1. PeopleSoft HR 9.2 and You What you need to know

2. 2 We want to provide… Basic project information Visibility into decisions and how they were made Details you need to prepare for the 9.2 go live We want to build… Support for the goals of the reimplementation Understanding of how you will be affected A foundation for future sessions and training WHY WERE HERE

3. 3 Julie Snyder Assistant Vice President Office of Human Resources Janis Wolens Program Manager Office of the Chief Information Officer Stacie Brewer Director Office of Human Resources PRESENTERS

4. 4 Today well cover… The basics Goals and benefits Key changes Change management Preparing for change Wrap up AGENDA

5. 5 THE BASICS

6. 6 HR/SIS will split into… Human Capital Management 9.2 aka HR/Payroll 9.2 Campus Solutions 9.0 aka SIS 9.0 Shared data will be synched Continue with Financials 8.4 PEOPLESOFT… WHATS IN A NAME?

7. 7 Go live: Memorial Day Weekend 2014 Details still being worked out More information will be available next spring Good candidate for another awareness session WHEN?

8. 8 Everyone will be affected All faculty, staff and student employees HR/Payroll system users Service Center staff Timekeepers Managers/Supervisors Fiscal staff WHO?

9. 9 Were upgrading and removing customizations from… HR Core (Personal, Job Data) Benefits Payroll Time and Labor (PS Timesheet, Payable Time) Talent Acquisition Manager (OSUWMC only) Employee Self Service Were implementing… Commitment Accounting Interaction Hub/Portal WHATS IN?

10. 10 Because were doing that, we need to do this… HR Action Request updates eTime and eLeave updates Reporting updates eReports HR Data Warehouse New tool… BuckIQ Business Intelligence WHATS IN BY ASSOCIATION?

11. 11 What we arent doing (with this project anyway)… Talent Acquisition Manager (University) Contract Pay PeopleSoft Manager Self-Service PeopleSoft Time and Leave Self-Service Absence Management Performance Management Profile Management, Career Development, and Succession Planning Company Directory WHATS OUT?

12. 12 GOALS BENEFITS

13. 13 Implement the most current version while positioning OSU to take advantage of new and improved functionality through the reduction of customizations PROJECT OBJECTIVE

14. 14 Implement the most current version… Includes software and hardware Stay in vendor support for… New and updated functionality Fixes Security updates Mandates (tax updates, federal reporting) Decrease risk of unplanned hardware outages WHY?

15. 15 …while positioning OSU to take advantage of new and improved functionality… Currently using a fraction of available functionality Shore up foundation before adding on Create roadmap for implementing out of scope functionality WHY?

16. 16 … through the reduction of customizations Decrease long-term maintenance costs Simplify the application of delivered updates Facilitate the implementation of new functionality WHY?

17. 17 We will… Align and streamline processes to fit delivered system Simplify system maintenance and integration Decrease risk of unplanned maintenance Increase database capacity while decreasing annual costs In order to… Maximize resources available for future projects and advances BENEFITS

18. 18 KEY CHANGES

19. 19 There will be… Access changes Navigation changes Data conversion Field changes Removed New/unhidden Edits removed Schedule and deadline changes GENERAL CHANGES

20. 20 Some field change details... Will remove: Home Department Timekeeping Group Check Sort Will need to type the location address Will add 3 user defined fields Home Department will convert MORE CHANGES

21. 21 Some other changes… New Action/Reason codes considered Ineligible for Rehire (IFR) Voluntary Separation (VSIP) Equity/Market Position approval changes Graduate Fee Authorizations will not cover additional fees Paycheck modeling available in Employee Self Service STILL MORE CHANGES

22. 22 Key changes to additional pay… Departmental/College/Unit/Service Center processing of additional pay will stop at HRA All processing of additional pay will be managed by Payroll Services Delivered additional pay does not include Comments Expanded Earnings Codes planned ADDITIONAL PAY

23. 23 New module, same results… Encumbrances = Commitment Accounting JED (Job Earnings Distribution) = Department Budget Table PET (Personnel Expenditure Transfer) = Direct Retro Distribution COMMITMENT ACCOUNTING

24. 24 But its not ALL the same… Department Budget Table Not linked to Job Data Set up by fiscal year Tied to the appointment (University, College of Medicine) or position (OSUWMC) Direct Retro Distribution Paycheck data is required Much more flexible, powerful MORE COMMITMENT ACCOUNTING

25. 25 Why this change is so important… Removes 50% of the other system customizations including: The majority of Payroll customizations The most invasive customizations Allows us to use other delivered processes immediately and in the future Facilitates additional Chartfield audits and ties direct retro distributions to paycheck data Provides more powerful direct retro distribution tool WHY COMMITMENT ACCOUNTING?

26. 26 CHANGE MANAGEMENT

27. 27 DEEP BREATH

28. 28 Weve been… Identifying system and business process changes Evaluating the effects on users, service centers, the university Planning how to prepare affected audiences including: HR Professionals, Service Center team members, HR/Payroll system users Fiscal team members IT professionals Managers, supervisors, and approvers All faculty, staff, and student employees And more… CHANGE AGENTS

29. 29 Communication, Training, and Everything In-between Starting with existing meetings and communication channels Beginning to mix in project and change-specific messages and events Targeting faculty, staff, and student employees in winter- spring and again before autumn semester WHAT YOU SHOULD EXPECT

30. 30 PREPARING FOR CHANGE

31. 31 HRA Implement the HRA system, if you havent already Contact Stacie Dutton, email: dutton.72@osu.edudutton.72@osu.edu Know that approvals in the HR system may change – your approval workflow in HRA may also Current Position and Job Opening approvals are customizations in PeopleSoft Decisions about these approvals are still being finalized Business process decisions are still being determined and will be communicated soon! HRP ACTIONS TO TAKE

32. 32 Ineligible For Rehire Adhere to policy – must obtain approval from ER Consultants for employees to be deemed IFR Lists will be maintained in central offices until conversion New job data action reasons will be used in 9.2; including IFR Benefit to the university: sharing of information and consistent application So HRPs know! Hire/Rehire action will automatically be stopped by the 9.2 HR system if an employee has an IFR record Historical information will be loaded into the system New activity will be audited by OHR Check the employment history in the HR system of all former and current university employees early on in your search process! HRP ACTIONS TO PLAN FOR

33. 33 User Access to the HR System The roles allowing access to the system are changing – entirely! There will be a new approval process - TBD Requests will be reviewed more closely Goal: Limit access to sensitive information Training, training, training WHAT TO EXPECT AHEAD

34. 34 GO LIVE DATE 05/28/14!

35. 35 Go Live & Freeze Periods Go Live date is May 28, 2014 Freeze Periods There will be a freeze period of several days prior to Go Live – no activity in the system May also have a freeze period after Go Live – TBD Dual entry in both systems will be needed if effective dates cannot be adjusted outside of the conversion period HRP ACTIONS TO PLAN FOR

36. 36 Go Live & Freeze Periods Go Live date is May 28, 2014 Reports will be available for you to check data before Go Live Need to ensure that clean data is loaded into 9.2 Biweekly pay period will be impacted – determining a timekeeping process for that pay period More to come Training – Spring 2014: Plan your calendars! HRP ACTIONS TO PLAN FOR

37. 37 MO PP11 05/01 – 05/31 Conversion Record effective 6/01 HR 9.2 GO LIVE DATE 05/28/14! BW PP25 05/18 - 5/31 Conversion Record effective 5/18 Conversion Period 05/18 – 05/31 BOTTOM LINE : AVOID ENTERING TRANSACTIONS INTO THE SYSTEM WITH AN EFFECTIVE DATE FROM 5/18 – 5/31 IF POSSIBLE!

38. 38 Job Data Information Conversion period: 5/18 – 5/31 Future-dated records Limit as much as possible entering transaction with an effective date of 5/18/14 or later Transaction may not convert over to 9.2 system accurately – you will have to audit all of them They may need to be entered again after go-live HRP ACTIONS TO TAKE

39. 39 Conversion Period: 5/18 – 5/31 Entering transactions during this period will be tricky! Where ever possible, try to avoid transactions with an effective date during this period Work with employees, managers, and faculty proactively – communications are critical Every active employee in the HR system will have a conversion record auto-populated onto job data in the system Effective 5/18 for Biweekly; effective 6/01 for Monthly Do NOT remove or edit the conversion record in Job Data The conversion row will ensure that employees are paid and receive benefits appropriately HRP ACTIONS TO PLAN FOR

40. 40 Job Data Information Conversion period: 5/18 – 5/31 Retroactive effective dates Transactions entered into the 9.2 system (after conversion) with an effective date prior to conversion Will be problematic – these are essentially two different systems JED changes/Direct Retro Changes – will be entered through weekly journal entry process – centrally through Business & Finance HRPs will have to track them on a spreadsheet and submit them to B&F through HRA We are still identifying the processes that will be needed Communicate with your teams the need for timely processing! HRP ACTIONS TO PLAN FOR

41. 41 ENGAGEMENT WITH THE HR COMMUNITY

42. 42 Communications Newslink Blog: Project updates and an FAQ will be posted online, Site: go.osu.edu/hr92go.osu.edu/hr92 Project Email Address: You can email questions and feedback to hr92@osu.eduhr92@osu.edu Toolkit Ideas: What communication package can we develop for you? Similar to the Employee Self Service project. Communication Ideas: What other ways of communicating would be helpful to you? YOUR FEEDBACK IS NEEDED

43. 43 Reports Fields Removed: Check Sort #, Timekeeping Group, Home Department. We know you use them to run reports. By removing those fields, what other items can we provide to enable you to do the work you need to perform? Conversion Readiness Preparation: What else do you need from the project team to help you prepare for the change? Email the project team at hr92@osu.eduhr92@osu.edu YOUR FEEDBACK IS NEEDED

44. 44 HRP Input Configuration discussions, design sessions, change management teams HRP involvement so early in the project = Good Thing!! HRPs have added perspective so that the project is taking a holistic approach to the reimplementation HRPs have helped formulate decisions about the new system HRPs have helped determine what is needed to prepare all of you for the change However, we dont have all the answers right now We will continue to need HRP involvement HRP PARTICIPATION IS CRITICAL

45. 45 Testing User Acceptance Testing (UAT)March 3 – May 2 System testing – will test user access, transactional ability HRPs needed for testing sessions; individuals with very high level understanding of the HR system, with varying user access profiles (access to all modules as well as those with access to specific modules) – let your SHRP know Reporting TestingDates TBD HRPs needed to test revised reports as well as the new Buck IQ reporting interface HRP PARTICIPATION IS NEEDED

46. 46 ACTIONS FOR HRPS TO TAKE NOW

47. 47 Activities you need to do now to prepare for the change: Implement HRA Contact Stacie Dutton Be prepared to adjust approvals if needed Decisions about Position and Posting approvals will be determined soon – look for communication! YOU NEED TO TAKE ACTION NOW!

48. 48 Activities you need to do now to prepare for the change: Prepare for Conversion Readiness 5/18 – 5/31 Communicate with employees, managers, and faculty ahead of Go Live about processing transactions during this time period - its important that they work with you proactively to navigate the conversion period Try to adjust effective dates outside of this period (e.g., new hires) How can the project team communicate to these groups? YOU NEED TO TAKE ACTION NOW!

49. 49 Activities you need to do now to prepare for the change: Prepare for Conversion Readiness 5/18 – 5/31 Review reports to validate data in HR 8.9 system Clean data is needed to convert over to 9.2 You will receive multiple reports from December – April to validate the data YOU NEED TO TAKE ACTION NOW!

50. 50 Activities you need to do now to prepare for the change: Manage Future Dated Rows Limit entering them as much as possible if effective date is 5/18/14 or later Exception: you can enter future dated terminations – they will convert into 9.2 Create a tracking system now until our business processes are determined YOU NEED TO TAKE ACTION NOW!

51. 51 Activities you need to do now to prepare for the change: Mitigate Retroactive Dated Rows Try to limit as much as possible around Go Live date Aggressive communication plan within your organizations Mitigate Retroactive funding changes – Direct Retro Changes (PETs) Funding changes entered after Go Live with an effective date prior to Go Live will need to be entered through journal entries HR and Fiscal teams to work together – plan! YOU NEED TO TAKE ACTION NOW!

52. 52 Activities you need to do now to prepare for the change: Plan for Removal of Home Department ID Know that it will be removed in HR 9.2 Make changes to Department IDs now to prepare for transition of Buckeye Oasis systems Clean up Home Dept fields if needed – if they are different than the Department ID, the data will automatically convert over to a College/Unit Reporting field Use Employee Analytics report to identify YOU NEED TO TAKE ACTION NOW!

53. 53 Activities you need to do now to prepare for the change: Educate Yourself About Ineligible For Rehire (IFR) Follow current policy for now – refer to Oct. 3 rd HR Now article Learn new Job Data Action/Reasons – training to come Plan To Participate in Training – Spring 2014 Everyone with access to the HR system will participate in training Training plan is being determined – more to come Plan your calendars YOU NEED TO TAKE ACTION NOW!

54. 54 Activities you need to do now to prepare for the change: Be Aware - User Access to System Will Change Know that the roles are changing Business justification needed for access to the system New approval process YOU NEED TO TAKE ACTION NOW!

55. 55 Activities you need to do now to prepare for the change: Get Ready! Go Live: May 28, 2014 Mark your calendars – plan for it There will be a freeze period - TBD Dual entry of HR transactions is likely BW pay period will be impacted – work around is being determined Conversion row will be entered for active employees – DO NOT REMOVE! More information to come! YOU NEED TO TAKE ACTION NOW!

56. 56 Activities you need to do now to prepare for the change: Be Aware About the Project HRPs are involved early in the process – changes will continue Look for communications: HR Now, Newslink blog Attend awareness sessions Communicate with the project team: hr92@osu.edu hr92@osu.edu YOU NEED TO TAKE ACTION NOW!

57. 57 Activities you need to do now to prepare for the change: Attend Next Awareness Sessions - December Focus upon Commitment Accounting Department Budget Table (JED info), Direct Retro Changes (PETs), HR GL Reconciliation Scheduled for December 9, 10, 11 Communication coming this week! YOU NEED TO TAKE ACTION NOW!

58. 58 WRAP UP

59. 59 Look for updates… Direct emails HR Now Administrative NewsLink (go.osu.edu/hr92) And more! Ask questions and provide feedback… Now or… hr92@osu.edu anytimehr92@osu.edu STAY ENGAGED