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Time, Attendance and Leave (TAL) Project Presentation, Demo and Discussion September 24th, 2012.

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Presentation on theme: "Time, Attendance and Leave (TAL) Project Presentation, Demo and Discussion September 24th, 2012."— Presentation transcript:

1 Time, Attendance and Leave (TAL) Project Presentation, Demo and Discussion September 24th, 2012

2 Agenda 2 Welcome TAL Refresher – Overview, Timeline & Guiding Principles Questions Demo of Current Functionality Requirements Update Questions Agency Interest & Adoption Sequence Agency Next Steps Questions DHRM Next Steps Go-Forward Communications

3 Overview– What’s In The TAL solution will provide an automated means: 3 1) for state employees who fill salaried and wage positions to report time worked and for their managers to review and approve or deny that reported time 2) to interface hours worked to CIPPS 3) to calculate the accrual, earning, crediting or other accumulation of leave to employees and the use of leave by employees 4) for employees to request leave and for their managers to review and approve or deny those requests *The employees to whom #3 and #4 apply must be tracked as employees in PMIS and abide by the Classified leave program 5) for agencies to report on and download data entered into the TAL system

4 Overview– What’s Out 4 – Administration of FMLA, Workers Comp and STD / LTD – Tracking leave for those not using the Classified Leave System (e.g., faculty and appointees) – Capturing hours worked for Contractors – Recording hours worked for employees whose employee and position data is not recorded in PMIS – Work Scheduling Tool to enable supervisors to schedule multiple workers for operational coverage (Note: A schedule will be able to be established in TAL for an employee)

5 Benefits 5 For Management: – Offered without charge to agencies – Provides opportunities to: Lower operating costs Streamline and simplify internal processes Strengthen internal controls Improve compliance with policy Manage leave benefits and time reporting More easily analyze time and leave data

6 Benefits 6 For Employees: – Easy to use one-stop for time & leave – Real-time leave balances – Speeds turnaround on leave requests & timesheet reviews – Improves accuracy of time & leave data

7 Project Schedule 7

8 8 Final Requirements _______________ _______________ _______________ _______________ _______________ February 2012 March 2012 Design Starts September 2012 (Today)

9 TAL Design Principles 9 Deliver core Time & Leave capabilities in initial rollout Enable a more efficient & effective management of Time & Leave Don’t overburden the system with edits Don’t automate complex situations that require human expertise

10 10 Questions

11 Pre-Demo: TAL Fundamentals 11

12 12 Today’s Demo includes… Navigating TAL Currently Developed Screens – Notification – Employee – Position – Employee Leave Request – Employee Leave Balance – Employee Leave Adjustment TAL Demos Next Demo to include… Brief Recap of Today’s demo Timesheets “HR User” specific functionality Agency Configuration Screens

13 13 Reporting Structure for Today’s Demo

14 14 Today’s Demo

15 15 Requirements Update Re-sequenced (after June 2013): 1)Capturing Detailed Employee Schedules 2)Time In/Out Capability

16 16 Questions

17 17 Agency Interest & Adoption Sequence Initial Adopters (April 2013) CodesAgencyFTE’s 129DHRM88 151DOA115 163, 203, 262, 606, 702, 751 DARS Agencies 1,420 Next Wave Candidates CodesAgencyFTE’s 122DPB45 140DCJS102 152Treasury111 161TAX925 181DOLI150 222DPOR195 223DHP209 301VADACS495 CodesAgencyFTE’s 423DHR38 601VDH3,789 720DBHDS240 937SVHEC39 960DFP96 701, 711, 742, 756, 766, 767 VADOC2,440 Subset (TBD) of this group will target on-boarding onto TAL in late Jun 2013

18 18 Agency Next Steps (1)Adopting Wage 3 system if not already participating (2)Assessing accuracy/completeness of PMIS Data Fields critical to TAL performance (3)Early Identification of Agency POCs for key roles -HR User -Agency Training Lead -Agency TAL Configurer (4)Assessing agency culture and readiness for transition to an online system - DHRM will provide a Readiness Self-Assessment Tool (5)Staying up-to-date with TAL requirements, functionality, and on- boarding expectations.

19 19 Questions

20 20 DHRM Next Steps 1)When we leave today, DHRM will: Work on concluding Design efforts & continuing Build & Testing Efforts Develop Training Execute various aspects of Communication and Change Management Plan 2) DHRM plans to continue: Convening agency meetings to share new application functionality Sending periodic progress updates Updating its website to provide a place where different groups (HR professionals, employees and others) can learn more about TAL

21 21 Go-Forward Communications Plans (1)Regular technical communications with Agency POCs (2)Messages from the Sponsor (3)TAL Bulletins for a “general” audience (4)Training Plans (5)Template Communications for internal agency distribution to supervisors and employees

22 22 Contact Information Website: Rue White – DHRM’s TAL Business Lead 804-225-3564 Leonard Nottingham – TAL Project Manager 804-380-8441 Diane Anderson – Lead TAL Business Analyst 804-225-2730

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