Payroll Personnel System

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About PPS

Overview

PPS is the Payroll/Personnel System maintained by Office of the President. The system offers two types of databases, one for practicing transactions called Training (or Test), and the other for storing and maintaing current and historical information on UCD employees, called Production.  Authorized employees are assigned a PPS userID and temporary password when their PPS account is created.  This information is used to access either Production or Training databases through software installed on the employee's work computer. This is called CICS PPS and is usually accessed through an icon on the desktop.  An alternate option for accessing both Production and Training PPS databases is through the internet and is not limited to  computers that have the software installed.  This online option is usually referred to as Online or Web-based PPS, and does have some limitations on what information can be viewed or updated.

PPS is comprised of sections, or screens, to view employee records.  Access to this information is carefully controlled based on the business needs of the departmetn and the PPS user.

  • EDB Inquiry-only screens - view current payroll/ personnel employee database information
  • Entry/Update screens - perform a variety of payroll/ personnel actions in the system such as processing new hires, salary and funding changes, enrollment to various deductions, etc.
  • Online Payroll Time Reporting System (OPTRS) screens - allows system entry of time data and payroll adjustment transactions

Roles & Responsibilities

To obtain Entry/Update in the Production database for PPS and OPTRS, a minimum of three users (authorized and approved) within a department/unit must fill the following four roles:

  • Primary Preparer: Responsible for entering employee data into the Personnel/Payroll System in a manner consistent with University policy. Primary Preparers may NOT be Reviewers, and may NOT be KFS Fiscal Officers.
  • Mandatory Reviewer: Verifies correctness and appropriateness of data entered into the Payroll/Personnel System within two business days of receipt (depending on distribution level). This review also helps to ensure against the possibility of entries that could result in fraudulent payments or loss of University funds. Mandatory Reviewer will be required to review PANs in web-based system. Maximum of one Mandatory Reviewer per category per department. Mandatory Reviewers may NOT be Preparers, and may NOT be KFS Fiscal Officers.
  • Backup Preparer: Steps in as needed to complete the duties of the Primary Preparer; may also serve as Backup Reviewer.
  • Backup Reviewer: Steps in as needed to complete the duties of the Mandatory Reviewer; may also serve as Backup Preparer. Backup Reviewer will be required to review PANs via email. Maximum of two Backup Reviewers per category per department.

The backup roles may be held by the same person. However, the backup preparer may not serve as the backup reviewer for the same set of transactions. Each transaction requires review by someone other than the preparer. A separation of duties must be maintained at all times.

Processing in PPS

By using function keys and navigation tools, users move through the screens(s), enter or change information, and submit changes to the edit and update process. As part of the update process the system checks for errors and/or inconsistencies. If any are detected, appropriate messages are displayed. PPS users are then given the option to correct the errors or cancel the update.

Notifications & Controls

Each time a record is updated, the system sends a Post Authorization Notification (PAN) to mandatory reviewers, departmental administrators, and appropriate central offices. The notification contains essential review and audit information, including:

  • Type of action performed
  • Employee affected
  • User ID of individual updating the record
  • Date and time of update
  • Before and after data fields in record(s) udpated

PPS Reporting

PPS Decision Support (PPS-DS) is the web-based reporting tool that uses the local PPS Data Warehouse. The Payroll/Personnel data from Office of the President is loaded onto a local server where users can query using a tool like Microsoft Access, or the more-popular web-based reports to access the data.

Supplemental content

PPS Menu