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|Type: July 2010 System Enhancements |ID Number: 01 - July 2010 Updated |

|Date: August 30, 2010 |Subject: Summary of Changes for |

| |July 2010 System Release |

Suggested Audience:

Human Resource Offices

Details:

The following is a listing of the system changes that are being implemented with the July 20, 2010, People First system release. This information is intended to give agencies a better understanding of what is included in the release and how both their HR offices and their employees will be impacted.

Changes since the revised version provided on May 12, 2010, are highlighted in yellow.

System Wide Changes

• 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 over functionality)

Log In Page

• New design, colors and People First logo

• 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 Questions

• New “Recruitment” section with information related to working for the State of Florida

• New “Helpful Web sites” section with links to key “employee based information ” Web sites

Home Page

• 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)

• User Information Box - will display the user’s ID, name and position title for all positions held

• The “My Quick Links” section will be updated to contain the most commonly used screens

• New “Helpful Web sites” section with links to key “employee based information ” Web sites

• New “My Tasks Due” section that will identify tasks requiring an action by the user. Examples:

➢ Setup Direct Deposit

➢ Complete W-4/W-5

➢ Create Home Address

➢ EEO Veterans Preference

➢ Emergency Contact

➢ Outstanding Time sheet

➢ Time sheets Needing Action or Approval

➢ PARs Pending Approval

➢ PARs Pending Action

• Updated “My Alerts” section:

➢ All time sheet alerts (except the rejected time sheet alert ) are being removed

▪ All other time sheet messages will be captured in the “My Tasks Due” section

➢ All PAR alerts are being removed

▪ All PAR alerts will be captured in the “My Tasks Due” section

• New “Announcements” section -- important messages for system users

Time Sheet

• Rename from “Employee Time Entry” to “Employee Time sheet”

• Present the time sheet on one screen as follows:

➢ Biweekly time sheet – 14-day period

➢ Monthly time sheet – First to last day of month

➢ Monthly OPS time sheet – 15th to 14th

➢ 28-Day time sheet – 28-day period

Time Sheet -- Overview Section

• Will be presented by pay period or 28-day period (for 28-day employees)

• Will include a Status Column (e.g., Approved)

• Will display the time sheet status (color) for each pay period. Status will be populated as follows:

➢ In Progress will be shown for multiple statuses if all entries are in status 10

➢ Submitted (20) -- Yellow

➢ Approved (30) -- Green

➢ Rejected (40) -- Red

➢ Unapproved (60) -- TBD

➢ Blank if no action has been taken on time sheet for that period

• Date sequence will match the Leave Balance Overview date sequence

• Will default to the oldest past due incomplete time sheet without approved time on it

➢ Will default to edit mode for E role

➢ Will not be able to submit current/future time sheets if past time sheets are outstanding

▪ HR users will be able to override this functionality

▪ Does not apply to Lottery, FSDB, DMA or to OPS employees

• A “Helpful Links” section will include the following links

➢ When Do I Get Paid? -- Will have the state’s pay periods and warrant dates

➢ Time sheet FAQ’s -- Will have time sheet questions and leave type definitions

➢ Payroll Information -- Link to DFS Employee Earnings Statements log in page

Time Sheet -- Details Section

• Will include a summary of hours by pay period and by FLSA period

• Time sheet will default to five rows when accessing, will still be able to add additional rows or apply time sheet template

• A new “Time Sheet Summary” report will be available from the time sheet screen for employee’s to run

• A tooltip will display when hovering over each individual hours field showing:

➢ The last changed date and time

➢ Approved and unapproved date and time for unapproved records previously approved

➢ Name and employee ID of person who made the last change

• Ability to submit directly from the employee’s time sheet screen (no second screen)

• Ability to submit individual FLSA periods or all FLSA periods at one time

• A new “Check Time Sheet” feature (will check for errors prior to submitting)

➢ Error checking feature will also be applied when submitting your time sheet

• Ability to complete and submit mid-period hire or mid-period separation time sheet

• Ability to submit when FLSA periods or FTE is changed during the period

• Comments field will allow up to 255 characters to be entered per comment

• Will be able to add multiple comments

• Each comment will display the time stamp and User ID (name of person entered by People First) who entered the comments

• Synch Military Leave PAR actions with time sheet to ensure correct codes (82 or 83) are used

• Change hours type 0056 from “Other Admin Leave” to “Admin Leave Other”

• Certification section will be moved to top of the “Detail” section of the screen

➢ Certification statement will also be updated

• When a separation PAR is completed, system will check for any future dated time sheets

• Most warning and error messages will be updated to ensure they are written in plain language

• Additional edits to prevent duplicate entries on the time sheet

• Correct use of Personal Holiday for part-time employees – time sheet will allow for entry up to eight hours multiplied by the employees FTE, rounded to the nearest quarter hour

• Allow Personal Holiday to be split over multiple charge objects for the same day (can’t be split over multiple days)

• Allow multiple Call Back entries for the same day -- system will treat each occurrence separately for determining if the employee worked the guaranteed hours, or is owed additional compensation

Time Sheet -- FMLA

• New reason codes will be created titled “Military Caregiver” and “Qualifying Exigency”

• “Qualifying Exigency” will have the current 12 week edits that are in place today

• When an employee exceeds 12 weeks using “Military Caregiver” a warning message will be given to contact HR office

• Correct issues that prevent the FMLA/FSWP check box from being marked during the FMLA/FSWP approved period

Time Sheet -- Office Closure

• A new hours type 1006 – “OFC Closure Essential SVC” will be created for Career Service and SES employees to use when working during an office closure

• The time entered will accrue special compensatory leave on an hour for hour basis

Time Sheet -- Charge Objects

• Will be able to use Charge Objects that are active during any portion of the period being entered

• Ability to update “Charge Object” and “Hours Type” after saving, prior to being approved

Time Sheet -- Workers’ Compensation

• Employee will be able to enter full holiday credit when on Workers Compensation if:

➢ Full compensable hours are recorded on the work day before the holiday; and

➢ No Workers Compensation hours are recorded on the work day before the holiday

• If PAR processed to return employee on the holiday, hours will default as follows:

➢ Full-time employees: Greater of eight hours and scheduled hours on holiday

➢ Part-time employees: eight hours multiplied by the employee’s FTE

• If on workers’ compensation on the day of the holiday, hours will be allowed to be adjusted to any hours up to the employee’s scheduled hours for the holiday

➢ If not scheduled on the holiday, then up to eight hours times the employee’s FTE

• Correctly calculate holiday credit when back to back holidays occur (i.e., Thanksgiving holidays)

• HR will be able to override the holiday credit for employees on Workers Compensation

• Change hours type 0065 from “Disability Pay” to “Workers’ Comp Leave w/Pay”

Time Sheet Approval

• Default to the period containing the manager’s oldest past due time sheet that is pending action

➢ This does not apply to Lottery, FSDB, DMA and OPS employees

• Show multiple rows for one employee if there is a mid-period split without a manager change

• The current Time Entry Approval/Rejections>Details screen will be replaced with new Employee Time Sheet screen

• Functionality of new buttons described below:

➢ Approve: When selected, entries in status 20 (Submitted) will be considered for approval

➢ Unapprove: When selected, the selected period(s) will be unapproved.

▪ Unapprove process will be included for HR staff to process time sheet deletion

▪ When selected, warning message will be presented regarding retro payments

▪ When selected, all entries in 10, 20 or 30 status will be deleted

▪ Any hours previously in status 30 will continue to show as “Unapproved”

▪ Once hours are re-entered and approved, “unapproved” hours will no longer show

▪ All hours “unapproved” will be available for use within 15 minutes

• Ability to reject time sheet entries from employee time sheet screen

➢ A new button “Reject Mode” will be created on employee time sheet screen

➢ Must mark corresponding box to reject entry for the day

Time Sheet Approval -- Details screen

• User will remain on page they are working when approving time sheets (instead of being forced back to the first page)

• Boxes/background of each row will be filled with a distinctive color

➢ Yellow -- Submitted, pending approval

➢ Blue -- Pending employee action

• “Unsubmitted Hrs Worked” and “Unsubmitted Hrs Leave” will be removed

• Manager access when an employee moves from one manager to another in middle of a period:

➢ Within same agency, same FLSA Period -- both managers have access to approve transition period

➢ Within same agency, changes FLSA periods -- approval will be based employee’s FLSA period and which manager employee reported to for those periods

➢ Move agencies -- each manager will only be able to approve the time for the period the employee reported to them

Flex Schedule

• Ability to create for employee who is changing in the middle of the FLSA period. Examples:

➢ FTE change in the middle of a period

➢ Change in FLSA period in the middle of either FLSA period

➢ Employees hired or separated in the middle of the FLSA period

• Overview section will show partial periods if there is a split in the period

• Only submit one flex schedule if there is a change in manager but no change in FLSA periods

➢ Both managers will have access to maintain and approve schedule for that period only

➢ Both managers will be able to approve schedule if saved with an extended end date

• Will not be able to create a flex schedule if hours are recorded on the time sheet for the period

• When creating or acting upon a PAR that results in a change in FLSA period or FTE user will receive an error message if there are any future dated approved/unapproved schedules

• A new “Reset” button can be used to reset to employee’s standard work schedule

Standard Base Work Schedules for Part Time Employees

• Agencies will be able to assign separate base work schedules for 0.25, 0.50 and 0.75 FTEs.

• If one of the new base work schedules is assigned to the position, then the following standard work schedules will result for the employee(s) holding the position:

➢ Employees FTE is 0.25 -- will default to two hours per day Monday through Friday

➢ Employees FTE is 0.50 -- will default to four hours per day Monday through Friday

➢ Employees FTE is 0.75 -- will default to six hours per day Monday through Friday

• All other part-time employees will still be required to create a flexible work schedule

Leave Balance Overview (LBO) Screen

• Negative leave balance adjustments will show up immediately in the Current Balances Section

LBO -- Leave Payouts

• Hours will be shown as “Pending Leave Payout Adjustment” in Current Balances Section

➢ This will show between “Total Hours Available” and “Net Hours Available”

• Hours will be subtracted from “Total Hours Available” to reach “Net Hours Available”

• If saved request is deleted, the hours will be removed from LBO as soon as deletion is completed

• If employee has been terminated it will be reflected as “Leave Balance Payout” for final period of employment

• If employee is active it will be reflected in the pay period the payment was made

➢ The ending balance will be reduced by the hours in the “Leave Balance Adjustment” line

• Balances will be updated real time (within 15 minutes)

• Pay period Overview section values will be blank when the current period is selected

LBO -- Leave Balance Transfers

• Terminated Employee ID

➢ “Hours Transferred Out” to the hiring agency will show as of the last day employed

➢ Balance will be updated within 15 minutes of the exiting agency completing the transfer

• Receiving Employee ID

➢ “Hours Transferred In” to the hiring agency will show as of first day employed

➢ Balance will be updated during nightly processing the night the exiting agency completes the transfer

Leave Accruals/Extra Pay

• Leave accrued on last day of pay period will not be available for use until the next time sheet day

• Correct Personal Holiday entitlement when employees change agencies (only entitled to more than one if dual hired in more than one salaried position)

• Overtime and Regular Compensatory leave accruals when working more hours than scheduled

➢ Full Time Career Service Included Employees

▪ Pay time and a half for hours worked greater than the FLSA hours

➢ Full Time Career Service Excluded Employees

▪ Accrue regular compensatory leave for hours over full pay period contract hours

➢ Full Time SES Included Employees

▪ Pay time and a half for hours worked greater than the FLSA hours

➢ Full Time SES Excluded Employees

▪ Any hours over full pay period contract hours is donated hours

➢ Part Time Career Service Included Employees

▪ Pay straight time for hours up to FLSA hours worked

▪ Pay time and a half for hours worked greater than FLSA hours

➢ Full Time Career Service Excluded Employees

▪ Pay straight time to regular full pay contract hours

▪ Accrue regular compensatory leave for hours over full pay period contract hours

➢ Part Time SES Included Employees

▪ Pay straight time for hours up to FLSA hours worked

▪ Pay time and a half for hours worked greater than FLSA hours

➢ Full Time SES Excluded Employees

▪ Any hours over scheduled hours is donated hours

➢ Full Time Mid Period Hire or FLSA Change for Career Service Included Employees

▪ Pay straight time for hours up to FLSA hours worked

▪ Pay time and a half for hours worked greater than FLSA hours

➢ Full Time Mid Period Hire or FLSA Change for Career Service Excluded Employees

▪ Pay straight time to regular full pay contract hours

▪ Accrue regular compensatory leave for hours over full pay period contract hours

➢ Full Time Mid Period Hire or FLSA Change for SES Included Employees

▪ Pay straight time for hours up to FLSA hours worked

▪ Pay time and a half for hours worked greater than FLSA hours

➢ Full Time Mid Period Hire or FLSA Change for SES Excluded Employees

▪ Any hours over scheduled hours is donated hours

➢ Part Time Mid Period Hire or FLSA Change for Career Service Included Employees

▪ Pay straight time for hours up to FLSA hours worked

▪ Pay time and a half for hours worked greater than FLSA hours

➢ Part Time Mid Period Hire or FLSA Change for Career Service Excluded Employees

▪ Pay straight time to regular full pay contract hours

▪ Accrue regular compensatory leave for hours over full pay period contract hours

➢ Part Time Mid Period Hire or FLSA Change for SES Included Employees

▪ Pay straight time for hours up to FLSA hours worked

▪ Pay time and a half for hours worked greater than FLSA hours

➢ Part Time Mid Period Hire or FLSA Change for SES Excluded Employees

▪ Any hours over scheduled hours is donated hours

Leave Adjustment Screen

• Three decimal adjustments will be allowed

• Ability to delete a pending adjustment prior to it processing through Time Evaluation

➢ Only one pending adjustment is allowed per leave type

• Future dated adjustments will remain viewable and editable until it processes on future date

• After adjustment is processed you will not be able to edit the record

• No retro negative adjustments will be allowed

• Pending negative leave balance adjustments will be considered before a time sheet can be saved

• The button “Show the Detail” will be changed to “History”

• The “Comments” field will be required

• “Comments” will be viewable at all times and also editable if the adjustment is pending

➢ Once processed the comment will be stored on the “History” screen

“New” Leave Payout Screen

• Will be able to process Annual, Sick, Special Compensatory, Regular Compensatory and FLSA Compensatory Leave payouts

• For annual leave, the following payment types will be allowed:

➢ Employee termination -- edits will check for separation PAR

➢ DROP Entry -- edits will check to see if previous DROP entry payout exist

➢ Employee Exiting DROP -- edits will check against employees current pay plan to determine if additional hours can be paid out

➢ Non Transferable Hours -- edits will check for separation PAR

➢ Layoff -- edits will check for separation Layoff PAR

➢ 24-Hour December -- edits will validate validity of payment (e.g., December payment date, at least 24 hours remaining after payout)

• For sick leave, the following payment types will be allowed:

➢ Employee Termination -- edits will check for separation PAR

➢ Employee Exiting DROP -- edits will check for separation PAR

➢ Layoff -- edits will check for separation Layoff PAR

• For special compensatory leave, the following payment types will be allowed:

➢ Employee termination--– edits will check for separation PAR

➢ DROP Entry -- edits will check to see if previous DROP entry payout exist

➢ Employee Exiting DROP -- edits will check for separation PAR

➢ Transferring to Another Agency -- edits will check for separation PAR

➢ Layoff -- edits will check for separation Layoff PAR

➢ Moving to an Ineligible Position -- edits will validate employee is no longer in Career Service or Career Service equivalent position

• For regular compensatory leave, the following payment types will be allowed:

➢ Employee termination -- edits will check for separation PAR

➢ Employee Exiting DROP -- edits will check for separation PAR

➢ Interval Payout

➢ Transferring to Another Agency -- edits will check for separation PAR

➢ Moving to an Ineligible Position -- edits will validate employee is no longer in Career Service or Career Service equivalent position

• For FLSA compensatory leave, the following payment types will be allowed:

➢ Employee Termination -- edits will check for separation PAR

➢ DROP Entry Payout -- edits will check to see if previous DROP entry payout exist

➢ Interval Payout

➢ Transferring to Another Agency -- edits will check for separation PAR

➢ Transferring to Excluded Position -- edits will validate employee is no longer in an included position

• Hours available for payout will be calculated for each leave type:

➢ Annual Leave:

▪ Career Service -- 240 hours minus hours previously paid out

▪ DROP Entry -- Max for Pay Plan (except for Career Service which will be reduced based on previously paid out hours)

▪ Employee Exiting DROP -- Max for Pay Plan when exiting DROP, minus hours paid when entering DROP

• For Career Service employees the amount would also be reduced based on the previously paid out hours

▪ All other pay plans will allow the max of the pay plan

➢ Sick Leave -- lesser of 480 hours and ¼ employee’s balance

➢ Special Compensatory Leave -- lesser of 999.75 hours and the employees balance

➢ Regular Compensatory Leave -- lesser of 999.75 hours and the employees balance

➢ FLSA Compensatory Leave -- lesser of 80 hours (100 hours for law enforcement) and employees current balance

• Will maintain previously paid out hours for Annual Leave payouts by category (e.g., Career Service)

• Leave Payouts to includes miscellaneous deductions for Deferred Compensation and Medical Reimbursement Amounts will be processed using the On-Demand System

“New” Leave Transfer Screen

• “Leave Balance Transfer” screen will be available under the Time & Payroll menu

• Use when employee terminates from your agency and is hired at another agency within 31 days

• Ability to transfer balances one leave type at a time or all leave types at one time

• For SES/SMS employee if employee terminated with reason code 52 (Move Within St of Florida Gov), annual leave will not be prorated

• Leave Transfer Screen will only be allowed if the reason code 52 (Move Within St of Florida Gov) is used

PAR Changes

PAR -- Interagency Transfer

• Make each agency responsible for hiring and separating their employees

• Eliminate “Non Original Appointment” action

• Eliminate fake “Dual Hire” action (Dual Hire action will only be used for true Dual Hire situations)

• Implement “Original Appointment” actions for all SES/SMS/JAC/SCS/Lottery/Elected/Appointed Appointments

• Implement “Original Appointment” actions for Career Service/Career Service Equivalent appointments

• Require Separation action when an employee transfers out of your agency

• Move Separation Reasons of “Layoff,” “Death of the Employee” or “Death of Employee Line of Duty” to be under Involuntary Separation

• Implement new Separation Reasons of “Move Within St of Florida Gov” (52) and “Move to Other Government Entity” (63)

PAR -- Process Changes

• PAR Menu will be changed to force the selection of PAR Category first. Categories will be:

➢ Appointments -- Will contain all Appointment actions (e.g., Original Appointments, Promotions, Demotions, etc.)

➢ Separations -- will include Involuntary and Voluntary actions

➢ Employee Actions -- will include all other actions (e.g., pay change, SSN Correction, Name Change, etc.)

➢ Search PAR – will include the ability to search by Status, Employee Name, etc.

• Once the PAR Category is selected, a new screen requiring entry of key data (e.g., effective date, position number and either SSN or Employee ID, etc.) will appear

➢ This data will drive the available PAR types for the PAR creator to use (e.g., Original Appointment – SES, Promotion, Demotion, etc.)

• New Cancel PAR Button

• Ability for HR users to act upon a PAR that someone else created

• Reduce the number of screens for appointment PARs to nine

• Remove invalid pay change reason codes

➢ 00 – Pay Change

➢ 06 – Reduction in Pay

➢ 19 – Increase in Pay Additives

➢ 21 – Increase in Shift Amount

➢ 23 – Increase in CJIP

➢ 25 – Increase in On-Call

➢ 28 – Decrease in Shift Amount

➢ 30 – Decrease in CJIP

➢ 32 – Decrease in On-Call

➢ 39 – Special Other Increase (DOR)

➢ 40 – Special Bonus Increase (DOR)

➢ 48 – Special Other Decrease (DOR)

➢ 49 – Special Bonus Decrease (DOR)

➢ 51 – Special Productivity Correction

➢ 52 – Special Other Correction (DOR)

➢ 53 – Special Bonus Correction

• Re-label some pay change reason codes (e.g., change “Special Pay Increase” to “Competitive Offer; Add Duties”)

• Add new pay change reason codes (Unique to JAC)

• Edits will be implemented to force selection of a reason code

• Employee Name will be separated out as First, Middle and Last Name on the PAR form

• For the initial original appointment of an employee into State of Florida Government, First and Last Name will be required on the PAR form

• Employee Name and SSN will not be editable when acting upon a PAR – values entered during PAR creation will be populated as view only

• Ability to add comments on the PAR after initial submission for approval

• Ability to update the PAR effective date on the PAR form prior to acting upon the PAR

• Ability to show correct “from” information on the PAR form when the position has been reclassified

• New Position Sync Action

• Remove the following reason codes from Military Leave with Pay

➢ 82 – Military Leave with Supplement

➢ 83 – Military Leave without Supplement

Key Service Dates

• Screen will no longer be used for OPS appointments

• HR users will be able to maintain most dates within the screen -- won’t be able to change date of retirement or date of death

• New edits will be implemented to prevent invalid dates:

➢ No date can be earlier than the State Hire Date (e.g., Agency Hire Date can’t be earlier than the State Hire Date)

➢ Date of Death cannot be before the last day employed

➢ No date can be after the effective date of the key service dates record

• “Leave Accrual Service Date” will drive the “Creditable Service Months” calculation

➢ Currently a date that is not shown on the Key Service Dates screen drives this calculation

• “SES/SMS Leave Ac. Months/Day” will be renamed to “SES/SMS Leave Accrual Date”

• “SES/SMS Leave Accrual Date” will be in MM/DD/YYYY format and will be used for lump sum accruals

➢ Currently a date that is not shown on the Key Service Dates screen drives this

• “Date of Separation” will be removed

• “PHC/Phy Anniversary Date” will be renamed to “Other Anniversary Date”

• “Last Day Worked” will be renamed to “Last Day Employed”

• “CS Leave Accrual Date” will be renamed to “Leave Accrual Service Date”

➢ Agency will be responsible for adjusting this date for any break in service

➢ Date will not be visible for the employee, only for HR and the employees manager

• “Continuous Service Date” will be the date the employee has been continuously employed in a salaried position (excludes OPS)

• New field “CS Continuous Service Date” will be used to reflect the date the employee has been continuously employed in a Career Service position

• “Transaction date” will appear every time save is selected

• Retirement Date will automatically populate for retirement PARs as the 1st day of the following month

➢ This date will be the employee’s true retirement date, not their retiree benefits eligible date

My Direct Reports Page Changes

• 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 group (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.

Security Role Codes

• Will allow agencies to assign HR roles to OPS employees

• ‘C’ role code will be updated to have view access to all screens, except Health and Insurance, that the ‘H’ role has access to, but as view only

New Role Codes:

• ‘I’ – Agency Inspector General

➢ View Access to agency data

➢ No access to the Health and Insurance module

• ‘J’ – Agency Training Coordinator

➢ Ability to maintain Agency Training Data

➢ No other HR access

• ‘K’ – Agency HR View without Benefits -- Org Code Range Allowance

➢ View Access to agency data

➢ No access to the Health and Insurance module

➢ ‘C’ role equivalent, but with allows for org range allowance(s)

• ‘U’ – Agency HR -- Org Code Range Allowance

➢ Ability to maintain HR data for a subset of the agency

➢ Same access as the ‘H’ role code, but allows for org range allowance(s)

• ‘X’ – Agency HR with Statewide Benefits View

➢ Same access as the ‘H’ role code, for employing agency

➢ Statewide view access to Benefits information

• ‘Y’ – Agency HR with Statewide Benefits View -- Org Code Range Allowance

➢ Same access as the ‘H’ role code, but allows org range allowance(s)

➢ Statewide view access to Benefits information, regardless of org range allowance

Roles Being Eliminated:

• ‘L’ – Lower Level Manager

➢ All users with this code will be mapped to the M role code

• ‘O’ – Bureau of Accounting

➢ Role was never used

• ‘P’ – Profiler Access

➢ Role is not being used

• ‘W’ – Risk Management

➢ Role was never used

Security Role Code Screen (under Position Maintenance)

• Will be updated to allow access to be restricted by organization ranges for new roles codes K, U and Y (reference descriptions above)

• Edits will be implemented to only allow the S role users to assign any role that has statewide access

• Edits will be implemented to prevent a role code from being retroactively assigned to a position

• New field will be added to show the time the role code was changed

Audit Trail

• Additional screens and data fields will tracked for audit purposes

• “HR Data Changes Report” will be replaced with a new “Audit Report”

Internet Browsers

• At implementation will support the two most recent production releases/versions of Mozilla Firefox web browser

• At implementation will support the two most recent production releases/versions of the Microsoft Internet Explorer web browser

• Other browsers will be allowed for use, but will not be supported

• Users will be logged off after 30 minutes of inactivity

Password Structure Changes

• Password structure will be changed to allow up to 30 characters (minimum of eight required)

• Alpha characters will now be case sensitive (upper/lower)

• Password structure will require at least one numeric character and one upper and lower case alpha character

➢ Special characters will still be allowed, but not required

• Users will not be allowed to use their last 10 passwords

• Passwords that are reset by the Service Center or passwords that are initialized for a new user ID will expire after 30 days

➢ Users will still be required to change their passwords every 90 days

Pay Additives Screen

• Pay additives will be based on the data entered during the PAR process (users will not be able to change on the Recurring Pay Additives screen)

• Additives will end date based on completion of a Separation PAR

• Additives will be managed in a way to properly calculate mid period changes

• Only wage type 9138 (Firefighter Incentive Pay) will allow for direct entry

• Pay additives have been renamed in order to match what is in the 60L rules

Benefit Letters

• 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

Qualifying Status Change (QSC)

• Ability to act upon the same QSC multiple times, making changes or enrolling in different insurance plans

➢ For example, if the employee already enrolled in health insurance during the QSC period, they could not change that selection, however, they could enroll in other insurance plans during the QSC window

• New edits to prevent enrollment of a second spouse

➢ Currently the service center can enroll a second spouse on behalf of a participant

• 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, advising participants to not reduce the annual amount below what they have filed claims for

Benefits Address Screen

• Remove the “Addresses” screen from the Benefits Home Page

➢ All users will have the ability to use the home, mailing and temporary address screens under Personal Info

Payroll Input (F0001) Changes

• Prevent retroactive payments with a pay period date of greater than two pay periods from being sent on the F0001 (payments that are stopped will show on the Duplicate Payment Report)

• Update Pay Plan logic to show the pay plan that entitles the employees to the greatest employer contribution (when the employee was in multiple pay plans during the month prior to the coverage month)

• Prevent payments from incorrect agency when employees changes agencies in the middle of the period

• Will correctly pull in one-time deductions entered during mid period separations

• Will correctly pay employees for payments entered in the One-Time and Supplemental screens after their last day employed (payments must be warrant dated within 60 days of last day employed)

• Correct calculation when employees FTE changes in the middle of the pay period

• Correct overtime calculations when a status change occurs in the middle of the pay period

F0001 -- Military Leave

• Update F0001 logic to correctly calculate pay when an employee moves between Military Leave with Supplement (0082) and Military Leave without Supplement (0083) in the same pay period

• Update pay calculation when employee returns from military leave during a holiday period to correctly calculate the employees pay

• Correct calculation issues when employees Military Supplement is more than the employees holiday credit

New Mass Loads

• Leave Payout Mass Load – will be used to load leave payouts directly to the “New” leave payout screen

• Previously Paid Out Hours – will be used to load annual leave payments and adjustments processed outside of the People First system to the “New” leave payout screen

• Leave Balance Adjustment - will be used to load leave balance adjustments directly to the Leave Balance Overview screen

Miscellaneous Deductions

• Employees will no longer be able to change any deduction that is not allowed for use by their agency

• Miscellaneous Deductions will be end dated based on a Separation PAR

Access to Terminated Employee’s Data

• HR users will be able to access data for employees who terminate their agency for the employee’s employment at their agency

➢ Employee ID will belong to the agency, once the employee goes to another agency (regardless of pay cycle) a new employee ID will be created (user ID will remain the same)

• HR will have access to process transactions (time sheets, payments, etc.) for 60 days after the employee’s last day employed at the agency

➢ Payments must be warrant dated within 60 days of employee terminating from agency

• Employees will have 30 days after the last day employed at the agency to submit/finalize their time sheet

• Managers will have access to process time sheets for 30 days after the employee’s last day employed at the agency

Staffing - Hiring Manager Interface

• To Be Determined – Changes will be finalized by March 1

Staffing - Reports

• To Be Determined – Available reports will be finalized by March 1

Staffing – On-Line Job Application

• To Be Determined – Changes will be finalized by March 1

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

Management Reports -- New

• Benefits Dependent Documentation Report – Report containing current agency employees who still need to provide dependent documentation

➢ Deceased employees will not appear on the report.

➢ Records will not show on the report once documentation is received and noted in People First for the dependent

➢ Dependent will not show if dependent record is marked received on at least one of the employee IDs

➢ Former agency employees will not show on the report

➢ Will include the type of documentation that is required for the dependent

• Benefits Early Effective Date Report

➢ Will provide a list of employees who elected an early effective date for their health and/or life insurance during a requested coverage period

• Duplicate Payments Report

➢ Will include payments that are older than two pay periods back that were not sent on the F0001

➢ This is an Audit Report that agencies should use to determine if the employees on the report are owed additional money

• FMLA/FSWP Tracking Report

➢ Will provide a summary of the hours used during the specified time period

• Leave Summary Report

➢ Will include the current leave balances of the selected employees

➢ Can be run by Employee ID, Timekeeper ID or Supervisor ID number

• Miscellaneous Deductions Report

➢ Will include miscellaneous deductions that are active during the request parameters

➢ Ability to process by either Deduction Code or Employee ID

• Missing Time Sheet Report

➢ Will include employees that have missing hours on time sheet for selected pay period

➢ Will include the ability to run for OPS employees

➢ Will factor in mid period changes to determine if the employee should be on the report

➢ Will replace current reports that are e-mailed from DMS to the agencies

• PAR Liaison, Timekeepers, Requisition Managers Report

➢ Will provide the ability to pull the PAR Liaison, Timekeepers and Requisition Groups for your agency

• Pay Additive Monitoring Report

➢ Will allow agencies to track pay additives

➢ Ability to process by either Additive Type or Employee ID

• Potential Overtime Report

➢ Will identify employees who may be owed overtime based on employment in your agency and another agency during the same FLSA period

➢ Report is an audit report that agencies should monitor closely to ensure they are in compliance with FLSA

• Retroactive Payment Report

➢ Will include all retroactive payments that are sent on the F0001

➢ Will only include payments for the two immediate proceeding pay periods

▪ Retro payments prior to the immediate two proceeding pay periods will not be sent to BOSP for processing – Refer to Duplicate Payments Report

• Training Transcript

➢ Will be available in the Training History screen for employees to obtain a listing of their training that is maintained in People First

Management Reports -- Updated

• Evaluation Summary Report

➢ Updated to correctly pull evaluations previously entered in People First

• Evaluation Due Report

➢ Updated to pull evaluations due based on the due dates entered in People First

• File 1 Payment History Report

➢ Updated to include a summary by Total Gross by BOSP earnings type and a summary by Total Payroll Cash Gross

• Outstanding Training Report

➢ New filter criteria

➢ Report available to A, H or M role employees

➢ The input help columns, Company Code & Country Grouping will be deleted

➢ Additional data will be reported

➢ Reflect employees training history & pending training

➢ New field to display result -- Pass or Fail

• Time Audit Report

➢ Being re-titled to “Time Sheet Audit Report”

➢ Will only include hours recorded on employee time sheet for selected report parameters

• Time Information Report

➢ Being re-titled to “Time Sheet Information Report”

➢ Identify the hours by day recorded on employee time sheet for selected pay period

➢ Data presentation issue is being corrected so all lines of data will be returned

• Training Summary Report

➢ New filter criteria

➢ Report available to A, H or M role employees

➢ The input help columns, Company Code & Country Grouping will be deleted

➢ Additional data will be reported

➢ Ability to use wildcard function with the filter criteria

• Training Library Report

➢ New filter criteria

➢ Report available to A, H or M role employees

➢ The input help columns, Company Code & Country Grouping will be deleted

➢ Additional data will be reported

➢ Ability to use wildcard function with the filter criteria

External (Data Warehouse) Reports

• “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.)

• 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 and 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.

• Enhanced Report Selection Criteria (new filters, sorts, etc.)

• Data Warehouse user role code security

➢ Enhanced functionality allowing user access to be defined by organization code and agency ranges

• Ability to export to Microsoft Excel (xls, xlsx) or Adobe Acrobat (pdf)

Data Warehouse Reports -- New

• Benefits Cancellation Report

➢ Predictive report that will show employees who are in jeopardy of losing their insurance for the following coverage period due to underpayment of employee contributions

➢ Will only include insurance that are available under the Health and Insurance tab

• Benefits Changes Report

➢ Will allow agencies to determine Health and Insurance changes for their employee population from one coverage period to another

➢ Will only include insurance that are available under the Health and Insurance tab

• EEO Workforce Reports – The release of this report has been postponed until November 2010.

• EEO Utilization Reports – The release of this report has been postponed until November 2010.

• Leave Balance Report

➢ This report combines the current Annual Leave Balance Report, FLSA Special Compensatory Leave Balance Report, Personal Holiday Leave Balance Report, Regular Compensatory Leave Balance Report, Sick Leave Balance Report and Special Compensatory Leave Balance Report into one report

➢ New Filter: Leave Type

• Licensure Expiration Report

➢ Lists employees with a professional license or certification

• Payroll Changes Report (will be a Data Warehouse report)

➢ Will compare key payroll values between periods (will compare the current and prior period payroll input file -- F0001)

➢ Will be available after the preliminary payroll file runs and after the final payroll file runs

• Turnover Report

➢ New report that will allow agencies to capture turnover from January 1, 2007, to current

➢ Includes Summary by Separation Reason Code/Class Code

Data Warehouse Reports -- Updated

• Appointment Status Expiration Report

➢ New Filter: Appointment Status

• Average Salary by Class Code Report and Average Salary by Pay Grade Report

➢ New Filters: Class Code, Pay Grade, Pay Plan, CBU and Agency

➢ The “Average Salary” report was separated into two reports titled “Average Salary by Class Code" and “Average Salary by Pay Grade”

• Benefits Premium History Report

➢ New Filters: Plan Type and Sub Agency

• Benefits Underpayment/Overpayment Report

➢ New Filters: Plan Type and Sub Agency

• Budgeted Position Report

➢ New Filters: Class Code and Physical County

➢ This report combines the Budgeted Position by FLAIR Organization Report, Budgeted Position by Class Report, Budgeted Position by Class and Division Report, Budgeted Position by County Report, Budgeted Position by Positions within Division Report, Budgeted Position Status Report, Budgeted Staffing by Organization, Position List, and Positions List by Class Code Report into one report

• Employee Roster Report

➢ New Filters: Age, CBU, Pay Plan, Class Code, Physical County, Employee Type, and Retirement Code

➢ This report combines 65th Birthday within Next Quarter, Employee Listing by Division within County, Employee Listing by Name, Employee Listing by Pernr, Exempt Employee Report, OPS Master Report, Personnel Age 65 or Above, Personnel Master Alphabetical List Report into one report

• LAS/PBS Budget Report

➢ New Filters: State Program Component and Report Mode

▪ Report Mode will allow the user three options for sorting and grouping the report contents

➢ This report combines Detail LAS/PBS (BESPCA) Report, Detail LAS/PBS Rate Report (GENRATE) and the LAS/PBS Budget Report (CERPMA3) into one report

• LAS/PBS Budget Entity/Org Level Report

➢ New Filters: State Program Component and Report Mode

▪ Report Mode will allow the user three options for sorting and grouping the report contents.

➢ Report title will be changed to “LAS/PBS Budget Entity/Org Level Report “

➢ This report combines Detail LAS/PBS Budget Entity/FLAIR Org Level 2 (BESORG2A) Report, Detail LAS/PBS Budget Entity/FLAIR Org Level 3 (BESORG3A) Report and the Detail LAS/PBS Budget Entity/FLAIR Org Level 4 (BESORG4A) Report into one report

• Leave Without Pay Report (will remain as a Data Warehouse report)

➢ Will be updated to factor in all LWOP during the period; the current report does not capture some LWOP entered on the time sheet that is approved after payroll runs

• New Hires Report

➢ New Filters: Employee Type and Primary Sort Key

▪ The primary sort key allows the user to select three different options (Org Code, FLAIR Org Code or Budget Entity) for sorting and grouping the report contents

➢ Employees moving from an FTE position to OPS will be captured on the report. New appointment action codes will be included in this report

➢ New data fields: EEO4 Code, Gender, Budget Entity, Race, Employee Type Description

➢ This report combines New Hires Report and the OPS New Hires Report into one report

• Payroll Overpayment Report

➢ Correct existing defect that incorrectly calculates the amount paid when an employee crosses agencies in the middle of a pay period

• Vacancy Report

➢ New Filters: Date Vacant, Days Vacant, Employee Type, Physical County

➢ Title was changed from “Position Vacancy Report” to “Vacancy Report”

➢ This report combines the DOT Vacancy Report and existing Position Vacancy Report into one report

• Rate Report

➢ New Filter: State Program Component

• Separated Employees Report

➢ New Filters: EEO4 Code, Employee Type, and Separation Reason Code

➢ Employee separations between agencies (when the OLO code changes) will be displayed on this report

➢ New separation codes, 52-Move within St of Florida Gov and 63-Move to Non St of Florida Govt will be included

Data Warehouse Reports -- Deleted

The following reports are being deleted with the July release:

• 65th Birthday within Next Quarter

➢ This report was combined with the Employee Roster Report

• Annual Leave Balance

➢ This report was combined with the Leave Balance Report

• Budgeted Position by FLAIR Organization

➢ This report was combined with the Budgeted Position Report

• Budgeted Position by Class

➢ This report was combined with the Budgeted Position Report

• Budgeted Position by Class and Division

➢ This report was combined with the Budgeted Position Report

• Budgeted Position by County

➢ This report was combined with the Budgeted Position Report

• Budgeted Position by Position within Division

➢ This report was combined with the Budgeted Position Report

• Budgeted Position Status

➢ This report was combined with the Budgeted Position Report

• Budgeted Staffing by Organization

➢ This report was combined with the Budgeted Position Report

• Detail LAS/PBS (BESPCA)

➢ This report was combined with the LAS/PBS Budget Report

• Detail LAS/PBS Budget Entity/FLAIR Org Level 2 (BESORG2A)

➢ This report was combined with the LAS/PBS Budget Entity/FLAIR Org Level Report

• Detail LAS/PBS Budget Entity/FLAIR Org Level 3 (BESORG3A)

➢ This report was combined with the LAS/PBS Budget Entity/FLAIR Org Level Report

• Detail LAS/PBS Budget Entity/FLAIR Org Level 4 (BESORG41)

➢ This report was combined with the LAS/PBS Budget Entity/FLAIR Org Level Report

• Detail LAS/PBS Rate Report (Genrate)

➢ This report was combined with the LAS/PBS Budget Report

• DOT Vacancy Report

➢ This report was combined with the Position Vacancy Report

• Employee Listing by Division within County

➢ This report was combined with the Employee Roster Report

• Employee Listing by Name

➢ This report was combined with the Employee Roster Report

• Employee Listing by Pernr

➢ This report was combined with the Employee Roster Report

• Exempt Employee Report

➢ This report was combined with the Employee Roster Report

• FLSA Special Compensatory Leave Balance

➢ This report was combined with the Leave Balance Report

• LAS/PBS Budget Report (CERPMA3)

➢ This report was combined with the LAS/PBS Budget Report

• OPS Master Report

➢ This report was combined with the Employee Roster Report

• OPS New Hires Report

➢ This report was combined New Hire Report

• Personal Holiday Leave Balance

➢ This report was combined with the Leave Balance Report

• Personnel Age 65 or Above

➢ This report was combined with the Employee Roster Report

• Personnel Master Alphabetical List

➢ This report was combined with the Employee Roster Report

• Position List

➢ This report was combined with the Budgeted Position Report

• Position List by Class Code

➢ This report was combined with the Budgeted Position Report

• Regular Compensatory Leave Balance

➢ This report was combined with the Leave Balance Report

• Sick Leave Balance

➢ This report was combined with the Leave Balance Report

• Special Compensatory Leave Balance

➢ This report was combined with the Leave Balance Report

Data Warehouse Changes

• Correct Class Title in the Class_Active, Position_Active, DWSOF_ALL, DWSOF_All_Active and Pos_Rate_Active views to reflect the class title as stored in the front-end

Data Warehouse Views -- New

• ALM View

➢ Will contain the year 2000 Available Labor Market (ALM) data

➢ ALM data will be updated when new census data is available

• CJIP View

➢ Will contain the Criminal Justice Incentive Pay (CJIP) data stored in the CJIP screen

• Leave Payout View

➢ Will include leave payouts that were created in the Leave Payout screen

➢ View only shows what was sent to the Bureau of State Payrolls

• Outside Employment View

➢ Will include Outside Employment data from the Outside Employment screen

• Role Org Code Restrict View

➢ Will include Organization Code allowances assigned with Security screen. This is the only view that will contain the security role code; all other views will have null values for security role code.

Data Warehouse Views -- Updated

• Leave Balance PF View

➢ Will be updated to include the leave payout hours in the leave balance adjustment column (after payment is processed in People First)

• Reference Active View

➢ 35 New Reference Types will be added (e.g., Education Level Description, Education Major and Licenses/Certifications Type)

Data Warehouse -- Class Assign Dates

• Three new date fields will be added to data warehouse materialized views

➢ Appt Date

▪ Appointment_Active

▪ DWSOF_All

▪ DWSOF_All_Active

▪ DWSOF_All_Inactive

➢ Class Assign Date

▪ Appointment_Active

▪ DWSOF_All

➢ Class Seniority Date

▪ Appointment_Active

▪ DWSOF_All

• These new date fields will only be available in data warehouse views

Data Warehouse -- Key Service Dates

• CS Cont Svc Date will be renamed to Continuous Service Date and will be available in the following views:

o Appointment_Active

o DWSOF_ALL

o DWSOF_All_Active

o DWSOF_All_Inactive

o Employee_Active

o Employee_Transaction

o Supplemental_Pay_Deduct_Active

• CS Continuous Svc Date will be added and can be found in:

o Appointment_Active

o DWSOF_ALL

o DWSOF_All_Active

o DWSOF_All_Inactive

o Employee_Active

o Employee_Transaction

o Supplemental_Pay_Deduct_Active

• Curr Months Service will be renamed to Creditable Service Months and will be available in the following views:

o Appointment_Active

o DWSOF_All

o DWSOF_All_Active

o Employee_Active

o Employee_Transaction

• Date of Separation will be renamed to Last Day Employed and will be added to:

o DWSOF _All

o DWSOF_All_Inactive

o Supplemental_Pay_Deduct_Active

• Leave Accrual Date will be renamed to Leave Accrual Service Date and will be available in the following views:

o Appointment_Active

o DWSOF_All

o DWSOF_All_Active

o DWSOF_All_Inactive

o Employee_Active

o Employee Transaction

o Pos_Supervisor_Active

o Supplemental_Pay_Deduct_Active

• Pos Anniv Date will be renamed to Other Anniversary Date and will be added to:

o DWSOF_All

o DWSOF_All_Active

o DWSOF_All_Inactive

o Pos_Supervisor_Active

o Supplemental_Pay_Deduct_Active

• SES/SMS Cont. Svc Date will be removed from applicable data warehouse materialized views

• SES/SMS Leave Accr Date will be added to:

o Appointment_Active

o DWSOF_All

o DWSOF_All_Active

o DWSOF_All_Inactive

o Employee_Active

o Employee_Transaction

o Supplemental_Pay_Deduct_Active

• Adjusted Service Date was not removed from materialized views since some agencies are using this field

o Appointment_Active

o DWSOF_All

o DWSOF_All_Active

o DWSOF_All_Inactive

o Supplemental_Pay_Deduct_Active

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People First Team

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