$TXT Created by DILL,MATT at MNTVBB.FO-ALBANY.MED.VA.GOV (KIDS) on Thursday, 02/09/06 at 18:03 Run Date: MAR 30, 2006 Designation: PRS*4*102 Package : PRS - PAID Priority: EMERGENCY Version : 4 SEQ #92 Status: Released Compliance Date: MAR 31, 2006 ============================================================================= Associated patches: (v)PRS*4*52 <<= must be installed BEFORE `PRS*4*102' (v)PRS*4*54 <<= must be installed BEFORE `PRS*4*102' (v)PRS*4*69 <<= must be installed BEFORE `PRS*4*102' (v)PRS*4*92 <<= must be installed BEFORE `PRS*4*102' (v)PRS*4*96 <<= must be installed BEFORE `PRS*4*102' Subject: CONVERSION TO DFAS RELEASE #1 Category: - Routine - Enhancement () Description: ============ This patch provides updates to the VistA PAID Enhanced Time and Attendance (ETA) software to implement three New Service Requests (NSR) and to fix three software defects that were discovered while working on the NSR(s). The faults and the NSR(s) are briefly described below, along with implementation details for each. 1. Software Defect: Without Pay Affects Overtime in 8B String The option, Pay Period Certification, processes an employee timecard to produce the 8B string to send to Austin through a process called decomposition. When a timecard has both Overtime (OT) and Leave Without Pay (WP), the decomposition processor has logic in place to reduce overtime if policy dictates that the WP negates the OT. There are special cases when a timecard contains both Leave Without Pay (WP) and Overtime (OT) where the decomposition process will not reduce the OT. These special cases arise when the WP is posted to a timecard day that is more than one day after a posting that is either posted as OT or posted as time that is eligible for OT. Per policy, when non-pay is encountered by the decomposition process, it converts the earlier count of eligible OT back to Unscheduled Regular time by an amount commensurate to the amount of WP. When the OT is also a special type of Overtime, such as Shift 2 (Overtime Total Hours-2), then the Overtime was not correctly reduced. This problem has been fixed. 2. Software Defect: Calendar Year Adjustments are incorrect when the last pay period of the year encompasses both December 31 and January 1, and WP is posted for both dates. When an employee's timecard for the last pay period of the year is posted with WP on both 12/31 and 1/1, the WP that occurred on 12/31 will be inappropriately included in the calendar year adjustment totals. These totals can be seen in the option, Pay Period Certification [PRSA SUP REV], only when certifying the last pay period of the year, when these adjustments actually occur. They can also be seen at any time using the standalone option, Decompose Time [PRSA PAY DECOMP], by selecting an employee's timecard in the last pay period of a year in which the timecard data is posted in the configuration, as stated above. 3. Software Fault: Calendar Year Adjustments off when WP posted in last pay period across years for tours with meals. The timecard decomposition software could underreport the calendar year adjustment for Without Pay (8B string code CA) value by incorrectly reducing the value when another type of time is posted along with the Without Pay on a tour with a meal. For example, if the beginning of the new year had a posting that contained annual leave and without pay on the same tour and the meal was covered by the annual leave, the software would incorrectly reduce the CA by the amount of meal time. As with number two above, this problem is verifiable in the last pay period of the calendar year by using either option: Pay Period Certification [PRSA SUP REV] or the standalone option, Decompose Time [PRSA PAY DECOMP]. 4. SR 02-422 CT for firefighters When the Federal Firefighters Overtime Reform Act of 1998 was released (PRS*4.0*45), there was a missing software requirement related to CT earned after the 53 hour in the week barrier was exceeded. This CT is currently being converted into OT for Code R and Code C firefighters. The software is updated so that CT posted in excess of the 53 hour/week barrier remains as CT for Code R and Code C firefighters. Modifications to the timecard decomposition software were necessary to address this issue. That process is used by two PAID ETA options: Pay Period Certification [PRSA SUP REV] and Decompose Time [PRSA PAY DECOMP]. This problem was first reported on NOIS BAC-0803-40298 and later detailed in Service Request SR 02-422. 5. SR 02-423 LWOP Surrounding Holidays The software has been enhanced to help prevent credit for Holiday Excused when an employee is in a non-pay status for the 15 minutes of their scheduled tour, both immediately prior to and immediately after a holiday. When this situation occurs, the Holiday Excused should be reported as non-pay and the software will automatically update the Holiday Excused posting(s) to the appropriate non-pay status, when the holiday and its surrounding non-pay duty days occur in the current pay period. If the holiday and its preceding duty day are in the prior pay period, then the software examines the status of the timecard for the Holiday Excused posting(s) that should be changed. If the timecard has a status of timekeeper, the software automatically posts the Holiday Excused posting(s) with the appropriate form of non-pay. If the timecard does not have a status of timekeeper, the software notifies the timekeeper of the issue, without modifying the posting. The rules governing non-pay surrounding Holidays are as follows: -If the holiday is surrounded by LWOP, charge the holiday as LWOP -If the holiday is surrounded by NP, charge the holiday as NP -If the holiday is surrounded by LWOP and NP, the holiday should be charged as NP. -If the employee works during an on-call period outside of their tour posted as Holiday Excused and the time worked is adjacent to the start/stop time of the scheduled tour, the Holiday Excused is appropriate. -A Holiday Excused posting shall not be considered as encapsulated by non-pay, if any portion of the holiday tour was posted as Holiday Worked. Adding a second tour of duty to a holiday automatically removes any Holiday Excused posting(s). For these situations the timekeeper will be responsible for applying the rules and posting the holiday. The holiday encapsulation check is also performed when the supervisors certify the timecards using the Pay Period Certification [PRSA SUP REV] option. If holiday encapsulation is found during this process, the software will not attempt to change the Holiday Excused posting(s) but will instead log an exception into the PRIOR PP EXCEPTIONS (#458.5) file. This exception will then be processed in the normal fashion. The following options are updated to report an exception when a Holiday Excused posting is considered to be encapsulated by a period of non pay. 1. Pay Period Certification [PRSA SUP REV] 2. List Daily Exceptions [PRSA TPE ONE-SUP] 3. List Daily Exceptions [PRSA TPE ONE] 4. Display Pay Period Exceptions [PRSA TPE ALL-SUP] 5. Display Pay Period Exceptions [PRSA TPE ALL] 6. List Prior Pay Period Exceptions [PRSA SUP PPE] 7. Display Employee Pay Period [PRSA TPD PP] 8. Display Employee Pay Period [PRSA PE DISP] 9. Display Employee Pay Period [PRSA TPD PP-SUP] An example of the new exception message follows: HX was encapsulated by non-pay 6. SR 05-866 OT for PT Employees This patch modifies the software to appropriately calculate overtime for part-time employees per the clarified business rules. The major changes are: a. Revision of rules that determine how time posted on a timecard as Unscheduled Regular (RG), Comp Time earned (CT), and Overtime (OT) is decomposed and reported on the 8B string that is sent to Austin. The rules apply to both compressed and non compressed tours. Note that for a part-time employee, if the time is both greater than 8 in a day and also greater than 40 in a week (or 80 in a pay period), it will now be reported on the 8B as Regular OT (OA/OE) instead of being reported as Hours Excess 8 Day (DA/DE). Here is a chart of how the ETA decomposition software will treat hours worked in excess of the basic work requirement for part-time employees. (Note that the chart does not cover all possible results such as holiday OT). work performed in excess of 8B Description basic work requirement is CODES ------------------------------ ----- ------------------- <8/day and <40/week and <80/pp UN/US Unscheduled Regular >8/day and <40/week and <80/pp DA/DE Hours Excess 8 >40/week or >80/pp OA/OE Regular OT Hours in a day are counted from midnight to midnight. Basic work requirement hours (tour) posted as non pay (NP or WP) are included when checking for 8 hours in a day, but they are not included when checking for 40 hours in a week or 80 hours in a pay period. Work performed in excess of the basic work requirement (RG, OT, CT) that exceeds 8 hours in a day is not included when checking for 40 hours in a week or 80 hours in a pay period. Comp Time earned that is posted on a timecard will be retained if it is eligible to be overtime (DA/DE or OA/OE). If the comp time earned is not eligible to be overtime, then it will be converted to Unscheduled Regular. b. Regular Hours @ Overtime Rate shall only be eligible for reporting on the 8B string for firefighters. All employees other than firefighters who used to be entitled to Regular Hours @ Overtime Rate (RA/RE) shall now be entitled to Hours Excess 8 Day (DA/DE). In addition, for full-time employees who are eligible for both DA/DE and OA/OE, overtime that is both greater than 8/day and greater than 40/week is preferentially reported using Hours Excess 8 (DA/DE). The edit checks have been updated to address the new business rules and entitlement table changes. These checks are accessible under the 8B Edit Checks [PRSA EDIT] option on the Payroll Supervisor menu. This patch addresses the following New Service Request(s) NSR(s): ----------------------------------------------------------------- 1. SR 02-422 CT for Firefighters 2. SR 02-423 LWOP on Holidays 3. SR 05-866 PT Emp Entitlements when Working over Sch Tour This patch addresses the following Remedy Ticket(s): ---------------------------------------------------- HD0000000055410 Problem with Fire fighter's time cards Components Sent With Patch -------------------------- The following is a list of the routines included in this patch: --------------------------------------------------------------- The second line of each of these routines now looks like: ;;4.0;PAID;**[patch list]**;Sep 21, 1995 CHECK^XTSUMBLD results Routine name Before Patch After Patch Patch List ------------ ------------ ----------- ---------- PRS8HR 6724241 6946829 2,22,29,42,52,102 PRS8HROT 4897381 1578802 29,42,52,102 PRS8HRSV 9210558 7764848 29,52,102 PRS8MT 10599406 10609375 2,40,69,102 PRS8OTFF 2633120 2853258 45,54,102 PRS8ST 8792564 9113099 45,92,102 PRSACED3 4256741 4132299 35,45,75,92,96,102 PRSACED5 3607550 3557358 102 PRSATP 10847378 11006699 22,57,69,92,102 PRSATP3 n/a 4527159 102 PRSATP4 n/a 829188 102 PRSATP5 n/a 6679319 102 PRSATP6 n/a 1913596 102 PRSATP7 n/a 1889390 102 PRSATP8 n/a 5514084 102 PRSATPE 7470608 7732057 26,34,69,102 Total number of routines: 16 Modified routines: 10 New Routines: 6 CHECK1^XTSUMBLD results Routine name Before Patch After Patch Patch List ------------ ------------ ----------- ---------- PRS8HR 42037579 41812105 2,22,29,42,52,102 PRS8HROT 14293499 3467629 29,42,52,102 PRS8HRSV 41325666 37540189 29,52,102 PRS8MT 24808382 24828322 2,40,69,102 PRS8OTFF 11924315 12536879 45,54,102 PRS8ST 23489648 26297736 45,92,102 PRSACED3 13311294 12520973 35,45,75,92,96,102 PRSACED5 6236995 6094695 102 PRSATP 18733186 19887527 22,57,69,92,102 PRSATP3 n/a 18838641 102 PRSATP4 n/a 2434017 102 PRSATP5 n/a 28158534 102 PRSATP6 n/a 5009394 102 PRSATP7 n/a 4880229 102 PRSATP8 n/a 23114322 102 PRSATPE 21699129 24687644 26,34,69,102 Total number of routines: 16 Modified routines: 10 New Routines: 6 The following is a list of files included in this patch: UP SEND DATA USER DATE SEC. COMES SITE RSLV OVER FILE # NAME DD CODE W/FILE DATA PTS RIDE ------------------------------------------------------------------------ 457.5 PAY ENTITLEMENT NO NO YES OVER NO NO 455.1 8B ERROR MESSAGE NO NO YES REPL NO NO DD SCREEN : DATA SCREEN: I $P($G(^PRST(455.1,Y,0)),"^",1)=143 Test Sites: ----------- Black Hills HCS San Francisco VISN2 ==================== INSTALLATION INSTRUCTIONS ====================== If installed during the normal workday, it is recommended that the following selection(s) in the OPTION (#19) file, and all of their descendants be disabled to prevent possible conflicts while running the KIDS Install. Other VISTA users will not be affected. Open Next Pay Period [PRSA PP OPEN] Pay Period Certification [PRSA SUP REV] Enter/Edit Employee Tour of Duty [PRSA TK TOUR-EDIT] Create Employee Record for Pay Period [PRSA PP EMP] List Daily Exceptions [PRSA TPE ONE] List Daily Exceptions [PRSA TPE ONE-SUP] Display Pay Period Exceptions [PRSA TPE ALL] Display Pay Period Exceptions [PRSA TPE ALL-SUP] List Prior Pay Period Exceptions [PRSA SUP PPE] 8B Edit Checks [PRSA EDIT] Install Time - Less than 5 minutes. 1. LOAD TRANSPORT GLOBAL --------------------- Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. START UP KIDS ------------- Start up the Kernel Installation and Distribution System Menu [XPD MAIN]: Edits and Distribution ... Utilities ... Installation ... Select Kernel Installation & Distribution System Option: INStallation --- Load a Distribution Print Transport Global Compare Transport Global to Current System Verify Checksums in Transport Global Install Package(s) Restart Install of Package(s) Unload a Distribution Backup a Transport Global 3. Select Installation Option: --------------------------- NOTE: The following are OPTIONAL - (When prompted for the INSTALL NAME, enter PRS*4.0*102): a. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. b. Compare Transport Global to Current System - This option will allow you to view all changes that will be made when this patch is installed. It compares all components of this patch c. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. 4. Select Installation Option: Install Package(s) ------------------ **This is the step to start the installation of this KIDS patch: a. Choose the Install Package(s) option to start the patch install. b. When prompted 'Want KIDS to INHIBIT LOGONs during the install? YES//' answer NO. c. When prompted 'Want to DISABLE Scheduled Options, Menu Options, and Protocols? YES//' answer YES. d. When prompted 'Enter options you wish to mark as 'Out Of Order':' Enter the following options: Open Next Pay Period [PRSA PP OPEN] Pay Period Certification [PRSA SUP REV] Enter/Edit Employee Tour of Duty [PRSA TK TOUR-EDIT] Create Employee Record for Pay Period [PRSA PP EMP] List Daily Exceptions [PRSA TPE ONE] List Daily Exceptions [PRSA TPE ONE-SUP] Display Pay Period Exceptions [PRSA TPE ALL] Display Pay Period Exceptions [PRSA TPE ALL-SUP] List Prior Pay Period Exceptions [PRSA SUP PPE] 8B Edit Checks [PRSA EDIT] e. When prompted 'Enter protocols you wish to mark as 'Out Of Order':' press . Routine Information: ==================== The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: PRS8HR Before: B42037579 After: B41812105 **2,22,29,42,52,102** Description of Changes: VA Policy has determined that non-pay occurring on a day with a scheduled tour of duty should not be considered in whether the employee has reached the 8 hour/day limit. The existing code that prevented non-pay from being added to the hours worked in the day count has been removed. The rules governing when an employee qualifies for Overtime have been standardized and will now be the same regardless of whether the employee works a compressed scheduled or not. The software has been updated to apply the 8 hrs/day 40 hrs/wk and 80 hrs/pp rules to all employees. Routine Name: PRS8HROT Before: B14293499 After: B3467629 **29,42,52,102** Description of Changes: The code that reduced OA/OE when "Wn" was encountered became obsolete and was removed. TH and TH() will already reflect any without pay and non pay when business rules are applied for overtime so there is no need to attempt an adjustment when "W" or "n" is encountered. Routine Name: PRS8HRSV Before: B41325666 After: B37540189 **29,52,102** Description of Changes: The rules governing when an employee qualifies for Overtime have been standardized and will now be the same regardless of whether the employee works a compressed scheduled or not. The software has been updated to apply the 8 hrs/day 40 hrs/wk and 80 hrs/pp rules to all employees. OT hours greater than 8/day but less than 40/wk and 80/pp will no longer be counted in TH and TH(W). Routine Name: PRS8MT Before: B24808382 After: B24828322 **2,40,69,102** Description of Changes: WPCYA and CYA2806 calculations were moved from the 1st day loop to the 2nd day loop. This made the code in routine PRS8MT that adjusted these counts when meal time was placed obsolete and they were removed. This change fixed an existing fault with the logic in PRS8MT because it inappropriately reduces the count of WPCYA when some other times besides "W" were replaced by a meal. Routine Name: PRS8OTFF Before: B11924315 After: B12536879 **45,54,102** Description of Changes: This routine was updated so that hours posted as CT after the 53 hour/week barrier remain as CT and are not converted into OT. Routine Name: PRS8ST Before: B23489648 After: B26297736 **45,92,102** Description of Changes: A second day loop was established and some functions were moved into the new loop. The primary purpose was to have TH, and TH() reflect any without pay and non pay during the entire pay period (adjusted during 1st day loop) before the premium pay is determined (call to PRS8PP now in second day loop) so the business rules for overtime can be applied. Routine Name: PRSACED3 Before: B13311294 After: B12520973 **35,45,75,92,96,102** Description of Changes: Pay Plan K and M were added to edit check 143. Errors 144, 146 and 148 were removed as FLSA Exempt employees are now eligible to receive the various forms of Hours Excess 8 Day overtime (DA/DE, DB/DF, DC/DG). Routine Name: PRSACED5 Before: B6236995 After: B6094695 **102** Description of Changes: Error message 170 was removed. Routine Name: PRSATP Before: B18733186 After: B19887527 **22,57,69,92,102** Description of Changes: This routine was updated to call PRSATP3 to perform the necessary checks for holiday encapsulation. Routine Name: PRSATP3 Before: After: B18838641 **102** Description of Changes: A new routine that contains all of the necessary checks for holiday encapsulation and will update the HX postings to the appropriate form of non-pay when possible. If the HX postings can't be updated due to the timecard being in a status other than timekeeper, an appropriate message will be displayed to the user. This routine is called from the Timekeeper's Post Employee Time option. Routine Name: PRSATP4 Before: After: B2434017 **102** Description of Changes: A new routine that is called from the Supervisor's Pay Period Certification option that contains all of the necessary checks for holiday encapsulation. If a holiday is found to be encapsulated by non-pay an appropriate message will be displayed and an entry with the appropriate information will be added to the PRIOR PP EXCEPTIONS (#458.5) file. Routine Name: PRSATP5 Before: After: B28158534 **102** Description of Changes: A new routine that contains utilities used by PRSATP3 and PRSATP4. Routine Name: PRSATP6 Before: After: B5009394 **102** Description of Changes: A new routine that contains utilities used by PRSATP3 and PRSATP4. Routine Name: PRSATP7 Before: After: B4880229 **102** Description of Changes: A new routine that contains utilities used by PRSATP3 and PRSATP4. Routine Name: PRSATP8 Before: After: B23114322 **102** Description of Changes: A new routine that contains utilities used by PRSATP3 and PRSATP4. Routine Name: PRSATPE Before: B21699129 After: B24687644 **26,34,69,102** Description of Changes: This routine was updated to include the necessary checks and information to add an entry into the PRIOR PP EXCEPTIONS (#458.5) file when a holiday encapsulated by non-pay was found during the pay period certification process. ============================================================================= User Information: Entered By : DILL,MATT Date Entered : AUG 31, 2005 Completed By: ROBBINS,BRADLEY Date Completed: MAR 30, 2006 Released By : MCCLARAN,PAM Date Released : MAR 30, 2006 ============================================================================= Packman Mail Message: ===================== $END TXT