HR Update - FY 21 Issue 04

Issue Date: June 22, 2021

In This Issue

• Updates to Classification Team Contact
• Job Titles Changing from Roman Numerals to Numbers
• Fiscal Year IRIS-HRM Rollover: New Position and Extension Requests
• OPD System Migration Coming Soon!
• Telework Agreement Form Updated; Effective May 6

Updates to Classification Team Contact

While the Classification section has remained largely intact as a result of HR Transformation, the Classification leadership team has focused on fostering more cross-training opportunities within our section, and we have implemented the “Department Liaison” role within our Individual Allocations team. Previously, the Individual Allocations team was split into two teams- Blue and Gold. Each team handled half of the State’s departments, splitting assignments between the staff assigned to each team. We have since consolidated our IA staff into one team, under our Lead Analyst Rob Montoya. Each analyst is assigned specifically to one or more departments and is referred to as the ‘Department Liaison’ for their assigned agencies. The Department Liaisons are the first point of contact for allocation questions or concerns for assigned agencies, and focusing on fostering stronger awareness of agency needs, circumstances and relationships. Contact Information for Classification Services can be found on the Division of Personnel’s website.

Job Titles Changing from Roman Numerals to Numbers

As you may have noticed, there have been some updates to job class titles that previously ended with Roman numerals. As part of the ongoing IRIS upgrades, Classification has been working with Division of Finance to change job class titles with numerals from Roman to Arabic format. Job classes that previously displayed with a I, II, III, IV, V or VI will now show simply as 1, 2, 3, 4, 5, or 6 (e.g., HRC IV will now show as HRC 4.) This change has no impact on any other position information, pay, duties, etc. This is simply an effort to simplify data entry and conserve character space in our different systems, to include IRIS. These changes have been rolling out over the last several weeks in IRIS, OPD, and Workplace Alaska. If you have any questions about these changes, please contact the Classification Section directly.

Fiscal Year IRIS-HRM Rollover: New Position and Extension Requests Due June 24, 2021

The Department of Administration, Division of Finance will be uploading the new fiscal year end authorizations in IRIS-HRM at the end of June 2021. Once the authorizations are loaded, IRIS HRM will not allow any new, non-permanent or temporary exempt positions created with an effective date prior to July 1, 2021. Therefore, any position needing a creation or extension date prior to July 1, 2021 must be entered in IRIS HRM before this upload.

To ensure Classification Services has adequate time to process them, please submit all new positions (permanent, non-permanent, Exempt and/or Temporary Exempt) and extension requests to us prior to COB June 24, 2021, through the Online Position Description (OPD) system or the Request to Establish/Modify Exempt Position Form for exempt positions.

If you have any questions regarding this matter, please contact Tres Causey at 456-2945 or via email: tres.causey@alaska.gov.

OPD System Migration Coming Soon!

The Division of Personnel and Labor Relations (DOPLR) is pleased to announce the upcoming migration of DOPLR’s on-premise Online Position Description (OPD) and Exit Survey applications to the Microsoft Azure Cloud. This message is part of a series of announcements to inform you of what is coming, and how it will affect you.

What is Coming?

DOPLR will be migrating existing OPD and Exit Survey applications to the Microsoft Azure Cloud data center. Efforts are being made to reduce the impact as much as possible. However, there is a possibility of service disruptions. Primarily during weekend hours, which may entail a system or application being down for a specified period for necessary configuration changes. As each systems migration approaches, targeted messaging will be provided for those impacted by the migration to provide more detailed information before the system move.

Why:

To ensure a secure data center, DOPLR is consolidating the IT infrastructure into Microsoft Azure Cloud. Benefits include:

• Reduced costs across the board
• Improved reliability and security

More information including project updates will be provided soon!

Thank you for your support and cooperation.

Telework Agreement Form Updated; Effective May 6

With the updates to the Telework Policy, effective May 6, the Telework Agreement Form has also been updated to reflect those changes. The effective date listed on the Telework Agreement Form reflects the effective date of the policy and then any minor revisions will be listed as a last update date. The Telework Agreement form was last updated on May 12 to clarify the process order of submission of the form.

Please make sure to check the website for the most up to date version of the form.