Background

As part of CHRS Recruiting (PageUp), Major, School, and License Codes are necessary to complete the application process for the Education and Licensing verification.

The purpose of this paper is two-fold. Firstly, to provide PageUp with baseline lists of Major, School, and License Codes that will ensure usage of valid codes so data can correctly integrate to PeopleSoft.  

Secondly, if a specific code does not exist on the baseline list, an established process needs to be in place to have the code added so both databases are in sync.

As illustrated below, a link will be provided in CHRS Recruiting to access the Major, School, and License Codes baseline workbook. Based on the worksheet selected, the user will have the option to enter or copy and paste the code in the specific field. PageUp does not use the typical drop down menu.

Issue

Major, School, and License codes used must exist in both PageUp and PeopleSoft databases.  For that reason and to simplify data entry, lists that contain the PeopleSoft values are embedded in PageUp.  For the PageUp interface to work properly, every campus must have the same version of this list.  Therefore, data will be sent out from baseline updating each campus’ PeopleSoft database with the baseline values.  This update will be either via a ‘push’ or maintenance pack, and campus-specific values will not be overwritten.

To bring the campus production database in sync with these values:

1. In 9.0, table ownership has been changed from ‘Central’ (CMS maintained) to ‘Shared’ (Campus values will not be overwritten by CMS);
2. When the integration file is ready, there will be a one-time push to all campuses that will include all of the baseline values for these tables.  Campus-specific values will not be overwritten.  These codes are only applicable for new applicants in CHRS Recruiting (PageUp).

If a specific code does not exist in the baseline list, the proposed process can be found in the Recommendations section that outlines how to add any new codes.  This is an interim process for adding codes that are needed prior to going live with PageUp or for a specific applicant. These codes must exist in the databases for all campuses in time for CHRS Recruiting Wave 2 and beyond.

Once CHRS goes live, a more inclusive list will exist and new codes in PeopleSoft plus past, present, and future codes will be handled centrally.

Analysis

In order to meet the implementation timeline for CHRS Recruiting, the Standardization Workgroup recommends that the current baseline values be used for processing in CHRS Recruiting.  Campus-specific values will remain in PeopleSoft but will not be available in PageUp.  All values will be mapped during the CHRS conversion process. 

If a code does not exist, it is not possible to simply leave the field blank in PageUp, as leaving necessary codes blank or entering invalid codes will cause errors.  If a campus does not want to wait for an update, valid generic codes can be assigned as follows; School Code 888888 - Other US Institution or 999999 – Foreign Institution (whichever applies), Major Code 9999 - Not Identified On Table.  This will allow the process to continue but it must be corrected in PeopleSoft upon hire.  In some cases, it may be overlooked and the generic values will remain indefinitely.  Queries will need to be written to identify the records to be corrected to maintain accuracy of the employee data.

Recommendations

There will be a one-time push to all campuses that will include all of the baseline values for these tables.  Campus-specific values will not be overwritten.  These codes are only applicable for new applicants in CHRS Recruiting (PageUp).  In the future any additional codes will be added via MP (Maintenance Pack).

If a code is missing from the list in PageUp, follow the steps outlined below:

1. Campus opens up a ServiceNow Ticket which will include the description and category (new category will be set up).  The ticket is routed to CHRS Standardization.
2. CHRS Standardization reviews the request and will assign a new code using CHRS naming convention, and update the ticket accordingly.  The ticket is routed to the requesting campus and the PageUp team.
3. Requesting campus will add the new value in their databases manually. 

4. CMS / PageUp team: Add the new value to the PageUp database at each campus.  At this time, the new value will be available to choose.  Notify the requesting campus when the new value is added.

Considerations

By standardizing Major, School, and License codes in PageUp, campus users will have the ability to select from a baseline list resulting in consistent values being sent to PeopleSoft.  

Also, a standardized business process ensures consistency when new values are added in PeopleSoft 9.0 as CHRS naming conventions will be used to minimize errors during CHRS conversion.

Cross-Functional Impacts (Positive / Negative)

• Benefits Administration: N/A
• Labor Cost Distribution: N/A
• Workforce Administration: Maintenance of the Major, School, and License tables fall under the prevue of Workforce Administration. CHRS Standardization will coordinate assigning of new codes with this team. 
• Time & Labor: N/A
• Absence Management: N/A
• Temp Faculty: to the extent Temp Faculty require additions and changes to existing Major, School and License tables.  It is assumed the tables will be aligned with the Workforce Admin team on these issues.

CHANGE IMPACT

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

The following items will be answered / addressed by Change Management:

1. Areas of potential change resistance to proposed HR process / policy changes?

   The recommendation outlines a change to maintenance of PeopleSoft data, and requires that CMS take ownership for pushing any updates outward on a regular schedule.  Previously, campuses were able to update their own tables.

2. Potential resource needs in order to plan, engage, prepare, and/or deploy the change?

   There are three tables that need to be prepared for implementation, which would include adding any codes missing from the campus’ production database.  Validating the codes manually for each campus against the baseline lists and adding any missing codes is an additional task.  The count of how many records exist in the baseline tables mentioned in the paper is as follows:  School Codes (current count of baseline values = 3,403), Major Codes (466), and License Codes (50).

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

   Additional staff may be needed to maintain the CHRS Recruiting database.

4. Training needs or if a straightforward change?

   The Offer Card in PageUp has no validation on the Major, School, and License fields. It will accept any values entered and will allow users to save the value in PageUp. If the codes do not match what is in PeopleSoft, an error will occur during the import process; to prevent these types of errors, Recruiters will need training on how to select the correct PeopleSoft code from what was entered by applicants.

5. Implication on any other related process / functions?

   None.

6. Union impact?

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

REVISION CONTROL

Revision History

Review/Approval History

Appendix

Here is the link to view Major, School, and License Codes in Excel: Major, School, and License Codes

End of Article