PeopleSoft Time and Labor Implementation Meeting Department of Administration April

Welcome 2

Presenters: Connie Guerrero, Deputy Director, Office of Human Resources Nancy Ruoff, Payroll Services Manager, Office of General Services 3

Meeting Agenda  Welcome  Upgrade Status and Activities  Time and Labor Overview  Time and Labor Reports  Task List for Time and Labor 9.1 Implementation  Agency Tasks  Agency Panel  Next Steps  Wrap Up & Questions 4

Upgrade Status and Activities 5

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 We are Here! 6

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 Agency Tasks Adjust Agency Interfaces Clean Up Data Build Data Conversion Processes Build Training Curriculum Execute and Complete System Test · Conduct T&L Implementation Meeting · End-Users Complete CBT Training · Plan Cutover · Test Agency Interfaces · Test and Load Data for Conversion · Reconcile Data · Help Desk · Validate System · Cutover to Time and Labor Feb 2013 Support Production Respond to Agency Feedback Decommission Redundant Agency Systems 7

Upgrade Status and Activities Conducted Project Costing and Time and Labor Integration Meeting - 10 Agencies decided to implement Project Costing Held two working sessions to assist agencies with the completion of Time and Labor implementation related tasks Agencies completed initial set of Time and Labor tasks being used for system test of SHARP PeopleSoft 9.1 upgrade! SHARP upgrade team members completed first round of system testing which includes a full ‘vanilla’ payroll cycle 8

Time and Labor Overview 9

Time and Labor – What is the Same? Preliminary Pay Calculations Leave Payouts Default into Timesheets for Separations Longevity Defaults into Timesheets Employees continue to be auto-enrolled into Leave Plans Same pages are used to view Leave Accrual Information 10

What is the Same Continued … Employees attached to a Work Schedule - Scheduled Hours /Codes Default on the Timesheet Two Weeks entered on the Timesheet 11

Require a Paper Time Document be Signed / Dated if Timesheet is changed after Employee No Longer has Access (If you updated an employee’s electronic timesheet, you must still ask the employee/manager to sign and date a paper time document) – You can Print Paper Time Documents (when needed) 12 What is the Same Continued …

Time and Labor- What is Different? Funding has returned to the Timesheets / integration with Project Costing Leave balance information is on the Timesheet Majority of employees will enter their Timesheet Info Electronically Now! Security (Timesheet Access / Can’t Approve Your Own Time) 13

What is Different Continued…. Agencies will Enroll Employees in Time and Labor 14

What is Different Continued.. 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 Non-Pay Affecting Leave Adjustments – Exploring Options 15

What is Different Continued…. Assign the Work Schedule on the Kansas Information Page in Job Data (No More Work Schedule field on Position Data) –Assignment method and Schedule Group will default as “Select Predefined Schedule” and “SOKID” and should not be changed –Agencies will enter the effective date and Schedule ID (Work Schedule) 16

What is Different Continued…. Regular and Overtime hours appear under other earnings 17

What is Different Continued…. Exempt Employee Time Reporting 80 hours of payable time must be recorded for exempts –Hours reported in excess of 80 will be ‘trimmed’ from the end and assigned to the of Non- Standard Time (NPT) Time Reporting Code –Agencies will need to instruct employees how to record their hours if you want the employee’s time distributed differently 18

What is Different Continued…. KPAYGL5C will replace KPAYWAGE –Agencies will transition from KPAYWAGE to the KPAYGL5C over the next several months –Effective with FY13, all agencies will receive the KPAYGL5C file in their MVS directory –KPAYWAGE report will be discontinued with the upgrade to 9.1 in February,

What is Different Continued…. KPAYGL5C provides many benefits –Includes more detailed data for agencies including 10-digit Deptid and new project costing chartfields –Provides flexibility to sort, filter, and subtotal wage/funding data by position, employee, funding, etc. to better meet agency reporting needs –Provides ability to accumulate KPAYGL5C information throughout fiscal year to generate fiscal year-to-date funding information by employee or position 20

What is Different Continued…. KPAYGL5C includes data elements that will assist agencies with reporting: –Employee based information like Paycheck Number, Paycheck Date, Employee ID, HR Department ID, and Position Number –Funding based information like GL Business Unit, Project ID, Fund, Program, and all other chartfields –Journal ID, Journal Date, and Journal Line 21

What is Different Continued…. 22

What is Different Continued…. 23

What is Different Continued…. Transition Information/Training –Both KPAYGL5C & KPAYWAGE will be available to all agencies from June 2012 through go-live in February, 2013 –Detailed information/instructions regarding the download and use of KPAYGL5C will be presented: May 17 th at ASTRA Meeting May 22 nd through Payroll web conference (details TBD) Individually (as needed) to agencies to assist in the transition 24

Time and Labor Reports 25

Time and Labor Reports Time and Labor provides several reports to help you monitor and manage the time reporting process Paper Time Document (KTL107) Existing SHARP Payroll Reports are still available (PAY002, PAY010, etc.) Vacation Leave Overage (KBEN354) – (same as current SHARP report) 26

Time and Labor Reports Workers Comp Notification (KTL106)– same as current SHARP report Leave Accrual (KBEN007)- same as current SHARP report Taskgroup Exceptions (KTL105) – Identifies employees whose Taskgroup has changed from the Taskgroup that is selected for the employee on the employee’s Time Reporter Page 27

Time and Labor Reports Payable Hours Exception (KTL104) – Identifies employees who are over/under their FTE in Hours for both exempt and non- exempt) Payable Status (TL001) - What is the status of the Payable Time? ex: Needs Approval, Approved, Taken by Payroll Etc.) 28

Time and Labor Reports Reported Time Extract (KTL108) - Timesheet entry data Payable Time Extract (KTL109) - Data that processed through Time Administration elabor 29

Agency Task List 30

Agency Task List Posted to SHARP website Handout Agency Task List 31

What is the Agency Task List? The Agency Task List is a tool to assist Agencies in managing agency tasks and activities in the transition to Time and Labor. Each Agency will be responsible to manage their own task list. 32

What is the Agency Task List? The Task List will: o Provide Agencies with a detailed list of transition and deployment related activities for agencies to complete during the months leading up to, during, and beyond go-live that they are responsible to complete o Be downloaded and customized by each agency to include agency specific items o Provide the start and end dates associated with the tasks and lists upcoming events for Agencies to manage time accordingly 33

Tasks 34

Review Default Agency Address for Self-Service -Task TL023 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 35

Review Default Agency Address for Self-Service -Task TL023 Each agency will be provided with their default address. Agencies will need to: –Confirm is correct, or –Provide replacement 36

Review Default Agency Address for Self-Service -Task TL023 Task TL023 will be distributed on May 1, 2012 Responses will be due on May 31,

Review Reports To Position Numbers in SHARP -Task TL025 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 38

Job Data displays the Employee ID of the Supervisor assigned to the Reports To position entered in Position Data. –Agencies are responsible for keeping this information up to date Review Reports To Position Numbers in SHARP -Task TL025 39

If the Reports To position is incorrect it could cause the employee to not get paid because he or she won’t be in the supervisor’s list of employees to approve time. Also, the notification will go to the incorrect supervisor. Time and Labor Workflow uses the address stored in Employee Self-Service to distribute messages to both the Employee and Supervisor 40

Review Reports To Position Numbers in SHARP -Task TL025 Task TL025 will be distributed on May 1, 2012 Agencies should review and update incorrect Reports To data in SHARP by June 30,

Complete Project Budget-Task – PC006 The Project Budget is the budget established by the agency and associated with a specific project Agencies who are implementing Project Costing will need to create a Project Budget in the General Ledger. 42

Complete Project Budget-Task – PC006 Project budget structures include three options. –Dept. ID, PC Business Unit & Project/Activity –Dept. ID, PC Business Unit, Project/Activity, and Service Location –Dept. ID, PC Business Unit, Project/Activity, and Fund 43

Complete Project Budget-Task – PC006 Task PC006 will be distributed on May 15, 2012 Responses will be due on June 15,

Agencies work on tasks Complete Task ID PC006 by June 15, 2012 Complete Task ID TL023 by May 31, 2011 Attend next Time and Labor Meeting on September 18, 2012 Time and Labor Tasks May 2012 to August 2012 Complete Task ID TL025 by June 30, 2012 Employees complete SMART web-based training for Project Costing, Grants and/or Customer Contracts 45

Agency Panel 46

Agency Panel 47

Next Steps 48

Next Steps Attend the next Time and Labor Implementation Meeting on September 18, 2012 Download the Agency Task list and assign staff to monitor and complete applicable tasks for your agency Send in Tasks by deadlines Enroll and track agency staff who need to attend SMART training related to Project Costing, Grants or Customer Contracts 49

Contacts 50

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? 52