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Understanding HR Data and Terminology Click on the screen or press the right arrow key to advance the show. You can also go back or switch to a full-screen presentation by right-clicking on the screen.
Purpose of This Course This course will introduce you to a number of important terms and concepts that you will need to initiate personnel actions, validate the payroll, or set HR report parameters. It is a prerequisite for other HR training classes. Hiring & Personnel Actions for Academic Appointments Initiating Personnel Actions Hiring & Personnel Actions for Staff & Academic Appointments Faculty affairs HR generalists Payroll coordinators Understanding HR Data and Terminology You are here HR Reporting with AWS3 Local Payroll Processing
Course Goals Describe the major effects of the HR Project on: Harvard employees Local academic affairs, HR, and financial officers Describe the major data elements used to categorize employees and personnel actions in PeopleSoft At the end of this course, you will be able to:
Course Contents Unit 1: Harvards HR Project Unit 2: HR Data and Terminology
Unit 1: Harvards HR Project Understanding HR Data
Harvards Human Resources System Harvards PeopleSoft HR System was introduced on October 1, 2002 –It replaced other aging systems within the University –It changed the way time is reported and the look of employees paychecks –It changed the way we hire and track temporary employees This system lets Harvard manage its information better, provide more robust reporting options, and more easily address HR compliance and risk issues
How Does HR Fit into the Big Picture? Employees are hired and maintained through the HR systems, which drive the benefits, time and labor, and reporting systems. Benefits and T&L then determine what goes into each paycheck. HRHR Payroll Time & Labor Benefits & Pension Benefits & Pension Reporting
How Does HR Affect People? All employees can view personal data and paycheck information online Overtime-eligible employees enter a record of their time online HR officers use PeopleSoft to submit Hire and Job Data change forms (as well as other related forms and transactions) Payroll coordinators and time approvers manage HR information online
Overtime-eligible employee enters time online Harvard University Time approver approves entered time PeopleSoft Time and Labor Time & Labor loads to Payroll PeopleSoft Time and Labor at a Glance PeopleSoft Payroll Processing
Running Reports –PeopleSoft for up to the minute real- time data (also known as the OLTP) –AWS3 for standardized, parameter- driven reports from data that is updated nightly More reporting information is available at: http://atwork.harvard.edu/hradmin/aws3.jsp http://atwork.harvard.edu/hradmin/aws3.jsp HR reporting is available through:
Evolution of University Reporting Tools 1999-2002 Today 1999 AWS HR reporting from IU, financial reporting, FY99 and prior AWS2 Basic financial reporting, FY00 to present HUDINI Advanced financial reporting, FY00 to present AWS HR reporting from IU 10/01/02 and prior, financial reporting FY99 and prior (read only) HUDINI Advanced financial reporting, FY00 to present AWS3 HR reporting (HR HDW), HR reporting 10/01/02 to present AWS2 Basic financial reporting, FY00 to present AWS HR and Financial Reporting
Data Stewardship Policy in Summary A large, integrated system such as PeopleSoft allows increased access to employee data This feature is a benefit, but it carries with it a serious responsibility Harvard employees using PeopleSoft are expected to ensure that employee data is handled responsibly and confidentially Caution: If you have shared your HU PIN with anyone, get a new one to ensure the confidentiality of the HR data you handle… including your own.
Unit 2: HR Data and Terminology Understanding HR Data
Learning Objectives Identify the three types of HR data associated with each employee Describe why certain HR data elements are important for personnel actions Job code Full time equivalent (or FTE) Action/Reason code Effective date At the end of this unit, you will be able to:
Three Types of HR Data about Each Employee Personal Data Job Data Employment Data A complete set of HR details for an individual in PeopleSoft contains their Personal Data, Job Data, and Employment Data
Personal Data Information about an employee that is not related to a specific job Examples of personal data include: –name, home address and phone, gender, birth date, social security number, marital status, and e-mail Personal Personal data in PeopleSoft:
Job Data Information that pertains to an employees specific job Separate records are maintained in the system for each job an individual holds For people with multiple jobs at Harvard, each job will be assigned a different employee record number (aka EmplRcd #) Job Data Job data in PeopleSoft:
Examples of Job Data Job Code HR Department Location Empl Class Standard Hours Full-Time Equivalent FLSA Status Union Code Pay Group Tax Location Salary Administration Plan Grade Comp Rate Business Title Job Data
Important Job Data Elements These data elements are important because they trigger actions in the PeopleSoft system and help determine benefits eligibility: 1.Job Code 2.Empl_Class 3.Standard Hours 4.Salary Administration Plan 5.Full-Time Equivalent 6.Department 7.Pay Group Job Data
Job Codes Job codes are unique six-digit codes associated with each job at Harvard The job code determines the defaults for a number of other job data fields, such as employee class, standard hours, and job grade It is very important to choose the correct job code when an employee is hired or changes jobs Job codes replace IDMS job class codes 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay Group Definition : Key Points:
How Are Job Codes Ranged? 000001 to 009999 010000 to 020000 Faculty Faculty 2 nd appointments/administrative jobs 060000 to 170000Research/Teaching 200000Service/Trades 300000Administrative & Professional 400000Support Staff 500000OT-Eligible Administrative & Professional 600000Unassigned 700000Temporary 800000Grandfathered & Miscellaneous 900000Non-Employees, Off-Site Employees 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay Group Job codes from…Contain jobs in these categories…
Other Data Elements Associated with Job Codes Job Code 000012 Professor, University When you choose a job code… A regularly updated list of all Harvard job codes is available at: http://atwork.harvard.edu/hradmin/index.jsp. http://atwork.harvard.edu/hradmin/index.jsp Empl Class Standard Hours Comp. Frequency Salary Admin. Plan Job Grade Senior Faculty 35MonthlyACAD000 … these associated values default in
Some Data Elements Can Be Overwritten Some data elements that are automatically defaulted by your choice of job code can and should be overwritten when needed Some of these elements include: –Standard hours –Salary Administration Plan –Full/Part-time –Union code
Empl_Class An employee classification (or Empl_Class), is a major grouping of employees such as Administrative and Professional, Senior Faculty, Service & Trade Hourly Empl_Class is defaulted by the job code and cannot be overwritten Empl_Class determines benefits and the object code that transactions get charged to Empl_Class is a common way to sort and group employees for HR reporting 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay GroupDefinition: Key Points:
Standard Hours Standard hours are the hours that are typically worked in a week for a specific job Standard hours default based on the job code, but can be overwritten Standard hours are required by the system for all employees 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay Group Important: Standard hours are required by the system, even for faculty and temps. Definition: Key points:
What Is a Salary Administration Plan? Salary Admin. Plan DescriptionSalary Admin. Plan Hours AP35Admin & Professional 35 CT35Clerical & Technical 35 CT37Clerical & Technical (37.5 hours/wk) 37.5 CT40Clerical & Technical (40 hours/wk) 40 SPMGSecurity Parking Museum Guards 40 TRADTrades Council 40 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay Group The Salary Administration Plan, which defaults from the job code, is used to group and define compensation plans.
Full-Time Equivalent Full-Time Equivalent, or FTE, is a calculated value representing the percentage of full- time effort by an employee in a job in a year % FTE is used to calculate an employees actual pay FTE is calculated by PeopleSoft for all employees 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay Group Definition : Key points :
How Is FTE Calculated in PeopleSoft? 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay Group Standard Hours for an Individual Salary Administration Plan Hours = FTE FTE is determined through the following formula and cannot be overwritten. PeopleSoft calculates this automatically, so FTE is never entered manually. When needed, you can change FTE by changing either the Standard Hours or the Salary Administration Plan. The following slides show two examples of how this works.
How Is FTE Calculated? Example #1 Robert is hired as a full-time Editorial Assistant I. His job code is 402023, and the following values default: - Standard hours for job = 35 - Salary Administration Plan = CT35 (CT35 = 35 hours) When Robert is hired, his regular hours per week are indeed determined to be 35 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay Group PeopleSoft calculates Roberts FTE as Standard Hours for an Individual Salary Administration Plan Hours = FTE
How Is FTE Calculated? Example #2 Paloma will be working as a part-time museum attendant. Her job code is 210051, and the following values default: - Standard hours for job = 40 - Salary Administration Plan = SPMG (SPMG = 40 hours) When Paloma is hired, her regular hours per week are determined to be 20. Palomas standard hours need to be changed from 40 to 20 in PeopleSoft. 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay Group PeopleSoft calculates Palomas FTE as: Standard Hours for an Individual Salary Administration Plan Hours = FTE
HR Departments The department within a school, unit, or tub where people work A grouping of employees for HR management and reporting purposes HR departments can exist in PeopleSoft in a nested hierarchy, or in rolled up groupings of up to nine levels The HR Department number is different from the org value in the financial chart of accounts. 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay GroupDefinition: Key point:
Examples of HR Departments +  HMS^Harvard Medical School -  HMS^Cell Biology -  HMS^Genetics HR Departments can be rolled up or nested underneath other departments. HMS^Cell Biology and HMS^Genetics are both independent departments that are also sub-departments of the HMS^Harvard Medical School. Reports can be run on individual departments or on departments and their related sub-departments.
Pay Groups Pay groups define employees who are compensated similarly (e.g., hourly versus salaried) and paid at the same frequency Pay groups allow for easy categorization and maintenance of employees by pay type An employees pay group does not default from their job code. The HR officer or hiring manager must choose a pay group for each new hire. 1. Job Codes 2. Empl_Class 3. Standard Hours 4. Salary Admin Plan 5. FTE 6. Department 7. Pay Group A complete list of pay groups is available at: http://atwork.harvard.edu/hradmin/index.jsp. http://atwork.harvard.edu/hradmin/index.jsp Definition: Key Points:
What Is Employment Data? Employment data is information about a specific individual in a specific job. Examples include: –Work phone –Business title –Hire date –Termination date –Appointment end date –Date of last increase Employment Data
Job Data Employment Data Personal Data Effective Dating and Action/Reason Codes Two other concepts are extremely important when using PeopleSoft: Effective dates and action/reason codes help define when and why each change is made to an existing employee record. Effective Dates Action/Reason Codes
Effective Dates The date you want a transaction to take effect within PeopleSoft. This is usually different from the date the transaction was entered, which is known as the action date. Effective dating makes it possible to maintain a complete chronological history of all changes to an employees data. It also enables: –Personnel actions to be future-dated so that information can be entered before it takes effect –Personnel actions to be made retroactively in the systemDefinition: Key Points:
OCTOBER Example of Using Effective Dating Dr. Henry Jones, Professor of Archaeology, is returning from a sabbatical at the end of the year. The change can be made in PeopleSoft at any time (even months in advance). 22232425262728 293031 1 DECEMBER/JANUARY 78910111213 14151617181920 FAD Payroll enters the information in PeopleSoft on 10/15 with an effective date of 1/1. 10/15 is the action date. 2 The sabbatical will automatically end on the effective date of 1/1. 3 At midnight on 12/31, Dr. Jones sabbatical will end. Effective January 1, his employment will automatically revert to its previous status. 1 HR officer fills out form and sends it to FAD Payroll on October 8, using an effective date of January 1.
What Are Action/Reason Codes? Actions are job events that occur during the life cycle of an employee. Reasons provide details about an action, or an explanation of why it occurred. Any personnel action requires: –An action code (describing the action that is being taken) –A reason code (describing the reason for that action) Since the action code and the reason code always appear together, the combination is referred to as the action/reason code You will use action/reason codes primarily when completing PeopleSoft-enabled forms Definition : Key Points:
Action/Reason Codes: Examples Action Reason Leave of AbsenceMED – Medical MTR – Maternity PRF – Professional RES – Research SAB – Sabbatical TerminationETP – Expiration of temporary assignment VRE – Relocation of employee or family VRS – Returning to school
Using Action and Reason Codes First you choose an Action from a drop-down list (e.g. Data Change) Then you select the appropriate Reason from a list of valid choices All of the reason codes associated with each action will be available online while you are using the system. A complete list of action/reason codes can be viewed at: http://atwork.harvard.edu/hradmin/index.jsp. http://atwork.harvard.edu/hradmin/index.jsp
Job Events vs. Life Events Job events are events related to an individuals employment status –Examples include: hire, promotion, leave of absence (including a maternity leave) –These events are recognized by submitting a PeopleSoft-enabled personnel action form Life events are those relating to an individuals personal life –Examples include: marriage, birth of a child –These events are reported directly by the employee to OHRs Benefits Service Group (6-4001) who will initiate a benefits action in PeopleSoft
Where Do I Go from Here? Hiring and Personnel Actions Local Payroll Processing Running HR Reports in AWS3 Time Entry, Approval, and Adjusting More HR training is available on the following topics: For more information about PeopleSoft courses, go to: http://vpf-web.harvard.edu/training/#hr http://vpf-web.harvard.edu/training/#hr To view training and support materials online, go to: http://atwork.harvard.edu/hradmin/index.jsp http://atwork.harvard.edu/hradmin/index.jsp
Understanding HR Data and Terminology You have now completed Understanding HR Data and Terminology A+