Payroll Personnel System

Updating an Existing Structure in DRS System

In the Departmental Roles Structure (DRS) System only designated FIS users may create or update PPS and OPTRS structures. These individuals have R1/R2 or Edit/Modify access in the DRS System. For more information about this access refer to the Edit Access Guide on the PPS Web site.

This guide should be used to update a PPS or OPTRS structure. Since a structure already exists for the department it will need to be updated or modified, creating a new version.

Before You Begin
  • Confirm you have Edit Access in the DRS System
  • Confirm there is an existing PPS or OPTRS structure for the department
Step 1 - Access DRS System
  • Access the DRS System by entering your campus login ID and passphrase (or password) as instructed at the Central Authentication Service (CAS) screen.
  • At the FIS Web Applications menu select PPS/OPTRS Departmental Roles Structure.
DRS Main Menu
  • At the DRS menu select Create New Version for Completed Roles Structure.
DRS Create Ment
Step 2 - Select Department Role ID
  • There are two types of Structures: PPS & OPTRS. The type of structure you are updating and the six-digit department code make up the Dept Role ID.
  • Enter the Dept Role ID and click the OK button.
DRS Roles ID
  • Verify the information is correct. The version number will increase one digit every time you create a new version for that structure.
  • Click the Create Version button to open structure and modify.
DRS New Version Info
Step 3 - Update Roles on Structure
  • Using the Delete button to the right of the user's name, delete any users that will not be in that role on the new version of the structure.
DRS Add or Delete Users
  • Select role using Add New Role drop down menu, all roles must be filled.
  • Enter PPS User ID for selected role, or use ... button to search by name for User ID.
  • Use Add Role button to save user in role.
  • Select next role and repeat process until all four roles are filled. Review requirements at top of screen for reminders and restrictions. Move on to Step 4.

For PPS Structures

  • Select button to Delete Split, or select Delete button to right of user's name to delete from new version of the structure.
DRS Splits Screen
  • Note: Splits refer to categories of employees for staff or academic (i.e. student, non-student, research, faculty).
  • Select role using Add New Role drop down menu, all roles must be filled.
  • Enter PPS User ID for selected role, or use ... button to search by name for User ID.
  • Use Add Role button to save user in role.
  • Select next role and repeat process until all four roles are filled. Review requirements at top of screen for reminders and restrictions. Repeat for each split you are updating.
  • If new version of structure does not contain all splits for employees in department, you can add new split using the Add New STAFF Splits or Add New ACADEMIC Splits buttons. If All STAFF or All ACADEMIC Splits has been chosen in prior version, you will need to delete the split before add a new split for a specific type of employee.
  • Note: If all splits are not entered the department will not be able to complete PPS transactions on that category of employee. When the entry and review team of users is the same for all splits (staff or academic) it is preferred you use the All STAFF or All ACADEMIC selection.
Step 4 - Add Comments and Route for Approval
  • After all roles filled add special conditions information if needed.
DRS Comment for Structure
  • Use the Add Note button to add notes that might be helpful to PPS Access Officer.
  • Use drop down menu to select status Ready for Officer Approval.
DRS Routing Selection
  • Use the Save Status button to save structure without further changes.
  • Note: Recommend you send email to PPS Access Officer to alert them that structure is ready for their approval, system does not send message.

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