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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Implementing HCM at America’s Best AirportJason Watkins, CPA Linda Collins, PMP
Senior Manager, Financial Operations Senior Project Manager, ITS
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Approximately 18 million passengers• Four airsides ‐ 59 gates• 4 miles of baggage conveyor systems• 3,300 Acres• 3 runways
⁻ 1L‐19R: 11,000’⁻ 1R‐19L: 8,300’⁻ 10‐28: 7,000’
• Three General Aviation airports• 23,000 parking spaces• About 500 daily operations
TPA Airport Overview
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Implement ten Oracle HCM modules⁻ Core HR, iRecruitment, ESS, MSS⁻ Payroll, Oracle Advanced Benefits⁻ Performance Management, Learning Management⁻ Absence Management, OTL (Time & Labor)
• Install new Time Clocks• Implement ADP Tax Payment/Garnishment services• Rewrite AME rules for Procurement • Implement Project Accounting
Project Objectives
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• 625 employees with 5% vacancy• Oracle EBS 12.1.3• Two unions – Police and Teamsters
₋ Complex payroll rules, notably around overtime and holidays
₋ Supervisor to Shift relationship can become muddled complicating performance and timecard reviews
• Fewer than 100 earnings / deduction codes• Paid bi‐weekly on a two week lag, every other
Friday
Organization Profile• One FEIN• Outbound Interfaces (manually
compiled)‐ Florida Retirement System‐ ICMA (457 plan)
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• KRONOS / Stromberg Timeclocks– Stromberg ended support September 2015– Proxy card reader punch in
• Payroll Processing @ Paychex– MS Access database for historical payroll data– Compensation changes performed manually– Tax reporting and compliance– Employee Self Service limited to address and
direct deposit changes
Prior State and Business Case
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Manual process for Unileave (PTO) Sellback• Civil Service departure – October 2015• Performance Reviews – paper based• In House Training – Paychex E‐Services • Learning transcripts• 50% of employees did not have HCAA email
accounts or computer access• Nearly all supplemental pay types added
manually by Payroll Dept
Prior State and Business Case
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Guiding Principles
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1. “Design for the rule, NOT the exception”
2. “Don’t retrofit the past”
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Resource Allocations and Constraints– HCAA unable to backfill any resources from HR– Consulting firm assumed 40% allocations for HCAA resources– Change Management resource is being hired into ITS – All change management responsibilities will be provided by that HCAA resource– Budget…
• Phased Rollout – Phase I ‐ August 2015– Phase II ‐ October 2015– Phase III ‐ December 2015
Implementation Assumptions
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Original Timeline – Phased Rollout (Aug, Oct andDec 2015)
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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Actual Timeline ‐ Phased Rollout (Aug, Oct 2015 andMar 2016)
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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Change Management Strategy
• Form a dedicated Change Management Team
• Brand the new system to help market the change
• Build a communication plan using multiple forms of communication
• Build a training plan that offers variety of methods to learn the new system
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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Change Management Challenges
• Short time frame (nine months) for implementing new system
• Employees needed to use both old and new systems for period of time
• More than 50% of employees did not use computers on a daily basis
• Approx. 20% of employees did not have HCAA emails or computer logins
• 15% of employees work non‐standard work hours (24/7 schedules)
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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Branding of new HR System ‐
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1. Unique name and logo 2. Standard templates for communication and training materials
3. Designated email address for communication and support
myHUB@tampaairport.com
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Stakeholder Assessment
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1. Identify Stakeholders 2. Identify Changes
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Communication Plan
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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Communication ‐ Posters
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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Communication ‐ Project SharePoint Site
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Training & Communication – Intranet Page
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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Training ‐Materials
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1. Quick Reference Guides (QRGs) 2. FAQs
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Training ‐ Interactive LearningModules
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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Training ‐Classroom Instruction
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Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Reconfigure workflow away from “People” based to “Job Code” based
• Streamline 427 unique AME workflow rules down to 28 standardized rules
• Employee record affects iExpense, distinct costing
Impact on Procurement / AP Workflow
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Reliance on Job Code
• Organization implemented Core HR in August 2015• Introduced Job Code standardization
– Previously 100s of position codes, migrated to ten Job Codes
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*http://docs.oracle.com/cd/E39904_01/hcm92pbr0/eng/hcm/hhaf/concept_PersonorPositionStructure‐e329a2.html
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Requisition / Invoice Approval Limits
Job Name Approval Level
Approval Authority
Manager* 1 $ 1,000
Senior Manager 3 $ 15,000
Director 5 $ 100,000
Assistant Vice President
6 $ 500,000
Vice President 8 $ 99,000,000
CEO and VP Finance 9 $ 500,000,000
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* Approval authority has since increased to $5,000
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Manual, paper based process• Hours captured through timecard• Exact costing required, still manually
calculated• First wave of project labor detailed
reporting released• Sets foundation for full automation of
internal labor costing and capitalization
Project Accounting
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Canned Oracle EBS reports• EiS HR/Payroll Suite• EiS GL Connect• Oracle BI or another BI solution
Reporting Solutions
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Pay stubs and W2s maintained in one location for historical reference
• Vacation Sellback automated• Benefits elections easily identified by
employee• Automation of FRS / 457 file generation• AME rule overhaul/streamline
Successes
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Automation of supplemental compensation type calculations and performance reviews
• Earnings/Expense elements tracked much more granularly
• Full HR supports AME rule overhaul• “Single Source of Truth”
Successes
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Understand how employee onboarding and off‐boarding are to be managed
• Benefits Open Enrollment – Self Service• Convert existing employee data or start
anew
Lessons Learned ‐Core HR / Benefits
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• NACHA files, manual paychecks• Mid‐Year Conversion / W‐2s• Quarterly payroll tax submissions
(IRS 941) – recalculations• KABA Timeclocks / Project
Accounting• Post employment compensation
(bonus) to terminated employees, last payroll date
Lessons Learned ‐ Payroll
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• ADP Element Mapping• ADP recalculates FICA burden for
941s…don’t always match• 3x payroll months, impact on twice
monthly deductions• The “Quick Pay” function in Payroll
is your best friend
Lessons Learned ‐ Payroll
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Timecard auto creation for exempt employees
• Auto approval (exception time)• Daylight savings impact on
timecards and timeclocks• Timecards modified after batch
element entry process (OTL > Payroll)
Lessons Learned ‐ Payroll
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Spend enough time with your accounting distributions, notably liability clearing accounts during testing…– Cash outflow via NACHA/check plus
benefits liabilities should equal gross earnings…sounds obvious…test
Lessons Learned ‐ Finance
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Demand a clear set of test scripts from your implementation consultant early• Brainstorm obscure scenarios to test…and retest• RUP patches can be disruptive…test, test, test…all modules
Lessons Learned ‐ Testing
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Allow your teammates to make mistakes . . . allow yourself to make mistakes
• Celebrate intermediate wins. . . morale will be challenged
• Key project team members will leave . . . . document as you go
(yes it’s a pain, but so necessary)
Lessons Learned ‐ Teamwork
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Remember to update training materials• Conduct periodic sessions with key end users
for feedback on system as an ongoing process• Identify department level users to become the
system advocates• Identify when and how to communicate
technical issues
Lessons Learned – Change Management
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
It gets better…
0‐6 months ‐ Painful
6‐12 months – Emerging Confidence
12‐18 months – Relative Comfort
Mostly
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
• Mobile timecards for approvals and project labor• ACA compliance reporting• Integration with Hyperion Budget and Planning• Open Enrollment automation for summer 2018• Employee life cycle document workflow• More robust onboarding/off‐boarding alert system
Upcoming Flights
Hillsborough County Aviation AuthorityFORCES Presentation ‐ July 21, 2017
Jason Watkins, CPASr Manager, Financial Operationsjwatkins@tampaairport.com
Thank you!
Linda Collins, PMPSr Project Manager, ITS
lcollins@tampaairport.com
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