FLAC- PEPFLAC. A step-by-step guide for the extraction of assignments from SIAASGN to Self-Service Banner (SSB) FLAC on SeaNet

Transcription

1 FLAC- PEPFLAC A step-by-step guide for the extraction of assignments from SIAASGN to Self-Service Banner (SSB) FLAC on SeaNet These are general FLAC instructions for all of UNCW. Your unit s instruction may differ from this documentation. Please follow your specific unit level guidelines. 1

2 The Faculty Load Extract Process, PEPFLAC, is a job submission that pushes FLAC records from SIAASGN into Self Service Banner (SSB) FLAC. Ensure that ALL assignments you have entered in SIAASGN are correct before running this process. This is the next step in the FLAC process, after assignment(s) is/are prepared in SIAASGN. Consider SIAASGN the assignment data entry step and PEPFLAC the assignment data extraction step. Assignments must be extracted in order for authorizations to be obtained, a job record to be created, and payment to be processed. Assignments missing position numbers, suffix s and/or contract codes will not be able to be extracted through to SSB. This process also calculates assignment pay amounts as previously set up for each unit. Once PEPFLAC is run, you will be able to review an output report of all assignments that were pulled through, and any errors that occurred during the extraction- meaning anything that stopped PEPFLAC from being able to calculate pay amounts (see error examples on slide 9). In order to decrease errors and increase effectiveness, it is recommended to run PEPFLAC no more than 2-3 times for each Banner ID number, per term/part of term. - The first Initial run of the term by population selection (a named grouping of Banner ID numbers, explained on page10) - Then an edit run by individual Banner ID to extract any corrections made in SIAASGN (when needed, based on errors from initial run) It is recommended for each unit to set a date for the initial PEPFLAC run of each term/part of term, decided and communicated by the FLAC Manager, in order to have as many correct entries in SIAASGN as possible before running the extraction process. 2

3 Step 1. Navigate to PEPFLAC in Banner Step 2. Choose a Parameter Set from the drop down if an appropriate parameter has been built. If not skip this step and click Next Block Step 3. Enter DATABASE for printer. The process will not run and save properly without this designation. Step 4. Next Block Step 5. Build a Parameter Set. If you are using a pre-built parameter, check each value within the parameter and update when necessary 3

4 Parameter Sets are a grouping of parameters and values used to identify which assignments to extract from Banner into Self-Service on SeaNet The less parameters utilized in a set, the broader the scope of assignments to be extracted. The more parameters utilized in a set, the narrower the scope. Certain parameter values are required within the set while others are optional. Parameters that are not being used should be left blank in the Values field. 01- Term Code (required) Note: Term codes are 6 characters long and are built to reflect the academic year, not the calendar year. The first four characters are usually the academic year, and the last two characters reflect the term (20xx10-Fall, 20xx20-Spring, 20xx60 Summer) 02- Part of Term (required for extracting instructional assignments) Part of term codes can be found in the Banner form SOATERM, by term code. Refer to slide 13 for when this value is required. Tip: Only one code can be added per line. To add a second 02 line, put your cursor in the 02 Number field and Insert Record Type 02 in the Number field and enter the additional Part of Term code in the Values field. 03- Process Mode (required) - This Value can be I (Initial) or A (Add/Delete) further explanation on slide Contract Type (optional)- This Value tells the process which Contract Types should be processed. Single or multiple Contracts can be processed at the same time. Refer to slide 13 for when this value is required. Tip: Only one code can be added per line. To add a second 04 line, put your cursor in the 04 Number field and Insert Record Type 04 in the Number field and enter the additional Contract Type in the Values field. 4

5 05- Employee Class (optional) can process by employee class when best practice. 06- Process Individual ID (required N or Y ) This Value tells the system if you are going to run the process for all associated records N or a specific Banner ID Y. If you are running the process in a mode other than Initial, it is advised that you run for a specific ID and enter Y for this Value. 07- Banner Identification Number (required only if Y is entered in 06) If you are not running this process for a specific ID, and you entered N in the Process Individual ID field, nothing is required for this field. If you are running for a specific ID or group of ID s, and you entered Y for the Process Individual ID, you will need to enter an ID Number in this field. Enter the ID Number for the employee you are wanting to process. Tip: Only one ID can be added per line. To add additional 07 lines, put your cursor in the 07 Number field and Insert Record Type 07 in the Number field and enter the additional Identification Number. Repeat as needed for multiple ID s. 08- Job Change Reason (required) Enter FLAC. This is the code that will ultimately be applied to the NBAJOBS record 09- Use Population Selection (required N or Y ) This Value defaults to N, should only be changed to Y when pop selection is being utilized. (Best utilized when running process mode as I and extracting assignments for a large group of employees) 10- Population Selection ID Blank, unless running with population selection (if Y is entered in 09). If you are using a pop sel, type in the code associated with the population selection you created. Every user must build their own, unique pop sel with the assistance of their FLAC administrator. Further explanation on slide Creator ID Blank, unless running with population selection. 12- Application ID Blank, unless running with population selection. 5

6 This is an example of a parameter built for an initial part-of-term extraction, using a pre-built population selection (pop sel) for University College. This will pull through any jobs entered in SIAASGN that are connected to the term code entered, and the part of term codes entered in the Part of Term fields, that are assigned to the faculty members within the UC pop sel. In the I process mode (initial), this will only pull through assignments for faculty members in the population selection which have yet to have an assignment extracted in SSB (Self-Service Banner) for this term code. If an employee has already been extracted for this term code, and updates have been made to their record in SIAASGN, this could be run in process mode A instead of I. This will only pull through changes made and not alter any records for which changes have not been made. 6

7 Once the Parameter Set is built and complete. Step 5. Next Block block. to move to submission Step 6. In order to run the job submission you must be in the Submission block. You can save your parameters by checking and entering a Name (such as Initial, if this is to be used again as your initial parameter) and Description (such as Initial Fall and Spring). You are not required to click this box and save your Parameter Set, however if you do this Parameter Set will be saved for further use. Note: Parameter Sets are unique to individual users. Step 7. Save Note: The save function on the job submission is what triggers the process to run. See slide 13 for important parameter set information and suggestions 7

8 Step 8. Go to Options at the top of your Banner screen choose Review Output GJIREVO to review the.lis and.log files Step 9. On the Saved Output Review form GJREVO, double click in the File Name field to view the available files for the job submission you just processed. Note: This may take a few minutes to finalize. If you double click on the File Name and get a pop up block stating *ERROR* There is no saved output for the Process Name/Number in the database it generally means the process has not finished generating and the files are not currently available. Wait a minute and double click in the File Name field again. NOTE: The Output will show errors only when an incorrect set up causes the system to be unable to calculate. It will not show any errors in position numbers, suffixes or contract codes based on UNCW practices. Double Click- an error will appear at the bottom of screen if process is not done running. Once complete, you will be able to double click again to review output Choose.lis file that populates once double clicked Step 10. View the.lis file to determine if the expected data appears and if there are any warnings or errors. Note: If a record you are expecting does not appear on the file, you should go back to SIAASGN and review the assignment details. Step 11. Correct in SIAASGN any errors found in the Output and re-run PEPFLAC as specified. Your 8 assignments are now extracted from SIAASGN to SSB FLAC

9 Possible PEPFLAC Errors: Cannot have multiple Contract Types assigned to single Job XXXXXX- XX. Contract Type, XX, was not extracted. Employee record does not exist. Invalid Organization Code for Faculty Job Detail XXXXXX-XX. Invalid position for job base; Labor Distribution not found for position and fiscal year. Missing mandatory Compensation data for Job Detail; compensation calculation could not be completed Missing rate for this non-instructional type, XXXXX. Missing mandatory Non- Instructional Type Code for Faculty Non- Instructional Compensation Issue: This means that the position and suffix combination in the error message was assigned to multiple SIAASGN records for the employee. Go to SIAASGN and correct the assignments, with the position number and suffix. Once you correct the error on SIAASGN, rerun PEPFLAC in Initial or Add/Delete mode for that individual. The employee has not been set up in PEAEMPL in order to be processed through FLAC. Check with HR to complete employee setup and rerun PEPFLAC in Initial mode. The referenced position number and suffix assigned to a record has an invalid org code. The org code is associated to the position on NBAPBUD Budget Organization. This error needs to be communicated to Budget. It may be that a different position number needs to be assigned to the SIAASGN record or that the org code on the position needs to be corrected. Once the error has been fixed, rerun PEPFLAC in Initial or Add/Delete mode for that individual. Check with Budget to review the position details. Companion error to Missing rate for this non-instructional type. Contact AARM FLAC Administrator. The non-instructional type used for the assignment is not set up on PTRNIST. If the type was used in error, correct on SIAASGN. If the type is required, PTRNIST must be updated for the non-instructional type. Once the error has been fixed or the rate information added to PTRNIST, rerun PEPFLAC in Initial or Add/Delete mode for that individual. Contact AARM FLAC Administrator. The Non-Instruction Type code was omitted on the SIAASGN non-instructional screen for that record. Add the appropriate code to the record in SIAASGN and rerun PEPFLAC in Initial or Add/Delete mode for that individual. Contact AARM FLAC Administrator. Missing Position and Suffix on Faculty Assignment. Course Reference Number XXXXXX. Missing rate for this schedule type XXX, Lecture for CRN XXXXX. No position number and suffix was added to the assignment on SIAASGN. If the assignment is not yet finalized or ready to be processed, no action may be needed. If the assignment has been finalized, go back to SIAASGN and enter the appropriate position number and suffix and rerun PEPFLAC in Initial or Add/Delete mode for that individual. The instructional schedule type and college, campus and contract combination used for the assignment is not set up on PTRFLAC. If the schedule type was used in error, correct on SIAASGN. If the schedule type is required, PTRNIST must be updated. Once the error has been fixed or the rate information added to PTRFLAC, rerun PEPFLAC in Initial or Add/Delete mode for that individual. Contact AARM FLAC Administrator. Primary job, XXXXXX-XX, already exists for this date range. Please use a unique suffix. Position status must be active or frozen to create Faculty assignment XXXXXX CRN XXXXXX. The position number and suffix combination assigned is a position number suffix combination assigned for the employee. A correction can be made on SIAASGN to a different suffix or primary/secondary designation adjustment on NBAJOBS. Once corrected, rerun PEPFLAC in Initial or Add/Delete mode for that individual. The position assigned to an assignment is not currently valid or active. Check with Budget to see if position assignment is correct or if updates need to be made on the position. Total Job Labor must be at 100. There is a problem with the labor distribution setup on NBAJOBS or NBAPBUD. Check with Budget to correct the labor distribution information. 9

10 Population Selections (aka Pop Sels) A Pop Sel is a named grouping of faculty to be used within a PEPFLAC parameter. When used within a parameter, a Pop Sel tells PEPFLAC which group of individuals to extract assignments for. Each user can create their own pop sel(s) to best suit the needs of in the department/unit. The pop sel created will be unique to that user and unable to be used by anyone else. Pop Sels can be updated at any time as faculty changes occur. AARM/HR creates Pop Sel Selection ID in GLRSLCT as requested by department/unit Once the Pop Selection ID has been created. Navigate in Banner to GLAEXTR Select application FLAC and Pop Selection ID Creator ID is the individual in HR/AARM that created the Selection ID for the department/unit User ID is your domain name next block- List Banner IDs that you wish to be contained within specified population selection SAVE This named Pop Sel ID can now be used in your PEPFLAC Parameter 10

11 Process Modes - (I) Initial will create SIAASGN records in SSB for any employee who does not already have SSB FLAC records for the associated Term Code. If the employee already exists in SSB FLAC for that term, no additional SIAASGN records will be processed when the job submission is run in Initial mode. PEPFLAC can be run over and over again in Initial mode without impacting existing SSB FLAC records. - (A) Add/Delete will extract any new or changed SIAASGN records for employee s that are already in SSB FLAC. If an employee does not exist in SSB FLAC, you must first run in Initial mode, before Add/Delete can be run for the employee. - (R) Recreate- FOR AARM FLAC ADMINISTRATOR USE ONLY. DO NOT USE. If process modes (I) and (A) do not produce the required results contact contact your unit s FLAC Manager for assistance 11

12 Process Mode (R) Re-create- will refresh all SSB FLAC records to the SIAASGN defaults, unless the assignment has been Applied and fed to HR. This means that any data entry changes made on SSB FLAC records will refresh to their SIAASGN defaults; even if the record has been Locked. Running PEPFLAC as an (R) has the potential to recreate employee records and remove changes in Self-Service Banner for the entire campus. If you feel that a record needs to be refreshed to SIAASGN defaults contact your FLAC Manager. 12

13 Parameter Sets Initial/Initial Fall & Spring: Run as (I) and then (A), by pop sel Term Code: 20xx10 OR 20xx20 (Change depending on semester) Part of Term Codes: A, F, AP1, M11, AP3 Can be run for August paying assignments after July 18 th (Fall) & January paying assignments after November 18 th (Spring) (Contract Types that will be affected: FT, OV, EX, XX, TX, TZ, NA) CSB ONLY: Run IM1 Parameter after August 18 th and again after November 18 th Initial_S1/Initial Summer Term 1: Run as (I) and then (A), by pop sel Term Code: 20xx60 Part of Term Codes: AP5, I Can be run for June paying assignments, after May 1 st (Contract Types that will be affected: SS, ST, EX, XX, TX, TZ, NA) Initial_PT/Initial Part of Term: Run as (I) and then (A), by pop sel Term Code: 20xx10 OR 20xx20 (Change depending on semester) Part of Term Codes: AP2, B, IM2, M12, AP4 Can be run for October paying assignments after Sep 18 th (Fall) & March paying assignments after Feb 18 th (Spring) (Contract Types that will be affected: FT, OV, EX, XX, TX, TZ, NA) Initial_S2_Full/Initial Summer Term 2 & Full Term: Run as (I) and then (A), by pop sel Term Code: 20xx60 Part of Term Codes: F, FS, II, AP6 Can be run for July paying assignments, after June 18 th (Contract Types that will be affected: SS, ST, EX, XX, TX, TZ, NA) Edit/Edit: Run as (A), for specific individuals by Banner ID Term Code: According to term for which assignment is being updated Part of Term codes: Up to discretion of Preparer/FLAC Manager (for any/all part of terms, leave blank) Can be run for making edits to specific SIAASGN records after initial run- any time of year (Contract Types that will be affected: Any/All unless specified) Non-Instructional: Run as (A) and then (I), for specific individuals by Banner ID or Pop Sel (depending on amount and frequency) Term Code: According to term for which assignment is being updated Contract Types: EX & TZ Can be run any time of year to add non-instructional assignments (Contract Types that will be affected: EX & TZ) 13