PPS MANUAL, SECTION A - EMPLOYEE DATA BASE

A6.0 WEB EDB INQUIRY

Web EDB Inquiry provides much of the same information contained in the PPS Function IDDB - Departmental Inquiry, and the data are presented in an improved format that is more helpful to users.  In order to use Web EDB Inquiry, the user must have the following:

• A valid OASIS login ID with access to either IDDB or IEDB.
• A computer with a UCLA IP address.
• Netscape 4.5 or higher OR Microsoft Internet Explorer 5.0 or higher.
• Computer display resolution set to 800 x 600 or higher in order to display the application pages as they were designed.

The following are the key features of the Web EDB Inquiry:

• Each code used on the EDB is translated in the web version.
• There is a menu of data selection choices on the left side of the screen that is always available. The list is user-friendly and does not require the user to remember PPS screen names. 
• There are a number of hyperlinks embedded in the various screens that help the user to search for needed information more quickly and efficiently. 
• Data are grouped in a manner that users have indicated are most helpful. This feature is in response to complaints from PPS users that they sometimes have to look at a number of screens to get all of the information that they require relating to a single set of interconnected data, such as hours balances. 
• There is a print feature that allows the user to maximize the space available for information needed by eliminating web page navigation information such as the data selection menu.
• The web EDB Inquiry data is real time data, as is the case with the PPS Functions IDDB and IEDB. 
• For security purposes, please be sure to logout using either the Main Menu logout option or the logout link at the top of any page before leaving the web EDB Inquiry site.
• The web EDB screens are designed using frames for navigation purposes.  The screens are designed so that all the data should fit on main frame without too much scrolling.

Using Web EDB Inquiry

To access and use the Web EDB Inquiry screens:

1. Enter the URL https://pps1edb.ais.ucla.edu in your web browser or click on the link.  Note:  Clicking on the link will open a new browser window.
2. A logon screen will be displayed.
3. Enter your OASIS logon ID in the User ID field.
4. Enter your current OASIS password in the Password field.
5. Press the "Enter" key on your keyboard OR click on the "Logon" button with your mouse.
6. The main menu will be displayed.
7. Select Employee Database (EDB) Inquiry by clicking on the link with your mouse.
8. The employee selection screen will be displayed with instructions on how to access an employee record.
9. To access an employee record, enter either the employee's name, social security number, or employee ID number in the appropriate record key field and then select the screen you want to view from the list displayed on the left of the selection screen.
10. Once you have finished viewing the Web EDB Inquiry screens, logout by clicking the Logout link or return to the main menu and click on the logout link there.
11. Close your web browser once you have finished logging out.

A6.1 The Logon, Logout and Main Menu Screens

The logon screen (shown below) is displayed when you first navigate to the web EDB Inquiry URL (https://pps1edb.ais.ucla.edu).  To access the web EDB Inquiry system, enter your assigned OASIS User ID and Password and either press the "ENTER" key on your keyboard or click on the "Logon" button with your mouse.

Main Menu

Once you have logged on successfully, the main menu will be displayed.  To access Web EDB Inquiry, click on or select the link for "Employee Database (EDB) Inquiry".

Logout Screen

For security reasons you should log out of the site when you have finished using Web EDB Inquiry by clicking on the Logout link on the Main Menu (shown above) or on the header frame of each Web EDB Inquiry screen.  Once you have logged out, a confirmation page will display (shown below) to remind you to close your browser.  The logout page also provides a link that you can click or select if you wish to log back on to Web EDB Inquiry.

Session Timed Out Screen

If your browser window is not active for a period of time, the system will automatically log you out of Web EDB Inquiry.  The timeout screen also provides a link back to the logon page.

A6.2 Employee Selection and Employee Browse

The first Web EDB Inquiry screen you see once you select the "Employee Database (EDB) Inquiry" link from the main menu is the Employee Selection Screen.  The screen is used to select an employee record for viewing along with the data that you wish to view.  Instructions for selecting an employee record are displayed on the selection screen:

"Select an Employee record to view by entering the Name, SSN or Employee ID, and then click on an option from the left.  Name should be entered last name, first name."

The select button is used to change the employee record once data has been displayed.  For example, if you viewed the address information for one employee and wanted to view it for another, you would simply enter the other employee's record key and click on the select button.

Employee Browse

On the Employee Selection screen, there is a link to the Employee Browse screen.  If you select the Browse link, the browse screen will be displayed in University ID (UID) order which is the default view.  The Employee Browse screen is a list of all the employees who have a record on the Employee Data Base (EDB).  The data on the browse screen can be sorted by ID, Name or Department.  

You may change the sort order by clicking on the Name column heading or the Dept column heading. If you select the Department sort order, the list will be sorted by department code order and not by department name even though the department names are translated. The following screen print is sorted in Name order.

The browse screen can be used to help you find a selection key for an employee.  If you do not know the exact name of the person you are seeking, you may enter a partial last name or just the first letter of the person's last name and click on Select.  The browse screen will be displayed in the name sort order beginning with the closest match to what you entered for a name. Clicking on the ID link for the employee on the Employee Browse Screen will take you to the Employee Selection screen for that person (if you are authorized to see that employee's data) unless you had previously selected another view from the navigation frame.

A6.3 Screen Layout

Each Web EDB Inquiry screen is made up of four frames:

• The header frame identifies the person logged onto the system and the employee record being viewed.
• The navigation frame lists the groups of data that can be viewed for an employee.
• The main frame displays the selected data for an employee record.
• The footer frame provides a way to select the record of a different employee.

Header Frame

The header frame contains the following information:

1. The PPS logo for the system.
2. Data that identifies the user of the system and the date and time of access.
3. Data that identifies the employee record being viewed including the name, home department, employment status, employee ID, and primary pay schedule.
4. Links for the main menu and logout.

Navigation Frame

The navigation frame lists the data that can be viewed for each employee on the EDB.  This list appears on all of the Web EDB Inquiry Screens, so it is not necessary to remember the name of each screen or go back to a main menu to select another screen or group of data.   To select a view or screen for viewing, the user would click on the name of the screen in the navigation frame once the employee record has been selected in the footer.   The navigation frame also provides a "Printer-Friendly Format" link which allows the user to print the data displayed on the screen without frames.

Printer-Friendly Format

If you select "Printer-Friendly Format" from the navigation frame, a new window will pop up that will display the same information shown on the main screen.  The printer-friendly format also includes the information from the header frame.  Shown below is an example of the printer-friendly format for the Address Information for an employee.

Main Frame

The information displayed in the main frame will change depending upon the view that is selected from the navigation frame.  The main frame may include a scroll bar (on the right side of the browser window), which is used to view additional information on the page that doesn't fit in the current window.  Links to other screens with related data may also be found on the main frame.  Shown below (as an example) is the main frame with address information for an employee.

If no data is available for the employee view selected, the main frame will indicate that no information is available for that view.  For example, only students are eligible for financial aid, so for most employees who are not students participating in the Financial Aid program at UCLA, the Financial Aid screen will display as shown below.  Other views with no data will be presented in the same manner.

Footer Frame

The footer frame is used to enter an employee record key in order to select a specific employee record.  

An employee record can be selected by using ONE of the following record keys:

• Name - the employee's name is entered lastname,firstname with no spaces between the last name, the comma, and the first name.
• SSN - the employee's nine-digit social security number is entered with no dashes or spaces between the digits.
• ID - the employee's ID number is a nine-digit number which is the same as the UID or student number.

A6.4 Web EDB Inquiry Data Screens

An example of each of the Web Inquiry screens is displayed below in the same order listed in the navigation frame.  

Personal Information

Since the scroll bar appears on the right side of the browser window shown above, it can be used to view the additional information on the page that doesn't fit in the current browser window. The following screen print shows the rest of the Personal Information for Testrecord,One.

Address Information

The following screen print shows permanent and campus address information for an employee.  This information is displayed as a segment of Personal information or it can be accessed directly by clicking on the Address selection in the navigation frame. 

Employment Information

The following print of the Employment screen provides a link directly to the Appointment/Distribution Information data screen. Note:  You could also click on the Appointments selection from the navigation frame.

The following screen print shows the next portion of the Employment data provided.

The following screen print shows the rest of the Employment data provided. Additional links are also provided on this portion of the employment screen.

Appointments

The following screen print shows the Appointments summary data for the employee selected.  To view the detailed information, you can either click on the appointment link or scroll down.

The following screen print shows the rest of the Appointment and Distribution data for this employee. If there are multiple appointments for the employee in question, you can click on the appointment in which you are interested and the link will take you directly to that information.

Labor Relations

The following two screen prints contain a sample of Labor Relations Information for a selected employee (Testrecord,Two).

Benefits

The next set of screens give samples of Benefits information available for the selected employee. 

Detailed Family Member Information

On each of the benefit screens displayed above, there is a link provided for "Detailed Family Member Information".  Clicking on or selecting the "Detailed Family Member Information" link will bring you to the Family Member Enrollments screen.  The Family Member Enrollments screen provides a link back to the main Benefits screen.

Retirement

The following screen print gives a sample of Retirement information available for each employee.

Citizenship

The following screen print provides a sample of the Citizenship information available.

Taxes

The following two screen prints show a sample of the Tax information available.

Hours Balances

The Hours Balances information available include: Hours on Pay Status; Hours Toward Benefits Eligibility; Hours Toward Career Status Eligibility; Year to Date Hours, and Leave Balances. Since the amount of data provided is extensive, there are links at the top of this screen that will take you directly to each of the data sets mentioned. At the end of each section there is a link to take you back to the top of the page. Five screen prints follow:

Pay Disposition

The following screen print shows an example of the Pay Disposition information for an employee who receives his or her pay by direct deposit (SurePay).

Leave Accrual

The following screen shows a sample of the Leave Accrual History for a staff employee who is paid monthly.

Licenses

The following screen print provides a sample of the kinds of License information available.

Financial Aid

The following screen print gives a sample of the kind of Financial Aid information that is provided by the Web Inquiry application.

Work Study

The following screen print show a sample of the Work Study information available.

Reminder:  Use the Main Menu logout option or the logout link at the top of any page when you have finished using Web EDB Inquiry and then close your web browser.

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