July 2010 People First Release

Train-the-HR SessionsJune 14 – 25, 2010

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Agenda• Log In and Home Page Overview• General System Changes• Security Changes• PAR Changes• Key Service Date Changes• Employee Timesheet• Employee Timesheet Approval Process Changes• Leave & Attendance Changes• Payroll Changes• Reports• Talent Management

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Log In Page Overview• New improved Message Area – controlled by DMS• The “Job Seekers” section is being redesigned to:

– Reduce required clicks (e.g., select Log In or Create an Account to go directly to those screens)

– Include simplified job searches (e.g., by county drop down listing)

• The “User Log In” (State Employees and Retirees) section is being redesigned to include:– List of things that can be performed by most users (e.g.,

complete timesheets, update addresses) – Service Center contact information

• Will include links to Frequently Asked Questions• “Why work for the State of Florida?” section will be a link to the

my New Career website • New “Helpful websites” section with links to key “employee

based information ” websites • Job Applicant site is still separate from the HR system

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Log In Page

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Home Page Overview• User Information Box - will display the user’s ID, name and

position title for all positions held (dropdown selection if dually employed and during 30 day transition between agencies)

• Updated “My Quick Links” section to include links to most commonly used screens– During Open Enrollment a link to the Open Enrollment event will

appear as the first link

• New “Helpful Websites” section containing key “employee based information” websites

• New “My Tasks Due” section– Key tasks include: Outstanding Timesheet, Timesheets Needing

Action or Approval, PARs Pending Approval and PARs Pending Action

• Updated “My Alerts” section – removal of PAR and Timesheet alerts

• New “Announcements” section – controlled by DMS• New footer• Footer, My Quick Links and Helpful Websites section will be

displayed on all landing pages

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Home Page - New Employee

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Home Page - Manager

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General System ChangesThe following are system wide changes to People First:• New Branding -- design, colors, logo, font styles, etc.• “Actions” tab will be re-titled to “PAR”• Tabs are re-ordered based on most commonly used tabs for

employees• Time and Payroll tab has been eliminated• Job Applications tab has been eliminated• Staffing tab has been retitled “Talent Management”

– Will include Performance Management with a 2011 release (date is TBD)

• New header (will be on all pages) containing:– Print link – opens the standard print dialog box– Alerts link – takes the user to their Alerts box– My Timesheet link – opens the employee’s timesheet– Contact Us link – Service Center contact information

• New footer (will be on all landing pages)

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New Password Requirements

• Passwords must:– Be between 8 and 30 characters in length– Begin with a letter – Contain at least one upper and one lower case

letter (is now case sensitive)– Contain at least one number– Can’t re-use last 10 passwords

• Additional Notes– Users will not be forced to the new requirements

until their password expires the first time after implementation of the July release

– If an employees password expires during the downtime the user will be forced to the new requirements the first time they log in

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Supported Web Browsers

• Fully supported web browsers are:– Internet Explorer 7.0 and 8.0– Firefox 3.5 and earlier versions

• Internet Explorer 6.0, Service Pack 2 will still be allowed, but is not supported

• Other browsers (e.g., Safari) will be blocked from logging into People First

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Security Role Code Changes

• Agencies will now be able to assign OPS staff an H role code

• Access for role codes has been cleaned up to represent the intended use of the role code (e.g., A role can now view timesheet information statewide)

• “L” role code has been eliminated• “L” role code users are being systematically mapped to

the “M” role code• New role codes are being implemented to allow

statewide view access to benefits (X and Y role codes)• New role codes are being implemented to allow agencies

the ability to assign access by org code ranges• Role codes with statewide (A, F, G, N, S, X, Y and Z)

access must be assigned by DMS – DMS is will define the process before July 20

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Security Role Code Changes

• HR staff (role codes A, H, U, X and Y) and managers will have access to perform limited actions (enter and approve timesheets, flex schedules, transfer leave, process leave payouts, etc.) on employees for 60 days after the employee’s last day employed at the agency

• HR role codes will have view only access to former employees after 60 days of the employee’s last day employed at the agency

• Former employees will have “E” role access for 30 days after their last day employed (they will have NO super user access during this 30 day period)

• New employee IDs will be created any time an employee changes agencies, regardless of whether there is a pay cycle change (this include when an employee retires)

• Only role codes with statewide benefits (A, X and Y) access will be able to access retiree health and insurance information

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New Security Role Codes• I – Agency Inspector Generals office – Agency wide view access• J – Training Coordinator – Agency wide update access to training• K – Agency HR View, without benefits, with Org Code Range

Allowance– Equivalent of C role

• U – Agency HR, with Org Code Range Allowance – Equivalent of H role

• X – Agency HR, with Statewide Benefits– Equivalent of H role for internal agency access– Statewide view access to benefits (no COBRA access)

• Y – Agency HR, with Statewide Benefits view access, with Org Code Range Allowance– Equivalent of X role

• Review the July Release 5: Security Role Code Descriptions communication for additional information on security role codes

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Security Screen Changes

• Date and timestamp has been added for all role code and Org Code Range Allowance changes

• Changes to security role codes and org code ranges cannot be retroactively assigned – Access is granted based on the users

access at the time of log in

• Updated to include Org Code Range Allowances

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Security Screen

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Org Code Range Allowances

• New security role codes K (equivalent of C), U (equivalent of H) and Y (equivalent of X) can have access assigned by Org Code Range Allowance

• Allowances can be established for a single org code, a single org code range, multiple org codes or for multiple org code ranges

• Org Code Range Allowances can overlap between positions (several positions can have the same or similar allowances)

• Updated G role code can have access assigned by OLO Code Range Allowance – this role is primarily used by the Auditor Generals Office

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Assigning Org Range Allowance

To assign an Org Code Range Allowance:• Go to Org Management, Position Maintenance,

select the position, then select Security• Either select “New” or “Edit”• Select a role code that allows for an Org Code

Range Allowance (i.e., K or U – remember that DMS has to assign the G and Y role code)

• Enter the from and to values for the first org code/range

• If only one org code/range, select “Save”• If multiple org codes/ranges, select “Insert” and

add the next org code/range – repeat until all have been added, then select “Save”

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Org Range Allowance

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PAR Topics• Overview of Changes• Access to create a PAR• PAR Groups

– Appointment actions– Employee actions– Separation actions

• Cancellation Process• Intercept Process• PAR Search

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PAR Changes – Overview• Makes each agency responsible for the employee life

cycle at their agency (hiring to separating employees) by – Requiring agencies to process a separation action when an

employee leaves their agency (all cases!!!)– Eliminating Non Original Appointment– Eliminating Dual Hire workaround – Implementing new Original Appointments for Career Service

Appointments and for SES/SMS Appointments– Implementing new separation codes for Moving within State

Government and for Moving to other Government Entities

• Prevent multiple actions on the same employee on the same day– Limits actions to one action per employee, per day– An additional action can be performed the next day, with the same

or later effective date– Change is being implemented to ensure accurate action history in

the data warehouse

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PAR Changes – Overview • Employee IDs will be assigned by employee, by

agency, by pay cycle (payroll area) • If an employee moves from one agency to

another, they will receive a new employee ID– If returning to an agency to the same payroll area, will

be able to reuse the ID from that agency– If moving payroll area within agency – e.g., 7-days back

to standard biweekly, will continue to receive a new ID– When retiring, a new ID will be created for retirement

• PAR groupings by action types (Appointments, Separations and Employee Actions)

• Built in assistance to drive the selection of the correct action

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PAR Changes - Overview• New “Cancel” PAR process• Ability for HR to Act Upon a PAR created by

someone else (PAR intercept process)– Key for payroll cutoffs

• Employee information fields (Name, SSN, Employee ID) and pay fields (base pay and additives) are locked down once the PAR is created

• Ability to update effective date on the PAR form after the PAR has been approved, prior to selecting “Act Upon”

• Enhanced search capabilities (SSN, PAR Status, etc.)• Ability to add a note after the PAR has been created

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PAR Menu

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PAR – Who Can Create

• Agency wide HR role code (A, H, X) users can create PARs for any position in their agency

• Users with an Org Code Range Allowance (U or Y role codes) can create PARs for their Org Code Range Allowance only

• Managers (employees with direct reports) can create a PAR for their direct reports structure (includes indirect reports) only

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PAR – Interagency Transfer Highlights

• Exiting agency will always terminate employee based on last day employed

• Exiting agency will transfer leave to new agency (covered later in the training materials)

• If Separation is not processed, employee will be overpaid at exiting agency

• Miscellaneous Deductions will NOT transfer across agencies

• Health and Insurance deductions will transfer after both the separation PAR (exiting agency) and appointment PAR (hiring agency) have been completed

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PAR - Groupings• PAR actions are being grouped into three

categories– Appointments (Original Appointments,

Promotion, Demotion & Reassignment)– Employee Actions (Pay Changes, LOA with

and Without Pay, Name Change, SSN Change, etc.)

– Separations (Voluntary & Involuntary)

• PAR groupings are used to simplify the PAR process, reducing confusion during the PAR creation process

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PAR Appointment Changes

• Reduced screens during appointment actions down to 8 screens

• Original Appointment Action will be used for all SES/SMS appointments

• Original Appointments will be used for initial appointments into Career Service and re-employment into Career Service after a break in service

• Simplified Promotion, Demotion and Reassignment actions to remove “Voluntary...” and “Involuntary...”

• Available Appointment actions will be driven by the appointment effective date, the to position number and the SSN/Employee ID of the individual being appointed

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PAR – Appointments• Step 1

– Enter the “Effective Date” of the appointment– Enter the “Eight Digit Position Number” for the

appointment– Enter either the Social Security Number or Employee ID

of the employee being appointed• If the employee has multiple employee IDs you will have to

choose which ID to use

– If the employee will be actively employed in multiple positions, and this is at least the second active employment, then check the Dual Employment check box

• Employee must be actively employed in another position when creating the PAR to use this check box

• Dual employment is no longer used when hiring an employee from another agency

– Select the “Check Entries” button

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PAR – Appointments• Step 2: Select the Appropriate Action

– If appointing into an SES or SMS position, then only Original Appointment SES/SMS will be available

• All appointments into an SES or SMS position will be an Original Appointment

– If appointing into a Career Service position and the employee does not currently hold another Career Service position, then only Original Appointment Career Service will be available

• Includes initial appointment into Career Service and re-appointments into Career Service after a break in Career Service employment

– If appointing from one Career Service position to another Career Service position, whether an internal agency movement or across agencies, only Promotions, Demotions, Reassignments will be available

– Dual employment actions – ONLY presented if the Dual Employment check box was marked in step 1

– Once you have selected the appropriate Appointment type, select “Continue”

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PAR – Appointments

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PAR Form – Original Appts• For Original Appointments (never employed within

the State of Florida) the following fields must be completed: First Name, Last Name, Position FTE and Base Salary

• Once submitted, the employee’s name will be locked and will not be editable when acting upon the PAR

• Social Security Number and position number will be carried from the initial screen into the PAR form and will not be editable – if incorrect, users should cancel out of the PAR form and start over

• Complete required fields, validate changes, enter your password and submit for approval– If the position is being overlapped you will have

to check the Position Overlap checkbox

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PAR Form – Original Appts

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PAR Form – Appt PF ID Exists

• Appointment actions for currently employed or formerly employed individuals, only the Position FTE and Base Salary are required– If the position is being overlapped you will

have to check the Position Overlap checkbox• Employee information (e.g., name) and position

number will be carried from the initial screen into the PAR form and will not be editable – if incorrect employee, user should cancel out of the PAR form and start over

• Complete required fields, validate changes, enter your password and submit for approval

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PAR Form – Appt PF ID Exists

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PAR Employee Action• Step 1

– Enter the “Effective Date” of the action– Enter the Employee ID for the action

• If the employee has multiple employee IDs you will have to choose which ID to use

– Select the “Check Entries” button

• Step 2– Select the appropriate action type (e.g., Pay

Change, Leave of Absence, Name Change, etc.)– Select the appropriate action reason code– Select “Continue”

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PAR Employee Action

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PAR Form – Employee Action

• Type of Action drives required fields on the PAR form – E.g., Pay impacting actions (pay increases, military

leave with supplement, etc.) require the appropriate pay fields (Base Pay, Additives) to be completed prior to submitting

– E.g., other actions (suspension, LOA without pay – other than military leave with supplement, etc.) do not require any fields to be completed prior to submitting

– Employee information (e.g., name) will be populated based on the employee selected on the initial screen and will not be editable – if incorrect, users should cancel out of the PAR form and start over

• Complete required fields, validate changes, enter your password and submit for approval

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PAR Separation Changes• New voluntary reason codes are being implemented

– Move to Non State of Florida Government• This code is used when the employee is leaving

employment with State of Florida employment, but is going to another government entity (e.g., city, county, federal, etc.)

– Move Within State of Florida Government• This code should be used when the employee is exiting

your agency and going to another State of Florida entity • This code is key to ensure that benefits transfer

correctly and to ensure that the leave transfer process works correctly

• Layoff and Death reason codes have been moved from voluntary to involuntary separation

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PAR Separations • Step 1

– Enter the “Last Day Employed” – Enter the Employee ID for the action– Select the “Check Entries” button

• Step 2– Select the appropriate separation action type

(voluntary or involuntary)– Select the appropriate separation reason code– Select “Continue”

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PAR Separations

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PAR Form - Separations

• Employee information (e.g., name) will be populated based on the employee selected on the initial screen and will not be editable – if incorrect, users should cancel out of the PAR form and start over

• Once on the PAR form, validate information, enter your password and submit for approval

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PAR Cancellation• Once a PAR has been created, the PAR

creator can cancel the PAR as long as the PAR has not been acted upon

• Approvers should continue to reject PARs– If an approver cancels a PAR, instead of

rejecting the PAR, no notification is sent to the PAR creator that the PAR was cancelled

• To cancel a PAR, select the PAR– Enter your password and select “Cancel” – Confirm the cancellation by selecting “Cancel”

again

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PAR Cancellation

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PAR Intercept• HR professionals (role codes A, H, U, X and Y) will be able

to intercept PARs created by other users within their agency– U and Y will only be able to intercept PARs for positions

within their Org Code Range Allowance• PAR Intercept process provides the ability to Act Upon a

PAR once it’s been approved, it does not provide the ability to override approvers

• To intercept a PAR, select the PAR tab, then select Personnel Action Request (PAR) Maintenance, Search PARs

• Once on the PAR search screen, search for and select the PAR to intercept, then select “Act Upon”– Easiest way to find a PAR that can be intercepted is to search by

PAR status of “Approved”

• Complete the PAR in the normal manner

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PAR Search

• Additional search fields:– Social Security Number (SSN) – PAR Status

• Ability to search for original appointments by employee ID and name– No longer have to search by PAR number of

effective date of the original appointment

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Key Service Dates• Ability for HR roles (A, H, U, X and Y) to update most key

service dates through direct entry• Leave Accrual Service Date will drive creditable service

months and leave accruals for leave accruing positions – is not visible to employees

• New field “CS Continuous Service Date” – used to track continuous service in Career Service employment

• Retirement Date will auto populate as the first day of the month following the employee’s last day employed and is not editable

• Date of Separation is being removed• New edits are being implemented to prevent invalid date

combinations (e.g., new edit to prevent Agency Hire Date from being older than State Hire Date)

• Key Service Date records will not be created for OPS employees

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Key Service Dates

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Key Service Dates – CS Employee

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Employee Timesheet Changes

• Timesheet will be presented by pay period or 28-day period• Overview section will:

– Be presented by pay period or 28-day period– Contain a new column containing the timesheet “Status” (e.g.,

in progress, submitted, etc.)• For included employees (salary and OPS), until all FLSA periods are in the

same status (submitted or approved), the timesheet will show “In Progress”

• Default to oldest past due timesheet (July 2010 forward)• Contains new summary fields: Summary Hours by Pay

Period and FLSA Period• Timesheet will default to 3 blank rows upon entry• Timesheet will open in edit mode when the employee

accesses for a period that has not been submitted or approved

• Users will be able to submit directly from timesheet screen (no secondary submit screen)

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Employee Timesheet Changes

• Ability to complete and submit mid period timesheets electronically (no paper timesheet)

• Ability to add multiple comments, up to 255 characters per comment

• Correct calculation, allowing full use, of personal holiday for part-time employees

• Comments will show the name of person who entered and date they entered the comment

• Implement new hours type (1004, 1014, 1024, 1034 & 1044) to allow multiple call-back entries for the same day – each occurrence will calculate separately for guaranteed hours

• Correct issues with FMLA/FSWP indicator and date ranges on timesheet

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Employee Timesheet Changes

• Implement a new hours type (1006) for time worked during an office closure – will result in system calculating special compensatory leave for the employee on an hour for hour basis

• Update charge object logic to allow use of charge object for portion of timesheet period that the charge object is valid

• Workers Compensation Changes– Allow full holiday credit if the employee is in a full pay status

on the day before the holiday (no LWOP)– Allow full holiday credit if the employee is returned from

workers compensation on the day of the observed holiday (based on PAR action)

– Ability for HR to override system default of 1/3 of holiday hours when employee is on workers compensation

– Correctly calculate holiday credit during Thanksgiving holidays

– Retitle “Disability Pay” to “Admin – Workers Comp”

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Timesheet Overview

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Timesheet Details - Included

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Timesheet Details - Excluded

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Timesheet Summary Report

• The Timesheet Summary link on the employee timesheet screen allows the employee to generate a report from their timesheet history

• Users can define a date range, timesheet status and hours type if desired

• The report defaults to all entries for the selected pay period or 28-day period, but can be changed by the user

• Data for the selected date range is presented in a sort able grid and can be exported to Excel

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Timesheet Summary Report

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Mid Period Timesheets• Effective with the July release, employees

will be able to complete mid period (appointments and separations) timesheets electronically

• Paper timesheets should no longer be submitted for mid period timesheets

• Employees will be able to create a flex schedule for the mid period– When creating a flex schedule for a mid

period appointment or separation, the PAR action must be completed prior to creating the flex schedule

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Mid Period Timesheet Overview

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Mid Period Timesheet Details

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Mid Period Timesheet Submitted

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Mid Period Timesheet Approval

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Mid Period Timesheet Approval

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Mid Period Timesheet Approved

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Part-Time Default Schedules

• Three new codes have been created to reduce the scenario’s that require a flex schedule to be created– Part-time – FTE 0.25 (defaults to 5 – 2 hour days)– Part-time – FTE 0.50 (defaults to 5 – 4 hour days)– Part-time – FTE 0.75 (defaults to 5 – 6 hour days)

• These codes are only valid when the position FTE matches (e.g. Part-time – FTE 0.25 should only be used if the position FTE is 0.25, or if all position holders FTE is 0.25)

• Codes are available in the Shift Code field, under Position Maintenance, Additional Attributes screen

• When selected for a position, the position holders timesheet schedule will default as stated above

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Part-Time Default Schedules

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Timesheet Approvals • Managers, HR Professional and Timekeepers will

have the ability to submit and approve a timesheet on behalf of an employee in their authorization structure in one step using the “Submit and Approve” button

• The timesheet approval details screen is mainly unchanged

• However, the employee ID on the timesheet approval details screen will now take the user to the employees timesheet, with the ability for the user to edit the timesheet, approve the timesheet by FLSA period or pay period or to reject the timesheet or selected timesheet entries

• HR Professionals will also have the ability to unapprove an approved timesheet

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Timesheet – Submit & Approve

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Timesheet Rejection

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Timesheet Rejection

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Timesheet Rejection

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Timesheet - Unapprove

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Timesheet - Unapprove

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Leave & Attendance Topics• Leave Accruals• Leave Transfer Screen• Leave Balance Adjustments• Leave Payout Adjustments

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Leave Accruals• Effective with the July release, annual leave

and sick leave accruals will not occur until the employee’s timesheet is approved

• Annual and sick leave accruals will no longer be available for use on the last day of the period they are earned

• FLSA, Special and Regular compensatory leave will continue to be accrue based on approved timesheets– FLSA accruals are earned based on the FLSA

period– Special and Regular compensatory accruals

are earned based on the pay period

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Leave Transfer Screen• New screen that will be used by the separating

agency to transfer leave to the hiring agency• Leave will not be systematically moved across

agencies until the exiting agency processes the leave transfer

• New screen is located under the Time & Payroll Menu

• Transfer is only allowed if employee is transferring from one agency to another

• If a dual employment action is performed or if the employees employment between the agencies overlaps, the transfer will not be allowed

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Leave Transfer Screen• Screen edits will validate that the employee is

terminated from your agency and active in another agency before allowing the transfer to occur

• Receiving agency is defined by the system based on the appointment action into that agency

• Transfer must occur within 60 days of the employees last day employed– Agencies should transfer the leave as quick as possible to

ensure the employee is held harmless– Partial transfer can occur– Multiple transfers for the same leave type can occur if

needed– Only Annual Leave, Sick Leave and Personal Holiday can be

transferred

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Leave Transfer Screen

• To process a leave transfer:– Select the terminated employee record– Select “Leave Balance Transfer” from the

Time & Payroll menu– Select the Leave Type to transfer– Enter the hours to transfer (hours are

limited to available balance)– If applicable enter comments– Select Save– Repeat steps to transfer another leave

type

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Leave Transfer Screen

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Leave Balance Adjustments

• Ability to perform 3 decimal place adjustments• Negative adjustments can no longer be retro

dated• Adjustments dated as of the system date and

retro adjustments are processed real time and can’t be deleted

• Future dated adjustments will not be processed until the future date occurs – these adjustments can be deleted prior to the adjustment date

• Comments entered with the adjustment will be maintained with the history records

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Leave Balance Adjustment

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Leave Payout Adjustments

• Pending (shows in the current leave balance section) leave payout adjustments are created on the Leave Balance Overview screen when payments are saved in the “new” Leave Payout screen

• Adjustments are automatically removed from the Leave Balance Overview screen if the leave payout is deleted

• Adjustments move from pending to processed (move to the pay period section) when the payment is sent to BOSP for processing

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Leave Payout Adjustments

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Payroll Topics

• Leave Payout Screen• Miscellaneous Deductions• Retro Payments• Mid Period Hires/Part-Time

Employees• Military Leave with Supplement• Pay Additives

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Leave Payout Screen• New screen that will be used to process leave

payouts• Screen can only be used by agencies who use the

leave and attendance modules of People First• Annual, Sick, Special Compensatory and FLSA

Compensatory Leave payouts can be processed through this screen

• Once created, payments can be deleted up to 7:00 p.m. ET, one day prior to the “Processing Date” for the payout

• Hourly rate of pay contains base pay, pay additives and CJIP– Agencies should still validate the hourly rate is correct,

if incorrect, change before creating the payout record

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Leave Payout Screen• Leave adjustments are processed when the

payment is sent to BOSP for processing– Leave adjustments are only processed for the hours

paid out, remaining balances are not zeroed out until the employee is re-employed

– If never re-employed, the hours will not be zeroed out

• Leave payouts with a miscellaneous deduction, deferred compensation deduction or a flexible spending account deduction must be processed through the On-Demand payroll system

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Leave Payout Screen• To create a leave payout:

– Select the terminated employee record– Select “Leave Payout” from the Time &

Payroll menu– Select the Leave Type to create a payment

for– Select the Payout Type (e.g., Employee

Terminated, Drop Entry Payout)• Important Note: Remaining fields are

not editable until a Payout Type is selected

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Leave Payout Screen• To create a leave payout cont’d:

– Enter the hours to payout • Hours to payout cannot be greater than the

calculated Hours Available for Payout– Select the Payroll to Payout (Regular or

Supplemental)– Verify, and if needed update, the Hourly Rate of

Pay, Payroll Account Code and Payroll Organization Code

– Select Save– Repeat steps for additional leave types if needed

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Leave Payout Screen• Annual Leave Payout Types:

– DROP Entry Payout – use when making a leave payout to an employee who is entering DROP

• System does not validate employee is in DROP

– DROP Exit Payout – use when employee was not paid for the maximum (e.g., 240 hours for Career Service, 480 hours for SES/SMS) hours at DROP entry

• System does not validate employee is or was in DROP• System will check for a Separation action• Important Note: For DROP exit payouts agencies should

validate the hours paid out upon entry into DROP to ensure they are not paid more than the maximum hours

– Employee Term – use when employee is terminating from your agency and is not moving to another state agency

• System will check for a Separation action

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Leave Payout Screen• Annual Leave Payout Types cont’d

– Layoff – use when employee is terminating for reason of layoff (this is not required, can be processed as an Employee Term)

• System will check for a Involuntary PAR with reason of Layoff

– Non Transferable Hours – use when employee is transferring to another State entity who will not accept the full balance for the employee

• System will check for a Separation action• Applicable Personnel System Rules should be followed

when determine if hours are eligible for payout or if those hours are forfeited

– December 24 hour leave payouts• Only available for payments that warrant date in December• Only available for Career Service employees• System will validate employee has at least 24 hours of

annual leave available after deducting the payment

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Leave Payout Screen• Maximum Payouts for Annual Leave

– Personnel System payout maximums will be followed

– For the State Personnel System, the 480 hour cap will be applied for SES and SMS employees and 240 hour lifetime cap will be applied for Career Service employees

– For Career Service employees previous hours paid out will be factored into the calculation to determine Hours Available for Payout

– For Career Service employees they must be continuously employed for 12 months.

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Leave Payout Screen• Sick Leave Payout Types

– DROP Exit Payout – use when employee terminating employment and is exiting DROP

• System will check for a Separation action– Employee Term – use when employee is terminating from

your agency and is not moving to another state agency• System will check for a Separation action

– Layoff – use when employee is terminating for reason of layoff (this is not required, can be processed as an Employee Term)

• System will check for a Involuntary PAR with reason of Layoff

• System will validate that employee has at least 120 months of creditable service

• Hours available for payout will be calculated as the lesser of ¼ of the employees available hours (rounded to the nearest quarter hour) and 480 hours

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Leave Payout Screen• Special Compensatory Payout Types

– DROP/Term 11 Months Payout – use when making a leave payout to an employee who is entering DROP or terminating employment

• Agency will have to manually calculate the hours earned and eligible for payment from the last 11 months

– Additional hours owed for terminating employees should be paid as Employee Term

• Payment will be sent to BOSP as earnings code 9121• System does not validate employee is in DROP

– DROP Exit Payout – use when employee is terminating DROP• System does not check to validate employee is or was in

DROP• System will check for a Separation action

– Employee Term – use when employee is terminating from your agency and is not moving to another state agency

• System will check for a Separation action

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Leave Payout Screen• Special Compensatory Payout Types cont’d

– Layoff – use when employee is terminating for reason of layoff (this is not required, can be processed as an Employee Term)• System will check for a Involuntary PAR with

reason of Layoff– Transfer Agency – use when employee is crossing

agencies and leave is not eligible to be transferred

• System will check for a separation PAR

– Move to ineligible position – use when employee is changing positions within the agency and the new position is not entitled to special compensatory leave

• System does not limit special compensatory leave payouts to 240 hours

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Leave Payout Screen

• FLSA Compensatory Payout Types:– Employee Termination

• System will check for separation PAR

– DROP Entry Payout• System will not validate employee is in DROP

– Interval Payout• Use for semi-annual payouts

– Transferring to Another Agency • System will check for separation PAR

– Transferring to Excluded Position -- edits will validate employee is no longer in an included position

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Leave Payout Screen

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Leave Payout – Annual Leave

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Leave Payout – Sick Leave

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Leave Payout – Payroll Selection

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Leave Payout – Processing Date

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Leave Payout – Sample Error

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Leave Payout – Pending Payment

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Miscellaneous Deductions• Recurring, post-tax miscellaneous

deductions will be stopped when an employee terminates an agency– Deductions will need to be created at the

new agency if the employee wishes to continue the deduction

• Agencies will have the ability to take a one-time deduction from an employee's final regular salary payment

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Retro Payments• All retro payments that are dated more than two pay

periods back will not be provided to BOSP for processing– Payments will be sent to a new Report titled “Payments

Not Sent to BOSP Report”– Agencies should analyze these payments and if

appropriate initiate a payment to the employee

• Retro payments for the last two pay periods will continue to be sent to BOSP for processing– Payments will be reflected on a new payroll audit report

titled “Retroactive Payments Sent to BOSP Report”– Agencies should review these payments and if needed,

cancel the payments prior to the EFT cutoff for the payroll

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Mid Period Hires and Separations• Career Service employees and SES

Included employees who are hired or separated in the middle of a pay period will be paid for all hours worked up to full-time contract hours for the pay period (based on BOSP contract hours)– If employee is going to work a flex

schedule during the mid period action, agencies should create the flex schedule prior to the employee completing their timesheet

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Part-time Employees

• Part-time Career Service employees and SES Included employees will be paid for all hours worked up to full-time equivalent contract hours for the pay period (based on BOSP contract hours)

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Military Leave with Supplement• Correctly calculate changes between

82 (with supplement) and 83 (without supplement) in the middle of the period

• Correctly calculate pay when employee returns from military leave during a holiday period

• Correct calculation when employees military supplement amount is greater than their holiday pay entitlement

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Pay Additives

• Agencies will not be able to end date a pay additive when creating it

• Agencies will have to process a decrease in [additive type] pay change action to stop a recurring pay additive

• Pay additives stopped in the middle of the pay period will correctly pro-rate the additive based on it’s end date

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Report Topics

• Reports Groupings• Data Warehouse Reports Module• Reports Module• Filters

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Reports • Reports are available in various parts of the

People First system:– Management tab

• Reports – these are reports generated out of SAP; most are real-time reports

• Data Warehouse Reports – these reports are generated out of the Data Warehouse and contain data that is at least one day old

– Timesheet Summary is available from the employee timesheet screen

– Training transcript is available under the Training tab

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Data Warehouse Reports• Provides user the ability to export reports

in various formats (e.g., Excel)• Data is at least one day old• Contains a system status page that

advises users whether the data warehouse views have been updated

• Each report provides users the ability to process reports using various filters

• Access to Data Warehouse reports based on the users security role code as of the previous business day

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Data Warehouse Reports

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Data Warehouse Reports - Filters

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Reports• Allows users to access real-time data for things such as

leave balances• Data in payroll reports is based on the payroll files

being generated• Missing Timesheet data is as of the previous run date

(run date is typically Saturday morning)– As of date will be included in the header of the

report• Users will have the ability to sort data using the reports

grid• Users will have the ability to export to Excel• If a report takes more than three minutes to generate

the report will be sent to the My Reports queue when completed

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Reports

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Reports

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Reports

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My Reports Queue

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Talent Management Topics• Opening a Requisition in People

First (this part of the process has not changed)

• My Dashboard Overview• Primary Navigation Menu Overview• Creating and Posting a Requisition • Extracting Requisition Data into a

Report

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Opening a Requisition

• To open a requisition:– In People First, select the My Direct Reports

quick link, search for and select the position– Select “Positions” and then select

“Open/Close Vacancy” – Once in the Open/Close vacancy screen,

select the “Create new entry” row in the overview section

– Select “Edit” in the details section, then change the vacancy status to “Open” and select “Save”

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Opening a Requisition

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Staffing Roles• HR security role codes A, H and X will

have agency wide access – Will have the ability to maintain all

requisitions for their agency– Will have the ability to view applicants

who have applied to a requisition within their agency

• All other agency users will only have access to requisitions that they are the hiring manager for or are a team member or approver on

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Talent Management – My Dashboard

• My Dashboard includes:– “About Me” section – Users can view their

profile– “My Requisitions” section – Shows a summary of

requisitions assigned to the user; also provides a “my most recently viewed” function

• Summary is presented by status (e.g., Draft, Open, Filled, Closed, etc.)

• Summary fields are clickable links to the requisitions

– “My Reporting Structure” displays your reporting structure as defined in People First

– “Helpful Websites” contains staffing related websites

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Talent Management – My Dashboard

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Primary Navigation Menu

• Contains the following links:– My Dashboard – returns the users back

to his/her dashboard– My Team – allows the user to review their

direct reports structure as an org chart– Requisitions – allows users to view

requisition data in a different format– Applicants – allows users to view

applicant data in different formats

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Primary Navigation Menu

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Organization Data - Positions

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Requisition Views

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My Requisitions View

• template

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Updating the Requisition• Once the requisition has been opened it is fed to

Talent Management (available within 30 minutes for the hiring manager to view; however, Service Center still has four hours to update)– Hiring Managers should wait until they are notified by the

Service Center specialist that the requisition is ready before making any changes

• Once in Talent Management, the hiring manager needs to prepare the requisition for posting to the web

• Most information in the requisition is fed from People First and is not editable

• However, there are some fields that the hiring manager must complete

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Updating the Requisition• To prepare the requisition for posting:

– Select the requisition from either your dashboard or from the My Requisitions View

– Update the “Details” screen by selecting the Announcement Type, and if applicable selecting the Due Diligence, Additional Due Diligence Checks and Schedule Applicant Interviews

– Select the “Position” tab; enter the “Salary Range” and select “Save”

– Select the “Team” tab; if adding team members, add them using the Additional Team Members section

– Select the Activities Tab; add all applicable approvers in the Approval Info section

• At least one approver is required; can add multiple approvers at one time

• Once an Approver is added, the “Add” button changes to “Change”; if adding additional approvers later you will select the “Change” button

• Select the “Posting Information” tab

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Updating the Requisition• Once on the “Posting Information” tab, select the pencil and

notepad icon this opens up the Posting Information screens• On the initial screen:

– Enter the desired posting and closing dates– Update the “Title” as needed– Enter the Synopsis– If appropriate, update the posting description

• Select the Qualifying Questions tab– Select “Add” to create Qualifying Questions– Complete required fields and repeat steps to create additional

Qualifying Questions• Select the Matching Criteria tab

– Select the Job Category– If desired, select additional matching criteria

• Select “Save”

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Posting the Requisition• Once you have prepared the requisition

for posting, select the Activities tab– Select the workflow activity “Submit

Draft Requisition to People First Service Center”• Select “Ok”• This will submit the requisition to the

People First Service Center for final review

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Requisition Details Tab

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Requisition Position Tab

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Requisition Team Tab

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Requisition Activities Tab

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Requisition Posting Information Tab

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Posting Description Tab

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Qualifying Questions Tab

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Matching Criteria Tab

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Requisition Activities Tab

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Applicant Tab• Once applicants start applying for the requisition, a

new tab is added to the requisition titled “Applicants” • On this tab you will see a “Actions” clipboard beside

each applicants name – Use this to perform actions on an applicant such as

viewing their responses to the qualifying questions

• There is also a “Bulk Actions” clipboard at the top of the applicants view– Use this to perform actions on multiple applicants at one

time such as printing the application or dispositioning the selected applicants

• Use the “Print Preview” button in the bottom right of the page to print the requisition details, including the Applicants grid

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Applicants Tab

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Applicant Details

• From the Applicant tab, select the “Applicant Last Name” to view the details on the applicant– The “Applicant Profile” tab contains the

Qualifying Questions with the applicants response, attachments submitted by the applicant and the employment application• Important Note: This is the only place you

can access attachments (e.g., DD214, Resume, Work Samples) that were submitted by the applicant

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Applicant Profile Tab – HR

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Exporting Data

• From the requisition views (My Requisitions and My Role View) you can export the requisition to Excel

• From the Applicants tab within a requisition, as well as through the applicant views (By Applicant Name and By Requisition ID) you can export applicant information to Excel

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Exporting Requisition Data

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Exporting Applicant Data

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Questions?

The End...