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Time, Attendance and Leave (TAL) Project Presentation, Demo and Discussion September 24th, 2012

Time, Attendance and Leave (TAL) Project Presentation, Demo and Discussion September 24th, 2012. Agenda. Welcome TAL Refresher – Overview, Timeline & Guiding Principles Questions Demo of Current Functionality Requirements Update Questions Agency Interest & Adoption Sequence

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Time, Attendance and Leave (TAL) Project Presentation, Demo and Discussion September 24th, 2012

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  1. Time, Attendance and Leave (TAL) Project Presentation, Demo and DiscussionSeptember 24th, 2012

  2. Agenda • Welcome • TAL Refresher – Overview, Timeline & Guiding Principles • Questions • Demo of Current Functionality • Requirements Update • Questions • Agency Interest & Adoption Sequence • Agency Next Steps • Questions • DHRM Next Steps • Go-Forward Communications

  3. Overview– 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 • 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

  4. Overview– 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

  5. Benefits For Management: • Offered without charge to agencies • Provides opportunities to: • Lower operating costs • Streamline and simplify internal processes • Strengthen internal controls • Improve compliance with policy • Manage leave benefits and time reporting • More easily analyze time and leave data

  6. Benefits For Employees: • Easy to use one-stop for time & leave • Real-time leave balances • Speeds turnaround on leave requests & timesheet reviews • Improves accuracy of time & leave data

  7. Project Schedule

  8. Project Schedule September 2012 (Today) March 2012 February 2012 Final Requirements ___________________________________________________________________________ Design Starts

  9. TAL Design Principles • Deliver core Time & Leave capabilities in initial rollout • Enable a more efficient & effective management of Time & Leave • Don’t overburden the system with edits • Don’t automate complex situations that require human expertise

  10. Questions

  11. Pre-Demo: TAL Fundamentals

  12. TAL Demos Today’s Demo includes… • Navigating TAL • Currently Developed Screens • Notification • Employee • Position • Employee Leave Request • Employee Leave Balance • Employee Leave Adjustment Next Demo to include… • Brief Recap of Today’s demo • Timesheets • “HR User” specific functionality • Agency Configuration Screens

  13. Reporting Structure for Today’s Demo

  14. Today’s Demo

  15. Requirements Update Re-sequenced (after June 2013): • Capturing Detailed Employee Schedules • Time In/Out Capability

  16. Questions

  17. Agency Interest & Adoption Sequence Initial Adopters (April 2013) Next Wave Candidates Subset (TBD) of this group will target on-boarding onto TAL in late Jun 2013

  18. Agency Next Steps • Adopting Wage 3 system if not already participating • Assessing accuracy/completeness of PMIS Data Fields critical to TAL performance • Early Identification of Agency POCs for key roles • HR User • Agency Training Lead • Agency TAL Configurer • Assessing agency culture and readiness for transition to an online system • - DHRM will provide a Readiness Self-Assessment Tool • Staying up-to-date with TAL requirements, functionality, and on-boarding expectations. 

  19. Questions

  20. DHRM Next Steps • When we leave today, DHRM will: • Work on concluding Design efforts & continuing Build & Testing Efforts • Develop Training • Execute various aspects of Communication and Change Management Plan • 2) DHRM plans to continue: • Convening agency meetings to share new application functionality • Sending periodic progress updates • Updating its website to provide a place where different groups (HR professionals, employees and others) can learn more about TAL

  21. Go-Forward Communications Plans Regular technical communications with Agency POCs Messages from the Sponsor TAL Bulletins for a “general” audience Training Plans Template Communications for internal agency distribution to supervisors and employees

  22. Contact Information • Website: www.dhrm.virginia.gov/TAL.html • 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

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