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Future Information Transformation (FIT)
Human Resources Application Team Minutes
July 5, 2006, Meeting
Present: Mary Smith (Team Lead), Dee Crews, Beda Dubois, Aaron Hilliard, Jody Kuhn, Joan Jolman, Donna Warner and Rosemary Zink
Absent: Lori Haggerty
Meeting began at 8:38 a.m. in Room 1300.
Mary distributed copies of the AGENDA and the MINUTES of the 6/28/2006 meeting.
1. Approval of 6/21/2006 and 6/28/2006 HR Team Minutes: Question raised about use of Social Security card name. Presently, we will use name on Social Security card. If needed, a name change can be done in the system at a later date. CORE Team discussed this item and its procedures. Beda moved, Rosemary seconded, to approve minutes. All agreed. Minutes then approved as presented.
2. MUG Update: Beda reported the following about her visit June 8, 2006, to WalshCollege in Troy, Michigan:
- WalshCollege is final two years of a four year program. As MCC is the first two years, Walsh is the last two years.
- In the Payroll/HR section, Walsh had some difficulty in the reporting area.
- The tracking of students and employees seemed OK.
- Some tracking of faculty, specifically in the area of contracts, was done in various ways by the schools represented at the MUG meeting. Some of the schools customized their programs but decided that was not the best way to go.
- Good information was gleaned from the attendees.
- Beda has email addresses of the attendees.
- Retirement programs need to be a priority. The tracking of hours is crucial.
- KalamazooValleyCommunity College is a very good source for information about Datatel and Colleague since they have used Colleague for a number of years. The representatives at the meeting said they work very well with their Information Technology Departments.
3. Benefit/Deductions (BEND) Additions:
- Mary added two Retirement Codes to BEDEDS: RBMI (Michigan ORS Basic) and RRET (Retired). Description changes can be made before going LIVE.
- Discussion held on LIVE parallel.
- Went through procedures to enter MI ORS BASIC into Test.
- Need to ask Peggy or Perry if we can add RETIREE to the drop down menu at PaymentCollege field in BEND. Employee Paid, Employer Paid and Shared are the only three selections. We need one or two more selections.
- Discussed which GL number to use in this category.
- Mary suggested using the following Retirement Status Codes: G=RGMI, O=ROTC, B=RBMI, F=RFMI and R=RRMI as previously discussed by the Team. G, O, B, F and R were listed on our Sample Group’s Selection List.
- Discovered we already had retirement codes in the system. What we currently need are retirement codes for Retirees and those Retirees who return to work for MCC after their retirement and make no contributions to the retirement system. The Retirement CODES already in Test were ORP, ORSB, ORSF and ORSG. We can change these codes in LIVE.
4. Sample Group Update/Troubleshooting (continued): Worked on Sample Group later in the meeting.
5. Other Issues: Accounts Receivable is scheduled for Room 1300 on July 26. Rosemary, Beda and Lori will be involved with this meeting. Mary asked if Team would agree to cancel our meeting. All agreed to cancel the July 26 meeting.
ACTION ITMES:
1. Employee Spreadsheet: Work on this item is ongoing.
2. Workbook: Work on this item is ongoing.
3. Leave Plans: Mary met with Lynne Wood, Rosemary, Beda and Donna about the Clerical Leave Plan. A July 1, 2007, was recommended for implementation. This date would give employees more time in planning leaves and would give a year for negative balances to be cleared. Custodians are presently in negotiations and this is being addressed. Clerical vacation and sick leaves are pre-loaded for the year; Custodial is pre-earned. The objective is to get everyone on the same schedule. Peggy had suggested going LIVE with Leave Plans by April 1, 2006. Discussed whether January 1 or July 1 would be the best time to implement.
4. Sample Payroll Reports: Reports will be checked with Peggy in August.
5. Positions: This item ongoing.
6. Withholding Priority: This item ongoing.
7. Work Study Positions: May need to test. No decision made.
8. Additional Retirement Codes: This item closed.
9. Student Employees: Mary, Diana, Rosemary and Aaron met to discuss this issue. Decided to keep these positions open for more discussion. We need to talk to Financial Aid on these entries since it is Financial Aid that classifies the students as Student Workers. The Financial Aid system should flag a student worker and that record should be tied to Financial Services. This item needs to be researched.
10. Annuity Companies/Direct Deposit at the Employee Level: Donna reported on this item. In Test, we need to know what annuities our Sample Group has. Copies of the Sample Group’s list of Annuities were distributed to the Team for input.
11. Local Taxes/EIC: Closed.
12. Benefit Deduction Schedule: Closed.
13. 403(b)/457(b): Closed.
Team worked on the following:
- Entered Annuities, if needed, to the Sample Group in Test.
- Checked for missing benefits, deductions, or taxes.
- Reviewed the procedure for Paycheck History Reports. Created and printed a few sample reports.
- Reviewed the procedure for entering stipends. Had some difficulty in this area; e.g., ending dates.
Meeting Adjourned at 12:01 p.m.
Next meeting is scheduled for July 12, 2006, in Room 349 from 8:30 am. to 12:00noon.
Respectfully submitted,
Jody Kuhn, Scribe
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