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Understanding Understanding HR Data and HR Data and TerminologyTerminology
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Purpose of This Course
This course will introduce you to a number of important terms and concepts that you will need to initiate personnel actions, validate the payroll, or set HR
report parameters. It is a prerequisite for other HR training classes.
Hiring & Personnel Actions for Academic
Appointments
Initiating Personnel Actions
Hiring & Personnel Actions for Staff &
Academic Appointments
Faculty affairs
HR generalists
Payroll coordinators
Understanding HR Data and Terminology
You are hereYou are here
HR Reporting with AWS3
Local Payroll Processing
Course Goals
• Describe the major effects of the HR Project on:
• Harvard employees
• Local academic affairs, HR, and financial officers
• Describe the major data elements used to categorize employees and personnel actions in PeopleSoft
At the end of this course, you will be able to:
Course Contents
Unit 1: Harvard’s HR Project
Unit 2: HR Data and Terminology
Unit 1:
Harvard’s HR ProjectHarvard’s HR Project
Understanding HR Data
Harvard’s Human Resources System
• Harvard’s PeopleSoft HR System was introduced on October 1, 2002– It replaced other aging systems within the University– It changed the way time is reported and the look of
employee’s paychecks– It changed the way we hire and track temporary
employees
• This system lets Harvard manage its information better, provide more robust reporting options, and more easily address HR compliance and risk issues
How Does HR Fit into the Big Picture?
Employees are hired and maintained through the HR systems, which drive the benefits, time and labor, and reporting systems. Benefits and T&L then determine what goes into each paycheck.
HRHR HRHR PayrollPayroll
Time & Labor
Time & Labor
Benefits & Pension
Benefits & Pension
ReportingReporting
How Does HR Affect People?
• All employees can view personal data and paycheck information online
• Overtime-eligible employees enter a record of their time online
• HR officers use PeopleSoft to submit Hire and Job Data change forms (as well as other related forms and transactions)
• Payroll coordinators and time approvers manage HR information online
Overtime-eligible employee enters time online
Harvard University
Time approver approves entered time
PeopleSoft Time and Labor
Time & Labor
loads to Payroll
PeopleSoft Time and Labor at a Glance
PeopleSoftPayroll
Processing
Running Reports
– PeopleSoft for up to the minute real-time data (also known as the OLTP)
– AWS3 for standardized, parameter-driven reports from data that is updated nightly
More reporting information is available at: http://atwork.harvard.edu/hradmin/aws3.jsp
HR reporting is available through:
Evolution of University Reporting Tools
1999-20021999-2002 TodayToday19991999
AWS HR reporting from IU,
financial reporting, FY99 and prior
AWS2
Basic financial reporting, FY00 to present
HUDINI
Advanced financial reporting, FY00 to present
AWS HR reporting from IU
10/01/02 and prior, financial reporting FY99 and prior
(read only)
HUDINI
Advanced financial reporting, FY00 to present
AWS3 HR reporting (HR HDW), HR reporting 10/01/02 to present
AWS2
Basic financial reporting, FY00 to present
AWS HR and Financial Reporting
Data Stewardship Policy in Summary
• A large, integrated system such as PeopleSoft allows increased access to employee data
• This feature is a benefit, but it carries with it a serious responsibility
• Harvard employees using PeopleSoft are expected to ensure that employee data is handled responsibly and confidentially
Caution: If you have shared your HU PIN with anyone, get a new one to ensure the confidentiality of the HR data you handle… including your own.
Unit 2:
HR Data and TerminologyHR Data and Terminology
Understanding HR Data
Learning Objectives
• Identify the three types of HR data associated with each employee
• Describe why certain HR data elements are important for personnel actions
• Job code• Full time equivalent (or FTE)• Action/Reason code• Effective date
At the end of this unit, you will be able to:
Three Types of HR Data about Each Employee
Personal Data
Job Data
Employment Data
A complete set of HR details for an individual in PeopleSoft contains
their Personal Data, Job Data, and
Employment Data
Personal Data
• Information about an employee that is not related to a specific job
• Examples of personal data include: – name, home address and phone,
gender, birth date, social security number, marital status, and e-mail
Personal
Personal data in PeopleSoft:
Job Data
• Information that pertains to an employee’s specific job
• Separate records are maintained in the system for each job an individual holds
• For people with multiple jobs at Harvard, each job will be assigned a different employee record number (aka EmplRcd #)
Job Data
Job data in PeopleSoft:
Examples of Job Data
• Job Code
• HR Department
• Location
• Empl Class
• Standard Hours
• Full-Time Equivalent
• FLSA Status
• Union Code
• Pay Group
• Tax Location
• Salary Administration Plan
• Grade
• Comp Rate
• Business Title
Job Data
Important Job Data Elements
These data elements are important because they trigger actions in the PeopleSoft system and help determine benefits eligibility:
1. Job Code2. Empl_Class3. Standard Hours4. Salary Administration Plan
5. Full-Time Equivalent
6. Department
7. Pay Group
Job Data
Job Codes
• Job codes are unique six-digit codes associated with each job at Harvard
• The job code determines the defaults for a number of other job data fields, such as employee class, standard hours, and job grade
• It is very important to choose the correct job code when an employee is hired or changes jobs
• Job codes replace IDMS job class codes
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
DefinitionDefinition::
Key Points:Key Points:
How Are Job Codes Ranged?
000001 to 009999
010000 to 020000
Faculty
Faculty 2nd appointments/administrative jobs
060000 to 170000 Research/Teaching
200000 Service/Trades
300000 Administrative & Professional
400000 Support Staff
500000 OT-Eligible Administrative & Professional
600000 Unassigned
700000 Temporary
800000 Grandfathered & Miscellaneous
900000 Non-Employees, Off-Site Employees
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
Job codes from… Contain jobs in these categories…
Other Data Elements Associated with Job Codes
Job Code
000012
Professor, University
When you choose a job code…
A regularly updated list of all Harvard job codes is available at: http://atwork.harvard.edu/hradmin/index.jsp.
Empl
Class
Standard Hours
Comp. Frequency
Salary Admin. Plan
Job
Grade
Senior Faculty
35 Monthly ACAD 000
… these associated values default in
Some Data Elements Can Be Overwritten
• Some data elements that are automatically defaulted by your choice of job code can and should be overwritten when needed
• Some of these elements include:– Standard hours– Salary Administration Plan– Full/Part-time– Union code
Empl_Class
• An employee classification (or Empl_Class), is a major grouping of employees such as Administrative and Professional, Senior Faculty, Service & Trade Hourly
• Empl_Class is defaulted by the job code and cannot be overwritten
• Empl_Class determines benefits and the object code that transactions get charged to
• Empl_Class is a common way to sort and group employees for HR reporting
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
Definition:Definition:
Key Points: Key Points:
Standard Hours
• Standard hours are the hours that are typically worked in a week for a specific job
• Standard hours default based on the job code, but can be overwritten
• Standard hours are required by the system for all employees
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
Important: Standard hours are required by the system, even for faculty and temps.
Definition: Definition:
Key points: Key points:
What Is a Salary Administration Plan?
Salary Admin. Plan
Description Salary Admin. Plan Hours
AP35 Admin & Professional 35
CT35 Clerical & Technical 35
CT37 Clerical & Technical (37.5 hours/wk)
37.5
CT40 Clerical & Technical (40 hours/wk)
40
SPMG Security Parking Museum Guards
40
TRAD Trades Council 40
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
The Salary Administration Plan, which defaults from the job code, is used to group and define compensation plans.
Full-Time Equivalent
• Full-Time Equivalent, or FTE, is a calculated
value representing the percentage of full-time effort by an employee in a job in a year
• % FTE is used to calculate an employee’s actual pay
• FTE is calculated by PeopleSoft for all employees
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
DefinitionDefinition::
Key pointsKey points: :
How Is FTE Calculatedin PeopleSoft?
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
Standard Hours for an Individual Salary Administration Plan Hours = FTE
FTE is determined through the following formula and cannot be overwritten.
PeopleSoft calculates this automatically, so FTE is never entered manually.
When needed, you can change FTE by changing either the Standard Hours or the Salary Administration Plan. The following slides show two examples of how this works.
How Is FTE Calculated? Example #1
• Robert is hired as a full-time Editorial Assistant I. His job code is 402023, and the following values default:
- Standard hours for job = 35- Salary Administration Plan = CT35
(CT35 = 35 hours)• When Robert is hired, his regular hours per week
are indeed determined to be 35
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
PeopleSoft calculates Robert’s FTE as
Standard Hours for an Individual Salary Administration Plan Hours = FTE
How Is FTE Calculated? Example #2
• Paloma will be working as a part-time museum attendant. Her job code is 210051, and the following values default:
- Standard hours for job = 40 - Salary Administration Plan = SPMG
(SPMG = 40 hours)• When Paloma is hired, her regular hours per week are
determined to be 20. Paloma’s standard hours need to be changed from 40 to 20 in PeopleSoft.
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
PeopleSoft calculates Paloma’s FTE as:
Standard Hours for an Individual Salary Administration Plan Hours = FTE
HR Departments
• The department within a school, unit, or
tub where people work• A grouping of employees for HR
management and reporting purposes
• HR departments can exist in PeopleSoft in a nested hierarchy, or in rolled up groupings of up to nine levels
The HR Department number is different from the org value in the financial chart of accounts.
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
Definition: Definition:
Key point:Key point:
Examples of HR Departments
+ [100180] HMS^Harvard Medical School
- [100165] HMS^Cell Biology
- [100157] HMS^Genetics
HR Departments can be rolled up or nested underneath other departments.
HMS^Cell Biology and HMS^Genetics are both independent departments that are also sub-departments of the HMS^Harvard
Medical School.
Reports can be run on individual departments or on departments and their related sub-departments.
Pay Groups
• Pay groups define employees who are compensated
similarly (e.g., hourly versus salaried) and paid at the same frequency
• Pay groups allow for easy categorization and maintenance of employees by pay type
• An employee’s pay group does not default from their job code. The HR officer or hiring manager must choose a pay group for each new hire.
1. Job Codes
2. Empl_Class
3. Standard Hours
4. Salary Admin Plan
5. FTE
6. Department
7. Pay Group
A complete list of pay groups is available at: http://atwork.harvard.edu/hradmin/index.jsp.
Definition: Definition:
Key Points:Key Points:
What Is Employment Data?
Employment data is information about a specific individual in a specific job.
Examples include:– Work phone – Business title– Hire date– Termination date– Appointment end date– Date of last increase
Employment Data
Job Data
Employment Data
Personal Data
Effective Dating and Action/Reason Codes
Two other concepts are extremely important when using PeopleSoft:
Effective dates and action/reason codes help define when and why each change is made to an existing employee record.
Effective Dates
Action/Reason Codes
Effective Dates
• The date you want a transaction to take effect within PeopleSoft. This is usually different from the date the transaction was entered, which is known as the action date.
• Effective dating makes it possible to maintain a complete chronological history of all changes to an employee’s data. It also enables:– Personnel actions to be future-dated so that information
can be entered before it takes effect– Personnel actions to be made retroactively in the system
Definition:Definition:
Key Points:Key Points:
OCTOBER
Example of Using Effective Dating
Dr. Henry Jones, Professor of Archaeology, is returning from a sabbatical at the end of the year. The change can be made in PeopleSoft at any time (even months in advance).
22 23 24 25 26 27 28
29 30 31 1
DECEMBER/JANUARY
7 8 9 10 11 12 13
14 15 16 17 18 19 20
FAD Payroll enters the information in PeopleSoft on 10/15 with an effective date of 1/1. 10/15 is the action date.
2
The sabbatical will automatically end on the
effective date of 1/1.3
At midnight on 12/31, Dr. Jones’ sabbatical will end.
Effective January 1, his employment will automatically revert to its previous status.
1 HR officer fills out form and sends it to FAD Payroll on October 8, using an
effective date of January 1.
What Are Action/Reason Codes?
• Actions are job events that occur during the life cycle of an employee. Reasons provide details about an action, or an explanation of why it occurred.
• Any personnel action requires:– An action code (describing the action that is being taken)– A reason code (describing the reason for that action)
• Since the action code and the reason code always appear together, the combination is referred to as the action/reason code
• You will use action/reason codes primarily when completing PeopleSoft-enabled forms
DefinitionDefinition::
Key Points:Key Points:
Action/Reason Codes: Examples
Action Reason
Leave of Absence MED – Medical
MTR – Maternity
PRF – Professional
RES – Research
SAB – Sabbatical
Termination ETP – Expiration of temporary assignment
VRE – Relocation of employee or family
VRS – Returning to school
Using Action and Reason Codes
First you choose an Action from a drop-down list
(e.g. Data Change)
Then you select the appropriate Reason from a list of valid choices
All of the reason codes associated with each action will be available
online while you are using the system.
A complete list of action/reason codes can be viewed at: http://atwork.harvard.edu/hradmin/index.jsp.
Job Events vs. Life Events
• Job events are events related to an individual’s employment status – Examples include: hire, promotion, leave of
absence (including a maternity leave)– These events are recognized by submitting a
PeopleSoft-enabled personnel action form
• Life events are those relating to an individual’s personal life – Examples include: marriage, birth of a child – These events are reported directly by the
employee to OHR’s Benefits Service Group (6-4001) who will initiate a benefits action in PeopleSoft
Where Do I Go from Here?
• Hiring and Personnel Actions
• Local Payroll Processing
• Running HR Reports in AWS3
• Time Entry, Approval, and Adjusting
More HR training is available on the following topics:
For more information about PeopleSoft courses, go to: http://vpf-web.harvard.edu/training/#hr
To view training and support materials online, go to: http://atwork.harvard.edu/hradmin/index.jsp
You have now completed
Understanding Understanding HR Data and HR Data and TerminologyTerminology
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