DePaul University
Position Management from Definition to GL
session: M3 - 1005
Presenters
Carol Damron (DePaul University)
Jan Jerabek (Kaludis Consulting Group)
DePaul University Overview
 Founded by Vincentian Fathers in 1898 to
teach the children of immigrants
 Largest Catholic university in USA
 Private, urban university with 7 campuses in
the Chicago metropolitan area
 Enrollment: 22,000
 College of Law and 130 graduate and
undergraduate degree programs
DePaul - PeopleSoft Modules
 PeopleSoft Implementation:
 SA v 7.6
(Fall 1999)
 HRMS v 7.51
(Summer 2000)
 FS v 7.5
(Spring 2001, although PS
payroll transactions were sent to PS GL
since implementation and then converted
to legacy GL)
 UNIX on Oracle 8.0.5
DePaul University Payroll Count
Full-time Faculty
Full-time Exempt Staff
Exception Hourly Staff
Administrative Part-time
Part-time Faculty
Facilities Operations
Public Safety Officers
Retirees/COBRA
Student Employees
663
744
389
464
1288
53
43
243
3667
DePaul - Why Position Management?
 Accounting can be inferred from the position.
 A position is independent of the incumbent(s),
and can be vacant. This allows:
 Reduced data entry and errors during
processes such as hiring, promotion, etc.
since many attributes such as paygroup,
standard hours, and employee type can be
inferred from the position.
 Encumbrance and ‘salary savings’ can be
calculated based on vacant position data.
DePaul - Position Mgt Environment
 Payrolls are overlapping, biweekly pay
periods.
 All employees are in at least one position
(full position management).
 Most full-time positions are singleincumbent.
 Part-time positions often have multipleincumbents.
DePaul - Position Mgt Environment (cont.)
 Currently, multiple Job record numbers are
not being used. Instead heavy use is made
of additional pay.
 Part-time employees and students have
‘generic’ positions on their Job rows, but
‘real’ positions on Addl Pay.
 It was decided early in the implementation
process that the values of Deptid would be
consistent across SA, HR, and FS with FS
being the driving authority.
DePaul - Position Mgt Environment (cont.)
 Budgeting and encumbrance is based on
the combination of position number and
accounting chart fields.
 In addition to full-time positions, some
budgeting is based on pools, such as
overtime and part-time. (Note the difference
between pooled positions which may refer
to positions with multiple incumbents or
special usage and PeopleSoft position pools
which refer to groups of positions.)
DePaul - Position Mgt Environment (cont.)
 The HR field Acct_Cd is derived from the
concatenation of chart fields according to
the following formula:
DEPTID ||
ACCOUNT ||
DECODE(PROGRAM_CODE, '00000','',PROGRAM_CODE) ||
DECODE(PROJECT_ID, ' ', '', PROJECT_ID) ||
DECODE(FUND_CODE, '501', 'CS', '502', 'CS', '')
 Many positions have multiple funding
sources, especially when grants are
involved.
DePaul - Position Mgt Environment (cont.)
 Expenses are recognized based on the
check date.
 Cut-over from the legacy system was done
in mid-August (mid-calendar year, mid-fiscal
year).
 For ease of transition, the original
implementation did not include Ben Admin,
Recruit Workforce or Work Flow.
Topics - Tale of the “tions”
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Position Definition
Budgeted Accounting Distribution
Assignment of Position
Payroll Accounting Distribution
General Ledger Integration
Error Detection
Customizations
Questions / Discussion
Quick Survey of Audience
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Show of hands: You are attending this
presentation because you
Are currently using Position Management in
production
Are currently implementing Position Mgt
Are considering implementing Position Mgt
Are considering implementing PS HRMS
Lost out to other attendees from your group
who got to go to more interesting sessions
Position Definition
Position Definition Panel 1
Default to Job
Position Definition Panel 2
Position Definition Panel 3
Default to Job
Position Definition Panel 4
Default to Job
Default to Job
Position Definition Notes
 Department/Position Combination
A note on the department/position
combination. While Position_Nbr is the only
key on the Position_Data table, from budget
distribution to job and additional pay
assignment and through payroll distribution,
you will be bound by the fact that position
and department are joined at the hip. Thus
while multiple funding of a single position is
Position Definition Notes - (cont.)
 Department/Position Combination (cont.)
allowed, that position can be ‘owned’ by only
a single department. For example, a
position which is funded 50% by Geology
and 50% by Anthropology can only be tied
to one of those departments on
Position_Data and the other tables we’ll see
later in this presentation. Depending on your
circumstance, this may or may not be a
major issue.
Position Definition Notes - DePaul
 Class Indicator field
As delivered, the Class_Indc translate
values of Classified, Unclassified,
Temporary, All were not useful to DePaul.
We inactivated these and added:
(O) Operating
(N) Non-Operating
(1) One-Time Pay (V) Overtime
(G) Generic
(S) Salary Pool
(H) Chair Addl Pay (X) Ben-related
Budgeted Accounting Distribution
(default labor distribution)
Defining Acct_Cds
Can’t change
online after
entry
Budgeted Accounting Distribution Dept Budget FTE
DePaul doesn’t use
Budgeted Accounting Distribution Dept Budget Date
DePaul doesn’t
use
Budgeted Accounting Distribution Dept Budget Earnings
Budgeted Accounting Distribution Dept Budget Deductions
Budgeted Accounting Distribution Dept Budget Taxes
Budgeted Distribution Notes
 Multiple accounting distributions are allowed
(example follows).
 Specific Erncd, Dedcd, Tax_Class are
allowed (example follows). Note, this is if the
Erncd occurs, it does not force that Erncd to
be used.
 A blank Erncd is a ‘wildcard’, read as ‘unless
otherwise specified’.
 Wildcard and specified Erncds can be used
in combination.
Budgeted Distribution Notes (cont.)
 Using percentage of distribution rather than
fixed amount highly recommended. Using
fixed amounts runs the risk of resulting in
manual distributions of excess.
 Multiple sequences are allowed which allow
sequencing of distributions.
Multiple Distributions Example
Specific Erncd Example
Budgeted Distribution Notes - DePaul
 Budget caps are not useful to DePaul since
the position per se is not budgeted, but
rather the position/account combination
 Sequence is not used. Rather changes are
made on an Effdt basis.
 Position pools are not used since they are
most helpful when identical accounting is
required.
Position Assignment
(relating a position to HR/Payroll data)
Position Assignment
 Positions are assigned on Job, Addl Pay
Data, and/or Paysheet
 Job data inherits information from the
position, which can be overridden
 Again, make sure to maintain the
Dept/Position combination
Position Assignment on Job
Default from position
Accounting Assignment
(overriding default expense accounting
data)
Accounting Assignment
 Acct Cds can also be assigned at the Job
(Job Earns Dist), Addl Pay, and Paysheet
levels. However, these only apply to
earnings expense. ERE (employee-related
earnings, benefit expenses, fringe
expenses, or whatever you call them) are
always controlled by the position
distribution. Whether this is an issue or not
depends on how ERE expense is handled.
Position/Account Assignment on
Job Earn Dist
Position/Account Assignment on
Addl Pay
Position/Account Assignment on
Paysheet
To access
secondary panel
Earnings Expense Hierarchy
 When Acct_Cd values are entered at
various levels, which one is in effect?
 Paysheet
 Job Earns Dist, Addl Pay
 Position
Position Assignment Notes - DePaul
 By procedure, DePaul does not override
position data. This is based on issues of
data integrity and the choice to sometimes
change a position definition attribute rather
than override it on the Job panel.
 All accounting is through the position to
keep the tie between earnings expense and
ERE expense. No expense overrides are
used.
Payroll Accounting Distribution Notes
 After the payroll Confirm process has
completed, the COBOL program
PSPPFUND is run. Essentially, this
performs the labor distribution function. This
process is one in which mismatches in the
position/ department combination will result
in an error.
 Each Paygroup is handled as a unit - one
position error, all error.
Payroll Accounting Distribution Notes
(cont.)
 Note that the menu name for the labor
distribution process, Paycheck Distribution,
may be misleading if you think of paycheck
distribution as handing out paychecks.
Payroll Accounting Distribution Tables
 The results of the distribution process are
stored in Pay_Ern_Dist, Pay_Tax_Dist and
Pay_Ded_Dist.
 Note that since this data is for university
expenses, items such as employee-paid
deductions and withholding taxes are not
included.
 Other tables, such as Budget_Actuals and
Pay_Check, are also updated.
Position Distribution Review
Interface to General Ledger Setup
(assuming PeopleSoft GL)
Defining Dept Offset (Liabilities)
Defining Dept Offset (Liabilities) Special Case for ‘DED’ Activity
When this
Get this
Setup Ledger Template
Supplied
Setup Ledger Group
Setup Detail Ledger
Setup Journal Source
Setup Accounting Entry Definition
Setup Journal Generator Template
Interface to General Ledger Process
Interface to General Ledger - Step 1
 After PSPPFUND is successfully completed,
the SQR program PAYGL02 is run. This
program takes data from the ‘Dist’ tables
(and others) and builds data in the
Hr_Acctg_Ln_Ps table.
 Reference to the check/advice number is
carried for audit purposes.
Interface to General Ledger - Step 2
 Running the Journal Generator process
consolidates the data from Hr_Acctg_Ln_Ps
into Jrnl_Header_Fs and Jrnl_Ln_Fs based
on chart fields.
 This information is then typically exported as
flat files to the FS instance.
Interface to General Ledger - DePaul
 Vanilla PeopleSoft distribution will split a
payroll that crosses month-end into the
multiple accounting periods. Since DePaul
recognizes total payroll expense as of the
check date, a merge-period SQR was
created.
 Also PAYGL02 was modified to pass check
date rather than pay end date.
Error Detection at DePaul
Error Detection - DePaul
Appended PAY034.SQR (Pre-Sheet Audit),
PAY036.SQR (Pre-Confirm Audit) and wrote a
‘Position Audit Report’ to find:
 Posn/Dept mismatches on Position vs
Job, Addl Pay Data, paysheets, or Dept
Budget tables
 Posn/Dept changes Effdt not on a pay
period begin date, or that cross a fiscal
year-end pay period
Error Detection - DePaul (cont.)
 Position Override chosen on Job
 Positions with no default funding
 Positions with Ern_Dist missing Ded_Dist or
Tax_Dist
 Positions classified as overtime or one-time
pays with incorrect Acct_Cd structure
 Depts without an overtime or one-time pay
positions
Error Detection - DePaul (cont.)
 Certain Addl Pays (such as MCR, MOV, and
PCL) without corresponding Erncd on Dept
Budget
 Dept not on tree
 Distribution mismatches Ern/Ded/Tax
 Multiple active Dept_Budget rows
 Mail-drop dept vs position dept
Customizations at DePaul
Some Position-Related Customizations
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Payroll/Position Cross-Reference Panel
Encumbrance Process
Position Budgeting Process
Labor Redistribution
Integrated Salary Planning/Budget Planning
Custom Payroll/Position CrossReference Panel
Custom Encumbrance Calculation SQR
 Only full-time, active, non-frozen positions
are encumbered based on job salary and
additional pay.
 Vacant full-time positions are encumbered
based on budgeted amount.
 Partial pay periods at the beginning and end
of the fiscal year are encumbered based on
the number of weekdays.
Custom Encumbrance Inquiry Panel
Select by
Position Budgeting Process at DePaul
 Budgets are by the position/accounting
chart field/ amount combination.
 Original budgets are set during the salary
planning process and are then frozen at the
beginning of the fiscal year.
 New position budgets and changes in
current budgets can be classified as either
permanent or temporary.
Position Budgeting Process (cont.)
 Budget transfers cannot reduce balance
below actual + redistributed + encumbered.
 An SQR in the FS instance reads the
budget transaction lines in the SAHR
instance across a database link and then
formats them as journal lines which are
eventually posted to Ledger_Budg.
Custom Budget ‘Master’ Panel
Insert 1-sided, display applicable
from 2-sided
Custom Budget Transfer Panel
Multiple position-related
Multiple non-positionrelated
Custom Budget Status Inquiry Panel
Employees
within positions
within accounts
Actuals Redistribution Process
at DePaul
 Actual and previously redistributed FYTD
transactions are summarized and available
for redistribution.
 An SQR program writes un-posted
redistribution transactions to the
HR_ACCTG_LN_PS table with an RD
template and mask.
 Journal generation as in the GL interface
process loads to the GL.
Actuals Redistribution Process (cont.)
 Note that this approach to redistribution
does not refer to which specific payroll
transactions have been redistributed.
 Since redistribution transactions are
necessarily included in all custom position
management panels and reports, the
redistribution tables provided an ideal
location for the converted legacy payroll
expense data.
Custom Actuals Redistribution Panel
Pick ‘from’ Acct/Posn in
search, ‘to’ defaults for edit
Position Budgeting Process Flow
at DePaul
Custom Integrated Salary Planning/
Budget Planning
 Next Year’s Presentation ????
Shameless Plug for Other DePaul
Presentations at this Conference
 SA Student Direct Deposit and Check
Refunds through PeopleSoft Payroll
(session: T3 3508 Tuesday 12:00 noon)
 FS Grants Management Implementation
(session: T1 2214 Tuesday 9:15 a.m.)
Certainly Questions Possibly Answers
DePaul University
Position Management from Definition to GL
Carol Damron (DePaul University)
cdamron@wppost.depaul.edu
Jan Jerabek (Kaludis Consulting Group)
jan_jerabek@yahoo.com
jjerabek@kcg.com