Employee ID Conversion Workshop. Florida Department of Financial Services Division of Accounting & Auditing

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Stephanie Flowers
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1 Emplyee ID Cnversin Wrkshp Flrida Department f Financial Services Divisin f Accunting & Auditing

2 Agenda Summary f the Agency Impact Statements System Requirements Timeline Agency Readiness Next Steps

3 Impact Statements

4 Summary f the Agency Impact Statements All 33 agencies submitted impact statements 15 agencies reprted n impact Impact statements are published n the prject website

5 Summary f the Agency Impact Statements Agencies have 5 majr areas f cncern: Include Organizatin Cde (ORG) Vendr Emplyee (VE) File layut Timeline t update Agency Business Systems Payrll File 13 RDS Reprts Infrmatinal Database- Natural Access

6 Organizatin Cde Agency Impact Cncerned with remving ORG Cde frm VE File Currently use ORG Cde t limit access/wrk flw in Business System Reslutin ORG Cde will remain n the VE File One ORG Cde per emplyee

7 VE File Layut Agency Impact Requested the VE File layut fr Business System updates Reslutin VE File layut will be prvided n the prject website

8 Payrll File 13 Agency Impact Cncerned with the Emplyee ID nt being n the File 13 layut Emplyee ID is needed t allcate payrll expenses in Departmental FLAIR Reslutin The File 13 will cntain the Emplyee ID at the end f each rw f data

9 RDS Reprts Agency Impact Cncerned with changes t RDS reprts Reslutins N anticipated changes t Central RDS reprts; will cntain SSN Agency RDS administratrs will need t evaluate wh has access t RDS reprts that cntain SSN Departmental RDS reprts will cntain Emplyee ID

10 Infrmatinal Database- Natural Security Agency Impact Cncerned with access t Departmental FLAIR Infrmatinal Database - Natural Security Reslutin Persnal infrmatin will be redacted if the recrd has a Privacy Indicatr Persnal infrmatin - OLO and Emplyee ID will be available Nn-persnal infrmatin - all fields will be available

11 System Requirements

12 Cnfidential Infrmatin Cnfidential infrmatin in FLAIR will be prtected using Peple First Privacy Indicatrs See Peple First Prgram Guidelines All Privacy Indicatrs will be displayed in the VE File Privacy Indicatrs will be used t: Limit the infrmatin that can be accessed in the Infrmatin Warehuse (IW) and n transparency websites Respnd t public recrds requests

13 Departmental FLAIR Transitin Apprach Existing recrds will be marked fr deletin n initial lad Recrds marked fr deletin will be purged after 6 mnths Prir t purge, inquiry can be perfrmed by Name r SSN FLAIR will build a daily file extract f Peple First data and lad int VE File New exceptin reprt will be available fr identifying VE recrds that are missing infrmatin Recrds will be purged 6 mnths after emplyment ends r 6 mnths after last payment t emplyee All updates t emplyee infrmatin will riginate in Peple First

14 Vendr Emplyee (VE) File VE File field changes Obslete Fields Other ID Number Descriptin Cuntry Purge Cde Terminal ID f Last Update Emplyee Address 3 rd Line Date Added Date updated New Fields Emplyee ID (Peple First ID) Scial Security Number Privacy Indicatr Field(s) Emplyment Status Change Date Emplyment Status Wrk Address Wrk Phne Number

15 Departmental FLAIR - Access Cntrl FLAIR Access t the VE File will be changed VE File screen displays will still be restricted by OLO Three levels f access will be available Prhibited P Limited view inquiry I Inquiry S A&A intends t set plicy regarding access cntrl fr agencies Access cntrl reprts will reflect new indicatrs

16 Departmental FLAIR - Using Emplyee ID VE File inquiry screen Users will inquire using emplyee s Name, Emplyee ID, r SSN based n access FLAIR transactin prcessing Emplyee ID will be input in the Vendr Number field and/r Sub-Vendr field Purchasing Card Mdule transactins Emplyee ID will be input in the Sub-Vendr field

17 Central FLAIR - Using Emplyee ID Mst State CFO (SC) Functins will display Emplyee ID Vendr Histry Prmpt Payment Cmpliance Emplyee Travel Histry Detail Transactin Warrant Cancellatin EFT Authrizatin Functinality will remain the same Search results will display Name and last 4 digits f Payee ID (SSN r FEIN)

18 IW/Reprting - Transitin Apprach Histrical data will be available in IW Access t tables will be limited based n RACF ID grup IW can prvide FTP Files with executin f Agency MOU Privacy Indicatrs will be used t prevent transactins frm being published t the CFO s transparency websites (similar t Statewide Vendr File)

19 Other Systems Emplyee Infrmatin Center (EIC) Nn-payrll transactins recrded with an Emplyee ID will be available FACTS Name will be redacted fr payments made using an Emplyee ID with a Privacy Indicatr

20 Prject Timeline

21 Prpsed Timeline Early 2018 Cmplete FLAIR changes Address any prcedural changes Cnduct system testing Prvide training fr end-users Cnduct agency readiness activities Perfrm Transitin

22 Agency Readiness

23 Agency Readiness Activities Analyze Agency Business Systems and update as necessary Determine new VE File access levels befre transitin Review RDS reprt access fr apprpriate security levels Review IW access t sensitive infrmatin Review Peple First reprts prir t transitin fr accuracy Educate emplyees abut changes t travel frms/business prcesses Grant new access after transitin

24 Agency Readiness VE File Access Cntrl Review Departmental FLAIR access cntrl reprt

25 Agency Readiness SC Files Access Cntrl Review State CFO File access cntrl reprt

26 Agency Readiness RDS & IW Reprt Access Agency RDS Administratr shuld review access t reprts Central RDS reprts are nt being mdified; sme may cntain SSN Administratr may limit access t frms A&A intends t issue a plicy arund reprt access Crdinate effrts t determine apprpriate access t infrmatin RACF Administratr RDS Administratr FLAIR Access Cntrl Custdian

27 Agency Readiness Review Peple First Prir t transitin Review Peple First reprts Accurate Privacy Indicatrs Mailing address listed Emplyee may need t update ORG Cde assignment One ORG Cde per VE recrd

28 Agency Readiness Update Peple First Update Emplyee Infrmatin in Peple First Emplyees update address infrmatin Agency maintains ORG Cde infrmatin

29 Agency Readiness Educatin Agency Training Make staff aware f changes t frms and business prcesses A&A Training Jb aids related t VE File access and functinality will be published n the training website StateAgency.htm FLAIR classes will be updated t reflect the change t the VE File

30 Next Steps

31 Next Steps Send questins related t the prject via AcctAgencyPrjects@myflridacf.cm Visit the Emplyee ID Prject website nprj.htm Cmplete the Emplyee ID Wrkshp survey nline

32 Resurces Department f Management Services, Divisin f Human Resurce Management, Prgram Guidelines GuideAdminPubRecExempt_Final pdf Peple First HR Prfessinal User Guide tate_hr_practitiners/hr_prfessinal_user_guide

33 Questins?

34 Cncluding Thughts Thank yu fr participating in ur Emplyee ID Cnversin Wrkshp Cntact Infrmatin:

As Director of the Division of Accounting and Auditing, Ms. Smith welcomed the meeting participants.

As Director of the Division of Accounting and Auditing, Ms. Smith welcomed the meeting participants. Quarterly Purchasing Card Administratrs Meeting Minutes Wednesday, August 24, 2011 9:00-Nn Winewd Office Center, Building 4 Facilitatr: Marie Walker Intrductins Christina Smith, Department f Financial