Human Capital Management Implementation …...Monitor bank website for paycard progress Add paycard account info to employee’s direct deposit record in HCM Contact bank to resolve

Human Capital Management

Implementation

Wells Fargo - Banking Services

Project Sign-Off

Saturday, February 11, 2017

(c) 2016 Board of Regents of the University System ofGeorgia. All Rights Reserved.

1

Table of Contents

i

1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DIAGRAM PROVIDING “THE BIG PICTURE”

PURPOSE A. Presents key modules, processes and interfacesB. Highlights points of integration, input and output of system dataC. Highlights outstanding decisions related to the design,

development, configuration and implementation processesPRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS

PURPOSE A. Defines scope of the core implementation, based on the relatedbusiness process and practitioner community

B. Serves as a “common denominator” for design, development,testing and training documentation

PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams – Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A. Confirms touchpoints and “hand-offs” within a business processB. Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY

PURPOSE A. Presents changes to business policies and procedures, resultingfrom the implementation

B. Serves as the basis for the communication plan, “delta training”and other change management initiatives

PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training Teams

2

Table of Contents

ii

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY

PURPOSE A. Outlines issues which impact design, development, projectscope and go-live dates

B. Presents potential solutions and documents the approachrecommended by the project team

C. Serves as the basis for issue discussion and resolutionD. Tracks the status of items transitioned to HR, Fiscal Affairs and

the Steering CommitteePRIMARY USERS Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE A. Lists major tasks within a business process and denotes the taskpractitioner

B. Serves as the basis for defining the scope of user acceptancetesting and practitioner training

C. Links major tasks and business processes to security roles anduser groups (SSC, ITS, Institution, USO, etc.)

D. Defines the audience for communication initiativesE. Serves as the basis for user acceptance testing

PRIMARY USERS Practitioners, Communication Team, Training Team, Security andWorkflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A. Defines scope of the implementation, based on the relatedbusiness process

B. Serves as a “common denominator” for design, development,testing and training documentation

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners

3

Table of Contents

iii

8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

PURPOSE A. Identifies custom tables, pages, interfaces and other objectsrequired to fulfill approved business requirements for eachrelated business process

B. Serves as a “common denominator” between the requirementsgathering and design/development efforts

C. Groups different types of modification elements (tables, pages,etc.) for ease of migration

PRIMARY USERS Implementation Teams, ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION

PURPOSE A. Presents an integrated view of the requirements gathering anddesign/development efforts

B. Associates custom development with an approved businessrequirement [NOTE: This report presents the same informationas 7-HCM Business Requirements (HCM-004-REQ) where customdevelopment is required].

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

APPENDIX – Job Aids

4

HCM Business Process ListingHCM-003-BPR


Process Name Tracking Only?

MM101 - Money Movement Payroll Funding Cash No

MM102 - Money Movement Paycard No

MM103 Institution Bank Account for Money Movement No

MM104 Institution Funding of Additional Taxes No

MM105 Funding HCM On Demand Disbursements No

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing No

WF002 - ACH Returns (Direct Deposit Rejects) No

WF003 - Check and ACH (Direct Deposit) Reversal Processing No

WF004 - Escheatment (State Dated Check) Processing No

WF101 - Monitor Positive Pay Exception Reports (9800P) No

WF102 - Fund Common Remitter Retirement Accounts (TSA, ORP, TRS) No

Saturday, February 11, 2017 Page 1 of 25

HCM Business Process ListingHCM-003-BPR

End of Report


Page 1

TitleJanuary 26, 2017

MM102 MONEY MOVEMENT PAYCARD: Direct Deposit ExemptionInstitu

tion

HR/PR

Employ

eeSSC

Payroll Team

SSC

Contact C

enter

USG

Paycard

Vend

orUpdate needed when Paycard Vendor Finalized: Updated 01‐23‐17

Receive Direct Deposit Person

Exemption Request Form

RequestApproved?

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employee’s direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form/ Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit.

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application and/or activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst. HR/PR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

Update needed when Paycard Vendor Finalized:

Verify if employee is participant in

federal work study program

End

7

MM104 – Institution Funding of Additional Taxes SSC

Common

Rem

itter

or Tax or P

ayroll or

Garnishmen

t

SSC Mon

ey M

ovem

ent T

eam

WF CE

O

USO

Busin

ess S

ervices

WF CE

OInstitu

tion

USO

Business

Services

Fina

ncials

Updated 01‐26‐17

AT010Tax Process

Receive request & create invoice for

Institution Additional Funding

AT011Tax Amend Process

Establish template for reverse wire from each

institution

Enter Additional Amount needed from Institution in file in banking

system

Notify USO Business Services that Wire is ready for approval and provide Institution Additional

Funding Invoice

Review Invoice and Approve Wire

Provide copy of Invoice to

Institution and USO Accounting

Ensure Funding is Available

Use Ben Recon Payroll Adjustment to create JE

for FundingEnd

Use Ben Recon Payroll Adjustment to create JE

for FundingEnd

8

MM105 – Funding HCM On Demand Disbursements SSC

Payroll

SSC Mon

ey M

ovem

ent T

eam

WF CE

O

USO

Busin

ess

Services

WF CE

O

Institu

tion

Accoun

ting

Bank

ing System

USO

Bu

siness

Services

Fina

ncials

Institu

tion

Accoun

ting

Fina

ncials

Version 2‐2‐17

Establish template for reverse wire from each institution

Enter Additional Amount needed from Institution in file in banking

system

Notify USO Business Services that Wire is ready for

approval

Review Invoice and Approve Wire

Create Institution Additional

Funding Invoice

Provide Invoice to Institution and USO Accounting

Ensure Funding is Available

Use Ben Recon Payroll Adjustment to create JE for Funding (See Note a)

End

Use Ben Recon Payroll Adjustment to create JE for Funding if needed for reporting (See Note a)

End

PY005On Demand Disbursement

Process

Receive request for On Demand Check

Funding

Use Ben Recon Payroll Adjustment to reverse JE for Funding when on

demand disbursement’s payrun is posted (See Note a)

Note a:It is the Institution/USO Accounting Services decision as to whether to perform these steps except as needed to ensure appropriate AFR reporting at fiscal yearend.

Credit 118100, Debit 229100; must be reversedReversal Debit 118100, Credit 229100

Use Ben Recon Payroll Adjustment to reverse JE for Funding when on

demand disbursement’s payrun is posted (See Note a)

9

WF001 – Check Printing (On-cycle and Off-cycle) and Direct Deposit ProcessingB

OR

_PA

Y_A

DM

IN_S

SCW

F Pa

ymen

t M

grW

ells

Fa

rgo

Emp

loye

eU

SO

Co

ntro

ller

s O

ffic

eLast Updated 02.10.2017

Post Payroll Processes

PY003

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Employee Receives Payment

BPAY003Payroll Checkprint

Output

BDDP001Direct Deposit

Output

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A A

AApprove Output to Wells Fargo

File

BPositive Pay

CreationB

Check PrintingWF101

On Demand FTP Push

On Demand FTP Push

10

WF002 – Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

BO

R_P

AY_

AN

ALY

STEm

ploy

ee

Last Updated 02.10.2017

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required?

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

No

Check Reversal ProcessPY006

Direct Deposit Reject Complete

11

WF003 – Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

orta

lB

OR

_PA

Y_A

NA

LYST

Wel

ls F

argo


Banking Services Required

Complete Check/ACH Stop Payment

Request Form

Request ReceivedIs

this a Check Stop Payment?

YesRefer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful?

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

Check/ACH Reversal

ProcessingPY006

Yes

Research Issue

Reversal Process Complete

No

12

WF004 – Escheatment (Outstanding Check) ProcessingB

OR

_PA

Y_A

NA

LYST

USO

Bu

sin

ess

Serv

ices

BO

R_P

AY

_AD

MIN

_SSC


Process Start

Bank Reconciliation

FN105

Outstanding Payroll

Check(s) >90 <150 Days Identified

Research Outstanding

Check(s)

Notifies Institution of Outstanding

Check(s) > 90 days < 150 days

Check reversed

and/or reissued?

Check & ACH Reversal WF003

End

Request electronic payment to

institution from payroll account

Utilize the xfer of funds to clear the outstanding check

Receipt funds from USO to unclaimed property agency

account

Submit funds in unclaimed property agency account to State of Georgia in accordance with BPM 19.1 and SAO CM_100006 Escheatment Process

Place Stop Payment on Check

Outstanding Payroll

Check(s) >150 Days Identified

Yes

Begin documentation necessary for

escheatment of funds

No

13

HCM Business Process Fact SheetHCM-002-BPR


MM101 - Money Movement Payroll Funding CashBusiness Process:

1. ADP currently initiates funding of payroll by creating reverse wires todraw funds from the Institutions to ADP. ADP initiates multiple drawsfrom each institution for each payroll. SSC will initiate the funding ofpayroll in one pull from the institutions for the full payroll funding needs.

Functionality Changes:

1. SSC will initiate the funding by creating the reverse wire to draw fundsfrom Institutions to ADP

Ownership Changes:

1. NoneIssues Not Addressed:

1. NoneIssues Addressed:

1. NonePolicy Changes:

1. BPM 5.8 oneusg HCM Related Funding: Money MovementBusiness Procedures Impacted:

1. Institution's bank information and authorization must be obtained priorto conversion.

Conversion Approach:

1. NoneHistorical Data Approach:

1. Bank Authorization FormNew Forms:

1. NoneNew Approvals:




MM102 - Money Movement PaycardBusiness Process:

1. Paycards will be provided by a USG third party paycard provider.Functionality Changes:

1. SSC will approve requests for exemption from direct deposit foremployees. Employees approved for the exemption from direct depositwill be paid by paycard.

Ownership Changes:




1. BPM 5.3.1 Method of Payment for CompensationBusiness Procedures Impacted:

1. NoneConversion Approach:


1. NoneNew Forms:





MM103 Institution Bank Account for Money MovementBusiness Process:

1. USO will replace ADP in pulling funds for net payroll, taxes andgarnishments.


2. USO will receive and then disburse funds for net payroll, taxes andgarnishments.

Ownership Changes:




5.8 OneUSG HCM Related Funding: Money MovementBusiness Procedures Impacted:

1. Institution will complete Authorization for Bank Debit Form prior to golive.



1. Authorization for Bank Debit FormNew Forms:





MM104 Institution Funding of Additional TaxesBusiness Process:

1. Manual checks should be utilized if possible to record necessary taxadjustments. This allows for funding to occur with the normal payrollfunding processes.2. Funding for tax adjustments that cannot be made with a manualcheck for for which an earlier funding is needed will be made by theinstitutions to USO for ADP to pull.


1. SSC Money movement team will pull funds for tax adjustments.Ownership Changes:


1. Funding of tax adjustments.Issues Addressed:


5.8 Money MovementBusiness Procedures Impacted:



1. NoneNew Forms:





MM105 Funding HCM On Demand DisbursementsBusiness Process:

1. On Demand disbursements will be processed by SSC.2. On Demand disbursements will utilize paycards except for federalwork study students who do not elect direct deposit.


1. SSC will process on demand disbursements.Ownership Changes:

Issues Not Addressed:

Issues Addressed:

Policy Changes:

5.3.8 Off Cycle Payment Process5.3.1 Method of Payment for Compensation

Business Procedures Impacted:


Historical Data Approach:

New Forms:

New Approvals:




WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit ProcessingBusiness Process:

1. Wells Fargo will print and mail on and off-cycle checks.2. Direct deposit processing will be provided by Wells Fargo.


1. Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing.2. Institutions will no longer be able to print off-cycle checks at the institution.

Ownership Changes:




1. BPM 5.3.8 Off Cycle Payroll ProcessingBusiness Procedures Impacted:



1. NoneNew Forms:





WF002 - ACH Returns (Direct Deposit Rejects)Business Process:

1. NoneFunctionality Changes:

1. Wells Fargo will provide ACH (Direct Deposit) rejects through theCEO Portal instead of ADP Print Services.

Ownership Changes:




1. BPM 5.3.1 Method of Payment for Compensation2. BPM 5.8.2. Funding of Employee Net Pay




1. NoneNew Forms:





WF003 - Check and ACH (Direct Deposit) Reversal ProcessingBusiness Process:

1. Wells Fargo CEO Portal will be accessed to process check and ACHreversals instead of ADP Smart Compliance (iPay).


1. SSC will process check and ACH reversals instead of institutionalpractitioners.

Ownership Changes:




1. BPM 5.3.1 Method of Payment for Compensation2. BPM 5.8.2 Funding of Employee Net Pay




1. Check Stop Payment and ACH (Direct Deposit) Reversal RequestForm2. Documentation Template for Stop Payment/ACH Reversal

New Forms:





WF004 - Escheatment (State Dated Check) ProcessingBusiness Process:

1. Wells Fargo CEO portal will be accessed for escheatment reportinstead of ADP providing information.


1. USO Business Services will provide Stale Dated check information toinstitutional practitioners instead of ADP Print Services.2. If stale dated check needs to be reversed in HCM SSC will processreversal.

Ownership Changes:




1. See 19.1 Unclaimed PropertyBusiness Procedures Impacted:



1. Uncashed Check Notification FormNew Forms:





WF101 - Monitor Positive Pay Exception Reports (9800P)Business Process:

1. Utilization of 9800P AP unit.Functionality Changes:

1. SSC Money Movement Team will review the daily positive pay exception reports.

Ownership Changes:




1. 5.8 HCM Related Funding: Money MovementBusiness Procedures Impacted:



1. NoneNew Forms:





WF102 - Fund Common Remitter Retirement Accounts (TSA, ORP, TRS)Business Process:

1. NoneFunctionality Changes:

1. SSC will initiate the file to fund TSAs and ORPs each payroll.2. SSC will initiate the process for TRS to pull funds each month.

Ownership Changes:




1. BPM 5.8.5 oneusg Funding of Voluntary Retirement Plans2. BPM 5.8.6 oneusg Funding of Mandatory Retirment Plans




1. NoneNew Forms:




End of Report


HCM Decision Point Fact SheetHCM-006-DPT


ActiveDocument Status:

942 Issue: Will employee banking information flow to AP in PeopleSoft to process direct deposit?-

Yes, Direct deposit sync is activated and is planned for Pilot phase.Final Decision:

Will employee banking information flow to AP in PeopleSoft to process direct deposit?

Document Details:

Potential Solutions:

Recommendation:

HRAP Impact:

BPM Impact:

CompleteDocument Status:

471 Issue: Will paychecks be mailed on pay day or arrive to the employee on the pay date?-

Utilize Wells Fargo to print checks and mail checks on the employee pay date. This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment.

Final Decision:

Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks.

Document Details:

Existing state contract with Wells Fargo can be leveraged for printing checks. Checks can be mailed by Wells Fargo prior to the pay check date, but will accelerate the payment creation process at Shared Services. The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks.


Utilize Wells Fargo to print checks. Distribute checks on pay date (not earlier).

Recommendation:

26HRAP Impact:

BPM Impact:

General Criteria for Employment

5.0 Payroll

575 Issue: Are any new roles needed at Shared Services to support the new responsibilities they are assuming?

-

A new money movement accounting specialist role is being created in Sandersville to manage / monitor the Banking and Money Movement requirements

Final Decision:

Are any new roles needed at Shared Services to support the new responsibilities they are assuming?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:





581 Issue: How will miscellaneous deductions be managed in the new money movement business processes?

-

While institutions are the beneficiaries (or vendor) for most miscellaneous deductions, oneusg will not net the payables and receivables associated with payroll. Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Final Decision:

How will miscellaneous deductions be managed in the new money movement business processes?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

585 Issue: Who will be responsible for banking activities including printing paychecks?-

Wells Fargo will be responsible for printing paper checks, processing ACH, managing Positive Pay

Final Decision:

Who will be responsible for banking activities including printing paychecks?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

586 Issue: How will money movement be initiated?-

The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Final Decision:

How will money movement be initiated?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

587 Issue: Who will be responsible for reviewing and approving direct deposit exemptions?-

Direct Deposit exeptions will be centrally managed through the Shared Services Center

Final Decision:





587 Issue: Who will be responsible for reviewing and approving direct deposit exemptions?-

Direct Deposit exeptions will be centrally managed through the Shared Services Center

Final Decision:

Who will be responsible for reviewing and approving direct deposit exemptions?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

588 Issue: Will instittuions know when a paycard request has been completed (or not completed)?-

The Shared Services center will monitorthe paycard application process. If there are any issues, the shared services center will work with the institutions and employee to resolve them.

Final Decision:

Will instittuions know when a paycard request has been completed (or not completed)?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

589 Issue: Who will be responsible for updating the employees direct deposit information once the paycard request has been processed by Wells Fargo?

-

The Shared Services center will update the employees direct deposit information once the paycard account has been established

Final Decision:

Who will be responsible for updating the employees direct deposit information once the paycard request has been processed by Wells Fargo?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

590 Issue: Are any employee groups exempt from the system office mandate to move to direct deposit?-

Federal Work Study students can not legally be required to use Direct Deposit. Institutions can only encourage the participation.

Final Decision:





590 Issue: Are any employee groups exempt from the system office mandate to move to direct deposit?-

Federal Work Study students can not legally be required to use Direct Deposit. Institutions can only encourage the participation.

Final Decision:

Are any employee groups exempt from the system office mandate to move to direct deposit?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

591 Issue: Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate?

-

There are certain religious beliefs that could impact the application of the mandate. Those situations will be managed through a partnership with the institution and the system office HR leadership

Final Decision:

Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

592 Issue: Can the Student Card (Hire One or equivalent) be used for Direct Deposit?-

Yes - Any account with a routing number and bank account number can be utilized for direct deposit. Student Cards are an acceptable payment format

Final Decision:

Can the Student Card (Hire One or equivalent) be used for Direct Deposit?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

593 Issue: Who is responsible for OFAC compliance on Paycard Applications?-

Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Final Decision:





593 Issue: Who is responsible for OFAC compliance on Paycard Applications?-

Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Final Decision:

Who is responsible for OFAC compliance on Paycard Applications?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

594 Issue: What is the timing of sending payment information to Wells Fargo?-

The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date.

Final Decision:

What is the timing of sending payment information to Wells Fargo?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

596 Issue: Does an Institution Need to Approve the Reverse Wire Prior to Funding? There is a 2 approver requirement with the state

-

The commitment accounting design team determined the SSC will enter a case in Service Now and assign it to the institution along with the payroll register / invoice. Institutions will have the ability to review the reverse wire prior to initiation.

Final Decision:

Does an Institution Need to Approve the Reverse Wire Prior to Funding? There is a 2 approver requirement with the state

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

600 Issue: Who will be responsible for monitoring Wells Fargo and positive pay?-

The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Final Decision:





600 Issue: Who will be responsible for monitoring Wells Fargo and positive pay?-

The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Final Decision:

Who will be responsible for monitoring Wells Fargo and positive pay?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

602 Issue: Will the System Office Pooling Bank Account have any buffer to Address minor funding issues (Interest, Penalties, Minor Adjustments)?

-

The System Office will seed the Bank Account with some funds to provide a Buffer for minor funding issues

Final Decision:

Will the System Office Pooling Bank Account have any buffer to Address minor funding issues (Interest, Penalties, Minor Adjustments)?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

603 Issue: Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire?

-

Retirement and Tax Sheltered Annuity funding will be pulled with PayrollFinal Decision:

Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

604 Issue: Will ORP be transmitted after each payroll or monthly?-

ORP funding will occur after each payrollFinal Decision:





604 Issue: Will ORP be transmitted after each payroll or monthly?-

ORP funding will occur after each payrollFinal Decision:

Will ORP be transmitted after each payroll or monthly?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

605 Issue: If an institution is required to make a large adjustment, will the system office cover the cash requirements of the adjustment until the next payroll run?

-

Large Institutional Adjustments will have to be Pulled Separately and will be supported with an invoice

Final Decision:

If an institution is required to make a large adjustment, will the system office cover the cash requirements of the adjustment until the next payroll run?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

628 Issue: Will LOA Billing be funded with the payroll?-

LOA Billing will be funded separate from payroll in an additional wireFinal Decision:

Will LOA Billing be funded with the payroll?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

629 Issue: How will institutions be notified of the amount of the funding required for Leave of Absence Billing?

-

The Shared Services Center will create an invoice for Leave of Absence. The invoice will include: Employee, Name, Deduction Code & Amount

Final Decision:





629 Issue: How will institutions be notified of the amount of the funding required for Leave of Absence Billing?

-

The Shared Services Center will create an invoice for Leave of Absence. The invoice will include: Employee, Name, Deduction Code & Amount

Final Decision:

How will institutions be notified of the amount of the funding required for Leave of Absence Billing?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

764 Issue: Will Direct Depost rejects at Wells Fargo be refunded to the institution?-

Direct Deposit Rejects will be refunded to the system office payroll account

Final Decision:

Will Direct Depost rejects at Wells Fargo be refunded to the institution?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

765 Issue: With money movement being centralized, will the instituion be notified of direct deposit rejects?-

SSC will notify institutions of Direct Deposit RejectsFinal Decision:

With money movement being centralized, will the instituion be notified of direct deposit rejects?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

766 Issue: What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided?

-

Stop Payments and Voids have to be requested through the SSC Case Management System. The SSC will work with the system office to have the payment stopped or voided.

Final Decision:





766 Issue: What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided?

-

Stop Payments and Voids have to be requested through the SSC Case Management System. The SSC will work with the system office to have the payment stopped or voided.

Final Decision:

What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

767 Issue: If an institution is required to issue an on demand check, how will the positive pay business process be impacted?

-

On Demand checks have to be manually added to Wells Fargo CEO portal for positive pay

Final Decision:

If an institution is required to issue an on demand check, how will the positive pay business process be impacted?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

889 Issue: Will Zero dollar checks be interfaces to Wells Fargo? How will the system treat a zero dollar check?

-

Zero Dollar Checks will be unchecked to pay and will not interface to Wells Fargo. Therefore, Wells Fargo will not print zero dollar checks

Final Decision:

Will Zero dollar checks be interfaces to Wells Fargo? How will the system treat a zero dollar check?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

End of Report


HCM Use CasesHCM-010-TST


Use Case ID

Business Process:

Business Process Step

MM101 - Money Movement Payroll Funding Cash

Role NameResponsibility

Provide invoice to institutionMM101.01 BOR CA Inquiry SSSC

Create payroll funding fileMM101.02 BOR CA Admin SSSC

Upload payroll funding file to bank siteMM101.03 BP WF Payment Mgr.SSC




Use Case ID

Business Process:


MM102 - Money Movement Paycard


Process approved direct deposit exemption request

MM102.01 BOR PAY Admin SSSC

Process denied direct deposit exemption request

MM102.02 BOR PAY Admin SSSC




Use Case ID

Business Process:


WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing


Payroll Check Print Output (BPAY003)WF001.01 BOR PAY Admin SSSC

Direct Deposit Output (BDDP001)WF001.02 BOR PAY Admin SSSC

WF Notification to SSC-Check Print File Detail

WF001.03 BOR PAY Admin SSSC

WF Notification to SSC-Direct Deposit File Details


Validate Output to Wells Fargo DetailWF001.05 BOR PAY Admin SSSC

Print On-cycle and Off-cycle ChecksWF001.06 Wells FargoTPV

Wells Fargo Mails Checks to EmployeeWF001.07 Wells FargoTPV

Process Direct DepositWF001.08 Wells FargoTPV




Use Case ID

Business Process:


WF002 - ACH Returns (Direct Deposit Rejects)


WF Notification of ACH Returns (Direct Deposit Rejects)

WF002.01 Wells FargoTPV

Access Wells Fargo CEO Portal for ACH/Direct Deposit Reject Report


Complete Direct Deposit Reject Documentation


Direct Deposit Reject Document to SFTP


DD Reject Email NotificationWF002.05 BOR PAY Admin SSSC

Institutional Direct Deposit Processing-Payment Replacement

WF002.06 BOR PAY AnalystInstitution




Use Case ID

Business Process:


WF003 - Check and ACH (Direct Deposit) Reversal Processing


Check Stop Payment/ACH (Direct Deposit) Reversal Form Completion


Check Stop Payment ProcessWF003.02 BOR PAY Admin SSSC

Direct Deposit ReversalWF003.03 BOR PAY Admin SSSC

Stop Payment/ACH Reversal ProcessedWF003.04 Wells FargoTPV

Check/ACH Reversal Documentation WF003.05 BOR PAY Admin SSSC




Use Case ID

Business Process:


WF004 - Escheatment (State Dated Check) Processing


Notification and Research of Uncashed Checks


Notification and Research of Uncashed Checks

WF004.01 BP USO Business ServicesUSO

Notification to Institution of Uncashed Check





WF004.02 BP USO Business ServicesUSO

Complete USG Escheatment ProcessWF004.03 BOR PAY AnalystInstitution




Use Case ID

Business Process:


WF101 - Monitor Positive Pay Exception Reports (9800P)


Review positive pay reports and identify payment issues

WF101.01 BOR_AP_INQUIRYSSC

Enter decision to accept/deny in banking system

WF101.02 BP WF Payment Mgr.SSC




Use Case ID

Business Process:


WF102 - Fund Common Remitter Retirement Accounts (TSA, ORP, TRS)


Enter ACH Info to fund TSA accountsWF102.01 BP WF Payment Mgr.SSC



End of Report


HCM Business RequirementsHCM-004-REQ


Business Process Name: MM101 - Money Movement Payroll Funding Cash

RICE (oneusg)Requirement Met By: Vendor:

CAINT031 - Automate drawdown wiresRICE Title:

Req. ID Requirement DetailRequirement Summary

RICE Type: Interface

3435 Need to be able to send Wells Fargo a file so the payroll funds can automatically be transferred from the institutions books to USO.

CA101.9 - Automate the drawdown wire process

Third Party VendorRequirement Met By: Vendor: Wells Fargo

RICE Title:


RICE Type:

3185 Need the ability to initiate reverse wires to transfer money from institutions to USO.

MM001.1 Process Reverse Wires at bank

3189 Bank to accept ACH file for employees to receive payment via ACH and Pay Card.

MM001.7 Upload employee ACH file to banking file (WF Payment Manager)

3191 Banking vendor will accept the check file, print check and mail to employee on the pay date.

MM001.8 Upload Employee check file to banking site (WF Payment Manager)

3192 Ability to load and run positive pay file.MM001.9 Upload positive pay file to banking site (WF Payment Manager)

3771 Need to be able to accept file to draw funds from institutions to USO

MM101 - Upload drawdown wire in banking system




Business Process Name: MM102 - Money Movement Paycard

Third Party VendorRequirement Met By: Vendor:

RICE Title:


RICE Type:

3226 Vendor to provide paycards and the process processing functionality

MM102 Provide paycards and related functionality




Business Process Name: WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

RICE (oneusg)Requirement Met By: Vendor: Wells Fargo

PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in house)

RICE Title:



166 Ability to generate a positive pay fileWF001.04 - Generate Positive Pay File

PRINT020 - Payroll Check Print Interface to Wells FargoRICE Title:



3512 Ability for a TPV to receive an on-cycle or off-cycle check print file, print and mail payroll checks.

WF001.02 TPV to Print Payroll Checks

PRINT021 - ACH Interface to Wells FargoRICE Title:



160 Ability for pre-notification to be flagged in the Wells Fargo direct deposit file.

WF001.01 - Pre-Note Bank Accounts and Routing

3513 Ability for a TPV to receive an ACH/Direct Deposit file, process the direct deposit data so employee receives direct deposit into their personal banking accounts.

WF001.03 ACH/Direct Deposit Processing




Business Process Name: WF002 - ACH Returns (Direct Deposit Rejects)


RICE Title:


RICE Type:

3219 Direct deposit is rejected by the employee's banking institution and the TPV notifies USG of rejection.

PY007.06 ACH Return




Business Process Name: WF003 - Check and ACH (Direct Deposit) Reversal Processing


RICE Title:


RICE Type:

157 Ability to stop payment on an employee's check.

PY007.01 - Stop Payment

3220 Pulling back a direct deposit through WF CEO Portal

PY007.07 ACH Reversal




Business Process Name: WF004 - Escheatment (State Dated Check) Processing


RICE Title:


RICE Type:

3221 State dated check processingPY007.08 Escheatment




Business Process Name: WF101 - Monitor Positive Pay Exception Reports (9800P)


RICE Title:


RICE Type:

3571 Review positive pay exception items received from bank and determine whether to pay or deny

WF101 - Monitor Positive Pay Exception Items




Business Process Name: WF102 - Fund Common Remitter Retirement Accounts (TSA, ORP, TRS)


RICE Title:


RICE Type:

3775 WF102 - Need to transfer funds for TSA accounts to Retrement Savings Accounts Providers

WF102.01



End of Report


RICE InventoryHCM-015-RIC



Rice IDRiceTitle Rice Detail PeopleSoft Project

731CAINT031 - Automate drawdown wires

Need a file to be generated to move funds from the institutions books to USO. The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry. The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires.

BOR_PY_I_AUTOWIRE_TRANSFER

924MM101 Add FSA to Automated Wire

Add the amounts for FSAs to the automated wire used to pull funds from the institutions. See RICE CAINT031 (#731)

Payroll Liability accounts = 213100 and 213200Deduction Codes = 01FSAD, 01FSAM, 01LPSA

Senthill Theagarajan ;

145PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today, we learned that check/direct deposit integration will address positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data.

BOR_PY_I_POSITIVEPAY_FILE

141PRINT020 - Payroll Check Print Interface to Wells Fargo

Payroll check print - see GRU BORI018.sqr, GT - PAY003.sqr

BOR_PY_I_WELLS_CHK_DD_FILE

148PRINT021 - ACH Interface to Wells Fargo

Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement.

SQR Program

RICE Type: Query


745MMQRY001 Money Movement Invoice

Invoice information to provide institution for total amount of funding for the payroll.

Should agree to the amount in the MM JE.Should agree to amounts on payroll summary.


RICE InventoryHCM-015-RIC

End of Report


RICE Inventory with RequirementsHCM-016-RICWells Fargo - Banking Services


731CAINT031 - Automate drawdown wires

Need a file to be generated to move funds from the institutions books to USO. The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry. The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires.

BOR_PY_I_AUTOWIRE_TRANSFER

Requirement SummaryReq. ID

Requirements Information


CA101.9 - Automate the drawdown wire process3435

145PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today, we learned that check/direct deposit integration will address positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data.

BOR_PY_I_POSITIVEPAY_FILE




WF001.04 - Generate Positive Pay File166

141PRINT020 - Payroll Check Print Interface to Wells Fargo

Payroll check print - see GRU BORI018.sqr, GT - PAY003.sqr

BOR_PY_I_WELLS_CHK_DD_FILE




WF001.02 TPV to Print Payroll Checks3512

148PRINT021 - ACH Interface to Wells Fargo

Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement.

SQR Program




WF001.01 - Pre-Note Bank Accounts and Routing160

WF001.03 ACH/Direct Deposit Processing3513


RICE Inventory with RequirementsHCM-016-RIC

End of Report


Documents

Human Capital Management Implementation …...Monitor bank website for paycard progress Add paycard account info to employee’s direct deposit record in HCM Contact bank to resolve