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State of Connecticut
Core-CT Project
HRMS Users Group Meeting
September 12 & 13, 2005
1
Agenda – Welcome
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Update Mark Bissoni
Human Resources Update Lina Simonu
Time and Labor Update Patti Maneggia
EPM Update Mary Yabrosky
Key Messages Anne North and Sue Martin
Questions & Discussion HRMS Team
2
Agenda – Welcome
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Update Mark Bissoni
Human Resources Update Lina Simonu
Time and Labor Update Patti Maneggia
EPM Update Mary Yabrosky
Key Messages Anne North and Sue Martin
Questions & Discussion HRMS Team
3
Payroll Update
Year End Processes
• Deadlines
• Changes for 2005
• Questions?
4
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
5
Payroll Update
Year End Processes, Continued
The W2 will be sent to the job that is designated as
PRIMARY
VIA the primary job flag on job data
6
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.
7
Payroll Update
What Does This Mean?, Continued
8
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
9
Payroll Update
Name Format Changes for Year–End Reporting, Continued
10
Payroll Update
Name Format Changes for Year–End Reporting, Continued
11
Agenda – Welcome
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Update Mark Bissoni
Human Resources Update Lina Simonu
Time and Labor Update Patti Maneggia
EPM Update Mary Yabrosky
Key Messages Anne North and Sue Martin
Questions & Discussion HRMS Team
12
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”
13
Human Resources Update
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.
14
Human Resources Update
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.
15
Human Resources Update
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
16
Human Resources Update
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
17
Human Resources Update
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
18
Human Resources Update
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.
19
Human Resources Update
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
20
Agenda – Welcome
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Update Mark Bissoni
Human Resources Update Shari Grzyb
Time and Labor Update Patti Maneggia
EPM Update Mary Yabrosky
Key Messages Anne North and Sue Martin
Questions & Discussion HRMS Team
21
Human Resources Update
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
22
Human Resources Update
DAS HR Business Rules and Central Audit Unit
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.
23
Human Resources Update
DAS HR Business Rules and Central Audit Unit
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
24
Human Resources Update
DAS HR Business Rules and Central Audit Unit
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.
25
Human Resources Update
DAS HR Business Rules and Central Audit Unit
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.
26
Agenda – Welcome
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Update Mark Bissoni
Human Resources Update Lina Simonu
Time and Labor Update Patti Maneggia
EPM Update Mary Yabrosky
Key Messages Anne North and Sue Martin
Questions & Discussion HRMS Team
27
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
28
Time and Labor Update
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
29
Time and Labor Update
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
30
Time and Labor Update
Time Reporter / Job Maintenance Report, Continued
• 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
31
Time and Labor Update
Time Reporter / Job Maintenance Report, Continued
• Four types of transactions listed on report
– Not Enrolled
– Updated
– Inserted
– Deleted
32
Time and Labor Update
Time Reporter / Job Maintenance Report, Continued
• 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.
33
Time and Labor Update
Time Reporter / Job Maintenance Report, Continued
• 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.
34
Time and Labor Update
Time Reporter / Job Maintenance Report, Continued
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.
35
Time and Labor Update
Time Reporter / Job Maintenance Report, Continued
• 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
36
Agenda – Welcome
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Update Mark Bissoni
Human Resources Update Lina Simonu
Time and Labor Update Patti Maneggia
EPM Update Mary Yabrosky
Key Messages Anne North and Sue Martin
Questions & Discussion HRMS Team
37
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.
38
Agenda – Welcome
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Update Mark Bissoni
Human Resources Update Lina Simonu
Time and Labor Update Patti Maneggia
EPM Update Mary Yabrosky
Key Messages Anne North and Sue Martin
Questions & Discussion HRMS Team
39
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
40
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
41
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
42
Agenda – Welcome
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Update Nancy Ribes & Shirley Galka
Human Resources Update Lina Simonu
Time and Labor Update Patti Maneggia
EPM Update Mary Yabrosky
Key Messages Anne North and Sue Martin
Questions & Discussion HRMS Team
43
Questions/Discussion
44
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