August 19, 2008
New Telecommute option "L" for Limited

PMIS will now allow entry of the alpha value “L” code, meaning “Limited” telecommuting, when designating whether the employee is actively telecommuting:

Y = Yes, employee telecommutes 32 hours or more per month.
L = Limited, employee telecommutes less than 32 hours per month.
N = No, employee is not actively telecommuting.

The Position Telecommute field designates whether the position is appropriate for telecommuting. Therefore, the Position Telecommute field must be set to "Y" before the Employee Telecommute field can be set to "Y" or "L" designating that the employee is actively telecommuting.

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July 21, 2008
Request Nationality Code Review

A file named NATIONALITY-REVIEW-agency-date.csv has been placed in the HuRMan folder for each agency with one or more employees having a non-US country of citizenship as designated by the PMIS nationality code. Agencies can change the nationality code designated on PMIS by using the P3A Field Change transaction (PSE091) for nationality codes that need to be changed.

Please verify and change the nationality codes in PMIS if incorrect. For example, there are about 20 employees designated as citizens of the DEMOCRATIC PEOPLE'S REPUBLIC OF KOREA - North Korea (KP) - which likely should be the REPUBLIC OF KOREA - South Korea (KR), and we seem to have an inordinate number of state employees with citizenship in Svalbard & Jan Mayen (SJ).

As earlier announced, PMIS and BES now use the International Organization for Standardization (ISO 3166-1-alpha-2) code as the country code value for use in all employee nationality and addresses. A table of the country names with the codes used to designate nationality in PMIS is available at the following link: http://www.iso.org/iso/country_codes/iso_3166_code_lists/english_country_names_and_code_elements.htm#b

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July 10, 2008
Disable Inactive User-IDs

Effective 08/01/2008, PMIS/BES Unisys user-IDs that have been inactive for over 60 days will be disabled. Please contact the DHRM Help Desk to reactivate any disabled user-ID.

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July 10, 2008
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 2, 2007 or before, and not previously designated to be retained. 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.

On PMIS, the listed position’s Abolish flag is set to a value of “Y.” 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. During the Columbus Day weekend (October 11-13, 2008), 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.

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June 5, 2008
Country Code Changes

1. Effective 07/01/2008, PMIS and BES will begin using the International Organization for Standardization (ISO 3166-1-alpha-2) code as the country code value for use in all employee nationality and addresses.
2. On July 1, DHRM will automatically change existing records, as applicable.
3. Please use the new codes for all actions effective July 1 and beyond.

Some examples of the country codes that will change:

China CH > CN	Gabon GB > GA	Japan JA > JP
Gambia GA > GM	Niger NG > NE	Aruba AA > AW
Spain SP > ES	United Kingdom UK > GB	El Salvador ES > SV
Philippines RP > PH	Australia AS > AU	South Africa SF > ZA
Bangladesh BG > BD	Switzerland SZ > CH	Turkey TU > TR
Russia RS > RU	Nigeria NI > NG	Israel IS > IL
Austria AU > AT	Zambia ZA > ZM	Sweden SW > SE
Bermuda BD > BM	Kiribati KR > KI	Vietnam VM > VN
Comoros CN > KM	Bulgaria BU > BG	S. Korea KS > KR
Germany GM > DE

Country Conversion is a table listing the code changes for the country codes that changed to comply with the international standard. Most codes did not change, including “US”. A complete list of country code values is available at the ISO Web site at http://www.iso.org/iso/english_country_names_and_code_elements

 

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April 14, 2008
Missing Workers' Comp Code

Workers Comp Code is now a required data item for all agency/positions that are on both PMIS and CIPPS. If your HuRMan folder has file MISSING-WORKER-COMP, please key PSP160 to update the missing codes.

 

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April 3, 2008
E-mail Addresses Removed From PMIS/BES

If your agency receives a comma-separated-file named EMAIL-REMOVED in your HuRMan files & reports repository folder, the list contains active PMIS employee e-mail addresses that have been deleted from PMIS because their addresses were returned as invalid during a statewide e-mailing. If the employee was also using this e-mail address as their BES e-mail address, it also has been removed from BES.

Most likely these employees have been assigned e-mail accounts but the address in PMIS was incorrect or no longer active. Please update the e-mail address in PMIS for the listed employees (transaction PSE091 which will also update BES).

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January 25, 2008
PMIS/CIPPS Update

The Department of Accounts has issued Payroll Bulletin 2008-02, describing the implementation schedule for agencies using both PMIS and CIPPS to participate in the process of automated updates from PMIS to CIPPS.  The Bulletin is available at: http://www.doa.virginia.gov/Payroll/Payroll_Bulletins/Payroll_Bulletins_Main.cfm

As the new process is implemented, it will be very important for PMIS changes to be accurate and timely.   It will be equally important for changes to be made in PMIS first, rather than in CIPPS. 

Please remember that the PMIS fields that are not related to payroll need to be kept up-to-date as well.  For example, agencies should update PMIS to reflect changes to fields such as email addresses or phone numbers as they occur, rather than hold them for batch updates. 

HR staff should also be conscious of PMIS effective dates as they relate to the pay period dates (e.g., an effective date of 11/24 will process in the 11/10 to 11/24 pay period even if it was meant to be effective on 11/25).  HR should coordinate with the payroll office to create a schedule of cutoff dates for current activity.  Otherwise, changes being passed to CIPPS may cause payroll certification amounts to be inaccurate.  For example, if a pay action is taken in PMIS on Tuesday, it will update CIPPS on Wednesday night. If Wednesday is the night the agency pays and payroll staff aren't aware of this action’s passing, the certification amount will not be current and the agency will have to respond to DOA as to why there is a discrepancy.

Questions about the PMIS/CIPPS Update process should be sent to the DHRM Help Desk at ihelp@dhrm.virginia.gov.  Payroll questions should be directed to the Department of Accounts at payroll@doa.virginia.gov.

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December 19, 2007
PMIS/BES Connection Assistance

A VITA and Northrop Grumman moved mainframe processing from downtown Richmond to the new Commonwealth Enterprise Solutions Center (CESC) in Chester over the 12/15/07 weekend.

All questions concerning network connectivity should be directed to the VITA/NG CESC Help Desk at 1-804-786-3932 or 1-866-637-8482.

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