2. HCM – Human Capital Management
Employee Self Service
Start
Welcome!
My Name is _____________________________
I work for _______________________________- and have worked at ASU for ________________________
Today we are going to learn about HCM _ Human Capital Management. HCM will Replace HRMS on July 2nd.
HRMS is the software used by HR to track and edit Human Resource Data.
HCM – Human Capital Management

3. This Presentation Will Show You…
How to access the system
How to view your Personal Information
How to view your Payroll and Compensation info
How to view your Benefits
How to request paid time off
Changes to the payday calendar
How to record hours worked
How to get help and more information
Next steps
Here is the list of topics that we will cover today.
The presentation will probably run the entire two hours.

4. About This Presentation….
This presentation contains the facts about the transition from HRMS to HCM:
What the changes are
Why the changes are being made
How they will affect you
Two of the items are significant changes:
Changes to recording hourly work
Changes to the Pay Date calendar for everyone
For Each of the topics, we will talk about what the changes are, why the changes are being made, and how they will affect you.
Two of these changes are significant in nature.
In the new system we will change how hourly employees record their work hours, and we will all experience a change to our pay date calendar.
This presentation will give you direct correct information about these changes.
You may strongly agree or disagree with these changes.

5. This Presentation is:
NOT an open forum to discuss the merits of the changes! (The system changes have been agreed to by the President’s office and department leadership.)
NOT a place to vent your strong support or disagreement with the new changes.
NOT a place to attempt to change the system with the strength of a cleverly-worded question.
These changes have been discussed and negotiated for months from the President’s office down through Department Leadership.
This meeting is not an open forum to discuss the value of the changes, or whether they will happen or not.
The changes have been decided upon and there isn’t anything that can be said in this meeting that will change that fact.
The goal here is to give you the facts and information you need to make an informed response to the changes at hand.

6. Ground Rules
Please ask questions to further your understanding about how the system works.
Please read the FAQs in your Reference Guide prior to asking your question.
Here are some groundrules for this presentation –
Please, please please ask questions to increase your understanding of the situation – it is the goal of this presentation that you understand the changes clearly.
Please DON’T ask questions that are veiled statements of your opinion.
There are FAQs (Frequently Asked Questions) in your Self Reference Guide. Please read those during the presentation so that you can be as informed as possible.

7. Don’t shoot the presenter!
Ground Rules
And last:
(S)he has volunteered to deliver this message and learned the content only a few weeks before you did!
This person is not responsible for the decisions and can cannot change the system no matter how passionate your argument.
Don’t shoot the presenter!
Lastly, Please don’t take out any emotion you have on the presenter.
The presenter only found out the content of this presentation a couple of weeks before you.
Shouting at him or her will not change the system, and will increase the tension in the room. . .

8. Some Quick Definitions
HCM – Human Capital Management – the replacement for HRMS (Human Resources Management System) – This is the new software and procedures for the HR world.
Exempt - From today forward, those employees who are paid an annual salary
Non-Exempt – From today forward, those employees who are paid hourly.
Employee Self Service – the portal where you access your data in HCM.
Let’s go through a couple of definitions that we will use today –
HCM stands for Human capital management – it’s the new software that ASU will use to track and edit HR data.
We’ve had lots of definitions of Exempt and Non-Exempt in the past.
For the purposes of this meeting –
Exempt are employees who are paid an annual salary
Non-Exempt are employees who are paid by the hour.
Employee Self Service is the portal where you will go to access your data and perform transactions.

9. Accessing the System
First we will talk about how to access the new HCM System and other HR information you need.

10. To access Info About HR:
Available from any internet connection!
HR’s web site is still the one-stop shop where you can get information and forms for HR transactions.
[CLICK] New to the website is the HCM link. Click on it to see all the info about this NEW HCM system.

11. To access Info About HCM:
Available from any internet connection!
This is the HCM page.
This is THE source for information about HCM
All the info presented today is here, as well as the FAQs, related links and access to the Portal itself are here.
Be sure to check back here for additional information as it becomes available.
This is an excellent site to add to your favorites!

12. Employee Self Service Portal Access
You can get to the portal from the HR website, the HCM web site or by typing in the URL
The New Employee Self Service Portal is where you will access all of your HR information online.
To get to employee self service, you open any web browser and navigate to http____________________________________
Some notes:
Any browser will work (macintosh and PC)
Don’t have to be logged into ASU
Can do this from home, or on the road
Available 24/7
Secure web link
Log in with your ASURITE ID and Password

13. Accessing Your Personal Information
Next we will talk about how to view and edit your personal information

14. Your Personal Information
Now you can update your personal Information online, 24/7 from any computer that can reach the internet.
This replaces the paper form that you printed out and hand-carried to USB.
When you make a change, it is changed globally and in real time – all ASU systems that are connected to PeopleSoft are updated.
There are several advantages to having access to your information online.
Now you can update your personal Information online, 24/7 from any computer that can reach the internet.
This replaces the paper form that you printed out and hand-carried to USB.
When you make a change, it is changed globally and in real time – all ASU systems that are connected to PeopleSoft are updated.

15. View and Update Your Information
From the Eportal -> Click on Self service, then Personal Info
This is the Personal Information page –
You can view and edit your data by clicking on the Personal Information Summary link
You can change these items
Home and Mailing address
Phone numbers
Addresses
Emergency Contacts
Marital Status

16. View Your eProfile
Change your data by clicking on the “Change” buttons.
Changing your data is quick and easy.
Scroll to the place where you want to change and click on the appropriate button.

17. View and Update Your eProfile
In each screen, you can change, add, delete and save your changes.
Changing the data is straight forward.
You can edit existing data by simply typing in the new values.
You can delete rows by clicking on the delete button and add data by clicking on the add button.
Always click on Save when your are done.

18. Payroll and Compensation
Next we will talk about how to view your payroll and compensation information online.

19. What’s new? You will be able to see pay information on-line.
view checks and advices online (beginning July 16, 2007)
make changes to W-4 forms (non-resident aliens excluded)
request direct deposit.
After July 2nd, you will be able to access your pay information on line.
You will be able to view your next pay check (July 16) in the new system,
You can make changes to your W4,
Request a new w2,
Print the pay advice for your Direct deposit Or
View your pay check online.

20. Payroll and Compensation
From the Eportal -> Click on Self service, then Payroll and Compensation
These are the items that will be in the payroll and compensation.
They will look slightly different in the actual portal.
Over time, more features will be added.
To begin in July, you will be able to:
View your paycheck on line
Make voluntary Deductions
Manage your direct deposit
View your compensation History
Edit your W-4 Info.

21. Payroll and Compensation
Employee Self Service -> Payroll and Compensation -> View Paycheck
If you get a paper paycheck, you can view the information here.
Paper paychecks will continue to be mailed.
You can view current and historical pay checks here.
If you receive a paper paycheck, that will continue.

22. Payroll and Compensation
Employee Self Service -> Payroll and Compensation -> View PaySlip
If you have Direct Deposit, your payslips can be viewed and printed here.
You will no longer get physical mailings of your pay slip (advice) – you can come here to print them at will.
Your Pay slip is your pay advice.
ASU will no longer print and mail you pay advices (slips) but you can come here and view and print them at any time.

23. Payroll and Compensation
Employee Self Service -> Payroll and Compensation -> Direct Deposit
Here you can easily edit your direct deposit settings.
You can review and edit your direct deposit settings and change them here.

24. Payroll and Compensation
Employee Self Service -> Payroll and Compensation -> W4 Tax Information
Your W-4 changes are easily made online.
You can change your withholding (W4) online.
Fill in the values and click on the save button at the bottom.
(Do we know if changes are instant?)

25. Payroll and Compensation
And request a W-2
You can also request a W2 to be sent to the address you specify.

26. Why are we Changing to ePay?
The new system will be easier for you. You will have access:
From any computer that is connected to the internet
Any time day or night
Changes are real time (no delay) and are changed in every system that is connected to PeopleSoft.
Just like eProfile – ePay gives you instant access and real time changes to your data.

27. Benefits

28. Benefits The new system will be available as follows:
July 2007 for new-hire enrollments
August 2007 for Open Enrollment elections
January 2008 for Qualified Life Events changes
In the interim, any benefit change requests will continue to be done via hr/forms
Declaration for Change Form
Leave of Absence Form
Not much is changing in benefits for phase one of this implementation.

29. Benefits Declaration of Change www.asu.edu/hr/forms
Declaration of change form

30. Benefits Leave of Absence Form www.asu.edu/hr/forms
Request for Leave of Absence
This is what the new leave of absence form looks like.
You can find it under “R” in the HR/Forms area on the HR website.

31. Benefits
Most benefits will be effective the first of the next pay period
Premiums will be withheld each pay date:
26 pay periods for employees being paid year round;
Less pay dates for employees on 8-, 9-, or 10-month pay schedules;
Additional pre-collected benefits deductions to cover the summer months will be withheld beginning January of each year.
Dependent information and beneficiary information will be viewable online in July.
Dependent info and beneficiary information will be updatable in Open Enrollment, next opportunity will be January.
How does an employee with a hire date during the year figure out their forfeiture date this year?

32. Requesting Paid Time Off
Next section is Requesting paid time off.

33. Requesting Paid Time Off
Requesting Paid Time Off (vacation or sick days):
Exempt (Salaried) employees will use the online time sheet.
Non-Exempt (Hourly) employees will fill out a paper form available at and turn it in to the Department Time Admins.
Department Time Admins will enter requests in the online time sheet.
Now all paid time off requests will be handled through an online time sheet.
This time sheet will be filled out by exempts directly online via the employee self service portal.
Non-exempts will use the “Request Paid time off” form found at
Print out the form, fill it out and return it to the department time administrator.
The DTA will enter the data into the time sheet.

34. Requesting Paid Time Off
The online time sheet offers these benefits to everyone:
Automated Calculation of Payable Time Including Overtime/Comp Time For Non-Exempt Employees.
Future Entries of Paid Time Off Accepted
Verification of Paid Time Off Requests Against Accrual Balances
FLSA Compliance
Because all of the data goes into the time sheet, everyone will have the advantages listed here.

35. Requesting Paid Time Off - Exempt
Employee Self Service -> Time Reporting -> Report Time -> Web Clock
Here’s how to fill out the form:
To navigate to the form, click on Time reporting, and then time sheet.
[CLICK] Pick the week of the time you want to reference.
[CLICK] Type in the hours you are requesting off
[CLICK] Select the reason for the time off from the Time Reporting Code
[CLICK] Click on Submit.
[CLICK] A different row is required for each different type of reason (vacation, sick time, etc.)

36. Requesting Leave for Hourly
Request for paid Time off

37. New Pay Date Calendar

38. Change to the Pay Date Calendar
ASU will be joining the other Arizona Universities, Arizona state departments in processing all pay on a bi weekly lagging pay system.
If you get paid TWICE a MONTH (Semi-monthly or SM), you will be paid EVERY OTHER WEEK (Bi-weekly or BW).
26 pay checks instead of 24
Annual pay doesn’t change
Each pay check will be slightly smaller (there are two more paychecks in each year!).
ASU will be joining the other Arizona Universities, Arizona state departments in processing all pay on a bi weekly lagging pay system.
This means that you get a paycheck every other Friday for the work performed in the weeks prior to the week that they paycheck arrives.
There will be three pay checks in July and august with varying amounts as we transition to the new system.
See the BPG.

39. Change to the Pay Date Calendar
Auto deposit will roll over automatically.
Paycheck estimator online is available so you can plan. (HCM website)
The new pay date calendar is a lagging week schedule, which allows for corrections prior to pay check delivery.
ASU will be joining the other Arizona Universities, Arizona state departments in processing all pay on a bi weekly lagging pay system.
This means that you get a paycheck every other Friday for the work performed in the weeks prior to the week that they paycheck arrives.
There will be three pay checks in July and august with varying amounts as we transition to the new system.
See the BPG.

40. Change to the Pay Date Calendar
Week 1
Week 2
Week 3
Week 4
Current System
Paycheck here
Is for these two weeks
Lagging Week System
Paycheck here
Week 1
Week 2
Week 3
Week 4
This shows the difference of a lagging week –
The first row shows the system prior to July 2007.
The second row shows the system in July.
Is for these two weeks
Lagging Week

41. Transition to the Pay Date Calendar
Next Two week pay period
First two week pay period in the new pay date calendar
Next Two week pay period
Next Two week pay period
Normal first bi-weekly paycheck would have been 3 weeks later
Adjusted bi-weekly paycheck
Rather than waiting three weeks in July for your first bi weekly paycheck, ASU has chosen to phase in the new schedule so that the transition is as easy as possible.
[CLICK] – This is the date of the last semi-monthly paycheck
[CLICK] – The first biweekly pay period is July 2 – July 13
[CLICK] – Normally the first bi-weekly paycheck would be at the end of the following week (July 20)
[CLICK] - ASU has chosen to ease the transition by moving that paycheck up to July 16. (2 weeks + a weekend between paychecks)
[CLICK] – The next pay period is July 16 – 27 -
[CLICK] – The next normal pay check would be Aug 3
[CLICK] – ASU is easing the transition by moving the pay date to July 31(2 weeks and one day)
[CLICK] – The third pay period is Juy 30 – Aug 10
[CLICK] – the next normal pay would have been Aug 17
[CLICK] – Instead – Aug 15 (2 weeks + 2 days between paychecks)
[CLICK] – Next pay period – Aug 13 through Aug 24
[CLICK] – Next normal pay is Aug 31 – we will be fully on the new schedule by here.
Last Semi-Monthly pay check
Adjusted first bi-weekly paycheck (2 weeks and weekend)
Next “Normal” bi-weekly paycheck
Adjusted bi-weekly paycheck
Next “Normal” bi-weekly paycheck
Regular bi-weekly paycheck

42. Change to the Pay Date Calendar
Pay Period Begin Date
Pay Period End Date
Normal
Pay Date
New
Impact on
June 16, 2007 (SM) June 25, 2007 (BW)
June 30, 2007 (SM and BW)
June 29, 2007
FRIDAY
No Change to
This will be the last pay for SM/BW on current system
July 2, 2007
July 15, 2007
July 20, 2007 FRIDAY
July 16, 2007
MONDAY
4 days early
July 29, 2007
August 3, 2007 FRIDAY
July 31, 2007
TUESDAY
3 days early
July 30, 2007
August 12,
2007
August 17, 2007
August 15, 2007
WEDNESDAY
2 days early
August 13, 2007
August 26, 2007
August 31, 2007
True lagged biweekly pay date
As scheduled
This is the same data as the last slide only in table form – it is also in your reference guide.

43. Why Change the Pay Date Calendar?
Historically ASU processed 24 semi-monthly payrolls and 26 bi-weekly payrolls for a total of 50 payrolls each year.
Converting everyone to the same schedule, ASU can reduce the payrolls to 26. This simplifies the system and reduces cost, increases accuracy.
The driving force for this change is to reduce the complexity and cost of the system.
With everyone on the same system, it will be more reliable and less expensive to run.

44. Record Time
Next we will talk about the new system that Hourly employees will use to record their time.

45. Record Time for Hourly Employees
Hourly (non-exempt) employees will record their time using the web-clock application.
The application records the time that you click at the beginning of the day, out and in for lunch and the conclusion of the day.
These clicks are called “Recorded Time”. At the end of each pay period, the Department Time Administrator will run a process to convert your Recorded Time into payable time, applying University policy and FLSA rules.
Hourly (non-exempt) employees will record their time using the web-clock application.
The application records the time that you click at the beginning of the day, out and in for lunch and the conclusion of the day.
These clicks are called clickable hours. At the end of each pay period, the Department Time Administrator will run a process to convert your clickable hours into payable hours, applying University policy and FLSA rules.
For employees that do not have ready access to a computer, the department may approve the use of paper time cards and the Department Time Administrator will have to enter arrival time, departure time and meals into Peoplesoft manually.

46. Record Time for Hourly Employees
Employee Self Service -> Time Reporting -> Report Time-> Web Clock
Normal use is to click In at the beginning of the day.
Then click Meal at the beginning of lunch
Then click IN at the end of lunch
Then click OUT at the end of the day.
(Break is not used)
If you punch in and out for 6 hours or more, and don’t include lunch, the system will record a 30 minute lunch.

47. Record Time for Hourly Employees
Let’s read through the FAQs in the ESS Reference Guide
Read through the FAQs on Page __________ in the reference guide.
This is a good time to point to the FAQ on the websites.

48. Why Record Time for Hourly Employees?
Ensures FLSA compliance – you’re being paid according to the fair labor standards act!
You will receive overtime, comp time when you should.
There will be an accurate reflection of your time worked.

49. Department Time Administrator
Any time the time recorded is changed, you need a signed form –
Then the department admin will be able to update your time record.
Go to HR forms – look for “Time Adjustment Form”
Departments must keep signed, approved documentation on file. (audit trail)
If there are corrections to the time recorded, the employee must get a “time Adjustment Form” from the HR/Forms web site fill it out, sign it, have your manager sign it and return it to the Department Time Administrator.

50. Where to get help

51. Where to get more info www.asu.edu/hr www.hcm.asu.edu/human_resources
Call the HCM help desk (480)
There are lots of places to get extra info and help.
Remember that the new system doesn’t come on line until July.
Go online to get the most current and accurate information –
Take your co-workers online to the HCM.ASU.EDU site – all the information that is presented here is there as well.

52. Next Steps
Last bit – Neext Steps

53. Next Steps
If you are Hourly (non-exempt): Discuss with your manager and department the details of how you will record your time.
Identify your Department Time Administrator.
Review the auto withdrawals from your direct-deposit account.
Encourage co-workers to go to the HCM site for the latest information about HCM.

54. PLEASE, “Get on the Bus” Change is hard!
HCM
Change is hard!
You may have strong feelings about the changes.
You can affect how difficult or easy the transition will be for your department.
We all can choose to create discord, or we can choose to help our departments manage the change smoothly and easily.

55. PLEASE, “Get on the Bus”
HCM
All those who want to be helpful can “Get on the Bus” with the rest of us…. We hope you will all be there.