PeopleSoft 9.1 - Time & Labor (T/L) and Absence Management (AM) Sneak-Peek for Supervisors

1. PeopleSoft 9.1 - Time & Labor (T/L) and Absence Management (AM) Sneak-Peek for Supervisors UPDATED AFTER RECORDING Ola Faucher Director Human Resources Pam Burkhead Human Resource/Payroll System Administrator Human Resources May 2012 (A) 1

2. Agenda • Who Reports Time Worked • Time Collection Methods • Process Changes • Supervisors & Time Reviewers Responsibilities • Supervisor System Delegation • PeopleSoft Demonstration & Draft Sample Screen Shots • Worked Time and Approval • Absence Request and Approval • Who Uses T/L and AM Chart • New Terminology • Implementation • Time Frame and Resources • Questions and Answers 2

3. Who Reports Time Worked • Only hourly employees (Non-Exempt) will use one of the 4 time collection methods to report hours worked. • KUL-Employees who are eligible for “Premium Pay” (Shift Differential, Call-in/Call-Back, and Standby) will be required to use one of the 3 “Clock” methods. • KUL-Student Hourly Employees will be required to use one of the 3 “Clock” methods. 3

4. Time Collection Methods • PeopleSoft- Employee Self Service (ESS) • Web Clock (Clock Times) New –Punch Type – Temp. Out 4

5. Time Collection Methods • PeopleSoft- Employee Self Service (ESS) • Timesheet Entry (by Day) 5

6. Time Collection Methods New –Function Key Temp. Out • 3rd Party Vendor – TimeLink • Proximity Card (Clock Times) – works at any TCD • (Allows 10,000 users to a device – max 100 users – 10 minutes) • Biometrics (Clock Times) – assigned to specific device(s) • Functions: • In • Out • Balances • Leave Req (request) Status * TCD users may have access to the Web Clockin addition to the TCD. 6 6

7. Process Changes 7

8. Process Changes 8

9. Process Changes 9

10. Process Changes 10

11. Process Changes 11

12. Supervisors & Time Reviewer Responsibilities • Keep supervisor & work schedule data up to date. • Work Schedules are updated in MSS (Manager Self Service.) • All Employees are required to have a Supervisor • Supervisor approves Time Reporting & Absence Request. • Time Reviewer may add missed clock times. (Modify/Monitor) • Other MSS activities – to be determined. • No back dates for new hires. • Keep terminations up to date. • Collect proximity cards upon termination. Return to HR • Assist employee with signing up for KU Online ID. (https://myidentity.ku.edu/setup/login) 12

13. Supervisor System Delegation • Supervisors may delegate transactions in the system but not responsibility. • Delegate an entire activity – not at an employee level. • Time and Labor (T/L) • Absence Management (AM) • Talent Acquisition Manager (TAM) • Manager Self Service (MSS) – To be determined • May set specific date range. • Downward delegation of authority to a direct report or another person lower down in the reporting hierarchy. • Upward delegation of authority to a manager or another person higher up in the reporting hierarchy. • Lateral delegation of authority to a peer either within the same division or in a different division within the reporting hierarchy. 13

14. Supervisor System Delegation • The person being delegated to must accept the delegation. • Security job assigns access. • HR System Administration can delegate on behalf of another. PeopleSoft Demonstration Draft Sample 14

15. Supervisor System Delegation Draft Sample Draft Sample 15

16. Supervisor System Delegation Draft Sample Draft Sample 16

17. Supervisor System Delegation Draft Sample Draft Sample 17

18. PeopleSoft Demonstration • Employee Worked Time Reporting (ESS) • Web Clock • Timesheet • Manager Time Approval – Manager Self Service (MSS) • Supervisor to whom the employee reports to via Position Data. • Employee Absence Request (ESS) • Manager Absence Approval (MSS) 18

19. Web Clock – ESS 19

20. Timesheet – ESS 20

21. Timesheet Approval – MSS Draft Sample 21

22. Absence Request – ESS 22

23. Absence Approval – MSS 23

24. Who Uses T/L and AM Chart 24

25. New Terminology 25

26. New Terminology 26

27. New Terminology 27

28. Implementation • Training • Will be required for some employees to receive access – role based. • Training may be auditorium style and/or may be delivered via on-line UPK • UPK – User Productivity Kit which allows web based, role based training and optional testing.(On-Line Tutorials) • Time and Labor • First payroll period will be mixed entry for “clock” employees. • 1st week once system opens, Time Reviewers will need to enter clock times. • 2nd week, entry will be by employee using web clock or device. 28

29. Time Frame and Resources • Go Live • 9.1 HR/Pay Available - 7/30/2012 • Where to get Information: • Project Website: www.hrpay.ku.edu • Time Device – Building List • Project Timeline • Project Team • Future – Training Schedule and Methods • Contact Information: • Project Management Team email: apex-pmo@ku.edu • Project Email: hrpay@ku.edu 29

30. Additional Questions? Thank you for attending. Added after the recording and sessions: The Temp. Out option will be used when an employee who uses a clock for recording work time leaves temporarily during their work day (e.g. lunch) but has not left for the day. This may also be described as off the clock. 30