fall 2013 hrms user group v3 final.ppt - core-ct - home · §the state was converting all of its...

Agenda

1. Welcome Sue Martin2. Business Process Updates

§ Payroll Lynne Nguyen/Shelley Mosig§ HR Deb Atkinson§ TL Belinda Thibedeau§ Benefits Araceli Alvarez§ Retirement Payroll Nancy Polak

3. EPM Barbara Jacious4. Security Mary Yabrosky5. Recap / Wrap Up Sue Martin

2

Ten Years Ago . . . .

§ George W. Bush was president

§ John Rowland was governor of CT

§ Arnold Schwarzenegger was elected governor of CA

§ Finding Nemo grossed over $340 Million

§ The State was converting all of its HR, Payroll, and Time & Labor systems into something called ‘Core-CT’

§ The State was about to automate delivery of Benefits for the first time

§ The Core-CT team was just finishing a week-long cutover to PeopleSoft HRMS Version 8.3

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Ten Years Ago, continued . . . .

§ The top-selling cell phone was the Nokia 1100

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One Year Ago . . . .

§ The State was battening down the hatches for Hurricane Sandy

§ The Core-CT team was hunkering down for a weekend-long cutover to PeopleSoft HRMS Version 9.1

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Five Months Ago . . . .

§ The Core-CT team was hunkering down for yet another weekend-long cutover of Retirement Payroll into PeopleSoft HRMS Version 9.1

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Now. . . .

§ We’re back to “normal”

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Year EndPreparation for 2013 W-2 Processing

§ All check/advice reversals and cash recovery/workers' comp reversals as well as other manual adjustments must be submitted to the OSC Central Payroll Unit by noon on Tuesday, November 12, 2013.

§ All reversals for checks and advices issued after November 15 must be submitted to the OSC Central Payroll Unit by noon on Friday, December 13, 2013.

§ Adjustments not received by these deadlines will result in the issuance of a W2-C.

§ Checks dated 12/27/13 – Because of time constraints, all corrections will result in the issuance of a W2-C.

10

Holiday Processing Schedule

Confirms will take place as usual for the months of November and December

Confirm for 1/10/14 check:§ Confirm will take place as usual on Thursday, January 2nd, 2014

§ Please note, because of the holiday on Wednesday, January 1, Interface files are due on Monday, December 30th, 2013 by 4PM.

Confirm for 2/21/14 check:§ Confirm will take place on Thursday, February 13th, 2014

§ Please note, because of the holiday on Wednesday, February 12th

Interface files are due on Monday, February 10th, 2014 by 4 PM

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Payroll

Coming Soon!

Updated Job Aids - Revisions are being added to the Core-CT web page for the following:

Earnings Job Aid

Deductions Job Aid

http://www.core-ct.state.ct.us/hr/payroll/payroll_jobaids.htm

A Daily Mail will be sent when the updates are published.

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Payroll

Central Payroll Override Request Form-Deduction Override Tab

Do Not Enter Negatives on this sheet. If it is a Refund just specify “R” in the action code box.

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Payroll

Central Payroll Override Request Form-OPEB Refund

WHEN REQUESTING AN OPEB Refund- PLEASE verify that the employee is ACTIVE. If employees are terminated the refund cannot be processed thru payline. Do not request on this form and send an email requesting the same information. One method is sufficient.

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Payroll

OPEB Deduction – New Edit

§ When hiring a health care eligible employee, the OPEB or OTRS deduction is mandatory.

§ The Core-CT system has been configured to display an error message if the agency fails to set up the OPEB/OTRS deduction upon hire.

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Payroll

OPEB Deduction Codes

§ Originally set up as OPEB and OTRS for employees hired after 7/1/2005

§ New codes set up at ½% for July 2013 for the rest of the health care eligible population: OPE2 and OTR2

§ OPE2 and OTR2 will be automatically increased to 2% and 3% in July of 2014 and 2015, respectively.

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Payroll – Tips & Tricks

Selection Criteria- more than one Paygroup

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Selection Criteria- more than one Pay Group

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Double click here to sort paygroups


Selection Criteria- more than one Pay Group

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Double click on PPE date to sort

by date


Selection Criteria- employee has more than 300 rows

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Selection Criteria- employee has more than 300 rows- SAME EMPLOYEE

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HR

E-Profile for Personal Information §From Home Page, can view and change certain aspects of Personal Data

§Name and address changes require workflow

§Upon approval/denial, requester receives a system-generated e-mail at the e-mail address populated on their User ID

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HR

§ User ID set up is accessed under “My System Profile” from the Home Page. § Encourage agencies to have employees set up User

ID, including population of the e-mail address, at the time of hire.

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HR

§ Note: The e-mail address in Personal Data is used by HR staff for informational purposes only

§ It is not used for system-generated notifications

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HR

Personal Data Changes for Retirees§Agencies should not make any name or address changes on retirees.

§Agencies must also not make changes to the direct deposit set up.

§Rather, Retirees should submit requests for such changes via the appropriate forms to the Retirement Services Division. http://www.osc.ct.gov/rbsd/forms/index.html

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HR

§ Remember: This process applies to ALL retirees, including those working as Temporary Worker Retirees, and those with deferred payouts.

§ Job Aid titled “Retiree Payroll – Agency Impact” at http://www.core-ct.state.ct.us/hr/cross_module/cross_module_jobaids.htm

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HR

Tips and Tricks – Worklist § Upon approval, recycle, or denial of a position action, the

position routes back to the Originator’s worklist.

§ To clean up worklist:

§ If approved, simply click on the position. It will disappear!

Note: If it doesn’t disappear, send us a ticket with the position number(s). We can help.

§ If recycled or denied, please refer to the Job Aid titled, “Processing Denied or Recycled”.

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HR

Tips and Tricks – Social Security Numbers§ If you get the edit message below when adding a new

person, PLEASE DON’T IGNORE IT!§ Instead, contact Pauline Mahoney at 860-713-5033 or

[email protected]

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HR

Tips and Tricks – Job Indicator§ If you receive the edit message below, when hiring a new

person, PLEASE DON’T IGNORE IT!§ Employees can only have 1 primary job.§ Instead contact Pauline Mahoney if you need information on

what other jobs the person has. She can advise you on the best way to proceed.

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HR

Tips and Tricks – Job Indicator§ Remember, this holds true for retirees too!

§ The OSC Job Data record in place for retirement payroll purposes is the primary record

§ Therefore, Temporary Worker Retirees must be secondary

§ TWRs should be instructed to NOT use e-profile functionality

§ User ID assignment process is different for TWRs.

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HR

§ Tips and Tricks – Retirement Actions§ If an employee has retired, please don’t use that record

for any other employment or payout purpose.

§ If payouts are necessary or the retiree is rehired as a Temporary Worker Retiree, please use a new employment instance.

§ Better for reporting purposes.

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HR

Tips and Tricks – Correcting records§ Ticket Requests to delete rows§ If the erroneous row was entered the same day, we can

delete the row.§ If not, agencies can usually correct the error

themselves by adding a new row. § Deleting rows is a last resort and only performed when

absolutely necessary. Deleting rows may negatively impact benefits processing.

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HR

Tips and Tricks – Notepad in Job Data§ Please use the Notepad in Job Data to provide

additional information on each transaction

§ Salary calculations, data changes etc.

§ Less likely to receive an error notice

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HR

Tips and Tricks – Preliminary Reports§ When preliminary reports are run, please don’t

ignore them!

§ We need your help to ensure accurate records and pay!

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HR

Transfer/Rehire Procedures§ All transfer and rehire requests requiring

assistance from DAS are now handled by Lisa Godin ([email protected])

§ Reminders:§ Complete ENTIRE form

§ Processing time frame is very limited on transfers

§ Transfers must occur on a pay period begin date

§ See memo distributed 9/19/2013 for detailed procedures

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HR

DAS Official Memorandum 11-01A

§ Outlines procedures for administration of health benefits

§ Lists proper documentation required

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HR

Job Aids§ Are there any procedures you struggle with?§ Are there any job aids you don’t understand?

Training§ Are you in need of an overview of HR processing in

Core-CT?§ Would you like to see training available in a specific

area?

Send me an e-mail at [email protected]

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TL

New Timesheet Validation

§ Effective 10/18/13

§ Shift and Weekend Differential cannot be added if the eligibility flag is ‘N’ on Maintain Time Reporter

§ Employees who are eligible for Shift or Weekend Diff should have the flag set to ‘Y’

§ Agencies should be letting the Time and Labor rules create Shift and Weekend Diff rather than calculating it outside the system and adding as lump sum (FLSA impact)

§ If rules are not working, contact Time and Labor Team

§ Bargaining Unit 09 employees exempt from edit

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TL

Leave Accruals

§ When employee is terminating, leave accruals should not be terminated until all transactions have been processed (confirmed)

§ To prevent new accruals from being awarded, switch to no accrual plans (SNOACC, VNOACC, PNOACC)

§ Employees on an extended Leave of Absence should be enrolled in the no accrual plans

§ Adjustment codes have to go through a confirmed paycheck

§ If an adjustment does not change the accrual balance, contact Time and Labor team

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TL

Leave Accruals (continued)

§ Since 9.1 upgrade, there has been an issue occurring with leave accrual balances

§ Balance is reduced on the timesheet without time being posted

§ Issue is sporadic and could happen to any employee

§ Cause is unknown

§ Have logged a case with Oracle

§ Time and Labor team has to fix – log a Help Desk Ticket

§ If left alone, the issue is fixed automatically during confirm process

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TL

Leave Accruals (continued)

§ Employees working less than ½ time

§ Leave Plans are being terminated

§ Some caused by Job Data transaction, some by Benefit event

§ Time and Labor Team will delete the terminated row

§ May have to manually add accrual if any missed

§ Currently looking into the cause

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TL

Compensatory and Holiday Time

§ Past issues include math errors, expired time not being deducted from balance and two balance tables getting out of sync

§ Have to be manually fixed by Time and Labor Team

§ New issue since 9.1 upgrade

§ Time and Labor Team fixes record when there is expired time that hasn’t been deducted from balance

§ The issue returns the next day or at a later date

§ Log a Help Desk ticket

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TL

Compensatory and Holiday Time (continued)

§ Monthly report of employees with issues will continue to be sent

§ Average number of employees on the list is 400

§ Log ticket with Help Desk to have employee records fixed

§ Comp tickets can only be worked on during non-confirm week

§ There is usually a back-log

§ If new monthly list is sent and a ticket is already in the queue –Do Not send in a new ticket

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TL

Schedules Renaming

§ New schedules will be created with the new name

§ Will be converting existing schedules as time permits

§ Start with schedules that are unassigned

§ Rotating schedules will be last (work with agencies)

§ Schedule name is now 16 characters

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TL

Schedules Renaming (continued)

§ 1-4 Number of hours in the first week

§ 5-11 Length of each day in the first week (see chart)

§ 12-13 Number of weeks in the schedule

§ 14-15 Version number

§ 16 Characters A-Z to group like schedules

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TL


48

Day Length Values for characters 5-11Hours Use Hours Use Hours Use Hours Use Hours Use Hours Use Hours Use

0.25 + 3 3 4.75 R 6.5 L 8.2 : 9.25 B 13 ;

0.5 | 3.2 ~ 5 5 6.75 K 8.25 G 9.5 A 13.12 [

0.75 ) 3.25 V 5.25 Q 6.8 O 8.33 F 9.75 % 13.13 ]

1 = 3.5 U 5.5 P 7 7 8.34 E 10 1 14 Y

1.5 ( 3.75 Z 5.75 N 7.25 J 8.5 D 10.5 X 14.5 &

2 2 4 4 6 6 7.5 I 8.75 C 11 $ 15 !

2.25 * 4.25 T 6.12 \ 7.75 H 8.89 @ 11.5 - 15.5 ?

2.5 W 4.5 S 6.25 M 8 8 9 9 12 # Off 0

2.75 / 4.7 ^ 6.4 < 8.11 } 9.13 > 12.5 {

TL


Example: 40 hour schedule with 8 hour days M-F4000 8008888 01 01A

Example: 40 hour schedule with 8 hour days M,W-Sa4000 8808088 01 01B

Example: 37.5 hour schedule with 7.5 hour days Tu-Sa3750 II00III 01 01A

Example: 17.5 hour schedule with 3.5 hour days F-Su,W-Th1750 UUU00UU 01 01A

Example: 26.25 hour schedule with 8.75 hour days M-W2625 000CCC0 01 01A

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TL

Time and Labor Training

§ Anyone interested in training?

§ Agency User Group meeting?

§ Help Lab?

§ Job Aids?

Contact: Belinda Thibedeau

(860) 622-2262

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TL

Time and Labor Jeopardy

§ 4,770

§ 624

§ 254,215,301

§ 374

§ 46 and 14,662

Bonus:

§ Can anyone name all of the people that have been on the Time and Labor Team in the past ten years?

Hint: 7

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DOMA

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§ On June 26, 2013, the U.S. Supreme Court struck down the portion of the Defense of Marriage Act (DOMA) that effectively barred same-sex married couples from being recognized as "spouses" for purposes of federal law.

§ Before the Supreme Court’s ruling, State employees or retirees providing health benefit coverage for a same sex spouse under the State’s health plan paid the premium for the spouse’s coverage on a post-tax basis.

§ http://www.osc.ct.gov/2013memos/healthcare/201303hp.htm

DOMA

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§ Over the Summer, Core-CT worked with the Central Benefits Unit to modify the records for employees who covered a same-sex spouse under the State health plan. On a global basis Core-CT updated the employee’s job data to modify the same-sex eligibility.

§ The Core-CT system automatically adjusted premium shares from a post-tax to a pre-tax basis and modified federal income and Social Security taxes year-to-date balances.

§ Effective 1/1/13, SSMC Plan Types (15, 16 & 1B) no longer open. This ensures that any future changes to the employee’s benefits record will maintain regular coverage without the federal income tax burden.

§ If you identify employees in your agency that have not been updated, please contact the Central Benefits Unit at [email protected]

DOMA

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§ Moving forward agencies will enroll same-sex spouses pursuant to regular new marriage procedures:

§ The employee must provide a copy of his or her marriage certificate at the time of enrollment.

§ Upon employee notification, agency personnel will use the date of the event to create a Family Status Change (FSC) event in Core-CT and produce an Enrollment Statement for the employee. Once the completed Enrollment Statement and marriage certificate is received and within 31 days of the employee’s qualifying life event, the agency will process the request in On Demand Event Maintenance.

§ During On-Demand Event Maintenance entry, the agency will enter the employee’s same-sex spouse as a “Spouse” in the Relationship to Employee field and Married in the Marital Status field in the Update/Dependent Beneficiary Page and process the requested update to health coverage.

DOMA

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DOMA

§ Confirmation Statements will need to be provided to any employee requesting an update to coverage.

§ The Confirmation Statement serves as proof of the requested change by the employee.

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Open Events Processing

REMINDER

§Events in the Event Status Update in On-Demand Event Maintenance may have an Event Status of “Closed to Processing” however the event may not be completely processed if the Process Status is:

•Assigned•Notified

•Prepared•Entered

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Event Closed Not Processed Through

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§All events in On-Demand Event Maintenance must be processed through to a status of:

• Prep None

• Program None

• Enrolled

§Events must be processed in a timely manner.

§Once you receive the auto-query report detailing any open or unprocessed events you should be processing those events before they reach their 60-day mark and you’re unable to access them.

§Important: Even if the employee is not eligible for benefits, On Demand Event Maintenance events will open and must still be processed within the 60 day mark.

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Event Closed and Processed Completely Through

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Error Messages§ When processing an event in On-Demand Event Maintenance,

if you receive one of the following errors, research the employee’s record to be sure all pertinent data has been entered.• Prep Error (PE) – Occurs when there is an error in option

preparation by Benefits Administration. The error message will inform you of the type of error that has occurred.

• Election Error (EE) – Occurs when election entry is done and the system identifies an error with the information entered.

§ System errors will occur and future event processing may be flawed if events are left in one of the above listed statuses. If you are not able to resolve the issue on your own, contact the Central Benefits Unit at [email protected]

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Guardianship/Temporary Guardianship

§Section D of the Healthcare Policy & Benefit Services Division Memo 2012-04, instructs employees to submit a Legal Guardianship Order and Form CO-1318 for each ward/temporary ward to the active employee’s agency. §In an effort to keep track of all wards and temporary wards, agencies must forward all ward and temporary ward information to the Central Benefits Unit for processing. §Any employee who has obtained full guardianship or temporary guardianship will need to complete Form CO-1318 located on the OSC website at http://www.osc.ct.gov/agencies/forms/index.htmland provide the court documentation that grants the employee full or temporary guardianship of the ward.

63

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§The agency will need to make a copy of the documents for their files and then forward the original Form CO-1318 and a copy of the court documentation to:

OSCHealthcare Policy & Benefit Services DivisionCentral Benefits Unit55 Elm St.Hartford, CT 06106

§If the documentation submitted is valid, Central Benefits will enroll the ward or temporary ward in health coverage. §The Relationship to Employee field will be updated in the Update Dependent/Beneficiary page to Ward or Temporary Ward.

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§ Central Benefits will periodically review the files to verify that the court order has not expired and the Ward/Temporary Ward is still under age 18.

§ Employees will need to be given Form CO-1321 Annual Certification Qualified Dependent when their Ward/Temporary Ward turns age 18. If the employee wishes the former ward to remain enrolled in health insurance and meets the criteria specified in Section II of the form, the employee will need to complete and notarize the form.

§ If the employee continues to meet the criteria in Section II of the form and wishes to keep the former ward enrolled in health coverage, a new form CO-1321 will need to be completed every year in order to avoid any tax consequences.

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68


§If the employee wishes to keep their former ward enrolled in health coverage and does not meet the criteria specified in Section II of Form CO-1321, the employee will need to complete Form 1048-NQ Non-Qualified Child (Former Ward) Enrollment Application. §The employee will then pay the Fair Market Value for keeping the former ward enrolled in health coverage.

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70


OPEBRETIREE HEALTH FUND REFUNDS FOR TERMINATED EMPLOYEES

Recurring Problems:

§ Failure to submit override spreadsheet in time for final paycheck—results in repayment delay

§ Failure to turn off deduction after refund application/calculation is done: Underpayment, requiring second refund

§ Calculation Errors: Overpayments (collection problems)

§ Run OPEB query (CT_CORE_HR_3PCT_RETURNS) to identify the total amount to be refunded (attach query to CO-1301)

§ Incorrect deduction code used for refund

§ Duplicate payments: Failure to attach copy of override spreadsheet to CO-1301 (showing that agency has already processed refund)

§ Agencies must review an employee’s last paycheck to ensure the refund has been processed. If it has not, contact [email protected]

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OPEBSTREAMLINING OPEB REFUND PROCESS

TERMINATED EMPLOYEES

THE AGENCY:§ Must advise the employee of the right to a refund.

§ Will provide the employee with the most recent version of Form CO-1301 (Rev. 9/12) Application for Refund Retiree Health Contributions and have the employee complete prior to termination.

§ Will shut off the deduction ASAP, if the employee has requested a refund.

§ Will calculate the amount of refund.

72

OPEBSTREAMLINING OPEB REFUND PROCESSTERMINATED EMPLOYEES (continued)

THE AGENCY:§ Will run Payroll/Billing Audit to see if employee has amounts

due for health benefits. If yes, notify OSC Central Benefits Unit at [email protected] that employee has requested OPEB refund.

§ Will send the override spreadsheet to [email protected] before the employee’s last paycheck.

§ Will submit: (1) a copy of the CO-1301 (with query result) and (2) a copy of the override spreadsheet to Healthcare Policy & Benefit Services Division at [email protected] or via fax at (860) 702-3556.

§ Note: Agencies can mail the information to the Division but it will delay the refund process further.

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OPEB

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OPEB

REFUND OF CONTRIBUTIONS FOR DECEASED EMPLOYEE

• If surviving spouse qualifies for pre-retirement death benefits, no refund is due.

• If no pre-retirement death benefits are due, refund can be issued.

•Agency prepares CO-1301 and runs query to determine refund amount; submits CO-1301 along with copy of most recent CO-931 Designation of Retirement System Tier Plan Beneficiary Form (which reveals beneficiary) to [email protected]

•OSC Payroll will issue check to deceased employee’s beneficiary.

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OPEB

• Are NOT entitled to a refund of their Retiree Health Fund contributions.

• Are required to pay Retiree Health Fund contributions through the final pay check (including vacation/sick leave payouts)

• Agencies do NOT turn off OPEB/OPE2/OTRS/OTR2 or ADJOPE deductions for the employee final paycheck.

• Agencies do NOT terminate employee in job data until after the final paycheck has been issued.

• All retirees must pay active health premiums for the first month after retirement. This deduction is part of the last payout check.

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REMINDER - RETIRING EMPLOYEES WHO AREELIGIBLE FOR RETIREE HEALTH BENEFITS

OPEB

Notice: If the retiree does not make the required Retiree Health Benefit contribution, the following may occur:

§ Suspension of retiree coverage until OPEB contributions are paid.

§ Unpaid Retiree Health Benefit contribution amounts may be offset from future Medicare B and D reimbursements.

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OPEB

INCREASED MONITORING

• The Healthcare Policy & Benefit Services Division (HCPBSD) will audit all suspensions of OPEB/OTRS/OPE2 and OTR2 during the first pay period of each month.

• HCPBSD will review final paychecks for retirees to ensure the appropriate Retiree Health Benefit contributions have been taken.

• HCPBSD will reach out to agencies that fail to comply.

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OPEB

Coming Soon

• A new OPEB tracking page is under development

• To assist Central and Line agencies in monitoring employees’ activity for OPEB

• Watch for the Daily Mail

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eBenefits - Status

§ Self-Service for eBenefits has been put on hold. Further information regarding eBenefits go-live will be provided once the State resumes eBenefits development.

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Retirement Payroll

New Company:

§ Employees remain in company “CT” with a type of “Employee”

§ Retirees have been converted into company “RET” with a type of “Person of Interest”

§ Rehired Retirees (TWR) have an active record in both companies; Retirement record is “Primary”

§ Retiree Health Benefits are maintained in the “RET” company

§ Permanent Re-employed workers – Retirement record is “Secondary”. When account is fully closed, the RET record will be terminated.

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Retirement Payroll

Shared Data for Retirees

§ Name, Address, Direct Deposit Data is set up at the person level, and is shared by both companies

§ IMPORTANT – if the person is retired, the owner of the record is the Retirement Division. Agencies should not make any changes to the shared data.

§ Refer Retirees to the OSC website for any changes to this information: http://www.osc.ct.gov/stretire.htm

§ For more information, see the “Retirement Payroll – Agency Impact” Job Aid located at http://www.core-ct.state.ct.us/hr/cross_module/cross_module_jobaids.htm

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Retirement Payroll

Other Noteworthy Information:

§ EGWP address type is being used temporarily to track a physical address for retirees for Medicare reporting purposes. Changes to this address type should only be made by the Retirement Healthcare Unit.

§ Date of Death – this will not be posted until Retirement Payroll makes the final payment

§ EFT Coding – new Retirees’ EFT codings (direct deposit) will posted with an effective date of the 15th of the month. This should ensure that both the last check on the active side and the first check on the retiree side will be physical checks.

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Retirement Payroll

Pension Project News

Project to Implement the Pension module within Core-CT.

Phase 1 – defining State’s requirements; should be starting soonPhase 2 – implementation - planned to start next summer

Some agency involvement may occur throughout the project.One goal is to streamline/automate the process of the transition from active employment to retirement.

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EPM

OPEB Reporting

§ CT_CORE_HR_3PCT_RETURNS

§ Now includes all Retirement Health Insurance contribution codes

§ Additional deduction codes: OPE2 and OTR2

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EPM

New Queries

§ CT_CORE_HR_EMPLOYEE_SUPERVISOR

§ Returns employee/Name and employee id/Name of supervisor

§ CT_CORE_HR_EE_RGSERS_AUDIT

§ Supplies a list of agency employees electing the grandfathered retirement age deduction; includes the codes RGSERS, RGJUD and RGSHY.

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EPM

Sensitive Data

§ CTW_EMAIL_PHN/CTW_EMAIL_PH_VW

§ Users can now access protected email and phone data on the sensitive data version CTW_EMAIL_PHN

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EPM

Universities and Colleges

§ POSITION_PHONE field on job data can now be used to enter a corresponding Banner Number

§ Agency specific queries can be developed. Please log a Helpdesk Ticket.

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EPM

CTW_PAYCHECK/VW

§ Redesigned to accurately capture an employee’s split direct deposit distribution.

§ Field added-

§ CT_SUPPR_DDP_ADVIC (Suppress DDP Advice Print)-indicates whether a paper advice or electronic copy was produced.

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Security Automation

93

qOctober, 2013 – Creation of New User Ids Automated in Core-CT

q56,000 + Self-Service User Ids

qSelf-Service Roles assigned and removed dynamically

qJune, 2013 - CO-1092 Application Security Request Form automated on-line including Approver Workflow

qAll CO-1092 requests must be associated with an on-line Transaction ID

qFaxed CO-1092 paper forms will not be accepted

Security

Security Roles

94

qCT_CO1092_LIAISON (complete on-line form)q160 HR Liaisonsq164 FIN Liaisons

qCT_CO1092_APPRV_MGR (Agency Approving Manager)q291 HR Approving Managersq295 FIN Approving Managers

qCO-1092 Training qLiaisons must receive training prior to obtaining accessqLiaisons can be crossed-trained by other Liaisons or by the Core-CT Security

TeamqCore-CT Security Liaison Training – On-line Training Registration Tool – In

development!

Security

Security Roles – HR Segregation of Duties

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qApproval of Conflicting HR roles requires additional information

qWritten justification - can be provided on Comments Page

qInternal Control Procedures (ICP) - can be attached to on-line form

qSegregation of duties and related roles are subject to periodic audits

http://www.core-ct.state.ct.us/security/pdf/hr_seg_duties9_1.pdf

Security

CO-1092 Security Form Attachments:

q Roles implying Segregation of Duties conflict

q Attached ICP to Comments page to facilitate approval process

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Security

CO-1092 Security Form new features:

q Edit Departments link.

q View Existing Roles link.

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xxxxxx xxxxxx

Security

CO-1092 Security Form new features:

q Liaisons can request to have a transaction reassigned to another manager.

q Liaison sends email to Core-CT Security Team including: q Trans. IDq Employee IDq New Manager

Name

[email protected]

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(Mary is out on leave...)

Security

CO-1092 Security Form notes:

When a request is denied or modified by any DAS or OSC Approvers, an explanation as to why can be found in the comments section of the transaction.

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xxxxxx xxxxxx

Security

SecurityCO-1092 Addendum Revised

100

For more detailed instructions for use, visit:http://www.core-ct.state.ct.us/security/proc_updates.html

Security

Security CO-1092 Addendum Revised

101

qFollow naming standards for all attachments

qFile Attachments cannot exceed 31 characters or it will not attach.

qThe on-line request will need to be submitted under the liaisons User ID with the CO-0192 Addendum

qRoles need only be added to on-line form to trigger workflow; roles will be removed by the Security team prior to finalization

Please refer to the Security Liaison Guide for information related to all matters of Core-CT Security:

http://www.core-ct.state.ct.us/security/pdf/liaison_guide9_1.pdf

Security

Security Reminders

102

qLiaisons are to Lock user accounts upon retirement, transfer or termination

qLiaisons should submit a CO-1092 request to have the user’s transactional roles and row security removed.qMust do so before employee job row becomes inactive

qIf a liaison no longer has access to an employee, a request can submitted under the liaisons User ID with the CO-0192 addendum attached; the same applies for rehired retirees.qInstructions on Comments Page should be included

qDo not use worklist to approve transactions, this is not supported and does not work.

qRetirees do not have access to Core-CT

Security

Core-CT Login Page Update

q Core-CT Sign On Page is being modified

q Include links to access Security Liaison contact information

q Both on Sign-on and Password Reset Pages

103

Forgot your Password? Click hereto have a temporary password emailed.

User ID or Password not working? Click hereto find your agency’s Security Liaison for assistance.

Security

Security To Do List

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qEstablish Security Liaison Training

qModernize and improve the Core-CT Sign On Page

qExpand HR and FIN Security Reporting into EPM

Security Questions and Help: [email protected]

Security

Recap / Wrap Up

Thank you for your participation today.

Look for this presentation and more information on the Core-CT web site…

www.core-ct.state.ct.us

108

Look for this Presentation

109

http://www.core-ct.state.ct.us/hr/usergroup/Default.htm

fall 2013 hrms user group v3 final.ppt - core-ct - home · §the state was converting all of its...

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