Princeton University

1. Princeton University Business Units and Set IDs Enhancing Security and Streamlining Data Input HRMS Track - Session Number 1008 Monday, March 19, 2001 Kristina Miller, Systems Manager, Office of the Dean of the Faculty Email: Q1973@princeton.edu Lauri McVicker, HRIS Manager, Office of Human Resources Email: lauri@princeton.edu

2. Princeton University Profile of Princeton University: One Academic Campus plus the Princeton Plasma Physics Laboratory

3. Princeton University Princeton’s HR Organization 2 Locations • Princeton University’s Main Campus • Princeton Plasma Physics Laboratory

4. Princeton University Princeton’s HR Organization 5 Central HR Offices: • Office of Human Resources • Office of the Dean of the Faculty • Office of Human Resources, Plasma Physics Lab • Office of the Graduate School • Office of Undergraduate Student Employment +150 Academic Departments and Administrative Offices

5. Princeton University Prior to release 7.5 • data management by a single central office • data management distributed to departments • Release 7.5 and later -- Business Unit and Set ID • same functionality plus... • data management by multiple central office/unit • central office/unit control of information • data and fields tailored for each office/unit

6. Princeton University What is a Business Unit? A logical unit within your university or college • No predetermined structure so you can define them any way you want • Another level for reporting and analyzing data • Are always associated with an employee’s job and/or position record • Can support your decision making structure

7. Princeton University Human Resources Dean of the Faculty Plasma Physics Lab Graduate School Main Campus Administrative Staff PPL Administrative and Support Staffs Faculty Graduate Students Main Campus Support Staff Professional Research, Technical, and Library Staffs PPL Research and Technical Staffs Undergrad Student Employment Main Campus Casual Hourlies PPL Casual Hourlies Undergraduate Students Benefits for All Employees and Retirees

8. Princeton University Princeton’s Business Units:

9. Princeton University To Set up a Business Unit: -Go -Define Business Rules -Manage Human Resources -Setup -Business Unit -Business Unit -Add

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11. Princeton University Table Sets • A way to structure information related to each Business Unit into sets or groupings • For example: • Job Codes • Locations • Departments

12. Princeton University Set IDs The method of defining a “high level key” to identify a set of values (Table Set) within a table

13. Princeton University Princeton’s Set IDs:

14. Princeton University Set for PUHRS Business Unit Set for PUDOF Business Unit Set for PUPPL Business Unit

15. Princeton University Set for PUHRS Business Unit Set for PUDOF Business Unit Set for PUGRD Business Unit Set for PUUGD Business Unit Set for PUPPL Business Unit

16. Princeton University Advantages of TableSet Sharing with Set ID: • Shorter more user-friendly field drop-downs • Default values by business unit • Share data or limit data by business unit • Higher level of reporting by business unit • Organize core HR information by HR area

17. Princeton University To set up a Set ID: -Go -PeopleTools -Utilities -Use -TableSet ID -Add

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19. HR Record Groups HR_01 Departments HR_02 Job Codes HR_03 Locations and others Payroll Record Groups PY_01 Balance ID PY_02 Shift Table PY_03 HR Chartfields Princeton University Tying it all together Record Groups: A record group is a set of logically and functionally related setup tables and views

20. Princeton University Record Groups: -Go -PeopleTools -Utilities -Record Group -Update/Display Princeton University accepted PeopleSoft’s default groupings

21. Princeton University Business Unit Establishing the Relationship between Business Units and SetIDs: -Go -PeopleTools -Utilities -Use -TableSet Control -TableSet Record Group Controls Set ID Record Group

22. Princeton University To connect a job to a Set ID: -Go -Define Business Rules -Manage Human Resources -Job Code Table -Job Code Profile -Add

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24. Princeton University However, at Princeton each Central Office focuses on particular departments which overlap between Business Units:

25. Princeton University Set for PUHRS Business Unit Set for PUDOF Business Unit Set for PUGRD Business Unit

26. Princeton University How Princeton solved TableSet Sharing for departments used by multiple Business Units: • By using the Set ID key, a department was set up for each business unit that has employees in it • Department table a bit more complex to maintain but we feel the advantages outweigh the disadvantages • Department table does not have many changes to it on a year-to-year basis

27. Princeton University To connect a department to a Set ID: -Go -Define Business Rules -Manage Human Resources -Department Table -Department Profile -Add

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30. Princeton University To associate an individual user to a Security Class with the appropriate Set ID / Business Unit 1. Set up your Security Classes 2. Define the Set ID and departmental access for each class 3. Assign a default Business Unit and Set ID to a class for streamlining of data entry 4. Connect an individual operator ID to the appropriate class

31. Princeton University Examples of Security classes created by Princeton University. Princeton created classes based loosely on job functions. For example: HRDOF1 = Systems Manager (access to all 5 business units) HRDOF2 = Assistant Systems Manager HRDOF3 = Data Management Staff HRDOF4 = Deans’ Assistants HRDOF5 = Deans

32. Princeton University To connect the appropriate Set ID(s) and departments to a security class: -Go -Administer HR System -Use -Maintain Data Security In this example, the HRDOF3 class would have access to all Dean of Faculty departments, except the Library.

33. Princeton University To assign a default Business Unit and Set ID to a class: --Go --Define Business Rules --Define General Options --Setup --Operator Preferences

34. Princeton University Assigning a default Business Unit and Set ID per class makes the system easier to update and allows for more accurate data entry.

35. Princeton University And the final step… You will assign the appropriate class(es) to an operator ID which will then filter the security by Business Unit/Set ID.

36. Princeton University When central office staff input data... • Field drop-downs provide only the relevant values • Drop-downs are shorter and less cluttered • Errors are less likely For example, on the Job Panels…

37. Princeton University DefaultBusiness Unit

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41. Princeton University Review of Business Unit and Set ID functionality: • Prevents information overload • Allows for defining flexible organization entities other than company or department • Centralize or decentralize data

42. Princeton University Questions? Please feel free to contact us at: Kristina Miller, Email: Q1973@princeton.edu Lauri McVicker, Email: lauri@princeton.edu