Background
Use of Data Correction, or “correction mode”, in PeopleSoft to update an employee’s job record will affect subsequent processes (e.g. Ben Admin, Time & Labor and Absence Management eligibility processes). Therefore, broad usage of correction mode can have negative downstream impacts and possibly increase campus workloads if correction mode is not administered and monitored appropriately. For this reason, access at a campus is typically limited to individuals or groups who understand the system functions and the business process impacts. Historically, campuses were given the ability to designate who should have this broad level of access.
Issue
In CHRS, campuses will be in a combined database and there may be other cross-campus impacts, e.g. Benefits eligibility and data integrity issues for corrections made to employees who work at multiple campuses. Because of this issue, the question has arisen: "Should correction mode access be limited to a specific number or range/type of users?"
Analysis
The following options were reviewed:
Option 1 – Specific number: Limit the number of users at each campus that have access to CHRS Correction mode.
Option 2 – Specific group: Limit access to a specific group (i.e., payroll, regardless of the number of individuals).
Option 3 – No Limit
Additionally, during a meeting with the CHRS WA Module design team, the following options for reporting were identified:
Enable real-time audit functionality
Develop a centralized audit report
Recommendations
Based on feedback from the WA module design team and the CHRS Standardization Workgroup, Option 2 is preferred. Each campus should limit access to a specific group(s) (i.e., payroll, regardless of the number of individual) ensuring the individuals understand the implications of using correction mode.
Considerations
Most campuses that voiced an opinion are in favor of Option 2, with appropriate training strongly recommended so users understand any downstream impacts in the consolidated CHRS environment. There were none that wanted Option 3.
Campus comments can be found in the Appendix.
Cross-Functional Impacts (Positive / Negative)
As described above, campuses will be in a combined database and there may be other cross-module impacts (e.g., Benefits eligibility, Time Reporting and data integrity issues) especially for corrections made to employees who work at multiple campuses.
CHANGE IMPACT
To be filled out by BSA (from Change Impact Tracking log):
Module | Map ID | Map Name | Impact Type | % of Employees Impact |
| N/A |
|
|
|
The following items will be answered / addressed by Change Management:
Areas of potential change resistance to proposed HR process / policy changes?
Any campuses that advocate use of correction mode to an unlimited number of users will be strongly encouraged to limit access to only specific workgroups that need it, and after appropriate training.
Potential resource needs in order to plan, engage, prepare, and/or deploy the change?
Possible need for some additional training time.
Associated costs relative to the scope of the change to requirements requested?
None.
Training needs or if a straightforward change?
Any users who are new to their roles that include use of correction mode will require training which is already in place.
- Implication on any other related process / functions?
None.
Union impact?
No reasonably foreseeable impacts within the scope of bargaining identified at the time of review.
REVISION CONTROL
Revision History
| Revision Date | Reviewed By | Summary of Revisions | Section(s) Revised |
|---|---|---|---|
| 08/25/21 | H. Young | Initial Draft | All; Added Appendix |
Review/Approval History
| Review Date | Reviewed By | Action (Reviewed, Recommended, Approved, Denied, Cancelled) | Comments |
|---|---|---|---|
| 10/15/21 | Change Management | Approved | |
| 10/14/21 | CMS Management | Approved | |
| Finance | |||
9/24/21 10/18/21 (Labor) | SWHR (Labor, EEOC, Workforce Admin, HR PPDOS, HRM Tech, Faculty, Benefits, Recruiting) | Approved | Meet & Confer Date: N/A |
APPENDIX
Campus Comments on use of Correction Mode:
| CAMPUS | COMMENT | RESPONSE |
|---|---|---|
Fresno/ CSUF | I am confused why this is not a security role issue - where campuses assign the role based on the campus configuration | Security role design in progress |
| CSUF | In 9.0, for the CSU TF Module, "Correct History" is a feature that is rolled out to all college analyst via security. I also believe there may be a limited number of academic HR staff at Fullerton with this access for the CSU Faculty Job page. There are probably about 12 academic folks with "Correct History" on the academic side that is specific to CSU TF Mod... | SWHR was asked to provide a recommendation on how broad the correction mode access should be distributed – we are soliciting input from all module teams, but starting first with WA. |
| CSUF | Can you clarify if this discussion pertains to correction for Job Data only, or, correction for all modules? There are different users for each module. | Discussion is regarding Job data only. The impact from job data changes has global effects. |
| NOR, CI, SD, SJSU, SLO, STAN | Providing guidelines (position paper) on correction mode is critical so a campus can make those decisions. The decision should really be campus driven with guidelines provided by the CO. |
End of Article