Getting To The Core

1. Getting To The Core Agency Advisory Group Workshop Summary

2. Core Candidate Workshops #2 Agency Advisory Group

3. The Purpose • To validate each customer’s requirements by area vs. those of Agency Advisory Group, such that we can provide to the Business Sponsors our recommendations for Enterprise core or, if necessary, put a plan in place to address open items. • To identify and ensure that OFM and DES are aware of and addressing enterprise opportunities for the items we agree are possible for this effort, or as a long-term opportunity. • Identify and assign the work that has to be done between the conclusion of these workshops and the Core Business Requirements Document completion.

4. The Plan – Functional Area Discussions • Leave Balances / Accruals • Approval Layouts • Time Sheet Submittal • Time Sheet Submit / Approval Reminders • Time Off Request (TOR) Process • Roles and Security • Delegation • Approval Notification • End of Period Processing • ACT • Employee Groups – High Level • Display Definition • Day Definition • Time Sheet Layouts / Labor Distribution Needs • Rounding • Premium Rules / Pay Calculations • Pay Results • Schedules and Schedule Management • Pay Codes and Security • Holiday Calendars

5. The Plan • Decision matrix* updated to reflect: • WorkForce Software’s (WFS) best practice recommendations • Initial core candidate recommendations • Open decisions to be made, decision owners, due dates, impacts identified • Areas needing further functional decomposition *NOTE – Will be completed as quickly as possible after conclusion of these workshops

6. The Process • Agency Advisory Group Workshops were held Jan. 17-19 • Conducted core requirement validation sessions by functional area • Discussed functional area and show examples • Presented WFS best practice recommendation for each requirement • Presented DES/DOT/ECY/OFM recommendations for each requirement • Captured Agency Advisory Group recommendation • If consensus - We will present to Business Sponsors as core candidate • If possible consensus - Determine plan of action, define owner, set due dates, determine Phase One impacts, agree on messaging to Business Sponsors and, for long-term items, capture and address in the future • If no consensus - Identify reasons that the item is not a core candidate and agree on messaging to Business Sponsors • Updated Consolidated Decision Matrix to reflect this group’s recommendations

7. The Process • Agency Advisory Group members used “fist to five” voting to capture their recommendations on core requirements.

8. The Product • The goal of these sessions was to have: • The roadmap to instill Business Sponsor confidence in the TLA project, WorkForce Software’s methods and the product itself! • An updated Consolidated Decision Matrix to be used in building the Core Business Requirements Document. • Agreement on what is to presented to the Business Sponsors in terms of: • Initial core candidate recommendations • Items needing additional investigation – to include item owner, initial update date, impacts on TLA solution of NO decision • Course of action to achieve meaningful and successful engagement of this group beyond these sessions • Our first version of “the enterprise core.”

9. Enterprise Core

10. What IS Enterprise Core • Process, procedure or component to support the TLA solution that is the same regardless of which agency deploys it. • Examples: • Time Approval • When someone submits time, the timesheet goes to the appropriate approver to be approved. • What happens when the approver doesn’t approve the timesheet? • Does it automatically go up one level/two levels, or do we just generate a report? • Absence Compliance Tracker (ACT) • Because items in ACT are federal- and/or state-regulated (ex: FMLA), the items covered in ACT are the same across all agencies and can be used “as-is” out of the box.

11. Understanding Recommended Core

12. What IS Enterprise Core • Standard interface to HRMS • Pay periods – Everyone gets paid on the same date • Timesheet periods – Timesheets should align with pay periods • January 1 – 15, January 16 – 31, February 1 – 15, etc… • Display definition – Sunday thru Saturday • WFS recommends a standardized timesheet week. This is simply a visual representation of the week; it will not affect accruals, calculations or other premium rules. A work schedule is not dependent on the week display. • Pay codes • While not every pay code will be needed by every agency, the pay codes should be maintained at the enterprise level and be usable by the agencies so there is consistency across the enterprise • Regular, Overtime, Double-Time

13. What Is NOT Enterprise Core Examples of items which would not be candidates • Timesheet layout • Ecology needs Master Index Code – Job – Task

14. What Is NOT Enterprise Core Examples of items which would not be candidates • Timesheet Layout • DOT has multiple layout requirements

15. What Is NOT Enterprise Core Examples of items which would not be candidates • Labor Distribution (LD) • Each agency will more than likely have unique LD rules due to GL reporting requirements, federal/state funding requirement, etc. • DOT Ferry employees charge time to Work Orders/Group IDs/Work OP/Control Section/Reason Code/Class Identifier/Shift-Watch • However, some employees in DOT do not record Control Section • Some employees also need to record time on equipment, or identify their ORG • Ecology requires Master Index Code/Job/Task Codes only • Even for exempt non-represented employees, each agency may have unique distribution requirements. • Work Orders/Group IDs/Work OP/Control Section/Service Request/Work units/ORG/Equipment is DOT’s • There will be opportunities for shared LD rules, but that is typically for the least complex agencies

16. Requirements Decomposition

17. Employee Groups • Employee group discussion – high level

18. Timesheet Period • Timesheet period • Recommendation: Semimonthly timesheet period to line up with the State of Washington’s payroll schedule

19. Display • Display • This is simply a visual representation of the week; it will not affect accruals, calculations or other premium rules • Recommendation: A standardized timesheet week, Sunday through Saturday.

20. Day Definition • Day definition • Recommendation: 12:00am - 11:59pm as the core day definition • If an employee group decides to use data collection devices and defines their day differently, that will be addressed as a unique business requirement

21. Timesheet Layouts • Timesheet layouts MAY be unique by agency due to specific data entry requirements for labor distribution and reporting. • Reuse existing layouts, if possible. • Some timesheet display characteristics can be standardized as core enterprise-wide. For example:

22. Timesheet Layouts • Recommendation: Apply a consistent timesheet tab label- naming strategy. Please note, this strategy does not limit the agency’s ability to configure the TLA solution with content of the tab to meet the business requirements of specific agency. • Proposed tab layout ( labels subject to usability testing) • Timesheet / Schedule on top row • Alerts / Leave Balances / Results on bottom row • Proposed core timesheet • Work Date / Pay Code / Hours / Amount (if applicable) / Comments / Totals (by day and slice)

23. Timesheet Layouts • A Recommendation and Position Paper was presented to the TLA leadership for review and consideration. A definitive solution on the label names is necessary prior to the creation of testing and training material being constructed. • WorkForce indicated that an additional window could be opened to see the different tabs at the same time. • Agency Concerns: • DOC – inability to see timesheet and schedule at the same time

24. Timesheet Layouts • Employee Detail on Timesheet Layout: • The following items were captured regarding what employee information on the timesheet would be desired by the group: • Name • Personnel Number • OT Eligibility • Employee Group • Bargaining Unit • Job Class or Title • Supervisor Name • Anniversary Date

25. Rounding • A WFS best practice is to not round. • The Department of Labor allows for rounding as long as it is done fairly and consistently. In other words, rounding is allowed provided it does not favor the employer more than the employee. • EmpCenter can be configured to round the elapsed hours to three, two or one decimal place, as needed. • DES/DOT/ECY/OFM • DOT and ECY to have internal discussions about agency requirements • DES and OFM exploring state-wide considerations, a consistent approach is desired • OFM scheduling meeting with Assistant Attorney General to discuss • Recommendation Pending

26. Rounding • Agency Concerns • The group was interested in knowing if the State would consider changing from reporting time and leave in tenths of an hour to paying by the minute. They understood the current standard to be a result of previous system limitations. • DOT – Supports recording actual start and stop times and configuring the system to apply the appropriate rounding rules to the start and stop times to comply with CBA requirements.

27. Premiums / Pay Calculations • Premiums are generally defined as additional compensation above an employee’s base pay. • Overtime for hours worked > 40 • Overtime for hours worked > 80 • Overtime for hours worked on a Holiday • Daily Overtime for hours > than scheduled hours • (potential shared requirement) • Standby • Callback

28. Premiums / Pay Calculations • Recommendation • Accept the previous list as an initial core • Continue to review premiums for opportunities for consistent enterprise-wide implementation • The HRMS wage types will need to be evaluated

29. Results Tab • Labor distribution on the results tab will vary by agency • A determination on Rate/Gross Pay is under investigation

30. Results Tab • Recommendation: • The results tab will include the following: • Work Date • Pay Code • Hours • Amount • Labor distribution on the results tab will be by agency NOTE – Additional discussions are under way around Rate and Gross Pay

31. Schedules • Schedules can be unique by agency. • However, duplicate schedules can result if we don’t apply some methodology to naming conventions. • E.g., M-F 8:00-5:00 should be the same from agency to agency • EmpCenter allows for the filtration of available schedules by agency. • WFS recommendation: • The schedules can be created for all agencies. However, WFS recommends reducing the redundancy of creating agency-specific schedules by applying a standard naming convention and making the applicable schedules available through configuration. • Example: MTWThF_IO_800_500_Lunch  Mon thru Fri using start 8:00, stop 5:00 w/ scheduled lunch MTWThF_EL_800_Lunch  Mon thru Fri using elapsed format, 8 hours w/ scheduled lunch

32. Schedule Management • WFS recommendation: • Centralized schedule management to reduce complexity, redundancy and incorrectly created schedules. • PROS • Promotes a standard approach to schedule definitions • Reduces confusion • Enterprise solution • Provides more timely schedule creation through experienced resource • Single point of access to Policy Editor • CONS • Potential delay in definition of schedules • SLAs must be defined and agreed to

33. Schedule Management • Recommendation Pending: • More information is needed before a formal recommendation can be put forth to Business Sponsors. • DES has an action item to identify all the schedules currently maintained in HRMS. • Can these be our starting core basic schedules? • DES is also looking into the options that may be available for exporting HRMS schedules to EmpCenter, and vice versa. • DES is also looking to drive more discussions around centralized vs. decentralized schedule maintenance activities.

34. Pay Codes • WFS Recommendation: • Standardized pay code definitions across all agencies • Example: Define a single pay code for OVERTIME that is used by all agencies. • WorkForce also recommends centralized pay code management. • PROS • Promotes a single pay code used for common applications • Eliminates redundancy • Eliminates confusion • Enterprise solution • Provides more accurate creation through experienced resource • Single point of access to Policy Editor • CONS • Potential delay in creation and application of new or revised pay codes • SLAs must be defined and agreed to

35. Pay Codes • Recommended initial pay codes (examples): WORK PERSONAL_LEAVE COMP_TIME_TAKEN PERSONAL_HOLIDAY COMP_TIME_EARNED DOUBLETIME HOLIDAY OVERTIME SICK MISCELLANEOUS VACATION BEREAVEMENT REGULAR LWOP EXCHANGE TIME • This list will expand as requirement discussions continue. • Some agencies have OT Exempt employees that ARE eligible for overtime. This is expected to be a manual process.

36. Pay Codes Results Advisory Agencies

37. Holiday Calendar • WorkForce recommends the following recognized State of Washington holidays be defined on the core holiday calendar • Agency- or CBA-specific holiday calendars will be defined by working with each agency

38. Holiday Calendar Results • Advisory Agencies

39. Holiday Hours Results • Recommendation • For full-time employees: Generate hours equal to the employee’s scheduled hours on the defined core holidays. • For part-time or hourly employees: Holiday hours are pro-rated based on the actual hours reported in “active pay status”* for the month in which the holiday occurs – in relation to what a full-time employee would normally receive. * Active pay status will be defined as a set of pay codes • That the above holiday hours be generated to the timesheets for full- time and part-time employees as core holiday hours.

40. Holiday Hours Results • Agency Concerns • The group is comfortable with this recommendation but raised a consideration for WorkForce to research further. For the part-time employee holiday hours calculation, the calculation occurs at the end of the month, but the hours calculated need to go back to the week the holiday occurred.

41. Leave Balances • Recommendation • The following core time off leave balances will be set up for the following types of employee groups: • Overtime-exempt, represented leave balances • Overtime-exempt, non-represented leave balances

42. Leave Balances • Overtime-eligible, non-represented time off leave balances • Overtime-eligible, represented time off leave balances

43. Leave Balances Results • Agency Concerns • DES AAG – Need to determine what to set up for exempt employees who may or may not follow the WAC for their leave balances. • DSHS – These should be more detailed to the contracts • DOL – Exchange time should not be included for OT exempt

44. Approval Layouts • Approval layouts are unique for employee groups. • However, best practice is to generalize the values displayed on the approvals page by employee type (e.g. overtime-exempt and overtime-eligible). • Recommendation • Overtime-exempt employees: • Overtime-eligible employees:

45. Approval Layouts Results Agency Concerns • Supervisors need to review each time sheet. TLA solution should not allow “Approve-all” or the ability to approve from the approval screen alone.

46. Time Sheet Submittal • Timesheet submittal by an employee basically signifies that all time entry has been completed. • Recommendation: • That all employees submit timesheets at the end of the timesheet period, except for exception-reporting employees. • Exception time reporting employees would not be required to submit their timesheets. Exception time reporting employee managers would not be required to approve their employees’ timesheets. • If an employee does submit a timesheet, WFS recommends requiring employees to “certify” after submitting to attest to the data entered.

47. Time Sheet Submittal Results • Next Step: Determine the language to use in the certification.

48. Timesheet Reminders Results • Reminders to employees for timesheet submittal are configured to occur at specific times on specific days, depending on the payroll processing schedule. • Timesheet submittal reminders will only distribute if the employee has not submitted a timesheet by the designated date/time. • Recommendation • Two separate timesheet submit reminders to be distributed to employees who have not submitted their timesheet on dates and times to be determined. • Advisory Agencies

49. Time Off • Time off is used to represent time an employee is not at work. This time may or may not be associated with a leave type. Examples: • Sick • Vacation • Jury Duty • Time off may be captured in EmpCenter using various techniques: • Employees may request time off through the EmpCenter time off request module • Employees or manager/supervisors may enter time directly on the timesheet • Time off may be initiated via ACT

50. Time Off Results • Recommendation: • Employees will use the EmpCentertime off request module to request leave time as the primary method for leave requests. Supervisors will have the ability to manually enter leave time directly on the employee timesheet as needed. • TLA will prevent a TOR from being submitted for more than daily scheduled hours. • Agency Concerns • WSP and DOC – Prefer to have employees enter time on timesheet directly.