6-APR-2005

MIS Employee Reporting With MIS Employee Reporting With Banner HRBanner HR

(almost)(almost)Lee McDonald Lee McDonald

College of the SequoiasCollege of the Sequoias

Raj DoshiRaj Doshi

Kern Community College DistrictKern Community College District

OverviewOverview

MIS Data Elements – Where in BannerMIS Data Elements – Where in Banner Banner MIS ProcessesBanner MIS Processes Data EntryData Entry A Few Problem AreasA Few Problem Areas ConclusionConclusion

What We WantWhat We Want

EB file – Employee DemographicEB file – Employee Demographic– Due in November for all employeesDue in November for all employees– Due with Term End data for facultyDue with Term End data for faculty

EJ file – Employee AssignmentEJ file – Employee Assignment– Due in November for all employeesDue in November for all employees

XE file – Section AssignmentXE file – Section Assignment– Due with Term End dataDue with Term End data

EB File ElementsEB File Elements

GI90 RECORD CODEGI90 RECORD CODE – "EB""EB"

GI01 DISTRICT-COLLEGE-IDENTIFIERGI01 DISTRICT-COLLEGE-IDENTIFIER – GTVDICDGTVDICD

GI03 TERM-IDENTIFIER X(03)GI03 TERM-IDENTIFIER X(03) – PEPEDEX parameter 5PEPEDEX parameter 5

EB00 EMPLOYEE-IDENTIFIEREB00 EMPLOYEE-IDENTIFIER – SSN from SPAPERS or Banner ID if no SSNSSN from SPAPERS or Banner ID if no SSN

EB01 EMPLOYEE-IDENTIFIER-STATUSEB01 EMPLOYEE-IDENTIFIER-STATUS – S for SSN or C if Banner IDS for SSN or C if Banner ID

EB File (cont)EB File (cont)

EB02 EMPLOYEE-BIRTH-DATEEB02 EMPLOYEE-BIRTH-DATE – SPAPERSSPAPERS

EB03 EMPLOYEE-GENDEREB03 EMPLOYEE-GENDER – SPAPERSSPAPERS

EB04 EMPLOYEE-ETHNICITYEB04 EMPLOYEE-ETHNICITY – SPAPERS, STVETHNSPAPERS, STVETHN

EB05 EMPLOYEE-CITIZENSHIPEB05 EMPLOYEE-CITIZENSHIP – SPAPERS, STVCITZSPAPERS, STVCITZ

EB06 EMPLOYEE-DISABILITY-STATUSEB06 EMPLOYEE-DISABILITY-STATUS – GOAMEDI – Primary Disability has been checkedGOAMEDI – Primary Disability has been checked– STVMEDISTVMEDI

EB File (cont)EB File (cont) EB07 EMPLOYEE-EEO6-OCCUPATION-ACTEB07 EMPLOYEE-EEO6-OCCUPATION-ACT

– MIS Occ Code on PTVESKL (Employee Class) MIS Occ Code on PTVESKL (Employee Class) – Employee Class on NTRPCLS (Position Class)Employee Class on NTRPCLS (Position Class)– Position Class on NBAPOSNPosition Class on NBAPOSN

EB08 EMPLOYEE-EMPLOYMENT-CLASSIFEB08 EMPLOYEE-EMPLOYMENT-CLASSIF– PTVEGRP (Employee Group)PTVEGRP (Employee Group)– Employee Group on PEAEMPLEmployee Group on PEAEMPL

EB09 EMPLOYEE-EMPLOYMENT-STATUSEB09 EMPLOYEE-EMPLOYMENT-STATUS – First character of PTVJCTY CodeFirst character of PTVJCTY Code– Job Change Type on PTRJCRE (Job Change Reason)Job Change Type on PTRJCRE (Job Change Reason)– Change reason on second screen NBAJOBSChange reason on second screen NBAJOBS

EB File (cont)EB File (cont) EB10 FILLEREB10 FILLER EB11 EMPLOYEE-CONTRACT-DURATIONEB11 EMPLOYEE-CONTRACT-DURATION

– MIS EEOG Code on PTVEEOGMIS EEOG Code on PTVEEOG– PTVEEOG and PTVESKL have Employer indicators that PTVEEOG and PTVESKL have Employer indicators that

must match GUAINST Installation – can only be viewed and must match GUAINST Installation – can only be viewed and set with SQLset with SQL

– EEO Contract Group on PTRECLS Regulatory ScreenEEO Contract Group on PTRECLS Regulatory Screen– Employee Class on PEAEMPLEmployee Class on PEAEMPL

EB12 EMPLOYEE-ANNUAL-SALARYEB12 EMPLOYEE-ANNUAL-SALARY– View on PEISTAN, calculated by PEPCSALView on PEISTAN, calculated by PEPCSAL

EB13 EMPLOYEE-ANNUAL-STIPEND 9(06)EB13 EMPLOYEE-ANNUAL-STIPEND 9(06)– View on PEISTAN, calculated by PEPCSALView on PEISTAN, calculated by PEPCSAL

EJ File – Employee AssignmentEJ File – Employee Assignment

GI90 RECORD CODE GI90 RECORD CODE – "EJ""EJ"

GI01 DISTRICT-COLLEGE-IDENTIFIER GI01 DISTRICT-COLLEGE-IDENTIFIER – GTVDICDGTVDICD

GI03 TERM-IDENTIFIER GI03 TERM-IDENTIFIER – PEPAEXT parameter 5PEPAEXT parameter 5

EB00 EMPLOYEE-IDENTIFIER EB00 EMPLOYEE-IDENTIFIER – SSN from SPAPERS or Banner ID if no SSNSSN from SPAPERS or Banner ID if no SSN

EJ File (cont)EJ File (cont) EJ01 EMPLOYEE-ASSIGNMENT-TYPEEJ01 EMPLOYEE-ASSIGNMENT-TYPE

– Non-Faculty – NTRPCLS Employee Skill is not '2‘Non-Faculty – NTRPCLS Employee Skill is not '2‘» If EB07=1, First character is A, other wise SIf EB07=1, First character is A, other wise S» Second character determined by NBAJOBS StatusSecond character determined by NBAJOBS Status

– FacultyFaculty» Instructional – SIAASGN/SIALVAS - Asty (first 2 characters) Instructional – SIAASGN/SIALVAS - Asty (first 2 characters)

STVASTYSTVASTY» Non-Instructional – Non-Instructional Assignment screen of Non-Instructional – Non-Instructional Assignment screen of

SIAASGN/SIALVAS – Asty (need to scroll to see)SIAASGN/SIALVAS – Asty (need to scroll to see)

EJ02 EMPLOYEE-ASSIGN-LEAVE-STATUSEJ02 EMPLOYEE-ASSIGN-LEAVE-STATUS– Non-FacultyNon-Faculty

» Second character of Job Change Type on PTRJCRE or ‘Y’Second character of Job Change Type on PTRJCRE or ‘Y’– FacultyFaculty

» Third character of Asty on SIAASGN/SIALVAS or ‘Y’Third character of Asty on SIAASGN/SIALVAS or ‘Y’

EJ File (cont)EJ File (cont) EJ03 EMPLOYEE-ASSIGNMENT-ACCOUNTEJ03 EMPLOYEE-ASSIGNMENT-ACCOUNT

– Non-FacultyNon-Faculty» FTVPROG (Program Code, ASA from Budget & Acct Manual)FTVPROG (Program Code, ASA from Budget & Acct Manual)» Prog on NBAJOBS Labor Distributions ScreenProg on NBAJOBS Labor Distributions Screen

– FacultyFaculty» Instructional – TOP code from SSAOVRR or SCADETL Supplemental Instructional – TOP code from SSAOVRR or SCADETL Supplemental

screen for assigned section SIAASGN/SIALVASscreen for assigned section SIAASGN/SIALVAS» Non-Instructional – TOP Code on Non-Instructional screen of Non-Instructional – TOP Code on Non-Instructional screen of

SIAASGN/SIALVASSIAASGN/SIALVAS

EJ04 EMPLOYEE-ASSIGNMENT-WEEKLY-HRSEJ04 EMPLOYEE-ASSIGNMENT-WEEKLY-HRS– Non-FacultyNon-Faculty

» Calculated from NBAJOBS Hours per Day and Appt%Calculated from NBAJOBS Hours per Day and Appt%

– FacultyFaculty» Weekly Contact from SIAASGN/SIALVASWeekly Contact from SIAASGN/SIALVAS

EJ File (cont)EJ File (cont)

EJ05 EMPLOYEE-ASSIGN-HR-RATEEJ05 EMPLOYEE-ASSIGN-HR-RATE – NBAJOBS –Job Detail screen - RateNBAJOBS –Job Detail screen - Rate

EJ06 FILLER 9(04) 035-038EJ06 FILLER 9(04) 035-038 EJ07 FILLER 9(06) 039-044EJ07 FILLER 9(06) 039-044 EJ08 EMPLOYEE-ASSIGNMENT-FTEEJ08 EMPLOYEE-ASSIGNMENT-FTE

– Non-Faculty – NBAJOBS FTENon-Faculty – NBAJOBS FTE– Faculty – Calculate from section informationFaculty – Calculate from section information

XE File – Section AssignmentXE File – Section Assignment GI90 RECORD-CODE GI90 RECORD-CODE

– "XE""XE" GI01 DISTRICT-COLLEGE-IDENTIFIER GI01 DISTRICT-COLLEGE-IDENTIFIER

– SERXEREC Parameter 1SERXEREC Parameter 1 GI03 TERM-IDENTIFIER GI03 TERM-IDENTIFIER

– SERXEREC Parameter 4SERXEREC Parameter 4 CB01 COURSE-DEPARTMENT-NUMBER CB01 COURSE-DEPARTMENT-NUMBER

– SSASECT SubjectSSASECT Subject XB00 SECTION-IDENTIFIER XB00 SECTION-IDENTIFIER

– SSASECT Crse NumberSSASECT Crse Number EB00 EMPLOYEE-IDENTIFIER EB00 EMPLOYEE-IDENTIFIER

– SSN from SPAPERS or Banner ID if no SSNSSN from SPAPERS or Banner ID if no SSN

XE File (cont)XE File (cont)

XF00 SESSION-IDENTIFIERXF00 SESSION-IDENTIFIER – SSASECT Instructor screenSSASECT Instructor screen

XE01 FACULTY-ASSIGNMENT-TYPEXE01 FACULTY-ASSIGNMENT-TYPE – Type on SIAINST Faculty Contract BlockType on SIAINST Faculty Contract Block – STVFCNT, SIAFCTRSTVFCNT, SIAFCTR

XE02 FACULTY-ASSIGNMENT-PERCENTXE02 FACULTY-ASSIGNMENT-PERCENT – SIAASGN % ResSIAASGN % Res

XE03 FACULTY-ASSIGNMENT-FTEXE03 FACULTY-ASSIGNMENT-FTE – Calculated from SIAASGN and SSASECTCalculated from SIAASGN and SSASECT

XE04 FACULTY-ASSIGNMENT-HR-RATEXE04 FACULTY-ASSIGNMENT-HR-RATE – NBAJOBS RateNBAJOBS Rate

Creating the FilesCreating the Files

PEPCSAL – Calculate SalaryPEPCSAL – Calculate Salary PEISTAN to review (one person at a time)PEISTAN to review (one person at a time) PEPEDEX – EB FilePEPEDEX – EB File

– Create Data – YCreate Data – Y

– Create Tape – NCreate Tape – N

PDADEMO to review and fixPDADEMO to review and fix PEPEDEXPEPEDEX

– Create Data – NCreate Data – N

– Create Tape – YCreate Tape – Y

Creating the Files (cont)Creating the Files (cont)

PEPAEXT – EJ FilePEPAEXT – EJ File– Create Data – YCreate Data – Y

– Create Tape – NCreate Tape – N

PDAASGN to review and fixPDAASGN to review and fix PEPAEXTPEPAEXT

– Create Data – NCreate Data – N

– Create Tape – YCreate Tape – Y

SERXEREC – XE File SERXEREC – XE File – submitted with other section related filessubmitted with other section related files

Where Do We Enter the Data?Where Do We Enter the Data?

SIAASGN SIAASGN

POSN and Suffix must match correct jobPOSN and Suffix must match correct job Asty –Assignment Type neededAsty –Assignment Type needed Used for both EJ and XE filesUsed for both EJ and XE files

SIAASGNSIAASGN

PEAEMPLPEAEMPL

NBAPOSNNBAPOSN

NBAJOBS (second screen)NBAJOBS (second screen)

NBAJOBS Labor DistributionNBAJOBS Labor Distribution

STVASTYSTVASTY

Areas With ProblemsAreas With Problems

PEPAEXTPEPAEXT– Doesn’t include people whose primary job is Doesn’t include people whose primary job is

non-faculty, but have a secondary job as facultynon-faculty, but have a secondary job as faculty– Need a way to exclude certain ECLS (students, Need a way to exclude certain ECLS (students,

Board members)Board members)– Looks for jobs with a job change in the report Looks for jobs with a job change in the report

period instead of active jobs in the report periodperiod instead of active jobs in the report period

Problems (PEPAEXT cont)Problems (PEPAEXT cont)

– Insufficient decimal places in workload Insufficient decimal places in workload calculationcalculation

– Leave status not defaulting to correct valueLeave status not defaulting to correct value– Hispanic Ethnicity code is wrongHispanic Ethnicity code is wrong

Problems (cont)Problems (cont)

PEPEDEXPEPEDEX– In some cases, selecting too many people, need In some cases, selecting too many people, need

to use term code in some selectsto use term code in some selects– Only reporting EE06-Occupational-Activity Only reporting EE06-Occupational-Activity

code if it changed during the periodcode if it changed during the period– Using incorrect default Employment Status Using incorrect default Employment Status

(may have been fixed) (may have been fixed)

Problems (PEPEDEX cont)Problems (PEPEDEX cont)

SERXERECSERXEREC– Can’t split teaching assignment between regular Can’t split teaching assignment between regular

and overload joband overload job– Doesn’t prevent putting incorrect POSN and Doesn’t prevent putting incorrect POSN and

suffix into SIAASGN – no error generated from suffix into SIAASGN – no error generated from report – assignment doesn’t get reportedreport – assignment doesn’t get reported

– Too many records selected during process Too many records selected during process under some conditionsunder some conditions

Options if Setup Not PerfectOptions if Setup Not Perfect

Change your data to match what is expected Change your data to match what is expected (easier said than done)(easier said than done)

Use a script to fix data in PDADEMO or Use a script to fix data in PDADEMO or PDAASGNPDAASGN

Modify the programs to substitute the Modify the programs to substitute the correct values for yourscorrect values for yours

Add an MIS column to table and change the Add an MIS column to table and change the selects in the programsselects in the programs

And now you can do it!And now you can do it!

Questions??Questions?? Contact usContact us

– leem@cos.eduleem@cos.edu– rdoshi@kccd.cc.ca.us rdoshi@kccd.cc.ca.us

Access database available with MIS related Access database available with MIS related validation and rules tables available (along with validation and rules tables available (along with this presentation and Banner and MIS docs)this presentation and Banner and MIS docs)

Thank youThank you