UNC Human Resources System Conference

23 May 2013

HR Data Mart and the Personnel Data File

Laura Bageant, Director, Data Management & Analysis Keith Dupuis, HR Consultant, Policies & Procedures

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UNC HR Data Mart

• Data Mart was designed and vetted by a steering committee composed of UNC General Administration, Office of State Personnel, Office of State Budget and Management and campus representation. This group collectively defined the following near term objectives: – Eliminate the need for duplicate data entry. – Provide consistent, timely and accurate human resources information to reporting agencies on behalf of seventeen university entities, which includes, General Administration, OSP, OSBM and the General Assembly.

– Increase the ability of campuses to catch and correct inaccurate human resources data at the source to prevent the costly and exhaustive revisions that resulted from a single, yearly snapshot.

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Phases

• Phase 1: July 2011 – SPA / EPA Employees – July 2011 • Phase 2: November 2012 – – – Incorporation of PDF data elements Compensation View & Benefits View System Enhancement: Cross-Campus View • Phase 3: July 2013 – Non-Permanent Employees (to satisfy PPACA) – Remaining PDF data elements (to generate Fall PDF)

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UNC HR Data Mart

Demo

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UNC Personnel Data File (PDF)

• • • • • • One of eight primary data collections managed by Institutional Research (IR) Snapshot of all employees as of end of September 71 data elements, incl. 8 repeating per employment unit Submitted by campuses in flat, fixed length per element format Stored as SAS data set on Linux for analysis and reporting Used to produce Excel or PDF reports for external audiences

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UNC Personnel Data File (PDF)

• Source for regulatory reports, national surveys, media requests, internal campus reports such as:

Requesting Agency

IPEDS AAUP SREB NCHED UNC GA Facilities Planning Media (News & Observer) Board of Governors Reports Campus

Report

HR Survey Faculty Compensation Survey Average Salaries Full-Time Instructional Faculty Campus Population Salaries of UNC Employees Retirement Eligibility, Employee Profile Fact books, profiles

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UNC Personnel Data File (PDF)

Banner/ PeopleSoft Extract Snapshot Historical Data Collection Paradigm Clean Data Submit to GA Run edit checks (auto+manual)

Accept

Accept as Final

Reject HRDM Example September 30, 2011 5 months February 22, 2012

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HRDM -> PDF Timeline

Month

November 2011 June 2012 September 2012 November 2012 February 2013 April 2013 July 2013 September 2013 October 2013

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Milestone

HRDM1 and concept of meeting PDF requirements Gap analysis, including report inventory PDF 2012 “as of” date HRDM2 – new elements added PDF 2012 to HRDM1 comparison complete PDF 2012 submission locked for reporting HRDM3 – new population, new elements PDF 2013 “as of” date PDF 2013 anticipated lock date for reporting 8

HRDM -> PDF Timeline

Concept of meeting PDF requirements - November 2011 – 80% of data elements required for reporting are accomplished through HRDM1 – Enormous potential exists to collectively save time and effort and improve access to timely, accurate, relevant data – Introduces some shifts in individual responsibilities

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HRDM -> PDF Timeline

Gap Analysis June 2012 – Element by element comparison of PDF to HRDM – Report inventory to identify all fields required for primary reports – Result – added fields to HRDM and removed from PDF

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HRDM -> PDF Timeline

Comparison HRDM to PDF as of September 2012 – Objectives: • Validate data from both PDF and HRDM • Identify areas where HRDM code may need to change • Identify areas where official reporting may change – Findings: • Campus-specific issues with one source or the other • Campus-specific logic differences • Global logic differences • Global definition issues

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HRDM -> PDF Timeline

Next steps – July 2013 – HRDM3 adds populations and elements to meet reporting requirements • • Population: Non-Permanent Employees Elements: Eight new elements related to PDF plus some logic changes – Challenges • Significant initial effort by HR, IT and IR • PPACA presents a moving target in a tight timeframe • Inability to execute a true parallel run

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HRDM -> PDF Production

• • Keys to Successful Implementation Guiding principles – Collectively more benefit gained than cost incurred – Technology, workflows, data collection and reporting align as efficiently and effectively as possible Campus engagement – Timely and effective communication to campus stakeholders is crucial – Campus HR, IT and IR advise on best practices – Pilot campuses’ contributions are invaluable

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