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HR Generalists - City of Minneapolis

1. Empl ID begins with e Empl Record v Name begins with e Last Name begins with v Second Last Name begins with e Alternate Character Name begins with Middle Name begins with v Include History Correct History Case Sensitive Search clear _ Basic Search BH 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 E Add to Favorites Please Enter a Unique Description for this Favorite Description Job Data 4 Click OK 4 Minneapolis 23 City of Lakes Access Favorites Worklist To Do List comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY To access a favorite click My Favorites in the Menu and click the desired hyperlink Menu Search My Favorites Job Data Add to Favorites Edit Favorites Click Edit Favorites to change a display name or order 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 Feed zi a sg Workiist tems Personalize Find
2. 14 075 per hour 14 600 per hour 15 100 per hour Top Step per contract aS YeR ee Redline Frozen rates due to special agreements or Governor s Cap Limits 91 16 363 92 16 813 62 HR Generalists Training TS TO REMEMBER e All Compensation Rates Salaries are expressed as Hourly rates in the HRIS 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 mak
3. 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 H 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 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
4. 4 S Minneapol City of Lakes City of Minneapolis PeopleSoft HCM ELM v9 2 Upgrade HR GENERALISTS TEAM 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 Ee En 8 Private Data on Employees cc cccscssssscsseseescsseeecssesecseesecsessecsesseeesssesecsessecsesseeeesaeeesees 10 HAS F r Tt 12 SSES 13 Ea 14 CHAPTER 2 NAVIGATION ccccccscssssscssssccccsssscccssssscccsssccccsesscecees 15 Navigation E 16 COMET EE 18 116 16 9 5 ERR EE E E E OA 22 FI gt 23 Ke LEE AEA 24 Vai p La EEE EEE EE NE 25 CHAPTER 3 HIRE PROCESS esssessessessesssseseesnessesssseneesnessesssnenessnene 27 Bed Temp Status dEr Eddie ER RA 28 Shy polen Ange 29 Gs o es EN N ENER E RERE EER ENRE EE NES 30 Fil Party Joere egener Etage E 31 Applicant e E 31 Disciplinary ACHONS as csssesetinsauntesionsadsattnsdehanssoneiugsingenSiesiadiansengaanpiine E EE a aa e a 32 Position E Ee E E 33 COMING E010 EE 34 SUMMAT er 35 CHAPTER 4 REPORTS AND QUERIES esoveeesssvvveessvnvnesssnnvesessnneeee 37 BEE EN E 38 Common Reports EEN 39 BL 5 SJELER 51 QUENES eelere 53 el nun y EE EE EE E E E EE EE EA 55 COURSE WRAPSUP Lunestad 57 comet Minneapolis 2 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY APPENDIX ADDITIO
5. Reports To a Dot Line a Supervisor Lvi a Security Cisarancs a Salary Pian Information Salary Admin Pian CS Q Grade a Sep oO Standard Hours 40 00 Work Period iv Q ween Mon Tus wed mu Fa st Sun Eun Updated on Updated By comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 4 Minneapolis 33 City of Lakes Position HR Generalist teams will need to work with their respective departments to Management ensure position data is correct before the job is opened for application it Checklist 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 location codes Remember Override Position Data will not be available to users in the new HRIS system Combo Codes Combo Codes 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 ChartF
6. Timesheet Employee Self Service Pages ov Personal Information Reven and Update your personal Information IS Personal information Summary IR Eet Groups E Time Reporting FS Timesnect EI Payroll and Compensation Information F View Payoneck IS Voluntary Deductions PS Direct Deposit IT W 2 Relssue Request Benefits Beneficlary personal information IS Heam Care Summary PS Flexible Spending Accounts TS Benems Summary 6 More EI Change My Password Create 3 new Password TS Change My Password 4 Minneapolis 20 City of Lakes Manager Self Service Portal Additional Notes on Portal Access Notes comet TY OF MINNEAPOLI cl H ENTERPRISE TECHNOLOGY The main functions of the COMET Management Self Service Portal Page include Management Reports Manager Notices and Worklist Items The Management Portal will appear differently based on the security role The COMET Manger Self Service Portal Page is used by Department Managers Supervisors City Leadership and HR Generalists Manager Self Service 07v Job Information Employee Job Data FE Workforce Job Summary Report Time for Direct Reports Report Time for Direct Reports Ei 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 Revie
7. 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 Public Works employees who have successfully completed an approved apprenticeship Certification program for one of the following Asphalt Raker Lead Pipelayer I II and III or Cement Finisher m CLASSIFIED INDICATOR GUIDE 0 66 HR Generalists Training A 6 Disciplinary Actions Help Document disciplinary actions 080315 pdf 67
8. 017878 Active Chiet C Regular Time Completed 12 31 Firefighter 54 6 Full 2013 6 FIRE DEPARTMENT Dickinson Michael T Aired William J 010050 Active SA Regular Fuk Completed orde Fire Motor 7 CIDE M DADTIEMT Minbinenn Minkanl T Andaman Maan MAMANA Antun Ninnratar EA R Dancing Full Camnintnd 2013 Potential uses for this report include but are not limited to e Review and track compliance for your department e Identify employees within your department that have not yet completed Ethics training in the past 3 years comet Minneapolis 51 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Required This report provides a departmental summary of employee compliance to Learning the City s policy to attend Respect in the Workplace training or a suitable Respect equivalent every3 years Department Heads are responsible for ensuring that all of their employees attend mandated training In order to meet the City s required policy training standards the following measures are followed the Minneapolis policy is read and or distributed and referenced attention is called to the fact that policy focuses on non discrimination of protected classes although the City of Minneapolis desires a respectful workplace environment for all the variety of ways that a suspected incident can be reported are made clear supervisor any City supervisor HR staff attention is called to the non tolerance of retaliation attention is called to t
9. 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 H ENTERPRISE TECHNOLOGY Applicant names are PRIVATE 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
10. TECHNOLOGY 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 trades employees and paid through the City s payroll system Uncertified Order City and Park Used for non certified employees who do not fit into an
11. 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 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 4 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 15 ENTERPRISE TECHNOLOGY Navigation Navigation of COMET is similar to other internet applications The system provides the COMET 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 Favorit
12. can use to customize reports 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 37 City of Lakes Reports Running HR Generalist teams have the ability to run predefined reports within Reports COMET HR Generalist teams 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 Retire
13. employees and culturally and linguistically diverse people is one that has the potential to be more responsive to the City s residents and customers The Workforce Diversity Summary is designed to assist Departments in assessing the workforce s current diversity and how to look at how it may have changed over time by comparing report results for different points in time Department MINNEAPOLIS HEALTH DEPARTMENT v mest As Of Date 07 21 2015 Workforce Diversity Summary By Disabled Status By Gender ves jan Male Black Hispanic TOMR Female Ne Notice Some of the information in this report is considered private data under the Minnesota Government Data Practices Act The information within this report is to be used only for legitimate business reasons and workforce planning purposes Distribution of the information within the report to individuals who do not have a legitimate need to know or have this information may pose a legal risk to you and the City of Minneapolis CG e m E Find View All R First Ml 1 50 of 94 P Last FEO Omg Last Job Employee Job Cisssifieation Employes P tt Employes EE04 Officer Department Location Name EEID Regutar Temporan Job Hire stat Enty Gander Ethnicity Disabled Tite Grade Status Time Cant Group Date Date Dats Code MINNEAPOLIS Charter 1 HEALTH gn Gem Gretchen 197978 preg 7 Active al Regular Department OfficlAdm PS Lei ke L Female White No Gef DEPARTMENT Heads i g MINNEA
14. information data is automatically transferred from TeamMinneapolis to the HR Module 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 Notes comet Minneapolis TY OF MINNEAPOLI 27 City of Lakes ci H ENTERPRISE TECHNOLOGY City and Park This code is used for employees Reg Temp considered to be Permanent employees For Certified Status jobs in the City and Park this includes all employees Codes Reg defined as permanent in the Civil Service Rules This Permanent is also used for uncertified employees who are Code 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 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 Temp Temporary Code Other Independent Boards amp Agencies This c
15. job enrichment could 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 maybe on the horizon if essential positions become vacant as the competencies for future change etc Department 317 x Employee Listing D Fields to display in Results Fe Results Find View All Si First El 1 23 of 33 El Last Red Location Org Hire Job Entry Department Name EE ID Nbr Code Location Job Code Tite Status Date Date 311 y 1311 Baker Latoya Rochelle 098874 O C8320 Call 028450 Geet Service Leave W Py 2000 04 06 2008 07 28 Center Zb Customer Service 2311 Besch Kim M 061031 O C8320 Call 028480 asprin Active 1992 12 07 2005 11 07 Center 311 Cust 3311 Brunner Judith Ann 116727 O C8320 Call 02845C Lc Active 2011 04 11 2011 04 08 Center gen Gi Customer Service 4311 Bulger John A 115258 O C8320 Call 028450 Fc Active 2009 11 23 2011 04 04 Center Agen 311 Vi 5311 Carr Vanessa 111018 O C8320 Call 028450 erre Service active 2006 08 14 2006 08 14 Center KM m Shift Supervisor 311 6311 Dekker Matthew William 111428 O C8320 Call 09201C ac Active 2007 02 20 2014 01 13 Center at 311 c ES 7311 Farinella Gina Marie 098873 O C8320 Call 028460 Ger age 2000 02 07 2014 05 26 Center Agent I1 C SI Customer Service san Fragassi Ch
16. new Password PI My System Profile P Change My Password Position Management Position Data Position History EI Vacant Budgeted Positions E Position Summary D Position Management Report Benefits Employee Leave Accruals Fl Review Accrual Balances Job Information job information E Workforce Job Summary E Multiple Jobs Summary DO Workforce Reports The HRG Team work center contains access to business processes including e Position Management Position Data e Benefits e Job Information HRG Teams Position Management Position Data FE Position History FE Vacant Budgeted Positions f Position Summary Di Position Management Report Benefits Employee Leave Accruals MM Review Accrual Balances Job Information Employee job information E Workforce Job Summary E Multiple Jobs Summary M Workforce Reports 19 o 4 4 Minneapolis City of Lakes AddtoF COMET Employee Self Service Portal comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY The COMET Employee Self Service Portal 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
17. 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 Employees Practices Act Minnesota Statute 13 43 Subd 2 and 4 You may only 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 or 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 a COMET user you are required to read and follow the Data Privacy Guidelines included in this manual Should yo
18. salary plan salary grade and steps if they are in the same Union Code and have the same step rates 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 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 61 HR Generalists 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
19. supervisors and department designees in making sure that the only the appropriate disciplinary actions are entered into HRIS If a disciplinary action is equal to or exceeds a full payroll period 80 Hours it must also be entered in the employee s Job Data pages This should be completed by the Department HRIS Representative or Payroll Representative For an unpaid suspension use an Action of Suspension Disciplinary For a paid suspension use an Action of Paid Leave of Absence Administrative Leave Disciplinary suspensions require adjustments to be made to an employee s longevity and leave accrual eligibility dates Disciplinary demotions require entering the actions in the employee s Job Data pages If a demotion is permanent the employee should be demoted to a position If it is temporary the demotion should be into a Job Code and not a position 4 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 32 ENTERPRISE TECHNOLOGY Position Management Position Management 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 Centra
20. 155 00007154 058180 HR Consultamt C T Vang mat Xat 120821 260 289 00007880 058180 2 Total for Job Code 056180 HR Consultant c 8 000 066977 06 24 1988 25 2013 00001891 058190 ES 272 C8160 00005037 058190 HR Consultant Confidanttal C R C mavsen Erin 119863 8 52 349 40 Total for Job Code 054130 ER Consultant Confidantial C 2 000 00002355 00003609 C8155 00003610 00003611 054200 Human Resources Ganaralist 00003614 058200 00005062 054200 Total for Job Coda 054200 Suman Resources Caneralist 7 000 C8160 00907828 058210 Total for Job Coda 054210 ER Lead Investigator C 1 000 C8154 00002131 054260 HR Senior Assoctate C 1 0 R C Bosch Mary E 068174 amp 456 911 40 E 26C HR Senior Assoctate C 1 0 R E E cB155 00003532 2 ER Senior Assoctate C 10 R C Gibson Susan J 060331 amp 7 341 40 CB154 00903535 260 HR Senior Assoctate C 1 0 R C Vacant E Total for Job Coda 05426C HR Senior Associate C ISCH ER Senior Consultant C 00002960 054280 o 81 148 4 Minneapolis 44 City of Lakes Position The new Position Management report is very similar to the 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 po
21. 2ATTORNEY 1999 4 2 6 2 101 622 3 ATTORNEY 2000 8 1 9 101 100 856 4 ATTORNEY 2001 4 o 4 100 102 3 96 5 ATTORNEY 2002 8 4 12 102 Ed 1231 6 ATTORNEY 2003 5 2 7 s3 Ei 785 7 ATTORNEY 2004 3 1 4 EN 2 4 40 8 ATTORNEY 2005 4 o 4 2 2 4 35 S ATTORNEY 2008 13 2 15 2 153 10 ATTORNEY 2007 5 3 8 s 101 8 12 11 ATTORNEY 2008 7 1 8 101 s 8 00 12 ATTORNEY 2009 4 1 5 99 S 5 08 13 ATTORNEY 2010 3 2 5 8 s8 5 10 14 ATTORNEY 2011 4 2 6 8 s7 815 15 ATTORNEY 2012 5 D 7 s 5 10 Potential uses for this report include but are not limited to Analysis of employee turnover in relation to department trends such as retirement projections sick leave usage or overtime and local and national trends such as unemployment rates turnover rates for comparable employers etc Drilling down into the annual rates further analysis can be done by Separating voluntary i e retirements resignations inter departmental transfers turnover from involuntary Discharges probationary releases layoffs turnover Identifying trends for specific job classifications or work units to determine if management practices are contributing factor and that may need to be changed in an effort to improve employee retention and reduce the costs associated with employee turnover Separating desirable employee turnover from undesirable employee turnover Analyzing turnover rates by protected class status to identify retention rates for different groups i e Gender Ethnicity and Ag
22. 6 City of Lakes Retirement The Retirement Eligibility report is designed to assist management in Eligibility understanding when employee retirements might occur and identify where key employees may separate from the organization The report forecasts employee retirements over the next ten years based on retirement eligibility rules from the pension plans that cover City employees To see additional information about retirement eligibility rules refer to the Management Reporting Data Dictionary Report Using the eligibility rules for each pension plan the system projects the first possible calendar year the employee is eligible to retire The report will only list employees who are determined to be eligible to retire in the next ten years If an employee reached retirement eligibility in a previous year the employee will be reflected in the graph as eligible to retire in the current year as they could potentially leave at any time The report detail will list the actual year they became eligible Department SANITARY SEWER v Retirement Eligibility of Employses Eligible to Retire in 10 years Employee Court 2 2016 2019 2020 2022 2023 2024 2025 Calendar Year Notice Some of the information in this report is considered private data under the Minnesota Government Data Practices Act The information within the report is to be used only for legitimate business reasons and workforce planning purposes Distribution of the informatio
23. CORD CODES Cade Description e USE FOR HIRE REHIRE OR APPROPRIATE JOB CHANGE ACTIONS Legislative Appointed employees and Charter Department Heads who are not political appointments Appointment see code Q Employees certified through Central HR Civil Service staffing process for City amp Park C Classified Jobs Employees who are not certified but are hired on long term projects funded by grants and G Grant Employee given benefits as if they were regular permanent Call Central HR HRIS for assistance if you feel this code is appropriate Requires an Expected 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 Requires an Expected Job End Date Political Appointed support staff such as administrative support for Mayor and City Council Appointment Members Outside Trades workers whose Health amp Welfare is paid to the union hall by the S 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 Interns
24. 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 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 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 automatically 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
25. NAL DOCUMENTG sescssssssssesees 59 A 1 Data Practices Act Acknowledgement Form ccccccsessesseseeseseeescseeecsseseeseeaeeees 59 Pic SAS ISIE WE 60 A3 Salary EH 61 Ps Beg temp Cd Lua Seksten 64 A 5 Classified Indicator ET 66 A 6 Disciplinary Actions Help Document 67 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 3 ENTERPRISE TECHNOLOGY 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 System Benefits comet CITY OF MINNEAPOLIS 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 format 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 Un
26. POLIS gt Administration Public Health Full 2013 2013 2013 Non 2 E HFS Smith Kenneth Lee 121388 S ai Suspended Time Regular Certified Professnis PM 10 15 10 15 10 15 Male Black No He MINNEAPOLIS Administration ng Program e Ful Admin 2004 2004 2007 Am Non 3 HEALTH HFS Wiysel Hattie 106825 AssistantC 7 Active Time Regular Certified Supp cB 04 08 04 08 05 14 Female Indian No Swom DEPARTMENT MINNEAPOLIS 2 Sr Public Community Cotton Sasha Ful 2014 2014 2014 Non 4 d r Services HFS Renee 121497 Health Special 9 Active es Regular Certified Professnis PM 01 08 01 08 01 08 Female TOMR No Saom 4 Minneapolis 49 City of Lakes comet cl H ENTERPRISE TECHNOLOGY Potential uses for this report include but are not limited to Identification of under representation of protected class groups within the City specific departments divisions etc by job classification or occupational grouping i e EEO 4 Category or Job Group Assist in the development of departmental diversity goals and the workforce plan section of the business plan Identify where the development of specific targeted recruitment plans and initiatives are needed before opening a position for application To be used by policy makers as an input into performance reviews of department heads To be used by department heads as an input into the performance reviews of their division directors and hiring managers Completion of trend analysis to see where changes
27. UDIT CONCUR JOB ISSUES Compare 0 to lt gt 0 Rows Public HTML Excel XML Schedule Favorite HRIS AUDIT DRIVER LC LSTING 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 EES 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 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 PAYROLL 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
28. View An EI First Ml 4 11 of 11 Hl Last From Date From Work Item Worked By Activity Priority Link HRIS Sytem ID 08 21 2013 EES SE License or Cert Expiring 1 High we 067415 0 Anne Stahn Ressign License or Cert See e HRIS Sytem ID 10 12 2013 Expiring License or Cert Expiring v 054051 0 Kathy Louden Mam Worked Sg HRIS Sytem ID 03 17 2014 steg PS License or Cert Expiring e 050070 0 Robert Becker Mark Worked Resign License or Cert e HRIS Sytem ID 08 25 2014 Ee License or Cert Expiring v 115258 0 Sadie Pulk Mark Worked HRIS Sytem ID 08 25 2014 Sarena Cat License or Cert Expiring v 115262 0 Katie Lampi Hermanson Mark Worked License or Cert HRIS Sytem ID 10 04 2014 License or Cert Expiring HRIS Sytem ID 12 18 2014 Sans License or Cert Expiring we 121280 0 William Kass Expiring 121220 9 Wille Kan License or Cert e 040 5 d v 121280 0 Willi ae HRIS Sytem ID 01 01 201 License or Cert Expiring 121280 0 William Kass ion E HRIS Sytem ID 07 18 2014 Probation Period probation Ending e 121280 0 William Kass Ending HRIS Sytem ID 04 02 2015 et Period Probation Ending v 050070 0 Robert Becker Pe HRIS Sytem ID 04 02 2015 an eriod Probation Ending 7 115262 0 Katie Lampi Hermanson i Most HR Generalist team members will not have access to this page But as the HR Generalist for your department s you need to know the page is available to Supervisors and or Managers You may direct them to the Worklist Job Aid that is avai
29. 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 30 City of Lakes Full Part Intermittent Applicant Hire Process 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 Standard Hours Full Time This varies between 40 hours and 54 6 30 40 hours per week All Departments Boards amp Agencies Used for employees who are working Standard Hours less than a full time workweek on a 20 29 99 regular basis Part Time All Departments Boards amp Agencies Used for employees who are working on an intermittent basis For example an intermittent employee may work full i or part time workweeks on an Standard Hours Intermittent occasional basis or may work 1 19 99 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 Data for an applicant is sent over to COMET from TeamMinneapolis NeoGov Information transferred includes e Perso
30. 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 54 City of Lakes Summary Exercise Overview Duration Scenario comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Notes e HR Generalist teams 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 HR Generalist teams 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 your team may regularly execute in the new system 4 Minneapolis 55 City of Lakes comet Minneapolis CITY OF MINNEAPOLIS 56 City of Lakes ENTERPRISE TECHNOLOGY HR Generalists 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 ma
31. ance joensen bes 3 MAINTENANC MAINTENANC amp Plazas Barth Michael 085274 Crew L r Ze o7 19 Active 42226 88 4 28 1800 12 45 5 amp REPAIR REPAIR Maintenance Streets C i TRANS TRANS PW Mails amp Constr Maint Jorgensen 1994 Leave 4 MAINTENANC MAINTENANC amp Plazas Schweitzer Merry J 083282 o P 16281 83 2 16 351 4 10 amp REPAIR REPAIR Maintenance po ee recast beet TRANS TRANS PW Mails amp Maintenance deg 5 MAINTENANC MAINTENANC amp Plazas Jackson Jeffrey J 084985 Crew Ldr pen e 06 29 Active 45089 63 1 03 4647 11 amp REPAIR REPAIR Maintenance Streets C geen w Minnea po lis 43 City of Lakes Classic Position Management Report comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Potential uses for this report include but are not limited to e Identify employees who are earning overtime compensation to ensure fair and acceptable work practices e Identify where overtime is being authorized which can be used to compare to other work units to the City or other organizations similarly situated e Assist in the assignment of overtime when governed by union contract language e Complete trend analysis by viewing overtime charges for different periods of time e g 2005 vs 2004 and comparing this to workforce productivity e Conducting a cost benefit analysis to determine if it would be more cost effective to add additional staff versus paying overtime The Classic Position Management Report is designed to give ma
32. antel 121589 0 C8320 Call 028450 sie Active 2014 02 24 2014 02 24 Center Agen 2m Customer Service san Franson Ryan 122085 O C8320 Call 028450 Agent LC Active 2014 08 25 2014 08 25 Center au Customer Service 10 311 Galatowitsch Timothy Ivan 123090 O C8320 Call 028450 Denis Active 2014 08 25 2014 08 25 Center Cust Serv 11 311 Ger Couch Brenda 111050 O C8320 Cal 028450 G ME tege 2006 08 28 2013 09 09 Center oe amet w CON et Minneapolis 39 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Employee Turnover Report comet TY OF MINNEAPOLIS cl 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 e 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 Employee turnover has been a longstanding concern of managers Moreover employee retention is a growing concern of employers as the labor market tightens and baby boomers continue to retire The costs associated with employee turnover can be extremely high and replacem
33. begins with box You can use a partial description and use the percent sign that represents any string of characters 4 Minneapolis 53 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 AllFoldes e Query Personalize Find View ai EI amp First Ml 1 30 of 59 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 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 A
34. ble in COMET and adding a frequently used page as a Favorite 4 Minneapolis 25 City of Lakes Notes Activity 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 comet Minneapolis TY OF MINNEAPOLI 26 City of Lakes cl H ENTERPRISE TECHNOLOGY CHAPTER 3 HIRE PROCESS Objective At the end of this chapter participants will be able to e Understand the difference between a direct hire and applicant hire e Set up anew direct hire in COMET e Explain the job information that is passed to HRIS 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 throughTeamMinneapolis Job
35. can serve as the impetus to develop cross training plans to ensure that more than one employee is capable of performing specific responsibilities Other potential uses include the identification of e Opportunities to diversify specific positions or job groups so diversity in the workforce exists at all levels within the organization e Areas in the workforce where the organization may be vulnerable due to employee specialization where only one employee knows how to perform a certain job function e Positions that may become vacant allowing management the time to develop or cross train current employees so they are eligible to promote or transfer into these position reducing costs related to external recruitment including costs associated with using executive search firms e Where a large group of employees in a single job classification can leave at a single time impacting service delivery and increasing operating costs comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 48 ENTERPRISE TECHNOLOGY Workforce Diversity Summary comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY A key component of any workforce plan is the inclusion of a diversity plan that will outline the strategies an organization is going to take to ensure that workforce is reflective of the community and customer base being served Having a workforce made up of a representative mix of the community including people with disabilities older and younger
36. derstand name formats e Execute reports amp queries The system benefits of the new version of COMET 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 4 Minneapolis 5 City of Lakes Reference Materials Course Overview comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Participant Guide Job Aids Role Based Documentation The goal of the HR Generalists course is to provide training on using PeopleSoft 9 2 to support CoM HR business processes and activities so that HR Generalists can continue to perform their roles in each of their respective Departments 4 Minneapolis 6 City of Lakes CHAPTER 1 TERMINOLOGY AND DATA PRIVACY Objective At the end of this chapter participants will be able to e Understand key terminology that HR Generalists 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 t
37. development of staffing plans for departments or work units where certain staffing levels are required e Compare with Overtime Summary to determine if there is a correlation between Leave Usage and OT Compensation While overtime is often operationally needed to meet increased service demands priorities and emergencies excessive overtime hours can exhaust operating budgets and compromise safety health and productivity if employees continuously work an excessive number of hours The Overtime Summary report is designed to assist management in monitoring overtime managing employment costs including those related to employees working excessive hours Department TRANS MAINTENANC amp REPAIR X Generate From Date 07 31 2014 To Date 07 21 2015 e Overtime Summary OT Earnings Gross Wages VK ai r omr Find View 100 Si First Wl 1 50 of 251 PI Last Department Current Last Current Gross oT or Where OT Current Department Name EEID Current Tite Reports To start Employes OT Earnings Earned Location Dats Status Wages YTD Hours TRANS s PW Surface Constr Craft 1 MAINTENANC Kuere Water amp Jacheny Patrick 149949 LaborerC No ReportsTo Zi active 23976 0 0 o amp REPAIR E Sewers Cap US OtTrds TRANS TRANS PW Malls amp Foreman 1979 2 MAINTENANC MAINTENANC amp Plazas Haynus Ray 085205 Street Maint NoReportsTo oz Active 59222 66 5 2982 98 58 amp REPAIR REPAIR Maintenance amp Repr C TRANS TRANS PW Malls amp Mainten
38. e Minneapolis 41 City of Lakes Leave Usage and Balances comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY This report provides information to Departments for a variety of reasons First the development of adequate staffing levels to meet workload demands must encompass an anticipation or expectation of when employees may be absent or factoring in how often employees will be absent from work The Leave Usage and Balances report provides year to date absentee percentage due to vacations comp time and sick leave usage Second a spike in increased employee absences may highlight potential issues with employee morale or job satisfaction Finally management can use the detail within this report to identify excessive individual absenteeism This report shows year to date information only and will be refreshed biweekly at the conclusion of each payroll cycle Department MAYOR v Leave Usage and Balances SICK Resuts Find View All First El 1 11 of 11 El vast Last So Vac Comp sick Vac Comp Regular sal Department Location Reports To Leave Name BED Tite start status YTD YTO YTO T D H Balance enen Balance reen Balance Hours Pian Hecker Benji Mayors Office 1999 pa Alec 21 67 Khamsot TouTou E 096201 As tc 0904 Active 40 00 26 75 64 00 60 57 0 00 0 00 480 00 CAF No Haulcy Dianne Sr Policy Aide 2015 ant 28 79 5 chen 121577 e 03 09 Active 8 00 3 69 120 61 0 00 0 00 0 00 480 00 CPA 3MAYOR Mayor ZC uer Zam
39. e 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 salary_structure_20 10_revised_052110 c 63 HR Generalists Training AA 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 whom work in Pub
40. e the Autonumber sequence number will be set to 002 003 004 etc Non Project Combo Codes Fund Green Department Black If there is no Project Red dash If f there is no Task Blue dash or additional characters Examples of Non Project Combo Code 001008200230 115007101251 710PL76 For additional information on using Combo Codes contact the Department Account team 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 The direct hire process requires the HRIS Rep to manually enter the personal data followed by the job data for the employee e NEOGOV is an HR software application that automates the entire hiring process for applicant hires 4 Minneapolis 35 City of Lakes This page has been intentionally left blank comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 36 ENTERPRISE TECHNOLOGY CHAPTER 4 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
41. eneralist Team Responsibility e AsaCOMET 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 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 Which state statute governs how employee data is classified What is the HR Generalist s responsibility in managing data privacy issues List five examples of City employee public data information Minneapolis 14 City of Lakes 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 HR Generalists when they log into the COMET HR System Work Centers e A collection of business processes to perform a task Work Centers
42. ent costs go beyond the cost of placing an advertisement in the Star Tribune interviewing potential replacements conducting reference and background checks etc There are also costs associated with decreased productivity increases in overtime expenditures employee training etc To maximize the City s overall efficiency and effectiveness in delivering services to our customers and citizens we must strive to minimize employee turnover Employees are the City s most important resource Department management in partnership with Human Resources must play an active role in monitoring retention and address issues that may be causing undesirable turnover This report provides Departments a view of their employee turnover over time If trends are evident management should learn from and partner with Human Resources to appropriately respond to those trends Conducting exit interviews or surveys may be another strategy to identify the reasons employees are leaving especially from those you want to retain 4 Minneapolis 40 City of Lakes comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Deparment mer Z Employee Turnover 1 I 1 I 0 1986 1969 2000 2001 2002 2009 2004 2005 2000 2007 2009 2008 2010 2014 2012 2013 2014 2015 Year Percert e ES Find View Ai amp Ka First Ml 1 18 of 18 Wl Last Department Cal Year Separations Transfers Total Turnover Gase Ending Headcount Turnover Rats ATTORNEY 1998 3 4 7 e 2 8 14
43. es 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 ES talk News and information for City of Minneapolis 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 The first time you login to COMET your initial passowrd will be the last 4 Password digits of your Social Security Number You will be required to change your password as soon as you login into COMET If you forget your password a link is provided 99 0ur password to allow employees the opportunity to enter hints and reset their password without contacting the IT Service Center or HRTS Administration COMET Pages Landing Page 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 organizations determines the security access to each process on the landing page Additio
44. hat 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 ENTERPRISE TECHNOLOGY Data Privacy HR Generalists sa COMET user you have access to employee data that is classified Responsibility under the Minnesota Data Practices Act as private not public protected or 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
45. he higher standards that Supervisors are held to Potential uses for this report include but are not limited to e Review and track compliance for your department e Identify employees within your department that have not yet completed Respect in the Workplace training or an equivalent in the past 3 years Special Notes e Access to this report may be limited See the Management Reports User Manual for additional instructions on executing reports comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 52 ENTERPRISE TECHNOLOGY Queries Running Queries comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY HR Generalist teams 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 HR Generalists 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 database 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
46. ields that are valid in general ledger New combo codes are generated by Finance project and non project codes and are pushed into HCM as shown in the diagram below Create a Project from Template per Request Upon clicking a trigger the Custom Process will create Speedtypes for each unique combination in the Custom Speedtype Table re The combinations will be sent over to HCM via the Activities designated on Template will be used to create Speedtypes on the custom Speedtype Table GI delivered Integration Broker with two custom updates HR Generalists 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 comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 4 Minneapolis 34 City of Lakes Project Combo Naming Conventions Codes Non Project Combo Codes Summary comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 15 Character PROJECTID Green 7 Character ACTIVITYID Black 3 Digit Auto number Blue Example of a Project Combo Code 680F01090000000BM01000001 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 Where the PROJECTID and ACTIVITYID are the sam
47. in the workforce have occurred over time and where continued or more focused efforts are needed 4 Minneapolis 50 City of Lakes Other Reports Required This report provides a departmental summary of employee compliance to Learning the City s policy to attend Ethics training or a suitable equivalent every 3 Ethics years Department Heads are responsible for ensuring that all of their employees attend mandated training Department FIRE DEPARTMENT e Generate Required Learning Status Report Ethics Learning Status Bhies Outstanding Completed This report provides a summary of employee compliance to the City s policy to attend Ethics training or a suitable equivalent every 3 years This report excludes Terminated employees A e n Reulis Find View 100 2 First El 1 50 of 423 D Last Department Reports To Name eem DS dob Tite RegTemp TUMPAT activity status Activty ge Deputy Fire Full 2014 1 FIRE DEPARTMENT Brynteson Charles D Cruz Raymond V 011576 Active Chief 80 hre C Regular Ta Completed 01 31 Deputy Fire Full 2013 2 FIRE DEPARTMENT Brynteson Charles D Dickinson Michael T 011800 Active Chief C Regular Taa Completed 12 31 2 FIRE DEPARTMENT Brynteson Charles D Klepp Jonathan Ramsey 086240 Active ere Regular EE Completed ien 4 FIRE DEPARTMENT Brynteson CharlesD Leedham Donald R pa Active Deputy Fie Regular Fuk Completed 701 3 Deputy Fire Full 2013 5 FIRE DEPARTMENT Brynteson Charles D White Todd A
48. istomskiStephanie 124727 Principal Policy 2014 Active 24 00 182 00 3200 37 53 0 00 0 00 480 00 CPA 1 MAYOR Mayor 2 MAYOR Mayor BR Sr Policy Aide Stiles John Brickman Katelyn D 2014 AMAYOR Mayor Z 8 33 121502 Press Ze Active 0 00 240 00 40 00 67 69 0 00 0 00 480 00 CPA Stiles John an Principal Policy 2002 7 EIER 5MAYOR Mayor ZZ 9 33 Wagenius PeterD 102420 Zeg Za Active 16 00 550 48 24 00 379 07 0 00 0 00 480 00 CPA Stiles John Sr Policy Aide 2008 53 5 32 3 GMAYOR Mayor ST 6 67 Hecker Benji Alec 109538 Orpa Active 0 00 648 15 32 00 330 45 0 00 0 00 490 00 CPA TMAYOR Mayor Stleslohn 167 Garcia Luna Erick 121741 ee Fa Active 0 00 216 00 8 00 58 48 0 00 0 00 480 00 CPA Stiles John Administrative 2010 BMAYOR Mayor Thobum gt 1 87 Goodrich Grace Hanna 116324 SA d Sen Active 8 00 188 92 0 00 180 79 0 00 0 00 480 00 CPA 4 Minneapolis 42 City of Lakes Summary comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Potential uses for this report include but are not limited to e Identification of leave usage by individual employee by work location or department e Manage absenteeism within the workforce e Identification of trends including work locations and job classifications with high levels of usage e Develop strategies to reduce sick leave usage where it is high in an effort to increase productivity and lower direct i e overtime and indirect Slower response rates to service requests costs e Assist in the
49. l 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 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 you can remove it you think it should not be in the training document Desenptson Sege information Budget and incumbents Position Information Find Viewan First aora Ml tast Position Number 00000058 ZE Headcount Status Filed Current Head Count 1 out of Effective Date 01011901 status Acme v Reason NEWA nen Position Action Date 01101901 Position Status Approved v Status Date 01 01 1901 E El key Position Job Information Business Unit ue Am Q Minneapolis MN Employes Class Certifies e Job Code OC Q Constr Maint Laborer C Manager Level Non Manager RegiTemp Regular e Fuert Time Full Time e Regular Shift Not Applicable e Union Code CLB Q Laborers Local 363 Cry Title Constr Maint Laborer C Short Title CML Detailed Position Deseriotion Work Location Reg Region USA Q Unmed States Department 6300000 Q PW SURFACE WATER amp SEWERS Company MeL CRy of Minneapolis Location C6300 Q Pub Wks Sewers
50. lable of CityTalk under the HRIS Information Center page for detailed instructions To navigate to the Worklist select Main Menu gt Worklist gt Worklist Details 4 Minneapolis 24 City of Lakes Summary Exercise Overview Duration Scenario comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY e The Landing Page Home Page is the gateway to information resources and services for a defined audience and a defined business purpose 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 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 In this exercise your instructor will provide you with your login credentials Once logged into COMET you can navigate through the HRIS business processes associated to your work center perform the various search options availa
51. lic 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 or Library 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 64 HR Generalists 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 65 HR Generalists Training A 5 Classified Indicator Classified WHEN TO USE Indicator e Record No 0 PRIMARY ZERO RE
52. ment Retirement 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 38 City of Lakes CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY Common Reports Employee The employee listing report is designed to assist users in retrieving a variety Listing Report 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 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
53. n within the report to individuals who do not have a legitimate need to know or have this information may pose legal risk to you and the City of Minneapolis The projected time an employee is eligible to retire is based on service time in HRIS For employees who received pension service credit in other organizations the actual year of retirement eligibility may be sooner than the projections show Active employees eligible to retire in previous years are included in the graph in the current Calendar year The above chart does not display calendar years when no employees are eligible for retirement LG Fl Find View All La First El 1 20 of 20 El Last Original Last Previous Department Location v r Cisseificstion ep rte Name er Poston Reports To status start DEED Ganger ethnicity Pian Grads Number Pian Enigibie Date Exists SANITARY es E Spv Eg 1991 1 SEWER Sanitary 2024 9 Le Il Sup3 Cherrier William J 080171 00002475 Views Joseph A Active 08 05 PERA Male White Sewer PW Eng Engineering SANITARY Den 3 Strehlo Jeremy 1985 SEWER S 2018 6 ll Gage Peter J 080282 00002484 T Active 02 04 PERA Male White Design PW Eng 4 comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 47 ENTERPRISE TECHNOLOGY Anticipating future employee retirements is a critical component of workforce planning and can be of great assistance in identifying where management succession plans and employee replacement plans are needed Moreover they
54. nagement and combination codes e The execution of key reports and queries Next Steps e Practice using the Training Sandbox e Provide support for new end users of COMET in your customer department s 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 57 HR Generalists Training This page has been intentionally left blank 58 HR Generalists Training PPENDIX ADDITIONAL DOCUMENTS A 1 Data Practices Act Acknowledgement Form 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 purp
55. nagers 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 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 Report ID MPOS250 50R Classic Position Management Raport Page 1 Ae of Date 01 01 2014 EUMAN RESOURCES Department 8150000 HUMAN RESOURCES Repl Annual Sal W r Zoctn Position Job C4 Job Title PTE R S POT Class Nano m Grado Rate St p Incr Date Hire Date Plan Ers CB155 00001861 054120 HR Associate C 5 Geiss 00001868 05412C_ HR Associate C R F C Berg Brianna 121317 5 38 066 CB8155 00903536 058120 A Total for Job Coda 054120 HR Associate C 3 000 celsa 00003527 058160 7 CB154 00003533 056160 HR Associate Consultant C R F C Dejarlais Crystal O 061643 7 61 445 7 Total for Job Code 054616C HR Associate Consultant C 2 000 C8155 00001962 os818C 00002958 058180 i 00002961 054180 HR Consultant C natt Irana 062598 255 363 2 ol 00002962 058180 mm Consultant C a Villarreal Daniel 109777 53 598 C8156 00002996 058180 HR Consultamt C Salant Hassan A 066875 272 465 7 01 00003530 058180 E C8
56. nal access requires a completed COMET 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 Favorites Main Menu comet a Personalize Content Layout comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 18 ENTERPRISE TECHNOLOGY Work Centers HR Generalist Work Center comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY 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 Favorites Main Menu comet Employee Self Service Pages Personal Information Review and Update your personal information Fl Personal Information Summary Ethnic Groups Time Reporti Report and review your Time Schedules request absences and more F Timesheet Payroll and Compensation Review your Pay and Compensation history Update your Direct Deposit and other Deductions or Contribution information P View Paycheck Fl Voluntary Deductions P Direct Deposit 2 More Benefits Review Health Insurance Savings Pension or other Benefits information Review and Update Dependent and Beneficiary personal information E Health Care Summary P Flexible Spending Accounts F Benefits Summary 6 More Change My Password Create 3
57. nal 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 31 City of Lakes Disciplinary Actions Overview The HR Generalists teams play a key role in ensuring the timely and accurate entry of Disciplinary Actions in HRIS Since some data entry responsibilities reside with staff from customer departments members of the HRG Teams need to partner with these employees to make sure the information is entered into HRIS in an accurate and timely manner All formal disciplinary actions need to be documented in the system for all employees of the Mayor City departments and Classified employees of the Park Board This includes the following actions e Verbal Warnings a k a Oral Reprimands e Written Reprimands e Disciplinary Suspensions e Disciplinary Demotions e Discharges and Resignations in Lieu of Discharge Some collective bargaining agreements may specify the types of disciplinary actions which can be formally documented in an employee s record For example some collective bargaining agreements do not recognize verbal warnings as a form of disciplinary action Members of the HR Generalist teams can assist managers
58. ode is used for temporary employees of the board or agency however that may be defined 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 Seasonal impacts for benefits and payroll Code 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 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 Ane Job Code Job Titi Seasonal PENE ane Code C03810 Election Judge C C03820 Student Election Judge C9075C Seasonal Environ Health Tech C C09490 Urban Scholar Intern Graduate C C09495 Urban Scholar Intern Undergd C C07500 Step Up Program Intern C C09750 METP Summer Youth 9063 4 comet Minneapolis CITY OF MINNEAPOLIS 28 City of Lakes ENTERPRISE TECHNOLOGY Employment Status comet CITY OF MINNEAPOLIS ENTERPRISE
59. ose 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 m Data Practices Act acknowledgement for 59 HR Generalists Training A 2 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 o
60. 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 Di Officials Police Department Medical Support Team Unelesslnice members and Park Board Code 8 employees requires an Expected Job End Date SCH ADDITIONAL RECORD CODES Record Numbers Greater Classified than Zero ien D e TO USE FOR ADDITIONAL ASSIGNMENTS OR Description code APPROPRIATE JOB CHANGE ACTIONS Regular 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 D May require Expected Job End Date Regular permanent employees assigned to work sporadically Concurrent in
61. plinary actions Workforce Development De Union Workforce Mgmt Center Organizational Development Di Wage Progression Administer Training UI Lagom and Recalls Workforce Monitoring 8 More 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 center 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 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 4 Minneapolis 22 City of Lakes 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
62. r 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 Address Type house number and street in Address 2 If no apartment or suite number Type house number and street in Address 1 NOTE Zip Code POSTAL HRIS Field Formats doc Examples of Results Must format as follows Johnson Lynn Carol Seth Rogers Mary Lou Rathborn Sr Jack R Peterson Jr Mike Williams ITIL 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 60 HR Generalists Training A 3 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
63. sition 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 Management 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 Ae Of Date 07 21 2015 8 List Only Vacant Positions D Position Management of Budgeted positions filled and vacant VACANT FILLED a s Results Find View 100 La First l 1 50 of 159 P Last Position Position FunPart Employes Kay Classification Employes Employes D Department Location Title Nor FTE Regi Seasonal Time Can Position Reports To o Name EEID status FTE Hire Admin amp Customer 1 REGULATORY Community Service Rep 000021431 Regular F Certified N Gagnier Cynthia M 5 Lane Doris Cedele 095767 Active 1 kje SERVICES Zon fe Time 08 24 Admin amp Customer P 2 REGULATORY Community Service Rep 000021671 Regular FU Certified N Gagnier Cynthia M 5 Darby Carol 115245 Eve 4 a SERVICES Ee t C Time WiPy 08 24 Admin amp Customer gt a REGULATORY Community Ser
64. 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 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 COMET is used to refer the former HRIS system 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 HR G
65. u 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 salary 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
66. vice Rep 000050811 Regular FU Certified N Gagnier Cynthia M 5 Church Margaret 199583 Leave 2000 SERVICES Engagement It Time Mary WiPy 0109 Admin amp Customer 2005 4 REGULATORY Community Service Rep 000070311 Rega UE Caniad N Gagner Cynthia M 6 Edmond Gwendolyn 109420 Active 1 ze SERVICES eeh EC Time 11 07 Admin amp Customer gt REGULATORY Full Patino Jessica 012 5 SERVICES id vg Rep 00007780 1 Regular Time Certified N Gagnier Cynthia M 6 M 120114 Active 1 de comet Minneapolis City of Lakes CITY OF MINNEAPOLIS 45 ENTERPRISE TECHNOLOGY Other potential uses for this report include but are not limited to comet cl H ENTERPRISE TECHNOLOGY Identification of vacant positions Use to identify Key Employees 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 4 Minneapolis 4
67. w Accrual Balances Additional access requires a written request from the Manager Supervisor and or HR Generalist The request must include a business reason to 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 Minneapolis 21 City of Lakes Search Options Various Search Options comet CITY OF MINNEAPOLIS ENTERPRISE TECHNOLOGY A user may have more fewer or different menu items than are displayed in the screenshots in the Training document Menu display is dependent on your role within the organization Menu Q 4r Export Org Chart Search Export Profile Org Chart to MS Excel Visio My Favorites gt Self Service gt Manager Self Service Job Information gt Recruiting EI Maintain information about a person tied to a specific job record gt Workforce Administration P Job Data gt Benefits P Job History M Compensation PI Review Staffing Assignments gt Stock 63 More Time and Labor gt Payroll for North America gt Global Payroll amp Absence Mgmt EI Labor Administration gt Payroll Interface Administer workforce agreements layoffs recalls and disci
68. y 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 4 Minneapolis 29 City of Lakes 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 appointments see code Q SC 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

HR Generalists - City of Minneapolis

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