TL253_Ability_to_calculate_employee_has_worked_standard ...
Application: HRMS
Module: Time and Labor
Business Process: Administer Time Reporting
Requirement Number: TL253
Requirement Title: Ability to calculate employee has worked a standard number of days within a given school year.
Module Leads: Lee Stolzman, Judd Nielson
1. Requirement Description
Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.
The Department of Education needs to be able to adjust employee pay based upon the number of days that an employee actually worked over a given school year. Employees in the DOE currently work a standard 187day school year exclusive of holidays and pre-scheduled vacation periods. The holidays taken and the timeframes for the vacation periods vary from vocational school to vocational school as each one follows the calendar of the school district in which they are located. The legacy system, PAPIS, used by DOE provides an automated process that determines the number of days worked, calculates the percent based on the standard number of days in the school year, applies this percentage to the annual salary and then calculates the difference between what the employee was actually paid and what they should have been paid. The difference is then manually inserted as a deduction amount or additional amount. PeopleSoft as delivered does not provide such a feature.
2. Business Need
Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.
At the beginning of every school year the DOE needs to schedule approximately 1,600 employees out for 187 days of work. At the end of the school year or whenever an employee leaves, the DOE has to calculate how many days were actually worked and determine the difference in pay between what was received and what was worked, and then make any necessary adjustment. The DOE currently has an automated system that does everything but insert the payment amount. PeopleSoft does not provide such a calculation and one would have to be manually done for 1,600 employees at the end of each school year. This manual calculation would have to be performed within a 3 day timeframe as that is the amount of time that time entry has to complete the necessary processing for payroll.
3. Required By: (Y/N)
Federal ____ Agency ____ 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.
The manual effort required to perform this function would be extensive and require various types of queries to perform. These queries may not be able to be built out of the EPM module making this process labor intensive not only for the DOE but for the Core-CT Team
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 Agency should not see a great impact as we are proposing to provide output close to the As-Is process. The DOE will however need to be familiar with the PeopleSoft scheduling system, as they may not be provided with the tools necessary to easily identify scheduled hours while taking into account Holidays/Vacations at the beginning of the year.
8. Process Solutions
Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.
Option 1. Manually track the number of days worked for DOE employees using Queries to assist. After determining the number of days worked at the end of the school year, manually calculate the actual payments against what was worked. After calculating the decrease/increase in pay a manual entry into additional pay will need to be completed.
Option 2. Pay employees an hourly rate which, if worked the 187 days, would equate to that rate thereby eliminating the need to perform the adjustments at the end of the year. The drawback is that employees’ bi-weekly pay will fluctuate depending upon the number of workdays as opposed to holidays and vacation days within each pay period.
9. Application Modifications
Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.
Option 1.
Modification Type: Report
Complexity: Difficult
Description: Create a report that will add up the total number of days worked based on standard hours. Using this amount determine the percentage that Actual vs. Paid is off, and calculate the payment/deduction amount that is needed. Once a total is given the Agency Payroll Specialist would insert this amount into additional pay for processing in their final check of the school year.
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