Setting Up Smart HR Templates

A pre-configured template that enables end users to enter a subset of the data required for a transaction, such as a hire, update to personal data, or update to a profile. Other data is pre-entered by the template administrator during the template creation process.

For the Smart HR Template process, the end user is typically a line manager or HR (Human Resources) representative in the field. This person is usually not familiar with the details of the hiring process. Whenever complex issues arise, the process is handed over to a centralized HR administrator.

The HR administrator is somebody who knows the hiring process very well and can easily deal with any level of complexity. This person reviews the data entered by end users and takes over the hiring process whenever errors occur or issues arise.

The person in your organization who knows the hiring process very well (may be an HR administrator). The person assigned this role sets up and maintains hiring templates to be made available to end users.

For the Smart HR Template process, the implementer is typically an IT (Information Technology) specialist who works closely with the HR administrator and template administrator to review the delivered template records/fields and sections and modifies them, if necessary.

The fields available for the templates will be grouped into sections. For example, the Work Location section will include the following fields (all on the Job record): Regulatory Region, Company, Business Unit, Department, Department Entry Date, Location, and Establishment ID. Sections are the building blocks for creating templates, not the individual records/fields. PeopleSoft delivers these sections as system data, but the implementer can modify them, delete them, or add new sections.

The dynamically generated data entry page visible to the end user, consisting of one or more template sections. The template administrator decides whether the sections are displayed in one long page or divided into smaller pages.

The template administrator assigns each template to a template transaction type. Template transaction types identify the function of a template and the application class ID and path to specify the location of the implementation code for the transaction type. Transaction types can also be used to determine which users have security access to a template.

The template administrator identifies if a transaction type will include changes to personal data, job data, both, or neither.

The template administrator assigns each template to a category. The category provides row-level security for a template and can be used to group templates. A category may represent a specific department, location, business unit, region, and so forth.

Determines whether data entered by the end user can be directly submitted for processing (auto-updating is turned on) or will need to be reviewed by an HR administrator (auto-updating is turned off). This auto-update functionality is set by the template administrator (the end user is not able to change it).

The template administrator can associate a search match rule with a template to determine if the person already exists in the system. This search is done in the background and the results are displayed using the Search Match Results page.

Indicate the name of the table to be included. (Prompted from the same field in the PeopleTools Record Definition table.)

Displays the instance number of the record. Defaults to 1. Use for records with more than one instance, such as phone numbers, email addresses, and so forth.

Enter the alternative name of the table to be included. Defaults to the Record Name value. This field enables the implementer to differentiate between two different instances of the same record. For example, business address (ADDRESSES_1) from mailing address (ADDRESSES_2). This is the prompt shown for the record when adding a new record/field to a section.

Select this check box to designate fields that are used in the Smart HR process but are not passed to the Services/CI.

This check box is selected (in PeopleCode) if the field is defined as a key field at the system level (in the PeopleTools Record Field table PSRECFIELD). This field cannot be changed by the Implementer (display-only).

This check box is selected by default (in PeopleCode) and is based on the PeopleTools Record Field table PSRECFIELD. This field cannot be changed by the implementer (display-only).

Enter the number to determine the order of sections on the end user data entry page.

Specify a type that defines the section. Valid values are General, Country, Name, Address, and Federal.

See Setting Up Implementation Defaults

Enter the value for the section type you specified. For Name sections, this field stores the name format code. For the Country and Address sections, this field stores the appropriate country code. The field is empty for Federal and General sections. For JPM sections, the category type is stored here.

Click this button to add additional fields in the Section Fields grid area.

Defaults to Test. Valid values are Active, Inactive, and Test. You must change the status to Active in order for the transaction type to be available for selection on a Smart HR template.

You can set it to Inactive once a transaction type is no longer needed.

Indicate if the transaction type will include changes to personal data, job data, both, or neither.

Valid values are Hire/Rehire, Neither, Update Job, Update Person, and Update Person and Job.

(USF) Select this check box to indicate that this is for a U.S. Federal transaction. When you select a transaction type in the Template Creation component that has been specified as U.S. Federal, the U.S. Federal Template check box on the Configuration page of the template will be selected automatically as display only.

This check box is only available when the Federal check box has been enabled on the Installation table.

Enter the application class ID and path to specify the location of the implementation code for the transaction type.

Indicates the order in which the system will access the components. The first sequence number must start with 1 and all numbers must be consecutive, without gaps.

Define at least one component for a transaction type. You can include up to 10 components.

The system automatically provides Personal Data or Job Data components by default based on the value you entered in the Person/Job Data Indicator field and the U.S. Federal Transaction Type check box field selection on the Transaction Type page. These components cannot be changed or deleted unless you change either of the previously mentioned field values, and then they will be replaced with the new default components that correspond to that indicator. Any existing non-defaulted components will be re-sequenced so that they follow the newly defaulted components.

When the Person/Job Data Indicator value is Neither, the system does not provide any components by default.

This list identifies the Personal Data or Job Data-related components that you cannot include manually:

• PERSONAL_DATA

• PERSONAL_DATA_ADD

• JOB_DATA

• JOB_DATA_EMP

• JOB_DATA_CONCUR

• JOB_DATA_CURRENT

• JOB_DATA_CWR

• JOB_DATA_POI

• JOB_DATA_CWR_SRCH

• JOB_DATA_EMP_SRCH

• EE_HIRE

• EE_HR_PROC

• EE_1ST_AUTH

• EE_2ND_AUTH

• EE_ADD_ORG_ASGN

• EE_APPROVAL

• EE_CANCELLATION

• EE_CONC_HIRE

• EE_CORRECTION

Identify the market for the component you selected.

Select this link to access the Transaction Component Details page and add label details for the selected component.

Identify a header for the group box that identifies the component you will update or view.

Enter text information related to the Add button that appears on the page for the HR administrator to add information to the person’s Smart HR transaction. The system displays the Add button when no data for the respective component has been saved to the system.

Select a text ID that introduces the button in the Add Button Text field, such as text that says to select the button to add Personal Data.

Select text that will appear on the button in the Add Button Label field, such as Add Personal Data.

Enter text information related to viewing and editing data that was added during the Smart HR transaction. The system displays the view and edit field labels when data was successfully uploaded to the system during the Smart HR transaction. Although the data was saved successfully during the Smart HR transaction process, the HR administrator can select the link to review and update the user’s entry.

Select a text ID that introduces the link in the View/Edit Description Text field, such as text that says to select the link to view Personal Data.

Select text that will appear as a link in the View/Edit Link Label field, such as View or Edit Personal Update.

Select this link to access the Maintain Text Catalog page to add or update a text message.

Identify sections that are part of this transaction type. At least one section must be defined for a transaction type. Valid values are defined on the Template Section Page.

Templates associated with this transaction type can contain only those sections you define here. For example, if for addresses you associate only the Person Address - Canada section to this transaction type, you will not be able to associate other person address sections, such as Person Address - United States, to the templates that use this transaction type. Use the Load/Reload Sections button on the Template Creation - Sections Page to have the system populate the template with all the sections defined for the transaction type. You can delete those sections that are not applicable to a template but you cannot add sections that are not defined for the transaction type.

Displays the sequence number and description defined on the Template Section Page.

Enter a template name that defines this template.

Select a status. The default option for this field is Test when creating a new template. You can change the value to Active when it's time to be published, or Inactive when the template is no longer necessary. Only active templates are available to the end user.

Determine the effective date of a template. The default value for this field is today's date.

Select a transaction type that will identify how the template will be used and determines which components will be updated. For example, a transaction type of Change Job Data may update the Job Data component only, while a Hire/Rehire type will update both Job Data and Personal Data. The transaction type also defines which sections will be available on the Sections page when creating a template. This information is defined on the Template Transaction Type - Sections Page.

When creating or working with a Smart HR transaction, the user can use the Transaction Type field as a filter to search for a specific template or transaction.

When you change a transaction type, the system will clear the Action and Reason Code fields, if previously populated, and display a warning message to indicate that the sections for the template will need to be updated to ensure that the sections are valid for the transaction type.

Select this check box to have the data entered by the end user automatically update the database.

Deselect this check box to have the data entered by the end user sent to an HR administrator for final processing.

Select this check box if the end user does not have all the required data, such as a National ID, and needs to submit the transaction request to HR to complete. This check box is only available when the Automatic Database Updates check box is selected.

If Automatic Database Updates is selected, the following applies:

• The Submit to HR button appears on the Smart HR Transactions pages. This enables the end user to submit incomplete data to HR without entering all the required fields (although first name and last name are required). When the end user clicks this button, the transaction request is sent to HR in HR Action Required status for HR to complete final processing.

• The Save and Submit button appears on the Smart HR Transactions pages. When the end user clicks this button, data is automatically updated to the database (if no errors are encountered).

Select to have a Comments edit box appear at the bottom of each page of the Smart HR Transactions component when an end user performs a Smart HR transaction.

Deselect to have the Comments edit box appear at the bottom of only the last page of the Smart HR Transactions component when an end user performs a Smart HR transaction. If there is only a single page, the Comments box will appear on that page.

Select to have the Update Contracts link to the Contracts component appear on the Confirmation page after performing a Smart HR transaction. This enables users to update contract information for a person. This link appears on the Confirmation page when Automatic Database Updates is selected on the template and the transaction is saved successfully.

(USF) Displays this check box as selected when the transaction type is defined as a U.S. Federal transaction type. This enables you to see the standard U.S Federal (USF) sections. This check box is only available when the Federal check box has been enabled on the Installation table.

Enter a number that will define the page tab order on the Smart HR Transactions - Enter Transaction Information page. On the Sections page, you will assign sections to one of these page numbers. This will group sections together or separate them onto different tabbed pages. The system will display these tab names when the end user or HR administrator is entering a transaction using the Smart HR Transactions - Enter Transaction Information page. For example, you may want to group all compensation and payroll information-related sections and fields within a page called Salary Data.

You can have all the sections appear on one page, by entering only one page number and label, or you can group the sections on different pages, by creating numerous page numbers and labels.

Click this link to access the Define Tab Detail page and define how the tab label should appear on the Enter Transaction Information page during the Smart HR transaction process.

Click the Maintain Text Catalog link to open the Text Catalog - Maintain search page or Maintain Text Catalog page in a new browser window. Use the Maintain Text Catalog page to change or create labels.

Select the type of label that you will use. Values are Static Text and Text Catalog.

Select the text ID from the Text Catalog if you have selected Text Catalog in the Label Type field.

Enter the tab label name if you have selected Static Text in the Label Type field.

Click the Maintain Text Catalog link to open the Text Catalog - Maintain search page or Maintain Text Catalog page in a new browser window. Use the Maintain Text Catalog page to add or change labels.

Click this button to add a new row for another section.

Click this button to add all viable sections to the template. The system looks at the values that were entered for the transaction type, country, name format, address format, and at the U.S. Federal flag to determine which sections to load. The following actions occur when the load process adds or removes sections:

• If a section is already present, it is not overwritten.

• If you change the transaction type on a template, existing sections that are no longer valid are deleted and new sections corresponding to the new transaction type are loaded.

• If you change the country on a template, existing country-specfic sections are deleted and new country sections are loaded.

• If you change the name format or address format on a template, existing name and address format-specific sections are deleted and new sections are loaded.

Click the Select All button to easily select all the sections on this page for easy deletion or deselect all section rows to avoid deletion.

Click this button to have the system delete all selected section rows from this template.

Click this button to open a new browser window to preview the template. Preview mode displays each template page and the sections on those pages.

Click this button to validate if the template is set up correctly.

The Template Administrator clicks this button and the Smart HR Transactions - Enter Transaction Details pages displays in a new browser. The administrator then enters a person's data as an end-user would and then clicks the Test Template button on the last Smart HR Transactions page. If the template is set up correctly, the Test Confirmation page appears stating that your template configuration is successful. If the template is not set up correctly, the Test Confirmation page appears with a link to view the errors that the template encountered.

Enter a different text ID to if you want to change the group box header on the Smart HR Transactions page. The new name displays in the Section Name Override field.

Select this check box to hide this section from the end user when entering the Smart HR transaction.