HUMAN CAPITAL MANAGEMENT TOWN HALL

Transcription

1 HUMAN CAPITAL MANAGEMENT TOWN HALL July 29, 2015

2 PROJECT UPDATE Craig Golden

3 Active Projects PeopleSoft Human Capital Management Phase 1 ADP (Pilot) Georgia Gwinnett & University System Office Phase 2 ADP All Institutions Except GSU/GPC ADP Replacement Services Time Clocks COBRA & Benefits Billing Garnishments Tax Filing Background Check Print Services Recruiting and Onboarding Assessment Enterprise Data Standardization ServiceNow Case Management System & Knowledgebase Implementation Chart of Accounts Standardization Policy & Procedure Update Supplement Board Policy, HRAP and BPM in Support of

4 Pilot Update We are here Mar Apr May Jun Jul Aug Sep Oct Nov Dec Requirements Gathering, Standardization, Policy & Decision Points Design & Configuration Test Planning Customization Build Interfaces Conversion Testing / Functional System Testing User Testing Deployment & Conversion 4

5 Pilot Update Decision: Georgia Regents v9.1 PeopleSoft Database Serves as the Technical Foundation for Development Team is Upgrading GRU Database to v9.2 Applying PeopleSoft Upgrades to PUM Image 12 Retrofitting GRU Customizations Note: Upgrade Effort Wrapping Up this Week 5

6 Pilot Update Conference Room Pilot (CRP) Wrapping Up Partial Configuration of Uncustomized PeopleSoft Verify Configuration / Standardization Decisions Prototype End to End Business Processes CRP Environment Serves as Basis for Town Hall Demonstrations GOLD Configuration-In Process Manually Configure GOLD Environment Migrate CRP Configuration to GOLD environment Serves as the Starting Point for All Subsequent Environment Builds Detailed Design In Process Author Functional Specification Documents for Customizations Identified during Fit/Gap (R)eports (I)ntegrations (C)onversions (E)nhancements 6

7 Pilot Update Development In Process Data Migrations from ADP to PeopleSoft (Conversion) Employee Job Position Leave Balances User Profiles Payroll Balances (Fiscal Year) PeopleSoft HR & Financials Integration Integration Broker Configuration Benefit and Banking Interfaces Leverage EDI 834 Format for Benefits Interfaces Utilize GRU and GT Interfaces for Additional Integration Points System Test Planning In Process Layout Test Cycles Document Test Conditions GGC & USO Assemble Testing Teams 7

8 ADP Replacement Services Time Clocks Negotiating Contract Notice of Intent to Award Posted by 8/10/15 Benefits Billing & COBRA Administration Vendor Presentations - July 30 th Garnishments Proposals Received RFP Evaluation Team Identified Evaluation Period Ends August 12 th Award Expected to occur in September 8

9 ADP Replacement Services Tax Filing Proposals Received RFP Evaluation Team Identified Evaluation Period Ends August 12 th Award Expected to occur in September Print Services Scheduled to be released within the next 30 to 45 days Pay Card RFP Not Needed Existing Wells Fargo Agreement Supports Paycard Requirements Background Check Partnering with GA Tech on RFP Working to Identify Solution that Operates Stand Alone and Integrates with PS 9.2 Solution Will be Scalable to the Other Institutions and State Agencies 9

10 Policy and Procedure Update Process Overview Design Teams authored numerous Recommendations (Decision Points) for policy and procedure changes Recommendations Reviewed with HCM Steering Committee Some refinements made Recommendations Submitted to System Office for Consideration System Office Currently Working with Policy Committee to Author Changes Team working with System Office on BPM Revisions 10

11 Policy and Procedure Update Design Teams authored numerous Recommendations (Decision Points) for policy and procedure changes Recommendations Reviewed with HCM Steering Project Team makes Committee recommendations. The System Office implements Policies Changes. Some refinements made Recommendations Not All Recommendations Submitted will be implemented to System as Office for Consideration recommended by Project Team System Office Currently Working with Policy Committee to Author Changes Team working with System Office on BPM Revisions 11

12 Policy and Procedure Update Key Recommendations 10 Month Employees Offered a 12 Month Option Employees Offered Once a Year Period Coincides with Faculty Contracts Will Not be Part of Pilot Go-Live Projected to be Offered as Part of Next Faculty Contract Cycle Not Being Configured in ADP Available When institution Transitions to Platform 10 Month Benefit Withholdings Standardization on 7/5ths Methodology for All Institutions when transitioned to 12

13 Policy and Procedure Update Key Recommendations Pay Calendar Standardization Elimination of Special Pay Run at End of Semester(s) Standardization Desired As Soon As Possible independent of the project Work Week Standardization All Institutions Transition to a Sunday to Saturday work week when moved to Retiree Centralization Transactional Retiree Processing transitioned and Administered Centrally Initiative will have it s own deployment plan and schedule Institutions will still have the ability to view their retirees 13

14 Policy and Procedure Update Key Recommendations Off Cycle Check Processing Looking to Adopt Industry Best Practices Centralized Check Processing Eligibility Test Standardized Schedule for Offering Offcycles Benefits Start Date Benefits Start on the First Day of the Month On or Following Hire Date Default Retiree Plan Exempt Employees Who Don t Elect will be Defaulted into TRS after 60 Days More Details to Come! 14