Transcript December 2006 HRMS User Group Presentation

State of Connecticut
Core-CT Project
HRMS Users Group Meeting
December 5 & 6, 2006
1
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes, Shirley Galka
Human Resources
Lina Simonu, Donald Kruk
Time and Labor
Belinda Thibedeau
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
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, Donald Kruk
Time and Labor
Belinda Thibedeau
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
3
Payroll Update
Year End
• All reversals for checks dated after November 9th
must be submitted to Central Payroll by noon on
Friday, December 22, 2006.
• Adjustments not received by that deadline will
result in the issuance of a W-2C.
• W-2’s – Tentative date for distribution to agencies
is the week of January 15th.
4
Payroll Update
Upcoming Important Dates
• December 25th – the system will not be
available and there will be no batch processing.
• January 1st – the system will not be available
and there will be no batch processing.
• February 12th and February 19th – the system will
be available and there will be batch processing.
• There will be no extensions – this includes
interfacing agencies.
5
Payroll Update
Important Reminder – Confirm Thursday
• System is available until 2:00pm for review
purposes only
• Do not process any changes of any kind on
Confirm Thursday
• Users who do so endanger the success of payroll
processing.
6
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes, Shirley Galka
Human Resources
Lina Simonu, Donald Kruk
Time and Labor
Belinda Thibedeau
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
7
Human Resources Update
Mass Salary Annual Increase
Mass Salary Annual Increase:
• January Annual Increases for bargaining units:
Confidential, NP1, NP2, NP3, NP6, P1, P2, P3A, P3B, P4,
P5, 53, 54, 57, 70, 74, 75 and 76.
• First preliminary report ran on 11/27/2006 and 11/28/2006.
• Second preliminary report scheduled to run on
12/11/2006.
• Final report will run on 12/29/2006 for all except P5.
• Final report for P5 will run on 1/12/2007.
• Next Annual Increment Date has been advanced for those
bargaining units that were skipped.
8
Human Resources Update
Rehires
Rehired Employees into Existing Employment
Records:
• If employee is being rehired from another agency, contact
DAS/Central Audit to process.
• If employee is being rehired from their former agency, do
not contact DAS/Central Audit. The Agency HR Specialist
can process the rehire transaction.
9
Human Resources Update
Transfers
Remember to follow this format when submitting
requests to DAS Central Audit Unit.
•
•
•
•
•
Employee Name
Employee Number
Employee Record Number (even if only one exists)
Effective Date
Action: (i.e., Transfer or Rehire)
10
Human Resources Update
Transfers, 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
11
Human Resources Update
Human Resources Updates
Monthly Position Status Report – Change
• Positions with multiple incumbents will now list all of the
incumbents rather than only the first incumbent.
Layoff Seniority Date Process – Change
• Edit Number 9 – Employees who are rehired must be
manually calculated - is now working correctly.
12
Human Resources Update
Driver’s License Data
Memo from Office of Labor Relations dated 11/29/2006
• Requests the total number of employees in your agency
who are required to have a CDL.
Navigate to: Workforce Administration>Personal
Information>Biographical>Driver’s License Data
13
Human Resources Update
Driver’s License Data, Continued
14
Human Resources Update
Driver’s License Data, Continued
15
Human Resources Update
New Human Resources Job Aids
Five new job aids have been posted at:
http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm
•
•
•
•
Benefit Service Date Calculation and Reports
Layoff Seniority Date Calculation and Reports
Longevity Date Calculation and Reports
Producing OSHA 300 Incident Log and OSHA 300A
Annual Summary
• Adding/Updating Employee/Dependent Address
16
Human Resources Update
Navigation Tips
Field Names:
• Clicking on a field name in job data that has a drop down
search button will cause the system to change the field
value to the first value on the list.
• This functionality has been turned off on the Job Indicator
field.
17
Human Resources Update
Navigation Tips, Continued
18
Human Resources Update
Navigation Tips, Continued
Notepad:
•
When reviewing job data, if you want to see if a
comment has been entered in notepad for that date, look
for wavy lines in the notepad icon.
19
Human Resources Update
Navigation Tips, Continued
20
Human Resources Update
Navigation Tips, Continued
Notepad:
To see a listing of all notes entered in job data, remove
the following values on the notepad search page:
• Employee Record
• Effective Date
• Sequence
21
Human Resources Update
Navigation Tips, Continued
22
Human Resources Update
Navigation Tips, Continued
23
Human Resources Update
Navigation Tips, Continued
Searching on a large list:
•
Click on any of the fields that are underlined to get a sort
order. Example: when searching on a name such as
“Smith”
24
Human Resources Update
Navigation Tips, Continued
25
Human Resources Update
Navigation Tips, Continued
26
Human Resources Update
Navigation Tips, Continued
Position Data search page:
•
•
When searching for a specific number, enter only the
actual numbers without the leading zeroes.
New search field: “Status as of Effective Date”
This field filters on Active or Inactive status.
27
Human Resources Update
Navigation Tips, Continued
28
Human Resources Update
Navigation Tips, Continued
29
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes, Shirley Galka
Human Resources
Lina Simonu, Donald Kruk
Time and Labor
Belinda Thibedeau
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
30
Human Resources Update
OSHA 300 Incident Log
Producing an OSHA 300 Incident Log in 8.9:
•
•
•
•
New way to generate an OSHA 300 Incident Log
New tab in Injury Details entitled “Work Related”
Navigate to: Workforce Monitoring>Health and
Safety>Obtain Incident Information>Injury Details
This new tab allows you to enter lost time on an
employee’s individual workers compensation claim.
See new job aid on How to Produce OSHA Reports.
31
Human Resources Update
OSHA 300 Incident Log, Continued
32
Human Resources Update
OSHA 300 Incident Log, Continued
33
Human Resources Update
OSHA 300 Incident Log, Continued
34
Human Resources Update
OSHA 300 Incident Log, Continued
To produce the OSHA 300 Incident Log in 8.9 you
must complete three mandatory fields:
• Establishment ID - located in Workforce
Monitoring>Health and Safety>Obtain Incident
Information>Incident Details>Location tab
• Nature of Injury - located in Workforce
Monitoring>Health and Safety>Obtain Incident
Information>Injury Details>Details tab
• Reportable Case - located in Workforce
Monitoring>Health and Safety>Obtain Incident
Information>Injury Details>Reporting tab
35
Human Resources Update
OSHA 300 Incident Log, Continued
36
Human Resources Update
OSHA 300 Incident Log, Continued
37
Human Resources Update
OSHA 300 Incident Log, Continued
38
Human Resources Update
OSHA 300 Incident Log, Continued
39
Human Resources Update
OSHA 300 Incident Log, Continued
40
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes, Shirley Galka
Human Resources
Lina Simonu, Donald Kruk
Time and Labor
Belinda Thibedeau
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
41
Time and Labor Update
Exceptions
• Agencies are not clearing exceptions
• There were over 6,000 exceptions statewide as of
PPE11/14/06
• Core-CT bypassed those older than 60 days
• Bypassed exceptions still exist in the system
• New exceptions report available week of 12/4/06.
42
Time and Labor Update
Exceptions, Continued
•
•
•
•
Exceptions directly affect how long Time Admin runs
More exceptions cause Time Admin to run longer
Nightly batch processing time is limited
If Time Admin runs too long other processes get pushed
back and reports will not be ready in the morning
• When clearing exceptions DO NOT make adjustments on
both the Timesheet and in Adjust Paid Time.
43
11/28/2006
11/21/2006
11/14/2006
11/7/2006
10/31/2006
10/24/2006
10/17/2006
10/10/2006
10/3/2006
9/26/2006
9/19/2006
9/12/2006
9/5/2006
8/29/2006
8/22/2006
8/15/2006
8/8/2006
8/1/2006
7/25/2006
7/18/2006
7/11/2006
7/4/2006
6/27/2006
6/20/2006
6/13/2006
6/6/2006
5/30/2006
5/23/2006
5/16/2006
Time and Labor Update
Exceptions, Continued
Tuesday Time Admin Trends
4
3.5
3
2.5
2
AVGRUNTIME
OPENEXCEPTIONSX1000
1.5
1
0.5
0
44
Time and Labor Update
Leave Accruals
• New process to correct employee out of balance
• Auditing accruals for employees whose balance was
updated is recommended
• The employees with negative balances should be audited
first, employees with Payroll entries next
• Computed Agency balances should be compared to the
Leave Accrual page balance NOT the Timesheet balance
• Use the Auditing job aids for assistance
• DO NOT make adjustments on both the Timesheet and in
Adjust Paid Time
45
Time and Labor Update
Schedules
How to look up schedules:
• Use the Naming Standard for Time and Labor and the
Schedules job aids.
• Names of schedules are composed of ten characters.
• It is still anticipated that the naming standard will be
changed to sixteen characters and will be more intuitive.
46
Time and Labor Update
Schedules, Continued
FS400S801A
1
2
2-3
P8R20V481A
Either for F – Full time or P – Part time
If the schedule is only one week the second
character is S – Straight.
If this is a rotating schedule the second
character is the number of weeks it spans
and the third character is R - Rotating.
47
Time and Labor Update
Schedules, Continued
FS400S801A
3-5
4-5
P8R20V481A
For Straight schedules these characters
indicate the average number of hours in the
schedule.
If this is a Rotating schedule the fourth and
fifth characters are used for the average
number of hours in the schedule.
48
Time and Labor Update
Schedules, Continued
FS400S801A
6
7-8
P8R20V481A
The sixth character is either S – Straight or V
– Variable and indicates whether or not the
hours per day are the same or different.
The next two characters reflect the two most
common day lengths in the schedule.
49
Time and Labor Update
Schedules, Continued
Key for Day Lengths
H/D
Use
H/D
Use
H/D
Use
H/D
Use
H/D
Use
H/D
Use
0.25
+
3.25
V
5.50
P
7.25
J
8.75
C
12.00
#
0.50
|
3.50
U
5.75
N
7.50
I
8.89
@
12.50
{
0.75
)
3.75
Z
6.00
6
7.75
H
9.00
9
13.00
;
1.00
=
4.00
4
6.12
\
8.00
8
9.13
>
13.12
[
1.50
(
4.25
T
6.25
M
8.11
}
9.25
B
13.13
]
2.00
2
4.50
S
6.40
<
8.20
:
9.50
A
14.00
Y
2.25
*
4.70
^
6.50
L
8.25
G
9.75
%
14.50
&
2.50
W
4.75
R
6.75
K
8.33
F
10.00
1
15.00
!
2.75
/
5.00
5
6.80
O
8.34
E
10.50
X
15.50
?
3.00
3
5.25
Q
7.00
7
8.50
D
11.00
$
Off
0
3.20
~
50
Time and Labor Update
Schedules, Continued
P8R20V481A
9-10 The last two characters indicate the version
number of the schedule and is used to group
like schedules. A sequence of 1A, 1B, and
1C would indicate that the number of hours in
a week is the same, the day length is the
same and only the days off differ.
51
Time and Labor Update
Schedules, Continued
FRI
SAT
SUN
MON
TUES
WED
THUR
Start Date
27-Oct-06
28-Oct-06
29-Oct-06
30-Oct-06
31-Oct-06
1-Nov-06
2-Nov-06
Hours
Schedule A
8
0
9
9
0
0
9
Total Hours
35.00
52
Time and Labor Update
Schedules, Continued
Start Date
Hours
Schedule A
FRI
SAT
SUN
MON
TUES
WED
THUR
27-Oct-06
28-Oct-06
29-Oct-06
30-Oct-06
31-Oct-06
1-Nov-06
2-Nov-06
8
0
9
9
0
0
9
Total Hours
35.00
Name Possibilities
FS350V89 or FS350V98
PS350V89 or PS350V98
Next step would be to look for these schedules on the schedules job aid. You
should start with version 1A and scroll through each version looking for a
match.
53
Time and Labor Update
Schedules, Continued
Start by looking for FS350V89
Hours
Schedule A
8
0
9
9
0
0
9
FS350V891A
1
3500009998
1
FS350V891B
1
3500089990
1
FS350V891C
1
3500800999
1
FS350V891D
1
3508900099
1
FS350V891E
1
3509000899
1
FS350V891F
1
3509800099
1
FS350V891G
1
3509800990
1
35.00
54
Time and Labor Update
Reports Run Control Page
55
Time and Labor Update
Reports Run Control Page, Continued
How to search for EmplID
•
•
•
•
Click on Lookup icon next to EmplID field
Change Search By to Last Name
Type in Last Name and click Lookup button
Click on link for employee name you want to report on.
OR
• Change Search By to Name
• Type in First and Last Name and click Lookup button
• Click on link for employee name you want to report on.
56
Time and Labor Update
Reports Run Control Page, Continued
57
Time and Labor Update
Enrolling Employees in Leave Plans
New Hires - Sick, Vacation and PL plans:
• Enroll in Sick plan effective with date of hire.
• Enroll in Vacation plan effective with date of hire
- No Accrual Plan as of date of hire
- Permanent Plan effective with accrual date
- Add in any accruals owed between date of hire and
accrual date.
58
Time and Labor Update
Enrolling Employees in Leave Plans, Continued
New Hires - Sick, Vacation and PL plans
• Enroll in PL plan effective with date of hire
– PL time will be automatically awarded immediately for
plans which grant time after 0 (zero) months service
time.
OR
– PL time will be automatically awarded when the
employee reaches six months of service.
59
Time and Labor Update
Enrolling Employees in Leave Plans, Continued
Path: Set Up HRMS > Base Benefits > Plan Attributes > Leave Plan Table
60
Time and Labor Update
Enrolling Employees in Leave Plans, Continued
Leave Plans Job Aid
Plan Type 52 - Personal
Name
P80B50
Description
Target BU
Personal 8.00 Hr Day PT 50%
6
Maximum
Carryover
Maximum
Unpaid
Days
24.000
Accrual Rates after Specified
Service Months
0
Maximum
Balance
999
PT Method
Fixed - 50%
First Year Award Values
(Hours Earned for Employment Month)
1
2
3
4
5
6
24.000000
61
Time and Labor Update
Outstanding Issues
•
•
•
•
•
•
•
•
•
Comp and Holiday Out of Balance
Combining Rotating Averaging Rules into one Rule
Enhancements TRC Usage Report
New TRCs
Additional Self Service Agencies
Renaming Schedules
Leave Accrual Shut Off Process
New Exceptions Report
Additional PL plans for Part Time Employees
62
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes, Shirley Galka
Human Resources
Lina Simonu, Donald Kruk
Time and Labor
Belinda Thibedeau
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
63
Benefits Update
Benefits Training
• Presented in conjunction with OSC Payroll
Services Division, Core-CT Human Resources
and OSC Retirement & Benefit Services Division
– Attended by at least one project representative from
each module
– Agency HR, Benefit and Payroll users and
corresponding managers must attend.
64
Benefits Update
Benefits Training, Continued
• Designed to provide users information on how the HR,
Benefit and Payroll modules interact with each other
• Assists in identifying and addressing business process
disconnects at the agency and project levels.
65
Benefits Update
Benefits Training, Continued
• Labs
– Agency visits and/or centralized labs can be scheduled
with Central Benefits to assist agencies with live
issues.
• For information and scheduling contact:
RBSD - Central Benefits Unit
Phone: 860-702-3535
E-mail: [email protected]
66
Benefits Update
Update on Civil Unions
Availability of Civil Union health insurance option
67
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes, Shirley Galka
Human Resources
Lina Simonu, Donald Kruk
Time and Labor
Belinda Thibedeau
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
68
EPM Update
EPM – Fall 2006 Training Survey Results
• Agencies at September User Group – 42
• Agencies represented in survey results – 33
• HR EPM Training Surveys collected – 148
69
EPM Update
EPM – Fall 2006 Training Survey Results, Continued
Number of Trainees
EPM Training Survey 2006
Total HRMS
Trainees
200
150
100
HRMS Basic
50
HRMS
Refresher
HRMS
Advanced
0
Course Offerings
70
EPM Update
EPM 2007 Training Schedule
• HRP100 – EPM HR Query Basic, HR Focus:
March 6, 2007
• HRP101 – EPM T&L Query Basic, T&L Focus:
January 16, February 16, March 20, 2007
• HRP200 – EPM Query Advanced, HR Focus:
March 13, 2007
• HRP201 – EPM Query Advanced, T&L Focus:
February 23, 2007
71
EPM Update
EPM 2007 Training Registration
• Register with your Agency Training Coordinator
• To set up EPM agency on-site training, contact:
Barbara Jacius
Phone: 860-622-2002
E-mail: [email protected]
72
EPM Update
Additional Reporting Fields - Enhancements
CT_EMPLOYEE_TBL/VW Reporting Tables
AUDIT_OPRID
AUDIT_STAMP
VISA_PERMIT_TYPE
CT_VISA_PMT_EFFDT
VISA_WRKPMT_NBR
STATUS_DT
DT_ISSUED
PLACE_ISSUED
DURATION_TIME
DURATION_TYPE
ENTRY_DT
EXPIRATION_DT
ISSUING_AUTHORITY
CT_CTZNSTS_DESCR
73
EPM Update
Financials Upgrade 8.9
Post Financials Version 8.9
EPM Questions?
74
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes, Shirley Galka
Human Resources
Lina Simonu, Donald Kruk
Time and Labor
Belinda Thibedeau
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
75
Key Message
Allowable Confirm Thursday Activities
Review Only until 2 PM
76
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 13, 2007, 1:30pm 4:00pm and Wednesday, March
14, 2007, 9:00am - 12:00pm
Room 1002A and 1002B
101 E. River Drive
77
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll
Nancy Ribes, Shirley Galka
Human Resources
Lina Simonu, Donald Kruk
Time and Labor
Belinda Thibedeau
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
78
Questions/Discussion
79