Area Principal Questions:

We have a huge data integrity problem in AIMS because it is over 35 years old. While we are bringing into PeopleSoft the most up to date information we have on file we know that information will need to be updated. Some employees may wonder if there is an error in PeopleSoft because the information they see may not be accurate. We cannot fix the information without the assistance of the employees so when an employee finds an error we will provide instructions for getting data updated in PeopleSoft.

Where else has PeopleSoft been implemented?

PeopleSoft has been implemented in over 5,000+ organizations worldwide. The list of large urban school districts that have PeopleSoft includes:

· New York City Department of Education

· Detroit Public Schools

· Pittsburgh Public Schools

· Boston Public Schools

· Newark Public Schools

· Omaha Public Schools

· Saint Paul Public Schools

How big of an organization has PeopleSoft been implemented in?

The United States Navy currently runs PeopleSoft and has an employee population in excess of 500,000 employees.

How long are PeopleSoft training sessions?

Training will vary from 2 hours to 8 hours, depending on the class. Payroll clerks (and engineers who are involved in the payroll process) will attend training that will last approximately 4 hours. Training for principals will be included as part of this year’s Oracle budget training delivered by the Business Service Centers. The clerk training will cover changes to KRONOS and viewing employee paycheck data in PeopleSoft.

Why is PeopleSoft being rolled out all at once?

Only the core HR/Payroll/Benefits will be rolled out at once. This has to be done because these software functions are so tightly integrated and, it would not be wise to run part of the population on AIMS and part of the population on PeopleSoft.

What’s the advantage of PeopleSoft over our current systems?

We are preparing a document that details the benefits of PeopleSoft over the current system. We will share this information before go-live - at this point, we have a 25 page document of benefits. Three of the more obvious advantages are:

1. Information consolidation: Currently, CPS uses 35 different systems to maintain all of the activities that the Human Resources Department needs for managing employee information. With PeopleSoft, we will need only one system. This will allow employees, HR professionals, principals and supervisors to have consistent information. Thus, if an employee calls multiple people with a single question, they should receive the same answer everytime.

2. Access to your own information: Currently, CPS employees cannot view their own information online; with PeopleSoft they can. This will make it easier and more convenient for employees to maintain their personal information and verify that the information on file is accurate.

3. Security Upgrade: PeopleSoft provides greater security for employees compared to the current systems. For more information on this advantage, see the question, “How secure is PeopleSoft?”

4. Reduction in Process Cycle Times: PeopleSoft will allow HR transaction to process more efficiently so that HR employees can spend more time providing direct support to principals and teachers.

How secure is PeopleSoft?

PeopleSoft will significantly improve system and information security over our current systems in that there will be far less vulnerabilities than exist today. No system is invulnerable, but the best and easiest way to maintain system security is to not share your password with anyone. In fact, according to industry statistics, over 80 percent of security breaches come from someone inside the system. Therefore, when you finish using the system, you should always remember to log out. If you leave the system running and step away, you have created a vulnerable point in the system.

Is payroll being outsourced?

No. Payroll will continue to be processed internally by the CPS Payroll Department.

Will PeopleSoft be connected to KRONOS?

Yes. PeopleSoft and KRONOS will be integrated and KRONOS will continue to serve as the system to capture time. Currently, KRONOS information is fed to AIMS and AIMS calculates payroll. In the future, KRONOS will feed information to PeopleSoft and PeopleSoft will calculate payroll. The installation of PeopleSoft is going to allow KRONOS to perform more functions; therefore, school clerks will need to be trained on how to process time using new time reporting codes (TRC) in KRONOS.

Will school clerks be working in PeopleSoft or just KRONOS?

School clerks will continue to process time in KRONOS. Instead of using CARS to correct attendance, this will be done in KRONOS.

Do you realize this is happening at the same time as ISAT?

Yes. The people most affected by switching to PeopleSoft are Central Office Human Resources (HR) employees. Typically the ISAT testing period is a low period for HR activity because the majority of employees are focused on ISAT testing. Since the go-live will not have a major impact on school based employees we felt that having the go-live during ISAT testing provided the best opportunity to make the change to PeopleSoft with the least risk.

Does this replace DS 2?

DS2 will be replaced by PeopleSoft as part of PeopleSoft Phase II which is scheduled to go-live in the fourth quarter of 2007. Principals will continue to use DS2 after the Phase I go live on March 25.

Will a template be provided for updating position information you need?

All position changes will continue to take place as they do today in the Oracle position control system.

Will the system crash?

PeopleSoft is a robust system that is utilized by over 5000 global organizations, many with populations over 100,000 employees. Like any technology, there will be maintenance issues from time to time. It has proven to be a stable application and is not prone to fail. There can be hardware failures, but this is a separate factor from the application itself. In addition, a standard practice in all IT organizations is to take frequent back ups. Information in PeopleSoft will be backed up daily. Additionally, there is a disaster recovery site that can be initiated quickly if the system does fail.

Will there be online training?

We will provide online training for Phase II via a PeopleSoft product call User Productivity Kit (UPK). As a matter of fact, UPK was used as part of the training for the Oracle iProcurement upgrade. For Phase I the emphasis will be on classroom training, electronic “Breeze” presentations, and tri-fold cards as quick reference guides.

Is PeopleSoft part of IMPACT?

No. PeopleSoft is a completely separate system that will send employee demographic data to IMPACT.

Will PARF be part of PeopleSoft?

No. PARF will not be a part of PeopleSoft.

Will budget information be in PeopleSoft?

No. The Oracle system will continue to be our system of record for Budget and Position information.

Will paper pay stubs be eliminated?

We plan to eliminate paper pay stubs in the future. The final date to discontinue paper pay stubs will has not been determined. PeopleSoft will store several months of pay stubs that employees can print when needed.

What if I have more than one person doing payroll in my building? Can I schedule both of them for training?

Yes. It is important that all resources receive the training necessary to perform their jobs.

What is the birthday information (on the employee information page)? Does it include just the day and month, or is the year included as well?

An employee’s full birthday is shown in the system for HR regulatory reasons. An employee’s principal or manager will only see the day and month.

Who will get the first paychecks so we know where the questions will come from first?

All employees will receive their first PeopleSoft check on March 30, 2007. Normally it would only be ESPs, but since the teacher’s union contract requires teachers to get paid prior to spring break, we will be paying everyone.

Will payroll clerks have access to information that will allow them to cross reference employee identification numbers with Social Security Numbers?

Payroll clerks will need to become familiar with employee ID numbers. All employees will be assigned an employee identification number (EIN). PeopleSoft identifies employees by the EIN. The EIN is a nine digit number that is unique to each individual. The SSN will continue to be in KRONOS as an employee can enter their SSN or EIN to record attendance. So, employees will need to know their EIN and they will provide that to the clerk to perform any information searches.