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:
- 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.
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.
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