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Employee ID Conversion Workshop
Florida Department of Financial Services
Division of Accounting & Auditing
Agenda
Project Summary
Review of Impacts & Resolutions
Agency Readiness for Implementation
Implementation
New Functionality
Policy Items
Data Management
Next Steps
Project Summary
Project Objective
Protect sensitive information
Address confidentiality of information associated with State employees' Social Security Numbers (SSN) used in Florida Accounting Information Resource (FLAIR)
Use the People First Central ID (Employee ID) for employee related non-payroll transactions (i.e. travel reimbursements)
Project Summary
June 2017 - Project started
August 25, 2017 – Workshop 1
Project Requirements
Impact statements
November 1, 2017 - Workshop 2
Policy Issues
File layout
FLAIR changes
November 29, 2017 - File layout provided
AA Memorandum No. 15 (2017-2018)
Project Summary
February 19, 2018 - Workshop 3
Agency Readiness
Implementation
Review of policy decision
February, 2018 - Testing
March 5, 2018 - Go Live
Impacts & Resolutions
Summary of Impact Statements
All 33 agencies submitted impact statements
15 agencies reported no impact
Impact statements are published on the project website
https://myfloridacfo.com/division/AA/EmployeeIDConversionProj.htm
Impact Statement Concerns & ResolutionsArea of Concern Resolution
Timeline Implementation moved to March 5, 2018
VE File Layout Provided November 29, 2017
Payroll File 13 Employee ID will be appended to the end of the File 13
RDS Reports Employee ID will display in Departmental reports
Historical Data No changes to historical data
Payments to Board Members/Commissioners
Must be in People First if receiving a fee payment
Payments to terminated employees
Will purge 6 months afterinactivation or last payment
Organization Code Will include ORG on the VE record
Agency Readiness for Implementation
Implementation TimelineGo-Live March 5
Agency Prepares for implementation
Agency activities post-implementation
1. Identify users2. Determine access levels3. Communicate changes4. Confirm People First data5. Analyze forms6. Review RDS reports
1. Set up VE access2. Use Employee ID for
Disbursements3. Use new FLAIR functionality
for inquiry
Agency Readiness for Implementation1. Identify employees that will require access
Departmental – Access request form
Information Warehouse (IW) – Submit form to BVR
2. Determine level of access needed
“I” Inquiry – able to view employee id and name not SSN
“S” Special Inquiry – able to view all information
“P” Prohibited – no access
3. Communicate changes
Access changes
Disbursement transactions use Employee ID
Inquiry into transaction history depends on disbursement date
Agency Readiness for Implementation4. Instruct employees to confirm data in People
First
Employee Info – Personal Information-Contact Information
5. Analyze need to update internal forms
6. Review RDS report access
Departmental FLAIR produced reports will contain employee ID
Central FLAIR produced reports will contain SSN
Implementation
March 5, 2018 Activities
All access to VE File will be set to “P”
1. Access control custodian will provide Departmental access to users
DFS to provide list of known custodians
Access Control Custodians follow standard access procedure
2. Disbursement transactions will use Employee ID
Auditing will expect to see Employee ID on voucher schedules and supporting documentation
3. Use new FLAIR functionality for inquiries
Post Implementation Change
File 13
Employee ID will be added to the end of the file
Exception report available
IW report listing records with missing data elements
Initial Implementation Report available
Available monthly
Correct records in People First
IW Exception Report Sample
Post Implementation Change
Travel reimbursement for employees of other agencies
Employing agency should pay travel
Reimbursing agency should JT funds to employing agency
JT must be paid with same category as travel reimbursement
Auditing will need copy of employing Agency’s original payment in Voucher documentation
Job Aids will be available https://www.myfloridacfo.com/Division/AA/Training/Financial
Ed.htm
New Functionality
Post Implementation VE Access
Departmental FLAIR VE File
Inquiry access only
Employee ID
Last Name
SSN – If “S” access
Level of access will determine if SSN is viewable
Inquiry for historical records available for 6 months
Vendor Number
Last Name
Post Implementation VE Inquiry with I Access
Post Implementation VE Inquiry Search by Last Name
Input “X” in the Select field to view a specific record
Post Implementation VE Inquiry Search by Employee ID
Post Implementation VE Inquiry with S Access
Post Implementation VE Inquiry Search by Employee ID
Use F9 to view SSN
Post Implementation VE Inquiry Search by Employee ID
Help box must be closed before next inquiry
Post Implementation VE Inquiry Search by SSN
Post Implementation SC Inquiry
First 5-digits of SSN will be masked on search results
No change in search
ET – EFT Authorization (all SSN masked)
PC – Prompt Payment
TR – Detail Transaction
WC – Warrant Cancellation
Search using Name or Employee ID
TH – Employee Travel History
Search using Name, Employee ID, or SSN
VH – Vendor History
Employee ID search will only return results once payment is made with Employee ID
Post Implementation SC Inquiry
Policy Items
Policy
Departmental VE access should be limited
“I” Inquiry recommendations
Staff who process disbursement
“S” Special Inquiry recommendations
Staff whose daily duties require access to view SSN
Payroll professional
Agencies should monitor to validate access is still needed
Access control reports
DFS may request justification of access
Policy
RACF access to SSN in IW
Limited to 5 per agency
Requested by Administrative Services Director or their designee
New form will be available
Granted by BVR
DFS will monitor monthly
Review Vendor Employee Special Inquiry access reports to confirm that access is still necessary
May request justification from the agency for accounts if revoked or inactive for over six months
May remove access for employees who do not actively use the Special Inquiry access, unless justification provided
Policy
Board Members and Commissioners
CFO Memorandum No. 1 (2015-16) issued April 7, 2016
Must be in People First if receiving a fee payment
Policy
Payroll Allocation
Use N 000004044 001 for payroll allocation if not using employee ID
Purge Process
Records will be purged the later of 6 months from the last date of employment or 6 months after the last payment
Data Management
Data Management - Privacy Indicators Updated based upon People First information
Used to protect confidential information in the same manner that People First protects information
Identify information that should be redacted for public records requests
Data Management - Updates
All changes must be initiated through People First
FLAIR will update in overnight process
Historical Records
Inquiry into old VE File records available for 6 months
Historical transactional records will not be updated
Next Steps
Next Steps
Prepare for implementation
Send questions related to the project via email
Visit the Employee ID Project website
http://myfloridacfo.com/division/AA/EmployeeIDConversionProj.htm
Resources
Department of Management Services, Division of Human Resource Management, Program Guidelines
http://www.dms.myflorida.com/content/download/79972/462776/Prog_GuideAdminPubRecExempt_Final07312015.pdf
People First HR Professional User Guide
http://www.dms.myflorida.com/workforce_operations/people_first/for_state_hr_practitioners/hr_professional_user_guide
Questions?
Concluding Thoughts
Thank you for participating in our Employee ID Conversion Workshop
Contact Information:
