PS0101 - Process a Hire from JobAps€¦ · PS0101 - Process a Hire from JobAps (Action = Hire + Reason = New Hire ) Notifications SPS JobAps Agency HR Coordinator At this point…

PS0101 - Process a Hire from JobAps(Action = Hire + Reason = New Hire )

Not

ifica

tions

SPS

JobA

psA

genc

y H

R

Coo

rdin

ator

At this point… -> The candidate has been selected-> The Salary and Start Date has been determined-> Any required salary budget approval has been completed-> An Offer Letter has been sent to the Candidate with the approved salary-> The candidate has accepted-> The Recruiter has determined the candidate is a New Hire.

New State Employees will be assigned a unique Employee Id.

Start1

RE0401Interview & Selection

2Select Candidate

from List of “Ready to Hire”

3Enter/Modify/

Verify Hire Data Online

13Go To RE0501

Orientation/Onboarding

8SPS:

Hire Recorded in System

11AdHoc Report:

Hires

12AdHoc Report:

Hire(for EE File)

DBM OPSBAgency Payroll Coordinator

TimekeepingCPB

Benefits

4Duplicate

SSN?

5Warning Message

Duplicate SSN

No

Yes

7Change SSN?

6Investigate Duplicate

SSN

END

9Go To PS0801

PS Audit Personnel

Transactions

No

10AdHoc Report:

Audit Hires

Yes

11AdHoc Report:

Hires

10AdHoc Report:

Audit Hires

PS0102 - Process a Hire Not From JobAps (Action = Hire + Reason = New Hire)

Not

ifica

tions

SPS

Agen

cy H

R C

oord

inat

orS

uper

viso

r/Mgr

At this point… -> The candidate has been selected-> The Salary and Start Date has been determined-> Any required salary budget approval has been completed-> An Offer Letter has been sent to the Candidate with the approved salary-> The candidate has accepted-> The HR Agency Coordinator has determined candidate is a New Hire.-> All required approvals obtained outside of the system.

Yes

No

16Adhoc Report:EE New Hires

4Want to

Continue?

End

Start1

NotifyNew Hire

2Review/Verify

New Hire

13Go To PS0801

PS Audit

15Adhoc Report:

New Hires

3Complete? 14

Adhoc Report:Audit New Hires

12SPS:

Hire Recorded in System

9Warning Message

Duplicate SSN

5PIN

Update?

6Modify/Update

PIN

7Enter

New Hire Online

No

Yes

Yes

No

8Duplicate

SSN?


TimekeepingCPB

Benefits

No

Yes

No

10Investigate Duplicate

SSN

11Change SSN?

Yes

New State Employees will be assigned a unique

Employee Id.

Will Update Position Number (PIN) for

New Hire

Yes

19Go To CE0201

ContractMgmt

18Contractual?

A

A

17Go To RE0501


No

15Adhoc Report:

New Hires

14Adhoc Report:

Audit New Hires

PS0103 - Process a Rehire from JobAps(Action = Rehire + Reason = 1) Reinstatement 2) Non-Reinstatement)

Not

ifica

tions

SPS

Age

ncy

HR

C

oord

inat

orJo

bAps

Returning State Employees will be attached to their previous Employee ID.

4Enter/Modify/

Verify Rehire Data Online

Start

At this point… -> The candidate has been selected-> The Salary and Start Date has been determined-> Any required salary budget approval has been completed-> An Offer Letter has been sent to the Candidate with the approved salary-> The candidate has accepted-> The Recruiter has determined the candidate is a Rehire

1RE0401

Interview & Selection

7Go To RE0501



TimekeepingCPB

Benefits

10AdHoc Report:

Rehire(for EE File)

5SPS:

Rehire Recorded in System

3Select Reason for

Rehire

9AdHoc Report:

Rehires

2Select Candidate

from List of “Ready to Rehire”

6Go To PS0801

PS Audit Personnel

Transactions

8AdHoc Report:Audit Rehires

9AdHoc Report:

Rehires

8AdHoc Report:Audit Rehires

PS0104 - Process a Rehire Not From JobAps (Action = Rehire + Reason = 1) Reinstatement 2) Non-Reinstatement)

Not

ifica

tions

SPS

Age

ncy

HR

Coo

rdin

ator

Sup

ervi

sor/M

anag

er

Will Enter a Position Number (PIN) for all

Rehires

15Contractual?

12Adhoc Report:

Rehires

Start

7Enter/Modify Rehire Online

13Adhoc Report:

Rehire for EE File

16Go To CE0201

ContractMgmt

9SPS:

Rehire Recorded in System

Returning State Employees will be attached to their previous Employee ID.

8Select Reason for

RehireYes

11Adhoc Report:Audit Rehires

At this point… -> The candidate has been selected-> The Salary and Start Date has been determined-> Any required salary budget approval has been completed-> An Offer Letter has been sent to the Candidate with the approved salary-> The candidate has accepted-> The Agency HR Coordinator has determined the candidate is a Rehire-> All required approvals obtained outside of the system.


TimekeepingCPB

Benefits

1Notify Rehire

2Review/Verify

Rehire

3Complete?

4Continue?

5PIN Update?

6Modify/Update

PIN

A

No

No End

No

Yes

Yes

Yes

A No

12Adhoc Report:

Rehires

11Adhoc Report:Audit Rehires

14Go To RE0501


10Go To PS0801

PS Audit Personnel

Transactions

PS0105 – Complete the Hire or Rehire(This step will be completed on the employees first day as an outcome of Orientation & Onboarding)

CP

BD

BM O

PSB

SP

SE

mpl

oyee

Age

ncy

HR

Coo

rdin

ator

3Enter Additional Information Online:- Emergency Contacts- I-9- H1-B/Visa/Work Permit- Medical (Physician, Allergies, Conditions)- Licenses/Certifications- Secondary Work

The Recruiting process design is investigating whether this

step can occur online instead of filling out paper forms.

If this step occurs online, it may eliminate the need for

Agency HR to enter some of these data elements.

Start

1Complete

RE0501Orientation/Onboarding

5File Paperwork in EE Personnel File

End

4SPS Updated

2Completes

Onboarding HR Paperwork

6Complete W-4

Tax Withholding & Direct Deposit

Forms

7System of Record for W-4 and Direct

Deposit Information

8Complete

BA0303On-Going Enrollment

9Adhoc Report:

Hires

13Adhoc Report:

Licenses/Certifications

14Adhoc Report:

Seconday Work

12Adhoc Report:I-9 Information

15Adhoc Report:

Emergency Contacts

9Adhoc Report:

Hires

14Adhoc Report:

Seconday Work

13Adhoc Report:

Licenses/Certifications

15Adhoc Report:

Emergency Contacts

12Adhoc Report:I-9 Information

10Adhoc Report:

Rehires

11Adhoc Report:

Data Audits

At this point… -> The employee has been entered into the system-> The employee has shown up for their first day of work -> The employee has attended Orientation and is completing new hire paperwork, some of which needs to be entered into either SPS or CPB

CPB only accepts hard-copy W-4 and Direct Deposit forms for new employees. Once established, the employee may update these data elements using the POSC self-service.

PS0201 - Process a Promotion Not From JobAps(Action = Promotion)

Not

ifica

tions

SPS

Age

ncy

HR

Coo

rdin

ator

Supe

rvis

or/M

gr

Yes

No

Yes

No

Promotion linked to employee ID.

No

Yes

13Deliver Promotion

to EE

8Go To PS0603

Complete Transaction

6SPS:

Promotion Recorded in

System

10Adhoc Report:

Audit Promotions

7Non PIN data

Update?

3Complete?

At this point…

-> Conversations have occurred at a minimum between the Supervisor/Mgr and the 2nd Level Manager that a Promotion action is appropriate. -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system.

End

EmployeeAgency Payroll Coordinator

TimekeepingBenefits

CPB

Start

12Adhoc Report:EE Letter @ Promotions

11Adhoc Report:

Promotions

4Want to

Continue?

2Review

Promotion

5Enter/Modify/

Verify Promotion Data Online

9Go To PS0801

PS Audit Personnel

Transactions

12Adhoc Report:EE Letter @ Promotions

11Adhoc Report:

Promotions

1Notify

Promotion

Will Enter a Position

Number (PIN) for

Promotions

PS0301 - Process a Demotion Not From JobAps(Action = Demotion + Reason = 1) Voluntary 2) Career Change)

Not

ifica

tions

SPS

Agen

cy H

R C

oord

inat

orS

uper

viso

r/Mgr

Yes

No

Yes

No

3Complete?

Start4

Want to Continue?

1Notify

Demotion

2Review

Demotion

End

13Deliver Demotion

to EE

8Go To PS0603


At this point…

-> Conversations have occurred at a minimum between the Supervisor/Mgr and the 2nd Level Manager that a Promotion action is appropriate. -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system.

12Adhoc Report:EE Letter @

Demotion

Demotion linked to employee ID.

6SPS:

Demotion Recorded in

System

5Enter/Modify/

Demotion Online

9Go To PS0801

PS Audit Personnel

Transactions

No

10Adhoc Report:

Audit Demotions

11Adhoc Report:

Demotions

EmployeeDBM OPSB

Agency Payroll CoordinatorTimekeeping

BenefitsCPB


Demotion

11Adhoc Report:

Demotions

7Non PIN data

Update?Yes

Will Enter a Position

Number (PIN) for Demotions

10Adhoc Report:

Audit Demotions

PS0401 – Transfer – Reassignment in Same Agency (Action = Transfer + Reason = Reassignment in Same Agency)

Not

ifica

tions

SPS

Age

ncy

HR

Coo

rdin

ator

Sup

ervi

sor/M

gr

Yes

No

Yes

No

Transfer linked to employee ID.

No

Yes

Will Update Position Number (PIN) for Reassignment, if

applicable

Start

13Adhoc Report:

Transfer


Transfer

9Non PIN data

Update?

4Want to

Continue?

13Adhoc Report:

Transfer

10Go To PS0603


8SPS:

Reassignment Recorded in

System

7Enter/Modify/Reassignment

Online


Transfer

End

At this point…

-> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system.

2Review

Reassignment

EmployeeAgency Payroll Coordinator

TimekeepingBenefits

CPB

3Complete?

12Adhoc Report:Audit Transfer

15Deliver Transfer to

EE

11Go To PS0801

PS Audit Personnel

Transactions

1Notify

Reassignment

6Update

PIN

5PIN

Update ?

Yes

No


PS0402 – Transfer – Intra-Agency or Other Agency Not From JobAps(Action = Transfer + Reason = Intra-Agency or Other Agency)

Not

ifica

tions

Rec

eivi

ng

Age

ncy

HR

Coo

rdin

ator

SPS

Sen

ding

A

genc

y H

R C

oord

inat

orSu

perv

isor

/Man

ager

No

Yes

No

Will Modify Position Number (PIN) for

Transfer, if applicable

4Notifies

PIN

3Update PIN

Online

12Go To PS0801

PS Audit Personnel

Transactions


10Non PIN data

Update?

11Go To PS0603


6Complete?

14Adhoc Report:

Transfer

5Review Transfer

16Deliver Transfer to

EE

7Want to

Continue?

End

Start1

NotifyTransfer 15

Adhoc Report:EE Letter @

Transfer

DBM OPSBEmployee


BenefitsCPB

2PIN

Update?

No

Yes

7Modify/Update Transfer Online

Yes


Transfer

13Adhoc Report:Audit Transfers

14Adhoc Report:

Transfers

8SPS:

Transfer Recorded in

System

9Notifies Receiving

HR Agency A

Assumptions:-> Both of the agencies involved in this transaction use the SPS system for personnel transactions.At this point… -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system.

Yes

No

A

Transfer linked to employee ID.

PS0501 - Process a Salary Adjustment (Action = Salary Adjustment + Reason = 1) Advanced Step 2) Misc. Adjustment)

SPS

Not

ifica

tions

Age

ncy

HR

Coo

rdin

ator

Sup

ervi

sor/M

gr

YesStart11

Deliver Salary Adj to EE

4Continue?

2Review

Salary Adjustment

3Complete?

End1

Notify Salary Adjusment

At this point…

-> Conversations have occurred at a minimum between the Supervisor/Mgr and the 2nd Level Manager that a Salary Adjustment action is appropriate. -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system. This process is the formality of entering the agreed upon action into the system.

10Adhoc Report:EE Letter @ Salary Adj

7Go To PS0801

PS Audit Personnel

Transactions

5Modify/Update Transfer Online

Yes

No

8Adhoc Report:

Audit Salary Adj

9Adhoc Report:

Salary Adj

EmployeeDBM OPSB


BenefitsCPB


6SPS:

Transfer Recorded in

System

Salary Adjustment linked to employee ID.

9Adhoc Report:

Salary Adj

8Adhoc Report:

Audit Salary Adj

PS0601 - Process a Data Change – Change % Employed (Action = Data Change + Reason = Change % Employed)

Not

ifica

tions

SPS

Age

ncy

HR

Coo

rdin

ator

Sup

ervi

sor/M

gr

No

No

End

1Notify

Change % Employed

4Continue?

2Review Change %

Employed

13Deliver Change %

to EEStart

3Complete?

When the Supervisor/Mgr notifies Agency HR, they should be alerted that this change will not only impact the employees pay check but it also could impact their health benefits eligibility and or leave accruals.

At this point… -> The employee has been counseled on the impact this change may have on their salary, health benefits and leave accruals. -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system. This process is the formality of entering the agreed upon action into the system.


5Modify/Update

Change %

Yes

7Non PIN data

Update?

8Go To PS0603


9Go To PS0901

PS Audit Personnel

Transactions

10Adhoc Report:

Audit Data Change

11Adhoc Report:

Audit Data Change

Change % linked to employee ID

6SPS:

Data Changed Recorded in

System

Yes

DBM OPSBEmployee


BenefitsCPB

10Adhoc Report:

Audit Data Change

11Adhoc Report:

Audit Data Change


No

PS0602 - Process a Data Change – Administrative Change(Action = Data Change + Reason = Administrative Change)

SP

SAg

ency

HR

Coo

rdin

ator

Not

ifica

tions

Sup

ervi

sor/M

anag

er

1Notify

Administrative Change

Start

The types of changes that may occur in this transaction are: -> Change employee status from FT-to-PT or FT-to-PT-> Change employee Work Location-> Change employee Supervisor-> Change employee payroll information (Payroll system, Number of Deductions, Pay Cycle)

At this point…

-> If the employee status is changing in regards to FT/PT, the employee has been counseled on the impact this change may have on their salary, health benefits and leave accruals. -> If the employee change involves the number of deduction periods, the employee has been counseled on the impact this change may have on their pay check.-> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system. This process is the formality of entering the agreed upon action into the system.


Admin Change

End

Data Change linked to employee ID.

3Complete?

2Review Change %

Employed

6SPS:


System

7Non PIN data

Update?

5Modify/Update

PIN

8Go To PS0603

Complete TransactionYes

9Go To PS0801

PS Audit Personnel

Transactions

4Continue?Yes

No

Yes

DBM OPSBEmployee


BenefitsCPB

10Adhoc Report:

Audit Data Change

11Adhoc Report:

Audit Data Change

13Deliver Change %

to EE

No

10Adhoc Report:

Audit Data Change

11Adhoc Report:

Audit Data Change


Admin Change

No

PS0603 – Complete Transaction(This step will be completed after the Promotion, Demotion, Salary Adjustment, Data Change and Transfer transactions)

SPS

Tim

ekee

ping

DBM

OP

SBC

PB

Ben

efits

Agen

cy M

gmt

Age

ncy

HR

This update will occur via a weekly interface.

Need to determine if CPB can accept Effective Dated salary changes. If not, need to identify how the retro pay with occur.

4CPB

Salary Change Updated in CPB

6Benefits

Trigger On-Going Enrollment

7Timekeeping

Evaluate if Leave Accrual Change

9Timekeeping

Move Timecard

No

8Location or Supervisor Change?

3Pay Related

Change?

Start

At this point…

-> A Promotion, Demotion, Transfer, Data Change or Salary Adjustment has been approved by all required levels.

End

5FT-to-PT

Or PT-to-FT?

2SPS:


System

15Adhoc Report:

Data Audits

12Adhoc Report:

Promotions

11Adhoc Report:

Transaction Status

14Adhoc Report:

Salary Adjustments

10Adhoc Report:

Transaction Metrics

13Adhoc Report:

Demotions

16Adhoc Report:

Salary Changes

1Modify/Update

employee record

Personnel Transactions linked to employee ID.

Yes

Yes

Yes

10Adhoc Report:

Transaction Metrics

15Adhoc Report:

Data Audits

14Adhoc Report:

Salary Adjustments

13Adhoc Report:

Demotions

11Adhoc Report:

Transaction Status

16Adhoc Report:

Salary Changes

12Adhoc Report:

Promotions

PS0701 - Process a Termination – Deceased(Action = Termination + Reason = Deceased)

Not

ifica

tions

Age

ncy

HR

Coo

rdin

ator

SPS

Supe

rvis

or/M

anag

erEm

ploy

ee’s

Fa

mily

The Employees Unused Sick Balance Will be Deposited in

the Leave Bank4

Complete?

Start

1Notified

Employee is Deceased

2 Notify

Employee is Deceased

3Review

Termination

5Modify/Update

Termination

14Go to

PS0711Final Check

10Communicate w/Employee Family Regarding Req

Paperwork

11Go to

BA0802Benefits

Termination

Yes

No

Termination linked to employee ID.

6SPS:

Term Recorded in System

9Adhoc Report:

Termination

8Adhoc Report:

Audit Termination

7Go To PS0801

PS Audit Personnel

Transactions

9Adhoc Report:

Termination

End

DBM OPSBBenefits

TimekeepingAgency Payroll Coordinator

CPB

12Go To PC0400

PINMaintenance

8Adhoc Report:

Audit Termination

14Leave Bank

Deposit

PS0702 - Process a Termination – End of Temporary Employment(Action = Termination + Reason = End of Temporary Employment)

SP

SN

otifi

catio

nsE

mpl

oyee

Age

ncy

HR

Coo

rdin

ator

Supe

rvis

or/M

anag

er

Start

3Is it 2 Weeks

Prior to 6 Month

Window?

6Has EE Term’d?

12Enter Termination

Online

4Is it 6 Months Since TE Hire

Date?

End

13SPS:


5Notifies

Temp Worker’s Ending Dates

2Adhoc Report:Temp Worker’s

End Dates

8EE Submits Written Term Notice to Supr

Yes

7Notifies

Employee

9Reviews/Confirms

Terminations

No

Yes

10Complete?No

11Continue? Yes

No

Yes

No

Yes

No


14Go To PS0801

PS Audit Personnel

Transactions

15Adhoc Report:

Audit Terminations

16Adhoc Report:Terminations


17Off-Board the

Employee


20Go To

TBDVacant PIN

Maintenance

DBM OPSBTimekeeping

Agency Payroll CoordinatorCPB

19Go to

PS0711Final Check

15Adhoc Report:

Audit Terminations

18Timekeeping

Term

PS0703 - Process a Termination – New Hire – No Show or New Hire – Declined Offer After Acceptance(Action = Termination + Reason = 1) New Hire – No Show 2) New Hire – Declined Offer After Acceptance)

Not

ifica

tions

SPS

Agen

cy

HR

Coo

rdin

ator

Sup

ervi

sor/

Man

ager

Em

ploy

ee

Yes

No

4Complete?

Assumptions: -> This event could either be:-> The employee called before their start date and notified Supervisor/Manager they had changed their mind or -> The employee does not show up on their scheduled first day of work.

Start 1No Show

8Go To PC0400

PIN Maint

3Review

Termination

2Notifies

Termination

DBM OPSBBenefits


CPB

5Validate

Workers Data Online

6SPS:Term

Recorded in System

The Vacate will have an associated Effective Date. Should the Last Day Worked be blank or the same as the Effective Date?

7Go To PS0801

PS Audit


9Adhoc Report:

Audit Terminations

End

PS0704 - Process a Termination – Laid Off From Allocated PositionN

otifi

catio

ns/

Oth

erSP

SEm

ploy

eeA

genc

y H

R C

oord

inat

orAg

ency

Appo

intin

g A

utho

rity

(AA)

The Employee Receives Priority on Eligibility List Due to Separation

2Adhoc Report:Seniority Points

13Enter/Modify Termination

Online

5EE Informed of

Separation

1Budget Decision to Reduce Staff

3Identify Affected

EE’s

Start

4Meet w/Afffected

EE

23Go to

RE0303Eligibility List

6Does EE Choose

Bumping?

8Faciliate

“Bumping”

Yes

9Final EE’s Identified

No

18Off-Board

the Employee


21Go to

PS0711Final Check

14SPS:


19Go to

BA0802Ben Term

15Go To PS0801

PS Audit

16Adhoc Report:

Audit Terminations


20Go To PC0400

PINMaint


RecruitingBenefits


CPB

End

11Review

Termination

12Complete?

Yes

No

10Notify

Termination

16Adhoc Report:

Audit Terminations

7Facilitate Bumping

22Leave Bank

Deposit

PS0705 - Process a Termination – RetiredN

otifi

catio

nsS

PSE

mpl

oyee

Ret

irem

ent

Agen

cyA

genc

y H

R

Coo

rdin

ator

Age

ncy

Ret

irem

ent

Coo

rdin

ator

Start

1Meets w/ Agency

Retire Coord Discuss

Retirement

2Does EE Want to Proceed w/Retirement?

4Submits Retire Paperwork &

Notice of Retirement

5Completes/

Submits Benefit Enrollment Forms

1Meets w/ EE to

Discuss Retirement/Paperwork

6Receives

Retirement Paperwork

7Notifies

Retirement

8Calculate Sick Leave Service

Credit

9Complete/Sign


21Go to

PS0711Final Check

10Submit Paperwork

to Retirement Agency

22Receive Retiree

Paperwork

End

No

Yes

23View Employee History in SPS

A

This includes a notice of retirement letter including their Last Day of Work

24Manually

Determine Creditable Years

of Service

25Setup Retiree in

Retirement Agency System

26Send Interface of Retirees Eligible for State Benefits

to SPS

At this point, the Termination will be recorded in the SPS System,

18Off-Board

the Employee

11Reviews

Terminations

14SPS:


12Complete?

No

15PS0801

PS AuditYes

A

20Go To PC0400

PINMaint

19Go to

BA0802Ben Term

16Adhoc Report:

Audit Terminations


27Go to

BA0303/BA0304

Ben Enroll

BenefitsTimekeeping


13Modify/Update Terminations

16Adhoc Report:

Audit Terminations



3Completes Req’d


B

B

27Go to

BA0303/BA0304

Ben Enroll

PS0706 – Process a Termination – Leave Without Pay (Failure to Return from Leave)(Action = Termination + Reason = 1) Leave Without Pay – Medical 2) Leave Without Pay – Military 3) Leave Without Pay - Personal)

SPS

Not

ifica

tions

Agen

cy

HR

Coo

rdin

ator

Sup

ervi

sor/

Man

ager

Em

ploy

ee The Employee is Asked to Include their “Last Day Worked” on the Notice

The Agency HR Coordinator will file the notice in the employees personnel file. No

Start

1EE Submits

Notice to Supervisor/Mgr

2Reviews/Forwards Employee Notice

to HR

15Does EE Object to

Leave Bank Donation?

At this point…

-> Conversations have occurred to discuss the employee situation and a determination has been made that the employee is unable to return from their leave of absence and must terminate their state employment. -> This process is the formality of entering the agreed upon action into the system.

11Off-Board

the Employee


12Go to

BA0802Ben Term

4Complete?

13Go To

PC0400PIN Maint

7Go To PS0801

PS Audit

6SPS:



8Adhoc Report:

Audit Terminations

14Go to

PS0711Final Check

3Reviews

Terminations

DBM OPSBBenefits

TimekeepingAgency Appointing AuthorityAgency Payroll Coordinator

CPB

No

5Modify/Update

Termination

Yes

End

The Employees Unused Sick Balance Will be Deposited in the Leave Bank Unless EE Objects

Yes

8Adhoc Report:

Audit Terminations


16Leave Bank

Deposit

PS0707 - Process a Termination – Resigned for Military Service(Action = Termination + Reason = Resigned for Military Service)

Not

ifica

tions

Age

ncy

HR

Coo

rdin

ator

Supe

rvis

or/

Man

ager

Em

ploy

eeSP

S



8Adhoc Report:

Audit Terminations

6SPS:



12Go to

BA0802Ben Term

14Go to

PS0711Final Check

DBM OPSBBenefits


CPB

13Go To PC0400

PIN Maint

The Employee is Asked to Include their “Last Day Worked” on the Notice

1EE Submits


Start


to HR

The Agency HR Coordinator will file the notice in the employees personnel file.

8Adhoc Report:

Audit Terminations


5Modify/Update

Termination

11Off-Board

the Employee

15Does EE Object to


3Reviews

Terminations

4Complete?

No

Yes

7Go To PS0801

PS Audit

Yes

No

At this point…

-> Conversations have occurred to discuss the employee situation and a determination has been made that the employee is resigning for Military Service and must terminate their state employment. -> This process is the formality of entering the agreed upon action into the system.

16Leave Bank

Deposit

End

A

A

PS0708 - Process a Termination – Resigned State Service(Action = Termination + Reason = Resigned State Service)

Not

ifica

tions

SPS

Agen

cy

HR

Coo

rdin

ator

Sup

ervi

sor/

Man

ager

Empl

oyee

At this point…

-> Conversations have occurred to discuss the employee situation and a determination has been made that the employee is resigning and must terminate their state employment. -> This process is the formality of entering the agreed upon action into the system.

The Employee is Asked to Include their “Last Day Worked” on the Notice

Start

1EE Submits


No


to HR


The Agency HR Coordinator will file the notice in the employees personnel file.

Yes Yes

No

7Go To PS0801

PS Audit

5Modify/Update

Termination

11Off-Board

the Employee


End

15Does EE Object to


4Complete?

8Adhoc Report:

Audit Terminations

3Reviews

Terminations


13Go To PC0400

PINMaint

12Go to

BA0802Ben Term

6SPS:


8Adhoc Report:

Audit Terminations

14Go to

PS0711Final Check

DBM OPSBBenefits


CPB


16Leave Bank

Deposit

PS0709 - Process a Termination – PIN AbolishedN

otifi

catio

ns/

Oth

erS

PSEm

ploy

eeAg

ency

HR

Coo

rdin

ator

Age

ncy

App

oint

ing

Aut

horit

y(A

A)

The Employee Receives Priority on Eligibility List Due to Separation


1Budget Decision to

Reduce Staff

End

16Go to

BA0802Ben Term

6Final EE’s Identified

Start

12Go To PS0801

PS Audit9Enter/Modify Termination

Online

RecruitingDBM OPSB

BenefitsTimekeeping


18Go to

PS0711Final Check

14Adhoc Report:

Audit Terminations

2Adhoc Report:Seniority Points

4Meet w/Afffected

EE


20Go to

RE0303Eligibility List

5EE Informed of

Separation

10SPS:


3Identify Affected

EE’s

17Go To PC0400

PINMaint

13Off-Board

the Employee

8Review

Termination

11Complete?

7Notifies

Termination

No

es

14Adhoc Report:

Audit Terminations


19Leave Bank

Deposit

PS0710 – Process Final CheckSP

SC

PB

Age

ncy

PR

Coo

rdin

ator Start

2Compare EE

Leave Accrual Bal to Payout Rules

3Complete/Review Final Timesheet

4Enter Exception

Time in CPB

5Final Paycheck

Processed & Issued

8Employee

Terminated in CPBEnd

(1)

Need to determine in meetings with CPB if the “termination” event must be held in SPS until after the

employees final check is generated or can we send it as soon as the event is entered into SPS.

Need to determine the appropriate time to “terminate” the employee in Timekeeping

to ensure their final timecard can be completed.


(1)

(2)

7Employee

Terminated in Timekeeping

6Send Termination

Event to CPB

PS0801 – SPS Audit – Personnel Transactions (PS)Ag

ency

HR

Coo

rdin

ator

2S

PS

Agen

cy H

R C

oord

inat

or 1

At this point…

-> The required personnel transactions already completed in the SPS System. -> This process is the formality of conducting audit of data entry for all personnel transactions in the SPS system.

7SPS:

Personnel Transactions

Recorded

Start

PS linked to employee ID.

3Adhoc Report:

Audit Personnel Transactions

1Forwards All

Source Documents

2Compile

Source Docs

4Compares Source/

Audit Report

5Correction?

Yes

End8Signs Off Report No

The Agency HR Coordinator will file the source documents employees personnel file.

6Modify/Update

EMP record(CORRECTION)

PS0900 – Track TeleworkAg

ency

HR

S

PS

Div

isio

nD

irect

orS

uper

viso

r/Mgr

Empl

oyee

No

No

5Discuss Telework

Denial w/Employee

10Notify Supervisor

of Denial

15EE Telework Data Updated in SPS

6Complete

Telework Forms/Checklists/

Agreements

There are numerous forms that must be completed by both the employee and the supervisor for a teleworking request. All of the paperwork associated with a telework request will be completed, reviewed and approved/denied outside of the system. The system shall track approved telework requests.

Start

8Review Telework Request Forms

1Complete

Telework Request Form

3Review Telework Request Forms

9ApproveRequest?

4Want to

Continue?

2Submit

Telework Request Form to

Supervisor

5Discuss Telework

Denial w/Supervisor

Yes

7Submit

Telework Request Form to Division

Director

B14

SPS:Enter Approved Telework Online

A

A

11Notify Supervisor

of Approval/Return Signed

Forms

Yes

12Discuss Telework

Approval w/Employee

12Discuss Telework

Approval w/Supervisor

13Submit

Telework Paperwork to Agency HR

B

16AdHoc Report:

EE’s on Telework

End

B

B

PS0901 – Track Compressed WorkweekS

PS

Age

ncy

HR

D

ivis

ion

Dire

ctor

Sup

ervi

sor/M

grE

mpl

oyee

No

No

Yes

Yes

8Review

Compressed Request Forms

3Review

Compressed Request Forms

9ApproveRequest?

A

12Discuss

CompressedApproval w/Supervisor

1Complete

Compressed Request Form

5Discuss

Compressed Denial w/

Supervisor

2Submit

Compressed Request Form to

Supervisor

10Notify Supervisor

of Denial

12Discuss

Compressed Approval w/Employee

7Submit

Compressed Request Form to Division Director

6Complete

Compressed Forms/Checklists/

Agreements

Start

13Submit

Compressed Paperwork to Agency HR

17AdHoc Report:

EE’s on Compressed

A4

Want to Continue?

15EE Compressed Data Updated in

SPS

B

11Notify Supervisor

of Approval/Return Signed

Forms

5Discuss

Compressed Denial w/Employee

14SPS:

Enter Approved Compressed

Online

B

There are numerous forms that must be completed by both the employee and the supervisor for a compressed workweek request. All of the paperwork associated with a compressed workweek request will be completed, reviewed and approved/denied outside of the system. The system shall track approved compressed workweek requests.

End

16Update

TimekeepingSchedule

C

C