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uBASE Refresher

Glossary

SAP A software company. Also the name for a suite of modules supplied by the company. The University bought and work with a number of these modules, including ERP.

ERP Enterprise Resource Planning - SAP’s HR/Payroll module. Includes: R/3 The core system - aka ‘uBASE’. ESS Employee Self Service – aka ‘myJob’. MSS Manager Self Service – aka ‘myTeam’. eRecruitment Has been implemented by the ‘eRecruitment’ project. uBASE University Business Administration Systems Environment. The system that HR

and Payroll staff use to access staff data. myJob The self-service system for staff who have computer accounts at the

University. Allows them to view their staff record, update their address/bank details, book annual leave and view their payslips.

myTeam The self-service system for staff who are responsible for managing or

administering other staff. Allows them to view staff records, update addresses, update clinical registration details, approve annual leave and record absences. Depending on which version of myTeam they have they may also be able to run reports.

Client There are various versions of uBASE/myJob/myTeam and each one is installed

on a separate numbered Client and an associated web portal. These clients are grouped into three Systems – Development, QA and Production. Enhancements to the system are made in Development and when the developer/configurer is satisfied with their work they pass it through to QA for HR or Payroll to test and officially ‘sign off’ the work. The changes are then copied through to the live system – Production. QA also houses the Training Client.

Transaction Each item on a menu is formally known as a transaction. Transactions are

used to access data, run reports etc. Infotype Information Type – staff data is held in lots of individual tables, the data in

these tables is displayed and updated via an Infotype. Each Infotype has a name and number, for example Personal Details Infotype 2

PCP Personnel Cost Planner. This is another part of the SAP HR/Payroll module

and is used by Finance to forecast salary costs for Departments. It uses Basic Pay data, together with data held against the Position, including the ‘Vacancy’ Infotype which determines when a post is due to end.

uCards The uCards system uses the data in the Interface Tables to determine what

type of uCard an individual is eligible for:

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uBASE Refresher

uBASE Structure Relationships are important in uBase. Objects are linked to each other through relationships, which can either be ‘up’ through the hierarchy or ‘down’ through the structure. For example:

O represents an Organisational Unit, for example the Department of History. S represents a Position, for example a Clerical Assistant position. The position has its own unique number. Each Position is assigned to an organisational Unit.

P represents a Person, each person is assigned to a position. Each person has their own unique personnel number. Objects Within the Organisational Management section of uBase, there are several different objects, each with a code. There are the following object types: Organisation Unit Represents an organisational entity at any level within the structure e.g.

departments, business units, services, sections, teams. Job General classification of a group of tasks. This will be used for HESA

purposes only. Position Post occupied by an employee. Generally there will be one Position

per employee. Some staff categories have standard position numbers which are then shared by multiple employees, for example Casual or Honorary.

Cost Centre Describes the code to which costs of unit, position or employee will be

charged e.g. the planning unit charge code. Person Describes the member of staff who occupies a particular Position.

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uBASE Refresher

Navigation: Transaction Codes Transaction codes are the codes to take you to a particular screen which will enable you to do certain types of activities. Transaction codes should be entered into the search bar on the left of the toolbar at the top of the screen. Here are the more common key transaction codes you will need.

Code Name Description/Activity PA20 Display HR Master Data Allows you to display Staff Records. PA30 Maintain HR Master Data Allows you to Edit Staff Records. PA40 Personnel Actions Allows you to complete all Actions, for Example New

Appointment. PQ13 Actions for Position Allows you to create new Positions within the uBASE

structure. PO13 Maintain Position Allows you to edit Position details within the uBASE

structure. PPOME Maintain Org Object Allows you to alter the uBASE structure. PPOSE Display Org Object Allows you to display the uBASE structure. PPPM User Change Profile Allows you to add conditions of appointment to

Positions, for example CRB Checks. *See images of the screens on page 7

Viewing Staff Records: PA20 & PA30 Header information is comprised of key fields relating to the person. These fields have been defined by HR and Payroll users to provide core information. The personnel number box at the top is a search field and can be searched by number and (via the bubble icon on the right of the bar) surname.

Pers. Assignment: displays the position and personnel number. If this field is white the staff member has more than 1 position and you can move between the records here.

Shows the Grade and point the staff member is on.

Shows the hours per week and the weeks per year.

Org.: shows the staff members location in the uBASE structure

Position: displays the Position number, this is attached to the position not the staff member.

Personnel No. Is the unique staff member identifier.

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uBASE Refresher

Infotypes

Staff information is kept within Infotypes which are grouped by functional area and are displayed within the table under tabs. Green ticks denote that the IT contains data (see below).

Certain ITs contain subtypes (e.g. addresses – permanent residence, next of kin and emergency contact). A list of Infotypes and their numbers can be found at the back of this guide. You can select Infotypes by clicking on the blue cube and highlighting the row or typing the number directly into the Infotype field circled below.

Dates

Dates are very important in uBASE. All Actions and Infotypes have validity dates. Any changes made should be date specific in order to keep a correct history in the system. Ensuring dates you enter are correct affect all of the information in uBASe and also affect Reporting and Workforce information.

The date 31.12.9999 represents the ‘end of all time’ on uBASE. In PA20 and PA30 you can choose to view information based on certain dates or time periods. Unless you are looking at a specific time period it is best to ensure you have ‘ALL’ selected. This way all data is visible and you can browse through the records if there are multiple entries.

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uBASE Refresher

Icons The Key icons are:

Symbol Description

Create infotype

Amend infotype (only to be used in genuine cases of error, e.g. wrong surname spelling etc.).

Display

Copy (this then allows you to make changes with affecting the history on the record).

Overview entries in an Infotype

Delete

Delimit (puts an end date on the infotype). Creating Shortcuts: You are able to create shortcuts to transaction codes you regularly use to do this:

Right click on the favourites icon and click on Insert transaction.

Enter the transaction code and click on the green tick. The transaction will now appear under favourites. Double clicking on the link will generate the

screen,

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uBASE Refresher

PA40 Personnel Actions

Allows you to process Personnel Actions such as:

• New Appointment • Leaver • Extension to FTC • Change to working Commitment

PQ13 Actions for Positions

Allows you to create new Positions within the uBASE Structure. Requests to build new position will be on Job Requisitions from e-Recruitment.

PO13 Maintain Position

Allows you to edit positions within the uBASE Structure. For example extend the anticipated end date of the position via the vacancy infotype.

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uBASE Refresher

PPPM User Change Profile Allows you add conditions of appointment to positions within the uBASE Structure. For example:

• CRB check

• GMC registration

PPOSE/PPOME Display/Maintain Position

Allows you to view and edit respectively the uBASE Structure. For example you can move a Position to a different Organisational Unit

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uBASE Refresher

Infotype List: The list below provides details of the Infotype you may need to access regularly.

NO. INFOTYPE NAME DATA HELD ON INFOTYPE

0000 Actions Employment history, e.g. new starter, changes to position/hours, leaver, reasons and dates

0001 Organisational Assignment

Cost centre, position number, personnel area and subarea, employee group and subgroup

0002 Personal Data Title, name, gender, D.O.B, nationality, marital status, NI number

0004 Disability Information Type of disability (if declared)

0006 Addresses Address and telephone details (permanent residence, next of kin, emergency contact, overseas address)

0007 Planned Working Time Work schedule and contracted hours

0008 Basic Pay Annual and monthly salary, grade, next increment date

0014 Recurring Payments/Deductions

Monthly payments/deductions e.g. SRAs, childcare vouchers, Westfield

0015 Additional Payments One off payments e.g. overtime payment

0016 Contract Elements Fixed term contract expiry date (N.B This is the only infotype where this date is held), probation period, employer/employee notice periods

0019 Monitoring of Tasks Reminder dates (e.g. expiry of FTC, retirement date, probation review)

0023 Other/Previous Employers

Name of and dates worked at previous employer

0024 Qualifications Conditions of appointment which have been met (e.g. eligibility to work checks, CRB checks, professional registrations)

0028 Internal Medical Service SOHS records for pre-employment health assessments, vaccinations, referrals, genetic modification and surveillance (available to SOHS staff only)

0031 Reference Personnel Numbers

Personnel numbers (multiple employees only)

0032 Internal Data Company ID number (unique identifier used for interface to CICS registration systems)

0034 Corporate Function Role and dates for Heads of Departments, Pro Vice Chancellors

0035 Permissions/Disclosures Permissions of staff to release details to campus unions/be communicated with re. Equal Opportunity initiatives/share file with NHS (for clinical staff only)

0041 Date Specifications CoS start date, grade start date, University start date

0048 Work Permits Work permit details including number, expiry date, status

0052 Wage Maintenance Details of protected pay (dates and amount)

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uBASE Refresher NO. INFOTYPE NAME DATA HELD ON INFOTYPE

0065 Tax Data Tax code

0069 National Insurance National insurance number & category

0071 Pension Funds Membership number, dates

0077 Additional Personal Data

Sensitive personal data e.g. ethnic origin, disability flag

0105 Communication UserID, email address, uCard no.

0121 RefPerNo Priority Allocation of main personnel number (multiple employees only)

0614 HESA Master Data HESA ID number, previous employment/UK HEI

0615 HE Contract Data Contract information for HESA

0617 Clinical Details Registration type, number, NHS Contract type, no. years seniority for Consultants

0618 Academic Qualification Academic qualification, institution name, year awarded

0624 HE Professional Qualifications

Professional body, membership status, year awarded

0743 Discipline Grievance/Disciplinary/Harassment details, date and outcome of hearing/appeal (available to Directors and Senior/ HR Advisers within Business Support only)

2001 Absences Dates and type of absence e.g. Holiday, Sickness etc

2006 Absence Quotas Annual leave entitlement (in hours) for current annual leave year

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uBASE Refresher

Personnel Areas and Sub-Areas Personnel Areas and Sub-Areas form the ‘Enterprise Structure’ and are used to categorise staff for reasons that aren’t strictly related to terms & conditions. They determine: • The Wage Types that default through to the Basic Pay Infotype (IT8) e.g. if a Rotating Shift

Porter is entered as ‘Porters’ instead of ‘Porters RS’ then their Rotating Shift Allowance will not default through

• What type of payments the individual is entitled to receive (Wage Types) e.g. if a member of

Computing staff isn’t classified as such, payroll will not be able to pay them an ‘on-call’ allowance

• The Work Schedules (patterns) that are valid in the Working Time Infotype (IT7) • The General Ledger (GL) account to which the individual’s salary costs are posted in the

Financial Accounts (Academic Salaries, Catering Salaries etc)

• The ‘Employment Function’ returned to HESA e.g. if a Lecturer is inadvertently entered with a Personnel Subarea of ‘Researcher’, then they will be returned as such for HESA.

• The range of data required to be returned to HESA e.g. if a Non-Clinical Lecturer is

inadvertently entered as ‘Clinical Academic’ then the HESA extract will error because there will be no Clinical Speciality, Clinical Registration Details etc.

Personnel Area Personnel Sub-Area Description

ACAD – Academic

CLRE Clin Researcher CLTE Clin Teach Only CLTR Clin Acad (T&R) RESH Researcher TEAC Teaching Only TERE Acad (T&R)

ADMN – Administration CLER Cler & Sec CLET Cler & Sec TTO MANP Man & Profes

ASSC – Associates ASSC Associates

EXTP – CIS External Payroll EXTP CIS Ext Payroll

FACL - Facilities CATA Catering (AS) CATR Catering CLNG Cleaning FOTA Other (AS) FOTH Oth Facilities LITE Lighting Attend PORA Porters (AS) PORR Porters (RS) PORT Porters SECA Security (AS) SECR Security (RS) SECY Security

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uBASE Refresher PAYR – Payroll Customers AXOR Axordia

CAVI Cavendish Inst ECUS ECUS RISK Risk 2 Value SCRM SCR SIMC SIMCYP SUEL SUEL SUSU SU Stud Union TILL TIL UNIS Unison

PENS - Pensioners PENS Pensioners

SPEC – Specialists and Professionals

COMP Computer LIBR Library LIBT Library TTO NURS Nursing OTHS Other Spec RADI Radiography

TECH – Technical EXPO Experiment Offr TECH Technical

Employee Groups and Sub-Groups

Employee Groups and Sub-Groups form the ‘Personnel Structure’ and represent the terms and conditions for groups of employees. The Personnel Structure determines: • An individual’s standard hours of work per week • An individual’s Annual Leave entitlement • What type of payments the individual is entitled to receive (Wage Types) e.g. if a Clinical

Academic was entered as USGS T&C 9, we would not be able to pay them Clinical Excellence Awards.

• Whether an individual is returned to HESA and how they are classified

Empl Group Empl Sub-Group Description

1 – Monthly University 11 USGS T&C 1

12 USGS T&C 2

13 USGS T&C 3

14 USGS T&C 4

15 USGS T&C 5

16 USGS T&C 6

17 USGS T&C 7

18 USGS T&C 8

19 USGS T&C 9

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uBASE Refresher 1C Clinical Academic

1G General Practitioner

1K KTP Associates

1L Lectors (OBSOLETE)

1M Marie Curie Fellows

1N New Consultant Prof

1O Old Consultant Prof

1P Professorial & Equiv

1R Clinical Researcher

1S Senior House Officer

1T New Consultant SL

1U Old Consultant SL

M – Monthly Casuals MB Buy-Backs

MT Other AfS

N – Non-Paying NA Associates

NH Honorary

NS Inbound Secondees

NV Visiting Academics

P – Pensioners PP Pensioners

W – Casual Workers W1 Teaching & Research

W2 Spec & Professionals

W3 Technical Support

W4 Admin & Clerical

W5 Facilities Support

W6 Sports & Leisure

WE CIS External Payroll (OBSOLETE)

Empl Group Empl Sub-Group Description

Z – Payroll Customers Z0 SUSU Casuals

Z5 SU Student Union 35

Z7 SU Student Union 37

ZA Axordia

ZC Cavendish Instrument

ZE SU Enterprises Ltd

ZI SIMCYP

ZR Risk 2 Value

ZS SMP Payments

ZZ ECUS

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uBASE Refresher

Pay Scale Areas and Types The Pay Scale Type determines which Pay Award that an individual receives, irrespective of whether they are on a named grade within that Pay Scale Type or ‘OFFSCALE’. Individuals whose Pay Scale Type is ‘08 - Off-Scale’ will never receive an automatic pay award.

PS Area PS Type Description Std Hours

UU 01 USGS 35 Hrs 35 UU 02 USGS 37 Hrs 37 UU 03 Prof and Equivalent 35 UU 04 Clinical 35 UU 05 Consultant 35 UU 06 SHO 35 UU 07 GP 40

UU 08 Off-Scale 35

SU 01 USGS 35 Hrs 35 SU 02 USGS 37 Hrs 37 SU 08 Off-Scale 35 SU 09 SUSU Casuals 38

AG 08 Off-Scale 35

UU = University of Sheffield SU = Students Union AG = Agencies (SUEL etc)

Pay Scale Groups

PS Type PS Group University Grade Description

02 G1 USGS Grade 1 02 G2 USGS Grade 2 01 G3 USGS Grade 3 01 G4 USGS Grade 4 01 G5 USGS Grade 5 01 G6 USGS Grade 6 01 G7 USGS Grade 7 01 G8 USGS Grade 8 01 G9 USGS Grade 9 01 OFFSCALE Off-Scale Salaries (pay award linked to USGS) 03 PREQ Professorial and Equivalent (old PROF/C6/A6/L6/OR6/RIV)

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uBASE Refresher 03 P1 Professorial Band 1 03 P2 Professorial Band 2 03 P3 Professorial Band 3 03 OFFSCALE Off-Scale Salaries (pay award linked to Prof & Equiv) 04 CRES Clinical Researcher (old CLRA) 04 CLEC Clinical Lecturer 04 CSL Clinical Senior Lecturer without Honorary Consultant Contract 04 CSLH Clinical Senior Lecturer on Old Honorary Consultant Contract 04 CPR Clinical Professor on Old Honorary Consultant Contract (old PRCL) 04 OFFSCALE Off-Scale Salaries (pay award linked to Clinical) 05 COSL Clinical Senior Lecturer on New Honorary Consultant Contract 05 COPR Clinical Professor on New Honorary Consultant Contract 05 COSLT Clinical Senior Lecturer on New Contract – Transitional scale 05 COPRT Clinical Professor on New Contract – Transitional scale 06 SHO Senior House Officer 07 GP Salaried GPs 08 OFFSCALE Off-Scale Salaries (Not linked to any specific pay award)