1

OnePurdue BPR SessionTime Management

Session TM1

Work Schedules, Data Collection, Absences & Attendances, Approvals

2

Workshop Agenda

Topics of Discussion

Introductions, Agenda, Workshop Objectives

Parking Lot Issues

Next Steps

3

Workshop Logistics

Tent Cards

Rest Rooms

Breaks

Parking Lot

4

Introductions

Name

Functional-process expertise

One item you would like to see changed because of the OnePurdue project

5

Attendees

# Name Location/Dept.

1

2

3

4

5

6

7

6

What Is the OnePurdue Project Timeline?

Finance and Procurement: Accounts Payable, Accounts Receivable, Work-Effort Reporting, PurchasingHR/Payroll 1: e-Recruitment HR/Payroll 2: Organizational Management, Personnel Administration, Payroll, Benefits, Time Entry and Evaluation, ESS, WorkflowHR/Payroll 3: Personnel Development, Open Enrollment, Year-End Payroll ProcessingEnrollment and Student Affairs 1: Student Recruitment, Admissions, PFAE/ADMS, Transfer Articulation and Equivalency RulesEnrollment and Student Affairs 2: Financial AidEnrollment and Student Affairs 3: Course Catalog, Student Master, Academic History, Grading, Degree Audit, Graduation, Student Accounting ‎Master Data, Cashiering, Account Management, Billing, Payment Plans, Classroom Scheduling, Registration, Academic Calendar, ‎Academic Progression

7

Workshop Ground Rules

Respect Time

Respect Process• Stick to agenda topics.• One subject discussed at a time.

Respect One Another • One conversation at a time.• Cell phones and Blackberrys turned off.• Listen.

Stretch

Keep the end in sight

Work to gain consensus on terminology

Silence means agreement

Issues will be parked and resolved outside the meeting• Beat It To Death

8

OnePurdue BPR Methodology

DiscoverSAP terminology, definitions and capabilities.Specific opportunities for Business TransformationBest Practices in the context of the SAP implementationDocument process and system gaps

Validate“To-Be” Business ProcessRequired policy changesCore process owners and advisory committeeUniversity leadership

CommunicationPresent the future state of Purdue UniversityIdentify integration points for People, Process and Technology

BPR Deliverables

Business Process Review ReportTo-Be Design FlowchartsGap Analysis ReportFunctional Specifications Report

9

Agenda Topics

Time Management

Work Schedules

Absence and Attendance Types

Time Data Entry Methods

Time Entry Approvals

10

Time Management

Enables flexible representation of all personnel procedures involved in recording and evaluating employee time data

Work Schedules and Calendars

Time Data Collection

Recording of Attendance and Absences

Annual Vacation and Sick Leave Accrual

Time Evaluation and Overtime Wage-type generation

11

Key Performance IndicatorsTime Management

100% Elimination of duplicate documentation (time slips, time cards)

Reduce # of approvers/auditors

100% Accuracy of paid leaves

100% Automatic entry of time & cost center

Account for both paid & unpaid time

Calculate accrual on all leaves – all staff

12

KPI’s - Continued

100% Automatic calculation of time worked (all departments, all staff, all time worked & not worked – i.e. jury duty, etc.)

Real time view of leave (accrued, used, and balances)

100% Recording all leaves (faculty and staff)

KPIs described here are indicative of general objectives. During the Blueprint process, we will consider end-to-end processes in developing specific metrics associated with these metrics.

13

Time Management Status

Negative Pay Employees (Salary - Monthly)Paid according to their work scheduleOnly record exceptions (Sick, Vacation)

Positive Pay Employees (Hourly – Bi-weekly)Paid for hours recordedAll hours worked and exceptions are recorded

14

Work Schedules

15

SAP Work Schedules

Work Schedules are shift schedules which must be generated for all employees.

Work Schedules are used within Payroll to determine standard hourly rate for Salaried Employees and to perform standard prorating of wage types

Work Schedules for Negative Pay (Monthly) employees will accurately reflect the hours per day and the days of the week the employee is scheduled to work.

Work Schedules for most Positive Pay (Biweekly) employees will be an “open” schedule.

Some Positive Pay employees will have schedules created that accurately reflect the hours per day and the days of the week the employee is scheduled to work.

16

Work Schedules for Negative Pay Employees

All Negative Pay employees must be assigned to a work schedule that accurately reflects the days per week and hours per day they work.

• Standard = M–F 8 hours per day

• All schedules outside of the standards schedule will be identified and configured.» Example – An employee that works M-Th, 10

hours per day

17

Work Schedules for Negative Pay Employees (Cont.)

• Most of the non-standard schedules will be for part-time employees» Example – An employee that works M-F, 6

hours per day (.75 FTE)

18

Work Schedules for Positive Pay Employees

Standard = 7 Day 12 Hour• Assigned to most hourly paid employees.• Allows for flexible work schedules without

changing system functionality.

Additional schedules to accommodate non-standard overtime rules.• Police/Fire• Power Plant (72/88)

19

Examples of Work Schedules

20

Spreadsheet to collect time schedules

Week 1: Beginning 8/22/05

EE Last Name EE First NameEE MIddle

Initial EE PUID FTE EE Department Monday Tuesday Wednesday Thursday Friday Saturday Sunday

Compressed Workweek A. 1111111111111 100.0% 1031 10 10 10 10Rotating Schedule A. 1111111111111 60.0% 1031 8 8 8Part Time Schedule A. 1111111111111 50.0% 1031 4 4 4 4 4

21

Absence and Attendance Types

22

Absence and Attendance Types

Attendance types are used to record the actual hours worked by an employee. • Attendance Hours• Call Back• Event Pay

Absence types are used to record paid or unpaid hours that an employee did not work. • Vacation• Sick• Leave without pay

23

Example of how to define Shift Differential

ShiftIndicator

24

Time Data Entry Methods

25

Current Time Entry Methods

• Manual data entry into Payroll from Time Slips or Cards (or outside Time Collection systems).

• Work In Process (via entry into PPWP).

26

Time Entry With SAP

CATS – Cross Application Time Sheet• Data Entry Profiles• Timekeepers• Employee must exist in SAP

ESS – Employee Self Service• Utilizes CATS data entry screen

Card Swipe System – TimeClock Plus (or other entry systems)• Data will be imported into CATS

27

CATS Timekeeper Initial Selection Screen

28

CATS Timekeeper Time Sheet

29

Example of CATS Time Entry

30

Employee Self Service

Employees will be able to enter individual hours worked and exception time through the Employee Self Service web application.

Time entry will be entered into a CATS entry screen.

31

Employee Self Service

32

Card Swipe System

Currently, PMU uses TimeClock Plus to enter time for hourly employees.

HFS has expressed interest in using a Card Swipe System for most hourly employees.

A Card Swipe System will accumulate time and pass approved hours to SAP.

Exception Time and Corrections can be managed with the Card Swipe System or with CATS.

33

Individual Time Entry Process

34

Card Swipe Entry Process

35

Time Entry Approvals

36

Time Entry Approvals

SAP will allow a supervisor or timekeeper to review and approve all time processed by CATS.

SAP utilizes an electronic time/day stamp for supervisor sign-off.

Payroll will only process approved time.

37

Example of CATS Approval Screen

38

Example of Approved Time

39

Next Steps

Questions and Comments