Budget Prep Export To HRMS - BORBUDF2

Posted June 10, 2002.
Known Issues Resulting From Budget Prep Export To HRMS (BORBUDF2)

Several issues were identified as a result of testing the Budget Prep Export to HRMS. While the tests performed involved actual data from several schools it is impossible to test and identify every issue that could arise. Therefore, it is important to validate the data resulting from the export process. To aid in the validation a query has been developed titled "BUD_LOAD". This query will identify the rows inserted into Position Data and Job Data and will be migrated to your database by 9:00am Thursday, June 13.

The issues that have been identified as are listed below.

Job Code Changes
If the job code on a position has changed, the job code description is not updated on the 'Position Location' and 'Description' panels under Position Data nor is it updated on the 'Work Location' and 'Employment Data' panels under Job Data.

The Business Title will remain unchanged until the effective date of the position is equal to the system date.

To update a position with the correct job code description, enter the appropriate description of the new job code ("B Code") on the 'Description' panel under Position Data and check the "Update Incumbents" check box on the 'Information' panel. Go to Job Data, delete the position number, tab out of the field, reenter the position number, tab out of the field. This should be done for all rows after the effective date of the job code change. After making this change, the Job Data panels will be updated.

Employee's Moving From One Pay Group to Another
If an employee is moving from one paygroup to another, several panels are not being updated to reflect various aspects of the change.

• If the new paygroup (the employee is moved to) is associated with a position pool, the position pool will have to be added in HR. The budget prep module does not assign position pools.
   
• On the Position Data panels:
   
  1. The 'Description' panel reflects the old description and should be corrected on this panel. Once changed, the correct description will then flow through to the 'Information' panel.
  2. The 'Payroll' panel will reflect the old paygroup. The new paygroup should be entered on the 'Payroll' panel and the 'Update Incumbent' box should be checked on the 'Information' panel.
  
  
• On the Job Data panels:
   
  1. The 'Payroll' panel reflects the old paygroup. To correct this, delete the position number (on the 'Payroll' panel), tab out of the field, then go back and enter the position number to capture the new information. This should be done for all rows in job data after the effective date of the pay group change.
  2. The 'Job Information' panel does not reflect the FLSA status for the new paygroup. The FLSA status for the new paygroup should be entered.
  3. The compensation frequency is not updated on the 'Compensation' panel. The compensation frequency for the new paygroup should be entered.

Position Split Between Two Departments
For positions that are split funded, the Department Budget Tables are only showing the primary account code. On the Department Budget Table under Budget Earnings (Deductions, Taxes), a row should be inserted, for the correct position or position pool, and the additional account added. Also, the percentages for each account should be adjusted so that they total 100%.

Inactive Positions
Positions that were inactivated in the Budget Prep Module still appear active in the Department Budget Table. These inactivated positions will need to be marked as such in the Department Budget Tables.

Position Pools Linked to New Departments
If applicable, position pools will have to be linked to new departments in HR. The Budget Prep Module does not associate position pools with new departments.

Follow the Business Process HR 115 to add a Position Pool to a department.

Changes In HRMS Between Time of Extract And The Export
Data changes in HRMS between the time of the last HR Extract and the budget export are being overlaid by the budget export process. For example, if an employee was active at the time of the last HR Extract into budget prep but has since been terminated in HR, the budget prep export will insert a future dated row for this employee. These type issues will have to be corrected in HRMS. Delete the row(s) in Job Data created by the budget load.

If you have any questions, please contact OIIT Customer Services at 1-888-875-3697 or HelpDesk@usg.edu.