Getting Started with Activity Guides for OnBoarding
PeopleSoft OnBoarding uses activity guides, which provides your workers with a simplified and streamlined approach to complete the OnBoarding business process. Activity guides track and maintain a user's progress as he or she performs prescribed tasks, or steps. PeopleSoft OnBoarding uses the PeopleSoft Activity Guide Composer framework that is designed to improve the deployment and management of fluid activity guides. This framework provides utilities and configurable steps that are commonly utilized in activity guides.
Although the PeopleSoft application delivers several ready to use OnBoarding templates, your organization may clone or define your own templates that you can assign to your workforce.
These topics provide an overview of Activity Guide Composer setup tables for OnBoarding, working with OnBoarding categories and templates, and configuring templates for your environment.
To support your OnBoarding process, you will use the following steps to configure and assign OnBoarding activity guide templates to your new hires. For more detailed information on these procedures, see the corresponding documentation.
Set Up Activity Guide Categories
Categories contain the technical components that are utilized to define an activity guide template. For example, categories contain the technical definition of one or more steps that can be included in an activity guide. See the Setting Up Activity Guide Categories documentation and the Working with OnBoarding Categories topic below.
Create Activity Guide Templates
Activity guide templates identify the exact configuration and steps end users will follow to complete their OnBoarding experience. Activity guide templates are created and managed by template administrators—functional personnel who are very familiar with your organization's HR transaction processes. See Managing Activity Guide Templates documentation and the Working with OnBoarding Templates topic below.
Configure Documents
Documents can be associated with your OnBoarding activity guide templates and enable your employees to download and view, take action, or attach documents that are vital to the employment process. See the Configure Documents - Documents Page and Configure Documents - Templates Page.
(Optional) Set Up Template Assignment
Template Assignment is a feature within the Activity Guide Composer framework that enables you to define tables and rules to automatically assign activity guide templates. See the Setting Up Activity Guide Utilities for Template Assignment documentation and the Working with Template Assignments topic below.
Define OnBoarding Installation Settings
Use the OnBoarding Installation table to assign OnBoarding information to a worker. This includes the role, notification template, activity guide category, attachment storage location, and how to assign an OnBoarding template (by using a default template or the Template Assignment feature). See the OnBoarding Installation Page documentation.
Manage OnBoarding Events (as needed)
Use the Manage OnBoarding Event page to add an OnBoarding activity guide trigger for a person who is missing a job assignment trigger or to correct an incorrect template assignment. See the Manage OnBoarding Event Page.
Note: An administrator would not normally access this page except in rare cases to correct invalid template assignments or to add a trigger that got missed.
A category definition contains the properties, contextual data, steps, and other options that can be included in an activity guide template. You will use the Categories component to associate these steps to a related content service that navigates the user to an application transaction page to perform a specific task. Not all steps need be included in a template, but all possible steps must be included in the category to be considered for a template. For example, you may have a step for workers to add their address, another to enter dependent data, one for US worker to grant W-2 and W-2c consent, and a step for Canadian workers to grant T4/T4 slip consent. The template administrator will then determine which steps to include in a template. In this scenario, the template administrator would create two templates, one for the US workers and one for the Canadian workers, and only include the steps relevant to workers in that country.
The PeopleSoft application delivers the OnBoarding activity guide category.
Delivered OnBoarding Category Steps
The following table lists the delivered steps for the ONBOARDING category:
|
Step |
Description |
Additional Information |
|---|---|---|
|
ACA_1095_CONSEN |
ACA 1095–Consent |
|
|
ACKNOWLEDGEMENT |
Acknowledgement |
The system delivers the OB1 parameter value as temporary data for this step as the acknowledgement parameter under the Additional Step Content section of the Categories - Steps Page. Important! You will need to change the parameter based on the Acknowledgement ID you create using the Acknowledgement Framework. For information on Acknowledgement Framework, see Understanding the Acknowledgement Framework. |
|
BANK_ACCT_DSTRB |
Banking |
|
|
BENEFITS_ENROLL |
Benefits Enrollment |
|
|
COMPETENCIES |
Competencies |
|
|
DEGREES |
Degrees |
|
|
DIRECT_DEPOSITS |
Direct Deposits |
|
|
DISABILITY |
Disability |
|
|
DOC_DOWNLOAD |
Documents |
The download Documents step is preconfigured for the OnBoarding process. All preconfigured documents matching the template will be selected for this step regardless of an assigned Document Group when no Related Data, Data Field 1 value on the Categories - Steps Page is specified. |
|
DOC_DOWNLOAD1 |
Documents - Group 1 |
The system delivers the DOCGROUP1 document group and this value is associated with the DOC_DOWNLOAD1 step under the Related Data section, Data Field 1 field on the Categories - Steps Page. If you use different document groups then the ones that are delivered, you will need to update the data field value based on the document groups you create. |
|
DOC_DOWNLOAD2 |
Documents - Group 2 |
The system delivers the DOCGROUP2 document group and this value is associated with the DOC_DOWNLOAD2 step under the Related Data section, Data Field 1 field on the Categories - Steps Page. If you use different document groups then the ones that are delivered, you will need to update the data field value based on the document groups you create. |
|
DOC_UPLOAD |
Attachments |
|
|
EMERGEN_CONTACT |
Emergency Contacts |
|
|
ETHNIC_GROUPS |
Ethnic Groups |
|
|
I9 |
I-9 |
|
|
INTRODUCTION |
Before to start video |
|
|
LICENSE_CERTIFI |
Licenses and Certifications |
|
|
LM_SS_LEARNING |
My Learning |
You must have the Enterprise Learning application installed and configured to view data on this page. When this configuration is incomplete, the page will display the message that data is not available. |
|
MARITAL_STATUS |
Marital Status |
|
|
PHOTO_UPLOAD |
Photo / Preferred Name |
|
|
RL1_RL2_CONSENT |
RL1/RL2 Consent |
|
|
SUMMARY |
Summary |
|
|
T4_T4A_CONSENT |
T4/T4A Consent |
|
|
TAX_WITHHOLDING |
Tax Withholding |
|
|
VERIFY_ADDRESS |
Verify Addresses |
|
|
VERIFY_ADT_INIFO |
Verify Additional Information |
|
|
VERIFY_CONT_DTL |
Verify Contact Details |
|
|
VERIFY_NAME |
Verify Name |
|
|
VETERAN_STATUS |
Veteran Status |
|
|
VOLUNTARY_DEDUC |
Voluntary Deductions |
|
|
W2_W2C_CONSEN |
W-2/W-2C Consent |
|
|
WELCOME_VIDEO |
Welcome Video |
The Activity Guide Composer uses fluid pages to create templates that identify the steps a user should take to perform a transaction or process. You will use the Activity Guide Composer - Templates component to define the activity guide layout, assign a category, identify the security roles that can access the OnBoarding templates and activity guides, identify actions the user can take, and identify the steps that a new employee would need to complete during the OnBoarding process.
PeopleSoft HCM delivers the following, ready to use, OnBoarding activity guide templates.
(USA) OBDUSA1 – OnBoarding for USA
(CAN) OBDCAN1 – OnBoarding for CAN
OBDSTND – Standard OnBoarding
Delivered OnBoarding Template Steps
All delivered templates use the vertical non-sequential layout that has the navigation steps appear in the left panel of the page.
The following table lists the delivered steps for the delivered OnBoarding templates:
|
Template |
List of Page Steps |
|---|---|
|
OBDCAN1 – OnBoarding for CAN |
(CAN) Completing OnBoarding Activity Guides for Canadian Workers |
|
OBDSTND – Standard OnBoarding |
|
|
OBDUSA1 – OnBoarding for USA |
Although the application delivers categories and templates for your OnBoarding activity guides, you have the ability to:
Create your own categories and templates.
Use the delivered data as a starting point for your own categories and activity guide templates.
The fields for delivered data are disabled and unavailable for update. Although you cannot update the delivered data, you can make modifications to delivered or existing categories and templates to suit your organization's needs. This is done by using one of these methods and making the modifications:
Inserting a new effective dated row.
Cloning a category or template.
Warning! When you make modifications to a template (by either inserting a row or cloning), you cannot change the activity guide type (layout) or category. To have a template that does not use the same layout type or category, you will need to create a new template instead of cloning or inserting a new effective dated row.
For more information on setting up activity guide categories or templates, see the Setting Up Activity Guide Categories and Managing Activity Guide Templates documentation.
Considerations for Configuring Categories for Your Environment
If you want to use the delivered categories as a basis for your OnBoarding categories, or create your own, consider the following:
OnBoarding categories should always use the EMPLID and EMPL_RCD context key fields. The OnBoarding template creation process makes the assumption that an OnBoarding process is created for a job assignment.
You should always have a Summary step that can be included as the last step in the activity guide process where users can review their progress and mark the activity guide as complete.
To add or remove steps from an existing category, you will need to add a new effective dated OnBoarding category row and add or delete the steps.
Important! If you do this for a category that is already associated with a template, you will need to insert a row in the template with a date equal to or later than the row with the new or deleted step to apply those changes to your template. The system will not automatically insert the step into the template, but you can now opt to include this new step into the template.
For example, you want to add a new step to the ONBOARDING category that enables an employee to enter their car information for parking purposes. Access the ONBOARDING category and insert a new effective dated row of January 1, 2017. In order to add that new step to your OnBoarding templates, you will need to insert an effective dated row equal to or greater than January 1, 2017 to see that new step you added to the category. To insert the new row in the template, access the Activity Guide Composer - Select Steps Page. The new step will be available to add to the template.
You can clone the delivered OnBoarding category by accessing the Clone Category Page, selecting the category and effective dated row you want to copy, enter the new category details, and click Clone Category to save a copy of the category. You will need to navigate to the Categories component where you can update this new category (see Setting Up Activity Guide Categories).
Considerations for Configuring Templates for Your Environment
If you want to use the delivered templates as a basis for your OnBoarding templates, consider the following:
In order to make modifications to delivered templates, accessing the Activity Guide Templates Page and doing one of the following:
Insert a new effective dated row by clicking the Update Template button to access the Update Template Page and click the Add button, This will insert a new effective dated row where you can enter the new date. Apply the change and click the Update Template button to access the template and make the changes.
Clone a delivered OnBoarding template by clicking the Clone Template button for the desired template. On the Clone Template Page select the effective dated row you want to copy, enter the new template details, and click Continue to save a copy of the template. You will be returned to the Activity Guide Templates page where you can select to update this template.
Note: These actions will copy all the configuration setup for this template, including the status of the template at the time of inserting a row or cloning. You can change the auto save functionality, security roles, actions, step configuration, and status, but you cannot change the activity guide layout type and category.
To inactivate a delivered template, insert a row with a new effective date, access the Activity Guide Composer - Review and Activate Page and click the Deactivate Activity Guide button.
If you do not want to use the same category or activity guide type (layout style) as an existing template, create a new template instead of cloning or inserting a new effective dated row.
If you have documents that must be acknowledged or updated, make the Documents and Attachments step required on the Configure Attributes Page.
You should always have a Summary step that can be included as the last step in the activity guide process where users can review their progress and mark the activity guide as complete.
The Activity Guide Composer framework provides you with the ability to configure rules to determine which OnBoarding template that should be assigned to a person. This is configured through the Activity Guide Utilities - Template Assignment feature. For detailed information on setting up template assignments, see the corresponding documentation.
To set up template assignments for OnBoarding:
Identify source criteria fields that are derived from the key structure of a source table using the Search Key Source Tables Page.
Identify search key source configurations using the Search Keys Page.
Enter search keys and values for the template assignment definition in the Template Assignment component (Template Assignment - General Page and Template Assignment - Template Assignment Page).
Test the Template Assignment process using the Test Template Assignment Page.
Set up the OnBoarding Installation Page to use the Template Assignment feature to customize which OnBoarding activity guide templates are assigned to individuals.
Delivered Search Keys Source Tables
The following table lists the delivered search key source tables for template assignment, but you can add your own:
|
Search Key |
Description |
|---|---|
|
BEN_PROG_PTC_VW |
Employee Benefit Programs |
|
JOB |
Employee Job History |
|
JOB_JOBCD_VW |
Job - Jobcode view |
|
JOB_POSN_VW |
Job - Position view |
Delivered Search Keys
The following table lists the delivered search keys for template assignment, but you can add your own:
|
Search Key |
Description |
|---|---|
|
BENEFIT_PROGRAM |
Benefit Program |
|
BUSINESS_UNIT |
Business Unit |
|
COMPANY |
Company |
|
DEPARTMENT |
Department |
|
EMPLOYEE_TYPE |
Employee Type |
|
FULL_PART_TIME |
Full/Part Time Indicator |
|
GRADE |
Salary Grade |
|
JOBCODE |
Job Code |
|
JOB_FAMILY |
Job Family |
|
JOB_FUNCTION |
Job Function |
|
LOCATION |
Location |
|
PER_ORG |
Organization Relatinship |
|
POSITION |
Position |
|
REG_REGION |
Regulatory Region |
|
UNION |
Union |