1 State of Connecticut Core-CT Project HRMS Users Group Meeting September 12 & 13, 2006

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State of ConnecticutCore-CT Project

HRMS Users Group Meeting

September 12 & 13, 2006

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Agenda

Welcome Anne North and Sue Martin

Business Process Updates

Payroll Nancy Ribes / Shirley Galka

Human Resources Lina Simonu / Shari GrzybHeather Tweeddale

Time and Labor Belinda Thibedeau

EPM Mary Yabrosky / Barbara Jacius

Training Cathy Bysiewicz - Cluen

Key Messages Anne North and Sue Martin

Questions & Discussion All

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Agenda










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Payroll Update

Year End Deadlines

• Workers comp/cash recoveries, cancelled checks/advices for reversals and other manual adjustments must be submitted to Central Payroll by noon on Tuesday, November 21, 2006.

• All reversals for checks issued after November 21st must be submitted to Central Payroll by noon on Friday, December 22, 2006.

• Adjustments not received by these deadlines will result in the issuance of a W2C.

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Payroll Update

Year End 2006

The W2 will be sent to the job that is designated as

PRIMARY

VIA the primary job flag on job data

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Payroll Update

What Does this Mean?

If an employee has an active job at UConn (empl_rcd 0)

and a second active job at OSC (empl_rcd 1) that is designated as primary:

The W2 will be sent to OSC

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Payroll Update

Reminder - Name Format for Year-End Reporting

• The 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, please 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.

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Payroll Update

Note: Federal and State Tax Set up

Care must be taken when using additional Tax Withholding

• When an employee has an additional amount designated to be withheld for Federal or State taxes of $100.00

• And multiple tax periods are selected for any lump sum payment processed through Additional Pay page, be aware of the impact. For example, if 6 tax periods are selected it will result in withholding an additional amount of $600.00 ($100.00 X 6 tax periods = $600.00)

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Human Resources Update

Longevity

• First preliminary report ran on 09/08/2006 • Second preliminary report scheduled to run on

09/20/2006 • Third preliminary report scheduled to run on

09/27/2006

• Final processing and reports will take place on Friday, 10/06/2006.

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Longevity, Continued

Please note these critical dates:

• Longevity is processed for pay period 09/29/2006 to 10/12/2006.

• Payroll will confirm on Thursday,10/19/2006 for check dated Friday, 10/27/2006.

– Job Aid resources on the Core-CT website:• See Longevity Report to Excel Format, Longevity

Processing, Longevity Exceptions, and Professional Experience (Longevity) Date Processing.

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Mass Salary Changes

Mass Salary Changes• Many salary updates occurred for July 2006• 162 new salary plans loaded• 138 GWI and AI combinations processed• Important: Need agency assistance to review

preliminary reports processed.

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Human Resources Tickets

Tips on logging tickets• Verify that all benefit events are closed before logging

the ticket• Include pertinent information such as: employee number,

employee record, action/reason code, effective date, job code, employee class, certification number, salary plan (grade and step), salary amount, working test period completion date (probationary date), and appointment end date.

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Human Resources Tickets, Continued

Tips on logging tickets, continued• When logging a ticket, please do not also contact a

member of the support team. This creates confusion because a support team member may be working on the email or phone call while another member is working on the ticket.

• Supply supporting documentation if different from normal processing (example: a stipulated agreement).

• DAS has updated the transfer and rehire request form to include Employee Class.

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Leaves of Absence

Leaves of Absence• If changing the type of leave an employee is on, users

must reinstate between each leave in order for benefits to process correctly.

• If terminating an employee while on a leave of absence, users must also reinstate the employee prior to termination in order for benefits to process correctly.

• When entering a paid or unpaid leave of absence, verify the dates on the timesheet match the dates in job data.

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General Comments vs. Notepad

General Comments• Do not use General Comments to store your Job Data information.• May continue to be used for other notations by navigating to:

Workforce Admin>Personal Information>Biographical>General Comments (Example: for pages without an option to make a comment such as Additional Pay payments)

• Does not appear on the Personnel Actions History Report.

Notepad• Used when entering a row in Job Data• Appears on the Personnel Actions History Report.

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Personal Data

New Hire - Personal Data - Do not add a row• Navigate to: Workforce Admin>Personal

Information>Add a Person• Click on the “Add a Person” hyperlink which will bring

you to the first page of Biographical Details tab• Do not click the “+” button to add a row; at this point

complete the entry.

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Personal Data, Continued

New Hire - Personal Data - Do not add a row• Effective date must be either today’s date or earlier;

you cannot future date this page.• Once Personal Data is complete, you can future date

the actual hire row in Job Data.

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Temporary Service in a Higher Class

Reminder:• Training is available for Temporary Service in a Higher

Class.• Contact Lina Simonu at 860-622-2520 to schedule. • Job Aid is located at:

http://www.core-ct.state.ct.us/user/hrjobaids/hr/chklst_ee_to_tshc.doc

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Navigation Tips

• If you would like to see the page larger, press F11 and it removes the window navigation buttons on the bottom of your computer page. (To return to original view, press F11 again.)

• When tabbing through a page and you tab to a field that has the drop down arrow, type in the first letter and it will fill in the first value in that drop down menu. To continue to the value you want, just keep typing in the first letter. Example: Action field – the first termination action of “Terminated With Benefits” appears. Press “T” again and the second Termination appears.

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Navigation Tips, Continued

• Exercise caution when using the wheel on your mouse.

• If you use the wheel to scroll down the page and your icon is left on a drop down menu field, the scroll wheel will change the value from what you selected.

• There are multiple ways to search for a name using first name only, last name only or both first and last names.

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Benefit Service Date – Part Time NP-3 Employees

Benefit Service Date• Date field used for vacation accrual• Business rules for part time NP-3 have been removed

from this date field because those employees are calculated as though they are full time.

• Agencies will need to manually calculate the individual employee’s date for correct calculation.

• If employees are due additional vacation time, agencies will need to add those days to their timesheet.

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FLSA Status

• DAS is reviewing the FLSA (Fair Labor Standards Act) statuses on the Job Code table.

• Establishing or Reclassifying a position – FLSA default comes in from Job Code table.

• Hiring or Reclassifying in Job Data – FLSA default comes in from Position Data.

• If default does not meet the employee’s assignment, contact Help Desk for assistance.

• Each request will be reviewed by DAS.

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Position Data

Monthly Position Status Report – corrected Excel format problems

• Appropriated column had a value but non-appropriated column was blank; non-appropriated got filled with the same value as appropriated. (Current values are reflected accurately.)

• If position row was vacant, Excel report filled in previous row’s incumbent. (Employee number and name will now be blank on that position row.)

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Position Data, Continued

Monthly Position Status Report – corrected Report (PDF) format problems

• In both report and Excel format, some parts of split funding were not being captured to reflect 100% FTE. (Now reflecting accurately.)

• On the PDF report, FTE detail, sub totals and totals were rounded to two decimal places before displaying. This may have caused errors in totals if the position had split funding. (Now the report displays to three decimal places for accurate totaling.)

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Position Data, Continued

Monthly Position Status Report – One final issue• Multiple incumbent positions report only the first

incumbent rather than all position incumbents as intended.

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DAS HR Business Rules and Central Audit Unit

Team MembersShari Grzyb, HR Program Manager

Heather Tweeddale, HR Consultant

Lisa Chasse, HR Consultant

Pauline Mahoney, HR Consultant

Mike Cosgrove, Leadership Apprentice

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HIR – DUA Transactions• Gaining agency should ask candidate if they are

employed with any other State agency; if so, does the candidate intend to continue the other job?

• Losing agency needs to communicate candidate’s intentions regarding employment when gaining agency notifies you of transfer request .

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HIR – DUA Transactions, continued• Consequences can result if there is a lack of

communication.• Primary agency may be unaware of dual employment

and, subsequently, does not pay overtime for hours worked at secondary agency.

• Federal fines will occur under FLSA.

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Transfer and Rehire Transactions• There is a format to use when submitting requests to

DAS Central Audit Unit.• New information requested:

– Empl Class– Record Number (if more than one exists)

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Transfer and Rehire Transactions, continued

Required Information:• Employee Name• Record #: (e.g., 1) • Empl ID:• Effective Date:• Action: (i.e., Transfer or Rehire)

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Transfer and Rehire Transactions Required Information, continued

• Reason: (e.g., Promotion, Demotion, etc.)• Position Number:• Empl Class: (i.e., Probation Period Classified)• E-mail Address of Losing Agency Contact:• Phone Number of Gaining Agency Contact:

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[email protected] [email protected] [email protected]

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Time and Labor Update

Tickets

• Log a ticket when you see something happening – a user noticed during the upgrade that the display for the Accrual Page was incorrect when in View All mode.

• Please provide as much information as you can to avoid response delays – EmplID, Empl Rcd, Detailed description of problem, etc.

• Ask to have ticket escalated to Level 2.

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Leave Plans

• We don’t process changes to leave plans retroactively.

• PL time will be awarded automatically; either when the employee is first hired or after six months of service depending on the plan in which the employee is enrolled.

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Job Aids

• New job aid created for Self Service agencies, “Entering Time for Self Service Agencies.”

• Please share it with your employees (along with Daily Mail information).

http://www.core-ct.state.ct.us/hr/self/default.htm

• Creating a new Workgroups job aid and an Accrual Audit job aid.

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Comp and Holiday Time Discrepancies

• Comp and Holiday out of balance issues will be addressed in conjunction with the Days Conversion Program solution.

• Comp and Holiday out of balance sync will be included as part of a new Leave Accrual custom process to be run on Pay Confirm night.

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Leave Accrual Discrepancies

• Sick, Vacation and PL

• Out of Balance - where employees can either use more time than they have or are unable to use time they do have

• Six causes have been identified.

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Leave Accrual Discrepancies, Continued

Two tables used for storing accrual balances• One table populates Timesheet and the other table

populates the Leave Accrual page.• Table which populates the Timesheet balance is

updated when Timesheet is submitted and from Adjust Paid Time entries.

• Table which populates Leave Accrual page is updated by the Leave Accrual process using Confirmed entries.

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(1) Adjust Paid Time entries that change Sick, Vacation or PL to non-leave accrual TRCs

• Adjustments made to this page for sick, vacation, or PL will update the Timesheet balance (new to 8.9).

• These entries will NOT update the Leave Accrual balance.

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(2) Turning off OK to pay on payline or requesting a payline adjustment for a row that includes leave time

• When Timesheet is submitted, the Timesheet balance is updated (new to 8.9).

• The Leave Accrual balance will NOT be updated.

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(3) Check Reversal containing leave time

• Check is properly reversed.

• System looks for a corresponding Adjust Paid Time entry and this is what will adjust the Timesheet balance.

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(4) Online (petty cash) check containing leave time (Sick, Vacation or PL not entered in TL)

• Check is created.


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(5) Online (petty cash) check created for REG time with Adjust Paid Time entry for Sick, Vacation or PL

• Payment is created.

• Timesheet balance will be updated but Leave Accrual balance will not.

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(6) Additional Pay entries for Sick, Vacation or PL for hours

• Payment is created.


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Leave Accrual Solutions

(1) Adjust Paid Time entries that change Sick, Vacation or PL to non-leave accrual TRCs

• Core-CT will create a custom process • Will run on Pay Confirm night to sync up balances

– first time will sync up historical rows; subsequent processes will sync balances for previous two weeks

• Agency business process remains the same• Employees have potential to be out of balance for two

weeks• Tentative Start date in October.

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Leave Accrual Solutions, Continued

(2) Turning off OK to pay on payline or requesting a payline adjustment for a row that includes leave time

• Core-CT will create report for agencies • Agency will need to clean up• Job Aid will be provided containing steps agency

needs to take• Tentative start date in October.

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(3) Check Reversal containing leave time• Payroll and TL records must be in sync• Once reversal is processed, an Adjust Paid Time entry

must be done to delete the time.

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(4) Online (petty cash) check containing leave time• Payroll and TL records must be in sync• Online check MUST be created for the time that is to

be paid• If employee should be paid leave time, the

corresponding Earn Codes and hours must be requested

• Adjust Paid Time entry may be needed if time is not entered on Timesheet.

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(5) Online (petty cash) check created for REG time with Adjust Paid Time entry for Sick, Vacation or PL

• Payroll and TL records must be in sync• Online check MUST have a corresponding Adjust Paid

Time entry• Agency must ensure that the time paid with the Online

check is reflected on the Adjust Paid Time page.

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(6) Additional Pay entries for Sick, Vacation or PL for hours

• Payroll and TL records must be in sync• Additional Pay entries for leave time must have

corresponding Adjust Paid Time entry• Agency must make entry using hours (not amounts)

on Adjust Paid Time page for the leave time paid or adjusted in Additional Pay.

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Moral of the story:

• Payroll and TL records must be in sync in order for Leave Accrual balances to remain in balance.

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EPM Update

Public / Superuser Best Practice and Standards

Steps in creating Public Queries (PQ’s)

1. Identify need: Information, Users/Audience

2. Identify Reporting Tables for Query

3. Design your query on paper

4. Create and Test your Query

5. Save as Private – Complete all Query Properties fields

6. Copy Private to Public and rename using naming standards

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EPM Update

Public / Superuser Best Practice and Standards, Continued

• Create PQs only when necessary.• Search for existing queries before creating new PQs.• Create “performance friendly” PQs.• Create and test query as Private query first; then save

as PQ.• Abide by naming standards.• Modify Only Public queries you created.• Copy other Public queries first before modifying.

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EPM Update


Please remember:• Public query access is not secured by creator

UserID.• Any public user can modify, update or delete

any other user’s public query.

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EPM Update


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EPM Update


Public Query Naming StandardsCore-CT Delivered Queries:

CT_CORE_MODULE_FUNCTION_QNAME

Example: CT_CORE_HR_POSN_ACTIVITY

Agency Public Queries:

CT_AGENCYACRONYM_MODULE_FUNCTION_QNAME

Example: CT_APA_HR_EMP_CHANGES

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EPM Update

EPM Training Needs Assessment

EPM TrainingDates to be determined by 01/01/07

Query Basic Training- Full day sessions

Query Refresher- Half day sessions

Query Advanced-Half day sessions

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EPM Update

EPM Training Needs Assessment

Superuser Training Survey• All users with access to create public queries have

been contacted to assess training requirements.

Agency Training Survey• Hand out available

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Training Update

Training Registration

• Registration for all training classes and user group meetings is now available in HRMS production− HRMS and Financial training registration users have access to the

training pages for all employees in their agency and related reports.

– Registration process is same as former process. A job aid, Core-CT HRMS 8.9 Training Registration, is located in two areas on the

Core-CT website.

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

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

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

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

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Training Update

Training Registration, Continued

• Any agency needing additional training registration users should use the Application Security Request Form on the Core-CT website.http://www.core-ct.state.ct.us/security/

• The former registration tool is retired and the data archived for record retention purposes.

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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 – Tuesday, December 5, 2006, 1:30pm - 4:00pm and Wednesday,

December 6, 2006, 9:00am - 12:00pm

Room 1002A and 1002B 101 E. River Drive

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Questions/Discussion

Documents

1 State of Connecticut Core-CT Project HRMS Users Group Meeting September 12 & 13, 2006