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To recap the activities of the Blueprint Phase, the
Business Blueprint research included a series of workshops and discussions
throughout the summer of 2008 with Subject Matter Experts (SME) across South Carolina State Government.
First, the Project Team developed detailed process flows of over 360 State
processes and then validated the information with the SMEs through surveys
and workshops. More than 40 individual workshop sessions were held with the SMEs
to review existing human resources and payroll business processes. The SMEs
represented a cross-section of individuals from agencies of varying sizes
and disciplines. The SMEs gave the project team an understanding of
how business is currently conducted at their agency. This
input provided a basis for how the SCEIS solution will be used in the
future.
The State intends to implement the following modules in
SCEIS: Organizational Management,
Personnel Administration,
Employee/Manager
Self Service (ESS/MSS), Payroll Administration,
Personnel Time Management,
Benefits
Administration, and Travel Management.
The State will implement the Organizational
Management (OM) module. OM is a component within the HR module that is used
as a tool to maintain a model of the State’s organizational structure in the
system. The OM module provides a clear picture of the State at any point in
time, past, present or future. This information allows the State to be
proactive in planning for its future human resources needs.
An organizational plan is composed of
Organizational Units, Jobs, Positions and the relationships that
link them together to create hierarchies. The hierarchies represent the State’s organizational structure,
including reporting relationships, to construct structural
security authorizations, and to set up workflows for all
functional areas. The information stored in OM is used to
propose defaults when processing Personnel Administration
actions. When an employee has been assigned to a position and
the attributes of the position are changed, an update to the
employee’s personnel records must take place in order for the
position attribute changes to take effect. The hierarchical
structure provides inheritance from the superior object, which
reduces the effort to create and maintain organizational units.
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Personnel Administration (PA) is used to set
up controls for basic pay, time related data, and employee
personal data.
Employee data can be entered and maintained using personnel
actions and transactions.
PA gives HR employees, managers, and other
verified users access to real-time employee data.
This data is viewed in easy-to-access screens.
PA is integrated with the other components of SAP HR, so
changes made in PA automatically make required changes in the
other areas (Payroll, Time Management, Travel and Organizational
Management). The State of South Carolina intends to implement
the Personnel Administration module for the purpose of
performing Human Resource functions within state agencies in
scope and within the central Office of Human Resources. Generally, the state agencies in scope will
use PA to
manage the core HR processes throughout the employee lifecycle. The Office of Human Resources will use PA to oversee and
manage centrally the state’s human resources administration
needs as required by federal and state regulations.
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SCEIS will implement the SAP Self Service functionalities. These applications will
replace the existing eLeave application and manual time
recording procedures currently in use in the state, and will
automate a number of paper-based HR and payroll
processes. These self-service applications will relieve state
resources from routine administrative tasks, allowing them to
dedicate their time and resources to more strategic initiatives.
Through an employee-centric portal, SAP HR's
Employee Self-Service (ESS) functions allow employees to create,
view and modify their personal data anytime and anywhere, using multiple
technologies. With direct access to personal information, the
employees need not contact their local HR Office to see such details
as salary statement, W4 forms, time quota accruals, etc.
Managers will use Manager Self Service (MSS) to view information for all
of their direct reports, approve leave requests and approve all
time entry including overtime.
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The implementation of the SAP payroll module
for the State of South Carolina is being performed by analyzing
the state’s payroll processing needs and the various SAP payroll
sub-modules to ensure the system will meet the state’s business
requirements and comply with Federal and State regulations.
The SCEIS implementation will
replace the state's current central payroll
system (CG Payroll) which was implemented in 1969. This
will involve the transfer of employee payroll data in support of
the timing of various agency go-live waves in order to process
payments to state employees.
Each of the requirements has been documented,
as well as how they will be
met by standard SAP functionality, including in those situations where the standard SAP system must be
enhanced to meet the requirements.
The salary structure defines the
pay grades and the basic pay codes for different groups of
employees. Exempt employees are paid a salary while non-exempt
employees are paid an hourly rate.
The payroll structure defines the pay frequencies available in the
organization (e.g. semi-monthly, monthly, etc.). In preparation
for the conversion to the new system, the State of South Carolina will
convert to four pay cycles enterprise-wide: One semi-monthly
payroll for SCEIS agencies, one monthly payroll, one annual
payroll area for the General Assembly, and one payroll area for
active non-employees. This will streamline the payroll process
and allow combined payroll processing for employees.
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Personnel Time Management provides the means
to plan, record, and evaluate an employee's attendance and absence
times. This activity captures and edits employee time entries,
documents leaves of absence and prepares entries for the state’s
payroll and retirement systems based on employee work schedule
and time worked, time off, supporting collection, approval and
distribution of time data.
Time Recording and Leave Management will be
supported in SCEIS. The Time Entry processes include the capture
of time off and working time in accordance with Agency policies.
Leave management includes the leave request process and the
management of leave balances. In both Time Entry and Leave
Management, management approvals are an integral part of the
process. Supervisors
and Managers will have real time access to their subordinate’s
Time and Leave records.
The Time Management processes will be closely
integrated with payroll, and include the automated management of
overtime that will be calculated according to the Federal Fair
Labor Standard Act (FLSA) and the State’s overtime policies. It
will automate the accrual of Annual Leave (AL) and Sick Leave
(SL), as well as other quotas based upon State regulated accrual
rules.
The system will support the application of
numerous business rules associated with the details of the time
data processing. For example: Advance Sick Leave rules, Adverse
Weather policies, Shift Differentials, Holiday pay, definition
of Overtime and Overtime payouts.
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While the SCEIS system will not act as the
plan administrator for employee insurance benefit options (that
responsibility will remain within the SC Budget and Control
Board’s Employee Insurance Program), the SCEIS Benefits
Administration component will streamline payroll deductions
between Vendor and Central Payroll processing. Employees and
Agency Benefit administrators will continue to work together as
they do today to enroll in State sponsored employee benefits
plans through the Employee Insurance Program (EIP) portal or
other EIP approved methods.
The major change will be the development of an
inbound interface from the Vendors, Employee Insurance Program
and Money Plus, to upload employee benefit relevant data. This
will ensure that data sent to the vendor will duplicate
information within SCEIS for correct benefit payroll deductions.
The same procedure will be applied for employees who enroll in
deferred compensation plans. The current vendor, ING, will
submit inbound data for employee elections and/or changes.
Again, SCEIS will not act as plan administrator for Retirement
but will serve as the source of enrollment. During hire/eligibility change, the Benefits
Administrator will select the plan option in SAP based on the
employee’s election on the standard SCRS form. A nightly audit will run against South Carolina’s
Retirement System to ensure each employee is enrolled in the
correct Retirement Plan. If needed, a manual adjustment will be made by the
Benefits Administrator.
All other enrollment forms, such as the Member
Beneficiary Form, will need to be submitted to the Retirement
Systems.
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The SAP Travel
Management module will streamline the processes of entry,
approval, posting and reporting processes for
travel claims
and will create an audit
trail through the completion of the travel expense
reimbursement, receipt submission posting, and payment. This
streamlined process will provide the State of South Carolina and
its agencies with significant efficiencies in the area of
processing reimbursement requests, thereby reducing the time
associated with the overall process. The Travel Management
module within SAP addresses the needs of accounting for an
employee’s travel expenses incurred during the course of their
official duties.
As Travel Management is
fully integrated with other key SAP modules such as Financials
(FI), Controlling (CO), Funds Management (FM), Grants Management
(GM), Human Resources (HR) and Business Intelligence (BI), the
problems associated with validation of data at the point of
entry in traditional paper-based or other systems are
eliminated. Only those travelers that are authorized through HR
Master Data to travel on behalf of the State of
South Carolina
may enter expenses. Likewise, a traveler or a travel
assistant/designee will only be able to enter expenses against
those objects that they are authorized to charge at the time of
the travel and as long as the budget exists. Data is validated
during entry, eliminating the need for many manual back office
checks. Integration with BI facilitates additional reporting
capabilities including BI standard reports and ad hoc reporting
on travel expense data.
The system will be
configured to incorporate the relevant policies and limits for
the various types of travelers. Data entry fields delivered with
the standard solution may be hidden, made optional, required or
given default values, where appropriate. This enables
flexibility yet still enforcing policy and facilitating audits.
Workflow will automate
many of the processes associated with the travel request and
travel expense reimbursement process.
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