Human Capital Management Implementation Project Sign-Off

Transcription

1 Human Capital Management Implementation Project Sign-Off Kaba - TimeClocks Saturday, February 11, (c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.

2 Table of Contents 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 i 2

3 Table of Contents 5-HCM Decision Point Fact Sheet (HCM-006-DPT) DESCRIPTION OUTSTANDING ISSUES SUMMARY PURPOSE A. Outlines issues which impact design, development, project scope and go-live dates B. Presents potential solutions and documents the approach recommended by the project team C. Serves as the basis for issue discussion and resolution D. Tracks the status of items transitioned to HR, Fiscal Affairs and the Steering Committee PRIMARY 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 task practitioner B. Serves as the basis for defining the scope of user acceptance testing and practitioner training C. Links major tasks and business processes to security roles and user groups (SSC, ITS, Institution, USO, etc.) D. Defines the audience for communication initiatives E. Serves as the basis for user acceptance testing PRIMARY USERS Practitioners, Communication Team, Training Team, Security and Workflow 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 related business process B. Serves as a common denominator for design, development, testing and training documentation PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners ii 3

4 Table of Contents 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 objects required to fulfill approved business requirements for each related business process B. Serves as a common denominator between the requirements gathering 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 and design/development efforts B. Associates custom development with an approved business requirement [NOTE: This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required]. PRIMARY USERS Implementation Teams, Practitioners, ITS Staff APPENDIX Job Aids iii 4

5 AMTL000 Time and Absence Inputs & Outputs BioMetric Time Entry Key Pad Time Entry Pending Decisions: 1. STD Hours & Paygroups: XXH vs XXC? 2. STD Hours & Paygroups: XXF vs XXP? Magnetic Swipe & Bar Code Absence Requests RFID Time Entry KABA BCOMM SYSTEM Payroll for North America Earning Codes ChartFields Absence Management Time and Labor Enrollment & Eligibility All Employees Human Resources Compensatory Time & Deferred Holiday Commitment Accounting Work Schedules Approval Compliance Reports Balancing Reports Ad Hoc Reports Elapsed Time Entry Mass Time Update Time and Labor Rules Punch Time Entry Web Clock Entry Rapid Time Entry 5

6 TL014 KABA Third Party Integration OneUSG last revised: TIME AND LABOR Integration Broker PeopleSoft Time and Labor Integration Broker B-COMM Integration Engine Kaba Workforce Solutions B-COMM Database B-COMM Business Logic BioMetric Template Data Punch Time Time Off Requests Time Clocks Time Clock TL Punches & AM Requests 6

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8 HCM Business Process Listing HCM-003-BPR Kaba - TimeClocks Process Name KA001 - General Time Clock Administration TL013 - KABA Time Entry Process Tracking Only? Yes No Saturday, February 11, Page 1 of 2

9 HCM Business Process Listing HCM-003-BPR End of Report Saturday, February 11, Page 2 of 2

10 TL013 KABA Time Entry OneUSG last revised: BOR_EMPLOYEE Enter/Re-enter Credentials Yes Key Pad, RFID, Mag Stripe, Bar Code or Bio Metric Media Select Action: (IN, MEAL, OUT, TRF, ABS RQST) TIMECLOCK Re-Enter? No End Evaluate Error Message No Credentials Valid? No Yes Display Employee Transaction Options Validate Action Against Time Entry Rules Valid Transaction? Yes B-COMM - KABA Push Data To OneUSG Record Employee Timeclock Action Integration Broker TL & AM TL003 Rpt Time AM003a Rqst REG 10

11 HCM Business Process Fact Sheet HCM-002-BPR Kaba - TimeClocks Business Process: KA001 - General Time Clock Administration Functionality Changes: Ownership Changes: 1. None 1. ITS will assume the back office architecture administration role that is currently managed by ADP. 2. With OneHCM, Institution Time Clock Administators will have the ability to manage clock configuration for their institution. Currently, this functionality is centralized ONLY. Issues Not Addressed: Issues Addressed: Policy Changes: 1. None 1. Institution Time Clock Administrators will have decentralized security access under onehcm to view and manage clock configuration for their institution. 1. None Business Procedures Impacted:1. None Conversion Approach: Historical Data Approach: New Forms: New Approvals: 1. None 1. None 1. None 1. None Saturday, February 11, Page 1 of 3

12 HCM Business Process Fact Sheet HCM-002-BPR Kaba - TimeClocks Business Process: TL013 - KABA Time Entry Process Functionality Changes: 1. Currently, ADP is the time clock solution provider. Under onehcm, Kaba will provide time clocks for onehcm. 2. OneHCM employees will be able to request Time Off right from the Kaba clock. Ownership Changes: Issues Not Addressed: Issues Addressed: Policy Changes: 1. None 1. None 1. Institutions who use RFID badges will be able to use their current badges to authenticate at the Kaba time clocks. 1. None Business Procedures Impacted:1. None Conversion Approach: Historical Data Approach: New Forms: New Approvals: 1. None 1. None 1. None 1. None Saturday, February 11, Page 2 of 3

13 HCM Business Process Fact Sheet HCM-002-BPR End of Report Saturday, February 11, Page 3 of 3

14 HCM Decision Point Fact Sheet HCM-006-DPT Kaba - TimeClocks Document Status: Complete Issue: Need to select a vendor for time clocks that will integrate with PeopleSoft HCM. Final Decision: Document Details: Integration with an external time collection device or a time clock is an integral piece to a Time and Labor solution. Time clocks can be used to collect the work punch time of employees, collect task level information, enforce schedule restrictions etc. Oracle has verified integration with some time clock vendors. The advantage of partnering with the time clock vendors with an Oracle verified integration is that there will be a ready made interface supported by both Oracle and the time clock vendor. The time clock vendor will further support any changes that result from upgrades as well. Thus, there are significant advantages for customers to choose time clock vendors that have an Oracle Verified Integration to PeopleSoft Time and Labor. Potential Solutions: Recommendation: HRAP Impact: 1. Accu Time Cesium 2. KABA 3. Timelink Kronos is in use at UGA and Georgia Tech. GRU hospital uses API mainly because of scheduling feature but did not implement at GRU because of problems integrating with PeopleSoft. Grouped setup and design of transactions and approvals. BPM Impact: Issue: Will Kaba be able to support multiple identification technologies? Not all institutions use the same technology for building access or name badges. Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Kaba time clocks can suppor the following technologies: RFID, Magnetic Strips & Biometric. Will Kaba be able to support multiple identification technologies? Not all institutions use the same technology for building access or name badges Issue: Will employees be able to request leave from the Time Clock? Final Decision: Yes, Employees will be able to request leave from Kaba. The Leave Request will interface to Absnece Management and the manager will approve the request in PeopleSoft. Saturday, February 11, Page 1 of 4

15 HCM Decision Point Fact Sheet HCM-006-DPT Kaba - TimeClocks Document Status: Complete Issue: Will employees be able to request leave from the Time Clock? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Yes, Employees will be able to request leave from Kaba. The Leave Request will interface to Absnece Management and the manager will approve the request in PeopleSoft. Will employees be able to request leave from the Time Clock? Issue: Will Kaba time load in batch at night or more frequently? What technology will be utilized for the integration? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Kaba intergration will be near real time & use XML messaging and PeopleSoft's integration broker technology Will Kaba time load in batch at night or more frequently? What technology will be utilized for the integration? Issue: Will timeclocks be able to store punches if network connectivity is lost? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Issue: Will managers be able to approve time in Kaba? Final Decision: Timeclocks will store transactions on the devise if connectivity is disrupted Will timeclocks be able to store punches if network connectivity is lost? No approvals will take place in Kaba. All approvals will take place in PeopleSoft Time & Labor Saturday, February 11, Page 2 of 4

16 HCM Decision Point Fact Sheet HCM-006-DPT Kaba - TimeClocks Document Status: Complete Issue: Will managers be able to approve time in Kaba? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: No approvals will take place in Kaba. All approvals will take place in PeopleSoft Time & Labor Will managers be able to approve time in Kaba? Issue: Can mass updated be done in Kaba or will that functionality be limited to Time and Labor? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Mass updates will not be done in Kaba Can mass updated be done in Kaba or will that functionality be limited to Time and Labor? Issue: What information/data be interfaced from PeopleSoft into Kaba? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Demographics, schedules & balances wil be interfaced to Kaba What information/data be interfaced from PeopleSoft into Kaba? Issue: What information/data will be interfaced from Kaba into PeopleSoft? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Kaba will interface all time punches & Absence requests to PeopleSoft What information/data will be interfaced from Kaba into PeopleSoft? Issue: Will employees have to register their fingerprint each time they transfer institutions or will the biometric data transfer with them? Saturday, February 11, Page 3 of 4

17 HCM Decision Point Fact Sheet HCM-006-DPT Kaba - TimeClocks Document Status: Complete Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: Employees will only have to register biometric once Will employees have to register their fingerprint each time they transfer institutions or will the biometric data transfer with them? BPM Impact: Issue: Will employees have to re-register their biometric data if they change from one time keeping device to another (zone 1 to zone 2)? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Issue: What is the process for procuring Kaba Time Clocks? End of Report Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Employees changing zone/devices will be handled by configuration. They will not have to re-register Will employees have to re-register their biometric data if they change from one time keeping device to another (zone 1 to zone 2)? Institution wil work w/oneusg & SSC to purchase etime replacement clocks. Prior to an institution transitioning onton OneUSG, the project team will perform a census on the Time Clock requirements and assess the readiness for the institution to integrate Kaba and OneUSG What is the process for procuring Kaba Time Clocks? Saturday, February 11, Page 4 of 4

18 HCM Use Cases HCM-010-TST Business Process: Use Case ID Business Process Step Responsibility Role Name Saturday, February 11, Page 1 of 2

19 HCM Use Cases HCM-010-TST End of Report Saturday, February 11, Page 2 of 2

20 HCM Business Requirements HCM-004-REQ Kaba - TimeClocks Business Process Name: KA001 - General Time Clock Administration Requirement Met By: Third Party Vendor Vendor: Kaba - TimeClocks RICE Title: Req. ID Requirement Summary RICE Type: Requirement Detail 1712 KA Solution supports Solution supports SSL encryption. SSL encryption KA Solution must support modern networking protocols. Solution must support Ethernet/TCP/IP, IPV4 & IPV6 connectivity for LAN and WAN Networks with Power over Ethernet (PoE) for network communications KA Solution can store Solution can store time punches when time punches when the network the network communication is not communication is not available. available KA Solution provides Solution provides for scalable time for scalable time clock memory. clock memory KA Solution provides Solution provides messaging messaging capabilities. capabilities with respect to transmission of timestamp data KA Solution provides Solution provides variable polling rates variable polling rates for timestamp for timestamp data that is clock data that is clock independent. independent KA Solution supports Solution supports error and message error and message log transmission log transmission and storage. and storage KA Solution supports real-time view and grouping for employee activities. Solution supports real-time view and grouping for employee activities and can access up to the minute information that is not resident to the terminal but are obtained directly from the host application KA Solution includes administrative tools for the colleges\universities to remotely monitor the status of all time clocks under their assigned zone. Solution includes administrative tools for the colleges\universities to remotely monitor the status of all time clocks under their assigned zone KA Solution has an Solution has an easy to use, intuitive intuitive user interface. interface KA Provide clear Provide clear installation procedures. installation procedures. Saturday, February 11, Page 1 of 5

21 HCM Business Requirements HCM-004-REQ Kaba - TimeClocks Business Process Name: KA001 - General Time Clock Administration Requirement Met By: Third Party Vendor Vendor: Kaba - TimeClocks RICE Title: Req. ID Requirement Summary RICE Type: Requirement Detail 1736 KA Solution includes Provide documentation on device documentation on device maintenance procedures. maintenance procedures KA Provides ability to Provides ability to push software push software patches or upgrades patches or upgrades to the device to the device remotely. remotely KA Supports loss of Supports loss of power at the time power to the timeclock. collection device; ability to function using alternate power supply KA Supports loss of Supports loss of network connectivity network connectivity to the timeclock. to the timeclock KA Support phased Support phased deployment of time deployment of time clock clock hardware/software. hardware/software KA Provide ongoing Provide ongoing maintenance, post golive maintenance, post go-live plus 90 plus 90 days. days. Saturday, February 11, Page 2 of 5

22 HCM Business Requirements HCM-004-REQ Kaba - TimeClocks Business Process Name: TL013 - KABA Time Entry Process Requirement Met By: RICE (oneusg) Vendor: Kaba - TimeClocks RICE Title: TLINT001 - KABA Time collection Interface Req. ID Requirement Summary RICE Type: Requirement Detail Interface 1710 TC Solution supports bidirectional integration and data transfer. Solution supports bi-directional integration and data transfer between time clocks and PeopleSoft Time and Labor TL Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management. Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management TL Supports transfer codes and account identifiers Solution provides capability to enter transfer codes and/or ancillary account and/or organizational identifiers with time stamps TL Solution supports Solution supports messaging and messaging and communications for communications for timestamp timestamp validation results. validation results TL Solution supports Solution supports schedule information schedule information integration and integration and enforcement. enforcement TL013 - TC Supports time Provides configuration options for time collection device configuration collection devices using PeopleSoft HCM data elements TL013 - TC KABA interface for Solution supports interface to send employee information relevant employee information to time collection device. Requirement Met By: Third Party Vendor Vendor: Kaba - TimeClocks RICE Title: Req. ID Requirement Summary RICE Type: Requirement Detail 1711 TL Supports multi-job Solution supports functionality to and labor transfers. handle employees with multiple jobs and labor transfers TL Supports multiple reader options, biometrics, and keypad entry. Solution must support multiple reader options, such as PIN entry, barcode or magnetic swipe card reader, proximity card reader and biometric hand or finger readers. Saturday, February 11, Page 3 of 5

23 HCM Business Requirements HCM-004-REQ Kaba - TimeClocks Business Process Name: TL013 - KABA Time Entry Process Requirement Met By: Third Party Vendor Vendor: Kaba - TimeClocks RICE Title: Req. ID Requirement Summary RICE Type: Requirement Detail 1714 TL Solution must Solution must support biometric support biometric verification verification capability. capability TL Prevent users from punching in or out at unauthorized times. Solution must support punch time restriction to prevent employees from punching in or out at unauthorized times TL Support for requesting time off and approving time cards at the clock. Solution support capability of employee requesting time off via the clock and approving employee time cards from the clock TL Solution records employee punch timestamps clock in, clock out, start break, start meal and transfer. Solution records employee punch timestamps clock in, clock out, start break, start meal and transfer TL Solution records Solution records employee elapsed employee elapsed time entries time entries vacation, sick, jury duty, vacation, sick, jury duty, holiday. holiday TL Solution supports Solution supports multi-rate multi-rate functionality. functionality. Saturday, February 11, Page 4 of 5

24 HCM Business Requirements HCM-004-REQ End of Report Saturday, February 11, Page 5 of 5

25 RICE Inventory HCM-015-RIC Kaba - TimeClocks RICE Type: Integration Broker RiceTitle Rice ID Rice Detail PeopleSoft Project TLINT102 - Timeclocks (Inbound) 1094 Timeclocks (Inbound) - Middleware - Kronos - Deltek RICE Type: Interface RiceTitle Rice ID Rice Detail PeopleSoft Project TLINT001 - KABA Time collection Interface 732 Kaba Timeclock Integration. PS HCM functionality will be enhanced to support bidirectional exchange of information with Kaba's timeclock collection devices for time reporting and leave integration. BOR_KABA Saturday, February 11, Page 1 of 2

26 RICE Inventory HCM-015-RIC End of Report Saturday, February 11, Page 2 of 2

27 RICE Inventory with Requirements HCM-016-RIC Kaba - TimeClocks RICE Type: Interface RiceTitle Rice ID Rice Detail PeopleSoft Project TLINT001 - KABA Time collection Interface 732 Kaba Timeclock Integration. PS HCM functionality will be enhanced to support bi-directional exchange of information with Kaba's timeclock collection devices for time reporting and leave integration. Req. ID Requirement Summary Requirements Information BOR_KABA TC Solution supports bi-directional integration and data transfer. TL Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management. TL Supports transfer codes and account identifiers TL Solution supports messaging and communications for timestamp validation results. TL Solution supports schedule information integration and enforcement. TL013 - TC Supports time collection device configuration TL013 - TC KABA interface for employee information Saturday, February 11, Page 1 of 2

28 RICE Inventory with Requirements HCM-016-RIC End of Report Saturday, February 11, Page 2 of 2