Office of Human Resources OASIS HCM UPDATE Ambassador Meeting April 18, 2007 Your Information. Anywhere. Anytime

Office of Human Resources Office of Human Resources

OASIS HCM UPDATEOASIS HCM UPDATE

Ambassador MeetingAmbassador MeetingApril 18, 2007April 18, 2007

Your Information. Anywhere. Anytime.Your Information. Anywhere. Anytime.


OASIS HCM OASIS HCM

Agenda• Talent Acquisition Manager (TAM)• HR Position Management• Payroll/Time & Labor• Benefits Administration • eApplications (Employee/Manager Self-Service)• Training• Communications


Talent Acquisition Manager (TAM)Talent Acquisition Manager (TAM)

AccomplishmentsAccomplishments

• Successful implementation December 18, 2006

• 373 jobs processed (from posted to closed)• 82 jobs currently posted on HR website• 9361 unique candidates have applied• 12,920 have applied to multiple jobs• 65 hires • 35 average of applicants per job posting• 2 days turnaround after submission• <1 day approval of offer


Position Management ChangesPosition Management Changes• “Full” Position Management • Position needed prior to recruitment• Most employees will have a unique Position number

• “Group” jobs OK if:– Same title, department, “reports to”, funding source and

percentage• Non-exempt jobs reflect hourly pay rates• FTE derived from standard hours worked

• Part of the eligibility rules for benefits• Pay rate calculations use FTE to determine biweekly rate

• “Reports to” used to drive workflow associated with Front End


Position Management System Position Management System EnhancementsEnhancements

• Modified Position Record to:• Allow Worker’s Comp Code adjustment• Job Group adjustment to meet EEO-6 reporting • Capture category (BOR) from job code

• Add alternate ID to employee record for search capabilities• Add flag to identify terminated employees not eligible for re-hire• “Front end” to manage de-centralized access


Position Management Enhancement Position Management Enhancement Effects to BusinessEffects to Business

Reduced errors due to inconsistency in data• Defaulting employee job data from Position

Development of “front end” with workflow to automate business processes

Use of Action – Action/Reasons with business definitions for use• Improved/consistency in reporting


• Mapped legacy job data fields to PeopleSoft fields• Converted employees with job data• Trained selected stakeholders to assist in data validation• Action and associated Action/Reasons identified

• Used as basis for changes to employee records• Configuration of key foundation tables• Developing year end calendar

Position Management AccomplishmentsPosition Management Accomplishments


Payroll and Time and Labor Modules

PayrollPayroll

• With the implementation of the OASIS HCM Project, the University is moving to a lagged biweekly payroll

• Biweekly payroll = 26 vs. 24 • Scheduled effective date July 2, 2007• Deductions taken over 26 pays – fiscal paid employees


Time and LaborTime and Labor

• Non-exempt employees will use the PeopleSoft supplied web clock to record In and Out punches for work.

• Non-exempt employees will also use the supplied web clock for punch In and Out for lunch breaks.

• Departments will select a 30 minute or 60 minute meal deduction period.

• If they work over 6 hours in a day and fail to punch in and out for a lunch break, the system will automatically default and deduct 30 minutes.

• Exception Reporting for Exempts consistent with the current leave process.


AccomplishmentsAccomplishments

• Approval from ASU Administration for 26 Bi-weekly Lagged Payroll Approval from ASU Administration for 26 Bi-weekly Lagged Payroll for all employeesfor all employees

• Modified payroll schedule for first three (3) paychecks to reduce Modified payroll schedule for first three (3) paychecks to reduce impact on current semi monthly employeesimpact on current semi monthly employees

• Positive Time Reporting for all non-exempt employees – Institutional Positive Time Reporting for all non-exempt employees – Institutional DecisionDecision• FLSA Regulation• Discrimination

• Phased data conversion and testingPhased data conversion and testingDirect DepositDirect DepositGarnishments Garnishments Tax DataTax DataGeneral DeductionsGeneral Deductions


Base BenefitsBase Benefits

• Replaces HRMS (existing ASU Payroll system with Replaces HRMS (existing ASU Payroll system with benefits and retirement deductions only);benefits and retirement deductions only);

• Becomes ASU system of record;Becomes ASU system of record;• Replaces State of AZ HRIS as ASU source benefits

database.• Stores complete benefits data; Stores complete benefits data;

• For Payroll processing, vendor interfaces, and management reporting.

• Stores retirement contribution data;Stores retirement contribution data;• For Payroll processing and regulatory compliance.


Benefits Administration EnhancementsBenefits Administration Enhancements

• Integrates with HR to automate benefits and retirement Integrates with HR to automate benefits and retirement eligibility;eligibility;

• Establishes coverage begin and end dates;Establishes coverage begin and end dates;• Determines how position, employment, and life events Determines how position, employment, and life events

impact benefits;impact benefits;• Required for eBenefits functionality.Required for eBenefits functionality.


Impact on BusinessImpact on Business

• Work with other modules to send important benefits notices to new hires;

• Default core benefits & retirement enrollments;• Allow employees to enroll online;• Generate audit reports to proactively monitor benefits

eligibility and enrollment, thus reducing rework.• Customize leave and termination codes to manage

employees’ benefits accurately;


Impact on Business (cont’d)Impact on Business (cont’d)

• Defines the academic year for benefits premium pre-Defines the academic year for benefits premium pre-collection & IRS compliance:collection & IRS compliance:• Standard benefits deductions in the Fall (Aug thru

Dec);• Standard plus pre-collect deductions in the Spring (Jan

thru May) to cover Spring and Summer months;• Academic contracts other than Fall / Spring require

fiscal pay;• Minimal impact on pre-collected deductions.


Pre-Collected Health DeductionsPre-Collected Health Deductions

COVERAGECOVERAGE CURRENT CURRENT (17 Pays from 9/1 to 5/15)(17 Pays from 9/1 to 5/15)

NEW NEW (9 Pays from 8/31 to 12/21)(9 Pays from 8/31 to 12/21)

NEWNEW(11 Pays from 1/4 to 5/23)(11 Pays from 1/4 to 5/23)

Single EPOSingle EPO $17.65$17.65 $11.54$11.54 $17.83$17.83

Family EPOFamily EPO $88.24$88.24 $57.69$57.69 $89.16$89.16

TOTAL TOTAL Single EPOSingle EPO

TOTAL TOTAL Family EPOFamily EPO

$300.05$300.05

$1500.08$1500.08

$299.99$299.99

$1499.97$1499.97

Single PPOSingle PPO $98.82$98.82 $64.62$64.62 $99.86$99.86

Family PPOFamily PPO $275.29$275.29 $180.00$180.00 $278.18$278.18

TOTAL TOTAL Single PPOSingle PPO

TOTAL TOTAL Family PPOFamily PPO

$1679.94$1679.94

$4679.93$4679.93

$1680.04$1680.04

$4679.98$4679.98


HCM eApplicationsHCM eApplications

• Position ManagementPosition Management• New Positions, Existing Position Changes

• Manager Self ServiceManager Self Service• Promotions, Transfers, Salary Changes, Terminations• Most hires commence in Talent Acquisition

• Contract Pay AdministrationContract Pay Administration• eBenefitseBenefits

• New Hires, Qualified Life Events, Open Enrollment

• ePayePay• Paycheck, Direct Deposits, W-4 Changes, W-2s

• eProfileeProfile• Personal Data, Emergency Contact


eApplication EnhancementseApplication Enhancements

• Improves and automates core HR business processes Improves and automates core HR business processes through technology;through technology;• Streamlines processes;• Reduces paperwork;• Ensures data integrity.

• Allows managers and employees to manage their own Allows managers and employees to manage their own data;data;

• Includes manager workflow technology with approvals;Includes manager workflow technology with approvals;• Department commencement• Department / College / School approval• Office of Human Resources administration

• Includes technology for employee to complete personal Includes technology for employee to complete personal information, payroll, and benefits transactions at the information, payroll, and benefits transactions at the home or office.home or office.


Training Plan in DevelopmentTraining Plan in Development

• Introduction to HCM Presentation;Introduction to HCM Presentation;• Available to VP Liaisons, BOMs/HR Liaisons, and

departments.• Manager Self Service Demonstration in development;Manager Self Service Demonstration in development;• Other demonstrations being developed with the Other demonstrations being developed with the

completion of individual eApplications;completion of individual eApplications;• On-line or instructor-lead training required for access.On-line or instructor-lead training required for access.


Tools / CommunicationsTools / Communications• FAQ’s and moreFAQ’s and more

• http://www.asu.edu/hr/• Payroll EstimatorPayroll Estimator• Group SessionsGroup Sessions

• Needs and concerns with regard to time reporting• CommunicationsCommunications

• E-blast to all employees 0n 4/18• Insight Article on 4/20• Flyer to every employee on 4/25

• Thursday, 4/19 – check website for updatesThursday, 4/19 – check website for updates• PatiencePatience


July 2July 2ndnd – GO LIVE – GO LIVE


Questions?Questions?

Documents

Office of Human Resources OASIS HCM UPDATE Ambassador Meeting April 18, 2007 Your Information. Anywhere. Anytime