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Human Resources and Payroll Project

FAQs

Read below for important and frequently asked questions about the HR/Payroll Project. Use Service Now if your questions are not addressed or you need additional clarification.

General

PeopleSoft is software that helps people serve their customers better. The system that is being developed with the HR/Payroll Project will automate some processes that now involve paperwork – and this will reduce errors and delays. It will allow various systems to communicate better – so there will be a reduced need to go to multiple systems for key information. It will give us an advanced capability for service built on best practices and proven functionality that better meets our business needs – and is more effective at supporting a major top-tier University over the long term.

USC is working with an implementation partner, IBM, to develop the new system. IBM brings a strong track record of successful PeopleSoft implementations with many leading organizations.

Some of the benefits of this new system are:

1.    Integration across the systems (Banner, PeopleAdmin, PeopleSoft Finance, and PeopleSoft HR/Payroll

2.    Streamline some of HR, Benefits and Payroll business processes

3.    Replace outdated administrative systems with an advanced system that is reliable and can grow as the  University grows

Phase 1: HR, Payroll, Benefits and associated self-service functions for employees and managers

Phase 2: Time and Labor, Absence Management, and associated self-service functions for employees and managers

Use the Service Now link on the landing page of the HR/Payroll Project website to ask questions and share any concerns.

Students, faculty, and staff – everyone at the University. For most people, the biggest Phase 1 changes will involve self-service. With employee self-service, for example, all employees will need to go in to request/update personal information. Managers will use manager self-service to access and manage comprehensive information about their direct reports.

PeopleAdmin will not change with the new system. It will continue to be used for creating position descriptions, postings, hiring proposals, and onboarding. Reclassifications, promotions, demotions, and reassignments will also continue to be processed through PeopleAdmin as they are today. An interface is being created so that select information is fed from PeopleAdmin to PeopleSoft, but this communication will happen automatically, without requiring additional knowledge or keystrokes.

No, PeopleAdmin and PeopleSoft are two different products. An interface is being created so that select information is automatically fed from PeopleAdmin to PeopleSoft.

As a faculty member, you will use employee self-service to access and update personal information. In some cases, some faculty members might need to go into PeopleSoft to approve specific transactions.

Yes, testing will begin toward the end of July with system integration testing, to confirm that the full system is functioning as designed. Once confirmed, we will move on to user acceptance testing to give people who do the work an opportunity to test the system.

To be sure people are paid on time and accurately, parallel testing will be used to run the Payroll numbers with the old system and the new system side by side, to confirm the outputs are aligned.

We have not entered the design phase for Time & Labor, so we have not finalized what our configuration will be. An employee’s supervisor will have access to approve an employee’s timesheet. We will also be able to set up timekeepers for departments. We still need to assess the best design to meet end user requirements without customization. At this time, we cannot say if a department will have more or less approvers than today. (August 2018)

HR: As we work with security in the months ahead, various HR roles will be defined for the University, including campus level HR coordinators. Users who are authorized/assigned these roles will be granted appropriate access to review employee HR information.

Benefits: Authorized Benefit Administrators who also have access to SC PEBA systems to administer employee benefits will have access to review their employees’ benefit enrollments and associated benefit deductions.

Payroll: As currently planned, only payroll processing screens will be available to the Payroll Department. However, most pertinent information concerning how an employee is paid is available on HR pages, and access to those pages will be determined by HR. (August 2018)

Non-standard forms will not be permitted as attachments in PeopleSoft. Executive Leadership is committed to making all HR/Payroll processes more efficient and believes that up to four levels of approval on all transactions is sufficient.

However, Attachments will be an option in many of the transactions in PeopleSoft. In some cases, specific documentation will be required to complete a transaction. (August 2018)

A list of transaction processing blackout dates will be generated closer to Go Live in concert with Cutover-related activities.  This information will be communicated to the University community as soon as it is available. (August 2018)

All required documentation will be captured as a part of the solution. Pre-defined document types will be uploadable and retrievable. The location of specific document types, and the systems used to retrieve them, are being finalized. Regarding the phrasing of the question: “All documentation” is a very broad requirement and is not being considered. Our goal is to have the ability store and retrieve all of the pertinent documentation that people need to perform their job duties. (August 2018)

Data from 1/1/2018 forward will be converted for active and terminated personnel. To access historical data (data prior to 1/1/2018), the user community will be able to utilize the tools they have today to view (not update) historical data. The mainframe decommissioning project will soon be developing strategies to move this data from the mainframe to a more sustainable location that can be accessed for historical records. (August 2018)

Beginning in April 2019 with Go Live, Data Warehouse will be available only for historical HR data. Data Warehouse reports are being replicated in the new PeopleSoft system – and will be available through query or other tools. The look of these reports will be a bit different in terms of format and appearance, because they are being generated by a different system, but all of the requested data will be there. In terms of how people access queries and reports in PeopleSoft, this is still being determined. (August 2018)

Communication

The team will use a variety of approaches to keep people informed, including:

* Targeted emails to people whose work involves HR, Benefits, and/or Payroll.

* HR/Payroll Project website: sc.edu/hrpayrollproject

* Project-related videos posted in the Twitter feed at the project website

* Library of one-pagers – see the Informational Toolkit at the website

* Important project information will be shared with key stakeholders in meetings and then circulated to others

Throughout the project, there are activities and opportunities that actively seek input. Included are:

* Requirements-gathering sessions were conducted in January.

* The project’s Change Management Team will visit the various campuses multiple times during the project to provide information, answer questions, and get input in person.

* Conference Room Pilots are “design review” sessions in which the preliminary designs of the future processes are demonstrated – and participants can provide feedback and ask questions. This input is then used to refine the designs.

* Service Now will be used so that people can ask questions and provide input.

* An Advisory Group has been established to channel knowledge and experience into the project.

  

Training

End-user training will be tailored to the learning needs of each audience. Employees will work through practical and relevant situations as they explore their specific role in the new system. Most importantly, training will provide employees with the confidence they need to do their jobs well on day one.

We will use a just-in-time training approach to provide training right before you use it on the job, so you get immediate hands-on practice and reinforcement.

To prepare for the new system, we will create training to make employees feel as though it were developed for their job alone. Role-based training ensures that the right training is provided for the right role, and that training is well aligned with the University’s business processes.

The selected training approach for each role-based course will be based on audience need, size, complexity of the content, and course length.

* Classroom Setting: Instructor-led training with hands-on exercises in a PeopleSoft training environment will be used to reinforce the learning.

* Adobe Connect: Used to deliver role-based training to larger audiences. A recorded version is produced and made available for those who could not attend. 

* On Demand eLearning: Job aids and online simulations will be ready for use at your desk when needed. 

* Refresher Sessions: Training opportunities will continue to be offered after the new system is implemented.

Hands-on exercises in a PeopleSoft training environment will be created for the more complex roles to help reinforce the learning. Overall, a variety of training delivery methods will be used. The selected method for each role-based course will be based on audience need, size, complexity of the content, and course length. 

We will use a just-in-time training approach before go live to provide training right before you use it on the job, so you get immediate hands-on practice and reinforcement.

After go live, refresher training opportunities will be offered on a regular basis. On-demand eLearning in the form of job aids and online simulations will always be available on the project website sc.edu/hrpayrollproject for quick reference.

You will receive training right before you use it on the job, so you get immediate hands-on practice and reinforcement. Training for the new system will be role-based training, to ensure that the right training is provided for the right role, and that training is well aligned with the University’s business processes.

Targeted training communications will be used to let you know that you have been identified as someone who needs training in the new system.

Payroll

Time entry will not change April 2019. Users will continue to enter time into ITAMs through Phase 1. The PeopleSoft system will pull time records from ITAMs – to be used for payroll processing. Also, the PeopleSoft system will send employee info back to ITAMs.

However, it is important to note that this interface will only be temporary. Phase 2 includes Time & Labor (time reporting), Absence Management, and all of the self-service functions that go with it. When this is implemented, ITAMs will no longer be needed.

Yes, you will use employee self-service to view paystub information.

At Go Live, departments will be able to make account changes via an e-form. This form will have workflow that will route to necessary departmental approvers and the Grant Funds Management department (if necessary). The approved form will be routed directly to Payroll for entry. (August 2018)

No, we will not share the Direct Deposit information between Payroll and Travel & Expense. We will convert the current Direct Deposit information in the mainframe at the time of the cutover to PeopleSoft. If employees have credit union deductions, they will have the opportunity to set those up as Direct Deposits before the first PeopleSoft paycheck is issued. (August 2018)

 

The current process of changing deductions will still be in place. (August 2018)

 

Journal entries will still be entered in Columbia. However, an Electronic Personnel Action Form (ePAF) will be available that includes online approvals that will be routed to Payroll. (August 2018)

All employee data should be accurate as soon as possible because it affects the current payroll. Also, we are pulling data periodically for conversion and parallel testing each month before we Go Live. (August 2018)

The project team is designing a solution similar to the current General Accounting Intranet that will display salary and fringe by person and will be housed in PeopleSoft. Queries will also be available. (August 2018)

Human Resources

Many of the job transactions that are now done manually with paper forms will be automated and done on-screen with the new system. One prime example is PBP-4/5 (Miscellaneous HR Action Form for Non-Students). Used for job changes, the paper form will be replaced by an on-screen form that pre-fills with key information – and feeds newly entered information directly and immediately into the system for quicker processing. Other examples include PBP-7-LWOP (Leave Without Pay), PBP-7-Sep (Notice of Separation), PFP (Pay for Performance), and the Bonus form – all of which will be processed online.

There will be an integration between PeopleAdmin and PeopleSoft for position description data. 

Regarding the impact this will have on position descriptions that may be incomplete or that do not exist today, please see the following memo sent to HR and Business Contacts on August 15, 2018, by Ciji Tolbert, HR Classification and Compensation Manager.

RE: Filled Position Descriptions to be Established in PeopleAdmin

It is recommended that position descriptions for all active staff, research grant (RGP), and time-limited (TL) employees be entered into PeopleAdmin prior to the PeopleSoft implementation in April 2019. 

The PeopleSoft Project Team is working to create a new process that will integrate position description (PD) modification requests between PeopleAdmin and PeopleSoft. This new process will make things easier by eliminating the need for HR to create PBP 4/5 forms for Payroll processing after position descriptions are approved. 

To prepare for this integration, we recommend you establish position descriptions in PeopleAdmin for all active staff, research grant (RGP), or time-limited (TL) positions before PeopleSoft is implemented in April 2019.  

To help with this process, we have compiled a list of active employees as of July 2018 whose position descriptions do not currently exist in PeopleAdmin. The list is separated by responsibility code and will be available in the HR Dropbox as of August 22nd.  

We have also created a new field in PeopleAdmin on the Create New Position Description request form for “Priority”. Please select “Reestablishing Existing Filled Position” for this field. This will help us prioritize new positions from existing ones. 

While we strongly recommend you complete this step prior to PeopleSoft implementation, it is not required. If you choose to wait until post implementation, the process will be the same, but it will take longer because you will need to establish the position description and also obtain approval before you can submit a request to modify it. 

A tip sheet including this information is also available on our website. Should you have any questions, please contact 777-3111.  

Thank you for your continued cooperation as we move closer to implementation. (August 2018)

Yes, it will be possible for a position to remain the same when it is vacated in PeopleSoft. However, the process of FTE Management, which is required for HR Operations and Services to perform to remain in compliance with the State, may continue to cause positions to be changed. This process is required today to ensure appropriate management of FTEs and will continue to be required after go-live. (August 2018)

We are currently working to finalize design of supervisory and Department change requests. In today’s world, there are multiple ways these changes can be made (PBP 4/5, ITAMS, PA, etc.). We are working to determine how many avenues will be available after go-live. At a minimum, these changes will continue to be made on any modify position description action in PeopleAdmin, which will feed to PeopleSoft through the nightly interface. (August 2018)

In Finance, department approvals are pooled by approval roles. If there are multiple approvers for one department, it is first come first serve as to who can approve a transaction. We recommend that you evaluate your list of approvers with the Controller’s office or amend business processes as necessary.

HCM will share the department table (department IDs) with Finance, but it will have its own Department Tree for HR business processes. (August 2018)

 

Yes. e-Verify will still be required for student hires. (August 2018)

We have reached the point in the project where role-based security is now being defined. All personnel who need access to PeopleSoft to successfully perform their job requirements will be provided access. School of Medicine leadership will be consulted to assure accurate assignments. (August 2018)

Yes, the University will be using I-9 Advantage as our electronic I-9 system for all employees, including students, in the near future. Currently, I-9 Advantage is used for all faculty and staff employees. Communications from HR/Payroll will be forthcoming to provide further details. (August 2018)

As of August 2018, the team is working toward providing this functionality. This is subject to change before final implementation. (August 2018)

Employee Self-Service

You will use the system’s employee self-service to:

* Update personal information

* Add multiple direct deposits

* Request/print W-2s

With self-service functions in the new HR/Payroll system you will be able to:

* Request/print an electronic W-2

* Set up multiple direct deposits

* Update personal information — all in one online location

Visit the Overview page on the HR/Payroll Project website for more information.

All primary Direct Deposit accounts will be converted from the mainframe to PeopleSoft, so employees will not have an action for Go Live for their primary banking account. However, with the implementation of PeopleSoft, employees will be able to have multiple bank accounts.

If you currently have credit-union deductions, with part of your pay going to a credit union, please note that all credit union deductions will cease with the paycheck issued on March 29, 2019. If you want to continue having part of your pay go to a credit union account, you will need to set up a second direct deposit account specific for your credit union amount. This is especially important if you use this credit union account to pay on a mortgage or car loan. April 5 is the deadline for updating your direct deposit information in the new system, for it to be reflected in your April 15 paycheck. (March 2019)

Employees will access PeopleSoft HCM using their USC ID and Password via a web URL. A separate login process will be required for PeopleSoft HCM and for PeopleSoft Finance. If/when a Portal solution is developed, it would be possible for either a Finance user or an HCM user to access the desired PeopleSoft application via a hyperlink from within the Portal. (August 2018) 

 

There will be a “person sync” from PeopleSoft HCM to PeopleSoft Finance. Therefore, an address change in HCM would update Finance. (August 2018)

 

Benefits

Benefit deductions are prorated to cover the summer months for academic employees who work over a 9-month period. However, advance deduction of premiums does not guarantee continuous coverage during the summer if the academic employee separates from employment at the end of the academic year. When this occurs, benefits end the first of the month following the last day worked, e.g., June 1 and overpaid premiums are refunded. 

For Adjunct Faculty, which is no different from today, a business process determines eligibility to continue insurance coverage during the summer. In PeopleSoft, if the Adjunct Faculty member is expected to return in the fall and meets the course equivalency under ACA, but is not teaching over the summer, their job record will be listed as “Terminate with Benefits” (TBN) with reason (EBE – expected benefits eligible). This will help with reporting and variances with PEBA records (active on state coverage but separated from USC). 

If an Adjunct Faculty member is not actively employed in the summer, he/she will not appear in the organizational chart. FTE faculty remain active during the summer and should appear in the org chart. (August 2018)

Yes, campus benefits administrators authorized to perform benefit transactions with PEBA (trained, etc.) will have access to review employee benefits – a current benefits summary that also includes a tab for benefit deduction summary. About benefit deductions, latest deductions in this section will only display for benefit plans (employee and employer cost shares, if applicable, will show) . (August 2018)

Since USC will be integrated with PEBAs retirement system, member demographics will be sent to SC PEBA Retirement to update PEBAs records (EES) for all members, except retirees. For state retirees working at USC the file will trigger notification to a working retiree to confirm the change(s) with PEBA, but it will not be updated until then, since the system of record for retirees is PEBA. 

At this time, PEBA maintains two separate systems for retirement and insurance, which are not integrated. Since we are unable to integrate with PEBAs insurance system at scheduled go-live, address changes for insurance subscribers will have to be submitted using a paper form as they are today. In the future, as PEBA becomes more integrated, we hope to have one business process for retirement and insurance. (August 2018)

At this time, PEBA Insurance is unable to integrate with USC on insurance enrollments. Without integration, it is possible that our systems may be out of sync at times; however, we expect discrepancies to be resolved promptly. New hire enrollments, through an on-screen e-form, will automatically update PeopleSoft Base Benefit data tables and corresponding benefit deductions upon employee submission and Benefit Administrator approval, if covering dependents. However, the Benefit Administrator will have to enroll the subscriber in SC PEBA EBS in a timely manner and then continuously follow-up to ensure that the enrollment was processed on PEBAs end without rejection. The USC Benefits office also hopes to build a report to reconcile enrollments.

The payroll department reconciles the monthly PEBA bill to employee deductions and strives to make corrections as quickly as possible. There were issues with the reclassification of employees from Temp to FTEs earlier in 2018 that caused downstream errors in payroll and ITAMs. These issues have been resolved and employees’ pay has been corrected. (August 2018)

Human Resources and Payroll Project


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