Appendix 13
Personnel Transactions
Process New Hires for Regular, Contractual, and Temporary Employees - responsible for entering data for new hires into the Judiciary’s ABRA system and
sending the new hire paperwork, along with benefit elections to the State’s Department of Budget and Management (DBM) and the State’s Central Payroll
Bureau (CPB). DBM is responsible for processing benefits (including open enrollment) and maintaining benefit election information and CPB is responsible for
processing payroll for the Judiciary. The Judiciary does not currently track benefit information in ABRA;
Process Personnel Actions – responsible for processing additional personnel actions such as Department Transfers, LOA, Terminations/Retirement, Misc.
Changes, (i.e. Agency Codes, Check Distribution), Promotions/Demotions, Rehire, Death, Demographic/Name Changes/Address Changes, Probation Updates,
and State Transfers (In/Out). With all of these actions, the Office of Employment Services submits the appropriate paperwork to DBM and CPB for processing
at the State;
Generate Workforce Reports - As the Judiciary moves to the new system, the Office of Employment Services would like to automate key components of their
process: new hire process, generation of a file to DBM and CPB, and automated probation tracking. The Judiciary would also like to implement a portal, which
will allow employees to enter certain transactions such as name changes, and to view their HR data. Based on the outcome of the Judiciary’s Future Business
Process Joint Application Design (JAD) sessions, the Future Office of Employee Services Process Model includes the following processes:












New Hire Process (Regular Employee, Temporary and Contractual))
Manage HR Information
HR Transactions/Health Benefit Changes
HR Transactions/Promotions-Demotions
RH Transactions/Rehire
HR Transactions/Leave of Absence
HR Transactions/Transfer within the AOC
HR Transactions/Transfers outside of the AOC
HR Transactions/Retirement
HR Transactions/Terminations
Workforce Reporting
Track Probation
The detailed workflow of each process is given below - Future Office of Employee Services Process Model of the RFP.
Please note that with the implementation of the new system, the State will continue to be responsible for processing benefits and payroll for the Maryland
Judiciary.
Appendix 13.1
EMPLOYEE SERVICES FUTURE BUSINESS PROCESS MODEL
ES_0 Overview
ES_1 New Hire
Process (Regular)
ES_2 New Hire
Process
(Temporary)
ES_3 New Hire
Process
(Contractual)
ES_4 Manage HR
Information
ES_5a HR
Transactions/
Health Benefit
Changes
ES_5b HR
Transactions/
Promotions/
Demotions
ES_5c HR
Transactions/
Rehire
ES_5d HR
Transactions/
Leave of Absence
ES_5g HR
Transactions/
Retirement
ES_5h HR
Transactions/
Terminations
ES_6 Workforce
Reporting
ES_7 Track
Probation
Appendix 13.2
Retirement
Judiciary
Payroll
Central Payroll
Employment Services
(ES_1) New Hire Process (Regular)
R_4
New hire (Regular)
Create employee ID, enter
personal information (
e.g., name,
address, marital status)
and COOP Plan
information (COOP level)
Assign position
information
POS_1
Send manual
package to
retirement
Send benefits
information
Generate New
Hire Registry
online
Send information
to CPB
Receive payroll
information
Receive payroll
information
Receive retirement
package
End
Appendix 13.3
R_4
Process New hire
(Temporary)
Assign position
information
Send manual
package to
retirement
Send information
to CPB
Generate New
Hire Registry
online
POS__1
Judiciary
Payroll
Receive payroll
information
Receive payroll
information
Retirement
Finance
Create employee
ID and enter
personal
information ( e.g.,
name,
address, marital
status)
Obtain Finance
Approval
Central Payroll
Employment Services
(ES_2) New Hire Process (Temporary)
Receive retirement
package
End
Approve position
Appendix 13.4
(ES_3) New Hire Process (Contractual)
New hire
(Contractual)
Assign position
information
Print out and send
MS311T
information to
Finance
Finance
Print out and send
MS311T
information to CPB
End
POS_
1
Central Payroll
Employment Services
R_4
Create employee ID
and enter
personal information
( e.g., name,
address, marital
status)
Receive payroll
information
Approve/Sign-off
MS311T
Appendix 13.5
Employment
Services
Employee (Employee
Portal)
Manager Portal
(ES_4) Manage HR Information
Review List of
Employees
View employee
information,
emergency
contacts,
professional
development and
competency
information
Judiciary Directory
Receive alerts
Judiciary
Organization Chart
Anniversary Alerts
Birthday alerts
HR_1
Review and Update Information:
Personal Information, Name Change, Address
Information, Marital Status
Approve employee
updates
Appendix 13.6
Enter health
benefit changes
online
Approve changes
ERP System
HR_1
System generated
file sent to CPB
CPB
Employment
Services
Employee
Portal
(ES_5a) Manage HR Information – Health Benefit Changes
Process HR
Transactions
End
Appendix 13.7
CPB
New System
Employment
Services
Employee
Manager
(ES_5b) Manage HR Information – Promotions/Demotions
HR_1
Enter action
request for
promotion/
demotion
Electronically route
request to
Employment
Services
Receive
notification of
approval
Receive
notification of
denial
Yes
Verify probation
status online
Request
approved?
No
Yes
System generated
file sent to CPB
Process HR
Transactions
End
Appendix 13.8
New System
Employment
Services
Employee
Manager
(ES_5c) Manage HR Information - Rehire
HR_1
Enter action
request for rehire
Verify standing
Electronically route
request to
Employment
Services
Left in good
standing within
three years?
No
New Hire
Process
Employee is
reactivated
End
Yes
System
automatically
reinstates sick
leave
Appendix 13.9
Employee
(ES_5d) Manage HR Information – Leave of Absence
HR_1
Enter action
request for LOA
Receive
notification of
approval/denial
Electronically route
request to Manger
Employee
Manager
Yes
Approve
request?
No
CPB
New System
Employment
Services
Yes
Review request
Enter LOA
information into
system
Automatically
calculates LOA
information for
employee
System Generated
file is generated to
CPB
Process HR
Transactions
End
Appendix 13.10
Employee
(ES_5g Manage HR Information – Retirement)
HR_1
Enter action
request for
Retirement
Receive
notification of
approval/denial
Electronically route
request to Manger
Employee
Manager
Yes
Approve
request?
No
Enter retirement
information into
system
System generated
file sent to CPB
Process HR
Transactions
Fin/JIS/
Procurement
New System
Review request
CPB
Employment
Services
Yes
Email notification
of Finance/
JIS/Procurement
Receive
notification of
retirement
End
Appendix 13.11
Employee
Manager
Review request
Fin/JIS/
Procurement
CPB
New System
Initiate request for
termination
Employment
Services
(ES_5h Termination)
Enter termination
information into
system
Email notification
of Finance/
JIS/Procurement
System generated
file sent to CPB
Process HR
Transactions
Receive
notification of
retirement
End
Appendix 13.12
(ES_6) Workforce Reporting
Statutory
Reporting
HR Supervisor/HR Management
Start
Calculate
Employee List
Decide Need
Calculate FTE
Calculate
Headcount
Calculation
Results
Decide Need
Budgeted
Headcount
Headcount
Summary
Review
Calculation
Review
Budgeted
Summarize
Headcount
Fair Practices/
EEO-4
Reporting
Applicants/
Employee
Reporting
Appendix 13.13
Employee
Relations
Manager
Employment Services
(ES_7) Track Probation
HR_1
Identify
Probationary
Employees
Create
Worklist/
Reminders
Generate
probation
reports
Terminate
Probationary
Periods
Review
probation
reports
Approve
probation
termination
Create
Worklist/
Reminders
Generate
probation
termination
notifications
End
Notify
Employee
Relations
Appendix 13.14