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eMARS Users Group Update. June 16, 2011. Background. What makes the Commonwealth of Kentucky different? • One of the 3 most complex public sector payrolls in the US – 120 counties and multiple jurisdictions

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eMARS Users Group Update

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Presentation Transcript
  • What makes the Commonwealth of Kentucky different?
  • • One of the 3 most complex public sector payrolls in the US
  • – 120 counties and multiple jurisdictions
  • • Financial Systems Collections and Disbursements – fairly new billing and receivables solution utilized for insurance participants; 1st public sector to utilize web – based billing portion
  • • First SAP implementation to change technical platforms midstream; less than 1% of SAP installs run on zOS
  • What makes the Commonwealth of Kentucky different?
  • • State Active Duty employees to pay – unique process
  • • Heavily customized to satisfy 2800+ business requirements
  • • SAP Payroll interfacing to CGI Financials
      • Includes a posting process within SAP Payroll followed by an interface to eMARS that is extremely complex
      • With heavily customized cost allocation accounting rules
    • Unique payment processing with interfaces to Treasury
      • Some direct to Treasury; others via eMARS to Treasury
  • KHRIS went live 4/1; to date we have executed 5 payroll cycles and 13 offcycles
  • Trained over 1200 HRGs, Timekeepers and Time Administrators
  • Released Self Service to all employees
  • Completed two months of billing and invoices for our 150,000 insurance only participants
  • eMARS development and testing was completed just in time for KHRIS go live; InfoAdvantage was expected to be completed shortly after go live
  • Paid our first payroll very successfully – we had a couple of agencies where many postings hit default templates; this has improved considerably since PP9
  • In PP8, we were required to add a series of new reporting wage types in preparation for KRS new retirement system – this retro’d back to PP7 causing posting issues for FICA, Benefits and Retirement
current state
Current State
    • Efforts to address to date, have corrected some but not all
  • What we’re doing:
      • We have added new resources to assist; we have the right team working on this
      • Partnering closely with OSBD and SAS to clarify business requirements
      • Root cause has now been identified
        • Custom configuration in place does not meet Commonwealth needs
        • New design completed; custom code development underway
        • Established a new systems environment to allow more extensive testing
        • ETA – approximately 12 days to finish development and complete testing
        • Engaging some agency assistance in testing and validation
        • Working to finish InfoAdvantage and Payroll Distribution Report to assist agencies with validation
khris update
KHRIS Update
  • Other areas of concern:
    • Personal Service contract payments have only posted for PP8
      • Agency timekeepers have coded cost allocation overrides to contracts; contracts should post to default cost centers
      • Correcting entries are being generated and validated; original postings and corrections will be applied at the same time
      • Enhancements to KHRIS time entry have been implemented to prevent this from occurring go forward
    • Some agencies were coding various items (ex. Expenses) differently than others; these are being addressed
    • Leave allocation rules are being reviewed
      • Some changes required in KHRIS
      • Other issues stemming from inaccurate coding of time in the agencies
khris update1
KHRIS Update
  • Our focus:
    • This is our #1 priority
    • Sense of urgency is clearly understood
    • Your patience and understanding is appreciated