SHARP-Shooter August 2003
End of Project
As of 8AM Wednesday, June 18, 2003, the new PeopleSoft version 8.0
of the SHARP system opened for business. Just one week later, employee
self-service features were made available to the entire state workforce.
Since that time, we’ve processed 3 on-cycle payrolls for both the agencies
and Regents Institutions, and over 17,000 state employees have accessed
the employee self-service features of the system – a number that continues
to grow each day. Not a bad start!
As director of the SHARP 8.0 upgrade project, I’d like to use this space
to send out a belated thank you to all of you who made our project successful.
As this is my last column, and the last official SHARP-Shooter (see
below), it only seems fitting to pay tribute to all the work that’s
gone in to get us here today.
To all the people who work with the SHARP system, both here in the
Department of Administration and across state government, I’d like to
express my sincere appreciation and tribute for a job well done. The
project itself, due mostly to its part-time nature, actually began in
one form or another almost two years ago! I’ve said many times that
I’m humbled by the dedication of the state employees I’ve gotten to
know and work with on the project, and by the great amount of effort
I know goes on behind the scenes, day-in and day-out to implement a
project of this size, all while keeping the current system and processes
running. We recently held a reception for project team members at the
State Capitol building here in Topeka where both Secretary Fricke and
Governor Sebelius made note of this contribution to creating a “21st
century workplace” here at the State. It’s the quality, experience,
and “can-do” attitude of the people – both centrally and at state agencies
- that have made this project a success.
The SHARP implementation and upgrades have a long history in the Department
of Administration stretching back to 1994, each one introducing new
capabilities and a wide variety of information and new procedures that
needed to be communicated to users across the state. The names on the
masthead may have changed, and new technologies have come and gone,
but the SHARP-Shooter has served as an efficient delivery method for
news and updates of concern to all system users.
As time has passed, the use of email by state employees has become
more widespread (email access is now a requirement for SHARP users),
and the need to wait for updates and share information “all at once”
no longer exists. As a result, we have decided that this issue will
be the last one for the SHARP-Shooter - from now on, our updates will
occur to the SHARP Infolist email list. My special thanks to all the
folks who have been involved in producing this newsletter over the years
– again, a part-time job, but one that’s produced some interesting and
informative issues. For those who are new to the State, or want to catch
up on past issues, the archive will remain available at: http://da.state.ks.us/sharp/.
If you’re not on the email list, you can also drop by that address to
sign up.
Finally, as we officially disband the most recent upgrade project,
I want to thank everyone here in the Department who have been so supportive,
whether they were taking over work from fellow staff members so they
could focus on the project, or the team members themselves who put in
countless hours of overtime, spending time away from family and friends
to meet a deadline, or put the finishing touches on an article for some
project communication, like the SHARP-Shooter! I am proud to have had
the chance to work with you, and hope to do so again in the future.
Somehow I’m sure we’ll meet again.
Printing Employee Self-Service Paycheck Data
Printing Employee Self-Service Paycheck Data
Several employees have contacted us regarding two issues they have experienced
when printing their paycheck data from the Employee Self-Service Center.
In some cases, employees reported that some of the data on the right-hand
side of the paycheck data is cut off and does not print. Employees also
noted that the paycheck data prints on two pages but they want it on
one piece of paper. We have identified a solution for each of these
issues.
Print Margin – To resolve the issue of data not being printed on the
right margin, change the left and right printer margins to 0.25”. With
the paycheck data displayed, click on “File” on the menu bar and select
“Page Setup” from the menu displayed. Change the left and right printer
margins to 0.25” and click on the “Save” button. This will permanently
change your printer settings when using your browser. You can verify
this change will allow all data to be printed by selecting “Print Preview”
before actually printing the data.
Print on Single Page –Paycheck data can also be printed on a single
page if your printer supports the printing option that follows. With
the paycheck data displayed, click on “File” on the menu bar and then
select “Print” from the menu displayed. Click on the “Finishing Tab”
at the top of the print dialogue box. In the “Document Options” box,
set the “Pages per Sheet” to “2” and click the “Print” button. The two
pages of the paycheck data will be printed side by side on one sheet
of paper. This approach will result in smaller print which may be an
issue for some employees. This printer change is temporary and will
only remain in effect until the browser has closed.
Payroll Funding Notice
The Department Budget Tables provide an option to use the funding
for earnings as the default for deductions and taxes. To use default
funding for deductions and taxes, users set the Default Funding Source
Option to Earnings on the Department Budget Date page. It was anticipated
that this new feature would save time for agencies that establish new
funding or make funding changes on a regular basis.
However, the Payroll Section has determined the programs that establish
the default funding for deductions and taxes are currently working only
when new funding is being added through the Add a New Value mode. When
changes are made to existing funding for earnings, the default funding
for deductions and taxes are not being updated even though Earnings
was set as the Default Funding Source Option. In cases where funding
is being changed, agencies will have to enter the funding changes for
deductions and taxes.
A work request has been submitted to correct the programs so that default
funding can be used for deductions and taxes when changes are made to
existing funding. When the changes have been made, SHARP Users will
be notified through the SHARP Infolist.
SHARP 8.0 Recruitment Tips
How To Avoid Duplicate ID Numbers
To avoid creating duplicate Applicant ID numbers please check Applicant
Data records in Recruit Workforce and Personal Data records in Administer
Workforce before entering an applicant’s Personal Data information and
assigning a new Applicant ID number.
Listed below are several options for finding existing applicants and
employees:
Home > Develop Workforce > Recruit Workforce (GBL) > Use > Applicant
Data
Home > Administer Workforce > Administer Workforce (GBL) > Use > Personal
Data
Home > Administer Workforce > Administer Workforce (GBL) > Use > Name
Search
Home > Administer Workforce > Administer Workforce (GBL) > Inquire >
Search by National ID
Applicant Data in Recruit Workforce and Personal Data in Administer
Workforce are now stored on two separate tables.
AN Employee ID number will ONLY show up in the Recruit Workforce pages
in SHARP 8.0 if that individual has previously applied and been associated
to a requisition.
If you locate an Employee ID number that does not appear in any of the
Recruit Workforce pages you must add it to the Applicant Data information
to create an applicant record.
To do this go to:
Home > Develop Workforce > Recruit Workforce (GBL) > Use > Applicant
Data
Choose: ADD A NEW VALUE
Enter the Applicant ID: Use their existing employee ID number
Enter the Employee ID: Use their existing employee ID number
NOTE: It is very important that you enter the Employee ID number in
the Applicant ID field or this employee will be assigned an Applicant
ID in addition to their Employee ID.
· How to Select Correct Job Requisition Posting Dates
Home > Develop Workforce > Recruit Workforce (GBL) > Use > Job Requisition
Data
Remember: SHARP 8.0 allows you to future date your job requisitions.
If you want your requisition to POST to the Notice of Vacancy report
that is updated daily at approximately 8:00 PM (Monday through Friday)
please use the calendar date of the day that you are entering your requisition
in SHARP. Also, please remember to click on “OK to POST”.
How to select Correct Posting Type
Home > Develop Workforce > Recruit Workforce (GBL) > Use > Job Requisition
Data
The posting type that you select first (Example: External) in Sharp
8.0 will be the posting type that is posted to the Notice of Vacancy
Report.
You only need to select one Posting Type.
Hiring a Temporary 999 hour position or Unclassified Position when
no job requisition number has been assigned
If the individual you are hiring does not have an Applicant or Employee
ID number, Choose Hire and then ADD A NEW VALUE in Administer Workforce.
The system will assign an Employee ID number
Home > Administer Workforce > Administer Workforce (GBL) > Use > Hire
Entering Offer Accepted in Applicant Activity
This is a crucial step that you will need to follow that allows your
requisition to reflect "Filled" status
Home > Develop Workforce > Recruit Workforce (GBL) > Use > Applicant
Activity
Click on "OFFERS TAB" in Applicant Activity then scroll down to Offers,
click on RESPONSE TAB under *Response scroll and Click on Accepted.
Then click on Save
Applicant Process Enhancements:
Changes to Applicant Summary Report
The Applicant Summary Report located in Recruit Workforce has been
updated. To remove the Disabled Veteran's column from the report. Since
the elimination of the skills registration and point process all applicants
certified as veterans will be offered an interview for any vacancy for
which they meet the minimum requirements. Therefore, a separate distinction
for disabled veteran no longer exists.
Home > Develop Workforce > Recruit Workforce (GBL) > Report > Applicant
Summary
Changes to Job Requisition Data Screens
The second change relates to the Job Requisition Data screens. Two
existing fields on the Job Details page are now enterable. Agencies
now have the ability to enter the 'From Grade' and 'From Step' when
establishing job requisitions in SHARP. This gives agencies the flexibility
to indicate a higher beginning rate of pay when needed for recruiting
purposes. The current pay grade assigned to the Job Code will automatically
default into the job requisition.
Home > Develop Workforce > Recruit Workforce (GBL) > Use > Job Requisition
Data
Please refer to the CBT Training information on Recruit Workforce located
at: http://da.state.ks.us/sharp/
Employee Earnings and Deduction Balances
Employee earnings and deductions balances can be obtained from the
KPAY318, Year-To-Date Balances, report or by looking up the balances
on-line in SHARP. Generally, using the KPAY318 report is the easiest
way to obtain balance information. Information about each method of
obtaining balance information follows.
KPAY318 Report –This report displays calendar year-to-date balances
for earnings, deductions, employee taxes, and arrears balances for an
employee. Year-to-date amounts are shown for each earnings, deduction,
and tax type with totals for each category. If an employee has multiple
employee record numbers, earnings are summarized for all record numbers.
If an employee has multiple benefit record numbers, deductions are summarized
for all benefit record numbers. Separate deduction balance amounts may
display for the three deductions (Group Term Life Insurance – Legislators;
KPERS Buyback Non-Legislative; and Group Term Life) that were converted
from general deductions to new plan types in 8.0.
Agencies can generate this on-line report as needed. The report can
be requested using the following path: Home>Compensate Employees>Maintain
Payroll Data (US)>Report>Year to Date Balances. At least three calendar
years of data are available.
View Earnings Balances On-Line – Earnings balances are accumulated in
SHARP by calendar year and employee record number. An earnings balance
record is created for each calendar year and employee record number
combination. Within each record, data rows are created that display
for each quarter and month the year-to-date, quarter-to-date, and month-to-date
balances for each earnings code. To view balance information, use the
Period Information “Show Next Row” or “Show Previous Row” buttons to
select both the calendar year and the employee record number to view.
Then scroll through the Earnings Balances rows to find the desired period
and earnings code. If an employee has multiple employee record numbers,
you may need to review each employee record number to determine the
total earnings code balance for that employee.
Employee earnings balances can be viewed in SHARP by using the following
path: Home>Compensate Employees>Maintain Payroll Data (US)>Inquire>Earnings
Balances. At least three calendar years of data are available.
View Deduction Balances On-Line – Deduction balances are maintained
in SHARP by calendar year with a separate record being created for each
year, and benefit record within that year. Within each record, data
rows are created that display for each quarter and month the year-to-date,
quarter-to-date, and month-to-date balances for each deduction code.
To view balance information, use the Period Information “Show Next Row”
or “Show Previous Row” buttons to select the calendar year to view.
Then scroll through the Deduction Balances rows to find the desired
period and deduction code.
When an employee with multiple benefit records has a deduction changed
from one benefit record to a second benefit record, SHARP begins accumulating
a new year-to-date balance for the deduction code for the second benefit
record. As a result, the total balance for the deduction code will be
split between benefit records. In such a case, the user would have to
locate the balance rows for the deduction code and add them together
to get the actual year-to-date total. Unfortunately, benefit record
number does not display on the page so the user has to scroll through
the Deduction Balances rows to find the previous balance row for the
deduction.
Employee deduction balances can be viewed in SHARP by using the following
path: Home>Compensate Employees>Maintain Payroll Data (US)>Inquire>Deduction
Balances. At least three calendar years of data are available.
Unless you need to see balance information for a specific time during
the year or need to see earnings balances for a particular employee
record number, we recommend using the KPAY318, Year-To-Date Balances,
report to obtain balance information. This report provides the most
efficient way to obtain and review an employee's earnings, deduction,
tax, and arrears balances for a given year.
SHARP Resources
There are a variety of SHARP related resources available for both SHARP
users and state employees. The following list highlights some of these
resources. You might want to check them out if you haven’t already done
so.
- SHARP Page – This web page is designed for SHARP system users. It
contains the SHARP messages that used to be accessed in SHARP and
contains links to such things as the sign up page for the SHARP Infolist,
the computer based training, a list of people to contact for specific
SHARP related questions, the Sharp Shooter newsletters, software downloads
available, and other information. The SHARP Page is located at: http://da.state.ks.us/sharp/.
- SHARP CBT Intro – This web page is designed for SHARP system users
who need to complete the SHARP 8.0 computer based training. It contains
a contact list for users needing help, trouble shooting tips for using
the CBT, and is the starting point for accessing the CBT. The CBT
Intro page is located at: http://da.state.ks.us/sharp/CBT-intro.htm.
- SHARP Infolist – This list serve application is used to send email
messages related to the SHARP system. All SHARP users are strongly
encouraged to sign up for this service. Users can sign up for the
SHARP Infolist at: http://da.state.ks.us/sharp/infolist.htm.
- A & R Info Circ and PPM Mailing List – This list serve application
is used to send messages related to the release of new information
circulars or changes to policies and procedures. SHARP system users
who need to be aware of payroll related changes are encouraged to
sign up for this service. Users can sign up for the A & R Info
Circ Mailing List at: http://da.state.ks.us/ar/genacct/ARlistserv.htm.
- State Employee Services Page – This web page is designed for use
by all state employees. It contains notices to employees, programs
available to employees, listings of job vacancies, and a link to the
Employee Self Service Center. The State Employee Services Page is
located at: http://kansas.gov/employee/.
- Employee Self Service Center Page – This web page is designed for
use by all state employees. It contains information on using the Employee
Self Service Center and a link to the self service center Sign-in
page. The Employee Self Service Center page is located at: http://da.state.ks.us/ps/subject/ssc/.
- Accounts and Reports Payroll Services Page – This web page is designed
for use by SHARP users. It contains links to a variety of information
including payroll procedures and forms for processing various types
of transactions, payroll informational circulars, and direct deposit
information. The Payroll Services Page is located at: http://da.state.ks.us/ar/payroll/default.htm
- Personnel Services Home Page – This web page is designed for use
by agencies, SHARP users, and state employees. It contains links to
a variety of information including job vacancy listings, Human Resource
Consultants, the Employee Self Service Center, and SHARP documents.
The Personnel Services Home Page is located at: http://www.da.state.ks.us/ps/
.
Maximizing Pages - The F11 Key
Did you know that you can maximize SHARP
pages? While you are viewing a page, such as a timesheet or the Compensation
page, press the F11 key on your keyboard. This will maximize the page by minimizing the standard
buttons and address bar. It will also temporarily remove the links bar
and the main menu toolbar (File, Edit, View, Favorites, Tools, and Help).
To view the main menu toolbar and links again, simply press
the F11 on your keyboard.
SHARP Customer Service Web Page:
http://da.state.ks.us/sharp
