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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 UPDATEAmbassador MeetingApril 18, 2007

Your Information. Anywhere. Anytime.

Office of Human Resources

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  • Talent Acquisition Manager (TAM)

  • HR Position Management

  • Payroll/Time & Labor

  • Benefits Administration

  • eApplications (Employee/Manager Self-Service)

  • Training

  • Communications

Office of Human Resources

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Talent Acquisition Manager (TAM)

Office of Human Resources

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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

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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

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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

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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

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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

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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

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  • 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

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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

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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

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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

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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

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Pre-Collected Health Deductions

Office of Human Resources

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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

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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

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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

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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

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July 2nd – GO LIVE

Office of Human Resources

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Office of Human Resources