Overview Definitins Respnsibilities This instructinal guide identifies the sequential steps that an agency must fllw when prcessing an agency rerganizatin in the Peple First system. Fllwing these steps will ensure emplyees are paid accurately and n time; agency reprts are accurate, etc. The fllwing are definitins relevant t this instructinal guide: Peple First Team The entity within the Department f Management Services that is respnsible fr strategic planning and prcurement management; cntract management and service center versight; system and data warehuse design; and custmer supprt, cmmunicatin and training as it relates t the Peple First system. Divisin f Human Resurce Management (Wrkfrce Design & Cmpensatin) The plicy entity within the Department f Management Services respnsible fr reviewing and apprving changes made t any part f an agency s rganizatin structure. Mass Lad A systematic way t prcess certain psitin and emplyee actins in Peple First. A minimum f 100 recrds are required t prcess a mass lad. Mass Lad File A cmpleted file (using the mass lad template) that is submitted by the agency that cntains all data necessary t prcess a mass lad. Mass Lad Template A frmatted blank file that cntains all data elements (fields) necessary t prcess a mass lad. Agencies use the template t create a mass lad file. NrthgateArins (NGA) The vendr wh prvides the state with a persnnel infrmatin system (Peple First) and an enterprise-wide suite f human resurce services. Rerganizatin A change made t any part f the agency s rganizatin structure. A rerganizatin requires apprval frm the Divisin f Human Resurce Management (Wrkfrce Design & Cmpensatin) and Executive Office f the Gvernr, Office f Plicy and Budget (OPB). The fllwing identifies the respnsibilities fr manually prcessing the rerganizatin in Peple First r thrugh the mass lad prcess. Prcessing Rerganizatin Manually Agency Respnsibilities (as applicable): Obtain apprval fr the rerganizatin frm the Divisin f Human Resurce Management s Wrkfrce Design & Cmpensatin team and OPB. Request the Peple First Team create new Budget Entity (BE), FLAIR Org Cde, and State Prgram Cmpnent (SPC). ARP 1 Last Updated n March 19, 2019
Request the Peple First Team establish the BE t SPC relatinship fr new BE and SPC cdes. Create new 29-digit FLAIR Accunt Cde in FLAIR and ensure the new accunt cdes are marked fr payrll. Create new (r mdify existing) 24-digit Human Resurce Organizatin Cde. If there are mre than 100 cdes that are being created, this task can be handled thrugh the mass lad prcess. Nte: There is nt a mass lad prcess t mdify existing Organizatin Cdes. If applicable, create new Other Cst Accumulatrs (OCA) cdes (fr DCF, APD, and DOH nly). Ensure that all manual entries assciated with the rerganizatin (e.g., psitin updates, PAR actins, etc.) are prcessed crrectly. Prcessing Rerganizatin thrugh Mass Lads In additin t the agency respnsibilities identified previusly, the fllwing are the additinal respnsibilities when prcessing the rerganizatin thrugh a mass lad. Agency Respnsibilities: Ntify the Peple First Team f the need fr a mass lad at least 60 days prir t the effective date f the rerganizatin. In rder fr the Peple First Team t determine what mass lads are available fr use, it is the agency s respnsibility t determine the scpe f the rerganizatin. Cmplete the required mass lad files necessary t prcess the agency rerganizatin and ensure that all files include accurate data, and are prvided t the Peple First Team timely. Manually prcess all recrds that are drpped during the mass lad prcess. Recrds typically drp during the mass lad prcess due t invalid relatinships (e.g., trying t tie a recrd t an rganizatin cde, psitin, emplyee, etc., that is nt active), typs n the mass lad files, r future dated actins existing. Recrds must be prcessed sequentially t ensure accuracy. Fr example, the supervisr psitin must exist befre an emplyee relatinship (emplyee reprts t) can be created. Crdinate all cmmunicatins with internal staff related t the rerganizatin, including any silent perids (see Silent Perid sectin) fr actins in Peple First. Peple First Team Respnsibilities: Once ntified by the agency that a rerganizatin is ging t ccur (and the agency has received apprval), wrk with the agency t determine if the rerganizatin qualifies fr a mass lad. ARP 2 Last Updated n March 19, 2019
Based n the effective date f the rerganizatin, prvide the agency with deadlines and templates fr the mass lad(s). Create any new Budget Entities, State Prgram Cmpnents and FLAIR Org Cdes as requested by the agency. Prcess requests fr Budget Entity t State Prgram Cmpnent relatinships. Review mass lad files submitted by the agency fr errrs (e.g., alpha characters in an all numeric field, duplicate recrds, etc.). Send mass lad files t NGA fr prcessing in accrdance with the agreed upn schedule. Once the mass lad files are submitted t NGA, the files are prcessed thrugh the Peple First test envirnment t determine errrs prir t the recrds being laded t Peple First (prductin). Based n the number f drpped (errrs) recrds in the test envirnment, the mass lad files will either be prcessed in prductin r sent back t agency fr crrectin, befre the mass lad is prcessed in prductin. Ntify the agency when the mass lad has been cmpleted (prcessed in prductin). Prvide the agency with any drpped recrds that need t be manually prcessed. Clse ut mass lad assignment. Prcess Steps There is a required rder fr perfrming an agency rerganizatin in Peple First. The fllwing steps must be fllwed in sequential rder when prcessing a rerganizatin, regardless if it is being prcessed manually r thrugh a mass lad. Only if a particular step is nt applicable, it can be skipped. Step 1: Create new Budget Entity (BE) in Peple First If new Budget Entities are being created, then these must be established in Peple First befre any ther changes are made. A request t create a new Budget Entity must be made at least tw business days befre the BE is needed. Refer t the Creating Budget Entity (BE) instructinal guide fr establishing Budget Entities. Step 2: Create new State Prgram Cmpnent (SPC) in Peple First If new State Prgram Cmpnents are being created, these must be established after the new Budget Entities have been created. A request t create a new State Prgram Cmpnent must be made at least tw business days befre the SPC is needed. Requests are nrmally prcessed the same day as the request is received. Refer t the Creating State Prgram Cmpnent (SPC) instructinal guide fr establishing State Prgram Cmpnents. ARP 3 Last Updated n March 19, 2019
Step 3: Create BE t SPC Relatinship fr New Budget Entity r New State Prgram Cmpnent Each new BE must be linked t the apprpriate SPC befre using in Peple First. Each new SPC must be linked t the apprpriate BE befre using in Peple First. This step is nly necessary if new Budget Entities r State Prgram Cmpnents were created in Step 1 r 2. A request t create a BE t SPC relatinship must be made at least five business days befre it s needed. Refer t Step 2 in the Creating Budget Entity (BE) instructinal guide fr establishing the BE t SPC relatinship. Step 4: Create New 29-Digit FLAIR Accunt Cde in FLAIR FLAIR Accunt Cdes must be marked fr Payrll use in FLAIR befre they can be used in Peple First. Refer t the Creating FLAIR Accunt Cde instructinal guide fr establishing FLAIR Accunt Cdes. Step 5: Create New 11-Digit FLAIR Organizatin Cde in Peple First If new FLAIR Organizatin Cdes are being created in Peple First, these shuld be created after all applicable Steps 1 4 have been cmpleted. A request t create a new FLAIR Org Cde must be made at least tw business days befre the FLAIR Org Cde is needed. Requests are nrmally prcessed the same day as the request is received. Refer t the Creating r Mdifying FLAIR Org Cde instructinal guide fr establishing FLAIR Org Cdes. Step 6: Create New 24-Digit Human Resurce (HR) Organizatin Cde r Update Existing HR Organizatin Cde If new Organizatin Cdes are being created, these shuld be created after all applicable Steps 1 5 have been cmpleted. ARP 4 Last Updated n March 19, 2019
Once Steps 1-5 have been successfully cmpleted, the agency may update existing Organizatin Cdes t reflect the new accunting infrmatin by prcessing an Update Org Details actin in Peple First. Parent Organizatin Cdes cannt be assigned as the child (dependent) t an Organizatin Unit that is lwer in the Organizatin structure than the Parent Organizatin. This applies t assigning the relatinship either manually r thrugh the mass lad prcess. Fr example, the Organizatin Unit fr a Divisin cannt be assigned as the child (dependent) f a Bureau s Organizatin Unit within that Divisin. If a new Organizatin Unit will be the parent t ne r mre existing Organizatin Units, then the new Organizatin Unit must be established befre the existing Organizatin Unit can be mved under the new Organizatin Unit. If prcessing the creatin f an Organizatin Unit as a mass lad, the agency prvides data t Peple First Team using the established mass lad template (Create Orgs Template). Mass lad requests shuld be submitted t Brenda Hugh at Brenda.Hugh@dms.myflrida.cm. Nte: There is nt a mass lad prcess t mdify existing Organizatin Cdes. Step 7: Create New OCA Cde This step is nly applicable fr agencies that use OCA cdes (i.e., DCF, APD and DOH), all ther agencies shuld mve t Step 8. Create new OCA cdes and establish their relatinships (thrugh the interface prcess) prir t assigning the OCA cdes t a psitin, Organizatin Unit, etc. Step 8: Assign Psitins t an Organizatin Unit Establish new psitins, r mve existing psitins, int the new rganizatin units (i.e., establish the S (psitin) t O (Org) relatinship). If new psitins will have ne r mre existing psitins reprting t it, then the new psitins must be established befre existing psitins can be mved int the new Organizatin Unit. If new psitins will reprt t ne r mre existing psitins, then the existing psitins must be mved int the Organizatin Unit prir t establishing the new psitin within the Organizatin Unit. If prcessing this step as a mass lad, the agency prvides data t Peple First Team using the established psitin mass lad template(s). Mass lad requests shuld be submitted t Brenda Hugh at Brenda.Hugh@DMS.MyFlrida.cm. Step 9: Establish r Update Supervisr Relatinship ARP 5 Last Updated n March 19, 2019
Assign (r change) the apprpriate supervisr (i.e., establish the S (psitin) t S (Supervisr) relatinship) t the psitin by prcessing an Update Psitin Details actin in Peple First. If prcessing this step as a mass lad, the agency prvides data t Peple First Team using the established mass lad template (S t S Object Relatinships Template). Mass lad request shuld be submitted t Brenda Hugh at Brenda.Hugh@DMS.MyFlrida.cm. Step 10: Update Psitin Funding After all applicable Steps 1 9 have been cmpleted, update all psitins impacted by the rerganizatin effrt t reflect the new accunting structure fr the psitin by prcessing an Update Psitin Details actin in Peple First. If prcessing this step as a mass lad, the agency prvides data t Peple First Team using the established mass lad template (Psitin Funding Template). Mass lad requests shuld be submitted t Brenda Hugh at Brenda.Hugh@DMS.MyFlrida.cm. Step 11: Update Emplyee Recrds Prcess the apprpriate PAR fr all emplyees that were impacted by the rerganizatin effrt t sync the emplyee s recrd with the psitin recrd. Emplyee Sync PAR - This PAR type wuld nly be used in specific circumstances. Fr example, this PAR type is needed when making changes t the emplyee s vertime designatin (i.e., included, excluded), supervisr r psitin title (wrking title). Appintment PAR - This PAR type wuld be used when prcessing a rerganizatin that invlves getting emplyees frm anther agency. In additin, depending n the type f changes fr an internal rerganizatin (e.g., reclassificatin), this PAR type wuld als be used. This step shuld always be cmpleted t ensure the psitin and emplyee recrds are in sync. Additinally, if this is nt cmpleted, then all updates will nt be sent t the data warehuse. If prcessing this step as a mass lad, the agency prvides data t Peple First Team using the established mass lad template (Emplyee Sync Template r Appintment PAR Template). Mass lad requests shuld be submitted t Brenda Hugh at Brenda.Hugh@DMS.MyFlrida.cm. Final Step: Assign an Alternate FLAIR Accunt Cde If new FLAIR Accunt cdes were created and the ld FLAIR Accunt cdes assigned t the psitins included in the rerganizatin are n lnger valid, then an alternate FLAIR Accunt cde entry shuld be made fr all vertime and n-call eligible psitins by prcessing an Update Psitin Details actin in Peple First. This entry is used t verride the FLAIR Accunt cde n the Psitin Funding screen. ARP 6 Last Updated n March 19, 2019
There are separate fields fr Overtime and On-Call. Once created fr Overtime and/r On-Call, all (this includes payments fr prir pay perids as well as any future pay perids when the payments are due) payments f that type (e.g. Overtime), fr that psitin, will be paid frm the value entered int the applicable field in the Alternate FLAIR Accunt recrd. The entries in the Overtime and/r On-Call fields will cntinue t verride the psitin recrd fr these payments until the Alternate FLAIR Accunt cde entry is remved. T remve the entries in the Overtime and/r On-Call fields, prcess an Update Psitin Details actin in Peple First. Payments prcessed after the Alternate FLAIR Accunt Cde entry is remved (based n effective date) will use the psitins FLAIR Accunt cde that was valid fr the pay perid being paid. The Alternate FLAIR Accunt Cde is nly used t verride the FLAIR Accunt cdes fr Overtime and/r On-Call payments and des nt impact regular salary, CJIP payments, etc. If prcessing this step as a mass lad, the agency prvides data t Peple First Team using the established mass lad template (Alternate FLAIR Acct Cde Template). Mass lad requests shuld be submitted t Brenda Hugh at Brenda.Hugh@DMS.MyFlrida.cm. Silent Perid The fllwing are the changes that can be made n psitin recrds and emplyee recrds during the time perid after the mass lad files have been prvided t the DMS/Peple First Team, but prir t the mass lad files being prcessed. Unless identified belw, n ther changes shuld be made until all mass lads and updates assciated with the rerganizatin have been cmpleted. Psitin Changes Any change t psitins that are nt included as part f the mass lad files. If the psitin is n the mass lad file, n updates can be prcessed until after the mass lad is cmpleted. Any change made t psitins that are included n the mass lad files must have an effective date prir t the effective date f the rerganizatin. Establishing new psitins that are nt assigned t any f the new Human Resurce Organizatin cdes being created as part f the rerganizatin. Ablishing psitins that are nt part f the rerganizatin. Emplyee Changes Any nn-par changes (e.g. W-4, address changes) can be prcessed, regardless f the effective date. PAR changes that are effective dated prir t the effective date f the rerganizatin. ARP 7 Last Updated n March 19, 2019
All PARs shuld be cmpleted prir t the mass lads being prcessed. Fr example, if the mass lad is scheduled t lad int Peple First n July 1, 2018, then all PARs fr that agency shuld be cmpleted by clse-f-business June 30, 2018. N PAR with an effective date equal t r later than the effective date f the rerganizatin shuld be created r cmpleted prir t the rerganizatin being cmpleted. If PARs are created prir t the rerganizatin being cmpleted the ld rganizatin infrmatin will be used fr the PARs. ARP 8 Last Updated n March 19, 2019