OSPS E-News ~ FW: Supervisory Field Implementing within PPDB System in early April - Information & Training Invite

[Announcements from OSPS to the users of the Oregon State Payroll Application]

Hello,

The following is being forwarded on behalf of the PPDB Group.



The HR Systems Team is excited to share a new change that will be implemented in the PPDB System in early April 2017.

A new data field for both the employee (PBED) and position (PB5D) screens will be added to connect the reporting relationship between employee and supervisor. The additional field in PPDB will track the supervisor to employee reporting relationship, and in PP5D it will capture the supervisor to position reporting relationship, bringing the agencies organizational structure data into the database. These two new fields will not only be used in PPDB today, but will be a critical part in the conversion to the future HRIS solution.

It is anticipated that the new fields will be available around April 6, 2017.   To allow agencies time to gather needed information, the fields will not be required in PPDB until around May 10, 2017.  Further notification will be sent to let everyone know when the field goes live and before it becomes required.

The HR Systems Team will offer an overview training of these new PPDB changes to HR technicians who process personnel actions in PPDB and are available to answer any additional questions. If you are interested in the training session, please register here<https://ilearn.oregon.gov/Default.aspx?id=BD34537067AA496B993D0C3BE61A7FF8> (iLearn class name: DAS - PPDB - HR Tech Training for Supervisor Field).

Agencies may provide their supervisory data on the attached excel template and the HR Systems Team will then upload the information into PPDB through a mass update.   A handout with screen displays of the new fields, along with additional instructions is also attached.  Completed agency spreadsheets can be sent to Group.PPDB at oregon.gov<mailto:Group.PPDB at oregon.gov>.

As the HR Systems Team receives your spreadsheets, the team will verify individual Authorization Numbers or Employee Identification Numbers (EIN), referred to EMP#, to ensure they are valid (i.e. current in PPDB) prior to the mass PPDB change. You will be contacted if the number is not validated or if any additional questions or information is needed to complete the upload.

Outlined below is additional processing information for HR Technicians on the "Supervisor" field for both position and employee records, as well as the necessary personnel action code needed to update the information:

*        All current position records (PB5D) will need to be updated to include the supervisor's authorization number for that position. Only the authorization number can be entered in to the SUPERVISOR field on the position record (PB5D).

*        All current employee records (PBED) will need to be updated to include the supervisor's Authorization Number or an Employee's EMP#. The authorization number of the supervisor's position is the recommended number to be entered in to the Supervisor field on the employee record.

*        In situations where an employee is double filling a position and has a different supervisor than the base employee, the supervisor's EMP# can be keyed in place of the Authorization Number.

*         In situations where there supervisor is in a different agency (which is referred to as a "cross-agency supervisor"*), that particular supervisor's EMP# would be keyed on the employee record (e.g. employees that report directly to the Governor or to the Director of another agency).
*For employees that have cross-agency supervisors, please notify Group.PPDB at oregon.gov<mailto:Group.PPDB at oregon.gov> (including the EMP#'s for these employees) prior to processing. These EMP#'s will need to be added to a special PPDB table by HR Systems.

*        Personnel action code 100 will allow a supervisor number to be added/changed on the position PB5D record.

*        Personnel action code 232 will allow a supervisor/OR# to be added/changed on the employee PBED record.

*        Personnel action code 267 will allow a supervisor/OR# to be added on a temporary employee record.

*        As new positions are created in PICS for your agency (P10), the Supervisor Authorization Number will be required when establishing (through personnel action code 010) the position in PB5D.

*        When an employee is appointed to a new job or transferring into a different agency, the Supervisor field from the position (PB5D) record will default to the Supervisor field on the employee record (but can be overridden), excluding temporary employees since there is not a PB5D record on temporaries. The Supervisor number will need to be keyed when processing personnel action code 167 or 168.

*        Several new error messages have been added when processing a supervisor number:
New Employee Error Messages:

o   E0386-INVALID SUPERVISOR FOR AGENCY

o   E0387-INVALID SMALL TABLE 25 ENTRY SUPDATE  (HR Systems Team Only)

o   E0388-SUPERVISOR MAY NOT BE BLANK
New Position Error Messages:

o   F0203-SUPERVISOR MUST BE VALID AUTHNO IN AGENCY

o   F0204-SUPERVISOR CANNOT BE THE SAME AS AUTHNO

o   F0205-SUPERVISOR MUST NOT BE BLANK

*        For the Governor and Elected Officials, the Supervisor Authorization will be their own authorization number. (The HR Systems Team will need to know these individuals' Authorization Numbers so they can be placed on a special table prior to processing in PPDB).

*        Personnel Action Form (PD 124-2) has been revised to include the Supervisor field.

*        Position Control (PC) Form has been revised to include the Supervisor field.

*        Web Report "Agency Employee Record Snapshot" will have both position supervisor number and employee supervisor number added to the report.

*        For Board Members (class-comp B Y7500 A E), DAS is currently finalizing the Authorization Number that will be assigned to this group of individuals. Agencies will be notified on the decision, which will be processed by DAS.

If you have any questions, please email them to Group.PPDB at oregon.gov<mailto:Group.PPDB at oregon.gov>. Thank you.








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