DePaul University

1. DePaul University Position Management -from Definition to GLsession: M3 - 1005 Presenters Carol Damron (DePaul University) Jan Jerabek (Kaludis Consulting Group)

2. DePaul University Overview Founded by Vincentian Fathers in 1898 to teach the children of immigrants Largest Catholic university in USA Private, urban university with 7 campuses in the Chicago metropolitan area Enrollment: 22,000 College of Law and 130 graduate and undergraduate degree programs

3. DePaul - PeopleSoft Modules PeopleSoft Implementation: SA v 7.6 (Fall 1999) HRMS v 7.51 (Summer 2000) FS v 7.5 (Spring 2001, although PS payroll transactions were sent to PS GL since implementation and then converted to legacy GL) UNIX on Oracle 8.0.5

4. DePaul University Payroll Count Full-time Faculty 663 Full-time Exempt Staff 744 Exception Hourly Staff 389 Administrative Part-time 464 Part-time Faculty 1288 Facilities Operations 53 Public Safety Officers 43 Retirees/COBRA 243 Student Employees 3667

5. DePaul - Why Position Management? Accounting can be inferred from the position. A position is independent of the incumbent(s), and can be vacant. This allows: Reduced data entry and errors during processes such as hiring, promotion, etc. since many attributes such as paygroup, standard hours, and employee type can be inferred from the position. Encumbrance and ‘salary savings’ can be calculated based on vacant position data.

6. DePaul - Position Mgt Environment Payrolls are overlapping, biweekly pay periods. All employees are in at least one position (full position management). Most full-time positions are single-incumbent. Part-time positions often have multiple-incumbents.

7. DePaul - Position Mgt Environment (cont.) Currently, multiple Job record numbers are not being used. Instead heavy use is made of additional pay. Part-time employees and students have ‘generic’ positions on their Job rows, but ‘real’ positions on Addl Pay. It was decided early in the implementation process that the values of Deptid would be consistent across SA, HR, and FS with FS being the driving authority.

8. DePaul - Position Mgt Environment (cont.) Budgeting and encumbrance is based on the combination of position number and accounting chart fields. In addition to full-time positions, some budgeting is based on pools, such as overtime and part-time. (Note the difference between pooled positions which may refer to positions with multiple incumbents or special usage and PeopleSoft position pools which refer to groups of positions.)

9. DePaul - Position Mgt Environment (cont.) The HR field Acct_Cd is derived from the concatenation of chart fields according to the following formula: DEPTID || ACCOUNT || DECODE(PROGRAM_CODE, '00000','',PROGRAM_CODE) || DECODE(PROJECT_ID, ' ', '', PROJECT_ID) || DECODE(FUND_CODE, '501', 'CS', '502', 'CS', '') Many positions have multiple funding sources, especially when grants are involved.

10. DePaul - Position Mgt Environment (cont.) Expenses are recognized based on the check date. Cut-over from the legacy system was done in mid-August (mid-calendar year, mid-fiscal year). For ease of transition, the original implementation did not include Ben Admin, Recruit Workforce or Work Flow.

11. Topics - Tale of the “tions” Position Definition Budgeted Accounting Distribution Assignment of Position Payroll Accounting Distribution General Ledger Integration Error Detection Customizations Questions / Discussion

12. Quick Survey of Audience Show of hands: You are attending this presentation because you Are currently using Position Management in production Are currently implementing Position Mgt Are considering implementing Position Mgt Are considering implementing PS HRMS Lost out to other attendees from your group who got to go to more interesting sessions

13. Position Definition

14. Position Definition Panel 1 Default to Job

15. Position Definition Panel 2

16. Position Definition Panel 3 Default to Job

17. Position Definition Panel 4 Default to Job Default to Job

18. Position Definition Notes Department/Position Combination A note on the department/position combination. While Position_Nbr is the only key on the Position_Data table, from budget distribution to job and additional pay assignment and through payroll distribution, you will be bound by the fact that position and department are joined at the hip. Thus while multiple funding of a single position is

19. Position Definition Notes - (cont.) Department/Position Combination (cont.) allowed, that position can be ‘owned’ by only a single department. For example, a position which is funded 50% by Geology and 50% by Anthropology can only be tied to one of those departments on Position_Data and the other tables we’ll see later in this presentation. Depending on your circumstance, this may or may not be a major issue.

20. Position Definition Notes - DePaul Class Indicator field As delivered, the Class_Indc translate values of Classified, Unclassified, Temporary, All were not useful to DePaul. We inactivated these and added: (O) Operating (N) Non-Operating (1) One-Time Pay (V) Overtime (G) Generic (S) Salary Pool (H) Chair Addl Pay (X) Ben-related

21. Budgeted Accounting Distribution (default labor distribution)

22. Defining Acct_Cds Can’t change online after entry

23. Budgeted Accounting Distribution - Dept Budget FTE DePaul doesn’t use

24. Budgeted Accounting Distribution - Dept Budget Date DePaul doesn’t use

25. Budgeted Accounting Distribution - Dept Budget Earnings

26. Budgeted Accounting Distribution - Dept Budget Deductions

27. Budgeted Accounting Distribution - Dept Budget Taxes

28. Budgeted Distribution Notes Multiple accounting distributions are allowed (example follows). Specific Erncd, Dedcd, Tax_Class are allowed (example follows). Note, this is if the Erncd occurs, it does not force that Erncd to be used. A blank Erncd is a ‘wildcard’, read as ‘unless otherwise specified’. Wildcard and specified Erncds can be used in combination.

29. Budgeted Distribution Notes (cont.) Using percentage of distribution rather than fixed amount highly recommended. Using fixed amounts runs the risk of resulting in manual distributions of excess. Multiple sequences are allowed which allow sequencing of distributions.

30. Multiple Distributions Example

31. Specific Erncd Example

32. Budgeted Distribution Notes - DePaul Budget caps are not useful to DePaul since the position per se is not budgeted, but rather the position/account combination Sequence is not used. Rather changes are made on an Effdt basis. Position pools are not used since they are most helpful when identical accounting is required.

33. Position Assignment (relating a position to HR/Payroll data)

34. Position Assignment Positions are assigned on Job, Addl Pay Data, and/or Paysheet Job data inherits information from the position, which can be overridden Again, make sure to maintain the Dept/Position combination

35. Position Assignment on Job Default from position

36. Accounting Assignment (overriding default expense accounting data)

37. Accounting Assignment Acct Cds can also be assigned at the Job (Job Earns Dist), Addl Pay, and Paysheet levels. However, these only apply to earnings expense. ERE (employee-related earnings, benefit expenses, fringe expenses, or whatever you call them) are always controlled by the position distribution. Whether this is an issue or not depends on how ERE expense is handled.

38. Position/Account Assignment on Job Earn Dist

39. Position/Account Assignment on Addl Pay

40. Position/Account Assignment on Paysheet To access secondary panel

41. Earnings Expense Hierarchy When Acct_Cd values are entered at various levels, which one is in effect? Paysheet Job Earns Dist, Addl Pay Position

42. Position Assignment Notes - DePaul By procedure, DePaul does not override position data. This is based on issues of data integrity and the choice to sometimes change a position definition attribute rather than override it on the Job panel. All accounting is through the position to keep the tie between earnings expense and ERE expense. No expense overrides are used.

43. Payroll Accounting Distribution Notes After the payroll Confirm process has completed, the COBOL program PSPPFUND is run. Essentially, this performs the labor distribution function. This process is one in which mismatches in the position/ department combination will result in an error. Each Paygroup is handled as a unit - one position error, all error.

44. Payroll Accounting Distribution Notes (cont.) Note that the menu name for the labor distribution process, Paycheck Distribution, may be misleading if you think of paycheck distribution as handing out paychecks.

45. Payroll Accounting Distribution Tables The results of the distribution process are stored in Pay_Ern_Dist, Pay_Tax_Dist and Pay_Ded_Dist. Note that since this data is for university expenses, items such as employee-paid deductions and withholding taxes are not included. Other tables, such as Budget_Actuals and Pay_Check, are also updated.

46. Position Distribution Review

47. Interface to General Ledger - Setup (assuming PeopleSoft GL)

48. Defining Dept Offset (Liabilities)

49. Defining Dept Offset (Liabilities) - Special Case for ‘DED’ Activity When this Get this

50. Setup Ledger Template Supplied