Organizational Instances

An organizational instance is a single occurrence of an organizational relationship. After you create a personal information record for a person, create an organizational instance to enter and maintain job records. An organizational instance has its own hire date and contains the accumulation of the person's job data records that are associated with that instance.

Use one of the following components to create an organizational instance:

Classic Components	Fluid Components
Add a Person (PERSONAL_DATA) Create a person and an organizational instance from one location using classic pages. New Employment Instance (JOB_DATA_EMP). New Contingent Worker Instance (JOB_DATA_CWR). Template-Based Hire (HR_TBH_EULIST). Note: Templates must be created first before the template-based hire component can be used. Add Person of Interest Job Relationship (JOB_DATA_POI). Note: Access this component from the Administer Workforce menu when you select a POI type that requires a job record. Otherwise, this component is available, under varying names, on the menus of applications that process POIs with jobs.	Create a person and an organizational instance from one location using fluid pages use the following fluid tiles (JOB_DATA_ADD_FL component): Create Employee Tile Create Contingent Worker Tile Create Person of Interest Tile Create an organizational instance using fluid pages when a person already exists in the system. (Fluid) Organizational Relationship Tile or (Fluid) Organizational Relationship Page

Classic Components

Fluid Components

Add a Person (PERSONAL_DATA)
Create a person and an organizational instance from one location using classic pages.
New Employment Instance (JOB_DATA_EMP).
New Contingent Worker Instance (JOB_DATA_CWR).
Template-Based Hire (HR_TBH_EULIST).
Note: Templates must be created first before the template-based hire component can be used.
Add Person of Interest Job Relationship (JOB_DATA_POI).
Note: Access this component from the Administer Workforce menu when you select a POI type that requires a job record. Otherwise, this component is available, under varying names, on the menus of applications that process POIs with jobs.

Create a person and an organizational instance from one location using fluid pages use the following fluid tiles (JOB_DATA_ADD_FL component):
Create an organizational instance using fluid pages when a person already exists in the system.
(Fluid) Organizational Relationship Tile or (Fluid) Organizational Relationship Page

Note: Hire applicants with data that is in the system by using the Hire component (ER_APP_HIRE_LAUNCH) in PeopleSoft Talent Acquisition Manager.

See Hiring Applicants.

Update and maintain job data for the instances using the following components:

Classic Pages	Fluid Pages
Job Data component (JOB_DATA) Current Job component (JOB_DATA_CURRENT)	Manage Job Tile (JOB_DATA_FL component)

Organizational Instances for People of Interest

PeopleSoft delivers a number of different POI types that you can activate and use as needed. The following types require job records:

COBRA qualified beneficiaries.
Pension Payees.
Stock - board members.
Stock - non-HR employees.
Global Payroll payees.
Student refunds.

Some of the POIs you may want to track will not require a job record. If you are tracking POIs without jobs, you will need to use the Add a Person of Interest component (PERS_POI_ADD) in classic or (Fluid) Maintain Person of Interest Tile (PERS_POI_MAINT_FL) in fluid to indicate what kind of POI relationship the person has, as well as to enter any necessary security parameters to control access to the person's data.

Example: A Person with Three Organizational Instances

Mario Estevez needs to successfully complete training with a third-party vendor before starting his new position. To reimburse Mario for the cost of the training, he needs a job record. The human resources administrator adds him in the system by using the Add a Person component and assigns him the ID 1234. The administrator then creates a POI job record for him by using the Add Person of Interest Job component.

After Mario completes his training, he joins the company as an employee. The human resources administrator terminates his POI instance (by using the Job Data component) and creates an employment instance by using the Add Employment Instance component.

A little more than a year after joining the company, Mario is given the opportunity to participate in a short-term project. The human resources administrator creates a contingent worker instance for him on the Add Contingent Worker Instance component.

Mario is later transferred and promoted in his employee job, and a new job data row is inserted for each of these changes. The historical job records accumulate under the organizational instance in which they are created. The human resources administrator updates the job records for the employment and contingent worker instances by using the Job Data component.

This table lists the changes to Mario's job records over a four-year period:

Action Date	Employment Instance	Contingent Worker Instance	POI Instance
March 1, 2017			POI instance created.
April 7, 2017	Employment instance created with this date as the hire date.		POI instance job record deactivated.
May 1, 2018	No change to employment job record.	Contingent worker instance created with this as the hire date.
June 15, 2018	Transferred departments	No change to the contingent worker job record.
December 15, 2019	No change to employment job record.	Contingent worker job ends and the job data record is deactivated. This date is the termination date for this instance.
March 1, 2021	Promoted.

'Mario's employee, contingent worker, and POI instances and the job records that are associated with those instances

Employment record numbers (ERNs), in combination with a person's ID, uniquely identify a person's job data records. The system distinguishes between a person's organizational instances by using a new ERN when you create a new instance.

The system also creates a new ERN when you create a job data record in the following circumstances:

Action	Comments
Create concurrent jobs, including: Additional assignments. Additional organizational instances. (JPN) Additional appointment (kenmu). (CHE) Multicontract.	Use the Add Additional Assignment component (ADD_PER_ORG_ASGN) to add an additional job (using the action of Add Additional Job) to the one an employee or contingent worker already holds. This job is added to an existing organizational instance, retains the employment dates of the original job, and is terminated if you terminate the original job. Note: Access the Concurrent Job Data component (JOB_DATA_CONCUR) from the Add Additional Assignment component. Use the Add Employment Instance component or Add Contingent Worker Instance component to create an additional organizational instance for a worker using the action Hire. This job record is not tied to any other jobs that the worker holds, has its own job data, and has its own hire dates. HIR is used in the Add Employment Instance only. The Add Contingent Worker Instance component uses the ADD action. Note: Additional organizational instances are identified as hires on human resources reports and additional assignments are not. Use this distinction to guide how you enter additional jobs in the system. If you do not need to distinguish between concurrent jobs, choose one method of entering concurrent jobs and use it consistently. See (Classic) Adding Organizational Instances. See Adding Additional Assignments. See Understanding Additional Appointments.
Create a global assignment (employees only).	Use the Home/Host Information component (HOME_HOST_DATA) to create a global assignment job record. The system gives the global assignment (host) job record a new employment record number to distinguish it from the employee's original (home) job record. See Understanding Global Assignment Tracking.
Create a temporary assignment, including Japanese intercompany transfer (shukkou).	When you assign a worker to a temporary assignment on the Job Data component, the system suspends the substantive job and identifies the temporary job record with a new employment record number. See Entering Temporary Assignments. See Understanding Intercompany Transfer Tracking.

Action

Comments

Create concurrent jobs, including:

Additional assignments.
Additional organizational instances.
(JPN) Additional appointment (kenmu).
(CHE) Multicontract.

Use the Add Additional Assignment component (ADD_PER_ORG_ASGN) to add an additional job (using the action of Add Additional Job) to the one an employee or contingent worker already holds. This job is added to an existing organizational instance, retains the employment dates of the original job, and is terminated if you terminate the original job.

Note: Access the Concurrent Job Data component (JOB_DATA_CONCUR) from the Add Additional Assignment component.
Use the Add Employment Instance component or Add Contingent Worker Instance component to create an additional organizational instance for a worker using the action Hire. This job record is not tied to any other jobs that the worker holds, has its own job data, and has its own hire dates. HIR is used in the Add Employment Instance only. The Add Contingent Worker Instance component uses the ADD action.

Note: Additional organizational instances are identified as hires on human resources reports and additional assignments are not. Use this distinction to guide how you enter additional jobs in the system.

If you do not need to distinguish between concurrent jobs, choose one method of entering concurrent jobs and use it consistently.

See (Classic) Adding Organizational Instances.

See Adding Additional Assignments.

See Understanding Additional Appointments.

Create a global assignment (employees only).

Use the Home/Host Information component (HOME_HOST_DATA) to create a global assignment job record. The system gives the global assignment (host) job record a new employment record number to distinguish it from the employee's original (home) job record.

See Understanding Global Assignment Tracking.

Create a temporary assignment, including Japanese intercompany transfer (shukkou).

When you assign a worker to a temporary assignment on the Job Data component, the system suspends the substantive job and identifies the temporary job record with a new employment record number.

See Entering Temporary Assignments.

See Understanding Intercompany Transfer Tracking.

Example: A Person with Multiple ERNs

Jan Smith is hired to work in the sales division of Sutter Enterprises. After two years of outstanding performance, she starts a six-month temporary assignment in a subsidiary company to assist with the launch of a new application. At the end of the assignment she returns to her original job, but three months later she takes on a consulting role at the subsidiary in addition to her sales job. This table lists the changes to Jan's job records over the three-year period:

Action Date	Employment Instance	Contingent Worker Instance
May 1, 2016	Employment instance created. Job record identified by: ID: 8901 ERN: 0 Organizational relationship: employee
May 1, 2018	Substantive job suspended.
May 1, 2018	New job record for temporary assignment created. Job record identified by: ID: 8901 ERN: 1 Organizational relationship: employee
November 1, 2018	Temporary assignment completed.
November 1, 2018	Substantive job resumed.
February 1, 2019	No change to employment job record.	Contingent worker instance created. Job record identified by: ID: 8901 ERN: 2 Organizational relationship: contingent worker

'Jan Smith's employee and contingent worker instances and the ERNs that are associated with those instances

Organizational Instances

Organizational Instances for People of Interest

Example: A Person with Three Organizational Instances

Employment Record Numbers

Example: A Person with Multiple ERNs