Final Cutover Planning for DHHS

1
Final Cutover Planning for DHHS

• DHHS Human Resources
• February 14, 2008

2
Agenda

• Timeline - Paula
• Cutover information Paula
• Organizational Structures - Elaine
• Security - Elaine
• Communication - Belinda and Annis - HR Manager
  letter- ESS/MSS - Payroll Stuffer/Go Live
  checklist - Timekeeper role
• Training Barb
• Analyst Forum - Paula

3
Timeline
4
Manual Data Spreadsheets

• TM0007 Work Schedules
• TM9000 Time Controls
• TM9901 Alternate Calendars
• GARNISH Garnishments (done by payroll)
• SAVINGS 403B Savings (done by payroll)
• EMPINFO Employee and Temp Data
• Miscellaneous Data spreadsheet
• Employees not Paid in Beacon but have a Beacon
  role
• Work Against Verification
• Employees on ST Disability paying State Health
  Plan
• Dual Employment Employees
• TM 2013 Leave Balances
• TM 2002 Comp Time balances

5
PMIS Action Deadlines

• All employee actions effective through March 1
  must be entered and approved in PMIS by 6pm Feb
  29.
• Employee actions with an effective date of March
  2 and beyond should be held and approved during
  the period March 3 20.
• All converted employee data will have a Beacon
  start date of March 1
• March employee actions entered into PMIS during
  March 3 - 20 will be re-entered into SAP by BEST
  (minimum required data only)
• Agencies are responsible for additional data
  entry in SAP (such as education) after April 1.
• Keep track of your changes to verify they were
  re-keyed
• After March 20, hold all employee actions until
  go-live and enter into Beacon with a start date
  of April 1

6
Additional Notes on PMIS data

• All positions will be converted with a Beacon
  start date of July 1, 2007.
• Both filled and vacant positions will be
  converted
• Employees who separated since Dec 1 will be
  converted in a withdrawn status.
• LOA and other special cases will be placed in
  inactive status
• Coordinate with your agency budget office and
  your OSP rep to empty the approval pending
  queues. Only fully approved actions can be
  converted.
• An edit has been added to PMIS to prevent actions
  with an effective date after April 1.

7
Data Scrub in PMIS

• Lessons learned from Group 1
• Supervisor Position Number in PMIS
• FLSA status in PMIS
• LWOPs dangling, reasons, etc. in PMIS
• Flat Rates convert to official grade or band if
  at all possible
• Work Againsts Job Share or Reallocation
• Temps should be hourly in PMIS
• New Hires mailing address in PMIS
• PMIS actions done in March PMIS comments

8
Central Payroll Changes

• The following employee information will be pulled
  from Central Payroll files at 6pm Feb 29.
• Employee permanent address
• Employee recurring deductions
• State and Federal withholding exemptions/amounts
• Bank details
• Changes made in Central Payroll during March must
  be re-entered into Beacon by the agency at
  go-live.
• Additional information will be forwarded in March
  to payroll administrators about special
  conversion payroll processes.

9
Technical Readiness

• Final Technical Check
• Do core user computers meet minimum requirements?
• Is the GUI and other software installed
  correctly?
• Can remote users connect?
• Can you print?
• Do all core users have an NCID?
• To save BI reports to Excel, need 2003 version or
  higher.
• NCID needed for all users for ESS/MSS access
• Users will be asked to authenticate to Beacon
  prior to April 1
• Instructions will be in the Employee ID card
  mailing

10
Plan for First Temp Payroll

• Time entry for temporaries paid on biweekly cycle
• Neither temporary nor permanent employees will
  have access to ESS to key time worked until April
  1.
• Time for the first biweekly cycle affecting group
  2 agency temps must be keyed directly into Beacon
  by the agency time administrators.
• This biweekly cycle covers time worked March 8
  March 21 with payment being made on April 4.
• Time administrator role security will be
  activated on March 17.
• Time worked by temporaries from March 1 March 7
  should be paid through Central Payroll.
• There is a special transaction in Beacon that can
  be used to enter pre-SAP earnings if needed.
  This transaction is available only to the Payroll
  Administrator role.

11
Agency Contacts

• Each division/facility can identify one core
  staff member who will be responsible for
  reviewing the cutover results. Beacon will give
  these users early access to production through
  their assigned display roles.
• Send name to Paula Woodhouse by February 20th.

12
Post Go-Live Tasks

• Agencies will manually complete some infotypes
  after Apr 1.
• Complete before first payroll processing deadline
• 0001 Contract Field Retiree
• 2001 Absences LOA
• 2003 Substitution (for employees on LOA)
• 2010 Employee Remuneration Info (for employees on
  STD with
• approved DIP-3)
• 0613 Absence Donation (VSL Donated)
• 0696 Absence Pools (VSL Received)
• Complete by May 15
• 0040 Objects on Loan
• 0795 Certifications/Licenses
• 0032 Internal Data (for company car)
• 0019 Monitoring of Tasks (reminder dates)
• 0022 Education
• 0006 Addresses
• 0041 Date Specifications (RIF notification)
• 0024 Qualification

13
Post Go-Live Tasks

• Complete as needed
• 0102 Grievance/Warnings
• 0052 Wage Maintenance (range revisions)
• 9015 Charge Objects
• 9025 Vacancy Posting Data
• 0077 Additional Status - Military (needed by Aug
  30 or prior to employee using military leave)
• All data conversion error corrections affecting
  payroll need to be made prior to the first
  payroll processing deadline.
• Other error corrections, catch-up entries for
  time, and other one-time payroll adjustments due
  to the conversion should be entered as soon as
  possible or no later than May 15.

14
Access to PMIS History

• April 1, BEACON Group 2 users will be
  transitioned to view only security, in addition
  to Group 1 agencies
• PMIS will remain available as view only for
  BEACON agencies until Data Migration project
  concludes
• PMIS will remain operational, as today, for
  non-BEACON agencies

15
Business Processes

• Lessons Learned from Group 1
• Break down the silos among Benefits, Payroll and
  Human Resources
• Rethink your New Hire and Separation processes
• Gather all necessary data before starting actions
• Work an action from start to finish
• Dont skip infotypes
• Bi-Weekly to Monthly and vice versa
• Work actions as soon as all data is available
• Rethink individuals with multiple workflow roles
• This will be discussed in depth at the Analyst
  Forum

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17
http//www.dhhs.state.nc.us/humanresources/beacon_
ess.htm
18
ESS/MSS

• Review ESS/MSS on-line tutorials provide
  feedback using feedback form which will be
  e-mailed to you
• Review ESS/MSS Overview Presentation a
  PowerPoint presentation will be sent via e-mail
  to HR Managers asking for feedback by February
  20, 2008
• Based on feedback, we will develop additional job
  aids
• Free mail information will be simplified and
  posted on our website
• PC 101 course content will be delivered to
  Staff Development in early March

19
Questions

• ?