Commonwealth of Massachusetts HRCMS V9 Upgrade Project Payroll Advisory Committee July 22, 2009

1. Commonwealth of MassachusettsHRCMS V9 Upgrade ProjectPayroll Advisory Committee July 22, 2009

2. HR/CMS V9 Upgrade Agenda • Project Update • Change Management Update • Time & Labor Overview • Discuss Feedback from Previous Session • Business Changes • Additional Pay • MA Job Financial Page • General Comments Page • Future Topics • Questions

3. HR/CMS V9 Upgrade Project Update • Functional Design Phase is nearly completed • Total of 283 Work Units to be designed/redesigned for V9

4. HR/CMS V9 Upgrade Project Update, cont. • Technical Development is continuing: • Functional Testing may begin as soon as next week.   • Integration Test Script development continuing:

5. HR/CMS V9 Upgrade Change Management Update • Meeting with PAC members to identify Super Users and Validate Key Contacts. • Working with stakeholders to finalize job aid format that HR/CMS will use.

6. HR/CMS V9 Upgrade Time & Labor Project Update • Scope & Approach • This project will consist of a subset of the Commonwealth population participating in a pilot that will occur in parallel with the HR/CMS upgrade. • HRD, CTR and ITD will participate in the T&L self service phase I. In addition, one 24/7 facility will participate using time collection devices (TCD). The 24/7 facility still needs to be determined. • The T&L project does not include the replacement of the Commonwealth’s Labor Cost Management System (LCM). However, the use of T&L functionality to capture labor distribution information will be considered in scope for the project.

7. HR/CMS V9 Upgrade Time & Labor: Current & Future State • Current State • The Commonwealth currently supports a number of disparate systems which are used to collect, administer, process and apply rules to employee time and attendance. These disparate systems include commercially available time collection systems such as Kronos and individual agency customized solutions. Some of these systems currently utilize a customized interface but still require manual entry into HR/CMS for last minute changes and prior period adjustments. • Future State • With the upgrade to the latest version of Oracle / PeopleSoft, the Commonwealth will be able to utilize new application features of the product including self service enhancements, better performance monitoring capability and a more robust technical environment. One of these features is an enhanced Time & Labor self service solution that will optimally meet the needs of the Commonwealth while providing a common platform for all agencies to collect time & attendance requirements into one enterprise solution.

8. HR/CMS V9 Upgrade Time & Labor Project Update • Benefits • Reduce labor costs related to gathering and entry of time into HR/CMS. • Provide single integrated solution. • Development and maintenance of agency rules in the HR/CMS system. • Reduce overall Commonwealth costs by sharing common enterprise solution.

9. HR/CMS V9 Upgrade Funding Approach • Agencies will be responsible for the purchase, installation, and integration of time collection devices (TCD) with HR/CMS T&L if required by an agency’s business needs. • The HR/CMS Time & Labor project will provide initial resources for development and ongoing maintenance of the HR/CMS provided solution excluding TCDs. This will include maintenance and upgrade of the Oracle/PeopleSoft software solution for the Commonwealth’s time and labor requirements. Maintenance items would include development and configuration of work rules stored within HR/CMS, support of the common time entry self service solution, and maintenance and upgrade of the software.

10. HR/CMS V9 Upgrade T&L Accomplishments • Status of Customizations: • Reviewed: 38 • Retired: 24 • Revised or kept: 14 • Site visits/conference calls with City of Boston, State of CT, Mass DOR, and State of OH – research on best practices and lessons learned

11. HR/CMS V9 Upgrade T&L Highlights • Exception Hours TRCs no longer reduce from REG: • Most of the Earnings Codes will be changed to not reduce from REG • Eliminates duplication of the hours on the Timesheet • Leave Balances displayed in real-time: • Delivered functionality now allows the employees to see their updated leave balances immediately after saving the Timesheet. • Use delivered scheduling functionality: • Custom daily hours fields will be removed from Time Reporter Data page. • Users will be able to use pre-defined schedules or build individual schedules for the employees.

12. HR/CMS V9 Upgrade T&L Next Steps • Plan requirements/Fit Gap • Finalize sites/organizations to be included in first (Phase One) Deployment

13. HR/CMS V9 Upgrade Discuss Feedback from Previous Session • Issue 1: Payroll Reports for Deductions only (IE Deductions Not Taken or Pay011) • V9 Approach: Show in All Departments with active Job records. Departments will need to collectively resolve the payroll issue. • Issue 2: Payroll Gross to Net (IE Payroll Register or Direct Deposit Advice) • V9 Approach: Can not show Gross to Net in multiple departments (duplicate totals) must show in a single department therefore will use Employee Record closest to “0”.

14. HR/CMS V9 Upgrade Discuss Feedback from Previous Session • Issue 3: Shared online access across departments. Same issue as departments modifying employee Direct Deposit data. • V9 Approach: Employees and Departments will need to be reminded of the single ‘employee level’ entry when a deduction is submitted, changed, or stopped. • Issue 4: Online Conversion Strategy for General Deductions. • V9 Approach: • Store all v8 History in CIW with the current Employee Record field. • For v9 Carry forward only active deductions where the Job record is still active. • Where duplicates exist (IE 2 active and same deduction codes) – convert nothing, show on a report for employee resubmission. • Reporting department will be determined by lowest active Employee Record. • Provide validation reports.

15. HR/CMS V9 Upgrade Business Change Highlights – Additional Pay Functionality • Separate Payments • Tax Period Overrides

16. HR/CMS V9 Upgrade Separate Payments • PeopleSoft delivers functionality to allow users to create a separate payment. This functionality was turned off in Current HR/CMS through a modification. Business discussion is whether we should train users in this functionality or to instruct users not to use this function. • This functionality, in tandem with the “Tax Period Override” allows business to make special or one-time payments in the same payperiod of regular payroll. Examples of these types of payments are Settlement & Judgements, Retro payments, Bonuses, beneficiary payments. • Can enter a payment in Additional Pay to issue a separate advice, or regular payroll being direct deposited and the special payment a physical check.

17. Additional Pay – Fields for Separate Payments Separate Payments HR/CMS V9 Upgrade Field for Sep Check Field for Disable Direct Deposit Opens TAX Override Panel 17 17 17 17 Path: Payroll for North America / Employee Pay Data USA / Create Additional Pay

18. HR/CMS V9 Upgrade Discussion • Are there business scenarios where this functionality would be helpful? • Are there concerns?

19. HR/CMS V9 Upgrade Tax Period Override Today • Is a custom panel that effects the entire paycheck. • Commonly Used by State and Community Colleges for Adjunct Faculty staggered payments. • Used by other departments for Additional Compensation and a variety of other one-time lump sum payments not taxed at the supplemental rate.

20. HR/CMS V9 Upgrade Tax Period Override Version 9 • Available in Additional Pay. • Will only Override the specific earnings, will not impact any other earnings related to the check. • In conjunction with separate check functionality, can create a payment not subject to payroll deductions (except garnishments). • Tax Overrides for WET entries can be requested through the CTR Payroll Unit.

21. Additional Pay – Tax Period Overrides HR/CMS V9 Upgrade New field for Tax Period Overrides New fields for General Deduction Overrides 21 21 21 21

22. HR/CMS V9 Upgrade Discussion • Are there business scenarios where this functionality would be helpful? • Are there concerns?

23. HR/CMS V9 Upgrade MA Financial Page • Consolidated View for all MMARS Financial Information • Display only attributes from Position • Home Unit and Object Code are modifiable with edits

24. HR/CMS V9 Upgrade MA Job Financial Can Modify Home Unit and Object Code View Only – Position Data

25. HR/CMS V9 Upgrade Discussion • Are there business scenarios where this functionality would be helpful? • Are there concerns?

26. HR/CMS V9 Upgrade General Comments Page Today: departments would enter comments directly on to Additional Pay. For V9 • Comments will be entered into Personal Page • Conversion strategy for existing Additional Pay (Comment Type/User ID/Earn Code/ Eff Date/ Comment)

27. General Comments Page HR/CMS V9 Upgrade Enter your name into the Comments By: field Enter Comment Date: equal to date of Additional Pay transaction 27 27 27 27 Path: Workforce Administration / Personal Information / Biographical / General Comments

28. HR/CMS V9 Upgrade Discussion • Are there business scenarios where this functionality would be helpful? • Are there concerns?

29. HR/CMS V9 Upgrade Future Topics • GIC Eligibility • Savings Plans/ Deferred Compensation • Post Funding • Savings Bonds • Maildrop/ Sorting • W2 / Year End processing • Qualified Transportation • Other Requests by PAC??

30. HR/CMS V9 Upgrade Contact Us • Please contact us via the HR/CMS Mailbox: • HRCMS_Upgrade_Feedback@massmail.state.ma.us • All submissions to the HR/CMS mailbox are logged and tracked. This is always the best way to reach the project team, submit questions, and provide us with feedback.

31. Questions? HR/CMS V9 Upgrade