human capital management implementation project …€¦ · b. serves as the basis for defining the...
TRANSCRIPT
Human Capital Management
Implementation
Time and Labor
Project Sign-Off
Saturday, February 11, 2017
(c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.
1
Table of Contents
i
1-HCM Data Flow Inputs and Outputs
DESCRIPTION ENTERPRISE DIAGRAM PROVIDING “THE BIG PICTURE”
PURPOSE A. Presents key modules, processes and interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,
development, configuration and implementation processes PRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management
2-HCM Business Process Listing (HCM-003-BPR)
DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS
PURPOSE A. Defines scope of the core implementation, based on the related business process and practitioner community
B. Serves as a “common denominator” for design, development, testing and training documentation
PRIMARY USERS Practitioners
3-HCM Business Process Flow Diagrams – Future State
DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME
PURPOSE A. Confirms touchpoints and “hand-offs” within a business process B. Identifies control points and segregation of duties
PRIMARY USERS Practitioners
4-HCM Business Process Fact Sheet (HCM-002-BPR)
DESCRIPTION BUSINESS IMPACT SUMMARY
PURPOSE A. Presents changes to business policies and procedures, resulting from the implementation
B. Serves as the basis for the communication plan, “delta training” and other change management initiatives
PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training Teams
2
Table of Contents
ii
5-HCM Decision Point Fact Sheet (HCM-006-DPT)
DESCRIPTION OUTSTANDING ISSUES SUMMARY
PURPOSE A. Outlines issues which impact design, development, projectscope and go-live dates
B. Presents potential solutions and documents the approachrecommended by the project team
C. Serves as the basis for issue discussion and resolutionD. Tracks the status of items transitioned to HR, Fiscal Affairs and
the Steering CommitteePRIMARY USERS Steering Committee, ITS, SSC and USO Management
6-HCM Use Cases (HCM-010-TST)
DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES
PURPOSE A. Lists major tasks within a business process and denotes the taskpractitioner
B. Serves as the basis for defining the scope of user acceptancetesting and practitioner training
C. Links major tasks and business processes to security roles anduser groups (SSC, ITS, Institution, USO, etc.)
D. Defines the audience for communication initiativesE. Serves as the basis for user acceptance testing
PRIMARY USERS Practitioners, Communication Team, Training Team, Security andWorkflow Team
7-HCM Business Requirements (HCM-004-REQ)
DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS
PURPOSE A. Defines scope of the implementation, based on the relatedbusiness process
B. Serves as a “common denominator” for design, development,testing and training documentation
PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners
3
Table of Contents
iii
8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-
015-RIC)
DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT
PURPOSE A. Identifies custom tables, pages, interfaces and other objectsrequired to fulfill approved business requirements for eachrelated business process
B. Serves as a “common denominator” between the requirementsgathering and design/development efforts
C. Groups different types of modification elements (tables, pages,etc.) for ease of migration
PRIMARY USERS Implementation Teams, ITS Staff
9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)
DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION
PURPOSE A. Presents an integrated view of the requirements gathering anddesign/development efforts
B. Associates custom development with an approved businessrequirement [NOTE: This report presents the same informationas 7-HCM Business Requirements (HCM-004-REQ) where customdevelopment is required].
PRIMARY USERS Implementation Teams, Practitioners, ITS Staff
APPENDIX – Job Aids
4
Commitment Accounting
Elapsed Time Entry
Mass Time Update
Punch Time Entry
KABA BCOMM SYSTEM
Human ResourcesPayroll for
North America Enrollment &
Eligibility
ChartFields
Earning Codes
Web Clock Entry
BioMetricTime Entry
Magnetic Swipe & Bar Code
Key Pad Time Entry
RFIDTime Entry
Rapid Time Entry
WorkSchedules
CompensatoryTime & Deferred
Holiday
BalancingReports
Ad HocReports
All Employees
Absence Requests
Absence Management
Time and Labor
Pending Decisions:
1. STD Hours & Paygroups: XXH vs XXC?2. STD Hours & Paygroups: XXF vs XXP?
AMTL000 – Time and Absence Inputs & Outputs
Time and Labor RulesApproval
ComplianceReports
5
AMTL001 - AM, TL, PY Integration OverviewB
OR
_AB
S_A
DM
IN/
BO
R_A
BS_
AD
MIN
_SSC
BO
R_T
L_A
PP
RO
VER
/ B
OR
_TL_
AD
MIN
/ B
OR
_TL_
AD
MIN
_SSC
BO
R_P
Y_A
NA
LYST
_SSC
BO
R_E
MP
LOYE
E/
BO
R_T
L_A
PPR
OV
EROneUSG last revised: 05.04.2016
Approve Absence in MSS
Finalize Absence Requests
Load Absences to Time and Labor
Calculate Absences
Report Absences &Report Time
Run Time Admin to Create Payable
Time
Approve Payable Time
Create Pay Sheets
Load TL Payable Time
Calculate Payroll Confirm Payroll
Generate Pay Checks and
Direct Deposit File
End
6
7
8
HCM Business Process ListingHCM-003-BPR
Time and Labor
Process Name Tracking Only?
AMTL000 - Time and Absence Inputs & Outputs Yes
AMTL001 - AM, TL, PY Integration Yes
AMTL002 - AM, TL, PY Data Flow Yes
AMTL003 - Time and Absence Approval Illustration Yes
AMTL004 - Time and Absence Process Calendar Yes
TL001 - High-Level Time and Labor Flow No
TL002 - Enroll Time Reporter No
TL004 - Report Mass Time (Group) No
TL005 - Prior Period Adjustment No
TL006 - Manage Schedules No
TL007 - Time Administration Process No
TL008 - Setup Configuration Yes
TL009 - TL Post Approval Compliance No
TL010 - Manage Exceptions No
TL011 - Deferred Holiday No
TL012 - WorkFlow (AWE) Request and Time Approval Process No
TL012 - WorkFlow (AWE) Request and Time Approval Process Yes
TL015 - Approval Notification No
TL016 - Evaluate Payable Time Yes
TL017 - Approve Payable Time Yes
TL018 - Time and Absence Inputs & Outputs Yes
TL500 - Administer Time and Labor Security Yes
TL600 - AdHoc Reporting Yes
TL999 - Data Conversion Yes
Saturday, February 11, 2017 Page 1 of 29
HCM Business Process ListingHCM-003-BPR
End of Report
Saturday, February 11, 2017 Page 2 of 210
TL001 - Time and Labor High-Level Process FlowB
OR
_EM
PLO
YE
EB
OR
_HR
_AN
ALY
ST
BO
R_T
L_A
PPR
OV
ERB
OR
_TL_
AD
MIN
BO
R_
TL_
AD
MIN
_SS
C
OneUSG last revised: 03.29.2016
Resolve Exceptions or Correct Time
Report & Submit
Time
Manage Schedules
Review Work Sched
Maintain Time Reporter Data
Run Time Admin
ApproveTime
Employee Data Transaction
Corrections or Exceptions?
Review Payable Time
Auto EnrollTime
Reporter
TL005Prior Pd
Prior Period Adjustment?
No
Yes
Generate TL to PY
Balance Reports
AM003Rqst Reg
Yes No
TL009Post Apv
End
11
TL002 – Enroll and/or Update Time ReporterB
OR
_HR
_AN
ALY
STB
OR
_AU
TO
MA
TIO
N/
BO
R_T
L_A
DM
IN
OneUSG last revised: 03.29.2016
Employee Data Transaction
TL Record Exists?
No
Enroll in Time &
Labor Per Matrix
Yes
Update TL Record
Need Comp Time Plan?
Yes
Enroll in Comp Time
Plans
No
Set Default Work
Schedule
Set Default User
Options
Std Hours Change?
Yes
Changes Needed?
Yes
No
End No
Company Pay Group Empl Type Reg/Temp Reports To
12
TL006 - Manage SchedulesB
OR
_EM
PLO
YEE
BO
R_
TL_A
PPR
OV
ERB
OR
_TL_
AD
MIN
_SSC
BO
R_T
L_A
DM
IN
OneUSG last revised: 02.01.2017
Override Needed?
Yes
Review Available Schedules
Schedule Exists?
Yes End
No
Notify Time Administrator
Request Schedule
Create Schedule
Assign Schedule
No
Review Assigned Work
Schedule
13
TL003a - Time EntryB
OR
_EM
PLO
YEE
/ B
OR
TL
AP
PR
OV
ERB
OR
_TL_
AD
MIN
_SSC
BO
R_T
L_A
DM
IN
OneUSG last revised: 05.10.2016
Enter Time
Run Time Administration
Prior Period Adjustment?
Yes
TL005Prior Pd
TL011Def HOL
TL012TL012
WrkFlow
TL013Kaba
Web Clock
Time Sheet Punch
Time Sheet
Elasped
No
Campus Closure / Inclement
Weather, etc
Group Time Entry
Exempt, Non Exemp, Mass
Non Exempt
TL004Mass Time
MassExempt & Non Exempt
SubmitReported
Time
AM003aReg Abs
Exempt
Multi Job Or Dual EE?
Select Appropriate Time Sheet
Yes
No
14
TL005 – Prior Period AdjustmentsB
OR
_EM
PLO
YEE
BO
R_I
_TL_
APP
RO
VER
BO
R_T
L_A
DM
IN_S
SCB
OR
_TL_
AD
MIN
OneUSG last revised: 05.04.2016
PPA Identified
Adjustment Within 28 Days?
YesEnter Adjusted
Time
No
Submit Adjustment to
TL Administrator
No
Enter Adjusted Time
Run Time Admin
Review Payable Time
Exceptions or Corrections?
No
Adjust Reported Time/Clear Exception
Approve Payable Time
NoTL003
Rpt Time
AM008Off cycle
TL003Rpt Time
Off Cycle? YesPY005
Off-Cycle
TL009Post TL
Yes
Changes Needed?
Yes No
Allow Exceptions
A
A
Crosses Calendar
Year?Yes
Submit Time Adjustment to
SSC
SSC RePaymt
AM003Rqst Reg
15
TL011 – Deferred HolidayB
OR
_EM
PLO
YEE
BO
R_T
L_A
PP
RO
VER
BO
R_T
L_A
DM
IN_S
SC
OneUSG last revised: 03.29.2016
Work Performed on Scheduled
Holiday
Regular Hours Reported on
Timecard
Defer Holiday Eligible?
Yes
Apply Deferred Holiday TRC
No
Run Time Admin
TL003Rpt Time
Send DFH Hours to
AM
Absence Processing
End
Request Holiday Deferral
16
TL004 – Mass Time/ Report Time for GroupB
OR
_TL_
AP
PR
OV
ERB
OR
_TL_
AD
MIN
_SSC
BO
R_T
L_A
DM
IN
OneUSG last revised: 03.29.2016
Report Mass, Group, or Rapid
Time Entry
Run Time Admin
Review Payable Time
Exceptions or Corrections?
Yes
Adjust Reported Time/Clear Exception
Yes
Approve Payable Time
Changes Needed?
Allow Exception
No
No
Mass Time Event
TL003Rpt Time
17
TL010 – Manage ExceptionsB
OR
_TL_
AP
PR
OV
ERB
OR
_TL_
AD
MIN
OneUSG Revised: 01.31.2017
Exceptions Identified
Run Time Admin
Changes Needed?
Yes
Adjust Reported Time/Clear Exception
No
Allow Exception?
Yes
Review Payable Time
Exceptions Exist?
Yes No End
No
18
19
TL007 - Time Administration ProcessB
OR
_TL_
AD
MIN
_SSC
OneUSG last revised: 01.31.2017
Run Time Administration
Use TR_STATUS to Determine Time
Reporters to Process
Combine Employees into WORKGROUP
Batches
Clear Prior EXCEPTIONS that
were Resolved
Apply WORKGROUP Rules
Convert PUNCH Time to ELAPSED
Reconcile Reported Time to SCHEDULE
Apply ROUNDING Rules & Estimated
Gross
Publish Current EXCEPTIONS
Create PAYABLE
TIME
Update Employee TR_STATUS Flag
End
20
21
22
TL016 – Evaluate Payable TimeB
OR
_EM
PLO
YEE
/ B
OR
_TL_
AP
PR
OV
ERB
OR
_TL_
AP
PR
OV
ERB
OR
_TL_
AD
MIN
_SSC
OneUSG last revised: 01.31.2017
Correct Reported Time
StartRun Time
Admin
Review Payable Time
AM015Proc AM
Time Corrections / Exceptions?
All Time Reported or Pd
Ended?
Yes
No
Update Timecard Hours?
Update Reported Hours
No
Yes
NoTL017
ApproveYes
23
TL015 – TL Approval NotificationB
OR
_HR
_AN
ALY
STB
OR
_TL_
AD
MIN
OneUSG last revised: 01.31.2017
Verify Manager Email Addresses
Missing Addresses?
Yes
Update Missing Manager Email
Address(es)
Initiate T/C Approval Proc
Unapproved Time Exists?
Generate Notification
Email for Unapproved T/C
Route Notifications to all Managers w/Unapproved T/C
Yes
Approval Deadline Reached?
No Yes
Evaluate T/C Approval Status
No
All Payable Time
Approved?
Unapproved Exported to
Approval Compliance
No
TL009Post Apv
Yes
End
Group Time Approval
TL003Rpt Time
No
24
TL017 – Approve Time & Load To PayrollB
OR
_TL_
AP
PR
OV
ERB
OR
_TL_
AD
MIN
BO
R_T
L_A
DM
IN_S
SC
OneUSG last revised: 07.25.2016
Run Time Admin
Review Payable Time
Approve Payable Time
YesTL-PY Load Time Balances Report
Time Ready for Load?
Yes
YesChanges Needed?
YesAdjust Reported
Time/Clear Exception
PY002On Cycle
No
All Payable Time
Approved?
No
Load to Approval
Compliance Process
TL009Post TL
Exceptions or Corrections?
Allow ExceptionYes
Force Finalize Time Approval
AM008Off Cycle
AM005Proc Ext
AM003Rqst Reg
A
A
TL004Rpt Mass
TL005Prior Pd
TL015TL Notif
AM015Proc REG Has
Approval Prd Ended?
No B
No
B
Run The Time and Labor Lock
Down
No
25
Absence, Time, & Payroll Integration
26
Time and Absence High-Level Process Calendar
TL
We
eks
1 &
2
Eva
luat
e P
ayab
le T
ime
Pre
-Pa
yro
ll P
roce
ss
(Th
urs
da
y)P
re-P
ayr
oll
Pro
cess
D
ay
1 (
Frid
ay)
Pa
yro
ll P
roce
ss
Da
y 2
(M
on
da
y)P
ost
Ap
pro
val
Pro
cess
Da
y 3
(T
ues
da
y +
)
OneUSG Revised: 07.19.2016
Enter Reported
Hours
Run Time Admin
Review Payable Time
Review & Correct
Exceptions
Update Reported
Hours
Confirm Approver Email List
Send Email to All Pay Period
Approvers
ID Apvrs w/unapproved
Absences
Send Email Reminder to Approvers
Finalize Approved Absences
Load Absences to
Payable Time
Run Time Admin
Continue Evaluation of Payable Time
ID Apvrs w/unapproved Time Cards
Send Email Reminder to Approvers
Finalize Time Approvals
Balance Time Data
Load Time To Pay Sheets
Copy Unapprvd Time to
Compliance System
Approval Deadline
11AM
Identify Approvers w/Unapproved Timecards
Generate Approval
Compliance Audit Reports
Notify Non Compliant Approvers
Approve Time in Compliance
System
Document Any Time
Adjustments Needed
Enter Documented Prior Period
Adjustments in PROD
Validate That All Time Has Been
Approved
Continue Evaluate
Payable Time
Approve Time
Absence Off-Cycle
Requests
Time and Labor Lock
27
TL009 - Approval Compliance Process
BO
R_T
L_A
DM
INB
OR
_TL_
AP
PR
OV
ER
OneUSG last revised: 07.29.2016
Identify Unapproved
Timecard Approvers
Notify Time Approvers
Approve Payable Time in Compliance
Component
End
Time Adjmts Needed?
TL005Prior PdYes
No
Initiate Clone of Unapproved Payable Time
Update the Employee s
Timesheet w/ Corrections
TL017Apv Time
Generate Approval Compliance Audit
Reports
28
TL012b – Time and Labor Manager Approval IllustrationB
OR
_EM
PLO
YEE
EMP
LOY
EE_D
ATA
Date Revised: 7/11/2016
HR Employee /Time Reporter /
TL_ADMIN
Position Data Time Reporter Data
Reports ToManager
TL ApproverBoth Have
Approval & DelegationCapability
Approval DelegationCapability
ABS_ADMIN_SSC
Extended Absence Approver
29
TL014 – KABA Third Party Integration
TIM
E A
ND
LA
BO
RK
aba
Wo
rkfo
rce
Solu
tio
nsT
ime
Clo
cks
OneUSG last revised: 02.10.2017
PeopleSoftTime and Labor
B-COMM Integration Engine
B-COMM Business Logic
Punch Time Time Off Requests
B-COMMDatabase
Time Clock TL Punches & AM Requests
IntegrationBroker
IntegrationBroker
BioMetric Template
Data
30
TL013 – KABA Time EntryB
OR
_EM
PLO
YE
ETI
MEC
LOC
KB
-CO
MM
- K
AB
ATL
& A
M
OneUSG last revised: 06.02.2016
Enter/Re-enter Credentials
Key Pad, RFID, Mag Stripe, Bar
Code or Bio Metric Media
Select Action:(IN, MEAL, OUT, TRF, ABS RQST)
Re-Enter?Credentials
Valid?
Display Employee
Transaction Options
Validate Action Against Time Entry Rules
Valid Transaction?End
Record Employee Timeclock
Action
TL003Rpt Time
AM003aRqst REG
Yes
No Yes
Yes
Evaluate Error Message
No
No
Push Data To OneUSG
Integration Broker
31
32
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
AMTL000 - Time and Absence Inputs & OutputsBusiness Process:
Functionality Changes:
Ownership Changes:
Issues Not Addressed:
Issues Addressed:
Policy Changes:
Business Procedures Impacted:
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
Saturday, February 11, 2017 Page 1 of 2533
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
AMTL001 - AM, TL, PY IntegrationBusiness Process:
Functionality Changes:
Ownership Changes:
Issues Not Addressed:
Issues Addressed:
Policy Changes:
Business Procedures Impacted:
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
Saturday, February 11, 2017 Page 2 of 2534
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
AMTL002 - AM, TL, PY Data FlowBusiness Process:
Functionality Changes:
Ownership Changes:
Issues Not Addressed:
Issues Addressed:
Policy Changes:
Business Procedures Impacted:
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
Saturday, February 11, 2017 Page 3 of 2535
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
AMTL003 - Time and Absence Approval IllustrationBusiness Process:
Functionality Changes:
Ownership Changes:
Issues Not Addressed:
Issues Addressed:
Policy Changes:
Business Procedures Impacted:
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
Saturday, February 11, 2017 Page 4 of 2536
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
AMTL004 - Time and Absence Process CalendarBusiness Process:
Functionality Changes:
Ownership Changes:
Issues Not Addressed:
Issues Addressed:
Policy Changes:
Business Procedures Impacted:
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
Saturday, February 11, 2017 Page 5 of 2537
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL001 - High-Level Time and Labor FlowBusiness Process:
1. Time and Labor impacts all employees under oneusg.2. Work schedules are required for all employees and act as thefoundation for employee time tracking.3. New functionality includes direct, real-time integration with Job Dataautomatic enrollment into Time and Labor & Absence Management4. Time Reporter Profile history will be available.
Functionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. Java issues will be eliminated.2. Time delay between job data and time reporter access will beeliminated.
Issues Addressed:
1. Timesheet approval policy has been revised to include manadoryapprovals for all employees payable time. (NEED POLICY NBR)
Policy Changes:
1.HRAP has been revised to allow institutions to follow progressivediscipline policies to encourage compliance with time approval policy.(NEED policy number)
Business Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 6 of 2538
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL002 - Enroll Time ReporterBusiness Process:
1. In the current environment, Time & Labor access is granted for new users as a nightly batch process.2. Within oneusg, new Time Reporters will have immediate access to their timesheet.
Functionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. The current system does not provide a real-time solution for eTime enrollment. Access to the eTime environment was granted via nightly batch process. This issue will be eliminated with real-time integration between job data and time reporter data.
Issues Addressed:
1. None.Policy Changes:
1. None.Business Procedures Impacted:
1. The conversion process will create Time Reporter records based on a matrix of Job Data elements cross referenced with Time and Labor profile data elements.
Conversion Approach:
1. Employee profile history data does not exist in the current system. The Time and Labor employee profile history data will be built moving forth as new transactions are processed.
Historical Data Approach:
1. None.New Forms:
1. None.New Approvals:
Saturday, February 11, 2017 Page 7 of 2539
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL004 - Report Mass Time (Group) Business Process:
1. In the current system practitioners perform mass time entry byperforming group edits, selecting the group of employees to edit andentering the time.2. In oneusg the Mass Time Reporting feature will be used to save timeand keystrokes when reporting time.
Functionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 8 of 2540
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL005 - Prior Period AdjustmentBusiness Process:
1. Currently all historical edits are completed by payroll practitioners.2. In the onuesg system these transactions are indicated as prior periodadjustments.3. Adjustments within 28 days of the current date will be updated by theTime Approvers.4. Adjustments greater than 28 days from the current date will beprocessed by institutional practitioners.5. Prior Period Adjustments will be visible on the employee timesheetand any net offsets will be visible under payable time.
Functionality Changes:
1. Time Approvers will process prior period adjustments within 28 daysof the current date.2. Payroll practitioners will process prior period adjustments for 364 daysprior to the current date as long as the prior period adjustment does notcross a calendar year.3. The Shared Services practtioners will process prior periodadjustments crossing a calendar year.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 9 of 2541
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL006 - Manage SchedulesBusiness Process:
1. Currently, schedules are assigned manually by payroll practitioners. Inthe oneusg system, default schedules will be assigned automatically toall employees based on standard hours.2. Managers will be able to maintain or change the default employeeschedules.
Functionality Changes:
1. Schedules will continue to be created centrally, maintained by oneusg.2. Managers will be able to maintain or update employee schedules asneeded based on availablitliy.3. Institution practitioners will submit requests to Shared Services Centerfor schedule creation.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 10 of 2542
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL007 - Time Administration ProcessBusiness Process:
1. In the currrent system time worked is sent from eTime to the payrollmodule through an export and import process run manually duringpayroll processing. In the oneusg system, Time Admin is the processthat converts reported hours to payable time within the system.2. Time Admin will run on a regular schedule and can be run ad hocwhere required.
Functionality Changes:
1. Exports are currently run manually by the Shared Services Center. Inthe oneusg system, Time Adminstration will be scheduled to run twotimes a day.2. The Shared Services Center will have access to run Time Adminmanually as needed to convert reported time into payable time.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 11 of 2543
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL008 - Setup ConfigurationBusiness Process:
1. Not applicable. The TL Configuration Guide will detail the functionsand specifications for Time and Labor configuration.
Functionality Changes:
1. Share Services Center will maintain all system configuration.Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 12 of 2544
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL009 - TL Post Approval ComplianceBusiness Process:
1. This is a new process for oneusg. The Post Time and Labor processprovides Time and Labor Admininstrators with a systematic approach tocapturing timesheet approvals after approval deadline has passed.
Functionality Changes:
1. Ownership remains with the institution and will be assigned to theTime and Labor Administrator.
Ownership Changes:
1. NoneIssues Not Addressed:
1. Currently unapproved timesheets are either not followed up formanager approval or done outside of the system.
Issues Addressed:
1. Timesheet approval policy has been revised to include manadoryapprovals for all employees payable time. (NEED POLICY NBR)
Policy Changes:
1. BPM has been revised to allow institutions to follow progressivediscipline policies to encourage compliance with time approval policy.(NEED BPM NBR)
Business Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 13 of 2545
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL010 - Manage ExceptionsBusiness Process:
1. The current system identifies exceptions through the use of color coded borders around fields on an employee's timecard; the only exception required to be corrected is a missed punch, all others are warnings for information only.2. In the oneusg system, exceptions are generated during the Time Admin process as the reported time is validated against the defined rules. Each exception has an associated severity level and must be either resolved or allowed in order for associated reported time to become payable time.
Functionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 14 of 2546
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL011 - Deferred HolidayBusiness Process:
1. Functionality changes from manual Excel or other tracking process toonline mangement.2. Employees will only be able to accrue a maximum of 40 hours ofdeferred holiday. Deferred holiday balances will be paid out at the endof the calendar year if the employee does not use these hours forabsences before the end of the year.
Functionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. Not all institutions follow the policy that allows for non-exemptemployees to defer holidays.
Issues Addressed:
1. NonePolicy Changes:
N/A Lynn Hobbs - BPM?
Business Procedures Impacted:
1. No legacy deferred holiday balances will be brought forward.Conversion Approach:
1. NoneHistorical Data Approach:
1. This will be tracked in Time and Labor & Absence Management.New Forms:
1. The Time Approver will add the deferred holiday as a Time ReportingCode on an employee's timesheet.
New Approvals:
Saturday, February 11, 2017 Page 15 of 2547
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL012 - WorkFlow (AWE) Request and Time Approval ProcessBusiness Process:
1. The time entry and approval processes are relatively unchanged.Employees will enter time via an online timesheet, web clock, or a timeclock. Managers and/or Time Approvers will review and approve time forpayment at the end of each pay period.2. Multiple job employees or joint employed employees will log in andselect which job (from a list) that they wish to report time for.
Functionality Changes:
1. None.Ownership Changes:
1. The current system allows for managers and practitioners to transfertime to other departments as needed.
Issues Not Addressed:
1. Segregation of duties issue is addressed with the new system. Underthe current system, practitoners must access the Job Employment page(an HR component) in order to update the supervisor ID (timecardapprover). Within Time and Labor, practitioners will access a TimeReporter Data page to update an employee's Time Approver information.
Issues Addressed:
1. Timesheet approval policy has been revised to include manadoryapprovals for all employee payable time. (NEED POLICY NBR)
Policy Changes:
1. The BPM has been enhanced to help enforce approval compliance, toallow institutions to follow progressive disciplinary policies for managerswho routinely fail to meet their time card approval obligations. (NEEDBPM NBR)
Business Procedures Impacted:
1. None.Conversion Approach:
1. None.Historical Data Approach:
1. None.New Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 16 of 2548
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL012 - WorkFlow (AWE) Request and Time Approval ProcessBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. A customization has been added to the system design to allow adesignated Time Approver, where requested, separate from theemployee's direct Manager. When utilized, both the Time Approver andManager will have access to employees' timesheets for approval. TheTime Approver will, however, receive email notices for approvals.
Issues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. The current system's Supervisor ID will be converted as the TimeApprover.
Conversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 17 of 2549
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL015 - Approval NotificationBusiness Process:
1. Each pay period, the current system reminds employees to report andapprove their own timecard one (1) day prior to the approval deadline. Inthe oneusg system, employees will receive a notice if they have notsubmitted reported time. (Note: exempt employees will submit reportedtime that is populated from schedule)2. Each pay period, the current system identifies unapproved timecardsand messages the respective supervisor that approval is due. In theoneusg system, unapproved Payable Time will be identified; the systemwill notify time approvers that approval is due.
Functionality Changes:
1. None.Ownership Changes:
1. Exempt employees are paid from job data. It has not been addressedhow employees who have not submitted time will be held acountablesince they will still be paid their respective salary.
Issues Not Addressed:
1. This process eliminates the need for institutions to send manualreminder notices to employees and approvers regarding time reportingand approval deadlines.
Issues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 18 of 2550
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL016 - Evaluate Payable TimeBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 19 of 2551
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL017 - Approve Payable TimeBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 20 of 2552
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL018 - Time and Absence Inputs & OutputsBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 21 of 2553
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL500 - Administer Time and Labor SecurityBusiness Process:
1. In the current system, security is based off of an employee's persontype, which allows access to different functions within time and labor.
2. In the oneusg system, each TL Approver is assigned a unique RowSecurity Permission list;
3. Row security permission lists define the set of data permissions forusers who are associated with a particular permission list, and is the linkto view a TL Approver's direct reports.
4. Dynamic Groups are used to group employees together for TimeManagement and Approval purposes.
5. TL Permission List Security profiles will be created to define TLApprover group access.
6. Dynamic Groups will automatically be added to TL Approver TLPermission List Profiles.
Functionality Changes:
1. Time Administrators will be responsible for adhoc updates to TLApprover security profiles.
Ownership Changes:
1. NoneIssues Not Addressed:
1. In the current system, when a Job change initiated amanager/employee reporting change, Time Approver updates werehandled manually. In oneusg, Job changes will automatically update theemployee's appropriate TL Approver assignment.
Issues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. TL Permission List Security will be converted based on a matrix of TLApprover eligiblity values.
Conversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 22 of 2554
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL600 - AdHoc ReportingBusiness Process:
1. In the current system, hyperfind queries are built to retrieveneeded;the criteria available to query is very limited.2. In the oneusg system when existing reports do not return the dataneeded, Queries and Ad Hoc Reports will be created.
Functionality Changes:
1. Institution is able to create adhoc queries.Ownership Changes:
1. NoneIssues Not Addressed:
1. The oneusg query tool is much more useful than our current system.Issues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 23 of 2555
HCM Business Process Fact SheetHCM-002-BPR
Time and Labor
TL999 - Data ConversionBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 24 of 2556
HCM Business Process Fact SheetHCM-002-BPR
End of Report
Saturday, February 11, 2017 Page 25 of 2557
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
ActiveDocument Status:
546 Issue: Joint Employment Time Reporting-
Final Decision:
Who should report time for employees under a Joint Employment agreement?
Since Time Reporter Codes (TRC) are tied to particular Earnings Codes the employee would be required to know whether or not his/her earnings are considered earnable compensation for retirement while recording time so the correct Earnings Code would be processed during payroll.
Document Details:
1. Assign JE employees to the normal USG TL Workgroups and Allowthe employee to report their own hours and instruct them regardingwhich TRC codes to select.
2. Create unique TL Workgroups for JE employees with theappropriate TRCs in each based on the employee eligibility.
Potential Solutions:
One to one setup and design of transactions and approvals. Recommendation:
75HRAP Impact:
BPM Impact:
Not Applicable
0.0 Not Applicable
1037 Issue: What are task groups?-
In Time and Labor, taskgroups are used to assign time reporting Task Profiles to time reporters who perform ad hoc work for other departments/areas.
Final Decision:
What are task groups?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1038 Issue: What is Time and Labor?-
Time and Labor is a module of the PeopleSoft Human Resources system where time worked is collected, approved and converted to payable time for payroll purposes.
Final Decision:
What is Time and Labor?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
Saturday, February 11, 2017 Page 1 of 3058
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
ActiveDocument Status:
1039 Issue: Will the new system allow for negative leave balances?-
Negative leave balances are not permitted per BOR Policy. HRAP clearly states negative leave balances are not allowed: http://www.usg.edu/hr/manual/annual_leave
Final Decision:
Will the new system allow for negative leave balances?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1040 Issue: If an employee is <100%, wil leave accrue at the same percentage?-
Yes, accrual rates are based on an employee’s FTE and length of service. BOR policy 8.2.7.1 http://www.usg.edu/policymanual/section8/C224/ details prorated accruals for eligible employees.
Final Decision:
If an employee is <100%, wil leave accrue at the same percentage?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1041 Issue: Will there be schedules to handle campus police's 12-hour days with no OT?-
Overtime is calculated based on a 40-hour workweek, thus 12hr days will not factor into OT until after weekly hours worked exceed 40.
Final Decision:
Will there be schedules to handle campus police's 12-hour days with no OT?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1042 Issue: If there are professors teaching at two institutions, will you be able to view their time at both institutions?
-
Employees who are party to a Joint Employment agreement will be configured as Multiple Jobs employees (Concurrent Jobs). Both jobs will be configured under their primary Company/Job record. Yes, the employee will have access to report hours to both timecards as needed. Managers who have approval responsibilities for a Joint Employment employee who work at a host institution will have access to approve the employee time within Time and Labor.
Final Decision:
Saturday, February 11, 2017 Page 2 of 3059
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
ActiveDocument Status:
If there are professors teaching at two institutions, will you be able to view their time at both institutions?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1043 Issue: What type of schedules will be available?-
A set of core schedules will be configured based on current schedule definition within eTime. However, additional schedules can be created to match the needs of each institution.
Final Decision:
What type of schedules will be available?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1044 Issue: Is there a place to capture the standard hours worked for compliance with the ACA?-
All non-exempt employee worked hours will be captured within the Time and Labor module then fed to Payroll for processing and payment. Exempt employees subject to ACA will also report hours worked on their respective timecard. A rule will be written to transfer the hours worked into ACA hours to be included in payroll processing thus available for ACA reporting.
Final Decision:
Is there a place to capture the standard hours worked for compliance with the ACA?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1045 Issue: Why do we not record time as actual time versus rounding?-
Employees and/or managers will enter reported punch time into Time and Labor as actual clock time (i.e. 8:03 AM). The system will round time punches entered via the Online Web Clock or a Timeclock using a six (6) minute interval. For example, a punch at 8:03AM will round to 8:00AM; while a punch at 8:04AM will round to 8:06AM. This is the current PeopleSoft Time and Labor rounding configuration.
Final Decision:
Saturday, February 11, 2017 Page 3 of 3060
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
ActiveDocument Status:
1045 Issue: Why do we not record time as actual time versus rounding?-
Employees and/or managers will enter reported punch time into Time and Labor as actual clock time (i.e. 8:03 AM). The system will round time punches entered via the Online Web Clock or a Timeclock using a six (6) minute interval. For example, a punch at 8:03AM will round to 8:00AM; while a punch at 8:04AM will round to 8:06AM. This is the current PeopleSoft Time and Labor rounding configuration.
Final Decision:
Why do we not record time as actual time versus rounding?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1046 Issue: How will time and appointments be recorded for the graduate students?-
Following BOR guidelines, all non-teaching ACA-eligible employees will record hours worked as Regular time. Part-time faculty and graduate teaching assistants may follow the BOR ACA matrix and the timecard will populate based on the employee’s schedule and teaching load.
Final Decision:
How will time and appointments be recorded for the graduate students?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1047 Issue: ACA - what will be the status of prior year retirees flowing to Equifax?-
Anyone who has been active since 10/01/2013 will be included in the files sent to Equifax. If they have retired since 10/01/2013, their status will be inactive.
Final Decision:
ACA - what will be the status of prior year retirees flowing to Equifax?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1048 Issue: Will hourly employees use time clocks?-
All employees will track time, but each institution will make the decision on whether to use a physical time clock. Other options including using the electronic time stamp available in PeopleSoft or just recording hours manually.
Final Decision:
Saturday, February 11, 2017 Page 4 of 3061
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
ActiveDocument Status:
1048 Issue: Will hourly employees use time clocks?-
All employees will track time, but each institution will make the decision on whether to use a physical time clock. Other options including using the electronic time stamp available in PeopleSoft or just recording hours manually.
Final Decision:
Will hourly employees use time clocks?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1049 Issue: What methods will be used for employee time entry in OneUSG/PeopleSoft?-
The system is configured to default NON-EXEMPT employees to a Punch timesheet (i.e. IN/OUT times). EXEMPT employees will default to an Elapsed timesheet.However, the employee time entry method is an institution decision. The DRAFT BOR policy on Leave and Time Approval allows the institution to make the decision for each employee.Updates to the default set up will be managed by each institution’s payroll office and/or the SSC.Prior to each conversion, institutions will work with oneusg to configure employee profiles for the desired Time Reporting method (Punch or Elapsed).Reference: Punch Time = Employees uses Time Clock, Web Clock, or Punch Timesheet to enter IN/OUT times. (Example: 9:00AM IN; 5:00PM OUT)Elapsed Time = Employee uses the Elapsed Timesheet to input the number of worked hours each day. (Example: 8.0 hours M-F)
Final Decision:
What methods will be used for employee time entry in OneUSG/PeopleSoft?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1050 Issue: Can a manager deny an FMLA sick day request?-
FMLA Requests will be approved by the Leave Administrator and not the manager.
Final Decision:
Saturday, February 11, 2017 Page 5 of 3062
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
ActiveDocument Status:
1050 Issue: Can a manager deny an FMLA sick day request?-
FMLA Requests will be approved by the Leave Administrator and not the manager.
Final Decision:
Can a manager deny an FMLA sick day request?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1051 Issue: Will managers be able to enter and change employee schedules?-
Yes, managers will have the ability to assign schedules for their employees.
Final Decision:
Will managers be able to enter and change employee schedules?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1052 Issue: What if you only need to be out sick for 1 hour?-
Employees may record time off requests in partial day/hour increments.Final Decision:
What if you only need to be out sick for 1 hour?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1053 Issue: Can the short term leave be cancelled after the dates have already passed?-
Leave requests may be cancelled beyond the actual requested date, however, a leave request may not be cancelled after the Absence period has closed (biweekly/monthly).
Final Decision:
Saturday, February 11, 2017 Page 6 of 3063
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
ActiveDocument Status:
1053 Issue: Can the short term leave be cancelled after the dates have already passed?-
Leave requests may be cancelled beyond the actual requested date, however, a leave request may not be cancelled after the Absence period has closed (biweekly/monthly).
Final Decision:
Can the short term leave be cancelled after the dates have already passed?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1054 Issue: Will managers get an email telling them the time card is ready to approve?-
The currently business process for timecard approval notifications will continue. Personalize approval email notifications will not be configured within oneusg.
Final Decision:
Will managers get an email telling them the time card is ready to approve?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1055 Issue: Will each school have the option to approve a blanket approval for time?-
The current business process for timecard approvals will continue under oneusg.
Final Decision:
Will each school have the option to approve a blanket approval for time?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1056 Issue: Will Time and Labor be customized to show multiple jobs and also show total hours per job?-
The delivered Time and Labor timecard displays the total reported hours at the top of each individual timecard. Multiple Job employees will see the reported hours total at the top of each of their individual timecards.
Final Decision:
Saturday, February 11, 2017 Page 7 of 3064
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
ActiveDocument Status:
1056 Issue: Will Time and Labor be customized to show multiple jobs and also show total hours per job?-
The delivered Time and Labor timecard displays the total reported hours at the top of each individual timecard. Multiple Job employees will see the reported hours total at the top of each of their individual timecards.
Final Decision:
Will Time and Labor be customized to show multiple jobs and also show total hours per job?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1057 Issue: Employees with multiple positions, will managers be able to see all hours recorded on the time card?
-
Multiple Job employees will select the appropriate timecard from the Report Time search page. Select options will be listed by employee record number and Job Title. Managers will have access to view all reported hours for all timecards for employee jobs that directly report to them for approval. A customization will be added during the implementation of Phase 2 that will summarize, at the top of all Multiple Job timecards, the total reported hours across all Multiple Job timecards.
Final Decision:
Employees with multiple positions, will managers be able to see all hours recorded on the time card?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1058 Issue: Will managers be required to approve employee time each week, or at the end of each pay period?
-
The time approval process will occur at the end of each biweekly and monthly pay period.
Final Decision:
Will managers be required to approve employee time each week, or at the end of each pay period?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
Saturday, February 11, 2017 Page 8 of 3065
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
ActiveDocument Status:
1059 Issue: Will all hourly employees need to use time clocks or is this for the schools that currently use them?
-
All employees will track time, but each institution will make the decision on whether to use a physical time clock. Other options include using the electronic time stamp available in PeopleSoft or just recording hours manually.
Final Decision:
Will all hourly employees need to use time clocks or is this for the schools that currently use them?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1060 Issue: Can the time card view default to a 2-week pay period for bi-weeklies and month for monthly employees?
-
Employee timecards will default to a weekly view in accordance with our FLSA period calendar (SUN - SAT). Employees may utilize the previous week and next week buttons to view additional weekly periods.
Final Decision:
Can the time card view default to a 2-week pay period for bi-weeklies and month for monthly employees?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1067 Issue: Will all hourly employees need to use time clocks or is this for the schools that currently use them?
-
All employees will track time, but each institution will make the decision on whether to use a physical time clock. Other options include using the electronic time stamp available in PeopleSoft or just recording hours manually.
Final Decision:
Will all hourly employees need to use time clocks or is this for the schools that currently use them?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
CompleteDocument Status:
28 Issue: TL Page Personalization Settings-
Saturday, February 11, 2017 Page 9 of 3066
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
CompleteDocument Status:
Final Decision:
Will we allow managers the ability to change the "look" of their pages in T&L? or centrally approved.
Document Details:
Personalization Options:General Options - Switch between Classic and Fluid view Regional Options - Calendar, date, and clock displaySystem Messages - Activate/deactivate "Save" warningNavigation - Activate Tab Over functions; choose drop down menu sort order; whether to open a new browser window.1. Allow managers to personalize the look of their PeopleSoft views.2. Don't allow managers to personalize the look of their PeopleSoft views.
Potential Solutions:
Managers should be allowed to personalize the way specific information displays within their view of the application. No impact to system processing!
Recommendation:
75HRAP Impact:
BPM Impact:
Not Applicable
0.0 Not Applicable
49 Issue: Lock Down Time Sheets-
Final Decision:
Define the process for executing the time sheet lock out step in order to prevent employees from updating time while Payroll is processing.
Document Details:
PeopleSoft 9.2 delivers a Time Card Lock Down feature that can be used to prevent updates to a time reporting period while Payroll is being processed.
Potential Solutions:
The Institutions will incorporate the Time Card Lock Down step into the current processing cycle as appropriate.
Recommendation:
73HRAP Impact:
BPM Impact:
Other / New Policy
0.0 Not Applicable
230 Issue: Call Back Pay-
Final Decision:
Document Details:
See draft policyPotential Solutions:
Recommendation:
2HRAP Impact:
BPM Impact:
Emergency Call Back Pay and Variant Pay
5.0 Payroll
253 Issue: Time and Labor Installation Option-
Final Decision:
Saturday, February 11, 2017 Page 10 of 3067
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Time and Labor
CompleteDocument Status:
253 Issue: Time and Labor Installation Option-
Final Decision:
The Time and Labor installation options below dictate whether users are allowed to make pay sheet changes to TL Data once the Load process has completed. Selection of these options will prevent pay sheet changes to TL Data from being fed back to TL during TL Distribution.
Change Final CheckChange Online CheckChange Reversal AdjustmentPayroll Calculation uses the Load in Preliminary Calculation value below to determine whether to load new available time. If selected, the system will load all valid available time to the new pay sheets, including new available time each time the Calculation process is run. If not selected, new available time will not load to pay sheets.Load in Preliminary Calculation
The current USG Business Procedure is to finalize all labor hours and load all employee hours once, using the delivered on demand load process.Users strongly favor continuation of this practice because it allows the Payroll team to maintain audit control of the data that gets loaded from Time and Labor into the Payroll Cycle.
Document Details:
Potential Solutions:
Set the check box flags to ‘No’ for the following: Change Reversal Adjustment
Load in Preliminary Calculation
Allowing the system to automatically determine when and which labor hours are loaded throughout the Pay Cycle was not favorable.
Recommendation:
75HRAP Impact:
BPM Impact:
Not Applicable
0.0 Not Applicable
258 Issue: Manager Search View-
Final Decision:
Saturday, February 11, 2017 Page 11 of 3068
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Time and Labor
CompleteDocument Status:
258 Issue: Manager Search View-
Final Decision:
Manager search, view field criteria.
Which fields will display in the search window? This is a global setting and must be utilized by all institutions.
Document Details:
The manager search view comes delivered with 18 distinct fields that can be used to narrow a manager's selection of targeted employees. Of the 18 fields only "Global Payroll" was considered unnecessary. This is because Global Payroll is not an authorized oneusg module.
Potential Solutions:
The Time and Labor team recommendations that the Global Payroll option be suppressed from the Manager search view. This will prevent managers from the experience of system search irregularities because of an Global Payroll parameter.
Recommendation:
75HRAP Impact:
BPM Impact:
Not Applicable
0.0 Not Applicable
259 Issue: System of Record for Time-
Final Decision:
Will oneusg require TL to be the one time capture source?Or Will 3rd party systems such as KRONOS, etc. still be utilized
Document Details:
1. Require PeopleSoft Time and Labor to be used as the single sourcesystem of record within oneusg for all work related hours reporting.2. Allow institutions to utilize other non PeopleSoft (third-party)solutions for reporting all work related hours into the PeopleSoft payrollprocess.
Potential Solutions:
Require PeopleSoft Time and Labor to be used as the single source system of record within oneusg for all work related hours reporting.
Recommendation:
75HRAP Impact:
BPM Impact:
Not Applicable
0.0 Not Applicable
479 Issue: Standard Pay Week-
Final Decision:
Saturday, February 11, 2017 Page 12 of 3069
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Time and Labor
CompleteDocument Status:
479 Issue: Standard Pay Week-
Final Decision:
USG institutions have a number of differently defined Workweeks. We need Standard Workweek for all institutions utilizing oneusg HCM.
Document Details:
ADP Schools Follow: Saturday - Friday
GTech Follows: Thursday - Wednesday
Augusta Follows: Sunay - Saturday
Potential Solutions:
The recommendation of the Team is for the oneHCM to follow a Sunday - Saturday workweek. This will mean a change for most of the USG instituions, however, was consider a best pratice for The USG.
Recommendation:
75HRAP Impact:
BPM Impact:
Not Applicable
0.0 Not Applicable
639 Issue: Will all employee record time and be assigned work schedules?-
Yes, all employees will be required to record time and request absences throught TIme and Labor, Absence Management and/or All employees will be assigned a work schedule
Final Decision:
Will all employee record time and be assigned work schedules?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
640 Issue: Time and Labor can be used to redistribute payroll costs - Will this functionality be deployed?-
Task profiles functionality will not be deployed for the Pilot go-live. Commitment Accounting will be the lone source for distributing payroll costs.This decision will be revisited in future phases
Final Decision:
Time and Labor can be used to redistribute payroll costs - Will this functionality be deployed?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
659 Issue: Will the absence and time processes only be run twice a day or will they also be run in conjunction with the payroll?
-
Finalize and load payable time will be run with each Pay RunFinal Decision:
Saturday, February 11, 2017 Page 13 of 3070
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Time and Labor
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659 Issue: Will the absence and time processes only be run twice a day or will they also be run in conjunction with the payroll?
-
Finalize and load payable time will be run with each Pay RunFinal Decision:
Will the absence and time processes only be run twice a day or will they also be run in conjunction with the payroll?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
661 Issue: What is the system of record for time? What about hourly employees who enter time in Kaba?-
Time & Labor is the system of record for all reported time. Kaba time will interface into PeopleSoft Time and Labor
Final Decision:
What is the system of record for time? What about hourly employees who enter time in Kaba?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
672 Issue: How often will the Time Administration process run?-
Time Admin will be run twice dailyFinal Decision:
How often will the Time Administration process run?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
673 Issue: Will approvers be able to make corrections and address time exceptions or will the Time Administrator have to make the corrections?
-
Time approvers will be able to make corrections or address time exceptions
Final Decision:
Saturday, February 11, 2017 Page 14 of 3071
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Time and Labor
CompleteDocument Status:
673 Issue: Will approvers be able to make corrections and address time exceptions or will the Time Administrator have to make the corrections?
-
Time approvers will be able to make corrections or address time exceptions
Final Decision:
Will approvers be able to make corrections and address time exceptions or will the Time Administrator have to make the corrections?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
674 Issue: Will institution practitioners be able to see the history of the time profiles or only the current profile?
-
TIme and Labor profile history will be maintained in PeopleSoft.Final Decision:
Will institution practitioners be able to see the history of the time profiles or only the current profile?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
675 Issue: Will the system automatically assign the Work Schedule and Comp Time Plan or will the Time Administrator have to assign?
-
Time and Labor will automatically assign work schedule & Comp Time plan
Final Decision:
Will the system automatically assign the Work Schedule and Comp Time Plan or will the Time Administrator have to assign?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
676 Issue: What type of time entry will hourly employees default to?-
Hourly employees will default to punch timeFinal Decision:
Saturday, February 11, 2017 Page 15 of 3072
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Time and Labor
CompleteDocument Status:
676 Issue: What type of time entry will hourly employees default to?-
Hourly employees will default to punch timeFinal Decision:
What type of time entry will hourly employees default to?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
677 Issue: What type of time entry will exempt / salary employees default to?-
Salaried or exempt employees will default to elapsed time entry.Final Decision:
What type of time entry will exempt / salary employees default to?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
678 Issue: Can the Time Approver be Different than the reports to manager? What happens if the reports to manager is changed in position management?
-
The Time Approver can be different from the reports to manager. If the reports to manager is reassigned, the system will default to the reports to manager. If the time approver needs to change, the time administrator will manually have to assign the supervisor id.
Final Decision:
Can the Time Approver be Different than the reports to manager? What happens if the reports to manager is changed in position management?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
679 Issue: Will the time administrator have to manually assign the time approval roles?-
The security role to approve time will be dynamically (systematically) assigned to EE's to approve time
Final Decision:
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Time and Labor
CompleteDocument Status:
679 Issue: Will the time administrator have to manually assign the time approval roles?-
The security role to approve time will be dynamically (systematically) assigned to EE's to approve time
Final Decision:
Will the time administrator have to manually assign the time approval roles?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
680 Issue: How often will the dynamic security roles be assigned in PeopleSoft? Will it be done as part of the batch schedule?
-
Dynamic security will be assigned via batch-twice dailyFinal Decision:
How often will the dynamic security roles be assigned in PeopleSoft? Will it be done as part of the batch schedule?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
683 Issue: Are there hard stops on time approval? What if an employee misses a punch?-
Timecards cannot be approved by Manager if they have a missed punch - the system is configured with a hard stop error
Final Decision:
Are there hard stops on time approval? What if an employee misses a punch?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
685 Issue: What is the proccedure for addressing time that hasn't been approved by a manager?-
If manager doesn't approve time the time administrator will approve the time. Managers will be required to approve time after the fact using a separate business process
Final Decision:
Saturday, February 11, 2017 Page 17 of 3074
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Time and Labor
CompleteDocument Status:
685 Issue: What is the proccedure for addressing time that hasn't been approved by a manager?-
If manager doesn't approve time the time administrator will approve the time. Managers will be required to approve time after the fact using a separate business process
Final Decision:
What is the proccedure for addressing time that hasn't been approved by a manager?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
686 Issue: Will hard stop errors prevent an employee from being paid?-
Hard stop errors will prevent an employee from being paid for those days/hours with the hard stop error. Manual intervention will be required by the time administrator in order to get the employee paid for those hours
Final Decision:
Will hard stop errors prevent an employee from being paid?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
687 Issue: Can the time administrator role be assigned to multiple persons at an institution or only one person?
-
Time admin role can be assigned to multiple persons. Final Decision:
Can the time administrator role be assigned to multiple persons at an institution or only one person?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
688 Issue: Will time be required to be loaded individually by institution (like ADP) or will time be loaded for all institutions at one time?
-
Time will be loaded for all institutions once instead of individually by institution
Final Decision:
Saturday, February 11, 2017 Page 18 of 3075
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Time and Labor
CompleteDocument Status:
688 Issue: Will time be required to be loaded individually by institution (like ADP) or will time be loaded for all institutions at one time?
-
Time will be loaded for all institutions once instead of individually by institution
Final Decision:
Will time be required to be loaded individually by institution (like ADP) or will time be loaded for all institutions at one time?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
689 Issue: Will all employees be required to enter and approve time?-
All employees must approve timecards-including exception time reporters
Final Decision:
Will all employees be required to enter and approve time?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
690 Issue: Will all managers be required to approve the time of their employees?-
All Managers must approve time, including exception timeFinal Decision:
Will all managers be required to approve the time of their employees?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
691 Issue: Is there an easy way for an institution time administrator to be able to enter/approve time?-
Time administrators wil have the ability to mass enter and approve time. Additionally, they will be able to approve the time in summary
Final Decision:
Saturday, February 11, 2017 Page 19 of 3076
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Time and Labor
CompleteDocument Status:
691 Issue: Is there an easy way for an institution time administrator to be able to enter/approve time?-
Time administrators wil have the ability to mass enter and approve time. Additionally, they will be able to approve the time in summary
Final Decision:
Is there an easy way for an institution time administrator to be able to enter/approve time?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
692 Issue: If an exception time employee doesn't have any time exceptions, will they be required to submit their time?
-
Only entered exception time entry has to be submitted. All exception time has to be approved by the manager
Final Decision:
If an exception time employee doesn't have any time exceptions, will they be required to submit their time?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
694 Issue: Can manager approve time from the summary view or do the have to approve the detailed time?-
Managers cannot approve from the summary view - must approve detail
Final Decision:
Can manager approve time from the summary view or do the have to approve the detailed time?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
695 Issue: What is the default view for employee who enter time using Time and Labor? Month, 2 Weeks, 1 Week?
-
Default time card view will be weekly viewFinal Decision:
Saturday, February 11, 2017 Page 20 of 3077
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
CompleteDocument Status:
695 Issue: What is the default view for employee who enter time using Time and Labor? Month, 2 Weeks, 1 Week?
-
Default time card view will be weekly viewFinal Decision:
What is the default view for employee who enter time using Time and Labor? Month, 2 Weeks, 1 Week?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
696 Issue: Can any employee request deferred holidays?-
All non-exempt exployees can request to defer holidays. Manager must approve deferred holiday. Institutions who don't allow deferred holidays will simply deny the request
Final Decision:
Can any employee request deferred holidays?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
697 Issue: Can a deferred holiday cross the calendar year boundry? What if an employee doesn't use the holiday? Will the system automatically payout the leave?
-
Deferred holidays cannot cross calendar year. If the employee doesn't use the deferred holiday then the leave will have to be paid out. The system is not configured to automatically pay out the leave. - It will have to be manually administered
Final Decision:
Can a deferred holiday cross the calendar year boundry? What if an employee doesn't use the holiday? Will the system automatically payout the leave?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
698 Issue: If an administrative code is entered on a time sheet (like campus closing) - Can the employee remove or edit the time?
-
Employees cannot edit/remove administrative codes on the time sheetFinal Decision:
Saturday, February 11, 2017 Page 21 of 3078
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Time and Labor
CompleteDocument Status:
698 Issue: If an administrative code is entered on a time sheet (like campus closing) - Can the employee remove or edit the time?
-
Employees cannot edit/remove administrative codes on the time sheetFinal Decision:
If an administrative code is entered on a time sheet (like campus closing) - Can the employee remove or edit the time?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
700 Issue: Where will time entered in Time and Labor without a TRC default?-
Any hours w/o TRC default to regular time in Time and LaborFinal Decision:
Where will time entered in Time and Labor without a TRC default?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
701 Issue: How is the system configured to capture call in pay? Is there a standard number of hours?-
Call in Pay is configured at a 3 hr guarantee.Final Decision:
How is the system configured to capture call in pay? Is there a standard number of hours?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
702 Issue: Does the Time and Labor system track excessively long work days as an exception for a manager to review?
-
Time work of 13 hours in a day will be flagged as long shift.Final Decision:
Saturday, February 11, 2017 Page 22 of 3079
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Time and Labor
CompleteDocument Status:
702 Issue: Does the Time and Labor system track excessively long work days as an exception for a manager to review?
-
Time work of 13 hours in a day will be flagged as long shift.Final Decision:
Does the Time and Labor system track excessively long work days as an exception for a manager to review?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
703 Issue: Can both comp time and comp time overtime be captured in Time and Labor?-
Time and Labor is configured to support comp time and comp time overtime. Comp time OT is captured at 1.5 times. Comp time Straight is configured at 1.0 times.
Final Decision:
Can both comp time and comp time overtime be captured in Time and Labor?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
704 Issue: What is the best practices recommendation for working Time Administration exceptions?-
Recommend work time exceptions dailyFinal Decision:
What is the best practices recommendation for working Time Administration exceptions?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
705 Issue: Can Time Administration be run more frequently than twice a day? What about days Payroll is being processed?
-
Time Administration can be run on demand. It can be run on demand during prior to the payroll run by an institution or a dynamic grouping.
Final Decision:
Saturday, February 11, 2017 Page 23 of 3080
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
CompleteDocument Status:
705 Issue: Can Time Administration be run more frequently than twice a day? What about days Payroll is being processed?
-
Time Administration can be run on demand. It can be run on demand during prior to the payroll run by an institution or a dynamic grouping.
Final Decision:
Can Time Administration be run more frequently than twice a day? What about days Payroll is being processed?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
706 Issue: How will unapproved timecards be managed? Will the shared services center continue to send out paper time sheets for approval?
-
Unapproved time cards will bemanaged online in PeopleSoft-The payable time is cloned and approved online by the manager
Final Decision:
How will unapproved timecards be managed? Will the shared services center continue to send out paper time sheets for approval?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
707 Issue: Will managers be notified if they have unapproved time?-
Unapproved time notification will be sent out by the system using a standard email notification.
Final Decision:
Will managers be notified if they have unapproved time?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
708 Issue: Can adjustments be made to timecards while payroll is being run? What about after payroll is run?
-
Timecards will be locked prior to running payroll -institutions will lock by paygroup -exceptions will be handled as prior period adjustments after the lock out
Final Decision:
Saturday, February 11, 2017 Page 24 of 3081
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
CompleteDocument Status:
708 Issue: Can adjustments be made to timecards while payroll is being run? What about after payroll is run?
-
Timecards will be locked prior to running payroll -institutions will lock by paygroup -exceptions will be handled as prior period adjustments after the lock out
Final Decision:
Can adjustments be made to timecards while payroll is being run? What about after payroll is run?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
709 Issue: Will time admins be able to process the unapproved time in summary or will they have to approve time using the detail view?
-
Time Admins wil have the ability to aprove time in summary viewFinal Decision:
Will time admins be able to process the unapproved time in summary or will they have to approve time using the detail view?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
710 Issue: How will new work schedules be requested? Will institutions have the ability to configure work schedules outside of the ones currently configured?
-
Work Schedules will be requested by institutions & Administered by SSC
Final Decision:
How will new work schedules be requested? Will institutions have the ability to configure work schedules outside of the ones currently configured?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
711 Issue: Can managers change the work schedule or will managers have to request the time admin or shared services center change the schedule?
-
Managers have the ability to Assign/Re-assign work schedulesFinal Decision:
Saturday, February 11, 2017 Page 25 of 3082
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
CompleteDocument Status:
711 Issue: Can managers change the work schedule or will managers have to request the time admin or shared services center change the schedule?
-
Managers have the ability to Assign/Re-assign work schedulesFinal Decision:
Can managers change the work schedule or will managers have to request the time admin or shared services center change the schedule?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
712 Issue: Will a new schedule have to be created for every exception or can a manager override the schedule?
-
Managers will have the ability to override assigned schedules w/o having to make a request to SSC
Final Decision:
Will a new schedule have to be created for every exception or can a manager override the schedule?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
713 Issue: Can the time administrator change the schedule assigned to an employee?-
The time and labor administrator can change schedulesFinal Decision:
Can the time administrator change the schedule assigned to an employee?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
719 Issue: How often will Time and Labor Security be built? Is it real time or does a batch process have to run?
-
Time and Labor and Absence Management security will be bult twice daily in batch
Final Decision:
Saturday, February 11, 2017 Page 26 of 3083
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
CompleteDocument Status:
719 Issue: How often will Time and Labor Security be built? Is it real time or does a batch process have to run?
-
Time and Labor and Absence Management security will be bult twice daily in batch
Final Decision:
How often will Time and Labor Security be built? Is it real time or does a batch process have to run?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
720 Issue: Is Time and Labor security the same as the department security or is it managed separately?-
Time & Absence security is managed separately from row (Dept) security
Final Decision:
Is Time and Labor security the same as the department security or is it managed separately?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
721 Issue: If Time and Labor security isn't in place will departmental security manage the system? Which security takes precendence?
-
Departmental security will manage the system if Time and Labor security isn't in place for a manager. Time and Labor security overrides departmental security.
Final Decision:
If Time and Labor security isn't in place will departmental security manage the system? Which security takes precendence?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
838 Issue: Will the Time Administration Role/Function be housed at the institution or centralized at Shared Services?
-
Institutions will administer Time CardsFinal Decision:
Saturday, February 11, 2017 Page 27 of 3084
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
CompleteDocument Status:
838 Issue: Will the Time Administration Role/Function be housed at the institution or centralized at Shared Services?
-
Institutions will administer Time CardsFinal Decision:
Will the Time Administration Role/Function be housed at the institution or centralized at Shared Services?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
858 Issue: Who will be responsible for approving time in the event a supervisor is unavailable to approve the time?
-
Time Administrator will approve Unapproved Absence Requests when a superviosr has been terminated or is unable to approve leave
Final Decision:
Who will be responsible for approving time in the event a supervisor is unavailable to approve the time?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
862 Issue: How will new shared configuration values be administered?-
Institutions will submit requests for new "shared" configuration values to the Data Governance committee and the SSC will enter the values into the system
Final Decision:
How will new shared configuration values be administered?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
877 Issue: Will all employees be assigned a work schedule? Can the schedule be changed by a time administrator?
-
All employees will be assigned a work schedule. The Time Administrator will have the ability to request a new schedule be added if one doesn't exist. Additionally, the time administrator will be able to assign the newly created schedule to the employee
Final Decision:
Saturday, February 11, 2017 Page 28 of 3085
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
CompleteDocument Status:
877 Issue: Will all employees be assigned a work schedule? Can the schedule be changed by a time administrator?
-
All employees will be assigned a work schedule. The Time Administrator will have the ability to request a new schedule be added if one doesn't exist. Additionally, the time administrator will be able to assign the newly created schedule to the employee
Final Decision:
Will all employees be assigned a work schedule? Can the schedule be changed by a time administrator?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
878 Issue: Do Schedule deviations create time approval exceptions?-
Schedule deviations do not create time exceptions that have to be worked by the manager or the time administrator
Final Decision:
Do Schedule deviations create time approval exceptions?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
881 Issue: Will the Time Administration job be run individually by institution or in batch? If in batch - How frequently?
-
Time Administration will be run in batch at the beginning of the day and at lunch. Shared Services will be able to run Time Administration on demand as needed
Final Decision:
Will the Time Administration job be run individually by institution or in batch? If in batch - How frequently?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
883 Issue: Will existing Shifts and Scheduled be converted from e-Time (ADP)?-
Yes - Existing shifts and schedules will be converted into PeopleSoft from e-Time
Final Decision:
Saturday, February 11, 2017 Page 29 of 3086
HCM Decision Point Fact SheetHCM-006-DPT
Time and Labor
CompleteDocument Status:
883 Issue: Will existing Shifts and Scheduled be converted from e-Time (ADP)?-
Yes - Existing shifts and schedules will be converted into PeopleSoft from e-Time
Final Decision:
Will existing Shifts and Scheduled be converted from e-Time (ADP)?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
End of Report
Saturday, February 11, 2017 Page 30 of 3087
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL001 - High-Level Time and Labor Flow
Role NameResponsibility
Employee Data TransactionsTL001.01 BOR HR AnalystInstitution
Auto Enroll Time ReporterTL001.02 BOR TL AdminInstitution
Maintain Time Reporter DataTL001.03 BOR TL AdminInstitution
Manage SchedulesTL001.04 BOR TL APPROVERInstitution
Review Work ScheduleTL001.05 BOR TL APPROVERInstitution
Run Time AdminTL001.07 BOR TL Admin SSSC
Resolve Exceptions or Correct TimeTL001.09 BOR TL AdminInstitution
Resolve Exceptions or Correct TimeTL001.10 BOR TL AdminInstitution
Review TL ReportsTL001.12 BOR TL AdminInstitution
Load Payable Time to PayrollTL001.13 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 1 of 1688
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL002 - Enroll Time Reporter
Role NameResponsibility
Employee Data TransactionsTL002.01 BOR HR AnalystInstitution
Update Existing TL RecordTL002.02 BOR TL AdminInstitution
Enroll Employee in Time and LaborTL002.03 BOR TL AdminInstitution
Set Default User OptionsTL002.04 BOR TL AdminInstitution
Enroll in Comp Time PlanTL002.05 BOR TL AdminInstitution
Set Default Work ScheduleTL002.06 BOR TL AdminInstitution
Saturday, February 11, 2017 Page 2 of 1689
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL004 - Report Mass Time (Group)
Role NameResponsibility
Mass Time or Rapid TimeTL004.01 BOR TL AdminInstitution
Record Mass TimeTL004.02 BOR TL Admin SSSC
Rapid Time EntryTL004.03 BOR TL AdminInstitution
Run Time AdminTL004.04 BOR TL Admin SSSC
Review Payable TimeTL004.05 BOR TL AdminInstitution
Resolve ExceptionsTL004.06 BOR TL AdminInstitution
Approve Payable TimeTL004.07 BOR TL APPROVERInstitution
Approve Payable TimeTL004.08 BOR TL APPROVERInstitution
Saturday, February 11, 2017 Page 3 of 1690
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL005 - Prior Period Adjustment
Role NameResponsibility
Enter PPA Less Than 28 DaysTL005.02 BOR TL APPROVERInstitution
Enter PPA Greater Than 28 DaysTL005.03 BOR TL AdminInstitution
Time Adjustment for PPA Crossing Caledar Year
TL005.04 BOR TL Admin SSSC
Run Time AdminTL005.05 BOR TL Admin SSSC
Review Payable TimeTL005.06 BOR TL AdminInstitution
Review Payable TimeTL005.07 BOR TL AdminInstitution
Review Payable TimeTL005.08 BOR TL AdminInstitution
Resolve ExceptionsTL005.09 BOR TL AdminInstitution
Resolve ExceptionsTL005.10 BOR TL AdminInstitution
Approve Payable TimeTL005.11 BOR TL APPROVERInstitution
Approve Payable TimeTL005.12 BOR TL APPROVERInstitution
Off-Cycle Check Needed?TL005.13 BOR TL AdminInstitution
Saturday, February 11, 2017 Page 4 of 1691
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL006 - Manage Schedules
Role NameResponsibility
Review & Assign Work ScheduleTL006.01 BOR TL APPROVERInstitution
Review Assigned Work ScheduleTL006.02 BOR TL APPROVERInstitution
Review Assigned Work ScheduleTL006.03 BOR TL APPROVERInstitution
Review Available SchedulesTL006.04 BOR TL APPROVERInstitution
Request Schedule from SSCTL006.05 BOR TL APPROVERInstitution
Create ScheduleTL006.06 BOR TL APPROVERInstitution
Create ScheduleTL006.06 BOR TL Admin SSSC
Assign ScheduleTL006.07 BOR TL APPROVERInstitution
Assign ScheduleTL006.08 BOR TL APPROVERInstitution
Saturday, February 11, 2017 Page 5 of 1692
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL007 - Time Administration Process
Role NameResponsibility
Request Time AdminTL007.01 BOR TL APPROVERInstitution
Request Time AdminTL007.01 BOR TL Admin SSSC
Determine Time Reporters to ProcessTL007.02 BOR TL Admin SSSC
Combine Time Reporters into BatchesTL007.03 BOR TL Admin SSSC
Run Pending Exception Resolve Process
TL007.04 BOR TL Admin SSSC
Build Rule MapTL007.05 BOR TL Admin SSSC
Build Time Reporter ProfileTL007.06 BOR TL Admin SSSC
Reconcile Reported Time to ScheduleTL007.07 BOR TL Admin SSSC
Punch Matching (Punch Time to Elapsed Time)
TL007.08 BOR TL Admin SSSC
Create Intermediate Payable Time Table Values
TL007.09 BOR TL Admin SSSC
Track AttendanceTL007.10 BOR TL Admin SSSC
Process RulesTL007.11 BOR TL Admin SSSC
Update Intermediate Payable Time Table
TL007.12 BOR TL Admin SSSC
Apply Post Rounding Rules and Estimated Gross Pay
TL007.13 BOR TL Admin SSSC
Post Rule IPT Validation (Exceptions)TL007.14 BOR TL Admin SSSC
Offset ProcessingTL007.15 BOR TL Admin SSSC
Create Payable TimeTL007.16 BOR TL Admin SSSC
Update Time Reporter StatusTL007.17 BOR TL Admin SSSC
Saturday, February 11, 2017 Page 6 of 1693
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL009 - TL Post Approval Compliance
Role NameResponsibility
Payroll ConfirmsTL009.01 BOR PAY Admin SSSC
Access Compliance Approval Component
TL009.02 BOR TL AdminInstitution
Identify Unapproved TimecardsTL009.03 BOR TL AdminInstitution
Notify Time Approvers to ApproveTL009.04 BOR TL AdminInstitution
Approve Payable Time in Shadow System
TL009.05 BOR TL APPROVERInstitution
Update Source Reported TimeTL009.06 BOR TL APPROVERInstitution
Update Source Reported TimeTL009.07 BOR TL APPROVERInstitution
Saturday, February 11, 2017 Page 7 of 1694
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL010 - Manage Exceptions
Role NameResponsibility
Identify & Manage ExceptionsTL010.01 BOR TL AdminInstitution
Identify ExceptionsTL010.02 BOR TL AdminInstitution
Allow ExceptionTL010.03 BOR TL AdminInstitution
Allow ExceptionTL010.04 BOR TL AdminInstitution
Adjust Reported TimeTL010.05 BOR TL APPROVERInstitution
Run Time AdminTL010.07 BOR TL Admin SSSC
Saturday, February 11, 2017 Page 8 of 1695
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL011 - Deferred Holiday
Role NameResponsibility
Run Time AdminTL011.05 BOR ABS Admin SSSC
Add Deferred Holiday Hours to Time Card
TL011.06 BOR TL APPROVERInstitution
Absence ProcessingTL011.07 BOR ABS Admin SSSC
Saturday, February 11, 2017 Page 9 of 1696
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL012 - WorkFlow (AWE) Request and Time Approval Process
Role NameResponsibility
Enter Time for Direct Report(s)TL003.02 BOR TL APPROVERInstitution
Enter Time for Direct Report(s)TL003.03 BOR TL APPROVERInstitution
Enter Time for Another EmployeeTL003.04 BOR TL APPROVERInstitution
Run Time AdminTL003.05 BOR TL Admin SSSC
Review Payable TimeTL003.06 BOR TL AdminInstitution
Review Payable TimeTL003.07 BOR TL AdminInstitution
Review Payable TimeTL003.08 BOR TL AdminInstitution
Resolve ExceptionsTL003.09 BOR TL AdminInstitution
Resolve ExceptionsTL003.10 BOR TL AdminInstitution
Approve Payable TimeTL003.11 BOR TL APPROVERInstitution
Unapproved Time to Shadow SystemTL003.12 BOR TL APPROVERInstitution
Group Time ApprovalTL003.13 BOR TL AdminInstitution
Run TL-PY Load Time Balances ReportTL003.14 BOR TL Admin SSSC
Notification That Payable Time is Ready for Payroll
TL003.15 BOR TL AdminInstitution
Load Payable Time to PayrollTL003.16 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 10 of 1697
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL013 - KABA Time Entry Process
Role NameResponsibility
Display Employee OptionsTL013.02 BOR TL AdminInstitution
Display Employee OptionsTL013.02 Kaba - TimeClocksTPV
Evaluate Requested Action and give Error Message if needed
TL013.04 BOR TL AdminInstitution
Evaluate Requested Action and give Error Message if needed
TL013.04 Kaba - TimeClocksTPV
Record Valid Employee Clock ActionTL013.05 BOR TL AdminInstitution
Record Valid Employee Clock ActionTL013.05 Kaba - TimeClocksTPV
Saturday, February 11, 2017 Page 11 of 1698
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL015 - Approval Notification
Role NameResponsibility
Timecard Approval Deadline Approaches
TL015.01 BOR TL AdminInstitution
Verify Manager Email Addresses & Notify Approvers
TL015.02 BOR TL AdminInstitution
Update Missing Email AddressesTL015.03 BOR TL AdminInstitution
Evauate Timecard Payable Time Approval Status
TL015.04 BOR TL AdminInstitution
Generate Notification Email for Unapproved Time
TL015.05 BOR TL Admin SSSC
Route Notifications to All Managers with Unapproved Time
TL015.06 BOR TL Admin SSSC
Move Unapproved Payable Time to Shadow System
TL015.07 BOR TL Admin SSSC
Group Time ApprovalTL015.08 BOR TL AdminInstitution
Saturday, February 11, 2017 Page 12 of 1699
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL016 - Evaluate Payable Time
Role NameResponsibility
Review Payable TimeTL001.08 BOR TL APPROVERInstitution
Update Reported HoursTL016.01 BOR TL APPROVERInstitution
Run Time AdminTL016.02 BOR TL Admin SSSC
Time Corrections/Exceptions NeededTL016.03 BOR TL APPROVERInstitution
If yes, Correct Reported HoursTL016.03a BOR TL APPROVERInstitution
Do Timecard hours need to be updated? If no, move to TL016.02
TL016.03b BOR TL Admin SSSC
If Timecard hours need to be updated, update reported hours and move on to step TL016.02
TL016.03c BOR TL APPROVERInstitution
Has all Time been reported or has the period ended?
TL016.04 BOR TL APPROVERInstitution
Saturday, February 11, 2017 Page 13 of 16100
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL017 - Approve Payable Time
Role NameResponsibility
Approve Payable TimeTL001.11 BOR TL APPROVERInstitution
Approve Timecards for PaymentTL016.05 BOR TL APPROVERInstitution
Run Time AdminTL017.01 BOR TL Admin SSSC
Review Payable TimeTL017.02 BOR TL APPROVERInstitution
Are Exceptions or Corrections Needed? If no, move to TL017.04.
TL017.03 BOR TL APPROVERInstitution
Has Approval Period Ended? If yes, move to TL017.05
TL017.04 BOR TL APPROVERInstitution
Approve Payable TImeTL017.05 BOR TL APPROVERInstitution
Has all Payable Time been approved? If so, run balancing reports. TL017.07
TL017.06 BOR TL AdminInstitution
Run Balancing Reports for Payable Time
TL017.07 BOR TL AdminInstitution
Payable Time can be loaded to PayrollTL017.08 BOR TL AdminInstitution
Saturday, February 11, 2017 Page 14 of 16101
HCM Use CasesHCM-010-TST
Time and Labor
Use Case ID
Business Process:
Business Process Step
TL500 - Administer Time and Labor Security
Role NameResponsibility
Employee Data TransactionsTL500.01 BOR HR AnalystInstitution
Create New User IDTL500.02 BOR Security AdminInstitution
Review / Update Row Security and User Roles
TL500.03 BOR Security AdminInstitution
Create DP_TL Permission List (clone row level data permissions)
TL500.04 BOR Security AdminInstitution
Assign Department SecurityTL500.05 BOR Security AdminInstitution
Assign DP_TL_Row SecurityTL500.06 BOR Security AdminInstitution
Create TL Permission List Security Profile
TL500.07 ITS AdministratorITS
Create Time Approver Dynamic GroupTL500.08 BOR TL AdminInstitution
Assign Dynamic Group(s) to TL Permission List Security Profile
TL500.09 BOR TL AdminInstitution
Update Direct Reports Time Reporter Data with Time Approver ID
TL500.10 BOR TL AdminInstitution
Send User Credentials to EmployeeTL500.11 BOR TL AdminInstitution
Saturday, February 11, 2017 Page 15 of 16102
HCM Use CasesHCM-010-TST
End of Report
Saturday, February 11, 2017 Page 16 of 16103
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL001 - High-Level Time and Labor Flow
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
246 Provide a user friendly, easily and quickly accessible time entry tool that can be configured for direct access through Self Service.
TL003 - TL-013 - Time & Labor Accessibility
Saturday, February 11, 2017 Page 1 of 24104
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL002 - Enroll Time Reporter
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
249 Ability to leverage Position and Job Data information to drive Time Report Profiles and compensation rule assignments.
TL002 - TL-016 - TL Workgroup Assignment based on Job Data.
261 Ability to classify and compensate employees based on current federally defined FLSA regulations.
TL002 - TL-028 - Exempt vs Non-Exempt Classifications
3411 Must provide the ability to enroll or adjust comp-time enrollments as needed.
TL002 - TL-052 - Manage Comp-Time Enrollment
RICE (oneusg)Requirement Met By: Vendor:
TLCNV002 - Set User TL PreferencesRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3490 Need a conversion process to set user TL preferences
TL002 - TL-079 - Set User TL Preferences
TLCNV003 - TL Compensatory Time EnrollmentRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3491 Need a conversion process to enroll all non-exempt employees into comp time plans
TL002 - TL-080 - TL Comp Time Enrollment
TLPRC001 - TL Auto Enroll EE into Time and Labor ConfigRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
531 Create a Time Reporter profile for all employees who are eligible to report Time.
TL002 - TL-033 - Enroll Eligible Time Reporters for Time and Labor
Saturday, February 11, 2017 Page 2 of 24105
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL004 - Report Mass Time (Group)
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
1620 Ability to update all or specific groups of employees' reported time data in bulk when an inclement weather event occurs.
TL004 - TL-041 - TL Inclement Weather
3420 Ability to report time in mass for an individual or a group of employees.
TL004 - TL-061 - Report Mass Time
3421 Ability to Track time during campus closures.
TL004 - TL-062 - Track Campus Closures
3428 Ability to Enter time in Bulk from manual sources
TL004 - TL-069 - Enter time in Bulk from manual sources
Saturday, February 11, 2017 Page 3 of 24106
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL005 - Prior Period Adjustment
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
250 Ability to support adjustments to an employee's paid time that occurred within a prior pay period and to feed those adjustments directly into an appropriate Pay Cycle process.
TL005 - TL-017 - Support Prior Period Adjustment
252 Ability for manager to retroactively correct an employee's timecard to adjust for hours that were either overpaid or underpaid during a prior pay period.
TL005 - TL-019 - Retro Correct Overpayment
535 Ability to process time adjustments to a prior time period and maintain the integrity of the original reported time. Need and online demonstration of this process.
TL005 - TL-037 - Prior Period Time Adjustments
536 Ability to load Prior Period Adjustment to the Payroll payline as a separate check.
TL005 - TL-038 - PPA Load to Separate Check
RICE (oneusg)Requirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
2504 Need a report that identifies: TL Prior Priod Adjustment Report
TL005 - TLRPT155 - TL Prior Priod Adjustment Report
Saturday, February 11, 2017 Page 4 of 24107
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL006 - Manage Schedules
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
533 Ability to assign work scheduled for employees to identify work begin and end times and days off.
TL006 - TL-035 - Schedules
3410 Must provide the ability for Managers and/or Time Approvers to adjust employee schedules as needed.
TL006 - TL-051 - Manage Emloyee Work Schedules
Not ApplicableRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3290 document req't for work schedulesBPM 5.3.6 Work Schedule
Saturday, February 11, 2017 Page 5 of 24108
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL007 - Time Administration Process
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
262 Ability to display an employee's current hourly rate associated with daily time transactions and to reflect the current rates as of any effective dated pay rate changes.
TL007 - TL-029 - Display Hourly Rate (estimated) based on Effective Date
532 Ability to submit reported time for immediate processing.
TL007 - TL-034 - Reported Time
1408 The time the employee is away from work for his/her lunch period should not be included in the daily time calculation.
TL007 - TL-040 - Exclude Lunch from Time and Labor Rounding
3413 Ability to calculate overtime based on USG defined policy.
TL007 - TL-054 - Track Overtime
3414 Ability to Calculate and track comp-time based on defined USG Policy.
TL007 - TL-055 - Track/Manage Comp-Time
3425 Ability to restrict payment of payable time after an employee is terminated in the system
TL007 - TL-066 - Restrict Payable Time after EE Term Date
3427 Ability to manage punch roundingTL007 - TL-068 - Manage Punch Rounding
3430 Ability to manage additional straight time worked by employees
TL007 - TL-071 - Manage Additional Straight Time
3436 When employees are hired mid period, need the ability to override the rules process to ensure proper payment. Rules will process based on the configuration as of the end of Period end date.
TL007 - TL-077 - Ability to Override Rules
3437 TL007 - TL-078 - Time Administration to Apply Rules
Not ApplicableRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3275 document leave usage cascadingBPM 5.2.8 Leave Usage Cascading
Saturday, February 11, 2017 Page 6 of 24109
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL007 - Time Administration Process
RICE (oneusg)Requirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3497 Ability to refine the Time Admin process as needed for performance enhancement.
TL007 - TL-087 - Tune Time Admin Process
TLCFG001 - TL Custom Overtime Department Allocation RuleRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
245 Provide functionality to account for and calculate overtime across multiple jobs where applicable.
TL007 - TL-012 - Calculate Overtime Across Multiple Jobs
TLCFG002 - TL Overtime Rule - Replace 00REG - 00ASTRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3492 Overtime rule should calculate based on 40 hours worked per week. The rule should only replace REG or AST hours with OVT.
TL007 - TL-083 - Overtime Rule Replacement
TLCFG003 - Shift Differential RuleRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3418 Ability to Apply a premium differential for reported within pre-defined timeframes.
TL007 - TL-059 - Track Shift Differential
TLCFG004 - Overtime when employee at Max accrued ComptimeRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3493 Overtime should be paid when a comp time employee reaches the maximum accrued level
TL007 - TL-084 - Pay OT when Comp Time is Max
TLCFG005 - Comptime Rule for 1.5 times the hours over 40 hours worked
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3433 Ability to track comp time accrued and overtime earned
TL007 - TL-074 - Track Comp-Time Overtime
3494 Need a comp time rule to accrue time as 1.5 times standard hours when hours worked exceeds 40.
TL007 - TL-085 - Comp Time Rule for OVT hours as comp time
Saturday, February 11, 2017 Page 7 of 24110
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL007 - Time Administration Process
RICE (oneusg)Requirement Met By: Vendor:
TLCFG006 - Worked hours plus leave over 40 should get straight Comptime
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3495 Need a comp time rule to accrue time as straight time hours when total hours exceed 40, including leave and/or holiday time.
TL007 - TL-086 - Comp Time Rule for AST hours as comp time
TLCFG007 - Online mod to prepopulate the HOL hrs on the Timesheet for the Holiday
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3429 Ability to manage holiday pay eligibility among employees
TL007 - TL-070 - Manage Holiday Pay Eligibility
Saturday, February 11, 2017 Page 8 of 24111
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL008 - Setup Configuration
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3409 Validate Time and Labor Configuration.TL008 - TL-050 - Validate Configuration
Saturday, February 11, 2017 Page 9 of 24112
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL009 - TL Post Approval Compliance
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
247 Ability to feed all finalized and approved TL data directly into the payroll process as pay data inputs.
TL009 - TL-014 - Time & Labor Integration with Payroll
529 Develop a consistent policy/procedure to address Audit implications surrounding employee time card signoff for time reporting.
TL009 - TL-031 - Time Card Lockout
RICE (oneusg)Requirement Met By: Vendor:
TLPRC003 - TL Approval Compliance ProcessRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3498 Need a process to maintain compliance with time approval policies
TL009 - TL-089 - TL Approval Compliance Process
TLRPT004 - TL Time Cards Not ApprovedRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2464 Need a report that identifies: TL Timesheets Not Approved
TL009 - TLRPT115 - TL Timesheets Not Approved
Saturday, February 11, 2017 Page 10 of 24113
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL010 - Manage Exceptions
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3422 Ability to identify time entry exceptions with the tools to correct and continue.
TL010 - TL-063 - Manage Time Errors & Exceptions
Saturday, February 11, 2017 Page 11 of 24114
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL011 - Deferred Holiday
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
519 Ability to identify or withhold holiday pay for a compensated absence based on policy
TL011 - AM-037 - Holiday Pay
1684 Employees should have the ability to defer holiday hours to be used at a later time when they are required to work on a scheduled recognized company holiday. HOL hours may be deferred up to a max of 40 at any given time.
TL011 - TL-092 - Limit Deferred Holiday Hours
3419 Ability to allow and track employee hours that are worked on a holiday when the employee wishes to defer compensation as additional Time Off.
TL011 - TL-060 - Track Deferred Holiday
Not ApplicableRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3385 Policy relative to deferred holidaysHRAP (2l) Leave / Leave Accruals-Deferred Holiday Pay
Saturday, February 11, 2017 Page 12 of 24115
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL012 - WorkFlow (AWE) Request and Time Approval Process
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
217 Ability for employee to enter, update and approve time
TL003 - SS-03 - Enter, Update and Approve Time
232 Initiate proxy via self serviceTL012 - SS-18 - Approval Proxy
234 Ability to provide electronic solution for employees and Time Approvers to enter and track time entry.
TL003 - TL-001 - Online Time Entry
240 Ability for employees to view and enter hours across multiple jobs, different projects, and different pay frequencies.
TL003 - TL-007 - View and Enter Hours Across Multiple Jobs
241 Provide the ability to pre-populate employee hours based on an employee's assigned schedule.
TL003 - TL-008 - Prepopulate Time by Schedule
248 Ability to support time entry and tracking eligibility for all types of employees and non-employees.
TL003 - TL-015 - Time Tracking for Various Employee Types
255 Ability to provide multiple methods to manage and capture time.
(1) Ability to enter time online and viaweb clock or timesheet.(2) Ability to enter and track time byschedules(3) Ability to request Absences andleaves(4) Ability distribute payroll costs toappropriate account strings(5) Ability to record compensatory time
TL003 - TL-022 - Time Collection
256 Ability for Time Approvers and Practitioners to enter time on behalf of an emloyee.
TL003 - TL-023 - Entry of Time on behalf of an Employee
257 Ability for Exempt Employees to enter exception hours only - (hours other than REG pay).
TL003 - TL-024 - Exception Time Entry
509 Manager can approve or deny an Absence Request and communicate back to the employee via email or predefined workflow process.
TL012 - AM-027 - Absence Request Approve/Deny Notice
Saturday, February 11, 2017 Page 13 of 24116
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL012 - WorkFlow (AWE) Request and Time Approval Process
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
516 Manager can grant or deny and employee's reported payable time, and communicate back to the employee.
TL012 - AM-034 - Approve / Deny Notice to Employee
521 Ability to provide approvals where required, through Manager Self Service functionality
TL012 - AM-039 - Approve Request Via MSS
537 Ability to designate Time Approvers and to delegate approval responsibilities.
TL012 - TL-039 - Approval Levels
3416 Ability to track Administrative Leave when requested by Human Resources.
TL003 - TL-057 - Track Administrative Leave
3417 Ability to Track Uncompensated time for employees who are scheduled but did not work or report time off for their full scheduled hours.
TL003 - TL-058 - Track Uncompensated Time
3423 Ability to track time worked at more than one job within the institution and outside of the institution.
TL003 - TL-064 - Track Joint Employment Earnings
3424 Ability to track time worked for non-instructional assignments
TL003 - TL-065 - Track Non-Institutional Assignments
3426 Ability to report time using a computerTL003 - TL-067 - Report Time using a PC
Not ApplicableRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
2610 Create HRAP policy regarding time and leave approvals
POL-05 - Time and Leave Approval
3251 Document rules relative to comp timeBPM 5.3.2.2, Comp Time
3253 Document delegation rulesBPM 5.2.3 Delegation of HCM Tasks/Approvals
3269 document req't for T&L reportingBPM 5.2.1 T&L Reporting
3270 document req't for T&L approvalBPM 5.2.2 T&L Approval
Saturday, February 11, 2017 Page 14 of 24117
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL012 - WorkFlow (AWE) Request and Time Approval Process
Not ApplicableRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3271 document req't for ACA Hours Reporting
BPM 5.2.4 ACA Hours Worked Reporting & 5.2.4.1 Monthly ACA Reporting
3280 document that oneusg HCM is the system of records for HCM data
BPM 5.2.13 System of Record
3284 document overtime rulesBPM 5.3.2.1 Overtime
3357 Develop clear and standard on call pay policy.
HRAP Variant Pay-On Call Pay
3368 Decision required with respect to need of AU to report off campus hours. Will practice be adopted by one USG, be eliminated altogether or remain an Institution specific policy/practice that will require additional configuration?
HRAP Leave / Leave Accruals-Off Campus Hours
3373 Need travel time policy.HRAP Travel Time-New Policy Needed
3377 Update policy to address issues specifice to public safety employees
HRAP (9) Workweek and Overtime - Safety Personnel
3378 Update policy to provide specific guidance for part-time and summer faculty.
HRAP ACA Requirements for Part-Time and Summer Faculty
3396 Revise Policy/Procedures associated with Nursing Mothers
HRAP Nursing Mothers
3403 Call Back Pay varies among USG institutions.
HRAP Call Back Pay-Guarranteed Hours and Travel Reimbursement
RICE (oneusg)Requirement Met By: Vendor:
PRINT004 - ACA Reporting (ACAMP) Payroll Integration-OutboundRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
3415 Ability to Track and Comply with the Affordable Care Act Time Reporting guidelines.
TL003 - TL-056 - Track ACA Hours
TLCFG003 - Mod Maintain Time Reporter Data to store Supervisor IdRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
Saturday, February 11, 2017 Page 15 of 24118
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL012 - WorkFlow (AWE) Request and Time Approval Process
RICE (oneusg)Requirement Met By: Vendor:
TLCFG003 - Mod Maintain Time Reporter Data to store Supervisor IdRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
507 Time Approver can receive notification of employee's Absence Request via email or predefined workflow process.
TL012 - AM-025 - Absence Request Notification to Time Approver
TLPRC004 - TL Call In Pay GuaranteeRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3412 Ability to track worked and guaranteed hours for employees who are called back to work outside of their normal schedule.
TL003 - TL-053 - Track Call-In Pay
TLPRC006 - TL - Combined Multi-Job Reported Hours on TimesheetRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3499 If multiple jobs exist, the timesheet needs to display hours worked for the current job AND the combined hours worked on the timesheet.
TL003 - TL-081 - Combined Reported Hours on Timesheet (Multiple Jobs)
TLWFL001 - Create a new Approval Process for TL and AM Transactions
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
259 Ability to allow for one-up time approvals (manager of manager time approvals for employees).
TL012 - TL-026 - Support Time Approvals via AWE
Saturday, February 11, 2017 Page 16 of 24119
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL015 - Approval Notification
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
530 Ability to send email notifications to approvers regarding deadlines and timesheet status.
TL015 - TL-032 - Notifications
620 Manager can receive notification of employee request for accrued absence via direct system data entry or web-based time entry
TL015 - AM-025(a) - Manager Notification for Accrued Absence Request
RICE (oneusg)Requirement Met By: Vendor:
TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for the Approving the Payable Time that is not Approved
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
260 Ability to automatically generate alerts and/or notifications regarding unapproved time based on time entry deadlines.
TL015 - TL-027 - Generate Notifications of Time Entry Deadlines
Saturday, February 11, 2017 Page 17 of 24120
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL016 - Evaluate Payable Time
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
242 Ability for Time Approvers to view total hours worked for single and multiple jobs employees.
TL016 - TL-009 - Approver View Hours for Single or Multiple Jobs
3431 Ability to view reported hours in a summary view
TL016 - TL-072 - View Reported hours in Summary
3432 Ability to view reported hours in a detailed view
TL016 - TL-073 - View Reported hours in Detail
RICE (oneusg)Requirement Met By: Vendor:
TLRPT002 - TL Employee Hours by TRC, Reports To, and Department
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Report
2462 Need a report that identifies: TL Employee Hours by TRC, Reports To, and Department
TL016 - TLRPT113 - TL Employee Hours by TRC, Reports To, and Department
TLRPT005 - TL Terms With HoursRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2465 Need a report that identifies: TL Terms With Hours
TL016 - TLRPT116 - TL Terms With Hours
Saturday, February 11, 2017 Page 18 of 24121
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL017 - Approve Payable Time
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
244 Ability to allow for separate timesheet approvals by Time Approvers for employees who have Multiple Jobs, based on the employee's Tme Approver designation.
TL017 - TL-011 - Multi-Job Approvals
258 Ability to perform mass approvals for groups of employee timesheets.
TL017 - TL-025 - Mass Time Card Approvals
RICE (oneusg)Requirement Met By: Vendor:
TLINT003 - TL Default Accounting Date on Tme Approval PageRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3496 Need to default the accounting date on time approval page.
TL017 - TL-088 - Default Accounting Date on Time Approval Page
Saturday, February 11, 2017 Page 19 of 24122
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL018 - Time and Absence Inputs & Outputs
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
534 Ability for Practitioners to adjust employee time as needed during the payroll process.
AM006 - TL-036 - Adjust EE Time
Saturday, February 11, 2017 Page 20 of 24123
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL500 - Administer Time and Labor Security
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
2543 Need to establish security to be able to: Grant access as an administrator with access to mostly all pages including shared services setup within Time and Labor.
TL500 - TLSEC042 - Grant access as an administrator with access to mostly all pages including shared services setup within Time and Labor.
2549 Need to establish security to be able to: Grant access as a manager with access to mostly all pages excluding shared services setup within Time and Labor
TL500 - TLSEC048 - Grant access as a manager with access to mostly all pages excluding shared services setup within Time and Labor
2555 Need to establish security to be able to: Grant access as an anaylst with more limited access also excluding shared services setup within Time and Labor.
TL500 - TLSEC054 - Grant access as an anaylst with more limited access also excluding shared services setup within Time and Labor.
2561 Need to establish security to be able to: Grant read only access to certain pages within Time and Labor.
TL500 - TLSEC060 - Grant read only access to certain pages within Time and Labor.
RICE (oneusg)Requirement Met By: Vendor:
TLWFL001 - Create a new Approval Process for TL and AM Transactions
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
2521 Need to establish security to be able to: Establish new permission lists for new Time and Labor managers
TL500 - TLSEC020 - Establish new permission lists for new Time and Labor managers
Saturday, February 11, 2017 Page 21 of 24124
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL600 - AdHoc Reporting
RICE (oneusg)Requirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
2352 Need a report that identifies: TL Report - Affordable Care Act
TL600 - TLRPT003 - TL Report - Affordable Care Act
2505 Need a report that identifies: TL Employee Transactions and Totals
TL600 - TLRPT156 - TL Employee Transactions and Totals
TARPT003 - Functional team queriesRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
3163 Identify Employees who are Eligible for Holiday compensation.
TL600 - TLRPT379 - BOR_TL_HOLIDAY_ELIG_EMPLOYEES
TLRPT003 - TL Time Reporter Detail ReportRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2463 Need a report that identifies: TL Time Reporter Detail Report
TL600 - TLRPT114 - TL Time Reporter Detail Report
TLRPT006 - TL Time Card Audit TrailRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Report
2466 Need a report that identifies: TL Time Card Audit Trail
TL600 - TLRPT117 - TL Time Card Audit Trail
TLRPT009 - TL Time Reporter Profile ReportRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2506 Need a report that identifies: TL Time Reporter Detail Report
TL600 - TLRPT157 - TL Time Reporter Detail Report
Saturday, February 11, 2017 Page 22 of 24125
HCM Business RequirementsHCM-004-REQ
Time and Labor
Business Process Name: TL999 - Data Conversion
RICE (oneusg)Requirement Met By: Vendor:
TLCNV001 - TL Comp Time Hours ConversionRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3489 Convert existing comp time balance from eTime
TL999 - TL-090 - Comp Time Hours Conversion
TLCNV004 - Migrate specificied configuration elements btwn environments
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3503 Ability to migrate specified configuration elements between environments
TL999 - TL-091 - Migrate configuration elements between environments
TLPRC002 - TL Enrollment ConversionRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
428 Convert eligible legacy time reporting system employees to the new time reporting system.
TL999 - TAA032 - Convert Legacy Time Reporter data.
Saturday, February 11, 2017 Page 23 of 24126
HCM Business RequirementsHCM-004-REQ
End of Report
Saturday, February 11, 2017 Page 24 of 24127
RICE InventoryHCM-015-RIC
Time and Labor
RICE Type: Conversion
Rice IDRiceTitle Rice Detail PeopleSoft Project
286TLCNV001 - TL Comp Time Hours Conversion
Convert comp time hours from eTime to the TL_COMP_LEAV_TBL (No longer the design).
File will be provided by jennifer and the same needs to be imported into custom records for absence processing. The import logic and data display component page logics are provided in FMLA conversion document.
514TLCNV002 - Set User TL Preferences
As part of conversion we need to set User TL Preferences.
BOR_TL_C_TLCNV002
383TLCNV003 - TL Compensatory Time Enrollment
Enroll all Non-Exempt employees into the USG Comp Time for Holiday Deferrals and Primary COMP. Enrollment will follow the conversion of TR Employee Data.
TL_EMPL_COMP (Record)
00COMP00DFRHOL
BOR_TL_C_COMPCNV
112TLCNV004 - Migrate specificied configuration elements btwn environments
Via DMS script
281TLPRC002 - TL Enrollment
Enhancement to the design - As per the current deisgn the Approver ID is populated based on the ADP Supervisor Id value.The change is to default the Approver ID with the Reports To value. And the Time Administrator would override the Approver ID as needed. On going maintainence would only Override the Approver ID for the Job Transactions that trigger the change to Reports To.
BOR_TL_C_CNV
RICE Type: Enhancement
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 1 of 8128
RICE InventoryHCM-015-RIC
Time and Labor
RICE Type: Enhancement
Rice IDRiceTitle Rice Detail PeopleSoft Project
946New Shift Diff Rule for GCSU
New Shift Diff Rule for GCSU
113TLCFG001 - TL Custom Overtime Department Allocation Rule
Custom Overtime allocation rule to track overtime to the secondary department when employee has multiple jobs; based on defined logic. OVT should follow the department that caused it.
Rule Export Script
444TLCFG002 - TL Overtime Rule - Replace 00REG - 00AST
Overtime Rule should calculate based on 40 hours worked per week. The rule should only replace 00REG or 00AST hours with 00OVT.
Configuration only
556TLCFG003 - Mod Maintain Time Reporter Data to store Supervisor Id
Mod Maintain Time Reporter Data to store Supervisor Id and Name, User Updated flag and Leave Admin Id and Name.
This change is complete except the yes/no flag, which will be handled as part of online enrollment for TL which is scheduled for Phase - I. 10/11/2015.
BOR_TL_C_CNV
560TLCFG003 - Shift Differential Rule
Create a Rule to create S50 Shift Premium TRC for all the hours that are punched between 3 pm and 11 pm and also between 11p and 7 am for the GGC employees
Via TL_EXP, TL_IMP DMS Script - 00SHFT11P-7A, 00SHFT3P-11P
581TLCFG004 - Overtime when employee at Max accrued Comptime
Overtime when employee at Max accrued Comptime
Rule Export Script
582TLCFG005 - Comptime Rule for 1.5 times the hours over 40 hours worked
Comptime Rule for 1.5 times the hours over 40 hours worked
Via TL_EXP, TL_IMP DMS Script
583TLCFG006 - Worked hours plus leave over 40 should get straight Comptime
Combination of Leave and worked hours over 40 will endup should end up with Comptime at 1 time the hours over 40.
Confguration only
715TLCFG007 - Online mod to prepopulate the HOL hrs on the Timesheet for the Holiday
Online mod to prepopulate the HOL (Biweekly) or HOM (Monthly) hrs on the Timesheet for the Holiday. Mod should populate the standard hrs/5 on the Holiday with the Holiday TRC.
Modification
Saturday, February 11, 2017 Page 2 of 8129
RICE InventoryHCM-015-RIC
Time and Labor
RICE Type: Enhancement
Rice IDRiceTitle Rice Detail PeopleSoft Project
735TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for the Approving the Payable Time that is not Approved
TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for Approving the Payable Time that is not Approved
Confguration only
114TLINT003 - TL Default Accounting Date on Tme Approval Page
BOR_TL_E_MSS_TLACDT
108TLPRC001 - TL Auto Enroll EE into Time and Labor Config
Enhancement to the design - As per the current deisgn the Approver ID is populated based on the ADP Supervisor Id value.The change is to default the Approver ID with the Reports To value. And the Time Administrator would override the Approver ID as needed. On going maintainence would only Override the Approver ID for the Job Transactions that trigger the change to Reports To.
330TLPRC003 - TL Approval Compliance Process
Clone the Payable time table to create a bolt on process for reporting and compliance of employee time cards. 1. Secondary approval process for Manager who failed to approve.2. Tracks the number occurrences where managers failed to approve time.
BOR_TL_E_APPRCMPL
Saturday, February 11, 2017 Page 3 of 8130
RICE InventoryHCM-015-RIC
Time and Labor
RICE Type: Enhancement
Rice IDRiceTitle Rice Detail PeopleSoft Project
362TLPRC004 - TL Call In Pay Guarantee
When an employee has left the work site and is called back by management to work before or after completing the regular work schedule and upon leaving the premises, the employee shall be paid for time actually worked upon return or a minimum of three (3) hours, whichever is greater.
In accordance with FLSA, travel time from the home location to the primary work site is not compensable. The portion of the three hours call back compensation that is guaranteed but not worked does not count toward overtime. Emergency call back time actually worked will count towards determining overtime.
Via TL_EXP, TL_IMP DMS Script - Rule - 00CIGPAY
544TLPRC006 - TL - Combined Multi-Job Reported Hours on Timesheet
If multiple active jobs exist for a TL employee, timesheet should display the combined reported hours in addition to reported hours.
BOR_TL_E_CMBDHRS
559TLWFL001 - Create a new Approval Process for TL and AM Transactions
Create two Approval Process Setup/User List Setup for Approval routing of Time and Absence Transactions and Extended Absence Transactions.1) Process Setup/User List Setup forTLPayableTime and TLReportedTimeprocess Ids based on the Supervsisor Idon the Time Reporter Data page in TL andReports To and Job. All Approvaltransactions should be routed toTL_EMPL_DATA.TL_RULE_ELEMNT_5and JOB.REPORTS_TO.2) Process Setup/User List Setup forAM_Extended_Absprocess Ids based on the Leave Admin Idon the Time Reporter Data page in TL
BOR_TL_C_CNV and DMS script
RICE Type: Query
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 4 of 8131
RICE InventoryHCM-015-RIC
Time and Labor
RICE Type: Query
Rice IDRiceTitle Rice Detail PeopleSoft Project
508PRRPT051 - Terminated Employees with Active Time Reporter Profiles
ACA G,L,P Pay Group Ees TLM Turned Off
The report is a report we use for ACA tracking. This report spots employees in the G, L and P pay group (Active) that do not have an active TLM panel (which means they aren’t flowing to eTIME and aren’t tracking hours).
This is an ADPR report (not an eTIME report) and I’m not certain we will need the report in PS.
If we determine that something of this sort is needed later we will build a query to pull back the information.
1/28-SP Follow up with Diane S for latest requirements.
2/23-Reassigning to Suresh
04/06/16 - Build a query that identifies any terminated employees with active time reporter profiles. Criteria would need to include group security. Output would need to include employee name, id, rcd, company code, department name and description and job term date.
BOR_AB_R_RPT
467TLRPT003 - TL Time Reporter Detail Report
The purpose of this query is to help practitioners find reported time discrepancies, errors, and balancing challenges. This query should display detailed data about each employee’s punches, duration, and pay code. Input criteria should include employee id and group. Report can be run for actual hours or actual hours with adjustments. Query displays pay code transaction data and totals by employee as well as a grand total. Pay codes, their respective time or money amount totals, and wages are included in the display. Combined pay codes display separately with their respective time or money amount totals. Sample report attached.
BOR_TL_REPORTS_SM
Saturday, February 11, 2017 Page 5 of 8132
RICE InventoryHCM-015-RIC
Time and Labor
RICE Type: Query
Rice IDRiceTitle Rice Detail PeopleSoft Project
468TLRPT004 - TL Time Cards Not Approved
This report is needed to identify timecards that have not been approved by the manager for payment.
469TLRPT005 - TL Terms With Hours
This query is needed to identify terminated employees with payable time on their timesheet. The institution would use this query to decide which terminated employees to include in payroll processing. Input criteria are employees who are terminated prior to the pay period end date but have payable time (AP-approved or NA-not approved) on their timesheet. Sample report attached.
BOR_AB_R_RPT
537TLRPT009 - TL Time Reporter Profile Report
This report will pull basic employee HR information combined with information from TL_EMPL_DATA. Input criteria should include dynamic group. Output criteria should include employee name, id and record number, department name and description, pay group, work group, empl status, TL approver and reports to id.
BOR_TL_REPORTS_SM
852TLRPT010 - BWK Mid Period Changes
Identify employees who have HR transactions with an effective date that falls within beyond the beginning of a Pay Week for Bi-Weekly Employee (i.e. not equal to a Sunday date).
853TLRPT011 - Mid Period Changes MTH
RICE Type: Report
Rice IDRiceTitle Rice Detail PeopleSoft Project
901T&L Payroll Balancing report for SSC
SSC has a need for a more roboust report that will identify difference between T&L approved hours and what was actually loaded to employees payline. Currently there is a PS Query but there needs to be a report that can translate TRC and Earnings code and and sum hours by week/pay period and take into consideration employees with multiple jobs.Arun has offered to write the specification.
Saturday, February 11, 2017 Page 6 of 8133
RICE InventoryHCM-015-RIC
Time and Labor
RICE Type: Report
Rice IDRiceTitle Rice Detail PeopleSoft Project
466TLRPT002 - TL Employee Hours by TRC, Reports To, and Department
This report provides Time Approvers and Practitioners with a summary of all hours worked by TRC and by Employee. The report is used to verify that employees have reported the expected number of hours for the pay period. Example:
NAME REG HOL CIP CIG TOTALJane Fonda 72 8 2 1 83
BOR_TL_R_PAYCD
470TLRPT006 - TL Time Card Audit Trail
This report is used to determine who modified a timecard in the system. The report would need to include what edit was made, when the edit was made, who made the edit and by what data source the edit was made. Samples of current ADP pdf and excel formats attached. Similar delivered report: Reported Time Audit. Path: Main Menu > Time and Labor > Reports > Reported Time Audit.
BOR_AB_R_RPT
Saturday, February 11, 2017 Page 7 of 8134
RICE InventoryHCM-015-RIC
End of Report
Saturday, February 11, 2017 Page 8 of 8135
RICE Inventory with RequirementsHCM-016-RICTime and Labor
RICE Type: Conversion
286TLCNV001 - TL Comp Time Hours Conversion
Convert comp time hours from eTime to the TL_COMP_LEAV_TBL (No longer the design).
File will be provided by jennifer and the same needs to be imported into custom records for absence processing. The import logic and data display component page logics are provided in FMLA conversion document.
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL999 - TL-090 - Comp Time Hours Conversion3489
514TLCNV002 - Set User TL Preferences
As part of conversion we need to set User TL Preferences.
BOR_TL_C_TLCNV002
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL002 - TL-079 - Set User TL Preferences3490
383TLCNV003 - TL Compensatory Time Enrollment
Enroll all Non-Exempt employees into the USG Comp Time for Holiday Deferrals and Primary COMP. Enrollment will follow the conversion of TR Employee Data.
TL_EMPL_COMP (Record)
00COMP00DFRHOL
BOR_TL_C_COMPCNV
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL002 - TL-080 - TL Comp Time Enrollment3491
112TLCNV004 - Migrate specificied configuration elements btwn environments
Via DMS script
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 1 of 9136
RICE Inventory with RequirementsHCM-016-RICTime and Labor
RICE Type: Conversion
112TLCNV004 - Migrate specificied configuration elements btwn environments
Via DMS script
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL999 - TL-091 - Migrate configuration elements between environments3503
281TLPRC002 - TL Enrollment Conversion
Enhancement to the design - As per the current deisgn the Approver ID is populated based on the ADP Supervisor Id value.The change is to default the Approver ID with the Reports To value. And the Time Administrator would override the Approver ID as needed. On going maintainence would only Override the Approver ID for the Job Transactions that trigger the change to Reports To.
BOR_TL_C_CNV
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL999 - TAA032 - Convert Legacy Time Reporter data.428
RICE Type: Enhancement
113TLCFG001 - TL Custom Overtime Department Allocation Rule
Custom Overtime allocation rule to track overtime to the secondary department when employee has multiple jobs; based on defined logic. OVT should follow the department that caused it.
Rule Export Script
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL007 - TL-012 - Calculate Overtime Across Multiple Jobs245
444TLCFG002 - TL Overtime Rule - Replace 00REG - 00AST
Overtime Rule should calculate based on 40 hours worked per week. The rule should only replace 00REG or 00AST hours with 00OVT.
Configuration only
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL007 - TL-083 - Overtime Rule Replacement3492
Saturday, February 11, 2017 Page 2 of 9137
RICE Inventory with RequirementsHCM-016-RICTime and Labor
RICE Type: Enhancement
556TLCFG003 - Mod Maintain Time Reporter Data to store Supervisor Id
Mod Maintain Time Reporter Data to store Supervisor Id and Name, User Updated flag and Leave Admin Id and Name.
This change is complete except the yes/no flag, which will be handled as part of online enrollment for TL which is scheduled for Phase - I. 10/11/2015.
BOR_TL_C_CNV
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL012 - AM-025 - Absence Request Notification to Time Approver507
560TLCFG003 - Shift Differential Rule
Create a Rule to create S50 Shift Premium TRC for all the hours that are punched between 3 pm and 11 pm and also between 11p and 7 am for the GGC employees
Via TL_EXP, TL_IMP DMS Script - 00SHFT11P-7A, 00SHFT3P-11P
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL007 - TL-059 - Track Shift Differential3418
581TLCFG004 - Overtime when employee at Max accrued Comptime
Overtime when employee at Max accrued Comptime Rule Export Script
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL007 - TL-084 - Pay OT when Comp Time is Max3493
582TLCFG005 - Comptime Rule for 1.5 times the hours over 40 hours worked
Comptime Rule for 1.5 times the hours over 40 hours worked
Via TL_EXP, TL_IMP DMS Script
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL007 - TL-074 - Track Comp-Time Overtime3433
TL007 - TL-085 - Comp Time Rule for OVT hours as comp time3494
583TLCFG006 - Worked hours plus
Combination of Leave and worked hours over 40 will endup should end up with Comptime at 1 time the
Confguration only
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 3 of 9138
RICE Inventory with RequirementsHCM-016-RICTime and Labor
RICE Type: Enhancement
leave over 40 should get straight Comptime
hours over 40.
Requirement SummaryReq. ID
Requirements Information
TL007 - TL-086 - Comp Time Rule for AST hours as comp time3495
715TLCFG007 - Online mod to prepopulate the HOL hrs on the Timesheet for the Holiday
Online mod to prepopulate the HOL (Biweekly) or HOM (Monthly) hrs on the Timesheet for the Holiday. Mod should populate the standard hrs/5 on the Holiday with the Holiday TRC.
Modification
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL007 - TL-070 - Manage Holiday Pay Eligibility3429
735TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for the Approving the Payable Time that is not Approved
TLCFG008 - Notification to the employees for not entering the Time and Notification to TL Approvers for Approving the Payable Time that is not Approved
Confguration only
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL015 - TL-027 - Generate Notifications of Time Entry Deadlines260
114TLINT003 - TL Default Accounting Date on Tme Approval Page
BOR_TL_E_MSS_TLACDT
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL017 - TL-088 - Default Accounting Date on Time Approval Page3496
108TLPRC001 - TL Auto Enroll EE into Time and Labor
Enhancement to the design - As per the current deisgn the Approver ID is populated based on the ADP Supervisor Id value.
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 4 of 9139
RICE Inventory with RequirementsHCM-016-RICTime and Labor
RICE Type: Enhancement
Config The change is to default the Approver ID with the Reports To value. And the Time Administrator would override the Approver ID as needed. On going maintainence would only Override the Approver ID for the Job Transactions that trigger the change to Reports To.
Requirement SummaryReq. ID
Requirements Information
TL002 - TL-033 - Enroll Eligible Time Reporters for Time and Labor531
330TLPRC003 - TL Approval Compliance Process
Clone the Payable time table to create a bolt on process for reporting and compliance of employee time cards. 1. Secondary approval process for Manager who failedto approve.2. Tracks the number occurrences where managersfailed to approve time.
BOR_TL_E_APPRCMPL
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL009 - TL-089 - TL Approval Compliance Process3498
362TLPRC004 - TL Call In Pay Guarantee
When an employee has left the work site and is called back by management to work before or after completing the regular work schedule and upon leaving the premises, the employee shall be paid for time actually worked upon return or a minimum of three (3) hours, whichever is greater.
In accordance with FLSA, travel time from the home location to the primary work site is not compensable. The portion of the three hours call back compensation that is guaranteed but not worked does not count toward overtime. Emergency call back time actually worked will count towards determining overtime.
Via TL_EXP, TL_IMP DMS Script - Rule - 00CIGPAY
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL003 - TL-053 - Track Call-In Pay3412
544TLPRC006 - TL - Combined Multi-Job Reported Hours on Timesheet
If multiple active jobs exist for a TL employee, timesheet should display the combined reported hours in addition to reported hours.
BOR_TL_E_CMBDHRS
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 5 of 9140
RICE Inventory with RequirementsHCM-016-RICTime and Labor
RICE Type: Enhancement
Requirement SummaryReq. ID
Requirements Information
TL003 - TL-081 - Combined Reported Hours on Timesheet (Multiple Jobs)
3499
559TLWFL001 - Create a new Approval Process for TL and AM Transactions
Create two Approval Process Setup/User List Setup for Approval routing of Time and Absence Transactions and Extended Absence Transactions.1) Process Setup/User List Setup for TLPayableTimeand TLReportedTime process Ids based on theSupervsisor Id on the Time Reporter Data page in TLand Reports To and Job. All Approval transactionsshould be routed toTL_EMPL_DATA.TL_RULE_ELEMNT_5 andJOB.REPORTS_TO.2) Process Setup/User List Setup forAM_Extended_Absprocess Ids based on the Leave Admin Id on the TimeReporter Data page in TL
BOR_TL_C_CNV and DMS script
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL012 - TL-026 - Support Time Approvals via AWE259
TL500 - TLSEC020 - Establish new permission lists for new Time and Labor managers
2521
RICE Type: Interface
661PRINT004 - ACA Reporting (ACAMP) Payroll Integration-Outbound
Complete Design/ Technical SpecificationsComplete Development and Unit Testing
BOR_HR_I_ACAMP_PAYROLL
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL003 - TL-056 - Track ACA Hours3415
RICE Type: Query
605TARPT003 - Functional team queries
Functional team queries needed for conversion validation and review.
BOR_TA_FUNCTIONAL_QUERIES
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 6 of 9141
RICE Inventory with RequirementsHCM-016-RICTime and Labor
RICE Type: Query
Requirement SummaryReq. ID
Requirements Information
TL600 - TLRPT379 - BOR_TL_HOLIDAY_ELIG_EMPLOYEES3163
467TLRPT003 - TL Time Reporter Detail Report
The purpose of this query is to help practitioners find reported time discrepancies, errors, and balancing challenges. This query should display detailed data about each employee’s punches, duration, and pay code. Input criteria should include employee id and group. Report can be run for actual hours or actual hours with adjustments. Query displays pay code transaction data and totals by employee as well as a grand total. Pay codes, their respective time or money amount totals, and wages are included in the display. Combined pay codes display separately with their respective time or money amount totals. Sample report attached.
BOR_TL_REPORTS_SM
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL600 - TLRPT114 - TL Time Reporter Detail Report2463
468TLRPT004 - TL Time Cards Not Approved
This report is needed to identify timecards that have not been approved by the manager for payment.
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL009 - TLRPT115 - TL Timesheets Not Approved2464
469TLRPT005 - TL Terms With Hours
This query is needed to identify terminated employees with payable time on their timesheet. The institution would use this query to decide which terminated employees to include in payroll processing. Input criteria are employees who are terminated prior to the pay period end date but have payable time (AP-approved or NA-not approved) on their timesheet. Sample report attached.
BOR_AB_R_RPT
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL016 - TLRPT116 - TL Terms With Hours2465
537TLRPT009 - TL This report will pull basic employee HR information BOR_TL_REPORTS_S
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 7 of 9142
RICE Inventory with RequirementsHCM-016-RICTime and Labor
RICE Type: Query
Time Reporter Profile Report
combined with information from TL_EMPL_DATA. Input criteria should include dynamic group. Output criteria should include employee name, id and record number, department name and description, pay group, work group, empl status, TL approver and reports to id.
M
Requirement SummaryReq. ID
Requirements Information
TL600 - TLRPT157 - TL Time Reporter Detail Report2506
RICE Type: Report
466TLRPT002 - TL Employee Hours by TRC, Reports To, and Department
This report provides Time Approvers and Practitioners with a summary of all hours worked by TRC and by Employee. The report is used to verify that employees have reported the expected number of hours for the pay period. Example:
NAME REG HOL CIP CIG TOTALJane Fonda 72 8 2 1 83
BOR_TL_R_PAYCD
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL016 - TLRPT113 - TL Employee Hours by TRC, Reports To, and Department
2462
470TLRPT006 - TL Time Card Audit Trail
This report is used to determine who modified a timecard in the system. The report would need to include what edit was made, when the edit was made, who made the edit and by what data source the edit was made. Samples of current ADP pdf and excel formats attached.
Similar delivered report: Reported Time Audit. Path: Main Menu > Time and Labor > Reports > Reported Time Audit.
BOR_AB_R_RPT
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
TL600 - TLRPT117 - TL Time Card Audit Trail2466
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RICE Inventory with RequirementsHCM-016-RIC
End of Report
Saturday, February 11, 2017 Page 9 of 9144