<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=us-ascii">
<meta name="Generator" content="Microsoft Word 15 (filtered medium)">
<style><!--
/* Font Definitions */
@font-face
{font-family:"Cambria Math";
panose-1:2 4 5 3 5 4 6 3 2 4;}
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
@font-face
{font-family:"Lucida Handwriting";
panose-1:3 1 1 1 1 1 1 1 1 1;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0in;
margin-bottom:.0001pt;
font-size:11.0pt;
font-family:"Calibri",sans-serif;}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:#0563C1;
text-decoration:underline;}
a:visited, span.MsoHyperlinkFollowed
{mso-style-priority:99;
color:#954F72;
text-decoration:underline;}
span.EmailStyle17
{mso-style-type:personal;
font-family:"Arial",sans-serif;
color:windowtext;}
span.EmailStyle18
{mso-style-type:personal;
font-family:"Calibri",sans-serif;
color:#1F497D;}
span.EmailStyle19
{mso-style-type:personal;
font-family:"Calibri",sans-serif;
color:#1F497D;}
span.EmailStyle20
{mso-style-type:personal;
font-family:"Calibri",sans-serif;
color:#1F497D;}
span.EmailStyle21
{mso-style-type:personal;
font-family:"Arial",sans-serif;
color:#44546A;}
span.EmailStyle22
{mso-style-type:personal-compose;
font-family:"Arial",sans-serif;
color:windowtext;}
.MsoChpDefault
{mso-style-type:export-only;
font-size:10.0pt;}
@page WordSection1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.WordSection1
{page:WordSection1;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-US" link="#0563C1" vlink="#954F72">
<div class="WordSection1">
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:#44546A">Hello,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#44546A"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#44546A">The following is being forwarded on behalf of the PPDB Group.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div style="border:none;border-bottom:solid windowtext 1.5pt;padding:0in 0in 1.0pt 0in">
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
</div>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal">The HR Systems Team is excited to share a new change that will be implemented in the PPDB System in early April 2017.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">A new data field for both the employee (PBED) and position (PB5D) screens will be added to connect the reporting relationship between employee and supervisor. The additional field in PPDB will track the supervisor to employee reporting
relationship, and in PP5D it will capture the supervisor to position reporting relationship, bringing the agencies organizational structure data into the database. These two new fields will not only be used in PPDB today, but will be a critical part in the
conversion to the future HRIS solution. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">It is anticipated that the new fields will be available around April 6, 2017.<sup>
</sup>To allow agencies time to gather needed information, the fields will not be required in PPDB until around May 10, 2017. Further notification will be sent to let everyone know when the field goes live and before it becomes required.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The HR Systems Team will offer an overview training of these new PPDB changes to HR technicians who process personnel actions in PPDB and are available to answer any additional questions. If you are interested in the training session, please
register <a href="https://ilearn.oregon.gov/Default.aspx?id=BD34537067AA496B993D0C3BE61A7FF8">
here</a> (iLearn class name: <span style="color:#414141">DAS - PPDB - HR Tech Training for Supervisor Field)</span>.<o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal">Agencies may provide their supervisory data on the attached excel template and the HR Systems Team will then upload the information into PPDB through a mass update. A handout with screen displays of the new fields, along with additional
instructions is also attached. Completed agency spreadsheets can be sent to <u>
<span style="color:#0563C1"><a href="mailto:Group.PPDB@oregon.gov">Group.PPDB@oregon.gov</a></span></u>.<span style="color:#1F497D"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal">As the HR Systems Team receives your spreadsheets, the team will verify individual Authorization Numbers or Employee Identification Numbers (EIN), referred to EMP#, to ensure they are valid (i.e. current in PPDB) prior to the mass PPDB
change. You will be contacted if the number is not validated or if any additional questions or information is needed to complete the upload.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Outlined below is additional processing information for HR Technicians on the “Supervisor” field for both position and employee records, as well as the necessary personnel action code needed to update the information:<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>All current position records (PB5D) will need to be updated to include the supervisor’s authorization number for that position.
<b>Only</b> the authorization number can be entered in to the SUPERVISOR field on the position record (PB5D).<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>All current employee records (PBED) will need to be updated to include the supervisor’s Authorization Number or an Employee’s EMP#. The authorization number of the supervisor’s position is the
<b>recommended</b> number to be entered in to the Supervisor field on the employee record.
<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>In situations where an employee is double filling a position and has a different supervisor th<span style="color:#1F497D">a</span>n the base employee, the supervisor’s EMP# can be keyed in place of the Authorization Number.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="margin-left:.5in;mso-add-space:auto;text-indent:-.25in">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif">
</span> In situations where there supervisor is in a different agency (which is referred to as a “cross-agency supervisor”*), that particular supervisor’s EMP# would be keyed on the employee record (e.g. employees that report directly to the Governor or to
the Director of another agency).<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in">*For employees that have cross-agency supervisors, please notify
<a href="mailto:Group.PPDB@oregon.gov">Group.PPDB@oregon.gov</a> (including the EMP#’s for these employees) prior to processing. These EMP#’s will need to be added to a special PPDB table by HR Systems.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>Personnel action code 100 will allow a supervisor number to be added/changed on the position PB5D record.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>Personnel action code 232 will allow a supervisor/OR# to be added/changed on the employee PBED record.
<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>Personnel action code 267 will allow a supervisor/OR# to be added on a <b>
temporary</b> employee record.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>As new positions are created in PICS for your agency (P10), the Supervisor Authorization Number will be required when establishing (through personnel action code 010) the position in PB5D.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>When an employee is appointed to a new job or transferring into a different agency, the Supervisor field from the position (PB5D) record will default to the Supervisor field on the employee record (but can be overridden), excluding temporary employees
since there is not a PB5D record on temporaries. The Supervisor number will need to be keyed when processing personnel action code 167 or 168.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="margin-left:.5in;mso-add-space:auto;text-indent:-.25in">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif">
</span>Several new error messages have been added when processing a supervisor number:<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in">New Employee Error Messages:<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-size:9.0pt;line-height:115%;font-family:"Courier New"">o</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span><span style="font-size:9.0pt;line-height:115%">E0386-INVALID SUPERVISOR FOR AGENCY<o:p></o:p></span></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-size:9.0pt;line-height:115%;font-family:"Courier New"">o</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span><span style="font-size:9.0pt;line-height:115%">E0387-INVALID SMALL TABLE 25 ENTRY SUPDATE (HR Systems Team Only)
<o:p></o:p></span></p>
<p class="MsoNormalCxSpMiddle" style="margin-left:1.0in;mso-add-space:auto;text-indent:-.25in">
<span style="font-size:9.0pt;font-family:"Courier New"">o</span><span style="font-size:7.0pt;font-family:"Times New Roman",serif">
</span><span style="font-size:9.0pt">E0388-SUPERVISOR MAY NOT BE BLANK
<o:p></o:p></span></p>
<p class="MsoNormal" style="text-indent:.5in">New Position Error Messages:<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-size:9.0pt;line-height:115%;font-family:"Courier New"">o</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span><span style="font-size:9.0pt;line-height:115%">F0203-SUPERVISOR MUST BE VALID AUTHNO IN AGENCY
<o:p></o:p></span></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-size:9.0pt;line-height:115%;font-family:"Courier New"">o</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span><span style="font-size:9.0pt;line-height:115%">F0204-SUPERVISOR CANNOT BE THE SAME AS AUTHNO
<o:p></o:p></span></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:1.0in;mso-add-space:auto;text-indent:-.25in;line-height:115%">
<span style="font-size:9.0pt;line-height:115%;font-family:"Courier New"">o</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span><span style="font-size:9.0pt;line-height:115%">F0205-SUPERVISOR MUST NOT BE BLANK
<o:p></o:p></span></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-align:justify;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>For the Governor and Elected Officials, the Supervisor Authorization will be their own authorization number. (The HR Systems Team will need to know these individuals’ Authorization Numbers so they can be placed on a special table prior to processing
in PPDB).<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-align:justify;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>Personnel Action Form (PD 124-2) has been revised to include the Supervisor field.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-align:justify;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>Position Control (PC) Form has been revised to include the Supervisor field.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-align:justify;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>Web Report “Agency Employee Record Snapshot” will have both position supervisor number and employee supervisor number added to the report.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;mso-add-space:auto;text-align:justify;text-indent:-.25in;line-height:115%">
<span style="font-family:Symbol">·</span><span style="font-size:7.0pt;line-height:115%;font-family:"Times New Roman",serif">
</span>For Board Members (class-comp B Y7500 A E), DAS is currently finalizing the Authorization Number that will be assigned to this group of individuals. Agencies will be notified on the decision, which will be processed by DAS.
<o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal">If you have any questions, please email them to <u><span style="color:#0563C1"><a href="mailto:Group.PPDB@oregon.gov">Group.PPDB@oregon.gov</a></span></u>. Thank you.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><i><span style="font-size:9.0pt;font-family:"Lucida Handwriting";color:#7030A0">
</span></i></b><span style="font-size:10.0pt"><o:p></o:p></span></p>
<div>
<p class="MsoNormal"><span style="font-size:10.0pt"><o:p> </o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span style="font-size:8.0pt"> <o:p></o:p></span></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
</div>
</body>
</html>