ePars from A to Z

Welcome Megan Keefe Sr. Business Analyst and Team Lead, HRIM

3 Agenda TopicPresenter Core Concepts Ann Sager, HR Business Analyst ePar Tips and Tricks Corrie Mimms, Lead Employment Consultant Maximizing ePar search Megan Keefe, Sr. Business Analyst and Team Lead, HRIM Questions?

ePar Core Concepts Ann Sager HR Business Analyst

5 ePar Core Concepts: Effective Dating Understanding Effective Dating – Effective Date: The date which a job or position action is effective in ConnectCarolina – Effective Sequence: Sequence number which will increment automatically when there are multiple actions for the same effective date – ‘Mid-stack’ action: An action that occurs with an effective date less than the current ‘top of stack’ effective date 9/1/2015 eff sequence 0 – Supervisor Change 9/1/2015 – Job Change ePar (Data Change) 9/1/2015 eff sequence 1 – Data Change 8/1/2015 eff sequence 0 – HIRE

6 ePar Core Concepts: Effective Dating Understanding Effective Dating – Effective Sequence on Job Allows multiple actions with the same effective date (can occur on a single ePar or on multiple ePars with the same effective date) – Position – does not have Effective Sequence Only one action per effective date Multiple changes can occur on a single ePar, but you need to choose a single action / action reason to cover all the changes UNC is supporting an enhancement request with Oracle/PeopleSoft to add Effective Sequence to Position

7 ePar Core Concepts: Effective Dating Understanding Effective Dating – ‘Mid-Stack’ actions occur when you are trying to process an action (on job or position) with an effective date less than the ‘Top of Stack’ action for that job or position – All ‘Mid-Stack’ actions have to be handled manually by the BA’s and require a Help Desk ticket 9/1/2015 eff sequence 0 – Supervisor Change 9/1/2015 eff sequence 1 – Data Change 8/1/2015 eff sequence 0 – HIRE 8/15/2015 – Job Change ePar (FTE change)

8 ePar Core Concepts: Effective Dating Understanding Effective Dating – Expected Job End Date The first day the employee will no longer be employed in that job (not the last day worked) – Termination Effective Date The first day the employee will no longer be employed in that job (not the last day worked) Termination Effective Date should be the same as (or less than) the Expected Job End Date Does NOT stop payroll Does stop payroll

ePar Core Concepts: Action/Action Reason

10 ePar Core Concepts: Action/Action Reason Action codes drive functionality in ConnectCarolina Leave of Absence – Unpaid Action – HR Status remains Active – Payroll Status changes to Leave of Absence – Unpaid (no payrolls will be processed for an employee with this status) Termination Action – HR Status changes to Inactive – Payroll Status changes to Terminated – Last Date Worked field defaults in (can be updated)

11 ePar Core Concepts: Action/Action Reason Action Reason codes are informational and do not drive functionality (primarily used for reporting) There are multiple Action Reason codes configured for each Action On Position ePars, the Action is always Position (Connect Carolina default) and you are only allowed to update the Action Reason

12 ePar Core Concepts: Action/Action Reason ConnectCarolina will default an Action and Action Reason code based on the information entered on the ePar The system does not always get it right Review and update (add or remove) the Action and Action Reason values to reflect the information entered on the ePar

ePar Core Concepts: Timing

14 ePar Core Concepts: Timing Timing is key, particularly when doing actions that involve both a Position ePar and an Edit Existing Job ePar – FTE change and Pay Rate change for a positioned employee – A Reports To change along with a TIM Approver change Bad timing can lead to: – ePar stuck at the Integration Broker – Unusable ePar – Bad data in ConnectCarolina

ePar Core Concepts: Workflow Status

16 ePar Workflow Statuses StatusDescription PendingSubmitted but with no approvals yet Part ApprvPartially Approved WithdrawnWithdrawn by Originator or Workflow Administrator (Help Desk/Business Analysts) On HoldOn Hold by originator DeniedDenied in Approval Process (removed from workflow, not recycled to originator) AuthorizedFully approved, but is stuck at Integration Broker ExecutedHas gone through the Integration Broker and updated in ConnectCarolina RecycledAn approver has sent back to originator for updates Originator will receive a notification

17 When workflow goes wrong When workflow goes bad … – Approver turnover Workflow is ‘built’ when the ePar is submitted When an approver leaves the University or changes jobs, this can break the workflow path for in-progress ePars – Not enough ‘backup’ approvers – Originator has terminated while ePar is still in workflow – Obtaining manual offline approvals

ePar Tips and Tricks Corrie Mimms Lead Employment Consultant

19 ePar Tips and Tricks: Effective Dating Tips to avoid problems with Effective Dating on your ePars – Avoid future dated actions whenever possible (less chance of ‘mid- stack’ errors) – Monitor Expected Job End dates and process actions to update them prior to the Expected Job End date – Position ePar – make multiple changes on a single ePar instead of entering multiple ePars with the same Effective Date

20 ePar Tips and Tricks: Action / Action Reason Tips to avoid problems with Action / Action Reason on your ePars – Review the Action / Action Reasons carefully prior to Submit – Add or Remove Actions and Action Reason codes to reflect the information entered on the ePar – Always change the Action first (left) and then select the Action Reason (right) – Pay Rate Change Action should always be used when pay is updated – Always use the ‘New’ Action reason when creating a new Position – Never use the ‘New’ Action Reason when updating an existing Position

21 ePar Tips and Tricks: Workflow Issues When workflow goes bad … tips for avoiding workflow problems – Pay attention to the HR/Payroll calendar! Allow enough time for actions to be routed through all levels of workflow – Use the ePar comments to provide additional information about the action – Make sure there is more than one person in each approval role so actions don’t get “stuck” when an approver is out of the office – Turnover of originators and approvers can cause problems

22 ePar Tips and Tricks: Timing Issues Tips to avoid ePar timing issues – When performing an action that requires both a Position ePar and an Edit Existing Job ePar, always complete the Position ePar first and allow it to Execute before initiating the Edit Existing Job ePar – Never start both actions at the same time and put the second on hold – When working with employees with multiple jobs in different departments, communication is key

23 ePar Tips and Tricks: ePar Issues Hire and Position ePars will allow you to use the legacy JobCodes Intermittent or Regular temp (90004 or 90005) even though these JobCodes are no longer active Workaround: - Use the position number created by the Office of Human Resources from the PeopleAdmin posting - Submit an ePAR to update the JobCode to the approved branch/role from the posting

24 ePar Tips and Tricks: ePar Issues Some ePar actions get stuck at Authorized (Integration Broker) and require manual intervention by the Help Desk / Business Analysts The ePar Workflow status will be set to Executed after manual updates have been completed Actions that currently require manual intervention: – Contingent Worker (Faculty Zero Base Rate – CWR) hires and rehires – Most actions for Post-Docs

25 ePar Tips and Tricks When to ask for help – If ePar is stuck at Authorized for 24 hours or more (except during payroll lockout) – If you know you have just entered a mid-stack action – If you know your action will require manual intervention by the Help Desk / Business Analysts – If you aren’t sure of the best way to handle an action

26 ePar Tips and Tricks If all else fails… – Withdraw and start over – Submit a Help Desk Ticket – Enter a replacement ePar if needed Include comments in the ePar explaining the intent of the correction Follow up with a Help Desk Ticket

Maximizing ePar Search Megan Keefe Sr. Business Analyst and Team Lead, HRIM

28 Maximizing ePar Search Tools to help you filter search results for both View an ePar and Evaluate an ePar – Searching with multiple Workflow Status values at one time using ‘In’ – Searching by a range of Effective Dates (Action Date field on Search) – Using a wildcard (%) to search by a range of department numbers – Combining multiple search criteria to maximize search capabilities

29 Maximizing ePar Search Searching with multiple workflow statuses at the same time Change the Workflow Form Status default from ‘=‘

30 Maximizing ePar Search Change the Workflow Form Status default to ‘in’, then use the control key (Ctrl) to make multiple selections from the Workflow Form Status dropdown

31 Maximizing ePar Search Searching by effective date (Action Date) using a date range Change the Action Date default from ‘=‘

32 Maximizing ePar Search Searching by effective date (Action Date) using a date range Change the Action Date default to ‘Between’ then enter your date range

33 Maximizing ePar Search Use ‘Begins with’ plus a wildcard (%) on the Department field to search by a range of department numbers

34 Maximizing ePar Search Use ‘Between’ plus two wildcards (%) on the Department field search by a large range of department numbers

35 Maximizing ePar Search Combine multiple search criteria to maximize search capabilities

36 ePars from A to Z Questions??