State of Connecticut
Core-CT Project
Application:HRMS
Module:Human Resources
Business Process:Manage Job Classifications and Positions
Requirement Number:HR009
Requirement Title:Ability to restrict access to personal data for law enforcement employees.
Module Leads: Lina Simonu, Lisa Lagus
- Requirement Description
Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.
Currently, the legacy system "filters out" personal data on employees in law enforcement classifications when reports involving these classifications are generated. PeopleSoft as delivered does not allow for this type of restriction when creating reports.
- Business Need
Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.
There is presently a state statute that restricts access to personal data on employees in law enforcement classifications. When Freedom of Information requests are received, the "restricted" classifications are currently filtered out. At this point, the team is not aware of this functionality being available in a future release of PeopleSoft. General Letter: 224, Public Act 95-163, and State Statute 1-217 “Nondisclosure of residential addresses of certain individuals.”
10/12/01 – LMS – The state statute is for certain law enforcement job codes, these job codes are only used in the law enforcement field.
- Required By: (Y/N)
Federal ____Agency ____Bargaining Unit _ ___
State Statutory __Y__State Regulatory ____State Procedural ____
- Requirement Priority
Medium(High, Medium, Low – please see “Requirements Prioritization Criteria”)
- Recommended Solution
Enter an “X” next to the appropriate category
______Process Solution
__Option Number
___X___Application Modification
_1__Option Number
- Explanation for Recommendation
Provide reasons for recommendation. Please do not re-state the description of the solution itself.
A State Statute is in place in order to protect law enforcement officers from certain Freedom of Information requests. Modifying the system would minimize error in providing this information.
- 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.
Developers need to develop reports and queries based on these guidelines, to ensure data remains restricted.
- Process Solutions
Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.
Option 1. When freedom of information requests are received and reports are run, they need to be downloaded into a spreadsheet and filtered out by individual job classification codes.
Option 2. Use the Personal Data Waive Data Protection field to indicate whether the employee has waived data protection. This could be due to the job code they are employed in or based on personal preference. All reports would need to verify this field was set to ‘Yes’ prior to providing the information. This would be at the employee level instead of job code level and would need to be maintained whenever job code change occurs.
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 field must be added to the Job Code page and record to indicate that employees associated with the job code should not have their personal information (ie addresses) distributed for reporting purposes. This would need to be in place when any reports or queries involving these classifications were generated containing personal address information. In addition, employees have the ability to not waive data protection, this is indicated by the Waive Data Protection flag on Personal Data. This should also be considered when creating reports and queries. The following delivered reports would also need to be modified if they are going to be used by the state to exclude the address and phone information for these employees. At this time the State is planning to utilize these reports.
-Emergency Contacts – PER004
-Employee Home Address – PER020
-Mailing Labels – PER006
1 of 101/26/19