0.004/15/94 SUE TATE 1.0 INTRODUCTION: ------------- THE PERSONNEL SUBSYSTEM IS DESIGNED TO STORE, MAINTAIN AND REPORT THE INFORMATION NEEDED BY THE PERSONNEL OFFICE AND COLLEGE ADMIN- ISTRATION. THE DATA IS INPUT VIA ONLINE TRANSACTIONS, STORED IN THE PERSONNEL DATA BASE, UPDATED AND REPORTED BY BATCH PROGRAMS. THE PRIMARY FUNCTIONS OF THE PERSONNEL SYSTEM ARE: 1. ENABLE THE PERSONNEL OFFICE TO COLLECT, RETAIN AND MONITOR DATA FOR FACULTY, CLASSIFIED STAFF, COLLEGE ADMINISTRATORS, AND PART-TIME EMPLOYEES THROUGHOUT THEIR COLLEGE EMPLOYMENT. 2. PROVIDE THE MEANS TO GENERATE FULLTIME, ADJUNCT FACULTY CONTRACTS, AND CEU ADJUNCT FACULTY CONTRACTS, AS WELL AS, RELATED REPORTS. 3. ASSIST IN THE YEARLY BUDGET PREPARATION BY CALCULATING AND REPORTING PROJECTED SALARY AND FRINGE BENEFIT REQUIREMENTS. 4. IN CONJUNCTION WITH THE LEAVE ACCOUNTING SUBSYSTEM, RECORD AND REPORT EMPLOYEE LEAVE INFORMATION. 2.0 SYSTEM NARRATIVE ---------------- UPON EMPLOYMENT, THE PERSONNEL OFFICE BEGINS RECORDING INFORMATION FOR EACH NEW FACULTY MEMBER, CLASSIFIED STAFF, ADMINISTRATOR OR PART TIME EMPLOYEE BY INPUTING THE DATA VIA PER100. THE DATA FROM PER100 FORMS THE BASIS FOR TRACKING THE EMPLOYEE IN THE SYSTEM. THE DATES NECESSARY TO CALCULATE THE YEARS OF SERVICE, MERIT IN- CREASES, LEAVE ACCRUAL RATES AND TO PROVIDE A RECORD OF EMPLOYMENT, TRANSFER FROM ANOTHER AGENCY, AND TIME IN PRESENT POSITION ARE ADDED AND MAINTAINED FROM THIS SCREEN. IN ADDITION, THE EMPLOYEE'S CLASSIFICATION CODE, NAME, ADDRESS, SOCIAL SECURITY NUMBER, POS- ITION STATUS, POSITION NUMBER, COLLEGE TITLE, ANNUAL AND RECOMMEDED SALARY, OFFICE LOCATION, HANDICAP CODE, AND DEPARTMENT/CAMPUS ARE SOME OF THE DATA USED BY THE PERSONNEL/LEAVE ACCOUNTING SUBSYSTEMS. THE DATA IS STORED ON THE PERSONNEL SEGMENT (PERSONLM) OF THE PER- SONNEL DATA BASE. WHEN THE CLASS CODE INPUT IS RECOGNIZED AS A FACULTY CODE, THE FACULTY SEGMENT (PERFACUL) IS ALSO CREATED. ADDITIONAL FACULTY DATA FOR FULLTIME EMPLOYEES CAN BE ADDED AND MAINTAINED BY PER120, AND PER130. PER120 DEALS PRIMARILY WITH DATES EACH FACULTY RANK WAS ATTAINED, THE FIELDS REQUIRED FOR FACULTY CONTRACTS AND TEACHING EXPERIENCE. PER130 PROVIDES THE MEANS OF CAPTURING THE FACULTY MEMBER'S EDUCATIONAL ACHIEVEMENTS, SUCH AS, DEGREE EARNED, MAJOR, MINOR, FICE CODE, DATES AND HOURS. ADJUNCT FACULTY ARE UPDATED BY PER110. SINCE THESE EMPLOYEES ARE INSTRUCTORS, THEIR DATA FROM THE SIS INSTRUCTOR DATA BASE IS ALSO DISPLAYED, FOR INFORMATIONAL PURPOSES ONLY. PART-TIME CLASSIFIED EMPLOYEES ARE INPUT VIA PER111. THEY ARE CODED WITH A POSITION STATUS OF 'P'. COLLEGES USING THE SYSTEM TO RECORD PART-TIME PAYROLL MAY ALSO USE POSITION STATUS OF 'S', '1', '2', '3', OR '4' TO DENOTE WORKSTUDY STUDENTS. EMPLOYEES CODED FOR WORKSTUDY CAN BE EXCLUDED FROM NORMAL PROCESSING. ONCE ALL THE EMPLOYEES ARE ESTABLISHED IN THE DATA BASE, A VARIETY OF BATCH REPORTS ARE AVAILABLE TO VERIFY THE DATA IS CORRECT OR TO SELECT THE EMPLOYEES FOR MANY DIFFERENT PURPOSES. SOME OF THE BASIC TASKS PERFORMED BY THE PERSONNEL OFFICE ARE DESCRIBED BELOW, GIVING GUIDELINES FOR UTILIZING THE PERSONNEL SYSTEM TO AID IN THESE FUNCTIONS. ADJUNCT CONTRACT PREPARATION ---------------------------- EACH TERM, ADJUNCT FACULTY CONTRACTS MUST BE GENERATED FOR PART TIME TEACHING FACULTY. THE PERSONNEL OFFICE WILL CREATE A PERSONNEL RECORD WITH PERTINENT DATA FOR THE ADJUNCT VIA PER100. THE PART- TIME RATE AT WHICH THE ADJUNCT WILL BE PAID, IS INPUT VIA PER110. IN ADDITION, PER110 WILL DISPLAY RELATED DATA FROM THE INSTRUCTOR DATA BASE OF SIS. THERE ARE TWO WAYS TO PROCESS ADJUNCT CONTRACTS. THE CONTRACTS AND REPORTS CAN BE RUN AND CALCULATED EACH TIME THEY ARE PRODUCED, OR THE COLLEGE MAY ELECT TO UPDATE THE DATA BASE WITH THE CONTRACT AMOUNT, PAYMENT CREDITS AND RATE PER CREDIT HOUR FOR EACH CLASS OR PORTION OF A CLASS TAUGHT BY AN ADJUNCT. BOTH METHODS ARE DESCRIBED BELOW. ** NOTE ** THE COLLEGE SHOULD NOT ATTEMPT TO MIX THESE METHODS. NO UPDATE: CONTRACTS AND REPORTS ARE AVAILABLE TO SHOW THE CLASS DATA AS WELL AS TO CALCULATE WORKLOAD CREDITS, PRO-RATED SECTIONS, AND MULTI-MEETINGS. THE PROGRAMS UTILIZED FOR ADJUNCT CONTRACTS USING THE NO UPDATE METHOD ARE: PER112 - POST FLAT CONTRACT AMOUNT PER900 - ADJUNCT FACULTY REPORT PER901S- ADJUNCT FACULTY CONTRACT CALCULATION SUBPROGRAM PER905 - ADJUNCT FACULTY NAME AND ADDRESS LIST PER915 - ADJUNCT FACULTY PAYROLL REPORT PER950 - ADJUNCT FACULTY CONTRACTS REG959 - CLASS STATUS FUNDING ANALYSIS THE ACTUAL CONTRACTS, A REPORT AND LABELS CAN BE GENERATED BY THE PROGRAM PER950. OPTIONS ALLOW THE USERS TO TAILOR THE CONTRACTS FOR THEIR INSTITUTIONS IN THE AREAS OF CLASS PRORATION AND MULTI- MEETINGS. A SUBPROGRAM, PER901S, IS USED TO ENSURE THE ADJUNCT CONTRACT CALCULATIONS ARE UNIFORM FOR ALL PROGRAMS INVOLVED. THE UPDATE PROGRAM, PER112, MAY BE USED TO POST A CONTRACT AMOUNT FOR A SPECIFIC ADJUNCT AND CLASS. THE NORMAL CALCULATIONS ARE BYPASSED AND THE POSTED AMOUNT USED WHEN PRESENT. UPDATE: THE UPDATE METHOD REQUIRES THE PERSONNEL TO IDENTIFY IT'S ADJUNCT FACULTY AS EXPLAINED ABOVE. IN ADDITION, THE COLLEGE FIRST CREATES A CONTRACT TEXT, THEN PRODUCES CONTRACTS ONLINE OR BATCH. EACH TIME A CONTRACT IS GENERATED A RECORD IS STORED IN THE PER- SONNEL DATA BASE FOR THE INSTRUCTOR AND CLASS. THE USER HAS THE OPTION TO REVISE THE CONTRACT IF IT BECOMES APPROPRIATE. PER160 - ONLINE ADJUNCT CONTRACTS PER360 - BATCH ADJUNCT CONTRACTS PER365 - CREATE CONTRACT TEXT PER900 - ADJUNCT FACULTY REPORT PER901S- ADJUNCT FACULTY CONTRACT CALCULATION SUBPROGRAM PER905 - ADJUNCT FACULTY NAME AND ADDRESS LIST PER915 - ADJUNCT FACULTY PAYROLL REPORT THE ACTUAL CONTRACTS, A REPORT AND LABELS CAN BE GENERATED BY THE PROGRAM PER360. OPTIONS ALLOW THE USERS TO TAILOR THE CONTRACTS FOR THEIR INSTITUTIONS IN THE AREAS OF CLASS PRORATION AND MULTI- MEETINGS. A SUBPROGRAM, PER901S, IS USED TO ENSURE THE ADJUNCT CONTRACT CALCULATIONS ARE UNIFORM FOR ALL PROGRAMS INVOLVED. THE UPDATE PROGRAM, PER160, MAY BE USED TO POST A CONTRACT AMOUNT FOR A SPECIFIC ADJUNCT AND CLASS. THE PROGRAMS WILL USE THIS STORED DATA TO PROVIDE ACCURATE ADJUNCT EXPENDITURES, AND WILL NOT RE- CALCULATE THE CONTRACT UNLESS SPECIFICALLY REQUESTED VIA PER160. CEU ADJUNCT CONTRACT PREPARATION -------------------------------- THROUGHOUT THE SEMESTER, FACULTY CONTRACTS MUST BE GENERATED FOR PART-TIME FACULTY WHO ARE TEACHING CEU CLASSES. THE PERSONNEL OFFICE WILL CREATE A PERSONNEL RECORD FOR THE ADJUNCT VIA PER100. THE FORMAT OF THE CONTRACT IS DEFINED THROUGH PROGRAM OPTION SEGMENTS, WHICH ARE LOADED INTO THE DATABASE BY PER365. THE AMOUNT THE INSTRUCTOR WILL BE PAID IS ENTERED USING CEU110, WHICH IS THE ONLINE PROGRAM THAT IS USED TO ADD THE CEU CLASS. PER170 IS USED TO GENERATE THE CONTRACT AND MAINTAIN A RECORD OF THE CONTRACT IN THE PERSONNEL DATA BASE. ONCE THE CONTRACT IS GENERATED, IT CAN BE REVISED BY UPDATING THE DATA VIA CEU110 AND PRINTING AGAIN VIA PER170. PER970 PRODUCES A LIST OF PART-TIME INSTRUCTORS SHOWING THEIR NON-CREDIT CLASSES AND CONTRACT INFORMATION. FACULTY CONTRACT PREPARATION ---------------------------- 1. CLEAR THE FIELDS USED IN COMPUTATIONS. A BATCH UPDATE, PER320, MAY BE RUN TO RESET THESE FIELDS: REC-CON-TYPE (PERFACUL) TO SPACES NON-SALARY (PERFACUL) TO SPACES SAL-INCREASE (PERFACUL) TO SPACES MERIT-DOLLAR (PERFACUL) TO ZEROS MERIT-PERCENT (PERFACUL) TO ZEROS SAL-ADJUST (PERFACUL) TO ZEROS REC-SALARY (PERSONLM) TO ZEROS 2. POST THE NEW MINIMUM AND MAXIMUM SALARIES BY RANK AND ADMIN- ISTRATOR TYPE VIA PER090. NINE MONTH - GRADE CODES 92 THROUGH 96, WHERE THE LAST DIGIT DENOTES FACULTY RANK. TWELVE MONTH - GRADE CODES 82 THROUGH 86, WHERE THE LAST DIGIT DENOTES FACULTY RANK. ADMINISTRATOR TYPES GRADE CODE COUNSELOR/LIBRARIAN I - P1 COORDINATOR I - P2 ASSOC.DEAN/CAMPUS DEAN/ DIRECTOR/DIVISION CHAIR I - P3 COLLEGE DEAN I - P4 PROVOST I - P5 ASSISTANT COORDINATOR/ ADMINISTRATIVE OFFICER I - P6 COORDINATOR II - P7 ASSOC. DEAN/CAMPUS DEAN/ DIRECTOR/DIVISION CHAIR II - P8 COLLEGE DEAN II - P9 COLLEGE DEAN III - PA COLLEGE DEAN IV - PB COLLEGE DEAN V - PC PROVOST II - PD PROVOST III - PE PROVOST IV - PF PROVOST V - PG ** NOTE ** ADMINISTRATOR SALARY RANGES ARE POSTED FOR TWELVE MONTHS. NINE MONTH ADMINISTRATORS ARE HANDLED PROGRAMATICALLY BY APPLYING .75 TO THE RANGES. WHEN THE MINIMUM AND MAXIMUM RANGES HAVE BEEN POSTED, PER590 MAY BE RUN TO VERIFY THE CURRENT AND NEW SALARY RANGES ARE CORRECT FOR EACH GRADE CODE. 3. REVIEW THE CURRENT DATA FIELDS USED IN THE CONTRACT PROCESS FOR VALIDITY. CURRENT CLASS CODE - LAST DIGIT DENOTES RANK. AT THIS TIME THE CURRENT AND NEW CLASS CODE SHOULD BE EQUAL. CURRENT SALARY - MATCHES APPROPRIATE SALARY RANGE ADMINISTRATOR TYPE - CODED CORRECTLY FOR POSITION HELD PERCENT ANNUAL SALARY - USED WHEN EMPLOYEE RECEIVES A PER- CENTAGE OF THE ANNUAL SALARY CURRENT CONTRACT TYPE - CODED ACCORDING TO THE CONTRACT THE EMPLOYEE IS CURRENTLY UNDER CURRENT CONTRACT YEAR - THE NUMBER OF THE YEAR OF THE CURRENT CONTRACT, SUCH AS '3' INDICATING THE THIRD YEAR OF THE CONTRACT TYPE. THE FIRST FOUR ITEMS CAN BE REVIEWED ONLINE AND IF NEEDED, UPDATED VIA PER100. WHEN A REPORT IS DESIRED, RUN PER850 TO LIST THESE ITEMS. THE REMAINING TWO FIELDS CAN BE CHECKED AND UPDATED BY PER120. 4. WHEN THE COLLEGE ADMINISTRATION HAS DETERMINED NEW MULTI-YEAR CONTRACT RECIPIENTS FOR THE UPCOMING YEAR, POST THE VALUE IN THE REC-CON-TYPE FIELD APPROPRIATE TO THE TYPE OF CONTRACT BEING OFFERED. THIS APPLIES ONLY TO NEW MULTI-YEAR APPOINT- MENTS. CURRENT HOLDERS OF MULTI-YEAR CONTRACTS WILL HAVE THEIR CURRENT CONTRACT YEAR AND TYPE ADJUSTED PROGRAMMATICALLY WHEN REPORTED, AND UPDATED WHEN PER300 IS RUN JULY 1ST, AT THE BEGINNING OF THE FISCAL YEAR. 1 - ONE-YEAR APPOINTMENTS. THIS VALUE IS USED WHEN A FACULTY MEMBER HOLDING A MULTI-YEAR CONTRACT NEEDS TO BE RESET TO A ONE-YEAR CONTRACT. 2 - THREE-YEAR APPOINTMENTS. 3 - FIVE-YEAR APPOINTMENTS. ONCE COMPLETE, PER820 MAY BE RUN WITH THE OPTION TO PRINT MULTI-YEAR APPOINTMENT PROPOSALS. 5. ALL PROMOTIONS AND POSITION CHANGES FOR THE UPCOMING YEAR SHOULD BE POSTED TO THE NEW CLASS CODE, ADMINISTRATOR TYPE, AND COLLEGE TITLE AS APPROPRIATE. THE JULY 1ST RUN OF PER300 WILL UPDATE THE CURRENT CLASS CODE WITH THE NEW VALUE. 6. THERE ARE SOME FACULTY MEMBERS WHICH REQUIRE SPECIAL HANDLING DURING THEIR CONTRACT PROCESSING. THE NON-SALARY AND SALARY INCREASE FIELDS ARE USED TO CONTROL THESE CASES. NON-SALARY: BLANK - NORMAL CONTRACT PROCESSING 0 - THE FACULTY MEMBER IS TO RECEIVE A CONTRACT WITH A ZERO CONTRACT AMOUNT. THESE FACULTY MEMBERS WILL NOT BE INCLUDED IN SALARY AVERAGE COMPUTATIONS. 1 - THE FACULTY MEMBER DOES NOT RECEIVE A CONTRACT. 2 - THE FACULTY MEMBER RECEIVES A CONTRACT WITH THE CURRENT SALARY AMOUNT, RE- GARDLESS OF THE OVERALL INCREASE PER- CENTAGE. FACULTY MEMBERS GOING ON LEAVE WITH PARTIAL PAY ARE USUALLY IN THIS CATEGORY. SALARY INCREASE: BLANK - NORMAL CONTRACT PROCESSING Q - THE FACULTY MEMBER IS TO RECEIVE A CONTRACT WITH A SPECIAL PERCENTAGE IN- CREASE, AS POSTED IN THE PERCENTAGE FIELD ON PER120, REGARDLESS OF THE OVER- ALL PERCENTAGE APPLIED FOR NORMAL CON- TRACT PROCESSING. R - THE STAFF MEMBER'S COMPUTED NEW SALARY IS NOT TESTED AGAINST THE SALARY RANGE, BY RANK OR ADMINISTRATOR TYPE. 7. WHEN THE DATA FOR FACULTY AND ADMINISTRATORS IS DEEMED CORRECT, THE PRE-CALCULATED RECOMMENDED SALARY CAN BE INPUT VIA PER100. THE USER SHOULD BE AWARE, THE VALUES INPUT ARE NOT TESTED AGAINST THE SALARY RANGE GRADE TABLE, AND CARE SHOULD BE TAKEN TO INPUT THE CORRECT VALUES. PER820 CAN NOW BE RUN TO PRINT THE REGULAR FACULTY CONTRACTS REFLECTING THE RECOMMENDED SALARIES. IN ADDITION, PER777, FULL-TIME FACULTY SALARY DETAIL REPORT BY COST CENTER AND PER778, FULL-TIME FACULTY INCREASE REPORT BY COST CENTER CAN BE DISTRIBUTED WITH THE CONTRACTS. BUDGET PREPARATION ------------------ AFTER FACULTY CONTRACTS ARE PREPARED, AND THE NEW SALARY GRADE STEPS HAVE BEEN INPUT VIA PER090, FOR CLASSIFIED STAFF, THE BUDGET OFFICE WILL HAVE THE DATA NECESSARY TO BEGIN PREPARATION OF THE BUDGET FOR THE UPCOMING FISCAL YEAR. THE FOLLOWING REPORTS ARE TYPICALLY REQUESTED TO AID IN THIS PROCESS, CULMINATING WITH PER783 WHICH HAS AN OPTION TO SUBMIT THE BUDGET CARD TRANSACTIONS TO VCCS ON OR SHORTLY AFTER JULY 1. TERMINATION DATES CAN BE POSTED IN ADVANCE, WHEN KNOWN, AND THE PROGRAMS WILL EXCLUDE THOSE EMPLOYEES FROM THE CALCULATIONS. PER780 - M & O POSITION LISTING PER781 - FULL-TIME FACULTY BUDGET REPORT PER785 - APPENDIX M DATA PER782 - FULL-TIME CLASSIFIED REPORT PER783 - EDUCATION GENERAL PROGRAM BUDGET GENERALLY, THESE PROGRAMS ARE RUN DURING THE SPRING AND EARLY SUMMER, PRIOR TO PER300 BEING RUN TO TURNOVER FOR THE NEW FISCAL YEAR. ONCE PER300 HAS RUN, THE DATA USED TO PROJECT THE COST OF PERSONNEL FOR THE UPCOMING FISCAL YEAR HAS BEEN MOVED TO THE CURRENT FIELDS. THE PROGRAMS THEN HAVE NO WAY TO COMPARE CURRENT AND FUTURE COSTS AND ARE NOT VALID. PER300 SHOULD NOT BE RUN UNTIL THE BUDGET IS COMPLETE AND HAS BEEN SUBMITTED. YEAR END PROCESSING OCCURS AFTER THE BUDGET HAS BEEN GENERATED. AS MENTIONED ABOVE, PER300 IS RUN TO UPDATE THE "CURRENT" PERSONNEL DATA FIELDS WITH THE "NEW" AND/OR "RECOMMENDED" FIELDS. THE CON- TRACT YEAR IS ADJUSTED FOR MULTI-YEAR APPOINTMENTS, HOWEVER, THOSE FACULTY MEMBERS IN THE FINAL YEAR OF A MULTI-YEAR CONTRACT NOT DESIGNATED TO RECEIVE A RENEWAL, BY THE VALUE IN THE RECOMMENDED CONTRACT TYPE WILL BE RESET TO A ONE YEAR APPOINTMENT. THE NEW CLASS CODE AND CLASS CODE ARE SET EQUAL, THE RECOMMENDED SALARY IS ZEROED OUT, AS ARE THE "NEW" VALUES IN THE SALARY GRADE TABLE, ONCE THEY ARE MOVED TO THE "CURRENT" FIELDS AND THE RECOMMENDED CONTRACT TYPE BECOMES BLANK. PART-TIME PAYROLL ----------------- THE STATE REQUIREMENT THAT PART-TIME CLASSIFIED EMPLOYEES ARE TO BE LIMITED TO 1500 HOURS DURING ONE CALENDAR YEAR CAN BE MONITORED THROUGH THE PERSONNEL SYSTEM. THE EMPLOYEES ARE INPUT VIA PER111, AND CODED AS A POSITION STATUS OF 'P' OR 'S' FOR WORKSTUDY STUDENTS. THEIR EFFECTIVE DATE IS USED TO INDICATE AT WHAT POINT DURING THE YEAR THE 1500 HOURS BEGIN. THIS DATE CAN BE DIFFERENT FROM THEIR EMPLOYMENT DATE, AND WILL BE UPDATED BY LVE300, EVEN THOUGH THEY ARE NORMALLY EXCLUDED FROM PROCESSING. THE ONLINE PROGRAM, PER150 IS USED TO POST THE HOURS WORKED, RATE, AND DEPARTMENT CAMPUS FOR EACH PART-TIME PAYROLL. THE PROGRAM CALCULATES THE GROSS PAY BY MULTIPLYING RATE BY HOURS. THE TOTAL HOURS WORKED SINCE THE LAST EFFECTIVE DATE (EVEN IF IT IS THE PREVIOUS BUDGET YEAR), AND THE TOTAL DOLLARS FOR THE BUDGET YEAR ARE ACCUMULATED. AN INQUIRY, PER155, PROVIDES THE ABILITY FOR MANAGERS TO MONITOR THE HOURS AND DOLLARS FOR THE EMPLOYEES ASSIGNED TO THEM. TWO REPORTS HAVE BEEN INCLUDED TO REPORT THE PAYROLL DATA. PER570 SUMMARIZES THE PAYROLL DATA INPUT FOR EACH PAY PERIOD. THIS REPORT CAN THEN BE USED TO AID IN INPUT TO CIPPS. PER560 IS A MANAGEMENT REPORT DESIGNED TO ASSIST ADMINISTRATORS IN MONITORING THE HOURS AND BUDGET FOR THEIR PART-TIME CLASSIFIED EMPLOYEES. FIN380 IS A FINANCIAL AID PROGRAM THAT USES PART-TIME PAYROLL DATA TO PROVIDE COLLEGE WORKSTUDY PAYROLL INFORMATION. FACULTY OVERLOAD REPORTING -------------------------- SEVERAL PROGRAMS HAVE BEEN DEVELOPED TO ASSIST IN CALCULATING THE OVERLOAD PAY FOR FULLTIME FACULTY MEMBERS. THE OVERLOAD CREDITS AND CONTACT HOURS ARE INPUT VIA PER120. THE REPORT, PER825, CAN CALCULATE THE OVERLOAD FOR FALL, SPRING OR BOTH SEMESTERS. A SUMMER OVERLOAD REPORT, PER990, PROVIDES A SIMILAR FUNCTION FOR 9-MONTH FACULTY TEACHING IN THE SUMMER. FACULTY QUALIFICATIONS ---------------------- THREE PROGRAMS HAVE BEEN DONE TO HELP EVALUATE WHETHER INSTRUCTORS HAVE THE QUALIFICATIONS TO TEACH THE CLASSES THEY HAVE BEEN ASSIGNED. PER190 MAINTAINS THE COURSES INSTRUCTORS ARE QUALIFIED TO TEACH. PER191 IS AN INQUIRY PROGRAM THAT MATCHES THE INSTRUCTORS SCHEDULE AGAINST THEIR QUALIFIED COURSES. PER930 IS A BATCH PROGRAM THAT PRINTS THIS DATA. LEAVE ACCOUNTING INTERFACE -------------------------- WHILE THE LEAVE ACCOUNTING SUBSYSTEM IS A SEPARATE ENTITY, THE PERSONNEL SUBSYSTEM PROVIDES THE DATA NECESSARY TO PERFORM MANY OF THE LEAVE ACCOUNTING FUNCTIONS. THE CLASS CODE, SERVICE DATE, TRANSFER DATE, AND YEARS OF SERVICE ARE USED TO DETERMINE THE LEAVE ACCRUAL RATE AND TYPES OF LEAVE FOR WHICH THE EMPLOYEE IS ENTITLED. LVE300 IS A DAILY UPDATE PROGRAM, WHICH AS PART OF THE LEAVE AC- COUNTING SUBSYSTEM IS DESIGNED TO APPLY LEAVE RECORDS TO THE BAL- ANCES, MAINTAINING A "CURRENT BALANCE" FOR ANNUAL, SICK, FAMILY SICK, PERSONAL, COMPENSATORY, OVERTIME AND MILITARY LEAVE. IT IS ALSO RESPONSIBLE FOR INCREMENTING YEARS OF SERVICE, COLLEGE AS WELL AS STATE, SERVICE DATES, MERIT DATES AND UPDATING THE ANNUAL SALARY WITH THE NEXT STEP WHEN APPROPRIATE. THE LOG PRODUCED BY THIS PROGRAM SHOULD BE CAREFULLY SCRUTINIZED, NOT ONLY FROM THE LEAVE STANDPOINT, BUT ALSO THE PERSONNEL DATA INVOLVED. 3.0 DATA BASE DESIGN ---------------- PERDBD ------ THE PERSONNEL DATA BASE, PERDBD, WILL INCLUDE A ROOT SEGMENT AND FIVE DEPENDENT SEGMENTS. THE DIAGRAM ILLUSTRATES THE HIERARCHIAL SEQUENCE IN WHICH THEY WILL BE FORMATTED. --------------- ] ] ] PERSONLM ] ] ] ] (SOCSECNO) ] --------------- ] ] -----------------------------------------------------------------...... ] ] ] ] ] ] --------------- --------------- --------------- ] ] ] ] ] ] ] PERLEAVE ] ] PERFACUL ] ] PEREDUCN ] ] ] ] ] ] ] ] (LEAVKEY) ] ] (NO KEY) ] ] (SCHOOLID) ] --------------- --------------- --------------- ....-------------------------------------------------------------- ] ] ] ] ] ] --------------- --------------- --------------- ] ] ] ] ] ] ] PERCONT ] ] PERPAYRL ] ] PERQCRS ] ] ] ] ] ] ] ] (CLASSID) ] ] (PAYRLKEY) ] ] (QCRSID) ] --------------- --------------- --------------- 3.1 PERSONLM SEGMENT: 05 SOCIAL-SECURITY PIC 9(9). 05 LAST-NAME PIC X(20). 05 FIRST-NAME PIC X(12). 05 INITAL PIC X(1). 05 ADRESS PIC X(20). 05 CITY PIC X(20). 05 STATE PIC X(2). 05 ZIPCODE PIC X(9). 05 PHONE-HOME. 10 PHONE-HOME-AREA PIC X(3). 10 PHONE-HOME-EXCH PIC X(3). 10 PHONE-HOME-EXTEN PIC X(4). 05 PHONE-OFFICE. 10 PHONE-EXCH-OFC PIC X(3). 10 PHONE-NUM-OFC PIC X(4). 05 BIRTH-DATE-FULL. 10 BIRTH-YEAR. 15 BIRTH-CEN PIC X(2). 15 BIRTH-YR PIC X(2). 10 BIRTH-MO PIC X(2). 10 BIRTH-DAY PIC X(2). 05 BIRTH-DATE-FULL-RED REDEFINES BIRTH-DATE-FULL. 10 FILLER PIC X(2). 10 BIRTH-DATE PIC X(6). 05 CITIZEN PIC X(1). 05 HANDICAP PIC 9(3). 05 RACE PIC X(1). 05 SEX PIC X(1). 05 ANNUAL-SALARY PIC S9(6)V99 COMP-3. 05 REC-SALARY PIC S9(6)V99 COMP-3. 05 PART-TIME-RATE PIC S9(4)V99 COMP-3. 05 CLASS-CODE. 10 CLAS1. 15 CLS1 PIC X(3). 15 CLS2 PIC X(1). 10 CLAS2 PIC X(1). 05 NEW-CLASS-CODE PIC X(5). 05 COLLEGE-TITLE PIC X(40). 05 OBJECT-CODE PIC X(4). 05 POSITION-NO PIC X(5). 05 POSITION-DATE-FULL. 10 POSITION-YEAR. 15 POSITION-CEN PIC X(2). 15 POSITION-YR PIC X(2). 10 POSITION-MO PIC X(2). 10 POSITION-DAY PIC X(2). 05 POSITION-DATE-FULL-RED REDEFINES POSITION-DATE-FULL. 10 FILLER PIC X(2). 10 POSITION-DATE PIC X(6). 05 POSITION-STAT PIC X(1). 05 MERIT-DATE-FULL. 10 MERIT-YEAR. 15 MERIT-CEN PIC X(2). 15 MERIT-YR PIC X(2). 15 MER-YR REDEFINES MERIT-YR PIC 9(2). 10 MERIT-MO PIC X(2). 10 MERIT-DAY PIC X(2). 05 MERIT-DATE-FULL-RED REDEFINES MERIT-DATE-FULL. 10 FILLER PIC X(2). 10 MERIT-DATE PIC X(6). 05 EMPLOYMENT-DATE-FULL. 10 EMPLOYMENT-YEAR. 15 EMPLOYMENT-CEN PIC X(2). 15 EMPLOYMENT-YR PIC X(2). 10 EMPLOYMENT-MO PIC X(2). 10 EMPLOYMENT-DAY PIC X(2). 05 EMPLOYMENT-DATE-FULL-RED REDEFINES EMPLOYMENT-DATE-FULL. 10 FILLER PIC X(2). 10 EMPLOYMENT-DATE PIC X(6). 05 COST-CENTER-ID. 10 COST-CENTER-CAMP PIC X(1). 10 COST-CENTER-NO PIC X(2). 05 YRS-SERVICE PIC 9(2). 05 COLLEGE-SERVICE PIC 9(2). 05 PCT-ANN-SALARY PIC V9(3) COMP-3. 05 GRANT-EXP-DATE-FULL. 10 GRANT-EXP-YEAR. 15 GRANT-EXP-CEN PIC X(2). 15 GRANT-EXP-YR PIC X(2). 10 GRANT-EXP-MO PIC X(2). 10 GRANT-EXP-DAY PIC X(2). 05 GRANT-EXP-DATE-FULL-RED REDEFINES GRANT-EXP-DATE-FULL. 10 FILLER PIC X(2). 10 GRANT-EXP-DATE PIC X(6). 05 ROOM-NUMBER. 10 BUILDING PIC X(3). 10 ROOM-NO PIC X(4). 05 ANNUAL-LEAVE PIC S9(3)V99 COMP-3. 05 SICK-LEAVE PIC S9(4)V99 COMP-3. 05 FAM-SICK-LEAVE PIC S9(2)V99 COMP-3. 05 COMPENSATORY-TIME PIC S9(3)V99 COMP-3. 05 CONTIG-LEAVE PIC S9(2)V99 COMP-3. 05 MILITARY-LEAVE PIC S9(3)V99 COMP-3. 05 INCREASE-DATE-FULL. 10 INCREASE-YEAR. 15 INCREASE-CEN PIC X(2). 15 INCREASE-YR PIC X(2). 15 INC-YR REDEFINES INCREASE-YR PIC 9(2). 10 INCREASE-MO PIC X(2). 10 INCREASE-DAY PIC X(2). 05 INCREASE-DATE-FULL-RED REDEFINES INCREASE-DATE-FULL. 10 FILLER PIC X(2). 10 INCREASE-DATE PIC X(6). 05 SERVICE-DATE-FULL. 10 SERVICE-YEAR. 15 SERVICE-CEN PIC X(2). 15 SERVICE-YR PIC X(2). 15 SERV-YR REDEFINES SERVICE-YR PIC 9(2). 10 SERVICE-MO PIC X(2). 10 SERVICE-DAY PIC X(2). 05 SERVICE-DATE-FULL-RED REDEFINES SERVICE-DATE-FULL. 10 FILLER PIC X(2). 10 SERVICE-DATE PIC X(6). 05 TRANSFER-DATE-FULL. 10 TRANSFER-YEAR. 15 TRANSFER-CEN PIC X(2). 15 TRANSFER-YR PIC X(2). 10 TRANSFER-MO PIC X(2). 10 TRANSFER-DAY PIC X(2). 05 TRANSFER-DATE-FULL-RED REDEFINES TRANSFER-DATE-FULL. 10 FILLER PIC X(2). 10 TRANSFER-DATE PIC X(6). 05 AGENCY-CODE PIC X(3). 05 TIMESHEET-DATE-FULL. 10 TIMESHEET-YEAR. 15 TIMESHEET-CEN PIC X(2). 15 TIMESHEET-YR PIC X(2). 10 TIMESHEET-MO PIC X(2). 10 TIMESHEET-DAY PIC X(2). 05 TIMESHEET-DATE-FULL-RED REDEFINES TIMESHEET-DATE-FULL. 10 FILLER PIC X(2). 10 TIMESHEET-DATE PIC X(6). 05 PAY-DOCK-HOURS PIC S9(2)V99 COMP-3. 05 TERMINATION-DATE-FULL. 10 TERMINATION-YEAR. 15 TERMINATION-CEN PIC X(2). 15 TERMINATION-YR PIC X(2). 10 TERMINATION-MO PIC X(2). 10 TERMINATION-DAY PIC X(2). 05 TERMINATION-DATE-FULL-RED REDEFINES TERMINATION-DATE-FULL. 10 FILLER PIC X(2). 10 TERMINATION-DATE PIC X(6). 05 ADMIN-CODE PIC X(2). 05 COLLEGE-SER-DATE-FULL. 10 COLLEGE-SER-YEAR. 15 COLLEGE-SER-CEN PIC X(2). 15 COLLEGE-SER-YR PIC X(2). 15 COLL-SER-YR REDEFINES COLLEGE-SER-YR PIC 9(2). 10 COLLEGE-SER-MO PIC X(2). 10 COLLEGE-SER-DAY PIC X(2). 05 COLLEGE-SER-DATE-FULL-RED REDEFINES COLLEGE-SER-DATE-FULL. 10 FILLER PIC X(2). 10 COLLEGE-SER-DATE PIC X(6). 05 ANNUAL-HRS-AUTH PIC S9(4) COMP-3. 05 HOURLY-RATE-AUTH PIC S9(2)V99 COMP-3. 05 EFFECTIVE-DATE-FULL. 10 EFFECTIVE-YEAR. 15 EFFECTIVE-CEN PIC X(2). 15 EFFECTIVE-YR PIC X(2). 15 EFF-YR REDEFINES EFFECTIVE-YR PIC 9(2). 10 EFFECTIVE-MO PIC X(2). 10 EFFECTIVE-DAY PIC X(2). 05 EFFECTIVE-DATE-FULL-RED REDEFINES EFFECTIVE-DATE-FULL. 10 FILLER PIC X(2). 10 EFFECTIVE-DATE PIC X(6). 05 HEALTH-CARE-PREMIUM PIC S9(4)V99 COMP-3. 05 RETIREMENT-PLAN PIC X. 05 EEO-CATEGORY PIC X. 05 SPOUSE-FIRST-NAME PIC X(12). 05 REC-ADMIN-CODE PIC X(2). 05 TOTAL-STATE-SERVICE PIC 9(2). 05 TOTAL-SERVICE-DATE-FULL. 10 TOTAL-SERV-YEAR. 15 TOTAL-SERV-CEN PIC X(2). 15 TOTAL-SERV-YR PIC X(2). 10 TOTAL-SERV-MO PIC X(2). 10 TOTAL-SERV-DAY PIC X(2). 05 TOTAL-SERVICE-DATE-FULL-RED REDEFINES TOTAL-SERVICE-DATE-FULL. 10 FILLER PIC X(2). 10 TOTAL-SERVICE-DATE PIC X(6). 05 OVERTIME-LEAVE PIC S9(2)V99 COMP-3. 05 OVERTIME-LVE-ELIG PIC X(1). 05 SCHOOL-ASSIST-LEAVE PIC S9(2)V99 COMP-3. 05 HEALTH-CARE-TYPE. 10 HEALTH-CARE-ENROL PIC X(1). 10 HEALTH-CARE-PLAN PIC X(2). 05 ALT-COST-CENTER-ID PIC X(3). 05 NICKNAME PIC X(14). 05 USERID PIC X(8). 05 FRS-ACCOUNT-CODE. 10 FRS-FUND-GROUP PIC X(1). 10 FRS-DEPT-CAMP. 15 FRS-DEPT-NO PIC X(4). 15 FRS-CAMPUS PIC X(1). 05 FAMILY-LEAVE PIC S9(3)V99 COMP-3. 05 PERSONLM-DBD-FILLER PIC X(40). 05 PERSONLM-COPY-FILLER PIC X(20). 3.2 PERLEAVE SEGMENT: 05 LEAVE-KEY. 10 LEAVE-DATE. 15 LEAVE-YR PIC X(2). 15 LEAVE-MO PIC X(2). 15 LEAVE-DAY PIC X(2). 10 LEAVE-TYPE PIC X. 05 LEAVE-HOURS PIC S9(4)V99 COMP-3. 05 LEAVE-CODE PIC X(2). 05 PERLEAVE-DBD-FILLER PIC X(22). 05 PERLEAVE-COPY-FILLER PIC X(20). 3.3 PERFACUL SEGMENT: 05 ASST-INST-DATE. 10 ASST-INST-YR PIC X(2). 10 ASST-INST-MO PIC X(2). 05 INSTRUCTOR-DATE. 10 INSTRUCTOR-YR PIC X(2). 10 INSTRUCTOR-MO PIC X(2). 05 ASST-PROF-DATE. 10 ASST-PROF-YR PIC X(2). 10 ASST-PROF-MO PIC X(2). 05 ASSOC-PROF-DATE. 10 ASSOC-PROF-YR PIC X(2). 10 ASSOC-PROF-MO PIC X(2). 05 PROFESSOR-DATE. 10 PROFESSOR-YR PIC X(2). 10 PROFESSOR-MO PIC X(2). 05 BEGIN-RANK PIC X. 05 COL-NO-HIRED PIC X. 05 CUR-COL-NO PIC X. 05 CUR-CON-DATE. 10 CUR-CON-YR PIC X(2). 10 CUR-CON-MO PIC X(2). 10 CUR-CON-DAY PIC X(2). 05 CUR-CON-TYPE PIC X. 05 CUR-CON-YEAR PIC X. 05 CUR-EVAL-DATE. 10 CUR-EVAL-YR PIC X(2). 10 CUR-EVAL-MO PIC X(2). 10 CUR-EVAL-DAY PIC X(2). 05 CUR-EVALUATION PIC X. 05 EVALUATION1 PIC X. 05 EVALUATION2 PIC X. 05 EVALUATION3 PIC X. 05 CURR-TYPE PIC X(4). 05 TEACH-FIELD1 PIC X(6). 05 TEACH-FIELD2 PIC X(6). 05 TEACH-FIELD3 PIC X(6). 05 CON-COLL-TEACH PIC S9(2)V99 COMP-3. 05 OTHER-COLL-EXP PIC S9(2)V99 COMP-3. 05 VCCS-TEACH-EXP PIC S9(2)V99 COMP-3. 05 FOUR-YR-TCH-EXP PIC S9(2)V99 COMP-3. 05 TWO-YR-TCH-EXP PIC S9(2)V99 COMP-3. 05 REL-OCCUPATION PIC S9(2)V99 COMP-3. 05 NON-SALARY PIC X. 05 REC-COL-NO PIC X. 05 REC-CON-TYPE PIC X. 05 SAL-INCREASE PIC X. 05 MERIT-DOLLAR PIC S9(4) COMP-3. 05 MERIT-PERCENT PIC SV9999 COMP-3. 05 SALARY-ADJUST PIC S9(4) COMP-3. 05 HIGH-SCH-TCH-EXP PIC S9(2)V99 COMP-3. 05 BONUS-DOLLAR PIC S9(4) COMP-3. 05 FAC-FALL-CREDIT-HRS PIC S9(2)V99 COMP-3. 05 FAC-FALL-CONT-HRS PIC S9(2)V99 COMP-3. 05 FAC-SPRING-CREDIT-HRS PIC S9(2)V99 COMP-3. 05 FAC-SPRING-CONT-HRS PIC S9(2)V99 COMP-3. 05 REC-BONUS-DOLLAR PIC S9(4) COMP-3. 05 REC-MERIT-DOLLAR PIC S9(4) COMP-3. 05 REC-MERIT-PERCENT PIC SV9999 COMP-3. 05 PERFACUL-DBD-FILLER PIC X(34). 05 PERFACUL-COPY-FILLER PIC X(20). 3.4 PEREDUCN SEGMENT: 05 TRANSFER-COLLEGE-FICE PIC X(6). 05 DEGREE-NAME PIC X(10). 05 DEGREE-DATE. 10 DEGREE-YR PIC X(2). 10 DEGREE-MO PIC X(2). 05 DEGREE-EARN PIC X. 05 MAJOR-CODE PIC X(6). 05 MINOR-CODE PIC X(6). 05 INCLUSIVE-DATE. 10 INCLUSIVE-BEG-YR PIC X(2). 10 INCLUSIVE-END-YR PIC X(2). 05 TEACH-FLD-HOURS PIC S9(3)V9 COMP-3. 05 MAJOR-HOURS PIC S9(3)V9 COMP-3. 05 PLAN-PROG-HRS PIC S9(3)V9 COMP-3. 05 TOTAL-HOURS PIC S9(3)V9 COMP-3. 05 PEREDUCN-DBD-FILLER PIC X(26). 05 PEREDUCN-COPY-FILLER PIC X(20). 3.5 PERCONT SEGMENT 05 CLASS-ID. 10 TERM-ID. 15 TERM-YR PIC X(2). 15 TERM-CODE PIC X(1). 10 CAMPUS PIC X(1). 10 DEPARTMENT PIC X(4). 10 COURSE-NUM PIC X(3). 10 SECTION-NO PIC X(2). 10 LEC-LAB PIC X(1). 05 FLAT-CONTRACT-AMT PIC S9(6)V99 COMP-3. 05 MULTI-MEET-INCLUSION PIC X. 05 PART-TIME-RATE PIC S9(5)V99 COMP-3. 05 PAYMENT-CREDITS PIC S9(3)V99 COMP-3. 05 MULTI-MEET-PAID PIC X(1). 05 DATE-LAST-CONTRACT. 10 YEAR-LAST-CONTRACT PIC X(2). 10 MONTH-LAST-CONTRACT PIC X(2). 10 DAY-LAST-CONTRACT PIC X(2). 05 CONTRACT-PRORATED PIC X(1). 05 REVISED-FLAG PIC X(1). 05 DBD-FILLER PIC X(24). 05 COPY-FILLER PIC X(20). 3.6 PERPAYRL SEGMENT NOTE: MOST OF THE DATA ELEMENTS INDICATED AS 'CIPPS' ARE FOR FUTURE ENHANCEMENT BY TCC. 05 PAYROLL-KEY. 10 BUDGET-YEAR. 15 BEG-BUDGET-YEAR PIC X(2). 15 END-BUDGET-YEAR PIC X(2). 10 PAY-PERIOD-DATE. 15 PAY-PERIOD-YEAR PIC X(2). 15 PAY-PERIOD-MONTH PIC X(2). 15 PAY-PERIOD-DAY PIC X(2). 10 RECORD-SUFFIX PIC X(2). 05 PAYROLL-TYPE PIC X(1). 05 FRS-DEPT-CAMP. 10 FRS-DEPT-NO PIC X(4). 10 FRS-CAMPUS PIC X(1). 05 HOURS-WORKED PIC S9(3)V99 COMP-3. 05 HOURLY-RATE-AUTH PIC S9(3)V99 COMP-3. 05 END-PERIOD-DATE. 10 END-PERIOD-YEAR PIC X(2). 10 END-PERIOD-MONTH PIC X(2). 10 END-PERIOD-DAY PIC X(2). 05 BEGIN-WORK-PERIOD. 10 BEGIN-WORK-YEAR PIC X(2). 10 BEGIN-WORK-MONTH PIC X(2). 10 BEGIN-WORK-DAY PIC X(2). 05 END-WORK-PERIOD. 10 END-WORK-YEAR PIC X(2). 10 END-WORK-MONTH PIC X(2). 10 END-WORK-DAY PIC X(2). 05 NEXT-YRS-HOURS PIC S9(3)V99 COMP-3. 05 CIPPS-EQUIV-DATA. 10 CIPPS-PAYROLL PIC X(3). 10 CIPPS-DISTRIBUTION. 15 CIPPS-PERCENT PIC S9V99 COMP-3. 15 CIPPS-GRO-PAY PIC S9(5)V99 COMP-3. 15 CIPPS-RETIRE. 20 CIPPS-PEN-CODE PIC X(2). 20 CIPPS-RETIRE16-AMT PIC S9(5)V99 COMP-3. 15 CIPPS-PAY-TYPE PIC X(2). 15 CIPPS-SOC-SEC-AMT PIC S9(5)V99 COMP-3. 15 CIPPS-GROUP-INS-AMT PIC S9(5)V99 COMP-3. 15 CIPPS-HEALTH-INS-AMT PIC S9(5)V99 COMP-3. 15 CIPPS-COST-CODE PIC X(3). 15 CIPPS-FUND PIC X(4). 15 CIPPS-PROG PIC X(3). 15 CIPPS-SUBPGM PIC X(2). 15 CIPPS-ELEMENT PIC X(2). 15 CIPPS-PROJECT PIC X(5). 15 CIPPS-OBJECT PIC X(4). 10 CIPPS-VOUCHER-NO PIC X(8). 10 CIPPS-PAY-PERIOD-ENDING. 15 CIPPS-END-MO PIC X(2). 15 CIPPS-END-DAY PIC X(2). 15 CIPPS-END-YR PIC X(2). 10 CIPPS-AGY-USE. 15 CIPPS-AGY-USE-APPRO PIC X(2). 15 CIPPS-AGY-USE-CAMPUS PIC X(1). 15 CIPPS-AGY-USE-DEPT PIC X(3). 10 CIPPS-NEGATIVE-FLAG PIC X(1). 10 CIPPS-CUR-PAYTYPE-FICA PIC X(1). 10 CIPPS-RETIRE14-AMT PIC S9(5)V99 COMP-3. 10 CIPPS-RETIRE15-AMT PIC S9(5)V99 COMP-3. 05 PERPAYRL-DBD-FILLER PIC X(32). 05 PERPAYRL-COPY-FILLER PIC X(20). 3.7 PERQCRS SEGMENT 05 COURSE-ID. 10 DEPARTMENT PIC X(4). 10 COURSE-NUM PIC X(3). 10 LEC-LAB PIC X(1). 05 EXCEPTION-INDICATOR PIC X(2). 05 PERQCRS-DBD-FILLER PIC X(20). 05 PERQCRS-COPY-FILLER PIC X(20). 4.0 PROGRAM ABSTRACTS ----------------- ONLINE UPDATE/INQUIRY PROGRAMS ------------------------------ PER050 - CLASSIFICATIONS UPDATE PER090 - PERSONNEL SALARY GRADE UPDATE PER100 - PERSONNEL MASTER UPDATE PER105 - PERSONNEL SOCIAL SECURITY CHANGE AND DELETE PER110 - PERSONNEL PART-TIME FACULTY UPDATE PER111 - PART-TIME CLASSIFIED UPDATE PER112 - ADD FLAT CONTRACT AMT. FOR PT FAC PER115 - PERSONNELL ADJUNCT FAC. INQUIRY PER120 - PERSONNEL FACULTY UPDATE PER125 - PERSONNEL FACULTY DETAIL INQUIRY PER130 - PERSONNEL EDUCATION UPDATE PER140 - GENERATE PERSONNEL P-3 FORMS PER150 - PERSONNEL PART-TIME PAYROLL UPDATE PER155 - PERSONNEL PART-TIME PAYROLL INQUIRY PER160 - ADJUNCT FACULTY INQUIRY/UPDATE PER170 - CEU ADJUNCT FACULTY INQUIRY/UPDATE PER180 - UPDATE PERSONNEL PHONE DATA PER190 - PERSONNEL QUALIFIED COURSES UPDATE PER191 - PERSONNEL QUALIFICATION INQUIRY PER235 - PERSONNEL DETAIL INQUIRY PER245 - PART-TIME CLASSIFIED STAFF INQUIRY PER250 - CLASSIFIECATION MASTER INQUIRY PER255 - PERSONNEL EDUCATION INQUIRY PER290 - PERSONNEL SALARY GRADE INQUIRY BATCH UPDATE PROGRAMS --------------------- PER300 - PERSONNEL ANNUAL SALARY UPDATE PER310 - PRINT/DELETE PERSONNEL LOG RECORDS PER320 - FACULTY CONTRACT PREPARATION UPDATE PER330 - PROPOSED FACULTY SALARY REPORT PER360 - BATCH ADJUNCT FACULTY CONTRACTS PER365 - CREATE ADJUNCT FACULTY TEXT RECORDS (CREDIT AND CEU) BATCH REPORT PROGRAMS --------------------- PER550 - CLASSIFICATION REFERENCE LIST PER560 - PART-TIME PAYROLL BUDGET REPORT PER570 - PART-TIME PAYROLL SUMMARY REPORT PER590 - PAYGRADE MASTER REFERENCE LIST PER600 - AWARD ELIGIBILTY REPORT PER605 - MINORITY REPORT PER620 - APPOINTMENT PROPOSAL PER625 - RANK AND SALARY PROPOSAL PER700 - FACULTY DATA SHEET PER710 - PERSONNEL ACCOUNTING MERIT LIST PER720 - FULL-TIME CLASSIFIED STAFF POSITION LIST PER730 - FULL-TIME PERSONNEL REPORT PER740 - FULL-TIME STAFF BY COST CENTER PER750 - PERSONNEL NAME/ADDRESS LABELS PER751 - PERSONNEL IN-HOUSE LABELS PER752 - INSTRUCTORS BY TERM TAUGHT PER760 - FULL-TIME STAFF REPORT PER761 - FULL TIME FACULTY BY RANK/APPOINTMENT PER762 - PAYROLL SUMMARY ADM. FACULTY/RANK PER763 - FACULTY INCREASE REPORT PER764 - SALARY SUMMARY FOR ADM. FACULTY PER765 - NINE - TWELVE MONTH PAYROLL SUMMARY PER770 - FULL-TIME EMPLOYEE NAME AND ADDRESS REPORT PER772 - MULTI-YEAR APPOINTMENT/ELIGIBILTY PER776 - OLD AND NEW SALARY LISTING PER777 - FULL-TIME FACULTY SALARY INCREASE REPORT PER778 - FULL-TIME SALARY INCREASE REPORT PER779 - PERSONNEL ATTACHMENTS A-1, A-2, B-1, B-2 PER780 - M & O PERSONNEL LISTING PER781 - FULL-TIME FACULTY BUDGET REPORT PER782 - FULL-TIME CLASSIFIED STAFF BUDGET REPORT PER783 - EDUCATIONAL GENERAL PROGRAMS (FORM 01-P) PER784 - FACULTY SALARY ADJUSTMENTS PER785 - SELECTED PERSONNEL PROGRAM TOTALS PER786 - AFFIRMATIVE ACTION REPORT PER787 - 9-MONTH SUMMER WEEKLY SALARY RATES PER788 - SUMMER FACULTY LISTING PER789 - FULL-TIME PERSONNEL YEARS OF SERVICE PER790 - VACANT/ABOLISHED POSITIONS PER795 - F-T CLASSIFIIED STAFF PROMOTION REPORT PER796 - F-T PERSONNEL HIRED REPORT PER797 - FULL-TIME PERSONNEL AGE REPORT PER800 - STAFF TELEPHONE DIRECTORY PER805 - ANNUAL MEMOS FOR UPDATE FACULTY PER806 - FACULTY & STAFF DIRECTORY PER815 - CREATE VM PHONE FILE PER820 - FULL-TIME APPOINTMENT PROPOSALS PER825 - FULLTIME FACULTY WORK OVERLOAD PER850 - PERSONNEL DETAIL LISTING PER900 - PART-TIME FACULTY CONTRACT AMOUNT REPORT PER901S- ADJUNCT FACULTY CONTRACT CALCULATION SUBPROGRAM PER905 - ADJUNCT FACULTY LIST BY CAMPUS, DIVISION OR COLLEGE PER906 - ADJUNCT FACULTY LIST PER910 - ADJUNCT FACULTY TENTATIVE ASSIGNMENT PER915 - ADJUNCT FACULTY PAYROLL REPORT BY DIVISION OR COLLEGE PER920 - ADJUNCT FACULTY QUALIFICATIONS PER930 - FACULTY QUALIFICATION REPORT PER950 - ADJUNCT FACULTY CONTRACTS PER951 - ADJUNCT FACULTY CONTRACTS PER961 - TIME SHEET LABELS PER962 - PERSONNEL STAFFING & RANK SUMMARY PER963 - PERSONNEL LEAVE BALANCES REPORT PER965 - PERSONNEL LEAVE BALANCES REPORT PER966 - EMPLOYEES BY SEX AND RACE PER967 - COPY PERSONNEL DATA TO TAPE PER968 - ADMINISTRATORS TITLE REPORT PER969S- CONTINOUS FORM ENVELOPE PER970 - NON-CREDIT ADJUNCT FACULTY REPORT PER973 - EMPLOYEE CIVIL LEAVE REPORT PER990 - 9-MONTH FACULTY SUMMARY OVERLOAD REPORT PER995 - CHARITABLE CONTRIBUTION FORMS RELATED PERSONNEL PROGRAMS IN OTHER SUBSYSTEMS ---------------------------------------------- ONLINE PROGRAMS --------------- REF116 - PERSONNEL FRS CAMPUS/COLLEGE UPDATE REF117 - PERSONNEL FRS FUND GROUP UPDATE REF120 - PERSONNEL COST CENTER MASTER UPDATE REF126 - PERSONNEL FRS DEPARTMENT/CAMPUS UPDATE REF130 - PERSONNEL AGENCY MASTER UPDATE REF135 - HEGIS CODE UPDATE REF160 - PERSONNEL PART-TIME PAYROLL CONTROL DATA UPDATE BATCH PROGRAMS --------------- FIN380 - UPDATE WORKSTUDY FROM PART-TIME PAYROLL REF616 - FRS CAMPUS/COLLEGE REFERENCE LIST REF617 - FRS FUND GROUP CODE REFERENCE LIST REF620 - COST CENTER REFERENCE LIST REF627 - FRS DEPARTMENT/CAMPUS REFERENCE LIST REF630 - TRANSFER AGENCY REFERENCE LIST REF635 - HEGIS CODE LISTING REG959 - CLASS STATUS FUNDING ANALYSIS 5.0 IMPLEMENTATION PROCEDURES ------------------------- THE FOLLOWING PROCEDURES MAY BE USED AS A GUIDELINE FOR PREPARING TO IMPLEMENT THE PERSONNEL SUBSYSTEM. MANY OF THE STEPS APPLY TO THE LEAVE ACCOUNTING SUBSYSTEM AS WELL. 1. THE CONTROL SEGMENTS THAT THE PERSONNEL SUBSYSTEM NEEDS ARE IDENTIFIED BELOW, ALONG WITH THE REFERENCE PROGRAMS THAT WILL BE USED TO INPUT AND REPORT THEM. THEY SHOULD BE ENTERED PRIOR TO USING THE PERSONNEL PROGRAMS, AS MANY OF THEM EDIT AGAINST THE SEGMENTS OR USE DATA FROM THEM. THE COPYLIB MEMBERS WITH CORRESPONDING NAMES CAN BE CONSULTED TO ASSIST IN IDENTIFYING THE REQUIRED DATA. CLASSIFICATION CODES (CTLCLSCD) ------------------------------- USE PER050 TO INPUT THE CLASSIFICATION CODES. PER550 CAN BE RUN TO VERIFY THE CORRECT VALUES. SALARY GRADE CODES (CTLGRADE) ----------------------------- USE PER090 TO ENTER THE SALARY GRADE TABLE. IF THE TIME OF YEAR IS SUCH THAT THE "NEW" VALUES ARE KNOWN AND MAY BE NEEDED, INPUT BOTH THE "CURRENT" AND "NEW" VALUES, OTHERWISE THE "NEW" VALUES SHOULD REMAIN ALL ZEROS. PER590 MAY BE RUN TO VERIFY THE SALARY STEPS. MESSAGE MASTER CODES (CTLMESSG) ------------------------------- ENTER THE MESSAGE MASTER CODES AND MESSAGES REQUIRED BY THE PER- SONNEL VIA REF065. INDIVIDUAL PROGRAM DOCUMENTATION SHOULD BE CONSULTED TO DETERMINE THE MESSAGES NEEDED. REF565 MAY BE RUN TO CHECK THE MESSAGES FOR ACCURACY. PROGRAM OPTIONS (CTLPROPT) -------------------------- ENTER THE PROGRAM OPTIONS USING REF070. THE SYSTEM OPTIONS WILL BE DESCRIBED IN DETAIL LATER IN THE SYSTEM DOCUMENTATION. THE PROGRAM DOCUMENTATION SHOULD BE CONSULTED FOR THE PROGRAM DEPEN- DENT OPTIONS. REF570 MAY BE RUN TO CHECK THE OPTIONS INPUT. TRANSFER COLLEGE FICE CODES (CTLTCOLL) -------------------------------------- INPUT THE SCHOOL CODES THAT MAY BE NEEDED FOR PERSONNEL ON THE REF090 SCREEN. REF590 CAN BE RUN TO CHECK THE CODES. FRS FUND GROUP CODES (CTLFNDGP) -------------------------------------- INPUT THE FRS FUND GROUP CODES ON REF117. THE CODES CORRES- POND TO THE FRS SUBSIDIARY LEDGER DESIGNATIONS. CODES 1 - 9 ARE USED. RUN REF617 TO VERIFY THE DATA. FRS CAMPUS/COLLEGE CODES (CTLFCAMP) -------------------------------------- INPUT THE FRS CAMPUS/COLLEGE INFORMATION ON REF116. THE SUB- SYSTEM REQUIRES THE CAMPUS DESIGNATIONS TO BE NUMERIC. THEY CORRESPOND TO THE FRS CODES. USE REF616 TO VERIFY THE DATA. FRS DEPARTMENT/CAMPUS CODES (CTLFDEPT) ---------------------------------------- ENTER THE FRS DEPARTMENT/CAMPUS DATA VIA REF126. AS WITH THE FRS CAMPUS/COLLEGE DATA AND THE COST CENTER CODES, THESE ARE NUMERIC VALUES THAT CORRESPOND TO THE STATE CHART OF ACCOUNTS. REF627 IS AVAILABLE TO CHECK THE DATA FOR ACCURACY. COST CENTER CODES (CTLCSTCR) ---------------------------- USE REF120 TO ENTER THE COST CENTER DATA. THESE ARE NUMERIC CODES. REF620 CAN BE RUN TO CHECK THE COST CENTER INFORMATION. AGENCY CODE (CTLAGNCY) ---------------------- REF130 CAN BE USED TO ENTER THE AGENCY INFORMATION. RUN REF630 TO VERIFY THE INPUT. HEGIS CODES (CTLHEGIS) ---------------------- INPUT THE HEGIS CODE INFORMATION USING REF135. RUN REF635 TO CHECK THE DATA. PERSONNEL PART-TIME PAYROLL CONTROL DATA (CTLPAYRL) --------------------------------------------------- INPUT THE 26 BEGINNING AND ENDING PAY PERIOD DATES USING REF160 PRIOR TO USING PER150. 2. INPUT THE PERSONNEL DATA USING PER100. ADDITIONAL DATA FOR FULL TIME FACULTY CAN BE INPUT USING PER120, AND THE CORRESPONDING EDUCATIONAL INFORMATION ON PER130. PART-TIME FACULTY NEED THEIR RATE RECORDED USING PER110. 3. ADJUNCT AND FULL-TIME FACULTY CONTRACTS THAT ARE CONTINUOUS FORMS MAY NEED TO BE ORDERED FOR COLLEGES NOT PRESENTLY USING THEM. 5.1 CONTENTS OF SYSTEM PROGRAM OPTION(S) ------------------------------------ PERS00 RECORD 01 ---------------- FIELD FIELD POS. CONTENTS ------------------------------------------------------------------ ] ] ] ] 01 - 08 ] PERSONNEL PHONE NUMBER ] ]---------------]------------------------------------------------] ] 09 - 16 ] DATE COLLEGE BEGAN (CCYYMMDD) ] ]---------------]------------------------------------------------] ] 17 - 90 ] SPACES (RESERVED FOR FUTURE USE) ] ] ] ] ------------------------------------------------------------------ PERS01 RECORD 01 ---------------- FIELD FIELD POS. CONTENTS ------------------------------------------------------------------ ] ] ] ] 01 - 06 ] BEGINNING DATE OF MERIT EXCLUSION, AS YYMMDD ] ]---------------]------------------------------------------------] ] 07 - 12 ] ENDING DATE OF MERIT EXCLUSION, AS YYMMDD ] ]---------------]------------------------------------------------] ] 13 - 90 ] SPACES (RESERVED FOR FUTURE USE) ] ] ] ] ------------------------------------------------------------------ PERS01 RECORD 02 ---------------- FIELD FIELD POS. CONTENTS ------------------------------------------------------------------ ] ] ] ] 01 - 06 ] BEGINNING DATE OF TIME SHEET DATES, AS YYMMDD ] ]---------------]------------------------------------------------] ] 07 - 12 ] ENDING DATE OF TIME SHEET DATES, AS YYMMDD ] ]---------------]------------------------------------------------] ] 13 - 90 ] SPACES (RESERVED FOR FUTURE USE) ] ] ] ] ------------------------------------------------------------------ PERS02 RECORD 01 ---------------- ADJUNCT CONTRACTS ----------------- FIELD FIELD POS. CONTENTS ------------------------------------------------------------------ ] ] COLLEGE-DEFINED SESSION CODES USED TO DETERMINE] ] 01 - 20 ] MULTI-MEET BONUS FOR ADJUNCT CONTRACTS ] ]---------------]------------------------------------------------] ] 21 - 26 ] ADJUNCT CONTRACT DEFAULT RATE USED WHEN THE IN-] ] ] STRUCTOR DOES NOT HAVE A RATE ON FILE ] ]---------------]------------------------------------------------] ] 27 - 30 ] THE MINIMUM CLASS-CREDITS VALUE (IN HUNDREDTHS)] ] ] OF CLASSES FOR WHICH INSTRUCTORS MAY BE ] ] ] ELIGIBLE TO RECEIVE A MULTIPLE-MEETING BONUS. ] ] ] DEFAULT OF 99.99 IS USED WHEN BLANK OR RECORD ] ] ] IS MISSING. ] ]---------------]------------------------------------------------] ] 32 - 32 ] MULTI-MEET BONUS OPTION ] ] ] '1' - YES ] ] ] '2' - NO ] ] ] '3' - FIRST MULTI-MEETING CLASS ONLY ] ]---------------]------------------------------------------------] ] 33 - 40 ] DATE GRADES ARE DUE FOR FALL 'MM/DD/YY' ] ]---------------]------------------------------------------------] ] 41 - 48 ] DATE GRADES ARE DUE FOR SPRING 'MM/DD/YY' ] ]---------------]------------------------------------------------] ] 49 - 56 ] DATE GRADES ARE DUE FOR SUMMER 'MM/DD/YY' ] ]---------------]------------------------------------------------] ] 57 - 64 ] DATE CONTRACT IS TO BE RETURNED 'MM/DD/YY' ] ]---------------]------------------------------------------------] ] 65 - 90 ] SPACES (RESERVED FOR FUTURE USE) ] ------------------------------------------------------------------ PERS06 RECORDS 01 - 20 (MAXIMUM OF 12 IF NUMBERS ARE SKIPPED) ---------------------- FACULTY QUALFICATIONS --------------------- FIELD FIELD POS. CONTENTS ------------------------------------------------------------------ ] 01 - 73 ] TEXT TO DEFINE THE EXCEPTION CODE. THE ] ] ] EXCEPTION CODE IS THE RECORD NUMBER. ] ]---------------]------------------------------------------------] ] 75 - 90 ] SPACES (RESERVED FOR FUTURE USE) ] ------------------------------------------------------------------ PERS09 RECORD 01 - 99 PERS10 RECORD 01 - 99 --------------------- ADJUNCT CONTRACTS ----------------- THESE OPTION RECORDS SUPPLY PER160 AND PER360 WITH THE FORMAT OF THE PRINTED CONTRACT. PLEASE SEE PER160 OR PER360 DOCUMENTATION FOR MORE EXPLANATION. FIELD POSITION(S) FIELD CONTENTS ----------- ------------------------------------------------------ 01 - 02 COMMAND CODE 03 - 80 TEXT PERS11 RECORD 01 - 99 PERS12 RECORD 01 - 99 --------------------- CEU ADJUNCT CONTRACTS --------------------- THESE OPTION RECORDS SUPPLY PER170 WITH THE FORMAT OF THE PRINTED CEU CONTRACT. PLEASE SEE PER170 DOCUMENTION FOR MORE EXPLANATION. FIELD POSITION(S) FIELD CONTENTS ----------- ------------------------------------------------------ 01 COMMAND CODE ('@', '$', OR SPACE) 02 SPACE 03 - 80 TEXT 8.0 DOCUMENTATION CHANGE HISTORY: ----------------------------- 8.1 VERSION NO: V3.7 CHANGE DATE: 3/88 PROGRAMMER NAME: SUE DOTSON PROGRAM CHANGE REQUEST NO: N/A DESCRIPTION OF CHANGE: RELEASE VERSION 8.2 VERSION NO: V4.9 CHANGE DATE: 12/89 PROGRAMMER NAME: S. EDMONDS PROGRAM CHANGE REQUEST NO: 00004497 DESCRIPTION OF CHANGE: REVISED THE DOCUMENTATION TO ADD THE FOLLOWING PROGRAMS TO THE 4.0 PROGRAM ABSTRACTS SECTION: PER111 PER112 PER115 PER125 PER235 PER245 PER250 PER255 PER290 PER330 PER600 PER605 PER620 PER625 PER750 PER761 PER772 PER788 PER795 PER796 PER800 PER805 PER825 PER850 PER906 PER910 PER951 PER961 PER962 PER963 PER965 PER966 PER967 PER968 PER969S PER973 PER990 PER995 8.3 VERSION NO: V4.23 CHANGE DATE: 05/91 PROGRAMMER NAME: SUE DOTSON PROGRAM CHANGE REQUEST NO: 00002091 DESCRIPTION OF CHANGE: REVISED DOCUMENTATION TO INCLUDE ENHANCEMENTS FOR ADJUNCT CONTRACT PROCESSING, PART-TIME PAYROLL, AND NEW PROGRAMS. 8.4 VERSION NO: V4.24 CHANGE DATE: 06/14/91 PROGRAMMER NAME: EUGENE WALLO PROGRAM CHANGE REQUEST NO: 00008066 DESCRIPTION OF CHANGE: -CHANGED SECTION 5.1 OF THE DOCUMENTATION, TO ACCOMMODATE THE REVISED FORMAT OF PROGRAM-OPTION SEGMENT # PERS0201. (THE SEGMENT'S FORMAT WAS REVISED VIA REQUEST # 00007914 FOR PER901S.) 8.5 VERSION NO: V4.28 CHANGE DATE: 11/15/91 PROGRAMMER NAME: SUE DOTSON PROGRAM CHANGE REQUEST NO: 00008707 DESCRIPTION OF CHANGE: 1. CHANGED DOCUMENTATION TO INCLUDE THE ADJUNCT FACULTY CONTRACT ENHANCEMENTS. PROGRAM CHANGE REQUEST NO: 00008416 DESCRIPTION OF CHANGE: 1. CHANGED DOCUMENTATION TO CLARIFY THE PERS0201 OPTION. 8.6 VERSION NO: V4.44 CHANGE DATE: 03/15/93 PROGRAMMER NAME: SUE TATE PROGRAM CHANGE REQUEST NO: 00011642 DESCRIPTION OF CHANGE: 1. CHANGED DOCUMENTATION TO REMOVE OLD REFERENCE CAMPUS AND DEPARTMENT CODES AND PROGRAMS, AND ADD THE NEW VALUES FOR PERSONNEL THAT CORRESPOND TO THE FRS CODES. THE NEW SEGMENTS ARE CTLFCAMP, CTLFNDGP, AND CTLFDEPT. THE NEW PROGRAMS ARE REF116, REF117, REF126, REF616, REF617, AND REF627. REMOVED REFERENCES TO CTLBCAMP, CTLDEPT, REF115, REF125, REF615 AND REF625. 8.7 VERSION NO: V5.01 CHANGE DATE: 06/16/93 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: 00011907 DESCRIPTION OF CHANGE: CHANGED DOCUMENTATION TO INCLUDE CEU ADJUNCT CONTRACT PROGRAMS, PER170 AND PER970. ALSO ADDED SYSTEM OPTION SEGMENTS USED TO CREATE ADJUNCT FACULTY CONTRACTS, BOTH CREDIT AND CEU. PROGRAM CHANGE REQUEST NO: 00011252 DESCRIPTION OF CHANGE: CHANGED DOCUMENTATION TO REFLECT CHANGES TO PART-TIME PAYROLL. ADDED REF160 AND REMOVED SYSTEM OPTION SEGMENTS FOR PART-TIME PAYROLL DATES, AS THESE ARE NOW STORED IN THE CONTROL DATA BASE IN A SPECIAL SEGMENT INSTEAD OF BEING ENTERED AS PROGRAM OPTIONS. 8.8 VERSION NO: V5.09 CHANGE DATE: 02/15/94 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: 00013796 DESCRIPTION OF CHANGE: CHANGED DOCUMENTATION TO REFLECT CHANGES TO THE PERSONNEL DATA BASE FOR V5.09. THESE INCLUDE EXPANSION OF ALL SEGMENTS, THE CENTURY ADDED TO EVERY DATE ON THE PERSONNEL MASTER (FOR LATER USE), AND A NEW SEGMENT (PERQCRS). 8.9 VERSION NO: V5.11 CHANGE DATE: 04/15/94 PROGRAMMER NAME: DIANE LIVELY PROGRAM CHANGE REQUEST NO: 00014095 DESCRIPTION OF CHANGE: CHANGED DOCUMENTATION TO INCLUDE A DISCUSSION OF 'FACULTY QUALIFICATIONS'. ADDED PER190, PER191, AND PER930 TO THE LIST OF PROGRAMS. ADDED PROGRAM OPTION SEGMENT PERS06. MODIFIED PERS00-01 OPTION TO SHOW AN ADDED FIELD.