SHARP User Community Meeting May 3, 2010. 2 Welcome

SHARP User Community MeetingMay 3, 2010

2

Welcome

3

Meeting Agenda

WelcomeCutover Key DatesSMART/SHARP IntegrationPayroll ChangesData WarehouseWrap Up & Questions

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

SHARP Conversion Events and Key Dates

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, 2010. The conversion will take place beginning Friday, June 18, 2010.

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 23rd. SHARP and Self-Service User IDs and passwords will be the same as User IDs and passwords on Friday, June 18, 2010.

8

Cutoff Dates for Data Changes

•The cutoff for setup or configuration changes in SHARP is June 11, 2010.

•This includes updates to Pool ID’s, Location Codes, and Department Budget Table updates

9

SHARP/SMART Integration

10

SMART – SHARP Integration

SHARP

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

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

Address Data

•Employee’s 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

Phone Number and Email Address

•Employee Phone Numbers and Email 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

Phone Number and Email Address

• The only Email Address that is sent for the employee from SHARP is if the Email Type is ‘Business’.

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

Department ID•Effective June 23rd agencies will need to send all requests for new Department ID’s on form GL_F003 to [email protected] The form will be available on the SHARP Customer Service website.

17

Department ID

•All forms will require an agency Finance contact to review and submit the form because of how Department ID’s 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

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

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

Travel and Expense

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

Payroll Changes

23

Payroll Overview

• Paycheck Changes– Paycheck Number– Org Dues/United Way/Community Health Charities– Taxable Group Life

• Employer Expenditure Reporting Changes

• Department Budget Tables

• SHARP CBT Updates

• Payroll Processing Dates and Notes

• SHARP Infolist

24

Paycheck ChangesPaycheck 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 SHARP paycheck number

•The 7-digit SHARP paycheck number will continue to be used for employee paycheck view and the PAY002 report. SMART will use the 10-digit number.

25

Paycheck ChangesOrg 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

Paycheck ChangesOrg Dues/United Way/CHC

• SHaRP Conversion June 19-20 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

Paycheck ChangesOrg Dues/United Way

• Effective June 23rd, 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

Paycheck ChangesTaxable 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

Employer ExpenditureReporting 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 519500).

30

Employer ExpenditureReporting 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 519102 – ER Medicare: Account 519101

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, 2010. Budget End date will be June 12, 2011.

•Agencies will be able to validate Dept Budget/Combo Codes starting June 23rd

32

SHARP 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 9th, 2010 for the following modules:– Payroll – Payroll Commitment Accounting

33

SHARP CBT Updates

•Agency personnel should review CBT updates when they become available to identify processing changes due to SMART

•Current SHARP security access will not be impacted. Access for current employees is not dependent on CBT review.

34

SHARP CBT Updates

High-Level SHARP CBT Changes:

•Department Budget Funding table chartfields are updated to reflect new chartfields required for SMART

•After June 23rd, agencies will be able to make updates to the Dept Budget Funding table on-line in SHARP

35

SHARP 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 23rd, 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

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


•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 SHARP. Paycheck adjustments/reversals will not be allowed.

38


•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


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


Payroll processing for payroll period ending

June 12, 2010

Friday, June 11th •Time and Leave Interface deadline 5pm•Regent’s Run ‘C’ off-cycle files for period ending May 29, 2010 due by 5pm

41



June 12, 2010

Monday, June 14th •Job Action Entry deadline 6pm•Paysheets created (one day early)•Time and Leave initial entry and ‘OK to process’ deadline 6pm

•1st payroll pre-calc

42



June 12, 2010

Wednesday, June 16th •Time and Leave final entry; ’OK to process’; deduction/tax changes deadline 6pm

•Final pay confirmation •Regent on-cycle file deadline 6am

43



June 12, 2010

Thursday, June 17th •Regent Run ‘A’ off-cycle file deadline 5pm•Regent on-cycle processed

44



June 12, 2010

Friday, June 18th • 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



June 12, 2010

Wednesday, June 23rd

•SHARP opens to agencies for validation•Off-cycle ‘B’ is cancelled

Friday, June 25th

•Regent off-cycle Run ‘C’ deadline 4pm

46



June 12, 2010

Monday, June 28th

•SHARP Supplemental off-cycle ‘C’ entry deadline 6pm

•First payroll run for FY2011

47



June 26, 2010

Monday, June 28th

•Time and Leave/Time and Labor Interface Agency deadline 5pm

•Deadline for agency verification of Combination Codes/Dept Budget Tables/Task Profiles

48



June 26, 2010

Tuesday, June 29th

• 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

• 1st payroll pre-calc

49



June 26, 2010

Wednesday, June 30th • Payroll 2nd pre-calc• Regent on-cycle payroll file deadline 4pm

Thursday, July 1st

• Payroll 3rd pre-calc

50



June 26, 2010

Friday, July 2nd • 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



June 26, 2010

Sunday, July 4th •Regent on-cycle files processed

Monday, July 5th

•Holiday – No processing

52



June 26, 2010

Tuesday, July 6th

•SHARP agency Run ‘A’ off-cycle entry deadline 6pm

•Regent’s Run ‘B’ off-cycle file deadline 4pm•Run ‘A’ off-cycle processed

Standard payroll processing calendar continues

53

SHARP Infolist

If changes to the dates or information presented here become necessary, notification will be

provided via the SHARP Infolist.

Users are strongly encouraged to subscribe to the Infolist at

http://www.da.ks.gov/sharp/infolist.htm

http://www.da.ks.gov/sharp/infolist.htm

54

Data Warehouse

55

Data Warehouse SecurityHuman 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

Data Warehouse Update

•SHARP Data Warehouse is scheduled to go live on July 15th 2010.

•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 14th.

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

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

BI Answers

60

Human Resource or HCM – Employee Job Subject Area

61

Person Dimension Table

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

Click or Drag Columns

64

Click or Drag Facts

65

Create/Edit Filters

66

Request with Filters

67

Request with Filters

Results can be downloaded to Excel, PowerPoint, etc.

68

Security

69

Data Warehouse and Time and Labor Security

•Users must be mapped to Data Warehouse and Time and Labor roles prior to May 14th via the Role Mapping Workbook.– Between May 15th to June 18th no updates will

be made– After June 18th, use the SHARP Security Form

to request new T&L roles.

70


•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 http://www.da.ks.gov/smart/training.html

– 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 http://www.da.ks.gov/sharp/WebCBT/CBT_Main_Menu.htm

http://www.da.ks.gov/smart/training.html

http://www.da.ks.gov/sharp/WebCBT/CBT_Main_Menu.htm

http://www.da.ks.gov/sharp/WebCBT/CBT_Main_Menu.htm

71


•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


•Kristine Scott will distribute a listing of HR staff that have been mapped to Time and Labor roles with their current department ID’s 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


•Agency Security Contacts can access the new SHARP Security Form on June 1.– http://www.da.ks.gov/sharp/documents/sharpse

curity.htm•Please contact Kristine Scott, [email protected] if you have questions about Security.

http://www.da.ks.gov/sharp/documents/sharpsecurity.htm

http://www.da.ks.gov/sharp/documents/sharpsecurity.htm

mailto:[email protected]

74

Questions?

Documents

SHARP User Community Meeting May 3, 2010. 2 Welcome