CORE Oklahoma The Office of State Finance CORE HCM Forum December 15, 2010 __________________________________________________ 1

CORE Oklahoma Agenda Year End Processing Lisa Raihl & Jean Hayes ELM Update, HR Changes & Helpdesk Stacy Bonner 2011 Training Schedule, January Supp & Off- Cycle & Before-Tax Deduction Priorities Nancy Tarrant __________________________________________________ 2

CORE Oklahoma Year End Processing Lisa Raihl – Office of State Finance Jean Hayes – Office of State Finance __________________________________________________ 3

CORE Oklahoma ELM Update, HR Changes & Helpdesk Stacy Bonner – CORE The Office of State Finance __________________________________________________ 4

CORE Oklahoma What’s Happening and What’s on the Way? ELM and other Upcoming PeopleSoft Applications __________________________________________________ 5

CORE Oklahoma CORE Overview __________________________________________________ 6

CORE Oklahoma What is the role of CORE? Keeper of the Software Functionality Partner with OPM to develop Business Processes applying State Laws & Rules to PeopleSoft systems Maintain, Upgrade and Implement New Software Services Support Oklahoma’s HR & PY Professionals Conduct independent HR & PY Enhancement Projects with Agencies Evaluate Business Processes for Agencies __________________________________________________ 7

PeopleSoft Applications HCM Human Capital Management Financials ELM Enterprise Learning Mgmt EPM Budgeting CRM Helpdesk 8

CORE Oklahoma PeopleSoft System Integration How is it changing the way the State of Oklahoma takes care of business? __________________________________________________ 9

System Integration HCM to ELM HCM to CRM HCM to FIN Name changes address Name, Phone address Direct Deposit Information 10

System Integration How is it changing the way we do business? -No more duplicate entry -Reducing the error rate -Provides for more accurate reporting -Allows for time to do other tasks 11

CORE Oklahoma Mandatory PeopleSoft Applications HCM – HR & Payroll Financials – Payables, General Ledger, Procurement, etc. CRM – Helpdesk EPM - Budgeting ELM – CORE & HRDS Classes Optional PeopleSoft Applications HCM – Employee Self Service, Manager Self Service, Bi-weekly Payroll, etc Financials – Grants, Contracts, Projects, etc ELM – Internal Catalog Management 12 __________________________________________________

CORE Oklahoma ELM Enterprise Learning Management __________________________________________________ 13

CORE Oklahoma What’s is ELM and why do I keep hearing about it? __________________________________________________ 14

ELM: Enterprise Learning Management ELM is an internet-based training solution that enables the State of Oklahoma to manage, track, deliver and report on learning delivered through established methods, within or outside of the organization. ELM is the State of Oklahoma’s central system of record for learners, managers, instructors and administrators. ELM can be utilized at multiple role levels. CORE Oklahoma 15

ELM: Why do I keep hearing about it? CORE Training has been in the ELM Environment since August 2009 HRDS Training will be in the ELM Environment beginning February 2011 HCM Administer Training will no longer be utilized for training in 2011 CORE Oklahoma 16

CORE Oklahoma How is ELM going to effect my agency? __________________________________________________ 17

ELM: Changes for the Nominating Official 1.Nominating Officials will utilize the ELM system to enroll their employees in CORE and HRDS Courses 2.Paper notifications for HRDS courses will no longer be provided 3.Training notifications will be sent via 4.Employees will automatically fill classes through a Waitlist as seats become available CORE Oklahoma 18

ELM: Changes for agencies using software to manage an Internal Catalog 1.Take advantage of integration with HCM 2.Ability to track training units 3.Employees can enroll in courses and print transcripts 4.Training history follows Learner upon transfer within the State of Oklahoma CORE Oklahoma 19

What can ELM do for my Agency? It can help you achieve and maintain agency training records and compliance. Cut learning costs and improve the training process. Maximize your training budget by sharing resources. Create courses specific to your agency’s needs. Increase regulatory compliance by creating certification curricula. CORE Oklahoma 20

ELM: Changes for the HR Professional Requires maintenance of the Business and Phone information If utilizing ELM Manager Self Service, then the Reports To information must be maintained ( also required for Time & Labor Manager Service) CORE Oklahoma 21

Who is using the ELM application? Since August CORE & DEQ 12/1/10 - ODOT, OSEEGIB & CareerTech 2/1/11 - OSDH & OPM *HRDS Classes* 4/1/11- OSF for OFMA 22

How are these agencies using ELM? CORE Oklahoma 23

For management of the Agency’s Internal Catalog ~ Learning Administrators Enroll individual learners and groups Manage waitlists, approve enrollments and override prerequisites Maintain information for facilities, equipment and other resources Manage enrollment Schedule Learning Activities and Programs Automatically notify Learners by CORE Oklahoma 24

CORE Oklahoma __________________________________________________ 25

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ELM Self Service allows Learners to: Browse and Search for Learning Activities, Programs and Certifications View Learning History and Program/Certification status Enroll in Activities and Programs (and drop if the employee was self-enrolled) CORE Oklahoma 27

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ELM Manager Self Service allows the supervisor to: Enroll team members Approve enrollment requests Plan and assign learning for team members Record supplemental learning for team members View the team’s progress Review team members’ planned, current and completed learning CORE Oklahoma 29

What other services are available from CORE? HCM – Employee Self Service View paychecks and Leave Accruals Update addresses, contact information, etc HCM – T&L Phase I - Manager Self Service Complete Time Sheets Manager approval of Time & Labor Reporting HCM – T&L Phase II Rule Enhancements (Ex: Auto Calc of O/T) CORE Oklahoma 30

What else is going on at CORE? Moving to 30 th and Lincoln Study being conducted of other applications owned by the State Higher Ed Implementation DEQ and ODOC Go-Live on Grants, Projects, Contracts Currently under consideration –Disciplinary Actions and Grievance tracking –Electronic Personnel Action Forms for transaction review CORE Oklahoma 31

How does your agency get involved in CORE Services? HELPDESK Request “ I would like _______.” “I need to know about _______.” CORE Oklahoma 32

CORE Oklahoma __________________________________________________ 33 Contact Information Helpdesk Alan Binegar Stacy Bonner

CORE Oklahoma __________________________________________________ 34 Contact Information Helpdesk Nancy Tarrant

Question & Answer CORE Oklahoma 35

CORE Oklahoma 2011 Training Schedule, January Supp & Off-cycle & Before-Tax Deduction Priorities Nancy Tarrant– CORE The Office of State Finance __________________________________________________ 36

January 2011 Training and HCM Forum 2011 Schedule Handout Please make sure this is distributed throughout your Agency. 37

January Payroll Deadlines 6 January Payroll Deadline for DHS, Biweekly Pay Cycles. EBC Full Sync load will be the Evening of 6 January January Payroll Deadline for Monthly Anticipatory Payrolls. EBC Full Sync load will be over the weekend of 16 and 17 January

Taxable Income vs Before Tax Deductions Handout Due to this change in the payroll calculation process, CORE, along with members from the HCM Advisory Board, will be reviewing the Deduction Priority setup. Watch for future notifications regarding this topic. 39

Up and Coming Forums What do You Want To See? 40

CORE Oklahoma Conclusion __________________________________________________ 41