Establishing Resources

This chapter provides an overview of resources and discusses how to:

• Establish and maintain employees and non-employees as resources.

• Establish PeopleSoft Services Procurement service providers as resources.

• Maintain resource eligibility and job information.

Understanding Resources

This section lists prerequisites and discusses resources in PeopleSoft Resource Management and in other PeopleSoft products.

Prerequisites

Before you establish employees or non-employees as resources in PeopleSoft Resource Management, you must:

• Determine if the organization's business processes allow non-employees to be managed as resources.

• Establish the employee source database.

• Define billing rates by employee or by job.

  See Understanding Pricing Project Costs.

• (Optional) Establish the FTP file server to store resumes that are attached to resource profiles.

  See Understanding Storage of Resource Resume Attachments.

Resources in PeopleSoft Resource Management

The term resource describes the employees and non-employees who can be assigned to projects in the Financials database. The employee source database contains information about employees and non-employees. PeopleSoft Resource Management captures additional information about resources. After you establish the employee source database, you must designate the employees and non-employees who fulfill the resource roles in PeopleSoft Resource Management.

When you establish an employee or non-employee as a resource, PeopleSoft Resource Management automatically populates the resource's schedule with holidays. The new resource is immediately eligible for assignments. At any time, the resource and resource manager can update the resource's profile and schedule, and the resource manager can change the resource's eligibility status. For an employee with multiple jobs in PeopleSoft Human Resources Management (PeopleSoft HRMS), the resource manager can select the job that pertains to the employee's role as a resource in PeopleSoft Resource Management.

You can establish employees and non-employees as resources by using these methods:

• Manually establish an employee or non-employee as a resource by using the Create Resources page.

• Establish a batch of resources using the Create Resources Program page.

• Manually convert a PeopleSoft Services Procurement service provider to a resource by using the Convert Person ID to Resource page if you integrate with Services Procurement and maintain non-employees in PeopleSoft Resource Management.

• Automatically convert a PeopleSoft Services Procurement service provider to a resource when the service provider is selected for a service requisition that is associated with a PeopleSoft Resource Management resource request if you integrate with Services Procurement and maintain non-employees in Resource Management.

Resources in Staffing Front Office and Maintenance Management

Depending on which products that you install, you can establish an employee or non-employee as a PeopleSoft Resource Management resource, a Staffing Front Office resource, or a Maintenance Management resource, or any combination thereof. To establish an individual as a Staffing Front Office or Maintenance Management resource, you must navigate to the Create Resources page for the particular product.

If a resource is already established as a PeopleSoft Staffing Front Office or Maintenance Management resource, and you attempt to establish that resource as a PeopleSoft Resource Management resource, the system generates a warning to confirm the action.

Establishing and Maintaining Employees and Non-Employees as Resources

To establish and maintain employees and non-employees as resources, use the Create Resources Program component (RS_CW_AE) and Establish Employee as Resource component (RS_WRKR_CREATE). If you have a large number of employees to establish as resources, use the Establish Employee as Resource component interface (RS_WRKR_CREATE) to load data into the tables for this component.

Note. The effective date for the resource will be the date that the employee or non-employee is established as a resource in Resource Management.

Your organization may perform resource or capacity planning at a higher or aggregated level than at the individual level. Being able to aggregate individual resource capacity, demand, allocation, and availability into standard categories gives managers the ability to quickly see resource shortages and excesses. These higher-level aggregations are known as supply categories.

You associate supply categories with resources when you establish the resources. You can update the role and region for a resource in the Additional Resource Information group box on the Profiles - Overview page.

Supply categories are resource attributes:

• Role: An optional field when establishing resources; however, it is strongly recommended that it be associated with resources for effective capacity planning, reporting, and analysis.

• Pool ID: A required field when establishing resources.

• Region: A required field when establishing resources.

Personnel Status is already assigned to employees in the HRMS database and is synchronized with the resource data in PeopleSoft Resource Management.

This section discusses how to:

• Select employees or non-employees to establish as resources in batch.

• Run the batch create resources program.

• Establish an employee or non-employee as a resource and associate supply categories

• Select one job for a resource.

Note. This section is required. You must establish employees and non-employees as resources before you can maintain their profiles, manage their schedules, or place them on assignments in PeopleSoft Resource Management.

Pages Used to Establish and Maintain Employees and Non-Employees as Resources

Selecting Employees or Non-Employees to Establish as Resources in Batch

Access the Create Resources Program page (Resource Management, Establish Resources, Create Resources Program, Create Resources Program).

Note. Non-employees do not appear for selection on this page if you cannot establish non-employees as resources.

Job Codes

Use this collapsible grid to select employees and non-employees by job code.

Select

Select one or more job codes for PeopleSoft Resource Management to use to generate the list of employees and non-employees to establish as resources.

and/or

Select and to narrow the list. The system includes only employees and non-employees that meet these criteria and the criteria that is in the next grid. Select or to include employees and non-employees that meet any of the criteria that is selected in the grids. If you leave this field blank, the system includes employees and non-employees that meet any of the criteria that is selected in the grids.

Business Units

Use this collapsible grid to select employees and non-employees by business unit.

Select

Select one or more business units for PeopleSoft Resource Management to use to generate the list of employees or non-employees to establish as resources.

Locations

Use this collapsible grid to select employees and non-employees by location.

Select

Select one or more locations for PeopleSoft Resource Management to use to generate the list of employees or non-employees to establish as resources.

Departments

Use this collapsible grid to select employees and non-employees by department.

Select

Select one or more departments for PeopleSoft Resource Management to use to generate the list of employees or non-employees to establish as resources.

Employees

Use this collapsible grid to select individual employees and non-employees to include in addition to the criteria that is specified in the Job Codes, Business Units, Locations, and Departments grids.

Select	Select the employee ID for each employee or non-employee to establish as a resource in addition to those that meet the criteria that is specified by job code, location, or department.
Consider	After you select employees for creating resources, click this button to add these employees added to the Considering group box and remove them from the Employees group box.

Considering

This group box displays a list of employees that you selected for creating resources.

You can delete employees from this group box, at which time the system automatically adds the deleted employees back to the Employees grid.

Running the Batch Create Resources Program

Access the Create Resources Program (list) page (Click the Generate List button on the Create Resources Program page).

Select	The system automatically selects all check boxes for employees and non-employees appearing on the list so that they will be created as resources. Deselect the check box of any employee and non-employee that you do not want to create as assignable resources.
Role	Enter a project role for the resource. This field is optional; however, entering a role for all resources enhances the capacity planning functionality in PeopleSoft Resource Management.
Pool ID	Enter a resource pool ID for the resource. You must enter a resource pool when you establish a resource.
Region	Enter a region code for the resource. You must enter a region when you establish a resource.
Establish Resources	Click to run the Create Resources process to convert the list of selected employees and non-employees into assignable resources. This process does not affect PeopleSoft HRMS employee records. The process establishes a new row of data in the Worker table (RS_WORKER_TBL) and Worker Effective Date table (RS_WRKR_EFFDT) for each resource. New resources are established as eligible for staffing in PeopleSoft Resource Management, which means that they are included in Resource Matching and can be placed on assignments. Use the Resource Eligibility Management page to change the resource's eligibility.
Cancel	Clears the list and returns to the preceding page.
Conflicting Resources	If any of the resources that you establish have more than one job in PeopleSoft HRMS (more than one active row in the JOB table), they are listed here. When you execute the process, the system selects the job with the lowest field value in the Employee Record Number field (EMPL_RCD) to enter into the Resource Management Worker table and Worker Effective Date table. The lowest employee record number represents the job entry that is created first. Use the Establish Employee as Resource - Select Job page to select a different job to which the resource can be assigned in PeopleSoft Resource Management.

See Also

Setting Up and Maintaining the Verity Search Engine and Resource Matching Cache Tables

Understanding Capacity Planning

Establishing an Employee or Non-Employee as a Resource and Associating Supply Categories

Access the Create Resources page (Resource Management, Establish Resources, Create Resources, Create Resources).

Non-employees do not appear for selection on the Establish Employee as Resource - Add an Employee as Resource search page if you cannot establish non-employees as resources.

Complete Resource Information

These fields comprise supply category information.

Verify Resource Information

Selecting One Job for a Resource

Access the Establish Employee as Resource page (Click the Change Job button on the Create Resources page).

Establishing PeopleSoft Services Procurement Service Providers as Resources

This section provides an overview of service providers and discusses how to:

• Set up service provider personal data and job detail tables.

• Map existing non-employee records to service provider person IDs.

Note. This section is optional. If you do not implement PeopleSoft Services Procurement, you do not need to complete the tasks that are discussed in this section.

Understanding Service Providers

In PeopleSoft Services Procurement, each service provider has a unique person ID. This section discusses the methods that can be used to establish a service provider as an eligible, non-employee resource in PeopleSoft Resource Management.

Manual Creation of Service Providers as Resources

These are the steps to manually establish a service provider as a resource:

1. Associate the service provider person ID with an employee record in PeopleSoft Resource Management in one of two ways:

   • If you allow non-employee resources to be maintained in the Financials database, access the Convert Person ID to Resource page to create an employee record with the personnel status of non-employee from the existing person ID.

   • If you require non-employees to be maintained in the HRMS database, create the employee record in PeopleSoft HRMS, load the employee data into PeopleSoft Resource Management by using the application messaging synchronization process, and then access the Map Employee ID to Person ID page to associate the service provider with an employee record.

     Now you can access the Create Resources page to establish the individual service provider as a resource, or access the Create Resources Program page to establish resources in batch.

2. Access the Maintain Eligibility page to manage the resource's eligibility.

   By default, the resource is eligible to be placed on an assignment.

Automatic Creation of Service Providers as Resources

If you select a service provider to fulfill a service requisition in PeopleSoft Services Procurement and the requisition is associated with a resource request, the system checks to see if the service provider is established as an eligible resource in PeopleSoft Resource Management. If the service provider is not an eligible resource and you allow non-employee data to be maintained in the Financials database, the system can automatically establish the service provider as a resource for you. The system assigns these supply categories to the resource:

• Resource pool: Unassigned Pool

• Role: blank

• Personnel status: Non-Employee

Note. After you create PeopleSoft Services Procurement resources, update the region to which the resources belong in the resource profiles.

The system uses the following logic to establish the service provider as a resource:

• If non-employees are maintained in PeopleSoft Resource Management and the person ID is not associated with an employee value (EMPLID) in Resource Management, the system creates an employee value with the personnel status Non-Employee.

  By default, the system creates the resource with the status eligible and the resource can be placed on an assignment. The system automatically changes the status to not eligible at the requisition end date. Other default values that appear in the employee record are specified on the Installation Options - Resource Management page.

• If the service provider is associated with an employee record that is established as a resource, but the resource currently has a status of not eligible, the resource status changes to eligible.

  A future-dated row is added to return the resource to an ineligible status on the requisition end date.

Note. You can allow the resource to remain eligible after the assignment end date by manually deleting the future-dated ineligibility row.

This automatic conversion process occurs before the service provider is placed on the assignment in PeopleSoft Resource Management. The automatic conversion occurs only if you allow non-employee resources to be maintained in the Financials database.

Note. If you maintain non-employee data in both databases, and you integrate PeopleSoft Resource Management with Services Procurement, two employee records may exist for the same person. This can occur if a PeopleSoft Services Procurement person ID (PERSON_ID) and an PeopleSoft HRMS employee record exist for the same person, and the system automatically establishes the person ID as a non-employee resource in PeopleSoft Resource Management.

See Also

Understanding Integration with PeopleSoft Services Procurement

Pages Used to Establish PeopleSoft Services Procurement Service Providers as Resources

Setting Up Service Provider Personal Data and Job Detail Tables

Access the Convert Person ID to Resource page (Resource Management, Establish Resources, Convert Person ID to Resource, Convert Person ID to Resource).

Enter Employee Information and Job Details for the person ID.

The Personnel Status value of Non-Employee is not editable. You specified the following default values on the on the Installation Options - Resource Management page:

• Business Unit

• Department

• Location Code

• Supervisor ID

• Job Code

• Standard Hours

• Standard Work Period

• Holiday Schedule

See Also

Setting Up Employee Data Tables

Defining Resource Management Installation Options

Mapping Existing Non-Employee Records to Service Provider Person IDs

Access the Map Employee ID to Person ID page (Resource Management, Establish Resources, Map EmplID to Person ID, Map Employee ID to Person ID).

Use this page if PeopleSoft HRMS is the only source database for non-employees. When you enter the Map EmplID to Person ID component (RS_MAP_EMP_TO_PER), select Add a New Value on the search page to create a new association between an employee ID and a person ID. Select Find an Existing Value to view and edit an existing association.

Maintaining Resource Eligibility and Job Information

This section discusses how to:

• Change resources' current eligibility.

• Add resources' future eligibility.

• Review resources' current job details.

• Select resources' current or future jobs.

Pages Used to Maintain Resource Eligibility and Job Information

Changing Resources' Current Eligibility

Access the Maintain Eligibility page (Resource Management, Establish Resources, Maintain Eligibility, Maintain Eligibility).

Resource eligible to be staffed?	Select Yes or No to indicate whether the resource is eligible for assignments and resource matching in PeopleSoft Resource Management. You cannot select Yes if the Employee Status value is not Active. If an employee or non-employee is inactive, a message appears on the page stating that the resource cannot be made eligible to be staffed before the date the resource becomes Active.
Employee Status	Displays the employee's or non-employee's human resources status in the employee source database. Note. Changing a resource's eligibility does not change the employee status in the employee source database.
Change or Add Eligibility	Click this button to access the Resource Eligibility Management page to manage future eligibility. This button is unavailable if the resource status is Inactive, Deceased, Suspended, or Terminated.

Adding Resources' Future Eligibility

Access the Resource Eligibility Management page (Click the Change or Add Eligibility button on the Maintain Eligibility page).

Effective Date	Enter the date on which the eligibility change becomes effective.
Resource eligible to be staffed?	Select if the resource is eligible for assignments as of the effective date. Deselect if the resource is ineligible for assignments as of the effective date.
Add Future Eligibility	Click this button to add additional eligibility lines with dates incremented from the current row date.

Note. Changing a resource to ineligible at a future date does not prevent you from scheduling the resource before the effective date for an assignment that begins or continues after the effective date. However, on or after the date that resource become ineligible, you can no longer assign the resources, and they are not included in Resource Matching if the employee status is Inactive, Deceased, Suspended or Terminated. You can continue to access and update the ineligible resource's profile, and you can access the ineligible resource's schedule and enter appointments.

Note. A resource's assignments are automatically canceled if an employee's status changes in PeopleSoft HRMS from active to any other status and an entry is added marking the employee ineligible to be staffed from the date of status change, if you use HRMS as the employee source database.

Reviewing Resources' Current Job Details

Access the Select Job page (Resource Management, Establish Resources, Select Job, Select Job).

Use this page only if you use the Multiple Jobs feature in PeopleSoft HRMS.

In PeopleSoft HRMS, you can establish rules for multiple jobs so that you can assign an employee to multiple job categories. In PeopleSoft Resource Management, you can designate only one active job for each resource.

Selecting Resources' Current or Future Jobs

Access the Change Job page (Click the Change Job button on the Select Job page).

Use this page only if you establish rules for multiple jobs in PeopleSoft HRMS.

The list of active jobs for a resource appears on this page.