For questions related to DMU contact: Meggan Smith: [email protected], (801) 587-1930 Ryan Smith: [email protected], (801) 581-8412 or your HR Rep or Analyst Department Mass Update (DMU) eForm Online Training
Transcript
For questions related to DMU contact: Meggan Smith: [email protected], (801) 587-1930
Ryan Smith: [email protected], (801) 581-8412or your HR Rep or Analyst
Department Mass Update (DMU)
eForm Online Training
Presenter
Presentation Notes
Thank you for participating in the online training for the Department Mass Update, or DMU eForm. This training is intended for department Payroll Reporters, or anyone who is responsible for updating department salaries for the new fiscal year. If you have any questions that are not covered in this training, please contact one of our trainers or of course you can always contact your HR Rep or Analyst directly.
1. DMU overview and process flow2. How to complete the DMU3. Form routing and approvals4. Viewing the DMU form status
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Presentation Notes
In this training we will cover the following information: General DMU overview and process flow How to complete the DMU Form routing and approvals And Viewing the DMU form status
What is the DMU?• DMU is the tool used to update employee
salaries for the new fiscal year.• Edit information for an entire department on a
single eForm.
Why is the DMU Important?• For CAMPUS employees: if the DMU is not
submitted, employees will not receive any salary increases effective 7/1 which may cause them to be paid incorrectly.
• For U of U Health –Academic employees: the DMU is used to update non-budgeted employees and make changes or corrections needed in the budgeted category.
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Presentation Notes
To start, let’s talk briefly about what the DMU is and why it’s important. **The DMU is the tool used to update employee salaries for the new fiscal year. It is a special type of eForm that allows you to edit pay information for all employees in a department on a single form. **The DMU is particularly important to campus departments because no salary information entered during the EPM budgeting process feeds to PeopleSoft automatically. This means if the DMU is not submitted, an employee may be paid incorrectly effective 7/1. **For U of U Health-Academic departments the DMU is an important tool for updating salaries for employees in the non-budgeted category and is also used to make updates as needed to employees in the budgeted category. The DMU is not required and does not need to be used if you only need to make changes to a small number of employees in your department. Contact your HR Team if you need help in determining whether or not you should submit a DMU.
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Let’s take a quick look at the overall budgeting process. You’ll notice the process is slightly different for U of U Health –Academic departments versus Campus departments. Regardless of which area you are in, you used the EPM system to enter your budget information and that budget was (hopefully!) approved. **For U of U Health -Academic departments, the salary information you entered in EPM will be loaded into PeopleSoft prior to the DMU opening. **For campus departments, as was previously mentioned, no salary information from EPM is loaded into PeopleSoft meaning any and all salary changes need to be submitted using the DMU. Fortunately at this point, you have all **completed this portion of budgeting process and we are getting ready for the final step, which is the DMU.
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Here is a visual of the DMU process flow that is the same for both U of U Health –Academic and Campus departments. **Prior to starting DMU, everyone should review D-jobs for data accuracy. **Make any necessary distribution changes in D-Jobs or using the Edit Job eForm. When that is complete and the DMU opens, **you will initiate the DMU form, enter your changes, and submit. **The form will then route to two department approvers and in some cases for U of U Health -Academic departments, a budget office approval and finally **execute to the system.
JUNESUN MON TUES WED THUR FRI SAT
4 5 6 7 8 9
10 11
DMU Opens
12 13 14 15 16
17 18 19 20 21 22
DMU Closes@ 5pm
• Make distribution changes if needed• Confirm DMU approvers are available
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Here are some key dates you should mark on your calendar. **Your D-jobs review should begin June 4th. Use this week to make distribution changes as needed. It’s also recommended at this time you confirm your DMU eForm approvers will be available to approve the form. We’ll talk more in depth about routing later on. Most importantly, **don’t forget the DMU opens June 11th and **closes June 22nd at 5pm.
Begin with the end in mind.
Just remember, the goal of this process is to make sure everyone’s pay is correct effective July 1st.
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There are a few things we’d like you to keep in mind as you begin the DMU process. **One, is to begin with the end in mind. Remember your goal is to make sure everyone’s pay is correct effective July 1st.
Reclass?
FTE Change?
Other info to
consider?
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As you prepare to submit the DMU, it will be helpful to consider any other changes that may be occurring in your department on or around July 1st. For example, **do you have anyone getting a job reclassification? Is anyone **changing their FTE or going on leave, or transferring to a new department? Is there **anything else happening that might impact timing or how you submit the form? Gathering all of this information prior to the DMU opening can help you identify any employees that might need special consideration and give you time to work with your HR team to form a game plan, if needed.
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It’s also important to know and understand what information you can change using the DMU. Information you can change includes: Compensation rate, FTE (however they must remain in the same benefit category), Home Department, Supervisor ID, staff terminations as well as faculty summer pay terminations. **These changes will automatically be effective July 1st, with the exception of summer pay terminations for faculty which can be effective through August 16th.
Review accuracy of data loaded in D-Jobs• Log into CIS• Select HR Administrative Services from the drop down menu• Click on Dept. Job Summary (D-Jobs) tile
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Now we’re ready to get started! As we previously mentioned, the first step is to login to D-Jobs and check data accuracy. This means checking comp rates, FTEs, distributions, etc. for each person in the department. To do this, you will login to CIS, **select the HR Administrative Services option from the drop down menu **then click on the D-Jobs tile.
Enter “As Of” Date as 7/1/2018
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To review the information for the new fiscal year, you need to **change the “as-of” date to 7/1/18 and then click search. If you are responsible for multiple orgs you will need to log in and review each org separately.
Review data for accuracy• Click Show Distributions• If data is accurate, NO further action needed.• If changes are needed, submit a DMU.
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From here you can click on **“show distributions.” This displays the distributions for each person all on one screen. Review the distributions to make sure they are correct. If no distribution changes are needed, you are ready to submit the DMU once it opens. Some U of U Health –Academic departments may find that ALL their salary data is correct for all employees. If you are one of these lucky few, then no further action is required and you would NOT need to submit a DMU form.
If distributions need to be changed:• Change the “As Of” date back to the current date • Click on red “D” to the left of the employee name
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Any distribution changes you need to make can be done directly in D-Jobs. First, you will need to **change the “as-of” date back to the current date. Then, **click on the red “D” to the left of the employee’s name. This will take you to the distribution page where you can make your edits and save. Your changes are immediately reflected in the system.
To initiate the DMU:• Log into CIS• Select HR Administrative Services from the drop down menu• Click on the eForms tile
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Initiating the DMU is just like initiating any other eForm. First, log into CIS, **select the HR Administrative Services option from the drop down menu, **then click on the eForms tile.
Click on Start a New eForm
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Click on Start a New eForm
Click on ePAF
Click on Submit a Department Mass Update Request
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Click on ePAF. Then finally, click on Submit a Department Mass Update Request.
DMU eForm
Enter Reporting Department ID and click search
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DMU forms are submitted by reporting department. **Enter your reporting department ID, then **click search.
DMU eForm Cont.
Select Budgeted or Non Budgeted employees:
• Campus departments will only use the Non Budgeted form.
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The first page will ask you which group of employees you would like to make changes to: Budgeted or Non Budgeted. Campus departments will ONLY use the non-budgeted option.
Budgeted:
Employees budgeted for individually Employee’s budget information is loaded into PeopleSoft If information is correct, no DMU change is needed Process used only by U of U Health –Academics
Non Budgeted:
Not included individually in budget “snapshot” Employees budgeted together as a lump sum No budget information loaded to PeopleSoft Used by both Campus and U of U Health –Academics
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What is the difference between budgeted and non budgeted employees? “Budgeted employees” only applies to U of U Health –Academic departments and are those who were included and budgeted for individually in the budget snapshot at the beginning of the year. Any fiscal year salary increases should have been accounted for at that time. Their budget information is loaded into PeopleSoft and is what you reviewed in D-jobs. If the information is still correct, no DMU is needed. **“Non Budgeted employees” were not included individually in the snapshot, but rather were budgeted for together in a lump sum. For U of U Health –Academic departments, this would also include any new employees hired after the snapshot was taken. These employees will NOT receive a fiscal year increase unless an ePAF is submitted for them.
DMU eForm Cont.
Select Budgeted or Non Budgeted employees:
• Campus departments will only use the Non Budgeted form.
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U of U Health –Academic departments may have employees in both groups and therefore, may need to submit 2 DMU forms, one for each group. Select which group you would like to work on, then **click next.
DMU eForm Cont.
Excluded Employees• You will not be able to make changes on the DMU for anyone on the
excluded list.
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The next page is a list of excluded employees, if you have any. **An excluded employee is someone who currently has an ePAF pending and they will NOT be listed on your DMU. This follows the existing rule that there can only be one pending ePAF per person, per record.
Two Options1. WAIT UNTIL PENDING FORM(s) ARE PROCESSED• Exit the DMU and start again once the form
has executed to the system.
OR
2. CONTINUE SUBMITTING THE DMU• Any changes to someone who is excluded
would need to be submitted on an edit ePAF.
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At this point you will need to decide how to proceed. You can either wait until the pending forms have finished processing to start your DMU or you can continue with the excluded employees. **This is where it’s helpful to keep the end goal in mind and to be aware of any special circumstances happening in your department.
Consider the following:
• What is the pending ePAF trying to accomplish?
AND
• Does this person have any changes that need to be made effective 7/1?
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If you still aren’t sure how to proceed, consider the following. **What is the pending ePAF trying to accomplish? And does this person actually have a change that is needed effective 7/1?
Excluded employee does not have a change effective 7/1
Continue with DMU
No need to hold up the process if you weren’t going to update any of their information anyway!
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For example, maybe the pending ePAF is a **job reclassification that **includes a salary increase with an **effective date of June 1st and you know this employee will **not get an ADDITIONAL fiscal year increase. -So no 7/1 changes. **In this scenario, proceeding with the DMU might be the best option. **There’s no need to hold up the process if you weren’t going to change an excluded employee’s information on the DMU anyway! You can always call your HR Team if you still have questions on how to best proceed.
Check the Exclusions Acknowledgement box and click Next.
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Once you are ready to proceed, **you will check the exclusions acknowledgement box and click next.
The DMU eForm
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Here is the DMU form. **At the top you have the eForm ID, department information, effective date -which is always 7/1, and the Action/Reason codes you will see in D-Jobs once the form is executed. Whenever you see these codes in someone’s job history, you know the change was done using a DMU. There is also a field to enter a percent increase. We will cover this in more detail later. Below this, is the employee information. Most of the columns you see are fairly standard: name, job code, FTE, etc. The column labeled **“CF” stands for compensation frequency which indicates if the employee is being paid as hourly (H), annual (A), or if they are on contract pay (C). **If someone has a future row already in the system (meaning a row with an effective date after 7/1), you can click on the Future Rows link and you can see the pending data.
Future Rows link will display this informational box
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In this example, this employee has a **future pay adjustment effective **7/21 already in the system. It will be up to you to decide how this information does or does not impact what you submit on the DMU for this person.
• Click on the column titles to sort data as needed.
• Be sure to use the arrows on the right to navigate to additional pages to review all employees.
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You may sort by column if that is helpful to you as you work on the form. **Just click on the column titles to sort. It’s important to note that unless you have a very small department, you likely have multiple pages of employees to review! So **be sure to use the arrows on the top right to navigate to the additional pages.
DMU eForm Cont.
Entering and Applying % Increase
• If you enter a % increase, it will apply that to everyone on the form.
• You can edit percentages and comp rates individually.
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Now you are ready to make the needed changes to your form. If you are using the non-budgeted form, you may enter a percent increase that will be applied to all employees on the form. Once you click apply increase, the field will be grayed out. The only way to edit this field is to exit and start a new form. However, if you apply a percent increase to the whole department, **you can still go in and edit comp rates and percent increases individually if you need to in the appropriate sections. One great thing to note is that the percent change and comp rate fields are linked. So let’s say you know someone is getting a 50 cent per hour increase. You can enter in the new comp rate, hit the tab key and it will automatically adjust the % change field accordingly. -No math skills required!
-Home department-FTE-Compensation rate-Supervisor ID-Staff terminations and faculty summer terminations
Changes can be made to:
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You can make edits as needed to employee’s job information. Simply enter in the new information in the appropriate column. As a reminder, you may make changes to FTE as long as it does not impact the employee’s benefit status. For example you will not be able to move someone from a .25 FTE to .5 FTE or above. If no changes are made to an employee on this form, their information will remain unchanged in PeopleSoft. **Please note that employees with multiple jobs in your department will have multiple rows, so be aware of which record you are using as you make edits.
Terminations
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You may terminate staff records using the DMU as well as terminate summer pay assignments for faculty. For staff terminations, simply **click the box in the term column. For faculty, **click the box in the summer pay column and then enter the date you would like the termination to be effective. Allowed dates are between 7/1-8/16.
Save For Later button will:• Save your changes • Keep you on the eForm • NOT start approvals
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One feature of the DMU that is different from any other eForm, is **the ‘Save for Later’ button. Use this often! When you click save for later, it does exactly that. It saves your information and also keeps you on that page so you can continue working or **you can close the form and come back to complete it later.
Complete a form you have saved for later
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To complete a form you have saved and closed, you will go to your eForms Homepage, click on Resubmit, Change, or Withdraw an eForm. Then search for your form under the Department Mass Update form type.
You can pick up right where you left offClick Resubmit to begin approval process
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When you find your form, you will be able to pick up right where you left off. You can edit, save, and exit the form as many times as you need. Once you are ready to submit the form for routing, you would click on “Resubmit”.
• Make sure you’ve marked each person as “Review Complete.” You can check each box individually, or use the “Check/Uncheck All” feature.
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Before the form can be submitted, you must mark each employee as **“Review Complete.” Everyone must have this check mark regardless of whether or not any of their information was changed. You can check each person individually, or you can use the **“Check/Uncheck All” button at the bottom of the page. Once you have confirmed all the data is correct and everyone has been checked as reviewed, **click next.
Click Submit to begin approval process
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On the final page you have the ability to add comments in the comment box like you would with any ePAF. **When you are ready, click submit.
DMU eForm is now routing for approvals!
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Congratulations, the hard part is over! Your DMU is now routing for approvals.
DMU Routing
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Let’s talk more about the routing and approval process.
Campus Department Routing:
Org Head Approves
Org Head Approves
Executes to
PeopleSoft
#1 #2
Executes to
PeopleSoftOrg Head Approves
#1
Org Head Approves
#2
Budget Office
Approves
#3
U of U Health–Academic Routing:
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DMU routing is shorter than normal eForm routing. For Campus the DMU only requires 2 department approvals and then executes straight to the system. **For U of U Health-Academics, there are also 2 department approvals, a budget office approval, and then the form executes to the system. The DMU does not route to HR.
ALTERNATESPROXIES
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As a note, only department head and department head proxies can approve a DMU. Those set up as alternates do not have access to approve a DMU. This is another reason why it’s important to review your approvers and confirm they are available prior to submitting the DMU.
To find out who your department approvers are, look in HRIL
Click on Security folder, then HR ePAF role by DeptID
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You can run a query in the Human Resources Information Library to find out who your eForm approvers are. This is found in CIS **under the HR Administrative Services drop down. **Click on the Security folder, then find the query called **HR ePAF role by Department ID.
• Enter Dept ID for the second Org Head level (the org your department rolls up to)
• Check the box for Dept ID Rollup• Click Get Results
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Enter the department ID for the department your org rolls up to and check the box to include the department rollup. **Then click Get results.
• For example: if you are submitting the DMU for department 00089, enter the depart ID 00081 in the query.
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For example, if you are submitting the DMU as the reporting department 00089, to see the full list ePAF approvers you would enter the department ID 00081 in the query.
Remember, ePAF Alternates cannot approve the DMU!
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Look at the HR ePAF Role column to see approver roles. You are looking for those who have **ePAF Department Head and **ePAF Department Head Proxy roles to **determine who can approve at each level.
Department approvers can either use the link in the ePAF email notification or navigate to their worklist in CIS to approve the DMU.
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Department approvers can either use the link in the ePAF email notification or navigate to their worklist in CIS to approve the DMU. Your worklist is found under the **HR Administrative Services dropdown menu, then **click on My Worklists. Then **click on the form link called Dept Mass Update to open the form.
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Reviewing the DMU is similar to reviewing other eForm types. Each pages is displayed and the reviewer clicks **next to advance through each page to the end of the form.
Be sure to navigate through ALL pages of DMU when evaluating
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Just like other ePAFs, any changes are highlighted in yellow for easy review. **Be sure to use the arrows on the right to navigate through all of the pages to review all employees.
Approve, Deny, or Recylce the eForm
• APPROVE: Moves form to the next approver or sends to system (if final approver)• DENY: Ends the form and a new form would need to be started• RECYCLE: Sends it back to the initiator
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When you get to the end of the form, you have the option to **approve, deny, or recycle the form. Approving moves the form to the next approver, or if you are the final approver- sends the form to the system. Denying ends the form and a new form would need to be initiated if payroll information needed to be changed. Only deny a form if you are definitely sure it is not needed. Recycling sends the form back to the initiator’s worklist. The initiator can then go in and make changes as needed resubmit, or withdraw the form.
To see the status of an eForm, go to your eForms Home Page and select “View an eForm”.
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If you ever find yourself wondering, “where is my eForm?, whose worklist is my eForm in?” this is the place to find out! You can view the status of your DMU (or any eForm for that matter) at any time by going to your eForms Homepage and clicking on view an eForm.
Search by form type: DMUF and enter your Department ID
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If you know the eForm ID of the form you are looking for, you can type that in here. Or, **you can search by eForm type, which is DMUF and then **type in your department ID and click search.
All submitted and/or pending DMU eForms will show in the list.
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If you have submitted multiple forms, you will see a list of them on the next page. **Here you can see the status of the forms and select the one you would like to view.
At the end of the eForm, you will be able to see a history of the approvals, as well as see who can currently approve the form.
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Just like when you review the form for approvals, you will need to click next through each page of the form until you get the very end and see this screen. This is where you can see exactly what is going on with your form. **Click on the “who can work this form” link to see who can approve next. You can also see in the **transaction log everything that has happened to the form so far. If it’s been approved, who approved it and when. If the form is completed and in the system the status on the far right will say executed. You can also glance at the **process visualizer to see where the form is in the process.
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Once the form executes to the system, you’re finished! It’s a good idea to go back to D-jobs after the DMU executes to triple check everything is correct as of 7/1. You can submit individual Edit eForms if needed.
• It is recommended that ALL approvals are completed by 5:00 pm on June 22nd.
• If needed, multiple DMU forms can be submitted for each department.
• Consider timing. The last eForm entered is what takes effect in PeopleSoft.
data in D-Jobs-Make distribution changes if needed.
Use 7/1/18 ‘as of’ date
June 4
DMU Closes
Forms must be submitted by 5pm
June 22
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Some final tips and reminders: We recommend all approvals are completed by the time the DMU closes. You can submit multiple DMU forms. Just remember that the information on the last form executed will be what goes into effect on July 1st. ABA’s are updated daily. The ABA for 7/1 is not reflected until that date. The DMU website is full of great information including frequently asked questions. We encourage you to look there first for answers to your DMU questions. Of course you can always contact your HR Rep or Analyst for assistance. This concludes our DMU training, thanks for watching!
