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OASIS HCM UPDATE Ambassador Meeting April 18, 2007

OASIS HCM UPDATE Ambassador Meeting April 18, 2007. Your Information. Anywhere. Anytime. OASIS HCM . Agenda Talent Acquisition Manager (TAM) HR Position Management Payroll/Time & Labor Benefits Administration eApplications (Employee/Manager Self-Service) Training Communications.

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OASIS HCM UPDATE Ambassador Meeting April 18, 2007

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  1. OASIS HCM UPDATEAmbassador MeetingApril 18, 2007 Your Information. Anywhere. Anytime. Office of Human Resources

  2. OASIS HCM Agenda • Talent Acquisition Manager (TAM) • HR Position Management • Payroll/Time & Labor • Benefits Administration • eApplications (Employee/Manager Self-Service) • Training • Communications Office of Human Resources

  3. Talent Acquisition Manager (TAM) Office of Human Resources

  4. Position Management Changes • “Full” Position Management • Position needed prior to recruitment • Most employees will have a unique Position number • “Group” jobs OK if: • Same title, department, “reports to”, funding source and percentage • Non-exempt jobs reflect hourly pay rates • FTE derived from standard hours worked • Part of the eligibility rules for benefits • Pay rate calculations use FTE to determine biweekly rate • “Reports to” used to drive workflow associated with Front End Office of Human Resources

  5. Position Management System Enhancements • Modified Position Record to: • Allow Worker’s Comp Code adjustment • Job Group adjustment to meet EEO-6 reporting • Capture category (BOR) from job code • Add alternate ID to employee record for search capabilities • Add flag to identify terminated employees not eligible for re-hire • “Front end” to manage de-centralized access Office of Human Resources

  6. Position Management Enhancement Effects to Business Reduced errors due to inconsistency in data • Defaulting employee job data from Position Development of “front end” with workflow to automate business processes Use of Action – Action/Reasons with business definitions for use • Improved/consistency in reporting Office of Human Resources

  7. Position Management Accomplishments • Mapped legacy job data fields to PeopleSoft fields • Converted employees with job data • Trained selected stakeholders to assist in data validation • Action and associated Action/Reasons identified • Used as basis for changes to employee records • Configuration of key foundation tables • Developing year end calendar Office of Human Resources

  8. Payroll and Time and Labor Modules • Payroll • With the implementation of the OASIS HCM Project, the University is moving to a lagged biweekly payroll • Biweekly payroll = 26 vs. 24 • Scheduled effective date July 2, 2007 • Deductions taken over 26 pays – fiscal paid employees Office of Human Resources

  9. Time and Labor • Non-exempt employees will use the PeopleSoft supplied web clock to record In and Out punches for work. • Non-exempt employees will also use the supplied web clock for punch In and Out for lunch breaks. • Departments will select a 30 minute or 60 minute meal deduction period. • If they work over 6 hours in a day and fail to punch in and out for a lunch break, the system will automatically default and deduct 30 minutes. • Exception Reporting for Exempts consistent with the current leave process. Office of Human Resources

  10. Accomplishments • Approval from ASU Administration for 26 Bi-weekly Lagged Payroll for all employees • Modified payroll schedule for first three (3) paychecks to reduce impact on current semi monthly employees • Positive Time Reporting for all non-exempt employees – Institutional Decision • FLSA Regulation • Discrimination • Phased data conversion and testing • Direct Deposit • Garnishments • Tax Data • General Deductions Office of Human Resources

  11. Base Benefits • Replaces HRMS (existing ASU Payroll system with benefits and retirement deductions only); • Becomes ASU system of record; • Replaces State of AZ HRIS as ASU source benefits database. • Stores complete benefits data; • For Payroll processing, vendor interfaces, and management reporting. • Stores retirement contribution data; • For Payroll processing and regulatory compliance. Office of Human Resources

  12. Benefits Administration Enhancements • Integrates with HR to automate benefits and retirement eligibility; • Establishes coverage begin and end dates; • Determines how position, employment, and life events impact benefits; • Required for eBenefits functionality. Office of Human Resources

  13. Impact on Business • Work with other modules to send important benefits notices to new hires; • Default core benefits & retirement enrollments; • Allow employees to enroll online; • Generate audit reports to proactively monitor benefits eligibility and enrollment, thus reducing rework. • Customize leave and termination codes to manage employees’ benefits accurately; Office of Human Resources

  14. Impact on Business (cont’d) • Defines the academic year for benefits premium pre-collection & IRS compliance: • Standard benefits deductions in the Fall (Aug thru Dec); • Standard plus pre-collect deductions in the Spring (Jan thru May) to cover Spring and Summer months; • Academic contracts other than Fall / Spring require fiscal pay; • Minimal impact on pre-collected deductions. Office of Human Resources

  15. Pre-Collected Health Deductions Office of Human Resources

  16. HCM eApplications • Position Management • New Positions, Existing Position Changes • Manager Self Service • Promotions, Transfers, Salary Changes, Terminations • Most hires commence in Talent Acquisition • Contract Pay Administration • eBenefits • New Hires, Qualified Life Events, Open Enrollment • ePay • Paycheck, Direct Deposits, W-4 Changes, W-2s • eProfile • Personal Data, Emergency Contact Office of Human Resources

  17. eApplication Enhancements • Improves and automates core HR business processes through technology; • Streamlines processes; • Reduces paperwork; • Ensures data integrity. • Allows managers and employees to manage their own data; • Includes manager workflow technology with approvals; • Department commencement • Department / College / School approval • Office of Human Resources administration • Includes technology for employee to complete personal information, payroll, and benefits transactions at the home or office. Office of Human Resources

  18. Training Plan in Development • Introduction to HCM Presentation; • Available to VP Liaisons, BOMs/HR Liaisons, and departments. • Manager Self Service Demonstration in development; • Other demonstrations being developed with the completion of individual eApplications; • On-line or instructor-lead training required for access. Office of Human Resources

  19. Tools / Communications • FAQ’s and more • http://www.asu.edu/hr/ • Payroll Estimator • Group Sessions • Needs and concerns with regard to time reporting • Communications • E-blast to all employees 0n 4/18 • Insight Article on 4/20 • Flyer to every employee on 4/25 • Thursday, 4/19 – check website for updates • Patience Office of Human Resources

  20. July 2nd – GO LIVE Office of Human Resources

  21. Questions? Office of Human Resources

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