human capital management implementation project sign-off · 2017-03-03 · human capital management...

Human Capital Management

Implementation

Commitment Accounting

Project Sign-Off

Monday, February 27, 2017

(c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.

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

Funds Transfer

Chartfield

Budget Prep(Position & Funding)

General Ledger

Combination Codes

Accounts Payable

Commitment Control

Benefits Recon

Payroll Accounting(PERS_SERV_BOR)

Human Resources PS

Module(Positions)

PS Payroll for North

America

Department Budget Table

(Funding)

Process Vendor/Benefit Payments

Account Mapping

HCM: Commitment Accounting

Payroll AccountingPayroll EncumbrancesBenefit Accounting &

PaymentRetroactive Accounting

Payroll Actuals

ChartfieldsCombination

Codes

Payroll Encumbrance

Job Data

Configuration

Money Movement(Pool Funds in USO)

Common Remitter(TSA & Retirement)

Retroactive Accounting Distributions

PeopleSoft HCM Commitment Accounting Data Flow Inputs and Outputs

ACHManual Checks

Positive Pay

Actuals JournalsEncumbrance Journals

Benefits Vouchers

Positions

Funding

1. Budget Retro – UserChanges Funding inDepartment Budget

2. Direct Retro – UserRedistributes Prior Period

Accounting without Changing Department

Budget

HCM Business Process ListingHCM-003-BPR


Process Name Tracking Only?

BP102 - Budget Prep - Export from FIN, Import to HCM - Loading Budgets No

BP701 - Benefit Plan Costs and Counts for Budget No

CA101 - System Configuration and Maintenance (Commitment Accounting) No

CA104 - Combo Code Creation & Maintenance No

CA105 - Position Funding No

CA106 - Paygroup Sync Between Position and Job No

CA107 - Invalid Funding Maintenance No

CA108 - Encumbrance Projection No

CA109 - Predistribution Audit Process No

CA110 - Payroll to General Ledger Interface (HCM) No

CA112 - Money Movement No

CA113 - Suspense Correction No

CA114 - Retro Distributions No

CA115 - Zero Personal Services Encumbrances No

CA116 - System Integrity Data Restore No

CA118 - Outstanding Liabilities Report No

CA119 - Federal Workstudy Upload No

CA121 - Bank Reconciliation 980 HCM Account No

CA600 - AdHoc Reporting No

Monday, February 27, 2017 Page 1 of 2

HCM Business Process ListingHCM-003-BPR

End of Report


February 24, 2017

Page 1

TitleCA104 – Combination Code Processing

Bud

get

Off

ice

/ G

ran

ts &

Con

trac

ts

Fin

anci

als

BO

R_G

L_C

HA

RTF

IELD

SC

A O

wne

rB

OR

_I_C

A_C

FG_S

ETU

PN

ightly B

atc

h

Updated 7/6/16

CA104.01

Create New

Combo Code

Run

Process Now?

CA104.02

Request Ad

Hoc Process

CA104.03

Run BUD003 for

Specified BUs

CA104.04

Report

Process

Complete

Validate

Processing

Results

Results

Correct?End

CA104.06

Run BUD003 for

All BUs

End

A

A

Yes Yes

No

No

Start

FN101 - Combo Code Creation and

Maintenance

CA105 Position FundingCA114 Retro Distributions

CA105 Position FundingCA114 Retro Distributions

CA105 – Position Funding C

A M

anag

erB

OR

_I_C

A_C

FG_S

ET

UP

Updated 6-20-16

CA105.01

Fringe Redirect

Needed?

No

Yes

Fringe

Redirect

Provided?

No

A

A

Return

Request to

Originator

Pg. 2

No

Change

effective for

next fiscal year? Yes End

Pg. 2Fringe group

exists in system?Yes Yes

A

No

CA101.3 Fringe

Group Table

Maintenance

Return

Request to

Originator

CA105.03

File

Paperwork

For Future

Reference

HR050

Create New

Position

CA107

Pre

Distribution

Audit

CA105

Invalid

Funding

CA101

System

Config

Budget

Analysis

CA105 – Position Funding C

A M

ana

ger

BO

R_I

_CA

_CFG

_SET

UP

Updated 6-20-16

Pg. 1Does change only

Impacts Current & Future

Payrolls?

Enter Funding Change

(Fringe Redirect; Combo

Code Changes;

Allocation Changes;

Funding End Dates)

Yes

Run

CARPT018

‘Direct Retros for a

Position’

Query

Query Output

CA114

Process

Retro

Changes

Direct Retro

already

requested?

No

Do not

save

transaction

as a

Budget

Retro

Yes

Save

transaction

as a

Budget

Retro

No

End

End

February 24, 2017

Page 1

TitleCA107 – Invalid Funding Maintenance

CA

Man

age

r

Updated 7-6-16

CA107.01

Run Report

CARPT007

Process

Invalid Funding

Report

Discrepancies

Identified?

CA107.02

Analyze

Funding

Information

Yes

FN101 - Combo

Code Creation and

Maintenance

CA105

Position Funding

End

No

A

Start

Yes

A

CA109 Pre-Distribution Audit processAdHoc for Maintenance

TitleFebruary 27, 2017

CA108 – Encumbrance Projection SS

C C

A A

dmin

BO

R_

I_C

A_

GEN

_E

NC

UM

BR

AN

CE

Inst

itution

/US

O

BO

R_G

L_P

RO

CE

SS

ING

CA

Man

ager

& S

SC C

A

Adm

inB

OR

_I_C

A_G

EN_E

NC

UM

BR

AN

CE

Updated 6-21-16

CA108.05

Run

HR_ACCTG_

LINE Count

Query

CARPT022

Reconcile Log

and Query

CA108.04

Run

Encumbrance

GL Process

PAYGL03

CA108.03

Run Encumb-

Dist Query

CACRPT019

CA108.01

Run BOR CA

Backup

Process

CAPRC022

CA108.02

Run

Encumbrance

Calculation

Process

CAPRC021Encumb_Dist

Query Results

Row Count

Query Output

Processing Log

Agrees?

FN112

GENERAL

LEDGER

INTEGRATION

(HCM)Processing Log

HR_ACCTG_LINE

Query Results Yes

CA108.07

Troubleshoot

with

ITS

No

CA108.09

Run Encumb_Curr

Query Encumb_Curr

Query Results

CA108.10

Run Budget_Actuals

Query

Budget_Actuals

Query Results

End

CA109 – Pre-Distribution Audit Processes – Page 1C

A M

anag

er

BO

R_

I_C

A_

CFG

_SE

TUP

Future State

Go To:

CA106.3

Paygroup Sync

Go To:

CA107.2

Invalid Funding

CA109.01

Complete

Paygroup

Sync

Process

CA109.03

Complete

Invalid

Funding

Process

2

Start

PY001 - Pre-Payroll Processes (Day 1)PY002 - On-Cycle Payroll Processing (Day 2)

CA109 – Pre-Distribution Audit Processes – Page 2B

OR

CA

Ana

lyst

IB

OR

_I_

CA

_G

EN

_G

L_

INT

ER

FA

CE

CA

M

anag

erB

OR

_I_

CA

_C

FG_

SET

UP

Future State

CA109.05

Run Report

Pre-Distribution

Audit ReportCARPT014

Pre-Distribution

Audit Report

Pre-Distribution

Audit Report

CA109.09

Review and

identify

corrective

actions.

Email

A

3

A

1

PY002 - On-Cycle Payroll Processing (Day 2)


A

Man

ager

BO

R_

I_C

A_

CFG

_SE

TU

P

PM

Ow

ner/

HR

BO

R_

I_PA

Y_

EMPL

_PA

Y_

DA

TA

SS

C P

ayro

ll A

dm

in

BO

R_

I_P

AY_

PRC

_PA

Y_

CYC

LEFuture State

2

DBT Issues

Identified?Yes

CA109.09

Correct Errors

in Department

Budget Table

(DBT)

Go To:

CA105

Position

Funding

Job Data or

Paygroup Issues

Identified?

Yes

CA109.09

Correct Errors

in Job Data or

Paygroup

NO

Go To:

??

Position Mgmt.

Go To:

??

Job Data

Make a Payline

Adjustment for

funding?

Yes

CA109.09

Enter Payline

Adjustment

Go To:

??

Payline Adjustment

No

4

No

2Go To:

CA109.05

CA109 – Pre-Distribution Audit Processes – Page 4SS

C C

A A

dmin

BO

R_Q

UE

RY_

VIE

WER

CA

An

alys

t I

BO

R_

I_C

A_

GEN

_R

ETR

O_

DIS

TRO

Future State

3 CA109.11

Run Query

Unapproved Retro

Distributions Query

CARPT020

Unapproved Retro

Distributions

Query

Unapproved Retro

Distributions Query

CA109.12

Transmit

Information

to Institution

Email

B

B

Review

Unapproved

Retro requests

CA109.13

Process

outstanding

retro

distributions

Go To:

CA114

Retro

Distributions

4


A M

anag

erB

OR

_I_C

A_C

FG_S

ETU

PS

SC

CA

Adm

in

BO

R_

S_C

A_G

EN

_G

L_

INT

ER

FA

CE

Future State

4

Ready for

Sign Off?

CA109.14

Send email,

signing off on

GL Pre-

Distribution

Reports

EmailYes

No

3

Go To:

CA109.01

6

Email

A

A

CA109 – Pre-Distribution Audit Processes – Page 6S

SC

CA

Adm

in

BO

R_S

_C

A_

GE

N_

GL_

INT

ER

FA

CE

Institu

tion

Payro

ll

Future State

4 CA109.15

Run Report

Pre-Distribution

Audit ReportCARPT014

Pre-Distribution

Audit Report

Pre-Distribution

Audit Report

CA109.16

Transmit

Information

to Payroll

Dept.

Email

E

E

CA109.18

Resolve hard-

stop errors

PY002 - On-Cycle Payroll Processing (Day 3)

Goto CA109.05

through

CA109.14 Email

Errors Corrected

CA109.19

Email End

CA110 – Payroll to GL Interface – Page 1SS

C C

A A

dmin

BO

R_

I_C

A_

GE

N_

GL_

INTE

RFA

CE

Future State

CA110.01

Run BOR CA

Backup

Process

CAPRC022

CA Backup

Distribution Tables

Process

2

Start

PAY018

Payroll Summary A

CA109.20 Pre-Distribution Audit Report


C C

A A

dmin

BO

R_

I_C

A_

GE

N_

GL_

INTE

RFA

CE

Future State

1

3

No

Process

Abend?

CA110.03

Review Error

Report

Error ReportYes

Data

Written to

Database?

CA110.04

Work Error(s)

Yes

Go To:

CA116

System Data

Integrity Restore

B

B

No

CA110.02

Run Actuals

Distribution

Process

Actuals

Distribution.

Process

B


C C

A A

dm

inB

OR

_I_

CA

_G

EN_

GL_

INTE

RFA

CE

Future State

2Actuals Distribution

Process Complete

CA110.07

Run Payroll

Messages

Report

Payroll Message

ReportPAY011

Payroll Message

Report Process

CA110.08

Work Payroll

Message

Report

Review

Payroll

Message

Report

Issues Noted? Yes

No

4

C

C

CA110 – Payroll to GL Interface – Page 7S

SC

CA

Adm

in

BO

R_

QU

ER

Y_V

IEW

ER

Future State

CA1110.19

Run 999999

Query

CARPT006

Query OutputCARPT006

999999 Query

Review

999999 Query

Output

CA110.20

Make

Corrections on

Review

Actuals

Distribution

G

G

Corrections

Needed?Yes

No

CA110.21

Run Paycheck

to Actuals

Distribution

Recon Report

Paycheck to Actuals

Distribution Recon

Report

CARPT013

Paycheck to Actuals

Distribution Recon

Correct 999999 to 599999 Account

CA110.10

Work Errors

4

5


SC

CA

Adm

in

BO

R_

I_C

A_

GEN

_G

L_IN

TER

FAC

EFuture State

CA110.22

Run GL

Interface

Process

Process Instance IDPAYGL02

Payroll to

GL Interface

CA1110.23

Record

Process

Instance ID

Process

Abend?Yes

Abend LogReview error

log

NoData

Written to

Database?

Yes

Go To:

CA116

System Data

Integrity Restore

CA110.25

Work Error(s)

No

Process Log

H

I

I

I

I6

4


SC

CA

Adm

in

BO

R_

S_C

A_

GEN

_R

ETR

O_

DIS

TRO

Future State

Process Instance ID

Process Log

CA1110.43

Run

Unapproved

Retro

Distributions

Query

Unapproved Retro

Distributions Query CARPT020

Unapproved Retro

Distributions Query

CA1110.44

Delete

Unapproved

Pending

Batches

Pending Batches

Not Approved?Yes

CA110.27

Send Email

to CA Owner

Process

Complete

J

J

No

Review

Query

Output

5

CA110.45

Send Email

to CA Owner

Deleted Unapproved

Batches

7

H

H

CA110 – Payroll to GL Interface – Page 10C

A M

anage

rB

OR

_I_

CA

_G

EN_

GL_

INT

ER

FA

CE

BO

R_

QU

ER

Y_V

IEW

ERFuture State

Process Log

CA1110.29

Reconcile

Report

Information

Payroll Summary

Report

Recon Issues

Noted?

8

CA110.30

Reconcile

HR ACCTG

LINE to PER

SERV BOR

Recon Query

Output

No

Resolve

IssuesYesK K

GLINTBP021

Recon Query

H

6

A


A M

anage

r

BO

R_

QU

ER

Y_V

IEW

ER

Future State

Recon Issues

Noted?

CA110.32

Run

Balanced JE

Query

Balanced Journal

Entry Query

Output

No

Work with ITS

to address

Issues

YesL L

CARPT023

Balanced Journal

Entry Query

7

Journal balanced?

Yes

Resolve

IssuesNo MM

CA110.31

Run Query

Counts

Row Count


HR_ACCTG_LINE

Query

9

H

CA110 – Payroll to GL Interface – Page 12IT

SIn

stitu

tion

/US

O

BO

R_

GL_P

RO

CE

SS

ING

Future State

Row Count

Query Output

Process Log

8

CA110.33

FN112

GENERAL

LEDGER

INTEGRATION

(HCM)

Counts

Reconcile?Yes

CA110.34

Troubleshoot

with

ITS

No

N

N

10

Email H


A M

anage

rF

INIT

S B

atc

h

Sche

dule

Future State

CA110.37

Validate Counts for

PERS_SERV_BOR

between HCM and

Financials

Reconciliation

Issues?

CA110.41

Work with

ITS to

Republish

O

O

9

HR_ACCTG_LINE

Journal Information

PERS_SERV_BOR

11

Publish

PSB

BOR_RC_PSB

UPDT

(RICE 519)

Yes

No

Run

Query

Counts

GLINTBP024

PERS SERV

BOR Counts

Query

PERS SERV

BOR Query

Output


A M

anage

r

BO

R_

QU

ER

Y_V

IEW

ER

CA

Ow

ner

& B

udge

t M

anag

erB

OR

_QU

ERY_

VIE

WER

Future State

CA110.44

Send Email

to Budget

Manager

CA110.40

Run Payroll

Suspense

Query

Payroll Suspense


Payroll Suspense

Query

Payroll Suspense

Query Output

Review

Suspense

Query

Output

Reconciliation

Issues?

CA110.42

Resolve

Issues

No

Yes

P

Go To:CA113

Suspense Correction

End

P

10


CA113 – Suspense CorrectionC

A M

an

age

r

BO

R_Q

UE

RY

_V

IEW

ER

CA

Ma

na

ge

r &

Bu

dget

Ma

nage

r

BOR_I_CA_CFG

_SETU

PUpdated 06-28-16

CA113.01

Run Payroll

Suspense

Query

CARPT002 Payroll Suspense

Query

Query OutputFN126

Suspense

Budget

Analysis

CA113.02

Provide

Report to

Budget

Manager

CA110

Payroll to GL

Interface

Payroll Suspense

Query

Query Output

CA113.03

Review Query

OutputIssues Noted?

Payroll Suspense

Query

Query Output

Minimum Effective

Date Issue (funding)?

100% Suspense?

CA114D

Direct Retro

Distribution

End

No

Yes

Yes

No

CA105

Position

Funding

CA114 – Retro-Distributions – Page 1SS

C C

A A

dmin

BO

R_I

_CA

_GEN

_RET

RO

_DIS

TRO

BO

R_Q

UER

Y_V

IEW

ER

Future State

Start

CA114.1.2

Run Query

to Identify

Triggers

Triggers Query

OutputCARPT028

Triggers

Query

CA114.1.3

Run Budget

Retro

Process

Budget Retro

Distributions

Call from

CA103

Position

Funding?

Yes

Process

Direct RetroNo

4

Run to suspense

CA114 – Retro-Distributions – Page 2C

A M

anag

erB

OR

_I_C

A_G

EN_R

ETR

O_D

ISTR

OIT

SS

SC

CA

Adm

in

BO

R_I

_CA

_GEN

_RET

R

O_D

ISTR

OFuture State

CA114.2.2

Trained in

entering DR?

1

CA114.2.3

Create

Direct Retro

Run Control

Yes

3

CA114.2.4

Run Direct

Retro

Process

CAPRC042

Direct Retro

Process

A

Abend?

Resolve

Yes

B

B No

Request Direct

Retro utilizing

SSC Case Mgt.

System

CA114.2.3

Enter/Run

Direct Retro

3


A M

ana

ger

BO

R_I

_CA

_GEN

_RET

RO

_DIS

TRO

SS

C C

A A

dm

in

BO

R_I

_CA

_GEN

_RE

TRO

_DIS

TRO

Future State

Run report of

Retro

Distribution

Messages

Messages Query

OutputCARPT030

Messages

Query

Data look ok?Resolve

IssuesNo

Yes

5

Approve retro

transactions

2

Delete

BatchA

Review

Retro

Distribution

Data

2

CA114.2.2

Trained in

entering DR?

Yes

Delete

BatchA


C C

A A

dmin

BO

R_I

_CA

_GEN

_RET

RO

_DIS

TRO

Future State

Run report of

Retro

Distribution

Messages

Messages Query

OutputCARPT030

Messages

Query

Abend? ResolveYes C

No

C

Issues

Identified?D

Resolve

IssuesYes D

No

5

Approve retro

transactions

1


C C

A A

dmin

BO

R_I

_CA

_GEN

_RET

RO

_DIS

TRO

BO

R_Q

UER

Y_V

IEW

ERFuture State

CA114.3

Run BOR

CA

Distribution

Backup

Process

CAPRC022

CA Backup

Distribution

Tables

Process

CA114.4

Run Update

Actuals

Process

HPRETDST Update Actuals

Process

Finalize

DCA114.9

999999

Retro

Query

CARPT006999999 Retro

Query

999999 Retro

Query Output

CA114.10

Retro

Suspense

Query

CARPT002Retro Suspense

Query

Retro Suspense

Query Output

D

D

Correction

Needed?

Make

Corrections

on Review

Actuals

Distribution

Yes

No

Go To:

CA110.22

Payroll to GL

Interface – Pg. 8

6Send Email

to CA Owner


A M

anage

r

BO

R_Q

UER

Y_V

IEW

ER

Future State

Retro Suspense

Query Output

Messages Query

Output

Process

Complete

Query of

Retro

Distribution

Transactions

CARPT029

Query of Retro

Distribution

Transactions

Retro

Distribution

Transactions

output

5

H

End

TitleJuly 1, 2016

MM101 MONEY MOVEMENT – PAYROLL FUNDINGInstitu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

ey

Movem

ent W

F CE

O

USO

Busin

ess S

ervices

WF CE

OUpdated 7‐1‐16

PY002Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institution’s bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees?

Research and work with ITS to resolve

Yes

No

Agrees to invoice?

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll SummaryReport

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution A

AApprove Invoice (In SSC Case Mgt.

System)

Upload file to bank


MM102 MONEY MOVEMENT PAYCARD: Direct Deposit ExemptionInstitu

tion

HR/PR

Employ

eeSSC

Payroll Team

USG

Paycard

Vend

orUpdated 02‐24‐17

Receive Direct Deposit Person

Exemption Request Form

RequestApproved?

Notify Employee and Institution HR of

denial

Notify Employee and Institution HR of

approval

If needed, assist employee with adding paycard account info to employee’s direct deposit record in HCM

Yes

No

Start

Submit Direct Deposit Personal Exemption Form/ Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Process Activation

Receive embossed card in US mail at home address

Mail embossed card to employee End

Activate paycard

End

Is Employee a Federal Work

Study employee?

No

Exemption request not needed; Will receive

paper check

Yes

Receive copy of notification of

approved request

Receive notification of aprpoved request

Provide Enrollment Kit with card to

employee

Verify completed I‐9 is on file for employee

Add Paycard info to direct deposit record in HCM

Monitor employees receiving paper checks to ensure compliance with

Direct Deposit Requirement

MM103 Institution Bank Accounts for Money Movement ActivitiesInstitu

tion

BOR_

GL_JOURN

AL_E

NTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

ey M

ovem

ent

WF CE

O

USO

Busin

ess S

ervices

WF CE

OUpdated 1‐31‐17

EndReview/Update template Info

Enter bank info in templates utilized for on demand checks

Change in Bank Account Info

Complete Authorization for Bank Debit Form for USO (Funding of net pay, FSA,

Taxes, Garnishments)

Notify Bank of approval of USO’s initiation of reverse wires

Update Institution’s Bank Info in Bank Table

Submit Authorization Forms to SSC

Complete Authorization for Bank Debit Form for Third Party Benefits

Administration Vendor

Complete Authorization for Bank Debit Form for Third Party HSA Vendor

Enter bank info in templates utilized for additional tax pulls

Complete Authorization for Bank Credit Form for Third Party Benefits

Direct Bill Vendor

Submit Authorization Forms to appropriate third party vendors

MM104 – Institution Funding of Additional Taxes SSC

Common

Rem

itter

or Tax or P

ayroll or

Garnishmen

t

SSC Mon

ey M

ovem

ent T

eam

WF CE

O

USO

Busin

ess S

ervices

WF CE

OInstitu

tion

USO

Business

Services

Fina

ncials

Updated 01‐26‐17

AT010Tax Process

Receive request & create invoice for

Institution Additional Funding

AT011Tax Amend Process

Establish template for reverse wire from each

institution

Enter Additional Amount needed from Institution in file in banking

system

Notify USO Business Services that Wire is ready for approval and provide Institution Additional

Funding Invoice

Review Invoice and Approve Wire

Provide copy of Invoice to

Institution and USO Accounting

Ensure Funding is Available

Use Ben Recon Payroll Adjustment to create JE

for FundingEnd

Use Ben Recon Payroll Adjustment to create JE

for FundingEnd

MM105 – Funding HCM On Demand Disbursements SSC

Payroll

SSC Mon

ey M

ovem

ent T

eam

WF CE

O

USO

Busin

ess

Services

WF CE

O

Institu

tion

Accoun

ting

Bank

ing System

USO

Bu

siness

Services

Fina

ncials

Institu

tion

Accoun

ting

Fina

ncials

Version 2‐2‐17

Establish template for reverse wire from each institution

Enter Additional Amount needed from Institution in file in banking

system

Notify USO Business Services that Wire is ready for

approval

Review Invoice and Approve Wire

Create Institution Additional

Funding Invoice

Provide Invoice to Institution and USO Accounting

Ensure Funding is Available

Use Ben Recon Payroll Adjustment to create JE for Funding (See Note a)

End

Use Ben Recon Payroll Adjustment to create JE for Funding if needed for reporting (See Note a)

End

PY005On Demand Disbursement

Process

Receive request for On Demand Check

Funding

Use Ben Recon Payroll Adjustment to reverse JE for Funding when on

demand disbursement’s payrun is posted (See Note a)

Note a:It is the Institution/USO Accounting Services decision as to whether to perform these steps except as needed to ensure appropriate AFR reporting at fiscal yearend. Credit 118100, Debit 229100; must be reversedReversal Debit 118100, Credit 229100

Use Ben Recon Payroll Adjustment to reverse JE for Funding when on

demand disbursement’s payrun is posted (See Note a)


FN103 – PROCESS PAYMENTS FOR HCM VENDORSSSC

Payroll Tea

m;

Common

Rem

itter

Team

Institu

tion

Accoun

ting

USO

Business

Services

Bene

fits

Administratio

n Ve

ndor; T

ax Services

Vend

or;

Garnishmen

ts Ven

dor

Updated 02-24-17

PY003Confirmed

Payroll

Budget Check Voucher Post

Select Vouchers for

Payment

Create/Notify Trial Register

Notify Accounting

Manager Ready for Approval

Review Trial Register

Approve Paycycle

Notify AP of approval

Print Checks Process ACH/Wires

Process Positive Pay

File

Mail Checks

Generate vendor

supporting Report

Send supporting documentation to

vendor

Upload file to Bank Payment Post

Voucher Unpost

Close Voucher

Obtain payroll deduction report for deductions to

be disbursed

Create Voucher

End

AN125Benefits Carrier

Payments

AG008Garn.

Processing

AT010Tax

Processing

WF102Fund

Common Remitter

Transfer funds from Common Remitter

account to FSA account

Process JE for transfer End

AN125 Aon Carrier PaymentsAO

N Ben

efits Adm

inUSO

Business

Services

Institu

tion /U

SO

Carrier/TP

A

DRAFT 1‐19‐17

Submit premiums to providers based upon enrollment

Pull funds from USO for Non Exchange Retiree Benefits

Funds from Aon for premiums for self insured plans

Funds to Aon for total cost of retiree

enrollments

Monthly Payment to Providers

Provide Benefit Carrier Accounting Interface (Paid to Provider) File

to SSC FTP site

FN107Benefits Recon

Pull funds from each institution for Benefits for Active Employees,

COBRA and LOA

Funds to Aon for total cost of active employees, COBRA and LOA enrollments

Determine amounts due to carrier based upon enrollments on the 15th of the month

Provide Institution Invoice

Receive Institution Invoice

Funds from Aon for premiums

Aon Hewitt Benefits Administration | Domain Leadership Proprietary and Confidential

AN111-DIRECT BILLING_PAYMENTS-1_31_WORKSHOP/046-S8-01859 02/27/2017 1

Direct Billings and Payments Overview

Participants

Participants interact with the Customer Service Center and make elections and changes

1

DBP produces monthly Billing Notices

2

Billing Notices are sent the month prior to the month of coverage

3

DBP produces a file of direct debit instructions

7

Bank debits individual participant accounts on payment due date

10

Payments for valid direct debit instructions are processed by Aon Hewitt

Direct debit rejects are returned to the lockbox provider

11

Payments are deposited to the direct debit account (DDA)

5

Lockbox provides daily payment files and direct debit rejects to Aon Hewitt

Participants send payments to a lockbox

4

Direct debit instructions are sent to the lockbox provider prior to the payment date 8

TBA system

U.S. Mail

Direct Debit

Instructions

9

6

Bank

Bank

Bank

Lockbox

FN 107: Benefit Accounting Reconciliation ProcessUpdated: 02‐11‐17

Institu

tion

ITS

Aon Be

nefits

Admin

SSC

Notes:

Load three files into Benefits Reconciliation work table

Notify Institutions/USO/SSC that files have been loaded

Ensure all payroll JEs are posted

Run Payroll Adjustment Process

for rounding differences (Note 2)

Monthly ReconcilationCreate Benefits Carrier Accounting Interface File (Payments to Providers)

Create Direct Bill Payment Interface File

Create Receivable Aging Interface File (Third Party Direct Billing Receivable)

Upload Files to SSC FTP Site

Review Benefits Carrier Accounting Interface File for proper configuration, Move file to appropriate folder which electronically parses file by Institution

Review Employee Receivable Accounting Interface File for proper configuration, Move file to appropriate folder which electronically parses file by Institution for COBRA and LOA

Notify ITS that files are available

Run Benefit Accounting Recon Processes (Note 1)

Run Reconciliation Reports

Build Recon TableJournal Generate all entries (total of 4)

Build Ben Recon Receivables Aging Table (Benefits

Carrier vs. Employee receivable)

Run GL activity and balance reports

Active or Inactive

EmployeesActive

Review Benefit Recon Detail Report

for variances

Update per Person Balance List (Variances)

Does per person list = GL Account Balance?

End

Identify differences between GL activity and payroll activity

Does per Person List + GL Activity

Differences = GL Balance

Yes

No

Yes

No

Run Ben Recon Aging Report

Inactive

Do Ben Recon Aging Report Agree to GL Receivable

Report

Compare Third Party Receivable Aging

Report to Ben Recon Aging Receivable

Report

Identify any differences between

GL activity and payroll related

activity on Inst. GL

NoIdentify any

differences between 2 reports

Determine any corrections needed

Yes

Note 1: Creates following accounting entriesJE for payment to Providers:Actives: Debit payroll liabilities, Credit 229900Direct Bill: Debit expense, Debit AR 129210/129220/129230, Credit 229900

JE for Funds from Direct Bill:Credit 129210/129220/129230, Debit 128005

Note 2: Creates following accounting entry

Debit/Credit payroll liabilities, Credit/Debit Inst. Decision


FN108R ‐ COMMON REMITTER RET – TRS, ERS, GDCP (End of Month)SSC

Common

Rem

itter Team

BOR_

CR_SSC

Institu

tion

BOR_

CR_U

SER

ITS

GA FIRS

TBO

R_CR

_SUPP

ORT

Updated 07/25/16

Calculate Savings & Retirement CompletePY003

Run TRS, ERS Provider Work

Table Load

Notify Institutions to begin Reconciliation

Process

Run TRS, ERS Work Table Errors

Research and Validate Errors

Process Adjustments and

Validations

Retirement Audit Queries

Run TRS & ERS Final Extracts

Contribution Data Files

Summary Files

Run Create Accounting Entries

Create Common Remitter Folders

Run CR Retirement

Query

Retirement Reconciliation

Notify Institution Prior to Final Extract Pending/Error

Rows?

No

YES

RET Files to FTP

Create Preliminary Retirement Invoice

TRS/ERS Correction Invoices Processed

Verification of Invoice (2nd person)

Notification and invoice to Institution

FN112GL

Integration

Pg. 2


FN108 ‐ COMMON REMITTER – RET (TRS, ERS End of Month)SSC

Common

Rem

itter Team

BOR_

CR_SSC

3rd P

arty Retire

men

t Ve

ndor

Updated 07/25/2016

Pg.1 Run ERS Summaries Run TRS SummariesUpload Consolidated

ERS File

Email Money Movement Team to

Fund TRS

Verify & File ERS/GDCP Summaries (2nd person)

Email Money Movement Team

that ERS/GDCP ACHs will process

Funds Employee Account

Notification to TRS Institution Totals

ERS/GDCP Processes Data File

TRS Processes Data Files

Enter ERS & GDCP Summaries

Enter TRS Summaries

Verify and File TRS

Summaries(2nd person)

WF102Fund CR RET

FN108R ‐ COMMON REMITTER RET – TRS, ERS, GDCP (End of Month)SSC

Common

Rem

itter Team

BOR_

CR_SSC

Institu

tion

BOR_

CR_U

SER

ITS

GA FIRS

TBO

R_CR

_SUPP

ORT

Updated 02/22/2017


Run TRS, ERS Provider Work

Table Load


Process

Run TRS, ERS Work Table Errors



Validations


Run TRS & ERS Final Extracts


Summary Files



Run CR Retirement Query

RET Reconcili‐ation

Notify Institution Prior to Final Extract Pending/Error

Rows?

No

YES

RET Files to FTP

Create Preliminary Retirement Invoice

TRS/ERS Correction Invoices Processed

Verification of Invoice (2nd

person)


FN112GL

Integration

Pg. 2

FN108 ‐ COMMON REMITTER – RET (TRS, ERS End of Month)

SSC

Common

Rem

itter Team

BOR_

CR_SSC

3rd P

arty Retire

men

t Ve

ndor

Updated 02/22/2017

Pg.1 Run ERS Summaries Run TRS SummariesUpload Consolidated

ERS File

Email Money Movement Team to

Fund TRS

Verify & File ERS/GDCP

Summary

Email Money Movement Team

that ERS/GDCP ACHs will process


Notification to TRS Institution Totals

ERS/GDCP Processes Data File

TRS Processes Data Files

EnterTRS/ERSSummary

Enter TRS Summaries

Verify and File TRS

Summary

WF102Fund CR RET

ERS Leave Data Upload


FN108O ‐ COMMON REMITTER – ORP (After Each Payroll)SSC

Common

Rem

itter Team

BOR_

CR_SSC

Institu

tion

BOR_

CR_U

SER

ITS

GA FIRS

TBO

R_CR

_SUPP

ORT

Updated 06/29/2016


Run ORP Provider Work

Table Load


Process

Run Work Table Errors



Validations


Run Fidelity, VALIC and TIAA-

CREF Final Extracts


Summary Files



Run CR ORP Retirement

Query

ORP Retirement Reconcili‐ation

Notify Institution Prior to Final

ExtractPending/Error

Rows?

No

YES

ORP Files to FTP

Create Preliminary ORP Retirement

Invoice

Verify ORP

Invoice


FN112GL

Integration

Pg. 2


FN108 ‐ COMMON REMITTER – ORP (After Each Payroll)SSC

Common

Rem

itter Team

BOR_

CR_SSC

3rd P

arty Retire

men

t Services V

endo

rUpdated 06/29/2016

Pg.1

Notice of Good Order Sent

Upload Fidelity File

Create Fidelity Service Request to

Fund

Upload Consolidated VALIC File

Are Any Files in Error?

Correct Errors

Verify all ORP Vendors Ready to

Fund

Email Money Movement Team to Fund ORP Vendors

WF102Fund Ret. CR Accounts

Fidelity Processes

FilesFunds Employee

Account

VALIC Processes Data File

TIAA‐CREF Processes

DataYes No

TIAA‐CREF File Transfer Process

FN108O ‐ COMMON REMITTER – ORP (After Each Payroll)SSC

Common

Rem

itter Team

BOR_

CR_SSC

Institu

tion

BOR_

CR_U

SER

ITS

GA FIRS

TBO

R_CR

_SUPP

ORT

Updated 02/22/2017


Run ORP Provider Work Table Load


Process

Run Work Table Errors



Validations


Run Fidelity, VALIC and TIAA-

CREF Final Extracts


Summary Files



Run CR ORP Retirement

Query

ORP Reconcili‐ation

Notify Institution Prior to Final

ExtractPending/Error

Rows?

No

YES

ORP Files to FTP

Create Preliminary ORP Retirement

Invoice

Verify ORP

Invoice


FN112GL

Integration

Pg. 2

FN108 ‐ COMMON REMITTER – ORP (After Each Payroll)SSC

Common

Rem

itter Team

BOR_

CR_SSC

3rd P

arty Retire

men

t Services V

endo

rUpdated 02/22/2017

Pg.1

Notice of Good Order Sent

Upload Fidelity File

Create Fidelity Service

Request to Fund

Upload Consolidated VALIC File

Are Any Files in Error?

Correct Errors

Validation Complete ORP Vendors Ready

to Fund

Email Money Movement Team to Fund ORP Vendors

WF102Fund Ret. CR Accounts

Fidelity Processes

Files


VALIC Processes Data File

TIAA‐CREF Processes

Data Yes No

TIAA‐CREF File Transfer Process

Validate File Upload Data to Final Extract

Validate File Upload Data to Final Extract

Validate Notice Of Good Order to Final Extract

A A

A

A


FN111 ‐ COMMON REMITTER ‐ TSASSC

Retirem

ent C

ommon

Rem

itter Tea

mBO

R_CR

_SSC

Institu

tion

BOR_

CR_U

SER

ITS

GA FIRS

TBO

R_CR

_SUPP

ORT

SSC

Mon

ey M

ovem

ent

WF CE

OUpdated 07‐25‐16

PY003 Calculate Savings & Retirment complete

Run TSA Work Table Load

Notify Institutions to begin

Reconciliation Process

Run Combined 403b & 457 Query

Adjustments Needed

Process Add/Delete

Adjustment

Yes Run Create Accounting Entries


Run CR TSA Net Positive

Query

TSA

Reconciliation

Process Final Extract

TSA Files to FTP

FTP Files to Retirement Manager

Files Processed Successfully

Notification and invoice to InstitutionYes

FN112GL

IntegrationRun TSA Work

Net Positive DataRun TSA Work Negative Data

Submit Add/Delete Form

No

Demographic Data File

Contribution Data File

Correct Files

No

WF102Fund CR

TSAs

Summary File

FN111 ‐ COMMON REMITTER ‐ TSASSC

Retirem

ent C

ommon

Rem

itter Tea

mBO

R_CR

_SSC

Institu

tion

BOR_

CR_U

SER

ITS

GA FIRS

TBO

R_CR

_SUPP

ORT

SSC

Mon

ey M

ovem

ent

WF CE

OUpdated 02/22/2017

PY003 Calculate Savings & Retirment complete

Run TSA Work Table Load

Notify Institutions to begin

Reconciliation Process

Run Combined 403b & 457 Query

Adjustments Needed

Process Add/Delete Adjustment

Yes



Run CR TSA Net Positive

Query

TSA

Reconciliation

Process Final Extract

TSA Files to FTP

FTP Files to Retirement Manager

Files Processed Successfully

Notification and Invoice to InstitutionYes

FN112GL

Integration

Run TSA Work Net Positive Data

Run TSA Work Negative Data

Submit Add/Delete Form

No

Demographic Data File

Correct Files

No

WF102Fund CR

TSAs

Contribution Data File


WF102 – FUND COMMON REMITTER ACCOUNTS: TSAs, ORP, TRSSSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

OWells Fargo

Third

Party

Retirem

ent M

anager/

Prov

ider

SSC

Mon

ey

Mov

emen

tTR

S Em

ploy

er

Portal


FN111CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking System (per

institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees to Report of Contribution

Data File

FN108CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP Vendors in Banking System (1

per vendor)

FN108CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding. No separate BP needed.

Enter Amounts and initiate reverse wire from institution

Enter Amounts and initiate reverse wire from institution

Verification by separate employee that amount agrees

to Invoice

FN701: Funding of Retiree Employer Costs Institu

tion

Budg

etUSO

Bud

get

Office

Retiree

/De

pend

ent

Aon Be

nefits

Administratio

nUSO

Business

Services

ITS

SSC


Notify Providers, SSC/USO of Enrollments/

Changes

New Retiree

Maintain USG Retiree Benefits Cost Budget

Allocation Info by Institution

Utilize USG Retiree Benefits Costs Budget Allocation Info for annual budget allocation and quarterly

budget amendments

Utilize USG Retiree Benefits Costs budget allocation in annual budget prep and quarterly budget

amendments

Maintain Retiree Benefits

Enrollment

Analyze budget allocation to expense

Load file to base benefits with zero rates

Notify ITS file is available

Benefits Enrollment Changes due to Life Events/Open Enrollment

Fund Health Reserve Funds monthly for Retiree Benefits

(based on payment to provider)

Benefits Payments to

CarrierAN125

FN107Benefits Recon

AN304Aon to HCM

Enr File

BP701: Retiree Counts and CostsAo

n TB

AUSO

Bud

get O

ffice

USO

Hum

an

Resources


Calculate Retiree Funding Request

Provide Retiree Enrollment Counts

Request Retiree Info for Budget Development

Provide Retiree Premiums

February 16, 2017

Page 1

TitleCA101 – System Configuration and Maintenance (Commitment Accounting)

SSC CA

Adm

inBO

R_I_CA

_CFG

_SET

UP

CA

Man

ager

Updated 7/6/16

CA101.01.1Add/Update Accounting Mapping

Table

Accounting Mapping

Maintenance Required?

Yes

No End

Start

Dept. Offset Group Maintenance

Required?

Start

CA101.02.1Add/Update Dept. Offset

Group Mapping

Send Email

Email Re: Actions Taken

CA101.3.3 Add new

fringe groupStart CA101.03.1

Send Email

No

CA109 Pre-Distribution AuditNew/Change Earnings CodeNew/Change ER DeductionNew Expense Account from FIN

New/Change Deduction

New Cash/Liability Account from FIN

CA105 Position Funding Budget

Analysis/Amendment


CA106 – Paygroup Sync Between Position and JobCA

Man

ager

BOR_

I_CA

_CFG

_SETUP

Posn

. Mgt

. Ow

ner/H

RBO

R_I_HR

_REP

ORT

ING


CA106.01Run Paygroup Sync Between Posn and Job

ReportCAINT001

CA106.02Transmit

Report to PM Owner/HR

Paygroup SyncReport

CA106.03Review

Information

StartAd Hoc Report

CA109 Pre Dist Audit

Paygroup SyncReport

Paygroup SyncReport

Discrepancies Identified?

End

No

CA106.04Correct

Discrepancies

HR051Posn Mgt Update

HR052Administer

Jobs

Yes

CA106.05Request Updated Report

CA112 ‐ Money Movement Accounting Process SSC Ac

coun

ting

BOR_

I_CA

_GEN

_ENCU

MBR

ANCE

Inst

itutio

n/U

SOBO

R_G

L_PR

OC

ESSI

NG

Updated 6‐21‐16

MM Process Log

CA110 Payroll to GL

Interface Agrees? Resolve issuesNo

Yes

PAY018Payroll Summary

CA112.3Run GLINTBP021 Recon Query to Reconcile HR ACCTG LINE

to PER SERV BOR

CA112.02Reconcile Payroll Summary and MM

Process Log Report

CA112.01Run Custom

MM Process in HCMCAPR030

MM Process Log PAY018Payroll Summary

Recon Query Output

Agrees?

Work with ITS to

address Issues

No

CA112.4Run HR_ACCTG_LINE

Count QueryCARPT022

YesRow Count

Query Output

Provide Count Report to Institution HCM Row Count

Query Output

Run HR_ACCTG_LINE

Count Query in FIN

FIN Row CountQuery Output

FN112 GENERALLEDGER

INTEGRATION(HCM)

HCM Row Count Agrees to FIN Row

Count

Work with ITS to

address Issues

No

Yes


CA115 – Zero Personal Services Encumbrances (HCM)SS

C CA

Adm

inBO

R_I_CA

_GEN

_ENCU

MBR

ANCE

Inst

itutio

n/U

SOBO

R_G

L_PR

OC

ESSI

NG

Updated 06-28-16

CA115.01Run BOR CA Distribution

Backup Process

CAPRC022

Start

CA115.02Run Zero Personal Services

Encumbrance Process

CAPRC001

CA115.03Run PAYGL03 Encumbrance GL Process

Review CA Master

SchedleIssues Noted? Resolve

IssuesYes

No

Run HR_ACCTG_LINE Count

QueryCARPT022 Row Count

Query Output

Process Log

Process Log

Provide Accounting Office with Logs and

Query InfoProcess Log

Row CountQuery Output

Reconcile Counts

Received

Process Log

Row CountQuery Output

Counts Reconcile?

FN112 GENERALLEDGER

INTEGRATION(HCM)

Yes

CA108.07Troubleshoot

withITS

No


CA116 ‐ System Data Integrity Restore SSC CA

Adm

inBO

R_S_CA

_CFG

_SETUP

ITS


CA117.01Identify

Effective Date for the Backup

CA117.02Run BOR CA

Restore Distribution

Process

Process Abended? Yes

No

Process Successful?

Resolve Processing

Issues

CA117.03Validate

Processing Results

End

Yes

No

CA108PAYGL03

CA110PAYGL02

Running CA Actuals

Distribution?

CA117.05Flip Pay Calendar

FlagsCA Acutal Dist. And

CA GL Interface Processes

Yes Delete Data

PAY_ CHECK_EARNS(for pay period impacted by

restore)

PAY_ TAX_ LIAB_AP

(for pay end date)

PAY_ DED_

LIAB_AP(for pay end

date)

Flip HR_ACCTG_

LINES(Set GL_DISTRIB_STATU =

?? where GL_DISTRIB_STATUS = “I”

Delete PSB for Process

Instance from Run

Guide CA117.01Identify Effective Date

GL Run Guide

CA117.01Identify Effective Date

GL Run Guide

Pg. 2No

CA117.15Validate Data

Issues Identified?

Work with ITS to resolve

issues

No

Yes


CA116 ‐ System Data Integrity Restore ITS

SSC CA

Adm

inBO

R_S_CA

_CFG

_SETUP


Pg. 1Running CA GL

Interface?Yes

No

CA117.05Flip Pay Calendar Flags(CA Actuals Distribution

and CA GL Interface Processes)

Delete PSB for Process

Instance from Run

Guide

Flip HR_ACCTG_

LINESSet GL_DISTRIB_STATUS = ?? Where GL_DISTRIB_STATUS =

“I”

Reassign Help Desk Ticket to SSC CA Admin

End

CA117.01Identify Effective Date

GL Run Guide

End

CA117.15Validate Data

Issues Identified?

Work with ITS to resolve

issuesYes

No


CA118 - Outstanding Liabilities Report (USO only)S

SC

Ben

efits

Reco

ncili

ation

Updated 6-21-16

End

Run HCM query/

outstanding Liability

report (all benefits

accounts)

FN107

Benefits

Reconciliation

Completed

Verify HCM query/

outstanding Liability

report agrees to GL

account reconciliation

balances

Fiscal Yearend

Reporting


CA119 – Federal Workstudy Load from HCM to Financial Aid System (BANNER)SS

CAc

coun

ting

BOR

_I_P

AY_P

RC

_PAY

_CYC

LE

Inst

itutio

n Ac

coun

ting/

Payr

oll

Inst

itutio

nIT

/Fin

Aid

Inst

itutio

nFi

nanc

ial A

id

Updated 6-28-16

PY002Payroll

Confirmed

End

Create FWS file and report for Financial Aid

System Upload (Banner)

Upload File & report to FTP site

Download File & report from FTP site

Upload File to Banner

Receive FWS Report

Notification that file and report are

available


CA121 ‐ BANK RECONCILIATION (980 HCM PAYROLL ACCOUNT)USO

Busin

ess S

vcs

BOR

_BAN

K_PR

OC

ESSI

NG

USO

Busin

ess S

ervices

BOR_

GL_INQUIRY

SSC

Payroll

BOR_

PAY_

ANAL

YST_

SSC

Wells Fargo

Payroll

BOR_

PAY_

ADMIN

Updated 02-16-17

Cleared payment

file(ACH, Checks)

Retrieve Recon

file

Run Bank

Recon

Review Recon Results

YES

Run Query to pull GL activity

for HCM PY cash account

Identify GL deposit activity

Compare GL deposit activity to Bank deposit

activity

Prepare listing of reconciling deposit items

Prepare listing of reconciled

items

Compute adjusted bank balance and adjusted GL

balance

Reconcile adjusted bank balance to

adjusted GL balance.

Provide reconciling items needing action to appropriate parties

End

Retrieved Bank

deposit activity

Research payment issues

WF004Escheatment

Exceptions? NO

Force exceptions to reconcile, if applicable

Start


CA600‐ Ad Hoc ReportsIn

stitu

tion

CA

Man

ager

Updated 6-28-16

Start

Correct errors

Run Active/Inactive Funding Report

Errors?

Yes

Run the Payroll Suspense Report

Navigate to “Job Summary View”

Run the Position Funding Report

Run the Encumbrance Detail

Report

End

No

HCM Business Process Fact SheetHCM-002-BPR


AD001 - Audit Position Funding ChangesBusiness Process:

1. NoneFunctionality Changes:

1. NoneOwnership Changes:

1. NoneIssues Not Addressed:

1. NoneIssues Addressed:

1. NonePolicy Changes:

1. BPM 5.7.4 HCM Accounting Audit Tables Review

Institutions should review the position audit tables monthly to ensure funding changes are taking place by authorized personnel.

Business Procedures Impacted:

1. Not Applicable. Conversion Approach:

1. Not Applicable. The audit tables will be populated from the time an institution transitions onto oneusg (going forward). All funding changes prior to go-live will have to be extracted from ADP

Historical Data Approach:

1. NoneNew Forms:

1. NoneNew Approvals:




AD003 - CA Audited TablesBusiness Process:

1. New audit queries and tables developed to capture the date, time and user who makes changes to GL Actuals while GL Interface is in process. This will capture changes only to expenses.

Functionality Changes:

1. Institutions, Shared Services and the System Office will be able to review the audit tables.

Ownership Changes:


1. This allows for a record of changes made to GL Actuals that can be accessed at any time.

Issues Addressed:


1. BPM 5.7.4 HCM Accounting Audit Tables Review

Institutions should review the Actuals Distribution audit table monthly to ensure GL Actuals changes are taking place by authorized personnel.


1. Not ApplicableConversion Approach:

1. Not Applicable. The audit tables will be populated from the time an instituton transitions onto oneusg (going forward).


1. NoneNew Forms:





BP102 - Budget Prep - Export from FIN, Import to HCM - Loading BudgetsBusiness Process:

1. There will no longer be a file to export back to HR/PAY.2. The export from FIN will now be two processes; CA & HR.


1. Export will two processes be handled by PAY and CA.Ownership Changes:

1. None.Issues Not Addressed:

1. There will be a validation for CA and PAY from FIN.Issues Addressed:

1. None.Policy Changes:

1. GA First BP.040.030Business Procedures Impacted:

1. None.Conversion Approach:

1. None.Historical Data Approach:

1. None.New Forms:

1. None.New Approvals:




BP701 - Benefit Plan Costs and Counts for Budget Business Process:

1. New source for information.Functionality Changes:





1. NoneBusiness Procedures Impacted:

1. NoneConversion Approach:

1. NoneHistorical Data Approach:

1. NoneNew Forms:





CA101 - System Configuration and Maintenance (Commitment Accounting)Business Process:

1. New Account Mapping functionality has been introduced by the implementation of Commitment Accounting. Earnings Codes, Deduction codes and Tax Types are mapped to general ledger expense accounts as outlined in the standardized chart of accounts.2. New Liability Account Mapping functionality has been introduced by the implemenation of Commitment Accounting. Deductions and taxes are mapped to general ledger liability accounts as outlined in the standardized chart of accounts.3. Fringe Groups have been introduced to allow institutions to flexibility to group deduction/tax codes together to charge to specific accounting strings (combination codes)


1. Shared Services will assume ownership of creation and maintenance of fringe groups

Ownership Changes:


1. Institutions now have a great deal of flexibility in mapping payroll charges to specific accounting strings. For example, earnings can be charged differently than deductions and taxes for sponsored projects.

Issues Addressed:



1. Earnings Codes and Deduction codes were manually mapped to the new SHARE chart of accounts.2. Fringe groups will need to be established since ADP did not support this functionality.

Conversion Approach:


1. NoneNew Forms:





CA104 - Combo Code Creation & MaintenanceBusiness Process:

1. Institutions will not be able to create multiple Account Codes (Combination Codes) in Financials that represent the same chartfield string2. Combination Codes will be messaged from Financials to HCM (near real time) using PeopleSoft Integration Broker3. The Combination Code will be ready for use when a process is executed in HCM (scheduled or adhoc).4. Historical data for combo codes will not be converted to HCM only the max effective row.


1. ITS will be responsible for ensuring that messaging from GeorgiaFirst Financials to HCM is running and that all messages have been processed.

Ownership Changes:


1. The nightly interface file has been replaced with near real time messaging.

Issues Addressed:


1. See BPM 5.7.2Business Procedures Impacted:

1. Some Account Codes (combination codes) will need to be consolidated if an institution has mutiple combination codes with the same accounting string.


1. Not ApplicableHistorical Data Approach:

1. NoneNew Forms:





CA105 - Position FundingBusiness Process:

1. Position Funding is maintained on the Department Budget tables in Commitment Accounting instead of on the JOB earnings distribution.2. Institutions have the ability to distribute Fringes and Taxes separately from earnings.3. Fringe Groups were introduced to assist to further define the type of fringe that should not follow earnings.4. Only funding setup in the Department Budget Table can have fringe rules (fringe groups).5. Positions not fully funded will charge to the Suspense combination code.6. The Suspense combination code is specified in the department budget table.7. Items normally maintained through Additional Pay will be moving to the department budget table so they are encumbered.8. Only funding setup in the Department Budget table will encumber.




1. Fringe no longer has to follow earnings.2. Position funding is now separate from Position Management.

Issues Addressed:


1. See BPM Additional Pay 5.3.22. See BPM Employee Compensation Encumbrances 5.9


1. Only current and future effective dated funding rows are converted from ADP.


1. Historical funding inquiries will have to be made through EV5 in ADPHistorical Data Approach:

1. NoneNew Forms:

1. A New Funding Change MSS page will be created in a future release to allow decentralized management of position funding.

New Approvals:




CA106 - Paygroup Sync Between Position and JobBusiness Process:









1. NoneNew Forms:





CA107 - Invalid Funding MaintenanceBusiness Process:

1. Funding to an inactive combination code will be flagged as invalid.2. If positons funded to inactive combination codes are not fixed, payroll costs will be sent to GL for the inactive combination code.3. Positions with funding end dates in the Department Budget Table for the next pay period will be flagged as invalid. 4. Positions not fully funded and not corrected will have expenses that post to suspense for Actuals.5. Positions with no funding will be flagged as invalid.6. Institutions will be responsible for clearing invalid funding prior to the beginning of payroll processing.


1. Daily, institutions will correct position funding issues reported in this business process. This will ensure all transactions flow to the general ledger in a timely and accurate manner.

Ownership Changes:


1. Institutions will be able to proactively monitor position funding.Issues Addressed:


1. GL Interface2. Encumbrance Projection3. Retro Distribution4. Suspense Correction5. Position Funding6. Combination Code Processing




1. NoneNew Forms:





CA108 - Encumbrance ProjectionBusiness Process:

1. Encumbrance projection for salary is based on eligibility not paycheck. Encumbrance projection for fringe is still based on the last paycheck.2. Funding for the Encumbrance projection is based on the Department Budget Table.3. Funding changes in the Department Budget Table will reflect as changes in the encumbrance projection4. Encumbrances will project to the funding end date entered into the Department Budget Table.5. When a funding end date reflects a date prior to the end of the fiscal year, encumbrances will not project to suspense.6. Encumberance projections will be messaged from HCM to Financials using PeopleSoft Integration Broker.


1. SSC will run the encumbrance projection and message the data from HCM to Financials.2. ITS will be responsible for monitoring the messaging from HCM to Financials for Encumbrance projections.3. Institutions will still be responsible for Editing, BC, and posting encumbrance journals in Financials.

Ownership Changes:


1. Institutions will be able to see the Encumbrances at a position level by reviewing the BUDGET_ACTUALS table in HCM.

Issues Addressed:


1. Employee Compensation Encumbrances BPM 5.9Business Procedures Impacted:

1. Encumbrance balances will be calculated after the first confirmed HCM payroll. There is no conversion activity for the encumbrances2. Encumbrances should be zeroed out in Financials prior to running the encumbrance projection for the first time.



1. NoneNew Forms:





CA109 - Predistribution Audit ProcessBusiness Process:

1. The Paygroup Sync Report will check for paygroup variances between Job Data and Position Management. 2. These are the errors the Predistribution report checks for: account mapping errors, suspense, positions without funding. 3. Institutions will be responsible for clearing invalid funding prior to distribution to the General Ledger.


1. SSC and Institutions will have a shared responsibility for the Pre-Distribution Audit Report.

Ownership Changes:


1. Identification of potential invalid funding prior to distribution to the General Ledger.

Issues Addressed:


1. BPM 5.7 Employee Compensation Accounting 2. BPM 5.9 Employee Compensation Encumbrances 3. BPM 5.7.3 General Ledger Corrections for HCM System Transactions4. BPM 5.7.5 HCM Suspense Account5. BPM 5.7.2 Combo Codes: GL Accounting Chart String




1. NoneNew Forms:





CA110 - Payroll to General Ledger Interface (HCM)Business Process:

1. The Payroll to GL Interface will be driven off the Department Budget tables instead of the JOB Earnings Distribution.2. Encumbrance liquidations will not write to the Personal Services Table (PSB). 3. Encumbrance details are now maintained in HCM. Previously they were maintained in the Personal Services Table (PSB) in Financials.4. GL Interface will be messaged from HCM to Financials using PeopleSoft Integration Broker.


1. Shared Services will be responsible for running the Payroll to GL Interface (PAYGL02)2. ITS will be responsible for monitoring the messaging from HCM to Financials for Accounting Entries3. Institutions will still be responsible for Editing,BC, and posting Actuals journals in Financials.

Ownership Changes:




1. See BPM 5.7 Employee Compensation AccountingBusiness Procedures Impacted:


1. Historical data will not be converted to the new HCM Personal Services Table (PSB). All historical reporting will continue to be done in the Personal Services Table (PSB) in PeopleSoft Financials for pre-conversion transactions.


1. NoneNew Forms:





CA112 - Money MovementBusiness Process:

1. The USO will pull funds for net pay, FSA, taxes and garnishments at the time of each payroll via one reverse wire from the institution.2. The third party benefits administration vendor will pull funds for the benefits that they administer via one reverse wire from the institution monthly.3. Insitutions will fund the institution specific benefits and deductions utilizing their Financials system in accordance with the requirements of the benefits/deduction providers.


1. Shared Services will assume ownership of remitting funds for net pay, FSA, taxes and garnihsments.2. Third party benefits administratio vendor will assume ownership of remitting funds for the benefits they administer.

Ownership Changes:


1. None.Issues Addressed:


1. BPM 5.8 OneHCM Related Funding: Money MovementBusiness Procedures Impacted:



1. NoneNew Forms:





CA113 - Suspense CorrectionBusiness Process:

1. Suspense is a new concept to expense actuals not fully funded in Department Budget Table.2. Review of the Suspense Report after a GL Interface so that suspense that wasn't corrected prior to GL can be corrected using the HCM Retro Distribution process.


1. Institutions will be resposible for reviewing and correcting errors.Ownership Changes:




1. BPM 5.7.3 GL Corrections for HCM System TransactionsBusiness Procedures Impacted:



1. NoneNew Forms:





CA114 - Retro DistributionsBusiness Process:

1. Retro Distributions can be triggered in the Department Budget table by making retroactive funding change(s) for the current Fiscal Year.2. Retro Distributions can move multiple payroll charges in a single transaction for a position.3. Accounting Adjustments for Payroll Accounting will no longer be done in PeopleSoft Financials.4. Ability to process and post retro distributions separate from the Payroll GL processing.


1. Institutions maintain ownership of entering retroactive funding changes.2. SSC will be responsible for processing retroactive transactions through the GL Interface.3. Institutions will still be responsible for creating Actuals journals in Financials.

Ownership Changes:


1. Payroll Accounting adjustments will be made in the source system now instead of outside the system in PeopleSoft Financials.2. Ability to process and post retro distributions separate from the Payroll GL processing.

Issues Addressed:


1. BPM 5.7.3 GL Corrections for HCM System TransactionsBusiness Procedures Impacted:


1. Retro distribution transactions needed for pre-conversion pay periods will have to be done in Financials for the current FY. This is because historical payroll data won't exist in HCM.


1. NoneNew Forms:

1. A New Retro Distribution MSS page will be created in a future release to allow decentralized management of Retro Distribution requests.

New Approvals:




CA115 - Zero Personal Services EncumbrancesBusiness Process:

1. Since encumbrances are now maintained in HCM, there is the ability to zero personal services encumbrances from HCM.2. This process can be run for a single position, multiple positions, single institution, or multiple insitutions.3. This process will run on-demand as it does today, but will originate from HCM.


1. SSC will maintain and execute the Zero Personal Services Encumbrances.

Ownership Changes:




1. Employee Compensation Encumbrances BPM 5.9Business Procedures Impacted:



1. NoneNew Forms:





CA116 - System Integrity Data RestoreBusiness Process:


1. ITS/SSCOwnership Changes:







1. NoneNew Forms:





CA118 - Outstanding Liabilities ReportBusiness Process:




GAP- would report need to be based ondeduction mapped to account or justaccount? (general deductions- timing ofMM)

For this report, it would be account only.

Issues Addressed:


1. None.Business Procedures Impacted:



1. NoneNew Forms:





CA119 - Federal Workstudy UploadBusiness Process:






1. None.Business Procedures Impacted:



1. NoneNew Forms:





CA121 - Bank Reconciliation 980 HCM AccountBusiness Process:

1. USO will utilize the bank reconciliation process in HCM for the account uitlized for payroll disbursments.


1. USO will have one bank account for all payroll disbursemenst for all schools.2. USO Business Services will reconcile the account.

Ownership Changes:







New Forms:

New Approvals:




CA200 - Effort ReportingBusiness Process:









1. NoneNew Forms:





CA500 - Administer Commitment Accounting SecurityBusiness Process:

1. New Security Roles were created to support the oneusg implementation


1. Security Roles and Permissions will be maintained by ITS/Shared Services2. Active Employee Password resets will transition from Shared Services to the Institution3. Institutions will assign security roles to the employee.

Ownership Changes:


1. Password resets of active employees should be reduced since the password to access oneusg will be the same password as their institution network access

Issues Addressed:


1. BPM 5.6.2 OneHCM Security AdministrationBusiness Procedures Impacted:



1. A new security request form (electronic) has been introduced to request security changes

New Forms:

1. Security request changes must be approved by the direct supervisor of the employee

New Approvals:




CA600 - AdHoc ReportingBusiness Process:

1. Reporting will be delivered as a combination of Queries, Delivered, and custom reports. Some users will have the ability to create new queries and other users will only be allowed to run.


1. Based on Business Process reviews current reports that are ran by SSC may be run by institutions or the report results may be distributed to institution users.

Ownership Changes:





1. Requirements have been taken on current GGC/USO/SSC reports. These reports will be developed in PeopleSoft.



1. NoneNew Forms:





CA999 - Commitment Accounting Data ConversionBusiness Process:

1. Department Budget Table will be populated from the JOB earnings distribution in PeopleSoft (current and future effective dated rows)2. Department Budgets are associated with Positions (and not employees) - Position Conversion is a dependancy3. The Encumbrance Projection will be populated by Encumbrance Projection once the first live payroll is completed


1. oneusg Project Team is responsible for Data Conversion Activities2. oneusg Project Team is responsible for the initial comparison of the HCM conversion against ADP data.3. Institutions will be responsible for reviewing and signing-off on the conversion activities.4. Oneusg project team will provide error checking queries to identify issues prior to conversion.5. Institutions will work to clean up these issues prior to conversion to ensure the cleanest data.

Ownership Changes:


1. Not ApplicableIssues Addressed:

1. Not ApplicablePolicy Changes:


1. Only Current and Future Effective Dated rows will be converted from JOB earnings distribution2. The Encumbrance Projection will be populated by Encumbrance Projection once the first live payroll is completed


1. Funding prior to the conversion data will not be loaded.Historical Data Approach:

1. NoneNew Forms:




End of Report


human capital management implementation project sign-off · 2017-03-03 · human capital management...

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