August 12, 2014 - 2014 Performance Evaluations

The Performamce Management Implementation Memorandum communicates instructions for processing performance evaluations for the performance cycle ending October 24, 2014.

The Performance Management Reference Card lists important dates and reports. Please ensure that all human resource staff (including PMIS data entry staff) and appropriate fiscal staff are provided with copies of this information. Questions should be directed as indicated in the memorandum. Thank you for your cooperation.

---

July 30, 2014 - Abolishing Vacant Positions

A file named POS-ABOLISH-agency-date.txt has been placed in the HuRMan folder for each agency with one or more classified positions that have been vacant since July 1, 2013 or before. It is a pipe-delimited text file intended for import into Excel or another relational-type tool. The listed positions are subject to being abolished unless agency action is taken for positions having a “Y” Abolish flag value.

This year we listed all positions vacant since July 1, 2013 or before, but we did not change the flag from “N” to “Y” for the positions identified as vacant since July 1, 2013 or before. Therefore, no action is required if you wish to retain the positions having “N” already set in PMIS for the identified positions that you do not want abolished when the purge is run in October. Only those identified positions with flags currently set to “Y” will need to be changed to “N” to keep.

Agencies can change the “Y” designation to “N” on PMIS using the position field change transaction (PSP160), for any positions that need to be retained for future use. (Positions having an Abolish flag set to a value of “X” are ignored in this process, e.g., faculty.)

In situations where there are over 50 positions to be changed from “Y” to “N” to retain, agencies may upload a file for batch (bulk) processing rather than keying in the PSP160 transactions. The uploaded batch file can be either in Excel or a text file, but all fields must be text datatype – do not drop any leading zeros. Files must contain the agency-number and position for each position to be changed from “Y” to “N” to retain. Please send your file using the File Upload Utility found at the ITech website http://web1.dhrm.virginia.gov/itech/ under the Workforce Planning tab in the panel on the left side of this webpage. If needed, please use the Request Access tab also located in the panel on the left side of this webpage to obtain permission to use the File Upload Utility Workforce Planning tool.

During the Columbus Day weekend (October 11-13, 2014), DHRM will run a batch delete program to remove all classified positions that still have a “Y” Abolish flag value. This process will be repeated at the end of each fiscal year.

---

April 15, 2014 - Wage 3 Information

The Wage 3 sub-system of PMIS is required for agencies subject to the Governor’s Hiring Approval Process. Please review the instructions distributed on 3/31/14 and 4/14/14 noting which wage positions are subject to the hiring approval process and which ones are decentralized on a one-time basis. The Position Category Field will be used to distinguish these wage positions in Wage 3. Beginning 4/15/14, agencies must enter one of the following codes in this field when creating a Wage 3 record:
L = Up to 180 consecutive days
G = More than 180 consecutive days
S = Seasonal
The 180-day count will commence on the wage employee’s current position begin date. On 4/15/14, DHRM will enter “G” as the default value for all wage records that currently exist in Wage 3. Agencies will need to correct individual records as necessary. DHRM will assist agencies with batch uploads of new wage records into Wage 3. Please contact ihelp@dhrm.virginia.gov for assistance and instructions.

October 29, 2013 - 2013 Performance Evaluations

The Performamce Management Implementation Memorandum communicates instructions for processing performance evaluations for the performance cycle ending October 24, 2013.

The Performance Management Reference Card lists important dates and reports. Please ensure that all human resource staff (including PMIS data entry staff) and appropriate fiscal staff are provided with copies of this information. Questions should be directed as indicated in the memorandum. Thank you for your cooperation.

---

July 26, 2013 - FY14 Salary Increase Follow-up Transactions PSE215/PSE200

For HRD e-mail blast:
Transactions PSE215 and PSE200 are available for agency use as noted below.

PSE215:

• Use PSE215 to process FY14 Salary Increases in PMIS for any eligible employees who were not selected for automatic update and, therefore, not already processed by the bulk update on July 25, 2013. Employees whose return from LWOP is keyed in PMIS after July 25, 2013 and employees who are indicated in PMIS as working less than 12 months are examples of employees who would not have been included in the July 25 automatic update.
• PSE215 will also change salary and/or bonus amounts when necessary due to, for example, elimination or modification of alternate pay bands.

PSE215 will accept the new salary, and one-time bonus payment if applicable, and will process the action in PMIS, if correct. Please verify the employee data fields presented for review before transmitting the action. When the data fields are correct, simply transmit where indicated. For CIPPS agencies, the transaction will be logged for the PMIS-to-CIPPS interface. (Please see DOA Payroll Bulletin concerning PMIS salary actions entered after 1:00 p.m. on 7/25 through 7/31.)

PSE200:
The PSE200 transaction will retract the FY14 Salary Increase action provided that no subsequent transactions have been keyed. PSE200 should only be used when the next transaction entered will not be another PSE215, such as in the following examples:

• An agency that needs to retract the FY Salary Increase in order to key an in-band adjustment that was effective on or before July25 but not keyed prior the July 25 bulk update should following the following sequence: retract the FY14 Salary Increase using PSE200; key the in-band adjustment as usual; use PSE215 to re-key the FY14 Salary Increase.
• PSE200 should also be used to remove the FY Salary Increase for employees who should have been BLOCKED.

To key FY14 Salary Increases for wage employees, agencies should use PSW090/215.

For assistance with these transactions, please contact the DHRM Help Desk at ihelp@dhrm.virginia.gov.

---

July 22, 2013 - July 25, 2013 Salary Adjustment Data Review as of 7/22/13

If your agency receives a bar-delimited file named INCREASE-agency-date.txt in your HuRMan files & reports repository folder, the list contains PMIS employees selected and qualified for the July 25, 2013 2% salary and employee longevity salary increases (faculty receive 3% without salary compression adjustment).

Please review the calculated new state-salary amount, and/or bonus amount if any, and review the included supporting data for accuracy and completeness. Where the computed salary increases exceed employees’ pay band maximums, employees will be due the amounts above their maximums as lump-sum payments, as in past years (use Special Pay 25 to apply lump sum payments to CIPPS). When applicable, the Alternate Pay Band maximum on PMIS will be used instead of SW or FP ranges to determine over-maximum salaries. ITech plans to apply the salary increases to PMIS on July 25, 2013 using PMIS status as of 1p.m on 7/25 and will produce P3’s during the PMIS update. For CIPPS agencies in PMIS, this will enable an automatic update of employee salaries on the Department of Accounts payroll system (CIPPS).

Another file, named INCREASE-12MO-agency-date.txt, will list those employees whose salary increases will not be processed automatically because the employees are indicated in PMIS as working less than 12 months (employee months worked < 12). The transaction PSE215 should be used to affect the increases for these employees on the appropriate effective date. In situations where there are over 100 employees with the same effective date to be entered, agencies may upload a file for batch (bulk) processing rather than keying in the PSE215 transactions.

The uploaded batch file(s) can be either in Excel or a text file, but all fields must be text datatype – do not drop any leading zeros. Files must contain agency-number, position, and employee-id to ensure accurate employee selection, and must include the effective-date (YYYYMMDD, e.g., 20130725) for each employee record in the file(s) sent for batch updating. Please send only the agency-number, position, employee-id, and the effective-date for each employee record in the file(s) sent for batch updating in order to differentiate the update files from the review files and to assist us in consolidating the update files. The 3% salary increase for faculty will be applied to the base state salary in PMIS on the specified effective date. Files must be received 10 days prior to the effective date to ensure timely processing of the salary adjustments. Files for employees working less than 12 months who are actively employed on July 25, 2013 should be submitted to DHRM no later than July 15, 2013 to ensure processing of these salary adjustments on July 25, 2013.

Please send files using the File Upload Utility found at the ITech website http://web1.dhrm.virginia.gov/itech/ under the Workforce Planning tab in the panel on the left side of this webpage. If needed, please use the Request Access tab also located in the panel on the left side of this webpage to obtain permission to use the File Upload Utility Workforce Planning tool.

If your agency receives a bar-delimited file named INCREASE-EXC-agency-date.txt in your HuRMan files & reports repository folder, the list contains PMIS employees who are otherwise eligible for the July 25, 2013 salary increase, but are excluded from automatic update because they are:

• excluded due to having overdue ordinary leave-with-pay return dates (record is tagged with message “LV-EXP”). DHRM cannot process salary increases for employees having expired ordinary leave-with-pay return dates. Use the “PSL001,agency” transaction to research employees with expired leave and to also research those with leave due to expire in the next 45 days; OR
• excluded due to their performance evaluation rating (record tagged with message “BELOWC”); OR
• blocked manually (record tagged with message “MANUAL”) because the agency has included them on an INCREASE-MANUAL-BLOCK file submitted to indicate that their increases should not be processed.

A fourth file, named INCREASE-BYPASS-agency-date.txt, will list those employees not listed above who will not have salary increases processed on July 25, 2013 because the employees are indicated in PMIS as being on “Leave Without Pay” or having state-begin dates later than April 24, 2013 (“HIREDT”). All agency PMIS employees should be listed in one of these review files.

The files will be delivered to the applicable agency HuRMan files & reports repository folders on 7/3, 7/9, 7/17, 7/20, 7/24, 7/26 and following approved bulk updates in August/September for employees working less than 12 months. For review purposes, suggest importing each bar-delimited text file into Excel choosing “Delimited” file type, “Other” type delimiter (the “bar” key is the shifted key over the backslash key), and make the column data format “text” for all of the fields. But before importing, first add column headings to your text file: copy the column heading listed below and use Notepad to open your file, insert a blank row as the first row (place cursor at top left position and press the enter key), and then paste the heading as the first row of the text file.

AGY|POSITION|EMPL-ID|LAST-NAME|FIRST-NAME|2PCT-AMT|YRS-AMT|OLD-STATE-SAL|NEW-STATE-SAL|BONUS-AMT|ROLE|BAND|PAY-AREA|ALT-MAX|OLD-MAX|NEW-MAX|EMPL-MONTHS|EMPL-PCT-TIME|STATE-BGN-DT|PRIOR-SVC|SPEC-RATE|NON-STATE-SAL|LV-CODE|LV-EFFT-DT|LV-RETN-DT|PAYROLL-NUM|PAY-SCHEDULE|MESSAGE Policy information regarding the July 25, 2013 Employee Salary Increases is available on the DHRM website.

Please direct inquiries regarding the July 25, 2013 Employee Salary Increases technical implementation to the DHRM Help Desk via iHelp. Please contact payroll@doa.virginia.gov for questions related to CIPPS payroll processing.

---

June 13, 2013 - Implementation of Written Notices Query Tool

The Written Notice Query Tool will be available in the HuRMan agency web portal on July 5, 2013. The query tool retains the written notices that have been entered in PMIS since November 1, 2005. The database is updated on the third of each month with the current status of the notices as of the end of the previous month. The tool allows the selection of data based on specific criteria, such as employee or written notice group level. An on-line help feature is available to assist in the selection of the criteria. Authorized users will be able to query the written notices forthe individuals who are employed in their agencies.

If you currently have access to both the agency web portal and the written notices sub-system on PMIS, you may already be receiving access to the query tool on July 5, 2013. If you need to request access, click the "Request Access" link in the upper-left blue panel of the page. Next, in the white center panel of the page, click the “DHRM Computer Applications Access Request Form” to call up the online (PDF) request form. The form is fill-able online or can be printed off and filled in by hand. The Written Notice Query is located under the “Other HR Management Tools” on the left side of the request form. The completed form must be submitted as a signed hard-copy. Instructions for submission are located on the bottom left side of the form.

---

May 16, 2013 - VRS Plan 1 to Plan 2 Change

As a result of pension reform legislation, VRS Plan 1 employees who were not vested by January 1, 2013 were moved to Plan 2. VRS recently updated affected employees’ records in VRS Navigator and has provided a file listing these employees to DHRM. Based on that file, DHRM will effect a batch-update of these employees’ retirement plan codes in PMIS. DHRM plans to load this file the week of May 20, 2013. Agencies should review the VRS Employer Update for May 2013 as well as future e-480 reports and consult VRS with questions.

October 25, 2012 - 2012 Bonus Follow-up Transactions PSE565/PSE665

Transaction PSE565 and PSE665 will be made available for agency use on Monday, 11/26, to be used for retroactive bonus processing in PMIS for any eligible employees not selected for automatic update and, therefore, not already processed by bulk update on 11/24/2012, for example employees returning from LWOP in PMIS after 11/24/2012.

Transaction PSE565 will compute the one-time 3% bonus payment and will store the bonus action in PMIS Pay History, if correct. Please verify the salary fields presented for review, and if they are not correct as of 11/24/2012, please contact the DHRM Help Desk. If the bonus amount is correct, simply transmit where indicated. For CIPPS agencies, please also refer to Payroll Bulletin 2012-14 for DOA instructions.

To retract the 11/24/2012 Bonus Payment action, use transaction PSE665. To change the bonus amount of a posted bonus action, please contact the DHRM Help Desk via ihelp@dhrm.virginia.gov.

---

July 17, 2012 - 2012 Performance Evaluations

The Performamce Management Implementation Memorandum communicates instructions for processing performance evaluations for the performance cycle ending October 24, 2012.

The Performance Management Reference Card lists important dates and reports. Please ensure that all human resource staff (including PMIS data entry staff) and appropriate fiscal staff are provided with copies of this information. Questions should be directed as indicated in the memorandum. Thank you for your cooperation.