concepts of personnel administration
TRANSCRIPT
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?