2022 HCM FISCAL YEAR OVERVIEW
This document provides an overview of the fiscal year 2022, highlighting key aspects such as financial data, projections, and trends as of May 4, 2021. It covers important information that can be beneficial for stakeholders, decision-makers, and analysts to understand the financial landscape for the upcoming year and make informed decisions based on the presented data.
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2022 HCM FISCAL YEAR OVERVIEW MAY 4, 2021
AGENDA Background Departments Position Manual Changes to Position and/or Budgets Mass Changes in Position Workbooks Position Request Form Lockout Summary of Deadlines
WHY DOES HCM HAVE A FISCAL YEAR? Commitment Accounting Position Budgets are tied to a specific combination of HR Department, Fiscal Year, Position Number Every active Department and Position in the entire state needs to have new budget rows generated in the new Fiscal Year
FISCAL YEAR EFFECTIVE DATE The State of Wisconsin recognizes the Fiscal Year as starting the first Sunday of the pay period in which 7/1/YYYY occurs In this year, that is 6/20/2021 The PeopleSoft HCM system cannot handle a moving date and instead recognizes 7/1/YYYY as the Fiscal Year
PAY CALENDARS Pay Period 13 Pay Period 14 Pay period begin 6/6/2021 Pay period begin 6/20/2021 Pay period end 6/19/2021 Pay period end 7/3/2021 Post Payroll Processes 6/25/2021 Post Payroll Processes 7/9/2021 Check Date 7/1/2021 Check Date 7/15/2021
DEPARTMENT TARGET DATES The STAR HCM team will move over all department budgets from FY 2021 to FY 2022 Agencies should enter AND AND approve all Department creations and changes in Finance BEFORE BEFORE 7:00 AM on 5/25/2021 Target Dates for STAR HCM Pull new, approved Departments from Finance at 7AM on 5/25/2021 and manually add to HCM Creation of Department Security Tree for FY2022: 5/25/2021 Creation of Department Budgets for FY2022: 5/26/2021 to 5/28/2021
EFFECTIVE DATES OF NEW DEPARTMENTS If Departments need to be active BEFORE year, they need to be created with an effective date of 7/1/2020 BEFORE 7/1/2021 for the new fiscal E.g. I need to put positions and/or people into this new Department effective 6/20/2021, 6/6/2021, or earlier If Departments need to be active ON OR AFTER fiscal year, they need to be created with an effective date of 7/1/2021 ON OR AFTER 7/1/2021 for the new E.g. I need to put positions and/or people into this new Department effective 7/4/2021, 7/18/2021, or later
QUERY TO VIEW DEPARTMENTS Use Query WI_HR_DEPT_AND_BUDGET to view your Active departments and funding, if applicable IE for all DOA departments search for: 505%
DOES YOUR AGENCY NEED POSITION CHANGES FOR FISCAL YEAR? No - If your Agency does not need any changes for their positions, then you do not have to do anything STAR will roll your position budgets into the new FY Yes - Agencies who need to adjust their positions for the new fiscal year have two options: They can use the Position Request Form in HCM to do them manually Or, Request a position workbook and the STAR HCM team will mass load the changes Please note the minimum requirements in order to request a workbook
MANUAL POSITION CHANGES IN HCM Position Request Form: Main Menu > STAR > HR > Process > WI Position Requests Make the changes to existing positions effective at the beginning of pay periods Agencies - Please have all manual changes completed AND by 11:00 AM 6/23/2021 AND fully approved Any Position Requests that are in DRAFT status or not fully approved will be canceled and not reflected in the new Fiscal Year values
WHAT EFFECTIVE DATE SHOULD YOU USE EXISTING POSITIONS Prior to 7/1/2021, the Position Request Form should not be using ANY Effective Dates ON or AFTER ON or AFTER effective date 7/1/2021 to Update Existing Positions After 7/1/2021, the Position Request Form should not be using ANY Effective Dates ON or BEFORE ON or BEFORE effective date 7/1/2021 to Update Existing Positions
WHAT EFFECTIVE DATE SHOULD YOU USE NEW POSITIONS Prior to 6/23/2021, if you submit a request for a NEW position effective dated BEFORE 7/1/2021 (FY 2021), STAR will bring that Position into FY 2022 BEFORE E.g. The new position is effective 6/20/2021, 6/6/2021, or earlier After 6/23/2021, if you submit a request for a NEW position effective dated BEFORE (FY 2021), you will need to submit a second Position Request effective dated 7/1/2021 for FY 2022 BEFORE 7/1/2021 E.g. The new position is effective 6/20/2021, 6/6/2021, or earlier After 6/23/2021, if you submit a request for a NEW position effective dated AFTER (FY2022), no further work is needed to bring the position into the new Fiscal Year AFTER7/1/2021 E.g. The new position is effective 7/4/2021, 7/18/2021, or later
WHAT FISCAL YEAR SHOULD YOU USE If the change is effective dated BEFORE BEFORE 7/1/2021, use Fiscal Year 2021 If the change is effective dated ON OR AFTER 2022 ON OR AFTER 7/1/2021, use Fiscal Year These FY 2022 changes should not occur until AFTER later than July 2nd, 2021 AFTERDPM gives the all-clear no
TROUBLESHOOTING FISCAL YEAR ERRORS - POSITION REQUEST FORM Always verify the Fiscal Year before you submit Position changes via the Position Request Form If the Fiscal Year is not a lookup value AND/OR Date are blank, the HR Department on the first page of the request does not have funding and you cannot put a position into that HR Department AND/OR the Budget Begin Date/End If the HR Department should have funding and it isn t showing up, submit a STAR HCM support ticket
REQUIREMENTS FOR MASS LOADS POSITION AND BUDGET There should be a minimum of 100(+) changes to a single position field AND/OR 100(+) changes to budget fields overall AND/OR E.g. Both the HR department and Reports To needs to change for Fiscal Year There should be 100 instances of the HR Department Change AND 100 instances of the Reports To change E.g. For Budget changes there are 20 Appropriation changes, 50 Funding changes, and 30 Account code changes This would meet the minimum threshold Both examples could occur simultaneously
AGENCY MEETS REQUIREMENTS WHAT NOW? Submit a STAR Support ticket via the JIRA portal requesting a position workbook by EOD 5/11/2021 EOD 5/11/2021 https://all-star.wi.gov/servicedesk/customer/portal/1 Make sure to include the required information on the next slides in the ticket Use the title Requesting HCM Fiscal Year 2022 Workbook for Position - <Agency>
REQUIRED JIRA TICKET INFORMATION Reason for the Mass change Requested Effective Date Should be 6/20/2021 for the First Sunday in the new Fiscal Year Estimate of the number of positions impacted What field(s) are anticipated being changed? If budget fields are changing, is the agency coordinating with Finance to update the HCM specific combo edit trees? Will this mass change require State Budget Office approval? If so, is SBO aware of the upcoming mass load? Does the agency require more than 1 week to populate the workbook? Which agency timeslot is your First, Second, and Third choices?
SCHEDULE FOR MASS LOADS STAR HCM will be loading requested position workbooks on a staggered schedule Targeting two agencies per week who have requested workbooks 1 week for agencies to make changes in the workbook and 1 week for testing the mass load, obtaining approval, and loading into Production If agencies need more than 1 week with the workbook to make changes, the agency will be locked out from position maintenance in HCM
AGENCY TIMESLOTS - #1 AND #2 Pull workbook and send to agency: 6/4/2021 Agency makes changes to workbook: 6/4/2021 6/11/2021 Workbook due back to STAR HCM EOD: 6/11/2021 STAR HCM tests load, obtains approval: 6/14/2021 6/16/2021 STAR HCM loads into PHRPRD: 6/17/2021
AGENCY TIMESLOTS - #3 AND #4 Pull workbook and send to agency: 5/28/2021 Agency makes changes to workbook: 5/28/2021 6/4/2021 Workbook due back to STAR HCM EOD: 6/4/2021 STAR HCM tests load, obtains approval: 6/7/2021 6/9/2021 STAR HCM loads into PHRPRD: 6/10/2021
AGENCY TIMESLOTS - #5 AND #6 Pull workbook and send to agency: 5/21/2021 Agency makes changes to workbook: 5/21/2021 5/28/2021 Workbook due back to STAR HCM EOD: 5/28/2021 STAR HCM tests load, obtains approval: 6/1/2021 6/2/2021 STAR HCM loads into PHRPRD: 6/3/2021
POSITION REQUEST FORM LOCKOUT ALL Agency users will be locked from the Position Request Form from 11:00 AM on 6/23/2021 through 9:00 AM on 7/2/2021 STAR HCM will be mass creating new FY2022 position budgets for those positions that were not part of an agency specific mass load If the loads finish before 7/2/2021, users could be unlocked sooner Please have all your position maintenance done AND Request form before 11:00 AM on 6/23/2021 ANDfully approved via the Position Any position requests that are not in completed status will be canceled at 8:00 AM 6/24/2021 This includes any requests in DRAFT or SUBMITTED STATUS
SUMMARY OF AGENCY DEADLINES Departments Creation of new Departments in Finance: 7:00 AM 5/25/2021 Positions Submit JIRA ticket if workbook is needed: EOD 5/11/2021 Schedule for Agency Workbooks sent out to agencies: EOD 5/14/2021 Agency workbook deadlines dependent upon specific timelines Non-Workbook Agencies make manual position changes in Fiscal Year 2021: 11:00 AM 6/23/2021 All Agency Users locked from Position Request Form: 11:00 AM on 6/23/2021 through 9:00 AM on 7/2/2021 All Agency Users can make manual position changes in Fiscal Year 2022: Starting at 9:00 AM on 7/2/2021
