State of Connecticut Core-CT Project HRMS Users Group Meeting June 6 & 7, 2005

1. State of ConnecticutCore-CT Project HRMS Users Group Meeting June 6 & 7, 2005

2. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau EPM Update Mary Yabrosky Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

3. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau EPM Update Mary Yabrosky Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

4. Agency Position Specialists should complete work on their work lists for Recycled and Denial notifications prior to June 8, 2005. Update the row and send back through the approval process if approval is required Remove the row if the update is no longer required Inactivate the position if appropriate Position file will be transferred to OPM on June 8, 2005. Human Resources Update Fiscal Year End Tasks – Important Reminders

5. Agency Position Specialists are encouraged to limit the number of position updates performed from mid May through June 17, 2005. Any positions in proposed status will not be updated for Fiscal Year End. Positions that are in the approval process during the Fiscal Year transition will require review for the correct budgeting upon approval. This may require that positions be resubmitted for approval again after the Fiscal Year transition. Human Resources Update Fiscal Year End Tasks – Important Reminders, Continued

6. OPM will review the file of position data and send the file back to Core-CT on June 17, 2005 with the new budgeting information for all State of Connecticut positions. Agency Position Specialists will have view only access in Position Data during the week of June 20 to close of business June 24. The new budgeting information will be loaded into Core-CT the week of June 20, 2005 and a new row dated June 10, 2005 will be inserted into the Position. Human Resources Update Fiscal Year End High Level Sequence of Events

7. Human Resources Update Fiscal Year End Assistance • The HRMS Fiscal Year End Job Aid is located at : • http://www.core-ct.state.ct.us/user/finjobaids/2005ye.htm

8. Salary Plans CL, CT, CO, CC, CP, PS, SH, AR, VS, VA, VB, JA, JZ, DP, AT, SA, and TU General Wage Increases and Annual Increases effective June 24, 2005 preliminary reports processed May 27, 2005 final reports to be processed approximately July 1, 2005 Human Resources Update Salary Increases

9. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Human Resources Update Shari Grzyb Time and Labor Update Belinda Thibedeau EPM Update Mary Yabrosky Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

10. The Core-CT Audit Unit and HR Business Rules have merged functions at DAS The name of our unit is now the HR Business Rules and Central Audit Unit (or the “Rules & Audit Unit” for short) Human Resources Update HR Business Rules and Central Audit Unit

11. Human Resources Update HR Business Rules and Central Audit Unit, Continued

12. Rules & Audit Unit Role DAS is responsible for the integrity of personnel data This unit ensures all appointments and personnel transactions are made in accordance with the statutes, regulations, collective bargaining agreements, etc by conducting post-audits of Core-CT data Human Resources Update HR Business Rules and Central Audit Unit, Continued

13. Rules & Audit Unit Role To assist agencies and reduce the number of post-audit corrections “Quick Fixes” at the HRMS User Group Meetings “Q&A” at Agency Personnel Council Meetings “State of CT HR Management Certificate Program” Human Resources Update HR Business Rules and Central Audit Unit, Continued

14. Today’s “Quick Fix” Topics Certification Number Field Tips Employee Class Field Info Transfers Out of an Agency Human Resources Update HR Business Rules and Central Audit Unit, Continued

15. “Quick Fix #1” Certification Number Field Tips When to use a prefix When to leave a “Certif Number” field blank When the “Certif Number” field must contain a Candidate Request Certification Number (generated via ATC) Human Resources Update HR Business Rules and Central Audit Unit, Continued

16. “Quick Fix #2” Employee Class Field Info When to change “Empl Class” field from Probationary to Permanent Be sure to use the correct Action/Action Reason code of Data Change/WTC General Comments should provide an explanation of transaction Human Resources Update HR Business Rules and Central Audit Unit, Continued

17. “Quick Fix #3” Transfers Out of an Agency Communication is crucial Use correct Action/Action Reason Code: Data Change/ETO Timely and accurate processing can only be achieved by both agencies communicating with one another. Human Resources Update HR Business Rules and Central Audit Unit, Continued

18. Coming Soon! Watch for details in June 2005 about the upcoming State of CT HR Management Certificate Program See the HRLC websitehttp://www.das.state.ct.us/HR/LC_Home.htm Human Resources Update HR Business Rules and Central Audit Unit, Continued

19. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Human Resources Update Shari Grzyb Time and Labor Update Belinda Thibedeau EPM Update Mary Yabrosky Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

20. Part Time Accruals based on hours worked fixed with May 1 accrual Leave Plan page updated Allowing Exceptions has been fixed Holiday and Comp time balance discrepancies fixed for 70% of those employees in plans that expire time Comp & Holiday Time on Attendance Report Time and Labor Update Completed Issues

21. Rotating Averaging Rules Hours to Days conversion program Sick, Vacation and PL balance discrepancy Automating Time Reporter Data page Time and Labor Update Outstanding Issues

22. Remaining Holiday and Comp balance discrepancies New attendance report to compare Scheduled time to Reported time Error message when using VAP code on Weekly Elapsed Time page Time and Labor Update Outstanding Issues, Continued

23. The 2005 GAAP report will be revised as follows: The report will capture leave used through June 30, 2005 The leave balances will include the July 1 accrual Time and Labor Update GAAP Report

24. Additional information: Sick leave will be reported at ¼ of the total balance Part time employees will be included Agencies will not be required to complete Form 7 The report will be informational only GAAP Closing Package instructions will be coming from OSC in June Time and Labor Update GAAP Report, Continued

25. TRC Usage report includes time entered on the Weekly Elapsed Time page, the Adjust Paid Time page and from the Schedule Individual reports can be created for a variety of uses Time and Labor Update TRC Usage Report

26. Individual reports can be created to report on specific items such as: Sick Family All Sick Time Overtime Workers’ Compensation All TRCs Time and Labor Update TRC Usage Report, Continued

27. Steps to create individual reports: Navigate to Administer Workforce > Capture Time and Labor > Reports > TRC Usage From the Search page click on Add a New Value Enter new Run Control ID using naming convention that is meaningful for the specific report Click Add Time and Labor Update TRC Usage Report, Continued

28. Time and Labor Update TRC Usage Report, Continued

29. 5. Enter Set ID and Department, Union Code, Group ID, or EmplID and Empl Rcd Nbr Enter date range Enter all appropriate time reporting codes for the item you wish to report on Click Save Time and Labor Update TRC Usage Report, Continued

30. Time and Labor Update TRC Usage Report, Continued

31. Run the report as usual changing the Employees to Report and Dates to Report as needed Create additional reports by completing steps 1 – 8 and entering the information specific to the report you wish to create Time and Labor Update TRC Usage Report, Continued

32. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Mary Yabrosky EPM Update Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

33. EPM Update EPM Update Topics EPM Usage Questionnaire Findings New HRMS EPM Folders Detailed Payroll Reporting Table Improvements New EPM Security Approach

34. EPM Survey Results Of the surveys completed by users at the last HRMS User Group Meeting: • 78% were EPM Users • 30% used both Financial and HR • 70% use EPM Daily, Weekly, and or Monthly • 42% have attended EPM User Groups • 76% want to continue having EPM involvement in HRMS User Group meetings • 72% prefer to get information about EPM through emails and website announcements

35. EPM Query Folders New folders for public queries for each HRMS module : • HR User • TL User • PY User • BN User • HS/WC User Extra! Extra! Core-CT EPM Hot Topics Date: 4/14/2005 New Public Queries and Folder Naming Standards Use Folders in Basic search or the Advance Search link on the EPM Query Viewer page to further refine search for queries for a specific module

36. EPM Reporting Tools>Query>Query Manager Basic Query Search for all Queries in Folder Name PY User

37. EPM Reporting Tools>Query>Query Manager Basic Query Search Results on all Queries in the PY Folder

38. EPM Reporting Tools>Query>Query Manager Advanced Query Search Option GETPO/AP RESULTS FROM MARY

39. EPM Reporting Tools>Query>Query Manager Advanced Query Search for all ‘CT’ Public Queries in the HS/WC User Folder

40. EPM Reporting Tools>Query>Query Manager Advanced Query Search Results on all ‘CT’ Public Queries in the HS/WC User Folder

41. EPM Table Partitioning Leveraging PAY_END_DT Field & Improving Query Performance for Detailed Payroll (CT_DET_PAYROLL) queries: • Always use PAY_END_DT field in query selection criteria when creating payroll queries • Modify existing queries without PAY_END_DT by adding to selection criteria • If you are more familiar with using CHECK_DT, please use PAY_END_DT instead Extra! Extra! Core-CT EPM Hot Topics Date: 5/27/2005 EPM HR Table Partitioning – Detailed Reporting Table Leveraging PAY_END_DT Field & Improving Query Performance Practicing the above will ensure optimal query performance

42. Current HRMS/EPM Security Approach Issue with Current Approach Proposed EPM Security Approach Issue Resolved Issue Created by the Proposed EPM Approach Issue Resolved Summary EPM Update New HRMS EPM Security Approach

43. Based on Employee ID Employee Row Security Class Allows the agency to view the complete history of a current employee EPM Update Current HRMS/EPM Security Approach

44. Transfer of an Employee: When an employee transfers out of an agency to another, their HR Data travels with their Employ ID in the Core system. Example:John Smith transfers from DMHAS to DMR, effective January 1, 2005. As of January 1, 2005, DMHAS will no longer have access to John Smith’s HR data in CORE and DMR will have access to all of John Smith’s data. EPM Update Issue with Current HRMS/EPM Security Approach

45. Based on the Department ID Department Row Security Class Allows the agency to view the history of an employee for the period of time the person was employed by that agency. EPM Update Proposed HRMS/EPM Security Approach

46. Transfer of an Employee: When an employee transfers out of an agency, the agency can now access data, within EPM, for all periods of time the person was employed there. Example:Mary Mack transfers from DMHAS to DMR, effective January 1, 2005. DMHAS can now access Mary Mack’s data for all periods of time she was employed there, through December 31, 2004. DMR can now see Mary Mack’s HR data as of January 1, 2005 and the periods of time she is or will be employed there. EPM Update Issue Resolved by the HRMS/EPM Security Approach

47. Transfer of an Employee: When an employee transfers out of an agency, the receiving agency can no longer report the complete history of the transferred employee. Example:Worker’s Compensation reports may require agencies to view 52 weeks of an employee’s payroll history regardless of agency assignment. EPM Update Issue Created by the Proposed HRMS/EPM Security Approach

48. The Worker’s Comp Specialist will be able to use the Public Query CT_HR_PAY_FROM_ PS to report the salary information for the last 52 weeks for an employee. The query is based on employee ID as used in the current EPM Security approach. EPM Update Issue Resolved by the Proposed HRMS/EPM Security Approach

49. Allows the agency to view the complete history of an employee special EPM reporting. Allows reporting of history for the period of time an employee was employed by the agency in EPM. EPM Update Proposed HRMS/EPM Security Approach: Dual Advantages

50. The EPM Team invites EPM users to participate in the usability testing for this new EPM Security Approach scheduled for: June 16, 17, 21 and 23. Please e-mail Mary Yabrosky or Roger Sherman if you’re able to help out: mary.yabrosky@po.state.ct.us roger.sherman@po.state.ct.us EPM Update Proposed HRMS/EPM Security Approaches