University of California, Riverside

Future Operating Model Development



Glossary


A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Glossary

A

Account (Sub Object) Financial reporting classification assigned to a transaction based on earnings, tax and deductions information. It is a component of a chart string (FAU). In PPS this would be the Sub and Object.
Actuals Distribution

A PeopleSoft process that is run to marry payroll and funding information and that distributes payroll obligations across multiple funding sources.

Ad-hoc Approver (role in Approval Workflow) An Approval Workflow Approver selected to review and approve a transaction, in accordance with campus workflow requirements.
Approval Workflow Engine (AWE) A functionality within PeopleSoft that enables the campus to initiate and route HR, payroll and funding transactions for approval and submission to the UCPath Center.
Approval Workflow Page

Custom page delivered to support financial and personnel/pay actions for employee. For example:

  • Hire/rehire
  • Data change
  • Transfer
  • Pay rate change
  • Salary cost transfer
  • Funding
Approver (role In Approval Workflow) An Approver is responsible for reviewing and approving transactions and then routing to the next level of approval or to the UCPath Center (depending on campus workflow requirements). Approver 1 can approve or deny transactions (with comments). Approvers 2 and 3 can approve, push back or deny transactions (with comments).
At Your Service Online (AYSO)

UC website that enables employee self-service for some human resources and benefits activities, such as signing up for direct deposit, naming beneficiaries, selecting retirement funds, etc.

In the future, employees will access the UCPath portal for non-retirement plan inquiries.

B

Bargaining Unit Identifies the exclusive collective bargaining agent (union) for the job.
Budgetary Costing Budgeting on the fund source.
Business Unit (BU)

Each UC campus and medical center is identified by a "Business Unit" which will be used to segregate campus information for reporting and system security access.

C

Campus Data Warehouse (CDW) An environment that consists of the Query Data Base (QDB), Operational Data Store (ODS) and the Cognos reporting tool.
Campus Alignment The process of aligning UCLA future-state processes and systems with the UCPath service delivery model.
Case Management Case Management is a software package that enables anyone - employee, managers, HR or Payroll - to make a request and update or correct information on an existing transaction on the UCPath portal (via Employee Self-Service and Manager Self-Service). Case Management also tracks the progress of requests.
Chartfield Combination or String A chartfield combination is an "FAU for salary." It is the combination of values (chartfields) that represents a unique funding source in the General Ledger and the sequence is exactly the same in UCPath as it is in PPS today (Location, Account, Cost Center, Fund, Project Code, Subaccount).
Cognos Reporting tool used to access the Campus Data Warehouse and run reports.
Component Interface (CI) A PeopleSoft tool that allows limited users to upload some transactions into PeopleSoft using Excel.
Conversion Testing The data verification process for both the configuration and transition data from PPS to PeopleSoft. TI defines the data discrepancy between the two systems, identifies data-cleansing needs and reconciliation requirements.

D

Data Conversion The process of moving data from one or more systems to a new system. This can include data cleanup, moving data from PPS to PeopleSoft, transforming data values, and creating new data.
Data Validation The process of ensuring the transition and transformation of data from PPS to PeopleSoft translates into the proper values/definitions without errors. Issues are identified, so that data can be reconciled (resolution could be either in the source, PPS, or in the transformation logic in PeopleSoft).
Department

The home department of the employee. The department that the FTE belongs to. A department has the following characteristics:

  • Personnel authority for hiring employees
  • Budget authority
  • Authorized by the organization head (Dean or Vice Chancellor) to manage its own budget and operations
  • A work location associated with the department

In PeopleSoft, department information is used primarily for security, organizational reporting, and can also be used for approval responsibilities for manger self-service transactions.

 

Department Code A unique code associated with the description of a department.
Default FAU Mapping In cases where funding has not been established or the FAUs do not pass validation, transactions will receive a default FAU so that transactions can be processed. The department will have to correct these transactions using Salary Cost Transfer.
Department Budget Table PeopleSoft records that store funding sources for earnings, employer share deductions, employer share taxes, as well as salary encumbrances. The tables are part of Commitment Accounting and are stored by fiscal year and HR department.
Direct Retro PeopleSoft term for Salary Cost Transfer.
Direct Retro Distribution A process to create retroactive transactions by modifying department budgets.
Distribution of Payroll Expense (DOPE) Report produced once a month as part of the month-end reporting process. It lists all payroll expenditures (salaries and benefit charges) that are processed during the month as well as an estimated biweekly accrual and payroll expenditure transfers. This will be called Labor Ledger in the future.

 E

Employee Self-Service

Customized UCPath portal tool that allows employees to directly access and update some of their personal information. For example:

  • Home address
  • Emergency contacts
  • Direct deposit
  • W-4 (employee tax withholding allowance)
  • Benefits enrollment
  • Personal phone

This is similar to the At Your Service Online website used today.

Employee Service Associates (ESA) These are members of the UCPath Center's customer service team, who will assist employees when they call the UCPath Center with inquiries. 
Enterprise Resource Planning (ERP) Organization-wide solutions that unify business processes and data to support most of an organization's information needs - within and across functional areas. PeopleSoft is an ERP. UCPath is implementing the PeopleSoft platform to support HR, payroll and funding business processes.
Entitlements Policy-based accruals (for example, vacation leave, etc.) that are calculated when payroll is run.
Entry Criteria A set of conditions that must be met before the start of the next phase of a project. For example, before System Integration Testing can start, the System Integration Testing resources must be available.

 F

FAU (Full Accounting Unit) The combination of chart fields (e.g., fund, program, department, cost center, location, etc.) that specifies a unique funding source. The PeopleSoft equivalent is chartfield string.
FOM Future Operating Model
Functional Design Document (FDD) Describes a process or a requirement in sufficient detail that a technical specification can be written from it, which means it must contain details on the data that will be entered, generated and stored.
Functional Solution Design (FSD) The process of developing and confirming technical design solutions in support of the future-state process design.
Funding Entry The process of entering Full Accounting Units (FAUs) on the Funding Entry page to indicate source of funding for earnings, employer share deductions, employer share taxes, as well as salary encumbrances.
Future-state Process Design (FSPD)

Effort focused on:

  • Defining systemwide business processes with the UCPath Center
  • Developing future-state scope of services and business processes that will be conducted between campuses and the UCPath Center
  • Defining roles and responsibilities of the campuses and the UCPath Center, including touchpoints, required inputs, and expectations for processing.

 G

GAEL An acronym that groups together General, Auto and Employee Liability Insurance held by the University. Together, this assessment is referred to as GAEL.
General Ledger (GL) The master set of accounts that summarizes all transactions occurring within an organization and that is used to aggregate information into the financial statements of the organization.

H

I

Initiator (Role In Approval Workflow) Has the ability to initiate all transactions for departments for which they have row-level security (this ensures users only have access to data they are authorized to view, for example, data for their department).
Interface A point of interconnection between two systems (for example, a network interface is a connection between a terminal and a network or between two networks), or between a system and a user (for example, Employee Self-Service is an interface between PeopleSoft and employees).

J

K

L

Labor Ledger The Labor Ledger is housed in UCPath and contains detailed, employee job-level demographic, salary and fringe benefit details. This Labor Ledger will also be available in the campus ODS. The legacy term for this is Distribution of Payroll Expense (DOPE)
Load/Stress Testing Testing conducted to evaluate a system or component at or beyond the limits of its specified requirements.
Location Location in PeopleSoft is the work space associated with a department. The legacy term for this is department address.

 M

Manager Self-Service Customized UCPath portal tool that enables managers to view employee information for those who report to them, either directly or indirectly.

N

Non-PPS data Data collected from non-PPS systems to be converted into the UCPath system (e.g., sabbatical leave, FMLA, and credit union balances).

 O

Operational Data Store (ODS) Campus repository that will hold PeopleSoft employee data and that will be available for all campus applications after it has been processed.

P

Payroll Distribution A PeopleSoft process that builds the expense and liability transactions in preparation for the financial system. Balanced journal entries are a result of the process.
Payroll Parallel Testing Validates that PeopleSoft can run payroll. One phase of the overall Testing plan which ensures that gross and net pay for each employee are consistent with the payroll data produced by PPS.
Payroll Personnel System (PPS) Legacy payroll system that contains personnel data.
Performance Testing Ensures that system performance (both from an online experience and nightly batch processing) meets requirements.
PeopleSoft HCM PeopleSoft Human Capital Management (includes, for example, Workforce Administration, Absence Management and Commitment Accounting).
PeopleTolls Proprietary software development tools used to create and modify delivered PeopleSoft objects, such as pages and tables. Tools include Query and Trees (hierarchy).
Position Management

Module in PeopleSoft used to:

  • Define and standardize information for approved positions - attributes include: home department, job code, standard hours, FTE, union affiliation, maximum headcount, etc. Most positions will be one-to-one to an employee. However, positions can be assigned one-to-many if all incumbents share the same attributes (i.e., job code, department, funding source, etc.).
        Position Management offers several benefits. For example:
  • Maintains reporting relationships through use of "Reports To Position"
  • Helps monitor turnover and vacancies
Prerequisite A pre-process is conducted by dept./orgs for many HR/payroll transactions. The pre-process refers to an internal review and approval process which is conducted via formalized paper forms, email, phone, or department-specific systems prior to the activity becoming a transaction in the PeopleAdmin or EDB systems, or in the future-state in UCPath.
Project ID A unique alphanumeric identifier for a UC operational project.
PPS Data Archiving, Retrieval and Transition (DART) Strategy for determining how long PPS historical data will be retained. Historical PPS information will also be available in the Campus Data Warehouse (CDW)

Q

Query Database (QDB) A database consisting of several query databases, including the Payroll Personnel Query Database (PPQDB), which is used for reporting purposes.

R

Release A complete functional version of an application that is comprised of multiple units or modules of program code. Program changes and enhancements are bundled into a release in order to facilitate change control and optimize development and testing activities.
Reviewer (Role in Approval Workflow) A department can assign additional resources to review a transaction (as an FYI, for example). The Ad-hoc Reviewer can provided comments, but does not have the ability to approve a transaction.
Risk Assessment A qualitative and quantitative analysis, performed as part of the test planning phase, in order to gain an understanding of the potential sources and cases of system failure and their associated impact on operations, cost, reputation, and customers. Potential risk factors must be taken into consideration when developing an overall testing strategy and a test plan for a production application change.
Risk Mitigation A set of actions taken to reduce, transfer or eliminate the impact of likelihood of an identified risk.

 S

Salary Cost Transfer (SCT) Reallocation of funding sources after an expense has posted that does not involve a net change in dollars (i.e., accounting transfer on a salary or fringe expense that has been previously charged). Also referred to as Direct Retro distribution.
Salesforce

Case Management tool for UCPath (replaces Enwisen).

Security Testing A type of testing performed to ensure that the security features of a system are implemented as designed and that they are adequate for the proposed application environment. This process may include hands-on functional testing, negative testing of penetration points, and verification.
Service Partnership Agreement (SPA) or Service-Level Agreement Formal agreement or contract between the campuses and the UCPath Center that specifies what services the UCPath center will provide, how performance will be measured, and the expected timeframe for completing tasks.
SMG Approver (Role in Approval Workflow) Campus designee authorized to approve transactions when the employee is classified as a member of the Senior Management Group (SMG). They can Approve, Push Back (with comments) or Deny (with comments) transactions at this level. Transactions will be immediately routed to the SMG Approver and not follow the regular routing.
Standard Operating Procedure (SOP) A detailed explanation of how a policy is to be implemented. Provides clarification on the new UCPath business processes and guidance as to how to implement a business process.
System Integration Testing (SIT) Validating the delivered cross-functional applications and interfaces within the UCPath PeopleSoft environment and all of UCR's campus systems.
System Remediation The process of ensuring that campus systems integrate with the new UCPath data standards and system, using interfaces or extensions, as necessary.

T

Test Environment An integrated set of hardware, software, library configurations, and tools/facilities, all or part of which are dedicated, that enable an application to be tested independently of the existing production environment. The test environment should mirror the production environment (also known as "test infrastructure").
Test Plan A detailed map of the business processes, extensions, integration points, and interfaces between various systems that will be tested in each test phase.
Test Schedule Defines the schedule used to conduct testing on each day for every business process, extension, integration point, or interface.
Test Script A detailed step-by-step testing procedure that specifies how testing will be conducted.
Test Scenario Defined business scenarios that are used to conduct testing. this includes both positive and negative testing scenarios.
Test Strategy Defines the strategy, approach, processes, and procedures for the support, direction and execution of all testing phases in the UCPath PeopleSoft HCM v9.2 project. This testing strategy is intended for both system users and management to provide an understanding of, and overall view into, the testing phases and processes.
Tier 1 Interface Direct interface with PeopleSoft.
Tier 2 Interface Indirect interface with PeopleSoft via ODS (Operational Data Store).
Tier 1 Systems Today, these campus systems receive data directly from PPS. When UCPAth goes live, Tier 1 systems will receive data from PeopleSoft.
Tier 2 Systems Today, these campus systems pull data from QDB. When UCPath goes live, Tier 2 systems will pull data from the UCR ODS (Operational Data Store).

U

UCOP University of California Office of the President
UCPC University of California Path Center
UCPath Online/UCPath Portal The website where employees, managers, HR, and Payroll will go for information, to ask questions, and to execute transactions.
Use Case A high-level description of a specific scenario submitted for testing to verify the required results from the system solution.
User Acceptance Testing Like System Integration Testing, this phase simulates a live production system and verifies that all PeopleASoft applications, Third-party applications, security configuration, conversions, downstream systems (e.g., ODS, IDM, ESB, Time & Attendance), GL distribution processes, and financial systems are systematically integrated and supported by the defined business processes. Several designated UCR subject-matter experts will validate that the solution meets requirements.

V

W

Workflow The sequential flow of tasks and information in a business process.
Workforce Administration The term comes from the module in PeopleSoft where personal data, job data, reporting and tracking for Employees, Persons of Interest or Contingent workers is administered, managed and held. This is similar to the Employee Data Base (EDB) in PPS today.

Y

Z

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Related Links

Footer