state of connecticut core-ct hrms users group meeting march 24 & 25, 2009

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State of ConnecticutCore-CT

HRMS Users Group Meeting

March 24 & 25, 2009

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Agenda

Welcome Anne North and Sue Martin

Business Process Updates

Human Resources Nick Visone and Lina Simonu

Time and Labor Belinda Thibedeau

EPM Barbara Jacius

Key Messages Anne North and Sue Martin

Questions & Discussion All

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

33

New Business

Federal Stimulus Act

The 2009 Federal Stimulus Act includes changes to tax rates.

These changes are effective

the first check in April.

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New Business

State Deficit Mitigation Plan

Core-CT changes taking place 4/1/09:

Elimination of DPS Meal Allowance

for non-BU employees

55

New Business

State Budget for 2010/2011 Biennium

Stay tuned for more changes. . .

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Agenda





EPM Barbara Jacius



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

77

Human Resources Update

Fiscal Year End

Fiscal Year End process updates the Budget year in the Combination Code from 2009 to 2010.

OPM allows Agency Budget Officers to update selected funding values for positions through the Automated Budget System.

Only Positions in Approved Status will receive the new FYE row in Position Data dated 6/5/2009.

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Fiscal Year End – Important Reminders

• Cleanup of Recycled and Denied positions should be completed prior to June 3, 2009. (All vacant positions in the Exec Branch to be abolished)

• Use Job Aid: How to Identify and Resolve Denied or Recycled Positions - http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm

• Update the row and send back through the approval process if approval is required.

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Fiscal Year End – Important Reminders, Continued

• Request that Core-CT remove the row if the update is no longer required.

• Inactivate the position, if appropriate.

• Agencies can also review Position Approval History Report for day to day review.

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• Agency Position Specialists are encouraged to limit the number of position updates performed from mid-May through June 3, 2009.

• Any positions in proposed status will not be updated for Fiscal Year End.

• Positions that are in the approval process during the Fiscal Year transition will require review for the correct budgeting upon approval.

• Positions may need to be resubmitted for approval again after the Fiscal Year transition.

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• Agency Position Specialists should identify positions needing a change in FUND, SID or Distribution Percentage of FUND or SID effective 6/5/2009 and should submit those changes for approval in April or early May.

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Fiscal Year End Sequence of Events

• Position file will be transferred to OPM on June 3, 2009.

• OPM makes file available to agency budget officers in the ADS Roster process on June 5, 2009.

• After agency makes allowed updates, OPM will return file to Core-CT on June 12, 2009 with the new budgeting information for all positions.

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Fiscal Year End Sequence of Events, Continued

• Agency Position Specialists will have view only access in Position Data from June 15th to close of business June 19th.

• The new budgeting information will be loaded into Core-CT the week of June 15th and a new row dated June 5, 2009 will be inserted into each position.

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Fiscal Year End Sequence of Events, Continued

• Project Agencies ( DOT, DEP, ITD, DPW, DPH, CSC ) will have new project combination codes available June 5, 2009, effective June 5th.

• All other agencies will have new combination codes available on June 16th, effective dated June 5, 2009. These will be built after all existing combinations codes have been “rolled forward” to the new budget year and payroll has completed the final pay cycle of FY09. (approx. 6/15/09)

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Fiscal Year End Assistance

The HRMS Fiscal Year End Job Aid is available at:

http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm

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Charges to Another Agency’s Combination Code

• Agencies occasionally want to check whether another agency is using their combination codes incorrectly.

• HR users cannot check this due to security access to the data.

• Financial users can check this once the payroll data is distributed to the General Ledger. Use EPM query: CT_CORE_FIN_GL_OTHER_DEPT_PS (July 07)

• HR users should check to ensure that they are not inappropriately charging other agencies. A new EPM query was developed to capture all agency charges to other agency’s combo codes to make the review easier: CT_CORE_HR_PYRL_CHG_OTHR_AGY (Mar09)

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Charges to Another Agency’s Combination Code, Continued

• EPM Payroll Reconciliation Queries – Job Aid http://www.core-ct.state.ct.us/epm/docs/prll_rcncltn_qrs.doc

• Core-CT will continue to query paid time each pay cycle to find cases where charges seem inadvertent.

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Charges to Another Agency’s Combination Code, Continued

• The majority of such charges result from Additional Pay Earn Codes which have combo code overrides from another agency still active after the employee transfers from another agency.

• HR/PY users need to check these additional pay pages and ensure that none of the active rows have an inadvertent override at the point the employee transfers.

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Longevity

• First preliminary reports ran on 3/06/2009. • Second preliminary reports ran on 3/23/2009.• Final processing and reports will take place on

Friday, 4/03/2009.

Note: reports become available Saturday, 4/04/2009.

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Longevity, Continued

REMINDER: • If an employee is NOT entitled to the longevity payment and the

Additional Pay row is loaded, the agency must add in a new row in Additional Pay to terminate the payment.

• If the agency cancels the payment through Central Payroll, the system will continue to issue the longevity payment until the Additional Pay row is terminated.

• When manually entering an Addl Pay record for exception employees, do not enter in the Goal Balance amount. The system interprets this field as the amount already having reached its goal. Once the payment is issued, the system inserts the goal amount into the record.

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REMINDER: • Do not insert Longevity Payment into Time and Labor. Longevity

Payment should be in Additional Pay in order for the LN1 (Longevity Additive) program to update.

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Exception 17

• Caused by data entering job data rows between 10/01/2008 to 3/31/2009 with an effective date prior to 10/01/2008.

• Example: Data Change - Performance Appraisal row data entered on 10/15/2008 with an effective dated job data row 9/30/2008 would cause an exception for the Longevity process.

• These exceptions must be manually entered into Additional Pay (entry can begin now).

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New HR Core-CT Edits

• Comp Rate Edit (In production)– In Job Data– Bargaining Units 3 and 5 through 16– Salary plans with Steps only

• 535 Q Item (Will be in production soon)– Compares job code in Position Data with the job code in Job

Data on the Job Information tab– Must be a qualified under fill– Bargaining Units 1, 2, 3, and 5 through 16 and 67

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Position Data – Refill Indicator

REMINDER:

Position Data – • Only change the Refill Indicator to Six Months when you

are requesting authorization for refill.

• Do not change the Refill Indicator field if requesting other types of activity (e.g. on a Reclass of a filled position).

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Notepad

Please enter a comment in Notepad for every Job Data row. For example:

• Agencies should indicate why an employee's pay is adjusted

• or the benchmark for an employee in a VR99 position

• or that DAS has approved a TSHC request

• or a transaction is entered as a result of a Stipulated Agreement or Arbitration Award (include the OLR grievance number or other identifying information).

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Transfer/Rehire Request

In addition to the required fields on this form, please include any pertinent information to process the transfer/rehire request. For example:

• Certification List Number

• Appointment End Date

• FLSA Period in Days (if other than 40)

• FICA Status

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Transfer/Rehire Request, Continued

DAS Interagency Transfer/Rehire Request form is now on the Core-CT website located at:

http://www.core-ct.state.ct.us/user/hrjobaids/hr/intrgncy_rhre_trnsfr_rqst.doc

Also on the DAS website located at:

http://www.das.state.ct.us/HR/HR_Forms_Index.htm

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Agenda





EPM Barbara Jacius



30

Time and Labor Update

2009 GAAP Report

The 2009 GAAP report will be modified as follows:

• Ability to identify those employees with less than 5 years service and those with greater than 5 years service.

• Allow page to fully print on 8.5 x 11 paper.

Question: CSV (Excel) or HTML format?

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Tracking Comp Time

Reminder:

It is the agency’s responsibility to track comp time and manually expire comp time.

Core-CT allows balance to be used beyond the State’s/BU’s expiration date.

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Tracking Comp Time, Continued

Example:

• Employee enrolled in C002Y00N plan• Time earned in one year must be used by end of

next year• Core will expire time two years after it is earned.

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Tracking Comp Time, Continued

• CCE 3/14/2009• Core expiration = 3/14/2011• State’s expiration = 12/31/2010• Agency to enter CAD adjustment on

12/31/2010

NOTE: This is one item that Auditors review.

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New Reports

New reports available now:

• Compensatory Time Balance report (CTTLR400)• Leave Accrued/Processed by Union

(CTTLR399 )• TCD Error Report (CTTLR904)

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New Reports, Continued

New reports coming soon:• Unprocessed Timesheets (CTTLR403)• Comments report (CTTLR352)• Usage Prior to Accrual (CTTLR404)

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Tracking Time Reporting Codes (TRCs)

TRCs can be tracked on these reports:• TRC Usage (CTHRR460)

– Payable Status PD or CL– Available after confirm

• Reported Time (CTTLR358)– Only shows time entered on Timesheet– Available as soon as Timesheet is submitted

• EPM (must use for Additional Pay items)

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Zeroing Out Leave Balances

Daily Mail dated 1/29/09:

• Agencies to do some cleanup.• Log ticket to request list of terminated employees whose

leave plans are still active.• Process will be run soon.• Only those employees who are terminated on Job Data

AND whose leave plans are terminated will be selected.

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Zeroing Out Leave Balances, Continued

• Process will insert a new row with a date equal to date process is run.

• The new row will have a zero balance.• All history will be maintained – no previous rows

deleted.• Watch for Daily Mail announcing when it will be

run.• Reports will be available to agency TL

Specialists.

3939

Agenda





EPM Barbara Jacius



40

EPM Update

Updated Field Names

CTW_EMPLOYEE/VW Reporting Tables:

Old Field Name New Field Name

CMPNY_SENIORITY_DT CT_LAYOFF_SEN_DT

PROF_EXPERIENCE_DT CT_LONGEVITY_DT

SERVICE_DT CT_BENEFIT_SERV_DT

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EPM Update

Updated Field Names, Continued

CTW_EMPLOYEE/VW Reporting Tables:

• All private/public queries that use these renamed fields have been updated.

• Please remember to ‘re-save’ any affected query prior to running.

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EPM Update

New Fields

CTW_EMPLOYEE/VW Reporting Tables

Field Name Description

REPORTS_TO Reports to Position Number

SUPERVISOR_ID Supervisor ID (Employee ID)

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EPM Update

New Fields, Continued

CTW_JOBCODE_TBL Reporting Table

Field Name Description

JOB_PROFILE_ID Job Profile ID

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EPM Update

2009 Query Audit

EPM Team is Conducting a Query Audit and Clean-up:

• Queries not run since 6/30/2007 are on a list for deletion from EPM.

• Query Deletion Date: 4/1/2009• Queries that users wish to keep require specific action by

the owner by 3/31/2009.

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EPM Update

2009 Query Audit, Continued

For list of queries for deletion and user instructions, navigate to:

http://www.core-ct.state.ct.us/epm/March 2009 Queries for Deletion April 1

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Agenda





EPM Barbara Jacius



47

General Housekeeping

26/27 Benefit Recovery

Problem caused by 27 pay checks in the calendar year and 26 in the fiscal year

Health, Dental and Supplemental Life benefits under-deducted for 3 pay cycles

Recovery of deductions to be performed automatically beginning with check date 3/27/09

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Wrap UpThank 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, September 22, 2009, 1:30pm - 4:00pm and Wednesday,

September 23, 2009, 9:00am - 12:00pm

Room 1002A and 1002B 101 E. River Drive

4949

Agenda





EPM Barbara Jacius



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Questions/Discussion

state of connecticut core-ct hrms users group meeting march 24 & 25, 2009

Documents

budget year

approval process

fiscal year transition

vacant positions

position data

new businessstate budget

number of position updates

recycled positions http