1. Time and Leaves Engagement Session
Business Management
HCM Engagement Team:
Linda Baer
Brian Gilbert
Tammy Synesael
Bobbi Gibson
Matt Clawson
Kim Dixon
Kristi Hartwick
Brittany Vestal
Renae Barbour
Carrie Brose
Jordan Coy
Lana Crum
Kelly Eberhardt
June, 2018

2. Agenda Engagement Sessions – What to expect Business Roles
Improvements / Changes
Time Management
Time Off
System Demonstration
What’s Next
Q&A

3. Business Management Engagement Series
Time and Time Off
Work schedules, time profiles
Terminology
Cost Distribution
Time /Time off Demonstration
Employee Data Changes
Promotions, Demotions, Lateral changes; AY/FY changes, pay changes, FTE changes
Terminations
Recurring and Non Recurring Payments and Mass Uploads
Recruiting and Onboarding
Hiring Process Faculty / Staff
Quick Hire Process - Students
Onboarding – I-9
Manage Pending Hire
Adpay scenarios and offer letters
This is only the first session in a series of 3. Our goal is simple – to start talking about the up coming changes with SuccessFactors. We have a lot to cover in our engagement series designed for business management. However, in the essence of time, there are things we are not able to cover – goals and performance. These engagement sessions are designed to show how things are processed differently in SuccessFactors.

4. Engagement vs. Training
Why are we changing?
What is changing?
What is the new terminology?
What does the new system look like?
Training
What is the new (step-by-step) process?
How do I access the new system?
How do I complete the tasks in the new system?
Who do I contact for help?

5. Why Change? It’s About Time!
Transaction Focused:
Paper-based entered, manual calculations and entry
System does the work:
Automated workflow, programmed calculations
Strategic Focused:
Real-time data produces needed reports for decision making
Moving towards a Strategic Focus requires:
Automation, less manual entry or calculation
Consistency from hire to retire processes increases data integrity
Exception based transaction review and approval
Culture of trust and accountability –empowers employee and manager

6. Engagement Expands Across Campuses
Success Factors Impacts
Business Management
Department Support
Supervisors
Employees

7. Security (Business Roles)
Business Management
Business Support Staff
Department Support Staff
Supervisors
Employees

8. Business Roles (ex. Business Support Staff) - Privileges
Creates employee changes – reclassifications, CUL, salary increases
Creates recurring and non-recurring payments
Updates Cost Distribution
Updates work schedules and time profiles
Initiator – Employee Data Changes EC and ECP
Creates action to terminate employees
Initiator - Terminations
Requests posting for quick hires (example – students, graduates, post docs)
Completes posting and hiring process within recruiting
Initiator – for recruiting requisitions
Privileges Grouped into Business Roles
Business roles assigned to positions

9. SuccessFactors
Terminology, Functionality

10. Terminology (SAP vs. SuccessFactors)
Current SAP System
Future SuccessFactors (SF) System
SAP/ECC – current SAP system – in one environment that holds master data, captures time, completes time evaluation and processes payroll
EC – SF Employee Central – holds master data
ECP – SF Employee Central Payroll – environment where some data related to payroll is held and processed
ECT – SF Employee Central Time – tracks time, leaves and completes time evaluation
Kronos – system to record and approve leaves and clock in/out times
Mobile Application – system to record and approve in/out times
Time and Absence Codes
Time Types
Leave Balances
Time Account Balances
Leave Requests
Time Off Request
Work Schedules
Org Unit
Department
Request for Posting
Requisitions within Recruiting

11. SuccessFactors: Employee Central (EC) vs EC Payroll
Org Structure
Employment Info.
Position
Org Info
Job Info
Key Dates
Additional Details (Faculty Info. Etc.)
Time Profile
Work Schedule
Compensation Info
Base Payment
Recurring Payments / Deductions
Additional Payments
Personal Info
Personal info.
Address
Biographical
EC Mash-up screens
Bank Info
W4 Tax Set-up
IT48/94 (Residence State)
Cost Distribution
Position
Job
EC – Time
Time Off
Leave Requests
Timesheet
Allowances
Premiums
Time Types
Payroll
Garnishments
Taxes
Calculation
AP/FI Posting Documents
Tax Reporter
Need to make sure we talk about cost overrides on the timesheet

12. Mobile Clocking Application
Time Functionality
Integrates with Employee Central (EC) Time
Records In and Out times for clocking employees
Supervisors approve time
Mobile Clocking Application
Timesheets – record duration hours
Time Evaluation
Supervisor Approves Time
Leave Requests and approval
EC Time
Receives time/leave information and cost overrides from EC Time
Cost Distribution resides in ECP
Payroll calculates employee pay based on employment salary information
EC - Payroll

13. Time Functionality
Key Changes

14. Time Key Changes
Business Support Staff create/review/edit Time Profiles and Work Schedules:
Time Profiles drive business logic and system automation
Work Schedules identify planned working time
Time Recording Profiles determine clock-based vs. duration based recording
Streamlined attendance and absence codes
Non-Exempt employees’ certification will be moved from the time sheet to the Effort Reporting Process

15. Time Profiles
Configured in the system and is linked to time types and allowances
Types – example Working Time, Training, Vacation, Holiday, Sick etc.
Allowances –Call Back (rates by shift)
Premiums – Shift Premiums
Defaulted based on position, org unit, employee class, and campus
Biweekly – student position – no benefits or holidays
Biweekly – regular non-exempt – benefits and holidays
Biweekly – Police and Fire – WL – benefits and holidays
Faculty – AY – no vacation but other benefits such as sick and sick family

16. Work Schedules
Work Schedules – Identify planned working time for an employee
Standard Work Schedules
Assigned to more than 10 employees (System wide)
May be fixed or rotating
Used as default based on employee type and employee class
One-off Schedules (unique to less than 10 employees)
Temporary Schedules (created one week at a time)
Work Schedules
Drive planned working time
Days of the week
Hours per day
Shift
Work Schedule Samples
Non-Exempt Monday – Friday 8 hours
Non- Exempt Monday – Thurs. 10 hours
Non-Exempt 2nd shift Monday –Friday 8 hours
Exempt – Monday – Friday 8 hours

17. Time Recording Profiles
Positive Time Recording Profiles Require Supervisor Approval
Mobile Application Time Recording
Employee records start and end times through smart phone app
Recorded hours push to timesheet
Duration-based Recording:
Employee records every hour worked on the timesheet through computer or kiosk
Benefits-eligible employees request time off through Time Off tile
Time off flows from the time off request to the timesheet
Employee records time worked
Employee submits timesheet
Supervisor approves timesheet
Timesheet flow to ECP

18. Time Recording Profiles
Negative Time Recording Profiles Only Require Exception Approval
Hours paid based on planned working schedule
Employee only records exceptions such as overtime, call back, etc.
Time off recorded through Time Off tile, flows from the time off request to the timesheet
Timesheet updated from schedule
Timesheet flows to ECP
System automatically approves
Put a flow where it does not go to the supervisor
Timesheet updated from schedule
Employee records overtime
Employee submits timesheet, if exception recorded
Supervisor approves timesheet
Timesheet flows to ECP

19. Time Recording Profiles
Questions
Who has a positive time recording profile?
How did we determine who is positive vs. negative?
Who will use the mobile application vs. duration-based time profile?
How will missed time enter/exit be fixed?
Can timesheets move forward with errors?
How will we communicate and train supervisors about approving time?
What will happen if the timesheet is not approved?
Common questions that would come out
Supervisors will be trained via an online on how to approve
Impact presentations for what will be the supervisors responsibility

20. Employee and Supervisor Responsible for Correct Time
Positive Time Recording – Employees record all hours
Negative Time Recording – Employees record only exceptions
Correct any hours or missing punches in a timely manner
Within the previous two pay periods
Employee is alerted they have a missing punch
Request Time Off in the system
Approve all timesheets submitted by employees
Responsible for making sure the employee has corrected all missed punches
Approve any corrections submitted by the employee
Approve any cost overrides or enter cost overrides on the timesheet
Approve Time Off requests
Update work schedules when needed – OR notify the business office
Positive employee – who forgets to record time will be paid for only the time recorded

21. Business Office Support Time Processes
Prior to Payroll
Ensure new employee’s have the correct time profile and work schedules
Review Cost Distribution with account balances – update cost distribution when needed
Review planned payments (IT 0014 and 15) – ensure all accurate for this time period
Provide detail employee listing to supervisor as needed
Work with Payroll on any overpayment agreements
During Payroll
Review Time paid with details report to review for overtime and cost distribution (update distribution as needed)
Post Payroll – Analysis
Review time exception reports – ex. Employees recording paid for time that is above and/or below their CUL planned working time
Review Trend Reports – ex. Call Back time report and Overtime trends
Payroll check Listing – work with employees to set up direct deposit information

22. Payroll Responsibilities
All Time/Time Off Paid
Ensure that all submitted timesheets are pulled through to payroll for payroll processing
Ensure that all quota payouts are processed prior to payroll write
Ensure that all leave requests impacting pay are pulled through for payroll processing

23. PROCESS DEMONSTRATIONS - Work Schedules
Do a handful of scenarios
Positive
Negative
Exceptions
Work schedule change
Supervisor approval

24. Time Attendance and Absence
Key Changes

25. Time Off Requests Employees
All Employees will request their leaves through the time off process
Future dated requests will be based on current balances
Main Time Account buckets will be shown with balances – accurate and displayed
Vacation and Sick Leave
If on FMLA - the system will allow the employee to indicate if the request is FMLA related
Other drop down will allow for other leave requests
Personal Leaves – Personal Business Days, Paid Parental Leave, Military, Jury Duty etc.
Business Leaves – Sabbaticals, Research, Outside Activity
Process TBD

26. Time Off Requests – Automation and Rules
System will prevent an employee from taking leave in excess of available balance
FMLA time off has been streamlined
Eliminated the FMLA Absence Codes
Built an indicator within the leave request that identifies a leave as FMLA
FMLA indicator will be changed only if it is not approved (Currently 95% of requests are approved)
Continuous FMLA – The Central HR/ Benefits staff will enter the FMLA absences based on employee’s request and notice forms
Reduce the number of corrections

27. Policy and Practice Changes
DRAFT
Policy and Practice Changes
Exempt Sick Leave
Removing the rolling calendar
Annual Allotment (based on length of service)
January of each calendar year
Allotment calculated on years of service as of 12/31 of the current year
Ex. Allotment on January 2019 – calculated on years of serv as of 12/31/2019
Removing 100% and 75% buckets
Balance viewable within system
No penalty for using all sick hours
Sick Family
Removing the 10 day limit per fiscal year
May use employee sick leave for employee or family as needed
Will require medical statement for absence greater than 10 consecutive days
Personal Holiday for Non-Exempt will be replaced with 8 hours of vacation – allocated in July 1st
Holiday pay is based on Work Schedule
Personal Leave – removing the language of maximum allowable amount

28. Time Types – Simplify and Automate
Current ECC Attendances -vs- Future EC Attendances
Current ECC Attendances -vs- Future EC Attendances
ECC-Today
EC-Tomorrow
Attendance Regular Hours
Regular
Call Back Premium Pay
Call Back Prem Pay
Fire Inside OT 2960
Automated
Fire Outside OT 2080
Fire Outside OT
Heating & Power On Call
Hourly Paid On Call
Hol/Emerg Worked
Hol/Emerg Worked 2nd Shft
Hol/Emerg Worked 3rd Shft
Override 2nd Shift Reg Hr
Override 3rd Shift Reg Hr
Overtime
Overtime 2nd shft Overrid
Overtime 3rd shft Overrid
PF Unpaid w/Accruals
Training Overtime
Training Regular Hours
Training Hours
ECC-Today
EC-Tomorrow
Premium Shift Pay
Unused
Prem Shift Pay OT
Emergency
First Responder Phy Fac
First Responder Holiday
First Responder 1.5 OT
Phys Fac Premium
Urgent Care-CB Exempt MD
Suppl 2nd Shift Prem Abs
Suppl 3rd Shift Prem Abs
Vet CB Prem- Exempt Staff
Vet Call Back -Exempt DVM
Vet Tech Wknd/Shift Comb
Vet Tech Wknd/Shift - OT
Vet Tech Shift Diff
Vet Tech Shift - OT
Vet Tech Weekend Diff
Vet Tech Weekend - OT
Exempt Reg Hr - PUSH RN
AY Summer Unpaid DONT USE
Move to the time information

29. DRAFT Time Types & Workflows
Current ECC Absences -vs- Future EC Absences
Current SAP
SuccessFactors - EC
Workflow
Notification
Approved UNPAID Time Off
Unpd <23 Days Personal
Supervisor - Dept. Head
Unpd >22 Days Personal
Supervisor - Dept. Head - Leaves Group
Budget Approver
Worker's Compensation - Unpaid
Central Leaves Group
Bereavement Leave - Paid
Bereavement
Supervisor
Holiday Paid
Floating Holiday Taken
Holiday
Automatic
Military Leave - UNPAID
Military Unpaid
Supervisor - Central Leaves Group
Military Paid Leave
Military Paid
Other Leave with Pay
Paid Parental Leave
Personal Business Day 3/f
Personal Business Day
Sick Leave - EE Illness
Sick Leave
Sick Leave-Family Illness
Sick Family
Vacation - Paid Leave
Vacation
Worker's Comp Appt
Work. Comp. Appointment
Business Leave
ROA pd <6 Wkg Days
ROA unpd <6 Wkg Days
R/I/E pd <23 Wkg Days
R/I/E unpd <23 Wkg Days

30. DRAFT Time Types & Workflows
Current ECC Absences -vs- Future EC Absences
Current SAP
SuccessFactors - EC
Workflow
Notification
Absence Unpaid - Supv App
Unused - Personal
Jury/Witness Duty
Unused - Other Leave with Pay
Mutual Accept LOA UNPAID
Personal Holiday
Unused - Vacation
Unapproved Absence-UNPAID
FMLA - Unpaid
Unused - Flag in System
FMLA Using PAID Holiday
FMLA Using Pers Bus Day
FMLA Using Personal HOL
FMLA Using Sick Emp Leav
FMLA Using Sick Faml Lve
FMLA Using Vacation Lve
FMLA Paid Parental Leave
Intermit FMLA - Unpaid
Intermt FMLA PAID Holiday
Intermt FMLA Paid Parentl
Intermt FMLA Pers Bus Day
Intermt FMLA Personal HOL
Intermt FMLA Sick EE Leav
Intermt FMLA Sick Fam Lve
Intermt FMLA Vacation Lve

31. DRAFT Time Types & Workflows
Current ECC Absences -vs- Future EC Absences
Current SAP
SuccessFactors - EC
Workflow
Notification
Business Leave
ROA pd >5 Wkg Days *
Budget Approver & Central Leaves Group
ROA unpd >5 Wkg Days
R/I/E pd >22 Wkg Days
R/I/E unpd >22 Wkg Days
Sabbatical
VPR Paid
Leaves Group
Budget Approver
VPR Unpaid
Still under review
*Budget Approver - Department Head - DFA - Dean - Central Leaves Group - SPS - Provost/Grad School

32. PROCESS DEMONSTRATIONS – Time Recording / Time Off and IT 27

33. Questions can be sent to bpr@purdue.edu
NEXT STEPS
Additional Education Sessions
HCM Business Roles Communication
Hands On labs
Discuss changes with your Business Managers
Questions can be sent to

34. Training Time and Leaves Materials
Employees & Supervisors – materials released in December
Recording Time (videos & QRGs per entry method)
Recording Leave (video & QRG)
FMLA & PPL Guide
Personal Leaves Guide
Business Leaves Guide
Managing Your Employee Profile (online course & QRG)
Will include links to all above materials
Manager Tasks in SuccessFactors (online course & QRG)
Business Office Staff – sessions in November & December
Pre-Payroll Showcase (3-4 hrs)
Post-Payroll Showcase (3-4 hrs)

35. QUESTIONS