HR011_Underfill_positions - Core-CT



Application: HRMS

Module: Human Resources

Business Process: Manage Job Classifications and Positions

Requirement Number: HR011

Requirement Title: Ability to store the jobcode relationships for jobcodes that may be underfilled.

Module Leads: Lina Simonu, Lisa Lagus

1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

The underfill process is used for recruitment and for trainee classifications. Incumbents have not yet gained the experience or training necessary to qualify for a job or the bargaining unit has a underfill requirement when first employed (Maintainer, Mental Retardation Worker, Correction Officer). An employee may work in a lower position for a certain time period to gain the experience necessary to qualify for the higher position. Upon completion of the time spent in the lower class the employee is either promoted by a Q-item or by the examination process. This technique is particularly useful in recruiting Affirmative Action candidates. The State's current system will only allow appropriate underfills. PeopleSoft provides the ability to override position data at the employee level. This includes the job code for underfilling. However, PeopleSoft will allow the position to be overridden/underfilled with any job code as there is not a table to restrict this process based on the State's business rules.

2. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

PeopleSoft allows you to edit/override on the employee side the position the employee is filling using the position override function, however, PeopleSoft allows you to fill the position with any level of position. There are no edits to prevent you from filling a Correctional Officer with a Commissioner. Because the Salary Plan, Grade, and Step are associated with the job code, an inappropriate use of this function could result in underpayment or overpayments of employees. PeopleSoft needs to allow only those underfills appropriate to the classification in order to facilitate the underfill process, which is a recruitment tool used by the State. This process occurs at least 1,400 times per year, in various agencies on a daily basis. At this point, the team is not aware that PeopleSoft will provide this functionality in a future release. NP2, NP4 and Q item’s 450 and 500 affect underfills

3. Required By: (Y/N)

Federal ____ Agency ____ Bargaining Unit _Y ___

State Statutory ____ State Regulatory _Y___ State Procedural ____

4. Requirement Priority

High (High, Medium, Low – please see “Requirements Prioritization Criteria”)

5. Recommended Solution

Enter an “X” next to the appropriate category

___X___ Process Solution

_1_ Option Number

__ ___ Application Modification

___ Option Number

6. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

Process change is recommended because even with a modification to PeopleSoft, Agency HR Specialist will still be able to overide the jobcodes by checking the “position data override”.

7. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

Post audits of job transactions will need to occur by the Central DAS auditing team.

Agency HR Specialist will need to be trained on the process change.

8. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. Underfills could be maintained on the DAS Classification Database and the DAS Website. The Agency HR Specialist would verify through the website if the underfill was appropriate and override the jobcode when needed. DAS Post Audit Team would need to review for accuracy.

Option 2. Implement workflow approvals to ensure underfills are approved before payment is made. This would require Central DAS to approve all underfills.

9. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type: On-line

Complexity: Medium

Description: Create a page and record to store the jobcode relationships for jobcodes that may be underfilled with another jobcode. Peoplecode needs to be added to the jobcode field on the job data record to validate whether or not the original jobcode can be underfilled based on values that exist on the jobcode relationships page and record.

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