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Definition of PPS Terms




Appointments are established to define the terms and conditions of employment with the University. For example, the appointment records the beginning and ending dates of the appointment, the department the appointment is in, the personnel program and job title, and appointment type.


Two or more screens that are functionally connected so all screens in the set comprise a logical entity. For example, the "New Hire" function contains several screens needed to collect the information for a new employee. The screen set has a Function Code, such as "HIRE", associated with it.

When the user specifies a Function Code that represents a screen set, navigation is limited to the screens within the screen set; the user cannot specify an entry/update Function Code outside of the screen set without first updating the EDB or canceling the update process.


The termination of a transaction before it is updated.  No change to the EDB takes place.

Consistency Edit

A message severity level that acts as a trigger or "threshold". When any consistency edit message is issued which has a message severity level equal to or greater than the Consistency Edit Severity Level, the Consistency Edit (ECON) screen is automatically displayed. When the message is less than the Consistency Edit Severity Level, the user can enter the "IMSG" Function Code to view messages after the update has taken place.

Demotion (Staff)

A demotion is the change of an employee from one position to another position which has a lower salary range maximum.


Distributions are established to define how the employee is paid. For example, distributions record information about the pay rate the employee will receive, the account number the pay will be charged to, and type of pay and description of service.

Employee ID Number

The unique number which identifies an individual's employee record. This number is system generated.

Employee Record

The set of data relating to an individual that is collected on the Employee Data Base (EDB).

Exempt Position

A position exempt from the overtime provisions of the federal Fair Labor Standards Act (FLSA). Includes executives, administrative employees, professional employees and those engaged in outside sales.

F Key

(function key)

A numbered key on a keyboard that is defined by PPS to perform a specified action when pressed. For more info see Navigation 


Full-Time Equivalent (FTE) is equal to one employee working 100% time.

Function Code

A four-character acronym that corresponds to an individual screen or bundle of screens.

Implied Maintenance

Implied maintenance tests data element value updates before the updates are applied to the employee record. These tests are performed through Consistency Edits, Personnel Action Code edits and maintenance functions which are performed for all employee records each time the employee updating process is executed.

Lateral Transfer

A lateral or title transfer from one position to another position with a title code that has the same maximum salary range; the employee’s job changes, but there is no change in pay rate.

Limited Appointment

A Limited appointment is one during which the employee is expected to be on pay status for less than 1,000 hours in a 12-month period.


The process of "moving" from one screen to another by entering the Function Code for the desired function in the Next Function field of any screen being displayed without returning to any menu.


The process of selecting a function outside of the entry/update subsystem, while retaining the data entered. For example, while entering data in a "new hire" bundle, the user may select an Online EDB inquiry function for another employee to compare data values before proceeding with data entry.

Non-exempt Position

A position subject to the minimum wage and overtime pay provisions of the federal Fair Labor Standards Act (FLSA).

PPS Edit and Update Process

The process that receives the data entered on the entry screens, evaluates the data according to established criteria, and then either returns messages to the Online EDB Entry/Update ECON screen, or updates the EDB with entered values.

Promotion (Staff)

A promotion is the change of an employee from one position to another position which has a higher salary range maximum.

Reclassification (Staff)

A reclassification is the change of title of an employee's current position to a title of a different class.  There are three types of reclassification – upward, downward and lateral.


Some of the functions may have more data than can be displayed on one screen. These are referred to as "scrollable" screens as the user can scroll backward and forward through the data by pressing the F7 and F8 keys, respectively.

Severity Level

Consistency edits test the values of related data elements in the context of one another. Data elements keyed on a screen or screen bundle are subjected to different consistency edits depending upon which data elements have been entered.


Data element changes submitted to the PPS Edit and Update process.


The actual physical alteration of data on the EDB data base.  Use F5 key upon completion of the entry.

Value/Range Edit

Value and Range edits compare entered data with permissible values for that field as defined on the Data Element Table. For example, date edits verify that entered data elements are acceptable as dates; that is, that the month fields fall between 01 and 12 and that the day figure is not greater than the number of days in the month specified. Value/Range edits are performed with respect to a single data element.

For the definition of terms for academics (i.e. appointment, change in series, emeritus, promotion, terminal appointment) refer to APM 110.