STATE OF LOUISIANA

DEPARTMENT OF STATE CIVIL SERVICE

BATON ROUGE, LOUISIANA

General Circular No. 001494

To: Heads of State Agencies and Human Resource Directors

Subject: Civil Service Data Entry Requirements for Reporting Personnel and Position Transactions and Training

Issue Date: July 9, 2002

As part of a continuing effort to achieve more accurate and consistent reporting from information submitted to us through automated systems, the Department of Civil Service has identified standardized data entry requirements for personnel and position information actions. This information is contained in a document that will be available on our web site beginning July 29, 2002. The document is entitled "Guidelines for Reporting Personnel and Position Transactions in Automated Systems."

The Guidelines for Reporting Personnel and Position Transactions in Automated Systems will help you as you enter personnel transactions into your automated systems. These entry guidelines include information on citing action and pay reasons, reasons not to be used for classified actions, standards for critical data items, standards for processing position descriptions, and standards for entering pay on positions. As these entry guidelines are updated, notice will be given in the "What’s New in State Human Resources" section on our web site.

We strongly encourage you to attend the entry guidelines training in order to effectively use this new tool. The training will be conducted at the Louisiana Technology Park (7117 Florida Blvd.) in the computer lab on July 29 & 30, August 2, and August 7, 8, & 9. The training sessions will be held from 9:00 AM –12:00 PM on the previously stated dates. To register for the training, complete and return the attached registration form by July 16. You may contact Lori Rushing at 225-342-8272 or lrushing@dscs.state.la.us if you have questions regarding registration. If you have any other questions regarding the training, you may contact Dwuena Wyre at 225-342-8977 or dwyre@dscs.state.la.us .

Please note that this tool is to aid you with Civil Service reporting requirements. Carefully following the Civil Service data requirements will help to ensure that the information you report to us is accurate. This information is used to prepare reports on the State’s workforce including those provided to the legislature, media, and professional organizations. Furthermore, failure to comply with the reporting requirements may result in the issuance of audit findings by the Accountability Division.

If you have any questions concerning this circular you may contact Dwuena Wyre.

Sincerely,

Allen H. Reynolds

Director

Attachment

Civil Service
Guidelines for Reporting Personnel and Position
Transactions in Automated Systems

July 29 & 30; August 2; August 7, 8, & 9
9:00 AM – 12:00 PM

Name of Attendant: __________________________________________________

Agency: __________________________________________________

Phone Number: __________________________________________________

E-mail: __________________________________________________

Date Attending:      _______________________________________ (first choice)

_______________________________________ (second choice)

Lori Rushing
Department of Civil Service
P.O. Box 94111
Capitol Station
Baton Rouge, LA 70804-94111

Note: All training sessions will be held at LA Technology Park located on 7117 Florida Blvd in Baton Rouge, LA. You may fax the registration form to the attention of Lori Rushing at 225-342-6074 or e-mail your registration, including all of the above information, to lrushing@dscs.state.la.us .