1 State of Connecticut Office of the State Comptroller, Office of Policy and Management and Core-CT Fiscal Year End Position Load Workshop May 25, 2005.

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State of ConnecticutOffice of the State Comptroller,

Office of Policy and Management and Core-CT

Fiscal Year End Position Load Workshop

May 25, 2005

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Position Load Workshop

AGENDA

Welcome & Today’s Objectives Nick Visone, Core-CT

Overview Of Chart Of Accounts Process Robert Kinnin, OSC

Overview Of Position Roster Update Process

Gregg Blackstone, OPM

Overview Of Position Load Process Nick Visone, Core-CT

Questions & Answers All

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Position Load Workshop

Today’s Objectives

• Increase understanding of FYE position processes.

• Foster proper alignment of positions with new budget.

• Reduce unnecessary and counterproductive efforts involving position data.

• Enhance coordination between agency Financial and HR staff in maintaining agency budgeted position count.

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Position Load Workshop

Important Considerations In Transitioning Positions To The New Budget Year

• What is the funding source and is it changing?

• If the funding source is new or the related chartfield descriptions are new, are they currently in effect or approved by OSC for the new year?

• Is position funding source rolled forward to new fiscal year or is a new funding source put in place for the new fiscal year?

• Are other position changes occurring in conjunction with a funding change which will cause a delay in processing (e.g., reclassification)? Can the changes be separated or can the entire action be expedited?

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Office of the Comptroller

Chart Of Accounts Maintenance

• Two new chartfield maintenance forms are available for agencies to transmit COA requests to the Office of the Comptroller. Both are available in Excel format on the Core-CT website:

http://www.core-ct.state.ct.us/financials/gl/Default.htm

• All requests for adding, modifying, or inactivating HRMS Account Codes must include contact information for Human Resources, Payroll and Fiscal.

• Department ID changes for existing agencies take place only at the beginning of the fiscal year.− Includes new DEPTID’s and organizational structure changes in the

agency− Agencies can eliminate existing DEPTID’s during the year; − DEPTID’s will not be inactivated except at year end.

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Office of the Comptroller

Use Of HRMS Account Codes

• OSC must notify agencies that a new ChartField or ChartField Combo (HRMS Account Code) has been created for them before it is used.

• Inactivated HRMS Account Codes cannot be used on any payroll or position funding after the effective date of inactivation.

• HRMS Account Codes must point to an existing budget. The system will automatically create a negative amount budget if one does not currently exist.

• Agencies will be contacted to move expenditures to a valid budget and clean up negative budgets.

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Office of the Comptroller

2006 Budget Reference

Creation of HRMS Account Codes with 2006 Budget Reference:

• HRMS Account Codes for Budgeted Funds will be changed to reflect 2006 Budget Reference. • All prior year Budget References will be inactivated.

• Certain Non-Budgeted Funds (Regional Community/Technical College’s Operating Fund, Employment Security-Administration Fund and Technical Services Revolving Fund) will also have the Budget Reference incremented to 2006. • All prior year Budget References will be inactivated.

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Office of the Comptroller

2006 Budget Reference (continued)

Creation of HRMS Account Codes with 2006 Budget Reference:

• All other funds will have new HRMS Account Codes created with 2006 Budget Reference (duplicates of existing valid HRMS Account Codes with 2005 Budget Reference).

• All existing HRMS Account Codes with Prior Years’ Budget References will remain valid until agencies request inactivation.

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Office of the Comptroller

2006 Budget Reference – Timeframe

Please note these critical dates:

• The HRMS Account Code Updates will run on June 16,

2005, effective on June 10, 2005.

• No Chart of Accounts maintenance will take place between June 15 and July 1, 2005.

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Office of Policy and Management

ADS Roster – Core-CT Interface

• Data will be pulled from Core-CT on Wednesday, June 8, 2005. − Position data− Payroll data

• Traditional Roster processes– Available on Friday, June 10, 2005 to agencies– Includes Check, Edit and Pay periods

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Office of Policy and Management

ADS Roster – Core-CT Interface

• Roster fields that will update Core-CT position data: − Core FTE

− Core Adds to FTE

− Pgm1 through Pgm 5

− Budget Reference

− CT_FIN_DeptID

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Office of Policy and Management

ADS Roster – Core-CT Interface Timeframe

Please note this critical date:

• Any roster changes for the Core-CT interface must be

completed by noon on Friday, June 17, 2005; data will be transmitted to Core-CT regardless of budget or B1 status.

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Core-CT Processes

Effect of Changes To AD Roster On Positions

• Positions attached to budgeted funds will be automatically moved to FY2006 (HRMS Account code remains the same)

• Positions attached to certain requested non-budgeted funding (12020, 12031 and 22002) will be automatically moved to FY2006 (HRMS Account code remains the same)

• All other non-budgeted positions moving to new year budget reference can be done without position action (HRMS account code will change)

• Financial DeptID and program code can be changed without position action (HRMS account code will change)

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Core-CT Processes

Effect Of Changes To ADS Roster On Positions

• All positions will be correctly identified in position data as either budgeted or non-budgeted.

• FTE can be aligned with Full Time indicator and standard hours.

• By making these changes in the ADS Roster most funding changes necessary for ensuring a valid (existing) funding source will be made prior to the first payroll of the new fiscal year.

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Core-CT Processes

Changes Not Occurring With This Process And Requiring Position Actions

• Funding Changes involving the Fund, SID or distribution percentage.

• Funding changes to any other chartfields NOT identified above (i.e., project, chartfield 1, chartfield 2). Account and Setid are fixed values that do not change.

• Position value changes to job code, Salary Plan/Group/Step, Full/Part time indicator, Regular/Temporary indicator, standard hours.

• Target date for approval by OPM should be prior to the June 8 download of the Interface file. If this is unlikely to occur, wait until after the process completes on June 25, 2005 to enter these changes.

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Core-CT Processes

2006 Budget Reference – Timeframe

Please note these critical dates:• HRMS users will be locked out of position data from Monday June 20

to Friday June 25, 2005 to allow the HRMS Account Code incrementing, new HRMS Account Code build, CORE Interface file position load and new department budget build to occur.

• Positions proceeding through approval workflow during this process will not have a new budget year row added to the position data. These positions will need to have the row added after the position returns.

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Core-CT Processes

2006 Budget Reference – Timeframe

Critical date information continued…

• Additional details about the sequence of events and dates when the process will occur are contained in the HRMS Fiscal Year End Job Aid. This is posted in the Financials Year End Job Aid section under HRMS and Payroll or in the Human Resources Job Aid section.

http://www.core-ct.state.ct.us/financials/2005fye/Default.htm

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Core-CT Processes

Maintenance During The Fiscal Year

• The budget document and the roster created along with it should provide the basis for the agency’s requests for refills of budgeted positions and offsetting position actions.

• Core-CT will also be providing assistance in the form of revised Monthly Position Status Reports which will assist with monitoring progress.

• Non-Appropriated positions to capture all non-budgeted positions.

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Core-CT Processes

Maintenance During The Fiscal Year

• Appropriated FTE cap to appear below Appropriated position total.

• Ability to run the report to an excel file for further analysis of data.

• System to use the Budgeted position cap to produce warnings to users about position appointments exceeding budgeted levels.

• Prior error in system changing part time to full time has been corrected.

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Core-CT Processes

Timeline Of Interrelated Actions

Tuesday June 7, 2005 Final OPM position funding from OSC Budget/Accounting

Wednesday June 8, 2005 Deadline for OPM approval of position actions

Wednesday June 8, 2005 Core-CT sends Outbound interface file to OPM.

Friday June 10, 2005 Effective Date for HRMS Account Code Updates

Friday June 10, 2005 Traditional Roster processes available to agencies

Thursday June 16, 2005 OSC creates new chartfield combos and updates old ones moving to new FY2006

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Core-CT Processes

Timeline Of Interrelated Actions (continued)

Friday June 17, 2005 OPM sends position load file to Core-CT

Tuesday June 21, 2005 Core-CT runs Account code load to create new account codes and updates budgeted and selected non-budgeted account codes to FY2006

Tuesday June 21, 2005 OPM inbound file loaded to insert new year budget row to Core-CT

Wednesday June 22, 2005 Core-CT will create new budget rows for payroll based on position info

Saturday June 25, 2005 Users re-granted access to position update

Friday July 8, 2005 First FY 2006 payroll

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Core-CT Processes Questions/Discussion