Transcript March 2005 HR User Group Meeting

State of Connecticut
Core-CT Project
HRMS Users Group Meeting
March 28 & 29, 2005
1
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
EPM Update
Benefits Team
Mary Yabrosky
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
2
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
EPM Update
Benefits Team
Mary Yabrosky
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
3
Payroll Update
Payroll Error Messages
• “ Too Many FLSA Earnings” errors generally occur when
there is inconsistent historic data on Time Reporter Data
Page
– Corrective action must occur before an employee can be assured
payment; the system holds on to this dated data and creates rows
of prior period adjustments flowing from the earliest date to the
pay period being processed
– The Payroll Team has been correcting these errors by deleting the
prior period adjustments manually on confirm Thursday, permitting
payment to the employee for the current pay period
– The Time and Labor Team has been assisting impacted agencies
in cleaning up this data prior to confirm Thursday.
4
Payroll Update
Payroll Error Messages, Continued
•
“ Too Many FLSA Earnings” errors also occur when users
make a prior period adjustment on the weekly elapsed
time page for a date that is more than 4 pay periods back
from the current processing cycle.
– Users must correct retroactive payments by processing a record
only adjustment and process the required payment on the
additional pay page.
5
Payroll Update
Payroll Messages
• Account Code Changes
– For prior period adjustments, account codes must be active in
current pay period
– Account codes should not be inactivated until agencies are certain
they will no longer be required
6
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
EPM Update
Benefits Team
Mary Yabrosky
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
7
Human Resources Update
Longevity
• Preliminary mode report ran on 3/2/2005; second
preliminary report scheduled to run on 3/28/2005
– Includes Processed and Exception Reports
• Accuracy of processed reports dependent on updates
made to Professional Experience Date
– Shows the new Professional Experience Date (Longevity Date)
– Provides the April Longevity Payment amount
8
Human Resources Update
Longevity, Continued
• Agencies with exceptions should do the following:
– Enter manually using the TRC of XLNGA in Weekly Elapsed Time
– If a self service agency, use Additional Pay for your entries
• Final Mode will be processed on 4/15/2005
– Professional Experience Date will then be updated on the
Employment Data tab
– Longevity Payment amount will be entered in the Additional Pay
page
• Job Aid resources on the Core-CT website
– See Longevity Processing, Longevity Exceptions, and
Professional Experience (Longevity) Date Processing
9
Human Resources Update
Mass Salary Processing
• Effective April 1, 2005 January Anniversary Increases
(3 month delays) will be processed for the following
bargaining units:
–
–
–
–
–
–
BU – 03 (CA, CS, CR)
BU – 12 (SH)
BU – 53 (CJ)
BU – 70 (DM)
Preliminary reports were run on 3/2/2005
Final reports will be run on 4/15/2005
10
Human Resources Update
Position/Employee Transfers
•
If an employee transfers to another Agency/Department,
not in their position number:
1) Losing Agency/Department enters a transaction in Job Data;
Action: Data Change/Reason: ETO – Employee Transferring Out
of Agency. Effective date is the same as the transfer date.
NOTE: POSITION NUMBER DOES NOT CHANGE
2) Losing or Gaining Agency/Department notifies Central DAS
Auditing Unit to transfer employee; Central DAS Auditing Unit
enters Action: Transfer/Reason, selecting the appropriate one.
(At this point DAS changes the position number.)
11
Human Resources Update
Position/Employee Transfers, Continued
•
If an employee transfers to another Agency/Department,
in their position number:
1) Losing Agency/Department completes position data transaction.
This includes effective date, gaining agency/department code,
new location code, and the new Agency/Department chart of
account.
2) Losing Agency/Department enters a transaction in Job Data;
Action: Data Change/Reason: ETO – Employee Transferring
Out of Agency. Effective date is the same as the transfer date.
NOTE: POSITION NUMBER DOES NOT CHANGE
12
Human Resources Update
Position/Employee Transfers, Continued
•
Upon approval of position in gaining
Agency/Department’s security:
3) Losing or Gaining agency notifies Central DAS Auditing Unit to
transfer employee; Central DAS Auditing Unit enters Action: Data
Change/Reason – PTD – Position Transfer to New
Department/Agency
13
Human Resources Update
Fiscal Year End Tasks
• Ensure that all time sensitive position approval updates
are submitted prior to the lockdown period of June 20,
2005 through June 25, 2005. No position updates or
approvals will be allowed during the Fiscal Year End
budgeting load. Evaluate positions that are currently
recycled, or had a new proposed change denied.
– 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
IMPORTANT NOTE - Agency Position Specialists should
review their work lists for Recycled and Denial notifications
14
Human Resources Update
Fiscal Year End Tasks, Continued
• Agency Position Specialists are encouraged to limit the number of
position updates performed from mid May through June 25, 2005.
• Review your work lists for positions that may be moved quickly to the
next level.
By working together Agency Position Approvers, DAS and OPM will
approve as many position updates as possible prior to the Fiscal Year
transaction. These collective efforts will help reduce the number of
positions in the approval process and provide approvers time to
reduce the number of positions in their work lists.
• 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.
15
Human Resources Update
Fiscal Year End High Level Sequence of Events
• Agency requests for reorganization are due by March 31st.
• Core-CT will generate a file consisting of all positions in
the State of Connecticut for review by OPM.
• The Account Code Table will be updated to reference the
new 2006 Fiscal Year.
• OPM will review the file of position data and send the file
back to Core-CT with the new budgeting information for all
State of Connecticut positions.
16
Human Resources Update
Fiscal Year End High Level Sequence of Events, Continued
• The new budgeting information will be loaded into CoreCT the week of June 20, 2005 and a new row effective
June 10, 2005 will be inserted into the Position
Data and Account Code tables with the new fiscal year
2006 budgeting information.
• A new row is created on the Budgeting tables with the
updated Account Code information for each position.
(Budgeting tables are used to appropriately charge
salaries).
17
Human Resources Update
Fiscal Year End Assistance
Look for the HRMS Fiscal Year End updated Job
Aid
Coming soon to the Core-CT website!
18
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
EPM Update
Benefits Team
Mary Yabrosky
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
19
Time and Labor Update
Adjust Paid Time Entries
• Navigation Path: Administer Workforce>Capture Time and
Labor>Manage>Adjust Paid Time
• To add attendance: Click on + button. Enter Information.
The new entry will be saved as Closed.
• To delete attendance: Click on – button.
Both the original and the deleted entry will be saved as Closed.
• Don’t correct entries by creating negative ones.
20
Time and Labor Update
Adjust Paid Time Entries, Continued
• Use Adjust Paid Time page for any attendance changes
not required to be paid. Agencies can use this page to
record unpaid time during LOA.
• Use Adjust Paid Time page for any payments made
through Central Payroll so that Payroll and Time and
Labor records are in sync.
• If Time and Labor and Payroll records are out of sync a
payment or deduction in pay could be created in certain
circumstances.
21
Time and Labor Update
Weekly Elapsed Time Changes
• To change attendance:
– Delete entire row
– Delete time from one day
– Add a row with the new information
– Do not enter a negative to delete
• An audit record exists for entries made on the Weekly
Elapsed Time page
Administer Workforce > Capture Time and Labor > Inquire > Elapsed
Time Audit
22
Time and Labor Update
Compensatory Time
• Comp time does not expire in Core-CT the same way
the State expires comp time
• Review Comp Expiration Report (hand out)
Administer Workforce > Capture Time and Labor > Reports > Comp
Expiration Report
• Using Comp Time in same pay period it is earned
– Enter comp time earned on Weekly Elapsed Time page
– Let Time Admin process overnight
– Enter comp time used next day
23
Time and Labor Update
Error Messages
There are three processes attendance goes through in order
to be paid. Each process verifies the time.
• Time Admin
• Load to Payroll
• Pay Calc
24
Time and Labor Update
Error Messages, Continued
Error Messages are created by each process.
• Time Admin - Exceptions
• Load to Payroll – Rejected Time
• Pay Calc – Payroll Error Messages
25
Time and Labor Update
Error Messages, Continued
• Time and Labor Exceptions – time not processed by Time
Admin, employee not paid
• Time Rejected By Payroll – time processed by Time
Admin, time was not processed by Load to Payroll,
employee not paid
• Payroll Error Messages – time processed by Time Admin,
time processed by Load to Payroll, employee will not be
paid unless cleaned up by the Core Payroll Team
26
Time and Labor Update
Error Messages, Continued
Reports / Information available for each process.
• Time and Labor Exceptions – Manage Exceptions
Self Service > Role Manager > View > Manage (Group) Exceptions
• Load to Payroll – Employee Time Not Loaded To Payroll
(CTTLR380 found under My Report)
• Pay Calc – Payroll Error Messages (New Report)
27
Time and Labor Update
New Attendance Report
• Time shown is from Schedule, Weekly Elapsed Time
and/or Adjust Paid Time
• Leave information is from Leave Accrual page
• Holiday and Comp Time is not on the report – currently
looking into feasibility of including it
28
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
EPM Update
Benefits Team
Mary Yabrosky
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
29
Benefits Update
Enrollment for New Hires and Rehires
• Employees have 30 days from Date of Hire to enroll for Life and Health
insurance. Agencies should encourage new employees to research the
available options before enrolling, and allow the employees the full 30 days if
necessary.
• The Core-CT Enrollment form must be used for all newly hired employees.
The Health section should be filed in the employee’s Personnel file. The
signed Life portions must be forwarded to the OSC Employee Benefits Unit.
Please refer to the 11/18/03 Daily Mail for more information.
• Health insurance enrollment data for new hires and rehires is sent to the
carriers on the first Tuesday of the month before the effective date of coverage
(Wednesday if Monday is a holiday). For example, a new employee is hired
on March 8. The coverage is effective 5/1/05. The carriers will receive the
enrollment data in the file dated 4/5/05.
30
Benefits Update
Open HR and BAS Events
• All Job and Benefits Administration events must be processed and
closed in On Demand and Event Maintenance. If an event is left open:
–
–
–
–
Deductions will either not start on a timely basis or will be incorrect.
Health and/or life plan data will be incorrect.
Health plan change data will not be reported to the carriers correctly.
No health insurance payment will be generated to the carrier even if
employee deductions are correct.
– After the event is processed and an enrollment form generated, the
record will be in Notified status. Run the Missing Elections Report
regularly which lists all records in Notified status that require action.
Compensate Employees > Administer Automated Benefits > Report>
Missing Elections
31
Benefits Update
Missing or Inconsistent Job and Personal Data
• Missing demographic data including SSN, DOB, address, etc. may
cause the weekly eligibility file to fail at the carrier, and the carrier will
contact the agency for the correct data.
• Files are sent to each carrier every Tuesday ( Wednesday if there is a
Monday holiday).
• Agency benefit transactions are included in the next file after the
transaction is validated and finalized.
• Inconsistent date will also cause benefit processing problems. For
example, the birth date cannot be 1/1/1901, a valid date must be
entered. The effective date in Personal Data must be the same or
earlier than the Date of Hire.
32
Benefits Update
Retroactive Event Processing
• When a change is processed in On Demand Event Maintenance that
requires retroactive deductions, a retroactive request is generated
after the event is Validated and Finalized.
• Verify that all coverage or election changes are correct: Compensate
Employees > Administer Base Benefits > Use > Health Benefits ( or
Life and AD/D Benefits).
• Verify that a retroactive request has been generated: Compensate
Employees > Manage Retro Process > Use > Retro Ben/Ded Review
and Updt
• The request will be in a status of “Not Proc”. Note the Retro Ded
Sequence Number for future reference.
33
Benefits Update
Retroactive Event Processing Continued
• Run the retro request report on the Monday before payroll confirms:
Compensate Employees > Manage Retro Process > Report > Retro
Ben Requested by Dept.
• All valid retro requests that are entered by Monday of Payroll Confirm
week are “Calculated” (or rejected if in error) on Tuesday night.
• Review all agency retro requests to ensure proper deduction
amounts; run the retro calculated report on Wednesday: Compensate
Employees > Manage Retro Process > Report > Retro Ben All Calced
by Dept
• To review an individual calculated retro request: Compensate
Employees > Manage Retro Process > Use > Retro Ben/Ded Review
and Updt.
34
Benefits Update
Retroactive Event Processing Continued
• Run the retro error report if a retroactive request is rejected:
Compensate Employees > Manage Retro Process > Report > Retro
Ben Errors by Dept
• If the request is in “Rejected” status, contact OSC Central Benefits for
assistance.
• Calculated retro requests load to payroll on Wednesday of Pay
Confirm week; the status of the retro request is changed to “Loaded
PS”.
• To review all agency loaded retro requests, run the retro loaded report
on Thursday: Compensate Employees > Manage Retro Process >
Report > Retro Loaded by Agency
• To review an individual loaded retro request: Compensate Employees
> Manage Retro Process > Use > Retro Ben/Ded Review and Updt
35
Benefits Update
Retroactive Event Processing Continued
• Retroactive transactions may generate an Arrears balance in Payroll.
• Review Arrears Balances:
Compensate Employees > Maintain Payroll Data U.S. > Inquire >
Arrears Balances
• Paysheets reflect retroactive transactions on Thursday morning.
• Manual overrides are not necessary if there is a valid retro
transaction.
36
Benefits Update
Deduction Overrides
• To be used only after the problem causing the incorrect deduction or
refund is corrected and where the retro process has not produced the
intended result.
• If the employee’s data is not corrected prior to the processing of a
deduction override, the system will self-adjust the employee’s
deductions based on the incorrect enrollment data until the YTD
deduction amounts are in agreement with the enrollment data.
• A Payroll Audit spreadsheet showing all amounts owed and actually
paid for both employee and state shares of the premium must be
submitted to OSC. After the data is reviewed and approved, you will
be requested to submit the BSD Corrections override spreadsheet.
• All overrides must be submitted to :
[email protected]
37
Benefits Update
Open Enrollment
• Address files will be produced for the vendors in mid-April. All open
enrollment materials from the carriers and from OSC will be sent to
the addresses on file.
• Agencies must process any open Event Maintenance events before
the Open Enrollment Event is opened in early May.
• Events that have not been processed will be closed centrally.
Employee benefit records will not reflect changes that the event(s)
would have created if they are closed in this manner.
• As of March 23, 2005 there were 12,249 open events.
• Additional details on Open Enrollment will be issued by Daily Mail and
Comptroller’s Memoranda.
38
Human Resources Update
Problem Resolution
Review Benefits Job Aids, Daily Mail and
Comptroller’s Memoranda for procedures before
contacting OSC Benefits staff or the Help Desk.
39
Benefits Update
Group Life Insurance – Audit of Coverage Amounts
• 2/5/2005 Daily Mail – Entering Life Insurance
• Life Insurance Invalid Report
• Common causes of incorrect coverage:
–
–
–
–
–
Incorrect Annual Base Benefits Rate - ABBR
Bargaining Unit change
Temporary Service in a Higher Class
Incorrect Compensation Rate in Job Data
Required for life insurance participants
• In Scope?
• Contact RSBD for assistance in the correction of
coverage
40
Benefits Update
Group Life Insurance – Audit of Coverage Amounts Continued
• Non-compliance will cause the RSBD to default coverage
based on available information.
• Once coverage is defaulted by RSBD, it will not be further
adjusted until the next April 1st or October 1st following the
date the information in Job Data is updated.
• Detrimental Effect on Beneficiaries
41
Benefits Update
Group Life Insurance – Audit of Premium Payments
• Agencies will be contacted in the coming weeks by the Employee
Benefit Unit and supplied with an Excel spreadsheet of employees
who owe back premiums.
• Agencies must review the report to determine the issue and the
appropriate course of action, e.g. correct Job Data, reprocess events,
etc.
• If retroactive deductions are required, follow the procedures in
Comptroller’s Memorandum 2004 -10.
• Coverage for employees who fail to pay required premiums will be
cancelled. If the employee wishes to enroll subsequent to such
cancellation, Evidence of Insurability is required.
42
Benefits Update
Group Life Insurance Increases
• Increase program will run on April 1, 2005.
• April 15, 2005 paycheck will include the new deduction.
• CT_CORE_BN_LIFE_AUDIT table should be available
shortly after April 1, 2005.
• See Comptroller’s Memorandum 2005-8.
43
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
EPM Update
Benefits Team
Mary Yabrosky
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
44
EPM Update
EPM SP2 Impacts
• Fixes
– New Window Hyperlink
– Download to Excel Multiple Times
45
EPM Update
EPM SP2 Impacts Continued
Overall New Features – New Window Hyperlink Fix
46
EPM Update
EPM SP2 Impacts, Continued
Download to Excel Multiple Times
47
EPM Update
EPM SP2 Impacts, Continued
• Enhancements
–
–
–
–
–
–
–
Advanced Query Search
Run to HTML Hyperlink
Run to Excel Hyperlink
Create Folders
Add to Favorites
Copy Query to Another User
Reorder Criteria
48
EPM Update
EPM SP2 Impacts, Continued
Advanced Query Search / Run to HTML Hyperlink / Run to Excel Hyperlink
49
EPM Update
EPM SP2 Impacts, Continued
Advanced Query Search
50
EPM Update
EPM SP2 Impacts, Continued
Advanced Query Search - Results
51
EPM Update
EPM SP2 Impacts, Continued
Create Folders / Add to Favorites / Copy Query to Another User
52
EPM Update
EPM SP2 Impacts, Continued
Copy Query to Another User
53
EPM Update
EPM SP2 Impacts, Continued
Reorder Criteria
54
EPM Update
EPM SP2 Impacts, Continued
Reorder Criteria
55
EPM Update
EPM Training Update
• Survey of User Needs
– Please complete survey before you leave today; thank
you for your input
• EPM Query Labs
– Schedule of EPM Help labs available at
http://www.core-ct.state.ct.us/epm/
– Help labs identified as Course EPM 101 in registration
tool
56
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
EPM Update
Benefits Team
Mary Yabrosky
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
57
HRMS Key Messages
Training Update
• Several training sessions have been completed
or are scheduled for the near future
– Time and Labor and Payroll sessions took place in February
– WC sessions completed in December and January; additional
training scheduled for March and May
– Other classes will be announced to the training registration
coordinators as they become available
58
HRMS Key Messages
Current Priorities
• Preparation and execution of 2005 Fiscal Year
End processing
• Resolution of outstanding accrual processing
issues
• Resolution of Financial Integration issues
59
Calling All Presenters
•We’d like to hear from you
•We’re looking for agency presenters
•Tell us about how you solved a difficult problem
•Share your best practices with other agencies
•Contact Cathy Bysiewicz-Cluen at 860-622-2584 or e-mail
her at [email protected] if you have a
topic that you would like to present
60
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, June 6,
2005 1:30 - 4:00 and Tuesday,
June 7, 2005 9:00 – 12:00
Room 4214A and 4214B
101 E. River Drive
61
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
EPM Update
Benefits Team
Mary Yabrosky
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
62
Questions/Discussion
63