HRMS Users’ Group 3/19/08, 1:30-3:00 p.m. Clark Center Auditorium

1. HRMS Users’ Group3/19/08, 1:30-3:00 p.m.Clark Center Auditorium

2. AGENDA • PeopleSoft Version 9 Upgrade – Al Roa/Vicky Tran (20) • Payroll Updates – Kelly Wright (15) • HR Data Services Updates – Shawna Blunt (15) • Employment Updates/Training – Carmen Jacinto (15)

3. PeopleSoft Version 9 Upgrade Project Project Information and Update March 2008

4. This Presentation Covers…. • PeopleSoft 9 Upgrade: What, Why, When? • What Will Change? What Will be The Same? • Project Timeline • Helping Users Make the Transition • Who’s Involved? • For More Information Slide 4

5. PeopleSoft 9.0 Upgrade: What, Why, When? • What:Upgrade PeopleSoft HR/SA version 8.0 to PeopleSoft Campus Solutions version 9.0 • Why:Align Stanford’s PeopleSoft system with the current release and ensure ongoing vendor support • When:Go-Live is August 11, 2008 Slide 5

6. What will Change? • Core PeopleSoft HRMS and Student Administration users: • New “look and feel” • Navigational changes (“How do I get to….?”) • Students: • New “Student Center” interface • Navigational changes • Faculty/Advisors: • Same navigations, but functional pages look a bit different • All staff/employee “self-service” users: • Little visible change Slide 6

7. What will be the Same? • Users will continue to go through the Axess portal to access functions supported by PeopleSoft • Desktop software/browser requirements remain the same • Reports against PeopleSoft data will continue to be run via ReportMart1 • Brio/Hyperion Developers Group actively involved in updating local reports as required • Most core processes/business functions continue to work as before • Salary Planning and Workflow Slide 7

8. Project Timeline Go-Live: August 11, 2008 Slide 8

9. Helping Users Make theTransition • Collaborative Campus Readiness Model • Central Offices that “own” the PeopleSoft system/data all participating • Informational presentations to be held in various user forums(monthly HRM/HRA meetings, HRMS user group, TIPS, etc.) • User Acceptance Testing • Volunteers to participate in UAT • “What’s New” demo sessions to be held in July • Online training materials will be available • Animated process demos • Job Aids • Context-sensitive “Help” within the system • Open labs immediately before and after Go Live Slide 9

10. Who’s Involved? • Administrative Systems (Leo Volkov, Project Manager) • University Registrar’s Office • Human Resources • Payroll • Financial Aid Offices • Student Financial Systems • Admission Offices • Faculty Affairs Slide 10

11. Planned Announcements/Written Communications • Email announcements • Article in Speaking of Computers (April) • Article in the Stanford Report (June) • Announcement in Pay Statement emails (July/August) • Notices posted in the Axess portal (July) • Regular updates on the project website http://peoplesoft9.stanford.edu Slide 11

12. Campus Readiness Liaisons Slide 12

13. User Acceptance Testing Leads Slide 13

14. For More Information • Project Web Page: http://peoplesoft9.stanford.edu/ • Be sure you are subscribed to the psoftusers@lists email distribution list:https://mailman.stanford.edu/mailman/listinfo/psoftusers • Contact a Campus Readiness Liaison Slide 14

15. Questions ? Slide 15

16. Upcoming Kronos Java Update • Java update necessary to address a security alert with the current version of Java, JRE 1.5.0_10, used to run Kronos • Timing TBD – potentially 4/15 or 4/30 • Change will be communicated early in the pay period by email to Time & Leave Administrators/Supervisors

17. Upcoming Kronos Java Update • After the update, Windows users must install a new version of Java before using Kronos to enter hours • No action is required for Mac users • Download instructions will be available from: • Axess Employee Info tab • http://fingate.stanford.edu/staff/payemployee/res_jobaid/access_kronos.html#java_install

18. Time & Leave Policy Reminder • Federal and state laws require nonexempt employees to keep an accurate daily record of hours worked, including actual start and stop times and meal breaks (Admin Guide 22.4) • Recommended that employees update time worked daily • Supervisors must approve each pay period

19. Payroll Updates – I-9 Compliance • The current I-9 Compliance Specialist, Eumie Rim, will be leaving Stanford • I-9 compliance activities will continue as normal as we search for a replacement • Activities include: • Review of all I-9 Forms • Follow-up on missing/expired I-9 Forms • Semi-monthly compliance reports

20. Payroll Updates – I-9 Compliance • An I-9 Form is required for all assignments, regardless of duration (even 1 day of work) • Compliance activities will be extended to follow up on missing I-9 Forms for shorter assignments • If the assignment is terminated due to the lack of an I-9, use reason code NI9 to alert administrators who may hire the individual in the future

21. Payroll Updates – Impending Move • Payroll will move to Porter Drive – Summer 2008 • Campus satellite office at the University Cashier – Maude Modular (632 Serra St.) • Cashier’s Office staff will distribute checks, plus other functions • Courier service daily from Cashier’s Office dropbox to Porter Drive • More details to follow as we approach our move date . . .

22. Payroll Updates – Website Retired • Old Controller's Office and Oracle Financials Web Sites retired on 2/29 • Our new site, Gateway to Financial Activities, is available at: http://financialgateway.stanford.edu • Type ‘Payroll’ in your Stanford browser to go directly to the Payroll Administration section • Type ‘Kronostraining’ for Kronos

23. HR Data Services – News & Information DISABILITY & LEAVE SERVICES Contact: hr-datamanagement@lists.stanford.edu A-G: Laurie Jarocki, • 650/724-9734 • H-Q: Patti Smilovitz • 650/736-1196 • R-Z: Judy Ray • 650/725-1024

24. HR Data Services – News & Information HR Data Services has a new website • hradmin is now hrdata • Website goes live TODAY • Typing either hradmin or hrdata will get you to the same website

25. HR Data Services – News & Information Hrdata website improvements • Easier navigation • Updated links and content • Updated new user information and training • Job aids all in one area • Separated by type • Non-Academic Staff • Faculty and other titles • Trovix

26. HR Data Services – News & Information

27. Office of Staff Employment OSE has new contract with bajobs effective April 1, 2008 • Listings will automatically post to bajobs • Departments no longer have to pay for listings on bajobs • Please take this opportunity to freshen up your old job postings prior to them being posted on bajobs April 1st.

28. Office of Staff Employment Trovix™ System Upgrade • Projected Time Frame: Q2 2008 • Benefits • More robust and scalable data transfer process • Today, overnight batch resume processing • After the upgrade, more immediate resume processing

29. Office of Staff Employment Trovix™ System Upgrade (con’t) • Benefits • Resume matching • Improved & expanded search capabilities • Support Word 2007 (docx) Word Documents • Concept trees (expanded glossaries) for finance, software, networking, and biotech categories

30. Office of Staff Employment Trovix™ Training • Trovix Reports • Submit a helpsu to request training • Vicky Tran or Al Roa will get back to you with a confirmed time