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SHARP User Community Meeting May 3, 2010. 2 Welcome.

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Presentation on theme: "SHARP User Community Meeting May 3, 2010. 2 Welcome."— Presentation transcript:

1 SHARP User Community Meeting May 3, 2010

2 2 Welcome

3 3 Meeting Agenda Welcome Cutover Key Dates SMART/SHARP Integration Payroll Changes Data Warehouse Wrap Up & Questions

4 4 Welcome and Introductions Presenters: Connie Guerrero, Enterprise Readiness Manager, Sunflower Project Nancy Ruoff, Payroll Services Manager, Division of Accounts and Reports Kristine Scott, SHARP Security Administrator, Division of Personnel Services

5 5 SHARP Conversion Events and Key Dates

6 6 SHARP Conversion To prepare for the integration of SHARP with the Statewide Management, Accounting and Reporting Tool, (SMART) a conversion will need to occur during the first pay period of Fiscal Year 2011 The SHARP conversion is scheduled to occur during the pay period of June 13, 2010 to June 26, The conversion will take place beginning Friday, June 18, 2010.

7 7 Data Conversion Events and Dates Friday, June 18, 2010: This is the last day that users will be able to enter transactions prior to the conversion. Conversion to the integrated version of SHARP will take place starting after batch processing finishes Friday evening. Saturday, June 19, 2010 to Tuesday, June 22, 2010: SHARP will be converted to include the integration with SMART. Wednesday, June 23, 2010: Access for SHARP and Self- Service users to the integrated version of SHARP is scheduled to be restored on June 23 rd. SHARP and Self- Service User IDs and passwords will be the same as User IDs and passwords on Friday, June 18, 2010.

8 8 Cutoff Dates for Data Changes The cutoff for setup or configuration changes in SHARP is June 11, This includes updates to Pool IDs, Location Codes, and Department Budget Table updates

9 9 SH A RP/SMART Integration

10 10 SMART – SH A RP Integration SH A RP PeopleSoft 8.9 Human Capital Management SMART PeopleSoft 9.0 Financials and Supply Chain Mgmt Enterprise Integration Points (EIPs) – enables data to be entered only once and shared between SHARP and SMART Configuration values will flow between SHARP and SMART, e.g. Department IDs, Programs, Accounts, Employees Transactional data will flow between SHARP and SMART, e.g. summarized payroll transactions, salaries and fringe benefits charged to a project Chartfields Vendors Employee Info

11 11 Bank Account Information Direct Deposit Data in SHARP as of June 18th will be sent to SMART to load into the Travel and Expense Module. This will be a one-time update and will only occur during the initial implementation of SMART. The lowest priority number bank account in SHARP defaults into the Travel and Expense module as the bank account that will be used for Expense Reimbursements Each agency will need a business process to make the information available to whomever in the agency will be updating bank information in both SHARP and SMART

12 12 Address Data Employees home address data will be used by the Travel and Expense Module in SMART for employee expense reimbursements. Address data that is incorrect in SMART must be corrected in SHARP. It will be messaged over almost real- time once the change is made.

13 13 Phone Number and Address Employee Phone Numbers and Addresses are used in SMART. Purchase Orders (PO) in SMART that resulted from a P-card (BPC) purchase include a statement printed on PO that says to contact the cardholder and includes their name and phone number from SHARP. The only Phone Number that is sent for the employee is if the Phone Type is Main.

14 14 Phone Number and Address The only Address that is sent for the employee from SHARP is if the Type is Business.

15 15 Department ID All Department IDs, including budgetary only, are maintained in SMART Default Department ID for Travel & Expense (T&E) transactions comes from the payee's department in SHARP. A modification to SMART was done to not override the T&E department with a Department from SHaRP unless the employee changes agencies.

16 16 Department ID Effective June 23 rd agencies will need to send all requests for new Department IDs on form GL_F003 to The form will be available on the SHARP Customer Service website.

17 17 Department ID All forms will require an agency Finance contact to review and submit the form because of how Department IDs are used in SMART. The SMART team will review the request and make sure that it is appropriate, falls within a logical range, and works with existing budget definitions. They will make the necessary ChartField and tree changes and notify the Division of Personnel Services

18 18 Reports To The reports to field in SHARP is populated in the supervisor field in the expense user profile. The expense document is routed to the employee in this field for the first level of approval. The agency has the option to change the report to in SMART on the organizational data tab.

19 19 Reports To IF THE AGENCY CHANGES THE SUPERVISOR ID FIELD ON THIS PAGE, IT CAN NEVER HAVE CHANGES FLOW FROM SHARP AGAIN. ANY CHANGES TO SUPERVISOR ID WILL HAVE TO BE MAINTAINED IN BOTH SHARP AND SMART. If an employee changes agencies, the new supervisor id will flow from SHARP once again, unless and until the supervisor id is updated in SMART.

20 20 Travel and Expense

21 21 Reports To There MUST be a value in the supervisor id field. It may flow from SHARP, or it may be maintained in SMART. If there is not a supervisor id, expense documents will not be routed for approval. Supervisor id was collected during role mapping. If the supervisor id is different on the role mapping than what is in SHARP, we will update the value in SMART. If it is the same value, we will not update it.

22 22 Payroll Changes

23 23 Payroll Overview Paycheck Changes –Paycheck Number –Org Dues/United Way/Community Health Charities –Taxable Group Life Employer Expenditure Reporting Changes Department Budget Tables SH A RP CBT Updates Payroll Processing Dates and Notes SH A RP Infolist

24 24 Paycheck Changes Paycheck Numbers Effective July 1, 2010, all printed paycheck numbers will be 10 digits instead of 7 digits. The printed paycheck will have a prefix of 100 added to the front of the 7-digit SH A RP paycheck number The 7-digit SH A RP paycheck number will continue to be used for employee paycheck view and the PAY002 report. SMART will use the 10-digit number.

25 25 Paycheck Changes Org Dues/United Way/CHC KS Statute allows the withholding of a processing fee from all payroll deductions for organization dues and united way/health charities Fees have previously been withheld from the remittance to the organization or united way/health charities agency Effective June 13, 2010, fees will be broken out as a separate general deduction code

26 26 Paycheck Changes Org Dues/United Way/CHC SHaRP Conversion June will update the existing ORG/UTD general deduction code records and insert the new ORF/UTF general deduction code records (ORF/UTF fee is $.06 per deduction) Agencies will continue to enter United Way/Health Charity enrollment each year. After enrollment period is finished, a batch job will update the deduction amounts and insert the UTF general deduction code records. Full amount of EE deduction will continue to be reported on the W-2.

27 27 Paycheck Changes Org Dues/United Way Effective June 23 rd, when establishing an org dues deduction, in addition to the ORG%% employee general deduction row, agency personnel must also enter a corresponding ORF%% row with the same effective dates. Division of Personnel services will continue to process all KOSE/KAPE/PAC deductions. ORG/UTD and ORF/UTF deductions will appear separately on the employee paychecks as well as on the PAY002 report

28 28 Paycheck Changes Taxable Group Life Taxable group life is currently a GTL%% deduction code with a deduction class of T Effective with all checks paid on or after July 1, 2010, taxable group life will be processed as earnings code TGL. It does not add to Gross Pay. For paycheck stubs issued for July – Dec 2010, employees will see a GTL YTD deduction total for taxable group life for Jan – June and a TGL earnings total for July – Dec.

29 29 Employer Expenditure Reporting Changes In STARS, expenditure sub-object codes 1750 and 1950 are used to split out the State Employer Contribution for Dependent Health Insurance and Employee Group Health Insurance. Accounts will replace sub-object codes in SMART Effective July 1, 2010, all employer contributions for Group Health Hospitalization (both Employee and Dependent) will be charged to one account in SMART (account ).

30 30 Employer Expenditure Reporting Changes In STARS, expenditure sub-object code 1910 records employer OASDI and Medicare together Effective July 1, 2010, Employer OASDI and Medicare will be charged to separate accounts in SMART –ER OASDI: Account –ER Medicare: Account

31 31 Department Budget Tables For SMART conversion, all FY10 and prior rows in the Dept Budget/Combination Code tables will be archived New FY11 agency funding will be loaded from the agency spreadsheets provided for conversion. Effective date for FY11 rows is June 13, Budget End date will be June 12, Agencies will be able to validate Dept Budget/Combo Codes starting June 23 rd

32 32 SH A RP CBT Updates Updates are being made to the SHARP Computer Based Training courses to reflect the SMART impacts Intro to SHARP is currently available in Authorware and view-only version to meet agency Operating System requirements Final updates are targeted to be released on June 9 th, 2010 for the following modules: –Payroll –Payroll Commitment Accounting

33 33 SH A RP CBT Updates Agency personnel should review CBT updates when they become available to identify processing changes due to SMART Current SH A RP security access will not be impacted. Access for current employees is not dependent on CBT review.

34 34 SH A RP CBT Updates High-Level SH A RP CBT Changes: Department Budget Funding table chartfields are updated to reflect new chartfields required for SMART After June 23 rd, agencies will be able to make updates to the Dept Budget Funding table on-line in SH A RP

35 35 SH A RP CBT Updates High-Level SHARP CBT Changes (cont): After conversion to SMART, all combo code updates will be made via the spreadsheet upload process. Agencies will not enter new combo codes online. Effective June 23 rd, agencies will view Payroll Expenditure Distribution at the following path – Main Menu>Payroll for North America> Payroll Processing USA>Produce Payroll> Review Actuals Distribution

36 36 Important Payroll Processing Dates & Notes For payroll processing for the pay period ending 6/12/10, due to the conversion to SMART, Payroll off-cycle Run A is being moved forward and will be processed in SHARP on Friday, June 18. Run A is the last opportunity for agencies to enter any prior period adjustments on-line for pay periods prior to June 12, 2010.

37 37 Important Payroll Processing Dates & Notes Run B off-cycle on June 23, 2010 is cancelled For the Run C off-cycle for the pay period of June 12, 2010 (the first off-cycle after go live), agencies will only be able to enter supplementals in SH A RP. Paycheck adjustments/reversals will not be allowed.

38 38 Important Payroll Processing Dates & Notes For FY2011 transactions in SMART, Agency General Ledger Budgetary impact for agency on- cycle Payroll is currently scheduled to occur two days prior to payday Starting June 21, 2010, all off-cycle transactions for pay periods on or before June 12, 2010 must be submitted on form DA-180 and processed centrally

39 39 Important Payroll Processing Dates & Notes Please help reduce the number of adjustments by doing the following: Enter job data changes prior to the creation of paysheets. Job actions must be entered by 6:00pm on Monday, June 14, 2010 for the period ending June 12, 2010 Review the accuracy of gross-to-net and employer contributions on the PAY002 report and on-line after each preliminary pay calculation

40 40 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 12, 2010 Friday, June 11 th Time and Leave Interface deadline 5pm Regents Run C off-cycle files for period ending May 29, 2010 due by 5pm

41 41 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 12, 2010 Monday, June 14 th Job Action Entry deadline 6pm Paysheets created (one day early) Time and Leave initial entry and OK to process deadline 6pm 1 st payroll pre-calc

42 42 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 12, 2010 Wednesday, June 16 th Time and Leave final entry; OK to process; deduction/tax changes deadline 6pm Final pay confirmation Regent on-cycle file deadline 6am

43 43 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 12, 2010 Thursday, June 17 th Regent Run A off-cycle file deadline 5pm Regent on-cycle processed

44 44 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 12, 2010 Friday, June 18 th SHARP Supplemental/Adjustment off-cycle A entry deadline 6pm FINAL opportunity for agencies to enter prior period adjustments on-line for pay periods prior to June 12, 2010 Off-Cycle A processed (Final payroll run FY2010) SHARP closes for conversion

45 45 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 12, 2010 Wednesday, June 23 rd SHARP opens to agencies for validation Off-cycle B is cancelled Friday, June 25 th Regent off-cycle Run C deadline 4pm

46 46 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 12, 2010 Monday, June 28 th SH A RP Supplemental off-cycle C entry deadline 6pm First payroll run for FY2011

47 47 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 26, 2010 Monday, June 28 th Time and Leave/Time and Labor Interface Agency deadline 5pm Deadline for agency verification of Combination Codes/Dept Budget Tables/Task Profiles

48 48 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 26, 2010 Tuesday, June 29 th Job Action Entry deadline 6pm Paysheets created Time and Leave initial entry and OK to process deadline 6pm Time and Labor initial Payable Time approval deadline 6pm 1 st payroll pre-calc

49 49 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 26, 2010 Wednesday, June 30 th Payroll 2 nd pre-calc Regent on-cycle payroll file deadline 4pm Thursday, July 1 st Payroll 3 rd pre-calc

50 50 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 26, 2010 Friday, July 2 nd Time and Leave final entry; OK to process; deduction/tax changes deadline 6pm Time & Labor final reported time submitted and approved deadline 11am Time & Labor final payable time approved deadline 6pm Final pay confirmation Regent Run A off-cycle payroll files deadline 4pm

51 51 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 26, 2010 Sunday, July 4 th Regent on-cycle files processed Monday, July 5 th Holiday – No processing

52 52 Important Payroll Processing Dates & Notes Payroll processing for payroll period ending June 26, 2010 Tuesday, July 6 th SH A RP agency Run A off-cycle entry deadline 6pm Regents Run B off-cycle file deadline 4pm Run A off-cycle processed Standard payroll processing calendar continues

53 53 SH A RP Infolist If changes to the dates or information presented here become necessary, notification will be provided via the SH A RP Infolist. Users are strongly encouraged to subscribe to the Infolist at

54 54 Data Warehouse

55 55 Data Warehouse Security Human Resources HR Power Users will: –Create reports, move them to agency shared folders, and grant HR Users access to specific reports –Only view data in the Department IDs they can view in SHARP HR Users will: –Have access to specific folders and reports, as granted by HR Power Users –View reports to which a HR Power User has granted access, which may contain data from any and all HR functional areas –Only view data in the Department IDs they can view in SHARP HR Power Users will be responsible for safeguarding sensitive HR data by restricting access to shared folders and reports

56 56 Data Warehouse Update SHARP Data Warehouse is scheduled to go live on July 15 th All HR Power Users will be invited to participate in a meeting prior to go-live to learn specifically about HR data included in the data warehouse. Meeting Logistics for the event are still be determined. Changes to HR staff who have access to the data warehouse may be submitted via the Sunflower Project Role Mapping process until May 14 th.

57 57 Data Warehouse The data warehouse is accessed through the home page in either SMART or SHARP. When you click the Data Warehouse link at the bottom of the left menu navigation, the data warehouse home page opens in a new window. You cannot navigate back to SHARP or SMART from the data warehouse. If you sign out of SHARP or SMART while working in the data warehouse, you must sign back in again.

58 58 Data Warehouse Home Page – My Dashboard When you log in to the data warehouse, the look of the home page will vary based on your personal settings

59 59 BI Answers

60 60 Human Resource or HCM – Employee Job Subject Area

61 61 Person Dimension Table

62 62 Columns in Person Dimension Table Columns in BI Answers translate to fields that exist in SHARP. Staff in the Division of Accounts and Reports and the Division of Personnel Services are still testing and finalizing the fields that will be available in the data warehouse at go-live.

63 63 Click or Drag Columns

64 64 Click or Drag Facts

65 65 Create/Edit Filters

66 66 Request with Filters

67 67 Request with Filters Results can be downloaded to Excel, PowerPoint, etc.

68 68 Security

69 69 Data Warehouse and Time and Labor Security Users must be mapped to Data Warehouse and Time and Labor roles prior to May 14 th via the Role Mapping Workbook. –Between May 15 th to June 18 th no updates will be made –After June 18 th, use the SHARP Security Form to request new T&L roles.

70 70 Data Warehouse and Time and Labor Security Training needs to be completed prior to Go-Live for the Data Warehouse or Time and Labor. –Online training is currently available for the DW HR User role at –Instructor led training will be available in May for the DW HR Power User role. –Time and Labor training will be available online soon at n_Menu.htm n_Menu.htm

71 71 Data Warehouse and Time and Labor Security DW and Time and Labor roles use SHARP departmental security. –Example: My current SHARP ID has access to agency 300 data. When I add the DW role to my access, I will be able to access agency 300 data in the DW. If I need to access a different department in the DW, I will need to request a new SHARP ID.

72 72 Data Warehouse and Time and Labor Security Kristine Scott will distribute a listing of HR staff that have been mapped to Time and Labor roles with their current department IDs to Time and Labor Agency Security Contacts to: Assign Department Security to new SHARP Time and Labor Users. Verify Department Security for current SHARP Time and Labor agency users. If a User is mapped and training is completed, they will have access to the Data Warehouse and Time and Labor roles at Go-Live.

73 73 Data Warehouse and Time and Labor Security Agency Security Contacts can access the new SHARP Security Form on June 1. –http://www.da.ks.gov/sharp/documents/sharpse curity.htmhttp://www.da.ks.gov/sharp/documents/sharpse curity.htm Please contact Kristine Scott, if you have questions about Security.

74 74 Questions?


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