HRMS_Requirements_200206

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					                                                          HRMS Requirements and Solutions
    Business       Rqmt       Requirement Description                                                              Solution
    Process         #

Requirements for Phase 1 Functionality
Benefits Administration
Administer Open    BN001 Ability to run the Base Benefit Audit     Report - The delivered report will be modified so that each agency can run the report for only their
Enrollment (Ben          Report by Agency                          employees.
Admin)
Administer Open    BN002 Customize Enrollment Form and           Batch Mod - The following changes will be made: The return date field will be changed to print the date
Enrollment (Ben          Confirmation Statement                  that the forms are due back to the agencies; the Flexible Credit references will be removed, since the
Admin)                                                           State does not use them; the instructions will be customized, as needed; the coverage class labels be
                                                                 changed to reflect the State’s terminology (FLES, etc.); the form will be changed to have separate pages
                                                                 for health and life insurance.
Administer Open    BN003   Ability to hide deceased dependents Process Solution - When the Agency Benefits Specialist enters the death date for a dependent, they can
Enrollment (Ben            on the enrollment form                also change the Dependent Beneficiary Type field to ‘None’ (instead of Dependent or Dep/Benef). This
Admin)                                                           would prevent the dependent from appearing as an option on the health dependent’s section of the
                                                                 enrollment form.
Administer Open    BN004   Open Enrollment Benefit Plan          Process Solution - All employees enrolled in a discontinued plan at the end of open enrollment would be
Enrollment (Ben            Defaults when Plan is discontinued in identified via a user-written query and notified by their agency benefits specialist that their coverage will
Admin)                     New Benefit Year                      be waived at the beginning of the new benefit year. The employees would have to participate in that
                                                                 open enrollment and change their plan to remain covered.
Administer Open    BN005   Benefits Summary Pages and            Report - The Agency Benefits Specialist will be responsible for reviewing and cleaning up errors that
Enrollment (Ben            Reports by Agency                     result from running Benefits Administration. This will be done at the Agency level because all election
Admin)                                                           entries will be done by the Agency Benefits Specialist and they have the necessary information to correct
                                                                 the errors. Reports will be written that will show errors that need to be fixed, by agency. This report
                                                                 would be used by each agency, instead of using the Messages page. The Invalid Benefits Election
                                                                 Report will be customized to run by agency.
Administer Open    BN006   Setup of Deduction dates for benefits Process Solution - The State’s benefit deduction schedule will be changed so that the Deduction Begin
Enrollment (Ben                                                  Date coincides with the Coverage Begin Date using one of the four delivered options.
Admin)
Administer Open    BN007 Ability to create Carrier Interface files Interface - Interfaces will be created to supply health benefits carriers with enrollment, eligibility and
Enrollment (Ben          to report benefits enrollment data        premium payment information. One file format will be used for all carriers; each carrier’s file will contain
Admin)                                                             data on their members only.
Administer Event   BN051 Ability to update life insurance          Batch Mod - The basic life insurance coverage for employees is only updated twice per year, on April 1
Maintenance (Ben         coverage twice per year                   and October 1. On these dates, coverage and rates for employees whose annual salary has increased
Admin)                                                             during the previous six months is increased. A batch program will be written to review employee salaries
                                                                   after the close of business on April 1 and October 1. It will compare a custom life insurance table and the
                                                                   compensation rate to determine if the employee’s Annual Benefits Base Rate (ABBR) should be updated
                                                                   on the Job record. The program will produce a report for audit purposes that identifies which employees
                                                                   were updated and their old and new ABBR.



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    Business         Rqmt       Requirement Description                                                           Solution
    Process           #
Administer Event     BN053 Ability to determine Life Insurance     Process Solution - The Agency Benefits Specialist, upon hiring an employee, will use the Group Life
Maintenance (Ben           Coverage                                Insurance guide provided by the State Comptroller to determine the employee’s eligible life coverage.
Admin)                                                             They would enter that into the Annual Base Benefit Rate (ABBR) field of the Compensation page of the
                                                                   Job Data. Central Benefits will configure the calculation rules so that Benefits Administration uses the
                                                                   ABBR to determine life insurance.
Maintain Benefit     BN101 Dependent Age Limit Different           Report - The subscriber agreement sets the dependent age limit for full-time students to age 23 for
Plans & Programs           Between Medical and Dental              medical coverage only. The subscriber agreement does not apply to dental, thus the State still has a cut-
(Base Benefits)                                                    off date of age 19, even for full-time students, for dental coverage. The system will be configured with a
                                                                   dependent age limit of 23 for full-time students. On a monthly basis, the agency benefits specialists will
                                                                   run a report searching for all dependents that turned 19 and still have dental coverage. They can then
                                                                   terminate the dental coverage for these dependents.
Maintain Benefit     BN102 Tracking FLES eligible participants     Report - Agency users will be trained to enter a NID for spouses on the Dependent/Beneficiary Personal
Plans & Programs           based on National ID/SSN                Profile page. Then, each agency can run a report before defined processing (such as Open Enrollment)
(Base Benefits)                                                    to prompt ‘data cleanup’ for their agency where any spouses without a NID have been identified.

Administer           BN151 List Retroactive Messages by Agency Report - The Retroactive Benefit process will be administered at the agency level because they have the
Retroactive Benefits                                           knowledge of when events are entered into the system which may trigger a retroactive benefit and
(Base Benefits)                                                deduction request. This means that data cleanup for the retroactive benefit and deduction calculation
                                                               process will be handled by the Agency Benefits Specialist and they must be able to view the error
                                                               messages for their agency to determine what data requires cleanup. A report will be created that can be
                                                               run by agency.
Administer           BN152 View Retro Ben/Ded pages by         On-line Mod - Health benefits are administered and maintained at an agency level. Security will be
Retroactive Benefits       Agency                              added to the Retroactive Benefit and Deduction Pages so the Agency Benefits Specialists can view the
(Base Benefits)                                                retroactive requests only for employees in their agency.
Administer           BN153 Run Retro Ben/Ded Reports by        Report - The five Retroactive Benefit and Deduction reports will be modified so that only employees who
Retroactive Benefits       Agency                              have a job in the agency specified will be printed on the report.
(Base Benefits)
Administer COBRA BN201 Ability to generate State specific      Report - The program that creates the delivered COBRA notification letters will be modified to include all
(Base Benefits)            COBRA Notification Letters          of the custom information for the State of Connecticut, including the TPA address and the employee’s
                                                               agency as well as removing the enrollment option numbers and formatting the employee or dependent
                                                               address to fit in a window envelope. Since the State will continue to use the as-is COBRA form for
                                                               CIGNA Dental, all CIGNA Dental options will be suppressed from printing on the PeopleSoft COBRA
                                                               notification letter.
Administer COBRA BN202 Ability to list COBRA Errors by         Report - The delivered COBRA error report will be modified so that it can be run by agency.
(Base Benefits)            Agency
Administer COBRA BN203 Ability to print COBRA Notification     Report - The program that generates the COBRA letters will be modified so they can be printed by
(Base Benefits)            Letters by Agency                   agency.
Administer COBRA BN204 Ability to waive enrollment for COBRA Batch Mod - The State uses a third party administrator (TPA) to handle administration (elections and
(Base Benefits)            elections automatically             payments) of COBRA coverage. The State is only responsible for identifying and notifying those eligible
                                                               for COBRA coverage. Since the State is not enrolling participants, we need a way to close the eligibility
                                                               for COBRA processing. A program will be written that will run in the batch schedule once per month to
                                                               enter waive elections for all open COBRA participants. This job will be run right before the start of open
                                                               enrollment processing.


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    Business          Rqmt       Requirement Description                                                               Solution
    Process            #
Administer COBRA      BN206 Viewing terminations requiring            Report - A report will be created to show employee records with an Event Classification of “Terminated”
(Base Benefits)             finalization by agency                    and Process Status of “Prepared” for the agency running the report. This report will then be used by the
                                                                      Agency Benefits Specialist to properly determine which employees require their benefits to be terminated.

Administer Benefits   BN251 Running Benefits Billing Statements       Report - The delivered report for the benefits billing statements will be modified to be run by agency so
Billing (Base               by Agency (See also BN254)                only statements for the specified agency are created.
Benefits)
Administer Benefits   BN252 Ability to track check information on     On-line Mod - Payments made to the State of Connecticut for benefits bills are entered on the Payment
Billing (Base               Payment Entry Page                        Entry page. The data entered on this page includes: emplid, posting date, form of payment (check,
Benefits)                                                             cash, interface), and payment amount. Check # and bank name fields will be added to this page.


Administer Benefits   BN254 Run Billing Calculations by Agency        Batch Mod - The Billing Calculation page will have a field added to indicate the agency. This field will
Billing (Base               (See also BN251)                          then be used as selection criteria in the calculation process so that only employees in the specified
Benefits)                                                             agency will be calculated.
Administer Benefits   BN255 Accts Rec'vable Report by Agency          Report - The delivered report will be modified so that each agency can run the report for only their
Billing (Base                                                         employees.
Benefits)
Administer Benefits   BN256 Delinquent Accts Report by Agency         Report - The delivered report will be modified so that each agency can run the report for only their
Billing (Base                                                         employees.
Benefits)
Administer Benefits   BN257 List Billing Error Messages by Agency Report - A report will be written to show the error messages for the requesting agency only.
Billing (Base
Benefits)
Administer Benefits   BN258 Modify Billing Statements                 Report - Modifications will be made to the delivered Benefits Billing Statement, including adding text to
Billing (Base                                                         the bottom of the billing statements indicating to whom the payments must be made payable to. The
Benefits)                                                             address for the billing participant shown on the bottom of the billing statement will also be re-formatted to
                                                                      fit in a window envelope.
Administer Benefits   BN259 Interfacing Benefits Billing with         Interface - Benefits Billing as delivered by PeopleSoft is a stand alone module for the billing and
Billing (Base               Accounts Payable and Accounts             collection of payments for medical and life insurance premiums by employees who are no longer
Benefits)                   Receivable                                receiving a check through the payroll system. Currently, billing is administered at the agency level
                                                                      (medical) and by the Comptrollers Department (life). To make this a seamless process in PeopleSoft
                                                                      both medical and life will be handled by the agency through the Benefits Billing module. An interface will
                                                                      be built to take the information from the Billing module and pass it to Accounts Payable to produce the
                                                                      check for the vendor.
Human Resources
Manage Job Class      HR001 Ability to flag "red circled" status on   Process Solution -- The system will indicate in the position title that it has been red-circled. Change
and Positions               job code and position table               management will train agency HR specialists not to use red-circled positions. Run a query to ensure that
                                                                      no one has been hired or transferred into a red-circled position since the date it was red-circled.




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   Business        Rqmt       Requirement Description                                                               Solution
   Process          #
Manage Job Class   HR002 Ability to audit position data            On-line Mod -- The audit functionality on the Position Data record for additions, changes, and deletions of
and Positions            transactions                              positions will be enabled. This will record the operator id, date and time stamp of the transaction that
                                                                   occurred. Simple queries may be run against the audit table for monitoring position transactions.

Manage Job Class   HR003 Ability to generate Job Classification Process Solution -- The delivered Job Code Listing can be used for this purpose. If additional
and Positions            reports based on activity              characteristics need to be identified that are not on the report, the Agency HR Specialist may access the
                         –Classification Compensation Report entire job code record online. This report does not contain salary rates, but salary information is available
                                                                online to view by the Agency HR Specialists as needed
Manage Job Class   HR004 Ability to generate Job Classification Process Solution - The delivered job code listing, which lists all active jobcodes with effective dates,
and Positions            reports based on activity – Monthly    should be run. Agency HR Specialists can review this and based on the date, know whether a change
                         Classification Changes Report          had been made within the last month. DAS will also email the Agency HR Specialists of the job code
                                                                changes that took place in the last month.
Manage Job Class   HR005 Ability to provide Monthly Position    Report -- The Monthly Position Status Report is required from each agency by OPM. A custom report
and Positions            Status report                          will be developed in PeopleSoft to provide position counts by funding source, full/part-time, and
                                                                paid/unpaid status. A second iteration of the report by job code is also needed. This assumes that a
                                                                single report will be used statewide.
Manage Job Class   HR006 Ability to provide Monthly Position    Report -- A vacant position report that includes Job Code, Full or Part time, last incumbent, when vacated
and Positions            Vacancy report                         and chart of accounts associated with the position will be created. This report should be run by agency
                                                                and also be able to run statewide. This assumes that only one report will be used statewide.

Manage Job Class   HR007 Ability to interface from PeopleSoft to Interface -- A file will be extracted from PeopleSoft and sent to DAS containing job code information that
and Positions            DAS Classification Database             should be the same in both systems. DAS will continue to maintain the Classification Database on its
                                                                 Website. The existing Classification Database will not need to be modified, nor will the program that
                                                                 currently performs the comparison.
Manage Job Class   HR008 Ability to track service status on Job On-line Mod -- The service status indicator field will be added to the jobcode page and record. This is the
and Positions            Codes                                   same service status field that exists on the position record. Translate values that correspond to the
                                                                 State's service status will need to be developed for the service status field which will exist on the jobcode,
                                                                 position records and Job Data/Job Information page. This will provide needed information during the
                                                                 position creation and hiring process, as agencies are responsible for filling positions with candidates that
                                                                 meet the appropriate service status (competitive, unexamined, non-competitive).

Manage Job Class   HR009 Ability to restrict access to personal On-line Mod -- A field will be added to the Job Code page and record to indicate that employees
and Positions            data for law enforcement employees. associated with the job code should not have their personal information distributed for reporting
                                                                purposes. This will be in place when any reports or queries involving these classifications are generated
                                                                containing personal address information. Employees also have the ability to not waive data protection,
                                                                this is indicated by the Waive Data Protection flag on Personal Data. This should also be considered
                                                                when creating reports and queries. The following delivered reports will also need to be modified if they
                                                                are going to be used by the state to exclude the address and phone information for these employees. At
                                                                this time the State is planning to use these reports.
                                                                - Emergency Contacts – PER004
                                                                - Employee Home Address – PER020
                                                                - Mailing Labels – PER006




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   Business        Rqmt       Requirement Description                                                                Solution
   Process          #
Manage Job Class   HR010 Ability to obtain reports entitled “State   Report -- The report headings will be changed from PeopleSoft to ‘State of Connecticut’ or CORE-CT.
and Positions            of Connecticut” rather than
                         “PeopleSoft”
Manage Job Class   HR011 Ability to store the jobcode               Process Solution - Underfills will be maintained on the DAS Classification Database and the DAS
and Positions            relationships for jobcodes that may be     Website. The Agency HR Specialist will verify through the website if the underfill was appropriate and
                         underfilled.                               override the jobcode when needed. DAS Post Audit Team will review for accuracy.
Manage Job Class   HR012 Ability to create detailed Table of        Process Solution - Agency and Central HR Specialists and OPM will need to create a query to produce
and Positions            Organization charts.                       this report as needed. This can be loaded into EXCEL. This query will assist Agency HR staff in
                                                                    preparing manual Table of Organization charts and in some instances may replace Table of Organization
                                                                    charts.
Manage Job Class   HR013   Ability to utilize batch approval for    Process Solution -- Each request for a position will need to reviewed and approved to ensure accuracy.
and Positions              position process.                        This mirrors the current process.
Manage Job Class   HR014   Ability to automatically update          Process Solution -- DAS provides agencies with a listing of affected job code classes, position numbers,
and Positions              position and employee recs when a        and affected employees. The agencies will need to manually update position and employee records as
                           jobcode is reclassified.                 necessary.
Manage Job Class   HR015   Ability to mass update chart of          Process Solution -- Based on the change to the chart of accounts, the Account Code may need to be
and Positions              account recs at position level           updated in both HR and Financials to ensure a valid combination exists. The user will select the valid
                                                                    code from the HR Account Code table, that corresponds to the new chart of accounts combination, insert
                                                                    a row for every position in the Agency that needs to be changed and enter the new HR Account Code.
                                                                    Due to the volume of rows on this table, the online entry may be slow.
Manage Job Class   HR016   Ability to create and approve            On-line Mod -- This requirement has been separated into 3 designs due to its complexity. 1. Position
and Positions              positions through an automated           approval process will allow agency HR specialists to establish, change and inactivate position records
                           process                                  using the modified and custom position data pages, and to request approval through workflow from the
                                                                    appropriate approving authorities before hiring or transferring an employee into a position. 2. The refill
                                                                    mass change program will be used to manage position refill capability at the agency HR level. This
                                                                    modification will create a new batch program that will perform mass updates to the refill indicator at the
                                                                    position level. The refill indicator is a new field that the State will use to control whether a postion
                                                                    requires approval when position updates occur. 3. The Position Data/Department Budget Compare
                                                                    Report is a query that will help to identify and correct any discrepancies between the Position Data
                                                                    Account Code and the actual Account code.
Manage Job Class   HR017   Ability to identify Rehired Retirees     Report -- A report will be created to select and sum the number of hours reported for a Rehired Retiree,
and Positions              and ensure they do not work more         based on job code, standard hours specified on the position, and a specified date range within a
                           than 120 days                            department. The agency timekeeper will run a biweekly report to ensure no Rehired Retirees have
                                                                    exceeded the limit. If the limit had been exceeded for an employee, the Agency HR Specialist, Agency
                                                                    Payroll Specialist, Retirement Division and Rehired Retiree will be notified, and determine whether to
                                                                    terminate the Rehired Retiree. The Retirement Division would then collect a portion of the employee’s
                                                                    pension. All Agency Timekeepers will use this pre-defined report.
Manage Job Class   HR018   Ability to limit access to positions for On-line Mod -- The system will be modified to limit the ability of Agency HR Specialists to hire, transfer, or
and Positions              job transactions                         promote someone only in positions in their agency.
Manage Job Class   HR019   Ability to track and report on manager Report -- The manager levels specified in PeopleSoft as delivered will be changed to meet the states
and Positions              levels                                   requirements and will be expanded to the 14 used today. A report will be created that will include:
                                                                    department, job code, job title, manager level, filled/vacant, permanent/temporary, gender, race, hire
                                                                    date, employee name, and bargaining unit. The report will be run by department with security access to
                                                                    Central DAS and Agency HR.

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    Business         Rqmt       Requirement Description                                                                Solution
    Process           #
Manage Job Class     HR020 Ability to report on position activity     Report -- A report will be created, which can be downloaded into an Excel spreadsheet, that will report
and Positions                                                         transaction types (establishments, refills, reclassifications) during a specified date range, and cost to end
                                                                      of year. The cost to end of year will be available only if encumbrance processing is implemented.

Select and Recruit   HR051 Ability to indicate geographic locationOn-line Mod - The two digit Geographic Preference field will be added to the Applicant Data record and
                           field on the applicant data            page. Appropriate values will be defended to indicate the regions in the State of Connecticut. Applicants
                           preferences pages                      will be able to select their geographic preference based on defined values,
Select and Recruit   HR052 Ability to capture applicant flow data Report - An Applicant Flow report will be developed, including names of all persons that applied for a
                           for affirmative action                 particular job, each candidate’s race and gender information if supplied, status of applicants, which
                                                                  applicants were interviewed, which applicant was selected, reasons other applicants were not selected,
                                                                  how applicants heard of the opening.
Select and Recruit   HR053 Ability to generate job posting form   Process Solution -- Vacancies will be posted on PeopleSoft. Additional required language and
                           with required information              information will be provided using the Agency Website and a second page may be attached to the
                                                                  posting for the hard copy requirements.
Select and Recruit   HR054 Ability to update recruitment letters  Process Solution -- Letters will be sent to candidates manually. To assist them in this notification
                                                                  process, agencies will need to run a query of candidates' names and addresses.
Select and Recruit   HR055 Ability to query on what HR Specialist Process Solution -- HR Specialists will need to write a query to view who has entered/assigned job
                           logged which job requisition.          requisitions within a given time frame.

Select and Recruit   HR056 Ability to notify previous applicant that Process Solution -- HR Specialists will need to write a query to determine candidate names and
                           a vacancy now exists                      addresses (by job title) to assist them in this notification process. The HR staff will send notifications via
                                                                     e-mail or regular mail or call the people to see if they wish to be considered for a new opening in that
                                                                     class. Applicant data will remain in the system, until purged through an automated batch process based
                                                                     on the State’s application purge guidelines. This is still labor intensive for HR staff but would give some
                                                                     agencies improved functionality over current manual systems. Those agencies with automated applicant
                                                                     databases remain the same.
Select and Recruit   HR057 Ability to apply for jobs using self-     Process Solution -- The online application process will remain as is. Self-service kiosks are currently
                           service without an Email address          available throughout the State (Dept of Labor, DOC) on which applicants without internet access can
                                                                     establish an accessing password so that they may submit applications. DAS has dedicated computers to
                                                                     allow individuals to apply. Applicants would not receive a confirmation email unless they provided a valid
                                                                     email address.
Select and Recruit   HR058 Ability to allow same operator id for     Process Solution -- Agencies that have individuals performing the role of originator, authorizer, and
                           multiple roles for job requisitions       approver will be required to create job requisitions through the Select and Recruit Job Requisition Data
                                                                     pages.
Select and Recruit   HR059 Ability to have mandatory address         Process Solution -- A message will be posted on the State's website introducing and explaining self-
                           field on self- service resume             service process, noting that people without personal e-mail address must enter a home or mailing
                                                                     address so that agencies can contact them about employment, application or examination status. This
                                                                     message will appear on the State’s website, not PeopleSoft’s eRecruit so no PeopleSoft modification will
                                                                     be required.
Select and Recruit   HR060 Ability to grant recruiters permission Process Solution -- When applicants are interviewed, they will be asked to sign a form that grants
                           to contact an applicant’s references      recruiters permission to contact references.
                           through a signed stmt




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    Business         Rqmt       Requirement Description                                                                 Solution
    Process           #
Select and Recruit   HR061 Ability to update e-mail notifications       Process Solution -- Once an agency receives an electronic application through the PeopleSoft delivered
                                                                        select and recruit process, the PeopleSoft system generates an email message to the applicant with a
                                                                        basic acknowledgement of receipt of the resume. This will be the initial contact from the agency and
                                                                        then the Agency HR Specialists will produce individual letters to candidates manually. Agencies can
                                                                        write a query to determine candidate names and addresses to assist them in this notification process.

Hire Workforce       HR101 Ability to run Personnel Actions             Report - The Personnel Actions History report will be modified to include all fields identified by DAS,
                           History report to meet State's needs         include the prior transaction for the employee, run by Job Action Date, and setup the report to be run
                                                                        statewide or by agency.
Hire Workforce       HR102 Ability to run Working Test                  Report -- A report will be created that gives a listing of employees and their employment status along with
                           (Probationary) Report for monitoring         the type of working test period they are in, the date they began their working test period and the date the
                           purposes                                     working test period is scheduled to end.
Hire Workforce       HR103 Ability to Monitor Expiration Dates of       Process Solution -- Agency employees will need to write a query that selects employees within an agency
                           Professional Licenses                        with licenses expiring as of a specified date.
Hire Workforce       HR104 Ability to maintain Military Start and       On-line Mod - The Personal Data Federal sub record will be added to the Personal Data record and page
                           End Dates                                    to store all Veteran information including Military Start and End Dates.
Hire Workforce       HR105 Ability to produce an Employee               Report - A report will be created that may be run by each agency on an as needed basis. This report may
                           Roster                                       be run from the delivered Employees record in PeopleSoft to provide all of the required information.

Hire Workforce       HR106 Ability to restrict the use of Payroll for   On-line Mod - The ‘Payroll for North America’ indicator on the Job Data, Payroll page will be grayed-out
                           North America indicator                      so it can not be changed online.
Hire Workforce       HR107 Ability to control when a Salary may         On-line Mod - Gray out the Salary Plan and Grade fields, so they may not be changed for any employees.
                           be overriden on the Employee Record          Only the step may be changed if the employee should not be paid at the default step for the job code.
                                                                        Create online controls to allow compensation entry based on the pay plan type.
Hire Workforce       HR108 Ability to control Employee ID               On-line Mod - The Employee ID assignment radio button will be grayed out so that it may not be changed
                           Assignment                                   online. PeopleSoft allows users to assign employee IDs or have the employee ID system generated.
                                                                        Core-CT has decided that employee IDs will be system generated by PeopleSoft, following conversion.
                                                                        For employees that are converted, they will maintain their current employee ID, and numbering will begin
                                                                        with seven digits and continue following the last ID assigned in the legacy system.

Hire Workforce       HR109 Ability to Audit Job Transactions     On-line Mod - The Job Audit functionality will be enabled so that central DAS may run a query against the
                                                                 Job Audit table to identify the operator ID and date and time the transaction took place.
Hire Workforce       HR110 Ability to run Seniority Report for   Report -- This report will run based on the company seniority date or union seniority date fields, sorted by
                           Bumping during Layoffs                agency or by union. If the layoff seniority calculation modification is approved, that process to recalculate
                                                                 the seniority dates would be run prior to running the reports.
Hire Workforce       HR111 Ability to run Seniority Report for   Query - A query will be created that selects active Department of Education employees, including their
                           Department of Education               employee ID, name, Union Seniority Date, and their SSN. The query will be sorted by Union Seniority
                                                                 Date and the last four digits of the employee’s SSN in ascending order. The rank field will be added to
                                                                 capture the appropriate information.
Hire Workforce       HR112 Ability to track Employee Appointment On-line Mod - The values the state needs for employee class, such as Contractual, Durational,
                           Types                                 Emergency, Intermittent, Permanent, Probation Paid Classified, Probation Paid Unclassified, Provisional,
                                                                 Seasonal, etc will be defined and the existing 8 values for the Employment Class field will be inactivated.




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    Business        Rqmt      Requirement Description                                                           Solution
    Process          #
Meet Regulatory    HR201 Ability to define Affirmative Action    Process Solution - Each Agency will manually determine Affirmative Action goals for a year period that is
Requirements             Plan by job group and job code within determined by CHRO by job group, job code, race and gender combined, and hires and promotions.
                         an Agency for a year period.            Agencies can reference the previous year’s delivered PeopleSoft EEO-4 report and the delivered
                                                                 PeopleSoft Job Group Movement Analysis report to help determine Affirmative Action goals for the
                                                                 coming year. The EEO-4 report breaks down full-time employees, other than full-time employees, and
                                                                 new hires within a fiscal year by ethnicity. The Job Group Movement Analysis report breaks down the
                                                                 number of applicants, hires, promotions, terminations, and total employees within a job group by gender
                                                                 and ethnicity. The Applicant Flow report, referenced in Requirement HR052, can also be used to gather
                                                                 information on hires and promotions.
Meet Regulatory    HR202 Ability to report on disabilities by    Process Solution - Each agency will create their own queries to select the number of disabled full time
Requirements             agency and job group.                   employees by job group within an agency during a specified year period.
Meet Regulatory    HR203 Ability to report on job group          Process Solution -- The State currently runs an ad hoc query and manually enters the information into a
Requirements             movement by agency and job group. form. This option would maintain the State’s current process. Agencies would create a query to select
                                                                 the number of hires and promotions by job group within an agency for job codes with less than 25 full
                                                                 time active or leave employees. The number of non-applicant Hires, Promotions, Terminations due to
                                                                 dismissal, transfer, layoff, voluntary retirement, involuntary retirement, and resignations by job group
                                                                 within an agency must be identified for a specified period via queries. Each Agency will compile the
                                                                 information into a form to be submitted to CHRO. The queries would also retrieve each employee’s job
                                                                 group, job code and department.
Meet Regulatory    HR204 Ability to report adverse impact        Process Solution -- This will maintain the State’s current level of Adverse Impact reporting by creating
Requirements             information by agency and job group. queries of Hire, Promotion, Termination, and Applicant transactions by race and gender for each job
                                                                 group within an agency. Determine the highest percentage group of race and gender within each job
                                                                 group and agency. Manually calculate the percentage of Adverse impact. Complete the CHRO Adverse
                                                                 Impact form manually based on calculations.
Meet Regulatory    HR205 Ability to generate Workforce           Process Solution - Agencies can create queries to select counts of full and part time employees by job
Requirements             Analysis report sorted by part and full code, job group, race and gender where the total count of employees within a job code is 25 or less.
                         time employees.
Meet Regulatory    HR206 Ability to generate the EEO4 report     Process Solution - PeopleSoft delivers an EEO4 report by function, job category, race and sex for full
Requirements             with State of Connecticut contact       time, other than full-time, and new hires, however, the contact person, address, title of contact, and
                         information                             phone number is delivered with ‘dummy information. The report is run once a year so a cover page could
                                                                 be manually attached to the report with contact person’s information. The report can be modified by
                                                                 Production Support team to delete the dummy information on the report and/or put in the correct contact
                                                                 information.
Meet Regulatory    HR207 Ability to report on job group          Process Solution - Agencies can create queries to select the number of hires and promotions by job
Requirements             movement by agency, labor market        group for job codes with 25 or more full time active or leave employees for each defined labor market
                         area (a grouping of location codes)     area (a grouping of location codes).
                         and job group for job codes with 25 or
                         more full time active or leave
                         employees.
Meet Regulatory    HR208 Ability to provide count of full time   Process Solution - Agencies can create a query to select the number of full time employees by 5 year age
Requirements             employees by 5 year age increments increments within a job group.
                         and job group.




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    Business        Rqmt      Requirement Description                                                              Solution
    Process          #
Meet Regulatory    HR209 Ability to provide a personnel             Process Solution - Agencies can create a query to identify job codes with less than 25 employees by
Requirements             evaluation analysis by job group for       labor market area and select the employee reviews that are effective dated in the specified year period
                         job codes with less than 25
                         employees.
Meet Regulatory    HR210 Ability to provide an employee             Process Solution - Agencies can create a query to identify job codes with less than 25 employees by
Requirements             discipline analysis by job group for job   labor market area and select the employees that have disciplinary actions reported for dates within the
                         codes with less than 25 employees.         specified year period. The query would retrieve the appropriate job group, job code and department as
                                                                    well as the employee's gender and ethnic group.
Meet Regulatory    HR211 Ability to provide a training analysis     Process Solution - Agencies can create a query to select course codes, course titles, and the employees
Requirements             for an Agency as part of the annual        with a “completed” status from the Training table.
                         Affirmative Action Plan.
Meet Regulatory    HR212 Ability to provide a personnel             Process Solution - Agencies can create a query to identify job codes with 25 or more employees by labor
Requirements             evaluation analysis by job group, job      market area and select the employee reviews that are effective dated in the specified year period
                         code, and labor market area for job
                         codes with 25 or more employees.

Meet Regulatory    HR213 Ability to report on detailed EEO Race     This modification was deleted due to UConn opting to become a limited scope agency.
Requirements             Codes
Meet Regulatory    HR214 Ability to provide an employee             Process Solution - Agencies can create a query to identify job codes with 25 or more employees by labor
Requirements             discipline analysis by job group and       market area and select the employees that have disciplinary actions reported for dates within the
                         job code by labor market area for job      specified year period. The query would retrieve the appropriate job group, job code and department as
                         codes with 25 or more emps.                well as the employee's gender and ethnic group.
Meet Regulatory    HR215 Ability to generate Workforce              Process Solution - Agencies can create queries to select counts of full and part time employees by job
Requirements             Analysis report sorted by part and full    code, job group, race and gender where the total count of employees within a job code is 25 or more.
                         time employees for job codes with 25
                         or more employees.
Meet Regulatory    HR216 Ability to generate Termination            Process Solution -Agencies can create a query to select all employees that have been terminated within
Requirements             Analysis report by agency, by detailed     the specified period by race and gender, and the termination reason
                         termination reason, and race and sex

Meet Regulatory    HR217 Ability to deny an Accommodation           On-line Mod - The label of the “Undue Hardship” radio button on the Accommodation Data-
Requirements             Request with a value other than            Accommodation Request page will be changed to "Denied”. The Comments field will be used to capture
                         “Undue Hardship”.                          the actual reason why the request is denied, whether it is due to undue hardship, ineligibility, or some
                                                                    other reason.
Meet Regulatory    HR218 Ability to perform finer breakdown of      This modification was deleted due to UConn opting to become a limited scope agency.
Requirements             EEO-6 Categories




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    Business         Rqmt       Requirement Description                                                              Solution
    Process           #
Maintain Workforce   HR301 Ability to pay longevity payments        Batch Mod - 1) A Longevity Rate Table will be created for each Salary Plan with the appropriate intervals
                           automatically based on specified         of service, and payment at each interval. This table will be effective dated to maintain history as rates are
                           criteria                                 renegotiated.
                                                                    2) The Employment Service Date will need to be manually adjusted online for a break in service due to
                                                                    leave without pay.
                                                                    3) A batch program willbe created that will be executed semi-annually by salary plan/bargaining unit. The
                                                                    program will calculate the new Employment Service Date based on the current Employment Service date,
                                                                    less the number of leave days without pay during the specified period based on the TRC’s reported for
                                                                    each employee through time and labor.
                                                                     4) A record is inserted into the Additional Pay record for the effective date of the payment, with the
                                                                    longevity earnings code and the appropriate earnings amount for each employee. The Additional Pay
                                                                    goal amount should also be set to equal the earnings amount to ensure the payment is not made more
                                                                    than once.
Maintain Workforce   HR302 Ability to produce “Employees on         Report - The delivered report will be modified so that it can be run by agency.
                           Leaves of Absences” report by
                           departments
Maintain Workforce   HR303 Ability to produce “Emergency            Report - The delivered Emergency Contact report will be modified so that it may be run by agency.
                           Contacts” report by department
Maintain Workforce   HR304 Ability to produce “Pending Future       Process Solution - This requirement can be met by the Personnel Actions History Report (HR101). That
                           Actions” report by department            report will list all transactions that occurred within a date range, including future dated transactions. All
                                                                    agencies will have the ability to run this report.
Maintain Workforce   HR305 Ability to produce “Passport/Visa        Report -- The delivered Passport/Visa Expiration, PER032, will be modified to enable running it by
                           Expiration” report by department         organization and only include employees whose expiration date exceeds the current date. Agencies that
                                                                    employ resident aliens include: DMR, DCF, DMHAS.
Maintain Workforce   HR306 Ability to produce “Citizenship          Report -- The delivered Citizenship Status/Country of Citizenship/Visa Audit, PER033, will be modified so
                           Status/Country of Citizenship/Visa       that it may be run by Organization and only include employees whose native/naturalized country is not
                           Audit” report by department              the US and who do not have a visa. Agencies that employ resident aliens include: DMR, DCF, DMHAS.

Maintain Workforce   HR307 Ability to create a monthly bargaining Report - A report will be written to provide to individual bargaining units a listing of monthly changes that
                           unit employee activity report          have occurred to their members, including changes to employee information, job classification, position,
                                                                  employment type, seniority, appointment type, union membership, salary, work location, and new hires
                                                                  and employees going off payroll, etc.
Maintain Workforce   HR309 Union Steward Designation              Process Solution -- The seniority list will be run and distributed to the agencies for review of bumping
                                                                  order. Once an employee has been identified for bumping, the agency must verify whether the employee
                                                                  is a union steward. If so, the agency must move to the next name on the list.
Maintain Workforce   HR310 Ability to automate seniority date      Batch Mod - Two batch programs will be written. One will calculate seniority for bargaining unit purposes,
                           calculation for layoff purposes        using custom pages and records created to store the union rules, and provide a seniority report for all
                                                                  employees by bargaining unit. The second program will calculate and report on seniority for layoff
                                                                  purposes. Both programs will handle the State's proation calculation required for part-time employees.




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    Business         Rqmt       Requirement Description                                                              Solution
    Process           #
Administer Salary    HR351 Ability to calculate the correct daily   Batch Mod - : A batch program will be created to recalculate the daily and hourly rates for employees
Plans                      rate to be used for docking pay for      based on the standard days per year for time reporting codes that reduce from regular earnings. The
                           teachers in the Dept of Education        new calculated rate would be inserted into the Time and Labor Override Rate field. A new standard days
                                                                    per year field would need to be added to the salary plan table to associate the correct days per year with
                                                                    each salary plan, and ultimately each employee. Note: teachers will need to be in a Salary Plan.

Administer Salary    HR352 Ability to report on Salary Plan,        Report - The delivered Salary Grade/Step Table Report will be modified to include the biweekly rate (it
Plans                      Grade, Step and Bi-Weekly amounts        already includes the hourly, daily, and annual salary rates). Also, the report will enhanced so that it can
                                                                    be run by salary plan, not just for all salary plans as delivered.
Administer Salary    HR353 Ability to conduct mass updates to       Interface - An interface will be developed to load a file created in Excel that contains all of the new salary
Plans                      step plans                               plan, grade and step rates.
Administer Salary    HR354 Ability to conduct mass salary grade     Report - In order to ensure all employees in the union/salary plan have been processed, an exception
Plans                      updates                                  report will be created which identifies employees that have not been or should not be processed due to
                                                                    various reasons. These may include employees in a Working Test Period and employees that have
                                                                    reached the maximum step
Administer Salary    HR355 Retro Pymt for Term & Transferred        Report - A report will be created to identify all employees that were active in the salary plan/union as of
Plans                      Employees                                the salary increase date that are now terminated or retired or in another salary plan. For employees that
                                                                    have been terminated or retired an online or manual check must be produced for the retroactive payment
                                                                    amount, as they are no longer actively employed. This may be done through the delivered payroll online
                                                                    check process or through a manual check outside the Core-CT system. Also, their job record should
                                                                    manually be updated by the Agency HR Specialists to reflect the fact that the payment was made. For
                                                                    employees that are now in a new salary plan/union, the Agency HR Specialists will manually perform the
                                                                    salary increase as a Pay Rate Change using the Job Data pages. This will trigger a retroactive payroll
                                                                    request that will be processed the next time Retroactive Payroll is run in the next on cycle payroll.

Administer Salary    HR356 Update by Sal Plan                       Batch Mod - The Salary Plan/ Paygroup process will be modified to perform mass salary increases to
Plans                                                               employee records by salary plan, not by salary plan and grade as delivered.
Administer Salary    HR357 Mass Sal Reports                         Batch Mod - The custom Mass Salary increase program produces agency processed and exception
Plans                                                               reports that are described in Requirement HR355, above.
Administer Salary    HR358 Ability to store bi-weekly and yearly    General design of this potential online modification is on hold while the team works with OLR and central
Plans                      rates of pay based on State practice     agencies to recharacterize annual, monthly, bi-weekly, daily, and hourly rates on the Salary Step and
                           (26.1 issue)                             Compensation pages to make them more accurate.
Administer Salary    HR359 Rounding Requirement                     The extensive modifications required to automate the state's current rounding method will not be made.
Plans                                                               Alternative solutions are under review by the team in conjunction with central agencies.
Monitor Health and   HR451 - Workers Compensation - Process         On Hold -- The Project Team is currently reviewing several solutions and processes to address these
Safety               HR467 using PeopleSoft and the third party     requirements.
                             administrator's system
Examination          HR651 - Examination Process and Re-            The current ATC system will be retained to handle the examination process and the re-employment
Process and Re-      HR671 employment                               SEBAC process.
employment
Examination          HR672 Ability to interface applicants for      ATC will facilitate the examination process once an applicant has applied to take an examination via E-
Process and Re-            examinations that have applied           Recruit or through a hard copy application. Application data for examinations will be extracted from
employment                 through eRecruit to the legacy ATC       PeopleSoft and sent to ATC for tracking and administering the examinations.
                           system

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    Business        Rqmt       Requirement Description                                                              Solution
    Process          #
Examination         HR673 Ability to interface new hires and       The Re-employment/SEBAC process requires the State to conduct a search of employees that may have
Process and Re-           transfers with certification number      ‘Rights’ to an approved vacant position when processing a position appointment. A certification list is run
employment                from PeopleSoft to ATC                   to identify an employee. If the employee is hired or transferred into a position as a result of the list, the
                                                                   certification number needs to be added to their employment record for tracking purposes. The ATC
                                                                   system will remain in place once PeopleSoft is implemented, however, there is a need for the certification
                                                                   number to be indicated at the employee level in PeopleSoft, and an interface to send new hire and
                                                                   transfer information to ATC for auditing. PeopleSoft will be modified to be able to store a certification list
                                                                   at the employee level and an interface will be built to extract this information from PeopleSoft and send it
                                                                   to ATC for auditing.
Custom -            HR661 Ability to search for Applicants using   On-line Mod - The SSN will be added to the eRecruit online resume page and record, so that the SSN
Examination               their Social Security Number             may be provided through an online application. SSN already exists on the Select and Recruit Applicant
Process/Re-                                                        Data page and record. The SSN will be added to the search record used in the Applicant Data pages,
employment                                                         which include the Applicant Search Global record, the Applicant Data record, and the Applicant Search
                                                                   View.
Administer Family   HR701 Ability to allow for biannual FMLA       Process Solution - State FMLA will continue to be calculated outside the system manually. This is the
Medical Leave Act         entitlement                              State’s current practice. The report developed in TL251 may be helpful to this process.
Administer Family   HR702 Ability to audit FMLA for spouses        Process Solution - The user can create a query of employees on FMLA and their dependents within an
Medical Leave Act         employed by same employer                agency. Manually check whether the employee’s dependent is also on FMLA based on their Job record.
                                                                   This will only report on employees that have elected family benefits coverage, as there is no other
                                                                   indication of spouse within the system. This will also only report on employees within the Agency HR
                                                                   Specialist agency due to security. The report developed in TL251 may be helpful to this process.

Administer Family   HR703 Ability to validate the FMLA History   Process Solution - The FMLA Specialist may run the pre delivered FMLA Audit Report or the custom
Medical Leave Act         against Time & Labor Data              Time and Labor report (TL252) and use the report to manually validate the information on the FMLA
                                                                 History page. This process mimics the current process used by most of the state agencies.
Administer Family   HR704 Ability to provide a summary report by Report - The FMLA Specialist may run the pre delivered FMLA Audit Report or the custom Time and
Medical Leave Act         Agency of what FMLA data goes to       Labor report (TL251) and use the report to monitor FMLA time taken. The report developed in TL251 may
                          Payroll                                be helpful to this process.
Financials          HR801 Ability to transmit personnel data to  Interface - A custom interface will be written that selects employees hired as of the specified date and
Integration               financials Purchasing, Asset           creates a flat file to be loaded by the delivered financials interface. The file will contain personal data,
                          Management, and Grants modules         such as employee id and name. In addition, for Asset Management the Operating Unit and Department
                                                                 ID based on the default funding source for the employee’s position will be included in the file layout. If
                                                                 the employee’s position or funding source had changed, as of the specified date, they would be re-
                                                                 transmitted to Asset Management.
Position            WHR0 Position Approval Workflows (3)         Workflow - The modification to address this is described in HR016.
Management          1
Payroll
Manage Employee     PY001 Ability to Search by SSN for             Process Solution - The Central Payroll Specialist will search the job record by employee name. If multiple
Garnishments              Employee Status                          names are found, train the specialist to go to personal data and search the employee's name until the
                                                                   correct SSN is found to get the employee ID. This would entail that the Specialist entering the employee
                                                                   garnishment would have two steps in verifying the employment status of an employee. The volume of
                                                                   garnishments processed weekly is low.



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    Business        Rqmt       Requirement Description                                                             Solution
    Process          #
Maintain Employee   PY051 Ability to limit Tax Sheltered Annuities Process Solution - The Agency Payroll Specialists will be trained not to enter tax sheltered annuity
Payroll Data                                                       deductions for their employees if they are not eligible for the deduction. In addition, a query would be
                                                                   developed to warn Central payroll if an operator is adding a tax sheltered annuity deduction code that
                                                                   they should not be using. Central payroll could then investigate the circumstances and resolve the error.

Maintain Employee   PY052 Ability to Base Union Dues Deduction Batch Mod - A new program will be developed to automatically update an employee’s union dues
Payroll Data              Amount on Salary or Hours              deduction amount. A new field will be added to the deduction table which designates which deduction
                                                                 code represents which range of salary range and/or standard hours. The program will use job audits to
                                                                 determine any changes to the employee’s job compensation rate or standard hours. If the employee
                                                                 experiences a change in either of these fields, the program would automatically update the employee
                                                                 union dues deduction.
Maintain Employee   PY053 Ability to limit Savings Bond Address Process Solution - Agency Payroll Specialists will be trained not to use the work address radio button. At
Payroll Data              to Home                                the time of data entry, the Agency Payroll Specialist would need to be trained not to change the savings
                                                                 bond delivery option from home to work. The default on the savings bond page for the delivery option is
                                                                 the home address.
Maintain Employee   PY054 Ability to identify employees with a   Process Solution - Central Payroll will create and run a query to list all bond deductions without bond
Payroll Data              bond deduction and no specification specification data. A query would be created that would list all employees that were set up in the system
                          data                                   with a bond general deduction, but no bond specification data.
Maintain Employee   PY055 Ability to limit employee to Advice of Process Solution - Agency Payroll Specialist will be trained not to use the “Issue Check” account type on
Payroll Data              Deposit or Paycheck                    the employee direct deposit pages for employees with direct deposit. Central payroll will develop a query
                                                                 that will indicate any employees that had direct deposit with “Issue Check” selected.

Maintain Employee   PY056 Ability to interface general deductions Interface - Currently, a large number of deductions are managed by third party vendors. These vendors
Payroll Data              into PeopleSoft                         determine the deduction amount for the employee and then interface the employee general deduction
                                                                  information into the legacy system.      A batch interface will be built to load employee deduction
                                                                  additions, changes, and terminations into the employee general deduction record.
Maintain Employee   PY057 Ability to load Additional Pay into     Interface - Currently, there are a large number of payments that are made in addition to the employee’s
Payroll Data              PeopleSoft                              salary. Longevity payments and uniform allowance are a few examples. Every agency is responsible for
                                                                  entering their employee’s additional pay into the legacy system. Varying by agency, programs do exist
                                                                  that load additional payments automatically into the legacy system. In PeopleSoft several types of
                                                                  payments would be made through the additional pay pages. A batch interface will be built that will load a
                                                                  flat file detailing the employee and any additional payment data into the additional pay records.

Maintain Employee   PY058 Ability to ensure an employee holding    Report - A report will be written that lists employees having more than one pension code.
Payroll Data              dual positions is enrolled in only one
                          retirement plan.
Maintain Employee   PY059 Ability to identify and calculate all    Batch Mod - State retirement plans call for varying percentages of employee contributions based on plan
Payroll Data              employee retirement contributions        code and whether or not the earnings are subject to OASDI. For the majority of retirement plans the
                          based on ret. code.                      percentage that is applied to the retirement eligible earnings is fixed over the course of a calendar year.
                                                                   For a small number of the retirement plans the percentage changes in relation to the employee’s OASDI
                                                                   maximum. These changes are currently automated through a custom program in the legacy system. A
                                                                   batch program will be written to deliver this functionality in PeopleSoft.




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    Business        Rqmt       Requirement Description                                                                Solution
    Process          #
Maintain Employee   PY060 Ability to create audit records to track On-line Mod - Additional fields need to be added to the delivered PeopleSoft audit records to track the
Payroll Data              data changes and inserts                 changes, inserts, and deletions into the system on certain tables that are identified to be audited. The
                                                                   fields that will be added are the Operator ID, Action Stamp, and Action type (Insert, Correction, Deletion,
                                                                   Key Change, etc.)
Maintain Employee   PY061 Ability to automate batch parameter Batch Mod - Once the Core-CT HRMS system is in production a large volume of work related to the
Payroll Data              maintenance                              maintenance of run control parameters within the batch schedule must be addressed. The vast majority
                                                                   of processes within PeopleSoft HRMS require some sort of input parameter to execute for the correct
                                                                   data set. A page will be developed to serve as an input area for the rules of processing each batch
                                                                   HRMS program. A batch program will take the parameters entered and insert or update the appropriate
                                                                   run control records that control batch processing.
Maintain Employee   PY062 Paygroup assignment batch process Batch Mod - Due to the large number of employees, payroll processing will be multi-threaded (payroll will
Payroll Data                                                       be processed across multiple processors). A batch pay group assignment process will be created to allow
                                                                   the pay calculation and confirmation process to be split up and run by paygroups that are evenly divided.
                                                                   Paygroup assignment will also group any jobs that any single employee may have within a given
                                                                   company into one pay group to guarantee that all of an employee’s job are being calculated together.

Maintain Employee PY063 Tuition Reimbursement Interface -           Interface - This will be accomplished through the additional pay interface, requirement PY057.
Payroll Data              9916
Maintain Employee PY064 Payroll Reconciliation Tool – Parallel       Batch Mod - A batch program will be written to facilitate the testing and checking of test results for payroll
Payroll Data              Testing                                    cycles.
Calculate & Confirm PY401 Ability to Produce Earnings Detail         Report - The State of Connecticut is required to follow court orders in subpoena form to produce a report
On-Cycle Payrolls                                                    detailing an employee’s earnings, deductions and taxes. : The existing delivered quarterly report will be
                                                                     modified to run based for an individual employee ID. The detail would be provided for a period based on
                                                                     the ‘from’ and ‘to’ dates provided
Calculate & Confirm PY402   Ability to View State Specific Pay Calc Process Solution - Central Payroll will develop queries that will do the validation checks for the State.
On-Cycle Payrolls           Validation Errors                        These queries would need to be run directly after each Pay Calculation.
Administer Post-    PY451   Ability to compare gross pay for         Process Solution - Currently central payroll supplies the Department of Social Services with a file listing
Confirm Process             changes between pay cycles               all their employees and their gross pay – they then take the file and put it into a spreadsheet and
                                                                     compare the employees gross pay from the previous pay cycle with the current pay cycle to see if there
                                                                     were changes in gross pay from pay cycle to pay cycle. Social Services will need to write a query to find
                                                                     discrepancies in gross pay for previous cycle vs. current cycle.
Administer Post-    PY452   Ability to produce a report detailing    Report - The report will detail employee direct deposit information sorted by bank name from existing
Confirm Process             employee direct deposit information bank information stored on transmission file that is sent to the Federal Reserve bank.
                            by bank name
Administer Post-    PY453   Ability to report certain data points on Batch Mod - Several changes will be made to the data printed on the check and the advice: 1) The social
Confirm Process             the check and advice                     security number of the employee will be removed from the check for security reasons. 2) Employees'
                                                                     leave accrual balances will be printed on the advice. 3) The bank name and address will not be printed on
                                                                     the check.
Administer Post-    PY454   Ability to validate direct deposit       Batch Mod - PeopleSoft delivers the functionality to pre-note for direct deposit. The program creates a
Confirm Process             account data                             file to be electronically transferred to the bank with zero dollar deposits. The State’s source bank
                                                                     currently ignores zero dollar deposits and will not have the capability to verify the success of such a
                                                                     transaction. The direct deposit file will be modified to transfer a penny to the employee’s account




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    Business        Rqmt      Requirement Description                                                             Solution
    Process          #
Administer Post-   PY455 Ability to sort Deductions in Arrears     Report - Central Payroll currently provides each agency with a report of Deductions in Arrears. These
Confirm Process          by department                             deductions include Medical, Dental and Life. The PeopleSoft delivered report will be modified to sort and
                                                                   page break by agency.
Administer Post-   PY456   Ability to sort Deductions Not Taken Report - Central Payroll currently provides each agency with a report of Deductions not taken in the pay
Confirm Process            by department                           period. The PeopleSoft delivered report will be modified to sort and page break by agency.
Administer Post-   PY457   Ability to sort the Payroll Register by Report - In order for agencies to audit and reconcile each pay cycle at the employee level, the Payroll
Confirm Process            department                              Register report will be modified to sort by agency.
Administer Post-   PY458   Ability to provide the Payroll Summary Report - This report summarizes on separate pages, information for paycheck amounts, regular earnings
Confirm Process            report by department                    amounts, special accumulator amounts, employee deduction amounts, employer contribution amounts,
                                                                   employee/employer tax amounts and other earnings amounts. This report is extremely valuable to the
                                                                   agencies in the reconciliation/audit/balancing of a specific pay period. It must be modified to break by
                                                                   agency.
Administer Post-   PY459   Ability to provide the Employees Not Report - Central Payroll currently provides each agency with a listing of employees not processed in the
Confirm Process            Processed report by department          current pay period. For the employees listed, the report shows the hours and earnings not processed for
                                                                   the pay period and breaks them down by regular, overtime, and other earnings. The report supplies totals
                                                                   for the pay group, the pay period, and includes a grand total for the state. The delivered report will be
                                                                   modified to sort and break by agency.
Administer Post-   PY460   Ability to Renumber Checks Post-        No change necessary - The 8.3 release of PeopleSoft has an expanded check number field. No
Confirm Process            Confirm if in Retirement/Other          renumbering of checks will be necessary.
                           Purpose # Range
Administer Post-   PY461   Create department budget table build Batch Mod - Part of the position creation process will require that the funding source and budget
Confirm Process            program                                 information be specified when entering the positions. Once the Position Number has been approved and
                                                                   filled, the information must be loaded into the Department Budget and Task Profile tables. Additionally,
                                                                   any ongoing changes to the funding source information at the position level must be loaded to the
                                                                   Department Budget Tables and the Task Profile Tables. A program will be written to automatically load
                                                                   the Department Budget or Task Profile tables in the system.
Administer Post-   PY463   Modify Commitment Accounting            On-line Mod - The commitment accounting task template will be modified to make the Account Code field
Confirm Process            template Default                        optional. This will allow the timekeepers to not have to enter the funding source in Time and Labor and
                                                                   allow the field to default from Payroll instead. The Account Code task entity is currently marked as
                                                                   required, and will be changed to optional.
Administer Post-   PY464   Create Fiscal Year Encumbrance          No Change - The decision has been made not to make the modifications to encumber funds for payroll.
Confirm Process            Extract Program                         The State does not currently encumber funds in its Payroll system.
Administer Post-   PY465   Create Nightly Encumbrance Extract No Change - The decision has been made not to make the modifications to encumber funds for payroll.
Confirm Process            Program                                 The State does not currently encumber funds in its Payroll system.
Administer Post-   PY466   Create General Ledger Outbound          Interface - Create a custom Payroll to GL outbound interface to produce estimated percentage
Confirm Process            Interface                               distribution for fringe benefits, maintain the one-to-many Business Unit translation between Payroll and
                                                                   GL, and handle the chart field translation.
Administer Post-   PY467   Create Additional Pay Redistribution Batch Mod - A batch Additional Pay Redistribution program will be written to force additional earnings to
Confirm Process            Program                                 follow the account code overrides that are entered in the Time and Labor module. This will ensure that
                                                                   supplemental pay that is earned for a particular job in a given period will accurately reflect the account
                                                                   code that was entered for the employee’s time in that pay period.




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    Business           Rqmt       Requirement Description                                                               Solution
    Process             #
Administer Post-       PY468 Outbound Interface from Payroll to        Interface - Currently, the State processes all payments to benefit providers through the MSA payroll
Confirm Process              Accounts Payable                          system, and does not interface to a financials system. The delivered PeopleSoft system has a process
                                                                       that will send voucher requests from the Payroll module to the Accounts Payable module, but this
                                                                       process does not meet the state’s requirements for financial distribution. This program will be modified so
                                                                       that these payments can be made through AP.
Administer Post-       PY469 Inbound Interface from banks for          Interface - This interface will be built
Confirm Process              Direct Deposit routing errors
Administer Payoll      PY470 Interfacing Agencies - Payroll       Interface - This interface will be for additional pay, savings bond deductions, general deductions, and
Interface                    interface from agencies not using HR direct deposit.

Administer             PY501 Ability to modify Account Code Build       Batch Mod - : The Account Code Build program will be modified to populate the Account Code field
Financials Interface         program (BUD003) to smart code             based on a combination of chart of account fields. By applying this change to the Account Code Build
                             based on criteria                          program, it will be easier to identify if an employee is not being charged to the correct Account Code
                                                                        based on payroll data.
Manage Adjustment PY552        Ability to do an adjustment to a         Process Solution - Currently when Central Payroll reverses a payroll check, certain deductions (C.S.E.
Processing                     deduction when reversing a check         Credit Union, Garnishments and Savings Bonds) are deleted from the reversal process, because these
                                                                        deductions cannot be reversed. Central Payroll Specialists will be responsible for reviewing check
                                                                        reversals and for determining the correct adjustment amounts
Manage Reprints        PY601   Ability to create the dead paychecks Report - Currently the Treasurers office receives in report format a listing of checks that are reprinted –
                               page in report format                    listing old check number and new check number, a copy of this report is then sent to the bank for
                                                                        reconciliation purposes. A report will be written to list the old check number and new check number for
                                                                        reprinted checks.
Manage Quarterly       PY653   Ability to identify W4 and W5            Process Solution - Agency payroll specialists will need to write a query to select all employees with W4
Payroll Reporting              exemption employees at department and W5 exemptions at the agency. The agency payroll specialist will then be able to notify the employee
                               level                                    that if a new W-4 or W-5 was not received by the 2/15 date their tax status would then be changed from
                                                                        exempt to the highest tax rate of single zero, or their EIC would be discontinued.
Manage Quarterly       PY654   Ability to sort and total W-2 data audit Report - The delivered W2 audit report will be modified to sort, page-break, and provide totals at the
Payroll Reporting              report by agency                         agency level. This would make it possible for Central Payroll to balance and reconcile at the agency level
                                                                        by viewing the report online and printing each agencies totals break page.
Manage Quarterly       PY655   Ability to print alternate return        Process Solution - Returned W2s for all agencies will go to Central Payroll. Any employee requests at
Payroll Reporting              address for UCONN employees W-2 Central or Agency level will result in a reprint of the W2.

Payroll Interface      PYI01   Outbound DOL Unemployment               Interface - An interface will be built to send a file containing quarterly earnings for unemployment filing
                                                                       purposes to DOL.
Payroll Interface      PYI02   Ability to send a remittance file of    Interface - This interface will be built
                               employee deductions taken from
                               PeopleSoft to third party vendors
Payroll Interface      PYI03   Ability to send retirement deductions   Interface - This interface will be built
                               and employee earnings from
                               PeopleSoft to the State Retirement
                               System




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    Business        Rqmt       Requirement Description                                                                 Solution
    Process          #
Payroll Interface   PYI04   Ability to send a file of valid DCAP       Interface - To setup deductions, an inbound interface from OSC's DCAP subsystem will be built. The
                            transactons from PeopleSoft to the         actual deduction transactions will be interfaced back to the DCAP subsystem after each payroll is run.
                            Dependant Care Assistance Program
                            sub-system
Payroll Interface   PYI05   Ability to send a file of valid Deferred   Interface - To setup deductions, an inbound interface from OSC's Deferred Compensation subsystem will
                            Compensation transactions from             be built. The actual deduction transactions will be interfaced back to the Deferred Compensation
                            PeopleSoft to the Deferred                 subsystem after each payroll is run.
                            Compensation sub-system
Payroll Interface   PYI06   Ability to send employee name and          Interface - This interface will be built
                            address changes from PeopleSoft to
                            the State Retirement System.
Payroll Interface   PYI09   Savings Bond Data Outbound                 Interface - This interface will be built
Payroll Interface   PYI10   OPM Inbound                                Interface - An interface will be created to load the fiscal year budget information from the State Budgeting
                                                                       system into the PeopleSoft system. This process will take place after the fiscal year budget information by
                                                                       agency and position is completed and approved in the State Budgeting system. This program will select
                                                                       information from the data file that is exported from the State system and load rows into the custom
                                                                       position data table to define default position, department budgets, and funding sources for the next fiscal
                                                                       year. Included with this interface, exception reports will be generated and require review by the Agency
                                                                       and OPM specialists to ensure that all records are loaded successfully.

Payroll Interface   PYI11   OPM Outbound                               Interface - A program will be written to extract the appropriate position, budget, and funding source data
                                                                       from the current fiscal year and sent to OPM to assist in the preparation of the annual budget.
Payroll Interface   PYI12   Payroll Detail Outbound                    Interface - An extract program will be written to send a file containing payroll data to the State
                                                                       Universities, Community Colleges and other agencies interfacing for payroll.
Payroll Interface   PYI13   Personal Detail Outbound                   Interface - An extract program will be written to create a file containing personal data and leave balances
                                                                       to be sent to agencies that are interfacing for payroll and have a requirement for the information in their
                                                                       own systems.
Time and Labor
                    TL051 Ability to display shift starting and        Process Solution - Shifts that imply the start and end time for each schedule will be created for the 24/7
                          ending times on both the timesheet           facilities . The provision of the beginning and ending hours for each shift provides a mechanism for
                          and the schedule.                            determining that minimum staffing levels are being met and will assist timekeepers in applying the various
                                                                       shift differentials correctly
Schedule Employee TL052 Ability to verify employee works 280           Process Solution - A rule will be configured in the Time and Labor module that will use an 8 week period
Time                    hours in an 8 week period                      to sum an employee’s time to verify the employee worked the appropriate number of hours. The eight
                                                                       week period will be based on the employee’s assigned schedule. The rule will automatically manipulate
                                                                       the data as stated by the Bargaining Unit’s requirement and insert the appropriate codes and hours.

Schedule Employee TL053 Ability to communicate attendance              Report - A report will be used to determine the staff loading for agencies based on the schedule and
Time                    expectations and facilitate the                location that the employee works. This report will list the employee names, titles, etc. followed by the
                        planning of staffing needs                     total staffing for the agency and location. This report can be run at anytime and will summarize a roster
                                                                       for a given location and schedule for a day at a time.




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    Business        Rqmt       Requirement Description                                                              Solution
    Process          #
Schedule Employee TL054 Ability to create and manage                Process Solution - Any adjustments to pay that may be necessary will be calculated outside of the
Time                    schedules that are both rotating and        system, as the current legacy systems do.
                        averaging.
Schedule Employee TL055 Ability to produce a 112 day schedule       Report - A report will be developed for the 112 day schedule. The report will retrieve and display the days,
Time                    for Protective Services                     hours, and shifts for specified groups of employees.
Administer Time   TL101 Ability to view, access and enter time      On-line Mod - a number of changes will be made including “Next” & "Previous" button functionality,
Reporting               for both weeks of a biweekly pay            modifying the “Apply Schedule” to bring forward payable time, not the default schedule, and addition of
                        period                                      the employee's leave balances on the time entry page. Related to TL104.
Administer Time   TL102 Ability to identify which timesheets        Each agency can select one of the following processes:
Reporting               have not been processed                     Manual Checklist - Timekeepers print a list of the employees in their agency/group and manually check
                                                                    off timesheets as they are received;
                                                                    New Process Solution - Agencies can institute a business process in which all timesheets must be
                                                                    entered into PS. A predefined query template can be run to provide a list of employees whose time has
                                                                    not been “touched”; or
                                                                    For agencies using a time collection device interface: A query can be written to list employees whose
                                                                    time was not included as part of the TCD exception reports (out of EPM).
Administer Time     TL103 Ability to enter and report time in units Modification - The system will maintain balances in hours however a conversion will occur to show leave
Reporting                 of a day                                  accrual balances in days on selected reports. Time keepers will enter leave time in hours. The following
                                                                    identified reports will be modified to convert balances into days before printing for specific employees:
                                                                    - Check Print
                                                                    - Advice Print
                                                                    - Leave Accrual Balances Report
                                                                    - Timesheet Print
                                                                    Additionally, a batch process will be created and used to convert accrual balances when transferring from
                                                                    one standard hour workday to a different standard hour workday e.g. a DOC employee who switches
                                                                    between a 7.25 hour day and an 8.25 hour day.

Administer Time     TL104 Ability to enter employee time more      On-line Mod - The delivered PeopleSoft time entry page will be modified to allow timekeepers to
Reporting                 efficiently by redesigning the time      generate a list of employees based on employee ID and name, together with group, department, or
                          reporter page and search mechanism schedule ID. The ability to use next-in-list functionality to reduce the number of pages that must be pulled
                                                                   up to enter time will be added. Related to TL101
Administer Time     TL105 Ability to limit the use of the override Report - : A report will be created that identifies whenever an override rate is used for a set of
Reporting                 rate field on the weekly elapsed time employees. These entries will appear on the report with a designated reason, which will be added by the
                          page                                     users during time entry. This process allows for the auditing of overrides at the point of time entry and
                                                                   before the entry is sent to payroll.
Administer Time     TL106 Ability to track subsets of sick time    Process Solution - Time periods will be established based on calendar years to generate error messages
Reporting                                                          when specific leave taken limits have been encountered. This time will be marked in error and an
                                                                   appropriate entry will need to be made by a timekeeper or agency payroll specialist.
Manage Time         TL151 Ability to calculate complex rules       On-line Mod - Rules will be created as needed to maintain the State of Connecticut’s existing automated
Adjustments                                                        functionality relating to the calculation of specific bargaining unit agreements. These rules will be created
                                                                   using a delivered PeopleSoft tool however it will require technical resources to design, develop and test.




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    Business        Rqmt      Requirement Description                                                               Solution
    Process          #
Manage Time        TL201 Ability to capture timesheet              Report - A timesheet will be created to for weekly and biweekly time reporting. This timesheet will be
Collection               information on a biweekly basis for       distributed to employees and returned to their supervisor at the end of the period. This timesheet will
                         individual employees                      contain time/labor related information for the given period as well as employee ID, schedule hours,
                                                                   schedule assignment, task information, a signature line etc. The use of this report will reduce data entry
                                                                   errors in that critical information will be pre-filled on the timesheet.


Manage Time        TL202 Ability to capture timesheet              Report - This schedule-based timesheet will be used by 24/7 agencies that operationally require time and
Collection               information on a daily basis for 24/7     attendance information to be captured by shift on a daily basis. This report will group employees by shift
                         agencies                                  for each day requested. The report will not only list who is scheduled to work and who is off, it will list
                                                                   default hours, applicable time reporting codes, override sections, task reporting information etc. The use
                                                                   of this report will reduce data entry errors in that critical information will be pre-filled on the timesheet.

Administer Time    TL251 Ability to provide a summary biweekly Report - This report will list all time that will be / was sent to payroll in the specified pay period by agency.
Validation &             report by agency of what goes to         The information will include all time for the pay period summarized by employee and Time Reporting
Approval                 payroll                                  Code. A separate page will be marked for any adjustments that were made. This report can be used as a
                                                                  final check to ensure that all time has been entered.
Administer Time    TL252 Ability to view time with specified      Report - The Payable Time Report will be changed to run for a select agency/group of employees with
Validation &             status                                   summary information by employee and by status. This will allow agencies to view only their employees
Approval                                                          when wanting to know specific information.
Administer Time    TL253 Ability to calc employee has worked Report - A report that will be created to add up the total number of days worked by an employee based on
Validation &             a standard number of days within a       standard hours. Using this amount, the agency will determine the percentage that Actual vs. Paid is off,
Approval                 given school year                        and calculate the payment/deduction amount that is needed. Once a total is determined, the Agency
                                                                  Payroll Specialist would insert this amount into additional pay for processing in their final check of the
                                                                  school year.
Distribute Labor   TL301 Ability to review task information prior Process Solution - Agencies can create queries to identify time that has been charged to incorrect
Expenses                 to the creation of payable time          accounts. Agency Payroll Clerks will not have the time or sufficient knowledge to verify that all task
                                                                  information is appropriately assigned before the creation of time and the calculation of payroll.
Manage Leave       TL351 Ability to flag when maximum leave       Report - The delivered Leave Accrual Report (BEN007) will be modified and can include a “flag” that
Accruals                 amounts are reached                      shows an employee who is getting close to reaching a maximum. Thresholds will need to be determined.
                                                                  This requirement is combined with TL355.
Manage Leave       TL352 Ability to associate the crediting of    No solution required - This requirement was identified for UConn Health Center only. They have decided
Accruals                 personal leave with the employee's       not to use Time and Labor.
                         birth month
Manage Leave       TL353 Ability to shut off the accrual if an    Batch Mod - : A program will be developed which will automatically deduct the appropriate leave balance
Accruals                 employee has an aggregate of more amount from an employee when that employee is not entitled to the monthly accrual. The accrual will be
                         than five days of leave without pay in originally granted as of the first day of the new month, however, once the last pay period of the month has
                         a month                                  been run the program will determine if the employee has exceeded the number of leave without pay days.
                                                                  If the employee has exceeded the number of leave w/out pay days then the appropriate balance will be
                                                                  deducted. This could cause employees to go negative however a report can be created as part of this
                                                                  batch program to assist in identifying employees with negative leave balances. The report can be run
                                                                  twice: 1. in read-only to flag agency to take corrective action. 2. to update the accrual.




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    Business       Rqmt      Requirement Description                                                                Solution
    Process         #
Manage Leave      TL354 Ability to view holiday and          Report - A report will be created to provide balances and the expiration dates of employees in an agency
Accruals                compensatory time that is expiring   or group. This report could be run as needed and provide agencies with the necessary information to
                                                             communicate expiration dates and balances of Compensatory and Holiday time.
Manage Leave      TL355 Ability to report on employees       Report - Leave balances will be printed on timesheets and will be added to the time entry panels. This
Accruals                accrued leave balances               requirement is combined with TL351. See also, TL201.
Manage Leave      TL356 Abiltiy to award a bonus day to an   Process Solution - Agencies with employees in Protective Services NP-5 will need to develop a query
Accruals                employee who has not used sick time from EPM to identify employees who have not taken a sick day in a given six month period. Using the
                                                             query, along with the employee’s Leave Accrual Balance page in PeopleSoft, agencies could manually
                                                             determine and adjust an employee’s leave balance to give them a bonus day.
Manage Leave      TL357 Ability to grant part time employees Batch Mod - Based on the Holiday calendar for part time employees a batch program will be created to
Accruals                pro-rated holiday benefits           run during the pay periods where holidays occur. This program will calculate the amount of Holiday time
                                                             earned based upon bargaining unit rules. This modification may be able to be accomplished via the
                                                             Rules tool within the Time and Labor Module, which will be run as part of the batch process.

Manage Leave      TL358 Ability to generate the January 1st.      Process Solution - At the beginning of each calendar year manually calculate an employee’s PL accrual
Accruals                Personal leave balance for part time      based on bargaining unit agreements. Enter this accrual into the T&L time entry pages to be processed
                        employees                                 in the subsequent pay period.
Manage Leave      TL359 Ability to calculate sick and vacation    Batch Mod - A batch program will be written to be run on a monthly basis that will automatically determine
Accruals                accruals for part time employees          accruals for part-time employees based on bargaining unit agreements.

Manage Leave      TL360 Ability to credit lump sum amounts of Interface - : The additional pay load program (PY057) can be used to automatically load accrual
Accruals                time on a non-calendar year basis     adjustment amounts to the leave accrual table. This load program will require the agencies to create a
                                                              file of basic employee information along with accruals. The net affect will occur the next time Leave
                                                              Accrual is run for the Bargaining Unit in question. To assist agencies in creating the Addl Pay Load file a
                                                              report (PSQuery) can be used to generate balances as of the most recent run date.

Manage Leave      TL361 Ability to provide information for         Process Solution -Yearly GAAP reporting requires information pertaining to leave and it’s respective
Accruals                GAAP report                                liability to the State. This need can be met by providing a query to the Central Accounting Division of the
                                                                   Office of the State Comptroller using EPM functionality. Agencies will no longer need to complete GAAP
                                                                   Form #7.
Manage Leave      TL362 Ability to restrict taking leave before it Note - this issue has been accepted by PeopleSoft as a defect in their software. The project team is
Accruals                is accrued                                 working to get PeopleSoft to develop a fix.
Manage Leave      TL363 Ability to utilize Service Date field for Batch Mod - A batch program will be created and run on a biweekly basis. This Program will update all
Accruals                Leave Accrual Purposes                     employee service dates to reflect the Hire Date as well as Military Service less leave without pay days.

Time & Labor      TLI01   TL Inbound                              Interface - An interface will be built to receive a file containing attendance data from agencies using
Interface                                                         various time collection methods.
Time & Labor      TLI02   TL Outbound                             Interface - An interface will be built, if needed, to provide time and labor detail to agencies who entered it
Interface                                                         into PeopleSoft and have a need use it on their own system.
Time & Labor      TLI05   TL Outbound to Retirement               Interface - An interface will be built to send a file containing leaves of absence data to the State
Interface                                                         Retirement System. This interface would be done biweekly.




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