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September 2008 HRMS User Group Meeting

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Title: September 2008 HRMS User Group Meeting Author: bysiewiczcluenc Last modified by: kingro Created Date: 3/21/2007 5:23:23 PM Document presentation format – PowerPoint PPT presentation

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Title: September 2008 HRMS User Group Meeting


1
State of Connecticut Core-CT HRMS Users Group
Meeting September 9 10, 2008
2
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Karen Angell
EPM Barbara Jacius


Key Messages Anne North and Sue Martin
Questions Discussion All
3
Old Business
BOSS/TAS Data Retention Update
  • Since we last met
  • Agencies participated in working group
  • Summary drafted defining retention scope and
    identifying alternative methods of data retention

4
New Business
Maintenance Packs 9 and 10
  • Maintenance Packs are comprised of multiple fixes
    to the HRMS system.
  • They keep us current with Oracle support.
  • They require extensive functional testing.
  • To mitigate risk, we have instituted a code
    freeze for the duration.
  • Go Live Weekend of November 1, 2008

5
New Business
HRMS Security Policy
  • You should not have security access that allows
    you to hire new employees and pay them.
  • New guidelines have been drafted to alert
    agencies to potential problems.
  • In situations where it cant be avoided, agencies
    will be asked to provide documentation detailing
    their internal audit procedures.

6
New Business
HRMS Security Policy, Continued
  • Roles in question are
  • Agency HR Specialist
  • Agency PY Specialist
  • Agency TL Specialist
  • Agencies that currently have employees with the
    HR Specialist role, and either of the other two,
    will be contacted for further evaluation.

7
New Business
Planned System Outage
Saturday, October 18, 2008 Core-CT HRMS will be
down for system maintenance.
8
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Karen Angell
EPM Barbara Jacius


Key Messages Anne North and Sue Martin
Questions Discussion All
9
Payroll Update
Scheduling Notes
  • Please take note REMEMBER
  • Monday, October 13 and Tuesday, November 11, 2008
    are State holidays.
  • Both Holidays occur in Payroll Confirm week.
  • The system will run its normal schedule, business
    as usual.

10
Payroll Update
Scheduling Notes, Continued
  • Please take note REMEMBER
  • Confirm for 12/5/08 check
  • Will take place on Wednesday, November 26, 2008
  • There will be no pay line adjustments on
    Wednesday, November 26th
  • System lockout will be in force at 700 p.m. on
    Tuesday, November 25th
  • System access will be available on Sunday,
    November 23rd

11
Payroll Update
Scheduling Notes, Continued
  • Please take note REMEMBER
  • Confirm for 1/2/2009 check
  • Will take place on Wednesday, December 24, 2008
  • There will be no pay line adjustments on
    Wednesday, December 24th
  • System lockout will be in force at 700 p.m. on
    Tuesday, December 23rd
  • System access will be available on Sunday,
    December 21st

12
Payroll Update
Important Notice
  • Pay checks dated 1/2/09 will also have a direct
    deposit availability date of 1/2/09 due to the
    New Years Day holiday.
  • Funds will not be available on Wednesday,
    12/31/08 because it is a different tax year and
    will have adverse tax implications.
  • Two upcoming payroll stuffers will communicate
    this to employees.

13
Payroll Update
The New Year
  • 2009 is right around the corner!
  • All check/advice reversals and cash
    recovery/workers comp reversals as well as other
    manual adjustments must be submitted to OSC
    Central Payroll Unit by noon on Tuesday, November
    18, 2008.
  • All reversals for checks and advices issued after
    November 18th must be submitted to OSC Central
    Payroll Unit by noon on Friday, December 19,
    2008.
  • Adjustments not received by these deadlines will
    result in the issuance of a W2-C.

14
Payroll Update
Name Format for Year End Reporting
  • Reminder
  • IRS requires that suffixes (Jr., Sr., etc.) not
    get stored within the last or first name fields
    via the W2s or on the outbound IRS files.
  • When hiring an employee, do not store suffixes
    within the first or last name fields on personal
    data via the name history page.
  • Suffixes should be stored within the suffix field
    on personal data.
  • Review recent hires for compliance with this
    regulation.

15
Payroll Update
Direct Deposit Expansion
  • Open to employees who have one established direct
    deposit account and will now have the option of
    adding one additional direct deposit account.
  • Allows an employee to add an additional bank
    account for direct deposit of their net check.
  • There is a maximum of two accounts.
  • 100 of the net amount must be distributed
    between the two accounts.

16
Payroll Update
Direct Deposit Expansion, Continued
  • Two options are available
  • Option 1 Distributes a flat dollar amount to
    one account with 100 of the remaining net
    deposited into the second account.
  • Option 2 Distributes a percentage of the net
    amount to one account and a percentage of the net
    amount to the second account. The total must
    equal 100.

17
Payroll Update
Direct Deposit Expansion, Continued
  • Option 1 will pre-note the new account while the
    original direct deposit will continue 100 of the
    net deposit to its account until a clean pre-note
    occurs in the new account.
  • Option 2 will pre-note the new account, and a
    physical check will be issued for that percentage
    while the remaining percentage is direct
    deposited into the existing account.

18
Payroll Update
Direct Deposit Expansion, Continued
  • The pilot program has been very successful.
  • Watch for additional information from OSC Central
    Payroll Unit as they continue to roll this
    feature out to additional agencies.

19
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Karen Angell
EPM Barbara Jacius


Key Messages Anne North and Sue Martin
Questions Discussion All
20
Human Resources Update
Longevity
  • First preliminary reports ran on 9/5/2008 second
    preliminary reports will run on 9/19/2008.
  • Final processing and reports will take place on
    Friday, 10/03/2008.
  • Note reports become available Saturday,
    10/04/2008.

21
Human Resources Update
Longevity, Continued
  • REMINDER
  • If an employee is NOT entitled to the longevity
    payment and the Additional Pay row is loaded, the
    agency must add in a new row in Additional Pay to
    terminate the payment.
  • If the agency cancels the payment through Central
    Payroll, the system will continue to issue the
    longevity payment until the Additional Pay row is
    terminated.
  • Do not insert Longevity Payment into Time and
    Labor. Longevity Payment should be in Additional
    Pay in order for the LN1 (Longevity Additive)
    program to update.

22
Human Resources Update
Action Reason Codes
  • Action Transfer
  • Transfer must be used if the position number is
    changing.
  • Action Job Reclassification
  • Used if a position number is not changing.
  • Reason Transfer for General Reasons
  • Used to transfer an employee from one position to
    another in the same job code. 
  • Example Secretary I to Secretary I

23
Human Resources Update
Action Reason Codes, Continued
  • Reason ReassgnOthReasNoSalChgDiffPosNum or
    ReaOthrReason,NoSalChg,SmePCN
  • Used when an employee is going to a different job
    code, however the employees salary will not be
    changing.
  • Example Financial Clerk  (3847CL) Salary Grade
    12, transfers to a Medical Records Technician I
    (5622CL) also Salary Grade 12 position. 
  • These Transfers or Job Reclassifications are not
    promotions or demotions.

24
Human Resources Update
Action Reason Codes, Continued
  • Reason ReassgnOthReasSalChgDiff PosNum or
    ReassgnOthReasSalChgSmPosNum
  • Used when an employee is keeping the first four
    digits of the job code and salary plan is
    changing.
  • Example RehabThrpy Asst 2 is changing positions
    and changing from the HN (35 hrs a week) to XN
    (37.50 hrs a week) salary plan. The hourly rate
    stays the same but the hours scheduled per week
    are increasing.
  • These Transfers or Job Reclassifications are also
    not promotions or demotions.

25
Human Resources Update
Hires and Rehires
  • REMINDER
  • When an employee already exists in the system, be
    very cautious in selecting the correct employee
    ID.
  • Example An agency hired an employee with a
    similar name as an existing employee in the
    system by using Add Employment Instance.
  • At the point of hire, agency is not able to view
    Personal Data pages.
  • Once hired, the agency did not review the SSN or
    Date of Birth to verify that the correct employee
    was selected.

26
Human Resources Update
Employee Class
  • Verify Employee Class field is accurate/updated
    for your employees.
  • Incorrect Employee Class impacts an employee's
    eligibility for vacation, PL, seniority for
    layoff, etc.
  • Impacts an employees eligibility to participate
    in a Promotional exam.
  • If an employee has applied for a promotional
    exam, DAS staff cannot assume the employee
    completed the initial working test period based
    on the date of hire/appointment to class and the
    current date.

27
Human Resources Update
Employee Class, Continued
  • Employee Class values of Probationary Period
    Initial Classified/Unclassified
  • Edit to complete Probationary Date in Employment
    Data has not been turned on for these two
    Employee Classes
  • Working Test Period report is not including these
    two Employee Classes
  • Edit will be turned on when we go-live with MP10.

28
Human Resources Update
New Edit
  • Creating a new hard edit to compare the Salary
    Plan, Grade and Step on the Salary Plan tab with
    the Compensation Rate on the Compensation tab.
  • Edit for Bargaining Units 3 and 5 through 16 in
    step salary plans.
  • Edit states Comp Rate must be valid for Sal
    Admin Plan/Grade/Step entered on Salary Plan
    tab.
  • Will be in production when we go live with MP10.

29
Human Resources Update
New Edit, Continued
  • Be cautious when future dating rows that cross
    over a new GWI salary plan, for example
  • In 2008 GWI rows effective 6/20/2008 were not
    mass entered until 6/28/2008.
  • Rows entered by the agency on or prior to
    6/27/2008 with an effective date of 6/20/2008 or
    greater would need to be reviewed for the GWI
    amount.
  • In 2008 this involved 271 rows which did not
    include Hire, Rehire or Promotional rows.

30
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Karen Angell
EPM Barbara Jacius


Key Messages Anne North and Sue Martin
Questions Discussion All
31
Time and Labor Update
Compensatory Time
  • Compensatory Time Balances
  • Compensatory Time Page
  • Manager Self ServicegtTime ManagementgtView
    TimegtCompensatory Time
  • Time and LaborgtView TimegtCompensatory Time
  • Timesheet page

32
Time and Labor Update
Compensatory Time, Continued
33
Time and Labor Update
Compensatory Time, Continued
34
Time and Labor Update
Compensatory Time, Continued
35
Time and Labor Update
Compensatory Time, Continued
  • Compensatory Time Page
  • Shows balance as of the beginning of the day. If
    comp time expires on that day it will show in the
    balance.
  • Timesheet Page
  • Shows balance as of the first of the pay period.
    Time that expires during the pay period will be
    in the balance all pay period but will cause an
    exception if used on a day after it expires.
  • Comp time earned or used in a pay period will
    change the balance after time administration has
    run.

36
Time and Labor Update
Compensatory Time, Continued
37
Time and Labor Update
Compensatory Time, Continued
38
Time and Labor Update
Compensatory Page
  • Notes on Compensatory Time
  • Any Comp code (CCE, CAD, CAA, HWCE, HCAD HCAA,
    etc.) changes on the timesheet will not reflect
    in the balances until after time admin has run.
  • Any Comp code (CCE, CAD, CAA, HWCE, HCAD HCAA,
    etc.) changes in Adjust Paid Time will not
    reflect on any balances.
  • Any Comp code (CCE, CAD, CAA, HWCE, HCAD HCAA,
    etc.) that is adjusted through additional pay or
    a paycheck adjustment will not change the
    balance. Additional adjustment must be done on
    the timesheet.

39
Time and Labor Update
Compensatory Page
  • Important Notes
  • Compensatory plan must have a start date as of
    the first day of the pay period.
  • Log a ticket if the Timesheet page and the
    Compensatory page are out of balance.

40
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Karen Angell
EPM Barbara Jacius


Key Messages Anne North and Sue Martin
Questions Discussion All
41
EPM Update
Upgrade to EPM Version 9.0
Hardware Replacement Application Upgrade
42
EPM Update
Upgrade to EPM Version 9.0, Continued
  • Why Upgrade?
  • Faster Table Refresh Times
  • Better Query Performance
  • Build the Foundation for Analytic Reporting

43
EPM Update
Upgrade to EPM Version 9.0, Continued
  • Query Clean Up Effort
  • Queries not executed or updated within the last
    18 months
  • Broken queries, such as union queries with
    unequal number of fields
  • Queries never run

44
EPM Update
Upgrade to EPM Version 9.0, Continued
  • New Table Names
  • Existing Query Impact
  • Query Execution Impact
  • Job Aids

45
EPM Update
Upgrade to EPM Version 9.0, Continued
  • All New Table Names
  • All EPM Tables have been renamed
  • CTW_Reporting Table Name
  • CTW Connecticut Warehouse
  • Some field names have changed

46
EPM Update
Upgrade to EPM Version 9.0, Continued
  • Existing Query Impact
  • All existing Queries will be copied to the new
    EPM Version 9.0
  • Query names will not change
  • Query conversion date to be announced

47
EPM Update
Upgrade to EPM Version 9.0, Continued
  • Query Execution Impact
  • All Run Controls must be recreated
  • All Queries scheduled as Recurring must be
    rescheduled

48
EPM Update
Upgrade to EPM Version 9.0, Continued
  • New Job Aids
  • All existing job aids will be updated with the
    new Reporting Table Names
  • New job aids will be published to provide the Old
    Table vs. New Table Name listing

49
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Karen Angell
EPM Barbara Jacius


Key Messages Anne North and Sue Martin
Questions Discussion All
50
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 24, 2009, 130pm -
    400pm and Wednesday, March 25, 2009, 900am -
    1200pm
  • Room 1002A and 1002B
  • 101 E. River Drive

51
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Karen Angell
EPM Barbara Jacius


Key Messages Anne North and Sue Martin
Questions Discussion All
52
Questions/Discussion
QUESTIONS? COMMENTS? FEEDBACK?
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