Project MAESTRO. SAP Human Resource Implementation. End User Orientation. Los Angeles Community Colleges March 8, 2004 Board Room

Transcription

1 Project MAESTRO Modernizing All Employee Systems to Revitalize Operations SAP Human Resource Implementation WORKING TOGETHER CITY EAST HARBOR MISSION PIERCE SOUTHWEST TRADE-TECH VALLEY WEST DISTRICT OFFICE End User Orientation Los Angeles Community Colleges March 8, 2004 Board Room

2 Welcome to Our Future-Project MAESTRO Harmonizing, modulating and tuning our efforts, We are Modernizing All Employee Systems To Revitalize Operations. Autonomy, Uniformity, Individuality, and Synchronicity, With SAP HR configured to meet our needs we will provide support to our colleges. Personnel, Payroll, Benefits, Portals, Employee Self Service and Business Warehouse, With these instruments Project MAESTRO will help us reach our full range. Dr. Susan Carleo Determination, focus, energy and commitment, We are configuring LACCD HR teams into SAP virtuosos. Green bar reports, NPA s, RPA s will soon become baroque. Our new symphony of knowledge, skills and abilities will premiere January 05. Applause, encores and standing ovations, Together we will compose and conduct our district s future success.

3 Agenda Jim Grivich 10:00 Welcome Dr. Susan Carleo 10:10 Review Agenda Jim Grivich 10:15 Team Member Intro Jim Grivich 10:20 Review Packet Mary Dolan 10:25 Enterprise Structure Mary Dolan 10:40 Organizational Structure Joan Steever 10:55 Payroll Terminology Michael Phillips 11:05 Work Schedules Fern Carter 11:15 Benefits Overview Isabel Alejandro 11:25 Project Timeline Jim Grivich 11:35 Questions and Answers Panel 12:00 Meeting Adjourned

4 Team Members Jim Grivich Project Sponsor Mary Dolan Personnel Administration Joan Steever Organizational Management Isabel Alejandro Benefits & Employee Self Service Jim Grivich Michael Phillips Payroll & Time Management Fern Carter Payroll & Time Management Manson Kan Payroll & Time Management

5 Review Packet It is IMPORTANT to: Bring your binders to every meeting Mary Dolan Update your binders with materials distributed after each meeting

6 Enterprise Structure Personnel Areas Represents the campus location. A four digit code with the letter representing the campus and three zeros. This code is the same as in the FI side of SAP. Mary Dolan Examples: C000 is for City College. I000 is for ITV. D000 is for all District Office programs.

7 Enterprise Structure Personnel Subareas Represents the bargaining unit and basis. A four-digit code with the first two letters representing the bargaining unit and the last letter representing the basis. The number represents overtime eligibility. Mary Dolan Examples 1. ) ASA1 is for Academic Supervisors (Teamsters Unit). This includes Deans, Associate Deans, etc. Members of this group are on A basis and receive no overtime.

8 Enterprise Structure Personnel Subareas cont. Mary Dolan Examples 2.) Classified Managers are separated by overtime rates. The codes (as listed on an attachment) are: 0 = no overtime 1 = straight overtime 2 = 1.5.overtime 3.) Classified Professionals: See list of job codes that are considered classified professionals.

9 Personnel Structure Employee Groups Represents the status of employment: Active Separated Retired Contingent staff Mary Dolan Groups are further defined by: Position type: Single or Pooled Payment: Salaried or Hourly

10 Personnel Structure Employee Subgroups Mary Dolan Indicates whether the employee is eligible for medical benefits. Each category is identified by a two digit alpha code. The first letter indicates the employee group; the second letter indicates benefits eligibility.

11 Personnel Structure Employee Subgroups cont. Note that while some codes are similar to those used as Status Codes in DEC, they represent very different things in SAP. For example: Mary Dolan PM Pooled Salaried, temp with medical. TS Terminated / separated employees

12 Organizational Structure Hierarchical model of organizational and reporting structures Depiction of various relationships Joan Steever Interfaces with a number of other components of SAP

13 Organizational Structure cont. Integration between Organizational Management and Personnel Administration Generated default values Joan Steever Changes in one area changes the other Each department in the organization must have a department head

14 Payroll Terminology Payroll Areas All District employees will be assigned to either: Payroll Area 1 Monthly Payroll Area 2 Semi-monthly Michael Phillips The Payroll Area determines on which dates you will be paid and for what period. Monthly paid employees will be paid on the last working day of the month. Semi-monthly paid employees will be paid on the 15 th day of the month or preceding working day of the 15 th, and the last working day of the month.

15 Payroll Terminology cont. Payroll Calendars Michael Phillips A yearly Payroll Calendar for the District will reflect both the semi-monthly and monthly pay dates and District holidays. Holidays will be automatically entered into the time system.

16 SAP Terminology Other new terminology: Infotypes A set of data that is grouped together according to subject. For the user infotypes are entry screens. Example: Addresses infotype is 0006 Michael Phillips Subtypes A sub-division of an Infotype. Example: In the Address infotype, it is further divided into: Permanent residence (subtype 1) Home Address (subtype 2)

17 SAP Terminology Other new terminology: Wage Types The basic elements of the payroll system. These wage types consist of both payments (earnings) and deductions. Example: Regular Salary (1000), Overtime, Union Dues. Michael Phillips Time Infotypes Used to record actual times, enter corrections to time accounts, record approvals and absence entitlements. Example: Absence (2001) Absences may also have subtypes to deal with leaves, illness, etc. Quotas An employee s entitlement to a certain absence. Example: Vacation Quota, Illness Quota

18 Work Schedules Work Schedules Fern Carter The work schedule contains planned specifications of an employee s working time, including breaks. The work schedule is based on a valid public holiday calendar.

19 Work Schedules cont. Work schedule specifications are stored at the following three levels: Daily daily work schedules including break schedule Fern Carter Weekly daily work schedules are arranged into a specific pattern in period work schedule. Monthly work schedules are created for several calendar months based on a valid public holiday calendar and a work schedule rule.

20 Work Schedule Matrix Instructions in completing the Work Schedule Matrix: Fern Carter In the first column find the HRS/WK that fit a particular or group of employees. Then in the second column find the HRS/DAY that match the first column. In the next column find the DAYS/WK that apply to that particular person or group of employees. In the fourth column find the start and stop that apply to each person or employee group. From the last eleven columns under the Used By title please choose the appropriate employee group.

21 Work Schedule Matrix cont. Example: An employees is an Office Assistant who works the following schedule: HRS/WK 40 HRS/DAY 10 DAYS/WK M-Th START-STOP 7:00 am 5:30 pm Fern Carter Find the row that has the following information going across and then place a X in column under Clerical/Technical.

22 Benefits Overview Plan Administration H e a lth In s u ra n c e Savings (in c l. R e tir e - m e n t plans) $ Miscellaneous Isabel Alejandro Medical, Dental, Vision Life, Vol. Life, Vol. AD&D CalSTRS, CalPERS, PARS, 403B, 457 Employee Assistance Program-EAP

23 Benefits Overview cont. Eligibility and Enrollment Eligibility check based on employee grouping. Isabel Alejandro Enrollment only to plans based on employees status.

24 Employee Self-Service Employee Self Service (ESS) New Hire Paperwork Benefits Enrollment/Changes Isabel Alejandro View payroll information such as W2, W4, paycheck View personal information and ability to change certain personal data such as address. Note: ESS functionality listed above are subject to change.

25 Project Timeline July 03 Project Plan and Charter February 04 Realization January 05 Go Live Jim Grivich May 03 Proof of Concept September 03 Blueprinting August 04 Realization, Testing, and Training April 05 First Upgrade

26 Questions? Panel Next Meeting: Monday April 5, 2004 (tentative) Time and Location: To Be Determined