EPAF 101. Basic Concepts

Transcription

1 EPAF 101 Basic Concepts Wayne State University November, 2007

2 Table of Contents Welcome to EPAF... 1 Advantages of EPAF... 1 Phase 1, Five Categories of EPAFs... 1 EPAF Roles...2 Key Terminology...3 Originator EPAF Menu...6 Out with the Old, In with the New...6 Messages...8 Originator Summary...9 What is a Routing Queue?...11 Customize Routing Queue...12 Approver EPAF Menu...14 Approver Summary...14 Approve an EPAF...17 Setup a Proxy... 20

3 Welcome to EPAF! EPAF is an Electronic Personnel Action Form which allows users to process personnel actions electronically, without paper, by submitting changes to information on the General Person, Employee and NBAJOBS forms in Banner. EPAF enables us to: Enter the personnel action on-line Define the routing for each action Electronically route the action for approval Track actions as they move through the approval process Apply approved actions to Banner Provide an audit trail of all approval/disapproval history The EPAF process is used to update information on three Banner forms: PPAIDEN Identification Form also know as the General Person Record PEAEMPL Employee Form NBAJOBS Employee Job Form This guide will introduce you to the basics of EPAF... Advantages of EPAF Accountability for data entry is shifted to the originator Speed and efficiency of the process is increased Less opportunity for data entry errors Ability to track a transaction through the approval queue Scanning documents instead of mailing them Speed of processing Phase 1, Five Categories of EPAFs Change to Contract Dates, CONDAT For ESS/Tenure, temporary contract date extension and VISA status update NOT for renewals. Account Distribution, LABOR Current and future actions only Termination of all WSU Employment, TERM-E Termination of Assignment Only Has Other WSU Employment, TERM-J Check Home Timesheet Orgn Codes, ORGCDS Wayne State University -1- November, 2007

4 EPAF Roles Originator The Originator initiates the data entry of the EPAF personnel transaction and submits it to the first level in the routing queue. Approver The Approver reviews the EPAF personnel transaction submitted by the originator to ensure that data entry is complete and accurate, and to verify that supporting documentation requirements are met. FYIer The FYIer receives a copy of the EPAF personnel transaction to review. This serves only as an FYI for the recipient he or she cannot take action on the transaction. Applier The Applier routes, or applies the EPAF transaction into the Banner database. Here at WSU, this is an automated process. Wayne State University -2- November, 2007

5 Key Terminology Approval Category: Approval Categories are the actions you are performing. Apply / Applied: This is the final step in the life-cycle of an EPAF transaction where the data is applied to the Banner system. The new / changed data can then be viewed and verified in the appropriate Banner forms and tables. Originator: After pre-epaf steps are complete, Originators: Gather the required information and supporting documents Create EPAF transaction in the system Submit the EPAF to the routing queue Make any required changes or corrections throughout the review & approval process, until the EPAF applies to the Banner system. The person who initiates and submits the EPAF into the routing queue for review & application to the Banner System. Basic EPAF Terminology Approver: Those who can process EPAFs to Approve, Acknowledge, or Return EPAFs For Correction. Routing Queue: The sequence of Approvers and FYIers each EPAF must pass through before being applied to the Banner database. Required Action: The action the designated Approver is required to take. This is defined for each level or step in the Routing Queue. There are three action types available for selection in the Routing Queue: Approve: The individual must take action on the EPAF FYI: The individual is seeing the EPAF for information only and the EPAF does not have to wait for this person to do something before it can move on. Apply: The individual must apply the EPAF to the database (Banner) after final review. Wayne State University -3- November, 2007

6 Key Terminology, Continued Transaction Status: The status of the EPAF itself - where it is in the approval process. These statuses are usually more relevant for an Originator. There are eight approval process Status indicators: Waiting: The EPAF is in the process of being created and has not yet been submitted. An EPAF in Waiting status can be deleted by the Originator by selecting the Delete button on the EPAF form. Pending: The EPAF is in the Routing Queue and requires action by the Approver(s). Complete: The EPAF has been applied to the database and the requested changes have been made in Banner. Disapproved: The EPAF has been disapproved by an Approver. The other Approvers in the Routing Queue (after them) no longer need to take action. The EPAF was stopped. Return for Correction: The Approver Void: The Originator has Voided the has returned the EPAF to the Originator EPAF. It is no longer a valid transaction. for correction. The EPAF can then be The Originator can Void the EPAF at any corrected by the Originator and resubmitted. Once an EPAF is in Return time during the approval process. for Correction status, it is as if it were never submitted. Approved: The EPAF has been approved by all of the Approvers in the Routing Queue, but it has not yet been applied to the database. Wayne State University -4- November, 2007

7 Key Terminology, Continued Queue Status: The status of the EPAF for each individual defined in the approval queue. The approval Queue Status categories are: Pending: The Approver(s) needs to take action. Approved: The Approver has reviewed and approved the transaction. In The Queue: The EPAF is on its way to you as an Approver but it needs action at a lower level. The status changes to Pending when the transaction reaches you. Acknowledge: An Approver designated with the action of FYI has seen the EPAF. Disapproved: The Approver has reviewed Overridden: A Superuser has approved and disapproved the transaction. an EPAF, prior to receiving all approvals from those defined in the normal approval queue. In this case, the Queue Status would read Overridden for all Approvers remaining in the Routing Queue that the EPAF has not reached. Void: The transaction has been voided. This is only a valid status for Originators. Removed from Queue: The EPAF has either been Voided by the Originator or Disapproved by an Approver. The EPAF is no longer a valid transaction. This is the Queue status the remaining Approvers would see. FYI: Indicates that the EPAF Return For Correction: The EPAF has transaction has been sent to you for your been returned to the Originator for information only. No action is required. correction. The EPAF will continue on through the Routing Queue. More Information: If the Approver needs more information before they can take action, they can change the status to More Information to let others in the Routing Queue know that they are working on it. Applied: The EPAF has been applied to the database. The new data can be verified / viewed in the Banner forms and tables. Wayne State University -5- November, 2007

8 Originator EPAF Menu The menu for those who are authorized to originate or create EPAFs looks like this. Out With the Old, In With the New From now on, you will not use the HR Web forms to execute personnel changes. Wayne State University -6- November, 2007

9 Instead, you will go to EPAF, select the appropriate transaction category, complete several fields, and click Save and Submit! In a nutshell that s all there is to it. Wayne State University -7- November, 2007

10 Messages If the EPAF transaction is successfully submitted, a message appears at the top of the form and the Transaction Status changes to Pending. If there are errors in the EPAF data, a message appears and an error message displays under Errors and Warning Messages. The Originator must correct the errors, then Save and Submit again. The system also issues warning messages if it detects something that is technically correct but may be cause for concern. If a warning is found, the EPAF still submits successfully, but a Warning Message appears under Errors and Warning Messages on the form. Wayne State University -8- November, 2007

11 EPAF Originator Summary The EPAF Originator Summary provides a snapshot of information about each EPAF submitted. This summary provides a way to view the transaction status as it moves through the routing queue: The Current tab shows the transaction status: Waiting Return for Correction The History tab shows transactions with the status of: Pending Approved Complete Disapproved Voided To access details of a transaction, click the name or number associated with the transaction. Users can then update transactions when necessary. Wayne State University -9- November, 2007

12 EPAF Originator Summary, Continued Wayne State University -10- November, 2007

13 What is a Routing Queue? Currently, when you originate a personnel transaction, it is sent through a number of people for review before it is data entered into the Banner database. In EPAF, the same thing is done, but is sent to people electronically through what is called a routing queue. The routing queue specifies the individuals through which an EPAF must be reviewed (approval levels) before it is applied to the Banner database. Each EPAF routing queue has been setup with mandatory levels that you cannot change. The required actions for each level have also been set. Required Actions include: Approve FYI Apply These mandatory levels are referred to as the default routing queue. Wayne State University -11- November, 2007

14 Customize the Routing Queue Based upon your department s needs, you may need to setup additional approval levels. For example, in addition to your regular approver, perhaps your department head needs to review all personnel actions. It s the originator s responsibility to add these levels to the routing queue, or customize the routing queue. It s possible to customize your routing queue with each transaction. However, it saves time and increases the efficiency of processing if you create your own personal default routing. By doing this, each time you create an EPAF transaction, it will automatically insert your personal, S/C/D specific routing and reviewer selection. NOTE: You still have the ability to customize the routing queue again, at the time of creating a new EPAF, for transactions that require it. Wayne State University -12- November, 2007

15 To customize and setup your default routing queue: 1) At the bottom of the Originator Summary screen, click Default Routing Queue. 2) Select the Approval Category for which the routing queue is being created and click Go. 3) Select the desired Approval Level, User Name and Required Action. 4) Click Save and Add New Rows. Wayne State University -13- November, 2007

16 Approver EPAF Menu The menu for those authorized to approve EPAFs looks like this. The Approver Summary Approving an EPAF involves reviewing the transaction package to ensure that the data entry is complete and accurate and that all required documentation is accounted for. Let s start at the Approver Summary. 1. Click EPAF Approver Summary. This is where Approvers look to see which EPAFs currently require the approve action. To review a specific transaction, click the name or transaction number. Wayne State University -14- November, 2007

17 The Approver Summary, Continued 2. In the Current tab, transactions with a queue status of Pending, FYI, More Information, or Apply will display. This is where Approvers look to see which EPAFs currently require the approve action. To review a specific transaction, click the name or transaction number. 1. In the In My Queue tab, only transactions with the queue status of in the queue will display. A status of In the Queue means that the EPAF is on its way to you but needs action at a lower level. 2. In the History tab, transactions with the queue status of approved, acknowledged, overridden, applied, disapproved, voided, and removed from queue will be displayed. Wayne State University -15- November, 2007

18 The Approver Summary, Continued Wayne State University -16- November, 2007

19 Approve an EPAF When you retrieve a transaction to review, the first section identifies the EPAF transaction, the Approval Category or type of action being done, the employee, the job record being changed or added, the Query Date of the action, and the last time the employee was paid on this job record. The next section lists all of the information in the personnel action. NOTE: This section is the most important to review as it contains the data that is being changed. The Routing Queue lists all of the Approval Levels for the EPAF, the user names of the individuals at each approval level, and the required action and status of each. It is extremely important that Approvers verify that the EPAF has been seen by the appropriate people. Some mandatory approval levels are built into the EPAFs and will automatically appear on the EPAF for the Originator. There can also be other, unit specific approval levels, and they must be added by the Originator. It is the Approver s responsibility to make sure the EPAF has been routed appropriately. 1. At this point, you can either Approve, Disapprove, Return for Correction or select More Info. Wayne State University -17- November, 2007

20 Approve an EPAF, Continued If the EPAF action is fine, click Approve. If there is a problem with the action, click Return for Correction to send it back to the Originator. If you Return for Correction, you first need to click Add Comment and enter information that will explain to the Originator what they need to fix. The Originator will make the correction, save the transaction, and submit it again. Since Approvers cannot make changes to the EPAF, a change of any kind requires the EPAF to be returned to the Originator for correction. If you require more information before you can approve, click More Info. This is intended to alert anyone looking at the status of the EPAF that you are in the process of reviewing the EPAF but are gathering more information before you can approve or return it for correction. More Info does nothing but change the status of the EPAF so others will know you are working on it. Disapprove will terminate the transaction. Disapprove would be appropriate when the need for the transaction has gone away. Wayne State University -18- November, 2007

21 Approve an EPAF, Continued Once the EPAF is Approved (or Acknowledged for FYI only), the screen looks like this. Wayne State University -19- November, 2007

22 Set Up a Proxy Everyone who approves EPAFs is required to designate and setup a Proxy another employee who can approve all EPAFs routed to you in your absence. In some cases, the Proxy will only approve in your absence. In other cases, your Proxy may approve for you on a regular basis. This is up to the individual Approver. To set up your proxy records, you must go to the EPAF Proxy Records screen. Do this in one of two ways: 1) Select EPAF Proxy Records from the EPAF menu to go directly to the EPAF Proxy Records screen, 2) or...from the Approver Summary, click Update Proxies to proceed to the EPAF Proxy Records screen. Wayne State University -20- November, 2007

23 When the EPAF Proxy Record screen appears, you must designate a Proxy for each level at which you approve EPAFs. Only the levels for which you are an authorized Approver will appear. 1. Select the Approval Level for which you are setting up a Proxy. 2. Click Go. 3. Once you select your approval level, select the appropriate name for your proxy. 4. After selecting your proxy, check the box under Add. 5. Click Save. Wayne State University -21- November, 2007

24 To remove a proxy, follow the same steps, but click the check box under Remove before clicking Save. Wayne State University -22- November, 2007