Brought to you by the BC Public Service Agency October 2014 Time and Leave - Town Hall -

Brought to you by the BC Public Service Agency

October 2014

Time and Leave- Town Hall -


Objectives

• Awareness of the Time and Leave Project• Understanding of changes and benefits


Agenda• Overview

– Project– System

• Leave • Time• Sick Leave• What’s Next?


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ProjectProject TeamWhat is Happening?Drivers for ChangeBenefitsImplementation Leads


Project Team

• Project Director - Cathleen Freshwater• Project Manager - Sonya Serafin• Change Management Lead – Tara Wilson• Business Analysts – Caroline Vanslyke/

Greg Hawes/Catherine Van Humbeck/Nina Moore/ Monica Lee

• Development Partners – TSSI/ Sierra Systems


• Replace Time on Line (TOL) – PeopleSoft

• Decommission TOL (Kronos)– Ensure historical data still accessible– Prevent data entry into TOL

• Target implementation date early 2015

What is Happening PROJECT


• Improve Self Service– Streamline access via Employee Self Service and

Manager Self Service• Customer Satisfaction

– Enter historical leave and time entries• Improve Leave Management

– Automates leave requests and approvals– Future dated leave entries

Benefits PROJECT


Benefits• Adhere to security policies

• Additional Reporting Capabilities – Single source of truth– Data granularity

• Reduce Costs– Licensing is already paid for as part of the

PeopleSoft System.– Host on existing PeopleSoft infrastructure.– Eliminate annual TOL fees and infrastructure.

PROJECT


• Single Point of Contact within Ministries• Manages implementation activities• Supports project implementation for their

organization– Attends support meetings– Assists in triage of organizations support requests

• Find yours at gov.bc.ca/myhr– Search for “Time and Leave Project”

Implementation LeadImplementation Leads

PROJECT


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System OverviewWhat’s NewPeopleSoftNavigationSystem AccessTerminology


What’s New?

• All one system

• No Java client, no desktop footprint

• Navigation– Self Service Access and Workcentre – gateway to

your time and leave activities

SYSTEM OVERVIEW

HR Information

Leave Requests

Time and Reimbursements

Payroll/Leave

Balances

Approved Leave

BiweeklyPay Sheets

Shared Schedule

Approval and Delegation Framework

PEOPLESOFT

ALL IN ONE!

Leave Reporting


Time and Leave Key Roles

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Navigation

Time and Leave Management View and enter your time and leave transactions

Time and Leave Management View and enter time and leave transactions on behalf of others

SYSTEM OVERVIEW

• Self Service

Draft

• Bryan to do a fake screen for WORK CENTRE

SYSTEM OVERVIEWNavigation

**design pending**


System Access

• Remote access remains the same

• Mobile access requirements– Identified as a need– Working MTICS/OCIO to develop mobile strategy

SYSTEM OVERVIEW


Terminology

• Sick Leave (includes STIIP benefits, WCB Absence)

• Signoff Authority Expense Authority• Leave Approver Approver

– Who may be approving leave (e.g. vacation, sick)– Or time (e.g. overtime) or reimbursements (e.g.

shift premium)

Terminology SYSTEM OVERVIEW

Recap

Questions?


Leave

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What’s NewWhat Stays the SameLeave EntryApprovalExpense Authority ResponsibilitiesLeave Requests


What’s New?

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LEAVE

• Leave requests now entered into the system as an event not day by day

• Leave is no longer recorded on the schedule• Recording future leave supports forecasting

leave liability• Entry of future leave including sick leave• Only one Approver required

– Does not have to be Expense Authority


What Stays the Same?

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LEAVE

• Existing base benefits/payroll/custom leave processes continue to be used for:– Enrolling employees in leave plans– Annual entitlement processing– Leave Rollover– Accruals– Adjustments done by Payroll


Current Leave Entry

Enter new rows for each day

LEAVE


New Leave Entry

Select date range

LEAVE


Leave Balance Query LEAVE


Approval

• Only one Approver required – does not have to be Expense Authority

• Approver should be the Supervisor (best informed)

• Expense Authority identifies the Approver• Expense Authority can be the Approver

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Transaction Type Expense Authority Required by System

Request Leave (e.g. vacation) No (Approver is required)

Request Payout No (Approver is required)

LEAVE


Expense Authority Responsibilities

• Have processes and people in place to:– Confirm actual absences against system entries– Review and approve employee recorded leave– Monitor employee vacation and leave banks– Confirm leave banks before final leave is paid out – Monitor payroll expenditure and financial

management reports– Ensure sufficient funds in budget for leave not

taken

LEAVE


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Compensating Controls

• Compensating controls to be defined in conjunction with risk and controls review

• For example:– Segregation of duties (employee cannot approve

own leave)– Information on leave paid out and taken for the

expense authority– Approver (supervisor) training– Verification of leave balances

LEAVE


Time and Leave Key Roles

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Example: Leave

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Heli OsloRegional

ManagerHas Expense

Authority

Sam EllisNanaimo Office

Supervisor

No Expense Authority

Lola SpencerNanaimo Facility

Supervisor


Miguel

LawrenceEmployee

Bonnie Watkins Employee

Zamir Jafir Employee

(Scheduler)

James HillProgram Manager

Has Expense Authority

Lola onlyapproves Leave

Expense Authority no longer required for leave.

APPROVER - Time APPROVER - Leave

Bonnie submits a request for four days of vacation

APPROVE

Leave Recap


Time

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What’s NewWhat Stays the SameExpense AuthorityApprovals


What’s New?

• Leave is no longer recorded on time sheet

• Time and Reimbursements can be Approved and Expense Authorized at any time

For example:– Mary works overtime in the middle of the pay

period and records on her timesheet– The following day, her overtime can be approved by

• Her supervisor as the Approver• And the Expense Authority

TIME


What’s New?

• Time and Reimbursements can be Approved and Expense Authorized after the pay period For example: – Mary worked overtime in the May 4th – May 18th

pay period– Mary did not enter until May 26th after the end of

the period– The Approver and Expense Authority can approve

on the system on May 27th

TIME


What’s New?

• NO MORE NSOs!! The NSO (Not Signed Off) Process is no longer required

• Tools are available to assist with checking that approvals are done before cut off– For example: inquiries, email warnings

TIME


What Stays the Same

• The cutoff for the pay period remains Monday 5pm

• Time and Reimbursements Expensed Authorized after cutoff will be paid in the following period– Unless it is critical pay – Critical pay guidelines and cutoffs remain the same

TIME

Expense Authority

• Expense Authority guidelines same as today• System will validate that Expense Authority is setup

on CAS (Corporate Accounting System)Transaction Expense Authority Required by SystemTime entry does not result in increase to pay (no changes to scheduled hours)

No (base pay expense authorized via employment letter)

Time entered results in increased pay (e.g. overtime)

Yes

Employee has no base pay (e.g. hourly employees)

Yes

Expense reimbursements Yes

TIME

Timesheet

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TIMETime Sheet

Mon-Overtime Tues-Overtime

Wed-Overtime

Example: Time

Heli OsloRegional

ManagerHas Expense

Authority

Sam EllisNanaimo Office

Supervisor


Lola SpencerNanaimo Facility

Supervisor


Sid LawrenceEmployee

Bonnie Watkins Employee

Zamir Jafir Employee

(Scheduler)

James HillProgram Manager

Has Expense Authority

Sam only approves Time

Potentially both Managers can apply Expense Authority for time

APPROVER - Time APPROVER - Leave

Bonnie enters 3 hours of overtime worked

APPROVE

Miguel

LawrenceEmployee

Time Recap


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Sick Leave


Work Place Health and Safety (WHS)

Program• Support a safe, timely and sustainable return to work for ill and/or injured employees

• Disability related costs are a major operating cost (approx $77m annually)

• Focus on management of sick leave and return to work interventions has resulted in savings

• Further savings anticipated as supervisors become more proactively involved; with support from:– BC Public Service Agency teams; and– More consistent case management practices

• Implementation of Time and Leave provides further efficiencies and supports

SICK LEAVE


Time and Leave Benefits

• Fewer transactions required to record Sick Leave

• Reduce administration by determining requalification only when needed

• Better alignment with collective agreement requirements around:– reviewing absences for purpose of requalification – taking the employee off pay/on to LTD

Benefits SICK LEAVE


What is Staying the Same

• Sick leave can be recorded on behalf of the employee (e.g. by a timekeeper, a supervisor)

• Employees continue to supplement (‘top up’) pay as defined in their agreement

• Employees can reserve vacation so it is not used to top up pay

• Processes for WCB claims and related pay adjustments

• Processes to take the employee off pay (onto LTD) at the end of the benefit period

What Stays the Same?

SICK LEAVE


Entry and Approval• Sick leave is recorded with one entry• Example 1:

– Sue was away May 20 – 22– When she is back, records her leave

• Example 2:– Frank is off starting June 2nd for an indefinite period– A timekeeper records

• Start date of June 2nd • Expected return to work date, if known

– When Frank returns to work, the actual End Date is entered

Sick Leave

Entry and Approval SICK LEAVE


Entry and Approval

• Approver approves:– the sick leave when it is originally entered; and,– Any subsequent changes that affect pay or the

benefit period• Sick leave does not need to be entered or

approved each pay period• The Approver can still hold pay (aka STIIP0)



Entry and Approval

• Sick leave is approved in the same way as other leaves:– Approved by the supervisor– Expense Authority is not required– Approver can action (approve/deny) sick leave

from their Work Centre



Requalification Period• No longer link absences via Original STIIP Start

Date• Now have tools to prompt supervisors to

verify related absences, and link as required, at critical points

• For example, supervisors will be notified if employee has not worked 15 consecutive shifts since last absence

Requalification Period

SICK LEAVE


Managing Sick Leave

• Supervisors will have a ‘snapshot’ to see what is happening with their employees:– Their employees and their status (e.g. on sick

leave, expected return to work date, how many days have been on sick leave)

• Changes support capturing more accurate information that will allow for enhanced metrics – e.g. sick leave durations, return to work rates

Managing Sick Leave

SICK LEAVE


Future Enhancements

• Additional support for Return to Work Trials and LTD tracking

• More accurate workforce analysis– Measure sick leave patterns in work units– Distinguish between incidental and prolonged absences– To support supervisors in leading a safe and healthy

workplace– To focus on interventions and improve workforce

productivity– To support further cost savings

Future Enhancements

SICK LEAVE


What’s in it for me?

• One entry to record Sick Leave that spans multiple pay periods

• Tools to prompt you to link related absences to manage the requalification period

• Warnings within the system to check if end of benefit period (to take the employee off pay/onto LTD)

• See Sick Leave information for employees that report to you

SICK LEAVE

Sick Leave Recap


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What’s Next?


• Self-paced training for all users– Online help documentation– Online e-learning

• Ministry trainer led end user training (if planned)

• Agency Instructor led 24/7 scheduler training (if needed and based on availability)

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WHAT’S NEXTReadiness for Go Live


• Replacing Time & Pay Portal TOL Help (wiki) with new Time and Leave Help (SharePoint)

– Quick Guides, Job Aids; Detailed Guides; Information Documents; SharePoint Pages and Links

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WHAT’S NEXTReadiness for Go Live


Thank You!

• Time and Leave Project Page – MyHR and Search ‘Time and Leave Project’

• First point of contact is your implementation lead – Full list of implementation leads is available on MyHR Time and Leave Project

• Project e-mail: [email protected]

http://www2.gov.bc.ca/myhr/content_hub.page?ContentID=79209616-73eb-e9cb-203f-f899070e6f7e

http://www2.gov.bc.ca/myhr/content_hub.page?ContentID=79209616-73eb-e9cb-203f-f899070e6f7e

mailto:[email protected]

Brought to you by the BC Public Service Agency October 2014 Time and Leave - Town Hall -

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