Enterprise Resource Planning (ERP) Update

Eric ShupertShari Rubino Ramona Miahnahri

September 2013

Human Capital Management &Payroll Transition to Stanford

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AGENDA

• What is it?

• Why the implementation?

• What are the benefits?

• Where are we right now?

• What are the major changes?

• Payroll transition to Stanford

• What happens next?

Add on only when Core is stable• Integration with additional systems

Data Warehouse• Additional Integration with Lab Systems• New PeopleSoft or other software

Implement the Core• Core HR, FIN and SCM• Backbone of automated Business

Systems• Planning and Reporting Tool - Hyperion

Robust IT Infrastructure• In process of upgrading and replacing

IT Infrastructure(Hardware, Operating System,

Database Layer, etc.)

What is the ERP ProjectA Deployment Approach

Delivered PeopleSoft(Core System Foundation)

Non-Core&

Customs

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Why Do ItControl Assessments

In 2009, Lab management reported concerns about adequacy of controls to DOE.

Allowable Cost Audit for FY 2008, issued June 2010 • “... the controls over contract charging are not adequate or

effective…”• Report cited many “high risk” findings related to our Financial

System and General Ledger

Allowable Cost Audit for FY2011, issued March 2012• “… we continue to note improvements in internal controls; however,

despite completion of interim corrective actions, implementation of a financial business system must be accomplished to further strengthen internal controls”

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Why Do ItERP Background: Summary of Current State

• Finance, Supply Chain and HR processes are insufficient to meet lab’s needs

• High level of manual effort required

• Lack of confidence in quality of data

• Business processes do not take advantage of current technology

Technology• Outdated software versions

and patches not up do date

• Heavily customized systems, not meeting current needs

• Multiple sources of information

• Lack of integration

• Many shadow systems in use to meet Lab’s needs

Business Process

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What Do We Get From ItStandardized Processes • Design business processes across user groups, using standard PeopleSoft,

thus improving efficiencies and supporting future growthIncorporated Controls • Design and incorporate controls to monitor processes, prevent or detect

errors and support timely corrective actions Enhanced Reporting and Budgeting• Consolidate, standardize, and streamline reporting from “single version of the

truth”; provide planning and “what if” capabilities to support the dynamic Lab

Leveraged Technology • Minimize manual activities and eliminate multiple instances of the same data

These outcomes will transform the way SLAC does business,facilitating growth in major projects and WFO, improving planning and

reporting capabilities, thus enabling the Lab’s strategic agenda

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HR Implementation & Payroll Transfer to SU Where are we right now?

July 2013 – Complete fit gap

• September 2013 – Complete configuration and system

build

• November 2013 – Complete User Acceptance Testing

• November 15th – “Go” or “No Go” Decision Date

• December 2013 – Begin employee and manager training

• December 16, 2013 – HR and Payroll GO LIVE!

Changes to HR System

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Access to HR SystemMyHR for Employees

• View Salary Info

• Change of Address

• Change of Marital Status

• Change SLAC911

• Update Ethnicity

• View/Initiate Online I-9 Forms

• Request All Leaves (Vacation, PTO, Sick, etc)

• Request Training Courses – Phase II 2015

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Access to HR SystemMyHR for Managers

• View Direct Report Employee Information

- Years of Service

- Salary

- Job Classification

• Initiate Transfers

• Approve Leave Requests

• Add/Delete Members to Matrix teams (in PS, not in SID)

• Initiate Classification & Salary Review Request – Phase II 2015

• View and Assign Training Information – Phase II 2015

• Approve Employee Training Requests – Phase II 2015

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Categorizing People at SLAC

Person Model• Clear definitions / categories

EMPLOYEE (EMP)

• Regular Employee• Casual Employee• Temporary Employee• Fixed Term Employee• Faculty• Grad Student• Post Doc Student• Research Associate• Paid Visitor• Paid Interns• GEM Student• Summer Student• Youth Opp Program• Ashley Intern

• Regular Employee• Casual Employee• Temporary Employee• Fixed Term Employee• Faculty• Grad Student• Post Doc Student• Research Associate• Paid Visitor• Paid Interns• GEM Student• Summer Student• Youth Opp Program• Ashley Intern

CONTINGENT WORKER

(CWR)

• Stanford University Employee including joint faculty

• Agency Worker• Personal Service

Agreement• Sub Contractor• Consultant• SULI (Summer student

program)

• Stanford University Employee including joint faculty

• Agency Worker• Personal Service

Agreement• Sub Contractor• Consultant• SULI (Summer student

program)

PERSON OF INTEREST(POI)

• User (scientific)• Affiliate• Visitor• DOE• Emeritus • Department Associate• SLAC Alumni• Unpaid Student Intern

• User (scientific)• Affiliate• Visitor• DOE• Emeritus • Department Associate• SLAC Alumni• Unpaid Student Intern

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How We Manage Time Off

Leave will now be entered in PeopleSoft (MyHR)

• Manages ALL Leave/Time Off Transactions for ALL SLAC

Employees - except disability leave

• Leaves are no longer managed in iAT or FAMIS- Creates a central repository to assist Managers/HR

• All leave hours will be READ ONLY in iAT & FAMIS

• Replaces all other leave request systems

Access to real-time accruals & forecasted leave balances

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How We Manage Time Off

Pay Period with Leave(Entered in MyHR)

** MyHR will migrate into iAT / FAMIS every 15 minutes.

Note: Migration will not happen when both systems are open. iAT/FAMIS must be closed in order for information to migrate.

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How We Manage Time Off

Pay Period without Leave

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MyHR Leave Do’s:

• Do Initiate leave requests in a timely manner- Get out of the practice of waiting to the last minute!

- Best practice:

• Enter all known leave requests (MyHR) as soon as you are

aware

• Update timesheets (iAT/FAMIS) with worked effort - once a week (Exempt),

- once a day (Non-Exempt, BU, Hrly)

• Do Account for all lag times:- Supervisor Approval process takes time

- 15 minute lag time to migrate into timesheets

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Absence Management Do’s:

• Supervisors:- Get in the habit of logging into iAT, FAMIS & MyHR at least ONCE

a week to accomplish YOUR tasks in a timely manner:• Review & Validate all timesheets (iAT/FAMIS)

• Review & Validate all Leave Requests (MyHR)

- Require your direct reports to enter their leave requests in

advance!

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Absence Management Do Not’s:

• Do Not Wait until the last minute- Supervisors must approve all requests before they can migrate

into your timesheet

- There is a 15 minute lag after request is approved; delays the

process even further

• Do Not Have both systems (MyHR & iAT/FAMIS)

open at the same time- Leave will not migrate into iAT/FAMIS when open

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Organization Code Structure

Organization Codes

AM0500 18050400Current Future

18 05 04 00

Directorate Division Department Sub Department

Why Transition Payroll to Stanford?

Why Transition to Stanford?

• Reduce risk

• Streamline procedures/greater efficiency

Planned for calendar year 2014: • A few months before full execution of Project Delta

• Coincide with the start of a new tax year.

• Will allow us to issue 2013 W-2 forms from the SLAC payroll system

• Cleanly house all 2014 information in the Stanford payroll system.

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How You Will be Impacted? What We Know for Sure

Self-Service Features Using SU's Portal :• View Direct Deposit Advice (Paycheck Stub)

• Make Tax Withholding Elections (W-4, DE-4)

• Add/Change Direct Deposit instructions

• Beginning Tax Year 2014: View/Print W2

SUNet ID required• Two-step authentication

• https://news.slac.stanford.edu/sites/default/files/ERP_august_2013_final_0.jpg

Communication sent to Stanford email • Option to forward to SLAC email

Live Payroll Checks• Must be picked up during specific dates/times

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THANK YOU