PPS/OPTRS Departmental Roles Structure System Presented by Payroll Services

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

Access Menu from FIS Web Apps For current FIS Web Apps users: Access Web Apps menu from FIS Web Applications at https://afsapps.ucdavis.edu/tp-web-apps/ Select PPS/OPTRS Departmental Roles Structures

Update Permissions for DRS To add new FIS Web Apps users: Access Web Apps menu from FIS Web Applications at https://afsapps.ucdavis.edu/tp-web-apps/ 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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

***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.

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

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

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

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

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

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

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

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 email to user that created structure

Next Steps Check PPS Website for new resources on DRS System Contact PPS Help Desk for assistance: ppshelp@ucdavis.edu (530) 752-7750