State of Connecticut

Core-CT Project

Application:HRMS

Module:Human Resources

Business Process:Manage Job Classifications and Positions

Requirement Number:HR014

Requirement Title:Ability to automatically update position and employee records when a jobcode is reclassified.

Module Leads: Lina Simonu, Lisa Lagus

  1. Requirement Description

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

Currently a batch program is executed in the legacy system when a job classification is changed. This program updates the position data and employee job records associated with the job classification when a change is made to the job classification. PeopleSoft as delivered will not update position and employee records when a change is made to a job code for all situations. The change must be manually entered into the position data record with the same or greater effective date, if the update incumbent’s position data flag is on, the employee record will automatically be updated. If not, a subsequent entry would need to be made into the employee's Job record. PeopleSoft does provide a Mass Salary by Job Code update process that would update employee job records if the salary plan, grade or step of the job code changes, also if any other changes such as standard hours, description, union, regular/temporary, etc occur at the job code level, PeopleSoft provides Mass Change functionality to update employee job records. However, the State would need to determine whether the delivered Jobcode update process and Mass Change processes should also update the Position data record when a jobcode's salary plan, grade, step or other attribute change so all three records would be in sync. As delivered, Mass Update by Job Code and Mass Change processes only updates employee records, not position data records.

  1. Business Need

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

Job re-classifications are most common during SCOPE, State Coalition on Pay Equity, which occurs approximately every 5 years. Job re-classifications may occur due to a bargaining unit mandate or State regulation. When a change occurs to a job classification/code, which is processed by Central HR (DAS), agencies will have to locate each position impacted and manually update individual position and employee records to ensure they are in sync with the job classification. (For example, if the class code for Correction Officer were altered, Corrections would have to enter approx. 4,000 manual changes). Currently, this function is automated in APS. At this time, the Core-CT team is not aware of any changes to the Mass Update by Job Code or Mass Change processes in a later PeopleSoft release.

  1. Required By: (Y/N)

Federal ____Agency ____Bargaining Unit _Y___

State Statutory _Y___State Regulatory ____State Procedural ____

  1. Requirement Priority

High(High, Medium, Low – please see “Requirements Prioritization Criteria”)

  1. Recommended Solution

Enter an “X” next to the appropriate category

___X___Process Solution

_1_Option Number

______Application Modification

___Option Number

  1. Explanation for Recommendation

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

Currently the volume of job code/classifications changes have been minimal and evolves minimal amount of positions and employees. When SCOPE occurs, it will be prior to Core-CT go live date and the next SCOPE will not occur for another 5 years.

  1. 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 and Agency HR staff currently has this function automated. This will be new responsibilities to maintain at the agencies. When this function needs to occur, Central HR will need to contact Agency HR staff to notify them of the updates that will need to be manually handled.

  1. Process Solutions

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

Option 1. Central DAS provides agencies with a listing of affected job code classes, position numbers, and impacted employees. The agencies would then need to manually update position and employee records as necessary.

Option 2. Utilize the delivered Mass Update by Job Code process to update the employee records when a Salary Plan, Grade, or Step change occurs. Update the position data records manually. Utilize the delivered Mass Change process to update employee records for all other types of job code changes and update the position data records manually. This option has a greater chance of resulting in the jobcode, position data, and employee records being out of sync.

Option 3.

  1. 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): Batch

Complexity (Easy, Medium, Difficult): Difficult

Description: A custom batch program is needed to update existing position data and job records when re-classifying a job code. Because these tables use the delivered position management functions, automated updates and insert processes are complex to design and implement.

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