What will the new landing page/user interface look like?
Layouts will be shared with the agencies as the interfaces are developed. Keep an eye out for messages from the Project Technical Team’s Jim Spielman.
Will agencies be able to manage non-employees, such as temps and contractors, as at-will employees?
The State decided to remain consistent with the current practice in HRIS, which is to track only State employees in AZ360. Contracted temporary employees for State agencies will continue to be tracked through the Purchasing system to avoid any employee policy related issues.
Are dependents who are removed from insurance coverage still remain shown as a dependent in the employee's profile?
Currently in HRIS, dependents who are removed from insurance coverage (e.g., because they have exceeded the age limit or the parents are divorced) still remain shown as a dependent in the employee's profile.
Within the AZ360 Benefits widget, dependent status can be end-dated so that, once the end date has passed, the dependent will no longer appear in the employee’s “Manage Dependent Profile” option.
Can I get the mapping/workflow document for the personnel/position transfer workflow?
https://az360.az.gov/business-processes/demonstrations/az360-business-process-flow-agencies;
Please see process flow PM.01.03
Can you tell me if the new training system, to be implemented in the second phase of the project, will pull all of the existing training records for our employees and pull all of the existing training content over as well?
Yes, that is the plan for current employees, but the full process will be designed in the Project’s second phase, which begins in the fall of 2024.
Currently in HRIS, dependents who are removed from insurance coverage (e.g., because they have exceeded the age limit or the parents are divorced) still remain shown as a dependent in the employee's profile. Will that still be the case in AZ360?
Within the AZ360 Benefits widget, dependent status can be end-dated so that, once the end date has passed, the dependent will no longer appear in the employee’s “Manage Dependent Profile” option.
Does AZ360 meet ADA compliance for accessibility for visually impaired state employees?
Yes, AZ360 meets ADA compliance for accessibility and is compatible with screen readers. The CGI Advantage solution that AZ360 is based on includes built-in accessibility features meant to support federal Section 508 requirements as well as the World Wide Web Consortium’s (W3C) Web Content Accessibility Guidelines (WCAG). These accessibility features are available for and may be beneficial for all users. However, they were designed specifically to address accessibility issues. The system supports JAWS® for Windows and NVDA Screen Reader used in conjunction with Microsoft Edge, Google Chrome, and Mozilla Firefox.
For grant funded and/or temporary positions, will AZ360 HR allow for future closing of these positions based on the expiration date of the position's funding, and will we be able to update and extend the position's end date if necessary?
Yes, future dates can be entered on a transaction and the system will wait until that date before the new attributes will be in effect. Many transactions can also be modified as needed. AZ360 displays a banner when viewing the position that indicates there is a future-dated action pending.
For those HRIS portals in scope for phase 1A, are we replacing the entire module (HRIS, YES) or are we keeping the name and only changing the backend functionality?
This is a complete platform implementation. We will be using AZ360 Employee self service and manager self service along with their HRM module which includes benefits, payroll, time and leave and HR.
Given the risks of switching from HRIS to AZ360, is there a "Plan B" to quickly cut checks to people if something gets tripped up during the transition?
Phase 1A will not proceed to implementation unless and until we can be assured to run payroll successfully. Extensive testing has begun, which includes four rounds of mock parallel payroll testing.
How will AZ360 display an employee’s entire length of service (LOS) record?
AZ360 will allow you to view an employee’s entire length of service (LOS) record on the Employee Status Maintenance Transaction page including breaks in service. For example, an employee works at Dept X for 6 years, takes a break for 3 years, and returns to Dept Y and serves another 10 years. When calculating the employee’s total LOS, AZ360 will display the total of 16 years.
It will be much easier to see the history of an employee's length of service on the Employee Status Maintenance Transaction page and you can pull up an employee and see that history on the employee status maintenance log tab. This same information can also be exported from that same screen.
If we are changing portal names, what will they be?
The new portal will be called AZ360. Whether you are a power user or an employee you will sign in with one username/password.
In AZ360, will an employee need to name his or her dependents covered under the Dependent Life Plan, and in particular, will universities be required to submit this data?
AZ360 will not require assignment of specific dependents to the Dependent Life Plan. Enrollment in Dependent Life will mirror the way it is currently in HRIS. Thus, universities will not need to submit this information.
Is the URL hrsystems.azdoa.gov changing?
hrsystem.azdoa.gov will stay the same, but the link you click on to get into "HRIS" will change.
I’d like to be able to view an employee’s entire length of service (LOS) record, including breaks in service. For example, an employee works at Dept X for 6 years, takes a break for 3 years, and returns to Dept Y and serves another 10 years.
Yes, it will be much easier to see the history of an employee's length of service. On the Employee Status Maintenance Transaction page you can pull up an employee and see that history on the employee status maintenance log tab. This same information can also be exported from that same screen I mentioned above.
My agency is considering a project that may impact HRIS now or in the future. Should we work with the State’s HRIS Modernization Project team?
Yes, we want to know about any and all projects agencies are considering or have begun that could integrate with current HRIS or future AZ360 operations. Simply fill out the Outside Systems Survey Form and our team will get in touch with you to learn more.
Once an employee’s leave has been approved, will it automatically populate on the leave card?
No, there will be no auto-populating for timesheets.
What options exist for employees on FMLA to extend their leave time if they aren’t ready to return to work?
Employees can return to the beginning of the FMLA flow, and following approval, they can exhaust all other available types of leave, e.g., donated leave, PTO, sick leave, etc.
When creating or modifying a position, is it possible to identify specific funding sources? For positions designated with a temporary funding source, like a grant, could you provide a field to enter an expiration date?
Funding types are coded to match AZ360 FIN codes. You will learn about "smart" coding that will help identify fund types available in AZ360 during system training. For temporary positions, whose funding provides a specific expiration date, it is recommended to use the position End Date functionality. A query feature in AZ360 provides the ability to identify future-dated actions, providing greater visibility. We also have the ability to create certain designations to flag things like "temporary," which would make it easier to report on positions with defined limits.
Will an employee need to name his or her dependents covered under the Dependent Life Plan, and in particular, will universities be required to submit this data?
AZ360 will not require assignment of specific dependents to the Dependent Life Plan. Enrollment in Dependent Life will mirror the way it is currently in HRIS. Thus, universities will not need to submit this information.