Title: December 2006 HRMS User Group Presentation
1State of ConnecticutCore-CT Project HRMS Users
Group Meeting December 5 6, 2006
2 Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions Discussion All
3 Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions Discussion All
4Payroll Update
Year End
- All reversals for checks dated after November 9th
must be submitted to Central Payroll by noon on
Friday, December 22, 2006. - Adjustments not received by that deadline will
result in the issuance of a W-2C. - W-2s Tentative date for distribution to
agencies is the week of January 15th.
5Payroll Update
Upcoming Important Dates
- December 25th the system will not be available
and there will be no batch processing. - January 1st the system will not be available
and there will be no batch processing. - February 12th and February 19th the system
will be available and there will be batch
processing. - There will be no extensions this includes
interfacing agencies.
6Payroll Update
Important Reminder Confirm Thursday
- System is available until 200pm for review
purposes only - Do not process any changes of any kind on Confirm
Thursday - Users who do so endanger the success of payroll
processing.
7 Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions Discussion All
8Human Resources Update
Mass Salary Annual Increase
- Mass Salary Annual Increase
- January Annual Increases for bargaining units
Confidential, NP1, NP2, NP3, NP6, P1, P2, P3A,
P3B, P4, P5, 53, 54, 57, 70, 74, 75 and 76. - First preliminary report ran on 11/27/2006 and
11/28/2006. - Second preliminary report scheduled to run on
12/11/2006. - Final report will run on 12/29/2006 for all
except P5. - Final report for P5 will run on 1/12/2007.
- Next Annual Increment Date has been advanced for
those bargaining units that were skipped.
9Human Resources Update
Rehires
- Rehired Employees into Existing Employment
Records - If employee is being rehired from another agency,
contact DAS/Central Audit to process. - If employee is being rehired from their former
agency, do not contact DAS/Central Audit. The
Agency HR Specialist can process the rehire
transaction.
10Human Resources Update
Transfers
- Remember to follow this format when submitting
requests to DAS Central Audit Unit. - Employee Name
- Employee Number
- Employee Record Number (even if only one exists)
- Effective Date
- Action (i.e., Transfer or Rehire)
11Human Resources Update
Transfers, 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
12Human Resources Update
Human Resources Updates
- Monthly Position Status Report Change
- Positions with multiple incumbents will now list
all of the incumbents rather than only the first
incumbent. - Layoff Seniority Date Process Change
- Edit Number 9 Employees who are rehired must be
manually calculated - is now working correctly.
13Human Resources Update
Drivers License Data
- Memo from Office of Labor Relations dated
11/29/2006 - Requests the total number of employees in your
agency who are required to have a CDL. - Navigate to Workforce AdministrationgtPersonal
InformationgtBiographicalgtDrivers License Data
14Human Resources Update
Drivers License Data, Continued
15Human Resources Update
Drivers License Data, Continued
16Human Resources Update
New Human Resources Job Aids
- Five new job aids have been posted at
- http//www.core-ct.state.ct.us/user/hrjobaids/hr/d
efault.htm - Benefit Service Date Calculation and Reports
- Layoff Seniority Date Calculation and Reports
- Longevity Date Calculation and Reports
- Producing OSHA 300 Incident Log and OSHA 300A
Annual Summary - Adding/Updating Employee/Dependent Address
17Human Resources Update
Navigation Tips
- Field Names
- Clicking on a field name in job data that has a
drop down search button will cause the system to
change the field value to the first value on the
list. - This functionality has been turned off on the Job
Indicator field.
18Human Resources Update
Navigation Tips, Continued
19Human Resources Update
Navigation Tips, Continued
- Notepad
- When reviewing job data, if you want to see if a
comment has been entered in notepad for that
date, look for wavy lines in the notepad icon.
20Human Resources Update
Navigation Tips, Continued
21Human Resources Update
Navigation Tips, Continued
- Notepad
- To see a listing of all notes entered in job
data, remove the following values on the notepad
search page - Employee Record
- Effective Date
- Sequence
22Human Resources Update
Navigation Tips, Continued
23Human Resources Update
Navigation Tips, Continued
24Human Resources Update
Navigation Tips, Continued
- Searching on a large list
- Click on any of the fields that are underlined to
get a sort order. Example when searching on a
name such as Smith -
25Human Resources Update
Navigation Tips, Continued
26Human Resources Update
Navigation Tips, Continued
27Human Resources Update
Navigation Tips, Continued
- Position Data search page
- When searching for a specific number, enter only
the actual numbers without the leading zeroes. - New search field Status as of Effective Date
- This field filters on Active or Inactive status.
28Human Resources Update
Navigation Tips, Continued
29Human Resources Update
Navigation Tips, Continued
30 Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions Discussion All
31Human Resources Update
OSHA 300 Incident Log
OSHA 300 Incident Log
- Producing an OSHA 300 Incident Log in 8.9
- New way to generate an OSHA 300 Incident Log
- New tab in Injury Details entitled Work
Related Navigate to Workforce
MonitoringgtHealth and SafetygtObtain Incident
InformationgtInjury Details - This new tab allows you to enter lost time on
an - employees individual workers
compensation claim. - See new job aid on How to Produce OSHA
Reports. -
32Human Resources Update
OSHA 300 Incident Log, Continued
33Human Resources Update
OSHA 300 Incident Log, Continued
34Human Resources Update
OSHA 300 Incident Log, Continued
35Human Resources Update
OSHA 300 Incident Log, Continued
- To produce the OSHA 300 Incident Log in 8.9 you
must complete three mandatory fields - Establishment ID - located in Workforce
MonitoringgtHealth and SafetygtObtain Incident
InformationgtIncident DetailsgtLocation tab - Nature of Injury - located in Workforce
MonitoringgtHealth and SafetygtObtain Incident
InformationgtInjury DetailsgtDetails tab - Reportable Case - located in Workforce
MonitoringgtHealth and SafetygtObtain Incident
InformationgtInjury DetailsgtReporting tab
36Human Resources Update
OSHA 300 Incident Log, Continued
37Human Resources Update
OSHA 300 Incident Log, Continued
38Human Resources Update
OSHA 300 Incident Log, Continued
39Human Resources Update
OSHA 300 Incident Log, Continued
40Human Resources Update
OSHA 300 Incident Log, Continued
41 Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions Discussion All
42Time and Labor Update
Exceptions
- Agencies are not clearing exceptions
- There were over 6,000 exceptions statewide as of
PPE11/14/06 - Core-CT bypassed those older than 60 days
- Bypassed exceptions still exist in the system
- New exceptions report available week of 12/4/06.
43Time and Labor Update
Exceptions, Continued
- Exceptions directly affect how long Time Admin
runs - More exceptions cause Time Admin to run longer
- Nightly batch processing time is limited
- If Time Admin runs too long other processes get
pushed back and reports will not be ready in the
morning - When clearing exceptions DO NOT make adjustments
on both the Timesheet and in Adjust Paid Time.
44Time and Labor Update
Exceptions, Continued
45Time and Labor Update
Leave Accruals
- New process to correct employee out of balance
- Auditing accruals for employees whose balance was
updated is recommended - The employees with negative balances should be
audited first, employees with Payroll entries
next - Computed Agency balances should be compared to
the Leave Accrual page balance NOT the Timesheet
balance - Use the Auditing job aids for assistance
- DO NOT make adjustments on both the Timesheet and
in Adjust Paid Time
46Time and Labor Update
Schedules
- How to look up schedules
- Use the Naming Standard for Time and Labor and
the Schedules job aids. - Names of schedules are composed of ten
characters. - It is still anticipated that the naming standard
will be changed to sixteen characters and will be
more intuitive.
47Time and Labor Update
Schedules, Continued
- FS400S801A P8R20V481A
- 1 Either for F Full time or P Part time
- 2 If the schedule is only one week the second
character is S Straight. - 2-3 If this is a rotating schedule the second
character is the number of weeks it spans and
the third character is R - Rotating.
48Time and Labor Update
Schedules, Continued
- FS400S801A P8R20V481A
- 3-5 For Straight schedules these
characters indicate the average number of hours
in the schedule. - 4-5 If this is a Rotating schedule the fourth and
fifth characters are used for the average
number of hours in the schedule.
49Time and Labor Update
Schedules, Continued
- FS400S801A P8R20V481A
- 6 The sixth character is either S Straight or
V Variable and indicates whether or not the
hours per day are the same or different. - 7-8 The next two characters reflect the two most
common day lengths in the schedule.
50Time and Labor Update
Schedules, Continued
Key for Day Lengths
H/D Use H/D Use H/D Use H/D Use H/D Use H/D Use
0.25 3.25 V 5.50 P 7.25 J 8.75 C 12.00
0.50 3.50 U 5.75 N 7.50 I 8.89 _at_ 12.50
0.75 ) 3.75 Z 6.00 6 7.75 H 9.00 9 13.00
1.00 4.00 4 6.12 \ 8.00 8 9.13 gt 13.12
1.50 ( 4.25 T 6.25 M 8.11 9.25 B 13.13
2.00 2 4.50 S 6.40 lt 8.20 9.50 A 14.00 Y
2.25 4.70 6.50 L 8.25 G 9.75 14.50
2.50 W 4.75 R 6.75 K 8.33 F 10.00 1 15.00 !
2.75 / 5.00 5 6.80 O 8.34 E 10.50 X 15.50 ?
3.00 3 5.25 Q 7.00 7 8.50 D 11.00 Off 0
3.20
51Time and Labor Update
Schedules, Continued
- P8R20V481A
- 9-10 The last two characters indicate the version
number of the schedule and is used to group
like schedules. A sequence of 1A, 1B, and 1C
would indicate that the number of hours in a
week is the same, the day length is the same and
only the days off differ.
52Time and Labor Update
Schedules, Continued
FRI SAT SUN MON TUES WED THUR
Start Date 27-Oct-06 28-Oct-06 29-Oct-06 30-Oct-06 31-Oct-06 1-Nov-06 2-Nov-06 Total Hours
Hours Schedule A 8 0 9 9 0 0 9 35.00
53Time and Labor Update
Schedules, Continued
FRI SAT SUN MON TUES WED THUR
Start Date 27-Oct-06 28-Oct-06 29-Oct-06 30-Oct-06 31-Oct-06 1-Nov-06 2-Nov-06 Total Hours
Hours Schedule A 8 0 9 9 0 0 9 35.00
Name Possibilities FS350V89 or FS350V98 PS350V89
or PS350V98 Next step would be to look for these
schedules on the schedules job aid. You should
start with version 1A and scroll through each
version looking for a match.
54Time and Labor Update
Schedules, Continued
Start by looking for FS350V89
Hours Schedule A 8 0 9 9 0 0 9 35.00
FS350V891A 1 3500009998 1
FS350V891B 1 3500089990 1
FS350V891C 1 3500800999 1
FS350V891D 1 3508900099 1
FS350V891E 1 3509000899 1
FS350V891F 1 3509800099 1
FS350V891G 1 3509800990 1
55Time and Labor Update
Reports Run Control Page
56Time and Labor Update
Reports Run Control Page, Continued
- How to search for EmplID
- Click on Lookup icon next to EmplID field
- Change Search By to Last Name
- Type in Last Name and click Lookup button
- Click on link for employee name you want to
report on. - OR
- Change Search By to Name
- Type in First and Last Name and click Lookup
button - Click on link for employee name you want to
report on.
57Time and Labor Update
Reports Run Control Page, Continued
58Time and Labor Update
Enrolling Employees in Leave Plans
- New Hires - Sick, Vacation and PL plans
- Enroll in Sick plan effective with date of hire.
- Enroll in Vacation plan effective with date of
hire - - No Accrual Plan as of date of hire
- - Permanent Plan effective with accrual date
- - Add in any accruals owed between date of hire
and - accrual date.
59Time and Labor Update
Enrolling Employees in Leave Plans, Continued
- New Hires - Sick, Vacation and PL plans
- Enroll in PL plan effective with date of hire
- PL time will be automatically awarded immediately
for plans which grant time after 0 (zero) months
service time. - OR
- PL time will be automatically awarded when the
employee reaches six months of service.
60Time and Labor Update
Enrolling Employees in Leave Plans, Continued
Path Set Up HRMS gt Base Benefits gt Plan
Attributes gt Leave Plan Table
61Time and Labor Update
Enrolling Employees in Leave Plans, Continued
Leave Plans Job Aid
Plan Type 52 - Personal Plan Type 52 - Personal
Name Description Target BU Maximum Balance Maximum Carryover Maximum Unpaid Days PT Method
P80B50 Personal 8.00 Hr Day PT 50 24.000 999 Fixed - 50
Accrual Rates after Specified Service Months Accrual Rates after Specified Service Months First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month) First Year Award Values(Hours Earned for Employment Month)
0 6 1 2 3 4 5 6
24.000000
62Time and Labor Update
Outstanding Issues
- Comp and Holiday Out of Balance
- Combining Rotating Averaging Rules into one Rule
- Enhancements TRC Usage Report
- New TRCs
- Additional Self Service Agencies
- Renaming Schedules
- Leave Accrual Shut Off Process
- New Exceptions Report
- Additional PL plans for Part Time Employees
63 Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions Discussion All
64Benefits Update
Benefits Training
- Presented in conjunction with OSC Payroll
Services Division, Core-CT Human Resources and
OSC Retirement Benefit Services Division - Attended by at least one project representative
from each module - Agency HR, Benefit and Payroll users and
corresponding managers must attend.
65Benefits Update
Benefits Training, Continued
- Designed to provide users information on how the
HR, Benefit and Payroll modules interact with
each other - Assists in identifying and addressing business
process disconnects at the agency and project
levels.
66Benefits Update
Benefits Training, Continued
- Labs
- Agency visits and/or centralized labs can be
scheduled with Central Benefits to assist
agencies with live issues. - For information and scheduling contact
- RBSD - Central Benefits UnitPhone
860-702-3535E-mail osc.benefitcorrections_at_po.sta
te.ct.us
67Benefits Update
Update on Civil Unions
- Availability of Civil Union health insurance
option
68 Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions Discussion All
69EPM Update
EPM Fall 2006 Training Survey Results
- Agencies at September User Group 42
- Agencies represented in survey results 33
- HR EPM Training Surveys collected 148
70EPM Update
EPM Fall 2006 Training Survey Results, Continued
71EPM Update
EPM 2007 Training Schedule
- HRP100 EPM HR Query Basic, HR Focus
- March 6, 2007
- HRP101 EPM TL Query Basic, TL Focus
- January 16, February 16, March 20, 2007
- HRP200 EPM Query Advanced, HR Focus
- March 13, 2007
- HRP201 EPM Query Advanced, TL Focus
- February 23, 2007
72EPM Update
EPM 2007 Training Registration
- Register with your Agency Training Coordinator
- To set up EPM agency on-site training, contact
- Barbara Jacius
- Phone 860-622-2002
- E-mail Barbara.Jacius_at_ct.gov
73EPM Update
Additional Reporting Fields - Enhancements
- CT_EMPLOYEE_TBL/VW Reporting Tables
- AUDIT_OPRID PLACE_ISSUED
- AUDIT_STAMP DURATION_TIME
- VISA_PERMIT_TYPE DURATION_TYPE
- CT_VISA_PMT_EFFDT ENTRY_DT
- VISA_WRKPMT_NBR EXPIRATION_DT
- STATUS_DT ISSUING_AUTHORITY
- DT_ISSUED CT_CTZNSTS_DESCR
74EPM Update
Financials Upgrade 8.9
- Post Financials Version 8.9
- EPM Questions?
75 Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions Discussion All
76Key Message
Allowable Confirm Thursday Activities
77Wrap 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, March 13, 2007, 130pm -
400pm and Wednesday, March 14, 2007, 900am -
1200pm - Room 1002A and 1002B
- 101 E. River Drive
78 Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions Discussion All
79Questions/Discussion
QUESTIONS? COMMENTS? FEEDBACK?