Implementation Minutes
HR Team Meeting
Date: August 6, 2008
Time: 8:30 – 4:30
Place: CETES Room 104
Meeting Information
Facilitator
Jon Briggs
Note Taker
Janice Ellis
Attendees
Ninette Carter, Ken Gilliam, Corlis McPhaul, Laura Kane, Kurt Jn Marie, Tom
Sutherlin, Janice Ellis
Banner Wrap-up
Relevant
Training/Discussion
Highlights:
Discussed timelines and the information requirements necessary for a thorough
Discovery. Identified methods to communicate and determine necessary
information for decisions to be made. Determined approaches to overcome
obstacles that may be seen as impediments and to continue progressing.
Manpower hours documented.
GAPs Identified:
Difficulty to meet with all team members at an optimum time for all members
since, in addition to regular duties, members have memberships on other
teams. Membership may increase and decrease related to the issues being
approached at meetings. We need compacted information that will be required
of HR.
Decisions Made:
After work team meetings each week, decisions made will be and posted on the
w:/ drive and a copy will be sent to Jon Briggs and Sherry Hendrix.
Membership will at times be based on topics approached and input required.
Will continue working on the questionnaire, worksheets and the agenda to
provide to Jon Briggs before Discovery.
Decisions Required:
Other Issues and
Concerns:
n/a
n/a
Action Items / Assignments
Description
Owner
Deadline
Minutes
Janice Ellis
Each Friday
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Adjunct/Overload pay
Relevant
Training/Discussion
Highlights:
Discussed briefly a web-based product which is a plug-in (FLAC) for
adjunct/overload
GAPs Identified:
Information of credit hours taught would be entered by the departments and
sent to Payroll. Payment information would automatically be calculated.
Decisions Made:
This would cease errors caused by not receiving information timely on an
adjunct or overload increasing hours, decreasing hours or not teaching a class
which changed after original information had been sent to Payroll.
Decisions Required:
Would like to know more about the possibility of using FLAC.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Jon Briggs will inform us more of this possibility.
Data Cleansing
Relevant
Training/Discussion
Highlights:
Determine a process and availability for tracking progress
GAPs Identified:
It has been identified that data cleansing is occurring in addresses through
Payroll DB and information currently through our IRIS system. It reveals
inconsistency between HR information and IRIS. IRIS is the source of providing
ID numbers for student, faculty and employees. Other cleansing issues that
have not been approached in duplication and alert of errors between HR,
Payroll and IR. Key elements such as race, sex, degree, certifications, and
salary are not being cleansed
Decisions Made:
Information concerns should be compiled to be addressed and reviewed by
Data Standards to determine how and when this information will be cleansed.
Decisions Required:
Need to determine if the information is being addressed through the data
standards cleansing.
Other Issues and
Concerns:
n/a
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Action Items / Assignments
Description
Owner
Deadline
Determination of elements involved in data cleansing
Kurt Jn Marie
August 22
Overtime Pay for Classified and Backfill
Relevant
Training/Discussion
Highlights:
Discussion per Glen Pinkston about availability of resources
GAPs Identified:
Manpower with skills and specific knowledge is not available to cover regular
positions when working on Banner assignments.
Decisions Made:
Current non-exempt staff will be needed to work overtime in addition to exempt
staff.
Decisions Required:
Additional funds will be required for existing staff to assist the Team Leaders.
Staff will also be needed to complete minutes. Agenda topics are being
identified by a secretary and all other agenda information is being completed by
Team Leaders.
Other Issues and
Concerns:
For staff to complete tasks for Banner timely, it will be necessary for the staff to
work at home at times. Should hours to staff based on the assignment by the
supervisor.
Are all hours for non-exempt staff need to be approved in advance of time to be
estimated?
Who are we to provide the manpower hours devoted to Banner? Are hours to
during work hours devoted to Banner to be recorded for both non-exempt and
exempt personnel. .
Action Items / Assignments
Description
Owner
Deadline
Daily records of hours devoted to Banner in Personnel
Corlis
McPhaul
daily
Daily record of hours devoted to Banner in Payroll
Ken Gilliam
daily
Timesheet reporting/Leave/Overtime
Relevant
Training/Discussion
Highlights:
Pay Cycles as they relate to leave, overtime and payment periods.
GAPs Identified:
Look at method of avoiding overpayment and error. Current system pays
employees without being aware if a person has been out on unpaid leave
circumstances until the end of the month. Leave and other pay issues are not
resolved until the following month after they are paid. If person leave before
corrections, the next month then the person may be overpaid,
Possible solution—Change pay date to allow paycheck to be able to view the
timesheet prior to the end of the month and make whatever adjustments
necessary. Considering to minimally have classified staff employees complete
Decisions Made:
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to give the timesheet to the Payroll Office by the 10th of each month, at least for
classified staff. Also
Decisions Required:
This is a feasible option to consider for classified staff. This method of payment
was used for classified hourly employees in the past. Decision to change
payment method would be made by Glen Pinkston and Ninette Carter.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Time sheet reporting/leave /overtime to Glen Pinkston/Carter
Ken Gilliam
August 29
Setting up employee classes & position classes
Relevant
Training/Discussion
Highlights:
For an employee to be paid, position identification e.g employee classes and
position classes will need to be identified and consistent applications applied to
these categories.
GAPs Identified:
Taking our classes of people and establishing them according to the required
Banner categories and determining exceptions to either have them fit the
categories or establish new categories. Currently, Personnel does not handle
adjunct entry so how will it be forwarded to Payroll.
Decisions Made:
Employee classes and position classes will need to be specifically identified and
defined.
Decisions Required:
Finance representative needs to be included in the designing of the classes and
also while keeping in consideration EEO categories. The current categories
may need to be closely defined in order to meet Banner’s needed.
Other Issues and
Concerns:
Determination how to enter employees identified in employee pools into the
Banner system. Will the number of employees in a pool be assigned to a
budget amount that will maintain a balance of funds available as a person is
hired or using funds e.g. adjunct.
Action Items / Assignments
Description
Owner
Deadline
Identification of types of employees paid
Ken
Gilliam/Lynn
Davidson
September 5
Identification of types of employees
Corlis
McPhaul/Jani
ce Ellis
September 5
Pay History
Relevant
Training/Discussion
Highlights:
Pay history is an important resource for Payroll, but Banner does not maintain
pay history.
GAPs Identified:
We need a way to set up pay history in the system.
Decisions Made:
We need the ability to look up pay history for:

prior service at the university,
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




retirement .
service awards
service at other institutions of higher education
military service
verifications
Decisions Required:
There is a field on a screen in Banner that may be able to capture rehire
information.
Other Issues and
Concerns:
Is there a way of acquiring all of the necessary information?
Action Items / Assignments
Description
Owner
Deadline
n/a
Upper Case Submission of Records to the Office of State Finance
Relevant
Training/Discussion
Highlights:
.All Banner information has to be entered mixed case..
GAPs Identified:
Currently, the Office of State Finance requires Payroll records to be submitted
to them in all upper case.
Decisions Made:
Someone needs to contact the Office of State Finance and find out if this rule
can be changed.
Decisions Required:
Ken would check with the OSF and find out if there is a possibility that the
information can be submitted in a mixed case format.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Contact Office of State Finance
Ken Gilliam
Deadline
Electronic Timesheets
Relevant
Training/Discussion
Highlights:
Electronic timesheets would shorten the amount of time necessary for
timesheet entry and make accessible for employees to review prior timesheets
sent to Payroll.
GAPs Identified:
Will the same format needed for timesheets once we are in Banner.
Decisions Made:
Investigate ways to verify information and accuracy without signature.
Decisions Required:
What type of verification process does Banner use?
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
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Not necessary – need response of Jon Briggs
Special Codes
Relevant
Training/Discussion
Highlights:
There is certain information on a timesheet that has to be recorded for eligibility
and
GAPs Identified:
How can we code time off and the required purpose for which allowable such as
bereavement, so that it can be tracked? For example, three days in a fiscal
year can only be used for death of certain family relationships?
Decisions Made:
Decision was not made
Decisions Required:
Need this determination before electronic timesheets are used.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Need for Jon Briggs to let us know if this would be a possibility
Faculty Pay
Relevant
Training/Discussion
Highlights:
A method in which 12 month faculty can be expensed in the appropriate fiscal
year.
GAPs Identified:
Faculty that choose 12 pay, cause a problem with the budget. Currently, we
have to keep budget open to pay final installments over the next fiscal year.
Decisions Made:
A method to pay faculty so that it is expensed as earned even though paid out
later. This would permit take pay out of each pay period for 10 months. This
will be in the budget to pay during the 11th & 12th month.
Decisions Required:
Is this the method that we will choose.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Presentation to Glen Pinkston
Ninette
Carter/Ken
Gilliam
September 5
Earnings & Deductions
Relevant
Training/Discussion
Highlights:
We can set up earning and deductions to provide a more efficient method of
maintaining benefits and deductions.
GAPs Identified:
In our current system, travel allowances, stipends, bonuses, and
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reimbursements are handled separately from paychecks. In Banner, anything
that increases pay is earnings including travel allowances, jury duty, stipends,
and bonuses. Anything that reduces pay is a deduction, such as
reimbursements to Cameron, taxes, garnishments, United Way.
Decisions Made:
We will have to set up more categories in payroll.
Decisions Required:
n/a
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Complete worksheets with benefits and deductions
Ken
Gilliam/Lynn
Davidson
September 5
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