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HRMS Users’ Group
3/19/08, 1:30-3:00 p.m.Clark Center Auditorium
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Slide 2
AGENDA
PeopleSoft Version 9 Upgrade – Al Roa/Vicky Tran (20)
Payroll Updates – Kelly Wright (15)
HR Data Services Updates – Shawna Blunt (15)
Employment Updates/Training – Carmen Jacinto (15)
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Slide 3
PeopleSoft Version 9 Upgrade Project
Project Information and UpdateMarch 2008
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Slide 4Slide 4
This Presentation Covers….
PeopleSoft 9 Upgrade: What, Why, When?
What Will Change? What Will be The Same?
Project Timeline
Helping Users Make the Transition
Who’s Involved?
For More Information
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Slide 5Slide 5
PeopleSoft 9.0 Upgrade: What, Why, When?
What: Upgrade PeopleSoft HR/SA version 8.0 to PeopleSoft Campus Solutions version 9.0
Why:Align Stanford’s PeopleSoft system with the current release and ensure ongoing vendor support
When:Go-Live is August 11, 2008
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Slide 6Slide 6
What will Change?
Core PeopleSoft HRMS and Student Administration users:
– New “look and feel”– Navigational changes (“How do I get to….?”)
Students:– New “Student Center” interface– Navigational changes
Faculty/Advisors:– Same navigations, but functional pages look a bit different
All staff/employee “self-service” users:– Little visible change
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Slide 7Slide 7
What will be the Same?
Users will continue to go through the Axess portal to access functions supported by PeopleSoft
Desktop software/browser requirements remain the same
Reports against PeopleSoft data will continue to be run via ReportMart1
– Brio/Hyperion Developers Group actively involved in updating local reports as required
Most core processes/business functions continue to work as before– Salary Planning and Workflow
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Slide 8Slide 8
Project Timeline
Go-Live: August 11, 2008
Phase
Jun 2007
Jul
Aug
Sep
Oct
Nov
Dec
Jan 2008
Feb
Mar
Apr
May
Jun
Jul
Aug 2008
Requirements & Design
Development
SIT/QA Testing
UAT Testing
Rollout
Campus Readiness
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Slide 9Slide 9
Helping Users Make the Transition
Collaborative Campus Readiness Model – Central Offices that “own” the PeopleSoft system/data all participating
Informational presentations to be held in various user forums(monthly HRM/HRA meetings, HRMS user group, TIPS, etc.)
User Acceptance Testing– Volunteers to participate in UAT
“What’s New” demo sessions to be held in July
Online training materials will be available– Animated process demos– Job Aids– Context-sensitive “Help” within the system
Open labs immediately before and after Go Live
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Slide 10Slide 10
Who’s Involved?
Administrative Systems (Leo Volkov, Project Manager)
University Registrar’s Office
Human Resources
Payroll
Financial Aid Offices
Student Financial Systems
Admission Offices
Faculty Affairs
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Slide 11Slide 11
Planned Announcements/Written Communications
Email announcements
Article in Speaking of Computers (April)
Article in the Stanford Report (June)
Announcement in Pay Statement emails (July/August)
Notices posted in the Axess portal (July)
Regular updates on the project website
http://peoplesoft9.stanford.edu
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Slide 12Slide 12
Campus Readiness Liaisons
Business Area Liaison
Registrar’s Office/Student Services Jackie Charonis
Registrar’s Office/Graduate Admissions Judith Haccou
Human Resources Al Roa, Vicky Tran
Student Financial Services TJ Janeway
Graduate Financial System Nancy Child Aguilar
Payroll Kelly Wright
Undergraduate Admissions David Leung
Financial Aid Doug Valencia
Humanities and Sciences Cristina Jacinto, Matt Riley
Faculty Affairs Lynn Dixon
Administrative Systems Tricia Richter
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Slide 13Slide 13
User Acceptance Testing Leads
System Area UAT Lead
Admissions Carolyn Ratcliff
Campus Community Amber Kraver
Faculty Affairs Lynn Dixon
Financial Aid/GFS Ellen Baeth
HR/Benefits Vanessa Alcantar
Payroll Jamie Lutton
Student Financials Lynn Espartero
Student Records Victor Santiago
Oracle Financials Andy Zell
Administrative Systems Ken Doran
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Slide 14Slide 14
For More Information
Project Web Page: http://peoplesoft9.stanford.edu/
Be sure you are subscribed to the psoftusers@lists email distribution list:
https://mailman.stanford.edu/mailman/listinfo/psoftusers
Contact a Campus Readiness Liaison
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Slide 15Slide 15
Questions ?
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Slide 16
Upcoming Kronos Java Update
Java update necessary to address a security alert with the current version of Java, JRE 1.5.0_10, used to run Kronos
Timing TBD – potentially 4/15 or 4/30
Change will be communicated early in the pay period by email to Time & Leave Administrators/Supervisors
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Slide 17
Upcoming Kronos Java UpdateAfter the update, Windows users must
install a new version of Java before using Kronos to enter hours
No action is required for Mac users
Download instructions will be available from:Axess Employee Info tabhttp://fingate.stanford.edu/staff/
payemployee/res_jobaid/access_kronos.html#java_install
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Slide 18
Time & Leave Policy ReminderFederal and state laws require
nonexempt employees to keep an accurate daily record of hours worked, including actual start and stop times and meal breaks (Admin Guide 22.4)
Recommended that employees update time worked daily
Supervisors must approve each pay period
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Slide 19
Payroll Updates – I-9 ComplianceThe current I-9 Compliance Specialist,
Eumie Rim, will be leaving Stanford
I-9 compliance activities will continue as normal as we search for a replacement
Activities include:Review of all I-9 FormsFollow-up on missing/expired I-9 FormsSemi-monthly compliance reports
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Slide 20
Payroll Updates – I-9 ComplianceAn I-9 Form is required for all
assignments, regardless of duration (even 1 day of work)
Compliance activities will be extended to follow up on missing I-9 Forms for shorter assignments
If the assignment is terminated due to the lack of an I-9, use reason code NI9 to alert administrators who may hire the individual in the future
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Slide 21
Payroll Updates – Impending MovePayroll will move to Porter Drive –
Summer 2008
Campus satellite office at the University Cashier – Maude Modular (632 Serra St.)
Cashier’s Office staff will distribute checks, plus other functions
Courier service daily from Cashier’s Office dropbox to Porter Drive
More details to follow as we approach our move date . . .
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Slide 22
Payroll Updates – Website RetiredOld Controller's Office and Oracle
Financials Web Sites retired on 2/29
Our new site, Gateway to Financial Activities, is available at: http://financialgateway.stanford.edu
Type ‘Payroll’ in your Stanford browser to go directly to the Payroll Administration section
Type ‘Kronostraining’ for Kronos
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Slide 23
HR Data Services – News & Information
DISABILITY & LEAVE SERVICES
Contact: [email protected]
A-G: Laurie Jarocki,
– 650/724-9734 H-Q: Patti Smilovitz
– 650/736-1196 R-Z: Judy Ray
– 650/725-1024
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Slide 24
HR Data Services – News & Information
HR Data Services has a new website
hradmin is now hrdataWebsite goes live TODAY
Typing either hradmin or hrdata will get you to the same website
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Slide 25
HR Data Services – News & Information
Hrdata website improvements
Easier navigation
Updated links and content
Updated new user information and training
Job aids all in one area
Separated by typeNon-Academic StaffFaculty and other titlesTrovix
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Slide 26
HR Data Services – News & Information
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Slide 27
Office of Staff Employment
OSE has new contract with bajobs effective April 1, 2008
Listings will automatically post to bajobs
Departments no longer have to pay for listings on bajobs
Please take this opportunity to freshen up your old job postings prior to them being posted on bajobs April 1st.
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Slide 28
Office of Staff Employment
Trovix™ System UpgradeProjected Time Frame: Q2 2008
BenefitsMore robust and scalable data transfer
processToday, overnight batch resume processingAfter the upgrade, more immediate
resume processing
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Slide 29
Office of Staff Employment
Trovix™ System Upgrade (con’t)
BenefitsResume matching
Improved & expanded search capabilitiesSupport Word 2007 (docx) Word
DocumentsConcept trees (expanded glossaries) for
finance, software, networking, and biotech categories
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Slide 30
Office of Staff Employment
Trovix™ Training
Trovix ReportsSubmit a helpsu to request trainingVicky Tran or Al Roa will get back to you
with a confirmed time