HR111_Seniority_Report_for_Dept_of_Education



Application: HRMS

Module: Human Resources

Business Process: Hire Workforce

Requirement Number: HR111

Requirement Title: Ability to run Seniority Report for Department of Education

Module Leads: Lina Simonu, Lisa Lagus

1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

The legacy system at the Department of Education has the ability to generate a Seniority Report that includes employee seniority information with a rank field for those employees that have the same seniority date. The rank field indicates who has more seniority when the seniority date is the same. The rank field is determined by the last 4 digits of the employee’s Social Security number, in ascending order. i.e.) 0001, 0012, 0045 would be ranked 1, 2, 3. As delivered, PeopleSoft does not have a rank field to break a seniority tie.

2. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

The Department of Education employs multiple Teachers and Administrators on the same day. In order to determine who has the most seniority for layoffs and transfers, they currently use a 2 digit rank field. This is required by Bargaining Unit AFSA BU18, SVFT BU 17, Article 22.

The rank is determined by the last four digits of the employee’s social security number. In the year 2001, they employed 49 teachers all on the same day and in the year 2000, they employed 96 teachers on the same day. The rank field is the only indication of actual seniority for these employees. The transfer seniority list is used approximately 12-15 times per month. Layoff seniority lists are run as needed.

3. Required By: (Y/N)

Federal ____ Agency ____ Bargaining Unit __Y__

State Statutory ____ State Regulatory ____ State Procedural ____

4. Requirement Priority

High (High, Medium, Low – please see “Requirements Prioritization Criteria”)

5. Recommended Solution (Reconsider recommending Process Solution if frequency low)

Enter an “X” next to the appropriate category

______ Process Solution

___ Option Number

___X___ Application Modification

_1__ Option Number

6. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

Required by Bargaining Unit to be able to, effectively manage layoffs and transfers, and to distinguish between employees hired on the same day.

7. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

The Department of Education Agency HR Specialists need to be trained to execute this report.

8. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. This information could be gathered manually by Department of Education and maintained on an EXCEL or ACCESS spreadsheet for accumulative reporting. This, however, could result in human error.

Option 2. Create a query to select active Department of Education employees, including their employee ID, name, Union Seniority Date, and their SSN. Sort the query by Union Seniority Date and the last four digits of the employee’s SSN in ascending order. This may be somewhat difficult, as the Department of Education HR Specialist would need to manipulate the data in excel to truncate the first 5 digits of the SSN before sorting. Query format cannot be saved and because this report will be frequently run this option is not recommended.

9. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type (On-line, Batch, Interface, Report, Workflow): Report

Complexity (Easy, Medium, Difficult): Medium

Description: Create a report that selects active Department of Education employees, including their employee ID, name, Union Seniority Date, and their SSN. Sort the report by Union Seniority Date and the last four digits of the employee’s SSN in ascending order.

Option 2.

Modification Type (On-line, Batch, Interface, Report, Workflow): On-line

Complexity (Easy, Medium, Difficult): Medium

Description: Add a two digit rank field to the Job record and Job Labor page. The department would have to manually enter the value in the new field. Enable the Department of Education to run a query based on this field and Union Seniority Date when determining layoffs and transfers. Not recommended because of cost of maintaining and greater chances of human error.

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