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USER DESK MANUAL

06/24/03

INTRODUCTION TO PEOPLESOFT HR MANAGEMENT SYSTEM


Human Resources User Training Manual
Beginning with the first July 2000 bi-weekly pay date, the University of Colorado has been utilizing PeopleSoft application software to manage how human resources transactions are processed. With PeopleSoft HRMS (Human Resources Management System), the University is able to keep an online effective-dated history of all tasks and activities that were previously managed through hard-copy processes. History is tracked for positions, funding sources for salary and benefits, recruitment activities, employee personal and job data, and time collection reporting. By entering data online, real-time entry of human resources transactions can be accomplished. Effective April 9, 2003, the University upgraded the PeopleSoft software from a client-server (Citrix) platform (7.5 version) to Internet architecture (8.3 version). In PeopleSoft 8.3, users of the system will access all applications in a purely Internet environment. Access to the applications is accomplished by logging in to a standard Web browser, similar to opening up a favorite web page. Moving to a web-based architecture provides the University many immediate advantages as well as future positioning for employee self-service web functionality, such as address updates, beneficiary updates, and online access to payroll advice information. Samples of immediate advantages is the ability to set personal favorites, improved page navigation, more understandable add and delete functions, improved WorkList functionality, the ability to open and work in both the human resources and finance system concurrently, and the ability to work from any computer that has web browser access.

Four Keys to Understanding the PeopleSoft HRMS:


PeopleSoft HRMS its structure, data, and processes; University HR Processes which are supported by the system, and those which are performed outside the system; How security assigns Roles to system users, whether data input (Initiation), review/approval (Verification) and/or receiving view capability (Inquire); and How HR transactions are routed and reported using Workflow, WorkList and Security.

PeopleSoft HRMS Structure and Processes

The following five HR Processes are part of PeopleSoft HRMS. Each HR Process has a unique transaction routing. 1. Position Management - the foundation of PeopleSoft HRMS. Each employee must be assigned a Position Number. Key information attached to each position includes: Position Number (unique) Department Location Job Code Title (working) and Description Pay Group FTE and Standard Hours Regular or Temporary Percent of Time Position Management has a Verification (approval) process routing.

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2.

Funding Distribution Each employees salary is expensed based on the funding distribution attached to the employees position number. Key information includes: Fund Effective (Begin) Date Fund End Date Speed Type Estimated Amount per Fund Distribution or Percent per Fund Distribution Funding Distribution has a Verification (approval) process routing that is separate from Position Management approval.

3.

Recruit Workforce (Job Requisition, Recruitment, and Selection) Job Requisition - the online Job Requisition begins the hire process. When a job requisition is created, the appropriate position number is entered which subsequently populates most of the requisition data. Key information includes: Status (Open, Cancelled, Closed, Filled or Hold) Status Date, Date Opened, Referral Date, Projected Fill Date Employment Analyst ID, Recruiter Name, Posting Type Duties Description, Position Number NOTE: Requisitions do not require approval because they are linked to an approved position. Recruitment and Selection - the Recruit Workforce functionality allows input and tracking of applicant data. Selection decisions are made in an off-line process (outside PeopleSoft). Information includes: Applicant Name, Address, Phone Self-Identification Data including Gender, Ethnicity, Military Status Referral Information Recruitment Expenses

4.

Administer Workforce (Hire, Personal Data, and Job Data) Personal Data and Job Data - is employee specific data. Through the Action Reason codes, employment information is maintained for each personnel action from hire through salary change, job change and finally separation. An employee may have multiple jobs (appointments). Key information includes: Employee ID Effective Dates (personal and job data) Address, Phone and Email Department and Campus Box Ethnicity, Gender, Birthdate, Student Status and Profile Social Security Number, Employment Eligibility, Visa Position Number (data attached to the position number automatically default into the employees record including job code, department, location, percent of time, etc.) Compensation Frequency (monthly, biweekly, hourly, contract: 9 pay 9, 9 pay 12, fall, spring, summer, other) Salary Amount Employment Dates Work Study Limits Job Data has a Verification (approval) process routing.

INTRODUCTION TO PEOPLESOFT HUMAN RESOURCES

PEOPLESOFT PROPRIETARY AND CONFIDENTIAL

USER DESK MANUAL

06/24/03

5.

Time Collection - is the module for recording hours worked for biweekly and hourly employees, and for entering monthly leave and exception time, and one-time payments. Eligible employees maintain an Employee Work Record that lists days/hours worked and leave used. After the employees supervisor approves the Employee Work Record, the hours are entered into PeopleSoft HRMS via the Time Collection process. Key information includes: Employee ID Pay Period End Date Earnings Code (student hourly, overtime, shift differential, vacation, sick leave, etc.) The Hours or in some cases, Amount Time Collection includes a Verification (approval) process routing. One-time payment includes a Verification (approval) process routing that is separate from all other time collection approval routings.

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PeopleSoft HRMS Processes - Putting It Together


The foundation of PeopleSoft HRMS. Each employee must be assigned a Position Number so wages can be paid. Position Number (unique) Department Location Job Code Title (working) and Description Pay Group FTE and Standard Hours Regular or Temporary Percent of Time Position Approvals (Verification) Position Management has a Verification (approval) process routing.

1 Position Management

(Job Requisition, Recruitment & Selection )


The Job Requisition is an on-line requisition which begins the hire process. When a job requisition is created, the appropriate position number is entered which populates most of the requisition data. Status (Open, Cancel, Closed, Filled, Hold) Status Date, Date Opened, Referral Date, Projected Fill Date Employment Analyst ID, Recruiter Nm, Posting Type Duties Description, Position Number

3 Recruit Workforce

4 Administer Workforce(Hire and Job Data)


Employee data is maintained in the Personal & Job Data records. Through the Action Reason codes, employment information is maintained for each personnel action from hire through salary change, job change and finally separation. An employee may have multiple jobs (appointments). Key information includes: Employee ID Effective Date Address, Phone and Email, Dept & Campus Box Ethnicity, Gender, Birthdate, Student Status Social Security #, Employment Eligibility, Visa Position Number (data attached to the position number automatically default to the employees record including job code, department, location, percent of time, etc.) Compensation Frequency (monthly, biweekly, hourly, contract) Salary Amount or Hourly Rate Employment Dates Work Study Limits Job Data has a Verification (approval) process routing.

Recruitment & Selection


The Recruit Workforce functionality allows input of applicant data, and eventually populates New Hire (Job) data.

Each employees salary is expensed based on the Funding Distribution attached to the position number. Effective (Begin) Date Fund End Date Speed Type Estimated Salary Amount or Actual Percent per Fund Distribution

2 Position Mgt. - Funding Distribution

Applicant Name, Address, Phone Self-Identification Data including Gender, Ethnicity, Military Status Referral Information

Funding Distribution has a Verification (approval) process routing that is separate from Position Management.

NOTE: All data is input online. When data is entered, transactions are automatically routed for Verification (when applicable) and for Notification/Reports.

Hours worked are entered for bi-weekly, and monthly hourly employees, for monthly leave and exception time, and for one-time payments. Key information includes; Employee ID Pay Period End Date Earnings Code (regular hours, overtime, shift differential, vacation, sick leave, etc.) Hours or Amount Time Collection has a Verification (approval) process routing. One-time payment has a separate Verification (approval) process routing.

5 Time Collection

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HR Process Steps and Transaction Routings

Each Human Resources process results in one or more steps (actions). Step A is an offline decision/action. Steps B and C are online transactions using PeopleSoft HRMS. Step D is online reports and inquire searches using PeopleSoft HRMS. A. Offline Processes - Discussions, reviews and other decisions reached prior to a transaction being entered in PeopleSoft HRMS, such as a dean approving a hiring plan, a vice chancellor letter of offer, or a chair/director approving a student hire. B. Initiation - The department or unit initiates a new or modified transaction in PeopleSoft HRMS. The initiator enters the transaction information as directed by the appropriate authority. This information is automatically routed via Workflow to the appropriate verification unit (example: deans, vice chancellors, etc.), if applicable. NOTE: An initiator is assigned the End-User Operator (security) Class, which allows entry of transactions for all Personnel Groups.

C. Verification - The appropriate unit is notified of the proposed position action via WorkList (online notification). If there is a question, the verifier contacts the initiating department. When approved, the verification is entered online via an approval page. NOTE: A verifier is an individual assigned the Approval (security) Class, which allows approval of transactions for a specific Personnel Group (see next section). D. Inquiry Inquire individuals (all users of the HRMS system) are assigned the appropriate security class which allows them to view, but not update, information. Units can inquire (view data) via reports, inquiries, and/or navigating to the specific PeopleSoft module and page(s). Completion of Steps B and C results in a Transaction Routing in PeopleSoft.

Transaction Routing

Routing of a transaction is electronic via the PeopleSoft Workflow and WorkList functionality. This allows online input and real-time processing. Thus in advance, for any HR Process, the Transaction Routings and User Roles must be defined for security to be properly assigned. The Transaction Routing for each HR process is further defined by the Employee/Personnel Group. The 11 Employee/Personnel Groups in PeopleSoft Regular and Clinical Faculty Research Faculty Other Faculty Student Faculty Officer/Exempt Professional Medical Resident Fellowships Student Workers (Hourly and Work Study) Temporary Employees Classified Staff Retirees Each Employee/Personnel Group has a Transaction Routing, which may vary by campus. In each of the following sections of this user manual, example Transaction Routings are shown for each HR Process.

Workflow and WorkList

Security is used to identify user access including initiating, verifying (approving) and inquiry for transactions. In order to assign the proper Security (Operator Class) to an individual (end-user of the HRMS system), the Role of that particular individual must be defined. Once the individuals operator role is defined, appropriate security is assigned and an Operator ID is assigned to the position (job) the individual holds. Part of the security assignment is the Workflow routing
INTRODUCTION TO PEOPLESOFT HUMAN RESOURCES

PEOPLESOFT PROPRIETARY AND CONFIDENTIAL

06/24/03

USER DESK MANUAL

specific to that individuals department/unit. For example, if an operators role is as an end-user, that individuals security allows initiation of the transactions for all of the HR processes, but not access to verify (approve) those transactions. For individuals whose operator role is verification (approval), a different security class is assigned which allows these individuals to approve specific types of transactions. For example, if a verifiers role were to approve position management transactions, that individual would have security, which allows changing a position transactions status from proposed to approved. Inquiry provides users access to view, but not update transactions. ALL users of the system have inquiry access. The final component of Workflow is the routing that is defined by the HR department tree. Depending on the individuals (operators) location on the tree, he/she may verify (approve) transactions (as specified by job code or fund) for department/units that are located below the Operators department/unit or node on the department tree. NOTE: Workflow transactions that are pending are accessed via a WorkList Page. An individual whos Role is Verification (Approval) will automatically be granted WorkList access. Approving With WorkLists: A WorkList is an organized list of the work items awaiting the approvers attention if he/she has approval responsibilities. The approver selects items to work on from his/her worklist, and selecting an item automatically brings up the pages needed for approval. By using WorkList, the approver bypasses any other navigational structure and works directly from the worklist. There is a shortcut WorkList link on the Navigation Header in PeopleSoft 8.3 that appears at the top of all pages throughout PeopleSoft. The worklist page provides summary information about all items on the approvers personal worklist. This page also provides links enabling the approver to view additional details about the work, to perform the indicated work, and to reassign work items to another approver. By default, the approver sees all work items assigned in order from the oldest to the newest. The approver may click any of the column headings on the worklist to sort work items according to the data in that column.

INTRODUCTION TO PEOPLESOFT HUMAN RESOURCES

PEOPLESOFT PROPRIETARY AND CONFIDENTIAL

USER DESK MANUAL

06/24/03

HRMS Module by Application

The following grid shows how different employee groups use the PeopleSoft modules. As campuses individually review and modify their processes over time, this grid may differ from actual processes. Please review campus specific processes, located on the Systems Operations website at: http://www.cu.edu/operations/business-process/business-process.html.

H U M A N R E S O U R C E S - M O D U L E A P P L IC A T IO N B Y E M P L O Y E E G R O U P M O DULES
EM PLOYEE GROUP 1 2 3 4 5 6 7 8
R e g u la r Fa c u lty & C lin ic a l Fa c u lty
J o b C o d e s 1 1 0 1 -1 2 1 5

M A N A G E P O S IT IO N S

R E C R U IT W O R K F O R C E
A p p lican t In for m ation an d A p p lican t T r ack in g Job R eq u isition

A D M IN IS T E R W O R K FO R C E

T IM E C O L L E C T IO N
H ou r ly, E xcep tion & A d d ition al P aym en ts

P osition C r eation

F u n d in g D istr ib u tion

A p p lican t H ir e

H ir e

E m p loyee D ata an d Job D ata

L eave

Y es Y es Y es Y es

Y es Y es Y es Y es

O p tio n a l O p tio n a l O p tio n a l No

O p tio n a l O p tio n a l O p tio n a l No

O p tio n a l O p tio n a l O p tio n a l No

Yes Yes Yes Yes

Yes Yes Yes Yes

*
Y es No No

Y es Y es Y es Y es

R e s e a rc h Fa c u lty
J o b C o d e s 1 3 0 0 -1 3 1 0

O th e r Fa c u lty
J o b C o d e s 1 4 0 0 -1 4 4 8

S tu d e n t Fa c u lty
J o b C o d e s 1 5 0 0 -1 5 0 8

O ffic e r/E x e m p t P ro fe s s io n a l
J o b C o d e s 2 1 0 0 -2 1 6 9

Y es Y es Y es Y es

Y es Y es Y es Y es

Yes No No No

O p tio n a l No No No

O p tio n a l No No No

Yes Yes Yes Yes

Yes Yes Yes Yes

Y es No No No

Y es Y es Y es Y es

M e d ic a l R e s id e n t
J o b C o d e s 3 1 0 0 -3 1 0 9

Fe llo w s h ip s
J o b C o d e s 3 2 0 0 -3 2 0 6

S tu d e n t W o rk e rs & W o rk S tu d y
J o b C o d e s 4 1 0 0 -4 4 0 1

T e m p o ra ry E m p lo y e e s

9 10

J o b C o d e s 6 1 0 0 -6 1 0 7 & A 4 B 1 IX -P 1 A 1 X X

Y es

Y es

No

No

No

Yes

Yes

No

Y es

C la s s ifie d S ta ff
J o b C o d e s A 4 B 1 IX J2A 1X X

Y es

Y es

Yes

O p tio n a l

O p tio n a l

Yes

Yes

Y es

Y es

*F a c u lty m e m b e rs (1 2 -m o n th in th e 1 1 0 0 jo b c o d e s e rie s ) w h o s e d a ta in P e o p le S o ft s h o w s th e c o m p e n s a tio n fre q u e n c y o f m o n th ly m u s t h a v e v a c a tio n a n d s ic k le a v e a c c ru a ls , a s w e ll a s u s a g e re c o rd e d in T im e C o lle c tio n . F a c u lty m e m b e rs w h o a re in th e 1 1 0 0 s e rie s o f jo b c o d e s th a t h a v e c o n tra c t p a y fre q u e n c y (in P e o p le S o ft) d o n o t a c c ru e v a c a tio n a n d s ic k le a v e in th e s y s te m . S ic k le a v e a c c ru a ls a n d u s a g e fo r 9 -m o n th c o n tra c t fa c u lty is m a in ta in e d o u ts id e o f P e o p le S o ft.

PEOPLESOFT PROPRIETARY AND CONFIDENTIAL

INTRODUCTION TO PEOPLESOFT HUMAN RESOURCES