1. Presenter(s): Carla Espinoza, Mary Byrde, Aaron Neal Date:11-15-11 Time:4-5pm KUALI PEOPLE MANAGEMENT FOR THE ENTERPRISE

2. KPME – THE BIG PICTURE What is KPME? The history of KPME Hear from the institutions Carla Espinoza – Iowa State Mary Byrde & Aaron Neal – Indiana University Overview of the big picture Q & A

3. WHAT IS KPME? Project to build a fully functional, modular, enterprise-wide HR and payroll system following the Kuali structure: Open Source Licensing Community Development Model Commercial Affiliate Support Functionally driven, so it meets the needs of its users and their unique customers Combination of the best ideas from multiple institutions

4. HISTORY OF KPME November 2008 - Kuali Foundation forms Kuali HR/Payroll pre- project working group November 2009 – Pre-project working group submits a high- level estimate of work National economy force institutions to reprioritize USC and IU continued development of Timekeeping July 2010 – Open charter drafted November 2010 – KPME launched

5. IOWA STATE – WHY WE ARE PART OF KPME Our legacy payroll system is the framework of HR administrative systems No longer sustainable No longer efficient Commercial personnel/payroll systems we have explored Beyond current budget constraints Incompatible with ISU business processes Scope of use of administrative systems extended to Decision makers need easily accessible data Functional processing at college and departmental levels Employee self-service to 15000 ISU employees

6. IU – WHY WE ARE PART OF KPME By higher ed for higher ed Very different from corporate world from a payroll perspective Multiple jobs Multiple pay calendars Variety of tax withholding issues Control over upgrades Part of decision making process for upgrades and new releases Upgrades are less disruptive Value Proposition Cost Opportunity to learn from other institutions

7. KPME BIG PICTURE

8. Big Picture Overview Project separated into modules to allow institutions the ability to implement only the pieces they need. Modules built to work with one another or stand alone https://wiki.kuali.org/display/KPME/KPME%20Project%20Do cumentation https://wiki.kuali.org/display/KPME/KPME%20Project%20Do cumentation

9. KPME BIG PICTURE Delivery Sequence Time and Attendance / Leave Management first; taking advantage of collaboration in progress. Plan is to work from left to right on the diagram, the same way data flows. Sequence could change based on partner institution needs an FC / Board direction

10. KPME BIG PICTURE Time and Attendance Released September 2011 Enterprise level time tracking system Highly configurable / Rules based Define your own OT, Shift, Rounding, IP address tracking, lunch deduction…. Rules Mobile Time Clock https://wiki.kuali.org/display/KPME/KPME+Time+and+Attend ance https://wiki.kuali.org/display/KPME/KPME+Time+and+Attend ance

11. KPME BIG PICTURE Leave Management Development in progress – Target deliver Q2 2012 Accruals for all employee types, configurable rates, holidays, leave types etc. Leave requests / time off reporting with routing and approval Planning – plan your time off for the entire year. Integrated with Time and Attendance to allow time tracking employees to request, report and plan time within one application.

12. KPME BIG PICTURE Leave Management https://wiki.kuali.org/display/KPME/Leave+Management+Mo dule https://wiki.kuali.org/display/KPME/Leave+Management+Mo dule

13. KPME BIG PICTURE Position Management Define / Maintain positions and related attributes within your institution. Designed to allow 1 to many incumbents for a given position Identify funding sources for budgeted positions Define roles and responsibilities for a position. Position attributes copied to employee job at hire time https://wiki.kuali.org/display/KPME/Position+Management+M odule https://wiki.kuali.org/display/KPME/Position+Management+M odule

14. KPME BIG PICTURE Bio Demographic Data Working with Rice team to have Kuali Identity Management enhanced (extended data model / new features) Basic Bio Demographic data stored in KIM (names, addresses, etc.) Work with Rice team to build id matching functionality Build KPME user interface to collect all data, store HR attributes within KPME. https://wiki.kuali.org/display/KPME/Biodemographic+Data+M odule https://wiki.kuali.org/display/KPME/Biodemographic+Data+M odule

15. KPME BIG PICTURE HR Data Module HR Core Transactions (Hire, Terminate, Promote, Leave of Absence, Transfers etc.) Workflow enabled to allow transactions to be distributed to departments Support for multiple jobs, eVerify, electronic I-9 data collection Academic titles / posts tracked Rule based service date calculation https://wiki.kuali.org/display/KPME/HR+Data+Module

16. KPME BIG PICTURE Payroll / Tax Data Module Maintenance / Setup data to support the payroll process – (payroll calendars, earnings codes, pay frequencies etc.) Employee level tax data – W4 data for state and federal Tax treaty information, treaties and employee form tracking https://wiki.kuali.org/display/KPME/Payroll+- +Tax+Data+Module https://wiki.kuali.org/display/KPME/Payroll+- +Tax+Data+Module

17. KPME BIG PICTURE Additional Compensation Module Used to define non-standard compensation such as allowances, awards, supplemental, etc. Configurable – flat amount, accumulation towards goal balance, rate based. Allows for separate funding sources https://wiki.kuali.org/display/KPME/Additional+Compensation+Mod ule https://wiki.kuali.org/display/KPME/Additional+Compensation+Mod ule

18. KPME BIG PICTURE Gross Pay Calculator Compute employee pay including regular pay, allowances, OT, commissions, bonuses, etc. Multiple Jobs / single check FLSA overtime processing Multiple pay frequencies (monthly, semi-monthly, biweekly, weekly)

19. KPME BIG PICTURE Gross Pay Calculator Support for non-standard pay scheduled (10 Month, 10 over 12, 9 over 12) Pay period overrides – make changes to an individual payroll Payroll Vouchers – routed and approved. https://wiki.kuali.org/display/KPME/Gross+Pay+Calculator

20. KPME BIG PICTURE Payroll Encumbrances Compute future salary commitments for all compensation sources HR Data aware – recognizes job actions and re-computes obligations based on the change Option to encumber budgeted vacant positions Generates ledger entries for posting to KFS https://wiki.kuali.org/display/KPME/Payroll+Encumbrance+M odule https://wiki.kuali.org/display/KPME/Payroll+Encumbrance+M odule

21. KPME BIG PICTURE Payroll Adjustment Module Input into both Gross and Net Pay Calculator Make adjustments to employee standard pay via routable pay adjustment document. Cancel / reissue checks Overpayment adjustments https://wiki.kuali.org/display/KPME/Payroll+Adjustment+Mod ule https://wiki.kuali.org/display/KPME/Payroll+Adjustment+Mod ule

22. KPME BIG PICTURE Garnishment Module Define garnishment rules (priority sequence, applicable earnings, calculation formulas, max amounts or percent of earnings, proration etc.) Define employee level garnishments Compute garnishments based on gross pay and garnishment rules https://wiki.kuali.org/display/KPME/Garnishment+Module

23. KPME BIG PICTURE Deductions Module Multiple deduction types – Flat amount, % of Gross, % of Net, Accumulation toward goal Frequency – One time, once per month, every check, etc. Priorities – which to take first if net pay will not cover all deductions

24. KPME BIG PICTURE Deductions Module Deduction code attributes – allow partial deductions, maximums, are arrears allowed, accounts to charge, taxable. Mass deduction loads Deduction sets – deductions that should be taken together as a set. https://wiki.kuali.org/display/KPME/Deduction+Module

25. KPME BIG PICTURE Benefits Administration Module Configurable business rules drive employee eligibility Automated process for evaluating eligibility and presenting election options Allow for multiple benefit packages with rule based rates On-line enrollment / Open enrollment Benefits billing when arrears are not permitted or desired Automated retroactive benefit deductions https://wiki.kuali.org/display/KPME/Benefits+Administration+ Module https://wiki.kuali.org/display/KPME/Benefits+Administration+ Module

26. KPME BIG PICTURE Gross to Net Pay Calculator Computes taxes (federal, state, local etc.) Support variable tax periods (10 payments / tax over 12 months) Support for multiple earnings types with configurable tax implications (taxable / not taxable / gross-up) Support for student exemption from FICA

27. KPME BIG PICTURE Gross to Net Pay Calculator General / Benefit deductions with appropriate tax impacts Support for limiting deductions based on maximum balances or mandated thresholds. Garnishment processing Cancellations / Reissues / Overpayments https://wiki.kuali.org/display/KPME/Gross+to+Net+Pay+Calc ulator https://wiki.kuali.org/display/KPME/Gross+to+Net+Pay+Calc ulator

28. KPME BIG PICTURE Tax Reporting Required federal / state / local reporting to tax authorities W2 / 1042 / 1099R etc. Annual / Quarterly / Monthly reporting files https://wiki.kuali.org/display/KPME/Tax+Reporting+Module

29. KPME BIG PICTURE Payroll Detail and Balance Module Receives data from Gross to Net Pay Calculator with check details Stores check details for review by employee / payroll staff Manages balances for taxes / deductions / garnishments etc. Stores accumulated balance by earnings types https://wiki.kuali.org/display/KPME/Payroll+Details+and+Bal ances+Module https://wiki.kuali.org/display/KPME/Payroll+Details+and+Bal ances+Module

30. KPME BIG PICTURE Payroll Expense Distribution Module Create expense, tax and deduction ledger entries for posting to General and Detail ledgers Process work study splits based on predefined account splits and accumulate toward work study awards Support for the creation of prior period ledger entries for retroactive adjustments https://wiki.kuali.org/display/KPME/Payroll+Expense+Distrib ution+Module https://wiki.kuali.org/display/KPME/Payroll+Expense+Distrib ution+Module

31. KPME BIG PICTURE Payroll Check and Advice Module Creation of printed checks and direct deposit advices Creation of positive pay files for submission to financial institutions Creation of ACH files for financial institutions https://wiki.kuali.org/display/KPME/Payroll+Check+and+Advi ce+Module https://wiki.kuali.org/display/KPME/Payroll+Check+and+Advi ce+Module

32. KPME BIG PICTURE Tax Update Strategy What are Tax Updates? https://wiki.kuali.org/display/KPME/Payroll+Tax+Updates https://wiki.kuali.org/display/KPME/Payroll+Tax+Updates Tax Table Updates – Rates, table driven Tax Regulation Updates – New regulations that likely will require code changes.

33. KPME BIG PICTURE Tax Table Updates Third Party Vendor(s) Manage on your own Tax Regulation updates Sustaining partner contributions fund development team for staying tax compliant Partner institutions receive early release of updated code Maintain code / tables for states in which partner institutions do business

34. KPME BIG PICTURE Estimates / Timeline Estimates and timeline based on pre-project team work, modified to fit KPME scope Under review by Board and Functional Council – Not Final! Based on assumption of new partners and contributions in 2012 Opportunities to shorten timeline with increased resources https://wiki.kuali.org/display/KPME/KPME+Project+Estimate https://wiki.kuali.org/display/KPME/KPME+Module+Timeline

35. KPME BIG PICTURE Implementation Strategies Each module will be architected to stand alone yet integrate with other KPME modules if desired. Examples https://wiki.kuali.org/display/KPME/Example+Implementation +Options https://wiki.kuali.org/display/KPME/Example+Implementation +Options

36. Functional Questions Carla Espinoza, Iowa State AVP, Human Resources crespin@iastate.edu 515.294.3269 Mary Byrde, Indiana University Director, Payroll mbyrde@indiana.edu 812.855.3274 Technical Questions Aaron Neal, Indiana University Manager, HRMS Systems aaneal@indiana.edu 812.856.0055 CONTACT US