Department of Administration April 3, 2017€¦ · 3 Presenters: •Connie Guerrero, Deputy...

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SHARP 9.2 Upgrade Meeting

Department of Administration

April 3, 2017

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Welcome

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Presenters:

• Connie Guerrero, Deputy Director,

Office of Personnel Services

• Nancy Ruoff, Manager

Statewide Payroll and Accounting

Office of the Chief Financial Officer

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Meeting Agenda

Welcome

Upgrade Project and Activities

General Changes in v9.2

WorkCenters

SHARP Upgrade Cutover Timeline

Next Steps

Wrap Up, Resources & Questions

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Upgrade Project and

Activities

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Upgrade Project &Activities

• The Statewide Human Resource and Payroll System

(SHARP) is currently on PeopleSoft HCM v9.1. In order to

remain on a supported release of the software an upgrade is

necessary.

Support includes regulatory and tax updates

Access to new functionality included in the product

• A nine month project to upgrade SHARP to PeopleSoft HCM

v9.2 began on August 22, 2016

• The project also includes upgrades to the PeopleTools

version for both the SHARP and the Statewide Management,

Accounting and Reporting Tool (SMART) systems

PeopleTools upgrade provides the ability to support recent Internet

Browser versions to access the systems

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• The project team is comprised of members from the Office

of Personnel Services, Office of the Chief Financial Officer

and the Office of Systems Management within the

Department of Administration.

• The upgrade lab at our hosting partner Sierra Cedar

International (SCI) is managing part of the technical

aspects of the project

This partnership allowed us to shorten the amount of time needed

to complete the upgrade. Previous upgrades have taken from

eighteen to twenty four months in the past

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• Existing functionality from the current SHARP v9.1

system will be brought forward to v9.2

Majority of processes remain unchanged which

minimizes the impact to State Agency staff

WorkCenters are a new feature in v9.2 and will

be deployed as part of the upgrade

• PeopleSoft approach following version 9.2 is to

issue fixes/product enhancements in quarterly

Product Update Modules (PUMs). PUMs will be

applied by SCI support staff in partnership with

State of Kansas

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General Changes in

v9.2

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Human Resource Changes in

Version 9.2

• New Advanced search available

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Version 9.2 • Main Menu search results display in new format

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Version 9.2 • New Question Mark Embedded Help buttons on selected pages

in Workforce Administration, Time and Labor, Payroll and

Recruiting

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Embedded Help (Cont.)

New Embedded Help Buttons display on various pages

Click the question mark to receive pop-up Help box

Information displayed is provided by software vendor and

does not include information on any ‘State of Kansas’ specific

terminology

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Version 9.2

• Navigation to training for version 9.2 is now

Main Menu> Administer Training. In 9.1 it was

Main Menu> Enterprise Learning

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Recruiting Changes in Version

9.2 SHARP v9.1 Navigation SHARP v9.2 Navigation

Create New Job Opening – v9.1

Main Menu > Recruiting > Create New Job

Opening

Create Job Opening – v9.2

Main Menu > Recruiting > Create Job Opening

Find Job Openings – v9.1

Main Menu > Recruiting > Find Job Openings

Search Job Openings – v9.2

Main Menu > Recruiting > Search Job Openings

Add New Applicant – v9.1

Main Menu > Recruiting > Add New Applicant

Create Applicant – v9.2

Main Menu > Recruiting > Create Applicant

Find Applicants – v9.1

Main Menu > Recruiting > Find Applicants

Search Applicants – v9.2

Main Menu > Recruiting > Search Applicants

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9.2

• Updating Applicant Disposition Status has changed in v9.2

Change Applicant Disposition from ‘Applied’ to ‘Offer Accepted’

Step 1: Click on Other Actions

Step 2: Select Recruiting Actions

Step 3: Select Edit Disposition

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9.2 • Selecting Prepare for Hire has changed in v9.2

Ensure Applicant Disposition Status is ‘‘Offer Accepted’

Step 1: Click on Other Actions

Step 2: Select Recruiting Actions

Step 3: Select Prepare for Hire

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9.2

• Manage Job Opening has new status bar which allows you to filter

your results by Applicant status (All, Applied, Hire, etc.)

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Time & Labor Changes in

Version 9.2

Electronic Timesheet:

• The look and feel of the electronic timesheet has changed:

The Department ID is now visible when hovering over the ee’s Job Title

Additional Information is also listed in this section

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Time & Labor Changes (Cont.)

Electronic Timesheet: • The Select All, Deselect All, and Approve buttons have moved

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Electronic Timesheet: • New Folder Tabs with Key Reported Time & Payable Time Info

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Approving Reported Time (Timesheet): • Managers & Timekeepers will approve timesheets individually so online

timesheet edits are invoked

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Leave Accruals Page: • The page is now right justified, but the same key information is listed

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Potential Change:

• Limiting Time Reporting Codes (TRCs) by employee

Employees, while on Self-service Timesheets, cannot add certain Time

Reporting Codes, such as SLA-Sick Leave Accrual, COM-

Communication Device, LNG-Longevity, ODP-Overtime Differential Pay,

etc.

If certain TRCs, like LNG-Longevity, are entered by the timekeeper or a

batch process, employees can see these TRCs on the timesheet, but

cannot change nor delete them

Employees can continue to add/change/delete basic TRCs, such as

Regular (REG), Vacation (VAC) and Sick (SCK)

Managers and timekeepers have the access to add, change, and delete

all TRCs while viewing their employee timesheets

Note: This functionality may be implemented at, or after, Go-live

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Payroll Changes in Version 9.2

Review Paycheck Page: • The page titles are now right justified. They were left justified in 9.1.

• The font of the Name field has changed from blue to black and is slightly

larger. Version 9.1 compared to 9.2.

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Payroll Changes (Cont.)

Direct Deposit Account Number Masking:

• The Direct Deposit account numbers will be masked except for

the last 4 characters of the account number in the following

SHARP system locations:

Net Pay Distribution area on the Paycheck Deductions tab under the

Review Paycheck page

Net Pay Distribution area on the PDF Pay Advice document under View

Paycheck in Employee Self-Service

Distribution area on the employee Request Direct Deposit page

(enrollment page)

• The complete account number is still visible on the Direct

Deposit enrollment page either in correction mode or by

clicking on the ‘+’ in the upper right of the page (NOTE: don’t

save the resulting new row from clicking on the ‘+’)

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WorkCenters

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WorkCenters

• Separate WorkCenter available for Payroll and

Time and Labor

• Serves as a launching point to run selected

queries

• Security to WorkCenters will be given

automatically to selected Time and Labor and

Payroll Security roles.

• In the future:

Starting point for key menu links and queries

Limit the need to navigate through the full menu

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Time & Labor

WorkCenter Time & Labor WorkCenter Key Points:

• The State of Kansas is taking advantage of new functionality

being offered by PeopleSoft

• We are offering end users the ability to generate queries

for the first time ever in SHARP!

• Initial queries will be available for:

Reported Time (Timesheet): Multiple Time Periods

Payable Time: One Pay Period

Time Reporter Data (Employee’s Workgroup, Taskgroup, etc.)

• Depending on system performance, additional queries may be

added in the future

• Access given to Timekeepers, Time and Labor HR, and Task

Reporters

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Time & Labor

WorkCenter • Sections of the WorkCenter page

The left side displays the queries that are available to be run

The right side displays the Announcements or Welcome section

After the query is generated, the results display on the right side

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Time & Labor

WorkCenter • Running a Query in the WorkCenter

Click the Query name (on the left)

Enter the criteria (3 Digit Dept ID in example below)

Click “View Results” and results display on the right side of the page

Can easily download the results to Excel

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Payroll WorkCenter

• Payroll WorkCenter Key Points: – The following queries will be available for agencies to run during each

On-cycle pay calc week:

• Check with ADV Earnings: Run for current processing Pay Period

• Checks with ADVNCE /ADJUST Deds: Run for current processing

Pay Period

• Checks with WCH and KPERS: Run for current processing Pay

Period

• KPERS Missing On Check: Run for current processing Pay Period

• Depending on system performance, additional queries may be

added in the future

• JOB Aid document will be available to assist in working query

results

• Payroll Query access will be given to Agency Payroll Manager and

Agency Payroll Specialist security roles

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Payroll WorkCenter

• Sections of the WorkCenter page The left side displays the queries that are available to be run

The right side displays the Welcome section

After the query is generated, the results display on the right

side

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Payroll WorkCenter

• Running a Query in the WorkCenter

Click the Query name (on the left)

Enter the criteria (Pay Period End Date)

Click “View Results” and results display on the right side of the

page

Able to download the results in Excel

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SHARP Upgrade

Cutover Timeline

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• The conversion/upgrade to SHARP v9.2

that is taking place in May will require one

time changes to processing dates and end-

user access to the systems.

• The following slides provide information on

these changes

SHARP Upgrade Cutover

Timeline

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An informational Circular will be available on

the Department of Administration website this

month

• The informational circular addresses

functionality changes, important

information and processing date changes

for activities and transition for the SHARP

9.2 upgrade:


Timeline

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• No new combination codes will be added after May

5, 2017. We will resume adding combination

codes after the system goes live, May 16, 2017.

• Please enter all known Job and/or Position Data

changes by 6:00 p.m. on May 12, 2017 if possible.

This includes changes for the current and any

future pay periods. This will help ensure that the

most up-to-date information is in the system when

we begin the conversion process.


Timeline

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• Timesheets will be created Friday night, May 5,

2017 for the pay period of May 7, 2017- May 20,

2017

• Employees will have access to update their

timesheets from May 7, 2017 to May 12, 2017 and

again on May 16, 2017 – May 21, 2017

• All Reported Time and Payable Time that is in

Needs Approval (NA) Status, needs to be

Approved (AP) by the end of the day on May 12,

2017


Timeline

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• Saturday, May 13, 2017 to Monday, May 15, 2017:

SHARP will be upgraded to PeopleSoft v9.2 and no access

will be available

• Tuesday, May 16, 2017: Access for SHARP and Self

Service users to the 9.2 version of SHARP is scheduled to

be restored on May 16th. SHARP and Self Service User

IDs and passwords will be the same as User IDs and

passwords on Friday, May 12, 2017. A notice will be sent

out on May 15th to notify agencies of SHARP availability on

May 16th.


Timeline

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Payroll processing for payroll period ending May

6, 2017:

Monday, May 8, 2017

• Interface Time and Labor Files due by 12:00pm

• Cutoff for On-Line user entry is 6:00pm

• Paysheets created and first preliminary SHARP on-

cycle pay calc (Note: There will be only 2

preliminary pay calcs for this pay period)

Tuesday, May 9, 2017

• Cutoff for Regent On-Cycle Files is 4:00pm


Timeline

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Payroll processing for pay period ending May 6,

2017 (cont.)

Wednesday, May 10, 2017 • Cutoff for existing Time and Labor Payable Time Approvals 6:00pm

• Final Calc & Confirm for SHARP

Thursday, May 11, 2017 • Regent On-Cycle runs

• Regent’s Off-Cycle Files Run A Cutoff 4:00pm

Friday, May 12, 2017 • SHARP Run A Off-Cycle Cutoff 6:00pm; Regents Run A Off-Cycle

• (Last Off-Cycle Run in v9.1)


Timeline

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2017 (cont.)

Tuesday, May 16, 2017

• SHARP opens to agencies for validation Delete Cache!

• Normal payroll processing schedule resumes

• Regent’s Off-Cycle files Run B Cutoff 4:00pm

Wednesday, May 17, 2017 • SHARP Run B Off-Cycle Cutoff 6:00pm; Regents Run B

Off-Cycle (First Off-Cycle Run in v9.2)


Timeline

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2017 (cont.)

Tuesday, May 16, 2017 (cont.)

• Employees have access to enter time on their May 5, 2017 to

May 20, 2017 timesheets. Delete Cache!

• Employees can enter and "Save" their timesheet for hours

worked or leave taken for the previous week and current

week

• Employees won’t “Submit” their timesheet until they have

completed all entry for the full two weeks


Timeline

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Next Steps

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Agency Cutover Preparation

• Notify employees that SHARP and Employee Self-

Service will be unavailable starting at 6 pm Friday,

May 12, 2017 through Monday, May 15, 2017

• Watch for email on Monday, May 15th notifying

agencies that access to SHARP and Employee

Self-Service will be restored on Tuesday, May 16,

2017

• Notify technical staff of the availability of an updated

SHARP, SMART and BI Analytics Browser

certification document located at: http://www.da.ks.gov/sharp/9.2trainingresources.html

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• SHARP System and Employee Self-Service users

will be presented with a web page including a

message that these systems are unavailable if they

try to access the web pages during the outage


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• The URL’s for SHARP and Employee Self-

Service will not change as part of the upgrade

• We recommend that employees delete their

browser cache prior to logging in for the first

time after cutover. Instructions for deleting

cache in supported browsers can be found at:

http://www.da.ks.gov/sharp/9.2trainingresources.html

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SHARP Training Resources

• Updated Training Materials will be placed on SHARP

website as new 9.2 Training Resources webpage

• SHARP Infolist messages will be sent as training materials

are placed on the website:


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SHARP Resources

• SHARP website: http://www.da.ks.gov/sharp/

• SHARP Infolist

Subscribe at: http://www.da.ks.gov/sharp/infolist.htm

• SHARP Help Desk

• Call 785-368-8000, Select option 1 for SHARP Select option 1

for Time and Labor

Select option 1 for Time and Labor

Select option 2 for Payroll

Select option 3 for Human Resource and Benefits

• Updated List of Browsers that will be supported after this

upgrade can be found at:


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Questions?

Department of Administration April 3, 2017€¦ · 3 Presenters: •Connie Guerrero, Deputy...

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