Business Requirements Document SR CX One Time Lump Sum $1200 Payment in PPS

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1 Business Requirements Document SR CX One Time Lump Sum $1200 Payment in PPS Page 1 of 10

2 Document Information Document Attributes ID Owner Author(s) Contributor(s) Information SR HR&B Ken Smith Revision History Version Issue Date Changes 1.0 4/11/2017 Initial draft 1.1 4/12/2017 Minor changes after review by Labor Relations 1.2 4/14/2017 Added exclude unpaid leave from payment transactions, Appointment Percent includes reduction due to ERIT, RPT 1.3 4/18/2017 Updated first part of R0012 to read For employees with Employment Status Code "A" or "P" or "I" output to transactions file, tab delimited file, costing file /20/2017 B. Burkart took out expected with regard to the ratification date /9/2017 B. Burkart corrected a year typo on p. 4 Document Approvals Role Name Signature Date Page 2 of 10

3 Table of Contents 1 Overview Product/Solution Scope Business Requirements... 6 Page 3 of 10

4 1 Overview Distribute a one-time $1200 lump sum payment to eligible members of bargaining unit CX as specified in the contract ratified April 19 th, Background 1.2 Objectives The lump sum payment must occur in each employee s regular pay cycle within 60 days from the ratification date of 4/19/2017. Pay Cycle Pay Period Covering Pay Date Bi-Weekly May 21, 2017 through June 3, 2017 June 14, 2017 Monthly May 1, 2017 through May 31, 2017 June 1, Related Projects & Dependencies Page 4 of 10

5 1.4 Stakeholders Acronym Description Role * Authorize Has ultimate signing authority for any changes to the document R Responsible Responsible for creating this document A Accountable Accountable for accuracy of this document (e.g. project manager) S C I Supports Consulted Informed Provides supporting services in the production of this document Provides input Must be informed of any changes Name Position * R A S C I Ken Smith Business Systems Analyst X X X Beth Burkart Business Analyst X X X Maxine Gerber Programmer/Analyst IV X X Pete Stern Sr. Programmer Analyst X X 1.5 Proposed Strategy A one-time program. 1.6 Glossary Term Description 2 Product/Solution Scope 2.1 Included in Scope 2.2 Assumptions & Constraints ID Assumption / Constraint Page 5 of 10

6 3 Business Requirements Lump Sum Payment Ratification wage payment of $1, payment is due 60 calendar days from the date of ratification. - non-probationary career employees eligible - non-base building - retirement eligible (LSP DOS Code to be used) - prorated based on employee s appointment percentage (not distribution percentage) - employee on payroll in the covered CX Unit as of the ratification date and at the time of payout - union payroll deductions, applicable taxes, and other deductions at the time of payout will apply - part of regular pay check - employees on approved leave of absence eligible Page 6 of 10

7 3.1 Functional Requirements Lump Sum Payment Req. ID R0001 R0002 Requirement Type Eligibility Eligibility Requirement Description The employee must have at least one appointment meeting the following criteria: Appointment Begin Date <= April 19, 2017 Appointment End Date >= April 19, 2017 Appointment Type is 2 or 7 Appointment Title Unit Code = CX Appointment Representation Code = C The employee must have at least one appointment meeting the following criteria: Appointment Begin Date <= current date when program is run Appointment End Date >= current date when program is run Appointment Type is 2 or 7 Appointment Title Unit Code = CX Appointment Representation Code = C R0003 Eligibility The employee must not have a Probationary Period End Date or if populated, the Probationary Period End Date should be prior to June 14, 2017 R0004 Eligibility The employee must not be separated. R0005 Eligibility Employees on Leave of Absence are not to be excluded. R0006 Proration Sum the Appointment Percents for all appointments satisfying R0001. Page 7 of 10 For each appointment If the appointment contains no ERT or RPT distributions effective on April 19, 2017 the Appointment Percent from EDB may be used. If the appointment contains ERT or RPT distributions the Appointment Percent is the sum of the distribution percent for all distributions effective on April 19, 2017 with DOS codes having pay category N and type hours R including the ERT and/or RPT and with the ERT and RPT percents treated as negative. R0007 Proration If the outcome of R0006 is greater than 100%, use 100% R0008 Payment The payment is $1200 times the percent obtained in R0007

8 Req. ID Requirement Type Requirement Description R0009 One-time Process Prorate the payment across FAU based on EDB data Prorate the payment across the FAUs from the employees current EDB distributions associated with Appointment Title Unit Code CX and Appointment Representation Code C. In case of rounding off differences among prorated amounts for an employee which can lead to the sum of the prorated amounts being less than the total payment (flat dollar amount), the declining balance method (subtract against the total payment) should be used to calculate each prorated amount. Properly allocate the lump sum costs when there are naturally negative (such as ERT) DOS codes on the EDB. If the allocation results in a net negative amount for any FAU, the employee should be skipped with a message to the Warnings and Controls report. For example, an employee with a 50% REG from FAU A with a 50% REG and 25% ERT from FAU B is funded 66% from A and 33% from B since the combination of REG and ERT is net 25% from FAU B. $11.33 would be charged to fund A and $5.67 to fund B (Or $11.34 and $5.66 depending on the sequence in which the FAU are processed). R0010 One-time Process Create 5 Output Files Lump Sum Payment Transactions (one for each pay cycle MO, BW) Warnings and Controls Report o Include message when allocation to FAU results in net negative (message verbage may be developed by programmer). Tab delimited detail report Standard Costing Transactions File (for input to PPP960) R0011 One-time Lump Sum Transactions Page 8 of 10

9 Req. ID Requirement Type Requirement Description Program Generate an FT transaction for each FAU having DOS code LSP and pay period end date coinciding with the next regular pay cycle for the employee. o o See 1.2 for the dates Note: The MO file might be empty at some locations as CX members are typically (but not always) BW R0012 R0013 One-time Program One-time Program Output For employees with Employment Status Code "A" or "P" or "I" output to transactions file, tab delimited file, costing file. Transactions are placed in one of two files depending on the employees primary pay cycle. For employees with Employment Status Code N output to tab delimited file only. Issue message <ERROR> *UNPAID LEAVE OF ABSENCE; PAYMENT BYPASSED to warnings and control report. If no current distributions are found in the EDB for the employee, no payment transaction should be generated. Instead, output to tab delimited file and a warning message should be issued: NO ACTIVE CX APPT/DIST; PAYMENT BYPASSED. This message should appear on the Warnings and Control Report. Tab Delimited File Columns of the tab delimited file should consist of: Employee Name (EDB0105) Employee ID Employee Home Department (EDB0114) Home Department Code Description from the Home Department Table Employment Status Code (EDB0144) Deduction Pay Schedule Code (EDB0152) For each FT transaction: Full Accounting Unit (FAU) Transaction Amount The column headers should be Page 9 of 10

10 Req. ID R0014 Requirement Type One-time Program Requirement Description EMPLOYEE NAME EMP ID DEPT DEPT DESCRIPTION STATUS SCHED FAU AMOUNT Warnings and Controls Report The report should show totals for all payments processed. Totals should be grouped by primary pay schedule For each pay schedule, the report should display the number of transactions and the total amount of the lump sum payments. Page 10 of 10

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