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Refreshing Tables to Facilitate Reporting

These topics provide overviews of the process of refreshing the Employees table and the process of refreshing the Personal Data table, list a common element, and list 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:

Person Data Tables

Job Data Tables

Other Tables

  • PS_PERSON

  • PS_PERS_DATA_EFFDT

  • PS_PERSON_NAME

  • PS_ADDRESSES

  • PS_PERSONAL_PHONE

  • PS_PERS_DATA_USA (USA data only)

  • PS_PERS_DATA_FRA (French data only)

  • PS_JOB (Besides Work Location and Job Information, it also includes Job Labor, Payroll, Salary Plan, and Compensation)

  • PS_JOB_USF (Federal Only)

  • PS_JOBCODE_TBL

  • PS_DEPT_TBL

These additional records consist of tables related to organizational relationships, national identity, disability, and ethnic groups for the US and Asia pac.

  • PS_PER_ORG_ASGN

  • PS_PER_ORG_INST

  • PS_PERS_NID

  • PS_CITIZENSHIP

  • PS_DISABILITY

  • PS_DIVERS_ETHNIC

  • PS_ETHNIC_GRP_TBL

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 core setup table records 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 When Refreshing Tables to Facilitate Reporting

Pages Used to Refresh Tables to Facilitate Reporting

Page Name

Definition Name

Navigation

Usage

Refresh EMPLOYEES Table - Parameters

RUNCTL_ASOFDATE

select Set Up HCM, then select System Administration, then select Database Processes, then select Refresh EMPLOYEES Table, then select Parameters

Reflect back to a specific date or period for employee data reporting.

Refresh Personal Data

PRCSRUNCNTL

select Set Up HCM, then select System Administration, then select Database Processes, then select Refresh Personal Data, then select Refresh Personal Data

This process rebuilds the Personal Data table after deleting all rows in the table.

This process should only be run during an upgrade or installation.

Update Personal Data - Future

PRCSRUNCNTL

select Set Up HCM, then select System Administration, then select Database Processes, then select Update Personal Data - Future, then select Update Personal Data - Future

Run this process to update the Personal Data table for future dated information.

Ad-Hoc Process Request

PRCSRUNCNTL

select Workforce Administration, then select Workforce Reports, then select Request Ad hoc Process, then select Ad-Hoc Process Request

Run several or all Administer Workforce reports that do not require parameters.

As-of-Date Request

RUNCTL_ASOFDATE

select Workforce Administration, then select Workforce Reports, then select Create As-of-Date Request, then select As-of-Date Request

Run several or all Administer Workforce reports for which you specify an as of date.

Create Calendar Year Request

RUNCTL_CALENDARYR

select Workforce Administration, then select Workforce Reports, then select Create Calendar Year Request, then select Create Calendar Year Request

Run several or all Administer Workforce reports for which you specify a calendar year.

From/Thru Dates Request

RUNCTL_FROMTHRU

select Workforce Administration, then select Workforce Reports, then select Create From/Thru Dates Request, then select From/Thru Dates Request

Run several or all Administer Workforce reports for which you specify a from and through date range.