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)

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Trivial Pursuit Intro

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

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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)

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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?

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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

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Timing
Working together to meet your district and
SDCOE deadlines.

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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.

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 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.

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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?

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• 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

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Auditing
Reminders

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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.

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Activity

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Trivial Pursuit

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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

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

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