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OnePurdue Initiative

Concepts of Personnel

Administration

Facilitated by

Sue Gibson and Peggy Jasper

June 1, 2006


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HR Concepts Overview

The OnePurdue system introduces newconcepts and terminology to clients.

Clients are eager to learn about the newconcepts.

The HR team is hosting a series ofpresentations to help future users of the

system learn new concepts andterminology before attending formaltraining 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 OrganizationalManagement Objects andEnterprise Structure

June 1, 2006: Concepts of PersonnelAdministration

June 15, 2006: Concepts of ConcurrentEmployment

June 29, 2006: Concepts of Time & Leave

ManagementJuly 20, 2006: Concepts of Payroll

July 27, 2006: Concepts of Benefits


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Lets Get Started

Today, were 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, workschedule and benefits


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HR Modules

Organization Management (OM) and Enterprise Structure

PersonnelAdministration

(PA)

Time (TM)

Payroll

(PY)

Benefits(BN)

Organization Management -Manages Objects and their relationshipsManages the Enterprise StructureEstablishes new departmentsEstablishes new J obs

Personnel Administration manage staff activitiesmaintain employee data

HR Modules in OnePurdue

Payroll -calculates paymentsgenerates payroll resultsgenerates remuneration statement

bank transferscheck paymentstransfer payroll results to accounting

Time Management collects time datamanages absence quotascreate time evaluationCross-application time sheet

Benefits -enrollment processestablish new plansmonitor eligibilitychange in family status


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Employee Assignments

When an employee is assigned to a position, theemployee 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 employees data must be

kept current. Employee data is maintained through

Personnel Administration (PA) infotype orthrough Employee Self- Service (ESS).

A Shared Service Organization concept is

being considered where all PA actionswill 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 isusually entered at the same time.

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


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Personnel Actions

Personnel Actions are related to activitieswithin an employee life cycle.

The infotypes to be maintained for an HRaction are grouped together.

The infotypes are linked in sequence toensure that all required information isentered.

Once an infotype is saved, the next relevantinfotype 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 Actions

Change in Pay

Transfer Position Reclassification

Separation


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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 HRtransactions.


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Employee Identifiers

Person ID A numeric system identifierestablished at the initial entry of a person.

Personnel Number The person assignmentnumber. If an employee holds only oneassignment, 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, andis 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 AssociatedAction

Processing Impact

0 Withdrawn Separation Does not run through time processing (noaccruals) or payroll. Deductions do not go intoarrears.

1 Inactive LOA Unpaid Does not run through time processing (noaccruals). Runs through payroll but does notreceive 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 payrollprocessing. Deductions go into arrears ifpaycheck 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 inan 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 anemployees 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 neededfor reporting.

Used in payroll, time and benefits processes.

Includes: Retirement date, Hire date,Adjusted Service date, Benefits Eligibility

date, Unpaid Leave Return date, EVPR Begindate, 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, Otheroffice 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 addressas well as building.

Release restrictions are available: public, restricthome 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 understandConcurrent Employment (CE) in order toprocess correctly.


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Primary Appointment

All employees have a primary

appointment. For CE, the primary appointment is

where the employees benefits aremaintained.


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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 thespecified 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 SharedService organizations


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HR Administrator Role


data for all Personnel Actions. Has enhanced reporting capability and

ensures that all transactions processed in

the Shared Service organization areappropriately approved and accurate.

Held by selected positions in HR SharedService 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 departmentbusiness offices and other areas.


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Quick Hire Processor


data for the Quick Hire personnel actiononly.

Used specifically to establish

undergraduate and graduate studentappointments.

Held by selected positions in departmentbusiness offices.

C Di ib i


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Cost Distribution

Administrator Able to display, create, change or delete

specific data for Infotype 0027 CostDistribution only.

Used specifically to establish cost

distribution for employee salaryexpenses.

Held by selected positions in departmentbusiness offices.

Affi ti A ti Offi


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Affirmative Action Office

Administrator Able to display, create, change or delete

data for Infotype 0077 AdditionalPersonal 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 forPersonnel Actions.

Held by selected positions in HumanResource Services.


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HR Executive Approver

Able to provide final approval for allPersonnel Actions requiring executiveapproval.

Held by selected executive positions.


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Query Runner

Authorizes the holder to processstandard queries against the R/ 3database.

Held by selected positions only.


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Query Writer

Authorizes the holder to create andprocess ad hocqueries against the R/ 3database.

Held by selected positions only.


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Data Links

To learn more about HR concepts

To complete the PersonnelAdministration Evaluation

E- mails for future questions

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


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