This chapter provides an overview of the hiring process and discusses how to:
Create an employee ID.
Initialize employee status.
Update the employee record.
Assign seniority bonuses.
Validate the hiring process.
Rehire an employee.
Add concurrent jobs.
Delete an employee hiring.
When you hire employees you must record them in Manage French Public Sector (FPS) and enter key data such as personal information, civil service position, and assignment and career data. You enter some of this data on pages specific to French Public Sector and some in global Human Resource components.
The hiring process is composed of four main steps:
Creating an employee ID.
Initializing employee status.
Updating the employee record.
(Optional) Assigning seniority bonus.
Validating the hiring process.
Note. The FPS hiring process is a one-way process. Once a step has been completed, it cannot be revised until the hiring is validated.
See Also
Before entering employee-specific data, you must define the primary permission list defaults and department tables.
See Also
Setting Up and Administering HCM Security
Setting Up Organization Foundation Tables
Use the Add a Person component (PERSONAL_DATA) to add a new employee to the system. To create an employee ID, you:
Assign an employee ID to the employee, manually or automatically.
Enter the employee's personal details on the Biographical Details page.
Select the hiring action code on the Regional page.
The default hiring action code is defined on the FPS Installation Parameters page, but you can select a different code. The action code should have the Personal Data Authorized check box selected on the FPS Action page.
Enter the employee personal data supporting documents required for hiring.
On the Regional page, the French Public Sector group box lists the supporting documents required for hiring.
Define the organizational relationship and the type of employee.
On the Organizational Relationships page, you select the type of employee, either a Commercial Employee or a French Public Sector Employee.
Assign the FPS employee to a business unit and department, and assign a job code.
When you select French Public Sector Employee as the employee type on the Organizational Relationships page, the system displays the Business Unit, Department, and Job Code fields.
Note. The department that you enter should have a company, an establishment, and a location defined.
When you save the Add a Person component, the system creates an employee with the status Pending Validation if it is a French Public Sector employee. You can find more detailed information about these topics in the PeopleSoft HR PeopleBook: Administer Workforce.
See Also
Adding a Person in PeopleSoft Human Resources
This step creates a legal relationship between the employee and the organization. Initializing the employee status consists of defining employee status, civil service position, and secondment.
This section discusses how to:
Initialize employee status.
Create a hiring action.
Enter civil service position data.
Note. The pages in the Initialize Status FPS component (HIRE_DATA) are identical to those in the Add Concurrent Empl Record FPS and Re-Hire Employee FPS components. The difference between these components is that you use one set of pages when initially hiring an employee and the others when adding a concurrent job or rehiring an employee.
Access the Status page (Workforce Administration, Personal Information, Organizational Relationships, Initialize Status FPS, Status).
Select only employees who have existing employee IDs and no existing records.
Employee Status Code |
Select the employee status code. An employee's status doesn't change as long as the employee record is active, with the exception of trainees whose status changes at tenure. For a given employee record number, an employee should have only one status (with the exception of trainees who become civil servants); a change of status implies the creation of a new employee record. The system activates and deactivates some fields in the Employee Record FPS component based on this code. |
Comp/Salary Grade Table (compensation on salary grade table) |
There are two modes of compensation:
This check box is available only for employees whose statuses do not imply career management (the Career Data Authorized check box is not selected on the Status/Population Codes page). If you select this check box for these employee status codes, assign a job code with a salary grade table and a step on the Assignment - Job Information page in the Employee Record FPS component. Otherwise, enter the compensation amount directly in the Compensation field in the Employee Record FPS component. See Defining Status and Population Codes, Updating the Employee Record. |
Access Mode |
Select the method by which the employee obtained the position. Values are: C (Competition): The employee passed a competitive entry examination. R (Recruitment): The employee was interviewed, selected, and recruited. |
Tenure Date |
Available for Civil Servant statuses only. |
Length and Probation Date |
If the status is Trainee, the system updates the Tenure Probation Period group box. The Length corresponds to the duration that is defined when setting up the status code on the Status/Population Codes page. The probation date is the effective date, plus the length of the probation period, minus 1 day. |
See Also
Defining Status and Population Codes
Access the Civ Serv Pos. - Overall Data page (Workforce Administration, Personal Information, Organizational Relationships, Initialize Status FPS, Civ Serv Pos. - Overall Data).
Action |
Select an action code that corresponds to the hiring action. The hiring action is defined on the FPS Action page. The default comes from the FPS Installation Parameters, if you have defined a default hiring action. |
Reason Code |
Select a reason for the action. Reasons are defined on the Action Reason page. |
Action Status |
Request status is not allowed during the hiring process. |
Edit Individual Order and Edit Collective Order |
Select either check box if you want to update the list of documents printed for the hire. These check boxes are available only if the action code is set up to enable editing of individual or collective orders. This is defined on the FPS Action page. |
Individual Order Edit Date and Collective Order Edit Date |
These fields display the dates that the individual and collective orders were edited. |
|
Click the print icon to edit the individual order (you can postpone this step until the next stage). When you click this icon, you will receive a message asking if your edits are definitive (final). If you answer yes, the system sends the order to the employee and the changes become official. Otherwise, you will receive a copy of the order in draft form. Note. Once the order is definitive, you cannot modify the hire data. If you must delete the hire, use the Delete ID FPS page. |
See Also
Access the Civil Service Position Data page (Workforce Administration, Personal Information, Organizational Relationships, Initialize Status FPS, Civil Service Position Data).
To enter civil service position data:
Select the job indicator.
This determines if the record is Primary or Secondary.
In the Secondment group box, indicate if the employee is on secondment.
Only External Secondment is available for employee record number (Empl Rcd#) 0.
Click Secondment Information to enter detailed secondment information.
If you know it, enter the expected end date of the position.
The end date is not mandatory for the hiring action. It can be mandatory for break type actions, such as leaves. To make this field mandatory for an action code, select the Mandatory Expect Dt of Return check box on the FPS Action page.
The system displays the New Civil Service Position data that is associated with the Hire action.
See Also
Identifying FPS Components That Can Use the Action
This section provides an overview of the employee record and discusses how to:
Enter the hiring action and contract number.
Enter career classification information.
Enter compensation and seniority information.
Enter work location information.
Enter job information.
Enter an employee's working time.
Enter free compensation information.
The search view for the Employee Record FPS component (HIRE) displays only employees whose statuses and civil service positions have been initialized but whose employee records are not captured and whose hiring is not yet validated.
During the hiring process, the system uses the employee's last civil service position date as the effective date for the employee record.
Employee Status and Available Pages
Depending on the employee status and compensation mode, the Employee Record FPS component contains five, six, or seven pages. Depending on your setup, the employee's record can be completed by granting seniority bonuses.
Three scenarios are possible:
Employees whose statuses allow career data.
A status allows career data if the Career Data Authorized check box is selected on the Status/Population Codes page for that status. If the employee's status authorizes career data, the following pages are available: Overall Data, Career - Classification, Career - Comp. Seniority, Assignment - Work Location, Assignment - Job Information, Working Time, and Employee Categorization.
Employees whose statuses do not authorize career data and who are compensated on salary grade table.
The career pages of this component are not available; you must enter a job code associated with a salary grade table. The following pages are available: Overall Data, Assignment - Work Location, Assignment - Job Information, Working Time, and Employee Categorization.
Employees whose statuses do not allow career data and who have free compensation.
The following pages are available: Overall Data, Assignment - Work Location, Assignment - Job Information, Working Time, Employee Categorization, and Compensation.
When you save the Employee Record FPS component the system validates the hiring process if you have:
Allocated a step to an employee whose status allows career data.
Assigned the employee a job code that has Automatic Hiring Validation activated.
The system displays a message indicating that the hiring has been validated. Otherwise, you must access the Validate Hire FPS component (FPAEERATIFY_PNL).
Employee Record Updates
After hiring employees, you might need to update their records. Access the component that you want to update. The pages are identical to those in the Employee Record FPS component.
See Also
Defining Status and Population Codes
Page Name |
Definition Name |
Navigation |
Usage |
FPAEEHIRE_PNL |
Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Overall Data |
Enter the hiring action and contract number. |
|
FPAEECAREER_PNL2H |
Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Career - Classification |
Enter career classification information. Note. Accessible only if the employee's status allows career data. |
|
FPAEECAREER_PNL3H |
Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Career - Comp. Seniority |
Enter compensation and seniority information. Note. Accessible only if the employee's status allows career data. |
|
FPAEEPOST_PNL2H |
Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Assignment - Work Location |
Enter work location information. |
|
FPAEEPOST_PNL3H |
Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Assignment - Job Information |
Enter job information. |
|
FPAEEWORKRT_PNL2H |
Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Working Time |
Enter an employee's working time. |
|
FPAEEOTHER_PNL2H |
Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Employee Categorization |
Enter other employee information. |
|
FPAEESALARY_PNL2H |
Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Compensation |
Enter free compensation information for employees whose statuses do not allow career data and who are not compensated on a salary grade table. |
Access the Overall Data page (Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Overall Data).
Action |
Select an action code that corresponds to the hiring action. The actions are defined on the FPS Action page. The default comes from the FPS Installation Parameters, if you have entered a default hiring action. |
Action Reason Code |
Enter a reason for the action. Defined on the Actions Reason page. |
Action Status |
Request status is not allowed during the hiring process. |
Edit Individual Order and Edit Collective Order |
Select either check box if you want to update the list of documents printed for the hire. These check boxes are available only if the action code is set up to enable editing of individual or collective orders. This is defined on the FPS Action page. |
Individual Order Edit Date and Collective Order Edit Date |
Displays the dates that the individual and collective orders were edited. |
|
Click the print icon to edit the individual order. When you click this icon, you will receive a message asking if your edits are definitive (final). If you answer yes, the system sends the order to the employee and the changes become official. Otherwise, you will receive a copy of the order in draft form. Note. Once the order is definitive, you cannot modify the hire data. If you must delete the hire, use the Delete ID FPS page. |
Contract # (contract number) |
Enter the contract number if the hiring validation is automatic. If the hiring validation is manual, the contract is created in the Validate Hire FPS component. |
Access the Career - Classification page (Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Career - Classification).
Grade and Step |
Enter the employee's grade and step information. During the hiring process, you are not required to assign a step to employees having Career access. If you do not assign the step in the Employee Record FPS component, the system assigns a step in the Validate Hire FPS component. The system assigns the step based on:
|
Ten PPd Lgth (tenure probation period length) and Probation Date |
The system displays the length of the tenure probation period and the date when it ends. The probation period length displayed here is defined during grade set up on the Grade Other Information page. This value overrides the value defined in the Initialize Status FPS component. See Entering Period Lengths, Retirement Age, and Pension Plan Code, Initializing Employee Status. |
The other fields on this page are similar to those on the Career - Classification page in the Increment Step/Promotion FPS component.
See Also
Entering Career Classification Data
Access the Career - Comp. Seniority page (Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Career - Comp. Seniority).
The Seniority group box does not apply to the hiring process.
Note. The Seniority group box contains various seniorities that are computed by batch processes. Seniority is always calculated from the hire date to the current date or to the next effective date recorded in the Career Data component. As a consequence, on the date of hire, these seniorities are all equal to zero.
The fields on this page are similar to those on the Career - Comp. Seniority page in the Increment Step/Promotion FPS component.
See Also
Viewing Compensation and Seniority Data
Access the Assignment - Work Location page (Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Assignment - Work Location).
Position Number , Company , and Department |
There are two methods for populating this page:
|
Payroll System, Pay Group, Eligibility Group, Exchange Rate Type, Use Rate as of Date, and Holiday Schedule |
Select Payroll for North America, Payroll Interface, Other, or Global Payroll in the Payroll System field. If you select Payroll for North America, Payroll Interface, orOther, you must specify the employee's pay group in the Pay Group field. If your payroll system is PeopleSoft Global Payroll, the following additional fields become available: Eligibility Group, Exchange Rate Type, Use Rate as of Date, and Holiday Schedule. You can enter values in these fields, or select the check boxes under Use Pay Group Value to accept the defaults defined at the pay group level in Global Payroll. |
See Also
Recording Changes of Position, Business Unit, Company, and Department
Understanding Payroll System and Pay Group Assignments for a Payee
Access the Assignment - Job Information page (Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Assignment - Job Information).
To set up compensation for employees whose statuses do not authorize career data and who are compensated on the salary grade table:
Select a job code that is associated with a salary grade table.
The system displays the name of the corresponding salary grade table.
Select a step.
Compensation data appears in the compensation group box.
(Optional) Select Forced compensation to modify the compensation amount in the Update Compensation FPS component after the hiring validation.
This check box appears for employees who are compensated on a salary grade table and whose statuses do not authorize career data.
See Also
Access the Working Time page (Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Working Time).
Enter the Hours Type if there is no default value or the default value specified in the FPS installation parameters is incorrect.
The fields on this page are similar to those on the Working Time page in the Update Work Time FPS component.
See Also
Tracking an Employee's Working Time
Access the Compensation page (Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Compensation).
If the Compensation/Salary Grade Table check box is not selected when you initialize status, the employee is freely compensated. To create free compensation, enter a rate code on the Compensation page. Default values appear in the Frequency, Currency, and Compensation Rate fields. You can modify these values.
The fields on this page are similar to those on the Compensation - 2 page in the Update Compensation FPS component.
See Also
Updating Compensation for Employees
During the hire process, you can assign a seniority equivalent to define the step that should be assigned to the employee entering the organization. For employees who are in a grade with no step, the Hiring Seniority Bonus FPS component (HIRE_BONUS) enables you to assign seniority bonuses to the employee.
There are various seniority equivalents, depending on the employee's competencies, work experience, and career seniority that are acquired in other organizations or during military service. At hiring validation, French Public Sector takes these equivalents into account and determines the employee's step.
This section discusses how to create seniority bonuses.
The seniority durations (in years/months/days) entered in the Hiring Seniority Bonus FPS component are used to calculate the seniority that employees would have at the time they are hired. These durations are considered to be the theorical seniority of an employee in the salary grade table to which he is attached.
A theorical career seniority should also be defined for each step using the Salary Grade Steps component (FPMSALSTEP_PNL).
An employee's step is determined by comparing the theoretical seniority of the employee when he is hired to the theoretical career seniority of the step. The step assigned to the employee is the one for which the theoretical seniority of the employee is higher than the theoretical career seniority of the step, and smaller than the theoretical career seniority of the next step.
If a seniority bonus equivalent to the national service is the only seniority bonus assigned to the employee, the bonus for entering the salary grade table, defined in the Salary Grade Table component (FPMSALMATRX_PNL), is added to the "national service" seniority to make the theoretical seniority of the employee.
See Also
Setting Up FPS Installation Parameters
Page Name |
Definition Name |
Navigation |
Usage |
FPABONUS_PNL1H |
Workforce Administration, Job Information, French Public Sector Jobs, Hiring Seniority Bonus FPS, Sen Bonus - Overall Data |
Enter the seniority bonus code. |
|
FPABONUS_PNL2H |
Workforce Administration, Job Information, French Public Sector Jobs, Hiring Seniority Bonus FPS, Sen Bonus Days |
Enter the seniority equivalent. Note. You can select only employees who have an existing record, but whose hiring is not yet validated. |
Access the Sen Bonus - Overall Data page (Workforce Administration, Job Information, French Public Sector Jobs, Hiring Seniority Bonus FPS, Sen Bonus - Overall Data).
Enter the seniority bonus code and the action code.
Note. Seniority headings that are authorized for equivalent calculation are defined in the FPS Installation Parameters component.
See Also
Assigning Default Seniority Bonus Headings
Access the Sen Bonus Days page (Workforce Administration, Job Information, French Public Sector Jobs, Hiring Seniority Bonus FPS, Sen Bonus Days).
Seniority Bonus Days |
Enter the number of years, months, and days of seniority the employee should receive for his or her experience. |
Click the Add button to enter additional bonuses.
This section provides an overview of the hiring validation process and discusses how to
Validate the hiring process.
View competency match results.
View accomplishment match results.
After you've entered the employee's data, you can compare it with the job requirements. After you've reviewed employee and assignment data, you can save the data to validate the hiring process.
Depending on circumstances, this step can be automatic or manual. It is manual if:
The step has not been assigned when entering employee job data with career.
The Hiring Automatic Validation setup of the employee's job code (with or without career) is not active.
The FPS comparison between employee data and job requirements takes all competencies and accomplishments into account. In addition to the usual matching competency function, the system groups degrees by subject and then ranks them by level. Degrees on the same level are equivalent.
When the system matches competencies, if a position requires a degree, the employee must have a degree that pertains to the same subject and with an equal or higher level. If the degree is mandatory, the employee must have the exact degree.
The Validate Hire FPS component can only perform the competency and accomplishment matching if you have set up a profile for the new employee and a non-person profile for the person's job.
For the system to compare employee competencies and accomplishments with the job requirements, you must set up the following:
A non-person profile for the employee's job code.
A person profile for the employee.
Match evaluation types for the user ID that is used to perform the probation period validation.
Use the Manage Profiles business process to define person and non-person profiles. For hiring validation to work, set up the non-person profiles as follows:
Profile type must be ROLE.
Add the competencies required by the job and include an importance level and proficiency rating.
Add the accomplishments required for the job and assign an importance level.
For those competencies and accomplishments that are required to validate the probation period, select the FP Hiring Requirements check box in the French Public Sector section.
Set up employees' profiles as follows:
Profile type must be PERSON.
Add the employee's competencies to the profile. Make sure that you select a proficiency rating and an evaluation type.
Add the employee's accomplishments to the profile.
When you select the Validate Hire FPS option, the system checks your User ID to determine which competency evaluation types to use. Only those competencies on the person profile with an evaluation type that matches those enabled for your user ID are considered in the hiring validation.
Use the Match Evaluation Types page to define the evaluation types for user IDs.
See Also
Matching Competencies to Roles
Access the Hiring Validation page (Workforce Administration, Job Information, French Public Sector Jobs, Validate Hire FPS, Hiring Validation).
To validate the hiring process:
Review the displayed data, including data on the other pages of the component.
Click Next Contract to create a contract.
Select Save to validate the hire.
If the employee is lacking competencies or accomplishments, the system issues a message but the process continues. Once you save the page, the employee's status is Active.
For employees in a grade but with no step, the system assigns a step when hiring is validated and displays it in the Automatic Step Assignment group box.
The system accounts for the seniority bonus or the salary grade table entry bonus entered in the Salary Grade Table component (FPMSALMATRX_PNL). If a seniority bonus other than that granted for civil service applies, the salary grade table entry bonus is ignored.
Access the Hiring Valid - Match Compet page (Workforce Administration, Job Information, French Public Sector Jobs, Validate Hire FPS, Hiring Valid - Match Compet).
This page displays the results of the comparison of the employee's competencies with those required by the job. The system compares the profile defined for the employee's job code (of profile type ROLE) with the employee's profile (of type PERSON). The fields are the same as the Competency Match page in the Validate Probation Period component.
See Also
Approving and Denying Probation Periods
Access the Hiring Valid - Match Accomp page (Workforce Administration, Job Information, French Public Sector Jobs, Validate Hire FPS, Hiring Valid - Match Accomp).
This page displays the results of the comparison of the employee's accomplishments with those required by the job. The fields are the same as the Accomplishment Match page in the Validate Probation Period component.
See Also
Approving and Denying Probation Periods
To rehire an employee, you must re-create the employee's terminated record using the Re-Hire Employee FPS component. To do this, select the terminated employee and complete the hiring process. You must update the employee record and, in some cases, validate the hire component. The rehire is automatically validated if a step has been assigned to the employee in the Employee Record FPS components and if the job code authorizes the automatic validation. If these conditions are not met, the validate the hire using the Validate Hire FPS component.
See Also
Use the Add Concurrent Empl Record FPS component (HIRE_DATA_BIS) to add a concurrent employee record (in case of a dual position or multiple jobs). Enter the employee ID and the new record number, and complete the hiring process.
See Also
To delete an employee hire, run the Delete FP Hire SQR process (FPA250). This section discusses how to delete an employee ID.
Page Name |
Definition Name |
Navigation |
Usage |
RUNCTL_FPA250 |
Workforce Administration, Job Information, Delete ID FPS, Delete ID FPS |
Delete an employee hiring. |
Access the Delete ID FPS page (Workforce Administration, Job Information, Delete ID FPS, Delete ID FPS).
The Delete FP Hire (FPA250) process deletes an employee ID. Even after the employee data is deleted, the following tables retain the employee's records:
Personal Data
Status
Civil Service Position
Career
Assignment
Compensation
Work Time
Employee Categorization
You cannot reuse a deleted employee ID.