State of Connecticut
Core-CT Project
Application:HRMS
Module:Payroll
Business Process:Manage Employee Garnishments
Requirement Number:PY001
Requirement Title:Ability to Search by SSN for Employee Status
Module Leads: Nancy Ribes, Josh Woodrum
- Requirement Description
Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.
Central Payroll currently receives new garnishment orders or updates to existing orders. The Central Payroll Specialist must verify employment and employee status in order to confirm the garnishment can be taken (the employee must be paid to be garnished). The documents received reference the employee’s social security number as well as the employee’s first and last name. Central Payroll currently can access the required information by entering the social security number, while in PeopleSoft the search criteria are limited to fields such as Employee ID and Name.
- Business Need
Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.
Central Payroll currently averages approximately 1650 Garnishment orders per year, approximately 32 per week. The Central Payroll Specialist can provide an immediate response to the authority serving the order by running an inquiry by the employee’s social security number. Due to multiple employees having the same first and last name, the SSN is the most common and efficient method of distinguishing an individual presented on a garnishment order and would maintain the current level of service.
- Required By: (Y/N)
Federal N____Agency N____Bargaining Unit N____
State Statutory N____State Regulatory N____State Procedural N____
- Requirement Priority
Medium(High, Medium, Low – please see “Requirements Prioritization Criteria”)
- Recommended Solution
Enter an “X” next to the appropriate category
___X___Process Solution
_1__Option Number
______Application Modification
___Option Number
- Explanation for Recommendation
Provide reasons for recommendation. Please do not re-state the description of the solution itself.
Due to the low volume of employee garnishments that are processed on a weekly basis, the need to search for an employee’s SSN on another page would not have a significant impact on the ability of the Specialist to complete the entry of garnishments.
- 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.
The Specialist entering garnishments will need to be trained to navigate from the personal data pages to the job data pages.
- Process Solutions
Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.
Option 1. Search the job record by employee name. If multiple names are found, train the specialist to go to personal data and search the employee's name until the correct SSN is found to get the employee ID. This would entail that the Specialist entering the employee garnishment would have two steps in verifying the employment status of an employee.
Option 2.
Option 3.
- 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): On-Line.
Complexity (Easy, Medium, Difficult): Medium.
Description: A new search record would be created to access Personal Data. This new search record would include SSN as a search criteria. The Specialist entering garnishments would search the employee by SSN in order to determine the employee’s employee ID within PeopleSoft. The Specialist would then go to job using the employee’s employee ID to determine the status of the employee.
Option 2.
Modification Type (On-line, Batch, Interface, Report, Workflow): On-Line
Complexity (Easy, Medium, Difficult): Difficult
Description: The SSN field would be added to the search record that is used to enter Job Data. The SSN would also need to be added to the job record. PeopleCode would need to be added to the Personal Data record so that every time a new SSN was entered or underwent a change the SSN field would also be updated on the job record. This would have performance impacts when attempting to enter the employee Job pages. It would also need to be maintained in upgrades.
1 of 305/09/19