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Page 1 of 257
Human Capital Management Implementation
Project Sign-Off
Commitment Accounting
Tuesday, May 31, 2016
(c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.
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1-HCM Data Flow Inputs and Outputs
DESCRIPTION ENTERPRISE DI!GR!M PROVIDING THE BIG PICTURE
PURPOSE A. Presents key modules, processes and interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,
development, configuration and implementation processes PRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management
2-HCM Business Process Listing (HCM-003-BPR)
DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS PURPOSE A. Defines scope of the core implementation, based on the related
business process and practitioner community B. Serves as a common denominator for design, development,
testing and training documentation PRIMARY USERS Practitioners
3-HCM Business Process Flow Diagrams Future State
DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME
PURPOSE A. Confirms touchpoints and hand-offs within a business process B. Identifies control points and segregation of duties
PRIMARY USERS Practitioners
4-HCM Business Process Fact Sheet (HCM-002-BPR)
DESCRIPTION BUSINESS IMPACT SUMMARY PURPOSE A. Presents changes to business policies and procedures, resulting
from the implementation B. Serves as the basis for the communication plan, delta training
and other change management initiatives PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training
Teams
5-HCM Decision Point Fact Sheet (HCM-006-DPT)
DESCRIPTION OUTSTANDING ISSUES SUMMARY PURPOSE A. Outlines issues which impact design, development, project
scope and go-live dates
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B. Presents potential solutions and documents the approach recommended by the project team
C. Serves as the basis for issue discussion and resolution D. Tracks the status of items transitioned to HR, Fiscal Affairs and
the Steering Committee PRIMARY USERS Steering Committee, ITS, SSC and USO Management
6-HCM Use Cases (HCM-010-TST)
DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES
PURPOSE
PRIMARY USERS
A. Lists major tasks within a business process and denotes the task practitioner
B. Serves as the basis for defining the scope of user acceptance testing and practitioner training
C. Links major tasks and business processes to security roles and user groups (SSC, ITS, Institution, USO, etc.)
D. Defines the audience for communication initiatives E. Serves as the basis for user acceptance testing Practitioners, Communication Team, Training Team, Security and Workflow Team
7-HCM Business Requirements (HCM-004-REQ)
DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS
PURPOSE A. Defines scope of the implementation, based on the related business process
B. Serves as a common denominator for design, development, testing and training documentation
PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners DRAF
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8-HCM Reports/Interfaces/Conversion/Enhancements (RICE) Inventory (HCM-015-RIC)
DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT
PURPOSE A. Identifies custom tables, pages, interfaces and other objects required to fulfill approved business requirements for each related business process
B. Serves as a common denominator between the requirements gathering and design/development efforts
C. Groups different types of modification elements (tables, pages, etc.) for ease of migration
PRIMARY USERS Implementation Teams, ITS Staff
9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)
DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED
REQUIREMENT INFORMATION
PURPOSE A. Presents an integrated view of the requirements gathering and design/development efforts
B. Associates custom development with an approved business requirement [NOTE: This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required].
PRIMARY USERS Implementation Teams, Practitioners, ITS Staff
10-HCM Communication Plan (HCM-005-COM)
DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY, POLICIES AND PROCEDURES
PURPOSE A. Identifies user groups impacts by future state functionality B. Serves as the basis for pre- and post-go-live communication C. Serves as the basis for delta training
PRIMARY USERS Communication Team, Training Team, Practitioners
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11-HCM Practitioner Training Curriculum (HCM-009-TRN)
DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN
PURPOSE A. Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)
B. Serves as the basis for employee and manager self-service training deliverables
C. Identifies affected user groups by security role PRIMARY USERS Training Team, Practitioners
APPENDIX Job Aids
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Funds Transfer
Chartfield
Budget Prep (Position & Funding)
General Ledger
Combination Codes
Accounts Payable
Commitment Control
Benefits Recon
Payroll Accounting (PERS_SERV_BOR)
Human Resources PS
Module (Positions)
PS Payroll for North
America
Department Budget Table
(Funding)
Process Vendor/ Benefit Payments
Account Mapping
HCM: Commitment Accounting
Payroll Accounting Payroll Encumbrances Benefit Accounting &
Payment Retroactive Accounting
Payroll Actuals
Chartfields Combination Codes
Payroll Encumbrance
Job Data
Configuration
Money Movement (Pool Funds in USO)
Common Remitter (TSA & Retirement)
Retroactive Accounting Distributions
PeopleSoft HCM Commitment Accounting Data Flow Inputs and Outputs
Outstanding Decisions: Pay Benefit Providers based
upon withholding versus enrollment
ACH Manual Checks
Positive Pay
Actuals Journals Encumbrance Journals
Benefits Vouchers
Positions
Funding
1. Budget Retro User Changes Funding in Department Budget
2. Direct Retro User Redistributes Prior Period
Accounting without Changing Department
Budget DR
AFT
Page 7 of 257
Financials Integration C
omm
itm
ent
Acc
ount
ing
Geo
rgia
Fir
stG
ener
al L
edge
r H
uman
Res
ourc
es
Geo
rgia
Firs
tA
cco
unts
Pay
able
&
Expe
nses
Geo
rgia
Firs
tB
udge
t Pr
ep
Phase
Chartfields Combination
Codes
HR Accounting Line
Personal Services
Accounting (PERS_SERV_BOR)
Positions
Department Budget
(Funding)
Batch Vouchers
Vendor
Personal Data Banking (Direct
Deposit)
Vendor
Department Budget
(Funding)
Chartfields Combination
Codes
HR Accounting Line
Personal Services
Accounting (PERS_SERV_BO R)
Batch Vouchers
Banking (Direct
Deposit)
Personal Data
Positions
Target Source
(Data Owner)
Bi-Directional (Shared
Ownership)
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Payroll Related Money Movement and Benefit Enrollment and Files
Institu
tion
ADP
BOSS
AD
PCE
S AD
P CO
BRA Services
Carriers/
Providers
ADP (Current) Periodic
Benefit Enrollments: Active, Retirees, Survivors
Benefit Enrollments: COBRA Participants
Sends Enrollment Files
(Doesnt Include H.S.A/FSA)
Receives Enrollment Files
Receives Funds for COBRA Participants
Receives Funds for Retirees and Survivors
Receives Funds for LOA Employees
Sends enrollment file for
H.S.A./FSA
Sends enrollment file for Retirees
Receives Retirees Enrollment Files
Sends enrollment file for Active,
Retirees, Survivors, except H.S.A./FSA
Receives Enrollment Files for Active, Retirees,
Survivors (Doesnt Include H.S.A/
FSA)
Receives Enrollment Files
Sends enrollment file for COBRA Particiapnts
Receives Enrollment
Files For COBRA
Blue = Enrollment and Files; Green = Money; Orange Arrow = New Frequency
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Payroll Related Money Movement and Benefit Enrollment and Files Institu
tion
HCM
WageW
orks
Carriers/Provide
rs
HCM (Future) Periodic
Benefit Enrollments: Active, Retirees, Survivors
Benefit Enrollments: COBRA Participants
Sends Enrollment
Files Retirees/ Survivors
Receives Enrollment Files
Weekly
Receives Funds for COBRA Participants
Receives Funds for Retirees and Survivors
Receives Funds for LOA Employees
Receives Enrollment Files
For Retirees/ Survivors
Sends Enrollment Files
Active, Retirees, Survivors, COBRA
Send Enrollment
Files For COBRA Participants
Receives Enrollment Files
For COBRA Participants
Blue = Enrollment and Files; Green = Money; Orange Arrow = New Frequency
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Payroll Related Money Movement and Benefit Enrollment and Files
Institu
tion
ADP
EV5
SSC
Carriers/Provide
rs
ADP
Tax Services
ADP
Garnish
men
tServices
Employees/
Banking System
ADP (Current) Each Payroll
Payroll Deductions/ER expenses each
payroll
Record expenses and liabilities for
Payroll transactions
Pull Net Pay
Pull Taxes
Pull Garnishments
Reverse wire for net pay
Reverse wire for taxes
Reverse wire for
garnishments
Payroll Deductions for H.S.A and FSA
Optum receives deduction amounts Pull H.S.A.
Reverse ACH for H.S.A.
Pull Common Remitter
TSA
Reverse wire for Common Remitter TSA
Sends funds for some Institution
Specific Beneftis/ Deductions
Receives funds for some Institution Specific Benefits/
Deductions
Sends Net Pay
Receives funds for net pay
Send Common Remitter
TSA
Receives funds Common
Remitter TSA
Blue = Enrollment and Files; Green = Money; Orange Arrow = New Frequency
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l
Payroll Related Money Movement and Benefit Enrollment and Files USO
Institu
tion
HCM
SSC Mon
ey M
ovem
ent
Carriers/
Providers
ADP
Tax Services
ADP
Garnish
men
tServices
Employees/
Banking
System
HCM (Future) Each Payroll
Payroll Deductions/ER expenses each
payroll
Record expenses and liabilities for
Payroll transactions
Pull Taxes
Pull Garnishments
Reverse wire for net pay and payroll
liabilities
File for Payroll Deduction Amounts for H.S.A and FSA
Optum receives deduction amounts Pull H.S.A.
Send funds for FSA
Receive funds for FSA
Receive funds for some Institution Specific Benefits/Deductions
Send Net Pay
Receive funds for net pay
Send Common Remitter
TSA
Receive funds Common
Remitter TSA
Pull funding for payroll net pay and payroll liabilities
Reverse Wire for Taxes
Reverse Wire for Garnishments
Reverse ACH for H.S.A.
Send funds for some Institution Specific Benefits/Deductions
Send funds for ORP
Receive funds ORP
Send funds for self insured plans
Receive funds for self insured plans
Receive funds for some Institution Specific Benefits/Deductions
M oP nh ta hs e y
Blue = Enrollment and Files; Green = Money; Orange Arrow = New Frequency
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Payroll Related Money Movement and Benefit Enrollment and Files USO
Institu
tion
SSC
ADP
CES
ADP CO
BRA Services
Carriers/
Providers
ADP (Current) Monthly
Pull benefit funds monthly for active, retirees, survivors, COBRA participants
Reverse ACH for benefits for actives, LOA, retirees, COBRA
participants by ADPCES (excludes H.S.A./FSA)
Pay Carriers
Receive funds for fully insured benefits
Receive Funds for COBRA Participants,
Retirees and Survivors from USO
Bill Benefits for LOA Employees
Bill Benefits for Retirees and Survivors
Bill Benefits for COBRA
Send funds for FSA
Receive funds for FSA
Pull Common Remitter RET
Reverse Wire for Common Remitter:
RET
Send funds for ORP
Reverse ACH for TRS
Receive funds for ORP Pull funds
for TRS
Pull funds for ERS/ GDCP
Reverse ACH for ERS/GDCP
Receive funds for some Institution Specific Benefits/
Deductions
Send funds for some Institution Specific Beneftis/
Deductions
Receive Funds for Actives, LOA, Retirees, Survivors and COBRA for self insured benefits
Send funds for COBRA, Retirees, Survivors
Send funds for COBRA participants
Receive Funds for COBRA
participants
Receive Funds for Retirees and Survivors
Send funds for Retirees and Survivors
Blue = Enrollment and Files; Green = Money; Orange Arrow = New Frequency
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Page 13 of 257
Payroll Related Money Movement and Benefit Enrollment and Files USO
Institu
tion
SSC Mon
eyMovem
ent
WageW
orks
Carriers/Provide
rs
M o n t h l y
HCM (Future) Monthly
Pay Carriers for fully
insured plans
Receive funds for benefits/deductions
Receive Funds for COBRA Participants and Retirees
and Survivors from WageWorks
Bills Benefits for LOA Employees
Bills Benefits for Retirees and Survivors
Bills Benefits for COBRA
Reverse ACH for TRS
Pull funds for TRS
Pull funds for ERS/GDCP
Reverse ACH for ERS/GDCP
Receive funds for some Institution Specific Benefits/Deductions
Send funds for some Institution Specific Benefits/Deductions
Send funds for Retirees, Survivors, COBRA
Blue = Enrollment and Files; Green = Money; Orange Arrow = New Frequency
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Page 14 of 257
HCM Business Process Listing HCM-003-BPR
Commitment Accounting Process Name Track Only?
AD001 - Audit Position Funding Changes No
AD003 - CA Audited Tables No
BP102 - Budget Prep - Export from FIN, Import to HCM - Loading Budgets No
CA101 - System Configuration and Maintenance (Commitment Accounting) No
CA104 - Combo Code Creation & Maintenance No
CA105 - Position Funding No
CA106 - Paygroup Sync Between Position and Job No
CA107 - Invalid Funding Maintenance No
CA108 - Encumbrance Projection No
CA109 - Predistribution Audit Process No
CA110 - Payroll to General Ledger Interface (HCM) No
CA111 - Process Vendor Payments No
CA112 - Money Movement No
CA113 - Suspense Correction No
CA114 - Retro Distributions No
CA115 - Zero Personal Services Encumbrances No
CA116 - System Integrity Data Restore No
CA118 - Outstanding Liabilities Report No
CA119 - Federal Workstudy Upload No
CA121 - Bank Reconciliation 980 HCM Account No
CA200 - Effort Reporting Yes
CA500 - Administer Commitment Accounting Security Yes
CA600 - AdHoc Reporting No
CA999 - Commitment Accounting Data Conversion Yes
Tuesday, July 12, 2016 Page 1 of 2
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Page 15 of 257
HCM Business Process Listing HCM-003-BPR
End of Report
Tuesday, July 12, 2016 Page 2 of 2
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TitleJune30,2016
Page 16 of 257
BP101 Budget Prep Export from HCM; Import to FIN IN
STI
TUTI
ON
(FIN
)B
udge
t Man
ager
BO
R_B
P_P
RO
CE
SS
ES
INST
ITU
TIO
N(H
CM
)HR
Manager
BOR HR
Manager
INST
ITU
TIO
N(H
CM
) CA
Manager
BOR CA
Manager
Updated 06302016
Start
Pull data from HCM into FIN to REFERENCE
version
BP102 Export FIN, Import HCMErrors?
Research & coordinate
the correction
YES
NO
Run report of data pulled-
validate counts,amounts
Corrects data in HR
Create/Copy CURRENT
version
CA or HR issue?
HR
Corrects data in CA
CA
Budget Preparation
and Approval
Page 1
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TitleJune30,2016
Page 1
BP102 Budget Prep Export from FIN Import to HCM In
stitu
tion
Pay
roll/
Bud
get
HC
M
Inst
itutio
nB
udge
t Offi
ce
Fina
ncia
ls
Institu
tion
HR HCM
Updated 06-30-16
BP101 From HCM to FIN
Budget Approval Process
Budget Copy Forward
(BUD006)
1
2
Notify FIN Budget Copy is
complete
Run Final Export to HCM
8
Run report of HR data loaded
HR Data Loaded Report
Provide HR and CA Export Report
Agrees?
Resolve Issues
Reconcile
Process Report
HR Data Loaded Report No
Validate Data Load
Yes
Data Loaded Report
Errors?
Research & coordinate the
correction
Correct Data
Yes
Notify FIN Budget Load is Complete and Clean
No
5a 6a 7a
Run report of CA data loaded
CA Data Loaded Report
Notify HR and CA Final Export is
complete
Process Report
Reconcile
Process Report Agrees? Resolve Issues No
Validate Data Load
Data Loaded Report
Errors? Research &
coordinate the correction
Correct Data Yes
CA104 Combo Code Create/Main
Yes
CA105 Posn
Funding End
No
Process Report
HR Data Loaded Report
3
Run Export to HCM
4
Process Report (Output File)
Process Report (Output File)
Run Budget Upload
5b 6b
7b
9
End
Page 17 of 257
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July 6, 2016Title
__
__
Page 18 of 257
CA101 System Configuration and Maintenance (Commitment Accounting) SS
C C
A A
dmin
BO
R
I C
A C
FG
SETU
P
CA
Man
ager
Updated 7/6/16
CA101.01.1 Add/Update Accounting Mapping
Table
Accounting Mapping
Maintenance Required?
Yes
No End
Start
Dept. Offset Group Maintenance Required?
Start
CA101.02.1 Add/Update Dept. Offset
Group Mapping
Send Email
Email Re: Actions Taken
CA101.3.3 Add new
fringe group Start CA101.03.1 Send Email
No
CA109 Pre-Distribution Audit New/Change Earnings Code New/Change ER Deduction New Expense Account from FIN
New/Change Deduction
New Cash/Liability Account from FIN
CA105 Position Funding Budget
Analysis/Amendment
Page 1
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July 6, 2016Title
__
_
__
_
Page 19 of 257
Page 1
CA104 Combination Code Processing B
udge
t O
ffic
e /
Gra
nts
& C
ontr
acts
Fin
anci
als
BO
R
GL
CH
AR
TFIE
LDS
CA
Ow
ner
BO
R I
CA
CFG
SET
UP
Nig
htly
Bat
ch
Updated 7/6/16
CA104.01 Create New
Combo Code
Run Process Now?
CA104.02 Request Ad Hoc Process
CA104.03 Run BUD003 for Specified BUs
CA104.04 Report
Process Complete
Validate Processing
Results
Results Correct? End
CA104.06 Run BUD003 for
All BUs End
A
A
Yes Yes
No
No
Start
FN101 - Combo Code Creation and Maintenance
CA105 Position Funding CA114 Retro Distributions
CA105 Position Funding CA114 Retro Distributions
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Page 20 of 257
CA105 Position Funding
Updated 62016
HR050
Create New
Position
Budget
Analysis
CA105
Invalid
Funding
CA101
System
Config
CA107
Pre
Distribution
Audit
CA M
anager
BOR_
I_CA
_CFG
_SETUP
A CA105.01
Fringe Redirect Needed?
No
Change effective for
next fiscal year?
Yes Fringe
Redirect Provided?
No
Yes End
Yes
CA105.03 File
Paperwork For Future Reference
Pg. 2Fringe group exists in system? Yes
No
No
Return Request to Originator
Return Request to Originator
Pg. 2 A
A
CA101.3 Fringe
Group Table
Maintenance
Page 1
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Page 21 of 257
CA105 Position Funding
Updated 62016
CA M
anager
BOR_
I_CA
_CFG
_SETUP
Pg. 1
Yes
Does change only Impacts Current & Future
Payrolls? Yes
Direct Retro already
requested?
No
No
Enter Funding Change (Fringe Redirect; Combo
Code Changes; Allocation Changes; Funding End Dates)
Run CARPT018
Direct Retros for a Position Query
Query Output
End
Do not save
transaction as a
Budget Retro
Save transaction
as a Budget Retro
End CA114 Process
Retro Changes
Page 2
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TitleJune28,2016
Page 22 of 257
Page 1
CA106 Paygroup Sync Between Position and JobCA
Manager
BOR_
I_CA
_CFG
_SETUP
Posn
. Mgt
. Ow
ner/H
RBO
R_I_HR
_REPORT
ING
Updated 062816
CA106.01 Run Paygroup Sync Between Posn and Job
Report CAINT001
CA106.02 Transmit
Report to PM Owner/HR
Paygroup Sync Report
CA106.03 Review
Information
Start Ad Hoc Report
CA109 Pre Dist Audit
Paygroup Sync Report
Paygroup Sync Report
Discrepancies Identified?
End
No
CA106.04 Correct
Discrepancies
HR051 Posn Mgt Update
HR052 Administer
Jobs
Yes
CA106.05 Request Updated Report
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July 6, 2016Title
Page 23 of 257
CA107 Invalid Funding Maintenance
Updated 7-6-16
CA
Man
age
r
CA107.01 Run Report
CARPT007 Process
Discrepancies Identified?
CA107.02 Analyze Funding
Information
Yes
End
No
A
Start
Yes
CA109 Pre-Distribution Audit process AdHoc for Maintenance
Invalid Funding Report
FN101 - Combo Code Creation and
Maintenance
CA105 Position Funding
A
Page 1
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TitleJune22,2016
Page 24 of 257
Page 1
CA108 Encumbrance ProjectionSSC CA
Adm
inBO
R_I_CA
_GEN
_ENCU
MBR
ANCE
In
stitu
tion/
US
OB
OR
_GL_
PR
OC
ES
SIN
G
CA M
anager
& SSC
CA
Admin
BOR_
I_CA
_GEN
_ENCU
MBR
ANCE
Updated 62116
CA108.05 Run
HR_ACCTG_ LINE Count
Query CARPT022
Reconcile Log and Query
CA108.04 Run
Encumbrance GL Process PAYGL03
CA108.03 Run Encumb-
Dist Query CACRPT019
CA108.01 Run BOR CA
Backup Process
CAPRC022
CA108.02 Run
Encumbrance Calculation
Process CAPRC021
Encumb_Dist Query Results
Row Count Query Output
Processing Log
Agrees?
FN112 GENERAL LEDGER
INTEGRATION (HCM)
Processing Log
HR_ACCTG_LINE Query Results Yes
CA108.07 Troubleshoot
with ITS
No
CA108.09 Run Encumb_Curr
Query Encumb_Curr Query Results
CA108.10 Run Budget_Actuals
Query Budget_Actuals Query Results
End
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Page 25 of 257
CA109 PreDistribution Audit Process
Updated 62116
BOR CA
Analyst
IB
OR
_I_C
A_G
EN
_GL_
INTE
RFA
CE
PY003 Post Payroll
Processing
CA109.05 Run Pre Distribution Audit
Report CARPT014 Pre-Distribution
Audit Report
CA M
anager
BOR_
I_CA
_CFG
_SETUP PY001
Day 2 Payroll Processing
PY001 Day 1 Payroll Processing
CA106 Paygroup
Sync
CA107 Invalid
Funding
CA109.01 Complete Paygroup
Sync Process
CA109.03 Complete Invalid Funding Process
Page 1
Pre-Distribution Audit Report
CA109.09 Review and identify corrective actions.
Pg. 2 DRAF
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Page 26 of 257
Page 2
CA109 PreDistribution Audit Process CA
Manager
BOR_
I_CA
_CFG
_SETUP
PM
Ow
ner/H
RBO
R_I_PA
Y_EM
PL_P
AY_D
ATA
SS
C P
ayro
ll A
dmin
BOR_
I_PA
Y_PR
C_PA
Y_CY
CLE
Updated 62116
Pg. 1
DBT Issues Identified? Yes
Correct Errors in Department Budget Table
(DBT) CA105 Position Funding
Job Data or Paygroup Issues
Identified? Yes
Correct Errors in Job Data or
Paygroup
NO
?? Position Mgmt.
?? Job Data
Make a Payline Adjustment for
funding? Yes
Enter Payline Adjustment
PY002: Payline
Adjustment
No
Pg. 3
No
CA104 Combo Code
Creation & Main
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Page 3
CA109 PreDistribution Audit Process SSC CA
Adm
inBO
R_QUER
Y_VIEW
ER
CA Analyst
IBO
R_I_CA
_GEN
_RETRO
_DISTR
O
Updated 62116
Pg. 2
Unapproved Retro Distributions Query
CA109.13 Stage Outstanding Retro Distributions
CA114D Or CA114B
Retro Distributions
Pg. 4
CA109.11 Run Unapproved Retro
Distributions Query CARPT020
Unapproved Retro Distributions Query
CA109.12 Transmit Information
to Institution
Unapproved Retro Distributions Query
Review Unapproved Retro requests
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Page 4
CA109 PreDistribution Audit Process CA
Manager
BOR_
I_CA
_CFG
_SETU
P
SSC
CA
Adm
inBO
R_S
_CA_
GEN
_GL_
INTE
RFA
CE
Inst
itutio
n P
ayro
ll Updated 62116
Pg.3 Ready for Sign Off?
CA109.14 Sign off on GL Pre-Distribution
Reports via SSC Case Mgt. System
Yes
No
Pg. 1 CA109.01
Pre-Distribution Audit Report
CA109.15 Run Pre Distribution
Audit Report CARPT014
PY003 Post Payroll
Processing
PY002 Day 3 Payroll
Processing Final Calc
Pre-Distribution Audit Report
CA109.18 Resolve hard-stop
errors Errors Corrected
EndErrors
Work with Institutions to resolve outstanding errors
Work with SSC to resolve outstanding errors
Pre-Distribution Audit Report
CA109.16 Transmit Information
to Payroll Dept.
Errors Corrected
Receive Notifcation of Errors Corrected
No
Yes
Notify Institution of Errors Corrected DR
AFT
TitleJune22,2016
Page 29 of 257
Page 1
CA110 Payroll to GL InterfaceSSC CA
Adm
inBO
R_I_CA
_GEN
_GL_INTERFAC
EC
A M
anag
erBO
R_I_CA
_CFG
_SETUP
Updated 62116
CA110.01 Run BOR CA Backup
Distribution Tables Process
CARPC022
CA109 Pre
Distribution Audit
PAY018 Payroll Summary
PY003 Post Payroll Processing
CA110.02 Run Actuals
Distribution Process
Process Abend?
CA110.03 Review Error
Report
Error Report
Data Written to Database?
CA110.04 Work Error(s)
CA116 System Data
Integrity Restore
Yes
Yes
Should this go to work errors?
Notify Institutions Actuals Distribution Process Complete
No
CA110.07 Run Payroll Messages
Report PAY011 Payroll Message
Report
Change Position
Funding?
CA110.08 Work Payroll Message
Report
CA105 Position Funding Process
Review Payroll Message Report
Issues Noted?
Yes
Pg. 2No
Yes
No Should this go to pg 2 instead?
DRAF
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CA110 Payroll to GL Interface
Updated 62116
CA
Man
ager
BO
R_Q
UE
RY_
VIE
WE
R
CA1110.09 Run 999999 Query
CARPT006
No
Pg. 1
CARPT006 Query Output
Review 999999 Query Output
CA110.11 Make Corrections on Review
Actuals Distribution (Change 999999 to 599999
Account)
Corrections Needed? Yes
CA110.10 Work Errors
CA
Man
ager
BOR_
I_CA
_CFG
_SETUP
CA110.12 Run Suspense
Query CARPT002
CA110.13 Review Work
Suspense Query Output
Suspense Query Output
Suspense Corrections Needed?
Pg. 3
No
Page 2
CA110.13 Work the Suspense
Report
CA110.14 Make Corrections on
Review Actuals Distribution
CA113 Suspense Correction Process
Yes DRAF
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TitleJune22,2016
CA110 Payroll to GL Interface Page 31 of 257
Updated 62116 C
A M
anag
erBO
R_I_CA
_CFG
_SETUP
CA1110.15 Run Paygroup
Out of Sync Report
CAPRC041
Paygroup Out of Sync Report
Errors?
No
Pg. 2
Pg. 4
Yes
CA110.16 Work the Out
of Sync Report
No
CA110.17 Make
Corrections on Review Actuals
Distribution
Account Mapping Corrections Needed
OR cannot setup Fringe redirect?
Yes
Notify HR that Correction is
Needed
HR
Receive Notification that
Correction is Needed
Page 3
HR Process to update Posn/Job
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TitleJune22,2016
Page 32 of 257
Page 4
CA110 Payroll to GL InterfaceSS
C C
A A
dmin
BOR
_QU
ERY_
VIE
WER
S
SC
CA
Adm
inBO
R_I_CA
_GEN
_GL_INTERFAC
E S
SC
CA
Adm
in &
CA
Man
ager
BOR_
I_CA
_CFG
_SETUP
Updated 62116
CA1110.23 Record Process
Instance ID
CA1110.19 Run 999999
Query CARPT006
CARPT006 Query Output
Review 999999 Query
Output
CA110.20 Make Corrections on
Review Actuals Distribution
(Correct 999999 to 599999 Account)
Corrections Needed? Yes
No
CA110.21 Run Paycheck
to Actuals Distribution
Recon Report CARPT013
Paycheck to Actuals Distribution Recon
Report
CA110.10 Work Errors
Pg. 3
CA110.22 Run GL Interface Process
PAYGL02 Process Instance ID
Process Log
Process Abend?
CA110.24 Notify
Institution Yes
Review error log
Data Written to
Database?
CA116 System Data
Integrity Restore
CA110.25 Work Error(s) Yes
Abend Log
Pg. 5No DRAF
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TitleJune22,2016
Page 33 of 257
CA110 Payroll to GL Interface
Updated 62116 SS
C C
A A
dmin
BOR_
S_CA
_GEN
_RETRO
_DISTR
O
CA110.27 Notify Institution
CA Owner Process is Complete
Review Query Output
Pg. 4
CA1110.43 Run Unapproved
Retro Distributions Query
CARPT020 Process Instance ID
Process Log
CA1110.44 Delete
Unapproved Pending Batches
Pending Batches Not Approved? Yes
Unapproved Retro Distributions Query
CA110.45 Notify Institution CA Owner of Deleted
Unapproved Batches
Deleted Unapproved Batches
CA
Man
ager
BOR_
I_CA
_GEN
_GL_INTERFAC
EBO
R_QUER
Y_VIEW
ER
CA1110.29 Reconcile
Report Information
No
Process Log
Payroll Summary Report
Recon Issues Noted? Yes
CA110.30 Run Recon query to
Reconcile HR ACCTG LINE to PER SERV BOR
GLINTBP021 Recon Query Output
No
Page 5
Resolve Issues
Pg. 6
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TitleJune22,2016
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CA110 Payroll to GL Interface
Updated 62116
CA
Man
ager
BO
R_Q
UE
RY_
VIE
WE
R
Recon Issues Noted?
Pg. 5
Journal balanced? No
No
Work with ITS to address
Issues Yes
Yes
Resolve Issues
CA110.31 Run HR_ACCTG_LINE
Counts Query CARPT022
CA110.32 Run
Balanced JE Query
CARPT023 Balanced Journal Entry Query
Output
Row Count Query Output
Notify Institution that JE is available and provide process logs and counts
Inst
itutio
n/U
SO
BO
R_G
L_P
RO
CE
SS
ING Do counts agree with JE Info
Received Process Log
Row Count Query Output
Yes
Work with ITS to address
Issues
CA110.33 FN112
GENERAL LEDGER
INTEGRATION (HCM)
Pg. 7
Page 6
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T
Page 7
CA110 Payroll to GL InterfaceC
A M
anag
erBO
R_Q
UER
Y_VI
EW
ER
Inst
itutio
n FI
NA
ccou
ntin
g IT
S B
atch
Sch
edul
e CA
Owne
r & Bud
get
Manager
BOR_
QUER
Y_VIEW
ER
Updated 62116
Run PSB Counts Query
GLINTBP024
CA110.37 Validate Counts for PERS_SERV_BOR between HCM and
Financials
Reconciliation Issues?
CA110.41 Work with ITS to
Republish
Pg. 6 HR_ACCTG_LINE Integration
Broker Updates HR_ACCTG_LI NE with JE ID
PERS_SERV_BOR
Publish PSB BOR_RC_PSBUPDT
(RICE 519)
Yes
NoPERS SERV BOR Query Output
CA110.40 Run Payroll Suspense
Query CARPT002 Payroll Suspense
Query Output
Work with Budget Office to resolve issues Payroll Suspense
Query Output
Review Suspense
Query Output
Issues? CA110.42 Resolve Issues
CA113 Suspense CorrectionYes End
No
Page 35 of 257
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TitleJune20,2016
Page 36 of 257
CA111 Process Vendor Payments (HCM to AP)
Updated 62016
SSC CA
Adm
inBO
R_I_CA
_GEN
_GL_INTERFAC
E
CA11.01 Reconcile PAYGL02 Log to AP Staging Tables
CA110 Payroll to GL
Interface
Run AP Staging Tables Query
CARPT025
CA111.04 Create AP Vouchers
CA Non-Tax Deductions Extract
CA111.05 Run BOR Paying Benefit Providers
Process CAPRC040 HR ACCTG
LINE
PERS SERV BOR
PAYGL02 Process Log
AP Staging Query Output
CA111.06 Run GL BU Verification
Query CARPT026
Reconciliation Iissues? Yes
No
GL BU = 98000?
CA111.8 Work with
ITS to Resolve
Issue
No
Yes
Page 1
Work with ITS to
address Issues
Pg. 2
DRAF
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TitleJune20,2016
Page 2
CA111 Process Vendor Payments (HCM to AP) SSC CA
Adm
inBO
R_I_CA
_GEN
_GL_INTERFAC
EBO
R_QUER
Y_VIEW
ER
SS
CA
ccou
ntin
gP
SFI
N B
OR
_GL_
JOU
RN
AL_
GE
NE
RA
TIO
N
Updated 62016
Pg. 1
CA111.07 Reconcile
AP Vouchers to Paycheck
Data
Reconciliation Issues?
CA111.08 Work with
ITS to Resolve
Issue
No
CA111.11 Run HR ACCTG LINE and AP Row Counts
Query CARPT022 HR ACCTG
LINE and AP Row Counts
Query Output
CA111.10 Publish AP Vouchers to Financials
Run PERS SERV BOR Query Counts GLINTBP024
Yes
PERS SERV BOR
Query Output
CA111.13 Reconcile
Query Row Counts
Reconciliation Issues?
FN103 Process
Payments for HCM Vendors
Work with ITS to
Resolve Issue
Yes
No
Page 37 of 257
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T
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Page 1
CA112Money Movement Accounting Process SSC Accoun
ting
BOR_
I_CA
_GEN
_ENCU
MBR
ANCE
In
stitu
tion/
US
OB
OR
_GL_
PR
OC
ES
SIN
G
Updated 62116
MM Process Log
CA110 Payroll to GL
Interface Agrees? Resolve issuesNo
Yes
PAY018 Payroll Summary
CA112.3 Run GLINTBP021 Recon Query to Reconcile HR ACCTG LINE
to PER SERV BOR
CA112.02 Reconcile Payroll Summary and MM
Process Log Report
CA112.01 Run Custom
MM Process in HCM CAPR030
MM Process Log PAY018 Payroll Summary
Recon Query Output
Agrees?
Work with ITS to
address Issues
No
CA112.4 Run HR_ACCTG_LINE
Count Query CARPT022
Yes Row Count
Query Output
Provide Count Report to Institution HCM Row Count
Query Output
Run HR_ACCTG_LINE
Count Query in FIN
FIN Row Count Query Output
FN112 GENERAL LEDGER
INTEGRATION (HCM)
HCM Row Count Agrees to FIN Row
Count
Work with ITS to
address Issues
No
Yes
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TitleJune 28, 2016
Page 39 of 257
CA113 Suspense Correction
Updated 06-28-16
CA M
anag
erB
OR
_QU
ERY_
VIEW
ER
FN126 Suspense
Budget Analysis
CA110 Payroll to GL
Interface
CA113.01 Run Payroll Suspense
Query CARPT002 Payroll Suspense
Query Query Output
CA113.02 Provide
Report to Budget
Manager Payroll Suspense Query
Query Output
CA M
anag
er &
Bud
get M
anag
erBO
R_I_CA
_CFG
_SETUP
CA113.03 Review Query
Output Payroll Suspense
Query Query Output
Issues Noted? Minimum Effective Date Issue (funding)?
100% Suspense?
No
Yes
Yes
No
Page 1
CA114D Direct Retro Distribution
End
CA105 Position Funding
DRAF
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TitleJuly8,2016
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Page 40 of 257
CA114B Stage Budget RetroDistributions
Updated 070716
CA114.1.2 Run Query to Identify Triggers
CARPT028 Triggers Query Output
CA105 Position Funding
Change for previously distributed
earnings
SSC CA
Adm
inBO
R_I_CA
_GEN
_RETRO
_DISTR
OBO
R_QUER
Y_VIEW
ER
CA114.1.3 Run Budget
Retro Distributions
Process
Issues Identified?
Resolve IssuesYes
Page 1
CA114P Process Retro
Distributions
No DRAF
T
TitleJuly8,2016
Page 1
CA114D Stage Direct RetroDistributionsCA
Manager
BOR_
I_CA
_GEN
_RETRO
_DISTR
O
SSC
CA
Adm
inBO
R_I_CA
_GEN
_RETRO
_DISTR
O
Updated 070816
CA114.2.3 Enter/Run
Direct Retro
CA114.2.2 Trained in
entering Direct Retros?
CA114.2.3 Enter/Run
Direct Retro
Yes
CA114 P Process Retro Distributions
Yes Review Retro
Distribution
Retro Distribution
Correct?
Delete Batch
No
Need for Direct Retro Distribution Identified
Request Direct Retro utilizing SSC Case Mgt. System
No
CA114.2.2 Trained in
entering Direct Retros?
Yes
Delete Batch
No
Approve Retro
Distribution
Process Completes
Successfully
Yes
Contact SSC
Accounting for
Assistance
No
Page 41 of 257
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T
TitleJuly8,2016
Page 1
CA114P Process RetroDistributions SSC CA
Adm
inBO
R_I_CA
_GEN
_RETRO
_DISTR
O
Updated 070816
Run report of Retro
Distribution Messages CARPT030
Messages Query Output
CA114D Stage Direct
Retros
CA114B Stage Budget
Retros
Issues Identified? C
Resolve IssuesYes C
No
Pg. 2Approve
Budget Retro transactions
Page 42 of 257
DRAF
T
TitleJuly8,2016
Page 43 of 257
Page 2
CA114P Process RetroDistributions SSC CA
Adm
inBO
R_I_CA
_GEN
_RETRO
_DISTR
OBO
R_QUER
Y_VIEW
ER
CA M
anager
BOR_
I_CA
_GEN
_GL_INTERFAC
E Updated 070816
CA114.3 Run BOR CA
Backup Distribution Tables
Process CAPRC022
CA114.4 Run Update
Actuals Process HPRETDST
CA114.5 Run Paycheck to
Actuals Dist. Recon Process
CARPT013
Pg. 1
CA114.6 Make
Corrections on Review
Actuals Distribution
CA114.7 Run 999999 Retro Query CARPT006
No Correction Needed?
Make Corrections on Review
Actuals Distribution
Yes
CA114.10 Run Retro Suspense
Query CARPT002
No
CA110 Payroll to GL
Interface
Notify Institution Process is Complete; Provide Output from Messages Qry. and
Retro Suspense Qry.
Receive Qry
Outputs
Run Query of Retro Distribution
Transactions CARPT029
End
DRAF
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TitleJune 28, 2016
Page 44 of 257
Page 1
CA115 Zero Personal Services Encumbrances (HCM)SS
C CA
Adm
inBO
R_I_CA
_GEN
_ENCU
MBR
ANCE
In
stitu
tion/
US
OB
OR
_GL_
PR
OC
ES
SIN
G
Updated 06-28-16
CA115.01 Run BOR CA Distribution
Backup Process
CAPRC022
Start
CA115.02 Run Zero Personal Services
Encumbrance Process
CAPRC001
CA115.03 Run PAYGL03 Encumbrance GL Process
Review CA Master
Schedle Issues Noted? Resolve IssuesYes
No
Run HR_ACCTG_ LINE Count
Query CARPT022 Row Count
Query Output
Process Log
Process Log
Provide Accounting Office with Logs and
Query Info Process Log
Row Count Query Output
Reconcile Counts
Received
Process Log
Row Count Query Output
Counts Reconcile?
FN112 GENERAL LEDGER
INTEGRATION (HCM)
Yes
CA108.07 Troubleshoot
with ITS
No DRAF
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TitleJune28,2016
Page 45 of 257
Page 1
CA116 System Data Integrity Restore SSC CA
Adm
inBO
R_S_CA
_CFG
_SETUP
ITS
Updated 062816
CA117.01 Identify
Effective Date for the Backup
CA117.02 Run BOR CA
Restore Distribution
Process
Process Abended?
Yes
No
Process Successful?
Resolve Processing
Issues
CA117.03 Validate
Processing Results
End
Yes
No
CA108 PAYGL03
CA110 PAYGL02
Running CA Actuals
Distribution?
CA117.05 Flip Pay Calendar
Flags CA Acutal Dist. And
CA GL Interface Processes
Yes Delete Data
PAY_ CHECK_EARNS (for pay period impacted by
restore)
PAY_ TAX_ LIAB_AP
(for pay end date)
PAY_ DED_
LIAB_AP (for pay end
date)
Flip HR_ ACCTG_
LINES (Set GL_DISTRIB_STATU =
?? where GL_DISTRIB_STATUS = I
Delete PSB for Process
Instance from Run
Guide CA117.01 Identify Effective Date
GL Run Guide
CA117.01 Identify Effective Date
GL Run Guide
Pg. 2 No
CA117.15 Validate Data
Issues Identified?
Work with ITS to resolve
issues
No
Yes
DRAF
T
TitleJune28,2016
Page 2
CA116 System Data Integrity Restore ITS
SSC CA
Adm
inBO
R_S_CA
_CFG
_SETUP
Updated 062816
Pg. 1 Running CA GL
Interface? Yes
No
CA117.05 Flip Pay Calendar Flags (CA Actuals Distribution
and CA GL Interface Processes)
Delete PSB for Process
Instance from Run
Guide
Flip HR_ ACCTG_
LINES Set GL_DISTRIB_STATUS = ?? Where GL_DISTRIB_STATUS =
I
Reassign Help Desk Ticket to SSC CA Admin
End
CA117.01 Identify Effective Date
GL Run Guide
End
CA117.15 Validate Data
Issues Identified?
Work with ITS to resolve
issues Yes
No
Page 46 of 257
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TitleJune 21, 2016
Page 47 of 257
CA118 - Outstanding Liabilities Report (USO only)
Updated 6-21-16
SS
CB
enef
its R
econ
cilia
tion
FN107 Benefits
Reconciliation Completed
GAP- would report need to be based on deduction mapped to account or just
account? (general deductions- timing of MM)
Fiscal Yearend Reporting
Run HCM query/ outstanding Liability report (all benefits
accounts)
Verify HCM query/ outstanding Liability report agrees to GL
account reconciliation balances
Page 1
End
DRAF
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TitleJune 28, 2016
Page 48 of 257
Page 1
CA119 Federal Workstudy Load from HCM to Financial Aid System (BANNER) SS
CA
ccou
ntin
gB
OR
_I_P
AY
_PR
C_P
AY
_CY
CLE
Inst
itutio
nA
ccou
ntin
g/P
ayro
ll In
stitu
tion
IT/F
in A
id
Inst
itutio
nFi
nanc
ial A
id
Updated 6-28-16
PY002 Payroll
Confirmed
End
Create FWS file and report for Financial Aid
System Upload (Banner)
Upload File & report to FTP site
Download File & report from FTP site
Upload File to Banner
Receive FWS Report
Notification that file and report are
available
DRAF
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TitleJune28,2016
_
Page 49 of 257
Page 1
CA121 BANK RECONCILIATION (980 HCM PAYROLL ACCOUNT) USO
Busin
ess S
vcs
BO
R_B
ANK
PR
OC
ESS
ING
USO
Busin
ess S
ervices
BOR_
GL_INQUIRY
SSC
Payroll
BOR_
PAY_AN
ALYST_SSC
Wells Fargo
SSC
Payroll
BOR_
PAY_AD
MIN_SSC
Updated 06-28-16
Cleared payment
file (ACH, Checks)
Retrieve Recon
file
Run Bank
Recon
Review Recon Results
YES
Run Query to pull GL activity
for HCM PY cash account
Identify GL deposit activity
Compare GL deposit activity to Bank deposit
activity
Prepare listing of reconciling deposit items
Prepare listing of reconciled
items
Compute adjusted bank balance and adjusted GL
balance
Reconcile adjusted bank balance to
adjusted GL balance.
Provide reconciling items needing action to appropriate parties
End
Retrieved Bank
deposit activity
Research payment issues
WF004 Escheatment
Exceptions? NO
Force exceptions to reconcile, if applicable
Start DRAF
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TitleJune 28, 2016
Page 50 of 257
CA600 Ad Hoc Reports
Updated 6-28-16
r
Start
Run Active/Inactive Funding Report
Run the Payroll Suspense Report
Errors?
Navigate to Job Summary View
Run the Position Funding Report
No
Run the Encumbrance Detail
Report
Inst
itutio
nM
anag
e
Yes
CA
Correct errors End
Page 1
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: AD001 - Audit Position Funding Changes
Functionality Changes: 1. None
Ownership Changes: 1. None
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted: 1. BPM 5.7.4 HCM Accounting Audit Tables Review
Institutions should review the position audit tables monthly to ensure funding changes are taking place by authorized personnel.
Conversion Approach: 1. Not Applicable.
Historical Data Approach: 1. Not Applicable. The audit tables will be populated from the time an institution transitions onto oneusg (going forward). All funding changes prior to go-live will have to be extracted from ADP
New Forms: 1. None
New Approvals: 1. None
Tuesday, July 12, 2016 Page 1 of 25
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T
Page 52 of 257
HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: AD003 - CA Audited Tables
Functionality Changes: 1. New audit queries and tables developed to capture the date, time and user who makes changes to GL Actuals while GL Interface is in process. This will capture changes only to expenses.
Ownership Changes: 1. Institutions, Shared Services and the System Office will be able to review the audit tables.
Issues Not Addressed: 1. None
Issues Addressed: 1. This allows for a record of changes made to GL Actuals that can be accessed at any time.
Policy Changes: 1. None
Business Procedures Impacted: 1. BPM 5.7.4 HCM Accounting Audit Tables Review
Institutions should review the Actuals Distribution audit table monthly to ensure GL Actuals changes are taking place by authorized personnel.
Conversion Approach: 1. Not Applicable
Historical Data Approach: 1. Not Applicable. The audit tables will be populated from the time an instituton transitions onto oneusg (going forward).
New Forms: 1. None
New Approvals: 1. None
Tuesday, July 12, 2016 Page 2 of 25
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T
Page 53 of 257
HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: BP102 - Budget Prep - Export from FIN, Import to HCM - Loading Budgets
Functionality Changes: 1. There will no longer be a file to export back to HR/PAY. 2. The export from FIN will now be two processes; CA & HR.
Ownership Changes: 1. Export will two processes be handled by PAY and CA.
Issues Not Addressed: 1. None.
Issues Addressed: 1. There will be a validation for CA and PAY from FIN.
Policy Changes: 1. None.
Business Procedures Impacted:1. GA First BP.040.030
Conversion Approach: 1. None.
Historical Data Approach: 1. None.
New Forms: 1. None.
New Approvals: 1. None.
Tuesday, July 12, 2016 Page 3 of 25
DRAF
T
Page 54 of 257
HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA101 - System Configuration and Maintenance (Commitment Accounting)
Functionality Changes: 1. New Account Mapping functionality has been introduced by the implementation of Commitment Accounting. Earnings Codes, Deduction codes and Tax Types are mapped to general ledger expense accounts as outlined in the standardized chart of accounts. 2. New Liability Account Mapping functionality has been introduced by the implemenation of Commitment Accounting. Deductions and taxes are mapped to general ledger liability accounts as outlined in the standardized chart of accounts. 3. Fringe Groups have been introduced to allow institutions to flexibility to group deduction/tax codes together to charge to specific accounting strings (combination codes)
Ownership Changes: 1. Shared Services will assume ownership of creation and maintenance of fringe groups
Issues Not Addressed: 1. None
Issues Addressed: 1. Institutions now have a great deal of flexibility in mapping payroll charges to specific accounting strings. For example, earnings can be charged differently than deductions and taxes for sponsored projects.
Policy Changes: 1. None
Business Procedures Impacted:1. None
Conversion Approach: 1. Earnings Codes and Deduction codes were manually mapped to the new SHARE chart of accounts. 2. Fringe groups will need to be established since ADP did not support this functionality.
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
Tuesday, July 12, 2016 Page 4 of 25
DRAF
T
Page 55 of 257
HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA104 - Combo Code Creation & Maintenance
Functionality Changes: 1. Institutions will not be able to create multiple Account Codes (Combination Codes) in Financials that represent the same chartfield string 2. Combination Codes will be messaged from Financials to HCM (near real time) using PeopleSoft Integration Broker 3. The Combination Code will be ready for use when a process is executed in HCM (scheduled or adhoc).
Ownership Changes: 1. ITS will be responsible for ensuring that messaging from GeorgiaFirst Financials to HCM is running and that all messages have been processed.
Issues Not Addressed: 1. None
Issues Addressed: 1. The nightly interface file has been replaced with near real time messaging.
Policy Changes: 1. None
Business Procedures Impacted:1. See BPM 5.7.2
Conversion Approach: 1. Some Account Codes (combination codes) will need to be consolidated if an institution has mutiple combination codes with the same accounting string.
Historical Data Approach: 1. Not Applicable
New Forms: 1. None
New Approvals: 1. None
Tuesday, July 12, 2016 Page 5 of 25
DRAF
T
Page 56 of 257
HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA105 - Position Funding
Functionality Changes: 1. Position Funding is maintained on the Department Budget tables in Commitment Accounting instead of on the JOB earnings distribution. 2. Institutions have the ability to distribute Fringes and Taxes separately from earnings. 3. Fringe Groups were introduced to assist to further define the type of fringe that should not follow earnings. 4. Only funding setup in the Department Budget Table can have fringe rules (fringe groups). 5. Positions not fully funded will charge to the Suspense combination code. 6. The Suspense combination code is specified in the department budget table. 7. Items normally maintained through Additional Pay will be moving to the department budget table so they are encumbered. 8. Only funding setup in the Department Budget table will encumber.
Ownership Changes: 1. None
Issues Not Addressed: 1. None
Issues Addressed: 1. Fringe no longer has to follow earnings. 2. Position funding is now separate from Position Management.
Policy Changes: 1. None
Business Procedures Impacted: 1. See BPM Additional Pay 5.3.2 2. See BPM Employee Compensation Encumbrances 5.9
Conversion Approach: 1. Only current and future effective dated funding rows are converted from ADP.
Historical Data Approach: 1. Historical funding inquiries will have to be made through EV5 in ADP
New Forms: 1. None
New Approvals: 1. A New Funding Change MSS page will be created in a future release to allow decentralized management of position funding.
Tuesday, July 12, 2016 Page 6 of 25
DRAF
T
Page 57 of 257
HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA106 - Paygroup Sync Between Position and Job
Functionality Changes: 1. None
Ownership Changes: 1. None
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. None
Conversion Approach: 1. None
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
Tuesday, July 12, 2016 Page 7 of 25
DRAF
T
Page 58 of 257
HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA107 - Invalid Funding Maintenance
Functionality Changes: 1. Funding to an inactive combination code will be flagged as invalid. 2. If positons funded to inactive combination codes are not fixed, payroll costs will be sent to GL for the inactive combination code. 3. Positions with funding end dates in the Department Budget Table for the next pay period will be flagged as invalid. 4. Positions not fully funded and not corrected will have expenses that post to suspense for Actuals. 5. Positions with no funding will be flagged as invalid. 6. Institutions will be responsible for clearing invalid funding prior to the beginning of payroll processing.
Ownership Changes: 1. Daily, institutions will correct position funding issues reported in this business process. This will ensure all transactions flow to the general ledger in a timely and accurate manner.
Issues Not Addressed: 1. None
Issues Addressed: 1. Institutions will be able to proactively monitor position funding.
Policy Changes: 1. None
Business Procedures Impacted: 1. GL Interface 2. Encumbrance Projection 3. Retro Distribution 4. Suspense Correction 5. Position Funding 6. Combination Code Processing
Conversion Approach: 1. Not Applicable
Historical Data Approach: 1. Not Applicable
New Forms: 1. None
New Approvals: 1. None
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Commitment Accounting Business Process: CA108 - Encumbrance Projection
Functionality Changes: 1. Encumbrance projection for salary is based on eligibility not paycheck. Encumbrance projection for fringe is still based on the last paycheck. 2. Funding for the Encumbrance projection is based on the Department Budget Table. 3. Funding changes in the Department Budget Table will reflect as changes in the encumbrance projection 4. Encumbrances will project to the funding end date entered into the Department Budget Table. 5. When a funding end date reflects a date prior to the end of the fiscal year, encumbrances will not project to suspense. 6. Encumberance projections will be messaged from HCM to Financials using PeopleSoft Integration Broker.
Ownership Changes: 1. SSC will run the encumbrance projection and message the data from HCM to Financials. 2. ITS will be responsible for monitoring the messaging from HCM to Financials for Encumbrance projections. 3. Institutions will still be responsible for creating encumbrance journals in Financials.
Issues Not Addressed: 1. None
Issues Addressed: 1. Institutions will be able to see the Encumbrances at a position level by reviewing the BUDGET_ACTUALS table in HCM.
Policy Changes: 1. None
Business Procedures Impacted:1. Employee Compensation Encumbrances BPM 5.9
Conversion Approach: 1. Encumbrance balances will be calculated after the first confirmed HCM payroll. There is no conversion activity for the encumbrances 2. Encumbrances should be zeroed out in Financials prior to running the encumbrance projection for the first time.
Historical Data Approach: 1. Not Applicable
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA109 - Predistribution Audit Process
Functionality Changes: 1. The Paygroup Sync Report will check for paygroup variances between Job Data and Position Management. 2. These are the errors the Predistribution report checks for: account mapping errors, suspense, positions without funding. 3. Institutions will be responsible for clearing invalid funding prior to distribution to the General Ledger.
Ownership Changes: 1. SSC and Institutions will have a shared responsibility for the Pre-Distribution Audit Report.
Issues Not Addressed: 1. None
Issues Addressed: 1. Identification of potential invalid funding prior to distribution to the General Ledger.
Policy Changes: 1. None
Business Procedures Impacted: 1. BPM 5.7 Employee Compensation Accounting 2. BPM 5.9 Employee Compensation Encumbrances 3. BPM 5.7.3 General Ledger Corrections for HCM System Transactions 4. BPM 5.7.5 HCM Suspense Account 5. BPM 5.7.2 Combo Codes: GL Accounting Chart String
Conversion Approach: 1. None
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA110 - Payroll to General Ledger Interface (HCM)
Functionality Changes: 1. The Payroll to GL Interface will be driven off the Department Budget tables instead of the JOB Earnings Distribution. 2. Encumbrance liquidations will not write to the Personal Services Table (PSB). 3. Encumbrance details are now maintained in HCM. Previously they were maintained in the Personal Services Table (PSB) in Financials. 4. GL Interface will be messaged from HCM to Financials using PeopleSoft Integration Broker.
Ownership Changes: 1. Shared Services will be responsible for running the Payroll to GL Interface (PAYGL02) 2. ITS will be responsible for monitoring the messaging from HCM to Financials for Accounting Entries 3. Institutions will still be responsible for creating Actuals journals in Financials.
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. See BPM 5.7 Employee Compensation Accounting
Conversion Approach: 1. None
Historical Data Approach: 1. Historical data will not be converted to the new HCM Personal Services Table (PSB). All historical reporting will continue to be done in the Personal Services Table (PSB) in PeopleSoft Financials for pre-conversion transactions.
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA111 - Process Vendor Payments
Functionality Changes: 1. Deduction Payments will be processed through PeopleSoft Accounts Payable 2. The total amount of the Deduction Liability will be transferred to the system office and paid centrally for all institutions 3. Institutions will not hold the 7/5s deductions. 4. Only Health and Welfare charges will be paid based on enrollment. All other deductions will be processed based on withholding 5. Vouchers will be interfaced from oneusg HCM using PeopleSoft's Integration Broker (near real time).
Ownership Changes: 1. Shared Services will assume ownership of paying all deductions to the appropriate vendor
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. BPM 5.8 OneHCM Related Funding: Money Movement
Conversion Approach: 1. New Vendors had to be created and messaged over from Financials.
2. New Vendors had to be associated with Deduction Codes in Payroll 3. A New AP business unit (980P) was manually setup in Financials to manage the new Deduction Payment processing
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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Commitment Accounting Business Process: CA112 - Money Movement
Functionality Changes: 1. Institutions will fully fund all payroll related expenditures and deductions at the time of each payroll by transferring to the system office. 2. Associated liabilities will be transferred from the institutions to the system office - accounting interface will reflect a transparent movement of the liabilities
Ownership Changes: 1. Shared Services will assume ownership of Paying Benefit Providers and Reconciling Benefit Liability Accounts.
Issues Not Addressed: 1. None
Issues Addressed: 1. Institution resources associated with benefits reconciliation may be redirected to other priority areas.
Policy Changes: 1. None
Business Procedures Impacted:1. BPM 5.8 OneHCM Related Funding: Money Movement
Conversion Approach: 1. Substantiated payroll liabilities will be transferred from the institution to the system office at the time of conversion 2. Unsubstantiated payroll liabilities will remain on the institutions' books. 3. Liabilities will be transferred with an upload journal entry at the time of conversion.
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA113 - Suspense Correction
Functionality Changes: 1. Suspense is a new concept to expense actuals not fully funded in Department Budget Table. 2. Review of the Suspense Report after a GL Interface so that suspense that wasn't corrected prior to GL can be corrected using the HCM Retro Distribution process.
Ownership Changes: 1. Institutions will be resposible for reviewing and correcting errors.
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. BPM 5.7.3 GL Corrections for HCM System Transactions
Conversion Approach: 1. None
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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Commitment Accounting Business Process: CA114 - Retro Distributions
Functionality Changes: 1. Retro Distributions can be triggered in the Department Budget table by making retroactive funding change(s) for the current Fiscal Year. 2. Retro Distributions can move multiple payroll charges in a single transaction for a position. 3. Accounting Adjustments for Payroll Accounting will no longer be done in PeopleSoft Financials. 4. Ability to process and post retro distributions separate from the Payroll GL processing.
Ownership Changes: 1. Institutions maintain ownership of entering retroactive funding changes. 2. SSC will be responsible for processing retroactive transactions through the GL Interface. 3. Institutions will still be responsible for creating Actuals journals in Financials.
Issues Not Addressed: 1. None
Issues Addressed: 1. Payroll Accounting adjustments will be made in the source system now instead of outside the system in PeopleSoft Financials. 2. Ability to process and post retro distributions separate from the Payroll GL processing.
Policy Changes: 1. None
Business Procedures Impacted:1. BPM 5.7.3 GL Corrections for HCM System Transactions
Conversion Approach: 1. Not Applicable
Historical Data Approach: 1. Retro distribution transactions needed for pre-conversion pay periods will have to be done in Financials for the current FY. This is because historical payroll data won't exist in HCM.
New Forms: 1. None
New Approvals: 1. A New Retro Distribution MSS page will be created in a future release to allow decentralized management of Retro Distribution requests.
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA115 - Zero Personal Services Encumbrances
Functionality Changes: 1. Since encumbrances are now maintained in HCM, there is the ability to zero personal services encumbrances from HCM. 2. This process can be run for a single position, multiple positions, single institution, or multiple insitutions. 3. This process will run on-demand as it does today, but will originate from HCM.
Ownership Changes: 1. SSC will maintain and execute the Zero Personal Services Encumbrances.
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. Employee Compensation Encumbrances BPM 5.9
Conversion Approach: 1. None
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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Commitment Accounting Business Process: CA116 - System Integrity Data Restore
Functionality Changes: 1. None
Ownership Changes: 1. ITS/SSC
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. None
Conversion Approach: 1. None
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA118 - Outstanding Liabilities Report
Functionality Changes: 1. None
Ownership Changes: 1. None
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. None.
Conversion Approach: 1. None
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA119 - Federal Workstudy Upload
Functionality Changes: 1. None
Ownership Changes: 1. None
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. None.
Conversion Approach: 1. None
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA121 - Bank Reconciliation 980 HCM Account
Functionality Changes: 1. USO will utilize the bank reconciliation process in HCM for the account uitlized for payroll disbursments.
Ownership Changes: 1. USO will have one bank account for all payroll disbursemenst for all schools. 2. USO Business Services will reconcile the account.
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA200 - Effort Reporting
Functionality Changes: 1. None
Ownership Changes: 1. None
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. None
Conversion Approach: 1. None
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA500 - Administer Commitment Accounting Security
Functionality Changes: 1. New Security Roles were created to support the oneusg implementation
Ownership Changes: 1. Security Roles and Permissions will be maintained by ITS/Shared Services 2. Active Employee Password resets will transition from Shared Services to the Institution 3. Institutions will assign security roles to the employee.
Issues Not Addressed: 1. None
Issues Addressed: 1. Password resets of active employees should be reduced since the password to access oneusg will be the same password as their institution network access
Policy Changes: 1. None
Business Procedures Impacted:1. BPM 5.6.2 OneHCM Security Administration
Conversion Approach: 1. None
Historical Data Approach: 1. None
New Forms: 1. A new security request form (electronic) has been introduced to request security changes
New Approvals: 1. Security request changes must be approved by the direct supervisor of the employee
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA600 - AdHoc Reporting
Functionality Changes: 1. Reporting will be delivered as a combination of Queries, Delivered, and custom reports. Some users will have the ability to create new queries and other users will only be allowed to run.
Ownership Changes: 1. Based on Business Process reviews current reports that are ran by SSC may be run by institutions or the report results may be distributed to institution users.
Issues Not Addressed: 1. None
Issues Addressed: 1. None
Policy Changes: 1. None
Business Procedures Impacted:1. None
Conversion Approach: 1. Requirements have been taken on current GGC/USO/SSC reports.
These reports will be developed in PeopleSoft.
Historical Data Approach: 1. None
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
Commitment Accounting Business Process: CA999 - Commitment Accounting Data Conversion
Functionality Changes: 1. Department Budget Table will be populated from the JOB earnings distribution in PeopleSoft (current and future effective dated rows) 2. Department Budgets are associated with Positions (and not employees) - Position Conversion is a dependancy 3. The Encumbrance Projection will be populated by Encumbrance Projection once the first live payroll is completed
Ownership Changes: 1. oneusg Project Team is responsible for Data Conversion Activities 2. oneusg Project Team is responsible for the initial comparison of the HCM conversion against ADP data. 3. Institutions will be responsible for reviewing and signing-off on the conversion activities. 4. Oneusg project team will provide error checking queries to identify issues prior to conversion. 5. Institutions will work to clean up these issues prior to conversion to ensure the cleanest data.
Issues Not Addressed: 1. None
Issues Addressed: 1. Not Applicable
Policy Changes: 1. Not Applicable
Business Procedures Impacted:1. None
Conversion Approach: 1. Only Current and Future Effective Dated rows will be converted from JOB earnings distribution 2. The Encumbrance Projection will be populated by Encumbrance Projection once the first live payroll is completed
Historical Data Approach: 1. Funding prior to the conversion data will not be loaded.
New Forms: 1. None
New Approvals: 1. None
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HCM Business Process Fact Sheet HCM-002-BPR
End of Report
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HCM Decision Point Fact Sheet HCM-006-DPT
Commitment Accounting Document Status: Active 568 - Issue: Determine the source of the salary for vacant position
Final Decision:
Document Details: Determine the source of the salary for vacant position
Potential Solutions:
Recommendation:
HRAP Impact:
Option 1: Last Incumbent Option 2: Budget Amount on Position
BPM Impact:
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HCM Decision Point Fact Sheet HCM-006-DPT
Commitment Accounting Document Status: Complete 59 - Issue: Determine Direction for Budgets
Final Decision: Budgeting standardization is not considered part of the scope of the oneusg HCM deployment. oneusg will be required to integrate with multiple budgeting solutions
Document Details: What is the future vision for budget preparation? Will a standardized application be deployed or will oneusg integrate with multiple budgeting solutions?
Potential Solutions: Budgeting standardization is not considered part of the scope of the oneusg HCM deployment. oneHCM will ultimately select a budgeting platform; however, it will be resourced as a separate initiative. oneHCM will build integrations to multiple budget platforms until a budgeting platform is selected and prioritized by the Executive Council.
Recommendation: Budgeting standardization is not considered part of the scope of the oneusg HCM deployment. oneHCM will ultimately select a budgeting platform; however, it will be resourced as a separate initiative. oneHCM will build integrations to multiple budget platforms until a budgeting platform is selected and prioritized by the Executive Council.
HRAP Impact: 75 Not Applicable
BPM Impact: 0.0 Not Applicable
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HCM Decision Point Fact Sheet HCM-006-DPT
Commitment Accounting Document Status: Complete 139 - Issue: Chart of Accounts Standardization
Final Decision: 1. All accounting entries generated by the oneusg HCM solution will utilize the shared / common chart of accounts. These include: Payroll Expenditures, Benefit Liabilities, Tax Liabilities and Cash.
Document Details: The system office has outlined an initiative to move all institutions to a common chart of accounts. Institutions will continue to maintain the department and project chartfields
Potential Solutions: 1. Institutions will maintain autonomous charts of accounts and map to a standardized chart of accounts
2. Institutions will transition to a standardized chart of accounts
3. Transition to the standard chart of accounts for HCM accounting entries only
Recommendation: 1. All accounting entries generated by the oneusg HCM solution will utilize the shared / common chart of accounts. These include: Payroll Expenditures, Benefit Liabilities, Tax Liabilities and Cash.
HRAP Impact: 75 Not Applicable
BPM Impact: 0.0 Not Applicable
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HCM Decision Point Fact Sheet HCM-006-DPT
Commitment Accounting Document Status: Complete 288 - Issue: Where will combo codes be validated - HCM or Financials (for ADP Institutions)
Final Decision: Utilize the existing functionality in GeorgiaFirst and Spectrum (Georgia State). The integration for Augusta, UGA and Georgia Tech will be addressed in future phases. Duplicate Combo Codes (Combo Codes that represent the same chartfield combinations) will have to be eliminated during the transition to oneusg
Document Details: Determine whether we validate combo codes in HCM or whether we pick the valid string from Financials? GeorgiaFirst institutions originate combo codes in Financials. Georgia State combo codes are derived from Speed Types authored in their PeopleSoft Financials system.
Potential Solutions: There is not a validation of the chartfield budget in Financials outside of the GAFirst modification.
Core PS Financials functionality can be setup to check the validity of a string but it is currently not turned on.
We can retire that mod and run BUD003, or we can keep the mod and message the combo code to HCM.
Recommendation: Utilize the existing functionality in GeorgiaFirst and Spectrum (Georgia State).
HRAP Impact: 75 Not Applicable
BPM Impact: 0.0 Not Applicable
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HCM Decision Point Fact Sheet HCM-006-DPT
Commitment Accounting Document Status: Complete 295 - Issue: Will each business unit / company have a unique liability offset requirement?
Final Decision: 1. Liability offset accounts are a global configuration option. No customization will be introduced. All institutions will utilize a shared chart of accounts and will utilize a common set of liability accounts
Document Details: Will each business unit / company have a unique liability offset requirements?
Potential Solutions: 1. All institutions utilize a shared chart of accounts and will utilize a common set of liability accounts
2. Introduce a customization to allow each institution to utilize separate liability accounts
Recommendation: 1. Configure the system such that all institutions utilize a shared chart of accounts and will utilize a common set of liability accounts
HRAP Impact: 75 Not Applicable
BPM Impact: 0.0 Not Applicable
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HCM Decision Point Fact Sheet HCM-006-DPT
Commitment Accounting Document Status: Complete 312 - Issue: For filled positions, what amount are we encumbering?
Final Decision: The JOB annual rate will be the amount utilized for encumbering the salary for a position.
Document Details: For filled positions, what amount are we encumbering?
Potential Solutions: We will encumber against JOB Annual Rate
Recommendation: We will encumber against JOB Annual Rate
HRAP Impact: 75 Not Applicable
BPM Impact: 0.0 Not Applicable
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HCM Decision Point Fact Sheet HCM-006-DPT
Commitment Accounting Document Status: Complete 313 - Issue: What is requirement for encumbrance if position level funding not found?
Final Decision: The design team opted to write encumbrances to an error log and not encumber the position. Institutions will be expected to work the error log in order to have accurate personal service encumbrances established.
Document Details: What is the encumbrance requirement when funding cannot be found at the position level?
Potential Solutions: Opt 1: Write encumbrances to an error log and don't encumber. Opt 2: The encumbrances will encumber based on the department level funding.
Recommendation: Write encumbrances to an error log and don't encumber.
HRAP Impact: 75 Not Applicable
BPM Impact: 0.0 Not Applicable
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HCM Decision Point Fact Sheet HCM-006-DPT
Commitment Accounting Document Status: Complete 318 - Issue: Commitment Accounting - Payroll Accounting Tables Mirrored in Financials and HRMS
Final Decision: Generate PSB (PERS_SERV_BOR - Personal Services Accounting Table) in HCM but message to Financials. It is business as usual from that point. Reporting on Personal Services will have to be revisited with the project integrates with Augusta, UGA and Georgia Tech.
Document Details: Can PSB live in HCM instead of Financials?
Is there any reason why the PERS_SERV_BOR details cannot live in HCM and be queried from there? Do we need the mirror table in Financials?
Potential Solutions: There are two options.
Opt 1: Move Financial reporting to HCM. This would involve generating DBLinks from HCM to Financials so the necessary tables can be accessed from HCM. It would also require that we design security so that those who currently do not have security to ADP will have it in the future
Opt : Have the same table in Financials that is a mirror of the HCM PSB.
Recommendation: Generate PSB in HCM but message to Financials. It is business as usual from that point.
HRAP Impact: 75 Not Applicable
BPM Impact: 0.0 Not Applicable
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HCM Decision Point Fact Sheet HCM-006-DPT
Commitment Accounting Document Status: Complete 324 - Issue: How will we fund fringe expense for 2nd job?
Final Decision: The overtime hours will get a T&L task group; hence override funding will exist. The departments can modify fringe funding to post to the 2nd job. Payroll is configured to ensure Overtime charges are associated with secondary job
Document Details: If a regular employee works a second job, how will GL Distribution process the second job fringe expense?
Potential Solutions: Opt 1: Enter the employee into a second job with a new position. This will allow the specific fringe rules to be defined. (fringes don't have to follow earnings).
Opt2: Use task profiles and fringe will always follow earnings.
Opt3: Use Additional Pay and fringe will always follow earnings. Recommendation: Recommended for Pilot: Enter the employee into a second job with a
new position. This will allow the specific fringe rules to be defined. (fringes don't have