pennsylvania banner users group 2006 self- service leave lookup on the web: two approaches

Pennsylvania BANNER Users Group2006

Self- Service Leave Lookup on the Web:

Two Approaches

Announcements:

Please put cell phones/pagers on vibrate Please avoid side conversations during the

session -- raise your hand and share with all of us

Questions will be answered at the end of the session unless instructed otherwise

Entering Time into Banner

Bucknell University uses Web Time Entry for hourly employees.

Swarthmore College uses both timesheets & a timeclock system for hourly employees.

Before time sheets are sent to payroll, both have an approval process.

Bucknell’s is through Web Time Entry Approvals Swarthmore’s is still mostly paper

It is necessary for approvers to know if their employees have enough leave before they approve leave.

Why provide a web leave lookup function?

To eliminate guessing To eliminate phone calls To eliminate paper reports To eliminate docked pay To encourage folks to take

their accumulated vacation time (i.e. get a life)

Before Web Leave Lookup

Each pay period HR ran departmental employee leave reports for supervisors .

HR personnel received many phone calls from supervisors to make sure employees had enough leave before approving timesheets.

Types of Leave Reported on Web

Bucknell – Sick, Vacation, Comp Time, Floating Holiday, Special Time, Personal Hours Taken

Swarthmore – Sick & Vacation

Why have Leave Lookup as part of Self-Service? Convenience!

At Bucknell, time entry and approvals are already on Banner Self Service.

At Swarthmore supervisors are already familiar with Banner Self Service.

Leave Lookup Security… Who can see whom?

Bucknell designates an approver by person/department. Forms used to setup an approver:

– GOAEACC Enterprise Oracle Access Table– GSASECR Oracle/Banner Security Maintenance– PTRUSER User Code Rule Table– PSAORGN Organization Code Security Access List Rule Table– NTRRQUE Routing Queue Roles Repeating Table

Swarthmore defines supervisor by position – NBAPOSN

Bucknell’s Web Leave Lookup

Approvers select department to view from the list of departments they can approve.

An approver’s proxy can also view a department

Super Users can see all departments.

Results can be sent to Excel

Swarthmore’s Web Leave Look-up

Only supervisors can access Web Leave Lookup. Access is defined by position.

Created a hierarchy so that supervisors’ can see all employees under them, no matter which level, in alpha order. Once the “reports to” position was set up in NBAPOSN, this hierarchy was achieved by using a SQL “Connect By” clause:

Select MyColumn(s)From MyTableStart with MyCol = aNumberConnect By Prior MyCol = MyOtherCol

Position data was loaded from an Excel spreadsheet --this was the most time intensive task.

Results of SQL Connect By

Results of SQL connect bySTART WITH nbbposn_posn = position number for Vice President, Finance:CONNECT BY PRIOR nbbposn_posn = nbbposn_posn_reports

TITLE LEVEL PIDM RPTS POSN NAME SICK VACAVice President, Finance 1 3326 S00043 S00257 XXXXXXXX 140.00 21.00Administrative Coordinator 2 66015 S00257 N00093 XXXXXXXX 71.85 104.30Dir Invest Ops &Asst Treasurer 2 6876 S00257 S00021 XXXXXXXX 91.50 162.52Controller 2 79814 S00257 S00057 XXXXXXXX 27.44 27.39Director, Inst Research 2 35964 S00257 S00173 XXXXXXXX 140.00 132.19Managing Director, Investments 2 67507 S00257 S00357 XXXXXXXX 140.00 117.64Investment Associate 2 2488 S00257 S00365 XXXXXXXX 140.00 132.23Manager, Financial Info Systms 3 55031 S00057 S00251 XXXXXXXX 127.25 98.00Manager, Office Services 3 6804 S00057 S00263 XXXXXXXX 140.00 73.32Associate Controller 3 51898 S00057 S00323 XXXXXXXX 140.00 128.16Budget Analyst 3 72854 S00057 S00340 XXXXXXXX 87.50 74.58Administrative Assistant I 4 142 S00263 N00369 XXXXXXXX 135.69 187.18Manager, Busines Office 4 4362 S00323 S00228 XXXXXXXX 140.00 143.18Restricted Funds Accountant 4 6886 S00323 S00324 XXXXXXXX 98.00 134.74Manager, Student Accounts 4 6880 S00323 S00327 XXXXXXXX 140.00 181.90Purchasing Coord, Bus Office 5 6877 S00228 N00337 XXXXXXXX 130.32 77.01Clerk, Accounts Receivable 5 418 S00228 N00344 XXXXXXXX 87.61 117.19Clerk, Accounts Payable 5 57705 S00228 N00398 XXXXXXXX 140.00 108.73Student Accounts Assistant 5 39736 S00327 N00537 XXXXXXXX 140.00 157.57

AxxxxxxxxBush, GeorgeCat, GarfieldCxxxxxxxxxDxxxxxxxxxExxxxxxxxFxxxxxxxxGxxxxxxxxGxxxxxxxxHxxxxxxxxIxxxxxxxxxJxxxxxxxxxJxxxxxxxxxKxxxxxxxxxLxxxxxxxxxMxxxxxxxxNxxxxxxxxxSxxxxxxxxx

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After Leave Lookup

HR does not have to run/distribute reports or take phone calls.

Supervisors / Approvers like the fact that they can look up leave on the web from any location.

Maintenance

At Bucknell, Approval queues are modified when there are supervisor position changes.

At Swarthmore maintenance is by position where changes are made less often than by employee. Whenever a new position is created or changed, the reports to field must be populated. That’s it.

Other Considerations?

At Bucknell a nightly cron job ensures the right folks are in the right HR Web roles.

Implementation of Web Time Entry for Students may change Bucknell’s approach to setup up the approval queue by position instead of by orgn code.

Present a topic at PA-Bug – you’ll learn more than you expected!

Similar Applications

Swarthmore’s Exception Leave Reporting

Bucknell’s Performance Management System

Swarthmore’s Leave Exception Reporting for Exempt Employees

Written in perl & uses MySql database Steps

– Add username to PTRUSER– Add username to GOBEACC– Add username to PSAORGN– Add Supervisor to NBAJOBS– Notify IT of Security addition– Email sent to Payroll

Bucknell’s Performance Management

Uses a similar security logic (who can see whom).

Replaces the form PEAREVW so Banner INB access is not necessary.

Created a channel in Luminis for easy access that includes sample performance review documents.

Performance Management Channel

Select Staff Member

Update Employee Evaluation

Want the code?

Leave your business card or email:

kbourne1@swarthmore.edu

or

mfundock@bucknell.edu

Any Questions?

Thank you & have a great day!