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<title>OSPS Semi-Annual Update – 12/31/2009</title>
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<div id=cover-sheet>Hello Everyone, <br>
Here is an update on what OSPS has been working on over the past six months.
<hr>
</div>
<div class=Section1>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><span style='font-size:11.0pt'>Training<o:p></o:p></span></font></u></p>
<p class=MsoNormal><font size=2 face=Calibri><span style='font-size:11.0pt'>During
the period January through June 2010, OSPS provided 356 training hours.
Training hours are computed using the formula students x class hours = training
hours. Training offered included: </span></font></p>
<ul style='margin-top:0in' type=circle>
<li class=MsoNormal style='mso-list:l4 level1 lfo6'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Frequently Used Screens <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo6'><font size=2 face=Calibri><span
style='font-size:11.0pt'>New Employees <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo6'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Separations <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo6'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Employee Transfers <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo6'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Payroll Registers <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-list:l4 level1 lfo6'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Payroll Exception Reports <o:p></o:p></span></font></li>
</ul>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><font size=2 face=Calibri><span style='font-size:11.0pt'>In
November, we surveyed the subscribers to the OSPS e-News on the training they
would like during 2011. In one survey, we asked them for specific directions
for additional training and resources for Donated Hardship Leave, which we will
implement jointly with DAS HRSD. In a second survey, we asked them about
possible topics for the quarterly OSPS User’s Forum and for more advanced
payroll related training. We also asked them their preferences for the format,
timing and duration of training and forums. Overall, the responders told us we
were on the right course. In terms of changes, a high percentage of responders
encouraged us to continue offering forums and classes remotely through iLincOregon
and to explore on-line classes.<o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><span style='font-size:11.0pt'>Payroll
Statistics<o:p></o:p></span></font></u></p>
<ul style='margin-top:0in' type=circle>
<li class=MsoNormal style='mso-list:l3 level1 lfo2'><font size=2 face=Calibri><span
style='font-size:11.0pt'>During the first six months of 2010, OSPS issued 292,000
system generated payroll payments and 7,534 manual checks. </span></font></li>
<li class=MsoNormal style='mso-list:l3 level1 lfo2'><font size=2 face=Calibri><span
style='font-size:11.0pt'>87% of state employees use direct deposit </span></font></li>
<li class=MsoNormal style='mso-list:l3 level1 lfo2'><font size=2 face=Calibri><span
style='font-size:11.0pt'>481 state employees use an AccelaPay card. Of
those, 61% are using it to receive their net pay. </span></font></li>
<li class=MsoNormal style='mso-list:l3 level1 lfo2'><font size=2 face=Calibri><span
style='font-size:11.0pt'>From July through December, we prepared 451
reissued W-2 forms and replaced 190 lost or destroyed pay checks. </span></font></li>
<li class=MsoNormal style='mso-list:l3 level1 lfo2'><font size=2 face=Calibri><span
style='font-size:11.0pt'>After helping agencies through the due diligence
review process for stale dated checks, we turned over $10,262.75 to State
Lands representing 111 stale dated checks from FY 2008. </span></font></li>
<li class=MsoNormal style='mso-list:l3 level1 lfo2'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Refreshed 48 documents in the OSPA Reference
Manual. </span></font></li>
</ul>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><span style='font-size:11.0pt'>2010
Key Projects ~ July through December<o:p></o:p></span></font></u></p>
<p class=MsoNormal><font size=2 face=Calibri><span style='font-size:11.0pt'>OSPS
staff worked on several high priority projects that require system changes and
new or modified procedures, training or user resources. Here’s a brief
summary of the key projects in the past 6 months. </span></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>In August and September we
implemented electronic payroll reports for our agency customers. Using the
secure web portal to the mainframe, registered users can log in and pick up
payroll and labor cost reports as early at 7 AM the morning after payroll is
processed. This project represents significant savings in print costs and our
reliance on paper. In July, we used 325,000 sheets of paper to print reports.
In December we printed only 65,000. While there will be slight monthly
fluctuations, we are comfortable that we will reduce our use of paper by 6
million sheets over the coming biennium. We are continuing to print a
supervisor version of the payroll register and leave accrual reports by work
division. These two reports remain on paper so that payroll offices can
distribute them to divisional work units. </p>
<p class=MsoNormal style='margin-left:2.25pt'><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>In November we implemented a
furlough management alert on leave accrual reports to identify employees with
furlough obligation balances of 56 hours or more. </p>
<p class=MsoNormal style='margin-left:2.25pt'><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>OSPS partnered with DAS Human
Resources Services Division (HRSD), PEBB and agencies to work through a number
of challenges surrounding the management of donated hardship leave. This
included a number of meetings, a special training session and presentation of
Statewide HR policy, PEBB eligibility rules, provisions in collective
bargaining agreements and an OSPS-created worksheet. We also created a new
code to be used for donated leave. </p>
<p class=MsoNormal style='margin-left:2.25pt'><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>With the US Treasury’s
decision to end paper bond payroll savings plans, OSPS coordinated the end of
the program, notified all participating employees and brought the program to a
close after November payroll.</p>
<p class=MsoNormal style='margin-left:2.25pt'><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>The Internal Revenue Service (IRS)
eliminated the advance payment of Earned Income Credit through payroll for tax
year 2011. As a result, we made the modifications to OSPA to remove the EIC
functionality from the P010 screen, the calculation module and eliminated
tracking on the payroll register and various central OSPS reports. </p>
<p class=MsoNormal style='margin-left:2.25pt'><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>We successfully modified OSPA to
meet the requirements of PEBB Plan Year 2011. Although most of the changes for
2011 were related to rates and other calculations already present in OSPA, the
addition of a second tier of opt out required significant programming and
testing. </p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><span style='font-size:11.0pt'>Quarterly
Customer Meetings<o:p></o:p></span></font></u></p>
<p class=MsoNormal style='margin-left:2.25pt'><font size=2 face=Calibri><span
style='font-size:11.0pt'>Customer meetings were held in October and December.
The October meeting provided year-end close training and a timely open
enrollment update from Bobbie Barrott and Isabel Joslen from PEBB. The
December meeting focused on security and archive of payroll data with Dan Maguire
from Secretary of State Archives Division and Cinnamon Albin from the DAS
Enterprise Security Office. We have implemented remote access to our quarterly
customer meetings through iLincOregon. </span></font></p>
<p class=MsoNormal style='margin-left:20.25pt'><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><span style='font-size:11.0pt'>Meeting
Agency Payroll Needs – OSPS Help Desk<o:p></o:p></span></font></u></p>
<p class=MsoNormal><font size=2 face=Calibri><span style='font-size:11.0pt'> </span></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>Through agency visits and
meetings, OSPS presented Online Daily Time familiarization sessions to several
agencies contemplating a conversion from paper timesheets. </p>
<p class=MsoNormal style='margin-left:2.25pt'><font size=2 face=Calibri><span
style='font-size:11.0pt'> </span></font></p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>OSPS coordinated with the <st1:Street
w:st="on"><st1:address w:st="on">Charitable Fund Drive</st1:address></st1:Street>
management to receive data from their online pledge application and upload to
employee’s deduction screens. This is our second year in this project
which replaces handling and data entry at the agency level. </p>
<p class=MsoNormal style='margin-left:38.25pt;text-indent:-.25in;mso-list:l0 level1 lfo3'><![if !supportLists]><font
size=2 color=teal face="Courier New"><span style='font-size:11.0pt;font-family:
"Courier New";color:teal'><span style='mso-list:Ignore'>o<font size=1
face="Times New Roman"><span style='font:7.0pt "Times New Roman"'>
</span></font></span></span></font><![endif]>OSPS published a comprehensive
year-end close publication, year-end training and a number of e-mail alerts and
reminders to support agencies as they manage the task of bringing the payroll
year to a close. </p>
<p class=MsoNormal style='margin-left:20.25pt'><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal style='margin-left:20.25pt'><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><u><font size=2 face=Calibri><o:p><span style='text-decoration:
none'> </span></o:p></font></u></p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
<p class=MsoNormal><font size=1 face=Verdana><span style='font-size:8.0pt;
font-family:Verdana'> <o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 face=Calibri><o:p> </o:p></font></p>
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