Updating Person and Job Information

This chapter provides an overview of the process of updating person and job information and discusses how to:

• Change personal data.

• Change job data.

• Locate personnel records.

• Change and delete IDs.

• Delete Employment Record Numbers (ERNs).

• Update personal data.

• Run personal data reports.

• Update job data.

• Update military ranks.

• Update organizational instance and assignment relationships.

• Update salary information.

• Refresh compensation.

• Run job data reports.

• View a summary of all job records.

• Refresh tables to facilitate reporting.

• Run database audits.

See Also

Increasing the Workforce

Understanding the Process of Updating Person and Job Information

A person’s history with your organization may involve many job changes, such as promotions, leaves of absence, layoffs, retirement, pay rate changes, and so on. To maintain a complete history of the person’s tenure, enter these changes regularly in PeopleSoft Enterprise Human Resources.

Updating Job Information When You’ve Implemented PeopleSoft Enterprise Payroll for North America

When you modify job data that affects payroll, the system marks payline records for recalculation where needed. When payroll is recalculated, the payroll system uses the new information.

Updating Job Information When You’ve Implemented PeopleSoft Enterprise Benefits Administration

When you modify job or employment data that affects benefits, the system sets the flags that control event maintenance to indicate that a change has occurred. Then, during the next event maintenance process, the system processes the event.

Changing Personal Data

To update personal information without changing job information, use the Modify a Person component (PERSONAL_DATA), which contains the same pages that you use to add personal data records with the exception of the Organizational Relationship page:

See Also

Updating Personal Data

Adding a Person in PeopleSoft Human Resources

Changing Job Data

Use one of the three update components on the Workforce Administration menu to update a person's job data. These components are configured to simplify updating a person’s record in different business situations. The following table describes each component and its navigational path:

Updating Compensation Packages Without Using an Update Component

If you update job record data without using one of the update components, for example when initially loading data or when using your own written processes, the system does not update the calculated fields on the job record. To update the calculated fields, run the Employee Compensation process. If you update job record data by using one of the update components or a component interface built on one of the update components, you do not need to run the Employee Compensation process because the update components run all PeopleCode that is run online (including updating calculated fields). Using the update components is the best way to update the job table because the system runs all business logic.

See Refreshing Worker Compensation Information.

See Also

Increasing the Workforce

Locating Personnel Records

The first time that you open an update page, the system displays a search page for you to select the person on whose records you want to work. If you do not know the person’s ID, use the page to search for the correct record by name, partial last name, alternate character name, department, setID, or employment status. If you prefer, use the Search By National ID page to find a person’s record by using a national ID.

Changing and Deleting IDs

This section provides an overview of ID modification and discusses how to:

• Modify IDs.

• Delete IDs.

• View the ID change and delete process log.

Understanding ID Modification

IDs are the means by which you identify employees, contingent workers, and people of interest throughout PeopleSoft Enterprise Human Resources. Maintaining a precise roster of IDs is critical to the accuracy of your data.

To help you keep accurate records, you can change or delete IDs. Though you rarely need to do this, it is necessary in cases where you entered an ID in error or where you no longer need an ID.

The ID modification process changes the ID in every record where PeopleSoft Enterprise Human Resources uses it, so keep in mind that modifications might affect other functions, such as payroll and benefits processing. Deleting an ID also deletes all security profiles associated with the ID; therefore, it is recommended that you delegate this responsibility to your system administrator.

See Also

Setting Up and Administering HRMS Security

Pages Used to Change and Delete Employee IDs

Modifying IDs

Access the ID Change page.

Select the current ID of the person that you want to process and enter the new ID. You can see display-only information on the person to whom the system or you assigned the original ID. Confirm that this is the correct person before you process the ID change.

Viewing the ID Change and Delete Process Log

Access the ID Change/Delete Process Log page.

This page lists the records and fields that the system modified when you changed or deleted the selected ID.

Deleting Employment Record Numbers (ERNs)

This section provides an overview of deleting ERNs and discusses how to:

• Define Person ID/ Empl Rcd field names maintained in the system.

• Define exceptions for record processing.

• Define exception tables for ERN deletion.

• Process ERN deletions.

• List and review ERN Delete process results.

Understanding the Delete ERNs Component

Use the Delete ERNs component when ERNs are created in error or when ERNs exist for “no show” new hires (for example, workers who never reported for their first day of work and for whom there is no need to maintain an ERN). This component verifies that no combinations of PersonID/ERN exist that will cause problems for other processes, such as payroll or benefits, that are dependent on the ERN data.

Before using this component, consider these points:

• This feature is designed to be used by HR System Administrators who have a good understanding of implications and processes related to deleting data across systems. Functional business users should not have access to this feature.

• This feature is not designed to delete ERN records for PersonID/Empl_Rcd combinations that have been used in key processes such as payroll, benefits, and time reporting. If the ERN has been used in key processes, the system will block deletion.

• PeopleSoft delivers system data conflict checks, but enables you to add additional logic and conflict checks to meet your organization's requirements for ERN deletion.

Note. Use this feature to avoid “false” same-day terminations that may cause errors in unemployment insurance eligibility and termination reports.

This flowchart illustrates the Delete ERN process:

Delete ERN process flowchart

Deleting ERNs in a Multi-product Environment

The steps to delete ERNs affect HCM data only. No controls are delivered that check across products in a multi-product environment. Be aware of the impact of the delete process on other products and set up additional controls to avoid integrity issues.

For example, if an employee record number is created in HCM and then used in a product order, you can remove the ERN in HCM, but it still exists in the order database.

Note. PeopleSoft provides a Message Subscription (service operation PERSON_ERN_DELETE) that is used to synchronize two HCM databases. It can be configured to synchronize other products.

Pages Used to Delete ERNs

Defining Person ID/Empl_Rcd Field Names Maintained in the System

Access the ERN Delete Field Names page.

Person ID Fields	Use this table to specify the field names for the Person ID available in the system.
ERN Fields	Use this table to specify the field names for the Empl Rcd available in the system.
Display Tables	Click this link to display all tables in the system that have any combination of these defined PersonID and ERN fields. This display enables system administrators to review tables potentially impacted by the ERN Delete process.

Defining Exceptions for Record Processing

Access the ERN Delete Control page.

Each of the conflict checks has a configurable conflict message. You can assign conflict messages using the Message Catalog. Conflict messages are displayed on the ERN Delete Process Results page.

The system checks these table and field combinations prior to running the Delete ERN process to help ensure that no key dependent data or process will be negatively impacted by the delete. The system scans the record/field combinations defined in this table and if an ERN that is targeted for deletion is identified in one of these control table/field combinations, the system prevents the ERN from being deleted.

Use the SQL tab in the Additional Controls section of the page to enter more complex product specific conflict checking that cannot be represented through the simple entry of control records and fields. Add additional SQL logic that the system needs to check prior to deleting ERNs.

Note. You cannot delete ERN delete controls that are delivered as system data.

Defining Exception Tables for ERN Deletion

Access the ERN Delete Exception Tables page.

Exception Type	Select one of three options in this field: Include includes the table in the deletion process. Select this option when the table does not follow the standard rule, but specific requirements. Exclude excludes the table from the deletion process. Include Child Table includes a table that does not contains an ERN but is attached as a child to a table that must be deleted.
Record (Table) Name	The name of the table to be included or exluded.
Person ID Field Name	The name of the EmplD field to be used for deletion.
Empl Rcd#Field Name	The name of the EMPL_RCD field to be used for deletion.
Parent Record Name	Tthe parent table of child table to be included in the deletion.

Access the SQL tab on the ERN Delete Exception Tables page.

SQL Delete Condition	Define a condition for deletion based on EMPLID and EMPL_RCD. If the request defined in the setup returns a number greater than 0, the record will be skipped during the deletion process.
SQL Record Number	Define a request that returns the number to be used as the ERN based on EMPLID and EMPL_RCD.
Additional Where Clause	Request that defines an additional where clause added during the deletion process.

Processing ERN Deletions

Access the ERN Delete Process page.

Person ID	Use this lookup to select the person for whom you want to delete an ERN.
Name	Displays the name of person selected. Click the hyperlink to display biographical data that enables you to confirm that this is the correct person.
Empl Rcd#	Use this lookup to select the employment record number to delete.
Organizational Relationship	Click the hyperlinks to view the Personal Organizational Summary page. This page enables you to confirm that you have selected the appropriate ERN.
Company	The company that is related to the ERN.
Department	The department that is related to the ERN.
Job Code	The job code that is related to the ERN.

Listing and Reviewing ERN Deletion Results

Access the ERN Delete Process Results page.

Click any link on a row to review the associated information related to the success or error of the ERN Delete process for that ERN.

Review the deleted information on the listed tables.

The system displays the message text and a description of the reason the ERN deletion was not processed.

Updating Personal Data

Use the Modify a Person component to update a person’s name, address, phone numbers, marital status, education, and other personal information.

This section provides an overview of types of personal data and discusses how to:

• Update effective-dated personal information.

• Use workflow to update person addresses.

• Update emergency contact information.

• Modify addresses.

See Also

Adding a Person in PeopleSoft Human Resources

Understanding Types of Personal Data

The Personal Data pages include two different types of personal data:

• Effective-dated data.

  Name, address, biographical (such as education, marital status, and language), checklist, and some regional fields are effective-dated. Enter current, historical, or future information in these fields. When new information takes effect, the system stores the old data so that you can track the changes that occur over time.

  Effective-dated biographical data is stored in the Personal Data History record (PERS_DATA_EFFDT). Name information is stored in the NAMES record with its own effective date. Address information is stored in the ADDRESSES record with its own effective date.

• Noneffective-dated data.

  Some personal data fields aren’t linked to an effective date. In these fields, new entries overwrite and delete the previous entries. This situation means that you can store only current information. The system stores noneffective-dated data in the Personal Data record (PERSON).

Note. PeopleSoft Enterprise Human Resources also includes a workflow process for updating employee addresses.

Pages Used to Update Personal Data

Updating Effective-Dated Personal Information

To update effective-dated information on the Personal Data pages:

1. Insert a new data row in the effective-dated group boxes.

   Each of these group boxes can use different effective dates. They are not related.

2. Enter the date when the new personal data that you’re entering will take effect.

   This date can be current or in the future.

3. Enter the new information.

4. Save the pages.

See Also

Effective Dates

Using Workflow to Update Person Addresses

Keeping a person's personal information current can be time-consuming. With workflow, users who do not ordinarily have access to the PeopleSoft Enterprise Human Resources system can update their address data by using an email program such as Lotus Notes to send the information to your PeopleSoft Enterprise Human Resources system.

Updating Emergency Contact Information

The system updates a worker's emergency contact information automatically if you specify that the contact information is the same as the worker's contact information. When the emergency contact information is different from the worker's contact information, you must maintain the emergency contact information manually on the Contact Address/Phone page.

To activate the automatic emergency contact address update:

1. Access the Contact Address/Phone page.

2. Select the Same Address as Employee and Same Phone as Employee check boxes before you update the worker's address.

3. Select the type of address and type of phone number that is the same as the emergency contact.

   When you update the worker's address, the system automatically updates the emergency contact address. It also updates the Dependent/Beneficiary pages in the Benefits menu and the Payroll Data pages in the Employee Payroll Data menu.

   If the emergency contact address changes and is no longer the same as the worker's, clear the Same Address as Employee and the Same Phone as Employee check boxes. The system makes the address fields on the Contact Address/Phone page available, and you can enter a different address. After you clear the check box, the system no longer updates the emergency contact address automatically.

   Even if the emergency contact address is the same as the worker's, you can enter a different phone number.

4. Use the Other Phone Numbers page to record emergency contact phone numbers for the emergency contact in addition to the primary number that is recorded on the Contact Address/Phone page.

See Also

Tracking Emergency Contacts

Modifying Addresses

To enter a new address for a worker:

1. Select Workforce Administration, Personal Information, Biographical, Modify a Person, Contact Information.

2. Insert a new data row in the Current Addresses region.

3. Enter a new effective date for the new address information and click the Add Address link.

4. Enter the worker's new address information.

Updating Emergency Contact Address Information

The system also updates the Dependent/Beneficiary pages in the Benefits menu and the Payroll Data pages in the Maintain Payroll Data (USF) menu.

Running Personal Data Reports

This section lists the pages used to run personal data reports.

Pages Used to Run Personal Data Reports

Updating Job Data

Use the Job Data component when you want to work with a person’s historical job data. If you need to work with a person's current job only, use the Current Job component for faster system performance. You can work only with current and future job data on the Current Job pages.

Note. The Job Data and Current Job components are made up of the same pages as the Add Employment Instance, Add Contingent Worker Instance, and Add Person of Interest components.

If you are using position management, you will want to update most job data on the Position Data pages.

(USF) Update job information using the U.S. Federal pages.

See Increasing the Workforce.

See Managing Position Data.

See (USF) Processing Personnel Action Requests.

This section provides overviews of updating effective-dated job data, security for updating job data, and personnel actions and human resources and payroll status, and discusses how to:

• Update effective-dated job data.

• Enter promotions.

• Enter departmental transfers.

• Enter pay rate changes.

• Track leaves of absence.

• Enter terminations and retirements.

• Enter deaths.

• Enter rehires.

• Assign workers to different positions.

• Pay workers on disability.

Understanding Updating Effective-Dated Job Data

You usually update job data by inserting new effective-dated data rows into an existing employee record. Effective dates enable you to keep a complete chronological history of all your data and tables—whether you changed them two years ago or want them to go into effect two months into the future. With this information, you can review historical data from a particular time to analyze position data or employee records. Or you can plan ahead and set up tables and data before they take effect.

The system also uses effective dates to compare pages and tables to ensure that the prompt tables that you see list only data that is valid as of the effective date of the current page. For example, if you create a new department code with an effective date of May 1, 2004 and enter a new data row (or update an existing row) on the Job Data pages that has an effective date before May 1, 2004, you won’t see the new code as a valid choice when you select a department because the new code hasn’t taken effect yet.

When you enter a new data row, the system copies the contents of the previous row into the new row—thus you do not have to retype any information that stays the same. (Ensure that you position the cursor on the data row that you want to copy before you insert the new row.) The only new information is the effective date, which is set by default to the system date (usually today’s date).

Understanding Security for Updating Job Data

When you update a job record, keep in mind two special security issues.

Security and Effective-Dated Sequence Numbers

When you transfer people from one department to another by using a data row that contains an effective-dated sequence number, the system currently allows users with security access to the old or new department to have access to all the job data. The system is delivered this way because implementing security in system views that are specific to the function Max (effseq) on PS_JOB would slow down online response time.

For example, when you transfer an employee from department 1 to department 2 and give the employee a promotion on the same day, users with access to either department 1 or 2 have access to the employee's data because the transfer data row contains an effective-dated sequence number.

You can prevent this access by changing the security views for the PeopleSoft applications that you use. Keep in mind, however, that making the change affects system performance.

Security for Transfers Between Departments

PeopleSoft Enterprise Human Resources enables users to assign people to departments that they cannot access for updates. If you want to prevent a user from transferring a person into a department for which the person does not have access, use the PeopleSoft Enterprise Human Resources DEPT_TBL_ACCESS view, which shows only those department IDs that a user can access based on the security permission lists to which they belong.

Note. If you choose to use this view, you must create a permission list for users who have access to all departments so that they can perform transfers.

See Also

Setting Up and Administering HRMS Security

Working with System Data Regulation in HRMS

Understanding Personnel Actions and Human Resources and Payroll Status

When you select an action to change a person’s job data, the system may change the person’s HR or payroll, or job status. For example, when you select Retired, the system changes the HR status from Active to Inactive.

HR status indicates whether the person is still active in the human resources system. The Payroll Status field (for employees) indicates the payroll status or job status of the person. A person can have an active HR record but not be currently receiving pay (employee) or holding a job (contingent worker). Conversely, a person could have an inactive job record but continue to receive pay. For example, if you select retirement with pay, the system changes the HR status to Inactive and changes the payroll status from Active to Retired with Pay. The two status fields enable you to accurately identify the different types of people in your organization.

The statuses are based on either the personnel action or, in a few cases, the reason for the action, such as death. A change in HR status or payroll status can affect PeopleSoft Enterprise Human Resources Manage Base Benefits, PeopleSoft Enterprise Benefits Administration, PeopleSoft Enterprise Payroll processing, and PeopleSoft Enterprise Pension Administration. For example, a promotion or a job reclassification might affect an employee’s benefit coverage, or you might need to suspend benefit coverage during a leave of absence or a suspension.

This table explains how the system sets status:

Note. If your organization uses PeopleSoft Enterprise Payroll for North America, the system does not generate payroll paysheets for workers whose status is Retired or Terminated. If you need to pay workers for a partial pay period or for a time after they leave the company, select the personnel action Retired with Pay or Terminated with Pay.

See Also

Maintaining Payroll Data

Pages Used to Update Job Data and Salary Data

Updating Effective-Dated Job Data

Access the Work Location page.

To update effective-dated job data:

1. Locate the person whose record you want to change.

   Always start on the Work Location page because that’s where the Effective Date field is. From there, you may have to go to other pages to enter more information about the personnel action that you’re taking.

2. Insert a new data row.

3. In the Effective Date field, enter the date when the new action will take effect.

4. Select an action code for the change, such as Transfer or Promotion.

5. If applicable, enter a reason code to explain why this action is occurring.

6. Change any other data needed to complete the new action, either on this page or on other pages in the component.

   For example, when you promote an employee, you most likely enter a new job code or a new position number on the Work Location page. You might also select a new salary administration plan, grade, and step, enter a new compensation rate on the Compensation page, and enter a new business title and work phone on the Employment Information page.

7. Save the pages.

Entering Multiple Actions with the Same Effective Date

On occasion, you may need to enter more than one action that takes effect on the same day. Entering two actions with the same effective date is especially common when you are tracking compound percentage pay increases that take effect at the same time. Use effective sequence numbers to combine multiple actions and specify which one to process first.

For example, a promotion (which produces a percentage pay increase) and a merit increase may take effect on the same day.

To enter multiple personnel actions with the same effective date:

1. Access the Work Location page for the person whose data you’re updating.

2. Insert a new data row for the first action.

   The effective date is set by default to the system date, usually today’s date, which you can override if necessary. Leave the effective sequence number set at 0.

3. Enter any other information that you need to complete the action, either here or in other pages in the same component.

4. To enter the second action, return to the Work Location page and insert another data row.

5. Enter the same effective date as the first action, but enter an effective date sequence number of 1.

6. Select the appropriate personnel action and enter any other information required to implement the action, either here or on other pages.

Entering Promotions

A promotion usually involves a change of salary grade and new job code. This table lists the pages and fields that you typically update when you enter a promotion (you may need to update additional pages and fields):

See Also

Changing a Compensation Package

Entering Departmental Transfers

Enter a transfer action when you want to assign a person to a new department without changing the person’s job code. A transfer also implies that the worker's salary grade and compensation remain the same.

If you’re organizing part or all of PeopleSoft Enterprise Human Resources by position, use the transfer action to move a worker from one position to another. To move the position and the incumbent to a new location or department, use the Position Data pages.

This table lists the pages and fields that you typically update when you enter a transfer (you may need to update additional pages and fields):

See Also

Managing Position Data

Working with System Data Regulation in HRMS

Entering Pay Rate Changes

This table lists the pages and fields that you typically change when you enter a pay rate change. You may need to update additional pages and fields, as well.

Note. If you do not need to modify any job-related information, you can use the Pay Rate Change component.

See Updating Salary Information.

Tracking Leaves of Absence

Many workers take a leave of absence at some point in their careers. Leaves can occur for any number of reasons, including sickness, vacation, maternity or paternity leave, jury duty, suspensions, or unpaid leave.

If your company tracks workers' absence history, you can acknowledge a leave of absence in the Monitoring Absences pages and Job Data pages.

This table lists the pages and fields that you typically change when you enter a leave of absence (you may need to update additional pages and fields, as well):

Tracking Multiple Types of Leave for One Worker

You might encounter situations in which you need to enter multiple types of leave for the same worker. For example, an employee might take a six-week leave with disability pay, take the following two weeks with vacation pay, and then take an additional month without pay.

You can enter all these leave types at the same time by inserting a new data row in the Work Location page for each type of leave and entering the effective date when each leave type begins. Then you access the appropriate page to make any other changes pertaining to that leave, such as compensation changes.

Entering Returns from Leave

Most workers eventually come back from leaves of absence and resume their job duties. In fact, you often know at the time workers begin their leaves when they plan to return to work. Enter the return from leave information at the same time that you enter the leave of absence, or as soon as you have a confirmed return date.

This table lists the pages and fields that you typically change when you enter a return from leave (you may need to update additional pages and fields, as well):

Entering Terminations and Retirements

When a worker retires or leaves your organization for some other reason, you enter the termination into the person’s record.

This table lists the pages and fields that you typically change when you enter a termination or retirement (you may need to update additional pages and fields, as well):

Entering Deaths

This table lists the pages and fields that you typically change when you enter a termination due to death:

Entering Rehires

You may want to rehire a person who worked for your company in the past. Information on a rehired worker is probably already in PeopleSoft Enterprise Human Resources, unless the worker data was deleted or archived. Before you rehire workers, you may want to make sure that the personal, employment, and job data is current. If a rehired worker doesn’t have a record in the system, do not use the update pages. Instead, add a new employment or contingent worker instance.

See Increasing the Workforce.

See Setting Up the Administer Workforce Business Process.

Because you probably rehire a worker whose previous job was in a department (organizational entity) for which you do not have security access, it’s helpful to provide security access to all departments to at least one user performing rehires.

This table lists the pages and fields that you typically change when you enter a rehire (you may need to update additional pages and fields):

See Also

Increasing the Workforce

Setting Up and Administering HRMS Security

Assigning Workers to Different Positions

If you’re organizing part or all of PeopleSoft Enterprise Human Resources by position, you often move workers from one position to another as a result of promotions, transfers, rehires, or other personnel actions. Because both position and worker data are already in the system, you connect the two by selecting a position number, entering the effective date of the assignment, and entering any exceptions to the default data.

The following table lists the pages and fields that you typically change in the Job Data component when you enter a change of position. You may need to update additional pages and fields. When you change an assignment, the system also updates the Position Data - Work Location page. It automatically calculates and displays the new head count and shows the appropriate indicator in the Open/Filled field.

See Also

Managing Position Data

Paying Workers on Disability

Some workers on disability need to be paid at a given percentage of their regular pay. Handle this situation without changing the worker's salary by setting up a disability plan earnings code in the Earnings table, based on a percentage.

Note. This feature works only for hourly employees, not for salaried employees.

When you enter an action of STD (short-term disability with pay) or LTD (long-term disability with pay), the system changes the employee’s status to Leave With Pay.

To send 100 percent of the employee’s pay to the disability plan earnings code, access the Job Data - Job Earnings Distribution page, select the By Percent option, enter the appropriate disability earnings code, and enter a percent of 100.

Note. When you put an employee on disability, don’t forget to check additional pay records and make any necessary changes.

Updating Military Ranks

This section provides an overview of military rank updates in Job Data and rank tracking in Manage Profiles.

Understanding Military Rank Updates in Job Data

Military rank changes are tracked in a person's Job Data record. This table lists the pages and fields that you typically update when you enter a military rank change (you may need to update additional pages and fields):

Understanding Rank Tracking in Manage Profiles

PeopleSoft Human Resources Manage Profiles manages the attributes of jobs or individuals. Typically, profiles summarize the competencies, qualifications, and skills of a job or a person as well as a service member's military ranks. The profile search and compare features enable you to perform searches for profiles that match user-defined criteria and easily compare profiles.

In order to keep military rank profiles up to date with Job Data, use the Refresh Names and Profiles MIL process (MIL_NAME_BLD). The system uses the HCM Event Manager to raise an event when a change to an assignment's military rank has occurred and execute this change.

The following prerequisites must be in place prior to running the Refresh Names and Profiles MIL process:

• The Integration Broker must be active.

• In HCM Event Manager, the event AssignmentMilitaryRankChanged must be active.

See Understanding the HCM Event Manager.

See PeopleSoft Enterprise Human Resources 9.0 PeopleBook: Manage Profiles.

Page Used to Synchronize Ranks in Job Data with Manage Profiles

Updating Organizational Instance and Assignment Relationships

This section provides an overview of organizational instance and assignment relationships and discusses how to:

• Promote an assignment to an instance.

• Move an assignment to another instance.

• Demote an instance.

Understanding Organizational Instance and Assignment Relationships

When you promote an assignment to an instance, you make an additional assignment into its own instance. For example, you might want to terminate a controlling instance, but maintain the additional assignment. If not, additional jobs are terminated automatically when you terminate the controlling instance. To promote an instance for a single employee online, add a new row on the Work Location page of the Job Data component. Use the Promote Assignment page to promote assignments for multiple employees as a batch process.

Use the Demote Instance page to make a controlling instance into an additional assignment under another instance. To demote an instance, the controlling instance should not have any additional assignments.

Use the Move Assignment page to move an additional assignment to another instance. This is useful to correct errors. For example, when you select the wrong employee record number to be the controlling instance.

These restrictions apply to modifying organizational instance and assignment relationships:

• These actions are valid only for employees and contingent workers; persons of interest are not eligible.

• These actions are not valid for Japan additional appointments and temporary assignments.

• You can only promote a host assignment to an instance if the host assignment is terminated and there are no future assignment rows with action ASG (Assignment) or ASC (Assignment Completion).

• Assignments with future rows with action ADL (Additional Job) are ineligible.

• You cannot change or delete a row after you confirm any of these actions.

The action codes that are entered on the rows for these actions are:

• OCA – Promote an Assignment to an Instance.

• OCI – Demote an Instance.

• OCM – Move an Assignment to another Instance.

Prerequisites

You must define action reasons that correspond to the delivered actions OCA, OCI, and OCM before using this component.

Pages Used to Modify Organizational Instance and Assignment Relationships

Promoting an Assignment

Access the Promote Assignment page.

Org Relation	The organizaitonal relationship. Valid values are EMP for employee and CWR for contingent worker.
Org Instance	The actual org instance.
New Effdt	The new effective date defaults to today's date.
Status	Available values are Ready, Failure, Success, and Cancelled. The default value is Ready for all rows. After the process has run to completion, you can review the status. If, for any reason, the transaction has not been loaded to the records, the status of the row is set to Failure. Otherwise the status is Success. You must determine the reasons why transactions ended in Failure and change the status back to Ready or to Cancelled before you run the process again.
Exec?	The process loads only the rows with Status set to Ready and with the Exec? check box selected.
Details	Click the link to open the Details page. Use this page to review the errors and warnings returned by the component interface.

Click the Details link to access the Details page for Promote Instance.

Old Controlling Instance Infos	This information is for display only.
Assignment Job Data	The grid displays job data for the selected assignment, sorted by effective date in ascending order.

Moving an Assignment to Another Instance

Access the Move Assignment page.

Choose New Instance	This grid lists all instances for this employee per organization. If you select an assignment that has a start date prior to the instance’s first hire date, you cannot select that instance. You can only move an assignment to an instance if the active date of the assignment coincides with the dates of the instance.
New Job Data	Enter the job effective date, job effective sequence, the action reason for the action. The action code defaults to OCM (move an assignment to another instance), and cannot be changed.
Load to Job	Click this button to insert the new job data into the JOB record.
Transfer to Job	This button is displayed after the Load to Job process runs successfully. Click the Transfer to Job button to review the updated JOB data. If the process does not run successfully, an Errors and Warnings grid appears that lists the errors.

Demoting an Instance

Access the Demote an Instance page.

Old Controlling Instance Infos	This information is for display only.
Running Instances	The grid displays job data for the selected assignment, sorted by effective date in ascending order.
Choose New Instance	This grid lists all instances for this employee per organization. If you select an assignment that has a start date prior to the instance’s first hire date, you cannot select that instance. You can only move an assignment to an instance if the active date of the assignment coincides with the dates of the instance.
New Job Data	Enter the job effective date, job effective sequence, the action reason for the action. The action code defaults to OCI (Demote and Instance), and cannot be changed.
Load to Job	Click this button to insert the new job data into the JOB record.
Transfer to Job	This button is displayed after the Load to Job process runs successfully. Click this button to review the updated JOB data. If the process does not run successfully, an Errors and Warnings grid appears that lists the errors.

Updating Salary Information

The Pay Rate Change component provides a quick and simple option for making salary adjustments when the adjustment is not related to any other changes such as promotions or transfers. If any other job-related information needs to be modified for the salary change, use the Job Data component.

Note. The four pages in the Pay Rate Change component—Employee Profile, Salary Plan, Compensation, and Job Earnings Distribution—match related pages in the Job Data component (the Employee Profile page contains information from both the Work Location page and the Job Information page).

See Also

Updating Job Data

Increasing the Workforce

Administering Salary Plans, Grades, and Steps

Reviewing Worker Performance History

Pages Used to Update Salary Information

Refreshing Compensation

When you run the Employee Compensation Application Engine process (HR_PER501A) or click the Default Pay Components button on the Compensation page, the same steps are executed, but you can update several records at once with the HR_PER501A process.

The Employee Compensation process:

• Inserts a new job row when you select Add new effective date, and uses the effective date that you entered in the As Of Date field.

  Alternatively, it updates the job row that is effective as of the date that you select in the As Of Date field.

• Updates any future rows (rows are considered future if they come into effect after the as of date) when you select Update Future Rows.

• Replaces manual changes with the new default values.

Page Used to Refresh Compensation

Running Job Data Reports

This section provides an overview of reporting appointments for job data changes, lists a common element, and discusses how to:

• (JPN) Run the Appointment Notification report.

• (JPN) Run the Appointment List report.

• (JPN) Run the Employee Assignment List report.

See Also

(USF) Administering Personnel Action Requests

(JPN) Understanding Reporting Appointments for Job Data Changes

When workers are newly hired or transferred, or have other job-related changes, many Japanese companies provide individual notifications of appointment to each worker. These notifications, known as appointment notifications (Jirei), contain different information depending on the action and action reason entered on the worker's new job record.

Periodically, many companies also distribute a listing of all new hires or transfers or other changes of job. This list is known as the appointment list (Tsuutatsu).

When you run the Appointment Notification report, the report headings change according to the actions for which you are running the report—you can select actions and action reasons on the report page.

Reporting Appointments for Actions and Report Outputs

The following table illustrates what the appointment reports contain, depending on the action for which you run the report:

Note. For the actions Transfer and Promotion, the system automatically populates the Reason field. For a promotion, the system populates the field with Grade Advance. For a transfer, the system populates the field with Employee Request and Internal Recruitment. For all other actions in the table, you can select individual reasons (for the action that you selected) or have the system select all reasons (for the action that you selected).

With the Japanese appointment reporting functionality, if you are recording a worker's simultaneous change of department and supervisor level, enter the department change first. With both changes having the same effective date, the change of supervisor level has the higher sequence number and ensures that the system selects the changes for reporting on both the appointment notification and appointment list.

In addition, when you record job data changes with the Japanese appointment reporting functionality, reports are available for the following actions:

• Hire

• Rehire

• Termination

• Transfer

• Promotion

Sorting Appointment Lists Using Tree Structures and Definitions

To have the system sort appointment lists by department and supervisor level, use the standard tree building features to create a tree structure and reporting definition for supervisor levels, and a reporting definition for departments. You then need to select only the Refer to the Tree Manager check box on the report page to have the system use your DEPT_SECURITY tree and, depending on the job action and reason to which the appointment information relates, your SUPERVISOR_LEVEL tree.

See Also

Setting Up and Administering HRMS Security

Common Element Used in This Section

Pages Used to Run Job Data Reports

(JPN) Running the Appointment Notification Report

Access the Appointment Notification JPN page.

Report headings vary according to the combination of action and reason. Enter free-form text and a company official’s title and name to appear on the report, and select the action and reason combinations on which you want to report.

(JPN) Running the Appointment List Report

Access the Appointment List JPN page.

You can enter free-form text and a company official’s title and name to appear on the report, and you can select the action and reason combinations that you want to report on.

(JPN) Running the Employee Assignment List Report

Access the JPN Employee Assignment List page.

This report lists workers by department and supervisor level, including workers with additional appointments.

To run the report, at least one department tree must be created. For the purposes of department security, the DEPT_SECURITY tree usually already exists. You can either select this tree or create a new department hierarchy beneath the DEPARTMENT tree structure.

The report is sorted by department, and then by workers:

• With supervisor levels registered in the Supervisor Level tree, in tree order.

• With supervisor levels not registered in the Supervisor Level tree, in alphanumeric supervisor level order.

• Without supervisor levels, in alphanumeric employee ID order.

Note. The Supervisor Level tree that the system uses for sorting is the one used for the Appointment Notification and Appointment List reports. It must be named SUPERVISOR_LEVEL. If you have not defined a Supervisor Level tree with that name, sorting is in alphanumeric supervisor level order.

Viewing a Summary of All Job Records

This section lists the page used to view a summary of all jobs records held by a person.

Page Used to View a Summary of All Job Records

Refreshing Tables to Facilitate Reporting

This section provides overviews of the process of refreshing the Employees table and the process of refreshing the Personal Data table, lists a common element, and lists the pages used to refresh tables to facilitate reporting.

Understanding the Process of Refreshing the Employees Table

To generate standard PeopleSoft Enterprise Human Resources reports quickly, many human resources reports retrieve data from the Employees table (PS_EMPLOYEES). To make reporting in PeopleSoft Enterprise Human Resources more efficient, this table combines information from the following tables: PERSON, PERS_DATA_EFFDT, NAMES, ADDRESSES, PERSONAL_PHONE, Job (JOB), Employment Data (EMPLOYMENT), Job Code (JOBCODE_TBL), Department (DEPARTMENT_TBL), Employees National IDs (PERS_NID), Job Labor (JOB_LABOR), and Disability (DISABILITY) into an extract file. The extract file’s sole purpose is as a report source. Because it isn’t updated dynamically when you add people or job records to the system or update their data (doing so would have negative online processing impact), you must refresh the Employees table before running any reports.

When you run this process, the system updates the EMPLOYEES table with data that is valid before or on the as-of date that you specify. When retrieving data from setup components such as the Department component and Job Code pages, the system uses the effective date of the specific job data record that the data relates to.

Updating the Employees table by using the Refresh Employees Table process (1 of 2)

Updating the Employees table by using the Refresh Employees Table process (2 of 2)

A useful feature of the Employees table is that you can refresh it to show a specific date, so you can report based on how things were at that time. This might be useful if an organization needed to reconstruct its organization over the last several years to research its promotion policies.

Update the Employees table using the Refresh Employees Table Application Engine process (PER099) before running any of these reports so that the report contains all changes made to your employee files.

Understanding the Process of Refreshing the Personal Data Table

PeopleSoft Enterprise Human Resources reports also retrieve data from the Personal Data table. This table combines information from these tables: PERSON, PERS_DATA_EFFDT, NAMES, ADDRESSES, PERSONAL_PHONE. Like the Employees table, the Personal Data table is a report source only. It updates through the process described below. The Personal data table is synchronized with the online changes by using a Message Subscription process on the message PERSON_BASIC_SYNC. This means that any process that publishes the PERSON_BASIC_SYNC message causes the Personal Data table to be updated. You may want to refresh the Personal Data table before running reports, but the online process should keep it up to date. You can refresh the Personal Data table at any time without affecting the online updates.

Common Element Used in This Section

Pages Used to Refresh Tables to Facilitate Reporting

Running Database Audits

Database audits monitor changes, additions, or deletions made to sensitive fields such as salary amounts.

Page Used to Run Database Audits