Job Aid 1.1 Introduction to HCM Applications. 1.1 Intro to HCM Applications

Transcription

1 1.1 Introduction to HCM Applications 1.1 Intro to HCM Applications 1. The following PeopleSoft Human Capital Management (HCM) applications are currently in use at UTHealth: Position Management Workforce Administration Commitment Accounting Benefits (Processing team only) Time and Labor Payroll Self Service Manager Self Service Date Created: 1/25/2016 6:30:00 PM Page 1

2 1.1 Introduction to HCM Applications 2. These applications are organized within the PeopleSoft menu groups as indicated on this page. 3. This training will focus on how these applications are used in compliance with UTHealth business practices and policies. Custom Menus Self Service & Manager Self Service Workforce Administration Time and Labor Payroll for North America Organizational Development Set Up HCM Reporting Tools & People Tools Page 2 Date Created: 1/25/2016 6:30:00 PM

3 1.1 Introduction to HCM Applications 4. Several custom menus have been added to PeopleSoft HCM: UT Budgets UT Commitment Accounting UT Effort Reporting UT 9/1 Funding Most of these send data or get data from the PeopleSoft Commitment Accounting module. This module is located within the Set Up HCM menu group. 5. The PeopleSoft Commitment Accounting module allows UTHealth to encumber an employee's base salary to one or more budget funding sources. The custom UT Commitment Accounting menu group provides an easy way to access the inquiry screens and reports to view summaries and histories for employees' salary funding. Date Created: 1/25/2016 6:30:00 PM Page 3

4 1.1 Introduction to HCM Applications 6. The Self Service module allows employees to: Report and view their time worked. Enter leave requests. View leave balances and leave used. View and edit personal information such as addresses and phone numbers. View their payroll and compensation related information. Link to myutbenefits. Page 4 Date Created: 1/25/2016 6:30:00 PM

5 1.1 Introduction to HCM Applications 7. The Manager Self Service application allows managers and time approvers to: Manage timesheets for assigned employees. Approve and view timekeeping actions and processes. Delegate time approver duties. Run and view time related reports and queries. Date Created: 1/25/2016 6:30:00 PM Page 5

6 1.1 Introduction to HCM Applications 8. The Workforce Administration module is the heart of PeopleSoft HCM. Once positions have been created, we can hire people into those jobs and store their personnel and job data in this module. Within this application, you can store various types of information about your workforce such as name, home address, DOB, assigned department, job title, compensation rate, etc. Page 6 Date Created: 1/25/2016 6:30:00 PM

7 1.1 Introduction to HCM Applications 9. PeopleSoft Time and Labor integrates with Workforce Administration and Payroll, as well as Self Service and Manager Self Service. In this module, you can create timesheets, track employee time, edit and approve time, and update timesheets into PeopleSoft Payroll for processing. You can also use Time and Labor to view time data and run various standard and custom reports. Date Created: 1/25/2016 6:30:00 PM Page 7

8 1.1 Introduction to HCM Applications 10. The Payroll for North America application allows you to administer payroll for the people you hire into the positions that you created. Most of the Payroll functions are available only to the Payroll department. However, end users are allowed to view some payroll data in this menu group. Page 8 Date Created: 1/25/2016 6:30:00 PM

9 1.1 Introduction to HCM Applications 11. The Organizational Development application allows you create and manage positions for the organization so that you can hire and assign people to them. Date Created: 1/25/2016 6:30:00 PM Page 9

10 1.1 Introduction to HCM Applications 12. The Reporting Tools application allows you to access the Query Viewer tool to run and schedule public queries and the Report Manager tool to view report results and manage your reports. 13. The PeopleTools application stores a variety of security and technical tools for supporting the system. You will use this option to access the Process Monitor tool when necessary to check the status and results of a job or process you have submitted. Page 10 Date Created: 1/25/2016 6:30:00 PM

11 1.1 Introduction to HCM Applications 14. You will learn more about working with menus in the next topics. 15. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:30:00 PM Page 11

12 1.2 Understanding Data Organization 1.2 Understanding Data Organization 1. PeopleSoft uses relational databases for organizing data efficiently. Relational databases are used in a variety of contexts. As a result, relational database terminology includes multiple expressions describing the same element or concept. These terms are used when referring to the listed elements in PeopleSoft: Table, Column, and Row. Date Created: 1/25/2016 6:30:00 PM Page 1

13 1.2 Understanding Data Organization 2. Relational databases store data in tables. Tables are composed of rows and columns. Here is an example of a table of data for pets that visit Shear Style, a pet grooming business. 3. Each row provides information for a single entity, in this case, pets. In the first row, you can see the pet's name is Duke, a Labrador Retriever owned by Melissa Watkins. Duke is a large dog who tends to run away. 4. Each column details a particular characteristic of each pet. For example, the first column indicates the Pet's Name, while the third column indicates the Owner's Name. Page 2 Date Created: 1/25/2016 6:30:00 PM

14 1.2 Understanding Data Organization 5. Shear Styles uses two additional tables in its database containing information related to the Pet Table. These are the Customer Table and the Appointment Information Table. You can easily retrieve information from different tables in a relational database, in the combination of your choice, using key fields. Date Created: 1/25/2016 6:30:00 PM Page 3

15 1.2 Understanding Data Organization 6. A key is a column or combination of columns that identifies a row of data as unique in a relational database table. Business rules can impact the assignment of table keys. For example, because Shear Style has no customers with the same exact name, the key field for the Customer Table is Owner Name. However, if this were not the case, the combination of Owner Name and Phone may be needed to uniquely identify a row of data in the Customer Table. Page 4 Date Created: 1/25/2016 6:30:00 PM

16 1.2 Understanding Data Organization 7. Key fields are important identifiers in relational databases. They enable the user to extract specific and exclusive information from the database. Although some database systems may use terms such as "primary key" and "foreign key," these terms are not used with PeopleSoft Enterprise applications. Date Created: 1/25/2016 6:30:00 PM Page 5

17 1.2 Understanding Data Organization 8. As the owner of Shear Style, you want to get the appropriate information you need to mail each customer a reminder of his or her pet's next grooming appointment. You want to include the client's name and address, the pet's name and breed, and the appointment date. This information resides in three separate tables, but you can select the data you want to see from each one. Page 6 Date Created: 1/25/2016 6:30:00 PM

18 1.2 Understanding Data Organization 9. When running a query or conducting a search, you access the different tables of information. When the transaction is done processing, the results are brought back to you. For this example, you wanted client appointment information. Here is the information you requested from Shear Style's database. Date Created: 1/25/2016 6:30:00 PM Page 7

19 1.2 Understanding Data Organization 10. In summary, you have seen how data is structured in a relational database and how it is easy to identify the information you want to retrieve. End of Procedure. Page 8 Date Created: 1/25/2016 6:30:00 PM

20 1.3 PeopleSoft Architecture 1.3 PeopleSoft Architecture 1. This is a diagram of the way the components of the PeopleSoft Internet Architecture (PIA) are used. 2. There are five major PIA components: Web or Internet Browser Web Server Application Server Database Server Batch Server After you log into PeopleSoft, each of these component is used for specific purposes. 3. Web Browser - on your desktop to access PeopleSoft. Scenario: You have logged into PeopleSoft and clicked a link to review your budget. The Web Browser interprets the link and transmits your request to the Web Server. Date Created: 1/25/2016 6:30:00 PM Page 1

21 1.3 PeopleSoft Architecture 4. Web Server - translates messages between your browser and the servers. Scenario: The Web Server decrypts your request and passes it to the PeopleSoft Application Server. 5. Application Server - the heart of the system that contains all of the PeopleSoft services and processes to handle transaction requests. Scenario: The Application Server converts the request into SQL (Structured Query Language) and routes it to the Database Server. 6. Database Server - contains all data managed by PeopleSoft including database objects and application data. Scenario: The Database Server processes the SQL request. If the request is a process or report, it sends it to the Batch Server to execute. Page 2 Date Created: 1/25/2016 6:30:00 PM

22 1.3 PeopleSoft Architecture 7. Batch Server - location for running batch programs and scheduled reports. Scenario: If applicable, the Batch Server runs the program or report using the specified parameters and sends the output back to the Database Server. 8. Scenario: The Database Server assembles the data and sends the response back to the Application Server. 9. Scenario: The Application Server converts the SQL data into an HTML page and sends it back to the Web Server. 10. Scenario: The Web Server converts the message into pure HTML and sends it back to your Web Browser. 11. Scenario: The Web Browser receives and displays the resulting HTML page on your computer. Date Created: 1/25/2016 6:30:00 PM Page 3

23 1.3 PeopleSoft Architecture 12. Because of this architecture, there are two navigational things you should avoid when you are logged into PeopleSoft. 1. Do not double-click to select an object. 2. Do not use the Back or Forward browser buttons. 13. Why not double-click? Each time you single-click an object or link on a PeopleSoft page, the message is routed using this PIA. Double-clicking an object or link in PeopleSoft sends a message twice across the PIA, clogging network traffic and slowing response time. Therefore, DO NOT DOUBLE- CLICK to navigate within the PeopleSoft environment! Page 4 Date Created: 1/25/2016 6:30:00 PM

24 1.3 PeopleSoft Architecture 14. Why not use the Back or Forward buttons of the web browser? The Back and Forward buttons use your cache memory to return to the previous/next physical page without talking to the PeopleSoft database. If you use a navigational object within the PeopleSoft page, (such as a Home, Menu, Back or Return hyperlink or button), you use the PIA. This will take you to the previous/next logical page in PeopleSoft AND also refresh the data on that page for you. 15. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:30:00 PM Page 5

25 1.4 Signing In 1.4 Signing In 1. Signing in to PeopleSoft is just like opening a secured page on a web site on the Internet. You enter the URL (Uniform Resource Locator) in your browser window's address box to open the site. When the site opens, you type in your User ID and Password to access the secured areas. 2. When you open your default browser and type in the URL for your application or select the bookmark for the page in which you would like to work, the Sign In page appears. 3. At UTHealth, passwords for PeopleSoft are synchronized with users' LDAP (network) User IDs and Passwords. Date Created: 1/25/2016 6:30:00 PM Page 1

26 1.4 Signing In 4. The PeopleSoft Internet Architecture structure supports "single sign on" access to work in multiple PeopleSoft applications and databases without having to sign out and sign in again. UTHealth has not implemented single sign on, so the system prompts you to enter a User ID and Password each time that you access a different PeopleSoft application. Both the User ID and Password fields are case sensitive. In this example, we will log into the PeopleSoft HCM training database using a training User ID and Password. Enter the desired information into the User ID field. Enter a valid value e.g. "HCM01". 5. Once you have typed in the User ID, you can type in the Password. Notice that for security purposes, when you type the password, it will be shown with asterisks. Also note that passwords are case sensitive. Enter the desired information into the Password field. Enter a valid value e.g. "PSOFT01". Page 2 Date Created: 1/25/2016 6:30:00 PM

27 1.4 Signing In 6. Click the Sign In button. Date Created: 1/25/2016 6:30:00 PM Page 3

28 1.4 Signing In 7. If the information you entered is valid, the system will display the Home page for your PeopleSoft system. When you log in, this is the default Home page for PeopleSoft HCM. This page highlights the top menu features. If desired, you can change the settings so that this features dialog box does not appear on your Home page. Click the Pagelet Settings button. 8. Click the Remove link. Page 4 Date Created: 1/25/2016 6:30:00 PM

29 1.4 Signing In 9. Click the Yes - Remove button. Date Created: 1/25/2016 6:30:00 PM Page 5

30 1.4 Signing In 10. The Top Menu Features Description no longer appears on the Home page. If desired, you can restore it using the Personalize Content option. For security purposes, PeopleSoft logs you out of your application after a period of inactivity determined by your security administrator. Two (2) minutes prior to timeout, the system provides a warning that your browser session is about to expire. 11. You have successfully completed this topic. End of Procedure. Page 6 Date Created: 1/25/2016 6:30:00 PM

31 1.5 Universal Navigation Elements 1.5 Universal Navigation Elements 1. The universal navigation header is displayed at the top of every page. Depending on your system setup, it can contain these links: Home, Worklist, Add to Favorites, and Sign out. Some of these links may or may not display, depending on the implementation of your application. 2. Click the Home link to return to the Home page at any time. 3. Use the Worklist link to display the Worklist page. A worklist is an organized list of work items awaiting your attention. This is generated when you're using a workflowenabled application that produces transactions requiring approval or review. The Worklist page provides summary information about all items on your personal worklist. This page also provides links enabling you to view additional details about the work, navigate to pages where you can perform the indicated work, and reassign work items. Date Created: 1/25/2016 6:30:00 PM Page 1

32 1.5 Universal Navigation Elements 4. Favorites are similar to standard browser bookmarks for frequently used folders and content. On any PeopleSoft page, click the Add to Favorites link to add a favorite. Once you add a favorite it is maintained under the Favorites menu on your portal homepage. Once a favorite is saved, click My Favorites in the Favorites menu and then click the hyperlink for the page you want to view. 5. Click the Sign out link to sign out of the application. If you do not use the Sign out link, and just close the browser window/tab, your PeopleSoft session remains active; it will time out after 20 minutes of inactivity. Page 2 Date Created: 1/25/2016 6:30:00 PM

33 1.5 Universal Navigation Elements 6. PeopleSoft's browser-based interface provides several ways to access data in your database. You can navigate by using drop-down menus, the menu pagelet, navigation pages, breadcrumbs, and favorites. You will use drop-down navigation in this topic. Begin by clicking the Main Menu link. Click the Main Menu link. 7. Click a folder name to see the cascading menu open to the right. Click the Workforce Administration menu. 8. The selected menu displays one or more menu options, depending on your authorized level of access. Click the Job Information menu. Date Created: 1/25/2016 6:30:00 PM Page 3

34 1.5 Universal Navigation Elements 9. You access this component's search page by selecting the content reference from the menu hierarchy. Click the Job Data menu. Page 4 Date Created: 1/25/2016 6:30:00 PM

35 1.5 Universal Navigation Elements 10. The Job Data search page is displayed. Enter the desired information into the Last Name field. Enter a valid value e.g. "Wonka". 11. Click the Search button. Date Created: 1/25/2016 6:30:00 PM Page 5

36 1.5 Universal Navigation Elements 12. In the Search Results grid, usually the entire row is a link, so you can click anywhere on the row that you want to view. Click an entry in the Empl Record 0 row. Page 6 Date Created: 1/25/2016 6:30:00 PM

37 1.5 Universal Navigation Elements 13. Components typically consist of several related pages within the same window; however, some components contain only one page. To navigate between pages, you can click the page tabs at the top, click the links at the bottom of each page, or press the corresponding access keys. 14. If enabled, page links will appear below the toolbar buttons on the current page. These links are another way to navigate between pages in a component, especially if a particular page is very tall, and you are nearer to the bottom of the page. Date Created: 1/25/2016 6:30:00 PM Page 7

38 1.5 Universal Navigation Elements 15. Some pages have links to related pages or components, in addition to other pages within the component. The related links appear at the bottom of the transaction area above the toolbar buttons. You can click any of these component links to navigate easily to related transactions for the same key field. Page 8 Date Created: 1/25/2016 6:30:00 PM

39 1.5 Universal Navigation Elements 16. The pagebar is a series of links and buttons that appear when you are on a transaction page. The pagebar sits just below the universal navigation header. All options may not be available for each component. Date Created: 1/25/2016 6:30:00 PM Page 9

40 1.5 Universal Navigation Elements 17. You can use the New Window link in the pagebar to open a new PeopleSoft browser window, or child window. The new window shows the current component page as well as the navigation to your current position. From this window, you can view or enter other data. You can open as many windows as needed using the New Window link. Do not use your browser's New Window feature. Doing so copies the current HTML from the parent window, instead of opening a new PeopleSoft-maintained window session. Click the New Window link. Page 10 Date Created: 1/25/2016 6:30:00 PM

41 1.5 Universal Navigation Elements 18. Notice the new browser window. NOTE: Each PeopleSoft window you open will have a separate timeout session. Once you are done using a child window, you can close it without affecting the other open PeopleSoft windows. Click the Close button. Date Created: 1/25/2016 6:30:00 PM Page 11

42 1.5 Universal Navigation Elements 19. The Help link opens online PeopleBooks Help documentation for the specific transaction page that is displayed. NOTE: This help is not specific to the university. It is generic to the product and is more technical in nature. Page 12 Date Created: 1/25/2016 6:30:00 PM

43 1.5 Universal Navigation Elements 20. The Personalize Page link enables you to control the initial display of the page. Click the Personalize Page link. Date Created: 1/25/2016 6:30:00 PM Page 13

44 1.5 Universal Navigation Elements 21. After making any changes to a page, you must click the OK button in order for the system to commit your changes to the database. Pages in a component are treated as a single entity when you try to save data. If you have not completed all required fields, the system prompts you to enter additional data. Click the Cancel button. Page 14 Date Created: 1/25/2016 6:30:00 PM

45 1.5 Universal Navigation Elements 22. You use the 'copy URL' link to copy the current page URL to the clipboard so that it is available for pasting in s or other applications. The copied URL includes page, action, and search key information to display in the context of the portal, if you are using the portal. If you did not pass through the portal, then the system displays the page only without the portal frames. 23. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:30:00 PM Page 15

46 Menus and Breadcrumbs 1.6 Menus and Breadcrumbs 1. Drop-down navigation consists of a hierarchy of cascading folders and content references. When using drop-down navigation, you begin by clicking the Main Menu. Click the Main Menu link. Date Created: 1/25/2016 6:30:00 PM Page 1

47 1.6 Menus and Breadcrumbs 2. The general areas to which you have access appear. You can click any folder to see a cascading menu open to the right. Click the Workforce Administration menu. Page 2 Date Created: 1/25/2016 6:30:00 PM

48 Menus and Breadcrumbs 3. Continue through each cascading menu until you find the content reference you want. Click the Job Information menu. Date Created: 1/25/2016 6:30:00 PM Page 3

49 1.6 Menus and Breadcrumbs 4. Click the Job Data menu. Page 4 Date Created: 1/25/2016 6:30:00 PM

50 Menus and Breadcrumbs 5. When you select a component, the corresponding search page appears. At the top of the page, a set of breadcrumbs also appears to reveal the full navigation path to the content. 6. You do not need to go back to the Main Menu or click Home to change your navigation. Instead, you can click a link in the breadcrumbs to view the sub-menu for the folder. Click the Workforce Administration menu. Date Created: 1/25/2016 6:30:00 PM Page 5

51 1.6 Menus and Breadcrumbs 7. Click the Personal Information menu. Page 6 Date Created: 1/25/2016 6:30:00 PM

52 Menus and Breadcrumbs 8. Click the Modify a Person menu. Date Created: 1/25/2016 6:30:00 PM Page 7

53 1.6 Menus and Breadcrumbs 9. The breadcrumbs reflect the new navigation. 10. You have successfully completed this topic. End of Procedure. Page 8 Date Created: 1/25/2016 6:30:00 PM

54 1.7 Favorites and Recently Used Pages 1.7 Favorites and Recently Used Pages 1. To build a Favorites list, begin by navigating to the component or page that you want to add to your Favorites. In this example, navigate to the Query Viewer search page. Click the Main Menu link. Date Created: 1/25/2016 6:30:00 PM Page 1

55 1.7 Favorites and Recently Used Pages 2. Click the Reporting Tools menu. Page 2 Date Created: 1/25/2016 6:30:00 PM

56 1.7 Favorites and Recently Used Pages 3. Click the Query menu. Date Created: 1/25/2016 6:30:00 PM Page 3

57 1.7 Favorites and Recently Used Pages 4. Click the Query Viewer menu. Page 4 Date Created: 1/25/2016 6:30:00 PM

58 1.7 Favorites and Recently Used Pages 5. The Query Viewer search page appears. The Add to Favorites link is located in the universal navigation header, which remains static as you navigate through pages. Click the Add to Favorites link. Date Created: 1/25/2016 6:30:00 PM Page 5

59 1.7 Favorites and Recently Used Pages 6. The Add to Favorites modal window appears. You can accept the default page name or update the description. Enter the desired information into the Description field. Enter a valid value e.g. "Query Search". Page 6 Date Created: 1/25/2016 6:30:00 PM

60 1.7 Favorites and Recently Used Pages 7. Click the OK button. Date Created: 1/25/2016 6:30:00 PM Page 7

61 1.7 Favorites and Recently Used Pages 8. Click the OK button. Page 8 Date Created: 1/25/2016 6:30:00 PM

62 1.7 Favorites and Recently Used Pages 9. Click the Home link. Date Created: 1/25/2016 6:30:00 PM Page 9

63 1.7 Favorites and Recently Used Pages 10. You can access and edit your favorites through the Favorites menu. Click the Favorites link. Page 10 Date Created: 1/25/2016 6:30:00 PM

64 1.7 Favorites and Recently Used Pages 11. The link you have added appears under My Favorites. Date Created: 1/25/2016 6:30:00 PM Page 11

65 1.7 Favorites and Recently Used Pages 12. Click the Edit Favorites menu. Page 12 Date Created: 1/25/2016 6:30:00 PM

66 1.7 Favorites and Recently Used Pages 13. The Edit Favorites page allows you to manage your list of favorites. Favorites default to list alphabetically, with a sequence number of "0". You can rename favorites, delete favorites, or modify the sequence in which favorites appear in the Favorites menu. 14. In this example, delete Additional Pay and change the order of the remaining favorites. Click the Delete button. Date Created: 1/25/2016 6:30:00 PM Page 13

67 1.7 Favorites and Recently Used Pages 15. Click the OK button. Page 14 Date Created: 1/25/2016 6:30:00 PM

68 1.7 Favorites and Recently Used Pages 16. Additional Pay no longer appears in the Favorite list. 17. Change the sequence number for UT_PYR_DEPT_PAY_HISTORY from 0 to 1. Enter the desired information into the Sequence number field. Enter a valid value e.g. "1". 18. Change the sequence number for UPAY Report By Empl/Dept to 6. Enter the desired information into the Sequence number field. Enter a valid value e.g. "6". 19. Change the sequence number for Review Paycheck to 5. Enter the desired information into the Sequence number field. Enter a valid value e.g. "5". 20. Change the sequence number for Query Search to 4. Enter the desired information into the Sequence number field. Enter a valid value e.g. "4". Date Created: 1/25/2016 6:30:00 PM Page 15

69 1.7 Favorites and Recently Used Pages 21. Change the sequence number for Employee Payroll by Pay End Dt to 3. Enter the desired information into the Sequence number field. Enter a valid value e.g. "3". 22. Change the sequence number for Address and Telephone to 2. Enter the desired information into the Sequence number field. Enter a valid value e.g. "2". Page 16 Date Created: 1/25/2016 6:30:00 PM

70 1.7 Favorites and Recently Used Pages 23. Once you are done managing favorites, save your changes. Click the Save button. 24. You can also view a list of recently accessed pages through the Recently Used list located on the Favorites menu. Click the Favorites menu. Date Created: 1/25/2016 6:30:00 PM Page 17

71 1.7 Favorites and Recently Used Pages 25. When you visit a page, it is automatically added to the Recently Used list. This list is limited to the five (5) most recently accessed pages. Page 18 Date Created: 1/25/2016 6:30:00 PM

72 1.7 Favorites and Recently Used Pages 26. Notice the default component or page name for the Query Viewer search page appears in the list. Just like My Favorites, you access pages from the Recently Used list by clicking the component or page name. Click the Query Viewer menu. Date Created: 1/25/2016 6:30:00 PM Page 19

73 1.7 Favorites and Recently Used Pages 27. The search page for the selected component appears. The breadcrumbs at the top of the page display the full navigation path to this page. 28. You have successfully completed this topic. End of Procedure. Page 20 Date Created: 1/25/2016 6:30:00 PM

74 1.8 Wildcards 1.8 Wildcards 1. Using Wildcard characters to stand in place of unknown values when conducting searches for information in PeopleSoft is a concept that can be used anywhere it is supported. Begin by navigating to the Query Viewer search page. Click the Main Menu link. 2. Click the Reporting Tools menu. 3. Click the Query menu. Date Created: 1/25/2016 6:30:00 PM Page 1

75 1.8 Wildcards 4. Click the Query Viewer menu. Page 2 Date Created: 1/25/2016 6:30:00 PM

76 1.8 Wildcards 5. The Query Viewer page appears. For this example, suppose you are looking for a specific Query but cannot remember the Query Name. Date Created: 1/25/2016 6:30:00 PM Page 3

77 1.8 Wildcards 6. PeopleSoft applications support three wildcard features when searching for data in character fields. These wildcards can be helpful in finding the exact information you want to process. The table here displays the supported standard wildcard features. Page 4 Date Created: 1/25/2016 6:30:00 PM

78 1.8 Wildcards 7. You know that the name of the query you are looking for begins with "UT" and maybe also contains the abbreviation "DEPT". You can use the "%" wildcard to locate the query. Enter the desired information into the Search By begins with field. Enter a valid value e.g. "ut%dept". 8. Click the Search button. Date Created: 1/25/2016 6:30:00 PM Page 5

79 1.8 Wildcards 9. The Search Results return nineteen queries that match this criterion. Page 6 Date Created: 1/25/2016 6:30:00 PM

80 1.8 Wildcards 10. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:30:00 PM Page 7

81 1.9 Effective Dates 1.9 Effective Dates 1. Effective dates enable PeopleSoft to keep a complete chronological history of data. 2. Only one row of data is the Current row, but you can have multiple History rows and multiple Future rows. The Current row is the effective date equal to or less than the current date. 3. In this example, which effective-dated row would be the Current row, if today's date is: August 18, 2009? October 01, 2015? Date Created: 1/25/2016 6:30:00 PM Page 1

82 1.9 Effective Dates 4. Let's say that an employee has these effective-dated address history rows. When a new effective-dated row is added, the system copies the data from the previous row into the new row, using the present date as the Effective Date. The Effective Date field can be edited as needed and any other fields may be updated with the new information before saving the transaction in the system. Page 2 Date Created: 1/25/2016 6:30:00 PM

83 1.9 Effective Dates 5. Let us see what this looks like in PeopleSoft. Click the Main Menu menu. Date Created: 1/25/2016 6:30:00 PM Page 3

84 1.9 Effective Dates 6. Click the Workforce Administration menu. 7. Click the Personal Information menu. 8. Click the Modify a Person menu. Page 4 Date Created: 1/25/2016 6:30:00 PM

85 1.9 Effective Dates 9. Enter the desired information into the Last Name field. Enter a valid value e.g. "Wonka". 10. Click the Search button. Date Created: 1/25/2016 6:30:00 PM Page 5

86 1.9 Effective Dates 11. The employee's home address and phone contact information appears. Notice the address shown includes an "As of Date". This is the Effective Date for this home address. Click the View Address Detail link. Page 6 Date Created: 1/25/2016 6:30:00 PM

87 1.9 Effective Dates 12. The Address History page appears. It displays a chronological history of addresses for this employee in order by Effective Date. The newest Effective Date is at the top and the oldest Effective Date is at the bottom. 13. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:30:00 PM Page 7

88 2.1 Position Info 2.1 Position Info 1. Position data is created or updated through the various types of personnel actions listed here. You must have the Authorized Submitter security role to enter these PASS and Enterprise Form transactions in PeopleSoft HCM. Date Created: 1/25/2016 6:30:00 PM Page 1

89 2.1 Position Info 2. Before you start a transaction, or after the transaction has been posted, you can use the Position Data/Info component to review the current information. Begin by navigating to the Position Data/Info component from the Main Menu. Navigation: Main Menu > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info Click the Organizational Development menu. 3. Click the Position Management menu. 4. Click the Maintain Positions/Budgets menu. Page 2 Date Created: 1/25/2016 6:30:00 PM

90 2.1 Position Info 5. Click the Add/Update Position Info menu. Date Created: 1/25/2016 6:30:00 PM Page 3

91 2.1 Position Info 6. The Position Info component allows you to search for only those positions that have been assigned to your HCM Dept ID. The search page has been customized to allow you to enter the Position Number without the leading zeroes; however, once you display the Position Info component, the full 8-digit Position Number will display. Enter the desired information into the Position Number field. Enter a valid value e.g. "43104". 7. If the criteria used has only one matching search results row, it will appear immediately. Otherwise, multiple rows display in the Search Results grid, and you must choose which row you want to see next. Click the Search button. Page 4 Date Created: 1/25/2016 6:30:00 PM

92 2.1 Position Info 8. The Add/Update Position Info component is made up of three tabs or pages of basic descriptive information about the position. These are the fields in the Description page - Position Information group box (key fields are highlighted): Position Number: 8-digit system-assigned number for the position. Headcount Status: Indicates if the position is currently open or filled. Current Head Count: number of incumbents in the position; 0 of 1 indicates an open position; 1 out of 1 indicates a filled position. Effective Date: The effective date of the position change. This allows you to keep a history of changes to the position. Status: Active or Inactive status of the position on a given effective date. Date Created: 1/25/2016 6:30:00 PM Page 5

93 2.1 Position Info 9. These are the fields in the Description page - Position Information group box (continued): Reason: Reason for the corresponding effective-dated change, such as New Position or, Position Data Update. Date: Date the position change was entered into PeopleSoft. Position Status: Indicate if the position is Approved. Status Date: Date for the Position Status. Key Position: Checkbox indicating this is a key position; usually only for a select number of critical positions where succession planning is needed. Page 6 Date Created: 1/25/2016 6:30:00 PM

94 2.1 Position Info 10. These are the fields in the Description page - Job Information group box: Business Unit: Business unit for the position. Job Code: Job code associated with this position. This is a required field and populates many of the other fields in the Position Info component. Reg/Temp: Indicates if this position is classified as regular or temporary. Full/Part Time: Indicates if this position is full-time or part-time. Regular Shift: Shift code assigned to this position. N/A is the default. Not used at UTHealth. Union Code: This field is not used at UTHealth. Title: 30-character title for this position. Defaults from the Job Code title. Short Title: 10-character short title for this position. Defaults from the Job Code short title. Date Created: 1/25/2016 6:30:00 PM Page 7

95 2.1 Position Info 11. These are the fields in the Description page - Work Location group box: Reg Region: Governing tax or regulatory region for this position. Department: HCM Department number and name to which this position is assigned. Company: Code and name for the organization for which the position has been established. Location: Location code and name for the department. Indicates where the position falls within the organization. Reports To: Position number of the manager to which this position reports. Used to establish reporting relationships among positions If a value has been entered on the Department Table in the Manager Position field, this field will default to the cost center (department) manager. Dot-Line: The position number to which there is a dotted line reporting relationship. Supervisor Lvl: Supervisor level associated with the position, if applicable. Security Clearance: Type of security clearance that can be held by a person in this position. Click the Vertical scrollbar. Page 8 Date Created: 1/25/2016 6:30:00 PM

96 2.1 Position Info 12. These are the fields in the Salary Plan Information group box of the Description page: Salary Admin Plan: Salary plan associated with the position. Grade: Grade within the salary plan associated with the position. : within the grade associated with the position. Not used at UTHealth. Standard Hours: Standard hours worked in the associated Work Period for the position. Positions default to 40 hours weekly. However, Standard Hours are calculated against the FTE of the position. Click the Expand section USA button. Date Created: 1/25/2016 6:30:00 PM Page 9

97 2.1 Position Info 13. The USA group box expands. Any sections with a country flag are for fields specific to that country. FLSA Status: indicates whether position is exempt or nonexempt according to the US Fair Labor Standards Act. Bargaining Unit: bargaining unit associated with a union labor agreement. Not used at UTHealth Updated on/by: Tracks Date/time and user ID/Name of the person who last updated the information. You can navigate to another page in this component by using the hyperlinks at the bottom of the page, or by using the tabs across the top of the page. Since we are near the bottom of the page, use the hyperlink to navigate. Click the Specific Information link. Page 10 Date Created: 1/25/2016 6:30:00 PM

98 2.1 Position Info 14. This is the Specific Information page within the Position Info component. At the top of the page, key fields (Position Number, Headcount Status, Current Head Count, Effective Date, and Status) carry over from the first page. The rest of the page contains more specific data for this position within your department. These are the fields in the Specific Information page - Specific Information group box: Max Head Count: Maximum head count for this position; if Job Sharing is permitted, the maximum number of employees in this position at the same time. At UTHealth, the Max Head Count is always 1. Mail Drop ID: Mail drop ID (building code, floor, and room) where the employee in this position is physically located. Work Phone: Work phone number assigned to the employee in this position. Health Certificate: Indicates if a health certificate is required for this position. Signature Authority: Indicates the signature authority assigned to this position. Date Created: 1/25/2016 6:30:00 PM Page 11

99 2.1 Position Info 15. Specific Information - Specific Information group box (continued) Update Incumbents: Defaults to checked. Automatically updates the current incumbent information when information related to the position has changed. If the Effective Date is a future date, the employee's record will not change until that date. Include Salary Plan/Grade: Indicates the salary plan and grade is included in the incumbents update. Budgeted Position: Defaults to checked. Indicates if the position is part of the department's budget. Confidential Position: Used for reporting/informational purposes and indicates if this position is to be considered confidential. Job Sharing Permitted: Used if more than one person will fill this position at a time. At UTHealth used to indicate there is a period of overlap between the exiting employee and the replacement employee. Available for Telework: Select if this position allows workers to work remotely. Click the Expand section Education and Government button. Page 12 Date Created: 1/25/2016 6:30:00 PM

100 2.1 Position Info 16. These are the fields in the Specific Information page - Education and Government group box: Position Pool ID: used to group related positions together for budgeting purposes. Not used at UTHealth. Pre-Encumbrance Indicator: Displays Immediate for a filled position. Immediate must be manually selected for a vacant position to open the Encumber Salary Amount field. Calc Group (Flex Service): Not used at UTHealth: Indicates the calculation group for this position. Used with PeopleSoft's Tracking Flexible Service module. Encumber Salary Option: Used to determine salary when the system encumbers the salaries of vacant positions. Encumber Salary Amount: For a vacant position, the budget amount that must be preencumbered on the Date or Effective Date. Date Created: 1/25/2016 6:30:00 PM Page 13

101 2.1 Position Info 17. These are the fields in the Specific Information page - Education and Government group box (continued): Academic Rank: If this is a faculty position, select an academic rank. Classified Indicator: Used to associate the position with an FTE Classification that was established on the Department Budget FTE page. When an employee is hired into a position in Administer Workforce, the system displays the FTE data tied to the Position in the Job Data pages for the employee. FTE: Full-Time Equivalency value for this position that is used for defining an FTE budget in Commitment Accounting. Adds to FTE Actual Count: Indicates this position should be included when processing FTE edits for budgeting purposes. Click the Budget and Incumbents link. Page 14 Date Created: 1/25/2016 6:30:00 PM

102 2.1 Position Info 18. The Budget and Incumbents page in the Position Info component contains information that is used in budgeting and displays the current incumbent for the position. These are the fields on the Budget and Incumbents page: Current Budget group box fields - not used at UTHealth. Base pay budgets are maintained in the Commitment Accounting module. Empl ID: Employee ID for the employee currently in this position. Empl Rcd: Incumbent's employee record number. Full/Part: Incumbent's full or part-time status. Stnd Hrs/Wk: Incumbent's standard hours per work period. Name: Name of the employee currently in this position. Date Created: 1/25/2016 6:30:00 PM Page 15

103 2.1 Position Info 19. These are the fields on the Budget and Incumbents page (continued): Effective Date: Effective date for the personnel action take in Job Data. : Personnel action code used in Job Data (such as pay Rate Change) Reason: Personnel action reason code for the in Job Data (such as Merit). Override Position Data: Displays exceptions to the default position data for this person. Job Data: Select this link to go to the Job Data component using the EmplID of the position's incumbent. When you complete your review, click OK on any Job Data page to return to Position Data. 20. To review another position, use the Return to Search button at the bottom of the page, or the Main Menu or breadcrumbs links at the top of the page. 21. You have successfully completed this topic. End of Procedure. Page 16 Date Created: 1/25/2016 6:30:00 PM

104 2.2 Position Data Summary & Budget Status 2.2 Position Data Summary and Budget Status 1. Begin by navigating to the Position Summary component from the Main Menu. Navigation: Main Menu > Organizational Development > Position Management > Review Position/Budget Info > Position Summary Click the Organizational Development menu. 2. Click the Position Management menu. 3. Click the Review Position/Budget Info menu. Date Created: 1/25/2016 6:30:00 PM Page 1

105 2.2 Position Data Summary & Budget Status 4. Click the Position Summary menu. Page 2 Date Created: 1/25/2016 6:30:00 PM

106 2.2 Position Data Summary & Budget Status 5. This is the Position Summary - Find an Existing Value page. It allows you to search for a position in your HCM department by: Business Unit Department Description Job Code Position Number Position Status Reports to Position Number Enter the desired information into the Position Number field. Enter a valid value e.g. "62140". 6. Click the Search button. Date Created: 1/25/2016 6:30:00 PM Page 3

107 2.2 Position Data Summary & Budget Status 7. The General tab on the Position Summary page is where you will find the history of the position, including the effective date of the change, the action reason, and the status. These are the fields on the Position Summary page - General tab (key fields are highlighted): Position Number: 8-digit system-assigned number for this position. Title: Description for the position (based on Job Code). Effective Date: Effective date of the action reason. Reason: and reason for changes to the position as of the effective date. Status: Status of the position (Approved, Frozen, Proposed). Status Date: Most recent date the position had this status. Max Head Count: Maximum number of employees approved for this position. Budgeted: Indicates if the position is budgeted (Y/N). Click the Work Location tab. Page 4 Date Created: 1/25/2016 6:30:00 PM

108 2.2 Position Data Summary & Budget Status 8. The Work Location tab on the Position Summary page is where you find information related to the position's location within the organization. These are the fields on the Position Summary page - Work Location tab (key fields are highlighted): Position Number: 8-digit system-assigned number for this position. Title: Description for the position (based on Job Code). Effective Date: Effective date of the action reason. Reports To: Position number of the person to whom the position reports. Short Desc: Abbreviated description of this position. Unit: Code for the business unit to which the position is assigned. Location: Office to which this position is assigned. Job Code: Job code to which this position is assigned. Dept: Department name to which this position is assigned. Click the Payroll Information tab. Date Created: 1/25/2016 6:30:00 PM Page 5

109 2.2 Position Data Summary & Budget Status 9. The Payroll Info tab on the Position Summary page is where you find a summary of the position's work period and hours, as well as if it is a full or part-time position and considered a regular or temporary position. These are the fields on the Position Summary page - Payroll tab (key fields are highlighted): Position Number: 8-digit system-assigned number for this position. Title: Description for the position (based on Job Code). Effective Date: Effective date of the action reason. Reg/Temp: Indicates regular or temporary classification of the position. Full/Part: Indicates full- or part-time status of the position. Standard Hours: Number of hours worked in this position during a typical work week. Work Period: Indicates the normal work period for the position. Shift: Indicates whether the position is assigned a specific work shift (day, night, weekend). 10. Related to this summary page is the page called Budget Status. Use the breadcrumbs to navigate to this new page. Click the Review Position/Budget Info menu. Page 6 Date Created: 1/25/2016 6:30:00 PM

110 2.2 Position Data Summary & Budget Status 11. Click the Budget Status menu. Date Created: 1/25/2016 6:30:00 PM Page 7

111 2.2 Position Data Summary & Budget Status 12. The Budget Status page has data similar to the Position Summary page. Click the Expand button. Page 8 Date Created: 1/25/2016 6:30:00 PM

112 2.2 Position Data Summary & Budget Status 13. The Current Incumbents group box contains information on the current incumbent, or incumbents. If more than one incumbent is assigned to this position, you can scroll though the data. Incumbent data is stored on the Job Data Component. 14. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:30:00 PM Page 9

113 2.3 Position History 2.3 Position History 1. Begin by navigating to the Position History component from the Main Menu. Navigation: Main Menu > Organizational Development > Position Management > Review Position/Budget Info > Position History Click the Organizational Development menu. 2. Click the Position Management menu. 3. Click the Review Position/Budget Info menu. Date Created: 1/25/2016 6:30:00 PM Page 1

114 2.3 Position History 4. Click the Position History menu. Page 2 Date Created: 1/25/2016 6:30:00 PM

115 2.3 Position History 5. The Position History search page has the same options as the Position Info Search Page. Enter the desired information into the Position Number field. Enter a valid value e.g. "43104". 6. Click the Search button. Date Created: 1/25/2016 6:30:00 PM Page 3

116 2.3 Position History 7. The Position History page contains salary information on incumbents currently and previously assigned to the position. These are the fields on the Position History page: Current Position Data: Click to access the Current Position Data page. (This link will be active if you have access to this area in PeopleSoft). Position Entry Date: Date the employee was assigned to the position. Position End Date: Date the employee exited the position. 8. These are the fields on the Position History page (continued): Compensation Rate: Compensation amount, currency, and frequency. Components: Click to access the Salary Components page (This link will be active if you have access to this area in PeopleSoft). Salary Plan, Grade: Salary plan, grade of the incumbent in the position at entry and end dates. : with the salary grade. Not used at UTHealth. Exit Reason: Reason for exiting the position. Page 4 Date Created: 1/25/2016 6:30:00 PM

117 2.3 Position History 9. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:30:00 PM Page 5

118 2.4 Vacant Budgeted Positions 2.4 Vacant Budgeted Positions 1. Begin by navigating to the Vacant Budgeted Positions component from the Main Menu. Navigation: Main Menu > Organizational Development > Position Management > Review Position/Budget Info > Vacant Budgeted Positions Click the Organizational Development menu. 2. Click the Position Management menu. 3. Click the Review Position/Budget Info menu. Date Created: 1/25/2016 6:30:00 PM Page 1

119 2.4 Vacant Budgeted Positions 4. Click the Vacant Budgeted Positions menu. Page 2 Date Created: 1/25/2016 6:30:00 PM

120 2.4 Vacant Budgeted Positions 5. Lets say you need to hire a Research Assistant I. You first want to see if there is an available vacant position number assigned to your department that you can use. 6. Lets begin by searching to see what is available. Use UTH in the SetID field and then your HCM Department number to start the search. Enter the desired information into the Set ID field. Enter a valid value e.g. "UTH". 7. Now lets enter the Department number in which the position will be hired. In this example, we will search in department Enter the desired information into the Department field. Enter a valid value e.g. " ". 8. Click the Search button. Date Created: 1/25/2016 6:30:00 PM Page 3

121 2.4 Vacant Budgeted Positions 9. This page lists all vacant positions assigned to the selected department. Use Vacant Budgeted Positions to find an approved, vacant Position Number with the desired, description, status, reports to, job code etc. You can then use the Position Number on a transaction for someone you are hiring, transferring, or promoting into the department. In our example, you could use this specific Research Assistant I Position Number for the new hire transaction. You can also use this component to evaluate if an approved vacant Position Number needs to be inactivated. Page 4 Date Created: 1/25/2016 6:30:00 PM

122 2.4 Vacant Budgeted Positions 10. On the Vacant Budgeted Positions - Position Data tab, you will find the department's open (vacant) position numbers, descriptions, statuses, reports to position numbers/titles, head count, and full/part-time and regular/temporary statuses. Click the Job Information tab. Date Created: 1/25/2016 6:30:00 PM Page 5

123 2.4 Vacant Budgeted Positions 11. The Vacant Budgeted Positions - Job Information tab shows the job code and salary plan/grade information for the open positions. Click the Work Location tab. Page 6 Date Created: 1/25/2016 6:30:00 PM

124 2.4 Vacant Budgeted Positions 12. The Vacant Budgeted Positions - Work Location tab displays the business unit description and work location description for the open positions. Click the Show all columns button. Date Created: 1/25/2016 6:30:00 PM Page 7

125 2.4 Vacant Budgeted Positions 13. When you click the Show All Columns button, the tabs in the component are converted to columns of data to see more information all at once. Use the horizontal scroll bar to see more information. Click the Horizontal (right) scrollbar. Page 8 Date Created: 1/25/2016 6:30:00 PM

126 2.4 Vacant Budgeted Positions 14. Now you can see the rest of the fields within the Vacant Budgeted Positions component. To go back, just scroll to the far left with the horizontal scroll bar. Click the Horizontal (left) scrollbar. Date Created: 1/25/2016 6:30:00 PM Page 9

127 2.4 Vacant Budgeted Positions 15. Remember, you can click the Show Tabs button to switch the columns back into tabs for the component. Click the Show tabs button. 16. You successfully viewed the Vacant Budgeted Positions component. End of Procedure. Page 10 Date Created: 1/25/2016 6:30:00 PM

128 3.1.1 Additional Names Additional Names 1. NOTE: On any given PeopleSoft search page, the "Name" field may retrieve either the Display Name value or the full Name value. Looking at the search results is the only way to tell the difference. Date Created: 1/25/2016 6:30:00 PM Page 1

129 3.1.1 Additional Names 2. Let's look at an example in PeopleSoft. Begin by navigating to the Additional Names component from the Main Menu. Navigation: Main Menu > Workforce Administration > Personal Information > Biographical Data > Additional Names Click the Workforce Administration menu. 3. Click the Personal Information menu. 4. Click the Biographical menu. Page 2 Date Created: 1/25/2016 6:30:00 PM

130 3.1.1 Additional Names 5. Click the Additional Names menu. Date Created: 1/25/2016 6:30:00 PM Page 3

131 3.1.1 Additional Names 6. This is the Additional Names - Find an Existing Value search page. You will have access to search for any employees within your HCM department. Search for the employee by their Empl ID or name. Click the Name - begins with dropdown button to activate the menu. 7. Click the contains list item. 8. Enter the desired information into the Name field. Enter a valid value e.g. "flintstone". 9. Click the Search button. Page 4 Date Created: 1/25/2016 6:30:00 PM

132 3.1.1 Additional Names 10. If only one employee matches the selected criteria, their data record will open directly. This is the Additional Names page. Notice the employee Name shown is the full name, formatted as explained earlier. The Name includes an "As of Date". This is the Effective Date for this name. Click the View Name History link. Date Created: 1/25/2016 6:30:00 PM Page 5

133 3.1.1 Additional Names 11. The Name History page appears. If there have been any name changes for the employee, multiple rows will display in order by Effective Date. The newest Effective Date is at the top and the oldest Effective Date is at the bottom. Click the View Names link. Page 6 Date Created: 1/25/2016 6:30:00 PM

134 3.1.1 Additional Names 12. The View Name page shows the different PeopleSoft fields that hold different parts of the employee's name, such as, Prefix, First Name, Middle Name, etc. Notice: Display Name strings together only the First Name and Last Name fields. Formal Name adds the Prefix field. Name strings together most of the name field elements in a very precise order: Suffix<space>LastName<comma>FirstName<space>MiddleName As mentioned at the beginning of this topic, understanding PeopleSoft name fields will help you use various search pages and create/edit private queries. Now return to the Name History page. Click the OK button. Date Created: 1/25/2016 6:30:00 PM Page 7

135 3.1.1 Additional Names 13. Exit the Name History page to return to the Additional Names page. Click the OK button. Page 8 Date Created: 1/25/2016 6:30:00 PM

136 3.1.1 Additional Names 14. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:30:00 PM Page 9

137 3.1.2 Modify a Person Modify a Person 1. Begin by navigating to the Modify a Person Contact Information page from the Main Menu. Navigation: Main Menu > Workforce Administration > Personal Information > Modify a Person Click the Workforce Administration menu. 2. Click the Personal Information menu. 3. Click the Modify a Person menu. Date Created: 1/25/2016 6:31:00 PM Page 1

138 3.1.2 Modify a Person 4. The Personal Information - Find an Existing Value search page appears. Enter the desired information into the Last Name field. Enter a valid value e.g. "flintstone". 5. Click the button. Page 2 Date Created: 1/25/2016 6:31:00 PM

139 3.1.2 Modify a Person 6. The Modify a Person - Contact Information page appears. These are the fields on the Contact Information page: Address Type: Used to designate different types of addresses, such as Home and Mailing. Most employees have only a Home address type stored in PeopleSoft. As of Date: Date the address became effective. Status: Indicates address status, such as A(ctive) or I(nactive). Address: Displays Address 1, Address 2, City, State, Postal code, and County for the employee. View Address Detail: Link to view the Address History page. Click the View Address Detail link. Date Created: 1/25/2016 6:31:00 PM Page 3

140 3.1.2 Modify a Person 7. The Address History page appears. An employee can use PeopleSoft Self Service to update their home address when needed. That data is stored here. If there have been any address changes for the employee since working at UTHealth, multiple rows will display in order by Effective Date. The newest Effective Date is at the top and the oldest Effective Date is at the bottom. Lets go back to the Contact Information Page. Click the OK button. Page 4 Date Created: 1/25/2016 6:31:00 PM

141 3.1.2 Modify a Person 8. These are the fields on the Contact Information page (continued): Phone Type: Used to designate different types of personal phones, such as home, main, etc. Telephone: area code/phone number Extension: phone extension number, if applicable. Preferred: Flag to indicate which of the listed personal phone types is preferred. Addresses group box: Business addresses are created by the Identity Manager and imported into HCM. Home addresses are entered by HR or Benefits for Applicant Tracking and Benefit purposes. The Business Address must remain Preferred as long as the employee is an active employee with UTHealth. Instant Message IDs group box: Not used at UTHealth. NOTE: Unlike Address data, Phone, and IM data is NOT effective-dated. 9. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:31:00 PM Page 5

142 3.1.3 Emergency Contact Emergency Contact 1. Begin by navigating to the Emergency Contact component from the Main Menu. Navigation: Main Menu > Workforce Administration > Personal Information > Personal Relationships > Emergency Contact Click the Workforce Administration menu. 2. Click the Personal Information menu. 3. Click the Personal Relationships menu. Date Created: 1/25/2016 6:31:00 PM Page 1

143 3.1.3 Emergency Contact 4. Click the Emergency Contact menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

144 3.1.3 Emergency Contact 5. The Emergency Contact - Find an Existing Value search page appears. Search by the employee's Empl ID, Name, or Last Name. Click the Name - begins with dropdown button to activate the menu. 6. The Emergency Contact - Find an Existing Value search page appears. Search by the employee's Empl ID, Name, or Last Name. Click the contains list item. 7. Enter the desired information into the Name field. Enter a valid value e.g. "flintstone". 8. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 3

145 3.1.3 Emergency Contact 9. The Contact Address Phone page is the first page of the Emergency Contact component. If the employee provides the information, it displays their emergency contact names, addresses, and home phone numbers. In the data navigation bar, the number of rows indicates the number of different contacts stored for the employee. There is no restriction on the number of contacts that can be listed. However, only one can be flagged as the primary emergency contact. The contact rows are listed in order by Contact Name. The primary contact person may not necessarily be stored in row 1. In this example, the employee has listed three emergency contacts. Scroll through the rows to see the Contact Name and their Relationship to the employee. Row 1 is listed as a neighbor. Click the Show next row button. Page 4 Date Created: 1/25/2016 6:31:00 PM

146 3.1.3 Emergency Contact 10. Row 2 is listed as the employee's spouse and also has the Primary Contact checkbox selected. Click the Show next row button. Date Created: 1/25/2016 6:31:00 PM Page 5

147 3.1.3 Emergency Contact 11. Row 3 is listed as the employee's child. Go back to the primary contact row. Click the Show previous row button. Page 6 Date Created: 1/25/2016 6:31:00 PM

148 3.1.3 Emergency Contact 12. These are the fields on the Contact Address/Phone page: Contact Name: Name of the emergency contact. Relationship to Employee: Contact's relationship to the employee. Primary Contact: Checkbox to indicate this is the primary/first person who should be notified in an emergency. Same Address/Phone as Employee: Used in data entry to copy the employee's Home address and/or Phone over to this emergency contact. Same Phone as Employee: Used in data entry to copy the employee's Home address over to the emergency contact. 13. These are the fields on the Contact Address/Phone page (continued): Employee's Current Address or Contact Address group box: Displays Country code, Address 1, Address 2, City, State, Postal code, and County for the emergency contact. Can be different from the employee if the Same Address checkbox is not selected. Employee's Phone or Contact Phone group box: Displays preferred phone number for the emergency contact. Can be different from the employee if the Same Phone checkbox is not selected. Click the Other Phone Numbers tab. Date Created: 1/25/2016 6:31:00 PM Page 7

149 3.1.3 Emergency Contact 14. The Other Phone Numbers page appears. Any additional numbers the employee provides for the emergency contact other than the preferred number are usually listed on this page. If needed, use the View All link to see more phone numbers. Click the Other Phone Numbers - View All link. Page 8 Date Created: 1/25/2016 6:31:00 PM

150 3.1.3 Emergency Contact 15. Emergency contact information is NOT automatically created and updated. Encourage employees to update their emergency contact information at least once a year using PeopleSoft Self Service. (This is the same place where employees can review their paychecks and timesheets.) 16. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:31:00 PM Page 9

151 3.2.1 Job Data Page Job Data - Page 1 1. Job data is created or updated through the various types of personnel actions listed here. You must have the Authorized Submitter security role to enter these PASS and Enterprise Form transactions in PeopleSoft HCM. Date Created: 1/25/2016 6:31:00 PM Page 1

152 3.2.1 Job Data Page 1 2. UTHealth allows an employee to hold more than one active position at a time. The details for each position are stored in the Job Data component using the combination of Empl ID and ERN fields. In Job Data, you can view only one ERN at a time. Page 2 Date Created: 1/25/2016 6:31:00 PM

153 3.2.1 Job Data Page 1 3. Before you enter a transaction, or after the transaction has been posted, you can use the Job Data component to review the information. Begin by navigating to the Job Data component from the Main Menu. Navigation: Main Menu > Workforce Administration > Job Information > Job Data Click the Workforce Administration menu. 4. Click the Job Information menu. 5. Click the Job Data menu. Date Created: 1/25/2016 6:31:00 PM Page 3

154 3.2.1 Job Data Page 1 6. The Job Data - Find an Existing Value search page appears. Enter the employee's Empl ID if known, or search by Name (Display Name format - First Name Last Name) or by Last Name. Enter the desired information into the Last Name field. Enter a valid value e.g. "wonka". 7. Click the Search button. Page 4 Date Created: 1/25/2016 6:31:00 PM

155 3.2.1 Job Data Page 1 8. If the employee you are searching for has only one position within your HCM department, their job data record will open directly. If the employee has multiple positions within your HCM department, they will display in the Search Results grid. You can view only one ERN at a time, so select the desired row. Click the Empl Record 0 link. Date Created: 1/25/2016 6:31:00 PM Page 5

156 3.2.1 Job Data Page 1 9. The Work Location page of the Job Data component appears for the selected EmplID and Empl Record (ERN). Notice the employee's Position Number and title. The Job Indicator field shows "Primary Job". Only one position can be flagged as primary. Depending on which row you selected from the Search Results grid, the Next in List/Previous In List buttons activate. Click the Next in List button. Page 6 Date Created: 1/25/2016 6:31:00 PM

157 3.2.1 Job Data Page On the Work Location page, the next Empl ID and ERN display. Notice the Position Number and title for this job. The Job Indicator field for all of the employee's other positions will show as "Secondary Job". Click the Next in List button. Date Created: 1/25/2016 6:31:00 PM Page 7

158 3.2.1 Job Data Page On the Work Location page, the next Empl ID and ERN display. Notice the Position Number and title for this Secondary Job. Now navigate back to the employee's ERN 0 job data record. Click the Previous in List button. Page 8 Date Created: 1/25/2016 6:31:00 PM

159 3.2.1 Job Data Page Click the Previous in List button. Date Created: 1/25/2016 6:31:00 PM Page 9

160 3.2.1 Job Data Page The Work Location page is the first of nine (9) pages in the Job Data component. It provides work information about the job such as the position number, job title, and hiring department. It is also used to specify the Effective Date, code, and Reason code for all personnel actions for any changes to the fields within this group of pages. 14. Job History is stored so that the newest row is at the top and the oldest row is at the bottom, similar to the way that personal Address History is stored. In the data navigation bar, you can click the Previous Row (left arrow) and Next Row (right arrow) buttons or use the Last link to go to the original row and the First link to go to the newest job data row. Click the Last link. Page 10 Date Created: 1/25/2016 6:31:00 PM

161 3.2.1 Job Data Page The last transaction row in a job data record is usually the Hire action for the employee. Click the First link. Date Created: 1/25/2016 6:31:00 PM Page 11

162 3.2.1 Job Data Page Now we are back at the most recent job data row for the employee. This is usually the "Current" effective-dated row, but may on occasion be a row effective-dated into the Future. These are the fields on the Work Location page (key fields are highlighted): Name: Displays the employee name and type (Employee or Non-employee) Empl ID: 6-digit employee identification number Empl Record: Defaults to 0. Tracks the number of positions held by an employee. Effective Date: Date the personnel action record becomes effective. Effective Sequence: Defaults to 0. Used if more than one action is recorded for the same Effective Date. Sometimes, multiple personnel actions need to be recorded for the same date. For example, recording separate transactions for a transfer and then a pay rate change in the new position will allow HR to better analyze their transactional data. PeopleSoft allows multiple transactions to be documented separately using the Effective Sequence field in combination with the Effective Date field. The system defaults the first Effective Sequence to be 0 for a given Effective Date and additional transactions on the same Effective Date increase the Effective Sequence by one. The higher the sequence number, the more recent the action. Page 12 Date Created: 1/25/2016 6:31:00 PM

163 3.2.1 Job Data Page These are the fields on the Work Location page (continued): HR Status: Indicates the status of the current job record in HCM. The /Reason code combination determines the value displayed. For example, when the code is "Retirement" and the Reason code is "Retirement with Benefits", the HR Status changes from Active to Retired. Payroll Status: Indicates the payroll or job status of the job record for payroll processing purposes. An employee can be active in the HCM system, but not be currently receiving pay. For example, the HR Status is "Active", but the Payroll Status is "Inactive" if an employee is on an unpaid Leave of Absence (LOA). 18. These are the fields on the Work Location page (continued): : Indicates the personnel taken (such as Hire, Pay Rate Change, or Termination). Reason: Indicates why the personnel was taken (such as New Position, Merit, or Health Reasons) Job Indicator: Indicates whether this is the employee's primary or secondary job. Only one will be identified as "Primary". Current: PeopleSoft displays either History, Current, or Future for each effective-dated row in the job data record. Maintain/View Notes: notepad icon used to access the Job Data Notepad page. Date Created: 1/25/2016 6:31:00 PM Page 13

164 3.2.1 Job Data Page These are the fields on the Work Location page: (continued) Position Number: 8-digit number (and description) for the position the employee holds in this ERN. This populates the position-related fields here from the Position Data component. Position Entry Date: Date this position number was assigned to this person. Defaults to the effective date. Position Management Record: Use to make changes to fields in the job data record that would otherwise be locked in by the position data record. Regulatory Region: Governing tax region (for example, United States) for this position. Company: Company code for this position (UTH). 20. These are the fields on the Work Location page (continued): Business Unit: Business unit for this position (UTHSC) Department: 8 digit code (and description/name) for the department to which the employee is assigned. Department Entry Date: Date the person was first assigned to this department. Location: Location code (and description) within the department. 3-digit Payroll ID. Establishment ID: Used to identify a group of employees for various system processes, "UTHOU" in most cases. Page 14 Date Created: 1/25/2016 6:31:00 PM

165 3.2.1 Job Data Page These are the fields on the Work Location page (continued): Date Created: Date the transaction was entered into PeopleSoft. Last Start Date: Most recent start date; date employee last became employed by UTHealth. Expected Job End Date: Expected end date for the job. Expected Return Date: Date displays when certain codes are used, such as Short Term Disability and Leave of Absence. 22. Use the tabs across the top or the hyperlinks at the bottom of the page to navigate through the rest of the pages in the Job Data component. You can also use the Return to Search button to look up another employee's job data record. Click the Return to Search button. Date Created: 1/25/2016 6:31:00 PM Page 15

166 3.2.1 Job Data Page You have successfully completed this topic. Continue to the next topics to learn about more Job Data pages. End of Procedure. Page 16 Date Created: 1/25/2016 6:31:00 PM

167 3.2.2 Job Data Pages Job Data - Pages Navigation: Main Menu > Workforce Administration > Job Information > Job Data Practice using the Job Data - Find an Existing Value search page. Enter the desired information into the Last Name field. Enter a valid value e.g. "wonka". 2. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 1

168 3.2.2 Job Data Pages Click the Empl Record 0 link. Page 2 Date Created: 1/25/2016 6:31:00 PM

169 3.2.2 Job Data Pages The Work Location page of the Job Data component appears for the selected EmplID and Empl Record (ERN). Click the Job Information tab. Date Created: 1/25/2016 6:31:00 PM Page 3

170 3.2.2 Job Data Pages This is the Job Information page. It contains data on the employee's job, such as job code and full time equivalency (FTE). The information at the top of the page, such as effective date and action/reason, defaults from the Work Location page. These are the fields on the Job Information page (key fields are highlighted): Job Code: Job code (and description) corresponding to the Position Number established on the Position Data component (defaults from Position Data). Entry Date: Date this position was first assigned to this job code. Supervisor Level/ID: Not used at UTHealth. Reports To: The position number (and description) to which this position reports. The Empl ID and name of the Reports To incumbent also display. 6. These are the fields on the Job Information page (continued): Regular/Temporary: Regular or Temporary employment status (defaults from Position Data). Full/Part: Full- or Part-Time employment status (defaults from Position Data). Empl Class: Not used at UTHealth. Officer Code: Not used at UTHealth. Page 4 Date Created: 1/25/2016 6:31:00 PM

171 3.2.2 Job Data Pages These are the fields on the Job Information page (continued): Regular Shift: Not used at UTHealth. Shift Rate: Not used at UTHealth. Classified Ind: Indicates if position is considered "Classified". This ties Job data to FTE classification on the Department Budget Earnings Table; defaults to "Classified". Shift Factor: Not used at UTHealth. Date Created: 1/25/2016 6:31:00 PM Page 5

172 3.2.2 Job Data Pages These are the fields on the Job Information page - Standard Hours group box (continued): Standard Hours: Employee's standard hours for the work period. Defaults from Position Data and may affect benefits processing. Work Period: Indicates the normal/standard work period for the position. Defaults from Position Data. FTE: Full-Time Equivalency; percent of full-time hours normally worked by the employee in this position. Adds to FTE Actual Count?: Check box indicating the FTE for this position is added to the actual count for budgeting purposes. When this is turned off, this position is excluded when processing FTE budgeting edits. Encumbrance Override: All UTHealth positions are encumbered on the Department Budget Earnings table EXCEPT casual and temporary positions. This field flags the ERN/position as a casual or temporary position and triggers the encumbrance process to skip it during the encumbrance calculations. Combined Standard Hours/FTE: Displays total standard hours and total FTE for all of the employee's active positions. Does not display if the employee has only one active position. Click the Vertical (down) scrollbar. Page 6 Date Created: 1/25/2016 6:31:00 PM

173 3.2.2 Job Data Pages These are the fields on the Job Information page (continued): Contract Number group box: Not used at UTHealth. Click the Expand section USA button. Date Created: 1/25/2016 6:31:00 PM Page 7

174 3.2.2 Job Data Pages These are the fields on the Job Information page - USA Group Box (continued): FLSA Status: Exempt or nonexempt status according to the U.S. Fair Labor Standards Act. Defaults from Position Data. Work Day Hours: Hours used in FLSA calculation for the basic rate formula. EEO Class: Regulatory status for the job based on the job code. Click the Job Labor link. Page 8 Date Created: 1/25/2016 6:31:00 PM

175 3.2.2 Job Data Pages The Job Labor page contains information regarding union contracts and is not being used by the University. Click the Payroll tab. Date Created: 1/25/2016 6:31:00 PM Page 9

176 3.2.2 Job Data Pages The fourth page in the Job Data component, Payroll, contains data affecting the employee's selection during payroll processing, such as pay group and employee type. These are the fields on the Payroll page: Payroll System: Payroll system used to process this person's paycheck. Values are: GP-Global Payroll, NA-Payroll for North America, OT-Other, PI-Payroll Interface. Pay Group: Displays the pay group for payroll processing. Employee Type: Indicates the type of employee (Salaried, Exception, hourly or Hourly). Defaults from the Pay Group Table; used by Benefits Administration eligibility rules. Holiday Schedule: Not used at UTHealth. Page 10 Date Created: 1/25/2016 6:31:00 PM

177 3.2.2 Job Data Pages These are the fields on the Payroll page (continued): Tax Location Code: Location code where payroll and tax data is processed for the employee's salary and wages; defaults from Department Table. FICA Status: Indicates an employee is eligible for FICA, Medicare Only, or neither. Appt Letter Designation: Indicates style of appointment letter employee will receive. Combination Code: Not used at UTHealth because it overrides funding in the Department Budget Table. Click the Salary Plan tab. Date Created: 1/25/2016 6:31:00 PM Page 11

178 3.2.2 Job Data Pages The Salary Plan page contains information about the employee's salary plan, grade level, step, and review data. These are the fields in the Salary Plan page: Salary Administration Plan: Displays the Salary Administration Plan code for the position; defaults from the Job code table updated from Position Data. Grade: Salary Grade associated with the job; defaults from the Job Code table updated from Position Data. Grade Entry Date: Not used at UTHealth. : Not used at UTHealth. Entry Date: Not Used at UTHealth. Includes Wage Progression Rule: Not used at UTHealth. 15. You have successfully completed this topic. Continue to the next topics to learn about more Job Data pages. End of Procedure. Page 12 Date Created: 1/25/2016 6:31:00 PM

179 3.2.3 Job Data Page Job Data - Page 6 1. Navigation: Main Menu > Workforce Administration > Job Information > Job Data This time, use the Empl ID on the Job Data - Find an Existing Value search page. Enter the desired information into the Empl ID field. Enter a valid value e.g. "107419". 2. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 1

180 3.2.3 Job Data Page 6 3. Click an entry in the Empl Record 0 row. Page 2 Date Created: 1/25/2016 6:31:00 PM

181 3.2.3 Job Data Page 6 4. The Work Location page of the Job Data component appears for the selected EmplID and Empl Record (ERN). Click the Compensation tab. Date Created: 1/25/2016 6:31:00 PM Page 3

182 3.2.3 Job Data Page 6 5. The Compensation page in the Job Data component contains information about the employee's regular earnings for base pay only. These are the fields on the Compensation page: Compensation Rate: Actual base pay salary amount the employee is paid for the position. It is derived by multiplying the Annual Comp Rate (in the Pay Components group box at the bottom of this page) times the FTE (on the Job Information page). The Compensation Rate field is used to calculate employee's regular pay in payroll processing. Frequency: How pay is quoted to the employee; may not be how often the employee is paid. UTHealth quotes base pay earnings for all employees as NAANNL except for casual and bi-weekly employees; casual/bi-weekly employees are quoted as NAHRLY. Defaulted from the Job Code. Page 4 Date Created: 1/25/2016 6:31:00 PM

183 3.2.3 Job Data Page 6 6. The Compensation Rate at the top of the page is referred to as the Actual Rate. The Comp Rate at the bottom of the page is referred to as the Annual or Annualized Rate. The Actual and Annual Rates will be the same for full-time employees. The Actual Rate will be less than the Annual Rate for part-time employees. 7. For example, let's say a full-time position pays an Annual Comp Rate of $50,000. For the full-time employee, $50,000 Annual Comp Rate x 1.0 FTE = $50,000 Actual Compensation Rate. If the employee changes to 20 hours per week, $50,000 Annual Comp Rate x 0.50 FTE = $25,000 Actual Compensation Rate. 8. Click the Expand section Comparative Information button. Date Created: 1/25/2016 6:31:00 PM Page 5

184 3.2.3 Job Data Page 6 9. These are the fields in the Comparative Information group box: Change Amount/Percent: Display area only showing the change in the amount/percentage of compensation for the rate code. When the compensation on this row is different than the previous row, the difference displays here. A positive Change Amount and Percent means the rate increased; a negative Change Amount and Percent means the rate decreased. Compa-Ratio: ratio of the actual compensation pay rate to the midpoint for the Salary Grade; used for compensation analysis. Example: Let's say the Salary Grade for a Web Developer is $35,000 - $55,000 with a mid-point of $45,000. If the employee earns $45,000, the Compa-Ratio is 1.0 ($45,000/$45,000). If the employee earns $40,000, the Compa-Ratio is.89 ($40,000/$45,000). If the employee earns $50,000, the Compa-Ratio is 1.11 ($50,000/$45,000). Click the Collapse section Comparative Information button. Page 6 Date Created: 1/25/2016 6:31:00 PM

185 3.2.3 Job Data Page Click the Expand section Pay Rates button. Date Created: 1/25/2016 6:31:00 PM Page 7

186 3.2.3 Job Data Page In the Pay Rates group box, the system calculates and displays the Annual, Monthly, Daily, and Hourly pay rates using the Comp Rate and Rate Code with the FTE applied. In the example shown here, the Hourly Pay Rate for the $53, Comp Rate, NAANNL Rate Code, and 0.51 FTE is calculated as follows: $53, annual / 260 work days per year = $ per day 8 hours per day / 0.51 FTE = 4.08 work hours per day $ per day / 4.08 work hours per day = $ per hour Click the Collapse section Pay Rates button. Page 8 Date Created: 1/25/2016 6:31:00 PM

187 3.2.3 Job Data Page These are the fields on the Pay Components group box - Amounts tab: Rate Code: Indicates how base earnings are quoted. For MOST employees, all base earnings (REG) are quoted as NAANNL (annual). Casual and bi-weekly employees are quoted as NAHRLY (hourly). Sequence: Allows additional rows of data for the same Rate Code. UTHealth business practice is to use a Rate Code once, so the only value you will see in the Sequence field is 0. Comp Rate: The Annualized Compensation amount for the position at full time (FTE 1.00) in association with each Rate Code. Currency: Type of currency used for the Rate code. UTHealth uses USD (US Dollars). Frequency: Frequency that defaults from the Rate Code. NAANNL has a frequency of "A" for annual, NAHRLY has a frequency of "H" for hourly. Percent: Percent if the rate code is percent. Not used at UTHealth. Click the Controls tab. Date Created: 1/25/2016 6:31:00 PM Page 9

188 3.2.3 Job Data Page These are the additional fields on the Pay Components group box - Controls tab: Source : The system displays the source of the rate code, such as Absorbing Premium, Seniority Pay, Job Code, or Manual. Calculated by: None: The rate on the rate code table itself is used. This value uses the current functionality. Manually Updated: When this check box is turned on, it indicates that the pay component was changed manually. Default Without Override: When this check box is turned on, ensures that default values of the pay component are display-only and cannot be manually updated on this page. Not used at UTHealth. Details: If turned on, click to view the details of the Rate Code definition and to access the Rate Code page where more information about the rate code is displayed. Click the Changes tab. Page 10 Date Created: 1/25/2016 6:31:00 PM

189 3.2.3 Job Data Page These are the additional fields on the Pay Components group box - Changes tab: Change Amount: The dollar amount increased/decreased for this effective date, effective sequence, action, and reason. Currency: Indicates the type of currency used for the Rate Code. UTHealth uses USD (US Dollars). Frequency: Frequency associated with the rate code. Change Percent: The percent amount increased/decreased for this effective date, effective sequence, action, and reason. Click the Next Row button. Date Created: 1/25/2016 6:31:00 PM Page 11

190 3.2.3 Job Data Page We have scrolled to row 4 of the job record here to illustrate a pay rate change. The Comparative Information group box displays any change amount and percent when the current row differs from the next row. However, the Changes tab is used for ease of data entry. So, in this example, a pay rate change could be input on the Changes tab as either a $2,040 Change Amount or a 2% Change Percent; then the Calculate Compensation button calculates the other Change field and also updates the total Comp Rate on the Pay Components - Amounts tab. If the new Comp Rate is entered directly on the Amounts tab, clicking the Calculate Compensation button updates the Change Amount and Change Percent fields on the Changes tab. Remember, positive numbers here indicate an increase and negative numbers indicate a decrease in pay. Now return to the current Job Data row. Click the First link. Page 12 Date Created: 1/25/2016 6:31:00 PM

191 3.2.3 Job Data Page Click the Conversion tab. Date Created: 1/25/2016 6:31:00 PM Page 13

192 3.2.3 Job Data Page These are the additional fields on the Pay Components group box - Conversion tab: Convert Comp Rate: Displays the converted compensation rate for the pay component to the specified currency and compensation frequency. Currency: Indicates the type of currency used for the Rate Code. UTHealth uses USD (US Dollars). Frequency: Indicates the frequency that defaults from the Rate Code. For example, NAANNL has a Frequency of "A" for annual. Apple FTE: Indicates the Rate Code to be calculated as part of FTE. UTHealth uses this checkbox to apply the FTE rate against the annualized Comp Rate to calculate the actual Compensation Rate value used for payroll. 18. You have successfully completed this topic. Continue to the next topic to learn about the rest of the Job Data pages. End of Procedure. Page 14 Date Created: 1/25/2016 6:31:00 PM

193 3.2.4 Job Data Pages Job Data - Page Navigation: Main Menu > Workforce Administration > Job Information > Job Data This is the Work Location page of the Job Data component for the selected EmplID and Empl Record (ERN). The last topic reviewed the Compensation tab. To access the remaining Job Data pages, you must use the links at the bottom of the page. Click the Employment Data link. Date Created: 1/25/2016 6:31:00 PM Page 1

194 3.2.4 Job Data Pages The Employment Information page is used for optional job data such as business title and work phone number, as well as various employment dates. The information on this page is NOT effective-dated, so it tells you about the employee's current information for this Empl Rcd #. These are the fields on the Employment Information page - Organizational Instance group box (key fields are highlighted): Organizational Instance Rcd: Number of the instance associated with this job data record; usually the same as the Empl Record Nbr. Original Start Date/Override: Defaults to the employee's hire date. Depending on company policy, Override checkbox can be used to override the system-populated date for special cases such as mergers and acquisitions. Last Start Date: Displays the most recent start date; date employee was last hired/rehired. First Start Date: Defaults to employee's original start date (hire date) at UTHealth; system uses this date as the hire date in reports. In this example, the Original Start date, Last Start Date, and First Start Date are the same, indicating the employee has been continuously employed at the university with no breaks in service. Page 2 Date Created: 1/25/2016 6:31:00 PM

195 3.2.4 Job Data Pages The Original Start Date is triggered by the New Hire code. If an employee leaves the university, and is later rehired, a Rehire code is entered into PeopleSoft. This transaction updates the Last Start Date to match the Effective Date of the Rehire, but it leaves the Original Start Date field unchanged. In this example, the Last Start Date is different than the Original Start Date and First Start Date. This indicates at least one break in service, with the most recent Rehire code effective 04/21/2014. Date Created: 1/25/2016 6:31:00 PM Page 3

196 3.2.4 Job Data Pages These are the fields on the Employment Information page - Organizational Instance group box (continued): Termination Date: Date the employee terminated employment. PeopleSoft displays the day before the Effective Date of the Termination code as the Termination Date and the Date Last Worked. Org Instance Service Date/Override: Effective date when the person commenced with the university; defaults to the effective date of the Hire code. Override checkbox can be used to override the system-populated date. Years/Months/Days: System-calculated total employment service. UTHealth uses a custom Service Dates page to calculate all confirmed state service for benefits calculations. Page 4 Date Created: 1/25/2016 6:31:00 PM

197 3.2.4 Job Data Pages Termination and Leave Dates The Effective Date entered for a Termination or Leave of Absence code is NOT the employee s last day of work, but rather the first day the employee is no longer working for the university. If the employee s last work day is used as the Effective Date, the payroll system will not pay the employee for that last day. In this example, the Effective Date for the Termination code is (Saturday) 05/30/2015. Compare this to the Employment Data page. Click the Employment Data link. Date Created: 1/25/2016 6:31:00 PM Page 5

198 3.2.4 Job Data Pages For a Termination or Leave of code, the system uses the Effective Date of the Transaction to calculate the Termination Date/Last Day Worked. Because the Termination Effective Date was 05/30/2015, this page shows the employee's Termination Date or Last Day Worked as (Friday) 05/29/2015. Page 6 Date Created: 1/25/2016 6:31:00 PM

199 3.2.4 Job Data Pages These are the fields on the Employment Information page - Organizational Assignment Data group box: Last Assignment Start Date: Displays the most recent start date of this assignment. First Assignment Start Date: Displays the original start date for this assignment. Assignment End Date: If applicable, displays the effective date of the job data row with the Termination. Home/Host Classification: Indicates whether this record is for the Home or Host country for tracking global assignments. Defaults to Home. Not used at UTHealth. Company Seniority Date/Override: Date used to calculate seniority (Year, Months, Days). Use checkbox to override the system-populated date. Defaults to Hire Date at UTHealth. See custom Service Dates page to view total state service. Date Created: 1/25/2016 6:31:00 PM Page 7

200 3.2.4 Job Data Pages These are the fields on the Employment Information page - Organizational Assignment Instance group box (continued): Benefits Service Date/Override: Date used to calculate benefits eligibility. Override checkbox used to override the system-populated date. System displays total years, months, and days of service here using this date. Seniority Pay Calc Date/Override: Dates system should use to calculate senioritybased pay; defaults to original start date. Override checkbox used to override the systempopulated date. Not used at UTHealth. Probation Date: Date employee placed on probation. Professional Experience Date: Date on which the employee began working in a job requiring the skills directly related to the current position. Not used at UTHealth. Last Verification Date: Date the employee last verified his/her personal data in the system. Business Title: Official title for this position; defaults to Position Description which defaults from Jobcode Description. Position Phone: Work phone number assigned to this position. Click the Time Reporter Data link. Page 8 Date Created: 1/25/2016 6:31:00 PM

201 3.2.4 Job Data Pages Use the Time and Labor Data page to review an employee's time reporter information. In addition to the link on the Job Data - Employment tab, you can view this page using the following menu path: Navigation: Main Menu > Time and Labor > Enroll Time Reporters > Maintain Time Reporter Data NOTE: Time and Labor Approvers can change the time approver for a particular employee using this custom path: Navigation: Main Menu > Time and Labor > UT Custom TL > Maintain TL Approver. (Refer to the online course PeopleSoft HCM Time & Labor for Approvers for more information.) Date Created: 1/25/2016 6:31:00 PM Page 9

202 3.2.4 Job Data Pages These are the fields on the Time and Labor Data page: Effective Date: Effective Date for time reporting; usually the same as or after the employee's hire date. Status: Time reporting status. Send Time to Payroll: Select to send the time reporter's time to the payroll system. Time Reporter Type: How the employee enters time, Elapsed or Punch time. Commitment Accounting For Taskgroup/Department: Automatically selected if the time reporter's Taskgroup/Department is defined for commitment accounting. Page 10 Date Created: 1/25/2016 6:31:00 PM

203 3.2.4 Job Data Pages These are the fields on the Time and Labor Data page (continued): Time Period ID: Period used to differentiate between reported time that falls within the current period and time that falls within a prior period. Workgroup: Group that identifies the default rules when processing the employee's reported time. Taskgroup: Group that defines the default task template, task profile, and time reporting templates. Time Approver: Empl ID of the person authorized to approve reported time for the employee. Time Entry Proxy: Empl ID of the person to whom the Time Approver has delegated approver authority, if applicable. Time Zone: Time zone in which the time reporter enters time. Click OK to return to the the Job Data - Employment tab. Click the OK button. Date Created: 1/25/2016 6:31:00 PM Page 11

204 3.2.4 Job Data Pages The Job Data - Employment Information page reappears. Click the Expand section USA button. Page 12 Date Created: 1/25/2016 6:31:00 PM

205 3.2.4 Job Data Pages These are the fields on the Employment Information page - USA group box: (continued) Owns 5% (or more) of company: Not used at UTHealth.. Appointment End Date: Not used at UTHealth. Contract Length: Not used at UTHealth. Accrue Tenure Services: Not used at UTHealth. FTE for Tenure Accrual: Not used at UTHealth.. Service Calculation Group: Not used at UTHealth. Code for group with the same calculation rules applied to their service accrual process. FTE for Flex Service Accrual: Not used at UTHealth. FTE value for prorating the employee s accrued service. Click the Earnings Distribution link. Date Created: 1/25/2016 6:31:00 PM Page 13

206 3.2.4 Job Data Pages This is the Job Earnings Distribution page. It is used to distribute the costs of a person's compensation among different Account Codes UTHealth is NOT using the Earnings Distribution page in the Job Data component. The Department Budget Table in Commitment Accounting is used to fund base pay salaries. Click the Benefits Program Participation link. Page 14 Date Created: 1/25/2016 6:31:00 PM

207 3.2.4 Job Data Pages This is the Benefits Program Participation Page. This page provides benefit-related information such as the benefit program in which the employee participates and the Effective Date of participation. These are the fields on the Benefits Program Participation page - Benefit Status group box: Benefit Record Number: Identifier that links two or more jobs together for benefits purposes. BRN is usually 0 at UTHealth; even if an employee has multiple concurrent jobs, they will have only one Benefit Record Number, 0. If the employee is a working retiree, then the BRN is 99. Benefits System: The software application used to record benefits information. UTHealth uses PeopleSoft Base Benefits. Benefits Employee Status: Indicates employee s benefits status. Annual Benefits Base Rate: Indicates the amount the employee earned, including regular pay and any additional pay; used for benefits calculations and deductions. Date Created: 1/25/2016 6:31:00 PM Page 15

208 3.2.4 Job Data Pages In this example, note the Data Change code and the Annual Benefits Base Rate (ABBR) Reason Code. At the beginning of each fiscal year, the Benefits Department runs a batch process to calculate each employee's total earnings, including regular pay and any additional pay. This figure becomes the new Annual Benefits Base Rate for benefits calculations, and the transaction is reflected in the job record as an ABBR row. Page 16 Date Created: 1/25/2016 6:31:00 PM

209 3.2.4 Job Data Pages The Benefits Administration Eligibility group box is not used at UTHealth. These are the fields on the Benefits Program Participation page - Benefits Program Participation group box: Effective Date: Effective date for the employee's enrollment into the benefit program; allows you to keep a history of employee's benefits program participation. Benefit Program: Benefit program in which you are enrolling the employee. Defaults from the Pay Group Table. Currency Code: Currency code specified for the specified benefit program. Date Created: 1/25/2016 6:31:00 PM Page 17

210 3.2.4 Job Data Pages You have successfully completed this topic. End of Procedure. Page 18 Date Created: 1/25/2016 6:31:00 PM

211 3.2.5 Workforce Job Summary Workforce Job Summary 1. Begin by navigating to the Workforce Job Summary component from the Main Menu. Navigation: Main Menu > Workforce Administration > Job Information > Review Job Information > Workforce Job Summary Click the Workforce Administration menu. 2. Click the Job Information menu. 3. Click the Review Job Information menu. Date Created: 1/25/2016 6:31:00 PM Page 1

212 3.2.5 Workforce Job Summary 4. Click the Workforce Job Summary menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

213 3.2.5 Workforce Job Summary 5. This is the Workforce Job Summary - Find an Existing Value search page. If you were looking at an employee in Job Data, when you come to this page, it will remember/carry over the Empl ID you were looking at. In this example we will clear the Empl ID and search by Last Name. Click the Clear button. Date Created: 1/25/2016 6:31:00 PM Page 3

214 3.2.5 Workforce Job Summary 6. The Search Criteria page will allow you different options to search for an employee. In this example, we will search by Last Name. Enter the desired information into the Last Name field. Enter a valid value e.g. "Wonka". 7. Click the Search button. Page 4 Date Created: 1/25/2016 6:31:00 PM

215 3.2.5 Workforce Job Summary 8. The Search Results grid displays any matching criteria. This employee has Empl Record 0, 1, and 2. This means the employee has multiple positions in the university, but you can review only one ERN at a time. Click anywhere on the desired row to retrieve that job summary. Click the Empl Record 0 link. Date Created: 1/25/2016 6:31:00 PM Page 5

216 3.2.5 Workforce Job Summary 9. The Workforce Job Summary page appears. Below the employee name is a link to Go To Job Data instead of this summary view. This is available if you need to switch to a more detailed view. Click the Go To Job Data link. Page 6 Date Created: 1/25/2016 6:31:00 PM

217 3.2.5 Workforce Job Summary 10. The Job Data - Work Location page for the selected Empl ID and Empl Record appears. Use the breadcrumbs at the top of the page to return to Workforce Job Summary. Click the Workforce Job Summary menu. Date Created: 1/25/2016 6:31:00 PM Page 7

218 3.2.5 Workforce Job Summary 11. The Workforce Job Summary page reappears. It summarizes each effective-dated row in the Job Data record, showing the action and basic job, work location, and salary information associated with a particular employee. Workforce Job Summary has five sub-tabs. The information that appears depends on the sub-tab that you select. You can navigate through the tabs independently. If you prefer, you can also click on the Show all columns button for a wide horizontal view of the same information and then use the horizontal scroll bar. Click the Show all columns button. Page 8 Date Created: 1/25/2016 6:31:00 PM

219 3.2.5 Workforce Job Summary 12. The tabs are replaced with additional data columns to the right. Click the Horizontal (right) scrollbar. Date Created: 1/25/2016 6:31:00 PM Page 9

220 3.2.5 Workforce Job Summary 13. The Click the Horizontal (left) scrollbar. Page 10 Date Created: 1/25/2016 6:31:00 PM

221 3.2.5 Workforce Job Summary 14. For the remainder of this topic, we will work with the "tabs" view of the Workforce Job Summary component. Click the Show tabs button. Date Created: 1/25/2016 6:31:00 PM Page 11

222 3.2.5 Workforce Job Summary 15. The Workforce Job Summary - General tab displays the Organizational Relationship, Empl Record, Effective Date, Sequence,, and Reason for all rows in Job Data. (The Key Person flag is rarely used.) As always, the newest Effective Date is at the top and the oldest Effective Date is at the bottom. Click the Job Information tab. Page 12 Date Created: 1/25/2016 6:31:00 PM

223 3.2.5 Workforce Job Summary 16. The Workforce Job Summary - Job Information tab is where you will find details such as Job Code, Empl Type, Empl Status, Full/Part Time, Reg/Temp, Standard Hours, and Work Period for each personnel action. Click the Work Location tab. Date Created: 1/25/2016 6:31:00 PM Page 13

224 3.2.5 Workforce Job Summary 17. The Workforce Job Summary - Work Location tab is where you will find details on where the employee worked within the organization for each personnel action -- Department short name, Location description, and Reports to manager name. Click the Salary Plan tab. Page 14 Date Created: 1/25/2016 6:31:00 PM

225 3.2.5 Workforce Job Summary 18. The Workforce Job Summary - Salary Plan tab displays the employee's Salary Plan and Grade, Paygroup, and compensation frequency for each personnel action. Click the Compensation tab. Date Created: 1/25/2016 6:31:00 PM Page 15

226 3.2.5 Workforce Job Summary 19. The Workforce Job Summary - Compensation tab displays from Job Data the employee's Annual, Monthly, Daily, and Hourly base pay compensation Rates, Currency, and Change Percent for each personnel action. The Components link displays the Salary Components page (same as the Job Data - Compensation tab, Pay Components group box). 20. You have successfully completed this topic. End of Procedure. Page 16 Date Created: 1/25/2016 6:31:00 PM

227 3.2.6 Multiple Jobs Summary Multiple Jobs Summary 1. Begin by navigating to the Multiple Jobs Summary component from the Main Menu. Navigation: Main Menu > Workforce Administration > Job Information > Review Job Information > Multiple Jobs Summary Click the Workforce Administration menu. 2. Click the Job Information menu. 3. Click the Review Job Information menu. Date Created: 1/25/2016 6:31:00 PM Page 1

228 3.2.6 Multiple Jobs Summary 4. Click the Multiple Jobs Summary menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

229 3.2.6 Multiple Jobs Summary 5. The Multiple Jobs Summary - Find an Existing Value search page appears. In this example, we will search by Last Name. Enter the desired information into the Last Name field. Enter a valid value e.g. "Wonka". 6. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 3

230 3.2.6 Multiple Jobs Summary 7. Multiple Jobs Summary displays a summary of all ERNs/positions for the employee. In this example, the selected employee has three active positions, all of which are listed on this page. As you have seen elsewhere in PeopleSoft, Multiple Jobs Summary has three tabs which you can navigate independently or use the Show all columns button for a wider horizontal view of the same information. Page 4 Date Created: 1/25/2016 6:31:00 PM

231 3.2.6 Multiple Jobs Summary 8. The As of Date at the top of the page populates a new row based on any position changes, such as new hire, change position, and add an additional position. On the Multiple Jobs page - Employee tab, the additional fields displayed here that are not shown in Workforce Job Summary are: Pay Status Job Indicator Click the Position Data tab. Date Created: 1/25/2016 6:31:00 PM Page 5

232 3.2.6 Multiple Jobs Summary 9. On the Multiple Jobs page - Position Data tab, the fields displayed here that are not shown in Workforce Job Summary are: Position short description Department name (long) Location code name (long) Click the Job Information object. Page 6 Date Created: 1/25/2016 6:31:00 PM

233 3.2.6 Multiple Jobs Summary 10. On the Multiple Jobs page - Job Information tab, the fields displayed here that are not shown in Workforce Job Summary are: Business Unit Job Title 11. You successfully viewed the Multiple Jobs Summary component. End of Procedure. Date Created: 1/25/2016 6:31:00 PM Page 7

234 3.3.1 Service Date Page Service Date Page 1. Begin by navigating to the Service Dates page. Navigation: Main Menu > Workforce Administration > UT Custom HR > Service Dates Click the Workforce Administration menu. 2. Click the UT Custom HR menu. 3. Click the Use menu. Date Created: 1/25/2016 6:31:00 PM Page 1

235 3.3.1 Service Date Page 4. Click the Service Dates menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

236 3.3.1 Service Date Page 5. The Ut Longevity Calc - Find an Existing Value basic search page appears. If needed, you can click the Advanced Search link to search by the employee's name. Enter the desired information into the begins with field. Enter a valid value e.g. "131098". 6. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 3

237 3.3.1 Service Date Page 7. The Service Dates - Ut Longevity Calc page appears. To correctly calculate service for employees who are direct transfers from another state agency and to prevent giving double credit for state service time, the End Date of previous employment will be listed as the end of the month before their Begin Date with The University of Texas Health Science Center at Houston. For example, an employee s End Date with another Texas agency is 03/23/2001, and their Begin Date with UTHealth is 03/26/2001. In PeopleSoft, you will see the End Date of 2/28/2001 for past employment and comments listing the actual End Date. Page 4 Date Created: 1/25/2016 6:31:00 PM

238 3.3.1 Service Date Page 8. Because this is a very wide, horizontal page, you must use the horizontal scroll bar to view all of the columns on the Service Dates page. These are the fields on the Service Dates - Ut Longevity Calc page: Empl ID: Employee s EmplID and Name. Date: Date the service row was entered into PeopleSoft. Service Begin Date: Actual beginning date of employment for the state agency. Service End Date: Actual ending date of employment for the state agency. Full/Part Time: Full- or part-time indicator for this service row. : code from Job Data record that triggered this service row. 9. These are the fields on the Service Dates - Ut Longevity Calc page (continued): Service Type: H (UTHealth), S (State Service), or (U) University Service. (LON) Number of Service Days: Number of service days calculated for longevity. (LON) New ESD: Employment service date used to calculate longevity. (LON) Current Eligibility Date: Longevity eligibility date for the current service row. (LON) Current Effective Date: Longevity current effective date for this service row. Click the Horizontal (right) scrollbar. Date Created: 1/25/2016 6:31:00 PM Page 5

239 3.3.1 Service Date Page 10. These are the fields on the Service Dates - Ut Longevity Calc page (continued): (LON) Next Eligibility Date: Next longevity eligibility date (upon which Longevity amount will increase). (LON) Next Effective Date: Next longevity effective date for this service row. (LON) Years of State Svc: Total years of State service used to calculate current longevity row. (LON) Current Amount: Longevity dollar amount to be paid in the first pay period of each month. 11. These are the fields on the Service Dates - Ut Longevity Calc page (continued): (VSL) Service Months: Total months of state service for vacation/sick leave for the current service row. (VSL) Running Total Months: Sum total months of state service for vacation/sick leave for ALL service rows. (VSL) UTHSC Months: UTHealth service in months for vacation/sick leave. (VSL) State Months: State service in months for vacation/sick leave. 12. You have successfully completed this topic. End of Procedure. Page 6 Date Created: 1/25/2016 6:31:00 PM

240 3.3.2 BRP Tracking Page BRP Tracking Page 1. Lets take a look at where on the menu the BRP Tracking page is. Navigation: Main Menu > Workforce Administration > UT Custom HR > BRP Tracking Click the Workforce Administration menu. 2. Click the UT Custom HR menu. 3. Click the Use menu. Date Created: 1/25/2016 6:31:00 PM Page 1

241 3.3.2 BRP Tracking Page 4. Click the BRP Tracking menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

242 3.3.2 BRP Tracking Page 5. The BRP Tracking - Find an Existing Value basic search page appears. If needed, you can click the Advanced Search link to search by the employee's name. Enter the desired information into the begins with field. Enter a valid value e.g. "107053". 6. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 3

243 3.3.2 BRP Tracking Page 7. The BRP Tracking page appears. The Handbook of Operating Procedures (HOOP ( Section 5.09 explains: According to the State Legislature and the Office of General Counsel at UT System, Benefits Replacement Pay must be subtracted from the employee's annual salary to determine if the employee's salary is at the minimum of the salary range. In 1995 the 74th State Legislature enacted into law SB102, which eliminated the "state paid FICA" benefit and in lieu of that benefit provided a salary supplement called "Benefits Replacement Pay" to eligible employees. BRP was rolled into base pay in Section of the Government Code provides a definition of an "eligible state employee" for BRP as an individual who (1) was employed by a state agency on 8/31/95 and (2) was eligible on 8/31/95 for state payment of the employee tax under Government Code Section as it then existed. In addition, an individual must not have a breakin-state-service of twelve months or more, since 8/31/95. Page 4 Date Created: 1/25/2016 6:31:00 PM

244 3.3.2 BRP Tracking Page 8. The BRP Tracking page is a historical record of employee's eligibility for the BRP benefit, and if so, the dollar amount that was received. 9. You have successfully completed this topic. End of Procedure. Date Created: 1/25/2016 6:31:00 PM Page 5

245 3.3.3 Tenure Dates Page Tenure Dates Page 1. Begin by navigating to the Tenure Dates page. Navigation: Main Menu > Workforce Administration > UT Custom HR > Tenure Dates Click the Workforce Administration menu. 2. Click the UT Custom HR menu. 3. Click the Use menu. Date Created: 1/25/2016 6:31:00 PM Page 1

246 3.3.3 Tenure Dates Page 4. Click the Tenure Dates menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

247 3.3.3 Tenure Dates Page 5. The Tenure Dates - Find an Existing Value search page appears. Enter the employee's Empl ID or click the Advanced Search link to search by Name. Enter the desired information into the begins with field. Enter a valid value e.g. "118711". 6. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 3

248 3.3.3 Tenure Dates Page 7. This is an example of a faculty member who is On Tenure Track. Page 4 Date Created: 1/25/2016 6:31:00 PM

249 3.3.3 Tenure Dates Page 8. This is an example of a faculty member who is Off Tenure Track. Date Created: 1/25/2016 6:31:00 PM Page 5

250 3.3.3 Tenure Dates Page 9. This is an example of a faculty member who was Awarded Tenure. These are the fields on the Tenure Dates page: Effective Date: Effective date of the change in tenure. On Tenure Track: Indicates if the employee is on tenure track. Off Tenure Track: Indicates if the employee is not currently on track for tenure. Awarded Tenure: Indicates if the employee has achieved tenure. Comments: Additional comments about the record, such as why an employee has gone off tenure track after being awarded tenure. 10. You have successfully completed this topic. End of Procedure. Page 6 Date Created: 1/25/2016 6:31:00 PM

251 4.1 Additional Pay 4.1 Additional Pay 1. Additional Pay data is created or updated through the various types of personnel actions listed here. You must have the Authorized Submitter security role to enter these PASS and Enterprise Form transactions in PeopleSoft HCM. 2. There are three general types of Additional Pay: On-going - for LON (longevity) and HAZ (hazard) earnings codes only One-time - for a one-time additional payment only, such as ACH, AWD, LSM, etc. Recurring - for a recurring additional pay amount to be paid each pay period through the funding end date. Longevity pay is managed through the Benefits and SDR teams. Hazard pay is only applicable to UTPD. Use the appropriate PASS or Form transaction for the other types of additional pay. Date Created: 1/25/2016 6:31:00 PM Page 1

252 4.1 Additional Pay 3. Before you enter a transaction, or after the transaction has been posted, you can use the Additional Pay component to review the information. Begin by navigating to the Additional Pay page. Navigation: Main Menu > Payroll for North America > Employee Pay Data USA > Create Additional Pay Click the Payroll for North America menu. 4. Click the Employee Pay Data USA menu. 5. Click the Create Additional Pay menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

253 4.1 Additional Pay 6. The Create Additional Pay - Find an Existing Value page appears. Data is stored here by Empl ID and ERN. If the employee you are searching for has: No Additional Pay record, the page opens, but the data fields will be blank. Only one ERN within your HCM department with Additional Pay, the record will open directly. Multiple ERNs within your HCM department with Additional Pay, they will display in the Search Results grid. You can view only one ERN at a time, so select the desired row. For this example, we will search for Jane Marple's Additional Pay information. Enter the desired information into the Last Name field. Enter a valid value e.g. "marple". 7. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 3

254 4.1 Additional Pay 8. The Create Additional Page for the selected Empl ID and ERN appears. Here Additional Pay data is organized into nested sections/group boxes: Additional Pay: Multiple rows equals multiple Additional Pay Earnings Codes (types of additional pay) the employee receives/received in addition to their base pay. Effective Date: Multiple rows in this group box indicate there have been effectivedated changes to the selected Additional Pay Earnings Code since it was first awarded. Payment Details: Multiple Payment Detail rows means the Earnings Code is being paid from multiple Combination Codes (ChartField strings). Applies to Pay Periods: Determines the pay period(s) in which the additional pay item is to be paid out. Job Information: Brief summary of the job-related data as of the Effective Date on the Additional Pay page and the fields you would like to override. Tax Information: Used to set the default tax attributes for the associated additional pay item. Because of the nested group boxes, it may be easier to review any details by looking at one Additional Pay earnings code at a time, rather than using the "View All" option. Click the Additional Pay - Last link. Page 4 Date Created: 1/25/2016 6:31:00 PM

255 4.1 Additional Pay 9. In the Additional Pay group box, any Additional Pay the employee receives/received is listed here by Earnings Code in alphabetical order. In this example, row 4 of 4 is for the earnings code TAS - Temp Admin Pay Supplement. Click the Show previous row button. Date Created: 1/25/2016 6:31:00 PM Page 5

256 4.1 Additional Pay 10. In this example, row 3 of 4 is for the earnings code RTL - Retro Longevity. Click the Show previous row button. Page 6 Date Created: 1/25/2016 6:31:00 PM

257 4.1 Additional Pay 11. In this example, row 2 of 4 is for the earnings code LSM - Lump Sum Merit. Click the Show previous row button. Date Created: 1/25/2016 6:31:00 PM Page 7

258 4.1 Additional Pay 12. In this example, row 1 of 4 is for the earnings code LON - Longevity. When you review this data, first scroll through the Earnings Codes. Use the Additional Pay data navigation bar to find the Earnings Code you want to view. Then look at the group boxes below that for the details. Page 8 Date Created: 1/25/2016 6:31:00 PM

259 4.1 Additional Pay 13. In the Effective Date group box, there may be one or more rows for the selected Earnings Code. This example shows the longevity earnings code has twelve (12) effective-dated rows. If needed, use the data navigation bar for this group box to review the rows. Click the Effective Date Last link. Date Created: 1/25/2016 6:31:00 PM Page 9

260 4.1 Additional Pay 14. Remember, in PeopleSoft when effective dates are used to track history, the last or "bottom of the stack" is the original data row, and the first or "top of the stack" is the latest row. In this example, compare the original/bottom row (#12) Effective Date and Earnings amount with the latest/top row (#1). Click the Effective Date First link. Page 10 Date Created: 1/25/2016 6:31:00 PM

261 4.1 Additional Pay 15. This is the most recent Effective Date and Earnings amount for the LON Earnings Code. Date Created: 1/25/2016 6:31:00 PM Page 11

262 4.1 Additional Pay 16. Now look at the Payment Details group box for this Additional Pay Earnings Code and this Effective Date. These are the fields In the Additional Pay - Payment Details group box (key fields are highlighted): Addl Seq Nbr: Indicates the number of Payment Details rows for this additional pay earnings code, starting with "1". The system uses the Addl Seq Nbr to uniquely identify the row, and it appears in the Paysheet panels. If the Earn Code is funded through only one source, there will be only one Addl Seq Nbr If the Earn Code is funded from multiple sources, there will be multiple Addl Seq Nbrs assigned to each Payment Detail Row for this Earn Code and Effective Date. End Date: Indicates when the additional earnings should no longer be paid; the funding end date. Recurring Addl Pay is usually funded for the fiscal year, but may end sooner than 08/31 if the funding source has an earlier expiration date or the reason/justification for the additional pay has terminated. One-time Addl Pay does not require a funding End Date, but UTHealth typically uses the end of the pay period as the End Date to prevent overpayments. Once an employee qualifies for longevity pay, it does not end while the employee is active, so LON Addl Pay rows will have a blank funding End Date. Page 12 Date Created: 1/25/2016 6:31:00 PM

263 4.1 Additional Pay 17. These are the fields in the Additional Pay - Payment Details group box (continued): Rate Code: The compensation rate code to be used to calculate additional pay. Not used at UTHealth. Reason: Reason for the additional pay. This field is optional; it is not used for Payroll processing. Not used at UTHealth. Earnings: Indicates a fixed amount of the additional pay for each pay period. Hours: Number of hours worked, which is multiplied by the amount in the Hourly Rate field when the additional pay is based on hours. Not used at UTHealth. Hourly Rate: Hourly rate for the additional pay. This rate is multiplied by the number of hours in the Hours field when additional pay is based on hours. Not used at UTHealth. Date Created: 1/25/2016 6:31:00 PM Page 13

264 4.1 Additional Pay 18. These are the fields in the Additional Pay - Payment Details group box (continued): Goal Amount: Indicates a limit, or goal, for the total amount of the additional pay for the period defined (Effective Date thru End Date). This field is only used for one-time payments. Goal Balance: For one-time payments, indicates the amount paid for this additional pay; amount is updated after every payroll run during the confirmation process. When the current goal balance equals the goal amount for this additional pay, the system automatically stops paying the additional pay. Example: Let's say a semi-monthly pay employee has earned a one-time additional pay Award of $500 to be paid on 09/01. This would appear here as Earnings Code AWD, Effective Date 09/01/YYYY, End Date 09/15/YYYY, Earnings $500, Goal Amount $500. After the 09/01-09/15 payroll run is confirmed, the system would update the Goal Balance to $500. When the 09/16-09/30 payroll runs, the system sees that the Goal Amount equals the Goal Balance and discontinues payment of the AWD additional pay. Page 14 Date Created: 1/25/2016 6:31:00 PM

265 4.1 Additional Pay 19. These are the fields in the Additional Pay - Payment Details group box (continued): Sep Check Nbr: Indicates this additional pay should be printed on a separate check. In one payroll run, the system can produce up to nine separate checks per employee in addition to the regular paycheck. If this field is blank, all additional pay earnings are lumped together in one check with regular pay. Incentives on MSRDP accounts are generated on separate checks. Disable Direct Deposit: Indicates additional pay is issued as a check if the Sep Check Nbr option is selected. Not used at UTHealth. OK to Pay: If this check box is activated, the additional pay will be paid automatically, regardless of whether the employee s regular payline is marked OK to Pay. Prorate Additional Pay: If selected, system prorates additional pay when the employee has a job action (such as a rate increase or termination) effective in the middle of the pay period. Date Created: 1/25/2016 6:31:00 PM Page 15

266 4.1 Additional Pay 20. These are the fields in the Additional Pay - Payment Details group box (continued): Applies To Pay Periods: pay period(s) in which this additional pay should occur. The system looks at the pay calendar and then the additional pay data to determine what applies to the pay period when processing a payroll. There will be only one row for pay period information per Payment detail row. One-time additional pay is applied to the First or the Second pay period of the month, depending on the Effective Date selected. Recurring additional pay is applied to both the First and Second pay periods each month. On-going (Longevity and Hazard) pay is usually applied to the First pay period of the month only, per state requirements. Bi-weekly employees receive their longevity payments on the Second pay period. Click the Expand section Job Information button. Page 16 Date Created: 1/25/2016 6:31:00 PM

267 4.1 Additional Pay 21. Scroll to see all of the group boxes within the Job Information group box. Click the Vertical (down) scrollbar. Date Created: 1/25/2016 6:31:00 PM Page 17

268 4.1 Additional Pay 22. The Job Information group box displays: Values from the Job Data record: Employee Type, Standard Hours, Compensation Rate and Frequency. Default Job Data group box: Defaults the Combination Code (accounting information about how the additional pay is funded) used in the Job Data record. Job Data Override group box: Used to select a different Combination Code than the one used for base pay in the Job Data record. 23. Prior to 06/01/2015, UTHealth did not use either Job Data or Job Data Override to control accounting and funding information of additional pay items. Instead, UTHealth used the Department Budget Earnings table to store funding information for both base pay and additional pay earnings. Beginning 06/01/2015, UTHealth uses the Department Budget Earnings table to store the funding information for base pay earnings only. Funding information for all additional pay earnings is stored in the Job Data Override Combination Code field on the Additional Pay page. For more information on base pay and additional pay encumbrances, refer to the online course PeopleSoft HCM Encumbrances. Click the Expand section Tax Information button. Page 18 Date Created: 1/25/2016 6:31:00 PM

269 4.1 Additional Pay 24. Scroll down to see all of the Tax Information group box fields. Click the Vertical (down) scrollbar. Date Created: 1/25/2016 6:31:00 PM Page 19

270 4.1 Additional Pay 25. There will be only one row for tax information per Payment Details row. These are the fields in the Additional Pay page - Tax Information group box: State: Work state for the additional pay if it differs from the employee s regular pay. Tax Periods: Number of pay periods over which to spread the taxing of these earnings. Used with the Tax Frequency field to determine how much tax to withhold each pay period. Locality: Work locality for the additional pay if it differs from the employee s regular pay. Tax Method: Tax calculation method for the additional pay if it differs from the employee s regular pay. Tax Frequency: Frequency for calculating taxes for the additional pay if it differs from the employee s regular pay. Benefit Deductions Taken: How benefits deduction processing should be handled for the additional pay if cutting additional checks. Benefit Ded Subset ID: Deduction subset ID, if Subset is selected in the Benefits Deductions Taken field. General Deductions Taken: How general deduction processing should be handled for the additional pay if cutting additional checks. General Ded Subset ID: Deduction subset ID, if Subset is selected in the General Deductions Taken field. Next, to re-emphasize some points, look at a few Additional Pay examples. Page 20 Date Created: 1/25/2016 6:31:00 PM

271 4.1 Additional Pay 26. This is an example of a one-time payment Additional Pay earnings (LSM). One-time payments usually have an Effective Date and End Date that coincides with one specific pay period, such 09/01/2015 to 09/15/2015. Also, in the Applies to Pay Periods group box, only one period (First or Second) will be selected. Only one-time payments will have a Goal Amount. This goal amount is reached when the payroll run for the period is completed, updating the Goal Balance field. When the Goal Balance equals the Goal Amount, payment of the additional pay earnings is discontinued. Date Created: 1/25/2016 6:31:00 PM Page 21

272 4.1 Additional Pay 27. This is an example of a recurring Additional Pay earnings (TAS). Recurring additional pay extends across multiple pay periods using the Effective Date and End Date fields. Therefore, no Goal Amount is needed. Also, in the Applies to Pay Periods group box, both First and Second pay period are selected. In this example, $ would be paid each pay period in addition to the employee's base pay. Page 22 Date Created: 1/25/2016 6:31:00 PM

273 4.1 Additional Pay 28. This is an example of an on-going Additional Pay earnings (LON) that is multi-funded (indicated by multiple Addl Seq Nbrs). Date Created: 1/25/2016 6:31:00 PM Page 23

274 4.1 Additional Pay 29. This is an example of an on-going Additional Pay earnings (LON) funded by one Combination Code. Benefits oversees longevity so that the additional pay is created and updated for eligible, full-time employees when applicable.* (Refer to the Handbook of Operating Procedures (HOOP ( for eligibility requirements.) Once an employee is eligible for longevity, they remain so unless they separate from the university. Therefore, unlike other types of additional pay, longevity has no End Date specified. Multiple rows for Effective Date indicate the employee's longevity Earnings have increased as their years of state service increased. Longevity pay is on-going additional pay, extending across multiple pay periods. However, in the Applies to Pay Periods group box, only one pay period is selected. This ensures the employee receives the full longevity Earnings amount for which they are eligible in one pay period each month, rather than splitting that amount into two pay periods. 30. You have successfully completed this topic. End of Procedure. Page 24 Date Created: 1/25/2016 6:31:00 PM

275 4.2 Actuals Distribution 4.2 Actuals Distribution 1. Begin by navigating to the Review Actuals Distribution page. Navigation: Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Review Actuals Distribution Click the Payroll for North America menu. 2. Click the Payroll Processing USA menu. 3. Click the Produce Payroll menu. Date Created: 1/25/2016 6:31:00 PM Page 1

276 4.2 Actuals Distribution 4. Click the Review Actuals Distribution menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

277 4.2 Actuals Distribution 5. The Review Actuals Distribution - Find an Existing Value search page appears. You will only be able to view the payroll data for one employee and pay period at a time. You may search by Empl ID or Name. If you do not specify a Pay Period End Date, the search results grid will display ALL past payroll periods available for the employee. Enter the desired information into the Pay Period End Date field. Enter a valid value e.g. "053115". 6. Enter the desired information into the Empl ID field. Enter a valid value e.g. "123456". 7. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 3

278 4.2 Actuals Distribution 8. The Actuals Distribution - Earnings page appears. In the Earnings group box, if there are multiple rows, each row is a different Empl Record and Earnings Code combination. In this example, the first row is for holiday pay, and this earnings code has two Distribution rows. Click the Earnings - Show next row button. Page 4 Date Created: 1/25/2016 6:31:00 PM

279 4.2 Actuals Distribution 9. In this example, the second row is for regular earnings, and this earnings code has two Distribution rows. If there are multiple Distribution rows, each row is a different Combination Code (ChartField String or ChartString). Click the Distribution - View All link. Date Created: 1/25/2016 6:31:00 PM Page 5

280 4.2 Actuals Distribution 10. The ChartFields group box displays the Combination Code and the corresponding ChartString values for that Combination Code. This example shows an equal earnings Amount was charged to each Combination Code. 11. You have successfully completed this topic. End of Procedure. Page 6 Date Created: 1/25/2016 6:31:00 PM

281 4.3 Department Budget Table USA 4.3 Department Budget Table USA 1. Begin by navigating to the Department Budget Table USA page. Navigation: Main Menu > Setup HCM > Product Related > Commitment Accounting > Budget Information > Department Budget Table USA Click the Set Up HCM menu. 2. Click the Product Related menu. 3. Click the Commitment Accounting menu. Date Created: 1/25/2016 6:31:00 PM Page 1

282 4.3 Department Budget Table USA 4. Click the Budget Information menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

283 4.3 Department Budget Table USA 5. Click the Department Budget Table USA menu. Date Created: 1/25/2016 6:31:00 PM Page 3

284 4.3 Department Budget Table USA 6. The Department Budget Table - Find an Existing Value search page appears. The Set ID field is required and defaults to UTH. The Fiscal Year field defaults to the current fiscal year. Edit this field as needed, but do not leave blank, or ALL fiscal years in the system will be retrieved. The Budget Level field is required and defaults to Position. The Position Number field has been customized so that the leading zeroes in the 8-digit position number (such as ) do not need to be entered. Enter the desired information into the Position Number field. Enter a valid value e.g. "74027". 7. Click the Search button. Page 4 Date Created: 1/25/2016 6:31:00 PM

285 4.3 Department Budget Table USA 8. The Department Budget Date page appears. Click the Dept Budget Earnings tab. Date Created: 1/25/2016 6:31:00 PM Page 5

286 4.3 Department Budget Table USA 9. The Dept Budget Earnings page appears. The top of the page carries over fields from the Dept Budget Date page, such as the: Set ID - UTH Department - Department ID/number (and department name) assigned to the position. Fiscal Year you selected to review Budget Begin Date - 09/01/YYYY Budget End Date: 08/31/2016 Page 6 Date Created: 1/25/2016 6:31:00 PM

287 4.3 Department Budget Table USA 10. The Level group box shows the options PeopleSoft provides for setting the budget. UTHealth budgets all positions at the most detail level - Position. Because the Position option is selected, the row below that displays the Position Number field with the full 8-digit number and the short Description/title for that position. UTHealth has customized this page to display the Empl ID and Name of the incumbent in the Position Number. The FTE (full-time equivalency) displays from the job data record for the incumbent. 11. The Level group box also displays the Effective Dated row(s) for the base pay funding information. For example, there will be one row with an Effective Date of the start of the displayed fiscal year, or the Effective Date the employee was hired or transferred into the position in that fiscal year. If base pay funding for the position changes during the fiscal year, additional rows will be available for display. Date Created: 1/25/2016 6:31:00 PM Page 7

288 4.3 Department Budget Table USA 12. Once you are on the desired Effective-Dated row, use the Earnings Distribution group box to view or verify the base pay funding details for the position. These are the fields for the DBE Earnings Distribution group box - Combination Code tab: Earnings Code: Identifies a specific earnings type. Left blank for all base pay earnings codes. Sequence Number: Specifies the order in which to use the funding source row, beginning with 1. At UTHealth, all base pay earnings codes will use a Sequence Number of 1, regardless of the number of funding sources used for the base pay. Combination Code: Code for the FMS General Ledger ChartField string to which the specified funds should be charged. Project: Custom display of the 7-digit project number associated with the Combination Code, if applicable. Funding End Date: Date the funding ends for this earnings code and Combination Code. Page 8 Date Created: 1/25/2016 6:31:00 PM

289 4.3 Department Budget Table USA 13. These are the fields for the DBE Earnings Distribution group box - Combination Code tab (continued): Fiscal Year Budget Amount: PeopleSoft field to specify the total dollar amount to be paid from the Combination Code from the Effective Date through the Funding End Date. Not used for base pay funding. Distribution %: PeopleSoft field to specify the percentage to be paid from the Combination Code from the Effective Date through the Funding End Date. Used for base pay funding only. Calculates the percentage using the Job Data Compensation Rate and Frequency and FTE for a filled position or the Position Data Encumber Salary Amount for a vacant position. Click the Earnings Distribution - Distributed tab. Date Created: 1/25/2016 6:31:00 PM Page 9

290 4.3 Department Budget Table USA 14. These are the additional fields for the Earnings Distribution group box - Distributed tab: Distributed: Checkbox indicates the Dept Budget Earnings row has been used by either the Actuals Distribution process or the Encumbrance process. Once these processes run and the flag is turned on, manual corrections cannot be made on that row. To make changes, a new effective-dated row must be added. % Effort: Custom field used to record percentage of person's effort in a particular position within a Combination Code for PAF reconciliations and effort reporting. This field should be greater than or equal to the Distributed FTE on all grants. Actual effort is recorded in E-cert. NOTE: All funding rows in this table must have at least some portion of the funding distributed from the Combination Code provided. Otherwise, the effort should be maintained directly in E-cert. Click the Earnings Distribution - Redirect Combo Code tab. Page 10 Date Created: 1/25/2016 6:31:00 PM

291 4.3 Department Budget Table USA 15. This is the additional field for the Earnings Distribution group box - Redirect Combo Code tab: Distributed FTE: Custom field used for base pay earnings codes only. Indicates the portion of the Position FTE paid (distributed) using this Combination Code for PAF reconciliations and effort reporting. The total of all Distributed FTEs equals the Position FTE. Actual Distributed FTE is calculated during payroll process and records in E-cert. 16. You have successfully completed this topic. For more information on the Department Budget Table and base pay encumbrances, please refer to the online course, PeopleSoft HCM Encumbrances. End of Procedure. Date Created: 1/25/2016 6:31:00 PM Page 11

292 5.1 Standard Reports 5.1 Standard Reports 1. These are the high-level steps to run or schedule a standard report. Let's see what this looks like in PeopleSoft. Date Created: 1/25/2016 6:31:00 PM Page 1

293 5.1 Standard Reports 2. In this first example, we will look at the parameters for the Personnel s History report. Click the Personnel s History menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

294 5.1 Standard Reports 3. A Run Control ID is required to run any standard report or process in PeopleSoft! A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process or report you are running and the parameters that are used when a process or report is run. Click the Add a New Value tab. Date Created: 1/25/2016 6:31:00 PM Page 3

295 5.1 Standard Reports 4. Make the Run Control informative so it is easily found in future searches. No spaces should be used in the Run Control ID, so use the underscore character to separate words. Enter the desired information into the Run Control ID field. Enter a valid value e.g. "PA_History". 5. Click the Add button. Page 4 Date Created: 1/25/2016 6:31:00 PM

296 5.1 Standard Reports 6. The Personnel s History parameters page appears. Each report has its own specific parameters for inputting criteria, if any. Required fields are usually marked with an asterisk (*). Other parameters that may appear are optional fields. In this example, you can choose a Date range of transactions. If you leave the s parameter empty, all personnel actions for the selected data range will appear on the report. You can also choose to select just one or a few specific personnel actions. For this next scenario, let s run a report in the Position Management module called the Vacant Position report. Click the Main Menu menu. Date Created: 1/25/2016 6:31:00 PM Page 5

297 5.1 Standard Reports 7. Click the Organizational Development menu. Page 6 Date Created: 1/25/2016 6:31:00 PM

298 5.1 Standard Reports 8. Click the Position Management menu. 9. Click the Position Reports menu. 10. Once you select the Reports menu, you should be able to select from a list of available reports for the module. Click the Vacant Position menu. Date Created: 1/25/2016 6:31:00 PM Page 7

299 5.1 Standard Reports 11. Remember, a Run Control ID is required to run any standard report or process in PeopleSoft! You can search for and use any existing run control that the report may recognize. Or, if you want the report to have a unique run control, you can add one. Click the Add a New Value tab. Page 8 Date Created: 1/25/2016 6:31:00 PM

300 5.1 Standard Reports 12. Make the Run Control informative so it is easily found in future searches. No spaces should be used in the Run Control ID, so use the underscore character to separate words. Enter the desired information into the Run Control ID field. Enter a valid value e.g. "Vacant_Positions". 13. Click the Add button. Date Created: 1/25/2016 6:31:00 PM Page 9

301 5.1 Standard Reports 14. The Vacant Position parameters page appears. Each report has its own specific parameters for inputting criteria, if any. In this example, the selected report has no parameters, so all available data in the system will be retrieved. Click the Run button. Page 10 Date Created: 1/25/2016 6:31:00 PM

302 5.1 Standard Reports 15. The Process Scheduler Request page appears. In PeopleSoft HCM, there is only one active server, so the Server Name field does not need to be populated. 16. Decision: Please make a selection from the options listed below. Schedule report Go to step 17 Run report now Go to step 33 Date Created: 1/25/2016 6:31:00 PM Page 11

303 5.1 Standard Reports 17. To schedule a report to run later: You are encouraged to run your reports at an off-peak time, such as after 7:00 PM. Adjust the Run Date and Run Time, if needed. Enter the desired information into the Run Time field. Enter a valid value e.g. "10:00PM". 18. In the Process List group box, verify/select the: Select check box for the desired report(s). Type field (file, printer, web, etc.). Format field (doc, htm, pdf, xls, etc.). Distribution for the report output. Look at the options for the Vacant Position report. Click the Format dropdown button to activate the menu. Page 12 Date Created: 1/25/2016 6:31:00 PM

304 5.1 Standard Reports 19. As shown here, different reports have different Format output options. Click the default PDF list item. Date Created: 1/25/2016 6:31:00 PM Page 13

305 5.1 Standard Reports 20. Let's take a look at the Distribution options for the Vacant Position report. Click the Distribution link. Page 14 Date Created: 1/25/2016 6:31:00 PM

306 5.1 Standard Reports 21. The Distribution Detail page is optional. It lets you share the report output with others. In the Only group box, you can select the Web Report option. Then use the Address List to type the addresses of non-peoplesoft users who may need to see the report data. 22. In the Distribute To group box, you can Add/Delete new rows for the login names of other PeopleSoft users that may need to see this data. We won't share this report, so click OK or Cancel to return to the Process Scheduler Request modal window. Click the Cancel button. Date Created: 1/25/2016 6:31:00 PM Page 15

307 5.1 Standard Reports 23. On the Process Scheduler Request page, click OK to submit your report request to the server. Click the OK button. Page 16 Date Created: 1/25/2016 6:31:00 PM

308 5.1 Standard Reports 24. The Vacant Positions parameters page reappears with the Process Instance displayed under the Run button. As needed, you can now navigate to another page in PeopleSoft or sign-out. Sometime after the scheduled run date/run time, you can view your report. Click the Home link. Date Created: 1/25/2016 6:31:00 PM Page 17

309 5.1 Standard Reports 25. Whenever you are ready, you have two options to view your report results: Report Manager Process Monitor In this scenario, we will pretend it is the next morning and practice using the Report Manager tool. Click the Main Menu button. Page 18 Date Created: 1/25/2016 6:31:00 PM

310 5.1 Standard Reports 26. Click the Reporting Tools menu. 27. Click the Report Manager menu. Date Created: 1/25/2016 6:31:00 PM Page 19

311 5.1 Standard Reports 28. The Report Manager - Administration page appears. If needed, adjust the number of days and click Refresh to update the list of reports. Once a report is completed successfully, the Status is updated to Posted. You can use the Details link to view more information about the report before opening it, or you can click the report Description link to open the report quickly. Click the Description link. Page 20 Date Created: 1/25/2016 6:31:00 PM

312 5.1 Standard Reports 29. The report appears in a separate browser window or tab where you can review, print, and/or save the report. You can save the report to your computer in the output format (.htm,.xls,.pdf,.doc, etc.) you indicated when the report was scheduled. Close the report window or tab when finished to return to the Report Manager - Administration page. Click the Close button. Date Created: 1/25/2016 6:31:00 PM Page 21

313 5.1 Standard Reports 30. The Report Manager - Administration page reappears. You have successfully scheduled a standard report to run at a later time and viewed the results. Page 22 Date Created: 1/25/2016 6:31:00 PM

314 5.1 Standard Reports 31. Decision: Please make a selection from the options listed below. End this Topic Go to step 32 Schedule report Go to step 17 Run report now Go to step 33 Date Created: 1/25/2016 6:31:00 PM Page 23

315 5.1 Standard Reports 32. You have successfully completed this topic. End of Procedure. Remaining steps apply to other paths. Page 24 Date Created: 1/25/2016 6:31:00 PM

316 5.1 Standard Reports 33. Sometimes you need the report data right away and can't wait to schedule a report for later. To run a report immediately: On the Process Scheduler Request modal window, verify/select the appropriate Server Name: PSNT for nvision or Crystal reports PSUNX for all other reports and processes Accept the current Run Date and Run Time defaults. 34. In the Process List group box: 1. Verify that the Select check box is turned on for the desired report(s). 2. Verify/update the Type field (file, printer, web, etc.). 3. Verify/update the Format field (doc, htm, pdf, xls, etc.). 4. Verify/update the Distribution for the report. 35. Different reports have different Format options for the report output. In this scenario, we will use the default Web Type and default PDF Format for the Vacant Position report. Date Created: 1/25/2016 6:31:00 PM Page 25

317 5.1 Standard Reports 36. Click the Distribution link. Page 26 Date Created: 1/25/2016 6:31:00 PM

318 5.1 Standard Reports 37. The optional Distribution Detail page lets you share the report output with others. Use the Only group box to enter addresses of non-peoplesoft users who need the report. Use the Distribute To group box to add the login names of other PeopleSoft users. We won't share this report, so click the OK or Cancel button to return to the Process Scheduler Request modal window. Click the Cancel button. Date Created: 1/25/2016 6:31:00 PM Page 27

319 5.1 Standard Reports 38. On the Process Scheduler Request page, click OK to submit your report request to the server. Click the OK button. Page 28 Date Created: 1/25/2016 6:31:00 PM

320 5.1 Standard Reports 39. The Vacant Position parameters page reappears with the Process Instance displayed under the Run button. To the left of the Run button are two tools to view your report results: Report Manager Process Monitor In this scenario, we will practice using the Process Monitor tool. Click the Process Monitor link. Date Created: 1/25/2016 6:31:00 PM Page 29

321 5.1 Standard Reports 40. The Process Monitor - Process List page appears displaying the status of your recent report requests. Notice this page shows the process instance number, the type of report, and the technical name for the report or process. If the Run Status for the report you want is other than "Success" periodically click the Refresh button to get the latest Run Status. 41. The report can be viewed when the Run Status displays Success and the Distribution Status displays Posted. Click the Details link. Page 30 Date Created: 1/25/2016 6:31:00 PM

322 5.1 Standard Reports 42. On the Process Detail page, the s group box displays links to the parameters used, the message log, and the log/trace files. Click the View Log/Trace link. Date Created: 1/25/2016 6:31:00 PM Page 31

323 5.1 Standard Reports 43. The View Log/Trace page displays links for the files generated for this process. TIP: The report format output you requested (doc, xls, pdf, etc.) will be in the file name. If your report does not appear in the File List, use the Report Manager tool to open the report. Click the Return button. Page 32 Date Created: 1/25/2016 6:31:00 PM

324 5.1 Standard Reports 44. Click OK or Cancel to exit the Process Detail page and return to the Process Monitor - Process List page. Click the OK button. Date Created: 1/25/2016 6:31:00 PM Page 33

325 5.1 Standard Reports 45. Exit the Process Monitor - Process List page and return to the parameters page. Click the Go back to Vacant Position link. Page 34 Date Created: 1/25/2016 6:31:00 PM

326 5.1 Standard Reports 46. The Vacant Position parameters page reappears. Click the Report Manager link. Date Created: 1/25/2016 6:31:00 PM Page 35

327 5.1 Standard Reports 47. The Report Manager - Administration page appears. Click the Description link. Page 36 Date Created: 1/25/2016 6:31:00 PM

328 5.1 Standard Reports 48. The report appears in another window or tab to review, print or save. You will be able to save it to your computer in whatever output format (.htm,.xls,.pdf,.doc, etc.) you indicated when scheduling the report to run. Close the window to return to the View Log/Trace page. Click the Close button. Date Created: 1/25/2016 6:31:00 PM Page 37

329 5.1 Standard Reports 49. The Report Manager - Administration page reappears. Click the Go back to Vacant Position link. Page 38 Date Created: 1/25/2016 6:31:00 PM

330 5.1 Standard Reports 50. The Vacant Position parameters page reappears. You have successfully run a standard report immediately and viewed the results. Go to step 31 Date Created: 1/25/2016 6:31:00 PM Page 39

331 5.2 Public Queries 5.2 Public Queries 1. These are the high-level steps to run or schedule a query. Let's see what this looks like in PeopleSoft. Date Created: 1/25/2016 6:31:00 PM Page 1

332 5.2 Public Queries 2. Click the Main Menu menu. 3. Remember, Query is a reporting tool. Begin by navigating to the Query Viewer search page. Navigation: Main Menu > Reporting Tools > Query > Query Viewer Click the Reporting Tools menu. 4. Click the Query menu. 5. Click the Query Viewer menu. Page 2 Date Created: 1/25/2016 6:31:00 PM

333 5.2 Public Queries 6. The Query Viewer Basic search page appears. This page defaults to search by Query Name, but you can select another field, such as Description, if needed. Click the Advanced Search link. Date Created: 1/25/2016 6:31:00 PM Page 3

334 5.2 Public Queries 7. This is the Query Viewer Advanced search page. Although there are multiple search keys here from which to select, experienced users can use the Basic Search page because UTHealth commonly uses a certain naming convention for queries: The first two or three letters of the Query Name indicate the application that is the source of the data, such as PER, BEN, PYR, etc. Custom queries begin with UT, followed by the source application, such as UT_CA or UT_PYR. Click the Basic Search link. Page 4 Date Created: 1/25/2016 6:31:00 PM

335 5.2 Public Queries 8. If you are not sure what the exact Query Name is, you can type what you know into the search field, and use the "%" wildcard as needed. For this scenario, we are going to run the custom Dept Pay History query. Enter the desired information into the begins with field. Enter a valid value e.g. "ut_pyr%". 9. Click the Search button. Date Created: 1/25/2016 6:31:00 PM Page 5

336 5.2 Public Queries 10. The Query Viewer Search Results grid displays a list of available queries that match the search criteria. There are several options available to run/execute queries. In this topic, you will practice: Run to HTML Run to Excel Schedule (to run at a later time, similar to standard reports) Page 6 Date Created: 1/25/2016 6:31:00 PM

337 5.2 Public Queries 11. Decision: Please make a selection from the options listed below. Run to HTML Go to step 12 Run to Excel Go to step 25 Schedule the Query Go to step 35 Date Created: 1/25/2016 6:31:00 PM Page 7

338 5.2 Public Queries 12. To immediately run a query to HTML: For this exercise, we will Run to HTML the UT_PYR_DEPT_PAY_HISTORY (Dept Pay History by Pay_End_Dt) query because we can see it on screen immediately and still have more options. Click the HTML link. Page 8 Date Created: 1/25/2016 6:31:00 PM

339 5.2 Public Queries 13. A new browser window or tab opens with the query name and description at the top. If the query requires additional criteria from you, prompt fields will display. Otherwise, the query results will display in the new browser window or tab. Enter the desired information into the Beg Pay End Dt Range field. Enter a valid value e.g. "020115". 14. Enter the desired information into the End Pay End Dt Range field. Enter a valid value e.g. "021515". 15. Enter the desired information into the Dept Beg Range field. Enter a valid value e.g. " ". 16. Enter the desired information into the Dept End Range field. Enter a valid value e.g. " ". Date Created: 1/25/2016 6:31:00 PM Page 9

340 5.2 Public Queries 17. Now that you have entered in all of the required criteria, you are ready to run the query report in the desired output. Click the View Results button. Page 10 Date Created: 1/25/2016 6:31:00 PM

341 5.2 Public Queries 18. The query results display in the new browser window or tab. Now you have the option to download the results as an Excel SpreadSheet or as a CSV Text File or an XML File by clicking that hyperlink. Click the Excel SpreadSheet link. Date Created: 1/25/2016 6:31:00 PM Page 11

342 5.2 Public Queries 19. A message box appears to choose Open or Save. Depending on your program version, you may see additional dialog boxes before the file opens in that program. Click the Open button. Page 12 Date Created: 1/25/2016 6:31:00 PM

343 5.2 Public Queries 20. In Excel, you can print, edit, and save the file as usual. Close the Excel window to return to PeopleSoft. Click the Close button. Date Created: 1/25/2016 6:31:00 PM Page 13

344 5.2 Public Queries 21. Close the query parameters/results window or tab to return to the main PeopleSoft Query Viewer search page. Click the Close button. Page 14 Date Created: 1/25/2016 6:31:00 PM

345 5.2 Public Queries 22. The Query Viewer Search Results grid reappears. You have successfully run a query immediately to HTML. Date Created: 1/25/2016 6:31:00 PM Page 15

346 5.2 Public Queries 23. Decision: Please make a selection from the options listed below. End this Topic Go to step 24 Run to HTML Go to step 13 Run to Excel Go to step 25 Schedule the Query Go to step 35 Page 16 Date Created: 1/25/2016 6:31:00 PM

347 5.2 Public Queries 24. You have successfully completed this topic. End of Procedure. Remaining steps apply to other paths. Date Created: 1/25/2016 6:31:00 PM Page 17

348 5.2 Public Queries 25. To run a query to Excel immediately: For this exercise, we will Run to Excel the UT_PYR_DEPT_PAY_HISTORY (Dept Pay History by Pay_End_Dt) query because we want the options to manipulate the report data. Click the Excel link. Page 18 Date Created: 1/25/2016 6:31:00 PM

349 5.2 Public Queries 26. A new browser window or tab opens. If the query requires additional criteria from you, prompt fields will display. Otherwise, the query results will display in Excel. Enter the desired information into the Beg Pay End Dt Range field. Enter a valid value e.g. "020115". 27. Enter the desired information into the End Pay End Dt Range field. Enter a valid value e.g. "021515". 28. Enter the desired information into the Dept Beg Range field. Enter a valid value e.g. " ". 29. Enter the desired information into the Dept End Range field. Enter a valid value e.g. " ". Date Created: 1/25/2016 6:31:00 PM Page 19

350 5.2 Public Queries 30. Now that you have entered in all of the required criteria, you are ready to run the query report in the desired output. Click the View Results button. Page 20 Date Created: 1/25/2016 6:31:00 PM

351 5.2 Public Queries 31. Since we selected an output format of Excel, a message box appears to choose Open or Save. Click the Open button. Date Created: 1/25/2016 6:31:00 PM Page 21

352 5.2 Public Queries 32. In Excel, you can print, edit, and save the file as usual. Close the Excel window to return to PeopleSoft. Click the Close button. Page 22 Date Created: 1/25/2016 6:31:00 PM

353 5.2 Public Queries 33. Close the query parameters/results window or tab to return to the main PeopleSoft Query Viewer search page. Click the Close button. Date Created: 1/25/2016 6:31:00 PM Page 23

354 5.2 Public Queries 34. The Query Viewer Search Results page reappears. You have successfully run a query immediately to Excel. Go to step 23 Page 24 Date Created: 1/25/2016 6:31:00 PM

355 5.2 Public Queries 35. To schedule a query to run at a later time: Scheduling a Query is very similar to scheduling a Standard Report. You are encouraged to run your queries at an off-peak time, such as after 7:00 PM. For this exercise, we will schedule the UT_PYR_DEPT_PAY_HISTORY (Dept Pay History by Pay_End_Dt) query to run at a later time. Click the Schedule link. Date Created: 1/25/2016 6:31:00 PM Page 25

356 5.2 Public Queries 36. If you have never scheduled the query before, the Scheduled Query - Add a New Value page appears. Otherwise, the Find an Existing Value page appears. Make the Run Control informative so it is easily found in future searches. No spaces should be used in the Run Control ID, so use the underscore character to separate words. Enter the desired information into the Run Control ID field. Enter a valid value e.g. "DEPT_PAYROLL". 37. Click the Add button. Page 26 Date Created: 1/25/2016 6:31:00 PM

357 5.2 Public Queries 38. If this is the first time you have used this Run Control ID and the query requires additional criteria, prompt fields will display; otherwise, the Schedule Query page will appear. Enter the desired information into the Beg Pay End Dt Range field. Enter a valid value e.g. "020115". 39. Enter the desired information into the End Pay End Dt Range field. Enter a valid value e.g. "021515". 40. Enter the desired information into the Dept Beg Range field. Enter a valid value e.g. " ". 41. Enter the desired information into the Dept End Range field. Enter a valid value e.g. " ". 42. Click the OK button. Date Created: 1/25/2016 6:31:00 PM Page 27

358 5.2 Public Queries 43. The Schedule Query page now appears. Since this is the first time you are using this query Run Control ID, you must enter a text Description. (You can also update the parameters if needed on the Schedule Query page.) Enter the desired information into the Description field. Enter a valid value e.g. "Dept Payroll History". 44. Click the OK button. Page 28 Date Created: 1/25/2016 6:31:00 PM

359 5.2 Public Queries 45. Now the Process Scheduler Request page appears. Edit the Run Date, and Run Time fields, as needed. Enter the desired information into the Run Time field. Enter a valid value e.g. "10:00PM". 46. Click the Format dropdown button to activate the menu. 47. Different reports have different Format options for the report output. In this scenario, we will use the XLS Format for the Dept Pay History query. Click the XLS list item. Date Created: 1/25/2016 6:31:00 PM Page 29

360 5.2 Public Queries 48. Click the OK button. Page 30 Date Created: 1/25/2016 6:31:00 PM

361 5.2 Public Queries 49. The Query Viewer Search Results page reappears. After the scheduled run date/time, you can use the Report Manager tool to view the query results. Click the Reporting Tools menu. Date Created: 1/25/2016 6:31:00 PM Page 31

362 5.2 Public Queries 50. Click the Report Manager menu. Page 32 Date Created: 1/25/2016 6:31:00 PM

363 5.2 Public Queries 51. On the Report Manger - Administration page, the query report appears in the Report List with the Description you typed. Click the Refresh button if needed to refresh the status of the report. Once the report request is completed, the Status is updated to Posted and a Details hyperlink appears at the end of the row. 52. You can use the Details link to view more information about the report before opening it, or you can click the descriptive report name link (in the Description column) to open the report quickly. Click the Dept Payroll History link. Date Created: 1/25/2016 6:31:00 PM Page 33

364 5.2 Public Queries 53. Since we selected an output format of Excel, a File Download dialog box appears. Click the Open button. Page 34 Date Created: 1/25/2016 6:31:00 PM

365 5.2 Public Queries 54. In Excel, you can print, edit, and save the file as usual. Close the Excel window to return to PeopleSoft. Click the Close button. Date Created: 1/25/2016 6:31:00 PM Page 35