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HR Systems & Services
PPDB Group

What We Do
The PPDB Group (HR Systems) is responsible for the development, revision, operation, and security of the statewide-computerized human resource (personnel-related) systems, their databases and tables.  These systems are mission-critical in support of statewide human resources administration and are used by all agencies in the three branches of Oregon State government and the Oregon State Lottery.  It does not include employee or position data for the Oregon University System.  These systems must be available on a daily basis with information instantaneously available for HR and payroll processing.  Reports and information are provided for regular and special report/download requests including informational needs for state executive and legislative levels of analysis and decision-making.
 

Who Do I Contact For PPDB Questions & Information?
HR Systems Contact List (pdf)
 

PPDB Web Reporting
How to Access PPDB Web Reports (pdf) 
 
PPDB Web Reports Login 
 

PIE Meeting Recaps
The Personnel Information Exchange meetings are held quarterly to provide information to state agencies regarding the Personnel and Position Database. Recaps of the meetings and handouts are posted here. (PDF) 
 
April 17, 2012

May 26, 2011  
 
January 18, 2011 
 
November 19, 2010 
 
May 27, 2010 
 
February 2, 2010 
 
June 30, 2009 
 
March 12, 2009 
 
November 5, 2008 
 
June 24, 2008  

PPDB Security Access Request (all pdfs)
The request form was updated May 24, 2010.
 
Request Form/Agreement (pdf)
 
Request Process & Instruc (pdf)

PA Code Information
PA Codes by Number (pdf)
 
PA Codes Description (pdf)
 
PA Code Selection Guide 
 

PPDB Forms (all pdfs)
EEO Self-Report Form 
 
Personnel Folder Transfer Request Form 
 
PA Form 02/2011 
 
Voluntary Separation Form
 

PPDB Resources and Information (all pdfs)
BIC Instructions
 
City Names in PBED
 
Doublefill Codes 
 
EIN Overview
 
EIN Q&A
 
Foreign Addresses
 
Info Asset Classification Matrix 
 
Job Share How To 
 
LAC Matrix 
 
Military Addesses
 
Name Change
 
Soc Sec Admin Re: Names 
 
OUS Procedures
 
Payroll & ASI Schedule 2012 
 
PB5D Position Codes 
 
PBED Keyboard Template
 
PPDB Reminders
 
Separation Code Definitions
 
SSN Correction
 
Temps 167 vs 168
 
Wage Job Class Codes 
 
Work Phone Update Instructions
 
  
HRtech-net - Restricted mailing list for DAS HR Administrator communications to state HR technicians.
 

 
Enhanced PPDB
What Is E-PPDB?
E-PPDB is enhancements to the current PPDB system. DAS HR Systems is working on enhancing the current PPDB system to include more data fields, expansion of existing fields and new screens to capture more data. DAS recognizes without the Human Resource Information (HRIS) projectmoving forward at the present time, it is more critical that enhancements be made to the PPDB system in order to assist agencies in their key business goals and objectives. As E-PPDB continues to move forward information will be posted here for your review and comments.
 
 

Phase One Enhancements to the PPDB System
Implementation for the E-PPDB phase one enhancements is scheduled for the evening of January 14th, 2011. PPDB will be brought down that evening and remain down through the weekend including the holiday on the 17th. It will be brought back up on Tuesday, January 18th with the new changes in effect.
 
Many of you are aware of the E-PPDB changes in phase one from the discussions/handouts at the various PIE meetings and managers’ meetings over the past several months; but for those of you who may not had the opportunity to attend meetings or view the documentation you may click on the following links indicated below to view the changes.
 
One of the new fields being added is state email address. This field will initially be populated using the state email address in the iLearn system which will capture a number of the state email addresses but not all. The only other method for populating this field is for agencies to provide the information either through a file or manual update.  Some of you have provided us with a list of email addresses which will be loaded into the new data field when the enhancements are implemented.
 
If state email addresses need to be updated after implementation they will need to be processed manually in PPDB or a request can be sent to GROUP.PPDB@STATE.OR.US with a list employees to be updated. This list should include the employee’s identification number (OR#) along with the state email address. The agency request will be processes following the current guidelines and billed accordingly.
 
The PPDB online screen will still display the truncated name in the composite of the employee record which will be used for the current Soundex system and other PPDB display screens (i.e. PBEV, PBEV etc). Future phases of the enhancements to PPDB will include an improved Name Search system and an Online Activity Log.
 
E-PPDB - Enhancements of Employee Data Fields for PBE1 Screen 
E-PPDB - Current and Revised Screen Print 
 
If you have any PPDB processing questions on the new fields, please email GROUP.PPDB@STATE.OR.US
 

Who to Contact for Questions on E-PPDB?
Jeanette Miley
HRSS Business Analyst
503-378-3270
Email: jeanette.miley@state.or.us or group.ppdb@state.or.us
 

 
Centralized PERS Team
What We Do
The HRSD Centralized PERS Services Team (HR Services) provides policy and technical assistance to ensure employees’ retirement account and service time are accurate and statewide issues are resolved.
 
Services we provide:
  • Electronic reporting of required employee demographic and payroll data to PERS on a monthly basis.  This includes system modifications and resolving data discrepancies between Oregon State Payroll System (OSPS), the Position Personnel Database (PPDB) and PERS.  
  • Assist agencies in the resolution of specific individual employee issues, retirement plan compliance and determination of employee eligibility which includes tracking of PERS required forms. 
  • Create various invoices and appeals on PERS eligibility determinations. 
  • Apply and monitor all PERS related Oregon Administrative Rules (OAR) and Oregon Revised Statues (ORS) that affect statewide policies, agencies and employees.  Follow all PERS related legislation and comment on OAR’s as necessary.
  • Participate in the monthly PERS Employer Advisory Committee (EAC) and attend monthly PERS Board meetings to monitor and comment on issues that effect state agencies and employees.

Who Do I Contact For Centralized PERS Team Support
Team Assignments - By Agency Numbers  
Team Assignments - By Agency Title
Team Assignments - By PERS ID   
Centralized PERS Team Directory 

HR Services Forms
Status Check Work Sheet (pdf) 
Status Check Spreadsheet (pdf)
Employee PERS Questionnaire (pdf)

PERS Resources and Information
2012 PERS Report Dates (pdf)
 
Basic Rules Qualifying/Non Qualifying (pdf)
 
Guide for Processing Employee PERS Accounts (pdf)
 
PERS Contribution Start Date Worksheet (pdf)
 
PERS Standard Language for Arbitration and Settlement Agreements Guide (pdf)
 
Wage/Job Class Code List (pdf)

Police & Fire Units
 
Police & Fire Unit Election Form 
 
Process for Requesting an Increase in the Number of P&F Units
 
Process for Employees Considering Purchasing P&F Units 
 
 
 

Web Resources
OSPS General: 
http://www.oregon.gov/DAS/SCD/OSPS/index.shtml
 
OSPS Historical List of PERS Rates:
http://oregon.gov/DAS/SCD/OSPS/persrates.shtml
 
Social Security Retirement Age (Identify employees who can work unlimited hours as a retiree): 
http://www.ssa.gov/retire2/agereduction.htm
 
Get the PERS publication “Perspectives” on line rather than by paper copy: 
http://www.oregon.gov/PERS/MEM/section/perspectives/persplan_perspectives_active_index.shtml
 
To access the PERS Main web site: 
http://oregon.gov/PERS/
 
OSPA Reference Manual 
http://www.oregon.gov/DAS/SCD/OSPS/referencemanual.shtml

 
To sign up to receive list serv communications: 
HR Services-
http://listsmart.osl.state.or.us/mailman/listinfo/das_centralized_pers_services_team
HR Systems-
http://listsmart.osl.state.or.us/mailman/listinfo/hrtech-net