DEPARTMENT OF PERSONNEL

Human Resource Management System (HRMS)

INFORMATION SYSTEMS DIVISION 4224 - 6th AVENUE SE LACEY, WA 98504

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Document Approvals

Revision History
Revision 2.0 Date 08/09/10 Author DOP/N.Cummings Description of change Published Version

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 2 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Table of Contents

Objective.......................................................................................................4 Scope.............................................................................................................4 Summary.......................................................................................................4 HRMS HR and Payroll/HCM.......................................................................5

HRMS Security......................................................................................................................5 Centralized Roles.........................................................................................................6 Decentralized Roles.....................................................................................................6 HRMS Training......................................................................................................................7 Interfaces and External Systems...........................................................................................7 HRMS Payroll Processing Cycle ...........................................................................................8 Payroll Processing Days 1 - 4.......................................................................................8 HRMS Production Hours of Operation...................................................................................9 HRMS Communications.......................................................................................................10 HRMS Incident, Change, and Release Management ..........................................................11 Incident Management.................................................................................................11 Change Management.................................................................................................12 Release Management................................................................................................12 Using HRMS........................................................................................................................13 Transactions...............................................................................................................13 Infotypes....................................................................................................................13 Fields.........................................................................................................................13 Personnel Number.....................................................................................................14 Reports......................................................................................................................14 Known Differences (between HRMS & PAY1).....................................................................15 PAY1 System Employee Benefits.....................................................................................15 Glossary..............................................................................................................................15

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 3 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Human Resource Management System (HRMS)

Objective
This document provides an overview of Washington States central human resource (HR, or personnel) and payroll computer systems that are owned and supported by the Department of Personnel (DOP).

Scope
HRMS is the primary focus of this document. As the enterprise HR and payroll system for Washington State government, HRMS captures and distributes a wide variety of financial and HR data. System data and functionality support state HR practices, central services (such as employee benefits, labor management, and financial management), and strategic planning across state government. The system coordinates statewide HR, payroll, and financial data for approximately 65,000 employees in more than 100 agencies, and collects and maintains recruitment information for upwards of 200,000 system users. Note: An overview of all DOP enterprise systems is included for clarity. However, this document primarily focuses on the HR and Payroll module which collects personnel, payroll, and financial data and produces payroll for general government and pension payments for volunteer fire fighters.

Summary
In 2002, the Washington State Legislature funded a modern enterprise-wide payroll and HR management computer system to replace the states 30-year-old mainframe system (PAY1). The state selected an off-the- shelf application created by software vendor SAP. The application was subsequently customized for Washington State processes, and the new HRMS went live in 2006. HRMS currently includes the following SAP components: Human Resources Management System (HRMS) / Human Capital Management (HCM): Produces timely, accurate paychecks. Coordinates statewide personnel, payroll, and financial data. Provides access to system data and functionality. Professional users within the State Government Network (SGN) can access the system through SAPgui (a desktop icon that enables users to access and work in SAP applications). All professional users who have been given the appropriate security can access HRMS from the internet by logging into the Portal (see below). Business Intelligence (BI): Retains an historical record of HRMS data and is used to generate a variety of specialized agency-specific and statewide reports.

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 4 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Access is provided through SAPgui for state employees inside the State Government Network (SGN) who have been given the appropriate security (or through the BI Portal see below). Provide designated state employees with secure online access to HRMS/HCM. Provide designated state employees with secure online access to BI. Provide all state employees with access to Employee Self Service (ESS). All active state employees can use their personnel ID number to access Employee Self Service (ESS) and review and update select personal information in HRMS, including address, emergency contact, and e-mail address. They can also view and print their current earnings statement, as well as past statements received within the current year. Planned for 2010/2011 is Manger Self Service (MSS), an on-line leave request system.

Portals

HRMS HR and Payroll/HCM

HRMS/HCM is divided into the functional components listed below. The components are tightly integrated. Data entered into any component flows throughout the system to those processes that use the data. Note: While HRMS is the technically accurate name for the entire enterprise system,
including BI and Portal; and HCM specifically refers to the HR and Payroll component, HRMS is widely used and accepted as the common reference for HCM and is used in this Overview interchangeably with HCM.

Organizational Management: the agency and the job. Creates and maintains agencies organizational structures and their units, positions, and jobs. Personnel Administration: the people and their information. Creates and maintains information about employees. Also processes hires, changes, separations, and absences. Payroll Processing: the pay and benefits. Calculates earnings and payment-related items for state employees and vendors. Processes benefit and financial transactions, which includes sending and receiving information to and from other state systems. Time Management: the working times and activities. Creates and maintains a work schedule to track employee hours (attendances and absences) used to pay employees.

HRMS Security
HRMS security is role-based. Roles (tasks that the user performs) determine the environments, transactions, and infotypes (screens) that a user can access and/or update. Roles can be either centralized (statewide system level) or decentralized (agency level). HRMS roles are key to HRMS security and to agency business processes. Note: There is a project underway to centralize HRMS
/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 5 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

security administration within DOP as an enterprise shared service, pursuant to findings of the State Auditors Office and in support of the Governors Shared Services Directive (09-02), with a targeted implementation in 2011.

Centralized Roles
Centralized functional roles enable DOP to provide central support to agencies in emergencies and assure successful payroll operations. They allow DOP to oversee and modify various tables in HRMS. Centralized functional roles also allow the Department of Retirement Systems, Health Care Authority, and Attorney Generals Office to perform their authorized HRMS benefits and oversight roles statewide. Centralized oversight and management roles allow DOP, the Office of Financial Management, and the State Auditors Office to oversee HRMS data and activities. These roles also allow DOP to perform maintenance and development processes, and transfer approved configuration changes to the production environments. They allow DOP to initiate payroll processing. Centralized security roles allow DOP to create and assign security roles, user IDs and passwords, and perform audits to security role assignments.

Decentralized Roles
Decentralized roles provide create/maintain/update/inquiry access, by functional area (Personnel Administration, Payroll, Garnishment, Benefits, Leave, Time and Attendance, Financial, and Organization Management). Decentralized Security roles allow the assignment of decentralized user roles, user IDs and passwords, and oversight functions.

Agency Security Administrators

Each agency has designated HRMS Security Administrators who are responsible for maintaining agency role assignments and password maintenance. When new employees are hired, HRMS generates their personnel numbers (user ID) and distributes their initial passwords.

Helping Agencies Understand and Use Roles

DOP provides support for centralized statewide access, provides support and training for decentralized agency HRMS security administrators, and assists with troubleshooting for HRMS security issues. Role Definition Handbooks provide information about how the different HRMS Roles relate to a user's access to system data and transactions. Required training is provided for users based on their roles.

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 6 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

HRMS Training
DOP provides HRMS Training based on roles. Users need training for each of the roles assigned by their agency. The majority of these employees perform human resources, payroll, and time and attendance functions. In addition to online and classroom training, DOP provides access to course manuals, job aids (condensed reference guides), user procedures, and other materials that can be accessed by users to understand and perform their work.

On-Line Quick Reference (OLQR)

The On-Line Quick Reference (OLQR) contains instructional materials organized by functional areas, a glossary, job aids, and step-by-step user procedures that describe how to perform HRMS tasks. Users are encouraged to use the OLQR as their first resource when they have a question about using the system.

Interfaces and External Systems

Although state policy directs the use of common, shared systems when possible, some agencies maintain applications for various HR, payroll, or time functions that support agency business practices. Interfaces are electronic files or reports that move data between computer applications. There are several critical HRMS interfaces that support important statewide processes (e.g., the Office of Financial Managements financial systems, the State Treasurer, Department of Retirement Systems, Health Care Authority). Interfaces are sometimes referred to as GAPs. There are two types of HRMS interfaces: Inbound interfaces are used when HRMS receives data from agencies or other sources. Example: Interface (GAP) 1 Time & Leave Activity provides input from agencies who have their own shadow systems for recording employee hours worked and leave activities. Outbound interfaces are used when HRMS sends data to agencies or other destinations. Example: Interface (GAP) 9 Employee Master Data provides agencies a report of daily activity of HR data and cost distribution master data. Example: Interface (GAP) 34 Payroll Deductions provides various state agencies and external entities with details of payroll deductions, such as health and life premiums, union dues, auto and home insurance, parking, credit union and more.

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 7 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Note: For a complete list of interfaces, see the HRMS Interface Schedule which provides a list of inbound and outbound interfaces with run dates and times. Use the Master Value List to reference filed values for all interfaces, and use the Interface Master List to see current agencies using interfaces. Visit the Interfaces page at: http://www.dop.wa.gov/payroll/HRMS/HRMSSupport/Pages/HRMSInterfaces.aspx#MVL

HRMS Payroll Processing Cycle

Washington State employees are paid twice monthly for work from the 1st through the 15th, and from the 16th through the last day of the month. Paydays are established by legislative mandate and usually occur on the 10th and 25th unless those dates fall on weekends or holidays. These are referred to as pay periods and are numbered 1 through 24 in HRMS. December 16-31 of the previous calendar year becomes Payroll Period 1, paid on the first pay date in January of the current year. January 1-15 becomes Payroll Period 2, and so on through Payroll Period 24 which is December 1-15. The HRMS payroll processing cycle is established in accordance with the official pay dates and other criteria including scheduling requirements for electronic funds deposit and timely distribution of paychecks to employees. View HRMS Payroll Calendars at: http://www.dop.wa.gov/payroll/HRMS/PayrollCalendarSchedules/Pages/default.aspx

Payroll Processing Days 1 - 4

Processing payroll takes four days. Agencies are encouraged to input HR, payroll and time entries on a daily basis rather than wait until payroll processing days. Day 3 should be reserved for corrections only. Interface 1 agencies [agencies that send time and leave data electronically] input data to agency applications and send the data to HRMS by 6:00 p.m. on Day 2. Payroll Day Day 1 Day 2 Day 3 Day 4 Post Day 4 Agency Activities Data Input Corrections Data Input Corrections Final Agency Corrections Agencies Locked Out of HRMS Payday Activities and Data Input DOP HRMS Activities Statewide Payroll Simulation Statewide Payroll Simulation Begin Payroll Processing Generate electronic funds deposit (ACH) and paychecks General Activities for all Payroll Periods

Days 1 and 2. The payroll for the current pay date is processed in simulation the evenings of Day 1 and Day 2, with final processing the evening of Day 3. Errors from the Day 1 and 2 simulations
/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 8 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

are posted to the HRMS Customer Support Web site the following mornings providing agencies with ALAS errors (claims from prior periods that are not offset in the current period) and RPCIPE errors (cost distribution errors), and include a guide to help them research and correct the errors. Agencies are also directed to view spool files, (a way to communicate data to another program by placing it in a temporary working area where the other program can access it at some later point in time). Spool files report Redline errors (if any) which indicate payroll cannot process for that employee unless corrected. Day 3. At noon on Day 3, DOP runs an additional payroll simulation in order to provide agencies with one more check before payroll processing begins at 6 p.m. The goal of running the simulations and providing reports is to have all errors successfully corrected prior to actual payroll processing. However, new errors could appear on Day 3 due to master data changes on Day 3 made by agencies, or there are ALAS errors not previously identified due to the funneling of financial data from DOP to OFM (Office of Financial Management) and back to DOP. Final payroll processing begins after 6:00 p.m. on Day 3, and agency users are prevented from making entries in the system in order to protect data while payroll is processing. (Because of the way security is set up, users are also prevented from viewing data in HRMS during this time.) Day 4. Agencies receive a list of employees who were locked out (wont get paid through the system). Agencies must pay these employees by other means. In addition to producing employee paychecks, direct deposits are transferred via the Automated Clearinghouse (ACH), vendor payments are produced, retirement and financial processing occurs along with balancing and reconciliation, and interfaces are produced for OFM and the State Treasurer. Paychecks and earning statements are picked up by or mailed to agencies for distribution to employees on payday. Payroll and Financial Errors for the current pay period are available at: http://www.dop.wa.gov/payroll/HRMS/PayrollCalendarSchedules/Pages/HRMSPayrollFinancialErro rs.aspx

HRMS Production Hours of Operation

The HR and payroll production system is available to users Monday through Saturday, 6:00 a.m. to 6:00 p.m., except: On Payroll Day 3, users are locked out for 15 minutes around noon and again beginning at 6:00 p.m. through Payroll Day 4 or until payroll completes. The system is available on holidays with the exception of holidays following Day 3 of payroll. The system may be unavailable during maintenance windows which are communicated to users and indicated on strategic web pages on the DOP website.

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 9 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

DOP technical and functional users are generally not locked out of the system. Visit the HRMS Availability page at: http://www.dop.wa.gov/payroll/HRMS/PayrollCalendarSchedules/Pages/SystemAvailability.aspx

HRMS Communications
DOP shares information and communicates with HRMS professional users in a variety of ways: Website access the HRMS Support page at http://www.dop.wa.gov/payroll/HRMS/HRMSSupport/Pages/default.aspx. This site provides: Address http://www.dop.wa.gov/payroll/HRMS/HRMSSupp ort/Pages/DOPServiceCenter.aspx http://www.dop.wa.gov/payroll/HRMS/PayrollCale ndarSchedules/Pages/HRMSPayrollFinancialError s.aspx http://www.dop.wa.gov/payroll/HRMS/HRMSSupp ort/Pages/AgencyContactList.aspx http://www.dop.wa.gov/payroll/HRMS/HRMSSupp ort/Pages/Change-ReleaseManagement.aspx http://www.dop.wa.gov/payroll/HRMS/HRMSSupp ort/Pages/HRMSInterfaces.aspx http://www.dop.wa.gov/payroll/HRMS/HRMSSupp ort/Pages/HRMSResources.aspx http://www.dop.wa.gov/payroll/HRMS/HRMSSupp ort/Pages/Security.aspx http://www.dop.wa.gov/payroll/HRMS/HRMSSupp ort/Pages/BusinessIntelligence.aspx http://www.dop.wa.gov/payroll/HRMS/HRMSSupp ort/Pages/HRMSTechnicalInformation.aspx http://www.dop.wa.gov/payroll/HRMS/HRMSSupp ort/Pages/Acronyms.aspx http://www.dop.wa.gov/payroll/HRMS/OnLineQuic Description Point of contact for internal and external DOP customers and users of HRMS HRMS error types, who is affected, why errors occurred, and how to resolve them. All agency HR, Payroll, Retirement, and Leave contacts to help agencies communicate with each other. Change and Release Management reduce risk and provide structure to changes to HRMS. Inbound and outbound system interfaces between applications. HRMS data types, statewide system variants, and other topic-specific information. HRMS Security roles and handbooks. HRMS historical data warehouse. HRMS maintenance information for agency network and desktop technicians. Frequently used acronyms used in HRMS and at DOP. Instructional materials for performing

Web Page DOP Service Center Payroll & Financial Errors Agency Contact List Change/Release Management Interfaces Resources

Security Business Intelligence (BI) Technical Information Acronyms On-Line Quick

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 10 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Web Page Reference (OLQR) Communications

Address kReference/Pages/default.aspx http://www.dop.wa.gov/payroll/HRMS/OnLineQuic kReference/Pages/HRMSCommunications.aspx http://www.dop.wa.gov/payroll/PPA/Pages/default. aspx

Description day-to-day tasks in HRMS. Up-to-date information about system changes, enhancements, fixes, and processes. Key channel for personnel and payroll system activities and information sharing.

Personnel / Payroll Association

E-Mail - DOP sends information to the HRMS Communications list serv. These communications keep users informed of: Monthly HRMS Release Management information about system updates regarding wage and absence types, reports, functionality, and more Breaks/fixes Events such as user group meetings and training Yearly processing instructions and status, such as Federal IRS reporting, annual sick leave buyout and year-end activities System (ZAlert) short messages of importance that pop up on the users screen if they are currently logged onto HRMS. User Groups meetings and other opportunities for users to learn about HRMS activities, status, and training, and to promote info-sharing among agencies. The Personnel/Payroll Association (PPA) is the primary user group for agencies to learn and share information.

HRMS Incident, Change, and Release Management

A lot of pieces must fit together seamlessly within a computer system (and to other systems) to guarantee success and long-term value. Visit the HRMS Change/Release Management page at: http://www.dop.wa.gov/payroll/HRMS/HRMSSupport/Pages/Change-ReleaseManagement.aspx

Incident Management
DOP tracks all incidents affecting the production HRMS environment. Incidents may be events that do or have the potential to interrupt or reduce service, or requests for help in processing a transaction or clarifying system functionality. Incidents may be reported by client agencies, DOP staff, or other stakeholders who interact with HRMS. The DOP Service Center is the point of contact for agency HRMS users (although agency users are encouraged to use their internal help desks for first level support). DOP Service Center
/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 11 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

specialists log, track, monitor, and resolve incidents Monday through Friday from 8:00 a.m. to 5:00 p.m., and may also provide support when a payroll processing day falls on a Saturday. DOP uses an electronic tracking system to manage incidents to completion. Incidents are prioritized for resolution, and may be transitioned to DOPs Change/Release Management process if they involve a change to the HRMS production environment.

Change Management
System changes can affect multiple users, disrupt services, affect stored data, or involve hardware or software. To reduce risk, all change requests (CRs) are reviewed, prioritized, and tracked to completion. DOP documents and monitors all change processes and workflows, identifies stakeholders, assigns severity levels, coordinates implementation, monitoring and reporting, and manages escalation.

Release Management
Release Management (RM) is the process of planning, creating, testing, and implementing software releases. Applications like HRMS are frequently updated to meet new legal, technical, and business requirements. These updates, or new releases, often require system downtime, and can affect user procedures or business processes. RM bundles several approved changes (change requests) in one monthly release, similar to the updates that Microsoft provides for Windows and Office products. This process coordinates the changes DOP must make to HRMS to keep it current and running well, and lets users know what changes to expect and when. The RM process also provides for exceptions and emergencies updates that must be implemented outside of the RM schedule because mission critical applications will not process unless the change is implemented, or the change has a specific timeframe and cannot be effective dated in HRMS (some changes can be applied to HRMS in advance but wont become effective until a specified date; others cannot). Some examples of emergencies/exceptions may include: Employees would not be paid, or would be paid incorrectly (determined case by case depending on impact) Extensive impact to agencies workaround or delay Time sensitive legally mandated requirements Changes required for the 25th payroll and cant be effective dated Quarterly/Year End activities that cant be effective dated

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 12 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Using HRMS
Professional users log onto HRMS to perform the everyday business tasks for their agency and employees. As described earlier in HRMS Security, user access to HRMS is based on user roles, and roles determine the screens that can be viewed or updated. The menu on the initial SAP Easy Access screen allows the user to drill down to a desired functional area to create, change, display, or delete information, or run reports. Users can open multiple HRMS sessions in order to work on more than one employees records at the same time. Toolbar buttons throughout the system allow users to move from screen to screen, save or cancel entries, display data in different ways, and complete transactions.

Transactions
A transaction is a set of tasks performed in HRMS to complete a business process, such as viewing or changing employee information, and running reports. Each transaction is assigned a transaction code which provides access to the initial screen of the transaction. There are transactions to create or maintain organizational structures, jobs, positions, and cost information. There are transactions to hire, change, and separate employees. Examples of commonly used payroll transactions are: PA20 PA30 PA40 Display HR Master Data Maintain HR Master Data Personnel Actions Used to view infotypes one at a time; display only Update specific infotypes on at a time Prompts the completion of all required infotypes; entries flow from one Infotype to another

Infotypes
An Infotype is an individual screen within HRMS where information is entered. Infotypes can be accessed directly, or the user can initiate a transaction and move from one Infotype to another, performing the required tasks until the transaction is completed. Infotypes are numbered and named examples are Infotype 0001 Actions, Infotype 0007 Planned Working Time, and Infotype 0167 Health Plans.

Fields
A field provides specific information for viewing or entering data within an Infotype. Many fields have drop-down lists called Matchcodes. Matchcodes display the possible entries for specific Infotype areas.
/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 13 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Active fields indicate the location of the users cursor and are highlighted yellow. Default fields already contain data, but can be overwritten. Display Only fields provide information, but cannot be changed. Required fields must have valid data entered before you can move to the next screen. Optional fields can be left empty, but agencies have the option to require their users to enter data to accommodate agency-specific business processes.

System Messages
HRMS informs users of various inconsistencies when working in the system. Error messages appear when a required entry has not been completed. HRMS will not allow the user to continue until the error has been corrected. Warning messages display when HRMS detects a possible error. The user has the option to make an assessment and override the warning. Information messages appear when a process has been completed and dont require any further action. System Abend messages indicate a problem with hardware or HRMS, and agencies should call their HRMS support unit. ZAlert messages are sent by DOP through the system to alert users of an important message. Short messages are displayed, or users will be instructed to the HRMS Customer Support Web site to view longer messages.

Personnel Number
All employees have a system-generated Personnel Number in HRMS which protects employee information yet maintains a unique record for the employee (the Social Security Number is captured in HRMS for federal reporting purposes). Prior to generating new Personnel Numbers, agencies are instructed to search HRMS and the Data Warehouse (repository from the PAY1 system) to see if the person had previously worked for the state in order to avoid multiple Personnel Numbers for the same employee. Employees who work in multiple agencies concurrently will have one primary Personnel Number and a Reference Number to maintain their employee records.

Reports
HRMS reports are available, according to role, across functional areas and provide data that relates to business tasks, and are filtered so that agencies view only their own data. HRMS data is live and accurate to the time it was accessed. There are Standard and Customized HRMS reports. Standard reports are included with the SAP software and provide data sets that are commonly used by most employers. Customized reports were created by DOP to satisfy Washingtons unique requirements. Agencies can create report variants so that selected information is saved and can be generated on a regular basis. DOP also provides an assortment of statewide variants that have common data items, or are for specific tasks which all agencies perform. Instructions for running reports and creating variants can be found in the OLQR.
/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 14 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Reports are accessed by entering the transaction code for the desired report and can be printed or exported to Excel where it can be manipulated in order to view or work with specific data. In addition to the HRMS reports, Business Intelligence is a resource for historical HRMS data and offers a selection of standard reports. BI Power Users can create ad hoc queries for their agencys business process requirements. HRMS provides periodic downloads to keep BI data current.

Known Differences (between HRMS & PAY1)

In order to successfully migrate from one information system to another, it is critical to perform a thorough comparison of data fields and functions between the two systems to identify the known differences. Modern software (such as HRMS) is written in high level programming languages and is usually designed by the manufacturer to run on a variety of platforms, providing portability. Older systems (such as PAY1) may provide vital business needs, but they may not be portable because they are tied to their specific hardware and operating systems. Additionally, some of these vital business needs may not be met by standard commercial, off-the-shelf (COTS) packages, even after customization. After customization of HRMS, more than seventy known differences between PAY1 and HRMS were identified, analyzed, and prioritized to determine the best solutions. Most were addressed by creating user procedures that instruct users in a preferred workaround process. For the complete list of HRMS Known Differences between HRMS and PAY1 click here: Known Differences.

PAY1 System Employee Benefits

The PAY1 System was decommissioned after conversion to HRMS, with the exception of the component that establishes eligibility for employee health insurance, life insurance, and long-term disability (LTD). Agencies continue to enter employee data for health, life and LTD in PAY1, and interfaces between the two systems allow deductions for premiums to be processed in HRMS. The PAY1 benefits component will be decommissioned when Health Care Authority, the administrator for employee benefits, implements a new benefits system.

Glossary
Abend ACH ABEND, abend, or abnormal end an abnormal termination of tasks in software; a crash. The Automated Clearing House is the electronic network for financial transactions in the United States, processing large volumes of both credit and debit transactions. Automated Liability Apportionment Solution program in SAP. In HRMS, a role assigned to a limited number of agencies and

ALAS Centralized Role

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 15 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

personnel such as DOP, DRS, HCA, AGO for the purpose of statewide oversight. Commercial, off-the-shelf COTS, a term for software or hardware products which are ready-made and available for sale, lease, or license to the general public. They are often used as alternatives to in-house developments, and are being mandated across many government and business programs, as they may offer significant savings in procurement and maintenance. In HRMS, a role assigned to key agency Personnel Administration, Payroll, Garnishment, Benefits, Leave, Time and Attendance, Organizational Management, Financial, and Security staff for managing access, and creating and maintaining employee data for their agency only. ESS allows employees of Washington State to maintain personal address information, e-mail address, phone number, enter and change emergency contact information and view their personal earnings information. An organization-wide, integrated framework of connected units for maintaining existing information technology and acquiring new information technology to achieve an organizations strategic and information resources management goals. Includes business, data, information technology, application, and management components. Computing systems owned and maintained by agencies, or other entities doing business with the State of Washington, that receive or provide data. In HRMS, a field is the location within an infotype where information is viewed or entered. Many fields have drop-down lists called Matchcodes that display available possible entries for specific Infotype areas. GAPs were originally a comparison between the PAY1 and HRMS processing and reporting capabilities. PAY1 functionality and data that were critical to continue in HRMS were identified, prioritized, and managed to resolution. In todays environment, numbered GAPs are referred to as the electronic files or reports that entities use to interface with each other to exchange information. HRMS is the central personnel and payroll application for Washington State government. It serves all state government agencies and has been configured to meet the State of Washingtons business requirements for running state payroll, collecting and maintaining personnel data and enabling online recruitment services. In HRMS, an Infotype is a screen within a transaction where information is entered. Infotypes can be accessed individually, or transactions can move the user from one Infotype to another to perform tasks.

Decentralized Role

Employee Self Service (ESS)

Enterprise-wide system

External System

Field

GAP

Human Resource Management System (HRMS)

Infotype

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 16 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

Interface

In HRMS, a common boundary or device shared by DOP and agencies/other entities across which data or information flows; also referred to as GAPs. The gaps between the functionality and data in PAY1 and HRMS. Many of the identified critical functions and data were found to be either available in HRMS in another format or were determined to be unnecessary due to modernized HR business practices, and the remaining known differences were either corrected in HRMS or a workaround was identified for a short-term or long-term solution. The On-Line Quick Reference (OLQR) contains instructional materials to assist in performing day-to-day tasks in HRMS. It is organized by functional areas, search options, and other resources. COBOL-based legacy system developed in the 1970s that was approved by Washington State Legislative action in 2002 for replacement in order to better support modern HR practices and changing business needs. In HRMS, the twice-monthly time period, from the 1st through the 15th, and from the 16th through the last day of the month, during which employees are paid for work and leave hours. In HRMS, the time period required for accomplishing specific, scheduled processes in order to produce the payroll and related data for one payroll period. A unique identifier in HRMS for each state employee. A single point of access to integrated information, using a standard Web browser on the desktop. Once logged on, users can access information in iViews (screens) to which they have privileges through the security mechanisms for authentication and authorization. The installations and updates to HRMS are migrated to the Production Environment after being developed and thoroughly tested in same or similar non-production settings, strictly controlled, and according to change management principles, in order to prevent errors or corruption of the base data. The process that posts payroll results to Financials. Systems, Applications and Products in Data Processing (SAP) was founded in Germany in 1972. The State of Washington selected the SAP R/3 enterprise-wide system in 2002 to replace its mainframe PAY1 System. R/3 is Real Time/3-Tiered Architecture. Subsequently updated to SAP ECC (Enterprise Central Component) 6.0, and HCM (Human Capital Management) module. SAPgui is the graphical interface unit in SAPs 3-tier architecture of

Known Differences

OLQR

PAY1

Payroll Period

Payroll Processing Cycle

Personnel Number (PRNR) Portal

Production Environment

RPCIPE SAP

SAPgui

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 17 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

database, application server and client. It is software that runs on a MS Windows, Apple Macintosh or Unix desktop, and allows a user to access SAP functionality in SAP applications. SGN The State Government Network, managed by the Department of Information Services (DIS), is a managed network for Washington state government organizations. The SGN provides Washington state government with a shared, fault-tolerant, economical network to meet the diverse business needs across state government. The SGN also provides the necessary security layers, including but not limited to firewalls, authentication gateways, and intrusion detection to allow Washington state government organizations to perform government business security over the Internet. DOP provides spool files of current, critical data to agencies during the payroll process. Spooling refers to a process of communicating data to another program by placing it in a temporary working area where the other program can access it at some later point in time, often used when devices access data at different rates. Print spooling provides a buffer where data can be accessed by the recipients printer, and allows the user to perform other tasks while the printing takes place. In HRMS, a transaction is a set of processes performed to complete a business task, such as viewing or changing employee information, and running reports. Each transaction is assigned a transaction code which provides access to the initial screen of the transaction.

Spool Files

Transaction

Users Employees Employees include all state employees and have access to Employee Self Service and E-recruiting through the portal. Professional Users are both DOP and agency HRMS users performing HR, payroll, and security administration functions. Professional users also include BW/BI Power Users who have the ability to create ad hoc queries and BW/BI End Users who can access standard reports only. Technical/Functional Users are DOP staff who access HRMS systems to develop, configure, and adapt the applications, and DOP security staff performing statewide security administration. In HRMS, a variant is a report where the parameters for running the report have been set by the user and then saved with a unique name. This allows future retrieval and execution of the report faster without

Professional Users

Technical/Functional Users

Variant

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 18 of 19

Human Resource Management System (HRMS) Services Division Revision: 2 Status: Review

Issued by: Department of Personnel, Information Date Issued: 8/9/10

reentering the parameters. ZAlert In HRMS, a ZAlert is a brief message transmitted to users logged in, or when first logging in within two hours of the transmitted message. Messages vary and may contain information regarding payroll pick-up or may direct the user to the HRMS Message Center Web site for a more detailed communication. ZAlert messages expire after two hours.

/var/www/apps/conversion/current/tmp/scratch430/105114089.doc Page 19 of 19