DACSS/ASAP is a system developed by AIS to allow campus units to control access to
records within their own unit. PAN is a post-authorization
notification system designed by UCOP as part of the part of the base
Personnel/Payroll system. Information on PPS Security, an overview of the
DACSS/ASAP process and PAN can be found in the PPS Manual,
Section E1. Information on how to use
the PAN screens can be found in the PPS Manual, Section E4.
A6.1 Notification Preparation
The DSA in the department, subdivision, division, or organization, OR a central office has set up the mandatory reviewers for each type of transaction. Not all transactions require a notification. For example, updates to the Time Input Roster for an employee will not generate a notification. The mandatory notifications CANNOT be changed by the preparer. The preparer can add additional recipients of the notification as long as the intended recipient has a valid OASIS login ID.
If a preparer is adding additional recipients, it can be done either by entering the OASIS login manually or by searching the directory. When the OASIS login ID is entered manually, the preparer should press the "ENTER" key when finished. If the screen does NOT display the name of the additional recipient underneath the names of the mandatory reviewers and the email address for the additional recipient, the person is not in the directory and the person cannot be notified as part of the update process. An alternative would be to add yourself as a recipient and then go into your PAN inbox later and forward the notice to the person (as long as that person has a valid UCLA, UCOP or UC Merced EMAIL address).
Once a preparer has entered all the information necessary to process a transaction in the Payroll Time Reporting system and pressed the update key the Comments Entry screen will be displayed (shown below). The preparer can then enter comments explaining the transaction. Comments should be entered by the preparer to explain the transaction. The comments become part of the permanent PAN record. The preparer may also be able to mark the transaction as urgent by changing the Priority code from "R" to "U".
UCECOM0-E1595 PostAuth Notification 12/07/YY 16:38:05
Comments Entry Userid: ABCDE
Page 1 of 1
Employee: NEWHIRE,NED Preparer: PAYROLL PREPARER
ID: 555777999 Phone: ( ) -
Action: FT-One Time Payment Email: PPREPARER@UCLA.EDU
---------------------------------- Comments -----------------------------------
Priority: R
ABCDE Testing EDFT screen
Next Func: ===> F: 1-Help 3-Return F: 9-Update 10-NotfPrep 11-Detail |
From the comments entry screen, the preparer can then press F10 to access the
Post-Authorization Notification Preparation screen (shown below) or press F9 to
update the transaction. If the user pressed F10 to add additional
reviewers, the PAN Preparation screen will
be displayed which lists the addresses of all of the mandatory reviewers along with the name
and email address of each
reviewer. The preparer can then add additional "reviewers" by entering the OASIS
Login ID for the additional "reviewer" or by searching the directory. For
example, to add Payroll as
an additional recipient of the PAN, the
following steps would be taken:
Most transactions processed by PTR preparers do not require that Payroll be added as an additional recipient of the PAN. Please do not copy Payroll Notification on transactions that do not require an action by Payroll Services. However, Payroll does need to receive a PAN if a transaction requires special handling. The types of transactions on which Payroll Notification should receive a PAN are:
Note: Additional reviewers added by the preparer will be displayed as type "U" for user added. Mandatory reviewers are identified as "M" and cannot be changed by the preparer of the transaction. Any reviewer added at the time the transaction was updated will need to access their PAN inbox in order to review the transaction. Instructions on how to access the PAN inbox for PPS transactions can be found in the PPS Manual, Section E4.
To access additional PAN Preparations screens the user could press the F8 key. Additional reviewers could be added on that page using the same process described above for adding Payroll as an additional recipient of the notification. The detail of the transaction could be reviewed by pressing F11. To return to the transaction, the user could press F3. Once the user is completely finished entering all the necessary data, comments, and adding additional reviewers, the user would press F9 to update the PTR transaction.
UCENPR0-E1415 PostAuth Notification 12/07/YY 13:58:00
Notification Preparation Userid: ABCDE
Page 01 of 01
Employee: NEWHIRE,NED Preparer: PAYROLL PREPARER
ID: 555777999 Phone: ( ) -
Action: FT-One Time Payment Email: PPREPARER@UCLA.EDU
-------------------------------- Reviewers ----------------------------------
C UserID Type Primary
--------------Email--------------- ----------------Name----------------
PPPPP M
PPPPPP@AIS.UCLA.EDU P PPPPP
TTTTT M
TTTTT@FINANCE.UCLA.EDU T TTTTT
KKKKK M
KKKK@AIS.UCLA.EDU K KKKKK
PPPAY U
PAYROLL@FINANCE.UCLA.EDU PAYROLL NOTIFICATION
Next Func:
===>
F: 1-Help 3-Return 6-Directry
F: 8-Forward 9-Update 10-Comments 11-Detail
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Note: Any updates processed on the Time Input Roster screen (EDHC) will not
generate a PAN. All the data found on the Time Input Roster
screen comes from the EDB and must agree with the current appointment/distribution data
for that employee in EDB. Any changes to the employee data must be made in the EDB and not
on the Time Input screen which means that the PAN will be generated at the time the EDB change is
processed. All updates processed from any of the functions available on the Department
Adjustment Transaction Menu will generate a PAN that can be reviewed by the
reviewer by logging into PAN and reviewing the PAN inbox.
IMPORTANT NOTE: DO NOT use the reply feature on EMAIL sent to you from PAN to reply back to the preparer. The actual address of the sender of the EMAIL is PANTST@SERVICES.AIS.UCLA.EDU. If you use the reply function your reply will be delivered to the AIS post office box instead of to the preparer. Use the forward function if you wish to include the text of the email when sending a note back to the preparer.
Information on how to use the PAN screens can be found in the PPS Manual, Section E4. Some sample PTR PANs are shown below.
EDAP PAN EXAMPLE
The EDAP Sample displays all the sections of a PTR PAN. Subsequent examples display the Pay Transactions section of the PAN since that section will differ in each type of PTR PAN.
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EDFT PAN EXAMPLE
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EDLA PAN EXAMPLE
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EDLR PAN EXAMPLE
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EDRA PAN EXAMPLE
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EDTM PAN EXAMPLE
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EDTS PAN EXAMPLE
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A6.3 Using the ASAP Audit Log
ASAP stands for Application System Authorization Process. ASAP is used to send notification(s) to the reviewers (from the preparers) that an update has occurred and to send additional notifications to other interested parties. There is an ASAP log of all transactions updated on-line that can be reviewed by anyone who has access to the file and access to the employee records contained in the log.
In order to see the ASAP Audit log, your DSA must give you access. Once your DSA has granted you access, log onto OASIS. From the OASIS menu, enter DA01 to access the DACSS system. From the DACSS main menu, choose option 4 to access the ASAP audit log.
UCLA-AIS ASAP Audit EAC2101
Doc Type ____ Doc ID __________________ FROM 01 01 1992 TO 06 10 YYYY
Org ____ Div ____ SubDiv ____ Dept ____ Event ___ Prog ID _ Stu Stat _
Loc _ Acct ______ CC __ Fund _____ Proj ______ Sub __ Object ____
Preparer Logon ID ________ Word in Subject _______________ $ _________
EMAIL Reviewer (Last, First) ___________________________________
Type Preparer Date ------------ Subject ------------ --- Document ID -
Messages: PLEASE ENTER CRITERIA FOR SEARCHING ASAP AUDIT
F1=Help F3=Exit F5=Refresh F6=Text F7=Bkwd F8=Fwd F11=Clear Selections
|
It is possible to view the log based on different criteria entered at the top of the
Audit screen. The criteria and how they are used is as follows:
| EVENT GROUP | EVENT NAME | TYPE OF CHANGE INCLUDED |
| PAY | Employee Pay | • Additional Pay (EDAP) • One Time Payment (EDFT) • Leave Hours Adjustment (EDLA) • Late/Reduce Pay (EDLR) • Retroactive Pay (EDRA) |
| TRF | Expense Transfer | • Accrued Leave Expense Trans (EDTL)* • Single Expense Transfer (EDTS) • Mass Expense Transfer (EDTM) |
| *Note: Financial Leave Accrual was implemented 7/1/97. Due to this implementation, the use of the Accrued Leave Expense Transfer transaction was discontinued. However, ASAP notices for EDTL transactions may still be found in the ASAP audit log. | ||
The user may enter as many selection criteria as needed. PPP must be entered to view only Payroll transactions, otherwise the user will see all the transactions in the audit log that match the entered criteria. Once the user has entered all the criteria for the notifications that need to be accessed, the user should press the Enter key.
A list of the ASAP notifications that match the entered criteria will be displayed. The TAB key is used to position the cursor opposite the message or messages to be viewed. To view a message, take the following steps:
The user can view only those records which have been selected. The user can also print the ASAP notice if desired.
When you have finished viewing and/or printing the ASAPs, take one or more of the steps listed below:
The next section below shows some sample PTR ASAP notices as they would look when they were accessed from the ASAP log. Information on PPS Security and an overview of the ASAP process can be found in the PPS Manual, Section E.
A6.4 Sample ASAP Notifications
EDAP ASAP EXAMPLE
EMAIL TEXT DISPLAY
TO: MARY Q. CONTRARY <EKPPMQC@MVS.OAC.UCLA.EDU>,
PETER PIPER <EKPPPP0@MVS.OAC.UCLA.EDU>,
FROM: ASAP - P PREPARER <POST2@AISPROD.AIS.UCLA.EDU>
SUBJECT: PAY - EDAP
REPLY-TO: ASAP - P PREPARER <EKABCDE@MVS.OAC.UCLA.EDU>
-------------------------- COMMENTS ADDED BY PREPARER ------------------------
ADDITIONAL 8 HOURS PAY FOR PAY END DATE OF 04/04/YY.
--------------------------- END OF PREPARER COMMENTS -------------------------
-----------------------------------< EDAP >-----------------------------------
App: PAY Tran: EDAP Userid: ABCDE Date: 05/08/YY Time: 11:14:47
Employee Name: BLUES,BERTHA D ID Number:701000001
AP (Additional Pay Transaction)
Check Date: 05/15/YY Pay Cycle: B2
The following pay transaction has been added
L/A/C/F/P/S: 4/660530/ /19900/ /2
Pay Period End 04/04/YY Title Code: 4723 Pay Rate: 12.9500
DOS: REG Hrs/Pct: 8.00 DOS: Hours: DOS: Hours:
F1=Help F3=Exit F5=Previous F6=Next F7=Bkwd F8=Fwd F12=Fax
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EDFT ASAP EXAMPLE
EMAIL TEXT DISPLAY
TO: MARY Q. CONTRARY <EKPPMQC@MVS.OAC.UCLA.EDU>,
PETER PIPER <EKPPPP0@MVS.OAC.UCLA.EDU>,
FROM: ASAP - P PREPARER <POST2@AISPROD.AIS.UCLA.EDU>
SUBJECT: PAY - EDFT
REPLY-TO: ASAP - P PREPARER <EKABCDE@MVS.OAC.UCLA.EDU>
-------------------------- COMMENTS ADDED BY PREPARER ------------------------
SPECIAL PERFORMANCE AWARD $100.00 FOR Y1/Y2 FISCAL YEAR APPROVED BY AVC ABELES.
--------------------------- END OF PREPARER COMMENTS -------------------------
-----------------------------------< EDFT >-----------------------------------
App: PAY Tran: EDFT Userid: ABCDE Date: 05/08/YY Time: 11:21:02
Employee Name: BLUES,BERTHA D ID Number:701000001
FT (One-Time Payment Pay Transaction)
Check Date: 05/15/YY Pay Cycle: B2
The following pay transaction has been added
L/A/C/F/P/S: 4/660530/ /19900/ /2
Pay Period End 02/28/YY Title Code: 4723 Pay Rate: 100.00 DOS: IAP
F1=Help F3=Exit F5=Previous F6=Next F7=Bkwd F8=Fwd F12=Fax
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EDLA ASAP EXAMPLE
TO: MARY Q. CONTRARY <EKPPMQC@MVS.OAC.UCLA.EDU>,
PETER PIPER <EKPPPP0@MVS.OAC.UCLA.EDU>,
FROM: ASAP - P PREPARER <POST2@AISPROD.AIS.UCLA.EDU>
SUBJECT: PAY - EDLA
REPLY-TO: ASAP - P PREPARER <EKABCDE@MVS.OAC.UCLA.EDU>
-------------------------- COMMENTS ADDED BY PREPARER ------------------------
LEAVE HOURS ADJUSTMENT TO ZERO OUT VACATION BALANCE FOR EMPLOYEE. THE
BALANCE ON THE EDB WAS -0.123332
--------------------------- END OF PREPARER COMMENTS -------------------------
-----------------------------------< EDLA >-----------------------------------
App: PAY Tran: EDLA Userid: ABCDE Date: 05/13/YY Time: 16:32:59
Employee Name: BLUES,BERTHA D ID Number:701000001
LA (Leave Hours Adjustment)
Check Date: 05/15/YY Pay Cycle: B2
The following pay transaction has been added
Leave Type: Vacation Hours: 0.123332
F1=Help F3=Exit F5=Previous F6=Next F7=Bkwd F8=Fwd F12=Fax
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EDLR ASAP EXAMPLE
EMAIL TEXT DISPLAY
TO: MARY Q. CONTRARY <EKPPMQC@MVS.OAC.UCLA.EDU>,
PETER PIPER <EKPPPP0@MVS.OAC.UCLA.EDU>,
FROM: ASAP - P PREPARER <POST2@AISPROD.AIS.UCLA.EDU>
SUBJECT: PAY - EDLR
REPLY-TO: ASAP - P PREPARER <EKABCDE@MVS.OAC.UCLA.EDU>
-------------------------- COMMENTS ADDED BY PREPARER -----------------------
PROCESSING LX/RX TRANSACTION FOR EMPLOYEE FOR MARCH TO REFLECT RETRO
CHANGE IN TITLE CODE AND PAY RATE.
--------------------------- END OF PREPARER COMMENTS ------------------------
-----------------------------------< EDLR >----------------------------------
App: PAY Tran: EDLR Userid: ABCDE Date: 05/08/YY Time: 16:04:53
Employee Name: BLUES,BERTHA D ID Number:701000001
Check Date: 05/31/YY Pay Cycle: MO
The following pay transaction has been added
RX (Reduction in Pay Transaction)
L/A/C/F/P/S: 4/660525/ /19900/ /1
Pay Period End 03/31/YY Title Code: 4722 Pay Rate: 2439.00
DOS: REG H/%: 1.0000 DOS: Hours: DOS: Hours:
The following pay transaction has been added
LX (Late Pay Transaction)
L/A/C/F/P/S: 4/660525/ /19900/ /1
Pay Period End 03/31/YY Title Code: 4723 Pay Rate: 2611.00
DOS: REG H/%: 1.0000 DOS: Hours: DOS: Hours:
F1=Help F3=Exit F5=Previous F6=Next F7=Bkwd F8=Fwd F12=Fax
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EDRA ASAP EXAMPLE
EMAIL TEXT DISPLAY
TO: MARY Q. CONTRARY <EKPPMQC@MVS.OAC.UCLA.EDU>,
PETER PIPER <EKPPPP0@MVS.OAC.UCLA.EDU>,
FROM: ASAP - P PREPARER <POST2@AISPROD.AIS.UCLA.EDU>
SUBJECT: PAY - EDRA
REPLY-TO: ASAP - P PREPARER <EKABCDE@MVS.OAC.UCLA.EDU>
-------------------------- COMMENTS ADDED BY PREPARER ------------------------
RETROACTIVE PAY INCREASE OF $26.00 FOR MONTH OF FEBRUARY.
--------------------------- END OF PREPARER COMMENTS -------------------------
-----------------------------------< EDRA >-----------------------------------
App: PAY Tran: EDRA Userid: ABCDE Date: 05/08/YY Time: 16:36:49
Employee Name: BLUES,BERTHA D ID Number:701000001
RA (Retroactive Pay Transaction)
Check Date: 05/15/YY Pay Cycle: B2
The following pay transaction has been added
L/A/C/F/P/S: 4/660500/ /19900/ /1
Pay Period End 02/28/YY Title Code: 4724 Pay Rate: 26.00
DOS: REG Hrs/Pct: 1.0000 RAI: A
F1=Help F3=Exit F5=Previous F6=Next F7=Bkwd F8=Fwd F12=Fax
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EDTS ASAP EXAMPLE
EMAIL TEXT DISPLAY
TO: MARY Q. CONTRARY <EKPPMQC@MVS.OAC.UCLA.EDU>,
PETER PIPER <EKPPPP0@MVS.OAC.UCLA.EDU>,
FROM: ASAP - P PREPARER <POST2@AISPROD.AIS.UCLA.EDU>
SUBJECT: TRF - EDTS
REPLY-TO: ASAP - P PREPARER <EKABCDE@MVS.OAC.UCLA.EDU>
-------------------------- COMMENTS ADDED BY PREPARER ------------------------
PROCESSING EXPENSE TRANSFER TO MOVE PAY TO PROPER ACCOUNT/FUND.
--------------------------- END OF PREPARER COMMENTS -------------------------
-----------------------------------< EDTS >-----------------------------------
App: PAY Tran: EDTS Userid: ABCDE Date: 05/14/YY Time: 10:24:41
Employee Name: BLUES,BERTHA D ID Number:701000001
TS (Single Transfer)
Check Date: 05/31/YY Pay Cycle: MO
The following pay transaction has been processed.
PPP5302 Reference: Month: 9510 Page: 15492 Line: 21
Transfer from: 4/660500/ /19900/PAYROL/1
Transfer to: 4/660525/ /19900/ /1
Pay Period End: 04/30/95 Title: 4722 DOS: REG
Original Gross Earnings: 2458.00 Original Benefits: 430.72
Transfer Gross Earnings: 2458.00
Reason: A
F1=Help F3=Exit F5=Previous F6=Next F7=Bkwd F8=Fwd F12=Fax
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EDTM ASAP EXAMPLE
EMAIL TEXT DISPLAY
TO: MARY Q. CONTRARY <EKPPMQC@MVS.OAC.UCLA.EDU>,
PETER PIPER <EKPPPP0@MVS.OAC.UCLA.EDU>,
FROM: ASAP - P PREPARER <POST2@AISPROD.AIS.UCLA.EDU>
SUBJECT: TRF - EDTM
REPLY-TO: ASAP - P PREPARER <EKABCDE@MVS.OAC.UCLA.EDU>
-------------------------- COMMENTS ADDED BY PREPARER ------------------------
PROCESSING MASS TRANSFER.
--------------------------- END OF PREPARER COMMENTS -------------------------
-----------------------------------< EDTM >-----------------------------------
App: PAY Tran: EDTM Userid: ABCDE Date: 05/14/YY Time: 10:27:23
TM (Mass Transfer)
MORE:-
Check Date: 05/31/YY Pay Cycle: MO
The following pay transaction has been processed.
PPP5302 Begin: Month: 9510 Page: 15492 Line: 31
PPP5302 End : Month: 9510 Page: 15492 Line: 32
Transfer from: 4/660500/ /19900/PAYROL/1
Transfer to : 5/660525/ /19900/ /1
Total Gross Earnings Transferred: 8,345.00
Reason: A
F1=Help F3=Exit F5=Previous F6=Next F7=Bkwd F8=Fwd F12=Fax
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EDTL ASAP EXAMPLE
EMAIL TEXT DISPLAY
TO: MARY Q. CONTRARY <EKPPMQC@MVS.OAC.UCLA.EDU>,
PETER PIPER <EKPPPP0@MVS.OAC.UCLA.EDU>,
FROM: ASAP - P PREPARER <POST2@AISPROD.AIS.UCLA.EDU>
SUBJECT: TRF - EDTL
REPLY-TO: ASAP - P PREPARER <EKABCDE@MVS.OAC.UCLA.EDU>
-------------------------- COMMENTS ADDED BY PREPARER ------------------------
TRANSFERRING EMPLOYEE VACATION BALANCE TO NEW ACCOUNT.
--------------------------- END OF PREPARER COMMENTS -------------------------
-----------------------------------< EDTL >-----------------------------------
App: PAY Tran: EDTL Userid: ABCDE Date: 05/08/YY Time: 11:36:55
Employee Name: BLUES,BERTHA D ID Number:701000001
TL (Accrued Leave Transfer)
Check Date: 05/15/YY Pay Cycle: B2
The following pay transaction has been processed.
Transfer from: 4/660525/ /63000/PAYROL/2
Transfer to: 4/660500/ /19900/ /2
Accrued Through Date: 04/30/YY
Leave Hours Transferred: 36.00 Pay Rate: 12.9500
F1=Help F3=Exit F5=Previous F6=Next F7=Bkwd F8=Fwd F12=Fax
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