Creating and Managing Orders and Assignments

This chapter provides an overview of orders, lists common elements, and discusses how to:

Create orders for career and temporary placements.
Make and schedule offers to candidates.
Approve orders.
View order history.
Place candidates in assignments.
View assignment history.

Understanding Orders

An order is a request for temporary or permanent workers. The processing of orders for these two types of workers is similar.

Setup tables (which are configured during implementation) define the values for many of the fields on the order pages. In addition, the setup of customers, employees, and applicants is essential to the creation of orders.

To create an order, your implementation team must configure setup tables properly. Users then select the proper values when entering information in the prompt fields on the Order pages. If table setup is not correct, you cannot enter data in some required fields or save the information to your database.

Oracle's PeopleSoft Staffing Front Office shares the Order and Assignment tables with PeopleSoft Pay/Bill Management, providing seamless integration between these two applications.

PeopleSoft Staffing Front Office also shares the Order, Assignment, and Resource Calendar tables with PeopleSoft Resource Management. Sharing information in these tables facilitates availability information exchange when a resource is assigned using either application. However, orders and assignments added in PeopleSoft Staffing Front Office are not visible in the PeopleSoft Resource Management components, and vice versa.

Common Elements Used in This Chapter

Assignment	The result of a candidate being placed on a resource request in order to perform a task temporarily or permanently as requested in an order.
Job Code	The type of position for which the customer is being billed.
Order	A request by a customer of a staffing agency to find one or more people to perform work at the client site in a temporary or permanent capacity.
Pay Grade	Part of the job code configuration. The pay grade defines the pay and bill rates typically associated with a job code. It can be used as a guideline when negotiating the assignment rates with your customer and your employee.
PeopleMatch	Feature of the PeopleSoft Staffing Front Office application used to search for available candidates and to match those candidates to open orders.
Sales Operator	An individual who is responsible for the customer who is placing and order with your staffing organization. You define the sales operator in the setup of the customer. The sales operator can be overridden in the job order.
Service Operator	Customer service representative on a specific order responsible for order fulfillment and other aspects of customer service. You define the service operator in the setup of the customer. The service operator can be overridden in the job order.

Creating Orders for Career and Temporary Placements

This section provides an overview of career and temporary orders and discusses how to:

Record general information about a job order.
Manage resource requests.
Update resource requests.
View replacement information.
Enter tax information.
Enter billing information.
Enter salary and billing information.
Enter PeopleMatch information.
Add attachments.
Add and view order history information.
Collect additional information using forms.

Understanding Career and Temporary Orders

When you add an order in PeopleSoft Staffing Front Office, you must select the user-defined order type that describes the transaction. Because user-defined order types map to one of two system-defined order types, a temporary order is really a user-defined order type that's mapped to a temporary system order type, and a career order is a user-defined order type that's mapped to a career system order type.

Career orders are requests for one or more people to perform work in a permanent capacity at a client of the staffing organization as an employee of that organization. Creating a new career order is similar to creating a temporary order, except for specific fields that pertain to the career aspects of the position, such as salary and prospective fees.

Temporary orders are requests for contingent workers for whom the client has no need for permanent positions. The customer can request one or more resources on the same order. Creating a new temporary order is similar to creating a career order, except for specific fields that pertain to the billing and payroll aspects of the position.

Career placement information applies to career and converted temp-to-hire orders, but not to temporary orders.

The same order may include several resource requests (order lines) specifying a distinct set of qualifications for the different types of resources needed by the customer.

Pages Used to Create Orders

Page Name	Object Name	Navigation	Usage
Order	FO_ORDER_HDR	Staffing, Orders and Assignments, Add/Update Orders	Record general information about a job order for a permanent or a temporary employee.
Resource Request	FO_ORDER_REQ	Staffing, Orders and Assignments, Add/Update Orders, Resource Request	Enter resource request (order line) information.
Change Quantity/View History	FO_ORDER_REQ_HIST	Click the Change Quantity/View History link on the Resource Request page.	Change resource quantities or view a history of resource quantity changes for an order.
Replacement Detail	FO_ASGN_REPL_DTL	Click the View Replacement Detail link on the Resource Request page.	View assignment replacement information.
Sales Tax	FO_ORDER_TAX	Staffing, Orders and Assignments, Add/Update Orders, Tax	Enter sales tax information to be used as defaults when creating the order assignments.
Salary and Billing	FO_ORDER_CAR_BILL	Staffing, Orders and Assignments, Add/Update Orders, Salary and Billing	Enter career placement information. Note. This page only appears for career order types.
Billing	FO_ORDER_TEMP_BILL	Staffing, Orders and Assignments, Add/Update Orders, Billing	Enter temporary placement information. Note. This page is only applicable to temporary order types.
PeopleMatch	FO_ORDER_MATCH	Staffing, Orders and Assignments, Add/Update Orders, PeopleMatch	This page captures the resource request target qualifications and the search criteria to match the skills of available candidates with the needs of your customers and fill open job orders.
Attachments	FO_SO_ATTACH	Staffing, Orders and Assignments, Add/Update Orders, Attachments	Add and view attachments for orders.
History	FO_ORDER_HISTORY	Staffing, Orders and Assignments, Add/Update Orders, History	View history items associated with the job order.
Order - Change Tracking	FO_SO_HIST_SEC	Click the Change Tracking Details link on the History page.	View and enter changes related to billing comments, service order priority, and service order status.
Forms	FO_SO_TEMPLTS	Staffing, Orders and Assignments, Add/Update Orders, Forms	View a list of the forms associated with the order, drill down to the form details, and associate a new form with the order.
Forms	FO_SO_TMPLT_DTL	Click the Add New Form button or a View Form link on the Forms page.	Enter details for the order forms.

Recording General Information About a Job Order

Access the Order page.

Note. When you add an order, the system provides the order status of Draft by default. Use this status while the contractual stipulations for the service have not yet been finalized with your customer. Most fields in the Order component can be changed when the order has this status. However, you cannot create assignments for draft orders. Once you confirm the contractual terms of the service with your customer, change the order status to Unfilled. If you have installed PeopleSoft Staffing Front Office with PeopleSoft Pay/Bill Management, once an order is saved with an Unfilled status, the system automatically creates a project and a contract and associates them with the order. At that point, several fields will no longer be enterable within the Order component. For example, note that you cannot change the Bill To Customer information after the status has changed to Unfilled and the order has been saved.

PC Business Unit (PeopleSoft Project Costing business unit)	Displays the PeopleSoft Project Costing (PC) business unit associated with the order. Every PeopleSoft Staffing Front Office order must be associated with a PC business unit even when the PC module is not used. When you add an order, you must specify which staffing branch owns the transaction. PeopleSoft Staffing Front Office uses the staffing branch configuration to automatically determine the PC business unit to which the staffing branch belongs and associates the PC business unit with the order.
Branch	Displays the PeopleSoft Staffing Front Office branch associated with the order.
Order	Displays the order ID number.
Order Type	Displays the user-defined order type that you selected when you initiated the order. PeopleSoft Staffing Front Office has user-defined order types and system-defined order types. When adding an order, you enter only the user-defined order type. The system associates user-defined order types with their system-defined order type. The two system-defined order types are: temporary and career. You can create as many user-defined order types as you need, each always mapping to either a temporary or a career system-defined order type. When you add an order, depending on the user-defined type you choose and its associated system-defined type, the application captures different data elements and different system behaviors and validations occur.

Order

Description	Enter a description to represent the services being provided through the job order. If you installed PeopleSoft Staffing Front Office with PeopleSoft Pay/Bill Management, the order description is also used as the description of the project automatically created by PeopleSoft Pay/Bill Management.
Copy Order	Click this button to duplicate the order displayed and to create a new transaction. Update the information on the pages in the component, and then click the Save button.
Start Date	Select the date when you anticipate the resource contract to start or when the customer authorized it to start.
Order Status	Select a value that represents the state of the order: Draft: Indicates an interest in placing an order. Use this status while contractual agreements have not been finalized or the customer has not officially confirmed the service request. This is the default status. Ended: Indicates that you have closed the order due to completion of all assignments or due to cancellation. An order cannot be closed if it has open assignments. Unfilled: Indicates that you have placed the order but not filled it. If PeopleSoft Pay/Bill Management is installed, the system automatically creates a project and a contract when the order is first saved with an Unfilled status. From that point on, a number of fields will no longer be editable. Note. You can only create assignments against Unfilled orders. Filled: Indicates that you have placed the order, found all needed resources, and created all the necessary assignments. This status is given to an order automatically when all resource requests for the order have assignments created for them.
Priority	Select a priority for the order as defined through system configuration. Examples of order priorities that you may want to configure in the system include: CRITICAL, HIGH, LOW, and MEDIUM.
Sales Operator	Enter the ID of the person most closely related to and responsible for acquiring the customer.
Service Operator	Enter the ID of the person most closely related to and responsible for servicing the customer's needs.
Department	Enter the department within your staffing organization for which the candidate would be working. Note that this value is not the department within the customer's organization. Note. When PeopleSoft Pay/Bill Management is installed, users have the option of using the PeopleSoft Project Costing Organizations feature to generate accounting entries. The order department, as well as the PeopleSoft General Ledger business unit associated with the order's contracts business unit, are used to create the project owning organization.
Approval Status	Select a status for the order: Approved, Denied, or Pending. Order approval security is granted through the staffing user preferences. Orders that have not been approved can only be saved with a Draft status.
Customer ID	Enter the Bill To Customer ID of the customer who will be billed for the services provided in the order.
Location	Enter the billing location of the Bill To Customer. The available selections are customer addresses that are also designated as both bill to and sold to locations.
Currency Code	Captures the currency in which the customer will be billed for the services provided through the order.
Bill To Contact	Enter the ID of the contact in the customer organization who will be the “attention to” person in the client's invoice.
Order Contact	Enter the ID of the contact in the customer organization responsible for the order. Customers are connected to contacts when the contacts are set up. The system displays the IDs of these contacts when you click the Lookup button. To view details for the contact, click the contact's name.
Caller Name	Enter the ID of the contact who initiated the order. You can either select an ID from the list of contacts associated with the customer or enter a new name in the field.
Customer Fields Definition	This field is only available to customers who license PeopleSoft Pay/Bill Management. It captures the customer fields template to be used when capturing additional billing information for the job order. The system only displays those definitions that have been associated with the bill to customer in the customer setup.

Reporting/Agenda Management

Order Event Group	Enter the type of agenda items that you want to automatically add to your agenda when assignments are made.
Service Order Source	Enter the method by which you received the order.
Order Reason	Enter the reason for originating the order.
Line of Business	Enter the code that represents the line of business in which the candidate would be working.
Industry	Enter the code that best represents the industry in which the customer operates.

Ending

Use this group box to enter information about the date an order ended, as well as the circumstance that led to the ending of the order.

Note. This information should be entered along with changing the order status to Ended. .

Actual End Date	Select the date the order ended.
End Reason	Enter the reason the order ended.
End Comment	Enter any comments you have about the ending of the order.
	Click the spell check button to check the spelling in the End Comment field.

Cross-Reference

These fields appear only when PeopleSoft Pay/Bill Management is installed. They display information about the project and contract automatically created by PeopleSoft Pay/Bill Management and associated with the order

Project	Displays the ID of the project that PeopleSoft Pay/Bill Management automatically created for the job order.
Contracts Business Unit	Displays the business unit of the contract that Pay/Bill Management automatically created for the job order.
Contract	Displays the Contract ID of the contract that PeopleSoft Pay/Bill Management automatically created for the job order.

Audit

Entered By, Date Created,Last Update User ID, and Last Update Date/Time

These are display-only fields that provide the user an audit record of who added and last updated the order, and when that occurred.

Managing Resource Requests

Access the Resource Request page.

Note. An order may have multiple resource requests. Resource requests are the equivalent of order lines. Each may have its own stipulations in terms of resource qualifications, start and end dates, and work location. Some fields on this page appear conditionally, depending on the order type and whether you have PeopleSoft Staffing Front Office installed, PeopleSoft Pay/Bill Management installed, or both.

Resource Request

Line Number	Displays the order line number associated with the resource request.
Requisition Status	Displays where the individual resource request is in the process of being fulfilled. The system automatically updates the status based on fulfillment progress. When you submit an order, the resource request status is Unfilled. This field is visible only after you submit an order. Other valid statuses are Ended and Filled.
Date Opened	Enter the date that the customer made the specific resource request. This information can be used in custom reports to track the time it takes to fill an order.
Report To	Enter the ID of the contact in the customer organization who is responsible for this resource request.
Description	Enter a description for the request.
Job Code	Enter a code to define the resource's main function.
Job Supplement	Select the job supplement that pertains to the order. Job supplements, which can contain information about the requirements of the job, are entered through the use of forms, and are attached to customers.
Quantity Requested	Enter the number of resources needed by this particular resource request. For example, an order may have two requests: the first for a single administrator and the second for three programmers.
Assigned	Displays the number of assignments already created for the resource request. If the active count is equal to the quantity requested, the resource request has a Filled status. If the active count is less than the quantity requested, the request has an Unfilled status.
Pending Replacement	Number of canceled assignments for an order that have not been replaced.
View Replacement Detail	Click this link to view assignment replacement details for this order.
Change Quantity/View History	Click this link to change the resource requested quantity or to view a history of resource quantity changes.
Quantity Needed	This field displays the difference between the quantity of resources requested and the number of active assignments. It corresponds to the number of assignments that still need to be created to fill the request.
Never Filled	Quantity requested minus the number of non-canceled assignments.
Temp To Hire	For temporary orders only. Select this check box if the order is a temporary position that could become a permanent position. Note. This field only appears on temporary orders. This check box must be selected for the Permanent Hire button to appear on the Assignment Header page.

Worksite Customer

Customer ID	Enter the ID of the customer where the work will be performed.
Location	Enter the customer's location where the work will be performed.

Customer Fields

Definition ID	This field appears only when your system is integrated with Pay/Bill Management. Select the customer fields definition that you want to use for this order. If a default definition was established for the customer, it automatically appears. The system displays the customer fields that you should enter for the order. Enter values according to the rules established on the definition. The customer field values entered on the resource request default to the assignment. Note. Customer field definitions integrate with PeopleSoft Billing only for temporary orders.
Customer Field Name	Displays the field name as defined by the customer fields template definition.
Description	Displays the values of each field as defined in the customer fields template definition.
Notes	Enter any additional notes about this request.
Weekly Hours	Enter the number of hours that the customer requires from this resource per week.
Minimum Hours Waived	Select this check box to waive any requirement for minimum weekly hours.
Start Date and End Date	Select the work dates for the request. Note. The End Date field only appears on temporary orders.
Show in Self-service	Select this check box to have this resource request appear in the self-service Open Resource Requests component. Candidates can search for open resource requests that have this check box selected.
Start Time and End Time	Enter the start and end times for this request.
Partial Days Acceptable	Select this check box to indicate that the customer will accept a resource who works partial days.

Assignments

This group box displays all the assignments created for this resource request. If no assignments have been created, the group box is empty.

Candidate Name	Name of the candidate assigned to the resource request.
Assignment ID	The ID of the assignment associated with the resource request.
Start Date	The date that the assignment starts.
Assignment Status	The status of the assignment.

Updating Resource Requests

Access the Change Quantity/View History page.

Old Quantity	Displays the quantity last requested.
New Quantity	Enter the new quantity requested.
Request Date	Enter the date the customer requested this change. Note. This date cannot be in the future.
Change Reason	Select a reason for the change from the drop-down list box.
Comments	Enter any additional comments.

Quantity Change History

This section displays a history of changes for this resource request.

Viewing Replacement Information

This page displays a history of assignment replacement information for this order.

Entering Tax Information

Access the Sales Tax page.

Note. This page is only available when Pay/Bill Management is installed.

Line Number	Displays the resource request line number.
Ship From Location	Enter the staffing branch location from which the request is originating.
Tax Exemption License Exists	Select this check box to indicate that a tax exemption certificate exists for this customer.
Exemption Certificate	Enter the exemption certificate number.
Tax Code and Tax Group	Enter a tax code and group for this request.
Transaction Type and Transaction Sub Type	Enter a type to describe the nature of the transaction, such as Service, and a sub type, such as Service or Misc.
Physical Nature	Select a value to indicate whether the request involves services or goods.
Product ID	Enter an ID for this request. This information will be provided by default from the contract profile. Only rate-based products can be selected for temporary orders, and only amount-based products can be selected for career orders. Note. Product kits are excluded from the look up.

Entering Billing Information

Access the Billing page.

Note. This page is only available for temporary order types. For career orders, you enter billing information in the Salary and Billing page instead.

Line Number	This field displays the number for this temporary order.
Job Code	This field displays the job code that describes the work to be performed in this temporary order.
Pay Rate A, B, C and Bill Rate A, B, C	Defined as part of the job code, pay and bill rates are purely informative. They provide the user with guidance for the normal payroll and billing bands for the job code specified.
Workers Comp Rate (workers' compensation rate)	This field displays the workers' compensation rate associated with the job code in the state where the work is to be performed. This field is used by U.S. customers only.
Workers Comp Code (workers' compensation code)	Displays the workers' compensation code that is associated with the job code and state of the site location for the order. This field is used by U.S. customers only.
Unemployment Comp State (unemployment compensation state)	Displays the state in which unemployment compensation is determined.
Target Margin	Enter the margin percent that your organization would like to achieve with the assignments associated with this resource request. It reflects the bill rate less the pay rate and any additional costs over the bill rate.
Pay Rate	Enter the amount per hour you will pay employees for the work they perform at your customer's site for this request.
Apply Rate	Click this button to calculate the bill or pay rate, depending on information entered. If rates are adjusted, you may click this button to apply the new rates to the margin and markup calculations that follow.
Bill Rate	Enter or view the amount per hour you will bill your customer for the work your employees perform at your customer's site for this order. Note. The Pay Rate and Bill Rate fields are used for calculation and estimation purposes. Actual assignment rates are determined at the time of the assignment.
Markup	Displays, as a percentage, the difference between the pay rate and the bill rate. The calculation is: (Bill Rate - Pay Rate)/Pay Rate
Margin	Displays, as a percentage, the difference between the pay rate plus costs and the bill rate. The calculation is: ((Bill Rate - (Pay Rate + Additional Costs))/Bill Rate) * 100 Note. Two types of costs are included in additional costs. These costs are general overhead or fixed costs established in the staffing branch configuration and workers' compensation costs associated with the job code and state.
Margin Goal	Displays the margin goal established by your organization for the job code.
Adjust Bill Rate to	If you do not meet margin goals, the system recommends adjusting the bill rate to a higher level to meet the margin requirements for the position. You can adjust the pay rate downward exclusive of, or in addition to, the upward adjustment of the bill rate.

See Also

Entering Candidate Events

Setting Up Customer Field Definitions

Entering Salary and Billing Information

Access the Salary and Billing page.

Note. You enter salary and billing information for career order types on this page rather than the Billing page.

Career Placement

Salary Range From and To	Enter the salary range for the placement. This amount is what the customer is willing to pay for the position. This amount is not necessarily the salary range for the position in the marketplace.
Additional Compensation	If the pay for the position includes a base salary plus any additional monetary compensation or its equivalent, enter the value of that additional compensation.
First Review	Enter the date when the first candidate performance review is expected.
Renewal % Increase	Enter the percent of salary increase the candidate receives at review time.
Fee Schedule	Enter the fee schedule code to indicate how fees will be calculated based on the candidate's salary.
Fee Schedule Sent	Select the date the fee schedule was sent to the customer.
Fee Schedule Sign	Select the date the fee schedule was signed by the customer.
Guarantee Days	Enter the number of days that the customer is entitled to fee reimbursement in case the candidate is terminated or resigns.
Calculate	Click this button to calculate the minimum and maximum potential incomes and display them on the page.
Fee Percentage	Displays the minimum and maximum fee percentage that your organization will bill from the order.
Total Compensation	Displays the minimum and maximum salary range that you entered and adds to that number the amount (if any) you entered in the Additional Compensation field.
Potential Income	Displays the minimum and maximum potential income range associated with the resource request. The system calculates potential income as a percentage of the total compensation granted to the employee who fills the order. The system determines the percentage by the fee schedule specified on the resource request. For instance, the Salary Range might be 40,000 USD to 50,000 USD. Assuming a fee percentage of 12 percent, the low end of the potential income range is 4,800 USD and the high end is 6,000 USD.
Send Resume to	Enter the contact in the customer organization who should receive candidate resumes.
1st Interview	Enter the contact in the customer organization who will conduct the first candidate interview. Do the same for 2nd Interview and 3rd Interview if applicable.
Other Recruiters	Enter the name of the individual or organization also doing recruiting work.
Reference Check By	Select the party responsible for verifying the candidate's references: Customer, Recruiter, or Th. Party (third party).
Extend Offer	Select an entity that will extend the job offer to the candidate: Customer, Recruiter, or Th. Party (third party).
CO-OP Order	Select this check box to indicate that your organization will fill the order in cooperation with another staffing organization.
Confidential Order	Select this check box to indicate that the order should remain confidential.
Company Will Relocate Employee	Select this check box to indicate that the customer is offering a paid relocation package with this position.

Entering PeopleMatch Information

Access the PeopleMatch page.

PeopleMatch searches are identical for temporary and career orders.

Note. You can search for applicants but you cannot create temporary assignments until the applicant is hired as an employee or non-employee. If you installed PeopleSoft Pay/Bill Management, the system sends a message to PeopleSoft HRMS to retrieve an employee ID (EMPLID). Because a delay may occur in the time the databases receive and respond to the message, the employee record is set to pending within the PeopleMatch search results. Once you complete the hire process, the system changes the personnel status to Employee or Non-Employee. You can then complete the assignment process. Career assignments may be filled by either applicants or employees.

You must run the Index Creation process to incorporate any changes to employees and applicants that can affect matching.

PeopleMatch

Job Title

Enter the job title code that best describes the work to be performed by the candidate.

Note. The job title entered in this field is not used by the system as search criteria. To search based on job title, include this field in the PeopleMatch search configuration and enter the job title value as search criteria on the Configurable Fields tab.

Knowledge Level

Select a knowledge level required for the job title: Advanced, Beginner, Intermed (intermediate), or Not Invest (not investigated). The system does not use the information entered in this field as automatic search criteria.

The functionality of the buttons, fields, and destination pages on the Qualifications and Other Search Criteria tabs and in the Search Results group box is the same as those you use when adding customers to the system and when searching for applicants, employees, and contractors who possess particular qualifications.

See Using PeopleSearch to Find Resources.

See Adding General Customer Information.

Selected Candidates

This group box contains those candidates who are being considered for placement.

You can move resources to the Selected Candidates group box by:

Selecting the check box to the left of the resource's name in the Search Results grid, and then clicking the Add Selected link.
Adding an individual candidate who is not in the Search Results grid by inserting a row in the Selected Candidates group box using the Add Candidate to List button.
Using the Job Scorecard page to view scoring information, selecting the candidate, selecting the From Scorecard check box, and then clicking the Add Selected link.
Using the Candidate Overview page to view candidate information, selecting the candidate, selecting the From Candidate Overview check box, and then clicking the Add Selected link.

Type	Select Appl (applicant) or Empl (employee).
Candidate ID	Enter the candidate's applicant or employee ID.
Name	Displays the name of the candidate. Click a candidate name link in this column to access the Candidate Overview page. This page provides basic personal data about the candidate, as well as job-related information such as skills, references, and previous assignments. To view the candidate's resume, click View Resume. To view the candidate's employee data, click View Candidate Details.
Status	Indicates the resource's status if they are an applicant, or whether they are an employee or non-employee. The valid values are: Active, Hire Pending, Invalid, Pending, Employee, and Non Employee.
Offer Result	Displays the candidate's offer status for the resource request, such as Considering, Declined, Other, Accepted, or Assigned.
Telephone	Displays the candidate's main telephone number.
	Click the Go To Order Manager icon to make an offer, add and view agenda items, and add or view historic event information about the open order for a selected candidate.
	Click the Express Assignment icon to create an assignment for this candidate without using Order Manager.
	Click the Hire Candidate icon to hire an applicant before placing him or her on a temporary assignment. Only employees and non-employees can be placed in temporary assignments.
Email Candidate	Click this button to send an email to selected candidates in the Search Results group box.
Propose Candidate	Click this button to send an email to the contact about a candidate.
Add Agenda	Click the Add Agenda button to add a reminder in your agenda about a candidate.
Add Candidate to List	Click this button to add another row in the Selected Candidates group box.
Refresh Personal Status	Click this button to refresh the applicant and employee status. For example, let's say a candidate is an applicant and not an employee and you want to place the person in a temporary assignment. However, only employees and non-employees can be assigned to temporary orders (applicants cannot). Thus, even though you hire the person, that person still appears as an applicant. Clicking the Refresh Personal Status button will change the person's candidate type from Applicant to Employee and the Candidate ID from Applicant ID to Employee ID.

See Also

Working with Your Agenda

Searching PeopleSoft Staffing Front Office

Adding Attachments

Access the Attachments page.

Attachment ID

Displays the ID that the system automatically derived for the file attachment.

Attached File

Displays the name of the file attached to the order.

Attachment Type

Attachment types are defined through system configuration.

Attachments can include resumes, letters of reference, order-related documents, notes related to the order, signed fee schedules, and so on. Enter the type that best categorizes the file attachment.

Description

Enter a description indicating the contents of the file attachment.

Add and View

Click the respective buttons to add the Attachment to the order, or to view the attachment.

If you click Add, you can then browse, open, and upload an attachment to add to the order.

Adding and Viewing Order History

Access the History page.

Note. This page displays all history items that reference this job order. If no history items were added for the order, the History Transactions group box will not have data.

Change Tracking Details

Click this link to view and enter change tracking details for billing, service order priority, and service order status information.

To access the Order History Detail page and view additional detail for a particular transaction, click the View History link associated with the item.

Collecting Additional Information Using Forms

Access the Forms page.

Add New Form

Click this button to add a new form to the order.

Form Type

The system provides the value of ORDR (order form) by default in this field.

Form Code

In the Form Details group box, enter the specific template that you want to use.

The system re-displays the page with a set of fields that you can then complete. Each template has a different set of questions or fields. Your organization decides what information should be contained in these forms.

Note. Your implementation team sets up forms during implementation of the system. To make any changes to the list of available forms or to the content of the forms, contact your system administrator.

Sequence

Displays the sequence number that the system associates with each form added to the job order.

Insert Row

Click this button to add another form having the same form code but a different sequence number.

Form Summary

Click this link to view a summary of the forms added to your job order.

View Form

Click this link to view details of a particular form attached to the order.

Making and Scheduling Offers to Candidates

The assignment process involves selecting a candidate from your PeopleMatch results, offering him or her the position defined on the resource request, and the candidate accepting the offer. The Candidate Events page details the agenda items associated with the offer, including the date and time the offer was extended as well as when it was accepted or rejected. The Contact Events page details the agenda items associated with the acceptance as they relate to the order contact person. The information on this page is display-only.

This section discusses how to:

Enter candidate events.
View candidate details.
Make offers to candidates.
Add agenda items.
Add history items.
View contact events.

Pages Used to Enter Event Information and Make Offers

Page Name	Object Name	Navigation	Usage
Candidate Events	FO_ORDR_MGR_CNDTE	Click the Order Manager button on the PeopleMatch page.	Review and enter candidate information related to an open job order.
Candidate Overview	FO_EMPL_OVW	Click the View Candidate Overview link on the Candidate Events page.	View a candidate's personal data and job related information.
Candidate Events	FO_MAKE_OFFER	Click the Make Offer button on the Candidate Events page.	Make an offer to a candidate.
Agenda Detail	FO_AGENDA_DETAIL	Click the Add Agenda button on the Candidate Events page.	Add agenda items to an order.
History Detail	FO_HISTORY_DTL	Click the Add History button on the Candidate Events page.	Add history items to an order.
Contact Events	FO_ORDR_MGR_CNTCT	Click the Order Manager button on the PeopleMatch page. Select the Contact Events tab.	Review contact information related to an open job order.

Entering Candidate Events

Access the Candidate Events page.

Branch,Order,Line, and Order Type

Displays order information.

Candidate

Displays candidate information.

Cust. Name (customer name) and Contact Name

Displays the customer and the contact for this order.

View Other Phone Numbers and View Other Email Addresses

Click these links to view the candidate's contact information.

View Resume

Click this link to view the candidate's resume.

Note. The resume must have been previously uploaded through the Applicant or Employee component.

View Candidate Overview

Click this link to view the candidate's personal data, competencies, and job-related information.

View Candidate Details

Click this link to view the candidate's applicant or employee data.

Make Offer

Click this button to make an offer to the candidate.

Note. This button becomes the Update Offer button if the candidate is considering the offer.

Assign

Click this button to assign the candidate to the resource request.

Note. The candidate must have accepted the offer and be hired before he or she can be assigned to a temporary order. Candidates do not need to be hired to be assigned to a career order.

Add Agenda

Click this button to add an agenda item.

Add History

Click this button to add history items to an order.

Email Candidate

Click this button to send an email to the candidate about the resource request.

Propose Candidate

Click this button to send an email to the contact about the candidate.

This Order Only and All Orders

Select the respective option to view agenda or history events for the current order or for all orders associated with this candidate.

Show Completed Agenda Items and Hide Completed Agenda Items

Click the respective button to display or hide agenda items that have been marked complete for the order.

Viewing Candidate Overview

Access the Candidate Overview page.

Here you can view details about the candidate's Availability, Competencies, Tests, References, Assignments, Job Titles, and Lines of Business. Each section is expandable.

Making Offers to Candidates

Access the Make Offer to Candidate page.

Start On Dateand Start Time

Select the date and enter the time of day the candidate is to start the job.

Offer Result

Select the candidate's response to the offer: Accepted, Considering, Declined, or Other.

If the candidate Accepted the offer, when you click OK the system transfers you to the assignment pages to enter the details of the assignment.

Note. For temporary orders, candidates must be hired before they can be placed in assignments.

Comment Text

Enter any comments about the offer or the job.

Note. You can also use the Other status when an offer is made to a candidate, but it is neither accepted nor declined. When you select the Other status, the system displays the Other Reason field. You can then select a reason such as Phone Busy or No Answer. The system records the Other status along with the reason as a history item.

Adding Agenda Items

Access the Agenda Detail page.

Fill in all the fields that apply to the event you are adding, and click the OK button.

The system returns you to the Candidate Events page and displays the item in the Agenda group box. If an agenda item is completed, select its Completed check box.

This page is discussed in the “Using the Agenda and History Functions” chapter of this PeopleBook.

See Also

Entering Agenda Details

Adding History Items

Access the History Detail page.

Fill in the fields that apply to the event you are adding, and click the OK button.

The system returns you to the Candidate Events page and displays the item in the History group box.

Viewing Contact Events

Access the Contact Events page.

Use the Contact Events page to view history and agenda items associated with the acceptance or rejection of an assignment as they relate to the contact person on the order.

To view agenda or history events for all orders associated with the contact person, select the All Orders option in the appropriate section.

Approving Orders

The Order Approval page lists all orders for a specific staffing branch that need approval. It gives managers the ability to approve multiple orders that users have entered into the system. Orders are visible on the Approve Orders page, ready to be approved or denied, when the approval status is Pending.

Order approval authority is granted through the user preferences configuration. Users who do not have order approval authority can only save orders with approval status of Pending. Orders with approval status of Pending can only be saved with Draft or Ended order status. Users who have order approval authority can approve orders in the Order component itself or in the Order Approval component.

This section discusses how to approve orders.

Page Used to Approve Orders

Page Name	Object Name	Navigation	Usage
Approve Orders	FO_ORDR_APRVL_INQ	Staffing, Orders and Assignments, Approve Orders	Approve orders.

Approving Orders

Access the Approve Orders page.

Approval Status

Select a value that represents the approval status:

Approved: The order is dropped from the list once you save the page and navigate to another page.

Denied: The order is dropped from the list once you save the page and navigate to another page.

Pending: The order remains on the list.

Order ID

Displays the ID associated with the order. Click the link to go to the pages associated with the order.

Customer

Displays the customer's ID number.

Viewing Order History

The Order History page contains a record of the interactions that have occurred between you and your customers and that you have previously logged in the system. The system generates a history item when a user completes an agenda item and when the user clicks the Add History buttons and links throughout the application. Only the history items that reference the current order ID appear on this page.

This section discusses how to:

View order history information.
View order history detail.

Pages Used to View Order History

Page Name	Object Name	Navigation	Usage
Review History	FO_HISTORY	Staffing, Orders and Assignments, Review Order History	View a summary of past events related to an order that were saved automatically by the system or manually by a user.
History Detail	FO_HISTORY_DTL	Staffing, Orders and Assignments, Review Order History, History Detail	View details of an order history transaction.

Viewing Order History Information

Access the Review History page.

Use this page to view the transactions associated with a particular order.

Click the View History button at the end of a row to view history details for the item.

Viewing Order History Detail

Access the History Detail Page.

The layout of the history page is the same for all types of history records.

See Also

Viewing and Entering History Detail

Placing Candidates in Assignments

Use the Assignment pages to capture the details required to place candidates in an assignment.

Staffing organizations often provide a number of guarantee days associated with career assignments. When the candidate resigns or is terminated within this guarantee period, the customer may be entitled to a credit or a refund due to what the industry calls a fall off.

The billing schedule is used with career assignments only. The total amount included in schedules must equal the placement fee agreed upon with the customer.

Having the system create additional jobs is applicable only when you have PeopleSoft Pay/Bill Management installed with PeopleSoft Staffing Front Office. If only PeopleSoft Staffing Front Office is installed, the concept of additional jobs is not used, and all assignments are created with EMPL_RCD zero.

Note. To enable multiple jobs for PeopleSoft Staffing Front Office, select the Multiple Jobs Allowed check box on the PeopleTools Options page in the General Options group box.

Refer to the Setting Installation Options for PeopleSoft Applications chapter in the PeopleSoft Application Fundamentals PeopleBook.

See Setting Installation Options for PeopleSoft Applications.

This section discusses how to:

Enter assignment details.
View date change history.
Enter fall offs.
Enter billing information.
Enter initial payroll setup information.
View cross-reference information.
Enter commission information.
Designate additional job record creation.
Enter additional information with forms.
Enter tax information.
Attach files to the assignment.

Pages Used to Place Candidates on Assignments

Page Name	Object Name	Navigation	Usage
Assignment Header	FO_ASGN_HDR	Staffing, Orders and Assignments, Assignments Click Assign on the Candidate Events page after a candidate has accepted an offer. Click the Express Assignment button on the PeopleMatch page for an order.	Enter the details required to place a candidate in an assignment.
Change Dates/View History	FO_ASGN_CHANGE_DT	Click the Change Dates/View History link on the Assignment Header page.	View date change information.
Fall Off	FO_ASGN_FALL_SEC	Click the Fall Off button on the Assignment Header page.	Enter fall off information for the candidate. Note. Fall offs apply to career assignments only.
Assignments - Initial Payroll Setup	FO_ASGN_HCM	Staffing, Orders and Assignments, Assignments, Initial Payroll Setup	Enter payroll information for the assignment. Note. This information applies to temporary assignments only.
Assignments - Billing	FO_ASGN_BILLING	Staffing, Orders and Assignments, Assignments, Billing	Enter billing information that is specific to the assignment. Note. You can view and enter customer-specific fields based on the definition established in the order.
Assignments - Cross Reference	FO_ASGN_XREF	Staffing, Orders and Assignments, Assignments, Cross Reference	Access and view PeopleSoft Project Costing and PeopleSoft Contracts cross-reference information. Note. This information applies only when Pay/Bill Management is installed.
Assignments - Additional Jobs	FO_ASGN_ADDTL	Staffing, Orders and Assignments, Assignments, Additional Jobs	Enables power users to force the system to create an additional job for an assignment. Note. This information applies only for temporary assignments and when PeopleSoft Pay/Bill Management is installed.
Assignments - Commissions	FO_ASGN_COMMISION	Staffing, Orders and Assignments, Assignments, Commissions	Enter commission information.
Assignments - Forms	FO_ASGN_TMPLTS	Staffing, Orders and Assignments, Assignments, Forms	Enter additional information that you want to track about the assignment using the assignment forms that you defined through system configuration.
Assignments - Tax Information	FO_ASGN_SALES_TAX	Staffing, Orders and Assignments, Assignments, Tax Information	Enter sales tax information for the assignment.
Assignments - Attachments	FO_ASGN_ATTACH	Staffing, Orders and Assignments, Assignments, Attachments	Attach files to the assignment.

Entering Assignment Details

Access the Assignment Header page.

A majority of the information on this page is populated automatically from the order.

Note. The assignment start date is provided by default from the Start On Date field on the Make Offer to Candidate page.

PC Business Unit	The PeopleSoft Projects business unit that owns the order. In PeopleSoft Staffing Front Office, assignments can only be created for preexisting orders.
Branch	The staffing office that manages the assignment.
Assignment ID	The unique identifier of the assignment record.
Order	The order ID to which the assignment belongs. In PeopleSoft Staffing Front Office, assignments can only be created for preexisting orders.
Order Type	The user-defined order type associated with the order according to the options defined through system configuration. For example, TMP (temporary) or CAR (career).
Res Req # (resource request number)	The order line number for which the assignment is being created.
Description	Enter a description to reflect the type of assignment, such as Facilities Manager.
Status	Select a status for the assignment: Canceled, Ended, or Open.
Name	The name of the resource placed for the assignment.
Candidate Type	The type of candidate: Employee or Applicant. Note. The candidate type of Employee is used to distinguish from non-hired resources (applicants). It includes both employees and non-employees.
EmplID (employee ID)	The ID number of the employee.
Per Status (personnel status)	Indicates whether the person is an employee or a non-employee.
Empl Rec # (employee record number)	PeopleSoft HRMS allows employees to have multiple jobs with the same company. In those situations, the person has a single employee ID but has multiple employee record numbers, one for each job. PeopleSoft Staffing Front Office—when used in conjunction with PeopleSoft Pay/Bill Management—leverages this functionality. This field on the Assignment page indicates which employee job record number is being used to pay the employee for this assignment. When PeopleSoft Pay/Bill Management is not installed, all assignments are created using employee record number 0 (zero). This field only appears for temporary orders.
Job Status	Current status of the job. Possible values include Active, Leave of Absence, Terminated, and so on. Note. Refer to the PeopleSoft HRMS PeopleBooks for a complete list of all possible job status codes.
View Monthly Schedule	Click this link to open a new window to view the schedule for the employee.
Permanent Hire	This field only appears for temporary orders when Temp to Hire is selected on the corresponding resource request line. Click to convert the transaction from a temporary to a career assignment. This feature can be used when the client permanently hires an employee who was originally placed on a temporary basis. Clicking this button causes the system to create a new assignment record that captures the salary and placement fee information. The system maintains the cross-reference between the temporary and career assignments.

Work Site

Customer ID	The work (ship to) customer ID associated with the assignment. The work location affects sales and payroll taxes, workers' compensation, and unemployment insurance.
Location	The customer address sequence number where the work will be performed. The work location affects taxation. The system does not automatically determine the tax codes. However, tracking the work location in addition to the billing address provides you with the information needed to manually enter the most appropriate tax codes.
Contact	The individual within the customer organization designated as the main contact for the assignment.

Assignment Details

Currency	The currency in which the customer will be billed for the services.
Job Code	Select the job code that is most appropriate for the assignment.
WC Code (workers' compensation code)	The workers' compensation code that applies to this assignment based on the job code and work state.
Assigned To	Enter the user ID assigned to manage the assignment.

Replacement Detail

Replacement For

Enter the assignment ID that this assignment replaces. The replaced assignment must be in a canceled status before a replacement can be entered. After the page is saved, the assignment ID becomes a link to the assignment.

Replaced By

This field is automatically populated with a link to the new assignment ID when the Replacement For field is completed on the new assignment.

Replacement Status

The status of the replacement resource. Possible values include:

Replaced
Pending Replacement

Estimated Time

Start Date and End Date	Select the start date and estimated end date for the employee to begin and end work. The estimated End Date appears only for temporary orders. Note. For career orders, only the Start Date field appears.
Hours	Enter the expected number of hours that the employee will work each day.
Start Time and End Time	Enter the start and end work time, if known. End Time appears only for temporary orders.
Extension	Select this check box to indicate the work date range specified is an extension of the work date range originally planned. If the Enable Date Tracking field is selected on the Staffing Installation Options page, this field becomes hidden.
Change Dates/View History	Click this link to view a history of date changes. This link is only available if the Enable Date Tracking field is selected on the Staffing Installation Options page.
Comments	Enter any comments related to the assignment.

For each day of the week, select the respective check box to indicate that the employee will be working on the assignment that day.

Exceptions

This group box displays the same information as the Estimated Time group box, but it applies only to date ranges within the assignment period when the resource will not be working.

Note. In the staffing installation options, you can specify whether or not to populate the resource calendar when assignments are created. If you choose this option, once the assignment is saved entries will be created for the date ranges specified and the week days selected. Entries will not be created for the date ranges specified in the Exceptions group box. Using the resource calendar will enable the system to compute resource availability scores in PeopleMatch and PeopleSearch.

Rates

The system displays this group box for temporary orders only.

After you enter the required pay and bill rates, the system displays your profitability or margin for the assignment.

Note. When creating an assignment the system provides the rate elements that appear here by default from the rate profile configuration. When PeopleSoft Pay/Bill Management is not installed, only four profiles can be configured in the system per setID depending on the type of employee being placed: North America Payroll Hourly Employee, North America Payroll Salaried Employee, Global Payroll Employee, or Non-Employee. Based on the person being assigned, the system retrieves the proper profile and displays its default rate elements on the page. When PeopleSoft Pay/Bill Management is installed, the system displays the default rate elements based on the rate profile specified in the Contract profile for the type of employee being placed.

Effective Date	Select the date when the rates are to be effective. The first effective date must not be after the start of the assignment.
Last Upd User (last update user)	Displays the ID of the last user who updated the page.
Last Upd DtTm (last update date and time)	Displays the date and time the last user updated the page.
Applies to, Pay Rate, Bill Rate, Default Rate, and Apply Rate	Depending on which Applies to option you select (Bill Rate or Pay Rate), enter either the bill rate or the pay rate in the Default Rate field, and then click the Apply Rate button. The system calculates the selected rates in the rates grid based on the standard multipliers established on the rate element configuration. You may recalculate rates as many times as you want. After you enter data in the Pay Rate and Bill Rate fields, the system fills in the Target Bill Rate, Markup %, Margin %, and Caution fields. For the system to display the Caution field correctly, your implementation team must define margin caution in the job code.
Insert Rate	Click this button to add another type of rate in the Main tab. Click the Delete row button to delete any rate not necessary for the assignment.
Target Margin and Apply Margin	Enter the percent of margin that you want to achieve, and then click the Apply Margin button. Based on your selections for bill rate or pay rate, the system calculates the other set of rates in the fields in the Main tab according to the margin specified. You may recalculate margins as many times as you want.
Detail No (detail number)	Displays an auto-sequenced number for each type of rate captured for the assignment. This field is informational only.
Rate Element	Displays the rate element code that corresponds to the type of rate being captured. Rate elements are defined through system configuration. For example, you may define pay and bill rate elements to capture regular time rates for North American Hourly Employees, bill-only rate elements to capture bill rates for North American Salaried Employees, and markup rate elements to capture markup factors to apply to miscellaneous expense reimbursements.
Pay Rate	Enter the amount per hour you will pay employees for the work they are performing at the customer's site for the assignment. This field is only available for rate elements configured with a rate action of Pay and Bill or Pay Only.
Bill Rate	For Pay and Bill or Bill Only rate elements, enter the amount per hour you will bill your customer for the work the employee is performing at the customer's site for the assignment. For markup rate elements, enter the markup factor to apply to expense items needed before billing the client. The markup factor defaults from the rate element configuration, but it can be overridden at the assignment level˙. This field is only available for rate elements configured with a rate action of Pay and Bill or Bill Only or Markup.
Target Bill Rate	Displays the bill rate that you should target to meet margin requirements for the assignment.
Markup % (markup percentage)	Displays, as a percentage, the difference between the pay rate and the bill rate: ((Bill Rate - Pay Rate)/Pay Rate) * 100
Margin % (margin percentage)	Displays, as a percentage, the difference between the pay rate plus costs and the bill rate: ((Bill Rate - (Pay Rate + Additional Costs))/Bill Rate) * 100 Note. Two types of costs are included in additional costs. They are general overhead or fixed costs established at the staffing branch level and workers' compensation costs associated with the job code and state in the workers' compensation configuration tables.
Margin Target	When margin rates are within or outside acceptable levels, the system uses the following indicators to tell you whether you are achieving acceptable or unacceptable margin rates: Acceptable Margin Achieved: If you meet margin requirements, the system displays a green circle next to this field. Margin below Normal Levels: If the margin falls below the caution margin established for the job code, the system displays a yellow triangle next to this field. Unacceptable Margin: If the margin falls below the critical margin established for the job code, the system displays a red square next to this field. Your implementation team configures the values that the system uses in margin calculation. Your organization bases these calculations on the costs associated with filling a position, as well as the expected profit that is generated when you fill the order. You can save an order with any of these indicators.
Rate Purpose	Displays the general purpose of the rate element: R: Regular time. O: Overtime, which is also used for double time. T: Other, such as miscellaneous expense reimbursements, bonuses, drug-screening costs, background checking costs, and so on. The rate purpose is used by PeopleSoft Pay/Bill Management to determine how overtime pay rates should be handled according to Fair Labor Standards Act (FLSA) stipulations. For PeopleSoft Payroll for North America employees who are non-exempt and belong to pay groups configured as FLSA-required, the overtime pay rates captured are only an estimate. PeopleSoft Pay/Bill Management will rely on PeopleSoft Payroll for North America to apply the earnings code multiplier factors to the regular time pay rate to compute the overtime premium.
Rate Action	Displays how this type of rate should be captured: A (Pay and Bill): Capture both pay and bill rates. B (Bill only): Capture only bill rates. P (Pay only): Capture only pay rates. M: Capture markup factors.
Time Reporting Code	Displays the time reporting code (TRC) that is used in PeopleSoft Time and Labor to determine the rules that apply to the hours, as well as the earnings codes used in payroll.

Salary

The system displays this group box for career assignments only or for temp-to-hire assignments that have been converted.

Fee Schedule	Select the fee schedule that applies to the assignment. A default fee schedule appears if it is defined in the Career Master page on the customer record or on the Salary and Billing page on the order's resource request.
Guarantee Days	Starting from the date a candidate first begins a new position, enter the total number of days after which you will no longer offer a refund of the placement fee or a credit. Your organization's business processes dictate how to use this field.
Schedule Sent	Select the date you sent the fee schedule to the customer.
Schedule Sign	Select the date the customer signed the fee schedule.
Base Salary	Enter the actual salary that the candidate accepted.
Default Fee Pct (default fee percentage)	The default fee percentage is calculated based on the fee schedule selected and the salary that was entered.
Additional Compensation	Enter any additional compensation for which the candidate may be eligible, such as a bonus plan.
Override Pct (override percentage)	To override the default fee percentage, enter a percentage here. To recalculate the placement fee, click Calculate.
Total Compensation	Displays the sum of the Base Salary and the Additional Compensation.
Calculate	Click to calculate your staffing organization's fee for placing the candidate with the customer.

Career Placement

The system displays this group box for career orders only.

Placement Fee	Displays the fee your staffing organization will receive from the placement based on the candidate's compensation and the fee percentage you established with the customer.
Career Rev Department(career revenue department)	Displays the department that will receive the revenue associated with the career placement fee. When Pay/Bill Management is installed, this information is used to generate accounting entries in the Contracts module.
Fall Off	Select this check box to indicate that the candidate resigned or was terminated before the expiration of the guarantee period. Fall off functionality is only available when PeopleSoft Pay/Bill Management is installed in addition to PeopleSoft Staffing Front Office. Fall offs are for career order assignments or converted temp-to-hire assignments only. You use the Fall Off page to enter billing information and determine how much the customer is due.
Fall Off	Click this button to enter fall off information in case the candidate is terminated or resigns before the expiration of the guarantee period. Once the fall off information is entered, the system automatically selects the Fall Off check box to document the occurrence of that event and to prevent fall offs, credit, and refund information from being entered twice.

Ending

Use this section to document when an assignment has ended. Set the Status field at the top of the page to Ended when an assignment has ended.

Actual End Date	Select the date that the assignment actually ended. Do not populate this field ahead of time based on an estimated end date.
End Reason	Select a reason why the assignment ended, such as Credit or Filled. .
End Comment	Enter any comments associated with the ending of the assignment.

Audit

Expand this section.

Entered by	Displays the ID of the user who created the assignment.
Date Time Entered	Displays the date and time the assignment was created.
Last Upd User (last update user)	Displays the ID of the last user to update the page.
Last Update Date/Time	Displays the date and time the last user updated the page.

See Also

Setting Up Project Profiles

Viewing Date Change History

Access the Change Dates/View History page.

Old Start Date and Old End Date	Displays the previous start and end dates.
New Start Date and New End Date	Enter the new start and end dates.
Request Date	Enter the date the change was requested.
Change Reason	Enter a reason for the date change.
Comments	Enter any comments.

Note. The start date of the first range of dates cannot be changed, but the start date thereafter can.

Date Change History

This section displays a history of date changes.

Entering Fall Offs

Access the Fall Off page. This page is only available when PeopleSoft Pay/Bill Management is installed in addition to PeopleSoft Staffing Front Office.

Fall Off Code	Select the code that best describes the fall off reason, such as Q (quit).
Placement Fee	Displays the fee the customer paid your staffing organization for the placement.
Guarantee Days	The number of days your staffing company guaranteed the placement. The guarantee days determine how long your staffing company guarantees the placement.
Days Worked	Enter the number of days the candidate worked for the customer on the assignment.
Pct (percent)	The percentage of the placement fee that your staffing organization is returning to the customer.
Calculate	Click this button to calculate the amount your staffing organization will refund the customer for the fall off.
Fall Off Amount	Displays the amount your staffing organization should return to the customer. For the system to calculate the return amount, you must enter values in the Fall Off Code, Guarantee Days, Placement Fee, and Days Worked fields. Guarantee days and placement fee are provided by default from the Assignment page.
Fall Off Credit Date	Enter the date to be used in the credit transaction being generated for the customer. Once you click the OK button, PeopleSoft Pay/Bill Management will automatically generate a credit for the customer in the PeopleSoft Billing application.

Entering Billing Information

Access the Assignments - Billing page.

Define Events By

This group box appears for career assignments or converted temp-to-hire assignments only.

Amount and Percent

Select an option by which the system will define events:

Amount: If you select Amount, you will enter the amounts to be billed for each installment.
Percent: If you select Percent, the system will enable you to split the placement fee to be billed to the client in installments by entering the percentage of the total fee to be billed in each installment.

Billing Schedule

This group box appears for career assignments or converted temp-to-hire assignments only.

Event Occurrence	Displays an auto-generated sequence number for each billing installment.
Event Date	Select the dates you would like to bill the customer for the placement fee.
Percentage	Enter the percentage or amount of the placement fee to be billed for each date.
Comments	Enter any comments you have regarding the billing of this assignment.

Purchase Order

This group box appears for temporary orders only.

Note. This information is sent to PeopleSoft Pay/Bill Management for use with PeopleSoft Billing to expedite payment of your bills. The purchase order tracking feature is used with temporary orders only when PeopleSoft Pay/Bill Management is installed.

Business Unit	This field is only editable if you select the Use PO Tracking check box. Enter the PeopleSoft Contracts business unit of the customer purchase order against which this assignment should be billed.
Use PO Tracking (use purchase order tracking)	Select this check box in order to have the system use purchase order balance tracking for this assignment. If you are tracking your billing activity against customer purchase orders, you may associate a purchase order number to the assignment. If this check box is not selected, you can still enter a customer purchase order ID in the free form Customer PO field, but the system will not track the purchase order balance as the customer is billed for hours posted against this assignment.
PO Tracking ID (purchase order tracking ID)	This field is only editable if you select the Use PO Tracking check box. Enter the tracking ID of the customer purchase order against which hours for this assignment should be billed. The system will track the balance of the purchase order as the customer is billed. The purchase order tracking functionality is only available for temporary assignments.
Customer PO (customer purchase order)	This field is only editable if you do not select the Use PO Tracking check box. Enter the customer's purchase order number for this assignment. Purchase order information entered in this manner does not allow or require purchase order balance tracking.

Customer Fields

This group box only appears when Pay/Bill Management is installed.

Effective Date	Enter an effective date for each Definition ID template you specify.
Definition ID	Displays the customer definition template ID associated with the assignment. This field is provided by default from the order and cannot be overridden.
Customer Field Name and Description	Each Customer Field Name is automatically populated by the system from the customer fields definition template as defined in PeopleSoft Pay/Bill Management configuration. Examples include Customer Cost Center and Customer Supervisor Name. Enter the value of each customer field in the Description field. For example, if the Customer Field Name is equal to Customer Supervisor Name, you can enter Carol Smith in the Description field. For temporary assignments, PeopleSoft Pay/Bill Management passes the values of these fields to the Billing application, where they can be used for invoice printing or reporting purposes.
Pre Approval Flag	This check box is only available when PeopleSoft Pay/Bill Management is installed. Select this check box to indicate whether a billing worksheet should be generated and approved before charges are sent to the Billing application.

Entering Initial Payroll Setup Information

Access the Assignments - Initial Payroll Setup page.

This page appears for temporary assignments only. It captures information specifying how an employee should be paid for this assignment. When PeopleSoft Pay/Bill Management is installed, the system uses this information to decide whether or not an additional job record should be created in PeopleSoft HRMS for this assignment.

Company	Select the HR company that will pay the employee for hours worked in this assignment. If the selected department is associated with a company, the company will be populated by default and will be display-only.
Department	Select the HR department that will pay the employee for hours worked in this assignment. The department may appear by default from the employee or the order, depending on the project profile configuration.
Pay Group	Select the pay group from which the employee should be paid for hours worked in this assignment. The pay group prompt is dynamic depending on the pay system definition on the employee job record (North America or Global Payroll). Entries in this field appear by default from the employee or from the user preferences, depending on the setup of the project profile.
Workgroup and Taskgroup	These fields are only available when PeopleSoft Pay/Bill Management is installed. Select a value for each to indicate how you want to process the employee within PeopleSoft Time and Labor. Entries in these fields appear by default from the employee or from the user preferences, depending on the setup specified in the project profile.
Location Code	Enter a location code associated with the staffing branch for this assignment.
Business Unit HR	Enter the human resources business unit that will pay for the hours worked by the employee in this assignment.
Tax Location Code	Select a value to indicate the North America payroll taxing jurisdictions that apply to this assignment.

Note. You cannot change any of the fields on this page in PeopleSoft Pay/Bill Management after you create the assignment. However, you can change these fields directly in the PeopleSoft HRMS and PeopleSoft Time and Labor systems.

Viewing Cross-Reference Information

Access the Assignments - Cross Reference page.

Cross-Reference

PC Business Unit (Project Costing business unit)	Displays the Project Costing business unit for this assignment. The system obtains this value from the Branch Mapping table.
Project	When PeopleSoft Pay/Bill Management is installed, this field displays the ID of the project that was automatically created when the order was saved. Click to access the associated project in the Project Costing application.
Activity	When PeopleSoft Pay/Bill Management is installed, this field displays the ID of the activity that was automatically created when the assignment was saved. Click to access the associated activity in the PeopleSoft Project Costing application.
Contracts Business Unit	Displays the PeopleSoft Contracts business unit for this assignment. The system obtains this value from the Branch Mapping table.
Contract	When PeopleSoft Pay/Bill Management is installed, this field displays the number of the contract that was automatically created when the order is saved. Click to access the associated contract in the PeopleSoft Contracts application.
Contract Line	When PeopleSoft Pay/Bill Management is installed, this field displays the contract line number that was automatically created when the assignment is saved. Click to access the associated contract line in the PeopleSoft Contracts application.

Entering Commission Information

Access the Assignments - Commissions page.

User ID	Select the ID of the person who is receiving a commission for the placement.
Percentage	Enter the percent of the commission the person is receiving. If more than one person is receiving a commission for the placement, enter a new row, add his or her User ID, and then enter a Percentage. The total combined percentage for all commissions on the assignment must be equal to 0 or 100.

Designating Additional Job Creation

Access the Assignments - Additional Jobs page.

This page appears for temporary orders only and is only available when PeopleSoft Pay/Bill Management is installed and the Allow forcing additional jobs check box is selected on the Staffing - Job Data page.

Select the Force Additional Job Creation check box to have the system always create an additional job record each time a new assignment is created. This selection will override the system logic that reuses job records across assignments.

Entering Information with Forms

Access the Assignments - Forms page.

The functionality of this page is identical to that of the Forms page in the Order component.

See , in this chapter, Collecting Additional Information Using Forms.

Entering Tax Information

Access the Assignments - Tax Information page.

The functionality of this page is identical to that of the Tax page in the Order component.

See Entering Tax Information.

Attaching Files to the Assignment

Access the Assignments - Attachments page.

The functionality of this page is identical to that of the Attachments page in the Order component.

See Adding Attachments.

Viewing Assignment History

You can view records of the critical events that occurred and events that you logged in association with each assignment. The system generates a history item when a user completes an agenda item or when the user clicks the Add History button on several components throughout the application. Only the history items associated with this assignment show on this page.

This section lists the pages used to view assignment history.

See Also

Viewing Order History

Viewing and Entering History Detail

Pages Used to View Assignment History

Page Name	Object Name	Navigation	Usage
Review History	FO_HISTORY	Staffing, Orders and Assignments, Review Assignment History	Review the most recent events logged and associated with a particular assignment.
History Detail	FO_HISTORY_DTL	Staffing, Orders and Assignments, Review Assignment History, History Detail	View details of assignment history events.

Attachment ID	Displays the ID that the system automatically derived for the file attachment.
Attached File	Displays the name of the file attached to the order.
Attachment Type	Attachment types are defined through system configuration. Attachments can include resumes, letters of reference, order-related documents, notes related to the order, signed fee schedules, and so on. Enter the type that best categorizes the file attachment.
Description	Enter a description indicating the contents of the file attachment.
Add and View	Click the respective buttons to add the Attachment to the order, or to view the attachment. If you click Add, you can then browse, open, and upload an attachment to add to the order.

Add New Form	Click this button to add a new form to the order.
Form Type	The system provides the value of ORDR (order form) by default in this field.
Form Code	In the Form Details group box, enter the specific template that you want to use. The system re-displays the page with a set of fields that you can then complete. Each template has a different set of questions or fields. Your organization decides what information should be contained in these forms. Note. Your implementation team sets up forms during implementation of the system. To make any changes to the list of available forms or to the content of the forms, contact your system administrator.
Sequence	Displays the sequence number that the system associates with each form added to the job order.
Insert Row	Click this button to add another form having the same form code but a different sequence number.
Form Summary	Click this link to view a summary of the forms added to your job order.
View Form	Click this link to view details of a particular form attached to the order.

Branch,Order,Line, and Order Type	Displays order information.
Candidate	Displays candidate information.
Cust. Name (customer name) and Contact Name	Displays the customer and the contact for this order.
View Other Phone Numbers and View Other Email Addresses	Click these links to view the candidate's contact information.
View Resume	Click this link to view the candidate's resume. Note. The resume must have been previously uploaded through the Applicant or Employee component.
View Candidate Overview	Click this link to view the candidate's personal data, competencies, and job-related information.
View Candidate Details	Click this link to view the candidate's applicant or employee data.
Make Offer	Click this button to make an offer to the candidate. Note. This button becomes the Update Offer button if the candidate is considering the offer.
Assign	Click this button to assign the candidate to the resource request. Note. The candidate must have accepted the offer and be hired before he or she can be assigned to a temporary order. Candidates do not need to be hired to be assigned to a career order.
Add Agenda	Click this button to add an agenda item.
Add History	Click this button to add history items to an order.
Email Candidate	Click this button to send an email to the candidate about the resource request.
Propose Candidate	Click this button to send an email to the contact about the candidate.
This Order Only and All Orders	Select the respective option to view agenda or history events for the current order or for all orders associated with this candidate.
Show Completed Agenda Items and Hide Completed Agenda Items	Click the respective button to display or hide agenda items that have been marked complete for the order.