State of Connecticut
Core-CT Project
Application:HRMS
Module:Human Resources
Business Process:Manage Job Classifications and Positions
Requirement Number:HR015
Requirement Title:Ability to mass update chart of account records at position level
Module Leads: Lina Simonu, Lisa Lagus
- Requirement Description
Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.
Currently a custom routine is executed in the legacy system when a chart of account change occurs for an Agency. Permission from OPM must be obtained prior to processing the change. A run control page exists in the legacy system where criteria for the impacted position records may be entered. Criteria includes the agency code and chart of accounts. The position records and corresponding chart of accounts are selected, and the user may indicate whether to change the record or indicate it should not be processed. A new row is inserted into the position record with the new chart of account values. PeopleSoft stores the position and chart of account code information on the department budget tables. These tables may be updated online by department and position, however, as delivered there is not a mass automated process to update the chart of accounts.
- Business Need
Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.
The mass chart of accounts process is run on an ad hoc basis, once every few months or as needed. Often, an agency requests that a function, project, or activity code be changed for all or some of their positions. Once approval is obtained from OPM, the APS technical unit executes the process or the agency manually changes these online if there is not a large number. Other situations in which this process would be needed is when agencies are re-organized.
- Required By: (Y/N)
Federal ____Agency _Y___Bargaining Unit ____
State Statutory __Y__State Regulatory ____State Procedural ____
- Requirement Priority
High(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.
The volume and frequency of chart of account changes is low, however, the pages that need to be updated are complex. If the State is confident that there will continue to be minimal updates throughout the year, then the Process workaround should be used. This requirement will be added to a Production Support Listing.
- 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 APS technical unit and Agency Budget and HR Specialists currently has this function automated. This will be a new responsibility for someone to maintain in PeopleSoft. (The Department Budget Tables may be maintained Centrally by Budget, however, this has not been finalized.)
- Process Solutions
Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.
Option 1. Based on the change to the chart of accounts, the Account Code may need to be updated in both HR and Financials to ensure a valid combination exists. Select the valid HR Account Code from the HR Account Code table, that corresponds to the new chart of accounts combination. Insert a row for every position in the Agency that needs to be changed and enter the new HR Account Code. Due to the volume of rows on this table, the online entry may be slow and time consuming.
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): Batch
Complexity (Easy, Medium, Difficult): Difficult
Description: A custom batch program is needed to insert new department budget records based on the new effective date of the change, new chart of accounts string, and any additional characteristics that may have changed. Because the department budget tables include, department budget date, department budget earnings, department budget deductions, and department budget taxes, the program needs to update each one of these records if there is a change to ensure they are all in sync based on the new effective date.
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 109/14/18