Conversion Decision

In PeopleSoft (PS) 9.0 there are 26 different email types in use over the 22 campuses, comprised of five baseline values and 21 non-baseline values. Previous CHRS work (known as ‘CHRS I’) recommended reducing this list to four values; BUSN-Business, HOME-Home, OCMP-On Campus, and OTHR-Other. BUSN and OCMP were both considered for CHRS because both were historically offered for situations when the student population already had an OCMP type and needed a work email type. The Student and HR databases have split since then so the requirement for OCMP is no longer relevant, bringing the list down to three values; two in the Email Address type table and Modify a Person (Home, Other) and one in the PSOPRDEFN table (BUSN, which will become BUS in PSOPRDEFN).

All campus Business emails will only be found in the PSOPRDEFN table and/or used by Security in the User Profile page. Any employee working in multiple campuses will have multiple Business values and multiple User IDs in the USER PROFILE page only. Business Email Address can be obtained from Campus Solutions (CS), the CHRS Data Lake, and/or querying the PSOPRDEFN table in CHRS.  Modify a Person will no longer have Business emails nor will Business email be in the Email Address table.

The email address values are not effective dated, therefore during conversion we have on way of determining which value is correct.  As a rule, the first time an EMPLID is created during conversion, the HOME and OTHR email addresses will be populated in modify a person and in the EMAIL_ADDRESS table.  If the emplid already exists in conversion, the conversion will not update the existing data.  If only one of the two values (HOME or OTHR) exists in CHRS, and the next campus being converted has the second value, that value will be added to the EMAIL_ADDRESS table which is used by the Modify a Person page.

The first time a person enters the system, they will be notified to review their personal data, specifically the phone and email addresses, as these values are not effective dated and employees may exist in multiple campus databases.

The employee should review their information in self service and update if needed.

Whenever possible, if campuses wish to preserve data from non-standard values, CHRS Conversion will map the data.  Details of this process are outlined in the next section.

Recommendation for Conversion

CHRS Email Address Types

• There are two recommended Email types in the CHRS Email Address Type table (EMAIL_ADDRESS_ and Modify a Person;  HOME (Home)  and OTHR (Other). 
• Both Home and Other can be updated by employees in Self-Service.
• A third type, Business Email, will reside in the PSOPRDEFN table as BUS and can be retrieved through Campus Solutions (CS), Query or the Data Warehouse. This type is maintained in CS and uploaded into CHRS PSOPERDEFN.  Any changes to this type must originate in CS.

Conversion Mapping for Business Email

• If multiple campus emails exist, the Campus Business email will be determined using this hierarchy:

1. The BUSN Email type will be converted first to BUS in PSOPRDEFN. 
2. If there is no BUSN, then OCMP will be converted to BUS. 
3. If no BUSN or OCMP exists, and campus has advised conversion of a campus specific BUSN type, this will be converted into BUS. 
4. If none of these exist, then the PSOPRDEFN table will not be populated.

• PSOPRDEFN will only store one Business (BUS) Email type per Business Unit per Employee.
• The HOME Email Address Type will automatically be set to “Preferred” during conversion.
• If a campus needs an Email Address Type to be mapped to OTHR they should provide this information prior to conversion.   

Learning Extract (SumTotal) will need to updated accordingly 

Process change: The CSU Learning Extract interface will need to be changed to extract Email Address from PSOPRDEFN.

Cross-Functional Impacts (Positive / Negative)

• Benefits Administration: N/A
• Labor Cost Distribution: N/A
• Workforce Administration: Employees working at multiple campuses will have one Business Email Address per campus in PSOPRDEFN. 
• Time & Labor: N/A
• Absence Management: Employees working at multiple campuses will have one Business Email Address per campus in PSOPRDEFN. 
• Temp Faculty: Employees working at multiple campuses will have one Business Email Address per campus in PSOPRDEFN. 
• Recruiting (PageUp): Employees working at multiple campuses will have one BUSN Email Address per campus in PSOPRDEFN.   

Final Note

If there is a business need related to Email Type that has not been addressed in this document, please reach out to the Standardization team:

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

REVISION CONTROL

Revision History

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