State of Connecticut Core-CT Project HRMS Users Group Meeting December 5 & 6, 2006

1

State 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

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

3

Agenda







EPM Barbara Jacius




4

Payroll 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-2’s – Tentative date for distribution to agencies is the week of January 15th.

5

Payroll 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.

6

Payroll Update

Important Reminder – Confirm Thursday

• System is available until 2:00pm 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







EPM Barbara Jacius




8

Human 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.

9


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.

10


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)

11


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

12


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.

13


Driver’s 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 Administration>Personal Information>Biographical>Driver’s License Data

14


Driver’s License Data, Continued

15


Driver’s License Data, Continued

16


New Human Resources Job Aids

Five new job aids have been posted at:http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.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

17


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.

18


Navigation Tips, Continued

19



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.

20



21



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

22



23



24



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”

25



26



27



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.

28



29



30

Agenda







EPM Barbara Jacius




31


OSHA 300 Incident LogOSHA 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 Monitoring>Health and

Safety>Obtain Incident Information>Injury Details• This new tab allows you to enter lost time on an

employee’s individual workers compensation claim.• See new job aid on How to Produce OSHA Reports.

32


OSHA 300 Incident Log, Continued

33



34



35



To produce the OSHA 300 Incident Log in 8.9 you must complete three mandatory fields:

•Establishment ID - located in Workforce Monitoring>Health and Safety>Obtain Incident Information>Incident Details>Location tab

•Nature of Injury - located in Workforce Monitoring>Health and Safety>Obtain Incident Information>Injury Details>Details tab

•Reportable Case - located in Workforce Monitoring>Health and Safety>Obtain Incident Information>Injury Details>Reporting tab

36



37



38



39



40



41

Agenda







EPM Barbara Jacius




42

Time 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.

43


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.

44


Exceptions, Continued

Tuesday Time Admin Trends

0

0.5

1

1.5

2

2.5

3

3.5

4

5/1

6/2

00

6

5/2

3/2

00

6

5/3

0/2

00

6

6/6

/20

06

6/1

3/2

00

6

6/2

0/2

00

6

6/2

7/2

00

6

7/4

/20

06

7/1

1/2

00

6

7/1

8/2

00

6

7/2

5/2

00

6

8/1

/20

06

8/8

/20

06

8/1

5/2

00

6

8/2

2/2

00

6

8/2

9/2

00

6

9/5

/20

06

9/1

2/2

00

6

9/1

9/2

00

6

9/2

6/2

00

6

10

/3/2

00

6

10

/10

/20

06

10

/17

/20

06

10

/24

/20

06

10

/31

/20

06

11

/7/2

00

6

11

/14

/20

06

11

/21

/20

06

11

/28

/20

06

AVGRUNTIME

OPENEXCEPTIONSX1000

45


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

46


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.

47


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.

48



FS400S801A P8R20V481A

3-5 For Straight schedules these charactersindicate 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.

49



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.

50



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 @ 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 > 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 < 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 ~

Key for Day Lengths

51



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.

52



FRI SAT SUN MON TUES WED THUR

Start Date27-Oct-

0628-Oct-

0629-Oct-

0630-Oct-06

31-Oct-06

1-Nov-06 2-Nov-06Total Hours

Hours Schedule A 8 0 9 9 0 0 9 35.00

53



FRI SAT SUN MON TUES WED THUR

Start Date27-Oct-

0628-Oct-

0629-Oct-

0630-Oct-06

31-Oct-06

1-Nov-06 2-Nov-06Total 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.

54



Start by looking for FS350V89

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

Hours Schedule A 8 0 9 9 0 0 9 35.00

55


Reports Run Control Page

56


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.

57


Reports Run Control Page, Continued

58


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.

59


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.

60



Path: Set Up HRMS > Base Benefits > Plan Attributes > Leave Plan Table

61



Accrual Rates after Specified Service Months

First Year Award Values(Hours Earned for Employment Month)

0 6 1 2 3 4 5 6

24.000000

Plan Type 52 - Personal

Name Description Target BUMaximum Balance

Maximum Carryover

Maximum Unpaid Days

PT Method

P80B50 Personal 8.00 Hr Day PT 50% 24.000 999 Fixed - 50%

Leave Plans Job Aid

62


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







EPM Barbara Jacius




64

Benefits Training

Benefits Update

• 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.

65

Benefits 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.

66

Benefits 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: [email protected]

mailto:[email protected]

67

Benefits Update

Update on Civil Unions

Availability of Civil Union health insurance option

68

Agenda







EPM Barbara Jacius




69

EPM 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

70

EPM Update

EPM – Fall 2006 Training Survey Results, Continued

EPM Training Survey 2006

HRMS Basic HRMS Refresher

HRMS Advanced

Total HRMS Trainees

0

50

100

150

200

Course Offerings

Num

ber o

f Tra

inee

s

71

EPM Update

EPM 2007 Training Schedule

• HRP100 – EPM HR Query Basic, HR Focus:

March 6, 2007• HRP101 – EPM T&L Query Basic, T&L Focus:

January 16, February 16, March 20, 2007

• HRP200 – EPM Query Advanced, HR Focus: March 13, 2007

• HRP201 – EPM Query Advanced, T&L Focus: February 23, 2007

72

EPM 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: [email protected]

73

EPM 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

74

EPM Update

Financials Upgrade 8.9

Post Financials Version 8.9

EPM Questions?

75

Agenda







EPM Barbara Jacius




76

Key Message

Allowable Confirm Thursday Activities

Review OnlyReview Only until 2 PM

77

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, March 13, 2007, 1:30pm - 4:00pm and Wednesday, March

14, 2007, 9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive

78

Agenda







EPM Barbara Jacius




79

Questions/Discussion

Documents

State of Connecticut Core-CT Project HRMS Users Group Meeting December 5 & 6, 2006