December 2003 CoreCT Agency Readiness Sponsor Meeting

1
State of ConnecticutCore-CT Project Monthly
Agency Readiness Meeting December 2003
2
Agenda Team Updates
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Agency Status and Follow Up Changes to AR Program
Anne Pomeroy-Dixon Brenda Halpin

Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
3
Agenda Team Updates
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Anne Pomeroy-Dixon Brenda Halpin
Agency Status and Follow Up Changes to AR Program

Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
4
Training Update
Training Update
Training Delivery
Overall HRMS training delivery is complete

• Overview Training Sessions
• - 1250 Users attended 31 HRMS Overview training
  classes
• Systems Training Classes
• - 3800 Users attended 396 training sessions
• Help Lab Sessions
• - 81 Users attended 11 lab days

Future training plans

• Help Labs (HRMS and Financials) are available
  based upon staff availability
• Classes for users in new HRMS roles will be
  available dependent on trainer availability
• Updates are planned for some key Financials
  materials in early 2004

5
Training Update
EPM Training
Both Financials and HRMS EPM Training are
on-going.
EPM Training Summary
EPM Training Key Messages

• HR and Financial EPM classes and labs continue
  through December 19
• Continue using registration tool
• Register for available sessions
• Users should bring agency reports to labs for
  instructor assistance

• Financials EPM sessions started September 15
• - 50 sessions held to date
• - 545 Users trained
• HRMS EPM sessions started October 17
• - 41 sessions held to date
• - 316 Users trained
• EPM training Labs in progress
• 7 help lab days held to date

6
Agenda Team Updates
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Anne Pomeroy-Dixon Brenda Halpin
Agency Status and Follow Up Changes to AR Program

Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
7
Financials User Groups
Financials User Groups are about to begin. HRMS
User Groups will be organized in the next quarter.

• Two User Groups
• Group 1 Purchasing / Accounts Payable
• Group 2 General Ledger / Accounts Receivable
• Meet on a rotating monthly basis
• Each group will meet every other month on the 4th
  Monday of the month
• First Meeting December 15, 2003 from 1 pm to 4
  pm at DOIT 1002 A B
• Group 2 to meet in January Group 1 again in
  February, and so forth
• Attendees
• Submitted by agency sponsor 1 2 per agency per
  meeting is requested
• Communication forthcoming to Agency Sponsors
  requesting agency attendees
• Meeting Content
• Presentations on topics of interest (Frequent
  Help Desk questions)
• Q A / Issues

8
EPM User Groups
EPM User Groups are about to begin. HRMS User
Groups will be organized in the next quarter.

• One User Group meeting on a monthly basis
• First Meeting January 12, 2004 from 9 am to 12
  pm at DOIT 1002 A B
• Attendees
• Submitted by agency sponsor 1 2 per agency per
  meeting is requested
• Communication forthcoming to Agency Sponsors
  requesting agency attendees
• Meeting Content
• Presentations on topics of interest (EPM
  enhancements and fundamentals)
• Q A / Issues
• EPM User Group rollout will be announced at the
  Financials User Groups Purchasing / Accounts
  Payable (Group 1) meeting on December 15, 2003
• EPM User Group update will be provided at the
  Financial User Groups General Ledger / Accounts
  Receivable (Group 2) meeting in January 2004

9
Agenda Team Updates
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Anne Pomeroy-Dixon Brenda Halpin
Agency Status and Follow Up Changes to AR Program

Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
10
Financials Phase 2 Update
Financials RF Update
Phase 2 has begun Requirements Finalization
sessions are in process

• Requirements Finalization (RF) sessions are
  scheduled Nov. 12 Dec. 17
• 21 key participating agencies
• Functionality includes Asset Management,
  Inventory, Projects, Contracts and Billing
• RF sessions are essential to
• Confirm agency business process requirements
• Determine configuration and security approach
• Validate conversion/interface requirements
• Verify organizational impacts

11
Financials Phase 2 Update
Financials RF Next Steps

• Updated draft copies of the Business Process
  flows and narratives from RF sessions will be
  posted to the Core-CT website in January 2004
• Work with individual agencies to resolve
  outstanding issues and requirements
• Confirm Billing scope for July 2004
  implementation
• Begin design for modifications identified during
  the sessions

12
Agenda Team Updates
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Anne Pomeroy-Dixon Brenda Halpin
Agency Status and Follow Up Changes to AR Program

Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
13
Asset Systems Survey
In Task 100, the Conversion/Interface is asking
agencies to review and validate a list of agency
systems to be converted into or interfaced to the
Assets module of Core-CT.

• Agencies are asked to review and give feedback on
  legacy systems that may be involved in Core-CT
  Phase 2 Financials (Asset Management, Billing,
  Inventory, and Projects) either by an interface
  to Core-CT or through data conversion
• Survey spreadsheet lists known agency asset
  applications (120 approx.)
• Pre-filled and formatted to facilitate agency
  response and reduce work effort
• Agencies are requested to review and update
  system information (volume, contacts, etc.)
• Task distributed December 15, 2003
• Task due January 16, 2004
• Surveys for other Phase 2 modules may be sent in
  near future

14
Agenda Team Updates
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Anne Pomeroy-Dixon Brenda Halpin
Agency Status and Follow Up Changes to AR Program

Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
15
HRMS Production Resolved Issues
Over the past 6 weeks, we have encountered and
resolved a number of issues.

• Rotating averaging
• YTD balances for general deductions on
  paychecks/advice of deposit
• Garnishment YTD balances on paychecks/advice of
  deposit
• Holiday time and labor rules adjustments and job
  aid
• Resolved doubling problems via installing a
  PeopleSoft patch and developing processes to
  eliminate the problem
• Developed payroll-register on-demand
• Agency-specific changes
• Location print on checks/advice of deposit
• Weekend/shift differential
• Printing hours and rate info on checks/ advices
  for days employees

16
HRMS Production Current Efforts
The Core-CT team is working on a number of key
issues at the moment.

• Position Approval
• Workers Comp
• Timing of Leave Accruals
• Financials Integration
• Time and Labor Rules
• Year-end Processing

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HRMS Production Current Issues
Help Us Help You

• Please call the Help Desk, not team members
• Team members receive dozens of calls and e-mails
  each day and are having trouble returning
  messages in a timely way
• The Help Desk or someone else on the team may be
  able to answer your question more quickly
• When leaving a voicemail or e-mailing a problem,
  include as many details as possible
• Employee ID
• Effective date
• Screenshot, if possible
• Other pertinent details of the issue
• Data entry by Central Payroll (including online
  checks) will not be reflected in Time Labor
• You will need to update the attendance with a
  record-only adjustment
• See the Performing Prior Period Adjustments job
  aid at http//www.core-ct.state.ct.us/user/hrjobai
  ds/tl/prr_prd_adj.doc

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Agenda Agency Readiness Updates
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Anne Pomeroy-Dixon Brenda Halpin
Agency Status and Follow Up Changes to AR Program
Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
19
Agency Status Current Tasks
There are 3 remaining HRMS tasks that agencies
are working on. No submission is required other
than updating the Readiness Tracking Tool when
tasks are completed.
Please Note Task completion percentage is based
on the Agency Readiness Tracking Tool as of
12/8/03 Not all agencies must perform this task.
20
Agenda Agency Readiness Updates
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Anne Pomeroy-Dixon Brenda Halpin
Agency Status and Follow Up Changes to AR Program
Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
21
Changes to Agency Readiness Program
For Phase 2, we are changing the Agency Readiness
program organization.

• Reducing the number of groups to 2 or 3
• Agencies utilizing the Projects Module will be
  grouped together
• Sponsor changes
• Phase 2 is all Financials HR-specific sponsors
  should attend HRMS user groups
• Meetings to take place on 3rd Wednesday of the
  month each will be appx. 1 ½ hours in length
• The ARC team is changing new ARC assignments
  will be forthcoming
• Christine Grodzki, John Lugli, Michael Moschetti
  will be replacing Anne Dixon, Michael Sartori,
  Michael Clark and Betty Daly

22
Agenda Agency Readiness Updates
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Anne Pomeroy-Dixon Brenda Halpin
Agency Status and Follow Up Changes to AR Program
Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
23
Upcoming Task
Completion of the following task should be
reported in the Agency Readiness Tracking Tool.
The full list of tasks your agency is requested
to complete can be found in the Agency Readiness
Tracking Tool.
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Task 100 Confirm Assets Systems
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Agenda Summary
Project Director
Welcome
Team Updates
Cathy Bysiewicz-Cluen / Carol Toomey Anne Pomeroy
Dixon Gale Mattison / John Harnick Gale Mattison
/ John Harnick Cathy Daly, Anne North and Sue
Martin
Training Update Financials and EPM User
Groups Phase 2 Financials Asset Systems
Survey HRMS Production
Agency Readiness Updates
Anne Pomeroy-Dixon Brenda Halpin
Agency Status and Follow Up Changes to AR Program
Brenda Halpin
Upcoming Task
Project Director
Summary / Next Steps
26
Summary
Today we have covered

• Training Update
• Financials and EPM User Groups
• Phase 2 Financials
• Asset Survey
• HRMS Production
• Agency Status and Follow Up
• Changes to AR Program
• Upcoming Task
• Summary and Next Steps

27
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 January 21, 2004 in Room 1002A and
  1002B - 101 E. River Drive