Kuali People Management for the enterprise

1. Kuali People Management for the enterprise Presenter(s): Carla Espinoza, Mary Byrde, Aaron Neal Date: 11-15-11 Time: 4-5pm

2. KPME – The big Picture • What is KPME? • The history of KPME • Hear from the institutions • Carla Espinoza – Iowa State • Mary Byrde & Aaron Neal – Indiana University • Overview of the big picture • Q & A

3. What is KPME? • Project to build a fully functional, modular, enterprise-wide HR and payroll system following the Kuali structure: • Open Source Licensing • Community Development Model • Commercial Affiliate Support • Functionally driven, so it meets the needs of its users and their unique customers • Combination of the best ideas from multiple institutions

4. History of KPME • November 2008 - Kuali Foundation forms Kuali HR/Payroll pre-project working group • November 2009 – Pre-project working group submits a high-level estimate of work • National economy force institutions to reprioritize • USC and IU continued development of Timekeeping • July 2010 – Open charter drafted • November 2010 – KPME launched

5. Iowa State – why we are part of KPme • Our legacy payroll system is the framework of HR administrative systems • No longer sustainable • No longer efficient • Commercial personnel/payroll systems we have explored • Beyond current budget constraints • Incompatible with ISU business processes • Scope of use of administrative systems extended to • Decision makers need easily accessible data • Functional processing at college and departmental levels • Employee self-service to 15000 ISU employees

6. IU – Why we are part of kpme • By higher ed for higher ed • Very different from corporate world from a payroll perspective • Multiple jobs • Multiple pay calendars • Variety of tax withholding issues • Control over upgrades • Part of decision making process for upgrades and new releases • Upgrades are less disruptive • Value Proposition • Cost • Opportunity to learn from other institutions

7. Kpme Big pICTURE

8. Kpme Big pICTURE • Big Picture Overview • Project separated into modules to allow institutions the ability to implement only the pieces they need. • Modules built to work with one another or stand alone • https://wiki.kuali.org/display/KPME/KPME%20Project%20Documentation

9. KPME Big Picture • Delivery Sequence • Time and Attendance / Leave Management first; taking advantage of collaboration in progress. • Plan is to work from left to right on the diagram, the same way data flows. • Sequence could change based on partner institution needs an FC / Board direction

10. KPME Big Picture • Time and Attendance • Released September 2011 • Enterprise level time tracking system • Highly configurable / Rules based • Define your own OT, Shift, Rounding, IP address tracking, lunch deduction…. Rules • Mobile Time Clock • https://wiki.kuali.org/display/KPME/KPME+Time+and+Attendance

11. KPME Big Picture • Leave Management • Development in progress – Target deliver Q2 2012 • Accruals for all employee types, configurable rates, holidays, leave types etc. • Leave requests / time off reporting with routing and approval • Planning – plan your time off for the entire year. • Integrated with Time and Attendance to allow time tracking employees to request, report and plan time within one application.

12. KPME Big Picture • Leave Management • https://wiki.kuali.org/display/KPME/Leave+Management+Module

13. KPME Big Picture • Position Management • Define / Maintain positions and related attributes within your institution. • Designed to allow 1 to many incumbents for a given position • Identify funding sources for budgeted positions • Define roles and responsibilities for a position. • Position attributes copied to employee job at hire time • https://wiki.kuali.org/display/KPME/Position+Management+Module

14. KPME Big Picture • Bio Demographic Data • Working with Rice team to have Kuali Identity Management enhanced (extended data model / new features) • Basic Bio Demographic data stored in KIM (names, addresses, etc.) • Work with Rice team to build id matching functionality • Build KPME user interface to collect all data, store HR attributes within KPME. • https://wiki.kuali.org/display/KPME/Biodemographic+Data+Module

15. KPME Big Picture • HR Data Module • HR Core Transactions (Hire, Terminate, Promote, Leave of Absence, Transfers etc.) • Workflow enabled to allow transactions to be distributed to departments • Support for multiple jobs, eVerify, electronic I-9 data collection • Academic titles / posts tracked • Rule based service date calculation • https://wiki.kuali.org/display/KPME/HR+Data+Module

16. KPME Big Picture • Payroll / Tax Data Module • Maintenance / Setup data to support the payroll process –(payroll calendars, earnings codes, pay frequencies etc.) • Employee level tax data – W4 data for state and federal • Tax treaty information, treaties and employee form tracking • https://wiki.kuali.org/display/KPME/Payroll+-+Tax+Data+Module

17. KPME Big Picture • Additional Compensation Module • Used to define non-standard compensation such as allowances, awards, supplemental, etc. • Configurable – flat amount, accumulation towards goal balance, rate based. • Allows for separate funding sources • https://wiki.kuali.org/display/KPME/Additional+Compensation+Module

18. KPME Big Picture • Gross Pay Calculator • Compute employee pay including regular pay, allowances, OT, commissions, bonuses, etc. • Multiple Jobs / single check • FLSA overtime processing • Multiple pay frequencies (monthly, semi-monthly, biweekly, weekly)

19. KPME Big Picture • Gross Pay Calculator • Support for non-standard pay scheduled (10 Month, 10 over 12, 9 over 12) • Pay period overrides – make changes to an individual payroll • Payroll Vouchers – routed and approved. • https://wiki.kuali.org/display/KPME/Gross+Pay+Calculator

20. KPME Big Picture • Payroll Encumbrances • Compute future salary commitments for all compensation sources • HR Data aware – recognizes job actions and re-computes obligations based on the change • Option to encumber budgeted vacant positions • Generates ledger entries for posting to KFS • https://wiki.kuali.org/display/KPME/Payroll+Encumbrance+Module

21. KPME Big Picture • Payroll Adjustment Module • Input into both Gross and Net Pay Calculator • Make adjustments to employee standard pay via routable pay adjustment document. • Cancel / reissue checks • Overpayment adjustments • https://wiki.kuali.org/display/KPME/Payroll+Adjustment+Module

22. KPME Big Picture • Garnishment Module • Define garnishment rules (priority sequence, applicable earnings, calculation formulas, max amounts or percent of earnings, proration etc.) • Define employee level garnishments • Compute garnishments based on gross pay and garnishment rules • https://wiki.kuali.org/display/KPME/Garnishment+Module

23. KPME Big Picture • Deductions Module • Multiple deduction types – Flat amount, % of Gross, % of Net, Accumulation toward goal • Frequency – One time, once per month, every check, etc. • Priorities – which to take first if net pay will not cover all deductions

24. KPME Big Picture • Deductions Module • Deduction code attributes – allow partial deductions, maximums, are arrears allowed, accounts to charge, taxable. • Mass deduction loads • Deduction sets – deductions that should be taken together as a set. • https://wiki.kuali.org/display/KPME/Deduction+Module

25. KPME Big Picture • Benefits Administration Module • Configurable business rules drive employee eligibility • Automated process for evaluating eligibility and presenting election options • Allow for multiple benefit packages with rule based rates • On-line enrollment / Open enrollment • Benefits billing when arrears are not permitted or desired • Automated retroactive benefit deductions • https://wiki.kuali.org/display/KPME/Benefits+Administration+Module

26. KPME Big Picture • Gross to Net Pay Calculator • Computes taxes (federal, state, local etc.) • Support variable tax periods (10 payments / tax over 12 months) • Support for multiple earnings types with configurable tax implications (taxable / not taxable / gross-up) • Support for student exemption from FICA

27. KPME Big Picture • Gross to Net Pay Calculator • General / Benefit deductions with appropriate tax impacts • Support for limiting deductions based on maximum balances or mandated thresholds. • Garnishment processing • Cancellations / Reissues / Overpayments • https://wiki.kuali.org/display/KPME/Gross+to+Net+Pay+Calculator

28. KPME Big Picture • Tax Reporting • Required federal / state / local reporting to tax authorities • W2 / 1042 / 1099R etc. • Annual / Quarterly / Monthly reporting files • https://wiki.kuali.org/display/KPME/Tax+Reporting+Module

29. KPME Big Picture • Payroll Detail and Balance Module • Receives data from Gross to Net Pay Calculator with check details • Stores check details for review by employee / payroll staff • Manages balances for taxes / deductions / garnishments etc. • Stores accumulated balance by earnings types • https://wiki.kuali.org/display/KPME/Payroll+Details+and+Balances+Module

30. KPME Big Picture • Payroll Expense Distribution Module • Create expense, tax and deduction ledger entries for posting to General and Detail ledgers • Process work study splits based on predefined account splits and accumulate toward work study awards • Support for the creation of prior period ledger entries for retroactive adjustments • https://wiki.kuali.org/display/KPME/Payroll+Expense+Distribution+Module

31. KPME Big Picture • Payroll Check and Advice Module • Creation of printed checks and direct deposit advices • Creation of positive pay files for submission to financial institutions • Creation of ACH files for financial institutions • https://wiki.kuali.org/display/KPME/Payroll+Check+and+Advice+Module

32. KPME Big Picture • Tax Update Strategy • What are Tax Updates?https://wiki.kuali.org/display/KPME/Payroll+Tax+Updates • Tax Table Updates – Rates, table driven • Tax Regulation Updates – New regulations that likely will require code changes.

33. KPME Big Picture • Tax Table Updates • Third Party Vendor(s) • Manage on your own • Tax Regulation updates • Sustaining partner contributions fund development team for staying tax compliant • Partner institutions receive early release of updated code • Maintain code / tables for states in which partner institutions do business

34. KPME Big Picture • Estimates / Timeline • Estimates and timeline based on pre-project team work, modified to fit KPME scope • Under review by Board and Functional Council – Not Final! • Based on assumption of new partners and contributions in 2012 • Opportunities to shorten timeline with increased resources • https://wiki.kuali.org/display/KPME/KPME+Project+Estimate • https://wiki.kuali.org/display/KPME/KPME+Module+Timeline

35. KPME Big Picture • Implementation Strategies • Each module will be architected to stand alone yet integrate with other KPME modules if desired. • Examples https://wiki.kuali.org/display/KPME/Example+Implementation+Options

36. Contact us • Technical Questions • Aaron Neal, Indiana University Manager, HRMS Systems aaneal@indiana.edu 812.856.0055 • Functional Questions • Carla Espinoza, Iowa State AVP, Human Resources crespin@iastate.edu 515.294.3269 • Mary Byrde, Indiana University Director, Payroll mbyrde@indiana.edu 812.855.3274