Department of Management Services

2012 Accomplishments

Posted: 10/09/2012

Edited: 09/19/2018


2013 Open Enrollment

During the 2013 Plan Year Open Enrollment period, over 67,700 participants made changes to their benefit plan elections, accounting for over 126,000 benefit plan election changes. Of these changes, over 93.04% were processed online through People First. The People First Service Center received over 42,400 calls during the Open Enrollment period. When more participants make their Open Enrollment changes online, less calls and forms go to the Service Center for processing and there is less risk of errors.

Department of Agriculture and Consumer Services Recruitment Interface File

In June 2012, the team implemented a new job posting requisition file feed with DACS. This implementation was the first of its kind within the People First frame-work and provides DACS with hourly updates for their open job requisitions. This NEW system enhancement took effect on June 26, 2012. Department of Agriculture & Consumer Services (DACS) staff reached out to the DMS Secretary and requested a new interface file to receive recruitment and applicant data from People First. Through various meetings, business requirements were developed and provided to the People First service provider (NorthgateArinso), who deployed the new interface file ahead of schedule. This enhancement was requested by Commissioner Putman and will help with DACS' efforts to fill vacancies. Commissioner Putnam said in a recent letter he sent to the DMS Secretary, "Thanks to your commitment and the work of your talented staff, we will proudly begin a promotional campaign to promote these career opportunities...This project went very smoothly and was accomplished within our requested time frame."

Hiring Center Release (Bulk Printing)

On June 9, 2012, NorthgateArinso, in coordination with their subcontractor Peoplefluent, successfully deployed enhancements to the Talent Management suite. The enhancements included; bulk printing capabilities and indicating if applicants have attachments. The People First team received a comment from a customer that said, "I'm not really sure who I should be emailing, but I just wanted to say that I absolutely love the bulk print feature -- it is saving me TONS of time when printing applications/qualifying questions for our supervisors. Great, great upgrade!!!" This bulk printing enhancement has proven to be a significant time saver for human resource staff and hiring managers.

People First Special Compensation Programming:

In June 2012, the team implemented numerous enhancements to the People First system to support changes resulting from the 2012 Florida Legislative session. Part of these modifications included overhauling the way that Special Compensatory Leave is earned and used. The People First Division implemented the forced timesheet logic for the Security Services Collective Bargaining Unit (CBU-08). Effective with that implementation, any timesheet that is entered and or submitted from that point forward for timesheet periods ending after July 1, 2012, will be forced to use available special compensatory leave prior to using either annual leave or regular compensatory leave. Sick Leave, Admin Leave and Personal Holiday are not included in the forced logic. Employees will continue to be able to use these leave types for valid situations without being required to use special compensatory leave.

New Agency Pay Changes Report:

The Governor’s Office requested a report that monitors an agency’s pay changes. Currently on a monthly basis, there are pay changes in People First where there is no reason code, an increase was selected but resulted in a decrease, and a decrease was selected that resulted in an increase. These are considered errors and results in confusion on why the pay change occurred. The report will be broken out by agency, month, error type, and will be distributed monthly. On September 19, 2012, human resource officers were advised of the new report and were requested to advise their payroll staff of the importance of entering the correct pay change reason code on Personnel Action Requests (PAR).Migrating Systems From Convergys to NorthgateArinso.

NorthgateArinso began their network migration on September 7, 2012 and members of the People First Team worked with the NGA Team to test the various access points of the system before agencies began accessing the system. Some agencies reported having intermittent access to the People First Data Warehouse and the problem was resolved quickly. This migration completed the transfer of hardware and network services from Convergys to NGA.

NEW Dependent Certification Process Deployed:

Steps have taken place to significantly improve the benefit enrollment experience. These enhancements apply to all active employee and retirees who want to make an enrollment change (i.e., Open Enrollment or Qualified Status Change). The system release for the new dependent certification process went into affect on September 24, 2012. Qualified status event subscribers who want to make changes to their insurance plans will be prompted to follow a step-by-step process to certify their dependents eligibility online. As a result, most of the old dependent documentation requirements will be going away. Once the user has attested to the eligibility of their dependents, they will be provided with a one-page "streamlined" enrollment summary screen to make their elections. Significant communications were distributed to accompany the release.

NGA Network Migration Changes:

NGA is replacing two T1 lines in the Southwood Shared Resource Center used for People First Data Warehouse connectivity with a Virtual Private Network (VPN) connection. This connection will allow greater bandwidth, scalability, and lower costs for both parties. DMS has worked with the NGA Network team to gain access to the Data Warehouse and the SAP front end database through the VPN connection. NGA has made the necessary firewall changes and all four connections are now working from DMS. The DMS People First Team worked with agencies data warehouse users to test their connectivity before the September 10,2012, migration.

New Employee Transaction Reports Deployed:

The system release for the new Employee Transaction Reports went into effect on July 14, 2012. These new reports allow agencies to view non-OPS employees transactions reports back to 1984 (start of the legacy system, COPES) and employee transactions from People First. These reports are the only front-end reports that combine employee data from COPES and People First. The reports are the Employee Transaction Report, designed for human resource staff, and the Employee Transaction Condensed Report, designed for managers. These reports provide agencies with a much needed audit tool to address employee or management inquiries.

Workforce Reports:

On July 31, 2012, the Data Warehouse Team completed all reports for the Annual Workforce Report. The team began work in early July to extract data from the monthly historical file for July, 2012. Once the data extracts were completed and verified, they were used to create approximately 40 excel files of employee, benefit and position data. HRM will use these excel files to populate the Fiscal Year 2011-2012 Annual Workforce Report.

Agency Reorganizations:

Our team is tracking the reorganizations that are occurring as a result of the 2012 Legislative Session. Numerous mass loads are required to update data in People First. To date, a total of 19 mass loads have been processed as part of the transfer of law enforcement positions from the Department of Agricultural and Consumer Services and Department of Environmental Protection to the Fish and Wildlife Conservation Commission.

Address Accuracy Enhancements:

In July 2012, the team implemented numerous enhancements to strengthen the accuracy of employee addresses in the People First system. The enhancements include an address scrubbing and formatting process (based on standards published by the United States Postal Service), a new employee self-service tutorial style address verification process and enhancements to the direct entry screens to reduce the chance of data entry errors.

People First Annual Survey:

The People First annual survey was e-mailed to 25,000 randomly selected employees and retirees with e-mail addresses. The survey ran from March 12, 2012 through March 23, 2012. We received over 3,500 responses that responded with a 76% overall satisfaction rate. The 2011 annual survey resulted in the same 76% overall satisfaction rate. The team will conduct a more comprehensive analysis of the survey results and comments during the month of April. Ideas and suggestions from the annual surveys are used to feed the team’s Potential Work Item list for possible system enhancements and are shared with NGA to facilitate system and service center improvements. More information on the Annual Survey.

14-Day, 80-Hour Schedule for the Department of Highway Safety and Motor Vehicles (DHSMV):

The creation of a 14-day/ 80 hour Fair Labor Standards Act (FLSA) schedule created for the Department of Highway Safety and Motor Vehicles was implemented in the People First system on February 25, 2012. The DHSMV began using the new FLSA period March 2, 2012. The new FLSA period did not exist in the system prior to this implementation and is now available for use by all agencies.

Davis Productivity Awards:

In 2012, the DMS People First team was the recipient of two Davis Productivity Certificates of Commendation. One certificate was awarded for the team’s effort to implement the People First Mass Load File Processing templates. This work effort reduced state agency human resource time to process personnel transactions in People First. The second certificate was awarded to the People First and State Group Insurance team that implemented the myMRA card for employee medical reimbursement accounts. This effort moved account holders from a paper-driven to an electronic and real-time reimbursement process. More information on the Davis Productivity awards.