Enterprise Resource Planning (ERP) Update

Transcription

1 Enterprise Resource Planning (ERP) Update Human Capital Management & Payroll Transition to Stanford Eric Shupert Shari Rubino Ramona Miahnahri September 2013

2 AGENDA What is it? Why the implementation? What are the benefits? Where are we right now? What are the major changes? Payroll transition to Stanford What happens next? 2

3 What is the ERP Project A Deployment Approach Non-Core & Customs Add on only when Core is stable Integration with additional systems Data Warehouse Additional Integration with Lab Systems New PeopleSoft or other software Delivered PeopleSoft (Core System Foundation) IT Infrastructure (Hardware, Operating System, Database Layer, etc.) Implement the Core Core HR, FIN and SCM Backbone of automated Business Systems Planning and Reporting Tool - Hyperion Robust IT Infrastructure In process of upgrading and replacing 3

4 Why Do It Control Assessments In 2009, Lab management reported concerns about adequacy of controls to DOE. Allowable Cost Audit for FY 2008, issued June the controls over contract charging are not adequate or effective Report cited many high risk findings related to our Financial System and General Ledger Allowable Cost Audit for FY2011, issued March 2012 we continue to note improvements in internal controls; however, despite completion of interim corrective actions, implementation of a financial business system must be accomplished to further strengthen internal controls 4

5 Why Do It ERP Background: Summary of Current State Business Process Finance, Supply Chain and HR processes are insufficient to meet lab s needs High level of manual effort required Lack of confidence in quality of data Business processes do not take advantage of current technology Technology Outdated software versions and patches not up do date Heavily customized systems, not meeting current needs Multiple sources of information Lack of integration Many shadow systems in use to meet Lab s needs 5

6 What Do We Get From It Standardized Processes Design business processes across user groups, using standard PeopleSoft, thus improving efficiencies and supporting future growth Incorporated Controls Design and incorporate controls to monitor processes, prevent or detect errors and support timely corrective actions Enhanced Reporting and Budgeting Consolidate, standardize, and streamline reporting from single version of the truth ; provide planning and what if capabilities to support the dynamic Lab Leveraged Technology Minimize manual activities and eliminate multiple instances of the same data These outcomes will transform the way SLAC does business, facilitating growth in major projects and WFO, improving planning and reporting capabilities, thus enabling the Lab s strategic agenda

7 HR Implementation & Payroll Transfer to SU Where are we right now? July 2013 Complete fit gap September 2013 Complete configuration and system build November 2013 Complete User Acceptance Testing November 15th Go or No Go Decision Date December 2013 Begin employee and manager training December 16, 2013 HR and Payroll GO LIVE! 7

8 Changes to HR System 8

9 Access to HR System MyHR for Employees View Salary Info Change of Address Change of Marital Status Change SLAC911 Update Ethnicity View/Initiate Online I-9 Forms Request All Leaves (Vacation, PTO, Sick, etc) Request Training Courses Phase II

10 Access to HR System MyHR for Managers View Direct Report Employee Information - Years of Service - Salary - Job Classification Initiate Transfers Approve Leave Requests Add/Delete Members to Matrix teams (in PS, not in SID) Initiate Classification & Salary Review Request Phase II 2015 View and Assign Training Information Phase II 2015 Approve Employee Training Requests Phase II

11 Categorizing People at SLAC Person Model Clear definitions / categories EMPLOYEE (EMP) Regular Employee Casual Employee Temporary Employee Fixed Term Employee Faculty Grad Student Post Doc Student Research Associate Paid Visitor Paid Interns GEM Student Summer Student Youth Opp Program Ashley Intern CONTINGENT WORKER (CWR) Stanford University Employee including joint faculty Agency Worker Personal Service Agreement Sub Contractor Consultant SULI (Summer student program) PERSON OF INTEREST (POI) User (scientific) Affiliate Visitor DOE Emeritus Department Associate SLAC Alumni Unpaid Student Intern 11

12 How We Manage Time Off Leave will now be entered in PeopleSoft (MyHR) Manages ALL Leave/Time Off Transactions for ALL SLAC Employees - except disability leave Leaves are no longer managed in iat or FAMIS - Creates a central repository to assist Managers/HR All leave hours will be READ ONLY in iat & FAMIS Replaces all other leave request systems Access to real-time accruals & forecasted leave balances 12

13 How We Manage Time Off Pay Period with Leave (Entered in MyHR) ** MyHR will migrate into iat / FAMIS every 15 minutes. Note: Migration will not happen when both systems are open. iat/famis must be closed in order for information to migrate. 13

14 How We Manage Time Off Pay Period without Leave 14

15 MyHR Leave Do s: Do Initiate leave requests in a timely manner - Get out of the practice of waiting to the last minute! - Best practice: Enter all known leave requests (MyHR) as soon as you are aware Update timesheets (iat/famis) with worked effort - once a week (Exempt), - once a day (Non-Exempt, BU, Hrly) Do Account for all lag times: - Supervisor Approval process takes time - 15 minute lag time to migrate into timesheets 15

16 Absence Management Do s: Supervisors: - Get in the habit of logging into iat, FAMIS & MyHR at least ONCE a week to accomplish YOUR tasks in a timely manner: Review & Validate all timesheets (iat/famis) Review & Validate all Leave Requests (MyHR) - Require your direct reports to enter their leave requests in advance! 16

17 Absence Management Do Not s: Do Not Wait until the last minute - Supervisors must approve all requests before they can migrate into your timesheet - There is a 15 minute lag after request is approved; delays the process even further Do Not Have both systems (MyHR & iat/famis) open at the same time - Leave will not migrate into iat/famis when open 17

18 Organization Code Structure Organization Codes AM Current Future Directorate Division Department Sub Department 18

19 Why Transition Payroll to Stanford?

20 Why Transition to Stanford? Reduce risk Streamline procedures/greater efficiency Planned for calendar year 2014: A few months before full execution of Project Delta Coincide with the start of a new tax year. Will allow us to issue 2013 W-2 forms from the SLAC payroll system Cleanly house all 2014 information in the Stanford payroll system.

21 How You Will be Impacted? What We Know for Sure Self-Service Features Using SU's Portal : View Direct Deposit Advice (Paycheck Stub) Make Tax Withholding Elections (W-4, DE-4) Add/Change Direct Deposit instructions Beginning Tax Year 2014: View/Print W2 SUNet ID required Two-step authentication Communication sent to Stanford Option to forward to SLAC Live Payroll Checks Must be picked up during specific dates/times 21

22 THANK YOU 22