State of Connecticut
Core-CT Project
Application:HRMS
Module:Human Resources
Business Process:Manage Job Classifications and Positions
Requirement Number:HR002
Requirement Title:Ability to audit position data transactions
Module Leads: Lina Simonu, Lisa Lagus
- Requirement Description
Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.
Currently, in APS the operator ID may be viewed online to indicate who has performed the position action. PeopleSoft, as delivered provides audit capability at the record level. By enabling this functionality, when a position data record is added, changed, or deleted a record is created on the position audit table. The table may then be queried to identify who has performed specific transactions. The operator ID will not be available online as is the case in the current legacy system.
- Business Need
Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.
Position data entry is de-centralized at the Agency level, which means that at each of the 118 agencies currently on APS there are several Agency HR Specialists responsible for position data transactions. There are approx. 75,000 positions in the state. By enabling the audit capability in PeopleSoft, the Central HR and/or Budget staff has the ability to audit transactions based on operator id, date and time. This would meet the requirements of the State Auditors of Public Accounts.
- Required By: (Y/N)
Federal ____Agency ____Bargaining Unit _ ___
State Statutory ____State Regulatory _Y___State Procedural _Y___
- 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.
Position data transactions are decentralized at the agency level and positions need to be defined accurately for accurate employee processing, the Core-CT HR module team recommends that the delivered PeopleSoft audit functionality be enabled. This will assist in the audit of position data transactions internally and externally for the State. The State Auditors of Public Accounts, the DAS Auditing Unit, and the Agency’s will be able to identify who has entered the transactions.
- 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.
If the audit functionality is turned on, there will be no organizational impact. This is the current practice. Audits are conducted by DAS, OPM and Auditors of Public Accounts.
- Process Solutions
Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.
Option 1. Indicate on the hard copy position approval form who performed the position transaction, as well as the date and time.
Option 2. Implement a position approval process that would eliminate the need to enable the position data audit functionality.
Option 3. No audit of the position data table.
- 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): Easy
Description: Need to enable the record audit functionality on the Position Data record for Additions, changes, and deletions of positions. This will record the operator id, date and time stamp of the transaction that occurred. Simple queries may be run against the audit table for monitoring position transactions.
Option 2.
Modification Type (On-line, Batch, Interface, Report, Workflow):
Complexity (Easy, Medium, Difficult):
Description:
Option 3.
Modification Type (On-line, Batch, Interface, Report, Workflow):
Complexity (Easy, Medium, Difficult):
Description:
1 of 112/06/18