1. PPS/OPTRS Departmental Roles Structure System
Presented by Payroll Services

2. Departmental Roles Structure System
Take paper process and make electronic
Faster updates for departments
Better tracking of changes for departments
Easier to determine roles of users at departments
Keep same structure for process
Submitted by any FIS user
Approved by PPS Officer/Coordinator
Reviewed by Security Committee
Updated by Payroll Services in PPS
Retain employee splits in PPS, no splits in OPTRS
Dean’s offices will stay on paper process

3. Access Menu from FIS Web Apps
For current FIS Web Apps users:
Access Web Apps menu from FIS Web Applications at
Select PPS/OPTRS Departmental Roles Structures

4. Update Permissions for DRS
To add new FIS Web Apps users:
Access Web Apps menu from FIS Web Applications at
Select Web Role Maintenance
Leave Role Name blank, click on Search button
Click Edit to add Departmental Roles OPTRS Editor or PPS Editor
Add brief Description and short Explanation
Add Role Member by using their campus login ID
Click Add button, scroll down click Submit button

5. Accessing PPS/OPTRS Departmental Roles Structure
Select PPS/OPTRS Dept Roles Structure

6. Let’s start by Searching for a Structure
PPS/OPTRS DRS Menu
Options on menu limited to FIS user permissions
If no permission to Edit/Modify, then lower portion of menu will not be seen by user
Let’s start by Searching for a Structure

7. Search for a Structure
Search for Structure in one of three ways: Type, Department, or Status; or can use any combination
Search by Structure ID
Search by Status
Search by Dept

8. Example 1 – Search by Type
Type will be either OPTRS or PPS
Initiate search by pressing button

9. Results of Search
List of all structures matching search are displayed, here is a list of all OPTRS structures

10. A Closer Look at the Results
View the structure by using the View link here
Roles ID is type of structure and dept code
Roles Type identifies type of structure
Dept Code identifies the 6-digit department code
Created Date is date structure was created
Version # identifies number of previous structures in system
Dept Name provides name of department
Status gives current status of structure

11. Example 2 – Search by Dept
Enter dept number or part of name,
no wildcards needed
Initiate search by pressing button

12. Results of Search
List of all structures with “plant” in title displayed
Results displayed in same format as in previous search

13. Example 3 – Search by Status
Select any of the status types for your search
Initiate search by pressing button

14. Results of Search
List of all structures that have been completed are displayed

15. Display a Specific Roles Structure
Now let’s find a specific Structure

16. Provide Dept Role ID Dept Role ID is type (OPTRS or PPS) and dept #
Error message if format is incorrect

17. History provides current status info
Navigation Tools
History provides current status info
SMITH, JAMES
Each role has separate section with information about the PPS user(s) filling that role
BELL, ALEX
STONE, SAMANTHA
WHITE, STEVEN
SHORT, JANE

18. The Rest of the Structure
Special Conditions routing (eg. One-time Payments approval)
SHORT, JANE
Notes that have been added to Structure
History of creation, edits, rejections and approval of Structure

19. Monitor/Approve Status of Structure
PPS Officer can view structures that have been submitted for approval
PPS Officer uses to Approve a Structure, or check the status of a Structure that has been routed for approval

20. What does this list provide?
List of structures currently waiting for approval
Waiting for PPS Officer approval – top portion
Waiting for PPS Admin approval – lower portion
PPS Officer/Coordinator can edit/approve only those you have access to, based on unit in FIS permissions
Once DRS submitted for Officer approval it can no longer be edited (updated) by user, can still be updated by PPS Officer
Once DRS submitted for PPS Admin approval it can not longer be updated by Officer, can still be updated by PPS Admin
This PPS Officer can only review and approve this Structure

21. Update Current Dept Roles Structure
Once DRS is fully approved, user will create a New Version to update (add, change, delete)
Start with current roles and adjust for changes, new version will show the updated information
Update current approved structure

22. Identify structure you want to update
Dept Role ID is type of structure (PPS or OPTRS) and department number

23. Current Information Displayed
Summary displayed for current structure
Create new document to update structure (create new version)

24. What will I see on the screen?
The current structure will appear in edit view
As changes are made this creates the new version of the structure which can be saved without routing for approval, or can be routed to PPS Officer for approval
System recognizes requirements for users and roles, will provide error messages if not able to add information or if role is left unfilled

25. Add New Roles as Needed Delete role with button to far right of role
Add new role by selecting new role type and User ID
Don’t forget to save or route to PPS Officer for approval
Delete roles as needed
Add roles by first selecting role type
Don’t forget to Add Role
Then add user in role
Can add user with search by name or with PPS user ID

26. Making Changes to Structure
System requires at least one PPS user in each role, and will not allow users in roles not permitted
Example: PPS user cannot be both Primary Preparer and Backup Reviewer
System allows for as many Primary and Backup Preparers as department chooses
System recognizes maximum for Mandatory and Backup Reviewers; must delete current role to add a new one if at limit
Example: cannot add new Mandatory Reviewer until current role is deleted

27. Viewing Structures with More Than One Version
Default view will be to see all versions on one screen
Choice of views at top of page
All (all versions in one view; this is the default)
Each Version Listed (3, 2, 1, etc; click on number to see only that version information)
Click on version you want to view

28. New Version Shows Changes
Options to view All, version 2 or version 1
Roles still separated, changes will be highlighted

29. ***Highlighted lines indicate changes***
Deletion of this role from version 1, only one Backup Preparer in version 2
User in version 1 deleted and new user added as Mandatory Reviewer in version 2
This Backup Reviewer deleted from version 1, only one reviewer in version 2
***Highlighted lines indicate changes***
Highlight in current version indicates addition to structure in new version. Highlight in previous version indicates user in that role was removed from structure in new version.

30. Modify Un-submitted Structure
Can modify a saved (un-submitted) structure that hasn’t yet been routed for approval
Once routed for approval, department should request PPS Officer Reject/Return structure if corrections are necessary
Update un-submitted structure

31. Don’t forget to save or route
Add roles by first selecting role type
Bean, Jack
Gold, Lori
Hood, Robin
Knight, Marian
Delete roles as needed
Don’t forget to Add Role
Then add user in role
Can add user with search by name or with PPS user ID

32. Creating New Structure
Used only for new department with no previous structure
Create brand new structure

33. Creating New Structure
New department, no previous structure
Two required fields, use lookup for help with department number if needed

34. Creating New Structure
Minimum requirements to add roles are built-in:
1 Primary Preparer and 1 Back-up Preparer
1 Mandatory Reviewer and 1 Back-up Reviewer
In PPS - Start by choosing to add splits for STAFF or ACADEMIC

35. Splits Option in PPS Structure
Select ALL STAFF (or ALL ACADEMIC) for no splits, enter preparers and reviewers for all employees
OR Select specific split(s) and add preparers and reviewers
When adding users you can add with PPS User ID or search for last name by clicking icon

36. No Splits Option for OPTRS
Add each role individually, system recognizes minimum and maximum requirements for roles
Don’t forget to save or route
Add roles by first selecting role type
Don’t forget to Add Role
Then add user in role
Can add user with search by name or with PPS user ID

37. Important Notes
Review information on adding new PPS users to structure on PPS Website
FIS user must have Edit permission to modify structures for their department(s)
Dept routes “Ready for Officer Approval”
Officer routes “Ready for PPS Admin”
Structure not fully complete in PPS until status is “Completed”
Rejected/Returned structures send to user that created structure

38. Next Steps Check PPS Website for new resources on DRS System
Contact PPS Help Desk for assistance:
(530)