OnePurdue BPR Session Time Management. Session TM1 Work Schedules, Data Collection, Absences & Attendances, Approvals

Transcription

1 1 OnePurdue BPR Session Time Management Session TM1 Work Schedules, Data Collection, Absences & Attendances, Approvals

2 2 Workshop Agenda Topics of Discussion Introductions, Agenda, Workshop Objectives Parking Lot Issues Next Steps

3 3 Workshop Logistics Tent Cards Rest Rooms Breaks Parking Lot

4 4 Introductions Name Functional-process expertise One item you would like to see changed because of the OnePurdue project

5 5 Attendees # Name Location/Dept

6 What Is the OnePurdue Project Timeline? 6 Finance and Procurement: Accounts Payable, Accounts Receivable, Work-Effort Reporting, Purchasing HR/Payroll 1: e-recruitment HR/Payroll 2: Organizational Management, Personnel Administration, Payroll, Benefits, Time Entry and Evaluation, ESS, Workflow HR/Payroll 3: Personnel Development, Open Enrollment, Year-End Payroll Processing Enrollment and Student Affairs 1: Student Recruitment, Admissions, PFAE/ADMS, Transfer Articulation and Equivalency Rules Enrollment and Student Affairs 2: Financial Aid Enrollment and Student Affairs 3: Course Catalog, Student Master, Academic History, Grading, Degree Audit, Graduation, Student Accounting Master Data, Cashiering, Account Management, Billing, Payment Plans, Classroom Scheduling, Registration, Academic Calendar, Academic Progression

7 7 Workshop Ground Rules Respect Time Respect Process Stick to agenda topics. One subject discussed at a time. Respect One Another One conversation at a time. Cell phones and Blackberrys turned off. Listen. Stretch Keep the end in sight Work to gain consensus on terminology Silence means agreement Issues will be parked and resolved outside the meeting Beat It To Death

8 8 OnePurdue BPR Methodology Discover SAP terminology, definitions and capabilities. Specific opportunities for Business Transformation Best Practices in the context of the SAP implementation Document process and system gaps Validate To-Be Business Process Required policy changes Core process owners and advisory committee University leadership Communication Present the future state of Purdue University Identify integration points for People, Process and Technology BPR Deliverables Business Process Review Report To-Be Design Flowcharts Gap Analysis Report Functional Specifications Report

9 9 Agenda Topics Time Management Work Schedules Absence and Attendance Types Time Data Entry Methods Time Entry Approvals

10 10 Time Management Enables flexible representation of all personnel procedures involved in recording and evaluating employee time data Work Schedules and Calendars Time Data Collection Recording of Attendance and Absences Annual Vacation and Sick Leave Accrual Time Evaluation and Overtime Wage-type generation

11 11 Key Performance Indicators Time Management 100% Elimination of duplicate documentation (time slips, time cards) Reduce # of approvers/auditors 100% Accuracy of paid leaves 100% Automatic entry of time & cost center Account for both paid & unpaid time Calculate accrual on all leaves all staff

12 12 KPI s - Continued 100% Automatic calculation of time worked (all departments, all staff, all time worked & not worked i.e. jury duty, etc.) Real time view of leave (accrued, used, and balances) 100% Recording all leaves (faculty and staff) KPIs described here are indicative of general objectives. During the Blueprint process, we will consider end-to-end processes in developing specific metrics associated with these metrics.

13 13 Time Management Status Negative Pay Employees (Salary - Monthly) Paid according to their work schedule Only record exceptions (Sick, Vacation) Positive Pay Employees (Hourly Bi-weekly) Paid for hours recorded All hours worked and exceptions are recorded

14 Work Schedules 14

15 15 SAP Work Schedules Work Schedules are shift schedules which must be generated for all employees. Work Schedules are used within Payroll to determine standard hourly rate for Salaried Employees and to perform standard prorating of wage types Work Schedules for Negative Pay (Monthly) employees will accurately reflect the hours per day and the days of the week the employee is scheduled to work. Work Schedules for most Positive Pay (Biweekly) employees will be an open schedule. Some Positive Pay employees will have schedules created that accurately reflect the hours per day and the days of the week the employee is scheduled to work.

16 16 Work Schedules for Negative Pay Employees All Negative Pay employees must be assigned to a work schedule that accurately reflects the days per week and hours per day they work. Standard = M F 8 hours per day All schedules outside of the standards schedule will be identified and configured.» Example An employee that works M-Th, 10 hours per day

17 17 Work Schedules for Negative Pay Employees (Cont.) Most of the non-standard schedules will be for part-time employees» Example An employee that works M-F, 6 hours per day (.75 FTE)

18 18 Work Schedules for Positive Pay Employees Standard = 7 Day 12 Hour Assigned to most hourly paid employees. Allows for flexible work schedules without changing system functionality. Additional schedules to accommodate nonstandard overtime rules. Police/Fire Power Plant (72/88)

19 Examples of Work Schedules 19

20 20 Spreadsheet to collect time schedules EE Last Name EE First Name Week 1: Beginning 8/22/05 EE MIddle Initial EE PUID FTE EE Department Monday Tuesday Wednesday Thursday Friday Saturday Sunday Compressed Workweek A % Rotating Schedule A % Part Time Schedule A %

21 21 Absence and Attendance Types

22 22 Absence and Attendance Types Attendance types are used to record the actual hours worked by an employee. Attendance Hours Call Back Event Pay Absence types are used to record paid or unpaid hours that an employee did not work. Vacation Sick Leave without pay

23 23 Example of how to define Shift Differential Shift Indicator

24 24 Time Data Entry Methods

25 25 Current Time Entry Methods Manual data entry into Payroll from Time Slips or Cards (or outside Time Collection systems). Work In Process (via entry into PPWP).

26 26 Time Entry With SAP CATS Cross Application Time Sheet Data Entry Profiles Timekeepers Employee must exist in SAP ESS Employee Self Service Utilizes CATS data entry screen Card Swipe System TimeClock Plus (or other entry systems) Data will be imported into CATS

27 CATS Timekeeper Initial Selection Screen 27

28 CATS Timekeeper Time Sheet 28

29 Example of CATS Time Entry 29

30 30 Employee Self Service Employees will be able to enter individual hours worked and exception time through the Employee Self Service web application. Time entry will be entered into a CATS entry screen.

31 Employee Self Service 31

32 32 Card Swipe System Currently, PMU uses TimeClock Plus to enter time for hourly employees. HFS has expressed interest in using a Card Swipe System for most hourly employees. A Card Swipe System will accumulate time and pass approved hours to SAP. Exception Time and Corrections can be managed with the Card Swipe System or with CATS.

33 Individual Time Entry Process 33

34 Card Swipe Entry Process 34

35 35 Time Entry Approvals

36 36 Time Entry Approvals SAP will allow a supervisor or timekeeper to review and approve all time processed by CATS. SAP utilizes an electronic time/day stamp for supervisor sign-off. Payroll will only process approved time.

37 Example of CATS Approval Screen 37

38 Example of Approved Time 38

39 39 Next Steps Questions and Comments