HE v.9 Upgrade Human Resource Management System (HRMS) HRMS UL Meeting March 21, 2008

1. HE v.9 Upgrade Human Resource Management System (HRMS) HRMS UL Meeting March 21, 2008

2. HE v.9 Upgrade Topics • Tentative Upgrade Window • Training & Support Resources • HR Upgrade Change Summary • Reporting Impacts • Communications Unit Liaison Action Item: Share information with units

3. Tentative Upgrade Window • Tentative upgrade service interruption (HEPROD): • 5pm, Thursday, 6/5/08, to 7am, Monday, 6/9/08 • HEODS, U-M Data Warehouse, & My LINC available during upgrade weekend.

4. Training & Support Resources Version 9 training & documentation available May 5 • An eLearning course highlighting the changes to HRMS & SA M-Pathways system • Overview of Change documents for HRMS & SA M-Pathways system and HRMS & SA data sets • Demonstration simulations for Student Center, Faculty Center, Student Services Center & others • Interchanges/Webcasts highlighting key specific changes (i.e. person model) • U-M Data Warehouse labs to assist with BusinessObjects user reports

5. Training & Support Resources Current SA and HRMS training and documentation updated to v.9 in phases. • Phase1 complete by June 9 • 42 out of 79 HRMS & SA instructor-led & eLearning courses • Over 1000 documents • Phase 2 complete by September 30 • Remaining courses and documents • My LINC will be available during the upgrade outage.

6. HR Upgrade Change Summary • Person model • Pay rate change • Workforce job summary page • Preferred names • Market table • Table and field changes

7. Person Model • The person model is a delivered feature in V9 which is required to implement • Person Model is a term to describe the information that is tracked about a person • Names • Addresses • The relationship(s) the person has to the organization

8. Person Model - continued • Organizational Relationships – the relationships an individual can have with the organization • Employee • Employed and paid by your organization • Person of Interest (POI) • A non-employee who is not part of the workforce • Can have job data rows (department association) • POI Types: • Student Refund • COBRA • Student Benefits • Survivor • Other Payee • Future Hire • Non Resident Alien • Campus Solutions  • Contingent Worker • A non-employee who is part of the workforce • May work under the terms of a contract (consultant/contractor) • The use of this will require processes to be defined for adding and maintaining this information.

9. Employment Record Number (ER#) • Examples of current ER# ranges: • ER# 0-29 = regular employee • ER# 30-44 = temporary employee • ER# 45-59 = Temporary Staffing Services employee • ER# 60 = Athletic payments • The person model framework allows us to move away from ER# logic with organizational relationships and delivered fields • Do not need a “cheat sheet” for ER#’s and simplifies reporting by using delivered PeopleSoft fields

10. Person Model Logic Changes • Regular Employees • OLD: empl_rcd < 30 and deptid not 677440 • NEW: per_org = 'EMP‘ and reg_temp = 'R’ • Temporary and Regular Employees • OLD: empl_rcd < 60 • NEW: per_org = 'EMP‘ • NOTE: Examples are for Job Table

11. Workforce Job Summary Page • This is a new delivered page and will be available for units and central offices to view the “person”. • Navigation Workforce Administration – Job Information – Review Job Information – Workforce Job Summary • Grid – sorts and download to Excel

12. Pay Rate Change • Replaces the existing Merit process (and much more…) • On-line process with immediate results • Eliminates overnight results processing • Eliminates the FTP process • Similar to the supervisor ID and graduate care fellowship load processes using attach file functionality • Additional flexibility for units to add pay transactions during the year • Allows for correcting mistakes • A new role, HR PAY RATE CHANGE UPDATER, will be created and M1 approval needed • Allows for adding multiple pay reasons on the same day using sequence numbers

13. Pay Rate Change – Reporting Impacts Eff DateActionReasonSeqAmt 9/1/2008 Pay Merit 0 $1,000 9/1/2008 Pay Market 1 $500 Improves data available for reporting and business intelligence.

14. Preferred Names • Changes with the upgrade: • View Appointment self-service page • Submittal Forms, Manager Desktop, Administrator Desktop, Quick View • The Job Data “UM Job Data” tab will display both names • Available in the data warehouse • Current uses which are not changing w/upgrade: • X500 or on-line directory • A view M_CC_ORDRNAM_VW will return a preferred name if one exists else return the legal name

15. Market Table • PeopleSoft delivered a market table in V9 which allows us to replace our custom market table and implement the delivered market table • Provides flexibility for units to have their own market pay rates for jobcodes • Compensation will determine when this functionality will be rolled out • Reduces PeopleSoft modifications

16. HEODS/PROD Table Changes • Per_org added to Job and Employees tables • Poi_type added to Job table • Market table changes to support the new PS delivered table

17. Data Warehouse Table/Field • The existing Name field on the Personal_data table will be preferred name • A new field, primary_name on the Personal_data table will be the legal name • Per_org and poi_type fields added to Job table • Market table changes to support the new PS delivered table

18. Report Impacts Vista Plus will be retired. Reports previously viewed with Vista Plus will be available through Report Manager or the U-M Data Warehouse The upgrade requires changes to some table and field structures. These changes affect some reports in some: • U-M Data Warehouse data sets • PS Queries • RDAs • Interfaces

19. Report Impacts RDAs & Interfaces • MAIS has identified impacts for RDAs and interfaces • MAIS has contacted RDA and interface owners and will assist units as they update RDAs and interfaces after the upgrade

20. Report Impacts U-M Data Warehouse • UM-Maintained reports • MAIS will update and test all affected reports • User reports • WebI users will need to update their own user reports after the upgrade in June • Data set refresh/update schedule and other important information will be communicated in May

21. Report Impacts PS Query–General • A reference document for Query users available in May. • Queries in the upgraded system will operate the same as queries in the current FIN M-Pathways system.

22. Report Impacts Public PS Queries • MAIS will convert and test all public queries. Private PS Queries (very few users have this access) • Users need to update their own private queries after the upgrade. • Queries created or modified after 5/19/08 (tentatively) will not be moved to v.9. • Users will receive communications in April with dates and details.

23. Communications Communications have begun and are targeted to audience type: • Unit Liaisons & Administrators • M-Pathways operational users • Students • Faculty Ongoing info available on the MAIS Web http://www.mais.umich.edu/upgrades/he_upgrade.html UL Action: Encourage users to visit the site for info

24. Communications

25. Communications

26. Questions?