1 State of Connecticut Core-CT Project HRMS Users Group Meeting April 12, 2006

2 Agenda WelcomeAnne North and Sue Martin Business Process Updates Go Live PreparationsSue Martin Human ResourcesLina Simonu Time and LaborBelinda Thibedeau TrainingCathy Bysiewicz-Cluen EPMBarbara Jacius Key MessagesAnne North and Sue Martin Questions & DiscussionAll

3 Agenda WelcomeAnne North and Sue Martin Business Process Updates Go Live PreparationsSue Martin Human ResourcesLina Simonu Time and LaborBelinda Thibedeau TrainingCathy Bysiewicz-Cluen EPMBarbara Jacius Key MessagesAnne North and Sue Martin Questions & DiscussionAll

4 HRMS 8.9 Upgrade Go Live Preparation Security Security Requests –Security Team will stop processing agency requests on Wednesday, 5/3, at the close of the business day –Security Team will resume processing agency requests in mid-May Security Request Priorities –New Users and Transfers processed first –Role Changes, TL Group Changes are processed next –Name Changes are processed last

5 HRMS 8.9 Upgrade Go Live Preparation Schedule of Events at Go Live Normal Processing Hours prior to Go Live,4/22 through 4/30

6 HRMS 8.9 Upgrade Go Live Preparation Schedule of Events at Go Live, Continued Processing of Pay Period 4/14/06 – 4/27/06, Check Date 5/12/06 –System available for agency entry Monday through Wednesday, 5/1 – 5/3, 6:00AM – 7:00PM –There will be no agency access to the system on Thursday, 5/4 –There will be no changes by the Central Payroll Unit on Thursday 5/4

7 HRMS 8.9 Upgrade Go Live Preparation Schedule of Events at Go Live, Continued Processing of Pay Period, 4/14/06 – 4/27/06, Check Date 5/12/06, Continued –Agencies will be locked out of the 8.3 system at 7:00PM on Wednesday, 5/3 –Core-CT HRMS team will confirm the payroll and complete the post-confirm Financials process –On-line checks will not be available –Central Payroll Unit will run payroll registers and have them available for agencies –Agencies should review registers and report any problems to Central Payroll Unit –Central Payroll will begin to process requests on 5/12

8 HRMS 8.9 Upgrade Go Live Preparation Schedule of Events at Go Live, Continued Conversion –The HRMS team turns the system over to the Core-CT Technical Team early on 5/6 for conversion to the 8.9 system –The HRMS team will validate the new environment on Thursday, 5/11 –Agency availability is planned for Friday, 5/12

9 HRMS 8.9 Upgrade Go Live Preparation Schedule of Events at Go Live, Continued Processing of Pay Period 4/28/06 – 5/11/06, Check Date 5/26/06 –System availability planned for Saturday and Sunday, 5/13 and 5/14, 8:00AM – 4:00PM –Batch processes will be run both weekend nights –Help Desk will be staffed on this weekend –Monday through Friday hours will be 6:00AM – 7:00PM

10 HRMS 8.9 Upgrade Go Live Preparation Schedule of Events at Go Live, Continued Processing of Pay Period 4/28/06 – 5/11/06, Check Date 5/26/06, continued –Confirm will be extended by 1 day –Agencies have until 10 AM on Friday, 5/19 to submit corrections –There should be NO entry of transactions on Friday, 5/19

11 HRMS 8.9 Upgrade Go Live Preparation Special Information for Self Service Agencies For Processing of Pay Period, 4/28/06 – 5/11/06, Check Date 5/26/06 –While the system is off-line for conversion, there will be no time entry or approval for Self Service agencies –Time entry should begin on Friday, 5/12 –All time should be entered no later than Tuesday, 5/16 and approved no later than Wednesday, 5/17 in order to give agency Payroll staff time to review reports on Thursday –Self Service users do not receive Daily Mails – it is the responsibility of agency HR/PY staff to communicate to these individuals as needed the key dates and special procedures during this period

12 Agenda WelcomeAnne North and Sue Martin Business Process Updates Go Live PreparationsSue Martin Human ResourcesLina Simonu Time and LaborBelinda Thibedeau TrainingCathy Bysiewicz-Cluen EPMBarbara Jacius Key MessagesAnne North and Sue Martin Questions & DiscussionAll

13 Human Resources Update Longevity First, second and third preliminary reports ran on 3/2/2006, 3/15/2006 and 3/30/2006 respectively. Final processing and reports took place on Friday, 4/07/2006 (Changed from 4/14/2006) Note: reports became available Saturday, 4/08/2006

14 Human Resources Update Mass Salary Processing Effective 3/31/2006, January 2006 Anniversary Increase (3 month delay) was processed for BU- 16 (AR) bargaining unit –Preliminary report ran on 3/2/2006 –Final processing and report was run on 4/07/2006 –Note change in date from the last Users Group Meeting

15 Human Resources Update HRMS – 8.9 Upgrade Changes Company Seniority Date Layoff Seniority Date Service DateBenefits Service Date Professional Experience Date Longevity Date

16 Human Resources Update HRMS – Timing of Transfers During Conversion Employee Transfers Employee transfers occurring during pay period 4/28/2006 to 5/11/2006 will not be processed until Friday, 5/12/2006. Transfers are normally processed the Friday after payroll confirms the previous ppd (this example would be 5/05/2006).

17 Human Resources Update HRMS – 8.9 Position Establishment Changes Establishing a new position Initial position data rows with the reason of ‘New’ can no longer be future dated. It must be saved with a current or retro date. All other position data rows may be future dated.

18 Human Resources Update Fiscal Year End Tasks – Important Reminders Agency Position Specialists should complete work on their work lists for Recycled and Denied notifications prior to June 7, Update the row and send back through the approval process if approval is required Remove the row if the update is no longer required Inactivate the position if appropriate Position file will be transferred to OPM on June 7, 2006.

19 Human Resources Update Fiscal Year End Tasks – Important Reminders, Continued Agency Position Specialists are encouraged to limit the number of position updates performed from mid May through June 16, Any positions in proposed status will not be updated for Fiscal Year End. Positions that are in the approval process during the Fiscal Year transition will require review for the correct budgeting upon approval. This may require that positions be resubmitted for approval again after the Fiscal Year transition.

20 Human Resources Update Fiscal Year End High Level Sequence of Events OPM will review the file of position data and send the file back to Core-CT on June 16, 2006 with the new budgeting information for all State of Connecticut positions. Agency Position Specialists will have view only access in Position Data during the week of June 19th to close of business June 23rd. The new budgeting information will be loaded into Core-CT the week of June 19, 2006 and a new row dated June 9, 2006 will be inserted into the Position.

21 Human Resources Update Fiscal Year End Assistance The HRMS Fiscal Year End Job Aid is located at : Fiscal Year End workshops are scheduled for May 17 in Room 1002.

22 Agenda WelcomeAnne North and Sue Martin Business Process Updates Go Live PreparationsSue Martin Human ResourcesLina Simonu Time and LaborBelinda Thibedeau TrainingCathy Bysiewicz-Cluen EPMBarbara Jacius Key MessagesAnne North and Sue Martin Questions & DiscussionAll

23 Time and Labor Update Accrual Balances 8.3 Accrual Balances - Out of Balance –It is extremely important that the correct earnings codes be used when requesting a petty cash check

24 Time and Labor Update Schedules 8.3 Schedule issue when an employee’s workgroup is changed –If default schedule is assigned, change it to the new workgroup’s schedule –If a non-default schedule is assigned, verify that it is still appropriate –If the schedule needs to be changed, use the same effective date as the workgroup change

25 Time and Labor Update Maintain Time Reporter 8.9 Changes to Maintain Time Reporter page –Reporting Templates box –Commitment Accounting box –New Warning Message

26 Time and Labor Update Maintain Time Reporter 8.9

27 Time and Labor Update Timesheet 8.9 Changes to Time Sheet in 8.9 –Can view timesheet by day, week or time period; default is time period –Timesheet has two tabs; Timesheet and Overrides

28 Time and Labor Update Timesheet 8.9 (Timesheet Tab)

29 Time and Labor Update Timesheet 8.9 (Overrides Tab)

30 Time and Labor Update Timesheet 8.9 (Overrides Tab), Continued

31 Time and Labor Update Timesheet 8.9 (Overrides Tab), Continued

32 Time and Labor Update Adjust Paid Time 8.9 Changes to Adjust Paid Time page –Can only view up to 31 days of time at once –Fields have been added: Comments, Combo Code, Override Reason Code and Claim Number –There are four tabs on this page: Overview, Time Reporting Elements, Task Reporting Elements and ChartFields

33 Time and Labor Update Adjust Paid Time 8.9 (Overview Tab)

34 Time and Labor Update Adjust Paid Time 8.9 (Time Reporting Elements Tab)

35 Time and Labor Update Adjust Paid Time 8.9 (Task Reporting Elements Tab)

36 Time and Labor Update Adjust Paid Time 8.9 (ChartFields Tab)

37 Time and Labor Update Approve Time 8.9 Changes to Approval page –Approve Time by Time Reporter and Approve Time by Group are now on one page –All time needing approval will appear if no date range is entered –Approvers will be notified of exceptions on the Approval page

38 Time and Labor Update Approve Time 8.9, Continued Changes to Approval page –Self Service agencies need to communicate changes to their approvers. –Approvers can view Combo Code –Timesheet can be changed from the Approval page

39 Time and Labor Update Approve Time 8.9 (Overview Tab)

40 Time and Labor Update Approve Time 8.9 (Time Reporting Elements Tab)

41 Time and Labor Update Approve Time 8.9 (Task Reporting Elements Tab)

42 Time and Labor Update Approve Time 8.9 (Chartfields Tab)

43 Time and Labor Update Agency Time and Labor Specialists Changes to Agency Time and Labor Specialists Role –Users with this role will no longer be able to access their own time sheet through the Manager Self Service link –Timesheet must be accessed through Self Service link

44 Agenda WelcomeAnne North and Sue Martin Business Process Updates Go Live PreparationsSue Martin Human ResourcesLina Simonu Time and LaborBelinda Thibedeau TrainingCathy Bysiewicz-Cluen EPMBarbara Jacius Key MessagesAnne North and Sue Martin Questions & DiscussionAll

45 HRMS 8.9 Training Plan Training Update Introduction to HRMS Core-CT 8.9, a brief narrated and animated Powerpoint overview of Core-CT and the HRMS modules available on the website −Access requires Flash Player ; users should contact their Training Registration Coordinator or technology resource for download instructions −Users should complete overview before attending instructor led Human Resources or Time and Labor training

46 Human Resources Update Training Update, Continued The HRMS 8.9 Upgrade Overview Training is located at:

47 HRMS 8.9 Training Plan Training Update, Continued Training Schedule −Instructor led training for Human Resources and Time and Labor began 4/3 −Users in Human Resources and Time and Labor Specialists roles should already be registered for training −Training Registration Coordinators are registering users for training

48 HRMS 8.9 Training Plan Training Update, Continued Labs – Pre-Go Live −Instructors are available to help users with practice exercises; exercises will also be available on the website −Users should contact Training Registration Coordinators to sign up for practice sessions

49 HRMS 8.9 Training Plan Training Update, Continued Labs – Pre-Go Live Exercises Available −Human Resources: Hire Process, Leave of Absence, Establish a Position, Enter a Concurrent Job −Time and Labor: Assign a Work Schedule, Enter Time, Approve Time, Adjust Paid Time, Manage Exceptions

50 HRMS 8.9 Training Plan Training Update, Continued Labs – Post Production −After go-live users can bring real work to labs −Labs will have resources who can address transactional problems related to the upgrade −Users can show up without any registration process on a first come first serve basis from 8:00AM to 4:00PM − Available dates:5/15 - 5/25 except for 5/18,confirm Thursday

51 Agenda WelcomeAnne North and Sue Martin Business Process Updates Go Live PreparationsSue Martin Human ResourcesLina Simonu Time and LaborBelinda Thibedeau TrainingCathy Bysiewicz-Cluen EPMBarbara Jacius Key MessagesAnne North and Sue Martin Questions & DiscussionAll

52 EPM 8.9 Upgrade Timeline and Availability EPM will be available 5/04,and 5/08-5/11 with HR data as of 5/03 EPM HR Upgrade is planned for 5/05-5/07 and will not be available EPM HR 8.9 Go Live planned for the 2 nd week in May EPM Update EPM – HRMS 8.9 Upgrade

53 EPM Update EPM – 8.46 Tools Upgrade EPM is upgrading from PTools Version 8.44 to 8.46 Time and Availability Implementation is planned for the weekend of 5/05 EPM will not be available during Tools upgrade implementation

54 EPM Update EPM – HRMS 8.9 Upgrade EPM HR 8.9 Update: Identify if information needs coincide with times when EPM is unavailable. Share reporting concerns with the Core-CT EPM Team as soon as possible.

55 Upgrade Overview EPM – HRMS 8.9 Upgrade, Continued EPM HR 8.9 Update: UAT Query Labs have been concluded Impacts to users have proven to be minor List of EPM HR 8.9 Record Layouts and Definitions Available for EPM Extract Agencies EPM Hot topics on 8.9 and Tools upgrade will be sent out in May

56 Agenda WelcomeAnne North and Sue Martin Business Process Updates Go Live PreparationsSue Martin Human ResourcesLina Simonu Time and LaborBelinda Thibedeau TrainingCathy Bysiewicz-Cluen EPMBarbara Jacius Key MessagesAnne North and Sue Martin Questions & DiscussionAll

57 User Support Update New Help Desk Form DOIT implemented a new Help Desk form; Daily Mail communicated this on 3/3. –Agencies outside of the DOIT firewall (for example, Higher Education) do not have access to this form –DOIT is working on a permanent solution –Affected agencies should call or their requests to the Help Desk –Core-CT Help Desk phone number is (860) ; is

58 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 ( Next meeting – Tuesday, June 20, 2006, 1:30pm - 4:00pm and Wednesday, June 21, 2006, 9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive

59 Agenda WelcomeAnne North and Sue Martin Business Process Updates Go Live PreparationsSue Martin Human ResourcesLina Simonu Time and LaborBelinda Thibedeau TrainingCathy Bysiewicz-Cluen EPMBarbara Jacius Key MessagesAnne North and Sue Martin Questions & DiscussionAll

60 Questions/Discussion