Office of Human Resources OASIS HCM UPDATE Ambassador Meeting April 18, 2007 Your Information. Anywhere. Anytime.

Office of Human Resources OASIS HCM Agenda Talent Acquisition Manager (TAM) HR Position Management Payroll/Time & Labor Benefits Administration eApplications (Employee/Manager Self-Service) Training Communications

Office of Human Resources Talent Acquisition Manager (TAM)

Office of Human Resources Position Management Changes “Full” Position Management Position needed prior to recruitment Most employees will have a unique Position number “Group” jobs OK if: –Same title, department, “reports to”, funding source and percentage Non-exempt jobs reflect hourly pay rates FTE derived from standard hours worked Part of the eligibility rules for benefits Pay rate calculations use FTE to determine biweekly rate “Reports to” used to drive workflow associated with Front End

Office of Human Resources Position Management System Enhancements Modified Position Record to: Allow Worker’s Comp Code adjustment Job Group adjustment to meet EEO-6 reporting Capture category (BOR) from job code Add alternate ID to employee record for search capabilities Add flag to identify terminated employees not eligible for re-hire “Front end” to manage de-centralized access

Office of Human Resources Position Management Enhancement Effects to Business Reduced errors due to inconsistency in data Defaulting employee job data from Position Development of “front end” with workflow to automate business processes Use of Action – Action/Reasons with business definitions for use Improved/consistency in reporting

Office of Human Resources Mapped legacy job data fields to PeopleSoft fields Converted employees with job data Trained selected stakeholders to assist in data validation Action and associated Action/Reasons identified Used as basis for changes to employee records Configuration of key foundation tables Developing year end calendar Position Management Accomplishments

Office of Human Resources Payroll and Time and Labor Modules Payroll With the implementation of the OASIS HCM Project, the University is moving to a lagged biweekly payroll Biweekly payroll = 26 vs. 24 Scheduled effective date July 2, 2007 Deductions taken over 26 pays – fiscal paid employees

Office of Human Resources Time and Labor Non-exempt employees will use the PeopleSoft supplied web clock to record In and Out punches for work. Non-exempt employees will also use the supplied web clock for punch In and Out for lunch breaks. Departments will select a 30 minute or 60 minute meal deduction period. If they work over 6 hours in a day and fail to punch in and out for a lunch break, the system will automatically default and deduct 30 minutes. Exception Reporting for Exempts consistent with the current leave process.

Office of Human Resources Accomplishments Approval from ASU Administration for 26 Bi-weekly Lagged Payroll for all employeesApproval from ASU Administration for 26 Bi-weekly Lagged Payroll for all employees Modified payroll schedule for first three (3) paychecks to reduce impact on current semi monthly employeesModified payroll schedule for first three (3) paychecks to reduce impact on current semi monthly employees Positive Time Reporting for all non-exempt employees – Institutional DecisionPositive Time Reporting for all non-exempt employees – Institutional Decision FLSA Regulation Discrimination Phased data conversion and testingPhased data conversion and testing Direct Deposit Garnishments Tax Data General Deductions

Office of Human Resources Base Benefits Replaces HRMS (existing ASU Payroll system with benefits and retirement deductions only);Replaces HRMS (existing ASU Payroll system with benefits and retirement deductions only); Becomes ASU system of record;Becomes ASU system of record; Replaces State of AZ HRIS as ASU source benefits database. Stores complete benefits data;Stores complete benefits data; For Payroll processing, vendor interfaces, and management reporting. Stores retirement contribution data;Stores retirement contribution data; For Payroll processing and regulatory compliance.

Office of Human Resources Benefits Administration Enhancements Integrates with HR to automate benefits and retirement eligibility;Integrates with HR to automate benefits and retirement eligibility; Establishes coverage begin and end dates;Establishes coverage begin and end dates; Determines how position, employment, and life events impact benefits;Determines how position, employment, and life events impact benefits; Required for eBenefits functionality.Required for eBenefits functionality.

Office of Human Resources Impact on Business Work with other modules to send important benefits notices to new hires; Default core benefits & retirement enrollments; Allow employees to enroll online; Generate audit reports to proactively monitor benefits eligibility and enrollment, thus reducing rework. Customize leave and termination codes to manage employees’ benefits accurately;

Office of Human Resources Impact on Business (cont’d) Defines the academic year for benefits premium pre- collection & IRS compliance:Defines the academic year for benefits premium pre- collection & IRS compliance: Standard benefits deductions in the Fall (Aug thru Dec); Standard plus pre-collect deductions in the Spring (Jan thru May) to cover Spring and Summer months; Academic contracts other than Fall / Spring require fiscal pay; Minimal impact on pre-collected deductions.

Office of Human Resources Pre-Collected Health Deductions COVERAGECURRENT (17 Pays from 9/1 to 5/15) NEW (9 Pays from 8/31 to 12/21) NEW (11 Pays from 1/4 to 5/23) Single EPO $17.65$11.54$17.83 Family EPO $88.24$57.69$89.16 TOTAL Single EPO TOTAL Family EPO $300.05$ $299.99$ Single PPO $98.82$64.62$99.86 Family PPO $275.29$180.00$ TOTAL Single PPO TOTAL Family PPO $ $ $ $

Office of Human Resources HCM eApplications HCM eApplications Position ManagementPosition Management New Positions, Existing Position Changes Manager Self ServiceManager Self Service Promotions, Transfers, Salary Changes, Terminations Most hires commence in Talent Acquisition Contract Pay AdministrationContract Pay Administration eBenefitseBenefits New Hires, Qualified Life Events, Open Enrollment ePayePay Paycheck, Direct Deposits, W-4 Changes, W-2s eProfileeProfile Personal Data, Emergency Contact

Office of Human Resources eApplication Enhancements Improves and automates core HR business processes through technology;Improves and automates core HR business processes through technology; Streamlines processes; Reduces paperwork; Ensures data integrity. Allows managers and employees to manage their own data;Allows managers and employees to manage their own data; Includes manager workflow technology with approvals;Includes manager workflow technology with approvals; Department commencement Department / College / School approval Office of Human Resources administration Includes technology for employee to complete personal information, payroll, and benefits transactions at the home or office.Includes technology for employee to complete personal information, payroll, and benefits transactions at the home or office.

Office of Human Resources Training Plan in Development Introduction to HCM Presentation;Introduction to HCM Presentation; Available to VP Liaisons, BOMs/HR Liaisons, and departments. Manager Self Service Demonstration in development;Manager Self Service Demonstration in development; Other demonstrations being developed with the completion of individual eApplications;Other demonstrations being developed with the completion of individual eApplications; On-line or instructor-lead training required for access.On-line or instructor-lead training required for access.

Office of Human Resources Tools / Communications FAQ’s and moreFAQ’s and more Payroll EstimatorPayroll Estimator Group SessionsGroup Sessions Needs and concerns with regard to time reporting CommunicationsCommunications E-blast to all employees 0n 4/18 Insight Article on 4/20 Flyer to every employee on 4/25 Thursday, 4/19 – check website for updatesThursday, 4/19 – check website for updates PatiencePatience

Office of Human Resources July 2 nd – GO LIVE

Office of Human Resources Questions?