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Washington gets a new payroll system in 2006

March 7 , 2006

Washington state government is implementing the Human Resource Management System (HRMS), a new personnel and payroll computer system.

HRMS will replace the state's 30-year old, inflexible computer system with a new system that:
  • improves the state's ability to manage its human resources.
  • coordinates statewide payroll and financial data.
  • provides more functionality.
  • provides more comprehensive and accurate data.
  • increases the capacity for future system enhancements.
  • ensures the state is aligned with federal tax rules.

Project sponsors prepare state agencies for new system
Project sponsors, the departments of Personnel (DOP) and Information Services (DIS) are working closely with agency payroll, personnel and technical employees to help them prepare their computer networks and apply new business procedures.

The new system implementation will occur in three phases:

Phase 1: Group 0 (DOP) - February 2006
Phase 2: Group 1 agencies (see side bar) - April 2006
Phase 3: Group 2 (all remaining agencies) - July 2006

First step: train the trainers

DOP is using a train-the-trainer model to deliver targeted, hands-on instruction to end users of the new HRMS system. This means that volunteers provided by state agencies have been trained on the new system and are now ready to serve as trainers and coaches for other end users.

“It's imperative that agency payroll and personnel coordinators know how to correctly enter payroll and personnel information into the new system to make sure their employees are paid appropriately and that they accurately maintain their records. The volunteer trainers and coaches have a critical role in making sure these end users are ready,”" according to Steve Young, DOP's HRMS Program Director.

DOP will manage the training delivery and provide continued support to the volunteer trainers and coaches.

According to Young, DOP is having a difficult time getting volunteers from every state agency. If DOP doesn't get enough volunteers, it's possible that not all HRMS end users will receive hands-on training prior to their agency going live. If your agency is willing to provide volunteer coaches and trainers, contact your agency HRMS Change Agent. To look up the name of your agency HRMS Change Agent, visit the DOP web site.

Training for coaches and trainers takes place between January 17 and February 3.

Second step: train the end-users
DOP has developed end-user training for state agency payroll and personnel employees, which will be provided by volunteer trainers and coaches prior to the implementation phases. Following is the training schedule:

  • Group 0 training occurs January 3 through January 13
  • Group 1 training occurs February 13 through March 31
  • Group 2 training occurs April 10 though June 30

DOP will notify HRMS Change Agents when training registration opens for their agency.

The end-user training line up includes the following courses:

  • HRMS basics
  • Organizational management
  • Employee hiring and processing
  • Maintain payroll master data
  • Garnishments
  • Personnel time recording
  • Agency payroll processing
  • HRMS financial reporting

To find out more about these training courses and registration information, visit the DOP Web site. For more detailed HRMS implementation information, visit the DOP HRMS Web page.