hrms users’ group 3/19/08, 1:30-3:00 p.m. clark center auditorium

HRMS Users’ Group

3/19/08, 1:30-3:00 p.m.Clark Center Auditorium

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)

PeopleSoft Version 9 Upgrade Project

Project Information and UpdateMarch 2008

Slide 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

Slide 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

Slide 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

Slide 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

Slide 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

Slide 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

Slide 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

Slide 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

Slide 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

Slide 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

Slide 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

Slide 15

Questions ?

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

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

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

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

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

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 . . .

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

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


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


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

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.


Trovix™ System UpgradeProjected Time Frame: Q2 2008

BenefitsMore robust and scalable data transfer

processToday, overnight batch resume processingAfter the upgrade, more immediate

resume processing


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


Trovix™ Training

Trovix ReportsSubmit a helpsu to request trainingVicky Tran or Al Roa will get back to you

with a confirmed time