Leave Management Implementation EPA’s New Time and Attendance Module

Office of the Chief Financial Officer

Office of Technology Solutions

March 17, 2015

Office of the Chief Financial Officer Office of Technology Solutions

Agenda

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• What is Leave Management?• Leave Management Benefits• How are Employees Impacted?• Communications Mechanisms• Communications Plan• Training• Resources• Implementation Timeline• Questions and Final Comments

What is Leave Management?

• Implementing new module of PeoplePlus Time and Attendance system.

• Simplifies the leave management process by replacing the SF 71 Leave Request in Webforms or other Agency leave request methods with the new Leave Management module integrated within PeoplePlus Time and Attendance.

• There are no changes to the current EPA Leave Policy.• Go-Live: Spring 2015

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Leave Management Benefits

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Agency• Eliminates redundant systems by integrating the leave request and

approval process with the current Time and Attendance system. • Records multiple data points, e.g. times and dates requests were made,

approvals and rejections, providing an audit trail.• Strengthens internal controls over the leave request and approval

process. Employees• Eliminates redundant data entry requirements for employees currently

using Webforms or other Agency leave request methods. Supervisors• Supervisors will no longer need to compare timecards to approvals on

file.

How are Employees Impacted?

• All EPA Employees will be required to use the Leave Management module.– All EPA employees will be required to use the new Leave

Management module to request leave.– All supervisors will be required to approve or reject leave

requests in the new Leave Management module.• PeoplePlus Coordinators will be responsible for keeping the primary

and secondary approvers for each organization up to date within the module, just as they do now.

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Communication Tools Audience FrequencyMemos and Emails- Surrounding announcement, training, Go-Live, post Go-Live issues

All Audiences As needed

Intranet Web Content- FAQs, Intranet Homepage Banner, Project Facts

All Audiences As needed

Training *- Training materials, hands-on classroom training, webinars, and refresher training, etc.

EmployeesSupervisors and

PeoplePlus Coordinators

As scheduled

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Communications Mechanisms

*Training schedule provided on slide 8

Communications Plan

• Aligns communications with delivery mechanisms.• Provides key facts and messages for target audiences.• Outlines schedule for communications deliverables.

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Training

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• Training Locations and Proposed Dates― Online

• Launched the week of March 30th ― Headquarters

• Sessions will be scheduled with each Program Office beginning March 30th through May 1st

― San Francisco• April 20th through 24th

― Research Triangle Park• April 6th through April 10th • Train the Trainer Session for Regional PPL Coordinators to be held on April 7th

― Cincinnati • April 20th and 21st

― Kansas City• April 27th and 28th

Resources

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• FAQs, webinars, Intranet homepage banner, and Training Materials• OCFO OTS Communications Team (for general questions)

― OCFO-OTS-Communications@epa.gov

Implementation Timeline

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Milestone TimelineUser Acceptance Testing Mid to Late March 2015Training Late March to Early May 2015Go-Live Spring 2015

Questions and Final Comments

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• Please direct any questions to…

• Rob Hill 202-564-9566• Lisa Ayala 202-564-4490• Sandy Pearlman 202-564-6038