Brisbane Catholic Education Presents

Multi Company

Alesco User Group Conference2015

Kerry Edwards-Williams (Manager Business Information Services)

Melissa McMaster (Senior Information Analyst)

Introduction

2013 saw Brisbane Catholic Education embark on a project to share their HR/Payroll System with the Catholic Archdiocese of Cairns.

This collaboration saw the replacement of the Cairns legacy system, Preceda Pay with the Alesco HRIS solution

Background

Project Timeline

Gap Analysis & Design Phase October 2013

Configuration & Build PhaseNovember – May 2014

Fully OperationalJune 2014

The Team

Kerry Edwards-Williams (BCE)

Karen du Bois (BCE) Jennifer Adams (BCE)

Sarina Messina (CNS) Kim Patane (BCE) Melissa McMaster

(BCE) Manuel Suarez (BCE) John Luong (BCE) Julie Govan (T2) Brad Mulcahy (T2)

Executive Oversight Project Team

Organisational Overview

Brisbane (Central System) 11,000 employees in BCE 1 company

◦ 141 school sites◦ 1 pay group

Cairns (Central System) 2,500 employees in Cairns 4 Companies

◦ 1 pay group◦ Catholic Education Services

28 school sites◦ CentaCare◦ Catholic Early Learning◦ Catholic Diocesan Services

Shared services is a proven strategy to increase both efficiency & quality through:

Shared Knowledge & ExpertiseAccess to up-to-date systemsShared support networks Cost savings by merging business functionsContinuous improvementMore scrutiny of data for accuracy & data

integrity

Why share a service?

Known Issues

Accounting Structure Limitations Employee ID WSS customisations (access to ESS, differing

module options, payslips, help, branding) Reporting and data security (report monitor) Award alignment and standardisation Leave variations across four companies Payroll processing Data Cleansing Business Process Changes Identity Management (didn’t exist)

Agenda

Overview of enhancements Identity management Data Migration WSS customisations Data Security PUI customisations Running the pay Lessons Learnt

Enhancements, Mods & Other Considerations….

Web Self Service (WSS)

Power User Interface (PUI)

Look & Feel:◦ Re-Branding ◦ Logos◦ Help Desk URL

Leave Configuration Timesheet

Configuration

API Bulk Upload Tool Paygroup & Company

Identification Bank Files Output & Upload

Directories Identity Management

The Oracle Application Server was modified to accept a new access and authentication method.

SAML authentication was used for Cairns which allows them to log in with their AD credentials but in the AD profile we keep their emp_id which is what we pass back to T2.

Infrastructure Changes…

Brisbane vs. Cairns data…Job.Paygrp is set at New Hire

Employee.Remitgrp stores the employee paygroup for Identity Management

‘Occupancy’.Work_Fun has been used to store a code

CLEVELS Short_CLEVELS Admin_Locations Cost Centres GL Codes Paycodes

Allowances Deductions Super

Awards Oncosts configured for multiple

companies

Cairns Specific Configuration..

CLEVEL Structure

Accounting Structure Limitations

3-4-3 structure (Dept-Account-Project) Limited codes available for use Advised to start Alpha codes which had

not been used before Project set up was different

Employee ID numbersA solution was developed to ensure duplicate usernames were not created across both entities.

During the Data load◦ switched off auto generate flag while loading◦ Loaded emp IDs to a new range◦ Switched flag back on to auto generate

Script developed to create web groups GEN_C & TL_C and attach programs currently in the GEN & TL web groups to all Cairns users where applicable

Data Migration

Two patches were applied as part of this implementation:

A custom patch was applied for the configuration component of the API tool

A 2nd custom patch was applied to the employee API table upload templates  

API Bulk Tool

WSS Look & Feel BCE & Cairns Logos to alternate depending on the user

◦ Controlled by the new WEB_LOGO_* CON_DEFs

The WSS banner was changed to remove the BCE Help Desk contact details.

The WSS banner image was changed from an image file to a hyperlink to direct users to a URL specific to BCE or Cairns◦ Controlled by the new CON_DEF BCE_WSS_BANNER_URL.

A Cairns & Brisbane URL provides a link to the respective help documents. This is driven by a Cairns specific GEN group created to provide the correct Help Link.

WSS Customisations

Re-branding This logo is the same logo used in WSS. The

payslip page displays the logo for the user when viewing the form.

WSS payslips have different company descriptions for each company◦ This was set by the LONG_COMPANY_CDC being

concatenated with company code of the employee

Payslips

Leave Codes in WSS Each of the (5) companies have their own requirements for

LV_CODES on WSS

WSS Leave Config

BCE currently provide timesheet functionality for teachers to submit their timesheets via WSS.   A modification was required to add an extra field in

the approval table to separate Cairns and Brisbane

Code Rules were created to separate & control the project codes accessible on the WSS Timesheet Reconciliation for Cairns & Brisbane

Timesheets

Access restricted by:Pay Group (Cairns, Brisbane)Company (CES, CDC, CNC, CEL & BNE)CLEVEL (Company Level)Security Group – HR / Pay / OHS, etc..

Cairns specific security groups enabled.Range vs CLEVEL access

Data Security

The new hire chain was modified (FC795) to store paygroup & company

FC795 has also been modified to default the company_code and paygrp fields on the Job table when this form is accessed in the New Hire chain.

New Hire Defaults

Retro fit of sub-directory for output to separate Cairns & Brisbane

Access to these sub directories is driven in FE700 (against employee id)

Upload & Output Directories

◦ Initially there were 16 bank files for Cairns at go-live (4 bank files x 4 cairns companies)

◦ A modification to RC884 was performed so now only 4 bank files are produced for Cairns

◦ This modification combined all companies but still produce bank files BANK1, BANK2, BANK3, BANK4

◦ Bank files were modified to .txt extension in the output folder rather than .lis

Bank File Changes

Timing of the payroll ◦ Deadlines are essential

◦ Communication between the payroll managers occurs like clockwork

◦ Email communications are sent out to T2 Users advising them of the payroll running with instructions to ‘not run any reports’ etc.

◦ RG554 - Metalayer is run for both pays, therefore, reporting is restricted during these payruns This refresh truncates AH tables & therefore reports

return no data

Running the Pays…

◦ Outages for running the pay are double what they used to be – run by paygroups BCE & CNS

◦ Processing errors - BCE have experienced super code errors when the wrong code has been selected

◦ Extra Reporting & Checking to perform in the fortnight

Learned is the more common past tense of the verb learn

this sense of learned is pronounced with two syllables: LUR-ned.�

Learnt appears about once for every three instances of learned.

Learned vs. learnt

A serious support model is crucial:

◦ Support demands have increased with both more PUI users & WSS users requiring assistance.

◦ Naturally, with additional companies, extra ongoing operational work is required

Lessons LUR-ned…

Jan to May

BCE Requests

CairnsRequests

Total Calls

Melissa 126 53 179

Lines of Approval need to be clear

Communication between all business owners is vital when making configuration changes

Configuration & Enhancement Testing has to include test cases & scenarios from all (5) companies now

Ensure your support and maintenance is well defined before the project is closed (not sure we still have it right)

More tips…

Phase one of the OHS Project will be rolled out to Cairns Catholic Education in July.

iLearn will be released in Term 3

2015 & Beyond …..