Pittsburg State University ERP Vendor Demonstration Scripts Human Resource & Payroll

Transcription

1 NOTE TO VENDORS: The following list of functionality is not exclusive. Vendors should be prepared to demonstrate other functionality included in the base product that is not specifically identified below. Vendors should also be prepared to demonstrate best practices when applicable. We realize there is more information below than you may be able to cover in the allotted time, however, it is important adequate time be available for HRS and IT staff presentations, and that you present information to provide the audience with an understanding of the functionality of your solution. There is duplication in some questions. Please do not duplicate information unless further clarification is requested by the audience. The audience for Section 3 will be the campus. The audience for all other section of the presentations will be Human Resource Services and Information Technology staff although there may be others from the general campus population that attend certain sections as well. 1. Position Management (Audience: HRS & OIS Staff) (15 minutes) A. Demonstrate position management, including: a. Create new position. b. Change position data, including title and work schedule. c. Track position data changes. B. Demonstrate how to associate position data with bargaining unit and governance unit. PSU has 3 bargaining units (Faculty, University Police and Service/Maintenance) and 3 governance units (Classified Senate, Faculty Senate and Unclassified Staff Senate). C. Demonstrate how to establish and maintain job classes that may include pay rate ranges by job class, rates and/or steps within each class. D. Demonstrate how your solution would allow multiple position titles per employee, including but not limited to classification titles, working titles and administrative titles and functions. For example, the Provost and Vice President for Academic Affairs has the official title of vice president the working title of provost and vice president and also holds rank in an academic department of professor. E. Demonstrate how your solution handles employees that are on multiple part time positions, such as students. F. Volunteer /Courtesy Appointments Demonstrate your solution s ability to hold data on individuals not employed by PSU that need access to PSU services (telephone, , listed in directory). 2. Demographic Information & Employee Movement (Audience: HRS & OIS Staff) (1 hour) PSU must appoint new employees, process employee movement and actions for current employees, and manage demographic information in the solution. Most full time employees will only be hired on one position. However, student employees, graduate assistants and temporary employees may be hired on multiple positions. Some employees (both full time and part time) may be hired in or associated with multiple departments. A. Demonstrate how a new employee record (new employee s demographic information) can be entered into your solution. B. Demonstrate how the employee will be associated to the position or job record. \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 1

2 C. Demonstrate how HRS would enter data in your solution for the following employee movement actions: 1. Reappoint a current employee. 2. Transfer an employee to another position (e.g. employee transfers from 9 month faculty position to 12 month administrative position) and indicate an employee s last day at work. 3. Place an employee on a leave with pay (e.g. administrative leave). 4. Place an employee on a leave without pay. 5. Terminate or retire an employee. D. Demonstrate how an existing demographic record can be updated by HRS (such as address, spouse, etc.). E. Demonstrate your solution s ability to set up, track and manage multiple employee identification fields (such as PSU ID, SOK ID, SSN) that are required to interface to other software solutions. F. Demonstrate your solution s ability to set up, track and manage multiple name fields for an employee (preferred name, professional name). G. Demonstrate your solution s ability to set up, track and manage multiple dates fields (e.g. State Hire Date, Length of Service Date, PSU Begin Date, PSU Pin Date, Retirement System Eligibility Date, VTSA Eligibility Date, I 9 Date, Work Authorization Expiration Date, Background Check, etc). H. Demonstrate how your solution would account for breaks in service dates. I. Demonstrate the ability to handle future dated transactions for employee movement and the process that will flag the transactions as active after the effective date has passed. For example, employee will be promoted from Instructor to Assistant Professor at the beginning of the new academic year (August). This promotion is approved the preceding May. 3. Employees, Department Timekeepers, Supervisors and Department Heads (Audience: Campus) (Time: hours) The purpose of this presentation will be for all employees of Pittsburg State University to understand how a new Human Resource Service solution will affect them as an employee and as a supervisor/manager. This presentation should demonstrate the ability for employees to update and/or view demographic information, payroll, compensation and benefits information, employee management information and time and leave reporting. Employee management could include your performance review and position history. A. Demographic Information 1. Demonstrate how an employee can update demographic information (address, phone numbers, spouse, and emergency contact data) and set directory preferences (i.e. display home address, cell phone, etc. or keep private). Demonstrate how a supervisor/division head can view information for employees under their supervision and the types of demographic information they can view. 2. Demonstrate how an employee can view professional data and employment history (job titles, dates in positions, position description, tenure date, promotion dates, degree information, training etc.). Demonstrate how a supervisor/division head can view information for employees under their supervision and the types of professional data and employment history they can view. 3. Demonstrate your solution s ability to set up, track and manage professional data for employees such as degrees, tenure, promotion data, sabbatical leave data, leave without pay data and other academic leave types. 4. Demonstrate your solution s ability to track employee training and certifications. \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 2

3 B. Payroll / Compensation / Benefits Information 1. Demonstrate how an employee can view current and historical payroll data (paycheck information), total compensation and deductions and withholdings. 2. Demonstrate how an employee can change tax withholding and direct deposit banking information. 3. Demonstrate how an employee can view current and historical benefits information (health insurance, retirement, united way contributions, etc.). 4. Demonstrate how an employee could use the solution to perform a what if payroll calculation for future paychecks (e.g. the employee changes W 2 allowances or filing status). 5. Illustrate an on line pay statement that lists taxes, deductions, benefits, multiple direct deposits, as well as the cost of employer fringes. 6. Illustrate year to date payroll data, including all of the items illustrated in the on line pay statement. 7. Demonstrate how an employee can view the maximum contribution to a voluntary tax sheltered annuity plan. 8. Demonstrate how a former employee would access payroll information (e.g. pay statement and year to date information). C. Performance Reviews / Position Descriptions / Employee Movement 1. Demonstrate how an employee and/or supervisor can complete an annual performance review and view previous performance reviews. 2. Demonstrate work flow with the performance review process. Include an example of an employee with two supervisors (shared position). 3. Demonstrate how an employee and/or supervisor can complete and/or access position descriptions. 4. Demonstrate how a department timekeeper or supervisor would initiate the following employee movement actions: a. Appoint a new employee. b. Reappoint a current employee. c. Transfer an employee to another position (e.g. employee transfers from 9 month faculty position to 12 month administrative position). d. Indicate a last day worked for temporary employees and students. 5. Demonstrate work flow with employee movement (appointing a new employee, reappointing a current employee, and transferring an employee to another position). D. Time and Attendance The current time entry and leave system is designed to process time worked and/or leave(s) taken by nonexempt employees. All time paid (time worked, including overtime as applicable, + paid leave + unpaid leave time) for non exempt employees are entered in the current system by department timekeepers, and summary data is extracted at the end of the pay period for upload to the Payroll system. Exempt employees report leave taken (paid or as applicable, unpaid) in the current system. These reported hours are processed through payroll resulting in the production of paychecks (or direct deposit notices) for the employees. 1. Demonstrate how an employee would: a. Request future time off. b. Enter time worked and leave taken. c. View available leave balances. 2. Demonstrative how a supervisor would: \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 3

4 a. Approve requests for future time off. b. Approve time worked and leave taken. c. View available leave balances for employees under their supervision. 3. Demonstrate how a department timekeeper would be involved in entering time worked and leave taken, including viewing available leave balances. 4. Demonstrate work flow with requesting future time off and entering time worked and leave taken. 5. Demonstrate how the employee, department timekeeper or supervisor would change requests for future time off or time worked and leave taken after it has been entered and/or approved. 6. Demonstrate how time worked and leave taken can be entered on mobile devices. 7. Demonstrate how leave balances and utilization history are maintained based on time and/or status of the employee for vacation leave, sick leave, military leave, jury duty, funeral leave and other paid leave used in accordance with University policies. 8. Demonstrative how your solution prevents employees from using leave before it is earned or using leave codes that are not available. 9. Demonstrate how your solution addresses leave with time restriction for employees use (e.g. discretionary day lost if not used by December 14th). 10. Demonstrate how your solution would notify an employee and supervisor when the employee is at the maximum accrual (e.g. the maximum accrual for vacation leave is 304 hours, and an employee who is at the maximum accrual will not continue to earn vacation leave). 11. Demonstrate how your solution: a. Assists the employee or department timekeeper in identifying the correct time work or leave taken code to use. b. Notifies employee or department timekeeper if the wrong leave is entered. c. Notifies the employee or department timekeeper if the employee does not have adequate leave balances for the leave type entered. 12. Demonstrate how your solution would monitor and issue alerts to employees, department timekeepers and supervisors when an employee exceeds their weekly or annual maximum of work hours (e.g. students are limited to working 20 hours per week when classes are in session and working 40 hours per week when classes are not in session). E. Reports 1. Demonstrate delivered reporting tools, metrics, dashboards and any other analysis tools that an employee, department administrative assistant/timekeeper and supervisor/department head will have available. 2. Demonstrate how an employee, department administrative assistant/timekeeper and supervisor/department head would create a report, including printing and exporting to Excel or other file format. 3. Demonstrate how reports can be modified by an employee, department administrative assistant/timekeeper and supervisor/department head without IT/programming assistance. 4. Compensation (Audience: HRS & OIS Staff) (45 minutes) PSU employs five categories of employees: 1) student and graduate assistants; 2) non benefits eligible classified employees; 3) non benefits eligible unclassified employees; 4) benefits eligible classified employees and 5) benefits eligible unclassified employees. There are separate compensation rules for each group of employees. Benefits and other deductions also vary by groups. \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 4

5 A. Demonstrate how your solution handles multiple pay systems (e.g. classified employees are paid based on pay grades and steps; unclassified employees are paid individual rates, most student employees are paid minimum wage with an increase on their anniversary date, etc.). B. Demonstrate how your solution would address the following (University Support Staff salary increase): A classified Facilities Specialist is paid on pay grade 21. The beginning rate is $15.03 per hour based on the first step of the pay matrix. This job class also gets $.30 per hour trades retention incentive which is not included in the pay matrix. The employee receives a 2% increase. The 2% increase is calculated on the hourly rate + $1000 longevity (e.g. $15.03 * = $32, * 2% = $32, / 2080 = $15.82). C. Demonstrate how your solution handles employees paid from multiple funding sources. D. Demonstrate how your solution handles overloads payments or extra duty compensation for full time employees. For example, Mary Nightingale is on a 1.0 FTE position in nursing. Mary also works for the Health Center part time on an as needed basis. Demonstrate how she would be paid for this extra duty. E. Demonstrate your solution s ability to make a global change to compensation (e.g. 2% increase for all classified employees). F. Demonstrate how salary data can be loaded from a spreadsheet. G. Demonstrate how HRS would apply multiple increases on one calendar day (e.g. COLA and Step Increase for an employee effective on 6/8/2014). H. Demonstrate the ability to handle future dated transactions for salary changes and the process that will flag the transactions as active after the effective date has passed. For example, HRS enters salary changes in May that are effective in June. I. Demonstrate how leave payouts at separation or retirement are processed (e.g. employee who retires receives a lump sum payment of 240 hours vacation leave and 480 hours sick leave). 5. Benefits and Deductions (Audience: HRS & OIS Staff) (1 hour) Employee benefits and deductions from paychecks are generally entered into the system and managed by HRS. The following section is intended to demonstrate actions required of HRS to finalize benefit and deduction information in the solution so that it is ready for payroll processing. A. Demonstrate how benefits and deductions are set up and maintained in your solution. Benefits and deductions may be pre or post tax, may count or not count towards grosses, and may be ongoing or onetime only. They may also have specific effective dates. B. Demonstrate how HRS can change tax withholding for employees. C. Demonstrate how your solution handles identification of eligibility for retirement plan enrollment, including the following components employee category and length of service. (Currently, there are 3 different retirement plans: KBOR, KPERS & KP&F. Within KPERS, there is Tier 1 and Tier 2.) D. Demonstrate your solution s ability to make a mass change to the benefits (e.g. change the dental code for all affected employees from XXXXXX to YYYYYY). E. Demonstrate how benefit summaries and total compensation statements are created for employees and provide examples of these documents. F. Demonstrate the ability to handle future dated transactions for benefits and deduction effective dates, and the process that will flag the transactions as active after the effective date has passed. For example, retirement plan X has a one year waiting period before membership eligibility. HRS needs to set up a retirement deduction that will become effective in one year. \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 5

6 G. Demonstrate the creation and maintenance of the following: 1. Pre tax deductions (e.g. 403(b)), flex spending accounts, health insurance). 2. Flat dollar amount deductions (e.g. parking & United Way). 3. Deductions based as a percent of selected earnings types (e.g. KBOR retirement employee contributes 5.5% of salary; employer contributes 8.5% of salary). 4. One time deductions or one time overrides to deductions. 5. Deductions based on full time salary instead of actual salary (e.g. the KBOR retirement contribution for employees on phased retirement is based on their full time salary instead of their actual salary). 6. Ability to establish start/stop dates for deductions (e.g. United Way, Flex). 7. Ability to establish a maximum contribution for a deduction and automatically stop the deduction when the maximum is reached (e.g. garnishment, United Way contribution of $10 per pay check with $100 maximum). 8. Ability to set up future effective date for deduction (e.g. health insurance effective 1/1/2014). 9. Ability to double deduct group health insurance in the spring using multiple start and stop pay dates (i.e Option One = 6 deductions, Option Two = 4 deductions, Option Three = 2 deductions). H. Demonstrate how the solution handles garnishments, wage assignments, tax levies, or child support: 1. Prioritization of deductions. 2. Calculation of correct amount to "back into" required net pay. 3. Entry of limit or maximum deduction amounts. 4. Simultaneous multiple garnishments. 5. Percentage of disposable income or net pay needs to be definable. 6. Retention of garnishment/wage assignment history. 7. Handling of administrative fees. 6. Time and Attendance (Audience: HRS & OIS Staff) (30 minutes) A. Demonstrate how time and leave codes are set up and maintained in your solution, including established business rules for each specific code (e.g. hours that counts towards overtime, hours that count towards leave accrual, etc.). B. Demonstrate how time worked and leave taken is entered for exempt and non exempt employees. C. Demonstrate how the solution captures electronic signatures or validation. D. Demonstrate how HRS would change or correct time worked and leave taken. E. Demonstrate how leave balances are maintained based on time and/or status of the employees. F. Demonstrate how the amount of earned leave is determined (e.g. non exempt employee with 10+ years of service earns 6.7 hours of vacation leave if 80 hours that count towards leave accrual; non exempt employee with less than 5 years of service earns 2.8 hours if 60 hours that count towards leave accrual). G. Demonstrate how your solution handles multiple leave accrual rules based on years of service, employee type, part time employment and include the impact of leave without pay hours. H. Demonstrate how leave balances can be carried over into the next reporting period and calendar or fiscal year (e.g. employee is eligible for 12 days of military leave that can be used from 10/1/XX to 9/30/XX). I. Demonstrate how to adjust an employee s leave balances once the employee has left our service (e.g. zero out unused sick or vacation leave). J. Demonstrate how the solution would use a flat amount (e.g. work comp weekly TTD payment) and the appropriate amount of sick or vacation leave to result in a full paycheck for the employee. \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 6

7 K. Demonstrate how the solution would capture work schedules (e.g. 4, 10 hours days, evening and night shifts, or a variation Monday through Sunday work weeks). L. Demonstrate how the solution would handle holiday schedules and multiple work schedules and how the appropriate numbers of holiday hours are populated in the electronic time and leave module (e.g. Employee works Tuesday through Saturday, holiday falls on Monday. Time and leave module shows holiday credit on Monday). M. Demonstrate how the solution would address insufficient leave balances (e.g. employee enters 12 hours of sick leave but only has 8 hours available, would the solution automatically apply 4 hours of vacation?). N. Demonstrate the ability to apply a specific leave/earnings code globally to certain groups of employees on an ad hoc basis (e.g. Inclement weather code applied to all non exempt employees on a specific day in a pay period). O. Demonstrate reports available to verify time and leave entry, including regular, ad hoc and data queries. 7. Payroll Processing, Pay Checks and Pay Statement (Audience: HRS & OIS Staff) (1.5 hours) A new payroll solution will require the ability to enter and maintain payroll information from many departments. The University offers a wide and diverse choice of payroll deductions. Individuals may hold multiple appointments concurrently: faculty, non exempt staff, student, or any combination thereof, which may require different withholdings in the same or different pay cycles. The following questions are related to HRS staff actions in processing payroll. PSU pays employees on a biweekly basis. The pay period starts on a Sunday through the 2nd Saturday. Employees are paid 13 days later on Friday. A. Demonstrate how your solution calculates payroll for: 1. Salaried/exempt employees with split funding: Donny Wall is an exempt employee who is recording 20 hours of vacation leave. In addition to his regular bi weekly gross pay of $3,000 he is to receive an Extra Duty Compensation (Additional Pay) in the amount of $210 (bi weekly). His regular position funding is split between 2 units. The Extra Duty Compensation is paid from another fund. 2. Hourly pay/non exempt employees with overtime: Penny Piper Dollar is paid $10 per hour. She recorded 40 hours (30 worked, 10 sick) in the first week and 48 hours (48 worked) in the second week. Ms. Piper Dollar would like be paid overtime to 4 hours in week 2, and receive comp time for the other 4 hours. Overtime pay is 1.5 times, and comp time is earned at the rate of 1.5 hours for every hour worked. 3. Pay for employees with multiple appointments, pay rates and funding: Dean Ward has one position at $7.50 per hour in Department A and works 24 hours per week there. His second position in Department B is paid $8.50 per hour and he works 10 hours per week. The sources of funding are different for the different positions. 4. Pay for employees with shift differential: Penny Piper Dollar is paid $10 per hour. She worked 40 hours in week 1 and 40 hours in week 2. She received a shift differential of $.30 per hour for all 80 hours. 5. Pay for student employee not enrolled in classes: Suzy Smith worked as a student assistant in the Library. She is working during summer and she is not enrolled in any classes. In the first week she worked 20 hours. In the second pay week, she worked \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 7

8 23 hours. Since she is not enrolled in classes, she will pay social security, medicare and unemployment compensation. 6. Pay for student employee with funding from College Work Study: Frank Thompson has 2 active assignments, one Federal Work Study job with Alumni Relations and a second student assistant assignment with Athletics (which is paid from a Restricted Use account). In the first pay week, he works 20 hours: 10 hours with Alumni Relations and 10 hours with Athletics. The second pay week, he worked 15 hours: 10 hours with Alumni Relations and 5 with Athletics. (note that each assignment charges a different accounting distribution) (also please note that PSU only allows students to work 20 hours per week when classes are in session). 7. Flat dollar contribution to KBOR Retirement for employee on Long term Disability: Dr. Howard History has been approved for Long Term Disability and receives a contribution of $443.15, from the University only, to his Mandatory Retirement. This contribution is made bi weekly as a flat dollar amount, but he does not have an active position in our demo/pay sources. B. Demonstrate how your solution calculates and pays longevity pay ($40 per year after 10 years of service for classified employees hired by the State of Kansas before 6/14/2008) paid on the employee s service anniversary date. C. Demonstrate how your solution calculates employee deductions and employer contributions. D. Demonstrate the mechanism for configuring the priority of deductions and contributions. E. Demonstrate how HRS can set up and change direct deposit information for an employee. Employees can currently identify multiple accounts by both a flat dollar amount and/or percentage. F. Demonstrate how your solution can perform a test or audit payroll for an individual employee. G. Demonstrate how your solution can perform a test or audit payroll for an all employees. H. Demonstrate the tools, reports, etc. available for reconciliation of payroll and balancing (e.g. funds, objects, Gross to Net, Taxes, etc.). I. Illustrate a pay register and other delivered payroll reports (payroll summary, tax, deduction and benefit reports). J. Demonstrate the process to post payroll to general ledger, including: 1. The ability to charge the costs of an employee s benefits to different general ledger accounts. 2. The ability to identify expense accounting using object codes. 3. The ability to retain the accounting data with the payroll history in order to prevent discrepancies between payroll and accounting. 4. The ability to verify accuracy of totals before interfacing with the General Ledger. K. Demonstrate how your solution creates an audit trail to track corrections made after payroll has been processed. L. Illustrate a pay detail for an individual employee. M. Illustrate Year to Date information for an individual employee. N. Demonstrate how former employees would have access to electronic pay stub/pay statement information. O. Demonstrate how a non employee (e.g. spouse) could access the employee s electronic pay stub /pay statement information. 8. Payroll Off Cycle Adjustments (Audience: HRS & OIS Staff) (15 minutes) A. Demonstrate how your solution would process an adjustment because the employee owes PSU for a Group Health Insurance payment. \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 8

9 B. Demonstrate how your solution would process a change in funding after payroll is completed. C. Demonstrate how your solution would process a refund (e.g. employee has changed their Group Health Insurance coverage and PSU owes them part of their employee deduction). D. Demonstrate how your solution would process additional employer benefit contributions owed (e.g. Summer Group Health Insurance). E. Demonstrate how your solution would process a salary overpayment. F. Demonstrate how adjustments affect employee year to date files, electronic pay stubs/pay statements, and general ledger. 9. Deduction Remittance (Audience: HRS & OIS Staff) (15 minutes) Funds deducted from employee paychecks must be remitted periodically. The remittance will be either a disbursement to an outside entity or a journal voucher to credit a University account(s). Remittances are currently processed through SciQuest/Gorilla Marketplace. Deduction information (e.g. employee, amount, etc.) is sent via paper report or electronic interface. A. Demonstrate how the solution calculates and processes deductions and creates deduction specific remittance information. B. Demonstrate how the solution creates reports and file interfaces for sending deduction information to benefit providers. C. Demonstrate how the general ledger is affected by deduction remittances. 10. Reporting (Audience: HRS & OIS Staff) (30 minutes) The following questions are intended to provide an understanding of: How information is stored in your solution. How to extract data and create the various types of reporting required. The methods used to produce required forms and reports. A. Demonstrate delivered reporting tools, metrics, dashboards and any other analysis tools that HRS will have available. B. Demonstrate how HRS would create a report, including printing and exporting to Excel or other file format. C. Demonstrate how HRS would modify a report without IT/programming assistance. D. Demonstrate reports, metrics, dashboards and any other analysis tools for absence tracking (e.g. identify leave utilization for an employee). E. Demonstrate tools to create additional integrations/data import/exports. F. Demonstrate the ability to report historical payment information for an employee. G. Demonstrate how the following reports would be created: 1. Report with Name, SSN, Termination date and reason, current benefits, leave balances, employment date(s), employment history, FTE, and employment status. 2. Report of active employee headcount and FTE by category (exempt, nonexempt, faculty) within campus (attribute of responsible area). 3. Report of like job titles by campus, salary, supplements and awards, total pay, and computing the average rate of pay for that job title within each campus. 11. Technical / Interfaces / Table Setup and Maintenance (Audience: HRS & OIS Staff) (30 minutes) \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 9

10 A. Demonstrate how your solution will create files to Interface with SHaRP/SMART (State of Kansas) Peoplesoft system (e.g. pay detail files and the funding files). B. Demonstrate how your solution will utilize files downloaded from the SHaRP/SMART (State of Kansas) Peoplesoft system. C. Demonstrate the creation and maintenance of the following tables: 1. Department. 2. Class title codes. 3. Benefits deductions code table (e.g. GHI code): a. The ability to send a different code to Topeka than what we are using. b. Percentage or Flat. c. Taxes associated with a deduction. d. Pay periods deductions withheld. e. Deductions GL set up. f. How do you tie tables together (tables associated with rates that pull into the deduction codes). 4. Tax table for State (Kansas) with effective and/or future dates. 5. Earnings codes for an exempt and non exempt employee. Currently we have business rules with each code such as overtime, pay calculations, and leave calculations. 6. The ability to change funds for payroll globally. 7. Vacation factors for classified employees. 8. IPEDS Tables. D. Demonstrate how your solution would allow creation of a multiple entities (e.g. PSU, KC Metro, Ft. Scott Community College). E. Demonstrate the administration and configuration options for setting up Organizational Structure (e.g. Departments/Organizations) and show how changes/additions/deletions affect personnel, organizational charts, reports, etc. F. Demonstrate the administration and configuration options for setting up workflow enabled business processes from the standpoint of workflow rules. G. Demonstrate how the solution would add/delete/change the approver or approver group for an existing business process within the setup/administration screen and demonstrate the change in the actual business process. H. Demonstrate how different users can be limited to specific screens/functionality within the application (e.g. the ability to limit searches, employee lookups, etc. by department or organization, and/or to specific groups of employees by other means (groups, types, tags, other, etc.). I. Demonstrate and explain the capabilities for standard notification (e.g. send messages from within the application to external , text message, RSS feed, or other communication medium, as well as application specific/internal notification options). J. Demonstrate transaction logging capabilities and setup/configuration of screens/fields. K. Demonstrate how HR administration or security administrator perspective would retrieve/view transaction logs. 12. Other Items: (2 hours on the 3 rd day) (Audience: HRS & OIS Staff) A. Demonstrate how your solution permits modification of delivered data fields. B. Performance Reviews (Audience: HRS & OIS Staff) \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 10

11 PSU has 3 different performance review processes that are completed electronically one for faculty, one for unclassified staff and one for classified staff. Each of these processes has a different evaluation period. The faculty process is based on the calendar year, the unclassified process is based on the fiscal year and the classified process is 10/1 to 9/30 of each year. PSU also has other performance review processes for temporary faculty that are completed on paper. 1. Demonstrate your solution s ability to set up different types of performance reviews, including goals and objectives and a mid year discussion. 2. Demonstrate your solution s ability to record and track ratings, dates, special reviews. C. Non Resident Alien Processing The University employs a variety of non resident aliens including faculty, staff, students, and fellowship/traineeship candidates (both degree and non degree). Non resident aliens are subject to special taxation and reporting rules and may be subject to provisions of a tax treaty. Regardless of the office issuing a payment to a non resident, the solution must track the individuals and incorporate any payment information into the monthly and year end non resident alien tax reporting and determination of residency status for tax purposes. Demonstrate how your solution tracks and monitors data for all non US citizen students, employees and other payees including the ability to maintain tax treaty tables, with effective dates for all tax code changes. 3. Demonstrate how your solution tracks Substantial Presence information (e.g. dates and VISA types) and how that data is used in the payroll process. 4. Demonstrate how your solution recognizes the dollar and time limitations of tax treaties when excluding income from withholding. 5. Demonstrate the ability to report payments to non resident aliens using IRS Forms W 2 and 1042 S. 6. Demonstrate how the solution maintains a history of visa documents and dates and notifies departments upon expiration of documents (work permits). D. Applicant Tracking Process including new hire on boarding process, establishing and maintaining applicant pools, and the approval and creation/addition of new positions. E. Recruitment Process including the approval system for a search and an appointment. F. Mass notification groups to specific employees based on specified criteria (e.g. to all employees who have not yet used their discretionary day). G. Tracking and reporting Family & Medical Leave, workman s compensation, and shared leave, including electronic letters and notification generated by the solution. H. Equal Opportunity Tracking and Reporting. I. Faculty Professional and Service related Information. J. Work order system allow tracking of labor costs by work order or job. \\files1\working_groups\erp_wg\vendor scripts\hrs demo script.docxpage 11