This chapter provides an overview of the process of updating person and job information and discusses how to:
Change personal data.
Change job data.
Locate personnel records.
Change and delete IDs.
Delete Employment Record Numbers (ERNs).
Update personal data.
Run personal data reports.
Update job data.
Set up and track military job updates.
Update military ranks.
Manage military rank change requests.
Update organizational instance and assignment relationships.
Update salary information.
Refresh compensation.
Run job data reports.
View a summary of all job records.
Refresh tables to facilitate reporting.
Run database audits.
See Also
A person's history with your organization may involve many job changes, such as promotions, leaves of absence, layoffs, retirement, pay rate changes, and so on. To maintain a complete history of the person's tenure, enter these changes regularly in PeopleSoft Enterprise Human Resources.
Updating Job Information When You've Implemented PeopleSoft Enterprise Payroll for North America
When you modify job data that affects payroll, the system marks payline records for recalculation where needed. When payroll is recalculated, the payroll system uses the new information.
Updating Job Information When You've Implemented PeopleSoft Enterprise Benefits Administration
When you modify job or employment data that affects benefits, the system sets the flags that control event maintenance to indicate that a change has occurred. Then, during the next event maintenance process, the system processes the event.
To update personal information without changing job information, use the Modify a Person component (PERSONAL_DATA), which contains the same pages that you use to add personal data records with the exception of the Organizational Relationship page:
Component |
Pages in the Group |
Usage |
Personal Data
|
Biographical Details (PERSONAL_DATA1) Contact Information (PERSONAL_DATA2) Regional (PERSONAL_DATA3) |
Update a person's personal information without changing job information. |
See Also
Adding a Person in PeopleSoft Human Resources
Use one of the three update components on the Workforce Administration menu to update a person's job data. These components are configured to simplify updating a person's record in different business situations. The following table describes each component and its navigational path:
Component |
Pages in the Component |
Usage |
Job Data Workforce Administration, Job Information, Job Data |
Work Location (JOB_DATA1) Job Information (JOB_DATA_JOBCODE) Job Labor (JOB_LABOR) Payroll (JOB_DATA2) Salary Plan (JOB_DATA_SALPLAN) Compensation (JOB_DATA3) Employment Information (EMPLOYMENT_DTA1) Job Earnings Distribution (JOB_DATA_ERNDIST) Benefit Program Participation (JOB_DATA_BENPRG) |
Work with historical effective-dated rows of the person's job data (work with past, present, and future job data). |
Current Job Workforce Administration, Job Information, Current Job |
Work Location (JOB_DATA1) Job Information (JOB_DATA_JOBCODE) Job Labor (JOB_LABOR) Payroll (JOB_DATA2) Salary Plan (JOB_DATA_SALPLAN) Compensation (JOB_DATA3) Employment Information (EMPLOYMENT_DTA1) Job Earnings Distribution (JOB_DATA_ERNDIST) Benefit Program Participation (JOB_DATA_BENPRG) |
Update only the person's current job record. Doing so improves processing time and system performance. You can add new current effective-dated rows to the job record, but you cannot see or add historical job records. |
Pay Rate Change Workforce Administration, Job Information, Pay Rate Change |
Employee Profile (PAY_RT_CHANGE1) Salary Plan (PAY_RT_CHG_SALPLAN) Compensation (PAY_RT_CHANGE2) Job Earnings Distribution (PAY_RT_CHANGE3) |
Change the person's compensation without changing job data. |
Updating Compensation Packages Without Using an Update Component
If you update job record data without using one of the update components, for example when initially loading data or when using your own written processes, the system does not update the calculated fields on the job record. To update the calculated fields, run the Employee Compensation process. If you update job record data by using one of the update components or a component interface built on one of the update components, you do not need to run the Employee Compensation process because the update components run all PeopleCode that is run online (including updating calculated fields). Using the update components is the best way to update the job table because the system runs all business logic.
See Refreshing Worker Compensation Information.
See Also
The first time that you open an update page, the system displays a search page for you to select the person on whose records you want to work. If you do not know the person's ID, use the page to search for the correct record by name, partial last name, alternate character name, department, setID, or employment status. If you prefer, use the Search By National ID page to find a person's record by using a national ID.
This section provides an overview of ID modification and discusses how to:
Modify IDs.
Delete IDs.
View the ID change and delete process log.
IDs are the means by which you identify employees, contingent workers, and people of interest throughout PeopleSoft Enterprise Human Resources. Maintaining a precise roster of IDs is critical to the accuracy of your data.
To help you keep accurate records, you can change or delete IDs. Though you rarely need to do this, it is necessary in cases where you entered an ID in error or where you no longer need an ID.
The ID modification process changes the ID in every record where PeopleSoft Enterprise Human Resources uses it, so keep in mind that modifications might affect other functions, such as payroll and benefits processing. Deleting an ID also deletes all security profiles associated with the ID; therefore, it is recommended that you delegate this responsibility to your system administrator.
See Also
Setting Up and Administering HRMS Security
Restricting the Deletion of IDs
Page Name |
Definition Name |
Navigation |
Usage |
RUNCTL_ID_CHANGE |
Set Up HRMS, System Administration, Database Processes, ID Change, ID Change |
Modify IDs. |
|
RUNCTL_ID_CHANGÈ |
Set Up HRMS, System Administration, Database Processes, ID Delete, ID Delete |
Remove IDs from the system. Note. If you've already run payroll with this ID included, you must manually delete payroll records, such as tax and deduction records. |
|
HR_PER502_LOG |
Set Up HRMS, System Administration, Database Processes, ID Change/Delete Process Log, ID Change/Delete Process Log |
Generate a log that lists which rows of data were affected when you changed or deleted an ID. |
Access the ID Change page (Set Up HRMS, System Administration, Database Processes, ID Change, ID Change).
Select the current ID of the person that you want to process and enter the new ID. You can see display-only information on the person to whom the system or you assigned the original ID. Confirm that this is the correct person before you process the ID change.
Access the ID Delete page (Set Up HRMS, System Administration, Database Processes, ID Delete, ID Delete).
Enter information and then run the Change/Delete Person ID process.
Person ID(s) to be processed
Person ID and Name |
Enter the ID that you want to delete. The system displays the name of the person with that ID. |
Display Address |
Click this link to access the page on which you can review address data to further determine if this is the correct ID to delete. |
Display National ID |
Click this link to access the Display National ID page, on which you can review the individual's national ID numbers to further determine if this is the correct ID to delete. |
After running the Change/Delete Person ID process, you can review the updated records for the specific individual on the ID Change/Delete Process Log.
Access the ID Change/Delete Process Log page (Set Up HRMS, System Administration, Database Processes, ID Change/Delete Process Log, ID Change/Delete Process Log).
This page lists the records and fields that the system modified when you changed or deleted the selected ID.
This section provides an overview of deleting ERNs and discusses how to:
Define Person ID/Employee Record field names maintained in the system.
Define exceptions for record processing.
Define exception tables for ERN deletion.
Process ERN deletions.
List and review ERN Delete process results.
Use the Delete ERNs component when ERNs are created in error or when ERNs exist for "no show" new hires (for example, workers who never reported for their first day of work and for whom there is no need to maintain an ERN). This component verifies that no combinations of PersonID/ERN exist that will cause problems for other processes, such as payroll or benefits, that are dependent on the ERN data.
Before using this component, consider these points:
This feature is designed to be used by HR System Administrators who have a good understanding of implications and processes related to deleting data across systems. Functional business users should not have access to this feature.
This feature is not designed to delete ERN records for PersonID/Empl_Rcd combinations that have been used in key processes such as payroll, benefits, and time reporting. If the ERN has been used in key processes, the system will block deletion.
PeopleSoft delivers system data conflict checks, but enables you to add additional logic and conflict checks to meet your organization's requirements for ERN deletion.
Note. Use this feature to avoid "false" same-day terminations that may cause errors in unemployment insurance eligibility and termination reports.
This flowchart illustrates the Delete ERN process. Setup tasks include defining deletion criteria, validations, and error messages. Then, during the deletion batch process, the administrator chooses ERNs to be deleted, and the system checks the ERNs against the deletion criteria, deleting only those with no conflicts. Finally, during the audit phase of the process, the system creates a log showing the deleted ERNs and the conflict messages for the ERNs that were not deleted:
Delete ERN process flowchart showing setup tasks, business process steps, and audit functions
Deleting ERNs in a Multi-Product Environment
The steps to delete ERNs affect HCM data only. No controls are delivered that check across products in a multi-product environment. Be aware of the impact of the delete process on other products and set up additional controls to avoid integrity issues.
For example, if an employee record number is created in HCM and then used in a product order, you can remove the ERN in HCM, but it still exists in the order database.
Note. PeopleSoft provides a Message Subscription (service operation PERSON_ERN_DELETE) that is used to synchronize two HCM databases. It can be configured to synchronize other products.
Page Name |
Definition Name |
Navigation |
Usage |
HR_EERCDDEL_FIELDS |
Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Field Names, ERN Delete Field Names |
Define Person ID field names and Empl Rcd# field names maintained in the system. |
|
Tables with Person ID and ERN |
HR_EERCDDEL_FLDSEC |
Click Display Tables on the ERN Delete Field Names page. |
Displays all tables in the system that have any combination of these defined PersonID and ERN fields. |
HR_EERCDDEL_CTL |
Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Control, ERN Delete Control |
Define which Message Catalog message text to display for each Control Table/Field conflict. Define deletion restrictions to avoid deletion of ERNs with dependencies in the system. |
|
HR_EERCDDEL_EXC |
Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Exception Tables, ERN Delete Exception Tables |
Define exceptions for the deletion logic. |
|
HR_RUNCTL_EERCDDEL |
Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Process, ERN Delete Process |
Remove a Person ID or Empl_Rcd from the database. |
|
HR_EERCDDEL_RESULT |
Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Process Results, ERN Delete Process Results |
Lists ERN Delete Process results information. |
Access the ERN Delete Field Names page (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Field Names, ERN Delete Field Names).
Person ID Field Name |
Use this table to specify the field names for the Person ID available in the system. |
ERN Fields |
Use this table to specify the field names for the Empl Rcd available in the system. |
Display Tables |
Click this link to display all tables in the system that have any combination of these defined PersonID and ERN fields. This display enables system administrators to review tables potentially impacted by the ERN Delete process. |
Access the ERN Delete Control page (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Control, ERN Delete Control).
Each of the conflict checks has a configurable conflict message. You can assign conflict messages using the Message Catalog. Conflict messages are displayed on the ERN Delete Process Results page.
The system checks these table and field combinations prior to running the Delete ERN process to help ensure that no key dependent data or process will be negatively impacted by the delete. The system scans the record/field combinations defined in this table and if an ERN that is targeted for deletion is identified in one of these control table/field combinations, the system prevents the ERN from being deleted.
Use the SQL tab in the Additional Controls section of the page to enter more complex product specific conflict checking that cannot be represented through the simple entry of control records and fields. Add additional SQL logic that the system needs to check prior to deleting ERNs.
Note. You cannot delete ERN delete controls that are delivered as system data.
Access the ERN Delete Exception Tables page (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Exception Tables, ERN Delete Exception Tables).
Exception Type |
Select one of three options in this field:
|
Record (Table) Name |
The name of the table to be included or excluded. |
Person ID Field Name |
The name of the EmplD field to be used for deletion. |
Empl Record Field Name |
The name of the EMPL_RCD field to be used for deletion. |
Parent Record Name |
The parent table of child table to be included in the deletion. |
Access the SQL tab on the ERN Delete Exception Tables page.
SQL Delete Condition |
Define a condition for deletion based on EMPLID and EMPL_RCD. If the request defined in the setup returns a number greater than 0, the record will be skipped during the deletion process. |
SQL Record Number |
Define a request that returns the number to be used as the ERN based on EMPLID and EMPL_RCD. |
Additional Where Condition |
Request that defines an additional where clause added during the deletion process. |
Access the ERN Delete Process page (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Process, ERN Delete Process).
Person ID |
Use this lookup to select the person for whom you want to delete an ERN. |
Name |
Displays the name of person selected. Click the link to display biographical data that enables you to confirm that this is the correct person. |
Empl Record |
Use this lookup to select the employment record number to delete. |
Organizational Relationship |
Click the links to view the Personal Organizational Summary page. This page enables you to confirm that you have selected the appropriate ERN. |
Company |
The company that is related to the ERN. |
Department |
The department that is related to the ERN. |
Job Code |
The job code that is related to the ERN. |
Access the ERN Delete Process Results page (Set Up HRMS, System Administration, Database Processes, ERN Delete Process, ERN Delete Process Results, ERN Delete Process Results).
This page displays results for a single ERN. The page appearance changes depending whether the ERN was successfully deleted.
When the deletion is successful, you can review a list of tables where data was deleted.
When the deletion is not successful, the page displays message text describing why the ERN deletion was not processed.
Use the Modify a Person component to update a person's name, address, phone numbers, marital status, education, and other personal information.
This section provides an overview of types of personal data, using workflow to update person addresses, and discusses how to:
Update effective-dated personal information.
Update emergency contact information.
Modify addresses.
See Also
Adding a Person in PeopleSoft Human Resources
The Personal Data pages include two different types of personal data:
Effective-dated data.
Name, address, biographical (such as education, marital status, and language), checklist, and some regional fields are effective-dated. Enter current, historical, or future information in these fields. When new information takes effect, the system stores the old data so that you can track the changes that occur over time.
Effective-dated biographical data is stored in the Personal Data History record (PERS_DATA_EFFDT). Name information is stored in the NAMES record with its own effective date. Address information is stored in the ADDRESSES record with its own effective date.
Noneffective-dated data.
Some personal data fields aren't linked to an effective date. In these fields, new entries overwrite and delete the previous entries. This situation means that you can store only current information. The system stores noneffective-dated data in the Personal Data record (PERSON).
Note. PeopleSoft Enterprise Human Resources also includes a workflow process for updating employee addresses.
Keeping a person's personal information current can be time-consuming. With workflow, users who do not ordinarily have access to the PeopleSoft Enterprise Human Resources system can update their address data by using an email program to send the information to your PeopleSoft Enterprise Human Resources system.
Page Name |
Definition Name |
Navigation |
Usage |
PERSONAL_DATA1 |
|
Update a person's personal information. |
|
PERSONAL_DATA2 |
|
Update a person's name, address, phone, and email information. |
|
PERSONAL_DATA3 |
|
Maintain regionally-required information about a person. |
|
Contact Address/Phone |
EMERGENCY_CONTACT |
Workforce Administration, Personal Information, Personal Relationships, Emergency Contact, Contact Address/Phone |
Enter names, addresses, and primary phone information for people to contact in the event of a worker emergency. |
To update effective-dated information on the Personal Data pages:
Insert a new data row in the effective-dated group boxes.
Each of these group boxes can use different effective dates. They are not related.
Enter the date when the new personal data that you're entering will take effect.
This date can be current or in the future.
Enter the new information.
Save the pages.
See Also
The system updates a worker's emergency contact information automatically if you specify that the contact information is the same as the worker's contact information. When the emergency contact information is different from the worker's contact information, you must maintain the emergency contact information manually on the Contact Address/Phone page.
To activate the automatic emergency contact address update:
Access the Contact Address/Phone page.
Select the Same Address as Employee and Same Phone as Employee check boxes before you update the worker's address.
Select the type of address and type of phone number that is the same as the emergency contact.
When you update the worker's address, the system automatically updates the emergency contact address. It also updates the Update Dependent/Beneficiary pages in the Benefits menu and the Payroll Options pages in the Payroll menus.
If the emergency contact address changes and is no longer the same as the worker's, deselect the Same Address as Employee and the Same Phone as Employee check boxes. The system makes the address fields on the Contact Address/Phone page available, and you can enter a different address. After you deselect the check box, the system no longer updates the emergency contact address automatically.
Even if the emergency contact address is the same as the worker's, you can enter a different phone number.
Use the Other Phone Numbers page to record emergency contact phone numbers for the emergency contact in addition to the primary number that is recorded on the Contact Address/Phone page.
See Also
To enter a new address for a worker:
Access the Contact Information page (Workforce Administration, Personal Information, Biographical, Modify a Person, Contact Information).
Insert a new data row in the Current Addresses region.
Enter a new effective date for the new address information and click the Add Address link.
Enter the worker's new address information.
Updating Emergency Contact Address Information
The system also updates the Dependent/Beneficiary pages in the Benefits menu and the Payroll Data pages in the Maintain Payroll Data (USF) menu when the Same Address as Employee and Same Phone as Employee check boxes are selected.
This section lists the pages used to run personal data reports.
Page Name |
Definition Name |
Navigation |
Usage |
RUNCTL_PER002 |
Workforce Administration, Personal Information, Biographical, Birthdays Report, Birthdays Report |
Run the Employee Birthdays report (PER002). This report lists employees and contingent workers, their birthdays, and other identifying information. Note. Run the Refresh Employees Table process before running this report. |
|
PRCSRUNCNTL |
Workforce Administration, Personal Information, Biographical, Home Address Report, Employee Home Address Listing |
Run the Employee Home Address Listing report (PER020), which contains a complete listing of all employees and contingent workers, including addresses and home phone numbers. |
|
PRCSRUNCNTL |
Workforce Administration, Personal Information, Biographical, Mailing Labels Report, Mailing Labels |
Run the Mailing Labels report (PER006), which produces a three-across set of mailing labels for all employees and contingent workers in your PeopleSoft Enterprise Human Resources database. Note. Run the Refresh Employees Table process before running this report. |
|
RUNCTL_EMP_LIST |
Workforce Administration, Job Information, Reports, Employee Listing SGP, Employee Listing SGP |
Run the Employee Listing report (PER801SG). This report provides employee and contingent worker information based on the run control selections of department, employee name, or employee ID. |
Use the Job Data component when you want to work with a person's historical job data. If you need to work with a person's current job only, use the Current Job component for faster system performance. You can work only with current and future job data on the Current Job pages.
Note. The Job Data and Current Job components are made up
of the same pages as the Add Employment Instance, Add Contingent Worker Instance,
and Add a POI (person of interest) Relationship components.
If you are using position management, you will want to update most job
data on the Position Data pages.
(USF) Update job information using the U.S. Federal pages.
See (USF) Processing Personnel Action Requests.
This section provides overviews of updating effective-dated job data, security for updating job data, and personnel actions and human resources and payroll status, and discusses how to:
Update effective-dated job data.
Enter promotions.
Enter departmental transfers.
Enter pay rate changes.
Track leaves of absence.
Enter terminations and retirements.
Enter deaths.
Enter rehires.
Assign workers to different positions.
Pay workers on disability.
You usually update job data by inserting new effective-dated data rows into an existing employee record. Effective dates enable you to keep a complete chronological history of all your data and tables—whether you changed them two years ago or want them to go into effect two months into the future. With this information, you can review historical data from a particular time to analyze position data or employee records. Or you can plan ahead and set up tables and data before they take effect.
The system also uses effective dates to compare pages and tables to ensure that the prompt tables that you see list only data that is valid as of the effective date of the current page. For example, if you create a new department code with an effective date of May 1, 2009 and enter a new data row (or update an existing row) on the Job Data pages that has an effective date before May 1, 2009, you won't see the new code as a valid choice when you select a department because the new code hasn't taken effect yet.
When you enter a new data row, the system copies the contents of the previous row into the new row—thus you do not have to retype any information that stays the same. (Ensure that you position the cursor on the data row that you want to copy before you insert the new row.) The only new information is the effective date, which is set by default to the system date (usually today's date).
When you update a job record, keep in mind two special security issues.
Security and Effective-Dated Sequence Numbers
When you transfer people from one department to another by using a data row that contains an effective-dated sequence number, the system currently allows users with security access to the old or new department to have access to all the job data. The system is delivered this way because implementing security in system views that are specific to the function Max (effseq) on PS_JOB would slow down online response time.
For example, when you transfer an employee from department 1 to department 2 and give the employee a promotion on the same day, users with access to either department 1 or 2 have access to the employee's data because the transfer data row contains an effective-dated sequence number.
You can prevent this access by changing the security views for the PeopleSoft applications that you use. Keep in mind, however, that making the change affects system performance.
Security for Transfers Between Departments
PeopleSoft Enterprise Human Resources enables users to assign people to departments that they cannot access for updates. If you want to prevent a user from transferring a person into a department for which the person does not have access, use the PeopleSoft Enterprise Human Resources DEPT_TBL_ACCESS view, which shows only those department IDs that a user can access based on the security permission lists to which they belong.
Note. If you choose to use this view, you must create a permission list for users who have access to all departments so that they can perform transfers.
See Also
Setting Up and Administering HRMS Security
Working with System Data Regulation in HRMS
When you select an action to change a person's job data, the system may change the person's HR or payroll, or job status. For example, when you select Retired, the system changes the HR status from Active to Inactive.
HR status indicates whether the person is still active in the human resources system. The Payroll Status field (for employees) indicates the payroll status or job status of the person. A person can have an active HR record but not be currently receiving pay (employee) or holding a job (contingent worker). Conversely, a person could have an inactive job record but continue to receive pay. For example, if you select retirement with pay, the system changes the HR status to Inactive and changes the payroll status from Active to Retired with Pay. The two status fields enable you to accurately identify the different types of people in your organization.
The statuses are based on either the personnel action or, in a few cases, the reason for the action, such as death. A change in HR status or payroll status can affect PeopleSoft Enterprise Human Resources Manage Base Benefits, PeopleSoft Enterprise Benefits Administration, PeopleSoft Enterprise Payroll processing, and PeopleSoft Enterprise Pension Administration. For example, a promotion or a job reclassification might affect an employee's benefit coverage, or you might need to suspend benefit coverage during a leave of absence or a suspension.
This table explains how the system sets status:
Personnel Action |
HR Status |
Payroll Status |
Payroll Processing for PeopleSoft Enterprise Payroll for North America and the Payroll Interface |
Hire Add contingent worker Add person of interest Rehire (employees only) Return from leave Return from disability Additional job Recall from suspension or layoff Assignment |
Active |
Active |
Yes |
Leave of absence Short-term disability Long-term disability |
Active |
Leave of Absence |
No |
Paid leave of absence Short-term disability with pay Long-term disability with pay |
Active |
Leave with Pay |
Yes |
Retirement with pay (employees only) |
Inactive |
Retired with Pay |
Yes |
Terminated with benefits Terminated with pay |
Inactive |
Terminated with Pay |
Yes |
Layoff Suspension Temporary assignment |
Active |
Suspended |
No |
Retirement |
Inactive |
Retired |
No |
Assignment completion Completion (contingent workers only) Termination |
Inactive |
Terminated |
No |
Pay rate change Demotion Data change Earnings distribution change Job reclassification Position change Probation Completion of probation Promotion Transfer |
The same status that's in the previous data row. If no previous data row exists, the system sets the status to Active. |
The same status that's in the previous data row. If no previous data row exists, the system sets the status to Active. |
Varies |
Note. If your organization uses PeopleSoft Enterprise Payroll for North America, the system does not generate payroll paysheets for workers whose status is Retired or Terminated. If you need to pay workers for a partial pay period or for a time after they leave the company, select the personnel action Retired with Pay or Terminated with Pay.
See Also
Page Name |
Definition Name |
Navigation |
Usage |
JOB_DATA1 |
|
Update position and location information for a person's job. |
|
JOB_DATA_JOBCODE |
|
Update information about a person's job. |
|
JOB_LABOR |
|
Update national labor agreement data. |
|
JOB_DATA2 |
|
Update payroll processing data. |
|
JOB_DATA_SALPLAN |
|
Update a person's salary plan information. |
|
JOB_DATA3 |
|
Update a person's compensation information. |
|
EMPLOYMENT_DTA1 |
Click the Employment Data link at the bottom of any page in the Job Data or Current Job component.
|
Update optional employment information. |
|
JOB_DATA_ERNDIST |
Click the Earnings Distribution link at the bottom of any page in the Job Data or Current Job components.
|
Update a person's compensation information. |
|
JOB_DATA_BENPRG |
Click the Benefit Program Participation link at the bottom of any page in the Job Data or Current Job components.
|
Update a person's benefit enrollment information. |
Access the Work Location page (Workforce Administration, Job Information, Job Data, Work Location).
To update effective-dated job data:
Locate the person whose record you want to change.
Always start on the Work Location page because that's where the Effective Date field is. From there, you may have to go to other pages to enter more information about the personnel action that you're taking.
Insert a new data row.
In the Effective Date field, enter the date when the new action will take effect.
Select an action code for the change, such as Transfer or Promotion.
If applicable, enter a reason code to explain why this action is occurring.
Change any other data needed to complete the new action, either on this page or on other pages in the component.
For example, when you promote an employee, you most likely enter a new job code or a new position number on the Work Location page. You might also select a new salary administration plan, grade, and step, enter a new compensation rate on the Job Data - Compensation page, and enter a new business title and work phone on the Employment Information page.
Save the pages.
Entering Multiple Actions with the Same Effective Date
On occasion, you may need to enter more than one action that takes effect on the same day. Entering two actions with the same effective date is especially common when you are tracking compound percentage pay increases that take effect at the same time. Use effective sequence numbers to combine multiple actions and specify which one to process first.
For example, a promotion (which produces a percentage pay increase) and a merit increase may take effect on the same day.
To enter multiple personnel actions with the same effective date:
Access the Work Location page (Workforce Administration, Job Information, Job Data, Work Location) for the person whose data you're updating.
Insert a new data row for the first action.
The effective date is set by default to the system date, usually today's date, which you can override if necessary. Leave the effective sequence number set at 0.
Enter any other information that you need to complete the action, either here or in other pages in the same component.
To enter the second action, return to the Work Location page and insert another data row.
Enter the same effective date as the first action, but enter an effective date sequence number of 1.
Select the appropriate personnel action and enter any other information required to implement the action, either here or on other pages.
A promotion usually involves a change of salary grade and new job code. This table lists the pages and fields that you typically update when you enter a promotion (you may need to update additional pages and fields):
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action Code: Promotion Reason Code (if applicable) Position Number |
All the entries on the page could change when you enter a promotion, depending on the data for the former job and the new job. If you're organizing part or all of PeopleSoft Enterprise Human Resources by position, review PeopleSoft Enterprise Human Resources PeopleBook: Manage Positions. |
Job Information |
Job Code Regular/Temporary Full/Part Standard Hours Work Period FTE Shift Shift Rate Contract Number Local country fields |
All the entries on the page could change when you enter a promotion, depending on the data for the former job and the new job. If you're organizing part or all of PeopleSoft Enterprise Human Resources by position, review PeopleSoft Enterprise Human Resources PeopleBook: Manage Positions. |
Salary Plan Compensation |
Salary Administration Plan/Grade/Step Compensation Rate |
Update Salary Plan/Grade/Step on the Salary Plan page. Also update compensation information on the Job Data - Compensation page. |
Employment Information |
Business Title Work Phone |
Update these fields as needed. |
See Also
Changing a Compensation Package
Enter a transfer action when you want to assign a person to a new department without changing the person's job code. A transfer also implies that the worker's salary grade and compensation remain the same.
If you're organizing part or all of PeopleSoft Enterprise Human Resources by position, use the transfer action to move a worker from one position to another. To move the position and the incumbent to a new location or department, use the Position Data pages.
This table lists the pages and fields that you typically update when you enter a transfer (you may need to update additional pages and fields):
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action Code: Transfer Reason Code (if applicable) Department |
The system automatically enters a new location if it finds matching location setIDs in the Department table and the Tableset Record Group Control for the business unit that you're using. |
Employment Information |
Business Title Work Phone |
Update these fields as needed. |
See Also
Working with System Data Regulation in HRMS
This table lists the pages and fields that you typically change when you enter a pay rate change. You may need to update additional pages and fields, as well.
Note. If you do not need to modify any job-related information, you can use the Pay Rate Change component.
See Updating Salary Information.
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action Code: Pay Rt Chg (pay rate change) Reason Code (if applicable) |
Enter Pay Rate Change to enter a salary change that isn't related to a change in salary grade or job code. If the pay rate change results from a salary grade or job code change, enter the change as a promotion or some other action. |
Salary Plan |
Salary Administration Plan/Grade/Step |
Enter a new salary step if the pay rate change involves a change in step. You cannot select a new grade because if the pay rate resulted from a change in salary grade, you enter the rate change as part of a promotion or other action. If you selected the Multi-Step/Grade check box on the Installation Table page and you enter a new step on this page, click the Default Pay Components button on the Job Data - Compensation page if you want the system to supply default values for that step. Doing so is necessary unless you have distributed the worker's earnings by amount on the Job Earnings Distribution page. For job earnings distributions, manually update the distribution for the new rate. |
Compensation |
All fields |
To enter a new pay rate, enter a new compensation rate, rate change amount, or rate change percent. When you enter any one of these three amounts, the system automatically calculates the other two. Based on the compensation rate and frequency, the system calculates and displays the hourly rate, daily rate, monthly rate, and annual rate for this worker. If you selected the Multi-currency check box on the Installation Table page and entered the compensation rate in a different currency from your base currency, the system converts the rates to the base currency and compares them with the ranges specified for this salary grade in the Salary Grade table. If the rates exceed the salary range, a warning message appears. If necessary, enter a new annual benefits base rate for calculating this employee's benefits. The system calculates the compa-Ratio (or percent through range calculation) based on the salary plan and grade and in the base currency that your organization uses, which you specify on the Installation Table page. The system also calculates the percent through range. This figure determines where a worker falls in the range by taking the salary minus the minimum divided by the spread. For example, if an employee has a salary of 26,000 USD in a range of 25-30,000 USD for the salary grade, the percent through range is 20 percent. |
Compensation (continued) |
Modify any other information that has changed because of the pay rate change, such as holiday schedule, pay group, employee type, standard hours, or work period on the Job Data, Payroll, or Job Information pages. |
|
Job Earnings Distribution |
Update as needed to distribute the worker's compensation hours or earnings. |
Many workers take a leave of absence at some point in their careers. Leaves can occur for any number of reasons, including sickness, vacation, maternity or paternity leave, jury duty, suspensions, or unpaid leave.
If your company tracks workers' absence history, you can acknowledge a leave of absence in the Monitoring Absences pages and Job Data pages.
This table lists the pages and fields that you typically change when you enter a leave of absence (you may need to update additional pages and fields, as well):
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action: Leave of Absence, Leave of Absence with Pay, or Paid Leave of Absence Reason Code (if applicable) |
None |
Employment Information |
Expected Return Date |
Enter the date when you expect the worker to start work again. When you save the pages, the system displays the day before the leave of absence date as the date last worked. You can change it if necessary. When the worker returns from leave, the system deselects this field. |
Tracking Multiple Types of Leave for One Worker
You might encounter situations in which you need to enter multiple types of leave for the same worker. For example, an employee might take a six-week leave with disability pay, take the following two weeks with vacation pay, and then take an additional month without pay.
You can enter all these leave types at the same time by inserting a new data row in the Work Location page for each type of leave and entering the effective date when each leave type begins. Then you access the appropriate page to make any other changes pertaining to that leave, such as compensation changes.
Most workers eventually come back from leaves of absence and resume their job duties. In fact, you often know at the time workers begin their leaves when they plan to return to work. Enter the return from leave information at the same time that you enter the leave of absence, or as soon as you have a confirmed return date.
This table lists the pages and fields that you typically change when you enter a return from leave (you may need to update additional pages and fields, as well):
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action: Return from Leave Reason Code (if applicable) |
None |
Employment Information |
Expected Return Date |
When you save the pages, the system deselects this field. |
When a worker retires or leaves your organization for some other reason, you enter the termination into the person's record.
This table lists the pages and fields that you typically change when you enter a termination or retirement (you may need to update additional pages and fields, as well):
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action: Terminated, Terminated with Pay, Terminated with Benefits, Retirement, or Retirement with Pay Reason Code, if applicable |
The system treats the effective date that you enter as the day the termination starts and the first day the worker is no longer paid. For example, if the worker's last day of employment is June 1, set the effective date of termination or retirement as June 2 because that's when the termination begins. If you set it as June 1, the worker isn't paid for the last day of work. |
Employment Information |
Termination Date |
The system displays the day before the effective date as the termination date and last date worked. If you rehire the worker, the system deselects both these fields. When a worker returns from leave, the system deselects only the Date Last Worked field. |
Inactivating a Person's Job Profiles Upon Termination
The Event Manager event AssignmentTerminated is raised when an employee's status is changed to inactive on the job record. The Event Manager also raises the HJPM_EM_EVENTS:Handlers:InactivatePersonProfile event to determine if all the worker's job assignments are inactive. If all job assignments are inactive, then the person profiles in the Manage Profiles application for that employee ID are also inactivated.
See Creating and Updating Person Profiles.
PeopleSoft Enterprise Human Resources PeopleBook: Events and Notifications
This table lists the pages and fields that you typically change when you enter a termination due to death:
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action: Terminated Reason Code: Death |
The system treats the effective date that you enter as the day the termination starts and the first day that the worker is no longer paid. |
Identity/Diversity |
Date of Death |
Record the date that the worker died. |
Employment Information |
|
The system displays the termination effective date as the termination date, and the day before the termination date as the date last worked. The system uses these dates and the effective date in payroll processing and reporting. |
You may want to rehire a person who worked for your company in the past. Information on a rehired worker is probably already in PeopleSoft Enterprise Human Resources, unless the worker data was deleted or archived. Before you rehire workers, you may want to make sure that the personal, employment, and job data is current. If a rehired worker doesn't have a record in the system, do not use the update pages. Instead, add a new employment or contingent worker instance.
See Setting Up the Administer Workforce Business Process.
Because you probably rehire a worker whose previous job was in a department (organizational entity) for which you do not have security access, it's helpful to provide security access to all departments to at least one user performing rehires.
This table lists the pages and fields that you typically change when you enter a rehire (you may need to update additional pages and fields):
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action: Rehire Reason Code, if applicable Last Start Date |
You can rehire only workers whose payroll or job status is Terminated, Terminated with Pay, Retired, or Retired with Pay. When you save the pages, the system automatically completes the last start date. |
Employment Information |
Company Seniority Date Benefits Service Date, Years, Months, and Days Seniority Pay Calc Date, Years, Months, and Days |
You may want to change the company seniority date and other assignment dates. The company seniority date can serve as the basis for the worker's seniority, or you can use it for other tracking and reporting purposes. The benefits service date is the date on which the worker's service ranking is based and is used for benefit-related matters. The seniority pay calculation date is the date that the system uses to calculate seniority-based pay. When you save the pages, the system automatically recalculates the corresponding years, months, and days. |
See Also
Setting Up and Administering HRMS Security
If you're organizing part or all of PeopleSoft Enterprise Human Resources by position, you often move workers from one position to another as a result of promotions, transfers, rehires, or other personnel actions. Because both position and worker data are already in the system, you connect the two by selecting a position number, entering the effective date of the assignment, and entering any exceptions to the default data.
The following table lists the pages and fields that you typically change in the Job Data component when you enter a change of position. You may need to update additional pages and fields. When you change an assignment, the system also updates the Position Data - Work Location page. It automatically calculates and displays the new head count and shows the appropriate indicator in the Open/Filled field.
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action: Position Change, Transfer, Promotion, or Rehire Reason Code, if applicable Position Number |
After you enter a position number, the system automatically completes position-related fields, including job code, department, and location. The system enters the position entry date as the effective date of the position change action. You cannot change the position entry date. To change the entry date, you must change the effective date for the position change action. To override the position defaults, select the Override Position Data button, which makes the previously unavailable fields available for entry, such as the Location and Department fields on this page, or the Job Code field on the Job Information page. You can then enter exceptions in these fields. The Position Management Record check box is display-only. The system uses this check box to indicate that it has automatically inserted a data row on the Job Data pages due to changes that you made to fields on the Position Data pages. Note. If you override the defaults, you must maintain the job data manually—the system does not update position data automatically again until you deselect the Position Data Override check box. The system issues a warning message if you assign a worker to a position that has already been filled by another worker and if a new appointment exceeds the maximum head count for that position. |
See Also
Some workers on disability need to be paid at a given percentage of their regular pay. Handle this situation without changing the worker's salary by setting up a disability plan earnings code in the Earnings table, based on a percentage.
Note. This feature works only for hourly employees, not for salaried employees.
When you enter an action of STD (short-term disability with pay) or LTD (long-term disability with pay), the system changes the employee's status to Leave With Pay.
To send 100 percent of the employee's pay to the disability plan earnings code, access the Job Data - Job Earnings Distribution page, select the By Percent option, enter the appropriate disability earnings code, and enter a percent of 100.
Note. When you put an employee on disability, don't forget to check additional pay records and make any necessary changes.
To set up and track military service job updates, use the Approval Levels (MIL_APPRVL_LVL_DFN) and Order Codes (MIL_ORD_CODE_DEFN) components.
This section discusses how to track approvals for mass or individual job updates.
Page Name |
Definition Name |
Navigation |
Usage |
MIL_APPRVL_LVL_DFN |
Set Up HRMS, Product Related, Workforce Administration, Workforce Data MIL, Approval Levels, Approval Levels |
Define military approval levels to describe the various levels used for approving orders that affect military members' Job rows. The approval levels codes are associated with the service member's Job Data rows on the Employee Data Tracking MIL page. |
|
MIL_ORD_CODE_DEFN |
Set Up HRMS, Product Related, Workforce Administration, Workforce Data MIL, Order Codes, Order Codes |
Enter military order codes (such as legislative orders) that would indicate a reason for a job change. The order codes are associated with the service member's Job Data rows on the Employee Data Tracking MIL page. |
|
MIL_EE_DATA_TRK |
Workforce Administration, Job Information, Employee Data Tracking MIL, Employee Data Tracking MIL |
Track approvals for mass or individual job updates. When an employee or group of employees have a new Job row created as a result of a specific event (for example, mass deployment), use this component to indicate the approvals that occurred for this Job Data change. Changes to the job rows can be done manually or through the Mass Update process. |
Access the Employee Data Tracking MIL page (Workforce Administration, Job Information, Employee Data Tracking MIL).
Tracking Sequence |
Enter a tracking sequence number. |
Approval Level |
Select a level, such as an initial request or final, for approving a military order. Define approval levels in the Approval Levels table. |
Override Oper ID (override operator identification) and Approver Oper ID (approver operator identification) |
The system displays the operator that entered the approval information. Select the Override Oprid check box to manually update the approving operator id. |
Approval Date |
Enter the date for this approval level. |
Order Code |
Select an order that explains the purpose of this job change. Define order codes in the Order Codes table. |
Comment |
Enter additional comments regarding this job update and approval. |
Note. The Mass Update process will update this component by calling the service MassUpdateMilitaryApproval, which in turn will call the Component Interface HCR_MIL_EE_TRK_SRV.
This section provides an overview of military rank updates in Job Data and rank tracking in Manage Profiles.
Military rank changes are tracked in a person's Job Data record. This table lists the pages and fields that you typically update when you enter a military rank change (you may need to update additional pages and fields):
Affected Pages |
Affected Fields |
Comments |
Work Location |
Effective Date Action Code: Data Change Reason Code (if applicable) Position Number Service Component Component Category |
All the entries on the page could change depending on what the rank change involves and the service member's job. An action code may vary too depending upon other job changes related to the rank change, such as promotion or department transfer. If you're organizing part or all of PeopleSoft Enterprise Human Resources by position, military rank information does not default from the position. |
Job Information |
Job Family Job Function Job Subfunction |
Update any other fields as needed. |
Salary Plan |
Rank Rank Entry Data Skill Grade Worn Rank Worn Rank Type Salary Administration Plan Grade |
Rank is tied to Salary Plan and Grade. This may also involve updating compensation information on the Job Data - Compensation page. |
Employment Information |
Engagement Date Early Promotion Date |
Update other fields as needed. |
PeopleSoft Human Resources Manage Profiles manages the attributes of jobs or individuals. Typically, profiles summarize the competencies, qualifications, and skills of a job or a person as well as a service member's military ranks. The profile search and compare features enable you to perform searches for profiles that match user-defined criteria and easily compare profiles.
In order to keep military rank profiles up to date with Job Data, use the Refresh Names and Profiles MIL process (MIL_NAME_BLD). The system uses the HCM Event Manager to raise an event when a change to an assignment's military rank has occurred and execute this change.
The following prerequisites must be in place prior to running the Refresh Names and Profiles MIL process:
The Integration Broker must be active.
In HCM Event Manager, the event AssignmentMilitaryRankChanged must be active.
See Understanding the Events and Notifications Framework.
See PeopleSoft Enterprise Human Resources PeopleBook: Manage Profiles.
Page Name |
Definition Name |
Navigation |
Usage |
MIL_REBUILD_NAMES |
Workforce Administration, Collective Processes, Refresh Names and Profiles MIL, Refresh Names and Profiles MIL |
Run this process to rebuild the names and profiles of all the military personnel and synchronize this data with the Manage Profile records. |
This section provides an overview of military rank change processing and discusses how to:
Create and manage military rank change requests.
Enter the proposed military rank change details.
Enter military rank change notification information.
Record postal information for stakeholders you have notified manually.
Approve or deny rank change requests.
Generate service member rank change notices
The overall process of issuing a military rank change can occur multiple times during a service member's career and for various reasons, such as natural progression, performance and training, and other assessment-related testing. After an organization has gone through the evaluation and selection process and have identified the candidates who should receive a rank change, the organization can use the PeopleSoft Military Rank Change process.
The PeopleSoft Military Rank Change process enables the tracking of the various states of military service member rank changes, notifying stakeholders that are involved in this business process, and generating official documentation. When a rank change transaction is completely processed, a new row is inserted into the service member's Job Data to reflect the new rank change. Through the Military Rank Change pages and process, you can:
Enter (new, amended, or cancelled) rank changes details in a specified rank change component.
Use templates, which would provide default values for the rank change request and cut down on the number of key strokes required when entering requests.
Retrieve and view history, including amendments and cancellations, to all employee rank changes.
Enter notification details to be triggered based on current or future promulgation dates.
Work closely with stakeholders (any individual that needs to be notified of a service member's rank change) through email notification and recording their approvals or denials through the manager self service pages.
Have the system update service member job data and profile records to reflect the new rank changes.
Generate rank change documents.
When a rank change transaction is added (a new request, an amendment, or a cancellation) for a service member, an email notification is sent to stakeholders, the career manager and a list of other reviewers and approvers you identify in the Rank Change MIL component, using the Approval Framework. This notification alerts them that the rank change process has begun and any stakeholders who have been specified as approvers will be notified that their review and approval is required for the rank change process to continue. Approvers will then approve or deny the rank change transaction in the Review Rank Change Request MIL component in the manager self service pages. If the stakeholders approve the rank change, the system then routes the information to the candidate's unit commander for final approval. The unit commander is determined based on the access type on the Military Processing Definition setup page.
See Configuring Direct Reports Functionality.
See Setting Up Access to Direct Reports Data.
The Career Manager can monitor rank change approvals and denials by reviewing the status monitor on the Review Rank Change Request MIL page. When a new or amended rank change has been approved, the system will insert and record this rank change row in the Job Data component through the MIL_UDJOB_AE Application Engine. The date this happens is based on the Application Date field value defined in Rank Change MIL component for this transaction. The Career Manager should review the status monitor on the Review Rank Change Request MIL page for denials and insert a new row in the Rank Change MIL component indicating a cancellation of the rank change transaction. This process enables you to keep a record of all military rank change propositions, amendments, and cancellations without inserting numerous rows into Job Data.
If the Military Processing Definition page is set up to enable prenotification, the system will provide a prenotification message to the stakeholders as a final reminder that this rank change is going to happen within a specified period.
You can also create rank change notices utilizing XML Publisher for the service members you select.
Military Rank Change Processes
The Military Rank Change process uses these processes:
Launch AWE for Mil Rank Change (MIL_AWE_AE)
Launches the approval process. This application engine checks for all the rank changes that needs an approval and whose Start Approvals On date in the Rank Change MIL component is less than or equal to the current date.
Prenotifications for Mil Rank (MIL_NOTFY_AE)
Sends out the prenotification emails based on the Prenotification Date field in the Rank Change MIL component.
Update Job Data for Mil Rank (MIL_UDJOB_AE)
Updates Job Data with the rank changes that have been approved. This application engine checks for all the approved rank changes that are not yet applied to the database and that have an Application Date value in the Rank Change MIL component of less than or equal to the current date. This updates Job Data with an effective date that matches the Application Date value.
Military Rank Change Notices (MILRNKNOT)
Generates the rank change notices. You run these notices by navigating to Workforce Administration, Job Information, Reports, Generate Rank Change Notices. Identify the rank change notifications you wish to print and click Run to initiate the MILRNKNOT XML Publisher process, which calls the MILRNKNOT Application Engine process. Separate files are generated for each employee and the files are stored in the report folders of the respective server.
Note. Run the approval, prenotification, and job update application engines by navigating to PeopleTools, Process Scheduler, System Process Requests and selecting the process you need to run. You can also trigger these processes to run automatically through the Process Scheduler by setting up a recurrence that is linked to the processes in order run them daily without additional manual intervention.
See Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler, "Defining PeopleSoft Process Scheduler Support Information," Defining Recurrence Definitions
In order for you to use the Military Rank Change feature, you must ensure the following items have been setup:
Military Rank functionality is enabled and the military rank setup tables have been defined.
User profiles and roles have been set up with email and worklist notification preferences.
Approval Framework has been set up for notification.
Workflow with email is enabled.
Event Manager has been configured.
Integration Broker is running correctly.
XML Publisher has been set up to create official document generation.
See Also
Setting Up Military Rank Change Notification and Documentation
Page Name |
Definition Name |
Navigation |
Usage |
MIL_RANK_CHNG_CNTL |
Workforce Administration, Job Information, Rank Change MIL, Military Rank Change |
Create and manage military rank change requests by entering the controlling factors for this military rank change transaction. You can also enter predefined templates to populate the authorizing organization, career manager, and notification details. |
|
MIL_RANK_CHNG_DTLS |
Workforce Administration, Job Information, Rank Change MIL, Details |
Enter the proposed military rank change details. |
|
MIL_STKHLDR_NOTIF |
Workforce Administration, Job Information, Rank Change MIL, Stakeholder |
Enter military rank change notification information. This page is specifically designed to capture when the approval process will begin and who will be involved. List reviewers and approvers for this rank change that will receive an electronic notification and when the system should trigger approval workflow. If prenotification has been enabled, enter a prenotification date on which these stakeholders should be notified of the rank change. |
|
MIL_RANK_POSTAL |
Workforce Administration, Job Information, Rank Change MIL, Postal |
Record postal information for stakeholders that you have notified manually. Enter stakeholders that you are not notifying electronically and the date and address of where you mailed the notification. |
|
MIL_RANK_CHNG_APPR |
Manager Self Service, Job and Personal Information, Review Rank Change Request MIL, Review Rank Change Request MIL |
Approve or deny rank change requests. |
|
MIL_NOTICE_RUN_CTL |
Workforce Administration, Job Information, Reports, Generate Rank Change Notices, Generate Rank Change Notices |
Generate service member rank change notices using XML Publisher. A report can be generated in any status, at any point in time. |
Access the Rank Change MIL - Military Rank Change page (Workforce Administration, Job Information, Rank Change MIL, Military Rank Change).
This page displays the employment and current military organization information that is recorded in the Job Data component for this person.
Note. To have the system display the worn rank in front of the employee's name at the top of the military pages, you must have Military, Event Manager, and Publish/Subscribe enabled in the system and the domain status should be active. When a rank is changed on the current row, the event AssignmentMilitaryRankChanged is raised and the Event Manager triggers the handler to update the names.
See PeopleSoft Enterprise Human Resources PeopleBook: Events and Notifications
Rank Change Control
Template ID |
Select a rank change template to populate the component with predefined fields from the Military Rank Change Template component, such as the Action, Reason, Status, Business Unit, Department, Career Manager, and role notification fields. This field is optional. |
Effective Date |
Enter the date the person was selected for a rank change. This field, along with the EmplID, Empl Record, Sequence, and Action fields, uniquely identify this transaction row. |
Sequence |
Defaults to 1 for a new effective-dated row and automatically increments by one when a new row is inserted in the scroll area for the same effective date. |
Action |
Select a valid action associated with the Military Rank Change process. Valid rank change actions are defined in the Rank Change Status MIL component for PeopleSoft actions. The system will use this value in the Action field when this rank change is inserted into Job Data. |
Action Reason |
Select a valid action reason for the service member's rank change. Values are defined in the PeopleSoft Action Reason table. The system will use this value in the Action Reason field when this rank change is inserted into Job Data. This field is an optional. |
Status and Status Date |
Enter a disposition status of this rank change and the date of this disposition status. Values for this field may include NEW, AMD (rank change amendment), CNA (administrator canceled rank change), or CNC (rank change commander cancellation), depending up how the disposition status was set up in the Rank Change Status MIL component. |
Application Date |
Enter the date this rank change should be inserted into Job Data, if known. Since this date is not always known when the rank change for the service member is first defined, you can enter this date at a later time. However, this field is required in order for the row to be processed and inserted to the service member's Job Data. Note. In order for the system to write this rank change to Job Data, the Apply Row to Job Data check box must be selected for the action's Status value on the Rank Change Status MIL page, approvals for military rank changes must be enabled, and the rank change must be approved. |
Promotion Seq (promotion sequence) |
Indicate the order that a promotion should be granted to the service member. This field is available only when the action is Promotion. This field is an optional. |
Apply to Job |
Indicates whether or not the rank change has been inserted into the Job Data record. |
Authorizing Organization
Business Unit |
Enter the business unit that is authorizing this rank change. This is required in order to enter an authorizing department. |
Department |
Enter the department that is authorizing this rank change. An authorizing business unit must be entered first in order to enter a department. |
Responsible Career Manager
Every service member has a career manager working for their career interests. Due to the fluid nature of the military, the Career Manager is determined by either a position or a role as determined by your organization. Use this section to determine whether the Career Manager should be identified by a position or role.
Position Number |
Select this option if the career manager responsible for this service member's rank change is associated with a designated position. When you select this option, the Position Number field becomes available to enter the career manager's position number. |
Role and Role Name |
Select this option if the career manager responsible for this service member's rank change is associated with a PeopleSoft role. When you select this option, the Role Name field becomes available to enter the career manager's role. |
See Also
Setting Up Military Rank Change Notification and Documentation
Enterprise PeopleTools PeopleBook: Security Administration, "Setting Up Roles"
Access the Rank Change MIL - Details page (Workforce Administration, Job Information, Rank Change MIL, Details).
Use this page to view the service member's current military rank information (the left side of the page) and enter the proposed rank changes (the right side of the page).
The Current Values fields display the military services member's information from Job Data as of the effective date of this rank change. The values for the current rank and salary information come from the Salary Plan page, the job fields come from the Job Information page.
The Proposed Values fields will be written to the military service member's Job Data pages upon meeting approval requirements, if applicable, and reaching the Application Date you entered on the Military Rank Change page. These field are unavailable when you enter a cancellation.
Proposed Military Rank |
Enter the new rank that was proposed for the service member. |
Worn Rank |
Enter the new worn rank that is proposed for the service member. |
Worn Rank Type |
Enter the new worn rank type, such as temporary, substantive, or acting, that is proposed for the service member. |
Salary Administration Plan and Salary Grade |
Enter the new salary administration plan and grade proposed for the service member. Valid salary plans and grades for military ranks are defined in the Military Service component. |
Job Family |
Enter the new job family that is proposed for the service member, if applicable. |
Job Function Code and Job Subfunction |
Enter a new job function and a subfunction that is proposed for the service member, if applicable. A job subfunction is a subset of a job function, such as benefits or payroll might be subset of HR. A subfunction can only be selected if you have entered a job function first. |
Access the Rank Change MIL - Stakeholder page (Workforce Administration, Job Information, Rank Change MIL, Stakeholder).
Use this page to identify stakeholders that will be notified electronically and set the date on which the system will send out the approval workflow through Approval Framework. The employee's unit commander will always be notified via workflow. As delivered, unit commander has the final approval for their service members.
Note. The unit commander is determined by the Access Type selected on the Military Processing Definition page.
Start Approvals On |
Enter the date that the electronic notifications will be sent out to the stakeholders in notification list for their approval or review. This date should be the current date or a future date. If an earlier date is provided, the approvals will start immediately upon save, just like the current date. After notifications have been sent out to the stakeholders, changes to a rank change request would have to be made by adding an amendment row. |
Prenotification Date |
Enter the date that the online stakeholder should receive a prenotification message of the service member's rank change that will be made in the system. This date is typically set in conjunction with the Approval Date field on the Military Rank Change page, notifying stakeholders for a final time that the rank change is going to occur. This provides a final opportunity to stop or modify the rank change one last time. If you are using a template for this rank change, you can have the system automatically enter a Prenotification Date value based on the Application Date value you have entered on the Military Rank Change page. For example, you have a template that has the Prenotification Date = Effective Date - Days field is set to 3 in the Military Rank Change Template component. You then create a rank change request using this template. You enter an Application Date value of June 20, and the system automatically populates the Prenotification Date field with June 17, three days before the rank change is applied to the service member's Job Data. Note. The Allow Prenotification check box must be selected on the Military Processing Definition page and the Include in Prenotification check box should be selected for the action specified on the Rank Change Status MIL page for prenotification to take place. See Defining Military Rank Change Processing Rules. See Specifying Allowable Actions for Rank Change Processing. |
Role Name |
Select any additional roles, other than the unit commander, that should be included in the notification process. Roles are created in the PeopleTools Roles table. The unit commander will automatically be notified and does not need to be entered in this Stakeholders Notification group box. |
Participant Involvement |
Identify the level of involvement of the stakeholder. Values are Approver or Reviewer. |
Access the Rank Change MIL - Postal page (Workforce Administration, Job Information, Rank Change MIL, Postal).
Use this page to record those stakeholders that you are notifying of the rank change outside of the AWE process, as specified on the Stakeholder page.
Note. The system does not generate any automatic notifications or letters based on information entered on this page. This page is informational only and should be used to record those notifications you performed yourself.
Person ID and Name |
Enter the PeopleSoft employee ID and the system displays the name of the individual to be notified of this service member's rank change via postal delivery. |
Date Notified |
Enter the date that you notify the person about the military rank change outside of the automatic electronic notification. |
Address Type and Address |
Select an address type such as Home, Mailing, or Business. If an address is associated with this address type, the system will populate the Address field. If there is no address provided from the system, you can manually enter the address. |
Access the Review Rank Change Request MIL page (Manager Self Service, Job and Personal Information, Review Rank Change Request MIL, Review Rank Change Request MIL).
This page is available to approvers who have not yet approved the transaction as well as reviewers. Approval notifications are sent out via the Launch AWE for Mil Rank Change (MIL_AWE_AE) Application Engine process, which you can schedule to run daily or on an as needed basis.
See Understanding Military Rank Change Processing.
Rank Change Details
This page displays the current and proposed rank change values. Approve or deny the rank change request by selecting the appropriate button. If you are denying the request, select a reason from the Denial Reasons drop down box.
The effect date comes from the Effective Date field in the Rank Change MIL component.
Note. When a rank change is denied, the Career Manager should insert a cancellation row in the Rank Change MIL component for this person to record the change of disposition. The system will also send out an updated notification and will not insert the rank change into Job Data.
View Approval Chain
You can also view the status of the rank change approval chain in the View Approval Chain section of the page. This approval process is a two step process: first the system sends out notifications to the approvers specified on the Rank Change MIL - Stakeholder page, then, if approved, the system forwards the notification to the unit commander for approval. When there is no approver for the first step of the process, then the transaction is immediately routed to the unit commander.
Access the Generate Rank Change Notices page (Workforce Administration, Job Information, Reports, Generate Rank Change Notices, Generate Rank Change Notices).
Generate this report for a single individual or for several people for which you have entered a military rank change. Enter search criteria such as an employee ID, department or location information, rank details, a rank change date range, or any combination of these items. The Actual Rank Change Date fields use the Application Date from the rank change request, and the Selection Date field uses the effective date that the person was selected for the rank change.
Click Filter to initiate the search. The system will display those who meet this criteria in the Select Military Rank Changes to Print grid. Select those for whom you wish to print the report and run the process This process initiates the Military Rank Change Notices (MILRNKNOT XML Publisher) process, which calls the MILRNKNOT Application Engine process.
Important! Separate files are generated for each employee and the files are stored in the report folders of the respective server.
See Understanding Military Rank Change Processing.
This section provides an overview of organizational instance and assignment relationships and discusses how to:
Promote an assignment to an instance.
Move an assignment to another instance.
Demote an instance.
When you promote an assignment to an instance, so that it is no longer subordinate to another organizational instance, you make an additional assignment into its own instance. For example, you might want to terminate a controlling instance, but maintain the additional assignment. If the additional assignment is subordinate to the controlling instance, they share the same organizational instance number, the additional job is terminated automatically when you terminate the controlling instance. To promote an instance for a single employee online, add a new row on the Work Location page of the Job Data component. Use the Promote an Assignment page to promote assignments for multiple employees as a batch process.
Use the Demote Instance page to make a controlling instance into an additional assignment under another instance. To demote an instance, the controlling instance should not have any additional assignments.
Use the Move Assignment to another Inst page to move an additional assignment to another instance. This is useful to correct errors. For example, when you select the wrong employee record number to be the controlling instance.
These restrictions apply to modifying organizational instance and assignment relationships:
These actions are valid only for employees and contingent workers; persons of interest are not eligible.
These actions are not valid for Japan additional appointments and temporary assignments.
You can only promote a host assignment to an instance if the host assignment is terminated and there are no future assignment rows with action ASG (Assignment) or ASC (Assignment Completion).
Assignments with future rows with action ADL (Additional Job) are ineligible.
You cannot change or delete a row after you confirm any of these actions.
The action codes that are entered on the rows for these actions are:
OCA – Promote an Assignment to an Instance.
OCI – Demote an Instance.
OCM – Move an Assignment to another Instance.
You must define action reasons that correspond to the delivered actions OCA, OCI, and OCM before using this component.
Page Name |
Definition Name |
Navigation |
Usage |
JOB_DATA1 |
Workforce Administration, Job Information, Job Data, Work Location |
Enter a new row on this page to modify instance and assignment relationships. |
|
RUNCTL_OC_PRO_ASG |
Workforce Administration, Collective Processes, Promote an Assignment, Promote an Assignment |
Batch process to promote assignments for multiple employees. |
|
HCR_OC_PRO_ASG_SEC |
Click the Details link on the Promote an Assignment page. |
Review the errors and warnings returned by the component interface. |
|
HCR_OC_CHG_ASGN |
Workforce Administration, Job Information, Move Assignmnt to another Inst, Move Assignment to another Inst |
Move an additional assignment to another instance. |
|
HCR_OC_CHG_ASGN |
Workforce Administration, Job Information, Demote an Instance, Demote an Instance |
Use this page to change a controlling instance to an additional assignment under another instance. You can demote an instance to an assignment only if the instance does not have any additional assignments. |
Access the Promote an Assignment page (Workforce Administration, Collective Processes, Promote an Assignment, Promote an Assignment).
Org Relation |
The organizational relationship. Valid values are EMP for employee and CWR for contingent worker. |
Org Instance |
The actual org instance. |
New Effdt |
The new effective date defaults to today's date. |
Status |
Available values are Ready, Failure, Success, and Cancelled. The default value is Ready for all rows. After the process has run to completion, you can review the status. If, for any reason, the transaction has not been loaded to the records, the status of the row is set to Failure. Otherwise the status is Success. You must determine the reasons why transactions ended in Failure and change the status back to Ready or to Cancelled before you run the process again. |
Details |
Click the link to open the Details page. Use this page to review the errors and warnings returned by the component interface. |
Exec? |
The process loads only the rows with Status set to Ready and with the Exec? check box selected. |
Click the Details link to access the Details page for Promote Instance.
Old Controlling Instance Infos |
This information is for display only. |
Assignment Job Data |
The grid displays job data for the selected assignment, sorted by effective date in ascending order. |
Access the Move Assignment to another Inst page (Workforce Administration, Job Information, Move Assignmnt to another Inst, Move Assignment to another Inst).
Assignment Job Data |
The grid displays job data for the selected assignment, sorted by effective date in ascending order. |
Choose New Instance |
This grid lists all instances for this employee per organization. If you select an assignment that has a start date prior to the instance's first hire date, you cannot select that instance. You can only move an assignment to an instance if the active date of the assignment coincides with the dates of the instance. |
New Job Data |
Enter the job effective date, job effective sequence, the action reason for the action. The action code defaults to OCM (move an assignment to another instance), and cannot be changed. |
Load to Job |
Click this button to insert the new job data into the JOB record. |
Transfer to Job |
This button is displayed after the Load to Job process runs successfully. Click the Transfer to Job button to review the updated JOB data. If the process does not run successfully, an Errors and Warnings grid appears that lists the errors. |
Access the Demote an Instance page (Workforce Administration, Job Information, Demote an Instance, Demote an Instance).
Old Controlling Instance Infos |
This information is for display only. |
Running Instances |
The grid displays job data for the selected assignment, sorted by effective date in ascending order. |
Choose New Instance |
This grid lists all instances for this employee per organization. If you select an assignment that has a start date prior to the instance's first hire date, you cannot select that instance. You can only move an assignment to an instance if the active date of the assignment coincides with the dates of the instance. |
New Job Data |
Enter the job effective date, job effective sequence, the action reason for the action. The action code defaults to OCI (Demote and Instance), and cannot be changed. |
Load to Job |
Click this button to insert the new job data into the JOB record. |
Transfer to Job |
This button is displayed after the Load to Job process runs successfully. Click this button to review the updated JOB data. If the process does not run successfully, an Errors and Warnings grid appears that lists the errors. |
The Pay Rate Change component provides a quick and simple option for making salary adjustments when the adjustment is not related to any other changes such as promotions or transfers. If any other job-related information needs to be modified for the salary change, use the Job Data component.
Note. The four pages in the Pay Rate Change component—Employee Profile, Salary Plan, Compensation, and Job Earnings Distribution—match related pages in the Job Data component (the Employee Profile page contains information from both the Work Location page and the Job Information page).
See Also
Page Name |
Definition Name |
Navigation |
Usage |
PAY_RT_CHANGE1 |
Workforce Administration, Job Information, Pay Rate Change, Employee Profile |
Adjust the work periods and hours if it is necessary to do so for the pay rate change. |
|
PAY_RT_CHG_SALPLAN |
Workforce Administration, Job Information, Pay Rate Change, Salary Plan |
Adjust the salary step. |
|
PAY_RT_CHANGE2 |
Workforce Administration, Job Information, Pay Rate Change, Compensation |
Adjust rates and frequencies. |
|
PAY_RT_CHANGE3 |
Workforce Administration, Job Information, Pay Rate Change, Job Earnings Distribution |
Adjust earnings distributions. |
When you run the Employee Compensation Application Engine process (HR_PER501A) or click the Default Pay Components button on the Pay Rate Change - Compensation page, the same steps are executed, but you can update several records at once with the HR_PER501A process.
The Employee Compensation process:
Inserts a new job row when you select Add new effective date, and uses the effective date that you entered in the As Of Date field.
Alternatively, it updates the job row that is effective as of the date that you select in the As Of Date field.
Updates any future rows (rows are considered future if they come into effect after the as of date) when you select Update Future Rows.
Replaces manual changes with the new default values.
Page Name |
Definition Name |
Navigation |
Usage |
RUNCTL_PER501 |
Workforce Administration, Job Information, Calculate Compensation, Calculate Compensation |
Use to run the Employee Compensation process to update compensation packages. |
This section provides an overview of reporting appointments for job data changes, lists a common element, and discusses how to:
(JPN) Run the Appointment Notification report.
(JPN) Run the Appointment List report.
(JPN) Run the Employee Assignment List report.
See Also
(USF) Administering Personnel Action Requests
When workers are newly hired or transferred, or have other job-related changes, many Japanese companies provide individual notifications of appointment to each worker. These notifications, known as appointment notifications (Jirei), contain different information depending on the action and action reason entered on the worker's new job record.
Periodically, many companies also distribute a listing of all new hires or transfers or other changes of job. This list is known as the appointment list (Tsuutatsu).
When you run the Appointment Notification report, the report headings change according to the actions for which you are running the report—you can select actions and action reasons on the report page.
Reporting Appointments for Actions and Report Outputs
The following table illustrates what the appointment reports contain, depending on the action for which you run the report:
Heading and Actions |
Hire and Rehire |
Transfer |
Promotion |
Termination |
Announcement date |
3 |
3 |
3 |
3 |
Company description (of worker's company) |
3 |
3 |
3 |
|
Department |
3 |
3 |
3 |
|
Supervisor level |
3 |
3 |
3 |
|
Employee status |
3 |
|||
Salary plan |
3 |
|||
Salary grade |
3 |
Note. For the actions Transfer and Promotion, the system automatically populates the Reason field. For a promotion, the system populates the field with Grade Advance. For a transfer, the system populates the field with Employee Request and Internal Recruitment. For all other actions in the table, you can select individual reasons (for the action that you selected) or have the system select all reasons (for the action that you selected).
With the Japanese appointment reporting functionality, if you are recording a worker's simultaneous change of department and supervisor level, enter the department change first. With both changes having the same effective date, the change of supervisor level has the higher sequence number and ensures that the system selects the changes for reporting on both the appointment notification and appointment list.
In addition, when you record job data changes with the Japanese appointment reporting functionality, reports are available for the following actions:
Hire
Rehire
Termination
Transfer
Promotion
Sorting Appointment Lists Using Tree Structures and Definitions
To have the system sort appointment lists by department and supervisor level, use the standard tree building features to create a tree structure and reporting definition for supervisor levels, and a reporting definition for departments. You then need to select only the Refer to the Tree Manager check box on the report page to have the system use your DEPT_SECURITY tree and, depending on the job action and reason to which the appointment information relates, your SUPERVISOR_LEVEL tree.
See Also
Setting Up and Administering HRMS Security
Show Components |
Select if you want your report to display compensation component information. |
Page Name |
Definition Name |
Navigation |
Usage |
RUNCTL_PER015 |
Workforce Administration, Job Information, Reports, Personnel Actions History, Personnel Actions History |
Run the Personnel Actions History report (PER015), which lists all workers affected by each of the job actions that you enter. |
|
RUNCTL_ASOFDT_COMP |
Workforce Administration, Workforce Reports, Pending Future Actions, Pending Future Actions |
Run the Pending Future Actions report (PER021), which lists all workers with job action notices scheduled for a future date. |
|
PRCSRUNCNTL |
Workforce Administration, Workforce Reports, Department Action Notices, Department Action Notices |
Run the Department Action Notices report (PER001). This report lists action notices that are tied to a time period or expiration date. Use it as a reminder of selected personnel action notices. Note. Run the Refresh Employees Table process before running this report. |
|
PRCSRUNCNTL |
Workforce Administration, Job Information, Reports, Employees on Leave of Absence, Employees on Leaves of Absence |
Run the Employees on Leave of Absence report (PER005). This report lists all workers on leave and their expected return dates. Use this report to compare the return date that you entered in PeopleSoft Enterprise Human Resources with the worker's expected return date, or as a reminder to enter the return from leave information. Note. Run the Refresh Employees Table process before running this report. |
|
RUNCTL_ASOFDATE |
Workforce Administration, Job Information, Reports, Temporary Employees, Temporary Employees |
Run the Temporary Employees report (PER007). This report provides an alphabetical list of all workers marked as temporary, along with length of service and other details of employment. |
|
RUNCTL_PER003 |
Workforce Administration, Job Information, Reports, Years of Service, Years of Service |
Run the Years of Service report (PER003). This report lists workers who have completed the number of years of service that you specify, as of the point in time that you specify. Use this report as a reminder of workers who are eligible for vested benefits plans or service recognition awards. |
|
RUNCTL_PER058 |
Workforce Administration, Workforce Reports, Primary Job Audit, Primary Job Audit |
Run the Primary Job Audit report (PER058). Use this report to check for discrepancies in the primary job designation for workers with multiple jobs. Run this report regularly to correct discrepancies in worker job records. |
|
RUNCTL_FROMTHRU |
Workforce Administration, Workforce Reports, Employee Turnover Analysis, Employee Turnover Analysis |
Run the Employee Turnover Analysis report (PER010). This report lists each department ID and provides the worker counts as of the date that you specify. |
|
RUNCTL_PER054_ESP |
Workforce Administration, Workforce Reports, Official List ESP, Official List ESP |
Run the Spanish Official List report (PER054ES), which compiles the information that you need for Matricula book reporting. You can run the report for all matricula books, which includes historical worker data, or for the current book only, which includes only current data. |
|
RUNCTL_NTF_JPN |
Workforce Administration, Job Information, Reports, Appointment Notification JPN, Appointment Notification JPN |
Run the JPN Appointment Notifications report (PER063JP). Depending on the combination of action and reason that you use in the run control, this report prints individual worker notifications of hire, rehire, termination, transfer, and promotion. |
|
RUNCTL_NTF2_JPN |
Workforce Administration, Job Information, Reports, Appointment List JPN, Appointment List JPN |
Run the Appointment List JPN report (PER064JP), which generates an appointment list. This report lists all workers who have been hired, rehired or retired, transferred or promoted. The information that the report provides varies according to the combination of action and reason that you enter on the Appointment List report page. |
|
RUNCTL_EMPLIST_JPN |
Workforce Administration, Job Information, Reports, Employee Assignment List JPN, Employee Assignment List JPN |
Print the JPN Employee Assignment List report (PER066JP), which lists workers by department, including additional appointment employees. |
Access the Appointment Notification JPN page (Workforce Administration, Job Information, Reports, Appointment Notification JPN, Appointment Notification JPN).
Report headings vary according to the combination of action and reason. Enter free-form text and a company official's title and name to appear on the report, and select the action and reason combinations on which you want to report.
Language |
Select the language for the report. |
As of Date |
This is the effective date of worker job data rows that the system searches and report on. It appears on the report as the announcement date. Note. For termination notifications, enter the effective date of the termination row on the worker's job record. The system sets the announcement date on the printed notification as the As of Date minus 1 day, the same as the termination date on the worker's Employment Dates page. |
Company |
Select your company code. The company description appears by default in the Published by field. |
Notification Statements |
Enter any comments that you want to appear as an introduction to the list on the report: for example, Hiring order is as follows. |
Publish Date |
Enter the publish date. This date, which appears on the report, is the date that your organization wants as the official publication date of the appointment notification. |
Published by |
Displays the description of the company that you entered, but you can override the default with a free-form description of, for example, your human resources department. |
Representative Title |
Displays the default from the company table. You can override the default. This is the title of the company's representative that appears on the notification. |
Representative Name |
Displays the default from the company table. You can override the default. This is the name of the company's representative that appears on the notification. |
Action |
Select an action that you want to report on. You can only select Hire, Rehire, Transfer, Promotion, or Termination. |
Use All Action Reasons |
Click this button unless you want to select individual reasons for the action that you entered in the Reason Code grid. Even if you selected individual reasons in the grid, if you click this button, the system loads all reasons. Note. You only need to select reasons (individual or all) for actions Hire, Rehire, and Termination. For actions Transfer and Promotion, the system automatically populates the Reason Code field. However, the process reports only job rows that have a reason code. If a job row has an action of Hire, Rehire, Termination, Transfer, or Promotion, but no action reason, the system does not report it. |
Reason Code |
Select all the reasons for the action that you entered that you want the report to include. If the Use All Action Reasons check box is deselected, you must enter at least one reason in this field. The system displays the description of each reason that you select. See the previous note that discusses the Use All Action Reasons field. |
Access the Appointment List JPN page (Workforce Administration, Job Information, Reports, Appointment List JPN, Appointment List JPN).
You can enter free-form text and a company official's title and name to appear on the report, and you can select the action and reason combinations that you want to report on.
As Of Date |
This is the effective date of worker job data rows on which the system will search and report. Note. For Termination listings, you should enter the effective date of the job termination row. The system sets the announcement date on the printed list as the As Of Date minus 1 day, the same as the termination date on the worker's Employment Dates page. |
Company |
Select your company code. Unlike for appointment notification, the company description does not appear by default in the Published by field. |
Publish Date |
Enter a publish date. This date, which appears on the report, is the date that your organization wants as the official publication date of the appointment list. |
Published by |
Enter a free-form description of the publishing department, such as your human resources department. |
Refer to the Tree Manager |
Select this check box if you want the system to sort the listing by using the DEPT_SECURITY tree and, depending on the action and reasons, the SUPERVISOR_LEVEL tree. This is how the system sorts the listing when you select this check box:
If the Refer to the Tree Manager option is deselected, the system sorts the list by employee ID. Note. Workers who do not have a supervisor level appear in the list by department, with the Supervisor Level column blank. They are sorted by employee ID, after all the workers who do have a supervisor level. |
Action |
Select an action that you want to report on. You can only select Hire, Rehire, Transfer, Promotion, or Termination. |
Use All Action Reasons |
Click this button unless you want to select individual reasons for the action that you entered in the Reason Code grid. Even if you have selected individual reasons in the grid, if you click this button, the system loads all reasons. Note. You need to select reasons only for actions Hire, Rehire, and Termination. For actions Transfer and Promotion, the system automatically populates the Reason Code field. However, the process reports only job rows that have an action reason. If a job row has an action of Transfer or Promotion, but no action reason, the system does not report it. |
Reason Code |
Select all the reasons for the action that you entered that you want the report to include. If you click the Use All Action Reasons button, you must enter at least one reason in this field. The system displays the description of each reason that you select. See the note above for the Use All Action Reasons field. |
Access the Employee Assignment List JPN page (Workforce Administration, Job Information, Reports, Employee Assignment List JPN, Employee Assignment List JPN).
This report lists workers by department and supervisor level, including workers with additional appointments.
To run the report, at least one department tree must be created. For the purposes of department security, the DEPT_SECURITY tree usually already exists. You can either select this tree or create a new department hierarchy beneath the DEPARTMENT tree structure.
The report is sorted by department, and then by workers:
With supervisor levels registered in the Supervisor Level tree, in tree order.
With supervisor levels not registered in the Supervisor Level tree, in alphanumeric supervisor level order.
Without supervisor levels, in alphanumeric employee ID order.
Note. The Supervisor Level tree that the system uses for sorting is the one used for the Appointment Notification and Appointment List reports. It must be named SUPERVISOR_LEVEL. If you have not defined a Supervisor Level tree with that name, sorting is in alphanumeric supervisor level order.
This section lists the page used to view a summary of all jobs records held by a person.
Page Name |
Definition Name |
Navigation |
Usage |
MULTIPLE_JOBS |
Workforce Administration, Job Information, Review Job Information, Multiple Jobs Summary, Multiple Jobs Summary |
View a summary of all jobs and changes in job status for people that have more than one employment record. |
This section provides overviews of the process of refreshing the Employees table and the process of refreshing the Personal Data table, lists a common element, and lists the pages used to refresh tables to facilitate reporting.
To generate standard PeopleSoft Enterprise Human Resources reports quickly, many human resources reports retrieve data from the Employees table (PS_EMPLOYEES). To make reporting in PeopleSoft Enterprise Human Resources more efficient, this table combines information from the following records into an extract file:
Person Data Tables |
Job Data Tables |
Other Tables |
|
|
These additional records consist of tables related to organizational relationships, national identity, disability, and ethnic groups for the US and Asia pac.
|
The extract file's sole purpose is as a report source. Because it isn't updated dynamically when you add people or job records to the system or update their data (doing so would have negative online processing impact), you must refresh the Employees table before running any reports.
When you run this process, the system updates the Employees table with data that is valid before or on the as-of date that you specify. When retrieving data from setup components such as the Department component and Job Code pages, the system uses the effective date of the specific job data record that the data relates to.
The system uses the Employees table to run these reports:
ABS001. SQR (Employee Absence Report)
ABS003. SQR (Time Lost Due to Absence)
ABS004UK. SQR (Bradford Report)
BEN001.SQR (Health Plan Participants)
BEN002.SQR (Life InsuranceParticipants)
ESPP005.SQR (ESPP Purchase Distribution)
PAY110CN.SQR (Statistics-Canada [Educational Institutions])
PER001.SQR (Department Action Notices)
PER002.SQR (Employee Birthdays)
PER004.SQR (Emergency Contacts)
PER005.SQR (Employees on Leave of Absence)
PER008.SQR (Employee Review Audit)
PER009.SQR (Union Membership)
PER011.SQR (Competency Inventory)
PER012.SQR (Departmental Salaries)
PER006 - Crystal (Mailing Labels)
A useful feature of the Employees table is that you can refresh it to show a specific date, so you can report based on how things were at that time. This might be useful if an organization needed to reconstruct its organization over the last several years to research its promotion policies.
Update the Employees table using the Refresh Employees Table Application Engine process (PER099) before running any of these reports so that the report contains all changes made to your employee files.
PeopleSoft Enterprise Human Resources reports also retrieve data from the Personal Data table. This table combines information from these tables: PERSON, PERS_DATA_EFFDT, NAMES, ADDRESSES, PERSONAL_PHONE. Like the Employees table, the Personal Data table is a report source only. It updates through the process described below. The Personal Data table is updated with changes to current data when the changes are made online. Future dated information is not updated unless a batch process is run. You may want to update the Personal Data table before running reports. You can update the Personal Data table for future dated information that has become current at any time without affecting the online updates.
Note. Do not run the Refresh Personal Data process, it interferes with online transactions.
As Of Date |
Indicate the As Of Date to run the processes. The process selects the new data based on the date that you enter and populates the table. It includes only workers who are active, on leave of absence, or suspended. The process excludes any terminated workers. |
Page Name |
Definition Name |
Navigation |
Usage |
RUNCTL_ASOFDATE |
Set Up HRMS, System Administration, Database Processes, Refresh EMPLOYEES Table, Parameters |
Reflect back to a specific date or period for employee data reporting. |
|
PRCSRUNCNTL |
Set Up HRMS, System Administration, Database Processes, Refresh Personal Data, Refresh Personal Data |
This process rebuilds the Personal Data table after deleting all rows in the table. Note. This process should only be run during an upgrade or installation. |
|
PRCSRUNCNTL |
Set Up HRMS, System Administration, Database Processes, Update Personal Data - Future, Update Personal Data - Future |
Run this process to update the Personal Data table for future dated information. |
|
PRCSRUNCNTL |
Workforce Administration, Workforce Reports, Request Ad hoc Process, Ad-Hoc Process Request |
Run several or all Administer Workforce reports that do not require parameters. |
|
RUNCTL_ASOFDATE |
Workforce Administration, Workforce Reports, Create As-of-Date Request, As-of-Date Request |
Run several or all Administer Workforce reports for which you specify an as of date. |
|
RUNCTL_CALENDARYR |
Workforce Administration, Workforce Reports, Create Calendar Year Request, Create Calendar Year Request |
Run several or all Administer Workforce reports for which you specify a calendar year. |
|
RUNCTL_FROMTHRU |
Workforce Administration, Workforce Reports, Create From/Thru Dates Request, From/Thru Dates Request |
Run several or all Administer Workforce reports for which you specify a from and through date range. |
Database audits monitor changes, additions, or deletions made to sensitive fields such as salary amounts.
Page Name |
Definition Name |
Navigation |
Usage |
RUNCTL_FROMTHRU |
Workforce Administration, Workforce Reports, Database Audit, Database Audit |
Run the Database Audit report (PER029). |