PeopleSoft Time and Labor Implementation Meeting Department of Administration October 2011

Welcome

Presenters: Connie Guerrero, Information Services Manager, Office of Human Resources Nancy Ruoff, Payroll Services Manager, Office of General Services

Meeting Agenda  Welcome  SH A RP PeopleSoft 9.1 Upgrade & Time and Labor  Time and Labor Module Overview  Workflow  Integration with SMART  Tasks  Next Steps  Wrap Up & Questions

SH A RP PeopleSoft 9.1 Upgrade & Time and Labor

Why Upgrade SH A RP to PeopleSoft 9.1? Extended support for Oracle PeopleSoft Enterprise 8.9 ends December 31, Under current support schedules, upgrading to 9.1 provides the opportunity for extended support through September, 2017 Completes transition of all non-regent State agencies to PeopleSoft Time and Labor

Why Upgrade SH A RP to PeopleSoft 9.1? Provides opportunity for increased efficiencies Ability to issue Electronic W-2s Improved Self-Service capabilities New ‘look and feel’ with PeopleTools upgrade

JANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDECJANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDECJANFEB Convert to Production Build Technical Platform Configure Environments Fit/Gap Data Conversions to Environments (Multiple Test Passes) Design, Program, Unit Test Change Management/Communications Deployment Prep Execute System Test Training Updates/End User Training SHARP PeopleSoft 9.1 Upgrade Project Timeline

Time and Labor v9.1 Implementation Timeline Plan & Analyze Oct ’11—Feb ’12 Design Feb ‘12—Apr ’12 Build May ‘12—Oct ’12 Test & Deploy Nov ’12—Feb ’13 Support Feb ‘13—On Host T&L Kickoff Meeting Identify Agency Contacts Conduct Task Meetings Complete Agency Tasks Make Agency T&L Implementation Decisions Conduct T&L Implementation Meetings Design Training Curriculum Modify System Execute System Test Conduct T&L Implementation Meetings Distribute Final Agency Tasks Adjust Agency Interfaces Clean Up Data Build Data Conversion Processes Build Training Curriculum Complete System Test · Conduct T&L Implementation Meetings · End-Users Complete CBT Training · Plan Cutover · Test Agency Interfaces · Test and Load Data for Conversion · Reconcile Data · Establish Help Desk · Validate System · Cutover to Time and Labor Feb 2013 Support Production Respond to Agency Feedback Decommission Redundant Agency Systems

Time and Labor Agencies with complex labor distribution requirements requested the acquisition of the Time and Labor module during the implementation of the Statewide Management, Accounting and Reporting Tool (SMART)

Time and Labor Time and Labor provides for the automated integration of Labor Distribution information between SH A RP and SMART Provides the capability for Employee Self-Service timesheet entry

Time and Labor 11 Pilot Agencies were selected for the initial implementation of Time and Labor that went live in June 2010 on v8.9 The Statewide implementation of Time and Labor will allow existing Custom Time and Leave programs/processes in SHARP to be eliminated in 2013

Time and Labor Agencies will have some level of access to timesheets in the existing Time and Leave module in SHARP beyond 2013

Benefits of Time and Labor Provides ability for agencies to utilize Employee Self-Service for on-line employee time entry, eliminating paper time documents! Greatly reduces the use of paper by the State of Kansas

Benefits of Time and Labor Saves time by allowing the person working the time to enter it Speeds up the approval process both by sending an notification when time is submitted and by allowing the supervisor to perform approvals electronically

Benefits of Time and Labor Funding has returned to the Timesheets / integration with Project Costing Leave balance information is on the Timesheet Exempt and Non-exempt employees use the same Time Reporting Codes (TRCs) to report leave Create work schedules that display hours that differ between week 1 and week 2

Current Time and Labor Agencies Adjutant General Department on Aging Department of Agriculture Kansas Bureau of Investigation Citizens Utility Ratepayer Board Kansas Corporation Commission Department of Health and Environment Department of Labor Department of Commerce Board of Regents Department of Wildlife, Parks & Tourism

Time and Labor Module Overview

Time Reporter Data Agencies enroll employees in Time and Labor as a time reporter in order to determine: –How the employee will report time by assigning them to a timesheet template. Templates determine the fields that will be displayed on the electronic timesheet to the employee and/or timekeeper

Time Reporter Data –How the system will process the time by assigning them to a workgroup. Workgroups represent employees with similar criteria (i.e. 7 or 14 day FLSA schedules, Self-Service or Timekeeper, etc.) for purposes of editing in the Time and Labor batch processes

Time Reporter Data –How the system will assign funding to codes reported on the timesheet by assigning a default Taskgroup. Taskgroups are linked to Task Profiles which determine if the funding is based on values in the Department Budget Table or from specific funding combinations that integrate with the SMART Project Costing module

Time Reporter Data –How the system will identify employees being sent over via an approved time and labor interface by entering a TCD group (interface agencies only)

Time Reporter Data Click on the Time Reporter Data Hyperlink to access the Time and Labor Data page

Time Reporter Data Page

Assign Work Schedules Existing Position/Job Work Schedule is not used by Time and Labor. Schedule will be assigned in Job Data. Work Schedules are required and used to default time reporting codes and hours into the SHARP timesheet. Work Schedules are also used by Time and Labor rules, especially FLSA rules.

Assign Work Schedules A list of the available work schedules in Time and Labor can be found under the Time and Labor Section of the SHARP Documents website: A schedule cross walk between Work Schedules in Time and Leave vs. those in Time and Labor can be found under the Time and Labor Section of the SHARP Documents website:

Assign Work Schedules The SHARP Upgrade team will automatically cross-walk the employees existing Time and Leave work schedule to the matching Time and Labor schedule. If you would like a new schedule created please contact Brent Smith at

Assign Work Schedule

How Time Gets to Timesheet Three ways to get data to Timesheet (Reported Time): 1.Employee Enters Time (Default for All Agencies) 2.Timekeeper Enters Time 3.Interface

Assumptions Employees will enter their time via Employee Self-Service unless they do not have access to enter their own time Approval for existing custom timesheets that have been previously approved under Bulletin (Official Time and Leave Document) will be revoked upon implementation of the Time and Labor module

Assumptions Interfaces into Time and Labor will be allowed for existing time interface agencies with custom systems Agencies requesting to interface into Time and Labor must complete the form located at:

Reported Time Timekeepers Time and Labor High-level Overview Self-Service Scheduling Scheduled Time HR Data Interface Time Reporting Rules Projects Payable Time Administration Time Approval Payroll GL Time Approval

Employee Self-Service

Electronic Timesheet (SOKTASK Timesheet Shown – Self Service)

Electronic Timesheet (SOKTASK Timesheet Shown)

Electronic Timesheet (SOKTASK Timesheet Shown – Self Service)

Paper Time Document

How Reported Time Gets to Payable Time / Exceptions

Time Administration Time Administration is the rules processing program Time Administration runs during nightly batch cycles (Sunday-Friday nights)

Time Administration Time Administration also runs during the weekday at: –11:00 AM –3:30 PM During the weekday, Payable Time and Exceptions are visible after Time Administration finishes

How Payable Time Gets to Payroll

Workflow

Time and Labor Workflow Time and Labor uses a process called Workflow to distribute s providing details on where time entered is in the process. Workflow s include:

– to Supervisor when an employee submits their timesheet – to employee when their supervisor approves or denies their timesheet Time and Labor Workflow

Reports To Position Number- Time and Labor determines the supervisor assigned to the employee’s position via the ‘Reports To’ position number assigned to a Position in SHARP Time and Labor Workflow uses the address stored in Employee Self-Service to distribute messages to both the Employee and Supervisor

Time and Labor Workflow All agencies provided the Department of Administration with a default address that is inserted when an employee is hired to the State Employees should be instructed to change this to either their work address or to an address that they regularly monitor if possible

Time and Labor Workflow Each agency will be provided with their default address. Agencies will need to: –Confirm is correct, or –Provide replacement

Integration with SMART

SMART Integration

SMART Integration Project Costing Project Costing allows agencies to track and analyze all costs associated with a project, including items such as –Equipment –Contractual services –Payroll Costs (including Fringe)

SMART Integration Project Costing Costs collected can be tracked, reported and/or billed to a specific project Projects can be established as a grant or non-grant project Each project must have at least one activity (reimbursable or non- reimbursable)

SMART Integration Project Costing Project Costing module integrates with Time and Labor (Payroll) Purchasing Accounts Payable/Expenses Contracts Commitment Control Billing General Ledger Grants

SMART Integration Project Costing Agencies will need to decide if the use of Project Costing integrated with Time and Labor can benefit their agency

SMART Integration Project Costing Potential benefits include: –Efficient tracking/analysis of project costs –Flexible reporting of grant transactional history –Ability to track labor hours charged to a project by employee/pay period

SMART Integration Project Costing Agencies choosing to utilize Project Costing will need to work with SMART staff to set up Projects for their agency Additional chartfields are required for agencies integrating with Project Costing

SMART Integration Project Costing Required chartfields for all agencies –Department ID –Fund –Budget Unit –Program Code –Account

SMART Integration Project Costing Additional chartfields for agencies using Project Costing –Project Costing Business Unit (required) –Project (required) –Activity (required) –Source Type (optional) –Category (optional) –SubCategory (optional)

SMART Integration General Ledger Integration with General Ledger is the same for Time and Labor as it is currently for Time and Leave Only impact is the number of chartfields utilized based on combocode setup

Tasks

Identify Primary Contacts Task 001 Each agency will be asked to provide the names of two individuals who will serve as the Primary Contacts for your agency Two additional contacts will be requested for agencies implementing labor distribution functionality

Identify Primary Contacts Task 001 Task TL001 will be distributed on October 17, 2011 Responses will be due on October 31, 2011

Assign Taskgroup Task 002 TASKGROUP: Agency Defined (10 characters). Taskgroups typically begin with the first 3 digits of the agency number. –SOKNONTASK: Used for employees not reporting time to Projects. Funding is set up using Dept Budget Table/Position funding and NOT based on Task Profiles. Hours will not be sent to Project Costing

Assign Taskgroup Task 002 –Other Taskgroups: Agency assigned name. Agency creates Task Profiles and attaches them to the task groups –As the employee looks at their timesheet and clicks on the Task Profile magnifying glass, only those Task Profiles associated with that Taskgroup are visible

Task 002 Taskgroup/Task Profiles A meeting will be held on November 2, 2011 in Room 106 of the Landon State Office Building to provide more information on the integration between the Time and Labor module in SH A RP and the Projects module in SMART Task TL002 will be distributed during the week of November 7th

Task 002 Taskgroup/Task Profiles Meetings will be held in Room 106 of the Landon State Office Building on December 5, 2011 and/or January 9, 2012 to assist agencies with the completion of this task. Details on these meetings will be distributed with the task Task TL002 Taskgroup/Task Profiles is due on January 25, 2012

Time Reporter Data Task 003 Assign Time Reporter Data Task TL003 will include determining the following items for each of your employees: –Timesheet Template –Workgroup –Taskgroup –TCD Group (Interface agencies only)

Time Reporter Data Task 003 Agencies will be provided with a file of all of their active employees. This file will be used to complete the task Meetings will be held in Room 106 of the Landon State Office Building on December 5, 2011 and/or January 9, 2012 to assist agencies with the completion of this task. Details on these meetings will be distributed with the task

Task TL003 Time Reporter Data is due on February 1, 2012 Time Reporter Data Task 003

Electronic Timesheet Template Assign Timesheet Template to Employee on Time Reporter Data The Electronic (on-line) Timesheet is configured four different ways :

Electronic Timesheet Template SOKBASIC: Displays Time Reporting Codes (TRCs), Hours and Taskgroup. Used by employees that are not reporting time to a project. Assign Taskgroup SOKNONTASK (or similar) to these individuals. SOKTASK: Displays TRCs, Hours, Task Group and Task Profile. Used by employees who report time to projects.

Electronic Timesheet Template SOKTASKREQ: Same as SOKTASK except Task Profile is Required field SOKDETAIL: Contains TRCs, Hours and all General Ledger/Project Costing chartfields instead of Taskgroup/Task Profile. Used by Interface Agencies

Electronic Timesheet (SOKTASK Timesheet Shown)

Workgroups Workgroups represent employees with similar criteria (i.e. 7 or 14 day FLSA schedules, Self-Service or Timekeeper, etc.) for purposes of editing in the Time and Labor batch processes Workgroup options can be found at:

Workgroups Self-Service Work Group Options start with SS_ Timekeeper Workgroup Options start with TK_ Interface Agency Workgroup Options start with IN_

Agencies work on tasks for System Test Complete Task ID TL002 by January 25, 2012 Identify Primary Contacts Task ID TL001 by October 31, 2011 Attend Meeting on November 2, 2011 to learn more about Projects Module and Labor Distribution integrations Attend Meeting on December 5, 2011 for help on completing tasks TL002 and TL003 Attend Meeting on January 9, 2012 for help on completing tasks TL002 and TL003 Send in Interface Agency Request form by October 20, 2011 Time and Labor Tasks October 2011 to January 2012 Decide on usage of Project Module and Labor Distribution integrations by December 5, 2011 Complete Task ID TL003 by February 1, 2012

Next Steps

Time and Labor Training Current Time and Labor training is located online at –Note: These CBTs cover Current V8.9 Time and Labor (TL), not Future v9.1 TL – Revised Training will be available towards the end of 2012 –DATL370: Time and Labor Self Service; –DATL371: Time and Labor for Timekeepers; –DATL372: Time and Labor for Human Resource Administrators; –DATL373: Time and Labor Finance Maintenance

Next Steps Apply to be an interface agency no later than October 20, 2011 Determine if your agency is going to integrate with the Projects Module in SMART no later than the first week of December 2011 Send in Tasks by deadlines Attend additional Time and Labor Implementation Meetings – next meeting will be held in April 2012

Contacts

Existing SHARP help desk phone number ( ) with options for Time and Labor. Payroll/funding related to TL is via the Payroll option. Brent Smith, Office of Human Resources: or Heather DeBusk, Office of General Services: or

Questions?