Princeton University Business Units and Set IDs Enhancing Security and Streamlining Data Input...
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Transcript of Princeton University Business Units and Set IDs Enhancing Security and Streamlining Data Input...
Princeton University
Business Units and Set IDsEnhancing Security and Streamlining Data Input
Kristina Miller, Systems Manager, Office of the Dean of the FacultyEmail: [email protected]
Lauri McVicker, HRIS Manager, Office of Human ResourcesEmail: [email protected]
HRMS Track - Session Number 1008Monday, March 19, 2001
Princeton University
Profile of Princeton University:One Academic Campus plus the Princeton Plasma Physics Laboratory
Academic Year 1999-2000 CountUndergraduate Students 4,600Graduate Students 1,735Faculty 1,100Administrative and Professional Staffs 2,200Support and Maintenance Staffs 1,600Casual and Temporary Employees 300Retirees 1,500Average number of W-2s 12,000
Princeton University
Princeton’s HR Organization2 Locations
• Princeton University’s Main Campus
• Princeton Plasma Physics Laboratory
Princeton University
Princeton’s HR Organization5 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
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
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
Princeton University
Human Resources
Main CampusAdministrative
Staff
Main Campus Support Staff
Main CampusCasual Hourlies
Benefits forAll Employees
and Retirees
Dean of the Faculty
Plasma Physics Lab
GraduateSchool
UndergradStudent
Employment
Faculty
Professional Research,
Technical, andLibrary Staffs
PPL Administrativeand Support
Staffs
PPL Researchand Technical
Staffs
PPL CasualHourlies
GraduateStudents
UndergraduateStudents
Princeton University
Princeton’s Business Units:
PUHRS Office of Human Resources
PUDOF Office of the Dean of the Faculty
PUPPL Plasma Physics Lab
PUGRD Office of the Graduate School
PUUGD Office of Undergraduate Student Employment
Princeton University
To Set up a Business Unit:
-Go -Define Business Rules -Manage Human Resources -Setup -Business Unit -Business Unit -Add
Princeton University
Table Sets
A way to structure information related to each Business Unit into sets or groupings
For example: • Job Codes• Locations• Departments
Princeton University
Set IDs
The method of defining a “high level key” to identify a set of values (Table
Set) within a table
Princeton University
Princeton’s Set IDs:PUALL Data applicable to all business units
PMAIN Main Campus data
PUHRS Human Resources data
PUDOF Dean of the Faculty data
PUPPL Plasma Physics Lab data
PUGRD Graduate Student data
PUUGD Undergraduate Student data
Princeton University
SetID Job Code DescriptionPUHRS 3125 Academic
Manager, Grd 5PUHRS 3173 Head Coach
PUDOF 0020 Professor
PUDOF 1030 Research StaffMember
PUPPL 8311 ElectricalTechnician I
Set for PUHRS Business Unit
Set for PUDOF Business Unit
Set for PUPPL Business Unit
Princeton University
SetID LocationCode
LocationDescription
PMAIN CORWH Corwin Hall(Politics Dept.)
PMAIN FINEH Fine Hall(Math Dept.)
PMAIN NEWSB New South(Treasurer)
PUPPL MS-23 L-Wing(PPPL Lab)
Set for PUHRS Business UnitSet for PUDOF Business UnitSet for PUGRD Business UnitSet for PUUGD Business Unit
Set for PUPPL Business Unit
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
Princeton University
Tying it all togetherRecord Groups: A record group is a set of logically and functionally related setup tables and views
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
Record Groups:
-Go -PeopleTools -Utilities -Record Group -Update/Display
Princeton Universityaccepted PeopleSoft’s default groupings
Princeton University
Establishing theRelationship betweenBusiness Units and SetIDs:
-Go -PeopleTools -Utilities -Use -TableSet Control -TableSet Record Group Controls
Business Unit
Set ID
Record Group
Princeton University
To connect a job to a Set ID:
-Go -Define Business Rules -Manage Human Resources -Job Code Table -Job Code Profile -Add
Princeton University
However, at Princeton each Central Office focuses on particular departments which overlap between Business Units:
Business Unit Office Departmental Areas
PUHRS Office of HumanResources
All Administrative and AcademicDepartments
PUDOF Office of the Dean of theFaculty
All Academic Departments/ Programsand some administrative departmentsthat hire professional staff members
PUPPL Plasma Physics Lab All Lab Departments
PUGRD Office of the GraduateSchool
All Academic Departments
PUUGD Office of UndergraduateStudent Employment
One single "department" and will useTime and Labor system to allocate
Princeton University
SetID DeptID DescriptionPUHRS 690 Univ Library
PUDOF 690 Univ Library
PUDOF 130 Chemistry
PUGRD 130 Chemistry
PUHRS 130 Chemistry
PUHRS 655 Registrar
Set for PUHRS Business Unit
Set for PUDOF Business Unit
Set for PUGRD Business Unit
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
Princeton University
To connect a department to a Set ID:
-Go -Define Business Rules -Manage Human Resources -Department Table -Department Profile -Add
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
4. Connect an individual operator ID to the appropriate class
3. Assign a default Business Unit and Set ID to a class for streamlining of data entry
Princeton University
Examples of Security classes created by PrincetonUniversity. 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
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.
Princeton University
To assign a default Business
Unit and Set ID to a class:
--Go
--Define Business Rules
--Define General Options
--Setup
--Operator Preferences
Princeton University
Assigning a defaultBusiness Unit andSet ID per class makes the system easier to update and allows for more accurate data entry.
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.
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…
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
Princeton University
Questions?
Please feel free to contact us at:Kristina Miller, Email: [email protected] McVicker, Email: [email protected]