OFM Service News – MOU Personal Leave Day Implementation (FINAL UPDATE)

Thursday, January 6, 2022 - 11:20
OFM ITS Service News

Visit the OFM Service Portal at https://ofmwa.servicenowservices.com/sp to submit a ticket to the OFM Help Desk.

FINAL UPDATE

The final upload of the additional MOU PLD has been completed within HRMS.

Agencies should review the list for accuracy as soon as possible. The list contains employees who were automatically updated. The data is broken down my Personnel Area:

PLD Final EE Updates 010622.xlsx

There are three tabs on the final list:

  • Add’l PLD effective 1-1-22:  Employees received additional PLD effective 1/1/2022 to 12/31/2022.
  • Add’l PLD effective 1-2-22:  Employees had a PLD effective 1/1/2022 to 6/30/2022.  These EE’s received additional PLD effective 1/2/2022 – 12/31/2022.
  • Exceptions-Messages:  There are several employees that the additional PLD was not created due to one of the following reasons:
  1. Employee separated
  2. Employee inactive
  3. Employee transferred to agency that does not accrue leave in HRMS
  4. No field available on Date Specifications (IT0041) to add new PLD eligibility*
  5. ZT60 Error – Agency to correct and re-run ZT60*

No agency action is required for the Exception bullets 1, 2, or 3. 

Action is required on Exception bullets 4 and 5. Agencies should review and correct as appropriate.

If a correction is required, agencies must manually make the necessary adjustments. If you find that an employee is on the list who should not have received this additional MOU PLD, please take the steps below to remove the additional MOU PLD from the employee’s leave quotas:

  1. Within PA30, Enter the employee’s Personnel Number and click Enter to populate
  2. Select the Time Recording Tab
  3. Click the box to the left of Quota Corrections
  4. Click the Overview button
  5. Click the box to the left of the Quota Correction record with a Start Date of 1/1/2022 or 1/2/2022 containing Absence Quota Type 48 (Personal Leave Day)
  6. Click the Delete button
  7. Click the Delete button again (this will return you to the Time Recording tab)
  8. Run a Time Evaluation to remove the Quota from the employee

Thank you for your patience as we worked through this very unique situation.

For further assistance:

Questions about MOU or PLD entitlement send to: Labor.Relations@ofm.wa.gov

Questions about technical HRMS entries: HeretoHelp@ofm.wa.gov


Message sent 12/13/21 at 5:03 p.m.

CORRECTION

Please see the corrected Preliminary List of MOU PLD Eligible Employees. Agencies should move forward with a full review of eligible employees and continue the process as it has been outlined below.

CORRECTED PRELIMINARY LIST

The original spreadsheet incorrectly included employees who were hired after October 18, 2021 and who had separated between October 18, 2021 and January 1, 2022. This wasn’t initially noticed because the Employment Status was reporting as Active, when the employees were in fact Withdrawn. The corrected file now accurately reflects the Employment Status on both dates; employees with Withdrawn status on one or both dates have been removed. This corrected file also includes additional data columns so that you can see the employees’ Personnel Areas and Personnel Subareas on both dates, to aid in determining eligibility for those with appointment changes between October 18, 2021 and January 1, 2022.


Message sent 12/10/21 at 2:24 p.m.

UPDATE

We have discovered an error in our data. Please do not move forward with updates or corrections with the list that was sent in the OFM Service News – MOU Personal Leave Day Implementation (UPDATE) on Thursday, December 9, 2021 2:17 p.m.  OFM will send a corrected list Monday, December 13, 2021. 


Message sent 12/9/21 at 2:17 p.m.

UPDATE

Agencies should review the preliminary list of employees: 

There are three separate tabs on the preliminary list:

  •  Agency_MA – This tab includes the list of agencies and master agreements that signed a MOU authorizing a new personal leave day.
  • CurrentPLD – This will contain a proposed list of employees who were in a covered position and who already receive a Personal Leave Day and do not require additional master data updates.
  • NewPLD – This will contain a proposed list of employees who were in a covered position and who do not currently receive a Personal Leave Day.

This data includes employees with an employment status of active or inactive on both October 18, 2021 and January 1, 2022.

Please review your agency’s list of eligible employees and consider the following when editing the final list for your agency: 

  • The Agency_MA tab contains those covered by a MOU authorizing a new personal leave day. Master agreements not listed and non-represented employees are not eligible for a new personal leave day.
  • The data for the preliminary list was pulled on December 2. Be sure to check for master data changes since then as those will not be reflected in the spreadsheet.
  • Agencies with outside leave systems whose employees should not receive a new PLD in HRMS, should remove their employees from the list.
  • Refer to the original email (below) with more details on the process and timeline.

Your completed list should be sent to HeretoHelp@ofm.wa.gov no later than Close of Business Thursday, December 16, 2021.


Message sent on 11/15/21 at 5:39 p.m.

OFM is preparing HRMS to support the additional Personal Leave Day (PLD) granted through the MOUs in response to the vaccine mandate. Updates will be made through a series of steps, which require agency verification and action. Details of this process are laid out below.

MOU language entitles employees who were employed on or before October 18, 2021 and are still employed as of December 31, 2021, an additional PLD. Eligible employees are:

  • occupying a union represented position within an impacted agency, and
  • represented by a bargaining unit that has a signed MOU that provides an additional personal leave day.  

Details of Agency Action Requirement Preliminary Spreadsheet

State HR will provide a preliminary list of eligible employees in early December in accordance with each MOU. Once received, agencies must review the preliminary spreadsheet and provide any corrections or updates no later than Thursday, December 16, 2021. To review the spreadsheet, click on the “+” to the left of your Personnel Area to review the data for your agency. Please ensure you review both tabs for accuracy when it is received.

The spreadsheet contains the following tabs:

  • CURRENT PLD – This will contain a proposed list of employees who were in a represented position on or before Oct. 18th who already receive a Personal Leave Day and do not require additional master data updates. These employees will be processed by the OFM ITS HRMS Team with a 3-step approach:
  1. Winshuttle upload to Create Quota Correction (2013) infotype record for additional PLD
  2. Initialization of Time Transfer to move PLD Quota Correction to Absence Quotas (2006) infotype
  3. Winshuttle upload to change the additional PLD Absence Quota effective deduction date to match MOU language (1/1/2022 to 12/31/2022).
  • NEW PLD – This will contain a proposed list of employees who were in a represented position on or before Oct. 18th who do not currently receive a Personal Leave Day. These employees will be processed by the OFM ITS HRMS Team with a 4-step approach utilizing Winshuttle:
  1. Winshuttle upload to create new Date Specifications (0041) infotype record dated 1/1/2022 to 3/31/2022 adding the Prsnl LV Day Elgblty (26) date type
  2. Winshuttle upload to Create Quota Correction (2013) infotype record for additional PLD
  3. Initialization of Time Transfer to move PLD Quota Correction to Absence Quotas (2006) infotype
  4. Winshuttle upload to change the PLD Absence Quota effective deduction date to match MOU language (1/1/2022 to 12/31/2022)

Action Required: Each agency is responsible for reviewing and correcting their own data within the preliminary spreadsheet. Your review should include removing or adding any employees who may have been mis-identified within the preliminary data extract. If your review results in any employee(s) who should be added or removed from the list, an email outlining that information must be sent to HeretoHelp@ofm.wa.gov detailing these changes no later than Thursday, December 16th by 5 p.m.

Final List and Future Corrections

On Monday, December 20, 2021, OFM will furnish agencies with a final list of employees who were automatically updated. If a correction is required after the body of work outlined in this communication has already been completed, agencies must manually make the necessary adjustments.

Information for Agencies with Outside Leave Systems

OFM will enter the additional PLD into HRMS using the standard PLD Quota and Absence Codes and it will process just as the standard annual PLD does with the exception of the dates it is available for an employee to use:

Absence Quotas (2006) infotype

  • Absence Quota Type:  48
  • Absence Quota Text:  Personal Leave Day

Absences (2001) infotype

  • Absence Type:  9079
  • Absence Type Text:  Personal Leave Day

Effective date for use:

  • 1/1/2022 to 12/31/2022

Per the MOU language, the additional PLD must be entered into leave systems by 12/31/2021.

Questions?

Questions about MOU or PLD entitlement send to: Labor.Relations@ofm.wa.gov

Questions about Winshuttle scripts or technical HRMS questions send to:

OFM Help Desk

 

     OFM Help Desk

     HereToHelp@ofm.wa.gov

     360.407.9100