December 2006 HRMS User Group Presentation

1
State of ConnecticutCore-CT Project HRMS Users
Group Meeting December 5 6, 2006
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
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
4
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-2s Tentative date for distribution to
  agencies is the week of January 15th.

5
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.

6
Payroll Update
Important Reminder Confirm Thursday

• System is available until 200pm 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.

7
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
8
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.

9
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.

10
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)

11
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

12
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.

13
Human Resources Update
Drivers 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 AdministrationgtPersonal
  InformationgtBiographicalgtDrivers License Data

14
Human Resources Update
Drivers License Data, Continued
15
Human Resources Update
Drivers License Data, Continued
16
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/d
  efault.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

17
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.

18
Human Resources Update
Navigation Tips, Continued
19
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.

20
Human Resources Update
Navigation Tips, Continued

21
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

22
Human Resources Update
Navigation Tips, Continued

23
Human Resources Update
Navigation Tips, Continued
24
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

25
Human Resources Update
Navigation Tips, Continued

26
Human Resources Update
Navigation Tips, Continued

27
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.

28
Human Resources Update
Navigation Tips, Continued
29
Human Resources Update
Navigation Tips, Continued
30
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
31
Human Resources Update
OSHA 300 Incident Log
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
  MonitoringgtHealth and SafetygtObtain Incident
  InformationgtInjury Details
• This new tab allows you to enter lost time on
  an
• employees individual workers
  compensation claim.
• See new job aid on How to Produce OSHA
  Reports.

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
35
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
  MonitoringgtHealth and SafetygtObtain Incident
  InformationgtIncident DetailsgtLocation tab
• Nature of Injury - located in Workforce
  MonitoringgtHealth and SafetygtObtain Incident
  InformationgtInjury DetailsgtDetails tab
• Reportable Case - located in Workforce
  MonitoringgtHealth and SafetygtObtain Incident
  InformationgtInjury DetailsgtReporting tab

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
Human Resources Update
OSHA 300 Incident Log, Continued
41
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
42
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.

43
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.

44
Time and Labor Update
Exceptions, Continued
45
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

46
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.

47
Time and Labor Update
Schedules, Continued

• FS400S801A P8R20V481A
• 1 Either for F Full time or P Part time
• 2 If the schedule is only one week the second
  character is S Straight.
• 2-3 If this is a rotating schedule the second
  character is the number of weeks it spans and
  the third character is R - Rotating.

48
Time and Labor Update
Schedules, Continued

• FS400S801A P8R20V481A
• 3-5 For Straight schedules these
  characters indicate the average number of hours
  in the schedule.
• 4-5 If this is a Rotating schedule the fourth and
  fifth characters are used for the average
  number of hours in the schedule.

49
Time and Labor Update
Schedules, Continued

• FS400S801A P8R20V481A
• 6 The sixth character is either S Straight or
  V Variable and indicates whether or not the
  hours per day are the same or different.
• 7-8 The next two characters reflect the two most
  common day lengths in the schedule.

50
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 _at_ 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 gt 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 lt 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
51
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.

52
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 Total Hours
Hours Schedule A 8 0 9 9 0 0 9 35.00
53
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 Total Hours
Hours Schedule A 8 0 9 9 0 0 9 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.
54
Time and Labor Update
Schedules, Continued
Start by looking for FS350V89
Hours Schedule A 8 0 9 9 0 0 9 35.00
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
55
Time and Labor Update
Reports Run Control Page
56
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.

57
Time and Labor Update
Reports Run Control Page, Continued
58
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.

59
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.

60
Time and Labor Update
Enrolling Employees in Leave Plans, Continued
Path Set Up HRMS gt Base Benefits gt Plan
Attributes gt Leave Plan Table
61
Time and Labor Update
Enrolling Employees in Leave Plans, Continued
Leave Plans Job Aid
Plan Type 52 - Personal Plan Type 52 - Personal          
             
Name Description Target BU Maximum Balance Maximum Carryover Maximum Unpaid Days PT Method
P80B50 Personal 8.00 Hr Day PT 50   24.000   999 Fixed - 50
               
Accrual Rates after Specified Service Months Accrual Rates after Specified Service Months First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month)
0 6 1 2 3 4 5 6
  24.000000            
62
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

63
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
64
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.

65
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.

66
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 UnitPhone
  860-702-3535E-mail osc.benefitcorrections_at_po.sta
  te.ct.us

67
Benefits Update
Update on Civil Unions

• Availability of Civil Union health insurance
  option

68
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
69
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

70
EPM Update
EPM Fall 2006 Training Survey Results, Continued
71
EPM Update
EPM 2007 Training Schedule

• HRP100 EPM HR Query Basic, HR Focus
• March 6, 2007
• HRP101 EPM TL Query Basic, TL Focus
• January 16, February 16, March 20, 2007
• HRP200 EPM Query Advanced, HR Focus
• March 13, 2007
• HRP201 EPM Query Advanced, TL Focus
• February 23, 2007

72
EPM Update
EPM 2007 Training Registration

• Register with your Agency Training Coordinator
• To set up EPM agency on-site training, contact
• Barbara Jacius
• Phone [phone]
• E-mail Barbara.Jacius_at_ct.gov

73
EPM Update
Additional Reporting Fields - Enhancements

• CT_EMPLOYEE_TBL/VW Reporting Tables
• AUDIT_OPRID PLACE_ISSUED
• AUDIT_STAMP DURATION_TIME
• VISA_PERMIT_TYPE DURATION_TYPE
• CT_VISA_PMT_EFFDT ENTRY_DT
• VISA_WRKPMT_NBR EXPIRATION_DT
• STATUS_DT ISSUING_AUTHORITY
• DT_ISSUED CT_CTZNSTS_DESCR

74
EPM Update
Financials Upgrade 8.9

• Post Financials Version 8.9
• EPM Questions?

75
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
76
Key Message
Allowable Confirm Thursday Activities

• Review Only until 2 PM

77
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, 130pm -
  400pm and Wednesday, March 14, 2007, 900am -
  1200pm
• Room 1002A and 1002B
• 101 E. River Drive

78
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
79
Questions/Discussion
QUESTIONS? COMMENTS? FEEDBACK?