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Data Services Presents:

Data Services Presents:. Project Compass and You!. Shanterria Baker. Emily Blackwell. Shauntae Cleveland. Sherry Stodghill. Project Compass and You!. Today’s Highlights. Project Compass (Brief Summary) SmartKey Department Number Changes and where to find them

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Data Services Presents:

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  1. Data Services Presents: Project Compass and You! Shanterria Baker Emily Blackwell Shauntae Cleveland Sherry Stodghill

  2. Project Compass and You! Today’s Highlights • Project Compass (Brief Summary) • SmartKey • Department Number Changes and where to find them • Appointments vs. Defaults • Changes to the look of HRWeb • HRAF Changes • What’s Changing? • Tenured Date • Supplemental HRAF

  3. Project Compass and You! Today’s Highlights • Changes to Additional Pay Form • KEY DATES!!! • Process review • Coversheets • I-9 Refresher • MailStops • *** Appendix*** • Compass Calendar, Department Designations, New Payroll Schedule, New HRAF & Supplemental HRAF

  4. Project Compass and You! What is Project Compass? • Project Compass is the name given to the PS Financials implementation project. The project includes the creation of a new chart of accounts (framework for budgeting and recording financial transactions) which has downstream effects to PSHR. Many of the changes that we will discuss today are a direct result of those downstream effects.

  5. Project Compass and You! Project Compass-New Terms • SmartKey:10-digit number that is used in place of the 6-digit FAS account numbers • Account: This is a 5 digit number equivalent to the 4 digit FAS Subcode. • Department Number changes • Crosswalks- How to find your SmartKey and new department number

  6. CrossWalks

  7. Account Number Crosswalk

  8. Department Crosswalk

  9. Project Compass and You! Project Compass-New Terms • Appointments vs. Defaults • Earnings Distribution by Appointment • If an employee’s salary is split over multiple departments or if it should be charged to a department other than that listed on their JOB DATA, an appointment record (SmartKey) should be created. • Earnings Distribution by Department Default– • If an employee’s earnings are NOT split over multiple departments and should post 100% to the department in their JOB DATA, then their earnings will post the departments default SmartKey for earnings. (SOM- ALL appointments)

  10. Project Compass and You! Changes to HRWeb • Job Summary > SmartKey Changes • Retro Changes • Physician Activity • Student Hire

  11. Project Compass and You! HR Web- Job Summary

  12. Project Compass and You! Project Compass and You! HR Web- Job Summary, TCM

  13. Project Compass and You! HR Web- Student Hire

  14. Project Compass and You! HR Web - Physician Activity

  15. Project Compass and You! HRAF Changes Section What’s Changed Personal Information Disabled Vet, Disabled, Employee Signature, Date-removed Job Information Holiday field-removed Job Earnings Distribution Account Code and Earnings Code - removed Default to Smart Key, Enter Smart Key Distribution -added Employment Information BAS Group new options: PHY, VAM Financial Attestation Signer -added Expected LOA Return Date, Campus Phone - removed. Mail HR Rep Level (1,2,3) Primary Department # to Department # Primary Department Name changed to Department Name

  16. HRAF current • Add snapshot of form (we’ll discuss changes)

  17. Project Compass and You! HRAF new Y N Do not complete this side of HRAF

  18. Project Compass and You! Do not complete this side of HRAF

  19. Project Compass and You! New HRAF • When completing the department SmartKey information: • 1. If the default is to be used, DO NOT enter the SmartKey on the HRAF • 2. If an appointment is to be assigned but no SmartKey information is provided, the department’s default SmartKey will be used for the distribution. • Grant End Dates- provided by Grants and Contracts, not departments • Suspense SmartKey- charged if Grant ends

  20. Project Compass and You! Supplemental HRAF • Designed to capture additional faculty data for Institutional Research and Planning reporting like SACCS • Newly Hired Faculty to complete and Departments to verify. Documents that are not “verified” cannot be keyed by Data Services.

  21. Project Compass and You! Supplemental HRAF

  22. Project Compass and You! Additional Pay Form

  23. Project Compass and You! Key Project Dates • 8/17 Monthly paperwork deadline for DS • 8/20 Bi-weekly paperwork deadline for DS • 8/21 Monthly Payroll Runs • No On Demand Checks for Monthly Employees until 08/31/09 • 8/24 RSTs to Labor Distribution Noon Deadline, eJournals with support to OGCA by Noon • 8/25 Bi-weekly Payroll • No On Demand Checks for Bi-Weekly Employees until 08/31/09 • Hire transfer forms completed by noon • Student hires approved • 8/26 Noon – Emory Express cutoff • PS HR down 6:00 PM • 8/27 through 8/30 available in View Only mode - No Transactions will be saved: PS HR, Exempt Leave Tracking, FMLA, HR Reports not available, Emory Express • 8/31 PS HR up 8:00AM, PS OPUSdown, Emory Express down

  24. Project Compass and You! Key Project Dates • 9/1 PS SA up at 8:00 PM • DS can’t approve the hire transfer form because the link to OPUS will be down • Student ‘s can’t be hired in PS HR because OPUS is down  • PS Financials up • Emory Express opens • 9/7 Labor Day, Bi-weekly Payroll Runs, Time keepers should clean up as much data as possible by 9/4 to minimize delays on 9/7.

  25. Process Review • Cover sheets • I-9/ E-Verify Refresher • MailStops

  26. Cover sheets and Required Documents Process Review • Employees Hired via Hire Transfer Form (NO HRAFs) • ERS Hire Coversheet • I-9 • State and Federal Tax Forms • Direct Deposit • Pertinent Docs for 201 File (as determined by hiring department)

  27. Process Review Cover sheets and Required Documents, cont’d • Employees by HRAF (NO COVERSHEET) • HRAF • I-9 Form • State and Federal Tax Forms • Direct Deposit • Pertinent Docs for 201 File (as determined by hiring department)

  28. Cover sheets and Required Documents, cont’d. Process Review • Emory Student Hires - Only hired via HRWeb Student Hire (No HRAFs) • Student Hire Coversheet • I-9 • State and Federal Tax Forms • Direct Deposit

  29. Fax Policy Process Review

  30. I-9/ E-Verify Refresher

  31. MailStops Love them, Use them! • MailStops help your mail reach you. Use them on internal AND EXTERNAL mailings • MailStops need to be updated, via HR Web, when employees change departments OR locations • New MailStops should be requested via e-mail through Data Services when departments move to new buildings • After the new mailstop is created, HR Reps should assign the mailstop to affected employees

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