Leave Management Implementation EPA’s New Time and Attendance Module Office of the Chief Financial Officer Office of Technology Solutions March 17, 2015 Office of the Chief Financial Officer Office of Technology Solutions

Agenda 2 What is Leave Management? Leave Management Benefits How are Employees Impacted? Communications Mechanisms Communications Plan Training Resources Implementation Timeline Questions and Final Comments

What is Leave Management? Implementing new module of PeoplePlus Time and Attendance system. Simplifies the leave management process by replacing the SF 71 Leave Request in Webforms or other Agency leave request methods with the new Leave Management module integrated within PeoplePlus Time and Attendance. There are no changes to the current EPA Leave Policy. Go-Live: Spring

Leave Management Benefits 4 Agency Eliminates redundant systems by integrating the leave request and approval process with the current Time and Attendance system. Records multiple data points, e.g. times and dates requests were made, approvals and rejections, providing an audit trail. Strengthens internal controls over the leave request and approval process. Employees Eliminates redundant data entry requirements for employees currently using Webforms or other Agency leave request methods. Supervisors Supervisors will no longer need to compare timecards to approvals on file.

How are Employees Impacted? All EPA Employees will be required to use the Leave Management module. – All EPA employees will be required to use the new Leave Management module to request leave. – All supervisors will be required to approve or reject leave requests in the new Leave Management module. PeoplePlus Coordinators will be responsible for keeping the primary and secondary approvers for each organization up to date within the module, just as they do now. 5

Communication ToolsAudienceFrequency Memos and s - Surrounding announcement, training, Go-Live, post Go-Live issues All AudiencesAs needed Intranet Web Content - FAQs, Intranet Homepage Banner, Project Facts All AudiencesAs needed Training * - Training materials, hands-on classroom training, webinars, and refresher training, etc. Employees Supervisors and PeoplePlus Coordinators As scheduled 6 Communications Mechanisms *Training schedule provided on slide 8

Communications Plan Aligns communications with delivery mechanisms. Provides key facts and messages for target audiences. Outlines schedule for communications deliverables. 7

Training 8 Training Locations and Proposed Dates ―Online Launched the week of March 30 th ―Headquarters Sessions will be scheduled with each Program Office beginning March 30 th through May 1st ―San Francisco April 20 th through 24 th ―Research Triangle Park April 6 th through April 10 th Train the Trainer Session for Regional PPL Coordinators to be held on April 7 th ―Cincinnati April 20 th and 21 st ―Kansas City April 27 th and 28 th

Resources 9 FAQs, webinars, Intranet homepage banner, and Training Materials OCFO OTS Communications Team (for general questions)

Implementation Timeline 10 MilestoneTimeline User Acceptance TestingMid to Late March 2015 TrainingLate March to Early May 2015 Go-LiveSpring 2015

Questions and Final Comments 11 Please direct any questions to… Rob Hill Lisa Ayala Sandy Pearlman