State of Connecticut Core-CT HRMS Users Group Meeting March 24 & 25, 2009

1. State of ConnecticutCore-CT HRMS Users Group Meeting March 24 & 25, 2009 1

2. Agenda 2

3. New Business Federal Stimulus Act The 2009 Federal Stimulus Act includes changes to tax rates. These changes are effective the first check in April. 3

4. New Business State Deficit Mitigation Plan Core-CT changes taking place 4/1/09: Elimination of DPS Meal Allowance for non-BU employees 4

5. New Business State Budget for 2010/2011 Biennium Stay tuned for more changes. . . 5

6. Agenda 6

7. Human Resources Update Fiscal Year End Fiscal Year End process updates the Budget year in the Combination Code from 2009 to 2010. OPM allows Agency Budget Officers to update selected funding values for positions through the Automated Budget System. Only Positions in Approved Status will receive the new FYE row in Position Data dated 6/5/2009. 7

8. Human Resources Update Fiscal Year End – Important Reminders • Cleanup of Recycled and Denied positions should be completed prior to June 3, 2009. (All vacant positions in the Exec Branch to be abolished) • Use Job Aid: How to Identify and Resolve Denied or Recycled Positions - http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm • Update the row and send back through the approval process if approval is required.

9. Human Resources Update Fiscal Year End – Important Reminders, Continued • Request that Core-CT remove the row if the update is no longer required. • Inactivate the position, if appropriate. • Agencies can also review Position Approval History Report for day to day review.

10. Human Resources Update Fiscal Year End – Important Reminders, Continued • Agency Position Specialists are encouraged to limit the number of position updates performed from mid-May through June 3, 2009. • 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. • Positions may need to be resubmitted for approval again after the Fiscal Year transition.

11. Human Resources Update Fiscal Year End – Important Reminders, Continued • Agency Position Specialists should identify positions needing a change in FUND, SID or Distribution Percentage of FUND or SID effective 6/5/2009 and should submit those changes for approval in April or early May.

12. Human Resources Update Fiscal Year End Sequence of Events • Position file will be transferred to OPM on June 3, 2009. • OPM makes file available to agency budget officers in the ADS Roster process on June 5, 2009. • After agency makes allowed updates, OPM will return file to Core-CT on June 12, 2009 with the new budgeting information for all positions.

13. Human Resources Update Fiscal Year End Sequence of Events, Continued • Agency Position Specialists will have view only access in Position Data from June 15th to close of business June 19th. • The new budgeting information will be loaded into Core-CT the week of June 15th and a new row dated June 5, 2009 will be inserted into each position.

14. Human Resources Update Fiscal Year End Sequence of Events, Continued • Project Agencies ( DOT, DEP, ITD, DPW, DPH, CSC ) will have new project combination codes available June 5, 2009, effective June 5th. • All other agencies will have new combination codes available on June 16th, effective dated June 5, 2009. These will be built after all existing combinations codes have been “rolled forward” to the new budget year and payroll has completed the final pay cycle of FY09. (approx. 6/15/09)

15. Human Resources Update Fiscal Year End Assistance The HRMS Fiscal Year End Job Aid is available at: http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm

16. Human Resources Update Charges to Another Agency’s Combination Code • Agencies occasionally want to check whether another agency is using their combination codes incorrectly. • HR users cannot check this due to security access to the data. • Financial users can check this once the payroll data is distributed to the General Ledger. Use EPM query: CT_CORE_FIN_GL_OTHER_DEPT_PS (July 07) • HR users should check to ensure that they are not inappropriately charging other agencies. A new EPM query was developed to capture all agency charges toother agency’s combo codes to make the review easier: CT_CORE_HR_PYRL_CHG_OTHR_AGY (Mar09)

17. Human Resources Update Charges to Another Agency’s Combination Code, Continued • EPM Payroll Reconciliation Queries – Job Aid http://www.core-ct.state.ct.us/epm/docs/prll_rcncltn_qrs.doc • Core-CT will continue to query paid time each pay cycle to find cases where charges seem inadvertent.

18. Human Resources Update Charges to Another Agency’s Combination Code, Continued • The majority of such charges result from Additional Pay Earn Codes which have combo code overrides from another agency still active after the employee transfers from another agency. • HR/PY users need to check these additional pay pages and ensure that none of the active rows have an inadvertent override at the point the employee transfers.

19. Human Resources Update Longevity • First preliminary reports ran on 3/06/2009. • Second preliminary reports ran on 3/23/2009. • Final processing and reports will take place on Friday, 4/03/2009. • Note: reports become available Saturday, 4/04/2009. 19

20. Human Resources Update Longevity, Continued • REMINDER: • If an employee is NOT entitled to the longevity payment and the Additional Pay row is loaded, the agency must add in a new row in Additional Pay to terminate the payment. • If the agency cancels the payment through Central Payroll, the system will continue to issue the longevity payment until the Additional Pay row is terminated. • When manually entering an Addl Pay record for exception employees, do not enter in the Goal Balance amount. The system interprets this field as the amount already having reached its goal. Once the payment is issued, the system inserts the goal amount into the record. 20

21. Human Resources Update Longevity, Continued 21

22. Human Resources Update Longevity, Continued • REMINDER: • Do not insert Longevity Payment into Time and Labor. Longevity Payment should be in Additional Pay in order for the LN1 (Longevity Additive) program to update. 22

23. Human Resources Update Longevity, Continued • Exception 17 • Caused by data entering job data rows between 10/01/2008 to 3/31/2009 with an effective date prior to 10/01/2008. • Example: Data Change - Performance Appraisal row data entered on 10/15/2008 with an effective dated job data row 9/30/2008 would cause an exception for the Longevity process. • These exceptions must be manually entered into Additional Pay (entry can begin now). 23

24. Comp Rate Edit (In production) In Job Data Bargaining Units 3 and 5 through 16 Salary plans with Steps only 535 Q Item (Will be in production soon) Compares job code in Position Data with the job code in Job Data on the Job Information tab Must be a qualified under fill Bargaining Units 1, 2, 3, and 5 through 16 and 67 Human Resources Update New HR Core-CT Edits 24

25. Human Resources Update Position Data – Refill Indicator • REMINDER: • Position Data – • Only change the Refill Indicator to Six Months when you are requesting authorization for refill. • Do not change the Refill Indicator field if requesting other types of activity (e.g. on a Reclass of a filled position).  25

26. Human Resources Update Notepad • Please enter a comment in Notepad for every Job Data row. For example: • Agencies should indicate why an employee's pay is adjusted • or the benchmark for an employee in a VR99 position • or that DAS has approved a TSHC request  • or a transaction is entered as a result of a Stipulated Agreement or Arbitration Award (include the OLR grievance number or other identifying information). 26

27. Human Resources Update Transfer/Rehire Request • In addition to the required fields on this form, please include any pertinent information to process the transfer/rehire request. For example: • Certification List Number • Appointment End Date • FLSA Period in Days (if other than 40) • FICA Status 27

28. Human Resources Update Transfer/Rehire Request, Continued DAS Interagency Transfer/Rehire Request form is now on the Core-CT website located at: http://www.core-ct.state.ct.us/user/hrjobaids/hr/intrgncy_rhre_trnsfr_rqst.doc Also on the DAS website located at: http://www.das.state.ct.us/HR/HR_Forms_Index.htm 28

29. Agenda 29

30. The 2009 GAAP report will be modified as follows: Ability to identify those employees with less than 5 years service and those with greater than 5 years service. Allow page to fully print on 8.5 x 11 paper. Question: CSV (Excel) or HTML format? Time and Labor Update 2009 GAAP Report

31. Reminder: It is the agency’s responsibility to track comp time and manually expire comp time. Core-CT allows balance to be used beyond the State’s/BU’s expiration date. Time and Labor Update Tracking Comp Time

32. Example: Employee enrolled in C002Y00N plan Time earned in one year must be used by end of next year Core will expire time two years after it is earned. Time and Labor Update Tracking Comp Time, Continued

33. CCE 3/14/2009 Core expiration = 3/14/2011 State’s expiration = 12/31/2010 Agency to enter CAD adjustment on 12/31/2010 NOTE: This is one item that Auditors review. Time and Labor Update Tracking Comp Time, Continued

34. New reports available now: Compensatory Time Balance report (CTTLR400) Leave Accrued/Processed by Union (CTTLR399 ) TCD Error Report (CTTLR904) Time and Labor Update New Reports

35. New reports coming soon: Unprocessed Timesheets (CTTLR403) Comments report (CTTLR352) Usage Prior to Accrual (CTTLR404) Time and Labor Update New Reports, Continued

36. TRCs can be tracked on these reports: TRC Usage (CTHRR460) Payable Status PD or CL Available after confirm Reported Time (CTTLR358) Only shows time entered on Timesheet Available as soon as Timesheet is submitted EPM (must use for Additional Pay items) Time and Labor Update Tracking Time Reporting Codes (TRCs)

37. Daily Mail dated 1/29/09: Agencies to do some cleanup. Log ticket to request list of terminated employees whose leave plans are still active. Process will be run soon. Only those employees who are terminated on Job Data AND whose leave plans are terminated will be selected. Time and Labor Update Zeroing Out Leave Balances

38. Process will insert a new row with a date equal to date process is run. The new row will have a zero balance. All history will be maintained – no previous rows deleted. Watch for Daily Mail announcing when it will be run. Reports will be available to agency TL Specialists. Time and Labor Update Zeroing Out Leave Balances, Continued

39. Agenda 39

40. EPM Update Updated Field Names • CTW_EMPLOYEE/VW Reporting Tables: • Old Field NameNew Field Name • CMPNY_SENIORITY_DT CT_LAYOFF_SEN_DT • PROF_EXPERIENCE_DT CT_LONGEVITY_DT • SERVICE_DT CT_BENEFIT_SERV_DT

41. EPM Update Updated Field Names, Continued • CTW_EMPLOYEE/VW Reporting Tables: • All private/public queries that use these renamed fields have been updated. • Please remember to ‘re-save’ any affected query prior to running.

42. EPM Update New Fields • CTW_EMPLOYEE/VW Reporting Tables • Field Name Description • REPORTS_TO Reports to Position Number • SUPERVISOR_ID Supervisor ID (Employee ID)

43. EPM Update New Fields, Continued • CTW_JOBCODE_TBL Reporting Table • Field NameDescription • JOB_PROFILE_IDJob Profile ID

44. EPM Update 2009 Query Audit • EPM Team is Conducting a Query Audit and Clean-up: • Queries not run since 6/30/2007 are on a list for deletion from EPM. • Query Deletion Date: 4/1/2009 • Queries that users wish to keep require specific action by the owner by 3/31/2009.

45. EPM Update 2009 Query Audit, Continued • For list of queries for deletion and user instructions, navigate to: • http://www.core-ct.state.ct.us/epm/March 2009 Queries for Deletion April 1

46. Agenda 46

47. General Housekeeping 26/27 Benefit Recovery • Problem caused by 27 pay checks in the calendar year and 26 in the fiscal year • Health, Dental and Supplemental Life benefits under-deducted for 3 pay cycles • Recovery of deductions to be performed automatically beginning with check date 3/27/09

48. Wrap Up Thank you for your participation today. We look forward to continuing our work together to make Core-CT a success! • Look for this presentation on the Core - CT website (http://www.core-ct.state.ct.us/) • Next meeting – Tuesday, September 22, 2009, 1:30pm - 4:00pm and Wednesday, September 23, 2009, 9:00am - 12:00pm • Room 1002A and 1002B • 101 E. River Drive 48

49. Agenda 49

50. Questions/Discussion QUESTIONS? COMMENTS? FEEDBACK? 50