Implementation of DOTD on ISIS HR Payroll

ISIS HR SAP Modules

• October 2000 - Org Management & Personnel Administration

• March 2001 - Payroll/Benefits/Time & FI/CO to support payroll payables

• November 2003 - State Portal (LEO)

• July 2005 - Travel Management with expense reimbursement through FI

ISIS HR

• 108,000 positions in Org Management & 75,000 employees in PA (all positions & employees in executive branch - excluding LSU systems)

• 43,000 paid employees (this excludes Higher Education, DOTD, and B&C)

• Company Code identifies Paid & Non-Paid – 0010 ISIS HR Paid– 0020 ISIS HR Non-Paid

Louisiana DOTD

The mission of the Department of Transportation and Development (DOTD) is to deliver transportation and public works systems that enhance quality of life and facilitate economic growth and recovery.

DOTD administers an annual budget of more than $2.3 Billion and an annual construction program of more than $1.5 Billion.

There are approximately 4,800 DOTD employees in about 140 offices throughout Louisiana.

Louisiana DOTD

DOTD Annual Payroll

Office of Engineering: $171,668,567.32

Public Works: $ 3,277,554.09

Management & Finance: $ 14,106,515.04

Sabine River Authority: $ 1,578,195.56

Total: $190,630,832.01

DOTD Districts (9)

Background

• The existing DOTD payroll system (APPS) was written in 1989

• In 1989, most state agencies were paid through the legacy Uniform Payroll System (UPS)

• In 2001, most state agencies migrated to SAP for HR and Payroll.

Background (Continued)

• DOTD was not included in the original payroll migration for various reasons but primarily because:

1. DOTD was not on the legacy state payroll system (UPS)

2. DOTD required an interface to other systems, which perform multiple functions, producing an employee timesheet as a byproduct.

DOTD Financial Applications

DOTD Payroll Processes

DOTD Computer Systems (timesheet related data)

• WORD – Maintenance Work ORDer system• PTS – Program and Project Management

Timesheet System• TIME – Information Technology TIME system• CORD – Construction Work ORDer System• SORD – Shop Work ORDer System

WORD – Work Order System

• Automates standard maintenance work order processing by assigning people, material and equipment to address roadway maintenance needs

• Captures hours worked, equipment and materials used• Produces a biweekly employee timesheet• Transmits files to the legacy payroll system, APPS

(Automated Payroll Personnel System) and to MOPS (Maintenance Operations) for processing.

• A legacy PC DOS system written in Clipper (1985), currently runs under Windows 2000 or XP

PPMS Timesheet (PTS)

• A module of the PPMS (Program and Project Management System)

• Implemented in early 2006• An Oracle web based system used by DOTD

Project Development personnel to manage projects and schedule tasks

• Generates an employee timesheet based on tasks entered on projects, and transmits a file to the legacy APPS system for employee payroll

TIME

• An Information Technology Section employee cost accounting and chargeback system

• Records time spent on IT projects and program development and maintenance requests

• Generates an employee timesheet and transmits a file to the legacy APPS system for employee payroll.

• Written in CICS COBOL (1993) using VSAM and DB2

CORD – Construction Orders

• Used by DOTD construction employees to record work on projects

• Transmits man-hours worked on projects to the APPS system and generates an employee timesheet.

• A legacy PC DOS system written in Clipper (1985), runs under Win 2000 or XP

SORD – Shop Order Reporting System

• Used by several DOTD repair shops to record work on shop orders

• Transmits man-hours worked on shop orders to the APPS system and generates an employee timesheet.

• A legacy PC DOS system written in Clipper (1985), runs under Win 2000 or XP

MOPS – Maintenance Operations

• Receives work order data from the WORD System. Creates cost and accomplishment data, and passes data concerning Equipment and Materials usage to the respective legacy systems.

• MOPS calculates cost of work orders for its own use and retains data for inquiry purposes.

• Written in CICS COBOL using VSAM and DB2.• Equipment system being migrated to Protégé

by the end of 2006.

DAJR – Daily Journal

• The official audit file for all financial transactions at DOTD

• Receives input from APPS, the legacy payroll system and all DOTD financial systems

• Updated through CICS and Batch mode

ISIS HR Payroll

• One pay cycle – biweekly

• Five day lag

• Pay period begins Sunday midnight

• Payroll is run Monday night

• Pay day is Friday

Go-Live

• Must implement at the beginning of a quarter

• 3rd quarter, 1st work day is June 18, 2007

• 4th quarter, 1st work day is Sept 24, 2007

Included in Scope of Work

• Implement DOTD on ISIS HR payroll

• Implement solution to provide necessary time data to SAP (CATS)

• Implement interface from SAP to DOTD legacy accounting system DAJR

• Implement solution for other DOTD systems that currently have time entry as component to maintain other functionality

Included in Scope

• Analysis of ISIS HR Coding Block to support necessary financial data for DOTD especially relating to RETROACTIVE processing of both pay & time data

Key Consulting Responsibilites

• Project Management

• Design, Installation, Configuration,Testing

• DOTD Interfaces

• Conversion

• DOTD Change Management Plan

• Training Plan and Training Materials

Continue

• Let’s go through the RFP

• Then follow-up questions