State of Connecticut

Core-CT Project

Application: HRMS

Module: Human Resources

Business Process: Maintain Workforce

Requirement Number: HR305

Requirement Title: Ability to produce “Passport/Visa Expiration” report by department

Module Leads: Lina Simonu, Lisa Lagus

1. Requirement Description

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

Currently, the University of Connecticut, Storrs and University of Connecticut Health Center store passport and visa information in their legacy systems and have the ability to report on it. PeopleSoft also has the capability of storing this information and provides two reports for auditing. The first report, the Passport/Visa Expiration report lists employee ID, department ID, name, country, passport number, issue date, and expiration date for all employees. UCONN and UNHC need the ability to run it for their organizations and show only employees whose passport/visa has expired.

2. Business Need

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

Ability to identify employees at these organizations whose passport/visa has expired. Currently, at UCONN there are 1009 foreign nationals on Visas and 250 resident aliens. UCONN Health Center has 450 employees with VISA’s. This federal requirement is due to the Immigration and Naturalization Services.

3. Required By: (Y/N)

Federal _Y___ Agency ____ Bargaining Unit ____

State Statutory ____ State Regulatory ____ 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

______ Process Solution

__ Option Number

___X___ Application Modification

_1__ Option Number

6. Explanation for Recommendation

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

Because this impacts a small number of employees, a query would suffice. Only two agencies would need access to create and execute the query.

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.

Central HR Specialists at UCONN and UCHC would need to be trained to create and execute queries.

8. Process Solutions

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

Option 1. UCONN and UCHC would create a query to identify employees whose visa/passport has expired.

Option 2.

Option 3.

9. Application Modifications

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

Option 1.

Modification Type (On-line, Batch, Interface, Report, Workflow): Report

Complexity (Easy, Medium, Difficult): Easy

Description: Modify the delivered Passport/Visa Expiration, PER032, so that it may be run by Organization and only include employees whose expiration date exceeds the current date. Note, we have not yet determined the levels of organization at UCONN or UCHC and do not know if Department ID is the distinguishing value.

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