All HR Get-Together
An Update on ESUP for HR Professionals
August 7, 2014
Welcome
Kathy Brown
Vice President for Human Resources
PMO Update & Looking Ahead
Dennis Wenzel
Executive Program Director
It’s been a long road
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Incredible amount of work
Almost 9k hours to build HRMS mods
Hasn’t been easy
○
○
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Difficult decisions
Acted as One University to eliminate 60%
of the modifications
Built long lasting, institution-wide
relationships
PMO and Metrics
●
Support work streams to
address issues and remove
roadblocks
Built effort-based tracking
system to monitor progress
across each work streams
○
250+ UMN staff and
contractors
Report Development Effort Burn Down
Sample Metrics
●
Application Development Effort Burn
Down
Modification Build Status
Test script execution
Defect identification/resolution
Training course development
Change Management
Implementation readiness
ESUP Stats
AppDev
What the
Portal will be
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Scenario execution for
HRMS going well
Done with the build
Moving into testing
execution
Testing
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Detailed TM4 planning
started yesterday
12-hr shifts
Executive Oversight Committee
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Meet weekly to review
Vice Provost for Faculty and
Program status
Academic Affairs Allen Levine
(chair)
Vice Presidents Kathy Brown
Great collaboration,
Vice Provost and Dean Robert What the
Portal will&be
partnership,
McMaster
problem solving
Vice President Richard
Pfutzenreuter
Appreciate the hard work;
the Portal will be
Vice President Scott Studham What
respect the difficult decisions
DEVELOPMENT TESTINGTESTING
DEPLOYMENT TRANSITION
Keep in mind...
Single go-live day for all systems
1
University faculty, students, and staff will be
impacted at once
Post go-live defects will cause noise
2
This is common in large system deployments
Cultural change
3
Major business changes taking place at once
Keep in mind...
Full utilization of ESUP tools
4
Systems of this size need an on-going roadmap for
future improvements, enhancements, and
management to succeed
Staff/team fatigue
5
Team needs to continue maintaining a high level of
productivity
How can we help each other?
You will be
What the Portal
●
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Email me:
wenze069@umn.edu
Submit questions to
esup@umn.edu
Tell us how we can better
support you
Us
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Support the process
Help manage expectations
Continue to be a champion for
the program
Stay informed: upgrade.umn.edu
Work Stream Intersections
Sue Van Voorhis
Lori Lamb
Mike Volna
What Will We Cover Today
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Collaboration Across Work Streams
Major Changes
○
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Finance
Student
HRMS
Points of Intersection
Collaboration Across Work Streams
About the Finance Upgrade
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EFS portion of ESUP is primarily a “technical upgrade.”
Changes focus on highest priority “pain points” and
opportunities resulting from new functionality in 9.2
EFS training for upgrade will be limited to new training
on the things that are changing
Communications about specific changes will be targeted
toward users with access to current functionality
RRC Managers and Cluster Directors are a key audience
and kept abreast of what is happening
What’s Changing in Finance
PCard Reconciliation
Work Centers
Chart of Accounts Request
PeopleSoft’s My Wallet functionality will be
used, rather than our current custom pages.
●
Budget Journals Adjustments
Budget Checking
Workflow & Approval
Portal
Reporting
●
The business process and types of purchases
one can make with the card remain the same:
people still make and justify purchases,
account for the activity, and route it for
review
Some colleges or units may choose to modify
their related business processes along with
this system change
What’s Changing in Finance
PCard Reconciliation
Work Centers
Chart of Accounts Request
Budget Journals Adjustments
Budget Checking
Workflow & Approval
Portal
Reporting
PeopleSoft-delivered work centers pull
together system functions and features into
one place, making it easier for people to get
work done.
What’s Changing in Finance
PCard Reconciliation
Work Centers
Chart of Accounts Request
Chart of account change requests will be
within PeopleSoft, as an automated form and
process.
Budget Journals Adjustments
Budget Checking
Workflow & Approval
Portal
Reporting
Requests will be routed via workflow and
approval.
BPEL goes away.
What’s Changing in Finance
PCard Reconciliation
Work Centers
Budget adjustments will be done directly in
Commitment Control in the future.
Chart of Accounts Request
Budget Journals Adjustments
Budget Checking
Workflow & Approval
Portal
Reporting
Effects of budget journals will be immediate
within the Finance system and will process
overnight to HRMS and Student systems.
Updated journal process will allow $0 dollar
adjustments and will not require a reversal.
What’s Changing in Finance
PCard Reconciliation
Work Centers
Chart of Accounts Request
Budget checking on non-sponsored activity
will include the full chart string (not to
include the “Account” value).
Budget Journals Adjustments
Budget Checking
Workflow & Approval
Portal
Reporting
Will prevent usage of unplanned-for chart of
account strings and limit expense activity to
what has been budgeted.
(effective July 1, 2015)
What’s Changing in Finance
PCard Reconciliation
Work Centers
Chart of Accounts Request
Budget Journals Adjustments
Workflow and Approval has been improved.
All approvals will be configured to have a
more consistent look and feel across
transactions.
Budget Checking
Workflow & Approval
Portal
Reporting
There is an “Approval Work Center” that
brings together all transaction types for
primary and “pooled” alternate approvers.
What’s Changing in Finance
PCard Reconciliation
Work Centers
Chart of Accounts Request
The portal will be the mechanism for access
to all enterprise systems and related
information.
Budget Journals Adjustments
Workflow & Approval
Finance content in the portal at launch will
focus on procurement, travel, and a
replacement of the EFS message board.
Portal
Finance functionality will be added over time.
Budget Checking
Reporting
What’s Changing in Finance
PCard Reconciliation
Work Centers
Existing reporting database will be
retrofitted, with limited data changes.
Chart of Accounts Request
Budget Journals Adjustments
All Finance reports currently available in
UMReports will be brought forward.
Budget Checking
Workflow & Approval
Portal
Reporting
A new reporting work center will be
introduced. New tools (UM Analytics) are on
a separate timeline from the upgrade.
About the Student Upgrade
●
This is an upgrade for Student (CS), not a new system
○
○
○
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System improvements going from 8.9 to 9.0
Many at the University know the system well
Counterparts across the country have used 9.0 for years
Each functional area within Student has a Functional
Steering Committee
○
○
System campus representation on each FSC with one vote per
campus for decision-making
FSC members consulted with subject matter experts and
stakeholders on their campuses
What’s Changing in Student
Registration
Grad Planner
Registration
Grading
PeopleSoft
PeopleSoft
APLUS
APLUS
Grading
APAS
Grad Planner
APAS
What’s Changing in Student
Self-Service
Billing Dates
Payment Plans
Direct Deposit
The most significant change in the Student upgrade.
Moving from custom-developed applications to
delivered self-service (presented in the new MyU).
One Stop is not going away.
TOEFL
What’s Changing in Student
Self-Service
Billing Dates
Payment Plans
Direct Deposit
TOEFL
Billing cycle will change from every four weeks to
monthly and commence about three weeks earlier
(starting fall 2014). First billing due date is prior to first
payment to graduate assistants.
Graduate assistants will not be assessed
a late fee on the first bill.
What’s Changing in Student
Self-Service
Billing Dates
Payment Plans
Direct Deposit
TOEFL
Installment plan on student accounts no longer
automatic.
Students will need to opt-in to an installment plan (if
desired) and pay an installment fee.
What’s Changing in Student
Self-Service
Billing Dates
Payment Plans
Direct Deposit
TOEFL
Student refunding is moving out of HRMS Payroll into
FIN Accounts Payable, requiring a separate direct
deposit set-up.
Student workers will need to have
two direct deposit set-ups.
What’s Changing in Student
Self-Service
Billing Dates
Payment Plans
Direct Deposit
TOEFL
TOEFL test score data will still be stored in Campus
Solutions and available in HRMS to determine if an
applicant has the acceptable level of English language
proficiency for the teaching assistant program.
There is no change to this process.
Student Change Management,
Communications & Training
Faculty Go-To
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200+ staff identified for this advance
team
Designated resource for faculty
Understand changes coming for
faculty
Consult on tools and resources
needed
Be eyes and ears for faculty in their
units
Faculty Go-To Timeline
user acceptance testing
dry run participants
Invitation and survey,
finalize initial list
learning labs
complete recruitment
1. kickoff mtg
2. faculty preview mtg
forums/inservice/assembly
3. enhanced support orientation
email all faculty
Dept. meetings
profiles completed
faculty advisory group
DGS & DUGS
presentations &
messages delivered
TC Dean’s retreat
Senate committees
CRAD
FCC
Council on Undergrad Ed
Council on Grad Ed
About the HRMS Upgrade
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The HRMS Upgrade is more accurately a
reimplementation, requiring significant redesign of
business processes
In addition, we are implementing new functionality,
including:
○
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Electronic time and absence recording and approval
Integrated recruiting and hiring functionality
What You Will Learn About HRMS
•
•
•
•
•
•
•
•
•
Portal
Position Management
Recruiting Solutions
Appointment Structure
Benefits
Payroll Accounting
Electronic Time and Absence
Reporting Center
Training Plan
HRMS Framework
HRMS Process Flow Chart
Employee enters through myU Portal
Planning
&
Strategy
Talent
Acquisition
Position
Management
Create or
Modify
Position
Onboarding
No
Dept needs
to recruit?
Yes
Recruiting
Solutions
Recruit
Set up /
Maintain Appt
Job Data
(position
data)
Job Data
(position &
recruiting
data)
Enroll in
Benefits
Workforce
Management
Transition
Performance
Management
Separations /
Retirement
Absence
Management
Submit /
Approve
Absence
Time and Labor
Submit /
Approve
Time
Payroll / Payroll
Accounting
Non-employees:
Add a
Person/POI
Talent
Management
Enter Payroll
Distribution
Reporting Center
HRMS Data Cleanup
●
Data cleanup is a top priority between
now & this fall
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Data must be as accurate as possible
before conversion & implementation
We need the support of all colleges &
units to be successful
See the Data Cleanup schedule at:
https://sites.google.com/a/umn.edu/hrmsproject-work-stream/home/tools-andresources
HR Stars: User Support Advance Team
In each unit, HR Stars:
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Serve as positive, credible advocates for new system and processes
Receive training as unit “customer support” resources
Help colleagues navigate and troubleshoot system and processes
Are the “eyes and ears” for HRMS implementation in the units
Benefits
What
the Portal will be
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Unique professional development
opportunity
Local resource to support the unit
and the HR Lead
Status
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Over 100 Stars and growing
Regular meetings
Coordinated with other Advance
Teams
Points of Intersection
Points of Intersection
Shared Person Data
Entering and updating personal information via selfservice will be done in Campus Solutions for both
employees and students. The data then will be sent to
HRMS.
Also share processes:
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Duplicate ID resolution
Address cleaner
Bio/demo types
Points of Intersection
Student Refunds
Student refunding as a process will be initiated within
Campus Solutions and will message voucher
information to Accounts Payable within the Finance
system. A Single Pay Voucher in EFS will create a
payment.
Points of Intersection
SEVIS
HRMS 9.2 delivered visa page will be used by SEVIS
staff to enter International Student and Scholar data. It
will then synched with Campus Solutions.
Points of Intersection
Work Study
Custom HRMS processes are used to enter and
maintain Work Study Award Job Placements and Work
Study Item Type Splits. Then a custom process is run
that determines eligibility, records distribution or
earnings to the financial aid work study program, and
monitors award limits.
Points of Intersection
Graduate Assistant Tuition Benefit
A process is run in HRMS to determine eligibility,
calculate benefit amounts, and update the students’
records. This process is also supported by Third Party
Contract information that is entered into Campus
Solutions. These contracts contain maximum tuition
benefit amounts available to students.
Points of Intersection
Company UNS
Company UNS is used to pay non-service fellowship
awards to recipients of a fellowship funding under the
National Research Service Award (NRSA) program
sponsored by the National Institute of Health (NIH), the
National Health Service Corps Scholarship Program, or
the Armed Forces Health Professions Scholarship. The
data originates in Campus Solutions and is processed in
HRMS, and paid through payroll.
Points of Intersection
Payroll, Fringe and Student GL Journals
Pay and fringe are expensed on a bi-weekly basis as
part of payroll processing. Retro adjustments to pay
and fringe and student financial journals are processed
nightly. Resulting journals are messaged to the General
Ledger and processed as part of the GL Journal Voucher
and Posting processes.
Points of Intersection
Chart of Accounts & Budget
Chart of account values and valid combinations of
budgeted chart strings are sent to HRMS and Student
systems. HRMS refers to this information as Combo
Codes and Student refers to it as Item Types. Both are
used in preparation of accounting functions in the two
systems.
Points of Intersection
Payroll and Fringe Benefit Encumbering
Pay and fringe are encumbered on a nightly basis—the
resulting encumbrance journal is messaged to Finance
and recorded into commitment control ledgers as part
of the Budget Checking process.
Bringing it Together: Portal
Lori Lamb
What is the New MyU Portal?
What is the New MyU Portal?
What the
the Portal
Portal will
will be
be
What
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●
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An aggregator: a
centralized place to find
tools and information
The access point for
PeopleSoft systems
An easier, more
effective place to do the
work of the U
What the Portal won’t be
●
●
A space for new software
development
The umn.edu homepage
Additional Resources: New MyU Portal
Sneak Peek
What
the Portal will be
z.umn.edu/sneakpeekmyu
Project Website
z.umn.edu/portal
Position Management
Lori Mein
Position Management
Power of Position – New importance of position data
•
Position is the foundation, the heart of HR data and the starting
point for data integrity
Position data impacts several areas within PeopleSoft:
•
•
•
•
•
•
Recruiting Solutions
HR Appointment
Time and Labor
Absence
Benefits
Payroll Accounting
Position Management
What is
changing
What
the
Portal will be
What isn’t changing
•
Attributes must match with job data
•
Non-pooled positions
•
Attributes must match with all
employees in the pooled position and
with job data
•
Pooled positions
•
Reports To
•
Workflow approvals before posting
•
Position Review
•
Position data feeds to Recruiting
Solutions and to Job Data
•
Position Data Feeds to Job Data
•
Department Enters Position
•
Custom “front-end” goes away – direct
entry into Position Management
Position Management
• One position to one employee: When possible, represent
employee and position relationship through a one-to-one
association
• This relationship is a better match for Recruiting and
functionality for the future
• Supervisors must be in distinct positions
• It is permissible to have multiple head counts within a
position, as long as standards are followed
Position Management
Matching Attributes between
Position and Job Data
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•
•
•
•
•
•
•
•
•
Company
Standard Hours/FTE
Department
Full/Part-time
Location
FLSA Status
Job Code
Regular/Temporary
Union Code
Salary Admin Plan/Grade
Bargaining Unit
Business Title
Attributes to be entered and
modified in Job Data
•
•
•
•
Compensation Rate
Step
Employee Class
Pay Group
Additional Resources
Sneak Peek
What
the Portal will be
z.umn.edu/sneakpeekposition
Project Website
z.umn.edu/hrms
Recruiting Solutions
Laura Negrini
Recruiting Solutions
Overview
•
•
•
•
•
Same hiring process, different vendor
Full life cycle of recruiting functionality
Integrated solution
Heavy reliance on position data
5 key business processes:
–
–
–
–
–
Roles and Approval
Create a Job Opening
Search and Apply for Job Openings
Manage Job Openings and Applicants
Offer and Prepare for Hire
HumanResources
Office of
64
Business Process Summary
Create a Job Opening
Position number drives key data
elements
Template language to be used on
requisitions
Limited fields for entry
HumanResources
Office of
65
Business Process Summary
Search and Apply for Job
Openings
Look and feel is more user-friendly
Improved candidate experience:
• ‘Shopping Cart’ option
available
• Save searches
• Email when a search matches
applicant criteria
Searching for jobs more robust
HumanResources
Office of
66
Business Process Summary
Manage Job Openings and Applicants
Similar tracking process as we have today
Supports improved candidate experience:
• System notifications at various stages of application
• General correspondence throughout the hiring process
New functionality to manage interviews
HumanResources
Office of
67
Business Process Summary
Offer and Prepare for Hire
New and important functionality
Post online offer information
Supports candidate experience:
• Candidate can accept offer online
• Upload department specific offer
letter with additional offer details
Prepare for hire process incorporates
applicant and position data for entry
in to job data
Critical for ensuring data integrity
HumanResources
Office of
68
Recruiting Solutions
Analytics and Reporting
Robust recruiting dashboard
Number and status of requisitions
Number and status of applicants
Time to fill data
EEO data
HumanResources
Office of
69
Additional Resources
Project Website
z.umn.edu/hrms
Break
15 minutes
Appointment Structure
Kelly Krattiger
Appointment Data Restructuring Goals
•
•
•
•
•
•
Remove non-employees from key employment record
Simplify appointment structure
Use more delivered functionality and processes
Improve data reporting
Consistency of data input
Create a clearer definition of our organizational structure
73
Appointment
Support Records
Tenure
Single
Appointment Record
Outside Pay
Elements
Single Appointment
Additional
Pay
(e.g. Department Chair)
Compensation
(Institutional Based Salary)
Affiliate
Awards
Regent Awards
Faculty Pay (Base)
Overload
Administrative Augment
Increment
Lump
Sum
74
Multiple Appointments
• Valid multiple appointments
–
–
–
–
–
–
Multiple jobs can only add up to 1 FTE
UMP (different company)
Retiree (when they return to work)
Separate 12-month and 9-month appointments for one person
Truly distinct jobs
Separate duties requiring different reporting structures
• Discontinued multiple appointments
– Augments, increments, awards, overloads
75
Appointment
Support Records
Tenure
Multiple Appointment
Records (two reporting structures)
Faculty
Director
(12 Month)
(12 Month)
Compensation
(Institutional Based Salary)
Affiliate
Base
Administrative
Augment
Outside Pay
Elements
Additional
Pay
Awards
Overload
Lump
Sum
76
Defining Academic Administrators
Title
Administrative
Dean
X
Associate Dean
X
Assistant Dean
X
Faculty
Department Chair
X
Department Head
X
Director with Faculty Rank
X
77
Appointment Data: Contract Pay
• Move all faculty and P&A employees to contract pay
• Enables use of delivered functionality to pay employees and
store associated contract details
• Will assist in meeting NOA requirement
• Issue with prorating when appointment < 1 year
78
Appointment Data: Contract Pay
79
Appointment Data: Tenure
• Using delivered functionality, we can separate tenure
from the job record
• Accommodates multiple tenure
appointments/associations
• Start by storing status only
• Future examination of tracking functionality
80
Appointment Data: Tenure
81
Employee Classes
•
•
•
•
•
•
•
•
•
•
Faculty - Regular
Federal Benefits
Temp/Casual
Faculty-Contract
Professionals in Training
Civil Service
Faculty-Temporary/Duluth
Graduate Assistants
LR Clerical
Faculty-Visiting
•
•
•
•
•
•
•
•
•
•
Phased Retirement
LR Health Care
Faculty Adjunct/Clinical
Post Doc & Research Spec
LR Police
LR Trades
Academic Administrative
Residents/Fellows
Academic Professional
Research Specialists
•
•
•
•
•
LR Service & Maintenance
Academic Prof-Limited Ben
Student Employees
LR Technical
Non-Employee
82
Affiliates (Prototype)
83
Additional Resources
Sneak Peek
What
the Portal will be
z.umn.edu/sneakpeekappt
Project Website
z.umn.edu/hrms
Benefits
Shirley Kuehn
Benefits
•
•
•
•
Increased automation in processing benefits for new hires
Changes in UPlan file transmissions
UPlan COBRA notifications handled centrally
Online life events
Increased Automation in Processing
Benefits for New Hires
•
•
•
•
Manual processes eliminated
Reliance on accurate data
Health enrollment files are sent Monday evenings
PeopleSoft data is used for other processes that impact
employee onboarding
PeopleSoft Data Impacts Onboarding
Benefits
Business
Partners:
PeopleSoft Data
Medical,
Pharmacy,
Dental, Flexible
Spending,
Wellness, Life,
Retirement,
Disability
Employee Access
to Benefits &
Resources
Changes in UPlan File Transmissions
• Changing to a new file format: HIPAA 834 EDI
• Preferred and recommended by health vendors—creates
efficiencies
• Advantageous for when the University goes out to bid
with health vendors
• Other file efficiencies found
COBRA Notices Handled Centrally
UPlan COBRA Notices
need not be distributed
after the upgrade and
verifications will no
longer be needed.
What are Online Life Events?
• UPlan employees may complete some benefit changes
online
• Increased efficiency
• Births, adoptions, marriage, divorce & reduction of
insurance
Online Life Events
Online Life Events
Online Life Events
Online Life Events
Online Life Events
Online Life Events
Online Life Events
Online Life Events
Summary of Life Events
• Birth, adoption & marriage events are very similar
• Divorce events require documentation & review
• Reduction events allow coverage reduction or termination
at any time and applies to optional life and disability
coverage
• All online life events may be continued later or canceled
by the employee
Additional Resources
Project Website
z.umn.edu/hrms
Payroll Accounting
Kelly Krattiger
Distributions – 8.9
• Distributions are tied to appointment entry
• Each employee record has its own distribution(s)
103
Distributions – 9.2
• Distribution entry will be separate task from appointment
entry; can assign the work to two people
• Distributions can be at:
• Department (default if no other level defined)
• Position Pool
• Position
• Individual appointment
• Both tasks, appointment entry and distribution entry, still
occur in HRMS
104
Distribution Entry
APPOINTMENT-LEVEL Funding
Appointment
Overrides All
POSITION-LEVEL Funding
Position
Overrides Pool
POSITION POOL-LEVEL Funding
Position Pool
Overrides Dept
DEPARTMENT-LEVEL Funding
Data Flow
Request Direct
Retro – Front
End
Financial
Aid Data
Direct Retro
Transactions
Encumbrance
Trigger
Department
Budget Table
Update (PSFT)
Work-Study
redistribution
Custom
Additional Pay
Update page
Direct Retro
App Engine
Retro
Approval Front
End
Update Work-Study
Department
Budget Table
Encumbrance
Trigger
Distribution
Entry - Front
End
Additional
Pay Data
Payroll
Results
Pay Sheets
Encumbrance
Calculation
Custom
Payroll
Calculation
Process
Work Table
Pay
Distribution
Tables
Actuals
Distribution
GL Interface
(custom)
Encumbrance
Distribution
Transactions
Encumbrance Journals
Extension Data
Budget Retro
Distribution
EOP Publish
Fringe Rates
by Employee
Type
HR
Accounting
Line
Accounting
Line
Extension
Reformat
Budget Retro
Transactions
Mapping
Table(s)
Retro
Transactions
GL System
Update Retro
Distribution
(apply)
HSAs in 8.9 – Retros in 9.2
PeopleSoft has two types of retro distributions:
• Budget retro – occurs when making a historical
distribution entry change, i.e., the effective date of a
distribution change affects pay periods that have already
been expensed
• Direct retro – occurs when crediting a chartstring that
was used for an employee's salary or fringe transactions
and debiting a different one.
Retro Approval
Page
Update
Approvals
PeopleSoft
Retro
Transactions
Budget Retro
Transactions
Budget Retro Run
Control Program
Batch
Step 1
Budget Retro
Distribution
Approved
Transations
HR Accounting
Line
Format Header Record
For Budget Retros
Batch
Step 2
Budget Retro
Header Program
Batch
Step 3
Run Control program sets
parameters on Budget Retro run
control record
Update Actuals
Run Control
program
Batch
Step 5
Batch
Step 4
Program selects one approved
Retro Run Control ID at a time and
runs the Update Retro Distribution.
When all are processed the
program ends and the next step
(GL Interface) can run.
Update Actuals
Distribution
GL Interface
Adjustments
Adjustments
Pay Earnings
Distribution
Direct Retro Pages
Direct Retro Pages
Direct Retro Pages
Retro Program
(App Engine
Triggered by
Submit)
Retro Request
Page
Retro Approval
Page
Direct Retro
Transactions
Retro Request
Retro Request
Retro
Transaction
Request
PeopleSoft
Retro
Transactions
Update
Approvals
Direct Retro – A user can request redistribution of specific chart strings
that covers one or more pay periods. The transaction is requested on-line
and submitted to a batch process that runs immediately and posts the
retro transactions for approval or update on the next nightly run.
Additional Resources
Sneak Peek
What
the Portal will be
z.umn.edu/sneakpeekpayrollacct
Project Website
z.umn.edu/hrms
Time and Labor
Heather Kidd
Electronic Time and Absence Reporting
Implementation Goals
• Provide consistent, easily accessible time reporting,
approval, and routing across the University
• Fully integrate time and absence reporting into Payroll
• Provide better data and easier access to information
Electronic Time and Absence Reporting
What Doesn’t Change?
• Employees will report time and absences
• Supervisors will review timesheets and absence requests
for accuracy, and approve
• Unit Administrators will review time and absence
accuracy, and approve
Electronic Time and Absence Reporting
What Does Change?
• Time reporting, approval, review for accuracy, will happen
electronically
• Pay Entry will no longer exist
• Schedules will be established in T&L for exempt
employees
• Schedules are not needed for hourly employees
Electronic Time and Absence Reporting
What Does Change?
• Most pay will be driven directly from time reporting
(hourly), or job data (exception hourly and salaried)
• Pay not driven through time reporting will be entered in
Additional Pay
• Absence reporting will be integrated with time reporting
Hourly Timesheet
Elapsed Timesheet
Additional Resources
Sneak Peek
What
the Portal will be
Coming soon!
Project Website
z.umn.edu/hrms
Reporting Center
Lori Lamb
Reporting Center
What is it?
• Central place to display and organize enterprise level
reports within the new MyU Portal
• Direct access (links) to reports in multiple university
reporting tools as well as assistance to report users
Who is it for?
• Current UMN faculty and staff
Reporting Center Scope
Additional Resources
Sneak Peek
What
the Portal will be
z.umn.edu/reportingcentersneakpeek
Project Website
z.umn.edu/esuprdm
Training
Amanda Wolford
HRMS Training Plan
•
•
•
•
•
Blended approach; multiple tools
Audience focused
Community strategy
Business process vs. system process
Training Framework
HRMS Framework
Cross-Module Courses
Function
Content
Delivery Method
HR Leads
High-level process and
functions
ILT - Completed in
Mar/Apr
OHR staff
High-level process and
functions
ILT - Completed in
Apr/May
Position Management
Function
Content
Delivery Method
Supervisor/Manager
Position Management
Quick Course
Manage Position
Position Management
Tutorial
Manage Position
Position Description
Quick Course
Recruiting Solutions
Function
Content
Delivery Method
Applicants (int/ext/stud)
Search & Apply
Video/Job Aid
Cross-audience
Welcome to Recruiting
Video
Manage Hiring & Recruit
Post & Recruit
Tutorial
Manage Hiring & Recruit
Screen & Select
Tutorial
Manage Hiring & Recruit
Offer & Accept
Tutorial
Sup/Mgr, Search
Committee (includes
Interviewers)
Participating in the hiring
process
Tutorial**
**Planned for after go-live
Core HR
Function
Content
Delivery Method
Inquiry
Appointment Inquiry
Tutorial
Set Up/Maintain
Appointment
Add person/POI (e.g.
Affiliates)
Tutorial
Set Up/Maintain
Appointment
Appointment entry
retraining (Hire, Update,
LOA, Term.)
Curriculum
Payroll Accounting
Function
Content
Delivery Method
Manage Distribution
Understanding Payroll
Accounting
Quick Course
Manage Distribution
Combo Codes, ChartField
Strings, and Distributions
Quick Course
Manage Distribution
Distribution Entry & Retro
Distributions
Tutorial
Time & Absence Reporting
Function
Content
Delivery Method
Submit Time/Absence
(employees)
Submit Time/Absence
Separate Quick Courses
Review/Approve
Time/Absence
(Reports To)
Review & Approve
Time/Absence & Delegate
Tutorials
Administer Time/Absence
& Review/Submit Time
Unit Time/Absence
Administrator
Tutorials
Sup/Mgr,
Unit Time/Absence
Administrator
Train the trainer
Toolkit materials**
**Planned at go-live
Additional Resources
Project Website
z.umn.edu/esuptraining
Question & Answer
Conclusion
Thank you!