Frequently Asked Questions

General Questions

Why has Maine State Government chosen to implement a new human resources management system (HRMS)?

The State currently administers the functions of human resources, benefits, and payroll through a multitude of separate, outdated legacy systems. These legacy systems are built using technology that is difficult to modify and update, and the skill sets required to support it are increasingly hard to find. Paper-reliant processes, manual calculations, workarounds, and tracking via manual spreadsheets outside these systems have resulted in processes that are time-consuming and inefficient. Upon implementation, PRISM will replace these disparate systems and processes with modern tools to serve the needs of approximately 13,000 employees and 97 departments across the Judicial, Legislative, and Executive Branches. 

The State’s data needs have far outpaced its capacity to capture, organize, and analyze HR data. Decision-makers are hindered by limited reporting capabilities and difficulties accessing consolidated HR data that is important to modern HR management. PRISM will bring real-time reporting and access to all HR data in one system.

A key goal of implementing PRISM is to provide our employees with an easier and better system, avoid the need to have workarounds, and reduce the number of systems in place.

What is PRISM?

PRISM is an abbreviation that stands for Pay, Recruit, Inform, Support Maine. It is the name of the HRMS project and the future HRMS system. PRISM will be built using Workday and other software as needed to meet our complex requirements. PRISM encompasses all HRMS tools.

What is happening in the project right now?

We have completed Unit Testing, which is testing individual components of processes, with 100% pass rate. This means any identified defects were able to be resolved. We are entering into End-to-End testing which involves testing processes cross-functionally from start to finish, including any integrations with outside systems. End-to-End testing is very comprehensive and will be followed by additional testing phases, such as Payroll Parallel testing. During the Testing Stage of the project, the Change Management team will begin development of training materials and planning for training delivery.
 

When is Go Live?

The project timeline will depend on critical discoveries, design decisions, and future testing outcomes. A go-live date will be determined once testing has been completed, we have the highest level of confidence in success, and all business impacts of that selected date have been fully discussed and evaluated.
 

What are some benefits of PRISM?

PRISM will improve the efficiency of Human Resources operations, provide greater insight for management decisions, and make it easier for employees and managers to accomplish HR-related tasks. PRISM will be built using modern Software as a Service (SaaS) products, including Workday and other software as needed to meet our complex requirements. It will be:

Current
All Software as a Service subscribers use the same version of the software product, which is regularly updated for additional features, improved functionality, regulatory changes, and evolving best practices. This means PRISM will have the best human capital management tools and processes available to enable better service to current and retired State employees.

Intuitive
Modern Software as a Service products have an intuitive user-friendly interface that mimics the usability of popular consumer websites. 

Mobile-enabled
PRISM can be mobile-enabled for iOs and Android.

Automated
Without having to wait for paperwork to be keyed in, local HR teams and managers will have access to real-time information; process status and reports will always be up-to-date. This enables better informed and timely decision-making.

Best Practice
PRISM will allow us to implement modern business practices across the organization, standardize and simplify processes, maximize the value of a fully integrated HR system, and have a single source of HR information from recruitment to retirement.

What functionality is included in the PRISM HRMS?

PRISM will include the following functionality:
•    Core HR
•    Recruiting
•    Onboarding
•    Benefits
•    Compensation
•    Absence (Time Off)
•    Time Tracking
•    Payroll
•    Additional functions may be added after launch.

What is “self service” and how does it relate to PRISM?

Currently, Maine State employees and their managers rely heavily on paper processes for important HR-related information (e.g. new hire documents, required federal forms, etc.). Using self-service functionality, most (if not all) HR paper processes will occur online through PRISM. Employees and managers will enter information directly into the new system, rather than contacting HR to obtain the correct forms, manually filling them out, returning them to HR for processing, and waiting for the new information to be updated in legacy systems, 

Employee Self-Service (ESS) allows employees to directly change personal information such as address, phone number, and emergency contact information. Manager Self-Service (MSS) allows managers to initiate many employee tasks (requesting leave, change of work schedule, etc.), as well as approve time and absences. ESS and MSS help reduce the time it takes to process transactions, reduce the level of manual effort involved in completing transactions, and allow all users to have immediate secure access to information as is appropriate.

Does PRISM impact every employee in State Government?

Yes, PRISM gives all users greater control over their personal information through 24/7 access over a secure network. All state employees will use and have access to PRISM. 

When will we receive training?

The training curriculum is in progress. Communication about training opportunities will be provided no less than two months prior to Go Live.

Are there plans to integrate Outlook with the PRISM Inbox without having to log into PRISM all the time?

You will need to log into PRISM to take action on your inbox tasks, but you will receive a notification in your Outlook inbox that you have a task awaiting you. 

Teams and Office 365 integrations allow some functions in Workday via integrations, but not all. You will not need to maintain any separate login credentials for PRISM - your Office credentials will let you in.

Can we expect to see more paperless processes completed in PRISM?

One of the objectives of the PRISM project is to streamline all process and transition to paperless processes. By digitizing workflows and reducing reliance on physical documents, PRISM will enhance accuracy and accessibility.

How much historical employee data will be migrated for go-live?

We will have a minimum of 12 months of payroll data. For other data, it will only be current data for that point in time. PRISM will track all changes moving forward and a history will develop over time.

All historical data that exists in the DAFS Data Warehouse or in paper records will be maintained in accordance with SOM policies.

Will travel reimbursement be handled through PRISM?

Travel is generally processed through accounting, not payroll, so it would not be a part of this system. Travel will continue to be paid through the accounting system.

In general, can you see where in the process any type of request is and how many other steps to go?

Yes, you can view the status and the process for your requests. PRISM provides increased transparency.

Will name changes automatically update with insurance vendors?

Yes.

If an employee is already contributing to a retirement plan, will the value being contributed be displayed during enrollment?

Yes, this would display.

Will we be clocking in and out?

If you are a current employee using the AOD clock system, there will be a new clock system implemented in conjunction with the PRISM project. If you are worker who will be reporting in/out times within time tracking, you will have the option to clock in/out instead of logging in and out times.

Will flex time still be available for hourly employees?

Yes, this can be done in PRISM if allowed for your position, and the ability to flex within an 80 hour pay period will still be available.

Will an email be sent to outlook when a timesheet is submitted?

Managers will get an Outlook email notifying them of a new PRISM task when the employee submits their timesheet. If a manager sends the timesheet back to the staff, the employee will get an Outlook email notifying them to make corrections.

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