Department Phone List and Space Location Chart

DEPARTMENT OF PUBLIC HEALTH SCIENCES

Employee Information Database Process and Procedure Information

V E R S I O N 1 . 0 M A R C H 2 0 0 8

C R E A T E D B Y : J O D Y M C C U L L O U G H

1 Goal The goal of this database was to consolidate many forms/functions into one resource and to assure consistency among those resources. For the first time, the Department has a one stop shop for operational information.

Objective (S)

Consolidation of the Information:  Department Phone List and Space Location Chart  Employee Rolodex  Employee Milestones  Employee Exit Information  Faculty and Staff Organizational Charts  Joint and Adjunct Faculty Reports and Counts

Background (S)

Pre-Hire Guidelines  Hiring Manager contacts Operations Manager and provides her with the candidate name and a start date.  Operations Manager and Hiring Manager will determine the allocation of space and will discuss telephone services needs with the Hiring Manager.

Employee Database  Upon receipt of the new employees’ name and their start date, the Operations Group will enter as much information as possible into the employee database.

2 Here’s How You Get Started  Open the Database – [ENTER LINK]  Select the Current Employee Information Form from the directory – See Figure 1.  Select the Nittany Lion logo to access the Exit Tab – See Figure 2.  Go to the area the pertains to your division (i.e. Research Computing or Finance)

FIGURE 1. FIGURE 2.

Research Computing The Research Computing group is responsible for updating the following sections as necessary: FIGURE 3

 In the PHS Employee Database, the designated individual will check the box when an item has been created, purchased or distributed.  When notification of an employee’s termination has been received, Jody will generate the Employee Exit Report (Page 5 – Figure 5.) and your division will receive a copy. This report will assist you with collecting items that belong to the Department and updating computer accounts.  Upon receipt or completion the noted items (Figure 3.), the designated individual will enter the date when the checked item has been closed or returned to the Department.

3 Finance The Finance group is responsible for updating the following sections as needed:

FIGURE 4.

 In the PHS Employee Database, the designated individual will check the box when an item has been created, purchased or distributed.  When notification of an employee’s termination has been received, Jody will generate the Employee Exit Report (Page 5 – Figure 5.) and your division will receive a copy. This report will assist you with collecting items that belong to the Department and updating computer accounts.  Upon receipt or completion the noted items (Figure 4.), the designated individual will enter the date when the checked item has been closed or returned to the Department.

Operations Group  The Operations Group is responsible for day to day administration of the PHS Employee Database.  Running departmental reports and assuring that accurate information is posted on the IWEB.  Creating additional queries and reports, as needed.

Reports and Queries  Operations will be responsible for addressing new report/query requests and revising existing reports/queries.

 Reports that are currently available:

4 Figure 5. SAMPLE