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2
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
3
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
4
Payroll Update
Year End
• All reversals for checks dated after November 9th must be submitted to Central Payroll by noon on Friday, December 22, 2006.
• Adjustments not received by that deadline will result in the issuance of a W-2C.
• W-2’s – Tentative date for distribution to agencies is the week of January 15th.
5
Payroll Update
Upcoming Important Dates
• December 25th – the system will not be available and there will be no batch processing.
• January 1st – the system will not be available and there will be no batch processing.
• February 12th and February 19th – the system will be available and there will be batch processing.
• There will be no extensions – this includes interfacing agencies.
6
Payroll Update
Important Reminder – Confirm Thursday
• System is available until 2:00pm for review purposes only
• Do not process any changes of any kind on Confirm Thursday
• Users who do so endanger the success of payroll processing.
7
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
8
Human Resources Update
Mass Salary Annual Increase
Mass Salary Annual Increase:• January Annual Increases for bargaining units:
Confidential, NP1, NP2, NP3, NP6, P1, P2, P3A, P3B, P4, P5, 53, 54, 57, 70, 74, 75 and 76.
• First preliminary report ran on 11/27/2006 and 11/28/2006.• Second preliminary report scheduled to run on
12/11/2006.• Final report will run on 12/29/2006 for all except P5.• Final report for P5 will run on 1/12/2007.• Next Annual Increment Date has been advanced for those
bargaining units that were skipped.
9
Human Resources Update
Rehires
Rehired Employees into Existing Employment Records:
• If employee is being rehired from another agency, contact DAS/Central Audit to process.
• If employee is being rehired from their former agency, do not contact DAS/Central Audit. The Agency HR Specialist can process the rehire transaction.
10
Human Resources Update
Transfers
Remember to follow this format when submitting requests to DAS Central Audit Unit.
• Employee Name• Employee Number• Employee Record Number (even if only one exists)• Effective Date• Action: (i.e., Transfer or Rehire)
11
Human Resources Update
Transfers, Continued
• Reason (e.g., Promotion, Demotion, etc.)• Position Number• Empl Class: (i.e., Probation Period Classified)• E-mail Address of Losing Agency Contact• Phone Number of Gaining Agency Contact
12
Human Resources Update
Human Resources Updates
Monthly Position Status Report – Change• Positions with multiple incumbents will now list all of the
incumbents rather than only the first incumbent.
Layoff Seniority Date Process – Change• Edit Number 9 – Employees who are rehired must be
manually calculated - is now working correctly.
13
Human Resources Update
Driver’s License Data
Memo from Office of Labor Relations dated 11/29/2006• Requests the total number of employees in your agency
who are required to have a CDL.
Navigate to: Workforce Administration>Personal Information>Biographical>Driver’s License Data
16
Human Resources Update
New Human Resources Job Aids
Five new job aids have been posted at:http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm
• Benefit Service Date Calculation and Reports • Layoff Seniority Date Calculation and Reports • Longevity Date Calculation and Reports • Producing OSHA 300 Incident Log and OSHA 300A
Annual Summary • Adding/Updating Employee/Dependent Address
17
Human Resources Update
Navigation Tips
Field Names:• Clicking on a field name in job data that has a drop down
search button will cause the system to change the field value to the first value on the list.
• This functionality has been turned off on the Job Indicator field.
19
Human Resources Update
Navigation Tips, Continued
Notepad: • When reviewing job data, if you want to see if a
comment has been entered in notepad for that date, look for wavy lines in the notepad icon.
21
Human Resources Update
Navigation Tips, Continued
Notepad:
To see a listing of all notes entered in job data, remove the following values on the notepad search page: • Employee Record• Effective Date• Sequence
24
Human Resources Update
Navigation Tips, Continued
Searching on a large list:• Click on any of the fields that are underlined to get a sort
order. Example: when searching on a name such as “Smith”
27
Human Resources Update
Navigation Tips, Continued
Position Data search page:• When searching for a specific number, enter only the
actual numbers without the leading zeroes.• New search field: “Status as of Effective Date”
This field filters on Active or Inactive status.
30
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
31
Human Resources Update
OSHA 300 Incident LogOSHA 300 Incident Log
Producing an OSHA 300 Incident Log in 8.9:
• New way to generate an OSHA 300 Incident Log• New tab in Injury Details entitled “Work Related” Navigate to: Workforce Monitoring>Health and
Safety>Obtain Incident Information>Injury Details• This new tab allows you to enter lost time on an
employee’s individual workers compensation claim.• See new job aid on How to Produce OSHA Reports.
35
Human Resources Update
OSHA 300 Incident Log, Continued
To produce the OSHA 300 Incident Log in 8.9 you must complete three mandatory fields:
•Establishment ID - located in Workforce Monitoring>Health and Safety>Obtain Incident Information>Incident Details>Location tab
•Nature of Injury - located in Workforce Monitoring>Health and Safety>Obtain Incident Information>Injury Details>Details tab
•Reportable Case - located in Workforce Monitoring>Health and Safety>Obtain Incident Information>Injury Details>Reporting tab
41
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
42
Time and Labor Update
Exceptions
• Agencies are not clearing exceptions• There were over 6,000 exceptions statewide as of
PPE11/14/06• Core-CT bypassed those older than 60 days• Bypassed exceptions still exist in the system• New exceptions report available week of 12/4/06.
43
Time and Labor Update
Exceptions, Continued
• Exceptions directly affect how long Time Admin runs• More exceptions cause Time Admin to run longer• Nightly batch processing time is limited• If Time Admin runs too long other processes get pushed
back and reports will not be ready in the morning• When clearing exceptions DO NOT make adjustments on
both the Timesheet and in Adjust Paid Time.
44
Time and Labor Update
Exceptions, Continued
Tuesday Time Admin Trends
0
0.5
1
1.5
2
2.5
3
3.5
4
5/1
6/2
00
6
5/2
3/2
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6
5/3
0/2
00
6
6/6
/20
06
6/1
3/2
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6
6/2
0/2
00
6
6/2
7/2
00
6
7/4
/20
06
7/1
1/2
00
6
7/1
8/2
00
6
7/2
5/2
00
6
8/1
/20
06
8/8
/20
06
8/1
5/2
00
6
8/2
2/2
00
6
8/2
9/2
00
6
9/5
/20
06
9/1
2/2
00
6
9/1
9/2
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9/2
6/2
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6
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/3/2
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/10
/20
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/17
/20
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/24
/20
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/31
/20
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/7/2
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6
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/14
/20
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/21
/20
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11
/28
/20
06
AVGRUNTIME
OPENEXCEPTIONSX1000
45
Time and Labor Update
Leave Accruals
• New process to correct employee out of balance• Auditing accruals for employees whose balance was
updated is recommended
• The employees with negative balances should be audited first, employees with Payroll entries next
• Computed Agency balances should be compared to the Leave Accrual page balance NOT the Timesheet balance
• Use the Auditing job aids for assistance• DO NOT make adjustments on both the Timesheet and in
Adjust Paid Time
46
Time and Labor Update
Schedules
How to look up schedules:
• Use the Naming Standard for Time and Labor and the Schedules job aids.
• Names of schedules are composed of ten characters.• It is still anticipated that the naming standard will be
changed to sixteen characters and will be more intuitive.
47
Time and Labor Update
Schedules, Continued
FS400S801A P8R20V481A
1 Either for F – Full time or P – Part time
2 If the schedule is only one week the second character is S – Straight.
2-3 If this is a rotating schedule the second character is the number of weeks it spans and the third character is R - Rotating.
48
Time and Labor Update
Schedules, Continued
FS400S801A P8R20V481A
3-5 For Straight schedules these charactersindicate the average number of hours in the schedule.
4-5 If this is a Rotating schedule the fourth and fifth characters are used for the average number of hours in the schedule.
49
Time and Labor Update
Schedules, Continued
FS400S801A P8R20V481A
6 The sixth character is either S – Straight or V – Variable and indicates whether or not the
hours per day are the same or different.
7-8 The next two characters reflect the two most common day lengths in the schedule.
50
Time and Labor Update
Schedules, Continued
H/D Use H/D Use H/D Use H/D Use H/D Use H/D Use
0.25 + 3.25 V 5.50 P 7.25 J 8.75 C 12.00 #
0.50 | 3.50 U 5.75 N 7.50 I 8.89 @ 12.50 {
0.75 ) 3.75 Z 6.00 6 7.75 H 9.00 9 13.00 ;
1.00 = 4.00 4 6.12 \ 8.00 8 9.13 > 13.12 [
1.50 ( 4.25 T 6.25 M 8.11 } 9.25 B 13.13 ]
2.00 2 4.50 S 6.40 < 8.20 : 9.50 A 14.00 Y
2.25 * 4.70 ^ 6.50 L 8.25 G 9.75 % 14.50 &
2.50 W 4.75 R 6.75 K 8.33 F 10.00 1 15.00 !
2.75 / 5.00 5 6.80 O 8.34 E 10.50 X 15.50 ?
3.00 3 5.25 Q 7.00 7 8.50 D 11.00 $ Off 0
3.20 ~
Key for Day Lengths
51
Time and Labor Update
Schedules, Continued
P8R20V481A
9-10 The last two characters indicate the version number of the schedule and is used to
group like schedules. A sequence of 1A, 1B, and 1C would indicate that the number of hours in a week is the same, the day length is the same and only the days off differ.
52
Time and Labor Update
Schedules, Continued
FRI SAT SUN MON TUES WED THUR
Start Date27-Oct-
0628-Oct-
0629-Oct-
0630-Oct-06
31-Oct-06
1-Nov-06 2-Nov-06Total Hours
Hours Schedule A 8 0 9 9 0 0 9 35.00
53
Time and Labor Update
Schedules, Continued
FRI SAT SUN MON TUES WED THUR
Start Date27-Oct-
0628-Oct-
0629-Oct-
0630-Oct-06
31-Oct-06
1-Nov-06 2-Nov-06Total Hours
Hours Schedule A 8 0 9 9 0 0 9 35.00
Name Possibilities
FS350V89 or FS350V98
PS350V89 or PS350V98
Next step would be to look for these schedules on the schedules job aid. You should start with version 1A and scroll through each version looking for a match.
54
Time and Labor Update
Schedules, Continued
Start by looking for FS350V89
FS350V891A 1 3500009998 1
FS350V891B 1 3500089990 1
FS350V891C 1 3500800999 1
FS350V891D 1 3508900099 1
FS350V891E 1 3509000899 1
FS350V891F 1 3509800099 1
FS350V891G 1 3509800990 1
Hours Schedule A 8 0 9 9 0 0 9 35.00
56
Time and Labor Update
Reports Run Control Page, Continued
How to search for EmplID• Click on Lookup icon next to EmplID field• Change Search By to Last Name• Type in Last Name and click Lookup button• Click on link for employee name you want to report on.
OR• Change Search By to Name• Type in First and Last Name and click Lookup button• Click on link for employee name you want to report on.
58
Time and Labor Update
Enrolling Employees in Leave Plans
New Hires - Sick, Vacation and PL plans:
• Enroll in Sick plan effective with date of hire.• Enroll in Vacation plan effective with date of hire
- No Accrual Plan as of date of hire
- Permanent Plan effective with accrual date
- Add in any accruals owed between date of hire and
accrual date.
59
Time and Labor Update
Enrolling Employees in Leave Plans, Continued
New Hires - Sick, Vacation and PL plans
• Enroll in PL plan effective with date of hire– PL time will be automatically awarded immediately for
plans which grant time after 0 (zero) months service time.
OR– PL time will be automatically awarded when the
employee reaches six months of service.
60
Time and Labor Update
Enrolling Employees in Leave Plans, Continued
Path: Set Up HRMS > Base Benefits > Plan Attributes > Leave Plan Table
61
Time and Labor Update
Enrolling Employees in Leave Plans, Continued
Accrual Rates after Specified Service Months
First Year Award Values(Hours Earned for Employment Month)
0 6 1 2 3 4 5 6
24.000000
Plan Type 52 - Personal
Name Description Target BUMaximum Balance
Maximum Carryover
Maximum Unpaid Days
PT Method
P80B50 Personal 8.00 Hr Day PT 50% 24.000 999 Fixed - 50%
Leave Plans Job Aid
62
Time and Labor Update
Outstanding Issues
• Comp and Holiday Out of Balance• Combining Rotating Averaging Rules into one Rule• Enhancements TRC Usage Report• New TRCs• Additional Self Service Agencies• Renaming Schedules• Leave Accrual Shut Off Process• New Exceptions Report• Additional PL plans for Part Time Employees
63
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
64
Benefits Training
Benefits Update
• Presented in conjunction with OSC Payroll Services Division, Core-CT Human Resources and OSC Retirement & Benefit Services Division– Attended by at least one project representative from
each module– Agency HR, Benefit and Payroll users and
corresponding managers must attend.
65
Benefits Update
Benefits Training, Continued
• Designed to provide users information on how the HR, Benefit and Payroll modules interact with each other
• Assists in identifying and addressing business process disconnects at the agency and project levels.
66
Benefits Update
Benefits Training, Continued
• Labs– Agency visits and/or centralized labs can be scheduled
with Central Benefits to assist agencies with live issues.
• For information and scheduling contact:
RBSD - Central Benefits UnitPhone: 860-702-3535E-mail: [email protected]
68
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
69
EPM Update
EPM – Fall 2006 Training Survey Results
• Agencies at September User Group – 42• Agencies represented in survey results – 33• HR EPM Training Surveys collected – 148
70
EPM Update
EPM – Fall 2006 Training Survey Results, Continued
EPM Training Survey 2006
HRMS Basic HRMS Refresher
HRMS Advanced
Total HRMS Trainees
0
50
100
150
200
Course Offerings
Num
ber o
f Tra
inee
s
71
EPM Update
EPM 2007 Training Schedule
• HRP100 – EPM HR Query Basic, HR Focus:
March 6, 2007• HRP101 – EPM T&L Query Basic, T&L Focus:
January 16, February 16, March 20, 2007
• HRP200 – EPM Query Advanced, HR Focus: March 13, 2007
• HRP201 – EPM Query Advanced, T&L Focus: February 23, 2007
72
EPM Update
EPM 2007 Training Registration
• Register with your Agency Training Coordinator
• To set up EPM agency on-site training, contact:
Barbara Jacius
Phone: 860-622-2002
E-mail: [email protected]
73
EPM Update
Additional Reporting Fields - Enhancements
CT_EMPLOYEE_TBL/VW Reporting Tables
AUDIT_OPRID PLACE_ISSUED
AUDIT_STAMP DURATION_TIME
VISA_PERMIT_TYPE DURATION_TYPE
CT_VISA_PMT_EFFDT ENTRY_DT
VISA_WRKPMT_NBR EXPIRATION_DT
STATUS_DT ISSUING_AUTHORITY
DT_ISSUED CT_CTZNSTS_DESCR
75
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
77
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 13, 2007, 1:30pm - 4:00pm and Wednesday, March
14, 2007, 9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive
78
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Lina Simonu, Donald Kruk
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All