Position Budgeting Project ENCORE Town Hall Meeting April 8, 2015.

Position Budgeting

Project ENCORE Town Hall MeetingApril 8, 2015

Statewide Programs

Statewide Performance

• Transparent & Accountable • Performance Informed Budgeting• Strategically Utilizing Our Resources by

aligning to Statewide Programs and Goals• Oracle Strategy and Scorecard Management

(OSSM) module

Statewide Goals and Topics

Transparency

Efficiency

Fiscal Responsibility

Workforce

Economic SystemsAccess

Law Enforcement

Public Protection Opportunity BusinessWellness

Environmental Stability

AchievementPrevention

Social Stability

Quality

Healthy Citizens

& Strong

Families

Safe Citizens

&Secure

Communities

Educated Citizens

&Exemplary

Schools

Prosperous Citizens

&Thriving Economy

Effective Services

& Accountable Government

Statewide Goal Map

AccessWellness Prevention Social Stability

Healthy Citizens & Strong Families

Maternal and Infant Health

Obesity

Tobacco Use

Prescription Drug and Substance

Abuse

Immunizations and Infectious

Disease

Abuse and Injury

Food and Water Safety

Health Services

Behavioral Health

Child Welfare Services

Aging Services

Goal

Topic

Statewide Program

Statewide Program

A Statewide Program is a focus area or priority area for the State that crosses multiple agencies with multiple owners.

Statewide Program: Prescription Drug and Substance Abuse

Oklahoma State Department of

Health

Injury Prevention Service

Oklahoma Highway Safety Office

Oklahoma Dept. of Mental Health and Substance Abuse

Services

Oklahoma Department of Public

Safety

Oklahoma Bureau of Narcotics and

Dangerous Drugs Control

Oklahoma Health Care Authority

Oklahoma Poison Control Center

Oklahoma State Bureau of

Investigation

Oklahoma Office of Juvenile Affairs

Oklahoma State Department of

Education

Oklahoma Department of

Human Services

Oklahoma State Regents for Higher

Education

HEALTH EDUCATION SAFETY & SECURITY

Statewide Program Name & Definition

Performance Objective

Decrease the rate of hospitalization discharges for acute drug poisoning from 48.3 per 100,000 in 2011 to 41.1 per 100,000 by 2015.

Statewide Program Name Statewide Program Description

Prescription Drug & Substance Abuse Description: Refers to the efforts that the State of Oklahoma is making to reduce prescription drug and substance abuse.

Impact on Budgeting

• FY-2016 Budget Request will be submitted in total by Statewide Program, where applicable– Option for “No Program”

• The FY-2016 Budget Request information will seed the FY-2016 Budget Work Program

Statewide Programs

okstatestat.ok.gov

Statewide Programs

http://www.ok.gov/okstatestat/Safe_Citizens_&_Secure_Communities/index.html

http://www.ok.gov/okstatestat/Educated_Citizens_&_Exemplary_Schools/index.html

http://www.ok.gov/okstatestat/Prosperous_Citizens_&_Thriving_Economy/index.html

http://www.ok.gov/okstatestat/Effective_Services_&_Accountable_Govt/index.html

http://www.ok.gov/okstatestat/index.html

http://www.ok.gov/okstatestat/Healthy_Citizens_&_Strong_Families/Maternal_and_Infant_Health.html

http://www.ok.gov/okstatestat/Healthy_Citizens_&_Strong_Families/Obesity.html

http://www.ok.gov/okstatestat/Healthy_Citizens_&_Strong_Families/Tobacco_Use.html




Statewide Programs

http://www.ok.gov/okstatestat/Safe_Citizens_&_Secure_Communities/index.html

http://www.ok.gov/okstatestat/Educated_Citizens_&_Exemplary_Schools/index.html

http://www.ok.gov/okstatestat/Prosperous_Citizens_&_Thriving_Economy/index.html

http://www.ok.gov/okstatestat/Effective_Services_&_Accountable_Govt/index.html






http://www.ok.gov/okstatestat/Healthy_Citizens_&_Strong_Families/index.html

http://www.ok.gov/okstatestat/Healthy_Citizens_&_Strong_Families/Maternal_and_Infant_Health.html#infantdeathrate

http://www.ok.gov/okstatestat/Healthy_Citizens_&_Strong_Families/Maternal_and_Infant_Health.html#pretermbirths

http://www.ok.gov/okstatestat/Healthy_Citizens_&_Strong_Families/Maternal_and_Infant_Health.html#teenagebirthrate

http://www.ok.gov/okstatestat/Healthy_Citizens_&_Strong_Families/Maternal_and_Infant_Health.html#earlyprenatalcare

https://data.ok.gov/Health/Infant-Death-Rate-Line-Chart/r9va-2hvs/alt

Statewide Program CodesPROGRAM CODE DESCRIPTION

A0000 MATERNAL & INFANT HEALTHA0001 OBESITYA0002 TOBACCO USEA0003 PRESCRIPTION DRUG & SUBSTANCEA0100 IMMUNIZATIONS & INFECTIOUS DISA0101 ABUSE & INJURYA0102 FOOD & WATER SAFETYA0200 HEALTH SERVICESA0201 BEHAVIORAL HEALTHA0300 CHILD WELFARE SERVICESA0301 AGING SERVICESB0000 CORRECTIONSB0001 INFRASTRUCTUREB0002 EMERGENCY MANAGEMENTB0100 CRIMEB0101 NARCOTICSB0102 TRAFFIC SAFETY & IMPAIRED DRIVB0200 AIRB0201 WATERB0202 LANDC0000 EARLY CHILDHOOD DEVELOPMENTC0001 NEED-BASED AIDC0002 SPECIAL EDUCATIONC0003 ADVANCED OFFERINGS

PROGRAM CODE DESCRIPTIONC0100 HIGH SCHOOL COMPLETIONC0101 COLLEGE PREPAREDNESSC0102 WORKFORCE TRAININGC0103 HIGHER EDUCATIONC0200 SCHOOL EXCELLENCEC0201 STUDENT PERFORMANCE

D0000 OPEN GOVERNMENTD0001 PERFORMANCE RESULTSD0100 ONLINE SERVICESD0101 ENERGY USAGED0102 GOVERNMENT-WIDE SOLUTIONSD0103 STATE PERSONNELD0200 REVENUES & EXPENDITURESD0201 DEBTS & OBLIGATIONSD0202 AUDITS & CONTROLSE0000 ENTREPRENEURSHIPE0001 BUSINESS VITALITYE0002 INNOVATIONE0100 WEALTH GENERATIONE0101 EMPLOYMENT GROWTHE0102 WORKFORCE PARTICIPATIONE0200 AEROSPACE AND DEFENSEE0201 ENERGY PROGRAME0202 AGRICULTURE AND BIOSCIENCESE0203 INFORMATION AND FINANCIAL SERVE0204 TRANSPORTATION AND DISTRIBUTIONP000 No_Program

Position Budgeting

Position Budgeting

• Hyperion– Initially populated from PeopelSoft HCM and payroll

information– Budget by Position/Employee

• PeopleSoft– Utilize PeopleSoft to populate Hyperion budgeting

information– Fiscal year-end - receive funding information from

Hyperion

What is being pulled from PeopleSoft HCM?

• Extract pulls all ACTIVE positions • For each ACTIVE position, extract the information

for the person currently filling the position– This has caused some problems with a person being

shown in multiple positions which is typically a timing issue. If a person moves to a new JOB but the prior JOB is still vacant, then the person may show in both positions/jobs in Hyperion. This is because we do not inactivate the old JOB in PeopleSoft.

PeopleSoft > Hyperion Data Mapping

• New document will be posted on the ENCORE website– 3 Parts• Hyperion screen shot• Table listing PeopleSoft Navigation for each Hyperion

field• PeopleSoft screen shot


• Hyperion screen shot

http://sok-hycdw01.sok.s365.us:19000/HyperionPlanning/faces/PlanningCentral?Application=SOKPLAN&_afrWindowMode=0&_afrLoop=386503115641373&_adf.ctrl-state=yvko7t0wl_4


















• Table listing PeopleSoft Navigation for each Hyperion field

Hyperion Field PeopleSoft Navigation – Filled Positions PeopleSoft Navigation – VACANT Positions

Comments

Position Workforce Administration > Job Data > Work Location tab > Position Number field

Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info > Description tab > Position Number field

from effective dated JOB/POSITION row based on the data extract date parameter

Employee Type Workforce Administration > Job Data > Job Information tab > Regular/Temporary field

Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info > Description tab > Reg/Temp field

from effective dated JOB/POSITION row based on the data extract date parameter

Location Code Workforce Administration > Job Data > Work Location tab > Location field

Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info > Description tab > Location field

- from effective dated JOB/POSITION row based on the data extract date parameter


• PeopleSoft screen shot

FTE / Payroll Information

• Funding information is pulled from a different PeopleSoft source for Project Costing agencies– In the process of finalizing the process. It is in QA

for testing.


• Hyperion FTE tab relates to payroll & funding percentage for the specified department.– For example, if a person is 30% funded from a

particular department, they will show as .3 FTE in that department.
















• Salaries: Override Option Value* FTE = Basic Salary Expense

http://sok-hycdw01.sok.s365.us:19000/HyperionPlanning/faces/PlanningCentral?_afrLoop=145437434967363&_afrWindowMode=0&Application=SOKPLAN&_adf.ctrl-state=mvom5lt1l_4






















• Benefits: Override Option Value * FTE = Benefits Expense











































• Allocations: The percentage shown on the allocations tab represents the percentage of this FTE. – If the FTE = .3, then this funding reflect 100% of the .3

FTE– If the FTE = .3 and there are two funding lines each 50%,

then each funding line would fund 50% of the .3 FTE











































What is NOT being pulled from PeopleSoft HCM

• Longevity– Earnings and applicable taxes must be entered on

the line-item budget• Overtime– Earnings and applicable taxes must be entered on

the line-item budget• Shift-Differential– Earnings and applicable taxes must be entered on

the line-item budget

VACANT Positions – Default Values

VACANT positions are setup with the following default values:• Salary– For classified positions, the salary is pulled from the mid-

point of the applicable salary/grade associated with the position.

– For unclassified positions, the default salary is $35,000• Benefits = 39% – This includes OASDI, Medicare & Unemployment

• Other (Jobcode, Deptid, etc.)– Based on corresponding Position data

Known Issues• VACANT positions – if a person has left a JOB but no one has been

hired in that JOB, then sometimes the person is showing in both positions/jobs in Hyperion

• Multiple Allocation Lines – if more than two allocation lines exist for an employee/dept, it does not always aggregate correctly when summing to the Line Item budget. This issue has been reported to Oracle and they are fixing it.

• Unemployment max is not calculating correctly– The unemployment is not correctly calculating when the

position/employee FTE is less than 1.0. For instance, if an employee makes more than $18,700, but has FTE = 0.5, their unemployment would still be a maximum of $187, but Hyperion is calculating it as $187/2 = $93.50

Known Issues

• Bi-weekly insurance deductions– The state changed bi-weekly insurance deductions

for calendar year 2015 so that the same amount is withheld each month. This is a change from 2014 which withheld the same amount each pay period. We have submitted a request to get this fixed.

Position Budget Updates

• 3 ways to get the position budget information updated.– Manual Update to Hyperion HCP

– Update PeopleSoft HCM and then we will copy the data to Hyperion HCP

Position Budget Updates– A spreadsheet load process has been developed• Each Hyperion tab has a tab in the spreadsheet for the

corresponding information• It allows for information for JOB & POSITION (filled and

VACANT positions.















FY-16 Year-end

• All FY-16 PeopleSoft transactions will require a program code – including payroll.

• Current FY rollover program – Does not include Program Code– Rolls forward funding (deptids) that is no longer

valid

FY-16 Year-end

• Pull data from Hyperion and load into PeopleSoft– Hyperion will have current budget information

with the Program Code

FY-16 Department Changes

• Budget survey will go out soon• OMES will need information on new

departments by early May• New departments must be entered into

PeopleSoft and then transmitted to Hyperion before budgets can be input for those deparmtents

Timeline

Date Task

4/17/2015 Budget Surveys Sent Out

4/30/2015 OMES Programming/Configuration Changes Completed

5/8/2015 Survey Results due to OMES

As Requested Reload HCM data to Hyperion at Agency Request

May/June HCM data clean-up as needed

May/June Agencies work on BWP

June BWP Work Sessions to assist agencies

June BWP Submissions accepted

Early JulyDepending on timing of payrolls, the HCP funding data will be loaded back into PeopleSoft

Late July/Early August Load information for FY-17 Budget Request

Questions• Contacts– OMES Help Desk ([email protected])– OMES Budget Analyst– [email protected]

• Project ENCORE Website– projectencore.ok.gov > Training Materials > Related Topics

– Town Hall Meetings– http://

www.ok.gov/OSF/Project_ENCORE/Training_Materials/Town_Hall_Trainings.html

mailto:[email protected]

http://www.ok.gov/OSF/Project_ENCORE/Training_Materials/Town_Hall_Trainings.html



Position Budgeting Project ENCORE Town Hall Meeting April 8, 2015.

Documents

Transcript of Position Budgeting Project ENCORE Town Hall Meeting April 8, 2015.