OnePurdue Initiative. Concepts of Personnel Administration. Facilitated by Sue Gibson and Peggy Jasper June 1, 2006

Transcription

1 OnePurdue Initiative Concepts of Personnel Administration Facilitated by Sue Gibson and Peggy Jasper June 1, 2006

2 2 HR Concepts Overview The OnePurdue system introduces new concepts and terminology to clients. Clients are eager to learn about the new concepts. The HR team is hosting a series of presentations to help future users of the system learn new concepts and terminology before attending formal training sessions.

3 3 HR Concepts Overview The presentations: are strictly an overview of new terminology and concepts, do not replace formal classroom training, do not fully detail the new business processes. The presenters will focus strictly on the session topic. Questions related to future presentations will be deferred to the future session.

4 4 Scheduled Presentations May 18, 2006: Concepts of Organizational Management Objects and Enterprise Structure June 1, 2006: Concepts of Personnel Administration June 15, 2006: Concepts of Concurrent Employment June 29, 2006: Concepts of Time & Leave Management July 20, 2006: July 27, 2006: Concepts of Payroll Concepts of Benefits

5 5 Let s Get Started Today, we re discussing Concepts of Personnel Administration.

6 6 What Is Personnel Administration? Personnel Management manages activities associated with people that include: What actions take place on a person What the reason is for an action What appointments an employees holds What historical activities have taken place What leaves have taken place What changes on a person in regards to pay, work schedule and benefits

7 7 HR Modules HR Modules in OnePurdue Payroll (PY) Payroll - calculates payments generates payroll results generates remuneration statement bank transfers check payments transfer payroll results to accounting Time Management collects time data manages absence quotas create time evaluation Cross-application time sheet Time (TM) Benefits (BN) Benefits - enrollment process establish new plans monitor eligibility change in family status Personnel Administration (PA) Personnel Administration manage staff activities maintain employee data Organization Management (OM) and Enterprise Structure Organization Management - Manages Objects and their relationships Manages the Enterprise Structure Establishes new departments Establishes new Jobs

8 8 Employee Assignments When an employee is assigned to a position, the employee inherits structure values from the position. The values default or drive the following information for the employee: Payroll area assignment GL account assignment for payroll postings Recurring base budget assignment & tracking Eligibility for accruals (vacation, sick leave, etc.) Eligibility for specific wage types (salary, hourly, administrative adjustment, etc.) Benefit program groupings

9 9 Maintaining Employee Data Once hired, an employee s data must be kept current. Employee data is maintained through Personnel Administration (PA) infotype or through Employee Self-Service (ESS). A Shared Service Organization concept is being considered where all PA actions will be processed.

10 10 Infotypes Infotypes are logical groupings of data fields. Infotypes can be thought of as a screen. Data associated with one infotype is usually entered at the same time. Examples of infotypes include address, basic pay, work schedule, personal data and residence status.

11 11 Personnel Actions Personnel Actions are related to activities within an employee life cycle. The infotypes to be maintained for an HR action are grouped together. The infotypes are linked in sequence to ensure that all required information is entered. Once an infotype is saved, the next relevant infotype is displayed. If no information is entered into an infotype, it may be skipped.

12 12 Personnel Action Examples Hire Actions New Hire Rehire Additional Assignment/Concurrent Appt Quick Hire Long-Term Leave of Absence Actions Change in Pay Transfer Position Reclassification Separation

13 13 Processing Personnel Actions All necessary data must be gathered and approved before entry into the system. No advance payroll changes No held checks Processing staff need to know a broad range of information related to HR transactions.

14 14 Employee Identifiers Person ID A numeric system identifier established at the initial entry of a person. Personnel Number The person assignment number. If an employee holds only one assignment, the Person ID will be the same. Primary Assignment If one appointment, reflects the Personnel Number If multiple appointments, reflects the benefits-eligible position PUID Remains the same number as today, and is available in the system to validate a person. Not a key field.

15 15 Employment Status Indicates the status of an appointment Only one action in a day on an appointment Code Description Associated Action Processing Impact 0 Withdrawn Separation Does not run through time processing (no accruals) or payroll. Deductions do not go into arrears. 1 Inactive LOA Unpaid Does not run through time processing (no accruals). Runs through payroll but does not receive basic pay. Deductions go into arrears if not prepaid. 2 Retiree N/A Will not use this status 3 Active New hire, Transfer, Change in Pay, etc Runs through all normal time and payroll processing. Deductions go into arrears if paycheck is not adequate to cover all amounts.

16 16 Effective Dates Each action requires an effective begin and end date. The end date defaults to 12/31/9999 Date typically applies to all infotypes in an action. Exceptions Future-dated transactions are critical. Go-live guidelines allow entry only one month in advance.

17 17 Monitoring of Dates Tracks future dates of activities related to an employee s life cycle. An action triggers on the predetermined date. Up to 12 activity dates per employee are available. Examples Expiration of provisional period Expiration of Reduction in Force period Expected return to work date

18 18 Date Specifications Stores important dates about an individual. Does not trigger an activity, but is needed for reporting. Used in payroll, time and benefits processes. Includes: Retirement date, Hire date, Adjusted Service date, Benefits Eligibility date, Unpaid Leave Return date, EVPR Begin date, Level date, TIAA Eligibility Begin date, TIAA Actual Eligibility date, and True Termination date.

19 19 Addresses 3 Address types: Mailing, Office location, Other office locations Mailing address will be managed via ESS. HR will manage the Office location. SMAS will manage the Other office locations to track room numbers. Campus address includes postal mailing address as well as building. Release restrictions are available: public, restrict home demo, omit from public listings.

20 20 Concurrent Employment Definition: When an employee holds multiple appointments at the same time Only one paycheck will be produced and earnings for taxes will be merged. Must receive all pay in one pay area. Processors must thoroughly understand Concurrent Employment (CE) in order to process correctly.

21 21 Primary Appointment All employees have a primary appointment. For CE, the primary appointment is where the employee s benefits are maintained.

22 22 Payroll Area Payroll areas: FY AY BW NP Fiscal Year Academic year Biweekly Non Pay Each employee will be paid in only one payroll area. Establishing a payroll area for CE requires understanding of the decision process.

23 23 New Hire Action Example

24 24 Personnel Administration Roles A Role grants authorization to process specific transactions in the OnePurdue system. All roles will be stored on positions. All employees who hold positions that carry the role will inherit the authorization to process the specified transactions. One or multiple positions can carry the same role. One position can carry multiple roles.

25 25 HR Processor Role Able to display, create, change or delete data for all Personnel Actions Has some reporting capability Held by selected positions in HR Shared Service organizations

26 26 HR Administrator Role Able to display, create, change or delete data for all Personnel Actions. Has enhanced reporting capability and ensures that all transactions processed in the Shared Service organization are appropriately approved and accurate. Held by selected positions in HR Shared Service organizations.

27 27 HR Departmental Processor Able to display data for selected Personnel Actions. Has some reporting capability and is used to inquire into the system. Held by selected positions in department business offices and other areas.

28 28 Quick Hire Processor Able to display, create, change or delete data for the Quick Hire personnel action only. Used specifically to establish undergraduate and graduate student appointments. Held by selected positions in department business offices.

29 29 Cost Distribution Administrator Able to display, create, change or delete specific data for Infotype 0027 Cost Distribution only. Used specifically to establish cost distribution for employee salary expenses. Held by selected positions in department business offices.

30 30 Affirmative Action Office Administrator Able to display, create, change or delete data for Infotype 0077 Additional Personal Data. Used specifically for AAP monitoring and reporting. Held by selected positions in the Affirmative Action Office.

31 31 HR Department Approver Able to trigger workflow routing for Personnel Actions. Held by selected positions in department business offices.

32 32 HR College Approver Able to trigger workflow routing for Personnel Actions. Held by selected positions in college business offices.

33 33 HRS Approver Able to trigger workflow routing for Personnel Actions. Held by selected positions in Human Resource Services.

34 34 HR Executive Approver Able to provide final approval for all Personnel Actions requiring executive approval. Held by selected executive positions.

35 35 Query Runner Authorizes the holder to process standard queries against the R/3 database. Held by selected positions only.

36 36 Query Writer Authorizes the holder to create and process ad hoc queries against the R/3 database. Held by selected positions only.

37 37 Data Links To learn more about HR concepts To complete the Personnel Administration Evaluation s for future questions urces/onepurdue_hr_concepts_education _datalinks.shtml

38 Questions? 38