PeopleSoft Time and Labor

Implementation Meeting
Department of Administration
September 2012
1

Welcome

Presenters:
Connie Guerrero, Deputy Director,
Office of Human Resources
Nancy Ruoff, Payroll Services Manager,
Office of General Services

MeetingAgenda
Welcome
Upgrade Status and Activities
Time and Labor Roles
Time and Labor Exceptions
Time and Labor Non-Pay Affecting Leave
Adjustments
Agency Task List
Next Steps
Wrap Up & Questions
4

Upgrade Status and

Activities

SHARP PeopleSoft 9.1 Upgrade

Project Timeline
201
1

20
12

201
3

FE
AP
SE
DE
FE
AP
SE
DE
FE
JAN B MAR R MAY JUN JUL AUG P OCT NOV C JAN B MAR R MAY JUN JUL AUG P OCT NOV C JAN B
Build Technical

Platform
We are Here!

Fit/Gap

Configure
Environments

Data
(Multiple
Test
Conversions

to Environments

Passes)

Convert
to

Productio

Test
Execute

System

Design,
Program,

Unit Test

Training
Training

Updates/End

User

Change Management/Communications

Deployment

Prep

Time and Labor v9.1 Implementation

Timeline
Plan &
Analyze

Design

Build

Test &
Deploy

Oct 11Feb 12 Feb 12Apr May 12Oct Nov 12Feb

12
12
13
Host T&L Kickoff
Meeting
Identify Agency
Contacts
Conduct Task
Meetings
Complete Agency
Tasks
Make Agency
T&L
Implementation
Decisions

Support

Feb 13On

Conduct T&L
Conduct T&L
SHARP PeopleSoft
Implementatio 9.1
Implementatio
n Meetings
n Meeting
Upgrade Project
Distribute Timeline
End-Users

Conduct T&L
Implementatio
n Meetings
Design
Training
Curriculum
Modify
System
Execute
System Test

Support
Production
Respond to
Agency
Agency Tasks
Complete CBT
Feedback
Adjust & Test
Training
Decommissio
Agency
Plan
Cutover
Interfaces
n Redundant
Clean Up Data Test and Load
Agency
Data for
Build Data
Systems
Conversion
Conversion
Reconcile Data Help Desk
Processes
Build Training
Curriculum
Execute and
Complete
System Test

Validate
System
Cutover to
Time and
Labor Feb
2013

UpgradeStatusandActivities
Updated default agency email address in Employee SelfService for agencies that requested a change
Agencies worked on updating Reports To data in SHARP
SHARP upgrade team members completed several system
test cycles which include running complete payroll cycles
Forgot Password Feature for SHARP and SMART production
system implemented on August 1, 2012. See SHARP
Message Number 976 for details
http://www.da.ks.gov/sharp/documents/message.htm#n976 8

Time and Labor Roles

Time and Labor High-level Overview

Scheduling

Scheduled Time

Rules

Time
Approval

Timekeepers

Self-Service

Time
Reporting

Reported
Time

HR Data

Time
Approval

Interface

Time
Administration

Payable
Time

Payroll

Projects

GL

10

HowReportedTimeGetsto
PayableTime/Exceptions

11

TimeAdministration
The Time and Labor Process begins
with the entry of time worked (reported
time).
1. Employee Enters Time on Employee Self Service
Timesheets (Default for All Agencies)
2. Timekeeper Enters Time
3. Interface

12

TimeAdministration
Reported Time then runs through the
Time Administration process to check
what is entered against State of Kansas
reported time rules. There are also online edits.
Time Administration runs during nightly batch cycles
(Sunday-Friday nights)
Time Administration also runs during the weekday at:
11:00 AM
3:30 PM
13

TimeAdministration
If there are exceptions (errors) in
reported time, they must be fixed and
run through the Time Administration
process again. This process is
repeated until exceptions are resolved.

14

TimeAdministration
As a final step, payable time must be
reviewed by the HR Administrator, and
approved to continue on to the Payroll
Process. If payable time is not
approved, the employee will not be
paid.

15

HowPayableTimeGetsto
Payroll

16

TimeandLaborTimekeeper
Role

Enter and adjust time for non self-service

employees (and self-service and interface
employees as needed).
View Shared Leave
Enter Pay Affecting Adjustments, Supplementals
& Non-pay Affecting Adjustments for all
employees (self-service and non self-service)
Generate TL Reports
17

TimeandLaborTimekeeper
Role

Approve reported time Time and Labor

does not allow you to approve your own
time
In situations where an agency does not
have more than one person to approve time
staff in the Office of Human Resources
will be available to perform that function

18

TimeandLaborTimekeeper
Role

Timekeepers can run and import the Reported

Time and Payable Time Extracts to monitor
time entry and approvals.
ReportedTimeExtractKTL108.Thisreportisanextractof
datafromtheReportedTimeTableforthepayperiodspecified
PayableTimeExtractKTL109.Thisreportisanextractofdata
fromthePayableTimeTableforthepayperiodspecified
ReportInformationavailableatwww.da.ks.gov/sharp/reports

19

TimeandLaborHRRole
Perform all functions available to the
Agency Time & Labor Time Keeper role
Enroll employees as Time Reporters and
Update Time Reporter information
Assign and Update Employee Work
Schedule
Approve payable time
20

TimeandLaborTask
ReporterRole
Enter and maintain Task Groups and Task
Profiles
Enter Paid Time Adjustments

21

Time and Labor

Exceptions

22

TimeandLaborExceptions
The vast majority of exceptions received in
Time and Labor occur as part of on-line
edits. Refer to the Attachment for examples
of some of the on-line edits.
Other exceptions will occur as part of the
Time Admin process. The examples on the
following slides illustrate exceptions resulting
from the Time Admin process
23

TimeandLaborExceptions

24

TimeandLaborExceptions

25

TimeandLaborExceptions

26

TimeandLaborExceptions

27

TimeandLaborExceptions

28

TimeandLaborExceptions

29

TimeandLaborExceptions

30

TimeandLaborExceptions

31

Time and Labor

Non-Pay Affecting
Adjustments

32

NonPayAffectingAdjustments
Non-Pay Affecting Adjustments
Any adjustment to an employees
previous timesheet that results in a zero
net pay change
Examples:
Time Adjustment (i.e. change VAC to SCK)
Funding Adjustment
33

NonPayAffectingAdjustments
Existing 8.9 process:
Adjustment can be completed for any prior
period timesheet (not a current timesheet)
Use the Adjust Employee Timesheet page
to make corrections for leave
34

NonPayAffectingAdjustments
NEW 9.1 process:
Non-Pay Affecting Adjustments can be
processed for any timesheet change that
nets to zero
Correct timesheet (i.e. VAC to SCK or REG to VAC)
Complete funding adjustments

Non-Pay Affecting Adjustments will be

included in the on-cycle payroll process
35

NonPayAffectingAdjustments
New 9.1 process:
Multiple corrections can be made to the
same employee timesheet (pped) or
multiple prior timesheets in the same cycle
All outstanding reported time is processed
when time admin is run
Current period timesheet
Any prior timesheets that have been changed
36

NonPayAffectingAdjustments
NEW 9.1 process:
Processing in the on-cycle paycheck
saves the opportunity to process an offcycle pay-affecting adjustment if needed
Use of on-cycle to process non-pay
affecting adjustments will reduce the
number of adjustment transactions
(on-line and manual DA-180 adjustments)
37

NonPayAffectingAdjustments
Steps To Process in 9.1:
Step #1: Open previous timesheet in need of correction
Step #2: Make TRC or funding correction to the timesheet
(i.e. add a row for +8 hours of VAC and delete 8 hours
of REG)
Step #3: SUBMIT corrected timesheet
Step #4: Wait for Time Admin to process corrected
timesheet

38

NonPayAffectingAdjustments
Steps To Process in 9.1:
Step #5: Review and Approve Payable Time; If Payable
Time does not display, review Exceptions
page
Step #6: After Pay Calc, access and review PAY011
Payroll Error Messages report from agency
MVS directory to verify change
processed.
Note: PAY011 will not be available on-line in 9.1
39

NonPayAffectingAdjustments
Rejected by Payroll Status:
If adjustment is not a zero-net transaction it
will error off during pay calc and an error will
appear on the PAY011 report
Rows in Payable Time will be updated with a
Rejected by Payroll Status
40

NonPayAffectingAdjustments
Rejected by Payroll Status:
Agency must request a reversal/adj in the
next off-cycle in order for transaction to be
processed. Time in rejected status will be reprocessed in the off-cycle.
Other scenarios can also result in Rejected
by Payroll status for Payable Time. Review
errors on PAY011 to identify/resolve issues.

41

NonPayAffectingAdjustments
New 9.1 process:
Employees will see corrected time on their
current on-cycle pay advice (+/- hours)
Desk Aides are being developed to provide
step-by-step instructions on entering nonpay affecting adjustments in SHaRP 9.1
Updates will also be included in the on-line
Computer Based Training

42

Employee reported 80 REG for PPED 10/1

NonPayAffectingAdjustments
TimeEntryChangeExample

Employee timesheet showed 80 REG for PPED 10/1

43

Employee reported 80 REG for PPED 10/1

NonPayAffectingAdjustments
TimeEntryChangeExample

During PPED 10/15 it is determined that the hours reported for 9/30 should have been
8 VAC not REG

44

Employee reported 80 REG for PPED 10/1

NonPayAffectingAdjustments
FundingChangeExample

Employee reported 80 REG for PPED 10/1 on

Taskgroup 300NONTASK

45

Employee reported 80 REG for PPED 10/1

NonPayAffectingAdjustments
FundingChangeExample

During PPED 10/15 correction is made to show 40 REG to

300NONTASK and 40 REG to 264CYCLED for PPED 10/1

46

Employee reported 80 REG for PPED 10/1

NonPayAffectingAdjustments
REG Paycheck Earnings
rows for on-cycle check
for PPED 9/17/11

47

Employee reported 80 REG for PPED 10/1

NonPayAffectingAdjustments
Paycheck Earnings row in on-cycle check showing +8 hours of VAC leave for
Earnings End Date 8/13/11

48

Employee reported 80 REG for PPED 10/1

NonPayAffectingAdjustments
FundingChangeExample

Paycheck Earnings row in on-cycle check showing -8 hours of

REG leave for Earnings End Date 8/13/11

49

Employee reported 80 REG for PPED 10/1

NonPayAffectingAdjustments
FundingChangeExample

Employee Paycheck Advice showing on-cycle check with 80

REG for current pped and prior pay period leave correction
changing 8 REG to 8 VAC (-8 REG and +8 VAC)

50
50

Agency Task List

51

AgencyTaskList
Handout
Agency
Task List

Posted to SHARP website

http://www.da.ks.gov/sharp
52

Tasks
The following tasks will be sent out to
coincide with the Operational Readiness
Testing Phase of the SHARP 9.1 upgrade
All agencies will need to complete the
following tasks:
TL010 Time Reporter Data
TL011 Task Group/Task Profiles

53

TimeReporterData
Task010
Assign Time Reporter Data Task TL010
will include determining the following items
for each of your employees:
Timesheet Template
Workgroup
Taskgroup
TCD Group (Interface agencies only)
Refer to Previous Task TL003
54

TimeReporterData
Task010
Agencies will be provided with a file of all of
their active employees. This file will be used to
complete the task
Additional information on Time Reporter Data
elements can be found in the October 6, 2011
Time and Labor presentation
http://www.da.ks.gov/sharp/documents/SHARPUpgrade91/TLMeeting_100611/
Time_Labor_Mtg_100611_Overview.ppt

55

TimeReporterData
Task010
Task TL010 Time Reporter Data will
be distributed on November 19, 2012
Task TL010 Time Reporter Data is
due on November 26, 2012

56

AssignTaskgroup
Task011
TASKGROUP: Agency Defined (10
characters). Taskgroups must begin with
the first 3 digits of the agency number.
YYYNONTASK: (Where YYY is first 3 digits of
agency number). Every agency is required to
establish a NONTASK to use for employees
not reporting time to Projects. Funding is set
up using Dept Budget Table/Position funding
and NOT based on Task Profiles. Hours will
not be sent to Project Costing
57

AssignTaskgroup
Task011
Other Taskgroups: Agency assigned name
which must begin with the three digit agency
number. Agency creates Task Profiles and
attaches them to the task groups
As the employee looks at their timesheet
and clicks on the Task Profile magnifying
glass, only those Task Profiles associated
with that Taskgroup are visible
58

AssignTaskgroup
Task011
Task TL011 will be distributed on
November 1, 2012
Responses will be due on November
19, 2012

59

Tasks
Agencies implementing Project Costing will
need to complete these additional tasks:
TL009 Combo Codes/Task Profiles
TL012 Department Budget Table Updates

60

ComboCodes/TaskProfiles
Task009
Combo Codes/Task Profiles Task TL009 is
needed to create combination codes that
contain project costing chartfields and to
create the task profiles that you will be
using for Time and Labor

61

AssignTaskgroup
Task009
Task TL009 will be distributed on
November 1, 2012
Responses will be due on November
19, 2012

62

TaskTL012DepartmentBudget
TableUpdates
Department Budget Table Updates - Task
TL012 is needed to update the Department
Budget table with combination codes that
contain project costing chartfields that you
will be using for Time and Labor
Agencies can create combo codes that
contain project chartfields that are not
attached to Task Profiles but only the dollars
will go to Project Costing.
63

Task012DepartmentBudget
TableUpdates
Task TL012 will be distributed during the
week of November 1, 2012
Task TL012 Department Budget Table is
due on November 19, 2012

64

TimeandLaborTasks
September2012toDecember2012
Employees complete SMART webbased training for Project Costing,
Grants and/or Customer Contracts
Time
and
Labor
Readine
ss/Aware
ness
Survey
distribut
ed to
selected
Agencies
work on tasks
employe
es

Agency Staff attend SMART

Training for Project Costing,
Grants and/or Customer
Contracts
Task
TL026
Review
and
Update
Reports
To
Position
Number
s in
SHARP

FollowUp Time
and
Labor
Readine
ss/Aware
ness
Survey
distribut
ed to
selected
employe 65

Next Steps

66

NextSteps
Enroll and track agency staff who need to attend
SMART training related to Project Costing,
Grants or Customer Contracts
Attend Final Implementation Meeting on January
10, 2013
Develop a plan for communicating with
employees in your agency that will begin entering
their time via Employee Self-Service in February
of 2013.
67

NextSteps
Access Time and Labor on-line Training Materials
when they become available.
Agencies Allowing Employees to Enter their own
Time: Share the link of the following on-line
Employee Self-Service Training Video with your
employees. File location:
http://www.da.ks.gov/sharp/WebCBT/CBT_Main_Menu.htm

68

NextSteps

69

Contacts

70

Contacts
Existing SHARP help desk phone number (785-368-8000)
with options for Time and Labor. Payroll/funding related to
TL is via the Payroll option.
Brent Smith, Office of Human Resources:
brent.smith@da.ks.gov or 785-296-1432
Heather DeBusk, Office of General Services:
heather.debusk@da.ks.gov or 785-296-2434
Sarah Tongier, Office of General Services:
Sarah.Tongier@da.ks.gov or 785/291-0556

71

Questions?

72