Background

In Time & Labor and Absence Management there will be situations where campuses will have the opportunity to create specific configurations.  However, these configurations will either be shared by all campuses, or be on records which do not have company-specific security.  As such, naming conventions are required to define ownership where applicable.

Issue

Campuses will have access to configuration values which are not restricted by business unit.  As such, the configuration values must follow a standardized naming convention.

Analysis

The options were to customize delivered records to include business unit or standardize the naming conventions.  It was decided to use naming conventions in order to follow the CHRS guiding principles.

Recommendations

The following naming conventions must be used when campuses are configuring the following items, or when they are being configured on their behalf:

• Absence Periods
  • <3 character campus indicator><YYYY-MM> - Ex. FUL2021-03
  • Campuses will be responsible for creating and maintaining the absence periods which align with the Academic Payroll Calendar. Campuses will use this naming convention in the creation of these periods. Campuses will be able to request assistance from HRM & CMS should it be required. Periods do not need to be created for off months.
• Absence Calendars
  • <YYYY-MM> - Ex. 2021-03
  • Campuses will be responsible for creating and maintaining the absence calendars which align with the Academic Payroll Calendar. Campuses will use this naming convention in the creation of these calendars. Campuses will be able to request assistance from HRM & CMS should it be required. Periods do not need to be created for off months.
• Time & Labor Auto Enrollment Groups
  • <3 Character Campus Indicator><Remaining 9 can be anything except spaces> - Ex. FUL_BRDG_STD
  • Campuses will be responsible for creation and maintenance of auto enrollment groups. When creating new groups, the naming convention must be followed. Campuses will be able to request assistance from HRM & CMS should it be required.
• Time & Labor Auto Enrollment Queries
  • TL_<3 Character Campus Indicator>_AENRL_<Remaining 17 characters can be anything except spaces> - Ex TL_FUL_AENRL_BRIDGE
  • Campuses will be responsible for creation and maintenance of auto enrollment queries. When creating new queries, the naming convention must be followed. Campuses will be able to request assistance from HRM & CMS should it be required.
• Time & Labor TRC Programs
  • <2 Character Campus Indicator><Remaining 3 characters can be anything except spaces> - Ex. FLSTU
  • Campuses can create their own TRC programs or leverage the existing “baseline” values. When creating new TRC programs, the naming convention must be followed. Campuses will be able to request assistance from HRM & CMS should it be required.
• Time & Labor Rapid Time Template
  • <3 Character Campus Indicator><Remaining 7 characters can be anything except spaces> - Ex. FUL_STUDNT
  • Campuses will be responsible for creation and maintenance of rapid time templates. When creating new templates, the naming convention must be followed. Campuses will be able to request assistance from HRM & CMS should it be required.
• Time & Labor Time Reporting Template
  • <3 Character Campus Indicator><Remaining 7 characters can be anything except spaces> - Ex. FUL_ELAPSE
  • Campuses can create their own Time Reporting Templates or leverage the existing “baseline” values. When creating new templates, the naming convention must be followed. Campuses will be able to request assistance from HRM & CMS should it be required.
• Time & Labor Rule Programs
  • <3 Character Campus Indicator><Remaining 9 can be anything except spaces> - Ex. FUL_BRDG_STU
  • Campuses can create their own Rule Programs or leverage the existing “baseline” values. When creating new rule programs, the naming convention must be followed. Campuses will be able to request assistance from HRM & CMS should it be required.
• Time & Labor Workgroups
  • <3 Character Campus Indicator><Remaining 7 characters can be anything except spaces> - Ex. FUL_HR_CSU
  • Campuses will be responsible for creation and maintenance of workgroups. When creating new workgroups, the naming convention must be followed. Campuses will be able to request assistance from HRM & CMS should it be required.
• Time & Labor Task Element – Customer
  • <3 Character Campus Indicator><Remaining 7 characters can be anything except spaces> - Ex. FUL_CUST1
  • Campuses will be responsible for creation and maintenance of task elements, including customer. When creating new customer values, the naming convention must be followed.
• Time & Labor Task Element – Product
  • <2 Character Campus Indicator><Remaining 4 characters can be anything except spaces> - Ex. FL_PRD1
  • Campuses will be responsible for creation and maintenance of task elements, including product. When creating new product values, the naming convention must be followed.
• Time & Labor Task Element – Project
  • <3 Character Campus Indicator><Remaining 12 characters can be anything except spaces> - Ex. FUL_PROJECT1
  • Campuses will be responsible for creation and maintenance of task elements, including projects. When creating new project values, the naming convention must be followed.
• Time & Labor Task Element – Activity ID
  • <3 Character Campus Indicator><Remaining 12 characters can be anything except spaces> - Ex. FUL_ACTIVITY1
  • Campuses will be responsible for creation and maintenance of task elements, including Activity IDs. When creating new Activity IDs, the naming convention must be followed.
• Time & Labor Task Element – Task
  • <2 Character Campus Indicator><Remaining 3 characters can be anything except spaces> - Ex. FL_TSK
  • Campuses will be responsible for creation and maintenance of task elements, including tasks. When creating new task values, the naming convention must be followed.
• Time & Labor Task Element – User Field 1-5
  • <3 Character Campus Indicator><Remaining 7 characters can be anything except spaces> - Ex. FUL_USR01
  • Campuses will be responsible for creation and maintenance of task elements, including user field values. When creating new user field values, the naming convention must be followed.
• Time & Labor Task Templates
  • <3 Character Campus Indicator><Remaining 7 characters can be anything except spaces> - Ex. FUL_TMPLT1
  • Campuses can create their own Task Templates or leverage the existing “CSU” value. When creating new task templates, the naming convention must be followed.
• Time & Labor Task Profile
  • <2 Character Campus Indicator><Remaining 7 characters can be anything except spaces> - Ex. FL1005I01
  • Campuses can create their own Task Profile or leverage the existing “CSU” value. When creating new task profiles, the naming convention must be followed.
• Time & Labor Task Group
  • <2 Character Campus Indicator><Remaining 7 characters can be anything except spaces> - Ex. FL10001
  • Campuses can create their own Task Group or leverage the existing “CSU” value. When creating new task groups, the naming convention must be followed.
• Payroll for North America Pay Run ID
  • <2 Character Campus Indicator><4 Character Year><2 Character Month><2 Character Paygroup>- Ex. FL202103MS
  • Campuses are responsible for the creation and maintenance of their own Pay Run IDs. When creating new task groups, the naming convention must be followed. Campuses will be able to request assistance from HRM & CMS should it be required.
• Payroll for North America Pay Calendar
  • Company must be Campus, Pay Group is the Payroll for North American Pay Group, Pay Period End Date is defined by campuses.
  • Campuses are responsible for the creation and maintenance of their own Pay Calendars. When creating new Pay Calendars, the naming convention must be followed. Campuses will be able to request assistance from HRM & CMS should it be required.

Considerations

The addition of a naming convention will result in a minor change in business process, but overall should have a negligible impact.

Cross-Functional Impacts (Positive / Negative)

LCD also uses the Pay Run IDs and Pay Calendars. Any naming convention decisions will need to be approved by the LCD workgroup in addition to TLAM.

CHANGE IMPACT

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

The following impact areas should be addressed by the Position Paper author(s) or a relevant stakeholder/approver.  All items should have a response.

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?

   Very low – communication to campus PeopleSoft functional analysts and other staff tasked with performing campus-specific configurations.

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

   None.

4. Training needs or if a straightforward change?

   Straightforward change, but should be included in module-specific documentation.

5. Implication on any other related process / functions?

   Potential for issues in LCD as that module also uses Pay Run IDs.

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

   No reasonably foreseeable impacts within the scope of bargaining identified at the time of review.

REVISION CONTROL

Revision History

Review/Approval History

End of Article