PeopleSoft HR 9.2 and You

1. PeopleSoft HR 9.2 and You What you need to know

2. WHY WE’RE HERE • We want to provide… • Basic project information • Visibility into decisions and how they were made • Details you need to prepare for the 9.2 go live • We want to build… • Support for the goals of the reimplementation • Understanding of how you will be affected • A foundation for future sessions and training

3. PRESENTERS • Julie Snyder • Assistant Vice President • Office of Human Resources • Janis Wolens • Program Manager • Office of the Chief Information Officer • Stacie Brewer • Director • Office of Human Resources

4. AGENDA • Today we’ll cover… • The basics • Goals and benefits • Key changes • Change management • Preparing for change • Wrap up

5. THE BASICS

6. PEOPLESOFT… WHAT’S IN A NAME? • HR/SIS will split into… • Human Capital Management 9.2 aka HR/Payroll 9.2 • Campus Solutions 9.0 aka SIS 9.0 • Shared data will be synched • Continue with Financials 8.4

7. WHEN? • Go live: Memorial Day Weekend 2014 • Details still being worked out • More information will be available next spring • Good candidate for another awareness session

8. WHO? • Everyone will be affected • All faculty, staff and student employees • HR/Payroll system users • Service Center staff • Timekeepers • Managers/Supervisors • Fiscal staff

9. WHAT’S IN? • We’re upgrading and removing customizations from… • HR Core (Personal, Job Data) • Benefits • Payroll • Time and Labor (PS Timesheet, Payable Time) • Talent Acquisition Manager (OSUWMC only) • Employee Self Service • We’re implementing… • Commitment Accounting • Interaction Hub/Portal

10. WHAT’S IN BY ASSOCIATION? • Because we’re doing that, we need to do this… • HR Action Request updates • eTimeand eLeave updates • Reporting updates • eReports • HR Data Warehouse • New tool… BuckIQ Business Intelligence

11. WHAT’S OUT? • What we aren’t doing (with this project anyway)… • Talent Acquisition Manager (University) • Contract Pay • PeopleSoft Manager Self-Service • PeopleSoft Time and Leave Self-Service • Absence Management • Performance Management • Profile Management, Career Development, and Succession Planning • Company Directory

12. GOALS • BENEFITS

13. PROJECT OBJECTIVE • Implement the most current version while positioning OSU to take advantage of new and improved functionality through the reduction of customizations

14. WHY? • Implement the most current version… • Includes software and hardware • Stay in vendor support for… • New and updated functionality • Fixes • Security updates • Mandates (tax updates, federal reporting) • Decrease risk of unplanned hardware outages

15. WHY? • …while positioning OSU to take advantage of new and improved functionality… • Currently using a fraction of available functionality • Shore up foundation before adding on • Create roadmap for implementing out of scope functionality

16. WHY? • … through the reduction of customizations • Decrease long-term maintenance costs • Simplify the application of delivered updates • Facilitate the implementation of new functionality

17. BENEFITS • We will… • Align and streamline processes to fit delivered system • Simplify system maintenance and integration • Decrease risk of unplanned maintenance • Increase database capacity while decreasing annual costs • In order to… • Maximize resources available for future projects and advances

18. KEY CHANGES

19. GENERAL CHANGES • There will be… • Access changes • Navigation changes • Data conversion • Field changes • Removed • New/unhidden • Edits removed • Schedule and deadline changes

20. MORE CHANGES • Some field change details... • Will remove: • Home Department • Timekeeping Group • Check Sort • Will need to type the location address • Will add 3 user defined fields • Home Department will convert

21. STILL MORE CHANGES • Some other changes… • New Action/Reason codes considered • Ineligible for Rehire (IFR) • Voluntary Separation (VSIP) • Equity/Market • Position approval changes • Graduate Fee Authorizations will not cover additional fees • Paycheck modeling available in Employee Self Service

22. ADDITIONAL PAY • Key changes to additional pay… • Departmental/College/Unit/Service Center processing of additional pay will stop at HRA • All processing of additional pay will be managed by Payroll Services • Delivered additional pay does not include Comments • Expanded Earnings Codes planned

23. COMMITMENT ACCOUNTING • New module, same results… • Encumbrances = Commitment Accounting • JED (Job Earnings Distribution) = • Department Budget Table • PET (Personnel Expenditure Transfer) = • Direct Retro Distribution

24. MORE COMMITMENT ACCOUNTING • But it’s not ALL the same… • Department Budget Table • Not linked to Job Data • Set up by fiscal year • Tied to the appointment (University, College of Medicine) or position (OSUWMC) • Direct Retro Distribution • Paycheck data is required • Much more flexible, powerful

25. WHY COMMITMENT ACCOUNTING? • Why this change is so important… • Removes 50% of the other system customizations including: • The majority of Payroll customizations • The most invasive customizations • Allows us to use other delivered processes immediately and in the future • Facilitates additional Chartfield audits and ties direct retro distributions to paycheck data • Provides more powerful direct retro distribution tool

26. CHANGE MANAGEMENT

27. DEEP BREATH

28. CHANGE AGENTS • We’ve been… • Identifying system and business process changes • Evaluating the effects on users, service centers, the university • Planning how to prepare affected audiences including: • HR Professionals, Service Center team members, HR/Payroll system users • Fiscal team members • IT professionals • Managers, supervisors, and approvers • All faculty, staff, and student employees • And more…

29. WHAT YOU SHOULD EXPECT • Communication, Training, and Everything In-between • Starting with existing meetings and communication channels • Beginning to mix in project and change-specific messages and events • Targeting faculty, staff, and student employees in winter-spring and again before autumn semester

30. PREPARING FOR CHANGE

31. HRP ACTIONS TO TAKE • HRA • Implement the HRA system, if you haven’t already • Contact Stacie Dutton, email: dutton.72@osu.edu • Know that approvals in the HR system may change – your approval workflow in HRA may also • Current Position and Job Opening approvals are customizations in PeopleSoft • Decisions about these approvals are still being finalized • Business process decisions are still being determined and will be communicated soon!

32. HRP ACTIONS TO PLAN FOR • Ineligible For Rehire • Adhere to policy – must obtain approval from ER Consultants for employees to be deemed IFR • Lists will be maintained in central offices until conversion • New job data action reasons will be used in 9.2; including IFR • Benefit to the university: sharing of information and consistent application • So HRPs know! • Hire/Rehire action will automatically be stopped by the 9.2 HR system if an employee has an IFR record • Historical information will be loaded into the system • New activity will be audited by OHR • Check the employment history in the HR system of all former and current university employees early on in your search process!

33. WHAT TO EXPECT AHEAD • User Access to the HR System • The roles allowing access to the system are changing – entirely! • There will be a new approval process - TBD • Requests will be reviewed more closely • Goal: Limit access to sensitive information • Training, training, training

34. GO LIVE DATE 05/28/14!

35. HRP ACTIONS TO PLAN FOR • Go Live & Freeze Periods • Go Live date is May 28, 2014 • Freeze Periods • There will be a freeze period of several days prior to Go Live – no activity in the system • May also have a freeze period after Go Live – TBD • Dual entry in both systems will be needed if effective dates cannot be adjusted outside of the conversion period

36. HRP ACTIONS TO PLAN FOR • Go Live & Freeze Periods • Go Live date is May 28, 2014 • Reports will be available for you to check data before Go Live • Need to ensure that clean data is loaded into 9.2 • Biweekly pay period will be impacted – determining a timekeeping process for that pay period • More to come • Training – Spring 2014: Plan your calendars!

37. BOTTOM LINE: AVOID ENTERING TRANSACTIONS INTO THE SYSTEM WITH AN EFFECTIVE DATE FROM 5/18 – 5/31 IF POSSIBLE! BW PP25 05/18 - 5/31 Conversion Record effective 5/18 MO PP11 05/01 – 05/31 Conversion Record effective 6/01 Conversion Period 05/18 – 05/31 Conversion Period Conversion Period HR 9.2 GO LIVE DATE 05/28/14!

38. HRP ACTIONS TO TAKE • Job Data Information • Conversion period: 5/18 – 5/31 • Future-dated records • Limit as much as possible entering transaction with an effective date of 5/18/14 or later • Transaction may not convert over to 9.2 system accurately – you will have to audit all of them • They may need to be entered again aftergo-live

39. HRP ACTIONS TO PLAN FOR • Conversion Period: 5/18 – 5/31 • Entering transactions during this period will be tricky! • Where ever possible, try to avoid transactions with an effective date during this period • Work with employees, managers, and faculty proactively – communications are critical • Every active employee in the HR system will have a conversion record auto-populated onto job data in the system • Effective 5/18 for Biweekly; effective 6/01 for Monthly • Do NOT remove or edit the conversion record in Job Data • The conversion row will ensure that employees are paid and receive benefits appropriately

40. HRP ACTIONS TO PLAN FOR • Job Data Information • Conversion period: 5/18 – 5/31 • Retroactive effective dates • Transactions entered into the 9.2 system (after conversion) with an effective date prior to conversion • Will be problematic – these are essentially two different systems • JED changes/Direct Retro Changes – will be entered through weekly journal entry process – centrally through Business & Finance • HRPs will have to track them on a spreadsheet and submit them to B&F through HRA • We are still identifying the processes that will be needed • Communicate with your teams the need for timely processing!

41. ENGAGEMENT WITH THE HR COMMUNITY

42. YOUR FEEDBACK IS NEEDED • Communications • Newslink Blog: Project updates and an FAQ will be posted online, Site: go.osu.edu/hr92 • Project Email Address: You can email questions and feedback to hr92@osu.edu • Toolkit Ideas: What communication “package” can we develop for you? Similar to the Employee Self Service project. • Communication Ideas: What other ways of communicating would be helpful to you?

43. YOUR FEEDBACK IS NEEDED • Reports • Fields Removed: Check Sort #, Timekeeping Group, Home Department. We know you use them to run reports. By removing those fields, what other items can we provide to enable you to do the work you need to perform? • Conversion Readiness • Preparation: What else do you need from the project team to help you prepare for the change? • Email the project team at hr92@osu.edu

44. HRP PARTICIPATION IS CRITICAL • HRP Input • Configuration discussions, design sessions, change management teams • HRP involvement so early in the project = Good Thing!! • HRPs have added perspective so that the project is taking a holistic approach to the reimplementation • HRPs have helped formulate decisions about the new system • HRPs have helped determine what is needed to prepare all of you for the change • However, we don’t have all the answers right now • We will continue to need HRP involvement

45. HRP PARTICIPATION IS NEEDED • Testing • User Acceptance Testing (UAT) March 3 – May 2 • System testing – will test user access, transactional ability • HRPs needed for testing sessions; individuals with very high level understanding of the HR system, with varying user access profiles (access to all modules as well as those with access to specific modules) – let your SHRP know • Reporting Testing Dates TBD • HRPs needed to test revised reports as well as the new Buck IQ reporting interface

46. ACTIONS FOR HRPS TO TAKE NOW

47. YOU NEED TO TAKE ACTION NOW! • Activities you need to do now to prepare for the change: • Implement HRA • Contact Stacie Dutton • Be prepared to adjust approvals if needed • Decisions about Position and Posting approvals will be determined soon – look for communication!

48. YOU NEED TO TAKE ACTION NOW! • Activities you need to do now to prepare for the change: • Prepare for Conversion Readiness 5/18 – 5/31 • Communicate with employees, managers, and faculty ahead of Go Live about processing transactions during this time period - it’s important that they work with you proactively to navigate the conversion period • Try to adjust effective dates outside of this period (e.g., new hires) • How can the project team communicate to these groups?

49. YOU NEED TO TAKE ACTION NOW! • Activities you need to do now to prepare for the change: • Prepare for Conversion Readiness 5/18 – 5/31 • Review reports to validate data in HR 8.9 system • Clean data is needed to convert over to 9.2 • You will receive multiple reports from December – April to validate the data

50. YOU NEED TO TAKE ACTION NOW! • Activities you need to do now to prepare for the change: • Manage Future Dated Rows • Limit entering them as much as possible if effective date is 5/18/14 or later • Exception: you can enter future dated terminations – they will convert into 9.2 • Create a tracking system now until our business processes are determined