Town Meeting

1

• Town Meeting
• May 23, 2007

2
Agenda

• Access to Web ADI during Cut-over
• OASIS impact on HR/Payroll
• Current End-user Actions
• Questions

3
Access to Web ADI

• Correction
• Web ADI will not be available until July 11
  when the Oracle GL is available.

4
Background Info Positions Assignments
It would be helpful to know some HR terms that
are frequently used.
Position A role at the College with
specifically defined skills and responsibilities.
A position can have many incumbents (e.g.,
Custodians, Line Cooks, etc.) or one incumbent
(e.g., Director of Student Programs).
Assignment The relationship of an employee to
a specific position.

• Position
• Position Title
• Grade
• Position

• Employee
• Name
• Address
• SSN

• Assignment
• Assignment
• FTE
• Salary, Hourly Rate

5
Whats Changing
6
Fringe Rate Calculation

• Fringe will be calculated during the payroll
  process.
• The Fringe Rate is based on People Group (e.g.,
  exempt, non-exempt, faculty, temp) and Employment
  Category (e.g., regular benefits, regular-no
  pension, etc.).
• Employee information reported on PA form will
  drive the Fringe rate not the natural class.
• Fringe costs will be viewed as a separate line
  from salary costs on financial reports.

7
Fringe Calculation
Payroll Process identifies Fringe Rate to be used
No Fringe0
Yes
Fellow ?
No
Partial Fringe24.5
Yes
Statutory Fringe 9
ResearchAssociate B ?
Regular, lt 50 FTE Temporary (FT/PT)
No
No
Regular Benefits Eligible
No
Fully Burdened38
Yes
Regular No Pension
Yes
8
Employee Labor Schedules
Labor Schedules can consist of Entity
Organization Funding Activity
Sub-Activity Natural Class AND /
OR Project Task Award Expenditure Type
Organization
9
Auto-population of Natural Classand Expenditure
Type
Auto-Population is the automatic selection of a
natural class value(s) based on an employees
assignment(s).

• Auto Population rules are defined and maintained
  by the Payroll Office.
• Rules are based on employee attributes in HRMS,
  as defined by the Payroll Authorization (PA)
  form.
• Remember The fringe rate calculation is not
  based on the selection of a particular natural
  class value it is based on an employees
  assignment.

10
Labor Encumbrance

• Compensation for employees scheduled to GL
  accounts will be encumbered until Fiscal
  Year-End.
• Compensation for employees scheduled to PTAEO
  strings will be encumbered until end of validity
  of PTAEO.
• Encumbrance will be posted to GL and OGA based on
  existing Labor Schedules.

11
Labor Schedule Conversions

• Current Labor Schedules need to be converted from
  FAS accounts to new GL or PTAEO strings.
• Some FAS strings map to multiple GL / PTAEO
  strings.
• Budget Tool will be used to review and allocate
  Labor Schedules.
• Worksheets to be sent out to end-users on May 25
  and are expected back on June 8.
• Correct Labor Schedules will reduce the incidence
  of LADCs in the new Fiscal Year.

12
PA Form and Fringe Rates
Employee Status
This information determines the fringe rate,
benefits and appropriate natural class value.
13
New PA form
New GL string has 6 segments 25 characters New
OGA strings (PTAEO) have 5 segments 24
characters
14
Discoverer Retrofit
The following reports will be available in July,
based on the new GL and PTAEO chart strings

• HRMS.Actual Monthly Compensation (Non-Student)
• HRMS.Assignment Distribution
• HRMS.FYTD Actual Compensation
• HRMS.Labor Distribution Employee History

15
Discoverer Reports

• All Discoverer Reports based on FAS accounts will
  continue to be available for at least 1 year.
• All Discoverer Reports will be converted to GL
  and PTAEO chart strings over the next few months.
• Hyperion Reports with HR/Payroll and Labor
  Distribution data will eventually be available
  from the Data Warehouse.

16
Cut-over Deadlines

• PA forms containing FY 2007 or FY 2008
  information need to have old and new strings.
• Deadlines for submission of PA and LADC forms for
  FY 2007 is June 13, 2007.
• After cut-over, we will not be able to transact
  in old LD data.
• Student timesheets for last payroll for FY 2007
  are due on June 28, 2007.
• PA and LADC forms for FY 2008 must contain new GL
  / PTAEO strings.
• All timesheets for FY 2008 must contain new
  strings.

17
Questions on HR/Payroll?

• Questions?

18
End-User Actions

• What You Should be Doing Now
• Close any POs that should be paid for by the
  P-card in the future
• Review open POs and PO lines to ensure
  appropriate encumbrance amount for FY08
• Verify labor distribution mapping (May 25-June 8)
• Attend Training Classes (through mid-June)
• Participate in Acceptance Testing (May
  24-mid-June)
• Practice in Sandbox environment (available May 29)

19
Next Town Meeting

• Topics
• Support Model
• Expectation Setting for Go-Live
• Phase 2 Activities Whats Next
• Dates/Locations/Times
• Wednesday, June 13 (DHMC, Auditorium E) 10
  1130 a.m.
• Thursday, June 14 (Kellogg _at_ DMS) 930 11 a.m.

20
Question

• What topics do you feel most unfamiliar with?