Background

Based on discussions from the prior iteration of CHRS it was recommended that ADDRESS_TYPE in PeopleSoft be streamlined and narrowed down to only a few options. Valid values discussed were HOME and MAIL. Later, a business address type was requested for optional use and defined as the location where an employee physically works so the code ‘OFFC’ has been created for that purpose. Campuses will be able to set up OFFC in PeopleSoft 9.0 for use now or it will be mapped from other values campuses may be using for that purpose during conversion.

During conversion, campuses will need to inform the conversion team of which value they would like mapped to OFFC, if any.

Assumptions:
•    Campus Solutions (CS) values will not be carried forward to CHRS.
•    Only the Address Types recommended by Standardization will be carried forward to CHRS
•    Employee Self-Service (ESS) offers only HOME and MAIL.

Recommendation

CHRS will be using HOME, MAIL and OFFC Address Type(s) as detailed below:

Other Rules:

Interfaces:

• PSR – due to PSR limitations, address is limited to 30 characters only. Must be a physical address. CHRS Benefits Lead Team recommends the Physical Address be maintained in the HOME address type.
• Delta Dental – CHRS Benefits Lead Team recommends the Physical Address be maintained in the HOME address type and if the mailing address is different than the HOME Address, then update the MAIL address. Delta Dental uses only 1 address. If there is a MAIL address, Delta Dental uses the MAIL address. If there is no MAIL address, Delta Dental Uses the HOME Address. It is critical for employees to maintain their current mailing address, if applicable, in CHRS.
• Employees need to reach out to the HR Office to inactivate invalid mailing addresses in CHRS as this functionality is not part of Employee Self-Service. As an alternative, the employee can update the Mailing Address with their current HOME address. This process could be campus specific.

Cross-Functional Impacts (Positive / Negative)

Streamlining ADDRESS_TYPE will have an impact on both the Workforce Admin and Benefits modules.

If an individual works at multiple campuses, the most current row will take precedence. Therefore, address records on multi-campus employees will need to be reviewed on a regular basis.

For non-US addresses there may be a Recruiting impact. For Benefits, there must be a physical street address to determine eligibility.

From a Benefits perspective, address usage is significant. Therefore, the CHRS Benefit Lead Team has put together a recommendation for campuses.

• Carefully review how addresses have been managed on your campus. If your campus has traditionally used 2 addresses even if they are both the same, conversion could be your opportunity to have a clean slate and only manage 2 addresses if they are different.
• Employees will be able to update both HOME and MAIL address in Self-Service and monitoring will be required so that the correct address an employee should receive mail at is also entered by the campus into PIMS.
  • Self Service Instructions may be needed to inform your employees on best practice for managing address.
• As stated above, as an alternative, the employee can update the Mailing Address with their current HOME address. This process could be campus specific. Campuses will need to determine the best way to handle the update of mailing address that are no longer valid.
   

Final Note

The CHRS Standardization team is the owner of this document. If there is a business need that has not been addressed, reach out to a member of this team for more information and assistance.

• Beverly Mausbach    [email protected] 
• Meryl Montalto    [email protected] 
• Jannette Corpus    [email protected] 
• Hayley Young    [email protected] 

REVISION CONTROL

Revision History

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