Transcript EV4 Application Training - Florida International University

Florida International University
HR Liaison Hands-on Workshop
June 30 & July 1, 2008
1
Do you recognize any of these characters?
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Payroll Implementation Overview
Solution Overview
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Solution Overview
• EV4 – FIU’s Human Resource System
• TimeSaver – Time Entry System for worked and non-worked
time.
• Auto Pay – Mainframe Payroll Calculation Engine.
• PantherSoft Financials – FIU’s Financial System where the
Payroll Detail Report is generated from HR Accounting Line.
• ESS – Employee Self Service where employees can view
personal data and earnings statement.
• Report Smith – Reporting Tools that allows FIU to create
reports from
EV4.
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Solution Overview
ReportSmith
Human
Resources
ESS
ADP Payroll
Detail Report
Employee
4
1
EV4
TimeSaver
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Auto Pay
PantherSoft
Financials
Time Keeper
Time Approver
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3
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Payroll Implementation Overview
• Understanding:
– Paygroups
– Departments (Org. Code)
– Position Numbers and Job Codes
– Pay Plans
– Benefit Programs
– Compensation Frequency
– Cost Centers ( Dept_ID and Project_ID)
– ID’s ( ADP Emplid, Panther ID, PeopleFirst ID)
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Payroll Implementation Overview
Company
Pay Group
Department
Position Nbr
/ Jobcode
Pay Plan
Benefit Program
Comp. Freq.
Cost Center
Pay Group
Department
Position Nbr
/ Jobcode
Department
Position Nbr
/ Jobcode
Pay Plan
Pay Plan
Benefit Program Benefit Program
Comp. Freq.
Comp. Freq.
Cost Center
Cost Center
Position Nbr
/ Jobcode
Pay Plan
Benefit Program
Comp. Freq.
Cost Center
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FIU - Payroll Implementation Overview
FIU
8FL
8SY
Arts & Sciences Student Affairs
45594000
/ 9001
220
FIU
52.2 Bud Wks
202000109
44413000
/ 9254
220
9MO
39 Bud Wks
235000107
Finance
/ 9190
092
NON
Hourly
250000007
33766000
/ 9263
210
FIU
52.2 Bud Wks
110000104
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Payroll Implementation Overview – Pay Groups
• All employees are hired under pay Group 8FL. This is the
primary pay group for all employees
• If an employee receives additional compensation or has
two different positions then they are hired in the 8SY pay
Group
– Examples:
 Staff, Administrative or Faculty employees that receive extra
state compensation.
 College Work study employee that also works as a student
assistant.
 Temporary hourly employee that receives an adjunct
appointment.
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Payroll Implementation Overview – Pay Plans
SAL_ADMIN_PLAN
DESCR
001
LL Temporary Non-Students
002
AF Temporary Faculty
012
OF Overload Faculty
013
OA Administrative Overload
014
OU Staff Overload
021
AP Phased Retirement
051
Graduate Assistant
052
Graduate Teaching Assistant
053
Graduate Research Assistant
054
Graduate Assistant in Fin Aid
061
Adjuncts
081
Fellowships
091
SA STudent Assistants
092
CW College Work Study
093
HA Resident Hall Asst
210
Administrative
220
Faculty
230
Staff
240
Executive Service
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Payroll Implementation Overview –
Comp. Frequency & Benefits Program
Value
Description
Short Description
Ben Program
Descr
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FIU Hourly
FIU Hrly
NON
Non Benefits Eligible Employee
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6.6 Budgeted Weeks
6.6 BW
FIU
FIU Benefits
4
39 Budgeted Weeks
39 BW
EXS
Executive Services Benefits
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52.2 Budgeted Weeks
52.2 BW
9MO
9 Month Faculty Benefits
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FIU Bi-Weekly
FIU BWkly
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Panthersoft Departments and Projects
ADP Cost Center
PeopleSoft
Financials
Departments
Projects
EV4
Cost Centers
(Project Flag)
PeopleSoft
Financials
Departments
Projects
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Department and Project Information for ALA
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Understanding EV4 Application
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Understanding Effective Dates
•
•
Application’s effective-dating logic enables you to maintain an accurate history of
information in the database.
Effective dating allows you to store historical data, see changes in your data over time, and
enter future data.
– For example, you may want to track several events in the career of an employee:
•
•
•
When he was hired, transferred, and promoted. By inserting rows of data based on his employee ID,
significant dates, you can build a job history.
When new information that is related to existing data (in this case about an employee) is
entered, such as a transfer or pay rate change, you do not want to lose or overwrite the
data already stored in the database.
To retain history, we add a data row identified by the date when the information goes into
effect: the effective date. You can use the information to look at what has happened up to
now and plan for the future. The system categorizes effective-dated rows into the following
basic types:
– Current: The data row with the date closest to—but not greater than—today’s date. Only one
be the current row.
– History: Data rows that have effective dates earlier than the current data row.
– Future: Data rows that have effective dates later than the current date.
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Understanding Effective Dates
•
An effective date is a point in time when an event (such as a compensation change) occurs. ADP
Enterprise HR uses effective dates in order to track events for your employees. An example of
this effective-date logic is illustrated in Figure2-1 with an employee’s record.
Figure 2-1. One employee—four
events
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Understanding Effective Dates
•
Effective Seq. gives you the order of multiple entries with the same effective dates.
– Figure 2-2 illustrates three rows with the same effective date of 8/15/2007, to keep the order in which
entries have been entered the system automatically assigns sequence numbers, in this case 0, 1, and
Figure 2-2. One effective date, three events – Three effective sequence
numbers
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Navigating EV4
Figure 2-3. The Desktop
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Navigating EV4
•
From the desktop, you can perform a variety of tasks. The desktop allows you
to navigate through ADP Enterprise HR, enter new information into the
application, and view or change existing information.
– There are three major areas of the desktop:
• The Organizer: The entire left column of the desktop is known as the
The Organizer controls all of the product navigation. The Organizer contains
panels—one gives you access to all ADP Enterprise HR product tasks, one
you to create shortcuts to your job-specific tasks, the third allows you to view
organizational chart of your company, and the fourth is a department query
– Note: The Organizer panels that are available depend on your operator
which is created for you.
• The Workspace: This is where you perform most of your data entry.
• The Bulletin Area: This area has three panels—one displays system
produces a list of your search results, and the third is used to suspend a
you’re temporarily stopping, but intend to return to.
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Navigating EV4
Figure 2-4. The Organizer
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Navigating EV4
•
Functional Groups
–
–
–
Tasks are split into general categories and are arranged in a wheel.
Figure 2-5 is a visual representation of the main functional areas in ADP Enterprise HR. As the first or highest
level of navigation, you start at the functional groups to select the main area in which you’d like to work, such
as Payroll, Planning & Analysis or People.
Each functional area is made up of a number of business processes and tasks. After selecting a category from
the functional groups, the list of business processes within that category displays in the Task Manager.
Figure 2-5. Functional Groups
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Navigating EV4 – Creating Shortcuts
•
•
•
The Shortcuts panel allows
you to customize the
desktop according to the
daily tasks you perform.
For example, if you enter
new hire information more
than once a day, you might
want to be able to launch
the New Hire task quickly
without having to navigate
through the various levels
of the product.
In addition to ADP
Enterprise HR tasks, web
site URLs can be added as
tasks for launching within
the application.
Figure 2-6. Shortcuts Panel View
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Navigating EV4 – Creating Shortcuts
Figure 2-7. Customize
Shortcuts
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Navigating EV4 – Creating Shortcuts
•
–
–
–
–
–
–
Use the Shortcuts feature to place frequently-used tasks at your fingertips. To
customize your own Shortcuts panel, following these steps:
From the Shortcuts panel (shown in Figure 2-6), click Configure The Customize Shortcuts dialog box
displays.
In the left window, drill down to the level where the task is found. For example, if you want to be able to see
an employee’s job record information using your Shortcuts panel, follow this path:
– People ~Personnel Actions ~Change Job/Position Information ~Change Job/Position
In the right column, select the target folder into which you want to copy the task. (The Shortcut folder is the
default target; however, you can copy other folders to this side and create sub-folders under Shortcut.)
In the left window, highlight the task you want to copy and click Copy (between the two windows). The task
is copied into the right window.
– You can also copy entire functional groups, process groups, or processes to your list. Each displays on
the Shortcuts list as a folder, and all the tasks within that process, process group, or functional group
display within the process folder. If you delete the process, all tasks within the process are deleted as
well.
To move the task up or down in the list, highlight the task in the right window and click Move Up or Move
Down.
Click OK to return to the desktop.
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Navigating EV4 – Using the workspace
•
The Workspace is the name for the working area where all tasks are performed.
Data entry screens display as a series of panels arranged as if in a file folder in
the Workspace.
Figure 2-8. The Workspace
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Navigating EV4 – Anchor Area
•
•
The Anchor area is located at the top of the Workspace, above the panels, as
shown below. The Anchor area displays general information pertaining to the
task you have open.
The default anchor area welcomes you to ADP Enterprise HR and will be
displayed for any tasks where anchor information is not defined. However, if
you’re performing a task related to a specific employee, the anchor area may
look like this, if you use employee images in your system:
Figure 2-9.
Employee
specific anchor data
Figure 2-10. Default
anchor data
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Position Module
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Position Module – Reviewing a position status
•
•
•
Use positions to track details on a particular job in a particular
department or location that usually have a one-to-one
relationship with employees.
– Use the Position Status panel to review current position
elements including incumbents, FTEs, and headcount
associated with positions.
When an active employee is assigned to a position, the
employee’s FTE calculation is added to the FTE calculation on
the Position Status panel and the headcount is increased by
one.
The view includes incumbents with all status, including
Active, Leave of Absence, Leave with Pay, and Suspended.
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Position Module – Reviewing a position status
•
To view current position status, complete the following steps:
– Click the Planning and Analysis functional group.
– From the Task Manager, make the following selections:
•
•
•
•
Position Management ~ Review Position Information
Double-click on the Position Status task. The Search dialog box displays.
In the Position Number field, enter the position number. The Position Status panel
displays.
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Position Module – Position Field Description
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Job Information
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Pay groups
• All employees are hired under pay group 8FL. This is
the primary pay group for all employees.
• If an employee receives additional compensation or
has two different positions then they are hired in the
8SY pay group.
– Examples:
 Staff, Administrative or Faculty employees that receive extra
state compensation.
 College Work study employee that also works as a student
assistant.
 Temporary hourly employee that receives an adjunct
appointment.
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Looking up an Employee’s Job Information
You can search
by
various criteria:
• Empl ID
• Name
– Doe,Jane
– Note there
is no
space after
the coma
• Job Codes
• Department ID
= ORG CODE
• Position
Number
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Looking up an Employee’s Job Information
•
Job Information
– Effective date
– Effective Sequence
– Employee Status
– Action/Reason
– Action Date
– Position
– Standard Hours
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Understanding Use of Positions In Job
• Position number will only be populated for
those employees who are in the following pay
plans:
– 210
– 220
– 230
– 240
• Temporary employees such as Adjuncts, OPS,
Student Assistants, or Graduate Assistants do
not have a position number in the system.
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Looking up an Employee’s Job Information
•
Job/Pay/Location
– Pay Group
• 8FL
• 8SY
– Employee Type
• Salary
• Hourly
– Pay Plan
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Looking up an Employee’s Job Information
Job/Pay/Location
•
Budgeted Weeks/Comp
Frequency
–
–
–
–
–
•
Contract/Hourly Rate
–
–
–
–
•
39 BW
52.2 BW
6.6 BW
FIU Bwkly
FIU Hrly
This is consistent with
budgeted weeks
Contract rate for Comp
Frequency 39, 52.2
6.6
Biweekly rate for FIU
Bwkly
Hourly rate for FIU Hrly
Annual Benefits Base
–
This is used to
benefits such as
Life, or Long Term
Disability
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Understanding Employment Dates
Employment Related Dates
•
University Hire Date
•
Rehire Date
•
State Hire Date
•
Leave Accrual Date
•
Termination Date
•
Retirement Date
•
Service years
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HR User Defined Fields
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Looking up an Employee’s HR User Data
HR User Defined Fields
•
Admin Increment
•
Administrative Code
•
Union Participator
•
Panther Soft ID
•
People First ID
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Looking up an Employee’s HR User Data
HR Dates
•
DROP Begin Date
•
DROP End Date
•
Sick Leave Pool Effective
Date
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Payroll Module
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Payroll Module
This section will assist you to learn how
to view hours, earnings, and tax
information from employee checks as
well as to view employee gross pay, tax
data, goal amounts, totals for controlled
hours, and special accumulator
information.
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Payroll Module
We will learn how to:
• view a single check or multiple checks
• determine if a check is allocated
• determine if a check is direct deposit
or
physical check
• identify a reversal or voided checks
• view adjustments
– payroll transfers
– leave balance adjustment
– manual checks
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Payroll Module
Before you can view
paycheck detail, you need
to select the employee
checks for which you want
to view detail. You can
choose to select all of an
employee’s paychecks or
you can select paychecks
by other methods using the
Select by field.
When viewing paycheck
detail, you can view
information about hours,
earnings, taxes,
memos, and tax
recalculations.
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Viewing Multiple Checks –
Non-Allocated Check
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Viewing Multiple Checks –
Non-Allocated Check
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Viewing Multiple Checks –
Non-Allocated Check
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Viewing Multiple Checks –
Allocated Check
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Viewing Multiple Checks –
Allocated Check
To view a specific account
and determine the allocated
amount click on the account
number.
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Viewing Multiple Checks –
Allocated Check
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Viewing Reversed Check
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Florida International University
Automatic Labor Allocations (ALA)
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Change in Status Form
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EV4 Automatic Labor Allocation (ALA)
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TimeSaver Homepage
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Time Card Editor – Employee Info
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Time Card Editor – Employee Info
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Time Card Editor – Calculation
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Time Card Editor – Calculation
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ADP Payroll Detail Report
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ADP Payroll Detail Report
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Florida International University
ALA Expiration Report
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EV4 Automatic Labor Allocation (ALA)
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Department and Project Information for ALA
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Terminology
Effective Date
Date the action should begin
Appointment End DateThe end date of someone’s appointment
(must
coincide with term of appt on offer
letter)
Labor Allocation
Start/End Dates
of salary
be within project
The period in which all or a portion
should be charged to a specific
department/project id (must
period for grants)
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Q&A
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