Fiscal Year end position load workshop

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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 Todays 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
Todays 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/Defa
  ult.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 DEPTIDs and organizational
  structure changes in the agency
• Agencies can eliminate existing DEPTIDs during
  the year
• DEPTIDs 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 Colleges 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 agencys
  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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Questions/Discussion
Core-CT Processes
QUESTIONS? COMMENTS? FEEDBACK?