State of Connecticut Core-CT Project HRMS Users Group Meeting January 31 & February 1, 2006

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State of ConnecticutCore-CT Project

HRMS Users Group Meeting

January 31 & February 1, 2006

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Agenda – Welcome

Anne North and Sue MartinTesting

Cathy Bysiewicz-CluenTraining Update

HRMS TeamQuestions & Discussion

Belinda ThibedeauTime and Labor UpdateLina SimonuHuman Resources UpdateNancy RibesPayroll Update

Business Process Updates

Anne North and Sue MartinWelcome

Mary YabroskyEPM Update

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Agenda – Welcome








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Payroll Update

Payroll – 8.9 Upgrade Important Dates

• System will be unavailable for approximately one week while data is converted to the 8.9 format– Beginning at 2pm, Thursday, 4/20/06– REMINDER - this is the Longevity pay cycle– System access will resume as soon as possible– To assist agencies, we are planning to have the system available

on Sunday, 4/30/06– Please note – during this lockout period, Central Payroll will be

unable to produce on-line checks. However, on-line check request forms should be sent to Central Payroll as soon as possible

– We are also looking into the best way of getting reports out to you to aid in your reconciliation process during this time.

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Payroll Update

Benefits – 8.9 Upgrade Important Dates

Key Benefits Billing Dates at the time of the Upgrade:

• The Billing Calculation for the Billing Period 0506 (Coverage Month May 2006) will run overnight on April 17, 2006

• Billing Statements should be run on April 18, 2006• Note that agencies must process, print and deliver Billing Statements

prior to the beginning of the Conversion blackout period (April 20 – 27, 2006) in order to meet the premium due date of May 3, 2006

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Agenda – Welcome








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Human Resources Update

Longevity

• First preliminary report will run on 3/1/2006 • Second preliminary report scheduled to run on 3/15/2006 • Third preliminary report scheduled to run on 3/29/2006

• Final processing and reports will take place on Friday, 4/14/2006

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Longevity, Continued

Please note these critical dates:• Longevity is processed for pay period 3/31/2006 to

4/13/2006

• Payroll will confirm on Thursday,4/20/2006 for check dated Friday, 4/28/2006

• Core-CT will be shut down from Friday,4/21/2006 to Friday, 4/28/2006Important: On-line (petty cash) checks can not be issued during

Core-CT shut down period

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Mass Salary Processing

• Effective 3/31/2006, January 2006 Anniversary Increase (3 month delay) will be processed for BU-05 (AR) bargaining unit

– Preliminary report will be run on 3/2/2006– Final processing and report will be run on 4/12/2006

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HRMS – 8.9 Upgrade Changes

Original Hire Date in 8.3

• Currently Original Hire date is located in Personal Data>Identity Diversity tab

– Field represents original hire date into state service– Field can be edited – Only one Personal Data record per employee

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HRMS – 8.9 Upgrade Changes, Continued

Original Hire Date in 8.9

• Original Hire date in 8.9 is located in Job Data>Employment Data tab

– Field represents original hire date into state service– Field can be edited – Field exists for each concurrent job– Field will reset to newest hire date for every concurrent job

added after conversion and must be manually reset to Original State Hire Date

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New Process for Temporary Service in a Higher Class

Temporary Service in a Higher Class job aid was updated 11/28/2005 with new process

• New process for job data entries− will eliminate time and labor exceptions− will reduce refunds of health and life contributions to

permanent job row

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New Process for Temporary Service in a Higher Class, Continued

• Employees will not be placed in TSHC assignment until the pay period following the completion of the 30 day waiting period

• Agencies requesting assistance with this new process may contact Lina Simonu at 622-2520 for a review.

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Agenda – Welcome








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Time and Labor Update

Schedules

• Schedule naming changes have been postponed until after the upgrade to 8.9

• A future date will be chosen when the Schedule naming convention will be completed

• It is anticipated that employees will be automatically converted to the new Schedule

• Rotating Averaging Schedules will not include the Relative Start Dates as of the go-live date.

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Navigating in 8.9

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Navigating in 8.9, Continued

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Prior Period Adjustments

Current process for prior period adjustments

• It is recommended that prior period attendance adjustments be limited to four pay periods

• Any attendance adjustment beyond four pay periods should be done in Adjust Paid Time and differences in pay are done in the current pay period

• There is no limitation in the system

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Prior Period Adjustments, Continued

Adjustments to Future Rows .010% 0.010%

Adjustments done within 14 days 90.034% 90.043%

Adjustments done 15 – 30 days 4.337% 94.380%




Adjustments done 181 – 365 days .881% 99.708%

Adjustments done greater 1 year .292% 100.00%

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Process for prior period adjustments in 8.9

• Agency users will have access to make prior period attendance adjustments up to 60 days

• Any adjustment beyond 60 days must be done in Adjust Paid Time and differences in pay will be done in the current pay period

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• Central Time and Labor will have access to make prior period attendance adjustments up to 1 year

• There will be guidelines set up to determine which type of attendance changes will be made by Central Time and Labor

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• Adjust Paid Time page will be modified to include Workers’ Comp Claim Number, Comments and Override Reason Code

• Adjust Paid Time attendance changes are reportable through the Attendance Report and TRC Usage Report.

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Agency Clean Up Task

Accrual Balances - Out of Balance

• Most out of balance conditions occur when agency does not complete Adjust Paid Time entries

• List of employees will be sent to Agencies in the near future

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Agenda – Welcome




Belinda ThibedeauTime and Labor Update

Lina SimonuHuman Resources UpdateNancy RibesPayroll Update




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Upgrade Overview

EPM – Query Performance

Query Performance Tuning Reminders:

•Use Indexed Fields in Criteria•http://www.core-ct.state.ct.us/epm/ Reporting table Indexes and Join Criteria

•Always using Indexed fields on partitioned Tables•http://www.core-ct.state.ct.us/epm/•EPM Hot Topics: 5/27/2005, 6/14/2005 & 6/27/2005

•Always use Deptid and/or Business Unit in criteria

http://www.core-ct.state.ct.us/epm/

http://www.core-ct.state.ct.us/epm/docs/rptng_tbl_ndxs_in_crtr.doc

http://www.core-ct.state.ct.us/epm/

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Upgrade Overview

EPM – HRMS 8.9 Upgrade

EPM table changes will mirror HRMS table changes and be barely noticeable:

• Acct Cd now called Combo Code• Ethnic Group now called Ethnic Grp Cd• Empl Status now called PR Status• CT Position Descr now used for CT Pos Desc Long• Task now used for Override Rsn Cd• HR Status will be added to Employee table (at later date)

• FLSA Status will be added to Position Table (at later date)

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Upgrade Overview

EPM – HRMS 8.9 Upgrade, Continued

EPM 8.9 Upgrade Timeline and Availability

• EPM will be available 4/20 – 4/25 with data a/o 4/19.

• EPM Upgrade is anticipated to begin on 4/26

• EPM will not be available during 8.9 Upgrade

• EPM 8.9 Go Live anticipated for the 1st week in May

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Upgrade Overview

EPM – 8.46 Tools Upgrade

EPM is upgrading from PTools Version 8.44 to 8.46

• Implementation is targeted for the weekend of April 22

• EPM will not be available during Tools upgrade implementation

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Upgrade Overview

EPM – 8.46 Tools Upgrade, Continued

Changes in Functionality from 8.44 to 8.46 will be minor:

• New ‘Folder’ Navigation Options

• New Edit Hyperlink - prompts ‘Read Only’ message for Public Queries and disables the ‘Save’ command

• Order/Sort Feature command now separate commands

• ‘Preview’ Tab renamed to ‘Run’ Tab in Query Component

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Upgrade Overview


•New ‘Folder’ Navigation Options

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Upgrade Overview


•New Edit Hyperlink

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Upgrade Overview


•Order/Sort Feature command now separate commands

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Upgrade Overview


•Order/Sort Feature command now separate commands

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Upgrade Overview


•Preview’ Tab renamed to ‘Run’ Tab in Query Component

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Upgrade Overview

EPM – HRMS 8.9 Upgrade

EPM Reporting Table and Query Impacts:

• The EPM Team is making every attempt to make 8.9 HR changes and impacts to EPM Reporting Tables and Queries as transparent as possible

• User Acceptance Testing query labs are being targeted for some time in March – volunteers will be [email protected]

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Agenda – Welcome








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HRMS Upgrade

Training Plan

• Scope of training– All presentations and supporting materials will be customized

to match software modifications and changed business processes impacted by the 8.9 upgrade

• Targeted audience for upgrade training– Current key users of HRMS Core-CT system

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HRMS Upgrade

Training Plan, Continued

• Pre-requisite for training participation– Complete Introduction to HRMS Core-CT 8.9, a brief

narrated and animated PowerPoint overview of Core-CT and the HRMS modules

– Users will be able to download the presentation from the Core-CT website at their desks or a central location (i.e., computer training room) to view in group setting

– Gives flexibility to agencies to determine when and where they want users to take class

– Available in mid March; specifics will be sent out in daily mail and to training registration coordinators

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HRMS Upgrade


• Training tools for delivery – HR and Time and Labor Modules– Training will include instructor led presentations for each

module, practice exercises, job aids and Web Learning Assistants (WLAs)

– Agencies will be grouped for presentations based on common factors as much as possible and assigned dates

– Presentations begin on or about April 3 and will continue post production

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HRMS Upgrade


• Training tools for delivery – practice exercises for HR and Time and Labor Modules– Simulated exercises will be created that duplicate the

functionality of production – Instructors will demonstrate exercises in presentation classes– Exercises will be available on Core-CT website– Users will be able to repeat exercises as needed

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HRMS Upgrade


• Training tools for delivery – Payroll and Benefits Modules– Minimal changes occurring due to 8.9 upgrade– Communications (i.e., Daily Mail) and job aids will capture

any changes for users

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HRMS Upgrade


• Pre and post labs for upgrade changes– Instructors will be available to help end users with exercises

prior to go-live– After go-live end users can bring real work to labs– Labs will have resources who can address transactional

questions related to upgrade

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HRMS Upgrade


• Training Locations– Most presentations and labs will take place at DOIT

• Training Registration– Schedules and any related logistics will be sent to agency

training registration coordinators, announced in daily mails and posted to the Core-CT website.

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Agenda – Welcome




Belinda ThibedeauTime and Labor Update

Lina SimonuHuman Resources Update

Nancy RibesPayroll UpdateBusiness Process Updates


Training Update Cathy Bysiewicz Cluen

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HRMS Upgrade

Testing Phases

AssemblyTest

Performance

ConnectivityTest

OperationalReadiness

Test

DevelopmentSimulated

Payroll Test(HRMS)

Product Test

Stress/Volume Test

Simulated Payroll

Product Test

Technical Testing

Development(Code)

ComponentTest

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HRMS Upgrade

Product Test

• Identification of test conditions • Organization of test conditions into logical

groupings or cycles• Creation of test scripts that include the

conditions and expected results

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HRMS Upgrade

Product Test, Continued

• Test Scripts document the steps that testers must execute to validate a condition within a cycle.

• Each script will include:• Steps to Execute• Input Data• Expected Results

• Product Test execution occurs between 1/17/06 and 3/31/06

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HRMS Upgrade

Simulated Payroll Test (SPRT)

• Compares the Gross to Net pay calculations between the Production and Upgrade environments

• Compares the TL Accruals between the Production and Upgrade environments

• 2 Cycles are planned

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HRMS Upgrade

Simulated Payroll Test (SPRT), Continued

• Cycle 1 – Full employee population for check date 2/17/06. Based on Production values as of 2/9/06

• Cycle 2 – For the next check date, 3/3/06. Subset of employees based on targeted criteria (ex. FT/PT, bargaining unit, schedules, agencies). Requires agency input.

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HRMS Upgrade

Simulated Payroll Test (SPRT), Continued

Agency Role:• Assist in reconciling Production to test values• Assist in identifying employees based on specified

characteristics• Collect Production transactions (HR, TL, BN, PY) for

PPE 2/2/06 & 2/16/06 for entry into the test environment

• Actual Dates of participation are being finalized

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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, March 28, 2006, 1:30pm - 4:00pm and Wednesday, March 29, 2006, 9:00am - 12:00pm

Room 1002A and 1002B

101 E. River Drive

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Agenda – Welcome







Training Update Cathy Bysiewicz Cluen

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Questions/Discussion

State of Connecticut Core-CT Project HRMS Users Group Meeting January 31 & February 1, 2006

Documents

billing period

central payroll

billing statements

reconciliation process

payroll updatebenefits

payroll updatepayroll

billing calculation

lockout period