PEOPLE FIRST CHANGE REVIEW BOARD
MEETING NOTES
Date: May 30, 2006
Time: 10:00 AM – 12:00 Noon
Location: 4040 Esplanade Way, Room 225F
Members in attendance:
Lee Ann Korst DMS Dave Pepper State Courts
Ralph Kiessig DOC Dennis King DMS
Mark Helms DCA Phil Spooner AWI
David DiSalvo DCF Dave Tepper DOS
Elaine Cooper DACS Lane Fenner CVG
John Bennett DFS Paul Nichols LEG
David Faulkenberry DMS Linda Lieblong FSU
Non-Members in attendance:
Cathy Jones AUD Libby Farmer DMS
Joe McVaney Senate
Members not in attendance:
JoAnne Leznoff OPB Cathy Christensen DLA
Chris Emerick CVG Rene Knight DHSMV
Steven Ferst DMS
Follow-Up Business
LeeAnn opened the meeting and there was no follow-up business from the previous Board meeting indicated by the participants.
PARs
PAR and Data Warehouse have been identified as the two biggest priorities after Release 1B. David, Dennis and LeeAnn spent time with Convergys last week and shared the input received at the last Board meeting. The group spent time discussing how to delegate some of the PAR responsibilities while keeping the spirit of a manager self-service system. Jimmy has been pulled into working with Cheri on the PAR redesign.
David explained that they are considering changing the PAR requirements whereby the person initiating the PAR would not have to ‘act upon’ and ‘complete’ the PAR. David clarified that A and H roles will still be able to act upon and complete PARs and that a work around would be built into the process.
Currently, when a manager finishes entering data in the ‘act upon’ phase of completing the PAR, the system reverts back to the first screen for the manager to ‘complete’ the PAR without any notification or indication that they need to click the “complete” button. One of the enhancements that is being considered is to generate a summary screen which will allow the manager to review the information entered, make corrections if necessary and then approve from the same screen – similar to a ‘Check Out’ feature. The group liked the idea however, they want to be sure that if a field needs correction, that you be allowed to correct the field and not have to re-enter all of the data.
ü Jimmy and Cheri are looking at other tactical issues with the PAR. In addition, we will make a special effort to address the dual hire problem. LeeAnn wants to bring identified issues back to the group, along with the issues identified on the white board at the last meeting, at the next CRB meeting for discussion and approval so we can move forward.
Data Warehouse –
The May 26th release handout was distributed and discussed. This release is being checked and tested by Michael Johnston “MJ” and Brenda Hough, to ensure there are no problems.
MJ is also developing a COPES transition plan to move COPES data from the DMS server to a Convergys server. Currently, COPESview and COPES Direct data are scheduled to be moved July 28th. This move should be transparent to the user. TimeDirect and TrainingDirect data transition is still pending. MJ is currently developing the business requirements for three external reports to mimic those that used to be housed within COPESDirect: employee transaction history, position transaction history and position/employee history reports. The requirements will need to go to Convergys for review and planning so the effective date of this transfer will not be until 2007.
ü Dennis to check to see if reports include legislative increase transactions. [Follow-Up: After discussing with MJ, the Business Requirements will include the provision that previous legislative increase transactions be included, but cannot guarantee this is possible until all requirements have been completed and assessed by Convergys.]
The Data Team has developed a project plan similar to the Mantis database to identify data warehouse issues and track progress. They have begun hosting weekly conference calls/meeting with Convergys to identify and work through identified issues. The July 1 data IT releases is still on target. Contents include:
· Class code, class title clean up
· Remove terminated employee from the “All Active” views
· OPS year-to-date hours correction
· Separation descriptor correction
· Appointment date clean up (No other dates will be affected by the clean-up)
· FY leave liability report
· Password synchronization
· Performance management and E-learning extract
· Leave liability table clean-up
The Data Team is looking into providing:
ü Cognos Impromptu training for agency staff. Due to the cost of such training, Dennis asked the agencies if they would be willing to pool resources so that we can negotiate a better rate. Agencies are interested but prefer that various levels of Impromptu (Intro, Intermediate, Advanced) be offered. Suzetta and MJ are checking for Dennis and we will provide more information on this within the next week or so.
ü Data Warehouse structure training. Staff is working with Convergys to see what it will take to provide this type of training.
The Data Team’s goal is to make the data warehouse user-friendlier with easier front-end and easier navigation.
üJoe McVaney asked Dennis to look into the status of a request from the Legislature that additional dates be added to the warehouse. [Follow-Up: Dennis will have MJ call Joe to determine what other dates are required.]
üDennis will check whether a clean-up of key service dates is planned. [Follow-Up: While it is not currently scheduled for releases 1C2 and 1C3, we will discuss when it can be scheduled and advise the Board.]
Elaine asked when the flex schedule problems with law enforcement personnel would be released. David indicated October.
Phil stated that the flex schedules were working great.
User Role Codes –
ü A Business Requirements Documents (BRD) regarding User Role Codes was handed out. POs were asked to provide feedback to David Faulkenberry by Thursday, June 8th. Two H role codes proposed; one will be able to view benefits within agency only and the other outside the agency. HIPPA concerns have been addressed with an in-house expert who concurs with the proposal. For consistency, org ranges will assign user role codes. These ranges do not have to be contiguous.
Releases –
The July 1 release is mostly benefits related, except disaster code system edits (will allow user to use 1016 and 1017 codes after contracted hours have been identified) and the interim solution for performance management and e-learning (UAT for these modules scheduled for June 14 – 16. System training is scheduled for June 19-20. These modules are pretty straightforward so we don’t anticipate many problems.)
ü David stated that the biggest concern was how to explain the interim solution to employees. After July 1, they will see additional tabs on their screens. After discussion, it was decided that David would send out a system enhancement communication that agency POs could modify and forward to their employees. Secondly, this will be explained in the next edition of the e-Newsletter and, lastly, David will look into adding a notice to the banner. The banner may need to be cleaned up before additional information is added.
ü The October 1 releases have not been finalized. The Board members were asked to look at the identified items to see if any could be deleted so staff could focus more on the tactical issues surrounding the PAR. The ‘Sick Leave Transfer’ issue was the only issue identified that could be postponed. The Members indicated they needed more detailed description of the issues to be able to make better decision. David will work with Convergys to get additional descriptions.
Miscellaneous –
ü Military Leave – Agencies have not received the listing of employees claiming military leave. The list was to be provided so they could clean up the data if the employee was ineligible. [Follow-Up: MJ has run the reports for Jimmy to distribute to the agencies. Jimmy is reviewing the report to make sure it's correct before sending out. He will try to audit it either tonight or tomorrow. ]
ü Multiple Time Claimed – David Faulkenberry will look into issue brought up by David Tepper regarding an employee who submitted a timesheet, the manager approved the timesheet and then the employee re-submitted the timesheet for the same period of time. Mr. Tepper will provide the employee id so we can research the issue. [Follow-Up: David Tepper provided two examples, which have been sent to Convergys to determine the circumstances, and how to ensure it does not happen again.]
Newsletter was sent out. The Board Members indicated that it was useful. A link to the Newsletter will be added to the HRM site.
ü Year-End Issues – People First is working from last year’s list of year-end issues. The group was asked to review the list and let David know if there are issues that were overlooked in the master list.
ü Leave Liability – Agencies would like to know the date for the next missing timesheet report will be run and sent to them. We will discuss with Jimmy.
ü Mantis Issues – LeeAnn would like to clean up some of the issues listed in the database that have been resolved through the past releases or those that have been identified for future releases. She would like to use Mantis to identify post-October releases. We are working toward developing a list of issues that can be worked on for future regularly scheduled releases in 2007. David Faulkenberry indicated that he will clean up the list by Friday, June 2nd, and sent to the POs. LeeAnn would like each Board Member to identify 10 – 12 items that are priorities for their agency and give those to David. O David will compile the list and it will be discussed at the next CRB meeting.
User Role Codes –
ü Currently, looking at issue with timekeepers who have overlapping org codes. The system allows both parties to open up timesheet and review same period of time for same employee simultaneously. The first one to save any edits is the edits that take. People First is looking to put a lock on the system to prevent this from happening. Lane will investigate.
ü Elaine Cooper will review how many DACS employee currently submit manual timesheets and will determine if assigning multiple timekeepers will eliminate/reduce the necessity to submit manual timesheets.
Training –
ü The People First team is looking at developing training modules for two employee groups: for HR staff and for new employees/managers. David provided a handout with a proposal for PF System Training. He requested that the Board Members review the proposal and provide feedback at the next board meeting.
Each team lead was asked to develop a list of the important segments in their area where training was needed. For each issue, a training module will be developed. This training will be piloted with the HRM Policy Unit. Once developed, the training can be either conducted by each agency or by People First staff on an agreed upon basis. The agency can tailor the training based on their particular needs.
The Board Members indicated that direct hands on training would be the preferred method of delivery.
The training for new employees/manager would be tailored so that links would be inserted from the Table of Contents to the specific subject area.
ASPIRE –
Elaine Cooper asked that PF keep the org code changes on their radar so that we are not caught off guard when ASPIRE deploys. PF needs to be proactive in preparing for the impact of these changes.
Credit Monitoring Terms & Conditions -
Phil raised concerns regarding the Experian Terms and Conditions statement, which indicates that the services will automatically renew unless the employee cancels. LeeAnn, Dennis and Lane will be going over those and other issues that have been raised.
Comp Time –
Mark Helms asked the group how they are handling a scenario that just came to his attention. Excluded employee starts in the middle of a pay cycle and works overtime. PF System is calculating the number of contracted hours and crediting the employee with comp time for excess hours. (Total monthly hours = 160. Employee starts with 40 hours left in the month but works 48 hours. PF pays the employee for the 40 hours and credits 8 hours comp.)
Jimmy is aware of the problem but Mark wanted agencies to be consistent on how these cases are being handled. Mark will send an email to the Board Members for them to review and see how such cases are being handled by their attendance & leave specialists.
Meeting adjourned at 11:30 a.m.
ü indicates follow up action required.