HUMAN CAPITAL MANAGEMENT TOWN HALL · PeopleSoft Human Capital Management ... Implementation ... Recommendations Reviewed with HCM Steering Committee

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HUMAN CAPITAL MANAGEMENTTOWN HALL

July 29, 2015

Craig Golden

WELCOME

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Agenda

Morning Sess ion

AM Group Session (211 & 212)

Project Update - 15 Min

• Craig Golden

Change Management - 15 Min

• Kari Peterson

• GGC

Enterprise Data Standardization – 15 Min

• Laurie Jones

Security Update – 5 Min

• Craig Golden

Interactive Demo – 50 Min

• Barney Woods

• Joe Brittain

Afternoon Sess ion

Break Out Sessions (2 hrs) HR / Position Management / Faculty

Events – Benefits - Payroll, Time and Labor & Absence

Management - Payroll Accounting & Budget –

PM Group Session (211 & 212) Recruiting and Onboarding – 15 Min

• Rebecca Carroll

Service Now – 10 Min• Joe Brittain

Engagement – 10 Min• Diane Kirkwood

Question and Answer – 30 Min• Craig Golden

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Agenda

Break Out Sessions Discussion of “What is going on in Tucker” Detail view of System Functionality

• Interactive Demonstration in System

Discussion of Recommendations Submitted to HR Leadership

Interactive Dialogue Participants:

• Design Team Members• Consulting Team

Demonstrations Conducted in CRP Environment• No Customizations• Fictitious Employees

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Craig Golden

PROJECT UPDATE

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Active oneusg Projects

PeopleSoft Human Capital Management Phase 1 – ADP (Pilot)

• Georgia Gwinnett & University System Office

Phase 2 – ADP• All Institutions Except

GSU/GPC

ADP Replacement Services Time Clocks COBRA & Benefits Billing Garnishments Tax Filing Background Check Print Services

Recruiting and Onboarding Assessment

Enterprise Data Standardization

ServiceNow Case Management System

& Knowledgebase Implementation

Chart of Accounts Standardization

Policy & Procedure Update Supplement Board Policy,

HRAP and BPM in Support of oneusg

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Pilot Update

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Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec

Requirements Gathering, Standardization, Policy

& Decision Points

Design & Configuration

Test Planning

Customization

Build Interfaces

Conversion Testing /

Functional System

Testing

User Testing

Deployment

&

Conversion

We are

here

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Pilot Update

Decision: Georgia Regents v9.1 PeopleSoft Database Serves as the Technical Foundation for oneusg

oneusg Development Team is…

• Upgrading GRU Database to v9.2

• Applying PeopleSoft Upgrades to PUM Image 12

• Retrofitting GRU Customizations

Note: Upgrade Effort Wrapping Up this Week

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Pilot Update

Conference Room Pilot (CRP) – Wrapping Up Partial Configuration of Uncustomized PeopleSoft Verify Configuration / Standardization Decisions Prototype End to End Business Processes CRP Environment Serves as Basis for Town Hall Demonstrations

GOLD Configuration-In Process Manually Configure “GOLD” Environment Migrate CRP Configuration to “GOLD” environment Serves as the Starting Point for All Subsequent Environment Builds

Detailed Design – In Process Author Functional Specification Documents for…

• Customizations Identified during Fit/Gap– (R)eports– (I)ntegrations– (C)onversions– (E)nhancements

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Pilot Update

Development – In Process Data Migrations from ADP to PeopleSoft (Conversion)

• Employee• Job• Position• Leave Balances• User Profiles• Payroll Balances (Fiscal Year)

PeopleSoft HR & Financials Integration• Integration Broker Configuration

Benefit and Banking Interfaces• Leverage EDI 834 Format for Benefits Interfaces

Utilize GRU and GT Interfaces for Additional Integration Points

System Test Planning – In Process Layout Test Cycles Document Test Conditions

• GGC & USO

Assemble Testing Teams

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ADP Replacement Services

Time Clocks

Negotiating Contract

Notice of Intent to Award Posted by 8/10/15

Benefits Billing & COBRA Administration

Vendor Presentations - July 30th

Garnishments

Proposals Received

RFP Evaluation Team Identified

Evaluation Period Ends August 12th

Award Expected to occur in September

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ADP Replacement Services

Tax Filing Proposals Received RFP Evaluation Team Identified Evaluation Period Ends August 12th

Award Expected to occur in September Print Services

Scheduled to be released within the next 30 to 45 days Pay Card

RFP Not Needed Existing Wells Fargo Agreement Supports Paycard Requirements

Background Check Partnering with GA Tech on RFP Working to Identify Solution that Operates Stand Alone and

Integrates with PS 9.2 Solution Will be Scalable to the Other Institutions and State

Agencies

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Policy and Procedure Update

Process Overview Design Teams authored numerous Recommendations

(Decision Points) for policy and procedure changes

Recommendations Reviewed with HCM Steering Committee

• Some refinements made

Recommendations Submitted to System Office for Consideration

System Office Currently Working with Policy Committee to Author Changes

oneusg Team working with System Office on BPM Revisions

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Design Teams authored numerous Recommendations (Decision Points) for policy and procedure changes

Recommendations Reviewed with HCM Steering Committee Some refinements made

Recommendations Submitted to System Office for Consideration

System Office Currently Working with Policy Committee to Author Changes

oneusg Team working with System Office on BPM Revisions

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oneusg Project Team makes

recommendations. The System Office

implements Policies Changes.

Not All Recommendations will be implemented as

recommended by Project Team

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Key Recommendations 10 Month Employees Offered a 12 Month Option

• Employees Offered Once a Year

• Period Coincides with Faculty Contracts

• Will Not be Part of Pilot Go-Live– Projected to be Offered as Part of Next Faculty Contract

Cycle

• Not Being Configured in ADP – Available When institution Transitions to oneusg Platform

10 Month Benefit Withholdings• Standardization on 7/5ths Methodology for All

Institutions when transitioned to oneusg

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Key Recommendations Pay Calendar Standardization

• Elimination of Special Pay Run at End of Semester(s)

• Standardization Desired As Soon As Possible – independent of the oneusg project

Work Week Standardization• All Institutions Transition to a Sunday to Saturday work

week when moved to oneusg

Retiree Centralization• Transactional Retiree Processing transitioned and

Administered Centrally– Initiative will have it’s own deployment plan and schedule

– Institutions will still have the ability to view their retirees

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Key Recommendations Off Cycle Check Processing

• Looking to Adopt Industry Best Practices

• Centralized Check Processing

• Eligibility Test

• Standardized Schedule for Offering Offcycles

Benefits Start Date• Benefits Start on the First Day of the Month

– On or Following Hire Date

Default Retiree Plan• Exempt Employees Who Don’t Elect will be Defaulted into

TRS after 60 Days

• More Details to Come!

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Kari Peterson

Sandy Schneider

Ruth Berger

Katherine Kyle

Teresa Piazza

PREPARING FOR CHANGE

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Preparing for Successful Change

Backdrop

Each Institution has a unique culture and approach to address large-scale enterprise initiatives

• Change lead by institution is KEY to the preparation and implementation of oneusg

• oneusg Project Team cannot effectively navigate 30 separate environments

Training focus on largest impacted communities - first

• Employees ∙ Managers ∙ Student Employees

Training mediums will • support the diverse employee population

• ensure continuous training (new hire, position changes, etc.)

Practitioner Business Practices will quickly evolve during Pilot deployment

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ADP Implementat ion

Appropriate Training

Not Available Prior to Launch

Did not Provide for Continuous Training

Support Personnel not Adequately Trained

Detailed Business Process Documentation Needed

Lack of Centralized Knowledgebase

Common Issues

Resolutions

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Pilot Practitioners and Shared Services Participate in User Acceptance

Testing

Develop competency within Design Teams, Testing & Deployment phases

Case Management and Knowledgebase begins with Pilot Deployment ServiceNow

Training Targeted to support Continuous

Use

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Process

Break change down into distinct phases

Customize and tailor approach to ensure individuals successfully adopt the change and how they work

Partnership with Institutions

Utilize Common Tools, Consistent Communication and Training Offerings

Institutions Establish Team, Cascade Communications & Participate in Training

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Prepare for change, manage change & reinforce change

Change Management Plan

Stakeholder Analysis Template

Communications Plan Template

Change Leader Roster Template

Communications Templates for Employees & Managers

In development

Training Plan Template

Resistance Management Plan

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Change Toolkit

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Campus Approach

Georgia Gwinnett College (GGC) Pilot

CM meetings with oneusg team

Leveraged Change templates

Developed GGC Communications & Training Calendars

Campus Meeting Schedule: Departments, Faculty Senate, Staff, Councils, President’s Town Hall

Engaged GGC Public Relations

Change Leaders• Ruth Berger, Sr. Associate Vice President for Financial

Operations/Controller

• Sandy Schneider, Director of Payroll and Benefits

• Katherine Kyle, Associate Vice President for Human Resources

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Change Resources

Website: www.usg.edu/oneusg

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Updated Content

• FAQs

• Terminology

• Events

• Project Team

• Communications

• Important Dates

• Resources

• Photo Gallery

• Contact Us

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Change Resources (cont’d)

Email: [email protected]

Shared Services Center (SSC)

• Up to the Minute (UTTM) Calls - Monthly

Town Hall Meetings

Conferences – oneusg Presentation Track

• Georgia Summit – Sept. 16-18

• Rock Eagle – Oct. 21-23

oneusg List Serve

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Communication Outreach and Consistent Messaging

Chief Budget Officers

CIO Advisory Council

Chief Accounting Officers

Chief Human Resource Officers

Payroll User Group

Budget Issues Committee

Accounting Issues Committee

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Next Update…

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Managing Change at Your Campus

Thursday, September 17th, 1:00 PM

Oglethorpe “D”

Kari Peterson

Teresa Piazza

TRAINING UPDATE

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Pilot Training Approach

Employees, Students and ManagersInstitution Approach

• Facilitator led training

• Classroom Setting

• Remote training

• Lunch & Learns

• Open request help sessions

oneusg Deliverables• Module Based Videos

• Quick Reference Guides/Job Aids

• User Reference Guides

• Lesson plans for facilitator-led training

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Pilot Training Focus

Sample of training topics for Employees

Submit leave request

Changing my password

Updating my address

View My Paycheck

Change my Tax Withholding

View My Leave Balance

Sample of training topics for Managers

Approving time cards Approving leave

requests

Delegate My Approval Authority

Transfer an Employee

View an Employee’s Emergency Contact

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Pilot Training Approach

Practitioners & Shared Services

Practitioners actively participate in User Acceptance Testing

Development of Checklists

Refine GRU Checklists for oneusg model

Quick Reference Guides

Highest Priority: Critical Processes

• Format UPK

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Limiting the Practitioner and Shared Services Training allows for

Business Process Maturation Prior to Development of Materials

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ADP Replacement Phase Approach

ESS, MSS, Retirees: Train-the-Trainer Same approach as Pilot Supplement / Refine Videos with Additional Content

Practitioners “Flipped” classroom approach

• Focus on your Learners by Involving them in the Process New Deliverables (Self Service Training)

• Quick Reference Guides (UPK)• ServiceNow Knowledgebase• Additional Checklists

Regional Workshops• Instructor Facilitated

– Design Participants and Shared Services

• Lab Based• Activity Reinforcement

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Laurie Jones

ENTERPRISE DATA STANDARDIZATION

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Enterprise Data - Data Improvement

What does Data Improvement mean?

Standardization

Clean Up

Education

Socialization

Documentation

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Enterprise Data Team - Scope

Enterprise Data Team

Collaborate to define configuration values to be “Shared” by all institutions

Key Data Elements Identified so far….

• Job Codes (Initial Focus)

• Earnings Codes

• Deduction Codes

• Job Actions

• Action Reasons

• Pay Groups

• Organizational Attributes for Standard Reporting

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Team Members

Enterprise Data Laurie Jones Columbus State University – Co-Chair Jamie Tanner South Georgia – Co-Chair Tonya Brooks – Georgia Gwinnett College Shalonda Cargill – Georgia Tech Rebecca Carroll – Armstrong State University Susan Donoff – University System Office Quint Hill – University System Office Katherine Kyle – Georgia Gwinnett College Lynn Lamanac – Kennesaw State University Kristine Lesher – Shared Services Center Susan Norton – Georgia Regents University Shari Peck – Georgia Regents University Lindsey Van Note – University of Georgia

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Job Code Definition

Job Code = B-CAT

B-CAT’s…

University System of Georgia Job Categories

BCAT’s were established as the USG foundation of our institutional job codes

B-CAT’s are determined by USO, institutions use B-CAT to assign job code

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Job Code Definition

What are Job Codes?

Job codes allow you to associate a job role with individual employees.

• 200X00, Vice Chair =

• 413L06, Head Coach Women’s Golf =

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Job Code Definition

What are Job Codes (cont’d)?

Examples

• 202R00, Asst Prof PT =

• 413L12, Head Coach Baseball =

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Job Code Definition

HCM Steering Committee…

Use / Standardization of Job Codes as one of the most critical building blocks in the oneusg HCM solution

ADP Institutions negatively impacted by moving away from B Cat’s to Job Categories and Job Families

Steering Committee recommended moving back to B Cat’s embedded within the Job Code

• Prefix (4 Digits) – Shared Across Institutions & Centrally Maintained

• Suffix (2 Digits) – Institution Specific & Decentralized

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Job Code Definition

HCM Steering Committee (cont’d)

Recommend introducing a customization to the Job Definition to focus on standardization

Clean Up / Refinement of Existing B Cat’s are required

GGC and USO job code requirements – Immediate Priority

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Enterprise Data Clean Up

Clean Up Pre Conversion

Job Family Job Family Description Institution Generic Title Correct Job Family Change Req’d Y/N

413X Coach Head Coach 413L Y

202X Assistant Professor Assistant Professor 202X N

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Enterprise Data Clean Up

Clean Up at Conversion/Sample Mapping Job

Family

Job Family

Description

Institution

Generic Title

Correct

Job Family

Change

Req’d Y/N

Current

Job Code

Current

Specific

Title

New Job Code/BCAT

413X Coach Head Coach 413L Y 00413X Head Coach

Women’s

Softball

413L01

202X Assistant

Professor

Assistant

Professor

202X N 00202X Assistant

Professor

202X00

202X Assistant

professor

Assistant

Professor

202X N 309F01 Assistant

Professor

Biology

202X01

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Progress to Date

Initial Meeting Focused on B-CAT (Job Code) Clean Up

Working Session Scheduled

July 30th - Macon

Critical Success Factors to Adoption

Training

Socialization

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Initial Focus – Job Codes

What are current state USG Job Codes? 00413D 28413A 36413D 4043D 57CO01 434ASC 51CO00 434LS1 452087 532091 09RD09 532097 09RD03 51CO03

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Initial Focus – Job Codes

What are future state USG Job Codes/BCAT’s?

413D00

413X00

413L00

413X01

413X02

413L01

413L02

413D01

413D02

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Next Steps

GGC & USO – Pilot Job Codes

• Initial Draft of Prefixes (First 4 Digits)

• Job Code Attributes (SOC, IPEDS & FLSA Classifications)

• Target 8/1

ADP Institutions (Less GSU & GPC)

Georgia State & Georgia Perimeter

Georgia Regents

Georgia Tech & University of Georgia

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Job Code Cleanup Prioritized by oneusg

Rollout Schedule

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Enterprise Data Improvements to Date

Initial work has been completed on….

Job Codes/BCATs Functional Specs

Job Actions

Action Reasons

Earnings Codes

Deduction Codes

Pay Groups

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Progress to Date

HR Fit Gap / Design Team has developed streamlined…

Job Action

Action Reason Codes

Value Developed using current codes and input from various institutions

Team Collaborated with Other Design Teams as Appropriate

i.e. Benefits – Action Reasons & Benefits Eligibility

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Job Action & Reason - Sneak Peak

ACTION

TRANSLATE LONG VALUE

REASON CODE

DESCRIPTION/ -ACTION/REASON

INFOSHORT DESCRIPTION -ACTION/REASON INFO Use When COMMENTS

PsoftDELIVERED

ADL ADDITIONAL JOB

HIR HIRE

HAF Hired from Affiliate

Hire Affiliate ~ Hiring from another USG School

An employee from another University System of Georgia Institution is hired at your institution

Process to transfer between Institution YES

NEW New Hire New Hire

A candidate that has never worked for your institution or is currently not in PS is hired KEEP NO

NUSRehired Non-USG Retiree NonUSGRet

A retired employee rehired with prior USG approval working 49% time or less.

Rename to POST-Retirement ~ ERS/State/Etc. NO

SSC DATA CORRECTION DATA FIX

SSC will use this code to correct incorrect hire information. KEEP NO

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Progress to Date

Payroll Fit Gap / Design Team has developed streamlined…

Earnings Codes

Deduction Codes

Pay Groups

List Developed using current codes and input from various institutions

Team Collaborated with Other Design Teams as Appropriate

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Sneak Peak

Earning Codes Standardization Compile broader, more generic standardized Earning

Codes

Review ADP Earning Codes to identify proper setup for employee and payment type, tax treatment and special accumulators

Next Steps: Develop a data dictionary of Earning Codes available in PeopleSoft Payroll

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Sneak Peak

Deduction Codes Standardization

Standardize General Deductions beginning with "00" for use across all institutions

Institution-specific Deduction Codes with leading two digit company code retained as needed

Create more generic Benefit Deductions beginning with"01" for standardized benefits

Next Steps: Develop a data dictionary of Deduction Codes available in PeopleSoft Payroll

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Progress to Date

Attend the Breakout Session(s) for more detail and discussion!

Craig Golden

SECURITY APPROACH

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Security Concepts

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Permission

List

•Centrally Maintained

Role

•Centrally Maintained

User Profile

•Decentralized Payroll Manager

Payroll Administrator

Continuous Audit

GL InterfacePayroll

Adjustments

People - View Only

View PositionView Personal

Data

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Approach to Page Access

Roles Define Access to Pages/Functions as Job Roles Shared Across Institutions User Profiles Assigned to One or Many Roles

• Smaller Institutions - Fewer People Assigned More Roles• Larger Institutions - More People Assigned Fewer Roles

Dynamic Roles• System Assigned by on Employee Status• Eliminates Need to Setup / Change Security

– Employee– Manager– Student– Retiree

Centrally Maintained

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Approach to Page Access

Permission List Building Block of Security Administration

Permission List Controls• Page Access

• Data Access

• Access to Key Processes

Centrally Maintained

User Profile Administration Institution Resources Assign Centrally Defined Roles

SSC will have the ability to help manage security for smaller institutions

Institution Specific Roles Can be Established

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Approach to Row Level Security

• Row Level Security

• Controls Access to Subset of Data

• Linked to Your Institution’s Organization Hierarchy

• Hierarchy Maintenance (Department Rollup Tree) Maintained Decentrally

• ADP Row Level Security will be Converted “As Is”

• ADP implementation did not secure department access below institution level.

Manager self-service will be configured to use reporting relationships (“reports to”) and not department/row

level access

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Approach to Sign On

Approach Utilize Institution Network Access to Authenticate

• Pilot Institutions Utilize Active Directory

Retirees will Authenticate Using PeopleSoft User ID and Password Pilot User Accounts Manually Created Future Phase User Accounts will be Auto-Created @ Hire

Login User ID and Password Email Address Local Password Similar to GeorgiaBest

User Profile ID in PeopleSoft Combination of Employee Id and email domain (i.e. [email protected])

• Joint Employment Dictates Approach

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Proof of Concept Completed with Georgia Gwinnett and University System Office

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Other Security Issues

Public Access to PeopleSoft

Additional Portal and Firewall Configuration Required

PII (Personally Identifiable Information) Encrypted

FLSA Compliant

• Limited Hourly EE Functions to Non-Compensable Time

Needed for Retiree Open Enrollment / Benefits Administration

Out of Scope for Pilot

In Scope for ADP Replacement Phase

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Barney Woods

Joe Brittain

DEMONSTRATION

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Demonstration

Time Management

Time Entry

Time Approval

Leave Requests

Workcenters / Dashboards

Forms Builder

Fluid Interface

Employee Self Service

Manager Self Service

BREAK OUT SESSIONS

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Breakout Sessions

Schedule – 1:15 to 2:50

HR / Position Management / Faculty Events

• Room 211 (Group Presentation Room)

Benefits Administration

• 238A / 238B

Payroll / Time and Labor / Absence Management

• Teachers Education Building - 389

Payroll Accounting and Budgeting

• 212

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Breakout Sessions


Afternoon Session

• Recruiting, Onboarding and Performance Management – 15 Min

– Rebecca Carroll

• ServiceNow – 10 Min

– Joe Brittain

• Engagement – 10 Min

– Diane Kirkwood

• Question and Answer – 25 Min

– Craig Golden

Breakout Starts @ 1:00

(Pause Here!)

LUNCH

HUMAN RESOURCES & FACULTY EVENTS BREAKOUT

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HR Design Team

Diane Kirkwood -- SSC

Kristine Lesher – SSC

Eulalia Dupree – GT

Marie Ballard-Myer – USO

Laurie Jones -- CSU

Lindsey Van Note -- UGA

Karen Iler – GSU

Duane Ritter – GRU

Joe Brittain -- oneusg

Felecia Donald – GSU

Crystal Matthews -- UNG

Shalonda Cargill – GT

Eyvon Mitchell – GPC

Lisa McDonald -- GRU

Sharri Peck – GRU

Tonya Brooks – GGC

Paula Casey -- oneusg

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Faculty Events Design Team

Lori Bush – GRU

Lindsey Van Note – UGA

Jayne Smith – UGA

Karen Iler – GSU

Lynn Lamanac – KSU

Kristine Lesher – SSC

Susan Donoff – USO/RPA

Angela Bell – USO/RPA

Tracie Sapp - UGA

Paula Casey – oneusg

Joe Brittain -- oneusg

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What’s Happening in Tucker

Requirements Gathering

Business Processes

Fit/Gap Sessions

Working Sessions

Global vs Institution Specific

HR is data & policy driven

HR Work Center Display

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Decision Points

What were the Major Decision Points?

How were the decisions made by the Executive Council?

Some of the Decision Points for today’s review:

Inter-Company Transfers – Eulalia Dupree

Standardize BCATS – Sharri Peck

Tenure Calc – Lindsey Van Note/ Jayne Smith

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Intercompany - Transfer

Definition

The process of moving an employee/non-employee from one USG Institution to another USG Institution

Involves….

Communication and Interaction between both USG institutions

Transference of accurate data and information concerning the employee

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Institution A

The current institution the employee is transferring from

Institution B

The new institution the employee is transferring to

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Shared Services Center will:

Have universal access to data for both institutions

Enter all transfer data for both Institutions into PeopleSoft

Ensure communication between institutions

Ensure accuracy & timeliness of data entry based on specified deadlines

Follow transfer processes similar to the current ADP transfer processes

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Personnel Action Transfer (A)

Time and Labor Management (A)

Assign Employee to Multiple Jobs (B)

Change Primary Job Flag (B)

Update General Deductions as needed (B)

Time and Labor Management (B)

Process Termination Job Action & Benefit End Date (A)

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Institutions are responsible for:

Providing accurate and timely data to the Shared Services Center

Communicating updates, changes and any/all contract and/or negotiations pertaining to the transfer of the employee to SSC

Notifying the employee of any changes or updates involving the transfer

Ensure accuracy and completion of transfer processes (audit data entry)

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The Process

PeopleSoft

A SSC B

(Shared Serv ices Cent er)

Human Resources

Benefits

Time & Labor Management

Payroll

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Win – Win!

Transfer process centralized

Ensures no lapse in benefits for the employee

Ensures communication between institutions

Increases accuracy of data entry in PeopleSoft

Improves inter-departmental relationships between Human Resources, Benefits and Payroll

Helps monitor transfer processes to comply with oneusg strategy and policy

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Standardize B-CATs

Standardized BCATS

Decision Point

Clean Up

Better Reporting

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Action Reasons

Short Work Break (SWB)

Operational Definitions

Benefit/Payroll/Position Management/Job Data Triggers

Online Help

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Tenure Calculation

Page Display

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•Displays “Initial Year On Track”

•Apply partial year rules as applicable20XX-20XX

•Displays “Third Year On Track”20XX-20XX•Displays “Eligible for Tenure Review"

•5th year or apply prior credit/LOA stoppage as applicable20XX-20XX•Displays “Terminal Year On Track”

•7th year or apply extension/ LOA Stoppage/8th year as applicable20XX-20XX•Displays “Tenure Granted Year"

•Fiscal or Academic year following review process and approval of tenure20XX-20XX•Displays “Post-Tenure Review Year”

•every 5th year unless stoppage due to admin assignment/other reason20XX-20XX

Name:Rank:Rank Unit(s):Tenure Track Start Date XX/XX/XXXX

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Faculty Contracts

Automated Contract Administration

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Faculty Events Work Center

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One-in-all dashboard for the Provost Office and Deans of Colleges to get information of sorts on Faculty

Faculty Profile

(Page View)

Compensation Analysis

Headcount Analysis

Tenure Clock Rank Review

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Position Management

Common PM Practices

Role based Position Data Override & Correction

Forms Builder to support PM activities

Workflow

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Contacts

Please provide feedback / suggestions / questions / concerns to:

Any Team Representatives

Paula Casey – [email protected]

Joe Brittain – [email protected]

Diane Kirkwood – [email protected]

oneusg Team – [email protected]

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BREAK OUTCOMMITMENT ACCOUNTING

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Agenda

What’s been happening in Tucker?

Lynn Hobbs

Review of Configuration / Functionality

Connie Clark/Colette Long

General Ledger

Colette Long

Budget Retro

Carrie Vallone

Encumbrance Discussion

Colette Long

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What’s Been Happening?

Fit gap participants

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Institution Participant

SSC Marisa Wester, Eric Clark – Shared Services

ITS Layne Francis, Debbie Farmer, Natalie McCarley – USO ITS

GGC Donell Nixon (Budget and Reporting), Ruth Berger (Accounting)

USO Kristi Fuss –Fiscal Affairs

GSW Colette Long – Payroll/Accounting

Dalton Nick Henry – Fiscal Affairs

GA Southern Connie Clark (Budget Office), Kim Brown (Financial and Business Services)

VSU Jan Fackler (Budget Office)

GA State Mary Renfroe (Budget Office), Robert Elmore (Payroll)

GA Regents Laura Craft (Accounting), Sharri Peck (HR), Jeanne Ricketson (Budget Office)

UGA Chad Cleveland (Controller), Blake Waldrop (Budget), Lindsey Van Note (HR)

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What’s Been Happening? Contd.

Fit-Gap

Biweekly Sessions: March through May

Design

In process: Began in late May.

Initial Emphasis: Develop Conference Room Pilot Environment

Next: Develop Test Environment for Pilot

Collaboration with other areas such as payroll, human resources, etc.

Focus on best practices and standardization

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Configuration/Functionality

Department Identifies the cost center of a position

Departments linked to positions must be active in PS Financials and HCM

Position Data Funding is no longer on position data

Funding is set up on the Department Budget Table using Combination (Combo) codes

Combination Codes A key that defines a combination of ChartFields

Identifies the ChartFields to include on each transaction posted to the General Ledger

Same as Payroll Distribution code in ADP/EV3

Entered in PS Financials and messaged over to HCM without delays experienced with ADP

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Configuration/Functionality contd.

Funding (Department Budget Table)

Tie funding to the position

Structure/Level

Effective Dated for initial FY and new rows can be entered for mid-year funding changes

Split Funding by Percent

Deduction and Taxes Fringe can be set to follow, or not follow, Earnings distribution

Funding End date will feed from Financials for grants

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Configuration/Functionality contd.

Suspense

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Suspense Decision Point

Suspense Overview

Utilized for transactions for which valid funding is not available in HCM.

Supports the use of grant end dates which prohibits the posting of transactions to a grant once the grant has ended

Corrections will be needed for items that do post to suspense

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Suspense Decision Point contd.

Establishment of Valid Funding Valid chart string values (combo codes) are entered on the

department budget table (DBT)

Develop invalid funding report to allow for proactive monitoring before a invalid funding transaction occurs.

Design business process to provide direction as to the timely resolution of items that post to suspense

95

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Suspense Decision Point contd.

Suspense Accounting Account 599500 will be utilized for suspense items

In pilot, will test two different accounting models

• One uniform combo code (one department and the 599500 account) to use for all suspense items at an institution

• One combo code for each department and the 599500 account

96

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Account Mapping

Earnings Account Mapping

Deduction Account Mapping

Tax Account Mapping

Liability Account Mapping

97

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GL Interface

Review January 31, 2015 monthly payroll for Pay Group 98A

Actuals Distribution

HR Accounting Line

Budget Actuals

98

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Budget Retro

Add row to Department Budget Table

Correct suspense for January 2015 monthly payroll

Position: 59000744

Employee: 0080054

Paygroup: 98A

Review Retro Distribution

99

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Encumbrances

Encumbrance Decision

Custom vs Delivered

100

Decision: Develop Custom Encumbrance Process

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Encumbrances

Key Features Selecting based on encumbrance eligibility not

last paycheck (paygroup)

Will look at funding end date in Department Budget Table (e.g. grants)

Will apply proration logic for multiple JOB salary rows in an encumbrance period

Will apply proration logic for multiple funding end dates in an encumbrance period

101

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Encumbrances

True Up Process changes

Position department changes

Will pickup employee status/position changes

• Including terminations and retirements

102

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Encumbrances

True Up

103

AM-TL-PYBREAKOUT SESSION

104

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Glossary of Terms

HCM = Human Capital Management

Paycheck Modeler = Paycheck Estimator

TL = Time and Labor

TR = Time Reporter

TRC = Time Reporting Codes

Combo Code = Payroll Distribution Code

Task Profile = Labor Level Transfer

Workgroups = TL Version of Paygroups

AM = Absence Management

AM Entitlement = Accruals

AM Take = Leave Used

Short Term Leave = VAC, SCK, FLH, CMP, etc.

Long Term Leave = FMLA, MIL, Medical (Non FMLA)

oneusg

HCM Integration Diagram

106

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AM – TL – PY Integration

107 107

PAYROLL FOR NORTH

AMERICA

TIME AND

LABOR

EMPLOYEESCHEDULES

ABSENCEMANAGEMENT

Report Absence EventsWithin TL Timesheet Page

Load Absence Events That Originated Within

AM To TL Time Card

Load TL & AM Payable Time TRCs

To PAY_OTH_EARNS

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AM-TL-PY Process Flow

108

Load Time FromExternal Sources

Enter Absences

ApproveAbsences

EnterTime

ProcessAbsences

RunAbsence

Conversion

Run TimeAdmin

ConsolidatePayable

Time

ApprovePayable

Time

CreatePaysheets

Load AM & TLPayable Time

ApproveTime

Run Pay Calc. & Confirm

Payroll

Time Sheet Entry& Approvals

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Town Hall Breakout Agenda - AM

Illustrate Integration between AM-TL-PY

Review Short Term Leave

VAC, SCK, JUR, etc.

Review Long Term Leave Requirements

FMLA, MIL

Balance Adjustments

Demo AM Transactions & Approvals

Load Approved Absences to TL

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Town Hall Breakout Agenda - TL

Time Reporter Codes

Workgroups

Taskgroups

Enroll Time Reporters

Enter Time for Multiple Jobs employees

Multiple Timecards• Monthly – ACA, SKM, VAM, UNM

• Bi-Weekly – ACA, AST, OVT, SCK, S50, UNC

Exception Hourly / Pay By Schedule

Web Punch

Assign hours to another department

Police officer working security for another department

Shift Differential

View Payable Time

Manager Time card approvals

Prior Period Adjustment

Schedules

110

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Town Hall Breakout - PY

High Level Payroll Process

Time Sheet Lock Down

Paysheet Creation

Paylines

Load Time Data –PAY_OTH_EARNS Paylines

Pay Calculation

Pay Confirmation

ESS - ePay View Paycheck

Direct Deposit

W-4 Tax Information

Paycheck Modeling

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Decision / Policy Recommendation - AM

AM – Absence Requests

VAC, SCK, JUR, DFH, etc.

AM – Real-Time Absence Requests

AM – Leave Requests

FMLA, MIL, etc.

112

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Decision / Policy Recommendation - PY

PY – Pay Week Change

PY – Repayments

PY – Summer Payroll

113

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Decision / Policy Recommendation - TL

TL – Time Periods (SUN – SAT) – Dan Hann

TL – Exempt & Non Exempt Time Reporting –Dan Hann

TL – Schedules (Benefited EE) – Dan Hann

TL – Rounding Rules – Mary Nevill

TL – Day Break – Mary Nevill

TL – Call In Pay – Mary Nevill

TL – On Call Pay – Mary Nevill

TL – Holiday Pay (Deferral) - Jennifer

TL – Time Card Approval - Jennifer

114

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Module Impacts to HR-BN-AM-TL-PY-CA

Paygroups

Earnings Codes

Deduction Codes

Time Reporting Codes

Task Profiles

Combo Codes

Action Reason Codes

Holiday Calendars

Position Data

Conversion Hire Date

115

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Administrator Considerations

Absence Management

Time and Labor

Payroll

116

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Upcoming Milestones

Finalize Design Specifications – August 2015

Conversion Pilot Data – September 2015

System Testing Begins – September 2015

UAT Begins – October 2015

Pilot Go Live Transition – December 2015

Bi-Weekly Go Live – December 20, 2015

Monthly Go Live – January 1, 2016

117

118

BENEFITS BREAKOUT SESSION

oneusg

Introduce the oneusg Benefits Team and Timeline Amy Russell (oneusg) and David Smith (GGC)

oneusg Project Progress (Benefits ), or “What's Been Happening in Tucker” Travis Jackson (UGA)

Decision Points: Discussion / Update David Smith (GGC) and Diane Kirkwood (SSC)

PeopleSoft Benefits Live Demonstration Stephanie Marshall (SSC) , BeNedra Williams (GIT), and Amy Russell

(oneusg)

What's Next? Travis Jackson (UGA)

ACA Update Julie Harris (SSC)

Interactive Discussion, Q & A All

119

Agenda

oneusg

Amy Phil l ips Kennesaw State University

Annette Brown Columbus State University

BeNedra Wil l iams Georgia Institute of Technology

David Smith Georgia Gwinnett College

Dorothy Young USG Shared Services Center

Morgan Chavous Georgia Regents University

Natalie McCarley USG Information Technology Services

Stephanie Marshall USG Shared Services Center

Travis Jackson University of Georgia

Amy Russel l oneusg Benefits Systems Consultant

120

Benefits Design Team

oneusg

What has been happening in Tucker?

121

The oneusg Benefits Team first met in mid-March and has since made the following progress: We assessed the current-state of each of the USG Benefits

systems, evaluated plan and program detail, and investigated current procedures & policies

We gathered and logged functional and technical requirements for the Benefits area.

We documented what we wanted the future-state to look like using the new PeopleSoft 9.2 functionality.

We defined customizations we may need to satisfy requirements not met automatically by the delivered PeopleSoft system.

We defined Vendor Interfaces that will need to be transitioned and managed as part of this project.

…… then we started configuring the PeopleSoft Test system with USG Benefit Plans, Costs, Tiers, Formulae, Eligibility Rules, Event Rules, eBenefits Text….. We are in the middle of this process now

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Benefits Decision Points

122

Decision Points

12-month pay option for 10-month employees

Retiree Centralization

Benefits effective date for new hires/newly eligible

Retirement Plan Defaulting

Standardization of 403(b) and 457(b) Plans across USG

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Demonstration

123

Demonstrate Employee Self-Service/Benefits Enrollment within PeopleSoft Introduce PeopleSoft Look & Feel

Discuss Integrations between HR / Benefits / Payroll

Show enrollment process for a New Hire

Show paycheck deductions for USG benefits

Show Benefits Summary

Sample Employees 0080049

0080016

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Integration

124

PeopleSoft Benefits Functions are integrated into the full PeopleSoft HCM suite.

Base

Benefits

Payroll

HR Actions /

Reasons

(Job Events)

Manual Events

& Requested

Life Events

Open Enrollment

/ Periodic Events

Financials /

GL

Vendors/Inter

faces

Benefits

Admin-

istration

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What’s Next?

Complete System Configuration Add remaining plans, costs, formulae, deduction codes Build Benefit Programs for 10 month faculty, Part Timers, Retirees Continue configuration of Eligibility and Event Rules to drive desired system behavior Set up additional Event Classes such as Birth (BIR), Marriage (MAR), Termination

(TER), Retirement (RET) Configure Life Event Online Requests and Document Upload via Self Service Continue to tailor the eBenefits text blocks and behavior to fit USG’s needs

Customize System to Satisfy Specific Needs For example:

• Improve the Retirement Enrollment Pages and Customized Investment Vendor Options

• Enhance Tobacco Surcharge Enrollment and Attestation process• Deliver accurate, dollar-for-dollar, up-to-limit H.S.A. matching• Build an effective EOI election storage, guaranteed issue, approvals processing engine

for life insurance plans

Test Planning and Testing Training, Communication, and Documentation Conversion Validation

Julie Harris

AFFORDABLE CARE ACTIMPLEMENTATION UPDATE

126

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Agenda

Project Overview Current Project Status Data & Security Overview Upcoming Communications

127

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Project Overview

USG will send Data Files to Equifax Employee Demographic Info Payroll Details Protected Leave of Absence Info Benefits Detail

• Demographics

• Benefits Transactions

Equifax will compile data from all institutions and aid in determining eligibility

Equifax will also produce information needed for IRS Reporting

128

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Project Status

Tentative Timeline:

File Development – In Progress

Testing – August / September

Go Live – October

129

ADP is developing files for SSC-supported institutions, so this timeline may change for SSC-supported institutions based on ADP’s

turnaround time

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Core Data File Overview

Employee Demographics and Payroll/LOA Information Historical Data – activity/information since

10/01/2013

Ongoing Data – pulled after each payroll

SSC-Supported Institutions• Selection Criteria exclusions:

– Work Study Students

– Surviving Spouses/Dependents

• One row per employee per institution– No identifying information included – position number,

job code, department

130

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Security Overview

One Data Explorer per institution

Create Dashboards

Run Reports

Export data

Data Viewers

View Data

Tentative Security Access Levels

Access to all employees across the USG

Access to employees only at institution

131

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Communications and Training

System Office Communication

SSC WebEx – August 5, 2015 from 3-4pm

Project update

Processing reminders

Training for Data Explorers and Data Viewers

Equifax – training classes offered weekly

USG – training session offered during September

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Group Session


Afternoon Session

• Recruiting and Onboarding – 15 Min

– Rebecca Carroll

• Security – 10 Min

– Craig Golden

• Service Now – 5 Min

– Joe Brittain

• Engagement, Question and Answer – 30 Min

– Craig Golden

– Diane Kirkwood

Rebecca Carroll

RECRUITING AND ONBOARDING

oneusg

Mission

Collaborate to Define Enterprise Requirements for Recruiting, Onboarding and Performance Management

Assemble Multi-Institution / Multi-Discipline Evaluation Committee

Key Evaluation Criteria Functionality / User Experience Total Cost of Ownership Ease of Integration

Define Key Integration Points Objectively Score Solutions Submit Enterprise Recommendation to Executive

Council

oneusg

Progress to Date

- Georgia State- Felicia Donald- Tineke Battle

- University of Georgia- Duane Ritter- Lindsey Van Note- Juan Jarrett

- Georgia College- Neil Jones- Robin McDonald

- Georgia Regents- Susan Norton- Laurie Bush- Sherri Peck- Dena Picket

- Georgia Perimeter- Eyvon Mitchell

- Georgia Gwinnett- Tonya Brooks- Kat Kyle

- Georgia Tech- Charvette Webb- Shalonda Cargill - Eulalia Dupree

- University of North Georgia- Crystal Matthews

- Georgia Southern- Karen Iler

- Armstrong Atlantic- Rebecca Carroll

- Columbus State- Laurie Jones

- South Georgia- Jamie Tanner

- USO / Shared Services- Marie Ballard-Myer- Kristine Lesher- Diane Kirkwood

oneusg

Progress to Date

Define Requirements – Complete See Handout

Contact / Coordinate with Vendors – Complete Oracle

• PeopleSoft– Talent Acquisition Manager, Candidate Gateway and

ePerformance• Oracle Cloud / Taleo

– Recruiting & Onboarding• Oracle Cloud

– Performance Management

PeopleAdmin• Recruiting, Onboarding & Performance Management

oneusg

Progress to Date

Potential Integrations for SAAS (Taleo & PeopleAdmin) Software Vendors Candidate Mapping Job Data Mapping Position Data Mapping Organization Mapping Location Mapping User Employee Mapping

Fields Will Need to be Added to Delivered Integrations as Needed

PeopleSoft Integration is Delivered

oneusg

Progress to Date

Software / Solution Evaluation - Complete July 1st and 2nd – ITS Athens

Functionality Scoring – In Process Assemble Collateral Material – Complete

See oneusg SharePoint Site

Cost & Integration Evaluation – In Process

oneusg

Progress to Date

Cost Analysis

Apples to Apples Comparison Not Complete (Yet!)

All 3 Solutions will Require Functional and Technical Consultant on oneusg team

PeopleAdmin & Taleo will be a reimplementation for Existing Customers

Integration Estimates from Vendor are “one sided”

• Inbound and Outbound interfaces must be constructed in PeopleSoft as well

oneusg

Next Steps

Assemble Scoring Results Complete Cost Analysis Confirm Integration Requirements Assemble / Review Recommendation with Evaluation

Committee Determine if Additional Information is Needed to Make

Recommendation Review Recommendation with HCM Steering Committee Submit Recommendation to oneusg Executive Council

Goal – August 26th Executive Council Meeting Socialize Executive Council Decision

Provide Demonstration to All Stakeholders of System Functionality Develop Roadmap to Deploy Functionality

Project Charter and Deployment Plan• Follow oneusg Approach – Pilot Solution & Phased Rollout

Resource Plan Cost Estimates

Joe Brittain

SERVICENOW

oneusg

Service Now

SummaryConsolidation – Create a single system of record that

replaces redundant systems and eliminates the dependency on regional installations of client server software

Self-Service – Give employees an online intuitive experience when interacting with HR Helpdesk. Includes a structured support process to drive higher levels of efficiency and customer satisfaction

Automation – Replace manual and time-consuming tasks with automation. Create a repeatable and consistent automation workflow with tools like Knowledge Base.

oneusg

Service Now

Summary Streamlines and Improves HR Service Delivery Offers a consumer-like self-service portal to employees Out-of-the-Box Request and Fulfill process automation Pre-Defined Service Catalog

• Benfits• Employee Relations

Cases Automatically Submitted Through HR Service Catalog

• Designated to Specialist or Team Integrated Reporting

• Volume• Types of Requests• Individual Workloads

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Service Now

Where are we now? Kickoff Meeting July 14th

• Complete

Business Reviewing Requirements• In Review

Implementation Plans• In Development

Want to Learn More? Georgia Summit

• Vendor Demonstration– End User & Fulfiller Perspective

Diane Kirkwood

ENGAGEMENT

oneusg

Georgia Summit – September 16-18

147

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User Acceptance Testing – Pre-Conference 9:00 AM to 12:00 PM – Wednesday Target

• GGC Practitioners• USO Practitioners• Design Teams Participants• Other’s Who Can Assist in Testing

Objective• UAT Kick-Off and Planning

– Group Session (1 HR)• Timing, Scope, Sequencing, Schedule, Testing Expectations

– Break Out (1 ½ HR)• Review System Test Conditions & Supplement• Define Data Scenarios• Define User Security Requirements

– Next Steps and Q&A (½ HR)

148

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oneusg – Roadmap Program Overview

Current Status of oneusg Initiatives

Shared Services Update New Shared Services resulting from oneusg

ESS & MSS Fluid Interface & Workflow

Interactive Demonstration

End to End 2 Sessions Back to Back

Interactive Demonstration

Hire to Retire including Payroll Accounting

149

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Managing Change Review GGC Communication and Training Plan Discuss Preparation Activities for Next Deployment Phase

Recruiting, Onboarding and Performance Management Interactive Demonstration Presentation of Enterprise Solution

Business Process Standardization Panel Discussion

Benefits Birds of a Feather Panel Discussion

ServiceNow Interactive Demonstration

150

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Rock Eagle – October 21 - 23

151

oneusg

Rock Eagle – October 21-23

oneusg Update

Technical Discussion of oneusg

• Overview of Project Timeline

• Approach Overview

– Security

– Integration

– Conversion

– Historical Data

• Fluid User Interface Demonstration

Craig Golden

152

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QUESTIONS