Software Requirements Specification and Design Package

Software Requirements Specification and Design Package:Alternate Salary Calculations for Unions

Document Owner:Patrick Jones

Product Name:HR Payroll Web V2

Document Version:1.0

Customer: / City of Stamford
Author(s): / Patrick Jones
Contributor(s): / Gail Hartman, Jeremy Hathaway, Danny Wix
General Manager/ Executive Sponsor: / Don Ramsayer
Request Number: / 713314
Proposal Expiration Date: / 7/01/2007

This document is the property of Ceridian and is marked “Confidential” in accordance with Ceridian’s Information Security Policy. Unless prior written authorization is provided, this document is for use only by authorized personnel that require this information to perform their job function. All ideas, concepts, processes, drawings and information contained herein are considered the proprietary intellectual property or trade secrets of Ceridian. Unauthorized use or distribution in any form or means including electronic, mechanical, photocopying or otherwise is illegal and prohibited.

Direct Questions and Comments to:

Phone Number: (843) 903-4373

Revisions Posted to: PS Web

Template Version: 1.4

ConfidentialPage 1 of 26Last Modified:9/13/2018 7:27 PM

Software Requirements Specification and Design Package Salary / Compensation Customization

Revision History

Revision history by author is indicated below:

Date / Author / Version / Description
10/01/2006 / Patrick Jones / 1.0 / Original

Open Items

Items open for SRS:

Date / Author / Version / Description
10/27/06 / Patrick Jones / 1.0 / Completion and Validation of Union Matrix that indicates which updates to make when specific changes to salary components are made.

Need Completion of Pay Period Trigger Update Column to link correct pay period to union code
Need Validation of Auto Pay Step Column for indicated union codes
Need Completion of PrbPayRate update for BOE type employees and validation of calculation and identification of City type employees.
Validation of update indicators for Alt Pay Rates A through D

10/27/06 / Patrick Jones / 1.0 / Need list of standard Column names and matching EDUF column names for creation of triggers to update EDUF table. (Items being sent to Signature)
10/27/06 / Patrick Jones / 1.0 / Need to finalize how best to identify CITY vs BOE employees at level higher than employee level. Current Design assumes this identification will be done via a standard column entry or EDUF column entry at the employee level.

Approvals

NOTE: Compliance Controls

It is important that the signatures of all the stakeholders be archived along with this document in the project document repository. If you use physical signatures the signatures will need to be scanned and saved along with this SOFTWARE REQUIREMENTS SPECIFICATION AND DESIGN PACKAGE artifact. If email approval signatures are used embed the email approvals within the document or save all approvals within an “approval” file attached to the SOFTWARE REQUIREMENTS SPECIFICATION AND DESIGN PACKAGE artifact within your project repository.

The following participants have approved the contents of this Document:

Date / Name / Organization / Signature
City of Stamford

Receipt Acknowledgement

The following participants have received this Document:

Date / Name / Organization

ConfidentialPage 1 of 26Last Modified:9/13/2018 7:27 PM

Software Requirements Specification and Design Package Salary / Compensation Customization

Table of Contents

1.Introduction

1.1.Scope

2.Project Process

2.1.Request for Client Database and Access for the Database

2.2.Process

3.Overall Description

3.1.Description

3.2.Terms, Abbreviations and/or Definitions

3.3.References

4.Specific Requirements

4.1.Use-Cases (Custom Procedures)

4.2.Program Maintenance

4.3.Security Considerations

5.Design Details

5.1.Calculations

5.2.Data Storage: VHR_APV

5.3.Data Storage: StingrayUtility Database

5.4.Upgrade Considerations

6.Cost Estimate:

6.1.Project Cost Estimate:

6.2.Customization Support:

6.3.Client Responsibilities:

6.4.Limitations of Statement:

6.5.Notice:

6.6.Custom Support Summary

7.Customer Approval

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Software Requirements Specification and Design Package Salary / Compensation Customization
Software Requirements Specification and Design Package

1.Introduction

This document for City of Stamfordpresents the specifications to create the Alternate Salary Calculations for Unions. The document includes the scope of the project, project development process used by Ceridian Professional Services and a description of the project timelines. For the Alternate Salary Calculations for Unions the document states the requirements to create Alternate Salary Calculations for Unions and the dependencies on elements outside the project both for development and normal processing.
After the specifications for the Alternate Salary Calculations for Unions, as set forth in this document are reviewed and approved by City of Stamford, this document is given to the programmer for creation of the Alternate Salary Calculations for Unions.

1.1.Scope

1.1.1.In Scope

There are several steps that need to be considered in order for Ceridian Professional Services to meet City of Stamford’s customization needs.
The User-Defined Screen (EUDF) SCREEN
BOARD OF EDUCATION
There will be an additional field (EudfString4) added to the EUDF table and screen will track number of pay periods. The highest level key will be union code kept in the EUnion table, this field will be used to determine which employees are members of a union. A code will be used to determine which Union an employee belongs to. There are currently 4 unions: BOEAdmin, Teachers, EdAssistants and BOESecurityGuards. This will be a change for the City of Stamford’s current system to use the Labor relations information.
This field will capture the number of pay periods for a specific employee. Each of the 4 Unions has varying pay periods
When the LunUnion Code = “BOEAdmin” then EUDFString4 will be auto-populated = 26
LunUnion Code = “EdAssistants” then EUDFString4 will be auto-populated = 21
LunUnion Code = “BOESecurityGuards” then EUDFString4 will be auto-populated = 21
When the LunUnion Code = “Teachers” the user will select from a drop down of either 21 or 26. For teachers because they have a choice of 21 or 26 no data will be auto-populated in the User Defined screen.
Not Applicable for City Employees
SALARY, STIPEND, AND OTHER COMPENENTS OF PAY INFORMATION
The existing PayGrade table and screen will be used to store salary levels, so salaries can be automatically updated per order of existing Union contract or newly negotiated union contract. The data elements that will be maintained are: Union Code, Step/Grade, Begin Date, End date, Salary, Salary type (hourly or annual). These salary attributes are part of the job code assigned to employee. A change in company level salary information will affect those employees who have an active job code that is utilizing the affected pay grade.
A custom company table will be created similar to PayGrade called STIPENDS. The table will contain Union Code, Stipend type, Stipend description, Begin Date, End date, Stipend Amount, Salary type (hourly or annual). The employee record will have STIPENDS maintained in their Other Compensation record. A change to this company level Stipend table will affect those employees who have the “other compensation” record based on STIPEND Description.
BOARD OF EDUCATION
For Board of Education employees Step and Pay Grade changes will be performed at the company level and based on the employees assigned job code and associated pay grade, the employee’s record will be updated
Stipend changes can be classified by Stipend Type and Description to ensure Stipends and components of pay specific to the Board of Education. Based on the stipend description when an update is performed to the Stipend company tables it will update the individual employee record.
CITY EMPLOYEES
For City Emloyees PayGrade step/grade changes will auto-populate the employees PayrollBase Alternate Rate A-D with appropriate percentage amount
Stipend changes can be classified by Stipend Type and Description to ensure Stipends and components of pay specific to the City Employees. Based on the stipend description when an update is performed to the Stipend company tables it will update the individual employee record.
UPDATE PROCESSES
Three VB or SQL Update process will be created.

The first process will update individual employee records from the appropriate company level tables. This update process is specific to the Board of Education

PrbPayRate and PrbAltRateA in Epayrollbase, and Annual Salary, Adjusted Salary (Annual Salary + Stipend) fields in Ecomp, when changes are keyed related to Union Code, # of Pay periods, EComp records (base or stipend) or when changes are made to the PayGrade table.

For Admin and Teachers, PrbPayrate = Annual salary + Stipend (if applicable) / number of PPs (Stipend will be stored as an Other Comp rows within the eComp table)

For Ed Assistants and Security Guards, PrbPayRate (KRONOS) = Annual Salary / 185 days / 6.5 hours, AltRate A = Hrly rate (True)

Specific to the City Employees a similar update process will be used

PrbPayRate and PrbAltRateA through D in Epayrollbase (to store the appropriate percentages 7%, 10%, 12%, 15%), and Annual Salary, Adjusted Salary (Annual Salary + Stipend) fields in Ecomp, when changes are keyed related to Union Code, EComp records (base or stipend) or when changes are made to the PayGrade table.

Additional Notes:

*EmDateAdd as a view only field be added to the screen for Employee Base Compensation record

The Start date of the change of Pay Grade Table should be used at EmDateBeg or effective date for the employee base compensation record(s)

A preview grid needs to be created, similar to the Mass Comp Update. This will give a tool to the user to preview all the changes made to Pay Grade Table before committing the changes to the Database. Once the changes are committed or accepted by the user from this preview grid this will trigger to update specific employee records affected by the change to the Pay Grade table.

The second process will update individual employee records from the appropriate company level tables. This update process is for both the Board of Education and/or City Employees

Annual Salary, Adjusted Salary (Annual Salary + Stipend) fields in Ecomp, when changes are keyed related to EComp records (base or stipend) or when changes are made to the STIPEND table.

Additional Notes:

*EmDateAdd as a view only field be added to the screen for the Employees Other Compensation records (this is where Stipend payments will be maintained)

The Start date of the change keyed in Stipend Table should be used at EmDateBeg or effective date for the employee other compensation record(s)

A preview grid needs to be created, similar to the Mass Comp Update. This will give a tool to the user to preview all the changes made to Stipend Table before committing the changes to the Database. Once the changes are committed or accepted by the user from this preview grid this will trigger to update specific employee records affected by the change to the Stipend table.

3. The third SQL Update or VB process is specific to the Board of Education. This process will create five(5) additional checks for last pay period of the school year, in addition to their last pay check for the school year. The additional five(5) checks will only have the appropriate taxes withheld no involuntary or voluntary deductions will be withheld. The EUDFString4 field that = 26 will be the key indicator to identify those employees that need the five(5) additional checks

1.1.2.Out of Scope

The following items have been discovered during the definition and analysis for doing the design requirements for this project. These items are out of scope from the original analysis done for this project but are required for completion.

Addition of an Update process that searches for and updates employee eComp history records to reflect changes to a pay grades / step levels retroactive from the end of the previous contract period to the current period.
By doing this, eComp records will not match specific pay period check data created during that processing period.
There may also exist gaps in history if prior eComp records for an employee are not found and updated with the new salary in formation.
Additional Triggers required to allow data to be populated to EUDF table for movement of data to signature for check processing.
Change in processing from managing the Stipends at the Company level to the Employee level.
Requires Custom EE Level Maintenance Screen for Adding, Editing and Deleting Stipends.
Requires program to re-calc individual employee comp information based upon union classification (similar to mass update process from pay grade / step level data)
Longevity Updates will be handled manually by City of Stamford at the employee level as updated to “Other Comp” and not at the Company level triggering a mass update of those assigned that specific comp.

2.Project Process

2.1.Request for Client Database and Access for the Database

Ceridian Professional Services will either request a database backup of your system from Hosted Services(for Source Assist and HPW clients) or request a database back up from your DBA (for in house S550 and legacy clients). The database will be installed in a test environment and used to perform initial testing prior to installation of the customization on your production system (live). Please provide Ceridian Professional Services with a user name and password, whichis required to gain access to the database.

2.2.Process

The Specific Requirements and Design Details sections identify the solution proposed by Professional Services. In approving the proposal, you are also approving the design identified. Any changes to the design after proposal approval may result in additional costs for the project.

After Ceridian Professional Services completes the design and successful internal testing based on the testing criteria identified in the Test Plan Document, City of Stamfordwill be required to approve the project within the Professional Services Test Environment prior to the project going through the Ceridian process of installation onto your production (live) environment. Once City of Stamfordapproves the project within the Professional Services Test Environment and the project is presented to Ceridian for consideration into the production environment, any changes to the project will result in new estimated dates for installation into the production environment.

The Professional Services consultant assigned to the project will review the proposed customization with the appropriate person(s) of City of Stamfordprior to the work commencing. A review will be done such that City of Stamfordand the assigned consultant are in agreement with the proposed solution. Any discrepancies between the proposed project and the current needs of City of Stamfordwill be addressed prior to the consultant starting the project.

Project Definition

 Needs Analysis and Design Specification Tasks:

Define data requirements
Define custom screens, tables, and fields
Define custom programming

 Customization, Testing, and Integration Tasks:

Create and test custom screens as necessary
Create and test custom tables and fields as necessary
Create and test custom programs and procedures
Implementation/Installation of custom programs and/or procedures

 Project Administration:

Participate in meetings and/or conference calls
Support all procedures

 Documentation:

Provide user and technical documentation describing all the custom procedures and

elements

Provide customer sign-off letter at the completion of the project

2.2.3.Project Deliverables and Work Schedule:

Milestones / Deliverables / Time Estimates / Resources
Software Requirements and Design Approved / SRS Approval Date / Business Analyst, Project Manager, Customer
Test Plan Completed / TBD / Test Engineer, Developer
Test Plan Approved / TBD / Customer, Project Manager, Test Engineer
Testing Completed / TBD / Customer, Project Manager, Test Engineer
Project/Testing Approved / *Within 2 weeks after project available for Client Testing in Test environment / Customer, Project Manager
Deployment to Production / *Within 1-8 weeks after Project/Testing Approval depending on deliverables included in the customization / Team
Project Closure / *After 2 pay cycles of live system containing the customization / Business Analyst, Customer, Project Manager

*Note: These are approximate durations. Actual duration may be different based on the size of the project.

3.Overall Description

3.1.Description

CITY OF STAMFORD is requesting the development of customization within their HR/Payroll Web 2 database. CITY OF STAMFORD would like Ceridian Professional Services to create a process that will perform salary calculations and updates for union employees.

3.2.Assumptions and Dependencies

The following customization design is based upon the proper set-up and coding of key data elements within the HPW system. This section will describe the tables/column coding requirements.

3.2.1Employees in PSID T31 are identified as BOE. All others are treated as CITY employees in terms of the processes defined within this customization project.

3.2.2Proper Identification and Coding of Pay Grades Codes and Descriptions to include the union code so that employees within those pay grades can be selected based upon the union code. Links specific Pay Grade Changes to groups of employees that will require updates to their compensation records.

3.2.3For Unions that have a multiple Pay Step Tables based upon Education or Certifications then a Separate Pay Grade should be created for each Level with the appropriate step levels coded for that Level. See SEA Union Pay Schedule as an example.

3.3.References

The following attached documents have been used as the basis for this project design document and represent the latest information available for this project.