Time, Attendance and Leave (TAL) Project Presentation and Discussion December 14, 2011

Agenda 2 Welcome DHRM Team Introduction Project Overview, Scope & Timeline Questions TALs Fit with Other Central Administrative Systems Questions What DHRM Needs from Agencies TAL Requirements & Agency Questionnaire Discussion Questions Contact Information

DHRM Team Members Charter AspectHighlight Sara WilsonDHRM Agency Director Project Sponsor Rue WhiteDHRM Dir. of Agency Human Resource Services TAL Business Owner Belchior MiraDHRM ITECH Division Director TAL System Owner Leonard NottinghamTAL Project Manager Diane Anderson, Debbie Rigdon, Mike Pote, Deanna Goldstein TAL Business Leads & Subject Matter Experts 3

Project Overview Charter ItemHighlight Project PurposeProvide an Enterprise Available TAL solution ScopeCapture and Report Time, Attendance and Leave Data ScheduleDeploy TAL Solution April 2013 with phased on- boarding thereafter Budget~ $952,000 4

Project Scope – Whats In The TAL solution will provide an automated means: 5 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 (Note: These employees and their positions must be set up in PMIS.) 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

Project Scope – Whats Out 6 – 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)

Project Schedule 7 We are here

8 Questions

9 PMIS TAL CIPPS Employee and position data (salaried and wage) comes to TAL from PMIS TALs Fit With Other Systems Time and leave data is captured in TAL Hours worked (not leave) are interfaced to CIPPS

10 What Can / Will Be Captured in TAL? Hours Worked Leave Wage Salaried Non-Exempt Salaried Exempt

11 What is sent to CIPPS from TAL? Hours WorkedLeave Wage Salaried Non-Exempt (for overtime) Salaried Exempt (for overtime)

TALs Fit With Other Systems 12 CIPPS CIPPS-Leave TAL TAL-Leave

13 Questions

14 Current Needs from Agencies ItemDue Sign Attendance SheetEnd of Meeting Complete Agency Questionnaire 12/30/2011 Review and Comment on Requirements Various DHRM Facilitated Sessions Final Agency Comments to Leonard Nottingham by Thursday 1/12/2012

15 TAL Requirements Discussion & Handout

16 Requirements will be available on-line Developed from two existing sets of system requirements TAL Requirements Requirements listed in a tabbed spreadsheet - In - Out - New - Reports What vs. How Save agencies work and get agency feedback

17 TAL Requirements Opportunities for agency questions on requirements: Session 1 – Friday, Dec. 16 th 2PM – 3PM (Leave Requirements) Session 2 - Tuesday, Dec. 20 th 2PM – 3PM (Time Capture Requirements) Session 3 - Wednesday, Jan. 4 th 2PM – 3PM (Leave Requirements) Session 4 - Friday, January 6 th 2PM – 3PM (Time Capture Requirements) Session 5 - Tuesday, January 10 th 2PM – 3PM (Any Requirement Questions) Agency comments due by 1/12

18 Employee Employees Supervisor HR Enters Data On Timesheet Time Employee Work Cycle Review & Approve Lock & Review Reviews Timesheet Reviews Summary Pay Period Data General Timesheet Data Flow

19 Agency Questionnaire Discussion & Handout

20 Identify the appropriate contacts for follow-up questions Responses help validate and verify requirements Agency Questionnaire Due by Friday 12/30

21 Questions

22 Contact Information Website: (Coming soon!) Rue White – DHRMs TAL Business Lead Leonard Nottingham – TAL Project Manager Diane Anderson – Lead TAL Business Analyst

23 Next Steps ItemDue Sign Attendance SheetEnd of Meeting Complete Agency Questionnaire 12/30/2011 Review and Comment on Requirements Various DHRM Facilitated Sessions Final Agency Comments to Leonard Nottingham by Thursday 1/12/2012