SFS/HRS Update In Person Controller’s Conference October 13, 2009
Agenda • Status Update • Empl ID and SSN in Vendor Table • Account Consolidation • SFS/HRS Change Management Team
Status Update • Received BOR Approval on Sept. 11 • Completed Functional Design by end of September • On schedule for completing Technical Design by the end of October • Build activities will begin in October, including configuration, development, and preparation for testing/training • Coordinating with HRS team on Change Management, cross-team integration, and testing • Building the plan for the next 10 months, including revising status reporting
Empl ID and SSN in Vendor Table • SFS transmits W-2 reportable payments • to Payroll from Accounts Payable and E-Reimbursement to combine with wage reporting. 6
W-2 Reportable Payments • Moving expenses • Tuition reimbursement • Taxable meals • Etc. • IRS requires that these W-2 reportable payments be included in the Annual Wage Employer Statement (W-2) 7
Data Security The SFS Appointment table is our current secure data source for converting SSN to EMPLID. Rather than developing a new secure data replacement process, SFS Project Sponsors have decided to remove this employee data from the SFS vendor file 8
System Changes HRS requires W2 data by EMPLID E-reimbursement uses EMPLID SFS Appointment table will be decommissioned when HRS is implemented 9
Impacts Each Campus with an SFS Vendor table will be affected We are exploring a one time update of existing vendor records to replace SSN with EMPLID 1099 reporting for UW-System employees will not be affected as the 1099 process uses a different table and field to store the tax identification number (SSN) 10
Impacts Campuses will need to change business process to enter EMPLID as the Alternate ID number for employees, instead of SSN SFS can be modified to display a message and/or force 8 digit EMPLID entry when Vendor Type = Employee Timeline is still being discussed. Will be communicated once more information is known 11
Account Mapping/Consolidation • In many cases, separate SFS accounts exist for identical benefit or tax plans, with the only difference being that the different accounts represent different employee classes • 1906 Faculty/Academic Staff State Group Life • 1941 Classified Staff State Group Life • Rolled up into one account for DOA reporting • 1950 ALL State Group Life transactions • The separate accounts for different employee classes is primarily used for internal reporting, not a DOA requirement.
Account Mapping/Consolidation • SFS and HRS agreed to account consolidation to reduce the number of accounts used. • Reduce the number of benefit and tax accounts to match the number of DOA accounts for Group Health, Group Life, Social Security and Medicare • Group multiple employee classes in one HRS / SFS account based on DOA rules • Report by employee class and account • Employee Detail & Transactions Table (EDT) will have to be used
Account Mapping/Consolidation • HRS Limitations • HRS cannot map Fringes by employee class • HRS cannot map Taxes by employee class • HRS Proposal • Reduce Fringe Accounts in certain cases • Reduce Tax Accounts to two (Social Security, Medicare)
SFS-HRS Change Management Team • Purpose: • Keep open lines of communication between SFS project and campus • SFS retro-fit topics for the HRS implementation • Coordinate testing with campus (March 2010) • Coordinate training with campus (March 2010) • Assist controllers/site leaders with communication and change management issues
SFS-HRS Change Management Team • SFS Change management team is working closely with HRS change management team • Deliver common, “big picture” message • Use same language • Coordinate communications: timeline, training, testing, etc.
SFS-HRS Change Management Contact Information • Livvia Goff, UWSA • 608-890-2977 • email@example.com • SFS Training coordinator • SFS Business process design • SFS module lead coordination • SFS team communications • Dan Karlander, Huron Consulting • firstname.lastname@example.org • SFS Testing coordinator • HRS coordination • SFS Issue Reporting • SFS team communications
SFS-HRS Change Management Contact Information • Stefanie Pauls, UWSA • 608-262-4318 • email@example.com • SFS Program Manager • SFS overall functional lead • SFS module lead coordination • SFS Team communications • Do not contact directly November 2 – March 26 • SFS_HRS_feedback@maillist.uwsa.edu • Feedback/Questions/Comments sent to SFS Project Management Office and Change Management Team