DRAFT. Human Capital Management Implementation Project Sign-Off. Kaba - TimeClocks. Wednesday, July 13, 2016

Transcription

1 Human Capital Management Implementation Project Sign-Off Wednesday, July 13, 2016 (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 DI!GR!M 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 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 i

3 Table of Contents PRIMARY USERS 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 Steering Committee, ITS, SSC and USO Management 6-HCM Use Cases (HCM-010-TST) DESCRIPTION PURPOSE PRIMARY USERS LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES 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 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

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 10-HCM Communication Plan (HCM-005-COM) DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY, POLICIES AND PROCEDURES PURPOSE A. Identifies user groups impacts by future state functionality B. Serves as the basis for pre- and post-go-live communication C. Serves as the basis for delta training PRIMARY USERS Communication Team, Training Team, Practitioners iii

5 Table of Contents 11-HCM Practitioner Training Curriculum (HCM-009-TRN) DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN PURPOSE A. Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs) B. Serves as the basis for employee and manager self-service training deliverables C. Identifies affected user groups by security role PRIMARY USERS Training Team, Practitioners APPENDIX Job Aids iv

6 HCM Business Process Listing HCM-003-BPR Process Name KA001 - General Time Clock Administration TL013 - KABA Time Entry Process Track Only? Yes No Tuesday, July 12, 2016 Page 1 of 3

7 HCM Business Process Listing HCM-003-BPR Time and Labor Process Name TL001 - High-Level Time and Labor Flow TL002 - Enroll Time Reporter TL004 - Report Mass Time (Group) TL005 - Prior Period Adjustment TL006 - Manage Schedules TL007 - Time Administration Process TL008 - Setup Configuration TL009 - TL Post Approval Compliance TL010 - Manage Exceptions TL011 - Deferred Holiday TL012 - WorkFlow (AWE) Request and Time Approval Process TL012 - WorkFlow (AWE) Request and Time Approval Process TL015 - Approval Notification TL016 - Evaluate Payable Time TL017 - Approve Payable Time TL018 - Time and Absence Inputs & Outputs TL500 - Administer Time and Labor Security TL600 - AdHoc Reporting TL999 - Data Conversion Track Only? No No No No No No Yes No No No No Yes No No No Yes Yes Yes Yes Tuesday, July 12, 2016 Page 2 of 3

8 HCM Business Process Listing HCM-003-BPR End of Report Tuesday, July 12, 2016 Page 3 of 3

9 HCM Business Process Fact Sheet HCM-002-BPR 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. Issues Not Addressed: Issues Addressed: Policy Changes: 2. With OneHCM, Institution Time Clock Administators will have the ability to manage clock configuration for their institution. Currently, this functionality is centralized ONLY. 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 Tuesday, July 12, 2016 Page 1 of 3

10 HCM Business Process Fact Sheet HCM-002-BPR 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. Ownership Changes: Issues Not Addressed: Issues Addressed: Policy Changes: 2. OneHCM employees will be able to request Time Off right from the Kaba clock. 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 Tuesday, July 12, 2016 Page 2 of 3

11 HCM Business Process Fact Sheet HCM-002-BPR End of Report Tuesday, July 12, 2016 Page 3 of 3

12 HCM Decision Point Fact Sheet HCM-006-DPT Document Status: Complete Issue: Need to select a vendor for time clocks that will integrate with PeopleSoft HCM. Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: 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. 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. Tuesday, July 12, 2016 Page 1 of 12

13 HCM Decision Point Fact Sheet HCM-006-DPT Document Status: Complete 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. Tuesday, July 12, 2016 Page 2 of 12

14 HCM Decision Point Fact Sheet HCM-006-DPT 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? Tuesday, July 12, 2016 Page 3 of 12

15 HCM Decision Point Fact Sheet HCM-006-DPT Document Status: Complete 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? Tuesday, July 12, 2016 Page 4 of 12

16 HCM Decision Point Fact Sheet HCM-006-DPT Document Status: Complete Issue: Will timeclocks be able to store punches if network connectivity is lost? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Timeclocks will store transactions on the devise if connectivity is disrupted Will timeclocks be able to store punches if network connectivity is lost? Tuesday, July 12, 2016 Page 5 of 12

17 HCM Decision Point Fact Sheet HCM-006-DPT 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? Tuesday, July 12, 2016 Page 6 of 12

18 HCM Decision Point Fact Sheet HCM-006-DPT Document Status: Complete 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? Tuesday, July 12, 2016 Page 7 of 12

19 HCM Decision Point Fact Sheet HCM-006-DPT Document Status: Complete Issue: What information/data be interfaced from PeopleSoft into Kaba? Final Decision: Demographics, schedules & balances wil be interfaced to Kaba Document Details: What information/data be interfaced from PeopleSoft into Kaba? Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Tuesday, July 12, 2016 Page 8 of 12

20 HCM Decision Point Fact Sheet HCM-006-DPT Document Status: Complete Issue: What information/data will be interfaced from Kaba into PeopleSoft? Final Decision: Kaba will interface all time punches & Absence requests to PeopleSoft Document Details: What information/data will be interfaced from Kaba into PeopleSoft? Potential Solutions: Recommendation: HRAP Impact: BPM Impact: Tuesday, July 12, 2016 Page 9 of 12

21 HCM Decision Point Fact Sheet HCM-006-DPT Document Status: Complete Issue: Will employees have to register their fingerprint each time they transfer institutions or will the biometric data transfer with them? Final Decision: Document Details: Potential Solutions: Recommendation: HRAP Impact: BPM 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? Tuesday, July 12, 2016 Page 10 of 12

22 HCM Decision Point Fact Sheet HCM-006-DPT Document Status: Complete 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: 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)? Tuesday, July 12, 2016 Page 11 of 12

23 HCM Decision Point Fact Sheet HCM-006-DPT End of Report Tuesday, July 12, 2016 Page 12 of 12

24 HCM Use Cases HCM-010-TST Business Process: Use Case ID Business Process Step Responsibility Role Name Wednesday, July 13, 2016 Page 1 of 2

25 HCM Use Cases HCM-010-TST End of Report Wednesday, July 13, 2016 Page 2 of 2

26 HCM Business Requirements HCM-004-REQ Business Process Name: KA001 - General Time Clock Administration Requirement Met By: Third Party Vendor Vendor: TimeClocks RICE Title: RICE Type: Req. ID Requirement Summary Requirement Detail 1734 KA Provide clear installation procedures KA Solution provides messaging capabilities KA Solution provides for scalable time clock memory KA Solution can store time punches when the network communication is not available KA Solution supports real-time view and grouping for employee activities KA Solution includes administrative tools for the colleges\universities to remotely monitor the status of all time clocks under their assigned zone KA Solution provides variable polling rates for timestamp data that is clock independent KA Solution must support modern networking protocols KA Solution supports error and message log transmission and storage KA Solution includes documentation on device maintenance procedures KA Provides ability to push software patches or upgrades to the device remotely. Provide clear installation procedures. Solution provides messaging capabilities with respect to transmission of timestamp data. Solution provides for scalable time clock memory. Solution can store time punches when the network communication is not available. 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. Solution includes administrative tools for the colleges\universities to remotely monitor the status of all time clocks under their assigned zone. Solution provides variable polling rates for timestamp data that is clock independent. Solution must support Ethernet/TCP/IP, IPV4 & IPV6 connectivity for LAN and WAN Networks with Power over Ethernet (PoE) for network communications. Solution supports error and message log transmission and storage. Provide documentation on device maintenance procedures. Provides ability to push software patches or upgrades to the device remotely. Wednesday, July 13, 2016 Page 1 of 5

27 HCM Business Requirements HCM-004-REQ Business Process Name: KA001 - General Time Clock Administration Requirement Met By: Third Party Vendor Vendor: TimeClocks RICE Title: RICE Type: Req. ID Requirement Summary Requirement Detail 1738 KA Supports loss of power to the timeclock KA Supports loss of network connectivity to the timeclock KA Support phased deployment of time clock hardware/software KA Provide ongoing maintenance, post go-live plus 90 days KA Solution supports SSL encryption KA Solution has an intuitive user interface. Supports loss of power at the time collection device; ability to function using alternate power supply. Supports loss of network connectivity to the timeclock. Support phased deployment of time clock hardware/software. Provide ongoing maintenance, post golive plus 90 days. Solution supports SSL encryption. Solution has an easy to use, intuitive interface. Wednesday, July 13, 2016 Page 2 of 5

28 HCM Business Requirements HCM-004-REQ Business Process Name: TL013 - KABA Time Entry Process Requirement Met By: RICE (oneusg) Vendor: TimeClocks RICE Title: TLINT001 - KABA Time collection Interface RICE Type: Interface Req. ID Requirement Summary Requirement Detail 1721 TL Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management TL Supports transfer codes and account identifiers 1710 TC Solution supports bidirectional integration and data transfer TL Solution supports messaging and communications for timestamp validation results TL013 - TC KABA interface for employee information 1729 TL Solution supports schedule information integration and enforcement TL013 - TC Supports time collection device configuration Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management. Solution provides capability to enter transfer codes and/or ancillary account and/or organizational identifiers with time stamps. Solution supports bi-directional integration and data transfer between time clocks and PeopleSoft Time and Labor. Solution supports messaging and communications for timestamp validation results. Solution supports interface to send relevant employee information to time collection device. Solution supports schedule information integration and enforcement. Provides configuration options for time collection devices using PeopleSoft HCM data elements. Requirement Met By: Third Party Vendor Vendor: TimeClocks RICE Title: RICE Type: Req. ID Requirement Summary Requirement Detail 1728 TL Solution records employee elapsed time entries vacation, sick, jury duty, holiday TL Support for requesting time off and approving time cards at the clock. Solution records employee elapsed time entries vacation, sick, jury duty, holiday. Solution support capability of employee requesting time off via the clock and approving employee time cards from the clock. Wednesday, July 13, 2016 Page 3 of 5

29 HCM Business Requirements HCM-004-REQ Business Process Name: TL013 - KABA Time Entry Process Requirement Met By: Third Party Vendor Vendor: TimeClocks RICE Title: RICE Type: Req. ID Requirement Summary Requirement Detail 1716 TL Prevent users from punching in or out at unauthorized times TL Solution supports multi-rate functionality TL Solution must support biometric verification capability TL Supports multiple reader options, biometrics, and keypad entry TL Supports multi-job and labor transfers TL Solution records employee punch timestamps clock in, clock out, start break, start meal and transfer. Solution must support punch time restriction to prevent employees from punching in or out at unauthorized times. Solution supports multi-rate functionality. Solution must support biometric verification capability. 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. Solution supports functionality to handle employees with multiple jobs and labor transfers. Solution records employee punch timestamps clock in, clock out, start break, start meal and transfer. Wednesday, July 13, 2016 Page 4 of 5

30 HCM Business Requirements HCM-004-REQ End of Report Wednesday, July 13, 2016 Page 5 of 5

31 RICE Inventory HCM-015-RIC 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. BCOMM FOR PS Wednesday, July 13, 2016 Page 1 of 2

32 RICE Inventory HCM-015-RIC End of Report Wednesday, July 13, 2016 Page 2 of 2

33 RICE Inventory with Requirements HCM-016-RIC 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 BCOMM FOR PS 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 Wednesday, July 13, 2016 Page 1 of 2

34 RICE Inventory with Requirements HCM-016-RIC End of Report Wednesday, July 13, 2016 Page 2 of 2

35 HCM Communication Plan HCM-005-COM KA001 - General Time Clock Administration Groups to Receive Message: Employee Faculty Leadership Manager Practitioner Retiree Practitioner Teams to Receive Message: Banking Benefits Budget Commitment Accounting HR Payroll Issues Addressed - 1. Institution Time Clock Administrators will have decentralized security access under onehcm to view and manage clock configuration for their institution. Ownership Changes - 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. Wednesday, July 13, 2016 Page 1 of 3

36 HCM Communication Plan HCM-005-COM TL013 - KABA Time Entry Process Groups to Receive Message: Employee Faculty Leadership Manager Practitioner Retiree Practitioner Teams to Receive Message: Banking Benefits Budget Commitment Accounting HR Payroll 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. Issues Addressed - 1. Institutions who use RFID badges will be able to use their current badges to authenticate at the Kaba time clocks. Wednesday, July 13, 2016 Page 2 of 3

37 HCM Communication Plan HCM-005-COM End of Report Wednesday, July 13, 2016 Page 3 of 3

38 HCM Practitioner Training Curriculum HCM-009-TRN Practitioner Team: Audience Business Process: Use Case ID Business Process Step Wednesday, July 13, 2016 Page 1 of 2

39 HCM Practitioner Training Curriculum HCM-009-TRN End of Report Wednesday, July 13, 2016 Page 2 of 2