PeopleSoft Enterprise HRMS 9.1 Application Fundamentals PeopleBook

(USF) Setting Up the Work-in-Progress Management System

PeopleSoft Enterprise Human Resources provides a work-in-progress (WIP) management system that works together with Workflow to automate the tracking and processing of personnel action requests (PAR) and Federal eApps for Self Service.

This chapter provides an overview of the work-in-progress (WIP) management system setup and discusses how to:

Set up WIP status.
Define WIP activity processing.

Understanding WIP Management System Setup

This section discusses:

Delivered setup.
Configuration steps.

Delivered Setup

Human Resources delivers definitions for the USFED WIP management transaction for personnel action requests (PAR) and definitions for these self service transactions:

Employee self-service transactions:
- Address Change (FE_ADDRESS)
- Marital Status Change (FE_MARITAL
- Name Change (FE_NAME)
Manager Self Service transactions:
- Full-Time / Part-time Status (FE_FTPT)
- Location Change (FE_LOCATION)
- Reporting Change (FE_REPORTING)
- Promotion (FE_PROMOTION)
- Reassignment (FE_REASSIGN)
- Retirement (FE_RETIRE)
- Separation (FE_SEPARATE)

WIP set up tables are delivered as system data. You can modify the delivered setup to suit your agency's WIP processing needs. Setting up WIP control parameters is usually a one-time-only process that you do when you first configure your PeopleSoft Human Resources system. The setup information in this chapter is for your agency's system administrator who will perform the setup and is not for managers or system users.

Note. All discussions assume that you understand the processes that are being described.

(USF) Processing Personnel Action Requests

(USF) Setting Up Approvals

(USF) Managing Direct Reports

Configuration Steps

These are the WIP system configuration steps:

Plan and design your WIP process.
Set up WIP status codes and associate them with status types and batch processes for reporting.
Set up WIP activities and component processing.

Designing Your Agency's WIP Process

Follow these steps to plan your WIP process setup:

Review the delivered sample USFED WIP system parameters as an example of WIP setup.

See Understanding Delivered Sample WIP System Parameters.
Analyze your agency's review process and determine the levels of review that you need for PARs and recruiting processes.
Design your system based on your agency's requirements for routing requests and other data through approval processes.

Use the charts of sample parameters presented in this chapter as a starting point. You can use the charts as is, change them, or use them as templates to set up your own charts in similar formats.

Defining WIP Status Codes and Associating Status Types

To configure your WIP status controls:

On the Transaction Setup page, define the WIP status codes that you want to use.

Defining WIP status codes classifies the WIP process into steps. You use those steps to define routing and tracking in PeopleSoft Workflow.

The WIP status code tells PeopleSoft Workflow when and where to send data to the next step of the request/approval cycle or other type of cycle. When reviewers change the WIP status of a request, the PeopleSoft Workflow process that you link to a status ensures that the action goes through all of your agency's review levels and keeps it going until it is completed as an actual event.
Associate a status type with the status code.

The status type tracks the requests and tells related processes when to add data rows.
On the Batch Programs page, specify the WIP status and type for related processes.

During processing, the identified process creates a new database row for the specified status type and enters the associated WIP status.

Setting Up Activities and Component Processing

In the Approval Flow component, associate components with WIP activities and further specify the WIP status processing, workflow routing, and other component-level processing controls for each WIP activity.

See Also

Delivered Workflows for PeopleSoft HRMS

Understanding Delivered Sample WIP System Parameters

The tables in this section contain the delivered USFED sample system WIP parameters for the PeopleSoft Human Resources Administer Workforce business process.

This section discusses:

Sample WIP status codes.
Sample WIP status types and related status codes.
Sample WIP parameters setup.

Sample WIP Status Codes

The USFED sample system is set up to display the WIP status code as the PAR status when entered on system pages.

This table lists and describes the WIP status codes and the users who assign them in the sample system.

WIP/PAR Status Code	WIP/PAR Status Description	Who Can Assign This Status
INI	Initiated	Employee, Supervisor, Human Resources
REQ	Requested	Employee, Supervisor, Human Resources
1ST	1st Authorized	1st Level Reviewer: Supervisor or Manager
2ND	2nd Authorized	1st Level Reviewer: Supervisor or Manager
SIG	Approved/Signed	2nd Level Reviewer: Supervisor or Manager
APP	Approved	Human Resources
AUT	Authorized	1st Level Reviewer: Supervisor or Manager
REV	Reviewed	2nd Level Reviewer: Supervisor or Manager
PRO	Processed by Human Resources	Human Resources
RET	Return for More Information	Supervisor, Manager, Human Resources
WTH	Withdrawn	Employee or Supervisor requesting the action
DIS	Disapproved	Supervisor, Manager, Human Resources
COR	Corrected	Human Resources
CAN	Canceled	Human Resources
IRR	IRR Reported (individual retirement record reported)	Human Resources

See Also

Adding and Updating Data

Sample WIP Status Types and Related Status Codes

This table describes how the WIP status types are linked to the various WIP statuses in the sample USFED system:

Status Type	WIP Status Code
Work-in-progress	INI (initiated)
Work-in-progress	REQ (requested)
Work-in-progress	1ST (first authorization)
Work-in-progress	2ND (second authorization)
Work-in-progress	APP (approved)
Work-in-progress	AUT (authorized)
Work-in-progress	REV (reviewed)
Work-in-progress	SIG (approved/signed)
Work-in-progress	RET (returned for more information)
Work-in-progress	WTH (withdrawn)
Work-in-progress	DIS (disapproved)
Corrected	COR (corrected)
Canceled	CAN (canceled)
Completed	PRO (processed by Human Resources)
IRR Reported (individual retirement record reported)	IRR (IRR reported)

Sample WIP Parameters Setup

This table describes how the sample WIP parameters are set up in the Approval Flow component for USFED to drive Federal PAR component processing:

WIP Activity	Description	Allow Row Delete/ Insert	Default WIP Status	Component Performing Action	WIP Status in Search	WIP Status Field to Activate
1st AUTH	1st Authorization		1ST	EE_1ST_AUTH	1ST, REQ	1ST, Request - Both Status Field Only
2nd AUTH	2nd Authorization		2ND	EE_2ND_AUTH	1ST, 2ND	1ST, 2ND - Both Status Field Only
APP/SGN	Approval/Signature			EE_APPROVAL	2ND, SIG	2ND - Status Field Only; SIG
APPL HIRE	Applicant Hire		PRO	EE_APPLICANT_HIRE	PRO	PRO, INI
CANCEL	Cancellation			EE_CANCELLATION	CAN,PRO	COR,PRO - Both Status Field Only
CONC_HIR	Concurrent Hire		PRO	EE_CONC_HIRE		PRO, INI
CORRECTION	Correction	Insert, Delete	COR	EE_CORRECTION	COR, PRO	COR, PRO
EMPL REQST	Employee Request	Insert	REQ	EE_EMPL_REQ	1ST, 2ND, COR, DIS, PRO, INI, REQ, RET, SIG	INI, REQ
HIRE	Hire		PRO	EE_HIRE		PRO, INI, REQ
HR PROC	Process by HR	Insert, Delete	PRO	EE_HR_PROC	1ST, 2ND, CAN, COR, DIS, PRO, REQ, RET, SIG, WTH	1ST, 2ND, CAN, COR, DIS, PRO, INI, REQ, RET, SIG, WTH
IRR CORR	Correction IRR	Insert	PRO	EE_IRR_CORR	IRR	PRO
IRR SUPP	Supplemental IRR	Insert	PRO	EE_IRR_SUPP	IRR	PRO
LEAVE REQ	Request Leave Without Pay		REQ	FG_EE_LEAVE_REQ		REQ
SUP REQST	Supervisor Request	Insert	REQ	EE_SUP_REQ	PRO, INI, REQ	INI, REQ
TERMINATN	Termination Request	Insert	REQ	FG_EE_TERMINATION		REQ
W3_PERS_DT	Web Personal Data		PRO	W3_GVT_PERS_DATA	PRO	PRO, REQ

Setting Up WIP Status

To set up WIP status, use the Approval Transactions component (GVT_WIP_RECORD).

This section discusses how to:

Define WIP statuses and associate status types.
Specify WIP status and type for related batch processes.

Understanding WIP Status Codes and Status Types

After you review the sample setup, analyze the request process, and determine the process that your agency will use, define your WIP statuses and link each one to a status type.

You can use all or some of the statuses that are delivered with the system, and you can use some of them more than once in a process. For example, your agency might require two levels of authorization and two levels of approval for processing a PAR. Or, as shown in the sample system, you might want two levels of authorization and one level of approval.

Assign the appropriate WIP status type to each status. As a PAR travels along the path of approvals, it retains the status type Work-in-progress until it is approved, at which time the status type would be Completed.

This table lists the available WIP status types with definitions indicating when you would use each:

WIP Status Type	Definition
Work-in-progress	The request hasn't reached the final level of approval. The personnel action information resides only in the Federal PAR component and is not applied (pushed) to core records and components.
Completed	A request has successfully completed all review levels and is approved by HR. The personnel action will be applied (pushed) to core records and components.
Canceled	A completed request is canceled by HR. The personnel action will be retained on the Federal PAR components, but is deleted from core records and components.
Corrected	A completed request is corrected by HR. The personnel action will be retained on the Federal PAR components, but is updated on core records and components.
IRR Reported	The request will be reported on an Individual Retirement Record (IRR).

See Also

Sample WIP Status Codes

Sample WIP Status Types and Related Status Codes

Defining WIP Status Codes and Associating Status Types

Pages Used to Set Up WIP Status

Page Name	Definition Name	Navigation	Usage
Transaction Setup	GVT_WIP_RECORD1	Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Transactions, Transaction Setup Select USFED as the Transaction value in the search page. Select any other value starting with FE_ for Federal eApps for Self Service transactions.	Define WIP statuses and associate status types for the USFED or Federal eApps transactions.
Batch Programs	GVT_WIP_RECORD2	Set Up HRMS, Product Related, Workforce Data USF, Approval Transactions, Batch Programs Select USFED as the Transaction value in the search page.	Specify WIP status and type for related batch processes. Note. This page appears only for the USFED transaction.

Page Name

Definition Name

Navigation

Usage

Transaction Setup

GVT_WIP_RECORD1

Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Transactions, Transaction Setup

Select USFED as the Transaction value in the search page.

Select any other value starting with FE_ for Federal eApps for Self Service transactions.

Define WIP statuses and associate status types for the USFED or Federal eApps transactions.

Batch Programs

GVT_WIP_RECORD2

Set Up HRMS, Product Related, Workforce Data USF, Approval Transactions, Batch Programs

Select USFED as the Transaction value in the search page.

Specify WIP status and type for related batch processes.

Note. This page appears only for the USFED transaction.

Defining WIP Statuses and Associating Status Types

Access the Transaction Setup page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Transactions, Transaction Setup where you've selected USFED as the Transaction value in the search page).

Because the WIP setup is delivered with your system, we describe the page controls that appear on this page as they apply to our sample database. You can change the values in the USFED transaction to correspond to the setup that you require for your agency.

WIP Status Label	Enter a WIP status label. This label is for referencing the WIP status on various human resources pages. For example, for referencing the WIP status on the Administer Workforce request pages, the label in our sample system is Par Status (personnel action request status).
Avail to Manager Self-Service (available to manager self-service)	Select this option only when setting up approvals for self-service transactions.
Effective Dated Record	Select if the record is to be effective-dated. This must be selected for the USFED transaction.

Valid WIP Statuses

WIP Status (work-in-progress status)	Add or modify the three-character status codes as necessary. Each WIP status represents a step in the approval process.
Description and Short Description	The system displays the description or short description on HRMS pages when you select the three-character PAR Status that corresponds to the WIP status.
Allow Row Insert	Select this option if you want users to be allowed to insert a new row from a personnel transaction with the selected status. For example, the Data Control page in Administer Workforce enables users to enter new effective-dated rows and add new data, creating a history of the changes. These types of pages are part of the WIP processing pages and depend on the WIP control configuration to designate the WIP status in which a user can enter a new row.
Status Type	Select the status type to be linked to the WIP status. Valid status types are: Work-in-progress. Completed. Canceled. Corrected. IRR Reported (individual retirement record reported). These status codes are defined in the overview to this section. See Understanding WIP Status Codes and Status Types.

Personnel Action Processing

In this group box, enter details related to printing forms from a page with the selected status.

SF-52 Print Area	Select the area where the name is to appear on the actual form; for example, Part A - Box 6: Authorized By.
Allow SF-50 Print	Select if you want the SF-50 button to be enabled. This allows the SF50 form to be printed for a personnel transaction with this status.

Reviewing all Data Rows

Continue reviewing and modifying data in the delivered data rows on the page. Add additional data rows if required.

Specifying Batch Process Insertion Parameters

Access the Batch Programs page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Transactions, Batch Programs where you've selected USFED as the Transaction value in the search page).

Program

Enter the name of the SQR, COBOL, or Application Engine process that inserts a new row. The row that the system inserts is the highest effective-dated row with the status type that is specified in the Status Type field on this page.

Add rows as necessary to add programs.

Status Type

Specify the status type for which a new row is to be inserted by the program. Options are as follows:

Completed: The system searches for both Completed and Corrected.

WIP: The system searches for Work-in-progress, Completed, and Corrected.

WIP Status

Select the WIP status to be inserted on the new row.

Example

For example, based on the exhibit above, the FGHR002B process inserts the highest effective-dated row with the status type Completed and displays PRO (Processed by Human Resources) in the WIP Status field.

Defining WIP Activity Processing

To define WIP activity processing, use the Approval Flow component (GVT_WIP_ACTVTY).

This section discusses how to:

Associate WIP activities with components.
Set default action and reason for components.
Specify valid WIP status values and workflow routing.
Specify data entry availability.
Define approval steps and notifications for federal self-service transactions.

Pages Used to Define WIP Activity Processes

Page Name	Definition Name	Navigation	Usage
WIP Activity 1	GVT_WIP_ACTVTY1	Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Flow, WIP Activity 1 Select USFED as the Transaction value in the search page.	Associate WIP activities with the components in which the action can be processed and specify other processing controls.
Component Defaults page	GVT_WIP_PGRP_SEC	Click the Component Defaults button on the WIP Activity 1 page for the USFED transaction.	Select component defaults for action, reason, NOA, and legal authority.
WIP Activity 2	GVT_WIP_ACTVTY2	Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Flow, WIP Activity 2 Select USFED as the Transaction value in the search page.	Specify valid WIP status values, workflow routing, and PAR tracking for each combination of WIP activity and component.
WIP Activity 3	GVT_WIP_ACTVTY3	Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Flow, WIP Activity 3 Select USFED as the Transaction value in the search page.	Specify data entry availability for each combination of WIP activity and component.
Define Steps	GVT_WIP_ACTVTY4	Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Flow, Define Steps Select a transaction beginning with FE as the Transaction value in the search page.	Define the number of approval steps, the corresponding action to take, and specify workflow notifications for the self-service transaction.
Workflow Notification Details	FE_WF_DETAIL	Click the Workflow Notification Details link on the Define Steps page.	Define the workflow objects that are used for the notifications that are generated for a particular approval step and action.

Associating WIP Activities with Components

Access the WIP Activity 1 page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Flow, WIP Activity 1 where you've selected USFED as the Transaction value in the search page).

WIP Activity Information

WIP Activity	Enter the activity for which you are defining controls.
WIP Status	Select the default WIP status that appears on the respective component's Data Control page when you insert a new effective-dated transaction row, or when you are in Add mode.
Allow Row Insert?	For effective-dated records only. Select to permit users to insert rows using this WIP activity.
Allow Row Delete?	For effective-dated records only. Select to permit users to delete rows using this WIP activity.
Insert Status	Specify the status types from which row insert is permitted.

WIP Status in Search

Select the WIP status codes to include in search records. The search records for the components that are linked to this activity retrieve only employees with rows that contain a WIP status that matches what is in this table.

Components Performing Action

Select the components that the WIP activity uses to perform the actions. An activity (for example, a request) can have more than one component associated with it. For example, the components for Employee Request (EE_EMPL_REQ) and Supervisor Request (EE_SUP_REQ) are request-like activities and can be included under the Request activity.

Self Service	Select if the component is a self-service component. When this option is selected, the component automatically inserts a row when it is initialized. This is like adding a new row.
All Job Actions Valid?	Select if all job actions are valid for this component.
Component Defaults	Click this button to access the Component Defaults page, where you enter the valid job action, reason, NOA code, and legal authorities.

Set Default Action and Reason for Components

Access the Component Defaults page (click the Component Defaults button on the WIP Activity 1 page).

Select the values that the system enters by default in the component for this WIP activity.

Specify Valid WIP Status Values and Workflow Routing

Access the WIP Activity 2 page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Flow, WIP Activity 2 where you've selected USFED as the Transaction value in the search page).

Components Performing Action

This scroll area contains a row for each component listed for the WIP activity on the WIP Activity 1 page.

Available WIP Status to Change

The statuses that you specify in this group box are the only statuses available for selection in the WIP Status field on the PAR (personnel action request) pages in the component.

Bus Proc (business process), Activity, and Event Name	The Bus Proc, Activity, and Event Name fields are signals for PeopleSoft Workflow. These entries govern the routing of the action through the various PeopleSoft Human Resources business processes. To modify the routings, you create a new business process activity and event in PeopleSoft Application Designer. On this page, you insert the name of the new process and define its routing. The system retrieves the name of the process from this table and triggers that event when the user saves the activity with the WIP status that you have designated.
Prompt for Route to Next?	Select to specify the routing prompt list views that are to be used on the prompt page. When you select this option, the Using and Routing Text fields appear, where you enter the parameters for the routing process.
Using	A prompt page appears when the user saves the component if you have set up the activity with Prompt for Route to Next? selected for the component. On the prompt page, the user selects from the list of employees who are in the result set of the view that you select in the Using field on the WIP Activity 2 page. The user selects an employee from the results set to whom to route the request for the next level of approval.
Routing Text.	Specify the verbiage your users will see when prompted with the option of routing this personnel action.

WIP Status in PAR Tracking

Default Sequence	Select the default sequence of a WIP status in PAR tracking.
WIP Status	Select the WIP status for the sequence you are defining.
Required	Select if the sequence is required.
Preload	Preload is the default sequence.

Specify Data Entry Availability

Access the WIP Activity 3 page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Flow, WIP Activity 3 where you've selected USFED as the Transaction value in the search page).

Action Reason

The Action Reason group box appears only if the All Job Actions Valid? option is deselected on the WIP Activity 1 page for the combination of activity and component. The Action and Reason Code values you select here control what values are available from the Action/Action Reason prompts when administering the PAR using the component and activity.

Action	Enter the action for the selected activity and component.
Reason Code	Select a valid reason code for the selected activity and component. Only reason codes appropriate to the selected action are available.

WIP Status to Ungray

All fields on the page are unavailable for data entry if the WIP status is not one of the values selected here for the activity the user is in.

WIP Status	Select the WIP statuses that enable data input in the component.
Status Field Only?	Select if only the status field is available for entry. Use this option when a reviewer is allowed to change the WIP status but is not allowed to change the underlying data in the action.

Defining Approval Steps and Notifications for Federal Self-Service Transactions

Access the Define Steps page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Flow, Define Steps for transactions beginning with FE as the Transaction value in the search page).

When you search for transactions that begin with FE, the system accesses the Define Steps page rather than the WIP Activity pages for approval setup. The PeopleSoft Enterprise eProfile PeopleBook documents this page in detail.

See Also

Defining Approval Steps

(USF) Managing Direct Reports