People First Team. Type: System Enhancements ID Number: SE 80. Subject: Org Management Enhancements. Date: March 26, 2014 (Updated)

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1 Type: System Enhancements ID Number: SE 80 Date: March 26, 2014 (Updated) Subject: Org Management Enhancements Suggested Audience: Human Resurce Offices Details: Majr system enhancements are being made t the Org Management mdule within Peple First. The enhancements will be implemented n April 7, 2012, and include the fllwing changes: Search - Psitin Maintenance and Actins Screens New "Search by Emplyee" functinality added t allw users t search fr a psitin by emplyee name (first and last name) r user ID/emplyee ID. The new search is available n the Psitin Maintenance and Actins screens and wrks the same as the search n the "My Direct Reprts" screen. This new search will nly wrk fr active emplyees and will return the psitin they hld as f the current system date. Tw new clumns, "Emp Name" and "Emp ID", added t the search results table t display the psitin hlder's name and emplyee ID. Search results can be srted by clicking n the clumn headings (Ps Title, Ps ID, Emp ID, Emp Name, Org Cde, Org Desc and Jb Type) in the search results table. Search - Organizatin Maintenance Screen New rg cdes created will display, alng with the existing Org Units, in ascending rder by rg cde. Prir t the 04/07/2012 release, new rg cdes were presented n the last page f the search results table. Search results can be srted by clicking n the clumn headings (Org Cde, Org Abbreviatin, Org Descriptin, FLAIR Org Cde) in the search results table. Reclassify Psitin - Actins Screen The psitin screens will be presented in the fllwing rder during the reclassify psitin actin: Object Maintenance Object Relatinships: Belngs t Org Unit Object Relatinships: Is Described by Bradband/Class Object Relatinships: Reprts t Psitin Emplyee Grup/Subgrup Psitin Funding Psitin Attributes Additinal Attributes Pay Additives (screen will n lnger be presented fr OPS psitins) License/Certificatin 1

2 State Prperty Security Psitin Funding Psitin Maintenance and Actins Screen Psitin Funding Screen - prevent the state financial cdes (i.e., FLAIR Accunt Cde, Budget Entity, FLAIR Org Cde, State Prgram Cmpnent and Expansin Optin) frm defaulting in certain cnditins. If the HR rg cde is changed during a psitin actin (Org Management > Actins), the state financial cde fields will ppulate with the default cdes (frm Org Maintenance > State Org Financial Data screen) based n the HR rg cde assigned t the psitin n the effective date being used, as lng as the Psitin Funding screen is saved ("next" buttn is nt selected). Fr example, Psitin is assigned t HR rg cde , and during the reclassify psitin actin is reassigned t HR rg cde When the Psitin Funding screen is presented, the state financial cde fields will ppulate with the defaults f HR rg cde If the HR rg cde is nt changed during a psitin actin (Org Management > Actins), the state financial cdes n the psitin's active Psiting Funding recrd will be presented. The state financial cde fields will nt ppulate with the default cdes (frm Org Maintenance > State Org Financial Data screen) based n the HR rg cde assigned. Fr example, during the reclassify psitin actin the HR rg cde is nt changed fr Psitin When the Psitin Funding screen is presented, the state financial cde fields will be ppulated with the data that is n the psitin's active Psitin Funding recrd. If the "new" buttn is selected during direct entry (Org Management > Psitin Maintenance), the state financial cde fields will ppulate with the default cdes (frm Org Maintenance > State Org Financial Data screen) based n the HR rg cde assigned t the psitin n the effective date being used. Scenari: Psitin is assigned HR rg cde frm 09/01/20111 t 10/31/2011; HR rg cde frm 11/01/2011 t 12/31/2011 and HR rg cde frm 01/01/2012 t 12/31/9999 (this is the active Psitin Funding recrd). Example 1: During direct entry (Psitin Funding screen), an effective date f 10/28/2011 is used. The state financial cdes will default based n HR rg cde In this example, using an effective date between 09/01/2011 and 10/31/2011 will have the same result. Example 2: During direct entry (Psitin Funding screen), an effective date f 12/15/2011 is used. The state financial cdes will default based n HR rg cde In this example, using an effective date between 11/01/2011 and 12/31/2011 will have the same result. 2

3 Example 3: During direct entry (Psitin Funding screen), an effective date f 01/18/2012 is used. The state financial cdes will default based n HR rg cde In this example, using an effective date f 01/01/2012 r later will have the same result. If the edit buttn is selected during direct entry (Org Management > Psitin Maintenance), the state financial cdes n the psitin's active Psiting Funding recrd will be presented. The state financial cde fields will nt ppulate with the default cdes (frm Org Maintenance > State Org Financial Data screen) based n the HR rg cde assigned. License/Certificatin/State Prperty Screen - The tw inf types (State Prperty, License and Certificatin) will be presented as separate screens during the reclassify psitin actin. If the psitin being reclassified has an active state prperty and/r license and certificatin recrd, the recrd(s) will be end dated ne day befre the effective date f the psitin actin. The end dated recrd will be presented in the Overview sectin during the psitin actin and the user will be able t create a new recrd if needed. Delete Organizatinal Unit - Actins Screen Prevent an HR rg cde frm being deleted (ablished) if it has any HR rg cde reprting t it (parent t child relatinship) r psitins assigned t it. If a user attempts t ablish an HR rg cde with an HR rg cde(s) r psitin(s) assigned t it, an errr message will be presented. The active HR rg cde(s) r psitins(s) will have t be remved befre the HR rg cde can be ablished. Create OPS Psitin - Actins Screen Emplyee Grup/Subgrup Screen: Emplyee Grup must be selected befre Emplyee Subgrup ptins are available in the drpdwn menu. Only "4 - Included OPS" and "5 - Excluded OPS" will be presented in the Emplyee Grup drpdwn menu. This functinality will nt ccur during direct entry (nly thrugh the actin) in the Psitin Maintenance screen. The "3 SCS-Special Categry" is nt valid fr OPS psitins and will n lnger be presented in the Emplyee Subgrup drpdwn menu. Psitin Attributes Screen - Psitin Maintenance Unless therwise indicated, the enhancements t the screen apply t direct entry (using "new buttn) and when the screen is presented during an "establish/create" psitin actin. The fllwing fields are nt valid fr OPS psitins and will n lnger display n the screen. The fields will shw as blank (null) in the data warehuse. Pay Plan Class Cde The wrking title (Object Maintenance) will be the nly title captured in the data warehuse and displayed n canned reprts. Exempt2 Categry 3

4 CBU Occupatin Grup Fill Pririty SES Criteria Prbatinary Perid Special Risk Retirement (checkbx) Shared Indicatr (checkbx) Pay Grade field - this field will systematically ppulate based n the Class/Bradband and Pay Plan assigned t the psitin. When the functinality ges live, all current psitin recrds will display the Pay Grade. Field will nt display fr OPS psitins. Pay Band field - this field will systematically ppulate based n the Bradband, Class and Pay Plan (based n the Bradband Crsswalk) assigned t the psitin. When the functinality ges live, all current psitin recrds will display the Pay Band. Field will nly display fr psitins in Pay Plan 01, 07, 08 r 09. Field will nt display fr OPS psitins. Additinal Attributes Screen - Psitin Maintenance Unless therwise indicated, the enhancements t the screen apply t direct entry (using "new buttn) and when the screen is presented during an "establish/create" psitin actin. Number f Pay Perids field has been remved. Default Wrk Schedule field Field is nt editable (grayed ut) fr OPS psitins; it will always be presented blank. A mass lad will be prcessed t change the Default Wrk Schedule field fr all OPS psitins t blank. The nly ptin presented in the drpdwn menu fr salaried psitins will be " Five days a week/8 hurs a day". A mass lad will be prcessed t change the Default Wrk Schedule field fr all salaries psitins t Five days a week/8 hurs a day. FLSA Wrk Perid field The fllwing perids have been remved frm the drpdwn menu: 41 - Mn-Sun Default 40 HR FLSA Week 81 - DMA 14 Day 86 HR FLSA Perid 82 - DMA 14 Day 106 HR FLSA Perid FLSA perid will default as fllws, with the user having the ability t change the defaults befre saving: Fr "1 - Included" and "4 - Included OPS", the perid will default t "40 - FRI-THU Default 40 HR FLSA Week". Fr "2 - Excluded" and "5 - Excluded OPS", the perid will default blank. DL Class field - required indicatr has been remved fr OPS psitins; field will cntinue t be required fr salaried psitins. Security Check Level field The current "1 - Backgrund Investigatin Required" descriptin is being re-titled "1 - State f Flrida FDLE Backgrund". 4

5 The current "2 - Backgrund and Fingerprint Required" descriptin is being retitled "2 - Natinal FBI Backgrund". The current "3 - Fingerprint Investigatin Required" is being eliminated and will n lnger shw in the drpdwn menu. Psitins that have an active recrd with the current "3 - Fingerprint Investigatin Required" assigned will be systematically changed t "2 - Natinal FBI Backgrund". All descriptins n active psitin recrds will be systematically updated t shw the new descriptins. The ld titles will remain n histrical recrds. Alternate FLAIR Acct Cde Screen - Psitin Maintenance The CJIP FLAIR Acct field has been remved. The CJIP FLAIR Accunt Cde must be maintained n the emplyee s CJIP recrd. When data is entered in the "On Call FLAIR Acct" r "Overtime FLAIR Acct" fields, the system will check the FLAIR Accunt Cde table t determine if cde is valid. If cde is nt valid, an errr message will be presented. FLAIR Accunt Cde There will n lnger be an effective date assciated with the FLAIR Accunt Cde when it is received (nightly feed) frm the Department f Financial Services. Once laded in Peple First, the FLAIR Accunt Cde can be assigned t a psitin r rganizatin using any effective date, as lng as it is within the current requirement f tw pay perids back. Wrk Cntact Infrmatin Screen - Wrk Infrmatin Maintenance Implement a New Wrk Cntact Infrmatin screen. The new screen will be lcated under the Wrk Infrmatin Maintenance menu. The new screen will include the emplyee s wrk address, wrk mailing address and wrk lcatin address n the new screen. Wrk address will be maintained frm the Wrk Cntact Infrmatin screen. N changes were made t the address security (rle cdes) fr updating the address. The wrk mailing address and wrk lcatin address data is view nly frm the new screen. Updates t these addresses will cntinue t be made frm the Org Management>>Psitin Maintenance>>Addresses screen. The fields n the Wrk Lcatin Address screen have been changed t remve the reference t number in the titles. The new field titles are: 411 Phne 411 Phne Extensin Fax Cell Alternate Phne Alternate Phne Extensin This new screen will be presented during appintment and separatin PAR actins. Remve the current Address, Wrk Mailing Address and Wrk Lcatin Address ptins n the Wrk Infrmatin Maintenance menu. 5

6 Backgrund Check, Backgrund Check - Abuse Case and Fingerprints Screens - Wrk Infrmatin Maintenance End Date field is being added t all three emplyee security screens (Backgrund Check, Backgrund Check - Abuse Case and Fingerprints) and will be used t capture the emplyee's security rescreening date (see Security Alerts belw). Only when an active (mst recent) recrd is edited r a new recrd is created, will the End Date field be required. The recrd cannt be saved until the field is ppulated. When the "edit" r "new" buttn is selected, the End Date will default t blank. End Date must be after the Date Submitted r Date Cmpleted. Security Check Level drpdwn menu ptins n the Backgrund Check screen will be re-titled t match the security descriptins n the psitin side (as described abve fr Security Check Level field ). N change is being made t the drug screening alerts; these alerts will cntinue t be triggered based n the number f rescreen mnths assigned n the emplyee s recrd. Security Alerts Alerts will be generated based n the security check being required n the psitin (Additinal Attributes screen) and the end date n the emplyee s Backgrund Check, Backgrund Check Abuse Case r Fingerprints recrd. If psitin is assigned "1 - State f Flrida FDLE Backgrund" in the Security Level Check field (Additinal Attributes screen), then nly the emplyee s Backgrund Check recrd will be used t determine if an alert shuld be generated. If psitin is assigned "2 - Natinal FBI Backgrund" in the Security Level Check field (Additinal Attributes screen), then bth the emplyee s Backgrund Check and Fingerprints recrds will be used t determine if an alert shuld be generated. If psitin is assigned Abuse Screen indicatr (Additinal Attributes screen), then nly the emplyee s Backgrund Check Abuse Case recrd will be used t determine if alert shuld be generated. N Level 1 r Level 2 alert will be sent if the Security Check Level field n the psitin has 0 N Security Screen Required, even if the emplyee s security recrd has an end date. N Abuse Backgrund check alert will be sent if the Abuse Screen indicatr is nt marked n the psitin, even if the emplyee s security recrd has an end date. Alerts will be sent t the emplyee s manager. If the manager psitin is vacant, then alert(s) will be sent t manager s supervisr. If bth the manager and manager s supervisr psitins are vacant, then alert(s) will be sent t HR staff that are assigned an A, H, U, X and Y security rle cde. The alerts will nly be sent t U and Y rle cdes fr emplyees that fall within their assigned Org Cde Range Allwance (OCRA). The A, H and X rle cdes will get alerts fr all emplyees. 6

7 There will be tw types f security alerts sent: Expired Alert Expired Alert (Level 1) will be sent if the psitin requires a 1 - State f Flrida FDLE Backgrund and the end date n the emplyee s Backgrund Check recrd is after the system date. Fr example, if the system date is 03/30/2012, then any end date n r after 03/30/2012 will generate the alert. The alert will read Psitin [psitin number] requires a 1 - State f Flrida FDLE Backgrund check. [Emplyee s ID and name] security check has expired. The emplyee shuld be scheduled fr the 1 - State f Flrida FDLE Backgrund check immediately. Once the security check is cmpleted, HR shuld update the system with the cmpletin date. Expired Alert (Level 2) will be sent if the psitin requires a 2 - Natinal FBI Backgrund and the end date n the emplyee s Backgrund Check r Fingerprints recrd is after the system date. Fr example, if the system date is 03/30/2012, then any end date n r after 03/30/2012 will generate the alert. The alert will read Psitin [psitin number] requires a 2 - Natinal FBI Backgrund check. [Emplyee s ID and name] security check has expired. The emplyee shuld be scheduled fr the 2 - Natinal FBI Backgrund check immediately. Once the security check is cmpleted, HR shuld update the system with the cmpletin date. Even if ne recrd (Backgrund Check r Fingerprints) meets the Expired Alert criteria, an alert is sent. Expired Alert (Abuse) will be sent if the psitin requires an Abuse Screen and the end date n the emplyee s Backgrund Check Abuse Case recrd is after the system date. Fr example, if the system date is 03/30/2012, then any end date n r after 03/30/2012 will generate the alert. The alert will read Psitin [psitin number] requires an Abuse Backgrund check. [Emplyee s ID and name] security check has expired. The emplyee shuld be scheduled fr the Abuse Backgrund check immediately. Once the security check is cmpleted, HR shuld update the system with the cmpletin date. Expired alerts will cntinue t be sent every 30 days (after the initial alert) until the emplyee s applicable security recrd is updated with a new end date. Rescreen Alert Rescreen alerts will be sent exactly 30 days befre rescreen is due (based n end date n emplyee recrd). Fr example, if the system date is 03/30/2012 and the end date is 04/24/2012, an alert will be generated. 7

8 Rescreen Alert (Level 1) will be sent if the psitin requires a 1 - State f Flrida FDLE Backgrund and the end date n the emplyee s Backgrund Check recrd is 30 days befre system date. The alert will read Psitin [psitin number] requires a 1 - State f Flrida FDLE Backgrund check rescreen. [Emplyee s name and ID] shuld be scheduled fr the [type f security level check] check within 30 days. Once the security check rescreen is cmpleted, HR shuld update the system with the cmpletin date. Rescreen Alert (Level 2) will be sent if the psitin requires a 2 - Natinal FBI Backgrund and the end date n the emplyee s Backgrund Check r Fingerprints recrd is 30 days befre system date. The alert will read Psitin [psitin number] requires a 2 - Natinal FBI Backgrund check rescreen. [Emplyee s name and ID] shuld be scheduled fr the [type f security level check] check within 30 days. Once the security check rescreen is cmpleted, HR shuld update the system with the cmpletin date. Even if ne recrd (Backgrund Check r Fingerprints) meets the Rescreen Alert criteria, an alert is sent. Rescreen Alert (Abuse) will be sent if the psitin requires an Abuse Screen and the end date n the emplyee s Backgrund Check Abuse Case recrd is 30 days befre system date. The alert will read Psitin [psitin number] requires an Abuse Backgrund check rescreen. [Emplyee s ID and name] shuld be scheduled fr the Abuse Backgrund check within 30 days. Once the security check rescreen is cmpleted, HR shuld update the system with the cmpletin date. If yu have any questins regarding the Org Management enhancements, please cntact Cheri Van Gundy at Cheri.VanGundy@DMS.MyFlrida.cm r