Background

CSU_PAY_TAPE_PER is a CMS-custom character field used to define the Pay Tape Period for each campus in the Labor Cost Distribution (LCD) module. It is populated in the custom CSU_PAY_TAPE record under the path: Set Up HRMS > CSU Product Related Setup > CSU LCD Setup > CSU Pay Tape Period. On this page, the user can also associate Run ID’s with the Pay Tape Period.

Issue

This field (CSU_PAY_TAPE_PER) is a 6-character field with no edits, so campuses are allowed to enter whatever format they want into this field. Most campuses use the format ‘yyyymm’ (e.g. ‘201701’ for January 2017).
However, there are seven campuses who use other formats. When troubleshooting LCD issues, one of the first tasks is to verify what step in the LCD process the campus is at. SQL is run utilizing the CSU_PAY_TAPE_PER field to determine this, where the assumed format is ‘yyyymm’. If a format other than ‘yyyymm’ is used, then the technical analyst has to spend time determining what format the campus is using, and then plug that into the SQL to verify what step in the LCD process the campus is at. This wastes time and allows for possible mistakes if the incorrect format is used.

Analysis

Changing the format of the CSU_PAY_TAPE_PER field will have no effect on how LCD processing or reporting works. The main reason for changing this field to a uniform format is to make trouble shooting LCD issues easier. In fact, these campuses won’t even have to go back and change old data. They just need to pick a point in time and switch to the new format when populating this field moving forward.

Recommendations

Ask the seven remaining campuses (Fullerton, Humboldt, Maritime, Pomona, Sacramento, San Francisco, and Sonoma) to switch to the recommended format of ‘yyyymm’ when entering all future CSU_PAY_TAPE_PER values.

Considerations

Making this change may also allow for CSU-wide reporting to be done utilizing the CSU_PAY_TAPE_PER field.

Cross-Functional Impacts (Positive / Negative)

None.

CHANGE IMPACT

To be filled out by BSA (from Change Impact Tracking log):

The following impact areas should be addressed by Change Management.

1. Areas of potential change resistance to proposed HR process / policy changes?

   None.

2. Potential resource needs in order to plan, engage, prepare, and/or deploy the change?

   None. Minor procedural change to a process that’s already in place. Any existing desk procedures should be updated to include this change to ensure ongoing compliance in future years.

3. Associated costs relative to the scope of the change to requirements requested?

   None.

4. Training needs or if a straightforward change?

   This is a straightforward change.

5. Implication on any other related process / functions?

   None.

6. Union impact? Any additional comments (from Labor rep)?

   None.

REVISION CONTROL

Revision History

Review/Approval History

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