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HR Systems User Documentation
ESPHR/Version 7 - Payroll Archive
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CONTENTS
1. PURPOSE _______________________________________________________ 3
2. BACKGROUND __________________________________________________ 3
3. ACCESS TO VERSION 7 - PAYROLL ARCHIVE IN HRMS ________________ 3
4. PAGES IN VERSION 7 – PAYROLL ARCHIVE IN HRMS __________________ 3
4.1. Create Additional Pay ........................................................................................................... 4 4.1.1. Comparison between Additional Pay in ESPHR and Create Additional Pay in Version 7 – Payroll Archive in HRMS 4
4.2. Leave Plans ............................................................................................................................ 7 4.2.1. Comparison between Leave Plans in ESPHR and Version 7 – Payroll Archive in HRMS 8
4.3. Review Accrual Balances ................................................................................................... 10 4.3.1. Comparison between Leave Accruals in ESPHR and Review Accrual Balances in Version 7 – Payroll Archive in HRMS 10
4.4. Leave Shifts .......................................................................................................................... 13 4.4.1. Comparison between Leave Shifts in ESPHR and Leave Shifts in Version 7 – Payroll Archive in HRMS. 13
4.5. Review Paycheck ................................................................................................................. 15 4.5.1. Comparison between Paycheque Data in ESPHR and Review Paycheck in Version 7 - Payroll Archive in HRMS 15
4.6. PCA Report ........................................................................................................................... 18 4.6.1. Comparison between PCA by Selected Pay Periods in ESPHR and PCA Report in Version 7 – Payroll Archive in HRMS. 18
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1. Purpose
The purpose of this document is to inform HR Practitioners about the archiving of ESPHR – Version 7 - and to train these users in how to access information from “Version 7 - Payroll Archive” within HRMS.
2. Background
Our current Human Resources Management System – HRMS – was introduced in October 2008. Between November 2000 and October 2008 ANU’s HR System was ESPHR. Both ESPHR and HRMS are PeopleSoft/Oracle products. HRMS is (currently) Version 9.0 and ESPHR was Version 7, hence the reference to Version 7 – Payroll Archive. ESPHR/Version 7 has been in Inquiry Mode since October 2008 when HRMS was implemented. On implementation most of our HR data was converted to HRMS eg Job Data, Leave and Personal History. A decision has now been made to decommission ESPHR. Outstanding selected payroll information has now been moved to pages within HRMS, accessible from “Version 7 - Payroll Archive” folder. The archived data is for the period November 2000 to October 2008. All access to this archived data is Inquiry Only. No data can be modified, deleted or added.
3. Access to Version 7 - Payroll Archive in HRMS
The following Roles have been updated in HRMS.
ANU_HR_PAY_ADMIN Full local area access to the archived Version 7 pages
ANU_HR_ADMIN Full local area access to the archived Version 7 pages
ANU_HR_FININQ Access to Payroll Costing Report only
ANU_HR_FINMAN Access to Payroll Costing Report only
All current and future HRMS users with the above roles are automatically granted access to Version 7 – Payroll Archive. A user’s current departmental access in HRMS is also applied to their Version 7 pages.
4. Pages in Version 7 – Payroll Archive in HRMS
There are six panels from ESPHR that have been converted into HRMS pages. Please see folder and page structure below:
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Version 7 –
Payroll Archive
Create Additional Pay
(Additional Pay in v7)
Review Paycheck
(Paycheque Data in v7)
PCA Report
(PCA by Selected Pay Periods in v7)
Leave Plans
(Leave Plans in v7)
Review Accrual Balances
(Leave Accruals in v7)
Leave Shifts
(Leave Shift Code in Job Data in v7)
4.1. Create Additional Pay
Additional Pay is similar to Administrator Element Assignment in HRMS. It gives you details of all ongoing allowances/loadings that were paid to an employee in ESPHR from November 2000 to October 2008.
The page is complex and contains three Scroll Levels (as it did in Version 7).
Top Scroll Level: Lists each Earnings Code (Allowance/Loading) that was paid. You can move between the earnings codes or View All.
Second Scroll Level: Shows Effective Date (start date) of the selected Earnings Code above. If more than one start date, you can move between the dates or View All.
Last Scroll Level: Details of the selected Earnings Code and Effective Date. You can view End Date and Hourly Rate.
4.1.1. Comparison between Additional Pay in ESPHR and Create
Additional Pay in Version 7 – Payroll Archive in HRMS
This page is basically the same in HRMS as it was in ESPHR.
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ESPHR Content
Additional Pay 1
Version 7 - Payroll Archive in HRMS
Comparison:
ESPHR Payroll Archive in HRMS Comment
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Earnings Code Earnings Code
Effective Date Effective Date
Default to Current Job Data Yes Available from Job Information Section
Or Overrides to Job Data Yes Payment Details
Addl Seq Addl Seq
Hours Hours
Sep Chq# Sep Chq#
Earnings Earnings
Reason Reason Defaults to Not Specif instead of None
Earn End Date Yes Called End Date
Goal Amount Goal Amount
Current Goal Balance Yes Goal Balance
Hourly Rate Hourly Rate
Disable Direct Deposit Disable Direct Deposit
Prorate Additional Pay Prorate Additional Pay
OK To Pay OK To Pay
Applies to Pay Periods Applies to Pay Periods
ESPHR
Additional Pay 2
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Version 7 - Payroll Archive in HRMS
Comparison
ESPHR Payroll Archive in HRMS Comment
Default to Current Job Data Yes Called Default Job Data
Or Charge Additional Pay To…
Yes Called Job Data Override
GL Department Yes Called Combination Code
4.2. Leave Plans
The Leave Plans in ESPHR determined what leave an employee had an entitlement to. There is no easy comparison to this concept in HRMS. The closest comparison would be an employee’s Eligibility Group – Casual, General or Academic - which determines what leave/absences an employee has access to.
To better understand the set up, the following descriptions of ESPHR Plan Types may help:
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4.2.1. Comparison between Leave Plans in ESPHR and Version 7 –
Payroll Archive in HRMS
There are no major differences between the ESPHR panel and the Payroll Archive page.
ESPHR
Leave Plans
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Version 7 - Payroll Archive in HRMS
Comparison:
ESPHR Payroll Archive in HRMS
Comment
Plan Type Plan Type
Effective Date Effective Date
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N/A Election Date Action Date in ESPHR
End Date End Date
Benefit Plan Benefit Plan
Enrolment Date Enrolment Date
Service Date Service Date
Employee Status
Payroll Status
Benefit Program Benefit Program
No data has been populated in this field in HRMS.
Prior Service Missing This history is available from Prior Service History Details in HRMS.
4.3. Review Accrual Balances
Review Accrual Balances can be compared to Absence Accruals in HRMS. You get a detailed account of an employee’s leave status each fortnight - entitlement, adjustment and any leave taken.
Accrual Balances have different descriptions in ESPHR, Payroll Archive in HRMS and our current Version 9, HRMS.
ESPHR Payroll Archive in HRMS
HRMS (Version 9)
Entitlement Carried over from previous year
Balance
Pro-Rata Earned Year-to-Date
Pro-rata Balance
4.3.1. Comparison between Leave Accruals in ESPHR and Review
Accrual Balances in Version 7 – Payroll Archive in HRMS
ESPHR Content
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Version 7 - Payroll Archive in HRMS
Comparison:
ESPHR Payroll Archive in HRMS
Comment
Leave Accruals Tab
Benefit Program Benefit Program Data missing from V9 - OK
Company Company
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Plan Type Plan Type
Prior Service Missing in HRMS – OK, history available from Prior Service History Details in HRMS.
Accrual Date Accrual Date
Accrual Balances in Hours
Accrual Balances-Hours
Entitlement and Pro-rata named Carried over from previous year and Earned Year-to-Date in HRMS. OK.
Accrual Balances in Weeks and Accrual Totals (weeks)
Missing in HRMS – OK as this data is not required.
Accrual Totals Accrual Totals
Unprocessed Data Tab
Service Data Service Data
Unprocessed Other Data
Unprocessed Data
Plan Life Tab Missing – OK not required
4.4. Leave Shifts
Leave Shifts in ESPHR can be compared to Work Schedules in HRMS. The Leave Shifts could be viewed and changed through Job Data in ESPHR. This meant that the Leave Shifts were sometimes updated without any real changes being made to the work pattern. This is why you will have some duplicate rows in Leave Shifts in Version 7 – Payroll Archive in HRMS.
4.4.1. Comparison between Leave Shifts in ESPHR and Leave Shifts
in Version 7 – Payroll Archive in HRMS.
There are a few differences. As mentioned previously, in ESPHR you had to view the changes to your leave shifts (work schedule) in Job Data. Changes to the leave shifts were used in V7 to calculate leave duration – fortnightly payments were not based on leave shifts (but rather Standard Hours on Job Data 2).
ESPHR Content – Job Data 4
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Version 7 - Payroll Archive in HRMS
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ESPHR Payroll Archive in HRMS
Comment
Effective Date Effective Date Effective date of work schedule change
Leave Shift Code Leave Shift Code OK
Leave Shift Entry Date Leave Shift Entry Date
Date when this Leave Shift code was last updated. It may be earlier than the effective date.
Week in Leave Shift Week in Leave Shift
If the Leave Shift code contained more than one week, the Week in Leave Shift will inform you which of the two weeks the Effective Date falls within.
4.5. Review Paycheck
Review Paycheck in the Payroll Archive can be compared to Administrator Results in HRMS. Paycheck data contains information about all earnings, taxes and deductions for an employee. Local HR Practitioners only have access to view earnings and accumulators.
4.5.1. Comparison between Paycheque Data in ESPHR and Review
Paycheck in Version 7 - Payroll Archive in HRMS
The layout of the Paycheck in Version 7 – Payroll Archive in HRMS is different to ESPHR but all data has been migrated.
ESPHR Paycheque Earnings
Paycheque Accums
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Version 7 - Payroll Archive in HRMS
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Comparison
ESPHR Payroll Archive in HRMS
Comment
Paycheque Earnings Paycheck Earnings
ANU ANU
Pay Group Pay Group
End Date Pay Period End
Page Page
Line Line
Empl Rcd Employment Record No
Ben Rcd# Benefit Record Number
Name Name
Begin-End Dates Begin Date
End Date
Hourly Rate Rate
DeptID
Job Code
Position
Tax Period
Tax Method
Additional Data
Department
Job Code
Position
Tax Periods
Tax Method
Paycheque Special Accums
Special Accumulators Additional field for Empl Rcd # in HRMS
4.6. PCA Report
The PCA Report in Version 7 – Payroll Archive is very similar to the Payroll Costing by Calendar in HRMS. The archived PCA report will report payments and on-costs between pay period end dates 22/11/2000 and 01/10/2008 (all available data from ESPHR). Improvements have been made so that you are able to run historical PCA reports according to your current departmental security (even if you did not have the security at the times selected for the report) This used to be an issue in ESPHR for any newly hired local HR Administrators.
The PCA report is only available to employees with the Roles ANU_HR_FININQ and ANU_HR_FINMAN.
4.6.1. Comparison between PCA by Selected Pay Periods in ESPHR
and PCA Report in Version 7 – Payroll Archive in HRMS.
There are some differences between the ESPHR panel and the Payroll Archive page.
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ESPHR Content
Parameters
Department Selection
Version 7 - Payroll Archive in HRMS
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ESPHR Payroll Archive in HRMS
Comment
Parameters Tab N/A Only one page in HRMS
Run Control ID Run Control ID
Parameters Selection Criteria
Company Company
From Pay Period End Date
Start Date
To Pay Period End Date
End Date
Detailed Report Detailed Report
Totalled by GL Dept Totalled by GL Dept
Totalled by Employee Totalled by Employee
Department Selection Tab
N/A Only one page in HRMS
Department Selection Department Selection Different way of selecting departments.
