September 25, 2014
SPUG Webinar
North Carolina
Office of the State Controller
Kate B. Smith
Business Systems Analyst
September 25, 2014
2
What would I do without
EPI-USE?!?
How the North Carolina Office of the State
Controller (OSC) uses EPI-USE’s Query
Manager, Data Sync Manager, and Variance
Monitor solutions
3
Kate B. Smith
Business Systems Analyst
• 8 years at NC OSC
• 3 years at NC Department of Transportation
• SAP Time Management
 Configuration
 Highly customized schema
 Integration points with PY, PA, and OM
• EPI-USE lead
• Liaison with Kronos project at NC DHHS
• Kate.smith@osc.nc.gov
4
North Carolina
Office of the State Controller
• Linda Combs, State Controller
• Independent Agency
• 226 Employees
• Manages 14 Enterprise Programs
 Accounting & Financial Reporting
 Risk Mitigation & Internal Controls
 SAP HR/Payroll
• http://www.osc.nc.gov/
5
BEACON
• SAP HCM Implementation
• PA, OM, Benefits, Time Management,
Payroll, ESS, MSS
• ECC 6.0 EHP6 (Spring 2014)
• Support Resources
 33 technical
 4 training
• Operations Resources
 18 Call Center
 40 operations
6
A Typical Scenario…
• Employee reports pay issue
• Tier 1, Tier 2, Tier 3, Tier 4 (Production
Support)
• Root cause determined, solution proposed
• Unit test, control test, regression test
• Communicate impacts
• How many employees are affected?
• When can it be fixed?
• What is the impact to paychecks?
7
OSC Scenario
• Issue: An employee has an Overtime Comp
accrual that is used to repay a leave liability,
and an Overtime Comp expiration on the
same day, resulting in an incorrect net
accrual to Overtime Comp.
• It’s a very specific logic issue, but…
• We had the entire scope and
impact of the issue determined in
a day using the EPI-USE tools!
8
EPI-USE Tools
• Query Manager (QM)
• Data Sync Manager (DSM)
• Variance Monitor (VM)
http://www.epiuse.com
9
Query Manager (QM)
• Custom reporting tool
• Report on:





Infotypes
Configuration tables
Text tables
Time Evaluation results
Payroll results
• Development resources are not required
• Easy user interface for report design
• Standard ALV reports
10
11
12
Query Manager (QM) @ OSC
• Functional Team
 Identify population impacted by an issue
 Identify special populations for testing
 Create monitoring reports for Operations staff
• Operations Staff
 Run monitoring reports
13
14
Benefits of QM @ OSC
• Real-time report design
• Real-time data access
• Less dependence on Development
resources
• Quick turn-around
• In house custom reporting solution
• “I can design a query for that!”
15
Data Sync Manager (DSM)
• DSM Object Sync
• Copy HCM & transactional data from
Production system to non-Production system
• Copy via file import/export and/or RFC
• Full or partial copy of an employee
• Single or multiple employees
• Clone employees
• Sensitive data scramble/conversion
16
17
18
Data Sync Manager (DSM) @ OSC
• Most highly used EPI-USE tool
• Functional Team





Review issues in a non-production environment
Quickly generate test data or scenarios
Capture test scenarios for re-use
“Save” before picture of a scenario
Estimate payroll impact for a fix
• Operations Staff
19
 Review issues in a non-production environment
 Validate work around scenarios in a non-production
environment
 Set up data for Production Support to review
Benefits of DSM @ OSC
• Quickly produce test data on non-Production
systems
• Empower Operations staff
• Determine payroll impact before a solution
hits Production
• “Have you sync’d that person into
E1Q?”
20
Variance Monitor (VM)
• Quickly highlight variances in HCM data
 Payroll data
 Time Evaluation results
 Master data
• Set tolerance level for variances
• Compare period over period results in the
same system or period to period results from
different systems
21
22
23
Variance Monitor (VM) @ OSC
• Currently expanding use of this tool
• Functional Team
 Control testing
 Regression testing
 Data stamp validation
24
Looking Ahead…
• QM
 Provide reports to greater user base?
• DSM
 Routine refreshes of selected data sets?
 Incorporate larger DSM suite – HR Planning Mass
Copy, Client Sync, System Builder?
• VM
 Further integration into testing processes
 Expand use to other functional areas
 Use of VM for support pack testing and validation
25
Experience with EPI-USE
•
•
•
•
•
•
•
•
26
All three tools are transactions (/n/use/qm)
Introduced and upgraded via the transport
process
Regular upgrades/releases
Admin functions allow greater control and
customization of tools
Product documentation available via their
website (using customer log-on)
Help tickets submitted online
User group community for QM
Consistently provide excellent
customer support!
North Carolina
Office of the State Controller
Don Childrey
Business Systems Analyst Manager
September 25, 2014
27
Don Childrey
Business Systems Analyst Manager
• 8 years at NC OSC
 SAP HR-PY implementation
• 16 years at NC Department of Transportation
 SAP FI-PS implementation
 Engineering
• Don.Childrey@osc.nc.gov
28
Affordable Care Act
Reporting Support
How the North Carolina Office of the State
Controller (OSC) Is Preparing To Meet ACA
Reporting Requirements
29
ACA Requirements Reference
• SAP notes
1910650 - BEN: FAQ about Affordable Care Act (PPACA)
Suggestions for how to use standard SAP to measure time, manage
eligibility, and handle enrollment. (Jan 8, 2014)
2060131 - Announcement Note for Information Reporting for
Employer Sponsored Coverage and Minimum Essential
Coverage
SAP plans to release a new report for the IRS forms in August 2015.
(Sep 1, 2014)
• IRS Form instructions
http://www.irs.gov/pub/irs-dft/i109495c--dft.pdf
Instructions for Forms 1094-C and 1095-C (draft, as of Aug 2, 2014)
30
Policy decisions made by NC Office of
State Human Resources
• 12-month Initial Measurement Period starting first of the
month following date of hire or rehire, with corresponding
Stability/Coverage Period
• 12-month Standard Measurement Period of Nov 1st through
Oct 31st, with corresponding Stability/Coverage Period of Jan
1st through Dec 31st of the following year
• Plan enrollment to be administered by a third party vendor,
with direct pay by employee and employer costs billed to
individual agencies (not to our centralized Payroll system)
31
NC OSC Solution
• Configure a custom infotype to store:
• Measurement Period dates
• Initial assessment of eligibility
• Stability/Coverage Period dates (first year)
• Measured hours per week
• Stability/Coverage Period dates (additional year)
• Custom programs to automate creation of the infotype
records, measurement of hours, report of measured results
• Manual process for making offer to employees
• Enrollment data to be brought back into our centralized Payroll
system to support IRS reporting
32
Example of custom infotype
33
Example of custom infotype
34
Example of custom infotype
35
Example of custom infotype
36
Example of custom infotype
37
Overview of NC OSC ACA Process
Within SAP System
Hire Process
Captures:
- Hire/transfer Date
- ACA Expectation
Calculation
Program
BN Plan:
ACA Min Value
Enrollments
Infotypes
Program
to create
infotypes
IT9701
ACA IMP
Tax forms
IT9701
ACA SMP
Reports
IRS
Form
1095C
Eligibility
file
Offer
to EE
ER Cost
Billed to
Agencies
EE enrolls and
Paper
38
pays directly
Vendor
Questions?
39
Thank You
for Participating!