General Circular No. 001404

To: Heads of State Agencies and Human Resource Directors

Subject: ISIS Conversion Issues And Program Assistance

Issue Date: September 19, 2000

Program Assistance Teams, as described to you in the "New Civil Service: Conversation with Allen Reynolds" course, are being finalized. Assistance Coordinators have been given their agency assignments, and will soon be contacting HR Directors. The Teams plan to visit as many of their agencies as possible during the last two weeks of September through the first two weeks of October.

We will continue to accept SF-1’s for actions with an effective date prior to 10/2/00 for six weeks after the 10/2/00 conversion. The last day for receipt of SF-1’s for actions with an effective date prior to 10/2/00 will be November 15, 2000.

Please be sure to submit your SF-1’s to ensure that we have received them by that date. This includes SF-1’s that have been returned to you with a CS-35.

ACTIONS WITH EFFECTIVE DATE PRIOR TO 10/2/00:

This is to remind you that all actions with an effective date prior to 10/2/00 occur under the current rules, and must be entered into CS-02. Such actions should be submitted to us on an SF-1 with all the necessary supporting documentation.

Please remember that the CS-02 CONVERSION DATE was September 9, 2000. Those records entered into CS-02 prior to September 9, 2000, will convert to the ISIS system.

Some actions with an effective date prior to 10/2/00 did not get submitted to us and/or entered into CS-02 in time to be converted. These actions must still be submitted to us on an SF-1, so that we can process them under the current rules and enter them into CS-02 for history purposes. THESE ACTIONS WILL NOT BE IN THE ISIS HR SYSTEM on October 2, 2000, and will have to be entered by you into ISIS-HR after they are sent back to you.

To help you identify which actions were not entered into CS-02 prior to September 9, 2000, we will issue and distribute to each agency a report to show which of your actions were entered into CS-02 after the conversation date. We anticipate that the first report will cover the period of time between September 9, 2000 and October 2, 2000. These actions will be the ones you must reenter into ISIS-HR. We will continue to issue weekly reports thereafter, until all actions with effective dates prior to October 2, 2000, have been entered into CS-02.

ACTIONS WITH AN EFFECTIVE DATE OF 10/2/00 OR LATER:

For all actions with an effective date of 10/2/00 or later, agencies should follow the guidelines given in the "Conversations with Allen Reynolds" courses. Any SF-1’s we receive with an action effective date of 10/2/00 or later will be returned to the agency.

The following information pertains only to actions with an EFFECTIVE date prior to 10/2/00:

All actions with an EFFECTIVE date prior to 10/2/00 occur under the current rules, and must be submitted to us on an SF-1 with all the necessary supporting documents.

There will be some actions with an effective date prior to 10/2/00 which did not get entered into CS-02 in time to be converted on the September 9, 2000, conversion date. Your Assistance Team will enter these into CS-02 for history purposes, and then later will enter the same actions into the ISIS-HR system after October 2, 2000.

It is probable that the SF-1 will not contain enough information to allow your Assistance Team to enter all required ISIS-HR data. We will notify you when additional information is required. Our notification to you will include a form to be completed by you which will include all required ISIS-HR information.

It is important that these forms be completed and returned to us within 30 days. If the forms are not returned to us within that time period, we will enter the information into the ISIS-HR system with "default" information placed into the unknown fields. If you need assistance completing the new "Action Entry Form for Non-ISIS Paid Agencies" please contact your Assistance Team at (225) 342-8285 or email your Assistance Coordinator, Santa Patterson, at Spatterson@dscs.state.la.us .

To keep your agency advised, we will send a notice to your appointing authority that "default" information has been used to update your agency employment records since we were unable to get the correct information in a timely manner. Use of the "default" information will affect reports which are created about your agency, since the system information will not necessarily be correct.

In order to avoid reviews and future error notices which are based on incorrect "default" information, then it is very important that you complete and return within 30 days the forms which will provide us with the correct information for your employees.

If you have any questions about action reporting and conversion, please call the Program Assistance Division or make your concerns known to your team when they visit your agency.

Sincerely,

Allen H. Reynolds

Director