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Human Capital Management HCM OAKS User Group June 1, 2009 1 Human Capital Management HCM OAKS User Group June 1, 2009 1

Human Capital Management Agenda q q q q q User Group Welcome Payroll Mission Human Capital Management Agenda q q q q q User Group Welcome Payroll Mission Payroll Issues Since Last Meeting Open Enrollment Fiscal Year – End Activities Time and Labor Implementation Status 2009 Contract and Parity Changes Managed Services – what does it mean? Questions 2

Human Capital Management Janet Wampler State Payroll Manager 3 Human Capital Management Janet Wampler State Payroll Manager 3

Human Capital Management Payroll Mission q Introduction-Janet Wampler 614 -728 -4101 q HCM Customer Human Capital Management Payroll Mission q Introduction-Janet Wampler 614 -728 -4101 q HCM Customer Service Help Desk 1 -800 -409 -1205 q One-on-One Meetings q Payroll Training Lab 4

Human Capital Management Utilizing No Retirement Query q Query String – OH_BN_RTR 2 q Human Capital Management Utilizing No Retirement Query q Query String – OH_BN_RTR 2 q Run this T-TH of Pay Process Week q Captures anyone not paying into retirement q Saves making-up retirement and penalties 5

Human Capital Management Payroll Issues Since Last Meeting q What is creating manuals? q Human Capital Management Payroll Issues Since Last Meeting q What is creating manuals? q Time & Labor Self-service approvals q Exceptions not cleared q Schedules not entered q Job Data/Timesheet 6

Human Capital Management Pam Perry HCM Benefits Manager 7 Human Capital Management Pam Perry HCM Benefits Manager 7

Human Capital Management Open Enrollment q Statistics for Open Enrollment q Daily Event Maintenance Human Capital Management Open Enrollment q Statistics for Open Enrollment q Daily Event Maintenance q Reviewing Error Messages 8

Human Capital Management Open Enrollment Statistics q Number of employees that used e. Benefits Human Capital Management Open Enrollment Statistics q Number of employees that used e. Benefits q How many switched plans? 9

Human Capital Management Open Enrollment Statistics q The file containing the Open Enrollment information Human Capital Management Open Enrollment Statistics q The file containing the Open Enrollment information will go to the vendors on 6/12/09 q Agencies have until 6/10/09 to make changes; after 6/10/09, only DAS Central Benefits can make changes q New cards will be issued by the plans 10

Human Capital Management Daily Event Maintenance q Review Open/Closed – Assigned and Notified events Human Capital Management Daily Event Maintenance q Review Open/Closed – Assigned and Notified events daily q Benefits>Manage Automated Enrollment> Update Processing Controls 11

Human Capital Management 12 Human Capital Management 12

Human Capital Management Processing Errors – Messages Benefits>Manage Automated Enrollment>Review Processing Results > Processing Human Capital Management Processing Errors – Messages Benefits>Manage Automated Enrollment>Review Processing Results > Processing Messages 13

Human Capital Management Processing Errors – Messages Benefits>Manage Automated Enrollment>Review Processing Results > Processing Human Capital Management Processing Errors – Messages Benefits>Manage Automated Enrollment>Review Processing Results > Processing Messages Plan type Dependent # 14

Human Capital Management Tom Cruse HCM Human Resources Configuration Manager 15 Human Capital Management Tom Cruse HCM Human Resources Configuration Manager 15

Human Capital Management Fiscal Year–End Activities q Identify the new FY begins with PPB Human Capital Management Fiscal Year–End Activities q Identify the new FY begins with PPB 6/7/09 q Department Updates need to have been made, deadline was 5/29. Any requests after that time period need to be sent directly to Tom Cruse. There are no assurances that anything turned in after the 29 th will be made. q New Departments will be available for use no later than 6/7/09 q New FY Budget tables must be on the system no later than 6/24/09 q Previous Budget to carry forward to new FY 16

Human Capital Management Melissa Walpole Business Transformation 17 Human Capital Management Melissa Walpole Business Transformation 17

Human Capital Management Time and Labor Implementation Status q +7100 users, 32 agencies plus Human Capital Management Time and Labor Implementation Status q +7100 users, 32 agencies plus 30 Boards and Commissions currently q +1700 users, 1 agency by 06/30/09 q +2600 users, 7 agencies by 09/30/09 q Training q Issues 18

Human Capital Management Janine Salloum Ashanin Policy Development Administrator 19 Human Capital Management Janine Salloum Ashanin Policy Development Administrator 19

Human Capital Management 2009 Contract and Parity Changes q OCSEA, 1199 and Parity q Human Capital Management 2009 Contract and Parity Changes q OCSEA, 1199 and Parity q OAKS Impacts 20

Human Capital Management Intermittent Employees q Current intermittent employees may finish their 1000 hours Human Capital Management Intermittent Employees q Current intermittent employees may finish their 1000 hours in current step (OCSEA gets to keep longevity). q No Longevity or other pay supplements as of July 1, 2009. (Exempts ONLY) Upon a new appointment (for both OCSEA and Exempt): q Not eligible for longevity or any other benefits given to “permanent” employees q Not eligible for step increases q Eliminates requirement that work be “irregular and unpredictable” q Shall not serve a probation 21

Human Capital Management Intermittent Employees q OAKS implications: q The system will eventually be Human Capital Management Intermittent Employees q OAKS implications: q The system will eventually be programmed to block step movement for intermittent employees q The system will be reviewed to prevent any supplements from being given to intermittent employees q The system has been programmed to remove any longevity and supplements for Exempt staff effective July 1, 2009. q Any intermittent >1000 hours by July 1 should be terminated and then REHIRE; make sure to check the Stop Wage Progression box 22 q Advance step requests will not be approved

Human Capital Management CT Expiration q Comp time must be used within 365 days Human Capital Management CT Expiration q Comp time must be used within 365 days of the date it was earned q Employees not eligible to accrue leave may not take comp time off in lieu of overtime 23

Human Capital Management CT Expiration q OAKS Implications q For OCSEA employees, effective April Human Capital Management CT Expiration q OAKS Implications q For OCSEA employees, effective April 16, 2009, Comp Time expiration date was changed to 365 days from when earned; Exempt employees will change July 1 q While the name of the plan still indicates 270 days, the description tied to the plan has been changed to 365 day expiration. 24

Human Capital Management Holiday Pay – Part Time Employees q Part-time holiday pay q Human Capital Management Holiday Pay – Part Time Employees q Part-time holiday pay q Frozen from July 1, 2009 – June 30, 2011 q Entitled to 4 hrs beginning July 1, 2011 regardless of work shift and work schedule q During freeze, employees will get credit for 4 hours holiday for purposes of leave accrual and benefits tier 25

Human Capital Management Holiday Pay – Part time Employees q OAKS Implications q Rules Human Capital Management Holiday Pay – Part time Employees q OAKS Implications q Rules associated with holiday pay will be updated to reflect code changes q A code will be created that gives credit for benefits and leave accrual but does not give the employee pay to use for the 4 hours of holiday during freeze 26

Human Capital Management PL Accrual Freeze q No personal leave credit for EE’s exempt Human Capital Management PL Accrual Freeze q No personal leave credit for EE’s exempt from bargaining in December 2009 and December 2010 q EE’s exempt from bargaining will next receive personal leave credit in December 2011 q OCSEA will not receive personal leave in July; resumes July 2011 q No retroactive grant of personal leave credit after the freeze ends q For Exempt positions, between now and December 2009, people who are hired as well as EEs who switch from part-time to full-time will get a prorated amount 27 of personal leave

Human Capital Management PL Accrual Freeze q OCSEA employees may designate 8 hours of Human Capital Management PL Accrual Freeze q OCSEA employees may designate 8 hours of vacation or comp time per quarter in lieu of personal leave for exempt EEs; does not apply to Exempt employees q No change to current personal leave equalization, if EE leaves before December 1, 2009. After December 1, 2009, EE who separates is paid for remaining personal leave. 28

Human Capital Management PL Accrual Freeze q OAKS Implications q q OAKS will not Human Capital Management PL Accrual Freeze q OAKS Implications q q OAKS will not award personal leave credit to EE’s to implement the freeze. Any Exempt hiring between now and July 2011 will be calculated by the system. 29

Human Capital Management PL Accrual Freeze q OAKS Implications TRC’s/Earnings Codes – Employees q Human Capital Management PL Accrual Freeze q OAKS Implications TRC’s/Earnings Codes – Employees q COMPL(CPL) – Compensatory time in lieu of personal leave q This code should be used for employees who have exhausted their personal leave balance and wish to use up to 32 hours of compensatory time in lieu of personal leave during the fiscal year. q VACPL(VPL) – Vacation in lieu of personal leave q This code should be used for employees who have exhausted their personal leave balance and wish to use up to 32 hours of vacation in lieu of personal leave during the fiscal year. 30

Human Capital Management December Conversion q No December monetary conversion of personal leave credit Human Capital Management December Conversion q No December monetary conversion of personal leave credit in December 2009 and December 2010 q May convert personal leave to sick leave q December conversion for personal leave credit will resume in December 2011 q Sick leave conversion as normal for both December 2009 and 2010 31

Human Capital Management VL Accrual q Employees will start accruing the higher amounts at Human Capital Management VL Accrual q Employees will start accruing the higher amounts at years 4, 9, 14, 19 and 24 to avoid the dump q Can use vacation after probation is served q Employees in their 4 th, 9 th, 14 th, 19 th and 24 th year on August 30 th will receive an additional prorated amount of vacation 32

Human Capital Management VL Accrual q OAKS Implications q The system will be programmed Human Capital Management VL Accrual q OAKS Implications q The system will be programmed to move the employee to the higher accrual automatically q As for the proration, HRD will be calculating and determining how this will be administered 33

Human Capital Management Sick Leave Accrual q Hours 40. 1 -80. 0 are paid Human Capital Management Sick Leave Accrual q Hours 40. 1 -80. 0 are paid at 70% unless: q Overnight hospital stay (OLD) q Outpatient surgery (NEW) q Request was made 30 calendar days in advance for prescheduled medical appointments (NEW) q Supplemented to 100% with available sick leave q Physician’s statement required first day back 34

Human Capital Management Sick Leave Accrual q OAKS Implications TRC’s/Earnings Codes – Employees q Human Capital Management Sick Leave Accrual q OAKS Implications TRC’s/Earnings Codes – Employees q SCWSP(SCK) – Sick leave for wellness visits q This code should be used to pay sick leave at 100% for wellness visits that have been scheduled 30 days in advance for employees who are in the second 40 hours of usage for the leave plan year. q Currently, supervisor approval date is “date stamped” in system, not the date employee submitted request. Will be available in Time and Labor Self Service effective June 21, 2009 35

Human Capital Management Salary Continuation q Effective Date: Will be set by administrative rule. Human Capital Management Salary Continuation q Effective Date: Will be set by administrative rule. Fall 2009. q New program in lieu of WC q For all workplace injuries that are not caused by a ward of the state q 480 hours at full pay q Approved Physician 36

Human Capital Management Salary Continuation q OAKS Implications TRC’s/Earnings Codes – Agency Timekeepers Only Human Capital Management Salary Continuation q OAKS Implications TRC’s/Earnings Codes – Agency Timekeepers Only q SALCN(SCN) – Salary Continuation for Service Connected Injury and Illness q This code should be used for salary continuation pending the determination of a Worker’s Compensation claim not to exceed 480 hours per claim. This TRC will allow the employee to accrue sick/personal leave but not vacation. q FMSAL(FSC) – Salary Continuation for Service Connected Injury and Illness q Same as SALCN(SCN) and will be counted toward FMLA hours. 37

Human Capital Management 67% Disability Rate q Allows employees to supplement their disability leave Human Capital Management 67% Disability Rate q Allows employees to supplement their disability leave with comp time; effective ~October 2009 q Effective July 1, Disability benefits are paid at 67% of the employee’s base rate of pay q Claims filed on or after October 29, 2006 but before July 1, 2009 are grandfathered q Does not restart the one-year lifetime max 38

Human Capital Management 67% Disability Rate q OAKS Implications q TRC’s/Earnings Codes – Agency Human Capital Management 67% Disability Rate q OAKS Implications q TRC’s/Earnings Codes – Agency Timekeepers Only q DISGY(DSG) – Disability payment at 67% with supplement q This TRC should be used for new disability claims that will pay at 67%. This will be charged against the E/F plan balances. DISGN(DSG) - Disability payment at 67% without supplement q This TRC should be used for new disability claims that will pay at 67%. This will be charged against the E/F plan balances. q 39

Human Capital Management 67% Disability Rate q OAKS Implications TRC’s/Earnings Codes – Agency Timekeepers Human Capital Management 67% Disability Rate q OAKS Implications TRC’s/Earnings Codes – Agency Timekeepers Only q FDSGY(FDG) – FMLA disability payment at 67% with supplement q This TRC should be used for new disability claims that will pay at 67%. This will be charged against the E/F plan balances and count toward FMLA hours. q FDSGN(FDG) – FMLA disability payment at 67% without supplement q This TRC should be used for new disability claims that will pay at 67%. This will be charged against the E/F plan balances and count toward FMLA hours. 40

Human Capital Management Wage Progression q Moratorium from June 21, 2009 to June 20, Human Capital Management Wage Progression q Moratorium from June 21, 2009 to June 20, 2011 q No retroactive step advancement after the freeze 41

Human Capital Management Wage Progression q OAKS Implications q Wage progression program will be Human Capital Management Wage Progression q OAKS Implications q Wage progression program will be turned off q EEs hired prior to freeze, DAS report will identify those entitled to a step; the step will have to be added manually by the agency 42

Human Capital Management Cost Savings Days q Full-time Permanent (Most Employees) q 10 cost Human Capital Management Cost Savings Days q Full-time Permanent (Most Employees) q 10 cost savings days each fiscal year 2010 and 2011 q Prorated amount equivalent to 3. 076 hours q Applies to anyone receiving “pay” as an employee 43

Human Capital Management Cost Savings Days q Scheduling CSDs q Full-day increments q By Human Capital Management Cost Savings Days q Scheduling CSDs q Full-day increments q By canvass or agency process q Must occur between July 1, 2009 and June 19, 2010 44

Human Capital Management Cost Savings Days q Scheduling CSDs (cont. ) q Retirees must Human Capital Management Cost Savings Days q Scheduling CSDs (cont. ) q Retirees must schedule a prorated amount of days approx 3. 076 hours for every pay period working in the fiscal year prior to retiring; can be used immediately prior to retiring (exempts only) q EE must use CSDs before scheduling other full days of leave, employee may determine which future request to cancel 45

Human Capital Management Cost Savings Days q Waiting Periods q When required for an Human Capital Management Cost Savings Days q Waiting Periods q When required for an employee leave or benefit program (disability, childbirth/adoption) q May only use as much time as has been deducted by that point in the fiscal year q Does not apply to Workers Comp 46

Human Capital Management Cost Savings Days q Equalization (Most employees) q If employee is Human Capital Management Cost Savings Days q Equalization (Most employees) q If employee is PREVENTED (by agency) from taking CSD by end of fiscal year, last pay check will be adjusted. q Employees who separate service prior to equalization will have pay corrected or balances adjusted q No equalization for PR 15 and above, if Overtime Exempt 47

Human Capital Management Cost Savings Days q Part-time employees lose holiday pay q No Human Capital Management Cost Savings Days q Part-time employees lose holiday pay q No proration q 4 hour credit for health care and leave accrual q New hires’ CSDs are prorated by the system based on how many pay periods are left in fiscal year from start date 48

Human Capital Management Cost Savings Days q OAKS Implications q CSDFD – Cost Savings Human Capital Management Cost Savings Days q OAKS Implications q CSDFD – Cost Savings Day Fund q This deduction will be added to all full time OCSEA and exempt employees. The system will create proceeds (= 3. 076 x the total hourly rate) from each employee and add it to the Cost Savings Day Fund to pay for holidays and cost savings day leave as appropriate. 49

Human Capital Management Cost Savings Days q OAKS Implications q CSD hours will be Human Capital Management Cost Savings Days q OAKS Implications q CSD hours will be seen on: E-pay on June 15, 2009 Paystub on June 19, 2009 q First CSD deduction will be in the check employees receive on July 2, 2009 50

Human Capital Management Cost Savings Days q OAKS Implications New leave plan q 5 Human Capital Management Cost Savings Days q OAKS Implications New leave plan q 5 U – Cost Savings Day Leave q This leave plan will be added to full time OCSEA employees not in units 3, 4, and 5, in addition to, full time, exempt employees. This will appear in the leave array in the employee master file. q All interfacing and Kronos leave balance files are being modified to add fields to relay this information back to the agencies. q For those agencies that use Time and Labor Employee Self Service, the custom request for leave page will be modified to show in the balance box. 51

Human Capital Management Cost Savings Days q OAKS Implications TRC’s/Earnings Codes - Employees q Human Capital Management Cost Savings Days q OAKS Implications TRC’s/Earnings Codes - Employees q CSDLV (CSD) – Cost Savings Day leave q This code will be paid from the cost savings day fund and will be charged against the 80 hour bank of leave for eligible OCSEA employees and exempts. This code is not a “leave without pay” code but will instead provide the employee with eight hours of pay. q “acts” like sick leave/OT accrual in the same week; employees should use OTSTR when CSDLV and overtime is accrued in the same week q HUCSD(HUC) – Holiday unpaid cost savings leave q This code should be reported by part-time employees who will forfeit holiday pay in lieu of paying into the cost savings day fund. It will be counted as hours worked for purposes of 52 calculating leave accruals and the part-time hospitalization rate tier.

Human Capital Management Cost Savings Days q OAKS Implications TRC’s/Earnings Codes – Agency Timekeepers Human Capital Management Cost Savings Days q OAKS Implications TRC’s/Earnings Codes – Agency Timekeepers Only q CSDBA(CSA) – Cost Savings day leave balance adjustment q This code should be used to increase a person’s cost savings day balance. The earnings code should be rarely used; adjustments to the hours used should be made on the timesheet only. q CSDNA(CSN) – Cost Savings day leave negative balance adjustment q This code should be used to decrease a person’s cost savings day balance. The earnings code should be rarely used; adjustments to the hours used should be made on the timesheet only. 53

Human Capital Management Cost Savings Days q OAKS Implications TRC’s/Earnings Codes – Agency Timekeepers Human Capital Management Cost Savings Days q OAKS Implications TRC’s/Earnings Codes – Agency Timekeepers Only q HECSD(HEC) - Holiday paid exempt cost savings day q As there are no exceptions from use of the cost savings days, agencies will use this TRC for used for exempt employees similar to employees in bargaining units 3, 4, and 5 that will use cost savings days on the holidays in lieu of using HOLLV. This TRC will draw down against the cost savings day balance so that these employees will end up with a zero balance at the end of the year. q HPCSD(HPS) – Holiday paid cost savings leave q This code will be paid from the cost savings day fund and will be used instead of HOLLV for OCSEA employees in units 3, 4, and 5 employees whose holidays are to be funded by the 54 cost savings fund. Employees using HPCSD will not have any hours in the leave bank to drawn down against.

Human Capital Management Cost Savings Days q OAKS Implications q Equalization will occur the Human Capital Management Cost Savings Days q OAKS Implications q Equalization will occur the ppe June 19, 2010 q The system will automatically “take” the balance of unused CSD and apply it to the fund q Salaried employees will be excluded from equalization 55

Human Capital Management Cost Savings Days q OAKS Implications q Balance reset will occur Human Capital Management Cost Savings Days q OAKS Implications q Balance reset will occur June 20, 2010 q Balances are tracked per fiscal year q Balance proration of new hires will be factored using the effective date of hire plus the number of pay periods through the beginning of the next fiscal year 56

Human Capital Management Cost Savings Days q OAKS Implications q CSS - Cost savings Human Capital Management Cost Savings Days q OAKS Implications q CSS - Cost savings at separation q This code should be used for employees who are separating to pay off cost savings leave balances. 57

Human Capital Management New Queries/Reports q Query to catch any new intermittent rehired above Human Capital Management New Queries/Reports q Query to catch any new intermittent rehired above Step 1 q Query to catch when new in lieu of TRCs are used more than 8 hours per quarter q Query for agencies to use in administering policy 58

Human Capital Management Brandon Smith Business Transformation Program Manager 59 Human Capital Management Brandon Smith Business Transformation Program Manager 59

Human Capital Management Managed Services q The addition of our Managed Services Vendor for Human Capital Management Managed Services q The addition of our Managed Services Vendor for People. Soft maintenance, enhancements and hosting means that the roles of OAKS and HRD will change slightly. q Expected Benefits: q System scalability, q Cost containment, q Improved disaster recovery and separation of duties, q Greater system uptime and availability. 60

Human Capital Management Managed Services - Impacts q Moving toward bundled system “releases” for Human Capital Management Managed Services - Impacts q Moving toward bundled system “releases” for quality & consistency q New governance model for enhancements and projects q Code “freeze” until first release: September 1, 2009 61

Human Capital Management Managed Services - Timing q Accenture begins application operations on June Human Capital Management Managed Services - Timing q Accenture begins application operations on June 22 nd, 2009. q Accenture begins infrastructure operations on August 3 rd, 2009. 62

Human Capital Management Future Meetings q August 24 q October 19 q December 2 Human Capital Management Future Meetings q August 24 q October 19 q December 2 63