State of Connecticut Core-CT Project HRMS Users Group Meeting December 5 & 6, 2006

1. State of ConnecticutCore-CT Project HRMS Users Group Meeting December 5 & 6, 2006

2. Agenda

3. Agenda

4. All reversals for checks dated after November 9th must be submitted to Central Payroll by noon on Friday, December 22, 2006. Adjustments not received by that deadline will result in the issuance of a W-2C. W-2’s – Tentative date for distribution to agencies is the week of January 15th. Payroll Update Year End

5. December 25th – the system will not be available and there will be no batch processing. January 1st – the system will not be available and there will be no batch processing. February 12th and February 19th – the system will be available and there will be batch processing. There will be no extensions – this includes interfacing agencies. Payroll Update Upcoming Important Dates

6. Payroll Update Important Reminder – Confirm Thursday • System is available until 2:00pm for reviewpurposes only • Do notprocessany changes of any kind on Confirm Thursday • Users who do so endanger the success of payroll processing.

7. Agenda

8. Mass Salary Annual Increase: January Annual Increases for bargaining units: Confidential, NP1, NP2, NP3, NP6, P1, P2, P3A, P3B, P4, P5, 53, 54, 57, 70, 74, 75 and 76. First preliminary report ran on 11/27/2006 and 11/28/2006. Second preliminary report scheduled to run on 12/11/2006. Final report will run on 12/29/2006 for all except P5. Final report for P5 will run on 1/12/2007. Next Annual Increment Date has been advanced for those bargaining units that were skipped. Human Resources Update Mass Salary Annual Increase

9. Rehired Employees into Existing Employment Records: If employee is being rehired from another agency, contact DAS/Central Audit to process. If employee is being rehired from their former agency, do not contact DAS/Central Audit. The Agency HR Specialist can process the rehire transaction. Human Resources Update Rehires

10. Remember to follow this format when submitting requests to DAS Central Audit Unit. Employee Name Employee Number Employee Record Number (even if only one exists) Effective Date Action:(i.e., Transfer or Rehire) Human Resources Update Transfers

11. Reason(e.g., Promotion, Demotion, etc.) Position Number Empl Class:(i.e., Probation Period Classified) E-mail Address of Losing Agency Contact Phone Number of Gaining Agency Contact Human Resources Update Transfers, Continued

12. Human Resources Update Human Resources Updates Monthly Position Status Report – Change • Positions with multiple incumbents will now list all of the incumbents rather than only the first incumbent. Layoff Seniority Date Process – Change • Edit Number 9 – Employees who are rehired must be manually calculated - is now working correctly.

13. Human Resources Update Driver’s License Data Memo from Office of Labor Relations dated 11/29/2006 • Requests the total number of employees in your agency who are required to have a CDL. Navigate to: Workforce Administration>Personal Information>Biographical>Driver’s License Data

14. Human Resources Update Driver’s License Data, Continued

15. Human Resources Update Driver’s License Data, Continued

16. Human Resources Update New Human Resources Job Aids Five new job aids have been posted at: http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm • Benefit Service Date Calculation and Reports • Layoff Seniority Date Calculation and Reports • Longevity Date Calculation and Reports • Producing OSHA 300 Incident Log and OSHA 300A Annual Summary • Adding/Updating Employee/Dependent Address

17. Human Resources Update Navigation Tips Field Names: • Clicking on a field name in job data that has a drop down search button will cause the system to change the field value to the first value on the list. • This functionality has been turned off on the Job Indicator field.

18. Human Resources Update Navigation Tips, Continued

19. Human Resources Update Navigation Tips, Continued Notepad: • When reviewing job data, if you want to see if a comment has been entered in notepad for that date, look for wavy lines in the notepad icon.

20. Human Resources Update Navigation Tips, Continued

21. Human Resources Update Navigation Tips, Continued Notepad: To see a listing of all notes entered in job data, remove the following values on the notepad search page: • Employee Record • Effective Date • Sequence

22. Human Resources Update Navigation Tips, Continued

23. Human Resources Update Navigation Tips, Continued

24. Human Resources Update Navigation Tips, Continued Searching on a large list: • Click on any of the fields that are underlined to get a sort order. Example: when searching on a name such as “Smith”

25. Human Resources Update Navigation Tips, Continued

26. Human Resources Update Navigation Tips, Continued

27. Human Resources Update Navigation Tips, Continued Position Data search page: • When searching for a specific number, enter only the actual numbers without the leading zeroes. • New search field: “Status as of Effective Date” This field filters on Active or Inactive status.

28. Human Resources Update Navigation Tips, Continued

29. Human Resources Update Navigation Tips, Continued

30. Agenda

31. Human Resources Update OSHA 300 Incident Log OSHA 300 Incident Log • Producing an OSHA 300 Incident Log in 8.9: • New way to generate an OSHA 300 Incident Log • New tab in Injury Details entitled “Work Related” Navigate to: Workforce Monitoring>Health and Safety>Obtain Incident Information>Injury Details • This new tab allows you to enter lost time on an • employee’s individual workers compensation claim. • See new job aid on How to Produce OSHA Reports.

32. Human Resources Update OSHA 300 Incident Log, Continued

33. Human Resources Update OSHA 300 Incident Log, Continued

34. Human Resources Update OSHA 300 Incident Log, Continued

35. Human Resources Update OSHA 300 Incident Log, Continued • To produce the OSHA 300 Incident Log in 8.9 you must complete three mandatory fields: • Establishment ID- located in Workforce Monitoring>Health and Safety>Obtain Incident Information>Incident Details>Location tab • Nature of Injury - located in Workforce Monitoring>Health and Safety>Obtain Incident Information>Injury Details>Details tab • Reportable Case - located in Workforce Monitoring>Health and Safety>Obtain Incident Information>Injury Details>Reporting tab

36. Human Resources Update OSHA 300 Incident Log, Continued

37. Human Resources Update OSHA 300 Incident Log, Continued

38. Human Resources Update OSHA 300 Incident Log, Continued

39. Human Resources Update OSHA 300 Incident Log, Continued

40. Human Resources Update OSHA 300 Incident Log, Continued

41. Agenda

42. Agencies are not clearing exceptions There were over 6,000 exceptions statewide as of PPE11/14/06 Core-CT bypassed those older than 60 days Bypassed exceptions still exist in the system New exceptions report available week of 12/4/06. Time and Labor Update Exceptions

43. Exceptions directly affect how long Time Admin runs More exceptions cause Time Admin to run longer Nightly batch processing time is limited If Time Admin runs too long other processes get pushed back and reports will not be ready in the morning When clearing exceptions DO NOT make adjustments on both the Timesheet and in Adjust Paid Time. Time and Labor Update Exceptions, Continued

44. Time and Labor Update Exceptions, Continued

45. New process to correct employee out of balance Auditing accruals for employees whose balance was updated is recommended The employees with negative balances should be audited first, employees with Payroll entries next Computed Agency balances should be compared to the Leave Accrual page balance NOT the Timesheet balance Use the Auditing job aids for assistance DO NOT make adjustments on both the Timesheet and in Adjust Paid Time Time and Labor Update Leave Accruals

46. How to look up schedules: Use the Naming Standard for Time and Labor and the Schedules job aids. Names of schedules are composed of ten characters. It is still anticipated that the naming standard will be changed to sixteen characters and will be more intuitive. Time and Labor Update Schedules

47. Time and Labor Update Schedules, Continued FS400S801A P8R20V481A 1 Either for F – Full time or P – Part time 2 If the schedule is only one week the second character is S – Straight. 2-3 If this is a rotating schedule the second character is the number of weeks it spans and the third character is R - Rotating.

48. FS400S801A P8R20V481A 3-5 For Straight schedules these characters indicate the average number of hours in the schedule. 4-5 If this is a Rotating schedule the fourth and fifth characters are used for the average number of hours in the schedule. Time and Labor Update Schedules, Continued

49. FS400S801A P8R20V481A 6 The sixth character is either S – Straight or V – Variable and indicates whether or not the hours per day are the same or different. 7-8 The next two characters reflect the two most common day lengths in the schedule. Time and Labor Update Schedules, Continued

50. Time and Labor Update Schedules, Continued Key for Day Lengths