state of connecticut core-ct project hrms users group meeting september 12 & 13, 2005

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State of ConnecticutCore-CT Project

HRMS Users Group Meeting

September 12 & 13, 2005

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Agenda – Welcome

Anne North and Sue MartinKey Messages

Mary YabroskyEPM Update

HRMS TeamQuestions & Discussion

Patti ManeggiaTime and Labor Update

Lina SimonuHuman Resources Update

Mark BissoniPayroll Update

Business Process Updates

Anne North and Sue MartinWelcome

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Agenda – Welcome









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Payroll Update

Year End Processes

• Deadlines

• Changes for 2005

• Questions?

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Payroll Update

Year End Processes, Continued

• Workers comp/cash recoveries and other manual adjustments must be submitted to Central Payroll by noon on Monday, November 21, 2005

• All canceled checks/advices for reversals must be submitted to Central Payroll by noon on Monday, December 26, 2005

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Payroll Update

Year End Processes, Continued

The W2 will be sent to the job that is designated as

PRIMARYVIA the primary job flag on job data

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Payroll Update

What Does This Mean?

Example:An employee has an active job at UConn (empl_rcd 0)

and a second active job at OSC (empl_rcd 1) that is designated as primary.

The W2 will be sent to OSC.

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Payroll Update

What Does This Mean?, Continued

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Payroll Update

Name Format Changes for Year-End Reporting

• The IRS requires that suffixes (Jr., Sr., etc.) not get stored in the last or first name fields via the W2’s or on the outbound files to the IRS

• When hiring an employee, do not store suffixes in the first or last name fields on personal data via the name history page

• Suffixes should be stored in the suffix field on personal data

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Payroll Update

Name Format Changes for Year–End Reporting, Continued

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Payroll Update

Name Format Changes for Year–End Reporting, Continued

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Agenda – Welcome









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Human Resources Update

Action/Reasons – Terminations from State Service

• For employees receiving additional salary or benefits:– For any type of Retirement, if Action is either Termination or Termination

With Benefits, you must rehire using “Add Concurrent Job”

• If Action is any type but Retirement and either Termination or Termination With Benefits:– For an additional payment, go to employee’s job data row and add a row

using action of “Rehire”; enter Reason of “NOE – No employment – Payout Only”

– For a benefits issue, go to employee’s job data row and add a row using action of “Rehire”; enter Reason of “Cancel Separation”

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Action/Reasons - Suspensions

• Leave of Absence – SUS - Suspension 30 days or greater– The former description stated Suspension has been changed to

“Suspension 30 days or greater" as of July 8, 2005. This action/reason combination will cause a COBRA event.

• Leave of Absence – SUL - Suspension less than 30 days– This is a new action/reason combination to identify those employees

placed on a leave of absence due to a “Suspension for less than 30 days”. The combination will not cause a COBRA event and will be treated like the illness types of Leave of Absences.

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Action/Reasons - Pending Disability Retirement

• Leave of Absence – DRP – Pending Disability Retirement– This a new action reason combination to extend health benefits for a

period of 12 months while a decision is pending for an employee who has applied for a Disability Retirement (either Service Connected or Non-Service Connected).

– When an employee applies for a Disability Retirement (either Service Connected or Non-Service Connected) the agency no longer terminates an employee. The employee is placed on a Leave of Absence and uses the reason code of DRP – Pending Disability Retirement. This will ensure benefits are processed through Billing. The benefit coverage is for a maximum period of 12 months.

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Longevity

• Preliminary mode report ran on 9/7/2005; second preliminary report scheduled to run on 9/16/2005– Includes Processed and Exception Reports

• Accuracy of processed reports depends on updates made to Professional Experience Date– Shows the new Professional Experience Date (Longevity Date)

– Provides the October Longevity Payment amount

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Longevity, Continued

• Agencies with exceptions should do the following:– Enter manually using the TRC of XLNGA in Weekly Elapsed Time

– Self service agencies: use Additional Pay for your entries

• Final Mode will be processed on 10/14/2005– Professional Experience Date will then be updated on the Employment

Data tab

– Longevity Payment amount will be entered by Core-CT in the Additional Pay page

• Job Aid resources on the Core-CT website– See Longevity Report to the Excel Format, Longevity Processing,

Longevity Exceptions, and Professional Experience (Longevity) Date Processing

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Mass Salary Processing

• Effective 9/30/2005, July 2005 Anniversary Increases (3 month delay) will be processed for the P-5 bargaining unit:

– BU–16 (A&R)– Preliminary reports were run on 9/7/2005– Final reports will be run on 10/11/2005

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Correct History in Job Data

• Corrections on any type of Job Data row:

– The Core-CT team reviews On Demand Event Maintenance for any open benefit events

– For all existing open benefit events, the HR team notifies agencies that the benefit events must be processed before historical job data requests may be entered

– After correct history job data rows are entered by Core-CT HR team, agencies must close the new benefit events these job data rows have created.

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Correct History in Job Data, Continued

• The Core-CT team inserts Retroactive Leaves of Absence or Reinstatement rows

– Insert needed Job Data row(s)

– Review Time Reporter Code for workgroup setup (Exception or Positive)

– Assign appropriate work schedule if applicable (zero hours or normal)

– Review Weekly Elapsed Time to ensure no unpaid Time Reporting Codes exist during that period; delete any existing unpaid TRC’s

– Insert appropriate row(s) into Time Reporter Code to match with Job Data row(s)

– Enter General Comments

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Agenda – Welcome





Shari GrzybHuman Resources Update




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DAS HR Business Rules and Central Audit Unit

Today’s “Quick Fix” Topics

1. Applicant Tracking & Certification (ATC)

2. General Data Change/PTD

3. Error Correction Procedure

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Quick Fix #1– Applicant Tracking & Certification (ATC)

Changes to Candidate List (CNDLST) – Agencies should contact the DAS Certification Unit to remove or add a

candidate to the CNDLST– DAS Certification Unit Contacts: Jay Tulin – 860-713-5010 or Carla Kushin – 860-713-5193– Example: Agency appoints a candidate. S/he accepts the offer and then

rescinds acceptance. The agency needs to appoint another individual using the same Candidate Request. Contact Jay or Carla to add the information for the new candidate

– Hands-on ATC training is offered by Carla Kushin and Abby Fenn– Call Carla at 860-713-5193 to schedule training sessions.

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Quick Fix #2 – General Data Change/PTD

When an employee is transferring with his/her position – DAS uses Data Change/PTD code in lieu of ETO (transfer) code in job

data

– If the position should be red-circled, the losing agency must red-circle the position prior to the PTD transaction

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Quick Fix #3 – Error Correction Procedure

– When auditing Core-CT records, the Central Audit Unit staff will fix errors whenever possible. Example: working test periods that are off by one day or EWAV for promotions by reclassification

– The staff will advise the agency of the missing information/error upon making the correction

– This communication will serve as a training mechanism to help identify problems and to encourage efforts to work with agencies to alleviate the recurrence of problems.

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Quick Fix #3 – Error Correction Procedure

– If the error cannot be fixed by the Central Audit Unit, an error report will be sent to the agency with a deadline date for the correction

– If the agency does not correct the error within the timeframe specified, Shari Grzyb will contact the agency’s HR Director and DAS HR Liaison for assistance

– If the error is not corrected within a reasonable time period, Shari will advise Commissioner Yelmini

– Commissioner Yelmini will work with the agency’s Appointing Authority to address the needed correction.

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Agenda – Welcome









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Time and Labor Update

Leave Accrual Discrepancy

• Sick, Vacation and PL balance out of sync– Weekly Elapsed and Leave Accrual balances are

different– Error message on Weekly Elapsed Time page when

trying to use accrual

• Balance on Leave Accrual page is accurate– Compensate Employees > Administer Base Benefits > Use >

Leave Accruals

• Employees out of balance should be reported to the Help Desk

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Time Reporter / Job Maintenance Report

• Automated Time Reporter looks at all employees that have a change to Job Data or Time Reporter Data

• Employee records will be updated from 10/17/03 to the current date

• Employee records and paychecks need to be verified

• Time Reporter Data will be inactivated for employees transferring to Limited Scope Agencies

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Time Reporter / Job Maintenance Report, Continued

• Displays employees whose record was changed as a result of the Automated Time Reporter process

• Process runs just before Time Admin

• Report is available under My Reports – CTTLR385

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• How to access the report if you cannot see it from the Core-CT home page

– Click on Report Manager link

– Click on List tab

– Type “CTTLR385” in Name field

– Verify the number of days to search

– Click the Refresh button

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• Four types of transactions listed on report

– Not Enrolled

– Updated

– Inserted

– Deleted

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• Not Enrolled

– Employee hired/rehired on Job Data but the Time Reporter Data page was not previously set up

• Updated

– Job Data and Time Reporter Data were compared from 10/17/03 to the current date. Rows on Time Reporter Data were updated to match the Job Data rows. The correct effective dated rows were found but the active/inactive status did not match.

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• Deleted – Duplicate rows were found on Time Reporter Data and were deleted.

The process compares each effective dated row to the next one. If no data was changed the second row is deleted.

• Inserted– Job data and Time Reporter Data were compared from 10/17/03 to

the current date. Active or inactive rows were found on Job Data that did not have corresponding rows on Time Reporter. The process inserted the corresponding row.

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Additional information:

• The process will clear exceptions. The number of exceptions cleared will be indicated on the report. This could cause erroneous payments.

• If an employee transfers out of a Limited Scope agency and has a previous Time Reporter Data row, a new active row will be inserted using the data from the previous row.

• If no employee records had rows updated, inserted, or deleted you will receive a “No Errors Found” message on the report.

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• Verifying employee records

– Run Payable Status reported to find Estimated or Needs Approval (self service agencies) time

– Review paycheck Data for prior period payments or reductions in pay

– Verify values on inserted Time Reporter Data rows (especially for employees transferring out of Limited Scope agencies or between In-Scope agencies)

– See Automated Time Reporter Job Aid for detailed information

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Agenda – Welcome









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EPM Update

Employee Identity Protection Measures Being Added

To address concerns of employee-related data privacy:

– A review has been conducted of sensitive data elements within EPM.

– As a result, SSN will be removed from EPM tables where it is deemed non-critical.

– EPM table access will be determined by current security roles.

– Watch for an EPM Hot Topic when this change is complete.

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Agenda – Welcome









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HRMS Key Messages

Upcoming Holiday Schedule

• Veterans’ Day (11/11) - System Availability Planned

• Thanksgiving (11/24) - System will not be available on Thursday, with normal hours on Friday (11/25)

• Christmas Holiday (12/26) – System will be available Saturday, 12/24 and Monday, 12/26

• To accommodate back-end processing, no extensions will be granted during the holidays

• Reminder – Interface files are due the Tuesday following Payday

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HRMS Key Messages

Upgrade to HRMS Version 8.9

• Accenture has returned as our implementation partner

• Upgrade process is different than an initial implementation – this is a technical software update to keep current with PeopleSoft support

• Rather than CRPs, we will do Fit/Gap Analysis

• The November users group meetings will focus on the results of the Fit/Gap analysis, as well as more detailed update on the project.

• Team structure will change – some will focus on upgrade, others on production support

• Production is “locked” – no changes will be made unless urgent

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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, November 8, 1:30pm - 4:00pm and Wednesday, November 9,

9:00am - 12:00pm

Room 1002A and 1002B

101 E. River Drive

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Agenda – Welcome






Nancy Ribes & Shirley GalkaPayroll Update



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Questions/Discussion

state of connecticut core-ct project hrms users group meeting september 12 & 13, 2005

Documents

active job

employees job data row

central payroll

payroll updatewhat

sue martinwelcomefor

primary job flag

yearend reporting

benefits issue