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BOSS
PRESENTATION
Speaker: Susan Beals
Reference Number: #29767
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SPEAKER INTRODUCTION
Susan Beals
Consultant for BOSS Corporation
Functional, Project Mgmt, Design
Over 8 years with Oracle Applications
Certified Management Accountant
Oracle Fin Apps, HR/PR and Projects
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INTRODUCTION
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INTRODUCTION
Companies Change
They Buy other companies;
Are Sold;
Are Acquired
Are Merged with others;
Experience Internal Changes...
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INTRODUCTION
Many facets of your Oracle System
can be impacted when change occurs
- organizational changes, people
move and/or hierarchy restructuring
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INTRODUCTION
Further considerations are the impacts
of data loads - when acquiring new
employees from another company.
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PROJECT
BACKGROUND
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PROJECT BACKGROUND
In December 2000 TMP Worldwide (Monster.com)
purchased SPEC Group Holdings Inc. (Pittsburgh,
PA)
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PROJECT BACKGROUND
An additional requirement was to load 400
employees onto Oracle from a subsidiary
(in Tampa, FL) running on PeopleSoft.
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PROJECT BACKGROUND
The modules impacted by changes to
the organization structure included;
PA, HR, PR, AP and PO.
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SCOPE
&
OBJECTIVES
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OBJECTIVES
The Project Objectives included:
An Accurate organization hierarchy;
Ability to Grow the hierarchy, flexible;
Meet the different Year-end requirements;
Minimize process Re-design;
No Customizations, core functionality;
Minimize Conversion & Programming.
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SCOPE
The Project Scope included:
Process Reengineering - None
Customizations - Maintain Existing
Training - Not Required
System Interfaces - Maintain One
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SCOPE
The Project Scope continued:
Automated Processes to be Used:
Update employee assignments
Load new employee records (using APIs)
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CRITICAL SUCCESS
FACTORS
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KEY
ASSUMPTIONS
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Assumptions
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PROJECT
TIMELINE
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Project Timeline
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Configuration Steps
1. Create Locations All organizations require a location. The new
organizations must have locations created
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Configuration Steps
3. Rename Legal Entities
TMP had five legal entities and were eliminating
three. Two were simply renamed for continuity.
Figure 1: Old Legal Entity
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Configuration Steps
Figure 2: Renamed Legal Entity
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Configuration Steps
5. Create Chart of Account Values
Chart of account values are used by the
accounting flexfield. The new organizations require
that new values be added
Generally a responsibility of the FIN Team
Figure 3: Flexfield Value Set
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Configuration Steps
Figure 4: Value Sets
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Configuration Steps
6. Set of Books
The existing set of books included the old
company name.
Figure 5: Set of Books
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Configuration Steps
7. Create New Organizations
The new organizations must be setup and linked
to a location (see Step #1).
Organizations must also be classified as
required. If using Projects there are three
classifications to consider.
Issue Found
Classifying organizations when using both HR
Organization and Project Task Owning
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Configuration Steps
Issue Described
We setup our organization.
Classified organization as HR Organization and
completed the additional information.
Classified as Project Invoice, Project
Expenditure/Event, Project Task Owning
When all organizations were defined, they were
added into the new Hierarchy
Problem: In PA we could not see our new orgs
(after system implementation options changed)
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Configuration Steps
Issue Resolution
Searched Meta Link
Issue was raised in July 2000 with a
corresponding Bug # 1136773
Workaround available, meant all our orgs had to
be deleted from the hierarchy, classifications
disabled and then classified again, but with a
twist.
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Configuration Steps
New Setup
After removing organizations from the hierarchy.
Disable ALL classifications.
Classify the organization with all three of the project
classifications.
Add the organization back into the hierarchy
Then, classify the organization as an HR Org
Oracle Projects will now be able to see the
organizations in the project and template list
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Configuration Steps
Org Classification
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Configuration Steps
8. Create New Hierarchy
The new hierarchy was created more then once
based on the problems with Org Classification
The new hierarchy was not defined as the
primary hierarchy at this time.
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Configuration Steps
First Issue Found with People Group
Issue #1 - Loading a numeric value through API
proved difficult. We believed we could resolve
the issue, but we chose not to because of the
time constraints.
Original setup was a one segment people group flexfield.
We opted to use 99 as our value for no specific reason.
However, when there were problems loading the 99 we
simply used an alpha value - DEFAULT
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Configuration Steps
Second Issue with People Group
Issue #2 - When the programmer was updating
the assignments he could not see the Default
Value in the database.
In order for the programmer to see the value we
had to manually use this new People Group
value and commit it for one employee. Then it
was active.
May have been the same problem with our
numeric value.
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Configuration Steps
10. Create New Pay Methods
Pay methods cannot be renamed
Created new pay methods using TMP
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Configuration Steps
11. Rename Payrolls
Three Payrolls - two bi-weekly and one weekly
Payrolls can be renamed. Rather then create new payrolls, we renamed existing payrolls.
The current business design used six payrolls of these four were linked to employees.
TMP only required three payrolls that were renamed.
The three remaining were left unchanged and would not be assigned to employees.
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Configuration Steps
Payrolls - Rename, watch DateTracking
Used Update for the Payroll Rename
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Configuration Steps
12. Assign Valid Pay Methods to Payroll
The new pay methods were assigned to payrolls
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Configuration Steps
Recap Steps
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Configuration Steps
13. Employee Data Load
400 employees to be loaded.
Using the APIs available we loaded:
People information
Address
Assignment Information
Pay Method
Not included; Salary Basis and Tax Withholdings
(only because of time).
Manually added Salary and Tax Information
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Configuration Steps
14. Element Linking
Elements initially were linked with criteria - for
every element there were 20 links created.
A total of 1,978 element links existed!!
Eliminating criteria reduced links to 139!
Big Decision - End date(s) to use.
Did Bi-Weekly pay matter?
Weekly pay?
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Configuration Steps
Element Linkscontinued
The following was decided after much discussion
and consideration. We still missed a few things!
Links - End dated 16-Dec, linked 17-Dec
Assignments & Pay Methods (same dates)
Element entries - started on 17-Dec-01
These dates were for ALL employees,
regardless of their payroll (bi-weekly or weekly).
Note: Encountered employees with future dated
elements, prevented end dating. Query required
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Configuration Steps
Original Element Link - End Dated
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Configuration Steps
New Element Link - 17-DEC-01
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Configuration Steps
15. Update Employee Assignments
All active employees were impacted by the
changes made and the following information had
to be updated.
Assignment - Org, People Group, Payroll, GRE
Pay Method - Nacha & Pre Noting
A BOSS programmer was engaged to write the
update program required. We had no more then
80 hours (2 weeks) to complete this update in
PRODUCTION!
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Configuration Steps
Updating Issue
The end date issue alluded to for assignment
linking soon became apparent.
Assignment Dates mattered for weekly and biweekly employees.
Recap: 2001 Payrolls
Weekly 2001 Final Pay = Dec 23
Weekly - 24-Dec-01 Assignment start
Bi-Weekly 2001 Final Pay = Dec 16
Bi-Weekly - 17-Dec-01 Assignment start
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Configuration Steps
Updating Issue
The programmer included this requirement into
his program.
Note: Found another issue with employees linked
to the former IT Solution Payroll which is
discussed later.
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Configuration Steps
Assignment Screen - after update
The from date is not 17-Dec-01 - another issue for IT Solution EEs was not found until the 2001 final payroll run.
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Configuration Steps
16. Update Employee Pay Methods
All active employees pay methods were updated on
the same date as their assignment.
Issue was what to do with pre-noting?
This is not a database item a programmer can easily
update. To avoid support issues the programmer did
not update this field
Instead HR Specialists manually pre-noted all active
employees (1300). This only took 2 hours however, in
hind sight, this was not the best decision we made.
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Configuration Steps
Original Pay Method Setup
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Configuration Steps
New Pay Method Setup
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Configuration Steps
Pre-Note Issue
In our eagerness to not interrupt payments to
employees we opted to issue pre-notes.
The problem - the update, employees bank
information was loaded incorrectly (human error) and
some employees received multiple deposits, others
received none.
As it was we had less then a 5% error margin, only 70
employees impacted at a cost of $30K
Had we let Oracle do the pre-note for us we would
have found this problem.
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Configuration Steps
17. Final 2001 Payroll Run
Final pay runs for the old information were
processed for bi-weekly and weekly, one snag.
When it came time to process the NACHA for the old legal entity IT Solutions we
ran into a problem. The system was looking for this Legal Entity on the Pay Date,
24-Dec (pay date). It was not linked to EEs. We end dated on 17-Dec.
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Configuration Steps
18. Element Entry (Employees)
When the element links were end dated the elements
were end dated on the employee element entry screen.
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Configuration Steps
Batch Element Entry Example
Watch Your Date Tracking!
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Configuration Steps
19. Set Primary Hierarchy
After the final payroll for 2001 completed the
primary hierarchy was set on the new structure
At this point the financials, particularly Project
Accounting continued to point to the original
hierarchy for year-end processing.
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Configuration Steps
20. First Payroll for 2002
Ready to process the first payroll of 2002, using the new
organizations, hierarchy, payrolls and the GRE changes.
We believed that the majority of our issues had already been found.
We also reduced the issues because we renamed many of the
fields.
Issue encountered - Wage Attachments. This was the direct result of the setup
of garnishments and having multiple Priority 1s on an employees pay
method.
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Configuration Steps
21. Year-End Processing
The financial group was now beginning their
year-end processing.
After the 2001 closing the modifications would
be made to Project Accounting.
It should be noted that those things that could be updated in PA were - for example
Auto accounting rules
Burden schedules
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Configuration Steps
22. Disable Org Classifications
The classifications for the old organizations could
be disabled. Removing the check mark.
Organizations could be end dated.
Note: TMP opted to delay this step until Mid-2002. This was decided in the event
of any information in the interface tables that had to be imported from any subledgers.
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Configuration Steps
23. Close Projects
Projects that were not going to be required for
2002 could be closed (part of year-end process)
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Configuration Steps
PA - System Implementation Options
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Configuration Steps
25. Burden Hierarchy
The burden hierarchy includes those organizations
that can be included in burden schedules.
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Configuration Steps
26. Burden Structures
The burden structures were created at SPEC to
apply additional costs to work performed.
The burden structures were named with SPEC.
The mandate we used was change SPEC to TMP
where the system permitted.
Burden structures that have schedules attached cannot be renamed.
Therefore we left them with the original naming convention.
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Configuration Steps
27. Burden Schedules
The burden schedules names were left alone
There were two options for changing the existing schedules:
End date existing schedules and create new ones using
the new organizations or;
Add the new organizations into existing schedules
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Configuration Steps
Burden Schedules - Old & New Orgs
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Configuration Steps
28. Non-Labor Resources
There was only one non-labor resource. Like the
burden schedules, rather then end date, we
simply added the new organization.
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Configuration Steps
30. Change Project Organizations
Projects spanning 2001 and 2002 were pointing
to the old organizations
The project and task organizations had to be
changed.
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Integration Testing
Modules continue to work with each other
Roster continues to function
Reports can be run after changes
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We hoped that the updated information from the form would over write
the AP address and eliminate whatever was causing the problem.
It didnt work!
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LESSONS LEARNED
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Lessons Learned
Summarized and Simply Stated:
Let Oracle functionality operate as designed, dont try to shortcut to avoid impacts.
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ABOUT BOSS
Web Site: www.bosscorporation.com
Phone: (770) 622-5500
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BOSS Overview
About BOSS, The Company:
Founded in 1995 to create Better Organization Service Solutions.
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BOSS Overview
About BOSS, The People:
Involved with more then 15 Oracle Application 11i
projects - implementations and upgrades.
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BOSS Overview
About BOSS, Our Next Event
BOSS Training at Spring OAUG - Toronto
BOSS 11i Training: Install & Administer Workflow.
BOSS 11i Training: Oracle Training Administration.
BOSS 11i Training: Oracle Advanced Benefits.
BOSS Panels
Customizations, CRM and Public Sector
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QUESTIONS
&
ANSWERS
Email: susan.beals@bosscorporation.com
Cell Phone: (416) 433-2292
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