Generating DADS

This chapter lists prerequisites and discusses how to:

Extract DADS data.
Add and update extracted DADS data.
Generate DADS files.

Prerequisites

Before you extract DADS information, you must set up your DADS information including data types, structures, reporting establishments, and sending references.

Extracting DADS Data

After you complete the DADS setup pages, you can extract DADS information from the payroll tables.

This section discusses how to extract DADS data.

Page Used to Extract DADS Data

Page Name	Object Name	Navigation	Usage
DADS Extraction	GPFR_DA_RUNCNTL	Global Payroll & Absence Mgmt, Year-End Processing, Extract DADS Data FRA, DADS Extraction	Extract DADS human resources and global payroll data for a unified DADS declaration by launching the DADS Extraction Application Engine process (GPFR_DA_AE).

Extracting DADS Data

Access the DADS Extraction page.

Note. You can save and run the process only after completing the Sending Reference and Pay Group fields.

Sending Reference	Select a file layout defined on the Sending Reference page.
Used Dates	Indicate the types of dates used for payroll segment selection. Values are: End Dates: Selects the segments that have an end date included in the Declared Year field value. Payment Dates: Selects the segments that have a payment date included in the Declared Year field value. For example, if a company applies a payroll gap (décalage de paie) for the salary payment, then the payroll period is also the calendar month, but the payment is made during the following month. If you select End Dates, when launching the DADS extraction for the year 2005, the payroll months retrieved are from January 2005 to December 2005, corresponding to the months having an end date included in the 2005 year. If you select Payment Dates, when launching the DADS extraction for the year 2005, the payroll months retrieved are from December 2004 to November 2005, corresponding to the months having a payment date included in the 2005 year.
Chosen Service	Select DADS-U.
Declaration Type	Displays Normal.
Declared Year	Select the year of declaration. The previous calendar year appears by default.
Purge	Select to specify how the system handles added data. Values are: Delete Added Data: Deletes previously-extracted data, modified, and added data before the new extraction process is performed. Keep Added Data: Employees added in the DADS Situation By Employee and the related data added in the DADS Situation Dtls are not deleted when launching the extraction process. Previously extracted and updated data are deleted before the extraction process is performed. You must purge data for the first DADS launch in a new year. If not, the system displays an error message if the DADS tables contain data related to previous years.
Declaration Part	Displays No Fraction. This is the only value available. If your company changes to Global Payroll for France in the middle of the year, you must provide two DADS declarations, one from your former system, and a second partial declaration created from the PeopleSoft application. In this case, several records extracted by Global Payroll for France must be overridden using the Update DADS Companies page. The record S20.G01.00.004.002 must be equal to 52 for Complementary Declaration. The record S20.G01.00.005 must be equal to the fraction number on the format nd, where n corresponds to the fraction number of the current declaration and d correspond to the total number of fractionated declarations performed. By default, the record is equal to 11: the declaration is not fractionated. The record S20.G01.00.006 must be populated in case of Complementary Declaration. Contact the organizations receiving your declaration to determine the value to be input in this record.
Stream Number	Enter the range of employees to process, if you are using the Stream extraction process option.
Process Option	Select a process option. Options are: ALL: Extracts all data for all employees. NON-PAYEE: Extracts structures S10, S20, and S80, including all information not related to employee information, such as extraction of company, establishment structures, and so forth. OVERRIDE: Extracts only DADS situations with a status of Pending. PAYEE: Extracts DADS structures S30 and S41–S46, including information related only to payees, such as situation, personnel information, salaries paid, and so forth. STREAM: Extracts information related only to payees that are listed in the stream. For extracting small populations, select ALL. For better extraction performance, however, split the extraction process among the three others to enable several processes to run in parallel. Deciding between the Payee extraction process option plus pay groups and the Stream extraction process option plus a stream number depends on the organization. Companies that define several pay groups use the first option, and companies with only one pay group and several streams use the second option.
DADS Validation Status	Select to automatically review extracted DADS data for errors. Errors can be corrected on the Error Structure page of the List DADS Errors component.
Report Definition	Select to produce a specified report format. Then select a report format from the search prompt.
Pay Groups	Select a pay group. The system processes the pay groups listed here.

Adding and Updating Extracted DADS Data

This section provides an overview of extracted DADS data and discusses how to:

Select a structure.
Select a record and update data.
Update situation periods.
Update situation events.
Import external DADS data.
Validating extracted DADS data.
Create summary reports of DADS data.
List DADS data errors.
List DADS error details by record.
List and correct DADS errors by type.

Understanding Extracted DADS Data

After DADS data has been extracted, you can update or add data to the structures created in the extraction process. You can also display all errors in the DADS data extract, then drill down to each affected record and resolve the error. You use different pages to add or update particular types of extracted data, such as company data and establishment data. Each page works the same way: you choose a data structure and then a record within that structure. You use separate pages to list and locate all DADS errors.

These are the high-level steps of the DADS extract updating process:

Edit and add situation periods and situation events.
Edit and add structures and records.
List errors in the extracted DADS data, drill down to each error, and correct it.

Note. Errors appear on the Error Listing page only if you select DADS Validation Status on the DADS Extraction page.

Pages Used to Add and Update Extracted Data

Note. Components with ALL in the name display DADS data for all employees. You should only grant access to these pages to employees authorized to access all employee data. The mirror components without ALL in the name give access to employees according to PeopleTools standard security.

Page Name	Object Name	Navigation	Usage
Sending References	GPFR_DA_UPDATE	Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Sending Refs FRA, Sending References	Add or update the extracted sending reference data.
Companies	GPFR_DA_UPDATE	Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Companies FRA, Companies	Add to or update the extracted company data.
Situation Periods	GPFR_DA_EMPL	Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Sit. Empl All FRA, Situation Periods Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Sit Empl FRA, Situation Periods	Update DADS extracted data related to the list of declared situation periods for each employee.
Situation Events	GPFR_DA_EMPL	Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Sit. Empl All FRA, Situation Events Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Sit Empl FRA, Situation Events	Update DADS extracted data related to the list of declared situation events for each employee.
Update Employees	GPFR_DA_UPDATE_3	Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Employees All FRA, Situation Events Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Employees FRA, Situation Events	Update DADS extracted data related to the declared employees.
Update Situations	GPFR_DA_UPDATE	Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Sit Dtls All FRA, Situations Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Situation Dtls FRA, Situations	Add or update the extracted DADS employee identifiers and period lists.
Fees	GPFR_DA_UPDATE	Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Fees FRA, Fees	Add or update the extracted fee information.
Detail	GPFR_DA_UPD_DET	Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Sending Refs FRA, Detail Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Companies FRA, Detail Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Situation Dtls FRA, Detail Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Sit Dtls All FRA, Detail Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Fees FRA, Detail Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Establishments FRA, Detail	Enter or correct details.
Establishments	GPFR_DA_UPDATE	Global Payroll & Absence Mgmt, Year-End Processing, Update DADS Establishments FRA, Establishments	Add or update the extracted establishment information.
DADS Data Check	GPFR_DA_CHK_RUNCTL	Global Payroll & Absence Mgmt, Year-End Processing, Validate DADS Data FRA, DADS Data Check	Search extracted DADS data for possible errors.
Output DADS Data	GPFR_DA_SUMM_CNTL	Global Payroll & Absence Mgmt, Year-End Processing, Output DADS Data FRA, Output DADS Data	Generate a custom report from DADS data.
Error Listing	GPFR_DA_ERR_STRUCT	Global Payroll & Absence Mgmt, Year-End Processing, List DADS Errors FRA, Error Listing	View a listing of all DADS data errors for structures that are associated with a sending reference.
List by Record	GPFR_DA_ERR_RECORD	Click the link in the Record column of the Error Listing Details grid on the Error Listing page.	View a detailed listing of records with DADS errors for a particular structure and sending reference.
List by Type	GPFR_DA_ERR	Click the link in the Details column of the Error Listing by Record Details grid on the List by Record page.	View and correct specific DADS error types for a particular structure and sending reference.

Selecting a Structure

Access any of the pages used to update and add to previously extracted DADS data.

Structure

Select a structure to populate the Records group box. The system retrieves record data according to the User Option field value (editable, display-only, or invisible) on the Structure page of the DADS Structures FRA component that you used to set up DADS.

Selecting a Record and Updating Data

Access the Detail page.

Each page includes four tabs at the record level: Value, Status, Format, and Stamp.

Value

Select the Value tab.

Add new values. Values must be in the correct format.

Status

Select the Status tab.

You cannot delete extracted DADS data. Use this tab to view the current status of DADS data and render the data inactive.

Data Status

Displays a status indicating if data comes from the extraction process (Extracted), if it has been updated (Extracted and Updated), or if it has been added (Added). When an extraction is repeated, the status levels are handled differently:

Extracted: Data is extracted again.

Extracted and Updated Data: Original data is extracted again and updates are lost.

Added: Data is retained if the DADS extraction is set to Keep Added Data. Otherwise, the data is deleted..

Action

Displays the action. Values are:

Override: Indicates that a manual change replaces extracted data.

Add: Indicates that extracted data and additional data are totaled.

Status

Displays the status.

During file generation, the system does not use records with a status of Inactive.

Format

Select the Format tab.

This tab indicates attributes of the record definition; it is display-only.

Stamp

Select the Stamp tab.

Each modified entry is stamped with date, time, and user ID. The tab displays the previous time stamp.

Updating Situation Periods

Access the Situation Periods page.

Period Begin Date and Period End Date

These fields are available only when adding a new period. Dates must be within the year declared in the DADS data extract. Dates may not overlap with any existing situation periods.

Date Status

Indicates source of period data. Values are:

Extracted: Data was generated by the DADS data extraction process.

Added: The period was entered manually.

Pending: The period was generated by the DADS data extraction process and then manually changed. To validate the manual changes, rerun the DADS extraction process. This changes the status of the pending period to Extracted.

Records

Displays the number of records updated, followed by the total number of records in the structure.

Status

Displays the status of the situation period. Values are:

Active: This is the default value.

Inactive: This period is not included in the generated DADS file. If selected, the data status is changed to Pending.

Source

Indicates source of period data. Values are:

Auto: The period was generated by the DADS data extraction process. This period can be set to Inactive, but it cannot be deleted.

Manual: The period was added manually. Note that after saving a manually added period, you must add situational data using the DADS Situation Details component.

For example, if an employee finishes a first contract for a company on May 15, 2004 and is rehired on December 30, 2004, but not registered in time in the system, you can add a new situation period of December 30, 2004 through December 31, 2004. Once this new situation is created, you must update manually, at the minimum, all S41 and S44 records, since no payroll results exists for the second contract.

Updating Situation Events

Access the Situation Events page.

Consider the following possible use of this page: an employee changes category status on December 1st 2004. This date corresponds to the December segment begin date. If the change is not recorded in the system in time, you encode an Event Entry with an effective date equal to 01/01/2004 with a begin situation code of 025. The DADS extraction can be launched again with extraction Process Option set to Override.

Important! When a manual change is made in the situations pages, the extraction needs to be run again with the Override process option in order to have the extraction process consider only the situations that have been modified.

After the extraction, two situations are created for the employee:

One situation from 01/01/2004 to 30/11/2004
One situation from 01/12/2004 to 31/12/2004.

The records related to payroll results populated for this situation are retrieved from the December payroll results. In this example, as no retro calculation was done, manual changes need to be performed to modify the information related to the new category status.

Source

Indicates how the situation period was created. Depending on the value, you can change how the situation period is used by the system. Values are:

Auto: The situation change was generated by the DADS data extraction process. To override the situation change, click Ignore. This action extends the duration of the prior situation period. You cannot set the first situation period to Ignored.

Manual: The situation change was added manually.

Ignored: The situation was manually set to Ignored. To reinstate the situation period, click Activate.

Activated: The situation period was activated manually.

Effective Date

Displays the date of the new situation change. This date must be equal to a segment begin date.

Begin Situation Code and End Sit.Code for Prev. Period (end situation code for previous period)

Available codes are defined in the STREAS data type.

Importing External DADS Data

You can import DADS data from external systems using component interfaces. PeopleSoft provides the following component interfaces:

CI_GPFR_DA_DATTYP: imports data into the DADS Data Types FRA component (GPFR_DA_DATTYP).
CI_GPFR_DA_SIT: imports data into the DADS Situations FRA component (GPFR_DA_SIT).
CI_GPFR_DA_UPDATE_3: imports data into the DADS Employees All FRA component (GPFR_DA_UPDATE_3).
CI_GPFR_DA_UPDATE_4: imports data into the Update DADS Sit Dtls All FRA component (CI_GPFR_DA_UPDATE_4).
CI_GPFR_DA_UPDATE_6: imports data into the Update DADS Establishments FRA component (GPFR_DA_UPDATE_6).
CI_GPFR_DA_UPDT_CRT: imports data into the Update DADS Fees FRA component (GPFR_DA_UPDT_CRT).

Validating Extracted DADS Data

Access the DADS Data Check page.

The Validate DADS Data page finds errors such as invalid characters and missing mandatory records in the extracted DADS data. DADS data validation can be started automatically when DADS data is extracted, or manually by using this page. For large data extractions, you should not check DADS data automatically.

This process can be run as many time as necessary to ensure that any data added manually after extraction does not contain additional errors. The system retrieves errors for unauthorized categories, mandatory records that are not filled, and record formats that do not fit the record definition. The system also controls amounts, sending warning messages for zero or negative amounts. These error checks are the first level of control. DADS organizations provide more complete error control when they receive the files.

Sending Reference

Select the sending reference ID of the group of records that you want to validate.

Selection Criteria

Select to specify which type of records you want to check for invalid characters and other errors. Invalid characters are characters that are not supported by the DADS data norm. Values are:

All: Checks all records for invalid characters. This selection checks all files instead of a subset; this option takes longer to run than the other options.

Pending: Checks only records that have been manually updated after extraction.

Not Checked: Checks only records that have not been checked after extraction.

Status Counters

Displays the number of records per status category. Values are:

Errors: This is the number of records with errors. Errors can be missing records, record values that are not allowed in that context, or records containing invalid characters.

Warnings: This is the number of records with warning messages. Warning messages are generated for negative amounts, negative or zero amount salaries, and other data that are technically allowed, but may not be accurate.

Pending: This is the number of pending records. Pending records are records that were added or updated after the DADS extraction and that may need to be checked again by the DADS validation process.

Ignore: This is the number of records that were set to Ignore.

Creating Summary Reports of DADS Data

Access the Output DADS Data page.

Sending Reference

Select the sending reference of the DADS data that you want to be written to a report.

Report Definition

Select a custom report format that you want to use. You define reports using the DADS Reporting Dfn. page.

Listing DADS Data Errors

Access the Error Listing page.

Record

Click this link to access the List by Record page, where you can view a detailed listing of records with DADS errors for a particular structure and sending reference.

Listing DADS Error Details By Record

Access the List by Record page.

Details

Click this link to access the List by Type page, where you can view and correct specific DADS error types for a particular structure and sending reference.

Listing and Correcting DADS Errors By Type

Access the List by Type page.

Link

Click the link to access the corresponding Detail page, where you can correct the error for the particular type of extracted data.

Generating DADS Files

The system reads data from the DADS tables and writes them to the DADS report and flat files by using a batch process. A simple Structured Query Report (SQR) program builds the files and the report.

This section discusses how to create the DADS report and files.

Page Used to Generate DADS Files

Page Name	Object Name	Navigation	Usage
File Generation	GPFR_DA_FRUNCNTL	Global Payroll & Absence Mgmt, Year-End Processing, Create DADS File FRA, File Generation	Run the DADS File Generation SQR process (GPFRDADS) that creates the DADS report and files.

Creating the DADS Report and Files

Access the File Generation page.

Sending reference

Displays the file layout established on the Sending Reference page.

Recipient

Displays the recipient selected on the Recipient page.

Test Indicator

Select to indicate whether the file generation is a real or a test file generation.

Output

Select one or more output files or reports.

DADS-U File	Prints a DADS-U file. If this report is selected, enter a destination file directory in the File Name field.
Exception	Displays a list of the errors, warnings, and exceptions that are retrieved by the Validating Extracted Data process.
Descriptive	Displays a detailed view of the DADS file including a description of the records.
Summary	Displays a summary of amounts and headcount totals for each company and establishment.
File Name	Enter the file directory path and file name for the DADS-U file. If the DADS-U File check box is selected, this field is required. Here is a sample file path and name: \\server_name\PS\dads\dads2003.txt
Select by	This field is available only if the Descriptive check box is selected. Values are: All: The report contains all DADS records. Subset: The report contains DADS records for only those companies and establishments that you select. If this option is selected, the Company/Establishment group box appears. You can enter multiple companies and establishments.
Exception Threshold	This field is available only if the Exception check box is selected. Enter the number of errors of the same type that must occur before they are displayed on the first page of the report. For example, if Length is set to 20, a report with 15 of the same type of error will not display them on the first page of the report. This field is useful for identifying which errors occur repeatedly. Errors that recur at a high rate are likely to be setup errors that require modification of the setup rather than manual modification for each employee. By isolating these errors, you can then go and fix the errors in the setup and run the extration process again. For example, if the extraction process never populates a mandatory field, this is an error that needs to be corrected in the setup because otherwise you would have to correct it for all employees.

Period Begin Date and Period End Date	These fields are available only when adding a new period. Dates must be within the year declared in the DADS data extract. Dates may not overlap with any existing situation periods.
Date Status	Indicates source of period data. Values are: Extracted: Data was generated by the DADS data extraction process. Added: The period was entered manually. Pending: The period was generated by the DADS data extraction process and then manually changed. To validate the manual changes, rerun the DADS extraction process. This changes the status of the pending period to Extracted.
Records	Displays the number of records updated, followed by the total number of records in the structure.
Status	Displays the status of the situation period. Values are: Active: This is the default value. Inactive: This period is not included in the generated DADS file. If selected, the data status is changed to Pending.
Source	Indicates source of period data. Values are: Auto: The period was generated by the DADS data extraction process. This period can be set to Inactive, but it cannot be deleted. Manual: The period was added manually. Note that after saving a manually added period, you must add situational data using the DADS Situation Details component. For example, if an employee finishes a first contract for a company on May 15, 2004 and is rehired on December 30, 2004, but not registered in time in the system, you can add a new situation period of December 30, 2004 through December 31, 2004. Once this new situation is created, you must update manually, at the minimum, all S41 and S44 records, since no payroll results exists for the second contract.

Sending Reference	Select the sending reference of the DADS data that you want to be written to a report.
Report Definition	Select a custom report format that you want to use. You define reports using the DADS Reporting Dfn. page.

Sending reference	Displays the file layout established on the Sending Reference page.
Recipient	Displays the recipient selected on the Recipient page.
Test Indicator	Select to indicate whether the file generation is a real or a test file generation.