October 2003 CoreCT Agency Readiness Sponsor Meeting

1
State of ConnecticutCore-CT Project Monthly
Agency Readiness Meeting October 2003
2
Agenda Team Updates
3
Agenda Team Updates
4
Training Update
Training Update
HRMS Training Delivery
HRMS training delivery continues.
Status
Post Go-Live

• Overview Training is complete
• 1250 users attended 31 Overview
  training classes
• System classes began on 8/12
• 2759 users have attended 320 System training
  classes
• Sessions have been added prior to Go-live to
  accommodate need
• Staffed training lab will be available after HRMS
  Go-live

• Systems courses available through November 20
  for secondary users
• Please do not wait for additional course
  offerings
• Find an open seat and ensure attendance for all
  registered users
• Training lab sessions available to build on
  classroom-based training
• On 10/27, additional coverage will be available
  to support agencies with their HRMS transactions

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Training Update
HRMS Training Support
After attending systems training, Core-CT users
have two opportunities to practice what they
learned in class.
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

• Capacity
• Determined by availability through the Training
  Registration Tool
• Space is available for registration in 1 hour
  blocks of time
• Staffing
• Comprised of HRMS Trainers not actively
  delivering training throughout the state
• Staffing may be based on Module or class
  expertise
• Location
• Room 2060 at DOIT

6
Training Update
EPM Training Update
Both Financials and HRMS EPM Training are
on-going.
EPM Financials Training
EPM HRMS Training

• Sessions started September 15
• 33 sessions held to date
• 333 users trained
• Sessions planned to run through December 19
• Sessions have been added to accommodate need
• Training Labs
• 6 Sessions held to date
• 36 attended

• Sessions started October 17
• 1 session held to date
• 12 Users trained
• Sessions planned to run through December 19
• Training labs will be available

7
Agenda Team Updates
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Conversion Update
Go-live data conversion began on Friday, October
17. As of today, here is where we stand.
Conversion Processing Update

• Go-live Data Conversion is in Process
• Currently, all data has been converted except
• Comp Time
• Leave Time
• Workers Compensation
• Leave Balances
• Year to Date Payroll Balances
• Time Labor Schedules and Longevity
• These items will be converted by the end of the
  week
• Data Cleanup
• Generating Data Cleanup Listings
• Communicating Data Cleanup Required

9
Agenda Team Updates
10
HR Information Sessions Wrap Up
As HRMS Go-live approaches, we would like to
thank you for all of your hard work, effort and
support.
Pulling It All Together
10/27 Were Live Now What?

• Integration means that agencies may need to
  change how they process administrative tasks
• When there is a job action, always consider
  cross-modular impacts
• Time Labor, Benefits and Payroll Checklists
• Define your Go-live game plan
• Consider collecting and entering time sheets
  early
• Agency Support
• Payroll Questions OSC Payroll Auditor
• All Other Core-CT Help Desk

• Data Cleanup
• Anything related to Payroll first
• Watch for Conversion error reports
• Process HR changes effective for the 10/17 to
  10/30 pay period
• Verify the following for Employees
• Benefits, WorkGroup, Schedule and Payroll Setup
• Enter Attendance for Employees
• Agency Time Entry and Corrections are due by 7pm
  on Tuesday 11/4
• On 11/5, contact OSC Payroll Auditor for
  corrections only

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HR Information Sessions Wrap Up
Be on the lookout for the packet of HR Job Aids
distributed during the HR Information Sessions.
These job aids will assist your staff with the
completion of HR transactions in Core-CT.
The Job Aids and Presentation Materials are
available on the Core-CT website
http//www.core-ct.state.ct.us/hr-golive/info_sess
ions.htm Note The Earnings job aid
distributed during the Information Sessions is
incomplete. A complete version of the document
is available online.
12
HRMS Production Readiness Update
HRMS Go-live Key Messages

• New Hires must be processed before an employee
  can be paid
• Employee Transfers will be processed in the HR
  module of Core-CT
• Check Reversals are due on the Monday following
  the Check Date
• Maintenance data should be entered into the
  system by the pay period end date (Review and
  correct by the Tuesday following the Check Date)
• Time and Labor transactions and agency Payroll
  transactions must be entered and corrections made
  by the Tuesday following the Check Date
• Transactions may be future dated to ease agency
  processing workload
• Data entered after the deadline for Time Labor
  and Additional Pay, will not be processed for the
  upcoming Check Date
• All data entered by Central Payroll will be done
  directly on the employees pay sheet

13
HRMS Production Readiness Update
The final decision to proceed or delay the
implementation of Core-CT will be made no later
than 10/30/03. Two contingency plans have been
developed to address various scenarios. If an .
. .
Insurmountable Issue is Discovered
Minor Issue is Discovered

• Core-CT goes live as planned
• Issue is not detrimental to successful
  implementation
• Little or no impact to the agencies is expected
• Project staff will be available to address and
  resolve processing issues in a timely manner
• Additional assistance will be available on-site
  at the agency on an as-needed basis

• Core-CT implementation is delayed
• All employees will be paid on-time using MSA
• Legacy systems (HR and Time Labor) would need
  to be operational
• Implementation delayed until at least the
  February 6, 2004 check date
• Impacts to Core-CT Financials would need to be
  addressed

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Handout
Key Processing Deadlines
Bi-weekly Due Dates
Semi-monthly Due Dates
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HRMS User Support
A number of resources will be available to
support your HRMS users post Go-live.
HRMS User Resources

• Primary Resource HRMS Go-live page on the
  Core-CT Website
• http//www.core-ct.state.ct.us/hr-golive/
• HRMS Daily Mail
• HRMS Training Labs See your Training
  Registration Contact for details
• HRMS Training Job Aids
• http//www.core-ct.state.ct.us/user/hrjobaids/Defa
  ult.htm
• HRMS Information Session Job Aids
• http//www.core-ct.state.ct.us/hr-golive/info_sess
  ions.htm
• Agency peers and super users

16
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.
Please Note Task completion percentage is based
on the Agency Readiness Tracking Tool as of
10/21/2003.
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Agenda Team Updates
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Upcoming Tasks
Completion of the following tasks should be
reported in the Agency Readiness Tracking Tool by
their respective due dates.
The list of tasks your agency is requested to
complete can be found in the Agency Readiness
Tracking Tool.
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Task 072 Validate Company Seniority Dates
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Task 073 Validate Longevity Data
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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 Information Session Wrap Up and HRMS
  Production Readiness Update
• 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
In Process!
HRMS October 2003
4 days to go!
EPM HRMS October 2003
4 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 December 3, Room 1002A - 101 E.
  River Drive