OnePurdue Initiative

Concepts of Personnel Administration

Facilitated bySue Gibson and Peggy Jasper

June 1, 2006

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HR Concepts Overview

The OnePurdue system introduces new concepts and terminology to clients.

Clients are eager to learn about the new concepts.

The HR team is hosting a series of presentations to help future users of the system learn new concepts and terminology before attending formal training sessions.

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HR Concepts Overview

The presentations:• are strictly an overview of new terminology

and concepts,• do not replace formal classroom training,• do not fully detail the new business

processes.

The presenters will focus strictly on the session topic.

Questions related to future presentations will be deferred to the future session.

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Scheduled Presentations

May 18, 2006: Concepts of Organizational Management Objects and Enterprise Structure

June 1, 2006: Concepts of Personnel Administration

June 15, 2006: Concepts of Concurrent Employment

June 29, 2006: Concepts of Time & Leave Management

July 20, 2006: Concepts of PayrollJuly 27, 2006: Concepts of Benefits

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Let’s Get Started

Today, we’re discussing Concepts of Personnel Administration.

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What Is Personnel Administration?

Personnel Management manages activities associated with people that include:• What actions take place on a person

• What the reason is for an action

• What appointments an employees holds

• What historical activities have taken place

• What leaves have taken place

• What changes on a person in regards to pay, work schedule and benefits

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HR Modules

Organization Management (OM) and Enterprise Structure

Personnel Administration

(PA)

Time (TM)

Payroll (PY)

Benefits (BN)

Organization Management - Manages Objects and their relationships Manages the Enterprise Structure Establishes new departments Establishes new Jobs

Personnel Administration –manage staff activitiesmaintain employee data

HR Modules in OnePurdue

Payroll - calculates payments generates payroll results generates remuneration statement bank transfers check payments transfer payroll results to accounting

Time Management – collects time data manages absence quotas create time evaluation Cross-application time sheet

Benefits - enrollment process establish new plans monitor eligibility change in family status

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Employee Assignments

When an employee is assigned to a position, the employee inherits structure values from the position.

The values default or drive the following information for the employee:• Payroll area assignment• GL account assignment for payroll postings• Recurring base budget assignment & tracking• Eligibility for accruals (vacation, sick leave, etc.)• Eligibility for specific wage types (salary, hourly,

administrative adjustment, etc.)• Benefit program groupings

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Maintaining Employee Data

Once hired, an employee’s data must be kept current.

Employee data is maintained through Personnel Administration (PA) infotype or through Employee Self-Service (ESS).

A Shared Service Organization concept is being considered where all PA actions will be processed.

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Infotypes

Infotypes are logical groupings of data fields.

Infotypes can be thought of as a screen.

Data associated with one infotype is usually entered at the same time.

Examples of infotypes include address, basic pay, work schedule, personal data and residence status.

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Personnel Actions

Personnel Actions are related to activities within an employee life cycle.The infotypes to be maintained for an HR action are grouped together.• The infotypes are linked in sequence to

ensure that all required information is entered.

• Once an infotype is saved, the next relevant infotype is displayed.

• If no information is entered into an infotype, it may be skipped.

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Personnel Action Examples

Hire Actions• New Hire• Rehire• Additional Assignment/Concurrent Appt• Quick Hire

Long-Term Leave of Absence ActionsChange in PayTransferPosition ReclassificationSeparation

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Processing Personnel Actions

All necessary data must be gathered and approved before entry into the system.

No advance payroll changes

No held checks

Processing staff need to know a broad range of information related to HR transactions.

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Employee Identifiers

Person ID – A numeric system identifier established at the initial entry of a person.

Personnel Number – The person assignmentnumber. If an employee holds only one assignment, the Person ID will be the same.Primary Assignment –• If one appointment, reflects the Personnel Number• If multiple appointments, reflects the benefits-eligible

position

PUID – Remains the same number as today, and is available in the system to validate a person. Not a key field.

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Employment Status

Indicates the status of an appointment

Only one action in a day on an appointment

Code Description Associated Action

Processing Impact

0 Withdrawn Separation Does not run through time processing (no accruals) or payroll. Deductions do not go into arrears.

1 Inactive LOA Unpaid Does not run through time processing (no accruals). Runs through payroll but does not receive basic pay. Deductions go into arrears if not prepaid.

2 Retiree N/A Will not use this status

3 Active New hire, Transfer, Change

in Pay, etc

Runs through all normal time and payroll processing. Deductions go into arrears if paycheck is not adequate to cover all amounts.

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Effective Dates

Each action requires an effective begin and end date.• The end date defaults to 12/31/9999

Date typically applies to all infotypes in an action.• Exceptions

Future-dated transactions are critical.• Go-live guidelines allow entry only one

month in advance.

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Monitoring of Dates

Tracks future dates of activities related to an employee’s life cycle.

An action triggers on the predetermined date.Up to 12 activity dates per employee are available.

Examples• Expiration of provisional period• Expiration of Reduction in Force period• Expected return to work date

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Date Specifications

Stores important dates about an individual.

Does not trigger an activity, but is needed for reporting.

Used in payroll, time and benefits processes.

Includes: Retirement date, Hire date, Adjusted Service date, Benefits Eligibility date, Unpaid Leave Return date, EVPR Begin date, Level date, TIAA Eligibility Begin date, TIAA Actual Eligibility date, and True Termination date.

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Addresses

3 Address types: Mailing, Office location, Other office locations• Mailing address will be managed via ESS.• HR will manage the Office location.• SMAS will manage the Other office locations to track

room numbers.

Campus address includes postal mailing address as well as building.

Release restrictions are available: public, restrict home demo, omit from public listings.

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Concurrent Employment

Definition: When an employee holds multiple appointments at the same time

Only one paycheck will be produced and earnings for taxes will be merged.

Must receive all pay in one pay area.

Processors must thoroughly understand Concurrent Employment (CE) in order to process correctly.

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Primary Appointment

All employees have a primary appointment.

For CE, the primary appointment is where the employee’s benefits are maintained.

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Payroll Area

Payroll areas: • FY Fiscal Year • AY Academic year • BW Biweekly• NP Non Pay

Each employee will be paid in only one payroll area.

Establishing a payroll area for CE requires understanding of the decision process.

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New Hire Action

Example

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Personnel Administration Roles

A Role grants authorization to process specific transactions in the OnePurdue system.

All roles will be stored on positions. All employees who hold positions that carry the role will inherit the authorization to process the specified transactions. One or multiple positions can carry the same role. One position can carry multiple roles.

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HR Processor Role

Able to display, create, change or delete data for all Personnel Actions

Has some reporting capability

Held by selected positions in HR Shared Service organizations

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HR Administrator Role

Able to display, create, change or delete data for all Personnel Actions.

Has enhanced reporting capability and ensures that all transactions processed in the Shared Service organization are appropriately approved and accurate.

Held by selected positions in HR Shared Service organizations.

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HR Departmental Processor

Able to display data for selected Personnel Actions.

Has some reporting capability and is used to inquire into the system.

Held by selected positions in department business offices and other areas.

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Quick Hire Processor

Able to display, create, change or delete data for the Quick Hire personnel action only.

Used specifically to establish undergraduate and graduate student appointments.

Held by selected positions in department business offices.

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Cost Distribution Administrator

Able to display, create, change or delete specific data for Infotype 0027 Cost Distribution only.

Used specifically to establish cost distribution for employee salary expenses.

Held by selected positions in department business offices.

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Affirmative Action Office Administrator

Able to display, create, change or delete data for Infotype 0077 Additional Personal Data.

Used specifically for AAP monitoring and reporting.

Held by selected positions in the Affirmative Action Office.

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HR Department Approver

Able to trigger workflow routing for Personnel Actions.

Held by selected positions in department business offices.

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HR College Approver

Able to trigger workflow routing for Personnel Actions.

Held by selected positions in college business offices.

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HRS Approver

Able to trigger workflow routing for Personnel Actions.

Held by selected positions in Human Resource Services.

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HR Executive Approver

Able to provide final approval for all Personnel Actions requiring executive approval.

Held by selected executive positions.

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Query Runner

Authorizes the holder to process standard queries against the R/3 database.

Held by selected positions only.

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Query Writer

Authorizes the holder to create and process ad hoc queries against the R/3 database.

Held by selected positions only.

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Data Links

To learn more about HR concepts

To complete the Personnel Administration Evaluation

E-mails for future questions

http://www.onepurdue.purdue.edu/resources/onepurdue_hr_concepts_education_datalinks.shtml

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Questions?