Employment Records and Jobs
"Employment Records" and "Jobs" are HCM terms.
An "Employment Record" is created when someone is hired (Employment Record 0) or a concurrent job is added (Employment Record 1, etc.) An "Employment Record" is identified in the HCM system by an "Employment Record Number" (EMPL_RCD_NO in the Data Warehouse).
A "Job" is an employee's position in a single Organizational unit (usually a Department or Discipline/Group) and a single title. A more complete definition is best expressed negatively; if any of the following attributes of a Job are different between two positions filled concurrently by an employee, then the employee needs two "Jobs" to record them both:
- Department (ORG_NODE)
- Job Code (a.k.a. "title code")
- Appointment Type
- Fixed vs. Variable time
- Time Code (e.g., Positive Time, Exception Time)
- Pay Schedule
- Rates of REG (regular) pay on Job Earnings Distribution row(s)
- Supervisor (i.e., if an employee reports to two supervisors in the same Dept. while holding a single title, etc.)
Note: Concurrency is key! If an employee has a job in the English Dept., then is transferred (or promoted, etc.) to a job in the Physics Dept., his/her data is recorded in a single Employment Record. This is accomplished using Action/Reason combinations and Effective Dating: the new job starts the day after the old job ends. Employees who hold only one job at a time throughout their career at Berkeley (no matter how many different titles and departments they work in) will probably have all their HCM transactions recorded in one Employment Record (exceptions happen when one of the other attributes listed above differs for some percentage of an FTE in the same department and title).
In general, staff responsible for HCM data entry are instructed to confine Job transactions on HCM to as few Employment Records as possible. Here are some examples to illustrate this point.
First, consider the following history of personnel actions for an employee. All actions are entered in a single Employment Record. The positions held are sequential (with no overlap), and the employee did not need to have an additional job created.
| Empl_Rcd_No | Action Code | Title | Dept. (ORG_NODE) | FTE | Effective Date |
|---|---|---|---|---|---|
| 0 | HIRE | __ Assist II | English Dept. | 100% | 8/1/2002 |
| 0 | TRANSFER | __ Assist II | Physics Dept. | 100% | 12/1/2003 |
| 0 | PROMOTION | __ Assist III | Physics Dept. | 100% | 10/1/2004 |
Now consider a different set of personnel actions. In this case, it is necessary to record the employee's data in two Employment Records because as of 12/1/2003, s/he hold two jobs concurrently, in the Physics and the English departments.
| Empl_Rcd_No | Action Code | Title | Dept. (ORG_NODE) | FTE | Effective Date |
|---|---|---|---|---|---|
| 0 | HIRE | __ Assist II | English Dept. | 100% | 8/1/2002 |
| 0 | DATA CHANGE/VOL REDUCTION IN TIME | __ Assist II | English Dept. | 50% | 12/1/2003 |
| 1 | ADDITIONAL JOB | __ Assist II | Physics Dept. | 50% | 12/1/2003 |
| 1 | PROMOTION | __ Assist III | Physics Dept. | 50% | 10/1/2004 |
Appointments
"Appointments" are a PPS concept. The number of Appointments in an employee's PPS data records may differ from the number of Jobs s/he holds in HCM. The number of PPS appointments, and whether or not a new appointment is created when a transaction is entered in HCM, is automatically determined based on rules that govern the interface between the HCM and PPS systems (see "Relationship Between Jobs and Appointments" below).
Most report-writers and report-users in HR-BAIRS need not be concerned with whether a single job's data is spread over multiple PPS appointments, or what HCM Job corresponds to which PPS Appointment number(s). From an HR reporting perspective, the rules governing HCM jobs are usually what matters most.
Relationship Between Jobs and Appointments
The HCM-PPS Interface governs how HCM Jobs are "translated" into PPS appointment-based data. In HCM, the creation of a new appointment in PPS is signaled by the occurrence of a new "Appointment Begin Date" in the Job record.
A new appointment is created in PPS when certain Action Code/Reason combinations are used to describe the transactions that change an employee's job data in HCM. When other Action/Reason codes are used, no new appointment is created in PPS, and the Appointment Begin Date in HCM remains the same in the new Job row.
The following Actions trigger the creation of a new Appointment in PPS:
Please see instructions on how action codes are used in the HCM system.
- Additional Job
- Demotion
- Data Change - Appointment Type
- Data Change - Reactivate Job Record
- Data Change - Reappointment
- Data Change - Time Code Change
- Data Change - Terminal Year Appointment
- Hire
- Job Reclassification
- Promotion
- Rehire
- Transfer
