Tracking Disciplinary Actions and Grievances

This chapter discusses how to:

Track disciplinary actions.
Track grievances.
Track union negotiability appeals.

Tracking Disciplinary Actions

This section discusses how to:

Enter disciplinary incidents.
(USF) Enter disciplinary offences.
Document disciplinary action details.
(USF) Document disciplinary action details.
Record disciplinary incident resolutions.
(USF) Record disciplinary incident resolutions.

Pages Used to Track Disciplinary Actions

Page Name	Object Name	Navigation	Usage
Disciplinary Action	DISCIPLINARY_ACTN	Workforce Administration, Labor Administration, Record Disciplinary Actions, Disciplinary Action	Describe the incident that led to a disciplinary action against a worker.
Action Taken	ACTION_TAKEN	Workforce Administration, Labor Administration, Record Disciplinary Actions, Action Taken	Document details of disciplinary actions taken against a worker.
Disciplinary Resolution	DISCIP_ACTN_RESLTN	Workforce Administration, Labor Administration, Record Disciplinary Actions, Disciplinary Resolution	Record the final resolution of an incident that required disciplinary action.

Entering Disciplinary Incidents

Access the Disciplinary Action page.

Total Incident

Each time you enter a new disciplinary offense for this worker, the system calculates and displays the total number of incidents.

Type

Select a disciplinary action type.

Reported Date

Select the date the disciplinary action is reported.

Supervisor ID

Select the worker's supervisor ID if the default supervisor ID selected from the worker's Work Location page isn't accurate.

Purge Date

The system automatically inserts a purge date of six months from the Reported Date.

Note. This field is informational only and the system does not purge data automatically based upon this date. You may use this field to write an SQR to purge old disciplinary incidents, but the system will not do this automatically.

Letter Code

Select the type of letter you want to issue the worker.

Date Letter Printed

The system generates this date when you run the standard letter process.

See Also

Setting Up and Generating Form Letters

Documenting Disciplinary Action Details

Access the Action Taken page.

Action Taken

Enter as many rows as necessary to resolve the disciplinary issue.

Disciplinary Step	Select a disciplinary step for the disciplinary type.
Step Resolution and Action Date	Select the resolution type that occurred for this step and the date when the disciplinary step took place.
Discussed With	Enter the name of the person with whom you discussed the step.

Recording Incident Resolutions

Access the Disciplinary Resolution page.

Final Resolution

Select the resolution type that indicates how the incident was finally resolved.

(USF) Tracking Disciplinary Actions

This section provides an overview of the disciplinary tracking system and discusses how to:

Enter disciplinary offences.
Document disciplinary action details.
Record disciplinary incident resolutions.

See Also

(USF) Setting Up Unions

Pages Used to Track Disciplinary Actions

Page Name	Object Name	Navigation	Usage
Disciplinary Offenses	GVT_DISCIPLIN_ACT1	Workforce Administration, Labor Administration, Record Disciplinary Actions USF, Disciplinary Offenses	Describe the incident that led to a disciplinary action against a worker.
Disciplinary Actions	GVT_DISCIPLIN_ACT2	Workforce Administration, Labor Administration, Record Disciplinary Actions USF, Disciplinary Actions	Record what actions took place in response to the offense. First enter data on the Disciplinary Offenses page.
Disciplinary Action Events	GVT_DISP_ACTN_EVNT	Workforce Administration, Labor Administration, Record Disciplinary Actions USF, Disciplinary Action Events	Enter an event that discusses the steps of the disciplinary action that have taken place thus far. First enter data on the Disciplinary Offenses and Disciplinary Actions pages.

(USF) Describing Disciplinary Offenses

Access the Disciplinary Offenses page.

Note. Most of the fields on this page are shared by the Disciplinary Action page.

See Entering Disciplinary Incidents.

Offense Type and Offense Number

Select an offense type and number.

Once you have selected an offense type and number, the system automatically displays a list of all disciplinary actions recommended for this particular offense. The system also displays the recommended number of Days To Complete each action. These recommendations were created on the Disciplinary Penalties Matrix 1 page (GVT_DISCIP_OFFNSES) and Disciplinary Penalties Matrix 2 page (GVT_RCMND_ACTIONS).

See (USF) Defining the First Penalty Matrix for Indicating the Offense Level Penalties.

See (USF) Defining the Recommended Disciplinary Actions for Each Offense Level and Type.

Recording Related Disciplinary Actions

Access the Disciplinary Actions page.

Action Type

Select a discipline step to record the action taken to resolve the problem.

See Setting Up Labor Administration Disciplinary, Grievance, and Resolution Classifications.

Date Initiated

Defaults to today's date. Change unless the action taken was initiated today.

Step Length (Days)

If the action has a limited time frame, enter the duration, in days.

Reported To Union

If your agency identified this type of action as reportable to the union(s), enter the date it was reported to the union(s).

Entering Disciplinary Events to Support Disciplinary Actions

Access the Disciplinary Action Events page.

Event Nbr (event number)

These disciplinary action events are stored and presented in numerical order based on the event number you assign. PeopleSoft recommends that you assign event numbers chronologically to give yourself a picture of the events as they happened. For events initiated on the same day, the event number can play a critical role when trying to avoid or settle litigation.

Event

Select an event that discusses what took place at this point.

Initiated

The date the event was initiated defaults to today's date. Change the date unless it was actually initiated today.

Days To Complete

(Optional) Estimate a number of days to complete this event if you want or let it default from the Disciplinary Events table.

Name

Include the name (if any) of the person who initiated this event or was primarily responsible for resolving it.

Tracking Grievances

This section provides an overview of grievance tracking and discusses how to:

Enter new grievances.
Track steps in the grievance process.
Record grievance resolutions.

Pages Used to Track Grievances

Page Name	Object Name	Navigation	Usage
Grievance	GRIEVANCES1	Workforce Administration, Labor Administration, Record Grievances, Grievance	Add a new grievance into the system. You can create grievances for workers, applicants, unions, or another group or person.
Grievance Steps	GRIEVANCES2	Workforce Administration, Labor Administration, Record Grievances, Grievance Steps	Record the steps taken to resolve the grievances. A grievance may require a number of steps before it is resolved.
Grievance Resolution	GRIEVANCE_RESLTN	Workforce Administration, Labor Administration, Record Grievances, Grievance Resolution	Document the final resolution of a grievance.

Entering New Grievances

Access the Grievance page.

Assigning Grievance IDs

When you open the Grievances component, the system prompts you for a grievance ID. Use the grievance ID to track a grievance through the entire resolution process. There are two ways to assign grievance IDs:

Automatically

If you use automatic ID assignment, the system adds IDs sequentially as you add new grievances.

If you let the system assign the number automatically, it first appears as 0000000000. The actual number assigned to the grievance appears after you save the information you enter in the Record Grievances component (GRIEVANCES).
Manually:

Enter grievance IDs yourself, using whatever system you choose for your organization. If you choose manual entry, you don’t need to assign IDs sequentially.

Note. To avoid maintaining two different sets of grievance IDs, PeopleSoft recommends that you choose only one way of assigning them. Either always assign IDs manually or always let the system assign them—not both.

Filed By

Employee/Applicant	If you are adding a grievance filed by a worker or applicant, click this button and enter the person or applicant ID in the adjacent field.
Union	Select if you are entering a grievance filed by a union on behalf of union members and enter a union code in the adjacent field.
Other	Select if you are entering a grievance that doesn’t fall into either of the previous categories. In the adjacent field, enter free-form text up to 40 characters to describe who filed the grievance.

Security

Business Unit and Department

If you enter a business unit and department here, then only those users with security access to that department can access the grievance record when you save the information for this grievance. For example, if you select Department 10200 for Grievance ID 0000000001, then when you save the page only users with security access to Department 10200 can access this record.

Note. If you don’t enter a value in the Department field, then you won’t set department level security for this record and the system defaults to no department security for grievance records.

Note. These system does not default a worker's business unit and department into these fields.

See Setting Up and Administering HRMS Security.

Grievance Details

Type

(Required) Select a grievance type.

See Setting Up Labor Administration Disciplinary, Grievance, and Resolution Classifications.

Contract Ref (contract reference)

Enter the contract reference for this grievance, if applicable.

Status and Status Date

Select the status of the grievance — Settled, Pending, or Appealed — and the date that status was reached.

Tracking Steps in the Grievance Process

Access the Grievance Steps page.

Note. Grievances are sorted in descending order—you’ll see the most recent one first.

Grievance Step and Action Date	Select the grievance step and the date it was taken. Note. You can enter multiple grievance steps as you process this grievance. See Setting Up Labor Administration Disciplinary, Grievance, and Resolution Classifications.
Resolution Date	When the step is resolved, update this page by entering a resolution date, if applicable.
Discussed With	Enter the name of the person with whom you discussed the step.
Letter Code	If you want to send a standard letter about the grievance, select the appropriate letter code.
Letter Date	Enter the date when the letter was sent.
Step Resolution	Select the action you took to resolve this step. See Setting Up Labor Administration Disciplinary, Grievance, and Resolution Classifications.
Comment	You can enter comments longer than the three lines shown.

See Also

Setting Up and Generating Form Letters

Recording Grievance Resolutions

Access the Grievance Resolution page.

Final Resolution

Select the resolution type that indicates how the incident was finally resolved.

See Setting Up Labor Administration Disciplinary, Grievance, and Resolution Classifications.

Resolution Comments

Enter any comments you have about the final resolution.

(USF) Entering Union Negotiability Appeals

This section discusses how to track union negotiability appeals.

Page Used to Enter Union Negotiability Appeals

Page Name	Object Name	Navigation	Usage
Union Negotiability Appeals	GVT_NEGBLTY_ITEMS	Workforce Administration, Labor Administration, Record Negotiability Appeal USF, Union Negotiability Appeals	Track union negotiability appeal items and the steps taken to resolve them.

Tracking Union Negotiability Appeals

Access the Union Negotiability Appeals page.

Item Status

Indicate the status of the appeal of this item. If the resolution affects the status of the item being appealed, update the Item Status field at the same time.

Appeal Step

Use only for sequencing the events or steps. Enter steps in the order in which they happened, if known.

Description and Long Description

When that step is resolved, describe the resolution.

Date

Enter the date on which the step was or will be resolved.

Total Incident	Each time you enter a new disciplinary offense for this worker, the system calculates and displays the total number of incidents.
Type	Select a disciplinary action type.
Reported Date	Select the date the disciplinary action is reported.
Supervisor ID	Select the worker's supervisor ID if the default supervisor ID selected from the worker's Work Location page isn't accurate.
Purge Date	The system automatically inserts a purge date of six months from the Reported Date. Note. This field is informational only and the system does not purge data automatically based upon this date. You may use this field to write an SQR to purge old disciplinary incidents, but the system will not do this automatically.
Letter Code	Select the type of letter you want to issue the worker.
Date Letter Printed	The system generates this date when you run the standard letter process.

Action Type	Select a discipline step to record the action taken to resolve the problem. See Setting Up Labor Administration Disciplinary, Grievance, and Resolution Classifications.
Date Initiated	Defaults to today's date. Change unless the action taken was initiated today.
Step Length (Days)	If the action has a limited time frame, enter the duration, in days.
Reported To Union	If your agency identified this type of action as reportable to the union(s), enter the date it was reported to the union(s).

Event Nbr (event number)	These disciplinary action events are stored and presented in numerical order based on the event number you assign. PeopleSoft recommends that you assign event numbers chronologically to give yourself a picture of the events as they happened. For events initiated on the same day, the event number can play a critical role when trying to avoid or settle litigation.
Event	Select an event that discusses what took place at this point.
Initiated	The date the event was initiated defaults to today's date. Change the date unless it was actually initiated today.
Days To Complete	(Optional) Estimate a number of days to complete this event if you want or let it default from the Disciplinary Events table.
Name	Include the name (if any) of the person who initiated this event or was primarily responsible for resolving it.

Item Status	Indicate the status of the appeal of this item. If the resolution affects the status of the item being appealed, update the Item Status field at the same time.
Appeal Step	Use only for sequencing the events or steps. Enter steps in the order in which they happened, if known.
Description and Long Description	When that step is resolved, describe the resolution.
Date	Enter the date on which the step was or will be resolved.