employee id conversion workshop · users will inquire using employee’s name, employee id, or ssn...
TRANSCRIPT
Employee ID Conversion Workshop
Florida Department of Financial Services
Division of Accounting & Auditing
Agenda
Summary of the Agency Impact Statements
System Requirements
Timeline
Agency Readiness
Next Steps
Impact Statements
Summary of the Agency Impact Statements
All 33 agencies submitted impact statements o 15 agencies reported no impact
Impact statements are published on the project websiteo https://myfloridacfo.com/division/AA/EmployeeIDConversionProj.htm
Summary of the Agency Impact Statements
Agencies have 5 major areas of concern:
Include Organization Code (ORG)
Vendor Employee (VE) File layouto Timeline to update Agency Business Systems
Payroll File 13
RDS Reports
Informational Database- Natural Access
Organization Code
Agency Impacto Concerned with removing ORG Code from VE File
o Currently use ORG Code to limit access/work flow in Business System
Resolutiono ORG Code will remain on the VE File
One ORG Code per employee
VE File Layout
Agency Impacto Requested the VE File layout for Business System
updates
Resolutiono VE File layout will be provided on the project website
Payroll File 13
Agency Impacto Concerned with the Employee ID not being on the File
13 layout
o Employee ID is needed to allocate payroll expenses in Departmental FLAIR
Resolutiono The File 13 will contain the Employee ID at the end of
each row of data
RDS Reports
Agency Impacto Concerned with changes to RDS reports
Resolutionso No anticipated changes to Central RDS reports; will
contain SSN Agency RDS administrators will need to evaluate who has
access to RDS reports that contain SSN
o Departmental RDS reports will contain Employee ID
Informational Database- Natural Security
Agency Impacto Concerned with access to Departmental FLAIR
Informational Database - Natural Security
Resolutiono Personal information will be redacted if the record has
a Privacy Indicator Personal information - OLO and Employee ID will be available
Non-personal information - all fields will be available
System Requirements
Confidential Information
Confidential information in FLAIR will be protected using People First Privacy Indicatorso See People First Program Guidelines
All Privacy Indicators will be displayed in the VE File
Privacy Indicators will be used to:o Limit the information that can be accessed in the Information
Warehouse (IW) and on transparency websites
o Respond to public records requests
Departmental FLAIR – Transition Approach
Existing records will be marked for deletion on initial loado Records marked for deletion will be purged after 6 months
o Prior to purge, inquiry can be performed by Name or SSN
FLAIR will build a daily file extract of People First data and load into VE Fileo New exception report will be available for identifying VE records that
are missing information
o Records will be purged 6 months after employment ends or 6 months after last payment to employee
All updates to employee information will originate in People First
Vendor Employee (VE) File
Obsolete Fields Other ID Number
Description
Country
Purge Code
Terminal ID of Last Update
Employee Address 3rd Line
Date Added
Date updated
New Fields Employee ID (People First ID)
Social Security Number
Privacy Indicator Field(s)
Employment Status Change Date
Employment Status
Work E-mail Address
Work Phone Number
VE File field changes
Departmental FLAIR - Access Control
FLAIR Access to the VE File will be changedo VE File screen displays will still be restricted by OLO
o Three levels of access will be available Prohibited – “P”
Limited view inquiry – “I”
Inquiry – “S”
o A&A intends to set policy regarding access control for agencies
o Access control reports will reflect new indicators
Departmental FLAIR - Using Employee ID
VE File inquiry screen o Users will inquire using employee’s Name, Employee ID,
or SSN based on access
FLAIR transaction processingo Employee ID will be input in the Vendor Number field
and/or Sub-Vendor field
Purchasing Card Module transactions o Employee ID will be input in the Sub-Vendor field
Central FLAIR - Using Employee ID
Most State CFO (SC) Functions will display Employee ID o Vendor History
o Prompt Payment Compliance
o Employee Travel History
o Detail Transaction
o Warrant Cancellation
EFT Authorizationo Functionality will remain the same
o Search results will display Name and last 4 digits of Payee ID (SSN or FEIN)
IW/Reporting - Transition Approach
Historical data will be available in IW
Access to tables will be limited based on RACF ID group
IW can provide FTP Files with execution of Agency MOU
Privacy Indicators will be used to prevent transactions from being published to the CFO’s transparency websites (similar to Statewide Vendor File)
Other Systems
Employee Information Center (EIC)o Non-payroll transactions recorded with an Employee ID
will be available
FACTS o Name will be redacted for payments made using an
Employee ID with a Privacy Indicator
Project Timeline
Proposed Timeline
Early 2018 Complete FLAIR changes
Address any procedural changes
Conduct system testing
Provide training for end-users
Conduct agency readiness activities
Perform Transition
Agency Readiness
Agency Readiness Activities
Analyze Agency Business Systems and update as necessary
Determine new VE File access levels before transition
Review RDS report access for appropriate security levels
Review IW access to sensitive information
Review People First reports prior to transition for accuracy
Educate employees about changes to travel forms/business processes
Grant new access after transition
Agency Readiness – VE File Access Control
Review Departmental FLAIR access control report
Agency Readiness – SC Files Access Control
Review State CFO File access control report
Agency Readiness –RDS & IW Report Access
Agency RDS Administrator should review access to reports
o Central RDS reports are not being modified; some may contain SSN
o Administrator may limit access to forms
o A&A intends to issue a policy around report access
Coordinate efforts to determine appropriate access to informationo RACF Administrator
o RDS Administrator
o FLAIR Access Control Custodian
Agency Readiness – Review People First
Prior to transitiono Review People First reports
Accurate Privacy Indicators
Mailing address listed
• Employee may need to update
ORG Code assignment
• One ORG Code per VE record
Agency Readiness – Update People First
Update Employee Information in People First
o Employees update address information
o Agency maintains ORG Code information
Agency Readiness – Education
Agency Trainingo Make staff aware of changes to forms and business processes
A&A Trainingo Job aids related to VE File access and functionality will be
published on the training website
o https://myfloridacfo.com/Division/AA/Training/JobAids-StateAgency.htm
o FLAIR classes will be updated to reflect the change to the VE File
Next Steps
Next Steps
Send questions related to the project via email
Visit the Employee ID Project websiteo http://myfloridacfo.com/division/AA/EmployeeIDConversio
nProj.htm
Complete the Employee ID Workshop survey onlineo https://www.surveymonkey.com/r/XLH3NQY
Resources
Department of Management Services, Division of Human Resource Management, Program Guidelineso http://www.dms.myflorida.com/content/download/79972/462776/Prog_
GuideAdminPubRecExempt_Final07312015.pdf
People First HR Professional User Guideo http://www.dms.myflorida.com/workforce_operations/people_first/for_s
tate_hr_practitioners/hr_professional_user_guide
Questions?
Concluding Thoughts
Thank you for participating in our Employee ID Conversion Workshop
Contact Information: