State of Connecticut Core-CT Project HRMS Users Group Meeting January 31 & February 1, 2006

1. State of ConnecticutCore-CT Project HRMS Users Group Meeting January 31 & February 1, 2006

2. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau EPM Update Mary Yabrosky Training Update Cathy Bysiewicz-Cluen Testing Anne North and Sue Martin Questions & Discussion HRMS Team

3. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau EPM Update Mary Yabrosky Training Update Cathy Bysiewicz-Cluen Testing Anne North and Sue Martin Questions & Discussion HRMS Team

4. System will be unavailable for approximately one week while data is converted to the 8.9 format Beginning at 2pm, Thursday, 4/20/06 REMINDER - this is the Longevity pay cycle System access will resume as soon as possible To assist agencies, we are planning to have the system available on Sunday, 4/30/06 Please note – during this lockout period, Central Payroll will be unable to produce on-line checks. However, on-line check request forms should be sent to Central Payroll as soon as possible We are also looking into the best way of getting reports out to you to aid in your reconciliation process during this time. Payroll Update Payroll – 8.9 Upgrade Important Dates

5. Key Benefits Billing Dates at the time of the Upgrade: The Billing Calculation for the Billing Period 0506 (Coverage Month May 2006) will run overnight on April 17, 2006 Billing Statements should be run on April 18, 2006 Note that agencies must process, print and deliver Billing Statements prior to the beginning of the Conversion blackout period (April 20 – 27, 2006) in order to meet the premium due date of May 3, 2006 Payroll Update Benefits – 8.9 Upgrade Important Dates

6. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau EPM Update Mary Yabrosky Training Update Cathy Bysiewicz-Cluen Anne North and Sue Martin Testing HRMS Team Questions & Discussion

7. First preliminary report will run on 3/1/2006 Second preliminary report scheduled to run on 3/15/2006 Third preliminary report scheduled to run on 3/29/2006 Final processing and reports will take place on Friday, 4/14/2006 Human Resources Update Longevity

8. Please note these critical dates: Longevity is processed for pay period 3/31/2006 to 4/13/2006 Payroll will confirm on Thursday,4/20/2006 for check dated Friday, 4/28/2006 Core-CT will be shut down from Friday,4/21/2006 to Friday, 4/28/2006 Important: On-line (petty cash) checks can not beissued during Core-CT shut down period Human Resources Update Longevity, Continued

9. Effective 3/31/2006, January 2006 Anniversary Increase (3 month delay) will be processed for BU-05 (AR) bargaining unit Preliminary report will be run on 3/2/2006 Final processing and report will be run on 4/12/2006 Human Resources Update Mass Salary Processing

10. Original Hire Date in 8.3 Currently Original Hire date is located in Personal Data>Identity Diversity tab Field represents original hire date into state service Field can be edited Only one Personal Data record per employee Human Resources Update HRMS – 8.9 Upgrade Changes

11. Original Hire Date in 8.9 Original Hire date in 8.9 is located in Job Data>Employment Data tab Field represents original hire date into state service Field can be edited Field exists for each concurrent job Field will reset to newest hire date for every concurrent job added after conversion and must be manually reset to Original State Hire Date Human Resources Update HRMS – 8.9 Upgrade Changes, Continued

12. Temporary Service in a Higher Class job aid was updated 11/28/2005 with new process New process for job data entries will eliminate time and labor exceptions will reduce refunds of health and life contributions to permanent job row Human Resources Update New Process for Temporary Service in a Higher Class

13. Human Resources Update New Process for Temporary Service in a Higher Class, Continued • Employees will not be placed in TSHC assignment until the pay period following the completion of the 30 day waiting period • Agencies requesting assistance with this new process may contact Lina Simonu at 622-2520 for a review.

14. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau EPM Update Mary Yabrosky Training Update Cathy Bysiewicz-Cluen Anne North and Sue Martin Testing HRMS Team Questions & Discussion

15. Schedule naming changes have been postponed until after the upgrade to 8.9 A future date will be chosen when the Schedule naming convention will be completed It is anticipated that employees will be automatically converted to the new Schedule Rotating Averaging Schedules will not include the Relative Start Dates as of the go-live date. Time and Labor Update Schedules

16. Time and Labor Update Navigating in 8.9

17. Time and Labor Update Navigating in 8.9, Continued

18. Time and Labor Update Navigating in 8.9, Continued

19. Time and Labor Update Navigating in 8.9, Continued

20. Current process for prior period adjustments It is recommended that prior period attendance adjustments be limited to four pay periods Any attendance adjustment beyond four pay periods should be done in Adjust Paid Time and differences in pay are done in the current pay period There is no limitation in the system Time and Labor Update Prior Period Adjustments

21. Time and Labor Update Prior Period Adjustments, Continued Adjustments to Future Rows .010% 0.010% Adjustments done within 14 days 90.034% 90.043% Adjustments done 15 – 30 days 4.337% 94.380% Adjustments done 31 – 60 days 1.843% 96.223% Adjustments done 61 – 90 days 1.024% 97.247% Adjustments done 91 – 180 days 1.580% 98.827% Adjustments done 181 – 365 days .881% 99.708% Adjustments done greater 1 year .292% 100.00%

22. Process for prior period adjustments in 8.9 Agency users will have access to make prior period attendance adjustments up to 60 days Any adjustment beyond 60 days must be done in Adjust Paid Time and differences in pay will be done in the current pay period Time and Labor Update Prior Period Adjustments, Continued

23. Process for prior period adjustments in 8.9 Central Time and Labor will have access to make prior period attendance adjustments up to 1 year There will be guidelines set up to determine which type of attendance changes will be made by Central Time and Labor Time and Labor Update Prior Period Adjustments, Continued

24. Process for prior period adjustments in 8.9 Adjust Paid Time page will be modified to include Workers’ Comp Claim Number, Comments and Override Reason Code Adjust Paid Time attendance changes are reportable through the Attendance Report and TRC Usage Report. Time and Labor Update Prior Period Adjustments, Continued

25. Accrual Balances - Out of Balance Most out of balance conditions occur when agency does not complete Adjust Paid Time entries List of employees will be sent to Agencies in the near future Time and Labor Update Agency Clean Up Task

26. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Lina Simonu Human Resources Update Belinda Thibedeau Time and Labor Update Mary Yabrosky EPM Update Training Update Cathy Bysiewicz-Cluen Anne North and Sue Martin Testing HRMS Team Questions & Discussion

27. Upgrade Overview EPM – Query Performance • Query Performance TuningReminders: • Use Indexed Fields in Criteria • http://www.core-ct.state.ct.us/epm/ • Reporting table Indexes and Join Criteria • Always using Indexed fields on partitioned Tables • http://www.core-ct.state.ct.us/epm/ • EPM Hot Topics: 5/27/2005, 6/14/2005 & 6/27/2005 • Always use Deptid and/or Business Unit in criteria

28. EPM table changes will mirror HRMS table changes and be barely noticeable: Acct Cd now called Combo Code Ethnic Group now called Ethnic Grp Cd Empl Status now called PR Status CT Position Descr now used for CT Pos Desc Long Task now used for Override Rsn Cd HR Status will be added to Employee table (at later date) FLSA Status will be added to Position Table (at later date) Upgrade Overview EPM – HRMS 8.9 Upgrade

29. Upgrade Overview EPM – HRMS 8.9 Upgrade, Continued • EPM 8.9 Upgrade Timeline and Availability • EPM will be available 4/20 – 4/25 with data a/o 4/19. • EPM Upgrade is anticipated to begin on 4/26 • EPM will not be available during 8.9 Upgrade • EPM 8.9 Go Live anticipated for the 1st week in May

30. EPM is upgrading from PTools Version 8.44 to 8.46 Implementation is targeted for the weekend of April 22 EPM will not be available during Tools upgrade implementation Upgrade Overview EPM – 8.46 Tools Upgrade

31. Changes in Functionality from 8.44 to 8.46 will be minor: New ‘Folder’ Navigation Options New Edit Hyperlink - prompts ‘Read Only’ message for Public Queries and disables the ‘Save’ command Order/Sort Feature command now separate commands ‘Preview’ Tab renamed to ‘Run’ Tab in Query Component Upgrade Overview EPM – 8.46 Tools Upgrade, Continued

32. Upgrade Overview EPM – 8.46 Tools Upgrade, Continued • New ‘Folder’ Navigation Options

33. Upgrade Overview EPM – 8.46 Tools Upgrade, Continued • New Edit Hyperlink

34. Upgrade Overview EPM – 8.46 Tools Upgrade, Continued • Order/Sort Feature command now separate commands

35. Upgrade Overview EPM – 8.46 Tools Upgrade, Continued • Order/Sort Feature command now separate commands

36. Upgrade Overview EPM – 8.46 Tools Upgrade, Continued • Preview’ Tab renamed to ‘Run’ Tab in Query Component

37. EPM Reporting Table and Query Impacts: The EPM Team is making every attempt to make 8.9 HR changes and impacts to EPM Reporting Tables and Queries as transparent as possible User Acceptance Testing query labs are being targeted for some time in March – volunteers will be solicited. mary.yabrosky@ct.gov Upgrade Overview EPM – HRMS 8.9 Upgrade

38. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau EPM Update Mary Yabrosky Training Update Cathy Bysiewicz-Cluen Testing Anne North and Sue Martin Questions & Discussion HRMS Team

39. Scope of training All presentations and supporting materials will be customized to match software modifications and changed business processes impacted by the 8.9 upgrade Targeted audience for upgrade training Current key users of HRMS Core-CT system HRMS Upgrade Training Plan

40. Pre-requisite for training participation Complete Introduction to HRMS Core-CT 8.9, a brief narrated and animated PowerPoint overview of Core-CT and the HRMS modules Users will be able to download the presentation from the Core-CT website at their desks or a central location (i.e., computer training room) to view in group setting Gives flexibility to agencies to determine when and where they want users to take class Available in mid March; specifics will be sent out in daily mail and to training registration coordinators HRMS Upgrade Training Plan, Continued

41. Training tools for delivery – HR and Time and Labor Modules Training will include instructor led presentations for each module, practice exercises, job aids and Web Learning Assistants (WLAs) Agencies will be grouped for presentations based on common factors as much as possible and assigned dates Presentations begin on or about April 3 and will continue post production HRMS Upgrade Training Plan, Continued

42. Training tools for delivery – practice exercises for HR and Time and Labor Modules Simulated exercises will be created that duplicate the functionality of production Instructors will demonstrate exercises in presentation classes Exercises will be available on Core-CT website Users will be able to repeat exercises as needed HRMS Upgrade Training Plan, Continued

43. Training tools for delivery – Payroll and Benefits Modules Minimal changes occurring due to 8.9 upgrade Communications (i.e., Daily Mail) and job aids will capture any changes for users HRMS Upgrade Training Plan, Continued

44. Pre and post labs for upgrade changes Instructors will be available to help end users with exercises prior to go-live After go-live end users can bring real work to labs Labs will have resources who can address transactional questions related to upgrade HRMS Upgrade Training Plan, Continued

45. Training Locations Most presentations and labs will take place at DOIT Training Registration Schedules and any related logistics will be sent to agency training registration coordinators, announced in daily mails and posted to the Core-CT website. HRMS Upgrade Training Plan, Continued

46. Agenda – Welcome Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Mary Yabrosky EPM Update Cathy Bysiewicz Cluen Training Update Anne North and Sue Martin Testing Questions & Discussion HRMS Team

47. HRMS Upgrade Testing Phases

48. HRMS Upgrade Product Test • Identification of test conditions • Organization of test conditions into logical groupings or cycles • Creation of test scripts that include the conditions and expected results

49. HRMS Upgrade Product Test, Continued • Test Scripts document the steps that testers must execute to validate a condition within a cycle. • Each script will include: • Steps to Execute • Input Data • Expected Results • Product Test execution occurs between 1/17/06 and 3/31/06

50. HRMS Upgrade Simulated Payroll Test (SPRT) • Compares the Gross to Net pay calculations between the Production and Upgrade environments • Compares the TL Accruals between the Production and Upgrade environments • 2 Cycles are planned