1. PiMs for Finance Information Session 4 th February 2016 Heidi Woolf Solution Architect Finance Business Solutions Joanna Woo Business Analyst Large Scale Solutions: IT Solution Delivery Harry Ziazias Management Accountant Finance

2. Agenda  Overview  Encumbrances  Accruals  Payroll Allocations Retrospective Prospective Key Changes

3. Overview  PiMs (People Information Management System)  Originally implemented in 1999 with no upgrades undertaken since original implementation  Product has been redesigned and underlying architecture has changed significantly  Multi-step upgrade process due to number of releases from 7.6 to 9.2  Like-for-like approach  New Payroll implemented  17 years worth of data conversion  High Complexity

4. Technical  ~250 Customizations  10,244 Custom Objects  40 Interfaces and Integrations  17,317 Database Tables Functional  10 Application Modules  169 Business Processes  ~20,000 HR Transactions per year resulting in ~230,000 Journals across 3 Ledgers comprised of >3,000,000 Journal Lines per year

5. Finance Functional Areas  Payroll transactions at Project level Actuals Encumbrances Accruals  Payroll Allocations (previously FSD09/10)  Financial Delegations  Various Inquiries and Reports

6. A few things to know  3 digit numerical Earnings Codes have been replaced by alphanumerical Earnings Elements e.g.  Payroll Allocations no longer in myUNSW  Security as in 7.6 today

7. Integration Map

8. Key Changes to Encumbrances  Encumbrance calculation based on Work Schedule Hours (changed from Calendar Days) resulting in slight increase in amounts (see example)  Payroll Tax oncost encumbrance calculated on Employer Super contribution  No encumbrance is calculated for employees for period of LWOP (Leave WithOut Pay) LSL (Long Service Leave) PARENTAL (Maternal & Paternal) Leave  No encumbrance is calculated for SUP CSS BB (Commonwealth Super Basic Benefit) & SUP PSS BB (Public Super Basic Benefit), affecting 8 employees. Due to low impact and CSS & PSS schemes being closed, this will be managed by a workaround.

9. Encumbrance based on Calendar Days i.e. Daily Rate = Base Salary or Allowance Annual Rate Calendar days (pro rata for part-time) Example 7.6

10. Encumbrance based on Work Schedule Hours i.e. Hourly Rate = Base Salary or Allowance Annual Rate Work Schedule Hours Work Schedule Hours = Total number of calendar weekdays for the year (Monday through to Friday including Public Holidays) multiplied by the number of hours per day or pro rata for part-time, i.e. in 2016, there are 261 weekdays X 7 hours for regular full-time staff equals = 1,827 hours Example 9.2

11.  Accrual calculation based on Weekdays  Accrual now excludes Annual Leave, Long Service Leave and Parental Leave  Accrual to be posted with last fortnightly pay in the period. For example, for the month end of June 2016, accrual will be posted along with pay on 11 th June Key Changes to Accruals

12. Calendar

13. Accrual calculation based on Weekdays (Monday through to Friday including Public Holidays) e.g. if the last fortnightly pay is within the week before the month end (e.g. January 2016), then the calculation is 1/10 days and if the last fortnightly pay is more than a week before the month end, then the calculation is 6/10 days (e.g. June 2016) For 2016, the month end periods that will calculate the accrual for 1/10 days are: January February March July August While month end periods that will calculate the accrual for 6/10 days are: April May June September October November Please note, there is no month end accrual calculation for December. Periodic Calculation

14. What are Payroll Allocations? Employee costs and on-costs are charged to a ChartField Combination specified as part of Payroll configuration. Payroll Allocations refer to the process within UNSW to make changes to where employee costs and on-costs are being charged. UNSW custom-built function that was originally implemented by Finance to reduce manual effort and improve efficiencies. Sometimes still referred to as FSD09 and FSD10 as these were the forms used in the past to action this by manual Journals.

15. What are Payroll Allocations? Retrospective for payroll expense entries that have already posted to the General Ledger i.e. salary and on-costs paid in a prior period Future payroll expenses i.e. salary and on-costs to be paid from a specified future Pay Begin Date onwards

16. Example Scenario Today is 02/02/2016 Employee A has been paid from ChartField X since 01/01/2016 Employee A should have been paid from ChartField Y Action Retrospective Payroll Allocation From Date : 01/01/2016 To Date: 29/01/2016 (Pay End Date of Prior Pay Period) Future Payroll Allocation From Date: 30/01/2016 (Pay Begin Date of Current Pay Period

17. Key Changes – Payroll Allocations  Retro Allocations All transactions for one Employee Record in one place Audit trail Attachment functionality Resubmit Status  Future Allocations Audit trail Streamlined Self Approval Overriding Allowances (Earnings Elements)

18. Retrospective Payroll Allocations Main Menu > Global Payroll & Absence Mgmt > Payment Processing > UNSW GL Processing > Retro Payroll Allocations

19. Prospective Payroll Allocations Main Menu > Global Payroll & Absence Mgmt > Payment Processing > UNSW GL Processing > Future Payroll Allocations

20. Retro Allocations - Key Changes All transactions for one Employee Record in one place Every Employee Record has a page and each transaction creates a new row on this page. To add a new request (blank row) click the icon in the top right hand corner of the page.

21. Retro Allocations - Key Changes Audit Functionality Ability to see who entered, submitted, updated, approved, rejected a transaction and the date/time this occurred.

22. Retro Allocations - Key Changes Attachment Functionality Ability to attach Word docs, Excel spreadsheets, PDFs and emails. Note: File name cannot be longer than 64 characters

23. 1) 2) Edit submitted request 3) Retro Allocations - Key Changes Resubmit Status I dentifies to requester when a request was modified post submission but not resubmitted for approval

24. Audit Functionality Ability to see who requested, last updated a transaction and the date/time this occurred Future Allocations - Key Changes

25. Streamlined Self Approval When the requester is also the approver, the request will automatically be approved upon submission. Note: for Retro Payroll Allocations, self approvers are still required to submit then approve a transaction via the Approver page. This requirement is in place as Retro requests can have multiple approvers (i.e. approver per ‘To ChartField’ line). 1)Enter future payroll allocation 2)Nominate self as approver from drop down menu 3)Click 4) Future Allocations - Key Changes

26. Overriding Allowances 3 digit numerical Earning Codes have been replaced by alphanumerical Earning Elements, making it easier to identify the correct allowances. Overriding a specific ‘Earning Element’ is done on the main line level. 2) Untick 3) A new column will appear – click 1) Input New ChartField Values 4) Search correct element and allocate % override Future Allocations - Key Changes

27. Employee A has two allowances being charged to ChartField X, which is the same ChartField as their normal salary. Both allowances need to be reallocated to ChartField Y. The employees normal salary will remain in ChartField X. Step 1: Find out the exact Element name for the two allowances allocated to Employee A Method One – Run Payroll Analysis Simple 3 Query (Run to Excel) Main Menu > Reporting Tools > Query > Query Viewer Example – Multiple Allowances

28. Method Two – Review GL Expenses Main Menu > Global Payroll & Absence Mgmt > UNSW Send Costs to GL > UNSW Review GL Expense Search by Employee ID and pick the second last search result. This will show results for the last finalised pay. The final row results will appear empty as General Ledger expenses cannot be populated until an employee has been paid. Click View All in the earnings tab and scroll down to see Element Name of allowances. Example – Multiple Allowances

29. Step 2: Enter ChartField Y into the ‘New ChartField Values’ and untick “Apply to All Elements” Step 3: Click ‘(none)’. The ‘Elements Overrides’ page will pop-up. Click the icon and search for the allowance ‘element name’. Allocate % Step 4: Remain on this pop-up page as the second allowance is to be charged to the same ChartField. Click next to the Percent to Allocate field. This will populate a new line. Repeat above for second allowance. Click Ok. Step 5: The ‘Element Override’ column in the ‘New ChartField Value’ box should now have value (multiple) instead of none. To confirm that the correct elements have been assigned click on this hyperlink. Step 6: Add a new line to the ‘New ChartField Value’ box and input ChartField X. Leave the ‘Apply all Elements’ box ticked. This instructs the system to leave the normal salary in ChartField X. Step 7: Select appropriate approver, add comments as required and click submit Example – Multiple Allowances

30. Support  PiMs Page in myUNSW https://my.unsw.edu.au/portal/unsw_secure/staff_secure/HR/hr_pims_implementation.ht ml  Finance Helpdesk  Phone x53330  Email financehelp@unsw.edu.aufinancehelp@unsw.edu.au