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September 25, 2014 SPUG Webinar North Carolina Office of the State Controller Kate B. Smith Business Systems Analyst September 25, 2014 2 What would I do without EPI-USE?!? How the North Carolina Office of the State Controller (OSC) uses EPI-USE’s Query Manager, Data Sync Manager, and Variance Monitor solutions 3 Kate B. Smith Business Systems Analyst • 8 years at NC OSC • 3 years at NC Department of Transportation • SAP Time Management Configuration Highly customized schema Integration points with PY, PA, and OM • EPI-USE lead • Liaison with Kronos project at NC DHHS • [email protected] 4 North Carolina Office of the State Controller • Linda Combs, State Controller • Independent Agency • 226 Employees • Manages 14 Enterprise Programs Accounting & Financial Reporting Risk Mitigation & Internal Controls SAP HR/Payroll • http://www.osc.nc.gov/ 5 BEACON • SAP HCM Implementation • PA, OM, Benefits, Time Management, Payroll, ESS, MSS • ECC 6.0 EHP6 (Spring 2014) • Support Resources 33 technical 4 training • Operations Resources 18 Call Center 40 operations 6 A Typical Scenario… • Employee reports pay issue • Tier 1, Tier 2, Tier 3, Tier 4 (Production Support) • Root cause determined, solution proposed • Unit test, control test, regression test • Communicate impacts • How many employees are affected? • When can it be fixed? • What is the impact to paychecks? 7 OSC Scenario • Issue: An employee has an Overtime Comp accrual that is used to repay a leave liability, and an Overtime Comp expiration on the same day, resulting in an incorrect net accrual to Overtime Comp. • It’s a very specific logic issue, but… • We had the entire scope and impact of the issue determined in a day using the EPI-USE tools! 8 EPI-USE Tools • Query Manager (QM) • Data Sync Manager (DSM) • Variance Monitor (VM) http://www.epiuse.com 9 Query Manager (QM) • Custom reporting tool • Report on: Infotypes Configuration tables Text tables Time Evaluation results Payroll results • Development resources are not required • Easy user interface for report design • Standard ALV reports 10 11 12 Query Manager (QM) @ OSC • Functional Team Identify population impacted by an issue Identify special populations for testing Create monitoring reports for Operations staff • Operations Staff Run monitoring reports 13 14 Benefits of QM @ OSC • Real-time report design • Real-time data access • Less dependence on Development resources • Quick turn-around • In house custom reporting solution • “I can design a query for that!” 15 Data Sync Manager (DSM) • DSM Object Sync • Copy HCM & transactional data from Production system to non-Production system • Copy via file import/export and/or RFC • Full or partial copy of an employee • Single or multiple employees • Clone employees • Sensitive data scramble/conversion 16 17 18 Data Sync Manager (DSM) @ OSC • Most highly used EPI-USE tool • Functional Team Review issues in a non-production environment Quickly generate test data or scenarios Capture test scenarios for re-use “Save” before picture of a scenario Estimate payroll impact for a fix • Operations Staff 19 Review issues in a non-production environment Validate work around scenarios in a non-production environment Set up data for Production Support to review Benefits of DSM @ OSC • Quickly produce test data on non-Production systems • Empower Operations staff • Determine payroll impact before a solution hits Production • “Have you sync’d that person into E1Q?” 20 Variance Monitor (VM) • Quickly highlight variances in HCM data Payroll data Time Evaluation results Master data • Set tolerance level for variances • Compare period over period results in the same system or period to period results from different systems 21 22 23 Variance Monitor (VM) @ OSC • Currently expanding use of this tool • Functional Team Control testing Regression testing Data stamp validation 24 Looking Ahead… • QM Provide reports to greater user base? • DSM Routine refreshes of selected data sets? Incorporate larger DSM suite – HR Planning Mass Copy, Client Sync, System Builder? • VM Further integration into testing processes Expand use to other functional areas Use of VM for support pack testing and validation 25 Experience with EPI-USE • • • • • • • • 26 All three tools are transactions (/n/use/qm) Introduced and upgraded via the transport process Regular upgrades/releases Admin functions allow greater control and customization of tools Product documentation available via their website (using customer log-on) Help tickets submitted online User group community for QM Consistently provide excellent customer support! North Carolina Office of the State Controller Don Childrey Business Systems Analyst Manager September 25, 2014 27 Don Childrey Business Systems Analyst Manager • 8 years at NC OSC SAP HR-PY implementation • 16 years at NC Department of Transportation SAP FI-PS implementation Engineering • [email protected] 28 Affordable Care Act Reporting Support How the North Carolina Office of the State Controller (OSC) Is Preparing To Meet ACA Reporting Requirements 29 ACA Requirements Reference • SAP notes 1910650 - BEN: FAQ about Affordable Care Act (PPACA) Suggestions for how to use standard SAP to measure time, manage eligibility, and handle enrollment. (Jan 8, 2014) 2060131 - Announcement Note for Information Reporting for Employer Sponsored Coverage and Minimum Essential Coverage SAP plans to release a new report for the IRS forms in August 2015. (Sep 1, 2014) • IRS Form instructions http://www.irs.gov/pub/irs-dft/i109495c--dft.pdf Instructions for Forms 1094-C and 1095-C (draft, as of Aug 2, 2014) 30 Policy decisions made by NC Office of State Human Resources • 12-month Initial Measurement Period starting first of the month following date of hire or rehire, with corresponding Stability/Coverage Period • 12-month Standard Measurement Period of Nov 1st through Oct 31st, with corresponding Stability/Coverage Period of Jan 1st through Dec 31st of the following year • Plan enrollment to be administered by a third party vendor, with direct pay by employee and employer costs billed to individual agencies (not to our centralized Payroll system) 31 NC OSC Solution • Configure a custom infotype to store: • Measurement Period dates • Initial assessment of eligibility • Stability/Coverage Period dates (first year) • Measured hours per week • Stability/Coverage Period dates (additional year) • Custom programs to automate creation of the infotype records, measurement of hours, report of measured results • Manual process for making offer to employees • Enrollment data to be brought back into our centralized Payroll system to support IRS reporting 32 Example of custom infotype 33 Example of custom infotype 34 Example of custom infotype 35 Example of custom infotype 36 Example of custom infotype 37 Overview of NC OSC ACA Process Within SAP System Hire Process Captures: - Hire/transfer Date - ACA Expectation Calculation Program BN Plan: ACA Min Value Enrollments Infotypes Program to create infotypes IT9701 ACA IMP Tax forms IT9701 ACA SMP Reports IRS Form 1095C Eligibility file Offer to EE ER Cost Billed to Agencies EE enrolls and Paper 38 pays directly Vendor Questions? 39 Thank You for Participating!