“How to Speak HR”HR for Non-HR Users

J Matthew Hawkins, HR Data & Resource ManagerUNC School of Medicine

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What is PeopleSoft ERP?

• ERP – Enterprise Resource Planning – Business Management Software used to collect, store, manage, and

interpret data from many business activities or functional areas

• Functional Areas at UNC:– Finance (FMS)– Human Resources (HCM)– Student Administration (SA)

• Relational Database storing information in tables– HCM has over 5000 unique tables

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Student Administration

Finance

InfoPorteReporting

Human Resources

Human Resources – Main hub for• Personnel information

about jobs, transfers, status changes, benefits, payroll, etc.

Finance - Main hub for • Information about

accounts, purchases, budgets, etc.

• Information about student tuition, fees, etc.

Student Administration – Main hub for • Bio/demo information such as

name, address, phone number, ethnicity, SSN for students, employees, and affiliates.

InfoPorte Reporting- Main hub for • Custom reports for both

financial information and human resources

The 10,000 Foot View

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HCM Functionality

HCM

Core HR

Learning Management

Commitment AccountingBenefits

Payroll

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To understand HR in ConnectCarolina,it is important to understand the difference

between thePERSON

and the WORK they do

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How HR Stores Information

ConnectCarolina stores information about the PERSON separately from the WORK they do

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About the Person

When an individual begins a relationship with the University, the first step is to get the individual into ConnectCarolina as a PERSON

Joe Smith

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About the Person

How does the individual become a Person Record?• Background Check Office sets up employees• PID Office sets up affiliates

From the perspective of ConnectCarolina, a person can have three types of relationships:• An Affiliate (volunteer)• A contingent worker (zero-based faculty)• An employee

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The Work People Do

There are three key ConnectCarolina concepts to understand when talking about the WORK faculty and staff do:

Job Code (job classification)Position

Job Data Record

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Job Code

• For SPA and EPA Non-Faculty, job classifications are referred to as job codes in ConnectCarolina. – Examples: Accountant, Research Technician, Student Service

Specialist– These are the classifications provided by the state, and include all

three competency levels: Contributing, Journey, and Advanced

• For Faculty, job codes equal faculty ranks– Examples: Associate Professor, Assistant Professor, Instructor

Of note: One job code includes all salary ranges for that job code. Attributes such as salary, education and experience requirements are hard coded into that job code.

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Understanding Positions

• Position describes a particular job in a particular department. There is no person associated with a position.

• A position is like an empty chair.• You assign a set of attributes to the chair, like title, location,

salary range, ADA requirements, etc. – any personwho occupies the chair will inherit thechair’s attributes.

• Advantage: you can define positionswithin your department without havingpeople in them

• If a person leaves, the position staysand can be refilled.

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Understanding Positions

• In ConnectCarolina, position includes information like:– Which department the work is assigned/completed– The work location where the position resides– FTE– Competency Level (SPA), Level (EPA-NF) or Rank (Faculty)– Funding sources

• Positions are required for all SPA and EPA Non-Faculty employees– 1 to 1 Relationships

• Schools and Divisions may choose if they want to use positions for faculty

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Understanding Jobs

• A job (or job record) is a specific faculty or staff assignment – it is specific to one person.– Joe Smith, Accounting Tech Contributing in the Chemistry Department– Jane Doe, Professor, Department of Psychology, Arts & Sciences

• It is unique to a faculty or staff member and includes specific information such as:

• Compensation rate• hire dates • job actions such as

transfers and leave of absence

• longevity

Joe Smith, Accounting Tech

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Understanding Jobs

• If someone has more than one concurrent job, they have a job record for each job– A faculty member who is both a professor and a department chair

would have two separate jobs

• Compensation rate• hire dates • job actions • longevity

Professor of Psychology Department Chair

• Compensation rate• hire dates • job actions • longevity

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Fitting It All Together

So for example, if you hire someone:

They get hired into a job, which

creates a job record

Accounting Tech, Journey ITS-Manning

Start Date: 10-21-2015

Accounting Tech, ITS Department

If a position is associated with the job, much of the

information about the job comes from the position

The job code specifies the competencies. The job code comes from the

position (if there is one), or is added right into the

job record

The person gets created in the

system(person =

bio/demo and PID)

Joe SmithJoe

Smith

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Everyone,SPA and EPA

All SPA and EPA NF, Some Faculty

Everyone, SPA and EPA

About the Work

Job Code• Statewide classification (for

example, Accountant or Associate Professor)

Position • A particular job in a department

Job (or Job Record)

• A person’s specific job

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PositionApprover

Approver

Approver

Hire an Employee

Add/Update Position

Edit Existing Job

Lump Sum Payment

Change Employment Status

Add/Update Fund Source

Job Record

Add/Update Affiliates

Person

ePAR System

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Quick Look at the Chartfields

• Several of the forms ask you to enter funding sources. • There are two ways to do that:

– By entering a chartfield string– By entering a code called a combo code

• Let’s take a quick look at these.

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Quick Look at the Chartfields

Recap of the Chartfields 101 CBT:There are twelve chartfields in all, but it’s easier to think of them in three small groups:

• The five core chartfields that need to be included in every chartfield string (technically, one defaults)

• The three chartfields used with contracts and grants• The four department-specific chartfields

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Quick Look at the Chartfields

The five required chartfields are:

• Business Unit, which specifies either UNC-Chapel Hill, General Administration, or a foundation

• Fund and Source, which together specify where the money is coming from (for example, fund might specify that it’s an endowment and source specifies which endowment)

• Account, which specifies what the money is being spent on (for example, personnel)

• Department, which identifies the department spending the money

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Quick Look at the Chartfields

The three chartfields used for contracts and grants are:

• PC Business Unit, which specifies the Office of Sponsored Research

• Project ID, which identifies the contract or grant

• Activity ID, which will always be 1

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Quick Look at the Chartfields

Each school or division can choose whether they need the remaining four chartfields, and their purpose is defined by the school or division:

• Program

• Cost Code 1

• Cost Code 2

• Cost Code 3

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A Quick Look at Combo Codes

• A combo code is a nine-digit code that represents an entire chartfield string

• Combo codes are created “on the fly,” so the first time a chartfield string is used on the HR side, ConnectCarolina generates a new combo code

• You can enter either the combo code or the chartfield string

Combo Code = Bus.

Unit Fund Source Acct. Dept. PC Bus. Unit

Project ID

Activity ProgramCost

Codes 1, 2, 3

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HCM Isn't The Only HR Tool!

• Recruitment is not conducted via the HCM module within ConnectCarolina

• PeopleAdmin is the University’s recruitment and application solution for information about candidates and searches

• PeopleAdmin receives information about established positions from ConnectCarolina but does not feed information back into ConnectCarolina

• Information must be input intoConnectCarolina HCM and approved before it will appear as a valid positionfor recruitment in PeopleAdmin

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Real Life Scenario

• You are a PI and have been awarded a grant to fund a research project. In order to meet progress goals, you need to move quickly on hiring your research infrastructure of two research technicians and a lab manager. What do you do?

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Real Life Scenario

PI

HR Consultant

Finance Manager

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Questions / Answers

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Find slides, parking lot questions and other materials on ccinfo.unc.edu

For After the Conference