Date: November 27, 2013 Code: TECHNICAL LETTER HR/EHDB

Transcription

1 Office of the Chancellor 401 Golden Shore, 4 th Floor Long Beach, CA hradmin@calstate.edu Date: November 27, 2013 Code: TECHNICAL LETTER To: From: Payroll Managers Human Resources Officers Reference: HR/EHDB Associate Vice Presidents/Deans of Faculty HR Evelyn Nazario Associate Vice Chancellor Human Resources Management and CO HR Services Subject: HR Data Standardization: Employment History Database Clean-Up Requirements Phase 2 Overview Audience: Action Items: Affected Employee Groups/Units: Human Resources Officers and/or HR Professionals, Payroll Managers and/or Payroll designees, Academic Personnel Managers and/or Academic designees responsible for employment history database integrity in Oracle/PeopleSoft and PIMS. Review, correct and/or re-map and validate data elements, fields and values in accordance with HR standardization Phase 2 requirements in Oracle/PeopleSoft for Common Human Resources System (CHRS) pre-conversion readiness. All CSU employees Summary In support of HR Data Standardization Phase 2 requirements and CHRS pre-conversion readiness, Job Datarelated elements and fields in the Oracle/PeopleSoft employment history database were reviewed to determine if they were being utilized across the campuses for the same purpose and if the existing values were being consistently and uniformly applied. This Technical Letter provides a concluding summary of the Phase 2 assessment, communicates requirements, and indicates what campuses must accomplish by January 31, 2014 for CHRS pre-conversion readiness. Campuses are responsible for conducting a review, update and validation of campus Job data to ensure that pre-conversion objectives are accomplished. Individuals responsible for reviewing, correcting and validating employment history information should read the remainder of this technical letter. Background Information: HR re-introduced the HR Standardization project in support of two major technology initiatives: the State Controller s Office s (SCO) MyCalPAYS project, and implementation of a single Human Resources (HR) database in Oracle/PeopleSoft, the Common Human Resources System (CHRS) project. The HR Standardization Project remains consistent with systemwide Human Resources strategic goal to foster an environment of continuous human resources improvement and will therefore expand beyond the CHRS project. Numerous milestones have been accomplished in the CHRS project for Phases 1 and 2. Project activities remain in progress as first wave campuses (Fresno, Sacramento and Sonoma) prepare for their scheduled July/August 2014 go-live. Distribution: CSU Chancellor Executive Vice Chancellor and CAO Executive Vice Chancellor and CFO Vice Chancellor, Human Resources All Campus Vice Presidents State Controller s Office/PPSD

2 Page 2 of 2 CHRS HR Data Standardization Deliverables: HR Data Standardization Phase 1: In support of CHRS HR Data Standardization objectives, Technical Letter HR/EHDB launched requirements to define, standardize, clean-up, and validate demographic-related data elements. This requirement - the HR Data Standardization Phase 1 project - was completed by 22 campuses and the Chancellor s Office in June 2013, with the remaining campus reporting 100% completion in July HR Data Standardization Phase 2: Goals include deliverables pertaining to the official employment roster. The Employment History Database (EHDB) Committee, comprised of subject matter experts from the Long Beach, Northridge, San Luis Obispo and Sonoma campuses and the Chancellor s Office, resumed activities in April 2013 to assist in developing HR requirements for the official employment roster and development of the employment transaction manual and data element dictionary. The Committee s focus was to review job-related data fields and provide feedback on the proposed elements and values. Establishing the HR standards was a collaborative effort with all campuses. It was essential that campus feedback (via survey) was assessed and incorporated as appropriate to determine what data will be carried forward into CHRS for pre-conversion approach determinations. Phase 2 accomplishments include: Employment Transaction Manual developed/drafted (August 2013) Data Element Dictionary developed/drafted (August 2013) Standardization Strategies (e.g., CHRS Position Papers) (August 2013) HR Requirements defined for job-related fields (August 2013) Campus surveys conducted to allow feedback and analysis on pre-conversion approach proposals (September 2013) Campus impacts and clean-up requirements identified (September October 2013) Pre-conversion approach finalized (November 8, 2013) Phase 2 will be completed when the campus pre-conversion clean-up activity is complete. Pre-conversion Clean-Up Requirements January 31, 2014: Campuses will be required to review, correct and/or re-map existing campus data based upon the pre-conversion approach identified for the respective data field (e.g., for conversion, data/values will either be carried forward or not carried forward into CHRS), or because data fields have been re-defined/re-labeled for systemwide purposes. We would appreciate it if you would place a high priority on completing this project since it has significant impact to CMS development and campus conversion activities, thus also impacting the project timeline. Metrics identified for pre-conversion requirements are summarized in Attachments A and B and constituent groups can access the detailed HR Data Standards via the EHDB Sharepoint site. Campus clean-up activities must be accomplished by January 31, Questions regarding this Technical Letter may be directed to Systemwide Human Resources Management (562) This Technical Letter is also available on Human Resources Management s Web page at: EN/dth

3 ATTACHMENT A HR DATA STANDARDIZATION - PHASE 2 SUMMARY EMPLOYMENT INFORMATION on Page Number of That Data Will Carry into CHRS0F 1 That Data will Not Carry into CHRS Campus Survey as Potential Impact to be Relabeled/ Re-defined in CHRS Indicated by Campuses as a Potential Impact Whereas: Pre-Conversion Action Changed/Confirmed Field May Be Retained for Historical Purposes Only Field May Be Re-labeled/Re-defined For Systemwide Use Clean-up/Re-Mapping May Be Required/Field Values May Be Inactivated Benefits Service Date w/override, Years, Months, Days Business Title Company Seniority Date w/override, Years, Months, Days First Start Date Last Assignment Start Date Original Start Date Owns 5%, Professional Experience Date Professional Experience Date Termination Date WORK LOCATION Date Created Expected Job End Date Expected Return Date Last Day Physically Worked Last Start Date Location Override Last Date Worked Position Entry Date Position Number Position Override JOB INFORMATION Adds to FTE Actual Count Classified Indicator Contract Type 1 All values for a given field may not be carried forward in some instances Page 1 of 3

4 ATTACHMENT A JOB INFORMATION, CONTINUED on Page Number of That Data Will Carry into CHRS0F 1 That Data will Not Carry into CHRS Campus Survey as Potential Impact to be Relabeled/ Re-defined in CHRS Indicated by Campuses as a Potential Impact Whereas: Pre-Conversion Action Changed/Confirmed Field May Be Retained for Historical Purposes Only Field May Be Re-labeled/Re-defined For Systemwide Use Clean-up/Re-Mapping May Be Required/Field Values May Be Inactivated Employee Class Encumbrance Override Checkbox Entry Date FLSA Status FTE Full/Part Job Code Regular/Temporary Shift Factor Standard Hours Supervisor ID Supervisor Level Work Day Hours Work Period JOB LABOR Position Management Record Union Seniority Date CSU JOB N/A 3 1 CSU FACULTY JOB 7 7 N/A 3 1 AY Duration of Appointment Legal Reference for Rehired Annuitant Primary Fund Difference in Pay Leave Eligibility Month/Year Faculty Fraction Sabbatical Leave Eligibility Month/Year CSU FACULTY ACTION 5 5 N/A 1 1 Academic Org Page 2 of 3

5 ATTACHMENT A on Page Number of That Data Will Carry into CHRS0F 1 That Data will Not Carry into CHRS Campus Survey as Potential Impact to be Relabeled/ Re-defined in CHRS Indicated by Campuses as a Potential Impact Whereas: Pre-Conversion Action Changed/Confirmed Field May Be Retained for Historical Purposes Only Field May Be Re-labeled/Re-defined For Systemwide Use Clean-up/Re-Mapping May Be Required/Field Values May Be Inactivated PAYROLL N/A 1 1 Tax Location Code SALARY PLAN 6 6 N/A 0 N/A N/A COMPENSATION N/A 0 N/A N/A JOB EARNINGS DISTRIBUTION (JED) BENEFIT PROGRAM PARTICIPATION 4 4 N/A N/A Compensation Frequency Earnings Code Earnings Distribution Percent of Distribution TOTALS: * Will Be Re-labeled/Re-defined for Systemwide Use *Clean-up/Re-Mapping Will Be Required For Some PLACEHOLDER ITEMS N/A N/A Work Study Item Type LEGEND: to be re-labeled/re-defined in CHRS Page 3 of 3

6 ATTACHMENT B HR DATA STANDARDIZATION PHASE 2 SUMMARY ADDENDUM (FIELDS THAT CAMPUS DATA WILL NOT BE CARRIED FORWARD INTO CHRS) That Data Will Not Being Carried Into CHRS Employment Information 14 Field Name Appointment End Date Assignment End Date Contract Length First Assignment Start Date FTE For Flex Service Accrual FTE for Tenure Accrual Home/Host Classification Last Verification Date Owns 5% (or More) of Company Button Position Phone Probation Date Professional Experience Date Seniority Pay Calculation (Calc) Date w/override, Years, Months, Days Service Calculation Group Campus Impacts/Comments Used at the San Bernardino and San Luis Obispo campuses for campus-specific purposes. Channel Islands, Fresno, Monterey Bay and Northridge use this field for employee service awards purposes. Campuses will re-map data to Company Seniority Date field which has been designated for this purpose in CHRS.. Work Location n/a n/a n/a Job 3 Officer Code Shift Factor Used at San Luis Obispo campus for campus-specific Page 1 of 4

7 ATTACHMENT B Information That Data Will Not Being Carried Into CHRS Shift Rate Field Name Campus Impacts/Comments purposes. Job Labor 18 Assigned Seniority Dates Bargaining Unit Control Value (Assigned Seniority Dates Panel) Employee Category Employee Subcategory Employee Subcategory 2 Exempt from Layoff (checkbox) Exempt from Layoff Reason Labor Agreement Labor Agreement Entry Date Labor Facility Entry Date Labor Facility ID Labor Seniority Date (Assigned Seniority Dates Panel) Humboldt campus indicated that it would be nice to tie this date box to the Seniority Points Calculator. Humboldt indicated that it would be nice to tie this date box to the Seniority Points Calculator. Override Reason Pay Union Fee Recalculate Seniority Dates Button Campuses indicated no impact in September 2013 survey. San Bernardino also indicated no impact, but in a different comment section indicated that it would be an impact if not carried forward, but did not specify what the Page 2 of 4

8 ATTACHMENT B Job Labor, continued That Data Will Not Being Carried Into CHRS Field Name Seniority Date (Assigned Seniority Date Panel) Stop Wage Progression Campus Impacts/Comments impact to their campus would be. Humboldt indicated in a different comment section that this field would be nice to tie this date box to the Seniority Points Calculator. CSU Job n/a n/a n/a CSU Faculty Job CSU Faculty Action n/a n/a n/a n/a n/a n/a Payroll n/a n/a n/a Salary Plan n/a n/a n/a Compensation n/a n/a n/a Job Earnings Distribution n/a n/a n/a Benefit Annual Benefits Base Rate Page 3 of 4

9 ATTACHMENT B Program Participation That Data Will Not Being Carried Into CHRS Field Name Campus Impacts/Comments 2 BAS Group ID TOTALS: 37 Page 4 of 4