OASIS HCM UPDATE
Ambassador Meeting
April 18, 2007
Your Information. Anywhere. Anytime.
Office of Human Resources
OASIS HCM
Agenda
• Talent Acquisition Manager (TAM)
• HR Position Management
• Payroll/Time & Labor
• Benefits Administration
• eApplications (Employee/Manager Self-Service)
• Training
• Communications
Office of Human Resources
Talent Acquisition Manager (TAM)
Accomplishments
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Successful implementation December 18,
2006
373 jobs processed (from posted to closed)
82 jobs currently posted on HR website
9361 unique candidates have applied
12,920 have applied to multiple jobs
65 hires
35 average of applicants per job posting
2 days turnaround after submission
<1 day approval of offer
Office of Human Resources
Position Management Changes
• “Full” Position Management
• Position needed prior to recruitment
• Most employees will have a unique Position number
• “Group” jobs OK if:
– Same title, department, “reports to”, funding source and
percentage
• Non-exempt jobs reflect hourly pay rates
• FTE derived from standard hours worked
• Part of the eligibility rules for benefits
• Pay rate calculations use FTE to determine biweekly rate
• “Reports to” used to drive workflow associated with Front End
Office of Human Resources
Position Management System
Enhancements
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Modified Position Record to:
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Allow Worker’s Comp Code adjustment
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Job Group adjustment to meet EEO-6 reporting
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Capture category (BOR) from job code
Add alternate ID to employee record for search capabilities
Add flag to identify terminated employees not eligible for re-hire
“Front end” to manage de-centralized access
Office of Human Resources
Position Management Enhancement
Effects to Business
Reduced errors due to inconsistency in data
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Defaulting employee job data from Position
Development of “front end” with workflow to automate business
processes
Use of Action – Action/Reasons with business definitions for use
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Improved/consistency in reporting
Office of Human Resources
Position Management Accomplishments
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Mapped legacy job data fields to PeopleSoft fields
Converted employees with job data
Trained selected stakeholders to assist in data validation
Action and associated Action/Reasons identified
• Used as basis for changes to employee records
• Configuration of key foundation tables
• Developing year end calendar
Office of Human Resources
Payroll and Time and Labor Modules
Payroll
• With the implementation of the OASIS HCM Project, the University is
moving to a lagged biweekly payroll
• Biweekly payroll = 26 vs. 24
• Scheduled effective date July 2, 2007
• Deductions taken over 26 pays – fiscal paid employees
Office of Human Resources
Time and Labor
• Non-exempt employees will use the PeopleSoft supplied web
clock to record In and Out punches for work.
• Non-exempt employees will also use the supplied web clock
for punch In and Out for lunch breaks.
• Departments will select a 30 minute or 60 minute meal
deduction period.
• If they work over 6 hours in a day and fail to punch in and out
for a lunch break, the system will automatically default and
deduct 30 minutes.
• Exception Reporting for Exempts consistent with the current
leave process.
Office of Human Resources
Accomplishments
• Approval from ASU Administration for 26 Bi-weekly Lagged Payroll for
all employees
• Modified payroll schedule for first three (3) paychecks to reduce
impact on current semi monthly employees
• Positive Time Reporting for all non-exempt employees – Institutional
Decision
• FLSA Regulation
• Discrimination
• Phased data conversion and testing
Direct Deposit
Garnishments
Tax Data
General Deductions
Office of Human Resources
Base Benefits
• Replaces HRMS (existing ASU Payroll system with
benefits and retirement deductions only);
• Becomes ASU system of record;
• Replaces State of AZ HRIS as ASU source benefits
database.
• Stores complete benefits data;
• For Payroll processing, vendor interfaces, and
management reporting.
• Stores retirement contribution data;
• For Payroll processing and regulatory compliance.
Office of Human Resources
Benefits Administration Enhancements
• Integrates with HR to automate benefits and retirement
eligibility;
• Establishes coverage begin and end dates;
• Determines how position, employment, and life events
impact benefits;
• Required for eBenefits functionality.
Office of Human Resources
Impact on Business
• Work with other modules to send important benefits
notices to new hires;
• Default core benefits & retirement enrollments;
• Allow employees to enroll online;
• Generate audit reports to proactively monitor benefits
eligibility and enrollment, thus reducing rework.
• Customize leave and termination codes to manage
employees’ benefits accurately;
Office of Human Resources
Impact on Business (cont’d)
• Defines the academic year for benefits premium precollection & IRS compliance:
• Standard benefits deductions in the Fall (Aug thru
Dec);
• Standard plus pre-collect deductions in the Spring (Jan
thru May) to cover Spring and Summer months;
• Academic contracts other than Fall / Spring require
fiscal pay;
• Minimal impact on pre-collected deductions.
Office of Human Resources
Pre-Collected Health Deductions
COVERAGE
CURRENT
NEW
NEW
(17 Pays from 9/1 to 5/15)
(9 Pays from 8/31 to 12/21)
(11 Pays from 1/4 to 5/23)
Single EPO
$17.65
$11.54
$17.83
Family EPO
$88.24
$57.69
$89.16
TOTAL Single EPO
TOTAL Family EPO
$300.05
$1500.08
$299.99
$1499.97
Single PPO
$98.82
$64.62
$99.86
Family PPO
$275.29
$180.00
$278.18
TOTAL Single PPO
TOTAL Family PPO
$1679.94
$4679.93
Office of Human Resources
$1680.04
$4679.98
HCM eApplications
• Position Management
• New Positions, Existing Position Changes
• Manager Self Service
• Promotions, Transfers, Salary Changes, Terminations
• Most hires commence in Talent Acquisition
• Contract Pay Administration
• eBenefits
• New Hires, Qualified Life Events, Open Enrollment
• ePay
• Paycheck, Direct Deposits, W-4 Changes, W-2s
• eProfile
• Personal Data, Emergency Contact
Office of Human Resources
eApplication Enhancements
• Improves and automates core HR business processes
through technology;
• Streamlines processes;
• Reduces paperwork;
• Ensures data integrity.
• Allows managers and employees to manage their own
data;
• Includes manager workflow technology with approvals;
• Department commencement
• Department / College / School approval
• Office of Human Resources administration
• Includes technology for employee to complete personal
information, payroll, and benefits transactions at the
home or office.
Office of Human Resources
Training Plan in Development
• Introduction to HCM Presentation;
• Available to VP Liaisons, BOMs/HR Liaisons, and
departments.
• Manager Self Service Demonstration in development;
• Other demonstrations being developed with the
completion of individual eApplications;
• On-line or instructor-lead training required for access.
Office of Human Resources
Tools / Communications
• FAQ’s and more
• http://www.asu.edu/hr/
• Payroll Estimator
• Group Sessions
• Needs and concerns with regard to time reporting
• Communications
• E-blast to all employees 0n 4/18
• Insight Article on 4/20
• Flyer to every employee on 4/25
• Thursday, 4/19 – check website for updates
• Patience
Office of Human Resources
July 2nd – GO LIVE
Office of Human Resources
Questions?
Office of Human Resources