Project Team Responsibilities:

The ctcLink HCM Project Team will be responsible for processing payroll in both the legacy (HPUX - Ennn) environment and equivalent PeopleSoft (PLA) environment.

• This includes tracking and reporting of variances to ensure accurate calculation of the payroll in ctcLink.
• Staging the equivalent time reporting data that was processed for 07A into PeopleSoft/ctcLink.
• Staging the equivalent time reporting data (07A) for employees across all relevant employee classifications in both environments.

College SME Expectations:

College SMEs should expect to participate in assisting with the research and resolution of variances found as a result of the parallel payroll.

Optionally, the colleges will have an opportunity to process a payroll in the Parallel environment with guidance from the ctcLink HCM Project team.

Although the primary focus of this testing phase is to ensure accurate processing of the payroll within ctcLink compared to the payroll processed in PPMS, the results of the payroll can be used to better understand how employee job data, benefit program data, leave balances and deduction balances are converted into PeopleSoft and used in payroll processing.

In Scope for Testing:

• Execution of the 07A payroll processes in the PeopleSoft/ctcLink environment based on the completed (07Af) payroll in Legacy - performed by HCM Project team
• Gross to Net comparison of Paycheck results between Legacy and PeopleSoft - HCM Project team will build workbook and submit to colleges for review
• Confirmation of PeopleSoft calculation accuracy - review by college SMEs
• Verification of processes for such things as L&I calculation/MedAid Maximums, Union Dues Caps, Spending Account Deductions - review by college SMEs

Out of Scope for Testing:

• Post Payroll Processing:
  • Accounts Payable Interface (performed in UAT)
  • Posting Expenses to the General Ledger  (performed in UAT)
  • Reporting to the Office of Financial Management
  • Reporting to the Department of Retirement Services

• 11/03 - Parallel Testing Kickoff (PM)  Includes all DG6 PMs (During the DG6 PM call from 02:00 PM  03:00 PM)
• 11/09 - Parallel Testing Workshop  Includes all DG6 PMs & SMEs

Group A 07A Payroll

Tasks Performed by SBCTC Project Team:

• 11/15 - Prepare Peoplesoft/ctcLink (PLA) Environment -HCM Project team will perform
• 11/15 - Loading TLR data from PPMS for the 07A payroll into PeopleSoft (ctcLink)
• 11/15 - 11/16  Execute PeopleSoft Payroll processes -HCM Project team will perform
• 11/16 - 11/19  Review of Parallel Compare Workbooks -HCM Project team will build workbook and submit to colleges for review

Meeting Dates/Times for College SME Engagements and Support Sessions for 07A Reviews:

One hour session with each college (separately) as broken out below:

• 11/29 10-11am Shoreline College
• 11/29 1-2pm Lake Washington IT
• 11/29 3-4pm Renton Technical College

Payroll Parallel Data Validation:

• 12/1 - 12/14 - College SME Research/Review of Differences -College SMEs will perform

One hour Q&A session with all colleges.

• 12/8 10-11 Group A

Group B/C 07A Payroll

Tasks Performed by SBCTC Project Team:

• 01/03/2022 - Prepare Peoplesoft/ctcLink (PLA) Environment -HCM Project team will perform
• Loading TLR data from PPMS for the 07A payroll into PeopleSoft (ctcLink)
• 01/04/2022 - 01-05/2022  Execute PeopleSoft Payroll processes -HCM Project team will perform
• 01/06 - 2/18  Review of Parallel Compare Workbooks -HCM Project team will build workbook and submit to colleges for review

Meeting Dates/Times for College SME Engagements and Support Sessions for 07A Reviews:

One hour session with each college (separately) as broken out below:

• 02/22 10-11am South Puget Sound
• 02/22 1-2pm Bates Technical
• 02/22 3-4pm Clover Park
• 02/23 10-11am Yakima Valley
• 02/23 1-2pm Columbia Basin
• 02/23 3-4pm Walla Walla

Payroll Parallel Data Validation:

• 03/02 - 03/15 - College SME Research/Review of Differences -College SMEs will perform

One hour Q&A session with all colleges.

• 03/09 10-11 Group B/C

07A

Colleges will initially be responsible for reviewing variances between the environments for the 07A payroll run and provide feedback.

In PeopleSoft, the college involvement will be the review of paycheck data, job data, and benefit deductions (e.g. FSA, DCAP) for employees with a variance to confirm understanding.  

Relevant Reference Materials

The following QRGs are intended to help colleges navigate the system to view relevant information in PeopleSoft.

Reviewing Paycheck (Advice) Details/Summary:

• 9.2 Viewing Paycheck Details
• 9.2 Viewing Paycheck Summaries

Review Employee Spending Account Declining Balances:

• Review Converted Data for Spending Accounts (PeopleSoft page can also be used to confirm adjusted balance post-payroll)

Standard User Profiles will be established for Parallel Tester access that will include the following roles to perform the necessary activities.  

The Username format follows a standard of: HCM_PP_nnn (where nnn = Company Code)

ZD Payroll Inquiry

• Provides access to view employee paycheck data.

ZZ Payroll Processing

• Provides access to run payroll processes.

ZZ SS Payroll

• Access to the Payroll Homepage with the Payroll Navigation Collection

ZZ Payroll Data Maintenance

• Access to prepay, tax data, direct deposit and other payroll related data.

ZD HR Employee Maintenance

• View employee Job Data, including Union Codes and Compensation.

ZD Benefits Enrollment Inquiry

• View employee Benefit enrollment information.

Project Functional Team contacts for Payroll Parallel Activities are as follows:

• Payroll Parallel Functional Analyst - Dennis Sargent - [email protected]
• HCM Pillar PM - Sanjiv Bhagat - [email protected]
• Test Coordinators - Anna Rankin ([email protected]) and Amy MacNeill ([email protected])

PLA Environment

https://pt-pla.peoplesoft-nonprod-aws.ctclink.sbctc.edu/ptpla/signon.html [Portal Link to PLA PeopleSoft Environment]

HPUX Access Information

Colleges will access the legacy snapshot environment by clicking the desktop icon for Minisoft that was established with the assistance of the college help desk.  To ensure you have an HPUX account established in the Ennn legacy accounts, make sure your college has provided you name on the worksheet to established your legacy account access.  

Instructions for this process can be found here: Requesting Access to the Parallel Test Environment (Legacy)

Note: Colleges that have submitted their security access workbooks for Parallel Testing will have access established for their reported testers in place before the November 17th start of college SME activities.