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HRMS PROJECT Integration with Commonwealth Systems Vision Storyboard April, 2010 Draft

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HRMS PROJECT Integration with Commonwealth Systems Vision Storyboard April, 2010 Draft

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    1. HRMS PROJECT Integration with Commonwealth Systems Vision Storyboard April, 2010 Draft 1 It is important that questions be held until the end of the presentation – the vision needs to “unfold” Version Summary: v23 – This is the first published version. Any changes after this will be captured in these script notes. It is important that questions be held until the end of the presentation – the vision needs to “unfold” Version Summary: v23 – This is the first published version. Any changes after this will be captured in these script notes.

    2. HRMS Goals These are the Project Goals as have been articulated since project inceptionThese are the Project Goals as have been articulated since project inception

    3. HRMS Objectives This provides mode detail on the Project Goals.This provides mode detail on the Project Goals.

    4. Note these Performance Goals, which are from the Project Initiative documents, are very aggressive.Note these Performance Goals, which are from the Project Initiative documents, are very aggressive.

    5. Contents 5 This is the order in which the storyboard slides are presentedThis is the order in which the storyboard slides are presented

    6. Key Terms and Abbreviations 6 Other than the Commonwealth systems, these abbreviations are for the purposes of this presentation only (for brevity on the callouts).Other than the Commonwealth systems, these abbreviations are for the purposes of this presentation only (for brevity on the callouts).

    7. Legend 7 These are used throughout the presentation. The purple colors are the emphasis and are further defined in the Integration Abstracts. The mauve color represents using existing files or file extracts from Commonwealth systems. These are used throughout the presentation. The purple colors are the emphasis and are further defined in the Integration Abstracts. The mauve color represents using existing files or file extracts from Commonwealth systems.

    8. Data entered into PMIS and CIPPS (not comprehensive) 8 Some data are PMIS only, some are CIPPS only and some are shared. Tax data are always CIPPS only. PMIS can handle multiple positions but not conceptually the same way CIPPS handles multiple records. That is the point of this slide.Some data are PMIS only, some are CIPPS only and some are shared. Tax data are always CIPPS only. PMIS can handle multiple positions but not conceptually the same way CIPPS handles multiple records. That is the point of this slide.

    9. Current State 9 This topic attempts to define the current state. Note all the labels begin with letters. Each of the labels is unique throughout the presentation so we can “point” to specific aspects of the presentation with some precision.This topic attempts to define the current state. Note all the labels begin with letters. Each of the labels is unique throughout the presentation so we can “point” to specific aspects of the presentation with some precision.

    10. 10 Hires are entered into PMIS then entered again into CIPPS. CIPPS entry must wait at least for the nightly State ID feed. EG2 uses PMIS to get a State ID and nothing more. eDirect and BES are used for Health and FSA for EG1. Hires are entered into PMIS then entered again into CIPPS. CIPPS entry must wait at least for the nightly State ID feed. EG2 uses PMIS to get a State ID and nothing more. eDirect and BES are used for Health and FSA for EG1.

    11. 11 Changes for EG1 are, for those data shared between PMIS and CIPPS, interfaced from PMIS Changes for EG2 are directly entered into CIPPS exclusively Changes for EG1, PMIS-only or shared PMIS/CIPPS data are entered into PMIS Changes for EG1 or EG2 CIPPS-only data are entered into CIPPS Changes for EG1 are, for those data shared between PMIS and CIPPS, interfaced from PMIS Changes for EG2 are directly entered into CIPPS exclusively Changes for EG1, PMIS-only or shared PMIS/CIPPS data are entered into PMIS Changes for EG1 or EG2 CIPPS-only data are entered into CIPPS

    12. 12 Salary and base Wage data are shows in green but are really “employee (setup) data” Special Pay and Hours/Wage info change from pay cycle to pay cycle and are obtained and entered in a variety of watsSalary and base Wage data are shows in green but are really “employee (setup) data” Special Pay and Hours/Wage info change from pay cycle to pay cycle and are obtained and entered in a variety of wats

    13. 13 As a general rule, CIPPS does not differentiate between deduction types, although it does have some deduction type cross-reference edits.As a general rule, CIPPS does not differentiate between deduction types, although it does have some deduction type cross-reference edits.

    14. 14 Garnishments and miscellaneous deductions are keyed into CIPPS Taxes are calculated in CIPPSGarnishments and miscellaneous deductions are keyed into CIPPS Taxes are calculated in CIPPS

    15. 15 These represent ALL the components of pay. Some are based on EE Master File data, some on data supplied at the time the pay cycle is processed. These represent ALL the components of pay. Some are based on EE Master File data, some on data supplied at the time the pay cycle is processed.

    16. Target State Vision 16 This is our Vision. Note the labels begin with numbers.This is our Vision. Note the labels begin with numbers.

    17. 17 Note the addition of EG2 to PMIS and thus the PMIS to CIPPS interface. VCCS PeopleSoft HR will gather appropriate data (not all) needed for PMIS and CIPPS. The same interfaces will be used for both Hires and Changes. VITA and DHRM are working to define inbound transactions to PMIS, using a tool named “Mitem.” The CIPPS interface transactions are already defined (it was originally a batch system).Note the addition of EG2 to PMIS and thus the PMIS to CIPPS interface. VCCS PeopleSoft HR will gather appropriate data (not all) needed for PMIS and CIPPS. The same interfaces will be used for both Hires and Changes. VITA and DHRM are working to define inbound transactions to PMIS, using a tool named “Mitem.” The CIPPS interface transactions are already defined (it was originally a batch system).

    18. 18 VCCS PeopleSoft Time and Labor and/or Absence Management provide time, negative pay data, etc. which are consolidated in Payroll and interfaced to CIPPS. Special Pay will be entered into and sent from VCCS PeopleSoft Payroll VCCS PeopleSoft Time and Labor and/or Absence Management provide time, negative pay data, etc. which are consolidated in Payroll and interfaced to CIPPS. Special Pay will be entered into and sent from VCCS PeopleSoft Payroll

    19. 19 BES and eDirect will continue to function as they do currently for Health and FSA and will feed VCCS PeopleSoft Benefits. VCCS is not asking for TPA data from the TPAs – these will be inferred from CIPPS Elections for Life Insurance to be handled in PS and physically mailed to the Life Insurance TPABES and eDirect will continue to function as they do currently for Health and FSA and will feed VCCS PeopleSoft Benefits. VCCS is not asking for TPA data from the TPAs – these will be inferred from CIPPS Elections for Life Insurance to be handled in PS and physically mailed to the Life Insurance TPA

    20. 20 Most CIPPS General Deductions and Deduction Overrides will be initiated in PeopleSoft and interfaced into CIPPS. See supporting deduction deductions worksheets for details on which and how.Most CIPPS General Deductions and Deduction Overrides will be initiated in PeopleSoft and interfaced into CIPPS. See supporting deduction deductions worksheets for details on which and how.

    21. 21 Court Ordered Garnishments and deductions will be entered into and managed by CIPPS. No part of VCCS PeopleSoft is involved with nor aware of them. The same is true for Miscellaneous adjustments such as Savings Bonds and Imputed Life and Tax calculations. Court Ordered Garnishments and deductions will be entered into and managed by CIPPS. No part of VCCS PeopleSoft is involved with nor aware of them. The same is true for Miscellaneous adjustments such as Savings Bonds and Imputed Life and Tax calculations.

    22. 22 This highlights how the pay components create the final Pay Check.This highlights how the pay components create the final Pay Check.

    23. 23 This slide attempts to clarify the basis for all individual components of the pay check: VCCS PeopleSoft Module originate all Pay data, both base (HR) and per pay cycle (PY from TL and/or AM) BES and some TPAs feed CIPPS deductions. CIPPS is completely responsible for Garnishments and Misc. Deductions, which are carried as deductions and Taxes, which are calculated based on stored Tax data. This slide attempts to clarify the basis for all individual components of the pay check: VCCS PeopleSoft Module originate all Pay data, both base (HR) and per pay cycle (PY from TL and/or AM) BES and some TPAs feed CIPPS deductions. CIPPS is completely responsible for Garnishments and Misc. Deductions, which are carried as deductions and Taxes, which are calculated based on stored Tax data.

    24. 24 EE setup data are interfaced to CIPPS (and PMIS) Employee bio/demo Base Pay Non-benefits/ standard deductions The PeopleSoft Pay Cycle creates a “pay line” table – this table will have select data extracted and sent to CIPPS: Pay Adjustments 1 time Pay Deduction Overrides Garnishments, Misc Adjustments and Taxes stay exclusively within CIPPS. EE setup data are interfaced to CIPPS (and PMIS) Employee bio/demo Base Pay Non-benefits/ standard deductions The PeopleSoft Pay Cycle creates a “pay line” table – this table will have select data extracted and sent to CIPPS: Pay Adjustments 1 time Pay Deduction Overrides Garnishments, Misc Adjustments and Taxes stay exclusively within CIPPS.

    25. 25 CIPPS Leave is not CIPPS Payroll. VCCS agencies currently using CIPPS Leave will opt out. VCCS PeopleSoft Absence Management integrates with the other PeopleSoft modules and will completely replace CIPPS Leave. CIPPS Leave is not CIPPS Payroll. VCCS agencies currently using CIPPS Leave will opt out. VCCS PeopleSoft Absence Management integrates with the other PeopleSoft modules and will completely replace CIPPS Leave.

    26. Input & Integration Précis 26 Précis is the more precise term for what most people call an “Overview.” These will be static slides depicting current and target environments. Précis is the more precise term for what most people call an “Overview.” These will be static slides depicting current and target environments.

    27. 27 Note the dual entry into both PMIS and CIPPS (for Hires), interface from PMIS to CIPPS for changes for EG1 (shared data). BES can be maintained directly or via eDirect. Pay Data is both pay establishment and Pay Cycle data. TPAs appear to be bidirectional (awaiting verification). Garnishments, Adjustments and Taxes are purely within CIPPS. Any “downstream” integrations (W2, etc.) are outside the scope of this presentation. Colors: Blue=Interaction with PMIS, Black=Existing interface or manual input, Brown=Input to CIPPS. Other colors match master Legend. Note the dual entry into both PMIS and CIPPS (for Hires), interface from PMIS to CIPPS for changes for EG1 (shared data). BES can be maintained directly or via eDirect. Pay Data is both pay establishment and Pay Cycle data. TPAs appear to be bidirectional (awaiting verification). Garnishments, Adjustments and Taxes are purely within CIPPS. Any “downstream” integrations (W2, etc.) are outside the scope of this presentation. Colors: Blue=Interaction with PMIS, Black=Existing interface or manual input, Brown=Input to CIPPS. Other colors match master Legend.

    28. 28 The project is being managed to this diagram. The Interface Numbers are used consistently project-wide. CIPPS has existing interfaces that will have to be tested. TPA assumes inbound inference from CIPPS. VCCS PeopleSoft Benefits will be more inbound than outbound. There are 7 identified integration areas, not counting TPAs. Colors: Dark Purple=New Commonwealth interface, Light Purple=Existing Commonwealth interface, Black=Existing interface or manual input, Brown=Input to CIPPSThe project is being managed to this diagram. The Interface Numbers are used consistently project-wide. CIPPS has existing interfaces that will have to be tested. TPA assumes inbound inference from CIPPS. VCCS PeopleSoft Benefits will be more inbound than outbound. There are 7 identified integration areas, not counting TPAs. Colors: Dark Purple=New Commonwealth interface, Light Purple=Existing Commonwealth interface, Black=Existing interface or manual input, Brown=Input to CIPPS

    29. Employee End-user Interfaces 29 This provides a high-level answer to the question “how does the Vision interact with people?”This provides a high-level answer to the question “how does the Vision interact with people?”

    30. 30 There are no anticipated changes to Payline nor eDirect. Some PeopleSoft applications use eProfile (Employee/Manager Self-Serve), others (Time and Labor, Absence Management) “directly” interact with end users, using PIA.There are no anticipated changes to Payline nor eDirect. Some PeopleSoft applications use eProfile (Employee/Manager Self-Serve), others (Time and Labor, Absence Management) “directly” interact with end users, using PIA.

    31. Summary of Changes Included in Integration Vision PMIS is to be expanded to include adjunct faculty and other employee types, thereby providing DHRM with comprehensive listing of VCCS employees. The PMIS interface to CIPPS is to be expanded to send Wage and Adjunct Faculty in addition to data salaried classified and salaried faculty employees and thereby reducing/eliminating data entry into CIPPS, benefitting DHRMS and DOA. Web enabled services being developed to pass data to PMIS from PeopleSoft and reduce/eliminate data entry into PMIS. This will bring benefit to other state agencies as well. Additional new hire CIPPS information (employee profile data) will be sent via new interface between VCCS HRMS and CIPPS. The interface from BES to VCCS HRMS will provide employee health and FSA elections to VCCS HRMS. Data from TPAs to VCCS HRMS are to be inferred from CIPPS (pending detailed analysis). VCCS HRMS to CIPPS interfaces utilize existing CIPPS defined batch interfaces (2xx, 3xx, 4xx, 700,7xx,8xx,9xx). There is potential for reduction in time in total time it takes to establish new employees in both PMIS & CIPPS, VCCS employees will not process personal data changes via eDirect. They will use VCCS HRMS/PS Self Service. This may be managed by the “approval” workflow built into eDirect or suppressed by eDirect (coding to be performed through DHRM). N.B.: eDirect will continue to service changes in Health and FSA elections. 31 This is a summary of what has been presented.This is a summary of what has been presented.

    32. Questions/Comments 32 About integrations as presented. An FAQ either has or will be made available.About integrations as presented. An FAQ either has or will be made available.

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