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Basic Overview of where and how colleague stores data.

Navigating Human Resources Data Files! Presented by: Mark McDonald – OA Solutions Tuesday July 14 th , 2009 - 12:40am to 1:30am (Room U013). Basic Overview of where and how colleague stores data. A great session for HR/Payroll, support and Institutional Research Staff. Data Storage Basics

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Basic Overview of where and how colleague stores data.

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  1. Navigating Human Resources Data Files!Presented by:Mark McDonald – OA SolutionsTuesday July 14th, 2009 - 12:40am to 1:30am (Room U013)

  2. Basic Overview of where and how colleague stores data. A great session for HR/Payroll, support and Institutional Research Staff.

  3. Data Storage Basics • Roadmap • Payroll History / Transactions • Payroll Accumulators • Human Resources

  4. Data Storage Basics • The information that you enter on screens is saved to a database. • Currently supported databases are • Unibasic • SQL Server and Oracle • Actual layout is slightly different depending on database

  5. Unibasic Data Storage • Filenames and fieldnames use a period • There can be multiple values stored in one field (Multivalued Database). • SQL Data Storage • Filenames use Underscores • Unibasic multivalues become subfiles pointing to the main file

  6. Payroll History / Transactions PAYTODAT (from beginning of colleague) • Primary transactional payroll history file. • Determine how a person was paid on a specific paycheck. • Position / Earntypes / Benefits / Taxes…

  7. PAYTODAT • All transactions are in here • BIG file • Multipart Key (next slide) • Multivalued Associations for • Earnings PTDEARN PTDWEEK PTDDRDEP • Taxes PTDTAXES PTDTAXEXP PTDTXBLBD • Deductions PTDBNDED PTDBDEXP PTDDEFBD • Leave PTDLEAVE PTDLVTKN PTDLVACC • Posting PTDTXPST

  8. PAYTODAT (Key) (*delimited) • PTD.PERIOD.DATE • PTD.PAY.CYCLE • PTD.EMPLOYEE.ID • PTD.SEQ.NO • Sequence Number is used if multiple transactions for the same payroll (eg. a reversal and correction). • Sequence ‘null’ points to the last Seq. used, but has no data in it. (field #1, PTD.FUND.SOURCES is the pointer with the last seq # used)

  9. PAYPRDS • The working version of PAYTODAT • Used while payroll is being processed • Copied to PAYTODAT at EHUP stage • Fields all the same except prefix (PPD rather than PTD) • Key • PPD.PERIOD.DATE • PPD.PAY.CYCLE • PPD.EMPLOYEE.ID • PPD.RECORD.TYPE (rather than sequence)

  10. PPD.RECORD.TYPE (part of key) • P = standard record • Mn = Manual check (n is sequential#) • R = Reversal • D = check modeling • A = Adjustment (EPAJ) (ptd.adj.comments) • E = used for payroll encumbrances • T = used for total compensation

  11. PR.ADVICES • Key PAD.ADVICE.NO*PAD.BANK.CODE • PAD.ADVICE.DATE • PAD.ADVICE.AMOUNT • PAD.EMPLOYEE.ID • PAD.WEB.PAY.ADIVCES.ID (pointer) • WEB.PAY.ADVICES • Key WEB.PAY.ADVICES.ID • WPA.EARN.HRS .EARN.TYPES .EARN.PAYMENTS • WPA.TOTAL.TAXES • WPA.TOTAL.BENDEDS

  12. PAYCNTRL • Holds data from PPPR (period initialization) like period start/end dates / days worked / cutoff date… • Keeps track of what steps have been run • PCL.LAST.PROGRAM • PCL.CURR.PROGRAM • PCL.TIME.ENTRY

  13. PCL.LAST.PROGRAM (use MTPP) • 1 = Payroll prep has begun • 2 = CALC completed • 3 = APAD (checks and advices) • PLC.LAST.PROGRAM = 3I while running (not accepted) • PCL.CURR.PROGRAM = 3I while running • 4 = PSRP, Payroll information has been posted • 5 = EHUP, written to PAYTODAT • 9 = Manual cheques are being processed

  14. Roadmap • Payroll History / Transactions • Payroll Accumulators • Human Resources

  15. EMPLOYES file (yes it is spelled wrong) • Holds accumulators for things like • earn codes/amounts/hrs taxes, bendeds • Links to PERTAXCR (Canadian TD1s) and holds W2 exemption info. • Accumulates by QTD, YTD, FYR • Fields like: • EMP.EARN.QTD.HOURS • EMP.EARN.YTD.HOURS • EMP.EARN.FYR.HOURS • EMP.EARN.QTD.AMTS… • Link: EMP.WEB.PAY.ADVICES.IDS

  16. Files related to EMPLOYES • Copy from EMPLOYES to BKUP then to others • filename.DTL (record per business number [Canadian]) • (CYEB) EMPBKUP (& .DTL) year end forms T4/W2 • Record per employee /quarter or year • Quarterly reporting EMPBKUP.QTLY (& .DTL.QTLY) • Calendar year EMPCYEAR (&.DTL) • Fiscal Year EMPFYEAR (&.DTL)

  17. Roadmap • Payroll History / Transactions • Payroll Accumulators • Human Resources

  18. Human Resources files (a sampling) • HRPER (HR Person) Person Centric switchboard for most other files. • Links to persons statuses positions, Benefits, leave plans… • PERSTAT • Person Status • Contains Primary Postion

  19. POSITION RELATED • PERPOS (Person’s Position) • PERPOSWG (time specific) • STIPEND is an alternate view • POSITION (non person specific) • POSPAY (time specific) • BENEFIT AND DEDUCTIONS • PERBEN • PERBENCS • BENDED • BENDEDCS

  20. Leave Plan related • PERLEAVE • PERLVACC (accrual record / time specific) • PERLVDTL (leave transactions) • LEAVPLAN (NON PERSON SPECIFIC) • LVPLNACC (date specific)

  21. Navigating Human Resources Data Files!Presented by:Mark McDonald – OA SolutionsTuesday July 14th, 2009 - 12:40am to 1:30am (Room U013)

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