PPS MANUAL, SECTION E - ACCESS & SECURITY

E4.0 USING PAN

PAN is the post-authorization notification system designed by UCOP as part of the part of the base Personnel/Payroll system.   PAN is used to send notification(s) to the reviewers of PPS transactions (from the preparers) that an update has occurred and to send additional notifications to other interested parties.  In order to use PAN, the user must have the following:

• A valid OASIS login ID.
• A computer with a UCLA IP address.
• Netscape 4.5 or higher OR Microsoft Internet Explorer 5.0 or higher OR Mozilla OR Safari.
• Access to PAN granted by the departmental DSA upon authorization by your department head and/or immediate supervisor.

To begin using PAN, enter the URL http://pps1pan.ais.ucla.edu in your web browser or click on the link.  Note:  Clicking on the link will open a new browser window.

The PAN home page will be displayed (shown below).  The user has the option to sign in with a valid Login ID and Password for AIS OASIS, Bruin Online (UCLA only) or QDB.  In each case, the user must enter the appropriate Login ID and Password.

Once the user has successfully logged in, the PAN Main Menu will be displayed.  The following PAN options will be displayed on the Main Menu as hyperlinks which the user can select by clicking on the hyperlink:

• Inbox - where new, unread and undeleted notifications from all systems which the reviewer has received are found.
• Notification Selection - the web-based replacement for the ASAP Audit Log.
• Audit Review - a web-based feature which facilitates tracking of receipt and review of Notifications.
• Logout - the exit function for the system.

E4.1 The PAN Inbox

Reviewers should log into their PAN inbox at least once a day to review transactions.  To access the PAN inbox, the reviewer would click on the Inbox link on the PAN Main Menu.  The PAN inbox would then be displayed as shown below.

The PAN inbox may be sorted by any one of the column headings by clicking on the column name.  The top or header of the PAN inbox screen contains information about the user, the time the user accessed the inbox, links to the main menu and logout.  The body of the PAN inbox contains the following columns:

1. Delete - this checkbox should be marked if the user wishes to delete the notification from the inbox.  An unread mandatory notification may not be deleted.  Once the item has been marked for deletion, the user would click on the "Delete Button" to actually remove the item from the inbox list.  It is recommended that items are deleted once they are reviewed by the reviewer.  The transactions will be kept in the PAN log indefinitely.
2. Status/Type - The valid values for the the status and type (of Reviewer) are shown below.  The preparer might mark a transaction as urgent during the update process.  In the inbox displayed above, two of the transactions were marked as urgent.  The Type of Reviewer appears in what looks like the 4th column in the inbox shown above.
   
   
3. Doc Type - The document type refers to the system that generated the PAN.  The two types of transactions generated by the PPS are as follows:
   • EDB - EDB Entry/Update Transaction
   • PAY - PTR Transaction
4. DOC ID - The document ID is the employee number and the employee's name.  Clicking on the employee number will open the text of the notification.
5. Actions/Subject - The action is based on the action code entered at the time the transaction was processed and/or the type of transaction that was processed.
6. Date - The date that the transaction was processed.
7. Preparer - The name of the person that processed the transaction.
8. Comments - Comments added by the preparer will be displayed in this column.

E4.2 Notification Selection

The notification selection screen allows the user to access the entire PAN Audit log and select notifications to review based on criteria entered by the user.  It is recommended that reviewers periodically check the PAN Audit Log, using the Notification Selection screen, entering the criteria under which you would normally receive a PAN, to see if there are any transactions that bypassed your review.  Once the selection criteria has been entered, the user would click on the "Submit" button.  A list of notifications that match the criteria will be displayed similar to the list in the PAN inbox.

E4.3 Audit Review

The audit review function provides a view of the PAN Audit Log by individual reviewer.  It will indicate the date that a reviewer has opened a PAN and can be used to monitor reviewer performance.    Once the selection criteria has been entered, a list will be generated which will be similar to the list in the PAN inbox.  One important difference is that the same notification could be listed more than once if there is more than one reviewer of the transaction.  Mandatory reviewers should be reviewing the transaction within 2 business days.  Note that there are two additional columns in the Audit Review view:

1. Date Reviewed - Indicates the date that the transaction was opened FROM the PAN Inbox.  It is important that reviewers access the transaction to be reviewed initially from the PAN Inbox so that the system marks the transaction as reviewed.
2. Days Unread in Queue - Displays the number of days that the notification has been in the reviewers PAN Inbox without being opened.

E4.4 The PAN

The PAN is made up of several sections.  A sample EDB Notification for a New Hire is shown below since it will typically contain the most sections.

Notification Header

The header section of the PAN contains information about the user, the date and time of access and links to the screens accessed in order to view the notification.  Since this notification was accessed from the Notification Selection screen, a "Return to Selection Results" link displays in addition to the Main Menu and Logout Links.  The header also contain information related to the employee record being viewed and the preparer of the transaction as well as a link to a printer-friendly version of the PAN.  The last line or row of the header section contains links to the subsequent sections of the notification.  If a user clicks on one of the "go to" links, the user would view immediately that section of the notification (if that section was not already in view).

Notification Comments

The comments section of the PAN includes comments from the Preparer as well as comments from others who have reviewed the transaction and/or others who have added comments to the transaction.  The comments from the Preparer include the date of the transaction and the comment.  Comments added by others are identified with a series of five asterisks, the name of the person who added them, the date that the comments were added to the record and the comments themselves.

Notification - Main Body

In an EDB Notification, the main body of the PAN is made up of two parts:

1. General Information
2. Appointments and Distributions

EDB Notifications use the following formatting to identify changes:

• New or changed information is displayed in red
• Previous information is in brackets with black text such as <none> if there was no information available previously
• Labels are shown in blue
• Codes used in the system may be displayed and if translated are followed by a dash and the translation of the code

In a PTR or Time Reporting Notification, the main body of the PAN Notification is made up of a single section - Pay Transactions.

EDB Notification - General Information

The General Information section for a new hire PAN is displayed below.

EDB Notification - Appointments and Distributions

The Appointments and Distributions section for a new hire PAN is displayed below.  In addition to the general formatting described above for EDB Notifications, the appointments and distributions section of the PAN will display a plus (+) sign in red on the left side of the screen for appointment and distribution information that was added to the EDB.

Time Reporting - Pay Transactions

The Pay Transactions section of an EDLR Time Reporting PAN is displayed below.

List of Reviewers

The list of Reviewers/Receivers section of the PAN contains information about the reviewer(s), a field to add comments to the PAN and a field for forwarding the notification.  It is important to keep in mind that any comments added to the PAN become part of the permanent record as well as any additional recipients added to the PAN.  Notifications forwarded from the PAN screen are forwarded in email.  Recipients must have a valid UCLA, UCOP or UC Merced address.

To add comments:

• Click on the "Add Comment" Button.
• Enter the text in the "Add comments to the PAN" field provided.
• Click on the "Save" button or on the "Save and Return to Previous Screen" button.

Note:  If you wish to forward the notice to someone after adding comments, make sure you have saved the comments prior to forwarding the PAN.

To forward the PAN:

• In the "Forward To" field, add an email address or OASIS login ID OR
• Click on the Directory icon to search the directory
  • The directory search page will be displayed
  • Choose the criteria to search by either Name (default), User ID, or Department
  • Enter your criteria in the "Starting With" field
  • Click on Search button
  • A list will be displayed that matches the criteria entered
  • Click on the radio button just in front of the name of the person that you wish to forward the notification to so that it is now displayed with a small black circle
  • Click on the "Select" Button to finalize your selection and return to the PAN Notification
• Click on the "Send" button to forward the Notification

Reset Button:

• In the comments area, the "Reset" button is used to delete or not record comments that were just entered into the comment area.
• Forward to section, the "Reset" button is used to delete the additional reviewer from the "forward to" box.

For more information on PAN please refer to the following web pages:

• PAN FAQs and a Powerpoint presentation on PAN.
• PPS Manual, Section E2.1 - provides an overview of the security features of the PPS including some general information on PAN.
• EDB Manual, Section A6 explains some of the PPS security features specific to EDB Entry/Update.  The section also contains a sample EDB PAN and information about how to access the ASAP Audit log for EDB transactions generated prior to December 13, 2004.
• PTR Manual, Section A6 explains the PPS security features specific to PTR. The section also contains sample PTR PAN's and information about how to access the ASAP Audit log for PTR transactions generated prior to December 13, 2004.

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