Labor Distribution Improvement Effort Senior Business Officer’s Forum.

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Presentation transcript:

Labor Distribution Improvement Effort Senior Business Officer’s Forum

OverviewErik Brink Lucy Avetisyan LD Design OverviewMollie Mac Donald BI Role in Labor DistributionVeronica Garcia Cathy Maddaford Questions

Overview

Overview | 2 GENERAL Labor Distribution Improvement Effort was a change request to the KFS Stabilization Project OBJECTIVES Streamline integrations between Workday and KFS Single source of the truth for labor financial accounting (Labor Ledger). Ensure data integrity between Workday, KFS, and BI. Provide labor reporting through BI.

Business Processes | 4 BUSINESS PROCESSES AFFECTED Labor Distribution Maintenance. Payroll Batch Processing, Monitoring, and Exception Processing. Process Payroll Expense Transfers. Labor Distribution Control Reporting. Labor Ledger Year-End Processing. Payroll Reporting and Analysis. Payroll Adjustments to Labor Ledger by Payroll Services. Effort Certification.

Resources | 3 38 RESOURCES Business Owners: 15 from Comptroller, OFA, SPA, HR, and Financial Aid. KFS: 11 including Project Manager, Business Analyst, Quality Assurance, Developer, Technical Lead. BI: 5 including Project Manager, Business Analysts, Developers. TARA: 3 including Project Manager, Business Analyst, Developer. Workday: 4 including Business Analyst, Developer.

Labor Distribution Design Overview

High-Level Flow | 6

Batch Processing | 7 PAYROLL EXPENSES – Workday to KFS LL Off-cycle payroll transactions will be sent to KFS on a daily basis (Sunday through Thursday). As currently occurs, unresolved items in Workday will be booked to the existing Dean’s Clearing Account. A new Dean’s Clearing Account will be used when there is no account in the integration of data from Workday to KFS. Transactions with bad or expired accounts will be booked to the new Dean’s Clearing Account. PAYROLL EXPENSES – KFS LL to GL The KFS Labor Ledger will feed the KFS General Ledger. The Labor Ledger will become a true sub-ledger for the labor object codes.

Payroll Expense Transfers | 8 PETs Payroll Expense Transfers (PETs) will no longer be routed through Workday. Payroll data in Workday will only have original accounting as applied by Workday cost allocations. PETs clearing to the “19” account (central payroll clearning) will be nearly non-existent. PETs will still be reviewed by Payroll Services but only in KFS. Users will now be able to change the object code on PET transactions if the object code is marked to allow such changes. Changes made to the PET eDoc will be paralleled in the eDoc used by Effort Certification.

College Work Study| 9 CWS PETs for College Work Study will be routed to Financial Aid for approval. PETs on CWS accounts and object codes will be sent back to SIS to impact (increase or decrease) the award appropriately.

Control and Reconciliation | 10 CONTROL REPORTS Reviewed daily to ensure integration issues are being addressed. Performed by Payroll Services and the Comptroller’s area. Reports available for each transfer of data between systems. RECONCILIATION Between Workday and KFS Labor Ledger at an employee level. Between KFS Labor Ledger and KFS General Ledger for Labor Ledger object codes.

Year-End | 11 YEAR-END LABOR TRANSACTIONS PETs will be allowed in period 13 as defined by the year-end close schedule. Once the cutoff for period 13 is reached, PETs will be posted to the new year. Bi-weekly payrolls crossing year-end will be split between fiscal years on a pro-rata basis (split payroll). The split payroll will be done at an employee level in the Labor Ledger and then fed to the General Ledger..

BI Role in Labor Distribution

Source of Data | 13 SOURCE OF DATA BI will be the official source of financial reporting for payroll data as sourced from KFS Labor Ledger. Workday reports will be “re- branded” or removed.

Reporting and Analysis | 14 REPORTS Reconciliation of the integration from Workday to the Workday sourced transactions in KFS Labor Ledger provided for use by Payroll Services. Reconciliation of the KFS Labor Ledger to the KFS General Ledger provided for use by Financial System Administration. Summary and Detail Labor Distribution Reports will be provided to Departments for use in their own account reconciliation efforts and labor analysis.

BI Access | 15 PRODUCTION READINESS New users may need access to BI. Existing users may need altered access to BI. How will Departments Request or change access? Data and BI Availability. LEVELS OF ACCESS Account Level Security (ALS). Organization Level Security (OLS). Region Level Security (RLS).

QUESTIONS?