FAQ

COMPAS Payroll Modernization: Frequently Asked Questions

What is COMPAS?

COMPAS stands for Colorado Modernized Payroll System. COMPAS will deliver a modern, accurate and secure payroll solution to professionals who serve the employees of the State of Colorado.

Will the new payroll system be accessible? Will it comply with the HB21-1110?

Yes!  Accessibility has been a key part of this project from the outset.  Subject matter experts using adaptive technology like screen readers participated in the vendor evaluation and selection process.  Accessibility will remain a focus throughout the implementation.

How can I stay informed about project updates?

There are many ways to stay current with updates.  

These include:

• Attend biweekly office hours 

• Subscribe to the COMPAS Project newsletter

• Bookmark the website

We will also utilize established communication channels like PPUG distribution and recurring oversight and governance meetings as appropriate.

Stay tuned as the project progresses, additional ways to learn about the project will be introduced.

How will COMPAS make my work easier?

COMPAS is a modern, flexible payroll application. It contains many easy-to-use features that will streamline your work processes. Some of these features include Quicklink tiles that provide one-click access to transactions, the ability to favorite frequently used values, the ability to tailor the system based on your personal preferences, the ability to pin frequently used searches, and the ability to export data. These benefits are just a few of the many features we think you will love about COMPAS.

What are the goals for the new payroll system?

There are several goals for the new, modernized payroll system. 

These include:

• Ensure accurate and timely employee paychecks

• Reduce time payroll professionals spend on the payroll close process

• Increase efficiency and reduce manual processes

• Improve data and analytics through configurable reports, dashboards, etc.

• Make data retrieval and reporting easier

• Ensure strict compliance with laws and rules governing payroll, and position management, and human resource management, including Fair Labor Standards, Family Medical Leave, Affordable Care, etc.

• Improve data integrity and security

When will the new system go live?

The go live date for COMPAS has not yet been determined. The COMPAS Product Owners are prioritizing outcomes over timelines. COMPAS is being implemented in an iterative manner, with the project team demonstrating and assessing progress frequently. The project team will continue to communicate all that we know as often as we know it. Our intent is to work closely and transparently with our COMPAS stakeholder community to ensure an effective system roll out that includes robust change management efforts, clear and directive communications, and statewide training efforts.

How is the project being staffed and resourced?

The Project Team has several segments which are aligned and working as one:

• DPA is directing this project with a Product Owner, Deputy Product Owner and Associate Product Owner (data).

• OIT is supporting the project with dedicated Data Architects and an ePMO manager. 

• OIT’s Colorado Digital Service (CDS) is supporting the project with an embedded team comprised of a Service Design Lead, a Tech Lead, and a Team Lead.

• An Organizational Change Manager is focused on engaging stakeholders and ensuring organizational readiness for COMPAS at go live. 

• Three State trainers have been hired to design, develop, and deliver comprehensive and effective users training programs. 

Additional positions may be added to the Payroll Implementation Team later based on need.  

How will COMPAS and CORE work together?

At go-live, COMPAS will merge into the current CORE environment. Many features and data elements will be shared, and the COMPAS and CORE Operations teams are working together to ensure the user experience for both CORE and COMPAS users is seamless.

How will COMPAS be accessed/hosted?

COMPAS will be accessed via the internet the way users access CORE today. The application and its supporting infrastructure will be hosted and managed by vendor partner CGI.

What will happen to CPPS?

After go-live, the payroll function in CPPS will stop being used, however, the data will be available in a to be determined read-only format. HRDW and EMPL will remain as historical reference without being updated.

In collaboration with CPU and OIT, the COMPAS team submitted a change freeze for individualized agency changes to CPPS. The change freeze applies to all change requests for CPPS enhancements that are unique to individual agency needs and are not required for human resources or payroll professionals to complete their current business processes, or to meet legislative or statutory requirements. This includes the adding or changing of interface connectivity, changing fields, changing CPPS screens, etc. More details can be found in the department wide memo. 

OIT considers mainframe turndown a major priority in their Tech Debt Reduction Initiative and more details will be shared in the future. 

When will HRDW be shut down?

There is currently no plan to decommission HRDW. It will continue to be used for historical reference as it is today.

How will Employee Self-Service work in COMPAS?

Employee Self Service will be web-based and easier for employees to access without requiring VPN. End user training, communications, and change management initiatives will ensure that users are prepared to use the new Employee Self Service. 

Will all employees have access to Employee Self-Service (ESS)? 

State employees paid through COMPAS will have access to Employee Self-Service (ESS) in COMPAS.

Will it be necessary to create a UDOC to grant Employee Self-Service (ESS) access to new hires?

The process for granting Employee Self-Service (ESS) access to new hires is still being designed. However, the intention is to notify new employees via email when HR enters the new employee in COMPAS. This email will contain instructions for accessing COMPAS and for new hire tasks such as updating emergency contact information and completing a W4. The COMPAS Team also plans to provide a tutorial for HR Employees who will need to communicate and support this new process for employees.

Will employees enter their own W4s in Employee Self-Service (ESS)?

This process is still being designed. However, even if employees enter their own W4s, HR and payroll professionals will still have an opportunity to review employee-requested changes. 

Will terminated employees be able to access Employee Self-Service (ESS) after separation in order to see their final paystub?

Yes, terminated employees will still have access to Employee Self-Service (ESS) and will be able to view historical pay data for a set period of time (length to be determined) after their termination date.

Will employees need to be on a state-issued computer to access Employee Self-Service (ESS)?

No. Employee Self-Service will be available through multifactor authentication via the public internet and, therefore, an employee will be able to access Employee Self-Service (ESS) from any computer given the correct login credentials.

Will employees be able to set up and maintain their own direct deposits in Employee Self-Service (ESS)? 

Yes, employees will be able to manage their own direct deposit instructions. COMPAS provides flexibility to impose limits on the number of different direct deposit instructions that can be recorded.

Will employees be able to change all elements of their employee information in Employee Self-Service (ESS)?
Employees will be able to change many elements of their personal information such as address information, emergency contacts, and name change. However, updates to other sensitive fields, such as date of birth and social security number, will be restricted. 

Will Payroll be notified if an employee processes an address change (e.g., moves out of state)?

This process is still under design. However, the intention is to have COMPAS notify the Central Payroll Unit (CPU) when an employee address changes to a state other than Colorado. 

If an employee opts to receive their W2 electronically, will the W2 still be mailed to them? 

No. Per Federal law, there is no need to mail a paper copy of a W2 if an employee opts to receive it electronically.

Will historical check / W2 history be available in Employee Self-Service (ESS)? 

Conversion of historical pay information is not planned. The COMPAS team is still determining where employees will be able to view historical pay data. 

How will agencies not supported by OIT use COMPAS?

COMPAS, like CORE, is supported by DPA and vendor teams. Both systems provide service to all three branches and agencies under and outside of OIT’s purview. We are working to establish the best support model for COMPAS by listening to the needs of our agency stakeholders and then leveraging current support channels and building supplemental support where needed.

Can employees elect to have their pay advice physically mailed to them? 

No. This capability is not currently planned.

Can employees elect to have their pay advice physically mailed to them?

No. This capability is not currently planned.

What will happen when a bank routing number is missing from a direct deposit transaction? 

Missing bank routing information will be entered by Payroll in the CORE financial system as it is today. Payroll data entry in COMPAS will be paused until the correct routing number is available.

Will there be system maintenance activities during which employees will not be able to access Employee Self-Service (ESS) to change their direct deposit instructions? 

Yes, there will be planned maintenance periods during which Employee Self-Service (ESS) will be unavailable. During such system outages, employees will not be able to manage direct deposit instructions or update other information.

How much data will be migrated to the new system?

Data migration is in process and decisions are being made. Data elements essential to the payroll end-to-end process will be migrated from CPPS to the new system. Enough payroll data will be migrated to process a single W2 for employees for the tax year of go live. 

For example: if the new system launches in April 2026, we will bring over at least the Jan-Apr 2026 data so the entirety of calendar year 2026 will be in the new system.

What data clean-up efforts will be required?

Data quality is key to the success of COMPAS. The Payroll Implementation Team will work closely with agency partners to support them through this process as go-live draws near.

How will data in COMPAS environments be refreshed throughout the implementation?

CGI has delivered all contractual environments to the State (three lower and one production). Most COMPAS work will be in one environment and then moved to production prior to go-live. The additional environments will be used for configuration and other system testing prior to go-live. This means that there won't be much movement of data between environments and access to State data will remain limited and secure.

Will there be changes to existing system interfaces and integrations?

A project the size and scope of COMPAS will introduce changes to existing system interfaces and integrations. The COMPAS project team will ensure that all existing interfaces and integrations (BenefitSolver, PERA, agency time and leave systems, PARS, etc.) are replicated with only necessary modifications. However, when there are opportunities identified to improve existing interfaces, integrations, and processes, the COMPAS team will work closely with affected stakeholder groups to evaluate the available options. 

What pay cycles will the new system support?

The new payroll system will support all current pay cycles, including:

• Biweekly, lag (pay and premiums for the same period paid together in arrears)

• Monthly, current (pay is current, premiums paid in arrears) 

• 7k (28-day overtime calculation periods paid in arrears)

Will COMPAS affect business processes outside of payroll (for example, Employee Onboarding)?

COMPAS project scope is tightly focused on replacement of CPPS and portions of ESS. There may be some improvement to non-payroll business processes due to the implementation of a modern system, but these business processes are not the focus of the initial project scope. 

What business process or other changes have been identified?

The project team is working with Central Payroll to update business processes and create standard operating procedures. 

Some changes we have identified include new terminology. For example, what we currently know as Job Class will be called Title or Job Title in COMPAS.

Labor Allocation is another area that will change to improve and streamline the process and reduce the duration of time required to allocate costs.

We anticipate additional process changes will be introduced as COMPAS is being implemented with minimal customizations and business processes will change accordingly. 

Will payroll processing timelines change?

This is not currently known. Working in a modern system with more automation, effective dates, and functionality, we anticipate being able to pre-key changes and tighten up current deadlines. Any proposed changes will be communicated as soon as possible for feedback and troubleshooting.

How will Labor Allocation work in COMPAS?

This will be a different process in COMPAS. There will be no more LA11 or LA15 and PAM will be a more behind-the-scenes process. Additionally, there will be a change  to the Accounting Template/Accounting Profile process. Additional details regarding these changes will be communicated as they are known.  This will allow stakeholders to provide feedback and ensure users are prepared to adopt the changes at go live.

Will COMPAS result in changes to payroll calculations?

We are evaluating differences between how COMPAS and CPPS calculate payroll. So far we have identified two differences in payroll calculations that are being introduced in COMPAS. First, COMPAS uses time in hours and minutes to calculate pay rather than decimals. Second, internal payroll calculations use up to six decimal places (but typically four). These changes make COMPAS payroll calculations more accurate than they are in CPPS. 

Will my reports be migrated to COMPAS?

The Project Team has inventoried and prioritized all current CPPS reports including those accessed through HRDW, OnBase, and provided by OIT. The prioritized list of reports is available on the website. The team will develop Minimum Viable Product (MVP) reports prior to go-live. These are reports that are essential for payroll professionals to perform their duties such as confirming accurate earnings and deductions and performing labor allocation. Other reports may be developed post go-live or could be deprecated based on the functionality of COMPAS.

Report functionality and data is being reviewed by agency SMEs to gather feedback and ensure continuity of operations. 

Will COMPAS make fiscal year-end processing easier?

COMPAS includes many features that will make fiscal year-end processing more efficient with less manual processing. The ability to make mass changes, for example, will make it simpler to apply across-the-board raises (ATB). Another helpful change is the ability to allocate expenses based on the “event date” entered on a timesheet adjustment transaction. This feature will streamline the entire payroll process, including the time-sensitive second bi-weekly payroll run in July (the 072 payroll).

Will COMPAS control input during freezes (i.e., ATB)?

It is likely that the process in COMPAS will be similar to the current process in CPPS. However, the details behind this process have not been worked out yet.

How will employee data be secured in COMPAS?

Employee data will be stored in a private cloud with security controls that comply with StateRAMP, a cloud security program. Role-based access will restrict access to data based on users’ roles and job responsibilities. 

What is a Trail Guide?

Trail Guides are Subject Matter Experts from business groups across the State who have been recruited to share their expertise and to provide guidance to the Payroll Implementation Team for the duration of the project. Trail Guides are organized into two groups: Payroll / overall project SMEs; and, Labor Allocation SMEs.

What is a Trailblazer and can anyone volunteer to join the group?

Trailblazers are representatives from across the State who have volunteered to perform usability testing in COMPAS and provide early feedback to the project implementation team. Their testing efforts will help improve the COMPAS application for other users.

If you are eager to get your hands on COMPAS and are willing to assist with testing, please email SoC_COMPAS@state.co.us.

Will agency users be able to test the system?

Agencies will have an opportunity to test the system at different times and in different ways throughout the implementation. The first opportunity is to volunteer as a Trailblazer. Trailblazers are volunteers who will be involved very early in the project to provide feedback about overall usability.

As go live approaches, there will also be an opportunity to participate in user acceptance testing (UAT). This type of testing allows users to test their common business scenarios to ensure the system is functioning as expected.

How will COMPAS be tested?

COMPAS will be thoroughly tested to ensure that it operates smoothly at go live and meets the needs of business stakeholders. Some types of testing that will occur include:

• Unit testing by developers;

• Functional testing by Product Owners and Trail Guides;

• Automated testing;

• End-to-end system integration testing;

• User acceptance testing; and,

• Performance testing
  
  

How have Agency partners been involved in the process so far?

Partners from many agency HR, payroll and finance teams (as well as other stakeholders) have been actively involved in the project since inception. Examples include:

• Workshops to discuss pain points and to identify process improvement opportunities

• Vendor evaluations

• Providing input to the data journey map, data glossary, and the development of user personas

• Submission of current task and process mapping

Agency partners can engage with the implementation efforts through:

• Biweekly office hours

• Agency engagement tours

• Iterative system testing and feedback

• Data validation

What can we do to prepare for COMPAS?

Agency partners should stay informed about project updates, participate in engagement opportunities such as bi-weekly office hours as often as possible, and maintain open and straightforward communication with the project team.

As the COMPAS go live draws near, stakeholders may wish to participate in user acceptance testing and complete user training.

What will training for COMPAS look like?

We are committed to supporting the COMPAS user community like never before. Training will be provided prior to go-live to include written job aides, videos, virtual instructor-led training, and opportunities to complete hands-on activities in COMPAS. A readiness assessment will be used to ensure users are prepared. Following go-live, DPA training teams will provide training designed to evolve over the life of the system.

How will COMPAS affect the Institutes of Higher Education (IHE)?

The Institutes of Higher Education (IHEs) will not be impacted by the COMPAS implementation. IHE users will not experience any changes in the processes or systems they currently use for payroll processing.