Princeton University

Princeton University

Business Units and Set IDsEnhancing Security and Streamlining Data Input

Kristina Miller, Systems Manager, Office of the Dean of the FacultyEmail: [email protected]

Lauri McVicker, HRIS Manager, Office of Human ResourcesEmail: [email protected]

HRMS Track - Session Number 1008Monday, March 19, 2001


Profile of Princeton University:One Academic Campus plus the Princeton Plasma Physics Laboratory

Academic Year 1999-2000 CountUndergraduate Students 4,600Graduate Students 1,735Faculty 1,100Administrative and Professional Staffs 2,200Support and Maintenance Staffs 1,600Casual and Temporary Employees 300Retirees 1,500Average number of W-2s 12,000


Princeton’s HR Organization2 Locations

• Princeton University’s Main Campus

• Princeton Plasma Physics Laboratory


Princeton’s HR Organization5 Central HR Offices:

• Office of Human Resources• Office of the Dean of the Faculty

• Office of Human Resources, Plasma Physics Lab

• Office of the Graduate School

• Office of Undergraduate Student Employment

+150 Academic Departments and Administrative Offices


Prior to release 7.5• data management by a single central office

• data management distributed to departments

Release 7.5 and later -- Business Unit and Set ID• same functionality plus...

• data management by multiple central office/unit• central office/unit control of information• data and fields tailored for each office/unit


What is a Business Unit? A logical unit within your university or college

• No predetermined structure so you can define them any way you want

• Another level for reporting and analyzing data

• Are always associated with an employee’s job and/or position record

• Can support your decision making structure


Human Resources

Main CampusAdministrative

Staff

Main Campus Support Staff

Main CampusCasual Hourlies

Benefits forAll Employees

and Retirees

Dean of the Faculty

Plasma Physics Lab

GraduateSchool

UndergradStudent

Employment

Faculty

Professional Research,

Technical, andLibrary Staffs

PPL Administrativeand Support

Staffs

PPL Researchand Technical

Staffs

PPL CasualHourlies

GraduateStudents

UndergraduateStudents


Princeton’s Business Units:

PUHRS Office of Human Resources

PUDOF Office of the Dean of the Faculty

PUPPL Plasma Physics Lab

PUGRD Office of the Graduate School

PUUGD Office of Undergraduate Student Employment


To Set up a Business Unit:

-Go -Define Business Rules -Manage Human Resources -Setup -Business Unit -Business Unit -Add


Table Sets

A way to structure information related to each Business Unit into sets or groupings

For example: • Job Codes• Locations• Departments


Set IDs

The method of defining a “high level key” to identify a set of values (Table

Set) within a table


Princeton’s Set IDs:PUALL Data applicable to all business units

PMAIN Main Campus data

PUHRS Human Resources data

PUDOF Dean of the Faculty data

PUPPL Plasma Physics Lab data

PUGRD Graduate Student data

PUUGD Undergraduate Student data


SetID Job Code DescriptionPUHRS 3125 Academic

Manager, Grd 5PUHRS 3173 Head Coach

PUDOF 0020 Professor

PUDOF 1030 Research StaffMember

PUPPL 8311 ElectricalTechnician I

Set for PUHRS Business Unit

Set for PUDOF Business Unit

Set for PUPPL Business Unit


SetID LocationCode

LocationDescription

PMAIN CORWH Corwin Hall(Politics Dept.)

PMAIN FINEH Fine Hall(Math Dept.)

PMAIN NEWSB New South(Treasurer)

PUPPL MS-23 L-Wing(PPPL Lab)

Set for PUHRS Business UnitSet for PUDOF Business UnitSet for PUGRD Business UnitSet for PUUGD Business Unit

Set for PUPPL Business Unit


Advantages of TableSet Sharing with Set ID:

• Shorter more user-friendly field drop-downs

• Default values by business unit

• Share data or limit data by business unit

• Higher level of reporting by business unit

• Organize core HR information by HR area


To set up a Set ID:

-Go -PeopleTools -Utilities -Use -TableSet ID -Add


Tying it all togetherRecord Groups: A record group is a set of logically and functionally related setup tables and views

HR Record Groups

• HR_01 Departments

• HR_02 Job Codes

• HR_03 Locations

• and others

Payroll Record Groups

• PY_01 Balance ID

• PY_02 Shift Table

• PY_03 HR Chartfields


Record Groups:

-Go -PeopleTools -Utilities -Record Group -Update/Display

Princeton Universityaccepted PeopleSoft’s default groupings


Establishing theRelationship betweenBusiness Units and SetIDs:

-Go -PeopleTools -Utilities -Use -TableSet Control -TableSet Record Group Controls

Business Unit

Set ID

Record Group


To connect a job to a Set ID:

-Go -Define Business Rules -Manage Human Resources -Job Code Table -Job Code Profile -Add


However, at Princeton each Central Office focuses on particular departments which overlap between Business Units:

Business Unit Office Departmental Areas

PUHRS Office of HumanResources

All Administrative and AcademicDepartments

PUDOF Office of the Dean of theFaculty

All Academic Departments/ Programsand some administrative departmentsthat hire professional staff members

PUPPL Plasma Physics Lab All Lab Departments

PUGRD Office of the GraduateSchool

All Academic Departments

PUUGD Office of UndergraduateStudent Employment

One single "department" and will useTime and Labor system to allocate


SetID DeptID DescriptionPUHRS 690 Univ Library

PUDOF 690 Univ Library

PUDOF 130 Chemistry

PUGRD 130 Chemistry

PUHRS 130 Chemistry

PUHRS 655 Registrar

Set for PUHRS Business Unit

Set for PUDOF Business Unit

Set for PUGRD Business Unit


How Princeton solved TableSet Sharing for departments used by multiple Business Units:

• By using the Set ID key, a department was set up for each business unit that has employees in it

• Department table a bit more complex to maintain but we feel the advantages outweigh the disadvantages

• Department table does not have many changes to it on a year-to-year basis


To connect a department to a Set ID:

-Go -Define Business Rules -Manage Human Resources -Department Table -Department Profile -Add


To associate an individual user to a Security Class with the appropriate Set ID / Business Unit

1. Set up your Security Classes

2. Define the Set ID and departmental access for each class

4. Connect an individual operator ID to the appropriate class

3. Assign a default Business Unit and Set ID to a class for streamlining of data entry


Examples of Security classes created by PrincetonUniversity. Princeton created classes based loosely on job functions.

For example:

HRDOF1 = Systems Manager (access to all 5 business units) HRDOF2 = Assistant Systems Manager HRDOF3 = Data Management Staff HRDOF4 = Deans’ Assistants HRDOF5 = Deans


To connect the appropriate

Set ID(s) and departments to

a security class:

-Go

-Administer HR System

-Use

-Maintain Data Security

In this example, the HRDOF3 class would have access to all Dean of Faculty departments, except the Library.


To assign a default Business

Unit and Set ID to a class:

--Go

--Define Business Rules

--Define General Options

--Setup

--Operator Preferences


Assigning a defaultBusiness Unit andSet ID per class makes the system easier to update and allows for more accurate data entry.


And the final step…

You will assign the

appropriate class(es) to an

operator ID which will

then filter the security by

Business Unit/Set ID.


When central office staff input data...

• Field drop-downs provide only the relevant values

• Drop-downs are shorter and less cluttered

• Errors are less likely

For example, on the Job Panels…


DefaultBusin

ess Unit


Review of Business Unit and Set ID functionality:

• Prevents information overload

• Allows for defining flexible organization entities other than company or department

• Centralize or decentralize data


Questions?

Please feel free to contact us at:Kristina Miller, Email: [email protected] McVicker, Email: [email protected]

Princeton University

Documents

Transcript of Princeton University