Team Works HCM User Group Meeting March 21

Team. Works HCM User Group Meeting March 21, 2019 and April 11, 2019 1

Welcome & Introductions SAO Martha Varn, HCM Manager Melody Richards, Team. Works Program Director Jeff Maile, Business Analyst HRA Bo Mc. Daniel, Enterprise Talent Mgt Services Director Monique Jenkins, Enterprise Talent Mgt Services Mgr. Tonia Nelson, Lead Business Analyst Sonja Willis, Business Analyst 2

Sub-group Updates General/HCM Transactions e. Performance Training Payroll 3

General/HCM Transactions Sub-group Communications Ø Social media site to help others connect Ø User sharing groups (birds of a feather) Documentation Ø Document queries, action reasons Ø Provide a document repository 4

General/HCM Transactions Sub-group Enhancements Ø Manager Self Service transactions Ø Make HCM mobile phone friendly Ø Company Directory Ø Organization Chart Query 5

General/HCM Transactions Sub-group Training Ø Training on how to correct HR transactions Ø Training for new users in HR, Payroll, etc. Ø Training on transactions that impact 3 rd party transactions such as SHBP, ERS, Alight Ø Training for new employees (onboarding, ESS) Ø Training for MSS Ø Best Practices 6

General/HCM Transactions Sub-group Process Improvement Ø Make data change requests easier Ø Onboarding to take complete all hire steps Ø Offboarding – allow agency to terminate security immediately Ø Allow multiple SHBP transactions to be entered on the same day 7

e. Performance Sub-group Enhanced template Ø Simplified Workflow Ø One document with multiple checkpoints Ø Performance Notes and attachment options Ø Additional Queries e. Performance tips Ø Printing Ø Updated Queries 8

Training Sub-group This working committee will meet to review recommendations regarding training (focus, delivery, materials) from the other sub-groups. 9

Payroll Sub-group Should this group continue to meet? 10

Health Benefit Interface Transactions Overview of Processing Ø Transactions entered during the workday are transmitted during batch processing (8 PM or later) Ø Only changes are sent Ø SHBP can only process 1 change per day (based on the order received by SHBP) 11

Health Benefit Interface Transactions Items that can cause an error with the SHBP system Ø Missing information (address, personal data, etc. ) Ø Transfer actions entered on the same workday Ø Changes in the Employment Record, esp. ACA Example: Moving from a 1 Empl Rcd to 0 Empl Rcd. 12

Health Benefit Interface Transactions SHBP Error Report Ø Review on a daily basis Ø The sooner issues are identified, the easier it is to resolve Ø Less likely to impact an employee’s health benefit eligibility/enrollment 13

Health Benefit Interface Transactions When corrections are necessary: Ø Future effective-dated rows: These can be deleted by the agency. Ø If transaction was entered today, most likely SAO can delete the transaction. Ø Rows that do not impact eligibility or payroll location can be deleted. 14

Health Benefit Interface Transactions How to fix: Ø Personal Data (resend personal data) Ø Terminations v Date needs to be later – use repeal transactions v Date needs to be earlier – delete and re-enter Ø New Hires v Date needs to be later – use repeal transactions v Date needs to be earlier – SHPB involvement 15

HCM User Group Structure What items/topics are of interest? What are your pain points? Are there specific issues or concerns that need to be addressed? From the sub-groups, what to you want SAO & HRA to work on? 16

User Community User community would like smaller groups for topics such as e. Performance, HCM transactions, etc. 17

Current SAO Activities View Direct Replacement Project Self Service Security Project 18

Current HRA HCM Activities Fair Labor Standards Act 19

Position Management Ø General Ø Benefits of Position Management Ø Too many open positions Ø Incorrect Direct Reports Ø Job Code & Position Inconsistencies 20

Position Management 21

Position Management Job Data General Overview Employee Self Service Budget Performance Management Time and Leave 22

Position Management Benefits of Position Management Footnote 1: http: //www. lokisys. com/ - HOW POSITION MANAGEMENT HELPS YOU MANAGE YOUR WORKFORCE BETTER 23

Position Management Too many open positions 24

Position Management Incorrect Direct Reports 25

Position Management Incorrect Direct Reports 26

Position Management Job Code & Position Inconsistencies 2400 incumbered positions have major errors (Approx. 3% of 80, 000) Incorrect Salary Plans Incorrect Grade Incorrect Job Codes Incorrect Reports To 27

Position Management 28

SAO Communications HCM security access is used to prepare distribution lists for communications using the Primary Email addresses in Team. Works HCM. Please remember to keep your email addresses updated, especially if you have transferred to a new agency. Please use your state email address and not a personal email address as your primary email address. Please share communications within your agency as appropriate. 29

Providing Feedback Martha Varn: Martha. Varn@sao. ga. gov Melody Richards: Melody. Richards@sao. ga. gov Customer Support Center: HCM@sao. ga. gov 30

Agency Participation We want your feedback! Ø Suggested sub-group topics Ø Suggestions for training Ø Pain points Ø Specific Issues Ø Items for SAO & HRA to work on Thank you for your participation! 31

Questions? 32