CORE Oklahoma

1. CORE Oklahoma __________________________________________________ The Office of State Finance CORE HCM Forum December 15, 2010

2. CORE Oklahoma __________________________________________________ Agenda Year End Processing Lisa Raihl & Jean Hayes ELM Update, HR Changes & Helpdesk Stacy Bonner 2011 Training Schedule, January Supp & Off-Cycle & Before-Tax Deduction Priorities Nancy Tarrant

3. CORE Oklahoma __________________________________________________ Year End Processing Lisa Raihl – Office of State Finance 521-3258 Jean Hayes – Office of State Finance 522-6300

4. CORE Oklahoma __________________________________________________ ELM Update, HR Changes & Helpdesk Stacy Bonner – CORE The Office of State Finance 522-1734

5. CORE Oklahoma __________________________________________________ What’s Happening and What’s on the Way? ELM and other Upcoming PeopleSoft Applications

6. CORE Oklahoma __________________________________________________ CORE Overview

7. CORE Oklahoma __________________________________________________ What is the role of CORE? • Keeper of the Software Functionality • Partner with OPM to develop Business Processes applying State Laws & Rules to PeopleSoft systems • Maintain, Upgrade and Implement New Software Services • Support Oklahoma’s HR & PY Professionals • Conduct independent HR & PY Enhancement Projects with Agencies • Evaluate Business Processes for Agencies

8. PeopleSoft Applications

9. CORE Oklahoma __________________________________________________ PeopleSoft System Integration How is it changing the way the State of Oklahoma takes care of business?

10. System Integration

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

12. 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

13. CORE Oklahoma __________________________________________________ ELM Enterprise Learning Management

14. CORE Oklahoma __________________________________________________ What’s is ELM and why do I keep hearing about it?

15. CORE Oklahoma ELM: Enterprise Learning Management ELM is an internet-based training solution that enables the State of Oklahoma to manage, track, deliver and report on learning delivered through established methods, within or outside of the organization. ELM is the State of Oklahoma’s central system of record for learners, managers, instructors and administrators. ELM can be utilized at multiple role levels.

16. CORE Oklahoma ELM: Why do I keep hearing about it? • CORE Training has been in the ELM Environment since August 2009 • HRDS Training will be in the ELM Environment beginning February 2011 • HCM Administer Training will no longer be utilized for training in 2011

17. CORE Oklahoma __________________________________________________ How is ELM going to effect my agency?

18. CORE Oklahoma ELM: Changes for the Nominating Official • Nominating Officials will utilize the ELM system to enroll their employees in CORE and HRDS Courses • Paper notifications for HRDS courses will no longer be provided • Training notifications will be sent via E-mail • Employees will automatically fill classes through a Waitlist as seats become available

19. CORE Oklahoma ELM: Changes for agencies using software to manage an Internal Catalog • Take advantage of integration with HCM • Ability to track training units • Employees can enroll in courses and print transcripts • Training history follows Learner upon transfer within the State of Oklahoma

20. CORE Oklahoma

21. CORE Oklahoma ELM: Changes for the HR Professional • Requires maintenance of the Business Email and Phone information • If utilizing ELM Manager Self Service, then the Reports To information must be maintained ( also required for Time & Labor Manager Service)

22. Who is using the ELM application? • Since August 2009 - CORE & DEQ • 12/1/10 - ODOT, OSEEGIB & CareerTech • 2/1/11 - OSDH & OPM*HRDS Classes* • 4/1/11- OSF for OFMA

23. CORE Oklahoma How are these agencies using ELM?

24. CORE Oklahoma For management of the Agency’s Internal Catalog ~ Learning Administrators • Enroll individual learners and groups • Manage waitlists, approve enrollments and override prerequisites • Maintain information for facilities, equipment and other resources • Manage enrollment • Schedule Learning Activities and Programs • Automatically notify Learners by email

25. CORE Oklahoma __________________________________________________ Sample Email Notification

26. CORE Oklahoma

27. CORE Oklahoma ELM Self Service allows Learners to: • Browse and Search for Learning Activities, Programs and Certifications • View Learning History and Program/Certification status • Enroll in Activities and Programs (and drop if the employee was self-enrolled)

28. CORE Oklahoma

29. CORE Oklahoma ELM Manager Self Service allows the supervisor to: • Enroll team members • Approve enrollment requests • Plan and assign learning for team members • Record supplemental learning for team members • View the team’s progress • Review team members’ planned, current and completed learning

30. CORE Oklahoma What other services are available from CORE? HCM – Employee Self Service View paychecks and Leave Accruals Update addresses, contact information, etc HCM – T&L Phase I - Manager Self Service Complete Time Sheets Manager approval of Time & Labor Reporting HCM – T&L Phase II Rule Enhancements (Ex: Auto Calc of O/T)

31. CORE Oklahoma What else is going on at CORE? • Moving to 30th and Lincoln • Study being conducted of other applications owned by the State • Higher Ed Implementation • DEQ and ODOC Go-Live on Grants, Projects, Contracts • Currently under consideration • Disciplinary Actions and Grievance tracking • Electronic Personnel Action Forms for transaction review

32. CORE Oklahoma How does your agency get involved in CORE Services? HELPDESK Request “ I would like _______.” “I need to know about _______.”

33. CORE Oklahoma __________________________________________________

34. CORE Oklahoma __________________________________________________

35. CORE Oklahoma Question & Answer

36. CORE Oklahoma __________________________________________________ 2011 Training Schedule, January Supp & Off-cycle & Before-Tax Deduction Priorities Nancy Tarrant– CORE The Office of State Finance 522-4363

37. January 2011 • Training and HCM Forum 2011 Schedule Handout Please make sure this is distributed throughout your Agency.

38. January Payroll Deadlines • 6 January 2011 - Payroll Deadline for DHS, Biweekly Pay Cycles. EBC Full Sync load will be the Evening of 6 January 2011. • 15 January 2011 - Payroll Deadline for Monthly Anticipatory Payrolls. EBC Full Sync load will be over the weekend of 16 and 17 January 2011.

39. Taxable Income vs Before Tax Deductions Handout Due to this change in the payroll calculation process, CORE, along with members from the HCM Advisory Board, will be reviewing the Deduction Priority setup. Watch for future notifications regarding this topic.

40. Up and Coming Forums • What do You Want To See?

41. CORE Oklahoma __________________________________________________ Conclusion