Time and Labor, Human Resources and Pa roll Administration

Document Owner:

Document Number: OP-0015-V3

APPROVALS

Area Approver

Administrative A rover:

Quality Approver:

1. Objective

Carlos Trabal Signature:

Freddie Ayuso Signature:

Raquel Roman

Information System

Page: 1 of 8

Effective Date: December 1, 2013

Establish rules and procedures for the administration and maintenance of Time & Labor, Workforce Administration and Payroll modules in FiMaS.

2. Legal Authority

To carry out this procedure should observe the following laws or regulations manuals:

• Staff Rules adopted for the EQB Career Service. • Law No. 184 of 3 August 2004, as amended, known as Law for Human Resource

Management of the Commonwealth of Puerto Rico. • Administrative Order, Norms for the Administration and Time Registration. • User Manuals Time & Labor Management, Human Resources Setup and Payroll.

3. Applicability

This procedure is applicable to Information System personnel in charge of the administration and technical support of the Human Resources modules of FiMaS in EQB.

4. Organizational Roles and Responsibilities

The units involved in the administration of this proc.edure are: • Information Systems Office - Responsible for administering all changes to the Human

Resources module of the FiMaS system. In charge of the compliance of the Change Control procedures established. Also responsible of assessing the impact of every modification to the compliance of the FiMaS system with established requirements.

• Office of Human Resources and Payroll Assistance Section - Responsible for submitting and justifying the Workforce Administration module modifications. Also responsible for testing and accepting any modification performed by Information System Office.

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Time and Labor, Human Resources and OP-0015-V3

Payroll Administration

• Office of Budget, Finance, and External Resources - Responsible for submitting and justifying Payroll and Time and Labor modules related modifications following applicable change control procedures. Also responsible for testing and accepting any modification performed by Information System Office.

5. Definitions and Abbreviations

5.1. Definitions

Term Definition New accounting system ensuring budgetary control and

FiMaS expenditure of all funds that represent sources of funding in the Agency.

Queries Reports obtained from FiMaS with specific information.

Time & Labor Allows the recording of hours worked and not worked in the entry system hours. A tool used to capture 100% of an employee's daily activities,

Time Sheet including Allocation Based Hours, Support Hours, Leave Without Pay, Non-Working Hours and Compensatory Time taken.

5.2. Abbreviations

Abbreviation Term EPA Environmental Protection AQencv EQB Environmental Quality Board FiMaS Financial Management System N/A Not Applicable OSI Information System Office OHR Human Resources Office OGP Budget and ManaQement Office FSE State Insurance Fund OPFRE Office of Budget, Finance, and External Resources

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6. Procedure Description

The Human Resources, Payroll, Budget, Finance and External Resources Offices, according to regulations, manuals, laws and federal proposals, request to OSI modifications for the proper administration of the Human Resources, Time & Labor, Workforce Administration and Payroll modules in FiMaS, data and processes described in the following steps:

6.1 . General Procedure

6.1.1 . The Section or Division requiring the modification complete the change request form following the applicable Change Control procedure. The change request includes detail description of the modification, a justification and any applicable support documentation.

6.1 .2. OSI verifies the change request form for completeness. The change request needs to be approved by the section or division manager and needs to comply with the applicable change control procedure.

6.1.3. OSI assess the modification and verify impact to the applicable requirements.

6 .1.4. If modification impacts applicable requirements OSI proposes alternate modifications or changes to the approved requirements.

6.1.5. After final modification is approved OSI proceeds to implement the modification in FiMaS.

6.1.6. OSI along with the division or section test the modification for compliance with applicable requirements.

6.1.7. After testing is completed results are recorded in the change request form and change is closed.

6.1.8. Types of modifications:

a. Perform Time & Labor configuration in terms of employees' schedules in new appointment and make changes to the system for special hours (Flextime).

b. Update all existing leaves categories in EQB, such as holiday leave, sickness, compensatory time, holiday, interruption of utilities, granted by the Governor, natural disasters, sports, blood donation, visiting schools, family and medical insurance, SIF, judiciary, breastfeeding, maternity, military, military temporary, paternity, vehicle license renew, represent the country, without pay, by reason of the enactment of new laws, regulations, collective bargaining or amendments to them. Create new licenses on the basis of collective bargaining, regulations or new laws.

c. Setting tasks profile IDs that exist in the Agency to be loaded into the system, they are used in the process of hours entry (Time Sheet).

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d. Create new areas, divisions or sections in accordance with the plan of EQB approved by BMO.

e. Sort, Update, and maintain security groups like the lists of permissions either by user, Areas, Divisions or Sections of all employees of the EQB.

f. Manage Lists permissions for security groups to determine the criteria for entry by fiscal year and keep track of entries in system hours (Time Sheet).

>">' \ :~- For detail steps to follow in the FiMaS application, please refer to the EQB Administrator Time & Labor User Manual.

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7. Forms and Reports

7.1. Change Control Form

P.3gina d:

Fnl:i2 :

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8. Tabular Summary of Procedure

Step Description Official in

Outcome Time

Charge Required

HRO sends notification with the Enable employees to the

employee name and the appointment system of new

6.1.8.a. effective date or approval of the new

ORH-OSI appointments and set 1 day new timetables in Time &

flexible schedule. Labor.

Updating licenses arises from the

6.1 .8.b. adoption of new laws, regulations,

ORH-OSI Maintenance and Update 1 day

collective bargaining or amendments Time & Labor System. thereto.

HRO send notification on new licenses Maintenance and Update

6.1.8.b. and upgrades and modifications to ORH - OSI 1 day existing Time & Labor.

Time & Labor System.

OPFRE sends notification of changes

6.1.8.c. or modifications on new projects and OPFRE-OSI Maintenance and Update 1 day tasks according to the federal grant for Time & Labor System. each proposal.

6.1.8.d. HRO notify organizational changes of

ORH-OSI Maintenance and Update

1 day the EQB. Time & Labor System.

HRO notifies changes to different areas OPFRE-ORH-Maintaining security

6.1.8.e. of work. OSI

groups Time & Labor 1 day System.

Maintaining security Authorized personnel notify changes in groups Time & Labor

6.1.8.f. their assigned groups in Time and EQB - OSI System, to establish 1 day Labor. controls on the entry of

hours.

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9. Document Revision Table

Revision Revision Section Modification Justification

Number Date

1 2/25/2010 All Initial Document Initial Document

Incorporate EPA's According to EPA

2 6/14/2010 All document was lacking recommendations some information

3 11/25/2013 2 Update Legal Authority Change in Administrative

Order

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Table of Contents

1. Objective ...... ............. ... .. .... .......... .. ........... ..... ... ..... ..... .... ..... .... ............ .... ... ..... ....................... 1 2. Legal Authority ........................................................................................................................ 1 3. Applicability .................................................................................................. .... ....................... 1 4. Organizational Roles and Responsibilities .......................... ......................... .. ... ......... ............. 1 5. Definitions and Abbreviations ..... .... ............. .... ........................................................................ 2

5.1. Definitions .. ............... ........ .. ............................................................................................. 2 5.2. Abbreviations ....... .. .... ........... .. ....... .... ...... ......... ... .. .. ....... ... ... ............. .... ........... ............... 2

6. Procedure Description .............. .. ....................... .. .. .... .. .... .... ................................................... 3 6.1. General Procedure ...................... .... ................... ......... ...... .. .... ...................... .... ............... 3

7. Forms and Reports .. .................................. ................... ... .............................. ... ...................... 5 7 .1. Change Control Form ............... .............. .......................................................................... 5

8. Tabular Summary of Procedure .......................................................................... ... ................. 6 9. Document Revision Table ..................................................................................... ..... ... ....... .. . 7