Idea Transcript
The University of Akron Oracle/PeopleSoft Time & Labor and Absence Management Fit/Gap Analysis Prepared by: CIBER, Inc. July 2011
University of Akron– Time and Labor and Absence Management
Revision History Date
By
Action
07/19/2011
Cheri Kitchens
Initial DRAFT
07/21/2011
Cheri Kitchens, based on feedback from Diane Shovestull
Changed terminology for Comp Time Refused and Paid. Added CWA Union where All Staff and Police were indicated in the Groups column, cosmetic changes.
7/25/2011
Joann Johns, per e‐mail from C. Kitchens
Added “Fit” to Fit‐Gap column of the Detailed Analysis matrix for requirement #38 and #43.
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University of Akron– Time and Labor and Absence Management Revision History ........................................................................................................................................ 2 Introduction .................................................................................................................................................. 4 Participants ............................................................................................................................................... 4 Fit/Gap Analysis ............................................................................................................................................ 4 Time and Labor ......................................................................................................................................... 6 Time and Labor Conversions ............................................................................................................... 14 Absence Management ............................................................................................................................ 15 Absence Management – Reports and Interfaces ................................................................................ 21 Absence Management – Conversions ................................................................................................. 22 Gap Alternatives and Recommendations ................................................................................................... 23 Business Process Review ............................................................................................................................. 26 Time Reporting and Administration – As Is ........................................................................................ 26 Time Reporting and Administration – To Be ....................................................................................... 26 Absence Reporting and Administration – As is ................................................................................... 27 Absence Reporting and Administration – To Be ................................................................................. 28 Specific Business Processes ................................................................................................................. 29 CWA Sick Leave ............................................................................................................................... 29 Comp Time Business Process .......................................................................................................... 29
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University of Akron– Time and Labor and Absence Management
Introduction During the period of June 28th through July 11th, 2011, Fit/Gap meetings were conducted at University of Akron to compare the university’s current business processes to the delivered functionality of the PeopleSoft Time and Labor and Absence Management modules. Goals of the Fit/Gap sessions included the following: •
Ascertain University of Akron’s business requirements;
•
Review of University of Akron’s current business processes;
•
Identification of required functionality in PeopleSoft; and
•
Identification of Gaps.
Participants Name Joann Johns Diane Shovestull
Title IT Tech Lead – HR Manager, Payroll
Ryan Taylor Sarah Kelly Grace Shiao Scott Bass Cheri Kitchens
Senior Accountant Director, Benefits Administration Programmer Analyst Programmer Analyst CIBER Functional Consultant
Role Project Manager Functional Lead – Time and Labor, Absence Management and Subject Matter Expert Functional Team/Subject Matter Expert Subject Matter Expert Technical Lead– Absence Management Technical Lead – Time and Labor Functional Consultant
Fit/Gap Analysis The results of the Fit/Gap sessions are presented in the detailed analysis sections of this document, which describe the findings for each module. They are presented using the following table structure: •
Req # ‐ Each requirement has been assigned a unique number to enable cross‐reference to Gap Analysis and recommendation section, and ultimately the project plans and subsequent project documents.
•
Business Requirement – A short descriptive summary of the University of Akron business requirement.
•
Groups – Identifies the Group(s) of employees to which the business requirement applies.
•
Fit/Gap ‐ Identifies the Fit or Gap of the delivered PeopleSoft solution with the existing business practices. If Gaps are identified, options and recommended solutions are presented in the Gaps Alternatives and Recommendations section of this document.
•
Special Configuration Requirement – This section notes configuration considerations that may contribute to the effort required to fulfill the requirement. For example, where Time and Labor rules are required, this column identifies those that are likely candidates for the template‐built rules and those that will require Custom Rule development. Generally template‐built rules can be configured online by functional resources, while the custom rules require technical resources, hence the custom rules are more complex that template‐built.
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University of Akron– Time and Labor and Absence Management Absence Management will require many supporting elements, and no attempt was made to identify all of them in this document. Special configuration is noted where non‐system elements are required for data retrieval. Similar to custom rules in Time and Labor, the non‐system elements require more technical expertise, and are not likely to be accomplished by functional resources. Additionally non‐standard approval configuration has been noted where a second level (Benefits) must be configured to approve certain Absences Takes. Some of these non‐ standard elements and approvals can be reused for different Absence Takes and Entitlements, which will potentially lower the subsequent effort where they are reused as opposed to newly developed. •
Notes ‐ Provides additional information to clarify the requirement and/or nature of the Fit/Gap. This section also includes specific UTD considerations to denote areas that need further evaluation.
•
Level of Complexity – Categorizes the Effort necessary to address the action needed and/or gaps, i.e. level of complexity: low = up to 40 hours, medium = 41 to 79 hours, high = 80 hours and beyond.
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University of Akron– Time and Labor and Absence Management
Time and Labor Req #
Business Requirement
Group(s)
Fit‐ Gap
Special Configuration Requirement
Notes
Level of Effort
•
There is a template that generates shift differential based on hours worked between certain hours. However, it does not allow differentiating days of the week. Hence a custom rule will be required. Alternatively, the employees could continue the practice of clocking out and back in at the start of the applicable shift time (using different TRCs.)
Moderate
Hours worked between 2 p.m. and 4 a.m.
Low
Shift differential is paid for 2nd and 3rd Shifts.
Low
Shift Differential 1.
Resident Hall Student Assistant’s receive Student $1.00 per hour for Night Shift, which is currently handled with a separate Job data record. They would like to handle this in Time and Labor. The shifts are hours worked:
Fit
Custom Rule
Sunday‐Thursday – 12am‐8am Friday‐Saturday – 8pm‐8am 2.
.20/hour Shift Differential for Regular Time .30 Overtime Shift Differential
CWA Union
Fit
•
Template Built Rule for .20 regular Shift
•
Template Built Rule for .30 Shift overtime
Police
Fit
•
•
Template Built Rule for .20 regular Shift
nd
2 shift = 3 p.m. – 11 p.m. 3rd shift = 11 p.m. – 7 a.m.
Template Built Rule for .30 Shift overtime
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University of Akron– Time and Labor and Absence Management Req #
Business Requirement
Group(s)
Fit‐ Gap
Special Configuration Requirement
Notes
Overtime/Comp Time Earned 3.
The Hours worked in excess of 40 hours/ week are to be paid as overtime.
Level of Effort
Students
Fit
•
Template Built Rule
Students are only eligible for overtime pay, and not comp time in lieu of overtime pay.
Low
The timesheet must be configured to accommodate the employee’s election of Comp Time versus Overtime. The employee can only provide reported time, while the time administration process generates the payable time. Since Overtime is a result of the rules being processed in Time Administration, it is not possible for an employee to directly change that Time Reporting Code or the hours associated with it on the timesheet.
High
4.
All hours (except those noted) exceeding 40 hours / week are to be paid as overtime. Employees may elect to earn 1‐1/2 hours Comp Time for each excess hour. Within a time period, an employee can decide how many of the excess hours will be paid as overtime and how many excess hours will be credited as Comp Time earned.
All Hours Except Time Off Without Pay:
Fit
•
Custom Rule
CWA Union All Hours Except Sick and Time Off Without Pay: Staff
Police
5.
For each day the employee works as Officer in Charge, .25 hours overtime is to paid for the day
FOP
An employee cannot be forced to receive Comp Time. The rule will “default” hours in excess of 40 to Overtime, unless Comp Time is indicated on the Timesheet. Fit
•
Template‐built rule
Low
Comp Time Plans
Comp Time plans are maintained with 180 day expiration periods and maximum positive hours limits. Comp Time Taken will be requested through Absence Management. 6.
Maximum Positive Hours: 240 Negative Hours: 0
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Full Time and Part Time Staff
Fit
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Low
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University of Akron– Time and Labor and Absence Management Req #
7.
Business Requirement
Group(s)
Maximum Positive Hours: 480
Police
Fit‐ Gap Fit
Special Configuration Requirement
Notes
Level of Effort
Low
See Comp Time Request business process flow under the Business Process Review section
Low
Comp Time Payout TRC
A TRC can be made available on the timesheet, and the employee can input the number of hours they want to be paid. However the University does not want to encourage the use of this aspect of the Comp Time Plans, so a TRC may be too visible. Payroll must have a means of reducing the Comp Time Balance in Time and Labor and generate the Comp Time Payout.
Low (assuming Recommended Option is accepted)
Negative Hours: 0 8.
If an employee requests Comp Time and All Staff a balance is available, but the manager CWA denies the request, the employee Police receives Comp Refused and Paid (straight time) plus actual hours worked.
9.
Employees can request a payout of some or all of their Comp Time Balance.
Staff
Fit
GAP
•
CWA Police
Holidays 10.
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Employees are paid for each University Full Time: 8 observed holiday. An employee must hours/Holida be in active pay status on the regularly y schedule work days before and after the holiday.
Fit
•
Template‐built rule
The template‐built rule is dependent on a Holiday schedule in PeopleSoft. Full time employees receive the University‐observed Holiday regardless of their schedule.
Low
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University of Akron– Time and Labor and Absence Management Req #
Business Requirement
Group(s)
Fit‐ Gap
Part Time:
Fit
Special Configuration Requirement
Notes
Level of Effort
•
In order for a rule to generate the holiday, in addition to the Holiday schedule mentioned above, the part time employee must be assigned a schedule in PeopleSoft. Alternatively the Holiday TRC may be made available to the employee for entry on the timesheet.
Moderate
Normally scheduled hours
Custom Rule
(Students and Part Time IATSE are not included.) 11.
12.
If an employee works on a University observed Holiday the employee is paid at the overtime rate for time worked. Alternatively the employee can choose comp time in lieu of overtime pay.
All employee except Student and Part time IATSE
Fit
The University has traditionally granted additional paid days off between Christmas and New Years.
Full Time: 8 hours for each regularly scheduled day
Fit
•
Custom Rule
•
Custom Rule
A rule can be used to generate the Additional Holiday TRC if: a)
High
The employees are assigned a schedule in PeopleSoft
b) The Additional days are indicated on the Holiday calendar, using the Holiday Type to differentiate these days from the University observed Holidays.
Part Time: Number of hours scheduled for each day.
If the employees are not assigned schedules, the TRC must be entered on the employee’s timesheet.
(Students and Part Time IATSE are not included)
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Custom rule will replace Regular TRC with Moderate Holiday Worked TRC for any hours that fall on the same day a Holiday TRC is reported. The rule should ignore the Holiday Comp Time TRC. Holiday Comp Time will credit the Comp Time balance.
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University of Akron– Time and Labor and Absence Management Req #
13.
Business Requirement
Group(s)
Hours worked during any of the additional days off between Christmas and New Years do not get paid. Instead, the hours are “banked” to be taken later.
Full and Part Time employees, except Students and Part Time IATSE
Fit‐ Gap Fit
Special Configuration Requirement
Notes
Level of Effort
•
“Banked Time” earned TRC
Low
•
“Banked Time” used TRC
The Banked Time earned TRC will not map to Payroll earnings, it is merely to record hours worked. The Banked Time used will map to regular earnings in Payroll. Queries can be developed to review and compare Banked Time earned and Banked Time used over a certain period of time. At this time, the policies around this time have not been formalized. There are not a large number of employees who are required to work during this time.
Unscheduled Closing
14.
Employees are paid during University emergency or unscheduled closing
Full Time and Part Time are paid their regularly schedule hours. (Students and Part Time IATSE are not included.)
Fit
Mass Time Reporting can be used to generate the Unscheduled Close hours for any employees who are assigned a Schedule. The TRC must be available for entry on the Timesheet for those employees who are not assigned a Schedule.
Low
15.
Employees are paid at the overtime rate Full Time and for all hours worked during an Part Time, unscheduled Closing excluding Students and Part Time IATSE
Fit
This TRC cannot be generated by a rule because the unscheduled closing may be a partial day (starting, for example, at 2 p.m.) T&L prohibits duplicate punches during the same time.
Low
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University of Akron– Time and Labor and Absence Management Req #
Business Requirement
Group(s)
Fit‐ Gap
Special Configuration Requirement
Notes
Guaranteed Minimum Hours 16.
For each “Call In” there is a minimum guarantee of 4 hours straight time up to and including 2.5 hours worked. If the “Call In” instance is greater than 2.5 hours, the hours are paid at 1‐1/2
Level of Effort
CWA Union
Fit
•
2 Template‐built Template‐built rule 1: if an employee reports > 2.5 hours “Call in”, replace “Call In” TRC with rules Call In Overtime TRC.
Low
Template‐built rule 2: if an employee reports 39 hours over consecutive days Benefits must be alerted in order to solicit documentation if an employee reports illness more than 39 hours over consecutive days. Options: 1.
Custom report to be run each time Absence Management Calendar Group is finalized. Benefits will follow‐up.
2.
Custom process that generates email notifications to Benefits and the employee.
Recommended Option: 1 – Custom report for Benefits to use for follow‐up with the employee and/or manager Justification: Option #1 ‐ This option will satisfy the requirement with the least development effort. Absence Management
51
Leave Balances on Paycheck and Direct Deposit Advice Currently the Base Benefits leave balances are displayed on employee’s paycheck and direct deposit earnings statements. Options: 1.
Customize statements to remove leave balances and direct employees to view online balances.
2.
Customize statements to pull balances from Absence Management tables instead of the Base Benefits tables.
Recommended Option: 1 – Remove leave balances from the paycheck and advice. Justification: Option #1 – This option will require the least development effort.
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University of Akron– Time and Labor and Absence Management
Business Process Review Time Reporting and Administration – As Is Currently at the University of Akron collecting and sending hours to Payroll for payment is a highly manual process. The payroll department prints and distributes time sheets. Employees log the time they work, either by punching a time clock and/or completing a paper timesheet. Hours for each employee are compiled on a paper form, which is then scanned and converted to PeopleSoft payroll. There are risks and concerns surrounding the current business process, including: • • • • •
It is prone to error. Requires significant auditing effort by the Payroll staff. Pay and compensation practices are not consistently applied across the University. Scanning system is unsupported, and there is no backup in place in the event it fails. Unclear and undocumented reporting relationships that determine who is authorized to approve an employee’s reported time.
Time Reporting and Administration – To Be Employees, Managers, or pre‐determined departmental Time Administrators can complete report time directly into PeopleSoft either via an online Timesheet and/or Web Clock. Alternatively, 3rd party Time Collection devices can be used to collect time, which is then sent to PeopleSoft Time and Labor for rules processing in Time Administration, which then seamlessly integrates to PeopleSoft Payroll.
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University of Akron– Time and Labor and Absence Management This diagram provides a high‐level overview of the PeopleSoft Time Reporting and Administration process.
While PeopleSoft Time and Labor will be a more streamlined process, the University should be aware that there are some areas that may cause the system to be perceived negatively by the University employees, including: •
•
Pay and compensation practices and policies will be enforced consistently, which may be perceived as a take‐away by employees whose departments or supervisors have more generous interpretation of rules than others. It will be necessary to clearly identify and maintain in PeopleSoft the personnel who are able to access and approve each employee’s time sheet. This new effort will be an ongoing one, requiring coordination between Payroll, Human Resources, and Security Administration.
Absence Reporting and Administration – As is At the University of Akron, there are various record keeping systems across the University to track absences. PeopleSoft’s Base Benefits Leave Administration has been customized in an attempt to accommodate the University’s unique rules. Concerns and risks include: • • •
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Even with customization PeopleSoft Base Benefit Leave Administration is not equipped to handle the some of the more complex logic and situations required. Over the life of the PeopleSoft HCM application, customizations become very cumbersome, time consuming, and expensive to maintain. University policies and practices are applied inconsistently.
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University of Akron– Time and Labor and Absence Management •
Employees and managers depend on paper reports and balances displayed on payroll earnings statements for balances, which are out of date due to the timing of manual and paper processes.
Absence Reporting and Administration – To Be Employees, Managers, and departmental Absence Administrators can request/record employee Absences online. The Absence Management module is designed to house and administer complex rules, minimizing, and often eliminating customizations. Here is a diagram of the PeopleSoft Absence Management business process, including integration with PeopleSoft Time and Labor and Payroll: ABSENCE MANAGEMENT
TIME AND LABOR
EE submits online Absence Request OR
EE submits Hours through T&L
HR Enters Absence Event
Creates or Updates TL Reported TIme
Manager approves Manager approves
Calculate and Finalize Absence Calendar Group
Run Time Administration
Convert Absence Calendar Group to PyNA
Creates TL Payable TIme
Yes
PAYROLL Time Reporter?
No
Create Paysheets
Pay Calc
Load Paysheet Transactions
Prelim or Final
Populates PSHUP_TXN
Preliminary
Payable Time Loads to Paysheets
Final This process should be run only if you want non-Time reporters’ Absence Earnings in Payroll.
Confirm
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University of Akron– Time and Labor and Absence Management Specific Business Processes CWA Sick Leave The CWA Union contract specifies that an employee must provide documentation for any Sick Leave with duration greater than two consecutive days. Additionally, all undocumented Sick Leave for this group cannot exceed 40 hours per year. Here is the proposed CWA Sick Leave business process:
Comp Time Business Process Comp Time balances are tracked and maintained in Time and Labor. University of Akron employees will submit Comp Time Take requests through Absence Management.
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University of Akron– Time and Labor and Absence Management If an employee requests Comp Time and a balance is available, but the manager denies the request, the employee receives Comp Time Refused and Paid (straight time) plus actual hours worked. Here is the proposed Comp Time requested process flow:
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