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1. 1© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
ePAFs for All Personnel Actions
Presenter: Rose Lesly, PHR
Texas Tech University Health Sciences Center
April 13, 2015
Session ID: 12139

2. 2© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Session rules of etiquette
• Please mute/ turn off your cell phone/pager
• If you must leave the session early, please do so as discreetly as
possible
• Please avoid side conversation during the session
Thank you for your cooperation!

3. 3© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Introduction
• Hear/see how a large university is using ePAF for
All Personnel Actions
• Visualize how you use ePAF or possible
improvements
• Visualize what you want to avoid

4. 4© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Agenda
• About Texas Tech: its products, users, and
environment
• Brief setup overview
• Categories of ePAFs
• Day-to-day Challenges
• Ideas for future enhancements

5. 5© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
About Texas Tech:
Products, users, and environment

6. 6© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
About Texas Tech
• Number of Sites: 8 cities in Texas plus Correctional Units
• Number of Students: Around 37,000
• Number of Employees: Around 20,000
• 3+ Charts of Account: TTU System, Texas Tech University,
TTU Health Sciences Center, TTU HSC – El Paso (9/1/2015)
• Used internal electronic PAF system before Banner
• Changed payroll processes to:
• Monthly for exempt employees
• Semimonthly for nonexempt employees

7. 7© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Texas Tech Banner Info
• Implemented Banner 7: December 2008 with ePAF, WTE, WLR,
and Salary Planner (later in Budget prep cycle)
• Upgraded to Banner 8.3: March 2010 (two-action ePAFs)
• Number of Employee Classes: 32
• Number of Approval Types: 37 (between TTU/HSC)
• Number of Approval Categories: 39 TTU + 30 HSC = 69
• Number of ePAF Transactions: Over 1,525,000 (includes
TTU/HSC)

8. 8© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Banner/Partnered Products
• Banner Student, Financial Aid, Finance, HR
• BDMS (Xtender)
• Luminis – Single Sign-in
• AppWorx
• Axiom
• Clean Address
• Cognos / ODS / EDW

9. 9© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Texas Tech Modifications/System Support
• No INB mods
• ePAF attachment interface with BDMS (Xtender)
• Available at the Ellucian Hub https://ellucian.okta.com in Software
Downloads (may need to request App) under “Banner Document
Management Integration Component”
• Email processes to notify originators and approvers of ePAFs
awaiting originator action, pending approvals, etc.
• TEAM APP – ePAF originators/approvers setup

10. 10© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
End Users
• Originate and Approve ePAFs through SSB only
• No INB Access
• Access SSB through Luminis portal & ePAF channel
• Security setup eased through TEAM APP

11. 11© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
End User Training
• Need to understand position control, HR basics, and Banner
terminology
• Requires extensive training, coaching, and job aids
• Originator must “pass” training exercise prior to security
setup
• Highly recommend preparing help desk, knowledge base, and
FAQs before go-live, plan to maintain

12. 12© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Brief Setup Overview

13. 13© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
System Specifics
• Not integrated with Workflow
• Not using Orgn or ECLS security
• Currently not using Approval Groups
• Use Common Matching
• Allow submit of PAF with warnings
• Share Approval Types employee classes across Charts of
Account

14. 14© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Security Level Activation
• PTRINST
• Needed originators to see current values on PAF
• TX state salaries are open record
• Only functional users access INB Banner HR

15. 15© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Security Level Activation
• 3rd Party Authentication
• “Apply” Level is Superuser (one for each Chart of Account)
• NTRINST

16. 16© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Common Matching
• GORCMSC

17. 17© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Categories of ePAFs

18. 18© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Categories of ePAFs
• New Hire
• Transfer (Gaining or Losing department)
• Change Job within Department
• Pay Change
• FTE Change (PT employees only)
• Add Secondary Job
• Add Secondary Position (supplement)
• Overload/Recurring Special Payment
• End Job
• Terminate Employment

19. 19© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Categories of ePAFs: two-actions in Banner 8
• New Hire AND Future End Job (non Benefits Eligible only!)
• Transfer Losing AND End Secondary Job
• Transfer Losing AND Gaining
• Change Job within Orgn AND Future End Job (non Benefits
Eligible only!)
• End Job AND Begin New Job
• Terminate Employment AND End Secondary Job

20. 20© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Categories of ePAFs: Variations
• FLSA Type (exempt, nonexempt, & 9-Month faculty/grad
instructors)
• ECLS (exempt staff vs temporary employee)
• Student/Temp (includes section for future end dates)
• Resident Physician (customized to this process)

21. 21© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Not processed through ePAF
• Reclassifications
• Labor Redistributions (prior to last paid date)
• Employee One-time Payments
• Manual Check Requests
• Leaves of Absence

22. 22© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Day-to-day Challenges

23. 23© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Day-to-day Challenges
• Funding employee on different chart
• Following data standards on addresses, telephone numbers,
etc.
• Originators must refer to templates/job aides and understand
Banner terminology
• Patches/upgrades
• Errors change and function differently
• Custom situations

24. 24© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Ideas for future enhancements

25. 25© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Ideas for future enhancements
• More options on multi-job PAFs, including adding as many
jobs as needed on the fly (IDEA-17940)
• Hours per pay/hours per day recalculate when FTE entered, as
it does in INB (IDEA-16774)
• Freeze data in Current Value column at the point when ePAF is
submitted (IDEA-17837)
• Mark/highlight errors where they occur, not at top of page
(IDEA-16775)

26. 26© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Ideas for future enhancements (cont.)
• Default Earnings Approval Type (EARN) needs to default the
Query Date into the effective date field (IDEA-16771)
• More sort options on Approver Summary (IDEA-16773)
• Submit errors don’t clear after correcting & saving. Clear after
save or label as ‘submit’ error (IDEA-16770)
• Populate Supervisor name when ID is entered (IDEA-16772)

27. 27© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Ideas for future enhancements (cont.)
• Add links at top of page for each Approval Type/section of
ePAF (IDEA-16777)
• List of Value fields need to be non-case sensitive (IDEA-
16778)
• Allow effective date to default to Last Paid Date+1 if payroll
extracted while ePAF in approval queue (IDEA-27161)
(Cuyahoga Community College)
Promote these IDEAs - or submit your own
at the Ellucian Hub http://ellucian.okta.com
in the Ellucian Support Center (may need to Request App)

28. 28© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Summary
• Analyze all personnel transactions to determine how best to
automate; maximize use of ePAF
• Test, test, and re-test to better understand ePAF capabilities
and limitations
• Establish Common Matching rules and data standards
• Before implementation, invest in Help Desk, FAQs, templates
for each ePAF Category, and hands-on training
• Consider requiring training before granting Originator access
• If it doesn’t do what you want it to do:
• Ask eCommunities
• Submit an IDEA

29. 29© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Questions & Answers

30. 30© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID 12139
Thank you!
Rose Lesly, PHR
Texas Tech University Health Sciences Center
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Session ID 12139