Transcript September 2008 HRMS User Group Meeting - Core-CT

State of Connecticut
Core-CT
HRMS Users Group Meeting
September 9 & 10, 2008
1
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes and Shirley Galka
Human Resources
Lina Simonu
Time and Labor
Karen Angell
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
2
Old Business
BOSS/TAS Data Retention Update
Since we last met:
• Agencies participated in working group
• Summary drafted defining retention scope and
identifying alternative methods of data retention
3
New Business
Maintenance Packs 9 and 10
• Maintenance Packs are comprised of multiple fixes to
the HRMS system.
• They keep us current with Oracle support.
• They require extensive functional testing.
• To mitigate risk, we have instituted a code freeze for
the duration.
• Go Live – Weekend of November 1, 2008
4
New Business
HRMS Security Policy
• You should not have security access that allows you to
hire new employees and pay them.
• New guidelines have been drafted to alert agencies to
potential problems.
• In situations where it can’t be avoided, agencies will
be asked to provide documentation detailing their
internal audit procedures.
5
New Business
HRMS Security Policy, Continued
• Roles in question are:
– Agency HR Specialist
– Agency PY Specialist
– Agency TL Specialist
• Agencies that currently have employees with the HR
Specialist role, and either of the other two, will be
contacted for further evaluation.
6
New Business
Planned System Outage
Saturday, October 18, 2008:
Core-CT HRMS will be down
for system maintenance.
7
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes and Shirley Galka
Human Resources
Lina Simonu
Time and Labor
Karen Angell
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
8
Payroll Update
Scheduling Notes
Please take note – REMEMBER
Monday, October 13 and Tuesday, November 11, 2008
are State holidays.
• Both Holidays occur in Payroll Confirm week.
• The system will run its normal schedule, business as
usual.
9
Payroll Update
Scheduling Notes, Continued
Please take note – REMEMBER
Confirm for 12/5/08 check
• Will take place on Wednesday, November 26, 2008
• There will be no pay line adjustments on Wednesday,
November 26th
• System lockout will be in force at 7:00 p.m. on Tuesday,
November 25th
• System access will be available on Sunday, November
23rd
10
Payroll Update
Scheduling Notes, Continued
Please take note – REMEMBER
Confirm for 1/2/2009 check
• Will take place on Wednesday, December 24, 2008
• There will be no pay line adjustments on Wednesday,
December 24th
• System lockout will be in force at 7:00 p.m. on Tuesday,
December 23rd
• System access will be available on Sunday, December
21st
11
Payroll Update
Important Notice
• Pay checks dated 1/2/09 will also have a direct
deposit availability date of 1/2/09 due to the
New Year’s Day holiday.
• Funds will not be available on Wednesday,
12/31/08 because it is a different tax year and
will have adverse tax implications.
• Two upcoming payroll stuffers will communicate
this to employees.
12
Payroll Update
The New Year
2009 is right around the corner!
• All check/advice reversals and cash recovery/workers’
comp reversals as well as other manual adjustments
must be submitted to OSC Central Payroll Unit by noon
on Tuesday, November 18, 2008.
• All reversals for checks and advices issued after
November 18th must be submitted to OSC Central
Payroll Unit by noon on Friday, December 19, 2008.
• Adjustments not received by these deadlines will result
in the issuance of a W2-C.
13
Payroll Update
Name Format for Year End Reporting
Reminder:
• IRS requires that suffixes (Jr., Sr., etc.) not get stored
within the last or first name fields via the W2’s or on the
outbound IRS files.
• When hiring an employee, do not store suffixes within
the first or last name fields on personal data via the
name history page.
• Suffixes should be stored within the suffix field on
personal data.
• Review recent hires for compliance with this regulation.
14
Payroll Update
Direct Deposit Expansion
• Open to employees who have one established direct
deposit account and will now have the option of adding
one additional direct deposit account.
• Allows an employee to add an additional bank account
for direct deposit of their net check.
• There is a maximum of two accounts.
• 100% of the net amount must be distributed between
the two accounts.
15
Payroll Update
Direct Deposit Expansion, Continued
Two options are available:
• Option 1 – Distributes a flat dollar amount to
one account with 100% of the remaining net
deposited into the second account.
• Option 2 – Distributes a percentage of the net
amount to one account and a percentage of the
net amount to the second account. The total
must equal 100%.
16
Payroll Update
Direct Deposit Expansion, Continued
• Option 1 will pre-note the new account while the
original direct deposit will continue 100% of the
net deposit to its account until a clean pre-note
occurs in the new account.
• Option 2 will pre-note the new account, and a
physical check will be issued for that
percentage while the remaining percentage is
direct deposited into the existing account.
17
Payroll Update
Direct Deposit Expansion, Continued
• The pilot program has been very successful.
• Watch for additional information from OSC
Central Payroll Unit as they continue to roll this
feature out to additional agencies.
18
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes and Shirley Galka
Human Resources
Lina Simonu
Time and Labor
Karen Angell
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
19
Human Resources Update
Longevity
• First preliminary reports ran on 9/5/2008;
second preliminary reports will run on
9/19/2008.
• Final processing and reports will take place on
Friday, 10/03/2008.
• Note: reports become available Saturday,
10/04/2008.
20
Human Resources Update
Longevity, Continued
REMINDER:
• If an employee is NOT entitled to the longevity payment and the
Additional Pay row is loaded, the agency must add in a new row in
Additional Pay to terminate the payment.
• If the agency cancels the payment through Central Payroll, the
system will continue to issue the longevity payment until the
Additional Pay row is terminated.
• Do not insert Longevity Payment into Time and Labor. Longevity
Payment should be in Additional Pay in order for the LN1
(Longevity Additive) program to update.
21
Human Resources Update
Action Reason Codes
• Action – Transfer
– Transfer must be used if the position number is changing.
• Action – Job Reclassification
– Used if a position number is not changing.
• Reason – Transfer for General Reasons
– Used to transfer an employee from one position to another in the
same job code.
Example: Secretary I to Secretary I
22
Human Resources Update
Action Reason Codes, Continued
• Reason – ReassgnOthReasNoSalChgDiffPosNum or
ReaOthrReason,NoSalChg,SmePCN
• Used when an employee is going to a different job code,
however the employee’s salary will not be changing.
– Example: Financial Clerk (3847CL) Salary Grade 12, transfers
to a Medical Records Technician I (5622CL) also Salary Grade
12 position.
– These Transfers or Job Reclassifications are not promotions or
demotions.
23
Human Resources Update
Action Reason Codes, Continued
• Reason – ReassgnOthReasSalChgDiff PosNum or
ReassgnOthReasSalChgSmPosNum
– Used when an employee is keeping the first four digits of the job
code and salary plan is changing.
– Example: RehabThrpy Asst 2 is changing positions and
changing from the HN (35 hrs a week) to XN (37.50 hrs a week)
salary plan. The hourly rate stays the same but the hours
scheduled per week are increasing.
– These Transfers or Job Reclassifications are also not
promotions or demotions.
24
Human Resources Update
Hires and Rehires
REMINDER:
• When an employee already exists in the system, be very cautious
in selecting the correct employee ID.
• Example: An agency hired an employee with a similar name as an
existing employee in the system by using Add Employment
Instance.
• At the point of hire, agency is not able to view Personal Data
pages.
• Once hired, the agency did not review the SSN or Date of Birth to
verify that the correct employee was selected.
25
Human Resources Update
Employee Class
• Verify Employee Class field is accurate/updated for your
employees.
– Incorrect Employee Class impacts an employee's eligibility for
vacation, PL, seniority for layoff, etc.
– Impacts an employee’s eligibility to participate in a Promotional
exam.
– If an employee has applied for a promotional exam, DAS staff
cannot assume the employee completed the initial working test
period based on the date of hire/appointment to class and the
current date.
26
Human Resources Update
Employee Class, Continued
• Employee Class values of Probationary Period Initial
Classified/Unclassified
– Edit to complete Probationary Date in Employment
Data has not been turned on for these two Employee
Classes
– Working Test Period report is not including these two
Employee Classes
– Edit will be turned on when we go-live with MP10.
27
Human Resources Update
New Edit
• Creating a new “hard” edit to compare the Salary Plan,
Grade and Step on the Salary Plan tab with the
Compensation Rate on the Compensation tab.
• Edit for Bargaining Units 3 and 5 through 16 in step
salary plans.
• Edit states “Comp Rate must be valid for Sal Admin
Plan/Grade/Step entered on Salary Plan tab”.
• Will be in production when we go live with MP10.
28
Human Resources Update
New Edit, Continued
• Be cautious when future dating rows that cross over a
new GWI salary plan, for example:
– In 2008 – GWI rows effective 6/20/2008 were not
mass entered until 6/28/2008.
– Rows entered by the agency on or prior to 6/27/2008
with an effective date of 6/20/2008 or greater would
need to be reviewed for the GWI amount.
– In 2008 – this involved 271 rows which did not
include Hire, Rehire or Promotional rows.
29
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes and Shirley Galka
Human Resources
Lina Simonu
Time and Labor
Karen Angell
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
30
Time and Labor Update
Compensatory Time
Compensatory Time Balances:
• Compensatory Time Page
Manager Self Service>Time Management>View
Time>Compensatory Time
Time and Labor>View Time>Compensatory Time
• Timesheet page
31
Time and Labor Update
Compensatory Time, Continued
32
Time and Labor Update
Compensatory Time, Continued
33
Time and Labor Update
Compensatory Time, Continued
34
Time and Labor Update
Compensatory Time, Continued
• Compensatory Time Page
– Shows balance as of the beginning of the day. If comp time expires on
that day it will show in the balance.
• Timesheet Page
– Shows balance as of the first of the pay period. Time that expires
during the pay period will be in the balance all pay period but will cause
an exception if used on a day after it expires.
– Comp time earned or used in a pay period will change the balance
after time administration has run.
35
Time and Labor Update
Compensatory Time, Continued
36
Time and Labor Update
Compensatory Time, Continued
37
Time and Labor Update
Compensatory Page
•
Notes on Compensatory Time
–
–
–
Any Comp code (CCE, CAD, CAA, HWCE, HCAD HCAA, etc.)
changes on the timesheet will not reflect in the balances until
after time admin has run.
Any Comp code (CCE, CAD, CAA, HWCE, HCAD HCAA, etc.)
changes in Adjust Paid Time will not reflect on any balances.
Any Comp code (CCE, CAD, CAA, HWCE, HCAD HCAA, etc.)
that is adjusted through additional pay or a paycheck adjustment
will not change the balance. Additional adjustment must be done
on the timesheet.
38
Time and Labor Update
Compensatory Page
Important Notes:
• Compensatory plan must have a start date as of the
first day of the pay period.
• Log a ticket if the Timesheet page and the
Compensatory page are out of balance.
39
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes and Shirley Galka
Human Resources
Lina Simonu
Time and Labor
Karen Angell
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
40
EPM Update
Upgrade to EPM Version 9.0
Hardware Replacement
Application Upgrade
41
EPM Update
Upgrade to EPM Version 9.0, Continued
Why Upgrade?
•
Faster Table Refresh Times
•
Better Query Performance
•
Build the Foundation for Analytic Reporting
42
EPM Update
Upgrade to EPM Version 9.0, Continued
Query Clean Up Effort:
•
Queries not executed or updated within the last
18 months
•
“Broken” queries, such as union queries with
unequal number of fields
•
Queries never run
43
EPM Update
Upgrade to EPM Version 9.0, Continued
New Table Names
Existing Query Impact
Query Execution Impact
Job Aids
44
EPM Update
Upgrade to EPM Version 9.0, Continued
All New Table Names:
•
•
•
•
All EPM Tables have been renamed
CTW_Reporting Table Name
CTW Connecticut Warehouse
Some field names have changed
45
EPM Update
Upgrade to EPM Version 9.0, Continued
Existing Query Impact :
•
All existing Queries will be copied to the new
EPM Version 9.0
•
Query names will not change
•
Query conversion date to be announced
46
EPM Update
Upgrade to EPM Version 9.0, Continued
Query Execution Impact:
•
All Run Controls must be recreated
•
All Queries scheduled as Recurring must be
rescheduled
47
EPM Update
Upgrade to EPM Version 9.0, Continued
New Job Aids:
•
All existing job aids will be updated with the
new Reporting Table Names
•
New job aids will be published to provide the
Old Table vs. New Table Name listing
48
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes and Shirley Galka
Human Resources
Lina Simonu
Time and Labor
Karen Angell
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
49
Wrap Up
Thank you for your participation today. We look forward to continuing our
work together to make Core-CT a success!
• Look for this presentation on the
Core - CT website
(http://www.core-ct.state.ct.us/)
• Next meeting – Tuesday,
March 24, 2009, 1:30pm 4:00pm and Wednesday, March
25, 2009, 9:00am - 12:00pm
Room 1002A and 1002B
101 E. River Drive
50
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes and Shirley Galka
Human Resources
Lina Simonu
Time and Labor
Karen Angell
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
51
Questions/Discussion
52