SPUG WebinarSeptember 25, 2014

North CarolinaOffice of the State Controller

Kate B. SmithBusiness Systems Analyst

September 25, 2014

2

What would I do without EPI-USE?!?

How the North Carolina Office of the State Controller (OSC) uses EPI-USE’s Query

Manager, Data Sync Manager, and Variance Monitor solutions

3

Kate B. SmithBusiness Systems Analyst

• 8 years at NC OSC• 3 years at NC Department of Transportation• SAP Time Management

Configuration Highly customized schema Integration points with PY, PA, and OM

• EPI-USE lead• Liaison with Kronos project at NC DHHS• Kate.smith@osc.nc.gov

4

North CarolinaOffice of the State Controller

• Linda Combs, State Controller

• Independent Agency

• 226 Employees

• Manages 14 Enterprise Programs Accounting & Financial Reporting Risk Mitigation & Internal Controls SAP HR/Payroll

• http://www.osc.nc.gov/5

BEACON

• SAP HCM Implementation• PA, OM, Benefits, Time Management,

Payroll, ESS, MSS• ECC 6.0 EHP6 (Spring 2014)• Support Resources

33 technical 4 training

• Operations Resources 18 Call Center 40 operations

6

A Typical Scenario…

• Employee reports pay issue• Tier 1, Tier 2, Tier 3, Tier 4 (Production

Support)• Root cause determined, solution proposed• Unit test, control test, regression test• Communicate impacts

• How many employees are affected?

• When can it be fixed?

• What is the impact to paychecks?7

OSC Scenario

• Issue: An employee has an Overtime Comp accrual that is used to repay a leave liability, and an Overtime Comp expiration on the same day, resulting in an incorrect net accrual to Overtime Comp.

• It’s a very specific logic issue, but…

• We had the entire scope and impact of the issue determined in a day using the EPI-USE tools!

8

EPI-USE Tools

• Query Manager (QM)

• Data Sync Manager (DSM)

• Variance Monitor (VM)

http://www.epiuse.com

9

Query Manager (QM)

• Custom reporting tool• Report on:

Infotypes Configuration tables Text tables Time Evaluation results Payroll results

• Development resources are not required• Easy user interface for report design• Standard ALV reports

10

11

12

Query Manager (QM) @ OSC

• Functional Team Identify population impacted by an issue Identify special populations for testing Create monitoring reports for Operations staff

• Operations Staff Run monitoring reports

13

14

Benefits of QM @ OSC

• Real-time report design

• Real-time data access

• Less dependence on Development resources

• Quick turn-around

• In house custom reporting solution

• “I can design a query for that!”

15

Data Sync Manager (DSM)

• DSM Object Sync

• Copy HCM & transactional data from Production system to non-Production system

• Copy via file import/export and/or RFC

• Full or partial copy of an employee

• Single or multiple employees

• Clone employees

• Sensitive data scramble/conversion16

17

18

Data Sync Manager (DSM) @ OSC

• Most highly used EPI-USE tool

• Functional Team Review issues in a non-production environment Quickly generate test data or scenarios Capture test scenarios for re-use “Save” before picture of a scenario Estimate payroll impact for a fix

• Operations Staff Review issues in a non-production environment Validate work around scenarios in a non-production

environment Set up data for Production Support to review

19

Benefits of DSM @ OSC

• Quickly produce test data on non-Production systems

• Empower Operations staff• Determine payroll impact before a solution

hits Production

• “Have you sync’d that person into E1Q?”

20

Variance Monitor (VM)

• Quickly highlight variances in HCM data Payroll data Time Evaluation results Master data

• Set tolerance level for variances

• Compare period over period results in the same system or period to period results from different systems

21

22

23

Variance Monitor (VM) @ OSC

• Currently expanding use of this tool

• Functional Team Control testing Regression testing Data stamp validation

24

Looking Ahead…

• QM Provide reports to greater user base?

• DSM Routine refreshes of selected data sets? Incorporate larger DSM suite – HR Planning Mass

Copy, Client Sync, System Builder?

• VM Further integration into testing processes Expand use to other functional areas Use of VM for support pack testing and validation

25

Experience with EPI-USE

• All three tools are transactions (/n/use/qm)• Introduced and upgraded via the transport

process• Regular upgrades/releases• Admin functions allow greater control and

customization of tools• Product documentation available via their

website (using customer log-on)• Help tickets submitted online• User group community for QM• Consistently provide excellent customer

support!26

North CarolinaOffice of the State Controller

Don ChildreyBusiness Systems Analyst Manager

September 25, 201427

Don ChildreyBusiness Systems Analyst Manager

• 8 years at NC OSC SAP HR-PY implementation

• 16 years at NC Department of Transportation SAP FI-PS implementation Engineering

• Don.Childrey@osc.nc.gov

28

Affordable Care ActReporting Support

How the North Carolina Office of the State Controller (OSC) Is Preparing To Meet ACA

Reporting Requirements

29

ACA Requirements Reference

30

• SAP notes1910650 - BEN: FAQ about Affordable Care Act (PPACA)

Suggestions for how to use standard SAP to measure time, manage eligibility, and handle enrollment. (Jan 8, 2014)

2060131 - Announcement Note for Information Reporting for Employer Sponsored Coverage and Minimum Essential Coverage

SAP plans to release a new report for the IRS forms in August 2015. (Sep 1, 2014)

• IRS Form instructions http://www.irs.gov/pub/irs-dft/i109495c--dft.pdf

Instructions for Forms 1094-C and 1095-C (draft, as of Aug 2, 2014)

Policy decisions made by NC Office of State Human Resources

31

• 12-month Initial Measurement Period starting first of the month following date of hire or rehire, with corresponding Stability/Coverage Period

• 12-month Standard Measurement Period of Nov 1st through Oct 31st, with corresponding Stability/Coverage Period of Jan 1st through Dec 31st of the following year

• Plan enrollment to be administered by a third party vendor, with direct pay by employee and employer costs billed to individual agencies (not to our centralized Payroll system)

NC OSC Solution

32

• Configure a custom infotype to store:• Measurement Period dates• Initial assessment of eligibility• Stability/Coverage Period dates (first year)• Measured hours per week• Stability/Coverage Period dates (additional year)

• Custom programs to automate creation of the infotype records, measurement of hours, report of measured results

• Manual process for making offer to employees

• Enrollment data to be brought back into our centralized Payroll system to support IRS reporting

Example of custom infotype

33

34

Example of custom infotype

Example of custom infotype

35

Example of custom infotype

36

Example of custom infotype

37

38

Overview of NC OSC ACA Process

Infotypes

Hire Process

Reports

Captures:- Hire/transfer Date- ACA Expectation

IT9701 ACA IMP

BN Plan:ACA Min Value

VendorPaper

Enrollments

Offer to EE

IRS Form

1095C

Tax forms

EE enrolls and

pays directly

IT9701 ACA SMP

ER CostBilled to Agencies

Within SAP System

Program to createinfotypes

Eligibility file

CalculationProgram

Questions?

39

Thank You for Participating!