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HRIS Representatives - City of Minneapolis

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1. Empl ID 080585 Empl Record 0 Work Location 2 Find First Ml 1 of 1 Bl Last Effective Date 10 20 2003 En GoToRw AE Effective Sequence 0 Action Termination X HR Status Inactive Reason Discharged v Payroll Status Terminated Job Indicator Primary Job v The example below shows how to search for an employee whose last name is Frank Empl ID begins with w 094444 0 Frank Brown Frank Brown Empl Record v 112529 0 Frank Burgess Frank Burgess Name begins with v Frank 0E6848 0 Frank Caldwell Frank Calwell EFTER begins with w 099387 0 Frank Campbell Frank Campbell eee ETE 112523 0 Frank Chase Frank Chasa 061287 0 Frank Chiodi Frank Chiodi ee ee be ET 108837 0 Frank Clark Frank Clark Middle Name begins with v 0E1776 0 Frank Dailey Frank Dailey Fl Include History Correct History Case Sensitive 584484 0 Frank Dattalo Frank Dattalo Entering Frank in the Name field will return a list of employees whose first name is Frank Why Because employee names are entered into the system by First Name Last Name order 4 Minneapolis 28 City of Lakes Name Search In COMET there are several options for searching for an employee by Options name 1 Enter the percent sign followed by the characters of the last name in the Name field The percent sign is a wildcard value used to return multiple values Empl ID begins with w Empl Record v Last Name begins
2. 52 If this is a rehire change the Leave Accrual Date to match the effective date of the rehire Override the Benefit Service date to match Leave Accrual Date e VERY IMPORTANT This date must be changed for rehires so they will not earn vacation and or sick leave 53 Click the Job Data link and click OK to save the record 54 After completing the hire you may also update the Emergency Contact and Driver s License for the employee e Employee Contact Workforce Administration gt Personal Information gt Personal Relationships gt Emergency Contact e Driver s Licenses Data Workforce Administration gt Personal Information gt Biographical gt Driver s License Data 4 comet Minneapolis 51 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 55 As an HRIS Field Representative you need to enter and or update the tax data pages for a new employee This is the HRIS Field Representative s only payroll function in COMET All other payroll processes are handled by the Payroll Representatives You will need to navigate to the COMET Home Page and click the following Select Update Employee Tax Data Payroll for North America t Employee Pay Data CAN Employee Pay Data USA Tax Information Update Employee Tax Data Payroll for North America gt Employee Pay Data USA gt Tax Informationi gt Update Employee Data 56 The Update Employee Tax Data search page appears Enter the Employee ID and
3. 4 S Minneapol City of Lakes City of Minneapolis PeopleSoft HCM ELM v9 2 Upgrade HRIS FIELD REPRESENTATIVES TRAINING comet Minneapolis ENTERPRISE TECHNOLOGY TABLE OF CONTENTS COURSE INTRODUCTION oseesessvvvesessnnnensnnnnnsssnnnnnessnnensensnneesennnneeenee 5 CHAPTER 1 TERMINOLOGY AND DATA PRIVACY scccccsssssssees 7 Data PRIVACY ves 8 Data Privacy Guidelines sccccenccecuuacicinnusrslesaercsiraserceniannstinnlastbeheussteurhicvietasanecdiaeiussoonsenendiriide 8 Private Data on Employees osrrnrnvrononnrerenvrnvenrrnvrnrenvenennrenennrnvensenvensenernesnesnennrnvensrnssnsenennn 10 HRIS Key Terminology niiin a T 12 SUMMAN EE RE EEE EE E S 13 Ea 14 CHAPTER 2 NAVIGATION esesessesesensesevensesesensesenensesesensenenensssenensese 15 Navigation ER ENE beth aaaea naea Tames 16 COMET Pipes pA a 18 16 16 9 5 ERE EE E E E OA 23 FI ccs pecan ceesecah recanted accep ce arceneacemalat eee 24 Le ELEN EA 25 SUT svada aent 26 CHAPTER 3 NAME AND FIELD FORMAT cccccccssssssssssssssssees 27 Name FT vesenet EG 28 FANN 31 CHAPTER 4 HIRE PROCESS sooeoesesosooesesssooesssssosesssssosesesssssso 33 Dirgct REE RE EE aE 34 Direct Are Procedu Gns R E S 34 Notes on Reg Temp Status Codes cc cccccssssscsssseescsseeecseesscseesecsesseeecseeeecseeseesesaeeesees 43 Notes on Employment Saus u uexmmemmememisniesvneninumsvreisnsv ivnmivverssvritk 44 Notes on Classified Indic formusuemteseeniskemenmaurt
4. French Public Sector Jobs Employment Categorization ITA Review Job Information Reports The Assign Additional Job search page appears Enter the appropriate search criteria for the employee Assign Additional Job Enter any information you have and click Search Leave fields blank for a list of all values 7 Search Criteria Empl ID begins with Name begins with v Last Name begins with v Second Last Name begins with Alternate Character Name begins with v Middle Name begins with v Case Sensitive Search clear pasic Search J Save Search Criteria 4 Minneapolis 80 City of Lakes 3 Click Insert a Row button sign Job Information Job Labor Payroll Salary Pian Compensation Classification Hours Empl ID 102853 Employee Empl Record 0 Wark Location 2 Find First Mil 1 of 1 E Last veto Date 220204 S rn Effective 3 action Pay Rate Change bd HR Status Active Reason Longevity Pay p Payroll Status Active licator Primary Job v Current o Position Number 00000502 Ja Police Sergeant C fees tenes ben Position Entry Date 08 29 2014 O Position Management Record Regulatory Region USA United States Company MPL City of Minneapolis Business Unit MFLMN Minneapolis MN Department 4000000 POLICE DEPARTMENT Department Entry Date 05 14 2008 Location C4000 Police Establishment ID MPLS ja City of Minneapolis Date Created 12 26 2014
5. 2 Contract Number Ja Nea Contract Number Contract Type gt Husa Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY H Ges ces Inude History E2 Corect Minneapolis 100 City of Lakes 10 11 12 Regular Temporary Seasonal Changes Notes comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY If appropriate enter the new weekly hours in the Standard Hours field Click the Save button Sign and date the form where it says Entered into HRIS by Make sure a copy is placed in the employee s department file If this is a change for a permanent employee in a position contact HRTS Administration to update the position and the incumbent 4 Minneapolis 101 City of Lakes comet Minneapolis CITY OF MINNEAPOLIS 1 02 City of Lakes ENTERPRISE TECHNOLOGY CHAPTER 8 REPORTS AND QUERIES Objective At the end of this chapter participants will be able to Locate and execute Reports Executing Queries Saving Queries to Favorites Key Terms e Report pre defined queries that return HRIS information on line e Query data retrieval from COMET by specifying parameters such as Department or Employee ID Overview COMET offers a wide range of query and reporting possibilities These include the standard reports as well as the reporting tools you can use to customize r
6. Assigned Seniority Dates 2 Personalize Find View All 2H First El t of 1 MB tast Seniority Date Control Valus Labor Seniority Date Overrida Override Reason o Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours Click the Payroll tab Click the Positive Pay Group The Pay Group on the employee s 0 record should be changed to Positive Pay Group as well Add Concurrent Job Work Location Job Information ev Labor iawrowal Saisy Pian Compensation Classification Hours ID 103659 Employee prd 1 Payroll Information 2 Find First Mt of t E Last Effective Date 07 09 2015 tor Effective Sequence 0 Action Additional Job HR Status Active Reason Payroll Status Active Job Indicator Secondary Job EE om O Payroll System Payroll for North Americas vw Payroll for North America 7 Pay Group Jal Employee Type la Holiday Schedule Tax Location Code la Tipped v GL Pay Type FICA Status Subject X Combination Code Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours ox Eca ay Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Click the Salary Plan tab 4 Minneapolis 68 City of Lakes 20 Enter the Step Add Concurrent Job Work Location Job information Job Labor Payroll Compe
7. Hous 2 Standard Hours 0 01 Work Period W Q Weekly FTE 0 000000 Y As of Date 07 09 2015 6 Combined Standard Hours 40 00 FTE 1 000000 Contract Number 2 Contract Number a COO Contract Type Eusa Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours C Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Enter the Empl Class Change the following fields as necessary Regular Temporary Classified Indicator Full Part Officer Code and Standard Hours Click the Job Labor Tab 4 Minneapolis 67 City of Lakes 16 17 18 19 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Verify the Union Code The Union Code should be the same of the employee s permanent record Add Concurrent Job Work Location Job Information Empl ID 102858 Employee Empi Record 1 Labor Information 2 Find First Ml 1 of 1 E Last Effective Date 07 09 2015 KE Effective Sequence 0 Action Additional Job HR Status Active Reason Payroll Status Active Job Indicator Secondary Job Current o Bargaining Unit ja Labor Agreement ja Labor Agreement Entry Dt g Employee Category a Employee Subcategory ja Employee Subcategory 2 a O Position Management Record Union Code Union Seniority Date ET Works Council ID Labor Facility ID Q Entry Date El stop Wage Progression El Pay Union Fee El Exempt from Layoff Reason la
8. In this exercise your instructor will provide you with your login credentials Once logged into COMET you can navigate through the COMET business processes associated to your work center perform the various search options available in COMET and adding a frequently used page as a Favorite 4 Minneapolis 26 City of Lakes CHAPTER 3 NAME AND FIELD FORMAT Objective At the end of this chapter participants will be able to e Understand the format of Names e Display Names e Perform a Name Search e Search fields based on the Field Format Key Terms Name Format e Name format defines how an employee s name is displayed Understanding how name formats behave in COMET is key to returning the correct results when performing searches Field Format e Field formats define the structure of how data is entered into COMET Depending on the field a field format may be set to a string a numeric value a date etc 4 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 27 ENTERPRISE TECHNOLOGY Name Format Name Format Display comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY The name format impacts how to perform a name search when looking for an employee by name It is important to understand how the name format search works in order to display the expected results When navigating to an employee record COMET displays names using the First Name Last Name format Classification Hours
9. Last Updated Oprid OneNightPay Last Start Date 04 22 2002 Last Updated Date 12 28 2014 12 31 02AM Expected Job End Date a Employment Data Earnings Distribution Benefits Program Participation Classification Hours E E a Ever Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours 4 Enter the Effective Date This should be the day after the last day worked 5 Select Termination action 6 Select the appropriate Reason 7 Click Save comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 81 4 Minneapolis City of Lakes Employee Maintenance Checklist comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY v v v v v v v v Verify effective date of action Regular hire should be in a position Temporary hire should not be in a position Verify department data is correct Verify job code and job entry date are the same for rehire Verify Regular Temporary status matches the hire rehire action Verify that the correct Classified Indicator was selected Verify that the Standard Hours match the Full time Part time selection Verify that Standard Hours for an additional assignment defaulted to 01 Verify that the correct Pay Group and Employee Type are correct pay group and employee need to be changed on the zero record when a salaried employees is placed on an additional assignment Verify that a step has been entered for the employee and the Default Co
10. MINNESOTA DATA PRACTICES ACT ACKNOWLEDGEMENT FORM I understand that in the course of my employment as a insert title I will have access to private personnel data as that term is defined by the Minnesota Data Practices Act at Minnesota Statute Section 13 43 subd 2 and 4 I understand that private personnel data is sensitive and has potential for great harm if accessed for an improper purpose or if improperly disclosed I understand that accessing private personnel data for an improper purpose or improperly disclosing private personnel data includes among other things accessing the data without authorization accessing the data without a job related purpose using or disseminating private personnel data for a purpose other than required by my job assignment or disclosing private personnel data to an individual who does not have an authorization to access the data or who does not have a reasonable need to know I understand that should I have questions about the scope of my access to private personnel data or my ability to disclose private personnel data that I should immediately contact a supervisor before proceeding I understand that if I access private personnel data for an improper purpose or improperly disclosed private personnel data I may be subject to discipline up to and including discharge Date Data Practices Act acknowledgement for 115 HRIS Field Representatives Training A 2 Employee Maintenance Check
11. PRIMARY ZERO RECORD CODES Cod e USE FOR HIRE REHIRE OR APPROPRIATE JOB CHANGE Description ACTIONS Appointed employees and Charter Department Heads who are not political appointments see code Q Employees certified through Central HR Civil Service staffing process for City amp C Classified Park Jobs Employees who are not certified but are hired on long term projects funded by grants and given benefits as if they were regular permanent Call Central G Grant Employee HR HRIS for assistance if you feel this code is appropriate Requires an Expected Job End Date Legislative Appointment Temporary employees hired into Certified Job Codes of the City and Park except Permit Park Board Code 8 employees which would be code U Excludes Outside Trades workers Requires an Expected Job End Date Appointed support staff such as administrative support for Mayor and City Council Members Outside Trades workers whose Health amp Welfare is paid to the union hall by the Casual respective salary authority City Park MPHA and MBC Used ONLY for Election Judges T Temporary METP Summer Youth and related work programs Park Board Summer Teen Workers May Require an Expected Job End Date Used for City and Park temporary employees who are not in any of the other categories Examples include Elected Officials Police Department Medical U Unclassified Support Team members and Park Board Code 8 employees Includes Student
12. occasional basis or may work sporadically for a day or two at atime It is used for employees who would be considered as employed on an on call basis Intermi ttent Standard Hours 1 19 99 Click the Job Labor Tab The Job Labor page appears n_ Job Information Effective Date Effective Sequence HR Status Payroll Status Bargaining Unit Labor Agreement Labor Agreement Entry Dt Employee Category Employee Subcategory Employee Subcategory 2 Union Code Union Seniority Date Works Council ID Labor Facility ID Entry Date Employment Data Compensation Classification Hours Empl ID 123482 Empl Record 0 First Mil 1 of 1 E Last 06 15 2015 0 Action Hire Active Reason Active Job Indicator Primary Job Curent O 22828822 Position Management Record 8 Q 8 El stop Wage Progression El Pay Union Fee El Exempt from Layoff Reason Q Personalize Find View Al 2 HE First E 1 of 1 Ml Last Labor Seniority Date Ovenas Override Reason Eamings Distribution i Benefits Program Participation Verify that the Union Code is correct e The filed is view only and cannot be changed e f incorrect contact your HRIS admin 4 Minneapolis 46 City of Lakes 37 38 39 40 41 42 43 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Click the Payroll tab The Payroll page appears Work Location Job Information
13. 11 2010 Country USA Status A comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 87 Find First 1 of 1 gt Last Address PO Box 18091 EI Minneapolis MN 55418 Hennepin Minneapolis City of Lakes 5 Enter the Effective Date Address History Address Type Home History Effective Date 06 28 2015 5 Country USA Q Status A IQ Add Address Effective Date 03 11 2010 Country USA Status A or cancel Rettesh 6 Click the Add Address link Edit Address Country United States Find First 1 2 of 2 Last Address PO Box 18091 pa Minneapolis MN 55418 Hennepin Address PO Box 18091 Minneapolis MN 55418 Hennepin Address 1 PO Box 18091 C Address 2 Address 3 City Minneapolis State MN Q minnesota Postal 55418 Hennepin C Cans hi The Edit Address screen appears Add Edit Address details 8 Click OK 9 Click OK comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 88 4 Minneapolis City of Lakes 10 11 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Verify new address Contact information Jeffrey Carter Mailing 03 11 2010 A Phone Information Empl ID 103659 Personalize Find View All HE First El 1 2 of 2 E Last PO Box 18091 Minneapolis MN 55418 Eau Address Beta EE Hennepin PO Box 18091 Minneapolis MN 55418 View Addr
14. AND DATA PRIVACY Objective At the end of this chapter participants will be able to e Understand key terminology that HRIS Field Representatives use on a daily basis e Understand Explain the differences between Public and Private Data e Comply with the Data Privacy Guidelines outlined in this section Key Terms Data Privacy e Data privacy is the ability of an individual to exercise appropriate control over an employee s personally identifiable information Minnesota Data Practices Act e State statute that covers Government data practices including the release of information by financial institutions matching programs computerized comparison of data and access to consumer reports Public Data e Public data is information that can be freely used reused and redistributed by anyone with no existing local state or national legal restrictions on access or usage Private Data e Private data is employee information that cannot be disseminated to the public Overview e Asa COMET user you have access to employee data that is classified under the Minnesota Data Practices Act as private not public protected or confidential e You are responsible for maintaining the integrity of the COMET system which includes protecting employee data from improper disclosure e This section will cover the differences between public and private employee data 4 comet Minneapolis CITY OF MINNEAPOLIS 7 City of Lakes ENTERP
15. C s Bosch Mary E 068174 119744 Gibson Susan J 060331 la fe fe le a f fro ER Senior Consultant C 1 0 R c 066462 oR toe z ES 1 0 R c OR C o8 R c P Zz fi 1992 OR 3 Geico 0007069 osazac mm Santor Consultant Toe manner mensa ooze 10 sardaa amp 08 24 2014 03 14 1001 ome a0 ae Minneapolis 106 City of Lakes Position The new Position Management report is very similar to the previous Management classic Position Management Report however some of the information within the report has changed and the new report has other improved features including a graphical presentation of the percentage of positions that are vacant or occupied Accurate position information in the report is critical as it can be used to make informed decisions about the workforce If kept up to date and accurate it also provides a real time inventory of authorized and key positions Report Position management also provides the City with a method of documenting Council approved permanent positions by job classification The accuracy of position data is critical to many functions The data is used to determine FTE s in each department and whether these positions are vacant or occupied The data may also be used by the Budget Office to assist with the annual budget process Department REGULATORY SERVICES v As OfDate 07 21 2015 p List Only Vacant Positions E Position M
16. Change Steps 1 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Individual Pay Rate Changes are not automatically entered into COMET They must be entered by Department HRIS Field Representatives except for appointed increases when the signed form with the authorizing party s signature is received Appointed Employees in City Council Departments require a special process Their step increases are entered by Central Human Resources after the proper procedures have been followed and documented If asked to enter a Pay Rate Change for an appointed employee forward the form to Employee Services in Human Resources for review and approval This process does not apply to political appointments Mass pay rate changes related to collective bargaining agreements and Council or Board actions are updated by the HRIS Admin after they receive official notice to implement the new rates Step Increase Date In addition to changing the Step for an annual step increase it s important to ensure that the Step Date is correct Many contracts require that the step be entered at the beginning of the pay period closest to the anniversary date The HRIS Field Representative will need to ensure that the Step Date reflects the employee s actual anniversary date and not the date of their Step increase This helps keep track of when the next increase is due Navigate to Workforce Administration gt Job Information gt Job Data Workforce Admini
17. Code to populate the Compensation Rate VERY IMPORTANT if Default Pay Components is not selected the employee will not be paid because there will not be a base rate of pay After you click the Default Pay Components the pay components will populate with a NAHRLY rate of pay You will receive an error message if you attempt to save the record without clicking the Default Pay Components 4 Minneapolis 48 City of Lakes Click the Earnings Distribution link at the bottom of the page The Jobs Earnings Distribution page appears ob Eamings Distribution Gisssiicaton Hows Travis Smith Empl ID 032024 Employee Empl Record 2 Earnings Distribution Type 7 Find First Mil of 1 E Last Effective Date 01 30 2011 ME Effective Sequence 0 Action Assignment End HR Status Inactive Reason End Additional Assignment Payroll Status Terminated Job Indicator Secondary Job Current o Compensation Rate 8 780000 51 Work Period Weekly Standard Hours 0 00 o Compensation Frequency Hourly Earnings Distribution Type By Percent X Job Earnings Distribution 7 Find First l t of 1 Mi ast Earnings Code Business Unit Percent of Di REG Regular Earnings MPLMN 100 000 Earnings Chartfiekds 2 Combination Code 115007104122 Edit ChartFiekis Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours Job Earnings Distribution Classification Hours 47 Enter the Percentage of Distribution Cli
18. Find View All sEffective Date 08 15 2015 We Gender Unknown v Highest Education Level A Not Indicated v Marital Status Unknown v no 18 Language Code vw Alternate ID E Full Time Student V National ID Personalize Find View An 3 First Ml 1 of 1 Mi Last Country National ID Type National ID Primary ID USA Q Social Security Number a HE E JCes ke Est VA Ede Biographical Details Contact Information Regional Organizational Relationships 9 In the National ID section enter the Social Security Number comet gt Minneapolis CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 10 Click on the Contact Information tab The following page appears Empl ID NEW Current Addresses Personalize Find View an amp First Mls of 1 M vast Address Type As Of Date status Address Home 06 15 2015 A Phone Information Personalize Find View All E F First Wl 4 of 1 El Last Phone Type Telephone Extension Preferred o EE Email Addresses Personalize Find View All 8 First Wl 4 of 1 El Last Email Typs Email Address Preferred v fo Instant Message IDs 2 Personalize Find View An 2 First Bl 1 of 1 El Last IM Protocol IM Domain Network ID Preferred 7 L Ea 45 Soe na eee 11 Click the Add Address Detail link The Address History page appears The Address History Effective Date should be the same as the Primary Name and Biographical Hi
19. Menu Search My Favorites Job Data Add to Favorites Edit Favorites Click Edit Favorites to change a display name or order Worklist To Do List A worklist is a COMET to do list When an HR event requires attention a notification to take action on the COMET Management Center is sent to the appropriate supervisor This notification or to do item is used by the supervisor role and will remain for the supervisor until it has been marked as worked Worklist Worklist for 121264 Detail View Worklist Filters v amp Feed v Worklist tems Personalize Find View an D Hirst Ml 1 11 of 11 Hl Lest From Date From Work Item Worked By Activity Priority Link HRIS Sytem ID 08 21 2013 Er License or Cert Expiring High v 067415 0 Anne Stshn Fi HRIS Sytem ID 1012 2013 ser License or Cert Expiring w 054051 0 Kathy Louden HRIS Sytem ID 03 17 2014 Er License or Cert Expiring v 050070 0 Robert Becker HRIS Sytem ID 08 25 2014 Sedlene License or Cert Expiring v 115258 0 Sadie Pulk HRIS Sytem ID 08 25 2014 Er License or Cert Expiring HRIS Sytem ID 10 04 2014 Sea a License or Cert Expiring HRIS Sytem ID 12 18 2014 mg License or Cert Expiring w 121280 0 William Kass HRIS Sytem ID 01 01 2015 Siste License or Cert Expiring v 121280 0 William Kass Most HRIS Field Representatives will not have access to this page But as the HRIS Field Representative for your department s you need to know the page is available to Sup
20. Note Every Job Code is linked to a Union Code even if it is not represented by a Union SALARY GRADE The range of pay rates in a particular grade representing the minimum to maximum In some cases a job code will have a grade without steps attached such as in agencies that do not have steps people hired can be paid any amount within a certain range It may be helpful to think of the combination of the Salary Plan plus the Salary Grade as a label for a set of salary steps which is attached to a Job Code or several Job Codes SALARY PLAN SALARY GRADE Equals A LABEL FORA SET OF SALARY STEPS 121 HRIS Field Representatives Training SALARY STEPS In HRIS all salaries are expressed as hourly rates For example the Job Code of Clerk Typist II was linked to the following these are outdated rates used for illustration only Salary Plan CAF AFSCME Local 9 in City Council departments Salary Grade 033 minimum pay rate of 11 60 hour and a maximum of 15 10 hr Basic Steps for CAF 033 are 11 600 per hour 12 050 per hour 13 113 per hour 13 613 per hour 14 075 per hour 14 600 per hour 15 100 per hour Top Step per contract aS SP ee Redline Frozen rates due to special agreements or Governor s Cap Limits 91 16 363 92 16 813 122 HRIS Field Representatives Training TS TO REMEMBER e All Compensation Rates Salaries are expressed as Hourly rates in the HRIS e Apprenticeshi
21. a Step Entry Date 04 04 2004 RJ D includes Wage Progression Rule Job Data foyment Data Earnings Distribution Benefits Program Participation Classification Hours Erein inta 25 Nettet E Ne Batman ET uoy Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Verify the Salary Administration Plan and Grade These fields are view only and cannot be changed Enter the appropriate Step This information should be on the hire form 4 Minneapolis 47 City of Lakes 44 45 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Click the Compensation Tab The Compensation screen appears Find First Mil 1 of 1 E Last Effective Date 01 20 2011 GoToRow Effective Sequence 0 Action Assignment End HR Status Inactive Reason End Additional Assignment Payroll Status Terminated Job Indicator Secondary Job Current 0 Compensation Rate 8 7800005 Frequency 8 Hourly D Comparative Information 7 D Pay Rates 2 Default Ray Components Pay Components Find 2 2B First Mt of 1 E vast oes Comes Comoe 9 Rats Code seg Comp Rate Currency Frequency Percent 1nay Ja 0 ezo USD aH a Gakulate Compensation Job Data Employment Data Earnings Ca Benefits Program Participation Classification Hours Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Under Pay Components enter the Rate
22. button 4 comet Minneapolis CITY OF MINNEAPOLIS 96 City of Lakes ENTERPRISE TECHNOLOGY oN DH comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY The Work Location page displays Insert a row using the sign aoo Joe festen Job Leber Payot Sen Fon Compensation Gessticaion Hows Empl ID 102859 Employee Empl Record 0 Met Find First Ml 4 of 2 P Last vene ate EEE E Cere Effective Sequence 0 Action Data Change v HR Status Active Reason Pay Group Change Payroll Status Active Job Indicator Primary Job v Position Number 00007503 Q Program Spesialist Sr Cmnty C ia Duets toer 2 Position Entry Date 12 03 2012 O Position Management Record Regulatory Region USA United States Company MPL City of Minneapolis Business Unit MPLMN Minneapolis MN Department 8450000 Neighborhood and Community Rel Department Entry Date 12 03 2012 Location C3452 NCR Admin Establishment ID MPLS Q City of Minneapolis Date Created 08 28 2015 Last Updated Oprid schetcx0 Last Start Date 06 25 2001 Last Updated Date 08 28 2015 11 22 15PM Expected Job End Date EJ Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours Eee E uenas Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Select Data Change for the Action Select Pay Group Change for the Reason Select the Pa
23. for a list of all values V Search Criteria Empl ID begins with v Emp Record Y Name begins with w Last Name begins with v Second Last Name begins with v Alternate Character Name begins with w Middle Name begins with v D include History E Correct History E Case Sensitive Search Ciear 53 ic Search 2 Save Search Criteria Enter an Empl ID or Empl Record Click the Search button 4 Minneapolis 99 City of Lakes into effect in the Effect The Work Location page is displayed Enter the date the changes goes ive Date field Payroll Salary Pian Compensation Classification Hours Bitorkiteeations Job Informaten Jes Later Employee Wark Location 2 Effective Date Psi28 2015 Effective Sequence 0 HR Status Active Payroll Status Active Empl ID 102853 Empl Record 0 First Ml 1 of 2 B Last HE Find Action Data Change Reason Full Part Intermittent Time Ch Job Indicator Primary Job History Position Number 00007503 Q Program Specialist Sr Cmnty C Ses ee Position Entry Date 12 03 2012 O Position Management Record Regulatory Region USA Company MPL Business Unit MPLMN Department 8450000 Department Entry Date 1203 2012 Location C8452 United States City of Minneapolis Minneapolis MN Neighborhood and Community Rel NCR Admin Establishment ID MFLS a City of Minneapolis Date Created 06 28 2015 Last Updated Oprid
24. hire and applicant hire e Set up anew direct hire in COMET e Explain the job information that is passed to COMET from NEOGOV e Perform any necessary steps for setting up an applicant hire Key Terms Direct Hire e Adirect hire is a person hired as an appointed employee a temporary employee or hired into one of the various independent boards and agencies Applicant Hire e An applicant hire is a person hired through Team Minneapolis Job information data is automatically transferred from TeamMinneapolis to the COMET system NEOGOV e HR software application that automates the entire hiring onboarding and performance evaluation process for applicant hires Objective There are two different ways to process a hire in COMET which includes two different ways to navigate the system in order to complete a hire This section will cover the process for a direct hire and applicant hire comet Minneapolis TY OF MINNEAPOLI 33 City of Lakes ci S ENTERPRISE TECHNOLOGY Direct Hire Process e Adirect hire is a person hired as an appointed employee a temporary employee or hired into one of the various independent boards and agencies e Adirect hire is not managed through COMET e The direct hire process requires the HRIS Field Representative to manually enter the personal data followed by the job data for the employee Direct Hire Procedure Steps to Begin Here is the menu for entering a Direct hire when you beg
25. in whatever way the board or agency finds useful or not used at all if appropriate H Charter Department Head City and Park Used only for those positions defined by the State Legislature as Charter Department Heads Other Independent Boards amp Agencies Should not be used E Elected City and Park Used only for Mayor and City Council Members Other Independent Boards amp Agencies May be used in whatever way the board or agency finds useful for any elected positions or not used at all if appropriate 117 HRIS Field Representatives Training T Outside Trades All Departments Boards amp Agencies This code must be used for all people who are not City employees but are hired through the unions as outside trades employees and paid through the City s payroll system U Uncertified Other City and Park Used for non certified employees who do not fit into any of the other categories Other Independent Boards amp Agencies May be used in whatever way the board or agency finds useful or not used at all L Ancillary City and Park This code is generally used for employees who do not fit into any of the other classes or are different from other uncertified employees Examples would be the following Board and Commission members who are compensated through the payroll system Paramedics and Medical Support team members employed as needed by the Police Department Summer Youth and other Work Pro
26. is furnished as a management tool to help Departments plan and develop the workforce needed for the future and is to be used for legitimate and non discriminatory business reasons As of Date 01 01 2014 Department 8150000 HUMAN RESOURCES Repl Annual Sal Way Loctn Position Job C4 Job Title PTE R S FPI Class Nano m Grade Rate step Incr Date Hire Date Plan Ers 8155 00001861 058120 HR Associate C Total for Job Coda 054120 HR Associate C 3 000 Caisa 00003627 OS816G HR Associate Consultant C C8154 00003533 05816C HR Associate Comsultant C Total for Job Code 056160 HR Associate Comsultant C 2 00001962 05428C HR Consultant C 90002996 058180 00003530 05418C C8155 00007154 05416C HR Consultamt C C8160 00007880 o05818C Hr Consultant C C Kolosge Kathryn 118586 260 289 Total for Job Code 056180 ER Consultant C 8 000 00001891 058190 Calco 00005037 058190 MR Consultant Confidenttal c 1 Total for Job Code 054130 ER Consultant Confidantial C 2 Hunan Resources Ganaralist C Human Resources Ganeralist C 00003614 00005062 Total for Job Coda Eunan Resources Ganaralist C 7 ER Lead Investigator C Total for Job Code 054210 ER Lead Investigator C L C8154 00002131 05426C HR Senior Assoctate C HR Senior Assoctate C cass 00003632 ER Senior Assoctate C C8154 00003535 054260 HR Senior Assoctate C Total for Job Coda 054260 HR Senior Associate
27. need only key time that is an exception e g sick and vacation 4 comet Minneapolis City of Lakes COMET vs HRIS References Additional Reference Materials Summary comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY The new system PeopleSoft 9 2 is now called COMET which replaces the former HRIS system The COMET system includes both the legacy HRIS and Finance functionality formerly called COMPASS In this document the following naming conventions are followed e COMET is used to refer the former HRIS system e HRIS Field Representatives are still referred to as HRIS Field Representatives e HRIS when used to describe the HRIS Department or HRIS Website remains the HRIS Department Website Minnesota Government Data Practices Act Minnesota Government Data Practices Act Personnel Data HRIS Field Representative Responsibility e Asa COMET user you have access to employee data that is classified under the Minnesota Data Practices Act as private not public protected or confidential e You are responsible for maintaining the integrity of the COMET system which includes protecting employee data from improper disclosure the City Attorney s Office for guidance e Asa COMET user you are required to read and follow Data Privacy Guidelines included in this manual To determine if data regarding a discipline matter is public or private you must first ascertain whether Final Disposition
28. schedule due to the governor s cap rate Step 92 indicates the person would be at Step 2 of the Salary Scheduled but is paid less due to the governor s cap rate and so on for steps 93 and 94 salary_structure_20 10_revised_052110 c 123 HRIS Field Representatives Training A 6 Reg Temp Code Reg Temp Code Reg Permanent Code City and Park This code is used for employees considered to be Permanent employees For Certified jobs in the City and Park this includes all employees defined as permanent in the Civil Service Rules This is also used for uncertified employees who are considered permanently employed Other Independent Boards amp Agencies This code is used for permanent employees of the board or agency however that may be defined Temp Temporary Code City and Park This code is used for employees considered to be Temporary employees For Certified jobs in the City and Park this includes all employees defined as temporary in the Civil Service Rules including certified temporary employees permit employees outside trades and any other employees who are working only temporarily Other Independent Boards amp Agencies This code is used for temporary employees of the board or agency however that may be defined Seasonal Code City Council Departments This code is used for those employees who are currently categorized as Seasonal by collective bargaining agreement or Civil Service Rules most of
29. seg Comp Rats Currency Frequency Percent L AL d mL ja I a HE Job Data Employment Data Earnings aa Benefits Program Participation Classification Hours or ee y Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours 23 Click the Earnings Distribution link 4 comet Minneapolis CITY OF MINNEAPOLIS 69 City of Lakes ENTERPRISE TECHNOLOGY 24 Click the Edit ChartFields link Add Concurrent Job Empl ID 102853 Employee Empl Record 1 Earnings Distribution Type 7 Effective Date 07 09 2015 Effective Sequence 0 HR Status Active Payroll Status Active Find First Mil 1 of 1 Ml Last Action Additional Job Reason Job Indicator Secondary Job Compensation Rate Standard Hours 0 01 Earnings Distribution Type By Percent Job Earnings Distribution 2 Earnings Code Earnings Charifiekis 2 Combination Code or cancel Apy Job Earnings Distribution Classification Hours 25 ChartField Common Component ChartField Detail Combination Code ja Cs Detail Department Ja ja o Click OK Fund Code ja 26 27 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Employment Data Cr Distribution Funa Current o Work Period Weekly Compensation Frequency Hourly Find First Ml 1 of 1 Bl Last Business Unit Percent of Distribution MPLMN Edit ChartFielis Benefits Program Part
30. the Forms Index Most of the data in COMET is private and or confidential and HRTS Administration reserves the right to provide access to the system at their discretion comet Minneapolis CITY OF MINNEAPOLIS 23 City of Lakes ENTERPRISE TECHNOLOGY Favorites Add Favorites Steps comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Favorites allow a user to save a link to frequently accessed pages Here are the steps to add a favorite 1 Navigate to the page to be selected as a favorite Job Data Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value V Search Criteria Empl ID begins with v Empl Record v Name begins with v Last Name begins with v Second Last Name begins with v Alternate Character Name begins with Middle Name begins with v Include History Correct History Case Sensitive Search clear _ Basic Search BG Save Search Criteria 2 Click the Add to Favorites link Add to Favorites y in the top right corner of the browser 3 The Add to Favorites pop up appears Enter a description or name for the page EJ Add to Favorites Please Enter a Unique Description for this Favorite Description Job Data 4 Click OK 4 Minneapolis 24 City of Lakes Access To access a favorite click My Favorites in the Menu and click the desired Favorites hyperlink
31. whom work in Public Works For City Council departments this code has significant implications in the payroll system Park This code may be used according to the business needs of the Park for uncertified employees Employees categorized as Code 8 Park Board are categorized as Seasonal in HRIS Other Independent Boards amp Agencies This code may be used in whatever way the independent board or agency finds useful 124 HRIS Field Representatives Training Full Part Time Codes Full Time All Departments Boards amp Agencies Used for employees who are working a full time workweek on a regular basis This varies between 40 hours and 54 6 hours per week For MPEA employees working in City departments Salary Plan amp Union Code of CPE full time is defined as 32 hours per week or more Part Time All Departments Boards amp Agencies Used for employees who are working less than a full time workweek on a regular basis Intermittent All Departments Boards amp Agencies Used for employees who are working on an intermittent basis For example an intermittent employee may work full or part time workweeks on an occasional basis or may work sporadically for a day or two at a time It is used for employees who would be considered as employed on an on call basis Reg Temp doc 125 HRIS Field Representatives Training A 7 Classified Indicator i WHEN TO USE je abit e Record No 0
32. with w Second Last Name begins with w Alternate Character Name begins with w Middle Name begins with w Include History Correct History Case Sensitive 101308 0 Diane Frank Diane Frank 104261 0 Donta Franks Donta Franks 096500 0 Doris Franklin Doris Franklin 0E6339 0 Doris Franklin Doris Franklin 083062 0 Frank Anderson Frank Anderson The search results return all employees whose name contains the word Frank in either the First Name or Last Name 2 To return only those employees whose last name is Frank use the Last Name field by specifying the equal sign in the search parameter followed by the characters of the last name Empl ID begins with w Emp Record Name begins with v Last Name v FRANK Second Last Name begins with w Alternate Character Name begins with v Middle Name begins with w Include History TCorrect History Case Sensitive 033122 2 Michelle Frank Michelle Frank 091694 0 Talon Frank Talon Frank 095720 0 Mary Frank Mary Frank 095888 0 Jennifer Frank Jennifer Frank The search results return just those employees whose last name is Frank 4 comet Minneapolis 29 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Name Search comet cl S ENTERPRISE TECHNOLOGY Using the Last Name field may provide better results when searching specifically on an employee s last name Using the percent sign wildcard character will inc
33. 2008 Location C4900 Police Establishment ID MPLS Q City of Minneapolis Date Created 12 28 2014 Last Updated Oprid OneNightPay Last Start Date 04 22 2002 Last Updated Date 12 28 2014 12 31 02AM Expected Job End Date la Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours ee Ramesses pe Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Enter the Effective Date Select appropriate Action Pay Rate Change Select the appropriate Reason Click Salary Plan tab 4 Minneapolis 76 City of Lakes 8 Enter the new Step Work Location Job Information Job Labor Payrol uSalamilanil Compensation Classification Hours Empl Employee Emp R Salary Plan 2 Find View All First Mt of 1 El Last Effective Date 12 28 2014 GeToRou Effective Sequence 0 Action Pay Rate Change HR Status Active Reason Longevity Pay Payroll Status Active Job Indicator Primary Job Current 0 Admin Plan CFO Grade 02 Grade Entry Date 08 29 2014 59 met Ja Step Entry Date 08222014 i E Includes Wage Progression Rule Job Data Employment Data Earnings Distribution Eve nm wo Seach E Netty 1 Retesh Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Verify the Step Entry Date is the same as the Anniversary Date If this is a Benefits Program Participati
34. 4 of 2 P Last e Effective Date 06 28 2015 Format Type English v Display Name Jeffrey Carter Click the Add a Row button sign Enter the Effective Date Click the Edit Name button Edit the name details Edit Name x English Name Format Prefix 7 First Name Jeffrey Middle Name Thomas Last Name Carter Suffix v Display Name Jeffrey Carter Formal Name Jeffrey Carter Name Carter Jeffrey Thomas OK Cancel Refresh 4 Minneapolis 86 City of Lakes 6 Click the OK button 7 Click the Save button Address Changing an employee s address is performed on the Modify a Person Change Page 1 Navigate to the Modify a Person Page Click the following menu path Main Menu gt Workforce Administration gt Personal Information gt Modify a Person 2 Click on the Contact Information tab Jeffrey Carter Empl ID 103659 Current Addresses Personalize Find View All al fe First 1 2 of 2 Last gg As Of Date Status Address ype PO Box 18091 Home 03 11 2010 A Minneapolis MN 55418 View Address cou Hennepin PO Box 18091 Mailing 03 11 2010 A Minneapolis MN 55418 View Address Detail EI Hennepin 3 Click the View Address Detail link for the address type being updated Do not add a row on this page unless another address type is being added 4 The Address History Page displays Click the Add a Row button Address History Address Type Home Address History Effective Date 03
35. 5 O C8320 Cal 02845C pepy Service Active 2014 08 25 2014 08 25 Center 311 10 311 Galatowitsch Timothy Ivan 122090 0 C8320 Call 028450 rn TE Service active 2014 08 25 2014 08 25 Center 311 11 311 Glenn Couch Brenda 111050 0 C8320 Call 028450 ore Service Active 2006 08 28 2013 09 09 Center amet v CON et Minneapolis City of Lakes CITY OF MINNEAPOLIS 105 y ENTERPRISE TECHNOLOGY Classic Position Management Report comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Potential uses for this report include but are not limited to e Budget forecasting and preparation e Assist in identifying employees who have yet to complete their probationary period in an effort to ensure that employee performance is effectively managed during this critical time the last phase of the selection process FTE Allocation by Location i e Division Work Unit e To identify how long employees have been on permit and detail non zero record so letters of agreement can be completed when extensions are necessary per labor contracts and Civil Service Commission Rules The Classic Position Management Report is designed to give managers a snapshot of their workforce at a certain point in time More importantly the information is provided to give insightful data about the workforce so departments can better manage their human resources to anticipate and plan for the changes that may be on the horizon if essential positions become vacant The information
36. Criteria Click Insert a Row button sign Job Information Job Labor Payroll Salary Pian Compensation Classification Hours Empl ID 103859 Empl Record 0 Find First Mt of 1 Mast Effective Date 127287 28204 8 L cR HE Effective Sequence O Action Pay Rate Change v HR Status Active Reason Longevity Pay p Payroll Status Active licator Primary Job Current o Position Number 00000502 IQ Police Sergeant C Orena Bosse Data Position Entry Date 06 23 2014 Position Management Record Regulatory Region USA United States Company MPL City of Minneapolis Business Unit MFLMN Minneapolis MN Department 4000000 POLICE DEPARTMENT Department Entry Date 05 14 2008 Location C4000 Police Establishment ID MPLS Q City of Minneapolis Date Created 12 28 2014 Last Updated Oprid OneNightPay Last Start Date 04 22 2002 Last Updated Date 12 28 2014 12 31 02AM Expected Job End Date G Employment Data Earnings Distribution Benefits Program Participation Classification Hours Eker ores mn Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Enter the Effective Date Select appropriate Action Select the appropriate Reason Expected Return Date Click Save to save the record 4 Minneapolis 74 City of Lakes Pay Rate Changes Individual Pay Rate Changes Appointed Employees Mass Pay Rate Changes Step Increase Date Pay Rate
37. HIR i 9 citizenship by date range Public HTML Excel XML Schedule Favorite HRIS AUDIT CITIZENSHP STAT REH i 9 citizenship by date range Public HTML Excel XML Schedule Favorite HRIS AUDIT CITIZENSHP STAT TER i 9 citizenship by date range Public HTML Excel XML Schedule Favorite HRIS AUDIT CITIZEN EXP DATE For Mary Whitaker Public HTML Excel XML Schedule Favorite HRIS AUDIT CONCUR JOB ISSUES Compare 0 to lt gt 0 Rows Public HTML Excel XML Schedule Favorite HRIS AUDIT DRIVER LIC LISTING Dept Driver s Lic Listing Public HTML Excel XML Schedule Favorite HRIS AUDIT EES ACTN DTE PRMPTS ees actreas dte prmpts 070609 Public HTML Excel XML Schedule Favorite HRIS AUDIT EES NOT USING TLESS ees not using tiss 091411 Public HTML Excel XML Schedule Favorite HRIS AUDIT FES SALPLN NEW RTES use to ck ees new rates 020204 Public HTML Excel XML Schedule Favorite Click HTML for a report to run with results displayed in browser Click on the Excel link to download queries results to a spreadsheet HR EE STEP INCREASE DUE BY DEPT Provides a list of employees that are due a step increase within the next 90 days HR STEPS IN CITY Provides a list of all active City job codes and steps with hourly rates This query provides the most up to date salary information HR EMERG CONTACTS W DEPT PRMPT Provides a list of the all emergency contacts for employees in a department including address and telephone numbers information must be up to date in COMET HR PAYROL
38. Interns one year limit and also requires an Expected Job End Date Regular permanent certified employee assigned to work in a different Job Code instead of his or her regular permanent Job Code 6 or 12 month limit check the contract Also includes Restricted Work and Return to Work Details May require Expected Job End Date Concurrent Job Regular permanent employees assigned to work sporadically in a different Job Code over an indefinite period of time OR any non permanent employee working in more than one Job Code at the same time Also includes Workforce Utilization additional records PW Dual Certification Public Works employees who have successfully completed an approved apprenticeship program for one of the following Asphalt Raker Lead Pipelayer I II and III or Cement Finisher Political Appointment 126 HRIS Field Representatives Training me CLASSIFIED INDICATOR GUIDE 0 127
39. Job Labor Salary Plan Compensation Classification Hours Cam TEST Empl ID 123482 Employee Empl Record 0 Payroll Information Find First Mt of 1 E Last oy Effective Date 08 15 2015 Ga ie Fos Effective Sequence 0 Action Hire HR Status Active Reason Payroll Status Active Job Indicator Primary Job Current o Payroll System Payroll for North America v Payroll for North America 2 Pay Group Q 38 Employee Type q Holiday Schedule Tax Location Code a 3 Tipped v GL Pay Type is O FICA Status Subject v Combination Code Job Data Employment Data Earnings Distribution Benefits Program Participation Ler Jane Jay Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Enter the appropriate Pay Group Exception xxE or Positive xxP Verify that Employee Type defaults to hourly for non exept employees If the employee is exempt the employee type should be salaried e Salaried S Exempt employee e Hourly H Non exempt employee Enter MPLMN in the Tax Location Code Click on the A Plan tab The ai Plan page appears Classification Hours Find View Al First Mt of 1 El Last Salary Plan 7 Effective Date 01 20 2011 GoToRow Effective Sequence 0 Action Assignment End HR Status Inactive Reason End Additional Assignment Payroll Status Terminsted Job Indicator Secondary Job Current o Salary Admin Plan FN amp Grade 07 Grade Entry Date 04 04 2004 R Step 4
40. L AUDIT Provides a list of employees in a department and the current data on their job data record s Data is extremely helpful in keeping track of end dates and or return dates for employees It is useful to keep track of anniversary dates and when a step increase may be due for an employee HR ALL PHONE NUMBERS Provides a list of employees in the department with all of their telephone numbers information must be up to date in COMET HR DEPT NEWHIRES PROMOS XFRS Provides a list of new hires promotions and or transfers for a department within a specific date range HR PERMITS DETAILS DEPT PROMPT Provides a list of employees in a department that are currently on detail or have been hired on permit 4 Minneapolis 110 City of Lakes Summary Exercise Overview Duration Scenario comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Notes e HRIS Field Representatives have the ability to run predefined reports within COMET and are able to view reports online before deciding to print the report or export data e A variety of queries are available in COMET that HRIS Field Representatives can execute to gather specific data for their customer Department s Executing reports and queries 20 minutes In this exercise your instructor will provide you with instructions on running specific reports and queries that an HRIS Field Representative may regularly execute in the new system 4 Minneapolis 111 Ci
41. RISE TECHNOLOGY Data Privacy HRIS Field As a COMET user you have access to employee data that is classified Reps under the Minnesota Data Practices Act as private not public protected or Responsibility confidential You are responsible for maintaining the integrity of the COMET system which includes protecting employee data from improper disclosure If an individual requests data and you are unsure of its classification or unsure whether the individual should be granted access to the data consult your department s HR Generalist or Personnel Representative or the City Attorney s Office for guidance As a COMET user you are required to read and follow Data Privacy Guidelines included in this manual Data Privacy Guidelines Data Privacy In the course of your employment as a COMET user you will have access Regarding to private personnel data as that term is defined by the Minnesota Data Practices Act Minnesota Statute 13 43 Subd 2 and 4 You may only Employees ae access private personnel data when required by a specific job assignment or when authorized by a supervisor Once you access private personnel data you are responsible for maintaining the confidentiality of the employee data at all times Accessing private personnel data for an improper purpose or improperly disclosing private personnel data may subject you to discipline up to and including discharge Accessing private personnel data for an improper purpose o
42. Reporting Approve Time for Direct Reports FE Probation Step Report M F Payable Time E Step Increase Due 4 Res ual Balances View leave accrual details including hours eamed taken bought and sold FE Review Accrual Balances Position Management m s E My System Profie El Change My Password 4 Minneapolis 19 City of Lakes HRIS Field The HRIS Field Representative work center is the gateway to information Reps Work resources and services for a defined audience and a defined business Center purpose There are three key business processes in the HRIS Field Representative work center e Personal Information e Job Information e Workforce Reports e Position Management e Reporting Tools Additional access requires a completed HRIS security form which is located on CityTalk in the Forms directory Most data in COMET is private and or confidential HRTS Administration reserves the right to provide access to the data at their discretion HRIS Department Representative S v Personal Information Personal Information pages f Modify a Person Driver s License Data f Emergency Contact Job Information Maintain employee job data f Job Data FE Add Additional Assignment f Workforce Job Summary Workforce Reports General Workforce Reporting Probation Step Report M f Step Increase Due M Position Management f Add Update Position Info i Vacant Budgeted Positions G P
43. S by 10 Make sure a copy is placed in the employee s department file Location Code Here are some points to remember for Location Code Changes Changes e The Earnings Distribution may need to be changed as part of the Notes action in addition to changing the Location Code e If this is a permanent change for the position contact HATS Administration to update the position and the incumbent 4 comet as Minneapolis CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Pay Group Pay Group Change is a Data Change Action used to change an Changes employee s paygroup This is an important step you need to follow when a Salaried employee is placed on an Additional Assignment in order to ensure they are not automatically paid for hours on the permanent or 0 record 1 Navigate to the Job Data page Click the following menu path Main Menu gt Workforce Administration gt Job Information gt Job Data Job Data Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Y Search Criteria Empl ID begins with v Empl Record X Name begins with v Last Name begins with v Second Last Name begins with v Alternate Character Name begins with v Middle Name begins with v Ol include History E Correct History El Case Sensitive search Ciear casic Search 5 Save Search Criteria 2 Enter an Empl ID or Empl Record 3 Click the Search
44. TE Zip Code POSTAL Examples of Results Must format as follows Johnson Lynn Carol Seth Rogers Mary Lou Rathborn Sr Jack R Peterson Jr Mike Williams II Frederick System will format as 476 53 6789 System will format as 612 789 5376 System will format as 05 26 1987 System will format as 05 26 1987 if you want 2087 you must type 05 26 2087 System will format as 05 26 2037 If you want 1937 you must type 05 26 1937 Address 1 Apt I Address 2 1718 E Southampton St Address 1 7895 North Casswell St 119 HRIS Field Representatives Training HRIS Field Formats doc 120 HRIS Field Representatives Training A 5 Salary Structure Salary Structure Basics 1 Salary Tables are maintained by Central Human Resources HRIS Administration and Support 2 Salary Grades and Steps are effective dated so that historical step rates are maintained in the system 3 Each Job Code is linked to a Salary Plan and a Salary Grade or range which together define a set of Salary Steps The structure allows multiple jobs to have the same salary plan salary grade and steps if they are in the same Union Code and have the same step rates 4 All compensation rates are expressed as HOURLY amounts 5 When the system calculates annual rates it multiplies the hourly rate by 2080 hours HRIS SALARY STRUCTURE CODES SALARY PLAN The Salary Plan code is the same as the Union Code with a few exceptions
45. TE DATA except when certified as eligible for appointment to a vacancy or when applicants are considered by the appointing authority to be finalists for a position in public employment A finalist means an individual who is selected to be interviewed by the appointing authority prior to selection The following information is Public Data on applicants Veteran s Status relevant Test scores Rank on eligible list Job History Education and Training Work availability Notes 4 Minneapolis 11 City of Lakes CITY OF MINNEAPOLIS 12 ENTERPRISE TECHNOLOGY HRIS Key Terminology Additional Assignments An additional assignment can be a concurrent job a detail restricted work detail and or a workforce utilization detail Applicant Hire An applicant hire is a candidate that has been through the staffing process and is hired through Recruitment for the City Combination Codes Combo Codes Combo Codes are a condensed version of the City s chart of accounts string that includes Account or object Fund Dept ID and if applicable for project costing an identifier for Project and or Task Direct Hire A direct hire is a person hired as an appointed employee a temporary employee or hired in various independent boards and agencies Effective Date Whenever you enter a row of information in any HRIS record you must enter the correct Effective Date When you enter a new effective date row the system auto
46. act Information Regional Organizational Relationships Enter the Effective Date of the hire e VERY IMPORTANT Personal Data cannot be future dated When biographical information is entered the date must be less than or equal to the current date e The effective date on Personal Data does not have to match the effective date of the hire on the Job Data record Future dates can be entered on the Job Data record for the employee Click Add Name button 4 Minneapolis 35 City of Lakes 6 Enter the Name details Edit Name English Name Format 6 Prefix v First Name Middle Name Last Name Suffix v Display Name Formal Name Name G Refresh Name or Je JL Refresh 7 Click OK comet Minneapolis CITY OF MINNEAPOLIS 36 City of Lakes ENTERPRISE TECHNOLOGY 8 If available input the Biographical Information including Date of Birth Citizenship Gender etc e Effective Date Gender Highest Education Level and Marital Status are required fields e The Biograhpical History Effective Date should be the same as the Primary Name Effective Date Person ID NEW Name Find View All First Eo E Last EHective Date T5205 BE Format Type English v Display Name Add Name Biographic Information Date of Birth fvears o Months 0 8 Status Expiration Date a Citizenship Status Citizen of USA First Mt of 1 El Last Biographical History
47. anagement Meot Budgeted positions filled and vacant VACANT FILLED ED z ra Results Find View 100 ka First lil 1 50 of 159 P Last Original Department Location Tite esse Peg Reg Seasonal sg og ve Reports To EE es FED rn ig est Hire a Dats Admin amp Customer 1 REGULATORY Community Service Rep 000021431 Regular FU Certified N Gagnier Cynthia M 5 Lane Doris Cedele 095767 Active 1 p SERVICES Time 08 24 Engagement C Admin amp Customer 2 REGULATORY Community Service Rep 000021071 Regular FU Certified N Gagnier Cynthia M 5 Darby Carol 115245 LEBVE 4 Fost SERVICES Time wiry 08 24 Engagement C Admin amp Customer a REGULATORY Community Service Rep 000050811 Regular FU cerified NGagnier Cynthia M 5 Church Margaret 199583 Leave 2000 SERVICES Time Mary W Py 01 09 Engagement C Admin amp Customer REGULATORY Community Service Rep 00007631 1 Regie certified N Gagnler Cynthia M 5 Edmond Gwendolyn 109420 Active 1 zm SERVICES Time 11 07 gagement C Admin amp Customer REGULATORY Full Patino Jessica 2013 5 SERVICES Haelen A Rep 00007780 1 Regular Time Certified N Gagnier Cynthia M 6 Mariela 120114 Active 1 05 20 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 1 07 ENTERPRISE TECHNOLOGY Special Notes comet cl S ENTERPRISE TECHNOLOGY Other potential uses for this report include but are not limited to Identification of vacant positions Use to identify Key Employe
48. ary Plan Compensation Classification Hours Enter the appropriate Reason Enter the appropriate Company Enter the appropriate Department o ON OD Enter the appropriate Location 0 Enter the appropriate Expected Job End Date 1 ek Click the Job Information Tab comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 66 X X X Current o Date Created 07 09 2015 Last Updated Date 07 09 2015 12 20 37PM Last Asgn Start ssignment End Date Last Updated Oprid schetcxd Expected Job End Date HE Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours 4 Minneapolis City of Lakes 12 13 14 15 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Enter the Job Code The job entry date must match the Effective Date of the additional assignment a al Job Labor Payroll Salary Pian Compensation Classification Hours Empl ID 103858 Employee Empl Record 1 Job Information 2 Find First lt of 1 Ml Last Effective Date 07 09 2015 Effective Sequence 0 Action Additional Job HR Status Active Reason Payroll Status Active Job Indicator Secondary Job Current o Job Code la Entry Date 8 isor Level a Supervisori Qa Reports To a Regular Temporary Regular v Full Part Full Time v Empl Class v Officer Code Non Sworn v Regular Shift Not Applicable Shift Rate Classified Inde Classified v Shift Factor
49. ast Start Date 08 15 2015 Last Updated Date 08 15 2015 5 23 52PM Expected Job End Date a Job Data Employment Data Earnings Distribution Benefits Program Participation Work Location Job Information Job Labor Pavroll Salarv Plan Compensation Classification Hours 23 Temporaries need to have an Expected Job End Date entered based on Union Contract 24 Enter the Position Number for City and Park Appointed regular employees 25 Enter the Company e MPL Minneapolis City amp Park e MPH Public Housing MPHA e NRP Neighborhood Revitalization Program e YCB Youth Coordinating Board 26 Enter the Department Code always xxx0000 27 Enter the Location or change if necessary 28 Verify Establishment ID defaults to MPL 4 comet Minneapolis 41 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 29 Click on the Job Information tab The Job Information page Work Location iietiiinformationsl Job Labor Payron Salary Pian Compensation Classification Hours Cam TEST Effective Date 08 15 2015 Effective Sequence 0 HR Status Active Payroll Status Active JobCode Entry Date Supervisor Level Supervisor ID Reports To Regular Temporary Regular Emp Class Regular Shift Not Applicable Classified Indc Classified X 22283 4 Standard Hours 7 Standard Hours 40 00 gt usa Empl ID 123482 Empl Record 0 Find First Ml 1 of 1 E Last Acti
50. ata at their discretion Favortes Main Menu comet Employee Self Service Pages c Home Woftlist MultiChannel Console Add to Favorites Sign out HRIS Department Representative c Per Maint OY Manager Self Service 2 Inform personal information Job Information Job Compensation history Update your Direct Deposit and other tribution information ances stais including hours earned taken bought and sold Bi Review Accrual Balances A Ben en Health Insurance Savings Pension or other Benefits information Review Update Dependent and Beneficiary personal information Minneapolis 18 City of Lakes Work Centers comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY A collection of business processes to perform a task Work Centers are assigned on a role by role basis Work Centers are identified by the folders on the COMET Home Page Home Wordist MultiChannel Console Add to Favorites Sign out Personalize Content Layout jon Report Time for Direct Reports f Time Reporting Report Time for Direct Reports Report and review your Time Schedules request absences and more T Job E Times Timesheet FR Add Additional Assi P Payroll and Compensation ee ng Review your Pay and Compensation history Update your Direct Deposit and other Workforce Reports Approve Time for Direct Rpts Deductions or Contribution information General Workforce
51. atabase f Query Manager f Query Viewer El Schedule Query The Query Viewer page appears Select the Search By option of Query Name Query Viewer Enter any information you have and click Se eave fields blank for a list of all values Search By QueyName v begins with IHR_ Search Advanced Search Enter the value HR_ in the begins with box You can use a partial description and use the percent sign that represents any string of characters 4 Minneapolis 109 City of Lakes 5 Common Queries comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Select the Search button A list of queries appears on the page Query Viewer Enter any information you have and click Search Leave fields blank for a list of all values Search By Query Name v begins with HR Advanced Search Search Results Folder View AllFolders gt Query Personalize Find View All amp First Ml 1 30 of 69 P Last Query Name Description Owner Folder cay pen Schedule te HRIS AUDIT ACTIVE ELECT JUDGES active elect judges 111413 Public HTML Excel XML Schedule Favorite HRIS AUDIT CHECK ISSUED Paycheck issued in date range Public HTML Excel XML Schedule Favorite HRIS AUDIT CITIZENSHP STATUS2 i 9 citizenship by date range Public HTML Excel XML Schedule Favorite HRIS AUDIT CITIZENSHP STATUS3 i 9 citizenship by date range Public HTML Excel XML Schedule Favorite HRIS AUDIT CITIZENSHP STAT
52. benefits that the employee is not eligible for The FMLA process has been centralized at the City and is administered by the FMLA Coordinator Other notes regarding Leave of Absence e Any absence longer than a pay period requires an entry in the job record e The leave status determines eligibility for benefits When someone is on FMLA or budgetary leave the City portion of medical insurance is paid and VEBA passes through e The entry must be made in a timely manner otherwise o HRIS Admin must research the problem o Potential Federal fines o Potential Department expenses Navigate to Workforce Administration gt Job Information gt Job Data Workforce Administration Personal Information Job Information Contract Administration Temporary Assignments French Public Sector Jobs Employment Categorization ITA Review Job Information Reports 4 Minneapolis 73 City of Lakes NO ps comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Enter the appropriate search criteria for the employee Assign Additional Job Enter any information you have and click Search Leave fields blank for a list of all values Search Criteria Empl ID beginswith v i Name begins with Last Name begins with v 2 Second Last Name begins with v Alternate Character Name begins with v Middle Name begins with v E Case Sensitive search Clear Basic Search Save Search
53. cases For example Election Judges and summer youth works at the City and Park Board Override Position Data will not be an available on the employee job record HRTS Administration will need to be contacted to have changes made to the position and or the employee An online position management form will be rolled out during phase two of the upgrade Desenptson Spectic information Budget and incumbents Position Information Find Viewan First sors M tast Position Number 00000053 HE Headcount Status Filed Current Head Count 1 out of Effective Date 01011901 Status Ache v Reason NEW IG nen Postion Action Date 01101501 Position Status Approves v Status Date 01 01 1901 E El Key Position Job Information Business Unit mPuMN Q Minneapolis MN Employes Ciass Certifies X Job Code 028100 Q Constr Maint Laborer C Manager Level Non Manager RegiTemp Regular v FulyPart Time Full Time Y Reguiar Shift Not Applicable X Union Code CLB Q Laborers Local 363 Cry Title Constr Maint Laborer C Short Tite CML Detslled Position Description Work Location Reg Region USA Q Unmes States Department 6300000 Q PW SURFACE WATER amp SEWERS Company MPL CR of Minneapolis Location C5300 Q Pu Wks Sewers Reports To a Dot Line a Supervisor Lvi a Security Clearance a Salary Pian Information Salary Admin Pian CS amp Q Grade a ste Q Standard Hours 40 00 Work Period W Q west Mon Tue Wed Thu Fn sat sun usn Updated on U
54. ck the plus sign to add additional 48 ChartField Common Component ChartField Detail Combination Code 115007104122 ChartField Detail Account Department 49 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 49 Click Edit ChartFelds link The ChartField pop up screen appears rows if you have multiple earnings distribution 6 Search Options amp Combination Codes Sestch Fund Code Fund Task Enter the the Combination Code and click Return Use the magnifying glass to search Do not search using the Search Options box 4 Minneapolis City of Lakes 50 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY If this is a Rehire click on the Employment Data link ae Classification Hours IEarnings Distribution Type 7 Effective Date 01 30 2011 Effective Sequence 0 HR Status Inactive Payroll Status Terminated Compensation Rate 8 780000 Standard Hours 0 00 Earnings Distribution Type Sy Percent Job Earnings Distribution 7 Earnings Code REG Regular Earnings Earnings Chartfiekis 2 Combination Code 115007104122 Job Data Employment Data Go Distribution PESTEN ENTEN eaa E ET E uoy iaeei Eca Job Earnings Distribution Classification Hours 50 Empl ID 032024 Empl Record 2 Find First Mil 1 of 1 E Last Action Assignment End Reason End Additional Assignment Job Indicator Secondary Job Current o Work Period Weekly Compensation Frequency Hourly Fi
55. click on Search Update Employee Tax Data Enter any information you have and click Search Leave fiekis blank for a list of all values Find an Existing value Y Search Criteria Empl ID begins with x Company begins with v Q Name begins with Last Name begins with w Second Last Name begins with w Alternate Character Name begins with w Ol include History E Correct History Case Sensitive Search Ga sic Search 5 Save Search Criteria comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 52 ENTERPRISE TECHNOLOGY 57 The Federal Tax Data page appears Click the plus sign to insert a row Travis Smith Person ID 022024 Tax Data 2 QO Find View Al First Mil 1 of 1 Ml Last Company MF linneapolis HE Effective Date 01 01 2007 i Updated By System fe Last Updated 01 18 2007 Federal Withholding Elements 2 Special Withholding Tax Status None v Tax Marital Status Married m Married Check here and select Single status if married but withholding at single rate Withholding Allowances 1 Additional Amount 0 00 Additional Percentage 0 000 Earned Income Credit Status Not applicable X F Exempt from FUT D W 4 Processing Status 7 D Lock In Letter Details 7 D State Tax Options 7 D Tax Tresty Non Resident Data 7 Federal Tax Data State Tax Data Local Tax Data 58 Change the Effective Date so it reflects the date after th
56. d be used as a strategy to reinvigorate employees and improve productivity More importantly the information is provided to give managers insightful data about their workforce so they can more effectively manage their human resources and anticipate and plan for the changes that may be on the horizon if essential positions become vacant as the competencies needed for the future change etc Department 211 M Employee Listing D Field to display in Results ee Results Find View All ES First MM 1 33 of 33 El Last Department Name ED str Loen Location Job Code Tite Status oie zene 311 m 1311 Baker Lat ya Rochelle 098874 0 8320 Call 028450 peor Service Leave W Py 2000 04 08 2008 07 28 Center 311 2311 Besch Kim M 061031 O C8320 Call 02846C et Active 1992 12 07 2005 11 07 Center 311 3311 Brunner Judith Ann 116727 O 8320 Call 028450 dt Service Active 2011 04 11 2011 04 08 Center 311 4311 Bulger John A 115356 o C8320 Call 02845C Customer Service Active 2009 11 23 2011 04 04 Center Ag 311 p 5311 Carr Vanessa 111018 O C8320 Call 028450 Fe ara Service active 2006 08 14 2008 08 14 Center 311 ean Dekker Matthew William 111428 0 C8320 Cal 092010 Fear Spania 3M Active 2007 02 20 2014 01 13 Center 3 311 7311 Farinella Gina Marie 098873 O C8320 Call 028480 Fey dig Active 2000 02 07 2014 05 28 Center 311 8311 Fragassi Chantel 121589 O C8320 Call 028450 ee See ay 2014 02 24 2014 02 24 C Agent C Center an 3 e san Franson Ryan 12308
57. ddress 1 7895 North Casswell St 31 Minneapolis City of Lakes Summary Exercise Activity Overview Duration comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Name Format defines how an employee s name is displayed Understanding how name formats behave in COMET is key to returning the correct results when performing searches Field Formats define the structure of how data is entered into COMET Depending on the field a field format may be set to a string of characters a numeric value or a date format Open up a browser session and use the COMET System application to answer the following questions 1 How are names displayed by default in COMET 2 What search results are returned if you enter the characters Lewis in the Name Field 3 What search results are returned if you enter the characters LEWIS in the Last Name field 4 How would you use the percent sign wildcard in the Name field when searching for persons whose last name is Lewis Practice Practice this exercise using the Training Sandbox The menu path to search employee records is Main Menu gt Workforce Administration gt Job Information gt Job Data This activity allows you to practice the following 5 minutes 4 Minneapolis 32 City of Lakes CHAPTER 4 HIRE PROCESS Objective At the end of this chapter participants will be able to e Understand the difference between a direct
58. des employees and paid through the City s payroll system Uncertified Order City and Park Used for non certified employees who do not fit into any of the other categories including Elections Judges Summer Youth and other Work Program participants Other Independent Boards amp Agencies May be used in whatever way the board or agency finds useful or not used at all Ancillary City and Park This code is generally used for employees who do not fit into any of the other classes or are different from other uncertified employees Examples would be the following Board and Commission members who are compensated through the payroll system Paramedics and Medical Support team members employed as needed by the Police Department Other Independent Boards amp Agencies May be used in whatever way the board or agency finds useful or not used at all Change the following fields as necessary Classified Indicator Full Part Officer Code and Standard Hours 4 comet Minneapolis CITY OF MINNEAPOLIS _ 44 City of Lakes cl S ENTERPRISE TECHNOLOGY Notes on Classified Indicator comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Classified ell tess indicator e Record No 0 PRIMARY ZERO RECORD CODES Code Description e USE FOR HIRE REHIRE OR APPROPRIATE JOB CHANGE ACTIONS Legislative Appointed employees and Charter Department Heads who Appointment are not political appo
59. e abated eR 111 COURSE WRAP Pause APPENDIX ADDITIONAL DOCUMENTG sscscsseesesees A 1 Data Practices Act Acknowledgement Form cccccssesseseeseescsseescseeseeseeseeseeaees 115 A 2 Employee Maintenance Checklist onrnnrnonvoronrrnrnonenrvnvenenennenernennrrenesrensenenssrenne 116 A 3 Employee Status Guide srrrrnvronenvrronvrnvrnronvrnrrnrenennrvennrnrrnvenvnnrrnranesnrsnennrnnsnsenennenne 117 AA HRIS Field Form lsLLunammnendkananuntdunkinmsmjunsisseabs nsskyuvnnen 119 MATE 121 AS Reg Temp COM i iccssssixsctisieiarsinpccawsineacorrnepeawatelnatoeviiegsuannianensernasctanteinacwavbejsabvsiantaseeisnt 124 A 7 Classified Indicator ER 126 comet CITY OF MINNEAPOLIS 3 ENTERPRISE TECHNOLOGY Minneapolis City of Lakes This page has been intentionally left blank comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 4 ENTERPRISE TECHNOLOGY COURSE INTRODUCTION Target Audience Prerequisites Technical System Knowledge Training Structure Course Objectives comet TY OF MINNEAPOLIS ci ENTERPRISE TECHNOLOGY This course is intended for CoM end users in the areas of HRIS Human Resources administration Prerequisites e Hand s on experience and knowledge of PS HR 8 9 module e System access to PS HR 9 2 Training Environment Suggested Technical System Knowledge e HR 8 9 experience e Understanding of NEOGOV processing This course fo
60. e hire date Update the witholding allowances as listed on the hire form or the W4 59 Click on the State Tax Data tab 60 The State Tax Data page appears Update State Information as listed on the hire form or the W4 and Save the record Federal Tax Data State Tax Data Local Tax Data Travis Smith Person ID 032024 Tax Data 7 Find View All First Mil 1 of 2 P Last Company MPL City of Minneapolis Effective Date 06 16 2015 State Information Find View Al First Mil 1 of 1 E Last State IN Minnesota se El Resident Ul Jurisdiction Non Residency Statement Filed V Exempt From SUT State Withholding Elements 2 Special Withholding Tax Status None p Tax Marital Status M Q Married Withholding Allowances 1 Additional Amount 0 00 Additional Percentage 0 000 Additional Allowances 0 In Letter Details 7 save E Retumn to Search r Previous mn Lt J 1 Newtintist E Notify Refresh i vc A Inonde History F Conect History Federal Tax Data State Tax Data Local Tax Data The effective date carries over from the Federal Tax Data page comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 53 ENTERPRISE TECHNOLOGY Exercise Overview Add a direct hire Duration 30 minutes Scenario In this exercise you will hire a temporary employee into your department using the hire form provided Make sure you document the employee id on the hire form because w
61. e will use the employee again during the training session Notes comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 54 ENTERPRISE TECHNOLOGY Applicant Hire comet cl S ENTERPRISE TECHNOLOGY Data for an applicant is sent over to HRIS from TeamMinneapolis NeoGov Information transferred includes e Personal data displayed on the Personal Information pages e Primary position information defaults into the Job pages e Job Opening status is set to closed HRTS Administration works with Strategic Workforce Solutions to ensure that applicant employee data is processed correctly If you need assistance with this process contact HRTS Administration for assistance 4 Minneapolis 55 City of Lakes Position Management Position Management comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Human Resources along with Finance and Property Services took an in depth look at position management in order to see how we could manage and maintain accurate information After much discussion the following decisions were made that will have an impact on how position management will be used in the new 9 2 COMET System Partial position management will continue to be the standard all regular employees should be in a position This allows Central HR and the Budget Office to monitor the actual and budgeted FTE s for permanent budgeted positions Temporary employees will not be in positions except in special
62. ective Date 12252014 E HE Effective Sequence O faction Pay Rate Change v HR Status Active Reason Longevity Fay v Payroll Status Active jicator Primary Job p Current ao Position Number 00000502 Q Police Sergeant C Cisse Posies Dae Position Entry Date 06 23 2014 Position Management Record Regulatory Region USA United States Company MPL City of Minneapolis Business Unit MPLMN Minneapolis MN Department 4000000 POLICE DEPARTMENT Department Entry Date 05 14 2008 Location C4000 Police Establishment ID MPLS ja City of Minneapolis Date Created 12 28 2014 Last Updated Oprid OneNightPay Last Start Date 04 22 2002 Last Updated Date 12 28 2014 12 31 02AM Expected Job End Date E3 Employment Data Earnings Distribution Benefits Program Participation Classification Hours menses Se ee auas Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Enter the Effective Date Select Assignment End action Select the appropriate Reason End Additional Assignment Click Save 4 Minneapolis 72 City of Lakes Leave of Absence Overview comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY If a leave is not entered HRIS Admin time is spent tracking down the status and what benefits are paid The City may be out of compliance with Federal Law which can result in fines Departments can incur unneeded expenses which are changed back to their operating budgets for City paid
63. eir entitled benefits Job changes and updates must be entered when e An employee moves from one position or job to another e position or job characteristic changes e A change of pay or job earnings distribution occurs Job Change Actions in COMET include e Rehires e Promotions e Demotions e Transfers e Reclassifications e Temporary Assignment to Different Jobs details e Concurrent Jobs additional part time jobs or occasional duties e Pay Rate Changes e Job Earnings Distribution Changes e Pay Group Changes Future NEOGOV functionality It is important to remember that a Job Change Action triggers changes throughout the system including HR Payroll Benefits Administration and Time and Labor Processing When a change is entered that involves a job code or position much of the appropriate data defaults into the employee record However all of the defaulted data should be verified on the job data pages Pay particular attention to the Compensation Page regarding the pay step and hourly rates Job Change Actions are generally reported using the Employee Job Change Form or the Recommendation for Discharge Suspension or Involuntary Demotion Form 4 Minneapolis 63 City of Lakes Additional Assignment Processing Steps Periodically employees are temporarily assigned to work in job titles different from their regular jobs An Additional Assignment can be a concurrent job detail restricted work d
64. eports or create new ones You can extract the precise information that you are looking in COMET without writing programming statements The queries that you write can be as simple or as complex as necessary they can be one time queries or queries that you use repeatedly Notes comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 4 Minneapolis 103 City of Lakes Reports Running HRIS Field Representatives have the ability to run predefined reports within Reports COMET HRIS Field Representatives are able to view reports online before deciding to print the report or export data Searches can be performed on the report when attempting to find specific employee or Departmental Information Navigate to a report in this example the Workforce Job Summary Report is executed 1 To access this report select Main Menu gt Workforce Administration gt Workforce Reports gt Quick Analytics gt Headcount Movement 2 The Headcount Movement report appears Filters can be applied to control information displayed on the report e 7 7 Filters Reports To All vi HR Status All vi Supervisor All vi Jobcode All vi Position All v Department All vi Location All vi Headcount Movement 5 000 4 000 3 000 Count 2 000 1 000 Additional Job Demotion Hire Layoff Paid Leave of Ab Promotion Recall from Susp Rehire Retirement R
65. ergency Contact Find View All First 9 2 of 3 E Last Contact Name Relationship to Employee Other Primary Contact Other Phone Numbers for Emergency Contact Find View All First 1 of 1 M Last Phone Type RE Phone JE Gi Save Renum to Search E Nouty Contact Address Phone Other Phone Numbers 5 Click Save comet Minneapolis CITY OF MINNEAPOLIS 90 City of Lakes ENTERPRISE TECHNOLOGY Driver s Navigate to the Modify a Person Page Click the following menu path License Main Menu gt Workforce Administration gt Biographical gt Driver s License Data La Driver s License Data Person ID 102859 Drivers License Find View Al First Ml 1 of 1 El Last i G Driver s License Nbr Driver s License Information Find View Al First Ml 1 of 1 El Last Effective Date 08 28 2015 3 ElLicense Suspended Country USA Q united States OTE Issue Location Issuing Authority Valid from amp gt Valid To E Number of Violations 0 Number of Points 0 Comment EJ Find View All First l 1 of 1 E Last Aas Update Dsplsy Enter the Driver s License Nbr Enter the Country and State lf available enter the Valid from and Valid to dates Select the appropriate License Type SSN Click Save comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 91 ENTERPRISE TECHNOLOGY comet cl S ENTERPRISE TECHNOLOGY A responsib
66. ervisors and or Managers You may direct them to the Worklist Job Aid that is available of CityTalk under the HRIS Information Center page for detailed instructions To navigate to the Worklist select Main Menu gt Worklist gt Worklist Details e 4 comet Minneapolis 25 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Summary Exercise Overview Duration Scenario comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY e Landing Page or the Home Page pages is the gateway to information resources and services for a defined audience and a defined business purpose The COMET Home Page is the landing page all users when they log into the COMET System e Work Centers are a collection of business processes to perform a task Work Centers are assigned on a role by role basis Work Centers are identified by the folders on the COMET Home Page e Employee Self Service Portal is the location where employees can update their personal information address change emergency contacts etc and other qualifications e Management Center Portal is a collection of business processes for Department Managers and Supervisors City Leadership and HR Generalists e The Worklist is a COMET to do list for an HR event that requires attention This activity allows you to practice the following e Logging into COMET e Exploring the Work Center e Search Options e Adding Accessing a Favorites 20 minutes
67. es CITY OF MINNEAPOLIS 84 ENTERPRISE TECHNOLOGY CHAPTER 6 PERSONAL DATA Objective At the end of this chapter participants will be able to e Enter and maintain Personal Data for employees Key Terms Personal Data e Personal employee information that is maintained as personal data in COMET Overview A responsibility of the HRIS Field Representative is to maintain personal data for employees This includes the following information e Name e Address e Driver s License e Emergency Contacts Notes comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 85 ENTERPRISE TECHNOLOGY Personal Data Personal Information Changes Name Change af ll h comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY A responsibility of the HRIS Field Representative is to maintain personal data for employees This includes the following information e Name e Address e Driver s License e Emergency Contacts Employees do have the ability to update personal data and emergency contacts online However they may also contact the HRIS Field Representative to update their information in the system Changing an employee s name is performed on the Modify a Person Page Navigate to the Modify a Person Page Click the following menu path Main Menu gt Workforce Administration gt Personal Information gt Modify a Person ils Contact Information Person ID 103659 Find View All First
68. es critical to City Operations during a crisis disaster Run to create either a Department wide or City wide list of Key Employees Identification of when an employee may be eligible for a step increase compare Salary Step vs Entry Date Identification of when an employee performance appraisal is due by looking at Entry Date if reviews are conducted on anniversary date Use during time of hiring freezes and budget cuts to identify positions that may need to be frozen eliminated or reallocated within the organization Identification of changes i e employees job classifications FTEs etc in the workforce by comparing reports run for different points in time HR Field Rep security access may be limited to one Department See the Management Reports User Manual for additional instructions on executing reports 4 Minneapolis 108 City of Lakes Queries Running Queries comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY HRIS Field Representatives have the ability to run queries within COMET Query searches can be performed when attempting to find specific employee or Departmental Information A variety of queries are available in COMET that HRIS Field Representatives can execute to gather specific data for the Department Click to the Query View page from the Management Center page Main Menu gt Reporting Tools gt Query gt Query Viewer Query Extract information using visual representations of your PS d
69. ess Detail i Hennepin Personalize Find View An First El 1 2 of 2 El Last Phone Type Telephone Extension Preferred Business v 812918 9472 oO 3E Main v 612 801 9171 HE Email Addresses Personalize Find View All HB First El 1 of 1 El Last Email Type Email Address Preferred Business v First Mt of 1 El Last Personalize Find View All 2 Biographical Details Contact Information Regional Click Save 4 Minneapolis 89 City of Lakes Emergency Contact 1 Navigate to the Modify a Person Page Click the following menu path Main Menu gt Workforce Administration gt Personal Information gt Personal Relationships gt Emergency Contact 2 To add an emergency contact click the Add a Row button sign The Primary Contact checkbox must be selected for at least one individual A amp ontaetaddressiehonel Other Prone Numbers Emergency Contact Find View AN First Mil 1 of 1 E Last G or USA Q United States Address E save Return to searen E nosit 3 To edit an emergency contact make the desired changes to name relationship address or phone If the box for Same Address as Employee is selected the address and or phone details will automatically default from the employee s personal data record 4 Click the Other Phone Numbers Tab Add Edit any phone details Person ID 103659 Em
70. etail or workforce utilization detail 1 Navigate to Workforce Administration gt Job Information gt Add Additional Assignment Workforce Administration Personal Information Job Information Contract Administration Temporary Assignments French Public Sector Jobs Employment Categorization ITA Review Job Information Reports Job Data Job History M Review Staffing Assignments Add Employment Instance Add Contingent Worker Instan ce Other Payee O Add Additional Assignment 2 The Assign Additional Job search page appears Enter the appropriate search criteria for the employee Assign Additional Job Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing value Search Criteria Empl ID begins with v Name begins with v Last Name begins with Second Last Name begins with Alternate Character Name begins with v Middle Name begins with Case Sensitive search oiear pasic Search B Save Search Criteria comet CITY OF MINNEAPOLIS 64 ENTERPRISE TECHNOLOGY 4 Minneapolis City of Lakes comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY The Add Additional Assignment page appears for the selected employee Review the Assignments if there is an inactive employee record greater than zero go to Job Data and re use the inactive record instead of adding another ass
71. etirement with Pay Return from Leave Short Term Disab Suspension Termination Transfer In Transfer Out Unpaid Leave of Job Action ik E 3 Bar Charts Line Charts Pie Charts and Horizontal Bar Charts can be displayed 4 comet Minneapolis 104 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Employee The employee listing report is designed to assist users in retrieving a variety of public employee information from COMET allowing users to complete customized analysis and complete various reports based on specific needs or requests Human Resources is hopeful that this report will also decrease the demand for routine requests for information and reduce the number of customized queries that have to be built to respond to requests for information The individual running the reports will have the ability to select up to 30 fields as described below Listing Report Some of the fields that can be selected when running the employee listing report can be used to generate information that was previously provided as part of the Workforce Planning Process For example selecting Original Hire Date and Job Entry Date permits the user to determine the tenure of an individual employee and the average tenure of a group of employees The user can also determine the amount of experience a specific occupational grouping has which can show where additional training may be needed or where job enrichment coul
72. for Department Managers Supervisors City Leadership and HR Generalists Worklist e A COMET to do list for an HR event that requires attention Overview Navigation and the look and feel of the new COMET System PeopleSoft 9 2 is different from the former system This section will discuss how to login explain the difference between the different portal pages describe the layout of Work Centers and explain how the features of the Worklist will function 4 comet Minneapolis 15 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Navigation Navigation of COMET is similar to other internet applications The system provides the HRIS ability to save frequently accessed pages to a Favorites list and includes an enhanced worklist functionality This course assumes that you have some knowledge of the COMET system This chapter will cover the following topics e Accessing COMET e Navigation Functionality o COMET Pages o Menu Navigation o Work Center Navigation o Search Functionality e Save Pages as Favorites e Worklist Functionality 4 comet Minneapolis 16 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Logging into The first step is to log into COMET from the CityTalk website COMET from 1 Access City Talk through a web browser http citytalk CityTalk 2 Click the COMET link from the CityTalk homepage ITYS WEBSITE COMET talk News and information for City of Min
73. gram participants such as through METP Election Judges and contract employees if paid through the payroll system Other Independent Boards amp Agencies May be used in whatever way the board or agency finds useful or not used at all EMPLOYMENT STATUS GUIDE doc 118 HRIS Field Representatives Training A 4 HRIS Field Formats Do this to enter NAMES Type Last Name comma no space First Name space Full Middle Name or Middle Initial if Middle Name is Unknown DO NOT USE PERIODS AFTER INITIALS or JR SR Etc INSTEAD type Jr or Sr NOT Jr or Sr Place Jr Sr III etc as follows Lastname space Jr Firstname space Middle Name SOCIAL SECURITY NUMBERS National ID in PeopleSoft 7 5 Type 476536789 or Type 476 53 6789 or 476 53 6789 and TAB out of field TELEPHONE NUMBERS Type 6127895376 or Type 612 789 5376 or Type 612 789 5376 and TAB out of field NOTE Always include Area Codes DATES Type 5 26 87 or Type 052687 or Type 5 26 87 DO NOT type 52687 need 6 or 8 characters Y2K Note If you type two digits for year greater than 50 system assumes 1900 s e g 05 26 87 If you type two digits for the year that are less than 51 the system assumes 2000 s e g 05 26 37 ADDRESS If there s an apartment or suite number Type Apt or Suite No in Address1 Type house number and street in Address 2 If no apartment or suite number Type house number and street in Address 1 NO
74. has been imposed and whether the employee is represented by a labor organization Review the HRIS Key Terminology section to understand terms used in the COMET System 4 Minneapolis 13 City of Lakes Exercise Questions e Which state statute governs how employee data is classified e What is the HRIS Field Representative s responsibility in managing data privacy issues e List five examples of City employee public data information e What is the key difference between a direct hire and an applicant hire comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 14 ENTERPRISE TECHNOLOGY CHAPTER 2 NAVIGATION Objective At the end of this chapter participants will be able to e Login to the COMET System e Explain the different COMET Pages e Setup a Worklist and Favorites Key Terms Landing Page e This is the home page that is displayed for HRIS Field Representatives when they log into the COMET HR System Work Centers e A collection of business processes to perform a task Work Centers are assigned on a role by role basis Work Centers are identified by the folders on the COMET Home Page Employee Self Service Portal e A collection of business process that City employees can perform Employees can update their personal information address change emergency contacts etc and other qualifications using the Employee Self Service page Management Center Portal e Acollection of business processes
75. icipation Classification Hours Enter the Earnings Distribution funding string K Search Options amp Combination Codes Speed Types L r Task ProjectGrant Activity ID Resource Type Resource Category Resource Sub Category ja a ja ja Ja I ja Q Click the Employment Data link 4 Minneapolis 70 City of Lakes 28 record is saved Employment Information Clsssificston Hours Employee Organizational Instance 7 Organizational Instance Red 0 Last Start Date 04 22 2002 Termination Date Org Instance Service Date 04 22 2002 Organizational Assignment Data 7 Additional Assignment Record Last Assignment Start Date Assignment End Date Home Host Classification Home Company Seniority Date Benefits Service Date Seniority Pay Calc Date Probation Date Professional Experience Date Business Title gt Husa Job Data Employment Data ok cance Apoy impl yment Information Classification Hours 29 Empl ID 103659 Empl Record 1 Original Start Date 04 22 2002 First Start Date 04 22 2002 The Professional Experience and Leave Accrual dates will default when the C Override Years Months Days TJ Override v g 2 First Assignment Start 17 Years Months Days Time Data El override v o o o El Override v o 0 0 E Override o o o Leave Accrual Date Verification Date a i Position Phone Earnings Distribution Benefits Program Participation Classification Hours Clic
76. ignment Add Additional Assignment Person ID 103659 Organizational Instance Find View All First El 1 of 1 ll Last Organizational Relationship Employee Organizational Instance 0 HR Status Active Next Empl Rcd 1_ Pay Status Active Effective Date 12 26 2014 Business Unit MPLMN Minneapolis MN Department 4000000 POLICE DEPARTMENT Company MpL City of Minneapolis st Start 04 22 2002 Assignments G Personalize Find 3 First 4 of 1 M Last Empl Record HR Effective Date Business Unit Department Home Host 0 Active 12 26 2014 MPLMN 4000000 Home Note The system will not allow you to add multiple employee records when the employee has an inactive record s If no active record is available click the Create Assignment button 4 Minneapolis 65 City of Lakes 5 The Add Concurrent Job pop up screen appears on Job Labor Payron Salary Pian Compensation Classification Hours Empl ID 102659 Employee Empl Record 1 Enter the Effective Find First Milt of 1 E Last nm Wark Location 7 Effective Date 07 09 2015 Effective Sequence 0 Action Additional Job HR Status Active Reason Payroll Status Active Job Indicator Secondary Job Position Number Q DVETAE cation ata Position Entry Date B Regulatory Region USA Company Business Unit MFLMN Establishment ID ox Lene ay Work Location Job Information Job Labor Payroll Sal
77. ility of the HRIS Field Representative is to maintain personal data for employees This includes the following information e Name e Address e Drivers License e Emergency Contacts Employees do have the ability to update personal data and emergency contacts online However they may also contact the HRIS Field Representative to update their information in the system 4 Minneapolis 92 City of Lakes CHAPTER 7 DATA CHANGES Objective At the end of this chapter participants will be able to e Process Data Change Actions for Employee Job Information Key Terms Data Change e Actions used to change individual characteristics of an employee s job information in COMET based on information contained on the Employee Job Change Form Overview Data Change Actions are used to change individual characteristics of an employee s job information in COMET Many of the Data Changes require changes in more than one field This section will cover the following Data Change Actions 1 Earnings Distribution Full Part Intermittent Change Location Code Change Pay Group Change Regular Temporary Seasonal Change aPN Notes comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 93 ENTERPRISE TECHNOLOGY Data Changes Data Change Data Change Actions are used to change individual characteristics of an employee s job information in COMET The most common mistake that HRIS Field Representatives make with this type
78. in this process be a Direct Hire sure to select Add a Person 1 Navigate to Workforce Administration gt Personal Information gt Biographical gt Add a Person Workforce Administration 7 Personal roen r a Person Additional Names Search by National ID 2 Click the Add the Person link the following page appears Add a Person Person ID NEW G Search for Matching Persons function does not work due to Department level security 4 comet Minneapolis 34 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Click the Add a Person button The Biographical Details page appears Person ID NEW Find View Al First Ml 1 of 1 Wl Last Name Effective Date 08 15 2015 ED 4 j Format Type English v G Display Name Biographic Information Date of Birth lB vears o Months 0 Status Expiration Date Citizenship Status Citzen of USA Find View Al First Milt of 1 Ml Last Biographical History Effective Date 08 15 2015 EN Gender Unknown v Highest Education Level A Not Indicated Marital Status Unknown v s of Language Code v Alternate ID ee E Full Time Student 7 National ID Personalize Find View All 28 First El 4 of 1 E Last Country National ID Type National ID Primary ID USA Q Social Security Number MEN HE Eske E Biographical Details Cont
79. intments see code Q ae Employees certified through Central HR Civil Service staffing process for City amp Park Jobs Employees who are not certified but are hired on long term projects funded by grants and given benefits as if they were regular permanent Call Central HR HRIS for assistance if you feel this code is appropriate pected Job End Date Temporary employees hired into Certified Job Codes of the City and Park except Park Board Code 8 employees which would be code U Excludes Outside Trades workers pected Job End Date Political Appointed support staff such as administrative support for Appointment Mayor and City Council Members Grant Employee Outside Trades workers whose Health amp Welfare is paid Casual to the union hall by the respective salary authority City Park and MBC Election Judges METP Summer Youth and related work programs Temporary Park Board Summer Teen Workers Requires an Expected Job End Date Includes Student Interns one year limit and also Used for City and Park temporary employees who are not in any of the other categories Examples include Elected ad Officials Police Department Medical Support Team Unelesslnice members and Park Board Code 8 employees requires an Expected Job End Date ae ADDITIONAL RECORD CODES Record Numbers Greater Classified than Zero eee er e TO USE FOR ADDITIONAL ASSIGNMENTS OR Description code APPROPRIATE JOB CHANGE ACTIONS Reg
80. isplay is dependent on your role within the organization Menu co v E Export Org Chart Search Export Profile Org Chart to MS Excel Visio My Favorites gt Self Service b Manaa SOSER Job Information Recruiting Maintain information about a person tied to a specific job record gt Workforce Administration EE Job Data gt Benefits EE Job History M Compensation E Review Staffing Assignments gt Stock 63 More gt Time and Labor gt Payroll for North America Global Payroll amp Absence Mgmt Labor Administration Payroll Interface Administer workforce agreements layoffs recalls and disciplinary actions Workforce Development Union Workforce Mgmt Center Organizational Development E Wage Progression E Layoffs and Recalls 8 More gt Administer Training gt Workforce Monitoring The various search options allow you to use a method that is most familiar to you 1 Menu Navigation is a hierarchy of folders that expand and collapse 2 Work Centers provide an alternative navigation option that displays the same results as the Menu Inside each work centers are links that take you directly to the pages you need to access 3 The Search functionality will find a specific transaction page and display the associated path Additional access requires a completed HRIS Security Form that has been approved by your Supervisor and the HR Generalist for your department The form is located on CityTalk under
81. k OK to save the record You will be returned to the Additional Assignment page Refresh the data to verify the additional assignment has been added End Additional Assignment 1 Navigate to Workforce Administration gt Job Information gt Job Data Workforce Administration Personal Information Job Information Contract Administration Temporary Assignments French Public Sector Jobs Employment Categorization ITA Review Job Information Reports comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 71 4 Minneapolis City of Lakes A D Ul e comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY The Assign Additional Job search page appears Enter the appropriate search criteria for the employee Assign Additional Job Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing vatue 7 Search Criteria Empl ID begins with v Name begins with o Last Name begins with v 2 Second Last Name begins with v Alternate Character Name begins with v Middle Name begins with v Case Sensitive search oiear pasic Search J Save Search Criteria Click Insert a Row button sign Job Information Job Labor Payroll Salary Pian Compensation Classification Hours Empl ID 102858 Employee Empl Record 0 Wark Location 2 Find First Mil 1 of 1 E Last Eff
82. lary 4 Salary Range 5 Terms and conditions of employment relationship 6 Contract fees 7 Actual gross pension 8 The value and nature of employer paid fringe benefits 9 The basis for and the amount of any added remuneration including expense reimbursement in addition to salary 10 Job title 11 Bargaining unit 12 Job description 13 Education 14 Training background 15 Previous work experience 16 Date of first and last employment 17 Work Location 18 Work Telephone Number 19 Badge Number 20 Work related continuing Education 21 Honors and awards received 22 Payroll Timesheets or other comparable data used only to account for employee s work time for payroll purposes except to the extent that the release of timesheet data would reveal the employee s reasons for the use of sick or other medical leave or other non public data 4 Minneapolis 9 City of Lakes Data Privacy comet cl S ENTERPRISE TECHNOLOGY Private Data on Employees Except for items 1 22 listed above all other data on employees is Private Data and may not be disseminated to the public To determine if data regarding a discipline matter is public or private you must first ascertain whether Final Disposition has been imposed and whether the employee is represented by a labor organization If the employee is not represented by a labor organization Final Disposition occurs
83. list EMPLOYEE MAINTENANCE CHECKLIST Verify effective date Regular hire should be in a position Temporary hire should not be in a position Verify department data is correct Verify job code and job entry date are the same for rehire Verify Regular Temporary status matches the hire rehire action Verify that the correct Classified Indicator was selected e Verify that the Standard Hours match the Full time Part time selection e Verify that Standard Hours for an additional assignment equal zero e Verify that the correct Pay Group and Employee Type are correct e Verify that a step has been entered for the employee and the Default Compensation has been clicked e Verify that the Professional Experience and Leave Accrual Dates have been changed for a rehire should match the rehire date EMPLOYEE MAINTENANCE CHEC 116 HRIS Field Representatives Training A 3 Employee Status Guide Employment Class Empl Class C Certified Classified City and Park ONLY Used for all employees hired through the Central HR Staffing Process who are Classified and Certified Civil Service It is also includes MERF employees who have Civil Service Classified Status Other Independent Boards amp Agencies Should not be used A Appointed City and Park Used for employees currently considered appointed and not in a certified job code and who are not Charter Department Heads Other Independent Boards amp Agencies May be used
84. lude names that only have a portion of the Last Name For example the search result of Frank could return Franklin as a search result This occurs because COMET is searching through names in the First Name Last Name format 4 Minneapolis 30 City of Lakes Field Format When searching for employee data in the COMET system the format of how the data must be entered can impact the results returned from a search as explained in the previous section Name Formats It is important to know how to enter search criteria based on the COMET field format comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Enter LName FName Middle Name or Middle Initial Johnson Lynn Carol Seth Rogers Mary Lou Do not use periods after initials or suffix Enter Jr or Sr not Jr or Sr Rahborn Sr Jack R Peterson Jr Mike Williams Ill Frederick Enter 476536789 or 476 53 6789 or 476 53 6789 476 53 6789 Enter 6127895376 or 612 789 5376 or 612 789 5376 612 789 5376 Enter 052687 or 5 26 87 or 5 26 87 05 26 1987 YY greater than 50 1900 s displayed 05 26 87 en YY less than 50 2000 s 05 26 2037 displayed 05 26 37 Apartment or Suite Number Type Apt or Suite No in Address 1 Type house number and street in Address 2 Address 1 Apt 1 Address 2 1718 E Southampton St No Apartment or Suite Number Type house number and street in Address 1 A
85. ludes all employees defined as temporary in the Civil Service Rules including certified temporary employees permit employees outside trades and any other employees who are working only temporarily Other Independent Boards amp Agencies This code is used for temporary employees of the board or agency however that may be defined Seasonal Code City Council Departments This code is used for those employees who are currently categorized as Seasonal by collective bargaining agreement or Civil Service Rules most of whom work in Public Works For City Council departments this code has significant impacts for Benefits and Payroll Park This code may be used according to the business needs of the Park for uncertified employees Other Independent Boards amp Agencies This code may be used in whatever way the independent board or agency finds useful ACA Seasonal Code ACA Seasonal status is used to identify those jobs for which we are not required to offer immediate health care coverage To date the following City jobs have been identified as ACA seasonal These jobs positions start at the same time each year or election year and have an expected duration of six months or less Job Code Job Title C03810 Election Judge C C03820 Student Election Judge C9075C Seasonal Environ Health Tech C C09490 Urban Scholar Intern Graduate C C09495 Urban Scholar Intern Unde
86. matically creates a copy of the last record and defaults the Current Date into the Effective Date field Most of the time the current date is not the date of the actual action and you will need to enter type the real effective date Exception Pay Employees Exception employees are all of the exempt and some non exempt employees who will be paid based on the standard hours on their job records NOTE Some exception employees who have additional jobs details and concurrent jobs will have to be changed to hourly for correct time entry Include History Update Display and Update Display All If you do not Include History when you look at a record you are using the Update Display option which only provides you a view of an employee s current data We suggest that you always choose Include History because this option allows you to look at historical data as well as current data which you may need to access in order to do your work Positive Pay Employees Positive pay employees are hourly employees whose daily time must be keyed into timesheets Most of the time these employees are hourly non exempt employees But they can also be exception employees who have additional jobs with employee records greater than 0 Salaried COMET tracks and treats salaried employees differently Salaried employees receive 1 26tth of their stated compensation each pay period regardless of the number of hours reported Payroll representatives
87. mpensation has been clicked Verify that the Professional Experience and Leave Accrual Dates have been changed for a rehire should match the rehire date 4 Minneapolis 82 City of Lakes Job Change Actions that are entered by the HRIS Field Summary Representative Additional Assignment Data Change Leave of Absence Pay Rate Change Return from Leave of Absence Suspension Termination Transfer within Department Job Change Actions that are entered by HRTS Administration Support comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Job Reclassifications Position Changes Hires if the HRIS Field Representative receives a message that the National ID Social Security Number already exists in the system and or the HRIS Field Representative cannot access the record because of COMET Security Rehires except when rehiring into the same job code or position in the same Department position and or job code Pay Rate Change Step increases for City Appointed employees and Charter Department Heads Pay Rate Changes related to Collective Bargaining Agreements and Council or Board actions for groups of employees Some Job Change actions that result in a need for changes in Dates and Hours See form Request for Hours or Date Adjustment and send to HRTS Support for evaluation and entry 4 Minneapolis 83 City of Lakes This page has been intentionally left blank comet Minneapolis City of Lak
88. n Job Labor Payroll Salary Plan Compensation Classification Hours Click the Save button Sign and date the form where it says Entered into HRIS by Make sure a copy is placed in the employee s department file 4 Minneapolis 98 City of Lakes Pay Group Code Changes Notes Regular Temporary Seasonal Change 1 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Here are some points to remember for Pay Group Changes The Pay Group must be changed if the employee promotes from an Hourly non exempt to a Salaried exempt job The Pay Group on the permanent record 0 must be changed to a Positive when a Salaried employee is placed on an Additional Assignment When an Additional Assignment ends for a Salaried employee their Pay Group should be updated to Exception on their permanent job record 0 Temporary employees should always be Positive Pay hourly employees Regular Temporary Seasonal Change is a Data Change Action used to change an employee s Regular Temporary or Seasonal status You will only be able to make this change for temporary employees Contact HRIS Administrative if the Regular Temporary status needs to be changed for a regular employee Navigate to the Job Data page Click the following menu path Main Menu gt Workforce Administration gt Job Information gt Job Data Job Data Enter any information you have and click Search Leave fields blank
89. nd First l 1 of 1 El Last Percent of Distribution 100 000 Edit ChartFiekis Benefits Program Participation Classification Hours 4 Minneapolis City of Lakes 51 The Employment Information page appears Employment information J lt 2 a127 Hows Travis Smith Empl ID 022024 Employee Empl Record 0 Organizational Instance Red 0 Original Start Date 06 05 1995 RJ El Override Last Start Date 05 21 2003 First Start Date 09 21 2003 Termination Date Years Months Days Org Instance Service Date 09 21 2003 El Override 11 8 26 Qrganizational Assignment Data 7 Instance Record Last Assignment Start Date 09 21 2003 First Assignment Start 05 21 2003 Assignment End Date Home Host Classification Home Years Months Days Time Reporter Data Company Seniority Date 03 21 2003 El Override v n 8 28 Benefits Service Date 03 21 2002 El Override v n 8 28 Seniority Pay Cale Date 05 21 2002 El overri v n 8 2 Probation Date Leave Accrual Date 06 05 1595 R9 Professional Experience Date 08 05 1935 R st Verification Date G Business Title Position Phone usa O Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours E Previous in ist ESS jlnssitston Employment Information Classification Hours If this is a rehire change the Professional Experience Date to match the effective date of the rehire e VERY IMPORTANT This date must be changed for rehires so they will not earn longevity pay
90. neapolis employees 3 Enter your User Id Employee ID and Password comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY gr Y HR Finance Forgot your Forgot your HR password Finance password HR 4 Click the HR button fa comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 1 7 ENTERPRISE TECHNOLOGY COMET Password COMET Pages Landing Page comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY When logging into COMET for the first time existing users will enter their former HRIS system login ID for the login and password New employees will login to COMET using their Employee ID and last four digists of their SSN Users will be required to change their password upon logging into COMET for the first time If you forget your password a link is provided 99 0ur password tg allow employees the opportunity to enter hints and reset their password without contacting the IT Service Center or HRTS Administration The Landing Page or Home Page is the gateway to information resources and services for a defined audience and a defined business purpose The role within one s organization determines the security access to each process on the landing page Additional access requires a completed HRIS security form which is located on CityTalk in the Forms directory Most data in COMET is private and or confidential HRTS Administration reserves the right to provide access to the d
91. nsation Classification Hours Empl ID 102659 Employee Empl Record 0 Wak Find First E 1 of 2 P Last ive Date PS2872015 8 DE ive Sequence 0 Action Pay Rate Change X HR Status Active Reason Collective Bargain Agreement v Payroll Status Active dicator Primary Job v Position Number 00007903 S Program Specialist Sr Cmnty C i Position Entry Date 12 03 2012 O Position Management Record Regulatory Region USA United States Company MPL City of Minneapolis Business Unit MPLMN Minneapolis MN Department 8450000 Neighborhood and Community Rel Department Entry Date 12 03 2012 Location C8452 NCR Admin Establishment ID MPLS a City of Minneapolis Date Created 08 28 2015 Last Updated Oprid 061642 Last Start Date 0825 2001 Last Updated Date 01 07 2015 9 21 58AM Expected Job End Date c Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours f l Save 4 Retum to Search Notify Refresh opena A Include History 7 Correct History Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours 5 Enter the date the changes goes into effect in the Effective Date field 6 Select Data Change for the Action 7 Select Location Code Change for the Reason 8 Click the Earnings Distribution link at the bottom of the page and enter the new Earnings Distribution codes on the Earnings Distribution field 9 Sign and date the form where it says Entered into HRI
92. nsation Classification Hours Emp I Employee Emp Recor Salary Plan 2 Find View Al First Mil 1 of 1 Ml Last Effective Date 07 08 2015 ES Effective Sequence 0 Action Additional Job HR Status Active Reason Payroll Status Active Job Indicator Secondary Job Current O Salary Admin Plan Grade Grade Entry Date HET Step A Step Entry Date a Includes V ogression Rule Job Data Empl yment Data Eamings Distribution Benefits Program Participation Classification Hours 06 Jens Aoety Reres Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours For City Only Calculate the step closest to the 5 of pay on permanent record using base hourly rate Non represented employee s step is set at 4 Be sure to check the union contract for the correct percent of increase 21 Click the Compensation tab 22 Click Default Pay Components Add Concurrent Job enc sation Jv nfomaten Jen Late Favor s Pon fiGammensstenil cesarean How Empl ID 103659 Employee Empl Record 1 Compensation 7 Find First fl 1 of 1 E Last Effective Date 07 09 2015 renn Effective Sequence 0 Action Additional Job HR Status Active Reason Payroll Status Active Job Indicator Secondary Job Current 0 Compensation Rate 0 000005 Frequency HIQ Houriy D Comparative Information 2 D Pay Rates 2 Pay Components Find 2 First W 1 of 1 El Last Amounts Controls Changes Conversion F Rate Code
93. of action is forgetting to change the information on the pages after entering the action action reason Many of the Data Changes require changes in more than one field for example Part Time to Full Time both Full Part and the Standard Hours field need to be changed This section will cover the following Data Change Actions 1 Earnings Distribution Full Part Intermittent Change Location Code Change Pay Group Change Regular Temporary Seasonal Change ok ON Location Code Location Code Change is a Data Change Action used to change an comet cl S ENTERPRISE TECHNOLOGY employee s Location Code division Navigate to the Job Data page Click the following menu path Main Menu gt Workforce Administration gt Job Information gt Job Data Job Data Enter any information you have and click Search Leave fields blank for a list of all values Y Search Criteria Empl ID begins with v Empl Record v Name begins with v Last Name begins with v Second Last Name begins with v Alternate Character Name begins with w Middle Name begins with w GJ History El Correct History E Case Sensitive Search Ciear 3 ic Search 2 Save Search Criteria Enter an Empl ID or Empl Record Click the Search button 4 Minneapolis 94 City of Lakes 4 The Work Location page displays Insert a row using the sign GWetkieeations Job information Job Laber Payrot Salary Pian Compe
94. on Classification Hours Step Increase change Step Entry Date to effective date of new step 10 For Independent Boards that do not use Steps enter the hourly compensation rate You must click Calculate Compensation 11 Click the Compensation tab 12 Click Default Pay Components Work Location Job Information Job Labor Empl ID 102853 Empl Record 0 Employee Compensation Effective Date 12 26 2014 Effective Sequence 0 HR Status Active Payroll Status Active Compensation Rate D Comparative Information 7 Pay Rates 7 38 0610005 Pay Components 5 Amounts Rate Code seg Comp Rate 1 LNGCPO g Defsuit Pay Components Currency 0 541000 USD 2inanrYy iQ ad Calculate Compensstion Job Data Employment Data Earnings Distribution Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Optional Maximize the Comparative View Information and Pay Rates to 13 37 520000 USD Faret See Fen e c sere Find First 1 of 1 E Last Action Pay Rate Change Reason Longevity Pay Job Indicator Primary Job Current o Frequency HQ Hourly Find 2B First E 1 2 of 2 El Last Frequency Percent H JE a fh Ja 4 Benefits Program Participation Classification Hours view new amounts or hourly monthly and annual dollar amounts 14 Click Save comet CITY OF MINNEAPOLIS 77 ENTERPRISE TECHNOLOGY d Minneapoli
95. on Hire Reason Job Indicator Primary Job Current o Full Part Full Time v Officer Code Non Sworn X Shift Rate Shift Factor Work Period W Q Weekly Next Contract Number Job Data Employment Data Earnings Distribution appears Eeim m Benefits Program Participation 30 Enter the Job Code 31 Verify the Reports To field is correct e Enter a Supervisor ID for temporary employees or verify the Reports To data for an appointed and or regular employee e The system requires that one of the two fields be entered e If the Reports To field is incorrect contact your HRIS Admin 32 Select the Regular Temporary status comet Minneapolis CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 42 City of Lakes Notes on Reg Temp Status Codes comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Reg Permanent Code City and Park This code is used for employees considered to be Permanent employees For Certified jobs in the City and Park this includes all employees defined as permanent in the Civil Service Rules This is also used for uncertified employees who are considered permanently employed Other Independent Boards amp Agencies This code is used for permanent employees of the board or agency however that may be defined Temp Temporary Code City and Park This code is used for employees considered to be Temporary employees For Certified jobs in the City and Park this inc
96. osition Management Report Reporting Tools Query IE Query Viewer comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 20 ENTERPRISE TECHNOLOGY COMET Employee Self Service Work Center comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY The COMET Employee Self Service Work Center page is used by City Employees The main functions include e Modifying personal information e Time Reporting e Viewing paychecks and direct deposit settings e Managing Benefits Open Enrollment Employees can update their personal information address change emergency contacts etc and other qualifications using the Employee Self Service page This is also the page that provides access to the online Timesheet Employee Self Service Pages ov Personal Information Reven and Update your personal Information TS Personal information Summary IR Emke Groups Time Reporting Tm Timesnect A Payroll and Compensation Information F View Payoneck TE Voluntary Deductions F Direct Deposit F W 2 Relssue Request Benefits Beneficlary personal information f Heam Care Summary ER Flexible Spending Accounts Te Benems Summary 6 More Change My Password Create a new Password iT Change My Password 4 Minneapolis 21 City of Lakes COMET The main functions of the COMET Management Self Service page include Manager Self Management Reports Manager Notices and Worklist Items The Ser
97. p Salary Grades Some apprentice jobs have more than one set of steps to which an employee may be assigned based on their salary schedule prior to the apprenticeship or to their length of service in the apprentice program In the HRIS additional pay maybe used to handle this as a payroll premium earnings codes e Fire Sworn Rates for Employees moving between 109 2 and 80 hours biweekly When Fire Department Sworn employees move between 24 hour shifts and 8 hour shifts they must be transferred to a different Job Code This is because all rates in the HRIS are expressed as hourly rates e Red lined Frozen Salaries Sometimes an employee s salary is frozen until pay steps in the approved salary schedule catch up to their salary rate This may occur as a result of a reclassification or an agreement with a union These Redlined salaries are indicated by a Step Code between 90 and 99 Employees on redline steps will not receive pay increases until the salary schedule s top step meets or exceeds the redlined rate However there may be a letter of agreement that allows the employee to receive a percentage of the bargaining unit s increase e Governor s Cap Rates Appointed Jobs only State law limits compensation for appointed City employees to a specified percent of the Governor s pay rate Steps 91 94 are used for this purpose Step 91 indicates the person is at Step 1 of the appointed salary schedule but will make less than the
98. pdated By ramssee r nemne reser w Minn eapo lis 56 City of Lakes Management comet cl S ENTERPRISE TECHNOLOGY HRIS Field Representatives will need to work with their respective departments to ensure position data is correct before the job is opened for application it must be correct before the hire and or promotion is sent over to HRIS from TeamMinneapolis This includes but is not limited to the following fields on the position The following is a checklist of items Ensure that the position is vacant or will be vacant by the time of hire Job code job title is correct Full time Part time status is correct Department is correct especially important for Public Works Location code is correct Reports to Position is correct NEOGOV position is correct in HRIS Look for vacant positions Remember Override Position Data will not be available to users in the new HRIS system 4 Minneapolis 57 City of Lakes Combo Codes Combo Codes Project Combo Codes comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY A combination code combo code is a key that defines a combination of ChartFields When processes are run to post transactions to the Finance general ledger the combination code identifies the ChartFields to include on each transaction A valid combination code is a combination of ChartFields that are valid in general ledger New combo codes are generated by Finance project and non
99. phical Details Contact Information Regional Organizational Relationships 19 Enter the Military Status if it is provided 20 Select the Organizational Relationships tab Biographical Details Contact Information Regional Organizational Relationships Person ID NEW Choose Org Relationship to Add E El Contingent Worker E Person of Interest Select Checklist Code v gt EET ser Biographical Details Contact Information Regional Organizational Relationships 21 Click on the Add Relationship button comet a Minneapolis CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 22 The Work Location page appears Select the Reason for Hire e For Appointed Employees select New Hire Regular e For Temporary Employees select Temporary verbosationp Joe Information Job Labor 1 Payroll Salary Plan Compensation Classification Hours Cam TEST Empl ID 122482 Employee Empl Record 0 Wet Location a Find First Wl of 1 E ast Effective Date 08 15 2015 JE Effective Sequence 0 Action Hire HR Status Active Reason v Payroll Status Active Job Indicator Primary Job m Calculate Status agt astaa Position Number Position Entry Date C Position Management Record ulatory Region USA a United States Company a Business Unit MPLMN Q espolis MN Department Q Entry Date 8 Location a stablishment ID a O Date Created 08 15 2015 Last Updated Oprid schetcx0 L
100. project codes and are pushed into HCM as shown in the diagram below Upon clicking a trigger the Custom Process will create Speedtypes for each unique combination in the Custom Speedtype Table v The combinations will be sent over to HCM via the delivered Integration Broker with two custom updates Activities designated on Template will be used to create Speedtypes on the custom Speedtype Table Esso HRIS Field Representatives Timekeepers and any City employee who performs time entry needs to be aware that new combo codes are continuously being created Time entry needs to be entered against the proper combo code Create a Project from Template per Request Naming Conventions e 15 Character PROJECTID Green e 7 Character ACTIVITYID Black e 3 Digit Auto number Blue e Example of a Project Combo Code 680F01090000000BM0100000 1 Notes If the PROJECTID or ACTIVITYID doesn t equal 15 or 7 characters respectively then the rest would 0 fill For the first occurrence a PROJECTID and ACTIVITYID the Autonumber sequence number will be 001 e Where the PROJECTID and ACTIVITYID are the same the Autonumber sequence number will be set to 002 003 004 etc 4 Minneapolis 58 City of Lakes Non Project Non Project Combo Codes Combo Codes e Fund Green Department Black If there is no Project Red dash e If f there is no Task Blue dash or addi
101. ption Pay Employees Exception employees are all of the exempt and some non exempt employees who will be paid based on the standard hours on their job records NOTE Some exception employees who have additional jobs details and concurrent jobs will have to be changed to hourly for correct time entry e Positive Pay Employees Positive pay employees are hourly employees whose daily time must be keyed into timesheets Most of the time these employees are hourly non exempt employees But they can also be exception employees who have additional jobs with employee records greater than 0 e Salaried COMET tracks and treats salaried employees differently Salaried employees receive 1 26tth of their stated compensation each pay period regardless of the number of hours reported Payroll representatives need only key time that is an exception e g sick and vacation Overview This chapter will cover the common maintenance activities with the employee record including e Job Change Actions e Additional Assignments End Additional Assignments e Leave of Absence e Pay Rate Changes e Terminations 4 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 61 ENTERPRISE TECHNOLOGY Employee Maintenance Scope Employee Maintenance Weeks comet TY OF MINNEAPOLIS cl ENTERPRISE TECHNOLOGY Department HR Field Representatives enter hires and other actions and information about employees in their department into
102. r improperly disclosing private personal data includes among other things accessing the data without authorization accessing the data without a job related purpose using or disseminating private personnel data for a purpose other than required by your job assignment or disclosing private personnel data to an individual who does not have an authorization to access the data or who does not have a reasonable need to know As an HRIS Field Representative you are required to read and follow the Data Privacy Guidelines included in this manual Should you have questions about the guidelines the extent of your authority access private personal data or your ability to disclose private personnel data you should immediately contact a supervisor before proceeding 4 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 8 ENTERPRISE TECHNOLOGY Public Data on Employees comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY IMPORTANT Exception ALL personnel data maintained on an undercover law enforcement officer is Private Data City data can be classified as public if the information is available to all employees and all individuals or entities external to the corporation Examples of public data in the for City employees are listed below 1 Name 2 Employee Identification Number which must not be the employee s Social Security Number 3 Actual gross sa
103. rgd C C07500 Step Up Program Intern C C09750 METP Summer Youth 9063 4 Minneapolis 43 City of Lakes Notes on Employment Status 34 Empl Class Class Description Usage Certified Classified City and Park ONLY Used for all employees hired through the Central HR Staffing Process who are Classified and Certified Civil Service It is also includes MERF employees who have Civil Service Classified Status Other Independent Boards amp Agencies Should not be used Appointed City and Park Used for employees currently considered appointed and not in a certified job code and who are not Charter Department Heads Other Independent Boards amp Agencies May be used in whatever way the board or agency finds useful or not used at all if appropriate Charter Department Head City and Park Used only for those positions defined by the State Legislature as Charter Department Heads Other Independent Boards amp Agencies Should not be used Elected City and Park Used only for Mayor and City Council Members Other Independent Boards amp Agencies May be used in whatever way the board or agency finds useful for any elected positions or not used at all if appropriate Outside Trades All Departments Boards amp Agencies This code must be used for all people who are not City employees but are hired through the unions as outside tra
104. rmat will be through e Discussion of Learning Objectives e Discussion of Key Policies and Processes e Discussion of Key Changes and Impacts e Live Demonstrations e In class Exercises e Summary and Review At the end of this course participants will be able to e Explain the CoM s Data Privacy policy e Understand basic HR terminology e Complete basic system navigation e Understand name formats e Explain the hire process e Perform employee maintenance e Understand personal data e Execute reports amp queries 4 Minneapolis 5 City of Lakes System Benefits Reference Materials Course Overview The system benefits of the new version of COMET HRIS PeopleSoft 9 2 include the following e Automated processes improved efficiency and effectiveness improved internal controls in the new version of COMET e Elimination of new hire forms upon completion of all NEOGOV integration phases e Streamlined employee on boarding for network and system access e Improved HR Reporting capabilities Participant Guide Job Aids Role Based Documentation The goal of the HRIS Field Representatives course is to provide training on using PeopleSoft 9 2 to support CoM HR business processes and activities so that HRIS Field Representative can continue to perform their roles in each of their respective Departments comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 4 Minneapolis 6 City of Lakes CHAPTER 1 TERMINOLOGY
105. s City of Lakes Salary Structure Basics A salary structure is a collection of pay rates or pay ranges combined with salary plans and salary grades The following is a list of salary structure basics for City employees 1 Salary tables are maintained by Central Human Resources and HRIS Administration and Support 2 Salary Grades and Steps are effective dated so that historical step rates are maintained in the system 3 Each Job Code is linked to a Salary Plan and a Salary Grade or range which together define a set of Salary Steps The structure allows multiple jobs to have the same Salary Plan Salary Grade and Salary Steps if they are in the same Union Code and have the same step rates 4 All compensation rates are expressed as hourly amounts 5 When the system calculates annual rates it multiplies the hourly rate by 2 080 hours Salary Salary Plan The Salary Plan code is the same as the Union Code with a Structure few exceptions Note Every Job Code is linked to a Union Code even if it Codes is not represented by a Union Salary Grade The range of pay rates in a particular grade representing the minimum to maximum In some cases a job code will have a grade without steps attached such as in agencies that do not have steps people hired can be paid any amount within a certain range Salary Structure Summary Salary Plan Set ID MFLUN satary Administration Pian CFO Juss Police Officers Fed City Defa
106. schetcxd Last Start Date 06 25 2001 Last Updated Date 08 28 2015 11 22 15PM Expected Job End Date Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours ere ABa to semen ELNE 2 atsest ET Upizternepay lacta Aston E Gomeet estere Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Select Data Change for the Action Select Full Part Intermittent Change for the Reason Select the Job Inform oN O Oo The Job Information ation tab to navigate to the Job Information page page appears Select the new Full Part status Messen oo Jeb Labor Faro Saa Plan Gompensaton Gessticaton Hour Employee Job Information 7 Effective Date 06 28 2015 Effective Sequence 0 HR Status Active Payroll Status Active Job Code 08415C Entry Date 12 02 2012 Supervisor Level Emp ID 102659 Empl Record 0 Find First Mil 1 of 2 P Last Action Data Change Reason FullPart Intermittent Time Ch Job Indicator Primary Job History Program Specialist Sr Cmnty C Supervisor ID A Reports To 00007778 Regular Temporary Regular Empl Class Certified Access amp Outreach Mgr APPT C Full Part Full Time Officer Code Non Sworn v Regular Shift Not Applicable Shift Rate Classified Inde Classified Shift Factor Standard Hours 2 Standard Hours 40 00 Work Period W Weekly FTE 1 000000 Contract Number
107. story Effective Dates Address History Address Type Home Address History Find First Ml 1 of 1 Mi Last Effective Date 08 15 2015 Address He Country USA Q C Jin 12 Click on the Add Address Link The Edit Address page appears Edit Address Country United States Address 1 124 Main Address 2 Address 3 City Minneapolis state MN Q minnesota Postal 5415 County ox ene 13 Enter the Address Details er comet Minneapolis TY OF MINNEAPOLI 38 City of Lakes ci S ENTERPRISE TECHNOLOGY 14 Click OK to exit the Edit Address page 15 Click OK to exit the Address History page Empl ID NEW Current Addresses Personalize Find View An amp First E 4 of 1 M vast Address Type As Of Date Status Address Home 08 15 2015 A HE Phone Information Personalize Find View An Hi First W 4 of 1 E tast Type Telsphone Extension Preferred vO a coy mail Addresses Personalize Find View All BE First Wl 4 of 1 V Last Email Type Email Address Preferred j IL fo Instant Message IDs 2 Personalize Find View An 2 First Wl 1 of 1 Mi tast IM Protocol M Domain Network ID Preferred EET SK Pre Era re ie cs 16 Enter the Phone and Email information You may need to update after the City Business e mail account has been created 17 Click on the Regional Tab eraa Dei Goren infemten R ora R ry E usa Ethnic Gro
108. stration Personal Information Job Information Contract Administration Temporary Assignments French Public Sector Jobs Employment Categorization ITA Review Job Information Reports 4 Minneapolis 75 City of Lakes NO ps comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Enter the appropriate search criteria for the employee Assign Additional Job Enter any information you have and click Search Leave fields blank for a list of all values Search Criteria Empl ID beginswith v i Name begins with Last Name begins with v 2 Second Last Name begins with v Alternate Character Name begins with v Middle Name begins with v E Case Sensitive Search cear Basic Search Save Search Criteria Click Insert a Row button sign Job Information Job Labor Payroll Salary Pian Compensation Classification Hours I ID 103859 d 0 Find First Mt of 1 E Last Effective Date 127287 28204 8 L cR HE Effective Sequence O Action Pay Rate Change v HR Status Active Reason Longevity Pay p Payroll Status Active licator Primary Job Current o Position Number 00000502 IQ Police Sergeant C Overide Position Dats Position Entry Date 08 29 2014 Position Management Record Regulatory Region USA United States Company MPL City of Minneapolis Business Unit MPLMN Minneapolis MN Department 4000000 POLICE DEPARTMENT Department Entry Date 05 14
109. t of a reclassification or an agreement with a union These Redlined salaries are indicated by a Step Code between 90 and 99 Employees on redline steps will not receive pay increases until the salary schedule s top step meets or exceeds the redlined rate However there may be a letter of agreement that allows the employee to receive a percentage of the bargaining unit s increase Governor s Cap Rates Appointed Jobs only State law limits compensation for appointed City employees to a specified percent of the Governor s pay rate Steps 91 94 are used for this purpose Step 91 indicates the person is at Step 1 of the appointed salary schedule but will make less than the schedule due to the governor s cap rate Step 92 indicates the person would be at Step 2 of the Salary Scheduled but is paid less due to the governor s cap rate and so on for steps 93 and 94 Minneapolis 79 City of Lakes Terminations Overview Steps 1 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Terminations only apply to employees that are leaving employment with the City HRIS Field Representatives may come across additional assignments where termination was used to end detail and or concurrent job However that no longer applies Navigate to Workforce Administration gt Job Information gt Job Data Workforce Administration Personal Information Job Information Contract Administration Temporary Assignments
110. the COMET system Using approved and authorized forms the HR Field Representatives must complete all pages for e Personal e Job e Employment and Tax Information related to job changes e Personnel actions e COMET information updates Because of the interrelationship between HR Payroll and Benefits aspects of timely and accurate entry of significant information is critical While HRTS Administration and Payroll do audit data it is ultimately the HR Field Rep who will perform most of the data entry into the system In some cases the HR Field Rep will need to be proactive to obtain data needed to ensure that employee data is current and up to date Employee maintenance including rehires can only be entered during Employee Maintenance Weeks A process is run to restrict any further employee maintenance at 2 00 p m on Friday s of Employee Maintenance Weeks If the HRIS Field Representative is not able to enter employee maintenance prior to the 2 00 p m deadline make sure to contact HRTS Administration to ensure it is entered before the Payroll process begins Notes 4 Minneapolis 62 City of Lakes Job Change Actions comet cl S ENTERPRISE TECHNOLOGY After hiring an employee it is important to keep their HRIS records current to ensure that all actions are properly documented to comply with policies laws rules and labor contracts Itis also necessary to ensure that the employee is paid correctly and receives th
111. tional characters e Examples of Non Project Combo Code 001008200230 115007101251 710PL76 For additional information on using Combo Codes contact the Department Account team Summary e A direct hire is a person hired as an appointed employee a temporary employee or hired into one of the various independent boards and agencies The direct hire process requires the HRIS Field Representative to manually enter the personal data followed by the job data for the employee e NEOGOV is the HR software application that automates the entire hiring process for applicant hires comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 59 ENTERPRISE TECHNOLOGY Exercise Overview Verify data sent from TeamMinneapolis Duration 20 minutes Scenario In this exercise we will review new employee information sent from TeamMinneapolis Notes comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 60 ENTERPRISE TECHNOLOGY CHAPTER 5 EMPLOYEE MAINTENANCE Objective Because of the interrelationship between HR Payroll and Benefits aspects of timely and accurate entry of significant information is critical While HRTS Administration and Payroll do audit data it is ultimately the HR Field Rep who will perform most of the data entry into the system Key Terms e Additional Assignments An additional assignment can be a concurrent job a detail restricted work detail and or a workforce utilization detail e Exce
112. tus Active Job Indicator Primary Job History Salary Admin Plan CPE i E Grade 45 Grade Entry Date 12 03 2012 ij Step7 Ja Step Entry Date 12 03 2013 E includes Wage Progression Rule Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Select the Compensation tab to navigate to the Compensation page The Compensation page appears Click on the Default Pay Components button Work Location Job Information Job Labor Payroll Salary Pian iGompensation Classification Hours Empl ID 102659 Employee Empl Record 0 Compensation 7 Find First Mt of 2 P Last Effective Date 08 28 2015 22 9 Effective Sequence 0 Action Data Change HR Status Active Reason Pay Group Change Payroll Status Active Job Indicator Primary Job History Compensation Rate 38 2950385 Frequency HQ Hourly Comparative Information 7 Change Amount 0 00000057 USD Hourly Change Percent 0 000 Compa Ratio 1 17 Y Pay Rates 2 Annual 79 653 679040 USD Daily 206 380304 USD Monthly 6 637 808587 USD Hourly 328 295038 USD Find E First MH 1 2 of 2 E Last st Currency Frequency Percent 1 LNGCPE o 0 271000 USD H IE 2 NAHRLY JQ of __38 024038 q USD ap la AE Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours Work Location Job Informatio
113. ty of Lakes comet Minneapolis CITY OF MINNEAPOLIS 112 City of Lakes ENTERPRISE TECHNOLOGY HRIS Field Representatives Training COURSE WRAP UP Course Review In this course we discussed or explained e The City s Data Privacy Guidelines what constitutes Private Data on employees and HRIS key terminology e Basic navigation of COMET including search options favorites and worklists e How to work with name and field formats e The direct hire process NEOGOV feeds for applicant hires position management and combination codes e How perform the critical employee maintenance tasks e The process to update personal data e How to make basic employee data changes e The execution of key reports and queries Next Steps e Practice using the Training Sandbox e Provide Departmental support for new end users of COMET e Continue to support any COMET user acceptance testing activities Key Contacts e Human Resources Barbara Payton mailto barbara payton minneapolismn gov Crystal DeJarlais mailto Crystal DeJarlais minneapolismn gov e Time and Labor Payroll Lisa Brown mailto Lisa Brown minneapolismn gov e Benefits Steve Anderson mailto Steve Anderson minneapolismn gov 113 HRIS Field Representatives Training This page has been intentionally left blank 114 HRIS Field Representatives Training APPENDIX ADDITIONAL DOCUMENTS A 1 Data Practices Act Acknowledgement Form
114. ular permanent certified employee assigned to work ina different Job Code instead of his or her regular permanent Job Code 6 or 12 month limit check the contract Also includes Restricted Work and Return to Work Details E May require Expected Job End Date Regular permanent employees assigned to work sporadically Concurrent in a different Job Code over an indefinite period of time OR any J Job non permanent employee working in more than one Job Code at the same time Also includes Workforce Utilization additional records PW Dual Public Works employees who have successfully completed an Certification approved apprenticeship program for one of the following Asphalt Raker Lead Pipelayer I II and Ill or Cement Finisher 4 Minneapolis 45 City of Lakes Notes on Full Part Intermittent 35 36 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY All Departments Boards amp Agencies Used for employees who are working a full time workweek on a regular basis This varies between 40 hours and 54 6 hours per week Full Time Standard Hours 30 40 All Departments Boards amp Agencies Used for employees who are working less than a full time workweek on a regular basis Part Time Standard Hours 20 29 99 All Departments Boards amp Agencies Used for employees who are working on an intermittent basis For example an intermittent employee may work full or part time workweeks on an
115. ult Salary Matrix Code Company MPL City of Minneapolis Default Rating Model Annual Salary Ranges Find View Al First Mil 1 4 of 4 El Last ur r ent Range Midpoint Salary Rating Minimum Midpoint Maximum Spread Progression Matrix Model Salary Grades EANES gt 034 o0 ai 27 and Steps sind ipen 034 ges 69 565 pen 27 6 75 828 48053 78 138 32053 80 448 16053 6 1 26 0 89 234 0805 92 888 880 38 503 080 F 8 1 18 9 99 409 44051 102 431 680 105 453 9205 6 1 10 3 comet Minneapolis TY OF MINNEAPOLI 78 City of Lakes cl S ENTERPRISE TECHNOLOGY comet cl S ENTERPRISE TECHNOLOGY All Compensation Rates Salaries are expressed as Hourly rates in COMET Apprenticeship Salary Grades Some apprentice jobs have more than one set of steps to which an employee may be assigned based on their salary schedule prior to the apprenticeship or to their length of service in the apprentice program In COMET additional pay maybe used to handle this as a payroll premium earnings codes Fire Sworn Rates for Employees moving between 109 2 and 80 hours biweekly When Fire Department Sworn employees move between 24 hour shifts and 8 hour shifts they must be transferred to a different Job Code This is because all rates in COMET are expressed as hourly rates Red lined Frozen Salaries Sometimes an employee s salary is frozen until pay steps in the approved salary schedule catch up to their salary rate This may occur as a resul
116. up Find View All First Ml 1 of 1 El Last Regulatory Region USA Q united States ae Ethnic Group Q EIPrimary History Find View Al First Mil 4 of 1 El Last Effective Date 18 Date Entitled to Medicare la wales Citizenship Proof 1 Citizenship Proof 2 F Eligible to Work in U S Veteran Military Status v Military Discharge Date Edit Discharge Date Smoker History Personalize Find View An 2B First El 1 of 1 El Last Smoker As of 1 v HE ER Save En Nett Retret Ea upon Dinpiay 3 Jette retort Comet toy Biographical Details Contact Information Regional Organizational Relationships 4 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 39 ENTERPRISE TECHNOLOGY Enter the Ethnic Group Do not select the NSPEC Not Specified value for 18 employees Regions Person ID NEW usa Ethnic Group Find View All First Mil 1 of 1 Ml Last Regulatory Region USA Q Ungee states JE Ethnic Group Q Primary History Find View Al First Mil 1 of 1 El Last Effective Date HE Date Entitled to Medicare 18 wi Citizenship Proof 4 Citizenship Proof 2 Eligible to Work in U S Veteran Military Status p Military Discharge Date Edit Discharge Date Smoker History Personalize Find View Al EB First Mill 1 of 1 Ml Last smoter As of 1 v j E save E nont Reres E gt Asa UedateDisplay A mouse History 5e Comect History Biogra
117. vice Work Management Portal will appear differently based on the security role Center The COMET Manger Self Service page is used by Department Managers and Supervisors City Leadership and HR Generalists Manager Self Service ao er Job Information Employee Job Data FE Workforce Job Summary Report Time for Direct Reports Report Time for Direct Reports E Timesheet E Payable Time Summary FE Payable Time Detail Approve Time for Direct Rpts Approve Time for Direct Reports E Payable Time Review Accrual Balances View leave accrual details including hours earned taken bought and sold MM Review Accrual Balances Additional Additional access requires a written request from the Manager Supervisor Notes on Work and or HR Generalist The request must include a business reason to Center Access justify additional access Most data in COMET is private and or confidential and HRIS Administration reserves the right to provide access to the information at its discretion Users may have more less or different menu items or Work Centers than are displayed in the screenshots in this document The items in the menu display are dependent on the person s role in the organization 4 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 22 ENTERPRISE TECHNOLOGY Search Options Various Search A user may have more fewer or different menu items than are displayed in Options the screenshots in the Training document Menu d
118. vismmemimkemannvinkvimejpdie 45 Notes on Full Part Intermittent sosoronrorennroronvrnvonrenrrnrnnrevenvrnvenrenvrnrenernennrsnensrnrensenenne 46 Applicant EEE ER ODE E Se erTer een Tr Tg 55 Position Manageren cssjcscciscquneersnenradsantnsdehonssaneiugeennes Siena din a a a E a a 56 NNN 58 SUTTA REI TT ATA A 59 CHAPTER 5 EMPLOYEE MAINTENANCE cccccccssssssssccsssssesees 61 Employee MaintenaNC Sisri nnna nda 62 JOB Change AGH ONS ceccapescicssvine araasnatictecsaeiansercaingrnaea ipshacitineddn a a E E E EA 63 Additional Assignment EE RE EEE 64 comet Minneapolis CITY OF MINNEAPOLIS 2 City of Lakes ENTERPRISE TECHNOLOGY End Additional FSS Emden dd doom mde 71 PENE 73 Pay Rate Changa Sisenna riase E e EE E a E E a a aein 75 Salary SE ee EE 78 FerminatiONS serisi ieena erta neare aei EEE EAEN ESEESE EAEE ES ERA AN ESD CENAE EREE iE 80 Employee Maintenance Checklist rorrnrrnrnnrrnvrnrnnrrnrnnrrvenvrnrenvrnrrnrenvrnrnnrrnennrsrsnsrnnensenennn 82 S MMA Y EEE EE REE EE 83 CHAPTER 6 PERSONAL DAT A essseesseessesssesssesnsesnsesnsesnsesnsesnsesnseene Personal D ar 86 SUTTA snadder laemiskksnel tidakopss husggnnintd 92 CHAPTER 7 DATA CHANGES essesesesesesesesesesesesnsnsnsnsnsnsnsnsesnsesnses D ta Changes Sasso etc amide i pd andes ue dava ced anand A E a S 94 CHAPTER 8 REPORTS AND QUERIES cccccsssssssssssccsceeeees REIS EEE EE ER EE 104 1 EEE EE NE EE EE 109 SUMINA NE ale E Eae adi
119. when the City makes its final decision about the disciplinary action regardless of the possibility of any later proceedings If the employee is represented by a labor organization Final Disposition occurs at the conclusion of the arbitration proceedings or upon the failure of the employee to elect arbitration within the time provided by the labor agreement If an allegation of substandard performance or misconduct HAS NOT resulted in Final Disposition only the Existence and Status of the complaint or charge is Public Data The Existence and Status of the complaint or charge o Existence Yes or No There were not or are not complaint s received o Status Choose one of the following The investigation is ongoing The matter is still pending The matter was not sustained or No discipline was imposed NOT who what when where amp why If an allegation of substandard performance or misconduct HAS resulted in disciplinary action the following information can be released after the Final Disposition o The discipline imposed and specific reasons for the action o Data documenting the basis for the action o When such requests are received it is best to check with your Department s HR Generalist or the City Attorney s Office before releasing any information of this nature 4 Minneapolis 10 City of Lakes Data Privacy Undercover Law comet cl S ENTERPRISE TECHNOLOGY Applicant names are PRIVA
120. yroll tab to navigate to the Payroll page The Payroll page appears Select the new Pay Group Code Wer Location Job informaten Job Later mami Fen Gompensaton Gassiicaton Hous Empl ID 102659 Employee Empl Record 0 Find First l 1 of 2 P Last Psyroll Information 7 ds ha Effective Sequence 0 HR Status Active Action Data Change Reason Pay Group Change Job Indicator Primary Job Payroll Status Active i History Payroll System Payroll for North America Payroll for North America 7 Pay Group BCP Q Bidg Comm Positive Emp Employee Type H Q Hourly Holiday Schedule NONE No Holiday Tax Location Code MFLMN Q Minneapolis MN GL Pay Type FICA Status Subject Combination Code Job Data Employment Data Earnings Distribution Benefits Program Participation Classification Hours Re arc 7 F Uste Decay Include History G Work Location Job Information Job Labor Payroll Salary Plan Compensation Classification Hours Select the Salary Plan tab to navigate to the Salary Plan page 4 Minneapolis 97 City of Lakes 10 11 12 13 14 15 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY The Salary Plan page appears Verify the Step Empl ID 102659 Employee Empl Record 0 Salary Pian 2 Find View Al First Hil 4 of 2 P Last Effective Date 08 28 2015 Effective Sequence 0 Action Data Change HR Status Active Reason Pay Group Change Payroll Sta

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