July 2010 People First Release

1. July 2010 People First Release Train-the-HR Sessions June 14 – 25, 2010

2. Agenda • Log In and Home Page Overview • General System Changes • Security Changes • PAR Changes • Key Service Date Changes • Employee Timesheet • Employee Timesheet Approval Process Changes • Leave & Attendance Changes • Payroll Changes • Reports • Talent Management

3. Log In Page Overview • New improved Message Area – controlled by DMS • The “Job Seekers” section is being redesigned to: • Reduce required clicks (e.g., select Log In or Create an Account to go directly to those screens) • Include simplified job searches (e.g., by county drop down listing) • The “User Log In” (State Employees and Retirees) section is being redesigned to include: • List of things that can be performed by most users (e.g., complete timesheets, update addresses) • Service Center contact information • Will include links to Frequently Asked Questions • “Why work for the State of Florida?” section will be a link to the my New Career website • New “Helpful websites” section with links to key “employee based information ” websites • Job Applicant site is still separate from the HR system

4. Log In Page

5. Home Page Overview • User Information Box - will display the user’s ID, name and position title for all positions held (dropdown selection if dually employed and during 30 day transition between agencies) • Updated “My Quick Links” section to include links to most commonly used screens • During Open Enrollment a link to the Open Enrollment event will appear as the first link • New “Helpful Websites” section containing key “employee based information” websites • New “My Tasks Due” section • Key tasks include: Outstanding Timesheet, Timesheets Needing Action or Approval, PARs Pending Approval and PARs Pending Action • Updated “My Alerts” section – removal of PAR and Timesheet alerts • New “Announcements” section – controlled by DMS • New footer • Footer, My Quick Links and Helpful Websites section will be displayed on all landing pages

6. Home Page - New Employee

7. Home Page - Manager

8. General System Changes The following are system wide changes to People First: • New Branding -- design, colors, logo, font styles, etc. • “Actions” tab will be re-titled to “PAR” • Tabs are re-ordered based on most commonly used tabs for employees • Time and Payroll tab has been eliminated • Job Applications tab has been eliminated • Staffing tab has been retitled “Talent Management” • Will include Performance Management with a 2011 release (date is TBD) • New header (will be on all pages) containing: • Print link – opens the standard print dialog box • Alerts link – takes the user to their Alerts box • My Timesheet link – opens the employee’s timesheet • Contact Us link – Service Center contact information • New footer (will be on all landing pages)

9. New Password Requirements • Passwords must: • Be between 8 and 30 characters in length • Begin with a letter • Contain at least one upper and one lower case letter (is now case sensitive) • Contain at least one number • Can’t re-use last 10 passwords • Additional Notes • Users will not be forced to the new requirements until their password expires the first time after implementation of the July release • If an employees password expires during the downtime the user will be forced to the new requirements the first time they log in

10. Supported Web Browsers • Fully supported web browsers are: • Internet Explorer 7.0 and 8.0 • Firefox 3.5 and earlier versions • Internet Explorer 6.0, Service Pack 2 will still be allowed, but is not supported • Other browsers (e.g., Safari) will be blocked from logging into People First

11. Security Role Code Changes • Agencies will now be able to assign OPS staff an H role code • Access for role codes has been cleaned up to represent the intended use of the role code (e.g., A role can now view timesheet information statewide) • “L” role code has been eliminated • “L” role code users are being systematically mapped to the “M” role code • New role codes are being implemented to allow statewide view access to benefits (X and Y role codes) • New role codes are being implemented to allow agencies the ability to assign access by org code ranges • Role codes with statewide (A, F, G, N, S, X, Y and Z) access must be assigned by DMS – DMS is will define the process before July 20

12. Security Role Code Changes • HR staff (role codes A, H, U, X and Y) and managers will have access to perform limited actions (enter and approve timesheets, flex schedules, transfer leave, process leave payouts, etc.) on employees for 60 days after the employee’s last day employed at the agency • HR role codes will have view only access to former employees after 60 days of the employee’s last day employed at the agency • Former employees will have “E” role access for 30 days after their last day employed (they will have NO super user access during this 30 day period) • New employee IDs will be created any time an employee changes agencies, regardless of whether there is a pay cycle change (this include when an employee retires) • Only role codes with statewide benefits (A, X and Y) access will be able to access retiree health and insurance information

13. New Security Role Codes • I – Agency Inspector Generals office – Agency wide view access • J – Training Coordinator – Agency wide update access to training • K – Agency HR View, without benefits, with Org Code Range Allowance • Equivalent of C role • U – Agency HR, with Org Code Range Allowance • Equivalent of H role • X – Agency HR, with Statewide Benefits • Equivalent of H role for internal agency access • Statewide view access to benefits (no COBRA access) • Y – Agency HR, with Statewide Benefits view access, with Org Code Range Allowance • Equivalent of X role • Review the July Release 5: Security Role Code Descriptions communication for additional information on security role codes

14. Security Screen Changes • Date and timestamp has been added for all role code and Org Code Range Allowance changes • Changes to security role codes and org code ranges cannot be retroactively assigned • Access is granted based on the users access at the time of log in • Updated to include Org Code Range Allowances

15. Security Screen

16. Org Code Range Allowances • New security role codes K (equivalent of C), U (equivalent of H) and Y (equivalent of X) can have access assigned by Org Code Range Allowance • Allowances can be established for a single org code, a single org code range, multiple org codes or for multiple org code ranges • Org Code Range Allowances can overlap between positions (several positions can have the same or similar allowances) • Updated G role code can have access assigned by OLO Code Range Allowance – this role is primarily used by the Auditor Generals Office

17. Assigning Org Range Allowance To assign an Org Code Range Allowance: • Go to Org Management, Position Maintenance, select the position, then select Security • Either select “New” or “Edit” • Select a role code that allows for an Org Code Range Allowance (i.e., K or U – remember that DMS has to assign the G and Y role code) • Enter the from and to values for the first org code/range • If only one org code/range, select “Save” • If multiple org codes/ranges, select “Insert” and add the next org code/range – repeat until all have been added, then select “Save”

18. Org Range Allowance

19. PAR Topics • Overview of Changes • Access to create a PAR • PAR Groups • Appointment actions • Employee actions • Separation actions • Cancellation Process • Intercept Process • PAR Search

20. PAR Changes – Overview • Makes each agency responsible for the employee life cycle at their agency (hiring to separating employees) by • Requiring agencies to process a separation action when an employee leaves their agency (all cases!!!) • Eliminating Non Original Appointment • Eliminating Dual Hire workaround • Implementing new Original Appointments for Career Service Appointments and for SES/SMS Appointments • Implementing new separation codes for Moving within State Government and for Moving to other Government Entities • Prevent multiple actions on the same employee on the same day • Limits actions to one action per employee, per day • An additional action can be performed the next day, with the same or later effective date • Change is being implemented to ensure accurate action history in the data warehouse

21. PAR Changes – Overview • Employee IDs will be assigned by employee, by agency, by pay cycle (payroll area) • If an employee moves from one agency to another, they will receive a new employee ID • If returning to an agency to the same payroll area, will be able to reuse the ID from that agency • If moving payroll area within agency – e.g., 7-days back to standard biweekly, will continue to receive a new ID • When retiring, a new ID will be created for retirement • PAR groupings by action types (Appointments, Separations and Employee Actions) • Built in assistance to drive the selection of the correct action

22. PAR Changes - Overview • New “Cancel” PAR process • Ability for HR to Act Upon a PAR created by someone else (PAR intercept process) • Key for payroll cutoffs • Employee information fields (Name, SSN, Employee ID) and pay fields (base pay and additives) are locked down once the PAR is created • Ability to update effective date on the PAR form after the PAR has been approved, prior to selecting “Act Upon” • Enhanced search capabilities (SSN, PAR Status, etc.) • Ability to add a note after the PAR has been created

23. PAR Menu

24. PAR – Who Can Create • Agency wide HR role code (A, H, X) users can create PARs for any position in their agency • Users with an Org Code Range Allowance (U or Y role codes) can create PARs for their Org Code Range Allowance only • Managers (employees with direct reports) can create a PAR for their direct reports structure (includes indirect reports) only

25. PAR – Interagency Transfer Highlights • Exiting agency will always terminate employee based on last day employed • Exiting agency will transfer leave to new agency (covered later in the training materials) • If Separation is not processed, employee will be overpaid at exiting agency • Miscellaneous Deductions will NOT transfer across agencies • Health and Insurance deductions will transfer afterboththe separation PAR (exiting agency) and appointment PAR (hiring agency) have been completed

26. PAR - Groupings • PAR actions are being grouped into three categories • Appointments (Original Appointments, Promotion, Demotion & Reassignment) • Employee Actions (Pay Changes, LOA with and Without Pay, Name Change, SSN Change, etc.) • Separations (Voluntary & Involuntary) • PAR groupings are used to simplify the PAR process, reducing confusion during the PAR creation process

27. PAR Appointment Changes • Reduced screens during appointment actions down to 8 screens • Original Appointment Action will be used for all SES/SMS appointments • Original Appointments will be used for initial appointments into Career Service and re-employment into Career Service after a break in service • Simplified Promotion, Demotion and Reassignment actions to remove “Voluntary...” and “Involuntary...” • Available Appointment actions will be driven by the appointment effective date, the to position number and the SSN/Employee ID of the individual being appointed

28. PAR – Appointments • Step 1 • Enter the “Effective Date” of the appointment • Enter the “Eight Digit Position Number” for the appointment • Enter either the Social Security Number or Employee ID of the employee being appointed • If the employee has multiple employee IDs you will have to choose which ID to use • If the employee will be actively employed in multiple positions, and this is at least the second active employment, then check the Dual Employment check box • Employee must be actively employed in another position when creating the PAR to use this check box • Dual employment is no longer used when hiring an employee from another agency • Select the “Check Entries” button

29. PAR – Appointments • Step 2: Select the Appropriate Action • If appointing into an SES or SMS position, then only Original Appointment SES/SMS will be available • All appointments into an SES or SMS position will be an Original Appointment • If appointing into a Career Service position and the employee does not currently hold another Career Service position, then only Original Appointment Career Service will be available • Includes initial appointment into Career Service and re-appointments into Career Service after a break in Career Service employment • If appointing from one Career Service position to another Career Service position, whether an internal agency movement or across agencies, only Promotions, Demotions, Reassignments will be available • Dual employment actions – ONLY presented if the Dual Employment check box was marked in step 1 • Once you have selected the appropriate Appointment type, select “Continue”

30. PAR – Appointments

31. PAR Form – Original Appts • For Original Appointments (never employed within the State of Florida) the following fields must be completed: First Name, Last Name, Position FTE and Base Salary • Once submitted, the employee’s name will be locked and will not be editable when acting upon the PAR • Social Security Number and position number will be carried from the initial screen into the PAR form and will not be editable – if incorrect, users should cancel out of the PAR form and start over • Complete required fields, validate changes, enter your password and submit for approval • If the position is being overlapped you will have to check the Position Overlap checkbox

32. PAR Form – Original Appts

33. PAR Form – Appt PF ID Exists • Appointment actions for currently employed or formerly employed individuals, only the Position FTE and Base Salary are required • If the position is being overlapped you will have to check the Position Overlap checkbox • Employee information (e.g., name) and position number will be carried from the initial screen into the PAR form and will not be editable – if incorrect employee, user should cancel out of the PAR form and start over • Complete required fields, validate changes, enter your password and submit for approval

34. PAR Form – Appt PF ID Exists

35. PAR Employee Action • Step 1 • Enter the “Effective Date” of the action • Enter the Employee ID for the action • If the employee has multiple employee IDs you will have to choose which ID to use • Select the “Check Entries” button • Step 2 • Select the appropriate action type (e.g., Pay Change, Leave of Absence, Name Change, etc.) • Select the appropriate action reason code • Select “Continue”

36. PAR Employee Action

37. PAR Form – Employee Action • Type of Action drives required fields on the PAR form • E.g., Pay impacting actions (pay increases, military leave with supplement, etc.) require the appropriate pay fields (Base Pay, Additives) to be completed prior to submitting • E.g., other actions (suspension, LOA without pay – other than military leave with supplement, etc.) do not require any fields to be completed prior to submitting • Employee information (e.g., name) will be populated based on the employee selected on the initial screen and will not be editable – if incorrect, users should cancel out of the PAR form and start over • Complete required fields, validate changes, enter your password and submit for approval

38. PAR Separation Changes • New voluntary reason codes are being implemented • Move to Non State of Florida Government • This code is used when the employee is leaving employment with State of Florida employment, but is going to another government entity (e.g., city, county, federal, etc.) • Move Within State of Florida Government • This code should be used when the employee is exiting your agency and going to another State of Florida entity • This code is key to ensure that benefits transfer correctly and to ensure that the leave transfer process works correctly • Layoff and Death reason codes have been moved from voluntary to involuntary separation

39. PAR Separations • Step 1 • Enter the “Last Day Employed” • Enter the Employee ID for the action • Select the “Check Entries” button • Step 2 • Select the appropriate separation action type (voluntary or involuntary) • Select the appropriate separation reason code • Select “Continue”

40. PAR Separations

41. PAR Form - Separations • Employee information (e.g., name) will be populated based on the employee selected on the initial screen and will not be editable – if incorrect, users should cancel out of the PAR form and start over • Once on the PAR form, validate information, enter your password and submit for approval

42. PAR Cancellation • Once a PAR has been created, the PAR creator can cancel the PAR as long as the PAR has not been acted upon • Approvers should continue to reject PARs • If an approver cancels a PAR, instead of rejecting the PAR, no notification is sent to the PAR creator that the PAR was cancelled • To cancel a PAR, select the PAR • Enter your password and select “Cancel” • Confirm the cancellation by selecting “Cancel” again

43. PAR Cancellation

44. PAR Intercept • HR professionals (role codes A, H, U, X and Y) will be able to intercept PARs created by other users within their agency • U and Y will only be able to intercept PARs for positions within their Org Code Range Allowance • PAR Intercept process provides the ability to Act Upon a PAR once it’s been approved, it does not provide the ability to override approvers • To intercept a PAR, select the PAR tab, then select Personnel Action Request (PAR) Maintenance, Search PARs • Once on the PAR search screen, search for and select the PAR to intercept, then select “Act Upon” • Easiest way to find a PAR that can be intercepted is to search by PAR status of “Approved” • Complete the PAR in the normal manner

45. PAR Search • Additional search fields: • Social Security Number (SSN) • PAR Status • Ability to search for original appointments by employee ID and name • No longer have to search by PAR number of effective date of the original appointment

46. Key Service Dates • Ability for HR roles (A, H, U, X and Y) to update most key service dates through direct entry • Leave Accrual Service Date will drive creditable service months and leave accruals for leave accruing positions – is not visible to employees • New field “CS Continuous Service Date” – used to track continuous service in Career Service employment • Retirement Date will auto populate as the first day of the month following the employee’s last day employed and is not editable • Date of Separation is being removed • New edits are being implemented to prevent invalid date combinations (e.g., new edit to prevent Agency Hire Date from being older than State Hire Date) • Key Service Date records will not be created for OPS employees

47. Key Service Dates

48. Key Service Dates – CS Employee

49. Employee Timesheet Changes • Timesheet will be presented by pay period or 28-day period • Overview section will: • Be presented by pay period or 28-day period • Contain a new column containing the timesheet “Status” (e.g., in progress, submitted, etc.) • For included employees (salary and OPS), until all FLSA periods are in the same status (submitted or approved), the timesheet will show “In Progress” • Default to oldest past due timesheet (July 2010 forward) • Contains new summary fields: Summary Hours by Pay Period and FLSA Period • Timesheet will default to 3 blank rows upon entry • Timesheet will open in edit mode when the employee accesses for a period that has not been submitted or approved • Users will be able to submit directly from timesheet screen (no secondary submit screen)

50. Employee Timesheet Changes • Ability to complete and submit mid period timesheets electronically (no paper timesheet) • Ability to add multiple comments, up to 255 characters per comment • Correct calculation, allowing full use, of personal holiday for part-time employees • Comments will show the name of person who entered and date they entered the comment • Implement new hours type (1004, 1014, 1024, 1034 & 1044) to allow multiple call-back entries for the same day – each occurrence will calculate separately for guaranteed hours • Correct issues with FMLA/FSWP indicator and date ranges on timesheet