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Agency Advisory Group

Agency Advisory Group. Time, Leave & Attendance Project March 27, 2014. Agend a. Introductions Review Remaining Issues User Council Organizational Change Management User Experience Testing Training Discussion Next Steps. Leave Package Review.

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Agency Advisory Group

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  1. Agency Advisory Group

    Time, Leave & Attendance Project March 27, 2014
  2. Agenda Introductions Review Remaining Issues User Council Organizational Change Management User Experience Testing Training Discussion Next Steps
  3. Leave Package Review Leave Accrual Calculations (Issue 176) Real Time Accruals (Issue 186) Leave Projections (Issue 169) Shared Leave (Issue 189) Co-Existing Systems (Issue 175) Leave Beyond 240 hours (Issue 174) Leave Types (Issue 170) These issues were presented to the agencies as a leave package.
  4. Leave Package Decision TLA will be the system to calculate leave accruals for TLA employees. TLA will calculate leave accruals after the 80th non-overtime hours (including paid leave) worked, or based on the appropriate business rules as defined in the CBAs. TLA will also calculate leave accruals via an event driven time off request process. Time off request submitted by an employee prior to the timesheet being approved and whose leave balance is less than the requested amount; this will trigger an ‘acknowledgeable exception’ to the supervisor to validate the 80th non-overtime hour has been worked. TLA will allow employees to request leave based on their projected leave balance. HRMS leave functionality will be turned off for the implementing agencies.
  5. Organizational Structure Decision(Issues 177 & 190) It was decided that a minimum standard was needed in HRMS for agencies preparing to use TLA. The decision was then made that the model will be position to position for the initial implementing agencies. OFM will engage with the Agency Advisory Group to determine if moving to the chief model is appropriate and will seek input as to the right timing. This recommendation will then be shared with the OFM HR Governance Committee. DSHS has resourcing concerns with moving to the chief model
  6. Time In Minutes Decision(Issue 180) Employees who report start/stop times will record time in actual hours and minutes. DSHS is concerned regarding how this information is used by the system versus reporting of hours and minutes worked (i.e. variable paid and unpaid break periods).
  7. Seniority Decision(Issue 171) Continue to use HRMS as the system of record for seniority.
  8. Holiday Pay Decision(Issue 184) The recommendation was to not set enterprise guidelines for holiday pay beyond what already exists in WAC and CBA’s.
  9. Volunteers Decision(Issue 183) The Executive Steering Committee agreed to defer the implementation of volunteers until after the initial implementation. The system is expected to accommodate volunteers in the future.
  10. Central Configuration Decision(Issue 137) The policy editor is a tool provided by WorkForce Software that allows for configuration of business rules within the product. This configuration will be centralized at DES. The decision to centralize assumes Service Level Agreements will be developed and put into place. As a guiding principle, we will centralize configuration outside of the policy editor, unless there is a business reason not to. ECY has concerns with central configuration of work schedule templates.
  11. Upcoming Activities Establish a ‘User Council’ Participate in Project Activities Usability Usability testing Contextual interviews Job shadowing Guidance on configuration decisions such as labels etc.
  12. Upcoming Activities Organizational Change Management Stakeholder interviews and analysis Communications Training materials Review web based training Testing Early looks at TLA application Participate in Usability Acceptance Testing (UAT)
  13. Discussion Awareness Communications & Events Limit to HR/Payroll audience or agency wide?

  14. Next Steps

    Establish our Future Structure How often should we meet? Monthly? Standing agenda to include: User Council Update Project Updates OCM- What we’re learning Q&A Other? What do you need from us?
  15. Contact Information Connie GoffOFM – Policy Team Lead Office of Financial Management360.902.9806Connie.Goff@ofm.wa.gov Jill HooperOrganization Change ManagementDepartment of Enterprise Services360.407.8216Jill.Hooper@des.wa.gov
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