General Circular No. 001366

To: Heads of State Agencies and Human Resource Directors

Subject: Changes in Civil Service Processing & Compliance Reviews

Issue Date: September 22, 1999

The purpose of this general circular is to make you aware that within the next year the Department of Civil Service will be making significant changes in the way we conduct compliance reviews. Your appointing authorities will have authority to implement personnel actions in accordance with Civil Service rules. We will identify any actions that are not in compliance and initiate corrective action; appointing authorities will be held accountable as always even though processes will change. In conjunction with this change, the ISIS-HR project has been initiated to develop and implement a new automated Human Resource system that will contain detailed personnel transactions and facilitate our changes. The state has acquired the SAP Human Resources software package for this purpose and it will be the foundation of the new ISIS-HR system.

On October 1, 2000, the Division of Administration plans to implement the new ISIS-HR system that will replace 3 systems currently being used:

Civil Service Personnel Management (CSO2)

Position Control (AM45)

Uniform Payroll System (UPS)

The personnel (CSO2) and position control (AM45) systems are to be replaced in a single implementation effort on October 1, 2000; the payroll system (UPS) is scheduled for implementation with the first payroll in 2001. The Department will implement the new compliance review process in selected pilot agencies over the next several months. Statewide use of the new compliance review process for personnel actions will begin on October 1, 2000.

1. Civil Service will no longer review your work for accuracy or compliance with rules before personnel transactions are effective. Before the changes at Civil Service take place, we will be working very closely with your Human Resources Directors and their staffs to develop and provide training to make them aware of changes to Civil Service procedures, to assure their clear understanding of existing Civil Service Rules, and to help them prepare for the change.

2. If you are currently paid by UPS and will continue to be paid by the Division through the new ISIS-HR system, you are familiar with this project and understand that after implementation you will be entering your personnel actions directly into the ISIS-HR system.

3. If you are not currently paid by UPS or will not be paid by the Division through the new ISIS-HR system, these changes will still impact you significantly because there will be no CSO2 or AM45. Civil Service must have your personnel records in the ISIS-HR system so that there will be one system from which to do all necessary reporting. Civil Service will no longer be able to enter personnel actions for any agencies other than the smaller non-executive branch agencies. Therefore, we must have some way of getting your personnel data into the ISIS-HR system—either through your direct entry into ISIS-HR or an interface between your internal system and ISIS-HR.

Please contact Anne Soileau, Deputy Director, (asoileau@dscs.state.la.us or 225-342-8069) as soon as possible to make arrangements to discuss how you would like to get your personnel data into the new ISIS-HR system. The way you get your personnel data into the ISIS-HR system will determine the nature of the training we will need to provide.

As we move from the current pre-approval environment, our expectations for all Human Resource programs in all state agencies will be changing; we will be working very closely with you to communicate these changes and to enable your staff to adjust to the changes. It is our goal to make this as easy as possible for you while at the same time fulfilling our Constitutional and statutory obligations.

Please do not hesitate to contact us if we can help you in any way.

Sincerely,

Allen H. Reynolds

Director