SPUG Webinar September 25, 2014

North Carolina Office of the State Controller Kate B. Smith Business Systems Analyst September 25,

What would I do without EPI-USE?!? How the North Carolina Office of the State Controller (OSC) uses EPI-USE’s Query Manager, Data Sync Manager, and Variance Monitor solutions 3

Kate B. Smith Business Systems Analyst 8 years at NC OSC 3 years at NC Department of Transportation SAP Time Management Configuration Highly customized schema Integration points with PY, PA, and OM EPI-USE lead Liaison with Kronos project at NC DHHS 4

North Carolina Office of the State Controller Linda Combs, State Controller Independent Agency 226 Employees Manages 14 Enterprise Programs Accounting & Financial Reporting Risk Mitigation & Internal Controls SAP HR/Payroll 5

BEACON SAP HCM Implementation PA, OM, Benefits, Time Management, Payroll, ESS, MSS ECC 6.0 EHP6 (Spring 2014) Support Resources 33 technical 4 training Operations Resources 18 Call Center 40 operations 6

A Typical Scenario… Employee reports pay issue Tier 1, Tier 2, Tier 3, Tier 4 (Production Support) Root cause determined, solution proposed Unit test, control test, regression test Communicate impacts How many employees are affected? When can it be fixed? What is the impact to paychecks? 7

OSC Scenario Issue: An employee has an Overtime Comp accrual that is used to repay a leave liability, and an Overtime Comp expiration on the same day, resulting in an incorrect net accrual to Overtime Comp. It’s a very specific logic issue, but… We had the entire scope and impact of the issue determined in a day using the EPI-USE tools! 8

EPI-USE Tools Query Manager (QM) Data Sync Manager (DSM) Variance Monitor (VM) 9

Query Manager (QM) Custom reporting tool Report on: Infotypes Configuration tables Text tables Time Evaluation results Payroll results Development resources are not required Easy user interface for report design Standard ALV reports 10

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Query Manager OSC Functional Team Identify population impacted by an issue Identify special populations for testing Create monitoring reports for Operations staff Operations Staff Run monitoring reports 13

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Benefits of OSC Real-time report design Real-time data access Less dependence on Development resources Quick turn-around In house custom reporting solution “I can design a query for that!” 15

Data Sync Manager (DSM) DSM Object Sync Copy HCM & transactional data from Production system to non-Production system Copy via file import/export and/or RFC Full or partial copy of an employee Single or multiple employees Clone employees Sensitive data scramble/conversion 16

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Data Sync Manager OSC Most highly used EPI-USE tool Functional Team Review issues in a non-production environment Quickly generate test data or scenarios Capture test scenarios for re-use “Save” before picture of a scenario Estimate payroll impact for a fix Operations Staff Review issues in a non-production environment Validate work around scenarios in a non-production environment Set up data for Production Support to review 19

Benefits of OSC Quickly produce test data on non-Production systems Empower Operations staff Determine payroll impact before a solution hits Production “Have you sync’d that person into E1Q?” 20

Variance Monitor (VM) Quickly highlight variances in HCM data Payroll data Time Evaluation results Master data Set tolerance level for variances Compare period over period results in the same system or period to period results from different systems 21

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Variance Monitor OSC Currently expanding use of this tool Functional Team Control testing Regression testing Data stamp validation 24

Looking Ahead… QM Provide reports to greater user base? DSM Routine refreshes of selected data sets? Incorporate larger DSM suite – HR Planning Mass Copy, Client Sync, System Builder? VM Further integration into testing processes Expand use to other functional areas Use of VM for support pack testing and validation 25

Experience with EPI-USE All three tools are transactions (/n/use/qm) Introduced and upgraded via the transport process Regular upgrades/releases Admin functions allow greater control and customization of tools Product documentation available via their website (using customer log-on) Help tickets submitted online User group community for QM Consistently provide excellent customer support! 26

North Carolina Office of the State Controller Don Childrey Business Systems Analyst Manager September 25,

Don Childrey Business Systems Analyst Manager 8 years at NC OSC SAP HR-PY implementation 16 years at NC Department of Transportation SAP FI-PS implementation Engineering 28

Affordable Care Act Reporting Support How the North Carolina Office of the State Controller (OSC) Is Preparing To Meet ACA Reporting Requirements 29

ACA Requirements Reference 30 SAP notes BEN: FAQ about Affordable Care Act (PPACA) Suggestions for how to use standard SAP to measure time, manage eligibility, and handle enrollment. (Jan 8, 2014) Announcement Note for Information Reporting for Employer Sponsored Coverage and Minimum Essential Coverage SAP plans to release a new report for the IRS forms in August (Sep 1, 2014) IRS Form instructions Instructions for Forms 1094-C and 1095-C (draft, as of Aug 2, 2014)

Policy decisions made by NC Office of State Human Resources month Initial Measurement Period starting first of the month following date of hire or rehire, with corresponding Stability/Coverage Period 12-month Standard Measurement Period of Nov 1 st through Oct 31 st, with corresponding Stability/Coverage Period of Jan 1 st through Dec 31 st of the following year Plan enrollment to be administered by a third party vendor, with direct pay by employee and employer costs billed to individual agencies (not to our centralized Payroll system)

NC OSC Solution 32 Configure a custom infotype to store: Measurement Period dates Initial assessment of eligibility Stability/Coverage Period dates (first year) Measured hours per week Stability/Coverage Period dates (additional year) Custom programs to automate creation of the infotype records, measurement of hours, report of measured results Manual process for making offer to employees Enrollment data to be brought back into our centralized Payroll system to support IRS reporting

Example of custom infotype 33

34 Example of custom infotype

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Example of custom infotype 36

Example of custom infotype 37

38 Overview of NC OSC ACA Process Infotypes Hire Process Reports Captures: - Hire/transfer Date - ACA Expectation IT9701 ACA IMP BN Plan: ACA Min Value Vendor Paper Enrollments Offer to EE IRS Form 1095C Tax forms EE enrolls and pays directly IT9701 ACA SMP ER Cost Billed to Agencies Within SAP System Program to create infotypes Eligibility file Calculation Program

Questions? 39

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