One option of supplying SSN's for the Employment History or Payment History extract process is to use the SSN's in your hold file named PERMSML. If this option is selected, you must populate the file BEFORE you submit your extract job. Your PERMSML file can be populated by holding data to the file, or by uploading data to the file. With either method, the following guidelines apply:
Only one column of data (XX:SSA or XX:SSAPSN) should be in the file.
The SSN's can be listed with or without hyphens.
Any duplicate SSN's will be ignored.
The SSN's do not need to be in numeric order
This is the most frequently used option for supplying SSN's to your PERMSML file. To use this method, you must:
Determine which CIRS ad hoc reporting file has the employee population you need.
Write a report request using that file to select and hold the desired SSN's to your PERMSML file.
Execute the report request to populate PERMSML
When the report request is executed in either the online or batch environment, the message HOLDING..., will appear to indicate processing is complete. The list of SSNâ€™s will not display, you can browse your hold file to verify the data. After verifying the data, you can then proceed to create an extract file.
This is a very useful method of supplying SSN's to your PERMSML file if you maintain a spreadsheet or database for a specific group of employees. To use this method, you must:
Identify the campus source of the employee population you need.
Create a text file with one column of SSN's (e.g., spreadsheet saved as a text file).
Upload the file of SSN's from your desktop PC file to your PERMSML file.
Note: You must have upload access to initiate the upload process. To request access, ask your CIRS Security Coordinator to submit a CIRS001 form to HR-Data Operations. After the file is uploaded, you can browse your hold file to verify the data. After verifying the data, you can then proceed to create an extract file.
For instructions on creating hold files, the upload process, and creating extract files, refer to the CIRS User Manual.
Last Updated: December 3, 2004