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the links below to be taken directly to The Performance Management Implementation Memorandum communicates instructions for processing performance evaluations for the performance cycle ending October 24, 2008. The Performance Management Reference Card lists important dates and reports. Please ensure that all human resource staff (including PMIS data entry staff) and appropriate fiscal staff are provided with copies of this information. Questions should be directed as indicated in the memorandum. Thank you for your cooperation. The Department of Human Resource Management (DHRM) strives to improve the overall efficiency and effectiveness of the Commonwealth’s human resource and information services. In an effort to improve the efficiency of the personnel data updating process that feeds the HuRMan data warehouse, DHRM has developed a new set of transactions in the Commonwealth’s Personnel Management Information System (PMIS) that allows agencies to manage their wage data. The new transactions, referred to as “Wage3” in PMIS, were created only to manage wage employee personnel data like PMIS manages classified employee personnel data. Click here for more detail. The PME480 extract record file format will include new fields effective 10/31/2008: Position Safety Sensitive Indicator (replaces Recruit Code), and now reuses the former Occupational Family Name for Position field for these new fields: Office Telephone Extension Number, State Cell Phone Number, State Cell Phone Carrier, State PDA or Pager Number, and State PDA or Pager Carrier. The 480 & 484 data dictionaries under the Documentation tab, Record File Formats, PMIS Extracts section of our Web site http://web1.dhrm.virginia.gov/itech/ have been updated, and the 480 file MS Access Import Specifications will be replaced soon. These new fields are optional use fields so no change is required in the Charter Universities 480 data file guidance at this time. This notice is in addition to announcements of this change e-mailed earlier to agency contacts who have requested to be informed of PMIS system changes that can impact agency internal systems. PMIS will now allow entry of the alpha value “L” code, meaning “Limited” telecommuting, when designating whether the employee is actively telecommuting: Y = Yes, employee telecommutes 32 hours or more per month. The Position Telecommute field designates whether the position is appropriate for telecommuting. Therefore, the Position Telecommute field must be set to "Y" before the Employee Telecommute field can be set to "Y" or "L" designating that the employee is actively telecommuting. A file named NATIONALITY-REVIEW-agency-date.csv has been placed in the HuRMan folder for each agency with one or more employees having a non-US country of citizenship as designated by the PMIS nationality code. Agencies can change the nationality code designated on PMIS by using the P3A Field Change transaction (PSE091) for nationality codes that need to be changed. Effective 08/01/2008, PMIS/BES Unisys user-IDs that have been
inactive for over 60 days will be disabled. Please contact
the DHRM Help Desk to reactivate any disabled user-ID. A file named POS-ABOLISH-agency-date.txt has been placed in the HuRMan folder for each agency with one or more classified positions that have been vacant since July 2, 2007 or before, and not previously designated to be retained. It is a pipe-delimited text file intended for import into Excel or another relational-type tool. The listed positions are subject to being abolished unless agency action is taken.
Workers Comp Code is now a required data item for all
agency/positions that are on both PMIS and CIPPS.
If your HuRMan folder has file MISSING-WORKER-COMP,
please key PSP160 to update the missing codes. If your agency receives a comma-separated-file named EMAIL-REMOVED in your HuRMan files & reports repository folder, the list contains active PMIS employee e-mail addresses that have been deleted from PMIS because their addresses were returned as invalid during a statewide e-mailing. If the employee was also using this e-mail address as their BES e-mail address, it also has been removed from BES. Most likely these employees have been assigned e-mail accounts but the address in PMIS was incorrect or no longer active. Please update the e-mail address in PMIS for the listed employees (transaction PSE091 which will also update BES). The Department of Accounts has issued Payroll Bulletin 2008-02, describing the implementation schedule for agencies using both PMIS and CIPPS to participate in the process of automated updates from PMIS to CIPPS. The Bulletin is available at: http://www.doa.virginia.gov/Payroll/Payroll_Bulletins/Payroll_Bulletins_Main.cfm As the new process is implemented, it will be very important for PMIS changes to be accurate and timely. It will be equally important for changes to be made in PMIS first, rather than in CIPPS. Please remember that the PMIS fields that are not related to payroll need to be kept up-to-date as well. For example, agencies should update PMIS to reflect changes to fields such as email addresses or phone numbers as they occur, rather than hold them for batch updates. HR staff should also be conscious of PMIS effective dates as they relate to the pay period dates (e.g., an effective date of 11/24 will process in the 11/10 to 11/24 pay period even if it was meant to be effective on 11/25). HR should coordinate with the payroll office to create a schedule of cutoff dates for current activity. Otherwise, changes being passed to CIPPS may cause payroll certification amounts to be inaccurate. For example, if a pay action is taken in PMIS on Tuesday, it will update CIPPS on Wednesday night. If Wednesday is the night the agency pays and payroll staff aren't aware of this action’s passing, the certification amount will not be current and the agency will have to respond to DOA as to why there is a discrepancy. Questions about the PMIS/CIPPS Update process should be sent to the DHRM Help Desk at ihelp@dhrm.virginia.gov. Payroll questions should be directed to the Department of Accounts at payroll@doa.virginia.gov.
specific information on this page.
November 10, 2008
2008 Performance Evaluations
December 1, 2008
New Feature in PMIS - Wage3 Data
October 27, 2008
PME480 - Structure Change Effective 10/31/08
August 19, 2008
New Telecommute option "L" for Limited
L = Limited, employee telecommutes less than 32 hours per month.
N = No, employee is not actively telecommuting.July 21, 2008
Request Nationality Code Review
Please verify and change the nationality codes in PMIS if incorrect. For example, there are about 20 employees designated as citizens of the DEMOCRATIC PEOPLE'S REPUBLIC OF KOREA - North Korea (KP) - which likely should be the REPUBLIC OF KOREA - South Korea (KR), and we seem to have an inordinate number of state employees with citizenship in Svalbard & Jan Mayen (SJ).
As earlier announced, PMIS and BES now use the International Organization for Standardization (ISO 3166-1-alpha-2) code as the country code value for use in all employee nationality and addresses. A table of the country names with the codes used to designate nationality in PMIS is available at the following link: http://www.iso.org/iso/country_codes/iso_3166_code_lists/english_country_names_and_code_elements.htm#b
July 10, 2008
Disable Inactive User-IDs
July 10, 2008
Abolishing Vacant Positions
On PMIS, the listed position’s Abolish flag is set to a value of “Y.” Agencies can change the “Y” designation to “N” on PMIS using the position field change transaction (PSP160), for any positions that need to be retained for future use. During the Columbus Day weekend (October 11-13, 2008), DHRM will run a batch delete program to remove all classified positions that still have a “Y” Abolish flag value.
This process will be repeated at the end of each fiscal year.
June 5, 2008
Country Code Changes
Some examples of the country codes that will change:
China CH > CN
Gabon GB > GA
Japan JA > JP
Gambia GA > GM
Niger NG > NE
Aruba AA > AW
Spain SP > ES
United Kingdom UK > GB
El Salvador ES > SV
Philippines RP > PH
Australia AS > AU
South Africa SF > ZA
Bangladesh BG > BD
Switzerland SZ > CH
Turkey TU > TR
Russia RS > RU
Nigeria NI > NG
Israel IS > IL
Austria AU > AT
Zambia ZA > ZM
Sweden SW > SE
Bermuda BD > BM
Kiribati KR > KI
Vietnam VM > VN
Comoros CN > KM
Bulgaria BU > BG
S. Korea KS > KR
Germany GM > DE
Country Conversion is a table listing the code changes for the country codes that changed to comply with the international standard. Most codes did not change, including “US”.
A complete list of country code values is available at the ISO Web site at http://www.iso.org/iso/english_country_names_and_code_elements
April 14, 2008
Missing Workers' Comp Code
April 3, 2008
E-mail Addresses Removed From PMIS/BES
January 25, 2008
PMIS/CIPPS Update