2. Customizing PeopleSoft HR 7.5 Salary Administration at Northwestern University Session 1010 Bridget Heneghan & Noel Gaceta March 19, 2001

3. Agenda n Why customize? n Project overview n System walkthrough – Technical issues – Functional issues n Lessons learned n Future enhancements n Q & A

4. Why Customize Sal Admin? n Commercial Product n Additional functionality needed n Business requirements – Group employees beyond company and department codes – Merit Increase, Reappointment and Promotion – Current information with nightly updates from Job and Position

5. NU Customizations n Northwestern on Commercial Product of PeopleSoft n Customized product to meet University needs n Additional panels: NW Job Data and NW Position Data

6. NW Job Data

7. NW Position Data

8. Objectives n Staff: – Merit Increases – Group employees beyond department codes n Faculty: – Merit Increases – Reappointment – Promotion – Multiple Appointments

9. By the Numbers - Functional n 50 users trained on data entry n Records processed through Salary Admin: – 4,428 Merit increases – 394 Reappointments – 75 Promotions n Time Frame – Planning - 1 month – Development- 8 months

10. By the Numbers - Technical n 9 New panels n 7 Online edit reports (SQR) n 1 Batch Update SQR n 3 Data Load SQRS

11. Agenda n Why customize n Project overview n System walkthrough – Technical issues – Functional issues n Lessons learned n Future enhancements n Q & A

12. Sal Admin Project Overview n Planning n Development n Data Entry n Data Load

13. Planning Overview n Meetings with departmental users n Functional decision making – Salary Plans – Sal Admin Units (SAU) – Manual Spreadsheets – Data load n Technical and functional design specifications

14. Development - Overview n New tables n New panel design – Panel security – Search records – Grids – Data refresh - real time and batch n SQR development n Testing

15. Data Entry - Overview n Who: – School performed Data Entry – Compensation and Provost Approved – HRIS reviewed and Loaded Data n What: Annual Merit Increase Process n When: May through September 2000

16. Data Load - Overview n PreLoad- Queries and Edit reports were created to verify the data that was entered by users. n Load- Merit increases, reappointments, and promotion data inserted rows onto the Job table. n PostLoad-Queries and Edit reports were run to check data.

17. Agenda n Why customize n Project overview n System walkthrough – Technical issues – Functional issues n Lessons learned n Future enhancements n Q & A

18. Sal Admin System Walkthrough n Menu navigation n Setup panels n Merit Increase Panels by Employee n Merit Increase Panels by SAU n Reappointment n Promotion n Load process

19. Menu Navigation Go, Administer Workforce, NW Plan Salaries Use Setup Report

20. Salary Plan Setup n Monthly Employees: – FACFaculty – LIBLibrarians – EXSExempt Staff – ITSIT Staff n Hourly Employees: – UPDUniversity Police – NEXNon Exempt Staff – TMPTemporaries – CWSWork Studies Salary Plan groups employees who are eligible for increases at the same time and the same pay frequency.

21. Salary Plan Setup - FAC

22. Salary Grade Setup n Salary Grades are assigned to each jobcode

23. Salary Grade Setup

24. NW Salary Plan Control Setup n Panel was cloned and customized from PS Salary Admin n Panel controls the employees who are eligible for a merit increase based on the hire date n Panel controls the effective date of the increases for each Salary Plan n Panel also controls the percentage increase for each Salary Plan

25. NW Salary Plan Control Setup

26. Percentage Increases n New Table: PS_NW_SAL_PLAN_CTL n Stores salary plan percentage increases

27. NW Sal Employee Table n Stores merit increase, reappointment and promotion data n Updated real time and overnight n Data comes from PERSONAL_DATA, JOB, etc. via PS_EMPLOYEES

28. Salary Administration Units n SAU is a 6 digit code used to group employees for Salary Planning process. n SAU is a key field on the Salary Planning Table and Panels n Schools were allowed to assign an existing department code as their SAU

29. Merit by Employee Panels n Panel can be used to data enter merit increases, reappointment and promotion for an employee n Displays position and job information about the employee n Display fields are dynamic and update if something changes on Position and Job

30. Merit by Employee - Staff

31. Merit by Employee - Faculty

32. Security Issues n Panel Security – Security Classes set up for access to panels – Security administrator responsible for changing access from update to read only n Row Level Security – Implemented search views – Users limited to data based on department

33. Search Views

34. Search View Creation n Example: NW_EMP_FAC_SRCH Data Conditions Security based on SAU

35. Example: Panel Before Entry

36. Example: Panel After Save

37. Merit by SAU n Panels display all employees in either Staff(NEX,EXS) or Faculty plans n Data displayed in grid format facilitating mass data entry n Grid works similar to an Excel spreadsheet allowing sort on any field n Allows users to enter Merit Approval, Evaluation, Pct Incr or Incr and Ext Incr

38. Merit by SAU - Staff

39. Merit by SAU - Faculty

40. Grids All about grids... n Work like a spreadsheet n Resize columns n Reorder columns n Sort data rows n Used for high volume data entry More about grids... n Similar to a scroll level n Freeze columns n Indicate display only items n One grid per panel n Attach Peoplecode to grid Scrolling right reveals more columns... … some data enterable... … some display only... … some calculated... … some related display... … all utilized during data entry

41. SAU Change Panel n Created to delete, add, or change an employee’s SAU n Displays all records for employees with multiple records n Users can only pull up employees for whom they have departmental access n Panel will update the SAU on NW Position Data in correction mode on a nightly basis.

42. SAU Change Panel New SAU defaults from SAUUser enters a new SAU value Old SAU updated by nightly batch process

43. Reappointment Panel n Panel used to extend appointment end dates n Only used for Faculty and Librarians this year n Allows users to enter an indefinite end date or definite end date n Reappointment load is done before the other two loads

44. Faculty Reappointment

45. Promotion Panel n Panel used to enter new job codes and new comp rate for Promotions n Only for Faculty and Librarians n Panel is in a grid format with all employees within an SAU n New Job Codes are entered here but manually entered onto Position panels.

46. Faculty Promotion

47. Multiple Appointment n Panel is used to view faculty member’s current salaries from appointments in other departments control n Users may view appointments for an individual as long as they have security access to at least one of the appointments. n Assists the users in determining the Pct Full Time and Annual Benefits Rate for the employee

48. Multiple Appointment - Faculty Current salary information and increase is displayed for each appointment Finally, demographic information such as Job Title and Department Name are displayed Scrolling further shows new calculated salary fields... The Old and New Percent FT and Old and New Ben Base are displayed

49. Pre-Load SQRs Edit SQRs: n NWPAY099- Captures employees whose new Salary is less than the old salary n NWPAY097- Checks employees who are still at Pending Status before the load n NWPAY098- Captures employees who are still on leave of absence n NWPAY096-Captures employees who are still at School Approved Status before the load Batch SQRs n NWPER08A.SQR- updates NW_Sal_Employee on a nightly basis for any changes on Job or Position

50. Pre-Load Queries Queries of: n All data entry for Merit Increases, Reappointments, or Promotions for a given SAU(s) n Employees with current appointments less than 9/1/2000 n Employees who do not have merit increase entered n Employees who do not have merit increase with an Administrative Approval

51. Load Process n Load SQRs: – Reappointment : NCMP06B – Merit Increase: NCMP06A – Promotion: NCMP06C n Load SQRs were run in succession for each Salary Plan: FAC, ACS, LIB, EXS, ITS, NEX n Action/Reason written to JOB for each Load – Reappointment - DTA/REA – Merit Increase - PAY/MER – Promotion- PAY/SAJ

52. Load Process SQR Logical Flow: NW_SAL_EMPLOYEEJOB Is selected data valid? Row Exist for Empl_Rcd# Effdt? Increment EFFSEQ Y N Y N

53. Job Data after Load Sequence Number 0: New Job Code for the Promotion

54. Job Data after Load Sequence Number 1: Appointment End date extended

55. Job Data after Load Sequence Number 2: New rates loaded to JOB

56. Job Data after Load Sequence Number 3: New rate after Promotion load

57. Post Load n Ran queries and edit reports to verify new data was loaded to Job n Verify employees were brought to the minimum for their grade n Ran Monthly and Biweekly payrolls to ensure new rates are used n Ran payroll batch jobs

58. Agenda n Why customize n Process overview n System walkthrough – Technical issues – Functional issues n Lessons learned n Future enhancements n Q & A

59. Lessons Learned - What Worked n Ease of data entry n Real-time calculations n Multiple Appointment panel n Queries to HRIS n Now planning in module n Training

60. Pitfalls n Large SAUs take long to load and to calculate on the grids n Uniform calculations for Pct Full Time n Creation of NW_Sal_Employee Table

61. Agenda n Why customize n Process overview n System walkthrough – Technical issues – Functional issues n Lessons learned n Future enhancements n Q & A

62. Future Enhancements n Use module as Planning tool n Data History n Loading changes into Position Table n Use other fields to calculate increase n Report from the Battle Front (i.e. Using PS Workflow on Funding Changes) Session 1014 on Tuesday at 10:45 at Fiesta 6

63. Summary n Customized Sal Admin due to business requirements n Functional process n Technical issues n Walkthrough the system n Lessons for the future

64. Questions

65. Contact Information n Bridget Heneghan – b-heneghan@northwestern.edu n Noel Gaceta – n-gaceta@northwestern.edu