Background
CHRS has become the system of record, so certain transactions are no longer required as reporting will originate from either CHRS or the reporting solution. For the transactions that are no longer required, Action Reasons created to support them have been inactivated, and are detailed in Appendix A.
In addition, since CHRS is a multi-campus environment, some new Action Reason codes have been created to avoid excess work in Benefits and Temporary Academic Employees (TAE). Other Action Reasons have been updated for CHRS.
Analysis
Inactivations
To ensure inactivation of certain Action Reasons will be minimally disruptive, multiple process discussions took place that included SMEs from campuses, CMS, SCO liaison Gene Howard, and SWHR. The analysis included review of usage as well as whether or not the codes would be needed in the new CHRS system, taking in account that CHRS is now the system of record and all reporting will originate from it.
New Action Reasons
New Action Reasons have been developed and tested for the Benefits Module and TAE. (Details to be provided in a later update to this paper.)
Other changes
Campus-specific codes have either been mapped to CHRS values or will not be carried forward. While considerable effort has been made to identify these values and work with the affected campus, any that have been missed should be discussed as soon as possible to work with them on appropriate handling.
Recommendations
Inactivated Action Reasons
25 Action Reasons have been inactivated for CHRS:
ADD-CON Consultant
ADD-SEA Seasonal Activity
COM-EOA End of Assignment
DTA-CBI Collective Bargain Indicator
DTA-CCC Class Code Change
DTA-CCV Classification Conversion
DTA-CNV Conversion
DTA-COR Correction
DTA-DCF Department Chair Fraction
DTA-DTH Death after Separation
DTA-EDU Education/Degree Update
DTA-ETH Ethnic Origin
DTA-LIC License/Certification Update
DTA-VET Disability Veteran Status
DTA-VOD Void
LOA-LGA Loan to Another Gov Agency
LOA-LIU In Lieu of Layoff
PAY-CCV Classification Conversion
PAY-FR1 Furlough OFF Pay Reduction
PAY-SWF In Range Progression-SW Funded
POS-RPT Reports to Change
POS-TTR Reports to and Title Change
TER-AIL Sep by Agency in Lieu/Layoff
TER-XFR Resign/Move to another CSU
XFR-RWV In Lieu - Recall Rights Waived
The Effective Date for these Inactivated Action Reasons in PeopleSoft 9.0 is 1/1/2024. As mentioned above, the inactivated codes will not be available for use in CHRS, but will be viewable in the employee history. This will need to be discussed with campus users as process changes will be required.
Cross-Functional Impacts (Positive / Negative)
- Benefits Administration: Newly created Action Reasons will change how Ben Admin processes changes to ensure proper eligibility and dependent data as well as supporting movement between campuses that affect an employee’s benefits.
- Labor Cost Distribution: N/A
- Workforce Administration: New and Inactive Action Reasons will affect which values are selected. Users will need to become familiar with the new and changed values and their definitions.
- Time & Labor: N/A
- Absence Management: N/A
- Temporary Academic Employees: Assists TAE users with processing changes. These will replace workarounds put in place.
- Recruiting: N/A
CHANGE IMPACT
To be filled out by BSA (from Change Impact Tracking log):
| Module | Map ID | Change Impact Log ID | Map Name | Impact Type | % of Employees Impact |
| N/A |
BSA – Please answer the following:
Areas of potential change resistance to proposed HR process / policy changes?
Some campuses may need to amend their current business practices if they are depending on the Action Reason codes mentioned.
Potential resource needs in order to plan, engage, prepare, and/or deploy the change?
Appropriate employees need to be thoroughly briefed on the contents of this paper.
Associated costs relative to the scope of the change to requirements requested?
Potential time spent supporting this change.
Training needs or if a straightforward change?
Some campuses may experience changes to business processes which need to be addressed at the campus.
Implication on any other related process / functions?
Inactivation of certain codes may impact whether or not they print on the PPT. This is expected and has been vetted and approved that the data is no longer needed in PIMS.
REVISION CONTROL
Revision History
| Revision Date | Reviewed By | Summary of Revisions | Section(s) Revised |
| 9/18/23 | B Mausbach/M Montalto | NEW | All |
| 1/8/24 | B Mausbach | Added Inactivated Action Reasons section | Inactivated Action Reasons and Appendix A, final polish |
Review/Approval History
Review Date | Reviewed By | Action (Reviewed, Recommended, Approved, Denied, Cancelled) | Comments |
2/13/24 | Change Management | Approved |
|
2/13/24 | CMS Management | Approved |
|
| Finance |
|
|
2/13/24 | SWHR (Labor, EEOC, Workforce Admin, HR PPDOS, HRM Tech, Faculty, Benefits, Recruiting) | Approved | Meet & Confer Date: N/A |
Appendix A: Inactivated Action Reasons in CHRS
ACTION | ACTION_ | ACTION / ACTION_REASON | DESCR | DESCRSHORT | Eff Dt | Inactivation Comment |
ADD | CON | ADD-CON | Consultant | Consultant | 1/1/2024 | This code is used for contingent workers and is not in scope for CHRS. |
ADD | SEA | ADD-SEA | Seasonal Activity | Seasonal | 1/1/2024 | This code is used for contingent workers and is not in scope for CHRS. |
COM | EOA | COM-EOA | End of Assignment | End Assign | 1/1/2024 | This code is used for contingent workers and is not in scope for CHRS. |
DTA | CBI | DTA-CBI | Collective Bargain Indicator | Coll Barg | 1/1/2024 | Reactivate if a technical letter requires it. |
DTA | CCC | DTA-CCC | Class Code Change | ClsCd 122 | 1/1/2024 | Reactivate if a technical letter requires it. |
DTA | CCV | DTA-CCV | Classification Conversion | Class Conv | 1/1/2024 | Reactivate if a technical letter requires it. |
DTA | CNV | DTA-CNV | Conversion | Conversion | 1/1/2024 | Reactivate if a technical letter requires it. |
DTA | COR | DTA-COR | Correction | Correction | 1/1/2024 | Process change for Campuses who use this Action Reason: To ensure the relevant Action Reason information is preserved and correct, use this approach instead: Rather than inserting a row, go into 'correction mode' and change the incorrect data field(s) on the specific row(s) and put a note in PPT comments specifying the value(s) corrected and the date the correction was made, and reset PPT to 'Pay Ready'. Note: PPT will no longer have a 'C' for 'Correction' following the PIMS code, payroll should be reminded to review the PPT comments to determine if the 'C' will be required in PIMS.
|
DTA | DCF | DTA-DCF | Department Chair Fraction | Dept Ch Fr | 1/1/2024 | This can be inactivated, not required in PIMS as confirmed by SCO. |
DTA | DTH | DTA-DTH | Death after Separation | Death | 1/1/2024 | This can be inactivated, not required in PIMS as confirmed by SCO. |
DTA | EDU | DTA-EDU | Education/Degree Update | Edu/Degree | 1/1/2024 | This can be inactivated, not required in PIMS as confirmed by SCO. Education data should be entered directly in Person Data to flow to the PPT. |
DTA | ETH | DTA-ETH | Ethnic Origin | EthnicOrig | 1/1/2024 | PIMS is not the system of record for this type of data. The correct information is stored in Ethnicity table within PeopleSoft, and is not Job related data. |
DTA | LIC | DTA-LIC | License/Certification Update | Lic/Cert | 1/1/2024 | This action/reasonwas created to update PIMS and even though PIMS does not use this data, (as confirmed by the SCO), missing License data will cause an error in PIMS. Therefore, License information should be entered directly in Person Data to flow to the PPT for entry into PIMS. |
DTA | VET | DTA-VET | Disability Veteran Status | DisVetStat | 1/1/2024 | Confirmed by the SCO, this is not needed in PIMS. From the PIMS manual: "As of October 1, 2008, an entry is no longer required in this field." |
DTA | VOD | DTA-VOD | Void | Void | 1/1/2024 | This will be inactivated. To ensure the relevant Action Reason information is preserved and correct, use this approach instead: Rather than inserting a row, go into 'correction mode' and delete the row. If PPT was already processed, go in the most recent row and in PPT comments "Please void with the effective date of XX/XX/XXXX and a PPT date of XX/XX/XXXX in PIMS as this row was processed in error." Reset PPT to 'Pay Ready'. Note: PPT will no longer have a 'V' for 'Void', payroll should be reminded to review the PPT comments to determine if the 'V' will be required in PIMS. |
LOA | LGA | LOA-LGA | Loan to Another Gov Agency | Loan/GovAg | 1/1/2024 | Inactivated - confirmed by SCO. |
LOA | LIU | LOA-LIU | In Lieu of Layoff | In Lieu | 1/1/2024 | Reactivate if a technical letter requires it. |
PAY | CCV | PAY-CCV | Classification Conversion | Class Conv | 1/1/2024 | Reactivate if a technical letter requires it. |
PAY | FR1 | PAY-FR1 | Furlough OFF Pay Reduction | FRL OFF | 1/1/2024 | Reactivate if a technical letter requires it. |
PAY | SWF | PAY-SWF | In Range Progression-SW Funded | InRangeSWF | 1/1/2024 | Reactivate if a technical letter requires it. |
POS | RPT | POS-RPT | Reports to Change |
| 1/1/2024 | Use POS-REP 'Reports to Change' instead. |
POS | TTR | POS-TTR | Reports to and Title Change |
| 1/1/2024 | Use POS-RTT 'Reports to and Title Change' instead. |
TER | AIL | TER-AIL | Sep by Agency in Lieu/Layoff | SBA InLieu | 1/1/2024 | Reactivate if a technical letter requires it. |
TER | XFR | TER-XFR | Resignation-Accepted position, move to another CSU | XfrOthrCSU | 1/1/2024 | Use appropriate new Action Reason which specifies transfer between 9.0 and CHRS campus. |
XFR | RWV | XFR-RWV | In Lieu - Recall Rights Waived | Rec Wvd | 1/1/2024 | Reactivate if a technical letter requires it. |
End of Article