Transcript June 2005 User Group Meeting Presentation
State of Connecticut
Core-CT Project HRMS Users Group Meeting
June 6 & 7, 2005
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Agenda – Welcome Welcome Business Process Updates Human Resources Update Time and Labor Update EPM Update Key Messages Questions & Discussion
Anne North and Sue Martin Lina Simonu Belinda Thibedeau Mary Yabrosky Anne North and Sue Martin HRMS Team 2
Agenda – Welcome Welcome Business Process Updates Human Resources Update Time and Labor Update EPM Update Key Messages Questions & Discussion
Anne North and Sue Martin Lina Simonu Belinda Thibedeau Mary Yabrosky Anne North and Sue Martin HRMS Team 3
Human Resources Update Fiscal Year End Tasks – Important Reminders
• Agency Position Specialists should complete work on their work lists for Recycled and Denial notifications prior to June 8, 2005.
– Update the row and send back through the approval process if approval is required – Remove the row if the update is no longer required – Inactivate the position if appropriate • Position file will be transferred to OPM on June 8, 2005.
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Human Resources Update Fiscal Year End Tasks – Important Reminders, Continued
• Agency Position Specialists are encouraged to limit the number of position updates performed from mid May through June 17, 2005.
• Any positions in proposed status will not be updated for Fiscal Year End.
• Positions that are in the approval process during the Fiscal Year transition will require review for the correct budgeting upon approval. This may require that positions be resubmitted for approval again after the Fiscal Year transition.
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Human Resources Update Fiscal Year End High Level Sequence of Events
• OPM will review the file of position data and send the file back to Core-CT on June 17, 2005 with the new budgeting information for all State of Connecticut positions.
• Agency Position Specialists will have view only access in Position Data during the week of June 20 to close of business June 24.
• The new budgeting information will be loaded into Core CT the week of June 20, 2005 and a new row dated June 10, 2005 will be inserted into the Position. 6
Human Resources Update Fiscal Year End Assistance
The HRMS Fiscal Year End Job Aid is located at : http://www.core-ct.state.ct.us/user/finjobaids/2005ye.htm
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Human Resources Update Salary Increases
• Salary Plans CL, CT, CO, CC, CP, PS, SH, AR, VS, VA, VB, JA, JZ, DP, AT, SA, and TU • General Wage Increases and Annual Increases effective June 24, 2005 − preliminary reports processed May 27, 2005 − final reports to be processed approximately July 1, 2005 8
Agenda – Welcome Welcome Business Process Updates Human Resources Update Time and Labor Update EPM Update Key Messages Questions & Discussion
Anne North and Sue Martin Shari Grzyb Belinda Thibedeau Mary Yabrosky Anne North and Sue Martin HRMS Team 9
Human Resources Update HR Business Rules and Central Audit Unit
• The Core-CT Audit Unit and HR Business Rules have merged functions at DAS • The name of our unit is now the HR Business Rules and Central Audit Unit (or the “Rules & Audit Unit” for short) 10
Human Resources Update HR Business Rules and Central Audit Unit, Continued
Agency HR Liaisons Pam Libby, Director Statewide HR Management HR Business Rules and Central Audit Shari Grzyb Toni Alphonse Lisa Chasse 11
Human Resources Update HR Business Rules and Central Audit Unit, Continued
Rules & Audit Unit Role • DAS is responsible for the integrity of personnel data • This unit ensures all appointments and personnel transactions are made in accordance with the statutes, regulations, collective bargaining agreements, etc by conducting post-audits of Core-CT data 12
Human Resources Update HR Business Rules and Central Audit Unit, Continued
Rules & Audit Unit Role • To assist agencies and reduce the number of post-audit corrections – “Quick Fixes” at the HRMS User Group Meetings – “Q&A” at Agency Personnel Council Meetings – “State of CT HR Management Certificate Program” 13
Human Resources Update HR Business Rules and Central Audit Unit, Continued
Today’s “Quick Fix” Topics 1. Certification Number Field Tips 2. Employee Class Field Info 3. Transfers Out of an Agency 14
Human Resources Update HR Business Rules and Central Audit Unit, Continued
“Quick Fix #1” • Certification Number Field Tips – When to use a prefix – When to leave a “Certif Number” field blank – When the “Certif Number” field must contain a Candidate Request Certification Number (generated via ATC) 15
Human Resources Update HR Business Rules and Central Audit Unit, Continued
“Quick Fix #2” • Employee Class Field Info – When to change “Empl Class” field from
Probationary
to
Permanent
– Be sure to use the correct Action/Action Reason code of
Data Change/WTC
– General Comments should provide an explanation of transaction 16
Human Resources Update HR Business Rules and Central Audit Unit, Continued
“Quick Fix #3” • Transfers Out of an Agency – Communication is crucial – Use correct Action/Action Reason Code: •
Data Change/ETO
– Timely and accurate processing can only be achieved by both agencies communicating with one another.
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Human Resources Update HR Business Rules and Central Audit Unit, Continued
Coming Soon!
Watch for details in June 2005 about the upcoming State of CT HR Management Certificate Program See the HRLC website http://www.das.state.ct.us/HR/LC_Home.htm
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Agenda – Welcome Welcome Business Process Updates Human Resources Update Time and Labor Update EPM Update Key Messages Questions & Discussion
Anne North and Sue Martin Shari Grzyb Belinda Thibedeau Mary Yabrosky Anne North and Sue Martin HRMS Team 19
Time and Labor Update Completed Issues
• Part Time Accruals based on hours worked fixed with May 1 accrual • Leave Plan page updated • Allowing Exceptions has been fixed • Holiday and Comp time balance discrepancies fixed for 70% of those employees in plans that expire time • Comp & Holiday Time on Attendance Report 20
Time and Labor Update Outstanding Issues
• Rotating Averaging Rules • Hours to Days conversion program • Sick, Vacation and PL balance discrepancy • Automating Time Reporter Data page 21
Time and Labor Update Outstanding Issues, Continued
• Remaining Holiday and Comp balance discrepancies • New attendance report to compare Scheduled time to Reported time • Error message when using VAP code on Weekly Elapsed Time page 22
Time and Labor Update GAAP Report
The 2005 GAAP report will be revised as follows: • The report will capture leave used through June 30, 2005 • The leave balances will include the July 1 accrual 23
Time and Labor Update GAAP Report, Continued
Additional information: • Sick leave will be reported at ¼ of the total balance • Part time employees will be included • Agencies will not be required to complete Form 7 • The report will be informational only • GAAP Closing Package instructions will be coming from OSC in June 24
Time and Labor Update TRC Usage Report
• TRC Usage report includes time entered on the Weekly Elapsed Time page, the Adjust Paid Time page and from the Schedule • Individual reports can be created for a variety of uses 25
Time and Labor Update TRC Usage Report, Continued
Individual reports can be created to report on specific items such as: • Sick Family • All Sick Time • Overtime • Workers’ Compensation • All TRCs 26
Time and Labor Update TRC Usage Report, Continued
Steps to create individual reports: 1. Navigate to Administer Workforce > Capture Time and Labor > Reports > TRC Usage 2. From the Search page click on Add a New Value 3. Enter new Run Control ID using naming convention that is meaningful for the specific report 4. Click Add 27
Time and Labor Update TRC Usage Report, Continued
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Time and Labor Update TRC Usage Report, Continued
5. Enter Set ID and Department, Union Code, Group ID, or EmplID and Empl Rcd Nbr 6. Enter date range 7. Enter all appropriate time reporting codes for the item you wish to report on 8. Click Save 29
Time and Labor Update TRC Usage Report, Continued
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Time and Labor Update TRC Usage Report, Continued
• Run the report as usual changing the Employees to Report and Dates to Report as needed • Create additional reports by completing steps 1 – 8 and entering the information specific to the report you wish to create 31
Agenda – Welcome Welcome Business Process Updates Human Resources Update Time and Labor Update EPM Update Key Messages Questions & Discussion
Anne North and Sue Martin Lina Simonu Belinda Thibedeau Mary Yabrosky Anne North and Sue Martin HRMS Team 32
EPM Update EPM Update Topics
EPM Usage Questionnaire Findings New HRMS EPM Folders Detailed Payroll Reporting Table Improvements New EPM Security Approach 33
EPM Survey Results
Of the surveys completed by users at the last HRMS User Group Meeting:
78% 30% were EPM Users used both Financial and HR 70% use EPM Daily, Weekly, and or Monthly
42% have attended EPM User Groups
76% want to continue having EPM involvement in HRMS User Group meetings
72% prefer to get information about EPM through emails and website announcements
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EPM Query Folders
New folders for public queries for each HRMS module :
HR User TL User PY User BN User HS/WC User Use Folders in Basic search or the Advance Search link on the EPM Query Viewer page to further refine search for queries for a specific module
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EPM Reporting Tools>Query>Query Manager Basic Query Search for all Queries in Folder Name PY User
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EPM Reporting Tools>Query>Query Manager Basic Query Search Results on all Queries in the PY Folder
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EPM Reporting Tools>Query>Query Manager Advanced Query Search Option GETPO/AP RESULTS FROM MARY
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EPM Reporting Tools>Query>Query Manager Advanced Query Search for all ‘CT’ Public Queries in the HS/WC User Folder
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EPM Reporting Tools>Query>Query Manager Advanced Query Search Results on all ‘CT’ Public Queries in the HS/WC User Folder
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EPM Table Partitioning
Leveraging PAY_END_DT Field & Improving Query Performance for Detailed Payroll (CT_DET_PAYROLL) queries:
Always use PAY_END_DT field in query selection criteria when creating payroll queries Modify existing queries without PAY_END_DT by adding to selection criteria If you are more familiar with using CHECK_DT, please use PAY_END_DT instead Practicing the above will ensure optimal query performance
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EPM Update New HRMS EPM Security Approach
• Current HRMS/EPM Security Approach • Issue with Current Approach • Proposed EPM Security Approach • Issue Resolved • Issue Created by the Proposed EPM Approach • Issue Resolved • Summary 42
EPM Update Current HRMS/EPM Security Approach Based on Employee ID
Employee Row Security Class Allows the agency to view the complete history of a current employee 43
EPM Update Issue with Current HRMS/EPM Security Approach
• Transfer of an Employee: When an employee transfers out of an agency to another, their HR Data travels with their Employ ID in the Core system.
• Example: John Smith transfers from DMHAS to DMR, effective January 1, 2005. As of January 1, 2005, DMHAS will no longer have access to John Smith’s HR data in CORE and DMR will have access to all of John Smith’s data.
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EPM Update Proposed HRMS/EPM Security Approach Based on the Department ID
Department Row Security Class Allows the agency to view the history of an employee for the period of time the person was employed by that agency.
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EPM Update Issue Resolved by the HRMS/EPM Security Approach
• Transfer of an Employee: When an employee transfers out of an agency, the agency can now access data, within EPM, for all periods of time the person was employed there.
• Example: Mary Mack transfers from DMHAS to DMR, effective January 1, 2005. DMHAS can now access Mary Mack’s data for all periods of time she was employed there, through December 31, 2004. DMR can now see Mary Mack’s HR data as of January 1, 2005 and the periods of time she is or will be employed there.
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EPM Update Issue Created by the Proposed HRMS/EPM Security Approach
• Transfer of an Employee: When an employee transfers out of an agency, the receiving agency can no longer report the complete history of the transferred employee.
• Example: Worker’s Compensation reports may require agencies to view 52 weeks of an employee’s payroll history regardless of agency assignment.
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EPM Update Issue Resolved by the Proposed HRMS/EPM Security Approach
• The Worker’s Comp Specialist will be able to use the Public Query CT_HR_PAY_FROM_ PS to report the salary information for the last 52 weeks for an employee.
• The query is based on employee ID as used in the current EPM Security approach.
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EPM Update Proposed HRMS/EPM Security Approach: Dual Advantages
• Allows the agency to view the complete history of an employee special EPM reporting.
• Allows reporting of history for the period of time an employee was employed by the agency in EPM.
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EPM Update Proposed HRMS/EPM Security Approaches
• The EPM Team invites EPM users to participate in the usability testing for this new EPM Security Approach scheduled for: June 16, 17, 21 and 23.
• Please e-mail Mary Yabrosky or Roger Sherman if you’re able to help out: [email protected]
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EPM Update Proposed HRMS/EPM Security : GO LIVE!
Upon User Testing and Acceptance of new EPM Security Approach, stay tuned for EPM Hot Topic for Go Live – anticipated for Fiscal Year 2006!
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Agenda – Welcome Welcome Business Process Updates Human Resources Update Time and Labor Update EPM Update Key Messages Questions & Discussion
Anne North and Sue Martin Lina Simonu Belinda Thibedeau Mary Yabrosky Anne North and Sue Martin HRMS Team 52
HRMS Key Messages Current Priorities
• Preparation and execution of 2005 Fiscal Year End processing • Resolution of outstanding accrual processing issues • Planning for Upgrade to Version 8.9
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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 –Monday, September 12 , 2005 1:30 4:00 and Tuesday, September 13, 2005 9:00 – 12:00 Room 4214A and 4214B 101 E. River Drive 54
Agenda – Welcome Welcome Business Process Updates Human Resources Update Time and Labor Update EPM Update Key Messages Questions & Discussion
Anne North and Sue Martin Lina Simonu Belinda Thibedeau Mary Yabrosky Anne North and Sue Martin HRMS Team 55
Questions/Discussion
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