THE WIISE PROJECT HRMS v.7.5 Reinstall Vanilla with Web-based Time and Attendance Michael Meister Western Michigan University Angela MacDonald Garrett Haines Deloitte Consulting Kristin Hambelton Kronos Incorporated T5 - 2:30 PM Session HEUG 2001 Western Michigan University Integrated Information Systems Enterprise - WIISE

Vital Statistics Student Centered Research Institution founded in 1903 Doctoral/Research Extensive University - Carnegie Foundation Top 100 public universities - U.S. News and World Report Enrollment - 28,657 Operating Budget - 389,240,830 Payroll - 12,000 (3,485 Faculty/Staff) P/T Faculty/Students

HRMS v. 7.5 Upgrade Completed in Fall 2000 from v HR - Employment & Job Data/Benefits/Applicant Tracking Payroll - Compensate Employees/Contract Pay Budget - Position Management/Budget and Encumbrance Institutional Research - Manage Faculty Events Western Michigan University Integrated Information Systems Enterprise-WIISE PeopleSoft Environment

WIISE FINANCIALS - Completed Fall 2001 General Ledger v. 7.5 from v. 2.0 AP/Purchasing v. 7.5 from v. 6.0 Grants v. 7.5 (new implementation) Budgets v. 8.0 (new implementation) Western Michigan University Integrated Information Systems Enterprise-WIISE PeopleSoft Environment

Preliminary Findings: Heavily customized HRMS system required extensive Information Technology efforts Implementation of PS upgrades and fixes difficult and time consuming Technically driven processes rather than user driven No visible project organizational structure Desire for electronic time and entry system Western Michigan University Integrated Information Systems Enterprise-WIISE Why WIISE?

Recommendations: Re-install HRMS v. 7.5 Conduct a business process review prior to re- install to limit modifications and utilize application functionality Limit the level of modifications for ease of future upgrades Develop a structure to facilitate decision making and executive level buy-in University wide team researched time and entry vendors and chose KRONOS Western Michigan University Integrated Information Systems Enterprise-WIISE Why WIISE?

WIISE Organizational Structure Western Michigan University Integrated Information Systems Enterprise-WIISE

Project Timeline Western Michigan University Integrated Information Systems Enterprise-WIISE The project started in September 1999 with a fit-gap analysis. This was completed in December 1999 January started the design/construction phase which continued until testing began in August 2000 The project went live on September 18, 2000 with the Kronos piece rolling out over the next 6 months

FastTrack Methodology Western Michigan University Integrated Information Systems Enterprise-WIISE

Complete Architecture and Software Change ITEMOLDNEW Database: DB2Oracle Servers: MainframeUNIX Storage: LVD SCSIESS Backup: 8mmMagstar Reporting:ProductionReporting DB Western Michigan University Integrated Information Systems Enterprise-WIISE Technical Considerations

Preserves production stability Replicates long columns Optimize Reporting DB for reporting speed Optimize Production for on-line speed Zero data latency (actually, around four seconds) Western Michigan University Integrated Information Systems Enterprise-WIISE SharePlex Quest Reporting Database

Western Michigan University Integrated Information Systems Enterprise-WIISE Reporting Database Architecture

Western Michigan University Integrated Information Systems Enterprise-WIISE How it Works: PeopleSoft HR passes employee data to populate Kronos including accrual balances Employees enter time and leave via web timesheet Supervisors edit and approve timesheets online Kronos then passes calculated hours and updated accrual balances to PeopleSoft Payroll for processing Web-Based Time and Attendance and Leave Management

Western Michigan University Integrated Information Systems Enterprise-WIISE Why use Kronos with PeopleSoft: Different views – Start/Stop, Project Hours, Time Stamp Works with Kronos terminals and other Kronos data collection devices for every employee group –IVR, Windows, handpunch, Outlook All data is real-time, and not batch-processed 100% user configurable rules engine – refined over 20 years 2 nd generation web-based solution, going on 3 rd Bounded scope with definitive dates Web-Based Time and Attendance and Leave Management

WESTERN MICHIGAN UNIVERISTY Michael Meister Tammy Miller Kristi Schutter DELOITTE CONSULTING Angela MacDonald Garrett Haines KRONOS INCORPORATED Kristin Hambelton Western Michigan University Integrated Information Systems Enterprise - WIISE