PeopleSoft HR 9.2 and YouWhat you need to know

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We want to provide…• Basic project information• Visibility into decisions and how they were made• Details you need to prepare for the 9.2 go live

We want to build…• Support for the goals of the reimplementation• Understanding of how you will be affected• A foundation for future sessions and training

WHY WE’RE HERE

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Julie SnyderAssistant Vice President

Office of Human Resources

Janis WolensProgram Manager

Office of the Chief Information Officer

Stacie BrewerDirector

Office of Human Resources

PRESENTERS

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Today we’ll cover…• The basics• Goals and benefits• Key changes• Change management• Preparing for change• Wrap up

AGENDA

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THE BASICS

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HR/SIS will split into…• Human Capital Management 9.2 aka HR/Payroll 9.2• Campus Solutions 9.0 aka SIS 9.0

• Shared data will be synched

• Continue with Financials 8.4

PEOPLESOFT… WHAT’S IN A NAME?

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Go live: Memorial Day Weekend 2014• Details still being worked out• More information will be available next spring• Good candidate for another awareness session

WHEN?

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Everyone will be affected• All faculty, staff and student employees• HR/Payroll system users• Service Center staff• Timekeepers• Managers/Supervisors• Fiscal staff

WHO?

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We’re upgrading and removing customizations from…• HR Core (Personal, Job Data)• Benefits• Payroll• Time and Labor (PS Timesheet, Payable Time)• Talent Acquisition Manager (OSUWMC only)• Employee Self Service

We’re implementing…• Commitment Accounting• Interaction Hub/Portal

WHAT’S IN?

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Because we’re doing that, we need to do this…• HR Action Request updates• eTime and eLeave updates• Reporting updates

• eReports• HR Data Warehouse• New tool… BuckIQ Business Intelligence

WHAT’S IN BY ASSOCIATION?

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What we aren’t doing (with this project anyway)…• Talent Acquisition Manager (University)• Contract Pay• PeopleSoft Manager Self-Service• PeopleSoft Time and Leave Self-Service• Absence Management• Performance Management• Profile Management, Career Development, and

Succession Planning• Company Directory

WHAT’S OUT?

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GOALSBENEFITS

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Implement the most current version while positioning OSU to take advantage of new

and improved functionality through the reduction of customizations

PROJECT OBJECTIVE

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Implement the most current version…• Includes software and hardware• Stay in vendor support for…

• New and updated functionality• Fixes• Security updates• Mandates (tax updates, federal reporting)

• Decrease risk of unplanned hardware outages

WHY?

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…while positioning OSU to take advantage of new and improved functionality…• Currently using a fraction of available functionality• Shore up foundation before adding on• Create roadmap for implementing out of scope

functionality

WHY?

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… through the reduction of customizations• Decrease long-term maintenance costs• Simplify the application of delivered updates• Facilitate the implementation of new functionality

WHY?

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We will…• Align and streamline processes to fit delivered system• Simplify system maintenance and integration• Decrease risk of unplanned maintenance• Increase database capacity while decreasing annual

costs

In order to…• Maximize resources available for future projects and

advances

BENEFITS

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KEY CHANGES

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There will be…• Access changes• Navigation changes• Data conversion• Field changes

• Removed• New/unhidden• Edits removed

• Schedule and deadline changes

GENERAL CHANGES

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Some field change details...• Will remove:

• Home Department• Timekeeping Group• Check Sort

• Will need to type the location address• Will add 3 user defined fields

• Home Department will convert

MORE CHANGES

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Some other changes…• New Action/Reason codes considered

• Ineligible for Rehire (IFR)• Voluntary Separation (VSIP)• Equity/Market

• Position approval changes• Graduate Fee Authorizations will not cover additional

fees• Paycheck modeling available in Employee Self Service

STILL MORE CHANGES

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Key changes to additional pay…• Departmental/College/Unit/Service Center processing of

additional pay will stop at HRA• All processing of additional pay will be managed by

Payroll Services• Delivered additional pay does not include Comments• Expanded Earnings Codes planned

ADDITIONAL PAY

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New module, same results…Encumbrances = Commitment Accounting

JED (Job Earnings Distribution) =

Department Budget Table

PET (Personnel Expenditure Transfer) =

Direct Retro Distribution

COMMITMENT ACCOUNTING

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But it’s not ALL the same…• Department Budget Table

• Not linked to Job Data• Set up by fiscal year• Tied to the appointment (University, College of

Medicine) or position (OSUWMC)• Direct Retro Distribution

• Paycheck data is required• Much more flexible, powerful

MORE COMMITMENT ACCOUNTING

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Why this change is so important…• Removes 50% of the other system customizations

including:• The majority of Payroll customizations• The most invasive customizations

• Allows us to use other delivered processes immediately and in the future

• Facilitates additional Chartfield audits and ties direct retro distributions to paycheck data

• Provides more powerful direct retro distribution tool

WHY COMMITMENT ACCOUNTING?

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CHANGE MANAGEMENT

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DEEPBREATH

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We’ve been…• Identifying system and business process changes• Evaluating the effects on users, service centers, the

university• Planning how to prepare affected audiences including:

HR Professionals, Service Center team members, HR/Payroll system users

Fiscal team members IT professionals Managers, supervisors, and approvers All faculty, staff, and student employees And more…

CHANGE AGENTS

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Communication, Training, and Everything In-between• Starting with existing meetings and communication

channels• Beginning to mix in project and change-specific

messages and events• Targeting faculty, staff, and student employees in winter-

spring and again before autumn semester

WHAT YOU SHOULD EXPECT

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PREPARING FOR CHANGE

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HRA

• Implement the HRA system, if you haven’t already

Contact Stacie Dutton, email: dutton.72@osu.edu

• Know that approvals in the HR system may change – your approval workflow in HRA may also

Current Position and Job Opening approvals are customizations in PeopleSoft

Decisions about these approvals are still being finalized

Business process decisions are still being determined and will be communicated soon!

HRP ACTIONS TO TAKE

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Ineligible For Rehire• Adhere to policy – must obtain approval from ER Consultants for

employees to be deemed IFR Lists will be maintained in central offices until conversion

• New job data action reasons will be used in 9.2; including IFR • Benefit to the university: sharing of information and consistent application

So HRPs know!

• Hire/Rehire action will automatically be stopped by the 9.2 HR system if an employee has an IFR record Historical information will be loaded into the system New activity will be audited by OHR

• Check the employment history in the HR system of all former and current university employees early on in your search process!

HRP ACTIONS TO PLAN FOR

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User Access to the HR System• The roles allowing access to the system are

changing – entirely!

• There will be a new approval process - TBD

• Requests will be reviewed more closely

• Goal: Limit access to sensitive information

• Training, training, training

WHAT TO EXPECT AHEAD

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GO LIVE DATE

05/28/14!

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Go Live & Freeze Periods• Go Live date is May 28, 2014

• Freeze Periods There will be a freeze period of several days

prior to Go Live – no activity in the system May also have a freeze period after Go Live –

TBD• Dual entry in both systems will be needed if

effective dates cannot be adjusted outside of the conversion period

HRP ACTIONS TO PLAN FOR

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Go Live & Freeze Periods• Go Live date is May 28, 2014

• Reports will be available for you to check data before Go Live

Need to ensure that clean data is loaded into 9.2

• Biweekly pay period will be impacted – determining a timekeeping process for that pay period

More to come

• Training – Spring 2014: Plan your calendars!

HRP ACTIONS TO PLAN FOR

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MO PP1105/01 – 05/31Conversion Record effective 6/01

HR 9.2 GO LIVE DATE 05/28/14!

BW PP2505/18 - 5/31Conversion Record effective 5/18

Conversion Period

Conversion Period

Conversion Period05/18 – 05/31

BOTTOM LINE:

AVOID ENTERING TRANSACTIONS INTO THE SYSTEM WITH AN

EFFECTIVE DATE FROM 5/18 – 5/31 IF POSSIBLE!

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Job Data InformationConversion period: 5/18 – 5/31

• Future-dated records

Limit as much as possible entering transaction with an effective date of 5/18/14 or later

Transaction may not convert over to 9.2 system accurately – you will have to audit all of them

They may need to be entered again after go-live

HRP ACTIONS TO TAKE

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Conversion Period: 5/18 – 5/31• Entering transactions during this period will be tricky!

Where ever possible, try to avoid transactions with an effective date during this period

Work with employees, managers, and faculty proactively – communications are critical

• Every active employee in the HR system will have a conversion record auto-populated onto job data in the system

Effective 5/18 for Biweekly; effective 6/01 for Monthly

‼ Do NOT remove or edit the conversion record in Job Data

The conversion row will ensure that employees are paid and receive benefits appropriately

HRP ACTIONS TO PLAN FOR

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Job Data InformationConversion period: 5/18 – 5/31

• Retroactive effective dates

Transactions entered into the 9.2 system (after conversion) with an effective date prior to conversion

Will be problematic – these are essentially two different systems

JED changes/Direct Retro Changes – will be entered through weekly journal entry process – centrally through Business & Finance

HRPs will have to track them on a spreadsheet and submit them to B&F through HRA

We are still identifying the processes that will be needed

Communicate with your teams the need for timely processing!

HRP ACTIONS TO PLAN FOR

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ENGAGEMENT WITH THE HR COMMUNITY

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Communications• Newslink Blog: Project updates and an FAQ will be

posted online, Site: go.osu.edu/hr92

• Project Email Address: You can email questions and feedback to hr92@osu.edu

• Toolkit Ideas: What communication “package” can we develop for you? Similar to the Employee Self Service project.

• Communication Ideas: What other ways of communicating would be helpful to you?

YOUR FEEDBACK IS NEEDED

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Reports • Fields Removed: Check Sort #, Timekeeping Group,

Home Department. We know you use them to run reports. By removing those fields, what other items can we provide to enable you to do the work you need to perform?

Conversion Readiness• Preparation: What else do you need from the project

team to help you prepare for the change?

Email the project team at hr92@osu.edu

YOUR FEEDBACK IS NEEDED

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HRP Input• Configuration discussions, design sessions, change

management teams

• HRP involvement so early in the project = Good Thing!!

HRPs have added perspective so that the project is taking a holistic approach to the reimplementation

HRPs have helped formulate decisions about the new system

HRPs have helped determine what is needed to prepare all of you for the change

• However, we don’t have all the answers right now

We will continue to need HRP involvement

HRP PARTICIPATION IS CRITICAL

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Testing• User Acceptance Testing (UAT) March 3 – May 2

System testing – will test user access, transactional ability

HRPs needed for testing sessions; individuals with very high level understanding of the HR system, with varying user access profiles (access to all modules as well as those with access to specific modules) – let your SHRP know

• Reporting Testing Dates TBD HRPs needed to test revised reports as well as the new Buck IQ

reporting interface

HRP PARTICIPATION IS NEEDED

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ACTIONS FOR HRPS TO TAKE NOW

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Activities you need to do now to prepare for the change:

Implement HRA Contact Stacie Dutton Be prepared to adjust approvals if needed

Decisions about Position and Posting approvals will be determined soon – look for communication!

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change: Prepare for Conversion Readiness 5/18 – 5/31

Communicate with employees, managers, and faculty ahead of Go Live about processing transactions during this time period - it’s important that they work with you proactively to navigate the conversion period

Try to adjust effective dates outside of this period (e.g., new hires)

How can the project team communicate to these groups?

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change:Prepare for Conversion Readiness 5/18 – 5/31

Review reports to validate data in HR 8.9 system

Clean data is needed to convert over to 9.2 You will receive multiple reports from

December – April to validate the data

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change:Manage Future Dated Rows

Limit entering them as much as possible if effective date is 5/18/14 or later

Exception: you can enter future dated terminations – they will convert into 9.2

Create a tracking system now until our business processes are determined

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change: Mitigate Retroactive Dated Rows

Try to limit as much as possible around Go Live date Aggressive communication plan within your

organizations Mitigate Retroactive funding changes – Direct Retro

Changes (PETs) Funding changes entered after Go Live with an effective

date prior to Go Live will need to be entered through journal entries

HR and Fiscal teams to work together – plan!

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change: Plan for Removal of Home Department ID

Know that it will be removed in HR 9.2 Make changes to Department IDs now to prepare for

transition of Buckeye Oasis systems Clean up Home Dept fields if needed – if they are

different than the Department ID, the data will automatically convert over to a College/Unit Reporting field

Use Employee Analytics report to identify

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change: Educate Yourself About Ineligible For Rehire (IFR)

Follow current policy for now – refer to Oct. 3rd HR Now article

Learn new Job Data Action/Reasons – training to come

Plan To Participate in Training – Spring 2014 Everyone with access to the HR system will

participate in training Training plan is being determined – more to come Plan your calendars

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change: Be Aware - User Access to System Will Change

Know that the roles are changing Business justification needed for access to the

system New approval process

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change: Get Ready! Go Live: May 28, 2014

Mark your calendars – plan for it There will be a freeze period - TBD Dual entry of HR transactions is likely BW pay period will be impacted – work around is

being determined Conversion row will be entered for active

employees – DO NOT REMOVE! More information to come!

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change:

Be Aware About the Project HRPs are involved early in the process –

changes will continue Look for communications: HR Now,

Newslink blog Attend awareness sessions Communicate with the project team:

hr92@osu.edu

YOU NEED TO TAKE ACTION NOW!

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Activities you need to do now to prepare for the change:

Attend Next Awareness Sessions - December

Focus upon Commitment Accounting

Department Budget Table (JED info), Direct Retro Changes (PETs), HR GL Reconciliation

Scheduled for December 9, 10, 11

Communication coming this week!

YOU NEED TO TAKE ACTION NOW!

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WRAP UP

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Look for updates…• Direct emails• HR Now• Administrative NewsLink (go.osu.edu/hr92)• And more!

Ask questions and provide feedback…• Now or…• hr92@osu.edu anytime

STAY ENGAGED