Implementation Minutes
Cameron University
Implementation Minutes for November 6, 2008
HR Tech/Data Mapping
November 11, 2008
Meeting Information
Facilitator
Laurene Farley
Note Taker
Lynn Lackey
Attendees
Cheryl Davis, Debbie Goode, Sherry Hendrix, Kurt Jn Marie, Lynn Lackey,
Corlis McPhaul, Tom Sutherlin
General HR Data Mapping
Relevant
Training/Discussion
Highlights:

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Kurt has already filled in much of the data for mapping purposes. We
will look at some of the gap areas and try to fill in the corresponding
information. What was not covered today will be addressed at the HR
mapping on Thursday, November 13 .
Kurt will be responsible for filling in all of the required areas on the
Mapping spreadsheet (which are in bold). The fields not in bold are
optional.
When we convert, we need to try to emulate what the Banner form does
The default Chart of Accounts (COAS) code is 1.
Organization Code is equivalent to GL key in Payroll and the Dept. # in
HR
After reviewing what we covered today, we will go over Jobs at the next
meeting.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Employee Data (PEAMPL)
Relevant
Training/Discussion
Highlights:
Cameron University
 PEAMPL is the area where a “person” in Banner becomes an
“employee”. You must make someone a person first and then an
employee.
 By selecting an employee class, leave and benefit category data will
automatically be retrieved.
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 The Employee name to be used on their W-2 will come from SPRIDEN.
The Employee W-2 filing status will come from Payroll.
 PIDM field – 9 character ID that will link all records of a person within
the database. (This number corresponds to the ID number we currently
use on the Legacy system)
 The IPEDS Soft Money Indicator is indicated by a GL Key(Payroll) or
Dept. # (HR) beginning with the number 0
 VARCHAR – keeps info on the user who last updated or created an
employee record and also the source system that generated the data
GAPs Identified:

There are four employment dates in Banner: Current Hire, Initial Hire,
Years of Service and Date of Service. There is only the capability of
one hire date in Insight so that is the date we will use to populate all
hire/service dates in Banner. In Insight this hire date is sometimes
changed to correspond with an internal promotion or position change,
but there is no consistency to this. Consistency must be applied after
the conversion to Banner.
Decisions Made:
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Only Employees with a status of A will be brought into Banner.
An employee’s VISA information can be mapped in General Person.
We will default NO to Electronic W-2’s for employees as the Office of
State Finance currently prepares our W-2’s and we are not given the
capability of printing them from an electronic file. (You are able to
change defaults later).
Decisions Required:

Where will the Non-Resident Service Code be stored? Possible
locations are GORVISA or GOBINTL. If this is populated, it must be on
the validation form and if we are providing this information we must
crosswalk it.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
We need to establish Banner Employee Class Codes in order to
crosswalk equivalent data. These seem to correspond with Payroll
Selection Codes in Insight.
Kurt, Ken,
Lynn, Corlis
In Banner we will need to begin actively using the employment date
fields available such as current hire and initial hire.
Ken, Lynn
FLSA Method needs to be determined (Cash, Accrual or No FLSA)
Ken, Lynn
More information is needed regarding required IPEDS information
including IPEDS primary function field, IPEDS Medical/Dental
Indicator, and IPEDS Electronic Tax Form Consent Indicator.
Donald Hall would be the best source for this information but we
made need to wait until January or February when the IPEDS
reports are done to obtain the most complete information. Jon
Briggs would like us to furnish what we have for IPEDS.
Kurt, Corlis
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Deadline
n/a
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Implementation Minutes
Leave Mapping (PEALEAV)
Relevant
Training/Discussion
Highlights:
 PEALEAV is the area in banner where leave balances are maintained.
There will be areas for a beginning balance, accrued, taken, available
balance and banked.
 When we convert leave data to banner, we want to bring in the
beginning balance and the fiscal year leave accrual only.
GAPs Identified:

Banner only allows a maximum of 7 positions for leave data. One of
these positions must be a decimal point. Insight allows a total of 10
positions for leave data including the decimal point. We currently use 5
positions after the decimal point and a maximum of four positions in
front of the decimal. When we convert to Banner, the maximum
number of positions after the decimal point we can use will be 2 in order
to allow the maximum leave accrual of up to four positions in front of the
decimal.
Decisions Made:

For leave accrual purposes, we will use only two decimal places behind
the decimal when we convert to Banner. Since we currently use 5
decimal places in Insight, these numbers will need to be rounded up for
the conversion.
Laurene recommended Year to Date leave accrual be on a calendar
year basis so nothing would be in that field since we will go live Jan.1,
2010 but Cameron’s leave accrual is based on the fiscal year. We
spoke to Jon Briggs and have decided to bring the leave accrual in for
July 1- Dec. 31, 2009 when we convert to Banner.
We must wait until after the December 2009 regular payroll has run in
our Legacy system before converting employees’ beginning balances
since this will be affected by leave they have taken and accrued up to
that point. This will involve a calculation. The PYRESPHR report that
Payroll runs after regular payrolls would be a good source for this data.
Since we do not use banked hours, we will default those to 00
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Decisions Required:
Other Issues and
Concerns:

When we convert leave data in December 2009, we need to make sure
that if an employee has used all of their leave that we still bring some
data over if they are in an employee class that is eligible for leave. We
may need to put in an hour or a fraction.
Action Items / Assignments
Description
Owner
We will need to crosswalk our leave codes with Jon Briggs.
Kurt, Ken
Deadline
Tax/W-2 Mapping (PERETDT)
Relevant
Training/Discussion
Highlights:
This is the area where W-2 information would be converted/stored.
GAPs Identified:
Decisions Made:
We will not use this feature as we will be going live in January and our W-2
information would have already been sent to the state for processing there.
Decisions Required:
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Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Benefits and Deductions (PTRBDCA)
Relevant
Training/Discussion
Highlights:
 For most of our benefits and deductions, the information will be
populated from plan code tables that Jon will create, rather than us
having to convert the data.
 On the “CU Crosswalk of Benefits and Deductions”, information in
Green boxes must be furnished; Blue boxes are optional. An example
would be tax withholding – filing status and number of exemptions are
required. An additional amount withheld would be an optional field
depending on whether the employee chose that option.
 If fields are neither required nor optional, do not put anything in as
this will create problems in Banner.
 Pink boxes are amounts that are already on the table
 Brown boxes are generated by Banner
 There will only be one plan code each for Life and LTD and the plan
code will default in all the rules/calculations. If we were ever to add
different providers for these benefits in the future, we could just add
new plan codes rather then new benefit codes.
 It may be helpful to divide mapping by computation rules for extraction
purposes
 The Deduction/Contribution Status in their respective assignment
screens will be used to determine whether a benefit/deduction is active
or inactive (This is not the same as the employee status – only
employees with an “A” status in the Employee Definition screen in
Insight should be converted and only their deductions/contributions with
an “A” status in the Deduction/Contribution Assignment screens should
be converted.)
 Benefits/Deductions will be paid according to the labor distribution.
Deductions will be split from the accounts as set up in the labor
distribution but Benefits can be overridden if they need to be paid
differently than the labor distribution (Ex. Soft Money Employees, Split
paylines)
 Rather than putting end dates in for Benefits/Deductions on 10 month
employees, Jon will try to set this up through the earnings codes
GAPs Identified:
 In Insight we currently have the same code used in our Deductions and
Contribution Assignment screen but assigned to different benefits. Ex.
The Health Insurance paid by Cameron is code 310 on the Contribution
side but on the Deduction side, 310 is American Fidelity Dependent
Life.
Jon will resolve this when building tables and plan codes. For example,
Health will have employee and employer contributions set up.
 For retirees, who have termed but are still on an active status (ex. we
pay their life insurance), they may have other benefits or deductions
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Implementation Minutes
that were never inactivated because nothing in Insight would pull the
other benefits/deductions unless they returned to work. We will need to
inactivate everything other than retiree life on these employees so that
the data will not convert to Banner and try to pay for these
benefits/deductions.
Decisions Made:

We will only convert active deductions and benefits (contributions on
Insight)
Decisions Required:

We need to choose an effective date for all benefits and deductions (Ex.
07/01/2008). The beginning of a fiscal year would probably be the best
option so 07/01/08 or 07/01/09 would work. The actual date doesn’t
matter; it just needs to be consistent.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Kurt needs to furnish the information in the Green boxes.
Everything Green is required. Blue boxes are optional - only if we
have that information in our current system and need to convert it to
Banner.
Kurt Jn Marie
As soon as
possible
Jon needs to put out combined limit rules (403(b)’s etc.) and redo
our Insight code 310 for dependent life.
Jon Briggs
Inactivate Retiree benefits and deductions that are not active/will
not be active in Banner
Lynn/Ken
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