Transcript HR User Group Meeting September 2006

State of Connecticut
Core-CT Project
HRMS Users Group Meeting
September 12 & 13, 2006
1
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes / Shirley Galka
Human Resources
Lina Simonu / Shari Grzyb
Heather Tweeddale
Time and Labor
Belinda Thibedeau
EPM
Mary Yabrosky / Barbara Jacius
Training
Cathy Bysiewicz - Cluen
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
2
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes / Shirley Galka
Human Resources
Lina Simonu / Shari Grzyb
Heather Tweeddale
Time and Labor
Belinda Thibedeau
EPM
Mary Yabrosky / Barbara Jacius
Training
Cathy Bysiewicz - Cluen
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
3
Payroll Update
Year End Deadlines
• Workers comp/cash recoveries, cancelled
checks/advices for reversals and other manual
adjustments must be submitted to Central Payroll by
noon on Tuesday, November 21, 2006.
• All reversals for checks issued after November 21st
must be submitted to Central Payroll by noon on Friday,
December 22, 2006.
• Adjustments not received by these deadlines will result
in the issuance of a W2C.
4
Payroll Update
Year End 2006
The W2 will be sent to the job that is designated as
PRIMARY
VIA the primary job flag on job data
5
Payroll Update
What Does this Mean?
If an employee has an active job at UConn
(empl_rcd 0)
and a second active job at OSC (empl_rcd 1)
that is designated as primary:
The W2 will be sent to OSC
6
Payroll Update
Reminder - Name Format for Year-End Reporting
• The 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, please 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.
7
Payroll Update
Note: Federal and State Tax Set up
Care must be taken when using additional Tax Withholding
• When an employee has an additional amount designated
to be withheld for Federal or State taxes of $100.00
• And multiple tax periods are selected for any lump sum
payment processed through Additional Pay page, be
aware of the impact. For example, if 6 tax periods are
selected it will result in withholding an additional amount
of $600.00 ($100.00 X 6 tax periods = $600.00)
8
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes / Shirley Galka
Human Resources
Lina Simonu / Shari Grzyb
Heather Tweeddale
Time and Labor
Belinda Thibedeau
EPM
Mary Yabrosky / Barbara Jacius
Training
Cathy Bysiewicz - Cluen
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
9
Human Resources Update
Longevity
• First preliminary report ran on 09/08/2006
• Second preliminary report scheduled to run on
09/20/2006
• Third preliminary report scheduled to run on
09/27/2006
• Final processing and reports will take place on Friday,
10/06/2006.
10
Human Resources Update
Longevity, Continued
Please note these critical dates:
• Longevity is processed for pay period 09/29/2006 to
10/12/2006.
• Payroll will confirm on Thursday,10/19/2006 for check
dated Friday, 10/27/2006.
– Job Aid resources on the Core-CT website:
• See Longevity Report to Excel Format, Longevity
Processing, Longevity Exceptions, and Professional
Experience (Longevity) Date Processing.
11
Human Resources Update
Mass Salary Changes
Mass Salary Changes
•
•
•
•
Many salary updates occurred for July 2006
162 new salary plans loaded
138 GWI and AI combinations processed
Important: Need agency assistance to review
preliminary reports processed.
12
Human Resources Update
Human Resources Tickets
Tips on logging tickets
• Verify that all benefit events are closed before logging
the ticket
• Include pertinent information such as: employee number,
employee record, action/reason code, effective date, job
code, employee class, certification number, salary plan
(grade and step), salary amount, working test period
completion date (probationary date), and appointment
end date.
13
Human Resources Update
Human Resources Tickets, Continued
Tips on logging tickets, continued
• When logging a ticket, please do not also contact a
member of the support team. This creates confusion
because a support team member may be working on the
email or phone call while another member is working on
the ticket.
• Supply supporting documentation if different from normal
processing (example: a stipulated agreement).
• DAS has updated the transfer and rehire request form to
include Employee Class.
14
Human Resources Update
Leaves of Absence
Leaves of Absence
• If changing the type of leave an employee is on, users
must reinstate between each leave in order for benefits
to process correctly.
• If terminating an employee while on a leave of absence,
users must also reinstate the employee prior to
termination in order for benefits to process correctly.
• When entering a paid or unpaid leave of absence, verify
the dates on the timesheet match the dates in job data.
15
Human Resources Update
General Comments vs. Notepad
General Comments
•
•
•
Do not use General Comments to store your Job Data information.
May continue to be used for other notations by navigating to:
Workforce Admin>Personal Information>Biographical>General
Comments (Example: for pages without an option to make a
comment such as Additional Pay payments)
Does not appear on the Personnel Actions History Report.
Notepad
•
•
Used when entering a row in Job Data
Appears on the Personnel Actions History Report.
16
Human Resources Update
Personal Data
New Hire - Personal Data - Do not add a row
•
•
•
Navigate to: Workforce Admin>Personal
Information>Add a Person
Click on the “Add a Person” hyperlink which will bring
you to the first page of Biographical Details tab
Do not click the “+” button to add a row; at this point
complete the entry.
17
Human Resources Update
Personal Data, Continued
New Hire - Personal Data - Do not add a row
•
•
Effective date must be either today’s date or earlier;
you cannot future date this page.
Once Personal Data is complete, you can future date
the actual hire row in Job Data.
18
Human Resources Update
Personal Data, Continued
19
Human Resources Update
Personal Data, Continued
20
Human Resources Update
Temporary Service in a Higher Class
Reminder:
•
•
•
Training is available for Temporary Service in a Higher
Class.
Contact Lina Simonu at 860-622-2520 to schedule.
Job Aid is located at: http://www.corect.state.ct.us/user/hrjobaids/hr/chklst_ee_to_tshc.doc
21
Human Resources Update
Navigation Tips
•
If you would like to see the page larger, press F11 and it
removes the window navigation buttons on the bottom of
your computer page. (To return to original view, press F11
again.)
•
When tabbing through a page and you tab to a field that
has the drop down arrow, type in the first letter and it will
fill in the first value in that drop down menu. To continue
to the value you want, just keep typing in the first letter.
Example: Action field – the first termination action of “Terminated
With Benefits” appears. Press “T” again and the second
Termination appears.
22
Human Resources Update
Navigation Tips, Continued
•
•
•
Exercise caution when using the wheel on your
mouse.
If you use the wheel to scroll down the page and your
icon is left on a drop down menu field, the scroll wheel
will change the value from what you selected.
There are multiple ways to search for a name using
first name only, last name only or both first and last
names.
23
Human Resources Update
Navigation Tips, Continued
24
Human Resources Update
Navigation Tips, Continued
25
Human Resources Update
Navigation Tips, Continued
26
Human Resources Update
Navigation Tips, Continued
27
Human Resources Update
Navigation Tips, Continued
28
Human Resources Update
Benefit Service Date – Part Time NP-3 Employees
Benefit Service Date
•
•
•
•
Date field used for vacation accrual
Business rules for part time NP-3 have been removed
from this date field because those employees are
calculated as though they are full time.
Agencies will need to manually calculate the individual
employee’s date for correct calculation.
If employees are due additional vacation time,
agencies will need to add those days to their
timesheet.
29
Human Resources Update
FLSA Status
• DAS is reviewing the FLSA (Fair Labor Standards Act)
statuses on the Job Code table.
• Establishing or Reclassifying a position – FLSA default
comes in from Job Code table.
• Hiring or Reclassifying in Job Data – FLSA default
comes in from Position Data.
• If default does not meet the employee’s assignment,
contact Help Desk for assistance.
• Each request will be reviewed by DAS.
30
Human Resources Update
Position Data
Monthly Position Status Report – corrected Excel
format problems
• Appropriated column had a value but non-appropriated
column was blank; non-appropriated got filled with the
same value as appropriated. (Current values are reflected
accurately.)
• If position row was vacant, Excel report filled in previous
row’s incumbent. (Employee number and name will now
be blank on that position row.)
31
Human Resources Update
Position Data, Continued
Monthly Position Status Report – corrected Report
(PDF) format problems
• In both report and Excel format, some parts of split
funding were not being captured to reflect 100% FTE.
(Now reflecting accurately.)
• On the PDF report, FTE detail, sub totals and totals were
rounded to two decimal places before displaying. This
may have caused errors in totals if the position had split
funding. (Now the report displays to three decimal places
for accurate totaling.)
32
Human Resources Update
Position Data, Continued
Monthly Position Status Report – One final issue
• Multiple incumbent positions report only the first
incumbent rather than all position incumbents as
intended.
33
Human Resources Update
DAS HR Business Rules and Central Audit Unit
Team Members
Shari Grzyb, HR Program Manager
Heather Tweeddale, HR Consultant
Lisa Chasse, HR Consultant
Pauline Mahoney, HR Consultant
Mike Cosgrove, Leadership Apprentice
34
Human Resources Update
DAS HR Business Rules and Central Audit Unit
HIR – DUA Transactions
• Gaining agency should ask candidate if they are
employed with any other State agency; if so, does the
candidate intend to continue the other job?
• Losing agency needs to communicate candidate’s
intentions regarding employment when gaining agency
notifies you of transfer request .
35
Human Resources Update
DAS HR Business Rules and Central Audit Unit
HIR – DUA Transactions, continued
• Consequences can result if there is a lack of
communication.
• Primary agency may be unaware of dual employment
and, subsequently, does not pay overtime for hours
worked at secondary agency.
• Federal fines will occur under FLSA.
36
Human Resources Update
DAS HR Business Rules and Central Audit Unit
Transfer and Rehire Transactions
• There is a format to use when submitting requests to
DAS Central Audit Unit.
• New information requested:
– Empl Class
– Record Number (if more than one exists)
37
Human Resources Update
DAS HR Business Rules and Central Audit Unit
Transfer and Rehire Transactions, continued
Required Information:
•
•
•
•
•
Employee Name
Record #: (e.g., 1)
Empl ID:
Effective Date:
Action: (i.e., Transfer or Rehire)
38
Human Resources Update
DAS HR Business Rules and Central Audit Unit
Transfer and Rehire Transactions Required
Information, continued
•
•
•
•
•
Reason: (e.g., Promotion, Demotion, etc.)
Position Number:
Empl Class: (i.e., Probation Period Classified)
E-mail Address of Losing Agency Contact:
Phone Number of Gaining Agency Contact:
39
Human Resources Update
DAS HR Business Rules and Central Audit Unit
[email protected]
[email protected]
[email protected]
40
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes / Shirley Galka
Human Resources
Lina Simonu / Shari Grzyb
Heather Tweeddale
Time and Labor
Belinda Thibedeau
EPM
Mary Yabrosky / Barbara Jacius
Training
Cathy Bysiewicz - Cluen
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
41
Time and Labor Update
Tickets
• Log a ticket when you see something happening
– a user noticed during the upgrade that the
display for the Accrual Page was incorrect when
in View All mode.
• Please provide as much information as you can
to avoid response delays – EmplID, Empl Rcd,
Detailed description of problem, etc.
• Ask to have ticket escalated to Level 2.
42
Time and Labor Update
Leave Plans
• We don’t process changes to leave plans
retroactively.
• PL time will be awarded automatically; either
when the employee is first hired or after six
months of service depending on the plan in
which the employee is enrolled.
43
Time and Labor Update
Job Aids
• New job aid created for Self Service agencies,
“Entering Time for Self Service Agencies.”
• Please share it with your employees (along with
Daily Mail information).
http://www.core-ct.state.ct.us/hr/self/default.htm
• Creating a new Workgroups job aid and an
Accrual Audit job aid.
44
Time and Labor Update
Comp and Holiday Time Discrepancies
•
Comp and Holiday out of balance issues will be
addressed in conjunction with the Days
Conversion Program solution.
•
Comp and Holiday out of balance sync will be
included as part of a new Leave Accrual custom
process to be run on Pay Confirm night.
45
Time and Labor Update
Leave Accrual Discrepancies
• Sick, Vacation and PL
• Out of Balance - where employees can either
use more time than they have or are unable to
use time they do have
• Six causes have been identified.
46
Time and Labor Update
Leave Accrual Discrepancies, Continued
Two tables used for storing accrual balances
• One table populates Timesheet and the other table
populates the Leave Accrual page.
• Table which populates the Timesheet balance is
updated when Timesheet is submitted and from Adjust
Paid Time entries.
• Table which populates Leave Accrual page is updated
by the Leave Accrual process using Confirmed entries.
47
Time and Labor Update
Leave Accrual Discrepancies, Continued
(1) Adjust Paid Time entries that change Sick, Vacation or
PL to non-leave accrual TRCs
•
Adjustments made to this page for sick, vacation, or PL
will update the Timesheet balance (new to 8.9).
•
These entries will NOT update the Leave Accrual
balance.
48
Time and Labor Update
Leave Accrual Discrepancies, Continued
(2) Turning off OK to pay on payline or requesting a
payline adjustment for a row that includes leave time
• When Timesheet is submitted, the Timesheet balance is
updated (new to 8.9).
• The Leave Accrual balance will NOT be updated.
49
Time and Labor Update
Leave Accrual Discrepancies, Continued
(3) Check Reversal containing leave time
• Check is properly reversed.
• System looks for a corresponding Adjust Paid Time
entry and this is what will adjust the Timesheet balance.
50
Time and Labor Update
Leave Accrual Discrepancies, Continued
(4) Online (petty cash) check containing leave time (Sick,
Vacation or PL not entered in TL)
• Check is created.
• System looks for a corresponding Adjust Paid Time entry
and this is what will adjust the Timesheet balance.
51
Time and Labor Update
Leave Accrual Discrepancies, Continued
(5) Online (petty cash) check created for REG time with
Adjust Paid Time entry for Sick, Vacation or PL
• Payment is created.
• Timesheet balance will be updated but Leave Accrual
balance will not.
52
Time and Labor Update
Leave Accrual Discrepancies, Continued
(6) Additional Pay entries for Sick, Vacation or PL for
hours
• Payment is created.
• System looks for a corresponding Adjust Paid Time
entry and this is what will adjust the Timesheet balance.
53
Time and Labor Update
Leave Accrual Solutions
(1) Adjust Paid Time entries that change Sick, Vacation or
PL to non-leave accrual TRCs
•
•
Core-CT will create a custom process
Will run on Pay Confirm night to sync up balances
–
•
•
•
first time will sync up historical rows; subsequent processes will
sync balances for previous two weeks
Agency business process remains the same
Employees have potential to be out of balance for two
weeks
Tentative Start date in October.
54
Time and Labor Update
Leave Accrual Solutions, Continued
(2) Turning off OK to pay on payline or requesting a
payline adjustment for a row that includes leave time
•
•
•
•
Core-CT will create report for agencies
Agency will need to clean up
Job Aid will be provided containing steps agency
needs to take
Tentative start date in October.
55
Time and Labor Update
Leave Accrual Solutions, Continued
(3) Check Reversal containing leave time
• Payroll and TL records must be in sync
• Once reversal is processed, an Adjust Paid Time entry
must be done to delete the time.
56
Time and Labor Update
Leave Accrual Solutions, Continued
(4) Online (petty cash) check containing leave time
• Payroll and TL records must be in sync
• Online check MUST be created for the time that is to
be paid
• If employee should be paid leave time, the
corresponding Earn Codes and hours must be
requested
• Adjust Paid Time entry may be needed if time is not
entered on Timesheet.
57
Time and Labor Update
Leave Accrual Solutions, Continued
(5) Online (petty cash) check created for REG time with
Adjust Paid Time entry for Sick, Vacation or PL
• Payroll and TL records must be in sync
• Online check MUST have a corresponding Adjust Paid
Time entry
• Agency must ensure that the time paid with the Online
check is reflected on the Adjust Paid Time page.
58
Time and Labor Update
Leave Accrual Solutions, Continued
(6) Additional Pay entries for Sick, Vacation or PL for
hours
• Payroll and TL records must be in sync
• Additional Pay entries for leave time must have
corresponding Adjust Paid Time entry
• Agency must make entry using hours (not amounts)
on Adjust Paid Time page for the leave time paid or
adjusted in Additional Pay.
59
Time and Labor Update
Leave Accrual Solutions, Continued
Moral of the story:
•
Payroll and TL records must be in sync
in order for Leave Accrual balances to
remain in balance.
60
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes / Shirley Galka
Human Resources
Lina Simonu / Shari Grzyb
Heather Tweeddale
Time and Labor
Belinda Thibedeau
EPM
Mary Yabrosky / Barbara Jacius
Training
Cathy Bysiewicz - Cluen
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
61
EPM Update
Public / Superuser Best Practice and Standards
Steps in creating Public Queries (PQ’s)
1.
2.
3.
4.
5.
6.
Identify need: Information, Users/Audience
Identify Reporting Tables for Query
Design your query on paper
Create and Test your Query
Save as Private – Complete all Query Properties fields
Copy Private to Public and rename using naming
standards
62
EPM Update
Public / Superuser Best Practice and Standards, Continued
•
•
•
•
•
•
•
Create PQs only when necessary.
Search for existing queries before creating new PQs.
Create “performance friendly” PQs.
Create and test query as Private query first; then save
as PQ.
Abide by naming standards.
Modify Only Public queries you created.
Copy other Public queries first before modifying.
63
EPM Update
Public / Superuser Best Practice and Standards, Continued
Please remember:
• Public query access is not secured by creator
UserID.
• Any public user can modify, update or delete
any other user’s public query.
64
EPM Update
Public / Superuser Best Practice and Standards, Continued
65
EPM Update
Public / Superuser Best Practice and Standards, Continued
Public Query Naming Standards
Core-CT Delivered Queries:
CT_CORE_MODULE_FUNCTION_QNAME
Example: CT_CORE_HR_POSN_ACTIVITY
Agency Public Queries:
CT_AGENCYACRONYM_MODULE_FUNCTION_QNAME
Example: CT_APA_HR_EMP_CHANGES
66
EPM Update
EPM Training Needs Assessment
EPM Training
Dates to be determined by 01/01/07
Query Basic Training- Full day sessions
Query Refresher- Half day sessions
Query Advanced-Half day sessions
67
EPM Update
EPM Training Needs Assessment
Superuser Training Survey
• All users with access to create public queries have
been contacted to assess training requirements.
Agency Training Survey
• Hand out available
68
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes / Shirley Galka
Human Resources
Lina Simonu / Shari Grzyb
Heather Tweeddale
Time and Labor
Belinda Thibedeau
EPM
Mary Yabrosky / Barbara Jacius
Training
Cathy Bysiewicz - Cluen
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
69
Training Update
Training Registration
• Registration for all training classes and user group
meetings is now available in HRMS production
− HRMS and Financial training registration users have access to the
training pages for all employees in their agency and related reports.
– Registration process is same as former process. A job aid, CoreCT HRMS 8.9 Training Registration, is located in two areas on the
Core-CT website.
http://www.core-ct.state.ct.us/hr/
http://www.core-ct.state.ct.us/training/register/Default.htm
70
Training Update
Training Registration, Continued
• Any agency needing additional training registration users
should use the Application Security Request Form on the
Core-CT website.
http://www.core-ct.state.ct.us/security/
• The former registration tool is retired and the data
archived for record retention purposes.
71
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes / Shirley Galka
Human Resources
Lina Simonu / Shari Grzyb
Heather Tweeddale
Time and Labor
Belinda Thibedeau
EPM
Mary Yabrosky / Barbara Jacius
Training
Cathy Bysiewicz - Cluen
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
72
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,
December 5, 2006, 1:30pm 4:00pm and Wednesday,
December 6, 2006, 9:00am 12:00pm
Room 1002A and 1002B
101 E. River Drive
73
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes / Shirley Galka
Human Resources
Lina Simonu / Shari Grzyb
Heather Tweeddale
Time and Labor
Belinda Thibedeau
EPM
Mary Yabrosky / Barbara Jacius
Training
Cathy Bysiewicz - Cluen
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
74
Questions/Discussion
75