July 2010 System Release

Monday, March 1, 2010

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Agenda for March 1, 2010

• Log In and Home Page Changes/Functionalities• System Branding• Security Role Code Changes (New Codes,

Modifications to Existing, etc.)• Other Security Changes (Password Changes,

Access to Terminated Employees, Audit Trail, etc.)• Health & Insurance Changes• Management Reports• Data Warehouse (External) Reports• Data Warehouse Changes

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System Wide Changes• Page 1 of Summary Document• Update underlying software and platforms to use

the latest versions offered by the respective vendors

• New branding -- People First logo, colors, header, footers on home pages, Web site links, etc.

• New look and feel for all home pages • Improved performance (reaction time)• Most fields, images and buttons will have tooltips

(hover over functionality)

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System Wide Changes• Page 11 of Summary Document• Users will no longer have to toggle between “My Direct

Reports” and “My Role View” • Users with direct reports will default to their direct report

employees/positions when launching the My Direct Reports page

• Users without direct reports, but with one or more groups (e.g., requisition, timekeeper, etc.) assigned to them will see a flat list of all individuals in their groups

• Users with the traditional HR roles (A, C, G, H and X -- New role) will see the top position(s) in their agency

• For all other users, the search screen will default to no records found

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Log In Page• Page 1 of Summary Document• New improved Message Area • The “Job Seekers” section is being redesigned to include:

– Ability for users to browse jobs, create an account or log in – Link to Frequently Asked Questions

• The “User Log In” (State Employees and Retirees) section is being redesigned to include:– List of things that can be performed (e.g., complete time

sheet, update address) – Service Center contact information added

• Link to Frequently Asked Question• New “Helpful Web sites” section with links to key

“employee based information ” Web sites

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Home Page• Page 2 of Summary Document• New design, colors and People First logo• “Actions” tabbed will be re-titled to “PAR”• Tabs (e.g., Management, Time & Payroll, Staffing) will be re-

ordered based on the user’s role • The “Job Applications” tab is being removed (added as link

in Helpful Web site section)• New header (will be on all pages) containing:

– Print link - opens the standard print dialog box– Alerts link - takes the user to their Alerts box– My Time sheet link – opens the employee’s time sheet– Contact Us link – containing Service Center contact information

• New footer (will be on all home pages)

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Home Page

• User Information Box - will display the user’s ID, name and position title for all positions held

• Updated “My Quick Links” section• New “Helpful Web sites” section• New “My Tasks Due” section• Updated “My Alerts” section• New “Announcements” section

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Security Changes

• Pages 11 - 13 of Summary Document• Agencies will be able to assign internal

HR roles to OPS employees• Access to role codes have been cleaned

up to ensure appropriate access• “L” role code is being deleted• New role codes to allow statewide view

access to Health and Insurance information

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Security Changes• New Role Codes:

– ‘I’ – Agency Inspector General– ‘J’ – Agency Training Coordinator – ‘K’ – Agency HR View without Benefits -- Org

Code Range Allowance – ‘U’ – Agency HR -- Org Code Range Allowance– ‘X’ – Agency HR with Statewide Benefits View– ‘Y’ – Agency HR with Statewide Benefits View

-- Org Code Range Allowance

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Security Changes

• Security Screen– Updated to track date and time of

changes– Updated to remove ability to assign a

role code retroactively– Updated to include Org Code Allowances– Updated to require Statewide access to

be assigned by DMS

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Security Changes

• Audit Trail– Updated to include additional information– DMS Security Manager will have the ability

to run some audit reports

• Password Changes– Allow up to 30 characters (min of 8)– New passwords will require, at least one

upper and lowercase letter and one number– Can’t re-use last 10 passwords

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Security Changes

• Internet Browsers– Support IE 8 & IE 7– Support Firefox for Mac Users– Allow other browsers (not supported)– Logged out after 30 minutes of inactivity

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Security Changes

• Page 14 of Summary Document• Agencies will have the ability to access

terminated employees after employment ends

• Update Access for 30 to 60 days, depending on role code

• View access for 30 days to infinity, depending on role code

• Employee ID creation

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Benefits Letters

• Page 13 of Summary Document• New header and footer• Benefits Confirmation statement and

letter will be updated to show the early effective date (when elected) for health and life insurance

• Letters are being updated for plain language

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Qualified Status Changes• Page 13 of Summary Document• Ability to act upon the same QSC multiple times, making

changes or enrolling in different insurance plans • New edits to prevent enrollment of a second spouse • Allow addition of multiple dependents during QSC’s that

allow multiple dependents to be added• New edits to prevent the dependent spouse (spouse

program only) from adding dependents to health insurance• New edits to ensure that terminating the spouse program

only allows the spouses to change coverage levels/drop dependents, not change carriers

• New warning message when changing the annual Medical FSA amount during a QSC

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Management Reports• Pages 15 – 17 of Summary Document• 22 Management Reports• New reporting module, with additional

flexibility built in allowing users to select from a variety of filters and sorts for most reports

• Reports are real-time reports (no overnight refresh required)

• Ability to export to Excel or print/publish as a PDF

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Management Reports

• New Reports– Benefits:

• Dependent Documentation• Early Effective Date

– Payroll: • Duplicate Payments Report• Retroactive Payments Report• Payroll Changes Report• Potential Overtime Report• Pay Additive Monitoring Report• Miscellaneous Deductions Report

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Management Reports

• New Reports– Leave and Attendance

• Leave Summary Report (current balances)• Missing Timesheet Report• FMLA/FSWP Report

– Miscellaneous Reports• Groups Report• Training Transcript

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Management Reports• Existing Reports – Updated

– Payroll • File 1 (Payroll Output) Report• Leave Without Pay Report

– Leave and Attendance• Time Audit Report• Time Information Report

– Miscellaneous Reports• Evaluation Summary Report• Evaluation Due Report• Outstanding Training Report• Training Summary Report• Training Library Report

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External Reports• Pages 17 – 21of Summary Document• “External Reports” link on the Management tab will be

renamed to “Data Warehouse Reports”• New look and feel for all pages• New Helpful Links Section• Reports will be group by category (All, leave, budget, HR or

benefits) • Standardized format (header, footer, column names, filter

names, etc.)• Enhanced Report Selection Criteria (new filters, sorts, etc.)• Ability to export to Microsoft Excel (xls, xlsx) , Windows

Notepad, Text (csv, text), Extensible Markup Language (xml), HyperText Markup Language (html) or Adobe Acrobat (pdf)

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External Reports• System status page (Stoplight) will include legend

– Red -- The materialized views have not updated and the data in most views is at least two days old

– Yellow -- Some materialized views have been updated and any data returned in your query is two days old until the update is completed

– Green -- All materialized views are updated and most views are current as of the previous day.

• Data Warehouse user role code security– Enhanced functionality allowing user access to be

defined by organization code and agency ranges

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External Reports• New Reports

– Benefits• Benefits Cancellation Report• Benefits Changes Report

– EEO Reports• EEO Utilization Reports• EEO Workforce Reports

– Leave and Attendance Reports• Leave Balance Reports

– Miscellaneous Reports• Licensure Expiration Report• Turnover Report

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External Reports• Existing Reports – Updated

– Appointment Status Expiration– Average Salary by Class Code/Pay Grade– Benefits Premium History– Benefits Over/Under– Budgeted Positions Report– Employee Roster Report– LAS/PBS Reports– New Hires Report– Position Vacancy Report– Rate Report– Separated Employees Report

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Data Warehouse Changes

• Pages 21 – 23 of Summary Document• New Views

– ALM View– Leave Payout View– Outside Employment View– Role Org Code Restricted View

• Updated Views for– Class Assign Date– Key Service Dates