Hourly Rate of Pay, R-012 Movement to Production (9/28/17)
- Meeting Topic: Hourly Rate of Pay & R-012
- Meeting Date: September 28, 2017
- Meeting Facilitator(s): Brian Lanier
HCM Module Involved
Brian: Remediation is coming to an end soon, so today we're talking about Hourly Rate of Pay and R-012. Our meeting for Tuesday of next week will be canceled. Thursday we will give an update on FWL. After that, there will be no more Remediation sessions unless there was an update.
Janet: So if something new moves into Prod will we get an email?
Brian: ERP will probably contact you. We only have a few items left we're working on for Prod. Sick Leave Buyout report and Hourly Rate of Pay. We didn't forget about Contract Pay/Labor Admin, but..
Melody: We don't have leave accrual for our PTF.
Sanjiv: We are working on it, but we need the data from FWL, and right now that's pending.
Brian: So we might have a follow up session about that, but we won't have weekly meetings anymore.
Sanjiv: Whenever the other items go into Prod, then we'll have a meeting.
Melody: Did Package 1 to into prod?
Sam: Yes. We’re working on package 2 now.
Brian: Next Thursday we'll show everyone what got updated in Prod together. First we want to show you the Hourly Rate process. It made it to UAT and Mark and Gwendy tested. They failed it because it did all earn codes. So they said they only wanted certain earn codes. We went back to the process and now we've rewritten this a few times, our technical person gave us two tables. One for Tacoma and one for Spokane. I think that this should be global though.
Lynn: It should be global.
Melody: Our understanding was that this would be global too.
Brian: Right now it's set up with two tables, but we can go to one table.
Lynn: I appreciate Melody's input.
Brian: Since we've made a lot of customizations, sometimes what people want isn't possible to be global so some of the discussions have been hard to sort out. If we can agree on the Earn Codes, then we can make this global. You add earn codes to this table, but the table is accessible by ERP.
Melody: I thought it was one table, but you flip a switch for Tacoma, etc.
Brian: That isn't that table. This is specific to Hourly Rate of Pay. It looks at the pay period, the number of days in that pay period, and calculates the hourly rate of pay for that pay period.
Mark: Based on work schedule?
Brian: Yes. We have shown this two or three times, but many changes have been requested. We started out with all earn codes that reduced payroll. Then we did all earn codes. Now we can make a list to include the earn codes you want. Lynn is looking over the codes that were requested after UAT failed. If we all go to one list, we need to have a meeting specifically about the earn codes.
Gwendy: Mark and I are on the same page on this.
Melody: We all need to be reporting the exact same things. People shouldn’t be excluding things other people aren’t. We need consistency.
Brian: So I will take the list from Mark and Gwendy, show it to the State Board, and then we’ll put it into the table.
Melody: And earn code requests go to ERP.
Lynn: We're working on the process. We hope to have the process out by next week.
Melody: We want consistency.
Gwendy: Two of the codes that Mark wanted to exclude were Holiday Pay Worked and Premium Overtime. Does everyone agree with that?
Brian: He wants them to always be standard.
Gwendy: I question OVT because it gets sent to OFM. It’s used in the calculation.
Brian: That’s why we’re discussing today. I think, after reading John G.’s email he had said all earnings, but then we came back and didn’t want all.
Mark: Going off our CBA, CLA staff pay is dictated by salary schedule so why would OVT change depending on hours in the pay period?
Lynn: That’s a good question. But that’s one of the things we have to approve with OFM. If we want to take OVT out, we still could do it. I guess that’s something that SBCTC, Spokane, and Tacoma need to discuss this. Our practice here has been actual.
Tacoma & Spokane: We used standard.
Melody: Our biggest concern were things that reduced regular pay.
Brian: What about shift differential?
Mark: With the new contract it’s based on standard hours with the monthly limit.
Melody: So it doesn’t need to be included in this.
Brian: But what about LWO for shift differential?
Spokane: It’s working properly as is. And I don’t want to reinvent the wheel.
Brian: We have the chart so if you don’t want to put it in, then we can leave it with T&L. We need to keep this chart updated.
Spokane: All the ones that reduce from reg pay must be included.
Brian: If everyone is ok with this, with the list as well, I will forward the email to Lynn and UAT will probably happen next week.
Lynn: Sharon and I will be in contact with you, Mark and Gwendy.
Mark: Great, can we have a conference call?
Lynn: Yes, otherwise by email.
Brian: I think we’re good on hourly rate. We can add, remove earn code, it’s easy to add it to the table. I think I’m going to pass this to Sanjiv to show the R-012 in prod. Josie already wrote the QRG.
Sanjiv: Of all the custom reports, we want to make sure we updated the absence reports. You can see there are two sets. Today we’ve updated the Time Ordered Reports. So what we did is that we looked into various issues: reports were taking a long time to run, data was not correct, format was not correct. We got your feedback and then we did development. The reports are fixed and in production. All the reports have a prompt, it’s Company only. I just started to run the report, and in the meantime I’ll note that one of the questions in the UAT was why does this go to the report manager. This is best practice in PeopleSoft, as anyone that can access the report can see your report run in the report manager. While it’s processing, are there any questions. I’ll run another report in the meantime. We have the report we ran here (in the report manager). So you can see all the fields. In legacy you used Empl Class, but now we’re pulling in Absence Pay Group. All your leave eligibility is tied to absence pay group. Leave Accrual Date was more relevant than the hire date, since this showed since when they were eligible. As well as leave max month.
Lynn: Why are they 0?
Sanjiv: It’s only relevant to Classified. Sometimes when you have to calculate why a balance is the way it is. This pulls the balance from the same place the employee sees. We have all the leave types present. This report is better than the leave balance on the AM page because we also have Comp Time. If a person moves from CLA to exempt then they will have two rows.
Spokane: When do we get single bucket?
Brian: We don’t have a timeline right now. There are a few things that need to happen first. Wave 1 has some enhancements that management has not given us a timeline for.
Sanjiv: So you see two rows if someone has multiple buckets. You see multiple rows as an employee as well. The report is referencing the same place the employee sees.
Lynn: If I see it all, how can I use it?
Sanjiv: This is why we changed the framework for wave 1. It has to be a manual adjustment so that you don’t have loose hours in the old job. In the new framework, then there will be no manual movement. Those only happen if you use the same Job Rcd. Absence balances stay with the job.
Melody: So this would go towards the idea of keeping people on one empl rcd if possible. I’ve been told that we were setting up jobs wrong, bastardizing empl rcds. We were told to stay in one rcd, but then we were told not to stay in one rcd. I want agreement on how and why empl rcds are created.
Sanjiv: That’s a good question. That involves all of the modules since it starts in Core HR and causes ripples outwards. We can talk about it and let you know.
Melody: We need to all be on board. We all do Job movements. We should all do it the same way. How do we get a longevity/seniority report when no one has consistency.
Sanjiv: That would a good topic for the common process groups.
Melody: We’ve been invited to those but we don’t have money for travel.
Brian: We’ve heard common process mention a webex, but we’ll ask them to reach out to you with a confirmation.
Spokane: This pulls only active employees, yes?
Sanjiv: Yes, the other report we ran is the separated employees with leave balances. Same format but now we're pulling separated employees. We have a few different fields at the top. We have a lot of relevant information that lets us know if we can and should zero out an employee. We have all the leave types as the previous report. Any questions?
Brian: So that was out of PDV.
Sanjiv: Yes, this was test data.
Brian: We got nervous because we saw comp time on that.
Sanjiv: There is one more report, employees who are active and have balances but are not in absence. These are for people who are active and in Absence System of Other, but there are balances stuck in the job.
LeeAnne: Some of these I can’t zero out at this point.
Sanjiv: We’re trying to streamline the process, but we need to make sure we have all the checklist items at the time of termination. We want to prevent that problem going forward. We want to update the QRG soon.
Melody: This is my concern, right now because of the way we are organized here in Spokane we got HR doing separation which is separate from Payroll and leave cashout, and a different person doing the leave.
Janet: College communication is very important!
Sanjiv: There are a lot of steps to termination processing and it can involve any number of people. It’s on the colleges to take the QRG and segregate the tasks and communicate between them all. The order of the actions is very important. There should be a chain of actions.
Melody: But security should still be addressed.
Sanjiv: Security is important, and we’ve communicated it to the security team. We hear you, and we’ll review the QRG to try to get all the modules involved. Termination involves everyone and timing is very very important. For instance, employees who have leave active but T&L already terminated them and then Absence errors out. We need a proper checklist and a common process workflow.
LeeAnne: One other thing, even if I 0 out the vacation the balance they still accrue in the next month.
Sanjiv: LeeAnne this is why it’s important to understand the accrual rules. If someone is eligible for an accrual, then you’ll need to take care of it separately in different ways.
LeeAnne: Can the configuration to calculate the accrual, can you discount people who are terminated.
Sanjiv: We can do that, but is it legal. We need a record of it in the system.
LeeAnne: For the paycheck we manually calculated the accrual with the additional amount.
Sanjiv: But it won’t pass an audit. There will be a mismatch.
LeeAnne: But who is looking at that accrual?
Sanjiv: Your termination balance payout should match what absence has stored.
Brian: You can run an Advance Off Cycle to add the accrual. Then it won’t run in the next month.
Sanjiv: Another example, what if leave still needs to be processed as well. Off Cycle is a very handy tool if you’re processing terminations without waiting for payroll runs. But if you don’t want to use it you have to hold out for the next absence run.
Janet: Is there a way to guarantee the Off Cycle will work every time?
Sanjiv: It works every time, but it tends to be about know how to make it work. If you tell me the issue I can address them one at a time. We want you to be comfortable with it. So this is the last report. Active but no longer in absence. It’s similar to the other two reports. Any questions on the reports.
Spokane and Tacoma: No questions.
Sanjiv: These are in production and fixed, and the performance is also fixed so please let us know if you see any issue. I think that brings us to the end of today. Thursday is our next session, which is also the last one.
Sam: Melody, just regarding Package 1, the email notification is turned off it isn’t out yet. Since the language isn’t updated yet. Package 2 will allow the customization of the email.
Melody: So the email notification is turned off for us, but on for Wave 1.
Sam: No, it’s in production but turned off because it came with standard language only. You can customize your emails after package 2.
Melody: When is Package 2 done?
Sam: Development will be done this month, and next month there is testing. Hopefully testing will conclude mid-October.
Melody: So we can’t use it for Fall. But it should be in place for Winter.
Sam: If you both (Spokane and Tacoma) are ok with the text as it exists now, then you can turn it on now.
AP: It was turned on, because some of my faculty got the message and they asked me questions. I asked it to be turned off, which is why it’s off. End of October is fine with me.
Melody: I wrote up something, but I never got a response back.
AP: Neither of our languages were used, it’s a standard message right now. It came out of nowhere and faculty called me. We figured out we also need to update email addresses, so that makes it more complicated. It being turned off is a good thing.
Sam: It is turned off right now, and we don’t have agreement for language right now. It’s probably better to wait for Package 2.
AP: Tacoma likes that.
Melody: No comment. If we can’t agree we don’t have a choice, then.
Sam: Ok that’s all I had. Thanks all!