21st Century Project - System Features

21st Century Project
System Features
The 21st Century Project will replace California’s existing human resource/payroll systems with a proven Human Resources Management System/Payroll (HRMS/Payroll) system that will:
Improve business practices and streamline operations Reduce the need for departmental systems Provide a single point of entry for information Provide electronic workflow, processing, and approvals Automate audits and edits, and centralize rules administration Improve information access at the employee, supervisor, and administrative levels Provide new functionality
Employee Self Service	Benefits Admin	Personnel Admin	Management Reporting
Organizational Management	Time Management	Leave Accounting	Payroll

Employee Self Service
Employee Self Service (ESS) will be available 24 hours a day, 7 days a week. ESS will allow employees to manage their own personal and benefit information. Key features include:
Access and ability to change personal information such as mailing address and income tax exemptions Access to employment information such as salary and bargaining unit Access to online documents such as earnings statements and W-2s Access and ability to change deduction and emergency contact information A benefits "self-service" function which includes the ability to: Review plans and policies Review eligibility requirements Make selections, enroll, cancel, or make changes to benefit coverage Maintain personal information on self, dependents, and beneficiaries Ability to access and report timekeeping and leave accounting information Ability to access and complete online forms (e.g., Direct Deposit enrollment)
Top of page

Benefits Administration
The Benefits Administration function will maintain current and historical benefit and deduction activity, and support processing for a variety of benefits such as health, dental, vision, flexible spending accounts, consolidated benefits, long-term disability, group legal services, COBRA, life insurance, and U.S. Savings Bonds. Key features include: Employee and manager self service for a variety of benefit actions Automated business and eligibility rules Automatic benefit actions based on eligibility events Retroactive benefit activity for individuals and mass updates Ability to have split and dual coverage for eligible employees and their dependents or beneficiaries Cumulative arrears benefits deductions while an employee is off pay status Automatic notification to authorized personnel of COBRA eligibility based on qualifying events
Top of page

Personnel administration
The Personnel Administration function will maintain current and historical employment activity such as appointments, separations, and job attribute changes and will serve as the driver for Payroll. Key features include: Ability for supervisors, managers, and administrative staff to initiate employment action requests Automated determination of eligibility for employment actions based on employment status and time eligibility rules Automated notifications for probationary reviews, salary adjustments, and range changes Sharing of employment information between departments
Top of page

Payroll
The primary functions of the Payroll system are to compute, certify (audit) and create employee pay and disburse money. Key features include: Paperless methods (electronic report distribution and electronic approvals) Pay differentials "rolled up" into employee's salary Variable pay frequencies Automatic identification of taxable wages Audit messages that automatically route to user electronically Business process improvements, especially with direct deposit, disability, and garnishments
Top of page

organizational management
The new HRMS/Payroll system will provide an automated Organizational Management system with electronic processes, system-generated transactions, and expanded information, with historical tracking of positions and occupants. Key features include: Electronic position approval processes Current and historical information on all positions including history of position occupant Identification of position attributes such as vacant, unavailable to fill, inactive, and loaned Position tracking by fund source, section, location, program, and project Identification of position salary and benefit costs Automation of hard copy reports used for year-end position reconciliation
Top of page

time management
The Time Management function supports the capture of information based on an employee’s work schedule, daily time worked, and daily time taken. Time worked and leave taken are summarized to validate that negative attendance employees received a correct paycheck and are required by Payroll to initiate a pay request for positive attendance employees. Summarized time is used by Leave Accounting to support the maintenance of leave benefit balances (e.g., vacation, sick leave), and is used by Personnel Administration to determine eligibility for events that have specific time requirements (e.g., probationary and performance reviews). Key features include: Employee Self Service (employees can key attendance online) Electronic routing and approvals of attendance Reduced timekeeping errors through automated validations and rules Reduced personnel office resources needed for keying leave usage and validating leave Accommodation of traditional and non-traditional work schedules Automatic calculation of shift differential, overtime, and special pays Ability to track time worked by department project
Top of page

leave accounting
The Leave Accounting function maintains balances for leave benefits, and state service. Key features include: Employee self-service (ability to view leave balances and state service credits) Automatic creation of leave records based on appointment and benefit eligibility Automated accruals for leave benefits based on a qualifying pay period Automated generation and maintenance of state service credits and balances Allowance for leave usage and earnings data to be entered at the same time Support for multiple positions Maintenance of at least five years history for leave benefit activity and state service Acceptance of attendance for variable pay frequencies
Top of page

management reporting
The State’s intent is to provide a flexible and efficient means of providing management information to departments, control agencies, deduction companies, and external clients. Key features include: Non-technical users will be able to create and retrieve human resources reports Report outputs can include hardcopy, screen, tape, or export to PC applications Supervisors and managers will be able to view specific HR/Payroll and benefit information on their employees