UCSB HR: PPS Training

Payroll/Personnel System (PPS) Training

Introduction

PPS training is mandatory for those who prepare and/or review personnel transactions and/or process payroll time reporting transactions online.* Regular PPS access is established after the trainee has completed all the training requirements for his/her area of responsibility (see “Required Courses” table below).
Training is offered once each quarter, starting in January, April, July and October. The entire series, from the first to the final course, generally takes 6-8 weeks to complete.
Current PPS Preparers and Reviewers are invited to re-take any of the courses again for review.
* PPS users who have had a break of two years or more from doing PPS entry work are required to re-take the EDB Update lab and complete the homework.

Areas of Responsibility

Preparer – Updates Employee DataBase (EDB) to change employee data in PPS (personal information, salary rate, etc.). May be assigned to process either Academic or Staff transactions, or both. Function may be as Primary or Backup Preparer.
PAN Reviewer – Reviews Post Authorization Notifications (PAN) generated by the Preparer, providing a secondary check for correctness and appropriateness of transactions. May be assigned to review either Academic or Staff PANs, or both. Function may be as Mandatory or Backup Reviewer.
Time Reporter – Enters time on pay status and other payroll transactions through the Payroll Time Reporting sub-system in PPS. May be assigned to process either Academic or Staff payroll transactions, or both.

Required Courses Based on Area of Responsibility

Required Courses	Preparer		PAN Reviewer		Time Reporter
Required Courses	Academic	Staff	Academic	Staff	Academic	Staff
Staff Policy	X	X	X	X	X	X
Staff Data	X	X	X	X	X	X
Academic Data	X		X		X
Data Navigation & Accountability	X	X	X	X	X	X
EDB Update Lab	X	X	X	X
On-Line Time Reporting Lab					X	X

Enrollment

To attend PPS training participants need to complete and submit the following forms:

Request for PPS Access Form
- Needed only if attending PPS courses for the first time OR changing departments OR changing PPS user account.
- Establishes unique User ID # and password for PPS.
- Send completed form to Accounting.
Enrollment Form and Schedule
- To enroll in the PPS training courses.
- Send completed form to Human Resources Training.

Course Descriptions

Courses are presented in the following sequence:

1. Staff Policy

Basic staff policies and procedures; definitions; new hire and other forms; how to find detailed information on policies; web resources; common staff personnel actions; who to contact for help.
Required for: ALL Preparers, PAN Reviewers and Time Reporters
Duration: 3 hours

2. Staff Data

Introduction to PPS Employee DataBase (EDB); entry/update screens; inquiry screens; Web inquiry; History database; common staff actions.
Required for: ALL Preparers, PAN Reviewers and Time Reporters
Duration: 6 hours total, 3 hours each on 2 days

3. Academic Data

Entry/update screens for common PPS academic actions.
Required for: ACADEMIC Preparers, PAN Reviewers and Time Reporters
Duration: 3½ hours

4. Data Navigation & Accountability (DNA)

Demonstration of PPS; basic navigation instructions; user’s accountability.
Required for: ALL Preparers, PAN Reviewers and Time Reporters
Duration:1½ hours

5. Introduction to On-Line PPS

Optional hands-on instruction on how to navigate the various PPS menus, select bundles, find individual screens and use function keys.
ELECTIVE: Not required, but recommended for students looking for more detailed introduction to PPS navigation prior to taking the EDB Update Lab
Duration: 2½ hours

6. Employee DataBase (EDB) Update Lab

Hands-on online instruction and practice for entry/update of personnel transactions in PPS Employee Database (EDB).
Required for: ALL Preparers and PAN Reviewers
Duration: 3½ hours
Prerequisite: Staff Policy, Staff Data and DNA
NOTE: Includes homework exercises

7. On-Line Time Reporting Lab

Hands-on online instruction for on-line time reporting.
Required for: ALL Time Reporters
Duration: 3½ hours
Prerequisite: Staff Policy, Staff Data and DNA