The University of North Carolina General Administration UNC Human Resources System Conference 23 May 2013 HR Data Mart and the Personnel Data File Laura Bageant, Director, Data Management & Analysis Keith Dupuis, HR Consultant, Policies & Procedures 1

The University of North Carolina General Administration 2 UNC HR Data Mart Data Mart was designed and vetted by a steering committee composed of UNC General Administration, Office of State Personnel, Office of State Budget and Management and campus representation. This group collectively defined the following near term objectives: – Eliminate the need for duplicate data entry. – Provide consistent, timely and accurate human resources information to reporting agencies on behalf of seventeen university entities, which includes, General Administration, OSP, OSBM and the General Assembly. – Increase the ability of campuses to catch and correct inaccurate human resources data at the source to prevent the costly and exhaustive revisions that resulted from a single, yearly snapshot.

The University of North Carolina General Administration Phases Phase 1: July 2011 – SPA / EPA Employees – July 2011 Phase 2: November 2012 – Incorporation of PDF data elements – Compensation View & Benefits View – System Enhancement: Cross-Campus View Phase 3: July 2013 – Non-Permanent Employees (to satisfy PPACA) – Remaining PDF data elements (to generate Fall PDF) 3

The University of North Carolina General Administration UNC HR Data Mart Demo 4

The University of North Carolina General Administration UNC Personnel Data File (PDF) One of eight primary data collections managed by Institutional Research (IR) Snapshot of all employees as of end of September 71 data elements, incl. 8 repeating per employment unit Submitted by campuses in flat, fixed length per element format Stored as SAS data set on Linux for analysis and reporting Used to produce Excel or PDF reports for external audiences 5

The University of North Carolina General Administration UNC Personnel Data File (PDF) Source for regulatory reports, national surveys, media requests, internal campus reports such as: 6 Requesting AgencyReport IPEDSHR Survey AAUPFaculty Compensation Survey SREBAverage Salaries NCHEDFull-Time Instructional Faculty UNC GA Facilities PlanningCampus Population Media (News & Observer)Salaries of UNC Employees Board of Governors ReportsRetirement Eligibility, Employee Profile CampusFact books, profiles

The University of North Carolina General Administration UNC Personnel Data File (PDF) Extract Snapshot Banner/ PeopleSoft Banner/ PeopleSoft Clean Data Submit to GA Run edit checks (auto+manual) Run edit checks (auto+manual) Accept as Final Reject Accept HRDM Example September 30, 2011 February 22, months Historical Data Collection Paradigm

The University of North Carolina General Administration HRDM -> PDF Timeline 8 MonthMilestone November 2011HRDM1 and concept of meeting PDF requirements June 2012Gap analysis, including report inventory September 2012PDF 2012 “as of” date November 2012HRDM2 – new elements added February 2013PDF 2012 to HRDM1 comparison complete April 2013PDF 2012 submission locked for reporting July 2013HRDM3 – new population, new elements September 2013PDF 2013 “as of” date October 2013PDF 2013 anticipated lock date for reporting

The University of North Carolina General Administration HRDM -> PDF Timeline Concept of meeting PDF requirements - November 2011 – 80% of data elements required for reporting are accomplished through HRDM1 – Enormous potential exists to collectively save time and effort and improve access to timely, accurate, relevant data – Introduces some shifts in individual responsibilities 9

The University of North Carolina General Administration HRDM -> PDF Timeline Gap Analysis June 2012 – Element by element comparison of PDF to HRDM – Report inventory to identify all fields required for primary reports – Result – added fields to HRDM and removed from PDF 10

The University of North Carolina General Administration HRDM -> PDF Timeline Comparison HRDM to PDF as of September 2012 – Objectives: Validate data from both PDF and HRDM Identify areas where HRDM code may need to change Identify areas where official reporting may change – Findings: Campus-specific issues with one source or the other Campus-specific logic differences Global logic differences Global definition issues 11

The University of North Carolina General Administration HRDM -> PDF Timeline Next steps – July 2013 – HRDM3 adds populations and elements to meet reporting requirements Population: Non-Permanent Employees Elements: Eight new elements related to PDF plus some logic changes – Challenges Significant initial effort by HR, IT and IR PPACA presents a moving target in a tight timeframe Inability to execute a true parallel run 12

The University of North Carolina General Administration HRDM -> PDF Production Keys to Successful Implementation Guiding principles – Collectively more benefit gained than cost incurred – Technology, workflows, data collection and reporting align as efficiently and effectively as possible Campus engagement – Timely and effective communication to campus stakeholders is crucial – Campus HR, IT and IR advise on best practices – Pilot campuses’ contributions are invaluable 13