General & Access
- Do I have to be on the State of Maine network or connected through AnyConnect to access PRISM?
PRISM can be accessed from any device and does not require the use of a VPN or AnyConnect. To ensure security, use of Multi-Factor Authentication is required for any device (state-issued or personal).
- Can I access PRISM through a mobile device?
PRISM is configured for mobile access through the Workday app for most self-service functions. To ensure security, use of Multi-Factor Authentication is required for any device (state-issued or personal).
For employees wanting to use personal devices, please review the MaineIT policy on mobile device use:
https://www.maine.gov/oit/sites/maine.gov.oit/files/inline-files/MobileDevicePolicy.pdf- What if I don’t have a State-issued device?
For any employees that do not have access to a State-issued device, critical actions can be performed on your behalf by Managers or HR. Please discuss your plan for access with your manager.
- When is Go Live?
PRISM will be open to all State of Maine employees on Monday, September 8, 2025.
- Will there be a desktop icon for PRISM?
Yes, but it may not be on your desktop on Day 1. On launch day, you will receive instructions showing you exactly how to reach the PRISM login page and get started.
- How long will I have access to information in the old system (TAMS)?
TAMS will be available in a read-only mode until the end of calendar year 2026.
- Will important notifications from PRISM (like tasks to approve or complete) generate an email?
Yes. PRISM will send an email to your State of Maine email address if you have any pending tasks or approvals in your PRISM inbox. The email will direct you to log into PRISM for details.
- Is my personal and payroll information secure in PRISM?
Yes. PRISM is a modern, cloud-based system with robust security controls to protect your data. All access is controlled via secure state logins and MFA, and the system is configured in line with State of Maine security policies.
- Can my manager see all my personal info in PRISM?
Managers have limited access – just the information needed to supervise effectively.
- Will PRISM lock me out if I don’t use it often?
PRISM uses our state’s Active Directory for login. Just like other State systems, if you don’t use your credentials for 90 days, your account could become inactive. If your account does lock due to inactivity, the MaineIT Help Desk can reactivate it.
- Where do I find my Employee ID in PRISM?
Your Employee ID number (which was your “TAMS ID”) is stored in PRISM and stays the same. You’ll see it on your profile.
Time Tracking (Timesheets & Schedules)
- Do I have to use my exact preset work schedule in PRISM, or can I manually enter different hours?
Your work schedule should reflect the hours you are expected to work. If you occasionally need to adjust your hours and have permission from your manager, you can use flex time on your timesheet. If your work schedule does not reflect your correct schedule, notify your manager to assign the correct work schedule.
- How do I fill out my timesheet in PRISM?
The process for entering time is in the ESS - Enter Time and Related Tasks.pdf job aid.
- What if I need to fix my time after it has been submitted and approved?
PRISM allows you to enter or correct time retroactively. PRISM has a two-pay-period lookback window where you (and your manager) can still make changes even after submission, up until payroll processes. This means if you realize a day later that something was off, you can correct it promptly and resubmit. Always communicate any changes to your manager so they’re aware.
- How does overtime work in PRISM?
PRISM automatically applies holiday pay if your schedule is set correctly, so you don’t need to enter anything when you have the holiday off. Holiday hours may only appear after you’ve entered time on surrounding days, since the system ensures eligibility before crediting them. If you work on a holiday, just log your time as “Hours Worked,” and PRISM will apply the correct holiday pay or comp time rules behind the scenes.
- What’s the deadline for submitting and approving time in PRISM?
For employees, the deadline to submit your timesheet by Monday 11:00 AM following the end of the pay period. For managers, the deadline to approve is Wednesday 2:00 PM of that same week. Exact times are subject to change by the Controller’s Office, especially around holiday weeks.
- I have multiple project codes or funding splits – how do I enter those?
PRISM allows you to allocate your hours to different projects or cost centers similar to TAMS. If you need to split a day’s hours among projects, you will add separate time blocks for each project. Each block has a “Time Type” (hours worked, etc.) and a “Project” or “Task” field if applicable. All the projects you are assigned to will be available in a dropdown. PRISM includes a comprehensive list of project codes statewide, but you can search or filter to find the ones relevant to you. Projects you use often may surface to the top of the list after you’ve used them once or twice.
- Do I still enter quarter-hour increments (.25, .50, .75) for time?
Yes, PRISM allows you to enter time in 15-minute increments.
Absence (Time Off & Leave Requests)
- How do I request time off (vacation, sick, etc.) in PRISM?
You will use the Absence worklet (module) in PRISM to request time off. You can find instructions in the ESS - Request and Manage Time Off.pdf job aid.
- Do I need to have leave accrued before I take it?
Yes, in most cases. PRISM requires that you have a sufficient balance at the time of request for vacation, sick, or similar accrued leave. You can use the built-in Absence Balance checker or calendar feature to see how much time will be available by a future date.
- Who approves time off requests? Do I still need my supervisor’s approval in PRISM?
Yes. All time off requests submitted through PRISM go to your immediate supervisor (manager) for approval. They will get a notification in PRISM (and via Outlook email) immediately after you submit. You will get a PRISM inbox update when your request is approved or denied. If approved, you’ll also see it marked on your Absence calendar with a green check icon.
- How can I cancel or change a time off request once submitted?
If the request is still pending approval, you can cancel it and then resubmit a new one. If the request has been approved, you cannot delete or cancel it, but you can correct it. You can find instructions in the ESS - Request and Manage Time Off.pdf job aid.
- Can I request an absence more than 3 months in the future?
Not through PRISM self-service. The system is configured to only allow up to 3 months ahead for most time-off types. Communicate with your manager if you need pre-approval of time off that is more than 3 months ahead.
- Can I see my teammates’ leave or a team calendar?
As an employee, you cannot see other employees’ absences in PRISM. There is no employee-facing team absence calendar turned on. Only managers have a “Team Absence” calendar that shows who on their team is out on a given day.
- What is “Admin (Non-Qualifying)” vs “Admin (Qualifying)” time off?
These Administrative Leave types affect overtime differently. Qualifying means the hours count toward overtime calculations; Non-Qualifying means they do not count toward overtime. If unsure, ask HR.
- How do I record an unplanned absence?
For an unplanned absence, like a sick day, you will still use the normal request process in PRISM, just perhaps after the fact. You can find instructions in the ESS - Request and Manage Time Off.pdf job aid.
- Will my time off automatically populate on my Outlook calendar or send invites to my team?
No, PRISM does not put your vacation on your Outlook calendar.
- Can multiple different types of absence be used on the same day?
Yes, PRISM allows you to mix absence types if needed. For example, in one day you might use 4 hours of Sick Time and 4 hours of Vacation. You would enter two absence entries for that date. Always clarify with HR if you’re stringing together unusual combinations.
- I’m going on an extended leave (maternity, FMLA, etc.). How is that handled in PRISM?
Leaves of Absence (more than 5 days) are managed differently than regular time-off requests. HR initiates the process in PRISM or Employees may initiate a request for a Leave of Absence. Instructions can be found in the ESS - Request Leave of Absence.pdf job aid.
- If the office is closed for an emergency (snowstorm, etc.), how do we enter that?
In case of emergency closures, you will be told which absence type to use. You would enter those hours like any other time off.
- Will my balances update immediately when leave is taken?
Absence balances update when the absence is taken, not when it is approved.
Payroll & Benefits
- Will I still get a pay stub? Are pay stubs mailed out?
In PRISM, pay stubs are referred to as payslips. Payslips will not be printed and mailed for those who previously lacked access. Now that all employees will have PRISM self-service access, you’ll view your pay statements online in PRISM. If there’s any change to W-2 distribution, we will inform everyone.
- How far back will payslips be available in PRISM?
Only pay periods after go-live (September 2025 onward) will have payslips in PRISM. Previous pay stubs won’t be in PRISM, but they remain in TAMS or other archives per record retention policy.
- How do I change my direct deposit in PRISM?
Direct deposit is called Payment Elections in PRISM. You can find instructions in the ESS - Payment Elections.pdf job aid.
- Will my insurance benefits roll over into PRISM automatically?
Yes, your current benefit enrollments (health, dental, life, etc.) are being converted into PRISM. Expect communications from Employee Health & Wellness regarding any needed actions. But generally, if you make no changes, your coverage should continue uninterrupted.
- How do I change my W-4 tax withholdings in PRISM?
You can find instruction for updating your tax withholdings using the ESS - Manage State Withholdings.pdf and ESS - Manage Federal Withholdings.pdf job aids.
Recruitment & Career Opportunities
- Can my manager see if I apply for a job in another department?
Not automatically. When you apply to a job through PRISM’s internal career site, your current manager is not alerted by the system. However, as part of the application, PRISM will ask you a question: “Have you informed your manager that you are applying for this position?”. This doesn’t stop you from applying; it’s just there to prompt professional courtesy.
- How do I find and apply for jobs within the State now?
PRISM includes a Career section where you can search and apply for internal job postings (jobs open to State employees). This replaces the old BHR website listings for internal vacancies. You can search by keywords, filter by department, etc., and submit your application directly in PRISM. Instructions for applying to internal jobs can be found in the ESS - Apply as an Internal Candidate.pdf job aid.
- What does the “Hiring Manager” role mean in recruiting?
In PRISM recruiting, the “Hiring Manager” role is assigned to the person responsible for a specific job posting—usually the position’s supervisor, though it can be reassigned if needed. This role allows the manager to review candidates and move them through the hiring process.
- Can I see applications that haven’t been screened by HR yet?
No, if you are the hiring manager, you will only see candidates after the recruiter (HR) marks them as meeting minimum qualifications and moves them forward.
- If I’m not selected for a job I applied to, how will I be notified?
PRISM will notify you on the candidate homepage, which you will have access to once you apply for the job.
- As a hiring manager, can I delegate some recruiting tasks?
In PRISM, the Hiring Manager role itself cannot be delegated, but onboarding tasks after a hire can be.
- Will outside candidates apply in PRISM too?
Yes – for external job postings, we have a PRISM external career site. Candidates (including the general public or former employees not currently in the system) will create an applicant account and apply online.
- Will seasonal employees be able to apply internally during their off-season?
If a seasonal worker is on a Seasonal Leave (meaning still an active employee in PRISM), they do have access to the internal career site. They would use their employee account to apply as an internal candidate. If they were terminated at end of season, then at that moment they aren’t an “internal” user, so they’d apply through the external site like any outsider and PRISM will match them once re-hired.
- How do reference checks work in PRISM?
PRISM can store references if a candidate provided them. It doesn’t automate calls – the hiring team still must conduct reference checks off-system. However, you can log outcomes or attach reference letters in PRISM if desired. A manager might ask a candidate to upload references or bring them, or if references were collected through the system you’ll see them. For internal hires, often references are just internal discussions. The question “What if an applicant provides physical reference letters instead of inputting in PRISM?” – the answer: HR or the manager can scan and attach those to the candidate’s file in PRISM for completeness. PRISM serves as a repository for all hiring documents.
- Will postings still come down at a specific time (like midnight of the closing date)?
Yes. In PRISM, the job requisition will specify a closing date, and it is configured to stop accepting applications at 12:00 AM on the day after the closing date – effectively meaning 11:59 PM on the closing date is the cutoff. This was confirmed as 12:01 AM, likely of the next day. So no change: if it says closing Friday, get it in by Friday at 11:59 PM, because come Saturday 12:01 AM it’s closed.
- Who decides who has a “Recruiter” role in PRISM?
Each agency’s HR Director, in coordination with the project team, decided which staff get the Recruiter security role. Typically, your HR personnel or talent acquisition specialists have it. They’ve been trained to use PRISM’s recruiting module. If you are a manager who only occasionally hires, you won’t have full recruiter access, but the assigned recruiter will partner with you and guide you. Recruiter training was provided to those designated individuals.
