Transcript Change Control Recommendations

Implementing Global Payroll
for a Country
Outside of the Delivered Extensions
(Ireland)
Billie Jean LePla, Kelly Services, Inc.
Charlie Pepersack, MiPro Consulting, LLC
Proprietary and Confidential Kelly Services, Inc.
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AGENDA
Company Introduction – Kelly Services, Inc.
 Project Introduction – Kelly Customer
Processing (KCP)
North American Payroll – the original payroll
solution from PeopleSoft
Global Payroll – the “NEW” delivered PeopleSoft
international solution
Global Payroll – what to do with a country that is
NOT delivered by the GP solution
Lessons Learned – some the hard way
Question & Answer; Contact Information
Proprietary and Confidential Kelly Services, Inc.
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“Who … wants to hear
actors talk?”
Harry M. Warner, Warner Brothers Pictures, c. 1927
Proprietary and Confidential Kelly Services, Inc.
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Kelly Services Overview
 Kelly Services, Inc. is a Fortune 500 company offering temporary
staffing solutions
 In 1946, Kelly had 12 customers. Today, 10 of those remain
customers
 Kelly’s U.S. Commercial Division is made up of Call Center, Direct
Placement, Education, Electronic Assembly, Light Industrial,
Marketing and Office.
 The Professional, Technical and Staffing Alternatives Division
includes Automotive, Engineering, Finance, Health Care, Home
Care, Information Technology, Legal, Scientific, Security Clearance,
Consulting Outsourcing, Recruiting and Vendor Management.
 International Division offers specialty service unique to each of its
international markets
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Kelly Services Overview
 Locations
– Headquarters in Troy, MI (suburb of Detroit)
– Owns and operates nearly 2,600 offices
 Employees
– Kelly places approximately 150,000 temporary employees in
daily job assignments (more than 750,000 annually)
– Kelly has 8,600 full-time employees
– Kelly provides employment to more than 750,000 employees
annually
– These employees are assigned at over 200,000 customers
annually
Proprietary and Confidential Kelly Services, Inc.
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Company History & Timeline
1946
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1957
1966
1968
1972
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1984
1998
1946 Russell Kelly Office Service Founded in Detroit, Mi
1957 Company Renamed Kelly Girl Service
1962 Kelly Services became publicly held
1966
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1962
became Kelly Services to reflect the growing services market
Kelly was a founding member of the Institute of Temporary Service, now called American Staffing Association
1968 Opened first international office in Toronto, Ontario
1972 The company’s first European office opened in Paris
1973 Kelly Services begins operations in the UK
1984 Ireland begins offering temporary services through Kelly
1998 January 3rd – William Russell Kelly died
2006 60th anniversary of the company celebrated
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2006
“Sensible and responsible
women do not want to vote”
Grover Cleveland, 1905
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Project Introduction – Kelly
Customer Processing (KCP)
 Reasons for KCP
 History of KCP
 Project Scope
 Major Release Schedule (2007-2008)
 KCP: Simply Put
 Kelly Services PeopleSoft Infrastructure
 The Value of Partnerships
Proprietary and Confidential Kelly Services, Inc.
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Reasons for KCP
• KCP will significantly change the way to process
payroll and generate billing.
• It will impact every branch, temporary employee and
customer in the U.S., Canada, Puerto Rico, Ireland, and
the UK.
• Over the years, the cost to process payroll and billing
has increased as staff was added
• “Workarounds” were developed to keep up with
customer demands.
• This project will help eliminate much of this manual
work, reduce costs, and improve the accuracy and
timeliness of paychecks and customer billing.
Proprietary and Confidential Kelly Services, Inc.
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History of KCP
• In November 2004, Kelly purchased PeopleSoft
• Modules purchased by Kelly that relate to Payroll
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Payroll for North America
Global Payroll Core
Global Payroll for United Kingdom
Time & Labor
ePay
• In 2005, Kelly selected 2 consulting partners to assist
and began work on KCP
• KCP entails the transformation of the business
processes and systems that make up the Kelly Middle
Office (PBAR) for temporary employees
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Project Scope
• Payroll Billing Accounts Receivable (including all
departments that support PBAR function) and Finance
(G/L skeleton)
• All processes supporting PBAR from an input or
output standpoint
• Geographical Scope:
– Ireland and UK
– North America: Canada, US & Puerto Rico
– Mexico (added 2007)
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More Scope
• KCP will deploy the following PeopleSoft modules to
replace existing North American legacy systems for the
temporary business:
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HR/Base Benefits
AR
Payroll
Pay/Bill
AP (Secondary Suppliers, Refunds and Garnishments)
Pass-thru GL
• KCP will be deployed in a Multiple Release Approach
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Application Architecture – Pay/Bill
Kelly’s PeopleSoft Pay/Bill Data Flow
Customers
Orders & Assignments
HCM Data Base
Financials Data Base
Project
Costing
Bill (ALL)
Pricing
Contracts
Open
Items
Receivables
Base
Benefits
Employee (pay)
Global
Payroll
Employees/
Deductions
Secondary Supplier (pay)
Priced Transactions
Employee (pay)
Default Benefit Program
Employees
Front Office Applications
(Kelly Staff Net, TOMASS, Novius)
Time and
Labor
Billing
Journal
Entries
Payroll
North
America
Accounts
Payable
Human
Resources
Garnisments
Journal Entries
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Journal Entries
General
Ledger
Revenue Journal Entries
Orders & Assignments
Major Release Schedule
• COMPLETED
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1.1 Ireland
1.1.5 – NA Customer Conversations
1.2 Canadian AR/GL
1.3 US and Puerto Rican AR/GL
2.1 UK PBAR (Nov 2007)
• SCHEDULED
– 3.2 Ireland and Canadian Year-end (Jan 2008)
– 3.1 Canadian PBAR (Apr 2008)
– 3.3 United States (using North American Payroll)
• First region (Jul 2008)
• Remainder (Oct 2008)
• Puerto Rico (Jan 2009)
• FUTURE
– Mexico (2009?)
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KCP Simply Put: From THIS …
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KCP Simply Put: To THIS …
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Kelly Services
PeopleSoft Infrastructure
• HCM and Financials R 8.9 in production
• Based on PeopleTools 8.47.03
• Oracle Database 10g Enterprise Edition Release
10.2.0.2.0
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“Everything that can
be invented has been
invented”
Charles H. Duell, Director of the US Patent Office, 1899
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The Value of Partnerships
Experience Matters
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MiPro Company Background
• Founded in January 2005 by former PeopleSoft executives
• Dedicated to Delivery Services – Implementations &
Upgrades
• Experienced: Consultants each have more than 7 years
consulting experience
• Focused on “Outrageous Customer Service”
• Core Values:
People <> Customers <> Integrity <> Quality
<> Value <> Positive Attitude <> Balance
• Member of the Oracle Partner Network
• Visit us at www.miproconsulting.com
Proprietary and Confidential Kelly Services, Inc.
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MiPro Awards and Testimonials
• “We recently chose members of the MiPro Consulting team to
participate in an important PeopleSoft implementation project.
Their extensive experience with similar circumstances and
challenges has benefited us tremendously.”
James Bradley
Senior VP Administration
Kelly Services
MiPro Consulting was honored as one of
"Metropolitan Detroit's 101 Best and Brightest
Companies to Work For" by the Michigan Business &
Professional Association
September 2006.
Proprietary and Confidential Kelly Services, Inc.
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“Heavier than air flying machines are impossible”
Lord Kelvin, President of the Royal Society, c. 1895
Proprietary and Confidential Kelly Services, Inc.
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North American Payroll
The ORIGINAL Payroll solution from
PeopleSoft
 Calendars are easy to create – only the RunID
needs to be added to page
 Off-cycle calendar created with a check box
 Works as delivered for all of US and Canada
and is a stable product
 Earnings, Deductions and Taxes are the basics
 Accumulators are easy to set up
Proprietary and Confidential Kelly Services, Inc.
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Core NA Payroll
Data Tables
• North American Payroll Tables:
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PAYGROUP_TBL
Paygroups
PAY_CALENDAR
Pay Calendar
PAY_PAGE
Payroll Page
PAY_LINE
Payroll Line
PAY_CHECK
Pay Check
PAY_EARNINGS
Pay Check Earnings
PAY_DEDUCTION
Payroll Deductions
PAY_DISTRIBUTN
Payroll Deposit Distribution
PAY_OTH_EARNS
Payroll Other Earnings
PAY_GARNISH
Payroll Garnishment
PAY_TAX
U.S. Payroll Tax
Proprietary and Confidential Kelly Services, Inc.
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“[Babe] Ruth made a big mistake
when he gave up pitching”
Trisk Speaker, 1921
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Global Payroll – the “NEW” delivered
PeopleSoft International solution
 The Concept of Global Payroll Core
 Global Payroll Structure
o Organization
o Process
o Calendar
 Payroll Process
 Global Payroll Tables
o Core Data Tables
o Country Extension Tables
 Handling a country NOT delivered by the Global
Payroll solution
Proprietary and Confidential Kelly Services, Inc.
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The Concept of
Global Payroll Core
• PeopleSoft’s Global Payroll controls all aspects of the
payroll operation in a multinational environment.
• It supports multiple countries, languages, currencies,
and European Monetary Unit (EMU) processing
requirements.
• Countries supported include Australia, Hong Kong,
Italy, Mexico, Japan, France, Germany, UK, etc.
• A single rules-based engine and scalable platforms
enable production of multinational payrolls that fully
comply with local country requirements.
Proprietary and Confidential Kelly Services, Inc.
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The Concept of
Global Payroll Core
• Global Payroll is composed of two parts:
– A core payroll application that includes:
 A payroll rules engine.
 A payroll processing framework.
 Processes and setup steps that apply to ALL countries.
– Country extensions that include:
 Statutory and customary objects (payroll rules, payroll
processes, etc.).
 Country-specific rules and elements.
Proprietary and Confidential Kelly Services, Inc.
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The Concept of
Global Payroll Core
• Core application
– Handles payroll and absence processing
– Enables fine-tuning of the design of the payroll system.
– Can be configured online without changing source code.
• Global Payroll contains no application-specific rules or
code.
• Using pay items called elements, rules are built that
determine what components are calculated
Proprietary and Confidential Kelly Services, Inc.
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The Concept of
Global Payroll Core
• Can name and define many ELEMENTS in Global
Payroll
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Earnings
Deductions
Formulas
Proration rules
Rounding rules
Accumulators
• ELEMENTS provide system flexibility
• Functional team members can do most of the
maintenance and changes
Proprietary and Confidential Kelly Services, Inc.
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Global Payroll Structure
Organization Structure
Who to Process
Process Structure
How to Process
Processing Calendar
Pay Computation
Proprietary and Confidential Kelly Services, Inc.
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Calendar Structure
When to Process
Organization
Associates payroll
elements to the payee
and paying entity
Organization
Entity making
Payments
Pay Entity
Pay Group 1
Base Payroll
Processing Group
Pay Group 2
Payees
Job Data Record
Payees
Grouping for
Elements
Eligibility Group 1
Eligibility Group 2
Element
Assignment
Method
Element Group 1
Element Group 2
Element Group 3
Element Group 4
Payroll
Earnings /
Deductions
Element
Element
Element
Element
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ORGANIZATION: Pay Entity
SetUp HRMSProduct RelatedGlobal PR & Absence MgmtFrameworkOrganizationalPay Entities
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ORGANIZATION: Pay Group
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ORGANIZATION: EE PayGrp Assign
Workforce AdministrationJob InformationJob Data
ELIGIBILITY GROUP is
defaulted to the value specified on
the PayGroup level
(UKWEEKLY on previous page)
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ORGANIZATION: Eligibility Group
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ORGANIZATION: Element (PIN) Group
NOTE: 97 elements in this
element group
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Process
Defines Global Payroll
processing sequence
Section Processing Sequence
Logical Grouping
of Pay Elements
Payroll Earnings /
Deductions
Section
Element
Process List
Section
Element
Element
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Section
Element
Element
Element
PROCESS: Process List
SetUp HRMSProduct RelatedGlobal PR & Absence MgmtFrameworkProcessProcess List
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Calendar
Calendars link the
components that tell
the system WHO and
WHAT to process each
pay period
Run Control
Calendar Group ID
Calendar ID
Run Type
Calendar Period ID
How
Process List
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Who
Pay Group
When
CALENDAR: Calendar Group ID
Defines calendar(s) to be processed together during payroll run
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CALENDAR: Calendar ID
Click on LINK to see
Next Page
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CALENDAR: Run Type
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CALENDAR: Calendar Period ID
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Payroll Process
The Identify phase flags each payee that meets the selection criteria for your pay run, then you launch a Calculate phase that computes net pay (or
absence take or entitlement, as applicable) for all identified payees.
After reviewing the results and making the necessary corrections, you rerun the Calculate phase for payees that have
had changes since the last run.
After the Finalize process is
complete, paysheet information
may not be updated.
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Process Control Page
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Sample Results Pages
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Payee Messages
Payee Status
Payroll Results
Accumulators
Supporting Elements
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Payee Messages
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Payee Status
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Payroll Data
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Accumulators
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Supporting Elements
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Global Payroll Tables
Core Data Tables
• Global Payroll Tables:
– GP_ACC_LINE
– GP_ACC_LINE_STG
Record
– GP_CALENDAR
– GP_PI_GEN_DATA
– GP_RSLT_ERN_DED
– GP_RSLT_GPI_VW
– GP_RSLT_PI_DATA
– GP_RSLT_ACUM
– GP_RSLT_PIN
Global Payroll Accounting Line
GP Accounting Line Stating
Global Payroll Calendar Table
Generated PI Data
Result Table for ERN and DED
Result View of Gen PI
Result of PI Data
Global Payroll Accumulators
Global Payroll Results
Proprietary and Confidential Kelly Services, Inc.
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Global Payroll Tables
Core Data Tables
• Global Payroll Tables (con’t):
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GP_CAL_PRD
GP_PIN
GP_PYE_PRC_STAT
GP_PYE_SEG_STAT
GP_OFFCYCLE
Calendar period dates
PIN (Pay Item Number) table
Pay Process Stat (status) record
Segment Stat record
Off-Cycle Calendar
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Global Payroll Tables
Country Extension Tables
• Country Extension Tables:
– GPxx_tablename
Where “xx” is the country
abbreviation, e.g.
• AUSTRALIA extension tables
– GPAU_ABS_RSLT
– GPAU_EE_ETP
Payslip absence result values
Employee’s ETP Certificate
• BRAZIL extension tables
– GPBR_LOAN_PAY
Loan payments
– GPBR_PAYMENTBanking process
• Other Objects named in the same manner
– App Engine programs, e.g.
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Handling a country NOT delivered by the
Global Payroll solution
• PeopleSoft was NOT delivered with business rules to run
Global Payroll in Ireland.
• Kelly has written the rules and gained understanding of
the rules that are also applicable for the UK (e.g Holiday
Pay)
• Custom setups were needed for Ireland Regulatory
requirements.
Proprietary and Confidential Kelly Services, Inc.
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Handling a country NOT delivered by
the Global Payroll solution
• Kelly, as a staffing company, uses multiple empl_rcds
so earnings by empl_rcd needed to be summed. [Both
IRELAND and GB]
 Global Payment Prep process needed to be modified for
multiple empl_rcds.
• Custom processes were required for Payslips (Checks
and Advices) and Direct Deposit.
• Custom Ireland Payslip Template pages were built
(“Pages of Nine”)
Proprietary and Confidential Kelly Services, Inc.
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Handling a country NOT delivered by
the Global Payroll solution
•
Custom table required to hold check numbers
and payee check data [both Ireland & GB]
•
Process to void and reissue checks was needed
[both Ireland & GB] since it is not a delivered
functionality
•
Check Register was needed to meet Kelly Ireland
Operations requirements [UK is also going to use it]
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Summary and Conclusion
• Implementing Global Payroll is vastly different from
North American Payroll
• Knowledge of North American Payroll helps a bit, but
may actually be a hindrance
• Even using “delivered” country extensions is no
guarantee that customizations will be avoided
• It is possible to implement a country that is not in the
delivered Country Extensions list.
Proprietary and Confidential Kelly Services, Inc.
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Lessons Learned
• Solid technical/functional knowledge of Global Payroll
is very hard to find
• Setup for Global Payroll is extremely complex and
mistakes can be far-reaching
• Testing must be very comprehensive, starting with the
setup area(s)
• Running Global Payroll and North America payroll is
totally independent of each other
• PINs [Elements] rule the world
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Questions and Answers
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Contact Information
Billie Jean LePla
Kelly Services, Inc.
Software Engineer III
(248) 273-8065
[email protected]
Charlie Pepersack
MiPro Consulting, LLC
Senior PeopleSoft Implementation Specialist
(248) 684-1900 – at MiPro
(248) 273-4517 – at Kelly Services
[email protected]
Proprietary and Confidential Kelly Services, Inc.
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