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USG Shared Services Center Responsibilities

Tuesday, March 31, 2009

Benefits

  • Any benefits handled through ADP will be done in aggregate, must be distributed on an institutional level by SSC
    • include premiums
    • institutional remittances
    • qualifying event notifications from vendors requiring institutional follow up
  • Benefit plan foundational data management for USG plans, possibly for local plans as well
  • Benefit reconciliations / GL to institution
  • Business process development and maintenance
  • 1st level customer service support for employee benefits, self service portal, etc
  • Handling of notices when retirees don't pay their premiums
  • Track employees who transfer between institutions to better monitor FSA
  • Manage disbursement of retiree billing reports to institution and disbursement of funds collected from retirees
  • ADP will send the retiree billing non-paid termination report to Shared Services. Shared Services will send letters to retirees who have fallen behind in their benefits payment notifying them that their coverage will be terminated 90 days after their payments were stopped.
  • Level 1 BOSS Superuser - The “Superuser” will be able to make any changes, overrides, approvals or elections in the system. Each institution may have any number of Level 3 users. Each institution will designate 3 individuals (manager level or above) to authorize benefits changes if the Superuser is out of the office or unavailable when a change needs to be made. The request will be sent to shared services via e-mail or in writing by the authorized individual and shared services will make the change. Are you in agreement with this process? I think we may need 2 Superusers at each institution (Manager level and above - like at KSU I would think we would want a Manager and a Director to have superuser access). However, Larry had concerns about too many individuals having this access and getting incorrect data in the system. More work will be pushed to Shared Services if we only have one

Foreign Nationals Dependent(s) Enrollment Process:

  • BOSS requires ss#s for all dependents over age 2. Foreign Nationals dependents may not have ss#s. As they enroll their dependents on-line, they will receive an error message indicating ss#s are required and if they are a Foreign National, they need to contact their local HR office to complete the enrollment of the dependent. The local HR office will take the dependent(s) information and e-mail it to Shared Services. Shared Services will set up the dependent(s) information in BOSS and enter a “dummy ss” for the dependent(s). Shared Services will notify the local HR office that the dependent(s) has been set up and the Foreign National employee may complete his enrollment on-line.

Human Resources

  • Ad hoc reporting requests / user reporting assistance
  • Change management request coordination with ADP / vendors
  • ADP product upgrades and enhancement coordination
  • 1st level user functional support
  • Coordination of / escalation of ADP product support
  • Creating / sending the State Charitable Contributions file
  • Responsible for coordination between ADP, SSC, institutional HR, payroll, benefits, etc for core data definitions
  • Responsible for coordination between SSC and OIIT for reporting and data exchange
  • Application troubleshooting

Payroll

  • Coordination of payrun ID's and pay calendar setup
  • Setup of holiday calendar's in eTime
  • Create paysheets, run paycalc and pay confirm
  • Creating yearly balance ID's
  • Time and labor data moves from eTime to EV5??
  • Coordination of general deduction naming conventions, or management of general deductions period
  • Locking down payrolls
  • Handling of return direct deposits and overpayments
  • Maintain eTime licenses
  • Management of ADP Tax, WGPS and Banking

Finance

  • Running consolidated GL interface to consolidated financials system, and coordination of GL errors with institutions
  • Maintain Chart of Accounts (fund, program and class)
  • Execute Program Loads (e.g. personal data, pre-validation)
  • Update account code table for institutions

Security

  • Overall system security for all ADP systems (i.e EV5, BOSS, eTime, SS)
  • Local security profile customizations
  • Oversight / enforcement of security access policies

Communications

  • Centralized system wide communications (i.e System Updates, Releases, ADP downtime, benefit document changes, etc)
  • Communication / Coordination between campuses, ADP and subsystems (i.e HRDM, Banner, etc)

Maintenance

  • Foundational tables (i.e Action Reasons, Jobcodes, Bank, Company, Installation, Department, Earnings, Deductions, Tenure / Rank, Location, Paygroups, Providers, Plans, Salary Plans / grades, Account codes, Leave Plans, Translates, School, Employee Class, Holiday table, pay rules, etc)
  • Security Profiles
  • Workflow
  • Leave categories will need to be handled by SSC. (i.e KSU rules, GSU rules, etc)

Training

  • End user / business process documentation (maintenance)
  • responsible for training staff / institutions / employees

SSC Setup

  • Order systems
  • Call desk system (Numara, VOIP, etc)