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» Year One Deliverables and Improvements

We take great pride in announcing the completion of our year one deliverables. This marks a significant step toward operational excellence and strategic growth. This is what we have completed so far:

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Project Deliverable	Improvement	Scope of Impact
Compensation budget data has been loaded into the HCM system at the position or position pool level, depending on the position type.	Operating Fund budget data has been reconciled between FS summary numbers and HCM position/pool numbers. The HCM system can now act as the "source of truth" for both position level budget data and budget pools, replacing multiple offline spreadsheets and databases. This establishes the groundwork for ongoing design and development of budget vs actuals reporting that can drill down to position details.	1900 + position budget entries. 100 + pool budget entries.
The system has been configured to calculate compensation encumbrances for budgeted positions at the position level.	This provides the means to predict future compensation expenses and alert budget managers right away to positions or pools that appear to be underfunded.	3000 + active positions will have encumbrances calculated.
Management of positions funded by Federal Work Study (FWS) award has been streamlined.	FWS details can be extracted from Campus Solutions and uploaded to HCM, eliminating manual review and data entry. FWS funding amounts will be limited automatically, eliminating the need for manual review of remaining funds and cost transfers of compensation exceeding funds. FWS funding is now tied to individual students, eliminating the manual effort to move students between positions to change funding source.	800 + students had FWS funding in Fall 2023.
Management of positions funded by grants has been streamlined.	Grant amounts and end dates are being included in funding detail; this will automatically stop expense entries to grants without additional intervention. Manual entry of cost transfers related to grant amounts or end dates will no longer be needed.	315 + funding lines.
The budget conversion process prepares the groundwork for PS HCM to configure and deploy future automated solutions and reporting.	A budget upload process was created for conversion purposes; with minor updates, the process can be leveraged to automate the upload of any/all funding updates in the future.	Nearly 1400 funding entries made during FY23.
Retro distribution processing streamlines funding changes.	As budget managers identify the need for backdated funding changes (within the fiscal year), those changes can automatically generate the accounting entries needed to move prior expenses to the new funding.	Nearly 800 backdated funding entries made during FY23.

Project Deliverable	Improvement	Scope of Impact
A new set of Jobcode values that supports delivered default functionality while reducing the complexity of selecting the proper value when managing positions & jobs.	The Jobcode structure and ratio of jobcodes to individual positions are now aligned with both Career Compass and PeopleSoft best practice.	367 Jobcodes inactivated; 268 Jobcodes active.
	The new set of Jobcode values, along with the other attributes from the job classification design of the Career Compass, allow for positions in PS HCM to be cross-walked to other systems that rely on position management, like PeopleAdmin, JDXpert, and Payfactors.
	Moving from Roman to Arabic numbers in codes eliminates problems with field length limit and allows for future progression within the job codes when appropriate.

Project Deliverable	Improvement	Scope of Impact
Positions that are no longer in use have been inactivated; employees in "inactive assignments" and not paid for an extended period were terminated.	This lays the critical groundwork for accurate reporting about the institution's workforce and vacancies.	2100 + positions inactivated between Mar 1 and May 31 nearly 1400 employee records terminated or placed in inactive assignment.
Positions that were previously recorded as "reporting to" time approvers have been revised to reflect true reporting relationships.	Allows for the automated generation of organization charts. Lays the groundwork for Manager Self Service workflow.
Student positions are redesigned to eliminate the work of moving student employees into the appropriate FWS or non-FWS jobs based on the availability of the students' FWS award balances.	The FWS streamlining enhances user experience by minimizing the number of positions in use, and student employees remain in the same position throughout the academic year even when they have exhausted their FWS award amounts.

Project Deliverable	Improvement	Scope of Impact
Delegation of time approval has been moved from Position/Job data to Time and Labor workflow.	Provides a separation of time approval delegation from expense approval delegation. Provides visibility of time approval delegations. Supports the accurate reflection of reporting relationships within Job information.

Project Deliverable	Improvement	Scope of Impact
Values no longer in use have been inactivated; needed values have been added.	This simplifies the selection of proper values and sets the groundwork for the configuration of Manager Self Service.	38 values inactivated; 15 values added.
	Leads to more accurate data entries and reporting.

Project Deliverable	Improvement	Scope of Impact
Business Process maps for processes impacted by new functionality.	Business Process Flow Maps were created for those business processes impacted by the above deliverables. These will be critical inputs to a later comprehensive Business Process Redesign.	38 values inactivated; 15 values added.
	Quick Reference Guides (QRGs) were created with step-by-step detailed instructions for all newly implemented functions.
	Detailed technical specifications were created for each bolt-on development.