Message Center

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HRMS Support

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Message Center

The Human Resource Management System Message Center provides system related messages for professional users.

When an urgent issue or update needs to be communicated to HRMS users, HRMS Support transmits an on-line alert that instructs users to access the HRMS message center for an update.

The types of messages that could be logged in the message center also include:

notification of issues that require immediate action
HRMS Payroll and Financial Errors system updates
changes in system availability

Date/Time		HRMS Message Log
11/20/2009 11:00 a.m.		Attention HRMS Payroll Offices: HRMS payroll pick up for November 20, 2009 Payroll is ready for pickup this morning from 10:30 a.m. to 11:30 a.m. It will be available at the Office of the State Treasurer after 1:00 p.m. Thanks
11/19/2009 8:50 a.m.		Attention HRMS Payroll Offices: Please read an important HRMS Communication regarding Year-End Processing. Thank you
11/19/2009 8:10 a.m.		Attention HRMS HR and Payroll Offices: The Payroll Locked Employees list for Payroll Period 22 is posted to the Payroll and Financial Errors page. Thank you
11/18/2009 4:00 p.m.		Attention HRMS HR and Payroll Offices: Good afternoon, The HRMS system will be locked and unavailable to users tomorrow, November 19th. This lock out is required for the completion of Day 4 payroll processing. The system is scheduled to be available on Friday morning, November 20th at 6:00am. This lock out does not apply to BI (Business Intelligence) users. This lock out does not apply to E-Recruiting users. Until the completion of Day 4 payroll processing, users with HR/payroll professional roles will be locked out of ESS. Most ESS users will not be locked during Payroll Day 4 activities. Thank you.
11/18/2009 12:45 p.m.		Attention HRMS HR and Payroll Offices: The Remaining Payroll Redlines for Pay Period 22-Day 3 are posted to the HRMS Payroll and Financial Errors page. Thank you.
11/18/2009 8:30 a.m.		Attention HRMS HR and Payroll Offices: The RPCIPE and ALAS Errors for Pay Period 22-Day 2 are posted to the Payroll and Financial Errors page. Thank you
11/17/2009 9:00 a.m.		Attention HRMS HR and Payroll Offices: The RPCIPE and ALAS Errors for Pay Period 22-Day 1 are posted to the Payroll and Financial Errors page. Thank you
11/09/2009 4:00 p.m.		Attention HRMS Users: The DOP Service Center team is attending an agency wide meeting tomorrow from 8 to noon. During our absence, we ask that you leave us messages, or provide information to the kind people from other agencies who are covering for us. We will be back to respond to your emails and phone calls as quickly as possible after noon. Thank you!
11/06/2009 10:40 a.m.		Attention HRMS HR and Payroll Offices: HRMS Payroll Offices payroll pick up for today is from 10:30 a.m. to 11:30 a.m.; It will be available at the Office of the State Treasurer after 1 p.m. Thank you
11/05/2009 8:20 a.m.		Attention HRMS HR and Payroll Offices: The Payroll Locked Employees list for 2009 Payroll Period 21 is posted to the Payroll and Financial Errors page. Thank you
11/05/2009 7:20 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 11/05/09 What? Request for Agency Contact List changes Who? HRMS HR and Payroll Offices Why? Keeping Agency Contact List current When? Distribute immediately Message: The Agency Contact List provides names, email addresses, and phone numbers for HR and Payroll offices so you can contact other agencies, such as when you need to coordinate when an employee is moving between agencies. Please review your agency’s information and provide updates if needed. If there are changes, you may copy the format used in the list and paste it into your email with the corrections. Remember to provide telephone numbers, including area codes and email addresses. Send the updates to the DOP Service Center, servicecenter@dop.wa.gov. Thank you in advance for helping us maintain this important list. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@DOP.WA.GOV
11/04/2009 4:00 p.m.		Attention HRMS HR and Payroll Offices: HRMS - System Availability Information, Day 4 Lockout August 20th Good afternoon, The HRMS system will be locked and unavailable to users tomorrow, November 5th. This lock out is required for the completion of Day 4 payroll processing. The system is scheduled to be available on Friday morning, November 6th at 6:00am. This lock out does not apply to BI (Business Intelligence) users. This lock out does not apply to E-Recruiting users. Until the completion of Day 4 payroll processing, users with HR/payroll professional roles will be locked out of ESS. Most ESS users will not be locked during Payroll Day 4 activities. Thank you
11/04/2009 1:20 p.m.		Attention HRMS HR and Payroll Offices: The Remaining Payroll Redlines for Pay Period 21-Day 3 are posted to the HRMS Payroll and Financial Errors page. Thank you
11/04/2009 8:30 a.m.		Attention HRMS HR and Payroll Offices: The RPCIPE and ALAS Errors for Pay Period 21-Day 2 are posted to the Payroll and Financial Errors page. Thank you
11/03/2009 8:40 a.m.		Attention HRMS HR and Payroll Offices: The RPCIPE and ALAS Errors for Pay Period 21-Day 1 are posted to the Payroll and Financial Errors page. Thank you
11/03/2009 7:45 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 11/02/2009 What? Final HRMS October Release Who? HRMS HR and Payroll Offices Why? Final list of Change Requests implemented in HRMS When? Distribute immediately Message: DOP has completed the October 29 Release. This represents a total of eighteen Change Requests (CRs) bundled into one monthly implementation to the HRMS Production environment. We are providing the entire list of completed CRs, along with instructions for any that may impact your business practices or for which you may need additional information or instructions. Click here for the HRMS October Release 200910 and additional information: HRMS October Release 200910. Click on the links to review the HRMS Communications for changes that may impact your agency. Note: some of the CRs were for wage type changes – the Wage Type Index has been updated accordingly and is available on the HRMS Resources web page. For your convenience, we have created a new HRMS Communications page on the DOP website for the individual HRMS Communications for the October release, arranged by functional area or topic. In the coming months, we will be updating this page with all prior HRMS Communications as well. Please see the HRMS Change/Release Management web page for information about DOP’s new HRMS Release Management Process. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
10/29/2009 5:30 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 10/29/2009 What? HRMS Quotas via WebEx Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Thursday, November 5, 8:00 a.m. – 4:30 p.m. Message: DOP is offering the WebEx conferencing option in conjunction with this month’s HRMS Quotas course. This will allow end-users the ability to attend the course right from their office desk location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer. If you choose the WebEx option: There is no charge for this training alternative; however your agency will receive scan charges for using the call conference feature. You will need to print the course materials at your location. You will not have access to the HRMS Training Environment, but you will be able to view the activities performed by the instructor. We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx conferencing option to those who are interested. This will be offered on a first come, first served basis. If you are interested, please contact Kelly Welsh at 360-664-6794 or KellyW@dop.wa.gov by Wednesday, November 4 at 4:30 p.m. HRMS Quotas (1 Day) 01-04-H037 This course gives you an overview of how to efficiently work with employee quota accruals. We will discuss when you should create manual adjustments and provide resources for identifying current balances for employees. Performance Objectives: Upon completion of this course you should be able to: Create and maintain shared leave quota for inter and intra-agency donations and recipients. Explain the process of quota corrections and when they should be made. Run HRMS reports. Competencies covered in this class: Maintenance of employee quota balances Intended Audience: HRMS end users mapped to the Payroll Processor and Leave Correction Processor roles.
10/27/2009 2:10 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 10/27/09 What? PPA Meeting October 28, 2009 9:00 a.m. to 10:30 a.m. OB-2 Auditorium Who? HRMS HR and Payroll Offices Why? Agenda When? Distribute immediately Message: The October 28 PPA Meeting Agenda has been published on the Personnel/Payroll Association page on the DOP Website. The PPA meeting for October is from 9:00 a.m. to approximately 10:30 a.m. Wednesday in the OB-2 Auditorium. Handouts are not yet available for printing and will be provided this month. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
10/22/2009 9:30 a.m.		Attention HRMS HR and Payroll Offices: HRMS-Payroll Pickup Information, It's Ready!! Good morning, Payroll is ready for pickup this morning from 9:20 a.m. to 10:20 a.m. It will be available at the Office of the State Treasurer after 10:50 a.m. Have a great day!
10/21/2009 4:00 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 10/21/2009 What? HRMS Benefits combination class (Instructor Led-Training and WebEx) Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Tuesday, October 27th 8:00 a.m. – 4:30 p.m. (Register by October 26th 4:00pm) Message: DOP is offering the WebEx conferencing option this month in addition to the ILT format for the HRMS Benefits. This will allow end-users the ability to attend the course, from their own office location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer via the Chat feature (typing messages). If you register to attend, please know that: There is no charge for this training alternative; however your agency will receive scan charges for using the call conference feature. You will need to print the course materials at your location. You will not have access to the HRMS Training Environment, but you will be able to view the activities performed by the instructor. We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx conferencing option to those who are interested via direct email. This will be offered on a first come, first served basis. How to register: If you would like to attend, please register by calling Patty Peterson at (360) 664-6440 or by sending an email with the text HRMS Benefits registration in the subject line to PattyP@dop.wa.gov by October 26th at 4:00pm. HRMS Benefits (1 Day) 01-04-H036 This course gives you an overview of how to create and maintain employee benefits in HRMS. You will learn how HRMS works with other agencies (e.g. Department of Retirement Systems, Health Care Authority, etc.) to process enrollments or separations of employee benefits. You will perform hands-on activities and access HRMS reports in a training environment. Performance Objectives: Upon completion of this course you should be able to: Identify new terms and key components of HRMS Benefits. Subscribe and maintain employee benefits. Manage employee retirement plans. View optional benefits plans (Life, Deferred Compensation, Long-term Disability). Run HRMS reports. Access and navigate the Online Quick Reference (OLQR). Competencies covered in this course: Maintenance of employee benefits Intended Audience: HRMS End Users mapped to the Benefits Processor role
10/21/2009 8:30 a.m.		Attention HRMS HR and Payroll Offices: The Payroll Locked Employees list for 2009 Payroll Period 20 is posted to the Payroll and Financial Errors page. Thank you
10/20/2009 4:00 p.m.		Attention HRMS Users: The HRMS system will be locked and unavailable to users tomorrow, Wednesday, October 21st. This lock out is required for the completion of Day 4 payroll processing. The system is scheduled to be available on Thursday morning, October 22nd at 6:00 a.m. This lock out does not apply to BI (Business Intelligence) users. This lock out does not apply to E-Recruiting users. Until the completion of Day 4 payroll processing, users with HR/payroll professional roles will be locked out of ESS. Most ESS users will not be locked during Payroll Day 4 activities. Thank you.
10/20/2009 1:00 p.m.		Attention HRMS HR and Payroll Offices: The Remaining Payroll Redlines for Pay Period 20-Day 3 are posted to the HRMS Payroll and Financial Errors page. Thank you.
10/20/2009 8:25 a.m.		Attention HRMS HR and Payroll Offices: The RPCIPE and ALAS Errors for Pay Period 20-Day 2 are posted to the Payroll and Financial Errors page. Thank you.
10/20/2009 8:10 a.m.		Attention HRMS Users: HRMS Technical Communication 10/20/09 What? Microsoft Security Patch KB974455 Who? Agency Technical Staff - Please route to appropriate staff Why? Issue with Professional Users accessing the HRMS Portal using Single Sign On (SSO) When? Distribute immediately Message: Please review this communication for important security information – agency action may be required. If you are not your agency’s technical/network/security contact, please forward this important information to the appropriate person immediately. Microsoft recently released Security Patch KB974455. A few agencies that installed the patch have discovered that their professional users who access the HRMS Portal using Single Sign On (SSO) are now prompted to enter a User ID and Password when trying to connect to https://myhrms.wa.gov/irj/portal. Microsoft has provided a workaround which allows the SSO functionality to work with the patch installed. If you are considering Microsoft’s workaround, you should evaluate the impact on your individual environments prior to implementation. If you have installed Security Patch KB974455 (or intend to in the future), and wish to apply Microsoft’s workaround, your technical staff responsible for these types of updates can access the HRMS Technical Resources site. Click on the FAQs for the instructions to make the registry entry change so professional users can continue to use SSO when accessing the Portal. Please note that if you chose not to use the Microsoft workaround, or your technical staff is delayed in making this registry entry change, your professional users may still access the system by entering their state email address and network password when prompted. No further information is available at this time. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
10/19/2009 8:45 a.m.		Attention HRMS HR and Payroll Offices: The RPCIPE and ALAS Errors for Pay Period 20-Day 1 are posted to the Payroll and Financial Errors page. Thank you.
10/16/2009 3:50 p.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding HRMS Release Management. Thank you
10/12/2009 4:00 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 10/12/2009 What? HRMS Payroll and Reports Course via WebEx Only Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Monday, October 19th 8:00 a.m. – 4:30 p.m. Message: DOP is offering the HRMS Payroll and Reports course via WebEx only this month. There will be no classroom participants for this course. Participants will have the ability to attend this course from their own office location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer via the Chat feature and typing messages. If you register to attend, please know that: There is no charge for this training alternative; however your agency will receive scan charges for using the call conference feature. You will need to print the course materials at your location. You will not have access to the HRMS Training Environment, but will be able to view the activities performed by the instructor. We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx conferencing option to those who are interested via direct email. This will be offered on a first come, first served basis. If you are interested, please contact Kelly Welsh at 360-664-6794 or KellyW@dop.wa.gov by Thursday, October 15 at 4:30 p.m. WebEx HRMS Payroll & Reports (1 Day) 01-04-H003 This course gives you an overview of how an agency prepares and processes payroll in HRMS. You will learn both your agency’s role and the role of the central processing agencies (Department of Personnel, Office of Financial Management and the Office of the State Treasurer) as it relates to a payroll cycle. Performance Objectives: Upon completion of this course you should be able to: Describe the functions you will perform as a Payroll Analyst. Complete the pre-payroll analysis, including simulations and reports. Become familiar with the release of payroll and how agencies are involved in correcting errors and viewing payroll results. Run HRMS reports. Competencies covered in this course: Payroll processing in HRMS. Intended Audience: HRMS end users mapped to the Payroll Analyst and Payroll Supervisor roles. Questions? Contact: Email Contact: KellyW@dop.wa.gov
10/12/2009 3:00 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 10/12/2009 What? HRMS Maintain Payroll Master Data Course via WebEx Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Wednesday, October 21st 8:00 a.m. – 4:30 p.m. Thursday, October 22nd 8:00 a.m. – 4:30 p.m. Message: DOP is offering the WebEx conferencing option in conjunction with this month’s HRMS Maintain Payroll Master Data course. This will allow end-users the ability to attend the course, from their own office location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer via the Chat feature and typing messages. If you register to attend, please know that: here is no charge for this training alternative; however your agency will receive scan charges for using the call conference feature. You will need to print the course materials at your location. You will not have access to the HRMS Training Environment, but you will be able to view the activities performed by the instructor. We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx conferencing option to those who are interested via direct email. This will be offered on a first come, first served basis. If you are interested, please contact Janet Pasion at 360-664-6214 or JanetP@dop.wa.gov by Tuesday, October 20th at 12:00 p.m. HRMS Maintaining Payroll Master Data (2 Days) 01-04-H010 This course gives you an overview of how to create and maintain employee payroll master data. For example, base pay, bank, Federal taxes, and other employee information specific to payroll processing. You will perform hands on activities for hiring, rehiring, transferring and separating an employee’s record. Performance Objectives: Upon completion of this course you should be able to: Identify new terms and key components of payroll master data creation and maintenance in HRMS. Create and maintain employee’s payroll master data. Understand the benefits process. Assign recurring and single payments and deductions. Demonstrate how to access and run HRMS reports. Access and navigate the Online Quick Reference (OLQR). Competencies covered in this course: HRMS payroll processing. Intended Audience: HRMS end users mapped to the Payroll Processor, Benefits Process and Leave Corrections Processor roles. Questions? Contact: Email Contact: JanetP@dop.wa.gov
10/09/2009 9:00 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 10/9/2009 What? HRMS Quotas Course via WebEx Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Thursday, October 15, 8:00 a.m. – 4:30 p.m. Message: DOP is offering the WebEx conferencing option in conjunction with this month’s HRMS Quotas course. This will allow end-users the ability to attend the course right from their office desk location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer. If you choose the WebEx option: There is no charge for this training alternative; however your agency will receive scan charges for using the call conference feature. You will need to print the course materials at your location. You will not have access to the HRMS Training Environment, but you will be able to view the activities performed by the instructor. We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx conferencing option to those who are interested. This will be offered on a first come, first served basis. If you are interested, please contact Kelly Welsh at 360-664-6794 or KellyW@dop.wa.gov by Wednesday, October 14 at 4:30 p.m. HRMS Quotas (1 Day) 01-04-H037 This course gives you an overview of how to efficiently work with employee quota accruals. We will discuss when you should create manual adjustments and provide resources for identifying current balances for employees. Performance Objectives: Upon completion of this course you should be able to: Create and maintain shared leave quota for inter and intra-agency donations and recipients. Explain the process of quota corrections and when they should be made. Run HRMS reports. Competencies covered in this class: Maintenance of employee quota balances Intended Audience: HRMS end users mapped to the Payroll Processor and Leave Correction Processor roles. Questions? Contact: Email Contact: KellyW@dop.wa.gov
10/08/2009 11:00 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 10/8/2009 What? HRMS Organizational Management Course via WebEx Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Tuesday, October 13th 8:00 a.m. – 4:30 p.m. Wednesday, October 14th 8:00 a.m. – 4:30 p.m. Message: DOP is offering the WebEx conferencing option in conjunction with this month’s HRMS Organizational Management course. This will allow end-users the ability to attend the course, from their own office location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer via the Chat feature and typing messages. If you register to attend, please know that: There is no charge for this training alternative; however your agency will receive scan charges for using the call conference feature. You will need to print the course materials at your location. You will not have access to the HRMS Training Environment, but you will be able to view the activities performed by the instructor. We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx conferencing option to those who are interested via direct email. This will be offered on a first come, first served basis. If you are interested, please contact Janet Pasion at 360-664-6214 or JanetP@dop.wa.gov by Monday, October 12th at 4:30 p.m. HRMS Organizational Management (2 Days) - 01-04-H011 This course gives you an overview of how to create and maintain the organizational structure and positions within the agency. You will perform hands-on activities related to maintaining organizational units and position, creating reporting relationships, and accessing reports in a training environment. Performance Objectives: Upon completion of this course you should be able to: Identify new terms and key components of organizational management. Create and maintain organizational units and relationships. Create and maintain positions. Describe the integration with Personnel Administration processing. Run HRMS reports. Access and navigate the Online Quick Reference (OLQR). Competencies covered in this course: HRMS organizational management. Intended Audience: HRMS end users mapped to the Organizational Management Processor rol.e Questions? Contact: Email Contact: JanetP@dop.wa.gov
10/06/2009 10:35 a.m.		Attention HRMS HR and Payroll Offices: HRMS - Payroll Pickup Information, It's Ready!! Good morning, Payroll is ready for pickup from 10:30 to 11:30 this morning. It will be at the Office of the State Treasurer after 1:00pm. Thank you!
10/06/2009 7:20 a.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding HRMS - On-line Quick Reference Updates. Thank you
10/05/2009 7:15 a.m.		Attention HRMS HR and Payroll Offices: The Payroll Locked Employees list for 2009 Payroll Period 19 is posted to the Payroll and Financial Errors page. Thank you.
10/02/2009 1:35 p.m.		Attention HRMS HR and Payroll Offices: HRMS - System Availability Information, Day 4 Lockout Oct. 3rd through 5th Good afternoon, The HRMS system will be locked and unavailable to users tomorrow, Saturday October 3rd through Monday, October 5th. This lock out is required for the completion of Day 4 payroll processing. The system is scheduled to be available on Tuesday morning, October 6th at 6:00am. This lock out does not apply to BI (Business Intelligence) users. This lock out does not apply to E-Recruiting users. Until the completion of Day 4 payroll processing, users with HR/payroll professional roles will be locked out of ESS. o Most ESS users will not be locked during Payroll Day 4 activities. Thank you.
10/02/2009 1:25 p.m.		Attention HRMS HR and Payroll Offices: The Remaining Payroll Redlines for Pay Period 19-Day 3 are posted to the HRMS Payroll and Financial Errors page. Thank you
10/02/2009 10:20 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 10/2/2009 What? HRMS Employee Hiring and Processing Course via WebEx Only Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Thursday, October 8th 8:00 a.m. – 4:30 p.m. Friday, October 9th 8:00 a.m. –12:00 p.m. Message: DOP is offering the WebEx conferencing option this month for the HRMS Employee Hiring and Processing course. This will allow end-users the ability to attend the course, from their own office location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer via the Chat feature and typing messages. If you register to attend, please know that: There is no charge for this training alternative; however your agency will receive scan charges for using the call conference feature. You will need to print the course materials at your location. You will not have access to the HRMS Training Environment, but you will be able to view the activities performed by the instructor. We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx conferencing option to those who are interested via direct email. This will be offered on a first come, first served basis. If you are interested, please contact Patty Peterson at 360-664-6440 or PattyP@dop.wa.gov by Wednesday, October 7 at 4:30 p.m. WebEx of HRMS Employee Hiring, and Processing (1 ½ Days) 01-04-H008 This course will give you an overview of how to record and maintain newly hired or re-hired employees in HRMS. You will see demonstrations of activities related to hiring and separation actions, maintenance of employee master data, and accessing reports in a training environment. Performance Objectives: Upon completion of this course you should be able to: Identify terms and key components of employee hiring. Hire and rehire employees in HRMS. Display and update employee master data. Process an employee appointment change and leave of absence. Process an employee separation. Run HRMS reports. Access and navigate the Online Quick Reference (OLQR). Competencies covered in this course: Ability to maintain HRMS maintenance of employee master data Intended Audience: HRMS end users mapped to the Personnel Administration Processor role. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
10/02/2009 10:20 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 10/2/2009 What? HRMS Payroll 19/2009 Day 1 ALAS Errors Who? HRMS HR and Payroll Offices Why? ALAS Errors without Claims When? Distribute immediately Some agencies had ALAS errors without claims reported on the October 1, 2009, Day 1 RPCIPE and ALAS error list. Agencies are advised that this issue has been resolved and they should not see these errors on the Day 2 error list. If you have ALAS errors which need assistance please email the DOP Service Center for assistance. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
10/02/2009 8:50 a.m.		Attention HRMS HR and Payroll Users: The RPCIPE and ALAS Errors for Pay Period 19-Day 2 are posted to the Payroll and Financial Errors page. Thank you
10/1/2009 8:30 a.m.		Attention HRMS HR and Payroll Offices: The RPCIPE and ALAS Errors for Pay Period 19-Day 1 are posted to the Payroll and Financial Errors page. Thank you.
09/29/2009 2:20 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 9/29/2009 What? Social Security Number (SSN) Verification Failure Report Who? HRMS HR and Payroll Offices Why? Ensure all state employees have a correct W-2 When? Distribute immediately Message: DOP has completed running the SSN Verification Failure Report for agencies with employees who have rejected from the Social Security Name and SSN Verification process. Agency action may be required. A hardcopy report is being mailed to agencies today, using the contact information (mailing labels) for “Payroll Reports". This is to protect employees’ SSNs as Personally Identifiable Information (PII) which can potentially be used to uniquely identify, contact, or locate a person. Please safeguard these reports containing employees’ PII. Not all agencies will receive a report. Reports are created only for those employees who have data discrepancies which need to be verified. Instructions for resolving the SSN discrepancies will be included with each report. Please review and verify the information in the report as soon as possible to ensure employees’ W-2s will be correct. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: ServiceCenter@DOP.WA.GOV
9/28/2009 3:50 p.m.		Reminder HRMS HR and Payroll Offices: PPA Meeting Tomorrow, September 29, 2009 9:00 a.m. to noon OB-2 Auditorium Please print and bring copies of the following materials to the meeting: • Agenda • Open Enrollment 2010 • HRMS – Release Management Thank you.
9/28/2009 2:10 p.m.		Attention HRMS Users: DOP Information Systems Communication – 9/28/2009 What? HRMS Info Type 0008 Warning Message: “Annual Salary Not Within Range” Who? HRMS HR and Payroll Offices Why? Incorrect warning message on Info Type 0008 (Basic Pay) When? Distribute immediately Agencies have reported receiving a warning message of “Annual salary not within range” on IT0008, Basic Pay. ISD staff is researching the cause and will notify you when this has been resolved. If you see this message in transaction PA20, please ignore. If you are working in PA30, on IT0008, Basic Pay and receive this warning message, please “green check” to complete your entry. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
9/28/2009 10:45 a.m.		Attention HRMS Users: DOP Information Systems Communication – 9/28/2009 What? SAP Support Package Stack Updates to HRMS - Complete Who? HRMS HR and Payroll Offices Why? Status and Impacts When? Distribute immediately Message: DOP implemented SAP Support Package Stack updates to HRMS on the weekend of September 26-27. We previously notified you of these activities on September 18, and this communication provides you with the implementation status and any impacts. The SAP vendor support package is a collection of enhancements and fixes intended to increase the performance and functionality of SAP products, including HRMS applications. After extensive analysis and testing by DOP staff, the updates were successfully completed on schedule. Impact: To ensure that there are no impacts from the Support Stacks on payroll processing in production, DOP/ISD will be running a special payroll the evening of September 29th. DOP/ISD will not be distributing payroll errors from this special payroll. The impact to HRMS Payroll End Users is that the Off Cycle Workbench will be locked a day early on Wednesday, September 30th for this payroll cycle. We will continue to keep you informed of enhancements or changes to HRMS. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/25/2009 1:00 p.m.		Attention HRMS Users: HRMS-SAP Support Package Stack System Availability Information Good morning, Due to SAP Support Package Stack updated being implemented this weekend, HRMS will be unavailable to users on Saturday, September 26th and Sunday, September 27th. Employee Self Service (ESS) and the E-Recruiting system are also affected by these updates and will be unavailable. Please Note: To ensure that there are no impacts from the Support Stacks on payroll processing in production, DOP/ISD will be running a special payroll process the evening of September 29th . The impact to HRMS Payroll End Users is that the Off Cycle Workbench will be locked a day early on Wednesday, September 30th for this payroll cycle. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/25/2009 10:00 a.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding September 29 PPA Meeting. Thank you
09/23/2009 11:00 a.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding HRMS - On-line Quick Reference Updates. Thank you
09/22/2009 10:00 a.m.		Attention Payroll Offices: HRMS Payroll is ready for pick up from 9:45 -10:45 Available for pick up at Office of State Treasurer after 11:15. Thanks
09/21/2009 8:55 a.m.		Attention HRMS HR and Payroll Offices: The Payroll Locked Employees list for 2009 Payroll Period 18 is posted to the Payroll and Financial Errors page. Thank you.
09/18/2009 3:30 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 09/18/2009 What? SAP Support Package Stack Updates to HRMS Who? HRMS HR and Payroll Offices Why? Details and Agency Impact When? Distribute immediately Message: DOP is applying SAP Support Package Stack updates to HRMS. HRMS will be unavailable to users on the weekend of September 26-27, 2009. We will provide a status of the updates on Monday, September 28. These updates are a collection of fixes to known problems and bugs, and enhancements that SAP has made to their software applications. Approximately twice a year, these updates are packaged in “stacks” and sent to companies who use SAP technology. Similar to the support packs and patches that Microsoft provides for Windows and Office products, these stacks are intended to increase the performance and functionality of SAP products. We will implement the current Support Package Stack on the weekend of September 26-27. Prior to implementation, we will have conducted extensive analysis and testing to understand what the updates include and to ensure they do not impact HRMS. What you can expect: • DOP resources will be focused on the Support Package Stack implementation, as well as the normal, ongoing activities required for payroll. *You may* notice delays in responses to Incidents called in to the DOP Service Center. • HRMS will not be available on Saturday, September 26 or Sunday, September 27. • We will notify you on Monday, September 28 of system status and any impacts. Questions? Contact:** DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/18/2009 3:30 p.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding HRMS Savings Bond Purchase Process Change. Thank you
09/18/2009 3:30 p.m.		Attention HRMS HR and Payroll Offices: Good afternoon, The HRMS system will be locked and unavailable to users tomorrow Saturday September 19th through Monday September 21st. This lock out is required for the completion of Day 4 payroll processing. The system is scheduled to be available on Tuesday morning, September 22, at 6:00am. This lock out does not apply to BI (Business Intelligence) users. This lock out does not apply to E-Recruiting users. Until the completion of Day 4 payroll processing, users with HR/payroll professional roles will be locked out of ESS. Most ESS users will not be locked during Payroll Day 4 activities. Thank you.
09/18/2009 10:00 a.m.		Attention HRMS HR and Payroll Users: The RPCIPE and ALAS Errors for Pay Period 18-Day 2 are posted to the Payroll and Financial Errors page. Thank you.
09/17/2009 8:30 a.m.		Attention HRMS HR and Payroll Offices: The RPCIPE and ALAS Errors for Pay Period 18-Day 1 are posted to the Payroll and Financial Errors page. Thank you.
09/16/2009 11:00 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 09/16/09 What? HRMS Financial Reporting Course via WebEx Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Thursday, September 24, 8:00 a.m. – 4:30 p.m. Message: DOP is offering the WebEx conferencing option in conjunction with this month’s HRMS Financial Reporting course. This will allow end-users the ability to attend the course right from their office desk location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer. If you choose the WebEx option: • There is no charge for this training alternative; however your agency will receive SCAN charges for using the call conference feature. • You will need to print the course materials at your location. • You will not have access to the HRMS Training Environment, and won’t be able to go through the activities with the class. We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx conferencing option to those who are interested. This will be offered on a first come, first served basis. If you are interested, please contact Kelly Welsh at 360-664-6794 or KellyW@dop.wa.gov by Wednesday, September 23rd. HRMS Financial Reporting (1 Day) 01-04-H020 This one-day course gives end-users an overview of how to access and generate financial reports in HRMS. This course touches on basic points of the Business Intelligence and reporting out of the HRMS Portal. Performance Objectives: Upon completion of this course you should be able to: Identify the types of financial reports available to interpret details and expenses Run reports, set and retrieve variants, export report data, use the Automated List Viewer (ALV), and print results Identify Business Intelligence reports that contain financial data Competencies covered in this class: HRMS financial reporting Intended Audience: HRMS End Users mapped to the Financial Reporting Processor role. For more HRMS courses visit the Department of Personnel’s Training and Development site and select HRMS Training. Questions? Contact: Email Contact: KellyW@dop.wa.gov
09/16/2009 10:00 a.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding HRMS - On-line Quick Reference Updates. Thank you
09/14/2009 4:00 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 09/14/09 What? Maintain Employer Report Summary (DRS) Who? HRMS HR and Payroll Offices Why? Inaccurate number of records reported – no action required When? Distribute immediately Message: The Maintain Employer Report Summary sent by DRS (Department of Retirement Systems) to end users late last week has incorrect record counts. No agency action is required and all contribution rate information was accurately reported to DRS. The inflated record count (Rec Cnt column on the report) was a result of a cleanup in HRMS to remove some erroneous end dates from Interface (GAP) 46 Retirement Transmittal. The cleanup entries were inadvertently included in the record count. You may have received the report either electronically or in hardcopy, according to your normal preference for receiving this report from DRS. The report is just a warning, and the Status: OUT OF BALANCE on the report relates only to the incorrect number of records reported for Pay Period 17 for each Personnel Area. All other rate contribution rate information is accurate. We’re sorry for any inconvenience this has caused and again, no agency action is required. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/14/2009 9:00 a.m. Wage Types Index - Updated!		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 09/11/09 What? Wage Type 4532 Rate and Title Change Who? HRMS HR and Payroll Offices Why? Rate and Title have been updated in HRMS When? Distribute immediately Message: DOP has completed a Change Request in HRMS to update the representation fee rate, monthly maximum, and title for *Wage Type 4532* for SEIU (Service Employees International Union) deductions. No agency action is required. At the request of SEIU and the OFM Office of Labor Relations, we changed the title from *SEIU Dist 1199 NW 1.34%* to *SEIU Dist 1199 NW 1.26%. This change represents a new Representation Fee rate of 1.26%, with a monthly maximum of $63.00. The new rate is effective for Pay Period 18 for the September 25 pay date. We will update the Wage Types Index on the DOP website with this information soon. Questions? Contact:* DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/14/2009 8:30 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 09/11/09 What? National Payroll Week Who? HRMS HR, Payroll, and Financial Offices Why? Inform agencies of efforts by workers and payroll professionals When? Distribute immediately Message: Today wraps up National Payroll Week, the celebration of America’s workers, payroll professionals, and the government programs supported by workers’ contributions. Together with their agency HR partners and the central support agencies, the men and women who process our Washington State general government payroll work hard every day (not just on Payroll Day 3!) to make sure we get paid. Jointly, the dedicated professionals responsible for getting our pay to us on payday: *Save us from financial disaster* – for workers who live “paycheck to paycheck,” even a one-day delay in getting paid might mean bounced checks, late fees, or even eviction for families living on the edge. *Save us time* – with help from payroll departments, employees can have their paychecks directly deposited in their checking or saving accounts on payday, saving the time and gas it takes to run to the bank or credit union to make that deposit. *Answer our questions* – employees have lots of them, from “How do I change my name when I get married?” to “How do I enroll my new baby in our insurance plan?” And of course, on April 14, the payroll office is the prime resource for “I can’t find my *W-2. Can you give me another copy…like, today?” Check their work* – thanks to modern technology, business best practices, and trained payroll workers, paychecks are more accurate and timely than ever. Employees can and should review their Earnings & Deductions Statements, but many are so confident they will be paid what they’ve earned, they sometimes go several pay periods without checking. So next time you see any of those very important people who keep our paychecks coming - on time and on-the-penny - give a wave and say “Thank you!” They’ll appreciate it! Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/10/2009 4:20 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 09/10/09 What? Part Time Employees on 24/7 Schedule Who? HRMS HR and Payroll Offices Why? Inform agencies of new error When? Distribute immediately Message: DOP has completed a Change Request in HRMS to add a payroll redline for salaried, part time employees on a 24/7 work schedule when *Wage Type (WT) 1223 Salary Hours Override* is not entered in CATS (Cross Application Time Sheet). Properly recorded work hours are required for L&I, SUI (State Unemployment Insurance), and retirement and tax reporting. Users must enter *WT1223 Salary Hours Override* for salaried employees on a 24/7 work schedule *R030* in order to define the actual hours available for the pay period, and ensure accurate reporting. Currently, a redline results when no *WT1223* entry exists for fulltime employees on a 24/7 schedule. This Change Request implements the payroll redline for part time employees as well. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/10/2009 3:10 p.m.		Attention HRMS HR, Payroll, and Financial Offices: DOP Information Systems Communication – 09/10/09 What? National Payroll Week Who? HRMS HR, Payroll, and Financial Offices Why? Inform agencies of efforts by workers and payroll professionals When? Distribute immediately Message: In addition to celebrating the efforts of workers and the payroll professionals who pay them, National Payroll Week (September 7-11) also recognizes the critical government programs supported by our taxes, such as social security and Medicare. Previously this week, we shared information from HRMS reporting. Today’s metrics are about the taxes we pay to support our government programs, and come from OFM (Office of Financial Management). In the calendar year 2008, the following payroll taxes were sent to the IRS from HRMS: • 1st quarter: $221,653,371.23 • 2nd quarter: $222,092,582.46 • 3rd quarter: $230,609,152.91 • 4th quarter: $226,427,914.88 Total sent to the IRS from HRMS for 2008: $900,783,021.48. That’s 900 million dollars! Visit the National Payroll Week website for more information. Learn about the programs mentioned above on the Educational Resources tab. Also, take a minute to check out the 2009 National Payroll Week artwork: View the 2009 NPW Artwork . Tomorrow, we celebrate the hard-working payroll professionals who, along with their HR counterparts, make sure paychecks are accurate and on time. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/10/2009 11:30 a.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding Absence Types Remapped To Wage Types New Wage Type Created. Thank you
09/09/2009 2:00 p.m.		Attention HRMS HR, Payroll, and Financial Offices: DOP Information Systems Communication – 09/09/09 What? National Payroll Week Who? HRMS HR, Payroll, and Financial Offices Why? Inform agencies of efforts by workers and payroll professionals When? Distribute immediately Message: Today, we are sharing more payroll data in recognition of National Payroll Week (NPW). The September 7-11 celebration focuses public attention on America’s workers and the payroll professionals who make sure they receive their paychecks Many things are important to each of us who works. NPW is a celebration of the economic, cultural, and social achievement of workers. The NPW slogan, *American Works Because We’re Working for America, highlights the significance of “an honest day’s work for an honest day’s pay.” Today’s information is about the number of HRMS payroll errors and lockouts in 2008. The consistently low number of lockouts reflects the outstanding work our State of Washington agency payroll professionals achieve each and every pay period! • Total paychecks* in 2008 in HRMS: 1,601,259 • Total lockouts in 2008 in HRMS: 221 (average 9 per pay period) • Percentage of employees paid within HRMS: 99.986% • Percentage of employees paid outside HRMS: 0.014% Visit the National Payroll Week website for more information. Take a few minutes to check out the *Educational Resources* and *Calculator* tabs – you’ll find helpful information and tools related to a number of payroll and paycheck topics. Tomorrow, we’ll share some metrics regarding the amount of payroll taxes paid in 2008. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/09/2009 10:00 a.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding Medical Aid Rate Codes. Thank you
09/08/2009 4:25 p.m.		Attention HRMS HR, Payroll, and Financial Offices: DOP Information Systems Communication – 09/08/09 What? National Payroll Week Who? HRMS HR, Payroll, and Financial Offices Why? Inform agencies of efforts by workers and payroll professionals When? Distribute immediately Message: September 7 – 11, 2009 is National Payroll Week, a national awareness which coincides with the celebration of Labor Day and focuses public attention on America’s workers and the payroll professionals who make sure they receive their paychecks. Each day this week, we will be sharing some interesting payroll data from DOP, OFM, and HRMS. Today’s information provides the total number and dollar amount of paychecks paid through HRMS in 2008: • HRMS produced 1,601,259 paychecks: • 1,439,378 ACH payments • 161,881 warrants • The paychecks consisted of: • $2,283,757,566.58 - Net pay • $2,240,604.240.26 - Other deductions your payroll offices managed, reconciled, input, and distributed on behalf of state employees • This represented a total of $4,524,361,806.84 - that’s 4.5 billion dollars! Visit the National Payroll Week website for more information. There’s even a song created especially for this celebration: America Works. Tomorrow, we’ll provide information on HRMS payroll errors and lockouts in 2008. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/08/2009 4:20 p.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding Creating and Delimiting Vacancies in HRMS. Thank you
09/04/2009 11:40 a.m.		Attention HRMS HR and Payroll Offices: HRMS - Payroll Pickup 09/04/09 The HRMS payroll is ready for pick up from 10:40 a.m. to 11:40 a.m. It will be at the Office of the State Treasurer after 1:00 p.m. Thanks
09/03/2009 8:35 p.m.		Attention HRMS Users: The Payroll Locked Employees list for 2009 Payroll Period 17 is posted to the Payroll and Financial Errors page. Thank you
09/02/2009 2:20 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 09/02/09 What? Personal Leave Day – Error Entering Absences Who? HRMS HR and Payroll Offices Why? Error when entering absences for employees whose status has changed to ineligible for Personal Leave Day When? Distribute immediately Message: DOP has identified an error when attempting to enter absences in *CATS* (Cross Application Time Sheet) for employees whose eligibility for the new Personal Leave Day has changed from eligible to ineligible since July 1, 2009. We are working to resolve this issue. Until it’s been resolved, we are providing instructions for end-dating the Personal Leave Day quota for ineligible employees so absences can be entered. Several end users reported receiving the error message “No absence quota type 2/15/48 on xx/xx/2009” when attempting to enter any type of absence (such as vacation or sick) in *CATS* on some employees. After researching the issue, we found the error occurs on employees whose status changed from being eligible to ineligible for the new Personal Leave Day after the July 1 effective date. Employees would become ineligible for the new type of leave when they move from a Represented to a Non Represented position. While we are working to resolve the issue, you will need to end-date the *Absence Quota 48 Personal Leave Day* on *Infotype 2006 Absence Quotas* for these employees before you can enter any absences. Please refer to End Date Personal Leave Day instructions for end dating the current *IT2006* Personal Leave Day quota for when the employee became ineligible. Since the employee is no longer eligible, the current *Infotype 0041 Date Specifications* record for *Date Type 26 Prsnl Lv Day Elgblty* will need to be delimited and a new record created with a start date of when the employee became ineligible. These steps are also included in the instructions above. Interface (GAP) 1 Agencies: This error message will appear on your GAP 1 error files. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/02/2009 1:15 p.m.		Attention HRMS Users: HRMS - System Availability Information, Day 4 Lockout September 3rd The HRMS system will be locked and unavailable to users tomorrow, September 3rd . This lock out is required for the completion of Day 4 payroll processing. The system is scheduled to be available on Friday morning, September 4th at 6:00am. This lock out does not apply to: BI (Business Intelligence) users. E-Recruiting users. Until the completion of Day 4 payroll processing, users with HR/payroll professional roles will be locked out of ESS. Most ESS users will not be locked during Payroll Day 4 activities. Thank you.
09/02/2009 12:40 p.m.		Attention HRMS HR and Payroll Offices: The Remaining Payroll Redlines for Pay Period 17-Day 3 are posted to the Payroll and Financial Errors page. Thank you.
09/02/2009 10:30 a.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding Military Time Calculation. Thank you
09/02/2009 8:40 a.m.		Attention HRMS HR and Payroll Users: The RPCIPE and ALAS Errors for Pay Period 17-Day 2 are posted to the Payroll and Financial Errors page. Thank you
09/01/2009 4:30 p.m.		Attention HRMS HR and Payroll Offices: Please read an important HRMS Communication regarding 2010 HRMS Payroll Calendars. Thank you
09/01/2009 4:25 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 09/01/09 What? DRS September 1, 2009 Rate Changes Updated on IT0169 Savings Plan Who? HRMS HR and Payroll Offices Why? IT0169 updated for employees impacted by the September 1, 2009 DRS rate changes When? Distribute immediately Message: DOP has completed a Change Request in HRMS for the September 1, 2009 DRS (Department of Retirement Systems) rate changes. *Agency action may* be required. We have updated Infotype (IT) 0169 Savings Plans for employees in the following plans, effective September 1, 2009: PERS (Public Employees’ Retirement System) Plan 2 TRS (Teachers’ Retirement System) Plan 2 SERS (School Employees’ Retirement System) Plan 2 WSPRS (Washington State Patrol Retirement System) Plans 1 and 2 Note: IT0169 was updated the evening of August 31. Beginning today (September 1), if you hire or rehire any employees in HRMS with a start date prior to September 1, you will need to manually enter the 09/01/2009 retirement record. You may access the new rates on the DRS website: http://www.drs.wa.gov/ http://osa.leg.wa.gov/Actuarial_Services/Funding/contribution_rates.htm Questions? Contact:** DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
09/01/2009 8:15 a.m.		Attention HRMS HR and Payroll Offices: The RPCIPE and ALAS Errors for Pay Period 17-Day 1 are posted to the Payroll and Financial Errors page. Thank you.
08/31/2009 4:15 p.m.		Attention HRMS Users: DOP Information Systems Communication – 08/31/09 What? HRMS Basics and Personnel Time Recording via WebEx Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Wednesday, September 9th HRMS Basics 8:00 a.m. – 12:00 p.m. Personnel Time Recording 1:00 p.m. – 4:30 p.m. Message: DOP will be offering the WebEx conferencing option in conjunction with September’s HRMS Basics and Personnel Time Recording courses. This will allow end-users the ability to attend the course right from their office desk location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer. If you choose the WebEx option: There is no charge for this new training alternative You will need to print the course materials at your location You will not have access to the HRMS Training Environment, and won’t be able to go through the activities with the class We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx conferencing option to those who are interested. This will be offered on a first come, first served basis for each course. If you are interested, please contact Janet Pasion at JanetP@dop.wa.gov by Tuesday, September 8th with the course of interest. HRMS Basics (1/2 Day) - 01-04-H019 This course is designed to introduce end users to HRMS functionality through a comprehensive, hands-on learning experience with realistic business scenarios. End users will navigate HRMS using learning key terminology, short-cuts and common strokes for completing an action. General guidance will be provided for running reports and accessing on-line help documentation. Performance Objectives: Upon completion of this course you should be able to: Log on/log off HRMS Use different HRMS screen elements Describe the organization of functional areas in HRMS Identify the different types of HRMS fields Customize the appearance of HRMS Describe HRMS system messages Run HRMS reports Access and navigate the On-line Quick Reference (OLQR) Competencies covered in this course: HRMS navigation and capabilities. Intended Audience: All HRMS end users. HRMS Personnel Time Recording (1/2 Day) - 01-04-H013 This course gives you an overview of how to manage work schedules and enter time worked in HRMS. You will learn how to enter wage types, absences, and labor distribution changes into the Cross Application Time Sheet (CATS). You will perform hands-on activities and access HRMS reports in a training environment. Performance Objectives: Upon completion of this course you should be able to: Identify new terms and concepts for Personnel Time Recording Distinguish where time recording fits into the payroll processing cycle Complete short-term changes to an employee’s work schedule Enter wage types (i.e., overtime), absences, labor distribution changes Run HRMS reports Access and navigate the On-line Quick Reference (OLQR) Competencies covered in this course: Maintenance of time recording. Intended Audience: HRMS end users mapped to the Time and Attendance Processor role. For more HRMS courses visit the Department of Personnel’s Training and Development site and click on the letter “H” for HRMS listings. Questions? Contact: Email Contact: JanetP@dop.wa.gov
08/31/2009 8:30 a.m.		Attention HRMS HR and Payroll Offices: Please read an important Systems Communication regarding New Absence Type and Title Changes in HRMS. Thank you.
08/28/2009 5:00 p.m.		Attention HRMS HR and Paryoll Offices: DOP Information Systems Communication – 08/28/09 What? Absence Hours Exceeding Scheduled Working Hours in CATS Who? HRMS HR and Payroll Offices Why? New red error when absence hours exceed work schedule When? Distribute immediately Message: DOP has completed a Change Request in HRMS to implement a new red error when attempting to enter absence hours into CATS (Cross Application Time Sheet) that exceed scheduled working hours. No agency action is required unless we contact you directly. Effective immediately, if you attempt to enter absences that exceed the actual work schedule for a day, you’ll receive a red error and you won’t be allowed to continue unless you revise the absence to be equal to or less than the scheduled work hours. This affects the CATS profiles SOW-1 State Of Washington - with Financial Distribution, and SOW-2 State Of Washington - W/Out Financial Distribution. Here’s an example of the new red error, where 10.00 = the absence hours entered, and 8.00 = the scheduled work hours: “Number of hours recorded 10.00 exceeds target hours 8.00” Prior to implementing this change, you received a yellow warning message when entering absence hours that surpassed the work schedule. Bypassing the warning and continuing with the action created inconsistencies between the Time and HR modules in HRMS. Using the example above, the system transferred only the 8.00 scheduled work hours to HR, while CATS continued to reflect the 10.00 hours entered. The State Auditor’s Office identified this issue as a concern. This change is effective going forward. We may contact you directly as we identify existing inconsistencies for cleanup. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
08/28/2009 4:00 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 08/28/09 What? Absence Type 9019 Exchange Time Who? HRMS HR and Payroll Offices Why? Absence Type 9019 has been remapped to Wage Type 1307 When? Distribute immediately Message: DOP has completed a Change Request in HRMS to remap Absence Type 9019 Exchange Time to Wage Type 1307 Exchange time Taken in order to improve agency reporting. The change is effective September 1, 2009 and no agency action is required. Absence Type 9019 was previously mapped to Wage Type 1321 Misc Paid Absence-all. This change will improve agency payroll and financial reporting, such as Wage Type Reporter PC00_M99_CWTR, since Wage Type 1307 is exchange time specific. Absence Type 9019 entries made prior to the September 1 effective date will not be retroactively updated. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
08/28/2009 11:30 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 08/28/09 What? Wage Type 4507 Rate and Title Change Who? HRMS HR and Payroll Offices Why? Rate and Title have been updated in HRMS When? Distribute immediately Message: DOP has completed a Change Request in HRMS to update the representation fee rate, monthly maximum, and title for Wage Type 4507 for WFSE (Washington State Federation of State Employees) deductions. No agency action is required. At the request of WFSE and the OFM Office of Labor Relations, we changed the title from WSFE Non-member Fee 1.13% to WSFE Non-member Fee 1.09%. This change represents a new Representation Fee rate of 1.09%, with a monthly maximum of $55.70. The new rate is effective for Pay Period 14 for the July 24 pay date. We have updated the Wage Types Index on the DOP website with this information. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
08/28/2009 8:25 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 08/28/09 What? Wage Type Default on Infotype 0008 Basic Pay Who? HRMS HR and Payroll Offices Why? Wage Type default has been corrected When? Distribute immediately Message: DOP completed a Change Request in HRMS to apply wage type defaults on Infotype 0008 Basic Pay for Employee Group H Non-Perm. Limited and Employee Group 6 Non-Perm. On Call. No agency action is required. Previously, when creating a record on IT0008 for an employee assigned to Employee Group H or 6, you would need to manually enter the appropriate wage type: • 1001 Base Rate / Hourly Wage • 1003 Pay Period Salary • 1006 Base Rate / Daily Wage Now, these wage types will default in automatically based on the Employee Group and Sub Group combination similar to the way the action works for all other Employee Group and Sub Group combinations. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
08/26/2009 10:30 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 08/26/09 What? Personal Leave Day & Leave Accrual Rate Changes Who? HRMS HR and Payroll Offices Why? Inform agencies of updates to HRMS When? Distribute immediately Message: DOP has completed more updates in HRMS to reflect the 2009-2011 Collective Bargaining Agreements (CBAs) for the new Personal Leave Day and Leave Accrual Rate. Please review this communication for important information about these processes, including the deadline to complete any necessary updates for the Personal Leave Day eligibility and instructions for updating employees who may have used their Personal Leave Day since July 1. Complete details and history of the changes necessary for implementation are available in the following previous communications: June 22 Collective Bargaining Changes June 25 Personal Leave Day Conversion August 17 Personal Leave Day - Reminder Personal Leave Day We updated HRMS the evening of August 25 to add Absence Type 9079 Personal Leave Day and Quota Type 48 Personal Leave Day. The statewide Leave Request form will be updated to show the new Absence Type 9079 and will be available on the Forms page on the DOP website on September 1. As the final step in the new Personal Leave Day process, we will be running a special time evaluation during the evening of August 27 that will create the Personal Leave Day quota for those employees who have Date Type 26. The Personal Leave Day will be created at the beginning of each fiscal year for employees who have the Date Type 26 Prsnl Lv Day Elig on Infotype 0041 Date Specifications, and will expire at the end of each fiscal year if not used. You still have until 6:00 p.m. August 27 to finish making any updates for eligibility – refer to the June 25 communication for spreadsheet and instructions. For temporary instructions on creating quota for employees who have or may become eligible for the Personal Leave Day after July 1, 2009 see Quota Correction for Personal Leave Day. If you have eligible employees who used their Personal Leave Day between July 1 and August 25, you will need to update or enter records for those employees, using the new Absence Type 9079. Keep in mind, this will trigger a multi-period retroactive payroll. As a reminder, the new Personal Leave Day process works similar to the Personal Holiday, however it is on a fiscal year basis (July 1 through June 30) instead of a calendar year basis. Also, the CBAs state the new leave type will expire on June 30, 2011. We will make any necessary updates to the system at that time if the 2011-2013 CBAs change or remove the Personal Leave Day provision. Vacation Leave Accrual Rate for WFSE and IFTPE Local 17 We also completed the change to correct accrual rates to comply with the new rule to use Anniversary Date for 5th, 6th, and 7th year vacation accrual entitlements effective July 1 of 2009. The August 27 time evaluation for the Personal Leave Day will also retroactively update the vacation leave quota accruals for July and August for affected employees. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
08/26/2009 10:00 a.m.		Attention HRMS HR, Payroll, and Fiscal Offices: Please read an important HRMS Communication regarding Allowance Code and General Ledger Updates. Thank you.
08/21/2009 9:30 a.m.		Attention HRMS HR and Payroll Offices: HRMS - Payroll Pickup Information - It's Ready! Payroll is ready for pick up from 9:20 a.m. to 10:20 a.m. It will be at the Office of the State Treasurer after 10:50 a.m. Thank you.
08/20/2009 10:00 a.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 08/20/09 What? August 26 PPA Meeting - Cancelled Who? HRMS HR and Payroll Offices Why? Meeting has been cancelled When? Distribute immediately Message: The August 26 PPA Meeting has been cancelled. Also note that the September PPA Meeting date has been corrected on the Personnel/Payroll Association page on the DOP website. While there won’t be an August meeting, be sure to mark your calendars for the September PPA Meeting on Tuesday, September 29 in the OB2 Auditorium. The PEBB (Public Employees Benefit Board) will provide important information on Annual Open Enrollment. The date of the September meeting was inadvertently published on the DOP website as September 23 – this has been corrected and the actual meeting date is Tuesday, September 29. Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
08/20/2009 8:10 a.m.		Attention HRMS Users: The Payroll Locked Employees list for 2009 Payroll Period 16 is posted to the Payroll and Financial Errors page. Thank you.
08/19/2009 3:30 p.m.		Attention HRMS Users: HRMS - System Availability Information, Day 4 Lockout August 20th The HRMS system will be locked and unavailable to users tomorrow, August 20th. This lock out is required for the completion of Day 4 payroll processing. The system is scheduled to be available on Friday morning, August 21st at 6:00 a.m. This lock out does not apply to: BI (Business Intelligence) users. E-Recruiting users. Until the completion of Day 4 payroll processing, users with HR/payroll professional roles will be locked out of ESS. Most ESS users will not be locked during Payroll Day 4 activities. Thank you.
08/19//2009 2:30 p.m.		Attention HRMS Users: New Name: DOP Service Center This is a reminder, for those of you who may not have been at the PPA meeting in July. The ISD Help Desk has merged with the DOP Service Center team! Our name is now DOP Service Center, and you will see this reflected in the global address listing. The actual email address remains the same, servicecenter@dop.wa.gov, as well as our telephone number, 360 664-6400. Thank you.
08/19/2009 12:35 p.m.		Attention HRMS Users: The Remaining Payroll Redlines for Pay Period 16-Day 3 are posted to the Payroll and Financial Errors page. Thank you.
08/19/2009 8:30 a.m.		Attention HRMS Users: The RPCIPE and ALAS Errors for Pay Period 16-Day 2 are posted to the Payroll and Financial Errors page. Thank you.
08/18/2009 4:15 p.m.		Attention HRMS HR and Payroll Offices: Please read an important system communication regarding Excess Vacation Accrual Transfer. Thank you.
08/18/2009 11:00 a.m.		Attention HRMS Users: The RPCIPE and ALAS Errors for Pay Period 16-Day 1 are posted to the Payroll and Financial Errors page. Thank you.
08/18/2009 9:15 a.m.		Attention HRMS Users: HRMS - Leave Accrual Process Issue The leave accrual process did not occur last night, due to an unexpected issue. This means the August accruals are not reflected in HRMS. This is scheduled to run this evening. Thank you.
08/17/2009 1:45 p.m.		Attention HRMS HR and Payroll Offices: DOP Information Systems Communication – 08/17/09 What? Personal Leave Day – Reminder to Agencies Who? HRMS HR and Payroll Offices Why? Agency review/action by August 27, 2009 When? Distribute immediately Message: In June, DOP began implementing changes in HRMS to reflect the 2009-2011 collective bargaining agreements, including the new Personal Leave Day. We are reminding you to review your employees for eligibility, and take action as necessary by 6:00 p.m., August 27, 2009. DOP completed an initial conversion in HRMS to populate the new Date type 26 Prsnl Lv Day Elgbity on Infotype 0041 Date Specifications. On June 25, we sent you a spreadsheet reflecting the conversion results, and instructions to review and update employees’ IT0041 as necessary. We will be running a special time evaluation the evening of August 27 to create the new quota 48 Personal Leave Day (the availability date of the quota will be 07/01/09 through 06/30/10). Please complete your review and make any updates by 6:00 p.m., August 27. For complete details, instructions, and spreadsheet, review the June 22 and June 25 HRMS Communications. Note: the deadline for completing any necessary updates to IT0041 in HRMS has been extended to August 27 (from the August 21 date mentioned in the communications below). June 22 Collective Bargaining Changes June 25 Personal Leave Day Conversion Questions? Contact: DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov
08/12/2009 11:30 a.m.		Attention HRMS HR and Payroll Offices: Update 08/12/09 at 12:51 PM: Thank you everyone for your interest in our first HRMS Benefits Course via WebEx. At this time, we have met the maximum capacity allotted for next week’s course and apologize to those who were not able to participate. With the huge interest in this type of training, the Training Team plans to hold additional future HRMS WebEx courses. ------------------------------------------------ DOP Information Systems Communication – 08/12/09 What? HRMS Benefits Course via WebEx Who? HRMS HR and Payroll Offices Why? Inform agencies of new training option When? Thursday, August 20, 8:00 a.m. – 4:30 p.m. Message: DOP will be offering its first WebEx video conferencing option in conjunction with this month’s HRMS Benefits course. This will allow end-users the ability to attend the course right from their office desk location by using their computer and phone. WebEx will provide an open forum for questions and dialogue with the HRMS Trainer. If you choose the WebEx option: • There is no charge for this new training alternative. • You will need to print the course materials at your location. • You will not have access to the HRMS Training Environment, and won’t be able to go through the activities with the class. We have provided the course details below with the date and time. We will provide specific information and instructions for the WebEx video conferencing option to those who are interested. This will be offered on a first come, first served basis. If you are interested, please contact Janet Pasion at 360-664-6214 or JanetP@dop.wa.gov by Wednesday, August 19th. HRMS Benefits (1 Day) 01-04-H036 This course gives you an overview of how to create and maintain employee benefits in HRMS. You will learn how HRMS works with other agencies (e.g., Department of Retirement Systems, Health Care Authority, etc.) to process enrollments or separations of employee benefits. You will perform hands-on activities and access HRMS reports in a training environment. Performance Objectives: Upon completion of this course you should be able to: • Identify new terms and key components of HRMS Benefits. • Subscribe and maintain employee benefits. • Manage employee retirement plans. • View optional benefits plans (Life, Deferred Compensation, Long-term Disability). • Run HRMS reports. • Access and navigate the Online Quick Reference (OLQR). Competencies covered in this course: Maintenance of employee benefits Intended Audience: HRMS End Users mapped to the Benefits Processor role For more HRMS courses visit the Department of Personnel’s Training and Development site and click on the letter “H” for HRMS listings. Questions? Contact: Email Contact: JanetP@dop.wa.gov
08/07/2009 11:00 a.m.		Attention HRMS HR Offices: Please read important information regarding Reports that have been added to Business Intelligence on the HRMS Portal for AA reporting purposes. Thank you.
08/06/2009 10:00 a.m.		Attention HRMS HR and Payroll Offices: Payroll is ready for pickup at DIS from 10:00 to 11:00 a.m. It will be available at the Office of the State Treasurer at 11:30 a.m. Thank you.
08/05/2009 5:20 p.m.		Attention HRMS Users: Please read important information regarding the On-Line Quick Reference Updates. Thank you.
08/05/2009 8:10 a.m.		Attention HRMS Users: The Payroll Locked Employees list for 2009 Payroll Period 15 is posted to the Payroll and Financial Errors page. Thank you.
08/04/2009 3:30 p.m.		Attention HRMS Users: The HRMS system will be locked and unavailable to users tomorrow, August 5th. This lock out is required for the completion of Day 4 payroll processing. The system is scheduled to be available on Thursday morning, August 6th at 6:00 a.m. This lock out does not apply to: BI (Business Intelligence) users. E-Recruiting users. Until the completion of Day 4 payroll processing, users with HR/payroll professional roles will be locked out of ESS. Most ESS users will not be locked during Payroll Day 4 activities. Thank you.
08/04/2009 12:45 p.m.		Attention HRMS Users: The Remaining Payroll Redlines for Pay Period 15-Day 3 are posted to the HRMS Payroll and Financial Errors page. Thank you.
08/04/2009 8:45 a.m.		Attention HRMS Users: The RPCIPE and ALAS Errors for Pay Period 15-Day 2 are posted to the Payroll and Financial Errors page. Thank you.
08/03/2009 10:20 a.m.		Attention HRMS Users: DOP Website is up and Pay Period 15-Day 1 RPCIPE and ALAS Errors for are posted to the Payroll and Financial Errors page. Thank you for your patience From: HRMS Communications [mailto:HRMSCOMMUNICATIONS@LISTSERV.WA.GOV] On Behalf Of Anderson, Margaret (DOP) Sent: Monday, August 03, 2009 9:05 AM To: HRMSCOMMUNICATIONS@LISTSERV.WA.GOV Subject: HRMS - RPCIPE and ALAS Errors for Pay Period 15 Day 1 Attention HRMS Users: RPCIPE and ALAS Errors for Pay Period 15-Day 1 are available and can be accessed by viewing the attachment. Due to DOP’s Website being down errors are not accessible on the website at this time. Errors will be posted to Website as soon as possible. Thank you Questions? Contact: If you are unable to access the attachment please contact the DOP Service Center. DOP Service Center: (360) 664-6400 Email Contact: servicecenter@dop.wa.gov