Approval Section -Signed by Patricia Hamamoto/ LILI/ HIDOE on 08/06/2002 08:51:15

download printer-friendly memo (PDF)

Benjamin J. Cayetano
GOVERNOR

 

 

STATE OF HAWAII
DEPARTMENT OF EDUCATION

PATRICIA HAMAMOTO
SUPERINTENDENT
    Urgent

Replica of Memo

DATE:

08/06/2002
TO:

Assistant Superintendents, Complex Area Superintendents, Principals, Directors and SASAs

CC:

BOE
The Honorable Brian Taniguchi
The Honorable Robert Bunda
The Honorable Norman Sakamoto
The Honorable Calvin Say
The Honorable Dwight Takamine
The Honorable Ken Ito
Directors in the Supt.’s Office

FROM:

Patricia Hamamoto, State Superintendent
Office of the Superintendent

SUBJECT: New Casual Personnel System and Workshop Schedule

Please be informed that the Department has been mandated to reduce the time necessary to generate a new employee’s first paycheck. We are now required by law to provide this within two pay periods from the employee’s start date. In order to meet the required timelines and to accomplish many other operational benefits, a new Casual Personnel System (CPS) has been developed and is being deployed to all schools, district and state offices. The CPS system was developed by the Information System Services Branch (ISSB) of the Office of Information Technology Services (OITS) in collaboration with stakeholder groups; i.e. the Office of Human Resources (OHR), the Office of Business Services (OBS) and representatives from schools and offices. Briefly CPS is:

  • An on-line computer system that captures essential data and maintains records for all DOE casual employees and their related job information. (Schools have been asking for an “automated 432 process” for a long time and CPS will provide this along with many other capabilities.)

  • Accessible via the normal administrative computers at each school and office – the same ones that are currently used to access FMS, the Casual Payroll System, T-SEAS, etc.

  • The new system that replaces the paper “hiring” documents, Forms 432, 435, substitutes SF-5, 15Z , RB1, I-9 and 90.

  • Able to transfer pertinent new employee and job information from this system nightly to the Casual Payroll System so that schools will be able to enter hours worked for an employee very soon after they are hired

The key dates for CPS rollout are as follows (please note that some of the dates below indicate the last day for use of the paper forms.):

Key Dates for CPS
Begin School Support Section workshops
8/27/02
Last Form 432s received by OHR
8/29/02
Last Casual Hire Reports received by Districts
9/04/02
Input last Classified SF-5 Personnel Action by Districts
9/09/02
Last Classified SF-5 email to OHR by Districts
9/10/02
Prepare last casual forms for 10/4/02 payday
9/11/02
Convert data to Casual Personnel database by ISSB
9/12/02
Use new CPS by all schools and offices
9/19/02
First paycheck for newly entered CPS employees
10/18/02


Do not permit people to start work before they are properly hired (through CPS for casual employees or through the other authorized hiring processes for certificated and classified employees), as this will cause the first paycheck to be delayed past the two pay period legal requirement.

Prior to the first date of system operation, the OBS School Support Section, assisted by key staff from OHR and ISSB, will be conducting workshops to familiarize users with the CPS system and associated policies and procedures. At least one representative from each state/district office and school SASA must attend this training. If you are unable to attend your district workshop, you are welcome to attend any of the other workshops in other districts. The workshops will be conducted from 9:00 a.m. to 12:00 p.m. at the locations listed below:


Workshop Schedule
State/District Offices Tues., Aug. 27, 2002 OCISS Annex Conf. Rm. 226
(staff outside Liliuokalani Bldg) (park at lot on corner of 22nd Ave. & Diamond Head Rd.)
Honolulu District-East Wed., Aug. 28, 2002 OCISS Annex Conf. Rm. 226
(park at lot on corner of 22nd Ave. & Diamond Head Rd.)
Hawaii District-Hilo Thurs., Aug. 29, 2002 Hawaii District Office
Annex Conf. Rm. 2
Kauai District Tues., Sept. 3, 2002 Kauai ITC
Wilcox Elementary
Leeward District Wed., Sept. 4, 2002 Campbell Estate Bldg.
Laulima Room, Kapolei
Maui District Thurs., Sept. 5, 2002 Maui District Office
Maui Adult Comm. School
Annex Conf. Rm. B
Windward District Fri., Sept. 6, 2002 Windward Dist. Office
Lg. Conf. Rm., 1st Floor
Central District Mon., Sept. 9, 2002 Moanalua High School
Student Center Meeting Rm.
Hawaii District-Kona Tues., Sept. 10, 2002 Kona ITC, Port.2
Kealakehe Intermediate
Honolulu Dist.-West Wed., Sept. 11, 2002 Puuhale Elementary Art Rm. 206
State Office Thurs., Sept. 12, 2002 BOE-Conference Room
(Liliuokalani Bldg. Staff) 4th Floor

The tentative agenda for the workshops is as follows:

Agenda
9:00 a.m. - 9:20 a.m. Overview Charles Kagawa/Alan
Chang/Gary Zane,
OBS-School Support
9:20 a.m. - 9:50 a.m. Demonstration ISSB-Pers. & Payroll
System Devel. Section
9:50 a.m. - 10:00a.m. Break  
10:00 a.m. - 11:00 a.m. Classified Pers. OHR-Classified Personnel
Mgmt. Section
11:00 a.m. - 12:00 p.m. Certificated Pers. OHR-Teacher
Reclassification
12:00 p.m. - 12:30 p.m. Hands on interaction
with new software (optional)
 

If you are attending any of the workshops, please complete the attached sign-up sheet and fax (586-3205) or mail to the OBS-School Support Section. If you have further questions regarding the workshops, please call the School Support Section at 586-3449.

To help understand the sequence of events in hiring and paying a new employee using this system, an example timeline is shown as an attachment to this memo. For further information about CPS, visit the Casual Personnel web page linked from the ISSB web site at www.issb.k12.hi.us or contact Allan Stone at 586-3222 or email via Lotus Notes.

Thank you for your attention and support of this important endeavor.

PH:AS

Attachments


Attachment 1

TO:
OBS-School Support Section
1390 Miller Street, Rm. 416
Honolulu, Hawaii 96813
FAX NO. 586-3205

FROM:
Name: ________________________________
Posn. Title: ____________________________
School/Office: __________________________
Phone: ________________________________

SUBJECT: Casual Personnel System

I would like to attend the following workshop: (please check one)

Workshop request
State/District Offices
(Staff outside Liliuokalani Bldg.)
Tues., Aug. 27, 2002 ________
Honolulu District-East Wed., Aug. 28, 2002 ________
Hawaii District-Hilo Thurs., Aug. 29, 2002 ________
Kauai District Tues., Sept. 3, 2002 ________
Leeward District Wed., Sept. 4, 2002 ________
Maui District Thurs., Sept. 5, 2002 ________
Windward District Fri., Sept. 6, 2002 ________
Central District Mon., Sept. 9, 2002 ________
Hawaii District-Kona Tues., Sept. 10, 2002 ________
Honolulu Dist.-West Wed., Sept. 11, 2002 ________
State Office
(Liliuokalani Bldg. Staff)
Thurs., Sept. 12, 2002 ________

Attachment 2

Example Timeline for a New Casual Employee

Example of the events and associated timeline in using the CPS system for a new casual employee for the A+ program, payroll number EB4 (all dates are 2002):

example timeline for a new casual employee
Employee is hired - employee and job information is entered into the Casual Personnel System
Oct. 7
On-line “timecard” screen for the employee is available in the Casual Payroll System
Oct. 8
Time worked for the pay period ending Oct. 15 is entered into the on-line timecard.
Time worked can be entered anytime through Oct. 16.
(There is a grace period of one work-day for entry after the end of the pay period.)

DOE automated system processes timecard information for the pay period Oct. 1 through Oct. 15.

Oct. 17

Processed file sent electronically to the DAGS Payroll system.
Oct. 17
State of Hawaii issues lagged pay check for time worked from Oct. 1 through Oct. 15.
Nov. 5