Expanding HRMS while Minimizing Impact on Future Upgrades Session 1001 Jennifer Gehrt, Human Resources John Letourneau, Information Systems Kansas State University

Session Outline n Overview of HRMS implementation at Kansas State University n K-State’s Guiding Principles of System Development n Tips to Successful Modifications n Questions?

Kansas State University Overview n Fall 2000 Enrollment = 21,929 n Over 10,000 Active Employees n Land Grant Institution with employees in 105 Kansas counties and other states n Process payroll for K-State plus 4 affiliated corporations

PeopleSoft Users at K-State n About 400 PeopleSoft End-Users n Majority of data entry in Position, Job, Benefits, Deductions, Payroll, etc. is centralized— entered by HR & Budget Office staff

PeopleSoft Implementation/Upgrade n Dec 95 - Implemented PS 4.0 HRMS with Base Benefits & Payroll n Jun 98 - Upgraded to PS 6.01 Public Sector n Oct 99 - Upgraded to PS 7.51 HRMS Education &Government n Oct 01 -Upgrade to PS 8 HRMS

HRMS Sub-Modules Implemented n Position Management n Training Administration n Health & Safety

K-State’s Guiding Principles of Development n Don’t change COBOL n Don’t change Record definitions n Do change Panel Groups as necessary n Do create custom menus for new functionality/reports

K-State’s Guiding Principles of Development, continued n Do create thorough documentation standards so that changes to delivered PeopleCode can easily be found n Clone SQR’s

K-State’s Guiding Principles of Development, continued n Build sub-systems which interact with delivered PeopleSoft primarily in batch n Open communication between users and developers n Continuous feedback from users

K-State’s Tips to Successful Modifications n Effective Project Teams-- Empower project team leaders to make decisions!!

Effective Project Team is Key n Ideal functional project team member has background in multiple functions n Train functional team members on several PeopleSoft functions (i.e., hr, benefits, and payroll) n Functional and technical staff attend PeopleTools courses together, if at all possible

K-State’s Tips to Successful Modifications, continued n Enroll key functional staff in PeopleTools I course n Test all modifications in a production- size environment n When designing modifications…Think BIG - consider all possibilities, then re- think it again

Upgrade Tips n Trust the upgrade compare reports n Eliminate customizations with each upgrade

Do we always toe the line?

Why not follow the rules? n Several fields added to Position Data record n Created new Position Data panel – KSU POSITION DATA

Following the Rules... n KSU Employment Data Record n KSU Employment Data Panel

Unclassified Data n KATS Faculty/Staff – (K -State A ccess T echnology S ystem ) n Faculty Senate n Graduate Faculty Status n Misc. Dates

Summer School Processing n Uses interface from in-house Student Information System for course and enrollment data n Used for planning, budgeting, reporting n Batch update of JOB data record

Questions?

Expanding HRMS while Minimizing Impact on Future Upgrades Session 1001 Jennifer Gehrt, Human Resources, John Letourneau, Information Systems,