PeopleSoft eProfile 9.1 PeopleBook

Using eProfile

This chapter lists prerequisites and discusses how to:

Review and update personal information.
(USF) Request leave of absence.
(USF) Request termination.
(USF) Review change requests.
Review workflow inquiries.

Prerequisites for Using eProfile

Before you can use the eProfile transactions,

Activate eProfile on the Installation Table.

See Selecting PeopleSoft Applications for Your Installation.
Define position management on the HRMS Options page.

The position management setting determines whether automatic updates, by nonadministrators, are allowed for certain transactions. Automatic updates can occur only if position data is not affected.

See Selecting HRMS Options.

See Setting Up and Working with Self-Service Transactions.

Set up security.

eProfile uses permission lists, roles, and user profiles to authorize or deny access to transactions and data. The following table lists the permissions and roles delivered with eProfile:

Permission Lists	Roles
HCCPSS2000	Manager
HCCPFE2000	Manager Self Service - Fed
HCCPFE1060	Personal Info-Employee - Fed

Note. Remember to enter an email address for each user profile; otherwise, email routings that are used by workflow will not work.

See Setting Up and Administering HCM Security.

Define whether a transaction automatically updates the database.

Use the Self Service Workflow Configurations page to define whether the transaction will update the database without an administrator's intervention.

See Setting Up Approvals and Database Updates.
Define rules for workflow notifications.

Workflow can be set up to notify the administrator when a transaction successfully updates the database and when the system detects a warning with the update.

See Setting Up Administrator Notification Rules.
Set up the manager's data access to his or her direct reports.

eProfile uses access types to control a manager's access to employee data. Normally, the manager who initiates a transaction can view only data for his or her direct reports. Access types enable the system to determine who reports to the initiating manager.

See Configuring Direct Reports Functionality.
Configure the USFED WIP transaction.

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

Reviewing and Updating Personal Information

This section provides an overview of reviewing and updating personal information and lists the pages that are used to review and update personal information.

Understanding Reviewing and Updating Personal Information

PeopleSoft delivers the following transactions that enable employees to view, add, change, and delete personal information in the PeopleSoft database.

Commercial	Federal
Personal Information Summary	Personal Information Summary
Complete and Submit I-9 Form	Address Change
Email Addresses	Email Addresses
Emergency Contacts	Emergency Contacts
Ethnic Groups	Ethnic Groups
Home and Mailing Address	Marital Status
Instant Message IDs	Name Change
Marital Status	Phone Number Change
Name Change
Phone Numbers

The following transactions can be configured to automatically update the database and send notifications to the administrator:

Name change
Marital status change
Address change

If workflow is activated, when a user performs one of these transactions, the system automatically routes the transaction request to the appropriate person for approval. Updating your personal information becomes a two-step process:

The employee submits the change request.
The administrator finalizes the change request.

(USF) When the request has been submitted, employees can review the status of the change requests that they have submitted.

Pages Used to Review and Update Personal Information

Page Name	Definition Name	Navigation	Usage
Personal Information Summary	HR_EE_PERS_INFO	Self Service, Personal Information, Personal Information Summary, Personal Information Summary	Employees view a summary of and are able to change their personal information in the PeopleSoft database. Note. Available fields for an employee may vary by country.
Address Change	HR_HOME_MAILING	Self Service, Personal Information, Address Change (USF), Address Change	Initiate the address change request. Note. You can enter only current or future effective-dated address changes to avoid processing issues with benefits and payroll.
Address Change - Submit	FE_ADDRESS_STS	Click the Submit button on the Address Change page.	Confirms that the request was submitted.
Email Addresses	HR_EMAIL_ADDRESSES	Self Service, Personal Information, Email Addresses, Email Addresses Click the Change email addresses button on the Personal Information Summary page.	Employees view, add, change, and delete email addresses in the PeopleSoft database. Employees can view business emails, if available, but cannot add, change, or delete business email addresses; only the system administrator can do this.
Emergency Contacts	HR_EMERGENCY_CNTCT	Self Service, Personal Information, Emergency Contacts, Emergency Contacts Click the Change emergency contacts button on the Personal Information Summary page.	Employees view, add, change, and delete emergency contact information in the PeopleSoft database.
Emergency Contact Detail	HR_EMERG_CNTCT_DET	Click a contact name on the Emergency Contacts page. Click the Add Emergency Contact button on the Emergency Contacts page. Click the edit icon on the Emergency Contacts page.	View, add, and change emergency contact address and telephone information.
Ethnic Groups	HR_ETHNIC_GROUPS	Self Service, Personal Information, Ethnic Groups, Ethnic Groups Click the Change ethnic groups button on the Personal Information Summary page.	Employees self-identify their ethnic groups by adding data to the Ethnic Groups grid. Non-U.S. employees always see this version of the Ethnic Groups page, but U.S. employees see this version only if the Two-Question Format (Ethnicity) check box on the Installation Table - Country Specific page is not selected.
Ethnic Groups (USA)	HR_ETHNIC_GROUPS2	Self Service, Personal Information, Ethnic Groups, Ethnic Groups	U.S. Employees self-identify their ethnic groups by answering two questions about their race and ethnicity. U.S. employees see this version of the Ethnic Groups page only if the Two-Question Format (Ethnicity) check box on the Installation Table - Country Specific page is selected. See Entering Country-Specific Installation Information.
Home and Mailing Address	HR_HOME_MAILING	Self Service, Personal Information, Home and Mailing Address, Home and Mailing Address Click the Change home/mailing addresses button on the Personal Information Summary page.	Employees view and change home and mailing addresses in the PeopleSoft database.
Instant Message IDs	HR_IM_CHAT_IDS	Self Service, Personal Information, Instant Message IDs, Instant Message IDs Click the Change Instant Message Ids button on the Personal Information Summary page. Manager Self Service, Job and Personal Information, View Employee Personal Info, Employee Information Click the Instant Message IDs link on the Employee Information page	Add or update your own instant message IDs through the self-service pages. When you save this page, the system updates the Contact Information page for personal data in HR. Managers can view the instant message IDs through the manager self-service pages for their employees.
Marital Start	W3EB_MARR_START	Self Service, Personal Information, Marital Status, Marital Start Click the Change marital status button on the Personal Information Summary page.	Employees view current marital status and can begin the process to request a change to marital status in the PeopleSoft database.
Marital Status Change	HR_EE_MAR_STATUS	Click Start on the Marital Start page.	Employees view current marital status and submit a request to change marital status in the PeopleSoft database.
Marital Status Change (USF)	FE_MARITAL	Self Service, Personal Information, Marital Status (USF), Marital Status Change	Submit a marital status change.
Marital Status Change	FE_MARITAL_STS	Click the Submit button on the Marital Status Change (USF) page.	Confirms that the request was submitted.
Name Change	HR_EE_NAME	Self Service, Personal Information, Name Change, Name Change Click the Change name button on the Personal Information Summary page.	Employees submit a name change request. Note. (USA) All name changes for USA employees must match the name provided on their social security card.
Name Change (USF)	FE_EE_NAME	Self Service, Personal Information, Name Change (USF), Name Change	Federal employees submit a name change request.
Name Change (USF)	FE_EE_NAME_STS	Click the Submit button on the Name Change (USF) page.	Confirms that the request was submitted.
Phone Numbers	HR_PERSONAL_PHONE	Self Service, Personal Information, Phone Numbers, Phone Numbers Click the Change phone numbers button on the Personal Information Summary page.	Employees view, add, change, and delete personal phone numbers in the PeopleSoft database.
Phone Number (USF)	FE_EE_PHONE_CHG	Self Service, Personal Information, Phone Number Change (USF), Phone Numbers	Submit a phone number change.
Save Confirmation	EO_SAVE_CONFIRM	Click the Save button on the Phone Numbers (USF) page.	Confirm that the phone number change was saved.

(USF) Requesting Leave of Absences

This section provides an overview of the requesting leave of absence process and lists the page that is used to request leave of absences.

Page Used to Request Leave of Absences

Page Name	Definition Name	Navigation	Usage
Federal Request for Leave	FG_EE_LEAVE_REQ	Self Service, Personal Information, Request Leave of Absence (USF), Federal Request for Leave	Enter a request for leave of absence.

(USF) Requesting Termination

This section provides an overview of the termination process and lists the page that is used to request termination.

Page Used to Request Termination

Page Name	Definition Name	Navigation	Usage
Federal Termination Request	FG_EE_TERMINATION	Self Service, Personal Information, Request Termination, Federal Termination Request	Federal employees enter a request for termination.

(USF) Reviewing Change Requests

This section provides an overview of reviewing change requests and lists the page that is used to review change requests.

Page Used to Review Change Requests

Page Name	Definition Name	Navigation	Usage
Select a Request	FE_EE_CHG_REQ_STAT	Self Service, Personal Information, Review Change Requests (USF), Select a Request	Select a change request to review.

Reviewing Workflow Inquiries

This sections provides an overview of workflow inquiries and lists the pages that are used to review self-service activity.

Understanding Workflow Inquiries

The Workflow Inquiry page enables the self-service administrator to:

Review the status of any self-service transaction, except phone number changes.
Review errors and warnings that occurred during the component interface processing.
Change the workflow status of a transaction.

Reviewing the Status

Workflow Inquiry enables the self-service administrator to review a transaction for any employee for whom the self-service administrator has security. The self-service administrator searches by transaction name, request date, workflow status, or employee ID.

Reviewing Errors and Warnings

The Workflow Inquiry enables the self-service administrator to review errors or warnings that occur during the processing of the component interface. The self-service administrator must process the request using the Workflow Inquiry page.

Errors can occur when:

The email or worklist notification fails to be generated.
The system tried to route the transaction to the next reviewer in the approval process, but could not find that person. This means a problem occurred in the reporting structure based on what was entered in the Route To field on the Define Steps page.

If a warning occurs, the self-service administrator can be notified if the Notify on CI Warning check box is selected on the Defaults/Admin page. Warnings don't stop the tables from being updated.

Pages Used to Review Self-Service Activity

Page Name	Definition Name	Navigation	Usage
Workflow Inquiry	WF_SS_STAGED	Workforce Administration, Self Service Transactions, Workflow Inquiry, Workflow Inquiry	Review submitted requests and correct errors and warnings.
Workflow Inquiry	FE_SS_STAGED	Workforce Administration, Self Service Transactions, Workflow Inquiry (USF), Workflow Inquiry	(USF) Review submitted requests and correct errors and warnings.
Transaction Errors/Warning	FE_JOB_ERR_WRN_ALL	Click the Error link on the Workflow Inquiry page.	Review error and warning messages.