PeopleSoft 9.0 Upgrade

Transcription

1 PeopleSoft 9.0 Upgrade Project District of Columbia Government PeopleSoft 9.0 Upgrade Time and Labor Delta April 2010

2 Objectives 2 Introduce the PeopleSoft 9.0 Upgrade Project. Provide an overview of the PeopleSoft 9.0 Time and Labor business processes and system changes. Prepare participants for PeopleSoft 9.0 Time and Labor training.

3 3 The PeopleSoft 9.0 Upgrade Project In 2006 the District automated it s Time and Attendance business with PeopleSoft 8.8 Time and Labor. The District has since decided to upgrade to PeopleSoft 9.0. for increased functionality and additional user capabilities. The Upgrade further supports and ensures that the District maximizes its PeopleSoft investment.

4 The District s Evolution of 4 HR & Payroll Systems UPPS CAPPS (DCPS) PeopleSoft 8.8 HR Project PeopleSoft 8.8 Payroll Project DCPS Conversion to PeopleSoft PeopleSoft 9.0 Upgrade Source: GAO , GAO/AMID-00-19

5 High Level Upgrade Benefits 5 Eliminates certain risks by moving to an Oracle supported version. Provides the means to eliminate paper processes such as Leave and Overtime Requests. Empowers District employees with more user friendly online information. Increased system performance and functionality.

6 Project Timeline 6 6 April May June Training Project Go Live We are Here

7 What s New? 7 New Time and Labor Processes Notifications Absence Management Overtime Requests PeopleSoft Support Website

8 Time and Labor Roles 8 Time Reporters Employees Timekeepers Managers Time Reviewers Employees Timekeepers Managers Approvers QA Liaisons Time Approvers Approvers Managers QA Liaisons

9 Time Administration 9 Reported Time Time Reporter enters or make adjustments to time. Enforces District rules on Reported Time and calculates Payable Time Payable Time Time validated by Time Administration and is ready for Payroll Processing

10 NEW OLD 10 Time Entry and Approval Process Time Reporters Time Approvers OPRS 3Hrs Time Reporters Time Approvers OPRS Nightly

11 Time Reporting Changes 11 Today You can only see one week at a time when entering time. There are no totals by Time Reporting Code (TRC) on the Report Time page. The only option is to submit time. You cannot make changes before deciding to submit time to the Approver. You have to wait for the Time Administration process to run before any exceptions can be viewed. Punch time employees have to go to two separate pages to enter time. There are no notifications if actions need to be taken in regard to time in PeopleSoft. Tomorrow You can see two weeks at a time on the Report Time page. The date also now defaults to the first day of the pay period. You can see summary totals for all time entered and summaries by TRC. You can now save time for later before submitting time for approval. Many Low Level Exceptions will become online warnings when time is submitted. Puchtime employees can now enter Exception time on the same page as their Punch time. Notification s are sent to the Time Reporter with information on any actions that need to be taken.

12 12 What it means to you? The Time Reporter Time Sheet enhancements will allow all Time Reporters to enter and review time more quickly. Online warnings will reduce the number of user errors prior to time submission. TRC summaries and balance overviews will improve oversight of time entered. notifications will allow the Time Reporter to respond to actions that need to be taken.

13 13 MSS Report Time Select Employees OLD

14 14 Report Time Select Employees NEW Simplified Search Criteria Additional data given on selected employees

15 15 Report Time Page - OLD

16 Report Time Page - NEW 16 You can now enter time for two weeks on one page You can now save time for later if you are not ready for your manager to review Now 3 lines defaulted for entering time A new running sum of hours is calculated for each TRC line

17 Report Time Page - NEW 17 The Time Status and Balances are displayed below

18 Report Time Page - NEW 18 The status of the time is displayed once time has been saved or submitted Comment boxes are available if a note is needed for a certain line

19 Report Time Page - NEW 19 A comment can be entered for the Approver/Manager to view

20 Report Time Page - NEW 20 A summary of hours saved can be displayed or hidden The Leave Balances can be displayed or hidden

21 Exceptions 21 Generated as a result of Time Administration processing. Either an aspect of the time is incorrect, or the time does not comply with a defined District rule. Each exception has an associated severity level: High Exceptions - MUST be resolved or the reported time associated with the exception will not become payable time. Low Exceptions - become payable time. All Exceptions require review or attention.

22 Low Severity Exceptions 22 In PeopleSoft 9.0 many low severity exceptions will now show up as Warnings when time is submitted. Also, weekly notifications will be created when an employee has the exceptions for: Less than Standard Tour of Duty hours reported More than Standard Tour of Duty hours reported Note: You will also have access to Exception Reports which will show all exceptions (Manage Exceptions).

23 High Severity Exceptions 23 High Severity Exceptions will trigger notifications to Approvers and Time Reporters after the Time Administration Process is complete. High Severity Exceptions include: Invalid Leave Time Taken Inactive Time Reporter Status More than 24 hours reported

24 Time Approval Changes 24 Today You can only approve time. You have to go to two separate pages to view the timesheet and to approve time. There is no way for managers to know if an employees timesheet is submitted unless you check in PeopleSoft. You have wait till Time Administration runs before time can be approved. You cannot add comment/notes to time in PeopleSoft. You have to navigate to a separate page to view exceptions. Tomorrow You can both approve and deny time. The employee timesheet and the time to be approved are displayed on the same page. Managers will get notifications when employee time is submitted. The Approver can approve time as soon as time has been submitted. You can add comments or notes to time. You can see what time has exceptions on the same page as you approve time*. * Only after Time Administration Processing.

25 25 What it means to you? The Time Approver Time Approval Enhancements mean that you can more quickly review and approve time. TRC summaries and balance overviews will improve oversight on time entered. notifications will allow Approvers to respond to actions that need to be taken. Approvers will no longer have to wait for Time Administration to run before time can be approved.

26 26 Approve Time Select Employees OLD

27 27 Approve Time Select Employees NEW Simplified Search Criteria Additional data given on selected employees

28 28 Approve Time - OLD

29 Approve Time- NEW 29 The employee timesheet is displayed along with time to be approved Time to be approved

30 Approve Time - NEW 30 The time status will be displayed once an action is taken New option to deny reported time Any comments will be displayed next to the time entered

31 31 New Module Absence Management What is Absence Management? Allows an employee to enter an expected absence into PeopleSoft instead of submitting a paper request to a manager. Gives employees/managers the ability to track employee leave requests in PeopleSoft. Designed to take the place of the existing paper documentation.

32 32 New Module Absence Management

33 33 New Module Absence Management Things to keep in mind about PeopleSoft Absence Management: Actual leave hours must still be entered on the Timesheet. A Leave Request entered into PeopleSoft Absence Management, can only be approved by your direct manager. If your Agency requires several levels of approval, Absence Management does not take the place of this.

34 34 New Module Overtime Requests What are PeopleSoft Overtime Requests? Allows an employee to enter an Overtime Request into PeopleSoft instead of submitting a paper request to a manager. Gives employees/managers the ability to track employee requests in PeopleSoft. Designed to take the place of the existing paper documentation.

35 35 New Module Overtime Requests

36 36 New Module Overtime Requests Things to keep in mind about the PeopleSoft Overtime Requests Module: Overtime hours must still be entered on the Timesheet. An Overtime Request can only be approved by your direct manager. If your Agency requires several levels of approval, the Overtime Requests Module does not take the place of this.

37 Training 37 Time and Labor training will be delivered through several different mediums: Online Tutorials Training Videos Hands on Training Printed Materials: Job Aids, Standard Operating Procedures and Training Guides

38 PeopleSoft Support Website 38 A new website has been created to house all District PeopleSoft resources: Training Materials Employee Self Service instructions System Release Information System Access and Login Information Frequently Asked Questions Standard Operating Procedures (SOPs) Job Aids Please visit: peoplesoft.dc.gov

39 39 PeopleSoft Support Website

40 Next Steps 40 Look out for Training Schedules Visit: peoplesoft.dc.gov for updates

41 41 Questions & Answers