Gearing Up for Banner XE: SJU completes Banners Post Implementation Assessment Catherine Maloney, SHRM-CP, PHR Sr. Business Systems Analyst, HR Saint Joseph’s University

Thank you for your cooperation General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered ….. Thank you for your cooperation

CPE Credits - We’ve gone electronic! To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website http://pabug.org/pennsylvania-banner-users-group-annual-conference/cpe-credits/ or via the PABUG conference app. For additional questions please contact Lora Harper CPE - Coordinator http://pabug.org/contact-us/

PIA Launch Initiated from Information Technology HR volunteered Review to create multi-year HRIS plan VP buy-in, which led to senior functional team buy in

Ellucian PIA WebEx meeting with Ellucian to discuss HR module Pain Points Submitted tables for Ellucian Consultant to review 3 Day Deep Dive in our Current HR state Implementation of New Processes Three Biggest Topics: Leave Management Rule Table Audit Affordable Care Act (ACA)

Pre-Meeting & Consulting Hours Where are our problem areas? Where are we spending too much time? Focus on pain points – getting information into Banner What should we know or be doing? Based on our feedback- Ellucian consultant recommended timeline to move forward

HR PIA Project Items Tracking Employee Leave Time Banner HR and Payroll Rules and Validation Audits Affordable Care Act Reporting Preparation for Banner HR Employee Profile XE Tuition Remission Tracking Dates for Contribution Eligibility and Vesting for Retirement Benefits

Tracking Employee Leave Pre PIA Post PIA FMLA and Disability Tracking lives in an Excel file Previously was in Banner Excel File is manually updated by one person; and shared when requested by key stakeholders FMLA process, from request through return from leave, is tracked in PEAFMLA Short Term Disability is tracking in NBAJOBS using job change reason in conjunction with effective date Both Reportable from Cognos

HR and Payroll Rules and Validation Audit Pre PIA Post PIA Configured within our key processing rule tables to meet our ever changing needs of the University Tracking & Employee Processing So much time focused on keeping up; sometimes need to take a step back and clean-up data inconsistencies HR/Payroll Power Users reviewed each table configuration report provided by Ellucian Highlighted inconsistences and retired codes when necessary Made/Making designations clear and consistant

Affordable Care Act Pre PIA Post PIA Currently Saint Joseph’s University uses a third party service provider to meet the regulatory reporting requirements No dependent data collected or tracked in Banner only deductions Migrate dependent information from Benefit Platform (Mercer) SJU is still contracted with third party vender this year, but in parallel will also use Banner Look to use Banner ACA in 2017

Banner XE Employee Profile Pre PIA Post PIA Ellucian Consultant reviewed Banner XE and had a Q&A session Discussed preliminary plans on how and when the University will move to XE Currently running Employee Profile in test Through Ellucian consulting services we will enable the utilization of Employee Profile by January 2017

Tuition Remission Pre PIA Post PIA Not currently tracking tuition remission forms electronically Paper driven process: employee, manager, Human Resources, Financial Aid Create new benefit code in PDADEDN If tuition remission is covering spouse or dependent, PDABENE and PDABCOV Different benefit status’ to track form, and link to employee self service Cognos report created for Financial Aid and HR offices

Tracking Dates- Retirement Eligibility and Vesting Pre PIA Post PIA 3 year cliff vesting Past Higher Ed experience honored Contribution eligibility and vesting date information lives in excel and is manually updated as necessary, based on employee hire date Use of PDABCOV Coverage begin date will equal contribution Requested date will equal vesting for retirement benefits date Employee email notifications built off of contribution eligibility

After the PIA Year 1 Utilized Ellucian Consultant to implement FMLA and disability tracking in Banner Process familiarity Have a contact at Ellucian Year 2 Ongoing clean-up of rule codes and validation tables Go live with Employee Profile January 2016 Move Affordable Care Act reporting inhouse

Key Takeaways More knowledge of the business processes within the Human Resource Module DOCUMENT! No more shadow systems Moving ACA in house will have a large fiscal savings

Questions or Comments?

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