state of connecticut core-ct project hrms users group meeting march 13 & 14, 2007

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State of ConnecticutCore-CT Project

HRMS Users Group Meeting

March 13 & 14, 2007

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Agenda

Welcome Anne North and Sue Martin

Business Process Updates

Payroll Nancy Ribes, Shirley GalkaHuman Resources Lina Simonu

Time and Labor Belinda Thibedeau

Benefits Scott D. Anderson

EPM Mary Yabrosky, Barbara Jacius

Key Messages Anne North and Sue Martin

Questions & Discussion All

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

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Welcome

Core-CT HRMS Updates

Upcoming Financials Outage – No HRMS Impact• March 16 - 19 • HRMS has normal hours of operations

Projects Implementation • Effective with the new Fiscal Year• 4 Agencies participating: DOT, DoIT, DPW, DEP

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Welcome

Core-CT HRMS Updates

User Forum

• Offered as part of future HRMS User Group Meetings

• Chance for agencies to ask questions of one another and share best practices

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Human Resources Update

Mass Salary Annual Increase

Mass Salary Annual Increase:• January 2007 Annual Increases (3 month delay) for

bargaining units: NP-4 and NP-5

• First preliminary report ran on 03/01/2007.

• Second preliminary report scheduled to run on 03/16/2007.

• Final report will run on 04/07/2007.

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Longevity

• First report ran on 3/1/2007; second and third preliminary reports will run on 3/16/2007 and 3/30/2007 respectively.

• Final processing and reports will take place on Friday, 4/06/2006.

• Note: reports become available Saturday, 4/07/2007.

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Fiscal Year End Tasks – Important Reminders

Cleanup of Recycled and Denied positions should be completed prior to June 6, 2007.

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

• Request Central 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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Fiscal Year End Tasks – Important Reminders, Continued

• Agency Position Specialists are encouraged to limit the number of position updates performed from mid-May through June 15, 2007.

• 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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Fiscal Year End High Level Sequence of Events

• Position file will be transferred to OPM on June 6, 2007.• OPM will review and forward to Agencies’ Financial and HR units on

June 8. • Once file is returned to OPM, OPM will return file to Core-CT on June

15, 2007 with the new budgeting information for all positions. • Agency Position Specialists will have view only access in Position

Data from June 18th to close of business June 22nd.• The new budgeting information will be loaded into Core-CT the week

of June 18th and a new row dated June 8, 2007 will be inserted into the Position.

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Fiscal Year End Assistance

• The HRMS Fiscal Year End Job Aid will be available the beginning of April.

• Fiscal Year End morning and afternoon workshops are scheduled for April10th at DOIT.

• Job Aid will be announced in the Daily Mail.

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Job Aids

Reminder on New Job Aids:• Employee Class• Date Definitions for Human Resources

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

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Job Data Update

• Probationary Date- Employee Class set to Probationary Period

Classified or Unclassified must be completed in Job Data.

- The field reflects the final day of the working test period.

• Appointment End Date- Employee Class set to a type that has an end date

must be completed in Job Data.

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Position Workflow Update

• Position workflow has been updated to follow the processing rules prescribed by the approving agencies (DAS, OPM). - Previously some actions not requiring OPM approval

routed there incorrectly.

• Workflow path for each action is now printed on the Position Approval page in the Approvers field.

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Human Resources UpdatePosition Workflow Update, Continued

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Position Workflow Update, Continued

• Changes made to the action by approvers which alter the workflow path are now handled by recycling to originator.

- Approval path can be reset. - Prevents disconnects.

• Position reclassification actions with a “Manager Level” of Supervisory, Mgr/Director, Administrator, Appointed Official or Not Assigned routes to DAS and OPM for agencies with approval requirements.

- Manager Levels below routes only to DAS.

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Human Resources UpdatePosition Workflow Update, Continued

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Position Workflow Update, Continued

• The Mass Position Refill process (which resets the refill indicator back to manual after the refill period expires) has been updated.

- Successfully ran January 31 with few resets.

- Agencies should continue to request early resets for recruitment, if appropriate.

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Anticipated Position Changes

• Position values will be evaluated for conformance with the job code table when a new position row is added.

– Values reviewed are: Reg/Temp, Title, Union Code, Salary Plan, Grade, and Step.

– Overridden values will be highlighted in yellow.

– Highlighted values will eliminate accidental changes and inadvertent approvals.

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Anticipated Position Changes, Continued

• Position rows added with the same previous effective date will automatically increase the Effective Sequence.– Assist with position workflow.

• Job code search page in position data will include job code description.

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• Mass Position update – New process to implement mass update of approved positions is under development.

– Core-CT will process most position changes when OJE and other job class changes occur affecting job code default values.

– Agencies will still be required to update job data.

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Time and Labor Update

Daily Mail

• Daily mail used to communicate issues, workarounds, new processes, etc. to users

• Very important for users to read them

• Agencies should ensure that appropriate staff receive daily mails

• Self Service agencies are required to communicate relevant information to agency users as Time Reporters are not on the distribution list.

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Workgroups

Bargaining Unit 04 – Non Bargaining Unit Employees

• Workgroups for this BU have no rules attached.• No exceptions will be created for sick subsets (sick

family, funeral time, etc.). • Agencies must track sick usage manually.• Overtime must be hard coded for straight time and time

and a half.

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Exceptions

• Congratulations on clearing exceptions!• New report of exceptions – Time and Labor > Reports >

Exception Report• Has same information as on-line Exception page• New functionality for 8.9• Exception will be created for each instance of

attendance on that day.

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Schedule Requests

Please send all schedule requests to Help Desk via

ticket!

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Comp Expiration Reports

Two different Comp Time reports:

1. Time and Labor > Reports > Comp Expiration Report – shows comp time that will expire in the future.

2. Time and Labor > Reports > Expired Comp Time Report – shows comp time that has expired in the past.

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Time and Labor Auditing Reports

Reports run by Agency:

• Reported Time – displays what has been entered on the timesheet (Reported Time); can request specific TRCs.

• TRC Usage – displays Payable Time with a status of TP, PD or CL; can be used as a tool to verify if an employee has exceeded sick family, family funeral, or any other subset of sick.

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Time and Labor Auditing Reports, Continued

Reports run by Agency, Continued:

• Time Summary – displays time which has been processed by Time Administration and will be sent to Payroll as well as any prior period adjustments which were processed during the pay period specified; each part of the report can be run separately; time which will NOT be sent to Payroll such as rejected or needs approval will not be on the report.

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• Exceptions – will report on any exceptions which remain unresolved since 10/17/03; the report will offer suggestions for clearing the exception; contact Help Desk if unable to clear; cleared exceptions need to run through Time Administration before they will be resolved.

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• Department Payable Status – displays Payable time with the specified status; Estimated, Needs Approval, Approved, Rejected, Taken By Payroll, Closed; very useful for self service agencies.

• Standard Hours vs. Reported Hours – used to verify that time has been posted correctly; will provide information for underpayments and overpayments.

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Reports run in Batch:

• Employees Not Processed by Payroll CTTLR380 – shows employees that had time which was not picked up by Payroll and will not be paid.

• Time Reporter / Job Maintenance CTTLR385 – will display employees whose Time Reporter Data page was updated to match the status (Active, Inactive) on Job Data; will have impact on time posted on the Timesheet.

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Reports run in Batch, Continued:

• Payable Time Maintenance CTTLR390 – will display Payable time which will NOT be sent to Payroll; usually represents time adjustments which net to zero; on Payable Time Details page this time will be marked for deletion; five weeks after it is marked it will be deleted from the table.

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Benefits Update

Upcoming Activities

• Benefits Carrier Remittance and Employee Premium Audit Process

• Open Enrollment 2007

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Benefits Carrier Remittance and Employee Premium Audit Process

Benefits Update

Redesign Features:• Carriers will be paid a monthly premium based on

enrollment data in Core-CT• Historical Data• Agency premium payment audits• Retroactive benefit transactions• New/Updated Reports• Auto Queries

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Benefits Update

Monthly Carrier Premium Payments:• For each individual enrolled in a medical, dental,

prescription and /or life insurance plan, a monthly premium will be paid to the carrier.

• Transactions having an effect on benefits must be processed in a timely manner to ensure the accuracy of the payments to the carrier.

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Benefits Update

Monthly Carrier Premium Payments, Continued:• The Payment and Discrepancy Report, although run

through a single run control, is actually two separate reports. – The Payment report shows the employee/employer amounts

expected/paid and the amount of the monthly premium paid to the carrier.

– The Discrepancy report lists employees where the amount expected differs from the amount paid.

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Benefits Update

Historical Data:• As of March 1, 2007, the process maintains historical data

for carrier payments and employee premium payments to assist in auditing and problem solving.

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Benefits Update

Audit of Employee Premium Payments:• Along with ensuring proper enrollment in benefits,

agencies must verify that their employees have properly paid their share of premiums.

• The Discrepancy report lists employees where the amount deducted from their check or the amount paid through benefits billing is higher or lower than the amount the employee was expected to pay during the month.

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Benefits Update

Audit of Employee Premium Payments, Continued:• Agencies must review the records of the employees listed

on the Discrepancy report to ensure that they are in good order and if not, take the necessary corrective action.

• A new audit report has been created to assist agencies in evaluating employee premium obligations. The audit report can be run by department or by employee for a specified date range. It will list employees whose records do not balance for the specified period.

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Benefits Update

Audit of Employee Premium Payments, Continued:• Since the audit report uses the new historical information

table, it can be run from March 1, 2007 forward.• Once an audit has been completed and an employee has

been found to have over or under paid, agencies should contact the Core-CT Help Desk to begin the process of collecting or refunding premiums.

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Benefits Update

Audit of Employee Premium Payments, Continued:• Employees who have an outstanding premium balance for

a period of 60 days, have failed to maintain a repayment plan and have not responded after having been notified via certified return receipt mail that they have overdue premiums, must have their coverage terminated for non-payment of premiums. The termination is retroactive to the date the last full premium was received.

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Benefits Update

Audit of Employee Premium Payments, Continued:• Every effort should be made to begin the repayment

schedule prior to terminating employee benefits for non-payment of premiums.

• Employees must be notified in writing that they are in danger of losing their coverage via certified return receipt mail.

• Use the manual BAS activity of TNP (Termination for Non-Payment) for these transactions. Note that TNP is not a COBRA qualifying event.

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Benefits Update

Retroactive Benefit Transactions: • New Job Aid -

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

• The new remittance process will adjust carrier premiums only for the previous month if a retroactive change in benefit elections is made.

• Any retroactive changes greater than 60 days old require the approval of the Central Benefits Unit.



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Benefits Update

Retroactive Benefit Transactions, Continued: • Planned Change - After August 1, 2007, agencies will be

limited in processing benefit events with an effective date greater than 60 days old.

• Internal Revenue Code Selection 125• Always verify Coverage Elections.

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Benefits Update

Reports: • Payment and Discrepancy Report • Premium Audit Report

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Benefits Update

Auto Queries: • Open Events • Delinquent Billing Accounts• Overage Dependents • Unprocessed COBRA• Deductions Not Taken

– Life– Health

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Benefits Update

Auto Queries, Continued: • Enrolled No Paycheck Not Enrolled in Benefits Billing

– Life– Health

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Benefits Update

Open Enrollment

• Agencies must process all open events before the Open Enrollment Event is opened.

• Events that have not been processed will be closed, not processed, centrally. Employee benefit records will not reflect changes that the event(s) would have created if they are closed in this manner.

• As of March 8, 2007 there were 2,500 open events statewide.

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Benefits Update

Open Enrollment , Continued

• Employee open enrollment period: May 1, 2007 through May 31, 2007 (tentative).

• Employees must return completed Enrollment Statements to their employing agency by close of business on May 31, 2007.

• Additional details on Open Enrollment will be issued via Comptroller’s Memoranda.

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Wrap 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, June 5, 2007, 1:30pm - 4:00pm and Wednesday, June 6, 2007, 9:00am - 12:00pm

Room 1002A and 1002B 101 E. River Drive

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Questions/Discussion

state of connecticut core-ct project hrms users group meeting march 13 & 14, 2007

Documents

fiscal year end morning

fiscal year transition

human resources http

position data

hrms impactmarch

new fiscal year4 agencies

approval process

new row