intro to e-profile · hrms is upgrading from peoplesoft version 8.9 to 9.1 portal is upgrading from...
TRANSCRIPT
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Agenda
1. Welcome Sue Martin
2. Upgrade Status / Overview Sue Martin
Anticipated Outage for
Go Live Cutover
Overall Content of Upgrade
New Functionality
Phased In Functionality
3. Login / New Portal / Navigation Debbie Miggins
4. Security Mary Yabrosky
5. Agency Readiness Tasks Debbie Miggins
6. Training Debbie Miggins
7. Recap / Wrap Up Sue Martin
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Year End
Preparation for 2012 W-2 Processing
All check/advice reversals and cash recovery/workers'
comp reversals as well as other manual adjustments
must be submitted to the OSC Central Payroll Unit by
noon on Tuesday, November 13, 2012.
All reversals for checks and advices issued after
November 15 must be submitted to the OSC Central
Payroll Unit by noon on Friday, December 14, 2012.
Adjustments not received by these deadlines will
result in the issuance of a W2-C.
Checks dated 12/30/12 – Because of time constraints,
all corrections will result in the issuance of a W2-C.
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Holiday Processing
Schedules
Confirm for 11/30/12 check:
Confirm will take place on Wednesday, November 21st, 2012
System Lockout will be in place at 7 PM on Tuesday,
November 20th, 2012 and will continue through Wednesday,
November 21st, 2012
There will be no payline adjustments on Wednesday,
November 21st, 2012
Interface files are due on Monday, November 19th, 2012 by
5PM.
Confirm for 1/11/13 check:
Confirm will take place as usual on Thursday, January 3rd,
2013
Interface files are due on Monday, December 31st, 2012 by
5PM.
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Upgrade Status
HRMS is upgrading from PeopleSoft version 8.9 to 9.1
Portal is upgrading from PeopleSoft version 9.0 to 9.1
EPM is upgrading from PeopleSoft version 9.0 to 9.1
All are on track for Late October deployment
Financials will be upgrading from PeopleSoft version
8.9 to 9.1, planned for March, 2013
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Anticipated Outage Schedule
For Check Date 11/2/12
HRMS will Confirm payroll a day early – on Wednesday,
10/24/12
Interfacing agencies have until 5PM on Monday, 10/22/12 to
send their files
Agencies will have until 10 AM to send in their corrections to
OSC/Payroll Services
System goes down at Noon on Wednesday, 10/24/12 and
remains down until Tuesday, 10/30/12
EPM will be down beginning at 7:00 PM on Wednesday,
10/24/12
FIN will be down for part of this time
Watch for Daily Mails with more detailed information
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Overall Content
Keeps us current with Oracle Support and allows us to take
advantage of product enhancements
No significant changes to existing HRMS processes
No changes to EPM query
Security enhancements
Change to the Portal Look and Feel
Expansion of “eApps” (Self-Service):
Supports the goals of improving efficiency and reducing paper
Security will limit us to our own records
Electronic approvals are being built in as needed
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New Functionality
Portal – Gateway to Core-CT
Security Automation
Self Service:
eProfile – allows employees to view and update some of
their personal information
ePay – within a few months all employees with an active
primary job will have the ability to view their paycheck
data online. This does not mean paperless – yet!
TL Approver Notifications
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Phased-In Functionality
Self Service:
eBenefits
TAM/CG (a.k.a. eRecruit) Talent Acquisition Management /
Candidate Gateway
PeopleTools Upgrade
Retirement Payroll
Financials 9.1 Upgrade
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Login Page
The ‘Look and Feel’
will not change
from the current
design
Once logged in, the
new Portal
Homepage will
display
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The New Portal The Gateway to Core-CT
Provides access to Self-Service
(eApps)
Improves and simplifies access to
Core-CT applications:
HRMS
Financials
EPM
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The New Portal
Consists of Drop Down Menus, Tabs and
Content Areas (Pagelets) to organize links
Portal content is based on your role
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The New Portal
All employees will see:
Drop Down Menus: Favorites, Main Menu and My
Links
‘My HR’ Tab
eProfile / Personal Information
Payroll / View Paycheck
Core-CT News
My Reports
Time and Labor will display, based on role
‘Core-CT Help’ Tab 21
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‘My HR’ Tab
Drop Down / Main Menu
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The Drop Down Main Menu allows you to
access HRMS (and other) applications,
based on your role – replaces left hand
navigation
Navigation path shown as “breadcrumbs”
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‘My HR’ Tab
Drop Down / Favorites
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Favorites Drop Down Menu – list of recently
used pages and provides access to your
favorites
Also accessible as ‘My Links’
Refresh button
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Portal Navigation Tabs
Used to Organize Content
‘My HR’ (Default) – Self-Service eApps
‘Core-CT Help’
Recruiting (based on your role) – Not
Shown
TAM/CG functionality
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‘My HR’ Tab
Personal Information Pagelet
Personal Information / eProfile
Update personal information, such as home and
mailing address, marital status, name
Workflow triggered when changes made to
fields listed above
My System Profile
Change Password and set up Password hints
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‘My HR’ Tab
Time and Labor Pagelet
Enter Time Sheet
Approve Time (based on having the ‘Time
Approver’ role)
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‘My HR’ Tab
Payroll Pagelet
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Ability to view and print Paycheck data
online (PDFs)
This functionality should not be confused
with ‘paperless’
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View Paycheck
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The View Paycheck page displays a basic
summary of pay information for each check
received. An online pay advice is available
for review.
With the same Self-Service ID, if you have
more than one job, you will see each job
listed, distinguished by Dept ID and Job Title
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‘My HR’ Tab
Core-CT News Pagelet
Provides Core-CT news, activities and
general announcements to employees General Core-CT news
HRMS news
Financial news
EPM news
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‘My HR’ Tab
My Reports Pagelet
Displays reports you have run through the
Process Scheduler or had distributed to you
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Portal Navigation
‘Core-CT Help’ Tab
Displays UPKs (online training documents)
Provides Links to Job Aids and reference
documentation
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Portal Navigation
‘Core-CT Help’ Tab
UPKs are online learning tools that step
you through the completion of Core-CT
tasks
Using pop-up text boxes, highlighting and
hyperlinks, UPKs simulate a “how to / self
guided tour” of the topic
Details on the online training available will
be outlined later in the presentation
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Security Changes
9.1 Upgrade Updates for Core-CT Security and HR Liaisons
Today the CO-1092 Security Request Authorization Form for Core-
CT encompasses three (3) parts:
1. Add, Modify, Delete User Profiles (User IDs)
2. Add, Modify, Delete Roles
3. Add, Modify, Delete Row Level Security
TL Groups
Workflow
User Preference
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Security Changes
9.1 Upgrade Updates for Core-CT Security and HR Liaisons
With the expansion of additional Self Service eApps, the CO-1092
process will change slightly:
CO-1092 Security Form to Add New User Profiles (Users IDs) will
no longer be required
The creation of all new User IDs in Core-CT will be automated
Process includes new hires active in Job Data for Primary Job
Process includes existing employees active in Job Data for
Primary Job
Agencies should ensure employees have one Primary Job
row and an Establishment ID
If these are blank, a new User ID will not be created
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Security Changes
9.1 Upgrade Updates for Core-CT Security and HR Liaisons
Process will include adding and deleting eApp (Self Service)
roles based on current job row employee status
Process excludes adding or removing of HR, FIN and EPM Roles
Security Liaisons will continue to maintain User Profiles for HR,
FIN and EPM Users via CO-1092 Form
Security Liaisons will continue to notify the Core-CT Security
Team to delete/lockout users HR, FN and EPM Users when
terminated
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Security Changes
CO-1092 Security Request Authorization Process
Summary of Changes:
TODAY Y/N October 30, 2012 Y/N
Create New User Profile Y Create New User Profile N
Assign Row Security Y Assign Row Security Y
Assign TL Groups Y Assign TL Groups Y
Assign Employee Self Service
Roles
Y Assign Employee Self Service
Roles (TL Reporter, ePay, eProfile)
N
Assign HRMS, FIN and EPM
Roles
Y Assign HRMS, FIN and EPM
Roles
Y
Update Workflow Y Update Workflow Y
Inactivate User Profiles for
Employee Self Service
Y Inactivate User Profiles for
Employee Self Service
N
Inactivate HRMS, FIN and EPM
User Profiles
Y Inactivate HRMS, FIN and EPM
User Profiles
Y
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Security Changes
9.1 Upgrade Updates for Core-CT Security and HR Liaisons
Employee ID (Emplid) will be used for User ID moving forward
Emplid will not replace existing User IDs
Emplid will replace User IDs for name changes
Process excludes UOC, Military Jobcodes, Secondary Jobs and
Secondary User IDs
Agencies new to Self Service ensure Liaisons have access to
Reset Passwords
Requires Access to Distributed User Profile Page
CT SECURITY LIAISON – password reset role
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Security Changes
9.1 Upgrade Updates for Core-CT Security and HR Liaisons
Distributed User Profile Page - CT SECURITY LIAISON role:
Resets Passwords
Reviews/updates user email addresses
Checks completion of email addresses and System Profile
9.1 Navigation:
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Security Changes
9.1 Upgrade Updates for Core-CT Security and HR Liaisons
Distributed User Profile Page - CT SECURITY LIAISON role:
Requires training on OSC Password Policies and Controls
Training Documentation:
http://www.core-ct.state.ct.us/security/proc_updates.html
http://www.osc.ct.gov/2010memos/numbered/201034.htm
http://www.core-ct.state.ct.us/support/password.htm
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Security Changes
9.1 Upgrade Updates for Core-CT Security and HR Liaisons
Tip for finding User IDs (emplid) using Advanced Search Feature
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SmythsJan MHA-Smyths,Jane 012345
012346
012347
012348
012349
MHA-Smyths,Joseph
MHA-Smyths,Lewis
MHA-Smyths,Louise
MHA-Smyths,Melanie
012346
012347
012348
012349
Smyths
543210
654321
876543
012345
MHA-Val,Teresa
MHA-Tolst,Daniel
MHA-Smyths,Jane
MHA-Reynolds,Sue
MHA-Trest,David
MHA-Wynn,Sally
765432 765432
987654
543210
654321
876543
012345
987654
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Security Changes
9.1 Upgrade Updates for Core-CT Security and HR Liaisons
Deploy Self-Service to employees statewide
Roll-out in phased approach beginning in November, 2012
Core-CT will work w/ agencies on roll-out of Self Service and
distribution of New User IDs
Additional eApp job aids and instructions will be provided
Goal for all employees to have User IDs by 1st Quarter end,
2013
Additional goal to prepare State of CT for Paperless processing
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Security Changes
9.1 Upgrade Updates for Core-CT Security and HR Liaisons
Agencies to adopt Self-Service instructions in Hiring Practice
for future hires
New User IDs and Passwords will need to be given to new
hires
New Users will need to update password, email address
info and System Profile in Core-CT
New Users will need to be trained on how to reset a
Forgotten Password or handle locked accounts
New Users will need Self Service Training in Core-CT
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Security Changes
My System Profile update:
All new Users must set up forgotten password help in order to
use the Forgot My Password Feature
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Security Changes
My System Profile
update:
Now under Personal
Information (eProfile)
on the Home Page
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Security Changes
My System Profile
update:
User complete hint
question and
response
User must
add/update ‘Primary’
email address
Can user personal
email address if ‘no’
business email exists
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Security Changes
CO-1092 Security Form
Update:
Security Forms will still
be required for processing
HRMS, Financial and EPM
User access
Form design will remain
unchanged to allow
manual processing for
‘exceptions.’
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Security Changes
CO-1092 Security
Request Form Update:
Security Request Form is
no longer required to
create new User Profiles
(User IDs)
Coming Soon! -
Automation of online
Security Request Forms!
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Agency Readiness Tasks
The ARCs and Agency HRMS Liaisons are coordinating three tasks
prior to Go-Live:
Verify Employees’ Marital Status; “Common Law” or “Head of
Household” will no longer be an option
Verify Employees’ Primary Job Indicator; There can only be (1) Primary
Job for every active employee
Identify Agency eProfile Approvers; approval of employee changes to
their personal information
Target completion date is 10/10/12
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Training Plans
Topics Format Notes
Intro to UPKs Online Learning Available at the Core-CT Help Tab; Training
Guide available on the Core-CT web page.
9.1 HR Deltas Online Learning Available at the Core-CT Help Tab; Training
Guide available on the Core-CT web page.
9.1 Payroll Deltas Online Learning Available at the Core-CT Help Tab; Training
Guide available on the Core-CT web page.
eProfile Online Learning Available at the Core-CT Help Tab; Training
Guide available on the Core-CT web page.
eProfile Approvals Online Learning Available at the Core-CT Help Tab; Training
Guide available on the Core-CT web page.
9.1 Time & Labor Deltas Online Learning Available at the Core-CT Help Tab; Training
Guide available on the Core-CT web page.
Using ePay Online Learning
Available at the Core-CT Help Tab; Training
Guide available on the Core-CT web page.
Using eBenefits Online Learning Scheduled to launch in 2013
eBenefits Approvals Online Learning Scheduled to launch in 2013
Talent Acquisition
Management
Online Learning &
Classroom
Scheduled to launch in 2013
Candidate Gateway Online Learning &
Classroom
Scheduled to launch in 2013
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Recap / Wrap Up
Thank you for your participation today.
We look forward to continuing our work together to make
the Core-CT upgrade a success!
Look for this presentation on the Core-CT web site…
(link on the following page)
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Look for this Presentation
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http://www.core-ct.state.ct.us/hr/usergroup/Default.htm