OnePurdue

HR Personnel Administration Concepts

Overview of the Personnel Administration Modules

Version 1 April 21, 2006

OVERVIEW OF PERSONNEL ADMINISTRATION................................................................................................3 PERSONNEL ADMINISTRATION CONCEPTS.......................................................................................................3 INFOTYPES..................................................................................................................................................................3 ACTIONS.....................................................................................................................................................................3 EMPLOYMENT STATUS...............................................................................................................................................4 EFFECTIVE DATES......................................................................................................................................................5 UNIQUE IDENTIFIERS FOR EMPLOYEES.......................................................................................................................5 MONITORING OF DATES.............................................................................................................................................6 DATE SPECIFICATIONS................................................................................................................................................6 ADDRESSES.................................................................................................................................................................6 PROCESSING PERSONNEL ACTIONS....................................................................................................................6 CONCURRENT EMPLOYMENT................................................................................................................................8 PRIMARY APPOINTMENT.............................................................................................................................................8 PAYROLL AREA..........................................................................................................................................................9 PERSONNEL ADMINISTRATION ROLES...............................................................................................................9 HR PROCESSOR ROLE.................................................................................................................................................9 HR ADMINISTRATOR ROLE.......................................................................................................................................9 HR DEPARTMENTAL PROCESSOR...............................................................................................................................9 QUICK HIRE PROCESSOR............................................................................................................................................9 COST DISTRIBUTION ADMINISTRATOR.....................................................................................................................10 AAO ADMINISTRATOR.............................................................................................................................................10 HR DEPARTMENT APPROVER...................................................................................................................................10 HR COLLEGE APPROVER..........................................................................................................................................10 HRS APPROVER........................................................................................................................................................10 HR EXECUTIVE APPROVER......................................................................................................................................10 QUERY RUNNER.......................................................................................................................................................10 QUERY WRITER........................................................................................................................................................10 DATA LINKS...............................................................................................................................................................10 APPENDIX A - PRIMARY APPOINTMENT...........................................................................................................12 APPENDIX B - PAYROLL AREA.............................................................................................................................13

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Overview of Personnel Administration

The Personnel Administration module of the new system is designed to maintain data about Persons. Persons are objects that hold positions within the organizational structure; therefore, person objects are also known as employees. Employee data may be maintained by processing personnel actions. The personnel actions are related to activities in an employee life cycle. Actions include hire, transfer, change in pay, position reclassification, leave of absence, separation, etc.

Personnel Administration Concepts

Infotypes
In the new system, all employee master data is stored on infotypes or screens. Human Resource infotypes are logical groupings of data fields that are usually entered at one time. To the right is an example of Infotype 0000, Actions. This is the first data entry screen that is displayed when a user creates a new hire in the system. To learn more about infotypes and the data collected through the infotypes, please review the Data Links section of this document.

Actions
To process a personnel action, the user must record all required data in the system. To facilitate the data entry process, infotypes are linked together, forming an action. Each action in the OnePurdue system is associated with a reason code. The actions and reason codes track employee life cycle activities and provides data for analysis and reporting. Each action is also associated with an employment status. To learn more about this topic, please review the section of the document titled Employment Status.

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Examples of actions defined in the new system include the following: 1. New Hire 2. Quick Hire 3. Rehire 4. Add Additional Appointment 5. New Hire non-pay 6. Transfer 7. Change in Pay 8. Leave of Absence - Paid 9. Leave of Absence - Unpaid 10. Separation The actions created in the new system were a result of analyzing the many human resource processes and determining the needed data to complete each process. The above list is only a partial list of the actions that have been defined in the new system.

Employment Status
Whenever a personnel action is processed, an employment status code is automatically assigned by the system. The table below contains the valid codes and descriptions for each status. Employment Status Code 0 Employment Status Description Withdrawn Personnel Action Associated with Status Separation

Processing Impact Employee does not run through time processing (no accruals) or payroll. Deductions do not go into arrears. Employee does not run through time processing (no accruals). Employee runs through payroll but does not receive basic pay. Deductions go into arrears if not prepaid. Purdue will not use this status. Employee runs through all normal processing of time and payroll. Deductions go into arrears if paycheck is not adequate to cover all amounts.

1 2 3

Inactive Retiree Active

LOA Unpaid N/A New Hire, Transfer, Change in Pay, etc.

It is important to note that the new system will not allow two transactions to be processed in the same day for the same employee with two different employment statuses. For instance, it is not possible to hire an employee (active status) and separate the employee (withdrawn status) on the same day.

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Below is a screen shot of the Employment Status field. It can be found on Infotype 0000, Actions.

Effective Dates
The new OnePurdue system is date sensitive. When an action is processed, the user will need to carefully enter the appropriate effective date for the transaction. After the user sets the initial effective date for the transaction, all infotypes contained in the action will inherit the effective dates. To the left is a picture of the effective date field. The effective date of the transaction will be entered in the Start field. The end date will automatically default to 12/31/9999. Many system errors are created due to issues with effective dates for various objects in SAP. It is critical that the user validate the dates being stored on each infotype to ensure data integrity and avoid errors.

Unique Identifiers for Employees

In the new system, there are multiple fields that can be used to identify employees and their positions. Following is a description of the identifiers that will be stored in the OnePurdue system. Person ID - The Person ID is an eight character number that is assigned by the system at the time the person master data is established. Each person will have a unique Person ID. The Person ID will be identical to the Personnel Number of the first position held by the employee. If an employee transfers to another assignment, the Person ID will not change. If an individual leaves the university and is later rehired, the original Person ID will be retained for the employee. Personnel Number (PERNR) - A unique Personnel Number is assigned to each assignment held by the employee. If an employee transfers to another assignment, the PERNR doesnt change. PUID - This University established number will be stored in the OnePurdue system. It may be used to validate an individual. Because the PUID is ten characters in length, the PUID could not be used as the Person ID without customization of the system. Instead, the PUID will be stored on infotype 32 and appear in selection lists as additional information to assure a correct match.

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Monitoring of Dates
The OnePurdue system will allow users to plan for future activities related to an employees life cycle with the University. The user may establish specific dates in the system that will trigger an action on the predetermined date. For example, a Notice for Provisional period review will be triggered 90 days after the hire date.

Date Specifications
The Date Specifications infotype may be used to record dates related to certain events in the life cycle of an employee. The dates stored on the infotype do not trigger an activity but may be used for reporting purposes. For instance, the infotype may be used to record information related to Original Hire Date, Adjusted Service Date, Benefits Eligibility Date, etc. Various Payroll, Time and Benefits processes also use these dates in automatic system calculations.

Addresses
The OnePurdue system will allow multiple addresses to be stored for an employee. The Addresses infotype will store a home mailing address, an office mailing address with building, and the ability to maintain other office locations. The other office locations will be maintained by SMAS in an effort to track office space and room assignments.

Processing Personnel Actions

The implementation of the OnePurdue system will require that all necessary data is gathered and all approvals granted before an employee can be established in the system. The University will no longer have the capability to process advance payroll changes. Each action will require specific infotypes to be completed. As an example, here are the infotypes required for the New Hire Action: Infotype 0000 Title Actions Data Collected Assign the employee to a position in an organizational unit. Validate the defaulted enterprise structure values, change if necessary to ensure appropriate processing of pay, time,, and benefits. Validate default funding information and assign a Time Administrator to the employee. Validate the defaulted payroll area and change if necessary. Enter the employee name, birth date, SSN, etc. Select the main (primary) assignment for the employee. Validate or select the appropriate work schedule for the employee. Enter the time recording information for Non

0001

Organizational Assignment

0002 0712 0007 0050

Personal Data Main Personnel Assignment Planned Working Time Time Recording Infotype

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0008 0009

Basic Pay Bank Details

0017 0019 0041 0027 0094 0006

Travel Privileges Monitoring of Dates Date Specifications Cost Distribution Residence Status Addresses

0207 0208 0209 0210 - Federal

Residence Tax Area Work Tax Area Unemployment State Withholding Information

0210 - State

Withholding Information

0171 0378

General Benefits Information Benefits Adjustment Reason

Exempt staff only. Staff will need to enter their PERNER. Establish the Capacity Utilization Level (FTE), Annual Salary, Period Pay, and Wage Type assignments for the employee. Defaulted information. The processor may establish the bank details on behalf of the employee or the employee may update their own bank details through Employee Self Service. Defaulted information Defaulted information Record adjusted service or other dates. Establish the payroll cost distribution for the employee. Record Identification and Employment Verification data. The processor may establish the address information on behalf of the employee or the employee may update their own address information through Employee Self Service. Defaulted information Defaulted information Defaulted information Defaulted information. The processor may establish the withholding information on behalf of the employee or the employee may update their own withholding information through Employee Self Service. Defaulted information. The processor may establish the withholding information on behalf of the employee or the employee may update their own withholding information through Employee Self Service. The processor will validate or select the appropriate benefit groupings for the employee. Defaulted information

Because more information will be required initially, the processing staff will need to understand a broad range of information related to human resource transactions. To learn more about the infotypes required for each personnel action, please review the information found in the Data Links section of this document.

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Concurrent Employment
When an employee holds multiple positions at the University, the employee is considered to be concurrently employed. Examples of Concurrent Employment Employees holding multiple paying positions (ex: multiple Faculty positions). Employees holding multiple paying and non-paying positions (ex: A Faculty position and a Courtesy position). Employees holding a combination of benefits eligible and non-benefits eligible positions (ex: 50% A/P and 50% Limited Term Lecturer). Employees holding a combination of regular and temporary positions (ex: an Admin/Professional position and a temporary Usher position). Examples of Non-Concurrent Employment Employees with Call Back Pay Employees with Unit Rates Employees with a Shift Differential Employees with an Overload Payment The OnePurdue system will allow employees to hold multiple positions at varying rates of pay. The system will produce only one paycheck for these employees and merge their earnings for tax reporting purposes. While the system will merge the pay for the employee, the system will not allow certain other types of processing to happen. For example, employees who hold multiple positions must receive all of their pay in one pay area. Concurrently employed staff must be processed very deliberately in the new system. Because of the many complexities related to processing pay, time, and benefits for multiple assignments held by one employee, processors of data must thoroughly understand all the impacts related to concurrent employment. To learn more about concurrent employment, please review the Data Links section of this document.

Primary Appointment
All employees must have a primary appointment (or main assignment) established in the new system. For employees holding multiple appointments, the assignment of a primary appointment will be especially critical. The primary appointment will be the assignment where the employees benefits are stored. When the employee logs into the Employee Self Service system, they will be able to update their personal information and benefits information based on their primary appointment. To learn more about the selection of a primary appointment for concurrently employed staff, please see Appendix A of this document.

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Payroll Area
In the new system, each employee may be paid in only one payroll area. The payroll area assigned to the employee defines the specific dates for which the payroll runs, the earliest payroll period for which retroactive accounting is possible, and the periods for which the payroll runs. In the new system, the following payroll areas have been established: 1. FY (Fiscal Year) 2. AY (Academic Year) 3. BW (Biweekly) 4. NP (Non Pay) For concurrently employed staff, the selection of an appropriate payroll area is critical. To learn more about the selection process for payroll areas, please see Appendix B of this document.

Personnel Administration Roles

A Role grants authorization to process specific transactions in the OnePurdue system. All roles will be stored on positions. All employees who hold positions that carry the role will inherit the authorization to process the specified transactions. One or multiple positions can carry the same role. Also, one position can carry multiple roles. The following roles have been established to manage Personnel Administration transactions:

HR Processor Role
The HR Processor role will have capabilities to display, create, change, or delete data for all Personnel Actions. This role will have some reporting capability. Selected positions in HR Shared Service organizations will hold this role.

HR Administrator Role
The HR Administrator role will have capabilities to display, create, change, or delete data for all Personnel Actions. This role will have enhanced reporting capability and will ensure that all transactions processed in the Shared Service organization are appropriately approved and accurate. Selected positions in HR Shared Service organizations will hold this role.

HR Departmental Processor
The HR Departmental Processor role will have capabilities to display data for selected Personnel Actions. This role will have some reporting capability and will be mainly used to inquire into the system. Selected positions in departmental business offices and other areas will hold this role.

Quick Hire Processor

The Quick Hire Processor role will have capabilities to display, create, change, or delete data for the Quick Hire personnel action only. This action may be used specifically to establish
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undergraduate and graduate student appointments. Selected positions in departmental business offices will hold this role.

Cost Distribution Administrator

The Cost Distribution Administrator role will have capabilities to display, create, change, or delete specific data for Infotype 0027 - Cost Distribution only. This action may be used specifically to establish cost distribution for employees salary expenses. Selected positions in departmental business offices will hold this role.

AAO Administrator
The AAO Administrator role will have capabilities to display, create, change, or delete data for Infotype 0077 - Additional Personal Data. This action may be used specifically for AAP monitoring and reporting. Selected positions in the Affirmative Action Office will hold this role.

HR Department Approver
The HR Department Approver role will provide capabilities to trigger workflow routing for Personnel Actions. Selected positions in departmental business offices will hold this role.

HR College Approver
The HR College Approver role will provide capabilities to trigger workflow routing for Personnel Actions. Selected positions in college business offices will hold this role.

HRS Approver
The HRS Approver role will provide capabilities to trigger workflow routing for Personnel Actions. Selected positions in Human Resource Services will hold this role.

HR Executive Approver
The HR Executive Approver role will provide final approval for all Personnel Actions requiring executive approval. Selected executive positions will hold this role.

Query Runner
The Query Runner role will authorize the holder to process standard queries against the R3 database. Selected positions only will hold this role.

Query Writer
The Query Writer role will authorize the holder to create and process ad hoc queries against the R3 database. Selected positions only will hold this role.

Data Links
The HR OnePurdue team will continue to keep information about concepts, data values and general education for the OnePurdue HR product at the following Web page: You will find:
http://www.purdue.edu/onepurdue/resources/onepurdue_hr_concepts_education_datalinks.shtml

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Organization Unit Master List Job Master List Infotype List Infotype Subtypes Infotypes in Actions Actions Action Codes Action Reason Codes

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Appendix A - Primary Appointment

Primary Appointment in SAP
Background Primary position in SAP indicates the position where the employees benefits will be stored. This is important for an employees Benefits open enrollment process. The employee will need to know their primary position to participate in the open enrollment process. In our current legacy systems, we have a home department field. The SAP primary position should not be confused with the home department. Today, home department can be used in the following ways: 1. The home department indicates the department where the paycheck will be delivered. In SAP, we will have delivery codes to determine where the paycheck should be delivered. 2. The home department is sometimes used to indicate the department where the salary analysis occurs during the annual budget process. Per the Budget Construction team, they will no longer need a field similar to home department to determine where the salary analysis occurs. Budget users will set the analysis flag to the appropriate department during the budget construction process. Decision Process When an employee holds multiple positions, it is necessary to determine the position where the benefits will be stored. The general rules for determining the primary position are as follows: 1. If all positions are non-benefits eligible, the first position held by the employee will be considered primary. 2. If all positions are benefits eligible and at least one is exempt, the exempt position will be considered primary. This will be consistent with our practice of granting the highest level of benefits available to the employee. 3. If all positions are benefits eligible and have a consistent exemption status (either all exempt or all non-exempt), the first position held by the employee will be considered primary.

Primary Position Decision Chart - TBD

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Appendix B - Payroll Area

Pay Area Decisions in SAP
Background Purdue will establish four payroll areas for implementation of the new system. Pay areas are as follows: Biweekly (BW): This pay area will process payrolls on a biweekly basis. In general, this pay area will be used for positive pay (or non-exempt) staff. Fiscal Year (FY): This pay area will process payrolls at the end of each month for the entire fiscal year. In general, this pay are will be used for negative pay (exempt) staff paid on the fiscal year calendar. Academic Year (AY): This pay area will process payrolls at the end of each month for the academic year only. In general, this pay area will be used for negative pay (exempt) staff paid on the academic year calendar. Non Pay (NP): This pay area will not process payrolls. In general, this pay area will be used for staff who do not receive pay. As employees are assigned to positions, the enterprise structure values stored on the position will default the appropriate pay area. An employee will inherit the defaulted pay area unless the HR Processor overrides the pay area. In SAP, an employee can be paid in only one pay area. For staff with concurrent employment, the pay area selected for the employee must be consistent across all appointments held by the employee. A decision process must be developed to ensure consistent pay area processing when an employee holds multiple positions that are normally paid on varying pay areas. Decision Process Review the benefits eligibility and exemption status for all positions held by the employee. Use the attached chart to determine the appropriate pay area. General Rules 1. Any employee holding a non-exempt/benefits eligible position with any other type of position will always be paid on the Biweekly pay area. This means that all other positions must be reclassified as non-exempt with an hourly rate to facilitate payment on the biweekly pay area. Change Issue: Today, employees may receive their pay on both the biweekly and monthly payrolls. In the future, employees holding any combination of a Non-

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Exempt/Benefits eligible position with a monthly position will have their pay moved 100% to the biweekly cycle. Their previously exempt position will now be subject to hourly time entry and overtime. Employee impact & Department impact. 2. Any employee holding an academic year exempt appointment with a fiscal year exempt appointment will need to be paid on the Academic pay area. Change Issue: Departments will need to understand this concept. 3. Any employee holding an exempt appointment with a non-benefits eligible/non-exempt appointment will need to be paid on the monthly or academic pay area. Change Issue: Today, employees may receive their pay on both the biweekly and monthly payrolls. In the future, any employee holding an exempt appointment with a temporary hourly appointment will receive 100% of their pay on the monthly or academic pay area. Employee impact & Department impact. Access to Pay Area Decision Chart - TDB

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