<p>State of Connecticut Core-CT Project</p><p>Application: HRMS Module: Time and Labor Business Process: Administer Time Reporting Requirement Number: TL101 Requirement Title: Ability to view, access, and enter time for both weeks of a biweekly pay period on one PeopleSoft page</p><p>Module Leads: Lee Stolzman, Judd Nielson</p><p>1. Requirement Description Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality. For both efficiency of data entry and to assist in the monitoring of time entered in order to catch and correct errors, agencies need to be able to view, access, and enter time for a bi-weekly pay period on one screen. PeopleSoft only provides for the entry of time on a daily or a weekly basis. </p><p>2. Business Need Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc. Time for the majority of state employees is captured and entered on a biweekly basis. Most time and attendance systems in use within the State today provide for the entry of time on a screen that displays both weeks in the pay period. This greatly facilitates the entry of time and attendance information.</p><p>The agency timekeepers who are responsible for entering time into the system will be the ones primarily impacted by the fact that, with PeopleSoft, they will have to pull up, enter, and save, each week of the pay period separately for every employee. This will affect about 500 timekeepers entering time for approximately 45,000 employees.</p><p>3. Required By: (Y/N) Federal ____ Agency Y____ Bargaining Unit ____</p><p>State Statutory ____ State Regulatory ____ State Procedural ____</p><p>4. Requirement Priority Medium______(High, Medium, Low – please see “Requirements Prioritization Criteria”)</p><p>5. Recommended Solution Enter an “X” next to the appropriate category</p><p>______Process Solution ___ Option Number</p><p>X______Application Modification 1___ Option Number</p><p>6. Explanation for Recommendation Provide reasons for recommendation. Please do not re-state the description of the solution itself.</p><p>1 of 3 04/30/18 State of Connecticut Core-CT Project</p><p>Agencies consider PeopleSoft’s inability to provide this feature a major retrograde step. However, designing a page to show both weeks of the pay period will require significant effort and will create problems with subsequent system upgrades. The provision of a “Next” button in version 8.3 along with some less difficult modifications to the time entry page should accommodate many of the agencies’ concerns about speed of time entry and ability to catch and correct errors.</p><p>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.</p><p>There will be some organizational impact as a result of having to pull up two weekly screens in order to enter time for a bi-weekly period. The difference is that timekeepers are currently allowed to see two weeks of time entry information at a time. With the recommended solution the users cannot see two weeks simultaneously however they will have easy access between the two weeks in the period by hitting the Next/Previous week button.</p><p>8. Process Solutions Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.</p><p>Option 1. The delivered panels could be used, however by choosing to use them we would be greatly increasing the task of entering time as it is done in the Legacy systems. Agency timekeepers will be required to enter each week of the pay period separately, this will double the entry time for timekeepers and is a step back from their current time entry mechanism. </p><p>Option 2.</p><p>Option 3.</p><p>9. Application Modifications Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.</p><p>Option 1. Modification: On-line Complexity: Difficult Description: Multiple changes will be made to the weekly elapsed time entry page. 1. A button will be added to allow a user to easily transfer to the next week when reporting an employee’s time. This will allow the user to go to the next week without having to go back to search for the appropriate week. It is anticipated that PeopleSoft 8.3 will provide “Next” button functionality and therefore it can wait till we upgrade to version 8.3 if it is determined that this will happen in a reasonable amount of time. </p><p>2 of 3 04/30/18 State of Connecticut Core-CT Project</p><p>2. The “Apply Schedule” button will be modified to reflect payable time. This will always pull employee’s payable time forward upon request, otherwise the default schedule is what would be shown which might not take into account differentials and Time Reporting Codes (TRC) generated from rules. With the “Apply Schedule” button the default TRC should also appear. 3. In addition the time entry page will be modified to show an employee’s leave balances on line which will significantly reduce the number of entry errors that can result from an employee running out of accrued time mid-pay period. This is of particular importance as, unlike many of the existing time and attendance systems in use within the State, TimeKeepers will not be notified at the point of time entry that an employee has run out of time. Without this feature there will be an increase in the number of employees being paid for time they do not have which will then have to be recouped.</p><p>Option 2. Modification Type: On-line Complexity: Very Difficult Description: Allow the Agency Timekeepers the ability to view two weeks at a time. This modification would require significant record changes as well as PeopleCode modifications. It would however allow the users to have the same access to employee time as they do in their current systems. The additional modifications would also be included (Leave Accruals on line and Payable Time grabbed when selecting the Apply Schedule button)</p><p>3 of 3 04/30/18</p>