onepurdue bpr session time management
TRANSCRIPT
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OnePurdue BPR SessionTime Management
Session TM1
Work Schedules, Data Collection, Absences & Attendances, Approvals
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Workshop Agenda
Topics of Discussion
Introductions, Agenda, Workshop Objectives
Parking Lot Issues
Next Steps
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Workshop Logistics
Tent Cards
Rest Rooms
Breaks
Parking Lot
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Introductions
Name
Functional-process expertise
One item you would like to see changed because of the OnePurdue project
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Attendees
# Name Location/Dept.
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What Is the OnePurdue Project Timeline?
Finance and Procurement: Accounts Payable, Accounts Receivable, Work-Effort Reporting, PurchasingHR/Payroll 1: e-Recruitment HR/Payroll 2: Organizational Management, Personnel Administration, Payroll, Benefits, Time Entry and Evaluation, ESS, WorkflowHR/Payroll 3: Personnel Development, Open Enrollment, Year-End Payroll ProcessingEnrollment and Student Affairs 1: Student Recruitment, Admissions, PFAE/ADMS, Transfer Articulation and Equivalency RulesEnrollment and Student Affairs 2: Financial AidEnrollment and Student Affairs 3: Course Catalog, Student Master, Academic History, Grading, Degree Audit, Graduation, Student Accounting Master Data, Cashiering, Account Management, Billing, Payment Plans, Classroom Scheduling, Registration, Academic Calendar, Academic Progression
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Workshop Ground Rules
Respect Time
Respect Process• Stick to agenda topics.• One subject discussed at a time.
Respect One Another • One conversation at a time.• Cell phones and Blackberrys turned off.• Listen.
Stretch
Keep the end in sight
Work to gain consensus on terminology
Silence means agreement
Issues will be parked and resolved outside the meeting• Beat It To Death
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OnePurdue BPR Methodology
DiscoverSAP terminology, definitions and capabilities.Specific opportunities for Business TransformationBest Practices in the context of the SAP implementationDocument process and system gaps
Validate“To-Be” Business ProcessRequired policy changesCore process owners and advisory committeeUniversity leadership
CommunicationPresent the future state of Purdue UniversityIdentify integration points for People, Process and Technology
BPR Deliverables
Business Process Review ReportTo-Be Design FlowchartsGap Analysis ReportFunctional Specifications Report
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Agenda Topics
Time Management
Work Schedules
Absence and Attendance Types
Time Data Entry Methods
Time Entry Approvals
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Time Management
Enables flexible representation of all personnel procedures involved in recording and evaluating employee time data
Work Schedules and Calendars
Time Data Collection
Recording of Attendance and Absences
Annual Vacation and Sick Leave Accrual
Time Evaluation and Overtime Wage-type generation
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Key Performance IndicatorsTime Management
100% Elimination of duplicate documentation (time slips, time cards)
Reduce # of approvers/auditors
100% Accuracy of paid leaves
100% Automatic entry of time & cost center
Account for both paid & unpaid time
Calculate accrual on all leaves – all staff
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KPI’s - Continued
100% Automatic calculation of time worked (all departments, all staff, all time worked & not worked – i.e. jury duty, etc.)
Real time view of leave (accrued, used, and balances)
100% Recording all leaves (faculty and staff)
KPIs described here are indicative of general objectives. During the Blueprint process, we will consider end-to-end processes in developing specific metrics associated with these metrics.
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Time Management Status
Negative Pay Employees (Salary - Monthly)Paid according to their work scheduleOnly record exceptions (Sick, Vacation)
Positive Pay Employees (Hourly – Bi-weekly)Paid for hours recordedAll hours worked and exceptions are recorded
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Work Schedules
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SAP Work Schedules
Work Schedules are shift schedules which must be generated for all employees.
Work Schedules are used within Payroll to determine standard hourly rate for Salaried Employees and to perform standard prorating of wage types
Work Schedules for Negative Pay (Monthly) employees will accurately reflect the hours per day and the days of the week the employee is scheduled to work.
Work Schedules for most Positive Pay (Biweekly) employees will be an “open” schedule.
Some Positive Pay employees will have schedules created that accurately reflect the hours per day and the days of the week the employee is scheduled to work.
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Work Schedules for Negative Pay Employees
All Negative Pay employees must be assigned to a work schedule that accurately reflects the days per week and hours per day they work.
• Standard = M–F 8 hours per day
• All schedules outside of the standards schedule will be identified and configured.» Example – An employee that works M-Th, 10
hours per day
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Work Schedules for Negative Pay Employees (Cont.)
• Most of the non-standard schedules will be for part-time employees» Example – An employee that works M-F, 6
hours per day (.75 FTE)
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Work Schedules for Positive Pay Employees
Standard = 7 Day 12 Hour• Assigned to most hourly paid employees.• Allows for flexible work schedules without
changing system functionality.
Additional schedules to accommodate non-standard overtime rules.• Police/Fire• Power Plant (72/88)
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Examples of Work Schedules
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Spreadsheet to collect time schedules
Week 1: Beginning 8/22/05
EE Last Name EE First NameEE MIddle
Initial EE PUID FTE EE Department Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Compressed Workweek A. 1111111111111 100.0% 1031 10 10 10 10Rotating Schedule A. 1111111111111 60.0% 1031 8 8 8Part Time Schedule A. 1111111111111 50.0% 1031 4 4 4 4 4
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Absence and Attendance Types
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Absence and Attendance Types
Attendance types are used to record the actual hours worked by an employee. • Attendance Hours• Call Back• Event Pay
Absence types are used to record paid or unpaid hours that an employee did not work. • Vacation• Sick• Leave without pay
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Example of how to define Shift Differential
ShiftIndicator
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Time Data Entry Methods
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Current Time Entry Methods
• Manual data entry into Payroll from Time Slips or Cards (or outside Time Collection systems).
• Work In Process (via entry into PPWP).
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Time Entry With SAP
CATS – Cross Application Time Sheet• Data Entry Profiles• Timekeepers• Employee must exist in SAP
ESS – Employee Self Service• Utilizes CATS data entry screen
Card Swipe System – TimeClock Plus (or other entry systems)• Data will be imported into CATS
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CATS Timekeeper Initial Selection Screen
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CATS Timekeeper Time Sheet
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Example of CATS Time Entry
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Employee Self Service
Employees will be able to enter individual hours worked and exception time through the Employee Self Service web application.
Time entry will be entered into a CATS entry screen.
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Employee Self Service
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Card Swipe System
Currently, PMU uses TimeClock Plus to enter time for hourly employees.
HFS has expressed interest in using a Card Swipe System for most hourly employees.
A Card Swipe System will accumulate time and pass approved hours to SAP.
Exception Time and Corrections can be managed with the Card Swipe System or with CATS.
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Individual Time Entry Process
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Card Swipe Entry Process
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Time Entry Approvals
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Time Entry Approvals
SAP will allow a supervisor or timekeeper to review and approve all time processed by CATS.
SAP utilizes an electronic time/day stamp for supervisor sign-off.
Payroll will only process approved time.
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Example of CATS Approval Screen
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Example of Approved Time
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Next Steps
Questions and Comments