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Job Data Sample Setups Guide

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Job Data Sample Setups Guide

Presented by SDCOE CRC I April 19, 2018

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C U S T O M E R R E S O U R C E C E N T E R

About This Demo

NEW GUIDE!

The April 2018 Third Thursday Demo is a walk-thru and explanation of a guide called Job Data Sample Setups.

The guide contains checklists, color-coded screenshots, and field information for the following types of employees:

 Certificated – Salaried

 Certificated Daily – Substitute Teacher

 Certificated – Hourly

 Classified – Salaried

 Classified – Hourly

 Exception Hourly

 Retiree (Rehire)

TOPICS:

During the demo we will:

 Explain the contents of the guide and how to use it (the checklists and screenshots)

 Review how it can benefit you and your organization

 Demo how to use the guide for the purpose of verifying a setup for a teacher (Certificated – Salaried)

 Give you a “challenge question” to see if you can use the checklist to review a setup

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The guide was published today, April 19, and is available for download at

http://crc.sdcoe.net/resources/peoplesoft/guides.

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PeopleSoft HCM Overview

Employee Data is entered and maintained in the HR module but informs other HCM modules as records are saved and Effective Dates become active (current).

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C U S T O M E R R E S O U R C E C E N T E R

Contents

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The list below reflects Version 1.0 published on April 19, 2018. Page #s and contents are subject to change.

Includes the graphic used at the opening of every HCM training during your deployment Explains how to use the guide and suggested activities

Each Sample Setup includes the following:

• A checklist specific to the setup

• Work Location tab

• Job Information tab

• Payroll tab

• Salary Plan tab

• Compensation tab

• SDCOE Job Data tab

• Time Reporter Data screen

Key features are checklists, screenshots, definitions, and color-coding

Try the challenge to see if you can find where corrections need to be made for a given scenario Includes a sample setup of a Certificated Salaried position (some info goes into Job Data)

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About This Guide

 It contains sample setups for the most common employee types in PeopleSoft.

 Though many of the fields are standard for each

employee type, others selections are specific to your district.

 These sample setups are to use for reference and in

conjunction with your district rules. It is also a helpful tool when researching what field may have caused an

This guide is a supplement to the

HR3 New Hires & Job Data guide.

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C U S T O M E R R E S O U R C E C E N T E R

How can this guide benefit you and your organization?

For Training Purposes

• To get the “CliffsNotes”

version of the HR3 guide.

IMPORTANT:

Remember that this is to supplement the HR3 guide, not replace it.

• To cross-train and instruct others with it;

or, if Job Data is not your primary

responsibility, use it to understand which fields are required.

For Checking Your Work

• To confirm employees are set up correctly.

For

Troubleshooting

• To investigate errors that show on reports (Pay Calc Error Report, Data Entry Audit

Report).

• To perform

troubleshooting before you submit a HEAT ticket.

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Sample Setup Checklists

 This guide contains a checklist for each Employee type.

 The italicized red text next to each checkbox will help

you determine what value is appropriate for each field

based on the type of employee you are entering data on.

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C U S T O M E R R E S O U R C E C E N T E R

Screenshots and Definitions

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Color Coding (Affected Modules)

 The sample setups contain flags beside each

field that identify which modules are affected by

the data entered in that field.

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C U S T O M E R R E S O U R C E C E N T E R

REMINDER: New Hire Checklist

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This full

checklist is from the

HR3 Guide.

Please continue to use it.

HR3

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Sample Setup: Position

Let’s review the example of a Certificated Salaried Position.

Tabs: Description, Specific Information, CDAYS Track

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C U S T O M E R R E S O U R C E C E N T E R

Certificated Salaried Position:

Description Tab

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Specific Information Tab

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C U S T O M E R R E S O U R C E C E N T E R

Certificated Salaried Position:

CDAYS Track

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We are going to demo how to use the guide for the purpose of verifying a setup.

Employee: Teacher (Billy Fino) 617741

What we will demonstrate:

 How to use the checklist specific to this employee type

 How to use the screenshots that correlate to the checklist

 We will show each screenshot in the guide, then

DEMO:

Certificated – Salaried

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C U S T O M E R R E S O U R C E C E N T E R

Certificated – Salaried Checklist

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ABOUT THIS

SPECIFIC CHECKLIST:

 This checklist is a

“trimmed down” version specific to this type of employee

 Contains the standard entries needed for this employee (unless your district requires

something else)

 Use it to verify your setup

 Advanced users will want to “mark up” this

checklist

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Work Location tab

BEN AM TL PAY RET HYP

BEN PAY HYP

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C U S T O M E R R E S O U R C E C E N T E R

Certificated Salaried:

Job Information tab

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RET CRED

BEN RET HYP

HYP

BEN AM PAY RET HYP FIN

RET

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Payroll tab

AM TL PAY HYP

AM HYP

PAY RET

AM

AM

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C U S T O M E R R E S O U R C E C E N T E R

Certificated Salaried:

Salary Plan tab

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PAY HYP

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Compensation tab

PAY

PAY

PAY

RET

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C U S T O M E R R E S O U R C E C E N T E R

Certificated Salaried:

SDCOE Job Data tab

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PAY RET

BEN PAY HYP

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Time Reporter Data

TL PAY

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C U S T O M E R R E S O U R C E C E N T E R

Summary

 We’ve confirmed that this setup is accurate for this employee type.

 Remember that the effective date and timing

play a role in this employee being paid correctly.

 Considerations:

– Entering this employee after time has loaded – Entering this employee during Payroll days

(example: Final Calc)

– Entering this employee after paysheets are created – Summer Months/Short Work Break (SWB)

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We are going to look at a Certificated Hourly employee coming up on the Pay Calc Error Report and the Data Entry Audit Query.

What we will practice together:

 How to use the checklist specific to this employee type

Challenge

Question

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C U S T O M E R R E S O U R C E C E N T E R

26 A district entered a HEAT ticket about this

Certificated Hourly employee coming up on the Pay Calc Error Report and the Data Entry Audit Query.

 Can you spot the mistakes on this Job Data record?

 How do you fix this?

Challenge Question

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1. For each employee type in the guide, identify an employee who has been paid correctly.

2. Using the employees found in #1, fill in your own values throughout the guide. Examples: Make notes next to fields, include sample

values, cross out items your district doesn’t use, circle things your district does use.

3. Print the checklists for each employee type as your “quick reference” to keep at your desk.

Suggested

Activities

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C U S T O M E R R E S O U R C E C E N T E R

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For Training Purposes

• To get the “CliffsNotes”

version of the HR3 guide.

IMPORTANT:

Remember that this is to supplement the HR3 guide, not replace it.

• To cross-train and instruct others with it;

or, if Job Data is not your primary

responsibility, use it to understand which fields are required.

For Checking Your Work

• To confirm employees are set up correctly.

For

Troubleshooting

• To investigate errors that show on reports (Pay Calc Error Report, Data Entry Audit

Report).

• To perform

troubleshooting before you submit a HEAT ticket.

Q: How do you think you or your

organization will use this guide?

References

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