PeopleSoft Time and Labor Implementation Meeting Department of Administration October 2011

1. PeopleSoft Time and Labor Implementation Meeting Department of Administration October 2011

2. Welcome

3. Presenters: • Connie Guerrero, Information Services Manager, Office of Human Resources • Nancy Ruoff, Payroll Services Manager, Office of General Services

4. Meeting Agenda • Welcome • SHARP PeopleSoft 9.1 Upgrade & Time and Labor • Time and Labor Module Overview • Workflow • Integration with SMART • Tasks • Next Steps • Wrap Up & Questions

5. SHARP PeopleSoft 9.1 Upgrade & Time and Labor

6. Why Upgrade SHARP to PeopleSoft 9.1? • Extended support for Oracle PeopleSoft Enterprise 8.9 ends December 31, 2012. Under current support schedules, upgrading to 9.1 provides the opportunity for extended support through September, 2017 • Completes transition of all non-regent State agencies to PeopleSoft Time and Labor

7. Why Upgrade SHARP to PeopleSoft 9.1? • Provides opportunity for increased efficiencies • Ability to issue Electronic W-2s • Improved Self-Service capabilities • New ‘look and feel’ with PeopleTools upgrade

8. BuildTechnical Platform ConfigureEnvironments Convert to Production SHARP PeopleSoft 9.1 Upgrade Project Timeline Data Conversions to Environments (Multiple Test Passes) Design, Program, Unit Test Fit/Gap Deployment Prep ExecuteSystem Test Training Updates/End User Training Change Management/Communications

9. Time and Labor v9.1 Implementation Timeline SHARP PeopleSoft 9.1 Upgrade Project Timeline

10. Time and Labor • Agencies with complex labor distribution requirements requested the acquisition of the Time and Labor module during the implementation of the Statewide Management, Accounting and Reporting Tool (SMART)

11. Time and Labor • Time and Labor provides for the automated integration of Labor Distribution information between SHARP and SMART • Provides the capability for Employee Self-Service timesheet entry

12. Time and Labor • 11 Pilot Agencies were selected for the initial implementation of Time and Labor that went live in June 2010 on v8.9 • The Statewide implementation of Time and Labor will allow existing Custom Time and Leave programs/processes in SHARP to be eliminated in 2013

13. Time and Labor • Agencies will have some level of access to timesheets in the existing Time and Leave module in SHARP beyond 2013

14. Benefits of Time and Labor • Provides ability for agencies to utilize Employee Self-Service for on-line employee time entry, eliminating paper time documents! • Greatly reduces the use of paper by the State of Kansas

15. Benefits of Time and Labor • Saves time by allowing the person working the time to enter it • Speeds up the approval process both by sending an email notification when time is submitted and by allowing the supervisor to perform approvals electronically

16. Benefits of Time and Labor • Funding has returned to the Timesheets / integration with Project Costing • Leave balance information is on the Timesheet • Exempt and Non-exempt employees use the same Time Reporting Codes (TRCs) to report leave • Create work schedules that display hours that differ between week 1 and week 2

17. Current Time and Labor Agencies • Adjutant General • Department on Aging • Department of Agriculture • Kansas Bureau of Investigation • Citizens Utility Ratepayer Board • Kansas Corporation Commission • Department of Health and Environment • Department of Labor • Department of Commerce • Board of Regents • Department of Wildlife, Parks & Tourism

18. Time and Labor Module Overview

19. Time Reporter Data • Agencies enroll employees in Time and Labor as a time reporter in order to determine: • How the employee will report time by assigning them to a timesheet template. Templates determine the fields that will be displayed on the electronic timesheet to the employee and/or timekeeper

20. Time Reporter Data • How the system will process the time by assigning them to a workgroup. Workgroups represent employees with similar criteria (i.e. 7 or 14 day FLSA schedules, Self-Service or Timekeeper, etc.) for purposes of editing in the Time and Labor batch processes

21. Time Reporter Data • How the system will assign funding to codes reported on the timesheet by assigning a default Taskgroup. Taskgroups are linked to Task Profiles which determine if the funding is based on values in the Department Budget Table or from specific funding combinations that integrate with the SMART Project Costing module

22. Time Reporter Data • How the system will identify employees being sent over via an approved time and labor interface by entering a TCD group (interface agencies only)

23. Time Reporter Data Click on the Time Reporter Data Hyperlink to access the Time and Labor Data page

24. Time Reporter Data Page

25. Assign Work Schedules • Existing Position/Job Work Schedule is not used by Time and Labor. Schedule will be assigned in Job Data. • Work Schedules are required and used to default time reporting codes and hours into the SHARP timesheet. Work Schedules are also used by Time and Labor rules, especially FLSA rules.

26. Assign Work Schedules • A list of the available work schedules in Time and Labor can be found under the Time and Labor Section of the SHARP Documents website: www.da.ks.gov/sharp/documents • A schedule cross walk between Work Schedules in Time and Leave vs. those in Time and Labor can be found under the Time and Labor Section of the SHARP Documents website: www.da.ks.gov/sharp/documents

27. Assign Work Schedules • The SHARP Upgrade team will automatically cross-walk the employees existing Time and Leave work schedule to the matching Time and Labor schedule. If you would like a new schedule created please contact Brent Smith at brent.smith@da.ks.gov

28. Assign Work Schedule

29. How Time Gets to Timesheet • Three ways to get data to Timesheet (Reported Time): • Employee Enters Time (Default for All Agencies) • Timekeeper Enters Time • Interface

30. Assumptions • Employees will enter their time via Employee Self-Service unless they do not have access to enter their own time • Approval for existing custom timesheets that have been previously approved under Bulletin 95-02 (Official Time and Leave Document) will be revoked upon implementation of the Time and Labor module

31. Assumptions • Interfaces into Time and Labor will be allowed for existing time interface agencies with custom systems • Agencies requesting to interface into Time and Labor must complete the form located at: http://www.da.ks.gov/sharp/documents/TL_Interface_Agency_Request_Form.pdf

32. Time and Labor High-level Overview Scheduling Time Approval Scheduled Time Rules Timekeepers Time Administration Payable Time Reported Time Payroll Time Reporting Self-Service Interface Time Approval HR Data GL Projects

33. Employee Self-Service

34. Electronic Timesheet(SOKTASK Timesheet Shown – Self Service)

35. Electronic Timesheet(SOKTASK Timesheet Shown)

36. Electronic Timesheet(SOKTASK Timesheet Shown – Self Service)

37. Paper Time Document

38. How Reported Time Gets to Payable Time / Exceptions

39. Time Administration • Time Administration is the rules processing program • Time Administration runs during nightly batch cycles (Sunday-Friday nights)

40. Time Administration • Time Administration also runs during the weekday at: • 11:00 AM • 3:30 PM • During the weekday, Payable Time and Exceptions are visible after Time Administration finishes

41. How Payable Time Gets to Payroll

42. Workflow

43. Time and Labor Workflow • Time and Labor uses a process called Workflow to distribute emails providing details on where time entered is in the process. Workflow emails include:

44. Time and Labor Workflow • Email to Supervisor when an employee submits their timesheet • Email to employee when their supervisor approves or denies their timesheet

45. Time and Labor Workflow • Reports To Position Number- Time and Labor determines the supervisor assigned to the employee’s position via the ‘Reports To’ position number assigned to a Position in SHARP • Time and Labor Workflow uses the email address stored in Employee Self-Service to distribute email messages to both the Employee and Supervisor

46. Time and Labor Workflow • All agencies provided the Department of Administration with a default email address that is inserted when an employee is hired to the State • Employees should be instructed to change this to either their work email address or to an email address that they regularly monitor if possible

47. Time and Labor Workflow • Each agency will be provided with their default email address. Agencies will need to: • Confirm email is correct, or • Provide replacement email

48. Integration with SMART

49. SMART Integration

50. SMART Integration Project Costing Project Costing allows agencies to track and analyze all costs associated with a project, including items such as • Equipment • Contractual services • Payroll Costs (including Fringe)