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Hrms labor inquiries

HRMS Labor Inquiries


Session organization

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Session Organization

  • This session was designed to be instructor led and follows traditional tutorial activities you may have been previously exposed to. In this session the instructor will present to you information about how to use HRMS and – at times - ask that you complete activities/exercises in this manual. During this session you will find that following along in the manual will help you to complete this session successfully.

  • Please avoid trying to use your computer until asked to do so.

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7


Session agenda

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Session Agenda

  • Review: HRMS Concepts

    • Topic 1: Define FOAPAL and Index Codes

    • Topic 2: HR Positions and E-classes

  • Lesson 1: Employee Labor Inquiries

    • Topic 1: Employee Labor Distribution Inquiry

  • Lesson 2: Position Labor Inquiries

    • Topic 1: Position Budget Inquiry

    • Topic 2: Position Labor Distribution Inquiry

  • Lesson 3: Labor History Inquiries

    • Topic 1: Payroll Distribution Inquiry

    • Topic 2: Earnings Inquiry


Session overview

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Session Overview

The Banner 2000 Human Resource Management System (HRMS) has the ability to perform inquiries on labor information using forms. These inquiries are performed using virtually any type of form such as inquiry, maintenance, and application forms. This session will focus on the most popular inquiries you might use on the job.

HRMS is similar to the current Human Resources System; where applicable, we will identify the equivalent HRS screen for each form.


Review hrms concepts

Review: HRMS Concepts


Review hrms concepts overview agenda

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Review: HRMS Concepts Overview & Agenda

Overview

All Banner modules at WSU (FMS, HRMS, SIS, etc.) work in conjunction. Quite often, HRMS users will need to interact with the FMS financial data in HRMS forms to learn about budgets, and salaries. To effectively use any such financial-related functions, you must understand the concept of FOAPAL.

Perhaps the most significant change in the way WSU does business has to do with how HRMS treats positions. The basic change is that each employee will receive a position number that is unique to them. However, assuming an employee leaves WSU, an employee who is hired to replace them, can assume that position number.

In the next few pages you will review the meaning of FOAPAL codes and how positions and employee classes (E-classes) are defined.

Agenda

Topic 1:Define FOAPAL and Index Codes

Topic 2:HR Positions and E-classes

REVIEW: HRMS & WSU BUSINESS PROCESSES

Overview & Agenda


Topic 1 define foapal and index codes

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Topic 1: Define FOAPAL and Index Codes

  • The FOAPAL string of codes is the core of the Banner Financial Management System (FMS), and, as such, is very important to all HRMS users. FOAPAL is the hierarchy coding system FMS uses for classification, budgeting, and recording. It also gives users the ability of reporting and making inquiries at multiple levels.

  • Let’s briefly recall what the elements that comprise FOAPAL are:

    • Fund

    • Organization

    • Account

    • Program

    • Activity (not currently used at WSU)

    • Location (not currently used at WSU; except for plant fund)

  • What you will review in this topic:

  • The definition of FOAPAL terms

  • The definition of FOAPAL acronyms

  • The definition of a Index Code and how it relates to FOAPAL

  • Items needed to complete this topic:

  • None

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 1: Define FOAPAL and Index Codes


Discussion define foapal terms

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Discussion: Define FOAPAL Terms

  • Fund identifies the source from which the money is being drawn. (NOTE: in General Fund, “Fund” = “Boardline” in most cases)

  • Organization identifies the budget unit of the school, college, division, or department that is processing the transaction.

  • Account identifies what financial activity is being recorded. Examples: assets, liabilities, fund balance, revenues, expenditures, transfer. (NOTE: Account is the new term for the old HRS Object code)

  • Program identifies the purpose of the transaction.

Other Useful Terms

Chart of Accounts is a systematic classification of accounts within HRMS. WSU uses only one COA: W

Pool Accounts are account codes where budget is loaded.

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 1: Define FOAPAL and Index Codes


Discussion define the foapal acronyms

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Discussion: Define the FOAPAL Acronyms

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 1: Define FOAPAL and Index Codes


Discussion define index code and how it relates to foapal

Index Code is a six character code that serves as a shortcut to many of the FOAPAL string combinations. (NOTE: Index Code is the new term for the old HRS Account Number)

The index code will typically automaticallypopulate the Fund, Orgn, and Prog fields!

Note that you must always provide the Account Code (Acct) yourself. This is important to remember when performing inquiries based on a specific FOAPAL string.

Index Code

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Discussion: Define Index Code and How It Relates to FOAPAL

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 1: Define FOAPAL and Index Codes


Topic 2 hr positions and e classes

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Topic 2: HR Positions and E-classes

As stated before, the most significant change in how HRMS affects WSU business processes is its treatment of position numbers. Over the next few pages, you will learn how to make the transition from the “old” way to the “new” way…the HRMS way.

What you will review in this topic:

The comparisons between HRS and HRMS positions and position numbers

The numbering conventions for positions

The comparisons between HRS and HRMS of E-Classes and other information

Items needed to complete this topic:

None

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 2: Identify HR Positions and E-classes


Discussion compare hrs hrms positions position numbers

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Discussion: Compare HRS & HRMS Positions & Position Numbers

*Except graduate student assistants

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 2: Identify HR Positions and E-classes


Discussion compare hrs hrms positions position numbers1

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Discussion: Compare HRS & HRMS Positions & Position Numbers

  • Other Considerations

  • A person should not have more than one position number unless they are working two separate jobs.

  • If you leave WSU, your position number will still exist and another employee may assume your position and position number.

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 2: Identify HR Positions and E-classes


Discussion numbering conventions for positions

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Discussion: Numbering Conventions for Positions

Position numbers will begin with their respective single-character acronym (see below) followed by five numbers beginning with 99999 and descending from that number (see table below for listing).

  • *NOTE:

    • No specific E-Classes will normally be assigned to this category.

    • Temporary positions for all of the Non-pool categories may be created here.

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 2: Identify HR Positions and E-classes


Discussion compare hrs hrms regarding e classes other information

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Discussion: Compare HRS & HRMS Regarding E-Classes & Other Information

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 2: Identify HR Positions and E-classes


Review hrms and wsu business processes

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Review: HRMS and WSU Business Processes

  • In this Lesson you reviewed:

  • FOAPAL Information

    • FOAPAL= Fund, Organization, Account, Program, Activity, Location

    • The Organization code in FOAPAL is the budget unit of the school, college, division, or department.

    • The Account code is the new term for the old HRS Object Code.

  • Position Information

    • A position number will stay with an employee. EXCEPT, in major changes to their position such as leaving a department, leaving WSU, or receiving a promotion.

  • E-classes

    • Formerly known as Job Groups in HRS

    • For a list of E-Classes, please reference the “HRS to HRMS Codes Crosswalk” document.

REVIEW: HRMS & WSU BUSINESS PROCESSES

Topic 2: Identify HR Positions and E-classes


Lesson 1 employee labor inquiries overview agenda

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Lesson 1: Employee Labor Inquiries Overview & Agenda

  • Lesson Overview:

  • HRMS can provide employee information such as an individual’s terms of employment, compensation information, and visa information.

  • To search for such information, HRMS stores this data in the Employee Jobs Form (NBAJOBS).

  • In this lesson, given a name, you will identify information about an individual’s employment, position, salary, and any applicable international information.

  • Lesson Agenda:

  • Topic 1:Employee Jobs (NBAJOBS) Inquiries

LESSON 1: EMPLOYEE LABOR INQUIRIES

Overview & Agenda


Topic 1 employee labor distribution inquiry

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Topic 1: Employee Labor Distribution Inquiry

  • By using the Employee Jobs Form (NBAJOBS), you can view what accounts are used to pay an employee for a specific position.

  • What you will learn in this topic:

  • How to perform inquiries about employee jobs using the Employee Jobs Form (NBAJOBS).

  • Items needed to complete this topic:

  • Employee ID/Name

  • Employee’s position

  • Employee Jobs Form (NBAJOBS)

LESSON 1: EMPLOYEE LABOR INQUIRIES

Topic 1: Employee Labor Distribution Inquiry


Procedure employee labor distribution inquiry

Procedure: Employee Labor Distribution Inquiry

  • In the Main Menu Direct Access field enter NBAJOBS and then press ENTER.

  • Enter the Employee ID, or click on the search button to search using the Employee Search Form (POIIDEN).

  • Enter the Position ID, or select the appropriate position for the employee by clicking on the search button in the POSN field. This will open a window giving you access to a List of All Positions and a List of Employee’s Jobs (on form NBIJLST).

2

3

LESSON 1: EMPLOYEE LABOR INQUIRIES

Topic 1: Employee Labor Distribution Inquiry


Procedure employee labor distribution inquiry cont

Procedure: Employee Labor Distribution Inquiry (cont.)

  • Select the List of Employee’s Jobs (NBIJLST) link.

4

LESSON 1: EMPLOYEE LABOR INQUIRIES

Topic 1: Employee Labor Distribution Inquiry


Procedure employee labor distribution inquiry cont1

Procedure: Employee Labor Distribution Inquiry (cont.)

  • Select the appropriate position by double-clicking in the position field or select the position number then the Select icon.

    (Make note of the dates if necessary. The most current position is listed first.)

  • Move to the next block.

5

5

LESSON 1: EMPLOYEE LABOR INQUIRIES

Topic 1: Employee Labor Distribution Inquiry


Procedure employee labor distribution inquiry cont2

Procedure: Employee Labor Distribution Inquiry (cont.)

  • After you have selected the employee's job, the block GENERAL JOB INFORMATION is now displayed.

  • Click on the LABOR DISTRIBUTIONSlink on the OPTIONS menu.

LESSON 1: EMPLOYEE LABOR INQUIRIES

Topic 1: Employee Labor Distribution Inquiry


Procedure employee labor distribution inquiry cont3

Procedure: Employee Labor Distribution Inquiry (cont.)

  • After clicking on the LABOR DISTRIBUTIONSlink on the OPTIONS menu, the Job Labor Distribution window of form NBAJOBS is now displayed

  • The FOAPAL codes associated with this job are now visible. If there are multiple FOAPALs associated with this job, they will all be listed and their percentages should add up to 100 in the TOTAL PERCENTfield in the lower right of the form

LESSON 1: EMPLOYEE LABOR INQUIRIES

Topic 1: Employee Labor Distribution Inquiry


Discussion employee labor distribution inquiry results

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Discussion: Employee Labor Distribution Inquiry Results

  • The Jobs Labor Distribution sub-form of the NBAJOBS form allows you to view the following FOAPAL distribution information for this job:

  • COA (Chart of Accounts)

  • Index Code

  • Fund Code

  • Organization Code

  • Account Code

  • Program Code

  • Activity Code (currently not used)

  • Location Code (currently not used)

  • Percent (of total distributions)

LESSON 1: EMPLOYEE LABOR INQUIRIES

Topic 1: Employee Labor Distribution Inquiry


On your own activity employee labor distribution inquiry

7

On Your Own Activity: Employee Labor Distribution Inquiry

LESSON 1: EMPLOYEE LABOR INQUIRIES

Activity: Employee Labor Distribution Inquiry


On your own activity review employee labor dist inquiry

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On Your Own Activity Review: Employee Labor Dist. Inquiry

  • The Jobs Labor Distribution Window of the NBAJOBS form allows you to view the following FOAPAL distribution information for this job:

  • COA (Chart of Accounts)

  • Index Code

  • Fund Code

  • Organization Code

  • Account Code

  • Program Code

  • Activity Code (currently not used)

  • Location Code (currently not used)

  • Percent (of total distributions)

  • Note: The employee is actually paid from the labor account at the joblevel.

LESSON 1: EMPLOYEE LABOR INQUIRIES

Activity Review: Employee Labor Dist. Inquiry


Lesson 1 exercise employee labor distribution inquiry

Lesson 1 Exercise: Employee Labor Distribution Inquiry

Using your knowledge from this lesson answer the following question for both Emmanuel Yorin and Samuel Mobbisv:

Note: It is possible to be paid from more than one FOAPAL/Index!

LESSON 1: EMPLOYEE LABOR INQUIRIES

Exercise: Employee Labor Dist. Inquiry


Lesson 1 exercise review employee labor distribution inquiry

Lesson 1 Exercise Review: Employee Labor Distribution Inquiry

LESSON 1: EMPLOYEE LABOR INQUIRIES

Exercise Review: Employee Labor Dist. Inquiry


Review employee labor inquiries

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Review: Employee Labor Inquiries

LESSON 1: EMPLOYEE LABOR INQUIRIES

Lesson Review


Lesson 2 position labor inquiries

Lesson 2: Position Labor Inquiries

LESSON 2: POSITION LABOR INQUIRIES


Lesson 2 position labor inquiries overview agenda

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Lesson 2: Position Labor Inquiries Overview & Agenda

  • Lesson Overview:

  • Beyond performing inquiries on a specific employee, HRMS allows you to view budgetary information about a specific position.

  • In this lesson, given a position number (or title), you will identify the following information:

    • Budget available for the position

    • Amount expensed within a position

    • The FOAPAL string that is responsible for funding a position

  • Lesson Agenda:

  • Topic 1:Position Budget Inquiry

  • Topic 2: Position Labor Distribution Inquiry

LESSON 2: POSITION LABOR INQUIRIES

Overview & Agenda


Review previous learning

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Review Previous Learning

  • Remember, FOAPAL is an acronym for:

  • F = Fund Code: source from which the money is drawn.

  • O = Organization Code: the budget unit.

  • A = Account Code: identifies what financial activity is being recorded.

  • P = Program Code: identifies the purpose of the transaction.

  • A = Activity Code: (not used in HRMS).

  • L = Location Code, not used in HRMS, is used only for plant funds.

LESSON 2: POSITION LABOR INQUIRIES

Review Previous Learning


Topic 1 position budget inquiry

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Topic 1: Position Budget Inquiry

  • Budget information regarding a position is available using the Position Budget Form (NBAPBUD)

  • Using NBAPBUD, you an view the following information about a position:

    • Status (active, inactive, cancelled, or frozen)

    • Effective dates

    • Budgeted amounts

    • Expensed amounts

  • What you will learn in this topic:

  • How to perform budgetary inquiries about positions using the Position Budget Form (NBAPBUD)

  • Items needed to complete this topic:

  • Fiscal year

  • Position Number

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Budget Inquiry


Procedure position budget inquiry

Procedure: Position Budget Inquiry

  • In the DIRECT ACCESS field, type NBAPBUD and then press the ENTER key.

  • Enter the Year desired in the FISCAL YEAR Field.

  • Enter the Position Number or click on the SEARCH icon to search using the POSITION LIST FORM (NBQPOSN).

  • Move to the next block.

2

3

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Budget Inquiry


Discussion position budget inquiry results

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Discussion: Position Budget Inquiry Results

  • NBAPBUD will display the following:

  • Position Status:

    • Active

    • Inactive

    • Cancelled

    • Frozen

  • Position Type: Single/Pooled (Single = Regular Employees/ Pooled = Graduate Assistants, etc.).

  • Position Effective Dates (will be the beginning of the fiscal year)

  • Other position statuses not covered under “Position Status”. (Reference the Crosswalk job aid titled “Position Status Tracking Attributes” for possible codes.)

A

C

2

B

D

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Budget Inquiry


Discussion position status definitions

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Discussion: Position Status Definitions

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Budget Inquiry


Procedure salary budget window nbapbud

Procedure: Salary Budget Window (NBAPBUD)

  • To access the Salary Budget, click on the OPTIONS menu and select Salary Budget.

You’ll probably look at Salary Budget often!

LESSON 2: POSITION INFORMATION INQUIRIES

Topic 4: Inquire About Position Budgets


Discussion position budget inquiry results cont

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Discussion: Position Budget Inquiry Results (cont.)

  • Clicking on the SALARY BUDGET link on the OPTIONS menu allows you to view the following:

  • Organization Code associated with the position

  • Amount budgeted for the position

  • Amount actually spent on this position

  • Remaining balance for the position budget

  • Budget FTE: Full-time Equivalent.

    • 1.0= Full time,

    • < 1.0= part-time

    • i.e. .5, .65 = part-time

A

E

B

D

C

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Budget Inquiry


Discussion position budget inquiry results cont1

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Discussion: Position Budget Inquiry Results (cont.)

  • NOTES:

  • WSU is not using the “Encumbered” feature for positions.

  • Any position on “soft-money” will have a value of 999,999. All others (even those PARTLY soft-money funded) will display the correct amount of budgeted salary.

1

2

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Budget Inquiry


On your own activity position budget inquiry

7

On Your Own Activity: Position Budget Inquiry

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Budget Inquiry


On your own activity review position budget inquiry

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On Your Own Activity Review: Position Budget Inquiry

  • Clicking on the SALARY BUDGET link on the OPTIONS menu allows you to view the following:

  • HRMS Organization Code

  • Amount budgeted for the position

  • Amount actually spent on this position

  • Remaining balance for the position budget

  • Budget FTE

A

E

D

B

C

LESSON 2: POSITION LABOR INQUIRIES

Activity Review: Position Budget Inquiry


Topic 2 position labor distribution inquiry

Topic 2: Position Labor Distribution Inquiry

  • Let’s assume you need to find where the funding is coming from for a specific position. Using the Position Budget Form (NBAPBUD) you can use the Position Labor Distribution link to view the account(s) that fund that position.

  • What you will learn in this topic:

  • How to perform inquiries about labor distribution

  • Items needed to complete this topic:

  • Position title or number

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Labor Dist. Inquiry


Procedure position labor distribution inquiry

Procedure: Position Labor Distribution Inquiry

  • With the NBAPBUD Salary Budget window still displayed onscreen, click on the POSITION LABOR DISTRIBUTIONS link on the OPTIONS menu.

  • When an employee is assigned to a job, this labor distribution defaults until it is changed.

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Labor Dist. Inquiry


Procedure position labor distribution inquiry cont

Procedure: Position Labor Distribution Inquiry(cont.)

  • In the Labor Distribution Window, the FOAPAL elements are now displayed.

  • Index is a six character code that serves as a shortcut to many of the FOAPAL string combinations. For example, typing 153381 into the index field will populate all FOAPAL element fields except the Account Code.

LESSON 2: POSITION LABOR INQUIRIES

Topic 1: Position Labor Dist. Inquiry


On your own activity position labor distribution inquiry

7

On Your Own Activity: Position Labor Distribution Inquiry

LESSON 2: POSITION LABOR INQUIRIES

Activity: Position Labor Dist. Inquiry


On your own activity review position labor distribution inquiry

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On Your Own Activity Review: Position Labor Distribution Inquiry

  • Clicking on the POSITION LABOR DISTRIBUTIONS link on the OPTIONS menu allows you to view the FOAPAL string associated with the position.

LESSON 2: POSITION LABOR INQUIRIES

Activity Review: Position Labor Dist. Inquiry


Exercise position budget inquiry

Exercise: Position Budget Inquiry

Using your knowledge from this topic answer the following questions:

LESSON 2: POSITION LABOR INQUIRIES

Exercise: Position Budget Inquiry


Exercise review position budget inquiry

Exercise Review: Position Budget Inquiry

LESSON 2: POSITION LABOR INQUIRIES

Exercise Review: Position Budget Inquiry


Exercise labor distribution inquiry

Exercise : Labor Distribution Inquiry

Using your knowledge from this topic answer the following questions:

LESSON 2: POSITION LABOR INQUIRIES

Exercise: Labor Distribution Inquiry


Exercise review labor distribution inquiry

Exercise Review: Labor Distribution Inquiry

LESSON 2: POSITION LABOR INQUIRIES

Exercise Review: Labor Distribution Inquiry


Review position labor inquiries

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Review: Position Labor Inquiries

LESSON 2: POSITION LABOR INQUIRIES

Lesson Review


Lesson 3 labor history inquiries

Lesson 3: Labor History Inquiries

LESSON 3: LABOR HISTORY INQUIRIES


Lesson 3 labor history inquiries overview and agenda

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Lesson 3: Labor History Inquiries Overview and Agenda

  • Lesson Overview:

  • In this lesson, you will learn how to use the following HRMS forms to perform inquiries about labor distributions from a historical standpoint:

    • Labor Distribution Data Inquiry Form (NHIDIST)

    • Employee Distribution Inquiry Form (NHIEDST)

  • NOTE: As with all Inquiry forms, after submitting an inquiry (whether the results of the query were successful or not) it is a good practice to cancel the current query using the pull-down menu or the icon bar button.

  • Lesson Agenda:

  • Topic 1:Payroll Distribution Inquiry

  • Topic 2: Earnings Inquiry

LESSON 3: LABOR HISTORY INQUIRIES

Overview & Agenda


Review previous learning1

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Review Previous Learning

  • When performing inquiries/queries if there is not an option to make the query case sensitive; assume it is.

  • Use the Employee Jobs Form (NBAJOBS) to inquire about an employee’s position.

  • Use the Position Budget Form (NBAPBUD) to inquire about the budget and labor distributions of a specific position.

LESSON 3: LABOR HISTORY INQUIRIES

Previous Learning


Topic 1 payroll distribution inquiry

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Topic 1: Payroll Distribution Inquiry

  • Payroll distribution data is available for search using form NHIDIST. This information can be displayed using different criteria for searches, including the COA (Chart of Accounts), FOAPAL elements, category, and date range.

  • You can also use NHIDIST to look at labor distributions for a specific employee from a historical standpoint as well as a financial standpoint for what payroll dollar amounts are being expensed to a particular account.

  • You’ll also be able to see labor distribution changes for a specific person with a small degree of accuracy. Due to the systems lack of ability to enter retroactive changes to labor distribution this information may be incomplete. The history viewed here will not have the true effective date so it may be incomplete. For more accurate data, you should use an e-report (i.e. the Cumulative Labor Distribution by Fund/Org/Prog report).

  • What you will learn in this topic:

  • How to perform payroll distribution inquiries

  • Items needed to complete this topic:

  • Finance Document Number (if available)

  • Date to query

  • COA (“W” for Wayne State University)

  • FOAPAL element(s)

  • Employee ID/Name

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Procedure payroll distribution inquiry

Procedure: Payroll Distribution Inquiry

  • With NHIDIST displayed on your screen, fill in the COA field (Chart of Accounts) box (at the present time this will be W, and it should be filled in automatically).

  • 2. Enter the FROM DATE field with the beginning date of the time period your inquiry will include and enter the TO DATE field with the ending date of the period you want your inquiry to cover.

  • NOTE: When entering the To Date value, ensure that it corresponds to the Check Date for that pay period. If you need to see the check dates, you can look at the Payroll Calendar Rule Form (PTRCALN).

1

2

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Procedure payroll distribution inquiry cont

Procedure: Payroll Distribution Inquiry (cont.)

  • Click on the ORGANIZATION field. At this point, specify the Organization Code to refine your search. Any of the other FOAPAL codes, such as Fund, Account, or Program, could also be chosen to refine your search yet the search procedure would not change.

    * If you do not have a valid Organization Code, click on the search button to display the ORGANIZATION CODE SEARCH FORM. You can also search for Fund, Account, or Program Codes as well as index and/or Finance Document Number by clicking on their search buttons.

3

NOTE: If you have a Journal Voucher number, you can use that number in the Finance

Document Number field…however, it isn’t required.

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Procedure payroll distribution inquiry cont1

Procedure: Payroll Distribution Inquiry (cont.)

  • Scroll through the list or perform a query for specific records.

  • Double-click on the first field in the record to select it for inclusion in the ORGANIZATION field on NHIDIST.

  • You will now be returned to form NHIDIST.

  • Note: Searching for Fund, Account, or Program codes would display the search forms for those codes and the steps would not change.

5

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Procedure payroll distribution inquiry cont2

Procedure: Payroll Distribution Inquiry (cont.)

  • NHIDIST is now displayed again on your screen. The Organization Code you selected from FTVORGN (or entered in directly) is now visible.

  • Move to the next block .

  • The cursor is now in the lower part of form NHIDIST.

7

6

8

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Procedure payroll distribution inquiry cont3

Procedure: Payroll Distribution Inquiry (cont.)

  • With the cursor now in the lower block of the form, move the mouse pointer to the horizontal scroll bar to view all searchable fields.

  • Perform a query by entering in the data to search for. Then execute the query (using F8, Execute Query icon, or Query menu) . Any following elements may be queried on and accessible via the scroll bar:

    • ID

    • Last Name

    • First Name

    • Middle Initial

    • Pay Event info

    • Position Info

    • FOAPAL element

    • Finance Document

    • and more!

10

9

Note: Searching this block is Case Sensitive.

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Procedure payroll distribution inquiry cont4

Procedure: Payroll Distribution Inquiry (cont.)

  • All of the records containing a last name field beginning with the search string you used are now displayed on the lower part of NHIDIST.

  • Move the horizontal scroll bar to the right until the fields detailing FOAPAL information are visible. For each record, the Fund Code, Organization Code, Account Code, and Program Code values are visible by moving the horizontal scrollbar.

  • Note:The vertical scrollbar may also be active and available, if more records were returned from your search than can fit onto the screen.

12

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Procedure payroll distribution inquiry cont5

Procedure: Payroll Distribution Inquiry (cont.)

  • NOTE: This inquiry could be done without specifying any of the FOAPAL elements in the upper block of NHIDIST, but the large number of records returned by this kind of search would be difficult to work with.

  • A better approach: narrow your search when you first submit it (in the upper block of the form). This way, records that do not match your search criteria will not be returned from the search.

  • As a result, there are less records to sort through in the lower block of the NHIDIST when you search within your search hits.

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Discussion searching the lower block of nhidist

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Discussion: Searching The Lower Block of NHIDIST

  • After executing your search from the upper block of NHIDIST, you can see the records returned from your search listed in the lower block of the form.

  • It is possible to narrow your search from here using various fields displayed in the lower block of the form.

  • There are more detail columns for each record than can be displayed onscreen. To view these, move the horizontal scroll bar; information relating to pay events and FOAPAL distributions, and also other topics will be displayed.

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Hrms labor inquiries

7

On Your Own Activity: Payroll Distribution Inquiry

LESSON 3: LABOR HISTORY INQUIRIES

Activity: Payroll Distribution Inquiry


On your own activity payroll distribution inquiry cont

7

On Your Own Activity: Payroll Distribution Inquiry (cont.)

LESSON 3: LABOR HISTORY INQUIRIES

Activity: Payroll Distribution Inquiry


On your own activity review payroll distribution inquiry

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On Your Own Activity Review: Payroll Distribution Inquiry

  • All records containing a last name field that begins with the letter “G” are now displayed on the lower part of NHIDIST.

  • You can move the horizontal scroll bar to the right until the fields detailing FOAPAL information are visible.

LESSON 3: LABOR HISTORY INQUIRIES

Activity Review: Payroll Distribution Inquiry


Discussion view full totals in nhidist

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Discussion: View Full Totals in NHIDIST

  • At the bottom right of the NHIDIST screen, below the table of displayed records, are two fields labeled Net:

  • The current screen shown displays the total fields of only records that are visible in the lower block of the table.

  • As you scroll down, the values shown in the Net: fields will increase with each record as they are displayed. These newly displayed records are added to the total (accumulated) as each one is displayed onscreen.

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Discussion using view full totals in nhidist

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Discussion: Using View Full Totals in NHIDIST

  • Normally, the NHIDIST screen will display in the Net: fields the total hours worked and compensation earned for the records visible on the screen only.

  • However, after records are displayed in the lower block of NHIDIST, you have the option of clicking on the View Full Totals OPTIONS menu item.

  • Clicking on View Full Totals will display in the Net: field the total hours and amounts for all the records that were found in your search, whether or not you have scrolled through them on the screen.

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Discussion using view full totals in nhidist1

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Discussion: Using View Full Totals in NHIDIST

  • Because you clicked on View Full Totals, now visible at the bottom of this screen is the total for all records that were returned from the search, whether or not you have looked at them or scrolled through them.

  • You can still view all records that were returned from your search by using the scrollbars in the lower block of NHIDIST.

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Procedure using hierarchy roll up in nhidist

Procedure: Using Hierarchy Roll Up in NHIDIST

  • In the upper block of NHIDIST is a check box that will match all records that roll up to the FOAPAL code you entered in the upper block of the form.

  • These records contain codes that are subsidiary to, or under, the code searched and are included in the records returned (“search hits”) when your inquiry is executed.

  • NHIDIST has a line visible at the bottom of the screen showing totals for hours and compensation amounts.

  • This total includes all of the records that you have selected for display when you filled in the Organization Code in the upper block of NHIDIST.

LESSON 3: LABOR HISTORY INQUIRIES

Topic 1: Payroll Distribution Inquiry


Discussion using hierarchy roll up in nhidist

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Discussion: Using Hierarchy Roll Up in NHIDIST

  • You can select for display all records that fall into your chosen Organization Code and the Organization Codes that fall under it in the Org Code Hierarchy.

  • This same Hierarchy Roll Up feature is available for Fund Code, Account Code, and Program Code.

  • Note: The various codes may not roll up in a logical manner. For example, the Organization Code 01A1 may or may not roll up into Organization Code 01A.

LESSON 3: LABOR HISTORY INQUIRIES

Activity Review: Payroll Distribution Inquiry


Topic 2 earnings inquiry

Topic 2: Earnings Inquiry

Payroll distribution information such as earnings can be queried using the Employee Distribution Inquiry Form (NHIEDST).

What you will learn in this topic:

How to perform payroll distribution inquiries

Items needed to complete this topic:

Employee ID/Name

Date to query

LESSON 3: LABOR HISTORY INQUIRIES

Topic 2: Earnings Inquiry


Procedure finding the employee record

Procedure: Finding the Employee Record

  • After typing NHIEDST into the HRMS main menu field, this form will appear on your screen:

  • 1.Enter in the Employee’s Banner ID, if known. If the ID is unknown, click on the search button to search for the employee’s name in the database, also retrieving the Banner ID.

  • 2.From the Categories pull-down menu, select the type of information to display (often this will be Payroll Expenses).

  • 3.Tab to the date fields and enter valid dates for your search.

  • 4.Move to the next block.

4

1

2

3

LESSON 3: LABOR HISTORY INQUIRIES

Topic 2: Earnings Inquiry


Procedure reading data from nhiedst

Procedure: Reading Data from NHIEDST

  • With detail information (i.e. the relevant earnings codes) on the selected record now visible in the lower block of form NHIEDST, additional information can be seen by moving the horizontal scroll bar at the bottom of the screen.

  • Note: Totals for this employee over the requested time period are visible for hours worked and compensation.

  • The proportional breakdown of the items that combine to make up the total compensation are listed one line at a time on the detail lines of this form, and at the bottom the total should equal 100.

LESSON 3: LABOR HISTORY INQUIRIES

Topic 2: Earnings Inquiry


Procedure reading data from nhiedst1

Procedure: Reading Data from NHIEDST

  • “FC” is used to designate composite fringe benefits. This takes a calculated rate (that changes each year) in a specified table based on e-class and multiplies the salary by that rate.

  • Units will not be charged “actual fringe expenses”. There will always be a difference between actual fringe charges and calculated composite rate charges.

  • This difference (over or under recovery) is accommodated when the composite rate is calculated each year. Furthermore, for general fund indexes (except for a few), a corresponding budget entry that equals the composite fringe expense is done each pay period. This leaves no impact on the unit’s available balance. However, grants use this composite fringe expense to determine their true costs.

“FC”

LESSON 3: LABOR HISTORY INQUIRIES

Topic 2: Earnings Inquiry


On your own activity earnings inquiry

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On Your Own Activity: Earnings Inquiry

LESSON 3: LABOR HISTORY INQUIRIES

Topic 2: Earnings Inquiry


On your own activity review earnings benefit inquiry

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On Your Own Activity Review: Earnings/Benefit Inquiry

  • Detailed information for the record is now visible in the lower block of NHIEDST. Additional information can be seen by moving the horizontal scroll bar at the bottom of the screen.

  • Totals for this employee over the requested time period are visible for hours worked and compensation.

  • The proportional breakdown of the items that combine to make up the total compensation are listed one line at a time.

100%

Note: The total %Amt. Will/should equal 100%

LESSON 3: LABOR HISTORY INQUIRIES

Topic 2: Earnings Inquiry


Procedure handling error messages on nhiedst

Procedure: Handling Error Messages on NHIEDST

  • If your search does not match any records, you will see an error message to this effect.

  • If this occurs, click on the “OK” (1) button inside the error message box.

  • Next, click on the Rollback icon inside Block on the button bar to bring your cursor back to the upper portion of your form. (2)

  • You can now click on the search button in the ID field to search again. (3)

2

3

1

LESSON 3: LABOR HISTORY INQUIRIES

Topic 2: Earnings/Benefits Inquiry


Exercise 1 labor history information

Exercise 1: Labor History Information

  • Using your knowledge from this lesson answer the following questions:

  • The Labor Distribution Inquiry Form, NHIDIST, allows you to query the HRMS database, searching for records. How can you limit the number of records that will be returned from a search?

    • Using the From Date: and To Date: fields in the upper block of the form

    • Any element of a valid FOAPAL string (limiting search hits to matching values)

    • Entering an Index Code to limit the search

    • All of the above.

  • You have executed a query and it is taking a very long time for your search hits to display on your screen. No error messages appear, but at the very bottom left corner of the screen, you see a message that says, “Working…”. What might be the cause?

    • You entered an invalid FOAPAL string

    • You entered an invalid Index Number

    • You did not limit your search, and HRMS is gathering thousands of records to return to you from your search

    • Your computer at your desk is down.

LESSON 3: LABOR HISTORY INQUIRIES

Exercise 1: Labor History Information


Exercise 1 review labor history information

Exercise 1 Review: Labor History Information

  • The Labor Distribution Inquiry Form, NHIDIST, allows you to query the HRMS database, searching for records. How can you limit the number of records that will be returned from a search?

    • Using the From Date and To Date: fields in the upper block of the form

    • Any element of a valid FOAPAL string (limiting search hits to matching values)

    • Entering an Index Code to limit the search

    • All of the above

  • You have executed a query and it is taking a very long time for your search hits to display on your screen. No error messages appear, but at the very bottom left corner of the screen, you see a message that says, “Working…”. What might be the cause?

    • You entered an invalid FOAPAL string

    • You entered an invalid Index Number

    • You did not limit your search, and HRMS is gathering thousands of records to return to you from your search

    • Your computer at your desk is down.

LESSON 3: LABOR HISTORY INQUIRIES

Exercise 1 Review: Labor History Information


Review history information

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Review: History Information

LESSON 3: LABOR HISTORY INQUIRIES

Lesson Review


End of session hrms labor inquiries

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End of Session: HRMS Labor Inquiries


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