HR Inquiry and HR Ad-Hoc Report training will be combined and offered as a tutorial.

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1 Effective September 2013 HR Inquiry and HR Ad-Hoc Report training will be combined and offered as a tutorial. Use this training guide for overview information. The tutorial can be access from the OHR Training website: HR Reports Page 1 of 13

2 HRMS Reports How to Find the Data Training Guide Need Immediate Help? Contact your HR Rep/Contact as first responder Office of Human Resources Ph: GTHR (4847) HR Reports Page 2 of 13

3 Objectives: Overview GA Tech s Human Resources Management System (HRMS) as it relates to employee records Learn about HRMS data entry and available reports o Personnel transactions o Time entry o Employee Records Overview HRMS Reports o Vacation/Sick (Monthly employees) o Summer Pay (9-month Faculty) o Bi-Weekly Time Entry (Bi-Weekly employees) o Managing Personnel Transactions (tracking only) o Workforce Administration (view-only) o HR Ad-Hoc Report (view-only) o Salary Planning and Distribution (view-only) Learn how to request systems access NOTES: HR Reports Page 3 of 13

4 GA Tech The Human Resources Management System comprises of multiple electronic documents integrated with PeopleSoft version 9.0 and the Data Warehouse. The Personal Services Form (PSF) originates all employee personnel transactions and data entry within HRMS. Personal Services Form GT ID# Personal Data Form These three are required to create a new employee file HRMS 9.0 PSFs for current employees displays current data from the Data Warehouse Workforce Administration Panels Personnel Transactions Classification Payroll Time Entry Vacation/Sick Data Warehouse HR Reports Page 4 of 13

5 Data Entry and Reports Some HR Department Administrators and Payroll Administrators enter data directly into the HRMS. System/HRMS Panel Data Person who enters/approves Data Report Personal Services Form (epsf) Bi-Weekly Time Entry Summer Pay Panels HR Ad-Hoc Report Personnel transactions, e.g. hires, promotions, data changes Time worked and other hours for bi-weekly employees Summer pay arrangements (May, June, July, Aug) for 9- month faculty Current personnel transactions only -Dept PSF Originator enters data on the epsf -Approvers review and take action on epsf -Payroll Administrators enter data in the HRMS panels Department HR Administrators Dept HR Administrators (most times, this is the PSF Originator) -reports.gatech.edu (tracking status only) -PSF Reprint -PSF Awaiting Approval -OHR Approval Status -PSF Not Submitted -Workforce Administration panels should be used to verify data entry -Validation Report -Advanced Cost Center Report -Time Document Print -Summer Pay Distribution Report View-only report Salary Planning and Distribution Workforce Administration panels Budget amendment specifically related to salaries All personnel records displaying historical, current, and future Dept HR Administrators (most times, this is the PSF Originator) -SPD Ad-Hoc Report -5 different Inquiry panels -8 different data reports View-only report HR Reports Page 5 of 13

6 Vacation/Sick Vacation and Sick Panels are used for data entry of employees who are not using TimeOut, Kronos, or DelTek. Vacation/Sick Validation Report After all of the leave hours have been entered on the panels, run this report as many times as necessary to verify data entry. Leave Accruals Balance Report This report displays balances at the end of each pay period (inclusive of all benefits-eligible employees). It should be used in conjunction with the vacation calculator to determine an accrued vacation balance for payout upon an employee s termination, retirement, etc. HR Reports Page 6 of 13

7 Summer Pay Summer Pay Panels are available for a limited time to enter Academic Faculty payroll (9- month contracts), including distributing project payroll expenses, for the Summer months. Paychecks will be distributed for the months of May, June, July, and August. Reports available for Summer Pay Time Entry include: Summer School Distribution Report Run this report as many times as necessary to verify data entry. HR Reports Page 7 of 13

8 Bi-Weekly Time Entry Bi-Weekly Time Entry panels are available after each pay period beginning Thursday 8:00 AM through Friday 5:00 PM. HR Dept Administrators must enter hours worked and other hours as necessary for employees who are paid on a bi-weekly pay schedule. Reports available for Bi-Weekly Time Entry include: Payroll Time Entry Validation Report Run this report as many times as necessary to verify data entry. Advanced Cost Center Report Run this report on or near Tuesday 12 noon after the payroll has been processed. The purpose of this report is to review the payroll data before the checks are distributed to corresponding banking institutions. If an error is discovered, contact Payroll via with detailed information for corrections. HR Reports Page 8 of 13

9 PSF - Personnel Transactions The Personal Services Form (PSF) is an online, electronic document used to originate all personnel transactions, such as hire, transfer, promote, and terminate employees. Reports available for the PSF are for tracking the PSF status only: This website hosts various public reports used for tracking status only Reports are available for the PSF Originator, Department Approvers, and OHR Approvers. o Reprint PSF by Doc ID (or Employee Name or Work Dept ID) Displays the PSF data in a one-page format o PSF Awaiting Approvals Displays list of PSFs currently submitted to a Department Approver o OHR Awaiting Approvals Displays the status of PSFs that have been routed to specific OHR departments o PSFs Not Submitted Displays list of PSFs that the Originator entered and saved but not submitted for the approval workflow HR Reports Page 9 of 13

10 Workforce Administration The Workforce Administration panels, also known as the HR Inquiry Report, are view-only panels for HR Campus Users to view and reconcile PSF data. These panels display historical, current, and future data. Data on the panels include: Personal Information o Biographical Details o Personal Relationships o Contact Information o Emergency Contacts Job Information o Job Data o Employment Data o Earnings Distribution o Compensation Data Element QRG HR Reports Page 10 of 13

11 HR Ad-Hoc Report This web application is designed to retrieve HRMS data from the Data Warehouse which displays current data only. The data is exported to an Excel spreadsheet for full sorting functionality. Data elements available to this web report include: Academic Compensation Employee Employment Job Personal HR Reports Page 11 of 13

12 Salary Planning and Distribution SPD panels are used to redistribute personal services in the form of a cost transfer from one project to another project. Several inquiry panels and reports are designed to verify data entry as well as view data after the cost transfer has been completed. Refer to the SPD Manual for detailed information Inquiry Panels include: Future Pay Details Future Pay Update History Past Pay Period by Date/Period Past Pay Period Update History SPD Details Reports include: Monthly Employee Cost Detail Monthly Project Detail Past Period Monthly Project Details GL Posting Undesignated Sponsored Summary Undesignated Sponsored Detail Grants and Contracts Reconciliation Report Monthly Salary Distribution Change Summary Monthly Salary Distribution Change Detail Salary Distribution Change Summary Salary Distribution Change Detail Workload Assignment SPD Ad-Hoc Report is similar to the HR Ad-Hoc Report with additional report criteria. Criteria include: Employee Department and/or GL Organization Date (Fiscal year and/or Pay Period) Account/Fund HR Reports Page 12 of 13

13 How to Request Systems Access Training is required for most of the HRMS systems and reports. Refer to the Administrative Systems toolbox for direct contacts and training information. Direct link here: https://techworks.psauth.gatech.edu/gt_data/content/training/toolbox_menu.html Use of the Payroll Authorization Form is required for HRMS access. The form can be found on OHR Forms website (Payroll Section): Contact for access to SPD panels and the SPD Ad-Hoc Report. Need Immediate Help? Contact your HR Rep/Contact as first responder Office of Human Resources Ph: GTHR (4847) HR Reports Page 13 of 13

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