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Fiscal Year end position load workshop

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The system will automatically create a negative amount budget if one does not currently exist. ... Creation of HRMS Account Codes with 2006 Budget Reference: ... – PowerPoint PPT presentation

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Title: Fiscal Year end position load workshop


1
State of Connecticut Office of the State
Comptroller, Office of Policy and Management and
Core-CT Fiscal Year End Position Load
Workshop May 25, 2005
2
Position Load Workshop
AGENDA
Welcome Todays Objectives Nick Visone, Core-CT
Overview Of Chart Of Accounts Process Robert Kinnin, OSC
Overview Of Position Roster Update Process Gregg Blackstone, OPM
Overview Of Position Load Process Nick Visone, Core-CT
Questions Answers All

3
Position Load Workshop
Todays Objectives
  • Increase understanding of FYE position processes.
  • Foster proper alignment of positions with new
    budget.
  • Reduce unnecessary and counterproductive efforts
    involving position data.
  • Enhance coordination between agency Financial and
    HR staff in maintaining agency budgeted position
    count.

4
Position Load Workshop
Important Considerations In Transitioning
Positions To The New Budget Year
  • What is the funding source and is it changing?
  • If the funding source is new or the related
    chartfield descriptions are new, are they
    currently in effect or approved by OSC for the
    new year?
  • Is position funding source rolled forward to new
    fiscal year or is a new funding source put in
    place for the new fiscal year?
  • Are other position changes occurring in
    conjunction with a funding change which will
    cause a delay in processing (e.g.,
    reclassification)? Can the changes be separated
    or can the entire action be expedited?

5
Office of the Comptroller
Chart Of Accounts Maintenance
  • Two new chartfield maintenance forms are
    available for agencies to transmit COA requests
    to the Office of the Comptroller. Both are
    available in Excel format on the Core-CT
    website
  • http//www.core-ct.state.ct.us/financials/gl/Defa
    ult.htm
  • All requests for adding, modifying, or
    inactivating HRMS Account Codes must include
    contact information for Human Resources, Payroll
    and Fiscal.
  • Department ID changes for existing agencies take
    place only at the beginning of the fiscal year.
  • Includes new DEPTIDs and organizational
    structure changes in the agency
  • Agencies can eliminate existing DEPTIDs during
    the year
  • DEPTIDs will not be inactivated except at year
    end.

6
Office of the Comptroller
Use Of HRMS Account Codes
  • OSC must notify agencies that a new ChartField or
    ChartField Combo (HRMS Account Code) has been
    created for them before it is used.
  • Inactivated HRMS Account Codes cannot be used on
    any payroll or position funding after the
    effective date of inactivation.
  • HRMS Account Codes must point to an existing
    budget. The system will automatically create a
    negative amount budget if one does not currently
    exist.
  • Agencies will be contacted to move expenditures
    to a valid budget and clean up negative budgets.

7
Office of the Comptroller
2006 Budget Reference
  • Creation of HRMS Account Codes with 2006 Budget
    Reference
  • HRMS Account Codes for Budgeted Funds will be
    changed to reflect 2006 Budget Reference.
  • All prior year Budget References will be
    inactivated.
  • Certain Non-Budgeted Funds (Regional
    Community/Technical Colleges Operating Fund,
    Employment Security-Administration Fund and
    Technical Services Revolving Fund) will also have
    the Budget Reference incremented to 2006.
  • All prior year Budget References will be
    inactivated.

8
Office of the Comptroller
2006 Budget Reference (continued)
  • Creation of HRMS Account Codes with 2006 Budget
    Reference
  • All other funds will have new HRMS Account Codes
    created with 2006 Budget Reference (duplicates of
    existing valid HRMS Account Codes with 2005
    Budget Reference).
  • All existing HRMS Account Codes with Prior Years
    Budget References will remain valid until
    agencies request inactivation.

9
Office of the Comptroller
2006 Budget Reference Timeframe
  • Please note these critical dates
  • The HRMS Account Code Updates will run on June
    16, 2005, effective on June 10, 2005.
  • No Chart of Accounts maintenance will take place
    between June 15 and July 1, 2005.

10
Office of Policy and Management
ADS Roster Core-CT Interface
  • Data will be pulled from Core-CT on Wednesday,
    June 8, 2005.
  • Position data
  • Payroll data
  • Traditional Roster processes
  • Available on Friday, June 10, 2005 to agencies
  • Includes Check, Edit and Pay periods

11
Office of Policy and Management
ADS Roster Core-CT Interface
  • Roster fields that will update Core-CT position
    data
  • Core FTE
  • Core Adds to FTE
  • Pgm1 through Pgm 5
  • Budget Reference
  • CT_FIN_DeptID

12
Office of Policy and Management
ADS Roster Core-CT Interface Timeframe
  • Please note this critical date
  • Any roster changes for the Core-CT interface must
    be completed by noon on Friday, June 17, 2005
    data will be transmitted to Core-CT regardless of
    budget or B1 status.

13
Core-CT Processes
Effect of Changes To AD Roster On Positions
  • Positions attached to budgeted funds will be
    automatically moved to FY2006 (HRMS Account
    code remains the same)
  • Positions attached to certain requested
    non-budgeted funding (12020, 12031 and 22002)
    will be automatically moved to FY2006 (HRMS
    Account code remains the same)
  • All other non-budgeted positions moving to new
    year budget reference can be done without
    position action (HRMS account code will change)
  • Financial DeptID and program code can be changed
    without position action (HRMS account code will
    change)

14
Core-CT Processes
Effect Of Changes To ADS Roster On Positions
  • All positions will be correctly identified in
    position data as either budgeted or non-budgeted.
  • FTE can be aligned with Full Time indicator and
    standard hours.
  • By making these changes in the ADS Roster most
    funding changes necessary for ensuring a valid
    (existing) funding source will be made prior to
    the first payroll of the new fiscal year.

15
Core-CT Processes
Changes Not Occurring With This Process And
Requiring Position Actions
  • Funding Changes involving the Fund, SID or
    distribution percentage.
  • Funding changes to any other chartfields NOT
    identified above (i.e., project, chartfield 1,
    chartfield 2). Account and Setid are fixed values
    that do not change.
  • Position value changes to job code, Salary
    Plan/Group/Step, Full/Part time indicator,
    Regular/Temporary indicator, standard hours.
  • Target date for approval by OPM should be prior
    to the June 8 download of the Interface file. If
    this is unlikely to occur, wait until after the
    process completes on June 25, 2005 to enter these
    changes.

16
Core-CT Processes
2006 Budget Reference Timeframe
  • Please note these critical dates
  • HRMS users will be locked out of position data
    from Monday June 20 to Friday June 25, 2005 to
    allow the HRMS Account Code incrementing, new
    HRMS Account Code build, CORE Interface file
    position load and new department budget build to
    occur.
  • Positions proceeding through approval workflow
    during this process will not have a new budget
    year row added to the position data. These
    positions will need to have the row added after
    the position returns.

17
Core-CT Processes
2006 Budget Reference Timeframe
  • Critical date information continued
  • Additional details about the sequence of events
    and dates when the process will occur are
    contained in the HRMS Fiscal Year End Job Aid.
    This is posted in the Financials Year End Job Aid
    section under HRMS and Payroll or in the Human
    Resources Job Aid section.
  • http//www.core-ct.state.ct.us/financials/2005fye
    /Default.htm

18
Core-CT Processes
Maintenance During The Fiscal Year
  • The budget document and the roster created along
    with it should provide the basis for the agencys
    requests for refills of budgeted positions and
    offsetting position actions.
  • Core-CT will also be providing assistance in the
    form of revised Monthly Position Status Reports
    which will assist with monitoring progress.
  • Non-Appropriated positions to capture all
    non-budgeted positions.

19
Core-CT Processes
Maintenance During The Fiscal Year
  • Appropriated FTE cap to appear below Appropriated
    position total.
  • Ability to run the report to an excel file for
    further analysis of data.
  • System to use the Budgeted position cap to
    produce warnings to users about position
    appointments exceeding budgeted levels.
  • Prior error in system changing part time to full
    time has been corrected.

20
Core-CT Processes
Timeline Of Interrelated Actions
Tuesday June 7, 2005 Final OPM position funding from OSC Budget/Accounting
Wednesday June 8, 2005 Deadline for OPM approval of position actions
Wednesday June 8, 2005 Core-CT sends Outbound interface file to OPM.
Friday June 10, 2005 Effective Date for HRMS Account Code Updates
Friday June 10, 2005 Traditional Roster processes available to agencies
Thursday June 16, 2005 OSC creates new chartfield combos and updates old ones moving to new FY2006
21
Core-CT Processes
Timeline Of Interrelated Actions (continued)
Friday June 17, 2005 OPM sends position load file to Core-CT
Tuesday June 21, 2005 Core-CT runs Account code load to create new account codes and updates budgeted and selected non-budgeted account codes to FY2006
Tuesday June 21, 2005 OPM inbound file loaded to insert new year budget row to Core-CT
Wednesday June 22, 2005 Core-CT will create new budget rows for payroll based on position info
Saturday June 25, 2005 Users re-granted access to position update
Friday July 8, 2005 First FY 2006 payroll
22
Questions/Discussion
Core-CT Processes
QUESTIONS? COMMENTS? FEEDBACK?
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