State of Connecticut Core-CT Project HRMS Users Group Meeting November 8 & 9, 2005

1. State of ConnecticutCore-CT Project HRMS Users Group Meeting November 8 & 9, 2005

2. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Nick Visone Time and Labor Update Belinda Thibedeau Benefits Justin McCloskey Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

3. Maintain vendor support. State must be on the most current version of PeopleSoft HRMS by March 31, 2006 per support agreement with Oracle Identify opportunities to utilize delivered functionality as opposed to existing modifications Identify opportunities for business process improvement – these will be limited due to schedule and resource constraints. Upgrade Overview Purpose of the Upgrade

4. Split the HRMS team: Production Support Upgrade Freeze production - only critical production fixes, patches, etc. Limited Configuration changes will be accepted – for now. Upgrade Overview Impact to Current Production

5. Limited Readiness Tasks Central Agency Participation in Product Test Participation in User Acceptance Testing TBD Potential changes to interfaces Interfaces to be retested Participation in Upgrade Training Upgrade Overview Impact to Agencies

6. Upgrade Overview Timeline

7. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Nick Visone Time and Labor Update Belinda Thibedeau Benefits Update Justin McCloskey Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

8. The account code field on the Additional Pay page and throughout the application (position data, weekly elapsed time, etc) is now the combination code in 8.9. Interface agencies will need to send in combo code instead of account code (same value). Payroll Update Payroll - 8.9 Upgrade Changes

9. Payroll Update Payroll - 8.9 Upgrade Changes (Cont.)

10. Payroll Update Payroll - 8.9 Upgrade Changes (Cont.)

11. Currently in the review stage Roll out would occur on a limited pilot basis. Gives employees the following ability: Change direct deposit information and view their direct deposit advice on-line Change their tax data Change their address Change voluntary deductions Request a W-2 reissue Payroll Upgrade Payroll - 8.9 New Functionality ePay

12. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Nick Visone Time and Labor Update Belinda Thibedeau Benefits Update Justin McCloskey Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

13. Manage Job Classification & Positions Position FLSA value now included on position level. This will be defaulted from the job code level and still will be able to be overridden in job data The change in the account code table is expected to be very minor with the name changing to combination code Workflow modification will be brought forwardin position data First three tabs in position data now located on one page Budget and Incumbents tab has new info and links. Human Resources Update HRMS – 8.9 Upgrade Changes

14. The Add a Person component is now related to the person only and not the job data Person action must be dated today or earlier Only Job Data may be future dated The Job Data may not be effective dated earlier than the Personal Data Name and Address are now links on other pages. Human Resources Update Changes to Hire/Maintain Workforce PeopleSoft 8.9

15. Multiple Search Capabilities The search fields have more filter options New page called Person Organizational Summary will allow users to search by employee # or name to find employee agencies for dual employments. Human Resources Update Changes to Hire/Maintain Workforce PeopleSoft 8.9 (Cont.)

16. Human Resources Update Person Organizational Summary Page

17. Employee Status is now Payroll Status Additional field of HR Status categorizing each payroll status into ‘active’ or ‘inactive’ HR Status Original Hire Date is no longer attached to Personal Data: It is tied to each job record on the Employment Data page and the field is called Original Start Date. The current Original Hire Date values will be migrated to this field for all employee records. Agencies should ensure that this field contains the earliest state employment date for their employee at any agency. Human Resources Update Changes to Hire/Maintain Workforce (Cont.)

18. Human Resources Update

19. Human Resources Update New Notepad Functionality (Cont.)

20. Human Resources Update New Notepad Functionality (Cont.)

21. Concurrent Hire replaced by Add an Employment Instance This creates a new job record and all dates on the Employment Data page relate to this particular job Some fields on Job Data hide/unhide when specific actions are taken on employees. (e.g. Expected Return Date shows up on the Work Location Page when employee placed on leave of absence). Human Resources Update Changes to Hire/Maintain Workforce (Cont.)

22. Human Resources Update Some Fields on Job Data Hide/Unhide

23. Human Resources Update Some Fields on Job Data Hide/Unhide (Cont.)

24. There are no significant changes to report in Worker’s Compensation processing or Administer Salary Plans. Human Resources Update HRMS – 8.9 Upgrade Changes

25. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Nick Visone Time and Labor Update Belinda Thibedeau Benefits Update Justin McCloskey Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

26. The major changes in Time and Labor occur in the following areas: Weekly Elapsed Time Scheduling Approving Time Project Costing Time and Labor Update Time and Labor – 8.9 Upgrade Changes

27. Time and Labor Update Timesheet Search Page Users can define which selection criteria will be available for them on the search page

28. Links added to view Reported Time and Payable Time Weekly Elapsed Time page is renamed to Timesheet Account Codes now called Combo Codes Users can view entire pay period Second tab added to Timesheet. Time and Labor Update Timesheet Page

29. Time and Labor Update Timesheet Page (Continued)

30. Time and Labor Update Timesheet Approval Approvers can change reported time by clicking on the Adjust Reported Time link Hourly rate overrides can be viewed on the Time Reporting Elements tab

31. Rotating Averaging schedules enhanced to include Relative Start Date Split Shifts and Overlapping Shifts can be accommodated Users can view the schedule before it is saved. Time and Labor Update Schedules

32. Time and Labor Update Schedules (Continued)

33. Time and Labor Update Schedules (Continued)

34. Time and Labor Update Schedules (Continued)

35. Financials will be implementing Project Costing Agencies who will use Projects will have additional fields on the Timesheet used with Combo Codes that will further define the allocation of payroll costs It is strongly recommended that agencies using Projects also use Self Service. Time and Labor Update Projects in Financials

36. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Nick Visone Time and Labor Update Belinda Thibedeau Benefits Update Justin McCloskey Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

37. Effective Dated Dependent/Beneficiary Screens Effective dates to document changes in Relationship, Dependent Beneficiary type, Marital Status, Student Status, and Disabled Status Name and address data added via “Edit” links. Benefits Update Benefits – 8.9 Upgrade Changes

38. Benefits Update Effective Dated Dependent/Beneficiary Screen – Name Tab

39. Benefits Update Effective Dated Dependent/Beneficiary Screen – Edit Name

40. Benefits Update Effective Dated Dependent/Beneficiary Screen – Personal Profile Tab

41. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Lina Simonu Time and Labor Update Patti Maneggia Benefits Update Justin McCloskey Key Messages Anne North and Sue Martin HRMS Team Questions & Discussion

42. Veterans’ Day (11/11) - System Availability Planned Thanksgiving (11/24) - System will not be available on Thursday, with normal hours on Friday (11/25) Christmas Holiday (12/26) – System will be available Saturday, 12/24 and Monday, 12/26 To accommodate back-end processing, no extensions will be granted during the holidays Reminder – Interface files are due the Tuesday following Payday. HRMS Key Messages Upcoming Holiday Schedule

43. System is expected to be unavailable for approximately one week while data is converted to the 8.9 format Beginning at 2pm, Thursday, 4/20/06 System access to resume as soon as possible To assist agencies, we are planning to have system available on Sunday, 4/30/06. Please note – during this lockout period, Central Payroll will be unable to produce on-line checks. HRMS Key Messages Upgrade to HRMS Version 8.9

44. As the HRMS tables change, the EPM team is performing the analysis to determine what corresponding changes are required in EPM Some rework of public queries is anticipated Agencies will need to assess their private queries once the EPM table changes have been identified. HRMS Key Messages Upgrade to HRMS Version 8.9 – EPM Impact

45. Wrap Up Thank you for your participation today. We look forward to continuing our work together to make Core-CT a success! • Look for this presentation on the Core - CT website (http://www.core-ct.state.ct.us/) • Next meeting – Tuesday, January 31, 2006, 1:30pm - 4:00pm and Wednesday, February 1, 2006, 9:00am - 12:00pm • Room 1002A and 1002B • 101 E. River Drive

46. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Benefits Update Justin McCloskey Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

47. Questions/Discussion QUESTIONS? COMMENTS? FEEDBACK?