human capital management implementation project sign-off · format, segregated by the security role...

Human Capital Management

Implementation

Faculty Events

Project Sign-Off

Wednesday, February 15, 2017

(c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.

Table of Contents

i

1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DIAGRAM PROVIDING “THE BIG PICTURE”

PURPOSE A. Presents key modules, processes and interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,

development, configuration and implementation processes PRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS

PURPOSE A. Defines scope of the core implementation, based on the related business process and practitioner community

B. Serves as a “common denominator” for design, development, testing and training documentation

PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams – Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A. Confirms touchpoints and “hand-offs” within a business process B. Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY

PURPOSE A. Presents changes to business policies and procedures, resulting from the implementation

B. Serves as the basis for the communication plan, “delta training” and other change management initiatives

PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training Teams

Table of Contents

ii

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY

PURPOSE A. Outlines issues which impact design, development, project scope and go-live dates

B. Presents potential solutions and documents the approach recommended by the project team

C. Serves as the basis for issue discussion and resolution D. Tracks the status of items transitioned to HR, Fiscal Affairs and

the Steering Committee PRIMARY USERS Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE A. Lists major tasks within a business process and denotes the task practitioner

B. Serves as the basis for defining the scope of user acceptance testing and practitioner training

C. Links major tasks and business processes to security roles and user groups (SSC, ITS, Institution, USO, etc.)

D. Defines the audience for communication initiatives E. Serves as the basis for user acceptance testing

PRIMARY USERS Practitioners, Communication Team, Training Team, Security and Workflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A. Defines scope of the implementation, based on the related business process

B. Serves as a “common denominator” for design, development, testing and training documentation

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners

Table of Contents

iii

8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

PURPOSE A. Identifies custom tables, pages, interfaces and other objects required to fulfill approved business requirements for each related business process

B. Serves as a “common denominator” between the requirements gathering and design/development efforts

C. Groups different types of modification elements (tables, pages, etc.) for ease of migration

PRIMARY USERS Implementation Teams, ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION

PURPOSE A. Presents an integrated view of the requirements gathering and design/development efforts

B. Associates custom development with an approved business requirement [NOTE: This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required].

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

APPENDIX – Job Aids

Faculty Events

Human Resources

Additional Posts Special Titles Rank and TenureEffort and FundingJob & Position

DataDemographic Information

Profile Management

Degrees(Requires Approval)

Licenses(Requires Approval)

Certifications(Requires Approval)

Activities

Committees(Self Service)

Professional Training

(Self Service)

Publications(Self Service)

Presentations(Self Service)

Optional

Routed to Faculty Affairs Prior to

Update

Tenure and Promotion Calculation

View Only

Faculty Events Data Inflows and Outflows

HCM Business Process ListingHCM-003-BPR

Faculty Events

Process Name Tracking Only?

FE101 - Establish New Faculty No

FE102 - Assign Funding and Effort No

FE103 - Administer Additional Posts No

FE104 - Administer Special Titles No

FE105 - Faculty Status Changes No

FE106 - Annual Tenure Calculation No

FE107 - Calculate Eligibility Dates Yes

FE201 - Self-Service Faculty Activities No

FE202 - Self-Service Faculty Credentials No

FE203 - Faculty Self Service View Rank Tenure Data No

FE500 - Faculty Events Security Yes

FE600 - Faculty Events Adhoc Reporting Yes

FE810 - Manage Cases Yes

FE820 - Contract Administration Yes

FE830 - Bulk Reappoint Part-Time Faculty No

FE900 - Faculty Events Configuration No

FE999 - Faculty Data Conversion Yes

Wednesday, February 15, 2017 Page 1 of 2

HCM Business Process ListingHCM-003-BPR

End of Report


FE101 – Establish New FacultyH

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urc

esA

cad

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Aff

airs

Ad

min

istr

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r

Last Update: 02.12.2017

Hiring Documents Received

HR008 HR016 HR099 HR029

Hire TransferPerson

Of InterestDual

Appointment

Enter Rank, Tenure and Prior Experience

FE102FE107

Calculate Eligibility Dates

Assign Funding and Effort

Assign Funding / Effort Information

Add Special Titles Add Credentials

FE202

Administer Faculty

Credentials

FE104

Administer Special Titles

Enter Additional Posts

FE103

Administer Additional

Posts

Complete

FE102 – Assign Funding and EffortA

cad

emic

Aff

airs

Ad

min

istr

ato

rB

ud

get

/ P

osi

tio

n F

un

din

g


Enter Funding and Effort

Hire New Faculty

FE105

Faculty Status

Change

Complete

Review Position Funding in

Commitment Accounting

Funding Changes Needed?

Retro Accounting Changes?

Yes Yes

CA600 CA105

Commitment AcctgReporting

Commitment AcctgPosition Funding

CA114

Commitment AcctgRetro Distribution

No NoFE101

FE103 – Administer Additional PostsA

cad

emic

Aff

airs

Ad

min

istr

ato

r


Additional Post Awarded to Faculty

Additional Post Exists?

Additional Post Assigned to Faculty

MemberComplete

No

FE105

Faculty Status Change

FE101

Hire New Faculty

Documentation Added to Faculty

Member FileYes

FE900

Faculty Events Configuration

FE104 – Administer Special TitlesA

cad

emic

Aff

airs

Ad

min

istr

ato

r


Special Title Awarded to Faculty

Special Title Exists?

Special Title Added to Faculty Profile

Complete

No

Yes

FE101

Hire New Faculty

FE105


Documentation Added to Faculty

Member File

FE900

Faculty Events Configuration

FE105 – Administer Status Change (Title, Department, Contract type, Termination)H

um

an R

eso

urc

es

Aca

dem

ic A

ffai

rs A

dm

inis

trat

or


Add / Change Special Title

Add / Change Additional Post

Add / Change Committees

Rank / Tenure Impacted?

FE104 FE103

Funding / Effort Impacted?

FE102

Yes

No

Yes

No

Yes

FE201

Yes Yes

Administer Faculty Activities

AdministerAdditional Posts

AdministerSpecial Titles

Assign FundingAnd Effort

Change Documents Received

HR014 HR016 HR020 HR062

Promotion Transfer Termination Reclassification

FE107


CompleteNoNo No

FE106 – Annual Tenure CalculationA

cad

emic

Aff

airs

Ad

min

istr

ato

r


Run Annual Service Calculation Process

Run Service History and Leave Reports

Adjustments Needed?

No

Update Service History

Run Years of Service and Eligibility

Reports

FE600

Review Error Log / Messages

Errors Exist?

Correct Errors

Yes

No

FE107

Adhoc Reporting

FE107


Yes

Distribute Reports

Complete

A

A

FE600

Adhoc Reporting


FE107 – Calculate EligibilityA

cad

emic

Aff

airs

Ad

min

istr

ato

rIT

S_A

uto

mat

ion


Calculate 3rd Year Review, First Eligible, Terminal Year based on Tenure Track Start Date and

Probation Years

End

FE101

Establish New Faculty

FE105 FE106

Status Change

Annual Tenure Calculation

Not Tenure on Track?

Calculate Promotion Eligibility based on Rank Change Date

Prior Experience for

Tenure?

Adjust First Eligible

Stop in Service

History?

Determine timing of Stops

Adjust First Eligible, 3rd Year Review, Terminal Year as

appropriate

Extensions?8th Year

Awarded?

Adjust Terminal Year

Adjust Terminal Year

Yes

Yes

No

Yes

No

Yes

No

Yes

Part-time Faculty?

Prorate Years Required by FTE

Yes

No

No

No

A C D

B

A B C

D

No

FE201 –Administer Faculty Activities (Self-Service, No Workflow Approval)Fa

cult

y M

emb

erA

cad

emic

Aff

airs

A

nal

yst


Begin New Activity?

Enter Activity via Self Service

New CommitteeMember?

Enter Committee Membership

Information in Self Service

New Professional

Training?

Enter Professional Training via Self

Service

Yes

No

YesYes

NoNew

Presentation Training?

Enter Presentation via Self Service

No

Yes End

No

New Committee or

Committee Type Needed?

FE900

Setup andConfiguration

Yes

No

A

A

B C

C

Send Setup Request

B

FE202 – Administer Faculty Credentials (Self Service)Fa

cult

y M

emb

erA

cad

emic

Aff

airs

Ad

min

istr

ato

rSh

ared

Ser

vice

sO

neU

SG H

CM


Begin New Degree?New License or Certification?

New Honor or Award?

Yes

No

Yes Yes

No New Language?No

New Major, Institution SetUp

Needed?

Setup andConfiguration

New License SetUp Needed?

Review Request & Supporting

Documentation

Faculty Credential Accepted?

No

New Honor or Award Set Up

Needed?

Additional Information

Needed?

PushbackTo Faculty Member

Yes

A

No

Yes

FE900

Yes Yes Yes

Request Set Up

Complete SetUp

No NoNew Language

Set Up Needed?

Yes

No

Yes

Enter New Faculty Credential via Self

ServiceNo Submit Request

A

Route Request for Approval via Workflow

Act on Request

Approve Request

Deny RequestNo

B

Complete

B

Attach Supporting Documentation

FE203 – Faculty Self Service – View Rank and Tenure DataFa

cult

y M

emb

erA

cad

emic

Aff

airs

Ad

min

istr

ato

r


Review Rank Data Via Self Service

Rank Data Correct?

Review Tenure Data Via Self Service

Tenure Data Correct?

Yes

Complete

Yes

FE105

Update Rank Update Tenure

No No

Status Changes

FE107 Calculate Eligibility Dates

FE600 – Adhoc ReportingFa

cult

y M

emb

er, A

cad

emic

Aff

airs

An

alys

t, A

cad

emic

Aff

airs

Ad

min

istr

ato

r


FE106

Years of Service Report

Service History Report

Review Annual Tenure

Calculation Information?

Yes

Review Faculty Demographics?

Annual Tenure Calculation

Faculty Leave Report

Academic Contract Report

Fiscal Contract Report

Adjunct Faculty Report

Part-Time Faculty ReportTenure Eligibility

Report

Promotion Eligibility Report

CompleteNo

Yes

Define Custom Requirements

NoNeed Assistance

to Develop?

Develop and Execute Custom Query / Report

No

Enter Help Desk Ticket

Yes

A

A

B

B

ITSXXX

Custom Development

Protocol

Available to Practitioners OnlyAvailable to All User Groups

FE900 - Faculty Events Setup and ConfigurationSh

ared

Ser

vice

sA

cad

emic

Aff

airs

Ad

min

istr

ato

r


Add/Update Faculty Activities

InstitutionMajor/Minor

DegreeLicense

CertificationHonorAward

Language

Credentials SetUp Accurate

& Complete?

Yes

Committee Memberships

Additional PostsSpecial Titles

Ranks

FE101FE203

View Rank and Tenure

FE202

Faculty Self ServiceCredentials

Hire NewFaculty

FE105


Add/Update Faculty Credentials

No

CIP Code SetUp Accurate

& CompleteTBD

Add/Update CIP Codes

No

Activities SetUp Accurate

& Complete?

Yes

No

Complete

Yes

A

A

HCM Business Process Fact SheetHCM-002-BPR

Faculty Events

FE101 - Establish New FacultyBusiness Process:

1. Effective-dated rows to retain history2. Addition of Teaching CIP3. Automatic population of select fields from HR data4. System calculation of eligibilty and review dates5. Ability to view Job data from rank/tenure page6. Ability to assign Prior Experience to promotion eligibility7. Rank History summary

Functionality Changes:

1. NoneOwnership Changes:

1. NoneIssues Not Addressed:

1. Ability to track history of rank and tenure data2. Job and tenure data access in one place3. Burden of manually calculating eligibility and review dates

Issues Addressed:

1. NonePolicy Changes:

1. NoneBusiness Procedures Impacted:

1. Extract top of stack data from ADP to Excel template2. Institution adds or modifies data in Excel template3. Excel to Component Interface (CI) run by Shared Services Center populates OneUSG

Conversion Approach:

1. Historical data rows can be added to Excel template or added in OneUSG after data conversion.

Historical Data Approach:

1. NoneNew Forms:

1. NoneNew Approvals:



Faculty Events

FE102 - Assign Funding and EffortBusiness Process:

1. Query to reconcile Funding and Effort to Commitment Accounting data


Ownership Changes:

1. Funding and Effort data use in IPEDS reportingIssues Not Addressed:

Issues Addressed:

Policy Changes:

IPEDS reportingBusiness Procedures Impacted:



Historical data rows can be added to Excel template or added in OneUSG following data conversion.


New Forms:

New Approvals:



Faculty Events

FE103 - Administer Additional PostsBusiness Process:

1. Ability to assign institution-specific details to Additional PostsFunctionality Changes:

1. Institutions maintain their Additional Posts Ownership Changes:


1. NoneIssues Addressed:







1. NoneNew Forms:




Faculty Events

FE104 - Administer Special TitlesBusiness Process:

1. NoneFunctionality Changes:










1. NoneNew Forms:




Faculty Events

FE105 - Faculty Status ChangesBusiness Process:

1. Effective-dated rows to retain history2. System calculation of eligibilty and review dates3. Ability to view Job data from rank/tenure page4. Rank History summary view


Ownership Changes:

Issues Not Addressed:

1. Ability to track history of rank and tenure data2. Job and tenure data access in one place3. Burden of manually calculating eligibility and review dates

Issues Addressed:

Policy Changes:

Business Procedures Impacted:



New Forms:

New Approvals:



Faculty Events

FE106 - Annual Tenure CalculationBusiness Process:

1. Creation of service history credit towards tenure probationary period.2. Ability for practitioners to modify service history credit.3. System calculation of first year eligible, 3rd year review, terminal year taking 'stops' into account. 4. Report/query to view faculty leave5. System calculation of eligibility and review dates




1. Manual calculation of elibility and review dates2. Access to leave data 3. Ability to track 8th year awarded by President

Issues Addressed:



1. Service History for Not Tenure on Track will be assigned by running Perform Tenure Calculation following Tenure Data conversion.


1. NoneHistorical Data Approach:

1. NoneNew Forms:




Faculty Events

FE107 - Calculate Eligibility DatesBusiness Process:

1. System calculation of eligibility and review dates based on rank and tenure data.2. System-calculated adjustment of dates based on breaks in service history




3. Burden of manually calculating eligibility and review datesIssues Addressed:



1. NoneConversion Approach:


1. NoneNew Forms:




Faculty Events

FE201 - Self-Service Faculty ActivitiesBusiness Process:

1. New functionality - Includes Activities, Committees, Presentations, Professional Training, Publications through Faculty Self Service.2. Use of this feature is optional by institution.


1. Employee has more access, control and update authority using Faculty Activities through Self-Service

Ownership Changes:


1. Increased employee access to Faculty Activity data.Issues Addressed:





1. NoneNew Forms:

1. Approvals and notifications as needed by institution. New Approvals:



Faculty Events

FE202 - Self-Service Faculty CredentialsBusiness Process:

1. Employee can initiate degree changes through Self Service that route for approval by institution-assigned role.







1. Extract data from ADP to Excel template2. Institution adds or modifies data in Excel template3. Excel to Component Interface (CI) run by Shared Services Center populates OneUSG



1. NoneNew Forms:




Faculty Events

FE203 - Faculty Self Service View Rank Tenure DataBusiness Process:

1. New functionality - faculty can view their rank history, review and eligibility dates, prior experience credit, and service history in self-service


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



Faculty Events

FE500 - Faculty Events SecurityBusiness Process:

1. Ability to create or modify Faculty Events data will be segregated by Company.2. Faculty Events security roles will be based on business processes to allow maximum flexibility in assigning access based on an institution's assignment of job duties.3. Faculty Events security roles will have access to view job data


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



Faculty Events

FE600 - Faculty Events Adhoc ReportingBusiness Process:


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



Faculty Events

FE810 - Manage CasesBusiness Process:









1. NoneNew Forms:




Faculty Events

FE820 - Contract AdministrationBusiness Process:









1. NoneNew Forms:

NoneNew Approvals:



Faculty Events

FE830 - Bulk Reappoint Part-Time FacultyBusiness Process:


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



Faculty Events

FE900 - Faculty Events ConfigurationBusiness Process:

1. Ability for institutions to maintain their own special titles, additional posts,


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



Faculty Events

FE999 - Faculty Data ConversionBusiness Process:


Ownership Changes:


Issues Addressed:

Policy Changes:




New Forms:

New Approvals:



End of Report


HCM Decision Point Fact SheetHCM-006-DPT

Faculty Events

ActiveDocument Status:

449 Issue: Historical Data for Faculty Events -

Final Decision:

Faculty Events will need up to 10 years or more of historical data for Faculty Events. Some of this data includes Faculty Activities, Managed Cases, and Faculty Leaves. Tenure Calculation is dependent on this history. The proposed strategy of a conversion row (current row) and a hire row will not meet the historical requirements for Faculty Events.

Document Details:

Potential Solutions:

Recommendation:

75HRAP Impact:

BPM Impact:

Not Applicable

0.0 Not Applicable

906 Issue: When will the Faculty Events module be available?-

The Faculty Events module will be introduced during the roll-out, Phase 1, targeted for July 2017.

Final Decision:

When will the Faculty Events module be available?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1245 Issue: Ranks-

Final Decision:

What rank codes will be available?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

CompleteDocument Status:

420 Issue: Faculty Events - Tenure Calculation-

Final Decision:



Faculty Events


420 Issue: Faculty Events - Tenure Calculation-

Final Decision:

MFE-Tenure Calculation require clarificationDocument Details:

<div class="ExternalClass445BBD1723E24A48A033CD8664AD973F"><p style="font-size:10pt">Work with Paula Casey to deliver a one day training to walk users through the MFE functionality - This assumes the MFE requirements have been documented.</p></div>


More information requiredRecommendation:

75HRAP Impact:

BPM Impact:

Not Applicable

0.0 Not Applicable

793 Issue: For the ADP Institutions, what will be the source for the Rank Change Date field in Create Tenure?

-

The extraction of data from ADP into the conversion template will set Rank change date equal to the effective date of a rank change in ADP. Institutions can modify this date (and other fields) prior to the data being uploaded into OneUSG.

Final Decision:

For the ADP Institutions, what will be the source for the Rank Change Date field in Create Tenure?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

794 Issue: Will Faculty Affairs offices have access to Job data?-

Faculty Affairs will have view only access to HR Job Data. If an institution is resistent to allowing this access, the System Office will partner to grant the access.

Final Decision:

Will Faculty Affairs offices have access to Job data?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

795 Issue: Will the Tenure Calculation process automatically calculate when an 8th year is awarded for Tenure?

-

8th year awarded will be manually flagged on the Tenure Data page. The Terminal Year calculated by the system will be adjusted by one

Final Decision:



Faculty Events


year when this flag is set.

Will the Tenure Calculation process automatically calculate when an 8th year is awarded for Tenure?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

796 Issue: Will Special Titles be managed centrally or will institutions have the autonomy to maintain?-

Special Titles are institution specific and will be maintained by the institution.

Final Decision:

Will Special Titles be managed centrally or will institutions have the autonomy to maintain?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

798 Issue: Who (at the institution) will be responsible for maintaining the Special Titles and Funding Sources associated with Administrative Posts?

-

Administrative Posts and Special Titles will each be managed by the institution as unique security roles. The roles can be assigned to the appropriate individual(s) at each instittution.

Final Decision:

Who (at the institution) will be responsible for maintaining the Special Titles and Funding Sources associated with Administrative Posts?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

799 Issue: Is the Funding Source on the Administrative Post associated with the funding distribution in Commitment Accounting?

-

Funding source on the Administrative Post is reporting only and not tied to commitment accounting

Final Decision:



Faculty Events


799 Issue: Is the Funding Source on the Administrative Post associated with the funding distribution in Commitment Accounting?

-

Funding source on the Administrative Post is reporting only and not tied to commitment accounting

Final Decision:

Is the Funding Source on the Administrative Post associated with the funding distribution in Commitment Accounting?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

800 Issue: Are tenure and promotion calculations managed jointly or separately?-

Promotion & tenure calculations are managed separatelyFinal Decision:

Are tenure and promotion calculations managed jointly or separately?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

801 Issue: Who will be responsible for managing faculty profiles (ie. Licences, Schools and Certifications)?-

Personal Profile will be managed centrally in faculty affairs or faculty affairs will have the ability to review profile updates before updating the database.

Final Decision:

Who will be responsible for managing faculty profiles (ie. Licences, Schools and Certifications)?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

802 Issue: Will Faculty be able to update the degree and education in profile management?-

Faculty can submit degrees and other credentials via Self Service but the database will not be updated until it has been approved by Faculty Credential approver.

Final Decision:



Faculty Events


802 Issue: Will Faculty be able to update the degree and education in profile management?-

Faculty can submit degrees and other credentials via Self Service but the database will not be updated until it has been approved by Faculty Credential approver.

Final Decision:

Will Faculty be able to update the degree and education in profile management?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

803 Issue: Will institutions maintain the Institution table and the CIP tables?-

No, SSC will maintain CIP & institution tables as they are shared by all institutions

Final Decision:

Will institutions maintain the Institution table and the CIP tables?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

804 Issue: Will institutions have the ability to maintain the Area of Study field in profile management?-

Majors and Minors will be centrally maintained by the Shared Services Center

Final Decision:

Will institutions have the ability to maintain the Area of Study field in profile management?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

851 Issue: What Education Information will be included as part of the profile management configuration?-

Degree information will be converted; however, High School Information will not be interfaced into Profile Management. Licenses, Certifications, Languages, Honors and Awards are additional credentials that can be recorded.

Final Decision:



Faculty Events


851 Issue: What Education Information will be included as part of the profile management configuration?-

Degree information will be converted; however, High School Information will not be interfaced into Profile Management. Licenses, Certifications, Languages, Honors and Awards are additional credentials that can be recorded.

Final Decision:

What Education Information will be included as part of the profile management configuration?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

852 Issue: What is the impact on the Service History calculation when an employee goes out on leave?-

A year of Service will be assigned to tenure track faculty unless they have been on leave or suspended for the full year. Academic Affairs will deterime if the clock needs to stop and can manually manipulate the Service History to stop or not stop the clock.

Final Decision:

What is the impact on the Service History calculation when an employee goes out on leave?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

853 Issue: Will faculty members be able to input their degrees directly into PeopleSoft? Will Academic Affairs be involved in the review process?

-

Profile Management will be utilized to record the degrees. 2 Fields will be added in profile management to capture the Transcript Received and Received Date on Degrees. Academic Affairs will review the degree before the actual record is updated

Final Decision:

Will faculty members be able to input their degrees directly into PeopleSoft? Will Academic Affairs be involved in the review process?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

854 Issue: Since OneUSG go-live will not coincide with the academic calendar, how will the tenure calculation be configured to address cutover / conversion?

-

Following conversion of tenure data, the Perform Tenure Calculation Final Decision:



Faculty Events


process will be run by institutions to populate Service History. The Tenure Calculation assigns service history back to Tenure Track Start Date in cases where no history exists. Manual adjustments will be needed after this process to reflect any stops in faculty tenure clock.

Since OneUSG go-live will not coincide with the academic calendar, how will the tenure calculation be configured to address cutover / conversion?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

End of Report


HCM Use CasesHCM-010-TST

Faculty Events

Use Case ID

Business Process:

Business Process Step

FE101 - Establish New Faculty

Role NameResponsibility

Receive hiring documents from HRFE101.01 Academic Affairs AdministratorInstitution

Enter rank, tenure and prior experienceFE101.02 Academic Affairs AdministratorInstitution

Assign funding and effort informationFE101.03 Academic Affairs AdministratorInstitution

Add Special TitlesFE101.04 Academic Affairs AdministratorInstitution

Add CredentialsFE101.05 Academic Affairs AdministratorInstitution

Enter additional postsFE101.06 Academic Affairs AdministratorInstitution



Faculty Events

Use Case ID

Business Process:


FE102 - Assign Funding and Effort


Receive notification of new hire or status change

FE102.01 Academic Affairs AdministratorInstitution

Enter funding and effort informationFE102.02 Academic Affairs AdministratorInstitution

Review position funding in Commitment Accounting

FE102.03 BOR CA Admin SInstitution

Determine whether funding changes are needed


Determine whether retro accounting changes are needed




Faculty Events

Use Case ID

Business Process:


FE103 - Administer Additional Posts


Award additional post to faculty memberFE103.01 Academic Affairs AdministratorInstitution

Notify Academic Affairs of new awardFE103.02 Academic Affairs AdministratorInstitution

Update faculty member's post assignments


Attach award documentation to faculty member's profile




Faculty Events

Use Case ID

Business Process:


FE104 - Administer Special Titles


Award special title to faculty memberFE104.01 Academic Affairs AdministratorInstitution

Notify Academic Affairs of special title award


Update faculty member's title awardsFE104.03 Academic Affairs AdministratorInstitution

Attach award documentation to faculty member's profile




Faculty Events

Use Case ID

Business Process:


FE105 - Faculty Status Changes


Receive change docmentationFE105.01 Academic Affairs AdministratorInstitution

Determine whether special title awarded or changed


Determine whether additional post added or changed


Determine whether committee appointments added or changed


Determine whether rank impactedFE105.05 Academic Affairs AdministratorInstitution

Determine whether tenure impactedFE105.06 Academic Affairs AdministratorInstitution

Determine whether funding / effort impacted




Faculty Events

Use Case ID

Business Process:


FE106 - Annual Tenure Calculation


Run Annual Service Calculation processFE106.01 Academic Affairs AdministratorInstitution

Review Error Log/MessagesFE106.02 Academic Affairs AdministratorInstitution

Resolve errorsFE106.03 Academic Affairs AdministratorInstitution

Run Service History ReportsFE106.04 Academic Affairs AdministratorInstitution

Review Report InformationFE106.05 Academic Affairs AdministratorInstitution

Run Leave ReportsFE106.06 Academic Affairs AdministratorInstitution

Review Report InformationFE106.07 Academic Affairs AdministratorInstitution

Update Service History, as neededFE106.08 Academic Affairs AdministratorInstitution

Run Years of Service ReportsFE106.09 Academic Affairs AdministratorInstitution

Run Eligibility ReportsFE106.10 Academic Affairs AdministratorInstitution

Distribute ReportsFE106.11 Academic Affairs AdministratorInstitution



Faculty Events

Use Case ID

Business Process:


FE107 - Calculate Eligibility Dates


Process hire and status change eventFE107.01 BOR Batch Process / ScheduleInstitution

Perform annual tenure calculationFE107.02 BOR Batch Process / ScheduleInstitution

Review tenure track informationFE107.03 BOR Batch Process / ScheduleInstitution

If Not Tenure on Track, determine whether prior experience is reflected in the calculation; if not, adjust first eligible

FE107.04 BOR Batch Process / ScheduleInstitution

If still Not Tenure on Track, identify "stops" in service history; if "stops" are identified, adjust first eligible, 3rd year review and terminal year information, as appropriate


If still Not Tenure on Track, identify extensions; if extensions are identified, adjust terminal year


If still Not Tenure on Track, confirm 8th years has been awarded; if not, process 8th year award


If still Not Tenure on Track, calculate promotion eligibility, based on rank change date


If tenure is on-track and the faculty member is part-time, prorate the years required by the FTE


Assess faculty member's eligibility for tenure




Faculty Events

Use Case ID

Business Process:


FE201 - Self-Service Faculty Activities


Perform Faculty ActivityFE201.01 BOR FacultyInstitution

For new activities, enter information via Self Service and attach supporting documentation, if required

FE201.02 BOR FacultyInstitution

For new committee memberships, request addition of committee by Academic Affairs


Set up new committees and committee types, as needed

FE201.04 Academic Affairs AnalystInstitution

After set up complete, enter committee membership activity via Self Service


For professional training activities, enter training information via Self Service


For presentation training activities, enter presentation information via Self Service




Faculty Events

Use Case ID

Business Process:


FE203 - Faculty Self Service View Rank Tenure Data


Review rank data in Self ServiceFE203.01 BOR FacultyInstitution

Determine whether corrections are needed


Correct rank dataFE203.03 Academic Affairs AdministratorInstitution

Review tenure data in Self ServiceFE203.04 BOR FacultyInstitution

Determine whether corrections are needed


Correct tenure dataFE203.06 Academic Affairs AdministratorInstitution



Faculty Events

Use Case ID

Business Process:


FE600 - Faculty Events Adhoc Reporting


Determine what group of reports to runFE600.01 BOR FacultyInstitution

Determine what group of reports to runFE600.01 Academic Affairs Analyst-SSCSSC

To review Annual Tenure Calculation, run related reports


To review Annual Tenure Calculation, run related reports

FE600.02 Academic Affairs Analyst-SSCSSC

Run Service History ReportFE600.03 BOR FacultyInstitution

Run Service History ReportFE600.03 Academic Affairs Analyst-SSCSSC

Run Faculty Leave ReportFE600.04 BOR FacultyInstitution

Run Faculty Leave ReportFE600.04 Academic Affairs Analyst-SSCSSC

Run Years of Service ReportFE600.05 BOR FacultyInstitution

Run Years of Service ReportFE600.05 Academic Affairs Analyst-SSCSSC

Run Tenure Eligibility ReportFE600.06 BOR FacultyInstitution

Run Tenure Eligibility ReportFE600.06 Academic Affairs Analyst-SSCSSC

Run Promotion Eligibility ReportFE600.07 BOR FacultyInstitution

Run Promotion Eligibility ReportFE600.07 Academic Affairs Analyst-SSCSSC

To review faculty demographic information, run related reports


To review faculty demographic information, run related reports


Run Academic Contract ReportFE600.09 Academic Affairs AdministratorInstitution

Run Academic Contract ReportFE600.09 Academic Affairs Analyst-SSCSSC

Run Fiscal Contract ReportFE600.10 Academic Affairs AdministratorInstitution

Run Fiscal Contract ReportFE600.10 Academic Affairs Analyst-SSCSSC

Run Adjunct Faculty ReportFE600.11 Academic Affairs AdministratorInstitution

Run Adjunct Faculty ReportFE600.11 Academic Affairs Analyst-SSCSSC

Run Part-Time Faculty ReportFE600.12 Academic Affairs AdministratorInstitution

Run Part-Time Faculty ReportFE600.12 Academic Affairs Analyst-SSCSSC

To review other information, define custom requirements




Faculty Events

Use Case ID

Business Process:


FE600 - Faculty Events Adhoc Reporting


To review other information, define custom requirements


If development assistance required, log an ITS Help Desk tick


If development assistance required, log an ITS Help Desk tick


If no development assistance required, create and execute custom query


If no development assistance required, create and execute custom query




Faculty Events

Use Case ID

Business Process:


FE900 - Faculty Events Configuration


Update faculty credentials - degreeFE900.01 Academic Affairs AnalystInstitution

Update faculty credentials - degreeFE900.01 Academic Affairs Analyst-SSCSSC

Update faculty credentials - minor/majorFE900.02 Academic Affairs AnalystInstitution

Update faculty credentials - minor/majorFE900.02 Academic Affairs Analyst-SSCSSC

Update faculty credentials - licenseFE900.03 Academic Affairs AnalystInstitution

Update faculty credentials - licenseFE900.03 Academic Affairs Analyst-SSCSSC

Update faculty credentials - certificationFE900.04 Academic Affairs AnalystInstitution

Update faculty credentials - certificationFE900.04 Academic Affairs Analyst-SSCSSC

Update faculty credentials - honorFE900.05 Academic Affairs AnalystInstitution

Update faculty credentials - honorFE900.05 Academic Affairs Analyst-SSCSSC

Update faculty credentials - awardFE900.06 Academic Affairs AnalystInstitution

Update faculty credentials - awardFE900.06 Academic Affairs Analyst-SSCSSC

Update faculty credentials - languageFE900.07 Academic Affairs AnalystInstitution

Update faculty credentials - languageFE900.07 Academic Affairs Analyst-SSCSSC

Update faculty credentials - institutionFE900.08 Academic Affairs AnalystInstitution

Update faculty credentials - institutionFE900.08 Academic Affairs Analyst-SSCSSC

Update CIP CodesFE900.09 Academic Affairs AnalystInstitution

Update CIP CodesFE900.09 Academic Affairs Analyst-SSCSSC

Update faculty activities setup - committee membership


Update faculty activities - committee type


Update faculty activities setup - additional posts


Update faculty activities setup - special titles


Update faculty activities setup - ranksFE900.14 Academic Affairs AnalystInstitution



End of Report


HCM Business RequirementsHCM-004-REQ

Faculty Events

Business Process Name: FE101 - Establish New Faculty

Delivered FunctionalityRequirement Met By: Vendor:

RICE Title:

Req. ID Requirement DetailRequirement Summary

RICE Type:

72 Ability to hire Faculty employeesHR008 - HR-04 - Hire Faculty

76 Ability to hire limited term facultyHR013 - HR-08 - Hire Limited Term Faculty

77 Ability to hire full time facultyHR008 - HR-09 - Hire Full-Time Faculty

78 Ability to hire temporary facultyHR013 - HR-10 - Hire Temporary Faculty

79 Ability to hire part time facultyHR013 - HR-11 - Hire Part-Time Faculty

89 Ability to re-hire Faculty employeesHR026 - HR-21 - Rehire Faculty

1278 Ability to provide consistently IPEDS reporting across USG, data fields being interpreted consistently based on approved definitions. This will be proven out during parallel testing with multipe data sets.

HR043 - FE-14 Ability to provide consistently IPEDS reporting across USG

1297 Ability to capture Faculty Tenure and Rank

HR036 - FE-18 Ability to capture Faculty Tenure and Rank

1324 Ability to distinguish differect Faculty Contract types

HR037 - FE-45 Ability to distinguish different Faculty Contract types

1328 Ability to develop MFE ProfileHR036 - FE-49 Ability to develop MFE Profile

RICE (oneusg)Requirement Met By: Vendor:

FEONL006 - Create Tenure Page ChangesRICE Title:


RICE Type: Enhancement

1296 Ability to record non-primary appointments for Faculty - Joint Employment

HR036 - FE-17 Ability to record non-primary appointments for Faculty

1305 Ability to view Faculty Data in one location

HR040 - FE-26 Ability to view Faculty Data in one location

1309 Ability to effective date tenure data, to keep history

HR038 - FE-30 Ability to effective date tenure data



Faculty Events

Business Process Name: FE101 - Establish New Faculty





1320 Ability to provide a Rank/History View which flags join academic approvals

HR037 - FE-41 Abillty to provide a Rank/History View which flags joint academic approvals

1341 HR Job Data will populate FE fields automatically

HR036 - FE-62 HR Job Data will populate FE fields automatically

4617 Capture prior experience and whether it applies to promotion or tenure or both.

4618 Effective dating on tenure data to capture changes over time

4620 Ability to adjust service history assigned by the tenure calc program

4622 Need to allow for institution-specific ranks

4626 Create Tenure Data page needs to include Company and Empl Record

4628 Include a tab for Related Jobs on the Tenure Data page.

4640 Ability to record CIP Teaching Code as part of tenure data

FEPRC001 - FE CIP Codes (FE-16)RICE Title:



1295 Ability to record and report CIP codes for Faculty

HR040 - FE-16 Ability to record and report on CIP codes for faculty

HRAUD003 - Audit records for HCM, T&L, AMRICE Title:



4619 Need to record changes to key MFE data fields (audit tables).



Faculty Events

Business Process Name: FE102 - Assign Funding and Effort


FEONL002 - Faculty Events - Activity DistributionRICE Title:



1340 Ability to capture use of Activity % - Instruction, Administrative, Research and Service

HR036 - FE-61 Ability to capture use of Activity % - Instruction, Administrative, Research and Service

FEONL003 - Academic Affairs Security RoleRICE Title:



4638 Ability for MFE users to view funding distribution (commitment accounting) for faculty

UAPRC001 - UnassignedRICE Title:



318 Faculty Chair Assigned Effort (BOR Fund & Effort)

HR040 - GRU-026 - Faculty Chair Assigned Effort (BOR Fund & Effort)



Faculty Events

Business Process Name: FE103 - Administer Additional Posts


RICE Title:


RICE Type:

204 Ability to support single, lump sum, and dual employment positions

HR039 - PM-07 - Support Single, Lump Sum and Dual Employement

1338 Ability to add additional choices to Administrative Post Table

HR036 - FE-59 Ability to add additional choices to Administrative Post Table


FEONL007 - Track Events - Page ChangesRICE Title:



4635 Change label from Administrative Posts to Additional Posts



Faculty Events

Business Process Name: FE104 - Administer Special Titles





1668 These are professorships and chairs - possibly capturing on Adm Posts

HR036 - FE 68 Ability to capture Board Approval for endowed or special titles



Faculty Events

Business Process Name: FE105 - Faculty Status Changes





4632 On Tenure Date page create a tab for Rank History that will summarize changes in tenure status, rank, and department.



Faculty Events

Business Process Name: FE106 - Annual Tenure Calculation


RICE Title:


RICE Type:

102 Ability to manage Faculty FMLA leave (tenure)

HR045 - HR-34 - Manage Faculty FMLA Leave (tenure)

Not ApplicableRequirement Met By: Vendor:

RICE Title:


RICE Type:

2607 Create policy to document when electronic signatures are acceptable

HR037 - POL-02 Acceptance of Electronic Signatures





1304 Ability to map tenure cutoff date to BOR policy

HR038 - FE-25 Ability to map tenure cutoff date to BOR policy

FERPT - Faculty Leave QueryRICE Title:


RICE Type: Query

322 Leave history is one of the considerations for Tenure calculations

HR040 - FE-06 - Ability to capture leave history for faculty being considered for tenure

3382 FMLA Stop Tenure Clock: Update HRAP and BPM with recent changes to FMLA, provide standard forms.

HRAP (2g) Leave / Leave Accruals-Stop Tenure Clock

FERPT - Perform Tenure Calculation report/queryRICE Title:


RICE Type: Query

4637 Need a query to view Service History that is assigned by the Perform Tenure Calculation process




1303 Ability to capture tenure calculations in a clear visible manner in PS to ensure consistent standardize calculations across the institutions.

HR038 - FE-24 Ability to ensure standardize tenure calculations across the institutions according to BOR policy.



Faculty Events

Business Process Name: FE107 - Calculate Eligibility Dates


RICE Title:


RICE Type:

1315 Ability to use extended leave framework for Faculty Leave - Educational and Professional

HR038 - FE-36 Ability to use extended leave framework for Faculty Leave - Educational and Professional

1330 Ability to record "Promotion Eligibility" date

HR038 - FE-51 Ability to record "Promotion Eligibility" date


FEINT002 - Integration between HR and MFERICE Title:



1269 Ability to process a faculty promotion through HR to support Academic Affairs.

HR038 - HR-123 Ability to process a faculty promotion through HR




4621 Need system calculation of promotion and tenure review dates - 3rd year review, first year eligible, terminal year, etc.

Need system calculation of promotion and tenure review dates - 3rd year review, first year eligible, terminal year, etc.

4639 Need ability to track 8th year awarded by President

Need ability to track 8th year awarded by President

FEPRC001 - FE Tenure CalculationRICE Title:



1326 Ability to use standard Service Calc rules to calculate Tenure for the 80%

HR038 - FE-47 Ability to use standard Service Calc rules to calculate Tenure for the 80%

FEPRC002 - FE Promotion CalculationRICE Title:



128 Ability to manage the tenure processHR038 - FE-03 - Manage Tenure and Promotion Process

1331 Ability to override "Promotion Eligibility" by Department

HR038 - FE-52 Ability to override "Promotion Eligibility" by Department



Faculty Events

Business Process Name: FE201 - Self-Service Faculty Activities


RICE Title:


RICE Type:

1323 Ability to capture Committe Types on Committee Review

HR038 - FE-44 Ability to capture Committe Types on Committee Review

2765 ES201.01 - Faculty Activities Should be Tracked in oneusg

2766 ES201.02 - Faculty Administrative Posts Should be Tracked in PeopleSoft

2767 ES201.03 - Faculty Committees Should be Tracked in PeopleSoft

2768 ES201.04 - Faculty Presentations Should be Tracked in PeopleSoft

2769 ES201.05 - Faculty Professional Training Should Be Tracked in PeopleSoft

2770 ES201.06 - Faculty Publications Should be Tracked in PeopleSoft

2771 ES201.07 - Faculty Student Advising Should be Tracked in PeopleSoft

2772 ES201.08 - Faculty Teaching Responsibilities Should be Tracked in PeopleSoft



Faculty Events

Business Process Name: FE202 - Self-Service Faculty Credentials


FEWKF001 - Degree Approval for FacultyRICE Title:


RICE Type: Workflow

4625 When faculty add degrees or other credentials through self-service need to route through Academic Affairs approver role.

HRCNV019 - Conversion Schools Table RICE Title:


RICE Type: Conversion

1339 Ability to select description from School Code custom table andretain history of school name

Institution table in ADP Environment needs to be converted - houses this information

HR036 - FE-60 Ability to select description from School Code custom table and retain history of school name



Faculty Events

Business Process Name: FE203 - Faculty Self Service View Rank Tenure Data


FEPRC016 - FE FLUIDRICE Title:



4616 Faculty have unique data that is not available through Employee Self Service. Need a Faculty Data Self Service page where faculty can view their rank and tenure history, promotion and tenure review dates, additional posts, special titles, and funding and effort.

Ability for faculty to view rank and tenure data



Faculty Events

Business Process Name: FE500 - Faculty Events Security


RICE Title:


RICE Type:

303 Faculty Demographic DataHR040 - GRU-011 - Faculty Demographic Data

304 Faculty Contact Data – Campus Contact Data to include Phone/email

HR040 - GRU-012 - Faculty Contact Data – Campus Contact Data to include Phone/email

305 Faculty AddressesHR040 - GRU-013 - Faculty Addresses

FEPRC001 - MFE SecurityRICE Title:



659 Ability to sync data in MFE and position data automatically

HR036 - PM-39 Ability to sync data in MFE and position data automatically

1325 Ability to view History, Tenure, Rank, Compensation, and Leave

HR036 - FE-46 Ability to view History, Tenure, Rank, Compensation, and Leave

4636 Support decentralized maintenance of institution-specific administrative posts, special titles, and ranks.

FESEC001 - Create Custom Security for MFERICE Title:



1306 Ability for Academic Affairs to view Job Data

HR040 - FE-27 Ability for Academic Affairs to view Job Data

1314 Ability to retain history on retire Faculty (Emeritus)

HR040 - FE-35 Ability to retain history on retired Faculty (Emeritus)



Faculty Events

Business Process Name: FE600 - Faculty Events Adhoc Reporting


RICE Title:


RICE Type:

1277 Ability to use SWB Action to track part-time faculty breaks. Processes and procedures will need to be defined to support this action/action reason

HR003 - FE-13 Ability to use SWB Action to track part-time faculty breaks


RICE Title:


RICE Type:

301 Active Faculty – Job & Tenure DataHR600 - GRU-009 - Active Faculty – Job & Tenure Data

302 Active Faculty by Department (prompt on DeptID) – Job & Tenure Data

HR040 - GRU-010 - Active Faculty by Department (prompt on DeptID) – Job & Tenure Data

2355 Need a report that identifies: FE Tenure Report (FE-20)

CA114 - RPT006 - FE Tenure Report (FE-20)

FERPT - Academic Year Contract FacultyRICE Title:


RICE Type: Query

321 Academic Year Contract FacultyHR040 - GRU-029 - Academic Year Contract Faculty

FERPT - Adjunct Faculty ListRICE Title:


RICE Type: Query

319 Clinical/Adjunct Faculty ListHR040 - GRU-027 - Clinical/Adjunct Faculty List

FERPT - Fiscal Year Contract FacultyRICE Title:


RICE Type: Query

320 Fiscal Year Contract FacultyHR040 - GRU-028 - Fiscal Year Contract Faculty

FERPT014 - Promotion, Eligibility and Rank ReportRICE Title:


RICE Type: Query

1300 Ability to Track & Report on Rank. Will leverage GRU reports along with PS delivered reports

HR038 - FE-21 Ability to Track & Report on Rank



Faculty Events

Business Process Name: FE820 - Contract Administration


RICE Title:


RICE Type:

1353 Ability to record Faculty Contract Length

HR037 - FE-64 Ability to record Faculty Contract Length


FEINT003 - Faculty Events to Contract Pay IntegrationRICE Title:


RICE Type: Interface

57 Ability to make faculty contract updates throughout the year

HR037 - GA-26 - Update Faculty Contracts

327 Load MFE Indicative Contract Info, important data elements which produce the contract document

HR036 - FE-08 - Load MFE Indicative Contract Info

328 Process MFE Contracts, create contract word documents which is populated from data elements in PeopleSoft

HR037 - FE-09 - Process MFE Contracts

329 Ability to update Contract Data throughout the year

HR037 - FE10 - Update Contract Data

1301 Ability to generate Faculty Contracts.HR037 - FE-22 Ability to generate Faculty Contracts

FEWF001 - MFE Contract Administration workflow approvalsRICE Title:



1312 Ability to process Faculty Contracts through ESS (Signature and Approval)

HR037 - FE-33 Ability to process Faculty Contract through ESS along with Part time agreements




306 Faculty Contract DataHR040 - GRU-014 - Faculty Contract Data



Faculty Events

Business Process Name: FE830 - Bulk Reappoint Part-Time Faculty


FEPRC005 - Bulk Reappointment RICE Title:



292 Selects faculty who have worked in specific Job Family job codes within a timeframe determined by the user. Matching employees are loaded an internal MFE Work Table allowing users to view and audit results as well as add new faculty members. The process provides a report showing employees who are already in MFE and a report showing employees not in MFE (potential new additions). The process will select potential employees by Company and a Month End Date and may be run multiple times.

HR036 - FE-05 - MFE Bulk Reapproval -?

324 Create PPGRA Work TableHR003 - EPBH005 - Create PPGRA Work Table

325 Load Approved Active Appointments to Job

HR003 - EPBH006 - Load Approved Active Appointments to Job



Faculty Events

Business Process Name: FE900 - Faculty Events Configuration





4623 Need to be able to set up institution specific additional posts.

4624 Need to be able to set up institution-specific special titles that track the following elements: effective date, department, minimum rank requirement, minimum tenure requirement, time limit, renewability, BOR approval date, endowed, fund source



Faculty Events

Business Process Name: FE999 - Faculty Data Conversion


RICE Title:


RICE Type:

4634 Need to convert faculty and staff degrees

FECNV001 - Convert Activity Distribution - Faculty EventsRICE Title:



4633 Need to convert faculty Funding and Effort (Activity Distribution)

FECNV003 - Convert Create Tenure Setup PageRICE Title:



4629 Need to convert faculty rank and tenure data

FECNV004 - Convert Special Titles - Faculty Events Additional PostsRICE Title:



4630 Need to convert faculty special titles and special title setup

4631 Need to convert faculty additional posts and additional post setup



End of Report


RICE InventoryHCM-015-RIC

Faculty Events


Rice IDRiceTitle Rice Detail PeopleSoft Project

835FECNV001 - Convert Activity Distribution - Faculty Events

Develop Excel to CI to populate the Activity Distribution Component in Facuty Events

BOR_HR_E_EFFORT_FUNDING

812FECNV002 - Convert Additional Posts - Faculty Events

Develop an Excel to CI Program to Load Additional Posts

BOR_EG_E_MFE

816FECNV003 - Convert Create Tenure Setup Page

Develop an Excel to CI Conversion Routine to Populate the Create Tenure component within Faculty Events. Create an Excel to CI Conversion Routine to Populate the Prior Experience Credit page within Faculty Events.Create an Excel to CI Conversion Routine to Populate the Service History page within Faculty Events.

BOR_EG_E_MFE

811FECNV004 - Convert Special Titles - Faculty Events Additional Posts

Develop an Excel to CI Program to Load Special Titles

BOR_EG_E_MFE



754FEAUD001 - Audit MFE Tables

Audit MFE Tables BOR_EG_E_MFE

815FEONL001 - Display Long Description Degrees and Education in Profile Management

Display Long Description Degrees and Education in Profile Management

BOR_TA_DEGREES_FL

810FEONL002 - Faculty Events - Activity Distribution

Clone ADP Page to Capture Activity Distributions (Funding and Effort)


813FEONL003 - Academic Affairs Security Role

Create Functionality to Assign Faculty Events Security Role based on Paygroup / Employee Status

BOR_SE_E_SEC_ROLE_PL

749FEONL006 - Create Tenure Page Changes

Create Tenue Page Changes BOR_EG_E_MFE

752FEONL007 - Track Events - Page Changes

MFE - Track Events - Page Changes BOR_EG_E_MFE



Faculty Events



753FEONL008 - Education Tracking on Person Profile

MFE - Education Tracking on Person Profile

1101FEONL009 - Faculty Special Titles

Need to be able to assign institution specific special titles to faculty. Requires setup tables as well as Faculty Events, Track Events page for assigning titles to faculty.

193FEPRC001 - FE CIP Codes (FE-16)

CIP Codes are a part of the Faculty Events required information. These codes exist in the GRU environmentCIP Codes are National Standard codes created and maintained by the NCES. http://nces.ed.gov/ipeds/cipcode/Default.aspx?y=55

Because this data is reviewed and updated by NCES, this needs to be an Effective Dated table with Active/Inactive flag.

BOR_EG_E_CIP_CODES

736FEPRC001 - FE Tenure Calculation

MFE Changes to the tenure calculation pages and routines

911FEPRC001 - MFE Security

Academic Affairs practitioners will maintain MFE data and will need read access to HR data. More details to be fleshed out.


737FEPRC002 - FE Promotion Calculation

Add custom functionality to calculate promotion status, similar to the way the delivered tenure calculation works. Add either effective dating to tables or a means by which to audit them for changes.

738FEPRC016 - FE FLUID

FLUID for Manage Faculty Events BOR_HR_E_FLUID_MFE

802FESEC001 - Create Custom Security for MFE

The new MFE design requires that members of Faculty/Academic Affairs who will be working on MFE have read-only access to Job, Personal, Employment, and Position data for faculty members only. Faculty members can be identified by their Paygroups (XXS, XXP, XXY, and XXF)




Faculty Events



196FEWF001 - MFE Contract Administration workflow approvals

MFE Contract Administration



161FEINT004 - MFE Contracts Budget (Inbound)

MFE Contracts Budget - see ADP EPIH007.sqr PC: It is my understanding from discussions with Carrie V only the outbound file is in scope for pilot. Discussed again with Carrie on 7/30/2015 JAS: This SQR loads the Institution's budget into the EV5 Contract Work Table in preparation for the creation of contracts. Budget is loaded via a flat file provided by the Institution whose filename is entered as a parameter. The process produces a report showing the budget update by employee as well as any error conditions encountered.

KKL: This is not used in ADP. It is my understanding from institution MFE users that the contract process in ADP never worked.

1096FEPRC005 - Bulk Reappointment

RICE Type: Query


1099FERPT - Academic Year Contract Faculty

Academic Year Contract Faculty

1097FERPT - Adjunct Faculty List

Clinical/Adjust Faculty List

1100FERPT - Faculty Leave Query

Need query to capture leave history for faculty being considered for tenure

1098FERPT - Fiscal Year Contract Faculty

Fiscal Year Contract Faculty



Faculty Events

RICE Type: Query


1102FERPT - Perform Tenure Calculation report/query

Need a report or query that shows Service History assigned to each faculty member during the Perform Tenure Calculation operation. Prompt by Calc Group and Dates.

817FERPT012 - Part Time Faculty Bulk Reappointment Report

826FERPT013 - Post Tenure Review Report

823FERPT014 - Promotion, Eligibility and Rank Report

824FERPT016 - Tenure, Eligibility and Rank Report

829FERPT020 - Years of Service Report

827FERPT021 - Mandatory Review Date Report

410HRRPT003 - SSC Employees with multiple W2s (Joint Staffing)

SSC _ Employees with multiple W2s (Joint Staffing) See Libraries - Sample Input & Output Files - ADPR Sample Reports & Detail Not applicable to GRU.

1/28-SP See Diane S for latest requirements

Not Payroll. This is faculty data. On hold until MFE has been implemented.



Faculty Events

RICE Type: Query


411HRRPT004 - SSC AAUP Faculty Survey Annual

SSC AAUP Faculty Survey 2014 Confirm phase with Kristine Lesher (SSC) See Libraries - Sample Input & Output Files - ADPR Sample Reports & Detail

Should this be assigned to Payroll? No

1/28-SP See Diane S for latest requirements

2/23-Requires MFE Data. Cannot bebuilt until MFE is implemented.

RICE Type: Workflow


889FEWKF001 - Degree Approval for Faculty

When employees add a degree, need faculty routing to be different from staff routing.



End of Report


RICE Inventory with RequirementsHCM-016-RICFaculty Events


835FECNV001 - Convert Activity Distribution - Faculty Events

Develop Excel to CI to populate the Activity Distribution Component in Facuty Events


Requirement SummaryReq. ID

Requirements Information


Need to convert faculty Funding and Effort (Activity Distribution)4633

816FECNV003 - Convert Create Tenure Setup Page

Develop an Excel to CI Conversion Routine to Populate the Create Tenure component within Faculty Events. Create an Excel to CI Conversion Routine to Populate the Prior Experience Credit page within Faculty Events.Create an Excel to CI Conversion Routine to Populate the Service History page within Faculty Events.

BOR_EG_E_MFE




Need to convert faculty rank and tenure data4629

811FECNV004 - Convert Special Titles - Faculty Events Additional Posts

Develop an Excel to CI Program to Load Special Titles BOR_EG_E_MFE




Need to convert faculty special titles and special title setup4630

Need to convert faculty additional posts and additional post setup4631

800HRCNV019 - Conversion Schools Table

Conversion of the ADP Schools Table should use the attached list.

BOR_EG_E_SCHOOL_TBL




HR036 - FE-60 Ability to select description from School Code custom table and retain history of school name

1339






884FEINT002 - Integration between HR and MFE

If a faculty promotion occurs in Job data, insert a row in tenure data with the new rank (unless a record with that rank already exists for that employee). Note: many promotions occur in budget prep so could be triggered from budget prep import or individual HR transaction.

R1s have additional ranks beyond those used by ADP. Will need to investigate these further.



HR038 - HR-123 Ability to process a faculty promotion through HR1269

810FEONL002 - Faculty Events - Activity Distribution

Clone ADP Page to Capture Activity Distributions (Funding and Effort)





HR036 - FE-61 Ability to capture use of Activity % - Instruction, Administrative, Research and Service

1340

813FEONL003 - Academic Affairs Security Role

Create Functionality to Assign Faculty Events Security Role based on Paygroup / Employee Status





Ability for MFE users to view funding distribution (commitment accounting) for faculty

4638






HR036 - FE-17 Ability to record non-primary appointments for Faculty1296

HR038 - FE-25 Ability to map tenure cutoff date to BOR policy1304

HR040 - FE-26 Ability to view Faculty Data in one location1305

HR038 - FE-30 Ability to effective date tenure data1309

HR037 - FE-41 Abillty to provide a Rank/History View which flags joint academic approvals

1320

HR036 - FE-62 HR Job Data will populate FE fields automatically1341









Capture prior experience and whether it applies to promotion or tenure or both.

4617

Effective dating on tenure data to capture changes over time4618

Ability to adjust service history assigned by the tenure calc program4620

Need system calculation of promotion and tenure review dates - 3rd year review, first year eligible, terminal year, etc.

4621

Need to allow for institution-specific ranks4622

Create Tenure Data page needs to include Company and Empl Record4626

Include a tab for Related Jobs on the Tenure Data page.4628

On Tenure Date page create a tab for Rank History that will summarize changes in tenure status, rank, and department.

4632

Need ability to track 8th year awarded by President4639

Ability to record CIP Teaching Code as part of tenure data4640

752FEONL007 - Track Events - Page Changes

MFE - Track Events - Page Changes BOR_EG_E_MFE




HR036 - FE 68 Ability to capture Board Approval for endowed or special titles

1668

Need to be able to set up institution specific additional posts.4623

Need to be able to set up institution-specific special titles that track the following elements: effective date, department, minimum rank requirement, minimum tenure requirement, time limit, renewability, BOR approval date, endowed, fund source

4624

Change label from Administrative Posts to Additional Posts4635

193FEPRC001 - FE CIP Codes (FE-16)

CIP Codes are a part of the Faculty Events required information. These codes exist in the GRU environmentCIP Codes are National Standard codes created and maintained by the NCES. http://nces.ed.gov/ipeds/cipcode/Default.aspx?y=55

Because this data is reviewed and updated by NCES, this needs to be an Effective Dated table with

BOR_EG_E_CIP_CODES





Active/Inactive flag.



HR040 - FE-16 Ability to record and report on CIP codes for faculty1295

736FEPRC001 - FE Tenure Calculation

MFE Changes to the tenure calculation pages and routines




HR038 - FE-47 Ability to use standard Service Calc rules to calculate Tenure for the 80%

1326

911FEPRC001 - MFE Security

Academic Affairs practitioners will maintain MFE data and will need read access to HR data. More details to be fleshed out.





HR036 - PM-39 Ability to sync data in MFE and position data automatically

659

HR036 - FE-46 Ability to view History, Tenure, Rank, Compensation, and Leave

1325

Support decentralized maintenance of institution-specific administrative posts, special titles, and ranks.

4636

737FEPRC002 - FE Promotion Calculation

Add custom functionality to calculate promotion status, similar to the way the delivered tenure calculation works. Add either effective dating to tables or a means by which to audit them for changes.




HR038 - FE-03 - Manage Tenure and Promotion Process128

HR038 - FE-52 Ability to override "Promotion Eligibility" by Department1331

738FEPRC016 - FE FLUID

FLUID for Manage Faculty Events BOR_HR_E_FLUID_MFE




Ability for faculty to view rank and tenure data4616




802FESEC001 - Create Custom Security for MFE

The new MFE design requires that members of Faculty/Academic Affairs who will be working on MFE have read-only access to Job, Personal, Employment, and Position data for faculty members only. Faculty members can be identified by their Paygroups (XXS, XXP, XXY, and XXF)





HR040 - FE-27 Ability for Academic Affairs to view Job Data1306

HR040 - FE-35 Ability to retain history on retired Faculty (Emeritus)1314

196FEWF001 - MFE Contract Administration workflow approvals

MFE Contract Administration




HR037 - FE-33 Ability to process Faculty Contract through ESS along with Part time agreements

1312

593HRAUD003 - Audit records for HCM, T&L, AM

Initial list of records to activate audit tracking. BOR_AB_C_AUDIT, BOR_TL_C_AUDIT




Need to record changes to key MFE data fields (audit tables).4619

699UAPRC001 - Unassigned




HR040 - GRU-014 - Faculty Contract Data306

HR040 - GRU-026 - Faculty Chair Assigned Effort (BOR Fund & Effort)318

HR038 - FE-24 Ability to ensure standardize tenure calculations across the institutions according to BOR policy.

1303






11FEINT003 - Faculty Events to Contract Pay Integration

Faculty Events to Contract Pay Integration



HR037 - GA-26 - Update Faculty Contracts57

HR036 - FE-08 - Load MFE Indicative Contract Info327

HR037 - FE-09 - Process MFE Contracts328

HR037 - FE10 - Update Contract Data329

HR037 - FE-22 Ability to generate Faculty Contracts1301

1096FEPRC005 - Bulk Reappointment




HR036 - FE-05 - MFE Bulk Reapproval -?292

HR003 - EPBH005 - Create PPGRA Work Table324

HR003 - EPBH006 - Load Approved Active Appointments to Job325

RICE Type: Query

1099FERPT - Academic Year Contract Faculty

Academic Year Contract Faculty




HR040 - GRU-029 - Academic Year Contract Faculty321

1097FERPT - Adjunct Faculty List

Clinical/Adjust Faculty List




HR040 - GRU-027 - Clinical/Adjunct Faculty List319

1100FERPT - Faculty Leave Query

Need query to capture leave history for faculty being considered for tenure





RICE Type: Query


HR040 - FE-06 - Ability to capture leave history for faculty being considered for tenure

322

HRAP (2g) Leave / Leave Accruals-Stop Tenure Clock3382

1098FERPT - Fiscal Year Contract Faculty

Fiscal Year Contract Faculty




HR040 - GRU-028 - Fiscal Year Contract Faculty320

1102FERPT - Perform Tenure Calculation report/query

Need a report or query that shows Service History assigned to each faculty member during the Perform Tenure Calculation operation. Prompt by Calc Group and Dates.




Need a query to view Service History that is assigned by the Perform Tenure Calculation process

4637

823FERPT014 - Promotion, Eligibility and Rank Report




HR038 - FE-21 Ability to Track & Report on Rank1300

RICE Type: Workflow

889FEWKF001 - Degree Approval for Faculty

When employees add a degree, need faculty routing to be different from staff routing.




When faculty add degrees or other credentials through self-service need to route through Academic Affairs approver role.

4625


RICE Inventory with RequirementsHCM-016-RIC

End of Report
