Shared Service Center SSC Training Workshop December 13th, 2007 Stewart Center Room 202

1. Shared Service Center (SSC) Training Workshop  December 13th, 2007 Stewart Center Room 202

2. Welcome and Introductions Today�s Facilitator: Kevin Vedder OnePurdue Representative: Susan M. Davis Shared Service Center Presenters: Gayla Ruark Sandy Skiles Special Thanks for assistance and support: Connie Lapinskas Lucia Anderson Kendra Merriman Monique Rawles Karen Ferry Amy Clawson

3. Workshop Purpose and Intent Provide timely, relevant and useful information to facilitate the processing of year end and beginning of year appointment and payroll actions to end users

4. Administrative Items Facilitator role Time allotted for questions as topics are discussed Issues tracking and �parking lot� items Breeze session nuances Use of survey form to provide feedback and ask additional questions pertaining to today�s session

5. Out of Scope for Today�s Session May AY termination dates and summer session appointment guidance will be covered in a future SSC training workshop Payroll Area �Flipping� (BW to AY, FY to AY) and transfers between payroll areas have been cumbersome and are being reviewed Several Policies/Practices are being reviewed to align with the new system Off-Cycle Payment Request Procedures are under review

6. Today�s Discussion OnePurdue Update � Susan Davis Overview of the Shared Service Center (SSC) � Gayla Ruark Academic payroll review and key transactions � Gayla Ruark Appointment review (graduate students, lecturers, faculty, etc.) � Sandy Skiles Final questions and answers

7. OnePurdue System Update Support Packs implemented December - January priorities Reporting project BPS (Budget) Implementation Tax Year End Effort Reporting Support for ESA (Student System) Stabilization and break-fix

8. OnePurdue HR/Payroll Improvement Items Mass Reappointment Interface Revisions Benefit Plan Changes ESS expansion � Benefits Time Clock Swipe System Employee Time Entry Interactive Forms (automate some processes) Adoption of Enhancement Packs

9. Overview of the Shared Service Center (SSC) Responsible for maintaining data in SAP and ensuring its accuracy. Reviews and conducts pre and post audits of Personnel Action (PA) forms to ensure compliance with University policies and procedures to facilitate the timely and accurate processing of payroll and appointment actions Transaction Activity (September & October 2007): 11, 132 actions Processed 3,135 Monthly 7,715 Biweekly 282 non-pay

10. Overview of the Shared Service Center (SSC)

13. Academic Payroll Review & Key Transactions

14. Academic Payroll Review & Key Transactions

15. Academic Payroll Review & Key Transactions How Legacy Pay was Figured: Legacy systems used the AY annual rate and derived a daily rate based on 17 days in a pay period. Holidays and times when classes were not in session were excluded. Pay was distributed in equal payments over 10 months How SAP Calculates Pay: SAP assumes that all employees work 12 months per year. The system has pro-ration capability when using a standard 12 month calendar. Purdue has a requirement to pay academic year employees over a 9 month schedule. Additionally, it is required that this is exactly one-half of their annual pay per semester. This requirement does not lend itself to standard pro-ration Our calendars are designed so that Fall Semester Pay equals Spring Semester Pay in increments that are not directly related to months; i.e., 1/18th and 1/9th SAP is not designed to calculate a daily rate based on annual salary SAP provides pay based on a M-F workweek for the entire semester: Months have 21, 22, or 23 days This causes the �daily rate� to vary from month to month This means that missing the same number of days in different months could result in different partial pays

16. Academic Payroll Review & Key Transactions Key Actions and Dates: The AY contract calendar and AY pay calendar are not the same; hence effective start/term dates may be different than actual start/term dates For AY New Hires, effective date is 12/31/07 For AY and FY DEC separations the effective date is 1/01/08 (WLAF campus) For faculty and graduate FY New Hires the effective date is 1/1/08 For FY Exempt Appointments, if the first scheduled work day is 1/02/08, new staff members will receive a full months pay, including holiday pay for 1/01/08. This pay practice along with many others is currently under review and revision for implementation in FY 07/08 All other actions will use the effective date of 1/1/08

17. Academic Payroll Review & Key Transactions New Hire Actions : AY Calendar for the Spring Semester 2008 begins 12/31/2007 Effective date of PA New Hire Actions should be 12/31/2007 This will start their benefits coverage and they will be �active� in the system effective the first day of the academic calendar The SSC will enter an effective date of the New Hire of 12/31/2007 and enter a base pay of $0 (on IT0008-Basic Pay) so they are not paid for that last day in December Then, the SSC will go back into the person�s PA30 record, copy the initial IT0008 record and effective 1/1/2008, enter their basic pay This has been tested and pays the correct amount for January, with no payment for December Contracts should use the AY Calendar date of 12/31/2007 � 5/11/08 for the WLAF Campus

18. New Hire

19. New Hire SAP System View

21. Academic Payroll Review & Key Transactions Official Retiree Holiday Pay : Official Retirees who retire on 12/31/07 are entitled to the January 1, 2008 Holiday pay If the retirement date is moved to 1/02/08 in order for SAP to process holiday pay the retiree will not draw retirement until 2/01/08 since you cannot draw retirement while still employed Key Actions to Process this Transaction: (Quota Payout Request Form) Check both Monthly (or Biweekly) and Official Retiree Complete Terminal Vacation as usual Mark out Personal Holiday Payout and Write in Retiree Holiday Payout Indicate a total of 8 hours to be paid and complete the total amount Very Important: Put the Business Office Contact Information on the form The Quota Payout Request Form needs to be sent directly to Payroll

23. Academic Payroll Review & Key Transactions Urgent transaction processing procedures: Call your designated Appointment Specialist to let them know that you have an urgent request Hand deliver the PA form to the Shared Service Center Drop the documents into the mailbox labeled �URGENT� located outside of the Document Processors cubicle The regular Shared Service Center drop box will continue to be used for normal processing The PA form will be date stamped and given to the appropriate Appointment Specialist for processing

24. Academic Payroll Review & Key Transactions Lessons Learned/Best Practices: The earlier the forms are sent in the better Send in all required forms together to streamline processing (i.e. tax forms, contract, I9s, etc.) Check the system first to see if employee is already there (rehire vs. new hire) Be sure appropriate signatures are on all the forms Use the AY calendar for the contract dates SSC METRICS for October: 92% of the Biweekly PA forms were processed within 24 hours of receipt by the SSC 40% of the Monthly PA forms were processed within 1 day; 46% within 2-3 days; 10% within 4-6 days; and 4% over 7 days.

25. Reappointment process/tool for Spring 2008 Graduate Student staff By popular request, the reappointment tool will NOT be used. Actions affecting graduate student staff must be completed on a PA form For a listing of current grads in active status, use T-code ZHR_BASIC_EE_LIST. Select the variant and layout name �grads & LTL�. Enter your personal area and/or org unit Limited Term Lecturers - Will use reappointment process/tool Resources: User Documentation Guide for complete instructions for using the reappointment tool at: http://www.purdue.edu/hr/pdf/ReappointmentUserDocumentation.pdf Business @ Purdue process at: https://www2.itap.purdue.edu/bs/BPP/Processes/Reappointment%20Process.pdf

26. Reappointment process/tool for Spring 2008 Process Reminders: The Proposed CUL can be changed to represent the new CUL or can remain the same The Contract Begin Date will default to 01/01/08. This can be changed and will reflect the effective date the staff will be in pay status The Anticipated Contract Expiration Date can also be changed. This field will be used to monitor the end of the contract period. This field does not stop pay. A PA form is required to stop pay

27. Reappointment Status Indicators

28. Reappointment process/tool for Spring 2008 Approvals: Once all changes have been completed, a download of the data will need to be printed off and routed for approvals. These approvals are obtained at the department, school and Human Resource Services (HRS) level The following information is important to review before beginning data entry and approvals. Guidelines set by the Office of the Provost and current payroll and compensation procedures are listed below. Deviations may require a different approval process 100% limited-term lecturer appointments are not allowable. (All campuses) Full-time annual rate must be less than $40,000 (WL and Statewide campuses only) Length of service as a 50% or greater CUL limited-term lecturer cannot exceed three (3) continuous years (WL and Statewide campuses only) New appointments and fiscal year appointments must be handled by processing a PA form After the approved listings of Lecturer Reappointments have been reviewed by the schools/campuses, the Lecturer contracts (Form 19L�s) which have been approved by the Vice Presidents, Deans and Directors/Chancellors (or their Designees) should be: Attached to one copy of the approved listing (same order as listing) Forwarded to HR Shared Service Center

29. Appointment Review PA (Personnel Action) Form Uses: PA form is used for all staff types (excluding fellowships): New Hire (employee is not in the system) Rehire (employee is in the system with a withdrawn status) Transfer (between departments or positions) Change in Pay (employee is in the same org unit and position) ** Position Reclassification (employee is in the same org unit and position with changes to the position) ** Add Additional Appointment (concurrent) End Additional Appointment (concurrent) Separation Fellowship Administered as Assistantship (use the PA form) Fellowships (use the FA form (Fellowship Action Form)

30. Appointment Review PA Form Changes: New check box on the PA form � �Off-Cycle Requested� New field added for �Position Reclassification reason.� A copy of the new form is included in your packet today. The HR website and B@P has been updated with the new form New Form: Cost Distribution Change Form IT14 and IT15. A copy of the new form is included in your packet today

31. Appointment Review: Reclassifications In the new system, the term �position reclassification� covers an expanded number of employee groups (i.e. other �1 to 1� employee groups such as Faculty Tenure/Tenure track, Assistant Professor promoted to Associate Professor w/budget) An Org Management form should be submitted with the PA form for all faculty type positions There is no change to the meaning of position reclassification as it applies to Clerical, Service, Operations Assistant, Administrative/Professional, Professional/Management and temporary A/P and C/S employee groups Departments continue to work with your HR Compensation Analyst to review descriptions and classify positions. Supervisors are notified via email of the results of a position review. The email should be attached to the PA form Your Compensation Analysts must reclassify the position in SAP using an effective date of the change before SSC processes the PA form to move the change to the person level. This process tracks position history as well as person history

32. Appointment Review: Reclassifications

33. Appointment Review: Reclassifications Which action do I use on the PA form - transfer or position reclassification? Transfer Action - Suzy Secretary is moving from a 4th level position to a 5th level position within the same org unit (i.e. different position numbers) The reason is �Same Org Unit Promotion� Complete the remaining fields on the PA form � making changes to level, salary, etc. if applicable Position Reclassification Action � the department recently updated the 4th level position description and the result of the position review is a higher level Your Compensation Analyst will change the position level in SAP using a specific effective date. The department will prepare a PA form using Position Reclassification Action (i.e. position number did not change) The reason is �Higher Level� Complete the remaining fields on the PA form - making changes to level, salary, etc. if applicable NOTE: Prepare one PA form for multiple changes for the employee - change position number, position title, salary, level, etc. should be included on the same PA form. Specific Infotype screens appear based on the action chosen when entered by SSC

34. Way Ahead Today�s Purpose and Intent: Provide timely, relevant and useful information to facilitate the processing of year end and beginning of year appointment and payroll actions to end users The SSC is continually evaluating processes, procedures, and workflow to promote continuous improvement Review Issues Board/follow-up actions Please complete Session Feedback Forms Look for future workshops in late spring

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