Human Capital Management Implementation Project … mm itment Accounting Elapsed Time Entry Mass Time Update Punch Time Entry KABA BCOMM SYSTEM Human Payroll for Resources North America

Human Capital Management

Implementation

Kaba - TimeClocks

Project Sign-Off

Saturday, February 11, 2017

(c) 2016 Board of Regents of the University System of Georgia. 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 interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,

development, configuration and implementation processes PRIMARY 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 related business 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 process B. 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, resulting from 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

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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, project scope and go-live dates

B. Presents potential solutions and documents the approach recommended by the project team

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

the Steering Committee PRIMARY 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 task practitioner

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

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

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

PRIMARY USERS Practitioners, Communication Team, Training Team, Security and Workflow 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 related business process

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

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners

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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 objects required to fulfill approved business requirements for each related business process

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

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

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

APPENDIX – Job Aids

4

Commitment Accounting

Elapsed Time Entry

Mass Time Update

Punch Time Entry

KABA BCOMM SYSTEM

Human ResourcesPayroll for

North America Enrollment &

Eligibility

ChartFields

Earning Codes

Web Clock Entry

BioMetricTime Entry

Magnetic Swipe & Bar Code

Key Pad Time Entry

RFIDTime Entry

Rapid Time Entry

WorkSchedules

CompensatoryTime & Deferred

Holiday

BalancingReports

Ad HocReports

All Employees

Absence Requests

Absence Management

Time and Labor

Pending Decisions:

1. STD Hours & Paygroups: XXH vs XXC?2. STD Hours & Paygroups: XXF vs XXP?

AMTL000 – Time and Absence Inputs & Outputs

Time and Labor RulesApproval

ComplianceReports

5

TL014 – KABA Third Party Integration

TIM

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ND

LA

BO

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aba

Wo

rkfo

rce

Solu

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nsT

ime

Clo

cks

OneUSG last revised: 02.10.2017

PeopleSoftTime and Labor

B-COMM Integration Engine

B-COMM Business Logic

Punch Time Time Off Requests

B-COMMDatabase

Time Clock TL Punches & AM Requests

IntegrationBroker

IntegrationBroker

BioMetric Template

Data

6

7

HCM Business Process ListingHCM-003-BPR

Kaba - TimeClocks

Process Name Tracking Only?

KA001 - General Time Clock Administration Yes

TL013 - KABA Time Entry Process No

Saturday, February 11, 2017 Page 1 of 28

HCM Business Process ListingHCM-003-BPR

End of Report


TL013 – KABA Time EntryB

OR

_EM

PLO

YE

ETI

MEC

LOC

KB

-CO

MM

- K

AB

ATL

& A

M

OneUSG last revised: 06.02.2016

Enter/Re-enter Credentials

Key Pad, RFID, Mag Stripe, Bar

Code or Bio Metric Media

Select Action:(IN, MEAL, OUT, TRF, ABS RQST)

Re-Enter?Credentials

Valid?

Display Employee

Transaction Options

Validate Action Against Time Entry Rules

Valid Transaction?End

Record Employee Timeclock

Action

TL003Rpt Time

AM003aRqst REG

Yes

No Yes

Yes

Evaluate Error Message

No

No

Push Data To OneUSG

Integration Broker

10

HCM Business Process Fact SheetHCM-002-BPR

Kaba - TimeClocks

KA001 - General Time Clock AdministrationBusiness Process:

1. NoneFunctionality Changes:

1. ITS will assume the back office architecture administration role that is currently managed by ADP.

2. With OneHCM, Institution Time Clock Administators will have the ability to manage clock configuration for their institution. Currently, this functionality is centralized ONLY.

Ownership Changes:

1. NoneIssues Not Addressed:

1. Institution Time Clock Administrators will have decentralized security access under oneHCM to view and manage clock configuration for their institution.

Issues Addressed:

1. NonePolicy Changes:

1. NoneBusiness Procedures Impacted:

1. NoneConversion Approach:

1. NoneHistorical Data Approach:

1. NoneNew Forms:

1. NoneNew Approvals:



Kaba - TimeClocks

TL013 - KABA Time Entry ProcessBusiness Process:

1. Currently, ADP is the time clock solution provider. Under oneHCM, Kaba will provide time clocks for oneHCM.

2. OneHCM employees will be able to request Time Off right from the Kaba clock.

Functionality Changes:

1. NoneOwnership Changes:

1. NoneIssues Not Addressed:

1. Institutions who use RFID badges will be able to use their current badges to authenticate at the Kaba time clocks.

Issues Addressed:

1. NonePolicy Changes:

1. NoneBusiness Procedures Impacted:

1. NoneConversion Approach:

1. NoneHistorical Data Approach:

1. NoneNew Forms:

1. NoneNew Approvals:



End of Report


HCM Decision Point Fact SheetHCM-006-DPT

Kaba - TimeClocks

CompleteDocument Status:

548 Issue: Need to select a vendor for time clocks that will integrate with PeopleSoft HCM. -

Final Decision:

Integration with an external time collection device or a time clock is an integral piece to a Time and Labor solution. Time clocks can be used to collect the work punch time of employees, collect task level information, enforce schedule restrictions etc.

Oracle has verified integration with some time clock vendors. The advantage of partnering with the time clock vendors with an Oracle verified integration is that there will be a ready made interface supported by both Oracle and the time clock vendor. The time clock vendor will further support any changes that result from upgrades as well. Thus, there are significant advantages for customers to choose time clock vendors that have an Oracle Verified Integration to PeopleSoft Time and Labor.

1. Accu Time Cesium2. KABA3. Timelink

Document Details:

Kronos is in use at UGA and Georgia Tech. GRU hospital uses API mainly because of scheduling feature but did not implement at GRU because of problems integrating with PeopleSoft.

Potential Solutions:

Grouped setup and design of transactions and approvals. Recommendation:

HRAP Impact:

BPM Impact:

637 Issue: Will Kaba be able to support multiple identification technologies? Not all institutions use the same technology for building access or name badges.

-

Kaba time clocks can suppor the following technologies: RFID, Magnetic Strips & Biometric.

Final Decision:

Will Kaba be able to support multiple identification technologies? Not all institutions use the same technology for building access or name badges.

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

638 Issue: Will employees be able to request leave from the Time Clock?-

Yes, Employees will be able to request leave from Kaba. The Leave Request will interface to Absnece Management and the manager will approve the request in PeopleSoft.

Final Decision:



Kaba - TimeClocks


638 Issue: Will employees be able to request leave from the Time Clock?-

Yes, Employees will be able to request leave from Kaba. The Leave Request will interface to Absnece Management and the manager will approve the request in PeopleSoft.

Final Decision:

Will employees be able to request leave from the Time Clock?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

681 Issue: Will Kaba time load in batch at night or more frequently? What technology will be utilized for the integration?

-

Kaba intergration will be near real time & use XML messaging and PeopleSoft's integration broker technology

Final Decision:

Will Kaba time load in batch at night or more frequently? What technology will be utilized for the integration?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

682 Issue: Will timeclocks be able to store punches if network connectivity is lost?-

Timeclocks will store transactions on the devise if connectivity is disrupted

Final Decision:

Will timeclocks be able to store punches if network connectivity is lost?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

684 Issue: Will managers be able to approve time in Kaba?-

No approvals will take place in Kaba. All approvals will take place in PeopleSoft Time & Labor

Final Decision:



Kaba - TimeClocks


684 Issue: Will managers be able to approve time in Kaba?-

No approvals will take place in Kaba. All approvals will take place in PeopleSoft Time & Labor

Final Decision:

Will managers be able to approve time in Kaba?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

699 Issue: Can mass updated be done in Kaba or will that functionality be limited to Time and Labor?-

Mass updates will not be done in KabaFinal Decision:

Can mass updated be done in Kaba or will that functionality be limited to Time and Labor?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

714 Issue: What information/data be interfaced from PeopleSoft into Kaba?-

Demographics, schedules & balances wil be interfaced to KabaFinal Decision:

What information/data be interfaced from PeopleSoft into Kaba?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

715 Issue: What information/data will be interfaced from Kaba into PeopleSoft?-

Kaba will interface all time punches & Absence requests to PeopleSoftFinal Decision:

What information/data will be interfaced from Kaba into PeopleSoft?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

716 Issue: Will employees have to register their fingerprint each time they transfer institutions or will the biometric data transfer with them?

-



Kaba - TimeClocks


Employees will only have to register biometric onceFinal Decision:

Will employees have to register their fingerprint each time they transfer institutions or will the biometric data transfer with them?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

717 Issue: Will employees have to re-register their biometric data if they change from one time keeping device to another (zone 1 to zone 2)?

-

Employees changing zone/devices will be handled by configuration. They will not have to re-register

Final Decision:

Will employees have to re-register their biometric data if they change from one time keeping device to another (zone 1 to zone 2)?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

842 Issue: What is the process for procuring Kaba Time Clocks?-

Institution wil work w/OneUSG & SSC to purchase eTIME replacement clocks. Prior to an institution transitioning onton OneUSG, the project team will perform a census on the Time Clock requirements and assess the readiness for the institution to integrate Kaba and OneUSG

Final Decision:

What is the process for procuring Kaba Time Clocks?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

End of Report


HCM Use CasesHCM-010-TST

Use Case ID

Business Process:

Business Process Step Role NameResponsibility


HCM Use CasesHCM-010-TST

End of Report


HCM Business RequirementsHCM-004-REQ

Kaba - TimeClocks

Business Process Name: KA001 - General Time Clock Administration

Third Party VendorRequirement Met By: Vendor: Kaba - TimeClocks

RICE Title:

Req. ID Requirement DetailRequirement Summary

RICE Type:

1712 Solution supports SSL encryption.KA001 - 3.2.1.11 - Solution supports SSL encryption.

1715 Solution must support Ethernet/TCP/IP, IPV4 & IPV6 connectivity for LAN and WAN Networks with Power over Ethernet (PoE) for network communications.

KA001 - 3.2.1.14 - Solution must support modern networking protocols.

1717 Solution can store time punches when the network communication is not available.

KA001 - 3.2.1.16 - Solution can store time punches when the network communication is not available.

1719 Solution provides for scalable time clock memory.

KA001 - 3.2.1.18 - Solution provides for scalable time clock memory.

1723 Solution provides messaging capabilities with respect to transmission of timestamp data.

KA001 - 3.2.1.21 - Solution provides messaging capabilities.

1724 Solution provides variable polling rates for timestamp data that is clock independent.

KA001 - 3.2.1.22 - Solution provides variable polling rates for timestamp data that is clock independent.

1726 Solution supports error and message log transmission and storage.

KA001 - 3.2.1.24 - Solution supports error and message log transmission and storage.

1730 Solution supports real-time view and grouping for employee activities and can access up to the minute information that is not resident to the terminal but are obtained directly from the host application.

KA001 - 3.2.1.6 - Solution supports real-time view and grouping for employee activities.

1731 Solution includes administrative tools for the colleges\universities to remotely monitor the status of all time clocks under their assigned zone.

KA001 - 3.2.1.7 - Solution includes administrative tools for the colleges\universities to remotely monitor the status of all time clocks under their assigned zone.

1732 Solution has an easy to use, intuitive interface.

KA001 - 3.2.1.8 - Solution has an intuitive user interface.

1734 Provide clear installation procedures.KA001 - 3.2.2.1 - Provide clear installation procedures.



Kaba - TimeClocks

Business Process Name: KA001 - General Time Clock Administration


RICE Title:


RICE Type:

1736 Provide documentation on device maintenance procedures.

KA001 - 3.2.2.3 - Solution includes documentation on device maintenance procedures.

1737 Provides ability to “push” software patches or upgrades to the device remotely.

KA001 - 3.2.2.4 - Provides ability to “push” software patches or upgrades to the device remotely.

1738 Supports loss of power at the time collection device; ability to function using alternate power supply.

KA001 - 3.2.2.5 - Supports loss of power to the timeclock.

1739 Supports loss of network connectivity to the timeclock.

KA001 - 3.2.2.6 - Supports loss of network connectivity to the timeclock.

1742 Support phased deployment of time clock hardware/software.

KA001 - 3.2.2.7.2 - Support phased deployment of time clock hardware/software.

1744 Provide ongoing maintenance, post go-live plus 90 days.

KA001 - 3.2.2.7.4 - Provide ongoing maintenance, post go-live plus 90 days.



Kaba - TimeClocks

Business Process Name: TL013 - KABA Time Entry Process

RICE (oneusg)Requirement Met By: Vendor: Kaba - TimeClocks

TLINT001 - KABA Time collection InterfaceRICE Title:


RICE Type: Interface

1710 Solution supports bi-directional integration and data transfer between time clocks and PeopleSoft Time and Labor.

TC013 - 3.2.1.1 - Solution supports bi-directional integration and data transfer.

1721 Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management.

TL013 - 3.2.1.2 - Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management.

1722 Solution provides capability to enter transfer codes and/or ancillary account and/or organizational identifiers with time stamps.

TL013 - 3.2.1.20 - Supports transfer codes and account identifiers

1725 Solution supports messaging and communications for timestamp validation results.

TL013 - 3.2.1.23 - Solution supports messaging and communications for timestamp validation results.

1729 Solution supports schedule information integration and enforcement.

TL013 3.2.1.5 - Solution supports schedule information integration and enforcement.

3500 Provides configuration options for time collection devices using PeopleSoft HCM data elements.

TL013 - TC-017 - Supports time collection device configuration

3501 Solution supports interface to send relevant employee information to time collection device.

TL013 - TC-018 - KABA interface for employee information


RICE Title:


RICE Type:

1711 Solution supports functionality to handle employees with multiple jobs and labor transfers.

TL013 - 3.2.1.10- Supports multi-job and labor transfers.

1713 Solution must support multiple reader options, such as PIN entry, barcode or magnetic swipe card reader, proximity card reader and biometric hand or finger readers.

TL013 - 3.2.1.12 - Supports multiple reader options, biometrics, and keypad entry.



Kaba - TimeClocks

Business Process Name: TL013 - KABA Time Entry Process


RICE Title:


RICE Type:

1714 Solution must support biometric verification capability.

TL013 - 3.2.1.13 - Solution must support biometric verification capability.

1716 Solution must support punch time restriction to prevent employees from punching in or out at unauthorized times.

TL013 - 3.2.1.15 - Prevent users from punching in or out at unauthorized times.

1718 Solution support capability of employee requesting time off via the clock and approving employee time cards from the clock.

TL013 - 3.2.1.17 - Support for requesting time off and approving time cards at the clock.

1727 Solution records employee punch timestamps – clock in, clock out, start break, start meal and transfer.

TL013 - 3.2.1.3 - Solution records employee punch timestamps – clock in, clock out, start break, start meal and transfer.

1728 Solution records employee elapsed time entries – vacation, sick, jury duty, holiday.

TL013 - 3.2.1.4 - Solution records employee elapsed time entries – vacation, sick, jury duty, holiday.

1733 Solution supports multi-rate functionality.

TL013 - 3.2.1.9 - Solution supports multi-rate functionality.



End of Report


RICE InventoryHCM-015-RIC

Kaba - TimeClocks

RICE Type: Integration Broker

Rice IDRiceTitle Rice Detail PeopleSoft Project

1094TLINT102 - Timeclocks (Inbound)

Timeclocks (Inbound)- Middleware- Kronos- Deltek



732TLINT001 - KABA Time collection Interface

Kaba Timeclock Integration. PS HCM functionality will be enhanced to support bi-directional exchange of information with Kaba's timeclock collection devices for time reporting and leave integration.

BOR_KABA


RICE InventoryHCM-015-RIC

End of Report


RICE Inventory with RequirementsHCM-016-RICKaba - TimeClocks


732TLINT001 - KABA Time collection Interface

Kaba Timeclock Integration. PS HCM functionality will be enhanced to support bi-directional exchange of information with Kaba's timeclock collection devices for time reporting and leave integration.

BOR_KABA

Requirement SummaryReq. ID

Requirements Information


TC013 - 3.2.1.1 - Solution supports bi-directional integration and data transfer.

1710

TL013 - 3.2.1.2 - Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management.

1721

TL013 - 3.2.1.20 - Supports transfer codes and account identifiers1722

TL013 - 3.2.1.23 - Solution supports messaging and communications for timestamp validation results.

1725

TL013 3.2.1.5 - Solution supports schedule information integration and enforcement.

1729

TL013 - TC-017 - Supports time collection device configuration3500

TL013 - TC-018 - KABA interface for employee information3501


RICE Inventory with RequirementsHCM-016-RIC

End of Report


Documents

Human Capital Management Implementation Project … mm itment Accounting Elapsed Time Entry Mass Time Update Punch Time Entry KABA BCOMM SYSTEM Human Payroll for Resources North America