Session D - Putting HCM Best Practices into Practice 10/24/19

Comm Lab 2-4

SESSION D

Putting HCM Best

Practices into Practice
Becky Fino (SDCOE) and Sondra Evans (Ramona)

Session Topics
• Welcome & Introductions (2 min)
• Trivial Pursuit Intro (5 min)
• Planning and Communicating (5 min)
• Timing (10 min)
• Auditing Reminders (5 min)
• Trivial Pursuit Activity (18 min)
• Wrap Up & Closing (5 min)

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Putting HCM Best Practices into Practice 10/24/19
Comm Lab 2-4

Trivial Pursuit Intro

2019 PeopleSoft User's Conference | 10/24/19

Planning and
Communicating
Let’s discuss…
What’s your business process?

PeopleSoft Conference 2019

Session D - Putting HCM Best Practices into Practice 10/24/19
Comm Lab 2-4

Do you know who to contact at your

district?
• Absence Management
• Benefits
• DBT
• Finance/Budget
• Human Resources
• Hyperion
• Payroll
• Position Control (Add and Updates Positions)
• Retirement
• Time and Labor (Entry Timesheets)

Does your district have a process?

• Do you know when/when not to make data changes?
• Do you plan for upcoming known issues with other departments at your
district?
 Summer Months
 Year End
 December Payroll(s)
 Salary Updates
 Terminations
 End of Assignments -Inactive Coaches, Students etc
 Step Increases Audits
 MCOP Changes (Longevity, Department Chairs, etc.)
 Position Control (Position changes - Department, FTE Changes, Inactivating
Positions)

• Do you meet regarding monthly Payroll?

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Putting HCM Best Practices into Practice 10/24/19
Comm Lab 2-4

Things To Consider
Upcoming Calendar Items
• Year End
• Summer Months
• Salary Updates
• Changes in Business Process

Department Changes
• New Departments
• Positions being assigned to different Departments

New Positions
• New Board-approved Positions being established and staffed

Funding Changes
• Updating chartstrings

Staffing Changes
• New Hires
• Transfers

Timing
Working together to meet your district and
SDCOE deadlines.

PeopleSoft Conference 2019

Session D - Putting HCM Best Practices into Practice 10/24/19
Comm Lab 2-4

Paysheet
Creation
Process
Each month a Paysheet is
created for each monthly
employee as part of the
Paysheet creation process. The
date that this process runs
fluctuates each month but can
be found on the Payroll
Processing Schedule Calendar.
During the summer months the
Paysheet Creation Process
continues to run and produce
Paysheets for 12 month
employees but for employees
that are set up as 10 or 11
months, the process runs
differently.

Payroll Calcs
It is highly recommended that
data changes be made PRIOR to
the monthly calcs. This allows
your district time to audit data
produced during the calcs and
make the necessary corrections
to ensure that all employees are
set up and paid correctly.
Entering data such as a new hire
during the calcs robs you of the
opportunity of verifying and
ensuring that the pay for that
employee will process correctly.

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Putting HCM Best Practices into Practice 10/24/19
Comm Lab 2-4

Salary Schedule/ Employee Mass Updates

• What can be updated?
• What does SDCOE need from the District in order to execute
the request?
• When do they need your completed request by?
• Retro Pay and Checklist
• Minimum Wage Increase in January per State law
• Do you know who to contact at the County Office?

2019 PeopleSoft User's Conference | 10/24/19

• Refer to the SDCOE Payroll

Calendar.
• Know when time is loaded onto
timesheets.
• Communicate between
departments.
• Maintain inter-department calendars
and monthly meetings.
• Create/ use existing checklists!
• Adhere to timelines, deadlines, and
cutoff times for data entry.
• Vacation and Sick Leave Accruals
• MCOP and Longevity
• Terminations of Employees
• PAFs that need approved
• Vacant and Inactive Positions

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Putting HCM Best Practices into Practice 10/24/19
Comm Lab 2-4

Auditing Reminders

Be proactive!
• Run suggested queries.
• Fix data issues well before the calcs.
• Audit Department Number across Position, DBT, and Job Data.
• Audit Pay Flags.
• Audit Step Entry Dates.
• Audit Accrual Hours Factor.
• Audit Primary/ Secondary Job flags.

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Putting HCM Best Practices into Practice 10/24/19
Comm Lab 2-4

Activity

Trivial Pursuit

2019 PeopleSoft User's Conference | 10/24/19

PeopleSoft Conference 2019

Session D - Putting HCM Best Practices into Practice 10/24/19
Comm Lab 2-4

Best Practices
Planning
• Plan out the changes your
district will be making.
Communication
• Communicate upcoming
changes across departments in
your district.
• Example: Finance and HR

Timing Auditing
• Decide when these changes • Verify that the changes your
will be made in relation to: district has made are complete
• DBT rollover and reflected correctly.
• Summer Months
• Payroll

Wrap Up & Closing

These slides and session notes are published
on the PeopleSoft Support website.
http://crc.sdcoe.net/peoplesoftconference

PeopleSoft Conference 2019