CORE Oklahoma

1. CORE Oklahoma __________________________________________________ The Office of State Finance CORE HCM Forum April 20, 2011

2. CORE Oklahoma __________________________________________________ Agenda • Drivers License Data, Benefit Record # and Department 0000000 Alan Binegar • Total Comp Statements Frank Wade, EBC • ELM Update, Systems Integration, Travel Checks & Direct Deposit Stacy Bonner • Payroll Enhancements, Tips & New Changes Carol Barton

3. CORE Oklahoma __________________________________________________ Alan Binegar HRMS Administrator The Office of State Finance – ISD CORE

4. CORE Oklahoma __________________________________________________ Drivers License Data • Developing an interface to load in existing data from legacy systems • Working on a file to send to DPS

5. CORE Oklahoma __________________________________________________

6. CORE Oklahoma __________________________________________________ Benefit Record Number • Benefit Record Number must match Empl Rcd# • Errors on Concurrent Jobs may affect other agencies • Benefit Record Number will now default to Empl Rcd#

7. CORE Oklahoma __________________________________________________ Department 0000000 Pins – NOT Valid

8. CORE Oklahoma __________________________________________________ Agencies with Department 0000000 Pins

9. CORE Oklahoma __________________________________________________ Frank Wade IS Administrator The Employees Benefits Council (EBC)

10. 2011 Total Compensation Reports – Update

11. Total CompensationExample Page 1 Governor’s Letter Purpose of the Report Printed for Employees Total Compensation Survey Individual Statement in BAS Compensation and Salary

12. Total CompensationExample Page 2 Compensation Insurance Benefits Retirement Benefits (based on retirement plan) SoonerSave

13. Key Facts for Total Compensation • Reports are for 2010 Employment of a currently active employee. New Hires after December 31, 2010 will not receive a statement. • Benefits Coordinators for each agency will receive the printed statements beginning April 15th from EBC by interagency mail. • If you have not received your Total Compensation Statements by April 25th , call your benefits coordinator who can verify receipt (or not) and then call EBC if it is missing. • Employees may retrieve their personal statement by April 18th by signing on to BAS and selecting Reports> Reprint Total Compensation Report • Survey available by signing on to BAS and selecting the Survey from the middle of the page (Note box). In addition, a paper copy of the survey will be available for employees through their Benefits Coordinator by April 18th, 2011.

14. Employees Benefits Council - Home PageHow to Fill out the Employee Survey or Reprint your Statement www.ebc.ok.gov

15. BAS Employee Page(Once signed on you can select …) Employee Page with Survey Reports>Reprint Total Comp. Stmt.

16. CORE Oklahoma __________________________________________________ Stacy Bonner HRMS Administrator & ELM Project Lead The Office of State Finance – ISD CORE

17. CORE Oklahoma __________________________________________________ ELM Update • Phase II for ELM • Utilizing about 10% of the application functionality • Project goes through June 2011 • Phase III for ELM • In the proposal stage for FY2012 budget • Proposal to include: Web-learning, Certification Programs, Training Plan & Budgets, Employee Self Service Rollout, Enhanced Reports, Financials Integration, etc.

18. ELM Agencies Pilot Phase II OSEEGIB Career Tech ODOT OPM OSDH DRS DCS OSF – Certified Financial Officer Training • DEQ • OSF-CORE Classes

19. CORE Oklahoma __________________________________________________ ELM Update • External Learners • ELM to only service a small population of External Learners • AMANDA Project will handle large populations of External Learners serviced by the State • Licensing, Certifications, etc • Brett Johnson 522-0673 • Helpdesk@osf.ok.gov or 521-2444

20. CORE Oklahoma __________________________________________________ PeopleSoft System Integration What is it?

21. CORE Oklahoma __________________________________________________ System Integration

22. HCM to ELM • Name changes • Email address CORE Oklahoma __________________________________________________ HCM to CRM • Name, Phone • Email address System Integration • Direct Deposit • Time & Labor Data HCM to FIN

23. CORE Oklahoma __________________________________________________ System Integration How is it changing the way we do business? - No more duplicate entry - Reduces the error rate - Provides more accurate reporting - Allows for time to do other tasks

24. CORE Oklahoma __________________________________________________ What is the role of CORE? • Maintain software functionality • Partner with OPM, DCS, etc. to develop Business Processes applying State Laws & Rules to PeopleSoft Systems • Upgrade and Implement new software services • Support Agency Business Professionals • Conduct independent enhancement projects with agencies • Evaluate Business Processes for agencies

25. CORE Oklahoma __________________________________________________ Mandatory PeopleSoft Applications Optional PeopleSoft Applications HCM – Employee Self Service, Manager Self Service, Bi-weekly Payroll, etc. Financials – Grants, Contracts, Projects, etc ELM – Internal Catalog Management • HCM – HR & Payroll • Financials – Payables, General Ledger, Procurement, etc. • CRM – Helpdesk • EPM - Budgeting • ELM – CORE & HRDS Classes

26. CORE Oklahoma What is the process for getting new services? • Log a Helpdesk case at (405) 521-2444 or helpdesk@osf.ok.gov . • You will be contacted and a demo will be set up for your agency. • A Business Process Analysis (BPA) session will be conducted. • Evaluation and planning occur between OSF and agency. • Your application environment or service is built. • User Acceptance Testing (UAT) occurs. • When business processes are proven and testing is completed, then agency is ready to Go-Live with the new service.

27. CORE Oklahoma Travel Checks & Direct Deposit Notice • Name & Direct Deposit Info vs Business Email Addresses • Name & Bank Info Flows to Financials automatically (System Integration functionality) • Business Email Address is captured in HCM, then published to FIN through a process • Currenty in the process of capturing all email addresses in HCM, since they were populated for the ELM OPM classes • Travel check recipients are now receiving email notifications when their check have been processed through Accounts Payable

28. CORE Oklahoma __________________________________________________ Carol Barton HCM Coordinator & Production Support Lead The Office of State Finance – ISD CORE

29. CORE Oklahoma __________________________________________________ Payroll Enhancements • Users Locked out of System from 9 PM to 1 AM • Bar Coding to be Added to Garnishment Letters • A new report was added to the Longevity Process that will show any employee on paid leave status that may need to be paid Longevity

30. CORE Oklahoma __________________________________________________ Longevity Process

31. CORE Oklahoma __________________________________________________ Payroll Tips • Check Issue Date on Paysheets that are manually created • Earned Income Credit on Tax Data Page

32. CORE Oklahoma __________________________________________________ Earned Income Credit

33. CORE Oklahoma __________________________________________________ New Payroll Changes • PeopleSoft Tax Update 11-B has been tested and will in Production on April 23, 2011 • Work has been started on Centralizing Child Support Payments for the State of Oklahoma • Accounts Payable check will auto generate 1-1-2012 • Testing has started on the FY12 Combo Code change over – watch for changes

34. CORE Oklahoma Next HCM Forum • Wednesday, June 15th, 2011 • Suggestions for Topics? • None were received • Please submit a Help Desk Case and the Team will address topic in the next HCM Forum

35. CORE Oklahoma __________________________________________________ Thank You!