intro to e-profile · hrms is upgrading from peoplesoft version 8.9 to 9.1 portal is upgrading from...

Agenda

1. Welcome Sue Martin

2. Upgrade Status / Overview Sue Martin

Anticipated Outage for

Go Live Cutover

Overall Content of Upgrade

New Functionality

Phased In Functionality

3. Login / New Portal / Navigation Debbie Miggins

4. Security Mary Yabrosky

5. Agency Readiness Tasks Debbie Miggins

6. Training Debbie Miggins

7. Recap / Wrap Up Sue Martin

2

Year End

Preparation for 2012 W-2 Processing

All check/advice reversals and cash recovery/workers'

comp reversals as well as other manual adjustments

must be submitted to the OSC Central Payroll Unit by

noon on Tuesday, November 13, 2012.

All reversals for checks and advices issued after

November 15 must be submitted to the OSC Central

Payroll Unit by noon on Friday, December 14, 2012.

Adjustments not received by these deadlines will

result in the issuance of a W2-C.

Checks dated 12/30/12 – Because of time constraints,

all corrections will result in the issuance of a W2-C.

4

Holiday Processing

Schedules

Confirm for 11/30/12 check:

Confirm will take place on Wednesday, November 21st, 2012

System Lockout will be in place at 7 PM on Tuesday,

November 20th, 2012 and will continue through Wednesday,

November 21st, 2012

There will be no payline adjustments on Wednesday,

November 21st, 2012

Interface files are due on Monday, November 19th, 2012 by

5PM.

Confirm for 1/11/13 check:

Confirm will take place as usual on Thursday, January 3rd,

2013

Interface files are due on Monday, December 31st, 2012 by

5PM.

5

Upgrade Status

HRMS is upgrading from PeopleSoft version 8.9 to 9.1

Portal is upgrading from PeopleSoft version 9.0 to 9.1

EPM is upgrading from PeopleSoft version 9.0 to 9.1

All are on track for Late October deployment

Financials will be upgrading from PeopleSoft version

8.9 to 9.1, planned for March, 2013

7

Anticipated Outage Schedule

For Check Date 11/2/12

HRMS will Confirm payroll a day early – on Wednesday,

10/24/12

Interfacing agencies have until 5PM on Monday, 10/22/12 to

send their files

Agencies will have until 10 AM to send in their corrections to

OSC/Payroll Services

System goes down at Noon on Wednesday, 10/24/12 and

remains down until Tuesday, 10/30/12

EPM will be down beginning at 7:00 PM on Wednesday,

10/24/12

FIN will be down for part of this time

Watch for Daily Mails with more detailed information

9

Overall Content

Keeps us current with Oracle Support and allows us to take

advantage of product enhancements

No significant changes to existing HRMS processes

No changes to EPM query

Security enhancements

Change to the Portal Look and Feel

Expansion of “eApps” (Self-Service):

Supports the goals of improving efficiency and reducing paper

Security will limit us to our own records

Electronic approvals are being built in as needed

11

New Functionality

Portal – Gateway to Core-CT

Security Automation

Self Service:

eProfile – allows employees to view and update some of

their personal information

ePay – within a few months all employees with an active

primary job will have the ability to view their paycheck

data online. This does not mean paperless – yet!

TL Approver Notifications

13

Phased-In Functionality

Self Service:

eBenefits

TAM/CG (a.k.a. eRecruit) Talent Acquisition Management /

Candidate Gateway

PeopleTools Upgrade

Retirement Payroll

Financials 9.1 Upgrade

15

Login Page

The ‘Look and Feel’

will not change

from the current

design

Once logged in, the

new Portal

Homepage will

display

17

The New Portal The Gateway to Core-CT

Provides access to Self-Service

(eApps)

Improves and simplifies access to

Core-CT applications:

HRMS

Financials

EPM

19

The New Portal

Consists of Drop Down Menus, Tabs and

Content Areas (Pagelets) to organize links

Portal content is based on your role

20

The New Portal

All employees will see:

Drop Down Menus: Favorites, Main Menu and My

Links

‘My HR’ Tab

eProfile / Personal Information

Payroll / View Paycheck

Core-CT News

My Reports

Time and Labor will display, based on role

‘Core-CT Help’ Tab 21

‘My HR’ Tab

Drop Down / Main Menu

22

The Drop Down Main Menu allows you to

access HRMS (and other) applications,

based on your role – replaces left hand

navigation

Navigation path shown as “breadcrumbs”

‘My HR’ Tab

Drop Down / Favorites

23

Favorites Drop Down Menu – list of recently

used pages and provides access to your

favorites

Also accessible as ‘My Links’

Refresh button

Portal Navigation Tabs

Used to Organize Content

‘My HR’ (Default) – Self-Service eApps

‘Core-CT Help’

Recruiting (based on your role) – Not

Shown

TAM/CG functionality

24

‘My HR’ Tab

Personal Information Pagelet

Personal Information / eProfile

Update personal information, such as home and

mailing address, marital status, name

Workflow triggered when changes made to

fields listed above

My System Profile

Change Password and set up Password hints

26

‘My HR’ Tab

Time and Labor Pagelet

Enter Time Sheet

Approve Time (based on having the ‘Time

Approver’ role)

27

‘My HR’ Tab

Payroll Pagelet

28

Ability to view and print Paycheck data

online (PDFs)

This functionality should not be confused

with ‘paperless’

View Paycheck

29

The View Paycheck page displays a basic

summary of pay information for each check

received. An online pay advice is available

for review.

With the same Self-Service ID, if you have

more than one job, you will see each job

listed, distinguished by Dept ID and Job Title

‘My HR’ Tab

Core-CT News Pagelet

Provides Core-CT news, activities and

general announcements to employees General Core-CT news

HRMS news

Financial news

EPM news

30

‘My HR’ Tab

My Reports Pagelet

Displays reports you have run through the

Process Scheduler or had distributed to you

31

Portal Navigation

‘Core-CT Help’ Tab

Displays UPKs (online training documents)

Provides Links to Job Aids and reference

documentation

33

Portal Navigation

‘Core-CT Help’ Tab

UPKs are online learning tools that step

you through the completion of Core-CT

tasks

Using pop-up text boxes, highlighting and

hyperlinks, UPKs simulate a “how to / self

guided tour” of the topic

Details on the online training available will

be outlined later in the presentation

34

Security Changes

9.1 Upgrade Updates for Core-CT Security and HR Liaisons

Today the CO-1092 Security Request Authorization Form for Core-

CT encompasses three (3) parts:

1. Add, Modify, Delete User Profiles (User IDs)

2. Add, Modify, Delete Roles

3. Add, Modify, Delete Row Level Security

TL Groups

Workflow

User Preference

36

Security Changes


With the expansion of additional Self Service eApps, the CO-1092

process will change slightly:

CO-1092 Security Form to Add New User Profiles (Users IDs) will

no longer be required

The creation of all new User IDs in Core-CT will be automated

Process includes new hires active in Job Data for Primary Job

Process includes existing employees active in Job Data for

Primary Job

Agencies should ensure employees have one Primary Job

row and an Establishment ID

If these are blank, a new User ID will not be created

37

Security Changes


Process will include adding and deleting eApp (Self Service)

roles based on current job row employee status

Process excludes adding or removing of HR, FIN and EPM Roles

Security Liaisons will continue to maintain User Profiles for HR,

FIN and EPM Users via CO-1092 Form

Security Liaisons will continue to notify the Core-CT Security

Team to delete/lockout users HR, FN and EPM Users when

terminated

38

Security Changes

CO-1092 Security Request Authorization Process

Summary of Changes:

TODAY Y/N October 30, 2012 Y/N

Create New User Profile Y Create New User Profile N

Assign Row Security Y Assign Row Security Y

Assign TL Groups Y Assign TL Groups Y

Assign Employee Self Service

Roles

Y Assign Employee Self Service

Roles (TL Reporter, ePay, eProfile)

N

Assign HRMS, FIN and EPM

Roles

Y Assign HRMS, FIN and EPM

Roles

Y

Update Workflow Y Update Workflow Y

Inactivate User Profiles for

Employee Self Service

Y Inactivate User Profiles for

Employee Self Service

N

Inactivate HRMS, FIN and EPM

User Profiles

Y Inactivate HRMS, FIN and EPM

User Profiles

Y

39

Security Changes


Employee ID (Emplid) will be used for User ID moving forward

Emplid will not replace existing User IDs

Emplid will replace User IDs for name changes

Process excludes UOC, Military Jobcodes, Secondary Jobs and

Secondary User IDs

Agencies new to Self Service ensure Liaisons have access to

Reset Passwords

Requires Access to Distributed User Profile Page

CT SECURITY LIAISON – password reset role

40

Security Changes


Distributed User Profile Page - CT SECURITY LIAISON role:

Resets Passwords

Reviews/updates user email addresses

Checks completion of email addresses and System Profile

9.1 Navigation:

41

Security Changes


Distributed User Profile Page - CT SECURITY LIAISON role:

Requires training on OSC Password Policies and Controls

Training Documentation:

http://www.core-ct.state.ct.us/security/proc_updates.html

http://www.osc.ct.gov/2010memos/numbered/201034.htm

http://www.core-ct.state.ct.us/support/password.htm

42










Security Changes


Tip for finding User IDs (emplid) using Advanced Search Feature

43

SmythsJan MHA-Smyths,Jane 012345

012346

012347

012348

012349

MHA-Smyths,Joseph

MHA-Smyths,Lewis

MHA-Smyths,Louise

MHA-Smyths,Melanie

012346

012347

012348

012349

Smyths

543210

654321

876543

012345

MHA-Val,Teresa

MHA-Tolst,Daniel

MHA-Smyths,Jane

MHA-Reynolds,Sue

MHA-Trest,David

MHA-Wynn,Sally

765432 765432

987654

543210

654321

876543

012345

987654

Security Changes


Deploy Self-Service to employees statewide

Roll-out in phased approach beginning in November, 2012

Core-CT will work w/ agencies on roll-out of Self Service and

distribution of New User IDs

Additional eApp job aids and instructions will be provided

Goal for all employees to have User IDs by 1st Quarter end,

2013

Additional goal to prepare State of CT for Paperless processing

44

Security Changes


Agencies to adopt Self-Service instructions in Hiring Practice

for future hires

New User IDs and Passwords will need to be given to new

hires

New Users will need to update password, email address

info and System Profile in Core-CT

New Users will need to be trained on how to reset a

Forgotten Password or handle locked accounts

New Users will need Self Service Training in Core-CT

45

Security Changes

My System Profile update:

All new Users must set up forgotten password help in order to

use the Forgot My Password Feature

46

Security Changes

My System Profile

update:

Now under Personal

Information (eProfile)

on the Home Page

47

Security Changes

My System Profile

update:

User complete hint

question and

response

User must

add/update ‘Primary’

email address

Can user personal

email address if ‘no’

business email exists

48

Security Changes

CO-1092 Security Form

Update:

Security Forms will still

be required for processing

HRMS, Financial and EPM

User access

Form design will remain

unchanged to allow

manual processing for

‘exceptions.’

49

Security Changes

CO-1092 Security

Request Form Update:

Security Request Form is

no longer required to

create new User Profiles

(User IDs)

Coming Soon! -

Automation of online

Security Request Forms!

50

Agency Readiness Tasks

The ARCs and Agency HRMS Liaisons are coordinating three tasks

prior to Go-Live:

Verify Employees’ Marital Status; “Common Law” or “Head of

Household” will no longer be an option

Verify Employees’ Primary Job Indicator; There can only be (1) Primary

Job for every active employee

Identify Agency eProfile Approvers; approval of employee changes to

their personal information

Target completion date is 10/10/12

52

Training Plans

Topics Format Notes

Intro to UPKs Online Learning Available at the Core-CT Help Tab; Training

Guide available on the Core-CT web page.

9.1 HR Deltas Online Learning Available at the Core-CT Help Tab; Training


9.1 Payroll Deltas Online Learning Available at the Core-CT Help Tab; Training


eProfile Online Learning Available at the Core-CT Help Tab; Training


eProfile Approvals Online Learning Available at the Core-CT Help Tab; Training


9.1 Time & Labor Deltas Online Learning Available at the Core-CT Help Tab; Training


Using ePay Online Learning

Available at the Core-CT Help Tab; Training


Using eBenefits Online Learning Scheduled to launch in 2013

eBenefits Approvals Online Learning Scheduled to launch in 2013

Talent Acquisition

Management

Online Learning &

Classroom

Scheduled to launch in 2013

Candidate Gateway Online Learning &

Classroom

Scheduled to launch in 2013

54

Recap / Wrap Up

Thank you for your participation today.

We look forward to continuing our work together to make

the Core-CT upgrade a success!

Look for this presentation on the Core-CT web site…

(link on the following page)

56

Look for this Presentation

57

http://www.core-ct.state.ct.us/hr/usergroup/Default.htm

intro to e-profile · hrms is upgrading from peoplesoft version 8.9 to 9.1 portal is upgrading from...

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