UNC Human Resources System Conference
23 May 2013
HR Data Mart and the Personnel Data File
Laura Bageant, Director, Data Management & Analysis
Keith Dupuis, HR Consultant, Policies & Procedures
The University of North Carolina
General Administration
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UNC HR Data Mart
• Data Mart was designed and vetted by a steering committee composed of
UNC General Administration, Office of State Personnel, Office of State
Budget and Management and campus representation. This group
collectively defined the following near term objectives:
– Eliminate the need for duplicate data entry.
– Provide consistent, timely and accurate human resources information to
reporting agencies on behalf of seventeen university entities, which includes,
General Administration, OSP, OSBM and the General Assembly.
– Increase the ability of campuses to catch and correct inaccurate human
resources data at the source to prevent the costly and exhaustive revisions
that resulted from a single, yearly snapshot.
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General Administration
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Phases
• Phase 1: July 2011
– SPA / EPA Employees – July 2011
• Phase 2: November 2012
– Incorporation of PDF data elements
– Compensation View & Benefits View
– System Enhancement: Cross-Campus View
• Phase 3: July 2013
– Non-Permanent Employees (to satisfy PPACA)
– Remaining PDF data elements (to generate Fall PDF)
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General Administration
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UNC HR Data Mart
Demo
The University of North Carolina
General Administration
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UNC Personnel Data File (PDF)
• One of eight primary data collections managed by
Institutional Research (IR)
• Snapshot of all employees as of end of September
• 71 data elements, incl. 8 repeating per employment unit
• Submitted by campuses in flat, fixed length per element
format
• Stored as SAS data set on Linux for analysis and reporting
• Used to produce Excel or PDF reports for external
audiences
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General Administration
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UNC Personnel Data File (PDF)
• Source for regulatory reports, national surveys, media
requests, internal campus reports such as:
Requesting Agency
Report
IPEDS
HR Survey
AAUP
Faculty Compensation Survey
SREB
Average Salaries
NCHED
Full-Time Instructional Faculty
UNC GA Facilities Planning
Campus Population
Media (News & Observer)
Salaries of UNC Employees
Board of Governors Reports
Retirement Eligibility, Employee Profile
Campus
Fact books, profiles
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General Administration
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UNC Personnel Data File (PDF)
Historical Data Collection Paradigm
Extract
Snapshot
Banner/
PeopleSoft
Clean Data
Submit to
GA
Run edit
checks
(auto+manual)
Accept
Accept as
Final
Reject
HRDM Example
September 30, 2011
The University of North Carolina
General Administration
5 months
February 22, 2012
HRDM -> PDF Timeline
Month
Milestone
November 2011
HRDM1 and concept of meeting PDF requirements
June 2012
Gap analysis, including report inventory
September 2012
PDF 2012 “as of” date
November 2012
HRDM2 – new elements added
February 2013
PDF 2012 to HRDM1 comparison complete
April 2013
PDF 2012 submission locked for reporting
July 2013
HRDM3 – new population, new elements
September 2013
PDF 2013 “as of” date
October 2013
PDF 2013 anticipated lock date for reporting
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General Administration
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HRDM -> PDF Timeline
Concept of meeting PDF requirements - November 2011
– 80% of data elements required for reporting are
accomplished through HRDM1
– Enormous potential exists to collectively save time
and effort and improve access to timely, accurate,
relevant data
– Introduces some shifts in individual responsibilities
The University of North Carolina
General Administration
9
HRDM -> PDF Timeline
Gap Analysis June 2012
– Element by element comparison of PDF to HRDM
– Report inventory to identify all fields required for
primary reports
– Result – added fields to HRDM and removed from
PDF
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General Administration
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HRDM -> PDF Timeline
Comparison HRDM to PDF as of September 2012
– Objectives:
• Validate data from both PDF and HRDM
• Identify areas where HRDM code may need to change
• Identify areas where official reporting may change
– Findings:
•
•
•
•
Campus-specific issues with one source or the other
Campus-specific logic differences
Global logic differences
Global definition issues
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General Administration
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HRDM -> PDF Timeline
Next steps
– July 2013 – HRDM3 adds populations and
elements to meet reporting requirements
• Population: Non-Permanent Employees
• Elements: Eight new elements related to PDF plus
some logic changes
– Challenges
• Significant initial effort by HR, IT and IR
• PPACA presents a moving target in a tight timeframe
• Inability to execute a true parallel run
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General Administration
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HRDM -> PDF Production
Keys to Successful Implementation
• Guiding principles
– Collectively more benefit gained than cost incurred
– Technology, workflows, data collection and reporting align
as efficiently and effectively as possible
• Campus engagement
– Timely and effective communication to campus
stakeholders is crucial
– Campus HR, IT and IR advise on best practices
– Pilot campuses’ contributions are invaluable
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General Administration
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