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Customizing PeopleSoft HR 7.5 Salary Administration at Northwestern University. Session 1010 Bridget Heneghan & Noel Gaceta March 19, 2001. Agenda. Why customize? Project overview System walkthrough Technical issues Functional issues Lessons learned Future enhancements Q & A.

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customizing peoplesoft hr 7 5 salary administration at northwestern university

Customizing PeopleSoft HR 7.5 Salary Administration at Northwestern University

Session 1010

Bridget Heneghan & Noel Gaceta

March 19, 2001

agenda
Agenda
  • Why customize?
  • Project overview
  • System walkthrough
    • Technical issues
    • Functional issues
  • Lessons learned
  • Future enhancements
  • Q & A
why customize sal admin
Why Customize Sal Admin?
  • Commercial Product
  • Additional functionality needed
  • Business requirements
    • Group employees beyond company and department codes
    • Merit Increase, Reappointment and Promotion
    • Current information with nightly updates from Job and Position
nu customizations
NU Customizations
  • Northwestern on Commercial Product of PeopleSoft
  • Customized product to meet University needs
  • Additional panels: NW Job Data and NW Position Data
objectives
Objectives
  • Staff:
    • Merit Increases
    • Group employees beyond department codes
  • Faculty:
    • Merit Increases
    • Reappointment
    • Promotion
    • Multiple Appointments
by the numbers functional
By the Numbers - Functional
  • 50 users trained on data entry
  • Records processed through Salary Admin:
    • 4,428 Merit increases
    • 394 Reappointments
    • 75 Promotions
  • Time Frame
    • Planning - 1 month
    • Development- 8 months
by the numbers technical
By the Numbers - Technical
  • 9 New panels
  • 7 Online edit reports (SQR)
  • 1 Batch Update SQR
  • 3 Data Load SQRS
agenda1
Agenda
  • Why customize
  • Project overview
  • System walkthrough
    • Technical issues
    • Functional issues
  • Lessons learned
  • Future enhancements
  • Q & A
sal admin project overview
Sal Admin Project Overview
  • Planning
  • Development
  • Data Entry
  • Data Load
planning overview
Planning Overview
  • Meetings with departmental users
  • Functional decision making
    • Salary Plans
    • Sal Admin Units (SAU)
    • Manual Spreadsheets
    • Data load
  • Technical and functional design specifications
development overview
Development - Overview
  • New tables
  • New panel design
    • Panel security
    • Search records
    • Grids
    • Data refresh - real time and batch
  • SQR development
  • Testing
data entry overview
Data Entry - Overview
  • Who:
    • School performed Data Entry
    • Compensation and Provost Approved
    • HRIS reviewed and Loaded Data
  • What: Annual Merit Increase Process
  • When: May through September 2000
data load overview
Data Load - Overview
  • PreLoad- Queries and Edit reports were created to verify the data that was entered by users.
  • Load- Merit increases, reappointments, and promotion data inserted rows onto the Job table.
  • PostLoad-Queries and Edit reports were run to check data.
agenda2
Agenda
  • Why customize
  • Project overview
  • System walkthrough
    • Technical issues
    • Functional issues
  • Lessons learned
  • Future enhancements
  • Q & A
sal admin system walkthrough
Sal Admin System Walkthrough
  • Menu navigation
  • Setup panels
  • Merit Increase Panels by Employee
  • Merit Increase Panels by SAU
  • Reappointment
  • Promotion
  • Load process
menu navigation

Setup

Use

Report

Menu Navigation

Go, Administer Workforce, NW Plan Salaries

salary plan setup
Monthly Employees:

FAC Faculty

LIB Librarians

EXS Exempt Staff

ITS IT Staff

Hourly Employees:

UPD University Police

NEX Non Exempt Staff

TMP Temporaries

CWS Work Studies

Salary Plan Setup

Salary Plan groups employees who are eligible for increases at the same time and the same pay frequency.

salary grade setup
Salary Grade Setup
  • Salary Grades are assigned to each jobcode
nw salary plan control setup
NW Salary Plan Control Setup
  • Panel was cloned and customized from PS Salary Admin
  • Panel controls the employees who are eligible for a merit increase based on the hire date
  • Panel controls the effective date of the increases for each Salary Plan
  • Panel also controls the percentage increase for each Salary Plan
percentage increases
Percentage Increases
  • New Table: PS_NW_SAL_PLAN_CTL
  • Stores salary plan percentage increases
nw sal employee table
Stores merit increase, reappointment and promotion data

Updated real time and overnight

Data comes from PERSONAL_DATA, JOB, etc. via PS_EMPLOYEES

NW Sal Employee Table
salary administration units
Salary Administration Units
  • SAU is a 6 digit code used to group employees for Salary Planning process.
  • SAU is a key field on the Salary Planning Table and Panels
  • Schools were allowed to assign an existing department code as their SAU
merit by employee panels
Merit by Employee Panels
  • Panel can be used to data enter merit increases, reappointment and promotion for an employee
  • Displays position and job information about the employee
  • Display fields are dynamic and update if something changes on Position and Job
security issues
Security Issues
  • Panel Security
    • Security Classes set up for access to panels
    • Security administrator responsible for changing access from update to read only
  • Row Level Security
    • Implemented search views
    • Users limited to data based on department
search view creation
Search View Creation
  • Example: NW_EMP_FAC_SRCH

Data Conditions

Security based on SAU

merit by sau
Merit by SAU
  • Panels display all employees in either Staff(NEX,EXS) or Faculty plans
  • Data displayed in grid format facilitating mass data entry
  • Grid works similar to an Excel spreadsheet allowing sort on any field
  • Allows users to enter Merit Approval, Evaluation, Pct Incr or Incr and Ext Incr
grids

Scrolling right reveals more columns...

  • More about grids ...
  • Similar to a scroll level
  • Freeze columns
  • Indicate display only items
  • One grid per panel
  • Attach Peoplecode to grid

… some data enterable...

… some display only...

… some calculated...

… some related display...

… all utilized during data entry

Grids

All about grids ...

  • Work like a spreadsheet
  • Resize columns
  • Reorder columns
  • Sort data rows
  • Used for high volume data entry
sau change panel
SAU Change Panel
  • Created to delete, add, or change an employee’s SAU
  • Displays all records for employees with multiple records
  • Users can only pull up employees for whom they have departmental access
  • Panel will update the SAU on NW Position Data in correction mode on a nightly basis.
sau change panel1

Old SAU updated by nightly batch process

New SAU defaults from SAU

User enters a new SAU value

SAU Change Panel
reappointment panel
Reappointment Panel
  • Panel used to extend appointment end dates
  • Only used for Faculty and Librarians this year
  • Allows users to enter an indefinite end date or definite end date
  • Reappointment load is done before the other two loads
promotion panel
Promotion Panel
  • Panel used to enter new job codes and new comp rate for Promotions
  • Only for Faculty and Librarians
  • Panel is in a grid format with all employees within an SAU
  • New Job Codes are entered here but manually entered onto Position panels.
multiple appointment
Multiple Appointment
  • Panel is used to view faculty member’s current salaries from appointments in other departments control
  • Users may view appointments for an individual as long as they have security access to at least one of the appointments.
  • Assists the users in determining the Pct Full Time and Annual Benefits Rate for the employee
multiple appointment faculty

Current salary information and increase is displayed for each appointment

The Old and New Percent FT and Old and New Ben Base are displayed

Finally, demographic information such as Job Title and Department Name are displayed

Scrolling further shows new calculated salary fields...

Multiple Appointment - Faculty
pre load sqrs
Pre-Load SQRs

Edit SQRs:

  • NWPAY099- Captures employees whose new Salary is less than the old salary
  • NWPAY097- Checks employees who are still at Pending Status before the load
  • NWPAY098- Captures employees who are still on leave of absence
  • NWPAY096-Captures employees who are still at School Approved Status before the load

Batch SQRs

  • NWPER08A.SQR- updates NW_Sal_Employee on a nightly basis for any changes on Job or Position
pre load queries
Pre-Load Queries

Queries of:

  • All data entry for Merit Increases, Reappointments, or Promotions for a given SAU(s)
  • Employees with current appointments less than 9/1/2000
  • Employees who do not have merit increase entered
  • Employees who do not have merit increase with an Administrative Approval
load process
Load Process
  • Load SQRs:
    • Reappointment: NCMP06B
    • Merit Increase: NCMP06A
    • Promotion: NCMP06C
  • Load SQRs were run in succession for each Salary Plan: FAC, ACS, LIB, EXS, ITS, NEX
  • Action/Reason written to JOB for each Load
    • Reappointment - DTA/REA
    • Merit Increase - PAY/MER
    • Promotion- PAY/SAJ
load process1

NW_SAL_EMPLOYEE

JOB

Increment

EFFSEQ

Y

Y

N

N

Is selected data valid?

Row Exist for Empl_Rcd# Effdt?

Load Process

SQR Logical Flow:

job data after load
Job Data after Load

Sequence Number 0: New Job Code for the Promotion

job data after load1
Job Data after Load

Sequence Number 1: Appointment End date extended

job data after load2
Job Data after Load

Sequence Number 2: New rates loaded to JOB

job data after load3
Job Data after Load

Sequence Number 3: New rate after Promotion load

post load
Post Load
  • Ran queries and edit reports to verify new data was loaded to Job
  • Verify employees were brought to the minimum for their grade
  • Ran Monthly and Biweekly payrolls to ensure new rates are used
  • Ran payroll batch jobs
agenda3
Agenda
  • Why customize
  • Process overview
  • System walkthrough
    • Technical issues
    • Functional issues
  • Lessons learned
  • Future enhancements
  • Q & A
lessons learned what worked
Lessons Learned - What Worked
  • Ease of data entry
  • Real-time calculations
  • Multiple Appointment panel
  • Queries to HRIS
  • Now planning in module
  • Training
pitfalls
Pitfalls
  • Large SAUs take long to load and to calculate on the grids
  • Uniform calculations for Pct Full Time
  • Creation of NW_Sal_Employee Table
agenda4
Agenda
  • Why customize
  • Process overview
  • System walkthrough
    • Technical issues
    • Functional issues
  • Lessons learned
  • Future enhancements
  • Q & A
future enhancements
Future Enhancements
  • Use module as Planning tool
  • Data History
  • Loading changes into Position Table
  • Use other fields to calculate increase
  • Report from the Battle Front (i.e. Using PS Workflow on Funding Changes)

Session 1014 on Tuesday at 10:45 at Fiesta 6

summary
Summary
  • Customized Sal Admin due to business requirements
  • Functional process
  • Technical issues
  • Walkthrough the system
  • Lessons for the future
ad