This view of the EMPLOYEE table contains the most current available basic biographic/demographic
data for each employee paid through the Penn Payroll system. The table includes employees who had Payroll records as of July 1, 1996 or thereafter
(some of whom have been purged from Payroll) until the retirement of PennWorks and the mainframe Payroll/Personnel system in June 2019. Following the implementation of Workday at Penn in July 2019, select columns in the EMPLOYEE_GENERAL table will be updated with Workday data, to support longitudinal and cross collection reporting. Refer to the data element index for details on mapping.
There is one record per employee.
Retrieving basic biographic or demographic data on employees (for example, name,
primary appointment, campus mail code).
||Indexed Data Elements
- The EMPLOYEE_GENERAL table contains the latest available non-confidential biographic/demographic data for the employees paid via the Penn Payroll system. Following the implementation of Workday at Penn in July 2019, select columns in the EMPLOYEE_GENERAL table will be updated with Workday data, to support longitudinal and cross collection reporting. For individuals with Payroll records as of November 1, 2009, when PennWorks came into use, until the PennWorks retirement in June 2019, matching biographic/demographic information appears in both DWCOMP.COMP_PERSON and DWADMIN.EMPLOYEE_GENERAL. (PennWorks data is fed to the mainframe Payroll system for Payroll processing. After that processing, the biographic/demographic data is fed from the Payroll system to the EMPLOYEE table, of which EMPLOYEE_GENERAL is a view.) Note: the EMPLOYEE table includes employees who had Payroll records on or after July 1, 1996. For employees with Payroll records prior to October 2009, biographic/demographic data is available in the EMPLOYEE table only.
- The EMPLOYEE table also contains records about Academic Affiliates in Workday. Since these individuals are not workers, several columns in their records (including Home Dept ORG, Employment Status, and Primary Appointment information) may be null. Refer to DWHCM.HCM_PERSON_V for additonal information about these individuals.
- The presence of a record in the EMPLOYEE_GENERAL Table does not imply the
employee is active. Selection of "active employees" should be based on other
criteria (for more information, see the documentation for the Currently_Employed
data element). Once a person has been terminated in Workday and is therefore no longer occupying a position, elements related to the primary appointment will likely be null - this includes the Home Dept ORG, which is updated based on the Primary Penn Cost Center in the HCM_PERSON_V view. You may need to consult EMPLOYEE_GENERAL_SNAP for information about that person when she or he was active.
- If you are authorized to use the EMPLOYEE_GENERAL Table, you can access
basic biographic/demographic data for all Penn employees. To access restricted
biographic/demographic data, use the EMPLOYEE Table. Access to SSN is further restricted to specifically authorized individuals.
- Keep in mind that this is the latest information about an employee - the
EMPLOYEE_GENERAL table does not keep history about an employee. Historical
snapshots of employee information are available in the EMPLOYEE_GENERAL_SNAP
- The EMPLOYEE and EMPLOYEE_GENERAL tables store information about both an
employee's primary appointment and primary academic appointment
(if one exists). The primary appointment represents the University
census logic primary appointment for an individual, while the primary academic
appointment columns serve to highlight an individual's primary academic
job, and pay no attention to an individual's administrative appointments. With the implementation of Workday, the indication of whether a position is the primary one is sourced in Workday and loaded to the Data Warehouse. In cases where an indvividual holds more than one position, and/or more than one academic appointment, the primary of each is based on the designation in Workday, and not any additonal logic (unlike the legacy systems, where primary appointment were calculated upon load to the Warehouse).
- For faculty workers, appointment records are generally, but not always, related to a position (available in HCM_POSITION). In cases where the the Primary Academic Appointment is not related to a position, the Primary Position_ID and Primary Job_Profile-related values will be null.
- The following logic was used prior to the implementation of Workday, and displayed here for documentation purposes:
- Both primary and primary academic information is updated nightly, although the primary academic update lags by a few hours. Primary academic information should not be considered up-to-date until the completion of the Payroll/HR Email update.
The logic used to determine these appointments is as follows:
Primary Appointment: An employee's primary appointment is determined
according to the following logic. If:
1. The employee has only one job, that is the primary job. Else,
2. If the employee is a standing faculty member (Job_Class 216000-216010,
216020, 226000, 226010, 226020 and Tenure_Status NOT = 7), that is the
primary job. Else,
3. Review the employee's personnel class. If the class is SS (Support
Staff), US (Unionized Staff) or ST (Student), that is the primary job.
4. Determine if the employee is academic or administrative. Add up
the salary of all the employee's administrative jobs (Job_Classes that
begin with a number other than 2). Add up the salary of all the employee's
academic jobs (indicated by a Job_Class beginning with 2). If administrative
salaries are greater than academic salaries, the individual is administrative,
otherwise the individual is academic. Then,
5. If the person is academic, review the salaries of all the employee's
academic jobs. The job with the highest salary is the primary job. Or,
6. If the person is administrative, review the salaries of all the
employee's administrative jobs. The job with the highest salary is the
Note: For employees having a CPUP appointment (job class 315071 or 315072) or Dental Network Clinician appointment (job class 315078), that job will only appear as the employee's primary appointment if it is the individual's only appointment. If the person having a CPUP job has other non-CPUP appointments as well, one of those will appear as the primary, as determined by the logic above. Similarly, if the person having a Dental Network Clinician job has one or more other appointments (of a different job class) as well, one of those will appear as the primary, as determined by the logic above.
Finally, only appointments whose begin dates have already passed (where the appointment begin date is less than the system date at the time of the data load) are considered for the primary appointment. Future-dated appointments will not appear as the primary appointment, although they are still stored in the EMPLOYEE_JOB table. Appointments whose end date has passed can still appear as primary, however, in order to show what the last known primary appointment was for an individual.
Primary Academic Appointment: An employee's primary academic appointment
is determined according to the following logic. If:
1. The employee has an Emeritus Faculty job or is on Faculty Early Retirement (Faculty Class is 'EMF' or 'FER'),
take that job. Else,
2. If the employee has a Tenure Track job (Faculty Class in the Job
Class table is 'TEN'), take that job. Else,
3. If the employee has a Pre-Tenure Track job (Faculty Class is 'PRE'),
take that job. Else,
4. If the employee has a job as a Clinician Educator (Faculty Class
is 'CLE'), take that job. Else,
5. If the employee is is on the Research Faculty (Faculty Class is
'RES'), take that job. Else,
6. If the employee is a Practice Professor (Faculty Class is 'PRF),
take that job. Else,
7. If the employee is on the Clinical Faculty, Visiting Faculty, or
Wistar Faculty, or is a Visiting Executive Professor (Faculty Class
is 'ACN', 'CLN', 'VIS', 'WIS', 'VEP'), take that job. Else,
8. If the employee is on the Adjunct Faculty (Faculty Class is 'ADJ'),
take that job. Else,
9. If the employee is on the Support Faculty (Faculty Class is 'SUP'),
take that job. Else,
10. If the employee is a Post-Doc (Faculty Class is 'POS'), take that
11. If the employee is a graduate or professional student (Faculty
Class is 'GRP'), take that job (if more than one, take job class 217002
if possible; if the employee doesn't have that job, take 217004; if
the employee doesn't have that job, take the one that pays the most).
12. If the employee has an unclassified faculty job (Faculty Class
is 'UNC'), take that job (if more than one, take the one that pays the
13. If the employee has no academic jobs (i.e, no job classes with
an associated Faculty_Class), the primary academic appointment columns
will contain null values.
Note: At any step, if the employee has more than one job that meets
the criteria for the logic in that step, the primary academic appointment
will be the one with the highest salary (with the exception of the
of classes 217002 and 217004 in step 11, for GRP). Then, if there is
still more than one job with the same salary, the primary academic
will be the job with the lowest Job_Sequence_Number. Finally, only
with a current appointment are considered for in the primary academic
appointment logic -- those are jobs where the appointment begin date
precedes the extract date, and the appointment end date has not passed
at the time the extract is taken. Note that for terminated employees,
the appointment end date may be later than the termination date.
- As a result of the University's Classification Redesign Project, a new job
classification system for staff positions was developed in 1998. Job classes
in the online Payroll system and the Data Warehouse were converted to this
new system over April 8 - 9, 1998. Some classes were reused, however; only
the attributes now used for those classes are available. Faculty classes were
unaffected by this conversion.
- Use of 5-character Payroll department codes and 2-character Payroll school
codes was phased out at the end of June 1998, when the Payroll system became
fully compliant with the present General Ledger accounting structure. These
columns should be null for all records from fiscal year 1999 onward; in these
records, refer to Dept_Org and School_Ctr columns instead.
- EMPLOYEE_GENERAL can be found in the DWADMIN schema, as DWADMIN.EMPLOYEE_GENERAL_V.
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