1. 11 SHARP 9.1 Upgrade/Time and Labor Implementation Meeting Department of Administration January 2013

2. 22 Welcome

3. 33 Presenters: Connie Guerrero, Deputy Director, Office of Human Resources Nancy Ruoff, Payroll Services Manager, Office of General Services

4. 44 Meeting Agenda  Welcome  Upgrade Status and Activities  General Changes in v9.1  Electronic W-2 Reporting  SHARP Upgrade Cutover Timeline  Exempt & Supervisory Employee Information  Agency Task List  Next Steps  Wrap Up, Contacts & Questions

5. 55 Upgrade Status and Activities

6. 66 201120122013 JANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDECJANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDECJANFEB Convert to Production Build Technical Platform Configure Environments Fit/Gap Data Conversions to Environments (Multiple Test Passes) Design, Program, Unit Test Change Management/Communications Deployment Prep Execute System Test Training Updates/End User Training SHARP PeopleSoft 9.1 Upgrade Project Timeline We are Here!

7. 77 SHARP PeopleSoft 9.1 Upgrade Project Timeline Time and Labor v9.1 Implementation Timeline Plan & Analyze Oct ’11—Feb ’12 Design Feb ‘12—Apr ’12 Build May ‘12—Oct ’12 Test & Deploy Nov ’12—Feb ’13 Support Feb ‘13—On Host T&L Kickoff Meeting Identify Agency Contacts Conduct Task Meetings Complete Agency Tasks Make Agency T&L Implementation Decisions Conduct T&L Implementation Meetings Design Training Curriculum Modify System Execute System Test Conduct T&L Implementation Meetings Distribute Agency Tasks Adjust & Test Agency Interfaces Clean Up Data Build Data Conversion Processes Build Training Curriculum Execute and Complete System Test · Conduct T&L Implementation Meeting · End-Users Complete CBT Training · Plan Cutover · Test and Load Data for Conversion · Reconcile Data · Validate System · Cutover to Time and Labor Feb 2013 Support Production Respond to Agency Feedback Decommission Redundant Agency Systems Help Desk

8. 88 Upgrade Status and Activities Reviewing default agency email address in Employee Self-Service – Task TL033 Agencies worked on updating Reports To data in SHARP and notifying employees with incorrect email addresses in Employee Self-Service – Tasks TL026 Reports To and Task TL024 Employee Self-Service Email Addresses Employees and agency staff began reviewing SHARP 9.1 Computer Based Training Modules that are currently available

9. 99 Data Warehouse The data warehouse is also being upgraded in conjunction with the SHARP 9.1 upgrade SHARP Subject Areas will be updated for the last time out of v8.9 on Thursday, February 7, 2013. SMART subject areas will be updated over the weekend of February 9-10, 2013. Agencies will still be able to view data in the SMART Data Warehouse until we have finished converting all of the data into the new version. We expect the data reload process to take until approximately March 11, 2013 at which time we will move to the upgraded version. More information will be sent about this upgrade.

10. 10 Upgrade Status and Activities Employee Survey was sent to agency primary contacts to distribute to 668 randomly selected employees. Employees from thirty-two different agencies have responded to date. 88.6% have responded that they have heard about the upcoming change in how they will report their time beginning in Mid-February of 2013

11. 11 Upgrade Status and Activities Employees responded that they heard about the change from the following source(s): –Your agency HR office 87.9% –A co-worker in your agency 22.2% –Someone outside of your agency 3.5% Employees responded they have heard about the change in the following manner: –Email or other written communication from your agency HR office 75.8% –Group Meeting 34.3% –Casual conversation 23.7%

12. 12 General Changes in v9.1

13. 13 New Navigation in v9.1: You will ‘click-to-pick” when accessing pages within SHARP v9.1. In v8.9 you can “hover” your mouse over a folder in the Main Menu to access sub-folder and sub- pages. Instead of “hovering” you must “click”. This “click-to-pick” technology enables the sub-folders and pages to display at a faster rate 9.1 General Changes

14. 14 Navigation in v9.1 Click on Main Menu to see a list of sub-folders based on your security role

15. 15 Navigation in v9.1 Click on Workforce Administration

16. 16 Navigation in v9.1 Click on Job Information

17. 17 Recently Used Recently Used pages now appear under the Favorites menu, located at the top left

18. 18 Breadcrumbs Breadcrumbs visually display your navigation path and give you access to the contents of subfolders

19. 19 Time and Labor Changes to Version 9.1 New to V9.1 is a Deny button on the Approve Payable Time Summary. Our recommendation is that you do not use the Deny button because it could create a time delay on getting information submitted. If you Deny time for any or all of your employees, you will need to access each timesheet; delete the time; Submit; re- enter all the timesheet data; Submit again; (Approve all the timesheet rows if the workgroups are “SS” (Self Service)); wait for Time Admin to run; then Review and Approve Payable Time.

20. 20 Time and Labor Changes to Version 9.1 Compensation changes can now be entered after cutoff on Tuesday at 6:00 p.m. for inclusion in that pay periods calculation. Reported time has to be approved by 3:30 p.m. on cutoff so that payable time can be approved by 6:00 p.m. If no Payable Time exists on Cutoff night for employees that are leaving state service the leave payouts will be wrong and they will have to contact sharp@da.ks.gov to manually increase leave balances. So you can manually figure and enter leave payout information.sharp@da.ks.gov

21. 21 Time and Labor Changes to Version 9.1 Timesheets will be populated on the Friday night prior to the beginning of the pay period. (Currently they are populated on the first Sunday night of the pay period) Group ID is no longer used on “Core” SHARP Time and Labor search pages (It is still used in Employee Self Service though) Email notifications are no longer immediate; a batch job will run every hour beginning at 8:15 until 5:15 on Week Days (no Weekends or holidays)

22. 22 Time and Labor Changes to Version 9.1 Notify your e-mail / security staff that Time and Labor e- mail notifications will be coming from “no- replyTL@da.ks.gov” When Searching by Name on most Time and Labor search pages, you must enter the Department ID (first 3 digits at a minimum) Work Schedules are assigned on the Job Data Kansas Information Page instead of Position Data or Assign Work Schedule page

23. 23 Time and Labor Changes to Version 9.1 To access prior period timesheets for agencies the employee previously worked: Pull up the current timesheet and enter the date of the timesheet you wish to view and refresh the date. Example: EE works in 173 and last June worked in agency 264. Agency 173 pulls up the current timesheet and enters a June date and refreshes: The 264 timesheet will display If hours need to be deleted for time in which the employee is no longer active: Request SHARP Corrections Unit remove the Job Data row (such as a Termination row). Update the Timesheet/Submit and Approve if necessary. Then re-enter Job Data row.

24. 24 Payroll Changes in Version 9.1 Agencies won’t be able to run the PAY011-Payroll Error Messages report on-line. A copy of the PAY011 report will be available after each payroll calc in the agency MVS directory Current Time and Leave agencies will notice that all earnings, including Regular and Overtime earnings, are now reported under the “Other Earnings” section instead of the “Earnings” section of the Paycheck Earnings tab of the on- line check view and also the PAY002-Payroll Register report. KPAYWAGE report will no longer be available in 9.1 and agencies should be using the KPAYGL5C instead

25. 25 Electronic W-2 Reporting

26. 26 Existing 8.9 process: Paper W-2s are printed/mailed in early January for the previous tax year Paper W-2s for tax year 2012 were mailed on Friday, January 4, 2013 W-2 Reprints are run on a set schedule Reprinted W-2 forms can be requested through ESS beginning January 16, 2013 or through your agency HR/Payroll office. The first 2012 W-2 Reprint run will be January 17, 2013. Employee Self Service 9.1 W-2 Options

27. 27 Exciting 9.1 Changes: W-2s will be available electronically for self-service printing through ESS Data from secure PeopleSoft database W-2 form can be accessed through ESS at employee’s convenience Multiple years of W-2 forms will be available All employees have ESS access for W-2 information and it is available up to 18 months after leaving employment with SOK Employee Self Service 9.1 W-2 Options

28. 28 Access to view/print W-2s via ESS requires employee consent to receive this information electronically W-2s will be available electronically for 2012 reprints shortly after Feb. 13, 2013 Encourage employees to utilize this as an alternative to requesting a paper W-2 reprint The 2007-2012 Tax Years will be available on ESS by late Feb/early March Employee Self Service 9.1 W-2 Options

29. 29 Changes in 2014 for 2013 W-2 forms: W-2s will be available electronically through ESS in early January, 2014 Employees who consent to access W-2 forms electronically will not receive a printed form Employees can withdraw consent through ESS Regent agency employees will need to know and use their SOK emplid to access W-2 forms through ESS Employee Self Service 9.1 W-2 Options

30. 30 Changes in 2014 for 2013 W-2 forms: Paper W-2 forms will be printed/mailed in late January, 2014 only for employees who do not consent to receive information electronically Employees will be encouraged to utilize ESS to obtain W-2 reprints electronically Instruction sheet will be available to provide to employees to assist them in accessing ESS to obtain electronic W-2 information Employee Self Service 9.1 W-2 Options

31. 31 Changes in 2014 for 2013 W-2 forms: Paper W-2 reprints will remain available for employees who are unable to access the information via ESS or who choose not to grant consent to receive information electronically Employee Self Service 9.1 W-2 Options

32. 32 Employee Self Service 9.1 W-2 Options

33. 33 Click checkbox and submit to give consent and access W-2 forms Mickey Mouse Employee Self Service 9.1 W-2 Options

34. 34 Security will require you to re-enter your ESS password here to verify your identity K0000000001 Employee Self Service 9.1 W-2 Options

35. 35 Submit successful. Click OK. Employee Self Service 9.1 W-2 Options

36. 36 Consent received. Click Return to Year End Form Selection link to access W-2 forms Mickey Mouse Employee Self Service 9.1 W-2 Options

37. 37 Most recent Tax Year form/instruction links display. Select View a Different Tax Year link for prior year W-2 information. Mickey Mouse Employee Self Service 9.1 W-2 Options

38. 38 Mickey Mouse 123 Disney Way Orlando, FL 12345 123-45-6789 *Form prints on 8 ½” x 11” sheet of paper Employee Self Service 9.1 W-2 Options

39. 39 Information for Tax Years of 2007-2012 will be available by late February, 2013 Employee Self Service 9.1 W-2 Options

40. 40 Break

41. 41 SHARP Upgrade Cutover Timeline

42. 42 Due to the SH A RP 9.1 conversion that is taking place in February, please be aware of the important pieces of information that are included below. Effective 1/28/13, no new combination codes will be added into the current production system. If new combination codes are required on or after 1/28/13, please complete the new combination code load form and submit those combination codes to the TLLOAD mailbox. Form was sent out to all primary contacts. These codes will be loaded on 2/13/2013. SHARP Upgrade Cutover Timeline

43. 43 Please do not enter any effective dated rows, that are dated 2/3/2013 or after, for combo codes, task profiles, or department budget tables until after we have finished the conversion to Sharp 9.1. You will be able to go into the system on 2/13/2013 and enter any rows that are dated 2/3/2013 and after. Please enter all known Job and/or Position Data changes by 6:00 p.m. on 2/1/13 if possible. This includes changes for the current and any future pay periods. This will help ensure that the most up-to-date information is in the system when we begin the conversion process and enrollment of employees into Time and Labor. SHARP Upgrade Cutover Timeline

44. 44 Timesheets will be created on Sunday, February 3 rd for the pay period of 2/3/13 through 2/16/13 for current Time and Leave and Time and Labor Agencies. Existing Time and Labor Agencies: –Employees in existing Time and Labor agencies will have access to update their timesheets from 2/03/13– 2/08/13 and again on 2/13-2/17/13. –All Reported Time and Payable Time that is in Needs Approval (NA) Status, needs to be Approved (AP) by the end of the day on 2/08/13. SHARP Upgrade Cutover Timeline

45. 45 Existing Time and Leave Agencies: –Timekeepers should not enter any information into timesheets for the pay period 2/3/13 through 2/16/13 in Time and Leave –Timekeepers will have the ability to print paper time documents so employees can record their time while timesheets are unavailable. NOTE: Time documents that are printed from Time and Leave will not have a field to record the Taskgroup/Task Profile, so it will be important for those employee’s reporting time to Task Profiles to jot down the Task Profile they are reporting time against. –Agencies will continue to have access to complete non-pay affecting leave adjustments and to print paper t-docs on and after 2/13/13 in Time and Leave (for pay periods prior to 2/03/13) SHARP Upgrade Cutover Timeline

46. 46 Saturday, February 9, 2013 to Tuesday, February 12, 2013: SHARP will be upgraded to PeopleSoft v9.1 and no access will be available Wednesday, February 13, 2013: Access for SHARP and Self Service users to the 9.1 version of SHARP is scheduled to be restored on February 13th. SHARP and Self Service User IDs and passwords will be the same as User IDs and passwords on Friday, February 8, 2013. A notice will be sent out on February 12th to notify agencies of SHARP availability on February 13th. SHARP Upgrade Cutover Timeline

47. 47 Employee Self-Service Employee Self Service users will see the following message until the SHARP Upgrade is complete

48. 48 Informational Circular No. 13-P-003 is available on the A&R website Provides dates for the SHARP Bi-Weekly Payroll Schedule for 2013 including processing date changes for activities and transition for the SHARP 9.1 upgrade: http://www.da.ks.gov/ar/infocirc/fy2013/IC13p003.htm An additional informational circular that will specify the changes required for the cutover schedule will be issued in late January 2013. SHARP Upgrade Cutover Timeline

49. 49 Payroll processing for payroll period ending February 2, 2013: Monday, February 4, 2013 Interface Time and Leave Files due by 12:00pm Cutoff for On-Line user entry is 6:00pm Paysheets created and first preliminary SHARP on-cycle pay calc (Note: There will be only 2 preliminary pay calcs for this pay period) Tuesday, February 5, 2013 Cutoff for Regent Files is 4:00pm SHARP Upgrade Cutover Timeline

50. 50 Payroll processing for pped Feb. 2, 2013 (cont.) Wednesday, February 6, 2013 Cutoff for existing Time and Labor Payable Time Approvals 6:00pm Final Calc & Confirm for SHARP Thursday, February 7, 2013 Regent On-Cycle runs Regent’s Off-Cycle Run A Cutoff 4:00pm Friday, February 8, 2013 SHARP Off-Cycle Run A Cutoff 6:00pm (Last SHARP Off-Cycle Run in v8.9) SHARP Upgrade Cutover Timeline

51. 51 Payroll processing for pped Feb. 2, 2013 (cont.) Wednesday, February 13, 2013 SHARP opens to agencies for validation Off-cycle ‘B’ for pped Feb. 2, 2013 is cancelled All adjustments for pay period end dates on or before Feb. 2, 2013 must be submitted on for DA-180 and processed centrally by Payroll Services SHARP Upgrade Cutover Timeline

52. 52 Payroll processing for pped Feb. 2, 2013 (cont.) Wednesday, February 13, 2013 (cont.) First day employees (in Time and Leave agencies) have access to the new February 3, 2013 through February 16, 2013 timesheet in Time and Labor Employee will see a blank timesheet or a timesheet with default Time Reporting Code (TRC) and hours, depending on the Employee’s default work schedule. Employee can enter and "Save" the timesheet for hours worked or leave taken for the previous week up through today SHARP Upgrade Cutover Timeline

53. 53 SHARP Upgrade Cutover Timeline Friday, February 15, 2013 Regent off-cycle Run ‘C’ deadline 4:00 PM If Friday is the last day the Employee works during this two week period, Employee can enter hours worked or leave taken and "Submit" the timesheet Supervisors receive emails letting them know there are timesheets needing approval after Employees have submitted their timesheets (NOTE: The e-mail can take up to 1.5 hours to be delivered) Supervisors review and approve time that employees have submitted Employee will receive an e-mail confirmation when the supervisor approves their timesheet for the time period (NOTE: The e-mail can take up to 1.5 hours to be delivered)

54. 54 SHARP Upgrade Cutover Timeline Saturday, February 16, 2013 If Saturday is the last day the Employee works during this two week period, Employee can enter hours worked or leave taken and "Submit" the timesheet Supervisors can review and approve time that employees have submitted

55. 55 SHARP Upgrade Cutover Timeline Sunday, February 17, 2013 Last day all employees have access to timesheets for the pay period ending February 16, 2013 Employee will have access to OLD (2/03/13 - 2/16/13) and NEW (2/17/13 - 3/02/13) Timesheet Last day for Saturday employees (whose day ends at 7AM) to enter and "Submit" time for the 02/03/13 - 02/16/13 timesheets

56. 56 SHARP Upgrade Cutover Timeline Sunday, February 17, 2013 Continued Employee can enter hours worked or leave taken and "Submit" the timesheet for the time period that ended on Saturday, the 16th (OLD timesheet) Supervisors can review and approve time that Employees have submitted Employee can enter and "Save" the NEW timesheet for hours worked or leave taken (applicable for employees who work on Sundays)

57. 57 SHARP Upgrade Cutover Timeline Tuesday, February 19, 2013 Last Day Supervisors can approve OLD (2/03/13 - 2/16/13) timesheets Employee will receive an e-mail confirmation when the supervisor approves the employee’s timesheet for the time period (NOTE: The e- mail can take up to 1.5 hours to be delivered) Employee can enter and "Save" the NEW timesheet for hours worked or leave taken

58. 58 Exempt & Supervisory Employee Information

59. 59 Exempt Employee Time Reporting 80 hours of payable time must be recorded for full-time exempts and salaried non-covered employees whether they will be entering time through Employee Self Service Timesheets or completing an Official State of Kansas paper time document –Hours reported in excess of 80 will be ‘trimmed’ from the end and assigned to the of Non-Standard Time (NPT) Time Reporting Code –Agencies will need to instruct employees how to record their hours if you want the employee’s time distributed differently –Generate the Payable Hours Exception Report to see employees who are over or under their target FTE (www.da.ks.gov/sharp/reports/)

60. 60 Exempt Employee Time Reporting –If you decide not to print and distribute paper time documents to your exempt employees you will still need your exempts to submit leave requests and the timekeeper will need to ensure 80 hours-worth of time that adds to gross pay is recorded for the employee every pay period, unless there is a full-day leave without pay that has been approved by the Department of Administration, Office of Human Resources –Agencies may want to consider updating exempt employees work schedules in SHARP (on Position Data) prior to cutover from EXMT to 8MF1 prior to February 3, 2013

61. 61 Supervisory Employee Information Supervisors will be reviewing and approving the time reported by their employees using Employee Self-Service Supervisors and two levels above them in the organizational hierarchy will have the ability to review and approve time The organizational hierarchy is defined by use of the ‘Reports To’ field in position management NOTE: Employees with the Timekeeper or TL HR role can review and approve timesheets for all employees within Departments to which they have security access

62. 62 Supervisory Employee Information Supervisors will Select ‘Approve Reported Time’ from ESS menu and Click on ‘Get Employees’ to see a list of employees who have submitted time that is ready for review/approval Supervisors will use the Time Reporter Group field to find different groups of employees to review and approve. A Supervisor may only have access to one group or multiple groups depending on their placement in the organizational hierarchy

63. 63 Supervisory Employee Information Throughout the day as their employees are Submitting their timesheets, managers will receive an e-mail (see example on following slide) letting them know who has a timesheet that needs approval and the date range for that time –Emails are not sent to managers when employees have “Saved” their timesheets; the e-mails are sent only when employees “Submit” their timesheets –E-mails are delivered up to 1.5 hours after the employee has Submitted the timesheet; a batch job will run every hour beginning at 8:15 until 5:15 on Week Days (no Weekends or holidays) –Notify your e-mail / security staff that Time and Labor e- mail notifications will be coming from “*ks.gov”

64. 64 Supervisory Employee Information “….From: no-replyTL@da.ks.gov [mailto:no-replyTL@da.ks.gov] Sent: Friday, February 15, 2013 2:48 PM To: (Manager or Supervisor’s e-mail address) Subject: Reported time is awaiting for your approval. This message is to notify you that there is currently reported time waiting for your approval. Names: First Name MI Last Name Date Range: 02/03/2013 - 02/16/2013 To access the Timesheet page, click on the following link (we have removed this link as we are not live yet) NOTE: This is a system-generated email. Do not reply to this email. …”

65. 65 Agency Task List

66. 66 Agency Task List Posted to SHARP website http://www.da.ks.gov/sharp Handout Agency Task List

67. 67 SHARP 9.1 Upgrade Tasks The following final set of tasks will be sent out to coincide with cutover activities related to the SHARP 9.1 upgrade All non-regent agencies (excluding existing 11 Time and Labor agencies) will need to complete this task: Task will be distributed on 2/4/2013 and due back by 2/16/2013 TL016 - Provide complete file of Time Reporter Data to be used for Go-Live

68. 68 Time Reporter Data Task 016 Agencies will be provided with a file of all of their active employees in SHARP as of February 2, 2013. This file will be used to complete the task Additional information on Time Reporter Data elements can be found in the October 6, 2011 Time and Labor presentation http://www.da.ks.gov/sharp/documents/SHARPUpgrade91/TLMeeting_100611 /Time_Labor_Mtg_100611_Overview.ppt

69. 69 Time and Labor Tasks All non-regent agencies (excluding existing 11 Time and Labor agencies) will need to complete these tasks: These tasks will be distributed on 1/11/2013 and due back by 1/22/2013 TL015 - Provide complete file of Combo Codes/Task Profiles to be used for Go-Live TL017 - Provide complete file of Task Groups/Task Profiles be used for Go-Live TL018 - Update Department Budget Table for Go-Live

70. 70 Time and Labor Tasks Existing Time and Labor agencies will need to complete the following set of tasks: These tasks will be distributed on 1/29/2013 and due back by 2/4/2013 TL019 - Combo Code Conversion for Go-Live TL035 - Department Budget Verification for Go-Live The following task will be distributed on 2/5/2013 and due back on 2/8/2013: TL020 - Task Profile Conversion Verification for Go-Live

71. 71 Grants Module Tasks All non-regent agencies that are interested in using Grants need to complete the following final set of tasks: These tasks will be distributed on 1/11/2013 and due back by 1/22/2013 GM001A - F&A for Go-Live GM002A- Departments for Go-Live GM003A - Institutions for Go-Live GM004A - Sponsors for Go-Live

72. 72 Project Costing Module Tasks All non-regent agencies that are interested in using Project Costing need to complete the following final set of tasks: These tasks will be distributed on 1/11/2013 and due back by 1/22/2013 PC001A - Project Setup for Go-Live PC002A - Source Type, Category, SubCategory for Go-Live

73. 73 Next Steps

74. 74 Next Steps Ensure employees know their Employee ID and password for Employee Self-Service Continue communicating with employees in your agency that will begin entering their time via Employee Self-Service in February of 2013 Agency Security Contacts should expect Security information from the Department of Administration listing users and roles that need to be verified for V9.1 access (Including Time and Labor Roles)

75. 75 Next Steps Access Training Materials as they become available. Enroll and track agency staff who need to attend SMART training related to Project Costing, Grants or Customer Contracts Access additional materials posted on the SHARP upgrade website to prepare you and your employees for go-live. http://www.da.ks.gov/sharp/documents/SHARPUpgrade91/default.htm

76. 76 Contacts

77. 77 Contacts for HR/Payroll/ Finance Staff Existing SHARP help desk phone number (785-368- 8000) with options for Time and Labor and HR/Benefits. Payroll/funding related to TL is via the Payroll option. Brent Smith, Office of Human Resources: brent.smith@da.ks.gov or 785-296-1432 brent.smith@da.ks.gov Patti Pearce, Office of Human Resources: patti.pearce@da.ks.gov or 785-296-7232 patti.pearce@da.ks.gov Heather DeBusk, Office of General Services: heather.debusk@da.ks.gov or 785-296-2434 heather.debusk@da.ks.gov Sarah Tongier, Office of General Services: Sarah.Tongier@da.ks.gov or 785-291-0556Sarah.Tongier@da.ks.gov

78. 78 Questions?