Position Budgeting Project ENCORE Town Hall Meeting April 8, 2015.
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Transcript of Position Budgeting Project ENCORE Town Hall Meeting April 8, 2015.
Position Budgeting
Project ENCORE Town Hall MeetingApril 8, 2015
Statewide Programs
Statewide Performance
• Transparent & Accountable • Performance Informed Budgeting• Strategically Utilizing Our Resources by
aligning to Statewide Programs and Goals• Oracle Strategy and Scorecard Management
(OSSM) module
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Statewide Goals and Topics
Page 4
Transparency
Efficiency
Fiscal Responsibility
Workforce
Economic SystemsAccess
Law Enforcement
Public Protection Opportunity BusinessWellness
Environmental Stability
AchievementPrevention
Social Stability
Quality
Healthy Citizens
& Strong
Families
Safe Citizens
&Secure
Communities
Educated Citizens
&Exemplary
Schools
Prosperous Citizens
&Thriving Economy
Effective Services
& Accountable Government
Statewide Goal Map
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AccessWellness Prevention Social Stability
Healthy Citizens & Strong Families
Maternal and Infant Health
Obesity
Tobacco Use
Prescription Drug and Substance
Abuse
Immunizations and Infectious
Disease
Abuse and Injury
Food and Water Safety
Health Services
Behavioral Health
Child Welfare Services
Aging Services
Goal
Topic
Statewide Program
Statewide Program
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A Statewide Program is a focus area or priority area for the State that crosses multiple agencies with multiple owners.
Statewide Program: Prescription Drug and Substance Abuse
Oklahoma State Department of
Health
Injury Prevention Service
Oklahoma Highway Safety Office
Oklahoma Dept. of Mental Health and Substance Abuse
Services
Oklahoma Department of Public
Safety
Oklahoma Bureau of Narcotics and
Dangerous Drugs Control
Oklahoma Health Care Authority
Oklahoma Poison Control Center
Oklahoma State Bureau of
Investigation
Oklahoma Office of Juvenile Affairs
Oklahoma State Department of
Education
Oklahoma Department of
Human Services
Oklahoma State Regents for Higher
Education
HEALTH EDUCATION SAFETY & SECURITY
Statewide Program Name & Definition
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Performance Objective
Decrease the rate of hospitalization discharges for acute drug poisoning from 48.3 per 100,000 in 2011 to 41.1 per 100,000 by 2015.
Statewide Program Name Statewide Program Description
Prescription Drug & Substance Abuse Description: Refers to the efforts that the State of Oklahoma is making to reduce prescription drug and substance abuse.
Impact on Budgeting
• FY-2016 Budget Request will be submitted in total by Statewide Program, where applicable– Option for “No Program”
• The FY-2016 Budget Request information will seed the FY-2016 Budget Work Program
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Statewide Programs
Page 9okstatestat.ok.gov
Statewide Programs
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Statewide Programs
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Statewide Program CodesPROGRAM CODE DESCRIPTION
A0000 MATERNAL & INFANT HEALTHA0001 OBESITYA0002 TOBACCO USEA0003 PRESCRIPTION DRUG & SUBSTANCEA0100 IMMUNIZATIONS & INFECTIOUS DISA0101 ABUSE & INJURYA0102 FOOD & WATER SAFETYA0200 HEALTH SERVICESA0201 BEHAVIORAL HEALTHA0300 CHILD WELFARE SERVICESA0301 AGING SERVICESB0000 CORRECTIONSB0001 INFRASTRUCTUREB0002 EMERGENCY MANAGEMENTB0100 CRIMEB0101 NARCOTICSB0102 TRAFFIC SAFETY & IMPAIRED DRIVB0200 AIRB0201 WATERB0202 LANDC0000 EARLY CHILDHOOD DEVELOPMENTC0001 NEED-BASED AIDC0002 SPECIAL EDUCATIONC0003 ADVANCED OFFERINGS
PROGRAM CODE DESCRIPTIONC0100 HIGH SCHOOL COMPLETIONC0101 COLLEGE PREPAREDNESSC0102 WORKFORCE TRAININGC0103 HIGHER EDUCATIONC0200 SCHOOL EXCELLENCEC0201 STUDENT PERFORMANCE
D0000 OPEN GOVERNMENTD0001 PERFORMANCE RESULTSD0100 ONLINE SERVICESD0101 ENERGY USAGED0102 GOVERNMENT-WIDE SOLUTIONSD0103 STATE PERSONNELD0200 REVENUES & EXPENDITURESD0201 DEBTS & OBLIGATIONSD0202 AUDITS & CONTROLSE0000 ENTREPRENEURSHIPE0001 BUSINESS VITALITYE0002 INNOVATIONE0100 WEALTH GENERATIONE0101 EMPLOYMENT GROWTHE0102 WORKFORCE PARTICIPATIONE0200 AEROSPACE AND DEFENSEE0201 ENERGY PROGRAME0202 AGRICULTURE AND BIOSCIENCESE0203 INFORMATION AND FINANCIAL SERVE0204 TRANSPORTATION AND DISTRIBUTIONP000 No_Program
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Position Budgeting
Position Budgeting
• Hyperion– Initially populated from PeopelSoft HCM and payroll
information– Budget by Position/Employee
• PeopleSoft– Utilize PeopleSoft to populate Hyperion budgeting
information– Fiscal year-end - receive funding information from
HyperionPage 14
What is being pulled from PeopleSoft HCM?
• Extract pulls all ACTIVE positions • For each ACTIVE position, extract the information
for the person currently filling the position– This has caused some problems with a person being
shown in multiple positions which is typically a timing issue. If a person moves to a new JOB but the prior JOB is still vacant, then the person may show in both positions/jobs in Hyperion. This is because we do not inactivate the old JOB in PeopleSoft.
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PeopleSoft > Hyperion Data Mapping
• New document will be posted on the ENCORE website– 3 Parts• Hyperion screen shot• Table listing PeopleSoft Navigation for each Hyperion
field• PeopleSoft screen shot
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PeopleSoft > Hyperion Data Mapping
• Hyperion screen shot
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PeopleSoft > Hyperion Data Mapping
• Table listing PeopleSoft Navigation for each Hyperion field
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Hyperion Field PeopleSoft Navigation – Filled Positions PeopleSoft Navigation – VACANT Positions
Comments
Position Workforce Administration > Job Data > Work Location tab > Position Number field
Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info > Description tab > Position Number field
from effective dated JOB/POSITION row based on the data extract date parameter
Employee Type Workforce Administration > Job Data > Job Information tab > Regular/Temporary field
Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info > Description tab > Reg/Temp field
from effective dated JOB/POSITION row based on the data extract date parameter
Location Code Workforce Administration > Job Data > Work Location tab > Location field
Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info > Description tab > Location field
- from effective dated JOB/POSITION row based on the data extract date parameter
PeopleSoft > Hyperion Data Mapping
• PeopleSoft screen shot
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FTE / Payroll Information
• Funding information is pulled from a different PeopleSoft source for Project Costing agencies– In the process of finalizing the process. It is in QA
for testing.
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FTE / Payroll Information
• Hyperion FTE tab relates to payroll & funding percentage for the specified department.– For example, if a person is 30% funded from a
particular department, they will show as .3 FTE in that department.
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FTE / Payroll Information
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FTE / Payroll Information
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• Salaries: Override Option Value* FTE = Basic Salary Expense
FTE / Payroll Information
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• Benefits: Override Option Value * FTE = Benefits Expense
FTE / Payroll Information
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• Allocations: The percentage shown on the allocations tab represents the percentage of this FTE. – If the FTE = .3, then this funding reflect 100% of the .3
FTE– If the FTE = .3 and there are two funding lines each 50%,
then each funding line would fund 50% of the .3 FTE
What is NOT being pulled from PeopleSoft HCM
• Longevity– Earnings and applicable taxes must be entered on
the line-item budget• Overtime– Earnings and applicable taxes must be entered on
the line-item budget• Shift-Differential– Earnings and applicable taxes must be entered on
the line-item budget
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VACANT Positions – Default Values
VACANT positions are setup with the following default values:• Salary– For classified positions, the salary is pulled from the mid-
point of the applicable salary/grade associated with the position.
– For unclassified positions, the default salary is $35,000• Benefits = 39% – This includes OASDI, Medicare & Unemployment
• Other (Jobcode, Deptid, etc.)– Based on corresponding Position data
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Known Issues• VACANT positions – if a person has left a JOB but no one has been
hired in that JOB, then sometimes the person is showing in both positions/jobs in Hyperion
• Multiple Allocation Lines – if more than two allocation lines exist for an employee/dept, it does not always aggregate correctly when summing to the Line Item budget. This issue has been reported to Oracle and they are fixing it.
• Unemployment max is not calculating correctly– The unemployment is not correctly calculating when the
position/employee FTE is less than 1.0. For instance, if an employee makes more than $18,700, but has FTE = 0.5, their unemployment would still be a maximum of $187, but Hyperion is calculating it as $187/2 = $93.50
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Known Issues
• Bi-weekly insurance deductions– The state changed bi-weekly insurance deductions
for calendar year 2015 so that the same amount is withheld each month. This is a change from 2014 which withheld the same amount each pay period. We have submitted a request to get this fixed.
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Position Budget Updates
• 3 ways to get the position budget information updated.– Manual Update to Hyperion HCP
– Update PeopleSoft HCM and then we will copy the data to Hyperion HCP
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Position Budget Updates– A spreadsheet load process has been developed• Each Hyperion tab has a tab in the spreadsheet for the
corresponding information• It allows for information for JOB & POSITION (filled and
VACANT positions.
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FY-16 Year-end
• All FY-16 PeopleSoft transactions will require a program code – including payroll.
• Current FY rollover program – Does not include Program Code– Rolls forward funding (deptids) that is no longer
valid
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FY-16 Year-end
• Pull data from Hyperion and load into PeopleSoft– Hyperion will have current budget information
with the Program Code
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FY-16 Department Changes
• Budget survey will go out soon• OMES will need information on new
departments by early May• New departments must be entered into
PeopleSoft and then transmitted to Hyperion before budgets can be input for those deparmtents
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Timeline
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Date Task
4/17/2015 Budget Surveys Sent Out
4/30/2015 OMES Programming/Configuration Changes Completed
5/8/2015 Survey Results due to OMES
As Requested Reload HCM data to Hyperion at Agency Request
May/June HCM data clean-up as needed
May/June Agencies work on BWP
June BWP Work Sessions to assist agencies
June BWP Submissions accepted
Early JulyDepending on timing of payrolls, the HCP funding data will be loaded back into PeopleSoft
Late July/Early August Load information for FY-17 Budget Request
Questions• Contacts– OMES Help Desk ([email protected])– OMES Budget Analyst– [email protected]
• Project ENCORE Website– projectencore.ok.gov > Training Materials > Related Topics
– Town Hall Meetings– http://
www.ok.gov/OSF/Project_ENCORE/Training_Materials/Town_Hall_Trainings.html
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