoku Building, 3rd Floor, Conference Room 322

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What is Parallel Testing?

• What: Compare payroll results between the new Payroll System and the existing DAGS Payroll System. This is the most critical aspects of system implementation, and the most complex.

• Purpose: To make sure that payroll is being accurately calculated by the new system. The ultimate goal is to simplify and enhance the current payroll process.

• End Result: Confirm whether the State will proceed forward with the implementation of the new payroll system.

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Two Rounds of Parallel Tests

Round 1: Pay Period Paid 04/20/2018Round 2: Pay Period Paid 05/05/2018

Parallel Test #1 and Test #2• Who: Payroll processors and HR Transaction staff • What: Re-create pay check for a selected pay period• How: Input payroll transactions for selected employees into the new

payroll test environment and compare against legacy payroll system

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HawaiiPay Project Recommended Population: Percentage to Test

• Jurisdictions, Departments, and Agencies to test approximately 25 percent of employees paid during each pay period or 10 percent if total employees exceed 1,000.

• Testing sample should include all variations of employees, HR Changes and Payroll Changes to ensure a diverse pool

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How to Prepare for Parallel Test #1 & #2• HR staff gather and have copies of Employee Personnel Action

Reports (EPARs) generated for payroll transactions.• Payroll processors gather and have all documents used ready to

process payroll. See list of documents:• EPARs

• Form D-55

• Form 10

• Form G-2

• Form O-9

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Parallel Test Logistics

• Target Testing Period for Parallel: • Round 1 Testing (4/30/18 – 5/16/18) – tentative

• Round 2 Testing (5/29/18 – 6/14/18) – tentative

• Testing Location: 1151 Punchbowl Street, Kalanimoku Building, 3rd Floor, Conference Room 322

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Key Words for Testing • Testing Lab

• Location provided by the HawaiiPay Project to complete testing. Location will include testing computers and access to PeopleSoft experts to assist with testing questions.

• Required Documents• Employee Personnel Action Reports (EPARs), G-2, Form 10, D-55, O-9. They will tie

directly to functional requirements or business processes.

• Defect• A shortcoming, fault, or imperfection in the system.

• Rework• Make changes to something, to make it more up to date, meet

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Defect Tracking Process

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• The HawaiiPay Team will analyze the results of the UAT and parallel tests.

• All “Defects” will be addressed by the HawaiiPayTeam. Defects could be a result of:ü Data entry errorsü Conversion issues

• A “GoLive” decision will only be made once all defects are resolved.

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Questions and Answers

• Mahalo for your time!

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Business Process Orientation for Impacts to Payroll

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1. PY HR Hire Employee

2. HR Transfer Employee Between Departments

3. PY HR Transfer Employee – Intra Department

4. PY HR Employee Data Change

5. PY HR Terminate Employee

6. PY HR Leave Without Pay

7. PY HR Return From Leave Without Pay

8. PY HR Employee ID Correction