The Chief Administrator or Financial Officer establishes the accountability structure for the department and decides who will be given access to PPS functions. The steps for obtaining access to the Personnel/Payroll system are as follows:
The DSA uses on an on-line system called DACSS (Distributed Administrative Computing Security System) to give access to the functions within the Personnel/Payroll system. DSA's looking for more information about DACSS should consult Security & Authentication for the Departmental Security Administrator.
The DSA can give access to the following functions after training has been completed (if necessary):
|Name||PPS Function||DACSS Function||Description|
|CSER Subsystem-Encumbrance Entries||EFCR||PPFCRUPD||Allows users to manually enter salary and benefits memo liens into the Committed Salary Encumbrance Reporting process.|
|PAN Audit File and DACSS/ASAP Audit Log for Payroll||DA01||EA002||Allows users to access the PAN Audit file and ASAP Audit Log for Personnel/Payroll. The PAN Audit file contains transactions updated on or after December 13, 2004. The ASAP Audit Log contains online transactions updated prior to December 13, 2004.|
|Document Direct-RDS-PPS Reports that Contain Confidential Employee Information||N/A (Access via the Internet)||PPRPTSVB||Allows the user to access the following PPS
reports which contain confidential employee information:|
|Document Direct-RDS-PPS Reports and Tables that Contain General Information helpful to departments||N/A (Access via the Internet)||PPRPTSNB||Allows the user to access the following PPS
|Employee Data Base-Departmental Inquiry||IDDB||PPDDBINQ||Allows users to access the EDB (Employee Data Base) to view employee records.|
|Employee Data Base-
|EEDB||PPEDBUPD||Allows users to update employee records on the EDB. Users must complete EDB Entry/Update training for Preparers.|
|Employee Data Base-Employee Documents||IDOC||PPDOCINQ||Allows users to print notices to employees. Must also have PPADMDEP to select a printer from the printer selection menu. (PRNT).|
|Employment Verification||IVER||PPVERINQ||Allows the user to print an employment verification form. Must also have PPADMDEP to select a printer from the printer selection menu (PRNT).|
|History Data Base-History Inquiry||IHDB||PPHDBINQ||Allows the user to view rows of data in the HDB (History Data Base) and flag incorrect records. Access to this function should be granted along with access to Personnel History.|
|History Data Base-History Reporting||IHHR||PPHHRINQ||Allows the user to print history documents. Must also have PPADMDEP to select a printer from the printer selection menu (PRNT).|
|History Data Base-Personnel History||IHIS||PPHISINQ||Allows the user to access the HDB (History Data Base) to view employee personnel history records.|
|Payroll Audit Record-
|IPAY||PPPARDEP||Allows users to view pay transactions for employees. Up to one year of pay transactions can be found in IPAY.|
|Payroll Time Reporting - Department Adjustment Transactions||EDAT||PPDATUPD||Allows the user to process pay or leave adjustment transactions and Payroll Expenditure Transfers. Users must complete PTR training prior to being given access to this function.|
|Payroll Time Reporting - Department Time Collection||IDTC||PPDTCUPD||Allows the user to access a roster or a checklist in order to record time worked and/or leave used during a pay period. Users must complete PTR training prior to being given access to this function.|
|Separated Employees Report-PPQDB/OFSR||N/A (Access via the Internet)||PPQDBSEP||Allows the user to run the Separated Employees Report on the UCLA Online Financial System Reports. Users must also have PPQDB access.|
|PPADMDEP||Allows users to select a printer in order to print a notice to an employee (IDOC) or a checklist (IDTC).|
QDB access is controlled by AIS and the data owners. System access requests (SARs) can be completed by the DSA by accessing the AIS website (https://www.it.ucla.edu/support-training/system-access-requests-sar) or by submission of a paper SAR form to AIS.
E1.1 PPS Reports on Document Direct-RDS
Two of the DACSS functions codes listed above are used to give access to PPS Reports and tables. Samples of many of the reports can be found in Section D4.0 of this manual. Some of the reports contain CONFIDENTIAL EMPLOYEE INFORMATION (see above). Access to these reports should be granted based on the campus organizational hierarchy.
The Document Direct-RDS website (https://ddi.ais.ucla.edu) must be accessed from a computer with a UCLA IP address. A user guide in PDF format can be accessed from the Document Direct website or from the AIS website at http://www.ais.ucla.edu/techinfo/RDS/DocumentDirect_UserGuide.pdf. Any questions or any problems you may encounter in regards to this web application should be directed to the AIS help desk at (310) 206-6951.