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oneusg
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
4
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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
7
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
13
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Policy and Procedure Update
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
14
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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Policy and Procedure Update
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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Policy and Procedure Update
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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Policy and Procedure Update
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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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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Preparing for Successful Change
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
oneusg Approach
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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Preparing for Successful Change
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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Preparing for Successful Change
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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Preparing for Successful Change
23
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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Preparing for Successful Change
Change Resources
Website: www.usg.edu/oneusg
24
Updated Content
• FAQs
• Terminology
• Events
• Project Team
• Communications
• Important Dates
• Resources
• Photo Gallery
• Contact Us
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Preparing for Successful Change
Change Resources (cont’d)
Email: oneusg@usg.edu
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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Preparing for Successful Change
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…
27
Managing Change at Your Campus
Thursday, September 17th, 1:00 PM
Oglethorpe “D”
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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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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
47
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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Security Concepts
56
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. 778190@usg.edu)
• Joint Employment Dictates Approach
60
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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Demonstration
Time Management
Time Entry
Time Approval
Leave Requests
Workcenters / Dashboards
Forms Builder
Fluid Interface
Employee Self Service
Manager Self Service
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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
Schedule – 3:00 to 4:00
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
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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
71
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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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Intercompany - Transfer
Institution A
The current institution the employee is transferring from
Institution B
The new institution the employee is transferring to
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Intercompany - Transfer
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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Intercompany - Transfer
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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Intercompany - Transfer
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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Intercompany - Transfer
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
79
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Action Reasons
Short Work Break (SWB)
Operational Definitions
Benefit/Payroll/Position Management/Job Data Triggers
Online Help
81
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Tenure Calculation
Page Display
82
•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 Events Work Center
84
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
85
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Contacts
Please provide feedback / suggestions / questions / concerns to:
Any Team Representatives
Paula Casey – Paula.Casey@usg.edu
Joe Brittain – Joe.Brittain@usg.edu
Diane Kirkwood – dkirkwood@ssc.usg.edu
oneusg Team – oneusg@usg.edu
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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
89
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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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
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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
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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
oneusg
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
oneusg
Encumbrances
Encumbrance Decision
Custom vs Delivered
100
Decision: Develop Custom Encumbrance Process
oneusg
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
oneusg
Encumbrances
True Up Process changes
Position department changes
Will pickup employee status/position changes
• Including terminations and retirements
102
oneusg
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
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
oneusg
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
oneusg
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
109
oneusg
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
oneusg
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
111
oneusg
Decision / Policy Recommendation - AM
AM – Absence Requests
VAC, SCK, JUR, DFH, etc.
AM – Real-Time Absence Requests
AM – Leave Requests
FMLA, MIL, etc.
112
oneusg
Decision / Policy Recommendation - PY
PY – Pay Week Change
PY – Repayments
PY – Summer Payroll
113
oneusg
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
oneusg
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
oneusg
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
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
oneusg
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
oneusg
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
oneusg
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
oneusg 125
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
oneusg
Agenda
Project Overview Current Project Status Data & Security Overview Upcoming Communications
127
oneusg
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
oneusg
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
oneusg
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
oneusg
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
oneusg
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
132
oneusg
Group Session
Schedule – 3:00 to 4:00
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
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
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
oneusg
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
oneusg
Georgia Summit – September 16-18
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
oneusg
Georgia Summit – September 16-18
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
oneusg
Georgia Summit – September 16-18
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
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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