11 sharp 9.1 upgrade/time and labor implementation meeting department of administration january 2013

11

SHARP 9.1 Upgrade/Time and Labor Implementation Meeting

Department of AdministrationJanuary 2013

22

Welcome

33

Presenters:

• Connie Guerrero, Deputy Director, Office of Human Resources

• Nancy Ruoff, Payroll Services Manager, Office of General Services

44

Meeting Agenda

WelcomeUpgrade Status and ActivitiesGeneral Changes in v9.1Electronic W-2 ReportingSHARP Upgrade Cutover TimelineExempt & Supervisory Employee InformationAgency Task ListNext StepsWrap Up, Contacts & Questions

55

Upgrade Status and Activities

66

2011 2012 2013JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB

Convert to Production

Build Technical Platform

Configure Environments

Fit/Gap

Data Conversions to Environments (Multiple Test Passes)

Design, Program, Unit Test

Change Management/Communications

Deployment PrepExecute System Test

Training Updates/End User Training

SHARP PeopleSoft 9.1 Upgrade Project Timeline

We are Here!

77

SHARP PeopleSoft 9.1 Upgrade Project Timeline

Time and Labor v9.1 Implementation Timeline

Plan & Analyze

Oct ’11—Feb ’12

Design

Feb ‘12—Apr ’12

Build

May ‘12—Oct ’12

Test & Deploy

Nov ’12—Feb ’13

Support

Feb ‘13—On

• Host T&L Kickoff Meeting

• Identify Agency Contacts

• Conduct Task Meetings

• Complete Agency Tasks

• Make Agency T&L Implementation Decisions

• Conduct T&L Implementation Meetings

• Design Training Curriculum

• Modify System

• Execute System Test

• Conduct T&L Implementation Meetings

• Distribute Agency Tasks

• Adjust & Test Agency Interfaces

• Clean Up Data• Build Data

Conversion Processes

• Build Training Curriculum

• Execute and Complete System Test

· Conduct T&L Implementation Meeting

· End-Users Complete CBT Training

· Plan Cutover· Test and Load Data for Conversion

· Reconcile Data· Validate System

· Cutover to Time and Labor Feb 2013

• Support Production

• Respond to Agency Feedback

• Decommission Redundant Agency Systems

• Help Desk

88


• Reviewing default agency email address in Employee Self-Service – Task TL033

• Agencies worked on updating Reports To data in SHARP and notifying employees with incorrect email addresses in Employee Self-Service – Tasks TL026 Reports To and Task TL024 Employee Self-Service Email Addresses

• Employees and agency staff began reviewing SHARP 9.1 Computer Based Training Modules that are currently available

99

Data Warehouse

• The data warehouse is also being upgraded in conjunction with the SHARP 9.1 upgrade

• SHARP Subject Areas will be updated for the last time out of v8.9 on Thursday, February 7, 2013. SMART subject areas will be updated over the weekend of February 9-10, 2013.

• Agencies will still be able to view data in the SMART Data Warehouse until we have finished converting all of the data into the new version. We expect the data reload process to take until approximately March 11, 2013 at which time we will move to the upgraded version. More information will be sent about this upgrade.

1010


• Employee Survey was sent to agency primary contacts to distribute to 668 randomly selected employees.

• Employees from thirty-two different agencies have responded to date.

• 88.6% have responded that they have heard about the upcoming change in how they will report their time beginning in Mid-February of 2013

1111


• Employees responded that they heard about the change from the following source(s):– Your agency HR office 87.9%– A co-worker in your agency 22.2%– Someone outside of your agency 3.5%

• Employees responded they have heard about the change in the following manner:

– Email or other written communication from your

agency HR office 75.8%– Group Meeting 34.3%– Casual conversation 23.7%

1212

General Changes in v9.1

1313

New Navigation in v9.1:• You will ‘click-to-pick” when accessing

pages within SHARP v9.1. In v8.9 you can “hover” your mouse over a folder in the Main Menu to access sub-folder and sub-pages. Instead of “hovering” you must “click”. This “click-to-pick” technology enables the sub-folders and pages to display at a faster rate

9.1 General Changes

1414

Navigation in v9.1

Click on Main Menu to see a list of sub-folders based on your security role

1515

Navigation in v9.1

Click on Workforce Administration

1616

Navigation in v9.1

Click on Job Information

1717

Recently Used

Recently Used pages now appear under the Favorites menu, located at the top left

1818

Breadcrumbs

Breadcrumbs visually display your navigation path and give you access to the contents of subfolders

1919

Time and Labor Changes to Version 9.1

• New to V9.1 is a Deny button on the Approve Payable Time Summary. Our recommendation is that you do not use the Deny button because it could create a time delay on getting information submitted.

If you Deny time for any or all of your employees, you will need to access each timesheet; delete the time; Submit; re-enter all the timesheet data; Submit again; (Approve all the timesheet rows if the workgroups are “SS” (Self Service)); wait for Time Admin to run; then Review and Approve Payable Time.

2020


• Compensation changes can now be entered after cutoff on Tuesday at 6:00 p.m. for inclusion in that pay periods calculation.

• Reported time has to be approved by 3:30 p.m. on cutoff so that payable time can be approved by 6:00 p.m.

• If no Payable Time exists on Cutoff night for employees that are leaving state service the leave payouts will be wrong and they will have to contact [email protected] to manually increase leave balances. So you can manually figure and enter leave payout information.

2121


• Timesheets will be populated on the Friday night prior to the beginning of the pay period. (Currently they are populated on the first Sunday night of the pay period)

• Group ID is no longer used on “Core” SHARP Time and Labor search pages (It is still used in Employee Self Service though)

• Email notifications are no longer immediate; a batch job will run every hour beginning at 8:15 until 5:15 on Week Days (no Weekends or holidays)

2222


• Notify your e-mail / security staff that Time and Labor e-mail notifications will be coming from “[email protected]”

• When Searching by Name on most Time and Labor search pages, you must enter the Department ID (first 3 digits at a minimum)

• Work Schedules are assigned on the Job Data Kansas Information Page instead of Position Data or Assign Work Schedule page

2323


• To access prior period timesheets for agencies the employee previously worked: Pull up the current timesheet and enter the date of the timesheet you wish to view and refresh the date. Example: EE works in 173 and last June worked in agency 264. Agency 173 pulls up the current timesheet and enters a June date and refreshes: The 264 timesheet will display

• If hours need to be deleted for time in which the employee is no longer active: Request SHARP Corrections Unit remove the Job Data row (such as a Termination row). Update the Timesheet/Submit and Approve if necessary. Then re-enter Job Data row.

2424

Payroll Changes in Version 9.1

• Agencies won’t be able to run the PAY011-Payroll Error Messages report on-line. A copy of the PAY011 report will be available after each payroll calc in the agency MVS directory

• Current Time and Leave agencies will notice that all earnings, including Regular and Overtime earnings, are now reported under the “Other Earnings” section instead of the “Earnings” section of the Paycheck Earnings tab of the on-line check view and also the PAY002-Payroll Register report.

• KPAYWAGE report will no longer be available in 9.1 and agencies should be using the KPAYGL5C instead

2525

Electronic W-2 Reporting

2626

Existing 8.9 process:

• Paper W-2s are printed/mailed in early January for the previous tax year

• Paper W-2s for tax year 2012 were mailed on Friday, January 4, 2013

• W-2 Reprints are run on a set schedule• Reprinted W-2 forms can be requested through ESS

beginning January 16, 2013 or through your agency HR/Payroll office. The first 2012 W-2 Reprint run will be January 17, 2013.

Employee Self Service 9.1 W-2 Options

2727

Exciting 9.1 Changes:

• W-2s will be available electronically for self-service printing through ESS

• Data from secure PeopleSoft database • W-2 form can be accessed through ESS at

employee’s convenience• Multiple years of W-2 forms will be available • All employees have ESS access for W-2 information

and it is available up to 18 months after leaving employment with SOK


2828

• Access to view/print W-2s via ESS requires employee consent to receive this information electronically

• W-2s will be available electronically for 2012 reprints shortly after Feb. 13, 2013

• Encourage employees to utilize this as an alternative to requesting a paper W-2 reprint

• The 2007-2012 Tax Years will be available on ESS by late Feb/early March


2929

Changes in 2014 for 2013 W-2 forms:

• W-2s will be available electronically through ESS in early January, 2014

• Employees who consent to access W-2 forms electronically will not receive a printed form

• Employees can withdraw consent through ESS

• Regent agency employees will need to know and use their SOK emplid to access W-2 forms through ESS


3030


• Paper W-2 forms will be printed/mailed in late January, 2014 only for employees who do not consent to receive information electronically

• Employees will be encouraged to utilize ESS to obtain W-2 reprints electronically

• Instruction sheet will be available to provide to employees to assist them in accessing ESS to obtain electronic W-2 information


3131


• Paper W-2 reprints will remain available for employees who are unable to access the information via ESS or who choose not to grant consent to receive information electronically


3232


3333 33

Click checkbox and submit to give consent and access W-2 forms

Mickey Mouse


3434 34

Security will require you to re-enter your ESS password here to verify your identity

K0000000001


3535 35

Submit successful. Click OK.


3636 36

Consent received. Click Return to Year End Form Selection link to access W-2 forms

Mickey Mouse


3737 37

Most recent Tax Year form/instruction links display. Select View a Different Tax Year link for prior year W-2 information.

Mickey Mouse


3838

Mickey Mouse123 Disney WayOrlando, FL 12345

123-45-6789

*Form prints on 8 ½” x 11” sheet of paper


3939 39

Information for Tax Years of 2007-2012 will be available by late February, 2013


4040

Break

4141

SHARP Upgrade Cutover Timeline

4242

Due to the SHARP 9.1 conversion that is taking place in February, please be aware of the important pieces of information that are included below.

•Effective 1/28/13, no new combination codes will be added into the current production system. If new combination codes are required on or after 1/28/13, please complete the new combination code load form and submit those combination codes to the TLLOAD mailbox. Form was sent out to all primary contacts. These codes will be loaded on 2/13/2013.


4343

• Please do not enter any effective dated rows, that are dated 2/3/2013 or after, for combo codes, task profiles, or department budget tables until after we have finished the conversion to Sharp 9.1. You will be able to go into the system on 2/13/2013 and enter any rows that are dated 2/3/2013 and after.

• Please enter all known Job and/or Position Data changes by 6:00 p.m. on 2/1/13 if possible. This includes changes for the current and any future pay periods. This will help ensure that the most up-to-date information is in the system when we begin the conversion process and enrollment of employees into Time and Labor.


4444

• Timesheets will be created on Sunday, February 3rd for the pay period of 2/3/13 through 2/16/13 for current Time and Leave and Time and Labor Agencies.

Existing Time and Labor Agencies:–Employees in existing Time and Labor agencies will have access to update their timesheets from 2/03/13– 2/08/13 and again on 2/13-2/17/13. –All Reported Time and Payable Time that is in Needs Approval (NA) Status, needs to be Approved (AP) by the end of the day on 2/08/13.


4545

Existing Time and Leave Agencies:–Timekeepers should not enter any information into timesheets for the pay period 2/3/13 through 2/16/13 in Time and Leave

–Timekeepers will have the ability to print paper time documents so employees can record their time while timesheets are unavailable. NOTE: Time documents that are printed from Time and Leave will not have a field to record the Taskgroup/Task Profile, so it will be important for those employee’s reporting time to Task Profiles to jot down the Task Profile they are reporting time against.

–Agencies will continue to have access to complete non-pay affecting leave adjustments and to print paper t-docs on and after 2/13/13 in Time and Leave (for pay periods prior to 2/03/13)


4646

• Saturday, February 9, 2013 to Tuesday, February 12, 2013: SHARP will be upgraded to PeopleSoft v9.1 and no access will be available

• Wednesday, February 13, 2013: Access for SHARP and Self Service users to the 9.1 version of SHARP is scheduled to be restored on February 13th. SHARP and Self Service User IDs and passwords will be the same as User IDs and passwords on Friday, February 8, 2013. A notice will be sent out on February 12th to notify agencies of SHARP availability on February 13th.


4747

Employee Self-Service

Employee Self Service users will see the following message until the SHARP Upgrade is complete

4848

Informational Circular No. 13-P-003 is available on the A&R website

• Provides dates for the SHARP Bi-Weekly Payroll Schedule for 2013 including processing date changes for activities and transition for the SHARP 9.1 upgrade:

http://www.da.ks.gov/ar/infocirc/fy2013/IC13p003.htm

• An additional informational circular that will specify the changes required for the cutover schedule will be issued in late January 2013.


4949

Payroll processing for payroll period ending February 2, 2013:

Monday, February 4, 2013•Interface Time and Leave Files due by 12:00pm•Cutoff for On-Line user entry is 6:00pm•Paysheets created and first preliminary SHARP on-cycle pay calc (Note: There will be only 2 preliminary pay calcs for this pay period)

Tuesday, February 5, 2013•Cutoff for Regent Files is 4:00pm


5050

Payroll processing for pped Feb. 2, 2013 (cont.)

Wednesday, February 6, 2013•Cutoff for existing Time and Labor Payable Time Approvals 6:00pm•Final Calc & Confirm for SHARP

Thursday, February 7, 2013•Regent On-Cycle runs •Regent’s Off-Cycle Run A Cutoff 4:00pm

Friday, February 8, 2013•SHARP Off-Cycle Run A Cutoff 6:00pm (Last SHARP Off-Cycle Run in v8.9)


5151


Wednesday, February 13, 2013

•SHARP opens to agencies for validation•Off-cycle ‘B’ for pped Feb. 2, 2013 is cancelled•All adjustments for pay period end dates on or before Feb. 2, 2013 must be submitted on for DA-180 and processed centrally by Payroll Services


5252


Wednesday, February 13, 2013 (cont.)

•First day employees (in Time and Leave agencies) have access to the new February 3, 2013 through February 16, 2013 timesheet in Time and Labor

•Employee will see a blank timesheet or a timesheet with default Time Reporting Code (TRC) and hours, depending on the Employee’s default work schedule. Employee can enter and "Save" the timesheet for hours worked or leave taken for the previous week up through today


5353


Friday, February 15, 2013•Regent off-cycle Run ‘C’ deadline 4:00 PM•If Friday is the last day the Employee works during this two week period, Employee can enter hours worked or leave taken and "Submit" the timesheet•Supervisors receive emails letting them know there are timesheets needing approval after Employees have submitted their timesheets (NOTE: The e-mail can take up to 1.5 hours to be delivered)•Supervisors review and approve time that employees have submitted•Employee will receive an e-mail confirmation when the supervisor approves their timesheet for the time period (NOTE: The e-mail can take up to 1.5 hours to be delivered)

5454


Saturday, February 16, 2013•If Saturday is the last day the Employee works during this two week period, Employee can enter hours worked or leave taken and "Submit" the timesheet•Supervisors can review and approve time that employees have submitted

5555


Sunday, February 17, 2013•Last day all employees have access to timesheets for the pay period ending February 16, 2013•Employee will have access to OLD (2/03/13 - 2/16/13) and NEW (2/17/13 - 3/02/13) Timesheet •Last day for Saturday employees (whose day ends at 7AM) to enter and "Submit" time for the 02/03/13 - 02/16/13 timesheets

5656


Sunday, February 17, 2013 Continued•Employee can enter hours worked or leave taken and "Submit" the timesheet for the time period that ended on Saturday, the 16th (OLD timesheet)•Supervisors can review and approve time that Employees have submitted•Employee can enter and "Save" the NEW timesheet for hours worked or leave taken (applicable for employees who work on Sundays)

5757


Tuesday, February 19, 2013•Last Day Supervisors can approve OLD (2/03/13 - 2/16/13) timesheets•Employee will receive an e-mail confirmation when the supervisor approves the employee’s timesheet for the time period (NOTE: The e-mail can take up to 1.5 hours to be delivered)•Employee can enter and "Save" the NEW timesheet for hours worked or leave taken

5858

Exempt & Supervisory Employee Information

5959

Exempt Employee Time Reporting

80 hours of payable time must be recorded for full-time exempts and salaried non-covered employees whether they will be entering time through Employee Self Service Timesheets or completing an Official State of Kansas paper time document

– Hours reported in excess of 80 will be ‘trimmed’ from the end and assigned to the of Non-Standard Time (NPT) Time Reporting Code

– Agencies will need to instruct employees how to record their hours if you want the employee’s time distributed differently

– Generate the Payable Hours Exception Report to see employees who are over or under their target FTE (www.da.ks.gov/sharp/reports/)

6060

Exempt Employee Time Reporting

– If you decide not to print and distribute paper time documents to your exempt employees you will still need your exempts to submit leave requests and the timekeeper will need to ensure 80 hours-worth of time that adds to gross pay is recorded for the employee every pay period, unless there is a full-day leave without pay that has been approved by the Department of Administration, Office of Human Resources

– Agencies may want to consider updating exempt employees work schedules in SHARP (on Position Data) prior to cutover from EXMT to 8MF1 prior to February 3, 2013

6161

Supervisory Employee Information

• Supervisors will be reviewing and approving the time reported by their employees using Employee Self-Service

• Supervisors and two levels above them in the organizational hierarchy will have the ability to review and approve time

• The organizational hierarchy is defined by use of the ‘Reports To’ field in position management

• NOTE: Employees with the Timekeeper or TL HR role can review and approve timesheets for all employees within Departments to which they have security access

6262


• Supervisors will Select ‘Approve Reported Time’ from ESS menu and Click on ‘Get Employees’ to see a list of employees who have submitted time that is ready for review/approval

• Supervisors will use the Time Reporter Group field to find different groups of employees to review and approve. A Supervisor may only have access to one group or multiple groups depending on their placement in the organizational hierarchy

6363


• Throughout the day as their employees are Submitting their timesheets, managers will receive an e-mail (see example on following slide) letting them know who has a timesheet that needs approval and the date range for that time

– Emails are not sent to managers when employees have “Saved” their timesheets; the e-mails are sent only when employees “Submit” their timesheets

– E-mails are delivered up to 1.5 hours after the employee has Submitted the timesheet; a batch job will run every hour beginning at 8:15 until 5:15 on Week Days (no Weekends or holidays)

– Notify your e-mail / security staff that Time and Labor e-mail notifications will be coming from “*ks.gov”

6464


“….From: [email protected] [mailto:[email protected]] Sent: Friday, February 15, 2013 2:48 PMTo: (Manager or Supervisor’s e-mail address)Subject: Reported time is awaiting for your approval.

This message is to notify you that there is currently reported time waiting for your approval.

Names:

First Name MI Last Name




Date Range: 02/03/2013 - 02/16/2013

To access the Timesheet page, click on the following link (we have removed this link as we are not live yet)

NOTE: This is a system-generated email. Do not reply to this email. …”

6565

Agency Task List

6666

Agency Task List

Posted to SHARP website http://www.da.ks.gov/sharp

Handout

AgencyTask List

6767

SHARP 9.1 Upgrade Tasks

The following final set of tasks will be sent out to coincide with cutover activities related to the SHARP 9.1 upgrade

All non-regent agencies (excluding existing 11 Time and Labor agencies) will need to complete this task:Task will be distributed on 2/4/2013 and due back by 2/16/2013•TL016 - Provide complete file of Time Reporter Data to be used for Go-Live

6868

Time Reporter DataTask 016

• Agencies will be provided with a file of all of their active employees in SHARP as of February 2, 2013. 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 presentationhttp://www.da.ks.gov/sharp/documents/SHARPUpgrade91/TLMeeting_100611/Time_Labor_Mtg_100611_Overview.ppt

6969

Time and Labor Tasks

All non-regent agencies (excluding existing 11 Time and Labor agencies) will need to complete these tasks:These tasks will be distributed on 1/11/2013 and due back by 1/22/2013•TL015 - Provide complete file of Combo Codes/Task Profiles to be used for Go-Live•TL017 - Provide complete file of Task Groups/Task Profiles be used for Go-Live•TL018 - Update Department Budget Table for Go-Live

7070

Time and Labor Tasks

Existing Time and Labor agencies will need to complete the following set of tasks:These tasks will be distributed on 1/29/2013 and due back by 2/4/2013•TL019 - Combo Code Conversion for Go-Live•TL035 - Department Budget Verification for Go-Live

The following task will be distributed on 2/5/2013 and due back on 2/8/2013:•TL020 - Task Profile Conversion Verification for Go-Live

7171

Grants Module Tasks

All non-regent agencies that are interested in using Grants need to complete the following final set of tasks:These tasks will be distributed on 1/11/2013 and due back by 1/22/2013•GM001A - F&A for Go-Live•GM002A- Departments for Go-Live•GM003A - Institutions for Go-Live•GM004A - Sponsors for Go-Live

7272

Project Costing Module Tasks

All non-regent agencies that are interested in using Project Costing need to complete the following final set of tasks:These tasks will be distributed on 1/11/2013 and due back by 1/22/2013•PC001A - Project Setup for Go-Live•PC002A - Source Type, Category, SubCategory

for Go-Live

7373

Next Steps

7474

Next Steps

• Ensure employees know their Employee ID and password for Employee Self-Service

• Continue communicating with employees in your agency that will begin entering their time via Employee Self-Service in February of 2013

• Agency Security Contacts should expect Security information from the Department of Administration listing users and roles that need to be verified for V9.1 access (Including Time and Labor Roles)

7575

Next Steps

• Access Training Materials as they become available.

• Enroll and track agency staff who need to attend SMART training related to Project Costing, Grants or Customer Contracts

• Access additional materials posted on the SHARP upgrade website to prepare you and your employees for go-live.

http://www.da.ks.gov/sharp/documents/SHARPUpgrade91/default.htm

7676

Contacts

7777

Contacts for HR/Payroll/Finance Staff

• Existing SHARP help desk phone number (785-368-8000) with options for Time and Labor and HR/Benefits. Payroll/funding related to TL is via the Payroll option.

• Brent Smith, Office of Human Resources: [email protected] or 785-296-1432

• Patti Pearce, Office of Human Resources: [email protected] or 785-296-7232

• Heather DeBusk, Office of General Services: [email protected] or 785-296-2434

• Sarah Tongier, Office of General Services:

[email protected] or 785-291-0556

7878

Questions?

11 sharp 9.1 upgrade/time and labor implementation meeting department of administration january 2013

Documents