Maintaining My Profiles

This chapter discusses how to:

Navigate in eDevelopment.
Maintain person profiles.
Approve profile changes and view approval history.
Maintain interest lists.
View and update job profiles.
Search and compare profiles.

Navigating in eDevelopment

The standard menu-driven navigation path is the standard access method for eDevelopment. Employees access eDevelopment by selecting Self Service, Learning and Development. Managers access eDevelopment by selecting Manager Self Service, Learning and Development.

Roles

The self-service components can be used by both the employee and the manager; therefore, PeopleSoft delivers definitions for these roles and defines a menu for each role.

These delivered roles for employees and managers are configured specifically for profile management self service:

Profile Mgmt Employee
Profile Mgmt Manager

Note. In this PeopleBook, the term employee refers to all people who work for and report time in the organization. This can include regular employees as well as contractors and other temporary assignment workers.

Security

The user profile that you create for each individual who accesses the self-service components determines the components that the user can access by default. Create user profiles by using the User Profiles component (USERMAINT). Assign a role to each user profile, which is linked to permission lists. Each permission list identifies components that individuals can access. To modify the access for specific components for each role, modify the permission list for the user's role. Define which data the user can access in the user profile.

Typically, employees can access only their own data and managers can access their direct reports' data, although managers can access data for indirect reports in some situations.

See Also

Enterprise PeopleTools PeopleBook: Security Administration

Understanding Profile Maintenance

eDevelopment provides employees and managers with self-service options that integrate with the Manage Profiles business process in PeopleSoft Enterprise Human Resources. eDevelopment profiles are divided into two categories:

Person profiles.

Person profiles describe a person's skills, competencies, accomplishments and performance. Person profiles are linked to a person ID.
Job profiles.

Job profiles (known as non-person profiles in the Manage Profiles business process) describe the competencies, qualifications, and responsibilities of a job. You can link job profiles to a variety of entities, not just job codes. For example, job profiles can be linked to job codes, positions, job families, and salary grades.

The format of profiles is the same in eDevelopment and the Manage Profiles business process. Profile content is divided into tabs and content sections that are defined by the profile type used to create the profile.

This is discussed in the PeopleSoft Enterprise Human Resources PeopleBook: Manage Profiles.

See Understanding Profiles and Profile Types.

This chapter discusses the self-service profile management options available to employees and managers that enable them to:

Create and maintain person profiles.

Employees use the My Profile option to view and edit their existing person profiles, and create new profiles. Managers can create, view, and update the person profiles for their team. Depending on the configuration of your profile types, approvals workflow is triggered when employees update their person profiles and changes are typically approved by managers.
Approve changes to person profiles.

Managers use the Approve Profiles option to review changes to their employees' person profiles that require approval, and approve or deny the changes.
View approval history.

Employees use the Profile Approval History option to view the approval status of profile changes that they have submitted for approval and view the history of profile approvals.
Manage interest lists.

An interest list is a collection of job profiles that is associated with an employee. Typically interest lists are used to identify jobs that an employee is interested in applying for, or jobs that match an employee's profile, or jobs that an employee wants to include in a career planning discussion with their manager. Employees can add to and remove job profiles from their interest list. Managers can also view and update their employees' interest lists.
View job profiles.

Employees have two options for viewing job (non-person) profiles, My Job Profiles lists job profiles related to their current jobs, and View Job Profiles is a general option for viewing any job profile. Managers view job profiles using the View Job Profiles option. If employees find a job profile that they are interested in, they can add it to their interest list. Similarly, managers can add job profiles to their employees' interest list from the Job Profiles — Profile Details page.
Create and maintain job profiles (manager only).

Managers can create and update job profiles. Depending on the configuration of your profile types, approvals workflow is triggered when managers update job profiles. The typical approver for job profiles is the profile administrator, although this can be configured according to your business needs.
Search and compare profiles.

Employees and managers use Search and Compare Profiles to run any of the search types that have been configured for them.

Prerequisites

Before employees and managers can use the profile management self-service transactions, you must set up the following:

Define the content catalog.
Define your profile types.
(Optional). Define and configure approvals for profiles.

The use of approval processing for profiles is optional. You associate approvals workflow to profile types.
Define search types and run the Build Manager List and Build Profile Search Indexes processes required by the profile search and compare feature.
Set up the text on the self-service pages.

The profile management self-services pages use the Text Catalog. You can modify the delivered text to meet your organization's business needs. The Text Catalog is discussed in the PeopleSoft Enterprise HRMS Application Fundamentals PeopleBook.
Configure the Direct Reports functionality for your organization.

The manager self-service options for profile management use the direct reports functionality to determine managers' direct reports. The Direct Reports functionality is discussed in the PeopleSoft Enterprise HRMS Application Fundamentals PeopleBook.

See Also

Setting Up the Content Catalog

Setting Up Profile Management

Setting Up Search and Compare Profiles

Working with Common Components

Maintaining Person Profiles

This section provides an overview of person profiles and lists pages to review and update personal profiles.

Understanding Person Profiles

Employees can have one or more profiles, but only one profile per profile type. PeopleSoft delivers the profile type PERSON to create person profiles, but you can create other profile types according to your organizational requirements. For further information about creating profile types see the PeopleSoft Enterprise Human Resources PeopleBook: Manage Profiles.

Employees and managers use the Profile Details page to view and update person profiles. Here is an example person profile:

Example person profile

Profile content is divided into tabs which appear as links in navigation bars. Between the navigation bars, the page lists the content sections of the tab that is currently selected. When the employee or manager selects a different tab, the system updates the page to show the content sections for that tab. The content sections that employees and managers can view and update is determined by the security settings for the content sections in the profile type definition. This means that the profile content can vary according to the role accessing the profile.

Employees and managers add items to the person profile from the content catalog that you set up in Manage Profiles. They can also copy items from job profiles that are related to the employee's job, by selecting Copy from Job Profile in the Profile Actions field and clicking the Go button. The system searches for job profiles that match the employee's job data. There could be more than one profile related to the employee's job data. For example, if you have set up profiles for job codes and positions and the person has a position selected in job data, the system lists these profiles and the employee or manager selects the profile that they want to use.

The Profile Details page lists the approved items only. If changes have been made to the profile but not yet approved, links appear on the Profile Details page to indicate that there are items that are saved, pending approval, or denied. When the employee or manager clicks the link, the system displays a list of the items with that approval status.

Items added, updated, or deleted from a profile are assigned a Saved status when the employee or manager clicks the Save button. The changes are submitted for approval when they click the Submit button.

For changes that don't require approval, the items are automatically set to approved when the employee or manager clicks the Submit button and the Profile Details page is updated with the changes.

Warning! After clicking the Save button, the Profile Details page is refreshed to show approved items only. This means that the changes that were saved are no longer visible because these items do not have an approved status. However, a link appears to indicate that there are saved items and clicking the link enables the employee or manager to view and update the changes.

See Also

Setting Up the Content Catalog

Setting Up Profile Management

Pages Used to Review and Update Person Profiles

Page Name	Object Name	Navigation	Usage
View Person Profiles	HR_DR_ADDL_INFO	Manager Self Service, Learning and Development, Team Person Profiles, View Person Profiles	Displays the instructions for the transaction and the effective date field. Managers can change the default effective date to view profiles of the new effective date.
View Person Profiles — Select Employees to Process	HR_DR_SELECT_EMPS	Click Continue on the View Person Profiles page.	Displays a list of the people who report to the manager. Managers select the person whose profile they want to view and click Continue.
Select Profile Type	JPM_JP_SEL_PRF_EMP	Self Service, Learning and Development, My Profile, Select Profile Type Select an employee on the View Person Profiles — Select Employees to Process page and click Continue. Select the Profile Action Select Another Profile Type and click Go on the Profile Details page.	Displays a list of the person profile types. Employees and managers select the profile type. This page is only displayed if there are two or more active person profile types. If there is only one active person profile type, this page is not displayed.
Profile Details	JPM_JP_PROFL2_EMP	Select a profile type on the Select Profile Type page and click the Select button.	Displays the person profile. Initially the profile is display-only. However, when employees or managers click the Edit Profile link, the system refreshes the page and makes the fields available. Employees or managers can add and delete items on the profile or modify existing profile items. The structure of a profile and the items that are available to add to the profile are determined by the profile type and the content catalog. When employees and managers click the Submit button, approval processing is initiated for those changes that require approval. The profile type definition determines which changes require approval. The Profile Details page shows only approved items. Any new profile items, changes to existing items, or deletions that have not been approved do not appear on the profile tabs after clicking Save to save the changes. Links appear on the page that indicate how many items have been saved but not submitted, are pending approval, or denied approval. Use these links or the corresponding Profile Actions to view the items that are unapproved.
Select New As of Date	JPM_JP_SELECT_DATE	Select the Profile Action View as of Another Date and click Go on the Profile Details page.	Employees and managers enter a different effective date and click OK to view the profile as of the new effective date.
Add New <content type>, View <content type>, Update <content type>	JPM_ITM_EMPDTL_SEC	Click the Add New <content type> link on the Profile Details page. Click a profile item from the Profile Details page.	Employees and managers use this page to view, update, or add profile item details. If the profile is not in edit mode, the page is display-only. The fields on the page vary according to the content type of the item and the profile type definition. Changes that require approval are submitted for approval processing when the employee or manager clicks the Submit button on the Profile Details page.
Related Items	JPM_PROF_DETAIL	Click the Related Content link on the Update <content type> page. Click the Related Content link on the View <content type> page. Click the Related Content link on the Add <content type> page.	Displays details of profile items that are related to the selected profile item.
Copy Items from Job Profile	JPM_COPY_PROFL_SEC	Select the Profile Action Copy from Job Profile and click Go on the Profile Details page.	Displays the job profiles associated with the employee's job data. The system determines which job profiles are related to the employee by searching the employee's job data record. If the employee has multiple jobs, the system checks all the active jobs for matching job profiles. Employees or managers select the job profile that they want to copy items from, and click the Select button. This page only appears if there are two or more active job profiles associated with the employee's job data. The system adds items in the job profile that are not already in the employee's profile.
Person Profile — Saved Items Person Profile — Pending Items Person Profile — Denied Items	JPM_JP_PRF_VW_CHGS	Select the Profile Action View Saved Items and click Go or click the Items saved link on the Profile Details page. Select the Profile Action View Pending Items and click Go or click the Items pending approval link on the Profile Details page. Select the Profile Action View Denied Items and click Go or click the Items denied link on the Profile Details page.	This page lists saved items, items awaiting approval (pending items), or items that were not approved (denied items). Saved items are changes that have been saved but not submitted. Employees and managers can edit saved items on the Saved Items page; the Pending Items page and the Denied Items page are display-only.
View All Rows	JPM_PROF_HIST_SEC	Click the View All Rows icon on the Profile Details page. Click the View All Rows icon on the Job Profile — Profile Details page.	View all effective-dated rows for an item on a person's profile or a job profile. This page lists the current, future, and historical rows for a profile item. Employees and managers use this page to track the history of a profile item. They click the profile item link to view details of the profile item for the selected effective date.
<content type>	JPM_APR_DTL_SEC	Click a profile item on the Person Profile — Saved Items page. Click a profile item on the Person Profile — Pending Items page. Click a profile item on the Person Profile — Denied Items page. Click a profile item on the Person Profile — Approval page.	Displays the details of the saved, pending or denied item. Employees and managers can update saved items. However, they cannot update pending or denied items.
Person Profile — Summary of Changes	JPM_JP_PERSUMM_SEC	Click the Submit button on the Profile Details page.	Lists the changes made to the profile. There is a scroll area for each section of the profile that was modified, which lists any items added, deleted or edited. If the content section changes need approval, Requires Approval is shown in title of the scroll area. Employees and managers can enter comments for the approver before clicking the Submit button. The comments box is only displayed if there are items requiring approval.
Approvals	JPM_JP_PROFL_APPR	Click the Submit button on the Person Profile — Summary of Changes page. Click the Submit button on the Job Profile — Summary of Changes	Displays a confirmation of the approval submission. If approval is required for some of the changes, the Approval Routing group box provides a summary of the approval routing. Items that do not require approval are automatically approved and appear in the profile when employees and managers click OK to return to the Profile Details page.

Approving Person Profile Changes and Viewing Approval History

This section provides an overview of profile approvals and lists the pages used to approve profile changes and view approval history.

Understanding Profile Approvals

The use of approvals processing with profiles is optional. If your organization uses approvals processing, it is configured at the profile type level. An approval definition is selected for a profile type on the Profile Types — Attributes page and you then specify whether a content section requires approval on the Content Section page. For further information about defining profile types see the PeopleSoft Enterprise Human Resources PeopleBook: Manage Profiles.

If approval is required for a content section, any additions, updates or deletions trigger approvals workflow. PeopleSoft delivers approval definitions for person profiles that are configured so that when employees update or create a profile, their manager approves changes. However, you can create approval definitions to configure approvals according to your requirements.

Managers use the Manage Approvals page to view approvals and they approve or deny changes at the profile level. Employees can track their own approvals using the Approval Transaction History page.

See Also

Setting Up and Working with Approvals

Pages Used to Approve Profile Changes and View Approval History

Page Name	Object Name	Navigation	Usage
Manage Approvals	JPM_JP_MNG_APPRVL	Manage Self Service, Learning and Development, Approve Profiles	Managers use this page to view a list of profiles that are waiting for approval, profiles that have been approved, and profiles that have approval status of Denied. Managers click the profile name to view the Person Profile — Approval page that lists the changes.
Person Profile — Approval	JPM_JP_PERS_APPR	Click the profile name on the Manage Approvals page. Click the profile name on the Approval Transaction History page.	View a list of the changes to the person profile and details of the approvals processing. Managers click the Approve button to approve the changes or click the Deny button to reject the changes.
Person Profile — Approval Confirmation Person Profile — Deny Confirmation	JPM_JP_PER_APR_CNF	Click the Approve button on the Person Profile — Approval page. Click the Deny button on the Person Profile — Approval page.	Displays a confirmation message when managers click the Approve button to approve profile changes or click the Deny button to reject profile changes submitted for approval
Approval Transaction History	JPM_JP_APPRVL_HIST	Self Service, Learning and Development, Profile Approval History, Approval Transaction History	Lists profile approval transactions that the employee submitted. Employees can search for transactions within a specific date range and restrict the search to transactions with a specific status (Pending, Denied, or Approved).

Maintaining Interest Lists

This section provides an overview of interest lists and lists the pages used to maintain employee interest lists.

Understanding Interest Lists

Interest lists enable employees and managers to identify jobs that are of interest to the employee. Each employee has one interest list that is accessed by the employee, the employee's manager, and the profile administrator.

Employees can add profiles to their interest list using the My Interest List option, when viewing job profiles, or from the Search Results page. Similarly, managers can view and update their employees' interest lists using the Team Interest Lists option or they can add a profile to an employee's interest list while viewing job profiles.

Employees and managers can only delete a job profile from the interest list if they added the profile to the list (shown in the Assigned By field).

See Also

Viewing and Updating Job Profiles

Page Used to Maintain Employee Interest Lists

Page Name	Object Name	Navigation	Usage
Manage Interest Lists	HR_DR_ADDL_INFO	Manager Self Service, Learning and Development, Team Interest Lists Select the Profile Action Express Interest for Employee and click Go on the Job Profiles — Profile Details page.	Displays the instructions for the transaction and the effective date field. Managers can change the default effective date.
Manage Interest List — Select Employees to Process	HR_DR_SELECT_EMPS	Click Continue on the Manage Interest List page.	Displays a list of the people who report to the manager. Managers select the person whose interest they want to view and click Continue.
Interest List	JPM_INTEREST	Self Service, Learning and Development, My Interest List Select an employee on the Manage Interest List — Select Employees to Process page.	Lists the job profiles in the employee's interest list. The Assigned By column shows who added the profile to the interest list. Employees add profiles to their interest list, managers can add job profiles to their employees' interest lists, and profile administrators can add profiles to employees' interest lists. Employees and managers can only delete a job profile from the interest list if they added the profile to the list.

Viewing and Updating Job Profiles

This section lists the pages used to view job profiles.

Pages Used to View Job Profiles

Page Name	Object Name	Navigation	Usage
My Job Profiles — Select Profile	JPM_JP_REL_PRF_EMP	Self Service, Learning and Development, My Job Profiles Select the Profile Action View Related Job Profiles and click Go on the Person Profile — Profile Details page. Select a search on the Search for Profiles page that has a non-person profile type defined as the source profile type and a criteria rule of Default and Display or Default, No Display.	Lists the profiles that are associated with the employee's job. Employees select the job profile that they want to view or use in the search and compare. This page is only displayed if there are two or more active job profiles related to the employee. If there is only one active job profile, this page is not displayed. The system determines which job profiles are related to an employee by searching the employee's job data record. If the employee has multiple jobs, the system checks all the person's active jobs for matching profiles.
View Job Profiles — Select a Profile Interest List — Add Profiles	JPM_COM_PROF_SRCH	Self Service, Learning and Development, View Job Profiles Manager Self Service, Learning and Development, View Job Profiles Click the Add Profile link on the Interest List page.	Employees and managers search for a job profile by either selecting a profile type or entering a profile name. They can view active job profiles that are defined as end profiles; profiles defined as templates only are not available to self-service users. This is defined in the profile type definition on the Profile Type — Identities page. From the list of profiles, employees and managers click the profile name to view the profile details. Managers can create a new profile by clicking the Add a Profile link on this page. This link is not available to employees.
Job Profiles	JPM_MGRSS_PROFL1	Click the Add a New Profile link on the View Job Profiles — Select a Profile page.	Managers select the profile type for the new profile. The system then displays the content sections that are set up for the selected profile type.
Job Profiles — Profile Details	JPM_MGRSS_PROFL1B JPM_MGRSS_PROFL1C	Select a job profile from the My Job Profiles — Select Profile page. Select a job profile from the View Job Profiles — Select a Profile page.	Displays the job profile that the employee or manager selected. Employees add job profiles to their interest list from this page by selecting Express Interest in the Profile Actions field and clicking the Go button. Managers add a profile to the interest list of a team member by selecting Express Interest for Employee in the Profile Actions field and clicking the Go button. The system displays only those content sections that are authorized for the employee or manager roles in the profile type definition. Managers can also use this page to create and edit job profiles. When the page is initially displayed, the fields are display-only. However, if the manager clicks the Edit Profile link, the system refreshes the page and makes the fields available. Managers can only update content sections to which they have update access, as defined on the Content Section page in the profile type definition.
Update <content type>, View <content type>, Add New <content type>	JPM_PROF_DTL_SEC	Select a profile item from the Job Profiles— Profile Details page. Click the Add New <content type> link on the Job Profiles— Profile Details page.	Displays the details of a profile item. The fields on this page vary according to the content type of the item. Managers can update this information. Changes that require approval are submitted for approval processing when the manager clicks the Submit button on the Job Profiles — Profile Details page.
Related Items	JPM_PROF_DETAIL	Click the Related Content link on the Update <content type> page. Click the Related Content link on the View <content type> page. Click the Related Content link on the Add <content type> page.	Displays details of profile items that are related to the selected profile item.
Profile Identity Search	JPM_JP_PID_SRCH	Click the Search button in the Profile Identities scroll area of the Job Profiles— Profile Details page.	Managers use this page to select a profile identity for the job profile that they are editing.
Non-person Profile — Summary of Changes	JPM_JP_NPSUMM_SEC	Click the Submit button on the Job Profiles — Profile Details page.	Lists the changes that the manager has made to the job profile. The manager clicks the Submit button to submit the changes for approval or clicks Cancel to return to the Job Profiles — Profile Details page.

Searching and Comparing Profiles

This section provides an overview of search and compare profiles and lists pages used to search and compare profiles.

Understanding Search and Compare Profiles

Employees and managers use the Search and Compare Profiles option to search for profiles that match certain search criteria. When employees and managers select this option, the system lists the search types that are defined for their role. Search types are configured on the Search Configuration page (Set Up HRMS, Product Related, Profile Management, Define Search Configuration) for the profile types that you have defined. For further information about setting up Search and Compare Profiles, see the PeopleSoft Enterprise Human Resources PeopleBook: Manage Profiles.

Depending on how the search is configured, employees and managers can set up or modify the search criteria before running the search. The system assigns matching profiles a score that indicates how well the profile matches the search criteria. For further information about how the system calculates the scores, see the PeopleSoft Enterprise Human Resources PeopleBook: Manage Profiles.

The Search Results page lists the matching profiles in descending score order, with the highest scoring profile listed first. Employees and managers can compare profiles listed on the Search Results page with the search criteria either by clicking the score link for a profile or using the Compare Profiles button to compare more than one profile. The comparison provides a list of each item in the search criteria with the score for the matching profile.

See Also

Setting Up Search and Compare Profiles

Pages Used to Search and Compare Profiles

Page Name	Object Name	Navigation	Usage
Search for Profiles	JPM_SRCH_TRANSFER	Self Service, Learning and Development, Search and Compare Profiles, Search for Profiles Manager Self Service, Learning and Development, Search and Compare Profiles	Lists the search types that are available to the employee or manager. Searches are defined on the Search Configuration page. Employees or managers select the search that they want to run by clicking the search name link.
Search and Compare Profiles — Select a Profile	JPM_COM_PROF_SRCH	Click a search link on the Search for Profiles page.	This page is displayed if an employee or manager selects a search that has a source profile type with profile usage of End/Final/Job (non-person profile). The page displays the default source profile type that is defined for the search. Employees and managers use this page to search for, and select, the profile that they want to use as the source profile.
My Job Profiles — Select Profile	JPM_JP_REL_PRF_EMP	Employees select a search on the Search for Profiles page that has a non-person profile type defined as the source profile type and a criteria rule of Default and Display or Default, No Display.	Lists the profiles that are associated with the employee's job. Employees select the job profile that they want to use in the search and compare. This page is only displayed if there are two or more active job profiles related to the employee. If there is only one active job profile, this page is not displayed. The system determines which job profiles are related to an employee by searching the employee's job data record. If the employee has multiple jobs, the system checks all the person's active jobs for matching profiles.
Search and Compare Profiles	HR_DR_ADDL_INFO	Click a search link on the Search for Profiles page.	This page is displayed if a manager selects a search that has a source profile type with profile usage of person. Displays the instructions for the transaction and the effective date field. Managers can change the default effective date.
Search and Compare Profiles — Select Employees to Process	HR_DR_SELECT_EMPS	Click the Continue button on the Search and Compare Profiles page.	Displays a list of the people who report to the manager. Managers select the person to use in the search and click Continue.
Search for Profiles — Search Criteria	JPM_SRCH_CRITERIA	Click one of the search links on the Search for Profiles page. Click the Modify Search Criteria link on the Search Results page.	Displays the search criteria for the search that the employee or manager selected on the Search for Profiles page. If the search selected has a criteria rule of Default, No Display the system runs the search without displaying this page; for this type of search employees and managers can view the search criteria after running the search by selecting the Modify Search Criteria link on the Search Results page. Employees and managers use this page to view and modify the search criteria before running the search. They also use this page after running a search to modify the search criteria and re-run a search. When the employee or manager clicks the Search button, the system runs the search using the criteria defined on the page.
Search for Profiles — Search Results	JPM_SRCH_RESULT	Click one of the search links on the Search for Profiles page. Click the Search button on the Search Criteria page.	Displays the results of the search. The page lists the profiles that best match the search criteria. The value in the score column indicates how well the profile matches the criteria. The system lists the matching profiles according to their score, the highest score listed first and then in descending order of score.
Search and Compare Profiles — Match Result	JPM_COMPARE_RESULT	Click a score link on the Search Results page. Click the Compare Profiles button on the Search Results page.	Displays a comparison of the search criteria and the selected profiles. The left hand column lists each search criterion. The remaining columns list the percentage scores for each profile that indicate how well the profile matches that criterion.
Add to Interest List — Confirmation	JPM_INT_CONFIRM	Click the Add to Interest List button on the Search Results page. Select the Profile Action Express Interest and click Go on the Job Profile — Profile Details page.	Displays the profiles that have been added to the employee's interest list.

See Also

Setting Up Profile Management