state of connecticut core-ct project hrms users group meeting june 6 & 7, 2005

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State of ConnecticutCore-CT Project

HRMS Users Group Meeting

June 6 & 7, 2005

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Agenda – Welcome

Anne North and Sue MartinKey Messages

EPM Update

HRMS TeamQuestions & Discussion

Belinda ThibedeauTime and Labor UpdateLina Simonu Human Resources Update

Business Process Updates

Anne North and Sue MartinWelcome

Mary Yabrosky

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Agenda – Welcome


EPM Update





Mary Yabrosky

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Human Resources Update

Fiscal Year End Tasks – Important Reminders

• Agency Position Specialists should complete work on their work lists for Recycled and Denial notifications prior to June 8, 2005.– Update the row and send back through the approval

process if approval is required– Remove the row if the update is no longer required– Inactivate the position if appropriate

• Position file will be transferred to OPM on June 8, 2005.

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Fiscal Year End Tasks – Important Reminders, Continued

• Agency Position Specialists are encouraged to limit the number of position updates performed from mid May through June 17, 2005.

• Any positions in proposed status will not be updated for Fiscal Year End.

• Positions that are in the approval process during the Fiscal Year transition will require review for the correct budgeting upon approval. This may require that positions be resubmitted for approval again after the Fiscal Year transition.

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Fiscal Year End High Level Sequence of Events

• OPM will review the file of position data and send the file back to Core-CT on June 17, 2005 with the new budgeting information for all State of Connecticut positions.

• Agency Position Specialists will have view only access in Position Data during the week of June 20 to close of business June 24.

• The new budgeting information will be loaded into Core-CT the week of June 20, 2005 and a new row dated June 10, 2005 will be inserted into the Position.

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Fiscal Year End Assistance

The HRMS Fiscal Year End Job Aid is located at :

http://www.core-ct.state.ct.us/user/finjobaids/2005ye.htm

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Salary Increases

• Salary Plans CL, CT, CO, CC, CP, PS, SH, AR, VS, VA, VB, JA, JZ, DP, AT, SA, and TU

• General Wage Increases and Annual Increases effective June 24, 2005

− preliminary reports processed May 27, 2005

− final reports to be processed approximately July 1, 2005

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Agenda – Welcome


EPM Update


Belinda ThibedeauTime and Labor UpdateShari Grzyb Human Resources Update



Mary Yabrosky

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HR Business Rules and Central Audit Unit

• The Core-CT Audit Unit and HR Business Rules have merged functions at DAS

• The name of our unit is now the HR Business Rules and Central Audit Unit (or the “Rules & Audit Unit” for short)

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HR Business Rules and Central Audit Unit, Continued

Pam Libby, DirectorStatewide HR Management

Agency HR Liaisons HR Business Rules and Central Audit

Shari Grzyb

Lisa ChasseToni Alphonse

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Rules & Audit Unit Role

• DAS is responsible for the integrity of personnel data

• This unit ensures all appointments and personnel transactions are made in accordance with the statutes, regulations, collective bargaining agreements, etc by conducting post-audits of Core-CT data

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Rules & Audit Unit Role

• To assist agencies and reduce the number of post-audit corrections– “Quick Fixes” at the HRMS User Group Meetings– “Q&A” at Agency Personnel Council Meetings– “State of CT HR Management Certificate Program”

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Today’s “Quick Fix” Topics

1. Certification Number Field Tips2. Employee Class Field Info3. Transfers Out of an Agency

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“Quick Fix #1”

• Certification Number Field Tips– When to use a prefix– When to leave a “Certif Number” field blank– When the “Certif Number” field must contain a

Candidate Request Certification Number (generated via ATC)

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“Quick Fix #2”

• Employee Class Field Info – When to change “Empl Class” field from Probationary

to Permanent– Be sure to use the correct Action/Action Reason code

of Data Change/WTC – General Comments should provide an explanation of

transaction

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“Quick Fix #3”

• Transfers Out of an Agency – Communication is crucial – Use correct Action/Action Reason Code:

• Data Change/ETO– Timely and accurate processing can only be achieved

by both agencies communicating with one another.

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Coming Soon!

Watch for details in June 2005 about the upcoming State of CT HR Management Certificate Program

See the HRLC websitehttp://www.das.state.ct.us/HR/LC_Home.htm

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Agenda – Welcome


EPM Update


Belinda ThibedeauTime and Labor UpdateShari Grzyb Human Resources Update



Mary Yabrosky

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Time and Labor Update

Completed Issues

• Part Time Accruals based on hours worked fixed with May 1 accrual

• Leave Plan page updated • Allowing Exceptions has been fixed• Holiday and Comp time balance discrepancies fixed for

70% of those employees in plans that expire time• Comp & Holiday Time on Attendance Report

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Outstanding Issues

• Rotating Averaging Rules

• Hours to Days conversion program

• Sick, Vacation and PL balance discrepancy

• Automating Time Reporter Data page

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Outstanding Issues, Continued

• Remaining Holiday and Comp balance discrepancies

• New attendance report to compare Scheduled time to Reported time

• Error message when using VAP code on Weekly Elapsed Time page

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GAAP Report

The 2005 GAAP report will be revised as follows:

• The report will capture leave used through June 30, 2005

• The leave balances will include the July 1 accrual

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GAAP Report, Continued

Additional information:

• Sick leave will be reported at ¼ of the total balance• Part time employees will be included• Agencies will not be required to complete Form 7• The report will be informational only• GAAP Closing Package instructions will be coming from

OSC in June

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TRC Usage Report

• TRC Usage report includes time entered on the Weekly Elapsed Time page, the Adjust Paid Time page and from the Schedule

• Individual reports can be created for a variety of uses

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TRC Usage Report, Continued

Individual reports can be created to report on specific items such as:

• Sick Family• All Sick Time• Overtime• Workers’ Compensation• All TRCs

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Steps to create individual reports:

1. Navigate to Administer Workforce > Capture Time and Labor > Reports > TRC Usage

2. From the Search page click on Add a New Value3. Enter new Run Control ID using naming convention that

is meaningful for the specific report4. Click Add

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5. Enter Set ID and Department, Union Code, Group ID, or EmplID and Empl Rcd Nbr

6. Enter date range7. Enter all appropriate time reporting codes for the item

you wish to report on8. Click Save

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• Run the report as usual changing the Employees to Report and Dates to Report as needed

• Create additional reports by completing steps 1 – 8 and entering the information specific to the report you wish to create

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Agenda – Welcome

Anne North and Sue MartinKey MessagesHRMS TeamQuestions & Discussion

Belinda ThibedeauTime and Labor UpdateLina SimonuHuman Resources Update



Mary YabroskyEPM Update

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EPM Update

EPM Usage Questionnaire Findings

New HRMS EPM Folders

Detailed Payroll Reporting Table Improvements

New EPM Security Approach

EPM Update Topics

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EPM Survey ResultsEPM Survey ResultsOf the surveys completed by

users at the last HRMS User Group Meeting:

78% were EPM Users 30% used both Financial and HR 70% use EPM Daily, Weekly, and

or Monthly 42% have attended EPM User

Groups 76% want to continue having

EPM involvement in HRMS User Group meetings

72% prefer to get information about EPM through emails and website announcements

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New folders for public queries for each HRMS module :

HR User TL User PY User BN User HS/WC User

Use Folders in Basic search or the Advance Search link on the EPM Query Viewer page to further refine search for queries for a specific module

EPM Query FoldersEPM Query Folders

Extra! Extra!

Core-CT EPM Hot Topics

Date: 4/14/2005

New Public Queries and

Folder Naming Standards

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EPM Reporting Tools>Query>Query ManagerEPM Reporting Tools>Query>Query Manager

Basic Query Search for all Queries in Folder Name PY User

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Basic Query Search Results on all Queries in the PY Folder

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GETPO/AP RESULTS FROM MARY

Advanced Query Search Option

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Advanced Query Search for all ‘CT’ Public Queries in the HS/WC User Folder

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Advanced Query Search Results on all ‘CT’ Public Queries in the HS/WC User Folder

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Leveraging PAY_END_DT Field & Improving Query Performance for Detailed Payroll (CT_DET_PAYROLL) queries:

Always use PAY_END_DT field in query selection criteria when creating payroll queries

Modify existing queries without PAY_END_DT by adding to selection criteria If you are more familiar with using CHECK_DT, please use PAY_END_DT

instead

Practicing the above will ensure optimal query performance

EPM Table PartitioningEPM Table Partitioning

Extra! Extra!

Core-CT EPM Hot Topics

Date: 5/27/2005

EPM HR Table Partitioning – Detailed

Reporting Table

Leveraging PAY_END_DT Field &

Improving Query Performance

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EPM Update

New HRMS EPM Security Approach

• Current HRMS/EPM Security Approach• Issue with Current Approach • Proposed EPM Security Approach• Issue Resolved • Issue Created by the Proposed EPM Approach• Issue Resolved• Summary

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EPM Update

Current HRMS/EPM Security Approach

Based on Employee ID

Employee Row Security Class

Allows the agency to view the complete history of a current employee

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EPM Update

Issue with Current HRMS/EPM Security Approach

• Transfer of an Employee:When an employee transfers out of an agency to another, their HR Data travels with their Employ ID in the Core system.

• Example:John Smith transfers from DMHAS to DMR, effective January 1, 2005. As of January 1, 2005, DMHAS will no longer have access to John Smith’s HR data in CORE and DMR will have access to all of John Smith’s data.

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EPM Update

Proposed HRMS/EPM Security Approach

Based on the Department ID

Department Row Security Class

Allows the agency to view the history of an employee for the period of time the person was employed by that agency.

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EPM Update

Issue Resolved by the HRMS/EPM Security Approach

• Transfer of an Employee:When an employee transfers out of an agency, the agency can now access data, within EPM, for all periods of time the person was employed there.

• Example:Mary Mack transfers from DMHAS to DMR, effective January 1, 2005. DMHAS can now access Mary Mack’s data for all periods of time she was employed there, through December 31, 2004. DMR can now see Mary Mack’s HR data as of January 1, 2005 and the periods of time she is or will be employed there.

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EPM Update

Issue Created by the Proposed HRMS/EPM Security Approach

• Transfer of an Employee:When an employee transfers out of an agency, the receiving agency can no longer report the complete history of the transferred employee.

• Example:Worker’s Compensation reports may require agencies to view 52 weeks of an employee’s payroll history regardless of agency assignment.

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EPM Update

Issue Resolved by the Proposed HRMS/EPM Security Approach

• The Worker’s Comp Specialist will be able to use the Public Query CT_HR_PAY_FROM_ PS to report the salary information for the last 52 weeks for an employee.

• The query is based on employee ID as used in the current EPM Security approach.

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EPM Update

Proposed HRMS/EPM Security Approach: Dual Advantages

• Allows the agency to view the complete history of an employee special EPM reporting.

• Allows reporting of history for the period of time an employee was employed by the agency in EPM.

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EPM Update

Proposed HRMS/EPM Security Approaches

• The EPM Team invites EPM users to participate in the usability testing for this new EPM Security Approach scheduled for: June 16, 17, 21 and 23.

• Please e-mail Mary Yabrosky or Roger Sherman if you’re able to help out:

[email protected]@po.state.ct.us

mailto:[email protected]

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EPM Update

Proposed HRMS/EPM Security : GO LIVE!

Upon User Testing and Acceptance of new EPM Security Approach, stay tuned for EPM Hot Topic for Go Live – anticipated for Fiscal Year 2006!

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Agenda – Welcome


EPM Update





Mary Yabrosky

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HRMS Key Messages

Current Priorities

• Preparation and execution of 2005 Fiscal Year End processing

• Resolution of outstanding accrual processing issues

• Planning for Upgrade to Version 8.9

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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 –Monday, September 12 , 2005 1:30 - 4:00 and Tuesday, September 13, 2005 9:00 – 12:00

Room 4214A and 4214B

101 E. River Drive

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Agenda – Welcome


EPM Update





Mary Yabrosky

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Questions/Discussion

state of connecticut core-ct project hrms users group meeting june 6 & 7, 2005

Documents

human resources updatesalary

approval process

fiscal year transition

file of position data

appropriate position

number of position updates

new row

state of connecticut