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Glenn Hegar  ·  Texas Comptroller of Public Accounts

ACR 30693 — HRIS System Change
Effective Feb. 24, 2012

Introduction

ACR 30693 creates the confidentiality of emergency contact information field in the Human Resources Information System (HRIS) and modifies HRIS to indicate that personal information for a select group of employees who have worked for the Office of the Attorney General (OAG) should be protected from release effective Feb. 24, 2012.

Issues

Senate Bill 1638, 82nd Legislature, Regular Session, added emergency contact to the information that an employee or official of a state agency or institution of higher education can elect to make confidential. The structure of HRIS needed to be changed to capture each employee’s election concerning the release of emergency contact information to the public. HRIS did not previously hold that information.

In addition, House Bill 1046, 82nd Legislature, Regular Session, protected the personal information of current and former OAG employees whose duties involve law enforcement from release to the public. This information includes home address and phone, Social Security number, family members and emergency contact. HRIS had to be modified to identify employees who have worked for OAG whose personal information should be protected and populate their data release indicators accordingly.

Solutions

HRIS will be modified to add five new fields, one for each of the types of personal information that the employee may choose to protect:

  • Home address
  • Home telephone number
  • Social Security number (SSN)
  • Information that reveals whether the person has family members
  • Emergency contact information

Effective Feb. 24, 2012, existing values in the Employee Data Release Indicator (EMPL-DATA-REL-IND) field (values 1 – 8) will be converted, and the five new Data Release Indicators (DATA-RELEASE-INDICATORS) fields will be populated as follows:

  Conversion to New DATA RELEASE INDICATORS Fields
Current EMPLOYEE DATA
RELEASE INDICATOR Value
ADDRESS HOME PHONE SSN FAMILY INFO EMER CONTACT
1 Y Y Y Y Y
2 N N N N Y*
3 N N Y Y Y
4 Y Y N Y Y
5 N N N Y Y
6 N N Y N Y
7 Y Y N N Y
8 Y Y Y N Y

*Note: Texas Department of Criminal Justice employees and certified peace officers will be converted to N for this field.

Important considerations:

  • To allow institutions sufficient time to update their HRIS interface to report the five new Data Release Indicator fields, HRIS will continue to accept the Employee Data Release Indicator (values 1 – 8) until Aug. 31, 2012.
  • Beginning Sept. 1, 2012 (fiscal 2013), HRIS will only allow use of the five Data Release Indicators fields.
  • During the period of transition to the new fields, institutions are encouraged to maintain consistency in using either the Employee Data Release Indicator (values 1 – 8) or the five new Data Release Indicators fields in both online and batch entry.
  • Please note that the emergency contact release field was not previously captured and will be set to Y to allow release of the information. See Poll Employees to Prepare for New Employee Data Release Indicator Fields by Sept. 30 for more information.
  • Former OAG employees in protected classes were identified in HRIS. Their EMPL-DATA-REL-IND field was changed to 02, and all five DATA-RELEASE-INDICATORS fields were populated with value of N (Do not release information).

Screen/Report/Process/Transaction

The five new Data Release Indicator fields will be added to the following in HRIS:

  • Employee Description Information (27) Input Record Layout
  • Input Record Matrix for the 27 Record
  • Exception Transaction Listing (27) Employee Descriptive Information Report (F48BRPTR)
  • Employee Descriptive Information (HEED) screen
  • Weekly Audit Batch Transactions Accepted (F48BAUDH-02)

Personnel 27 Input Record Layout Affected

Columns on the Personnel 27 record layout will be redefined to indicate whether each element of employee’s personnel information has been marked for release to the public.

Valid values are:

  • Y – Yes
  • N – No
  • Blank
Column HRIS Field Name Picture Changes
217 Filler X(01) (This used to be the pay increase indicator.)
218 REL-ADDR X(01) Y or N
219 REL-HM-PH X(01) Y or N
220 REL-SSN X(01) Y or N
221 REL-FAM-INFO X(01) Y or N
222 REL-EMER-CONTACT X(01) Y or N

For More Information

If you have questions about this process, please contact your HRIS representative.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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