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Customizing PeopleSoft HR 7.5 Salary Administration at Northwestern University

Customizing PeopleSoft HR 7.5 Salary Administration at Northwestern University. Session 1010 Bridget Heneghan & Noel Gaceta March 19, 2001. Agenda. Why customize? Project overview System walkthrough Technical issues Functional issues Lessons learned Future enhancements Q & A.

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Customizing PeopleSoft HR 7.5 Salary Administration at Northwestern University

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

  2. Agenda • Why customize? • Project overview • System walkthrough • Technical issues • Functional issues • Lessons learned • Future enhancements • Q & A

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

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

  5. NW Job Data

  6. NW Position Data

  7. Objectives • Staff: • Merit Increases • Group employees beyond department codes • Faculty: • Merit Increases • Reappointment • Promotion • Multiple Appointments

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

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

  10. Agenda • Why customize • Project overview • System walkthrough • Technical issues • Functional issues • Lessons learned • Future enhancements • Q & A

  11. Sal Admin Project Overview • Planning • Development • Data Entry • Data Load

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

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

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

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

  16. Agenda • Why customize • Project overview • System walkthrough • Technical issues • Functional issues • Lessons learned • Future enhancements • Q & A

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

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

  19. Monthly Employees: FAC Faculty LIB Librarians EXS Exempt Staff ITS IT Staff Hourly Employees: UPD University Police NEX Non Exempt Staff TMP Temporaries CWS Work Studies Salary Plan Setup Salary Plan groups employees who are eligible for increases at the same time and the same pay frequency.

  20. Salary Plan Setup - FAC

  21. Salary Grade Setup • Salary Grades are assigned to each jobcode

  22. Salary Grade Setup

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

  24. NW Salary Plan Control Setup

  25. Percentage Increases • New Table: PS_NW_SAL_PLAN_CTL • Stores salary plan percentage increases

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

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

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

  29. Merit by Employee - Staff

  30. Merit by Employee - Faculty

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

  32. Search Views

  33. Search View Creation • Example: NW_EMP_FAC_SRCH Data Conditions Security based on SAU

  34. Example: Panel Before Entry

  35. Example: Panel After Save

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

  37. Merit by SAU - Staff

  38. Merit by SAU - Faculty

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

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

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

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

  43. Faculty Reappointment

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

  45. Faculty Promotion

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

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

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

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

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

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