1. SDBOR HRIS Workshop October 15-16, 2007 CUC Pierre, SD Greeting,
This session is designed for those newly hired employees and employees who desire to have a refresher course. Due to the number of new staff or new employees to a formal Banner session, there will be some information in this course that will be a complete duplicate of past sessions.
If you find yourself not engaged due to the duplicative information, please do not disturb the individuals in the classroom. However, if you find that someone is having difficulty, you can be a training ambassador by helping them understand the issue/item at hand.
There are a few items we will want to discuss prior to the start of the class. Because we have 154 slides and multiple areas we must completed in only a 2 day period, I would like us to start by sharing ideas on how to eliminate classroom disruptions. I.e., cell phones turned off or on silence, breaks, etc.

2. Objectives for HRIS Workshop
Understanding the Set Up of HRIS System
General Understanding of PPLA
Understanding Why Rules and Validation - Banner
Understanding of Application Forms – Banner
Discussion of Key Issues within BOR Process and Banner
Today’s session will specifically be covering why or how the HRIS system works. There will be no way you will leave here as experts. This session is geared at helping you understand the mechanics behind the scene. Do not feel discouraged if you feel overwhelmed. We have individuals such as Nancy Grassel and Kelli Shuman that have been through many classes and I will have them assist in questions if they arise while available or around them.
Specifically, we will be discussing Banner, however, I will go over PPLA on a limited basis. We are trying to schedule a more in-depth PPLA training here in the future. In addition, we are happy to perform some training through Elluminate one-to-one on PPLA. If there is a need, please contact Deb Sloat.
Our strategy today is to understand the Business Process Analysis then understand the Rules behind those, the technical tables for reporting purposes and troubleshooting purposes, then the Application forms and use of pertinent fields.

3. On-line Employment System
We will first start today with PPLA (On-Line Employment System).
The Board of Regents has implemented this system in order to automate many of the paper-driven aspects of the employment application process as well as the position description and compensation review process.
You will use this system to:
Update Position Descriptions Online: Allow departmental or agency managers to review and update position descriptions online.
Search Position Descriptions: Allow the Classification/Compensation staff to review and compare both current and archived position descriptions using a variety of search options.
Processing of Change Requests: Departmental or agency managers can submit requests for position review through the appropriate approval channels online. Classification/Compensation staff will be able to complete reviews and record justifications online.
Processing of Salary Recommendation Form: Departmental or agency managers can submit salary recommendation online as applicable upon selection of a new hire through the On-line Employment System Applicant Tracking Module.
Communication: Managers will review the status of their change requests online. In addition, employees can access their current position description.
Job Requisition Creation: When used in conjunction with the On-line Employment System Applicant Tracking Module, managers can easily convert position descriptions into job requisitions when a position becomes vacant.
Submit job requisitions electronically.
Applicant Tracking and Search Committee Management: Review Announcement/Posting; Create Postings; Search and Review Applicants; Create and Review Templates; and Communicate electronically with HR Administrators, Hiring Managers, Applicants, and others involved in your hiring process

4. On-Line Employment System
30 Minutes
Objective
Business Process Analysis
Workflow
Use of Application
Navigation
Questions/Training Tips
Tie to Banner
Our primary objective with PPLA is to understand the process of the BPA and Workflow. Once we understand those items, we will also discuss the use of application, navigation and training tips.
We will then merge into how PPLA ties to Banner.

5. Processes and Workflow
Review the Business Process Analysis
Review Workflow
CSA -
NFE -
Recruit -
Posting/Hiring Proposal -
Review User Types – Roles an Actor can play
Discuss the BPA Process:
Business Process Analysis – (BPA): The process of examining and modifying existing business processes to improve them. BPA rearranges what already exists to make incremental improvements, without undertaking radical redesign.
Business Process Reengineering: The radical redesign of a business process. Rather than improving on existing processes, BPR rethinks and reworks them. Reengineering takes a radical approach in that it tosses aside existing systems and designs them anew.
Those involved:
Actor: These are individual(s) that actually perform the activities in the process. Their roles of the organization become the swim lanes in the BPA process.
Owner: Individual(s) in the regental system who are responsible for the process and its output. They are the key decision maker(s) and can allot organizational resources to the process actors.
Parking Lot Issues: These are items that were identified in the business process analysis as unresolved issues the module will want to further discuss during training and determine how each is best resolved.
Stakeholder: Individual(s) who have an interest in the process and stand to gain or lose based on the results of the process.
Discuss Workflow:
Workflow: Flow chart identifying the BPA. (You can place the PDF up on the LCD projector).
Discuss the User Types:
Administrator: These are individual(s) that perform the responsibility of a Vice President or Institutional Chief Executive Officer.
BOR HR: This individual performs the functions of Human Resources at the Board of Regents.
Budget: These are individual(s) that perform budgetary functions in reviewing salary and FTE.
CSAAppealComChair: These are individual(s) that perform human resource functions at the institution and also have a role in the On-line Employment System as Institutional Human Resources. The Committee Chair will chair the appeal hearing.
CSA Employee: These are individual(s) that are employed as Career Service Employees.
Dean/Dept Head: These are individual(s) that perform the responsibilities of either a Dean or Department Head of a division, college or department.
Hiring Manager: These are individual(s) that perform the responsibilities of a supervisor of a department and/or a sub-division of a department. These employees actually recruit and supervise the day-to-day positions within a given area. They will have the ability to modify, create, and recruit for the institution.
Institutional Chief Executive Officer: These are individual(s) that perform the responsibility the Institutional Chief Executive Officer.
Institutional Human Resources: These are individual(s) that perform the responsibilities of the human resources department. All HR personnel will have this role.
NFE Employee: These are individual(s) that are employed as Non-faculty Exempt Employees.

6. Discussion of Actions Employees Hiring Managers
Employee Review of Position
Appeal (CSA)
Hiring Managers
Create New Position
Institutional Review of Position
Job Posting
Applicant Review/Tracking
Dean/Department Head, Administrator, Human Resources
CSA Establish a New Action: This action is primarily for hiring managers to establish a new CSA position that currently does not exist.
CSA Employee Update/Review a Position: This action is primarily for CSA employees to review current CSA positions and update the position as applicable to ensure the position of record reflects the current duties performed.
CSA Institutional Update/Review a Position: This action is primarily for hiring managers to review current CSA positions and update the position as applicable to the departmental or institutional needs.
CSA Recruit an Existing Position: This action allows the hiring manager to recruit a CSA position that exists without having to go through the workflow of creating or updating a position.
CSA Appeals Process: This action allows CSA employees the ability under BOR Policy 4:9 to appeal a classification. See BOR Policy 4:9 at the following URL
CSA Compensation Request: This action allows the hiring manager OR HR request an increase in pay or hire above base
Faculty Recruit: This action allows the hiring manager to recruit a new faculty position that currently does not exist or does exist. This will need to go through the appropriate workflow of creating a new position.
Inactivate Position Description: This action is primarily used by hiring managers and by human resources to inactivate a position description that no longer is being used.
Modify User Access to a Position Description: This action is primarily used by hiring managers and by human resources to modify user access to a position description base upon departmental and institutional needs.
NFE Establish a New Action: This action is primarily for hiring managers to establish a new NFE position that currently does not exist.
NFE Employee Update/Review a Position: This action is primarily for NFE employees to review current NFE positions and update the position as applicable to ensure the position of record reflects the current duties performed. In order for this action to work, hiring managers must initiate the action. Written communication is then submitted to the employee for their review and update.
NFE Institutional Update/Review a Position: This action is primarily for hiring managers to review current NFE positions and update the position as applicable to the departmental or institutional needs.
NFE Recruit an Existing Position: This action allows the hiring manager to recruit an NFE position that exists without having to go through the workflow of creating or updating a position.

7. Navigation Discussion
Hyperlinks
General movement in the form
Form and Field instructions
Procedures Manual
Training Manual (Quick Steps)
Using the system, show the following navigation tips.

8. Questions for Employees on Training
What does BPA mean?
How does workflow generally work in the system?
What are a few of the ways this system will benefit the employees?
How do you view your current position?
Can a person have multiple roles?
When might you receive an error message?
Are there instructions in the forms? If so, where?
What does a hyperlink do for you in this system?
What are some of the different fields you use to search for a position?
1. Business Process Analysis – (BPA): The process of examining and modifying existing business processes to improve them. BPA rearranges what already exists to make incremental improvements, without undertaking radical redesign.
Once an ‘Actor’ submits an action, the process must work through the appropriate chain-of-command to proceed. Workflow allows an action to proceed through the appropriate steps.
Benefits may include:
Update Position Descriptions Online: Allow departmental or agency managers to review and update position descriptions online.
Search Position Descriptions: Allow the Classification/Compensation staff to review and compare both current and archived position descriptions using a variety of search options.
Processing of Change Requests: Departmental or agency managers can submit requests for position review through the appropriate approval channels online. Classification/Compensation staff will be able to complete reviews and record justifications online.
Processing of Salary Recommendation Form: Departmental or agency managers can submit salary recommendation online as applicable upon selection of a new hire through the On-line Employment System Applicant Tracking Module.
Communication: Managers will review the status of their change requests online. In addition, employees can access their current position description.
Job Requisition Creation: When used in conjunction with the On-line Employment System Applicant Tracking Module, managers can easily convert position descriptions into job requisitions when a position becomes vacant.
Submit job requisitions electronically.
Applicant Tracking and Search Committee Management: Review Announcement/Posting; Create Postings; Search and Review Applicants; Create and Review Templates; and Communicate electronically with HR Administrators, Hiring Managers, Applicants, and others involved in your hiring process
Once logged into the system, then select under Job Description ‘View My Position’.
Yes, depending on the roles that they have. I.e., CSA Employee, Budget or NFE Employee, Dean.
When the description is going through the workflow and not finalized.
Yes, on the top of the forms and in the fields.
A hyperlink is used to link the individual to instructions or another form in the process. These are blue and underlined.
Type of Position, Title, Name, etc.

9. Position Tie to Banner Position Creation Begins in PPLA
Once Approved, Budget to Load NBAPOSN and NBAPBUD from data within PPLA
Position Number
Position Classification
Employee Classification
Fund, Organization, Account, Program

10. Applicant Tie to Banner
Position Posted, Applicants Apply
Applicant Selected
Application (Name, Address, Phone) – PPAIDEN
Resume/Vita – PPAGENL
Position – PEAEMPL and NBAJOBS

11. Banner Navigation Tips
Short Cuts 1
Short Cuts 2
The Navigation Tips Document is the basic understanding of the naming conventions Banner uses as well as the icons within the Banner forms.
Short Cuts 1 is the short cuts with Function Keys.
Short Cuts 2 is the short cuts with the Banner Application and Function Keys.
We have created a manual on General Menu to help you better understand the overall sections of Banner HR.

12. Employee Demographics and Administration
Our first section is the Employee Demographics Section.
In Banner, there are two core menus for this information: BIO/Demo and Employee Admin.
The core of the Biographic and Demographic Information module is the Identification Form which establishes a unique ID number for each individual in the system. Use this form to enter basic biographic information about an applicant or employee.
The Employment Administration module supports the entering and reporting of employee information.

13. Training Objectives 3 Hours Objectives
Understand Basics of Rule Forms Impacting Employees
Understanding the Technical Tables
Understand Application Forms for Employees

14. Employee Data Manual Rules and Validation Forms Technical Guide
Employee Demographics
Employee Compensation
Faculty Administration
Rules and Validation Forms
Technical Guide

15. Business Process Analysis
This BPA shows the overall BPA for handling the work process of a hired employee through the completion of loading BIO/DEMO and Employee Admin. Specifically, though we will focus on the second Process box. This box has a red circle around it.

16. Business Process Analysis
The goal is to get the individual in the system as a General Person FIRST. Individuals cannot be employees without first being a General Person.
So let us understand what General Person means. General Person is defined as Student, Employee, Vendor, Alumni. This simply means that anyone that has a need to be paid or is attending school must be a General Person in Banner. General Person (PPAIDEN) screen is shared by all of the modules within Banner.

17. Employee Demographic Rule & Validation Forms
Let us begin by talking about the RULES behind the employee demographic screens.
In Banner there are Rule and Validation forms. These will always be PTR…., PTV…., NTR…., and NTV.
Remember P = HR/Payroll, and N = Position Control.
There will be cases where HR Banner, Finance Banner, Student Banner and Alumni Banner all share tables. When this is the case then, the table typically starts with G or S.

18. Employee Demographic Rule Forms
Certification Code – PTRCERT
The Certification Code Rule Form enables the user to define a certification code, describe the associated certification, and tell the system whether it should require the certification date. The codes defined on this form are entered at the Certification Code field on the Certification Information Form (PPACERT).
Ethnic Code – PTRETHN
The Ethnic Codes Rule Form enables the user to define in-house ethnic codes and link them with ethnic categories specified by the federal government for use in Equal Employment Opportunity (EEO) and IPEDS reporting.
In no particular order, we will begin discussing rules behind the set up of the demo/bio system. All of these can be located in the Manuals.

19. Employee Demographic Validation Forms
Address Type Code – GTVEMAL
Use this form to define valid address type codes. Examples of address types include business and school. These codes are used on the Address Form (GOAEMAL) to enter address information for individuals.
Name Type Code – GTVNTYP
Use this form to define codes for name types that can be associated with ID names. Examples of name types include maiden, nickname, and legal. These codes can be used for correspondence and reporting.
NULL
HLTH
STTE
LEGY
System Indicator- GTVSYSI
Zip/Postal Code – GTVZIPC
EEO Ethnic Code – PTVEEOC
The EEO Ethnic Code Validation Form lists the ethnic categories specified by the U.S. federal government for use in Equal Employment Opportunity (EEO) and IPEDS reporting. The codes defined on this form are entered on the Identification Form (PPAIDEN).

20. Employee Demographic Validation Forms
Endorsement Code – PTVENDS
The Endorsement Code Validation Form enables the user to define endorsement codes for use in specifying certifying agencies on the Certification Information Form (PPACERT).
Address Type Code – STVATYP
IN, MA and PR
Citizen Type Code – STVCITZ
County Code – STVCNTY
Degree Code – STVDEGC
The user use this form to maintain the degree codes (Undeclared, Bachelor of Arts, Doctor of Education, etc.). This form is used by other forms to validate the degree codes.
Degree Level Code – STVDLEV
The user use this form to create, update, insert, and delete degree level codes (Associate, Bachelor, Master, etc.). Other forms use this form to validate the degree level codes.

21. Employee Demographic Validation Forms
Ethnic Codes – STVETHN
Initials Code – STVINIT
Language Code – STVLANG
Major/Minor/Concentration Code – STVMAJR
The user use this form to create, update, insert, and delete major, minor, and concentration codes (i.e., Undeclared, Journalism, Music, Law, etc.). Forms in several modules use this form to validate the major, minor, and concentration codes.
Martial Status Code – STVMRTL
Nation Code – STVNATN
Port of Entry Code – STVPENT
Relation Code – STVRELT

22. Employee Demographic Validation Forms
Source/Background Institution Code – STVSBGI
The user use this form to create, update, insert, and delete source/background institution codes (i.e., Harvard University, Yale University, Bryn Mawr College, etc.). Several forms in the Recruiting, Academic History, and Admissions modules use this form to validate the source/background institution codes.
State/Province Code – STVSTAT
Telephone Type – STVTELE
Visa Type Code - STVVTYP

23. Employee Demographic Application Forms
Now, if you recall, the BPA established a set of processes for which to complete a new hires data within the system. Let us start looking at those processes and tie the rules to those processes.

24. Employee Demographic Application Forms
PPAIDEN – General Person Form
PPAGENL - General Information Form
PPACERT – Certification Information Form
PPAEXPR – Experience Information Form
GOAMEDI – Medical Form – Phase III
GOAINTL – International Form – Phase II
There is also a PPASKIL but we have not reviewed this application and may be of some interest down the road on specific skills such as Typing WPM, etc.

25. General Person Record PPAIDEN Technical Tables
SPRIDEN (Person Information)
SPRADDR (Address)
SPRTELE (Telephone)
SPBPERS (Biographical)
GOREMAL ( )
SPREMRG (Emergency)
PPAIDEN is the General Person Record. This record is shared with several other modules including: Student, Finance, and Alumni.
There are 6 tabs across PPAIDEN and the technical team when pulling reports from live data in Banner will pull the reports from these tables.
So for example, if your technical person wants to pull a report on Marital Status, you would go to the SPBPERS table in SQL to pull the report.

26. General Person Record PPAIDEN To be an employee, must complete
Birth Date, First Name, Last Name, SSN/SIN/TIN, Address, and Gender.
Current Identification
Alternative Identification
Address
Telephone
Biographical
Emergency
Let us talk about the fields that are of the utmost importance.
Null Name Type for Individuals SSN Name – Must
Birth Date, Marital Status, Gender must be correct for BOP Interface
PR and IN address must be completed if no PR then MA
IN Phone at a minimum
– Currently only Institutional Address
Employee can complete the on-line Emergency Contact upon new hire

27. General Information PPAGENL - Technical Tables
SORPCOL – Degree Source Table
PPREXAM - Examinations
PPRPUBL - Publications
PPRDLIC – Drivers License
PPRHNAW – Honors and Awards
PPAGENL – this application form is very important. It holds the degree information for all employees. You should be completing this form for the education degrees. This does impact faculty as well.

28. General Information PPAGENL - General Information Form
Captures an employee’s general qualifications normally submitted by an applicant, including education, experience, examination results, and publications.
General Education
Examinations
Publications
Driver’s License
Honors and Awards
Transcripts
Once we load extender, we will be uploading the vita with the publications, then HR will be responsible to maintain all current Publications since employment for the employees. This is also potential for having VPAA office assist.

29. Certification PPACERT – Technical Tables PPRCERT
PPACERT is where we hold all certifications.

30. Certification Certification Information (PPACERT)
The Certification Information Form (PPACERT) collects data on employee certifications and endorsements. The certification codes are pulled from PTRCERT. The user can also use this form to track both formal certifications and completion of internal education programs. The Pending Action Report will list upcoming expirations of these certifications. The use of Extender may be used to scan in the document for reference.

31. Experience PPAEXPR PPREXPE
PPAEXPR. Since we have the application on hold in PPLA, we will scan into PPAEXPR. However, PPAEXPR is a place where we load state experience specific to longevity adjusted service. This allows for audit trail when employee requests additional service credit.

32. Experience Person Experience Information (PPAEXPR)
The Person Experience Form (PPAEXPR) maintains records on an employee’s past experience and references. This information will be housed in our on-line employment system. The two systems do not communicate though and may be difficult to do reporting. HR may determine to print out the appropriate information and attach with extender rather than re-populating the information in Banner.

33. Medical Information Form
GOAMEDI Technical Tables
SPRMEDI
GOAMEDI tables will be the future holder for MMR and other information medically related to the employee. This is a Phase III item.

34. Medical Information Form
Medical Information (GOAMEDI) – Will not use until after Go-Live (Phase Two)
The General Medical Information Form (GOAMEDI) enables the user to enter medical information about an applicant or employee.

35. International Form GOAINTL Technical Tables GORSEVI
SISC will be working with each of the institutions to complete the necessary immigration forms. Jan Wiersma will be submitting to all of the HRDs a PowerPoint presentation.

36. International Form International Information (GOAINTL)
The Visa International Information Form (GOAINTL) allows the user to enter visa and nationality data for citizens of countries.

37. Faculty Rule and Validation Forms
Let us move into the demo/bio for faculty. Again we are still working on the BPA of entering new hire information into Banner. This happens to be the process for those employees that have or hold faculty rank, tenure…etc.

38. Faculty Rule Forms Faculty Type Rule Form – PTRFTYP
Currently Not Used
Installation Form - PTRINST
Tenure Rule Form - PTRTENR
Faculty Rank Rule Form - PTRRANK
Leave Reason Rule Form - PTRLREA
The faculty demo forms allows the institution to track Tenure, Rank, Performance, Discipline, etc.

39. Faculty Validation Forms
Discipline Code Validation Form - PTVDISP
Review Type Validation Form - PTVREVT
Rank Validation Form - PTVRANK
Sabbatical Type Validation Form -PTVSBTY
Faculty Action Comment Code Validation Form - PTVFACC

40. Faculty Application Forms

41. Faculty Applications Forms
Technical Tables
PERBFAC – Begin Faculty
PERAPPT – Appointment
PERRANK – Rank
PERFAPR – Rank/Tenure Approval
PERSABB – Sabbatical Tracking
PERCAPR – Comments

42. Faculty Applications Forms
The Faculty Action Tracking Form (PEAFACT) is used to establish and maintain faculty actions such as rank review, appointment/tenure, and sabbatical or other leaves. Collects information used in regulatory reporting for reports such as IPEDS-S.
PEAFACT
Rank
Appointment
Tenure
Sabbatical

43. Bargaining Rule Forms

44. Bargaining Rule and Validation Forms
Bargaining Rule Forms
PTVBARG – Contract Type
PTRBURE - Relationship
Bargaining allows us to track for faculty eligible and non-eligible employees.

45. Bargaining Application Forms

46. Bargaining Applications Forms
PEABARG – Establishing Unit Membership
HE or SC
Paying or Non-Paying
PEAGREV – Documenting Grievances
Phase II/III

47. Employee Form
This is the last step to establishing the BIO/Demo and Employee information. The Employee Form is PEAEMPL and next to PPAIDEN for importance on establishing a link to the state.

48. Employee Rule Forms PTRECLS PTRLCAT PTRLREA
The Employee Class Rule Form enables the organization to define an employee class and associate it with earnings codes, a leave category, and a benefit category. The employee class is the primary hub of the Banner HR system. The employee class sets the stage for the entire system.
PTRLCAT
The Leave Category Rule Form enables the organization to define a set of leave types available to a specified group of employees. When defining a leave category rule, the organization establishes the: frequency of accrual, lifetime limit of the available balance, display sequence, number of hours that accrue based on length of service, maximum number of hours allowed to roll to the next year, and next leave from which leave time should be deducted when not enough hours are available.
PTRLREA
The Leave Reason Rule Form enables the organization to define a leave reason code, describe the associated leave, specify the leave pay and benefit status, and indicate whether the leave creates COBRA eligibility. The codes defined on this form are entered on the Employee Form (PEAEMPL).
There are many rule forms that impact the employee form. Many of which directly impact the State Interface of S007 (Benefit and Employee Record).

49. Employee Rule Forms PTREGRP PTRTREA
Employee Group for Benefit Eligibility Reporting.
PTRTREA
The Termination Reason Rule Form enables the organization to define termination codes. Each rule includes a code, a reason description, and a COBRA eligibility indicator. The codes defined on this form are entered on the Employee Information Form (PEAEMPL).
PTVLCAT
The Leave Category Validation Form enables you to establish leave category codes for use on the Leave Category Rules Form (PTRLCAT), and for processing Leave Reports.
PTRBCAT
Allows Deductions and Benefits for an Employee Based on PEAEMPL Status

50. Employee Rule Forms PTRJBLN STVCOLL
Home Job Location
STVCOLL
You use this form to create, update, insert, and delete college codes (i.e., College of Engineering, College of Law, College of Music, etc.). Several other forms use this form to validate college codes.
 STVCOMT
You use this form to create, update, insert, and delete committee/service type codes such as Arts Review Committee, English Literature Committee, or Faculty Recruiting Committee. You may only create or update committee/service type codes from this form.
 STVDEPT
You use this form to maintain department codes such as History Department, Counseling Department, or Department Undeclared, etc. Other forms use this form to validate the department codes, and you may only create or update the department codes from this form.

51. Employee Application Form

52. Employee Application Form
PEAEMPL
Technical Tables
PEBEMPL
Important Fields
DATES
Current – Current Job
Hire – Home Institution
Adjusted - Longevity
Seniority – Benefit eligible
Home Location
Status
ECLS
BCAT – Default ECLS
LCAT – Default ECLS
F/P Indicator – Default based ECLS
I9 Information
Leave Reason – Dates
Status for BOP – S007
Let us specifically discuss the fields on PEAEMPL that must be accurate for state reporting.
The state receives status of A, B, C, D, F, H, T, M. These are arrived at by the following combinations: BCAT, LCAT, FT/PT Indicator and ECLS. This is one of the most important aspects of PEAEMPL.
Second major importance is the Dates for BOP. Longevity (Adjusted Service) and Continuous Benefit Eligible (Seniority Date) are the two most important set of dates.
Terminations – this is extremely important. This is the only way that BOP knows to send out COBRA notification. If you know of a termination, you need to input ASAP with reason. You can simply add the future reason and date, and when the payroll runs, it will update from A to T automatically.
Lastly, Home Location – This is now required.

53. Employee Reporting Tools
PEIADDR - Address
PEIEHIS – Employee History
PEIAHIS - Accommodation
PEIJHIS – Job History
PEIATND – Attendance History
PEIEBRG – By Employee Bargaining
PEIBPRG – By Position Bargaining
PEIFACT – Faculty Reporting
In every aspect of this system, you can pull inquiry data out. Here are some helpful reporting tools that I have found which will be helpful to HR but more importantly to all of the Supervisory staff. These forms can be pulled by anyone in the security classes of HR and Supervisors.

54. LUNCH BREAK

55. Benefits

56. Training Objectives
Understand Basics of Rule Forms Impacting Benefits and Payroll
Understand Application Forms for Benefits
Understand Application Forms and Processes of Payroll
Understand State Interface Forms – Benefits and Expenditures
Learn about ePrint

57. Business Process Analysis
This BPA is strictly dealing with Employee Hired to Benefits Loaded.

58. Business Process Analysis
This BPA handles benefits changing. This is the state of which we are arriving.

59. Benefit Rule Forms

60. Benefit Rule Forms PTRBDCA – Deductions and Benefits
Deductions/Benefits Established
PTRBCAT – Benefit Categories
Allows Deductions and Benefits for an Employee Based on PEAEMPL Status
PTRBDPG – Benefit Deduction Grouping Rules
Self Service (SSB)
PTRBDCA is the MOST important rule form in understanding benefits.

61. PTRBDCA Benefit Deduction Categories Rules Options Web Information
Plans
Precluded
Excluded
Labor Distributions

62. PTRBCAT Benefit Categories Categories Deductions Default Values
You can have a PTRBDCA but if it is not established in PTRBCAT, you will not be able to use the benefit on the employee.

63. PTRBDPG Benefit Deduction Grouping Rules
MB – Life, LTC, Taxable Benefits, Miscellaneous (bonds, SDSEO, 529)
HL – BOP Plans, BOR SUP Plans, Federal Insurance
RT – SDRS Retirement, SUPL Retirement (TSA)
This allows the employee to see their benefit statement on-line and in connection with PTRBCAT and PTBDCA.

64. Benefit Application Forms

65. Benefit Application Forms
PDABDSU – New Hire Loading Benefits - Only
Technical Tables
PDRBCDN
Application
New Hires Only
PDADEDN – Current Employee, Change to Benefits
PDRBDED
PDRDEDN
Current Employee
Add/Delete
Change in Effective Dates
Terminate a Benefit
Effective Dates – PDABDSU – Be sure you place the right effective dates into the system or you will surely need to redo the benefits because they may impact the employee getting paid.
If this record has not been established, employee will not pull into payroll.
Reference Field – PDADEDN – Use this field when employee is on leave and paying by check, use of interface PZRHLTW and PZRHLTA for benefit loads, and for any Mass Change, or any change to track why you are updating. This is the AUDIT trail in addition to extender.

66. Benefit SDBOR Processes
Shared Employees
Transferred Employees
LWB
Retirement LWP or LWB
Special Pay Plan
Leave Pay Out
Highlights Information
Shared employees – can only have one EMPR. That is the Home EMPR. PEAEMPL and NBAJOBS must have the home EMPR or employee and state will be double charged. A correction will need to be made.
Transferred employees – The employee will remain the original institution employee during the last payroll, then they will move to the new EMPR.
LWB – B Status – Employees that are not 12 pay will need to have the correct benefits established.
Employees who are on an approved leave with or without pay and if they decide to take advantage of the SDRS SDCL. You must establish those dollars with BDCA 101.
Special Pay Plan. Employees that terminate and meet the requirements must have the following BDCA codes established the last pay period. 160, 165 and In order to make these work, the Sick Leave and Annual Leave must be paid out in their payroll. Use SLT of up to 1920 hours (X25% = 480).
Those employees that do not meet eligibility, must be paid out without the use of 160, 165, and 168 but you must use the right EARN CODE to establish no RETIREMENT payment on wages.

67. Benefit Inquiry Screens
PEIDHIS – Employee Deduction History
PEIDTOT – Employee Deduction Totals
PDIDLST – Individual Deduction List
PEIATOT – Aggregate Deduction Totals

68. Exercise
Enter New Benefits PDABDSU
Change Benefits on PDADEDN

69. Day 2

70. Position Control

71. Training Objectives
Understand Basics of Rule Forms Impacting Positions and Jobs
Understand Application Forms for Positions
Understand Application Forms for Jobs
In Booklets, Key Board and Navigation

72. Business Process Analysis
This is the BPA for a creation or classification of a position.

73. Position Objectives Rules and Validation Notes Pyramid
Let us look at the Pyramid. This is the most important aspect to understanding positions and how they impact HR Banner and Finance Banner.
Banner has a hierarchy of events that must occur to ensure that the employee can be paid accurately.
Payroll ID – 1 = Monthly
PTRECLS or ECLS – Employee Class – This is the rule that establishes all defaults for a position, employee. Grandfather of the system.
NTRPCLS or PCLS – Position Class – This is the rule that establishes position demographics to a classification.
Position – This is a position which will be tied to an employee once the employee is hired and slotted into a JOB for payroll purpose.
JOBS – This is the position with an employee in the position. Drives payroll, timesheets.
Labor Distribution – This is the FOAP for which the

74. Position Rule Forms

75. Position Rule Forms PTREMPR –Employer Defined NTRSGRP – Salary Group
NTRSALA – Salary Schedule
PTRECLS – Employee Class
PTRPGRP – Position Group
PTVESKL – Demographic Reporting
NTRPCLS – Position Glass
NTVBPRO – Budget Profile
NTRFRNG – Fringe Benefits

76. PTREMPR
Defines Employer
EIN
Address
IPEDS

77. NTRSGRP Salary Group Establishes Annual Salary Defined by FY
USD and SDSU Exempt
Faculty – General
NFE – General
CSA

78. NTRSALA Salary Schedules Defined CSA Ranges – T, N, M
Exempt General Salary Range
SDSU
USD

79. PTRECLS Driver of the System Job Defaults Employee Defaults
Payroll Defaults
Timekeeping Defaults
IPEDS
Budget
Eligible Earnings
Leave Category
Benefit Category

80. PTRPGRP Position Group Will be used for Reporting Operating Budget
Defines the following
Non-Instructional Administrator
Instructional Administrator
CSA
Professional/Technical
Faculty
Graduate Assistants
PT & FT

81. PTVESKL Skill Level of Position Workforce Demographics EEO Reporting
Affirmative Action Plans and Monitoring
EEO Reporting

82. NTRPCLS Position Classification CSA - Specifications NFE Faculty
Built from PTVESKL, NTRSGRP, NTRSALA, PTRPGRP

83. NTVBPRO
Budget Profile
EMPR on NBAPBUD

84. NTRFRNG
Fringe Benefit Rule Form

85. Pyramid Step 1 - Payroll ID – PTRPICT
Step 2 - Employee Class – PTRECLS
Step 3 - Position Class – NTRPCLS
Step 4 - Positions – NBAPOSN and NBAPBUD
Step 5 - Jobs – NBAJOBS
Step 6 - Labor Distribution – NBAJOBS

86. Position Application Forms

87. Position Application Forms
NBAPOSN
Technical Tables
NBBPOSN
Application
Creation of Positions
Built from NTRPCLS Default Values
Built from PTRPGRP, PTVESKL, NTRSALA, and NTRSGRP

88. Position Application Forms – Continued
NBAPBUD
Technical Tables
NBBPOSN – Position (NBAPOSN)
NBRPTOT – Position Totals
NBRPLBD – Labor Distribution
NBRRTOT – Premium Earnings Totals
NBRFTOT – Fringe Totals
Application
Defining a Position Budget

89. Budget SDBOR Processes
Account on FOAP must coincide with PTRPGRP
Example of Relationship
HR, Budget and Finance
Permanent Changes
Position FTE (Budgeted – Reporting)
Join NBAPBUD to PTRPGRP

90. Exercise
Go to TEST
Create New Position
Establish Budget
15 Minutes

91. Position Inquiry Screens
NBIPINC – Position Incumbent
NBICLSH – Position Classification History
NBIPLST – Position List by Classification
NBIPOSH – Position History
NBIPORG – Position by Organization
NBIBTOT – Budget Totals
NBIBHFS – Budget Actual Fringe Benefits
NBIBHSR – Budget Premium Earnings
NBIBHSP – Budget Position History

92. Employment - JOB

93. Business Process Analysis

94. Jobs Objectives Rules and Validation Notes Highlights Manual
Calculator
Manual
The NBAJOBS process is the process by which an employee is slotted into a position to ensure employee will receive a timesheet and ensure they are processed in payroll.

95. JOBS Rule Forms

96. Job Rule Forms PTRECLS – Employee Class NTRPCLS – Position Class
PTRJCRE – Job Change Reason
NTRSGRP – Salary Group
NTRSALA – Salary Range
PTRBDCA – Benefit and Deduction
PTREARN - Earnings
FTVORGN – Organization
FTVFUND - Fund
FTVACCT - Account
FTVPROG - Program

97. PTRECLS Driver of the System Job Defaults Employee Defaults
Payroll Defaults
Timekeeping Defaults
IPEDS
Budget
Eligible Earnings
Leave Category
Benefit Category

98. NTRPCLS Position Classification CSA - Specifications NFE Faculty
Built from PTVESKL, NTRSGRP, NTRSALA, PTRPGRP

99. NTRSGRP Salary Group Establishes Annual Salary Defined by FY
USD and SDSU Exempt
Faculty – General
NFE – General
CSA

100. NTRSALA Salary Schedules Defined CSA Ranges – T, N, M
Exempt General Salary Range
SDSU
USD

101. PTRBDCA Benefit Deduction Categories Rules Options Web Information
Plans
Precluded
Excluded
Labor Distributions

102. PTREARN Eligible Earnings Base Pay Cash – Non Cash Accrual of Leave
Usage of Leave
FOAP Override

103. FTVFUND, FTVORGN, FTVACCT, and FTVPROG
Fund, Orgn, Acct, and Prog
FOAP Elements (NBAJOBS and NBAPBUD)
ORGN
Home Organization
Payroll Organization
Timekeeping Organization
Organization Security

104. Job Application Forms

105. Job Application Form NBAJOBS Technical Tables
NBRBJOB – General Job Tab
NBRJOBS – Job Detail and Payroll Default Tab
NBRJOBS – Deferred Pay and Miscellaneous Tab
NBRXDED – Excluded Deduction Tab
NBREARN – Default Earnings Tab
NBBWKSH – Work Schedule Tab
NBRJLBD – Labor Distribution Tab

106. Job Application Form Application Establishing a Job Setting Up Payroll
Setting Up WTE
Establishing Deferred Pay
Setting Up Supervisor – Checking to match NBAPOSN
Establishing Default Earnings
Excluding Deductions
Establishing Work Schedule
Establishing Labor Distribution
Change Reasons****
Appointment Percent 100%

107. JOBS SDBOR Processes Temporary/Permanent Changes of Funding
Temporary/Permanent Changes of Salary
Temporary/Permanent Job Changes
Termed from Job
Temporary Change in Duties
Sabbaticals
Leave with Benefits
Effective Dates with Changes
WTE
100% Appointment
Hours Per Pay
Hours Per Day
Factors/Pay

108. Exercise You can select one or more to complete
Temporary Change in FOAP with Effective Dates – Need to future date back to original
Temporary Change in Salary with Effective Dates – Need to future date back to original
Deferred Earnings for less than 12 FY08
Change Jobs

109. Jobs Inquiry Screens Employee Salary History (PEISALH)
Employee salary information by totals.
Job Changes Detail Display (PEAJCDD)
Employee salary information by position.
Attendance History (PEIATND)
Employee attendance history.
Job Labor Distribution History (NBIJLHS)
Employee Job Labor distribution history by position.
Job History (NBIJLST)
Incumbent history by job.
Employee Job History (PEIJHIS)
Employee job history.
Employee Leave History (PEILHIS)
Incumbent leave history.
Employee History (PEIEHIS)
Incumbent history.
Employee Probationary History (PEIEPRO)
Incumbent probationary history.

110. Lunch

111. Timekeeping and Security

112. Business Process Analysis
This is the overall process for employees entering time through to payment of wages.

113. Set Up NBAPOSN – Position Reporting NTRRQUE – ORGN Reporting
NBAJQUE – Job Reporting
NBAJOBS - Payroll Default Tab
PTRUSER – Supervisor Set Up
PSAORGN – Organizational Security
PSAEMPR – Employer Security
GOATPAD – A_ID to SNAP Log In ID
GOAEACC – ORACLE ID - GOATPAD
See Handout on Troubleshooting
Security is the name of the game in this piece of the puzzle and it relates directly to system setup from HR. We will discuss routing, we will discuss security, and security classes.

114. Application Forms
PHATIME
PERJOBS
PHADSUM
SSB Timesheets

115. Exercise Go into INB PHATIME Go into INB PHADSUM Select an employee
Enter Time, Submit for Approval
Go into INB PHADSUM
Select an employee for review
Enter Comments
Make Changes

116. Payroll Rule Forms

117. Business Process Analysis
This is the overall process of paying an employee. So we will concentrate on the process box that is highlighted.

118. Business Process Analysis
This is the Process box of running payroll. This only includes the Banner Processes, however, we have several processes that were designed by SDBOR that also need to be completed.

119. Pyramid Step 1 - Payroll ID – PTRPICT
Step 2 - Employee Class – PTRECLS
Step 3 - Position Class – NTRPCLS
Step 4 - Positions – NBAPOSN and NBAPBUD
Step 5 - Jobs – NBAJOBS
Step 6 - Labor Distribution – NBAJOBS
Let us once again review the pyramid.

120. Payroll Rule Forms PTRPICT PTRCALN PTRECLS PTREHOL PTRINST
There are a few payroll specific rule forms.

121. PTRPICT
Payroll ID MN

122. PTRCALN
Payroll Calendar
2007
2008
NBAFISC

123. PTRECLS
Employee Class
Timekeeping Rules
Earnings Rules

124. PTREHOL Employee Holidays Currently populated through FY07
Exempt Employees

125. PTRINST
Installation Rule Forms
Payroll Processes

126. Payroll Application Forms

127. Payroll Processing Application Forms
NBAJOBS
Begins Process – From Above Presentation
PHATIME
Technical Tables
PERJOBS
Departmental Time Entry
Web Time Entry
Payroll Time Entry
Leave Balance History
PHADSUM
Department Summary
Transaction Summary
Can be used to monitor time by TK org

128. Shared Payroll Center Payroll Processes Dispositions at a Glance BPA
Calendar (October - December 2007)
CheckList

129. Payroll Inquiry Screens
PHICHEK – Check Information
PEIDTOT – Deduction Totals
PEIJTOT – Job Totals
PEIETOT – Employee Totals
PHIDERR – Error Report
PHIETIM – Time Sheet Inquiry
PHITSKY – Time Sheet Keys
PHITTOT – Time Sheet Totals
PHIUPDT – Payroll Update Query

130. Employee Leave Rule & Validation Forms

131. Employee Leave Rule & Validation Forms
Leave Category - PTVLCAT
Leave Category – PTRLCAT
FMLA Status Validation Form – PTVFMST
FMLA Leave Reason Validation Form – PTVFREA
Leave Reason – PTRLREA
Termination Reason – PTRTREA
Job Change Reason – PTRJCRE
Leave is a by-product of payroll in that it processes accrued and taken based on rules established.

132. Leave Rule/Validation Forms
PTVLCAT
The Leave Category Validation Form enables you to establish leave category codes for use on the Leave Category Rules Form (PTRLCAT), and for processing Leave Reports.
PTRLCAT
The Leave Category Rule Form enables the organization to define a set of leave types available to a specified group of employees.
Frequency of Accrual
Limits
Balance Rules
Roll Over Rules

133. FMLA Rule/Validation Forms
PTVFMST
This FMLA Status Validation Form provides the organization the ability to tie leave statuses to the employee on the FMLA Information Form (PEAFMLA).
PTVFREA
The FMLA Leave Reason Form enables you to store The Family and Medical leave Act (FMLA) codes identifying reasons for taking family medical leave. The codes defined on this form are entered on the Employee FMLA Information Form (PEAFMLA).

134. Reasons for Leave PTRLREA PTRTREA PTRJCRE
The Leave Reason Rule Form enables the organization to define a leave reason code, describe the associated leave, specify the leave pay and benefit status, and indicate whether the leave creates COBRA eligibility. The codes defined on this form are entered on the Employee Form (PEAEMPL).
PTRTREA
The Termination Reason Rule Form enables the organization to define termination codes. Each rule includes a code, a reason description, and a COBRA eligibility indicator. The codes defined on this form are entered on the Employee Information Form (PEAEMPL).
PTRJCRE
The Job Change Reason Code Rule Form enables the organization to define job change reason codes for use on the Employee Jobs Form (NBAJOBS) and the Salary Planner module in Employee Self-Service.

135. Leave Application Forms
PEALEAV – Employee Leave Balances
PEAFMLA – Employee Family Medical Leave
NBAJOBS – Employee Job Form

136. Leave Balances Form
Leave Balance -PEALEAV
Technical Tables
PERLEAV

137. PEALEAV
This application form displays leave balances of employees in accordance to the leave processing method selected.
Beginning Balance
Accrued
PZRLEAV

138. Exercise
Go to PEALEAV
Adjust a Balance
Place Comment

139. Family Medical Leave Family Medical Leave – PEAFMLA Technical Tables
PERBFML (Begin Record)
PERFMLA (Leave)
PEREFML (Leave Balances)

140. Family Medical Leave
The Employee FMLA Information Form (PEAFMLA) enables you to enter relevant information for an employee claiming a leave under The Family and Medical Leave Act (FMLA).
SDBOR policy is evaluate all leaves that exceed three business days. If eligible for FMLA, then PEAFMLA must be completed.
FMLA is tracked based on BOR Policy 4:15.
FMLA 12 month period is tracked as a period measuring forward from the eligible date of FMLA.

141. Exercise
Go to PEAFMLA
Enter and Employee

142. State Interface/BOR Routine
If Time Allows

143. State Interfaces PZRBFMF – Employment and Benefit Records (W, M, C)
NZRBPED – Payroll Expenditure (M, C)
NZPSRPT – Expenditure Feed to Finance (M, C)
PZRSDRS – Monthly SDRS
PZRUNEM – Quarterly Unemployment
PZRHIRE – New Hire (Weekly)
PZRHLTH – In Bound BOP (Weekly)
PZRTXBL – In Bound BOP (Monthly)

144. PZRBFMF Weekly, Monthly and Correction NBAJOBS PEAEMPL Compensation
Title
PEAEMPL
Status
Dates
Job Location

145. NZRBPED Monthly and Correction Payroll Expenditure FTE Tracking
PHREARN
PHRDEDN
FTE Tracking
Calculation based on Hours per FY

146. NZPSRPT Monthly and Correction Revenue Expense Valid FOAPS
NBRJLBD (NBAJOBS)
PTRBDCA

147. PZRSDRS
SDRS Detail
PEAEMPL
ETOT
DTOT
PHRDEDN
PHRHIST

148. PZRUNEM
Unemployment File – DOL
ETOT
PEAEMPL

149. PZRHIRE
DOL New Hire
PEAEMPL
By JBLN

150. PZRHLTA and PZRHLTW Health Changes – In Bound (BOP) Still Testing
Meeting with BOP to review file
Will update PDADEDN
Phase II – PDABENE, PDABCOV

151. PZRTXBL Taxable Benefits BOP FIS Load into PHPMTIM
Populate PHRMTIM, Can View PHAMTIM
Load into PHAHOUR

152. PZRNJOB BOR Routine Effective Dates PTRJCRE Institutions
Benefit Eligibility
Status (CSA, FAC, NFE, Students)
Actions (Appointment, Salary Adjustment, Leave, and Terminations)

153. Questions