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Future Information Transformation (FIT)
Human Resources Application Team
Minutes
May 17, 2006, Meeting
Present: Mary Smith (Team Lead), Dee Crews, Beda Dubois, Lori Haggerty, Aaron Hilliard, Jody Kuhn, Donna Warner, and Rosemary Zink.
Absent: Joan Jolman
Meeting began at 10:05 a.m. Mary reminded team members that the information we see and input is strictly confidential. Rosemary said she would talk to the Office of Information Technology about screen security so Human Resources information would not be accessible.
Mary distributed copies of the AGENDA. A copy is attached to these minutes.
1. Review of 5/10/2006, HR Team Minutes. One correction was noted: Under discussion on BENDED CODES, remove garnishment code line. Rosemary moved, Aaron seconded, to approve minutes with correction. Minutes then approved as presented.
2. VAL Codes: These codes need to be stream-lined. Mary offered to go through and do this herself. All codes do not have to be 4 letters but be consistent in each category.
3. Positions: Sample copy attached to these minutes. Discussion pursued on some of the entries. We do have some unusual positions and we need to know how to identify them and assign a department; e.g., Assistant Graphics Manager. Mary and Aaron will continue to work and to refine Positions ID#. The following was presented and discussed concerning codes and position identifications:
The first four letters = Department
The fifth letter= full-time or part-time
Next four letters= position
Change VP of Administration to VP of Administrative Services
Change Assoc VP of Administration to Assoc VP of Administrative Services.
Need two positions for S. Williams as she works two positions: “Hands on Science” and as Minority Liaison.
Use C. Patterson in test system since she moved from Adjunct Faculty to Full-time Faculty; this would be a good example to use for testing.
4. Bendeds: Two sets of examples were presented: one for HR and one from Payroll. Copies attached to these minutes. Beda and Mary will meet Monday, May 22, and review these. We will proceed with the suggested benefits and deductions codes at the present. The following was presented and discussed concerning Bendeds:
FOC – 2 digit code? Item on hold.
Need to add $10,000 Life
Need line item for HMO
Remove GEED-Federal Levy
RemoveGMST-MIState Levy
Change A4LM to A4LE
Aaron moved, Lori seconded, to approve BENDEDS as presented with noted changes and that these can be changed at a later date. Team approved.
5. CODE Files: Mary is updating CODE files in workbook.
6. Practice: The Team was encouraged to practice in the Education Account.
7. Implementation Schedule Change: Copy attached to these minutes. The date for HR Payroll Application on-site Consulting has been moved from December 19 & 20, 2006, to January 8 & 9 2007, the first payroll run. The phone consultations will take place as scheduled.
8. Other issues: The following were presented and/or discussed:
Beda explained the sample lists – copies attached to these minutes.
Rosemary and Beda are ready for General Ledger, Purchasing and Accounts Payable to go live July 1.
Beda reminded team that this system will create changes and that some people will have great difficulty accepting or adjusting to these changes. But, the overall results will be very good. One example of change is in Purchasing: e.g., requisitions – when budget limit is reached, the system will not allow any further purchases. This shut-off will be a big adjustment for the individuals doing the purchasing.
Regarding positions # - need a coordination of CODES for positions and departments with CORE: an individual holding two positions; department name changes (e.g., Allied Health to Health Services Related; Television to TV Services).
Do we need Liaisons listed in CORE?
ACTION ITEMS FROM PRIOR MEETINGS
1. Employee Spreadsheet: Mary said work on the spreadsheet is ongoing.
2. Workbook: Mary will update as we go. She will email everyone when CODE Files are completed.
3. Local Taxes/EIC: Beda should have these entered my Monday, May 22.
4. Leave Plans: Mary will meet with Lynne Wood. Propose implementing leave plan April 1, 2007, after we go live. Both Clerical and Custodial Units need to be included in upcoming changes. Nothing is happening with them right now. Beda asked to be included in the meetings. For vacations, Clerical has been preloaded July 1 of each year. Recommendation is that hours would be accrued every pay instead of the preload. Mary explained the three kinds of vacation allocations. Suggestion made that we start with Clerical first and then address Custodians.
5. Sample Payroll Reports: Joan presented these at the May 10 meeting. Suggestion made to keep record of reports we do.
6. Positions: Mary said these about ready to present. She and Aaron will do the assigning.
7. Benefit Deduction Schedule: This schedule had been discussed with Peggy Burns. Rosemary asked how vendors are to be paid. We are still “mulling over” 24 or 26 pay periods.
8. Withholding Priority: On hold.
9. 403(b)/457(b): Are these to be in $ or by percentage. Enter maximum dollar amounts in test system and test.
Meeting adjourned at 11:25 a.m.
Respectfully submitted,
Jody Kuhn, Scribe
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