Human Capital Management

Implementation


D
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Project Sign-Off


Human Resources


Sunday, June 12, 2016
(c) 2016 Board of Regents of the University System of
Georgia. All Rights Reserved.


Table of Contents

1-HCM Data Flow Inputs and Outputs
DESCRIPTION
PURPOSE

PRIMARY USERS

ENTERPRISE DI!GR!M PROVIDING “THE BIG PICTURE”

A.
Presents key modules, processes and interfaces
B.
Highlights points of integration, input and output of system data
C.
Highlights outstanding decisions related to the design,
development, configuration and implementation processes
Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

PRIMARY USERS

QUICK REFERENCE LISTING OF MAJOR TASKS
A.
Defines scope of the core implementation, based on the related
business process and practitioner community
B.
Serves as a “common denominator” for design, development,
testing and training documentation
Practitioners

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DESCRIPTION
PURPOSE

3-HCM Business Process Flow Diagrams – Future State
DESCRIPTION


R

PURPOSE

VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL
FORMAT, SEGREGATED BY THE SECURITY ROLE NAME
A.
Confirms touchpoints and “hand-offs” within a business process
B.
Identifies control points and segregation of duties
Practitioners

PRIMARY USERS

D

4-HCM Business Process Fact Sheet (HCM-002-BPR)
DESCRIPTION
PURPOSE

PRIMARY USERS

BUSINESS IMPACT SUMMARY
A.
Presents changes to business policies and procedures, resulting
from the implementation
B.
Serves as the basis for the communication plan, “delta training”
and other change management initiatives

Steering Committee, Process Owners, Communications Team, Training
Teams

5-HCM Decision Point Fact Sheet (HCM-006-DPT)
DESCRIPTION
PURPOSE

OUTSTANDING ISSUES SUMMARY
A.
Outlines issues which impact design, development, project
scope and go-live dates
i


Table of Contents

B.

PRIMARY USERS

Presents potential solutions and documents the approach
recommended by the project team
C.
Serves as the basis for issue discussion and resolution
D.
Tracks the status of items transitioned to HR, Fiscal Affairs and
the Steering Committee
Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)


PRIMARY USERS

LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES
A.
Lists major tasks within a business process and denotes the task
practitioner
B.
Serves as the basis for defining the scope of user acceptance
testing and practitioner training
C.
Links major tasks and business processes to security roles and
user groups (SSC, ITS, Institution, USO, etc.)
D.
Defines the audience for communication initiatives
E.
Serves as the basis for user acceptance testing
Practitioners, Communication Team, Training Team, Security and
Workflow Team

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DESCRIPTION
PURPOSE

7-HCM Business Requirements (HCM-004-REQ)

D


PURPOSE

DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM
DESIGN SESSIONS
A.
Defines scope of the implementation, based on the related
business process
B.
Serves as a “common denominator” for design, development,
testing and training documentation
Steering Committee, Implementation Teams, Auditors & Practitioners

R

DESCRIPTION

PRIMARY USERS

ii


Table of Contents

8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM015-RIC)
DESCRIPTION
PURPOSE

PRIMARY USERS

LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

A.
Identifies custom tables, pages, interfaces and other objects
required to fulfill approved business requirements for each
related business process
B.
Serves as a “common denominator” between the requirements
gathering and design/development efforts
C.
Groups different types of modification elements (tables, pages,
etc.) for ease of migration
Implementation Teams, ITS Staff

DESCRIPTION
PURPOSE

LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED

REQUIREMENT INFORMATION

A.
Presents an integrated view of the requirements gathering and
design/development efforts
B.
Associates custom development with an approved business
requirement [NOTE: This report presents the same information
as 7-HCM Business Requirements (HCM-004-REQ) where custom
development is required].
Implementation Teams, Practitioners, ITS Staff

R


PRIMARY USERS

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9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

D

10-HCM Communication Plan (HCM-005-COM)
DESCRIPTION
PURPOSE

PRIMARY USERS

DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY, POLICIES
AND PROCEDURES
A.
Identifies user groups impacts by future state functionality
B.
Serves as the basis for pre- and post-go-live communication
C.
Serves as the basis for “delta” training
Communication Team, Training Team, Practitioners

iii


Table of Contents


11-HCM Practitioner Training Curriculum (HCM-009-TRN)
DESCRIPTION
PURPOSE

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PRIMARY USERS

LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN
A.
Serves as the basis for institutional practitioner and SSC
instructor-led training and deliverables (including UPKs)
B.
Serves as the basis for employee and manager self-service
training deliverables
C.
Identifies affected user groups by security role
Training Team, Practitioners

iv


PeopleSoft Workforce Administration


Input & Outputs

Outstanding Decisions:
Time & Labor/
Absence Mgmt
PS Module

ITS Application
Support












Base Benefits/
Ben Admin
PS Module

Non-Resident Alien Processing
Standardized Recruitment/Onboarding Solution
Background Checks
Classification Guidelines for NPA, POI, CWR
Retirees

Rehired Retirees
Electronic Approval for Electronic Forms/Faculty Contracts
FMLA
Identity Management System
Inter-institutional Transfers

Recruiting/Onboarding






ePaf
SmartHR Templates
PPGRA
Budget Prep

Delivered Functionality



Manager Self-Service
Employee SelfService

Human Resources

AF

HR Custom Processes


Payroll for NA
PS Module

Commitment
Accounting
PS Module

R

Manual Data
Entry

T

TAM
Taleo
PeopleAdmin
Hire Touch

HR Data Mart

D











iPeds
Faculty Digest
Ad Hoc
Reporting



Academic
Affairs
Contract
Processing

PS Financials/
Georgia First

Manage Faculty
Events

Banner




HCM Business Process Listing
HCM-003-BPR
Human Resources
Process Name


Track Only?
No

HR002 - Administer Background Checks

No

HR003 - Hire - Part Time Faculty (Automated)

No

HR004 - Manager Requests New Hire (Form)

No

HR005 - Electronic Personnel Action Forms

No

HR006 - Hire - New Employee (Full Benefits into a Vacant Staff Position)

No

HR007 - Hire - New Employee (Vacant Non-Benefited Staff Position)

No

HR008 - Hire - New Employee (Full Benefits into a Vacant Faculty Position)


No

HR009 - Add a Contingent Worker or Person of Interest

No

HR010 - Hire - New Non Work Study Student (Vacant Position)

No

HR011 - Hire - New Graduate Student (Vacant Position)

No

HR012 - Hire - Federal Work Study (Multi-Encumbent position)

No

HR013 - Hire - New Employee (Vacant Non-Benefited Faculty Position)

No

HR014 - Promote faculty employee (within same institution)

No

HR015 - Rehire Retired Faculty Employee

No


HR016 - Transfer of Faculty Employee (including leave balances) within institution

No

HR017 - Hire a new regular employee into a vacant part time (non-benefited) faculty position

No

HR018 - Hire - Non-Resident Alien (Vacant Position)

No

HR019 - Update - Non-Resident Alient (Social Security)

No

HR020 - Terminate - Faculty (Voluntary)

No

HR021 - Terminate - Faculty (Involuntary)

No

HR022 - Terminate Staff (Voluntary)

No

HR023 - Terminate Staff (Involuntary)


No

HR024 - Complete Contingent Worker/Person of Interest

No

HR025 - Rehire - USG staff (TRS, ORP, or ERS)

No

HR026 - Rehire - USG faculty (TRS, ORP, or ERS)

No

HR027 - Rehire - State of Georgia (ERS)

No

HR028 - Rehire - Retired Employee

No

HR029 - Administer Joint Employment

No

HR030 - Transfer of Staff Employee (incl leave balances) within institution

No


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HR001 - Onboard New Employee

Sunday, June 12, 2016

Page 1 of 3


HCM Business Process Listing
HCM-003-BPR
Human Resources
Process Name

Track Only?
No

HR032 - Transfer of Employee (incl leave balances) to non-oneusg institution

No

HR033 - Promote Employee (within same institution).

No

HR034 - Add Concurrent Job (at same institution) - Faculty


No

HR035 - Add Concurrent Job (at same institution) - Staff

No

HR041 - Administer Progressive Discipline

No

HR042 - Suspend an Employee

No

HR043 - Monthly HR Reports

No

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HR031 - Inter-Transfer of Employee (incl leave balances) w/in oneusg

No

HR045 - Leave of Absence Processing (Paid or UnPaid)

No


HR046 - Return Employee from Leave of Absence (Paid or Unpaid)

No

HR047 - Creating and Maintaining Department Table

No

HR048 - Creating and Maintaining Action/Action Reason codes (system functionality)

No

HR049 - Adding/Managing a Position Pool

No

HR050 - Position Management (Add)

No

HR051 - Position Management (Update)

No

HR052 - Administer Jobs (Job Code and Job Family)

No

HR056 - Process Separation Notice


No

HR062 - Reclassify Job

No

HR063 - ID Delete

No

HR207 - Retirement Processing

No

HR300 - Other HR Integrations

Yes

HR500 - Administer HR Security

Yes

HR600 - AdHoc Reporting

Yes

HR800 - Manage ACA Functions and Integrations (Human Resources - Outbound)

Yes


HR900 - Configure and Maintain HRMS

Yes

HR999 - HR Data Conversion

Yes

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HR044 - Annual HR Reports (IPEDS, VETS 100, EEOC, AA)

Sunday, June 12, 2016

Page 2 of 3


HCM Business Process Listing
HCM-003-BPR

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End of Report

Sunday, June 12, 2016


Page 3 of 3


Outstanding Decisions:
Time & Labor/
Absence Mgmt
PS Module










Base Benefits/
Ben Admin
PS Module
Recruiting/Onboarding
TAM/CG
Taleo
PeopleAdmin
Hire Touch

HR Custom Processes







ePaf
SmartHR Templates
PPGRA
Budget Prep

Delivered Functionality



Manager Self-Service
Employee Self-Service

T
R
AF

Manual
Data Entry

Payroll for NA
PS Module

Human Resources





Commitment
Accounting
PS Module

HR Data Mart

D






Non-Resident Alien Processing – Glacier contract?
Integration?
Standardized Recruitment/Onboarding Solution
Standardized ePAF/ePAR
Background Checks Policy
Classification Guidelines for NPA, POI, CWR
Centralization of Retirees
Rehired Retirees – Maximum hours
Electronic Approval for Electronic Forms/Faculty
Contracts
Identity Management Approach
ID Delete policy





IPEDS
Ad Hoc
Reporting



Academic
Affairs
Contract
Processing

PS Financials/
Georgia First

Manage Faculty
Events

Banner

Regulatory
Reporting




HR006 – Hire a New Employee w/ Full Benefits into a Vacant Staff Position

BOR_EMPLOYEE

Last Update: 05.21.2016


Funding
Approved?

Resubmit
Request?

No

End

T

Yes

CA105
Pos Fund

Yes
Request
Position

R
AF

BOR_HR_MANAGER

No

Review,

Interview and
Select Candidate

Request Job
Requisition

Recruiting &
Applicant
Tracking

No

Extend
Candidate Offer
& Begin
Onboarding
Verified

w/ Affirmative
Action?

Yes

Enter POI &
Personal Data.
Continue
Onboarding

D


Create &
Post Job req
Internal &
Exernal

BOR_HR_ANALYST

Receive/ Accept
& Return Offer
Letter

Apply for Vacant
Position

Enter New Hire
Job Data &
Onboard

Notify
BN, PY,
Bud,
Dept Mgr

BOR_ITS_ADMIN

End

IDM:
Grant
Access

Credentials


HR007 – Hire a New Regular Employee into a Vacant Non-Benefited Staff Position – Temp Staff

BOR_EMPLOYEE

Last Update: 05.21.2016

BOR_CA_ADMIN

Funding
Approved?

No

Resubmit
Request?

No

End

T

Yes

CA105
Pos Fund


Yes
Request
Position

R
AF

BOR_HR_MANAGER

Receive/ Accept
& Return Off
Letter

Apply for Vacant
Position

Review,
Interview and
Select Candidate

Request Job
Requisition

Extend
Candidate Offer
& Begin
Onboarding

BOR_ITS_ADMIN


Post Job req
Internal &
Exernal

Recruiting &
Applicant
Tracking

Verified
w/ Affirmative
Action?

Yes

Enter POI &
Personal Data.
Continue
Onboarding

D

BOR_HR_ANALYST

No

Enter New Hire
Job Data &
Onboard

Notify

End

IDM:
Grant
Access
Credentials

BN, PY,
Bud,
Dept Mgr


HR008 – Hire a New Regular Employee w/ Full Benefits into a Vacant Faculty Position

BOR_EMPLOYEE

Last Update: 05.21.2016

Resubmit
Request?

No

End

CA105

Yes

Request

Position

Review,
Interview and
Select Candidate

Yes

T

Funding
Approved?

No

Pos Fund

R
AF

BOR_FAC_SUPPORT

BOR_HR_MANAGER
(Academic Affairs)

A

Receive/ Accept
& Return Off
Letter


Apply for Vacant
Position

Request Job
Requisition

No

D

BOR_HR_ANALYST

Post Job req
Internal &
Exernal

BOR_ITS_ADMIN

HR036
Tenure

Recruiting &
Applicant
Tracking

Extend
Candidate Offer
& Begin
Onboarding

Verified

w/ Affirmative
Action?

Yes

Enter POI &
Personal Data.
Continue
Onboarding

Enter New Hire
Job Data &
Onboard

Notify

A

BN, PY,
Bud,
Dept Mgr

IDM:
Grant
Access
Credentials



HR009 – Add a Contingent Worker or Person Interest

Submit
Backgrnd Check
Authorization

Notify HR New EE
& Organization
Instance

Person of
Interest

A

Contingent
Worker

T

Contingent
or POI?

R
AF

Obtain Position
Number

Add POI

Personal and
Job Data &
Onboard

Add CW
Personal and
Job Data &
Onboard

Notify
Department
Manager

D

BOR_ITS_ADMIN

BOR_HR_ANALYST

BOR_HR_MANAGER

BOR_POI_CW

Last Update: 05.21.2016

A

IDM:
Grant Login
Credentials


A

End


HR010 – Hire a New Student into a Vacant Position (Non Federal Work-Study Students)

BOR_ITS_ADMIN

Receive/ Accept
& Return Off
Letter

A

Request
Position

Funding
Approved?

CA105
Pos Fund

B

Yes

T


No

Review,
interview &
Select applicant

R
AF

End

Request Job
Requisition

Student
Data
Integration
Verification

Post
Job Req

Student
Data
Verified?

No

Yes


Recruiting/
Applicant
Tracking

D

BOR_HR_ANALYST

BOR_HR_MANAGER BOR_CA_ADMIN

BOR_EMPLOYEE

Last Update: 05.21.2016

Extend Offer &
Begin
Onboarding

B

Add POI &
Personal Data.
Continue
Onboarding

IDM:
Grant
Access
Credentials


A

End

Enter New Hire
Job Data &
Onboard

Notify
BN, PY,
Bud,
Dept Mgr


HR011 – Hire a Grad Student into a Vacant Position - Administrative

BOR_ITS_ADMIN

Receive/ Accept
& Return Off
Letter

A

CA105
Pos Fund

A
B


Yes

Request Job
Requisition

T

Request
Position

Funding
Approved?

Review,
interview &
Select applicant

R
AF

End

Post
Job Req

D

BOR_HR_ANALYST
(GRAD STUDIES)


BOR_HR_MANAGER
(GRAD STUDIES)

BOR_CA_ANALYST BOR_EMPLOYEE

Last Update: 05.25.2016

Extend Offer &
Begin
Onboarding

Recruiting/
Applicant
Tracking

B

Add POI &
Personal Data.
Continue
Onboarding

IDM:
Grant
Access
Credentials

A


Enter New Hire
Job Data &
Onboard

End

Notify
BN, PY,
Bud,
Dept Mgr


HR012 – Hire a federal work study student into a multi-encumbent position

BOR_ITS_ADMIN

Complete &
Submit
Forms to
FWS Coord

Request WS
Assignment

Yes

Email FWS
Agreement to
Student


T

Is EE
Eligible for
FWS?

No
End

R
AF

Coordinate Job
Posting with
FWS

Submit Hire
Request Form to
HR

D

BOR_HR_ANALYST

BOR_HR_MANAGER

FWS Coordinator

BOR_EMPLOYEE


Last Upd

Enter POI &
Personal Data.
Continue
Onboarding

Enter New Hire
Job Data &
Onboard

End

IDM:
Grant
Access
Credentials

Notify
BN, PY,
Bud,
Dept Mgr


HR013 – Hire a Grad Student into a Vacant Position – Graduate Teaching Assistant

Funding
Approved?

No


End

CA105
Pos Fund

Yes
Request
Position

Extend
Candidate Offer
& Begin
Onboarding

Review,
Interview and
Select Candidate

R
AF

No

Post
Job Req
Int &
Ext

Recruiting &

Applicant
Tracking

A

Enter POI &
Personal Data.
Continue
Onboarding

D

BOR_HR_MANAGER
BOR_HR_ANALYST

Resubmit
Request?

A

Yes

Request Job
Requisition

BOR_ITS_ADMIN

Receive/ Accept
& Return Off
Letter


Apply for Vacant
Position

T

BOR_HR_ANALYST
(GRAD STUDIES)

BOR_EMPLOYEE

oneusg

HR036
Tenure

Enter New Hire
Job Data &
Onboard

Notify
BN, PY,
Bud,
Dept Mgr

IDM:
Grant
Access
Credentials



HR014 – Promote Faculty Employee (within same institution)

BOR_EMPLOYEE

Last Update: 05.19.2016

Review
&
Select

Resubmit
Request?

No

End

CA105

BOR_ITS_ADMIN

Yes
Initiate
Promotion

Request Job
Requisition

Post

Job Req
Inta &
Extrnl

D

BOR_CA_MANAGER

BOR_HR_ANALYST

BOR_HR_ANALYST
(Academic Affairs)

Pos Fund

Extend Offer to
EE & Begin
Onboarding

Yes

T

Funding
Approved?

No

R
AF


BOR_HR_MANAGER

BOR_HR_
MANAGER

Accept & Return
Offer Letter

Recruiting &
App Tracking

Enter Job Data
Promotion
Transaction

IDM:
Update
Access
Credentials

End


HR015 – Rehire Retired Faculty Employee

BOR_EMPLOYEE

Last Update: 05.25.2016


BOR_HR_MANAGER

Request Job
Requisition

Review,
Interview and
Select Candidate

R
AF

BOR_HR_ANALYST
(AA)

Post
Job Req
Int &
Ext

Recruiting &
Applicant
Tracking

No

Verified
w/ Affirmative
Action?


BOR_HR_ANALYST
BOR_CA_MANAGER

T

Notify CA/
Budget

Start

BOR_ITS_ADMIN

Receive/ Accept
& Return Off
Letter

Apply for Vacant
Position

Yes

No

D

Extend
Candidate Offer
& Begin
Onboarding


Verified w/
ERS/TRS/ORP

Yes

CA105
Pos Fund

IDM:
Grant
Access
Credentials

Enter POI &
Personal Data.
Continue
Onboarding

End

Enter New Hire
Job Data &
Onboard

Notify
BN, PY,
Bud, Dept
Mgr



HR016 – Internal Transfer of Faculty Employee (including leave behind) Within Institution

BOR_EMPLOYEE

Last Update: 05.18.2016

End

Yes

BOR_HR_ANALYST
(Academic Affairs)

T

CA105
Pos Fund

Yes

Request Job
Requisition

Post
Job Req
Int &
Ext

Review,
Interview and

Select Candidate

R
AF

No

Resubmit
Request?

Request
Position

BOR_HR_ANALYST

Funding
Approved?

Recruiting &
Applicant
Tracking

D

BOR_HR_MANAGER

No

BOR_ITS_ADMIN


Receive/ Accept
& Return Off
Letter

Apply for Vacant
Position

Extend
Candidate Offer
& Begin
Onboarding

Yes

No

Verified
w/ Affirmative
Action?

Notify
BN, PY,
Bud, Dept
Mgr

Enter Transfer
Transaction.
Continue
Onboarding
End


IDM:
Grant
Access
Credentials


HR017 – Hire a New Regular Employee into a Vacant Part-Time (Non-Benefited) Faculty Position

BOR_EMPLOYEE

Last Update: 05.25.2016

Apply for Vacant
Position

Receive, Accept &
Return Offer letter

Notify
BN, PY,
IT, IMM,
SRV, DOL,
Prvost
Recruiting/
Applicant
Tracking

T


HR

Post
Requisition
Internally/
Externally

Dept
Manager

No

Review and Select
from Applicants

Request Approval
from CA

CA105
Pos Fund

Request
Job Req

Extend
Candidat
e Offer

HR036
Tenure


D

Academic Affairs/ Faculty Support
Services

Hire as New
Employee

Yes

Start

BOR_ITS_ADMIN

Enter POI Data for
Pre-Hire

R
AF

Verify With
Affirmative
Action

IDM
Grant Access

Banner


End


HR018 – Hire a New NRA (Non-Resident Alien) into a Vacant Position

BOR_EMPLOYEE

Last Update: 05.25.2016

Post
Requisition
Internally/
Externally

Legend:
BN – Benefits
PY – Payroll
IT – ITS
IMM SRV – Immigration
DOL – Dept of Labor

Receive, Accept &
Return Offer letter

Recruiting/
Applicant
Tracking

Verify With
Affirmative

Action

Yes

Extend Candidate
Offer

Enter POI Data for
Pre-Hire w randomly
generated dummy
SSN!

Notify
Hire as New
Employee

BN, PY, IT, IMM SRV,
DOL

PY017
NRA Tx

R
AF

T

BOR_HR_ANALYST

Apply for Vacant

Position

No

BOR_ITS_ADMIN

BOR_CA_MANAGER

Request Approval
from CA

CA

End

Review and Select
from Applicants

D

BOR_HR_MANAGER

Start

Request
Job Req

Notify of Approval

IDM

Grant Access


HR019 – Update Social Security Number for Non-Resident Alien

PY?

Update Dummy
SSN to Official
SSN

Yes

Was Pay
Generated
for SSN?

No

No

Notify Inst &
SSC Payroll

T

Invalid SSNs
Identified?

Yes


R
AF

Run I-9 via
eVerify

D

BOR_HR_ANALYST

BOR_PY_ANALYST

Last Update: 05.18.2016

End


HR020 – Terminate Faculty - Voluntary

Submit
Resignation
Letter

BOR_ITS_ADMIN

T

Dean - Review
and Approve

Separation
Request

Plan and
Execute
Knowledge
Transfer

R
AF

Initiate
Separation
Request

Add EE Future
Dated Term
Transaction to
Job Data

D

BOR_AUTOMATION

BOR_HR_ANALYST

BOR_HR_MANAGER

BOR_HR_MANAGER
(Dean)


BOR_EMPLOYEE

Last Update: 05.18.2016

Notify

BN, PY,
IT, IMM,
SRV, DOL,
Prvost

Schedule and
Conduct Exit
Interview

Collect
Company
Property &
owed Fees

Approve and
Finalize
Separation
Settlement

Termination
Effective Date
Reached


Notify TPV - COBRA &
Retirement Savings

IDM:
Deprovision
Employee
Access