State of Connecticut

Core-CT Project

Application:HRMS

Module:Time and Labor

Business Process:Manage Leave Accruals

Requirement Number:TL363

Requirement Title:Ability to utilize Service Date field for Leave Accrual Purposes

Module Leads: Lee Stolzman, Judd Nielsen

  1. Requirement Description

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

In order to track and calculate when an employee is entitled to an increase in the rate at which they accrue vacation time a date field is needed on which the calculation can be based. PeopleSoft provides a service date field which is used in the processing of leave accrual however the date does not take into accounts State of Connecticut requirements such as reflecting military time as well as time without pay days.

  1. Business Need

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

Employees who have worked for the State for a number of years are entitled to an increase in the rate at which they accrue vacation time. For most State employees this increase takes place at 5 years of service and then at 20 years of service. Depending upon state regulations and the bargaining unit to which an employee belongs, a number of different factors may go into the calculation of years of service. These can include prior state service, war service, military service, workers compensation, various types of paid and unpaid leave, and sick leave bank time. For PeopleSoft to accurately track when an employee is entitled to a rate increase there is a need to have in the system a date that accounts for prior State service, war service, and military service as appropriate. This potentially impacts all State employees.

  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.

In PeopleSoft each employee has a Job Data page attached to which is an Employment Information page and an Employment Dates page. On the latter are a number of date fields including Hire Date, Seniority Date, and Service Date. When an employee is hired the Service Date defaults to the Hire date unless overridden by Human Resources. Since this fields needs to be updated on a continous basis it is important to have an automated process which update the date therefore bypassing the need to manually override that date on an employees job record.

  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.

Currently length of service is manually calculated and the new accrual rate entered by the TimeKeeper into the various legacy systems in use. The proposed solution will require that any eligible time prior to the hire date be calculated and used to determine the Service Date. Once this date has been calculated and entered then the system will automatically track, and then increase the accrual rate based upon rules and time reporting codes set up within PeopleSoft. A report may be run for employees with 5 or 20 years of service to check that the accrual rate is correct.

  1. Process Solutions

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

Option 1. The Service Date will be manually calculated for each employee using the appropriate bargaining unit rules to determine what time counts and what does not when determining length of service for leave accrual purposes. This date will then be entered into the Service Date field on the Employment Dates page in PeopleSoft. From this point the system will then track and automatically increase the rate of accrual.

  1. Application Modifications

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

Option 1.

Modification Type: Batch

Complexity: Difficult

Description: A batch program will be created and run on a biweekly basis. This Program will update all employee service dates to reflect the Hire Date as well as Military Service less leave without pay days.

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