HR Data Dictionary by AJ Kikumoto

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									    Human Resources
     Data Dictionary

          (draft copy)




Prepared by the Office of Human Resources
       Updated: November 20, 2003
                                                     Table of Contents

Table of Contents...........................................................................................................................................2

Definition Format ...........................................................................................................................................5

History of Human Resources Data Systems ....................................................................................................9

Significant Changes in Data...........................................................................................................................10
        Account Base Amt...........................................................................................................................11
        Account Code .................................................................................................................................12
        Account Stipend Amt.......................................................................................................................13
        Age .................................................................................................................................................14
        Anniversary Date .............................................................................................................................15
        Appt Period From............................................................................................................................16
        Appt Period To................................................................................................................................17
        Birthdate..........................................................................................................................................18
        Campus Key....................................................................................................................................19
        Citizenship Ctry................................................................................................................................20
        Citizenship Status .............................................................................................................................21
        Dept Gp Cd.....................................................................................................................................22
        EAC................................................................................................................................................23
        EAC Branch....................................................................................................................................24
        EAC Branch Desc ...........................................................................................................................25
        EAC Dept .......................................................................................................................................26
        EAC Division...................................................................................................................................27
        EAC Division Desc..........................................................................................................................28
        EAC Section....................................................................................................................................29
        EAC Section Desc...........................................................................................................................30
        EAC Unit.........................................................................................................................................31
        EAC Unit Desc................................................................................................................................32
        EEO class........................................................................................................................................33
        EEO Class Desc ..............................................................................................................................34
        Empl Class.......................................................................................................................................35
        Empl Record No..............................................................................................................................36
        Empl Status......................................................................................................................................37
        Empl Status Desc ............................................................................................................................39
        Employee Alt ID..............................................................................................................................40
        Employee Type Code ......................................................................................................................41
        Ethnicity...........................................................................................................................................42
        Ethnicity Desc..................................................................................................................................43
        Exemptions Fed...............................................................................................................................44
        Exemptions State .............................................................................................................................45
        Fica Class........................................................................................................................................46

                                                                                                                                         Page 2
FICA Class Desc ............................................................................................................................49
FTE person......................................................................................................................................50
FTE Total........................................................................................................................................52
GL Pay Type...................................................................................................................................53
Grade ..............................................................................................................................................54
H Address 1 ................................................................................................................................55
H Address 2 ....................................................................................................................................56
H City..............................................................................................................................................57
H Country            ................................................................................................................................58
H State ............................................................................................................................................59
H Tel No.........................................................................................................................................60
H Zip...............................................................................................................................................61
Highest Degree ................................................................................................................................62
I9 form status...................................................................................................................................63
Island...............................................................................................................................................64
Job Code.........................................................................................................................................65
Job Family ......................................................................................................................................67
Job Function ...................................................................................................................................68
Job Function Desc ..........................................................................................................................69
Job Title...........................................................................................................................................70
Join Key..........................................................................................................................................71
M Address 1 ...................................................................................................................................72
M Address 2 ...................................................................................................................................73
M City.............................................................................................................................................74
M Country.......................................................................................................................................75
M State ...........................................................................................................................................76
M Zip ..............................................................................................................................................77
Marital Status...................................................................................................................................78
Military Status..................................................................................................................................79
Military Status Desc.........................................................................................................................80
Name ..............................................................................................................................................81
NTE Date........................................................................................................................................82
Pay Group .......................................................................................................................................83
Pay Group Desc .............................................................................................................................84
Payroll Number................................................................................................................................85
Percent ...........................................................................................................................................87
Pers Action......................................................................................................................................88
Pers Action Desc .............................................................................................................................89
Pers Reason.....................................................................................................................................90
Pers Reason Desc............................................................................................................................91
Pers Reason Effective Date ..............................................................................................................92
Personnel System.............................................................................................................................93
Position No......................................................................................................................................94
Posn Category.................................................................................................................................95
Posn FTE ........................................................................................................................................96
Present US Visa DD ........................................................................................................................97

                                                                                                                                 Page 3
           Record Month .................................................................................................................................98
           Record Year....................................................................................................................................99
           Reg Temp......................................................................................................................................100
           Retirement Code ...........................................................................................................................101
           Salary Annual.................................................................................................................................102
           Salary Monthly...............................................................................................................................103
           Salary Total Monthly Adjusted.......................................................................................................104
           Sec Key ........................................................................................................................................105
           Service Comp Date........................................................................................................................106
           Service Years ................................................................................................................................107
           Sex................................................................................................................................................108
           SSN ..............................................................................................................................................109
           Step...............................................................................................................................................110
           Step Movement Date .....................................................................................................................111
           Tenure Code .................................................................................................................................112
           Tenure Desc ..................................................................................................................................114
           Tenure Effective Date.....................................................................................................................115
           Tenure Line....................................................................................................................................116
           Tenure Locus.................................................................................................................................117
           Tenure Prob Pd Change.................................................................................................................118
           Tenure Waive MQ.........................................................................................................................119
           Tenure Year...................................................................................................................................120
           Transaction ID CD.........................................................................................................................121
           Union Code...................................................................................................................................122
           Union Code Desc .........................................................................................................................124
           Univ Appt Date..............................................................................................................................125
           US Entry Date ...............................................................................................................................126
           User Code.....................................................................................................................................127
           User Code SD...............................................................................................................................128
           Visa Pending DD ...........................................................................................................................129
           Warrant .........................................................................................................................................130
           Work Phone No 1 .........................................................................................................................131
           Year Degree Completed ................................................................................................................132
           Yrs Cont Svc.................................................................................................................................133

Helpful Hints         ..........................................................................................................................................134

Nature of Action Nuances..........................................................................................................................135

APPENDIX ..............................................................................................................................................136
     PEOPLESOFT DATA FIELD SUMMARY SHEET.....................................................................136
     HRIS TO OFIS DATA FIELD NAME COMPARISON..............................................................143
     Bargaining Unit 07 Phantom Steps..................................................................................................147
     Hawai>i Revised Statues 92F..........................................................................................................149




                                                                                                                                            Page 4
          History of Human Resources Data Systems
The computerization of Human Resources data has evolved from a totally manual system to a computerized
client/server system with ad hoc reporting capabilities.

!      In 1967, the Faculty/Staff Information System (FSIS) was created to initially computerize Human
       Resources data. FSIS consisted of a 5 part carbon form called the SF-5B that included redundant data
       entry of these typewritten forms, no upfront edit checks and no complete history - one NOA code.

!      In Spring, 1994, software obtained from the American Management Systems Human Resources
       Information System (HRIS) was put into production. The user entered data online directly into the
       computer, dynamic edit checking and error messages, table validation for codes (fica, retirement code).
        5 screens were needed to process information to create the equivalent of the SF5-B. The output from
       HRIS was the Payroll Notification form (PNR) that was similiar to the SF5-B but no carbon paper and
       was laser generated.

!      End user ad hoc reporting was made available utilizing BRIO software. Every night, HRIS data was
       pushed out to an external file that was used by the BRIO software. Civil Service data (obtained
       monthly from DHRD) was also concatenated to the file.

!      In March 1998, we converted to the PeopleSoft Human Resources system. The P/S system is more
       user friendly, screens utilize windows functions like the scroll bars and mouse cursor, system is more
       process oriented and training is 1 day vs. 4 days in HRIS.

!      On July 19, 1999, the Civil Service OFIS system converted to the new PeopleSoft HRMS system.
       See Appendix X relating to differences in data between OFIS and HRMS. The monthly downloaded
       file remained in the same OFIS format with the HRMS codes converted to OFIS codes. The file that
       was received was created specifically for the Workforce analysis project.

!      On February xx, 2002, University of Hawai‘i Civil Service employee data in the State of Hawai‘i
       PeopleSoft HRMS system was transferred and loaded to the University’s PeopleSoft database.




                                                                                                 Page 5
                                       Definition Format
The Data Dictionary is sorted in the same sequence as the Brio Table Catalog. Both Employee (PSEMPL) and
Account Code (PSACCT) definitions have been combined in this document and are listed alphabetically.

The following format is used for each definition:

Abbreviation            Description

DataName                Identifies the Data Name in the Brio Table Catalog in the Data Warehouse.

DataWarehouse File      Identifies the Brio Table Catalog in which the Data Warehouse Identifier is located on:

                        !        Employee           PSEMPL - most current employee file
                                                    PSQEMPL - historical data
                                                    HR_CURR_EMPL_MAST_TBL – future employee file
                        !        Account            PSACCT - most current account file
                                                    PSQACCT - historical data
                        !        Position           PSPOSNA - current position file with account codes
                                                    PSPOSNM – current main position file
                                                    HR_CURR_POS_MAST_TBL – future position file
                        !        ALL                Both Employee and Account files

                        Explanation of files:

                        PSEMPL           Employee          1 record per appointment. The employee data is
                                                           duplicated for each appointment - only the appointment
                                                           data will differ (e.g.., job code, position number, empl
                                                           record number, etc.). The employee file record contains
                                                           the LAST personnel action/reason assigned to the
                                                           record as of the previous night.

                        PSQEMPL          Employee          Historical file (see note below)

                        PSACCT           Account           1 record per account code. A maximum of 6 account
                                                           codes are possible for each appointment.

                        PSQACCT          Account           Historical file (see note below)

                        PSPOSNM          Position          Main Position file

                        PSPOSNA          Position          Position file with position account code information (not


                                                                                                     Page 6
                                                    employee account codes).




                  Join Keys:

                  1.      Between EMPL and ACCT, the join key is the data field SSN. Also available
                          as the join key is the data field JOIN_KEY (year + month + ssn + employee
                          record number)

                  2.      Between EMPL and POSN, use position number. Also available is as the join
                          key is the data field POSITION JOIN KEY (quarter + year + position
                          number)

                  Historical File

                          I.        Select proper historical record by limiting on DataNames RECORD
                                    MONTH (2 digits with leading zero) and RECORD YEAR. All of the
                                    HRIS historical files have been converted to the new PeopleSoft
                                    format. The following historical files have been loaded onto the data
                                    warehouse.
                                    !       March             >95, >96, >97, ’98, ’99, ’00, ’01, ’02, ‘03
                                    !       June              >95, >96, >97, ’98, ’99, ’00, ’01, ’02, ‘03
                                    !       October >94, >95, >96, >97, ’98, ’99, ’00, ’01, ’02, ‘03
                                    !       December >94, >95, >96, >97, ’98, ’99, ’00, ’01, ’02, ‘03

                          Note: Civil Service data is not available for 1994 due to HRIS conversion
                                errors. Also, the October 1994, is missing termination information for
                                Civil Service employees.

                          II.       Historical data stored online using the following formats and retention
                                    periods

                                    !       March data (5 years retention)
                                    !       June data (1 year retention)
                                    !       October data (10 years retention)
                                    !       December data (10 years retention)

                          Note: March data is used to represent Spring Semester data; October data is
                                used to represent Fall Semester data.

PeopleSoft Name   Identifies the Data Name used in the PeopleSoft system. ANone@ indicates that this field
                  definition either defines:


                                                                                              Page 7
                                1.    A literal description of the code that is related to it. For example, the
                                      field PAY GROUP DESC contains the literal description of the pay
                                      group code. This field can be used when doing an ad hoc report and
                                      meaningful literals are substituted for obscure codes.
                                2.    The field has been created to assist in the use of the ad hoc reporting
                                      tool. For example, EMPLOYEE TYPE gives a one code description
                                      for the classification of the employee rather than having the ad hoc
                                      reporting tool check many different job codes to determine the
                                      employee classification.

PeopleSoft Panel      Identifies the PeopleSoft Panel that the Data Name is located

Length                Indicates Length of the field of the Data Name
                      Format xx.dd where xx is the total length and dd is the number of decimal places.

Descriptor            Indicates if the data name has been defined as a descriptor
              !       AYes@ indicates that the data name has been defined a descriptor and that this Data
                      Name can be used on the BRIO Limit Line.
              !       ANo@ indicates that the data name is not a descriptor and if used on the BRIO Limit
                      Line will yield zero results. The work around is to extract all records (which could take
                      a while) and when the BRIO RESULTS are obtained to do a LIMIT during the
                      RESULTS phase.

Format        Indicates the format of the data. Mostly used for dates indicating CCYYMMDD (century,
              year, month, day) sequence.

Definition    Definition of the Data Name.

              This represents the University of Hawaii definition which may or may not be consistent with
              national or PeopleSoft definitions using the same name.

CODES         Samples of the data contained in this data name. In some cases, all of the possible data types
              are shown; in other cases, refer to the appendices for a full list of possible data. This data name
              will also contain notes and special considerations when using this data name.

OFIS          Civil Service data from the On-Line Form 5 Information System (OFIS) was received monthly
              from the State of Hawai‘i and included on the University of Hawai‘i datawarehouse.

               Civil Service

               Pay Class Code                                    length:5.0




                                                                                                 Page 8
                Explanation of above definition:

                Items in the box marked with Civil Service, indicates the Civil Service SF-5 data item that is
                used to fill this data field. In some cases, there is no associated SF-5 item number.

                The OFIS data stored in the data warehouse represents the current data of the employee. For
                example, the Form SF-5 has two occurrences of certain fields representing the FROM and TO
                data on the form (e.g., position title, group-code, monthly-rate, etc).

                !       If only the FROM data is filled, then only the FROM data is moved into the data
                        warehouse
                !       If only the TO data is filled, then only the TO data is moved into the data warehouse
                !       If both FROM and TO data are filled, then only the TO data is moved into the data
                        warehouse.

Possible Interest Items that may be added to the definition are:

        !       Important:      These notices indicate that special attention should be heeded when creating
                                your BRIO query in order to produce accurate results. For example, there are
                                differences between UH and OFIS data that will affect your selection criteria,
                                sort sequences and reports since the data definitions are NOT consistent
                                between the two systems.

        !       Questions:      These are appropriate questions that you may want to ask yourself to insure that
                                you are requesting the right data.

        !       Note:           These are any special notes of interest on this DataName. For example, a
                                change in the definition of the data name or a change in the collection of how the
                                data is captured would be annotated here.

        !       Conversions:    These are crosswalk tables to go between systems. For example, a crosswalk
                                that determines the UH Budget Level from the Employee=s Account Code.

2.      Updating of OFIS Records into Data Warehouse

        OFIS records were updated once a month usually during the first week of the month. These records
        contain valid OFIS information which may be different from data established in PeopleSoft. Therefore,
        this may affect selection criteria, sort sequences and reports since the data is not consistent between the
        two systems.

3.      Order in which data fields as they appear in this document

        The data fields in this document are listed in alphabetical sequence. Both PSEMPL and PSACCT


                                                                                                    Page 9
     fields are combined alphabetically.

4.   Update Schedule

     The data warehouse is updated nightly for all University of Hawai‘i employees. The last record
     approved will be selected for inclusion in the data warehouse. Suspended records not yet approved
     will not be included. Multiple actions (eg., change of salary, change of account code, change in FTE)
     on the same effective date will only have the last action included.




                                                                                            Page 10
     Significant Dates Relating to Human Resources
07/01/65   Department of Education becomes part of the University of Hawai?i

09/01/65   Faculty separated from Department of Education and becomes part of the University of Hawai?i

09/01/69   Hawai?i Community College is merged with University of Hawai?i at Hilo by Executive Order.
           (ETC (MDTA) ? ? ? )

08/01/75   Academic year changed. Prior to this date, the academic year was from 09/01/xx to 08/31/xx.
           Starting from this date, the academic year was changed to 08/01/xx to 07/31/xx.

07/01/91   Hawai?i Community College separated from University of Hawai?i at Hilo

xx/xx/03   Departments are reorganized.




                                                                                       Page 11
                        Significant Changes in Data

1.   For the period May, 1995 through June, 1998 dramatic differences in the results can be attributed to:

     !       Early Incentive Retirement Program (ERIP) occurred in June, 1995 causing large drops in
             employee counts following this period.

     !       The increase in Civil Service employees during June-July, 1997 is due to additional counting of
             excluded employees who were previously excluded from our University database.

     !       The fluctuations in the count of Faculty can be attributed to summer months and the start of the
             semester.

     !       The wide fluctuations in Executive/Managerial employees are due to the small unit size on the y-
             axis. All other graphs represent variations of at least 50 employees vs. 5 employees for the
             Executive/Managerial graphs.

2.   There is drop in civil service employees from 1995 of 421 civil service to 95 civil service in 2000.

     In June, 1996, there was a reorganization in Administration. At that time, in the datawarehouse, all of
     Kalvins' shop - Facilties Grounds got shifted from Systemwide to Manoa. If you check the Manoa
     totals, there's a proportional increase at the same time that System experienced the decrease from 1995
     to 1996.

     I can't remember why Datawarehouse showed Kalvin's shop as System other than it was based on
     jurisdiction.

3.   The Civil Service file hasn't been updating to the mainframe from May, 2001 which means that we don't
     have updated c/s data from April and May and June. The frozen civil service FSIS data will contain
     May, 2001 information. That should be okay since we don=t use the June data that much.




                                                                                              Page 12
     Special Considerations when Using the HR Data
1.    Collective Bargaining

      a.      In cases where salary costs need to be determined, ensure that the search criteria on the
              account code is specific to AG@ funds.

2.    Instructional Faculty

      Instructional Faculty defined with the first character of the Job Code as AI@, AJ@, AM@ and AC job codes
      ending with 09.@ Normally don=t include lecturers (temporary, semester by semester hire) or graduate
      assistants (students first) as instructional faculty.

3.    Research Graduate Assistants

      Research Graduate Assistants are 11-monthers and are defined as Job Code equal to GA11.
      Instructional Graduate Assitants are 9-monthers are are defined as Job Code equal to GA09.




                                                                                              Page 13
                                    Data Warehouse Definitions

DataName:               Account Base Amt

DataWarehouse File: Account

PeopleSoft name:        None

PeopleSoft panel:       None

Length: 7.4             Descriptor: No         Format: None

Definition:

         Indicates the amount charged to each account code based on the account percent. This is not factored
         by FTE.

Codes:                  None

OFIS:                   None




                                                                                              Page 14
                                      Data Warehouse Definitions

DataName:                Account Code

DataWarehouse file:      Account

PeopleSoft name:         Acct Code

PeopleSoft panel:        Job Earnings Distribution

Length: 14.0             Descriptor: Yes           Format: None

Definition:

        Indicates the 14-digit uniform accounting code against which the Pay Type is being charged. Account
        codes are required for each pay type shown on the Job Earnings Distribution Panel.

        Eg.              G98024F123B456 (No Spaces)
        Format:          col   1     Fund
                         col   2-3   Fiscal Year
                         col   4-6   Appropriation
                         col   7
                         col   8-10 Major Organization
                         col   11
                         col   12-14 Minor Organization

OFIS:

          Item 41 - Uniform Accounting Code

          Maximum number of account codes available is 4 per appointment record.


Conversions:             UH Budget Levels are not defined in the Employee DataWarehouse files but can be
                         derived from the Fund/Appropriation fields in the Account Code. For example, the
                         following are budget levels for SVPA (11/15/98):

                         UOH 901 = G131
                         UOH 902 = G133
                         UOH 903 = G132, S393, F811, S391, S392, S395, R816 to R828, R940, R991
                         UOH 904 = G134, S225F420
                         UOH 905 = G197
                         UOH 906 = G135, S367, S226
                         UOH 907 = G137, S305, S368, R810


                                                                                             Page 15
                                    Data Warehouse Definitions


Note: Fund-Appropriation:                G024 = Instructional; G028 = Research (G funds only)

DataName:               Account Stipend Amt

DataWarehouse file:     Account

PeopleSoft name:        Stip/Diff Amount

PeopleSoft panel:       Job Earnings Distribution

Length: 7.4             Descriptor: No          Format: None

Definition:

        Indicates the monthly stipend or differential amount paid to an employee.

Codes: None

OFIS:                   ?




                                                                                                Page 16
                                    Data Warehouse Definitions

DataName:               Age

DataWarehouse File: Employee

PeopleSoft Name:        None

PeopleSoft panel:       None

Length: 2.0             Descriptor: Yes         Format: None

Definition:

         Indicates the employee=s age. The employee age is determined by subtracting the birthdate from the
         computer system=s date. The Data Warehouse files are created each night so the system date that will
         be used will be the date on which the Data Warehouse files were created.

Codes:                  None

OFIS:                   None




                                                                                               Page 17
                                    Data Warehouse Definitions

DataName:               Anniversary Date

DataWarehouse File: Employee

PeopleSoft Name:        Anniversary Date

PeopleSoft Panel:       Employment Data 2

Length: 8.0             Descriptor: Yes         Format: CCYYMMDD

Definition:

         Indicates the anniversary date for APT employees. This is the date of last continuous appointment as an
         APT.

Codes:                  None

OFIS:                   None

NOTE:

         1.     Change in the use of the appointment period pursuant to memo from Peggy Hong dated
                xx/xx/xx.




                                                                                                Page 18
                                      Data Warehouse Definitions

DataName:                Appt Period From

DataWarehouse File: Employee

PeopleSoft Name:         Appt Per From

PeopleSoft Panel:        Job Data 1

Length: 8.0              Descriptor: No          Format: CCYYMMDD

Definition:

         Indicates the beginning date of the appointment for this employee. For tenured faculty, this date
         represents the date on which tenure was received.

Codes:                   None

OFIS:                    None

NOTE:

         1.      Change in the use of the appointment period pursuant to memo from Peggy Hong dated
                 xx/xx/xx.




                                                                                                 Page 19
                                     Data Warehouse Definitions

DataName:               Appt Period To

DataWarehouse File: Employee

PeopleSoft Name:        Appt Per To

PeopleSoft Panel:       Job Data 1

Length: 8.0             Descriptor: No         Format: CCYYMMDD

Definition:

         Indicates the ending date of the appointment for this employee. If an employee on the “off-duty plan”
         has received tenure, the Appt Period To date includes the month and day through which the employee is
         owed pro-rata summer pay; eg. 99990831

Codes:                  None

OFIS:                   None




                                                                                              Page 20
                                       Data Warehouse Definitions

DataName:                  Birthdate

DataWarehouse File: Employee

PeopleSoft Name:           Birthdate

PeopleSoft Panel:          Personal Data 2

Length: 8.0                Descriptor: Yes         Format: CCYYMMDD

Definition:

         Indicates the employee=s date of birth.

Codes:                     None

OFIS:

          Civil Service

          Item 4 - Date of Birth




                                                                      Page 21
                                     Data Warehouse Definitions

DataName:              BU Hire Date

DataWarehouse File: Employee

PeopleSoft Name:       BU Hire Date

PeopleSoft Panel:      Civ Srv

Length: 8.0            Descriptor: Yes        Format: CCYYMMDD

Definition:

         For BU 01 employees only.

Codes:                 None

OFIS:                  None




                                                                  Page 22
                                      Data Warehouse Definitions

DataName:                Campus Key

DataWarehouse File: All

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 2.0              Descriptor: Yes       Format: None

Definition:

        Indicates campus jurisdiction as determined by the employing agency codes. This is different from the
        location code which indicates physical location of the employee. These codes do not exist in
        PeopleSoft and are used exclusively in the data warehouse.

Codes: Note: xx = 00 thru 99 (numeric)

         CAMPUS                                  EMPLOYING AGENCY CODE                   CAMPUS KEY

         UH M?noa                                22 10 xx xx thru 22 46 xx xx            MA
                                                 22 50 71 60 thru 22 50 81 xx

         System                                  22 01 xx xx thru 22 08 xx xx            SW
                                                 22 47 xx xx thru 22 50 71 30
                                                 22 55 xx xx

         UH Hilo                                 22 6x xx xx                             HI

         UH West O>ahu                           22 7x xx xx                             WO

         Community College Chancellor Office     22 80 xx xx                             CC

         Employment Training Center              22 81 xx xx                             ET

         Honolulu CC                             22 82 xx xx                             HO

         Kapi>olani CC                           22 83 xx xx                             KA

         Leeward CC                              22 84 xx xx                             LE

         Windward CC                             22 85 xx xx                             WI

         Kaua>i CC                               22 86 xx xx                             KU

         Maui CC                                 22 87 xx xx                             MU

         Hawai>i CC                              22 89 xx xx                             HA



                                                                                               Page 23
                                     Data Warehouse Definitions

DataName:               Citizenship Ctry

DataWarehouse File:     Employee

PeopleSoft Name:        Country

PeopleSoft Panel:       Citizenship/Passport Data

Length: 3.0             Descriptor: Yes         Format: None

Definition:

         Country of which the employee is a citizen of. This data is represented by a 3 character code.

Codes:                  Refer to Appendix F for table values

OFIS:                   None




                                                                                                Page 24
                                        Data Warehouse Definitions

DataName:                   Citizenship Status

DataWarehouse File:         Employee

PeopleSoft Name:            Citizenship Status

PeopleSoft Panel:           Personal Data 2

Length: 1.0                 Descriptor: Yes           Format: None

Definition:

         Citizenship status of the employee in relation to being a citizen of the United States.

Codes:

          1         US Citizen (including Guam, Puerto Rico, US Virgin Islands, Northern Mariana Islands)
          2         US National (American Samoa, Swains Island)
          3         Alien Permanent (US Permanent Resident)
          4         Alien Temporary (Nonimmigrant Visas)
          N         Not indicated


         Note: Employees from Western Samoan’s are considered aliens. Similarly, employees from the
               Federated States of Micronesia are also considered aliens.


OFIS:

          Item 7 - U.S. Citizen

          Code      Description
          N         Native



Note: For questions, contact the Office of Immigration Affairs




                                                                                                            Page 25
                                        Data Warehouse Definitions

DataName:                  Dept Gp Cd

DataWarehouse File:        Employee

PeopleSoft Name:           None

PeopleSoft Panel:          None

Length: 3.0                Descriptor: Yes        Format: None

Definition:

         The DEPT GP CD assigns certain employing agency codes to larger entities (e.g., ORS, Undelegated
         Units, etc.) and should help in the data warehouse processing in identifying employees in these larger
         entities. The codes ORS, AUX, and UND do not exist in PeopleSoft and are used elusively in the data
         warehouse.

Codes:            Note: xx = 00 thru 99 (numeric)

          LARGER ENTITY                       EMPLOYING AGENCY CODE                            DEPT GP CD

          Office of Research Services         22 38 00 xx Research & Grad Ed                   ORS
                                              22 38 01 xx Off VP Research & Grad Ed
                                              22 38 02 xx Off Research Services
                                              22 38 03 00 OTTED
                                              22 38 13 xx Water Resources Research Center
                                              22 38 41 xx Social Science Research Institute
                                              22 38 42 xx Industrial Relations Center
                                              22 38 61 xx Lyon Arboretum
                                                               k?
                                              22 38 71 xx Waik? Aquarium
                                              22 38 81 xx Lab Animal Service

          Auxiliary Enterprises               22 50 00 00 Administration                       AUX
                                              22 50 02 xx Sr VP Admin
                                              22 50 07 xx Long Range Physical Development
                                              22 50 09 xx Internal Audit
                                              22 50 11 xx Financial Management
                                              22 50 31 xx Information Technology Office
                                              22 50 41 xx University Budget Office
                                              22 50 51 xx Faculty Housing & Assist Serv
                                              22 50 71 xx Auxiliary Enterprise

          Undelegated Units                   22 01 xx xx Board of Regents                     UND
                                              22 02 xx xx St Post Sec Ed Comm
                                              22 05 xx xx Exec Off of the Pres
                                              22 08 xx xx Off of EEO-AA
                                              22 47 xx xx University Relations


                                                                                               Page 26
                                      Data Warehouse Definitions

                                              22 50 21 xx Hum & Mtl Res
                                              22 55 xx xx Off of Plan & Policy
DataName:                EAC

DataWarehouse File:      All

PeopleSoft Name:         Department

PeopleSoft Panel:        Job Data 1

Length: 10.0             Descriptor: Yes           Format: None

Definition:

         Indicates a departmental code assigned by the Office of Human Resources - System Support and
         Analysis Section. This data name is similar to the Area/Orgn code on HRIS, and consistent with the
         OFIS Employing Agency Codes. The EAC consists of a 10 digit number with the department (cols 1-
         2), division (cols 3-4), branch (cols 5-6), section (cols 7-8), and unit (cols 9-10) fields and is structured
         according to the University organizational charts.

Codes:

The Department code (first 2 digits) of the EAC is always A22" signifying AUniversity of Hawai>i@.

OFIS:

 Item 24 - Employing Agency code                    length: 8.0


NOTE:

1.       Effective 2/16/99, OFIS and DHRD PeopleSoft EACs for community colleges will be changed to be
         consistent with the University PeopleSoft EACs. During AMS HRIS implementation, the community
         colleges decided to establish new Area/Organization codes consistent with a budgetary structure. The
         OFIS EAC was never changed to reflect this new structure during the entire HRIS implementation and
         thus all CC personnel officers were required to remember 2 EACs (BOR and Civil Service). After
         2/16/99, community colleges will now have to remember one EAC for the BOR and Civil Service
         employees.




                                                                                                     Page 27
                                      Data Warehouse Definitions

DataName:                EAC Branch

DataWarehouse File:      All

PeopleSoft Name:         Department

PeopleSoft Panel:        Job Data 1

Length: 2.0              Descriptor: Yes        Format: None

Definition:

         Indicates the two digit branch code. The term BRANCH is the same term used in the OFIS Employing
         Agency Code. The Branch code is the 5th & 6th digit of the 10-digit EAC.

Codes:                   Refer to Appendix L for table values.

OFIS:

          ITEM 24 - Branch




                                                                                          Page 28
                                    Data Warehouse Definitions

DataName:               EAC Branch Desc

DataWarehouse File:     Employee

PeopleSoft Name:        None

PeopleSoft Panel:       None

Length: 20.0            Descriptor: Yes        Format: None

Definition:

         Indicates the long description of the data name EAC Branch.

Codes:                  Refer to Appendix L for table values.

OFIS:                   None




                                                                       Page 29
                                            Data Warehouse Definitions

DataName:                  EAC Dept

DataWarehouse File:        All

PeopleSoft Name:           Department

PeopleSoft Panel:          Job Data 1

Length: 2.0                Descriptor: Yes           Format: None

Definition:

         Indicates the Department Code. The term DEPARTMENT is the same term used in the OFIS
         Employing Agency Code. The Department code is the 1st & 2nd digit of the 10-digit EAC.

Codes:

         This value is always A22" and refers to the University of Hawai>i.

OFIS:

          Sample:

          Code      Description
          22        University of Hawai>i




                                                                                        Page 30
                                       Data Warehouse Definitions

DataName:                 EAC Division

DataWarehouse File:       All

PeopleSoft Name:          Department

PeopleSoft Panel:         Job Data 1

Length: 2.0               Descriptor: Yes        Format: None

Definition:

         Indicates the Division code. The term DIVISION is the same term used in the OFIS employing agency
         code. The Division code is the 3rd & 4th digit of the 10-digit EAC.

Codes:                    Refer to Appendix L for table values.

OFIS:

          ITEM 24 - Division




                                                                                           Page 31
                                    Data Warehouse Definitions

DataName:               EAC Division Desc

DataWarehouse File:     Employee

PeopleSoft Name:        None

PeopleSoft Panel:       None

Length: 20.0            Descriptor: Yes         Format: None

Definition:

         Indicates the long description of the data name EAC Division.

Codes:                  Refer to Appendix L for table values.

OFIS:                   None




                                                                         Page 32
                                      Data Warehouse Definitions

DataName:                EAC Section

DataWarehouse File:      All

PeopleSoft Name:         Department

PeopleSoft Panel:        Job Data 1

Length: 2.0              Descriptor: Yes        Format: None

Definition:

         Indicates the Section code. The term SECTION is the same term used in the C/S employing agency
         code. The Section code is the 7th & 8th digits of the 10-digit EAC.

Codes:                   Refer to Appendix L for table values.

OFIS:

          ITEM 24 - Section




                                                                                          Page 33
                                      Data Warehouse Definitions

DataName:                EAC Section Desc

DataWarehouse File:      Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 20.0             Descriptor: Yes           Format: None

Definition:

         Indicates the long description of the data field eac section.

Codes:                   Refer to Appendix L for table values.

OFIS:                    None




                                                                         Page 34
                                    Data Warehouse Definitions

DataName:              EAC Unit

DataWarehouse File:    All

PeopleSoft Name:       Unit Code

PeopleSoft Panel:      Job Data 1

Length: 2.0            Descriptor: Yes         Format: None

Definition:

Indicates the Unit code. The term UNIT is the same term used in the OFIS employing agency code. This
definition differs from the former definition in HRIS. The HRIS unit previously indicated the lowest level of
organization. The PeopleSoft Unit data name indicates the physical location of the employee. This is consistent
with the OFIS unit code. The Unit code is the 9th & 10th digit of the 10-digit EAC.

Codes:

         01            Manoa Campus
         02            Honolulu CC
         03            Kapiolani CC
         04            Leeward CC
         05            Other Honolulu Fac
         06            Winward Oahu
         07            Leeward Oahu
         09            Winward CC
         10            UH at Hilo
         11            Other Hawaii Fac
         12            Hawaii CC
         15            Kauai CC
         16            Other Kauai Fac
         20            Maui CC
         21            Other Maui Fac
         25            Molokai
         27            UH-West Oahu
         30            Out-Of-State


OFIS:                  None




                                                                                               Page 35
                                      Data Warehouse Definitions

DataName:                EAC Unit Desc

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 20.0             Descriptor: Yes        Format: None

Definition:

         Indicates the long description of the data name EAC unit.

Codes:

         01      Manoa Campus
         02      Honolulu CC
         03      Kapiolani CC
         04      Leeward CC
         05      Other Honolulu Fac
         06      Winward Oahu
         07      Leeward Oahu
         09      Winward CC
         10      UH at Hilo
         11      Other Hawaii Fac
         12      Hawaii CC
         15      Kauai CC
         16      Other Kauai Fac
         20      Maui CC
         21      Other Maui Fac
         25      Molokai
         27      UH-West Oahu
         30      Out-Of-State


OFIS:                    None




                                                                     Page 36
                                  Data Warehouse Definitions

DataName:            EEO class

DataWarehouse File: Employee

PeopleSoft Name:     EEO Class

PeopleSoft Panel:    Job Data 2

Length: 5.0          Descriptor: No        Format: None

Definition:


Codes:


                PeopleSoft Table Value      Full Description

                Exclude                     Exclude from Count
                None                        None of the above
                Pr Trainee                  Production Trainee
                Wc Trainee                  White-Collar Trainee

OFIS:                None

Note:                For questions, contact the EEO/AA Office.




                                                                   Page 37
                                     Data Warehouse Definitions

DataName:                EEO Class Desc

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 12.0             Descriptor: No          Format: None

Definition:

         Indicates the description of the data field AEEO Class@.

Codes:                   None

OFIS:                    None




                                                                    Page 38
                                         Data Warehouse Definitions

DataName:                 Empl Class

DataWarehouse File: Employee

PeopleSoft Name:          Empl Class

PeopleSoft Panel:         Job Data 2

Length: 1.0               Descriptor: No               Format: None

Definition:

         Indicates the code for an administrative title such as Chair, Director, etc. This field is used for faculty
         employees only.

Codes:

          Code    Description
          A       Associate or Assistant Director (Faculty only)
          B       Branch Superintendent or County Chair (Faculty only)
          C       Chair (Faculty only)
          D       Director (Faculty only)
          O       Other Titles (Faculty only. e.g., Librarian, Associate or Assistant Librarian)
          S       Associate or Assistant Chair (Faculty only)
          T       Dual Administrative Titles (Faculty only. e.g., Chair and Director)
          Z       Conversion (This code was affixed to the record when the employee was first converted from FSIS. This value
                  should no longer be entered.)


OFIS:                     None




                                                                                                                Page 39
                                       Data Warehouse Definitions

DataName:                 Empl Record No

DataWarehouse File: All

PeopleSoft Name:          Empl Rcd #

PeopleSoft Panel:         All PeopleSoft Panels

Length: 1.0               Descriptor: Yes           Format: None

Definition:

        Indicates whether the employee has more than one appointment. In PeopleSoft it is possible for an
        employee to be appointed to multiple jobs concurrently. PeopleSoft uniquely identifies multiple
        concurrent appointments through the employment record number field. This field is user-controlled;
        every employee must have a primary appointment which indicates the home base appointment.

        IMPORTANT: For the data warehouse only, the home based appointment is indicated with a A1" which
                                   differs from the online PeopleSoft system which indicates a home base
                                   with a A0". Concurrent appointments are 2, 3, 4, etc.

Codes: None

OFIS:

          Item NONE - NONE

          OFIS data allows multiple appointments. Multiple appointments are determined by the individual position number
          for each appointment. However, if an employee does have more than 1 appointment, both appointments will
          display A1" in this field.




                                                                                                        Page 40
                                      Data Warehouse Definitions

DataName:               Empl Status

DataWarehouse File: Employee

PeopleSoft Name:        Employee Status

PeopleSoft Panel:       Job Data 1

Length: 5.0             Descriptor: Yes          Format: None

Definition:

         Indicates the code for an employee=s employment status. Determined based on last action taken to an
         employees record. For new hires, the system defaults this field to AActive@.

Codes:

          HRIS
          Code    Description
          A       Active
          C       Appointment Cancelled
          F       Paid Leave
          L       Leave Without Pay
          N       Not Active
          P       Pending Personnel Action
          R       Return Rights
          S       Study Leave
          T       Separated
          W       Workers Compensation
          X       Non-Compensated
          Z       Inactive/Conversion


         IMPORTANT: The Civil Service Employment-Status codes are different from the PeopleSoft codes.

                                          AF@ Civil Service FILLED is equivalent to AA@ PeopleSoft ACTIVE.
                                          However, AF@ in PeopleSoft means Paid Leave. You need to make a
                                          determination of C/S or BOR via the PERSONNEL-SYSTEM data
                                          field to distinguish the employment status codes.

OFIS:                   None




                                                                                              Page 41
                                     Data Warehouse Definitions

DataName:               Empl Status Desc

DataWarehouse File: Employee

PeopleSoft Name:        None

PeopleSoft Panel:       None

Length: 12.0            Descriptor: No           Format: None

Definition:

        Indicates the description of the data field AEmpl Status@.

Codes: None

OFIS:                   None




                                                                     Page 42
                                     Data Warehouse Definitions

DataName:                Employee Alt ID

DataWarehouse File: All

PeopleSoft Name:         ID

PeopleSoft Panel:        All PeopleSoft Panels

Length: 10.0             Descriptor: Yes          Format: None

Definition:

         Hawai>i Revised Statues Chapter 92-F dictates that the Social Security Number is confidential
         information. Information Technology Services has utilized a feature in the PeopleSoft requiring an
         Alternate Idenfication Number for every employee in PeopleSoft.

         Employee Alt ID may be obtained at the following web address:

                         https://sunsys.its.hawaii.edu/peoplesoft/

Codes:                   None

OFIS:                    None

Note: On xx/xx/xx, the Alt Id format was changed to a 10 digit number.




                                                                                                 Page 43
                                     Data Warehouse Definitions

DataName:                 Employee Type Code

DataWarehouse File:       Employee

PeopleSoft Name:          None

PeopleSoft Panel:         None

Length: 1.0               Descriptor: Yes          Format: None

Definition:

         This field has been setup for the convenience of quickly determining an employee=s classification without
         having to know the appropriate Job Code ranges.

Codes:

          Employee Type                 Criteria                                                         EMPLOYEE-
                                                                                                         TYPE-CODE

          Civil Service                 Job Code < 90000                                                 C

          Executive/Managerial          Job Code begins with AM@, AS@, AH@, AC@,                         E
                                        AW@ AND NOT ending with >09', >11', or >12'.

          APT                           Job Code = 91000 thru 95999 inclusive                            A

          Graduate Assistant            Job Code = >GA09' (Instructional) or >GA11'                      G

          Lecturer                      Job Code begins with AL@                                         L

          Non-Compensated               Job Code = >NC=                                                  N

          Faculty                       Job Code begins with AC@, AI@, AM@, AJ@, AR@, AS@, AA@, AB@      F
                                        AND ends with >09', >11', or >12'.

                                        Note: AI@, AM@, AJ@, AR@, AS@, AA@, AB@ codes do not exist for
                                        community colleges


OFIS:                     None

NOTES:

a.       Instructional Faculty defined with the first character of the Job Code as AI@, AJ@, AM@ and AC job codes
         ending with 09.@ Normally don=t include lecturers (temporary, semester by semester hire) or graduate
         assistants (students first) as instructional faculty.

                                                                                                             Page 44
                                 Data Warehouse Definitions


b.   Separate Excutive and Mangerial by the last digit of the grade code.




                                                                            Page 45
                                         Data Warehouse Definitions

DataName:                 Ethnicity

DataWarehouse File: Employee

PeopleSoft Name:          Ethnic Group

PeopleSoft Panel:         Personal Data 2

Length: 5.0               Descriptor: Yes             Format: None

Definition:

         Indicates the code for the ethnic group that the employee is most associated with.

         Note:

         1.               For questions, contact the Equal Employment Opportunity/Affirmative Action Office

Codes:

          Code     Description                                  Code   Description
          A        American Indian / Alaskan Native             K      Korean
          B        Black                                        N      Mexican/Cuban/Central and South American
          C        Chinese                                      P      Part Hawaiian
          F        Filipino                                     R      Puerto Rican
          G        Portuguese                                   S      Samoan
          H        Hawaiian                                     U      Unknown
          I        Indian (Indian Subcontinent)                 W      White
          J        Japanese or Okinawan                         Z      Other Asian & Pacific Islander


OFIS:

          Item 42 - Ethnic Code

          Additional codes exclusively for Civil Service are:

          Code     Description
          M        Mixed
          O        Other and Unknown



Note: if ((ethnicity=’P’) or (ethnicity=’J’) or (ethnicity=’F’)) then ‘AP’ else ‘***’



                                                                                                     Page 46
                                      Data Warehouse Definitions

DataName:                Ethnicity Desc

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 12.0             Descriptor: No            Format: None

Definition:

        Indicates the description for the data field ethnicity.

Codes: None

OFIS:                    None




                                                                   Page 47
                                     Data Warehouse Definitions

DataName:                 Exemptions Fed

DataWarehouse File: Employee

PeopleSoft Name:          # of Fed Exempts

PeopleSoft Panel:         Personal Data 2

Length: 5.0               Descriptor: No         Format: None

Definition:

        Number of exemptions declared by employee on Form W-4. Data in PeopleSoft is for informational
        purposes only. The definitive data is the Form W-4 that is submitted to the Payroll Office.

        Note:

        1.       For questions, contact the Payroll Office.

Codes: None

OFIS:

          Civil Service

          Item 12 - Tax Exemptions




                                                                                         Page 48
                                     Data Warehouse Definitions

DataName:                Exemptions State

DataWarehouse File: Employee

PeopleSoft Name:         # of State Exempts

PeopleSoft Panel:        Personal Data 2

Length: 5.0              Descriptor: No          Format: None

Definition:

        Number of exemptions declared by employee on Form W-4. Data in PeopleSoft is for informational
        purposes only. The definitive data is the Form W-4 that is submitted to the Payroll Office.

        Note:

        1.       For questions, contact the Payroll Office.

Codes: None

OFIS:

          Item 12 - Tax Exemptions




                                                                                         Page 49
                                      Data Warehouse Definitions

DataName:                Extract Month

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 2.0              Descriptor: No           Format: None

Definition:

         Data is blank for all data warehouse files updated nightly. For quarterly files only, the valid values are
         03, 06, 10 and 12 for each respective month. Note leading zeros on March and June months.

Codes:                   None

OFIS:                    None




                                                                                                    Page 50
                                      Data Warehouse Definitions

DataName:                Extract Year

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 4.0              Descriptor: No           Format: None

Definition:

         Data is blank for all data warehouse files updated nightly. For quarterly files only, the valid values are
         the 4 digit year of the quarterly file.

Codes:                   None

OFIS:                    None




                                                                                                    Page 51
                                             Data Warehouse Definitions

DataName:                    Fica Class

DataWarehouse File: Employee

PeopleSoft Name:             FICA Class

PeopleSoft Panel:            Job Data 2

Length: 1.0                  Descriptor: Yes             Format: None

Definition:

        Indicates whether the employee is eligible for membership in the State Employees Retirement System
        (ERS).

Codes: Continued on next page

              Employees must have employment appointments exceeding three months with a minimum of 50% FTE to be
              eligible for State ERS membership. If eligible, refer to the State ERS EC&B-1 form. Note (*): If salary exceeds
              FICA ceiling, excess is subject to Medicare tax.

              ELIGIBLE FOR STATE ERS MEMBERSHIP

              CONTRIBUTORY PLAN

              A        Member of contributory retirement plan.
                       ?      As of June 30, 1984 who elected to remain in the Contributory Plan.
                              Retirement                                            Yes
                              FICA (Social Security & Medicare) Yes
                              Medicare Only                                         (*)

              B        Member of contributory retirement plan.
                       ?      Employees with J-1, F-1, M-1 or Q-1 visas, who are 50% FTE or more and who are not covered
                              by Social Security, however, must be members of the State ERS.
                       ?      Members of the contributory plan who elected not to join social security or Medicare as of
                              June 30, 1957.
                              Retirement                                            Yes
                              FICA (Social Security & Medicare) No
                              Medicare Only                                         No

              NONCONTRIBUTORY PLAN

              C       Member of noncontributory retirement plan with Social Security coverage hired after June 30, 1984.
                      Refer to Personnel Management Office memorandum dated October 1, 1986. This includes those who
                      withdrew from State ERS in 1984 or any employees hired after June 30, 1984.

                                Retirement                                              No


                                                                                                                Page 52
                                  Data Warehouse Definitions

                       FICA (Social Security & Medicare) Yes
                       Medicare Only                                          (*)

        NOT ELIGIBLE FOR STATE ERS MEMBERSHIP

        E     Effective July 2, 1991, Medicare only continues to be mandatory for those employees who are less than
              50% FTE, and who are:
              ?        State ERS members who previously obtained membership from another state agency; and,
              ?        State ERS retirees, including Incentive Early Retirement (IER) appointees.

              NOTE: If AE@ is used, explain reason in Remarks of the PNF, e.g., AERS Retiree@.

                       Retirement                                             N/A
                       FICA (Social Security & Medicare) No
                       Medicare Only                                          Yes

        K     Effective 07/01/97 PTS Deferred Compensation Retirement Plan (PTS Plan) for part-time, temporary, and
              seasonal/casual employees of the state.
              ?        Part-time appointments less than 50% FTE
              ?        Appointments of 90 days or less
              ?        Lecturers teaching less than seven credit hours per semester at UH M?    noa, UH Hilo, UH West
                       O>ahu and lecturers teaching less than eight credit hours per semester at UH Community
                       Colleges.
             ?         Emergency Hires
             ?         Casual Hires

        N     Employees exempt from State ERS membership, Social Security and Medicare, e.g., appointees on F-1, J-
              1, M-1 visas who are less than 50% FTE and whose appointments are 90 days or less; graduate
              assistants and non-compensated appointments.

              Retirements                                            N/A
              FICA (Social Security & Medicare)             No
              Medicare Only                                          No

        S      Effective July 2, 1991, Social Security and Medicare are mandatory for all employees, except for those
              indicated above.

              ?        Part-time appointments less than 50% FTE
              ?        Appointments of 90 days or less
              ?        Emergency Hires
              ?        Casual Hires

              Retirement                                             N/A
              FICA (Social Security & Medicare)             Yes
              Medicare Only                                          (*)

              FOOTNOTE:
                    (*) If salary exceeds FICA ceiling, excess is subject to Medicare tax.



OFIS:


                                                                                                       Page 53
                 Data Warehouse Definitions


Item 14 - FICA




                                              Page 54
                                      Data Warehouse Definitions

DataName:                FICA Class Desc

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 12.0             Descriptor: No           Format: None

Definition:

         Indicates the description of the data field Fica Class.

Codes:                   None

OFIS:                    None




                                                                   Page 55
                                       Data Warehouse Definitions

DataName:               FTE person

DataWarehouse File: Employee

PeopleSoft Name:        Person FTE

PeopleSoft Panel:       Job Data 2

Length: 1.5             Descriptor: Yes            Format: x.x

Definition:

        Indicates the percent full-time equivalent that the employee works in this appointment. For
        example, 100% is reflected as A1" or A1.0" and 50% is reflected as A.5" or A0.5".

        For Lecturers, FTE is based on the number of credit hours taught and the type of institution:

                 For Lecturers, indicates the FTE shown below, based on the number of credit hours taught and the type
                 of institution:
                                   Credit            FTE - 2 Year    FTE - 4 Year
                                   Hours             Institutions    Institutions

                                  1                 .0667              .0833
                                  2                 .1333              .1667
                                  3                 .2000              .2500
                                  4                 .2667              .3333
                                  5                 .3333              .4167
                                  6                 .4000              .5000
                                  7                 .4667              .5833
                                  8                 .5333              .6667
                                  9                 .6000              .7500
                                  10                .6667              .8333
                                  11                .7333              .9167
                                  12                .8000              1.000
                                  13                .8667              1.083
                                  14                .9333              1.167
                                  15                1.000              1.250
                                  16                1.067
                                  17                1.133
                                  18                1.200
                                  19                1.267
                                  20                1.333
                                  21                1.400

                         Note:    for lecturers:    15 credits needed to indicate full time for a 2 year institution
                                                    12 credits needed to indicate full time for a 4 year institution



                                                                                                            Page 56
                                    Data Warehouse Definitions


        Note:

        1.      Effective 01/16/99, the FTE for all lecturers will be indicated in the PeopleSoft Database and on
                the PNF as zero. The number of teaching credits may still be obtained from the data name
                AGrade@. (memo Peggy Hong - 10/20/98).

                January 16, 1999: All Lecturer appointments were coded as 0.00 FTE to resolve the
                discrepancy between the policy that 7/8 credits equated to half-time for lecturers teaching at 4-
                year and 2-year campuses, respectively, while on HRIS, 6/7.5 equated to half-time.

        2.      02/05/99 (sy) - The maximum FTE Person for Graduate Assistants should be 50% FTE since
                they really are students working part-time and going school the rest of the time.

        3.      09/05/00 (ct) - Datawarehouse continued to reflect the 1.00 FTE until 1996; hence, the
                attached reports for 1994 and 1995 reflect the 1.00 FTE. The 1996 through 1998 historial
                data reflect the computed FTE, and the 1999 and 2000 historical data reflect the 0.00 FTE.

        !       Prior to September 1994: The SF-5Bs and the Faculty Staff Information System (FSIS)
                reflected 1.00 as the FTE for all lecturers, regardless of the number of credits taught.

        !       September 1994: Lecturers were added into the Human Resources Information System (HRIS)
                with FTE based on number of credits taught, using 12 as the base for the four-year campuses
                                                                                    noa
                and 15 for two-year campuses. For example, 6 credits taught at M? translated into a .50
                FTE.

        4.      xx/xx/03 (sy) – Lecturers are given credit hours based on the table above.

Examples:

                1.0      100% Full Time
                0.5      50% Part Time

OFIS:

         Item 37 - FTE                            length: 1.5




                                                                                                 Page 57
                                     Data Warehouse Definitions

DataName:                FTE Total

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 1.5              Descriptor: No          Format: x.x

Definition:

         Indicates the employee=s total FTE for all appointments.

         The FTE Total data name has a zero value on all multiple appointments. Only the home based
         appointment (record number 1) is marked with the total FTE. This is to prevent overcounting (if each
         appointment had a FTE total). Therefore, in BRIO, limiting FTE Total = 1 will result in only records
         with record number = 1 (home based appointment).

Codes:           None

OFIS:            None


Note:


1.       Depending on the survey, lecturers may be counted as part-time faculty.

2.       Lecturers have been coded with FTE = 0 since 1/16/1999 (Spring semester)




                                                                                               Page 58
                                         Data Warehouse Definitions

DataName:                 GL Pay Type

DataWarehouse File: Account

PeopleSoft Name:          GL Pay Type

PeopleSoft Panel:         Job Earnings Distribution

Length: 5.0               Descriptor: Yes                     Format: None

Definition:

         Indicates the code for the employee=s Pay Type.

Codes:

          Code              Description
          BASER             Base Pay - Regular
          DIFFE             Differential - 11 - Month
          DIFFH             Differential - High Altitude
          DIFFO             Differential - Overseas
          DIFFT             Differential - Temp Diff Pay
          DIFFZ             Differential - Hazard
          EMPIA             E/M Performance Incentive Award
          NCOMP             Non Comp
          STADM             Stipend - Administrative
          STATH             Stipend - Athletics
          STOT              Stipend - Overtime
          STOTH             Stipend - Other
          STTPA             Stipend - Temporary Assignment


OFIS:

          Item 32 & 33 - Differential Code

          Maximum number of OFIS stipend codes is 2. Civil Service Employees have temporary differentials, hazard pay,
          etc.


NOTE:

1.       09/05/00 (ct) - added BASER EMPIA for July 1, 2000 one-time payment for E/Ms. BASER EMPIA
         programmed to print on PNF without dividing by 2 like other administrative stipends.




                                                                                                        Page 59
                                           Data Warehouse Definitions

DataName:                   Grade

DataWarehouse File: Employee

PeopleSoft Name:            Grade

PeopleSoft Panel:           Job Data 3

Length: 5.0                 Descriptor: Yes           Format: None

Definition:

         Indicates the employee=s salary step. The grade for the position indicates the rank level of the
         employee. Grade is synonymous with the HRIS and FSIS AStep@ data name.

         Note:

         1.      Effective 10/03/98, the Grade designations for faculty members on phantom steps was changed
                 to an asterisk designation to eliminate confusion and the assignment of specific step designations.
                  Accordingly, the PeopleSoft Grade table was modified to include the asterisk Grade
                 designation. The corresponding salary amount for these asterisk designations was changed to
                 $1 to call attention to the personnel representative that the monthly salary should also be
                 changed to an appropriate off-step salary rate. (memo Peggy Hong - 10/02/98)

         2.      Last Digit of the Grade code determines if “E” (Executive) or “M” (Managerial).

Codes:                      Refer to Appendix M for table values.

OFIS:

          Item 21 - Salary Range-Step

          Indicates salary range; e.g., 05, 15, 14.




                                                                                                   Page 60
                                       Data Warehouse Definitions

History:

           During pre-FSIS and FSIS, there were a number of different suffixes that were appended to the FSIS
           Astep@ data field to indicate different employee classes.

           UHM/UHH/UHWO:

            Type                Code      Description

            9-month             CI        Curriculum Instruction

                                I         Instruction

            11-month            CI-R

                                CI-S

                                R         Researcher (accumulates vacation)

                                S         Specialist (accumu lates vacation)

                                B         Librarian (accumulates vacation)

                                A         Agents/County CTAHR (accumulates vacation)

                                IX-M      Medical School

                                J         Law


           Cummunity Colleges

            Type                Code      Description

            9-month             C

            1-month             C-A


           Miscellaneous:

            Type                Code      Description

                                PA        East West Center (APT)

                                X-1       Para Professional (APT UHM)

                                N         No collective bargaining increase until August 1

                                J         No collective bargaining increase in July



                                                                                               Page 61
                                         Data Warehouse Definitions

DataName:                    H Address 1

DataWarehouse File: Employee

PeopleSoft Name:             Address 1

PeopleSoft Panel:            Personal Data 1

Length: 30.0                 Descriptor: No       Format: None

Definition:

        Indicates the employee=s home address (street number, street, and apartment number if applicable).
        This is the address to which all materials are mailed (eg., termination letters).

OFIS:

          Item 3 - Address




                                                                                              Page 62
                                      Data Warehouse Definitions

DataName:                H Address 2

DataWarehouse File: Employee

PeopleSoft Name:         Address 2

PeopleSoft Panel:        Personal Data 1

Length: 30.0             Descriptor: No           Format: None

Definition:

         This line is used to continue the address if necessary.

Codes:                   None

OFIS:                    None




                                                                   Page 63
                                        Data Warehouse Definitions

DataName:                    H City

DataWarehouse File: Employee

PeopleSoft Name:             City

PeopleSoft Panel:            Personal Data 1

Length: 19.0                 Descriptor: No        Format: None

Definition:

         Indicates the city of the home address.

Codes:                       None

OFIS:

          Item 3 - Address




                                                                     Page 64
                                     Data Warehouse Definitions

DataName:                H Country

DataWarehouse File: Employee

PeopleSoft Name:         Country

PeopleSoft Panel:        Personal Data 1

Length: 12.0             Descriptor: No          Format: None

Definition:

         Indicates the code for the country in which the employee lives. The system defaults this field to AUSA@.

Codes:                   Refer to Appendix F for table values.

OFIS:                    None




                                                                                                Page 65
                                        Data Warehouse Definitions

DataName:                    H State

DataWarehouse File: Employee

PeopleSoft Name:             State

PeopleSoft Panel:            Personal Data 1

Length: 3.0                  Descriptor: No       Format: None

Definition:

        Indicates the city of the home address.

        IMPORTANT: Prior to 1998, the H State data field was not used and the State was include in the City
                           data field.

Codes: None

OFIS:

          Item 3 - Address




                                                                                            Page 66
                                    Data Warehouse Definitions

DataName:               H Tel No

DataWarehouse File: Employee

PeopleSoft Name:        Phone

PeopleSoft Panel:       Personal Data 1

Length: 14.0            Descriptor: No          Format: None

Definition:

         Indicates the employee=s telephone number for this address.
         (Area code and number).

Codes:                  None

OFIS:                   None




                                                                       Page 67
                                        Data Warehouse Definitions

DataName:                    H Zip

DataWarehouse File: Employee

PeopleSoft Name:             Zip

PeopleSoft Panel:            Personal Data 1

Length: 9.0                  Descriptor: Yes     Format: None

Definition:

         Indicates the numeric zip code for the employee=s address.

Codes:                       None

OFIS:

          Item 3 - Address




                                                                      Page 68
                                     Data Warehouse Definitions

DataName:                Highest Degree

DataWarehouse File: Employee

PeopleSoft Name:         Highest Education Level

PeopleSoft Panel:        Personal Data 2

Length: 3.0              Descriptor: Yes          Format: None

Definition:

         Indicates the code for the highest degree earned.

Codes:

          Code    Description
          A       Less than Bachelor=s Degree
          B       Bachelor=s Degree
          D       Doctor=s Degree
          F       Post Bachelor=s Degree – 5th year
          M       Master=s Degree
          P       Professional Degree – Law and Medical Docter
          U       Unknown


OFIS:                    None


Note: Code “D” and “P” are defined as Doctorates.




                                                                  Page 69
                                      Data Warehouse Definitions

DataName:                I9 form status

DataWarehouse File: Employee

PeopleSoft Name:         I9 Form Status

PeopleSoft Panel:        Personal Data 2

Length: 8.0              Descriptor: No           Format: None

Definition:

         Indicates whether an I-9 form was completed for this employee.

         An I-9 form must be completed within 3 work days from the date of hire.

Codes:

          Code    Description
          Y       Employee completed an I9 form
          N       Employee did not complete an I9 form



OFIS:                    None




                                                                                   Page 70
                                          Data Warehouse Definitions

DataName:                    Island

DataWarehouse File: Employee

PeopleSoft Name:             Isl

PeopleSoft Panel:            Job Data 1

Length: 1.0                  Descriptor: Yes       Format: None

Definition:

         Indicates the code for the island that the employee works on.

Codes:

          Code     Description
          1        Hawai>i
          2        O>ahu
          3        Moloka>i
          4        Kaua>i
          5        Maui
          6        L?na>i
          7        Ni>ihau
          8        Out of State


OFIS:

          Item 30 - Island




                                                                         Page 71
                                       Data Warehouse Definitions

DataName:                 Job Code

DataWarehouse File: Employee

PeopleSoft Name:          Job Code

PeopleSoft Panel:         Job Data 1

Length: 6.0               Descriptor: Yes         Format: None

Definition:

         Indicates the Occupational Group Code for the employee.

         Note:

         1.      Refer to EMPLOYEE-TYPE-CODE for more information on a quicker determination of
                 occupational group code.

         2.      Instructional Faculty can be determined by the first character of the Job Code = AI@ or AJ@ or
                 AM@. Also the first character of the Job Code = AC@ and ends with the characters A09".
                 Normally don=t include lecturers or graduate assistants as instructional since they are temporarily
                 hired semester by semester (not true faculty).

Codes:

          Definition                         Job Code

          Civil Service                      Job Code < 90000

                                             Specific Job Codes may be found at web address:

                                             http://www.hawaii.gov/hrd/edocs.html#specs

          Executive / Managerial             The first character of the Job Code is one of the following:
                                                       AC@
                                                       AH@
                                                       AS@
                                                       AM@ - Medical School
                                                       AW@

          APT                                91xxx thru 95xxx

                                             Specific Job Codes may be found at web address:




                                                                                                            Page 72
                                        Data Warehouse Definitions

         Definition                              Job Code
                                                 http://www.hawaii.edu/ohr/bor/aptcompp.htm

         Coaches                                 95xxx

         Faculty

                    Community College            The first character of the Job Code is AC@
                    Instructional

                    UH M?  noa, UH Hilo, or      The first character of the Job Code is one of the following:
                    UH-West O>ahu                          AI@ - Instructional other than Medicine or Law
                    Instructional                          AM@ - Instructional (Medical School)
                                                           AJ@ - Instructional (Law School)

                    Researcher                   The first character of the Job Code is AR@


                                                 Note:RxM12 are researchers who are 11-monthers but do not accrue
                                                 vacation.

                    Specialist                   The first character of the Job Code is AS@

                    County Agents                The first character of the Job Code is AA@

                    Librarian                    The first character of the Job Code is AB@

         Graduate Assistant                      The first character of the Job Code is AG@
                                                           GA09 = teaching assistant
                                                           GA11 = research assistant

         Lecturer                                The first character of the Job Code is AL@

         Non-Compensated                         NC


OFIS:

         Item 20 - Occupational Group Code

         Indicates class code as listed in the State compensation plan.



Note:

1.      Civil Service Employees:              Job Code 01000 - 17999 (exempt 01159 – 01161 private secretaries)
        Exempt C/S Employees:                 Job Code 01159 – 01161, 21000 - 46999

2.      FSIS:              99230 = 11-month Assistant Professor
                           99130 = 9-month Assistant Professor


                                                                                                                Page 73
Data Warehouse Definitions




                             Page 74
                           Data Warehouse Definitions

3.   Format:   digit 1 =      job code
               digit 2 =      2 – Instructor
                              3 – Assistant Professor
                              4 – Associate Professor
                              5 – Professor
               digit 3 =      M
                              H
               digit 4 =      09 – 9-month employee
                              11 – 11-month employee




                                                        Page 75
                                     Data Warehouse Definitions

DataName:               Job Family

DataWarehouse File: Employee

PeopleSoft Name:        None

PeopleSoft Panel:       None

Length: 6.0             Descriptor: No          Format: None

Definition:

         Indicates the FSIS occupational group code for that specific job code.

Codes:                  None

OFIS:                   None




                                                                                  Page 76
                                       Data Warehouse Definitions

DataName:                Job Function

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 2.0              Descriptor: No           Format: None

Definition:

         Indicates the Occupational Group of each job title. This code groups titles by classifications, and further
         separates E/M into academic vs non-academic.

Codes:

          Code    Description
          AP      Admin, Prof & Tech
          CS      Civil Service
          EA      E/M - Academic
          EN      E/M - Non Academic
          FA      Faculty
          GA      Graduate Assistant
          LT      Lecturer
          NC      Non Compensated


OFIS:                    None




                                                                                                   Page 77
                                      Data Warehouse Definitions

DataName:                 Job Function Desc

DataWarehouse File: Employee

PeopleSoft Name:          None

PeopleSoft Panel:         None

Length: 30.0              Descriptor: No           Format: None

Definition:

         Indicates the long description for the data field job function.

Codes:                    None

OFIS:                     None




                                                                           Page 78
                                         Data Warehouse Definitions

DataName:                  Job Title

DataWarehouse File: Employee

PeopleSoft Name:           BOR Title

PeopleSoft Panel:          Job Data 1

Length: 30.0               Descriptor: No             Format: None

Definition:

         Indicates the employee=s job code description. If the approved Board of Regents title is different for
         this employee=s appointment, indicates the title entered in the BOR title field on PeopleSoft.

         Working title definition based on eric’s memo.

         Note:

         1.       For Incentive Early Retirement (IER) employees, the first 3 characters of the Job Title should
                  include the characters IER. For example, AIER Professor@.

Codes:            Refer to Appendix D for table values.

OFIS:
          Item 18 - Position Title

          Indicates the title of the position that the employee holds. Because PeopleSoft titles are derived from the position,
          the OFIS data field position-title will be loaded into the data field job title.




                                                                                                             Page 79
                                      Data Warehouse Definitions

DataName:                Join Key

DataWarehouse File: All

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 11.0             Descriptor: Yes                  Format: None

Definition:

         The employee=s social security number and employment record number are combined to form the Join
         Key. This is used when joining two files to decrease processing time.

         Doing a join to the Position File uses the Position Join Key.

Codes:                   None

OFIS:                    None




                                                                                           Page 80
                                     Data Warehouse Definitions

DataName:                M Address 1

DataWarehouse File: Employee

PeopleSoft Name:         Mailing Address 1

PeopleSoft Panel:        Personal Data 1

Length: 30.0             Descriptor: No          Format: None

Definition:

         Indicates the employee=s mailing address if different from the home address (street number, street, and
         apartment number if applicable).

         Note:

         1.      Mailing address should be a local address.

Codes:           None

OFIS:            None




                                                                                                 Page 81
                                      Data Warehouse Definitions

DataName:                M Address 2

DataWarehouse File: Employee

PeopleSoft Name:         Mailing Address 2

PeopleSoft Panel:        Personal Data 1

Length: 30.0             Descriptor: No            Format: None

Definition:

         This line is used to continue the mailing address if necessary.

Codes:                   None

OFIS:                    None




                                                                           Page 82
                                     Data Warehouse Definitions

DataName:                M City

DataWarehouse File: Employee

PeopleSoft Name:         Mailing City

PeopleSoft Panel:        Personal Data 1

Length: 19.0             Descriptor: No          Format: None

Definition:

         Indicates the city of the employee=s mailing address.

Codes:                   None

OFIS:                    None




                                                                  Page 83
                                     Data Warehouse Definitions

DataName:                M Country

DataWarehouse File: Employee

PeopleSoft Name:         Mailing Country

PeopleSoft Panel:        Personal Data 1

Length: 12.0             Descriptor: No          Format: None

Definition:

         Indicates the code for the country of the employee=s mailing address.

Codes:                   None

OFIS:                    None




                                                                                 Page 84
                                     Data Warehouse Definitions

DataName:                M State

DataWarehouse File: Employee

PeopleSoft Name:         Mailing State

PeopleSoft Panel:        Personal Data 1

Length: 3.0              Descriptor: No          Format: None

Definition:

         Indicates the postal code for the state of the employee=s mailing address.

Codes:                   None

OFIS:                    None




                                                                                      Page 85
                                      Data Warehouse Definitions

DataName:               M Zip

DataWarehouse File: Employee

PeopleSoft Name:        Mailing Zip

PeopleSoft Panel:       Personal Data 1

Length: 9.0             Descriptor: Yes                 Format: None

Definition:

         Indicates the numeric zip code of the employee=s mailing address.

Codes:                  None

OFIS:                   None




                                                                             Page 86
                                         Data Warehouse Definitions

DataName:                  Marital Status

DataWarehouse File: Employee

PeopleSoft Name:           Marital Status

PeopleSoft Panel:          Personal Data 2

Length: 5.0                Descriptor: Yes                      Format: None

Definition:

         Indicates the code for the employee=s marital status.

Codes:

          Code     Description
          M        Married
          S        Single


OFIS:

          Item 10 - Marital Status

          Additional codes exclusively for Civil Service are:

          Code     Description
          D        Divorced
          W        Widowed




                                                                               Page 87
                                         Data Warehouse Definitions

DataName:                 Military Status

DataWarehouse File: Employee

PeopleSoft Name:          Military Status

PeopleSoft Panel:         Personal Data 2

Length: 2.0               Descriptor: Yes                Format: None

Definition:

         Note:

         1.      For questions, contact the Equal Employment Opportunity/Affirmative Action Office.

Codes:

         PeopleSoft Table Values

         Not Indicated
         No Military Service
         Vietnam Era Veteran
         Other Veteran
         Active Duty

OFIS:

          Item 9 - Veterans Preference

          Table Values:

          Code    Description
          Y       Yes
          N       No




                                                                                             Page 88
                                       Data Warehouse Definitions

DataName:                 Military Status Desc

DataWarehouse File: Employee

PeopleSoft Name:          None

PeopleSoft Panel:         None

Length: 12.0              Descriptor: No            Format: None

Definition:

         Indicates the description for the data field military status

         Note:

         1.      For questions, contact the Equal Employment Opportunity/Affirmative Action Office.

Codes:                    None

OFIS:                     None




                                                                                             Page 89
                                     Data Warehouse Definitions

DataName:                 Name

DataWarehouse File: Employee

PeopleSoft Name:          Name

PeopleSoft Panel:         Personal Data 1

Length: 30.0              Descriptor: Yes                Format: last, first, middle

Definition:

        Indicates the employee=s name. The employee=s name should as much as possible be consistent with
        the name on the employee=s social security card.

        The name must be entered in the following format:

                 [last name][suffix]comma[first name]space[middle name or initial]

                 Example: Smith Jr,John M (Must be entered in upper case, lower case format)

                 Valid names:    O=Reilly (apostrophe used), smith jane (all lower case)

OFIS:

          Item 2 - Name




                                                                                           Page 90
                                      Data Warehouse Definitions

DataName:                NTE Date

DataWarehouse File: Account

PeopleSoft Name:         NTE date

PeopleSoft Panel:        Job Earnings Distribution

Length: 8.0              Descriptor: Yes                   Format: CCYYMMDD

Definition:

         Indicates the date until which the employee is to be paid from the account code.

         For employees paid on extramural funds, this field is required. Upon entering the NTE date on the
         panel, it will be verified with a nightly download of the FMIS account code table. All extramural
         account codes and NTE dates (new and/or previously entered) will be verified nightly with the FMIS
         account code table.

         !       If this date is greater than the NTE date on the FMIS account code table, the FMIS NTE will
                 automatically overwrite this date.
         !       If this date is less than or equal to the NTE date on the FMIS account code table, this field will
                 not be changed.
         !       If this field is blank and the account code is from extramural funds, this field will be automatically
                 updated with the FMIS account code NTE date.

Codes:                   None

OFIS:                    None




                                                                                                     Page 91
                                      Data Warehouse Definitions

DataName:                Pay Group

DataWarehouse File: Employee

PeopleSoft Name:         Pay Group

PeopleSoft Panel:        Job Data 2

Length: 5.0              Descriptor: Yes                     Format: None

Definition:

         Indicate the code for the employee=s pay group. A pay group determines the manner in which the pay
         for employees within that class is calculated. Most employees are paid semi-monthly. However, this
         field also has indicators for late hire lecturers and level pay option.

Codes:
                 Codes   Description                              Examples
                 Lnn     Level Pay Over nn Pay Periods
                 L02     Level Pay Over 2 Pay Periods
                 L10     Level Pay Over 10 Pay Periods
                 L11     Level Pay Over 11 Pay Periods
                 L12     Level Pay Over 12 Pay Periods
                 L13     Level Pay Over 13 Pay Periods
                 L16     Level Pay Over 16 Pay Periods

                 LCn     Lecturers Paid Over n Pay Periods
                 LC1     Lecturers Paid Over 1 Pay Period
                 LC2     Lecturers Paid Over 2 Pay Periods
                 LC3     Lecturers Paid Over 3 Pay Periods
                 LC4     Lecturers Paid Over 4 Pay Periods
                 LC5     Lecturers Paid Over 5 Pay Periods
                 LC6     Lecturers Paid Over 6 Pay Periods
                 LC7     Lecturers Paid Over 7 Pay Periods
                 LC8     Lecturers Paid Over 8 Pay Periods

                 LCT     Lecturers
                 LVL     Level Pay Over 7 Months
                 NCP     Non Compensated Employees
                 SM      Semi-Monthly Employees


OFIS:           None

NOTE:
    1.          You need to limit on Pay Group ASM@ in order to get a true listing of semi-monthly salaries.
                The ALevel Pay@ Pay Groups will artificially list lower salaries because of the spreading of a 9-

                                                                                                  Page 92
                   Data Warehouse Definitions

month salary across 12 months.




                                                Page 93
                                      Data Warehouse Definitions

DataName:                Pay Group Desc

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 12.0             Descriptor: No        Format: None

Definition:

        Indicates the description of the data field pay group.

Codes:                   None

OFIS:                    None




                                                                   Page 94
                                        Data Warehouse Definitions

DataName:                  Payroll Number

DataWarehouse File: Employee

PeopleSoft Name:           P/R

PeopleSoft Panel:          Job Data 1

Length: 5.0                Descriptor: No         Format: None

Definition:

       Note:      For questions, contact the Payroll Office.

Codes:

       Pursuant to memo dated February 18, 1999 from Michael Wong:

       Note:      Lag payments are on 5th and 20th; Non-lag payments are on 15th and end of the month


 Code         Description
 FF1          SCOPIS: Student - Work Study (not part of Data Warehouse)

 FF2          SCOPIS: Casual (not part of Data Warehouse)

 FF3          SCOPIS: Student - Regular (not part of Data Warehouse)

 FF4          SCOPIS: Overload - Non-BU 07 (not part of Data Warehouse)

 FF5          SCOPIS: Overload - BU07 (not part of Data Warehouse)

 F00          Non Compensated employees (for use in HRIS PeopleSoft only; not Payroll related)

 F53          BOR, Non-BU 07 hired before 07/01/98; Employees with last names starting with A-H (lag)

 F54          BU 07 employees with last names starting with A-H (non-lag)

 F55          AAfter-the-Fact@ BOR, Non-BU 07 hired on or after 07/01/98; Employees with last names starting with A-H (lag)

 F57          BOR, Non-BU 07 hired before 07/01/98; Employees with last names starting with I-N (lag )

 F58          BU 07 employees with last names starting with I-N (non-lag)

 F59          AAfter-the-Fact@ BOR, Non-BU 07 hired on or after 07/01/98; Employees with last names starting with I-N (lag)




                                                                                                           Page 95
                                     Data Warehouse Definitions



 Code        Description

 F6N         Hourly employees with last names starting with A-L (lag)

 F6O         Hourly employees with last names starting with M-Z (lag)

 F65         Civil Service hired before 07/01/98; Employees with last names starting with A-L (lag)

 F66         Civil Service hired before 07/01/98; Employees with last names starting with M-Z (lag)

 F67         BOR, Non-BU 07 hired before 07/01/98; Employees with last names starting with O-Z (lag)

 F68         BU 07 employees with last names starting with O-Z (non-lag)

 F69         AAfter-the-Fact@ BOR, Non-BU 07 hired on or after 07/01/98; Employees with last names
             starting with O-Z (lag)

 F77         AAfter-the-Fact@ civil service employees (hired on or after 07/01/98)

 F94         Lecturers

 F95         University Lecturers (lag)

 F98         Deleted pursuant to the February 18, 1999 memo

OFIS:

          Item 13 - Payroll Number


NOTES:

1.      Addition of F98 payroll number pursuant to Eugene Imai memo dated December 9, 1998
2.      Deletion of F98 payroll number pursuant to Michael Wong memo dated February 18, 1999. Payroll
        Numbers F55, F59, F69 created to replace F98.

3.      Use the Payroll Number to determine an hourly employee.




                                                                                               Page 96
                                      Data Warehouse Definitions

DataName:                Percent

DataWarehouse File: Account

PeopleSoft Name:         Percent

PeopleSoft Panel:        Job Earnings Distribution

Length: 5.5              Descriptor: No      Format: None

Definition:

        Indicates the percent of the employee=s salary that will be paid from this account code. The percentage
        for each pay type must total 1.000 percent. Not factored by FTE.

                 Example:
                    BASER          0.50
                    BASER          0.25
                    BASER          0.25
                    STADM          1.0

        IMPORTANT: An important difference between the PeopleSoft percent and the OFIS percent is the
                   placement of the decimal point. The OFIS percent is divided by 100 and stored in a
                   PeopleSoft format.

                         Another difference is that the total OFIS percentages of the account codes always equal
                         the FTE of the employee whereas on PeopleSoft, the percentages of the account codes
                         always total 100%.


        Example:                               OFIS Percentage       Converted in
                                                                     Data Warehouse

                         Full-time             100.000               1.000
                         ½ time                 50.000               0.500
                         ¼ time                 25.000               0.250
                         1/3 time               33.333               0.333


Codes:           None

OFIS:            None

                                                                                                Page 97
Data Warehouse Definitions




                             Page 98
                                       Data Warehouse Definitions

DataName:                Pers Action

DataWarehouse File: Employee

PeopleSoft Name:         Action

PeopleSoft Panel:        Job Data 1

Length: 3.0              Descriptor: No       Format: None

Definition:

        Categorizes the personnel action taken on an employee=s transaction. This field is further defined by the
        data name APers Reason@.

Codes:

          Code   Void     Correction   Description
          DTA    DTV      DTC          Data Change
          JED    JEV      JEC          Earnings Distribution Change
          JCC    JRV      JRC          Job Reclassification
          HIR    HRV      HRC          Hire
          LOA    LAV      LAC          Leave of Absence
          PLA    PLV      PLC          Paid Leave of Absence
          PAY    PYV      PYC          Pay Rate Change
          POS    PSV      PSC          Position Change
          PRO    PRV      PRC          Promotion
          REH    RHV      RHC          Rehire
          RFL    RLV      RLC          Return From Leave
          RRT    RRV      RRC          Return Rights
          TER    TRV      TRC          Termination
          XFR    XFV      XFC          Transfer
          WIK    WKV      WKC          Wages in Kind


OFIS:            None




                                                                                                  Page 99
                                     Data Warehouse Definitions

DataName:                Pers Action Desc

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 12.0             Descriptor: No       Format: None

Definition:

        Indicates the description for the data name APers Action@.

Codes:                   None

OFIS:                    None




                                                                     Page 100
                                          Data Warehouse Definitions

DataName:                    Pers Reason

DataWarehouse File: Employee

PeopleSoft Name:             Reason

PeopleSoft Panel:            Job Data 1

Length: 5.0                  Descriptor: Yes       Format: None

Definition:

        Indicates the code for the personnel reason that was recorded. This data name is used in conjunction
        with the data name APers Action@.

Codes:                       Refer to Appendix E for table values.

OFIS:

             Item 15 - Nature of Action


Note:

        1.          WTT for non-compensated employees indicate a termination code for the auto termination
                    process.




                                                                                              Page 101
                                     Data Warehouse Definitions

DataName:                Pers Reason Desc

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 12.0             Descriptor: No      Format: None

Definition:

        Indicates the description for the data name “Pers Reason.”

Codes:                   None

OFIS:                    None




                                                                     Page 102
                                         Data Warehouse Definitions

DataName:                  Pers Reason Effective Date

DataWarehouse File: Employee

PeopleSoft Name:           Effective Date

PeopleSoft Panel:          Job Data 1

Length: 8.0                Descriptor: Yes           Format: CCYYMMDD

Definition:

         Indicates the effective date of the personnel action. For separations, the effective date entered in the
         day after the last day of work.

         IMPORTANT:

         1.      An important difference between PeopleSoft and OFIS is the effective date of separations. For
                 PeopleSoft records, the effective date is the day after the last day of work. For example, if the
                 employee separated on July 31, the date entered into PeopleSoft and therefore reflected on
                 DataWarehouse is August 1 (PNF shows July 31). On OFIS, the effective date is the last day
                 of work.

                 HRMS works the same way as UH PeopleSoft. But the date on the DataWarehouse is the day
                 before in order to be consistent with historical data.

                 Therefore, in order to retrieve separation data by fiscal year, the dates that should be used are
                 yyyy0701 and xxxx0702 (eg., 19960701 and 19950702) where yyyy and xxxx are years and
                 xxxx = yyyy - 1 (eg., 1995 = 1996 - 1)

Codes:           None

OFIS:

          Item 16 - Effective Date

          All actions are effective at the start of business except separations which are effective at the close of business.




                                                                                                             Page 103
                                          Data Warehouse Definitions

DataName:                  Personnel System

DataWarehouse File: Employee

PeopleSoft Name:           None

PeopleSoft Panel:          None

Length: 5.0                Descriptor: Yes             Format: None

Definition:

        Indicates the personnel system the employee belongs to.

Codes:

          Code Description
          BOR Board of Regents
          C/S  Civil Service


OFIS:

          Item NONE - NONE

          For OFIS data, this data field is automatically filled with >C/S=




                                                                              Page 104
                                        Data Warehouse Definitions

DataName:                 Position No

DataWarehouse File: Employee

PeopleSoft Name:          Position Number

PeopleSoft Panel:         Job Data 1

Length: 8.0               Descriptor: Yes           Format: 8 digits

Definition:

        Indicates the employee=s position number for this appointment.

        Format: Total of 8 digits - two (2) leading zeroes, five (5) digit position number followed by a alpha
                suffix if appropriate except for generic position numbers. (Graduate Assistant, Lecturer, &
                Non-Compensated positions)

        Data Sample:

                 0081234
                 0085678T
                 0000GA09 (9-month Graduate Assistant), 0000GA11 (11-month Graduate Assistant)
                 0004LECA (Lecturer on 4 year campus), 0002LECA (Lecturer on 2 year campus)
                 000NCOMP (Non-compensated employee)

Codes:           Ranges for different job codes

OFIS:

          Item 19 - Position Number

          Indicates the official position number as shown on the position description. If the position is in an exempt
          category, indicates the exempt position number assigned by the Department of Human Resources and
          Development.

          Position Number entered into OFIS is the 5 digit position number. However, two leading zeros are
          programmatically placed in front of the position number. Thus, the position number is consistent with the BOR
          position numbers; two leading zeros, 5 digit position number, and suffix.




                                                                                                           Page 105
                                   Data Warehouse Definitions

DataName:              Posn Category

DataWarehouse File: Employee

PeopleSoft Name:       None

PeopleSoft Panel:      None

Length: 5.0            Descriptor: No       Format: None

Definition:

        Note:   For questions, contact the Budget Office.

Codes:                 None

OFIS:                  None




                                                                Page 106
                                   Data Warehouse Definitions

DataName:              Posn FTE

DataWarehouse File: Employee

PeopleSoft Name:       None

PeopleSoft Panel:      None

Length: 3.5            Descriptor: No       Format: None

Definition:

        Note:   For questions, contact the Budget Office.

Codes:                 None

OFIS:                  None




                                                                Page 107
                                   Data Warehouse Definitions

DataName:              Present US Visa DD

DataWarehouse File: Employee

PeopleSoft Name:       Visa Type

PeopleSoft Panel:      Visa/Permit Data

Length: 5.0            Descriptor: Yes      Format: CCYYMMDD

Definition:

        Populated by VISA/PERMITTED data field on the PeopleSoft VISA/PERMIT panel. This field is filled
        only if the STATUS data field indicates AGranted@.

Codes:


          R     Residence Permit
          V     Visa
          W     Work Permit
          B1    Temporary Visitor for Business
          B2    Temporary Visitor for Pleasure
          CFA   CFA-FSM, CFA-MIS, CFA-PAL
          F1    Student in acad/lang pgm
          H1B   H-1B Temp Worker in Spec Occup
          H3    Trainee
          J1    Exchange Visitor
          J1R   Exchange Visitor Scholar
          J1S   Exchange Visitor Student
          J2    Spouse/child of exchange visit
          OT    Other Visa Types
          PR    Permanant Resident or Immigran
          TN    NAFTA Professional

OFIS:               None




                                                                                        Page 108
                                     Data Warehouse Definitions

DataName:               Reg Temp

DataWarehouse File: Employee

PeopleSoft Name:        Regular/Temporary

PeopleSoft Panel:       Job Data 2

Length: 1.0             Descriptor: Yes        Format: None

Definition:

       Derived from the job data panels.

       Indicates the code to determine whether the position is permanent or temporary. This is related to the
       position rather than the person.

       IMPORTANT: The codes indicating regular or temporary are different between PeopleSoft and OFIS.

Codes:          None

          Code Description
          P    Regular
          T    Temporary




                                                                                              Page 109
                                       Data Warehouse Definitions

OFIS:

        Item 43 - Type of Appointment

        Indicates the appointment status of the employee:

             Type of
        Code Appointment           Definition

        1       Permanent          An appointment which is granted when specifically authorized by statute and after the
                                   employee has passed the 6-month probation period.

        2       Probationary       An appointment which is made from a list of eligibles, or through a non-competitive
                                   action, to fill a permanent position. 2 types of probationary employees - new
                                   probationary (ie., lateral transfer) and initial probationary (ie., no prior civil service
                                   employment).

         3      Not Applicable

        4       Provisional        An appointment which is made pending establishment of an appropriate eligible list,
                                   but only when required to prevent stoppage of essential public business. Employee is
                                   hired prior to making the eligible list.

        5       Limited Term       An appointment which is made from an eligible list or through a non-competitive
                                   promotion, transfer or demotion for a specified temporary period. For example, an
                                   employee accepts another temporary position that was announced in-house.

        6       TAOL                (Temporary Appointment Outside the List) An appointment which is made to fill a
                                   temporary vacancy when an appropriate list of eligibles is not available.

        7       Emergency           An appointment which does not exceed ten working days and is made to fill a position
                                   in a serious emergency when it is not practicable to ascertain whether there is an
                                   eligible list from which to make a selection. These employees are strictly hourly
                                   employees with no benefits.

        8       Exempt - Non-CS Para-professional employees such as private secretary, LPNs, RNs, etc.
                Class and Pay only

        9       Total exempt

        0       Totally exempt - temporary

        Note:

        1.      Codes 8, 9 and 0 have a corresponding 1 digit alpha suffix that explains the reason for the exemption.




                                                                                                             Page 110
                                       Data Warehouse Definitions

DataName:                Retirement Code

DataWarehouse File: Employee

PeopleSoft Name:         Retirement Code

PeopleSoft Panel:        Job Data 2

Length: 5.0              Descriptor: Yes           Format: None

Definition:

       Indicates the employee=s retirement code.

Codes:

          Code   Description
          1      Other Members of State ERS
          2      Instructional personnel
          N      Not Members of State ERS
                 ?         Appointment for a period of 3 months or less;
                 ?         Less than 50% FTE;
                 ?         Employment as a Graduate Assistant;
                 ?         Employment with the Cooperative Extension Service (CES) of the College of Tropical Agriculture
                           and Human Resources (CTAHR) with Federal retirement membership
                 ?         Employment as a Lecturer with UH at M?   noa, UH at Hilo, or UH-West O>ahu teaching less than
                           7 credit hours; or employment as a Lecturer with Community Colleges teaching less than 8 credit
                           hours
                 ?         Employment as non-compensated.


 OFIS:

          Item 14 - Retirement Group




                                                                                                        Page 111
                                      Data Warehouse Definitions

DataName:                Salary Annual

DataWarehouse File: Employee

PeopleSoft Name:         Annual Rate

PeopleSoft Panel:        Job Data 3

Length: 7.4              Descriptor: No       Format: None

Definition:

        Indicates the employee=s full-time annual salary regardless of person FTE. This field is per appointment.

Codes:                   None

OFIS:                    None

Note: 1.         The computation for hourly salary is:

                     annual salary / 2080 rounded to the nearest cent using standard rounding rules

        2.       Annual salaries should be divisible by 24 without cents for Executive/Managerial employees.
                 For everone else (Faculty, APT, Grad Assts), the general rule of thumb is a monthly rate
                 rounded to nearest whole dollar (or next higher dollar dependent on agreement language.)

        3.       07/20/01: Calculating 11 to 9 month salary

                 step 1: Convert 11 month annual salary to monthly salary

                         103,908 / 12 = 8659 / month (11 month monthly)

                 step 2: Convert to 9 month and apply standard rounding rules

                         8659 / 1.17 = 7400.85 (9 month amount) = 7401/month rounded

                 step 3: Determine Annual salary

                         7401 * 12 = 88,812 (9 month annual)

        4.       Adding the 211.36 for 2001-2003 Faculty CBA. rule: if go from 11 to 9 after 08-01-01, then
                 reconstruct to 08-01-01 as if never went to 11.

                                                                                                Page 112
                         Data Warehouse Definitions

             8659 / 1.17 = 7400.85 or 7401

             7401 + 211.36 = 7612.36

             According to PeopleSoft, he remained on board til 08-31-01, and Education needs to
             pay him 09-01-01 to 09-23-01 at the 9 month rate. They actually got the rate correct
             on the PNF already.

5.   Dividing by 1.17 is not the same as 83% (100% - 17%). it's actually 1 / 1.17 or 85.470%.

6.   Costing for collective bargaining:
     a. Determine if calculation is for G funds only. If G funds only, then multiply FTE by account
     percent; if all funds, then use headcount.
     b. Calculate per appointment for FTE count only (ie., G funds only). Headcount would be
     regardless of number of appointments (limit on employee record no = 1)

7.   07/09/02 (ct) – Computation order from first to last
     a. promotion
     b. collective bargaining
     c. change from 11 to 9 months

8.   06/06/03 (sy) – Only Executive/Managerial annual salaries have to be divisible by 24. Faculty
     and APT annual salaries do not have to be divisible by 24.




                                                                                   Page 113
                                          Data Warehouse Definitions

DataName:                    Salary Monthly

DataWarehouse File: Employee

PeopleSoft Name:             Monthly Rate

PeopleSoft Panel:            Job Data 3

Length: 7.4                  Descriptor: Yes     Format: None

Definition:

        Indicates the employee=s full-time monthly salary regardless of person FTE. This field is per appointment.

Codes:                       None

OFIS:

             Item 22 - Monthly Salary


NOTE:

        1.          You need to limit on Pay Group ASM@ in order to get a true listing of semi-monthly salaries.
                    The ALevel Pay@ Pay Groups will artificially list lower salaries because of the spreading of a 9-
                    month salary across 12 months.




                                                                                                     Page 114
                                      Data Warehouse Definitions

DataName:                Salary Total Monthly Adjusted

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 7.4              Descriptor: No       Format: None

Definition:

        Indicates the employee=s adjusted monthly salary: full-time monthly salary multiplied by person FTE. This
        field is aggregated for all appointments. For multiple appointments, employee record no = 1 is the only
        record that contains this data; all other appointments have this field blank.

        Calculation:     Salary Total Monthly Adjusted = ? (Salary Monthly * Person FTE)

Codes:                   None

OFIS:                    None

NOTE:

1.      You need to limit on Pay Group ASM@ in order to get a true listing of semi-monthly salaries. The ALevel
        Pay@ Pay Groups will artificially list lower salaries because of the spreading of a 9-month salary across 12
        months.

2.      For secondary appointments (ie, employee record number = 2), the salary total monthly adjusted is equal
        to zero and FTE total is equal to zero.




                                                                                                 Page 115
                                      Data Warehouse Definitions

DataName:                Sec Key

DataWarehouse File: All

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 8.0              Descriptor: Yes     Format: None

Definition:

        Used for internal use only.

Codes:                   None

OFIS:                    None




                                                                   Page 116
                                           Data Warehouse Definitions

DataName:                    Service Comp Date

DataWarehouse File: Employee

PeopleSoft Name:             Service Comp Date

PeopleSoft Panel:            Employment Data 1

Length: 8.0                  Descriptor: Yes      Format: CCYYMMDD

Reference:          June 10, 2000 Memo from Peggy S. Hong to Administrative/Personnel Officers ACreditable
                    State Service for Service Awards@

                    UH Form 12 - Employee=s Claim for Prior Creditable Service for Awards

Definition:

        Indicates the employee=s service with the city or state (regardless of agency). This date is adjusted when
        the employee goes on Leave Without Pay (LWOP) which is not creditable (only professional leave
        without pay is creditable), and is used for service awards purposes only. Full credit is given regardless of
        the persons full time equivalent (FTE).

        Exceptions are for employees:
        1.      on the Incentive Early Retirement (IER) appointment, where the date is the IER effective date,
                or
        2.      who are lecturers, where the date is the current hire date.

Codes:              None

OFIS:

             Item 5 - Service Computation Date

             Established for service award only



Note:

        1.          Same data is populated on both the Civ Serv and Empl Data panels.
        2.          4 months 15 days are credited to lecturers regardless of number of credits (for ERS).



                                                                                                  Page 117
                                     Data Warehouse Definitions

DataName:                Service Years

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 2.0              Descriptor: Yes      Format: None

Definition:

        Indicates the number of years of service.

        Computation:     Service Years = Current Date - Service Comp Date

Codes:                   None

OFIS:                    None




                                                                            Page 118
                                     Data Warehouse Definitions

DataName:                Sex

DataWarehouse File: Employee

PeopleSoft Name:         Sex

PeopleSoft Panel:        Personal Data 2

Length: 1.0              Descriptor: Yes     Format: None

Definition:

        Indicates the code for the employee=s gender.

Codes:           None

          Code   Description
          F      Female
          M      Male
          U      Unknown


OFIS:

          Item 6 - Sex




                                                                  Page 119
                                       Data Warehouse Definitions

DataName:                 SSN (confidential)

DataWarehouse File: All

PeopleSoft Name:          SSN

PeopleSoft Panel:         Personal Data 1

Length: 10.0              Descriptor: Yes      Format: None

Definition:

        Indicates the employee=s social security number (SSN)

Codes:           None

OFIS:

          Item 1 - Social Security Number




                                                                    Page 120
                                        Data Warehouse Definitions

DataName:                 Step

DataWarehouse File: Employee

PeopleSoft Name:          Step

PeopleSoft Panel:         Job Data 3

Length: 5.0               Descriptor: Yes       Format: None

Definition:

        Indicates the employee=s salary step.

        For Lecturer positions, indicates the number of credit hours.

        Note:    Will be blank for positions that are defined as non-Table-Driven-Pay (Executive and
                 Managerial, Coaches and late hire lecturers).

Codes:

        BOR               Numeric values from 01 to 36
        Civil Service

OFIS:

          Item 21 - Salary Range-Step


NOTE:

1.      Pursuant to email from Evelyn Nowaki dated July 27, 1998, for Community Colleges, the CC-LA, CC-
        LB, and CC-LC grade designations have been replaced with LA, LB, and LC, respectively, to delete
        redundancy in salary step tables.




                                                                                              Page 121
                                      Data Warehouse Definitions

DataName:                Step Movement Date

DataWarehouse File: Employee

PeopleSoft Name:         Review Rating

PeopleSoft Panel:        Job data 3

Length: 8.0              Descriptor: Yes      Format: CCYYMMDD

Definition:

        Note:    This field is not used for BOR employees, but was created to be used if such a field is needed in
                 the future.

Codes:           None

OFIS:

          Item 39A - Increment Due



Note:

1.   02/02/02 (sty) – DHRD Civil Service employee data moved to UH PeopleSoft database. Step
movement date no longer populated because the former OFIS file is no longer received at UH.




                                                                                                Page 122
                                     Data Warehouse Definitions

DataName:               Tenure Code

DataWarehouse File: Employee

PeopleSoft Name:        Tenure Code

PeopleSoft Panel:       Employment Data 2

Length: 5.0             Descriptor: Yes        Format: None

Definition:

       Indicates whether an employee has tenure or employment stability, probationary, visiting, etc.

Codes:
          Code   Description
          AES    APT - WITH EMPLOYMENT SECURITY

          ANE    APT - NOT ELIGIBLE FOR EMPLOYMENT SECURITY
                        APTs not eligible for security. This code is used for those APTs who are excluded from the
                        bargaining unit due to FTE being less than .50 or temporary appointment of three months or less.

          ANP    APT - EMPLOYMENT SECURED W/NEW PROBATION
                        APTs with security serving a 6 month probationary period because of a new position. Upon
                        satisfactory completion of the six month period, the code reverts back to AES.

          APR    APT PROBATIONARY

          EES    E/M - WITH EMPLOYMENT SECURITY
                        Executive/Managerial with APT employment security.

                        Note:    Executive/Managerial with faculty tenure or probation are coded as FTN or FPR.

          ENS    E/M - NO SECURITY
                        Executive/Managerial without employment security

          FCN    FACULTY - NON-RENEWAL OF CONTRACT

          FNR    FACULTY - IN TENURE TRACK POSITION BUT NOT ELIGIBLE FOR TENURE


          FNT    FACULTY - NOT ELIGIBLE FOR TENURE
                      For example, Faculty member on LWOP or Sabbatical.

          FPI    FACULTY PROBATION INTERRUPTED
                      Faculty whose probation period is temporarily interrupted due to fund change or faculty
                      requested to be taken off track termporarily (06/16/03).



                                                                                                      Page 123
                           Data Warehouse Definitions

FPR   FACULTY - PROBATION

FTD   FACULTY - TENURE REQUEST DENIED
      Probationary faculty whose tenure request was denied.

FTN   FACULTY - TENURED

FVF   FACULTY - VISITING FACULTY

N/A   NOT ELG - GRADUATE ASSISTANT, NCOMPENSATED, LECTURER
      Employees not eligible for faculty tenure. Examples of employees in this category are IERs, Graduate
      Assistants, and Lecturers.




                                                                                            Page 124
                                     Data Warehouse Definitions

DataName:                Tenure Desc

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 30.0             Descriptor: No          Format: None

Definition:

         Indicates the description of the codes in tenure code.

Codes:                   See Tenure Code Code table.

OFIS:                    None




                                                                  Page 125
                                     Data Warehouse Definitions

DataName:               Tenure Effective Date

DataWarehouse File: Employee

PeopleSoft Name:        Effective Date

PeopleSoft Panel:       Employment Data 2

Length: 8.0             Descriptor: No          Format: CCYYMMDD

Definition:

         Indicates the effective date of the tenure/employment security information. For new appointments this
         will be the same date as the original date of appointment.

Codes:                  None

OFIS:                   None




                                                                                              Page 126
                                       Data Warehouse Definitions

DataName:                Tenure Line

DataWarehouse File: Employee

PeopleSoft Name:         Tenure Line (Dept)

PeopleSoft Panel:        Employment Data 2

Length: 6.0              Descriptor: No          Format: None

Definition:

         For M?  noa, further defines an employee=s locus of tenure to a particular department. This is defined as
         the division, branch, section of the employing agency code.

Codes:                   Refer to Appendix H for table values and history.

OFIS:                    None




                                                                                                Page 127
                                     Data Warehouse Definitions

DataName:                Tenure Locus

DataWarehouse File: Employee

PeopleSoft Name:         Locus of Tenure

PeopleSoft Panel:        Employment Data 2

Length: 5.0              Descriptor: Yes         Format: None

Definition:

         Indicates the first four characters of the employing agency code excluding the A22". For eligible faculty
         members, tenure is at the campus level for Community College and West O>ahu and at the division level
         for M? and Hilo. If not eligible or not applicable, as in the case of APT employees, AN/A@ is
                noa
         indicated.

Codes:

         Code    Description                     Code     Description
         1008    FAC DEV                         3808     O/ES/T
         1100    ARTS/HUM                        3813     WATR RR
         1200    C OF LLL                        3814     INST AST
         1300    NAT SCI                         3821     PBRC
         1400    SOC SCI                         3823     CANCER CT
         1500    A/S DEAN                        3841     SOC SCI RS
         1600    TA/HR                           3842     INDS REL
         1700    SCH OF ARC                      3861     LYON ARBOR
         1800    BUS ADM                         3871     WAIK AQU
         1900    C OF EDUC                       3881     LAB ANML
         2000    ENGINRG                         4500     STDNT AFFR
         2100    SCH OF LAW                      6200     ST SRV UHH
         2200    LIB/IS                          6400     CE/CS UHH
         2311    SCH OF MED                      6600     A/S UHH
         2321    NURSG                           6700     AGR UHH
         2331    PUB HLTH                        7000     WEST O>AHU
         2341    SOC WORK                        8014     EMP TR CTR
         2400    C ED/CS                         8200     HON CC
         2500    SUMMER SCS                      8300     KAP CC
         2600    LIBR SERV                       8400     LEE CC
         2700    SCH OF TIM                      8500     WIN CC
         3000    HAW/PS                          8600     KAUA>I CC
         3800    RES/GRAD                        8700     MAUI CC
         3804    CRDG                            8900     HAWAI>I CC
         N/A     NOT APPLICABLE




                                                                                                Page 128
                                     Data Warehouse Definitions

DataName:                Tenure Prob Pd Change

DataWarehouse File: Employee

PeopleSoft Name:         Probation Period Change

PeopleSoft Panel:        Employment Data 2

Length: 1.0              Descriptor: No           Format: None

Definition:

         Indicates whether a written request for lengthening or shortening a faculty member=s probationary period
         has been approved or denied.

Codes:

          Code    Description
          Y       Yes – Probationary period lengthened or shortened was approved
          N       No – No change in probationary period


OFIS:                    None




                                                                                               Page 129
                                    Data Warehouse Definitions

DataName:               Tenure Waive MQ

DataWarehouse File: Employee

PeopleSoft Name:        Waive Minimum Qualifications

PeopleSoft Panel:       Employment Data 2

Length: 1.0             Descriptor: No          Format: None

Definition:

         Indicates whether a written request for waiver of minimum qualification requirements has been approved
         or denied.

Codes:

          Code    Description
          Y       Yes - Approved
          N       No - Denied


OFIS:                   None




                                                                                             Page 130
                                     Data Warehouse Definitions

DataName:               Tenure Year

DataWarehouse File: Employee

PeopleSoft Name:        Year

PeopleSoft Panel:       Employment Data 2

Length: 4.0             Descriptor: No          Format: CCYY

Definition:

         Indicates the year that the employee will end probation or will receive/received tenure/employment
         security.

Codes:                  None

OFIS:                   None




                                                                                               Page 131
                                    Data Warehouse Definitions

DataName:                Transaction ID CD

DataWarehouse File: Account

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 2.0              Descriptor: No      Format: None

Definition:

         For internal use only.

Codes:                   None

OFIS:                    None




                                                                 Page 132
                                        Data Warehouse Definitions

DataName:                 Union Code

DataWarehouse File: Employee

PeopleSoft Name:          Union Code

PeopleSoft Panel:         Employment Data 2

Length: 5.0               Descriptor: Yes          Format: None

Definition:

         Indicates the applicable Bargaining Unit code.

         IMPORTANT:                Be sure to indicate the leading zero (eg., 08 rather than just 8) when requesting
                                   information.

Codes:

          List of BOR Bargaining Unit Codes:

          Code    Description
          00      Non comp

          Included in Bargaining Unit

          07      Faculty & Lect
          08      APT
          17      Included Faculty & Lecturer, non-UHPA member

          Excluded from Bargaining Unit

          57      Graduate Assistants
          67      Faculty & Lect excluded by FTE of less than 0.50 or temporary appointment of 3 months or less
          68      APT excluded by FTE of less than 0.50 or temporary appointment of 3 months or less
          87      Academic Executive/Managerial, or faculty excluded by position, HLRB decision
          88      Non-academic Executive/Managerial, or APT excluded by position, HLRB decision


NOTE:
1.    02/02/99 (sy) - In certain multiple appointment situations, an employee may not qualify for bargaining
      unit inclusion because of not meeting the FTE requirement per appointment. However, they may be
      included in the bargaining unit based on the combined FTE of all appointments. These changes in union
      code are reflected directly on the PNF (pen and ink) and are not reflected in either the PeopleSoft
      database or the datawarehouse.


                                                                                                       Page 133
                                       Data Warehouse Definitions

OFIS:

        Item 47 - Bargaining Unit Code

        Included in Bargaining Unit:                      Excluded from Bargaining Unit:

        Code    Description                               Code    Description
        01      Blue Collar, Non-supervisory (UH)         61      Blue Collar, Non-supervisory (UH)
        02      Blue Collar, Supervisory (UH)             63      White Collar, Non-supervisory (UH)
        03      White Collar, Non-supervisory (UH)        70      Non Prof Hosp&Inst Wkr, Non-supervisory
        04      White Collar, Supervisory (UH)            73      Prof & Scientific, Non-supervisory
        09      Reg Prof Nurse, Non-supervisory (UH)      79      Reg Prof Nurse, Non-supervisory
        10      Non Prof Hosp&Inst Wkr, Non-sup (UH)      82      Blue Collar, Supervisory (UH)
        13      Prof & Scientific, Non-supervisory        84      White Collar, Supervisory (UH)
        20      Supervisory, Non-Prof Hospital&Inst Wkr   93      Prof & Scientific, Supervisory
        23      Prof & Scientific, Supervisory            99      Registered Professional Nurse, Supervisory
        29      Registered Professional Nurse, Sup




                                                                                                 Page 134
                                      Data Warehouse Definitions

DataName:                Union Code Desc

DataWarehouse File: Employee

PeopleSoft Name:         None

PeopleSoft Panel:        None

Length: 30.0             Descriptor: No           Format: None

Definition:

         Indicates the long description of the data field bu code.

Codes:                   None

OFIS:                    None




                                                                     Page 135
                                     Data Warehouse Definitions

DataName:                Univ Appt Date

DataWarehouse File: Employee

PeopleSoft Name:         University Appointment Date

PeopleSoft Panel:        Employment Data 1

Length: 8.0              Descriptor: Yes         Format: CCYYMMDD

Definition:

         Indicates the hire date of current continuous employment with the University of Hawai>i. This date is not
         affected by Leave Without Pay. For example, if the lecturer was hired last spring, and rehired the
         following fall semester, the date should reflect the fall date of hire.

Codes:                   None

OFIS:                    None




                                                                                                Page 136
                                Data Warehouse Definitions

DataName:           US Entry Date

DataWarehouse File: Employee

PeopleSoft Name:    Arrival Date

PeopleSoft Panel:   Visa/Permit Data

Length: 6.0         Descriptor: No           Format: CCYYMMDD

Definition:

         Note:      For questions, contact the Office of International Affairs.

Codes:              None

OFIS:               None




                                                                                  Page 137
                                Data Warehouse Definitions

DataName:           User Code

DataWarehouse File: Employee

PeopleSoft Name:    None

PeopleSoft Panel:   None

Length: 5.0         Descriptor: Yes       Format: None

Definition:

         Note:      For questions, contact the EEO/AA Office.

Codes:              None

OFIS:               None




                                                                Page 138
                               Data Warehouse Definitions

DataName:           User Code SD

DataWarehouse File: Employee

PeopleSoft Name:    None

PeopleSoft Panel:   None

Length: 12.0        Descriptor: No        Format: None

Definition:

         Note:      For questions, contact the EEO/AA Office.

Codes:              None

OFIS:               None




                                                                Page 139
                                     Data Warehouse Definitions

DataName:              Visa Pending DD

DataWarehouse File: Employee

PeopleSoft Name:       Visa Status

PeopleSoft Panel:      Visa/Permit Data

Length: 5.0            Descriptor: No         Format: None

Definition:

         Populated by VISA/PERMITTED data field on the PeopleSoft VISA/PERMIT panel. This field is
         filled only if the STATUS data field indicates AApplied@.

Codes:


          R      Residence Permit
          V      Visa
          W      Work Permit
          B1     Temporary Visitor for Business
          B2     Temporary Visitor for Pleasure
          CFA    CFA-FSM, CFA-MIS, CFA-PAL
          F1     Student in acad/lang pgm
          H1B    H-1B Temp Worker in Spec Occup
          H3     Trainee
          J1     Exchange Visitor
          J1R    Exchange Visitor Scholar
          J1S    Exchange Visitor Student
          J2     Spouse/child of exchange visit
          OT     Other Visa Types
          PR     Permanant Resident or Immigran
          TN     NAFTA Professional

OFIS:                  None




                                                                                      Page 140
                                       Data Warehouse Definitions

DataName:                 Warrant

DataWarehouse File: Employee

PeopleSoft Name:          WD

PeopleSoft Panel:         Job Data 1

Length: 3.0               Descriptor: No         Format: None

Definition:

         Indicates the department that an employee=s pay check is to be distributed.

Codes:                    Refer to Appendix I for table values

OFIS:

          Item 13 - Warrant Distribution Code




                                                                                       Page 141
                                   Data Warehouse Definitions

DataName:              Work Phone No 1

DataWarehouse File: Employee

PeopleSoft Name:       Other Phone Numbers

PeopleSoft Panel:      Personal Data 1

Length: 11.0           Descriptor: No         Format: None

Definition:

         Indicates the employee=s work phone number.

Codes:                 None

OFIS:                  None




                                                                Page 142
                                    Data Warehouse Definitions

DataName:               Year Degree Completed

DataWarehouse File: Employee

PeopleSoft Name:        Year Degree Completed

PeopleSoft Panel:       Personal Data 2

Length: 4.0             Descriptor: No         Format: CCYY

Definition:

         Indicates the year the employee=s highest degree was completed.

Codes:                  None

OFIS:                   None




                                                                           Page 143
                                     Data Warehouse Definitions

DataName:                Yrs Cont Svc

DataWarehouse File: Employee

PeopleSoft Name:         Yrs of Cont Qual Univ Serv

PeopleSoft Panel:        Employment Data 2

Length: 2.0              Descriptor: No          Format: None

Definition:

         Indicates the years of continuous qualified University service for APT employees from the date of hire to
         June 30, 1997. See 1997-99 Collective Bargaining Agreement for Bargaining Unit 08 for definition of
         Acontinuous qualified University service@.

Codes:                   None

OFIS:                    None




                                                                                                Page 144
                                       Helpful Hints
1.   You may want to exclude terminated employees by indicating EMPLOYMENT-STATUS NOT = AT@.

2.   To speed up the processing, always include the Employing Agency Code (EAC) in the LIMIT parm
     because EAC is defined as a descriptor and therefore speeds up processing.

3.   To get active employees when using the current file, exclude EMPLOYMENT STATUS = AT@
     (terminated). However, to get active employees when using the historical files, exclude
     EMPLOYMENT STATUS = AZ@ (conversion), AT@ (terminated), and AP@ (pending) codes.

4.   Remember to select EMPLOYMENT RECORD NO = A1" for home based appointments only. If you
     don=t, there is a possibility of duplicate records for multiple appointments. The EMPLOYMENT
     RECORD NO = A1" is different from the online PeopleSoft system where the home base is indicated
     with a zero. The A1" is generated to make ad hoc query reporting easier.

5.   The LIMITS that you set are case sensitive and numeric sensitive.

     For example, EMPLOYMENT STATUS = AT@ will yield results whereas EMPLOYMENT-STATUS
     = At@ will yield no results.

     For example, UNION CODE = A08" will yield results whereas UNION CODE = A8" will yield no
     results.

6.   Determine the population your report needs to be limited to - all employees, full-timers, part-timers,
     faculty, e/m, etc.

7.   Instructional Faculty can be determined by the first character of the Job Code = AI@ or AJ@ or AM@.
     Also the first character of the Job Code = AC@ and ends with the characters A09". Normally don=t
     include lecturers or graduate assistants as instructional since they are temporarily hired semester by
     semester (not true faculty).

8.   Use payroll number to determine if an employee is hourly paid.

9.   Salary Total Monthly Adjusted / FTE Total = aggregated monthly salary for all appointments regardless
     of FTE




                                                                                              Page 145
                         Nature of Action Nuances
1.   What is the difference between the 009 for exempt appointment and 200 for additional position?

     The 009 is used when the person is new to the University or is coming back after a break in service. If
     a person had two appointments effective the same day, both appointments should be reflected as 009
     on the PNF.

     The 200 is used in the situation where the person is already working at the University and another
                                                                   noa
     position is added; e.g., lecturer hired 9-1-97 at LCC and M? adds another appointment effective
                                                 noa
     1-16-98. In this case, at the time that M? adds the second appointment, the PNF should read 200.




                                                                                           Page 146
                                        BRIO Hints
1.   Decode Function

     Example: Convert ISL code to literal

     Decode (ISL,”1”,”Hawaii”,”2”,”Oahu”)

2.   IF Statement

     IF (annual= =0) ‘0’; else if (annual < 14040) ‘A”; else ‘None’

3.   Brio Error: ORA-01719; outer join operator (+) not allowed in operand of OR or IN.
     Solution: Setup query one table at a time in order to determine offending join.


4.   Compute Employee Age:

     a.     Create computed column 1 with Date Function SYSDATE() for today’s date
     b.     Create another computed column 2 converting BirthDate from YYYYMMDD to MM/DD/YY
            format using the Date Function ToDate(Birthdate).
     c.     Compute age by creating another computed column using Date Function Between:

            Between (column1, column2)/12




                                                                                      Page 147
                                        APPENDIX A
                             PeopleSoft Data Field Summary Sheet



PeopleSoft DATA FIELD NAME   LEN    PANEL              FILE   HRISEMPL
  DATA SAMPLE                                                   DATA SAMPLE

Account Base Amt             7.4                       AC     Account Base Amt

Account Code                 14.0   Job Earnings       AC     Account Code
                                    Distribution

Account Stipend Amt          7.0    Job Earnings       AC     Account Stipend Amt
                                    Distribution

Age                          2.0                       EM

Appt Period From             8.0    Job Data 1         EM     Appt Period From

Appt Period To               8.0    Job Data 1         EM     Appt Period To

Birthdate                    8.0    Personal Data 2    EM     Birthdate

Campus Key                   2.0                       ALL

Citizenship Ctry             3.0    Visa/Permit Data   EM     Citizenship Ctry Cd
   AUS, CAN, CHE                                                 ASX, CAX, GCX

Citizenship Status           1.0    Personal Data 2    EM     Citizenship Status
   3, 1                                                          A, C

Dept Gp Cd                   3.0                       EM

EAC                          10.0   Job Data 1         ALL    Area

Eac Branch                   2.0    Job Data 1         ALL    Area Dd

Eac Branch Desc              20.0                      EM     Area Mgr

Eac Dept                     2.0    Job Data 1         ALL    Area Sd

Eac Division                 2.0    Job Data 1         ALL    Org Dd

Eac Division Desc            20.0                      EM     Org Sd

Eac Section                  2.0    Job Data 1         ALL    Organization

Eac Section Desc             20.0                      EM

Eac Unit                     2.0    Job Data 1         ALL

Eac Unit Desc                20.0                      EM




                                                                                    Page 148
                                5.0
EEO Class                              Job Data 2        EM    Eeo4 Cd
(not being used at this time)


EEO Class Desc                  12.0                     EM    Eeo4 Sd
(Not being used at this time)
  None

Empl Class                      1.0    Job Data 2        EM    Eeo Flag
  D, A, C, S, B, T, O, Z                                         Y, N

Empl Rec No                     1.0    All Job Data      ALL   Appt Id
  0, 2, 3, 4                           Panels                    1, 2, 3, 4

Empl Status                     5.0    Job Data 1        EM    Employment Stat
  A, L, F                                                        A, L, F

Empl Status Desc                12.0                     EM    Employment Stat Sd
  Active, Leave, LeaveW/Pay                                      Active, Lwop, Sabb

Employee Alt ID                 10.0   All PeopleSoft    ALL
                                       Panels

Employee Type Code              1.0                      EM    Employee Type Cd

Ethnicity                       5.0    Personal Data 2   EM    Ethnicity

Ethnicity Desc                  12.0                     EM    Ethnicity Sd

Exemptions Fed                  5.0    Personal Data 2   EM    No Of Federal Exemptions

Exemptions State                5.0    Personal Data 2   EM    No Of State Exemptions

Fica Class                      1.0    Job Data 2        EM    Fica Class
   C, N, K                                                        C, N, K

Fica Class Desc                 12.0                     EM    Fica Class Sd
   Noncrp Wss, ERS Exempt,                                        Full Fica, No Fica,
   PTS Eligible                                                   PTS Eligible

FTE - Person                    1.5    Job Data 2        EM    Person Fte

FTE Total                       1.5                      EM

GL Pay Type                     5.0    Job Earnings      AC
                                       Distribution

Grade                           5.0    Job Data 3        EM    Salary Rng Rnk

H Address 1                     30.0   Personel Data 1   EM    Address Line 1

H Address 2                     30.0   Personel Data 1   EM    Address Line 2




                                                                                        Page 149
H City                    19.0   Personal Data 1   EM    City

H Country                 12.0   Personal Data 1   EM    Country

H State                   3.0    Personal Data 1   EM    State


H Tel No                  14.0   Personal Data 1   EM    Tel No

H Zip                     9.0    Personal Data 1   EM    Zip

Highest Degree            3.0    Personal Data 2   EM    Highest Degree
  B, M                                                     B, M

I9 Form Status                                           I9 Dt
   Y, N                                                     CCYYMMDD

Island                    1.0    Job Data 1        EM    Island Id

Job Code                  6.0    Job Data 1        EM    Titl Cd

Job Family                6.0                      EM    Reference Id 2
   90404, 90313, 94020                                     90404, 90313, 94020

Job Function              2.0                      EM    Occupational Grp Cd
  AP, EN, EA                                               AP, EA, EN

Job Function Desc         30.0                     EM    Occupational Grp Dd
  Admin, Prof, and Tech                                   Admin/Professional/Technical
  E/M-Non Academic                                        Executive & Mgrl-Academic
  E/M-Academic                                            Executive & Mgrl-Non-Academic

Job Title                 30.0   Job Data 1        EM    BOR Title

Join Key                  11.0                     ALL

M Address 1               30.0   Personal Data 1   EM    M Address Line 1

M Address 2               30.0   Personal Data 1   EM    M Address Line 2

M City                    19.0   Personal Data 1   EM    M City

M Country                 12.0   Personal Data 1   EM

M State                   3.0    Personal Data 1   EM    M State

M Zip                     9.0    Personal Data 1   EM    M Zip

Marital Status            5.0    Personal Data 2   EM    Marital Status




                                                                                 Page 150
Military Status              2.0    Personal Data 2    EM   Vet Status
  2,3, 4                                                      NV, VV, VT

Military Status Desc         12.0                      EM   Vet Status Sd
  No Mil Svc, Viet Vet,                                      Not a Vet, Vietnam Vet,
  Other Vet                                                  Veteran

Name                         30.0   Personal Data 1    EM   Name

Nte Date                     8.0    Job Earnings       AC   Nte Date
                                    Distribution

Pay Group                    5.0    Job Data 2         EM   Pay Class Code
  SM, LCT, LVL                                                ASME, LECT, LEVL

Pay Group Desc               12.0                      EM   Pay Class Sd
  Semi-Month, Lecturers,                                      All Semi, Lecturer,
  Level Pay                                                   Level Pay

Payroll Number               5.0    Job Data 1         EM   Payroll Number

Percent                      5.5    Job Earnings       AC   Percent
                                    Distribution

Pers Action                  3.0    Job Data 1         EM   Pers Rsn
  PAY, DTA, HIR                                               PAY, APP, APP

Pers Action Desc             12.0                      EM   Pers Rsn Sd
  Pay Rt Chg, Data Chg,                                       Pay Change, Appointment,
  Hire                                                        Appointment

Pers Reason                  5.0    Job Data 1         EM   Pers Action
  405, 470, 009                                               405B, 470B, 009

Pers Reason Desc             12.0                      EM   Pers Action Sd
  Ann, Empl, Exmp                                             Ann Sal Adj, Empl&Pr
                                                              Cntd, Exempt Appt

Pers Reason Effective Date   8.0    Job Data 1         EM   Effective Date

Personnel System             5.0                       EM   Personnel System

Position No                  8.0    Job Data 1         EM   Position No
  00xxxxxT, 000NCOMP,                                         0xxxxxT, 0NCOMP,
  0004LECA                                                    04LECA

Posn Category                5.0                       EM   Posn Category

Posn Fte                     3.5                       EM   Posn Fte

Present US Visa DD           5.0    Visa/Permit Data   EM   Present Us Visa Dd




                                                                                    Page 151
Record Month                    2.0                      ALL

Record Year                     4.0                      ALL

Reg/Temp                        1.0    Job Data 2        EM    Posn Perm Temp

Retirement Code                 5.0    Job Data 2        EM    Retirement Code

Salary Annual                   7.4    Job Data 3        EM

Salary Monthly                  7.4    Job Data 3        EM    Monthly Salary

Salary Total Monthly Adjusted   7.4                      EM

Sec Key                         8.0                      ALL   Sec Key
  11, 38, 50 (Division)                                          P05%0100, Q04%0000, K21%1000

Service Comp Date               8.0    Employment        EM    Service Comp Date
                                       Data 1

Service Years                   2.0                      EM

Sex                             1.0    Personal Data 2   EM    Sex

SSN                             10.0   Personal Data 1   ALL   Employee Id

Step                            5.0    Job Data 3        EM    Step

Step Movement Date              8.0    Job Data 3        EM    Step Movement Date
   CCYYMMDD (format                                              MMYY (format change)
   change)

Tenure Code                     5.0    Employment        EM    Tracking Code
  FTN, N/A, AES                        Data 2                    FTN96, FACNT, AES95

Tenure Desc                     30.0                     EM    Tracking Dd
  FAC-Tenure,                                                    FAC-Tenured in 1996,
  GA, NC, LECT,                                                  FAc & GA =s-Not Elig for Tenure
  APT-Empsec                                                     APT-Emp Sec in 1995

Tenure Effective Date           8.0    Employment        EM
                                       Data 2

Tenure Line                     6.0    Employment        EM
                                       Data 2

Tenure Locus                    5.0    Employment        EM    Locus of Tenure
  8200, 1100, 1200                     Data 2                    58200, P0511, P0731

Tenure Prob Pd Change           1.0    Employment        EM    Approval Of Probationary PD
                                       Data 2




                                                                                       Page 152
Tenure Waive Mq         1.0    Employment         EM   Waiver Of Mq Requirement
                               Data 2

Tenure Year             4.0    Employment         EM
                               Data 2

Transaction ID CD       2.0                       AC

Union Code              5.0    Employment         EM   Bu Code
                               Data 2

Union Code Desc         30.0                      EM   Bu Dd

Univ Appt Date          8.0    Employment         EM   Univ Appt Dt
                               Data 1

Us Entry Date           6.0    Visa/Permit Data   EM   Us Entry Dt

User Code               5.0                       EM   User Code

User Code SD            12.0                      EM

Visa Pending Dd         5.0    Visa/Permit Data   EM   Visa Pending Dd

Warrant                 3.0    Job Data 1         EM   Warrant Cd

Work Phone No 1         11.0   Personal Data 1    EM   Work Phone No 1

Year Degree Completed   4.0    Personal Data 2    EM   Year Degree Completed




                                                                               Page 153
Fields deleted from the HRISEMPL file with no equivalent PSEMPL data name

Accept Leave Evnts Fl        Generate Exception Pay Fl           Salary Rng Rnk Sd
Accept Pay Evnts Fl          Generate Leave Accruals Fl          Subtitl Code
Act Reservist                Hi Resident                         Subtitl Dd
Amount Basis Id              Hi Resident Sd                      School Code
Base Pay Type Cd             Last Chg To Workforce Id            Service Branch
Bu Member                    Leave Progression Start Dt          Tenure Status Cd
Bu Sd                        Levpol Cd                           Tenure Status Dd
Budget Area Cd               Levpol Dd                           Time Classification Cd
Budget Org Cd                Marital Status Sd                   Time Classification Sd
Conviction                   Org Dd                              Title Grp Cd
Count In Workforce Fl        Org Sd                              Title Grp Sd
Degr Verified                Organization                        Uh Empl Is Hi Res Fl
Disability Sd                Pay Table Driven                    Vacation Anniv Dt
Education Major              Paypol Cd                           Warrant Unit
Expiration Date              Paypol Long Dd                      Work Phone No 2
Flsa Id                      Personnel System Sd
Flsa Profile Cd              Position Cd

New fields added to PSEMPL that did not have an equivalent HRISEMPL data name

Age                                 Eac Section                  Record Year
Campus Key                          Eac Section Desc             Salary Annual
Dept Gp Cd                          Eac Unit                     Salary Total Monthly Adjusted
Eac                                 Eac Unit Desc                Service Years
Eac Branch                          Employee Alt Id              Tenure Effective Date
Eac Branch Desc                     Fte Total                    Tenure Line
Eac Dept                            Join Key                     Tenure Year
Eac Division                        Record Month

Area/Org codes in HRISEMPL were replaced by Employing Agency Codes (EAC) in PSEMPL.
EAC - 10 digit employing agency code
EAC Dept - 2 digit department code
EAC Division - 2 digit division code
EAC Division Desc - description of the 2 digit division code
EAC Branch - 2 digit branch code
EAC Branch Desc - description of the 2 digit branch code
EAC Section - 2 digit section code
EAC Section Desc - description of the 2 digit section code
EAC Unit - 2 digit unit code
EAC Unit Desc - description of the 2 digit unit code


                                                                                      Page 154
Fields deleted from the HRISACCT file with no equivalent PSACCT data name

Acct Sp 1
Appt Id S01
Employee Id S01


New fields added to PSACCT that did not have an equivalent HRISACCT data name

Campus Key
Eac Branch
Eac Dept
Eac Division
Eac Section
Eac Unit
Employee Alt Id
Join Key - Joins SSN and Empl Rec No
Record Month
Record Year




                                                                                Page 155
                                    APPENDIX B
                       HRIS to OFIS Data Field Name Comparison



                           People   OFIS
P/ S DATA FIELD NAME       Soft     LEN    OFIS DATA FIELD       OFIS FILE COMMENTS
                           LEN             NAME

ACCOUNT BASE AMT           7.4

ACCOUNT CODE               14.0     14.0   APPRN                 OCCURS 6 TIMES

ACCOUNT STIPEND AMT        7.4

AGE                        2.0

ANNIVERSARY DATE           8.0

APPT PERIOD FROM           8.0

APPT PERIOD TO             8.0

BIRTHDATE                  8.0      8.0    BIRTH-DATE

CAMPUS KEY                 2.0

CITIZENSHIP CTRY           3.0

CITIZENSHIP STATUS         1.0      1.0    CITIZEN

DEPT GP CD                 3.0

EAC                        10.0

EAC BRANCH                 2.0      3.0    BRANCH-NAME (2)

EAC BRANCH DESC            20.0

EAC DEPT                   2.0

EAC DIVISION               2.0

EAC DIVISION DESC          20.0     1.0    CITIZEN

EAC SECTION                2.0

EAC SECTION DESC           20.0

EAC UNIT                   2.0

EAC UNIT DESC              20.0

EEO CLASS                  5.0




                                                                          Page 156
EEO CLASS DESC       12.0

EMPL CLASS           1.0

EMPL RECORD NO       1.0

EMPL STATUS          5.0    1.0    ACTIVITY-CODE

EMPL STATUS DESC     12.0

EMPLOYEE ALT ID      10.0

EMPLOYEE TYPE CODE   1.0

ETHNICITY            5.0    1.0    ETHNIC CODE

ETHNICITY DESC       12.0

EXEMPTIONS FED       5.0    2.0    FED-EXEMPT

EXEMPTIONS STATE     5.0    2.0    STATE-EXEMPT

FICA CLASS           1.0    1.0    FICA

FICA CLASS DESC      12.0

FTE PERSON           1.5

FTE TOTAL            1.5

GL PAY TYPE          5.0

GRADE                5.0    2.0    O-RANGE0CD (2)

H ADDRESS 1          30.0   30.0   STREET-ADDRESS

H ADDRESS 2          30.0

H CITY               19.0   19.0   CITY-STATE

H COUNTRY            12.0

H STATE              3.0    3.0    CITY-STATE

H TEL NO             14.0

H ZIP                9.0    5.0    ZIP

HIGHEST DEGREE       3.0

ISLAND               1.0

I9 FORM STATUS       8.0




                                                    Page 157
JOB CODE                6.0

JOB FAMILY              6.0

JOB FUNCTION            2.0

JOB FUNCTION DESC       30.0

JOB TITLE               30.0   30.0   POS-TITLE (2)

JOIN KEY                11.0

M ADDRESS 1             30.0

M ADDRESS 2             30.0

M CITY                  19.0

M COUNTRY               12.0

M STATE                 3.0

M ZIP                   9.0

MARITAL STATUS          5.0    1.0    MARITAL-STATUS

MILITARY STATUS         2.0

MILITARY STATUS DESC    12.0

NAME                    30.0   35.0   NAME

NTE DATE                8.0

PAY GROUP               5.0

PAY GROUP DESC          12.0

PAYROLL NUMBER          5.0    5.0    PAY-NO

PERCENT                 5.5    5.5    FACT (6)

PERS ACTION             3.0

PERS ACTION DESC        12.0

PERS REASON             5.0    3.0    NOA

PERS REASON DESC        12.0

PERS REASON EFFECTIVE   8.0    8.0    EFFECTIVE-DATE
DATE

PERSONNEL SYSTEM        5.0

POSITION NO.            8.0    6.0    POS-NO (2)


                                                       Page 158
POSN CATEGORY           5.0

POSN FTE                3.5

PRESENT US VISA DD      5.0

RECORD MONTH            2.0

RECORD YEAR             4.0

REG TEMP                1.0    1.0   O-TAO-NUMERIC-CD

RETIREMENT CODE         5.0    1.0   RETIREMENT

SALARY ANNUAL           7.4

SALARY MONTHLY          7.4    5.2   MONTHLY-RATE (2)

SALARY TOTAL MONTHLY    7.4
ADJUSTED

SEC KEY                 8.0

SERVICE COMP DATE       8.0    6.0   SERV-COMP-DATE

SERVICE YEARS           2.0

SEX                     1.0    1.0   SEX

SSN                     10.0   9.0   SOCIAL-SECURITY

STEP                    5.0    2.0   O-STEP-CD (2)

STEP MOVEMENT DATE      8.0    6.0   INCR-DATE

TENURE CODE             5.0

TENURE DESC             30.0

TENURE EFFECTIVE DATE   8.0

TENURE LINE             6.0

TENURE LOCUS            5.0

TENURE PROB PD CHANGE   1.0

TENURE WAIVE MQ         1.0

TENURE YEAR             4.0

TRANSACTION ID CD       2.0

UNION CODE              5.0    5.0   BARG-UNIT-CODE




                                                        Page 159
UNION CODE DESC         30.0

UNIV APPT DATE          8.0    6.0   DATE-OF-HIRE

US ENTRY DATE           6.0

USER CODE               5.0

USER CODE SD            12.0

VISA PENDING DD         5.0

WARRANT                 3.0    3.0   WARR-DIST

WORK PHONE NO 1         11.0

YEAR DEGREE COMPLETED   4.0

YRS CONT SVC            2.0




                                                    Page 160
                                                 Appendix C
                                       Bargaining Unit 07 Phantom Steps

Definitions of Suffixes:

A=      Faculty Members who were hired at a maximum or higher step effective 01-01-94 to 12-31-94
        received a two percent increase effective 01-01-95 and retained their step designation to which an "A"
        suffix was added. Those with suffix "A" are about midway between steps.

B=      Faculty Members who were on maximum step or above effective 01-01-94 received a 2% increase
        and retained their step designation to which an "A" suffix was added. Effective 01-01-95, these
        employees got another 2% increase, which resulted in a salary amount a few dollars above the next
        whole step. Again, they retained their step designation to which a "B" was added.

C=      There are two employees with suffix "C", created by individual situations.

P1=     The "P1" suffix was created effective 07-01-95 when faculty members on phantom steps were
        promoted, resulting in placement below maximum step, but a few dollars above a step.

P2 =    The "P2" suffix was created effective 07-01-96 when faculty members on phantom steps were
        promoted, resulting in placement below maximum step, but a few dollars above a step.

x7 =    07-01-97 Monthly rate calculated by multiplying the current monthly rate by 1.04 and rounding to the
        nearest dollar.

        The following procedure was used to convert the step designations:
        Those on step were moved up one step. Those off step were placed on the salary schedule, took the
        designation of the step immediately prior, retained the suffix designation, and a "7" was added to
        indicate 1997. Those with a step designation above 30 with a suffix retained their step and suffix with a
        "7".

P3 =    Promotions effective 07-01-97:

        Language was modified in the 1995-99 Faculty Agreement which changed the order of salary
        adjustments. The 2-step promotion equivalent is given first, followed by the CB increase. For those on
        phantom steps prior to promotion, the following procedure was followed:

        Ex:
        06-30-97 I3 - 12B $4623 a month

        07-01-97 promotion add two steps to I3 - 14B $5002 placed onto the salary schedule, 5002 is
        between I4-9 and I4-10, so assigned I4-09P37:


                                                                                               Page 161
       I4 = rank 4

       09P3 = off step 09, as indicated by P3, which means promotions during the third year of the infamous
       phantom steps

       7 = year 1997

       then apply the CB of 4% (5002 x 1.04 = 5202)

       5202 is between 10 and 11, so final step designation is I4-10P37

S=     Special Salary Adjustment relating to retention, market, equity, and merit (June 1, 1994 Memorandum
       of Understanding) for those on phantom steps.

       Procedure: Applied the CB first, then increased the month salary by 4% and rounded to the nearest
       dollar for each additional step the employee was recommended as the special adjustment. Found the
       step on the regular salary schedule closest to the resulting amount and used that step designation with an
       AS7" suffix

Ex:

06-30-97 = I5-15BR $9,367

CB = I5-17B7 $ 9,742

2-step special salary adjustment recommended:

9,742 x 1.04 = 10,131.68 = 10,132
10,132 x 1.04 = 10,537.28 =10,537

10,537 is between steps 19 and 20

New step designation: I5-19S7 (received the special adjustment in 1997)




                                                                                               Page 162
                                                  Appendix D
                                          Hawai>i Revised Statues 92F

The dissemination of confidential information is governed by Chapter 92F of the Hawai>i Revised Statutes
(Uniform Information Practices Act). As such, consistent with Chapter 92F-12(14), we may provide the
following information for both current and former employees:

"(14) The name, compensation (but only the salary range for employees covered by or included in chapters 76
and 77, and sections 302A-602 to 302A-640, and 302A-701, or bargaining unit (8)), job title, business
address, business telephone number, job description, education and training background, previous work
experience, dates of first and last employment, position number, type of appointment, service computation date,
occupational group or class code, bargaining unit code, employing agency name and code, department, division,
branch, office, section, unit, and island of employment, of present or former officers or employees of the agency;
provided that this paragraph shall not require the creation of a roster of employees; and provided further that
this paragraph shall not apply to information regarding present or former employees involved in an undercover
capacity in a law enforcement agency;"

However, the above statement does not preclude receiving any other information from a personnel file as long
as the individual to whom the file pertains grants their permisison for you to examine that information.




                                                                                               Page 163
Personnel Data Recepients
f:\groups\ssa\datarecp.doc
date: August 28, 1996
updated: November 20, 2003

Purpose:               This document details the authorized recepients of data contained in the HRIS Database
                       within the guidelines of H.R.S 92F and UIP Reference Manual Guideline No. 1

a.     Public Information


                             Data                                            Reference

 Compensation as follows:                                         HRS 92F-12(a)(14), UIP Reference
                                                                  Manual Guideline No. 1
 a. only the salary range for employees covered by or
 included in chapters 76, 77, 297 or bargaining unit (8) (CLS,
 APT, Graduate Assistant, Lecturer)

 b. actual gross salary for Executive/Managerial and Faculty

 Job Title                                                        HRS 92F-12(a)(14)

 Business Address                                                 HRS 92F-12(a)(14)

 Business Telephone Number                                        HRS 92F-12(a)(14)

 Job Description                                                  HRS 92F-12(a)(14)

 Education and Training Background                                HRS 92F-12(a)(14)

 Previous Work Experience (Not including the individual's         HRS 92F-12(a)(14), UIP Reference
 nongovernmental employment history, except as necessary to       Manual Guideline No. 1
 demonstrate compliance with requirements for a particular
 government position)

 Dates of first and last employment at the University of Hawaii   HRS 92F-12(a)(14)

 Position Number                                                  HRS 92F-12(a)(14)

 Type of Appointment (permanent/temporary, etc.)                  HRS 92F-12(a)(14), UIP Reference
                                                                  Manual Guideline No. 1

 Service Computation Date                                         HRS 92F-12(a)(14)




                                                                                           Page 164
 Occupational Group or Class Code                               HRS 92F-12(a)(14)

 Bargaining Unit Code                                           HRS 92F-12(a)(14)

 Work Week Code                                                 UIP Reference Manual Guideline
                                                                No. 1

 Number of Hours Worked Per Pay Period                          UIP Reference Manual Guideline
                                                                No. 1

 Work Location Address, including building name, street         UIP Reference Manual Guideline
 number, street name, floor/room number, city, state and zip    No. 1
 code.

 Bargaining Unit Status (included/excluded)                     UIP Reference Manual Guideline
                                                                No. 1

 Exclusion Designation Code (indicating the bargaining unit     UIP Reference Manual Guideline
 from which the employee is excluded)                           No. 1

 Attendance and Leave Records (NOT including any medical        UIP Reference Manual Guideline
 information)                                                   No. 1

 Applications for leave of absence                              UIP Reference Manual Guideline
                                                                No. 1

 Employing Agency Name and Code, department, division,          HRS 92F-12(a)(14)
 branch, office, section, unit and island of employment

 Area and Organization Codes                                    HRIS data elements similiar to
                                                                employing agency codes

b.     Confidential Data

The following information related to employment misconduct that results in an employee's suspension or
discharge:


                             Data                                             Reference

 Employee name                                                  Compilation of the Hawaii Revised
                                                                Statues as amended by the 1993
                                                                Regular and Special Session Laws




                                                                                             Page 165
Home Address             UIP Reference Manual Guideline
                         No. 1

Home Telephone Number    UIP Reference Manual Guideline
                         No. 1

Birthdate                UIP Reference Manual Guideline
                         No. 1

Social Security Number   UIP Reference Manual Guideline
                         No. 1




                                                   Page 166
                                                  Index of Data Fields
NOTE:

           Data Fields printed lower-cased defines a field that is identified on a PeopleSoft panel

           Data Fields printed CAPITALIZED defines a field that does not exist on any PeopleSoft panel but is
           used as a description of another data field or represents an OFIS field that does not exist in PeopleSoft.

Account Base Amt.......................................................................................................................................11
Account Code .............................................................................................................................................12
Account Stipend Amt...................................................................................................................................13
Age .............................................................................................................................................................14
Anniversary Date .........................................................................................................................................15
Appt Period From........................................................................................................................................16
Appt Period To............................................................................................................................................17
Bargaining Unit 07 Phantom StepsBargaining Unit 07 Phantom Steps..........................................................147
Birthdate......................................................................................................................................................18
Campus Key................................................................................................................................................19
Citizenship Ctry............................................................................................................................................20
Citizenship Status .........................................................................................................................................21
Dept Gp Cd.................................................................................................................................................22
EAC............................................................................................................................................................23
EAC Branch................................................................................................................................................24
EAC Branch Desc .......................................................................................................................................25
EAC Dept ...................................................................................................................................................26
EAC Division...............................................................................................................................................27
EAC Division Desc......................................................................................................................................28
EAC Section................................................................................................................................................29
EAC Section Desc.......................................................................................................................................30
EAC Unit.....................................................................................................................................................31
EAC Unit Desc............................................................................................................................................32
EEO class....................................................................................................................................................33
EEO Class Desc ..........................................................................................................................................34
Empl Class...................................................................................................................................................35
Empl Record no...........................................................................................................................................36
Empl Status..................................................................................................................................................37
Empl Status Desc ........................................................................................................................................39
Employee Alt id ...........................................................................................................................................40
Employee Type Cod....................................................................................................................................41
Ethnicity.......................................................................................................................................................42


                                                                                                                                         Page 171
Ethnicity Des................................................................................................................................................43
Exemptions Fed...........................................................................................................................................44
Exemptions State .........................................................................................................................................45
Fica Class....................................................................................................................................................46
FICA Class Desc ........................................................................................................................................49
FTE person..................................................................................................................................................50
FTE Total....................................................................................................................................................52
GL Pay Type...............................................................................................................................................53
Grade ..........................................................................................................................................................54
H Address 1 ................................................................................................................................................55
H Address 2 ................................................................................................................................................56
H City..........................................................................................................................................................57
H Country....................................................................................................................................................58
H State ........................................................................................................................................................59
H Zip...........................................................................................................................................................61
Hawai>i Revised Statues 92FHawai>i Revised Statues 92F ..........................................................................149
HELPFUL HINTS ....................................................................................................................................134
I9 form status...............................................................................................................................................63
Island...........................................................................................................................................................64
Job Code.....................................................................................................................................................65
Job Family ..................................................................................................................................................67
Job Function................................................................................................................................................68
Job Function Desc .......................................................................................................................................69
Job Title.......................................................................................................................................................70
Join Key......................................................................................................................................................71
M Address 1 ...............................................................................................................................................72
M City.........................................................................................................................................................74
M Country...................................................................................................................................................75
M State .......................................................................................................................................................76
M Zip ..........................................................................................................................................................77
mailing-address-line-2 ..................................................................................................................................73
Marital Status...............................................................................................................................................78
Military Status..............................................................................................................................................79
Military Status Des.......................................................................................................................................80
Name ..........................................................................................................................................................81
NATURE OF ACTION NUANCES ........................................................................................................135
NTE Date....................................................................................................................................................82
Pay Group Desc .........................................................................................................................................84
pay-class-code ............................................................................................................................................82
Payroll Number............................................................................................................................................85
Percent ........................................................................................................................................................87
Pers Action..................................................................................................................................................88


                                                                                                                                         Page 172
Pers Action Desc .........................................................................................................................................89
Pers Reason.................................................................................................................................................90
Pers Reason Des..........................................................................................................................................91
Pers Reason Effective Date ..........................................................................................................................92
Personnel System.........................................................................................................................................93
Position No..................................................................................................................................................94
Posn Category.............................................................................................................................................95
Posn FTE ....................................................................................................................................................96
Present US Visa DD ....................................................................................................................................97
Record Month .............................................................................................................................................98
Record Year................................................................................................................................................99
Reg Temp..................................................................................................................................................100
Retirement Code .......................................................................................................................................101
Salary Annual.............................................................................................................................................102
Salary Monthly...........................................................................................................................................103
Salary Total Monthly Adjusted...................................................................................................................104
Sec Key ....................................................................................................................................................105
Service Comp Date....................................................................................................................................106
Service Years ............................................................................................................................................107
service-comp-date .....................................................................................................................................105
Sex............................................................................................................................................................108
SSN ..........................................................................................................................................................109
Step...........................................................................................................................................................110
Step Movement Date .................................................................................................................................111
Tenure Code .............................................................................................................................................112
Tenure Desc ..............................................................................................................................................114
Tenure Effective Date.................................................................................................................................115
Tenure Line................................................................................................................................................116
Tenure Locus.............................................................................................................................................117
Tenure Prob Pd Change.............................................................................................................................118
Tenure Waive mq.......................................................................................................................................119
Tenure Year...............................................................................................................................................120
Transaction ID CD.....................................................................................................................................121
Union Code...............................................................................................................................................122
Union Code Desc .....................................................................................................................................124
Univ Appt Date..........................................................................................................................................125
US entry date.............................................................................................................................................126
User Code.................................................................................................................................................127
User Code SD...........................................................................................................................................128
Visa Pending DD .......................................................................................................................................129
Work Phone No 1 .....................................................................................................................................131
Year Degree Completed ............................................................................................................................132


                                                                                                                                        Page 173
Yrs Cont Svc.............................................................................................................................................133




                                                                                                                                   Page 174
Listing of Appendixes

Insert Appendix E - Lotus Worksheet
PeopleSoft Personnel Action Reason Codes
o:\ssa\ps\training\actrsn.wk4

Insert Appendix F - Lotus Worksheet
PeopleSoft Country Codes
o:\ssa\ps\training\country.wk4

Insert Appendix G - Lotus Worksheet
PeopleSoft Location Codes
o:\ssa\ps\training\location.wk4

Insert Appendix H - Lotus Worksheet
PeopleSoft Tenure Line Codes
o:\ssa\ps\training\tenuline.wk4

Insert Appendix I - Lotus Worksheet
Warrant Distribution Code
o:\ssa\database\warrant.mdb

Insert Appendix J - Lotus Worksheet
State Codes
o:\ssa\ps\training\state.wk4

Insert Appendix K - WordPerfect
Summary of Tables
o:\ssa\datawhse\tablevalu.wks

Insert Appendix L -
EAC Codes




                                           Page 175

								
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