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SHARP 9.1 Upgrade/Time and Labor Implementation Meeting Department of Administration January 2013

Join the Department of Administration in January 2013 for an informative meeting on the SHARP 9.1 Upgrade and Time and Labor Implementation. Learn about upgrade status, activities, general changes in v9.1, electronic W-2 reporting, and more.

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SHARP 9.1 Upgrade/Time and Labor Implementation Meeting Department of Administration January 2013

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  1. SHARP 9.1 Upgrade/Time and Labor Implementation Meeting Department of Administration January 2013

  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 • General Changes in v9.1 • Electronic W-2 Reporting • SHARP Upgrade Cutover Timeline • Exempt & Supervisory Employee Information • Agency Task List • Next Steps • Wrap Up, Contacts & 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 • Reviewing default agency email address in Employee Self-Service – Task TL033 • Agencies worked on updating Reports To data in SHARP and notifying employees with incorrect email addresses in Employee Self-Service – Tasks TL026 Reports To and Task TL024 Employee Self-Service Email Addresses • Employees and agency staff began reviewing SHARP 9.1 Computer Based Training Modules that are currently available

  9. Data Warehouse • The data warehouse is also being upgraded in conjunction with the SHARP 9.1 upgrade • SHARP Subject Areas will be updated for the last time out of v8.9 on Thursday, February 7, 2013. SMART subject areas will be updated over the weekend of February 9-10, 2013. • Agencies will still be able to view data in the SMART Data Warehouse until we have finished converting all of the data into the new version. We expect the data reload process to take until approximately March 11, 2013 at which time we will move to the upgraded version. More information will be sent about this upgrade.

  10. Upgrade Status and Activities • Employee Survey was sent to agency primary contacts to distribute to 668 randomly selected employees. • Employees from thirty-two different agencies have responded to date. • 88.6% have responded that they have heard about the upcoming change in how they will report their time beginning in Mid-February of 2013

  11. Upgrade Status and Activities • Employees responded that they heard about the change from the following source(s): • Your agency HR office 87.9% • A co-worker in your agency 22.2% • Someone outside of your agency 3.5% • Employees responded they have heard about the change in the following manner: • Email or other written communication from your agency HR office 75.8% • Group Meeting 34.3% • Casual conversation 23.7%

  12. General Changes in v9.1

  13. 9.1 General Changes New Navigation in v9.1: • You will ‘click-to-pick” when accessing pages within SHARP v9.1. In v8.9 you can “hover” your mouse over a folder in the Main Menu to access sub-folder and sub-pages. Instead of “hovering” you must “click”. This “click-to-pick” technology enables the sub-folders and pages to display at a faster rate

  14. Navigation in v9.1 Click on Main Menu to see a list of sub-folders based on your security role

  15. Navigation in v9.1 Click on Workforce Administration

  16. Navigation in v9.1 Click on Job Information

  17. Recently Used Recently Used pages now appear under the Favorites menu, located at the top left

  18. Breadcrumbs Breadcrumbs visually display your navigation path and give you access to the contents of subfolders

  19. Time and Labor Changes to Version 9.1 • New to V9.1 is a Deny button on the Approve Payable Time Summary. Our recommendation is that you do not use the Deny button because it could create a time delay on getting information submitted. • If you Deny time for any or all of your employees, you will need to access each timesheet; delete the time; Submit; re-enter all the timesheet data; Submit again; (Approve all the timesheet rows if the workgroups are “SS” (Self Service)); wait for Time Admin to run; then Review and Approve Payable Time.

  20. Time and Labor Changes to Version 9.1 • Compensation changes can now be entered after cutoff on Tuesday at 6:00 p.m. for inclusion in that pay periods calculation. • Reported time has to be approved by 3:30 p.m. on cutoff so that payable time can be approved by 6:00 p.m. • If no Payable Time exists on Cutoff night for employees that are leaving state service the leave payouts will be wrong and they will have to contact sharp@da.ks.gov to manually increase leave balances. So you can manually figure and enter leave payout information.

  21. Time and Labor Changes to Version 9.1 • Timesheets will be populated on the Friday night prior to the beginning of the pay period. (Currently they are populated on the first Sunday night of the pay period) • Group ID is no longer used on “Core” SHARP Time and Labor search pages (It is still used in Employee Self Service though) • Email notifications are no longer immediate; a batch job will run every hour beginning at 8:15 until 5:15 on Week Days (no Weekends or holidays)

  22. Time and Labor Changes to Version 9.1 • Notify your e-mail / security staff that Time and Labor e-mail notifications will be coming from “no-replyTL@da.ks.gov” • When Searching by Name on most Time and Labor search pages, you must enter the Department ID (first 3 digits at a minimum) • Work Schedules are assigned on the Job Data Kansas Information Page instead of Position Data or Assign Work Schedule page

  23. Time and Labor Changes to Version 9.1 • To access prior period timesheets for agencies the employee previously worked: Pull up the current timesheet and enter the date of the timesheet you wish to view and refresh the date. Example: EE works in 173 and last June worked in agency 264. Agency 173 pulls up the current timesheet and enters a June date and refreshes: The 264 timesheet will display • If hours need to be deleted for time in which the employee is no longer active: Request SHARP Corrections Unit remove the Job Data row (such as a Termination row). Update the Timesheet/Submit and Approve if necessary. Then re-enter Job Data row.

  24. Payroll Changes in Version 9.1 • Agencies won’t be able to run the PAY011-Payroll Error Messages report on-line.  A copy of the PAY011 report will be available after each payroll calc in the agency MVS directory • Current Time and Leave agencies will notice that all earnings, including Regular and Overtime earnings, are now reported under the  “Other Earnings” section instead of the “Earnings” section of the Paycheck Earnings tab of the on-line check view and also the PAY002-Payroll Register report. • KPAYWAGE report will no longer be available in 9.1 and agencies should be using the KPAYGL5C instead

  25. Electronic W-2 Reporting

  26. Employee Self Service 9.1 W-2 Options Existing 8.9 process: • Paper W-2s are printed/mailed in early January for the previous tax year • Paper W-2s for tax year 2012 were mailed on Friday, January 4, 2013 • W-2 Reprints are run on a set schedule • Reprinted W-2 forms can be requested through ESS beginning January 16, 2013 or through your agency HR/Payroll office. The first 2012 W-2 Reprint run will be January 17, 2013.

  27. Employee Self Service 9.1 W-2 Options Exciting 9.1 Changes: • W-2s will be available electronically for self-service printing through ESS • Data from secure PeopleSoft database • W-2 form can be accessed through ESS at employee’s convenience • Multiple years of W-2 forms will be available • All employees have ESS access for W-2 information and it is available up to 18 months after leaving employment with SOK

  28. Employee Self Service 9.1 W-2 Options • Access to view/print W-2s via ESS requires employee consent to receive this information electronically • W-2s will be available electronically for 2012 reprints shortly after Feb. 13, 2013 • Encourage employees to utilize this as an alternative to requesting a paper W-2 reprint • The 2007-2012 Tax Years will be available on ESS by late Feb/early March

  29. Employee Self Service 9.1 W-2 Options Changes in 2014 for 2013 W-2 forms: • W-2s will be available electronically through ESS in early January, 2014 • Employees who consent to access W-2 forms electronically will not receive a printed form • Employees can withdraw consent through ESS • Regent agency employees will need to know and use their SOK emplid to access W-2 forms through ESS

  30. Employee Self Service 9.1 W-2 Options Changes in 2014 for 2013 W-2 forms: • Paper W-2 forms will be printed/mailed in late January, 2014 only for employees who do not consent to receive information electronically • Employees will be encouraged to utilize ESS to obtain W-2 reprints electronically • Instruction sheet will be available to provide to employees to assist them in accessing ESS to obtain electronic W-2 information

  31. Employee Self Service 9.1 W-2 Options Changes in 2014 for 2013 W-2 forms: • Paper W-2 reprints will remain available for employees who are unable to access the information via ESS or who choose not to grant consent to receive information electronically

  32. Employee Self Service 9.1 W-2 Options

  33. Employee Self Service 9.1 W-2 Options Click checkbox and submit to give consent and access W-2 forms Mickey Mouse 33

  34. Employee Self Service 9.1 W-2 Options K0000000001 Security will require you to re-enter your ESS password here to verify your identity 34

  35. Employee Self Service 9.1 W-2 Options Submit successful. Click OK. 35

  36. Employee Self Service 9.1 W-2 Options Consent received. Click Return to Year End Form Selection link to access W-2 forms Mickey Mouse 36

  37. Employee Self Service 9.1 W-2 Options Mickey Mouse Most recent Tax Year form/instruction links display. Select View a Different Tax Year link for prior year W-2 information. 37

  38. Employee Self Service 9.1 W-2 Options *Form prints on 8 ½” x 11” sheet of paper Mickey Mouse 123 Disney Way Orlando, FL 12345 123-45-6789

  39. Employee Self Service 9.1 W-2 Options Information for Tax Years of 2007-2012 will be available by late February, 2013 39

  40. Break

  41. SHARP Upgrade Cutover Timeline

  42. SHARP Upgrade Cutover Timeline Due to the SHARP 9.1 conversion that is taking place in February, please be aware of the important pieces of information that are included below.  • Effective 1/28/13, no new combination codes will be added into the current production system.  If new combination codes are required on or after 1/28/13, please complete the new combination code load form and submit those combination codes to the TLLOAD mailbox. Form was sent out to all primary contacts. These codes will be loaded on 2/13/2013.

  43. SHARP Upgrade Cutover Timeline • Please do not enter any effective dated rows, that are dated 2/3/2013 or after, for combo codes, task profiles, or department budget tables until after we have finished the conversion to Sharp 9.1.  You will be able to go into the system on 2/13/2013 and enter any rows that are dated 2/3/2013 and after.    • Please enter all known Job and/or Position Data changes by 6:00 p.m. on 2/1/13 if possible. This includes changes for the current and any future pay periods. This will help ensure that the most up-to-date information is in the system when we begin the conversion process and enrollment of employees into Time and Labor.

  44. SHARP Upgrade Cutover Timeline • Timesheets will be created on Sunday, February 3rd for the pay period of 2/3/13 through 2/16/13 for current Time and Leave and Time and Labor Agencies. Existing Time and Labor Agencies: • Employees in existing Time and Labor agencies will have access to update their timesheets from 2/03/13– 2/08/13 and again on 2/13-2/17/13. • All Reported Time and Payable Time that is in Needs Approval (NA) Status, needs to be Approved (AP) by the end of the day on 2/08/13.

  45. SHARP Upgrade Cutover Timeline Existing Time and Leave Agencies: • Timekeepers should not enter any information into timesheets for the pay period 2/3/13 through 2/16/13 in Time and Leave • Timekeepers will have the ability to print paper time documents so employees can record their time while timesheets are unavailable. NOTE:Time documents that are printed from Time and Leave will not have a field to record the Taskgroup/Task Profile, so it will be important for those employee’s reporting time to Task Profiles to jot down the Task Profile they are reporting time against. • Agencies will continue to have access to complete non-pay affecting leave adjustments and to print paper t-docs on and after 2/13/13 in Time and Leave (for pay periods prior to 2/03/13)

  46. SHARP Upgrade Cutover Timeline • Saturday, February 9, 2013 to Tuesday, February 12, 2013: SHARP will be upgraded to PeopleSoft v9.1 and no access will be available • Wednesday, February 13, 2013: Access for SHARP and Self Service users to the 9.1 version of SHARP is scheduled to be restored on February 13th. SHARP and Self Service User IDs and passwords will be the same as User IDs and passwords on Friday, February 8, 2013. A notice will be sent out on February 12th to notify agencies of SHARP availability on February 13th.

  47. Employee Self-Service Employee Self Service users will see the following message until the SHARP Upgrade is complete

  48. SHARP Upgrade Cutover Timeline Informational Circular No. 13-P-003 is available on the A&R website • Provides dates for the SHARP Bi-Weekly Payroll Schedule for 2013 including processing date changes for activities and transition for the SHARP 9.1 upgrade: http://www.da.ks.gov/ar/infocirc/fy2013/IC13p003.htm • An additional informational circular that will specify the changes required for the cutover schedule will be issued in late January 2013.

  49. SHARP Upgrade Cutover Timeline Payroll processing for payroll period ending February 2, 2013: Monday, February 4, 2013 • Interface Time and Leave Files due by 12:00pm • Cutoff for On-Line user entry is 6:00pm • Paysheets created and first preliminary SHARP on-cycle pay calc (Note: There will be only 2 preliminary pay calcs for this pay period) Tuesday, February 5, 2013 • Cutoff for Regent Files is 4:00pm

  50. SHARP Upgrade Cutover Timeline Payroll processing for pped Feb. 2, 2013 (cont.) Wednesday, February 6, 2013 • Cutoff for existing Time and Labor Payable Time Approvals 6:00pm • Final Calc & Confirm for SHARP Thursday, February 7, 2013 • Regent On-Cycle runs • Regent’s Off-Cycle Run A Cutoff 4:00pm Friday, February 8, 2013 • SHARP Off-Cycle Run A Cutoff 6:00pm (Last SHARP Off-Cycle Run in v8.9)

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