Presenters: Carla R. Espinoza and Mindi Balmer

Date: Wednesday, November 16, 2011

Time: 2:30 to 3:30 PM

KUALI PEOPLE MANAGEMENT FOR THE ENTERPRISE - POSITION, JOB, AND LEAVE MANAGEMENT

WHAT IS KPME?

• Project to build a fully functional, modular, enterprise-wide HR and payroll system following the Kuali structure:

• Open Source Licensing

• Community Development Model

• Commercial Affiliate Support

• Functionally driven, so it meets the needs of its users and their unique customers

• Combination of the best ideas from multiple institutions

KPME BIG PICTURE

LEAVE MANAGEMENT

• Development in progress – Target deliver Q2 2012

• Accruals for all employee types, configurable rates, holidays, leave types etc

• Leave requests / time off reporting with routing and approval

• Planning – plan your time off for the entire year

• Integrated with Time and Attendance to allow time tracking employees to request, report and plan time within one application

• https://wiki.kuali.org/display/KPME/Leave+Management+Module

REQUIREMENTS PROCESS: LEAVE MANAGEMENT

• Identified Indiana University’s ePTO system as baseline for the module

• An online leave reporting system for professional staff

• Drafted requirements low level requirements based on the ePTO system and intuitions needs

• System needs to handle non-exempt staff

• Integration with Kuali Timekeeping module

• Configurability to suite many different leave types and policies

• Spring Workshop with partner institutions reviewed requirements to identify gaps and desired enhancements

• Leave Requests

• Control of FLMA and Workman Comp leave\

• Integration with Payroll

EXAMPLES OF REVELATIONS DURING SPRING WORKSHOP

• Allow auto submission after reporting period even if no leave usage is reported

• Leave Requests was missing from ePTO, but was a requirement for partner schools

• FMLA and Workman Comp leave eligibility and reporting

• Max balance options… i.e. transfer, payout, etc…

• Employee to employee donation option

• Changes to an employee’s FTE

LEAVE MANAGEMENT NEEDS TO HAVE…• What does a Leave Management System need to have to work at your

institutions?

• To automatically identify earn rate by employee classification and qualifying service?

• To update accruals to leave banks monthly, annually, or by fiscal year?

• To fully document requests and approvals?

• To generate follow-up inquiries regarding documentation on leave that requires such documentation?

• To provide real time information to managers, supervisors, and employees?

• To allow for easy corrections and updates?

• To integrate with payroll and entitlements, i.e. FMLA?

• Others?

POSITION MANAGEMENT

• Define / Maintain positions and related attributes within your institution

• Designed to allow 1 to many incumbents for a given position

• Identify funding sources for budgeted positions

• Define roles and responsibilities for a position

• Position attributes copied to employee job at hire time

• https://wiki.kuali.org/display/KPME/Position+Management+Module

POSITION MANAGEMENTQUESTIONS THAT WILL BE ASKED?

• Is there a baseline system to use for starting point for initial requirements?

• What special position management requirements do institutions have?

• Development of common terminology for Position Management and other KPME modules?

• Best practices from current position management systems?

POSITION MANAGEMENT NEEDS TO HAVE…• What does a Position Management System need to have to work at your institutions?

• Status of position: FTE, temporary, as needed

• Identification of account(s) funding the position)?

• Source of funding, i.e. contracts, grants, state, collaborations or joint accounts?

• Timelines and renewability of funding?

• Status as encumbered, vacant, under review?

• Location(s) or work site

• Supervisor(s)

• Documented with position description or classification specs

• Carla Espinoza, Iowa State

AVP, Human Resources

crespin@iastate.edu

515.294.3269

• Mindi Balmer, Iowa State

KPME Business Analyst

mindi@iastate.edu

515.294.0673

CONTACT US