Summary of System Changes and Related Issues - HR
Summary of System Changes and Related Issues - HR |
Financial Systems |
Student Administration System |
| ID | Title | Description | Review & Approval | Development Hours | Maintenance Hours* | 1-Time Cost | Ongoing Cost* | Comment | |
| HR | UA_CA_0005 | Position Cross Reference | We would like to create a ‘one-stop-shopping’ inquiry screen which combines attributes from position, incumbent job, current payroll accounting distribution, actual payroll accounting distribution YTD, and position budgeting into one easily accessible component. | IMT 3/25/2009 FC 4/13/2009 |
64 | 90 | $3,840 | $5,400 | |
| HR | UA_CA_0011 | Expense Transfer Process | The University uses an accounting expense transfer process to move expense transactions from the originally expensed account to a new account. The process is used by departments when accounts are not established in time for the original expense to properly post in the correct account. Additionally departments use the process to properly move suspended transactions to the appropriate accounts. | IMT 8/19/2009 FC 8/24/2009 |
160 | 120 | $9,600 | $7,200 | |
| HR | UA_BN_0001 | Coverage Begin and End Dates PSSR | Maintain compliance with voluntary plan coverage effective date required by ADOA | IMT 3/3/2009 F/C 3/9/2009 |
40 | 60 | $2,400 | $3,600 | |
| HR | UA_BN_0002 | Annual Base Benefit Rate | Introduce programmatic population and maintenance of ABBR field that factors annual hours and variable FTE values into calculation. | IMT 3/3/2009 F/C 3/9/2009 |
32 | 45 | $1,920 | $2,700 | |
| HR | UA_BN_0003 | Separate Hire Event for Required Benefits | All UA employees participate in a set of plans that are categorized as benefits in PS and in which the employees’ participation is mandatory. These benefit plan enrollments should happen automatically based on employee eligibility for them (some will be eligible for Basic Life and ASRS Retirement Plan, while others are not), and as soon as possible after they are hired into PS. | IMT 3/3/2009 F/C 3/9/2009 |
38 | 60 | $2,280 | $3,600 | |
| HR | UA_BN_0004 | ESS smoker status update capability | ESS smoker status update capability | IMT 3/2/2009 | 0 | 0 | $0 | $0 | |
| HR | UA_BN_0005 | Employee Self Service UA Cares Campaign | Modification would resolve identified gaps to meet UA specifications. Allows functionality to disburse contributions to multiple recipients and write-in recipients. Estimated cost if $7,800. | IMT 3/3/2009 FC 3/9/2009 |
208 | 150 | $12,480 | $9,000 | |
| HR | UA_BN_0006 | Supporting Dependent Documentation | Informing employees of the need for supporting documentation based on certain dependent enrollments is an ADOA requirement. This modification would assist the HR Benefits Administration Team in this responsibility while providing functionality similar to EE Link. | IMT 3/3/2009 F/C 3/9/2009 |
136 | 105 | $8,160 | $6,300 | |
| HR | UA_BN_0007 | LTD / FSA Fee Auto Enrollment | 1223 - UA employees who have the option of enrolling in either the Optional Retirement Plan (ORP) or the Arizona State Retirement System (ASRS) must also be enrolled in a corresponding LTD plan (either State LTD or ASRS LTD). Benefits Administration cannot be used to auto enroll the employee into LTD because the eligibility for the correct plan is based on the employee’s choice of retirement plan. A program is needed to enroll the employee in the correct LTD plan after the employee has made his/her mandatory retirement plan choice. | IMT 5/13/2009 FC 5/11/2009 |
38 | 60 | $2,280 | $3,600 | |
| HR | 1139 | FSA Administrative Fee Plan Program | A program is needed to enroll FSA participants in the correct FSA Administrative fee plan based on their participation in FSA and their benefit program (9 or 12 month pays). A request for resolution of this issue was previously included in mod request UA_BA_0009 (Deduction Front End) which has been approved. However, that request was for a pay period-by-pay period approach to collecting the FSA Administrative fee. The program proposed here - a one-time enrollment in the fee program to be assessed per pay-period - has the potential to be a more efficient approach to resolving this issue. The hours reported to develop this modification will reduce the estimate on BA_0009. | IMT 4/21/2009 F/C 4/27/2009 |
$0 | $0 | |||
| HR | UA_BN_0008 | Edits to delivered Base Benefits Audit Report (BEN733) | To Marcia for review 4/27/09 | IMT 5/13/2009 F/C 5/11/2009 |
19 | 30 | $1,140 | $1,800 | |
| HR | UA_BN_0009 | One-Time Deduction Front End | Several issues have been identified that can be resolved through the use of a frontend process for programmatically adding one-time deduction, refunds, and payments transactions to paylines. | IMT 3/17/2009 F/C 3/23/2009 |
200 | 450 | $12,000 | $27,000 | |
| HR | UA_BN_0010 | 3x Salary Limit for Standard Supplemental Life Insurance | Standard Supplemental Life Insurance is provided to UA employees from the Arizona Dept. of Administration (ADOA). A modification will be needed to present employees with levels of this life insurance that they are eligible to select based on their annual salary or annual base benefit rate (ABBR). | IMT 3/17/2009 F/C 3/23/2009 |
45 | 75 | $2,700 | $4,500 | |
| HR | UA_BN_0011 | Replicate PSOS automatic premium adjustment process | Will not pursue | 0 | 0 | $0 | $0 | ||
| HR | UA_BN_0012 | Override FSA Pay Period Amount for 9 Month Paid Employees | Ensure FSA participants paid over 9 months contribute annual pledge based on pay schedule (18 vs 24) | IMT 3/17/2009 F/C 3/23/2009 |
38 | 90 | $2,280 | $5,400 | |
| HR | UA_BN_0013 | Force Finalization of Events in Benefit Administration | Introduce process for en masse event finalization. Alternative is unproductive manual work. | IMT 3/17/2009 F/C 3/23/2009 |
77 | 120 | $4,620 | $7,200 | |
| HR | UA_BN_0026 | Percent-based Retroactive Deduction Calculator | Need an administrative tool to accurately calculate retroactive deductions for "percent-based" benefits. | IMT 7/7/09 | 40 | 60 | $2,400 | $3,600 | |
| UA_BN_0027 | Link Annual Base Benefit Rate (ABBR) update job to Benefits Administration Event Maintenance (EM) job | Automate the linkage between these two processes so that employee ABBRs are consistently updated prior to running the Benefits Administration batch processing of employee benefits events. As delivered, ABBR is a manually updated field in the employee's Job record. UA has developed a modification, UA_BN001, that updates this field automatically based on the most current compensation and FTE data. | IMT 9/2/2009 F/C 9/14/2009 |
4 | 1 | $240 | $60 | ||
| HR | UA_BN_0028 | Assign Alternate ID to All Employees and Provide Search Capability by Alternate ID | Currently the PSOS to PS conversion logic assigns a new employee id to employee records based on their PSOS id and whether or not they have a student id. The ‘old’ PSOS employee id (eid) for each conversion record is being populated in the alternate id field on the component Personal_Data. | 20 | 30 | $1,200 | $1,800 | ||
| HR | UA_BN_0030 | Standard Report Header | Online and printed reports from HCM PeopleSoft should be identified as UA reports. The database from which the report is produced should be clearly identified (production, test, sup, etc). The delivered PS report header already has report name, report id, page number, run date, and run time. All of these should be retained. The PeopleSoft identifier should be replaced with UAcess Employee (middle center of header, over the report name). The database name in which the report was run should be placed below the report id. | IMT 9/2/2009 F/C 9/14/2009 |
10 | 0.5 | $600 | $30 | |
| HR | UA_BN_0031 | Disable Unneeded Savings Plan Links in Employee Self Service (ESS) Benefits Summary | As delivered, PS allows users to make changes to their contribution amounts for voluntary retirement savings plans (TDA and Deferred Compensation) from the ESS page that displays their benefit summary. This is accomplished via links embedded in the ESS Benefit Summary page. UA employees make contribution changes for these plans using third party entities (State Deferred Comp office for 457 plan, Retirement Administrator for TDAs) outside of PS. The links that allow employees to change these contributions from ESS need to be disabled to prevent duplication and confusion. | IMT 9/2/2009 F/C 9/14/2009 |
6 | 1 | $360 | $60 | |
| HR | UA_BN_0032 | Duplicate Page for Employee Self Service (ESS) Certificate Maintenance | For employees to be able to complete benefit certificates that are used to determine if qualifications for Non-Smoker benefit for State Supplemental Life insurance (plan type 22) and for the life insurance benefit for UNUM short term disability insurance (plan type 2x), they must have access to this page: BN_CERTIF_PARTC. | IMT 9/2/2009 F/C 9/14/2009 |
4 | 1 | $240 | $60 | |
| HR | UA_ES_0001 | Employee Self Service Links for Benefits and Payroll Assistance and Questions | Employee Link currently provides users the ability to send an email question to either a Benefits listserv (from the benefits display page) or Payroll listserv (from the paystub display page). Similar functionality in ESS is needed. | IMT 3/17/2009 F/C 3/23/2009 |
8 | 0 | $480 | $0 | |
| HR | UA_ES_0002 | SSN Mask | PeopleSoft delivered functionality does not comply with UA’s policy and practice regarding display and masking of employee and dependent SSN. UA policy and practice in Employee Link is to disallow display of SSNs except on tax documents. The Arizona Department of Administration (ADOA) requires SSN information for all participants in medical plans (employees and dependents). | IMT 3/17/2009 F/C 3/23/2009 |
20 | 15 | $1,200 | $900 | |
| HR | UA_ES_0001 | Employee Self Service Links for Benefits and Payroll Assistance and Questions | Employee Link currently provides users the ability to send an email question to either a Benefits listserv (from the benefits display page) or Payroll listserv (from the paystub display page). Similar functionality in ESS is needed. | IMT 3/17/2009 F/C 3/23/2009 |
8 | 0 | $0 | $0 | |
| HR | UA_ES_0002 | SSN Mask | PeopleSoft delivered functionality does not comply with UA’s policy and practice regarding display and masking of employee and dependent SSN. UA policy and practice in Employee Link is to disallow display of SSNs except on tax documents. The Arizona Department of Administration (ADOA) requires SSN information for all participants in medical plans (employees and dependents). | IMT 3/17/2009 F/C 3/23/2009 |
20 | 15 | $2,280 | $5,400 | |
| HR | UA_ES_0003 | benefits-related modifications to pay stub | Will not pursue | 0 | 0 | $0 | $0 | ||
| HR | UA_ES_0004 | Employee Self Service (ESS) text fields | Some PS values and ESS processes require clarification as their intended purpose in not evident in the name. Failure to explain our intended use or value definitions will contribute to inconsistent data. | IMT 6/17/2009 F/C 6/22/2009 |
20 | 15 | $1,200 | $ 900 | |
| HR | UA_HR_0001 | Mulitple Job Titles | Modify PS to provide for more specific titles and to support multiple titles per position. | IMT 10/28/2008 F/C 10/27/2008 Exec 11/4/2008 |
306 | 690 | $18,360 | $41,400 | |
| HR | UA_HR_0003 | Expected End Dt Processing | Automated processing of new job rows based on the value of the Expected_End_Dt field and the Action/Reason combination. | IMT 3/3/2009 F/C 3/9/2009 |
64 | 90 | $3,840 | $5,400 | |
| HR | UA_HR_0004 | Department Table Extension | Need a method for mapping HR organizations (departments) that are subsets of the official UA organizational structure. | IMT 5/28/2009 F/C 6/8/2009 |
10 | 15 | $600 | $900 | |
| HR | UA_HR_0005 | Determining Contract Length | Create a table to relate Paygroup to a default Contract Length (9 mo, 12 mo) | IMT 3/17/2009 F/C 3/23/2009 |
16 | 30 | $960 | $1,800 | |
| HR | UA_HR_0006 | Correct Combined FTE | We would like to add functionality which excludes certain types of jobs such as Supplemental Compensation from FTE totals. | IMT 3/17/2009 F/C 3/23/2009 |
16 | 30 | $960 | $1,800 | |
| HR | UA_HR_0007 | Opening USAEandG Pages | Automatic expanding of otherwise collapsed data entry sections on pages. | IMT 3/17/2009 F/C 3/23/2009 |
8 | 15 | $480 | $900 | |
| HR | UA_HR_0008 | Primary Job Warning Message | Comment out a warning message which is incompatible with the U of A configuration. | IMT 3/17/2009 F/C 3/23/2009 |
8 | 15 | $480 | $900 | |
| HR | UA_HR_0009 | Standard Hours | Allow override of PeopleSoft standard hours in Job record. | IMT 3/3/2009 F/C 3/9/2009 |
8 | 15 | $480 | $900 | |
| HR | UA_HR_0010 | Instructor Table Load | Programming to load tables required by the Student System for valid instructor listing | IMT 5/20/2009 F/C 6/8/2009 |
20 | 30 | $1,200 | $1,800 | |
| HR | UA_HR_0011 | Employee Start Date and Service Award Fields | The delivered PeopleSoft functionality provides hire/service dates that are managed at the job rather than employee level--this means that employees with multiple jobs would have more than one hire/service date. We are proposing the creation of 2 additional fields to capture the lowest date values for the delivered ‘Original Hire Date’ and ‘Service Award.' | IMT 5/28/2009 F/C 6/8/2009 |
8 | 15 | $480 | $900 | |
| HR | UA_HR_0012 | Special Date Job Row Insert | Need a trigger for Time and Labor, encumbrance processing and resetting the fiscal year days for pay frequency calculations. | IMT 5/28/2009 F/C 6/8/2009 |
30 | 45 | $1,800 | $2,700 | |
| HR | Check Printing | Change practice to not use pre-printed check numbers; FSO to determine whether to outsource check printing. | IMT 10/28/2008 F/C Exec 11/4/200810/27/2008 |
0 | 0 | $0 | $0 | ||
| HR | Credit Union Deductions | Discontinue use of credit union deduction; migrate current users to alternatives before go-live. | IMT 10/28/2008 F/C 10/27/2008 Exec 11/4/2008 |
0 | 0 | $0 | $0 | ||
| HR | Printing Direct Deposit Statements | Employees may sign up for direct deposit of their paycheck to a financial institution. In addition, to utilize “no print” of paper statement of direct deposit employees use a separate process. | IMT 4/7/2009 F/C 4/13/2009 |
0 | 0 | $0 | $0 | ||
| HR | UA_HR_0013 | Ineligible for Rehire | An increasing number of former employees are being designated as "not eligible for hire" as a condition of their termination. There are also exclusionary orders for some employees who are not allowed to be on or near the University for a designated period of time, which would also preclude them from working here. We are requesting the development of a table for tracking these individuals in PeopleSoft. | IMT 9/22/2009 FC 9/28/2009 |
3 | 15 | 180 | 900 | |
| HR | UA_HR_0015 | Standard Occupation Code | The Standard Occupation Code (SOC) is a 6-digit code used by Federal statistical agencies to classify workers into occupational categories for the purpose of collecting, calculating or disseminating data. The standard numerical format for Federal reporting is 6 digits with a dash between the 3rd and 4th digits. The PeopleSoft field is configured with a decimal point and a 2-digit counter which creates confusion and slows down manual updates. The modification would comment out the decimal and 2-digit counter. | IMT 9/22/2009 FC 9/28/2009 |
0.5 | 2.5 | 30 | 150 | |
| HR | UA_HR_0016 | EMPLOYEE POI SEARCH | This modification is an extension of the Position Cross-Reference component. It offers an efficient method for accessing limited but critical employee and POI information such as job status, title and deptid. It also serves as an alternate entry point for accessing records in the Position Cross-Reference component by Emplid and name, and includes a set of the population not included in the Position Cross-Reference—terminated employees and POIs. The HR-Subject Matter Experts identified the inability to access terminated employees and Persons of Interest as a key issue—this component resolves the issue quite nicely. ASU – Developed a mod similar to Position Cross-Reference—does not have a Employee Search Component.NAU – Does not have a one-stop-shopping solution | IMT 9/22/2009 FC 9/28/2009 |
4 | 15 | 240 | 900 | |
| HR | UA_PY_0001 | Pay Check Printing | PeopleSoft vanilla paycheck and direct deposit statement do not meet UA specifications. (1011) In addition, PeopleSoft vanilla online paystub (for check or direct deposit statement) does not meet UA specifications. (1144) | IMT 3/3/2009 F/C 3/9/2009 |
154 | 345 | $9,240 | $20,700 | |
| HR | UA_PY_0003 | Employee Email Notifications | Provide electronic notification to employees alerting them to visit HR system to perform specific transactions. Modification will allow module owners to develop message content, audience and submit requests all with minimal technical involvement. | IMT 3/3/2009 F/C 3/9/2009 |
115 | 180 | $6,900 | $10,800 | |
| HR | UA_PY_0004 | Employee Self Service DD Mod | Limit the number of direct deposit choices for routing payroll checks. | IMT 3/3/2009 F/C 3/9/2009 |
77 | 120 | $4,620 | $7,200 | |
| HR | UA_PY_0005 | FICA Status Management | Need a way to handle student FICA exemption by semester | IMT 3/3/2009 F/C 3/9/2009 |
154 | 225 | $9,240 | $13,500 | |
| HR | UA_PY_0006 | On Demand Checks | PeopleSoft vanilla paycheck and direct deposit statement do not meet UA specifications. | IMT 3/3/2009 F/C 3/9/2009 |
48 | 105 | $2,880 | $6,300 | |
| HR | UA_PY_0007 | Garnishment Statements of Earnings | We will need to replace the Garnishment Statement of Earnings Reports. | IMT 3/3/2009 F/C 3/9/2009 |
19 | 45 | $1,140 | $2,700 | |
| HR | UA_PY_0008 | Inbound Payment Requests | Current UA business operations are supported by automation allowing internal UA organizations to supply files to the PSOS payroll system. These files contain payments pre-approved by the supplying UA department and are transmitted to the PSOS supporting environment by secure file transfer. These file processes bypass the need for internal PSOS personnel to data enter transactions directly, saving hundreds of hours and thousands of dollars each pay cycle. | IMT 3/3/2009 F/C 3/9/2009 |
192 | 435 | $11,520 | $26,100 | |
| HR | UA_PY_0009 | PAY034 Edits | The Daily Maintenance Audit (pay034) needs to include quality controls of data that reveal problems between the workforce administration data, benefit data, and payroll. | IMT 3/3/2009 F/C 3/9/2009 |
115 | 180 | $6,900 | $10,800 | |
| HR | UA_PY_0020 | Employee Self-Service Form A-4 | State of Arizona tax form A-4 is not delivered as an employee self service tool within PeopleSoft. | IMT 12/16/2009 F/C 1/5/2009 Exec 1/14/2009 |
64 | 90 | $3,840 | $5,400 | |
| HR | UA_PY_0021 | Auto Fill Term EFfective Date DD General Deduction | 1. Need the direct deposit term effective date to end when an employee’s term effective date ends on an employee’s record. 2. General Deductions continue even when the employee is no longer working. When an employee is a rehire, general deductions will begin from the previous hire and are not part of the current hire. |
IMT 4/7/2009 F/C 4/13/2009 |
30 | 45 | $1,800 | $2,700 | |
| HR | UA_PY_0047 | ASRS Buy Back Contract Number | Employee request general deductions based on ASRS buyback contracts established with the employee and ASRS retirement system. Each contract is assigned a special contract number which is used by ASRS to track the payments received if employees have multiple contracts. | IMT 9/2/2009 F/C 9/14/2009 |
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| HR | UA_PY_0048 | Vacation &Sick Accrual Maximum | Vacation and sick accruals are based on hours reported. Some employees based on FLSA work regular hours beyond 40 in a work week. Need to fix the vacation and sick earned based on policy limitation | IMT 9/2/2009 F/C 9/14/2009 |
20 | 7.5 | 1200 | 450 | |
| HR | UA_TL_0001 | Time Sheet Text Changes | The delivered view of the time sheets in self-service has more information than will be useful for employees and may cause confusion. | IMT 3/3/2009 F/C 3/9/2009 |
38 | 90 | $2,280 | $5,400 | |
| HR | UA_TL_0002 | Automate Workgroup Enrollment | The Time and Labor module requires enrolling an employee in a workgroup. The logic for workgroup enrollment is roughly analogous to job data paygroup assignment. As employees are hired, change jobs and terminate, a change to workgroup is required. So in effect, UA will have to perform several thousand workgroup enrollment changes per year. | IMT 3/3/2009 F/C 3/9/2009 |
38 | 90 | $2,280 | $5,400 | |
| HR | Campus Directory Preferences | Change practice so that employee UA email address is always published in the directory, and home address/phone never is. | IMT 2/10/2009 F/C 2/16/2009 Exec 2/12/2009 |
0 | 0 | $0 | $0 | ||
| * Ongoing costs are shown as total over 15 year expected life, unless indicated otherwise. |
