STATE
OF LOUISIANA
DEPARTMENT
OF STATE CIVIL SERVICE
BATON
ROUGE, LOUISIANA
General Circular
No. 001573
To: Heads of State Agencies and
Human Resource Directors
Subject: Personnel Record Data Integrity
Issue Date: June 22, 2004
In order to generate accurate reports on the State’s workforce, the Department of State Civil Service has a responsibility to ensure that personnel and position data is being entered timely, accurately, and in accordance with established entry guidelines. In an effort to meet this responsibility, we will be reviewing personnel records in the state personnel database for adherence to these entry standards.
We will accomplish this review through a variety of mechanisms depending upon the agency’s method of submitting personnel data to Civil Service. These methods include:
1. ISIS HR Paid Agencies – Personnel Record Data Validation Reports, that evaluate the entry of critical data items, will be generated for each Assistance Coordinator. Coordinators will work with assigned agencies to assist in data correction.
2. ISIS HR Non-Paid Agencies (direct entry into ISIS HR) – for the larger agencies, including the non-paid universities, a process will be developed so that we can compare data entered into ISIS HR with the agency payroll records. These agencies will receive the details of this program under separate cover. For the smaller ISIS HR Non-Paid agencies (including the “paper” agencies), the appropriate Assistance Coordinator will use the Personnel Record Data Validation reports and work with the agencies to correct errors.
3. Non-ISIS HR Agencies (also known as “interface agencies”) – interface program error files will be generated and sent to the agencies for review and correction.
Examples of the types of errors we will be checking include:
Missing data items that affect required reporting – items such as gender code, ethnicity, race codes, contract types, etc.
Critical Dates – although the anniversary, next merit eligibility, adjusted service, and permanent status dates are all important items on a classified employee’s record, we will begin the date review by identifying records with missing permanent status dates. This date is critical to the upcoming Civil Service Commission Election (January 2005) as only permanent classified employees as of a designated date are eligible to vote.
Incompatible data items – examples would be an employee in a full-time Employee Group but with less than 100% FTE, employees in a classified job code but with an unclassified Employee Subgroup, and employees in classified job codes with unclassified or invalid contract types.
Partial Records – these are records where entry was discontinued before a complete personnel record was entered.
The Program Assistance Division will begin receiving
Personnel Data Validation Reports in the next few weeks, and will be contacting
Human Resources Directors, working with them to correct errors and
inconsistencies. Program Assistance Coordinators
will begin by requesting corrections to some of the most critical errors. After the initial reports have been
processed, additional errors or inconsistencies will be addressed. Eventually, these reports will be run on a
regular basis to ensure that the data continues to be maintained properly. Based on a preliminary review of these
reports, it does not appear that there will be a large number of corrections
required. However, your cooperation and
assistance in correcting these errors is appreciated and will result in reports
containing the most accurate information on the State’s workforce. Of
course, agencies are encouraged to take a proactive role in identifying and
correcting missing and inconsistent data before we begin running these reports.
The larger ISIS HR Non-Paid Direct Entry Agencies will be receiving more information by letter about the payroll comparison reports in the very near future.
If you have any questions regarding this circular, please contact your agency’s Program Assistance Coordinator, or Betty Mandeville, at telephone (225) 342-8274.
Sincerely,
s/Allen H.
Reynolds
Director