1 State of Connecticut Core-CT Project HRMS Users Group Meeting March 28 & 29, 2005

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State of ConnecticutCore-CT Project

HRMS Users Group Meeting

March 28 & 29, 2005

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Agenda – Welcome

Anne North and Sue MartinKey Messages

Benefits TeamBenefits Update

EPM Update

HRMS TeamQuestions & Discussion

Belinda ThibedeauTime and Labor Update

Lina SimonuHuman Resources Update

Nancy Ribes & Shirley GalkaPayroll 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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Payroll Update

Payroll Error Messages

• “ Too Many FLSA Earnings” errors generally occur when there is inconsistent historic data on Time Reporter Data Page– Corrective action must occur before an employee can be assured

payment; the system holds on to this dated data and creates rows of prior period adjustments flowing from the earliest date to the pay period being processed

– The Payroll Team has been correcting these errors by deleting the prior period adjustments manually on confirm Thursday, permitting payment to the employee for the current pay period

– The Time and Labor Team has been assisting impacted agencies in cleaning up this data prior to confirm Thursday.

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Payroll Update

Payroll Error Messages, Continued

• “ Too Many FLSA Earnings” errors also occur when users make a prior period adjustment on the weekly elapsed time page for a date that is more than 4 pay periods back from the current processing cycle.

– Users must correct retroactive payments by processing a record only adjustment and process the required payment on the additional pay page.

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Payroll Update

Payroll Messages

• Account Code Changes– For prior period adjustments, account codes must be active in

current pay period– Account codes should not be inactivated until agencies are certain

they will no longer be required

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Agenda – Welcome



EPM Update







Mary Yabrosky

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Human Resources Update

Longevity

• Preliminary mode report ran on 3/2/2005; second preliminary report scheduled to run on 3/28/2005– Includes Processed and Exception Reports

• Accuracy of processed reports dependent on updates made to Professional Experience Date– Shows the new Professional Experience Date (Longevity Date)– Provides the April Longevity Payment amount

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Longevity, Continued

• Agencies with exceptions should do the following:– Enter manually using the TRC of XLNGA in Weekly Elapsed Time– If a self service agency, use Additional Pay for your entries

• Final Mode will be processed on 4/15/2005– Professional Experience Date will then be updated on the

Employment Data tab– Longevity Payment amount will be entered in the Additional Pay

page

• Job Aid resources on the Core-CT website– See Longevity Processing, Longevity Exceptions, and

Professional Experience (Longevity) Date Processing

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Mass Salary Processing

• Effective April 1, 2005 January Anniversary Increases (3 month delays) will be processed for the following bargaining units:

– BU – 03 (CA, CS, CR)– BU – 12 (SH)– BU – 53 (CJ)– BU – 70 (DM) – Preliminary reports were run on 3/2/2005– Final reports will be run on 4/15/2005

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Position/Employee Transfers

• If an employee transfers to another Agency/Department, not in their position number:

1) Losing Agency/Department enters a transaction in Job Data; Action: Data Change/Reason: ETO – Employee Transferring Out of Agency. Effective date is the same as the transfer date. NOTE: POSITION NUMBER DOES NOT CHANGE

2) Losing or Gaining Agency/Department notifies Central DAS Auditing Unit to transfer employee; Central DAS Auditing Unit enters Action: Transfer/Reason, selecting the appropriate one. (At this point DAS changes the position number.)

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Position/Employee Transfers, Continued

• If an employee transfers to another Agency/Department, in their position number:

1) Losing Agency/Department completes position data transaction. This includes effective date, gaining agency/department code, new location code, and the new Agency/Department chart of account.

2) Losing Agency/Department enters a transaction in Job Data; Action: Data Change/Reason: ETO – Employee Transferring Out of Agency. Effective date is the same as the transfer date.NOTE: POSITION NUMBER DOES NOT CHANGE

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Position/Employee Transfers, Continued

• Upon approval of position in gaining Agency/Department’s security:

3) Losing or Gaining agency notifies Central DAS Auditing Unit to transfer employee; Central DAS Auditing Unit enters Action: Data Change/Reason – PTD – Position Transfer to New Department/Agency

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Fiscal Year End Tasks

• Ensure that all time sensitive position approval updates are submitted prior to the lockdown period of June 20, 2005 through June 25, 2005. No position updates or approvals will be allowed during the Fiscal Year End budgeting load. Evaluate positions that are currently recycled, or had a new proposed change denied.– 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

IMPORTANT NOTE - Agency Position Specialists should review their work lists for Recycled and Denial notifications

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Fiscal Year End Tasks, Continued

• Agency Position Specialists are encouraged to limit the number of position updates performed from mid May through June 25, 2005.

• Review your work lists for positions that may be moved quickly to the next level. By working together Agency Position Approvers, DAS and OPM will approve as many position updates as possible prior to the Fiscal Year transaction. These collective efforts will help reduce the number of positions in the approval process and provide approvers time to reduce the number of positions in their work lists.

• 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

• Agency requests for reorganization are due by March 31st.• Core-CT will generate a file consisting of all positions in

the State of Connecticut for review by OPM.• The Account Code Table will be updated to reference the

new 2006 Fiscal Year.• OPM will review the file of position data and send the file

back to Core-CT with the new budgeting information for all State of Connecticut positions.

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Fiscal Year End High Level Sequence of Events, Continued

• The new budgeting information will be loaded into Core-CT the week of June 20, 2005 and a new row effective June 10, 2005 will be inserted into the PositionData and Account Code tables with the new fiscal year 2006 budgeting information.

• A new row is created on the Budgeting tables with the updated Account Code information for each position. (Budgeting tables are used to appropriately charge salaries).

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Fiscal Year End Assistance

Look for the HRMS Fiscal Year End updated Job Aid

Coming soon to the Core-CT website!

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Agenda – Welcome



EPM Update







Mary Yabrosky

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Time and Labor Update

Adjust Paid Time Entries

• Navigation Path: Administer Workforce>Capture Time and Labor>Manage>Adjust Paid Time

• To add attendance: Click on + button. Enter Information.

The new entry will be saved as Closed.

• To delete attendance: Click on – button.

Both the original and the deleted entry will be saved as Closed.

• Don’t correct entries by creating negative ones.

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Adjust Paid Time Entries, Continued

• Use Adjust Paid Time page for any attendance changes not required to be paid. Agencies can use this page to record unpaid time during LOA.

• Use Adjust Paid Time page for any payments made through Central Payroll so that Payroll and Time and Labor records are in sync.

• If Time and Labor and Payroll records are out of sync a payment or deduction in pay could be created in certain circumstances.

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Weekly Elapsed Time Changes

• To change attendance:– Delete entire row– Delete time from one day– Add a row with the new information– Do not enter a negative to delete

• An audit record exists for entries made on the Weekly Elapsed Time pageAdminister Workforce > Capture Time and Labor > Inquire >

Elapsed Time Audit

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Compensatory Time

• Comp time does not expire in Core-CT the same way the State expires comp time

• Review Comp Expiration Report (hand out)

Administer Workforce > Capture Time and Labor > Reports > Comp Expiration Report

• Using Comp Time in same pay period it is earned– Enter comp time earned on Weekly Elapsed Time page– Let Time Admin process overnight– Enter comp time used next day

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Error Messages

There are three processes attendance goes through in order to be paid. Each process verifies the time.

• Time Admin

• Load to Payroll

• Pay Calc

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Error Messages, Continued

Error Messages are created by each process.

• Time Admin - Exceptions

• Load to Payroll – Rejected Time

• Pay Calc – Payroll Error Messages

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• Time and Labor Exceptions – time not processed by Time Admin, employee not paid

• Time Rejected By Payroll – time processed by Time Admin, time was not processed by Load to Payroll, employee not paid

• Payroll Error Messages – time processed by Time Admin, time processed by Load to Payroll, employee will not be paid unless cleaned up by the Core Payroll Team

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Reports / Information available for each process.• Time and Labor Exceptions – Manage Exceptions

Self Service > Role Manager > View > Manage (Group) Exceptions

• Load to Payroll – Employee Time Not Loaded To Payroll (CTTLR380 found under My Report)

• Pay Calc – Payroll Error Messages (New Report)

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New Attendance Report

• Time shown is from Schedule, Weekly Elapsed Time and/or Adjust Paid Time

• Leave information is from Leave Accrual page

• Holiday and Comp Time is not on the report – currently looking into feasibility of including it

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Agenda – Welcome



EPM Update







Mary Yabrosky

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Benefits Update

Enrollment for New Hires and Rehires

• Employees have 30 days from Date of Hire to enroll for Life and Health insurance. Agencies should encourage new employees to research the available options before enrolling, and allow the employees the full 30 days if necessary.

• The Core-CT Enrollment form must be used for all newly hired employees. The Health section should be filed in the employee’s Personnel file. The signed Life portions must be forwarded to the OSC Employee Benefits Unit. Please refer to the 11/18/03 Daily Mail for more information.

• Health insurance enrollment data for new hires and rehires is sent to the carriers on the first Tuesday of the month before the effective date of coverage (Wednesday if Monday is a holiday). For example, a new employee is hired on March 8. The coverage is effective 5/1/05. The carriers will receive the enrollment data in the file dated 4/5/05.

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Benefits Update

Open HR and BAS Events

• All Job and Benefits Administration events must be processed and closed in On Demand and Event Maintenance. If an event is left open:– Deductions will either not start on a timely basis or will be incorrect.– Health and/or life plan data will be incorrect.– Health plan change data will not be reported to the carriers correctly.– No health insurance payment will be generated to the carrier even if

employee deductions are correct.– After the event is processed and an enrollment form generated, the

record will be in Notified status. Run the Missing Elections Report regularly which lists all records in Notified status that require action.

Compensate Employees > Administer Automated Benefits > Report> Missing Elections

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Benefits Update

Missing or Inconsistent Job and Personal Data

• Missing demographic data including SSN, DOB, address, etc. may cause the weekly eligibility file to fail at the carrier, and the carrier will contact the agency for the correct data.

• Files are sent to each carrier every Tuesday ( Wednesday if there is a Monday holiday).

• Agency benefit transactions are included in the next file after the transaction is validated and finalized.

• Inconsistent date will also cause benefit processing problems. For example, the birth date cannot be 1/1/1901, a valid date must be entered. The effective date in Personal Data must be the same or earlier than the Date of Hire.

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Benefits Update

Retroactive Event Processing

• When a change is processed in On Demand Event Maintenance that requires retroactive deductions, a retroactive request is generated after the event is Validated and Finalized.

• Verify that all coverage or election changes are correct: Compensate Employees > Administer Base Benefits > Use > Health Benefits ( or Life and AD/D Benefits).

• Verify that a retroactive request has been generated: Compensate Employees > Manage Retro Process > Use > Retro Ben/Ded Review and Updt

• The request will be in a status of “Not Proc”. Note the Retro Ded Sequence Number for future reference.

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Benefits Update

Retroactive Event Processing Continued

• Run the retro request report on the Monday before payroll confirms: Compensate Employees > Manage Retro Process > Report > Retro Ben Requested by Dept.

• All valid retro requests that are entered by Monday of Payroll Confirm week are “Calculated” (or rejected if in error) on Tuesday night.

• Review all agency retro requests to ensure proper deduction amounts; run the retro calculated report on Wednesday: Compensate Employees > Manage Retro Process > Report > Retro Ben All Calced by Dept

• To review an individual calculated retro request: Compensate Employees > Manage Retro Process > Use > Retro Ben/Ded Review and Updt.

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Benefits Update


• Run the retro error report if a retroactive request is rejected: Compensate Employees > Manage Retro Process > Report > Retro Ben Errors by Dept

• If the request is in “Rejected” status, contact OSC Central Benefits for assistance.

• Calculated retro requests load to payroll on Wednesday of Pay Confirm week; the status of the retro request is changed to “Loaded PS”.

• To review all agency loaded retro requests, run the retro loaded report on Thursday: Compensate Employees > Manage Retro Process > Report > Retro Loaded by Agency

• To review an individual loaded retro request: Compensate Employees > Manage Retro Process > Use > Retro Ben/Ded Review and Updt

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Benefits Update


• Retroactive transactions may generate an Arrears balance in Payroll.• Review Arrears Balances:

Compensate Employees > Maintain Payroll Data U.S. > Inquire > Arrears Balances

• Paysheets reflect retroactive transactions on Thursday morning.

• Manual overrides are not necessary if there is a valid retro transaction.

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Benefits Update

Deduction Overrides

• To be used only after the problem causing the incorrect deduction or refund is corrected and where the retro process has not produced the intended result.

• If the employee’s data is not corrected prior to the processing of a deduction override, the system will self-adjust the employee’s deductions based on the incorrect enrollment data until the YTD deduction amounts are in agreement with the enrollment data.

• A Payroll Audit spreadsheet showing all amounts owed and actually paid for both employee and state shares of the premium must be submitted to OSC. After the data is reviewed and approved, you will be requested to submit the BSD Corrections override spreadsheet.

• All overrides must be submitted to : [email protected]

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Benefits Update

Open Enrollment

• Address files will be produced for the vendors in mid-April. All open enrollment materials from the carriers and from OSC will be sent to the addresses on file.

• Agencies must process any open Event Maintenance events before the Open Enrollment Event is opened in early May.

• Events that have not been processed will be closed centrally. Employee benefit records will not reflect changes that the event(s) would have created if they are closed in this manner.

• As of March 23, 2005 there were 12,249 open events.• Additional details on Open Enrollment will be issued by Daily Mail and

Comptroller’s Memoranda.

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Problem Resolution

Review Benefits Job Aids, Daily Mail and Comptroller’s Memoranda for procedures before contacting OSC Benefits staff or the Help Desk.

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Benefits Update

Group Life Insurance – Audit of Coverage Amounts

• 2/5/2005 Daily Mail – Entering Life Insurance• Life Insurance Invalid Report• Common causes of incorrect coverage:

– Incorrect Annual Base Benefits Rate - ABBR– Bargaining Unit change– Temporary Service in a Higher Class– Incorrect Compensation Rate in Job Data– Required for life insurance participants

• In Scope?• Contact RSBD for assistance in the correction of

coverage

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Benefits Update

Group Life Insurance – Audit of Coverage Amounts Continued

• Non-compliance will cause the RSBD to default coverage based on available information.

• Once coverage is defaulted by RSBD, it will not be further adjusted until the next April 1st or October 1st following the date the information in Job Data is updated.

• Detrimental Effect on Beneficiaries

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Benefits Update

Group Life Insurance – Audit of Premium Payments

• Agencies will be contacted in the coming weeks by the Employee Benefit Unit and supplied with an Excel spreadsheet of employees who owe back premiums.

• Agencies must review the report to determine the issue and the appropriate course of action, e.g. correct Job Data, reprocess events, etc.

• If retroactive deductions are required, follow the procedures in Comptroller’s Memorandum 2004 -10.

• Coverage for employees who fail to pay required premiums will be cancelled. If the employee wishes to enroll subsequent to such cancellation, Evidence of Insurability is required.

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Benefits Update

Group Life Insurance Increases

• Increase program will run on April 1, 2005.• April 15, 2005 paycheck will include the new deduction.• CT_CORE_BN_LIFE_AUDIT table should be available

shortly after April 1, 2005.• See Comptroller’s Memorandum 2005-8.

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Agenda – Welcome









Mary YabroskyEPM Update

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EPM Update

EPM SP2 Impacts

• Fixes– New Window Hyperlink– Download to Excel Multiple Times

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EPM Update

EPM SP2 Impacts Continued

Overall New Features – New Window Hyperlink Fix

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EPM Update

EPM SP2 Impacts, Continued

Download to Excel Multiple Times

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EPM Update


• Enhancements– Advanced Query Search– Run to HTML Hyperlink– Run to Excel Hyperlink– Create Folders– Add to Favorites– Copy Query to Another User– Reorder Criteria

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EPM Update

EPM SP2 Impacts, ContinuedAdvanced Query Search / Run to HTML Hyperlink / Run to Excel Hyperlink

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EPM Update

EPM SP2 Impacts, ContinuedAdvanced Query Search

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EPM Update


Advanced Query Search - Results

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EPM Update


Create Folders / Add to Favorites / Copy Query to Another User

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EPM Update


Copy Query to Another User

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EPM Update


Reorder Criteria

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EPM Update


Reorder Criteria

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EPM Update

EPM Training Update

• Survey of User Needs– Please complete survey before you leave today; thank

you for your input

• EPM Query Labs– Schedule of EPM Help labs available at

http://www.core-ct.state.ct.us/epm/– Help labs identified as Course EPM 101 in registration

tool

http://www.core-ct.state.ct.us/epm/

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Agenda – Welcome



EPM Update







Mary Yabrosky

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HRMS Key Messages

Training Update

• Several training sessions have been completed or are scheduled for the near future

– Time and Labor and Payroll sessions took place in February– WC sessions completed in December and January; additional

training scheduled for March and May– Other classes will be announced to the training registration

coordinators as they become available

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HRMS Key Messages

Current Priorities

• Preparation and execution of 2005 Fiscal Year End processing

• Resolution of outstanding accrual processing issues

• Resolution of Financial Integration issues

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Calling All Presenters

•We’d like to hear from you

•We’re looking for agency presenters

•Tell us about how you solved a difficult problem

•Share your best practices with other agencies

•Contact Cathy Bysiewicz-Cluen at 860-622-2584 or e-mail her at [email protected] if you have a topic that you would like to present

mailto:[email protected]

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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, June 6, 2005 1:30 - 4:00 and Tuesday, June 7, 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

Documents

1 State of Connecticut Core-CT Project HRMS Users Group Meeting March 28 & 29, 2005