PPS/OPTRS PPS/OPTRS Departmental Departmental Roles Structure Roles Structure

SystemSystem

Presented by Payroll Services

Departmental Roles Structure Departmental Roles Structure SystemSystemTake paper process and make electronic

•Faster updates for departments•Better tracking of changes for departments•Easier to determine roles of users at departments

Keep same structure for process•Submitted by any FIS user•Approved by PPS Officer/Coordinator•Reviewed by Security Committee•Updated by Payroll Services in PPS

Retain employee splits in PPS, no splits in OPTRS

Dean’s offices will stay on paper process

Set up FIS Users in FIS Web Set up FIS Users in FIS Web AppsAppsAccess Web Apps menu from DaFIS Website at http://dafis.ucdavis.edu

•Select FIS Web Apps in Related System section

OR Access at https://accounting.ucdavis.edu/tp/•Enter campus ID and Kerberos password

View Application Permissions to confirm DRS System permission status

•Use TP Web Documents to request permissions•R1 –Edit or Modify and Submit PPS Structures•R2 –Edit or Modify and Submit OPTRS Structures•RO – PPS Officer or Coordinator can Approve Structures

Update Permissions for DRSUpdate Permissions for DRSSelect TP Web Documents from Main Menu

Select Web Role Maintenance Document from Forms Menu

Enter FIS User ID in field and press Continue

Select to Add Web Role

Use Drop-down Menu to Select R1, R2 or RO• Can add more than one role at a time

Check Permissions day after request to verify new permissions have been added

Add Web Role, Submit Add Web Role, Submit DocumentDocument

R2) Web-Roles Edit PPS

2. Select Role from drop-down menu

1. To add roll select the Add Web Role button

3. Don’t forget to Submit Document

Check Permissions for Check Permissions for AccessAccess Access will depend on role assigned by department Document is routed for approval Check permissions again to see if updated

Return to Main Menu to update permissions or DRS Menu to enter system

Edit PPS User who has access to edit PPS Dept Roles Structure

Accessing PPS/OPTRS Accessing PPS/OPTRS Departmental Roles Departmental Roles StructureStructure Select PPS/OPTRS Dept Roles Structure

PPS/OPTRS DRS MenuPPS/OPTRS DRS Menu Options on menu limited to FIS user permissions

• If no permission to Edit/Modify, then lower portion of menu will not be seen by user

Let’s start by Searching for a

Structure

Search for a StructureSearch for a Structure Search for Structure in one of three ways: Type,

Department, or Status; or can use any combination

Search by Structure ID

Search by Dept

Search by Status

Example 1 – Search by Example 1 – Search by TypeType

Type will be either OPTRS or PPS

Initiate search by pressing button

Results of SearchResults of Search List of all structures matching search are displayed, here it

is a list of all OPTRS structures

A Closer Look at the A Closer Look at the ResultsResults

View the structure by

using the View link

here

Roles ID is type of

structure and dept

code

Roles Type identifies type of

structure

Dept Code identifies the 6-digit

department code

Created Date is date

structure was created

Status gives

current status of structure

Dept Name provides name of

department

Version # identifies

number of previous

structures in system

Example 2 – Search by Example 2 – Search by DeptDept

Enter dept number or part of name,

no wildcards needed

Initiate search by pressing button

Results of SearchResults of Search List of all structures with “plant” in title displayed Results displayed in same format as in previous search

Example 3 – Search by Example 3 – Search by StatusStatus

Select any of the status types for

your search

Initiate search by pressing button

Results of SearchResults of Search List of all structures that have been completed are

displayed

Display a Specific Roles Display a Specific Roles StructureStructure

Now let’s find a specific Structure

Provide Dept Role IDProvide Dept Role ID Dept Role ID is type (OPTRS or PPS) and dept # Error message if format is incorrect

SMITH, JAMES

BELL, ALEX

STONE, SAMANTHA

WHITE, STEVEN

SHORT, JANE

Navigation Tools

History provides current status info

Each role has separate section with information about the PPS user(s)

filling that role

The Rest of the The Rest of the StructureStructure

SHORT, JANE

Special Conditions routing (eg. One-time Payments approval)

Notes that have been added to

StructureHistory of creation, edits, rejections and approval of Structure

Monitor/Approve Status of Monitor/Approve Status of Structure Structure PPS Officer can view structures that have been

submitted for approval

PPS Officer uses to Approve a Structure, or check the

status of a Structure that has been routed for approval

What does this list What does this list provide?provide? List of structures currently waiting for approval

● Waiting for PPS Officer approval – top portion● Waiting for PPS Admin approval – lower portion

PPS Officer/Coordinator can edit/approve only those you have access to, based on unit in FIS permissions

This PPS Officer can only review and approve this

Structure

Update Current Dept Roles Update Current Dept Roles Structure Structure Once DRS is fully approved, user will create a

New Version to update (add, change, delete) Start with current roles and adjust for changes,

new version will show the updated information

Update current approved structure

Identify structure you want to Identify structure you want to updateupdate Dept Role ID is type of structure (PPS or OPTRS)

and department number

Current Information Current Information DisplayedDisplayed Summary displayed for current structure Create new document to update structure

(create new version)

What will I see on the What will I see on the screen?screen? The current structure will appear in edit view As changes are made this creates the new

version of the structure which can be saved without routing for approval, or can be routed to PPS Officer for approval

System recognizes requirements for users and roles, will provide error messages if not able to add information or if role is left unfilled

Add New Roles as Add New Roles as NeededNeeded Delete role with button to far right of role Add new role by selecting new role type and User ID

Delete roles as needed

Add roles by first selecting role type

Then add user in role

Can add user with search by name or with PPS user ID

Don’t forget to Add Role

Don’t forget to save or route to PPS Officer for approval

Making Changes to Making Changes to StructureStructure System requires at least one PPS user in each

role, and will not allow users in roles not permittedExample: PPS user cannot be both Primary Preparer

and Backup Reviewer

System allows for as many Primary and Backup Preparers as department chooses

System recognizes maximum for Mandatory and Backup Reviewers; must delete current role to add a new one if at limitExample: cannot add new Mandatory Reviewer until

current role is deleted

Viewing Structures with Viewing Structures with More Than One VersionMore Than One Version

Default view will be to see all versions on one screen

Choice of views at top of pageAll (all versions in one view; this is the default)Each Version Listed (3, 2, 1, etc; click on number

to see only that version information)

Click on version you want to view

New Version Shows New Version Shows ChangesChanges Options to view All, version 2 or version 1 Roles still separated, changes will be highlighted

Deletion of this role from version 1, only one Backup Preparer in version 2

User in version 1 deleted and new user added as Mandatory Reviewer in version 2

This Backup Reviewer deleted from version 1, only one reviewer in version 2

***Highlighted lines indicate changes*** Highlight in current version indicates addition

to structure in new version. Highlight in previous version indicates user in that role was removed from structure in new version.

Modify Un-submitted Modify Un-submitted StructureStructure Can modify a saved (un-submitted) structure that hasn’t yet

been routed for approval Once routed for approval, department should request PPS

Officer Reject/Return structure if corrections are necessary

Update un-submitted structure

Then add user in role

Can add user with search by name or with PPS user ID

Don’t forget to save or route

Bean, Jack

Gold, Lori

Hood, Robin

Knight, Marian

Delete roles as neededDon’t forget

to Add Role

Add roles by first selecting role type

Creating New StructureCreating New Structure Used only for new department with no previous

structure

Create brand new structure

Creating New StructureCreating New Structure New department, no previous structure Two required fields, use lookup for help with

department number if needed

Creating New StructureCreating New Structure Minimum requirements to add roles are built-in:

1 Primary Preparer and 1 Back-up Preparer1 Mandatory Reviewer and 1 Back-up Reviewer

In PPS - Start by choosing to add splits for STAFF or ACADEMIC

Splits Option in PPS Splits Option in PPS StructureStructure

OR Select specific split(s) and add preparers and reviewers

Select ALL STAFF (or ALL ACADEMIC) for no splits, enter preparers and

reviewers for all employees

When adding users you can add with PPS User ID or search

for last name by clicking icon

No Splits Option for No Splits Option for OPTRSOPTRS Add each role individually, system recognizes

minimum and maximum requirements for roles

Add roles by first selecting role type

Then add user in role Can add user with search by

name or with PPS user ID

Don’t forget to save or route

Don’t forget to Add Role

Important NotesImportant Notes Review information on adding new PPS users

to structure on PPS Website Any FIS user with Normal web roles permission

can view any structure in system FIS user must have Edit permission to modify

structures for their department(s) Dept routes “Ready for Officer Approval” Officer routes “Ready for PPS Admin” Structure not fully complete in PPS until status is

“Completed” Rejected/Returned structures send email to user

that created structure

Next StepsNext Steps Check PPS Website for new resources

on DRS System

Contact PPS Help Desk for assistance:

ppshelp@ucdavis.edu

(530) 752-7750