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the links below to be taken directly to 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. 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 1, 2010 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. If your agency has wage employees, please share this information with your Human Resources and Payroll personnel.
specific information on this page.
August 18, 2011
2011 Performance Evaluations
July 14, 2011
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. (Positions having an Abolish flag set to a value of “X” are ignored in this process, e.g., faculty.)
In situations where there are over 50 positions to be changed from “Y” to “N” to retain, agencies may upload a file for batch (bulk) processing rather than keying in the PSP160 transactions. The uploaded batch file can be either in Excel or a text file, but all fields must be text datatype – do not drop any leading zeros. Files must contain the agency-number and position for each position to be changed from “Y” to “N” to retain. Please send your file using the File Upload Utility found on this web site under the Workforce Planning tab in the panel on the left side of this webpage. If needed, please use the Request Access tab also located in the panel on the left side of this webpage to obtain permission to use the File Upload Utility Workforce Planning tool.
During the Columbus Day weekend (October 8-10, 2011), 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 1, 2011
June 25, 2011 Salary Adjustment Data Review
March 17, 2011
Discontinuing Unisys Wage2 Database and Online Interface
The Unisys Wage2 database and online interface (PSWAGE) hosted by DHRM/ITech will be discontinued as of fiscal year-end, 6/30/2011. If the Wage2 PSWAGE series of Unisys transactions such as PSW470 or PSW540 is unfamiliar, it is because this PMIS subsystem is little used now, and the cost to maintain it has become prohibitive. The Wage2 data is CIPPS wage information from DOA. Instead of receiving wage payment data from DOA, we will instead receive a semi-monthly file of wage authorization data from DOA which we will continue to make available for as long as necessary in the DHRM data warehouse via the e480 CIPPS Wage Employees option.
DHRM has developed a new set of transactions in the state’s Personnel Management Information System (PMIS) that allows agencies to manage their wage data. Please keep in mind that these transactions do not replace the entries needed in CIPPS for wage salary processing purposes. The transactions (called “Wage3” in PMIS) were created only to manage wage employee personnel data like PMIS manages classified employee personnel data. The wage3 sub-system uses the following transactions and will remain is use:
PSW001
Call-Up to Wage New Hire
PSW013
Transfer Wage Empl To A Different Agency
PSW090
Wage Employee Update
PSW091
Wage Employee Personal Data Update
PSW113
Wage Employee Termination/Separation
PSW130
Wage Position Create/Change
PSW305
Wage Employee Display
PSW309
Wage Employee History Display
PSW320
Agency Wage3 Position/Employee Scroll
PSW999
Wage Position Display
If not already a participant, we encourage your agency to begin using the Wage3 transactions (PSWAG3) in PMIS to manage your agency’s wage data. Doing so will automatically provide support to other areas including the Knowledge Center, and the DHRM data warehouse e480 PMIS Wage Employees option. A template is available upon request that can be used to organize your information for keying, or possibly to batch upload your wage employee data into PMIS, thereby facilitating the data entry required to input your existing wage employee data into the system. Please contact Steve.Hastey@dhrm.virginia.gov for technical assistance with the wage support transition.
December 3, 2010
New Transaction – PSE565 – 12/1/2010 Bonus Payment
Transaction PSE565 will be made available for agency use by Monday, 12/6. It is to be used for retroactive bonus processing in PMIS for any eligible employees not selected for automatic update and, therefore, not already processed by bulk update on 12/1/2010 (for example, employees returning from LWOP).
Transaction PSE565 will compute the one-time 3% bonus payment and will store the bonus action in PMIS Pay History. Please verify the salary fields presented for review, and if they are not correct as of 12/1/2010, please contact the DHRM Help Desk. If the bonus amount is correct, simply transmit where indicated. For CIPPS agencies, please also refer to Payroll Bulletin 2010-17 for DOA instructions.
To retract a 12/1/2010 Bonus Payment action, use transaction PSE665. To change the bonus amount of a posted bonus action, please contact the DHRM Help Desk.
November 4, 2010
NEW TRANSACTION - PSE098 - MISCELLANEOUS EMPLOYEE DATA UPDATE
Transaction PSE091 has been broken out into two transactions:
- PSE091 - Personal Data Update
- PSE098 - Miscellaneous Employee Data Update
The following data items have been moved from PSE091 to PSE098
- Employee E-Mail
- Employee Telecommute Status
- Employee Alternate Work Schedule
- State Phone
- State Cell Phone
- State Pager / PDA
- Optional Employee Data
- Faculty Salary Average
- Tenure Contract Type
- Appointment Org Unit
- Degree Inst Code
Continue to use PSE091 to change personal data items.
October 26, 2010
December 1, 2010 Bonus Data Review - Revised
If your agency receives a bar-delimited file named BONUS-AWD-agency-date.txt in your HuRMan files & reports repository folder, the list contains PMIS employees selected as eligible for the December 1, 2010 Employee Bonus. Please review the calculated bonus amount and the included supporting data for your employees.
For CIPPS agencies in PMIS, DHRM will produce a file after COB 11/16 for use within CIPPS providing the special pay transactions. The input file will be available to DOA November 17, 2010 for loading into CIPPS. After COB on 12/1, a file will be produced from PMIS for storing the bonus actions in PMIS Pay History. Please be aware that any salary adjustments that are effective between November 17, 2010 and December 1, 2010, inclusive, may require manual payroll adjustments to the calculated bonus amounts.
In addition, agencies must be diligent in processing return-to-work actions for employees with leave/STD expiration dates prior to November 16. DHRM cannot process bonuses for these employees. The PSL001,agency transaction lists employees with expired leave/STD and leave/STD due to expire in the next 45 days. If your agency receives a bar-delimited file named BONUS-EXC-agency-date.txt in your HuRMan files & reports repository folder, the list contains PMIS employees otherwise eligible for the December 1, 2010 Employee Bonus, but excluded due to expired leave/STD return dates.
BONUS-AWD-agency-date.txt and BONUS-EXC-agency-date.txt files will be delivered to the applicable HuRMan files & reports repository folders on 11/1, 11/8, 11/15, 11/17, and 12/2. For review purposes, suggest importing this bar-delimited text file into Excel choosing “Delimited” file type, “Other” type delimiter (the “bar” key is the shifted key over the backslash key), and make the column data format “text” for all of the fields. But before importing, first add column headings to your text file: copy the column heading listed below and use Notepad to open your BONUS-AWD and/or BONUS-EXC file, insert a blank row as the first row (place cursor at top left position and press the enter key), and then paste the heading as the first row of the text file.
AGY|POSITION|EMPL-ID|LAST-NAME|FIRST-NAME|BONUS-PMT|STATE-SAL|SPEC-RATE|NON-STATE-SAL|LV-CODE|LV-EFFT-DT|LV-RETN-DT|STD-CODE|STD-EFFT-DT|STD-RETN-DT|EMPL-MONTHS|EMPL-PCT-TIME|PAYROLL-NUM|PAY-SCHEDULE
Guidance regarding the December 1, 2010 employee bonus is available at http://www.dhrm.virginia.gov/compensation/faqsForDec2010Bonus.pdf
Please direct questions or problems regarding the December 1, 2010 Employee Bonus technical implementation to the DHRM Help Desk via http://web1.dhrm.virginia.gov/itech/ (Help Desk tab in the left panel of the Web page). Please contact payroll@doa.virginia.gov for questions related to CIPPS payroll processing.
September 28, 2010
Web-UTS “RE-IP” Change Is Postponed
If you use Internet Explorer and the Web-UTS URL https://www.uts.vita.virginia.gov/web-uts/dhrm-uts.htm to access the Unisys mainframe (PMIS or BES), this message is for you. If you do not use Web-UTS, this message can be disregarded.
The Web-UTS RE-IP change project has been postponed by VITA pending a further impact analysis and rollout plan reflecting the diversity and complexity of the network(s) involved in the PMIS-BES Web-UTS user community.
For now, your Web-UTS connectivity should remain unchanged.
It is expected the Web-UTS RE-IP change project will be re-launched in the weeks ahead. Further broadcasts will follow at that time.
September 28, 2010
E-Mail Address Missing in PMIS
If your agency receives a bar-delimited file named EMAIL-MISSING-date-agency.txt in your HuRMan files & reports repository folder, the list contains active PMIS employees whose e-mail address is blank in PMIS. Please update the e-mail address in PMIS for the listed employees (transaction PSE091 which will also update BES).
The EMAIL-MISSING-date-agency.txt file will be produced monthly on the 1st beginning October, and will be delivered to the applicable HuRMan files & reports repository folders on the 2nd of each month. Suggest importing this bar-delimited file into Excel choosing “Delimited” file type, “Other” type delimiter (the “bar” key is the shifted key over the backslash key), and make the column data format “text” for all of the fields.
September 24, 2010
Web-UTS Logon Test
Beginning Wednesday, Sep 29, 2010
Please Do This Important Logon Test Beginning Wednesday, Sep 29, 2010
If you use Internet Explorer and the Web-UTS URL https://www.uts.vita.virginia.gov/web-uts/dhrm-uts.htm to access the Unisys mainframe (PMIS or BES), this message is for you. Please confirm your logon access still works.
The night of 9/28/2010, VITA is planning a change for this access (“RE-IP”). Beginning Wednesday, 9/29/2010, all Web-UTS users should confirm they can still logon to the Unisys mainframe (PMIS or BES) after the access ("RE-IP") change. If you can logon successfully, your test is complete. If you do not get the green-on-black Unisys logon prompt, contact VCCC at 866 637-8482 and report that you "are having a Unisys mainframe connectivity problem using the Web-UTS URL https://www.uts.vita.virginia.gov/web-uts/dhrm-uts.htm and can not get the Unisys mainframe logon prompt." VCCC should refer your problem to the VITA/NG group handling Web-UTS RE-IP problems. (Please print off this broadcast for guidance in reporting problems to VCCC.)
August 23, 2010
PME480 - Structure Change Effective 8/31/10
The PME480 extract record file format will include two new fields beginning with the standard 480 file produced 8/31/2010 and delivered 9/1/2010: "STD Claim Number" and “VRS Group/Plan”. We are reusing former filler space which has been long unused to add the two new fields following the Employee Middle Name field which ends in column 1028:
STD Claim Number, a 10-character optional alphanumeric field in columns 1029-1038.
The STD Claim Number is used to distinguish whether a former claim is being continued or whether a new STD claim has begun.
VRS Group/Plan, a 2-character optional alphanumeric field in columns 1039-1040.
Distinguishes whether the employee is grouped in the old or new VRS plans, and desgnates the applicable VRS plan. Refer to validity/translate table X0093 for the long descriptions and the current list. Valid codes as of 8/17/2010 are:
Code Old/New VRS Plan Abbreviation 00 Old VRS 01 New VRS 02 Old VALORS 03 New VALORS 04 Old SPORS 05 New SPORS 06 Old JRS 07 Old JRS 08 Old ORP 09 New ORP 98 New YYY 99 Old XXX
The short term disability (STD) screens have been revised to accommodate the STD Claim Number. The hire and the PSE091 P3A Field Change transactions have been revised for the VRS Group/Plan code.
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.
This notice is in addition to announcement 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.
Please direct questions or problems to the DHRM Help Desk via http://web1.dhrm.virginia.gov/itech/ (Help Desk tab in the left panel of the Web page).
February 26, 2010
PME480 - Structure Change Effective 3/15/10
The PME480 extract record file format will include a new field beginning with the standard 480 file produced 3/15/2010 and delivered 3/16/2010: "Role OT Eligibility Code" replacing former filler space. The Role OT Eligibility Code field will contain the default OT Eligibility pre-approval code determined by the employee's assigned role. The OT Eligibility valid codes do not change ("C" or "N" or "Y").
The original "Overtime Eligibility Code" field in record position 293 will now be able to reflect a position-based difference from the default Role OT Eligibility Code. That is, the position-based Overtime Eligibility Code in position 293 can override the default role level OT Eligibility code in position 655, and updates will be passed to DOA in the PMIS to CIPPS interface. The original Overtime Eligibility Code field in position 293 still contains the code in effect for a given position and its incumbent(s). One can discern that an override is in use because the original "Overtime Eligibility Code" field in position 293 will differ from the role-based default "Role OT Eligibility Code" field in position 655. Otherwise the two fields will be equal, and both of these fields will always be populated. Agencies with an interest in using this new override capability for OT Eligibility pre-approval will contact their assigned AHRS consultant for approval to have the codes changed in PMIS and CIPPS.
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.
This notice is in addition to announcement 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. Charter Universities' Charter-Snapshot 480 file guidance will be updated and sent separately.
Summary of PME480 data dictionary change:“C” - Straight Time Overtime Is Pre-Approved
- shorten filler field ("Filler04" under TrueName) to 30 characters, columns 625-654.
- add field "RoleOvertimeEligibilityCode" in column 655, one alpha character in length, the default OT Eligibility code determined by the employee's assigned role.
“N” - Overtime Is Not Pre-Approved
“Y” - Time and 1/2 Overtime Is Pre-Approved