HRMS Users Group Meeting

March 24, 2009

Agenda

Axess Timecard – Kelly Wright, Jamie Lutton (30) New Offerings from StanfordTemps – Nancy Duncan (5) Trovix – Internal Postings and Layoffs – Ingrid Hartmann (10) Benefits - Data integrity and COBRA – Anne Klug, Reggie

Johnson (15) PeopleSoft V9 updates and reminders – Vicky Tran (10)

Axess TimecardProject Overview

& Key Deltas

March 2009

Agenda

Audiences What will Stay the Same What will Change Helping Employee Users Make the Transition Helping Administrative Users Make the Transition Go-Live Schedule Questions

Audiences

Employee Self-Service Users– Exempt Staff– Non-Exempt Staff– Bargaining Unit– Temporary, Casual and Hourly Student Employees

Time & Leave Supervisors (TLSs)– Responsible for review and approval of time/leave records for direct

reports Time & Leave Administrators (TLAs)

– Responsible for review of time/leave records for a school/department

What will Stay the Same

Axess Timecard Available from the Axess Portal Time and Leave Policies

– Employees required to enter time and/or leave each pay period– Supervisors required to approve time and/or leave each pay period– Accrual rates, overtime rules, etc. are unchanged

General Entry Procedures– Time and leave entry columns will be intuitive for users– Field order mirrors Kronos

What will Stay the Same – Timecard Login

What will Change - Employees

Java Eliminated Single Sign-On from Axess Browser/Platform Compatibility with PeopleSoft

– Windows XP : Firefox 3.0; Internet Explorer 6 or 7– Windows Vista : Internet Explorer 7 – Mac OS X : Firefox 3.0; Safari 3.0.4

Kaba Timeclocks will replace Kronos Timeclocks– Project will fund replacement of existing timeclocks

Multiple Timecards for Multiple Jobs PeopleSoft +/- Convention for Adding/Deleting Rows

What will Change: Exempt Timecard

What will Change: Non-Exempt Timecard

What will Change: Bargaining Unit Timecard

What will Change: Hourly Timecard

What will Change: Pay from Schedule

Kronos: TLAs run ‘Pay from Schedule’ each pay period to populate employee timecards with schedules.

Axess Timecard: Employees will ‘Apply Schedule’ to populate their pre-defined schedule each pay period.

What will Change: Timecard Calculation

Kronos: Timecard totals calculate as entries are made. Axess Timecard: Employees will ‘Apply Rules’ to review

totals.

What will Change - Administrators

Employee enrollment– Employee will have access to his/her timecard within 1 hour of

PeopleSoft hire– Oracle Labor Schedule PTAs will interface twice daily

Streamlined process for entry of historical edits

What will Change: Authority Assignments

Kronos: TLS/TLA authority is granted by work assignment department and/or PTA. Authority assignments are maintained by Payroll and are not visible to distributed users.

Axess Timecard: TLA authority is granted by work assignment department and maintained in Authority Manager. TLS authority is granted by the ‘Reports To’ field on the PeopleSoft job record. A TLS will have visibility to direct reports without having to see an entire work assignment department.

What will Change: Search Functionality

Kronos: TLAs create custom ‘Hyperfind’ queries to limit employee lists for TLSs.

Axess Timecard: TLSs will automatically see timecards for direct reports upon login.

What will Change: Summary Timecard Totals

Kronos: TLAs/TLSs can view a summary of timecard totals for selected employees by selecting a ‘Genie’.

Axess Timecard: TLAs/TLSs will automatically see a summary of timecard totals for selected employees upon login.

What will Change: Timecard Navigation

What will Change: PTA Overrides

Kronos: PTAs must be entered in the employee’s Oracle Labor Schedule for selection in Kronos.

Axess Timecard: PTA entry process is enhanced to allow the TLS/TLA to enter a one-time PTA override.

What will Change: Schedules

Kronos: Advanced scheduling features with complex user interface.

Axess Timecard: Scheduling simplified with intuitive user interface.

What will Change: Schedules

What will Change: Leave Accrual Resets

Kronos: Leave accrual calculation process has gaps for rehires and employees on leave which requires TLAs to monitor accruals and perform resets.

Axess Timecard: Leave accrual calculation process is customized to meet Stanford requirements. Accrual resets, when needed, will be performed by Payroll staff.

What will Change: Leave Grants

Kronos: Vacation leave is granted on the last day of each month and is available to use on the first day of the following month. Sick leave is granted on the first day of each month and available to use immediately.

Axess Timecard: Grants are calculated based upon a completed payroll run, meaning that grants will post 2-3 business days later than in Kronos. Regardless, grants are available for use on the first day of each month.

What will Change: Reporting

Kronos: Reporting contained within Kronos, but is difficult to master.

Axess Timecard: All reporting will be available via ReportMart1. Six new reports will be available for TLAs/TLSs for analysis of timecard information. Four existing Kronos reports in ReportMart1 will be refined for access to historical information from Kronos.

Helping Employee Users Make the Transition

Direct Communications to Active Employees – April– Targeted communication to employees with multiple jobs

Job Aids – Now Available Online Training Modules – Now Available

Helping Administrative Users Make the Transition

Delta Demo Sessions – Late April Open Labs Throughout 5/15 Pay Period

– Axess Timecard will join weekly Friday morning Open Labs Job Aids – Now Available Online Training Modules – Now Available

See the Axess Timecard Project Website for complete schedule:

http://timecard.stanford.edu

Online Training Modules

Online Training Modules

Training Modes– See It – Online Demo– Try It – Self-Paced Online Demo– Read It – HTML Format– Print It – Word Document

Using Online Training Modules– Disable Pop-up Blockers– ‘Enter’ to advance– ‘Escape’ to exit

Go-Live Schedule

May 1 Kaba Timeclocks Go-Live May 1 - 9pm Deadline for 4/30 Kronos Entries May 2 Kronos Retired May 5 Axess Timecard Go-Live May 18 - 9pm Deadline for 5/15 Axess Timecard Entries

Questions?