Post on 16-Mar-2020
Human Capital Management
Implementation
Wells Fargo - Banking Services
Project Sign-Off
Saturday, February 11, 2017
(c) 2016 Board of Regents of the University System ofGeorgia. All Rights Reserved.
1
Table of Contents
i
1-HCM Data Flow Inputs and Outputs
DESCRIPTION ENTERPRISE DIAGRAM PROVIDING “THE BIG PICTURE”
PURPOSE A. Presents key modules, processes and interfacesB. Highlights points of integration, input and output of system dataC. Highlights outstanding decisions related to the design,
development, configuration and implementation processesPRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management
2-HCM Business Process Listing (HCM-003-BPR)
DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS
PURPOSE A. Defines scope of the core implementation, based on the relatedbusiness process and practitioner community
B. Serves as a “common denominator” for design, development,testing and training documentation
PRIMARY USERS Practitioners
3-HCM Business Process Flow Diagrams – Future State
DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME
PURPOSE A. Confirms touchpoints and “hand-offs” within a business processB. Identifies control points and segregation of duties
PRIMARY USERS Practitioners
4-HCM Business Process Fact Sheet (HCM-002-BPR)
DESCRIPTION BUSINESS IMPACT SUMMARY
PURPOSE A. Presents changes to business policies and procedures, resultingfrom the implementation
B. Serves as the basis for the communication plan, “delta training”and other change management initiatives
PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training Teams
2
Table of Contents
ii
5-HCM Decision Point Fact Sheet (HCM-006-DPT)
DESCRIPTION OUTSTANDING ISSUES SUMMARY
PURPOSE A. Outlines issues which impact design, development, projectscope and go-live dates
B. Presents potential solutions and documents the approachrecommended by the project team
C. Serves as the basis for issue discussion and resolutionD. Tracks the status of items transitioned to HR, Fiscal Affairs and
the Steering CommitteePRIMARY USERS Steering Committee, ITS, SSC and USO Management
6-HCM Use Cases (HCM-010-TST)
DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES
PURPOSE A. Lists major tasks within a business process and denotes the taskpractitioner
B. Serves as the basis for defining the scope of user acceptancetesting and practitioner training
C. Links major tasks and business processes to security roles anduser groups (SSC, ITS, Institution, USO, etc.)
D. Defines the audience for communication initiativesE. Serves as the basis for user acceptance testing
PRIMARY USERS Practitioners, Communication Team, Training Team, Security andWorkflow Team
7-HCM Business Requirements (HCM-004-REQ)
DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS
PURPOSE A. Defines scope of the implementation, based on the relatedbusiness process
B. Serves as a “common denominator” for design, development,testing and training documentation
PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners
3
Table of Contents
iii
8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-
015-RIC)
DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT
PURPOSE A. Identifies custom tables, pages, interfaces and other objectsrequired to fulfill approved business requirements for eachrelated business process
B. Serves as a “common denominator” between the requirementsgathering and design/development efforts
C. Groups different types of modification elements (tables, pages,etc.) for ease of migration
PRIMARY USERS Implementation Teams, ITS Staff
9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)
DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION
PURPOSE A. Presents an integrated view of the requirements gathering anddesign/development efforts
B. Associates custom development with an approved businessrequirement [NOTE: This report presents the same informationas 7-HCM Business Requirements (HCM-004-REQ) where customdevelopment is required].
PRIMARY USERS Implementation Teams, Practitioners, ITS Staff
APPENDIX – Job Aids
4
HCM Business Process ListingHCM-003-BPR
Wells Fargo - Banking Services
Process Name Tracking Only?
MM101 - Money Movement Payroll Funding Cash No
MM102 - Money Movement Paycard No
MM103 Institution Bank Account for Money Movement No
MM104 Institution Funding of Additional Taxes No
MM105 Funding HCM On Demand Disbursements No
WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing No
WF002 - ACH Returns (Direct Deposit Rejects) No
WF003 - Check and ACH (Direct Deposit) Reversal Processing No
WF004 - Escheatment (State Dated Check) Processing No
WF101 - Monitor Positive Pay Exception Reports (9800P) No
WF102 - Fund Common Remitter Retirement Accounts (TSA, ORP, TRS) No
Saturday, February 11, 2017 Page 1 of 25
HCM Business Process ListingHCM-003-BPR
End of Report
Saturday, February 11, 2017 Page 2 of 26
Page 1
TitleJanuary 26, 2017
MM102 MONEY MOVEMENT PAYCARD: Direct Deposit ExemptionInstitu
tion
HR/PR
Employ
eeSSC
Payroll Team
SSC
Contact C
enter
USG
Paycard
Vend
orUpdate needed when Paycard Vendor Finalized: Updated 01‐23‐17
Receive Direct Deposit Person
Exemption Request Form
RequestApproved?
Notify Employee and Institution HR of
denial
Provide employee Paycard Enrollment website information
Monitor bank website for paycard
progress
Add paycard account info to
employee’s direct deposit record in
HCM
Contact bank to resolve any
outstanding issues
Yes
No
Start
Submit Direct Deposit Personal Exemption Form/ Paycard Direct Deposit Authorization Form
Receive copy of notification of denied request
Receive notification of denied request
Receive paycard enrollment information
Complete paycard enrollment
information on website and submit.
Process enrollment form
Approve paycard and update website with information
Receive paycard and account information
in US mail
Mail card and information to employee
Contact institution HR office to resolve
outstanding application and/or activation
End
Activate paycard
Upload account info to FTP site and
assign ticket to SSC CSR with copy of
email to Inst. HR/PR
Work with SSC and employee to resolve outstanding issues
Work with SSC and employee to resolve outstanding issues
End
Update needed when Paycard Vendor Finalized:
Verify if employee is participant in
federal work study program
End
7
MM104 – Institution Funding of Additional Taxes SSC
Common
Rem
itter
or Tax or P
ayroll or
Garnishmen
t
SSC Mon
ey M
ovem
ent T
eam
WF CE
O
USO
Busin
ess S
ervices
WF CE
OInstitu
tion
USO
Business
Services
Fina
ncials
Updated 01‐26‐17
AT010Tax Process
Receive request & create invoice for
Institution Additional Funding
AT011Tax Amend Process
Establish template for reverse wire from each
institution
Enter Additional Amount needed from Institution in file in banking
system
Notify USO Business Services that Wire is ready for approval and provide Institution Additional
Funding Invoice
Review Invoice and Approve Wire
Provide copy of Invoice to
Institution and USO Accounting
Ensure Funding is Available
Use Ben Recon Payroll Adjustment to create JE
for FundingEnd
Use Ben Recon Payroll Adjustment to create JE
for FundingEnd
8
MM105 – Funding HCM On Demand Disbursements SSC
Payroll
SSC Mon
ey M
ovem
ent T
eam
WF CE
O
USO
Busin
ess
Services
WF CE
O
Institu
tion
Accoun
ting
Bank
ing System
USO
Bu
siness
Services
Fina
ncials
Institu
tion
Accoun
ting
Fina
ncials
Version 2‐2‐17
Establish template for reverse wire from each institution
Enter Additional Amount needed from Institution in file in banking
system
Notify USO Business Services that Wire is ready for
approval
Review Invoice and Approve Wire
Create Institution Additional
Funding Invoice
Provide Invoice to Institution and USO Accounting
Ensure Funding is Available
Use Ben Recon Payroll Adjustment to create JE for Funding (See Note a)
End
Use Ben Recon Payroll Adjustment to create JE for Funding if needed for reporting (See Note a)
End
PY005On Demand Disbursement
Process
Receive request for On Demand Check
Funding
Use Ben Recon Payroll Adjustment to reverse JE for Funding when on
demand disbursement’s payrun is posted (See Note a)
Note a:It is the Institution/USO Accounting Services decision as to whether to perform these steps except as needed to ensure appropriate AFR reporting at fiscal yearend.
Credit 118100, Debit 229100; must be reversedReversal Debit 118100, Credit 229100
Use Ben Recon Payroll Adjustment to reverse JE for Funding when on
demand disbursement’s payrun is posted (See Note a)
9
WF001 – Check Printing (On-cycle and Off-cycle) and Direct Deposit ProcessingB
OR
_PA
Y_A
DM
IN_S
SCW
F Pa
ymen
t M
grW
ells
Fa
rgo
Emp
loye
eU
SO
Co
ntro
ller
s O
ffic
eLast Updated 02.10.2017
Post Payroll Processes
PY003
Receives Check Print
File
Prints On-cycle and Off-cycle Checks
Mails On-cycle and Off-cycle Checks
Employee Receives Payment
BPAY003Payroll Checkprint
Output
BDDP001Direct Deposit
Output
Receives Direct
Deposit File
Notifies USO of Check Print File
Details
Notifies USO of Direct Deposit File
Details
Processes Direct Deposit
A A
AApprove Output to Wells Fargo
File
BPositive Pay
CreationB
Check PrintingWF101
On Demand FTP Push
On Demand FTP Push
10
WF002 – Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing
Wel
ls F
argo
BO
R_P
AY_
AD
MIN
_SSC
BO
R_P
AY_
AN
ALY
STEm
ploy
ee
Last Updated 02.10.2017
Receives ACH Rejection
Notifies USG by Email
Obtain DD (ACH) Returns
from Wells Fargo CEO
Portal
Complete Direct Deposit Reject
Document
Place DD Reject
Document on SFTP
Send DD Reject Email Notification
Refer to DD Reject Job Aide
Is EE Pay
Replacement Required?
Off-Cycle Check Process
PY005 Yes
Employee Receives Payment
No
Check Reversal ProcessPY006
Direct Deposit Reject Complete
11
WF003 – Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing
BO
R_P
AY_
AD
MIN
_SSC
W
F C
EO P
orta
lB
OR
_PA
Y_A
NA
LYST
Wel
ls F
argo
Last Updated 02.10.2017
Banking Services Required
Complete Check/ACH Stop Payment
Request Form
Request ReceivedIs
this a Check Stop Payment?
YesRefer to Stop Payment Job
Aide
Refer to ACH Reversal Job
Aide
Was Process Successful?
Implement Best Practice
Process Stop Payment
Requested
No
Provide Documentation to
Institution
Provide Best Practice to Institution
Check/ACH Reversal
ProcessingPY006
Yes
Research Issue
Reversal Process Complete
No
12
WF004 – Escheatment (Outstanding Check) ProcessingB
OR
_PA
Y_A
NA
LYST
USO
Bu
sin
ess
Serv
ices
BO
R_P
AY
_AD
MIN
_SSC
Last Updated 02.10.2017
Process Start
Bank Reconciliation
FN105
Outstanding Payroll
Check(s) >90 <150 Days Identified
Research Outstanding
Check(s)
Notifies Institution of Outstanding
Check(s) > 90 days < 150 days
Check reversed
and/or reissued?
Check & ACH Reversal WF003
End
Request electronic payment to
institution from payroll account
Utilize the xfer of funds to clear the outstanding check
Receipt funds from USO to unclaimed property agency
account
Submit funds in unclaimed property agency account to State of Georgia in accordance with BPM 19.1 and SAO CM_100006 Escheatment Process
Place Stop Payment on Check
Outstanding Payroll
Check(s) >150 Days Identified
Yes
Begin documentation necessary for
escheatment of funds
No
13
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
MM101 - Money Movement Payroll Funding CashBusiness Process:
1. ADP currently initiates funding of payroll by creating reverse wires todraw funds from the Institutions to ADP. ADP initiates multiple drawsfrom each institution for each payroll. SSC will initiate the funding ofpayroll in one pull from the institutions for the full payroll funding needs.
Functionality Changes:
1. SSC will initiate the funding by creating the reverse wire to draw fundsfrom Institutions to ADP
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. BPM 5.8 oneusg HCM Related Funding: Money MovementBusiness Procedures Impacted:
1. Institution's bank information and authorization must be obtained priorto conversion.
Conversion Approach:
1. NoneHistorical Data Approach:
1. Bank Authorization FormNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 1 of 1214
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
MM102 - Money Movement PaycardBusiness Process:
1. Paycards will be provided by a USG third party paycard provider.Functionality Changes:
1. SSC will approve requests for exemption from direct deposit foremployees. Employees approved for the exemption from direct depositwill be paid by paycard.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. BPM 5.3.1 Method of Payment for CompensationBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 2 of 1215
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
MM103 Institution Bank Account for Money MovementBusiness Process:
1. USO will replace ADP in pulling funds for net payroll, taxes andgarnishments.
Functionality Changes:
2. USO will receive and then disburse funds for net payroll, taxes andgarnishments.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
5.8 OneUSG HCM Related Funding: Money MovementBusiness Procedures Impacted:
1. Institution will complete Authorization for Bank Debit Form prior to golive.
Conversion Approach:
1. NoneHistorical Data Approach:
1. Authorization for Bank Debit FormNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 3 of 1216
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
MM104 Institution Funding of Additional TaxesBusiness Process:
1. Manual checks should be utilized if possible to record necessary taxadjustments. This allows for funding to occur with the normal payrollfunding processes.2. Funding for tax adjustments that cannot be made with a manualcheck for for which an earlier funding is needed will be made by theinstitutions to USO for ADP to pull.
Functionality Changes:
1. SSC Money movement team will pull funds for tax adjustments.Ownership Changes:
1. NoneIssues Not Addressed:
1. Funding of tax adjustments.Issues Addressed:
1. NonePolicy Changes:
5.8 Money MovementBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 4 of 1217
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
MM105 Funding HCM On Demand DisbursementsBusiness Process:
1. On Demand disbursements will be processed by SSC.2. On Demand disbursements will utilize paycards except for federalwork study students who do not elect direct deposit.
Functionality Changes:
1. SSC will process on demand disbursements.Ownership Changes:
Issues Not Addressed:
Issues Addressed:
Policy Changes:
5.3.8 Off Cycle Payment Process5.3.1 Method of Payment for Compensation
Business Procedures Impacted:
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
Saturday, February 11, 2017 Page 5 of 1218
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit ProcessingBusiness Process:
1. Wells Fargo will print and mail on and off-cycle checks.2. Direct deposit processing will be provided by Wells Fargo.
Functionality Changes:
1. Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing.2. Institutions will no longer be able to print off-cycle checks at the institution.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. BPM 5.3.8 Off Cycle Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 6 of 1219
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
WF002 - ACH Returns (Direct Deposit Rejects)Business Process:
1. NoneFunctionality Changes:
1. Wells Fargo will provide ACH (Direct Deposit) rejects through theCEO Portal instead of ADP Print Services.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. BPM 5.3.1 Method of Payment for Compensation2. BPM 5.8.2. Funding of Employee Net Pay
Business Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 7 of 1220
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
WF003 - Check and ACH (Direct Deposit) Reversal ProcessingBusiness Process:
1. Wells Fargo CEO Portal will be accessed to process check and ACHreversals instead of ADP Smart Compliance (iPay).
Functionality Changes:
1. SSC will process check and ACH reversals instead of institutionalpractitioners.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. BPM 5.3.1 Method of Payment for Compensation2. BPM 5.8.2 Funding of Employee Net Pay
Business Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. Check Stop Payment and ACH (Direct Deposit) Reversal RequestForm2. Documentation Template for Stop Payment/ACH Reversal
New Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 8 of 1221
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
WF004 - Escheatment (State Dated Check) ProcessingBusiness Process:
1. Wells Fargo CEO portal will be accessed for escheatment reportinstead of ADP providing information.
Functionality Changes:
1. USO Business Services will provide Stale Dated check information toinstitutional practitioners instead of ADP Print Services.2. If stale dated check needs to be reversed in HCM SSC will processreversal.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 19.1 Unclaimed PropertyBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. Uncashed Check Notification FormNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 9 of 1222
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
WF101 - Monitor Positive Pay Exception Reports (9800P)Business Process:
1. Utilization of 9800P AP unit.Functionality Changes:
1. SSC Money Movement Team will review the daily positive pay exception reports.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. 5.8 HCM Related Funding: Money MovementBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 10 of 1223
HCM Business Process Fact SheetHCM-002-BPR
Wells Fargo - Banking Services
WF102 - Fund Common Remitter Retirement Accounts (TSA, ORP, TRS)Business Process:
1. NoneFunctionality Changes:
1. SSC will initiate the file to fund TSAs and ORPs each payroll.2. SSC will initiate the process for TRS to pull funds each month.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. BPM 5.8.5 oneusg Funding of Voluntary Retirement Plans2. BPM 5.8.6 oneusg Funding of Mandatory Retirment Plans
Business Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 11 of 1224
HCM Business Process Fact SheetHCM-002-BPR
End of Report
Saturday, February 11, 2017 Page 12 of 1225
HCM Decision Point Fact SheetHCM-006-DPT
Wells Fargo - Banking Services
ActiveDocument Status:
942 Issue: Will employee banking information flow to AP in PeopleSoft to process direct deposit?-
Yes, Direct deposit sync is activated and is planned for Pilot phase.Final Decision:
Will employee banking information flow to AP in PeopleSoft to process direct deposit?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
CompleteDocument Status:
471 Issue: Will paychecks be mailed on pay day or arrive to the employee on the pay date?-
Utilize Wells Fargo to print checks and mail checks on the employee pay date. This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment.
Final Decision:
Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks.
Document Details:
Existing state contract with Wells Fargo can be leveraged for printing checks. Checks can be mailed by Wells Fargo prior to the pay check date, but will accelerate the payment creation process at Shared Services. The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks.
Potential Solutions:
Utilize Wells Fargo to print checks. Distribute checks on pay date (not earlier).
Recommendation:
26HRAP Impact:
BPM Impact:
General Criteria for Employment
5.0 Payroll
575 Issue: Are any new roles needed at Shared Services to support the new responsibilities they are assuming?
-
A new money movement accounting specialist role is being created in Sandersville to manage / monitor the Banking and Money Movement requirements
Final Decision:
Are any new roles needed at Shared Services to support the new responsibilities they are assuming?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
Saturday, February 11, 2017 Page 1 of 926
HCM Decision Point Fact SheetHCM-006-DPT
Wells Fargo - Banking Services
CompleteDocument Status:
581 Issue: How will miscellaneous deductions be managed in the new money movement business processes?
-
While institutions are the beneficiaries (or vendor) for most miscellaneous deductions, oneusg will not net the payables and receivables associated with payroll. Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments
Final Decision:
How will miscellaneous deductions be managed in the new money movement business processes?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
585 Issue: Who will be responsible for banking activities including printing paychecks?-
Wells Fargo will be responsible for printing paper checks, processing ACH, managing Positive Pay
Final Decision:
Who will be responsible for banking activities including printing paychecks?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
586 Issue: How will money movement be initiated?-
The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all
Final Decision:
How will money movement be initiated?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
587 Issue: Who will be responsible for reviewing and approving direct deposit exemptions?-
Direct Deposit exeptions will be centrally managed through the Shared Services Center
Final Decision:
Saturday, February 11, 2017 Page 2 of 927
HCM Decision Point Fact SheetHCM-006-DPT
Wells Fargo - Banking Services
CompleteDocument Status:
587 Issue: Who will be responsible for reviewing and approving direct deposit exemptions?-
Direct Deposit exeptions will be centrally managed through the Shared Services Center
Final Decision:
Who will be responsible for reviewing and approving direct deposit exemptions?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
588 Issue: Will instittuions know when a paycard request has been completed (or not completed)?-
The Shared Services center will monitorthe paycard application process. If there are any issues, the shared services center will work with the institutions and employee to resolve them.
Final Decision:
Will instittuions know when a paycard request has been completed (or not completed)?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
589 Issue: Who will be responsible for updating the employees direct deposit information once the paycard request has been processed by Wells Fargo?
-
The Shared Services center will update the employees direct deposit information once the paycard account has been established
Final Decision:
Who will be responsible for updating the employees direct deposit information once the paycard request has been processed by Wells Fargo?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
590 Issue: Are any employee groups exempt from the system office mandate to move to direct deposit?-
Federal Work Study students can not legally be required to use Direct Deposit. Institutions can only encourage the participation.
Final Decision:
Saturday, February 11, 2017 Page 3 of 928
HCM Decision Point Fact SheetHCM-006-DPT
Wells Fargo - Banking Services
CompleteDocument Status:
590 Issue: Are any employee groups exempt from the system office mandate to move to direct deposit?-
Federal Work Study students can not legally be required to use Direct Deposit. Institutions can only encourage the participation.
Final Decision:
Are any employee groups exempt from the system office mandate to move to direct deposit?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
591 Issue: Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate?
-
There are certain religious beliefs that could impact the application of the mandate. Those situations will be managed through a partnership with the institution and the system office HR leadership
Final Decision:
Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
592 Issue: Can the Student Card (Hire One or equivalent) be used for Direct Deposit?-
Yes - Any account with a routing number and bank account number can be utilized for direct deposit. Student Cards are an acceptable payment format
Final Decision:
Can the Student Card (Hire One or equivalent) be used for Direct Deposit?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
593 Issue: Who is responsible for OFAC compliance on Paycard Applications?-
Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process
Final Decision:
Saturday, February 11, 2017 Page 4 of 929
HCM Decision Point Fact SheetHCM-006-DPT
Wells Fargo - Banking Services
CompleteDocument Status:
593 Issue: Who is responsible for OFAC compliance on Paycard Applications?-
Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process
Final Decision:
Who is responsible for OFAC compliance on Paycard Applications?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
594 Issue: What is the timing of sending payment information to Wells Fargo?-
The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date.
Final Decision:
What is the timing of sending payment information to Wells Fargo?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
596 Issue: Does an Institution Need to Approve the Reverse Wire Prior to Funding? There is a 2 approver requirement with the state
-
The commitment accounting design team determined the SSC will enter a case in Service Now and assign it to the institution along with the payroll register / invoice. Institutions will have the ability to review the reverse wire prior to initiation.
Final Decision:
Does an Institution Need to Approve the Reverse Wire Prior to Funding? There is a 2 approver requirement with the state
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
600 Issue: Who will be responsible for monitoring Wells Fargo and positive pay?-
The Shared Service Center Money Movement team will monitor Positive Pay exceptions
Final Decision:
Saturday, February 11, 2017 Page 5 of 930
HCM Decision Point Fact SheetHCM-006-DPT
Wells Fargo - Banking Services
CompleteDocument Status:
600 Issue: Who will be responsible for monitoring Wells Fargo and positive pay?-
The Shared Service Center Money Movement team will monitor Positive Pay exceptions
Final Decision:
Who will be responsible for monitoring Wells Fargo and positive pay?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
602 Issue: Will the System Office Pooling Bank Account have any buffer to Address minor funding issues (Interest, Penalties, Minor Adjustments)?
-
The System Office will seed the Bank Account with some funds to provide a Buffer for minor funding issues
Final Decision:
Will the System Office Pooling Bank Account have any buffer to Address minor funding issues (Interest, Penalties, Minor Adjustments)?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
603 Issue: Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire?
-
Retirement and Tax Sheltered Annuity funding will be pulled with PayrollFinal Decision:
Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
604 Issue: Will ORP be transmitted after each payroll or monthly?-
ORP funding will occur after each payrollFinal Decision:
Saturday, February 11, 2017 Page 6 of 931
HCM Decision Point Fact SheetHCM-006-DPT
Wells Fargo - Banking Services
CompleteDocument Status:
604 Issue: Will ORP be transmitted after each payroll or monthly?-
ORP funding will occur after each payrollFinal Decision:
Will ORP be transmitted after each payroll or monthly?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
605 Issue: If an institution is required to make a large adjustment, will the system office cover the cash requirements of the adjustment until the next payroll run?
-
Large Institutional Adjustments will have to be Pulled Separately and will be supported with an invoice
Final Decision:
If an institution is required to make a large adjustment, will the system office cover the cash requirements of the adjustment until the next payroll run?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
628 Issue: Will LOA Billing be funded with the payroll?-
LOA Billing will be funded separate from payroll in an additional wireFinal Decision:
Will LOA Billing be funded with the payroll?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
629 Issue: How will institutions be notified of the amount of the funding required for Leave of Absence Billing?
-
The Shared Services Center will create an invoice for Leave of Absence. The invoice will include: Employee, Name, Deduction Code & Amount
Final Decision:
Saturday, February 11, 2017 Page 7 of 932
HCM Decision Point Fact SheetHCM-006-DPT
Wells Fargo - Banking Services
CompleteDocument Status:
629 Issue: How will institutions be notified of the amount of the funding required for Leave of Absence Billing?
-
The Shared Services Center will create an invoice for Leave of Absence. The invoice will include: Employee, Name, Deduction Code & Amount
Final Decision:
How will institutions be notified of the amount of the funding required for Leave of Absence Billing?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
764 Issue: Will Direct Depost rejects at Wells Fargo be refunded to the institution?-
Direct Deposit Rejects will be refunded to the system office payroll account
Final Decision:
Will Direct Depost rejects at Wells Fargo be refunded to the institution?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
765 Issue: With money movement being centralized, will the instituion be notified of direct deposit rejects?-
SSC will notify institutions of Direct Deposit RejectsFinal Decision:
With money movement being centralized, will the instituion be notified of direct deposit rejects?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
766 Issue: What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided?
-
Stop Payments and Voids have to be requested through the SSC Case Management System. The SSC will work with the system office to have the payment stopped or voided.
Final Decision:
Saturday, February 11, 2017 Page 8 of 933
HCM Decision Point Fact SheetHCM-006-DPT
Wells Fargo - Banking Services
CompleteDocument Status:
766 Issue: What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided?
-
Stop Payments and Voids have to be requested through the SSC Case Management System. The SSC will work with the system office to have the payment stopped or voided.
Final Decision:
What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
767 Issue: If an institution is required to issue an on demand check, how will the positive pay business process be impacted?
-
On Demand checks have to be manually added to Wells Fargo CEO portal for positive pay
Final Decision:
If an institution is required to issue an on demand check, how will the positive pay business process be impacted?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
889 Issue: Will Zero dollar checks be interfaces to Wells Fargo? How will the system treat a zero dollar check?
-
Zero Dollar Checks will be unchecked to pay and will not interface to Wells Fargo. Therefore, Wells Fargo will not print zero dollar checks
Final Decision:
Will Zero dollar checks be interfaces to Wells Fargo? How will the system treat a zero dollar check?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
End of Report
Saturday, February 11, 2017 Page 9 of 934
HCM Use CasesHCM-010-TST
Wells Fargo - Banking Services
Use Case ID
Business Process:
Business Process Step
MM101 - Money Movement Payroll Funding Cash
Role NameResponsibility
Provide invoice to institutionMM101.01 BOR CA Inquiry SSSC
Create payroll funding fileMM101.02 BOR CA Admin SSSC
Upload payroll funding file to bank siteMM101.03 BP WF Payment Mgr.SSC
Saturday, February 11, 2017 Page 1 of 935
HCM Use CasesHCM-010-TST
Wells Fargo - Banking Services
Use Case ID
Business Process:
Business Process Step
MM102 - Money Movement Paycard
Role NameResponsibility
Process approved direct deposit exemption request
MM102.01 BOR PAY Admin SSSC
Process denied direct deposit exemption request
MM102.02 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 2 of 936
HCM Use CasesHCM-010-TST
Wells Fargo - Banking Services
Use Case ID
Business Process:
Business Process Step
WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing
Role NameResponsibility
Payroll Check Print Output (BPAY003)WF001.01 BOR PAY Admin SSSC
Direct Deposit Output (BDDP001)WF001.02 BOR PAY Admin SSSC
WF Notification to SSC-Check Print File Detail
WF001.03 BOR PAY Admin SSSC
WF Notification to SSC-Direct Deposit File Details
WF001.04 BOR PAY Admin SSSC
Validate Output to Wells Fargo DetailWF001.05 BOR PAY Admin SSSC
Print On-cycle and Off-cycle ChecksWF001.06 Wells FargoTPV
Wells Fargo Mails Checks to EmployeeWF001.07 Wells FargoTPV
Process Direct DepositWF001.08 Wells FargoTPV
Saturday, February 11, 2017 Page 3 of 937
HCM Use CasesHCM-010-TST
Wells Fargo - Banking Services
Use Case ID
Business Process:
Business Process Step
WF002 - ACH Returns (Direct Deposit Rejects)
Role NameResponsibility
WF Notification of ACH Returns (Direct Deposit Rejects)
WF002.01 Wells FargoTPV
Access Wells Fargo CEO Portal for ACH/Direct Deposit Reject Report
WF002.02 BOR PAY Admin SSSC
Complete Direct Deposit Reject Documentation
WF002.03 BOR PAY Admin SSSC
Direct Deposit Reject Document to SFTP
WF002.04 BOR PAY Admin SSSC
DD Reject Email NotificationWF002.05 BOR PAY Admin SSSC
Institutional Direct Deposit Processing-Payment Replacement
WF002.06 BOR PAY AnalystInstitution
Saturday, February 11, 2017 Page 4 of 938
HCM Use CasesHCM-010-TST
Wells Fargo - Banking Services
Use Case ID
Business Process:
Business Process Step
WF003 - Check and ACH (Direct Deposit) Reversal Processing
Role NameResponsibility
Check Stop Payment/ACH (Direct Deposit) Reversal Form Completion
WF003.01 BOR PAY AnalystInstitution
Check Stop Payment ProcessWF003.02 BOR PAY Admin SSSC
Direct Deposit ReversalWF003.03 BOR PAY Admin SSSC
Stop Payment/ACH Reversal ProcessedWF003.04 Wells FargoTPV
Check/ACH Reversal Documentation WF003.05 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 5 of 939
HCM Use CasesHCM-010-TST
Wells Fargo - Banking Services
Use Case ID
Business Process:
Business Process Step
WF004 - Escheatment (State Dated Check) Processing
Role NameResponsibility
Notification and Research of Uncashed Checks
WF004.01 Wells FargoTPV
Notification and Research of Uncashed Checks
WF004.01 BP USO Business ServicesUSO
Notification to Institution of Uncashed Check
WF004.02 BOR PAY AnalystInstitution
Notification to Institution of Uncashed Check
WF004.02 Wells FargoTPV
Notification to Institution of Uncashed Check
WF004.02 BP USO Business ServicesUSO
Complete USG Escheatment ProcessWF004.03 BOR PAY AnalystInstitution
Saturday, February 11, 2017 Page 6 of 940
HCM Use CasesHCM-010-TST
Wells Fargo - Banking Services
Use Case ID
Business Process:
Business Process Step
WF101 - Monitor Positive Pay Exception Reports (9800P)
Role NameResponsibility
Review positive pay reports and identify payment issues
WF101.01 BOR_AP_INQUIRYSSC
Enter decision to accept/deny in banking system
WF101.02 BP WF Payment Mgr.SSC
Saturday, February 11, 2017 Page 7 of 941
HCM Use CasesHCM-010-TST
Wells Fargo - Banking Services
Use Case ID
Business Process:
Business Process Step
WF102 - Fund Common Remitter Retirement Accounts (TSA, ORP, TRS)
Role NameResponsibility
Enter ACH Info to fund TSA accountsWF102.01 BP WF Payment Mgr.SSC
Saturday, February 11, 2017 Page 8 of 942
HCM Use CasesHCM-010-TST
End of Report
Saturday, February 11, 2017 Page 9 of 943
HCM Business RequirementsHCM-004-REQ
Wells Fargo - Banking Services
Business Process Name: MM101 - Money Movement Payroll Funding Cash
RICE (oneusg)Requirement Met By: Vendor:
CAINT031 - Automate drawdown wiresRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
3435 Need to be able to send Wells Fargo a file so the payroll funds can automatically be transferred from the institutions books to USO.
CA101.9 - Automate the drawdown wire process
Third Party VendorRequirement Met By: Vendor: Wells Fargo
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3185 Need the ability to initiate reverse wires to transfer money from institutions to USO.
MM001.1 Process Reverse Wires at bank
3189 Bank to accept ACH file for employees to receive payment via ACH and Pay Card.
MM001.7 Upload employee ACH file to banking file (WF Payment Manager)
3191 Banking vendor will accept the check file, print check and mail to employee on the pay date.
MM001.8 Upload Employee check file to banking site (WF Payment Manager)
3192 Ability to load and run positive pay file.MM001.9 Upload positive pay file to banking site (WF Payment Manager)
3771 Need to be able to accept file to draw funds from institutions to USO
MM101 - Upload drawdown wire in banking system
Saturday, February 11, 2017 Page 1 of 944
HCM Business RequirementsHCM-004-REQ
Wells Fargo - Banking Services
Business Process Name: MM102 - Money Movement Paycard
Third Party VendorRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3226 Vendor to provide paycards and the process processing functionality
MM102 Provide paycards and related functionality
Saturday, February 11, 2017 Page 2 of 945
HCM Business RequirementsHCM-004-REQ
Wells Fargo - Banking Services
Business Process Name: WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing
RICE (oneusg)Requirement Met By: Vendor: Wells Fargo
PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in house)
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
166 Ability to generate a positive pay fileWF001.04 - Generate Positive Pay File
PRINT020 - Payroll Check Print Interface to Wells FargoRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
3512 Ability for a TPV to receive an on-cycle or off-cycle check print file, print and mail payroll checks.
WF001.02 TPV to Print Payroll Checks
PRINT021 - ACH Interface to Wells FargoRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
160 Ability for pre-notification to be flagged in the Wells Fargo direct deposit file.
WF001.01 - Pre-Note Bank Accounts and Routing
3513 Ability for a TPV to receive an ACH/Direct Deposit file, process the direct deposit data so employee receives direct deposit into their personal banking accounts.
WF001.03 ACH/Direct Deposit Processing
Saturday, February 11, 2017 Page 3 of 946
HCM Business RequirementsHCM-004-REQ
Wells Fargo - Banking Services
Business Process Name: WF002 - ACH Returns (Direct Deposit Rejects)
Third Party VendorRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3219 Direct deposit is rejected by the employee's banking institution and the TPV notifies USG of rejection.
PY007.06 ACH Return
Saturday, February 11, 2017 Page 4 of 947
HCM Business RequirementsHCM-004-REQ
Wells Fargo - Banking Services
Business Process Name: WF003 - Check and ACH (Direct Deposit) Reversal Processing
Third Party VendorRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
157 Ability to stop payment on an employee's check.
PY007.01 - Stop Payment
3220 Pulling back a direct deposit through WF CEO Portal
PY007.07 ACH Reversal
Saturday, February 11, 2017 Page 5 of 948
HCM Business RequirementsHCM-004-REQ
Wells Fargo - Banking Services
Business Process Name: WF004 - Escheatment (State Dated Check) Processing
Third Party VendorRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3221 State dated check processingPY007.08 Escheatment
Saturday, February 11, 2017 Page 6 of 949
HCM Business RequirementsHCM-004-REQ
Wells Fargo - Banking Services
Business Process Name: WF101 - Monitor Positive Pay Exception Reports (9800P)
Third Party VendorRequirement Met By: Vendor: Wells Fargo
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3571 Review positive pay exception items received from bank and determine whether to pay or deny
WF101 - Monitor Positive Pay Exception Items
Saturday, February 11, 2017 Page 7 of 950
HCM Business RequirementsHCM-004-REQ
Wells Fargo - Banking Services
Business Process Name: WF102 - Fund Common Remitter Retirement Accounts (TSA, ORP, TRS)
Third Party VendorRequirement Met By: Vendor: Wells Fargo
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3775 WF102 - Need to transfer funds for TSA accounts to Retrement Savings Accounts Providers
WF102.01
Saturday, February 11, 2017 Page 8 of 951
HCM Business RequirementsHCM-004-REQ
End of Report
Saturday, February 11, 2017 Page 9 of 952
RICE InventoryHCM-015-RIC
Wells Fargo - Banking Services
RICE Type: Interface
Rice IDRiceTitle Rice Detail PeopleSoft Project
731CAINT031 - Automate drawdown wires
Need a file to be generated to move funds from the institutions books to USO. The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry. The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires.
BOR_PY_I_AUTOWIRE_TRANSFER
924MM101 Add FSA to Automated Wire
Add the amounts for FSAs to the automated wire used to pull funds from the institutions. See RICE CAINT031 (#731)
Payroll Liability accounts = 213100 and 213200Deduction Codes = 01FSAD, 01FSAM, 01LPSA
Senthill Theagarajan ;
145PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in house)
During meeting with Wells Fargo today, we learned that check/direct deposit integration will address positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data.
BOR_PY_I_POSITIVEPAY_FILE
141PRINT020 - Payroll Check Print Interface to Wells Fargo
Payroll check print - see GRU BORI018.sqr, GT - PAY003.sqr
BOR_PY_I_WELLS_CHK_DD_FILE
148PRINT021 - ACH Interface to Wells Fargo
Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement.
SQR Program
RICE Type: Query
Rice IDRiceTitle Rice Detail PeopleSoft Project
745MMQRY001 Money Movement Invoice
Invoice information to provide institution for total amount of funding for the payroll.
Should agree to the amount in the MM JE.Should agree to amounts on payroll summary.
Saturday, February 11, 2017 Page 1 of 253
RICE InventoryHCM-015-RIC
End of Report
Saturday, February 11, 2017 Page 2 of 254
RICE Inventory with RequirementsHCM-016-RICWells Fargo - Banking Services
RICE Type: Interface
731CAINT031 - Automate drawdown wires
Need a file to be generated to move funds from the institutions books to USO. The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry. The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires.
BOR_PY_I_AUTOWIRE_TRANSFER
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
CA101.9 - Automate the drawdown wire process3435
145PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in house)
During meeting with Wells Fargo today, we learned that check/direct deposit integration will address positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data.
BOR_PY_I_POSITIVEPAY_FILE
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
WF001.04 - Generate Positive Pay File166
141PRINT020 - Payroll Check Print Interface to Wells Fargo
Payroll check print - see GRU BORI018.sqr, GT - PAY003.sqr
BOR_PY_I_WELLS_CHK_DD_FILE
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
WF001.02 TPV to Print Payroll Checks3512
148PRINT021 - ACH Interface to Wells Fargo
Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement.
SQR Program
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
WF001.01 - Pre-Note Bank Accounts and Routing160
WF001.03 ACH/Direct Deposit Processing3513
Saturday, February 11, 2017 Page 1 of 255
RICE Inventory with RequirementsHCM-016-RIC
End of Report
Saturday, February 11, 2017 Page 2 of 256