WALDO User Guide
Version 2
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Introduction 4
Purpose of WALDO 4
What's Available 4
What's Not Available 5
Data Updates 7
REPORTS - Display and, or Print Reports 9
Step 1: Requesting by Center, Home Department, or Center Group 9
Step 2: Limiting the Search 9
Step 3: Selecting Center(s), Home Department(s), or Center Group(s) 9
Step 4: Selecting a Report Type 10
Step 5: Selecting a Time Period 10
Step 6: Selecting Reports to View or Print 10
Printing Reports 10
Contacts for Assistance 11
VIEWS - Display and, or Print Custom Views 12
Step 1: Selecting Hours and Dollars or FTE and Productivity 12
Step 2: Requesting by Center, Home Department or Center Group 12
Step 3: Limiting the Search 12
Step 5: Selecting a View 13
Step 6: Selecting a Time Period 14
Step 7: Selecting Additional Search Criteria 15
Contacts for Assistance 16
DATA - Display and, or Download Data 17
Step 1: Selecting Hours and Dollars or FTE Productivity 17
Step 2: Requesting by Center, Home Department, or Center Group 17
Step 3: Limiting the Search 17
Step 4: Selecting Center(s), Home Department(s), or Center Group(s) 17
Step 5: Selecting and Ordering Columns to Display 17
Step 6: Selecting a Date or Check Date Range 18
Step 7: Selecting Additional Search Criteria 18
Step 8: Selecting to View or Download Data 18
Contacts for Assistance 19
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Appendix A 21
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Introduction
Purpose of WALDO
The purpose of WALDO is to provide labor information on a more timely and flexible basis to a large population of approved end-users.
Key Benefits
WALDO offers fast access to labor information. WALDO is secure.
End-users can download labor data to an Excel or text file.
Historical information is available (with Views and Data) back to July 2000. WALDO reflects fringe charges.
End-users can access the site on or off campus 24 hours a day, 7 days a week.
What's Available
WALDO is sectioned into four tabs:
Reports Tab:
Weekly Labor Distribution Reports are available for center dollars, center hours, home department dollars, and home department hours for periods as of May 2002.
YTD quarterly Productive/Non-Productive Reports are available for center dollars, center hours, home
department dollars, and home department hours as of October 2002 starting with the first quarter of fiscal year 2002-2003.
Payroll distribution information is updated every Sunday night and Reports are available in WALDO on the following Monday at 8 a.m. These Reports capture all checks that were issued during the prior Saturday through Friday.
Views Tab:
The following custom views are available for periods starting July 2000: Hours and dollars:
Center/Account Summary Center/Earnings Type Summary Center Detail
Home Department Summary Home Department Detail
Home Department Percent Distribution FTE Productivity:
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FTE Trend with statistics
FTE Trend with Base, Overtime, and Temporary FTE by Category
Paid FTE Budget to Actual
MBB Bi-Weekly Staffing* (available for periods starting July 2002)
Payroll distribution information for Views is updated with the close of a period (i.e., month, quarter, or year) and Views are available in WALDO at 8 a.m. on the first day of the following period (i.e., month, quarter, or year).
The MBB Weekly Staffing View is updated every other Monday at 8 a.m. following the MBB Bi-Weekly pay run.
Data Tab:
For periods starting July 2000, 23 fields of labor data are available for Hours and Dollars report building. For periods starting July 2000, 11 fields of labor data are available for FTE and budgeted FTE report building. Labor data can be viewed in a browser or downloaded to an Excel or text file.
Hours and Dollars information is updated every Sunday night and Data is available in WALDO on the following Monday at 8 a.m. This Data captures all checks that were issued during the prior Saturday through Friday. At month end, payroll information is also updated on the last night of every month and Data is available on the first day of the following month at 8 a.m.
FTE Productivity information is updated with the close of a month and data is available in WALDO at 8 a.m. on the first day of the following month.
Security Tab:
This tab links you to the login page for the web application, STAR. STAR, the Security Tool to Administer Roles, is an application dedicated solely to security trees.
Tree Structures
Center/Sumto Center, Home Department, Major Operating Division, Function and PCC Sum tree structures are available for viewing. The end-user can view a hierarchical list of the centers and home departments they have been authorized to access.
The tree structures are updated nightly and are available in WALDO the following morning at 8 a.m.
Security Assignments
Security assignments (i.e., VUnetID and the employee name associated with each VUnetID) are displayed for all centers and home departments.
Security assignments are available in WALDO immediately upon update by the WALDO Support Desk.
What's Not Available
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Open periods (i.e., month, quarter, or year) in "Views" Labor encumbrances
Turnover reports
PAF job data and position data
Budget information (other than budgeted FTE)
Fixed rate fringe benefit charges that would be coded to account 59008
Journal entry charges whose source is not the PeopleSoft/Human Resources system
Logging In
To log into the system, go to the Vanderbilt E-Business Home Page (http://hr.vanderbilt.edu/apps/waldo/). From there, click on "WALDO". A VUnetID and e-password are required to login.
Logging Out
Always log out to maintain the highest level of security after using the application. To log out, click the log out button located at the top right of every screen. As a security feature, automatic logout will occur after 15 minutes of inactivity.
Performance Tips
Download Time
In attempting to download large amounts of data, the user may receive a server error (timeout) if the web server cannot get the data from the database in the allotted time. Thus, for download purposes, select only the information that is needed. In addition, large numbers of users on the system at one time may increase
download time.
Horizontal Scroll Bars
To eliminate the presence of horizontal scroll bars, alter the screen resolution by changing the screen settings on the desktop or reduce the font size in the web browser.
Timeouts
After 15 minutes of user inactivity, the application will terminate the session and the end-user will have to login again.
About the User Guide
This guide is designed to support users in learning how to operate the application and to serve as a reference. This file may be downloaded to a PC or printed.
Here are some tips to help users easily find guide information:
Each chapter will begin with a summary section, always the first chapter page, listing the learning objectives for the chapter.
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Caution notes are also indicated with a special icon. These notes are meant to help the user avoid common or serious mistakes. Another must read.
Data Updates
Following are detailed explanations on the timing of updates for Reports, Views and
Data Tabs.
1. Reports Tab
The data accessed via the "Reports" tab is updated every Sunday night in Waldo and can be found using that previous Friday's date (the last day of the payroll cycle).
2. Views Tab
The data accessed via the "Views" tab is updated the night of the last business day of the month and can be found by selecting the month needed.
3. Data Tab
The data accessed via the "Data" tab is updated every Sunday night in Waldo using the actual pay date.
Let's look at examples of all three of these situations using the month, July 2002. You may want to refer to a calendar as we walk through the following examples:
Reports Tab:
I want to view the last payroll cycle of July so I can see the Labor Distribution Report ("LDR") for the exempt-monthly paid employees in my Center/Home Department. Exempt employees are paid on the last business day of the month. For July 2002 this fell on Wednesday the 31st. Therefore, the report will be available in Waldo on Sunday, August 4th, but it will be found in Waldo under the last day of the payroll cycle, which was Friday, August 2nd. Therefore, select August rather than July to view the LDR needed.
Views Tab:
I want to view the last payroll cycle of July so I can see the Hours and Compensation for everyone in the Center/Home Department, including exempt-monthly paid employees. (Select "Center Account Summary" in step 4). Exempt employees are paid on the last business day of the month. The last business day of July 2002 is Wednesday the 31st. Therefore, the report will be available in Waldo on Thursday morning, August 1st, but it will be found in Waldo under July. As such, I select 2002 and the month July since the views tab is updated as of the last business day of the month.
Data Tab:
I want to view the last payroll cycle of July so I can see compensation information for all exempt-monthly paid employees in the Center/Home Department. Exempt employees are paid on the last business day of the month. For July 2002 this fell on Wednesday the 31st. Therefore, the data will be available in Waldo on Sunday, August 4th, but it will be found under the date the payroll was cut. Therefore, select the actual pay date, July 31st in the date range (From & Thru) at step 5.
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REPORTS - Display and, or Print Reports
The REPORTS tab provides the ability to display and, or print Labor Distribution Reports and Productive/Non-Productive Reports.Step 1: Requesting by Center, Home Department, or Center Group
Select the appropriate radio button to display a list of authorized Centers, Home Departments, Sumto Home Departments, or Center Groups (Sumto Centers, Major Operating Divisions, PCC Sums, Functions, Sections, Departments, or Divisions).
If an end-user has access to more than 2500 items, they will receive notification in red text, below the access box. Step 2 then must be used to limit results.
Selecting a center group will not yield a summary-level report that aggregates the data for the centers contained in the center group. Rather, it will yield individual center-level reports for the centers contained in the center group.
Step 2: Limiting the Search
This step is OPTIONAL for end-users who have less than 2500 items displayed in his/her access box. Use the search tool to limit the number of items displayed in the access box. Use the first drop down box to select the type of search (the selection made in Step 1 determines the choices in this box). Use the second drop down box to select "Begins with" or "Greater than" to enter a partial center, home department or center group number or name or "Equals" to enter a complete number or name. Enter the appropriate data in the third box and then click “Search” to generate a list of centers, home departments, or center groups.
Step 3: Selecting Center(s), Home Department(s), or Center Group(s)
As a result of the selections made in Steps 1 and 2, the access box displays a list of authorized centers, home departments, or center groups. The box also includes helpful identifying information.
Click a center, home department, or center group row.
To select multiple non-consecutive rows, hold down the CTRL key and click each row. To select multiple consecutive rows, hold down the SHIFT key and click the last row.
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Step 4: Selecting a Report Type
Click the appropriate radio button to select a report type. The four report types are:
Labor Distribution Earnings (weekly)
A report that presents gross wage data for all faculty, staff and student worker earnings.
Labor Distribution Hours (weekly)
A report that presents hour data for all faculty, staff and student worker earnings.
Productive/Non-Productive Earnings (quarterly)
A report that presents gross wage data in productive and non-productive categories for all faculty, staff, and student workers. (Please note: This is a fiscal year-to-date report, produced on a quarterly basis.)
Productive/Non-Productive Hours (quarterly)
A report that presents hour data in productive and non-productive categories for all faculty, staff, and student workers. (Please note: This is a fiscal year-to-date report, produced on a quarterly basis.) Refer to the glossary for more information on reports.
Step 5: Selecting a Time Period
Use the drop down list boxes to select a time period. If Labor Distribution Earnings or Hours were chosen in Step 4, select a calendar year from the first dropdown box and a month from the second. If Productive/Non-Productive Earnings or Hours were chosen in Step 4, select a fiscal year. Click “Continue” to proceed to the next page.
Step 6: Selecting Reports to View or Print
The available reports based on the above-specified criteria are displayed as hotlinks. Click a hotlink to view a report. (The report is a PDF file that requires Adobe Acrobat Reader 4.0 or above. Adobe Acrobat Reader can be downloaded for free (http://www.adobe.com/products/acrobat/readstep2.html ).
Printing Reports
When a report is on the screen, it can be printed by going to the "File" menu and then selecting "Print." For proper page breaks, use Internet Explorer 5.0 or above and change the page orientation to "Landscape" in the "Page Setup" dialog box (that can be selected from the "File" menu).
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Contacts for Assistance
For Medical Payroll questions, contact: Medical Payroll Office 2-6064 For University Payroll questions, contact: HR Help Desk 3-6606
For system issues or security questions contact: Medical Center Help Desk at 3-HELP or [email protected]
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VIEWS - Display and, or Print Custom Views
The VIEWS tab provides the ability to display and, or print custom reports, available at the summary and detail levels. Select statistics are also available on the FTE Trend and the MBB Bi-Weekly Staffing Views.Step 1: Selecting Hours and Dollars or FTE and Productivity
Select the Hours and Dollars radio button to view labor information reported in terms of hours and dollars. Within the Views tab, this option is available for Center, the various Center Groups (Sumto Center, Major Operating Division, PCC Sum, Function, Section, Division, and Department), Home Department and Sumto Home Department.
Select the FTE and Productivity radio button to view labor information reported in terms of FTE, which also incorporates several statistics as productivity measures. Within the Views tab, this option is available for Center and the various Center Groups.
Step 2: Requesting by Center, Home Department or Center Group
If Hours and Dollars is selected in Step 1, select the appropriate radio button to display a list of authorized Centers, Center Groups, Home Departments, or Sumto Home Departments.
If FTE Productivity is selected in Step 1, select the appropriate radio button to display a list of authorized centers or center groups.
If an end-user has access to more than 2500 items, they will receive notification in red text, below the access box. Step 2 then must be used to limit results.
Step 3: Limiting the Search
This step is OPTIONAL for end-users who have less than 2500 items displayed in his/her access box. Use the search tool to limit the number of items displayed in the access box. Use the first drop down box to select the type of search (the selection made in Steps 1 & 2 determines the choices in this box). Use the second drop down box to select "Begins with" or "Greater than" to enter a partial center, home department or center group number or name or "Equals" to enter a complete number or name. Enter the appropriate data in the third box and then click “Search” to generate a list of centers, home departments, or center groups.
Step 4: Selecting Center(s), Home Department(s), or Center Group(s)
As a result of the selections made in Steps 1, 2 & 3 the access box displays a list of authorized centers, home departments, or center groups.
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Click a center, home department, or center group row (depending on the selection made in Step 2). To select multiple non-consecutive rows, hold down the CTRL key and click each row. To select multiple consecutive rows, hold down the SHIFT key and click the last row. Click “Continue” to proceed to the next page.
Step 5: Selecting a View
For Hours and Dollars:
If Center or a Center Group was chosen in Step 2, select the desired view: Center Account Summary, Center Earnings Type Summary, or Center Detail. If Home Department or Sumto Home Department was chosen in Step 2, select the desired view: Home Department Summary, Home Department Detail, or Percent Distribution. The following chart illustrates which Views are available, based on the selection made in Step 2:
Center Account Summary
Center Earnings Type
Summary Center Detail
Home Department Summary Home Department Detail Percent Distribution
Center Yes Yes Yes
Sumto Center Yes Yes Yes
Department Yes Yes Yes
PCC Sum Yes Yes Yes
Function Yes Yes Yes
Major Operating Division
Yes Yes Yes
Section Yes Yes Yes
Division Yes Yes Yes
Home
Department Yes Yes Yes
Sumto Home
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For FTE and Productivity:
Available views include FTE Trend with statistics*, FTE Trend with Base, Overtime, and Temporary, FTE by Category, Paid FTE Budget to Actual and MBB Bi-Weekly Staffing. The following chart illustrates which Views are available, based on the selection made in Step 2:
FTE Trend*
FTE Trend with
Base OT & Temp FTE by Category
Paid FTE Budget to Actual
MBB Biweekly staffing
Center Yes Yes Yes Yes Yes
Sumto Center Yes Yes Yes Yes
Department Yes Yes Yes Yes
PCC Sum Yes Yes Yes Yes
Function Yes Yes Yes Yes
Major Operating
Division Yes Yes Yes Yes
Section Yes Yes Yes Yes
Division Yes Yes Yes Yes
*The FTE Trend Report and the MBB Bi-weekly Staffing Report display select statistics.
The Occupied Bed statistic is available on the MBB Bi-weekly Staffing Report. The following statistics may be displayed on the FTE Trend Report, depending upon which center or center group selected:
Ambulatory Visits Adjusted Occupied Bed
Adjusted Occupied Bed less Housestaff Hours
ER Visits, Flights Occupied Bed Procedures Transplants
Refer to glossary for definitions of the Views and the statistics.
Step 6: Selecting a Time Period
Please note that views are available back to July 2000 for any closed months, quarters, or years. The only exception is the MBB Bi-weekly Staffing Report, which is available back to July 2002.
For Hours and dollars:
For Month, use the first list to select a calendar year and click on the appropriate check box to select a month.
For Quarter, use the first list to select a fiscal year and the second to select a quarter. For Annual, use the list box to select a fiscal year.
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For FTE Productivity:
For the MBB Bi-Weekly Staffing View, use the drop down menu to select a check date along with the corresponding pay period.
For all other FTE Productivity Views, use the first list to select a calendar year and click on the appropriate radio button to select a month.
After selecting a time period, click “Continue” to view the report. The View is a PDF file that requires Adobe Acrobat Reader 4.0 or above. Adobe Acrobat Reader can be downloaded for free at
http://www.adobe.com/products/acrobat/readstep2.html.
In Adobe Acrobat Reader, a navigation pane will appear to the left of the View. This navigation pane is
beneficial when multiple centers, home departments, or center groups have been selected. It allows the user to "navigate" between selections. To hide the navigation pane, click on the icon "Show/Hide Navigation Pane" on the PDF toolbar at the top of the page.
Step 7: Selecting Additional Search Criteria
This step is OPTIONAL. As a result of the selection made in Step 5, additional selection criteria will display as shown below:
Selected in Step 4 Additional Criteria in Step 5
Center Account Summary Account
Center Detail Account
Center Earnings Type Summary Employee ID, Employee Name, and Earnings Type
Home Department Summary Employee ID, Employee Name, Job Code, and Earnings Type
Home Department Detail Account and Earnings Code
Percent Distribution Employee ID, Employee Name and Job Code
All FTE Productivity views at the Center Level Account and Job Code
To specify additional search criteria, select a qualifier (Equals or Begins With) from the drop down list box and enter the appropriate criteria in the adjacent box and, or check the appropriate selection box.
To undo ALL additional search criteria selections, click on the "Reload" or "Refresh" button in the browser toolbar.
*Please note that filtering on Account and, or Job Code in FTE Productivity Views will alter the FTEs per stat calculation.
Printing Views
When a view is on the screen, it can be printed by going to the "File" menu and then selecting "Print." For proper page breaks, use Internet Explorer 5.0 or above and change the page orientation to "Landscape" in the "Page Setup" dialog box (that can be selected from the "File" menu).
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When View size is greater than 8.5 x 11, select "Reduce to Printer Margins" on the Print panel prompt to ensure proper printing on standard 8.5 x 11 paper. Please note that the View size is shown in the PDF toolbar at the bottom of the page.
Contacts for Assistance
For Medical Payroll questions, contact: Medical Payroll Office 2-6064
For University Payroll questions, contact: HR Help Desk 3-6606
For system issues or security questions contact: Medical Center Help Desk at
3-HELP or [email protected]
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DATA - Display and, or Download Data
The DATA tab provides the ability to display and, or download rows of labor data.Step 1: Selecting Hours and Dollars or FTE Productivity
Select the Hours and Dollars radio button to download or display labor information reported in terms of hours and dollars. Select the FTE Productivity radio button to download or display labor information reported in terms of FTE and budgeted FTE.
Step 2: Requesting by Center, Home Department, or Center Group
Select the appropriate radio button to display a list of authorized items. If an end-user has access to more than 2500 items, they will receive notification in red text, below the access box. Step 3 then must be used to limit results.
Step 3: Limiting the Search
This step is OPTIONAL for end-users who have access to less than 2500 centers, home departments, or center groups. Use it to limit the number of centers, home departments, or center groups displayed in the access box. Use the first drop down box to select the type of search (the selection made in Steps 1 & 2 determines the choices in this box). Use the second drop down box to select "Begins with" or "Greater than" to enter a partial center, home department, or center group number or name or "Equals" to enter a complete number or name. Enter the appropriate data in the third box and then click “Search” to generate a list of centers, home
departments, or center groups.
Step 4: Selecting Center(s), Home Department(s), or Center Group(s)
As a result of the selections made in Steps 1 and 2, the access box displays a list of authorized centers, home departments, or center groups.
Click a center, home department, or center group row. To select multiple non-consecutive rows, hold down the CTRL key and click each row. To select multiple consecutive rows, hold down the SHIFT key and click the last row. Click “Continue” to proceed to the next page.
Step 5: Selecting and Ordering Columns to Display
Please note that Step #5 is not optional. The user MUST select at least one column to proceed to the next step.
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To select the columns to be displayed, click the data field in the Available Columns list and then click the right arrow. The data field will appear in the list of selected columns. Columns will be different based on the selection in Step 1.
To sort the selected columns, click the data field and then click either the up or down arrow.
To select all columns from the available columns list, click "select all." To deselect all columns from the selected columns list, click "remove all."
To remove one column from the selected columns list, click on the data field and then click the left arrow. Refer to the Glossary for column definitions.
Click to proceed to the next page.
Step 6: Selecting a Date or Check Date Range
For Hours and Dollars:
Select "From" and "Thru" dates by selecting a month, day, and calendar year from the appropriate dropdown boxes. (Please note that data is available back to July 2000.)
For FTE Productivity:
Use the first list to select a calendar year and click on the appropriate check box or boxes to select the month or months for the data.
Step 7: Selecting Additional Search Criteria
This step is OPTIONAL. Use it to specify additional search criteria to limit your search. Select a qualifier (Equals or Begins With), if applicable, from the drop down list box, enter the appropriate value in the adjacent box and, or click the appropriate check box to limit your search.
To undo ALL additional search criteria selections, click on the "Reload" or "Refresh" button in the browser toolbar.
Step 8: Selecting to View or Download Data
Click the appropriate radio button to view the data in a browser, download the data to a file (.txt), or download it to Excel. After selecting a format, click “Submit” to retrieve the data.
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Contacts for Assistance
For Medical Payroll questions, contact: Medical Payroll Office 2-6064
For University Payroll questions, contact: HR Help Desk 3-6606
For system issues or security questions contact: Medical Center Help Desk at
3-HELP or [email protected]
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SECURITY ACCESS - STAR
This tab allows users to view in STAR the list of nodes that you are authorized to access. STAR is the Security Tool to Administer Roles, an application dedicated solely to security trees. STAR allows you to search, view, and export the WALDO security tree structures.
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Appendix A
Glossary of Terms
Account Number - Five-digit numeric field into which financial transactions are recorded.
Ambulatory Visits - Ambulatory visits are completed patient visits in a clinic with a physician or other caregiver. The source for ambulatory visits is the EPIC Completed Appointment report which is prepared by VMG
Administration.
Adjusted Occupied Beds - Adjusted Occupied Beds (AOB) is an adjustment of Occupied Beds that is used to represent total inpatient and outpatient patient activity.
Adjusted Occupied Beds=Occupied Beds X Adjustment Factor (Total Gross Patient Revenue/Gross Inpatient Revenue)
Adjusted Occupied Bed less Housestaff - This statistic is intended to exclude FTEs that relate strictly to Housestaff from the users' analysis of FTE's per Adjusted Occupied Bed.
Center Account Summary - A center view that presents total Paid Amount and Paid Hours by Account Number and then Employee Name for the time period selected (Month, Quarter, or Year).
Center Earnings Type Summary - A center view that presents total Paid Amount and Paid Hours by Employee Name and then Earnings Type for the time period selected (Month, Quarter, or Year).
Center Detail - A center view that presents total Paid Amount and Paid Hours at the earnings code level for the time period selected (Month, Quarter, or Year).
Center Name - An alphanumeric field that identifies a particular department or project. For grants, it is usually the grant number assigned by the funding agency.
Center Number – Ten digit numeric field assigned to a particular department or project.
Center Responsible Person - The individual designated in the General Ledger to view financial data for a cost center.
Center Status - A center can have an "Open" or "Closed" status.
Open Center - A center that is currently used by departments to record financial transactions.
Closed Center - A center that is not currently used by departments and has been officially closed in the general ledger system by the Department of Finance, the Office of Accounting, or the Office of Contract & Grant
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Accounting. (Please note that all accounts within a center must be closed individually to prevent transactions from posting to the center; however, accounts are occasionally re-opened to permit transactions to post.) Check Date - The effective date of a payroll check displayed in the format MM/DD/YY.
Company - Entity with a unique IRS employer identification number (all Vanderbilt University is one "company"; Home Care Services has a separate employer identification number and is a separate "company.")
Department - A group of cost centers that are performing similar administrative, educational, research, and, or healthcare services within a particular field of knowledge or area of specialization. Multiple Departments and, or Sections are grouped to form a Major Operating Division.
Direct Job Code - Those job codes that have hours worked by non-exempt staff who has the responsibility for diagnosis, treatment, and daily hands-on care with the patient or work specifically to contribute to the diagnosis, treatment, and care of patients.
Division - A group of cost centers that are performing similar administrative, educational, research, and, or healthcare services within a particular field of knowledge or area of specialization. Multiple Divisions are grouped organizationally to form a Department.
ER Visits - ER Visits represent patients registered in the ER that had an encounter form processed for medical services. The source for ER Visits is the Medipac system. ER Visits are captured only for the Emergency Department centers.
Earnings Begin Date - The first day of a pay period displayed in the format MM/DD/YY. This date is always the first day of the month for exempt employees and is usually a Sunday for exempt employees. For non-exempt employees, there are two earnings begin dates in each pay period.
Earnings Code - A code in the Payroll system that indicates the type of payment made to an employee (e.g., REG, VAC). Earnings codes are grouped into earnings types.
Earnings Code Description - A narrative explanation of the earnings code (e.g., REG = Regular and VAC = Vacation).
Earnings End Date - The last day of a pay period displayed in the format MM/DD/YY. This date is always the last day of the month for exempt employees and is usually a Saturday for non-exempt employees. For non-exempt employees, there are two earnings end dates in each pay period.
Earnings Type - A grouping of earnings codes for labor distribution reporting.
Employee ID - A unique five-digit numeric field assigned by the Human Resources department to an employee upon hire.
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Employee Name - An alphanumeric field that identifies each employee. This field is listed as "Last Name, First Name."
Employee Record Number - A one-digit numeric field that is tied to each job an employee holds. An employee may have multiple jobs and therefore record numbers. The first record number for an employee is always "0". Flights - Flights represent the number of flights by Life Flight. The source for flights is Medipac system.
Fringe Group Code - A two-digit field that determines the fringe benefits rate used for an employee.
FTE (Full-time Equivalent) - The restatement of the number of paid hours in a certain period as a fraction of the number of standard hours in that period. Only hours paid in certain Labor Distribution Codes (Regular (R), Overtime (O), Holiday (H), Sick (S), Vacation (V), and Other (T)) are included in the FTE calculation. 1 FTE = 2,080 hours annually.
FTE by Category - A report displaying FTE and FYTD FTE for the selected month, with FTEs displayed in
Productive, Overtime, and Non-Productive categories. The lowest available level of detail is at the center level, where information is displayed by job code and account.
FTE Productivity - The option to view labor information reported in terms of FTE (Full-time Equivalent), which also incorporates several statistics as productivity measures. This option is available within Views and Data at the low-level center and at the center group levels (including Sumto for University Central).
FTE Trend - A report displaying the trend in total FTE over a 13-month period from the selected month back through the same month in the prior year. The report also displays FYTD FTE for the selected month and the annual FY FTE for the prior two full fiscal years. The lowest available level of detail is at the center level, where information is displayed by job code and account.
FTE Trend with Base, OT, and Temp - A report displaying the trend in total FTE over a 13-month period from the selected month back through the same month in the prior year, with FTE displayed in Base, Overtime, and Temporary categories. The report also displays FYTD FTE for the selected month and the annual FY FTE for the prior two full fiscal years. The lowest available level of detail is at the center level, where information is displayed by job code and account.
Base - Hours worked 40 or under in a one-week period Overtime - Hours worked over 40 in a one-week period
Temporary - Hours worked by all job codes where employee class = 'B' (VTS) and reg/temp flag = 'T'
(temporary); Note that overtime hours for temporary workers are displayed in the Temporary category, not the Overtime category on the FTE Trend Report with Base, OT, and Temp.
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Function - Cost centers grouped in accordance with functional responsibility that generally are performing similar patient care, support or administrative services (i.e. Patient care services, Dietary, General and Administrative, etc.).
Home Department Number - Six-digit numeric field that identifies a department into which employees are assigned.
Home Department Description - A narrative field that describes a particular home department.
Home Department Detail - A home department view that presents total Paid Amount and Paid Hours at the earnings code level for the time period selected (month, quarter, or year).
Home Department Responsible Person - The individual who is the recipient of all timesheets and various Human Resource and Payroll administrative communications. (Please note: This individual is not included in the home department access box. Instead, the PAF responsible person is listed.)
Home Department Summary - A home department view that presents total Paid Amount and Paid Hours by Employee Name and then Earnings Type for the time period selected (month, quarter, or year).
Home Department Status - A home department can have an "Active" or "Inactive" status.
Active Home Department - A home department in which personnel are currently assigned and paid. Inactive Home Department - A home department in which personnel are no longer assigned and paid.
Hours Statistic - Charged Hours of operation are the operating statistic used by the OR and Anesthesiology. The source for Hours is the Medipac system.
Hours and Dollars - The option to view labor information reported in terms of hours and dollars. This option is available within Reports, Views, and Data at the low-level and Sumto center and home department levels. This option is also available within Reports and Data at the center group levels that were created for FTE reporting purposes.
Indirect Job Code - Those job codes not classified as direct.
Job Code - Four-digit numeric field assigned to each position, that defines the job classification title, pay grade, regular or temporary status, exempt or nonexempt status (FLSA status) and the employee class (i.e. faculty, staff, or student), which all affect benefits eligibility.
Job Code Description - A narrative field describing the job title of an employee based on the Job Code. Labor Distribution Earnings by Center - A report that presents gross wages for all faculty, staff, and student worker earnings distributions to cost centers regardless of the home department for each.
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Labor Distribution Earnings by Home Department - A report that presents gross wages for all faculty, staff, and student worker job records within a certain home department regardless of the earnings distribution for each. Labor Distribution Hours by Center - A report that presents hours data for all faculty, staff, and student worker earnings distributions to cost centers regardless of the home department for each.
Labor Distribution Hours by Home Department - A report that presents hours data for all faculty, staff, and student worker job records within a certain home department regardless of the earnings distribution for each. Major Operating Division - A high level grouping of cost centers. Typically based on the major operational areas in the Medical Center (e.g. Vanderbilt University Hospital, School of Medicine, and School of Nursing).
MBB Bi-Weekly Staffing - A center-level report displaying hours and dollars by job code and account for non-exempt staff in the Medical Center (MBB Pay Group only), displayed in Productive, Overtime, and Non-Productive categories. Hours and dollars are subtotaled by direct and indirect job codes. Also available are hours per Occupied Bed and dollars per Occupied Bed.
Node - A level within any tree. Depending upon which tree you are viewing, a node could be a ten-digit "low-level" center, a home department, a Sumto home department, or any center group.
Occupied Beds - The Occupied Beds statistic is a count of the number of beds occupied at midnight (both inpatient and outpatient). The source for Occupied Beds is Medipac. Occupied Beds are also reported in the Daily Census Report; they are not the same as Patient Days.
Off Cycle - Checks paid to a faculty, staff, or student worker not on a regular pay date are identified as "off cycle."
PAF Responsible Person - The individual, who has PAF signature authority, receives all vacation and sick reports, receives all labor distribution reports, and receives management communications.
Paid Amount - The gross wages paid to a particular employee.
Paid Hours - The number of hours for which a particular employee was paid.
Paid FTE Budget to Actual - A report displaying FTE for the selected month and the selected month a year ago, as well as FYTD FTE for the selected month and the selected month a year ago. Also included are the budgeted FTE and the variances between the selected month FTE and the budget, and the selected month FYTD FTE and the budget. The lowest available level of detail is at the center level, where information is displayed by job code and account.
Pay Group - A three-character alphanumeric field that groups faculty, staff, and student workers on similar payroll cycles and with the same FLSA status (e.g. MBA, UBA, UM1).
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Pay End Date - The last day of a pay period displayed in the format MM/DD/YY. This date is always the last day of the month for exempt employees and is usually a Saturday for non-exempt employees. For non-exempt employees, there is one pay end date for every two earnings end dates.
PCC Name - The title for one or more centers performing similar administrative or clinical services.
PCC Sum - A group of Inpatient, Outpatient and, or Administrative centers strategically servicing patients with similar medical needs or providing support services of a similar nature.
Percent Distribution - A home department view that presents a calculation of the percentage distribution of earnings that is charged to a given account/center combination for the time period selected (month, quarter, or year).
Procedures - Various Procedures counts are provided by the Medipac system.
Productive/Non-Productive Earnings by Center - A report that presents gross wages in productive and non-productive categories for all faculty, staff, and student worker earnings distributions to cost centers regardless of the home department for each. (Please note: This is a fiscal year-to-date report, produced on a quarterly basis.)
Productive/Non-Productive Earnings by Home Department - A report that presents gross wages in productive and non-productive categories for all faculty, staff, and student worker job records within a certain home department regardless of the earnings distribution for each. (Please note: This is a fiscal year-to-date report, produced on a quarterly basis.)
Productive/Non-Productive Hours by Center - A report that presents hours data in productive and non-productive categories for all faculty, staff, and student worker earnings distributions to cost centers regardless of the home department for each. (Please note: This is a fiscal year-to-date report, produced on a quarterly basis.)
Productive/Non-Productive Hours by Home Department - A report that presents hours data in productive and non-productive categories for all faculty, staff, and student worker job records within a certain home
department regardless of the earnings distribution for each. (Please note: This is a fiscal year-to-date report, produced on a quarterly basis.)
Section - A group of cost centers that are performing similar administrative, educational, research, and, or healthcare services within a particular field of knowledge or area of specialization. Multiple Departments and, or Sections are grouped to form a Major Operating Division.
Sumto Center - An alphanumeric field with six or fewer characters that represents the summary of a group of cost centers.
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Sumto Home Department - An alpha field with six characters that represents the summary of a group of home departments.
Transplants - Counts of Transplants are provided by the Medipac System.
Tree - A hierarchical structure that enables distributed, secure access to labor reports and data by center or home department.
Voided Check - A payroll check that is voided in the PeopleSoft/Human Resources system that always reflects the original check date, not the month that the check was voided. Views and Data will reflect voids as they occur and prior month Views and Data will change when voided checks occur.
WALDO - The project name for the Web Access to Labor Information application. It is an acronym that is derived from Web Access to Labor Data Online.
