CH.001.5 FWL Send Faculty Pay to HCM

User Acceptance Test Overview

The information below is intended to provide colleges guidance on performing a User Acceptance Test on the final step of the Faculty Workload business process.  The business process shown in the flow diagram below is only part of what is needed to complete an end-to-end test of a full business cycle.  Faculty Pay is broken up across each pay period within a term, so this step in the business process will be repeated for each payroll.  

Circumstances change even after a contract has be calculated, generated and approved and the first few payments have been sent to payroll.  Because of this there is an extra step in this end-to-end (Tier 1) test process to handle those changes in circumstances [CH.001.6 - FWL Process Class Adjustments].

The best way to approach testing this step [CH.001.5] of this business process is to test sending pay to HCM for those standard contracts (CH.001-CH.004) and then AFTER sending pay to HCM, go back and process those class adjustments and REDO step 5 [CH.001.5].  In this way, you will have already sent pay to HCM and will now have instructors who are overpaid for a class and you will have the data in the UAT system to test managing Negative Pay Lines.  Negative Pay Lines happen if an instructor has been removed from a class after being paid, or has left teaching the class early and is only eligible for part of the pay they were given.

Most colleges only allow the HR\Payroll staff to handle the process steps for sending pay to HCM, and typically only a single person within Payroll has the responsibility for managing Negative Pay Lines, as this requires a judgment call as to whether there is sufficient FWL pay to reduce the instructor's net pay for the pay period. Every college has their own policies around taking pay back from an instructor who has been overpaid.

Depending on how your college is organized around this step of the process coordination with other colleagues at your college in advance of commencing testing will be key to successfully testing sending pay data and managing reductions in pay. In the same way that it doesn't take a single individual to operate the business of running a college it will require coordination across departments to successfully test a business flow from beginning to end.

Business Process Flow Diagram(s)

Self-Pace Training Materials (Advanced Prep)

To prepare yourself in advance for the richest testing experience below are required Canvas Courses. Successful course completion is a prerequisite to participate in all UAT activities.

  • FW100 Faculty Workload (Payroll, HCM)
  • FW200 Intermediate Faculty Workload

To register for these required courses visit the ctcLink Training Registration Page.

Instructor-Led Training Materials and Recordings

Instructor-Led Training Materials

  • Check back soon for materials.

Training Session Recordings

Minimum Test Case (Data) Scenarios:

Scenarios for CH.001.5.1 - Manually Set Ok to Pay for Instructor on FWL Maintenance:

  • Set Ok to Pay for a single instructor for a single payment.
  • Set Ok to Pay for a single instructor for two terms, ensuring there are retroactive payments for the prior term.  Set Ok to Pay for a single payment in each term.
  • Set Ok to pay for a single instructor for all payments for the term (including future pay dates).

Scenarios for CH.001.5.2 - Run OTP Mass Assignment:

  • Run the process for both the Part-Time Faculty and Full-Time Faculty Pay Groups.
  • Stage data for two terms worth of calculated, generated and approved contracts before running the process.

Scenarios for CH.001.5.3 - Run FWL Pay Line Extract:

  • Run the Pay Line Extract process for both the Part-Time Faculty and Full-Time Faculty Pay Groups without any instructors having negative pay lines.
  • Stage data for two terms worth of approved contracts where at least one pay line has been checked for an instructor for both terms before running the process.
  • Run the Pay Line Extract process after Negative Pay Lines have been checked Ok to Pay, where there is sufficient remaining pay to cover the negative adjustment.

Scenarios for CH.001.5.4 - Verify Pay Line Load in Pay Sheet Holding Update:

  • Verify Pay Sheet Holding after each FWL Pay Line Extract run.

Scenarios for CH.001.5.5 - Manually Set Ok to Pay on Negative Pay on FWL Maintenance:

  • Manually set Ok to Pay for where there is sufficient remaining pay to cover the negative adjustment.
  • Manually set Ok to Pay for where there is insufficient remaining pay to cover the negative adjustment.
  • Error Condition: Run OTP Mass Assignment when there are no approved contracts that have not already had their Ok to Pay checked manually.
    • Expected Behavior: Zero records will be selected and both log files will be empty.
  • Error Condition: Attempt to manually check Ok to Pay for an instructor whose contract it not approved. 
    • Expected Behavior: Ok to Pay check box will not be active.

Return to the High Level (Tier 1) UAT Framework:

Next Step (Tier 2) in the High Level UAT Framework:

Links to User Acceptance Test 'How To' and Environment URL Information:

Overview of User Acceptance Testing

Security Matrix Mapping Information

The information below provides those completing the Security Matrix Mapping templates with the Menus, Pages and Rolenames needed to execute the User Acceptance Testing   relevant to this UAT guide.

CH.001.5.1 - Manually Set Ok to Pay for Instructor on FWL Maintenance:

MENU: Curriculum Management> CTC Custom> Faculty Workload> Faculty Workload Transaction> FWL Maintenance
ROLENAME: ZZ FWL Contract Calc or ZZ FWL Pay Processing

CH.001.5.2 - Run OTP Mass Assignment:

MENU: Curriculum Management> CTC Custom> Faculty Workload> Faculty Workload Processing> FWL OTP Mass Assignment
ROLENAME: ZZ FWL Pay Processing

CH.001.5.3 - Manually Set Ok to Pay for Negative Pay Lines on FWL Maintenance:

MENU: Curriculum Management> CTC Custom> Faculty Workload> Faculty Workload Transaction> FWL Maintenance
ROLENAME: ZZ FWL Pay Processing

CH.001.5.4 - Run Pay Line Extract:

MENU: Curriculum Management> CTC Custom> Faculty Workload> Faculty Workload Processing> FWL Pay Line Extract
ROLENAME: ZZ FWL Pay Processing

CH.001.5.5 - Run Pay Line Extract:

MENU: Curriculum Management> CTC Custom> Faculty Workload> Faculty Workload Transaction> FWL Maintenance
ROLENAME: ZZ FWL Pay Processing

PDF Version of Flow Diagram for Printing

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