Service Request 15217 Document Number DETAIL Phillip Thompson Information Systems & Computing Office of the President University of California
INTRODUCTION...1 DIFFERENCES FROM REQUIREMENTS...2 DDL MEMBERS FOR DB2 CHANGES...3 PROGRAMS...4 ONE-TIME PROGRAMS...7 INCLUDE MEMBERS...8 CICS MAPS...10 BINDS...11 TABLE UPDATES...12 JCL...13 ATTACHMENTS...14
Page 1 Introduction University of California, Human Resources and Benefits department, modified the policy regarding the attainment of career status for employees classified as "casual". Effective January 1, 2001, in addition to the current conditions of eligibility for career status based on the percent time and duration of the employee's appointment, an employee may alternately qualify for career status by accruing 1000 eligible hours on pay status in a casual position in a consecutive 12 month period, without a significant break in service. A terminology change also replaced references to "casual" appointments with the term "limited" appointments. Requirements for Payroll/Personnel System (PPS) changes to support this modification were issued in Service Request 15212, and the PPS changes issued in Release 1330. The original service request specified that hours prior to any break in service of 120 days or more should be initialized to zero, but was later amended to eliminate that requirement. It was determined that the hours should not be initialized, because the hours data could be lost in the case where an incorrect hire date or separation date were entered. Instead, it was decided that a mechanism should be provided to allow the system to know the first month to use in the calculation of total eligible hours. Service Request 15217 specifies the PPS enhancements needed to provide this mechanism. A Limited Hours As of Date will be maintained on the EDB for each employee. The Total Hours Toward Career Status Eligibility implemented in Release 1330 will subsequently be calculated only from the hours of months equal to or later than the month of the Limited Hours As of Date.
Page 2 Differences from Requirements 1. Minor modifications have been made to the screen definitions. The new fields and labels have been moved slightly, and the hours fields have been moved to reflect the previously released format. 2. The Inquiry Only format for the new data element has been changed to 'MM/DD/YY'. The text of the General Description has been slightly modified.
Page 3 DDL Members for DB2 Changes Payroll Computation Table (PPPPER): A new column will be added that will contain the Limited Hours As of Date. The standard EDB DDL members defining the table and three Views for the PPPPER table will be modified. TBPER00C PPPVZPER PPPVPER1 PPPVPER2 For campuses which alter tables rather than re-create them, a new ALTER TABLE member will be created to add the new columns. TBPER15A. LIM_HRS_AS_OF_DATE DATE NOT NULL WITH DEFAULT;
Page 4 Programs PPAPEUFE PPAPEUFE is the main driver for online editing for EDB Update. It has a SELECT for all the data on the PPPPER row. It will be modified to include the new Limited Hours As of Date column. PPAPEUPU PPAPEUFE is the main driver for online updating for EDB Update. It has a SELECT for all the data on the PPPPER row. It will be modified to include the new Limited Hours As of Date column. PPEMPSTA PPEMPSTA derives Employment Status. It is triggered in explicit EDB maintenance by changes to, among other data elements, Hire Date and Separation Date, which includes Hire and Rehire actions. It is also executed unconditionally in the EDB Daily Process. In explicit EDB maintenance PPEMPSTA executes ahead of PPEA001 (Hire) and PPEA002 (Rehire) consistency edits. Furthermore, PPEMPSTA initializes the Separation Date, when appropriate. Therefore the Hire and Rehire events requested must occur in PPEMPSTA while the Separation date is still known. PER-ROW is already defined as an External, so the Limited Hours As of Date will be available. XACN-ACTION- ARRAY will be added as an External so that Action Codes can be accessed. CPWSXDC3 and CPPDXDC3 common date routine copymembers will be also be added so that calculation of the break in service can use standard date routines. If a Hire is occurring (XACN-ACTION-FLAG (01, 01) = 'Y') during explicit EDB maintenance then the Limited Hours As of Date will be set to the Hire Date. Auditing responsibilities will be performed for Data Element 0427. An explicit check for a Rehire (XACN-ACTION-FLAG (01, 02) = 'Y') will not occur. Rather, the same code that checks for an achieved Hire Date will execute during any triggering of PPEMPSTA or unconditional call in the EDB Daily Process. Once performed it will not repeat since the Separation Date is initialized as part of the process. Thus, for a Rehire with a current or past Hire Date, the derivation for Limited Hours As of Date will be immediately performed. If the Rehire date is in the future, the derivation which be left for later. If the Hire Date is later than the current date, as defined by XDTS-ISO-DLY-RUN-DATE, then no change will be made to Limited Hours As of Date. Thus, a future Rehire will not reset the Limited Hours As of Date. That will occur, as shown in the next bullet, when the Hire Date is achieved, most likely during the EDB Daily Process. If the Hire Date is equal to or less than the current date, as defined by XDTS-ISO-DLY-RUN-DATE, and the there is a Separation Date, and the Separation Date is less than the Hire Date (i.e. a break in service has occurred) then length of the break in service will be calculated. The Hire Date and Separation Date will both be converted to Lilian, via PPS date routine XDC3-CONVERT-ISO-TO-LILIAN. The Separation date result will be subtracted from the Hire Date result. If the difference is +121 or greater, then the Limited Hours As of Date will be set to the Hire Date. Auditing responsibilities will be performed for Data Element 0427. If the difference is +120 or less then no change will be made to the existing Limited Hours As of Date. PPEM005 PPEM005 performs implied maintenance during Monthly Periodic EDB Maintenance. It was modified in Release 1330 to update the appropriate month's Hours Toward Career Status Eligibility with the Current Month Hours Towards Career Status Eligibility and recalculate Total Hours Toward Career Status Eligibility. Currently it simply adds all the twelve month buckets and places the result in the total bucket.
Page 5 PPEM005 will be modified so that the calculation of Total Hours Toward Career Status Eligibility will only include months' hours when that month is equal to or greater than the month of the new As of Date for Total Career Hours Toward Career Status Eligibility. This total will continue to be compared, prior to and after update, with the values of System Parameters 83 and 84 to set flags for career status eligibility reporting. No further changes are required to control that reporting process. A twelve bucket array will be defined to hold "effective dates" and hours from Hours Toward Career Status Eligibility. PER-ROW is already defined as an External, so the Limited Hours As of Date will be available. The twelve month Hours Toward Career Status Eligibility will be loaded from copymember CPLNKHDA into the array position matching its month, e.g. HRS-CAR-ELIG-03 would be loaded into array position three. During the initial execution of PPEM005, an array of "effective dates" in XDC3-ISO-DATE format will be established for the twelve month buckets for Hours Toward Career Status Eligibility. XDTS-ISO-1-MO-PRI-MM is currently used to define the "current" month for updating various hour buckets, and XDTS-ISO-1-MO-PRIOR- DATE will be used to define the starting point for determining these effective dates. Dates for the other buckets will be calculated from that initial date, and will step back month by month until all twelve buckets are dated. The month of the date will serve as the array position. For each employee the Limited Hours As of Date will also be converted to an XDC3-ISO-DATE format. The day field will be set to 01, so that it can be compared to the array dates. If the array effective date for the month bucket is equal to or greater than the reformatted Limited Hours As of Date, the month's hours will be included in the Total Hours Toward Career Status Eligibility. PPKEYCHD PPKEYCHD performs key changes and deletes for both batch and online updating of the EDB. It has a SELECT for all the data on the PPPPER row. It will be modified to include the new Limited Hours As of Date column. PPPERCHG The program is a standard part of the EDB Fetch/Update complex for monthly maintenance for the PPPPER table. It will be modified to process the new Limited Hours As of Date. PPPERFET The program is a standard part of the EDB Fetch/Update complex for the PPPPER table. It will be modified to process the new Limited Hours As of Date. PPPERUPD The program is a standard part of the EDB Fetch/Update complex for the PPPPER table. It will be modified to process the new Limited Hours As of Date. PPPERUTL The program is a standard part of the EDB Fetch/Update complex for the PPPPER table. It will be modified to process the new Limited Hours As of Date. PPPERUTW The program is a standard part of the EDB Fetch/Update complex for the PPPPER table. It will be modified to process the new Limited Hours As of Date. PPWECEN PPWECEN is an online screen processor program for the Central Office update screen. Only two data elements are currently updateable from the ECEN function: 403(b) Limit and Anticipated Retirement Date. It will be modified to display Limited Hours As of Date. The detail map PPECEN0 will also be modified. See Attachment A for a screen sample.
Page 6 PPWIHR2 PPWIHR2 is an online screen processor program which currently displays Hours Toward Benefits Eligibility and Hours Toward Career Status Eligibility fields. It will be modified to display Limited Hours As of Date. Hours for months prior to the Limited Hours As of Date will continue to be displayed. The detail map PPIHR20 will also be modified. See Attachment B for a screen sample.
Page 7 One-Time Programs PPOTRRRR A one-time program will be created to initialize the new column Limited Hours As of Date. The one-time program will be capable of running in either non-update or update mode, as selected on the Run Specification Record: PPOTRRRR-SPECUPDATE will cause an update of the EDB PPOTRRRR-SPEC will not update the EDB A cursor will be defined to fetch all PPPPER rows regardless of Employment Status. However, stub records, i.e. those with Employee Name of all asterisks will not be processed. An array of "effective dates" in XDC3-ISO-DATE format will be established for the twelve month buckets for Hours of Pay Status. The month prior to SCR-CURRENT-DATE will be used to define the starting point for determining these effective dates, and dates for the other buckets will step back month by month until all twelve buckets are dated. The month of the date will serve as the array position. For example, if the Current SCR Date is 2001-03-01would be the latest date in 2001. It would be placed in array position three. Array position four would be calculated as 2000-04-01, i.e. the prior April. If the employee's Hire Date is equal to or less than 2001-01-01, the Limited Hours As of Date will be set to 2001-01-01. If the employee's Hire Date is greater than 2000-01-01, then Hours of Pay Status (DE 5120 through DE 5131) will selected from the PPPPCM table, and loaded into the array. The array will be processed to identify earliest "effective date" of an Hour on Pay Status month with hours greater than zero, and that is January 2001 or later. If that month is earlier than the Hire Date, that month's effective date will be moved to Limited Hours As of Date. If that month is the same month as the Hire, the Hire Date will moved to Limited Hours as of Date. If there are no Hours on Pay Status greater than zero, then Hire Date will be moved to Limited Hours As of Date. An EDB Change File (ECF) record will be written for each data element that is changed. PPP180 will be used to process the file to provide reporting of the changes. The ECF will be written in both non-update and update mode so that projected changes can be evaluated first in non-update mode. This file is for auditing purposes only, and should not be run into History.
Page 8 Include Members Payroll Personal Table (PPPPER): The standard EDB Include members defining the working storage and Views for a table row in the PPPPER table will be modified: PPPVZPER PPPVPER1 PPPVPER2 Working storage: 10 LIM-HRS-AS-OF-DATE PIC X(10). View:,LIM_HRS_AS_OF_DATE DATE NOT NULL These Include's have a large filler field which will be decremented by the length of the new fields. Therefore the length of the Include is not affected. Programs that use the Include as an External but do not reference the new fields do not require recompilation.
Page 9 Copymembers CPPDIPER CPPDIPER is copy code that performs special initialization of PPPPER columns such as dates. The new Limited Hours As of Date will be added to the dates initialized as '0001-01-01'. The only two programs using the copymember are PPPERUTL and PPPERUPD which will be included in the modified compiles. CPWSRPER CPWSRPER defines working storage for a row on the EDB PPPPER table. The new Limited Hours As of Date will be added. 10 LIM-HRS-AS-OF-DATE PIC X(10). The copymember has a large filler field which will be decremented by the length of the new fields. Therefore the length of the copymember is not affected. Programs that use the copymember as an External but do not reference the new fields do not require recompilation.
Page 10 CICS Maps PPECEN0 PPECEN0 is the map used by EDB Update screen processor program PPWECEN. It will be modified to add a label and data field for the new Limited Hours As of Date. Field level Help text for Limited Hours As of Date will be anchored to the screen. See Attachment A for a screen sample. PPIHR20 PPIHR20 is the map used by EDB Inquiry screen processor program PPWIHR2. It will be modified to add a label and data field for the new Limited Hours As of Date. Field level Help text for Limited Hours As of Date will be anchored to the screen. See Attachment B for a screen sample.
Page 11 Binds PPOTRRRR (one-time): A one-time plan bind will be created for one-time program PPOTRRRR. It will contain members PPOTRRRR, PPCTTUTL and PPMSSG2.
Page 12 Table Updates Data Element Table (PPPDET): The new data element for Limited Hours As of Date will be added to the PPPPER table. It will be defined as a standard Date and as updateable by EDB File Maintenance. Limited Hours As of Date DE 0427 Data Element to Screen Table (PPPDES): Limited Hours As of Date DE 0427 will be defined for the ECEN screen. The Protected Indicator will be N. Data Dictionary & CICS Help See Attachment C for an example of the Data Dictionary form that will be made available on the PPS website. New field level Help text will be created for Limited Hours As of Date DE 0427. A member EDB0427 will be created for PAY.BASE.HELPTEXT, and released as a HELPDDSE file. The CICS Help text will be in the standard format, and its text will reflect the General Description text of the Data Dictionary form.
Page 13 JCL PPOTRRRR (one-time): JCL will be created for one-time program PPOTRRRR. It will have a standard Errors and Warnings report at DD OTRRRR1. It will create a standard EDB Change File (ECF) at DD EDBCHG. The one-time program will have a Run Specification Record at DD CARDFIL. It will be capable of running in either non-update or update mode, as selected on the Run Specification Record: PPOTRRRR-SPEC PPOTRRRR-SPECUPDATE The sample JCL will also include execution of PPP180 to read the ECF and produce a PPP1800 report for auditing purposes.
Page 14 Attachments Attachment A Attachment B Attachment C ECEN Screen Sample IHR2 Screen Sample. Data Dictionary for Limited Hours As of Date
Page 15 Attachment A ECEN Screen Sample PPECEN0-Errrr EDB Entry/Update 02/28/01 10:54:54 02/26/01 10:09:11 Central Office Information Userid: PAYPST ID: 000050069 Name: AGES,TRUDY SSN: 555-61-7654 Pri Pay: BW 403b Limit Amt: S: NOT CALCD Anticipated Retirement Date: Limited Hours as of Date: 123100 Next Func: ID: Name: SSN: ===> F: 1-Help 3-PrevMenu 4-Print 5-Update F: 9-Jump 12-Exit
Page 16 Attachment B IHR2 Screen Sample PPIHR20-Irrrr EDB Inquiry 07/17/00 15:23:24 Hours Toward Eligibility Userid: PAYPST ID: 000050020 Name: ABSENT,MARCUS SSN: 555-55-5020 Hm Dept: 804918 CHAN OFFICE Emplmt Status: A Pri Pay: MO Hours Toward Benefits Eligibility Hours Toward Career Status Total Hrs at Month Begin: 996.00 Total Hrs at Month Begin: 520.00 Current Month: 20.00 Current Month: 20.00 Jan: 100.00 Jul: Jan: 100.00 Jul: Feb: 110.00 Aug: Feb: 130.00 Aug: Mar: 180.00 Sep: 160.00 Mar: 180.00 Sep: * Apr: 110.00 Oct: 160.00 * Apr: 110.00 Oct: May: Nov: 176.00 May: Nov: Jun: Dec: Jun: Dec: As of Date for counting hours: 12/31/00 Next Func: ID: Name: SSN: ===> F: 1-Help 3-PrevMenu 4-Print 5-GenDoc F: 9-Jump 12-Exit
Page 17 Attachment C Data Dictionary for Limited Hours As of Date System Number: EDB0427 User Access Name: Programming Name: 0427-3 Release Date: 03/01/01 Comments: Source(s): Use(s): Location(s): Name: Type: PPP120 LIMITED HOURS AS OF DATE Numeric Length: 6 Format: MM/DD/YY Inquiry Only, MMDDYY Entry/Update General Description: Date on which accumulation of hours worked in a limited appointment begins. These hours are used to determine eligibility for career status. This date is set by the system to the Most Recent Hire Date (EDB 0113) when an employee is first hired. It is reset to the new hire date on rehire after a break in service of 120 days or more. Code Interpretation N/A