PeopleSoft Time and Labor Implementation Meeting - September 2012

1. PeopleSoft Time and Labor Implementation Meeting Department of Administration September 2012

2. Welcome

3. Presenters: • Connie Guerrero, Deputy Director, Office of Human Resources • Nancy Ruoff, Payroll Services Manager, Office of General Services

4. Meeting Agenda • Welcome • Upgrade Status and Activities • Time and Labor Roles • Time and Labor Exceptions • Time and Labor Non-Pay Affecting Leave Adjustments • Agency Task List • Next Steps • Wrap Up & Questions

5. Upgrade Status and Activities

6. BuildTechnical Platform ConfigureEnvironments Convert to Production SHARP PeopleSoft 9.1 Upgrade Project Timeline Data Conversions to Environments (Multiple Test Passes) Design, Program, Unit Test Fit/Gap Deployment Prep ExecuteSystem Test Training Updates/End User Training Change Management/Communications We are Here!

7. Time and Labor v9.1 Implementation Timeline SHARP PeopleSoft 9.1 Upgrade Project Timeline

8. Upgrade Status and Activities • Updated default agency email address in Employee Self-Service for agencies that requested a change • Agencies worked on updating Reports To data in SHARP • SHARP upgrade team members completed several system test cycles which include running complete payroll cycles • Forgot Password Feature for SHARP and SMART production system implemented on August 1, 2012. See SHARP Message Number 976 for details • http://www.da.ks.gov/sharp/documents/message.htm#n976

9. Time and Labor Roles

10. Time and Labor High-level Overview Scheduling Time Approval Scheduled Time Rules Timekeepers Time Administration Payable Time Reported Time Payroll Time Reporting Self-Service Interface Time Approval HR Data GL Projects

11. How Reported Time Gets to Payable Time / Exceptions

12. Time Administration • The Time and Labor Process begins with the entry of time worked (reported time). • Employee Enters Time on Employee Self Service Timesheets (Default for All Agencies) • Timekeeper Enters Time • Interface

13. Time Administration • Reported Time then runs through the Time Administration process to check what is entered against State of Kansas reported time rules. There are also on-line edits. • Time Administration runs during nightly batch cycles (Sunday-Friday nights) • Time Administration also runs during the weekday at: • 11:00 AM • 3:30 PM

14. Time Administration • If there are exceptions (errors) in reported time, they must be fixed and run through the Time Administration process again. This process is repeated until exceptions are resolved.

15. Time Administration • As a final step, payable time must be reviewed by the HR Administrator, and approved to continue on to the Payroll Process. If payable time is not approved, the employee will not be paid.

16. How Payable Time Gets to Payroll

17. Time and Labor Timekeeper Role • Enter and adjust time for non self-service employees (and self-service and interface employees as needed). • View Shared Leave • Enter Pay Affecting Adjustments, Supplementals & Non-pay Affecting Adjustments for all employees (self-service and non self-service) • Generate TL Reports

18. Time and Labor Timekeeper Role • Approve reported time – Time and Labor does not allow you to approve your own time • In situations where an agency does not have more than one person to approve time – staff in the Office of Human Resources will be available to perform that function

19. Time and Labor Timekeeper Role • Timekeepers can run and import the Reported Time and Payable Time Extracts to monitor time entry and approvals. • Reported Time Extract - KTL108. This report is an extract of data from the Reported Time Table for the pay period specified • Payable Time Extract - KTL109. This report is an extract of data from the Payable Time Table for the pay period specified • Report Information available at www.da.ks.gov/sharp/reports

20. Time and Labor HR Role • Perform all functions available to the Agency Time & Labor Time Keeper role • Enroll employees as Time Reporters and Update Time Reporter information • Assign and Update Employee Work Schedule • Approve payable time

21. Time and Labor Task Reporter Role • Enter and maintain Task Groups and Task Profiles • Enter Paid Time Adjustments

22. Time and Labor Exceptions

23. Time and Labor Exceptions • The vast majority of exceptions received in Time and Labor occur as part of on-line edits. Refer to the Attachment for examples of some of the on-line edits. • Other exceptions will occur as part of the Time Admin process. The examples on the following slides illustrate exceptions resulting from the Time Admin process

24. Time and Labor Exceptions

25. Time and Labor Exceptions

26. Time and Labor Exceptions

27. Time and Labor Exceptions

28. Time and Labor Exceptions

29. Time and Labor Exceptions

30. Time and Labor Exceptions

31. Time and Labor Exceptions

32. Time and Labor Non-Pay Affecting Adjustments

33. Non-Pay Affecting Adjustments Non-Pay Affecting Adjustments • Any adjustment to an employee’s previous timesheet that results in a zero net pay change • Examples: • Time Adjustment (i.e. change VAC to SCK) • Funding Adjustment

34. Non-Pay Affecting Adjustments Existing 8.9 process: • Adjustment can be completed for any prior period timesheet (not a current timesheet) • Use the Adjust Employee Timesheet page to make corrections for leave

35. Non-Pay Affecting Adjustments NEW 9.1 process: • Non-Pay Affecting Adjustments can be processed for any timesheet change that nets to zero • Correct timesheet (i.e. VAC to SCK or REG to VAC) • Complete funding adjustments • Non-Pay Affecting Adjustments will be included in the on-cycle payroll process

36. Non-Pay Affecting Adjustments New 9.1 process: • Multiple corrections can be made to the same employee timesheet (pped) or multiple prior timesheets in the same cycle • All outstanding reported time is processed when time admin is run • Current period timesheet • Any prior timesheets that have been changed

37. Non-Pay Affecting Adjustments NEW 9.1 process: • Processing in the on-cycle paycheck saves the opportunity to process an off-cycle pay-affecting adjustment if needed • Use of on-cycle to process non-pay affecting adjustments will reduce the number of adjustment transactions (on-line and manual DA-180 adjustments)

38. Non-Pay Affecting Adjustments Steps To Process in 9.1: Step #1: Open previous timesheet in need of correction Step #2: Make TRC or funding correction to the timesheet (i.e. add a row for +8 hours of VAC and delete 8 hours of REG) Step #3: SUBMIT corrected timesheet Step #4: Wait for Time Admin to process corrected timesheet

39. Non-Pay Affecting Adjustments Steps To Process in 9.1: Step #5: Review and Approve Payable Time; If Payable Time does not display, review Exceptions page Step #6: After Pay Calc, access and review PAY011 Payroll Error Messages report from agency MVS directory to verify change processed. Note: PAY011 will not be available on-line in 9.1

40. Non-Pay Affecting Adjustments Rejected by Payroll Status: • If adjustment is not a zero-net transaction it will error off during pay calc and an error will appear on the PAY011 report • Rows in Payable Time will be updated with a Rejected by Payroll Status

41. Non-Pay Affecting Adjustments Rejected by Payroll Status: • Agency must request a reversal/adj in the next off-cycle in order for transaction to be processed. Time in rejected status will be re-processed in the off-cycle. • Other scenarios can also result in Rejected by Payroll status for Payable Time. Review errors on PAY011 to identify/resolve issues.

42. Non-Pay Affecting Adjustments New 9.1 process: • Employees will see corrected time on their current on-cycle pay advice (+/- hours) • Desk Aides are being developed to provide step-by-step instructions on entering non-pay affecting adjustments in SHaRP 9.1 • Updates will also be included in the on-line Computer Based Training

43. Employee reported 80 REG for PPED 10/1 Non-Pay Affecting AdjustmentsTime Entry Change Example Employee timesheet showed 80 REG for PPED 10/1

44. Employee reported 80 REG for PPED 10/1 Non-Pay Affecting AdjustmentsTime Entry Change Example During PPED 10/15 it is determined that the hours reported for 9/30 should have been 8 VAC not REG

45. Employee reported 80 REG for PPED 10/1 Non-Pay Affecting AdjustmentsFunding Change Example Employee reported 80 REG for PPED 10/1 on Taskgroup 300NONTASK

46. Employee reported 80 REG for PPED 10/1 Non-Pay Affecting AdjustmentsFunding Change Example During PPED 10/15 correction is made to show 40 REG to 300NONTASK and 40 REG to 264CYCLED for PPED 10/1

47. Employee reported 80 REG for PPED 10/1 Non-Pay Affecting Adjustments REG Paycheck Earnings rows for on-cycle check for PPED 9/17/11

48. Employee reported 80 REG for PPED 10/1 Non-Pay Affecting Adjustments Paycheck Earnings row in on-cycle check showing +8 hours of VAC leave for Earnings End Date 8/13/11

49. Employee reported 80 REG for PPED 10/1 Non-Pay Affecting AdjustmentsFunding Change Example Paycheck Earnings row in on-cycle check showing -8 hours of REG leave for Earnings End Date 8/13/11

50. Employee reported 80 REG for PPED 10/1 Non-Pay Affecting AdjustmentsFunding Change Example Employee Paycheck Advice showing on-cycle check with 80 REG for current pped and prior pay period leave correction changing 8 REG to 8 VAC (-8 REG and +8 VAC) 50