State of Connecticut Core-CT HRMS Users Group Meeting March 24 & 25, 2009
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11
State of ConnecticutCore-CT
HRMS Users Group Meeting
March 24 & 25, 2009
22
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Human Resources Nick Visone and Lina Simonu
Time and Labor Belinda Thibedeau
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
33
New Business
Federal Stimulus Act
The 2009 Federal Stimulus Act includes changes to tax rates.
These changes are effective
the first check in April.
44
New Business
State Deficit Mitigation Plan
Core-CT changes taking place 4/1/09:
Elimination of DPS Meal Allowance
for non-BU employees
55
New Business
State Budget for 2010/2011 Biennium
Stay tuned for more changes. . .
66
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Human Resources Nick Visone and Lina Simonu
Time and Labor Belinda Thibedeau
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
77
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.
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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 to other 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.
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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.
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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.
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Human Resources Update
Longevity, Continued
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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.
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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).
2424
Human Resources Update
New HR Core-CT Edits
• 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
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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).
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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).
2727
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
2828
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
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Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Human Resources Nick Visone and Lina Simonu
Time and Labor Belinda Thibedeau
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
30
Time and Labor Update
2009 GAAP Report
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?
31
Time and Labor Update
Tracking Comp Time
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.
32
Time and Labor Update
Tracking Comp Time, Continued
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.
33
Time and Labor Update
Tracking Comp Time, Continued
• 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.
34
Time and Labor Update
New Reports
New reports available now:
• Compensatory Time Balance report (CTTLR400)• Leave Accrued/Processed by Union
(CTTLR399 )• TCD Error Report (CTTLR904)
35
Time and Labor Update
New Reports, Continued
New reports coming soon:• Unprocessed Timesheets (CTTLR403)• Comments report (CTTLR352)• Usage Prior to Accrual (CTTLR404)
36
Time and Labor Update
Tracking Time Reporting Codes (TRCs)
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)
37
Time and Labor Update
Zeroing Out Leave Balances
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.
38
Time and Labor Update
Zeroing Out Leave Balances, Continued
• 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.
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Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Human Resources Nick Visone and Lina Simonu
Time and Labor Belinda Thibedeau
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
40
EPM Update
Updated Field Names
CTW_EMPLOYEE/VW Reporting Tables:
Old Field Name New 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 Name Description
JOB_PROFILE_ID Job 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
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Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Human Resources Nick Visone and Lina Simonu
Time and Labor Belinda Thibedeau
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
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
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Wrap UpThank 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
4949
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Human Resources Nick Visone and Lina Simonu
Time and Labor Belinda Thibedeau
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
5050
Questions/Discussion
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