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EDB MANUAL, SECTION A - SYSTEM FEATURES

A1.0 EDB SCREENS


This section describes the types of screens in the Online EDB Entry/Update system. It contains information on screen layout and details the purpose and use of each screen.

There are different types of screens in the Online Entry/Update system:

Menu Screens

Menu screens contain a list of available Function Codes. Each Function Code represents either a single screen or calls up another menu. EEDB is an example of a menu screen. 

UCFMNU0-M0795                 EDB Entry/Update               07/17/YY 13:40:03
                              Function Code Menu               Userid:  ABCDE

   BUND Bundle Menu                       EAPC Appts./Distributions-Condensed
   EEID Employee Identification           EAPP Appointments/Distributions
   EPD1 Employee Personal Data 1          EPER Personnel-Miscellaneous
   EPD2 Employee Personal Data 2          ELVE Leave of Absence Data
   EALN Alien Information                 EBCC Background Check Data
   ETAX Tax Information                   ESEP Separation
   ECHK Check/Surepay Disposition         ELOF Layoff Data
   EDED Miscellaneous Deductions          ERET Retirement Information
   EACD Academic Service                  EINS Insurance Enrollment
   ELIC License/Certificate Data          EELI Executive Life Insurance
   EHON Honors Data                       EDEP Dependent Data
   EAWD Awards Data                       EGTN Misc. Deductions - Central
   EBND US Savings Bonds                  ECEN Central Office Information   
   EWSP Work Study Program Limits         EDES Data Element Selection
   EMIS Miscellaneous Information         EUCI University Contribution Ind.
   WHO  Employee Browse                   EKEY Employee ID Number Change
 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:              8-Forward                                      12-Exit


Employee Browse

Employee Browse contains a list of employees who have records on the EDB (Employee Data Base).

PPWHO0-1579                     EDB Inquiry                 07/17/YY 14:01:46
                               Employee Browse                 Userid:  ABCDE
 ENTERED: ID: 900222596 Name:                                
   ID        Name                       Emp Stat:   Dept
   900222596 BLUES,BERTHA D                 A       ACCOUNTING 
   900223444 GOOD,JOHN B                    A       HUMANITIES
   900223888 CROCKER,BETTY                  S       ECONOMICS 
   900224009 COLLY,MEL N                    I       NPI











 Next Func: WHO  ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:  7-Backward  8-Forward   9-MainMenu                         12-Exit


Entry Screens

Entry screens contain multiple entry fields, each representing a single data element. Entry screens are used to add, change, or delete information for an existing employee record. They are also used to enter new employee records. These screens display data grouped by a general category. EAPP is an example of an entry screen that allows appointment and distribution data to be added, changed, or deleted.

PPEAPP0-E1595                 EDB Entry/Update               07/03/YY 14:19:47
 06/20/YY 00:34:45        Appointments/Distributions         Userid:  ABCDE
 ID: 901725054 Name: SAAD,MONA B                Emp Stat: A      Pri Pay: BW
        PAF Gen No:   44                                         Page     of
 Appt   Actions  Pgm Typ Bas Pd Ovr   Appt Begin  Appt End Dur Dept   FLSA SubL

 Title                              Grade %Full F/V Ann/Hr Rate  Rt Sch Time Lv


 Dist  Actions L Acct   CC   Fund  PC     S                         FTE  Dis %

       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP


 Dist  Actions L Acct   CC   Fund  PC     S                         FTE  Dis %

       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP


 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-Update                           12-Exit


Message Screens

Message screens display messages which result from the edit and update process.

There are two message screens:

  1. Consistency Edit Screen (ECON)

Related data elements will be compared in context to one another to check for inconsistencies within that group of related data elements. The data involved in the error will be presented for correction. It may be corrected on this screen or the user may return to the entry screen to enter the correction. See Section A4.3 for more information on this process.

PPECON0-E1093                 EDB Entry/Update               07/03/YY 15:47:48
 05/20/YY 00:15:19             Consistency Edit                Userid:  ABCDE
 ID: 900222596 Name: BLUES,BERTHA D                              Pri Pay: MO    

                       Consistency Edit Number
                                   604
 Msg # Severity Message Text
 08236 Empl Rej DISTRIBUTION BEGIN DATE IS PRIOR TO APPOINTMENT BEGIN DATE

 DE Number    Key              Value                           Description
    3802                      0101YY                          APPT BGN DTE 10









 U0005  Final edit errors found
 ===>
  F:  1-Help      2-Jump      3-Return                5-Cancel    6-Nextmsg
  F:                          9-Update
  1. Message Report Screen (IMSG)

The Message Report screen can be selected by the user and contains messages related to the update process just completed on the employee. Not every message is an error. Some are just informational. See Section A4.4 for more information about this screen.

PPIMSG0-E0943                 EDB Entry/Update               07/03/YY 15:52:51
 06/27/YY 14:25:05                 Messages                    Userid:  ABCDE
 ID: 900222596 Name: BLUES,BERTHA D             Emp Stat: A      Pri Pay: MO
 Update Date: 06/16/YY Time: 11:31:54 Status: COMPLETE
 Msg # Severity Message Text
 12214 Warning  PERSONNEL PROGRAM SET BASED ON TITLE CODE
 08375 Impld Mt COV COMP LIMIT CODE WILL BE SET TO 'N' FOR RETR CODE 'H' OR 'N'
 08929 Informtl NO ACTIVE OR FUTURE APPOINTMENTS-PRIMARY TITLE CODE NOT DERIVED










 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu                          6-Nextmsg
  F:                                                             12-Exit


A1.1 Screen Layout

All the screens in EDB Entry/Update have the same basic layout.

Header Section: The top section of each screen contains two types of information:

Body Section: This section of the screen displays the content of the particular screen. Depending on the type of screen, the body will display either messages, menus, lists, or fields for entry of data.

Footer Section: The layout of this section is the same on every screen. Its primary use is to enable the user to navigate from one screen to another.

HEADER

 
 UCFMNU0-M0795               EDB Entry/Update              07/08/YY 10:54:10
                               Bundle Menu                 Userid:  ABCDE
BODY 
   SHIR Staff New Hire                  STRT Start Time Reduction Program
   AHIR Academic New Hire               PHIR Postdoc New Hire
   SREH Staff Rehire
   AREH Academic Rehire
   BENE Benefits
   SPRO Staff Promo/Transf/Demotn/Recl
   APRO Acad Promo/Emp Diff Aca Series
   CASU Casual-Career/Career-Casual
   ADDL Additional Employment
   SRNW Staff Renewal of Appt/Reappt
   ARNW Acad Renewal of Appt/Reappt
   SMRT Staff Merit/Six Month Increase
   AMRT Acad Merit Increase
   LOAB Lv of Absence/Chg Lv Retrn Dt
   SABB Sabbatical/Lv Abs with-w/o Pay
   SEPR Separation
FOOTER 
 Next Func:      ID:           Name:                            SSN:    
 ===>                                                                        
 F:   1-Help      2-Jump      3-PrevMenu
 F:                                                              12-Exit


DETAILED SCREEN LAYOUT

Header Section

Lines one and two make up the fixed header information and identify the screen. Lines 3 and 4 contain the variable header information which uniquely identifies the employee record that is being accessed.

 PPEAPP0-E0854               EDB Entry/Update              04/12/YY 13:43:45
 04/11/YY 17:55:34          Appointments/Distributions        Userid:  ABCDE
 ID: 555777999 Name: NEWHIRE,NED                 Emp Stat: A    Pri Pay: MO
                                                              Page  01 of 02


Detailed Fixed Header Information:

  1. Screen Identifier - This thirteen-character code which appears in the upper left corner of the screen uniquely identifies each Online EDB Entry/Update screen. The screen identifier is formatted as PPXXXX0-E0000 and is composed of the following:

    2. • PP Indicates the Personnel/Payroll System
    • XXXX Function Code (See Appendix V & Appendix VI)
    • 0 The zero is a placeholder reserved for future use
    • - Always a dash
    • E The subsystem (E= Entry/Update, I = Inquiry)
    • 0000 The last release which modified the screen (see note).

    Note: The last release that modified the system is of no functional use to departments. It is a method of recording system modifications.
  2. System Title - appears in the top middle of each screen.
  3. Current System Date and Time - appears in the upper right corner of each screen.
  4. Record Update Date and Time - (This field appears only on entry screens on line 2, left side.) This reflects the last time the employee record was updated, but does not necessarily mean that the data elements appearing on the selected entry screen were updated at that time.
  5. Screen Title - is found in the middle of line 2.
  6. User ID - the logon identification of the user who accessed the system, found on line 2, right side of each screen.

 PPEAPP0-E0854               EDB Entry/Update              04/12/YY 13:43:45
 04/11/YY 17:55:34          Appointments/Distributions        Userid:  ABCDE
 ID: 555777999 Name: NEWHIRE,NED                               Pri Pay: MO
                                                              Page  01 of 02


Detailed Variable Header Information:

  1. ID - Employee Identification Number (line 3, left side)
  2. Name - Employee Name found (line 3, middle) 
  3. Pri Pay - Primary Pay - A two character code indicating the normal pay schedule for the selected employee such as "MO" for monthly or "BW" for biweekly.
  4. Pg "n" of "n" - When the data available fills more than one screen, the number of pages will be displayed and the page number being viewed will display, such as "Page 1 of 3" or "Page 2 of 6." (4th line, right)

Footer Section

The footer section appears on lines 18-24 on every screen. 

 Next Func:      ID: 555777999 Name:                     SSN:        
 ===>                                                                 
 F:   1-Help      2-Jump                              5-CANCEL        
 F:                           9-UPDATE


Detailed Footer Information:

  1. Next Func - Next Function - The user may enter a Function Code in this field.
    3. Employee Record Keys - The user may enter a value in any one of these fields to select an employee record (only use one of the employee identifier fields):
    1. ID - Employee Identification Number
    2. Name - Employee Name - This is the employee's name as recorded on the database in the format of LAST NAME,FIRST NAME(space)MIDDLE INITIAL.
    3. SSN - Employee’s Social Security Number
  3. System Message Line - System messages will appear on this line.
  4. Command Line ===> - The Command Line may be used to enter Function Key numbers if a keyboard does not have function keys. This area may also be used to enter a Function Code or a special command. (See Section A3.1 for discussion of Special Commands.)
  5. F Key - Function Keys - Only the Function Keys that are active for a particular screen appear in the footer section of each screen. These keys are described in A2.2.

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