state of connecticut core-ct hrms users group meeting september 9 & 10, 2008

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State of ConnecticutCore-CT

HRMS Users Group Meeting

September 9 & 10, 2008

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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

http://www.core-ct.state.ct.us/Default.htm

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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

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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

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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 can’t be avoided, agencies will be asked to provide documentation detailing their internal audit procedures.

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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.

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New Business

Planned System Outage

Saturday, October 18, 2008:Core-CT HRMS will be down

for system maintenance.

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Agenda






EPM Barbara Jacius




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Payroll Update

Scheduling Notes

Please take note – REMEMBERMonday, 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.

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Payroll Update

Scheduling Notes, Continued

Please take note – REMEMBERConfirm 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 7:00 p.m. on Tuesday,

November 25th• System access will be available on Sunday, November

23rd

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Payroll Update

Scheduling Notes, Continued

Please take note – REMEMBERConfirm 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 7:00 p.m. on Tuesday, December 23rd

• System access will be available on Sunday, December 21st

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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 Year’s 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.

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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.

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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 W2’s 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.

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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.

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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%.

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Payroll Update


• 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.

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Payroll Update


• 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.

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Agenda






EPM Barbara Jacius




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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.

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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.

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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

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Action Reason Codes, Continued

• Reason – ReassgnOthReasNoSalChgDiffPosNum or ReaOthrReason,NoSalChg,SmePCN

• Used when an employee is going to a different job code, however the employee’s 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.

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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.

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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.

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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 employee’s 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.

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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.

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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.

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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.

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Agenda






EPM Barbara Jacius




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Time and Labor Update

Compensatory Time

Compensatory Time Balances:

• Compensatory Time Page

Manager Self Service>Time Management>View Time>Compensatory Time

Time and Labor>View Time>Compensatory Time

• Timesheet page

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Compensatory Time, Continued

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• 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.

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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.

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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.

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Agenda






EPM Barbara Jacius




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EPM Update

Upgrade to EPM Version 9.0

Hardware Replacement

Application Upgrade

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EPM Update

Upgrade to EPM Version 9.0, Continued

Why Upgrade?

• Faster Table Refresh Times

• Better Query Performance

• Build the Foundation for Analytic Reporting

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EPM Update


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

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EPM Update


New Table Names

Existing Query Impact

Query Execution Impact

Job Aids

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EPM Update


All New Table Names: • All EPM Tables have been renamed• CTW_Reporting Table Name• CTW Connecticut Warehouse• Some field names have changed

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EPM Update


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

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EPM Update


Query Execution Impact:

• All Run Controls must be recreated

• All Queries scheduled as Recurring must be rescheduled

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EPM Update


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

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Agenda






EPM Barbara Jacius




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Wrap UpThank 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, 1:30pm - 4:00pm and Wednesday, March

25, 2009, 9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive

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Agenda






EPM Barbara Jacius




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Questions/Discussion

state of connecticut core-ct hrms users group meeting september 9 & 10, 2008

Documents

payroll updatethe new

new employees

new guidelines

osc central payroll

payroll updatename format

upcoming payroll stuffers

payroll updateimportant

new businessmaintenance