1. Presented by Lisa Collins Administrative Services Manager Personnel Transaction Review Revised 4/29/16 WV Division of Personnel wvOASIS GoLive for Wave 2

2. GoLive implementation for Wave 2 agencies, MAY 14, 2016 The Division of Personnel, in cooperation with wvOASIS have been working to identify the most common challenges for agencies. This session will discuss those challenges and resolutions. GoLive!!!

3. What was identified as a WV-11 in HRIS is now known as an ESMT or TESMT document. The transaction, code, and cause are now the PACT and PART codes. PACT AND PART CODES

4. Only select the PACT and PART code combinations identified in the most recent version of the Personnel Action Code and Reason Guide, found on the wvOASIS website. The newest version of the guide can be found at: Enterprise Readiness – Training – HRM/Payroll – Supplemental Training Aids/Guides – Personnel Action Code and Reason Guide PACT & PART CODE GUIDE

5. PACT - ORIGL – Original Appointment/New Hire PART - CLE – Classified Exempt PRV – Provisional Appointment PTP – Part-Time Professional HAB – Hire above Entry HAM – Hire above Market Rate HSR – Hire Standard POR – Provisional to Original Appointment Original Appointment Terminology

6. ORIGN – Original Appointment NEOGOV NOT BEING USED AT THIS TIME TMPOR – Temporary to Original Appointment – this code is under scrutiny to determine if it will continue to be utilized. More information will be provided when available. Two New Original Appointment Transactions

7. The correct ESMT doc to process for a first time hire of a temporary employee in the wvOASIS/Advantage system would be: PACT – TEMPS PART – 1K - 1000 HR Temp PART – SEA – Seasonal Aide PART – 4GI – Governor’s Intern Temporary Appointments

8. The correct ESMT document to process if the individual has previously been hired in any capacity in the wvOASIS/Advantage system would be PACT – REHIT PART – 1K – 1000 HR Temp PART – 4GI – Governor’s Intern PART – SEA – Seasonal Aide Temporary Appointment Rehires

9. The ONLY correct Increment Service date for a temporary employee is 12/31/9999. Increment Service date is found on the Pay Progression tab which will be discussed in more detail later in this session. Temporary Appointment

10. Documentation is attached directly to the ESMT document. Documentation can only be attached while in DRAFT mode. The Division of Personnel CANNOT add documentation to an ESMT. Documentation

11. We have a job aid with instructions on how to attach documentation to an ESMT on the DOP website under the wvOASIS tab. Uploading Documentation

12. Please keep in mind the new biweekly pay schedule when processing transactions with future effective dates on or after May 14, 2016. These transactions are still being input and approved in HRIS. Your agency should be mirroring the approved transaction in wvOASIS. Promotion, reallocation, transfer or any transaction that would change the employee’s salary or classification would be effective on May 14, 2016, which is the first day of the pay period. Biweekly Pay Schedule

13. The original appointment date is defined differently in wvOASIS than EPICS and HRIS. The original appointment date in HRIS is the employee’s initial permanent employment date either classified or classified exempt. This does not include temporary time. The original appointment date in wvOASIS is the first date that an employee ever worked for the State in a permanent or temporary status. It could be a DOP covered or non- covered state agency. It has no effect on tenure. Original Appointment Date

14. The original appointment date field in wvOASIS is only modified if the agency needs to change the date to record any prior service and/or if you need to change the date in order to modify the increment service date. To modify the original appointment date field in wvOASIS, the personnel action code is OADTC. THIS IS THE ONLY PACT CODE THAT CAN BE USED TO MODIFY THIS DATE. THIS DATE SHOULD NEVER BE MOVED FORWARD. Original Appointment Date

15. Kronos uses the Original Appointment Date field in HRM. This is why the Original Appointment Date field cannot be modified with a forward date. Original Appointment Date

16. It is extremely important for agencies to understand the Pay Progression Tab and its function. These dates control benefits, leave accrual, overtime rates and increment. Pay Progression Tab

17. The Pay Progression Start Date is the first time the individual was ever hired as a State employee. This includes, permanent, temporary, DOP covered and non-DOP covered employment. Hours and minutes are also included in this date if applicable. Pay Progression Start Date

18. The Benefits Progression Start Date is the most recent date the individual was hired into a benefits eligible position. Benefits Progression Start Date

19. The Leave Progression Start Date is the date used to determine when an employee’s annual leave accrual should be increased. This date is effected by leaves of absence and prior State service. Anytime a leave return is processed the Leave Progression Start Date MUST be adjusted. A tenure calculation will be required upon each leave return processed for an employee. Leave Progression Start Date

20. This field is not in use at this time and must be left blank. ACA Non-Assessment Period End

21. The Increment Service Date is the date used to determine how much increment an employee is entitled to. This date is effected by leaves of absence and prior State service. Anytime a leave return is processed the Leave Progression Start Date MUST be adjusted. A tenure calculation will be required upon each leave return processed for an employee. Increment Service Date

22. The Division of Personnel has created a calculator to assist agencies in determining the Pay Progression, Benefit Progression, Leave Progression and Increment Service dates. It can be found at the Division of Personnel website under the wvOASIS tab. Progression Date Calculator

23. Wave 2 agencies have a distinct advantage over Wave 1 because we know more, we understand more and there are more tools available. Make sure you give enough time for transactions to be processed through your agency, DOP, CPU and the State Budget Office. Get ready because we GoLive on May 14, 2016! Conclusion