Slide 1

Report
State of Connecticut
Core-CT Project
HRMS Users Group Meeting
November 8 & 9, 2005
1
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes
Human Resources Update
Nick Visone
Time and Labor Update
Belinda Thibedeau
Benefits
Justin McCloskey
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
2
Upgrade Overview
Purpose of the Upgrade
• Maintain vendor support. State must be on the most
current version of PeopleSoft HRMS by March 31,
2006 per support agreement with Oracle
• Identify opportunities to utilize delivered functionality
as opposed to existing modifications
• Identify opportunities for business process
improvement – these will be limited due to schedule
and resource constraints.
3
Upgrade Overview
Impact to Current Production
• Split the HRMS team:
– Production Support
– Upgrade
• Freeze production - only critical production
fixes, patches, etc.
• Limited Configuration changes will be
accepted – for now.
4
Upgrade Overview
Impact to Agencies
•
•
•
•
•
•
Limited Readiness Tasks
Central Agency Participation in Product Test
Participation in User Acceptance Testing TBD
Potential changes to interfaces
Interfaces to be retested
Participation in Upgrade Training
5
Upgrade Overview
Timeline
TASKS
Sept '05
Oct '05
Nov '05
Dec '05
Jan '06
Feb '06
Mar '06
Apr '06
May '06
Jun '06
Jul '06
PART 1 - PRELIMINARY ANALYSIS AND PROJECT PLANNING
ORGANIZE PROJECT / ORG READINESS
FIT-GAP ANALYSIS
PART 2 - UPGRADE TO PEOPLESOFT VERSION 8.9
PROJECT MANAGEMENT
DESIGN - REVIEW AND ANALYZE COMPARE REPORTS
CONFIGURATION OF 8.9 ENVIRONMENT (CODE/UNIT TEST)
SYSTEM TEST
SIMULATED PAYROLL TEST
Check Date - May 12, 2006
PERFORMANCE TEST
PREPARE FOR PRODUCTION CONVERSION
PRODUCTION CONVERSION
USER TRAINING & COMMUNICATIONS
PART 3 - POST IMPLEMENTATION REVIEW AND SUPPORT
POST PRODUCTION SUPPORT
6
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes
Human Resources Update
Nick Visone
Time and Labor Update
Belinda Thibedeau
Benefits Update
Justin McCloskey
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
7
Payroll Update
Payroll - 8.9 Upgrade Changes
The account code field on the Additional Pay page
and throughout the application (position data,
weekly elapsed time, etc) is now the combination
code in 8.9.
Interface agencies will need to send in combo code
instead of account code (same value).
8
Payroll Update
Payroll - 8.9 Upgrade Changes (Cont.)
9
Payroll Update
Payroll - 8.9 Upgrade Changes (Cont.)
10
Payroll Upgrade
Payroll - 8.9 New Functionality ePay
• Currently in the review stage
• Roll out would occur on a limited pilot basis.
• Gives employees the following ability:
– Change direct deposit information and view their direct
deposit advice on-line
– Change their tax data
– Change their address
– Change voluntary deductions
– Request a W-2 reissue
11
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes
Human Resources Update
Nick Visone
Time and Labor Update
Belinda Thibedeau
Benefits Update
Justin McCloskey
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
12
Human Resources Update
HRMS – 8.9 Upgrade Changes
Manage Job Classification & Positions
• Position
– FLSA value now included on position level. This will be
defaulted from the job code level and still will be able to be
overridden in job data
– The change in the account code table is expected to be very
minor with the name changing to combination code
– Workflow modification will be brought forward
in position data
– First three tabs in position data now located on one page
− Budget and Incumbents tab has new info and links.
13
Human Resources Update
Changes to Hire/Maintain Workforce PeopleSoft 8.9
• The Add a Person component is now related to the
person only and not the job data
– Person action must be dated today or earlier
− Only Job Data may be future dated
− The Job Data may not be effective dated earlier than the
Personal Data
• Name and Address are now links on other pages.
14
Human Resources Update
Changes to Hire/Maintain Workforce PeopleSoft 8.9 (Cont.)
• Multiple Search Capabilities
– The search fields have more filter options
– New page called Person Organizational Summary
will allow users to search by employee # or name to
find employee agencies for dual employments.
15
Human Resources Update
Person Organizational Summary Page
16
Human Resources Update
Changes to Hire/Maintain Workforce (Cont.)
• Employee Status is now Payroll Status
• Additional field of HR Status categorizing each payroll status into
‘active’ or ‘inactive’ HR Status
• Original Hire Date is no longer attached to Personal Data:
– It is tied to each job record on the Employment Data page and
the field is called Original Start Date.
− The current Original Hire Date values will be migrated to this
field for all employee records. Agencies should ensure that
this field contains the earliest state employment date for their
employee at any agency.
17
Human Resources Update
18
Human Resources Update
New Notepad Functionality (Cont.)
19
Human Resources Update
New Notepad Functionality (Cont.)
20
Human Resources Update
Changes to Hire/Maintain Workforce (Cont.)
• Concurrent Hire replaced by Add an Employment
Instance
− This creates a new job record and all dates on the
Employment Data page relate to this particular job
• Some fields on Job Data hide/unhide when specific
actions are taken on employees. (e.g. Expected Return
Date shows up on the Work Location Page when
employee placed on leave of absence).
21
Human Resources Update
Some Fields on Job Data Hide/Unhide
22
Human Resources Update
Some Fields on Job Data Hide/Unhide (Cont.)
23
Human Resources Update
HRMS – 8.9 Upgrade Changes
There are no significant changes to report in
Worker’s Compensation processing or Administer
Salary Plans.
24
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes
Human Resources Update
Nick Visone
Time and Labor Update
Belinda Thibedeau
Benefits Update
Justin McCloskey
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
25
Time and Labor Update
Time and Labor – 8.9 Upgrade Changes
The major changes in Time and Labor occur in
the following areas:
•
•
•
•
Weekly Elapsed Time
Scheduling
Approving Time
Project Costing
26
Time and Labor Update
Timesheet Search Page
Users can define
which selection
criteria will be
available for them
on the search page
27
Time and Labor Update
Timesheet Page
• Links added to view Reported Time and
Payable Time
• Weekly Elapsed Time page is renamed to
Timesheet
• Account Codes now called Combo Codes
• Users can view entire pay period
• Second tab added to Timesheet.
28
Time and Labor Update
Timesheet Page (Continued)
29
Time and Labor Update
Timesheet Approval
Approvers can
change reported
time by clicking on
the Adjust
Reported Time
link
Hourly rate
overrides can be
viewed on the
Time Reporting
Elements tab
30
Time and Labor Update
Schedules
• Rotating Averaging schedules enhanced to
include Relative Start Date
• Split Shifts and Overlapping Shifts can be
accommodated
• Users can view the schedule before it is saved.
31
Time and Labor Update
Schedules (Continued)
Agency Schedule Request
F
S
S
M
T
W
T
Total
Week 1
7
Off
7
7
7
Off
Off
28
Week 2
Off
7
7
7
7
7
7
42
Week 3
7
7
Off
Off
7
7
7
35
Week 4
Off
7
7
7
7
7
7
42
Week 5
7
7
7
7
Off
Off
Off
28
Week 6
7
7
7
7
7
Off
Off
35
Average
35
32
Time and Labor Update
Schedules (Continued)
Core-CT Set Up
Rotation ID
Relative Start Day
Week 1
1
Week 2
8
Week 3
15
Week 4
22
Week 5
29
Week 6
36
33
Time and Labor Update
Schedules (Continued)
34
Time and Labor Update
Projects in Financials
• Financials will be implementing Project Costing
• Agencies who will use Projects will have additional fields on the
Timesheet used with Combo Codes that will further define the
allocation of payroll costs
• It is strongly recommended that agencies using Projects also use
Self Service.
35
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes
Human Resources Update
Nick Visone
Time and Labor Update
Belinda Thibedeau
Benefits Update
Justin McCloskey
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
36
Benefits Update
Benefits – 8.9 Upgrade Changes
Effective Dated Dependent/Beneficiary Screens
• Effective dates to document changes in Relationship,
Dependent Beneficiary type, Marital Status, Student
Status, and Disabled Status
• Name and address data added via “Edit” links.
37
Benefits Update
Effective Dated Dependent/Beneficiary Screen – Name Tab
38
Benefits Update
Effective Dated Dependent/Beneficiary Screen – Edit Name
39
Benefits Update
Effective Dated Dependent/Beneficiary Screen – Personal Profile Tab
40
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes
Human Resources Update
Lina Simonu
Time and Labor Update
Patti Maneggia
Benefits Update
Justin McCloskey
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
41
HRMS Key Messages
Upcoming Holiday Schedule
•
Veterans’ Day (11/11) - System Availability Planned
•
Thanksgiving (11/24) - System will not be available on Thursday, with normal
hours on Friday (11/25)
•
Christmas Holiday (12/26) – System will be available Saturday, 12/24 and
Monday, 12/26
•
To accommodate back-end processing, no extensions will be granted during
the holidays
•
Reminder – Interface files are due the Tuesday following Payday.
42
HRMS Key Messages
Upgrade to HRMS Version 8.9
• System is expected to be unavailable for approximately
one week while data is converted to the 8.9 format
– Beginning at 2pm, Thursday, 4/20/06
– System access to resume as soon as possible
– To assist agencies, we are planning to have system
available on Sunday, 4/30/06.
– Please note – during this lockout period, Central
Payroll will be unable to produce on-line checks.
43
HRMS Key Messages
Upgrade to HRMS Version 8.9 – EPM Impact
• As the HRMS tables change, the EPM team is performing
the analysis to determine what corresponding changes
are required in EPM
• Some rework of public queries is anticipated
• Agencies will need to assess their private queries once
the EPM table changes have been identified.
44
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,
January 31, 2006, 1:30pm 4:00pm and Wednesday,
February 1, 2006, 9:00am 12:00pm
Room 1002A and 1002B
101 E. River Drive
45
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
Justin McCloskey
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
46
Questions/Discussion
47

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