Presenter(s): Carla Espinoza, Mary Byrde, Aaron Neal

Date: 11-15-11

Time: 4-5pm

KUALI PEOPLE MANAGEMENT FOR THE ENTERPRISE

KPME – THE BIG PICTURE

• What is KPME?

• The history of KPME

• Hear from the institutions

• Carla Espinoza – Iowa State

• Mary Byrde & Aaron Neal – Indiana University

• Overview of the big picture

• Q & A

WHAT IS KPME?

• Project to build a fully functional, modular, enterprise-wide HR and payroll system following the Kuali structure:

• Open Source Licensing

• Community Development Model

• Commercial Affiliate Support

• Functionally driven, so it meets the needs of its users and their unique customers

• Combination of the best ideas from multiple institutions

HISTORY OF KPME

• November 2008 - Kuali Foundation forms Kuali HR/Payroll pre-project working group

• November 2009 – Pre-project working group submits a high-level estimate of work

• National economy force institutions to reprioritize

• USC and IU continued development of Timekeeping

• July 2010 – Open charter drafted

• November 2010 – KPME launched

IOWA STATE – WHY WE ARE PART OF KPME• Our legacy payroll system is the framework of HR administrative systems

• No longer sustainable

• No longer efficient

• Commercial personnel/payroll systems we have explored

• Beyond current budget constraints

• Incompatible with ISU business processes

• Scope of use of administrative systems extended to

• Decision makers need easily accessible data

• Functional processing at college and departmental levels

• Employee self-service to 15000 ISU employees

IU – WHY WE ARE PART OF KPME• By higher ed for higher ed

• Very different from corporate world from a payroll perspective

• Multiple jobs

• Multiple pay calendars

• Variety of tax withholding issues

• Control over upgrades

• Part of decision making process for upgrades and new releases

• Upgrades are less disruptive

• Value Proposition

• Cost

• Opportunity to learn from other institutions

KPME BIG PICTURE

KPME BIG PICTURE

• Big Picture Overview

• Project separated into modules to allow institutions the ability to implement only the pieces they need.

• Modules built to work with one another or stand alone

• https://wiki.kuali.org/display/KPME/KPME%20Project%20Documentation

KPME BIG PICTURE

• Delivery Sequence• Time and Attendance / Leave Management first; taking

advantage of collaboration in progress.

• Plan is to work from left to right on the diagram, the same way data flows.

• Sequence could change based on partner institution needs an FC / Board direction

KPME BIG PICTURE

• Time and Attendance• Released September 2011

• Enterprise level time tracking system

• Highly configurable / Rules based

• Define your own OT, Shift, Rounding, IP address tracking, lunch deduction…. Rules

• Mobile Time Clock

• https://wiki.kuali.org/display/KPME/KPME+Time+and+Attendance

KPME BIG PICTURE

• Leave Management• Development in progress – Target deliver Q2 2012

• Accruals for all employee types, configurable rates, holidays, leave types etc.

• Leave requests / time off reporting with routing and approval

• Planning – plan your time off for the entire year.

• Integrated with Time and Attendance to allow time tracking employees to request, report and plan time within one application.

KPME BIG PICTURE

• Leave Management

• https://wiki.kuali.org/display/KPME/Leave+Management+Module

KPME BIG PICTURE

• Position Management• Define / Maintain positions and related attributes within your

institution.

• Designed to allow 1 to many incumbents for a given position

• Identify funding sources for budgeted positions

• Define roles and responsibilities for a position.

• Position attributes copied to employee job at hire time

• https://wiki.kuali.org/display/KPME/Position+Management+Module

KPME BIG PICTURE

• Bio Demographic Data• Working with Rice team to have Kuali Identity Management

enhanced (extended data model / new features)

• Basic Bio Demographic data stored in KIM (names, addresses, etc.)

• Work with Rice team to build id matching functionality

• Build KPME user interface to collect all data, store HR attributes within KPME.

• https://wiki.kuali.org/display/KPME/Biodemographic+Data+Module

KPME BIG PICTURE

• HR Data Module• HR Core Transactions (Hire, Terminate, Promote, Leave of

Absence, Transfers etc.)

• Workflow enabled to allow transactions to be distributed to departments

• Support for multiple jobs, eVerify, electronic I-9 data collection

• Academic titles / posts tracked

• Rule based service date calculation

• https://wiki.kuali.org/display/KPME/HR+Data+Module

KPME BIG PICTURE

• Payroll / Tax Data Module

• Maintenance / Setup data to support the payroll process –(payroll calendars, earnings codes, pay frequencies etc.)

• Employee level tax data – W4 data for state and federal

• Tax treaty information, treaties and employee form tracking

• https://wiki.kuali.org/display/KPME/Payroll+-+Tax+Data+Module

KPME BIG PICTURE

• Additional Compensation Module

• Used to define non-standard compensation such as allowances, awards, supplemental, etc.

• Configurable – flat amount, accumulation towards goal balance, rate based.

• Allows for separate funding sources

• https://wiki.kuali.org/display/KPME/Additional+Compensation+Module

KPME BIG PICTURE

• Gross Pay Calculator• Compute employee pay including regular pay, allowances,

OT, commissions, bonuses, etc.

• Multiple Jobs / single check

• FLSA overtime processing

• Multiple pay frequencies (monthly, semi-monthly, biweekly, weekly)

KPME BIG PICTURE

• Gross Pay Calculator

• Support for non-standard pay scheduled (10 Month, 10 over 12, 9 over 12)

• Pay period overrides – make changes to an individual payroll

• Payroll Vouchers – routed and approved.

• https://wiki.kuali.org/display/KPME/Gross+Pay+Calculator

KPME BIG PICTURE

• Payroll Encumbrances• Compute future salary commitments for all compensation

sources

• HR Data aware – recognizes job actions and re-computes obligations based on the change

• Option to encumber budgeted vacant positions

• Generates ledger entries for posting to KFS

• https://wiki.kuali.org/display/KPME/Payroll+Encumbrance+Module

KPME BIG PICTURE

• Payroll Adjustment Module• Input into both Gross and Net Pay Calculator

• Make adjustments to employee standard pay via routable pay adjustment document.

• Cancel / reissue checks

• Overpayment adjustments

• https://wiki.kuali.org/display/KPME/Payroll+Adjustment+Module

KPME BIG PICTURE

• Garnishment Module• Define garnishment rules (priority sequence, applicable

earnings, calculation formulas, max amounts or percent of earnings, proration etc.)

• Define employee level garnishments

• Compute garnishments based on gross pay and garnishment rules

• https://wiki.kuali.org/display/KPME/Garnishment+Module

KPME BIG PICTURE

• Deductions Module

• Multiple deduction types – Flat amount, % of Gross, % of Net, Accumulation toward goal

• Frequency – One time, once per month, every check, etc.

• Priorities – which to take first if net pay will not cover all deductions

KPME BIG PICTURE

• Deductions Module• Deduction code attributes – allow partial deductions,

maximums, are arrears allowed, accounts to charge, taxable.

• Mass deduction loads

• Deduction sets – deductions that should be taken together as a set.

• https://wiki.kuali.org/display/KPME/Deduction+Module

KPME BIG PICTURE

• Benefits Administration Module• Configurable business rules drive employee eligibility

• Automated process for evaluating eligibility and presenting election options

• Allow for multiple benefit packages with rule based rates

• On-line enrollment / Open enrollment

• Benefits billing when arrears are not permitted or desired

• Automated retroactive benefit deductions

• https://wiki.kuali.org/display/KPME/Benefits+Administration+Module

KPME BIG PICTURE

• Gross to Net Pay Calculator• Computes taxes (federal, state, local etc.)

• Support variable tax periods (10 payments / tax over 12 months)

• Support for multiple earnings types with configurable tax implications (taxable / not taxable / gross-up)

• Support for student exemption from FICA

KPME BIG PICTURE

• Gross to Net Pay Calculator• General / Benefit deductions with appropriate tax impacts

• Support for limiting deductions based on maximum balances or mandated thresholds.

• Garnishment processing

• Cancellations / Reissues / Overpayments

• https://wiki.kuali.org/display/KPME/Gross+to+Net+Pay+Calculator

KPME BIG PICTURE

• Tax Reporting• Required federal / state / local reporting to tax authorities

• W2 / 1042 / 1099R etc.

• Annual / Quarterly / Monthly reporting files

• https://wiki.kuali.org/display/KPME/Tax+Reporting+Module

KPME BIG PICTURE

• Payroll Detail and Balance Module• Receives data from Gross to Net Pay Calculator with check

details

• Stores check details for review by employee / payroll staff

• Manages balances for taxes / deductions / garnishments etc.

• Stores accumulated balance by earnings types

• https://wiki.kuali.org/display/KPME/Payroll+Details+and+Balances+Module

KPME BIG PICTURE

• Payroll Expense Distribution Module• Create expense, tax and deduction ledger entries for posting

to General and Detail ledgers

• Process work study splits based on predefined account splits and accumulate toward work study awards

• Support for the creation of prior period ledger entries for retroactive adjustments

• https://wiki.kuali.org/display/KPME/Payroll+Expense+Distribution+Module

KPME BIG PICTURE

• Payroll Check and Advice Module• Creation of printed checks and direct deposit advices

• Creation of positive pay files for submission to financial institutions

• Creation of ACH files for financial institutions

• https://wiki.kuali.org/display/KPME/Payroll+Check+and+Advice+Module

KPME BIG PICTURE

• Tax Update Strategy• What are Tax Updates?

https://wiki.kuali.org/display/KPME/Payroll+Tax+Updates

• Tax Table Updates – Rates, table driven

• Tax Regulation Updates – New regulations that likely will require code changes.

KPME BIG PICTURE

• Tax Table Updates• Third Party Vendor(s)

• Manage on your own

• Tax Regulation updates• Sustaining partner contributions fund development team for

staying tax compliant

• Partner institutions receive early release of updated code

• Maintain code / tables for states in which partner institutions do business

KPME BIG PICTURE

• Estimates / Timeline• Estimates and timeline based on pre-project team work,

modified to fit KPME scope

• Under review by Board and Functional Council – Not Final!

• Based on assumption of new partners and contributions in 2012

• Opportunities to shorten timeline with increased resources

• https://wiki.kuali.org/display/KPME/KPME+Project+Estimate

• https://wiki.kuali.org/display/KPME/KPME+Module+Timeline

KPME BIG PICTURE

• Implementation Strategies• Each module will be architected to stand alone yet integrate

with other KPME modules if desired.

• Examples

https://wiki.kuali.org/display/KPME/Example+Implementation+Options

• Functional Questions

• Carla Espinoza, Iowa State

AVP, Human Resources

crespin@iastate.edu

515.294.3269

• Mary Byrde, Indiana University

Director, Payroll

mbyrde@indiana.edu

812.855.3274

• Technical Questions

• Aaron Neal, Indiana University

Manager, HRMS Systems

aaneal@indiana.edu

812.856.0055

CONTACT US