HR Newsletter, July 2018

DNR HR Newsletter

News and Updates from the HR World

July 2018

Welcome Ellie Li - New DNR Controller !

Ellie has her Masters in Accounting/Information Services from University of Colorado at Denver and has been with the State for over 21 years. Ellie brings a wealth of knowledge and experience to DNR in Accounting, CORE, Fiscal Rules and Statues and overall doing business with the State. Please join us in welcoming Ellie to DNR. Ellie has jumped in with both feet to support fiscal year-end close this month so look for a more detailed interview with Ellie in next month's newsletter.

HRWorks Update

HRWorks GO Live January 1, 2019

Why are we implementing HRWorks?

• Modernize and standardize HR, Payroll and Time and Leave processes across the state

• Enables integration between multiple state enterprise systems for better more accurate processing

• Transition away from manual, paper processes and towards electronic workflows

• Increase system up-time and productivity, while saving the state money

HRWorks Priorities

• Bring an enterprise solution to help manage our most important asset – YOU

• Utilize change champions that represent each state agency, to facilitate agency adoption of HRWorks

• As with any project of this size, there are going to be bumps along the way (like bi-weekly pay) BUT, there is no doubt that we will navigate those obstacles and deliver a product that will benefit the state’s work force for years to come.

What is in it for you?

• You will be able to access HRWorks employee self-service (ESS), timesheets, leave and overtime requests from your mobile devices like smart phones, tablets or your desktop.

• ESS will empower you to manage your own information including updating personal information like addresses and phone numbers, update your tax withholding elections, or add or change your direct deposit requests.

• EDSys will be going away for DNR and HRWorks will be the single entry point for all employee and position information

• Kronos will be replaced with a new time and leave system compatible with CORE and we will all be on the same version!

Meet your DNR Team

Human Resources

• Communication Coordinator: Lynne Steketee

• Lead HR Trainer: Benjamin Ramirez / Patrick Gerity

• Change Champion: Naomi Nigro

Payroll and Time & Leave

• Communication Coordinator: Ellie Li

• Lead Payroll and Time and Leave Trainer: Nancy Kelly

• Change Champion: Yose Vanderben-Dickman / Ellie Li

What you need to know NOW

• Some terms and functions will be changing. All state employees will get training on the new ESS functions.

• All state employees will be trained on the new time and leave functions and features

• Managers and supervisors will be trained on how to enter, change, and manage employee and position data in the new system. Training for managers and supervisors will start in October with Web based training and DNR specific information sessions

• Delegate and HR liaison training will follow in November with web based training and DNR specific information sessions including roles and responsibilities

Stay tuned to this newsletter for updates and important information on HRWorks Go Live January 1, 2019.

DNR Leading with Lean:

Featured Project: DRMS Minerals Program Annual Reporting

DNR is actively engaged in Lean programs across all divisions. Currently there are over 15 official Lean projects focusing on all aspects of reducing waste in our processes as well as countless other initiatives lead by employees that care about doing tasks and processes the Lean way. We would like to highlight a recently completed project in the Colorado Division of Reclamation, Mining and Safety (DRMS)

• Project Lead: Russ Means, Environmental Protection Specialist V

• Project name: Minerals Program Annual Reporting Improvements

• Project start: February 2017

• Go Live: January 2018

• Problem statement: Colorado Mine Operators are required to report to DRMS annually the current state of their mining permits. This includes a report, updated maps and paying fees. 35% of DRMS budget is dependent on the fees so they are critical to operations. Based on past data, 25% of the annual reports submitted had errors and required follow up which delayed filings and fee collection and often resulted in enforcement which included civil penalties.

• Recommendations: Move to e-filing with optimized forms and the ability to attach maps and other attachments, while maintaining compliance to rules and statue

Project participant Russ Means says the result of the project has exceeded expectations. They eliminated over 36,000 pages of documents by going to e-file with the enhanced forms. As of July 1, 2018 they have had 97% compliance from customers with only a 3% error rate in the first 6 months. Admin time has also been reduced by 30%.

One of the biggest challenges was would operators be open to e-filing? Russ tells of one long- time operator that had significant issues with filing his annual reports on time and without errors. He is currently in a nursing home in Kansas, but DRMS staff walked him through the new process which included making sure he had a computer to e-file. He successfully completed his report on time. Other small operators and the big ones have had similar results.

Overall the project has saved time, reduced errors and improved collecting fees. Congratulations to the Minerals Program Annual Reporting Improvement team for a Lean well done! If you would like to highlight your Lean project, please contact Lynne Steketee.

Featured Story

Department of Water Resources: Dam Inspections

The DWR Dam Safety program was significantly expanded in 1984 after the Lawn Lake earthen Dam in Rocky Mountain National Park failed on July 15, 1982 at about 6 a.m., in an event known as the flood of 1982. The sudden release of 30 million cubic feet (849,000 m3) of water resulted in a flash flood that killed three people camping in the park and caused $31 million in damage to the town of Estes Park, Colorado and other downstream areas. The Division of Water Resources is chartered with maximizing the beneficial use of water while maintaining public safety.

The core of the dam safety program is to inspect and monitor over 1950 jurisdictional dams including reviewing and auditing plans and specification to meet industry standards. Scott Cuthbertson, Deputy State Engineer leading the Dam Safety Program says they use a 4 tier risk management model to categorize state dams.

1.High Hazard: Dam failure would result in loss of life and property – this level of dam is inspected annually

2. Significant Hazard: Dam failure would result in significant loss of property, but loss of life would not be expected – this level of dam is inspected every 2 years

3.Low Hazard: Dam failure would result in low impact to property or life and are inspected every 6 years.

4.No public hazard – Dam failure would result in damage to owner property only.

The Dam Safety team is made up of 12 dam safety engineers spread across the state working in regional areas close to the dams and programs they support. Ryan Schoolmeesters is the Dam Safety Engineer assigned to the metro area of the South Platte River. Ryan has built strong relationships with his dam owners which in turn builds trust and corporation. Ryan coordinates closely with the regional DWR Water Commissioners and Deputy Water Commissioners who help track compliance with any corrective actions or restrictions that require monitoring. Ryan says that in the past the role of the dam inspector might have been to scrutinize dams and owners to comply with every detail and aspect of compliance regardless of impact – now dam inspectors work in partnership with dam owners to highlight compliance areas and to problem solve together to understand risk and impact - to focus energy and resources where the high or significant hazard areas are. This risk management approach maximizes the limited resources.

Playing Nice in the Sandbox

Being respectful in the workplace is the foundation for cooperation and collaboration between individuals and workgroups. Civility helps create a positive working environment and allows people to grow and develop greater emotional intelligence (the ability to control emotions and express them appropriately). Offensive behavior such as rudeness and disrespect create stressful environments, allow petty disagreements to fester, and can create animosity within a team dynamic. Try some of these ideas to create a civil workplace:

• Engage in activities and conversations that establish mutual respect and common bonds between co-workers. You don’t have to be best friends but try to learn about and respect your co-workers as people.

• If you have a problem with a co-worker take time to cool down so that you can then engage in a constructive conversation and find mutual agreement.

• Always keep an open flow of communication and ensure discussions are not one way. Utilize good listening skills to engage in constructive discussions.

• Discourage and do not participate in office gossip and politics as these can undermine office harmony and create a toxic workplace

• It’s the little things that count such as cleaning up after yourself in the break room, making the next pot of coffee when you take the last cup, and replacing the container on the water cooler when you notice it is empty, and saying please and thank you. These small acts of kindness go a long way toward creating a civil workplace.

Health Savings Account (HSA) Information

Note: If you enrolled in an HSA this open enrollment, your first State contribution to your HSA account will be posted in the August 2018 payroll. HSA deposits run a month in the rears.

If you are enrolled in a HSA-qualified High Deductible Health Plan (HDHP) you may participate in the Health Saving Account which is a tax-advantaged savings account that belongs to you. It works like a regular bank savings account, and unlike a healthcare flexible spending account (FSA), all of your HSA savings rollover from year to year. There is no “use it or lose it” rule and for qualifying employees with High Deductible Heath Plans, the State contributes $60/month to your HSA account but you do need to set up your account with Optum Bank.

Setting up a Personal Contribution into your HSA

For employees wishing to make personal contributions into the HSA account over and above what the State contributes, you can simply deposit funds directly into your HSA account through Optum Bank or you can set up a payroll direct deposit with Payroll. To set up a direct deposit from your paycheck follow these steps:

1. Obtain a direct deposit form – On the intranet, Forms, Payroll Forms, Direct Deposit Form.

2. Obtain your personal account number from Optum Bank provided in your welcome packet from Optum Bank.

3. Use the following info to fill out the direct deposit form: Organization ID is PAA, Transit Number is 124384877, Desc Code is S for savings, Act Type is S for savings, and lastly write in the Voided Check area “For Contribution into HSA”

Keep in mind these direct deposit contributions are not pre-tax so to get the tax benefit you will need to fill out IRS Tax Form 8889 so you can deduct the correct amounts from your taxable income when you file taxes. You do not receive any tax savings from the State contribution placed in the account, that amount is reported in Box 12b on your W2 annually.