Understanding Integration with Enterprise Applications
This chapter provides an overview of Enterprise application integration and discusses how to:
Track and process training data using Administer Training and Global Payroll.
Track and process training data using Administer Training, Enterprise Learning Management and Global Payroll.
Use Enrollment Pages to Manage Professionalization Contracts and DIF Entitlements.
Validate training hours.
Send DIF training data to the payroll system.
Import Payroll data to Administer Training.
Understanding Integration with Enterprise Applications
This section discusses:
Statutory requirements of the May 4 training law.
Tracking and processing training data using Administer Training and Global Payroll.
Tracking and processing training data using Administer Training, Enterprise Learning Management and Global Payroll.
Note. Administer Training and Enterprise Learning Management are integrated whether or not the customer uses Global Payroll
Statutory Requirements of the May 4 Training Law
Starting in the year 2004, the May 4 law requires enhancements to training administration in the following areas:
|
Area of Statutory Enhancement |
Description |
|
Training Categorization |
All courses must be associated with one of the following categories:
|
|
Professionalization Contract |
This contract affects salary calculations and the calculation of exemptions from social contributions. |
|
DIF (Droit Individuel à la Formation [Individual Training Rights]) |
This entitlement specifies the number of hours that employees receive for training according to their seniority, contract type, and working hours. |
Tracking and Processing Training Data Using Administer Training and Global Payroll
To track and process training data:
Use the Demand from Budget Training and Training Hours Details pages to:
Indicate when enrollment in a course occurs as part of a professionalization contract.
Indicate when enrollment in a course occurs for the purpose of skills development.
Record DIF and non-DIF hours.
Validate DIF and skills development training hours and transfer these hours to the payroll system using the FRA Training Validation (GP) and FRA Training Validation (TRN) components.
Process payroll and calculate DIF and skills development entitlements (earnings) in Global Payroll for France based on the training hours validated in Step 2.
Import DIF balance data from Global Payroll for France into Administer Training using the writable array FOR WA DIF HR.
Training administrators and others can then view this data on the enrollment pages in Administer Training to determine whether there are enough hours in a student's DIF balance to permit additional DIF allocations.
These steps can be represented as follows:
Diagram of training data tracking and processing
Tracking and Processing Training Data Using Administer Training, Enterprise Learning Management and Global Payroll
Enterprise Learning Management integrates directly with the Administer Training business process in Human Resources 8.9 and above and indirectly with Global Payroll for France 8.9 and above, enabling you to produce the 2483 report, track DIF balances, and compensate learners for DIF training hours and training hours done outside the normal work schedule. The three applications interact as follows:
Enterprise Learning Management is the application that you use to set up the learning catalog, instructors, vendors, and so on. You also use this application to track learning costs and to manage enrollment and other day-to-day tasks.
The Administer Training business process compiles information provided by Enterprise Learning Management and payroll and generates the 2483 report.
Global Payroll for France computes learner and instructor salaries for the 2483 report and calculates learners' DIF entitlement balances.
It also calculates the salary for training hours done outside of normally scheduled work hours.
Important! When you use Enterprise Learning Management to set up and track learning, do not use the Administer Training business process for those tasks. Use the Administer Training business process to configure and generate the 2483 report only. A permission list designed for Enterprise Learning Management users provides access to the Administer Training pages that are needed to set up and generate the 2483 report. In this case, the Enterprise Learning Management check box must be selected in the Products page of the Installation Table.
The following diagram shows the relationships between the three applications.
Administer Training Integration with Enterprise Learning Management and Global Payroll
Integration Points
Enterprise Learning Management uses integration points to publish information to Human Resources and to subscribe to information provided by that application. Following is a list of the full sync and incremental sync integration points that are used to track learning costs and hours.
Note. The full sync messages can generate a high volume of data. Use these messages only if you need to resynchronize HR data and Enterprise Learning data during the integration process.
|
Message Name |
Message Handler/Application Class |
Records Populated in Enterprise Learning Management |
Explanation |
|
TRAINING_HOUR_SYNC (incremental sync) TRAINING_HOUR_FULLSYNC (full sync) |
Not applicable |
Not applicable. |
Outbound message that publishes validated training hours and DIF information to Human Resources. The incremental sync message is triggered by the LM_STD_HOUR Application Engine process that is launched through the Export Learning Hours page. The full sync message is triggered from an option on the same page. |
|
TRN_HOUR_ACK_SYNC (incremental sync) TRN_HOUR_ACK_FULLSYNC (full sync) |
DEFAULT |
LM_STG_TRKHOUR (staging table) LM_ENR_LC_TBL |
Incoming message from HR. The message retrieves an acknowledgement of action taken in Human Resources and updates the Hour Tracking Status field on the Training Hour Validation page. |
|
DIF_BALANCE_SYNC (incremental sync) DIF_BALANCE_FULLSYNC (full sync) |
DEFAULT |
LM_STG_DIFHIST (staging table) LM_DIFHIST_TBL |
Incoming message that subscribes to the DIF balance information computed by the payroll engine. DIF balances appear on the enrollment pages. |
|
STUDENT_COST_FULLSYNC (incremental sync) STUDENT_COST_SYNC (full sync) |
Not applicable. |
Not applicable. |
Outbound message that publishes cost data to Human Resources for inclusion in the 2483 report. Message is based on the LM_ENRLMT_COST table. The incremental sync message is triggered by the LM_STD_COST Application Engine process that is launched through the Export Learning Cost page. The full sync message is triggered from an option on the same page. |
|
COST_ACK_SYNC (incremental sync) COST_ACK_FULLSYNC (full sync) |
DEFAULT |
LM_STG_TRKCOST (staging table) LM_ENR_LC_TBL |
Incoming message that subscribes to the cost acknowledgement sent by Human Resources. This message includes a status field that informs the administrator about the action done by the HR administrator. |
Setting Up Enterprise Learning Management Integration
The following setup steps are required to configure Administer Training to integrate with Enterprise Learning Management:
Activate the integration points.
Assign a new French permission list.
Receiving Data from Enterprise Learning Management
Upon receiving data from Enterprise Learning Management, the administrator takes the following steps:
Prepare the 2483 Report.
Import data from Enterprise Learning Management.
Run the 2483 report.
Transfer DIF hours, training hours done outside the working schedule, and skills development data to the payroll system using the FRA Training Validation (GP) component.
Validating Training Hours
This section discusses how to:
Validate training hours as a training administrator.
Validate training hours as a payroll administrator.
Pages Used to Validate Training Hours
|
Page Name |
Object Name |
Navigation |
Usage |
|
FRA Training Validation (TRN) - FRA Training Validation (TRN) |
TRN_COL_VALIDATION |
Enterprise Learning, Result Tracking, FRA Training Validation (TRN), FRA Training Validation (TRN) |
Validate training hours (training administrator view). |
|
FRA Training Validation (GP) - FRA Training Validation (TRN) |
TRN_COL_VALIDATION |
Enterprise Learning, Result Tracking, FRA Training Validation (GP), FRA Training Validation (TRN) |
Validate training hours (payroll administrator view) and send DIF data to the payroll system for processing. |
Validating the Training Data as a Training Administrator
Access the FRA Training Validation (TRN) - FRA Training Validation (TRN)page.
The FRA Training Validation (TRN) page enables training administrators to validate training data before it is sent to payroll for processing. Because the fields on this page are almost identical to those on the FRA Training Validation (GP) - FRA Training Validation (TRN) page, we describe only the differences between them in this section.
Note. For information about the fields that are shared by these components, review the section titled Validating Training Data as a Payroll Administrator.
The Pay Group and Calendar ID filters are available only on the payroll administrator version of the FRA Training Validation component. The Calendars tab appears only on the payroll administrator version of the FRA Training Validation component.
|
Company |
This filter selects students that have the specified company in their training record. Note. Only companies that are part of the business unit can be selected. |
|
Establishment ID |
This filter selects students that are part of the specified establishment based on the department stored in the training record. Note. Only establishments related to the specified company are available for selection. When no company is selected, all establishments for the business unit can be used. |
|
Course |
This filter selects courses from the training record. Note. Only courses with session dates that occur during the budget period can be selected. |
|
Session Status |
Valid values are Active, Canceled, and Complete. This filter selects course sessions that have the specified attendance status in the training record. |
|
From Date and To |
This filter selects course session cuts with a start date greater than or equal to the specified From Date and with an end date less than or equal to the To date. Note. You can enter any from or to dates included in the budget period. |
|
EmplID |
This filter selects students from the training record. Note. When you filter by company and/or establishment, only employees belonging to the company or establishment appear in the prompt. Otherwise, any employee in the business unit can be selected. |
|
Session Cut Status |
Valid values are:
Note. Define the status of a session cut on the Training Hours Details page. |
Action
Use the fields in the Action group box to select or deselect students in the grid and then update the Calendar and Session Cut Status fields in all selected rows.
|
Set Calendar |
Select to set a default calendar for all selected session cuts. You can set calendars by Start Date or End Date. This button and the start and end date options in the drop down list are visible only in the payroll administrator version of this component. When you click the Set Calendar button, the application sets the calendar for the current employee ID, employee record number, and pay group. If the employee record number or the pay group have not been previously specified, the system provides a default value for the employee record number and the pay group. It then retrieves the first payroll calendar that is not finalized with a period that includes the Start Date or the End Date (depending on your selection). The system retrieves the employee record and pay group from the JOB DATA record. The values retrieved are those associated with the employee’s primary job. Note. The employee record and paygroup are populated when you click the search button on the FRA Training Validation page. Note. This feature applies only to students processed with Global Payroll for France. |
|
Set Status |
Click this button to define the session cut status for all selected sessions cuts. Valid values are:
The same rules that apply to status values defined using the Session Cut Status field apply to values defined using the Action group box. Note. You can change the status to Awaiting Review from Appr by Training Administrator or Appr by Payroll Administrator. You can also change the status to Appr by Training Administrator from Appr by Payroll Administrator. However, you cannot change the status with this button after it is set to Finalized. |
Note. When you click Save, the system sends all rows with the status Appr by Payroll Administrator to Global Payroll as positive input for processing in the next payroll run. When the system generates positive input for a session cut, it automatically sets the session cut status to Finalized. You cannot modify this status. If you need to make changes to the positive input data, you must make them directly in the payroll application.
Validating Training Data as a Payroll Administrator
Access the FRA Training Validation (GP) - FRA Training Validation (TRN) page.
To limit the scope of the information displayed, you must specify the Business Unit when entering the component.
When you are in the component, use one or more of the filters described here to limit the students and course sessions displayed in the Training Details group box:
|
Pay Group |
This filter selects students who are managed by Global Payroll for France and who are part of the specified pay group. Students managed by other payroll systems are not selected or excluded by this filter. Select the related Is Blank check box to indicate that you want the system to retrieve students for whom there is no pay group in the Global Payroll pay group table. Note. This filter is available only in the payroll administrator version of the FRA Training Validation component if the Global Payroll for France product is installed. |
|
Calendar ID |
This filter selects students who are managed by PeopleSoft Enterprise Global Payroll for France and who are included in the specified calendar. Students managed by other payroll systems are not selected or excluded by this filter. Select the related Is Blank check box to indicate that you want the system to retrieve students for whom there is no calendar ID in the Global Payroll calendar table. Note. This filter is available only in the payroll administrator version of the FRA Training Validation component if the Global Payroll for France product is installed. |
|
Session Cut Status |
This field is similar to the Session Cut Status field on the FRA Training Validation (GP) page; however, training administrators cannot change the Session Cut Status to Appr by Payroll Administrator on the training administrator component. If the training administrator attempts to apply this status to a row of data, the following warning message appears: You are not authorized to change the status. Note. Only payroll administrators are authorized to set the status of a session cut to Appr by Payroll Administrator and send validated training data to payroll for processing. The payroll administrator can do this only on the FRA Training Validation (GP) page. |
|
Search |
Click this button to refresh the session cuts listed in the grid at the bottom of the page based on the selected filters. Note. You can change the pay group, the calendar ID, and the Session Cut Status within the grid; however, you should use caution when doing this, as these changes are recorded in the database when you click the Save button (changing the values of filter fields is not considered a data change because these values are not stored in the database). |
Training Details-Calendars
Select the Calendars tab.
The fields on the Calendars tab are populated when you click the Search button
This tab appears only on the Payroll Administrator version of the FRA Training Validation component.
|
Selected |
Use this check box to select rows on which to apply an action. The proposed actions are shown in the Action group box at the bottom of the page. |
|
Empl Rcd Nbr |
The system retrieves the employee record number from the training record. |
|
Pay Group |
This field appears only for employees processed using Global Payroll for France. If you do not specify the pay group in the search criteria, the system retrieves the pay group from the JOB DATA record for the employee identified in the grid with the maximum job effective date less than or equal to the session cut start date. Note. The employee record and paygroup are populated when you click the search button on the FRA Training Validation page. |
|
Calendar ID |
This field appears only for employees processed with Global Payroll for France. It is enabled only if the session cut status is Awaiting Review or Appr by Training Administrator. The prompt displays the list of monthly payroll calendars from the Global Payroll calendar setup table that meet the following criteria: period begin date <= session cut start date/end date (depending on the calendar selection specified in the Action group box) <= period end date. When the calendar is finalized, the letter “F” appears in the grid near the calendar field to warn users that there may be retroactive processing if the training information is saved to the database. Warning! Sending training information to a finalized calendar may trigger retroactive processing. |
|
Session Cut Status |
This field appears on all three tabs in the Training Details group box. Valid values are:
Note. This field and its associated values are also available on the training administrator version of the FRA Training Validation component. However, when the training administrator tries to set the status to Appr by Payroll Administrator, an error message appears: You are not authorized to change the above status. By contrast, payroll administrators are authorized to change the status to Appr by Training Administrator. If an employee has both the Training Administrator and Payroll Administrator roles, he can skip the Training Validation (HR) page and set both statuses on the Training Validation (GP) page. Note. When you save the page, the row with the Appr by Payroll Administrator status is disabled and you can no longer modify the data. |
Training Details-Dates
Select the Dates tab.
The fields on the Dates tab are populated when the payroll administrator clicks the Search button.
The fields on this tab appear on both the payroll administrator and training administrator versions of the FRA Training Validation component.
|
Session Start Date |
This field displays the start date of the entire training session. This is the date defined on the Course Session Profile page (Enterprise Learning, Define Course/Cost Details, Course Sessions). |
|
Session End Date |
This field displays the end date of the entire training session. This is the date defined on the Course Session Profile page. |
|
Session Cut Start Date |
This field displays the session cut start date. This is the date defined on the Location, Instructor page (Enterprise Learning, Define Course/Cost Details, Course Sessions). |
|
Session Cut End Date |
This field displays the session cut end date. This is the date defined on the Location, Instructor page. |
|
Session Cut Status |
This is the same field described in the section on the Calendars tab. |
Training Details-Durations
Select the Durations tab.
The fields on the Durations tab are populated when the payroll administrator clicks the Search button.
The fields on this tab appear on both the payroll administrator and training administrator versions of the FRA Training Validation component.
|
Session Cut Duration |
This field displays the duration in hours of the session cut. This information comes from the Demand From Budget Training component (TRN_STUDNT_CRS_DT2). |
|
DIF in working Schedule |
This field displays the duration in hours entered in the Demand From Budget Training component. This information is sent to the payroll system when the row is approved and saved. |
|
DIF out of working Schedule |
This field displays the duration in hours entered in the Demand From Budget Training component. This information is sent to the payroll system when the row is approved and saved. |
|
Out of working Schedule |
This field displays the duration in hours for skills development entered in the Demand From Budget Training component. This information is sent to the payroll system when the row is approved and saved. |
|
Session Cut Status |
This is the same field described in the section on the Calendars tab. |
Action
You cannot set the session cut status to Appr by Payroll Administrator for multiple students using the mass update capabilities provided by the fields in the Action group box.
The Set Calendar button is not available in the training administrator version of the FRA Training Validation component.
Sending DIF Training Data to Global Payroll
This section provides an overview of how the PeopleSoft system sends DIF training data to Global Payroll for processing.
Understanding How Data is Sent to The Global Payroll
When the payroll administrator saves the DIF training hours on the FRA Training Validation (GP) page, the system creates positive input for the current pay group, calendar, employee ID, and employee record number. This data triggers processing of one or more DIF entitlement (earning) elements in the next Global Payroll run. When the system generates positive input for a session cut, it sets the session cut status to Finalized on the FRA Training Validation (GP) and FRA Training Validation (TRN) components.
This table lists the in working hours DIF entitlement elements for which the system creates positive input:
|
Payroll Element |
Description |
|
HRS DIF PEND |
When DIF hours within the work schedule are > 0, the system assigns the earning HRS DIF PEND to the payee using positive input. This earning has a calculation rule of Amount. The amount is defined as the formula FOR FM DIF PENDANT. |
|
FOR VR HRS DIF |
This variable stores DIF hours within the work schedule to process in the current payroll calendar. These hours are used by the formula FOR FM DIF PENDANT to calculate the earning element HRS DIF PEND. It is populated using a supporting element override. |
This table lists the out of working hours DIF elements for which the system creates positive input:
|
Payroll Element |
Description |
|
HRS DIF HORS |
When DIF hours outside the normal work schedule are > 0, the system assigns the earning HRS DIF HORS to the payee using positive input. This earning has a calculation rule of Unit x Rate, with the rate defined as the formula FOR FM TX DIF-DEV, and the unit defined as the formula FOR FM DIF HORS. |
|
FOR VR HRS DIF |
This variable stores DIF hours for training that takes place outside of the normal work schedule to process in the current payroll calendar. It is populated using a supporting element override. |
|
FOR VR DT DEB FOR |
This variable stores the session cut start date for DIF training that occurs outside of normal work hours. It is populated using a supporting element override. |
This table lists the out of working schedule training hours elements for which the system creates positive input:
|
Payroll Element |
Description |
|
HRS DEV HORS |
When skills development hours outside the normal work schedule are > 0, the system assigns the earning HRS DEV HORS to the payee using positive input. This earning has a calculation rule of Unit x Rate, with the rate defined as the formula FOR FM TX DIF-DEV, and the unit defined through payee level input. |
|
FOR VR DT DEB FOR |
This variable stores the session cut start date for skills development training that occurs outside of normal work hours. It is populated using a supporting element override. |
Importing Payroll Data Into Administer Training
This section provides an overview of the data import process and discusses the page used to import payroll data into Administer Training from Global Payroll for France.
Understanding the Data Import Process
When you run the Global Payroll process, the system calculates both the DIF entitlement balance (FOR AC DROIT DIF) and DIF in advance hours (FOR VR DIF NEGATIF) for all trainees and loads this data into a table using the writable array FOR WA DIF HR. When you run the import process on the DIF Payroll Import page, the system imports the entitlement balance and DIF in advance from this table into Administer Training. You can then view this information on the enrollment pages and determine whether there are enough hours in a student’s DIF balance to permit additional DIF allocations.
Note. The element FOR AC DROIT DIF stores the DIF entitlement balance and is calculated as the trainee’s DIF allocation minus the DIF hours already used. The element FOR VR DIF NEGATIF stores the number of hours of additional DIF training (DIF in advance) that can be granted beyond what is available in the DIF balance. When you run the import process, the value of these elements appears on the Training Hours Details page.
Page Used to Import Data Into Administer Training
|
Page Name |
Object Name |
Navigation |
Usage |
|
DIF Payroll Import |
RUNCTL_TRN_DIF |
Enterprise Learning, Result Tracking, DIF Payroll Import FRA, DIF Payroll Import |
Import DIF data into Administer Training. |
Importing Data
Access the DIF Payroll Import page.
|
Period Begin and End Date |
Enter the dates of the payroll period for which you want to retrieve data. |
|
Pay Group |
Specify the pay group for which you want to retrieve the DIF data. |
|
Run |
Click to initiate the import process. |
Note. Depending on company policy, you can allocate DIF training hours that exceed the entitlement balance by allowing the DIF entitlement to go into negative numbers. For example, if a trainee’s DIF entitlement balance is 2, you can grant a total of 7 DIF hours by enabling the DIF entitlement balance to drop to –5. To do this, access one of the supporting element override pages in Global Payroll and set the value of FOR VR DIF NEGATIF to 5.
Note. This same process is used to both retrieve the hours from Global Payroll and for publishing them into ELM when the ELM product is flagged in the Installation table.