TDD# 1-800-846-5277

 

STATE OF LOUISIANA

DEPARTMENT OF STATE CIVIL SERVICE

BATON ROUGE, LOUISIANA

 

August 28, 2006

 

 

 

 

General Circular No. 001673

 

To:                   Heads of State Agencies and Human Resource Directors

 

Subject:            Personnel Record Data Integrity Initiative

 

Issue Date:       August 28, 2006

 

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 requirements and entry guidelines.  In an effort to fulfill this responsibility, we will be reviewing personnel records in the state and agency personnel databases for compliance with 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 mechanisms include:

 

1.      Agency Payroll Record Comparison for ISIS HR Non-Paid Agencies – A process has been developed and tested that compares data entered into ISIS HR with the agency payroll records. These agencies will receive the details of this program under separate cover and will have specific timelines for addressing concerns that may be identified with the data.  This program compares the number of classified and unclassified employees in the ISIS HR system against the number of employees in their payroll system.  For those employees, it also compares job titles and salary amounts for agreement between the 2 systems.

 

2.   ISIS HR Reports Review for paid and non-paid agencies – Civil Service will utilize ISIS HR Reports to evaluate the timeliness and quality of the information entered into the system.  We will use the ZX02 Mismatch Report, the ZP44 Contract Type Audit Report, the ZP117 Appraisals Report, the ZP135 Flexible Employee Data Report using the variant “CS Data Integrity 1” and the ZP28 Detail to Special Duty Report.  Accountability will generate spreadsheets and identify any areas of concern.  These spreadsheets will be sent to agency HR Directors with specific timelines for addressing the issues.  Then, follow up reports will be generated after the deadline to ensure that corrective measures have been taken.  Accountability has developed a rotating cycle for agency data reviews with each major agency being reviewed at least once per calendar year.

 

3.      Interface Program Error Reports for Non-ISIS HR Agencies – Interface program error files will be generated and sent to the agencies for review and correction.  Accountability will email the information to the agency HR Director with any necessary explanations and a timeline for addressing identified concerns. 

 

The first phase of the data integrity process will begin in September 2006 with the ISIS HR Non-paid payroll comparison reports.  Then, we will begin the comprehensive review of HR reports in the ISIS HR system followed by the non-ISIS agency programs.  All initiatives will be active by the end of this calendar year.  However, agencies have the resources to begin many of these checks on their own prior to being contacted by the Department.  Agencies are encouraged to take a proactive role in identifying and correcting missing and inconsistent data before we begin running these reports. 

 

In early 2007, we plan to institute the next phase of data integrity.  A formal plan for reviewing employee transactions as recorded in the various agency HR systems will be implemented.  This will include appropriate use and citation of Civil Service Rules, accurate calculation of pay changes, appropriate processing of terminal leave payments, and use of correct hiring pay rates.

 

If you have any questions regarding this new initiative, please contact your agency’s Program Assistance Coordinator, or Ashley Gautreaux, HRIS Policy Consultant, at 225-219-9422 or Ashley.Gautreaux@la.gov.

 

Sincerely,

 

 

s/Anne S. Soileau

Director