Purpose
This document is a starting point for interface dispositions for the new payroll system, CORE Payroll. This document describes the State’s research on interfaces to date, the Minimum Viable Product (MVP) for interfaces, and makes recommendations for interfaces in terms of five categories:
1 - MVP (Essential) - interfaces required to run payroll
2 - High Priority - interfaces that are required for go-live and address high value business functionality
3 - Due Course - interfaces important to individual agencies or subsets of employees
4 - Out of Scope - not currently in scope; does not exist today but could in the future
5 - Deprecate - no longer serves a purpose
6 - Replace with BI - replace with business intelligence reporting
Background
The MVP for CORE Payroll is a payroll solution that is configured to calculate payroll for all employee types and pay cycles. Payroll is essentially this:
Hours x Rate - Deductions = Paycheck
Minimally the system needs to take in the time and leave to know the hours worked. Then it needs to calculate the earnings and deductions. Then it needs to send the data to the bank and key areas for benefits, retirement, taxes, and reporting.
Much of the foundational configuration that would support all employees and all scenarios needs to be completed for the MVP to pay one or many employees. The reason for this is because the system needs to be able to accommodate changes in the workforce. For example, an employee may need to change pay cycle or transfer to another agency or change job classification or encounter a wage garnishment or move to a different tax jurisdiction. The system must be configured to support all those scenarios in order to support the State’s business needs. It would not be viable to pause promotions or transfers or be unable to process a child support garnishment until a future point.
MVP for Interfaces for CORE Payroll
1. The MVP data interfaces to pay employees on time and accurately are:
Time and Leave (multiple agencies, includes manual batch upload)
Taxes (federal, 38+ States, local jurisdictions)
Benefits (BenefitSolver)
Retirement (PERA)
Garnishments (child support, other wage attachments)
Paid Family Medical Leave (FAMLI)
State Unemployment Insurance
CDOT SAP interfaces
Bank (Wells Fargo)
These MVP interfaces reflect essential functionality and legal requirements. In most cases there are one or several interface files supporting each of the use cases.
2. The next most important interfaces are:
Output for emergency notifications (Everbridge, formerly WENS)
Social Security Administration (SSA_ interface to confirm SSNs)
COWINS (union reporting) - may become scheduled report
Employment Verification (The Work Number)
Workers Compensation (Origami)
CDHS interface for eClearance (personnel action workflow in OnBase)
These interfaces are not required to correctly calculate and issue pay, but they do reflect highly utilized information in statewide or large segments of employee populations.
3. The next category are interfaces that are important but which do not directly impact accurate pay or legal requirements or safety issues. These are considered nice to have interfaces that can be accomplished in due course.
Learning Management Systems (multiple instances of Cornerstone)
PARS for personnel action management (OIT, DPA, DNR)
Performance management for DORA
EDSYS replacement for CDLE for personnel action management
Payroll Employee deductions - likely to be report
There are a significant number of interfaces that we think can be deprecated. Some go away because systems have changed or been retired. Some will become unnecessary because payroll will be integrated with Financial (CORE). The State is evaluating feedback from CGI about the feasibility of deprecating CORE related interfaces.
The largest category of interfaces are currently slotted as candidates to be replaced with reporting. The State is evaluating feedback from CGI about the capability of reporting and whether the functionality will satisfy the business needs for these interfaces.
Technical Features
CORE Payroll can receive time and leave data from all agencies. Interfaces are established for:
UKG Workforce Management State of Colorado (SOC) enterprise instance
UKG Workforce Management CDHS instance
UKG Workforce Management HCPF instance
UKG Workforce Management Judicial instance
SAP for CDOT
Batch upload for non-UKG agencies (Legislative Branch, parts of Judicial Branch, DORA)
CORE Payroll can generate the necessary ACH files to Wells Fargo to issue paychecks.
CORE Payroll can calculate, collect, and pay the necessary tax withholdings in all jurisdictions (federal, state, local).
CORE Payroll can exchange the necessary files to and from BenefitSolver to collect and pay premiums for health care and other benefits.
CORE Payroll can exchange the necessary files to garnish and pay child support orders, tax liens or other judgments.
CORE Payroll correctly sends data to CORE for labor allocation.
Key Performance Indicators for Interfaces
Payroll users can retrieve the data necessary to perform payroll tasks including reconciliation.
COMPAS team has capability to add, modify, and enhance interfaces ongoing.
Out of Scope
This project is not consolidating or changing Time and Leave.
This project is not expanding reporting needs for HR.
This project is not creating a statewide data warehouse.
Future interfaces, for example,
DOC People Pro
NeoGov
Inbound to COMPAS from PARS
Appendixes
Appendix A: Minimum Viable Product (MVP) Interfaces
The MVP data interfaces to pay employees on time and accurately can be found below.
Appendix B: High Priority Interfaces
The next most important interfaces are considered to be High Priority. These interfaces that are required for go-live and address high value business functionality.
Appendix C: Due Course Interfaces
Interfaces that are important but which do not directly impact accurate pay or legal requirements or safety issues. These are considered nice to have interfaces that can be accomplished in due course.
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