Introduction to Banner Human Resources

Transcription

1 Introduction to Banner Human Resources

2 1 Introduction to HR Banner

3 Table of Contents Introduction... 3 Purpose:... 3 Outcomes:... 3 Contacts... 4 Human Resources Website... 5 Organization Security... 6 Employee Appointment Process:... 7 Banner Human Resources Fms... 8 Introduction to HR Banner Fms... 9 PPAIDEN: Person Identification... 9 Querying PPAIDEN PPAIDEN Review Exercises PEAEMPL: Employee Identification Fm Querying PEAEMPL PEAEMPL Review Exercises NBAJOBS: Employee Job Fm Querying NBAJOBS NBAJOBS Review Exercises Appendix 1: Quick Reference Appendix 2: Common Navigation Commands Appendix 3: Glossary Components of a Fm Select Types of Fms Data Definitions Introduction to HR Banner

4 Introduction Banner is the Enterprise Infmation System (database) used by each of Montana State University s four campuses. Banner Human Resources module is used to administer and process human resource infmation f each of Montana State University s four campuses. The database is divided into four modules: General, Finance, Student & Financial Aid, and Human Resources. The Human Resource module is used f: Purpose: Position Control Position Budgeting Employment, Compensation, and Benefits Administration Time Entry Payroll Processing Payroll Adjustments This wkbook/reference manual is provided to you as part of your Introduction to Banner HR training. It contains infmation regarding the employment administration functions of Banner HR. It is intended to familiarize you with the basic appointment process used at Montana State University, to reinfce basic navigation and problem solving skills, and to introduce you to commonly used Banner HR fms. Outcomes: After completing each section of this wkbook/reference manual you will be able to successfully search f an individual s GID, query and retrieve infmation in NBAJOBS, PEAEMPL, and PPAIDEN. You will be familiar with the types of infmation presented in these fms and you will understand the basic employee appointment process at MSU. 3 Introduction to HR Banner

5 Contacts Banner Download HELP DESK Chief Security Officer Adam Edelman Banner Security/Passwd Questions Justin van Almelo Kamila Warden Training Codinat ITC Computer Ste PC Purchases GID Codinat Debra Felkey F Questions about Banner Applications, Banner Access Issues please contact one of the following Module Team Leaders: Student/Financial Aid Questions Mary DeGraw Finance Questions Dave Court Human Resource Questions Paul Lindsay Introduction to HR Banner

6 Human Resources Website The MSU Human Resources website is your source f infmation in the areas of: Employee & lab relations Administration of the Montana University System staff compensation plan Classified recruitment and selection Production and distribution of payroll checks Administration of employee benefits Employee recds management New employee ientation MPEA layoff pool Staff training and development Perfmance appraisal programs Affirmative action liaison. Click here type this address ( into your web browser to access MSU s Human Resources website. To identify the customer service team that serves your department click on the HR Customer Service Teams link. OTHER IMPORTANT LINKS include, the Banner SAIS website which takes you to the Suppt f Administrative Infmation Systems page and provides many additional links f Banner infmation. NOTE: some links require a Username/Passwd which is the same as your Banner login in fmation. 5 Introduction to HR Banner

7 Organization Security Like the Banner Finance module, the Human Resources module utilizes ganization security in Banner. Human Resource g security allows users to query and view infmation that is specific to their department, and is in place to: Limit access to employee s personal infmation such as social security number, date of birth, and home phone number. Implement new electronic business processes such as web time entry and EPAFs. To request ganization access in HR Banner, please follows the steps below. Complete a Request f Banner HR Orgn Access fm requesting access to your department's Finance ganization numbers that include personnel services' budget salary expense which you need to access in the course of perfming your job. Please note this will NOT affect any Banner access you have in the Finance module. Access the fm FGIBDST and enter your Index. It will automatically populate the ganization number associated with that Index. Once you have entered your contact infmation and the ganization numbers that apply to your job, select Review. After you have made sure the infmation is crect select Submit. The online fm to request Banner HR Orgn Security is on the SAIS website. Please use this fm to request any future changes to your Orgn access in the HR module. F me infmation contact: Paul Lindsay Banner Human Resources Module Team Leader Tele: (406) Paul.Lindsay@montana.edu 6 Introduction to HR Banner

8 Employee Appointment Process: In der to first hire someone f a full time position at MSU a department must begin a fmal recruitment process. This involves advertising the position, identifying and interviewing candidates, identifying candidate, extending an offer and closing the search. Once this happens the new employee must be appointed by following a few steps. These steps make up the appointment process and are completed by the employing department. The appointment process is completed through a cooperative process between the employing department and the office of Human Resources. F classified employees the appointment process begins with the employing department and new employee filling out and submitting the new employee paperwk, it continues as the paperwk is processed by HR staff, and it ends once all the paperwk is received and the employee is ready to be paid. The fms necessary f new hires include: 1. Letter of Hire 2. New Hire Fm 3. Electronic Personnel Action Fm (EPAF) 4. Employment Eligibility Verification Fm (I9) 5. W-4 Fm 6. CHOICES Fm (Enrollment f Insurance) 7. MPERA Enrollment Card (Retirement) 8. Suppt Disclosure Fm 9. Decedent s Warrant 10. New Employee Retirement System Infmation 11. Certification of Pri Employment 12. Wkers Compensation Subsequent Injury fm 13. Verification of registration under The Military Service Act. 14. Vehicle Use Agreement 15. Employee Declaration of Tax Status of Dependents 16. Direct Deposit (optional) Once an employee s New Hire Fm, I-9, Wk-4, Choices, retirement infmation, and EPAF arrives at the Office of Human Resources any paper fms are logged by administrative staff, next HR staff transfer the infmation on each fm into Banner using a predefined series of steps. In a very general sense these steps include identifying the new employee as a person in Banner (PPAIDEN), identifying them as an employee of MSU (PEAEMPL), building the employee s benefits and deductions (PDADEDN), and giving them a job (NBAJOBS). 1 Once the new employee s job infmation is entered the employee can be paid. The image on the next page illustrates the general steps of the employee appointment process. 1 Employee benefit and deduction infmation is kept confidential and departmental representatives do not have access to view this infmation. As a result the PDADEDN step will not be covered in Introduction to Banner HR training. 7 Introduction to HR Banner

9 Illustration of the Employee Appointment Process Introduction to HR Banner

10 Banner Human Resources Fms Introduction to HR Banner Fms Like the other Banner modules, HR Banner is composed of a series of fms with different uses. Departmental users will regularly access infmation in either application inquiry fms. The type of fm you are viewing can be determined by the third letter in its name. F example, NBAJOBS is an application fm and can be used to query a single employee s job related infmation. In contrast, NHIDIST is an inquiry fm that can be used to examine lab distribution infmation f each department s employees. The key distinction between inquiry and application fms is that application fms are also used by central administrative staff in offices such as Human Resources to enter new infmation into Banner. Departmental administrative staff can use PPAIDEN, PEAEMPL, and NBAJOBS to retrieve infmation about their department s employees f a variety of reasons. The following sections will discuss how to query infmation and examine the data that can be retrieved in each of these fms. PPAIDEN: Person Identification F Departments PPAIDEN is used to search f an employee s GID (via SOAIDEN) and query personal infmation such as employee phone number and address. Starting with the Banner 8 upgrade, HR Banner users will have limited access to PPAIDEN due to the sensitive personal infmation that is held there. Appointment process detail One of the first things HR staff do is identify that the new employee is defined as an individual in Banner. The fm PPAIDEN is used by HR staff to assign GID numbers and enter personal infmation such as an individual s Social Security Number, Birth Date, Address, and Telephone number. PPAIDEN represents one of the first steps in the employee appointment process as appointment infmation is sent to Human Resources. This step includes identifying the individual as a person in Banner and applying their contact infmation. 9 Introduction to HR Banner

11 Querying PPAIDEN 1. Infmation is queried by GID number 2. Enter employee GID including (-) click Search key f Person Search by name 3. Ctrl Page Down select the Next Block icon 4. Select appropriate tab you are trying to view by clicking on it: a. F Telephone numbers select Telephone tab b. F address infmation select Address tab c. F emergency contact infmation select Emergency Contact tab. d. Select tab to view an individual s campus address 10 Introduction to HR Banner

12 PPAIDEN Review Exercises 1. Profess X is interested in hiring Mumfred Moose as a research assistant in her lab. As you prepare Mumfred s appointment paperwk you check Banner to see if Mumfred has already been assigned a GID. What is Mumfred s GID? 2. Two months have gone by and Mumfred s personal infmation has been entered into PPAIDEN, but he has not been receiving mail at his campus address. Mumfred is concerned that his address is not crect in Banner. His current campus address is listed below. Does this address match the infmation listed in PPAIDEN? Yes: No: Mumfred A. Moose 312 Office of Some Wk Montana State University Bozeman, MT What campus address is listed in PPAIDEN? 4. What is Mumfred s campus telephone number? 5. What infmation do you find in PPAIDEN? Please select the option that most closely applies. a. Name, campus address, home address, permanent address, telephone number, emergency contact infmation? b. Name, home address, emergency contact infmation, employment status c. Name, employee class, campus address, home address, permanent address, telephone number, emergency contact infmation? d. Name, salary rate, employee class, campus address, telephone number, emergency contact infmation? 11 Introduction to HR Banner

13 PEAEMPL: Employee Identification Fm F Departments The fm PEAEMPL is used to query an employee s: Employee class Home Department Check Distribution I-9 infmation NOTE: You will only be able to review an individual s PEAEMPL infmation if you have g security to do so. Appointment process detail Once an individual s personal infmation is entered into PPAIDEN, Human Resource staff can identify them as an employee of MSU in PEAEMPL. To do this, HR staff members enter the employee s GID number and assign them an appropriate employee class, home department gn, and check distribution gn. Once that infmation is complete, the employee s I9 infmation is entered under the United States Regulaty tab. Now that the individual is defined as an employee in PEAEMPL, their job can be built in the NBAJOBS fm. Querying PEAEMPL 1. Infmation is queried by GID number 2. Infmation is queried f one employee at a time 3. Enter employee ID including (-) click Search key f Person Search by name 4. Ctrl + Page Down select the Next Block icon a. On the General tab you can view: i. Employee class ii. Home department iii. Check distribution 12 Introduction to HR Banner

14 5. To view I-9 infmation a. Select United States Regulaty Tab PEAEMPL Review Exercises i. View 1. I9 Received (Fm Indicat field) 2. Date Received 3. Expiration date (if applicable) 1. Your supervis wants to know the employee class of Mumfred A. Moose and asks you to find it. What is Mumfred s employee class? 2. As you are looking at Mumfred s employee class you notice that his home department is different than your own. What should you do first? a. Contact your personnel technician and notify them of the discrepancy? b. Search NBAJOBS to see if Mumfred has any other active positions on campus? c. Make the change in Banner yourself? d. Nothing, it is not my problem? 3. You were just looking in NBAJOBS and noticed that Mumfred s job has not been entered into Banner yet. You are concerned that Mumfred may not have submitted his I-9 to Human Resources. Befe contacting HR you decide to check Banner to see if Mumfred s I-9 was received. What fm do you check to verify Mumfred s I-9 status? Has Mumfred s I-9 been received? Fm Name: Yes: No: 13 Introduction to HR Banner

15 4. When does an employee need to complete an I-9? a. The employee is newly employed at MSU b. The I-9 is me than three years old and the employee has had a five day break in service c. The I-9 is me than three years old d. Both a & b NBAJOBS: Employee Job Fm F Departments NBAJOBS is one of the most useful HR Banner fms f departmental users. Employees viewing this fm can query a variety of job related infmation such as 1. Position number 2. Suffix number 3. Job begin/end dates 4. FTE (Full Time Equivalent) 5. Job title 6. Job effective dates 7. Hourly rate 8. Hours per pay 9. Monthly salary 10. Annual salary 11. Default earnings 12. Lab distribution effective dates 13. Lab distribution infmation Appointment process detail NBAJOBS represents one of the final steps in the basic employee appointment process. During this step, HR staff members enter apply all of the infmation necessary to ensure an employee is paid such as position number, job begin date, salary rate, and funding infmation. Once this infmation is entered and the employee can be paid. Querying NBAJOBS 1. Infmation is queried by a combination of: a. Employee s GID b. Position number c. Suffix d. Query date 14 Introduction to HR Banner

16 NOTE: You will only be able to review employees based on your level of g security. To Query Infmation: 1. Enter ID click Search key f Person Search by name. 2. Enter Position Number and Suffix click Search key f List of Employee s Jobs (NBIJLST) and select Position Number. 3. Enter appropriate Query Date. NOTE: Query date defaults to today s date. Banner searches f a job based on all active jobs from the query date fward. If you are searching f a job that began in the past, select the date 01-JAN This date will display all positions f an employee from Banner inception to the present day. 4. Next Block a. Banner automatically directs you to Job Detail tab. b. Select the appropriate tab tabs to review infmation. (Instructions below) 5. Job Detail tab a. Be sure to view the crect Job Detail Effective Date. The Job Detail Effective Date is the date that a job assignment change such as salary increase takes effect. This is done by using the up and down arrow keys on your keyboard by right clicking on the screen, selecting View Job Detail Effective Dates, and making a selection from the list of dates. The effective date is located on the upper left hand side of the screen. b. Infmation that can be found in the Job Detail tab includes, i. Effective & Personnel Date ii. Job Title iii. Employee Class iv. Change Reason v. Rate (Hourly rate) vi. Hours per Pay vii. Assigned Salary (monthly salary) viii. Annual Salary 6. Base Job tab a. Not associated with an effective date b. Tab includes, i. Job Begin/End Date ii. Leave Accrual Y/N iii. MUS Contract iv. Job Type 15 Introduction to HR Banner

17 7. Default Earnings tab a. Query by Earn Code Effective Date b. Infmation Includes i. Default Earnings 8. Job Lab Distribution tab a. Query by Lab Distribution Effective Date b. Infmation includes i. Index ii. FOAP iii. Encumbrance infmation NBAJOBS Review Exercises 1. You re supervis recently asked you to verify his salary rate. What is Mumfred s most recent salary? 2. What is Mumfred s: a. Position Number b. Most recent Job Effective Date c. Employee Class d. FTE e. Hourly Rate f. Current Lab Distribution Effective Date g. Current Lab Distribution Index 16 Introduction to HR Banner

18 h. Current Lab Distribution Account Code 3. Which tab would you select in der to view an employee s Begin Date? 4. Does Mumfred have any other active jobs? 17 Introduction to HR Banner

19 Appendix 1: Quick Reference Where can I find? Fm Name, search by - Fm Description Position Number Job Title Job Begin Date Job End Date Job Type Job Accrues Leave? Job on Board of Regents Contract? Job Status Job Effective Date FTE Hours per Day Employee Class (eclass) Hourly Rate Hours per Pay Assigned Salary (Rate per Pay) Annual Facts/Pays Annual Salary (Base Rate per Year) Job Change Reason Employer Code (Campus) Default Earnings by Earn Code, Hours, Rate Lab Distribution NBAJOBS GID, Name and Position Number Employee Jobs Fm Employee Status Employee Class (eclass) Full Time Part Time Service Dates Home Department (Orgn) Check Distribution (Orgn) Employee Campus Location I-9 Infmation Termination Infmation Employee Name Employee Addresses Employee Generated ID Employee Biographical Info Employee Veteran Status PEAEMPL GID Name PPAIDEN by Name ID Employee Infmation Fm Person Identification Fm 18 Introduction to HR Banner

20 Appendix 2: Common Navigation Commands Next Block Moves the curs to the following block on a fm From the menu bar, choose Block then Next Click the icon titled Next Block Previous Block Moves the curs to the preceding block on a fm From the menu bar, choose Block then Previous Click the icon titled Previous Block Rollback Moves the curs to the key block From menu bar, choose File then Rollback Click the icon titled Rollback List of Choices Opens an inquiry fm in der to search f infmation such as an employee GID name Click the icon titled Object Search Initiate Query Clears the fm so a query can be entered From the menu bar, choose Query then Enter Click the icon titled Enter Query 19 Introduction to HR Banner

21 Execute Query Begins query based on the infmation entered From the menu bar, choose Query then Execute Click the icon titled Execute Query Select Chooses selects a recd Click the icon titled Select Double click the recd of choice Exit Closes a fm From the menu bar, choose File then Exit Click the icon titled Exit Appendix 3: Glossary Components of a Fm Fm: An online document where you can enter and look up infmation in your database. A fm visually ganizes infmation so it is easier to enter and read. Fms are composed of key blocks, infmation blocks, Fields, pull-down lists, tabs, radio buttons, and checkboxes. Key Block: Contains infmation that determines what is entered displayed on the remainder of the fm. The Key block is the area at the top of the fm which must be entered in der to query infmation. Infmation Block: Displays data about the infmation entered in the Key Block. The infmation block is the area where you enter infmation pri to updating a recd. Infmation Blocks are made up of fields. Field: Area on a fm where you can enter, query, change, and display specific infmation. Pull-Down List: Used to select a field value from a list of pre-defined values. A down arrow in the right side of the field indicates that the field has a pull-down list. Tabs: Tabs are used to arrange infmation in a meaningful way, and allow you to navigate easily between groups blocks of infmation. 20 Introduction to HR Banner

22 Radio button: Used to select one of several options. Only one radio button can be selected at a time. Checkbox: Used to enable disable features options. Select Types of Fms Inquiry Fm: Inquiry fms are used to look up existing infmation, often returning infmation to the calling fm. You can access an inquiry fm from the main menu, from another fm, with Direct Access, with Object Search. Application Fm: Application fms are used to enter, update, and query infmation in SCT Banner. This is the most common type of fm. Data Definitions Annual salary: This field displays the annual gross salary associated with the job, based on a calendar year. If the annual salary is entered, the assignment salary is system-calculated, and viceversa. The assignment salary is calculated as: Assignment salary = Annual Salary/Fact. Assigned salary (monthly salary): This is the amount of pay per pay period. The Rate, Annual Salary, and the frequency of the pay ID jointly determine the Assigned Salary amount. By default, it is calculated as: Rate x Hours per Pay. Change reason: Identify the primary reason f adding updating infmation on an employee s job detail recd. This provides a way to track the histy of a job recd under review. Check distribution: Unique ganization number that identifies the campus mailing location of physical checks. Currently set to 4M9999 Check Distribution HR. Date (I-9 Date): Indicates the date an I-9 fm was completed. Default Earnings: The earnings code(s) that default to the employee s timesheet. Effective date: Job Detail Effective Date: The date that a job assignment change becomes effective. Default Earnings Effective Date: Date on which the earnings code becomes effective changes. Lab Distribution Effective Date: Date on which the lab distribution becomes effective changes. Employee Class: Indicates the type of employment held by an employee. This code determines the type of earn codes available f a given employment type and is used f a variety of repting purposes. Employee class is associated with each Position Number on the Position Definition Fm (NBAPOSN). 21 Introduction to HR Banner

23 Expiration Date (I-9 Expiration Date): F non-resident employees only. Indicates the date an I-9 becomes invalid. FTE: (Full Time Equivalent) Job FTE should sum up to 1.0 f a full-time employee. The value of this field defaults as the lesser of 1 the FTE value f the position on the Position Definition Fm (NBAPOSN). The value entered here is used to prate leave accrual rates f employees who qualify f leave accruals. Fact: The number of pays per calendar year f which the compensation is earned. GID: Unique identification number used to identify a single person in Banner Home Department: Unique ganization number that identifies the employee s Home Department. Hours per Pay: Indicates the standard wk hours per pay period. Fm Indicat (I-9 Received): Displays the status of an I-9 fm as Received, Not Received, Tempary, Exempt, (None). Index: The account index is used as a sht cut method to enter an accounting distribution. Job Begin Date: The start date of a job assignment, the date on which the job was created f an employee. Job End Date: Displays the end date of a job assignment, if applicable. When a job is terminated in the Job Detail window, the Effective Date on the Job Detail window becomes the Base Job End Date. If the Job Detail recd is reactivated, then the Base Job End Date is removed. This ensures that the job base infmation is always in synch with the Job Detail infmation. Job Type: Indicates the Job Type as either primary secondary. Job Title: The title of the employee s job assignment. Job Title defaults from the Position Definition Fm (NBAPOSN), but can be overridden. Lab Distribution: The account(s) to which position expenses are charged. Leave Accrual Y/N: Indicates if an employee will accrue leave on a specific job. MUS Contract: Check-box on the Base Job tab that identifies if an employee is on an MUS contract. Personnel Date: The date when a change was actually made as opposed to the effective date which is f payroll purposes. Position Number: A unique position identification number that cresponds with general classification elements and budget infmation. An employee is given a job in Banner by associating their identification number with a Position Number. 22 Introduction to HR Banner

24 Query Date: The Query Date is used as the maximum limit when querying recds. Only those recds whose effective dates are less than equal to the date specified in this field will be displayed. The System Date is the Query Date by default. Rate (Hourly Rate): Displays the hourly rate paid to an employee. Rate and annual salary are interrelated. A change in either one affects the other. Suffix: Further defines a position number in relation to an employee. This is most frequently set to 00 with the exception of student, tempary, and graduate student employees. 23 Introduction to HR Banner