flac- pepflac - university of north carolina wilmington flac/banner pepflac.pdf · flac- pepflac a...

FLAC- PEPFLACA guide for the extraction of assignments from SIAASGN to

Self-Service Banner (SSB) FLAC on SeaNet

These are general FLAC instructions for all of UNCW. Your unit’s instruction may differ from this documentation. Please follow your specific unit level guidelines. 1

Table of Contents….• What is PEPFLAC? Slide 3

• PEPFLAC Navigation & Initial Set Up Slides 4-5

• Parameter Sets Slides 6-7

• Parameter Set Values Slides 8-18

• Population Selections (Pop Sels) Slides 16-17

• Required Parameter Sets Slides 19-24

• Review PEPFLAC Output Slide 25

• PEPFLAC Errors & Corrections Slides 26-272

The Faculty Load Extract Process PEPFLAC is a job submission process that extracts FLAC records from SIAASGN into Self Service Banner (SSB) FLAC on SeaNet.Ensure that ALL assignments you have entered in SIAASGN are correct before running this process.

• PEPFLAC is the next step in the FLAC process, after assignments are prepared in SIAASGN. Consider SIAASGN the “assignment data entry” step and PEPFLAC the “assignment data extraction” step.

• Assignments must be extracted in order for authorizations to be obtained, a job record to be created, and payment to be processed.

• This process also calculates assignment pay amounts as previously set up for each unit.

It is recommended for each unit to set a date for the initial PEPFLAC run of each term/part of term, decided and communicated by the FLAC Manager, in order to have as many correct entries in SIAASGN as possible before running the extraction process.

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PEPFLAC Navigation & Initial Set Up

Step 1. Navigate to PEPFLAC in Banner

Step 2. Choose a Parameter Set from the pop up menu if an appropriate Parameter Set has been created. If an appropriate Parameter Set has not been created, skip this step and click

Step 3. Enter DATABASE for printer. The process will not run and save properly without this designation.

Step 4. Next Selection

Step 5. Build a Parameter Set. (see instructions on slides 6-24)If you are using a pre-built parameter, check each value within the parameter and update when necessary.

4Choose 20 per page to see all Parameter possibilities

PEPFLAC Navigation & Initial Set Up

Step 6. Next Selection to move to submission block.

Step 7. In order to run the job submission you must be in the Submission block.You should save your parameters by checking and entering a Name (such as Initial, if this is to be used again as your initial parameter) and Description (such as Initial Fall and Spring).

Step 8. Save

Note: The save function on the job submission is what triggers the process to run.

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What is a parameter set?A Parameter Set is a named grouping of parameters and parameter values which identifies to the system which assignments to extract and who to extract them for.

PEPFLAC does not automatically pull in information from SIAASGN or any other Banner form.

The Preparer/FLAC Manager running the PEPFLAC process must choose the correct Parameters to utilize and enter the correct information in the Values fields to extract the appropriate assignments.

Entering incorrect Values and/or leaving Parameter Values blank can lead to undesired outcomes and an often messy clean-up. Please pay close attention to the parameter sets provided for you

and to the instructions for each Parameter. (see slides 19-24)

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Parameter Sets…cont’d• Parameter Sets are unique to each user.

• This means that the name and contents of the Parameter Set belongs to and can only be used by the individual who created it and cannot be shared with others.

• Once a Parameter Set has been created and named, it will then be available for repeated use in PEPFLAC by the creator.

• You can choose from your created Parameter Sets using the Parameter Set drop down at the top of the PEPFLAC form.

• The Parameter Sets provided on slides 9-24 are required as indicated for each PEPFLAC user to create when it is the appropriate time to run that Parameter Set. Once created, it will not need to be created again.

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Parameters & Parameter Values01- Term Code (required) • Term codes are 6 characters long

and are built to reflect the academic year, not the calendar year. The first four characters are the academic year, and the last two characters reflect the term (20xx10-Fall, 20xx20-Spring, 20xx60 Summer)

The term code in your parameter set should be the same as the term code used when entering assignments in SIAASGN that you wish to extract.

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Examples:Spring 2018 is term 201820Summer 2018 is term 201860Fall 2018 is term 201910Fall 2019 is term 201920

Parameters & Parameter Values

02- Part of Term (required for extracting instructional assignments)

Part of term codes can be found in the Banner form SOATERM, by term code.

All courses are designated with a part of term code in the Banner form SSASECT. This information also feeds into SIAASGN. Part of term codes represent the dates of the course and in FLAC drives the date of pay.

Entering appropriate part of term codes in your Parameter Set ensures that only courses beginning in the current pay period will be extracted. E.g. You would not want to extract courses beginning in October during the August pay period. Entering only part of term codes that begin in August will keep these from extracting at the wrong time.

Tip: Only one code can be added per line. To add a second 02 line, put your cursor in the 02 Number field and Insert Record Type ‘02’ in the Number field and enter the additional Part of Term code in the Values field. 9

03- Process Mode (required)This Value can be I (Initial) or A(Add/Delete)


- (I) Initial will extracted assignments for any employee who does not already have SSB FLAC records for the associated Term Code. If the employee already exists in SSB FLAC for that term, no additional SIAASGN records will be extracted when the job submission is run in ‘Initial’ mode. PEPFLAC can be run over and over again in ‘Initial’ mode without impacting existing SSB FLAC records.

- (A) Add/Delete will extract any new or changed SIAASGN records for employees that are already in SSB FLAC. If an employee does not exist in SSB FLAC, you must first run in ‘Initial’ mode, before Add/Delete can be run for the employee.

It is recommended to run each Parameter Set as an I and then an A, as you may not know if someone has been extracted yet for the term. Interchanging the two will not have a negative impact on assignments.

- (R) Recreate- FOR AARM FLAC ADMINISTRATOR USE ONLY. DO NOT USE. (see next slide)If process modes (I) and (A) do not produce the required results contact your unit’s FLAC Manager for assistance or utilize the Delete Correction (slide 27). 10

Process Mode (R) Re-create- will refresh all SSB FLAC records to the SIAASGN defaults, unless the assignment has been Applied and fed to HR. This means that any data entry changes made on SSB FLAC records will refresh to their SIAASGN defaults; even if the record has been ‘Locked’.

Running PEPFLAC as an (R) has the potential to recreate employee records and remove changes in Self-Service Banner for the entire campus.

If you feel that a record needs to be refreshed to SIAASGN defaults contact your FLAC Manager.

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04- Contract Type (required)- This Value tells the process which Contract Types should be processed. Single or multiple Contracts can be processed at the same time.


Instructional assignments and non-instructional assignments should be run separately with differing Parameter Sets. This is to avoid affecting course assignments when extracting non-instructional assignments and vice versa. Therefore, including Contract Types in your Parameter Sets is very important.

• For extraction of course teaching assignments in the Fall/Spring include the Contract Types OV, NA, TE, FT.• For extraction of course teaching summer session assignments include SS, ST, NA.

• For extraction of non-instructional assignments at any point of the year, include the Contract Types EX, TZ.

05- Employee Class (not utilized) – Leave this value field blank12

06- Process Individual ID (required “N” or “Y”)

This tells the system if you are running the process for a Population Selection ‘N’ or a specific Banner ID ‘Y’. If you are running the process in a mode other than ‘Initial’, it is advised that you run for a specific ID and enter ‘Y’ for this Value.


If 'N' is entered in this field and a Banner ID is entered in the Identification Number field below, it will not run the processfor that specific Banner ID. If this field is 'N' then Use Population Selection Parameter must be marked as 'Y' and a Population Selection ID must be entered. If this field is 'Y' then a Banner ID must be entered in the Identification Number Field.

If both Process Individual ID is 'N' and Use Population Selection is 'N', or if one or the other is 'Y' and correlating field below (Identification Number or Population Selection ID) are left blank, this process will be run for all of campus, not just the faculty member(s) you are attempting to extract.

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OR

07- Banner Identification Number (required if “Y” is entered in 06)If you are running for a specific ID or group of ID’s, and you entered ‘Y’ for the Process Individual ID, you will need to enter an ID Number in this field. Enter the ID Number for the employee you are wanting to process.

If you are not running this process for a specific ID, you are running by Population Selection and you entered ‘N’ in the Process Individual ID field, nothing is required for this field.


Tip: Only one ID can be added per line. To add additional 07 lines, put your cursor in the 07 Number field and Insert Record. Type ‘07’ in the Number field and enter the additional Identification Number. Repeat as needed for multiple ID’s. 14

OR

08- Job Change Reason (required)Enter “FLAC”. This is the code that will ultimately be applied to the NBAJOBS record

09- Use Population Selection (required “N” or “Y”)This Value defaults to ‘N’, should only be changed to ‘Y’ when pop selection is being utilized. Best utilized when running process mode as I and extracting assignments for a large group of employees.


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OR

10- Population Selection ID(required if “Y” is entered for Use Population Selection).


Population Selections are a named grouping of Banner ID’s that can be utilized in your Parameter Set to extract assignments for a large number employees at one time. It is recommended to use a Population Selection (pop sel) when completing the initial course run of the semester.

Population Selection IDs are available for all users, however the grouping of Banner IDs associated with the Population Selection ID is unique to each user and cannot be shared.

The Population Selection ID is first created by HR upon request of the user. Once the ID is created, the user can then navigate to the Banner form GLAEXTR, choose the ID, and fill in all of their desired Banner IDs.

This grouping is to be up kept by the user and checked to ensure that all appropriate Banner IDs have been entered in the pop sel before using it in a PEPFLAC Parameter Set. It does not automatically update.

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Parameters & Parameter ValuesOnce the Population Selection ID has been created….

1. Navigate in Banner to GLAEXTR

2. Select application FLAC and Population Selection ID

3. Click “Go”- List Banner IDs that you wish to be contained within specified “population selection”

4. SAVE

To use this pop sel in you parameter set, highlight the Population Selection ID Parameter by placing your curser in the Values field and then clicking the pop-up menu to the right of the field

Double click the correct ID to populate it in this field.17

11- Creator ID – Blank, unless running with population selection. If using pop sel enter TIRRELLD

12- Application ID – Blank, unless running with population selection. If using pop sel enter FLAC.


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OR

Parameter SetsInitial Fall/SpringThis Parameter Set should be used for the Initial Fall and Initial Spring course extraction with the correct Term Codes.

July 18th- August 17th; November 18th- January 17th

Run this Parameter Set in the I Process Mode and the A Process Mode.

Do not use this Parameter Set for editing assignments. Editing should be processed by Individual Banner ID, not by pop sel.

If you are also hoping to extract non-instructionals with this Parameter Set leave Contract Type blank.This Parameter Set could also be processed by Individual ID as opposed to processed by Pop Sel. 19

Parameter SetsInitial Fall/Spring Part of TermsThis Parameter Set should be used for the Initial Fall Part of Term and Initial Spring Part of Term courseextraction with the correct Term Codes.

September 18th- October 17th; February 18th- March 17th


Do not use this Parameter Set for editing assignments. Editing should be done by Individual Banner ID.

If you are also hoping to extract non-instructionals with this Parameter Set leave Contract Type blank.This could also be processed by Individual ID as opposed to processed by Pop Sel. 20

Parameter SetsInitial Summer IThis Parameter Set should be used for the InitialSummer Session I course extraction with the correct Term Code.

May 1st – June 17th


Do not use this Parameter Set for editing assignments. That should be done by Individual Banner ID.

If you are also hoping to extract non-instructionals with this Parameter Set leave Contract Type blank.This could also be processed by Individual ID as opposed to processed by Pop Sel. 21

Parameter SetsInitial Summer II & Full SummerThis Parameter Set should be used for the Initial Summer Session II & Full Summer course extraction with the correct Term Code.

June 18th – July 17th


Do not use this Parameter Set for editing assignments. That should be done by Individual Banner ID.

If you are also hoping to extract non-instructionals with this Parameter Set leave Contract Type blank.This could also be processed by Individual ID as opposed to processed by Pop Sel.

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Parameter Sets

Non-Instructional

Use this Parameter Set when extracting Non-Instructional assignments.


This set can be used all year, within the appropriate Term Code.

This could also be processed by Pop Sel as opposed to processed by Individual ID.

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Parameter SetsEdit Parameter

Use this Parameter Set when making corrections to individual records.

Run this Parameter Set in the A Process Mode.

This set can be used all year, within the appropriate Term Code.

If making edits to non-instructional assignments include the EX & TZ contract types.

If making edits to instructional assignments include the appropriate part of term codes.

This Parameter can be used for the Delete Correction discussed on slide 27

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Go to Related at the top of your Banner screen – and then Review Output GJIREVO to review the .lis files.

Step 9. On the Saved Output Review form GJREVO, double click in the File Name field to view the available files for the job submission you just processed.Note: This may take a few minutes to finalize. If you click in the File Name and get a pop up block stating “*ERROR* There is no saved output for the Process Name/Number in the database” it generally means the process has not finished generating and the files are not currently available. Wait a minute and double click in the File Name field again.

Step 10. View the .lis file to determine if the expected data appears and if there are any warnings or errors.Note: If a record you are expecting does not appear on the file, you should go back to SIAASGN and review the assignment details.

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Step 11. Correct in SIAASGN any errors found in the Output and re-run PEPFLAC as specified. Your assignments are now extracted from SIAASGN to SSB FLAC

NOTE: The Output will show errors only when an incorrect set up causes the system to be unable to calculate. It will not show any errors in position numbers, suffixes or contract codes based on UNCW practices.

Reviewing PEPFLAC Output once process has been run.

Possible PEPFLAC Errors: Issue:Cannot have multiple Contract Types assigned to single Job XXXXXX-XX. Contract Type, XX, was not extracted.

This means that the position and suffix combination in the error message was assigned to multiple SIAASGN records for the employee. Go to SIAASGN and correct the assignments, with the position number and suffix. Once you correct the error on SIAASGN, rerun PEPFLAC in “Initial” or “Add/Delete” mode for that individual.

Employee record does not exist. The employee has not been set up in PEAEMPL in order to be processed through FLAC. Check with HR to complete employee setup and rerun PEPFLAC in Initial mode.

Invalid Organization Code for Faculty Job Detail XXXXXX-XX. The referenced position number and suffix assigned to a record has an invalid org code. The org code is associated to the position on NBAPBUD Budget Organization. This error needs to be communicated to Budget. It may be that a different position number needs to be assigned to the SIAASGN record or that the org code on the position needs to be corrected. Once the error has been fixed, rerun PEPFLAC in “Initial” or “Add/Delete” mode for that individual.

Invalid position for job base; Labor Distribution not found for position and fiscal year.

Check with Budget to review the position details.

Missing mandatory Compensation data for Job Detail; compensation calculation could not be completed

Companion error to “Missing rate for this non-instructional type.” Contact AARM FLAC Administrator.

Missing rate for this non-instructional type, XXXXX. The non-instructional type used for the assignment is not set up on PTRNIST. If the type was used in error, correct on SIAASGN. If the type is required, PTRNIST must be updated for the non-instructional type. Once the error has been fixed or the rate information added to PTRNIST, rerun PEPFLAC in “Initial” or “Add/Delete” mode for that individual. Contact AARM FLAC Administrator.

Missing mandatory Non- Instructional Type Code for Faculty Non-Instructional Compensation

The Non-Instruction Type code was omitted on the SIAASGN non-instructional screen for that record. Add the appropriate code to the record in SIAASGN and rerun PEPFLAC in “Initial” or “Add/Delete” mode for that individual. Contact AARM FLAC Administrator.

Missing Position and Suffix on Faculty Assignment. Course Reference Number XXXXXX.

No position number and suffix was added to the assignment on SIAASGN. If the assignment is not yet finalized or ready to be processed, no action may be needed. If the assignment has been finalized, go back to SIAASGN and enter the appropriate position number and suffix and rerun PEPFLAC in “Initial” or “Add/Delete” mode for that individual.

Missing rate for this schedule type XXX, Lecture for CRN XXXXX. The instructional schedule type and college, campus and contract combination used for the assignment is not set up on PTRFLAC. If the schedule type was used in error, correct on SIAASGN. If the schedule type is required, PTRNIST must be updated. Once the error has been fixed or the rate information added to PTRFLAC, rerun PEPFLAC in “Initial” or “Add/Delete” mode for that individual. Contact AARM FLAC Administrator.

Primary job, XXXXXX-XX, already exists for this date range. Please use a unique suffix.

The position number and suffix combination assigned is a position number suffix combination assigned for the employee. A correction can be made on SIAASGN to a different suffix or primary/secondary designation adjustment on NBAJOBS. Once corrected, rerun PEPFLAC in “Initial” or “Add/Delete” mode for that individual.

Position status must be active or frozen to create Faculty assignment XXXXXX CRN XXXXXX.

The position assigned to an assignment is not currently valid or active. Check with Budget to see if position assignment is correct or if updates need to be made on the position.

Total Job Labor must be at 100. There is a problem with the labor distribution setup on NBAJOBS or NBAPBUD. Check with Budget to correct the labor distribution information. 26

The PEPFLAC Delete Correction

1. Navigate to employee’s SIAASGN record- remove position, suffix, contract type, and override workload (when applicable) from assignment being adjusted and/or that is not extracting properly. Save.

2. Run PEPFLAC as an A, by individual ID, to delete assignment from SSB. Review output to ensure assignment is shown as deleted.

3. Navigate back to employee’s SIAASGN record- enter the correct position, suffix, contract type and override workload amount (when applicable) on the assignment being adjusted.

4. Run PEPFLAC again, as an A by individual ID, to re-extract assignment.

5. Review PEPFLAC output and FLAC SSB to ensure assignment has been extracted and is correct.

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