TL359_Accrual_of_Sick_&_Vacation_Time_for_Part …



Application: HRMS

Module: Time and Labor

Business Process: Manage Leave Accruals

Requirement Number: TL359

Requirement Title: Ability to Calculate Sick and Vacation Accruals for Part-Time Employees

Module Leads: Lee Stolzman, Judd Nielson

1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

Part-time employees are entitled to accrue sick and vacation leave based upon the provisions of the bargaining unit to which they belong. In each instance this requires a special calculation of which there are three basic forms. The time and attendance legacy systems automatically calculate these accruals based upon bargaining unit specifications. As delivered, PeopleSoft calculates leave accrual based on a percentage of hours worked however PeopleSoft cannot calculate based on a percentage of hours worked as it compares to a full time employee.

2. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

Certain part-time employees are entitled to accrue both sick and vacation leave. For sick time they receive a specified proportion of the 1¼ days per month earned by full-time employees. The amount of vacation time to which they are entitled is a factor of both their length of service and the amount of time that they work. A review of the various bargaining unit contracts indicates that there are three basic methods for calculating sick and vacation leave accruals for part-time employees. These are 1) the division of the employee’s bi-weekly scheduled hours by the bargaining unit’s bi-weekly hours 2) a fixed percentage, or 3) the division of the employee’s actual hours paid, excluding compensatory time used and certain workers compensation situations, by the bargaining unit’s average hours worked or by cumulative hours worked in the month divided by the full time equivalent for that bargaining unit in that month. These calculations are run by the legacy systems each month in order to credit each part-time employee with the correct amount of accrued time. As of 11/6/01 there are 7,165 part time employees in the Automated Personnel System. While these part time employees are to be found in 104 agencies, there are 1,600 in DMR alone.

3. Required By: (Y/N)

Federal ____ Agency Y____ Bargaining Unit Y____

State Statutory ____ State Regulatory ____ State Procedural ____

4. Requirement Priority

High_____ (High, Medium, Low – please see “Requirements Prioritization Criteria”)

5. Recommended Solution

Enter an “X” next to the appropriate category

______ Process Solution

___ Option Number

X______ Application Modification

1___ Option Number

6. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

An automated way to calculate the monthly sick and vacation leave accruals for part-time employees ensures that a regression in functionality does not occur.

7. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

The organizational impact of the proposed solution will be minimal as it provides functionality comparable with what agencies have now.

8. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. Manual entries for part time accruals can be performed on a monthly basis. Due to the high volume and monthly frequency of occurrence this option is not recommended.

Option 2. Separate leave plans can be set up for each flat accrual amount. This could entail a great number of leave plans to be developed based on standard hours. These plans could be used to accrual a standard amount of leave time per month. To correct any incorrect accruals users would need to perform manual adjustments to leave accrual balances.

9. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type; Batch

Complexity: Difficult

Description: Create a batch program to be run on a monthly basis that will automatically determine accruals for part-time employees based on bargaining unit agreements. This program will replace the delivered leave accrual program only for part-time employees as PeopleSoft does not deliver a mechanism for calculating accrual rates based on a percentage of full-time employees.

Option 2.

Modification Type: Batch

Complexity: Difficult

Description: Modify the delivered leave accrual process to allow for the accrual of part time employees based on the bargaining unit agreements for the State of Connecticut. By using the delivered program any patches applied to the Core-CT system will result in the reapplying of this modification to the delivered program. PeopleSoft delivers patches to the delivered leave accrual process quite often which is why a Custom program would have much less impact on upgrading then would the delivered Leave Accrual Process.

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