Glossary of Terms

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Action Reason – The reason an employee's job or employment information is updated. The action reason is entered in two parts: a personnel action, such as a promotion, termination, or change from one paygroup to another and a reason for that action. Human Resources, Benefits Administration, and other HRMS functions use Action Reason.

Additional Pay - Payments that are not part of base salary. Payments such as supplementals, overloads, summer teaching, etc.

Administrative Post - is a PeopleSoft description of Academic Title.  Academic Titles are assigned to individuals directly involved in carrying out the academic mission of Indiana University.



Browser Window - The two most popular browsers are Netscape Navigator and Microsoft Internet Explorer. Both of these are graphical browsers, which means that they can display graphics as well as text.

Business Unit - Organizational Level.  We consider the campus to be the business unit for IU's implementation of HRMS and SIS.



Campus Community - Data and processes that HRMS and SIS share and that applications within SIS share.  For example name, id, address, etc.

Compensation Frequency - Defined as monthly or hourly for IU employees.

Compensation Rate - The amount of money an employee is paid quoted by the compensation frequency unit.

Component - A group of pages.

Contract Pay - Is a feature of PeopleSoft that allows entry of a contract amount to be paid over a specified period of time. The contract pay component specifies begin and end dates of the contract. Once a contract has expired, the employee will remain active, benefits (if eligible) would go into arrears, and payments are discontinued. Multiple Jobs function will work with Contract Pay by creating additional employee records.

Control Table - An important part of the HRMS/SIS infrastructure, critical general data, such as companies, work locations, departments, etc. are stored in database tables in HRMS. That way, when users perform tasks for any HRMS or SIS function, they use exactly the same general information. The use of control tables eliminates duplicate entries and helps to keep the data virtually error-free. Control tables typically use effective dates and effective status values to reflect changes over time within the university.  



Department ID - An IU Unit such as department, school or division associated with a campus. Source for Department ID values is the FIS org table.



Earn Code - A category of pay indicating what an employee is being paid for, which defines the calculation of pay [e.g. RGA (Regular Academic), SCK (Sick Nonexempt), FNL (Funeral), VAC (Vacation), OVT (overtime); RGN (Regular Pay Nonexempt Biweekly), etc.].

EDEN - see Enterprise Development Environment

eDoc - see Electronic Document.

Effective Date - Date on which the associated information takes effect.  The information is in effect until a new entry is made with a more current effective date.  We do not have "stop dates" on effective dated data.  The Effective Date usually defaults to your system's current date.

Electronic Document - An interaction with One.IU that generates a distinct administrative transaction. Proprietary components will facilitate these transactions through the provision of a customized, IU business logic-intensive interface to PeopleSoft. Each transaction will utilize the EDEN workflow engine for routing and approval and, if approved, will result in an update to PeopleSoft.

EmplID - HRMS system-assigned unique identifier for each IU employee - also known as the University ID.  This will never be the employee's Social Security number.

Employee Activities - HRMS electronic documents replacing our current PAF process.  Business process activities associated with employment such as hire, take leave, update funding, update person data, etc.

Employee Self Service - WWW interface allowing employees to be able to directly update some of their own personal data.

Enterprise Development Environment - The portal infrastructure comprising object-oriented and reusable standard modules upon which services can be built. EDEN will provide the flexibility, scalability, and extensibility to allow the portal to grow and adjust to the fast-paced world of information technology.

Exempt Position - jobs that are exempt from overtime pay. These positions are paid a salary rather than on an hourly basis and therefore overtime hours are not counted per se.



FIS - Financial Information System

FLSA Status - A Human Resources term that is used to indicate whether a job is exempt or nonexempt according to the Fair Labor Standards Act. All employees associated with a particular job will receive that job's FLSA Status.

Frequency - Frequencies are used in HRMS to define the period of time in which people are paid, deductions are taken from paychecks, and in which payroll processing occurs, to list a few examples.  Each frequency ID has an associated annualization factor, which represents the number of times the period occurs in a year.

Footpath -  Sometimes you may be asked to follow a footpath to get to a certain screen within PeopleSoft.  It is the sequence of menu items that you selected.  
Example:  Home > Administer Workforce > Administer Workforce (GBL) > Use > Hire





HRMS - Human Resource Management System

HRMS Client - The PeopleSoft delivered HRMS software.  Pages, base set up tables, etc.



ID - IU assigned number to uniquely identify and track employees and students (not social security number or student id number). A person will have one ID number that will be used in both HRMS and SIS if the person has employment and/or student history at IU.

Incumbent - An employee currently assigned to a position.

IE - see Information Environment.  

Information Environment - An environment for creating reports and data extracts.  This is a separate environment from the on-line processing environment.



Job - Association of a person with a position, assignment of appropriate actions and compensation information.  Similar to our current PAF appointments.

Job Code - Job classification information and classification groupings that form the base default position data.   Job code information includes regulatory reporting data as well.   

Job Empl Rec # - Employee job record number.  A sequential system assigned number beginning with zero for each job a person holds concurrently.  Most people will have one job with empl rec# 0.

Job Family - A collection of jobs involving the same type of work but requiring different skill and responsibility levels. Grouping jobs with similar work by job family provides consistent comparison with the market pay rates for similar work. For example: Administrative Services (AD) or Information Technology Services (IT).

Job Funding - Account funding information for job records.

Job Level - A grouping of the jobs in each job family into distinct levels based on compensatory job attributes, such as: complexity, scope of impact, autonomy, supervision of others, and knowledge required. The levels are: 1, 2, 3, 4, 5, and 6.

Job Seq # - For each effective dated job record, there can be one or more actions with the same effective date.  Each of these actions has a sequential system assigned number beginning with zero.





Leave of Absence - is a voluntary absence without pay, authorized in advance, for a period of 30 calendar days or more.  A leave of absence implies that the employee intends to return and that the same or similar position will be held open or will be made available upon return from leave of absence.

Leave of Absence - partial - is a formal leave in which the employee's FTE is temporarily reduced to an amount less than 100%, but more than 0%.

Link - Navigation to get to next browser window or component

Location - Physical Campus location



Multiple Jobs - Multiple jobs allow IU departments to hire an employee into more than one concurrent job and have them processed through Payroll and Benefits.



Non-Exempt Position - jobs that are paid on an hourly basis and are eligible for overtime pay.



Occupational Unit - applies to a functional classification (e.g.: Service-Maintenance) within a campus department or sub-unit of a department.

One.IU - A web-based, vertical enterprise portal that will provide a unified front end to IU information systems for everyone with business or activities to conduct with Indiana University. Key components of the portal include:

Single sign-on and authentication, role-based customization of services, easy to use personalization of users desktop, public interface for service or channel integration, universal access via web browsers and wireless technology.

One-Time Funding Changes - Temporary changes to job funding made on the payroll voucher, and valid only for that voucher's payment.

Other Earnings - Any type of earning different from the regular earnings of the employee, such as overtime, premium, sick, vacation, etc.



Page - A graphical display of data that allows a user to enter information into the HRMS databases.

Pay Group - Payroll schedule and voucher grouping for different employee pay types, such as BW1 (biweekly staff); A10 (10-month Academic); A12 (12-month Academic); AS0 (10-month Academic Student Appointee); AS2 (12-month Academic Student Appointee); HRP (hourly PERF); HRW (workstudy); S12 (12 month professional staff).

Payroll Voucher - Document used to enter and verify employee pay before payment is calculated and processed.

Pay Run ID- The Pay Run ID is similar to the payroll number in HRIS. In HRMS, we had to make each number unique so we identified them as either a biweekly or monthly payroll, incorporated the old payroll number used in HRIS, and then incorporated the check date (M004020101).

Person - Employee, Student, Student Applicant, Prospective Student, etc.

Person Data - Biographic and demographic data associated with a person.

Pooled Position - A non-budgeted position that could have one or many multiple incumbents.  Pooled positions are similar to the LGxxx positions that currently exist in the FIS.  Unlike the LGxxx positions, pooled positions are created at the department level.  Pooled position templates are available for each business unit (campus) to facilitate the creation of the position at the department level.  

Position - The officially assigned duties and responsibilities that make up the work performed by an employee. Positions are linked to Job Codes that are identified by campus. There can be a many-to-one relationship between the Position and Job Code. Positions are defined at the department level.  Most of the position attributes default into the job row.





Row - An effective dated set of data pertaining to a particular component. Known as a record within HRIS.



Salary Grade - The salary grade is a graduated scale that includes positions of different occupational groups. The work performed within a salary grade is equivalent as to the level of difficulty and responsibility and the level of qualification requirements of the work. Salary grade consists of two components. The numeric character in the first position designates the job “level”. The alpha-characters in the next two positions designate the job “family”. (There are a few salary grades that only consist of a job “family”.)

Salary Plan - Similar to current appointment types, i.e., professional staff, academic, staff biweekly, hourly. Each salary plan will relate to an associated object code.  

Short Work Break - an involuntary reduction in force of 31 to 90 calendar days.

SIS - Student Information System

Standard Hours - Percent of full-time an employee is working is represented on the job record by standard hours. Full-time is equal to 40 hours.



TIME - see Time Information Management Environment.

Time Information Management Environment - Automated time and attendance tracking for hourly paid employees.

Translate Table Values - Valid values used in HRMS and SIS are stored in a single translate table, commonly referred to as the "XLAT" table.  Code values for data such as military status, ethnic group, citizenship status, name type, address type, etc. stored in the translate table have an effective date, an effective status, a long description, a short description and some other technical information.  PeopleCode in the background facilitates The user always sees the long or short description displayed or chooses the long or short description even though only the code is stored in the transaction table, hence the term "translate" table.







Work Area ID - The distribution work area is a sub-organization within the department.  The distribution work area ID assigned as part of Job Funding will facilitate the distribution of vouchers and paychecks/advices.  Maintenance of a Work Area is done using the TIME system, click on the link for more information:

Workflow - Generic term for steps and rules necessary to complete a specific task.  Workflow encompasses routing and approval.