July 2010 System Release Monday March 1 2010

July 2010 System Release Monday, March 1, 2010

Agenda for March 1, 2010 • Log In and Home Page Changes/Functionalities • System Branding • Security Role Code Changes (New Codes, Modifications to Existing, etc. ) • Other Security Changes (Password Changes, Access to Terminated Employees, Audit Trail, etc. ) • Health & Insurance Changes • Management Reports • Data Warehouse (External) Reports • Data Warehouse Changes 2

System Wide Changes • Page 1 of Summary Document • Update underlying software and platforms to use the latest versions offered by the respective vendors • New branding -- People First logo, colors, header, footers on home pages, Web site links, etc. • New look and feel for all home pages • Improved performance (reaction time) • Most fields, images and buttons will have tooltips (hover functionality) 3

System Wide Changes • Page 11 of Summary Document • Users will no longer have to toggle between “My Direct Reports” and “My Role View” • Users with direct reports will default to their direct report employees/positions when launching the My Direct Reports page • Users without direct reports, but with one or more groups (e. g. , requisition, timekeeper, etc. ) assigned to them will see a flat list of all individuals in their groups • Users with the traditional HR roles (A, C, G, H and X -- New role) will see the top position(s) in their agency • For all other users, the search screen will default to no records found 4

Log In Page • Page 1 of Summary Document • New improved Message Area • The “Job Seekers” section is being redesigned to include: – Ability for users to browse jobs, create an account or log in – Link to Frequently Asked Questions • The “User Log In” (State Employees and Retirees) section is being redesigned to include: – List of things that can be performed (e. g. , complete time sheet, update address) – Service Center contact information added • Link to Frequently Asked Question • New “Helpful Web sites” section with links to key “employee based information ” Web sites 5

Home Page • • Page 2 of Summary Document New design, colors and People First logo “Actions” tabbed will be re-titled to “PAR” Tabs (e. g. , Management, Time & Payroll, Staffing) will be re-ordered based on the user’s role • The “Job Applications” tab is being removed (added as link in Helpful Web site section) • New header (will be on all pages) containing: – – Print link - opens the standard print dialog box Alerts link - takes the user to their Alerts box My Time sheet link – opens the employee’s time sheet Contact Us link – containing Service Center contact information • New footer (will be on all home pages) 6

Home Page • User Information Box - will display the user’s ID, name and position title for all positions held • Updated “My Quick Links” section • New “Helpful Web sites” section • New “My Tasks Due” section • Updated “My Alerts” section • New “Announcements” section 7

Security Changes • Pages 11 - 13 of Summary Document • Agencies will be able to assign internal HR roles to OPS employees • Access to role codes have been cleaned up to ensure appropriate access • “L” role code is being deleted • New role codes to allow statewide view access to Health and Insurance information 8

Security Changes • New Role Codes: – ‘I’ – Agency Inspector General – ‘J’ – Agency Training Coordinator – ‘K’ – Agency HR View without Benefits -- Org Code Range Allowance – ‘U’ – Agency HR -- Org Code Range Allowance – ‘X’ – Agency HR with Statewide Benefits View – ‘Y’ – Agency HR with Statewide Benefits View -Org Code Range Allowance 9

Security Changes • Security Screen – Updated to track date and time of changes – Updated to remove ability to assign a role code retroactively – Updated to include Org Code Allowances – Updated to require Statewide access to be assigned by DMS 10

Security Changes • Audit Trail – Updated to include additional information – DMS Security Manager will have the ability to run some audit reports • Password Changes – Allow up to 30 characters (min of 8) – New passwords will require, at least one upper and lowercase letter and one number – Can’t re-use last 10 passwords 11

Security Changes • Internet Browsers – Support IE 8 & IE 7 – Support Firefox for Mac Users – Allow other browsers (not supported) – Logged out after 30 minutes of inactivity 12

Security Changes • Page 14 of Summary Document • Agencies will have the ability to access terminated employees after employment ends • Update Access for 30 to 60 days, depending on role code • View access for 30 days to infinity, depending on role code • Employee ID creation 13

Benefits Letters • Page 13 of Summary Document • New header and footer • Benefits Confirmation statement and letter will be updated to show the early effective date (when elected) for health and life insurance • Letters are being updated for plain language 14

Qualified Status Changes • Page 13 of Summary Document • Ability to act upon the same QSC multiple times, making changes or enrolling in different insurance plans • New edits to prevent enrollment of a second spouse • Allow addition of multiple dependents during QSC’s that allow multiple dependents to be added • New edits to prevent the dependent spouse (spouse program only) from adding dependents to health insurance • New edits to ensure that terminating the spouse program only allows the spouses to change coverage levels/drop dependents, not change carriers • New warning message when changing the annual Medical FSA amount during a QSC 15

Management Reports • Pages 15 – 17 of Summary Document • 22 Management Reports • New reporting module, with additional flexibility built in allowing users to select from a variety of filters and sorts for most reports • Reports are real-time reports (no overnight refresh required) • Ability to export to Excel or print/publish as a PDF 16

Management Reports • New Reports – Benefits: • Dependent Documentation • Early Effective Date – Payroll: • • • Duplicate Payments Report Retroactive Payments Report Payroll Changes Report Potential Overtime Report Pay Additive Monitoring Report Miscellaneous Deductions Report 17

Management Reports • New Reports – Leave and Attendance • Leave Summary Report (current balances) • Missing Timesheet Report • FMLA/FSWP Report – Miscellaneous Reports • Groups Report • Training Transcript 18

Management Reports • Existing Reports – Updated – Payroll • File 1 (Payroll Output) Report • Leave Without Pay Report – Leave and Attendance • Time Audit Report • Time Information Report – Miscellaneous Reports • • • Evaluation Summary Report Evaluation Due Report Outstanding Training Report Training Summary Report Training Library Report 19

External Reports • Pages 17 – 21 of Summary Document • “External Reports” link on the Management tab will be renamed to “Data Warehouse Reports” • New look and feel for all pages • New Helpful Links Section • Reports will be group by category (All, leave, budget, HR or benefits) • Standardized format (header, footer, column names, filter names, etc. ) • Enhanced Report Selection Criteria (new filters, sorts, etc. ) • Ability to export to Microsoft Excel (xls, xlsx) , Windows Notepad, Text (csv, text), Extensible Markup Language (xml), Hyper. Text Markup Language (html) or Adobe Acrobat (pdf) 20

External Reports • System status page (Stoplight) will include legend – Red -- The materialized views have not updated and the data in most views is at least two days old – Yellow -- Some materialized views have been updated any data returned in your query is two days old until the update is completed – Green -- All materialized views are updated and most views are current as of the previous day. • Data Warehouse user role code security – Enhanced functionality allowing user access to be defined by organization code and agency ranges 21

External Reports • New Reports – Benefits • Benefits Cancellation Report • Benefits Changes Report – EEO Reports • EEO Utilization Reports • EEO Workforce Reports – Leave and Attendance Reports • Leave Balance Reports – Miscellaneous Reports • Licensure Expiration Report • Turnover Report 22

External Reports • Existing Reports – Updated – – – Appointment Status Expiration Average Salary by Class Code/Pay Grade Benefits Premium History Benefits Over/Under Budgeted Positions Report Employee Roster Report LAS/PBS Reports New Hires Report Position Vacancy Report Rate Report Separated Employees Report 23

Data Warehouse Changes • Pages 21 – 23 of Summary Document • New Views – ALM View – Leave Payout View – Outside Employment View – Role Org Code Restricted View • Updated Views for – Class Assign Date – Key Service Dates 24