University of Pennsylvania - Data Administration
Position Inventory

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Running Predefined Position Inventory Reports

BEN Reports is a web-based application that allows you to run predefined reports against the Data Warehouse as well as link to other University applications (such as BEN Financials) via the web. This page provides explanations of the predefined Position Inventory reports that can be run against the Data Warehouse, their corresponding sort criteria, and values. A list of report definitions is also available.

What data can you retrieve?

The data that is retrieved is dependent upon your access level. For example, if you only have access to view the data for your organization level, only that data will be retrieved. This access restriction applies to all queries: if you have only organization-level access, but still select a higher level query (University Totals, Responsibility Center Groups, or Responsibility Centers) only the data for your organization will be displayed. To retrieve the most consistent information, be sure to select the query appropriate to your access level.

Session time limit

For security reasons, your connection to BEN Reports is limited to a 2-hour session. When the time limit is reached, your connection will be terminated automatically. If you need more time, just log on for another session.

Logging on to BEN Reports

To log on to BEN Reports, point your browser to or select 'access BEN Reports' located at the top of a Position Inventory web page. Type your PennNet ID and password where prompted, then click 'Login now.' Once logged in successfully, click 'Proceed to benreports' and then click 'Position Inventory Reports', in the Salary Management section, to view available reports.

Running reports

To run a predefined Position Inventory report, do the following:

  1. Click on the report listed at the top of the screen or scroll down the window to go to the report's query form.
  2. Select the format (dollars or percentages) to which data is to be compared.
  3. Choose the accounting period by clicking the drop-down arrow.
  4. Select how results are to be sorted -- by position status or by personnel class.
  5. Click Run to execute the report.

Selecting a report

You can run the following predefined Position Inventory reports:

University Totals:  This report provides the total head count (FTE), salary, and fund groups for a limited set of personnel classifications within the University. University-wide totals can be drilled down further using the following reports: Responsibility Center Groups, Responsibility Centers, or Organizations Belonging to a Parent.

Responsiblity Center Groups:  This report lists like-type groupings of Responsibility Centers. Centers are assigned to one of the following categories: Administrative Centers, Business Services and Auxiliaries, Other Centers, Resource Center, Schools, Student Service.

Responsibility Centers:   This report lists totals by responsibility centers. You can only retrieve data for those responsibility centers for which you have been granted access. Entering a parent value in the Options area of the query form will retrieve data only for responsibility centers which are part of that parent and for which you have been granted access. Access to a responsibility center's data is based on your Salary Management online access, or, for those individuals without online access, the information requested and approved on the BEN Reports access form.

Organizations Belonging to a Parent:   An Organization is a subdivision or unit within a school or center, and a Parent is a group of organizations. You can only retrieve data for those organizations for which you have been granted access. Entering a parent value in the Options area of the query form will only retrieve data for organizations which are part of that parent and for which you have been granted access. Access to an organization's data is based on your Salary Management online access, or, for those individuals without online access, the information requested and approved on the BEN Reports access form.

Choosing dollar or percentage comparisons

You can report results in total dollars, in the difference in dollars, or in the difference in percentages.

Total dollars:   Current snapshot based on the Accounting Period selected, rounded to even dollars.

Difference in dollars:   Computed as simple subtraction, and rounded to even dollars. Available for month to month, calendar, and fiscal year comparisons.

Difference in percentages:  Baseline (month, fiscal year or calendar month) subtracted from Accounting Period, divided by Baseline; rounded to .x percent to arrive at percent change. Available for month to month, calendar, and fiscal year comparisions.

Selecting an accounting period

The period of time for which Position Inventory data can be tracked, which is by the month, the year, or the fiscal year. Note that the Accounting Period is controlled and defined by the BEN Financials calendar and is usually equal to the calendar month, but not always. For example, Nov-97 goes from 11/1/97 to 11/26/97, and Dec-97 goes from 11/27/97 to 12/31/97. The Accounting Period is stated in MON-YY format. MON is the calendar month, and YY is the calendar year. For example: JUL-97 (July 1997, which occurs in fiscal year 1998).

Total dollars:   Current snapshot of the selected month. Data is usually available after the last business day of the month. In some cases, data is available before the first (calendar) day of the new month.

The first month for which data is available in the Data Warehouse is July 1997.

Compared to last month:  Computed as simple subtraction. The month previous to the Accounting Period selected is subtracted from Accounting Period. For example, if OCT-97 were selected, SEP-97 would be subtracted from it to derive the column values.

Compared to same period last year:   Calendar year comparison. This comparison will not be valid through June 1998 because the first available accounting period is July 1997. For example, July 1998 to July 1997.

Compared to last fiscal year: Compared to the end of the last fiscal year. The ADJ period is not included (since it is not included in Payroll). For example, October 1997 (in FY 1998) compared to FY 97 close. Note that for FY1988, the comparison is being made to July 1997.

Sorting by position status or personnel class

You can display report results by Position Status or Personnel Class.

Position status:   A position is a post of employment offered by an organization within the University for a given job classification. A position can have a status of Approved, Discontinued, Filled, or Vacated. Be aware that Position Status is distinct from and unrelated to job classification, and that reclassification of a job will not affect position status. Promotion or transfer of a current employee to another position, however, would affect the status of both new and old positions. Position Status is derived from the Payroll/Personnel system.

   Approved: A position has been created online

   and has been approved to be filled. Only persons with the

   proper authority can approve a position.

   For Schools, Position Status automatically returns

   to Approved rather than Vacated when the

   employee leaves the position.

   Discontinued: The position cannot be refilled.

   Only persons with the appropriate authority

   can discontinue a position.

   Filled: A School or Center has assigned an employee

   to a position on the Job screen in the

   Payroll/Personnel system. Includes employees on

   leave of absence.

   Vacated: A position exists but is currently unfilled.

   This is the default for Administrative Centers. For

   Schools, Position Status automatically

   returns to Approved rather than Vacated when

   the employee leaves the position.

Personnel class:   The class to which a position is assigned as a function of employee type and or job grade. Includes only those classes subject to the HR-1 process (the form used to request a position posting from Human Resources). Executive, Faculty (unless they hold an Administrative posting as well), Non-Employees, and Student Workers are excluded. Payments-to-date and projected encumbrances are reported for all Personnel Classes with the exception of Temporary staff. For Temporary staff, only payments are included. [Note: "Type" of employee, below, is derived from the EMP TYPE in the Personnel/Payroll system.]

 Administrative/Professional: Type 1 employees with

 Job Grade not equal to FAC (Faculty)

 Support Staff: Meeting any of the following criteria:

      -Type 2 employees, first position having

       Job Grade between 021 and 032 or any Job Grade A-H

      -Type 2 or 3 employees with a Job Grade equal to

       LIM (would otherwise be categorized as Temporary;

       includes Limited Service Clerk, Limited Service

       Positive, Limited Service Exception and Theatre


      -Job Class = 515550 - Regular Part-time

       (would otherwise be classified as Temporary)

      -Job Class = 515515 - Regular Part-time

       (would otherwise be classified as Temporary)

 Unionized Staff: Job Grade = U

 Temporary Staff: Only payments-to-date reported, no

 projected encumbrances

       -Job Grade = TEM

       -Employee Type = 3, Job Grade not = U

       -Job Class = 855150 - Occasional workers


Report defintions

The following describes the terms on Position Inventory reports.

Count:  The total of all positions or unique position numbers. Derived from the Payroll/Personnel system.

FTE:  Full Time Equivalent. The count of Filled positions that are full time equivalents. FTE for Filled positions is derived from the Payroll/Personnel system and is calculated using percent full time from the Job screen. Note that multiple appointments for a single employee may each have 100% FTE.

Salary Commitment:  The portion of the annualized salary that is payable this fiscal year. Salary Commitment compensates for instances when a person leaves before the end of the fiscal year, or begins after the start of the fiscal year, or when a position is filled by more than one person at different times during the course of the year. If a position is filled more than once in the course of the year, all distinct instances of "filled" status will be taken into account when summing the salary commitment. Dollar amounts represent a combination of payments made to date plus remaining encumbrances for the fiscal year. Historical data is based on actual payments to employees rather than projected Payroll distributions and takes start and end date into account.

The computation process for Salary Commitment is as follows:

 1. All positions for the fiscal year are scanned, and the

    following information is extracted for each filled entry:

    - Annualized salary, as computed in Salary.

    - Fiscal year begin date, or position assignment start

      date, whichever comes last.

    - Fiscal year end date, or position assignment end date,

      whichever comes first.

      Position Assignment End Date is adjusted to avoid overlap.

      If someone leaves a position, the Position Assignment

      End Date may still contain the original value; if so,

      for the purposes of calculation, it is changed to

      reflect the date when the position was vacated.  If

      someone is replaced in a position, the original

      incumbent's end date must be less than or equal to the

      new incumbent's start date.  The calculation does

      not account for position sharing.

  2.  After the salary is annualized, it is divided by 365

      and multiplied by the number of position assignment

      days to obtain Salary Commitment.

Salary:  This term does not appear in the report results, but is used in the computation of Salary Commitment and Average Salary.

Salary is computed for Filled positions as follows:

  For Monthly Paid and Weekly (type 2, as designated in Payroll) employees,

  salary is derived from the Annual Salary field

  in the Employee Job record in the Payroll/Personnell system.

  For other Weekly Paid employees (type 3),

  salary is computed using the rate and hours

  in the Employee Job record.

  Assumptions: Weekly Paid are assumed to work

  a 35-hour week, 52 weeks a year (salary will

  be determined by the first condition an employee meets)

  - If hours and rate are both = 0, then salary = 0

  - If hours = 0, but percent full time is greater than 0,

    then salary = rate

    * 35 * percent full-time * 52

  - If hours are greater than zero but less than 35,

    then salary = rate * hours * 52

Salary is computed for Non-filled Positions as follows:

  If the position was previously filled,

  the previous incumbent's salary is used, as computed above.

  If the position has never been filled,

  the average of active, primary

  appointments with the same job class is computed and used.

  If a reasonable average is unavailable,

  the annualized salary using the midpoint for

  the job class (maximum minus minimum, divided by 2,

  with adjustments for Weekly Paid employees) is

  computed and used.

  If a reasonable midpoint is unavailable,

  the average of active, primary appointments with

  the same Personnel Class (Administrative/Professional,

  Support Staff of Unionized Staff) is computed and used.

Average Salary:  The average salary for a Position Status or Personnel Class. Average salary is derived from Salary and is calculated as Salary divided by Count.

Fund Categories:  The sum of payments and remaining encumbrances for that category for that accounting period. Derived from the Salary Management system.

    General Operating Funds: Fund number that begins

    with 0, except fund numbers 000001 and 000011.

    (e.g. general university funds).

    Anticipated Funds: Fund number 000001.

    Service Center Funds: Fund number 000011.

    Total Operating Funds: Subtotal, i.e. sum of General

    Operating, Anticipated and Service Center Funds

    Designated Funds: Fund numbers

    that begin with 4 (endowment funds),

    6 (gift funds), and to the extent

    that they exist, fund numbers that

    begin with 1, 2, 3, 7, 8, or 9.

    Sponsored Program Funds: Fund number that

    begins with 5. Usually, these are grant

    or contract funds that are awarded for

    a specific purpose and that are often

    government related. Examples are Wharton SBDC

    and Administrative/Professional staff

    who are paid from this fund number.

    Often calendar year based, so two

    funds may be applied for a fiscal year.

    Encumbrances are only calculated for

    the duration of the grant or contract.

    External Funds: Non-university commitments,

    ie. Anything with an object code of 1251, 1252,

    1253, 1254, 1521, 1522, 1524; or anything from a

    "9-fund" with an object code between 5000 and 5199.

    Total Funds: The sum of Total Operating,

    Designated, Sponsored Program, and External Funds.

    Funds Salary Difference: The difference between

    Total Funds and Total Salary Commitment.

    (Total Salary is subtracted from Total Funds.)

Report analysis

Keep in mind that you may want to examine some of the following possibilities when analyzing your results:

Accounting period: Since some distributions may not appear immediately at the beginning of a fiscal year, the shortfall may vary according to the accounting period which was selected. Although the distribution would be reported in later periods, the encumbrances data may be affected. Thus, while year-to-date data is comprised of actual payments, encumbrances are based on the assumption of timely distributions.

Grants/sponsored programs: Since grants or sponsored program awards are often calendar-year based, employee salaries funded by the grant may be comprised of multiple distributions over the fiscal year. Please note also that there may be discrepancies between the end of one payment and the beginning of the next.

Multiple appointments: Employees may have multiple appointments, each of which might have 100% FTE, thereby skewing the position count.

Multiple funds: A job might have multiple funding sources, that is, contributions from more than one funding bucket.

Overtime or bonus pay: Since there is not separate accomodation for reporting of overtime or bonus pay, those forms of compensation may be embedded in salary calculations, thereby skewing the Funds Salary Difference.

Printing tips

To improve both on-screen viewing and printing, you may want to change your font and font size. Depending on memory available, disk and memory cache, and other configuration issues, some machines may have trouble printing the longer reports. If you can display the report but have trouble printing it, you can save the report as an HTML document on hard disk, open the saved document from the browser, and print the saved document. This enables you to bypass the browser cache limitations. When printing reports, note that page breaks are controlled by the browser so report headings may not always stay on the same page as the report.

You may also want to adjust your browser font setting and page layout to maximize the amount of text printed per page.

University of Pennsylvania
Data Administration,  Office of Information Systems and Computing
Last modified:  2 May 2000