September 2003 CoreCT Agency Readiness Sponsor Meeting

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State of ConnecticutCore-CT Project Monthly
Agency Readiness Meeting September 2003
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Agenda Team Updates
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Agenda Team Updates
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Training Update
HRMS Training Registration
HRMS training registration is underway and should
be completed for primary users in the next few
weeks.
Status
Key Messages

• Overview classes are complete
• No planned makeup sessions
• Recommend self-review / super user support for
  any additions
• System class registration in process
• Assumption All super users and primary users
  have been enrolled
• Secondary user signup in process
• Schedule updates being sent to Training
  Registration Contacts via e-mail as they occur

• Classes will be made available as needed to meet
  demand
• Waitlist users for a course if all sessions are
  full
• Training for Secondary users will continue
  through November
• Kathleen Kabara (DAS) is the contact for all
  registration questions [phone]
• kathleen.kabara_at_po.state.ct.us

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Training Update
Training Update
HRMS Training Delivery
HRMS training delivery continues.
Status
Key Messages

• Overview Training is complete
• 1250 users attended 31 Overview
  training classes
• System classes began on 8/12
• 1407 users attended 131 System training classes
• Sandbox environment became available on 9/10
• Technical challenges with the e-mailed
  announcement
• Staffed training lab will be available after HRMS
  Go-live

• Please ensure all trainees attend classes
• The no show rate has doubled over the past month
  to 9, currently 114
• Record cancellations in the Training Registration
  Tool as soon as known
• Many trainees being dropped late
• Students must be registered for the classes they
  attend
• A few drop-ins" have occurred
• Communicate roles to users prior to training so
  they understand how training fits with role
  expectations

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Training Update
HRMS Training Support
Once users have attended their first systems
training course, Core-CT offers two primary
support methods.
Sandbox / Support Team
HRMS Training Labs

• Hours of Operation
• Help Desk Mon - Fri (8 am to 430 pm)
• Sandbox Mon Thu (8 am to 6 pm) Fri (8 am
  to noon) Sat (8 am to 6 pm)
• Phone Number
• [phone]
• Press 1 for Core-CT Help Desk
• Alternate Contact Method
• Email core.support_at_po.state.ct.us
• Purpose
• Designed to support trained users as they
  encounter questions when using the Core-CT Sandbox

• Plans for the HRMS Training Labs are being
  finalized
• Labs will be scheduled centrally and on site at
  agencies
• Staffing
• Comprised of HRMS Trainers not actively
  delivering training throughout the state
• Staffing may be based on Module or class
  expertise
• Capacity
• Availability determined through the Training
  Registration Tool

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Training Update
HRMS Training Update
Understanding your agency-specific HRMS systems
training needs.
HRMS Course Coverage
HRMS Course Availability

• Depicts employee training across HRMS modules
• Designed to assist you in the identification of
  critical training gaps
• Training Gaps exist when the number of trained
  users is not sufficient to handle the
  transactional expectations of the functional area
• Please ensure coverage across all agency business
  processes
• Register additional employees for training as
  necessary

• Depicts the courses and sessions currently
  available
• Please use your agency training registration
  contacts to enroll users in the necessary classes
• Registration contacts should waitlist users for a
  course if all sessions are full
• Training for Non-Primary users will continue
  throughout November

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Training Update
EPM Training Update
Financials EPM Training has begun, while HRMS EPM
Training is scheduled to begin in mid-October.
EPM Financials Training
EPM HRMS Training

• Registration to begin next week
• Schedule is drafted and under review
• Sessions begin in mid-October
• Sessions conducted through mid- November
• Course content is similar to Financials Users
  with both FIN and HRMS roles should NOT attend
  both sessions

• Sessions started September 15
• 4 sessions held to date
• 27 users trained
• Sessions planned to run through late October
• Feedback
• Mixed audiences / mixed abilities
• Additional table content and structure
  details requested
• Lab sessions desired

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Training Update
Financials Training Update
Open Floor Please assess your current and
future needs for staffed Financial Training Labs.
FIN Training Lab Needs?

• What are your current and future needs for
  Financials Training Labs?
• Agency feedback
• Future staffing dependent upon agency responses

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Agenda Team Updates
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Conversion Update
The days and weeks leading up to HRMS Go-live
contain several critical conversion dates.
Go-live Week Schedule

• Conversion Schedule
• October 10, 600 pm
• Last transaction day in APS
• Last day to clean up data inconsistencies
  identified during Mock 7
• Last day to submit Task 070 (HRMS CF Combos and
  Position Funding)
• Prior to Go-live File Submission All pending 301
  Transactions in APS must be cleaned out
• October 16, 700 pm All Maintenance and Transfer
  Transactions are due in MSA
• October 17, 1200 pm All conversion data (except
  Leave and Comp time data) is due
• October 18-26 Go-live conversion completed
• October 22, 1200 pm All Leave and Comp time
  data is due from source agencies
• October 27, 700 am HRMS Go-Live

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Conversion Update
As the Go-live conversion of HRMS data
approaches, ensure that your agency file
submissions, contact information, and action
items are complete.
Key Messages

• Conversion Considerations
• Ensure Back-Up Files are submitted
• Verify that an extract file submission
  contingency plan is in place
• Ensure that contact information for your
  conversion resource has been provided
• Verify that all data inconsistencies identified
  during Mock 7 have been corrected
• Task 070 Review HRMS Chartfield Combinations and
  Position Funding
• A few agencies have not completed their rework
  items from Task 064
• These agencies will receive the incomplete Task
  064 information for validation in Task 070
• Ensure that your agency has returned its Task 070
  spreadsheet by 10/10/03

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Agenda Team Updates
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Handout
HRMS Key Dates
HRMS Go-Live Timeline

• 9/24/03 Freeze on Development and Configuration
• 10/17/03 Conversion Begins agency files due
• 10/26/03 Conversion is complete
• 10/27/03 HRMS is Live!
• 11/04/03 Agency deadline for first biweekly pay
  period
• 11/13/03 First Core-CT checks distributed

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Handout
Legacy Cutoff Dates
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Agenda Team Updates
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HRMS Information Sessions and Clinics
Agencies will have an opportunity to attend
voluntary HRMS Information Sessions and Clinics.
Information Sessions
Clinics

• Purpose
• Highlights critical HRMS transactions and
  business processes
• Designed to reinforce concepts learned in
  training
• Format
• Classroom Format
• Presentation
• Question/Answer Session
• Instructor led but Agency Driven

• Purpose
• Online assistance with HRMS transactions
• Designed to reinforce concepts learned in
  training
• Format
• Computer Lab Format
• Sandbox Activities
• Transaction Based Practice
• Instructor supported but Agency Driven

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HRMS Information Sessions and Clinics
A series of voluntary HRMS Information Sessions
and Clinics will be held on October 14 and 15.
Day One 10/14
Day Two 10/15

• Morning Session
• 830 am to 10 am Presentation and
  Question/Answer Session
• 10 am to 11 am Clinic Session 1
• 11 am to 12 pm Clinic Session 2
• Afternoon Session
• 100 pm to 230 pm Presentation and
  Question/Answer Session
• 230 pm to 330 pm Clinic Session 3
• 330 pm to 430 pm Clinic Session 4

• Morning Session
• 830 am to 10 am Presentation and
  Question/Answer Session
• 10 am to 11 am Clinic Session 5
• 11 am to 12 pm Clinic Session 6
• Afternoon Session LSA Session
• Non-time and Labor agencies (UCONN, UCHC, OLM,
  Judicial, etc.)
• 100 pm to 230 pm Presentation and
  Question/Answer Session
• 230 pm to 330 pm Clinic Session 7
• 330 pm to 430 pm Clinic Session 8

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HRMS Information Sessions and Clinics
A series of voluntary HRMS Information Sessions
and Clinics will be held on October 14 and 15.
Registration

• Target Audience Key Transactional employees and
  their Supervisors
• Agency attendance is voluntary
• Invitations and requests for questions will be
  distributed by your ARC on 9/25
• Registration must be complete by 10/6
• Registration will be coordinated through your
  Agency Readiness Coordinator
• Attendance Guidelines, per Agency
• One Information Session (up to 4 people per
  agency)
• Up to two Clinics with one workstation each (up
  to 3 people per workstation)

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Agenda Team Updates
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SPRT Update
SPRT was conducted to verify proper functioning
of the Core-CT Payroll System.
SPRT Goals

• Ensure accuracy of employee paychecks generated
  in Core-CT HRMS
• Verify software configuration and conversion of
  data
• Identify potential issues for escalation and
  resolution
• Provide an opportunity for SPRT participants to
  become familiar with Core-CT HRMS prior to Go-live

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SPRT Update
The SPRT test included a representative sample of
employee types and pay frequencies. SPRT was
conducted in two cycles for the following dates
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SPRT Update
The Simulated Payroll Test (SPRT) was a
collaborative effort involving Core-CT team
members and employees across 25 agencies.
SPRT Summary

• Key Metrics from the SPRT process
• 3,204 employees processed
• 25 agencies involved
• Over 80 agency employees/project members
  participated
• 11 interfacing agencies participated
• Key Activities
• Translation of forms
• Data entry
• Employee pay checks calculated and confirmed
• Interfaces processed
• Reconciliation of selected employee data
• Documentation of final results
• Status Cycle 2 completed on 8/1 as scheduled

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Handout
SPRT Update
Data inconsistencies discovered during the SPRT
process have been reviewed, categorized and
treated.
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Agenda Team Updates
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Fringe Benefit Calculation
Fringe benefits will always follow the
distribution of the employees salary.

• The total expenditure amount for each fringe will
  be initially budget checked and posted to GL
  using the original Chartfield distributions
  received by payroll. Fringe benefits include the
  following

• Group Life Insurance
• Medical Insurance
• Unemployment Compensation
• Social Security FICA
• Social Security Medicare Taxes

• Retirement - SERS Regular
• Retirement SERS Hazardous Pay
• Retirement ARP
• Retirement Teachers Retirement System
• Retirement Judges Comp Commissioners

• After the original payroll and fringe entries
  have been posted to GL, allocations will be
  configured to move the fringe expenditures from
  their original payroll Chartfield combination to
  the budgeted Fringe Appropriation.

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Agenda Team Updates
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Task Criticality
Task Criticality helps to assist in your
prioritization of Core-CT activities.

• Tasks have been designated either critical or
  non-critical
• Failure to complete any critical HRMS task
  automatically puts an agency in the RED zone of
  readiness
• Readiness levels are determined by these overall
  completion percentages

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Agenda Team Updates
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Agency Status Current Tasks
Several important tasks still have not been
marked complete by all of the agencies who were
required to complete them.
Critical HRMS
Please Note Task completion percentage is based
on the Agency Readiness Tracking Tool as of
9/23/2003.
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Agenda Team Updates
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Summary and Countdown
Today we have covered
Moving toward deployment

• Training Update
• Conversion Update
• HRMS Production Readiness Update
• HRMS Info Sessions and Clinics
• SPRT Update
• Fringe Benefit Calculation
• Task Criticality
• Agency Status and Follow Up
• Upcoming Tasks
• Summary, Countdown and Next Steps

Core-CT Training April 2003
In Process!
Financials, Phase 1 July 2003
In Process!
EPM Financials September 2003
4 days to go!
HRMS October 2003
32 days to go!
EPM HRMS October 2003
32 days to go!
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Next Steps
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 October 22, Room 1002A - 101 E.
  River Drive