Employee Projection System Campus User Guide

Transcription

1 Employee Projection System Campus User Guide Office of the Chancellor Administrative Systems Group April 2011

2 CONTENTS CONVENTIONS USED IN THIS GUIDE... 1 OVERVIEW... 2 DATA SUBMISSION PROCEDURES... 3 CAMPUS FILE TRANSMISSION INFORMATION... 5 WHAT, WHEN AND WHERE... 5 CAMPUS CODE TABLE... 5 RECORD COUNTS... 6 HOW TO LOGON... 7 INITIAL LOGON... 8 LOGON SCREEN... 8 ABOUT THE MAIN SCREEN... 9 UNIX ACCOUNT AND PASSWORD TO TRANSFER YOUR CAMPUS FILES FOR PROCESSING PROCESS LCD SAMPLE OF A GOOD RUN SAMPLE OF A RUN WITH ERRORS SEND NOTIFICATION TO CO CLOSING THE ESP SYSTEM CHANGE PASSWORD DATA VALIDATION... 17

3 Conventions Used In This Guide The following are the typeface conventions used throughout this guide: Bold Indicates either one of the following: emphasis of a specific word or phrase specific selection from a list or option. Example: Click on the OK button Names of window screens, directories, pull-down menus, buttons and dialog boxes. Example: Click on Run this program from its current location > click on the OK button. > symbol Sequence in which you should select a menu option. Example: select Export > Section from the File menu. ESP Campus User Guide Page 1

4 Overview The primary use of the Employee Salary Projection (ESP) system data is to estimate increases in compensation and benefit costs for State support budget planning and collective bargaining purposes. The CSU salary projection system contains data from the State Controller s Office (Payscale, Payment and Employee History files) and includes data elements such as: gross salaries, employer paid benefits, health and dental party rate codes, employee collective bargaining unit identification (CBID) and class code, FIRMS State Agency, State Fund, and Program Codes, employee time base, and numerous other data elements. The CSU Offices with salary and benefit projection system responsibilities and the recipients of analysis include: Administrative Systems (AS) maintains the Employee Salary Projection system which includes: technical and software support; maintains the corporate and reference tables for reporting, and the ESP User Guide Common Management Systems (CMS/SOSS) support LCD campuses and maintain/update applicable software and process guide System Budget Office analyzes ESP data to estimate increases in compensation and benefit costs for State support budget planning and collective bargaining purposes System Human Resources/Labor Relations Offices are recipients of Budget Office analysis for collective bargaining purposes CSU systemwide (Campuses/C.O.) employee benefit funding increases are based on ESP analysis The compensation components of collective bargaining unit agreements are based on ESP analysis ESP Campus User Guide Page 2

5 Data Submission Procedures LCD Campus Step 1 Logon to Oracle Step 2 Main Screen Enter your address on the main screen. Click on the View Transfer Info button to obtain your UNIX password to FTP your file Step 3 Main Screen FTP your Employment History and Payment History files (files must be a text formatted file with the standard naming convention.) Open your file transfer protocol application or click on the Secure View/Transfer Files button. Logon with your UNIX account/password obtained in the previous step. Drop and drag your ESP files to the production (prod) folder. Step 4 Main Screen Click on the Process LCD button to run your edit Step 5 Check your Did you receive notification that your ESP_LCD process completed successfully???? no Step 6 Yes Main Screen Click on the Send Notification to CO button by the 15 th of each month Step 7 Main Screen Click on the EXIT button to end your ESP session. Close your web browser. ESP Campus User Guide Page 3

6 Data Submission Procedures (continued) Step 1 Go to URL: Click on Application Logon Screen. Log in using your ESP Oracle user ID and password. Click on the Connect button. Note: You will be required to change your password for the initial log on. Step 2 On the LCD Campus Processing Main Screen, enter your address. Click on the View SFTP Login Info button to obtain the UNIX identifier (UID) and password. This password will change every ninety days, so it will be necessary to obtain a new password on a regular basis. Step 3 Open your secure transfer application (opened independently of the ESP processing). Enter your UNIX User ID and password (obtained from Step 2) and click on the OK button. Transfer (drop and drag) your files from your local computer to the Chancellor s Office application server. The files must be properly formatted and follow the standard naming convention in order for the edit process to execute successfully. Step 4 Return to the LCD Campus Processing Main Screen and click on the Process LCD button. You will receive an notification when the process has completed. Step 5 Check the edit report. If no errors were encountered and the record counts match your record counts, return to the Main Screen. NOTE: Notification to the Chancellor s Office is due on the 15 th of each month; unless the 15 th falls on a weekend in which case the coming Monday. If errors are encountered ESP_LCD process completed with ERROR, correct the problem until you receive an edit report that indicates the ESP_LCD process completed successfully. Step 6 Step 7 Return to the Main Screen and click on the Send Notification to C.O. button. To close the ESP application, click on the Exit button. Close your web browser. ESP Campus User Guide Page 4

7 Campus File Transmission Information What, When and Where The Employment History and Payment History Files are to be transmitted electronically to the Chancellor s Office application server for you to edit prior to the 15 th of each month. In order for the edit process to execute successfully, these files must be properly formatted and follow the standard naming convention as shown below. Employment History emphist.ccc.mmm.yyyyy example: Chancellor Office for the month of January, fiscal year emphist.c01.m01.y2004 Payment History payhist.ccc.mmm.yyyyy example: Bakersfield for the month of May, fiscal year payhist.c35.m05.y2004 where: CC = two digit numeric campus code, please refer to the Campus Code Table shown below MM = two digit processing month YYYY = fiscal year Campus Code Table Code Campus Code Campus 35 Bakersfield 06 Monterey Bay 01 Chancellor s Office 70 Northridge 73 Channel Islands 10 Pomona 20 Chico 60 Sacramento 55 Dominguez Hills 63 San Bernardino 25 Fresno 65 San Diego 50 Fullerton 75 San Francisco 05 Hayward 80 San Jose 30 Humboldt 15 San Luis Obispo 40 Long Beach 68 San Marcos 45 Los Angeles 85 Sonoma 07 Maritime Academy 90 Stanislaus ESP Campus User Guide Page 5

8 Campus File Transmission Information (continued) Record Counts Verify that the record counts on the edit report match your record counts. ESP Campus User Guide Page 6

9 How to Logon Open Internet Explorer and type in the following URL: The Employee Salary Project System (ESP) page will display. Click on the Application Logon Screen link. To eliminate having to type this URL repeatedly, Use the Add to Favorites feature under the Favorites menu in Internet Explorer. ESP Campus User Guide Page 7

10 How to Logon Initial Logon The first time this URL is accessed from a desktop computer, a Java Runtime Environment (JRE) version will need to be downloaded and installed. Click on the following URL for instructions to download the applet: NOTE: To properly install the applet, technical support may be needed to provide you with administrator privileges. Logon Screen A Logon window will open and prompt you for your Oracle Username and Password. Enter your ESP username and password. Click on the Connect button. NOTE: The first time you log on, you will be asked to change your password ESP Campus User Guide Page 8

11 About The Main Screen The LCD Campus Processing Screen will display. This screen will enable you to: 1) call the telephone number displayed to request for a password reset of your UNIX account, 2) edit your campus data, 3) notify the Chancellor s Office of your submission, and 4) exit from your ESP session. NOTE: The application will time out if left idle for more than fifteen minutes. When this happens, close the application and log back on. Your campus code & name Identifies the processing month & year The status of the LCD edit will be send to the address entered here. 4 ESP Campus User Guide Page 9

12 UNIX Account and Password Click on the View SFTP Login Info button to display the telephone number to call to obtain your UNIX account information. Once the password is obtained, you can logon to Chancellor s Office application server COWEUSFTP101.calstate.edu via a secure file transfer protocol. Your user ID and Chancellor Office contact information are displayed. Click on the Hide Transfer Info button to clear the displayed values. ESP Campus User Guide Page 10

13 To Transfer Your Campus Files for Processing Open your secure transfer application and logon using your UNIX account name and password. The host name of the Chancellor s Office application server is coweusftp101.calstate.edu (Port 22). To upload your file from your local directory to your ESP prod folder, click on the file you want to transfer. Use the drag and drop method to transfer your files to the prod folder. The same method is used to download a file from prod to your local directory. You can also right click on the file to copy and paste in the directory of your choice. ESP Campus User Guide Page 11

14 Process LCD This selection enables you to edit your campus files after you have transferred your files to the Chancellor s Office application server. Enter your address > Click on the Process LCD button. The system requires an address so that the appropriate campus contact will be notified when the edit is finished (the edit can take up to half an hour to complete). The month and fiscal year are pre-coded on the form. Always verify this information to ensure you are submitting data for the correct processing period. 2 1 A system message will display when the job has been submitted. Click on the OK button ESP Campus User Guide Page 12

15 Process LCD (continued) An message indicating the status of the edit run will be mailed to the address entered in the main screen. The will be from Oracle DBA. If your data failed the edit process, you must correct the errors and reprocess your data. Sample of a Good Run This message will display when your data pass the edit. Sample of a Run with Errors This message will display when your data does not pass the edit. ESP Campus User Guide Page 13

16 Send Notification to CO You are ready to notify the Chancellor s Office staff to load your data when your ESP edit report shows ESP_LCD process completed successfully. Upon notification, your campus file will be posted to the ESP Corporate Data Table. To send notification, click on the Notify CO button. A system message will display when notification has been sent to the Chancellor s Office. Click on the OK button. ESP Campus User Guide Page 14

17 Closing the ESP System To close your ESP session and exit > click on the Exit button. The logon screen will display. Click on the Logoff and Exit button. The browser window should not be closed before the Logon screen is closed. Once the Logon screen closed, the browser can then be closed. ESP Campus User Guide Page 15

18 Change Password To change your password, click on the Change Password button from the Logon window. The Change Password dialog box will display. Enter your Oracle User Id > current password > a new password. Re-enter the new password to confirm your entry. The password must adhere to the following requirements: Must be different from the old password by at least 3 characters Must contain at least three (3) out of the four (4) following character types: At least one uppercase alphabetic character (A-Z) At least one lowercase alphabetic character (a-z) At least one special character. The special character should be an underscore _ At least one number (0-9) Click on the OK button. If the two new password entries agree a confirming message will be displayed when the password is successfully changed. Click the OK button on the message. The Logon window will display for you to logon with your user name and new password. ESP Campus User Guide Page 16

19 Data Validation The campus code and the cycle month on the Payment History file are edited against the campus code and the Employment History file month on the LCD Campus Processing Screen. ESP Campus User Guide Page 17