Workforce Planning
Workers’ Compensation Codes
Effective April 14, 2008, the field “Workers Comp Code” is now a required data item for all agency/position combinations that are in both PMIS and CIPPS. This change was necessary in order to support the use of PMIS data to update CIPPS records. A code will need to be entered whenever a position is established (PSP130), re-established (PSP131), or changed (PSP150 or PSP160).
Previously, the codes have been maintained in CIPPS and the PMIS field has been optional for agencies’ use. Prior to April 14th change, CIPPS records were used to update the PMIS field for appropriate positions. Files named “MISSING-WORKER-COMP” have been placed in the HuRMan folders of agencies with missing codes (e.g., vacant positions). Agencies should use the PSP160 transaction to update the Workers Comp Codes for positions on the list.
As with other PMIS information, agencies should make every effort to maintain the codes accurately in the future. A list of valid codes may be found on the DHRM website, at http://www.dhrm.virginia.gov/workerscomp/payrollcodes.html. Payroll staff in agencies who have maintained the codes in the past may be a helpful resource if different staff will now be assigned this responsibility. Questions about assigning the correct codes should be addressed to Kristi McClaren in DHRM’s Workers’ Compensation office, at kristie.mcclaren@dhrm.virginia.gov.Prior Service
It is important for agencies to enter the number of months of employees’ prior service accurately in the Prior Service field on PMIS. There are some employees in PMIS with values that appear to be agency codes of the agencies where they worked before (e.g., “601”). As a result, it is difficult for DHRM to respond accurately to requests for information on employees’ total state service. Using the e480 workforce planning tool, agencies can check the accuracy of their information by printing lists of their employees with the variable “Prior State Service” checked.
PMIS Data Fields
It is important that all PMIS data fields, not just those related to payroll, be kept current. For example, the employee work location, telephone number, and e-mail address data fields not only populate the state employee directory but also could be key to locating employees in emergency situations. Please make a special effort to ensure the accuracy of these and other employee data fields.
Our goal is to provide practical information that supports human resource objectives across the Commonwealth and to encourage innovative strategies in the management and delivery of agency services.
To tell us what you would like to see featured in upcoming issues email us at
compensation@dhrm.virginia.gov or policy@dhrm.virginia.gov
Department of Human Resource Management
Office of Agency Human Resource Services
101 N. 14th Street
Richmond, Virginia 23219
Phone: 804-225-2131 Fax: 804-371-7401