Wednesday, 24 June 2015

Department ID Changing to 6 Digits

Effective July 1, 2015 the University will change the process of how departments are numbered within the Peoplesoft HCM. Department numbers within the HCM will now be six digits, using the same number as the Financials system.

Since the beginning of PeopleSoft at the U of A, departments within the HCM have used a 7 (seven) digit number while departments within financials have only used 6 (six) digit numbers. HCM department numbers were typically the 6 digit Finance number with a 1 or letter appended to the end (i.e., Department 740100 in Financials was 7401001 or 740100A in HCM). To better align the PeopleSoft systems on campus and take advantage of system integration, beginning July 1, 2015, all departments in HCM will now be a 6 digit number, using the same department numbers that are used within Financials. (i.e., 7401001 becomes 740100).

To implement this change, Human Resource Services has been working with the Senior Financial Officers of all the affected areas to explain the change and address any potential numbering duplicates. HRS and IST have developed automated processes to update all employees' job records, position numbers, in-progress Smart Forms, HCM security as well as other data impacted by this change. Departments, units and faculties across campus will not be required to submit an ePAF (Smart Form), PAF (pay action form) or PIF (position information form) to change their employees to the new numbers effective July 1, 2015.

How does this change impact you?


Appointment Forms


For all employee job actions (i.e., new appointments, rehires, etc.) effective July 1, 2015 or later, you will now be required to use your 6 digit department number on your ePAF (Smart Form), PAF or PIF forms. Retroactive actions prior to July 1, 2015 must still use the 7 digit HCM department number, however HRS will automatically correct the number with a July 1 change.

Smart Forms (ePAF)


Please ensure all unapproved Smart Forms effective earlier than July 1, 2015 are fully approved by 4:00pm Friday June 26, 2015.

During this transition, you will see both 7 digit and 6 digit Department IDs when searching for a Department on a Smart Form.

It is important to select the correct Department ID number based on the following guidelines.

  • If you are creating a Smart Form with a form effective date July 1, 2015 or later choose a 6 digit Department ID.
  • If you are creating a Smart Form with effective date earlier than July 1, 2015 choose a 7 digit Department ID.Selecting the inappropriate Department ID may result in the form being rejected or a system error.

Operational Reports


When running HCM operational reports that allow you to select a department number or department range (i.e., Salary and Benefit Expenditure report), please use the 6 digit department numbers to retrieve data on or after July 1, 2015. On reports where historical data is also available (i.e., Position Budget, Position Detail, Staff Detail report), you may need to use both the old 7 digit department number range and the new 6 digit numbers to retrieve information effective prior to July 1, 2015.

Authorized Approvers


If you are an authorized approver requesting HCM access for your staff, you will use the 6 digit department numbers in the department access section after July 1.

Are Speedcodes Changing as a Result?


No, speedcodes currently use the Financials department number as part of the chart string and are not directly impacted by the HCM department number change.

Will department names in HCM change?


No, department naming will not be required to change as a result of the 6 six digit change. If you notice that the HCM department name is incorrect, please contact hrpss@ualberta.ca and it will be corrected.

Overall, the impact to you and your faculty and staff should be minimal as HRS and IST are automating as much of the change as possible. Aligning department numbers between HCM and Financials will now allow easier integration and less manual processing when creating, updating or inactivating departments.

Who Can I Contact for More Information?


For questions regarding ePAFs, PAFs or PIFs, please contact employmentservices@ualberta.ca or your Employment Advisor directly.

For questions regarding Speedcode, please contact the Senior Financial Officer in your faculty/unit.

For other questions regarding Operational Reports, Department set up or other Peoplesoft HCM functionality, please contact HR Systems and Reporting at hrpss@ualberta.ca

For questions regarding Google groups, CCID and other system related items, please contact IST Help Desk at helpdesk@ualberta.ca