1. Presenters: Carla R. Espinoza and Mindi Balmer Date: Wednesday, November 16, 2011 Time: 2:30 to 3:30 PM KUALI PEOPLE MANAGEMENT FOR THE ENTERPRISE - POSITION, JOB, AND LEAVE MANAGEMENT

2. 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

3. KPME BIG PICTURE

4. 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 https://wiki.kuali.org/display/KPME/Leave+Management+M odule https://wiki.kuali.org/display/KPME/Leave+Management+M odule

5. REQUIREMENTS PROCESS: LEAVE MANAGEMENT Identified Indiana University’s ePTO system as baseline for the module An online leave reporting system for professional staff Drafted requirements low level requirements based on the ePTO system and intuitions needs System needs to handle non-exempt staff Integration with Kuali Timekeeping module Configurability to suite many different leave types and policies Spring Workshop with partner institutions reviewed requirements to identify gaps and desired enhancements Leave Requests Control of FLMA and Workman Comp leave\ Integration with Payroll

6. EXAMPLES OF REVELATIONS DURING SPRING WORKSHOP Allow auto submission after reporting period even if no leave usage is reported Leave Requests was missing from ePTO, but was a requirement for partner schools FMLA and Workman Comp leave eligibility and reporting Max balance options… i.e. transfer, payout, etc… Employee to employee donation option Changes to an employee’s FTE

7. LEAVE MANAGEMENT NEEDS TO HAVE… What does a Leave Management System need to have to work at your institutions? To automatically identify earn rate by employee classification and qualifying service? To update accruals to leave banks monthly, annually, or by fiscal year? To fully document requests and approvals? To generate follow-up inquiries regarding documentation on leave that requires such documentation? To provide real time information to managers, supervisors, and employees? To allow for easy corrections and updates? To integrate with payroll and entitlements, i.e. FMLA? Others?

8. 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+Module

9. POSITION MANAGEMENT QUESTIONS THAT WILL BE ASKED? Is there a baseline system to use for starting point for initial requirements? What special position management requirements do institutions have? Development of common terminology for Position Management and other KPME modules? Best practices from current position management systems?

10. POSITION MANAGEMENT NEEDS TO HAVE… What does a Position Management System need to have to work at your institutions? Status of position: FTE, temporary, as needed Identification of account(s) funding the position)? Source of funding, i.e. contracts, grants, state, collaborations or joint accounts? Timelines and renewability of funding? Status as encumbered, vacant, under review? Location(s) or work site Supervisor(s) Documented with position description or classification specs

11. Carla Espinoza, Iowa State AVP, Human Resources crespin@iastate.edu 515.294.3269 Mindi Balmer, Iowa State KPME Business Analyst mindi@iastate.edu 515.294.0673 CONTACT US