brought to you by the bc public service agency october 2014 time and leave - town hall -
TRANSCRIPT
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Brought to you by the BC Public Service Agency
October 2014
Time and Leave- Town Hall -
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Objectives
• Awareness of the Time and Leave Project• Understanding of changes and benefits
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Agenda• Overview
– Project– System
• Leave • Time• Sick Leave• What’s Next?
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ProjectProject TeamWhat is Happening?Drivers for ChangeBenefitsImplementation Leads
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Project Team
• Project Director - Cathleen Freshwater• Project Manager - Sonya Serafin• Change Management Lead – Tara Wilson• Business Analysts – Caroline Vanslyke/
Greg Hawes/Catherine Van Humbeck/Nina Moore/ Monica Lee
• Development Partners – TSSI/ Sierra Systems
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• Replace Time on Line (TOL) – PeopleSoft
• Decommission TOL (Kronos)– Ensure historical data still accessible– Prevent data entry into TOL
• Target implementation date early 2015
What is Happening PROJECT
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• Improve Self Service– Streamline access via Employee Self Service and
Manager Self Service• Customer Satisfaction
– Enter historical leave and time entries• Improve Leave Management
– Automates leave requests and approvals– Future dated leave entries
Benefits PROJECT
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Benefits• Adhere to security policies
• Additional Reporting Capabilities – Single source of truth– Data granularity
• Reduce Costs– Licensing is already paid for as part of the
PeopleSoft System.– Host on existing PeopleSoft infrastructure.– Eliminate annual TOL fees and infrastructure.
PROJECT
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• Single Point of Contact within Ministries• Manages implementation activities• Supports project implementation for their
organization– Attends support meetings– Assists in triage of organizations support requests
• Find yours at gov.bc.ca/myhr– Search for “Time and Leave Project”
Implementation LeadImplementation Leads
PROJECT
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System OverviewWhat’s NewPeopleSoftNavigationSystem AccessTerminology
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What’s New?
• All one system
• No Java client, no desktop footprint
• Navigation– Self Service Access and Workcentre – gateway to
your time and leave activities
SYSTEM OVERVIEW
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HR Information
Leave Requests
Time and Reimbursements
Payroll/Leave
Balances
Approved Leave
BiweeklyPay Sheets
Shared Schedule
Approval and Delegation Framework
PEOPLESOFT
ALL IN ONE!
Leave Reporting
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Time and Leave Key Roles
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Navigation
Time and Leave Management View and enter your time and leave transactions
Time and Leave Management View and enter time and leave transactions on behalf of others
SYSTEM OVERVIEW
• Self Service
Draft
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• Bryan to do a fake screen for WORK CENTRE
SYSTEM OVERVIEWNavigation
**design pending**
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System Access
• Remote access remains the same
• Mobile access requirements– Identified as a need– Working MTICS/OCIO to develop mobile strategy
SYSTEM OVERVIEW
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Terminology
• Sick Leave (includes STIIP benefits, WCB Absence)
• Signoff Authority Expense Authority• Leave Approver Approver
– Who may be approving leave (e.g. vacation, sick)– Or time (e.g. overtime) or reimbursements (e.g.
shift premium)
Terminology SYSTEM OVERVIEW
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Recap
Questions?
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Leave
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What’s NewWhat Stays the SameLeave EntryApprovalExpense Authority ResponsibilitiesLeave Requests
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What’s New?
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LEAVE
• Leave requests now entered into the system as an event not day by day
• Leave is no longer recorded on the schedule• Recording future leave supports forecasting
leave liability• Entry of future leave including sick leave• Only one Approver required
– Does not have to be Expense Authority
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What Stays the Same?
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LEAVE
• Existing base benefits/payroll/custom leave processes continue to be used for:– Enrolling employees in leave plans– Annual entitlement processing– Leave Rollover– Accruals– Adjustments done by Payroll
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Current Leave Entry
Enter new rows for each day
LEAVE
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New Leave Entry
Select date range
LEAVE
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Leave Balance Query LEAVE
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Approval
• Only one Approver required – does not have to be Expense Authority
• Approver should be the Supervisor (best informed)
• Expense Authority identifies the Approver• Expense Authority can be the Approver
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Transaction Type Expense Authority Required by System
Request Leave (e.g. vacation) No (Approver is required)
Request Payout No (Approver is required)
LEAVE
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Expense Authority Responsibilities
• Have processes and people in place to:– Confirm actual absences against system entries– Review and approve employee recorded leave– Monitor employee vacation and leave banks– Confirm leave banks before final leave is paid out – Monitor payroll expenditure and financial
management reports– Ensure sufficient funds in budget for leave not
taken
LEAVE
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Compensating Controls
• Compensating controls to be defined in conjunction with risk and controls review
• For example:– Segregation of duties (employee cannot approve
own leave)– Information on leave paid out and taken for the
expense authority– Approver (supervisor) training– Verification of leave balances
LEAVE
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Time and Leave Key Roles
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Example: Leave
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Heli OsloRegional
ManagerHas Expense
Authority
Sam EllisNanaimo Office
Supervisor
No Expense Authority
Lola SpencerNanaimo Facility
Supervisor
No Expense Authority
Miguel
LawrenceEmployee
Bonnie Watkins Employee
Zamir Jafir Employee
(Scheduler)
James HillProgram Manager
Has Expense Authority
Lola onlyapproves Leave
Expense Authority no longer required for leave.
APPROVER - Time APPROVER - Leave
Bonnie submits a request for four days of vacation
APPROVE
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Leave Recap
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Time
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What’s NewWhat Stays the SameExpense AuthorityApprovals
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What’s New?
• Leave is no longer recorded on time sheet
• Time and Reimbursements can be Approved and Expense Authorized at any time
For example:– Mary works overtime in the middle of the pay
period and records on her timesheet– The following day, her overtime can be approved by
• Her supervisor as the Approver• And the Expense Authority
TIME
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What’s New?
• Time and Reimbursements can be Approved and Expense Authorized after the pay period For example: – Mary worked overtime in the May 4th – May 18th
pay period– Mary did not enter until May 26th after the end of
the period– The Approver and Expense Authority can approve
on the system on May 27th
TIME
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What’s New?
• NO MORE NSOs!! The NSO (Not Signed Off) Process is no longer required
• Tools are available to assist with checking that approvals are done before cut off– For example: inquiries, email warnings
TIME
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What Stays the Same
• The cutoff for the pay period remains Monday 5pm
• Time and Reimbursements Expensed Authorized after cutoff will be paid in the following period– Unless it is critical pay – Critical pay guidelines and cutoffs remain the same
TIME
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Expense Authority
• Expense Authority guidelines same as today• System will validate that Expense Authority is setup
on CAS (Corporate Accounting System)Transaction Expense Authority Required by SystemTime entry does not result in increase to pay (no changes to scheduled hours)
No (base pay expense authorized via employment letter)
Time entered results in increased pay (e.g. overtime)
Yes
Employee has no base pay (e.g. hourly employees)
Yes
Expense reimbursements Yes
TIME
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Timesheet
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TIMETime Sheet
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Mon-Overtime Tues-Overtime
Wed-Overtime
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Example: Time
Heli OsloRegional
ManagerHas Expense
Authority
Sam EllisNanaimo Office
Supervisor
No Expense Authority
Lola SpencerNanaimo Facility
Supervisor
No Expense Authority
Sid LawrenceEmployee
Bonnie Watkins Employee
Zamir Jafir Employee
(Scheduler)
James HillProgram Manager
Has Expense Authority
Sam only approves Time
Potentially both Managers can apply Expense Authority for time
APPROVER - Time APPROVER - Leave
Bonnie enters 3 hours of overtime worked
APPROVE
Miguel
LawrenceEmployee
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Time Recap
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Sick Leave
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Work Place Health and Safety (WHS)
Program• Support a safe, timely and sustainable return to work for ill and/or injured employees
• Disability related costs are a major operating cost (approx $77m annually)
• Focus on management of sick leave and return to work interventions has resulted in savings
• Further savings anticipated as supervisors become more proactively involved; with support from:– BC Public Service Agency teams; and– More consistent case management practices
• Implementation of Time and Leave provides further efficiencies and supports
SICK LEAVE
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Time and Leave Benefits
• Fewer transactions required to record Sick Leave
• Reduce administration by determining requalification only when needed
• Better alignment with collective agreement requirements around:– reviewing absences for purpose of requalification – taking the employee off pay/on to LTD
Benefits SICK LEAVE
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What is Staying the Same
• Sick leave can be recorded on behalf of the employee (e.g. by a timekeeper, a supervisor)
• Employees continue to supplement (‘top up’) pay as defined in their agreement
• Employees can reserve vacation so it is not used to top up pay
• Processes for WCB claims and related pay adjustments
• Processes to take the employee off pay (onto LTD) at the end of the benefit period
What Stays the Same?
SICK LEAVE
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Entry and Approval• Sick leave is recorded with one entry• Example 1:
– Sue was away May 20 – 22– When she is back, records her leave
• Example 2:– Frank is off starting June 2nd for an indefinite period– A timekeeper records
• Start date of June 2nd • Expected return to work date, if known
– When Frank returns to work, the actual End Date is entered
Sick Leave
Entry and Approval SICK LEAVE
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Entry and Approval
• Approver approves:– the sick leave when it is originally entered; and,– Any subsequent changes that affect pay or the
benefit period• Sick leave does not need to be entered or
approved each pay period• The Approver can still hold pay (aka STIIP0)
Entry and Approval SICK LEAVE
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Entry and Approval
• Sick leave is approved in the same way as other leaves:– Approved by the supervisor– Expense Authority is not required– Approver can action (approve/deny) sick leave
from their Work Centre
Entry and Approval SICK LEAVE
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Requalification Period• No longer link absences via Original STIIP Start
Date• Now have tools to prompt supervisors to
verify related absences, and link as required, at critical points
• For example, supervisors will be notified if employee has not worked 15 consecutive shifts since last absence
Requalification Period
SICK LEAVE
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Managing Sick Leave
• Supervisors will have a ‘snapshot’ to see what is happening with their employees:– Their employees and their status (e.g. on sick
leave, expected return to work date, how many days have been on sick leave)
• Changes support capturing more accurate information that will allow for enhanced metrics – e.g. sick leave durations, return to work rates
Managing Sick Leave
SICK LEAVE
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Future Enhancements
• Additional support for Return to Work Trials and LTD tracking
• More accurate workforce analysis– Measure sick leave patterns in work units– Distinguish between incidental and prolonged absences– To support supervisors in leading a safe and healthy
workplace– To focus on interventions and improve workforce
productivity– To support further cost savings
Future Enhancements
SICK LEAVE
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What’s in it for me?
• One entry to record Sick Leave that spans multiple pay periods
• Tools to prompt you to link related absences to manage the requalification period
• Warnings within the system to check if end of benefit period (to take the employee off pay/onto LTD)
• See Sick Leave information for employees that report to you
SICK LEAVE
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Sick Leave Recap
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What’s Next?
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• Self-paced training for all users– Online help documentation– Online e-learning
• Ministry trainer led end user training (if planned)
• Agency Instructor led 24/7 scheduler training (if needed and based on availability)
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WHAT’S NEXTReadiness for Go Live
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• Replacing Time & Pay Portal TOL Help (wiki) with new Time and Leave Help (SharePoint)
– Quick Guides, Job Aids; Detailed Guides; Information Documents; SharePoint Pages and Links
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WHAT’S NEXTReadiness for Go Live
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Recap
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Thank You!
• Time and Leave Project Page – MyHR and Search ‘Time and Leave Project’
• First point of contact is your implementation lead – Full list of implementation leads is available on MyHR Time and Leave Project
• Project e-mail: [email protected]