Presentation on theme: "The Office of State Finance"— Presentation transcript:
1The Office of State Finance CORE Oklahoma__________________________________________________The Office of State FinanceCOREHCM ForumApril 20, 2011
2Agenda Drivers License Data, Benefit Record # and Department 0000000 CORE Oklahoma__________________________________________________AgendaDrivers License Data, Benefit Record # and DepartmentAlan BinegarTotal Comp StatementsFrank Wade, EBCELM Update, Systems Integration, Travel Checks & Direct DepositStacy BonnerPayroll Enhancements, Tips & New ChangesCarol Barton
3The Office of State Finance – ISD CORE CORE Oklahoma__________________________________________________Alan BinegarHRMS AdministratorThe Office of State Finance – ISD CORE
4Drivers License Data CORE Oklahoma __________________________________________________Drivers License DataDeveloping an interface to load in existing data from legacy systemsWorking on a file to send to DPSHCM Team working with Agencies to load the DL Numbers data from their legacy applications.We will also develop a process to send a request to DPS to verify the status of the licenses we track in HCM. Not all employees DL Numbers will be populated, just the agencies that decide they require the tracking functionality and identify the employees.HCM Team will address the issue of Proof of Liability
5CORE Oklahoma __________________________________________________ This is where the information will be stored in the HCM system under Personal Information.
6Benefit Record Number Benefit Record Number must match Empl Rcd# CORE Oklahoma__________________________________________________Benefit Record NumberBenefit Record Number must match Empl Rcd#Errors on Concurrent Jobs may affect other agenciesBenefit Record Number will now default to Empl Rcd#Benefit Record Number must match Empl Rcd NumberErrors on Concurrent Jobs may affect other agenciesBenefit Record Number will now default to Empl Rcd NumberThe system used to always default the benefit record number to 0, so if you forgot to change the number on a concurrent job, you could affect another agency’s payroll. Now you will not need to remember to make the numbers match. The system will automatically populate the correct number.
7Department 0000000 Pins – NOT Valid CORE Oklahoma__________________________________________________Department Pins – NOT ValidThe HCM Team found where vacant pin numbers still have an inaccurate department number, ( ).
8Agencies with Department 0000000 Pins CORE Oklahoma__________________________________________________Agencies with Department PinsThis screen reflects the agencies that still have Department associated with pin numbers.To correct use the following:Navigation: Organization Development > Position Management > Add/Update Position InformationChange the Department Number to a Valid DepartmentClick Save
9The Employees Benefits Council (EBC) CORE Oklahoma__________________________________________________Frank WadeIS AdministratorThe Employees Benefits Council (EBC)
11Total Compensation Example Page 1 Governor’s LetterPurpose of the ReportPrinted for EmployeesTotal Compensation SurveyIndividual Statement in BASCompensation and Salary
12Total Compensation Example Page 2 Insurance BenefitsRetirement Benefits (based on retirement plan)SoonerSave
13Key Facts for Total Compensation Reports are for 2010 Employment of a currently active employee. New Hires after December 31, 2010 will not receive a statement.Benefits Coordinators for each agency will receive the printed statements beginning April 15th from EBC by interagency mail.If you have not received your Total Compensation Statements by April 25th , call your benefits coordinator who can verify receipt (or not) and then call EBC if it is missing.Employees may retrieve their personal statement by April 18th by signing on to BAS and selecting Reports> Reprint Total Compensation ReportSurvey available by signing on to BAS and selecting the Survey from the middle of the page (Note box). In addition, a paper copy of the survey will be available for employees through their Benefits Coordinator by April 18th, 2011.
14Employees Benefits Council - Home Page How to Fill out the Employee Survey or Reprint your Statement
15BAS Employee Page (Once signed on you can select …) Employee Page with SurveyReports>Reprint Total Comp. Stmt.
16The Office of State Finance – ISD CORE CORE Oklahoma__________________________________________________Stacy BonnerHRMS Administrator& ELM Project LeadThe Office of State Finance – ISD CORE
17ELM Update Phase II for ELM Phase III for ELM CORE Oklahoma __________________________________________________ELM UpdatePhase II for ELMUtilizing about 10% of the application functionalityProject goes through June 2011Phase III for ELMIn the proposal stage for FY2012 budgetProposal to include: Web-learning, Certification Programs, Training Plan & Budgets, Employee Self Service Rollout, Enhanced Reports, Financials Integration, etc.
18ELM Agencies Pilot Phase II DEQ OSF-CORE Classes OSEEGIB Career Tech ODOTOPMOSDHDRSDCSOSF – Certified Financial Officer Training
19ELM Update External Learners CORE Oklahoma __________________________________________________ELM UpdateExternal LearnersELM to only service a small population of External LearnersAMANDA Project will handle large populations of External Learners serviced by the StateLicensing, Certifications, etcBrett Johnsonor
20PeopleSoft System Integration CORE Oklahoma__________________________________________________PeopleSoft System IntegrationWhat is it?
21System Integration CORE Oklahoma __________________________________________________System IntegrationThis screen shot reflects the System Integration between the HCM system to the following applications:CRM – Help DeskFIN – FinancialsELM – Enterprise Learning ManagementAgency – Interfaces into PeopleSoftAgile Assets – ODOT Time tracking system for Phase II implementationHCM populates personal information to the other applications: i.e., name changes, business addresses, business phone numbers, direct deposit for travel checks
22System Integration HCM to ELM HCM to CRM HCM to FIN CORE Oklahoma__________________________________________________System IntegrationHCM to ELMName changesaddressHCM to CRMName, PhoneaddressHCM to FINDirect DepositTime & Labor Data
23- No more duplicate entry - Reduces the error rate CORE Oklahoma__________________________________________________System IntegrationHow is it changing the way we do business?- No more duplicate entry- Reduces the error rate- Provides more accurate reporting- Allows for time to do other tasks
24What is the role of CORE? CORE Oklahoma __________________________________________________What is the role of CORE?Maintain software functionalityPartner with OPM, DCS, etc. to develop Business Processes applying State Laws & Rules to PeopleSoft SystemsUpgrade and Implement new software servicesSupport Agency Business ProfessionalsConduct independent enhancement projects with agenciesEvaluate Business Processes for agencies
26What is the process for getting new services? CORE OklahomaWhat is the process for getting new services?Log a Helpdesk case at (405) or .You will be contacted and a demo will be set up for your agency.A Business Process Analysis (BPA) session will be conducted.Evaluation and planning occur between OSF and agency.Your application environment or service is built.User Acceptance Testing (UAT) occurs.When business processes are proven and testing is completed, then agency is ready to Go-Live with the new service.
27Travel Checks & Direct Deposit Notice CORE OklahomaTravel Checks & Direct Deposit NoticeName & Direct Deposit Info vs Business AddressesName & Bank Info Flows to Financials automatically (System Integration functionality)Business Address is captured in HCM, then published to FIN through a processCurrenty in the process of capturing all addresses in HCM, since they were populated for the ELM OPM classesTravel check recipients are now receiving notifications when their check have been processed through Accounts PayableSince travel check recipients are now receiving notifications when their check have been processed through Accounts PayableThe HCM Team is asking the agencies to validate the Business addresses designated as preferred in HCM.HCM has found incorrect business addresses that were loaded and the wrong person is receiving the deposit notification
28Production Support Lead CORE Oklahoma__________________________________________________Carol BartonHCM Coordinator &Production Support LeadThe Office of State Finance – ISD CORE
29Payroll Enhancements Users Locked out of System from 9 PM to 1 AM CORE Oklahoma__________________________________________________Payroll EnhancementsUsers Locked out of System from 9 PM to 1 AMBar Coding to be Added to Garnishment LettersA new report was added to the Longevity Process that will show any employee on paid leave status that may need to be paid LongevityBar Coding to be added to production in the near future.
30Longevity Process CORE Oklahoma __________________________________________________Longevity Process
31Payroll Tips Check Issue Date on Paysheets that are manually created CORE Oklahoma__________________________________________________Payroll TipsCheck Issue Date on Paysheets that are manually createdEarned Income Credit on Tax Data PageEarned Income Credit on Tax Data PageEarned Income Credit Tax box has been grayed outHCM Team has cleaned up the data, (even the terminated employees)
32Earned Income Credit CORE Oklahoma __________________________________________________Earned Income Credit
33CORE Oklahoma__________________________________________________New Payroll ChangesPeopleSoft Tax Update 11-B has been tested and will in Production on April 23, 2011Work has been started on Centralizing Child Support Payments for the State of OklahomaAccounts Payable check will auto generateTesting has started on the FY12 Combo Code change over – watch for changesWork has been started on Centralizing Child Support Payments for the State of Oklahoma Accounts Payable checks
34Next HCM Forum CORE Oklahoma Wednesday, June 15th, 2011 Suggestions for Topics?None were receivedPlease submit a Help Desk Case and the Team will address topic in the next HCM ForumSuggestions for Topics?None were receivedPlease submit a Help Desk Case and the Team will address topic in the next HCM Forum