Employment History Extract

SSN Option | Date Type | File Type | Additional Options | Submitting The Extract

The Employment History Extract process allows you to build a file containing transactions keyed by your campus payroll staff to the Personnel/Payroll Management Information System (PIMS).  Transactions are available from 1976, when PIMS began, up to the current moment. The resulting Employment History Extract (EH) file can be used to generate ad hoc reports and is available for 60 days, or until it is overwritten.  Refer to the CIRS Data Element Dictionary for a description of the EH file.

To choose this type of extract, select option 1 from the Extract Data menu and press the enter key.

|-------------------- Extract Data -------------------|

|                                                     |

| SELECT: 1  1. EH - EMPLOYMENT HISTORY EXTRACT FILE  |

|            2. PY - EMPLOYMENT HISTORY EXTRACT FILE  |

|            3. EMPLOYMENT VERIFICATION REPORT        |

|-----------------------------------------------------|

The Employment History Extract Process screen is shown below and has three sections: SSN option, date type and range, and file type. The settings from the last extract are displayed and can be typed over, if needed.  Complete each section before pressing the enter key to continue the extract process.

The transactions extracted from PIMS for your EH file depend on your selections for the SSN option, date type and range, and file type (profile).  Refer to the Employment History Extract Profiles for examples of selection criteria and the resulting extracted transactions.

SSN Option

In order to extract information from PIMS, you must supply CIRS with a list of social security number’s (SSN’s).  You can choose one of three options to supply SSN’s for the extract process:  the All SSN file, your library member named HISTORY, or your permanent hold file named PERMSML.  To specify the SSN option, type your selection at the prompt.  

All SSN’s

This option supplies a list of SSN’s from the Transaction Data (TR) file for the extract process. The TR file contains all transactions for your faculty and staff, active or separated, from 1976 to current. This option should only be used to extract a narrow range of historical information (i.e., one year or less) due to the volume of data that will be extracted. If that time-frame is not sufficient, contact the HR-ISA Hotline.

SSN’s in library member (HISTORY)

This option is used to manually type selected SSN’s into your library member named HISTORY. This method of supplying SSN's for the extract process is used when you need employment history for a small group of specific employees (usually, 20 or less) and their SSN’s are known. When this option is selected, your library member named HISTORY will automatically display after the confirmation screen. SSN's can be entered after confirming the extract selections, or before initiating the extract process.

• Enter one SSN per line, with or without the dashes.  

• The SSN’s do not have to be in numerical order.

• You can optionally supply a position sequence number (PSN) immediately following the SSN.  The format is 999999999xx or 999-99-9999xx, where 999999999 is the SSN and xx is the PSN.  

• If you do not supply a PSN for a SSN, you will receive data for all position sequences at your campus. When a PSN is supplied, only that position sequence is extracted.  

• If you want to extract data for multiple PSN's for an employee, supply each SSN and PSN on a separate line..

• Your library member named HISTORY should only be used for the EH extract process. For information on available edit commands, refer to the topic: Edit Report Requests.

SSN’s in PERMSML

This option is used to select the SSN’s placed in your hold file named PERMSML for use with the extract process.  Before this option can be selected, you must first supply SSN’s to your PERMSML file either by creating a hold file (discussed below) or by using the upload function.  With either method, the SSN's do not need to be in numeric order and can be listed with or without hyphens.  Any duplicate SSN's will be ignored.  

The following is an example of a report request used to write SSN’s to your  PERMSML hold file.  (For more information on hold files, refer to your FOCUS documentation.)  In this example, only employees in Collective Bargaining Id R01 will be held.  The field AC:SSAPSN resides on the second level of the AC file and contains both the SSN and position sequence concatenated into one field.  Using this field, the extract process will only select positions that are R01 for the selected SSN’s.  If all position sequences are wanted, use the field AC:SSA.

EX AC

TABLE FILE AC

PRINT AC:SSAPSN

IF AC:EMPCBID EQ R01

ON TABLE HOLD AS PERMSML

END

When the report request above is executed in either the online or batch environment, the message HOLDING..., will appear to indicate processing is complete.  The list of SSN’s will not display, but the resulting hold file can be browsed.  Alternately, you can view the data held in PERMSML by executing the following commands:

TABLE FILE PERMSML

PRINT AC:SSAPSN

END

Date Type and Range

After selecting the SSN option, you must specify whether to extract transactions based on effective dates or key entry dates, and enter the date range.  The dates must be entered as YYMMDD (year, month, day) without spaces, hyphens, etc. The maximum range of dates available is from January 1, 1976 (760101) to the current date. If you want a specific day (e.g., June 30, 2004), both the FROM and TO date will be 040630.  To select effective or entry dates, type your selection at the prompt and enter the date range.

Effective  Dates

Use this option to select transactions based on the effective date of the action.  You can enter a specific effective date, or a range of effective dates.  Dates can be selected through the current business day.

Entry Dates

Use this option to select transactions based on when the action was key entered*.  You can enter a specific key entry date or range of key entry dates.  A range of dates through the prior business day can be selected.  

*Note:  You can not extract transactions with a D, E, F or V suffix based on the entry date of the corrective action because those transaction records reflect the entry date of the original action, not the date when the corrective action was taken.  

File Type

After selecting the SSN option and date type and range, you must select the file type.  The three file types are: absolute, relative or current status. To select a file type, enter your selection at the prompt.

Absolute

An absolute file type will select transactions that fall on or within the specified dates. This file type can be used with EFFECTIVE or ENTRY dates.

Relative

A relative file type will select transactions that fall on or within the specified dates and also the prior transaction if an SSN does not have a transaction effective on the FROM date.  This file type can only be used with EFFECTIVE dates.

• If the ALL SSN's option is selected with this file type, then only position sequences active on or within the specified date range will have transaction(s) extracted.  

• If the HISTORY or PERMSML option is used to supply SSN's for this file type and the employee separates before the specified date range, then the most current transaction (i.e., separation transaction) will be extracted.

Current Status

A current status file type will select only the most current transaction as of the date specified.  This file type can be selected only if you entered a specific EFFECTIVE date (i.e., the FROM/TO dates are the same).  

Additional Options

After all selections are made and the enter key is pressed, you will receive a screen with additional options.  The options offered will vary depending on which file type was selected.  To select an option, type a Y (yes) over the N.  

• For relative and absolute file types, you will be prompted to include A98 transactions, voided (etc.) transactions, and A54 transactions.

|----------------- EH ADDITIONAL OPTIONS ------------------|

|                                                          |

|   N (Y OR N) INCLUDE A98 TRANSACTIONS FOR SSN'S SUPPLIED |

|   N (Y OR N) INCLUDE VOIDS, FIXES, DELETED, ELIMINATES   |

|   N (Y OR N) INCLUDE A54 TRANSACTIONS                    |

|                                                          |

|----------------------------------------------------------|

• For a current status file type, you will be prompted to include A98 transactions and separated transactions.   

|----------------- EH ADDITIONAL OPTIONS ------------------|

|                                                          |

|   N (Y OR N) INCLUDE A98 TRANSACTIONS FOR SSN'S SUPPLIED |

|   N (Y OR N) INCLUDE SEPARATIONS                         |

|                                                          |

|----------------------------------------------------------|

• If you choose to include separated transactions, you will also be prompted to include A54 transactions and prompted to exclude separations older than a specific date.

|----------------- EH ADDITIONAL OPTIONS ------------------|

|                                                          |

|   N (Y OR N) INCLUDE A54 TRANSACTIONS                    |

|                                                          |

|   EXCLUDE SEPARATIONS OLDER THAN _______________ YYMMDD  |

|                                                          |

|----------------------------------------------------------|

Note: If A54 transactions are included, and the ALL SSN option was selected, the extract process will select all transactions from the A54 Transaction (A54) file that meet your date type and range criteria, whether or not the SSN's for those transactions exist in the TR file.

Submitting The Extract

After the additional options are selected, (if any) the current selections will display for your confirmation. If any changes are needed, press the F3 key to return to the Employment History Extract Process menu.  Otherwise, press the enter key to submit your extract job.  For example:

|------------------- CURRENT SELECTIONS -------------------|

|                                                          |

|  SSN OPTION:  ALL SSN                                    |

|   DATE TYPE:  EFFECTIVE                                  |

|        FROM:  2005/04/01 TO 2005/04/01                   |

|   FILE TYPE:  CURRENT STATUS                             |

|   A98 TRANS:  EXCLUDE                                    |

| SEPARATIONS:  EXCLUDE                                    |

|                                                          |

|               ENTER TO SUBMIT - F3 TO CANCEL             |

|----------------------------------------------------------|

A submission message will display either at the bottom of the screen or on a blank screen.  Note the job number, and press the enter key to clear the message.

• If your library member named HISTORY was used to provide SSN's for the extract process, the submission message will display after the SSN's are typed into HISTORY and the F3 key is pressed.   

• Use the job number to check status and system notification messages.

• Do not submit another EH extract until the first one has completed and you have finished using the output.

Before executing a report request against your extract file, confirm your job completed successfully and there are no employees with an overflow condition.  For more information, refer to the topic, Verifying a Successful Extract.