January/February 2006 User Group Meeting

1
State of ConnecticutCore-CT Project HRMS Users
Group Meeting January 31 February 1, 2006
2
Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
EPM Update
Mary Yabrosky
Cathy Bysiewicz-Cluen
Training Update
Anne North and Sue Martin
Testing
HRMS Team
Questions Discussion
3
Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
EPM Update
Mary Yabrosky
Cathy Bysiewicz-Cluen
Training Update
Anne North and Sue Martin
Testing
HRMS Team
Questions Discussion
4
Payroll Update
Payroll 8.9 Upgrade Important Dates

• System will be unavailable for approximately one
  week while data is converted to the 8.9 format
• Beginning at 2pm, Thursday, 4/20/06
• REMINDER - this is the Longevity pay cycle
• System access will resume as soon as possible
• To assist agencies, we are planning to have the
  system available on Sunday, 4/30/06
• Please note during this lockout period, Central
  Payroll will be unable to produce on-line checks.
  However, on-line check request forms should be
  sent to Central Payroll as soon as possible
• We are also looking into the best way of getting
  reports out to you to aid in your reconciliation
  process during this time.

5
Payroll Update
Benefits 8.9 Upgrade Important Dates

• Key Benefits Billing Dates at the time of the
  Upgrade
• The Billing Calculation for the Billing Period
  0506 (Coverage Month May 2006) will run overnight
  on April 17, 2006
• Billing Statements should be run on April 18,
  2006
• Note that agencies must process, print and
  deliver Billing Statements prior to the beginning
  of the Conversion blackout period (April 20 27,
  2006) in order to meet the premium due date of
  May 3, 2006

6
Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
EPM Update
Mary Yabrosky
Cathy Bysiewicz-Cluen
Training Update
Anne North and Sue Martin
Testing
HRMS Team
Questions Discussion
7
Human Resources Update
Longevity

• First preliminary report will run on 3/1/2006
• Second preliminary report scheduled to run on
  3/15/2006
• Third preliminary report scheduled to run on
  3/29/2006
• Final processing and reports will take place on
  Friday, 4/14/2006

8
Human Resources Update
Longevity, Continued

• Please note these critical dates
• Longevity is processed for pay period 3/31/2006
  to 4/13/2006
• Payroll will confirm on Thursday,4/20/2006 for
  check dated Friday, 4/28/2006
• Core-CT will be shut down from Friday,4/21/2006
  to Friday, 4/28/2006
• Important On-line (petty cash) checks can not be
  issued during Core-CT shut down period

9
Human Resources Update
Mass Salary Processing

• Effective 3/31/2006, January 2006 Anniversary
  Increase (3 month delay) will be processed for
  BU-05 (AR) bargaining unit
• Preliminary report will be run on 3/2/2006
• Final processing and report will be run on
  4/12/2006

10
Human Resources Update
HRMS 8.9 Upgrade Changes

• Original Hire Date in 8.3
• Currently Original Hire date is located in
  Personal DatagtIdentity Diversity tab
• Field represents original hire date into state
  service
• Field can be edited
• Only one Personal Data record per employee

11
Human Resources Update
HRMS 8.9 Upgrade Changes, Continued

• Original Hire Date in 8.9
• Original Hire date in 8.9 is located in Job
  DatagtEmployment Data tab
• Field represents original hire date into state
  service
• Field can be edited
• Field exists for each concurrent job
• Field will reset to newest hire date for every
  concurrent job added after conversion and must be
  manually reset to Original State Hire Date

12
Human Resources Update
New Process for Temporary Service in a Higher
Class

• Temporary Service in a Higher Class job aid was
  updated 11/28/2005 with new process
• New process for job data entries
• will eliminate time and labor exceptions
• will reduce refunds of health and life
  contributions to permanent job row

13
Human Resources Update
New Process for Temporary Service in a Higher
Class, Continued

• Employees will not be placed in TSHC assignment
  until the pay period following the completion of
  the 30 day waiting period
• Agencies requesting assistance with this new
  process may contact Lina Simonu at 622-2520 for a
  review.

14
Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
EPM Update
Mary Yabrosky
Cathy Bysiewicz-Cluen
Training Update
Anne North and Sue Martin
Testing
HRMS Team
Questions Discussion
15
Time and Labor Update
Schedules

• Schedule naming changes have been postponed until
  after the upgrade to 8.9
• A future date will be chosen when the Schedule
  naming convention will be completed
• It is anticipated that employees will be
  automatically converted to the new Schedule
• Rotating Averaging Schedules will not include the
  Relative Start Dates as of the go-live date.

16
Time and Labor Update
Navigating in 8.9
17
Time and Labor Update
Navigating in 8.9, Continued
18
Time and Labor Update
Navigating in 8.9, Continued
19
Time and Labor Update
Navigating in 8.9, Continued
20
Time and Labor Update
Prior Period Adjustments

• Current process for prior period adjustments
• It is recommended that prior period attendance
  adjustments be limited to four pay periods
• Any attendance adjustment beyond four pay periods
  should be done in Adjust Paid Time and
  differences in pay are done in the current pay
  period
• There is no limitation in the system

21
Time and Labor Update
Prior Period Adjustments, Continued
Adjustments to Future Rows .010
0.010 Adjustments done within 14 days
90.034 90.043 Adjustments done 15 30 days
4.337 94.380 Adjustments done 31 60 days
1.843 96.223 Adjustments done 61 90
days 1.024 97.247 Adjustments done 91
180 days 1.580 98.827 Adjustments done 181
365 days .881 99.708 Adjustments done
greater 1 year .292 100.00
22
Time and Labor Update
Prior Period Adjustments, Continued

• Process for prior period adjustments in 8.9
• Agency users will have access to make prior
  period attendance adjustments up to 60 days
• Any adjustment beyond 60 days must be done in
  Adjust Paid Time and differences in pay will be
  done in the current pay period

23
Time and Labor Update
Prior Period Adjustments, Continued

• Process for prior period adjustments in 8.9
• Central Time and Labor will have access to make
  prior period attendance adjustments up to 1 year
• There will be guidelines set up to determine
  which type of attendance changes will be made by
  Central Time and Labor

24
Time and Labor Update
Prior Period Adjustments, Continued

• Process for prior period adjustments in 8.9
• Adjust Paid Time page will be modified to include
  Workers Comp Claim Number, Comments and Override
  Reason Code
• Adjust Paid Time attendance changes are
  reportable through the Attendance Report and TRC
  Usage Report.

25
Time and Labor Update
Agency Clean Up Task

• Accrual Balances - Out of Balance
• Most out of balance conditions occur when agency
  does not complete Adjust Paid Time entries
• List of employees will be sent to Agencies in the
  near future

26
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
Mary Yabrosky
EPM Update
Cathy Bysiewicz-Cluen
Training Update
Anne North and Sue Martin
Testing
HRMS Team
Questions Discussion
27
Upgrade Overview
EPM Query Performance

• Query Performance Tuning Reminders
• Use Indexed Fields in Criteria
• http//www.core-ct.state.ct.us/epm/
• Reporting table Indexes and Join Criteria
• Always using Indexed fields on partitioned Tables
• http//www.core-ct.state.ct.us/epm/
• EPM Hot Topics 5/27/2005, 6/14/2005 6/27/2005
• Always use Deptid and/or Business Unit in criteria

28
Upgrade Overview
EPM HRMS 8.9 Upgrade

• EPM table changes will mirror HRMS table changes
  and be barely noticeable
• Acct Cd now called Combo Code
• Ethnic Group now called Ethnic Grp Cd
• Empl Status now called PR Status
• CT Position Descr now used for CT Pos Desc Long
• Task now used for Override Rsn Cd
• HR Status will be added to Employee table (at
  later date)
• FLSA Status will be added to Position Table (at
  later date)

29
Upgrade Overview
EPM HRMS 8.9 Upgrade, Continued

• EPM 8.9 Upgrade Timeline and Availability
• EPM will be available 4/20 4/25 with data
  a/o 4/19.
• EPM Upgrade is anticipated to begin on 4/26
• EPM will not be available during 8.9 Upgrade
• EPM 8.9 Go Live anticipated for the 1st week
  in May

30
Upgrade Overview
EPM 8.46 Tools Upgrade

• EPM is upgrading from PTools Version 8.44 to 8.46
• Implementation is targeted for the weekend of
  April 22
• EPM will not be available during Tools upgrade
  implementation

31
Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• Changes in Functionality from 8.44 to 8.46 will
  be minor
• New Folder Navigation Options
• New Edit Hyperlink - prompts Read Only message
  for Public Queries and disables the Save
  command
• Order/Sort Feature command now separate commands
• Preview Tab renamed to Run Tab in Query
  Component

32
Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• New Folder Navigation Options

33
Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• New Edit Hyperlink

34
Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• Order/Sort Feature command now separate commands

35
Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• Order/Sort Feature command now separate commands

36
Upgrade Overview
EPM 8.46 Tools Upgrade, Continued

• Preview Tab renamed to Run Tab in Query
  Component

37
Upgrade Overview
EPM HRMS 8.9 Upgrade

• EPM Reporting Table and Query Impacts
• The EPM Team is making every attempt to make 8.9
  HR changes and impacts to EPM Reporting Tables
  and Queries as transparent as possible
• User Acceptance Testing query labs are being
  targeted for some time in March volunteers will
  be solicited.
• mary.yabrosky_at_ct.gov

38
Agenda Welcome
Anne North and Sue Martin
Welcome
Business Process Updates
Nancy Ribes
Payroll Update
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
EPM Update
Mary Yabrosky
Cathy Bysiewicz-Cluen
Training Update
Anne North and Sue Martin
Testing
HRMS Team
Questions Discussion
39
HRMS Upgrade
Training Plan

• Scope of training
• All presentations and supporting materials will
  be customized to match software modifications and
  changed business processes impacted by the 8.9
  upgrade
• Targeted audience for upgrade training
• Current key users of HRMS Core-CT system

40
HRMS Upgrade
Training Plan, Continued

• Pre-requisite for training participation
• Complete Introduction to HRMS Core-CT 8.9, a
  brief narrated and animated PowerPoint overview
  of Core-CT and the HRMS modules
• Users will be able to download the presentation
  from the Core-CT website at their desks or a
  central location (i.e., computer training room)
  to view in group setting
• Gives flexibility to agencies to determine when
  and where they want users to take class
• Available in mid March specifics will be sent
  out in daily mail and to training registration
  coordinators

41
HRMS Upgrade
Training Plan, Continued

• Training tools for delivery HR and Time and
  Labor Modules
• Training will include instructor led
  presentations for each module, practice
  exercises, job aids and Web Learning Assistants
  (WLAs)
• Agencies will be grouped for presentations based
  on common factors as much as possible and
  assigned dates
• Presentations begin on or about April 3 and will
  continue post production

42
HRMS Upgrade
Training Plan, Continued

• Training tools for delivery practice exercises
  for HR and Time and Labor Modules
• Simulated exercises will be created that
  duplicate the functionality of production
• Instructors will demonstrate exercises in
  presentation classes
• Exercises will be available on Core-CT website
• Users will be able to repeat exercises as needed

43
HRMS Upgrade
Training Plan, Continued

• Training tools for delivery Payroll and
  Benefits Modules
• Minimal changes occurring due to 8.9 upgrade
• Communications (i.e., Daily Mail) and job aids
  will capture any changes for users

44
HRMS Upgrade
Training Plan, Continued

• Pre and post labs for upgrade changes
• Instructors will be available to help end users
  with exercises prior to go-live
• After go-live end users can bring real work to
  labs
• Labs will have resources who can address
  transactional questions related to upgrade

45
HRMS Upgrade
Training Plan, Continued

• Training Locations
• Most presentations and labs will take place at
  DOIT
• Training Registration
• Schedules and any related logistics will be sent
  to agency training registration coordinators,
  announced in daily mails and posted to the
  Core-CT website.

46
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
Mary Yabrosky
EPM Update
Training Update
Cathy Bysiewicz Cluen
Anne North and Sue Martin
Testing
Questions Discussion
HRMS Team
47
HRMS Upgrade
Testing Phases
48
HRMS Upgrade
Product Test

• Identification of test conditions
• Organization of test conditions into logical
  groupings or cycles
• Creation of test scripts that include the
  conditions and expected results

49
HRMS Upgrade
Product Test, Continued

• Test Scripts document the steps that testers must
  execute to validate a condition within a cycle.
• Each script will include
• Steps to Execute
• Input Data
• Expected Results
• Product Test execution occurs between 1/17/06 and
  3/31/06

50
HRMS Upgrade
Simulated Payroll Test (SPRT)

• Compares the Gross to Net pay calculations
  between the Production and Upgrade environments
• Compares the TL Accruals between the Production
  and Upgrade environments
• 2 Cycles are planned

51
HRMS Upgrade
Simulated Payroll Test (SPRT), Continued

• Cycle 1 Full employee population for check date
  2/17/06. Based on Production values as of 2/9/06
• Cycle 2 For the next check date, 3/3/06.
  Subset of employees based on targeted criteria
  (ex. FT/PT, bargaining unit, schedules,
  agencies). Requires agency input.

52
HRMS Upgrade
Simulated Payroll Test (SPRT), Continued

• Agency Role
• Assist in reconciling Production to test values
• Assist in identifying employees based on
  specified characteristics
• Collect Production transactions (HR, TL, BN, PY)
  for PPE 2/2/06 2/16/06 for entry into the test
  environment
• Actual Dates of participation are being finalized

53
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 28, 2006, 130pm -
  400pm and Wednesday, March 29, 2006, 900am -
  1200pm
• Room 1002A and 1002B
• 101 E. River Drive

54
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
Mary Yabrosky
EPM Update
Cathy Bysiewicz Cluen
Training Update
Anne North and Sue Martin
Testing
HRMS Team
Questions Discussion
55
Questions/Discussion
QUESTIONS? COMMENTS? FEEDBACK?