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.

• Set up and track military job updates.

• Update military ranks.

• Manage military rank change requests.

• 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 Human Resources.

Updating Job Information When You've Implemented PeopleSoft 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 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 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 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 HCM Security

Restricting the Deletion of IDs

Pages Used to Change and Delete Employee IDs

Modifying IDs

Access the ID Change page (Set Up HRMS, System Administration, Database Processes, ID Change, ID Change).

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.

Deleting IDs

Access the ID Delete page (Set Up HRMS, System Administration, Database Processes, ID Delete, ID Delete).

Enter information and then run the Change/Delete Person ID process.

Person ID(s) to be processed

After running the Change/Delete Person ID process, you can review the updated records for the specific individual on the ID Change/Delete Process Log.

Viewing the ID Change and Delete Process Log

Access the ID Change/Delete Process Log page (Set Up HRMS, System Administration, Database Processes, ID Change/Delete Process Log, ID Change/Delete Process Log).

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/Employee Record 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. Setup tasks include defining deletion criteria, validations, and error messages. Then, during the deletion batch process, the administrator chooses ERNs to be deleted, and the system checks the ERNs against the deletion criteria, deleting only those with no conflicts. Finally, during the audit phase of the process, the system creates a log showing the deleted ERNs and the conflict messages for the ERNs that were not deleted:

Delete ERN process flowchart showing setup tasks, business process steps, and audit functions

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/Employee Record Field Names Maintained in the System

Access the ERN Delete Field Names page (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Field Names, ERN Delete Field Names).

Person ID Field Name	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 (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Control, ERN Delete Control).

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 (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Exception Tables, ERN Delete Exception Tables).

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 excluded.
Person ID Field Name	The name of the EmplD field to be used for deletion.
Empl Record Field Name	The name of the EMPL_RCD field to be used for deletion.
Parent Record Name	The 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 Condition	Request that defines an additional where clause added during the deletion process.

Processing ERN Deletions

Access the ERN Delete Process page (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Process, ERN Delete Process).

Person ID

Use this lookup to select the person for whom you want to delete an ERN.

Listing and Reviewing ERN Deletion Results

Access the ERN Delete Process Results page (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Process Results, ERN Delete Process Results).

This page displays results for a single ERN. The page appearance changes depending whether the ERN was successfully deleted.

When the deletion is successful, you can review a list of tables where data was deleted.

When the deletion is not successful, the page displays message text describing why 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, using workflow to update person addresses, and discusses how to:

• Update effective-dated personal information.

• 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 Human Resources also includes a workflow process for updating employee addresses.

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 Human Resources system can update their address data by using an email program to send the information to your PeopleSoft Human Resources system.

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

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 Update Dependent/Beneficiary pages in the Benefits menu and the Payroll Options pages in the Payroll menus.

   If the emergency contact address changes and is no longer the same as the worker's, deselect 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 deselect 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. Access the Contact Information page (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 when the Same Address as Employee and Same Phone as Employee check boxes are selected.

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 a POI (person of interest) Relationship 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, 2009 and enter a new data row (or update an existing row) on the Job Data pages that has an effective date before May 1, 2009, 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 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 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 HCM Security

Working with System Data Regulation in HCM

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 Human Resources Manage Base Benefits, PeopleSoft Benefits Administration, PeopleSoft Payroll processing, and PeopleSoft 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 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 (Workforce Administration, Job Information, Job Data, Work Location).

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 Job Data - 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 (Workforce Administration, Job Information, Job Data, Work Location) 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 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 HCM

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):

Inactivating a Person's Job Profiles Upon Termination

The Event Manager event AssignmentTerminated is raised when an employee's status is changed to inactive on the job record. The Event Manager also raises the HJPM_EM_EVENTS:Handlers:InactivatePersonProfile event to determine if all the worker's job assignments are inactive. If all job assignments are inactive, then the person profiles in the Manage Profiles application for that employee ID are also inactivated.

See Creating and Updating Person Profiles.

PeopleSoft PeopleBook: Events and Notifications

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 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 HCM Security

Assigning Workers to Different Positions

If you're organizing part or all of PeopleSoft 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.

Setting Up and Tracking Military Job Updates

To set up and track military service job updates, use the Approval Levels (MIL_APPRVL_LVL_DFN) and Order Codes (MIL_ORD_CODE_DEFN) components.

This section discusses how to track approvals for mass or individual job updates.

Pages Used to Track Military Job Updates

Tracking Approvals for Mass or Individual Job Updates

Access the Employee Data Tracking MIL page (Workforce Administration, Job Information, Employee Data Tracking MIL).

Tracking Sequence	Enter a tracking sequence number.
Approval Level	Select a level, such as an initial request or final, for approving a military order. Define approval levels in the Approval Levels table.
Override Oper ID (override operator identification) and Approver Oper ID (approver operator identification)	The system displays the operator that entered the approval information. Select the Override Oprid check box to manually update the approving operator id.
Approval Date	Enter the date for this approval level.
Order Code	Select an order that explains the purpose of this job change. Define order codes in the Order Codes table.
Comment	Enter additional comments regarding this job update and approval.

Note. The Mass Update process will update this component by calling the service MassUpdateMilitaryApproval, which in turn will call the Component Interface HCR_MIL_EE_TRK_SRV.

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 PeopleSoft PeopleBook: Events and Notifications, "Understanding the Events and Notifications Framework"

See PeopleSoft HR PeopleBook: Manage Profiles.

Page Used to Synchronize Ranks in Job Data with Manage Profiles

Managing Military Rank Change Requests

This section provides an overview of military rank change processing and discusses how to:

• Create and manage military rank change requests.

• Enter the proposed military rank change details.

• Enter military rank change notification information.

• Record postal information for stakeholders you have notified manually.

• Approve or deny rank change requests.

• Generate service member rank change notices

Understanding Military Rank Change Processing

The overall process of issuing a military rank change can occur multiple times during a service member's career and for various reasons, such as natural progression, performance and training, and other assessment-related testing. After an organization has gone through the evaluation and selection process and have identified the candidates who should receive a rank change, the organization can use the PeopleSoft Military Rank Change process.

The PeopleSoft Military Rank Change process enables the tracking of the various states of military service member rank changes, notifying stakeholders that are involved in this business process, and generating official documentation. When a rank change transaction is completely processed, a new row is inserted into the service member's Job Data to reflect the new rank change. Through the Military Rank Change pages and process, you can:

• Enter (new, amended, or cancelled) rank changes details in a specified rank change component.

• Use templates, which would provide default values for the rank change request and cut down on the number of key strokes required when entering requests.

• Retrieve and view history, including amendments and cancellations, to all employee rank changes.

• Enter notification details to be triggered based on current or future promulgation dates.

• Work closely with stakeholders (any individual that needs to be notified of a service member's rank change) through email notification and recording their approvals or denials through the manager self service pages.

• Have the system update service member job data and profile records to reflect the new rank changes.

• Generate rank change documents.

When a rank change transaction is added (a new request, an amendment, or a cancellation) for a service member, an email notification is sent to stakeholders, the career manager and a list of other reviewers and approvers you identify in the Rank Change MIL component, using the Approval Framework. This notification alerts them that the rank change process has begun and any stakeholders who have been specified as approvers will be notified that their review and approval is required for the rank change process to continue. Approvers will then approve or deny the rank change transaction in the Review Rank Change Request MIL component in the manager self service pages. If the stakeholders approve the rank change, the system then routes the information to the candidate's unit commander for final approval. The unit commander is determined based on the access type on the Military Processing Definition setup page.

See Configuring Direct Reports Functionality.

See Setting Up Access to Direct Reports Data.

The Career Manager can monitor rank change approvals and denials by reviewing the status monitor on the Review Rank Change Request MIL page. When a new or amended rank change has been approved, the system will insert and record this rank change row in the Job Data component through the MIL_UDJOB_AE Application Engine. The date this happens is based on the Application Date field value defined in Rank Change MIL component for this transaction. The Career Manager should review the status monitor on the Review Rank Change Request MIL page for denials and insert a new row in the Rank Change MIL component indicating a cancellation of the rank change transaction. This process enables you to keep a record of all military rank change propositions, amendments, and cancellations without inserting numerous rows into Job Data.

If the Military Processing Definition page is set up to enable prenotification, the system will provide a prenotification message to the stakeholders as a final reminder that this rank change is going to happen within a specified period.

You can also create rank change notices utilizing XML Publisher for the service members you select.

Military Rank Change Processes

The Military Rank Change process uses these processes:

• Launch AWE for Mil Rank Change (MIL_AWE_AE)

  Launches the approval process. This application engine checks for all the rank changes that needs an approval and whose Start Approvals On date in the Rank Change MIL component is less than or equal to the current date.

• Prenotifications for Mil Rank (MIL_NOTFY_AE)

  Sends out the prenotification emails based on the Prenotification Date field in the Rank Change MIL component.

• Update Job Data for Mil Rank (MIL_UDJOB_AE)

  Updates Job Data with the rank changes that have been approved. This application engine checks for all the approved rank changes that are not yet applied to the database and that have an Application Date value in the Rank Change MIL component of less than or equal to the current date. This updates Job Data with an effective date that matches the Application Date value.

• Military Rank Change Notices (MILRNKNOT)

  Generates the rank change notices. You run these notices by navigating to Workforce Administration, Job Information, Reports, Generate Rank Change Notices. Identify the rank change notifications you wish to print and click Run to initiate the MILRNKNOT XML Publisher process, which calls the MILRNKNOT Application Engine process. Separate files are generated for each employee and the files are stored in the report folders of the respective server.

Note. Run the approval, prenotification, and job update application engines by navigating to PeopleTools, Process Scheduler, System Process Requests and selecting the process you need to run. You can also trigger these processes to run automatically through the Process Scheduler by setting up a recurrence that is linked to the processes in order run them daily without additional manual intervention.

See PeopleTools PeopleBook: PeopleSoft Process Scheduler, "Defining PeopleSoft Process Scheduler Support Information," Defining Recurrence Definitions

Prerequisites

In order for you to use the Military Rank Change feature, you must ensure the following items have been setup:

• Military Rank functionality is enabled and the military rank setup tables have been defined.

• User profiles and roles have been set up with email and worklist notification preferences.

• Approval Framework has been set up for notification.

• Workflow with email is enabled.

• Event Manager has been configured.

• Integration Broker is running correctly.

• XML Publisher has been set up to create official document generation.

See Also

Setting Up Military Rank Change Notification and Documentation

Pages Used to Track Military Rank Changes

Creating and Managing Military Rank Change Requests

Access the Rank Change MIL - Military Rank Change page (Workforce Administration, Job Information, Rank Change MIL, Military Rank Change).

This page displays the employment and current military organization information that is recorded in the Job Data component for this person.

Note. To have the system display the worn rank in front of the employee's name at the top of the military pages, you must have Military, Event Manager, and Publish/Subscribe enabled in the system and the domain status should be active. When a rank is changed on the current row, the event AssignmentMilitaryRankChanged is raised and the Event Manager triggers the handler to update the names.

See PeopleSoft PeopleBook: Events and Notifications

Rank Change Control

Authorizing Organization

Responsible Career Manager

Every service member has a career manager working for their career interests. Due to the fluid nature of the military, the Career Manager is determined by either a position or a role as determined by your organization. Use this section to determine whether the Career Manager should be identified by a position or role.

See Also

Setting Up Military Rank Change Notification and Documentation

PeopleTools PeopleBook: Security Administration, "Setting Up Roles"

Entering the Proposed Military Rank Change Details

Access the Rank Change MIL - Details page (Workforce Administration, Job Information, Rank Change MIL, Details).

Use this page to view the service member's current military rank information (the left side of the page) and enter the proposed rank changes (the right side of the page).

The Current Values fields display the military services member's information from Job Data as of the effective date of this rank change. The values for the current rank and salary information come from the Salary Plan page, the job fields come from the Job Information page.

The Proposed Values fields will be written to the military service member's Job Data pages upon meeting approval requirements, if applicable, and reaching the Application Date you entered on the Military Rank Change page. These field are unavailable when you enter a cancellation.

Entering Military Rank Change Notification Information

Access the Rank Change MIL - Stakeholder page (Workforce Administration, Job Information, Rank Change MIL, Stakeholder).

Use this page to identify stakeholders that will be notified electronically and set the date on which the system will send out the approval workflow through Approval Framework. The employee's unit commander will always be notified via workflow. As delivered, unit commander has the final approval for their service members.

Note. The unit commander is determined by the Access Type selected on the Military Processing Definition page.

Recording Postal Information for Stakeholders You have Notified Manually

Access the Rank Change MIL - Postal page (Workforce Administration, Job Information, Rank Change MIL, Postal).

Use this page to record those stakeholders that you are notifying of the rank change outside of the AWE process, as specified on the Stakeholder page.

Note. The system does not generate any automatic notifications or letters based on information entered on this page. This page is informational only and should be used to record those notifications you performed yourself.

Approving or Denying Rank Change Requests

Access the Review Rank Change Request MIL page (Manager Self Service, Job and Personal Information, Review Rank Change Request MIL, Review Rank Change Request MIL).

This page is available to approvers who have not yet approved the transaction as well as reviewers. Approval notifications are sent out via the Launch AWE for Mil Rank Change (MIL_AWE_AE) Application Engine process, which you can schedule to run daily or on an as needed basis.

See Understanding Military Rank Change Processing.

Rank Change Details

This page displays the current and proposed rank change values. Approve or deny the rank change request by selecting the appropriate button. If you are denying the request, select a reason from the Denial Reasons drop down box.

The effect date comes from the Effective Date field in the Rank Change MIL component.

Note. When a rank change is denied, the Career Manager should insert a cancellation row in the Rank Change MIL component for this person to record the change of disposition. The system will also send out an updated notification and will not insert the rank change into Job Data.

View Approval Chain

You can also view the status of the rank change approval chain in the View Approval Chain section of the page. This approval process is a two step process: first the system sends out notifications to the approvers specified on the Rank Change MIL - Stakeholder page, then, if approved, the system forwards the notification to the unit commander for approval. When there is no approver for the first step of the process, then the transaction is immediately routed to the unit commander.

Generating Service Member Rank Change Notices

Access the Generate Rank Change Notices page (Workforce Administration, Job Information, Reports, Generate Rank Change Notices, Generate Rank Change Notices).

Generate this report for a single individual or for several people for which you have entered a military rank change. Enter search criteria such as an employee ID, department or location information, rank details, a rank change date range, or any combination of these items. The Actual Rank Change Date fields use the Application Date from the rank change request, and the Selection Date field uses the effective date that the person was selected for the rank change.

Click Filter to initiate the search. The system will display those who meet this criteria in the Select Military Rank Changes to Print grid. Select those for whom you wish to print the report and run the process This process initiates the Military Rank Change Notices (MILRNKNOT XML Publisher) process, which calls the MILRNKNOT Application Engine process.

Important! Separate files are generated for each employee and the files are stored in the report folders of the respective server.

See Understanding Military Rank Change Processing.

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, so that it is no longer subordinate to another organizational 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 the additional assignment is subordinate to the controlling instance, they share the same organizational instance number, the additional job is 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 an 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 to another Inst 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 an Assignment page (Workforce Administration, Collective Processes, Promote an Assignment, Promote an Assignment).

Org Relation	The organizational 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.
Details	Click the link to open the Details page. Use this page to review the errors and warnings returned by the component interface.
Exec?	The process loads only the rows with Status set to Ready and with the Exec? check box selected.

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 to another Inst page (Workforce Administration, Job Information, Move Assignmnt to another Inst, Move Assignment to another Inst).

Assignment Job Data	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 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 (Workforce Administration, Job Information, Demote an Instance, Demote an Instance).

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 Pay Rate Change - 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 HCM 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 (Workforce Administration, Job Information, Reports, Appointment Notification JPN, Appointment Notification JPN).

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 (Workforce Administration, Job Information, Reports, Appointment List JPN, Appointment List JPN).

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 Employee Assignment List JPN page (Workforce Administration, Job Information, Reports, Employee Assignment List JPN, Employee Assignment List JPN).

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 Human Resources reports quickly, many human resources reports retrieve data from the Employees table (PS_EMPLOYEES). To make reporting in PeopleSoft Human Resources more efficient, this table combines information from the following records 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.

The system uses the Employees table to run these reports:

• ABS001. SQR (Employee Absence Report)

• ABS003. SQR (Time Lost Due to Absence)

• ABS004UK. SQR (Bradford Report)

• BEN001.SQR (Health Plan Participants)

• BEN002.SQR (Life InsuranceParticipants)

• ESPP005.SQR (ESPP Purchase Distribution)

• PAY110CN.SQR (Statistics-Canada [Educational Institutions])

• PER001.SQR (Department Action Notices)

• PER002.SQR (Employee Birthdays)

• PER004.SQR (Emergency Contacts)

• PER005.SQR (Employees on Leave of Absence)

• PER008.SQR (Employee Review Audit)

• PER009.SQR (Union Membership)

• PER011.SQR (Competency Inventory)

• PER012.SQR (Departmental Salaries)

• PER006 - Crystal (Mailing Labels)

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.

(USA) Understanding How the Employees Table Selects Ethnicity for U.S. Personnel

The PeopleSoft system enables you to enter more than one ethnicity group for people in the U.S.. You can select a primary ethnicity for a person within in USA section of the Regional page of Personal Data, however, you are not required to select a primary ethnicity. Although the system can store more than one ethnic group per person, the Employees table can only story one ethnicity for an individual.

The Refresh Employees Table Application Engine process (PER099) uses the following methodology to determine which ethnicity to use when storing information for a person in the Employees table:

1. If only one ethnicity value exists for a person, the process retrieves this value for the Employees record.

2. If more than one ethnicity value exists for a person and the Primary check box value is selected in Personal Data, the process retrieves the ethnicity identified as the primary value for the Employees record.

3. If more than one ethnicity value exists for a person and the Primary check box option is not select, the process uses the previous value found on the Employees record, if one exists. If one does not exist, the field is left blank.

Understanding the Process of Refreshing the Personal Data Table

PeopleSoft 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 updated with changes to current data when the changes are made online. Future dated information is not updated unless a batch process is run. You may want to update the Personal Data table before running reports. You can update the Personal Data table for future dated information that has become current at any time without affecting the online updates.

Note. Do not run the Refresh Personal Data process, it interferes with online transactions.

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