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HRMS General Inquiries Slide 2 Page: 2 Version 7.7 May 29, 2002 BackForwardIndex Exit Session Organization This session was designed to be instructor led and follows traditional classroom activities you may have been previously exposed to. In this course the instructor will present to you information about how to use HRMS and at times -- ask that you complete activities/exercises in this manual. During this course you will find that following along in the manual will help you to complete this course successfully. Please avoid using your computer until youve reached the On Your Own Activity or Exercise. Session Manual Key Discussion : Look, listen, interact, and learn! These pages will focus on concepts, highlight certain topics/items, or even ask for your feedback. Procedure : Look, listen. Thats basically itwatch the demonstration and follow along in your manual. On Your Own Activity: The instructor talked about it, youve seen itnow perform the task following the steps provided. Exercise: Test your knowledge and skills! Complete the exercise per the instructions. If you need helpjust ask! We want you to succeed. Slide 3 HRMS General InquiriesPage: 3 Version 7.7 May 29, 2002 BackForwardIndex Exit Session Agenda Review: HRMS Concepts Topic 1: Define FOAPAL and Index Codes Topic 2: HR Positions and E-Classes Topic 3: Navigation Review Lesson 1: Personal Information Inquiries Topic 1: Basic Information Inquiries Topic 2: E-Mail Address Inquiries Topic 3: Educational Background Inquiries Lesson 2: Position Information Inquiries Topic 1: Open Position Inquiries Topic 2: Basic Information Inquiries Topic 3: Position History Inquiries Topic 4: Position Budget Inquiries Lesson 3: Employee Information Inquiries Topic 1: General Employment Information Inquiries Topic 2: Employee Jobs Inquiries Topic 3: International Employee Information Inquiries Lesson 4: Payroll Information Inquiries Topic 1: Check Details Inquiries Topic 2: View Year-to-date Totals for Hours/Gross Pay Topic 3: Determine if a Check Has Been Issued Lesson 5: Faculty Inquiries Topic 1: Faculty Tenure Status Inquiries Topic 2: View Faculty Status Decisions Slide 4 HRMS General InquiriesPage: 4 Version 7.7 May 29, 2002 BackForwardIndex Exit Session Overview The Banner Human Resource Management System (HRMS) has the ability to perform inquiries on different information using forms. These inquiries are performed using virtually any type of form such as inquiry, maintenance, and application forms. This session will focus on the most popular inquiries you might use on the job. HRMS is similar to the current Human Resource System. Where applicable, we will identify the equivalent HRS screen for each form. Slide 5 Review: HRMS Concepts Slide 6 HRMS General InquiriesPage: 6 Version 7.7 May 29, 2002 BackForwardIndex Exit Overview All Banner modules at WSU (FMS, HRMS, SIS, etc.) work in conjunction. Quite often, HRMS users will need to interact with the FMS financial data in HRMS forms to learn about budgets, and salaries. To effectively use any such financial-related functions, you must understand the concept of FOAPAL. Perhaps the most significant change in the way WSU does business has to do with how HRMS treats positions. The basic change is that each employee will receive a position number that is unique to them. However, assuming an employee leaves WSU, an employee who is hired to replace them, can assume that position number. In the next few pages you will review the meaning of FOAPAL codes and how positions and employee classes (E-Classes) are defined. Review: HRMS Concepts Overview & Agenda Agenda Topic 1:Define FOAPAL and Index Codes Topic 2:Identify HR Business Process Changes Topic 3:Navigation Review REVIEW: HRMS & WSU BUSINESS PROCESSES Overview & Agenda Slide 7 HRMS General InquiriesPage: 7 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 1: Define FOAPAL and Index Codes The FOAPAL string of codes is the core of the Banner Financial Management System (FMS), and, as such, is very important to all HRMS users. FOAPAL is the hierarchy coding system FMS uses for classification, budgeting, and recording. It also gives users the ability to report and make inquiries at multiple levels. Lets briefly recall what the elements that comprise FOAPAL are: Fund Organization Account Program Activity (not currently used at WSU) Location (not currently used at WSU) What you will review in this topic: The definition of FOAPAL terms The definition of FOAPAL acronyms The definition of a Index Code and how it relates to FOAPAL Items needed to complete this topic: None REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 1: Define FOAPAL and Index Codes Slide 8 HRMS General InquiriesPage: 8 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Define FOAPAL Terms Fund identifies the source from which the money is being drawn. ( NOTE: in General Fund, Fund = Boardline ) Organization identifies the budget unit of the school, college, division, or department that is processing the transaction. Account identifies what financial activity is being recorded. Examples: assets, liabilities, fund balance, revenues, expenditures, transfer. (NOTE: Account is the new term for the old HRS Object code) Program identifies the purpose of the transaction. REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 1: Define FOAPAL and Index Codes Other Useful Terms Chart of Accounts is a systematic classification of accounts within HRMS. WSU uses only one COA: W Pool Accounts are account codes where budget is loaded. Slide 9 HRMS General InquiriesPage: 9 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Define the FOAPAL Acronyms AcronymCOAFOAPAL ElementChart of Accounts FundOrgani- zation AccountProgramActivityLocation Identifies Where the money is drawn from Budget unit of the School, College, Division, or Department processing the transaction What financial activity is being recorded Purpose of the transaction N/APhysical Location Maximum # of Characters per Field 1666666 REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 1: Define FOAPAL and Index Codes Slide 10 HRMS General InquiriesPage: 10 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Define Index Code and How It Relates to FOAPAL Index Code is a six character code that serves as a shortcut to many of the FOAPAL string combinations. (NOTE: Index Code is the new term for the old HRS A ccount Number ) The index code will typically automatically populate the Fund, Orgn, and Prog fields! Note that you must always provide the Account Code (Acct) yourself. This is important to remember when performing inquiries based on a specific FOAPAL string; especially if youre doing data entry. Index Code REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 1: Define FOAPAL and Index Codes Slide 11 HRMS General InquiriesPage: 11 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 2: HR Positions and E-Classes As stated before, the most significant change in how HRMS affects WSU business processes is its treatment of position numbers. Over the next few pages, you will learn how to make the transition from the old way to the new waythe HRMS way. What you will review in this topic: The comparisons between HRS and HRMS positions and position numbers The numbering conventions for positions The comparisons between HRS and HRMS of E-Classes and other information Items needed to complete this topic: None REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-Classes Slide 12 HRMS General InquiriesPage: 12 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Compare HRS & HRMS Positions & Position Numbers HRSHRMS Any general fund position is defined as a six digit number Inability to track positions (i.e. who belongs to what department) No departmental ownership Each * employee who receives benefits (I.e. regular employee) from WSU will have an individual position number that is specific to that employees job while at WSU. Position number no longer has any relation to funding. Funding for a position is now detailed in its unique FOAPAL strings. Ability to track positions Position ownership is now transferred to the department Few group positions (i.e. student position) Group positions are not considered to be at the department level Now known as pooled positions Pooled positions can have more than one occupant Employees in groups where the relationship with the university is more casual will have pooled positions. Pooled positions are at the department level * Except graduate assistants REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-Classes Slide 13 HRMS General InquiriesPage: 13 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Compare HRS & HRMS Positions & Position Numbers Other Considerations A person should not have more than one position number unless they are working two separate jobs. If you leave WSU, your position number will still exist and another employee may assume your position and position number. REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-Classes Slide 14 HRMS General InquiriesPage: 14 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Numbering Conventions for Positions Position numbers will begin with their respective single-character acronym (see below) followed by five numbers beginning with 99999 and descending from that number (see table below for listing). Position GroupSingle-Character Acronym Example of Employee PooledPStudents, Technicians, Part-time Faculty, and Graduate Assistants Academic StaffAAAUP-AFT Members, Job Group G, Librarians, Academic Advisors, Financial Aid Officers, Academic Services Officers FacultyFJob Group E & 4, Professors, Assistants, Associate Professors ResearchHJob Group H, Research Assistants, Research Associates *TemporaryTUnique position! STFP, Temporary Lecturer Non-Academic StaffNEveryone else. I.e. President,Deans, Custodians, 1710 Object Codes *NOTE: No specific E-Classes will normally be assigned to this category. Temporary positions for all of the Non-pool categories may be created here. REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-Classes Slide 15 HRMS General InquiriesPage: 15 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Compare HRS & HRMS Regarding E-Classes & Other Information HRSHRMS Job Groups (AKA Job Codes)Employee Classes (E-Classes) E-Classes define your relationship with the university by identifying your benefits, leave accruals, etc. For a list of E-Classes, please reference the HRS to HRMS Codes Crosswalk document. Department CodesNow known as Home Department or Home Organization. Naming convention is the letter H followed by the first four characters of the current department code. REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 2: Identify HR Positions and E-Classes Slide 16 HRMS General InquiriesPage: 16 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 3: Navigation Review As important as HRMS 101: Basic Concepts is to your daily business, the HRMS Navigation session is as equally important to using HRMS/Banner. Although there were many techniques and procedures covered in HRMS Navigation; this topic focuses on a few key commands. Hopefully, this is just a review for you What you will review in this topic: The following basic navigational techniques will be reviewed: Direct Access Block/Next Enter Query Execute Query Rollback Items needed to complete this topic: None REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 3: Navigation Review Slide 17 HRMS General InquiriesPage: 17 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Navigation The following commands are important for you to remember: DIRECT ACCESS: From the File Menu enables you to go directly to a form using the forms acronym. Block/Next: Moves the cursor to the next block that has at least one enterable field. If the next area is in another window, that window is opened. Key Strokes:Ctrl+PageDown Icon Button: Menu Command: Enter Query: Clears the fields of a form to enable it to perform a query. Key Stroke: F7 Icon Button: Menu Command: REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 3: Navigation Review Slide 18 HRMS General InquiriesPage: 18 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Navigation (cont.) Execute Query: Executes a query based on the information provided. Key Stroke: F8 Icon Button: Menu Command: Rollback: Application and inquiry forms: Clears all information (except key information) and returns you to the first enterable field in the key block. Validation forms: Returns you to the first enterable field on the form. Query forms: Returns you to the first enterable field on the calling form. oKey Stroke: Shift + F7 oIcon Button: REVIEW: HRMS & WSU BUSINESS PROCESSES Topic 3: Navigation Review Slide 19 HRMS General InquiriesPage: 19 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: HRMS and WSU Business Processes In this Lesson you reviewed: FOAPAL Information FOAPAL= Fund, Organization, Account, Program, Activity, Location The Organization code in FOAPAL is the budget unit of the school, college, division, or department. The Account code is the new term for the old HRS Object Code. Position Information A position number will stay with an employee. oThis applies with the following exceptions: Changes to their position such as leaving a department Leaving WSU Receiving a promotion E-Classes Formerly known as Job Groups in HRS For a list of E-Classes, please reference the HRS to HRMS Codes Crosswalk document. REVIEW: HRMS & WSU BUSINESS PROCESSES Lesson Review You should already have some navigation skills too! Slide 20 HRMS General InquiriesPage: 20 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 1: Personal Information Inquiries LESSON 1: PERSONAL INFORMATION INQUIRIES Slide 21 HRMS General InquiriesPage: 21 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 1: Personal Information Inquiries Overview & Agenda Lesson Overview: Personal information such as an individuals address, phone number and email are commonly queried using HRMS. To search for such information, HRMS stores this data in the Identification Form (PPAIDEN), the E-mail Form (GOAEMAL), and the General Information Form (PPAGENL). In this lesson, given a name, you will identify a persons address, email, and educational background using HRMS. Lesson Agenda: Topic 1:Querying On Basic Personal Information Topic 2:Inquiring For E-Mail Address Topic 3:Inquiring For General Info rmation LESSON 1: PERSONAL INFORMATION INQUIRIES Overview & Agenda Slide 22 HRMS General InquiriesPage: 22 Version 7.7 May 29, 2002 BackForwardIndex Exit A sampling of codes and dates used in HRMS HRMS treats some codes differently than HRS, the list below is a sampling of some of the new naming conventions: Home Organization Code: In Banner, Home Organization is the department the employee works in. An employee can have only one Home Organization. The naming convention used will be the letter H followed by the first 4 characters of the current HRS department code (dropping the trailing zero). Example: HRS code 49060 => Banner Home Organization / Home Department H4906 Timesheet Organization Code: Time Sheet Organization identifies the department that the employee's current job time sheet will be sent to. The naming convention will be the letter H followed by the entire current HRS department code. Example: H49060 Check Distribution Code: The old HRS code preceded by HC LESSON 1: PERSONAL INFORMATION INQUIRIES A Sampling of Codes and Dates used in HRMS Dont worry about committing these to memoryyoull see them again later! Slide 23 HRMS General InquiriesPage: 23 Version 7.7 May 29, 2002 BackForwardIndex Exit A sampling of codes and dates used in HRMS (cont.) Contract Date: The date on the Letter of Offer Assignment End Date: No pay will be distributed after the Assignment End Date Effective Date: System generated date. This is the first day of the pay period in which the transaction has occurred. Personnel Date: Unfortunately, the system will not allow changes to Labor and to most Benefits and Deductions data prior to the effective date. oHowever for changes to a JOB, this is useful from the view that the Personnel Date can be seen as the real effective date of an action to a job and is entered manually. Earnings Codes: Formerly called Time Types in the old HRS. Annual Salary: Formerly known as Salary in the old HRS. LESSON 1: PERSONAL INFORMATION INQUIRIES A Sampling of Codes and Dates used in HRMS Dont worry about committing these to memoryyoull see them again later! Slide 24 HRMS General InquiriesPage: 24 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 1: Basic Personal Information Inquiries Lets assume that you need to verify a person is in HRMS or you need to verify personal information, such as: Name(s) Address information Basic biographic information Emergency contact information You could use the Identification Form (PPAIDEN) to accomplish this. What you will learn in this topic: How to view address, biographic, and emergency contact information Items needed to complete this topic: Persons ID/Name HRMS form PPAIDEN HRS Equivalent: Screens #11 & #21 ! LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 1: Basic Personal Information Inquiries Slide 25 HRMS General InquiriesPage: 25 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Basic Personal Information Inquiry 1.In the DIRECT ACCESS field, type PPAIDEN and then press the ENTER key. LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 1: Basic Personal Information Inquiries 1 Slide 26 HRMS General InquiriesPage: 26 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Basic Personal Information Inquiry (cont.) 2.Start the search for an employee ID by entering the search parameters. In this case, press the TAB key to move the cursor to the Name field. 3.Type the name of the employee using wild cards, if necessary. If you enter a partial field value, you must use Oracle wildcards. Use the percent symbol (%) to represent any number of unspecified characters. Examples: Type Gsoifn%, S% into the NAME field to search Susan Carol Gsoifnep . 4.Press the ENTER key to perform the search. LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 1: Basic Personal Information Inquiries Slide 27 HRMS General InquiriesPage: 27 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Basic Personal Information Inquiry(cont.) 5.Click on the down arrow on the right side of the SEARCH RESULTS field to display the matching records. 6.Scroll to the desired ID and click on it. The name will be returned to the calling form (PPAIDEN). NOTE: You see two names for #003433587 due to a name change. Selecting either will display the current name. NOTE: This process may be used repeatedly in this lesson to search for employee identification numbers. LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 1: Basic Personal Information Inquiries 6 5 6 Slide 28 HRMS General InquiriesPage: 28 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Basic Personal Information Inquiry (cont.) 7.Move to the next block. View the information for the name identified. The following information will be displayed: A.Social Security Number B.Person Name Information LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 1: Basic Personal Information Inquiries 7 A B Slide 29 HRMS General InquiriesPage: 29 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Basic Personal Information Inquiry Results From this form you can navigate to the following sub- forms by clicking on the OPTIONS menu and selecting one of the following menu items: Address Information Biographic Information Emergency Contact Information LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 1: Basic Personal Information Inquiries Slide 30 HRMS General InquiriesPage: 30 Version 7.7 May 29, 2002 BackForwardIndex Exit 9.After verifying information on the sub-forms, close them by clicking on the Rollback button. 10.Return to Banners Main Menu by clicking on the red door icon (exit) or press the Ctrl+Q. LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 1: Basic Personal Information Inquiries Procedure: Basic Personal Information Inquiry(cont.) 10 9 Slide 31 HRMS General InquiriesPage: 31 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity: Basic Personal Information Inquiry Step:Actions: Go to PPAIDEN 1) Move the cursor to the Name field.Press the TAB key. 2) Enter the search criteria.Type Weah%, C% into the NAME field to search for Clarence Weahjp and press the ENTER key. 3) Click on the down arrow on the right side of the SEARCH RESULTS field to display the matching records. 4) Scroll to the desired ID and click on it. The name will be returned to the calling form (PPAIDEN). 5) Move to the next block. 6) Compare the Activity Review on the next page with your results. Then exit the form. Review the data then exit the form. LESSON 1: PERSONAL INFORMATION INQUIRIES Activity: Basic Personal Information Inquiry Slide 32 HRMS General InquiriesPage: 32 Version 7.7 May 29, 2002 BackForwardIndex Exit Activity Review: Basic Personal Information Inquiry Moving to the next block populates fields with the following information: A.Social Security Number B.Person Name Information From this form, you can also view more information using the following menus by accessing the OPTIONS menu: Addresses Biographic information Emergency contacts LESSON 1: PERSONAL INFORMATION INQUIRIES Activity Review: Basic Personal Information Inquiry A B Slide 33 HRMS General InquiriesPage: 33 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Basic Personal Information Inquiries Information you can find using PPAIDEN include the following: Name(s) Address information Basic biographic information Emergency contact information Information needed to use PPAIDEN: ID OR any of the following elements/ combinations: Last Name First Name Middle Name Social Security Number Birth Date LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 1 Review Slide 34 HRMS General InquiriesPage: 34 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 2: E-mail Address Inquiries Beyond using PPAIDEN to identify basic information about an individual, you can use the E-mail Address Form (GOAEMAL) to inquire about their email addresses. What you will learn in this topic: How to perform a query to identify a persons email address. Items needed to complete this topic: Persons ID/Name HRMS form GOAEMAL LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 2: E-Mail Address Inquiries Slide 35 HRMS General InquiriesPage: 35 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: E-mail Address Inquiry 1.In the DIRECT ACCESS field, type GOAEMAL and then press the ENTER key. 2.Enter the Employee ID or search using the method described in the previous topic. 3.Move to the next block to view the email information for the name identified. 4.Review the information. LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 2: E-Mail Address Inquiries 2 3 2 Slide 36 HRMS General InquiriesPage: 36 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: E-mail Address Inquiry GOAEMAL allows multiple email addresses that have the option of being: A.Inactive/ Preferred B.Displayed on the web (allowing users outside WSU employees to view the address) C. Classification by Type (i.e., business email). C B A LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 2: E-Mail Address Inquiries Slide 37 HRMS General InquiriesPage: 37 Version 7.7 May 29, 2002 BackForwardIndex Exit 5.Return to Banners Main Menu by clicking on the red door icon (exit) or press the Ctrl+Q. LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 2: E-Mail Address Inquiries Procedure: E-mail Address Inquiry (cont.) Slide 38 HRMS General InquiriesPage: 38 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 3: Educational Background Inquiries Beyond using PPAIDEN to identify basic information about an individual, you can use the General Information Form (PPAGENL) to inquire about their education backgrounds. One use of this form would be for certain levels of employment as well as drivers license numbers! What you will learn in this topic: How to perform a query to identify a persons education background. Items needed to complete this topic: Persons ID/Name HRMS form PPAGENL LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 3: Educational Background Inquiries HRS Equivalent: Screen #L23 ! Slide 39 HRMS General InquiriesPage: 39 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Procedure: Educational Background Inquiry 1.In the DIRECT ACCESS field, type PPAGENL and then press the ENTER key. 2.Enter the Employee ID or search using the method described in Topic 1 of this lesson. 3.Move to the next block. 4.Review the information. 2 LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 3: Educational Background Inquiries 3 Slide 40 HRMS General InquiriesPage: 40 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Educational Background Inquiry Results Moving to the next block populates fields with the following information: A.Institution name and code (Source Back Ground Institution Code) B.Type of Degree (Code) C.Graduation NOTE: Entry of this data will be done via PP&Rprovided the individual has submitted the information. A C B LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 3: Educational Background Inquiries Slide 41 HRMS General InquiriesPage: 41 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Educational Background Inquiry Results (cont.) Keep in mind, that when viewing educational backgrounds (using PPAGENL), there may be more than one institution, degree, major, etc. Use the vertical scroll bars to view ALL information for an individual. LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 3: Educational Background Inquiries Slide 42 HRMS General InquiriesPage: 42 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Educational Background Inquiry Results (cont.) From this form you can also navigate (via the Options menu) to the following records for an individual: A.Examinations B.Publications C.Transcript Information D.Drivers License Information! LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 3: Educational Background Inquiries Slide 43 HRMS General InquiriesPage: 43 Version 7.7 May 29, 2002 BackForwardIndex Exit 5.After verifying information on the sub-forms, close them by clicking on the Rollback button. 6.Return to Banners Main Menu by clicking on the red door icon (exit) or press the Ctrl+Q. Procedure: Educational Background Inquiry (cont.) LESSON 1: PERSONAL INFORMATION INQUIRIES Topic 3: Educational Background Inquiries 5 6 Slide 44 HRMS General InquiriesPage: 44 Version 7.7 May 29, 2002 BackForwardIndex Exit Exercise: Personal Information Inquiries Using your knowledge from this lesson perform the following tasks: 1.Verify that Benjamin Teadifu exists in HRMS by identifying his ID. 2.Identify his address. 3.Identify his e-mail address. 4.Identify where he earned his masters degree in Business Administration and his GPA. LESSON 1: PERSONAL INFORMATION INQUIRIES Exercise: Personal Information Inquiries Slide 45 HRMS General InquiriesPage: 45 Version 7.7 May 29, 2002 BackForwardIndex Exit Exercise Review: Personal Information Inquiries 1.Benjamin Teadifus ID: 000011657 (Using PPAIDEN) 2.Benjamin Teadifus address: 5925 Woodward Ave. Flint, MI 48503 (Using PPAIDEN/Address Info. Sub-window) 3.Benjamin Teadifus e-mail address: ax1111@WAYNE.EDU (Using GOAEMAL) 4.Benjamin Teadifus earned his masters degree in Business Administration from University of Detroit and his GPA was 3.7. (Using PPAGENL) LESSON 1: PERSONAL INFORMATION INQUIRIES Exercise Review: Personal Information Inquiries Slide 46 HRMS General InquiriesPage: 46 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Personal Information Inquiries Form:Uses: Identification Form (PPAIDEN) HRS Equivalent: Screens #11 & 21 Typically used to view basic personal information such as the following: Address Biographic Emergency contacts E-mail Address Form (GOAEMAL)Used to query about persons e-mail address. General Information Form (PPAGENL) HRS Equivalent: Screen #L23 Used to query about a persons educational background and drivers license numbers LESSON 1: PERSONAL INFORMATION INQUIRIES Lesson Review Slide 47 HRMS General InquiriesPage: 47 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 2: Position Information Inquiries LESSON 2: POSITION INFORMATION INQUIRIES Slide 48 HRMS General InquiriesPage: 48 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 2: Position Information Inquiries Overview & Agenda Lesson Overview: Beyond performing inquiries on personal information, HRMS allows you to view information about a specific position. Some of the information about a position you can view are: Who occupies a specific position A position salary range The employee class Salary grades Available budgets for a position In this lesson, given a position number, you will identify the information mentioned above for a specific position. Lesson Agenda: Topic 1:Identify Open Positions (NBIPINC) Topic 2:Basic Position Information Inquiries (NBAPOSN) Topic 3: Position History Inquiries (NBIPOSH) Topic 4:Inquire About Position Budgets (NBAPBUD) LESSON 2: POSITION INFORMATION INQUIRIES Overview & Agenda Slide 49 HRMS General InquiriesPage: 49 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Previous Learning Recall from HRMS 101: Basic Concepts, the following information about positions: Each employee who receives benefits (I.e. regular employee) from WSU will have an individual position number that is specific to that employees job while at WSU. Funding for a position is now detailed in its unique FOAPAL strings. Recall the following information about pooled positions: Formerly known as group positions. Pooled positions can have more than one occupant. Employees in groups where the relationship with the university is more casual will have pooled positions. Pooled positions are at the department level (or division level depending on the job). LESSON 2: POSITION INFORMATION INQUIRIES Review Previous Learning Slide 50 HRMS General InquiriesPage: 50 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 1: Open Position Inquiries Assume you need to check if a position is open. The Position Incumbent List Form lists position incumbents by fiscal year as of a user-specified date. It provides data on past and present incumbents of each position. Data provided for each incumbent includes identification number, name, job begin/end dates, and employee status. What you will learn in this topic: How to identify if a position is open using the Position Incumbent List Form (NBIPINC) and who occupies that specific position. Items needed to complete this topic: Position ID HRMS form NBIPINC LESSON 2: POSITION INFORMATION INQUIRIES Topic 1: Open Position Inquiries Slide 51 HRMS General InquiriesPage: 51 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Open Position Inquiry 1.In the DIRECT ACCESS field, type NBIPINC and then press the ENTER key. 2.Enter the date in the QUERY DATE field (i.e. 27-FEB-2002) to determine if the position is open on that date. 3.Click on the SEARCH icon to search using the POSITION LIST FORM (NBQPOSN). OR Enter the Position Number if known. LESSON 2: POSITION INFORMATION INQUIRIES Topic 1: Open Position Inquiries 2 3 Slide 52 HRMS General InquiriesPage: 52 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Open Position Inquiry(cont.) 4.Perform a query by pressing the F7 key to clear the form of data, and then enter your search criteria in any fields on the form. In this case, a query will be performed. Use the percent symbol (%) to represent any number of unspecified characters. Examples: Type Ath% into the TITLE field to search for all titles containing the letters Ath such as Athletic. Scroll down to find the position you need. OR Use the scroll bar. This form is case sensitive! ! LESSON 2: POSITION INFORMATION INQUIRIES Topic 1: Open Position Inquiries 4 Slide 53 HRMS General InquiriesPage: 53 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Open Position Inquiry (cont.) 5.Execute a Query by clicking on the Execute Query toolbar button or press the F8 key. The form will show all IDs with matching information. 6.Scroll to the desired ID. 7.Double-click on the desired Position or click once on the item and then click on the SELECT toolbar button. The ID and name will be returned to the calling form - POSITION INCUMBENT LIST FORM (NBIPINC). 8.Move to the next block. 5 6 LESSON 2: POSITION INFORMATION INQUIRIES Topic 1: Open Position Inquiries Slide 54 HRMS General InquiriesPage: 54 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Open Position Inquiry Results After performing your query, a position is defined as open if its status is Active (A) and there is no end date. In this example, we see that it is NOT open and is occupied by James H. Jomm (B). LESSON 2: POSITION INFORMATION INQUIRIES Topic 1: Open Position Inquiries A B Slide 55 HRMS General InquiriesPage: 55 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Open Position Inquiry (cont.) 9.Return to Banners Main Menu by clicking on the red door icon (exit) or press the Ctrl+Q. LESSON 2: POSITION INFORMATION INQUIRIES Topic 1: Open Position Inquiries Slide 56 HRMS General InquiriesPage: 56 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 2: Basic Position Information Inquiries Lets assume that you need to verify a positions salary range. Using NBAPOSN, you can identify this information using the position number. In HRMS, a position class is a title that describes a job or group of jobs. The Position Definition Form (NBAPOSN) defines all positions. What you will learn in this topic: How to inquire on basic position information using the Position Definition Form (NBAPOSN) Items needed to complete this topic: Position ID HRMS form NBAPOSN HRS equivalent: Screen # 13, L13 & W45 ! LESSON 2: POSITION INFORMATION INQUIRIES Topic 2: Basic Position Information Inquiries Slide 57 HRMS General InquiriesPage: 57 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Basic Position Information Inquiry 1.In the DIRECT ACCESS field, type NBAPOSN and then press ENTER. 2.Enter the Position number or search using the method described in the previous lesson. 3.Move to the next block. 4.View the information for the name identified. LESSON 2: POSITION INFORMATION INQUIRIES Topic 2: Basic Position Information Inquiries 3 Slide 58 HRMS General InquiriesPage: 58 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Basic Position Information Inquiry Results Moving to the next block populates fields with the following information: A.Position Class and Title B.Employee Class C.Salary Grade (i.e., groups of salary ranges) D.Salary Range (i.e. Salary Maximum and Minimum) LESSON 2: POSITION INFORMATION INQUIRIES Topic 2: Basic Position Information Inquiries D A B C Slide 59 HRMS General InquiriesPage: 59 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity: Basic Position Information Inquiry Step:Actions: Go to NBAPOSN 1) Within the key block of NBAPOSN, click on the SEARCH icon to search using the POSITION LIST FORM. 2) Press the F7 (or the ENTER QUERY icon button on the toolbar) key to clear the form of data. 3) Perform a query by typing variables in one/more into the fields and then press the F8 key or the EXECUTE QUERY icon to execute the query. Enter Acc% in the TITLE field 4). Double-click on the desired position number.Select position N97647 (Accountant III). 5) Move to the next block. 6) Compare the Activity Review on the next page with your results. Then exit the form. Review the data then exit the form. LESSON 2: POSITION INFORMATION INQUIRIES Activity: Basic Position Information Inquiry Slide 60 HRMS General InquiriesPage: 60 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity Review : Basic Position Information Inquiry The POSITION DEFINITION FORM (NBAPOSN) defines all positions. Positions are defined within a position classification by fiscal year Information needed to use NBAPOSN: Position Number LESSON 2: POSITION INFORMATION INQUIRIES Activity Review: Basic Position Information Inquiry Slide 61 HRMS General InquiriesPage: 61 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 3: Position History Inquiries Assume you are responsible for verifying changes to a position that you had submitted. Using the Position History Form (NBIPOSH) you can view the historical details of changes made to a position. What you will learn in this topic: How to view position history (i.e. changes) using the Position History Form (NBIPOSH). Items needed to complete this topic: Position ID HRMS form NBIPOSH LESSON 2: POSITION INFORMATION INQUIRIES Topic 3: Position History Inquiries Slide 62 HRMS General InquiriesPage: 62 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Position History Inquiry 1.In the DIRECT ACCESS field, type NBIPOSH and then press ENTER. 2.Enter the Position number or search using the method described in the previous lesson. 3.Move to the next block. 4.View the information for the name identified. LESSON 2: POSITION INFORMATION INQUIRIES Topic 3: Position History Inquiries Youll probably look at Position History often! Slide 63 HRMS General InquiriesPage: 63 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Position History Inquiry The Position History (NBIPOSH) sub-form allows you to view all changes made to a position. Using the horizontal scroll bar, you can view the following attributes of the changes made to the position: Date the change was made Title Associated Employee Class Associated Salary information Where the position reports to LESSON 2: POSITION INFORMATION INQUIRIES Topic 3: Position History Inquiries Slide 64 HRMS General InquiriesPage: 64 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Position History Inquiry (cont.) 5.Click on the red door icon (exit) or press the Ctrl+Q. LESSON 2: POSITION INFORMATION INQUIRIES Topic 3: Position History Inquiries Slide 65 HRMS General InquiriesPage: 65 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 4: Position Budget Inquiries Assume you need to check the remaining balance available for a specific positions budget. The Position Budget Form (NBAPBUD) enables you to view position budgets by fiscal year, regular earnings totals (budgeted, encumbered, expended, and remaining), and position labor distributions. What you will learn in this topic: How to inquire on position information using the Position Budget Form (NBAPBUD). Items needed to complete this topic: Position ID HRMS form NBAPBUD LESSON 2: POSITION INFORMATION INQUIRIES Topic 4: Position Budget Inquiries Slide 66 HRMS General InquiriesPage: 66 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Position Budget Inquiry 1.In the DIRECT ACCESS field, type NBAPBUD and then press the ENTER key. 2.Enter the active fiscal year desired in the FISCAL YEAR Field. 3.Enter the Position Number or click on the SEARCH icon to search using the POSITION LIST FORM (NBQPOSN). 4.Move to the next block. LESSON 2: POSITION INFORMATION INQUIRIES Topic 4: Position Budget Inquiries 3 2 Slide 67 HRMS General InquiriesPage: 67 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Position Budget Inquiry Results NBAPBUD will display the following: A.Position Status: Active Inactive Cancelled Frozen B.Position Type: Single/Pooled (Single = Regular Employees/ Pooled = Graduate Assistants, etc.). C.Position Effective Dates (will be the beginning of the fiscal year) D.Other position statuses not covered under Position Status. (Reference the Crosswalk job aid titled Position Status Tracking Attributes for possible codes.) LESSON 2: POSITION INFORMATION INQUIRIES Topic 4: Position Budget Inquiries 2 B C A D Slide 68 HRMS General InquiriesPage: 68 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Position Status Definitions StatusDescription ActiveActive position status is used in HRMS Banner. The majority of positions should be in active status. InactiveInactive position status in HRMS Banner is used when a position is on hold it becomes active in NBAPBUD. This can be used for RTRT positions. It is not being used for positions that are funded from frozen positions. FrozenFrozen position status is used in HRMS Banner. This will be used when a position is at a standstill and cannot be used for a personnel assignment because a temporary position is being funded from the frozen position. CancelledCancelled (closed) position is used in HRMS Banner. An example of a cancelled position status is an elimination of a position due to budgetary constraints. LESSON 2: POSITION INFORMATION INQUIRIES Topic 4: Position Budget Inquiries Slide 69 HRMS General InquiriesPage: 69 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Position Budget Inquiry (cont.) To access the Salary Budget, click on the OPTIONS menu and select Salary Budget. LESSON 2: POSITION INFORMATION INQUIRIES Topic 4: Position Budget Inquiries Youll probably look at Salary Budget often! Slide 70 HRMS General InquiriesPage: 70 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Position Budget Inquiry Results Clicking on the SALARY BUDGET link on the OPTIONS menu allows you to view the following: A. HRMS Organization Code associated with the position B. Amount budgeted for the position C. Amount actually spent on this position D. Remaining balance for the position budget E. Budget FTE: Full-time Equivalent. 1.0= Full time, < 1.0= part-time i.e..5,.65 = part-time A B C D E LESSON 2: POSITION INFORMATION INQUIRIES Topic 4: Position Budget Inquiries Slide 71 HRMS General InquiriesPage: 71 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Position Budget Inquiry (cont.) Close the NBAPBUD form and return to the Main Menu. 5.Click on the red door (exit) button. NOTE: WSU is not using the Encumbering feature for positions. LESSON 2: POSITION INFORMATION INQUIRIES Topic 4: Position Budget Inquiries ! Slide 72 HRMS General InquiriesPage: 72 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Position Information Inquiries The Position Budget Form (NBAPBUD) enables you to view position budgets by fiscal year. Other information relating to the position budgets NBAPBUD allows you to view are the following: Amount of monies budgeted and expended Budgeted Full-time Equivalent value NOTE: You will MOST likely be interested in the information found in the Salary Budget window. LESSON 2: POSITION INFORMATION INQUIRIES Topic 4: Review Slide 73 HRMS General InquiriesPage: 73 Version 7.7 May 29, 2002 BackForwardIndex Exit Using your knowledge from this lesson perform the following tasks for the Pipefitter position (position number: N99266) in the Fiscal Year 2002: Exercise: Position Information Inquiries 1.Identify if the position is a single position or a pooled position (I.e. Graduate Assistant, etc.). 2.Identify how much money is available for the position. LESSON 2: POSITION INFORMATION INQUIRIES Exercise: Position Information Inquiries Slide 74 HRMS General InquiriesPage: 74 Version 7.7 May 29, 2002 BackForwardIndex Exit Exercise Review: Position Information Inquiries 1.Identify if the position is a single position or a pooled position (I.e. Graduate Assistant, etc.). Regular employee (Using NBAPBUD, Type: Single) 2.Identify how much money is available for the position. $47,378 (Using Salary Budget window in NBAPBUD) LESSON 2: POSITION INFORMATION INQUIRIES Exercise Review: Position Information Inquiries Slide 75 HRMS General InquiriesPage: 75 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Position Information Inquiries Form:Uses: Position Incumbent List Form (NBIPINC)Typically used to determine if a position is open; who the incumbent is. Position Definition Form (NBAPOSN) HRS equivalent: Screen # 13, L13, W45 Typically used to view basic position information such as Salary range Employee Position List Form (NBQPOSN)Used to identify a position number. Typically using the position title as a query variable. (Commonly used from within an HRMS form by clicking on the Search icon.) Position Budget Form (NBAPBUD) HRS equivalent: Screen W45 Used to query about a positions budget by fiscal year. The SALARY BUDGET link is often used to determine the budget available for a position. LESSON 2: POSITION INFORMATION INQUIRIES Lesson Review Slide 76 HRMS General InquiriesPage: 76 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 3: Employee Information Inquiries LESSON 3: EMPLOYEE INFORMATION INQUIRIES Slide 77 HRMS General InquiriesPage: 77 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 3: Employee Information Inquiries Overview & Agenda Lesson Overview: HRMS stores information about employees such as the following: Terms of employment Leave balances (including those from the old HRS system) Compensation Visas To search for such information, HRMS stores this data in the Employee Form (PEAEMPL), the Employee Jobs Form (NBAJOBS), and the International Information Form (PPAINTL). In this lesson, given a name, you will identify information about an individuals employment, position, salary, and any applicable international information. Lesson Agenda: Topic 1:Identify General Employment Information Topic 2:Perform Employee Jobs Inquiries Topic 3:Identify Information about International Employees LESSON 3: EMPLOYEE INFORMATION INQUIRIES Overview & Agenda Slide 78 HRMS General InquiriesPage: 78 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Previous Learning Recall how to search for a person once you navigate to a form: 1.Press the TAB key to move the cursor from the ID field to the Name field. 2.Type the name of the person using wild cards if necessary. If you enter a partial field value, you must use Oracle wildcards. Use the percent symbol (%) to represent any number of unspecified characters. Examples: Type Gsoifn%, S% into the NAME field to search for the name Susan Carol Gsoifnep . 3.Press the ENTER key to perform the search. 4.Click on the down arrow on the right side of the SEARCH RESULTS field to display the matching records. 5.Scroll to the desired ID and click on it. The name will be returned to the calling form. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Review Previous Learning Slide 79 HRMS General InquiriesPage: 79 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 1: General Employment Information Inquiries Assume that you need to identify an employee's current employment status,their home department or perhaps check distribution organization. Using the Employee Form (PEAEMPL), you can identify general information such as employment status, home department, etc. PEAEMPL collects general data, including current status, employee class, leave and benefit categories, home and distribution organizations, and service dates. What you will learn in this topic: How to identify an employees employment status or home department using the Employee Form (PEAEMPL) Items needed to complete this topic: Employee ID/Name HRMS form PEAEMPL HRS Equivalent: Screens #12, 21 & W46 ! LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 1: General Employment Information Inquiries Slide 80 HRMS General InquiriesPage: 80 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: General Employment Information Inquiry 1.In the DIRECT ACCESS field, type PEAEMPL and then press the ENTER key. 2.Enter the Employee ID or search using the method described in Lesson 1. 3.Move to the next block. This allows you to view the information for the name identified. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 1: General Employment Information Inquiries Slide 81 HRMS General InquiriesPage: 81 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: General Employment Information Inquiry Results Review the data: A.General Employee Information B.Service Dates C.Home Department and Check Distribution A C B LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 1: General Employment Information Inquiries Youll probably use this form often! Slide 82 HRMS General InquiriesPage: 82 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity: General Employment Information Inquiry Step:Actions: Go to PEAEMPL 1) Move the cursor to the Name field.Press the TAB key. 2) Enter the search criteria.Type Weah%, C% into the NAME field to search for Clarence Weahjp and press the ENTER key. 3) Click on the down arrow on the right side of the SEARCH RESULTS field to display the matching records. 4) Scroll to the desired ID and click on it. The name will be returned to the calling form (PEAEMPL). 5) Move to the next block. 6) Compare the Activity Review on the next page with your results. Then exit the form. Review the data then exit the form. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Activity: General Employment Information Inquiry Slide 83 HRMS General InquiriesPage: 83 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity Review: General Employment Information Inquiry Results Moving to the next block populates fields with the following information: A.General Employee B.Service Dates C.Home Department and Check Distribution LESSON 3: EMPLOYEE INFORMATION INQUIRIES Activity Review: General Employment Information A B C Slide 84 HRMS General InquiriesPage: 84 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Leave Balances Window Click on the OPTIONS menu and select the LEAVE BALANCES INFORMATION menu item. The Leave Balances window will display the employees leave balances in detail. NOTE: The vertical scroll bar on the right may indicate that there is more leave balance information. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 1: General Employment Information Inquiries Slide 85 HRMS General InquiriesPage: 85 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Regulatory Information Window From the Employee form, you can also navigate to the U.S. Regulatory Information window. Click on the OPTIONS menu and select the REGULATORY INFORMATION menu item. The U.S. Regulatory Information window collects data for use in I-9,soft money, and 1042-S reporting. This information is required by the federal government for verification of citizenship. Typically this information is for everyone hired after 1987. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 1: General Employment Information Inquiries Slide 86 HRMS General InquiriesPage: 86 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: General Employment Information Inquiry (cont.) Close the PEAEMPL form and return to the Main Menu. 4.Click on the red door (exit) button. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 1: General Employment Information Inquiries 4 Slide 87 HRMS General InquiriesPage: 87 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: General Employment Information Inquiries PEAEMPL collects the following general employment information: Current status Employee class Leave and benefit categories Home and distribution organizations Service dates LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 1: Review Slide 88 HRMS General InquiriesPage: 88 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 2: Employee Jobs Inquiries Inquiries can be performed about an employees job. The following are examples of such information: Position Annual Salary (formerly known as Salary) What accounts the employee is paid from Who an employee works for I n this topic you will learn: How to perform inquiries about employee jobs using the Employee Jobs Form (NBAJOBS). Items needed to complete this topic: Employee ID/Name HRMS form NBAJOBS LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries HRS Equivalent: Screens 16, L16, 116, L36, 36 ! Slide 89 HRMS General InquiriesPage: 89 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Employee Jobs Form Inquiry 1.In the DIRECT ACCESS field, type NBAJOBS and then press the ENTER key. 2.Enter the Employee ID or search using the method described in Lesson 1. 3.Select the appropriate position for the employee by clicking on the SEARCH icon in the POSN field. This will open a window giving you access to a LIST OF ALL POSITIONS and LIST OF EMPLOYEES JOBS (NBIJLST). Select NBIJLST. OR enter the Position ID if it is known. 2 3 LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 90 HRMS General InquiriesPage: 90 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Employee Jobs Form Inquiry (cont.) 4.Select the appropriate position by double-clicking in the POSITION field. (Make note of the dates if necessary. Most current position is listed first.) 5.Move to the next block. 6.Review the data. 4 5 LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 91 HRMS General InquiriesPage: 91 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Employee Jobs Inquiry Results The NBAJOBS main window allows you to view the Begin and End Dates. Using NBAJOBs sub-forms,you can also access the following types of information: Effective dates for that position Personnel dates for that position Compensation information Timesheet organization Assigned supervisor And more! LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 92 HRMS General InquiriesPage: 92 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Employee Jobs Inquiry Results (cont.) You can access the sub-forms by clicking on the OPTIONS MENU and choosing one of the following menu items: Default Earnings Code Job Detail Information LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Youll probably use Job Detail Information often! Slide 93 HRMS General InquiriesPage: 93 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Employee Jobs Inquiry Default Earnings Code To access the Default Earnings Code window, click on the OPTIONS menu and select the DEFAULT EARNINGS menu item. This window establishes the earnings code (i.e. REG) that defaults to the employees time sheet. You can use this form to see what the employees pay period (typically 75-80 hours) is by looking at the Hrs/Units column as well as what shift the employee works using the Shift column. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 94 HRMS General InquiriesPage: 94 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Employee Jobs Inquiry Job Detail Information To access the Job Detail Information window, click on the OPTIONS menu and select the JOB DETAIL INFORMATION menu item. The Job Detail Information Window collects compensation and pay plan information. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 95 HRMS General InquiriesPage: 95 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Employee Jobs Inquiry Job Detail Information (cont.) On the Job Detail Information window within NBAJOBS, following information is available for you to view: Effective Date: Used for payroll processing. Personnel Date: Date the job/promotion is scheduled to begin. Status: Defines whether the person is currently working, on leave, or terminated. Title: Job title. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 96 HRMS General InquiriesPage: 96 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Employee Jobs Inquiry Job Detail Information (cont.) The following information is also available for you to view: Appt%: Represents the % paid of the annual salary listed in the lower right corner. Assume you see 80% in Appt Percentage and a salary of $100,000, the employee will be paid $80,000. FTE: Field not used. Not used in calculating pay. Decision to use is up to the department. NOTE: On Appt%: If the job is using a term rather than a yearly amount for part- time faculty, then you will see 100%. Also, you will see 100% for hourly employees (except hourly exception) or it will pay them that fraction of an hour. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 97 HRMS General InquiriesPage: 97 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Employee Jobs Inquiry Job Detail Information (cont.) The following information is also available for you to view: Hours per Day: Number of working hours for that employee Employee Class: I.e. Part time Faculty, Executive, Management, etc. Change Reason: Reason for job change (if applicable) Employer Code: WSU (default) Pay Plan Information Compensation Information such as annual salary LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 98 HRMS General InquiriesPage: 98 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity: Employee Jobs Inquiry Job Detail Information Step:Actions: Go to NBAJOBS 1) Enter the Employee ID.Type 000355791 into the ID field. 2) Search for the employees Position ID and choose List of Employee Jobs (NBIJLST). 3) Select the first position number.Double click on F99241 4) Move to the next block. 5) Click on the OPTIONS drop down menu. 6) Select the Job Detail Information menu item. 7) Compare the Activity Review on the next page with your results. DO NOT CLOSE NBAJOBSyou will navigate through more data in a moment. Review the dataDO NOT CLOSE NBAJOBS! LESSON 3: EMPLOYEE INFORMATION INQUIRIES Activity: Employee Jobs Inquiries Slide 99 HRMS General InquiriesPage: 99 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Employee Jobs Inquiry Job Detail Information The Job Detail information window will yield the following important information: Effective Date Personnel Date Appointment Percentage Pay Plan information Compensation information. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Activity Review: Employee Jobs Inquiries Slide 100 HRMS General InquiriesPage: 100 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Employee Jobs Inquiry Payroll Default Information To access the Payroll Default Information window, go to the Job Detail Information window and click on the OPTIONS menu and select the PAYROLL DEFAULT INFORMATION menu item. The Payroll Default Information window collects time sheet and the Payroll ID. You can determine where the employees timesheet is submitted to by viewing the Timesheet Orgn field.. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Youll probably use this often to look at where a timesheet is submitted! Slide 101 HRMS General InquiriesPage: 101 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Employee Jobs Inquiry Miscellaneous Job Info To access the Miscellaneous Job Information window, click on the OPTIONS menu and select the MISCELLANEOUS JOB INFORMATION menu item. The Miscellaneous Job Information window contains information which will display who is an employees supervisor. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 102 HRMS General InquiriesPage: 102 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Employee Jobs Inquiry (cont.) Close the NBAJOBS form and return to the Main Menu. 7.Click on the red door (exit) button. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 2: Employee Jobs Inquiries Slide 103 HRMS General InquiriesPage: 103 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 3: International Employee Information Inquiries Assume you need to view an employee I-9 information. Us the PPAINTL form to view current visa, and entry visa information. In this topic you will learn: How to identify information about international employees using the International Information Form (PPAINTL) Items needed to complete this topic: Employee ID/Name HRMS form PPAINTL LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 3: International Employee Information Closest HRS Equivalent Screen: #21 ! Slide 104 HRMS General InquiriesPage: 104 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: International Employee Information Inquiry 1.In the DIRECT ACCESS field, type PPAINTL then press the ENTER key. 2.Enter the Employee ID or search using the method described in Lesson 1. 3.Move to the next block. 4.View the information. 3 2 LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 3: International Employee Information Slide 105 HRMS General InquiriesPage: 105 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: International Employee Information Inquiry Results The PPAINTL main window allows you to view the following information: Current Visa information Entry Visa information (Central dept will not maintain) LESSON 3: EMPLOYEE INFORMATION INQUIRIES Topic 3: International Employee Information Slide 106 HRMS General InquiriesPage: 106 Version 7.7 May 29, 2002 BackForwardIndex Exit Exercise: Employee Information Inquiries Using your knowledge from this lesson answer the following questions for Gregory Kebevut: Gregory Kebevut 1. What is his Employee Class? 2. What is his Earnings Code? 3. What is his annual salary? 4. What organization is his timesheet submitted to? LESSON 3: EMPLOYEE INFORMATION INQUIRIES Exercise: Employee Information Inquiries Slide 107 HRMS General InquiriesPage: 107 Version 7.7 May 29, 2002 BackForwardIndex Exit Exercise Review: Personal Information Inquiries Gregory Kebevut ID: 003434522 1. What is his Employee Class? (PEAEMPL)A2: 12 Month Represented Faculty 2. What is his earnings code? (NBAJOBS, Default Earnings Code) REG, Regular Pay 3. What is his annual salary? (NBAJOBS, Job Detail) 166144.00 4. What organization is his timesheet submitted to? (NBAJOBS, Job Detail, Payroll Default Information) Psychiatry LESSON 3: EMPLOYEE INFORMATION INQUIRIES Exercise Review: Employee Information Inquiries Slide 108 HRMS General InquiriesPage: 108 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 3: Employee Information Inquiries Review FormUses Employee Form (PEAEMPL) HRS Equivalent: Screens #12 & W46 Typically used to view general employee information such as the following: Current status, employee class Leave and benefit categories Home and distribution organizations Service dates Employee Jobs Form (NBAJOBS) HRS Equivalent: Screen 16, L16, 116, L36, 36 Used to identify the following information about an employees: Position Salary What accounts the employee is paid from Who an employee works for International Information Form (PPAINTL) Closest HRS Equivalent Screen #21 This screen is used to view current visa, passport, and entry visa information along with I-9 information for new citizens. LESSON 3: EMPLOYEE INFORMATION INQUIRIES Lesson Review Slide 109 HRMS General InquiriesPage: 109 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 4: Payroll Information Inquiries LESSON 4: PAYROLL INFORMATION INQUIRIES Slide 110 HRMS General InquiriesPage: 110 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 4: Payroll Information Inquiries Overview & Agenda Lesson Overview: HRMS conveniently allows you to view payroll information such as the following: Pay event details for a specific employee during a specific pay period (including gross amounts, net amounts, and deductions). Earnings and hours totals for a specific employee during a specific year (also broken down by quarter). List of the status of all checks issued during a specific pay period. Lesson Agenda: Topic 1:View the Details of a Pay Event Topic 2:View Year-to-date Totals for Hours/Gross Pay Topic 3:Determine if a Check Has Been Issued LESSON 4: PAYROLL INFORMATION INQUIRIES Overview & Agenda Slide 111 HRMS General InquiriesPage: 111 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Previous Learning Recall from HRMS 101: Basic Concepts that employees can review their individual payroll information via Web for Employees. The following information may be accessed using Web for Employees: Employee information Personal information Leave history W-2 information Pay stubs / deduction detail LESSON 4: PAYROLL INFORMATION INQUIRIES Review Previous Learning Slide 112 HRMS General InquiriesPage: 112 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 1: Check Detail Inquiries Assume you need to review the check details for an employee such as, paycheck totals, paycheck deductions, or need to determine if a check was issued. Using Check Detail Inquiry Form (PHICHEK), you can view the details of a specified pay event, including check/Direct Deposit numbers, recipient, gross and net amounts, earnings codes and rates, deductions and hours worked during the pay period. What you will learn in this topic: How to view the details of a pay event for a specific employee using the Check Detail Inquiry Form (PHICHEK). Items needed to complete this topic: Online HRMS Form PHICHEK Employee ID/Name Year to be queried Pay ID Pay Number LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 1: Check Detail Inquiries HRS Equivalent: Screens #12 and L30 ! Slide 113 HRMS General InquiriesPage: 113 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Check Detail Inquiry 1.In the DIRECT ACCESS field, type PHICHEK and then press the ENTER key. 2.Enter the employee ID or perform a search for the ID number. 3.Enter the year you wish to inquire within, in the YEAR field. 4.Enter the Pay ID and Pay No. (if known) or click the Search button to search using the PAY EVENT LIST FORM (PHILIST). 5.Move to the next block. 6.View the information for the pay period identified. LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 1: Check Detail Inquiries 5 5 3 2 4 Slide 114 HRMS General InquiriesPage: 114 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Check Detail Inquiry Results Moving to the next block populates fields with the detail of a pay by employee. Information such as the following will be displayed: A.Gross Amount B.Deductions C.Net Amount D.Document Number and Type (check or direct deposit) E.Net Amount and Date F.Disposition - status of the pay event LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 1: Check Detail Inquiries A C 1E 1D F B The Disposition codes: 70 = Payroll process complete. Transactions posted to FMS 60-69 = Check was dispersedSlide 115 HRMS General InquiriesPage: 115 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity: Check Detail Inquiry Step:Actions: Go to PHICHEK 1)Enter the employee ID in the ID field.Enter ID Number: 003430489 2) Enter the desired year in the YEAR field.Enter 2002 in the YEAR field. 3) Click the Search button next to the PAY ID field to select the desired pay period/number. 4) To select the record, double-click on the record in the Year column to return the value to PHICHEK. Select the record Pay No 1 5) Move to the next block. 6) Compare the Activity Review on the next page with your results. Then exit the form. Review the data then exit the form. LESSON 4: PAYROLL INFORMATION INQUIRIES Activity: Check Detail Inquiry Slide 116 HRMS General InquiriesPage: 116 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity Review: Check Detail Inquiry Moving to the next block populates fields with the detail of a pay by employee. Information such as the following will be displayed: A.Gross Amount B.Deductions C.Net Amount D.Document Number and Type (check or direct deposit) E.Net Amount and Date F.Disposition of Check LESSON 4: PAYROLL INFORMATION INQUIRIES Activity Review: Check Detail Inquiry A C 1E 1D B F Slide 117 HRMS General InquiriesPage: 117 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Deduction Information To access the Deductions Information, click on the OPTIONS menu and select the DEDUCTION INFORMATION menu item. The Deduction Information window displays in detail all the: A.Title of the deductions B.Employee contribution/ deduction amount C.Employer contribution LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 1: Check Detail Inquiries A B C Slide 118 HRMS General InquiriesPage: 118 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Check Detail Inquiry (cont.) Close the PHICHEK form and return to the Main Menu. 1.Click on the red door (exit) button. LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 1: Check Detail Inquiries Slide 119 HRMS General InquiriesPage: 119 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 2: View Year-to-date Totals for Hours/Gross Pay Assume you would like to view the quarterly and yearly totals for an employees hours and pay. Using the Job Year-to-Date Totals Form (PEIJTOT), you can view what hours/gross pay have been expensed by earnings code either by calendar or fiscal year for a specific employee and position. (This data is further broken down by monthly, quarterly, and yearly totals.) What you will learn in this topic: How to view year-to-date totals for hours/gross pay for a specific employee using the Job Year-to-Date Totals Form (PEIJTOT). Items needed to complete this topic: HRMS form PEIJTOT Employee ID/Name Position ID Earnings Code Year to inquire within LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 2: Year-to-date Totals for Hours/Gross Pay Slide 120 HRMS General InquiriesPage: 120 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Job Year To Date Totals Form (PEIJTOT) Inquiries 1.In the DIRECT ACCESS field, type PEIJTOT and then press the ENTER key. 2.Enter the employee ID or perform a search for the ID number. 3.Enter the Position ID or click the SEARCH icon in the POSN field to search the EMPLOYEE JOB INQUIRY FORM (NBIJLST). 4.Enter the earnings code in the Earnings field or click on the SEARCH icon to search the Employee Earnings Codes window. Enter the year to query within. 5.Select to inquire within the Calendar or Fiscal year for the year you provided. 6.Move to the next block. 7.Review the data. LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 2: Year-to-date Totals for Hours/Gross Pay 3 4 1 6 6 5 4 Slide 121 HRMS General InquiriesPage: 121 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Year To Date Totals Inquiry Results The Job Year To Date Totals Form provides year-to-date earnings totals by either fiscal or calendar year by: A.Monthly B.Quarterly C.Yearly LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 2: Year-to-date Totals for Hours/Gross Pay C B A Slide 122 HRMS General InquiriesPage: 122 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity: Year To Date Totals Inquiry Step:Actions: Go to PEIJTOT 1) Enter the employee ID in the ID field.Enter 000413537 2) Click the SEARCH icon in the POSN field to search for a position in NBIJLST. 3) Select the desired position by double-clicking on the record or using the Select icon button in the toolbar. Select the current (only one available) position. 4) Click the SEARCH icon next to the Earnings field to search for an earnings code. Select the desired earnings code by clicking on OK. 5) Verify the Calendar radio button is selected and enter the desired year. Enter the year 2002 in the year field. 6) Move to the next block. 7) Compare the Activity Review on the next page with your results. Then exit the form. Review the data then exit the form. LESSON 4: PAYROLL INFORMATION INQUIRIES Activity: Year-to-date Totals Inquiry Slide 123 HRMS General InquiriesPage: 123 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity Review: Year To Date Totals Inquiry Results The Job Year To Date Totals Form provides year-to-date earnings totals by either fiscal or calendar year by: A.Monthly B.Quarterly C.Yearly LESSON 4: PAYROLL INFORMATION INQUIRIES Activity Review: Year-to-date Totals Inquiry C B A Slide 124 HRMS General InquiriesPage: 124 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 3: Determine if a Check Has Been Issued Assume that you want to view the status of more than one paycheck for an employee(I.e. has the check been dispersed). Using the Pay Event List Form (PHILIST), you can identify every check issued as well as its status (i.e. original, voided, adjustment) for a payroll period. What you will learn in this topic: How to determine if a check has been issued to a specific employee using the Pay Event List Form (PHILIST). Items needed to complete this topic: Employee ID/Name HRMS form PHILIST LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 3: Determine if a Check Has Been Issued Slide 125 HRMS General InquiriesPage: 125 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Pay Event Inquiry 1.In the DIRECT ACCESS field, type PHILIST and then press the ENTER key. 2.Enter the employee ID or perform a search for the ID number. 3.Move to the next block. 4.View the pay event status for the employee identified. LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 3: Determine if a Check Has Been Issued 3 2 2 Slide 126 HRMS General InquiriesPage: 126 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Pay Event Inquiry Results The Pay Event List Form provides a record of all payroll transactions and adjustments for a specified employee. Transactions are displayed in chronological order, with the most recent transactions appearing first. The status of the pay event can be found in the Disp column: 70 = Payroll process complete. Transactions posted to FMS 60-69 = Check was dispersedSlide 127 HRMS General InquiriesPage: 127 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Pay Event Inquiry (cont.) Close the PHILIST form and return to the Main Menu. 5.Click on the red door (exit) button. LESSON 4: PAYROLL INFORMATION INQUIRIES Topic 3: Determine if a Check Has Been Issued 5 Slide 128 HRMS General InquiriesPage: 128 Version 7.7 May 29, 2002 BackForwardIndex Exit Step:Actions: Go to PHILIST 1) Enter the employee ID in the ID field.Enter ID Number: 003434880 2) Move to the next block. 3) Compare the Activity Review on the next page with your results. Then exit the form. Review the data then exit the form. On Your Own Activity: Pay Event Inquiry LESSON 4: PAYROLL INFORMATION INQUIRIES Activity: Pay Event Inquiry Slide 129 HRMS General InquiriesPage: 129 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity Review: Pay Event Inquiry Results The Pay Event List Form provides a record of all payroll transactions and adjustments for a specified employee. Transactions are displayed in chronological order, with the most recent transactions appearing first. The status of the pay event can be found in the Disp column: 70 = Payroll process complete. Transactions posted to FMS 60-69 = Check was dispersedSlide 130 HRMS General InquiriesPage: 130 Version 7.7 May 29, 2002 BackForwardIndex Exit Exercise: Payroll Information Inquiries Using your knowledge from this lesson match the inquiry task in the left column with HRMS form in the right column. TASKANSWERHRMS Form 1.View check details such as the following: Check numbers Gross amounts Net amounts Deductions per pay period _________Pay Event List Form (PHILIST) 2. View monthly gross pay hours expensed by earnings code. _________Job Year to Date Totals Form (PEIJTOT) 3.Verify a check has been dispersed to an employee. _________Check Detail Inquiry Form (PHICHEK) LESSON 4: PAYROLL INFORMATION INQUIRIES Exercise: Payroll Information Inquiries Slide 131 HRMS General InquiriesPage: 131 Version 7.7 May 29, 2002 BackForwardIndex Exit Exercise Review: Payroll Information Inquiries TASKANSWERHRMS Form 1.View check details such as the following: Check numbers Gross amounts Net amounts Deductions per pay period PHICHEK Check Detail Inquiry Form (PHICHEK) 2. View monthly gross pay hours expensed by earnings code. PEIJTOT Job Year to Date Totals Form (PEIJTOT) 3.Verify a check has been dispersed to an employee. PHILIST Pay Event List Form (PHILIST) LESSON 4: PAYROLL INFORMATION INQUIRIES Exercise Review: Payroll Information Inquiries Slide 132 HRMS General InquiriesPage: 132 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Payroll Information Inquiries Form:Uses: Check Detail Inquiry Form (PHICHEK)View the details of a specified pay event, including check/Direct Deposit numbers, recipient, gross and net amounts, earnings codes and rates, deductions and hours worked during the pay period. Job Year To Date Totals Form (PEIJTOT)View what hours/gross pay have been expensed by earnings code either by calendar or fiscal year for a specific employee and position. (This data is further broken-down by monthly, quarterly, and yearly totals.) Pay Event List Form (PHILIST)Identify every check issued as well as its status (i.e. original, voided, adjustment) for a payroll period. LESSON 4: PAYROLL INFORMATION INQUIRIES Lesson Review Slide 133 HRMS General InquiriesPage: 133 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 5: Faculty Inquiries LESSON 5: FACULTY INQUIRIES Slide 134 HRMS General InquiriesPage: 134 Version 7.7 May 29, 2002 BackForwardIndex Exit Lesson 5: Faculty Inquiries Overview and Agenda Lesson Overview: HRMS allows you to conveniently track information such as tenure, appointments and promotions for a specific faculty member. Lesson Agenda: Topic 1:Identify Faculty Tenure Status Topic 2: View Faculty Status Decisions LESSON 5: FACULTY INQUIRIES Overview & Agenda Slide 135 HRMS General InquiriesPage: 135 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Previous Learning Recall from the course titled HRMS Navigation that you can navigate to other windows within a specific form using hyperlinks. These hyperlinks are found in the OPTIONS menu. In this course you will use this ability extensively to view faculty information. LESSON 5: FACULTY INQUIRIES Review Previous Learning Slide 136 HRMS General InquiriesPage: 136 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 1: Faculty Tenure Status Inquiries Assume that you want to view tenure, appointment, rank, and leave data about a specific faculty member. Using the Faculty Action Tracking form (PEAFACT) you can view the following information about a specific faculty member: Tenure Appointments to a position Faculty ranks Faculty leaves What you will learn in this topic: Identify the tenure status for a specific faculty member using the Faculty Action Tracking form (PEAFACT). Items needed to complete this topic: Faculty members name and/or employee ID Online HRMS form PEAFACT HRS Equivalent: Screens #26 & 15 ! LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries Slide 137 HRMS General InquiriesPage: 137 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Faculty Tenure Status Inquiry 1.In the DIRECT ACCESS field, type PEAFACT and then press the ENTER key. 2.Enter the employee ID or perform a search for the ID number. 3.Move to the next block. 4.View the information for the pay period identified. Note : The Status field is automatically updated for the person youre inquiring about. The person does not need to have an Active status in order for the user to view information in the Faculty module about them. This is a display only field. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries 3 2 Slide 138 HRMS General InquiriesPage: 138 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Faculty Tenure Status Inquiry (cont.) Information such as the following will be displayed: A.Primary Activity. Defines the primary work assignment. B.Primary Discipline. Identifies the main academic discipline associated with the person. C.Institution Credit. Identifies the credit toward the number of years of service the employee may have from prior institutions. D.Academic Title. The academic title of the faculty member. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries D B A C Slide 139 HRMS General InquiriesPage: 139 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Faculty Tenure Status Inquiry Results (cont.) Other information includes: F.Emeritus Status. Indicates if the person has achieved an emeritus status. G.Terminal Degree. Indicates if the faculty member has attained the highest degree possible in a particular course of study. (Defaults from PPAGENL) H.AAUP-AFT Member. Indicates that the faculty member has a membership to the American Association of University Professors-American Federation of Teachers. I.Original Appointment. The date on which the person began and ended the original appointment. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries I H G F Slide 140 HRMS General InquiriesPage: 140 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Appointment/Tenure Record Action Window To access the Action Window, click on the OPTIONS menu and select the APPT/TENURE RECORD menu item. The Appointment/Tenure Action Window displays a profile of all appointments, reviews, and tenure steps for an individual. Note : This window can have multiple records (I.e. history). Use the scroll bar on the right- side to view all the records. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries Slide 141 HRMS General InquiriesPage: 141 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Appointment/Tenure Record Action Window (cont.) Lets focus on the Tenure Information area. Tenure information can be found in the lower right of the Appointment/Tenure Action Window. A.Review Type. Type of review (i.e. six month review) B.Tenure Code. Identifies if the person is On-track, Ineligible, etc. C.Tenure Status. Correlates with Tenure code. D.Tenure Tracking Begin. Identifies when tracking began. E.Tenure On. Identifies the date Tenure was achieved (if at all). F.Tenure Review Date. Identifies the next review date. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries F E D C B A Slide 142 HRMS General InquiriesPage: 142 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Rank Records Action Window To access Rank Action window from this point, take the following steps: 1.Click the Rollback button. This will take you back to the PEAFACT main window. 2.Move to the next block (to populate the form with the person youre inquiring about). 3.Click on the OPTIONS menu. 4.Click on RANK RECORDS. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries Rollback Slide 143 HRMS General InquiriesPage: 143 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Rank Records Action Window The Rank Action window allows the user to view rank information for a faculty member. Rank information can be found in the upper block in the action window. A.Rank. Displays the rank of the faculty member (i.e. Professor, Senior Lecturer, etc.) B.Rank Effective Date. Displays the date the faculty member achieved the rank displayed. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries B A Slide 144 HRMS General InquiriesPage: 144 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Faculty Leaves Action Window To access Faculty Leave Records Action window from this point, take the following steps: 1.Click the Rollback button. This will take you back to the PEAFACT main window. 2.Move to the next block (to populate the form with the person youre inquiring about). 3.Click on the OPTIONS menu. 4.Click on FACULTY LEAVE RECORDS. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries Rollback Slide 145 HRMS General InquiriesPage: 145 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Faculty Leaves Action Window The Faculty Leave Records Action Window tracks academic leaves. Lets focus on the type and dates of leaves: A.Leave Type: I.e. FMLA, Personal Leave, Civic Obligation. B.Leave Requested fields. These fields show the requested dates for a leave. C.Approved Leave fields. These fields show the approved dates available to the person. In this form, HRMS sorts records based on the order of the Approved Leave Begin date of Leave records. To move from record to record use the scrolling area to the right or use the up/down arrow keys on your keyboard. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries A A B C Slide 146 HRMS General InquiriesPage: 146 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Faculty Snapshot Action Window To access Faculty Snapshot Action window within the Appt/Tenure Record, you must have the Rank Records, or Faculty Leave Records Action windows displayed. Form either of these points, take the following steps: 1.Click on the OPTIONS menu. 2.Click on FACULTY SNAPSHOT. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries 1 Youll probably use the Faculty Snapshot often! 2 Slide 147 HRMS General InquiriesPage: 147 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Faculty Snapshot Action Window The Faculty Snapshot Action window (PEIFACT) provides a one-page overview of approved information as it applies to the General Information block on PEAFACT, Appt./Tenure Record Action Window, and Faculty Leave Information Action Window. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries Note: You can also access this form via Direct Access. Slide 148 HRMS General InquiriesPage: 148 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Faculty Tenure Status Inquiry (cont.) Close the PEAFACT form and return to the Main Menu. 3.Click on the red door (exit) button. The Faculty Snapshot Action window will close. 4.Click on the red door (exit) button again. The Action Window will close and the Main Menu will appear. LESSON 5: FACULTY INQUIRIES Topic 1: Faculty Tenure Status Inquiries Slide 149 HRMS General InquiriesPage: 149 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity: Identify Faculty Tenure Status Step:Actions: Go to PEAFACT 1) Enter the employee ID in the ID field or use the search pop-up window to search for an employees ID. Enter ID Number: 003434399 2) Move to the next block. 3) From the Options menu, select the Appt/Tenure Records option. 3) Compare the Activity Review on the next page with your results. Then exit the form. Review the data then exit the form. LESSON 5: FACULTY INQUIRIES Activity: Identify Faculty Tenure Status Slide 150 HRMS General InquiriesPage: 150 Version 7.7 May 29, 2002 BackForwardIndex Exit On Your Own Activity Review: Identify Faculty Tenure Status Lets focus on the Tenure Information area. A.Review Type. Type of review (i.e. six month review) B.Tenure Code. Identifies if the person is On-track, Ineligible, etc. C.Tenure Status. Correlates with Tenure code. D.Tenure Tracking Begin. Identifies when tracking began. E.Tenure On. Identifies the date Tenure was achieved (if at all). F.Tenure Review Date. Identifies the next review date. LESSON 5: FACULTY INQUIRIES Review: Identify Faculty Tenure Status Slide 151 HRMS General InquiriesPage: 151 Version 7.7 May 29, 2002 BackForwardIndex Exit Topic 2: View Faculty Status Decisions Assume that a chair would like to know who achieved tenure status between March 2000 and March 2001. Based on faculty action and query date you can use the Faculty Information Inquiry Form (PEIELFA). You can query for faculty members due for ANY of the following actions: Tenure Promotion Renewal Sabbatical leave What you will learn in this topic: How to view tenure, promotion, renewal, and/or sabbatical leave decisions using PEIELFA. Items needed to complete this topic: Desired query date range. Desired status (i.e. approved, disapproved, etc.) LESSON 5: FACULTY INQUIRIES Topic 2: View Faculty Status Decisions Slide 152 HRMS General InquiriesPage: 152 Version 7.7 May 29, 2002 BackForwardIndex Exit Procedure: Faculty Status Inquiry 1.In the DIRECT ACCESS field, type PEIELFA and then press ENTER. 2.Using the radio buttons, select the type of query desired (Appt./Tenure, Rank, or Sabbatical/Other Leaves). 3.In the Query From and To fields. Type a date (i.e. 01-Mar-2001) or double-click within the field to use the CALENDAR FORM (GUACALN). 4.Select the desired Faculty Action Status (i.e. approved, disapproved, etc.) 5.Select the Query By date (i.e. Effective Date or Action Date). 6.Move to the next block. 7.View the faculty information for the parameters youve selected. LESSON 5: FACULTY INQUIRIES Topic 2: View Faculty Status Decisions Slide 153 HRMS General InquiriesPage: 153 Version 7.7 May 29, 2002 BackForwardIndex Exit Discussion: Faculty Status Inquiry The Faculty Information Inquiry Form allows you to view all faculty members with the parameters chosen. Note that in the block of information with the horizontal scroll bar, you are able to view information relevant to the type of query you executed. Also, the button titled Detail at the bottom of the screen will allow you to view the PEAFACT form with all relevant data for a selected record such as: Tenure Appointments to a position Faculty ranks Faculty leaves LESSON 5: FACULTY INQUIRIES Topic 2: View Faculty Status Decisions Detail Slide 154 HRMS General InquiriesPage: 154 Version 7.7 May 29, 2002 BackForwardIndex Exit Exercise: Faculty Information Inquiries Using your knowledge from this lesson identify the tenure status for Melissa Ann Cesvup LESSON 5: FACULTY INQUIRIES Exercise: View Faculty Status Decisions Slide 155 HRMS General InquiriesPage: 155 Version 7.7 May 29, 2002 BackForwardIndex Exit Exercise Review: Faculty Information Inquiries 1.Using the Faculty Action Tracking form (PEAFACT) then the Appt/Tenure Record link, Melissa Ann Cesvup was considered ineligible on February 8, 2002. LESSON 5: FACULTY INQUIRIES Exercise Review: View Faculty Status Decisions Slide 156 HRMS General InquiriesPage: 156 Version 7.7 May 29, 2002 BackForwardIndex Exit Review: Faculty Inquiries Form:Uses: Faculty Action Tracking (PEAFACT) HRS Equivalent: Screens #26 & 15 Typically used to identify faculty status information such as the following: Tenure Appointments to a position Faculty ranks Faculty leaves Employee List by Faculty Action Inquiry (PEIELFA) Typically used