Table of Contents. Section 1 - I am a Manager in an ETB, how will the ESBS affect me & what do I need to know?

Transcription

1 ESBS ETB Payrll Shared Services FREQUENTLY ASKED QUESTIONS Nvember 2018 Table f Cntents Sectin 1 - I am a Manager in an ETB, hw will the ESBS affect me & what d I need t knw? 1.1. What are the risks assciated with the ESBS ETB Payrll Prject? Hw are we ging t resurce this change?. 1.. What resurces will yu require frm me/my ETB?. 1.. Wh will be respnsible fr managing legislative changes r changes resulting frm a new Circular t existing payrll recrds?. 1.. Will the ESBS have bank facilities in place t fund payrll runs in time if ETBs experience delays in transferring funds t the ESBS befre the cut ff? When will Payrll Plicies be circulated? If new funding is prvided fr prjects acrss ETBs hw will the ESBS ensure the same cde is used fr all ETBs? Hw will verpayments be managed nce a payrll has migrated t the ESBS? Wh is respnsible fr tracking executive rder changes in grades? Will the ESBS be checking the infrmatin that has been apprved n DCS? Wh will be respnsible fr submitting CSO? Hw will cmpliance fr mtr car indemnity be managed? What happens t legacy data and wh will be in charge f maintaining it? Will the Service Management Agreement (SMA) be the same fr all ETBs. and will ETBs have input int it? What will the Charge-back Mdel be fr the ETBs? In the ESBS, will there be a helpdesk fr each ETB? What payrll reprts will be prvided as part f the new payrll slutin? Wh will carry ut calculatins f arrears/incremental credits? 1

2 Table f Cntents Wh is ging t cnduct UAT testing? What data cleansing shuld ETBs d in advance f migratin? Des the ESBS have a plicy n reference data? Will T&S payments be a separate pay grup fr all claims r will T & S claims fr existing staff be paid alng with their salary? If a pay date falls n a weekend, will the payment be made n the preceding Friday? 1.2. Will the ESBS ETB Payrll Prject include a Pensin mdule? Hw will matters related t the Single Public Service Pensin Scheme ( Single Scheme ) be addressed in the ESBS ETB Payrll Prject? Hw will ntinal service fr the Single scheme be calculated?... 6 Sectin 2 System related questins 2.1. Can the system ensure the variatin in part-time-hurly rates f pay? Can the system prcess Payrll fr an emplyee n tw separate pay scales? Will ESBS prvide a list f interfaces frm/t new payrll system Will there be a separate database fr payrll and Travel and Subsistence (T&S)? Can the system facilitate emplyees wh have mre than ne car when making a T&S claim?

3 Sectin 1 I am a Manager in an ETB, hw will this affect me & what d I need t knw? What are the risks assciated with the ESBS ETB Payrll Prject? There are inherent risks with mving frm a variety f systems t a single new system and the team at ESBS will wrk t mitigate these. Hwever, as with any large scale prject, the transitin will be phased in rder t minimise the disruptin t ETBs and t ensure the migratin is cmplete Hw are we ging t resurce this change? The prject csts fr the develpment f ESBS ETB Payrll Shared Services will be incurred by the Department f Educatin and Skills. Once up and running the ESBS Centre peratinal csts will be shared by the 16 ETBs. Staffing requirements fr Transitining ETBs t ESBS ETB Payrll Shared Services will be cnsidered by the Prject Management Office (in cnsultatin with ETB Financial Sectin) n an ETB by ETB basis as it cmes clser t each ETBs Wave Migratin. Additinal resurces frm the ESBS ETB Payrll Prject have nly been made available t the ETBs in Wave 1 at the current time. We have indicated t ETBs and infrmed ur Prject Steering Grup (wh have signed ff n this apprach) that we will be discussing resurcing with all ETBs as they head twards their place in the Wave Migratin What resurces will yu require frm me/my ETB? There are a number f key stages t a shared services prject implementatin, many f which will need the expert knwledge f peple wrking in the ETB sectr. Input and assistance will be required fr the prcess mapping. Representatives have already been put frward as well by ETBs fr the Fcus Grup, Prcess Design Authrity and the Prject Steering Grup. Each ETB has als nminated a Transitin Lead wh will be a key persn fr each ETB in linking in with the Prject Team. The ETB Transitin Lead will receive nging supprt and training frm the ESBS Payrll Prject Team t assist them in their rle. The key respnsibilities fr the ETB Transitin Lead will include: Manage the ETB prject fr the duratin f the prject; Identify and assess needs f key stakehlders, develp a stakehlder management plan; Increase awareness, readiness and buy-in amngst key stakehlders; Facilitate tw-way cmmunicatin with the ESBS payrll prject team and the ETB prject team; Develp and manage ETB transitin plan Day-t-day prject management prject planning, issue and risk management, lcal cmmunicatins stakehlder management etc Wh will be respnsible fr managing legislative changes r changes resulting frm a new Circular t existing payrll recrds? It will be the respnsibility f the ESBS t implement legislative changes r changes resulting frm a new Circular being issued.

4 1. - Will the ESBS have bank facilities in place t fund payrll runs in time shuld ETBs experience delays in transferring funds? All ETBs will be required t meet deadlines as detailed in the Service Management Agreement When will Payrll Plicies be circulated? A number f Payrll and T&S plicies have already been published. Further Payrll plicies will be circulated nce they have been devised by ESBS and apprved thrugh ur gvernance structure If new funding is prvided fr prjects acrss ETBs hw will the ESBS ensure that the same cde is used fr all ETBs? A cmmn cding structure, currently in the design phase is being devised fr all ETBs in accrdance with the nrmal gvernance cycle. HR in each ETB will be respnsible fr assigning the persn t the apprpriate cde/prject Hw will verpayments be managed nce a payrll has migrated t the ESBS? A plicy will be develped by the ESBS ETB Payrll Prject which will then be apprved thrugh ur gvernance structure Wh is respnsible fr tracking executive rder changes in grades? As utlined in the agreed activity split, the ETB will retain respnsibility fr the HR functin. The authrisatin remains with the ETBs and the respnsibility fr recrd management remains with the ETBs Will the ESBS be checking the infrmatin that has been apprved n DCS? Checking will cme frm the Dcument Centric Slutins (DCS) system. The DCS system cntains an inbuilt rule checker cntaining all the rules that cannt be breached. The system als prvides extensive nline reprting giving budget hlders immediate visibility f budgets, sick leave and cntract usage Wh will be respnsible fr submitting CSO? As utlined in the agreed activity split ETBs will be required t prvide CSO infrmatin t the ESBS. The ESBS will prepare CSO returns and uplad n behalf f the ETBs. A prcedure will need t be drawn up t fully detail hw this prcess will transact. This is currently under develpment as part f the detailed Prcess flw mapping in cnjunctin with SMEs frm the ETB sectr. The prcedure will need t be signed ff by the ETBs via the usual gvernance cycle. This prcedure will als need t be agreed with the CSO Hw will cmpliance fr mtr car indemnity be managed? The emplyee will self-certify that they are indemnified and the apprver must certify that they have received it. There will als be an ptin t uplad certs/receipts via a prtal What happens t legacy data and wh will be in charge f maintaining it? The Prject Team is currently develping a Data Legacy Strategy Will the Service Management Agreement (SMA) be the same fr all ETBs and will ETBs have input int it? Once the SMA has been drafted, we will circulate t CE s fr cnsultatin prir t finalisatin. There will be a standard SMA fr all ETBs hwever, this will be an iterative prcess and the dcument may change ver time as ETBs n-bard t the ESBS centre What will the Charge-back Mdel be fr the ETBs? The Charge-back Mdel has nt yet been decided but nce finalised it will frm part f the SMA In the ESBS, will there be a helpdesk fr ETBs? Pst g-live, there will be a helpdesk fr the ETBs within the ESBS peratins teams.

5 What payrll reprts will be prvided as part f the new payrll slutin? A cmprehensive list f reprts was requested as part f the Payrll RFT. The list was cmpiled in cnsultatin with ETBs, the Fcus Grup and the Prcess Design Authrity. A new reprting tl called Cre Insight will be used by the ESBS fr reprting which will be a change fr all ETBs, including thse already n the Stability Cre system. We have established that the Cre Insight Tl is capable f saving reprts in an Excel frmat. The Prject Team are currently in the prcess f develping ur understanding f the capabilities f the Cre Insight Tl fr reprting and will als develp a Reprting Strategy fr the ESBS. This Reprting Strategy will determine the level f standard system reprts available and will als determine the rules arund access t Reprt creatin in the new system Wh will carry ut calculatins f arrears/incremental credits? This will depend n the perid the arrears pertain t i.e. the system will calculate arrears if they relate t the perid pst g-live. Prir t this date, arrears calculatins will be carried ut by ETB HR, if it relates t a perid that the ESBS des nt have the relevant payrll specific infrmatin fr in the new ESBS ETB Payrll System Wh is ging t cnduct UAT? A UAT Strategy is currently being develped by the ESBS Prject Team What data cleansing shuld ETBs d in advance f migratin? Data cleansing has already started, and the first iteratin is nw cmplete with all ETBs. It is imprtant that all ETBs keep data in gd rder in readiness fr migratin Des the ESBS have a plicy n reference data. (e.g. specifically in relatin t gender, marital status and prefixes e.g. Mr. Mrs. etc.)? The ESBS Prject team, with the ETBs will map the current Master Data fields t the T Be Master Data fields. DPER have published a Single Scheme Databank fr its Single Scheme Administratin prject. DPER have stipulated which fields are mandatry and which are ptinal. Fields which are mandatry will be included in the T Be Master data Will T & S payments be a separate pay grup fr all claims r will T & S claims fr existing staff be paid alng with their salary? Yes, there will be a separate pay grup fr all claims and T & S claims will be paid separately frm their salary If a pay date falls n a weekend, will the payment be made n the preceding Friday? Yes, if the pay date falls n a weekend, the payment will be made n the preceding Friday Will the ESBS ETB Payrll Prject include a Pensin mdule? The new system will include a pensin mdule Hw will matters related t the Single Public Service Pensin Scheme ( Single Scheme ) be addressed in the ESBS ETB Payrll Prject? The Payrll system being implemented will be able t calculate annual referable amunts fr the Single Scheme and will feed this infrmatin int the new Single Scheme databank that is currently under develpment by the Department f Public Expenditure and Refrm (D-PER). The management and calculatin f pensins will remain a functin f each ETB. Hwever, the ESBS will facilitate the deductin f pensin cntributins frm pay.

6 Hw will ntinal service fr the Single scheme be calculated? This matter is utside the scpe f the ESBS ETB Payrll prject and will need t be addressed by the relevant Departments that have respnsibility fr the implementatin f the Single Scheme. 6

7 Sectin 2 System related questins Can the system ensure the variatin in part-time-hurly rates f pay? Careful mapping at cnfiguratin stage t ensure crrect rates f pay are captured will be required. This will ensure that the system will be cnfigured t calculate the crrect rates f pay fr all staff. In 2. - Can the system facilitate emplyees wh have mre than ne car when making a T&S claim? Yes, the system will be cnfigured t enable emplyees t have mre than ne car in rder t make T & S claims. additin t this there will be standard prcesses, plicies and prcedures in place and will be included in the detailed prcess flw maps that are currently under develpment Can the system prcess Payrll fr an emplyee n tw separate pay scales? Yes the system will assign multi salary scales / r hurly rates based n emplyee cntract(s), pay/expense cde, centre and ETB Will ESBS prvide a list f interfaces frm/t new payrll system? The principles f the Interface Strategy was signed ff by the Prject Steering Grup n 2 Octber; and will als be published ver the cming mnth. Of nte there will be seven interfaces that will be required pst G-Live namely: Revenue; Banks; CSO; DCS; Teaching Cuncil; Financial Management Systems; and Clcking systems. The cre bjective f the Interfaces Strategy is t prvide a seamless third party interface experience when payrll ges-live in the new ESBS CreHR payrll system Will there be a separate database fr payrll and Travel and Subsistence (T&S)? N, T&S will be a mdule f the system. Accrdingly, there will be ne database fr bth Payrll and T&S. The ESBS Centre will prcess bth ETB payrll and T&S expenses. 7