State of Connecticut Core-CT Project HRMS Users Group Meeting April 23, 2004

1. State of ConnecticutCore-CT Project HRMS Users Group Meeting April 23, 2004

2. Welcome Anne North and Sue Martin Web Tips Bob King Module Updates Human Resources Update Lina Simonu Time and Labor Update Lee Stolzman Payroll Update Nancy Ribes & Mark Bissoni Benefits Update Scott Anderson Questions & Discussion HRMS Team Agenda

3. HR Users Group -- Navigating the Day As we move through the day, here is what you should expect: Topics • Updates on each module • Upcoming activities • Discussion of areas where there are recurring issues and related corrective actions • Plenty of time for Q&A – please hold until the end • Please share info with your co-workers

4. HRMS Users Group – Overview We would like to thank you for your continued patience and support. Recent Activities More to Come • HRMS Support • Respond to Help Desk calls • Streamline processes • Training labs • Ongoing development of job aids • Working to resolve outstanding system problems • Transition to full state support • Visit from PeopleSoft in early April to address needed fixes and future functionality • Responding to Union grievances • Reacting to new Bargaining Unit Contracts • Welcomed New Team Members: Belinda Thibedeau, Shirley Galka, Bill Morico

5. Web Tips Bob King Agenda – Human Resources Update

6. Web Tips Navigating the Core-CT Website • Why use the website? Why not pick up the phone? • - Get information quicker • - Save taxpayer dollars • What is there and useful? • - Core-CT job aids • - Indexed Daily Mails • - Core-CT Extra Newsletters • Make it a habit! • -A browser favorite (click Favorites  Add) • -Your home page (Link on Core-CT Home Page gives instructions)

7. Web Tips Bob King Agenda – Human Resources Update Welcome Anne North and Sue Martin Business Process Updates Human Resources Update Lina Simonu Time and Labor Update Lee Stolzman Payroll Update Nancy Ribes & Mark Bissoni Benefits Update Scott Anderson Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team

8. Human Resources Update HR/Payroll Connection When should HR Specialists stop entering Job Data Transactions for Current Pay Cycle? • For Pay period 04/02/2004 to 04/15/2004, check dated 04/30/2004: • Agency Time & Labor and Payroll can no longer enter changes as of close of business Tuesday 04/20/2004 • Agency HR Specialists should work closely with their Time & Labor and Payroll Specialists to determine appropriate deadlines for entries • Agency HR Specialist should not make changes that affect payroll on Wednesday 4/21/2004 (e.g., TSHC, Promotions)

9. Human Resources Update Retiree Rehire Tips • If Rehiring a Retiree you must add a concurrent job in job data. Path: (Administer Workforce/Administer Workforce GBL/Use/Add Concurrent Job) • Use Action of Hire and Reason of “RET” Rehired Retiree • Use a Retiree job code (1373VR, 1320VR) • Use Employee Class of “Ret Still in State Service”

10. Human Resources Update Additional Tips • Referencing Your Daily Mails – Core-CT team is working to create a key word search on the daily mail website for a particular daily mail. URL is http://www.core-ct.state.ct.us/hr-golive/daily/ • Primary and Secondary Job Indicator – • Health & Life Insurance • Concurrent Job

11. Human Resources Update Additional Tips • Position Data Save Changes • Positions disappearing from user’s work list • Rejected and denied positions • Statewide access to APS • Placing an employee on Unpaid Leave of Absence in Job Data if employee is off duty for 5 or more days: • If exception hourly pay, place employee in a zero hour schedule and inactivate employee’s time reporter data page • If positive pay, inactivate employee’s time reporter data page

12. Human Resources Update Mass Salary Woes • Insertion of future-dated rows • NP3 and P2 mass salary increase row for 7/11/2003 was inserted with an Action of Pay Rate Change and a Reason of MAI (Mass Anniversary Increase). Rows should have been entered with a Reason of MCO (Mass Collective Bargaining Increases) and have been updated. Future dated rows that were inserted will not have the Reason code updated • If employees were converted with blank Compensation Rates on their January 1, 1901 rows, the program did not insert a July 11, 2003 row. It did update all the subsequent rows with the new rate.

13. Welcome Anne North and Sue Martin Business Process Updates Web Tips Bob King Human Resources Update Lina Simonu Time and Labor Update Lee Stolzman Payroll Update Nancy Ribes & Mark Bissoni Benefits Update Scott Anderson Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team Agenda – Time and Labor Update

14. Compensatory Plans Processed in Time & Labor Balances update by Time Administration When a plan is changed, balances must be transferred to the new plan All TRCs are entered as positive numbers Leave Plans Processed in Benefits Balances updated by a confirmed paycheck When a plan is changed, balances need to be transferred to new plan only if the emplid/rec# combination changes Adjust & Deduct TRCs must be entered as negative numbers: PLAD, PLAP, PLDE, SDE, SDSB, SKAD,VAD,VAP, VDE No validation of adjust & deduct TRCs Time & Labor Update Important Differences between Comp and Leave Plans

15. Time & Labor Update Tips to Minimize Exceptions & Adjustments in Time & Labor • When an employee goes out on what may be a long-term unpaid leave, they should be assigned to a ZERO_HOURS schedule in order to minimize the possibility of Exceptions • Review Exceptions as part of your morning routine on the Friday, Monday, Tuesday and Wednesday after the pay period closes • Exceptions created prior to the final run of Time Administration must be resolved in order for the employee to be paid correctly • Exceptions still unresolved as of the Wednesday, after final Time Administration has been run, should be used to determine what corrections, if any, should be sent to Central Payroll.

16. Time & Labor Update Tips to Minimize Exceptions & Adjustments in Time & Labor (cont’d) • Whenever possible submit to Central Payroll on that Wednesday exactly what needs to be overridden, added or deleted. Avoid instructing Central Payroll to override everything that comes from Time and Labor • If an online (Petty Cash) check has to be requested for an underpayment we recommend that the request be for onlythe specific earnings that are missing be it regular or leave time, overtime, shift differential or a meal allowance. Avoid reissuing the entire check.

17. Welcome Anne North and Sue Martin Business Process Updates Web Tips Bob King Human Resources Update Lina Simonu Time and Labor Update Lee Stolzman Payroll Update Nancy Ribes & Mark Bissoni Benefits Update Scott Anderson Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team Agenda – Payroll Update

18. Payroll Update Discussion of Handouts

19. Welcome Anne North and Sue Martin Business Process Updates Web Tips Bob King Human Resources Update Lina Simonu Time and Labor Update Lee Stolzman Payroll Update Nancy Ribes & Mark Bissoni Benefits Update Scott Anderson Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team Agenda – Benefits Update

20. Benefits Update Key Points • Event Maintenance • Retroactive Processing • Open Enrollment 2004 • Miscellaneous • Semi-Annual Life Insurance Update • Benefits Billing

21. Benefits Update Event Maintenance • Open events require action • Never manually close an event using Event Status Update • Use validate/finalize button to complete process

22. Benefits Update Event Maintenance (cont.) • Review both health and life insurance benefits before and after validation/finalization of any event • Both health and life insurance benefit information is validated during events • If benefit information is invalid, benefits may be terminated • For example, if you are using the Beneficiary Change Event (BNC) to change the employee’s life insurance beneficiary information, the employee’s health insurance election will also be validated when the event is finalized. If the health insurance elections are invalid for any reason, health insurance will be terminated. • Should this occur, log a ticket with the Help Desk

23. Benefits Update Event Maintenance (cont.) • If HR data is entered incorrectly upon hire and subsequently corrected, the event must be reprocessed as follows: • Go to the Event Status Update page • Set the Process Indicator to Assign Program • Set the Event Status to OPEN • Go to the On Demand page • Click the Reprocess button • Print a new Enrollment Statement • Provide the form to the employee • Enter the elections, etc.

24. Benefits Update Event Maintenance (cont.) • If you have entered a manual event in error, proceed as follows: • If you discover the error before the event is processed overnight or by using the On Demand page, you may delete it from the BAS Activity page. Otherwise; • Go to the Event Status Update page • Set the Process Indicator to VOID • Set the Event Status to OPEN • Click OK • Go to the On Demand page • Click the Reprocess button

25. Benefits Update Event Maintenance (cont.) • Discontinued Forms: • CO-1048A Health Insurance Enrollment Form • Health Carrier Change Forms • ML9009S - Life Insurance Enrollment Form • ML9200 - Beneficiary Change Forms • CO-1022 COBRA Form • CO-1022-1 Cigna Dental COBRA Form

26. Benefits Update Retroactive Processing • Timing of benefit elections • Retroactive premium deduction determined automatically • Arrears/Deductions not taken • Employee must be properly enrolled in a Plan • No processing of deduction overrides or arrearage adjustments through the payroll system without prior approval from Central Benefits • Send override requests to: • osc.benefitcorrections@po.state.ct.us

27. Benefits Update Open Enrollment 2004 (OE04) • Health insurance enrollment data cleanup • Files are being prepared for delivery to agencies • Errors must be corrected to ensure proper enrollment • Employees who are not properly enrolled in health benefits risk cancellation • Employees who have not paid their appropriate premium share either through payroll deduction or benefits billing will be canceled after two-months. • Further information concerning the 2004 Open Enrollment will be forthcoming via a Comptroller’s Memorandum.

28. Benefits Update Reports • Running reports regularly will identify employee records that require attention • See the Benefits Job Aids for a list of reports and their functionality • Examples: • Benefit Terminations • Missing Elections • Overage Dependent Report • Base Benefit Audit by Agency • Life Insurance Invalid Report

29. Benefits Update Miscellaneous • Semi-Annual Life Insurance Update • See Comptroller’s Memorandum 2004-11 • Annual Benefits Base Rate adjusted as of April 1st • EPM Query - CT_CORE_BN_LIFE_AUDIT • Replaces the Life Insurance Projection Report • Check for accuracy and report any errors • Benefits Billing • Comptroller’s Memorandum 2004-03 • Job Aid

30. Web Tips Bob King Agenda – Key Messages

31. Key Messages Financial Integration • Account Code requests – are processed through the COA team at the Office of the State Comptroller. Please include effective date. • Requests for changes to agency structures should be in to Core-CT by April 30, 2004 and must be coordinated between HRMS and Financials • Fiscal Year End planning is in progress.

32. Web Tips Bob King Agenda

33. Questions/Discussion QUESTIONS? COMMENTS? FEEDBACK?

34. Wrap Up Thank you for your participation today. We look forward to continuing our work together to make Core-CT a success! • Look for this presentation on the Core-CT website (http://www.core-ct.state.ct.us/) • Next meeting – Thursday, June 3, 2004 1:00 - 4:00 and Friday, June 4, 2004 9:00 – 12:00 • Room 1002A and 1002B • 101 E. River Drive • September meetings: September 23 and 24