Setting Up Profile Management

This chapter provides an overview of profile management, lists common elements, and discusses how to:

• Configure Manage Profiles.

• Define education-related information.

• Define instance qualifiers.

• Set up profile identity and association options.

• Set up profile types.

• Create profile group types and profile groups.

• Enable profile actions.

• Set up to use Oracle Business Intelligent Publisher reports and profiles.

Understanding Profile Management

Organizations typically use two types of profile:

• Non-person profiles.

  These describe the competencies, qualifications, and responsibilities of a certain job code, position, job family, or salary grade, or other entities in the system.

• Person profiles.

  These describe people's skills, competencies, accomplishments, and performance. Manage Profiles enables you to create profiles for employees and contingent workers.

With the Manage Profiles business process, the content catalog provides the foundation for creating all profiles.

The following diagram provides an example of constructing a profile (a job profile for a marketing manager) by selecting from the content types and content items that are defined in the content catalog:

Profiles include content types and content items that are selected from the content catalog

In the same way that you configure the content catalog to suit your organization, you define a set of profiles that are configured to your requirements. When employees, managers, and administrators create profiles they select the profile type that they want to use.

The profile type controls the following aspects of the new profile:

• The type of entities to which users can link the profile.

• The content of the profile.

• Profile security (who can update the profile).

• Whether approval is required for changes to the profile.

Entity Types

Profiles fall into two categories:

• Non-person profiles (also known as job profiles).

  These are profiles that are created for a business entity, such as a position or a job code.

• Person profiles.

  A person profile is created for a specific person ID.

When you define a profile type, you specify the type of entities that the user can select when creating a profile. For example, suppose that you create a profile type and specify that it can be linked to job codes and salary grades. When users create a profile based on that profile type, they can only select job codes, salary grades, or both job codes and salary grades for the new profile. A profile type cannot be linked to both business entities and people.

The entities to which you can link a profile type are known as profile identity options. Use the Profile Identity Options page to maintain the list of profile identity options available.

In addition to profile identities, you can also link a profile type to entities outside the Manage Profiles business process. These entities are known as profile association options. ePerformance templates are linked to profile types in this way. The Profile Association Options page defines all the entity types that can be associated to profile types.

Profile Content

This diagram shows how the content of profile types (and profiles created from those profile types) is divided into tabs and content sections. The diagram shows both a generic architecture and an example where the tabs are responsibilities, competencies, and qualifications.

Content for profile types is divided into tabs and content sections

When you set up a profile type you define the name of each tab and the order in which they are displayed in the profile. You add one or more content types to each tab to create content sections. For example, the previous diagram shows a tab labelled Qualifications that has three content sections for three different content types or sections: Memberships, Degrees, and Licenses & Certifications. When users create a profile using this profile type, they can only add content items of the type DEG (Degrees) to the Degrees content section. You define the order in which the content sections are listed within the tab.

Each content section is made up of supporting properties, or fields. The content section enables you to identify fields such as the content item, such as the specific degree required or earned, and other associated data, such as the school name and dates. For example, you can enter that a person received a Bachelors of Science in June of 2007.

Note. The profile type definition does not include content items. The purpose of the profile type is to provide the structure for the new profile and not the detailed content. Users add content items when they create a profile.

Property categories are associated with each field property, which enables you to easily retrieve the fields you want to include in a content section. Profile properties are organized into the following property categories:

Profile Security

When you set up a content section, you specify the roles that can view that section of the profile. This enables you to display or hide sections to different types of users. There is an additional check box that enables you to control which roles can update the items in the section. There are three roles available:

• Administrator

  The administrator is any user who has access to the Profile Management menu in Workforce Development.

• Manager

  Managers are users that can access the self-service transactions for managing profiles, using the Manager Self Service menu.

• Employee

  Employees use employee self service to access the profile management self-service transactions.

The manager and employee self service transactions are delivered in PeopleSoft eDevelopment.

See Maintaining My Profiles.

Profile Approvals

Approvals processing is an optional aspect of profile management. If you want to use approval workflow to control changes to profiles, you:

1. Set up approval processing using the standard Approvals Framework engine.

2. Associate the approvals definition with the profile type.

   On the Profile Type - Attributes page, you define one approvals workflow transaction and one approvals definition for the profile type.

3. Specify whether identities require approval (non-person profile types only).

   You can specify that approvals workflow is triggered when users add or change the profile identities associated with a non-person profile. To do this, select the Approval Req'd for Identities check box on the Profile Types - Identities page. This applies to non-person profile types only. The check box is not available when you are working with person profile types.

4. Specify which content section roles require approval.

   Each content section within a profile type has an Approval Required check box per security role that controls whether changes to that content section require approval by the designated person or role. If you have set up approval processing for a content section when users add items to a profile, delete existing items, or modify existing items, this initiates the approvals process.

5. (Optional) Add properties to content sections to track workflow status.

   You should add the workflow status property (JPM_WF_STATUS) to content sections that require approval to enable users to view the status of profile items as they are processed by the Approvals Framework. Other useful properties for tracking approval are the last updated date and time property (LASTUPDDTTM), and the last updated user ID property (LASTUPDOPRID).

See Setting Up and Working with Approvals.

See Defining Content Sections.

Manage Profiles Setup

This diagram illustrates the optional and required steps for setting up profile management:

Steps for setting up profile management

To set up profile management you define the following:

• (Optional) Instance qualifiers.

  Instance qualifiers are used as additional key fields for a profile item. They can prompt off of a table or the valid values can be defined within the instance qualifier. Instance qualifiers are used to identify who updated the profile or the type of evaluation. You can also use instance qualifiers to restrict the profile item rows that are visible to employees and managers using self-service transactions.

• Profile Identity Options.

• (Optional) Profile Association Options.

  Note. You do not need to define profile association options for the Manage Profiles business process. However, if you have installed ePerformance and you want to use profile content to create performance or development documents, you must define profile association options for ePerformance.

• Profile Types and Clone Profile Types.

  To facilitate profile type creation, the system enables you to copy an existing profile type through the Clone Profile Types Application Engine process. You can then modify the new profile type using the Profile Types component.

  Note. Profile Type configurations are delivered for CLUSTER, ROLE, JOB, and PERSON. This can be changed by adding a new effective dated entry for the profile type. Caution should be used when changing ROLE and PERSON content sections since there may be existing integration requirements. Refer to the chapter and section “Getting Started with Manage Profiles,” Manage Profile Integrations to determine the business processes that leverage profile content. It is not recommended that delivered properties be removed.
  
  New properties should not be specified with an attribute of Required and the Maximum Length value should not be changed.

  See Manage Profiles Integrations.

• Assign Default Profile Types.

  The system uses the primary person and non-person profile types for products that need to interact with Profile Management.

• (Optional) Profile Group Types and Profile Groups.

  Profile group types and profile groups enable you to categorize profile types. Profile group types are defined as either person or non-person. You can use profile groups as search criteria in the search and compare profiles feature to filter the search results.

• (Optional) Profile Actions

  Profile actions enable administrators, managers, and employees to perform transactions directly from the non-person profile and person profile pages.

Note. Before you can use Manage Profiles, you must also set up the installation settings on the Profile Management Installation page. This is described in the next section.

See Also

Searching and Comparing Profiles

Common Elements Used in This Chapter

Configuring Manage Profiles

To configure Manage Profiles, use the Profile Management Installatn (JPM_INSTALLATION) component.

This section discusses how to configure Manage Profiles installation settings:

Page Used to Configure Manage Profiles

Configuring Manage Profiles Installation Settings

Access the Profile Management Installation page (Set Up HRMS, Install, Product and Country Specific, Profile Management Installatn, Profile Management Installation).

Profile ID Length	Enter the number of characters in the profile ID. The maximum profile ID length is defined in Application Designer and the system displays an error message if you enter a length that exceeds this maximum.
Last Profile ID Used	To let the system assign numbers for profile IDs, enter the last number that you used. The system automatically increases the number in this field each time that it assigns a new profile ID. You can manually assign profile IDs to non-person profiles when you create the profile. Note. To avoid maintaining two different sets of numbers, either always assign profile IDs manually or always let the system do it.
Last Item Key ID Used	Displays the last number used to identify items on profiles. The system automatically assigns an item key ID to each content item added to a profile. The field is set to 1 at installation and the system automatically increases the number in the field each time you add content items to a profile. Note. The item key ID is not visible to users when setting up or using profiles.
Last Approval Transaction Used	Displays the last approval transaction number. The system automatically increases the number in the field each time that an approval transaction for Manage Profiles is generated. See Setting Up and Working with Approvals.
Supervisor Navigation Method	Select the method that is used by the Build Manager List process to determine supervisor relationships. Select from these options: 2 - Supervisor Id, 3 - Department Manager ID, 4 - Reports To Position, 5 - Position / Supervisor ID, or 6 - Position / Dept Manager. See Setting Up Search and Compare Profiles.
Days of Approval History	Enter the number of days of approval history that is available from the Person or Non-person Profile pages. Links on the profile pages indicate how many profile items have been approved or denied approval over a period that is determined by the setting of Days of Approval History field. When users view a profile, the system checks the approval history for the period between the system date (current date) and the system date minus the number of days you specify in this field. For example, if you enter 31 days in this field and the system date is August 2, the system checks for profile items that have been approved or denied in the period July 2 to August 2.

See Also

Managing Profiles

Defining Education-Related Information

To set up information about educational establishments and areas of study use the School Types (SCHOOL_TYPE_TABLE), Schools (SCHOOL_TABLE), Majors (MAJOR_TABLE), and Faculty Table JPN (FACULTY_TABLE_JPN) components.

This section provides an overview of education-related information and discusses how to:

• Track schools.

• (JPN) Define faculty information for Japan.

Understanding Education-Related Information

If you want to include school type, school, major, minor, or Japanese faculty or sub-faculty codes in profiles, add the appropriate property to content sections in your profile types. These are the properties that are associated with the education tables:

• SCHOOL_TYPE

• SCHOOL_CODE

• SCHOOL_DESCR

• MAJOR_CODE

• MAJOR_DESCR

• JPM_MINOR_CD

• MINOR_DESCR

• FACULTY_CODE (for Japan)

• FACULTY_DESCR (for Japan)

• SUBFACULTY_CODE (for Japan)

• SUBFACULTY_DESCR (for Japan)

The delivered PERSON profile type is configured to enable you to record employees' education information. The Education tab in this profile type has content sections for School Education, Degrees, and Areas of Study that use the information in the education tables.

The descriptions you enter in the education tables will appear in the education-related profile pages as display only when you enter the school, major, minor, faculty, or sub-faculty codes on the page.

See Also

Profile Type Properties

Pages Used to Define School Information

Tracking Schools

Access the Schools page (Set Up HRMS, Common Definitions, School Information, Schools, Schools).

Description	Enter a description of the school. When you enter a school code in the profile pages, the system enters this text in the Description field as display only.
Country	Select the country code for the school. The country codes are stored in the Country Table. Depending on the country that you select, the system displays an associated field for defining the area of the country in which the school is located, such as State, Province, Community, Department, or Country.
Public and Private	Select to indicate whether the school is a public school or privately-funded.

(AUS) Australia

(JPN) Defining Faculty Information for Japan

Access the Faculty Table JPN page (Set Up HRMS, Common Definitions, School Information, Faculty Table JPN, Faculty Table JPN).

Faculty Description	Enter a description of the faculty. When you enter a faculty or sub-faculty code in the profile pages, the system enters this text in the Description field as display only.
Major Category	Select a major category value. The value that you select here is the default major category wherever you select this faculty on a profile. You can also override the default.
Sub-Faculty Code	Enter a code for the sub-faculty. You can enter multiple sub-faculties. Only sub-faculties that you enter for this faculty can be selected wherever you select the faculty on a profile.

Defining Instance Qualifiers

To define your instance qualifier sets, use the Instance Qualifiers (JPM_JP_INST_QUAL) component.

This section provides an overview of instance qualifiers, instance qualifier integration, and discusses how to set up instance qualifiers.

Understanding Instance Qualifiers

Instance qualifiers, or instance qualifier sets, are an optional element of profile types, used to uniquely identify a profile item. They can be used to add an additional key to the profile item, where needed for a certain type of content. Normally, a profile item is uniquely identified by the content type and item identifier. In some cases, such as the Degree content, an additional key (Major) is required to uniquely describe the item.

Define instance qualifiers in one of two ways:

• By selecting a record in the database.

  For example, if you specify the PERSON_NAME record, the person ID is the instance qualifier.

• By entering the values of each instance qualifier.

  When you define instance qualifiers in this way you can also specify those that employees and managers can view using self-service. This is useful if, for example, you don't want employees to view ratings given by peers, or you want to prevent employees and managers from viewing evaluations made by an executive committee.

Once you have set up instance qualifier sets you link them to content sections in the profile type. When users add a content item or update an item in a section that includes instance qualifiers, they select the instance qualifier that is inserted in that row. You can link a content section with up to two instance qualifier sets.

Note. The instance qualifier properties must be included in the content section definition in order for users to be able to select an instance qualifier when they add or update profile items.

These are the properties for instance qualifiers:

• JPM_CAT_ITEM_QUAL (instance qualifier 1).

  The instance qualifier 1 field can only be associated with instance qualifier sets where you define each value.

• JPM_CAT_ITEM_QUAL2 (instance qualifier 2).

  The instance qualifier 2 field can only be associated with instance qualifier sets defined by a record.

The delivered PERSON profile type includes three content sections, Competencies, Degrees, and NVQs, that are configured to use instance qualifiers.

This table lists the instance qualifier fields, the field name, and the instance qualifier sets for the Competencies section:

This lists the instance qualifier field, the field name, and the instance qualifier set for the Degree section:

This lists the instance qualifier fields, the field name, and the instance qualifier sets for the NVQ section:

Example: Using Instance Qualifiers

This diagram illustrates how a section within a profile can be linked to a set of instance qualifiers. In this example, the tab called Skills contains a content section for the COMPETENCY content type, and this section is linked to a set of instance qualifiers called EVAL with qualifiers that describe the source of the competency rating.

Example of instance qualifiers where an evaluation type qualifies a competency rating

Suppose that an employee creates a profile, and he or she adds the competencies Abstract Thinking and Analytical Thinking to the profile, and enters a rating. The system creates two profile items with the following information:

If the manager reviews the employee's profile and adds a rating for the competencies, the profile now contains these rows for the profile items:

Example: Using Two Instance Qualifier Sets

You can link a content section with up to two instance qualifier sets. Using the previous example, suppose that the Competencies section is linked to the EVAL instance qualifier set and a second instance qualifier set (REVIEWER_ID) that is linked to the PERSON_NAME record, as illustrated in this diagram:

Example of two instance qualifier sets qualifying the same content section

Using two qualifier sets you can uniquely identify rows that have the same instance qualifier 1. For example, if a person is evaluated by a committee you can use the instance qualifiers to record the ratings given by each member of the committee. This table shows the rows created for each committee member's evaluation of the same profile item:

Note. Since the Instance Qualifier defines key data, the profile type content section configuration should not be modified to add an Instance Qualifier once profile items for that content type already exist. You cannot add an Instance Qualifier value to the profile item retroactively.

Understanding Instance Qualifier Integration

Applications that publish data to Manage Profiles can use instance qualifiers. In ePerformance, when you define a document template, you can specify the instance qualifier to use for each role that participates in a performance or development document. When users complete the document, the system updates the person profile data in Manage Profile using the instance qualifier specified.

In PeopleSoft Enterprise Learning Management, you can also specify the instance qualifier that the system uses when publishing profile data to PeopleSoft HCM. When learners complete learning objectives that came from HRMS, the system marks the objective as Met and publishes profile data to HCM, using the specified instance qualifier value.

See Also

Defining Sections

PeopleSoft Enterprise Learning Management PeopleBook

Page Used to Define Instance Qualifiers

Setting Up Instance Qualifiers

Access the Instance Qualifiers page (Set Up HRMS, Product Related, Profile Management, Profiles, Instance Qualifiers, Instance Qualifiers).

Use Prompt Record	Select to use a record in the database as the instance qualifiers. For example, you might use the PERSON_NAME record as the instance qualifier. The system makes the Record Name field available and hides the Instance Qualifiers grid area. When you define a content section in a profile type, instance qualifiers that use a prompt record can be associated with the Instance Qualifier 2 field only. You can't specify instance qualifiers that use a prompt record in the Instance Qualifier 1 field.
Record Name	Select the record that contains the instance qualifiers. This field is available only if you select Use Prompt Record.
Create Set of Qualifiers	Select to create a new set of instance qualifiers in the Instance Qualifiers grid area. When you select this radio button, the Record Name field becomes unavailable and displays the Instance Qualifiers grid area. Instance qualifiers of this type can be associated with the Instance Qualifier 1 field on the Content Section page; they can't be specified in the Instance Qualifier 2 field.

Instance Qualifiers

Setting Up Profile Identity and Association Options

To set up profile identity options and profile association options for your organization, use the Profile Identity Options (JPM_RLAT_SETUP) and the Profile Association Options (JPM_RLAT_ASC_SETUP) components.

This section discusses how to:

• Define profile identity options.

• Enable profile association options.

Common Elements Used in This Section

Pages Used to Define Profile Identity and Association Options

Defining Profile Identity Options

Access the Profile Identity Options page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Identity Options, Profile Identity Options).

Add Profile Identity Option

Click this link to add a new profile identity option.

Enable Options Tab

Configuration Tab

Access the Configuration tab on the Profile Identity Options page.

Sequence

Enter the number that determines the order in which non-person profiles related to a person's job are listed. The system uses the sequence value as follows: On the Person Profile page, when you select View Related Job Profiles in the Profile Actions field, the system uses the sequence values to define the order in which the related profiles are listed. Profiles with the lowest sequence number are displayed first. In eDevelopment, when employees select My Job Profiles, the system uses the sequence values to define the order in which the related profiles are listed. Profiles with the lowest sequence number are displayed first. In ePerformance, when you are creating a document for an employee, the system retrieves all matching job profiles for an employee and then copies content from the profile with the highest priority (lowest sequence value).

See Common Elements Used in This Section.

Enabling Profile Association Options

Access the Profile Association Options page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Association Options, Profile Association Options).

Use this page to define the entities external to the Manage Profiles business process to which you can link profile types. ePerformance Template is a delivered profile association option but you can add other associations according to your requirements. Enter the identity option on the Enable Options tab. Enter the record name and key field information on the Configuration tab,

See Common Elements Used in This Section.

Setting Up Profile Types

To set up profile types and establish the default person and non-person profile types for other business modules, use the Profile Types (JPM_JP_TYPES), Clone Profile Types (RUNCTL_JPM_CLONE), and Assign Default Profile Types (JPM_DFLT_JP_TYPES) components.

This section discusses how to:

• Set up profile type attributes.

• Define profile type identities.

• Define profile type content.

• Select content types.

• Define content sections.

• Set up profile type associations.

• Clone profile types.

• Assign profile type defaults.

Pages Used to Set Up Profile Types

Setting Up Profile Type Attributes

Access the Profile Types - Attributes page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Types, Attributes).

Summary	Enter a brief description of the profile type.
End Profile	Select Yes if the profile type is an end profile. The system displays end profiles in employee and manager self service and uses the end profiles in search, match, and browse.
Transaction Name	Select the approvals workflow transaction associated with the profile type. You must complete this field if any of roles in the content sections in the profile type have the Approval Required check box selected or if the Approval Req'd for Identities check box on the Profile Type - Identities page is selected. See Defining Content Sections.
Definition ID	Select the approvals definition for the profile type. If you leave this field blank, the system uses the default approval definition ID for the approval process ID specified in the Transaction Name field. If multiple approval definition IDs exist, the approval framework will decide which approval definition ID to use, based on the criteria and priority configured on the Approval Process Definition component. For the definition IDs used for Manage Profiles approvals processing, the default definition has a priority of 1 and the non-default definitions have a priority of 9.
Profile Type Usage	Displays the usage value: Person or Non-Person. The usage is determined by the Profile Identity Options values selected on the Profile Types - Identities page. If the profile type is linked to a record that has EMPLID as a key field, the Profile Type Usage field is Person. Otherwise, the usage is Non-Person.

Defining Profile Type Identities

Access the Profile Types - Identities page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Types, Identities).

Approval Req'd for Identities (approval required for identities)	Select this check box if approval is required for changes to the profile identities associated with profiles of this profile type. This check box is enabled when you select a non-person profile identity option.
Profile Identity Option	Select one or more objects to which the profile type can be linked. The objects available are determined by the profile identity options enabled on the Profile Identity Options page. Profile types must be linked to either person or non-person identity options. You cannot add both person and non-person identity options to a profile type. The system validates that there is only one active profile per identity within a given profile type. See Defining Profile Identity Options.
Add Profile Identity	Click to add another profile identity option to the page.

Defining Profile Type Content

Access the Profile Types - Content page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Types, Content).

Use this page to define the content of a profile type. The content is divided into tabs that appear as links on the page as shown in the following example:

Example of how tabs will appear on the Profile Types - Content page

In this example, there are five tabs and the Competencies tab is the one currently selected. Click the tab name link to move to that tab.

The order in which the tabs are displayed is determined by the Tab Order field. Within each tab, you specify the content types in the Content Sections grid area.

Content Sections

This grid area lists the sections in the selected tab. If you click the View All Sections link, this grid area lists the content sections for all the tabs in the profile type.

Selecting Content Types

Access the Add Content Section page (click the Add Content Section link or the Add Sub-section link on the Profile Types - Content page).

This page lists the content types that you can add to the profile type. Those content types that are already included in the profile type are shown in normal text and do not have a link.

If you are adding a sub-section, the system displays the content types that have a subordinate relationship with the content type of the parent section.

See Content Sections.

Click the link for the content type that you want to add, or click the Return to Previous Page link to cancel the addition.

Defining Content Sections

Access the Content Section page (select a content type on the Add Content Section page or click the section name link on the Profile Types - Content page).

Note. Profile Type configurations are delivered for CLUSTER, ROLE, JOB, and PERSON. This can be changed by adding a new effective dated entry for the profile type. Caution should be used when changing ROLE and PERSON content sections since there may be existing integration requirements.

It is not recommended that delivered properties be removed.

Content Property Definition Group Box: Properties Tab

If you are setting up a content section, the Content Property Definition group box lists the key properties defined for the content type in the content catalog. The RATING_MODEL property is the only non-key property that is always automatically included in the content section if it has been defined for that content type. You can add other properties as required.

Note. If the content type is a free form content type, a description field, JPM_ADHOC_DESCR, is included. You need to add all other properties that are required.

See Understanding Content Type Properties.

See Profile Type Properties.

See Profile Type Properties.

 Content Properties Group Box: Property Attributes Tab

Access the Property Attributes tab on the Content Section page.

Note. New properties should not be specified with an attribute of Required and the Maximum Length value should not be changed.

See Manage Profiles Integrations.

Role Security

Access the Content Section page, Role Security section (select a content type on the Add Content Section page or click the section name link on the Profile Types - Content page).

The Role Security group box lists the roles that can access the content section when creating a profile.

Note. If you don't select a role, users can't create profiles using this profile type.

Setting Up Profile Type Associations

Access the Profile Types - Associations page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Types, Associations).

Profile Association Option	Select the object you want to link to the profile type. The objects available are determined by the profile association options enabled on the Profile Association Options page. The system allows multiple active profiles per association within a given profile type. See Enabling Profile Association Options.
Add Profile Association	Click this link to add another association to the profile type.

Cloning Profile Types

Access the Clone Profile Type page (Set Up HRMS, Product Related, Profile Management, Profiles, Clone Profile Types, Clone Profile Types).

Source Profile	Enter the profile ID that you want to copy.
Target Profile	Enter the new profile ID that you want to create.
Copy Validations	Select this check box to copy the validations associated with the source profile type. Only the PERSON profile type has system delivered validations.

Assigning Profile Type Defaults

Access the Assign Profile Type Defaults page (Set Up HRMS, Product Related, Profile Management, Profiles, Assign Default Profile Types, Assign Profile Type Defaults).

The purpose of the Assign Profile Type Defaults page is to provide a primary person and non-person profile type for business processes within Profile Management and also the products that interface with Profile Management, such as Federal Hire, Military, NVQ, Talent Acquisition Management, Oracle Workforce Scheduling, and so forth. If you change these profile types from the delivered profile types, be sure that the new profile types will support the interface of those workflows that you use. For instance, if you use Military Rank, make sure you have a content section that matches the Worn Rank content section in the PERSON profile type.

Important! Before making changes to this page, you must consider all integration points related to this data.

Additional setup may be required within the specific business processes to specify further interfacing options with Profile Management.

Creating Profile Group Types and Profile Groups

To set up profile groups, use the Profile Group Types (JPM_JP_GTYPE_GRP) and Profile Groups (JPM_JP_GROUPS) components.

This section provides and overview of profile groups and group types, list prerequisites, and discusses how to:

• Create profile group types.

• Create profile group definitions.

• Define profile group members.

• Build profile groups.

Understanding Profile Groups and Group Types

The PeopleSoft application provides the means of creating profile groups, either manually or by using group criteria, to aid in the Search and Compare process. The Profile Group Types page enables you to identify a group and valid profile types for that group. It also specifies which profile types this profile group can be applied as a search filter in Search and Compare and self service. The profile group is an instance of the group type and specifies which profile IDs are members of this group.

The system uses profile group types of either Person or Non-person to drive the behavior of the criteria that is entered for each of the groups tied to the group type. It also controls the profile types that can be selected for the group type. The Profile Groups component enables you to include criteria to build a list of profile members for a person profile group, through the use of the Group Build feature, or for a non-person profile group, which uses criteria from the Profile Identity Options page.

To create the profile group, the administrator uses the Profile Groups component. The administrator can choose to select the group build identifier that he defined in the Group Build feature for person group type, or use field criteria from a profile identity. Upon clicking the Populate Profiles button on the Profile Groups - Group Definition page, the system uses the Build Profile Groups process to populate the Profile Groups - Group Members page. The administrator can also manually defines a profile group without entering any group criteria:

Steps for creating a profile group

The system uses the Build Profile Groups process to create profile groups. This Application Engine program executes both online via the Populate Profiles button PeopleCode and in batch mode via Process Scheduler. It is possible to rebuild multiple groups of the same profile group type when you run the Application Engine program in batch mode. When this process is executed via the Populate Profiles button, the system will only build or rebuild a single group.

Since person and job attributes are frequently changing, person profile groups are a lot more volatile. You can schedule person profile group builds to run on a regular basis. As the profile group member list changes, triggers are created for the Verity Collection maintenance process (JPM_BLD_INDX) to rebuild the profile. Only those profiles with group changes are rebuilt.

Note. You should ensure that the Build Profile Groups process completes prior to the Verity Collection Maintenance process being runs.

Prerequisites

To build profile groups, you must establish profile types. Optionally you can set up profile identity options and create groups using the Group Build functionality.

See Setting Up Profile Identity and Association Options.

See Setting Up and Working with Group Definitions.

Pages Used to Create Profile Group Types and Groups

Creating Profile Group Types

Access the Profile Group Types page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Group Types, Profile Group Types).

Profile Type Usage	Indicate the subordinate group that will contain profiles that are Person Profiles or a Non-person Profiles. Once this value is selected, the field becomes display only. This value controls which profile types you can select on this page.
Include in Search	Select this check box to include all profile groups within this profile group type in the search index.
Profile Type	Select the profile type to add to the profile group type. The profiles of the profile types defined for this group type are the only ones that can be assigned to the groups of this group type. Set up profile types using the Profile Types component. A profile can be tied to zero or many profile group IDs. See Setting Up Profile Types.
Add Profile Type	Click this link to add another profile type to the profile group type.

Creating Profile Group Definitions

Access the Profile Groups - Group Definition page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Groups, Group Definition).

The page displays differently depending on if the profile type usage is Person or Non-Person.

For non-person groups, the Profile Identity Options field and Group Criteria grid display and criteria can be added to construct the group based upon the profile identity.

A person profile group displays the Group ID field that is part of the Group Build functionality, which lists the criteria for extracting an employee ID list.

Group Criteria

Use this section to identify group identifier criteria for a non-person group. The non-person profile group criteria uses fields from the Profile Identity Options record along with corresponding values and relational operators entered on this page to create a profile group. This grid becomes available when you enter a value in the Profile Identity Option field.

Managing Profile Group Members

Access the Profile Groups - Group Members page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Groups, Group Members).

The system automatically populates the Group Members grid when you click the Populate Profiles button on the Profile Group Definition page. You can also enter profiles manually on this page. When you have the system automatically rebuild profile group members according to the group criteria, any manual changes you have made to the group will be lost.

When the Profile Group component is saved, the JPMProfileUpdated event is raised in Event Manager only if a profile has been manually added or deleted from a group. The event handler adds a trigger for the Verity collection update process. All profiles added to the group via the Build Profile Group App Engine process are automatically committed in JPM_JP_GMEMB and the process creates the Verity collection update triggers when necessary.

Use the search fields to locate a specific profile id or profile description.

Building Profile Groups

Access the Build Profile Groups page (Set Up HRMS, Product Related, Profile Management, Profiles, Build Profile Group, Build Profile Groups).

Use this page to run the Build Profile Groups process. The RUNCTL_JPM_GRP record stores the requested profile groups to be built or rebuilt.

Enabling Profile Actions

To enable profile actions, use the Profile Actions (JPM_PROFILE_ACTION) component.

This section provides an overview of profile actions, and discusses how to enable profile actions.

Understanding Profile Actions

The Profile Actions field appears on the non-person profile and person profile pages. It enables administrators, managers, and employees to perform transactions directly from the profile pages, as shown in this example:

Example of the Profile Actions drop-down menu for a user

Use the Profile Actions component to modify action descriptions and to control which Profile Management roles within the organization (Administrator, Manager, or Employee) have access to specific actions. This functionality enables you to hide or display profile actions according to your organizational policies. For example, if your organization does not use the Search and Compare Profiles transaction, you can hide this option for each profile role.

Pages That Display the Profile Actions Field

The Profile Actions field is available on the person and non-person profile pages throughout the system. The following pages display the Profile Actions field.

The administrator uses these pages to access profile data by navigating to Workforce Development, Profile Management, Profiles:

• Person Profiles

• Non-person Profiles

See Maintaining Profiles.

Employees use these self-service pages to access profile data by navigating to Self Service, Learning and Development:

• My Current Profile

• My Historical Profile

• My Job Profiles

• View Job Profiles

See Maintaining My Profiles.

Managers use these manager self-service pages to access profile data by navigating to Manager Self Service, Learning and Development:

• Current Team Profiles

• Historical Team Profiles

• Maintain Job Profile

See Maintaining My Profiles.

Delivered Profile Actions

The following tables list the Profile Actions that are delivered with the Manage Profiles business process, although some of the actions are not available for all profile roles or pages.

This table lists the profile actions available for the Person profile transaction pages and the Profile Management roles that can perform these transactions:

This table lists the profile actions available for the Non-Person profile transaction types:

This table lists the profile actions available for the Historical profile transaction types:

Pages Used to Enable Profile Actions

Enabling Profile Actions

Access the Profile Actions page (Set Up HRMS, Product Related, Profile Management, Profiles, Profile Actions, Profile Actions).

Note. This Profile Action list is maintained by PeopleSoft development. Changes to this list require code line modifications. For a list of all profile actions delivered with the system, see Delivered Profile Actions in the Understanding Profile Actions section of this chapter.

See Understanding Profile Actions.

Profile transaction types are not available for all roles. When the system does not allow a profile transaction for a specific role, the access check box for that role is not available for selection.

Note. Deselecting a <role> Access check box will remove the profile action option from the Profile Actions drop-down menu list. If all options that could appear for a role in the Profile Actions drop-down menu list are deselected, the Profile Actions field will be hidden on the page.

Setting Up to Use BI Publisher Reports and Profiles

This section provides an overview of BI Publisher reports and templates, lists prerequisites, and discusses how to:

• View delivered report templates.

• Modify an existing template.

Understanding BI Publisher Reports and Templates

Manage Profiles uses the PeopleTools BI Publisher (XMLP) to generate the Content Catalog Listing report as well as the online profiles and profile reports for person and non-person profiles.

Delivered Report Definitions

This table lists the delivered report definitions and data sources for the related RTF templates:

Delivered Data Sources

This table describes each of the delivered data sources:

Delivered Templates

To format the reports, we deliver three template files that specify the content and layout:

• One template file for the Content Items reports.

• One template file for both the online and batch Person Profile reports.

• One template file for both the online and batch Non-Person Profile reports.

You can modify the delivered template files to address your specific reporting requirements. After modifying each template, you must upload it to the corresponding report definition. You can modify one instance of each of the profile reports and attach that same updated template file to both of the corresponding report definitions.

See Viewing Delivered Report Templates.

See Modifying an Existing Template.

Profile Report Nodes

This table describes the report nodes for profile reports:

See Also

PeopleTools: BI Publisher for PeopleSoft PeopleBook

Running Content Catalog and Profile Reports

Managing Profiles

Setting Up the Content Catalog

Prerequisites

To use BI Publisher reports, you must configure PeopleSoft Integration Broker and PeopleSoft Process Scheduler to implement PeopleSoft Report Manager.

See Also

PeopleTools: Integration Broker PeopleBook

PeopleTools: PeopleSoft Process Scheduler PeopleBook

PeopleTools: BI Publisher for PeopleSoft PeopleBook

Pages Used to View and Modify BI Publisher Reports and Templates

See Also

PeopleTools: BI Publisher for PeopleSoft PeopleBook

Viewing Delivered Report Templates

Access the Template page (ReportingTools, XML Publisher, Report Definition, Template).

Viewing the Existing Template

Note. The person profile online and batch reports share the same person profile template file. Similarly, the non-person batch and online reports share the non-person profile template file.

See Also

PeopleTools: BI Publisher for PeopleSoft PeopleBook

Modifying an Existing Template

The existing templates contain two sections at the end to print out the ID and description of any additional items for content types that you added after the template was created. If you want to display more specific information about your new items, you must create an additional section in the template and define the data that you want to display.

The reports group and display content items in order of profile tab number and profile section sequence number based on the profile type definition that you set up for online display. Regardless of where you place a new section in the template, the report sorting order governs the order of display in the report. To change the report display order, you must edit the sorting. To sort new sections properly, you must also add within the correct loops in the report's driving logic.

Note. Become familiar with BI Publisher before modifying either of the delivered templates.

Setting Up to Modify a Template

To prepare to modify an existing template:

1. Access the Design Helper page (Reporting Tools, XML Publisher, Setup, Design Helper, Design Helper) and save the plug-in design helper for Microsoft Word to facilitate template modifications.

2. Access the Definition page (Reporting Tools, XML Publisher, Report Definition, Definition) for the appropriate report definition and click the links to download the data schema and sample data files.

3. Click Template File link on the Template page (Reporting Tools, XML Publisher, Report Definition, Template) and row for the existing RTF template that you want to edit.

Creating a New Section in a Template

To create a new section:

1. Copy an entire section defined by <?when: JPM_JP_SECTION.JPM_CAT_TYPE=…..end when?> and paste it into the template.

2. Modify the conditional statement to identify the item that you want to add.

3. Insert fields into the table to identify the data that you want to display on the report.

4. Save the revised template any file name and the .rtf file extension (*.rtf).

Uploading the Revised Template

To upload the revised template:

1. Add a new effective dated row in the Template Files scroll area on the Template page (Reporting Tools, XML Publisher, Report Definition, Template).

   Update these options:

   Effective Date	Enter the date that the system should begin to print and display reports and profiles with this template.
   Status	Select the Active status for the new template.

2. Click Upload and select the revised template file.

3. Repeat the last two steps to provide the new template to both the online and the batch report definitions.

See Also

PeopleTools BI Publisher for PeopleSoft PeopleBook, "Setting Up BI Publisher," Working with Template Design Helpers

PeopleTools BI Publisher for PeopleSoft PeopleBook, "Creating Report Templates"