The University of North Carolina General Administration UNC Human Resources System Conference 23 May...
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The University of North Carolina General Administration UNC Human Resources System Conference 23 May 2013 HR Data Mart and the Personnel Data File Laura Bageant, Director, Data Management & Analysis Keith Dupuis, HR Consultant, Policies & Procedures 1
Transcript of The University of North Carolina General Administration UNC Human Resources System Conference 23 May...
The University of North CarolinaGeneral Administration
UNC Human Resources System Conference23 May 2013
HR Data Mart and the Personnel Data File
Laura Bageant, Director, Data Management & AnalysisKeith Dupuis, HR Consultant, Policies & Procedures
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The University of North CarolinaGeneral Administration
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UNC HR Data Mart
• Data Mart was designed and vetted by a steering committee composed of UNC General Administration, Office of State Personnel, Office of State Budget and Management and campus representation. This group collectively defined the following near term objectives:
– Eliminate the need for duplicate data entry.
– Provide consistent, timely and accurate human resources information to reporting agencies on behalf of seventeen university entities, which includes, General Administration, OSP, OSBM and the General Assembly.
– Increase the ability of campuses to catch and correct inaccurate human resources data at the source to prevent the costly and exhaustive revisions that resulted from a single, yearly snapshot.
The University of North CarolinaGeneral Administration
Phases
• Phase 1: July 2011– SPA / EPA Employees – July 2011
• Phase 2: November 2012 – Incorporation of PDF data elements– Compensation View & Benefits View– System Enhancement: Cross-Campus View
• Phase 3: July 2013– Non-Permanent Employees (to satisfy PPACA)– Remaining PDF data elements (to generate Fall PDF)
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The University of North CarolinaGeneral Administration
UNC HR Data Mart
Demo
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The University of North CarolinaGeneral Administration
UNC Personnel Data File (PDF)
• One of eight primary data collections managed by Institutional Research (IR)
• Snapshot of all employees as of end of September• 71 data elements, incl. 8 repeating per employment unit• Submitted by campuses in flat, fixed length per element
format• Stored as SAS data set on Linux for analysis and reporting • Used to produce Excel or PDF reports for external
audiences
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The University of North CarolinaGeneral Administration
UNC Personnel Data File (PDF)
• Source for regulatory reports, national surveys, media requests, internal campus reports such as:
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Requesting Agency Report
IPEDS HR Survey
AAUP Faculty Compensation Survey
SREB Average Salaries
NCHED Full-Time Instructional Faculty
UNC GA Facilities Planning Campus Population
Media (News & Observer) Salaries of UNC Employees
Board of Governors Reports Retirement Eligibility, Employee Profile
Campus Fact books, profiles
The University of North CarolinaGeneral Administration
UNC Personnel Data File (PDF)
Extract Snapshot
Banner/PeopleSoft
Clean Data Submit to GA
Run edit checks
(auto+manual)
Accept as Final
Reject
Accept
HRDM Example
September 30, 2011February 22, 20125 months
Historical Data Collection Paradigm
The University of North CarolinaGeneral Administration
HRDM -> PDF Timeline
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Month Milestone
November 2011 HRDM1 and concept of meeting PDF requirements
June 2012 Gap analysis, including report inventory
September 2012 PDF 2012 “as of” date
November 2012 HRDM2 – new elements added
February 2013 PDF 2012 to HRDM1 comparison complete
April 2013 PDF 2012 submission locked for reporting
July 2013 HRDM3 – new population, new elements
September 2013 PDF 2013 “as of” date
October 2013 PDF 2013 anticipated lock date for reporting
The University of North CarolinaGeneral Administration
HRDM -> PDF Timeline
Concept of meeting PDF requirements - November 2011– 80% of data elements required for reporting are
accomplished through HRDM1– Enormous potential exists to collectively save time
and effort and improve access to timely, accurate, relevant data
– Introduces some shifts in individual responsibilities
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The University of North CarolinaGeneral Administration
HRDM -> PDF Timeline
Gap Analysis June 2012– Element by element comparison of PDF to HRDM– Report inventory to identify all fields required for
primary reports – Result – added fields to HRDM and removed from
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The University of North CarolinaGeneral Administration
HRDM -> PDF Timeline
Comparison HRDM to PDF as of September 2012– Objectives:
• Validate data from both PDF and HRDM• Identify areas where HRDM code may need to change• Identify areas where official reporting may change
– Findings:• Campus-specific issues with one source or the other• Campus-specific logic differences • Global logic differences• Global definition issues
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The University of North CarolinaGeneral Administration
HRDM -> PDF Timeline
Next steps– July 2013 – HRDM3 adds populations and
elements to meet reporting requirements• Population: Non-Permanent Employees• Elements: Eight new elements related to PDF plus
some logic changes
– Challenges• Significant initial effort by HR, IT and IR• PPACA presents a moving target in a tight timeframe• Inability to execute a true parallel run
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The University of North CarolinaGeneral Administration
HRDM -> PDF Production
Keys to Successful Implementation• Guiding principles
– Collectively more benefit gained than cost incurred– Technology, workflows, data collection and reporting align
as efficiently and effectively as possible• Campus engagement
– Timely and effective communication to campus stakeholders is crucial
– Campus HR, IT and IR advise on best practices – Pilot campuses’ contributions are invaluable
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