march 2008 1 he v.9 upgrade human resource management system (hrms) hrms ul meeting march 21, 2008

March 2008 1

HE v.9 Upgrade

Human Resource Management System (HRMS)

HRMS UL MeetingMarch 21, 2008

HE v.9 Upgrade Topics

• Tentative Upgrade Window

• Training & Support Resources

• HR Upgrade Change Summary

• Reporting Impacts

• Communications

Unit Liaison Action Item:

Share information with units

March 2008 2

March 2008 3

Tentative Upgrade Window

• Tentative upgrade service interruption (HEPROD): 5pm, Thursday, 6/5/08, to 7am, Monday, 6/9/08

• HEODS, U-M Data Warehouse, & My LINC available during upgrade weekend.

JuneSun Mon Tue Wed Thu Fri Sat

1 2 3 4 5 6 7

HEPROD Down at 5PM

HEPROD unavailable all day

HEPROD unavailable all day

8 9 10 11 12 13 14

HEPROD unavailable all day

HEPROD available at 7AM    

Training & Support Resources

Version 9 training & documentation available May 5 An eLearning course highlighting the changes to

HRMS & SA M-Pathways system Overview of Change documents for HRMS & SA

M-Pathways system and HRMS & SA data sets Demonstration simulations for Student Center,

Faculty Center, Student Services Center & others Interchanges/Webcasts highlighting key specific

changes (i.e. person model) U-M Data Warehouse labs to assist with

BusinessObjects user reports

March 2008 4

Training & Support Resources

Current SA and HRMS training and documentation updated to v.9 in phases.

Phase 1 complete by June 9 42 out of 79 HRMS & SA instructor-led &

eLearning courses Over 1000 documents

Phase 2 complete by September 30 Remaining courses and documents

•My LINC will be available during the upgrade outage.

March 2008 5

HR Upgrade Change Summary

• Person model

• Pay rate change

• Workforce job summary page

• Preferred names

• Market table

• Table and field changes

March 2008 6

Person Model

• The person model is a delivered feature in V9 which is required to implement

• Person Model is a term to describe the information that is tracked about a person

Names Addresses

The relationship(s) the person has to the organization

March 2008 7

Person Model - continued• Organizational Relationships – the relationships an individual can have with the

organization Employee

Employed and paid by your organization Person of Interest (POI)

A non-employee who is not part of the workforce Can have job data rows (department association) POI Types:

» Student Refund » COBRA» Student Benefits» Survivor» Other Payee» Future Hire» Non Resident Alien» Campus Solutions    

 Contingent Worker A non-employee who is part of the workforce May work under the terms of a contract (consultant/contractor) The use of this will require processes to be defined for adding and maintaining

this information.

•

March 2008 8

Employment Record Number (ER#)

• Examples of current ER# ranges: ER# 0-29 = regular employee ER# 30-44 = temporary employee ER# 45-59 = Temporary Staffing Services employee ER# 60 = Athletic payments

• The person model framework allows us to move away from ER# logic with organizational relationships and delivered fields

• Do not need a “cheat sheet” for ER#’s and simplifies reporting by using delivered PeopleSoft fields

March 2008 9

Person Model Logic Changes

• Regular Employees OLD: empl_rcd < 30 and deptid not 677440 NEW: per_org = 'EMP‘ and reg_temp = 'R’ 

• Temporary and Regular Employees OLD: empl_rcd < 60  NEW: per_org = 'EMP‘

• NOTE: Examples are for Job Table

March 2008 10

Workforce Job Summary Page

• This is a new delivered page and will be available for units and central offices to view the “person”. Navigation Workforce Administration – Job

Information – Review Job Information – Workforce Job Summary

Grid – sorts and download to Excel

March 2008 11

Pay Rate Change• Replaces the existing Merit process (and much more…)

• On-line process with immediate results Eliminates overnight results processing Eliminates the FTP process

• Similar to the supervisor ID and graduate care fellowship load processes using attach file functionality

• Additional flexibility for units to add pay transactions during the year

• Allows for correcting mistakes

• A new role, HR PAY RATE CHANGE UPDATER, will be created and M1 approval needed

• Allows for adding multiple pay reasons on the same day using sequence numbersMarch 2008 12

Pay Rate Change – Reporting Impacts

Eff Date Action Reason Seq Amt

9/1/2008 Pay Merit 0 $1,000

9/1/2008 Pay Market 1 $500

Improves data available for reporting and

business intelligence.

March 2008 13

Preferred Names• Changes with the upgrade:

View Appointment self-service page Submittal Forms, Manager Desktop, Administrator

Desktop, Quick View The Job Data “UM Job Data” tab will display both names Available in the data warehouse

• Current uses which are not changing w/upgrade: X500 or on-line directory A view M_CC_ORDRNAM_VW will return a preferred

name if one exists else return the legal name

March 2008 14

Market Table

• PeopleSoft delivered a market table in V9 which allows us to replace our custom market table and implement the delivered market table Provides flexibility for units to have their own

market pay rates for jobcodes Compensation will determine when this

functionality will be rolled out Reduces PeopleSoft modifications

March 2008 15

HEODS/PROD Table Changes

• Per_org added to Job and Employees tables

• Poi_type added to Job table

• Market table changes to support the new PS delivered table

March 2008 16

Data Warehouse Table/Field

• The existing Name field on the Personal_data table will be preferred name

• A new field, primary_name on the Personal_data table will be the legal name

• Per_org and poi_type fields added to Job table

• Market table changes to support the new PS delivered table

March 2008 17

March 2008 18

Report Impacts Vista Plus will be retired. Reports previously viewed with Vista Plus will be available through Report Manager or the U-M Data Warehouse

The upgrade requires changes to some table and field structures. These changes affect some reports in some:U-M Data Warehouse data setsPS QueriesRDAsInterfaces

Report Impacts

RDAs & Interfaces

• MAIS has identified impacts for RDAs and interfaces

• MAIS has contacted RDA and interface owners and will assist units as they update RDAs and interfaces after the upgrade

March 2008 19

Report Impacts

U-M Data Warehouse• UM-Maintained reports

MAIS will update and test all affected reports

• User reports WebI users will need to update their own user reports after the

upgrade in June

• Data set refresh/update schedule and other important information will be communicated in May

March 2008 20

PS Query–General

• A reference document for Query users available in May.

• Queries in the upgraded system will operate the same as queries in the current FIN M-Pathways system.

March 2008 21

Report Impacts

March 2008 22

Report Impacts

Public PS Queries• MAIS will convert and test all public queries.

Private PS Queries (very few users have this access)

• Users need to update their own private queries after the upgrade.

• Queries created or modified after 5/19/08 (tentatively) will not be moved to v.9.

• Users will receive communications in April with dates and details.

March 2008 23

Communications

Communications have begun and are targeted to audience type:

Unit Liaisons & Administrators M-Pathways operational users Students Faculty

Ongoing info available on the MAIS Webhttp://www.mais.umich.edu/upgrades/he_upgrade.html

UL Action: Encourage users to visit the site for info

March 2008 24

Communications

Communications Timing and Methods

Who What When How

Managers High-level info & updates

10/07–6/08 E-mail, Advisory Groups, etc.

Unit Liaisons

•High-level info

•cc’d on details

•Action Items

•10/07–3/08•4/08–6/08•3/08–6/08

Meetings, Web, e-mail, Webinars, etc.

Communications

Communications Timing and Methods

Who What When How

M-Pathways Users

•Hi-level info•detailed info by role access

•2/08•4/08–6/08

E-mail, Web, Webinars, WA, Citrix

Faculty Faculty Center

4/08–9/08 Web, WA, Ctools, U Record

Students Student Center

5/08–9/08 Web, WA, flyers in public sites, MI Daily

March 2008 25

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Questions?