TL355 Report of Leave Balances

TL355 Report of Leave Balances


State of Connecticut

Core-CT Project

Application:HRMS

Module:Time and Labor

Business Process:Manage Leave Accruals

Requirement Number:TL355

Requirement Title:Ability to Report on employees accrued leave balances

Module Leads: Lee Stolzman, Judd Nielson

  1. Requirement Description

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

Timekeepers, supervisors, and managers need the ability to track and monitor employees’ leave balances. This information is needed for both individual employees as well as groups of employees. Some bargaining units require that employees be informed on a periodic basis as to what their accrued balances are. The legacy systems in place for time and labor provide more direct ways for system users to view balances. BOSS/TAS agencies for example are used to seeing on-line balances. While an employee’s accrued leave balances can be viewed on-line this functionality as delivered by PeopleSoft is cumbersome in that the system records a separate row for each leave plan every time that the leave accrual process is run. There is no place in PeopleSoft that a user can view an employee’s vacation, sick and personal leave balances on one page.

  1. Business Need

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

In order for timekeepers to ensure that the employees for whom they are responsible have sufficient leave balances while they are entering time; for supervisors and managers to monitor their employees usage of time; and to meet individual employee requests for their balances, a solution that provides summary information for all leave types by employee is critical.

  1. Required By: (Y/N)

Federal ____Agency Y____Bargaining Unit Y____

State Statutory ____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

______Process Solution

___Option Number

X______Application Modification

1___Option Number

  1. Explanation for Recommendation

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

By modifying the delivered Leave Accrual report, PS report BEN007, we are getting the most functionality out of the easiest solution. This provides each agency with the ability to run a report on an as needed basis for a group of employees or by employee. Agency Payroll Specialists could also use this report to determine when employees are reaching their maximum balance.

  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.

Agencies will have to learn to run reports from the Core-CT HRMS System. They will also have to become familiar with Time and Labor groups. Since editing of leave balances is not real-time agencies will now have to wait for the following day to determine if errors were generated as part of the previous day’s time entry. By providing this report agencies will be able to better determine when their employees are exceeding a balance.

  1. Process Solutions

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

Option 1. Agencies will be provided the ability to view balances on-line via the leave balance table. This method would require looking up each individual employee in question and scrolling through all leave accrual rows to find the most recent leave accrual date for the necessary information.

Option 2. The delivered leave accrual report runs by Company and Cost Center within the State of Connecticut and can be used to verify leave balances for employees. This report also provides YTD balances as well as rates and amounts.

  1. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type: Report:

Complexity: Difficult

Description: The delivered Leave Accrual Report, BEN007, would be modified to run by agency/group/employee and would print out the most recent leave accrual balances for all leave plans for which an employee is eligible as of the last leave accrual process date. It will be sorted by employee name not by employee ID number. This report could be run on an as needed basis. It could mimic the delivered leave accrual report but not show rate and amount information. This report will also be modified to “flag” when balance maximums are close to being reached.

Option 2.

Modification Type: On-line

Complexity: Medium

Description: The elapsed time entry page could be modified to show the most recent leave accrual balances. This would benefit the time entry personnel as they would not have to run a report or go to the leave balance table to look up balances for individual employees. However, it will not meet the need to provide balance information to supervisors and managers. In addition, if employees use TCD or 3rd party time entry devices then viewing balances on the time entry screen may not suffice.

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