1. “How to Speak HR” HR for Non-HR Users J Matthew Hawkins, HR Data & Resource Manager UNC School of Medicine

2. 2 What is PeopleSoft ERP? ERP – Enterprise Resource Planning – Business Management Software used to collect, store, manage, and interpret data from many business activities or functional areas Functional Areas at UNC: – Finance (FMS) – Human Resources (HCM) – Student Administration (SA) Relational Database storing information in tables – HCM has over 5000 unique tables

3. 3 Student Administration Finance InfoPorte Reporting Human Resources Human Resources – Main hub for Personnel information about jobs, transfers, status changes, benefits, payroll, etc. Finance - Main hub for Information about accounts, purchases, budgets, etc. Information about student tuition, fees, etc. Student Administration – Main hub for Bio/demo information such as name, address, phone number, ethnicity, SSN for students, employees, and affiliates. InfoPorte Reporting - Main hub for Custom reports for both financial information and human resources The 10,000 Foot View

4. 4 HCM Functionality HCM Core HR Learning Management Commitment Accounting BenefitsPayroll

5. 5 To understand HR in ConnectCarolina, it is important to understand the difference between the PERSON and the WORK they do

6. 6 How HR Stores Information ConnectCarolina stores information about the PERSON separately from the WORK they do

7. 7 About the Person When an individual begins a relationship with the University, the first step is to get the individual into ConnectCarolina as a PERSON Joe Smith

8. 8 About the Person How does the individual become a Person Record? Background Check Office sets up employees PID Office sets up affiliates From the perspective of ConnectCarolina, a person can have three types of relationships: An Affiliate (volunteer) A contingent worker (zero-based faculty) An employee

9. 9 The Work People Do There are three key ConnectCarolina concepts to understand when talking about the WORK faculty and staff do: Job Code (job classification) Position Job Data Record

10. 10 Job Code For SPA and EPA Non-Faculty, job classifications are referred to as job codes in ConnectCarolina. – Examples:Accountant, Research Technician, Student Service Specialist – These are the classifications provided by the state, and include all three competency levels: Contributing, Journey, and Advanced For Faculty, job codes equal faculty ranks – Examples: Associate Professor, Assistant Professor, Instructor Of note: One job code includes all salary ranges for that job code. Attributes such as salary, education and experience requirements are hard coded into that job code.

11. 11 Understanding Positions Position describes a particular job in a particular department. There is no person associated with a position. A position is like an empty chair. You assign a set of attributes to the chair, like title, location, salary range, ADA requirements, etc. – any person who occupies the chair will inherit the chair’s attributes. Advantage: you can define positions within your department without having people in them If a person leaves, the position stays and can be refilled.

12. 12 Understanding Positions In ConnectCarolina, position includes information like: – Which department the work is assigned/completed – The work location where the position resides – FTE – Competency Level (SPA), Level (EPA-NF) or Rank (Faculty) – Funding sources Positions are required for all SPA and EPA Non-Faculty employees – 1 to 1 Relationships Schools and Divisions may choose if they want to use positions for faculty

13. 13 Understanding Jobs A job (or job record) is a specific faculty or staff assignment – it is specific to one person. – Joe Smith, Accounting Tech Contributing in the Chemistry Department – Jane Doe, Professor, Department of Psychology, Arts & Sciences It is unique to a faculty or staff member and includes specific information such as: Compensation rate hire dates job actions such as transfers and leave of absence longevity Joe Smith, Accounting Tech

14. 14 Understanding Jobs If someone has more than one concurrent job, they have a job record for each job – A faculty member who is both a professor and a department chair would have two separate jobs Compensation rate hire dates job actions longevity Professor of Psychology Department Chair Compensation rate hire dates job actions longevity

15. 15 Fitting It All Together So for example, if you hire someone: They get hired into a job, which creates a job record Accounting Tech, Journey ITS-Manning Start Date: 10-21-2015 Accounting Tech, ITS Department If a position is associated with the job, much of the information about the job comes from the position The job code specifies the competencies. The job code comes from the position (if there is one), or is added right into the job record The person gets created in the system (person = bio/demo and PID) Joe Smith

16. 16 Everyone, SPA and EPA All SPA and EPA NF, Some Faculty Everyone, SPA and EPA About the Work Job Code Statewide classification (for example, Accountant or Associate Professor) Position A particular job in a department Job (or Job Record) A person’s specific job

17. 17 Position Approver Hire an EmployeeAdd/Update PositionEdit Existing JobLump Sum Payment Change Employment Status Add/Update Fund Source Job Record Add/Update Affiliates Person ePAR System

18. 18 Quick Look at the Chartfields Several of the forms ask you to enter funding sources. There are two ways to do that: – By entering a chartfield string – By entering a code called a combo code Let’s take a quick look at these.

19. 19 Quick Look at the Chartfields Recap of the Chartfields 101 CBT: There are twelve chartfields in all, but it’s easier to think of them in three small groups: The five core chartfields that need to be included in every chartfield string (technically, one defaults) The three chartfields used with contracts and grants The four department-specific chartfields

20. 20 Quick Look at the Chartfields The five required chartfields are: Business Unit, which specifies either UNC-Chapel Hill, General Administration, or a foundation Fund and Source, which together specify where the money is coming from (for example, fund might specify that it’s an endowment and source specifies which endowment) Account, which specifies what the money is being spent on (for example, personnel) Department, which identifies the department spending the money

21. 21 Quick Look at the Chartfields The three chartfields used for contracts and grants are: PC Business Unit, which specifies the Office of Sponsored Research Project ID, which identifies the contract or grant Activity ID, which will always be 1

22. 22 Quick Look at the Chartfields Each school or division can choose whether they need the remaining four chartfields, and their purpose is defined by the school or division: Program Cost Code 1 Cost Code 2 Cost Code 3

23. 23 A Quick Look at Combo Codes A combo code is a nine-digit code that represents an entire chartfield string Combo codes are created “on the fly,” so the first time a chartfield string is used on the HR side, ConnectCarolina generates a new combo code You can enter either the combo code or the chartfield string Combo Code = Bus. Unit FundSourceAcct.Dept. PC Bus. Unit Project ID Activity Program Cost Codes 1, 2, 3

24. 24 HCM Isn't The Only HR Tool! Recruitment is not conducted via the HCM module within ConnectCarolina PeopleAdmin is the University’s recruitment and application solution for information about candidates and searches PeopleAdmin receives information about established positions from ConnectCarolina but does not feed information back into ConnectCarolina Information must be input into ConnectCarolina HCM and approved before it will appear as a valid position for recruitment in PeopleAdmin

25. 25 Real Life Scenario You are a PI and have been awarded a grant to fund a research project. In order to meet progress goals, you need to move quickly on hiring your research infrastructure of two research technicians and a lab manager. What do you do?

26. 26 Real Life Scenario PI HR Consultant Finance Manager

27. 27 Questions / Answers

28. 28 Find slides, parking lot questions and other materials on ccinfo.unc.edu For After the Conference