Commonwealth of massachusetts hrcms v9 upgrade project payroll advisory committee july 22 2009
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Commonwealth of Massachusetts HRCMS V9 Upgrade Project Payroll Advisory Committee July 22, 2009 PowerPoint PPT Presentation


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Commonwealth of Massachusetts HRCMS V9 Upgrade Project Payroll Advisory Committee July 22, 2009. Agenda . Project Update Change Management Update Time & Labor Overview Discuss Feedback from Previous Session Business Changes Additional Pay MA Job Financial Page

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Commonwealth of Massachusetts HRCMS V9 Upgrade Project Payroll Advisory Committee July 22, 2009

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Commonwealth of massachusetts hrcms v9 upgrade project payroll advisory committee july 22 2009

Commonwealth of MassachusettsHRCMS V9 Upgrade ProjectPayroll Advisory Committee July 22, 2009


Agenda

HR/CMS V9 Upgrade

Agenda

  • Project Update

  • Change Management Update

  • Time & Labor Overview

  • Discuss Feedback from Previous Session

  • Business Changes

    • Additional Pay

    • MA Job Financial Page

    • General Comments Page

  • Future Topics

  • Questions


Project update

HR/CMS V9 Upgrade

Project Update

  • Functional Design Phase is nearly completed

    • Total of 283 Work Units to be designed/redesigned for V9


Project update cont

HR/CMS V9 Upgrade

Project Update, cont.

  • Technical Development is continuing:

  • Functional Testing may begin as soon as next week.  

  • Integration Test Script development continuing:


Change management update

HR/CMS V9 Upgrade

Change Management Update

  • Meeting with PAC members to identify Super Users and Validate Key Contacts.

  • Working with stakeholders to finalize job aid format that HR/CMS will use.


Time labor project update

HR/CMS V9 Upgrade

Time & Labor Project Update

  • Scope & Approach

    • This project will consist of a subset of the Commonwealth population participating in a pilot that will occur in parallel with the HR/CMS upgrade.

    • HRD, CTR and ITD will participate in the T&L self service phase I. In addition, one 24/7 facility will participate using time collection devices (TCD). The 24/7 facility still needs to be determined.

    • The T&L project does not include the replacement of the Commonwealth’s Labor Cost Management System (LCM). However, the use of T&L functionality to capture labor distribution information will be considered in scope for the project.


Time labor current future state

HR/CMS V9 Upgrade

Time & Labor: Current & Future State

  • Current State

    • The Commonwealth currently supports a number of disparate systems which are used to collect, administer, process and apply rules to employee time and attendance. These disparate systems include commercially available time collection systems such as Kronos and individual agency customized solutions. Some of these systems currently utilize a customized interface but still require manual entry into HR/CMS for last minute changes and prior period adjustments.

  • Future State

    • With the upgrade to the latest version of Oracle / PeopleSoft, the Commonwealth will be able to utilize new application features of the product including self service enhancements, better performance monitoring capability and a more robust technical environment. One of these features is an enhanced Time & Labor self service solution that will optimally meet the needs of the Commonwealth while providing a common platform for all agencies to collect time & attendance requirements into one enterprise solution.


Time labor project update1

HR/CMS V9 Upgrade

Time & Labor Project Update

  • Benefits

    • Reduce labor costs related to gathering and entry of time into HR/CMS.

    • Provide single integrated solution.

    • Development and maintenance of agency rules in the HR/CMS system.

    • Reduce overall Commonwealth costs by sharing common enterprise solution.


Funding approach

HR/CMS V9 Upgrade

Funding Approach

  • Agencies will be responsible for the purchase, installation, and integration of time collection devices (TCD) with HR/CMS T&L if required by an agency’s business needs.

  • The HR/CMS Time & Labor project will provide initial resources for development and ongoing maintenance of the HR/CMS provided solution excluding TCDs. This will include maintenance and upgrade of the Oracle/PeopleSoft software solution for the Commonwealth’s time and labor requirements. Maintenance items would include development and configuration of work rules stored within HR/CMS, support of the common time entry self service solution, and maintenance and upgrade of the software.


T l accomplishments

HR/CMS V9 Upgrade

T&L Accomplishments

  • Status of Customizations:

    • Reviewed: 38

    • Retired: 24

    • Revised or kept: 14

  • Site visits/conference calls with City of Boston, State of CT, Mass DOR, and State of OH – research on best practices and lessons learned


T l highlights

HR/CMS V9 Upgrade

T&L Highlights

  • Exception Hours TRCs no longer reduce from REG:

    • Most of the Earnings Codes will be changed to not reduce from REG

    • Eliminates duplication of the hours on the Timesheet

  • Leave Balances displayed in real-time:

    • Delivered functionality now allows the employees to see their updated leave balances immediately after saving the Timesheet.

  • Use delivered scheduling functionality:

    • Custom daily hours fields will be removed from Time Reporter Data page.

    • Users will be able to use pre-defined schedules or build individual schedules for the employees.


T l next steps

HR/CMS V9 Upgrade

T&L Next Steps

  • Plan requirements/Fit Gap

  • Finalize sites/organizations to be included in first (Phase One) Deployment


Discuss feedback from previous session

HR/CMS V9 Upgrade

Discuss Feedback from Previous Session

  • Issue 1: Payroll Reports for Deductions only (IE Deductions Not Taken or Pay011)

    • V9 Approach: Show in All Departments with active Job records. Departments will need to collectively resolve the payroll issue.

  • Issue 2: Payroll Gross to Net (IE Payroll Register or Direct Deposit Advice)

    • V9 Approach: Can not show Gross to Net in multiple departments (duplicate totals) must show in a single department therefore will use Employee Record closest to “0”.


Discuss feedback from previous session1

HR/CMS V9 Upgrade

Discuss Feedback from Previous Session

  • Issue 3: Shared online access across departments. Same issue as departments modifying employee Direct Deposit data.

    • V9 Approach: Employees and Departments will need to be reminded of the single ‘employee level’ entry when a deduction is submitted, changed, or stopped.

  • Issue 4: Online Conversion Strategy for General Deductions.

    • V9 Approach:

      • Store all v8 History in CIW with the current Employee Record field.

      • For v9 Carry forward only active deductions where the Job record is still active.

      • Where duplicates exist (IE 2 active and same deduction codes) – convert nothing, show on a report for employee resubmission.

      • Reporting department will be determined by lowest active Employee Record.

      • Provide validation reports.


Business change highlights additional pay functionality

HR/CMS V9 Upgrade

Business Change Highlights – Additional Pay Functionality

  • Separate Payments

  • Tax Period Overrides


Separate payments

HR/CMS V9 Upgrade

Separate Payments

  • PeopleSoft delivers functionality to allow users to create a separate payment. This functionality was turned off in Current HR/CMS through a modification. Business discussion is whether we should train users in this functionality or to instruct users not to use this function.

  • This functionality, in tandem with the “Tax Period Override” allows business to make special or one-time payments in the same payperiod of regular payroll. Examples of these types of payments are Settlement & Judgements, Retro payments, Bonuses, beneficiary payments.

  • Can enter a payment in Additional Pay to issue a separate advice, or regular payroll being direct deposited and the special payment a physical check.


Additional pay fields for separate payments

Additional Pay – Fields for Separate Payments

Separate Payments

HR/CMS V9 Upgrade

Field for Sep Check

Field for Disable Direct Deposit

Opens TAX Override Panel

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Path: Payroll for North America / Employee Pay Data USA / Create Additional Pay


Discussion

HR/CMS V9 Upgrade

Discussion

  • Are there business scenarios where this functionality would be helpful?

  • Are there concerns?


Tax period override

HR/CMS V9 Upgrade

Tax Period Override

Today

  • Is a custom panel that effects the entire paycheck.

  • Commonly Used by State and Community Colleges for Adjunct Faculty staggered payments.

  • Used by other departments for Additional Compensation and a variety of other one-time lump sum payments not taxed at the supplemental rate.


Tax period override1

HR/CMS V9 Upgrade

Tax Period Override

Version 9

  • Available in Additional Pay.

  • Will only Override the specific earnings, will not impact any other earnings related to the check.

  • In conjunction with separate check functionality, can create a payment not subject to payroll deductions (except garnishments).

  • Tax Overrides for WET entries can be requested through the CTR Payroll Unit.


Additional pay tax period overrides

Additional Pay – Tax Period Overrides

HR/CMS V9 Upgrade

New field for Tax Period Overrides

New fields for General Deduction Overrides

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Discussion1

HR/CMS V9 Upgrade

Discussion

  • Are there business scenarios where this functionality would be helpful?

  • Are there concerns?


Ma financial page

HR/CMS V9 Upgrade

MA Financial Page

  • Consolidated View for all MMARS Financial Information

  • Display only attributes from Position

  • Home Unit and Object Code are modifiable with edits


Ma job financial

HR/CMS V9 Upgrade

MA Job Financial

Can Modify Home Unit and Object Code

View Only – Position Data


Discussion2

HR/CMS V9 Upgrade

Discussion

  • Are there business scenarios where this functionality would be helpful?

  • Are there concerns?


General comments page

HR/CMS V9 Upgrade

General Comments Page

Today: departments would enter comments directly on to Additional Pay.

For V9

  • Comments will be entered into Personal Page

  • Conversion strategy for existing Additional Pay

    (Comment Type/User ID/Earn Code/ Eff Date/ Comment)


General comments page1

General Comments Page

HR/CMS V9 Upgrade

Enter your name into the Comments By: field

Enter Comment Date: equal to date of Additional Pay transaction

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Path: Workforce Administration / Personal Information / Biographical / General Comments


Discussion3

HR/CMS V9 Upgrade

Discussion

  • Are there business scenarios where this functionality would be helpful?

  • Are there concerns?


Future topics

HR/CMS V9 Upgrade

Future Topics

  • GIC Eligibility

  • Savings Plans/ Deferred Compensation

  • Post Funding

  • Savings Bonds

  • Maildrop/ Sorting

  • W2 / Year End processing

  • Qualified Transportation

  • Other Requests by PAC??


Contact us

HR/CMS V9 Upgrade

Contact Us

  • Please contact us via the HR/CMS Mailbox:

    • [email protected]

  • All submissions to the HR/CMS mailbox are logged and tracked. This is always the best way to reach the project team, submit questions, and provide us with feedback.


Questions

Questions?

HR/CMS V9 Upgrade


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