State of Connecticut Core-CT Project

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State of ConnecticutCore-CT Project HRMS Users
Group Meeting November 8 9, 2005
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Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Nick Visone
Human Resources Update
Belinda Thibedeau
Time and Labor Update
Benefits
Justin McCloskey
Anne North and Sue Martin
Key Messages
HRMS Team
Questions Discussion
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Upgrade Overview
Purpose of the Upgrade

• Maintain vendor support. State must be on the
  most current version of PeopleSoft HRMS by March
  31, 2006 per support agreement with Oracle
• Identify opportunities to utilize delivered
  functionality as opposed to existing
  modifications
• Identify opportunities for business process
  improvement these will be limited due to
  schedule and resource constraints.

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Upgrade Overview
Impact to Current Production

• Split the HRMS team
• Production Support
• Upgrade
• Freeze production - only critical production
  fixes, patches, etc.
• Limited Configuration changes will be accepted
  for now.

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Upgrade Overview
Impact to Agencies

• Limited Readiness Tasks
• Central Agency Participation in Product Test
• Participation in User Acceptance Testing TBD
• Potential changes to interfaces
• Interfaces to be retested
• Participation in Upgrade Training

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Upgrade Overview
Timeline
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Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Nick Visone
Human Resources Update
Belinda Thibedeau
Time and Labor Update
Benefits Update
Justin McCloskey
Anne North and Sue Martin
Key Messages
HRMS Team
Questions Discussion
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Payroll Update
Payroll - 8.9 Upgrade Changes

• The account code field on the Additional Pay
  page and throughout the application (position
  data, weekly elapsed time, etc) is now the
  combination code in 8.9.
• Interface agencies will need to send in combo
  code instead of account code (same value).

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Payroll Update
Payroll - 8.9 Upgrade Changes (Cont.)
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Payroll Update
Payroll - 8.9 Upgrade Changes (Cont.)
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Payroll Upgrade
Payroll - 8.9 New Functionality ePay

• Currently in the review stage
• Roll out would occur on a limited pilot basis.
• Gives employees the following ability
• Change direct deposit information and view their
  direct deposit advice on-line
• Change their tax data
• Change their address
• Change voluntary deductions
• Request a W-2 reissue

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Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Nick Visone
Human Resources Update
Belinda Thibedeau
Time and Labor Update
Benefits Update
Justin McCloskey
Anne North and Sue Martin
Key Messages
HRMS Team
Questions Discussion
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Human Resources Update
HRMS 8.9 Upgrade Changes

• Manage Job Classification Positions
• Position
• FLSA value now included on position level. This
  will be defaulted from the job code level and
  still will be able to be overridden in job data
• The change in the account code table is expected
  to be very minor with the name changing to
  combination code
• Workflow modification will be brought forwardin
  position data
• First three tabs in position data now located on
  one page
• Budget and Incumbents tab has new info and links.

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Human Resources Update
Changes to Hire/Maintain Workforce PeopleSoft 8.9

• The Add a Person component is now related to the
  person only and not the job data
• Person action must be dated today or earlier
• Only Job Data may be future dated
• The Job Data may not be effective dated earlier
  than the Personal Data
• Name and Address are now links on other pages.

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Human Resources Update
Changes to Hire/Maintain Workforce PeopleSoft 8.9
(Cont.)

• Multiple Search Capabilities
• The search fields have more filter options
• New page called Person Organizational Summary
  will allow users to search by employee or name
  to find employee agencies for dual employments.

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Human Resources Update
Person Organizational Summary Page
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Human Resources Update
Changes to Hire/Maintain Workforce (Cont.)

• Employee Status is now Payroll Status
• Additional field of HR Status categorizing each
  payroll status into active or inactive HR
  Status
• Original Hire Date is no longer attached to
  Personal Data
• It is tied to each job record on the Employment
  Data page and the field is called Original Start
  Date.
• The current Original Hire Date values will be
  migrated to this field for all employee records.
  Agencies should ensure that this field contains
  the earliest state employment date for their
  employee at any agency.

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Human Resources Update
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Human Resources Update
New Notepad Functionality (Cont.)
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Human Resources Update
New Notepad Functionality (Cont.)
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Human Resources Update
Changes to Hire/Maintain Workforce (Cont.)

• Concurrent Hire replaced by Add an Employment
  Instance
• This creates a new job record and all dates on
  the Employment Data page relate to this
  particular job
• Some fields on Job Data hide/unhide when specific
  actions are taken on employees. (e.g. Expected
  Return Date shows up on the Work Location Page
  when employee placed on leave of absence).

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Human Resources Update
Some Fields on Job Data Hide/Unhide
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Human Resources Update
Some Fields on Job Data Hide/Unhide (Cont.)
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Human Resources Update
HRMS 8.9 Upgrade Changes

• There are no significant changes to report in
  Workers Compensation processing or Administer
  Salary Plans.

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Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Nick Visone
Human Resources Update
Belinda Thibedeau
Time and Labor Update
Benefits Update
Justin McCloskey
Anne North and Sue Martin
Key Messages
HRMS Team
Questions Discussion
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Time and Labor Update
Time and Labor 8.9 Upgrade Changes

• The major changes in Time and Labor occur in the
  following areas
• Weekly Elapsed Time
• Scheduling
• Approving Time
• Project Costing

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Time and Labor Update
Timesheet Search Page
Users can define which selection criteria will be
available for them on the search page
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Time and Labor Update
Timesheet Page

• Links added to view Reported Time and Payable
  Time
• Weekly Elapsed Time page is renamed to Timesheet
• Account Codes now called Combo Codes
• Users can view entire pay period
• Second tab added to Timesheet.

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Time and Labor Update
Timesheet Page (Continued)
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Time and Labor Update
Timesheet Approval
Approvers can change reported time by clicking on
the Adjust Reported Time link Hourly rate
overrides can be viewed on the Time Reporting
Elements tab
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Time and Labor Update
Schedules

• Rotating Averaging schedules enhanced to include
  Relative Start Date
• Split Shifts and Overlapping Shifts can be
  accommodated
• Users can view the schedule before it is saved.

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Time and Labor Update
Schedules (Continued)
Agency Schedule Request Agency Schedule Request Agency Schedule Request

  F S S M T W T Total
Week 1 7 Off 7 7 7 Off Off 28
Week 2 Off 7 7 7 7 7 7 42
Week 3 7 7 Off Off 7 7 7 35
Week 4 Off 7 7 7 7 7 7 42
Week 5 7 7 7 7 Off Off Off 28
Week 6 7 7 7 7 7 Off Off 35
Average 35
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Time and Labor Update
Schedules (Continued)
Core-CT Set Up

Rotation ID Relative Start Day
Week 1 1
Week 2 8
Week 3 15
Week 4 22
Week 5 29
Week 6 36
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Time and Labor Update
Schedules (Continued)
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Time and Labor Update
Projects in Financials

• Financials will be implementing Project Costing
• Agencies who will use Projects will have
  additional fields on the Timesheet used with
  Combo Codes that will further define the
  allocation of payroll costs
• It is strongly recommended that agencies using
  Projects also use Self Service.

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Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Nick Visone
Human Resources Update
Belinda Thibedeau
Time and Labor Update
Benefits Update
Justin McCloskey
Anne North and Sue Martin
Key Messages
HRMS Team
Questions Discussion
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Benefits Update
Benefits 8.9 Upgrade Changes

• Effective Dated Dependent/Beneficiary Screens
• Effective dates to document changes in
  Relationship, Dependent Beneficiary type, Marital
  Status, Student Status, and Disabled Status
• Name and address data added via Edit links.

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Benefits Update
Effective Dated Dependent/Beneficiary Screen
Name Tab
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Benefits Update
Effective Dated Dependent/Beneficiary Screen
Edit Name
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Benefits Update
Effective Dated Dependent/Beneficiary Screen
Personal Profile Tab
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Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Lina Simonu
Human Resources Update
Patti Maneggia
Time and Labor Update
Benefits Update
Justin McCloskey
Key Messages
Anne North and Sue Martin
HRMS Team
Questions Discussion
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HRMS Key Messages
Upcoming Holiday Schedule

• Veterans Day (11/11) - System Availability
  Planned
• Thanksgiving (11/24) - System will not be
  available on Thursday, with normal hours on
  Friday (11/25)
• Christmas Holiday (12/26) System will be
  available Saturday, 12/24 and Monday, 12/26
• To accommodate back-end processing, no extensions
  will be granted during the holidays
• Reminder Interface files are due the Tuesday
  following Payday.

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HRMS Key Messages
Upgrade to HRMS Version 8.9

• System is expected to be unavailable for
  approximately one week while data is converted to
  the 8.9 format
• Beginning at 2pm, Thursday, 4/20/06
• System access to resume as soon as possible
• To assist agencies, we are planning to have
  system available on Sunday, 4/30/06.
• Please note during this lockout period, Central
  Payroll will be unable to produce on-line checks.
  

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HRMS Key Messages
Upgrade to HRMS Version 8.9 EPM Impact

• As the HRMS tables change, the EPM team is
  performing the analysis to determine what
  corresponding changes are required in EPM
• Some rework of public queries is anticipated
• Agencies will need to assess their private
  queries once the EPM table changes have been
  identified.

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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, January 31, 2006, 130pm
  - 400pm and Wednesday, February 1, 2006, 900am
  - 1200pm
• Room 1002A and 1002B
• 101 E. River Drive

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Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Lina Simonu
Human Resources Update
Belinda Thibedeau
Time and Labor Update
Benefits Update
Justin McCloskey
Anne North and Sue Martin
Key Messages
HRMS Team
Questions Discussion
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Questions/Discussion
QUESTIONS? COMMENTS? FEEDBACK?