CORE Oklahoma

The Office of State Finance

CORE

HCM ForumApril 20, 2011

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CORE Oklahoma

Agenda• Drivers License Data, Benefit Record # and Department

0000000Alan Binegar

• Total Comp StatementsFrank Wade, EBC

• ELM Update, Systems Integration, Travel Checks & Direct Deposit

Stacy Bonner

• Payroll Enhancements, Tips & New ChangesCarol Barton

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CORE Oklahoma

Alan BinegarHRMS Administrator

The Office of State Finance – ISD CORE

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CORE Oklahoma

Drivers License Data

• Developing an interface to load in existing data from legacy systems

• Working on a file to send to DPS

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CORE Oklahoma__________________________________________________

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CORE Oklahoma

Benefit Record Number

• Benefit Record Number must match Empl Rcd#• Errors on Concurrent Jobs may affect other

agencies• Benefit Record Number will now default to Empl

Rcd#

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CORE Oklahoma

Department 0000000 Pins – NOT Valid

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CORE Oklahoma

Agencies with Department 0000000 Pins__________________________________________________

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Co Dept 0000000 PINs

Co Dept 0000000 PINs 007 10

326 1

025 39

340 310 039 114

350 6

049 7

355 7 055 1

369 1

065 14

400 125 160 49

410 4

185 9

430 10 199 1

450 4

219 1

510 1 285 1

557 1

290 1

625 12 298 7

629 1

300 4

645 2 306 3

715 1

308 19

740 14 309 8

807 10

310 2

CORE Oklahoma

Frank WadeIS Administrator

The Employees Benefits Council (EBC)

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2011 Total Compensation Reports – Update

Total CompensationExample Page 1

Governor’s Letter

•Purpose of the Report•Printed for Employees•Total Compensation Survey•Individual Statement in BAS

Compensation and Salary

Total CompensationExample Page 2

Compensation

Insurance Benefits

Retirement Benefits (based on retirement plan)

SoonerSave

Key Facts for Total Compensation

• Reports are for 2010 Employment of a currently active employee. New Hires after December 31, 2010 will not receive a statement.

• Benefits Coordinators for each agency will receive the printed statements beginning April 15th from EBC by interagency mail.

• If you have not received your Total Compensation Statements by April 25th , call your benefits coordinator who can verify receipt (or not) and then call EBC if it is missing.

• Employees may retrieve their personal statement by April 18th by signing on to BAS and selecting Reports> Reprint Total Compensation Report

• Survey available by signing on to BAS and selecting the Survey from the middle of the page (Note box). In addition, a paper copy of the survey will be available for employees through their Benefits Coordinator by April 18th, 2011.

Employees Benefits Council - Home PageHow to Fill out the Employee Survey or Reprint your Statement

BAS Employee Page(Once signed on you can select …)

Employee Page with Survey Reports>Reprint Total Comp. Stmt.

CORE Oklahoma

Stacy BonnerHRMS Administrator & ELM Project Lead

The Office of State Finance – ISD CORE

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CORE Oklahoma

ELM Update• Phase II for ELM

– Utilizing about 10% of the application functionality– Project goes through June 2011

• Phase III for ELM– In the proposal stage for FY2012 budget– Proposal to include: Web-learning, Certification Programs,

Training Plan & Budgets, Employee Self Service Rollout, Enhanced Reports, Financials Integration, etc.

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ELM Agencies

Pilot• DEQ• OSF-CORE Classes

Phase II• OSEEGIB• Career Tech• ODOT• OPM• OSDH• DRS• DCS• OSF – Certified Financial

Officer Training18

CORE Oklahoma

ELM Update• External Learners

– ELM to only service a small population of External Learners

– AMANDA Project will handle large populations of External Learners serviced by the State

• Licensing, Certifications, etc • Brett Johnson 522-0673• Helpdesk@osf.ok.gov or 521-2444

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CORE Oklahoma

PeopleSoft System Integration

What is it?

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CORE Oklahoma

System Integration

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CORE Oklahoma

System Integration

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HCM to ELM

HCM to CRM

HCM to FIN

CORE Oklahoma

System IntegrationHow is it changing the way we do business?

- No more duplicate entry- Reduces the error rate- Provides more accurate reporting- Allows for time to do other tasks

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CORE Oklahoma

What is the role of CORE?• Maintain software functionality• Partner with OPM, DCS, etc. to develop Business

Processes applying State Laws & Rules to PeopleSoft Systems

• Upgrade and Implement new software services• Support Agency Business Professionals• Conduct independent enhancement projects with agencies• Evaluate Business Processes for agencies

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CORE Oklahoma

Mandatory PeopleSoft Applications

• HCM – HR & Payroll• Financials – Payables,

General Ledger, Procurement, etc.

• CRM – Helpdesk• EPM - Budgeting• ELM – CORE & HRDS

Classes

Optional PeopleSoft Applications

• HCM – Employee Self Service, Manager Self Service, Bi-weekly Payroll, etc.

• Financials – Grants, Contracts, Projects, etc

• ELM – Internal Catalog Management

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What is the process for getting new services?

1. Log a Helpdesk case at (405) 521-2444 or helpdesk@osf.ok.gov .2. You will be contacted and a demo will be set up for your agency.3. A Business Process Analysis (BPA) session will be conducted.4. Evaluation and planning occur between OSF and agency.5. Your application environment or service is built.6. User Acceptance Testing (UAT) occurs.7. When business processes are proven and testing is completed, then

agency is ready to Go-Live with the new service.

CORE Oklahoma

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Travel Checks & Direct Deposit Notice• Name & Direct Deposit Info vs Business Email

Addresses– Name & Bank Info Flows to Financials

automatically (System Integration functionality)– Business Email Address is captured in HCM, then

published to FIN through a process– Currenty in the process of capturing all email

addresses in HCM, since they were populated for the ELM OPM classes

– Travel check recipients are now receiving email notifications when their check have been processed through Accounts Payable

CORE Oklahoma

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CORE Oklahoma

Carol BartonHCM Coordinator &

Production Support Lead

The Office of State Finance – ISD CORE

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CORE Oklahoma

Payroll Enhancements

• Users Locked out of System from 9 PM to 1 AM• Bar Coding to be Added to Garnishment Letters• A new report was added to the Longevity

Process that will show any employee on paid leave status that may need to be paid Longevity

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CORE Oklahoma

Longevity Process

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CORE Oklahoma

Payroll Tips

• Check Issue Date on Paysheets that are manually created

• Earned Income Credit on Tax Data Page

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CORE Oklahoma

Earned Income Credit__________________________________________________

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CORE Oklahoma

New Payroll Changes

• PeopleSoft Tax Update 11-B has been tested and will in Production on April 23, 2011

• Work has been started on Centralizing Child Support Payments for the State of Oklahoma– Accounts Payable check will auto generate 1-1-2012

• Testing has started on the FY12 Combo Code change over – watch for changes

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Next HCM Forum

• Wednesday, June 15th, 2011

• Suggestions for Topics?– None were received– Please submit a Help Desk Case and the Team will

address topic in the next HCM Forum

CORE Oklahoma

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CORE Oklahoma

Thank You!

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