Time, Attendance and Leave (TAL) Project Presentation and Discussion December 14, 2011

1. Time, Attendance and Leave (TAL) Project Presentation and DiscussionDecember 14, 2011

2. Agenda • Welcome • DHRM Team Introduction • Project Overview, Scope & Timeline • Questions • TAL’s Fit with Other Central Administrative Systems • Questions • What DHRM Needs from Agencies • TAL Requirements & Agency Questionnaire Discussion • Questions • Contact Information

3. DHRM Team Members

4. Project Overview

5. Project Scope – What’s In The TAL solution will provide an automated means: 1) for state employees who fill salaried and wage positions to report time worked and for their managers to review and approve or deny that reported time(Note: These employees and their positions must be set up in PMIS.) • 2) to interface hours worked to CIPPS • 3) to calculate the accrual, earning, crediting or other accumulation of leave to employees and the use of leave by employees • 4) for employees to request leave and for their managers to review and approve or deny those requests   • *The employees to whom #3 and #4 apply must be tracked as employees in PMIS and abide by the Classified leave program • 5) for agencies to report on and download data entered into the TAL system

6. Project Scope – What’s Out – Administration of FMLA, Workers Comp and STD / LTD – Tracking leave for those not using the Classified Leave System (e.g., faculty and appointees) – Capturing hours worked for Contractors – Work Scheduling Tool to enable supervisors to schedule multiple workers for operational coverage (Note: A schedule will be able to be established in TAL for an employee) – Recording hours worked for employees whose employee and position data is not recorded in PMIS

7. Project Schedule We are here

8. Questions

9. TAL’s Fit With Other Systems Employee and position data (salaried and wage) comes to TAL from PMIS PMIS TAL Time and leave data is captured in TAL Hours worked (not leave) are interfaced to CIPPS CIPPS

10. What Can / Will Be Captured in TAL?

11. What is sent to CIPPS from TAL?

12. TAL’s Fit With Other Systems CIPPS CIPPS-Leave TAL-Leave TAL

13. Questions

14. Current Needs from Agencies

15. TAL Requirements Discussion & Handout

16. TAL Requirements Requirements will be available on-line Developed from two existing sets of system requirements Save agencies work and get agency feedback What vs. How • Requirements listed in a tabbed spreadsheet • In • Out • New • Reports

17. TAL Requirements • Opportunities for agency questions on requirements: • Session 1 – Friday, Dec. 16th  2PM – 3PM (Leave Requirements) • Session 2 - Tuesday, Dec. 20th  2PM – 3PM (Time Capture Requirements) • Session 3 - Wednesday, Jan. 4th 2PM – 3PM (Leave Requirements) • Session 4 - Friday, January 6th 2PM – 3PM (Time Capture Requirements) • Session 5 - Tuesday, January 10th  2PM – 3PM (Any Requirement Questions) Agency comments due by 1/12

18. General Timesheet Data Flow Employee Work Cycle Review & Approve Lock & Review Time Enters Data On Timesheet Employee Reviews Timesheet Employee’s Supervisor Reviews Summary Pay Period Data HR

19. Agency Questionnaire Discussion & Handout

20. Agency Questionnaire Identify the appropriate contacts for follow-up questions Responses help validate and verify requirements Due by Friday 12/30

21. Questions

22. Contact Information • Website: www.dhrm.virginia.gov/TAL.html (Coming soon!) • Rue White – DHRM’s TAL Business Lead • rue.white@dhrm.virginia.gov • 804-225-3564 • Leonard Nottingham – TAL Project Manager • leonard.nottingham@dhrm.virginia.gov • 804-380-8441 • Diane Anderson – Lead TAL Business Analyst • diane.anderson@dhrm.virginia.gov • 804-225-2730

23. Next Steps