Understanding the Process Flow for Transactions

Most of the transactions in eProfile Manager Desktop can be configured to either:

• Use an approval process.

• Automatically update the database.

• Send notifications to an administrator.

The following table lists each of the self service transactions and the features that can be configured for each:

Transaction	Use Approval Process	Automatic Database Update	Send Notifications
Change Full/Part Time Status	No	Yes	Yes
Change Reporting Managers	Yes	Yes	Handled by approval process.
Change Work Locations	No	Yes	Yes
Promote Employees	Yes	Yes	Handled by approval process.
Retire Employees	No	Yes	Yes
Terminate Employees	No	Yes	Yes
Transfer Employees	Yes	Yes	Handled by approval process.
View Employees' Information	Not Applicable	Not Applicable	Not Applicable
Change Jobs (Works Council)	Not Applicable	Not Applicable	Not Applicable
Military Rank Change	Yes	Yes, based on Military Processing Definition See PeopleSoft Human Resources Administer Workforce: Understanding the Military Change Rank and Notification Process.	Handled by approval process.
Template-Based Hire	Not Applicable	Yes, based on the Template Create - Configuration See PeopleSoft Human Resources Administer Workforce: Understanding Smart HR Templates.	Not Applicable

The following diagram illustrates the process flow that begins when a self-service user submits a request. The diagram shows both the basic process flow and the alternate flows for approvals, database updates, and notifications:

There are four main sections to this process flow:

• A request is submitted.

• The request uses an approval process.

• The request allows automatic updates to the database.

• The request doesn't allow automatic updates to the database.

Request is Submitted

When a manager submits a request, an email notification confirming that the request was successfully submitted may be sent to the manager. The following table lists the eProfile Manager Desktop transactions, the criteria that determines whether a notification is sent, and the template that is used:

Transaction	Criteria	Notification Template
Change Full/Part Time Status Change Location Retire Employee Terminate Employee	Notify User - Entry check box is selected on the System Workflow Rules page.
Promotion Transfer	Handled by approval process. The email that is sent depends on is determined by the following conditions: Are approvals required? Are database updates allowed? Is the changed controlled by position management?	For requests that: Require an approval process, HR_SUBMIT_SINGLE_EE Do not require an approval process, allow database updates, and the job is not controlled by position management, HR_TRANSACTION_SAVED_SINGLE_EE. The notification is sent when the transaction is saved successfully to the database. Do not require an approval process, allow database updates, and the job is controlled by position management, HR_ADMIN_APV_MANUAL_PROC_SINGL. Do not require an approval process, nor do they allow database updates, HR_SUBMIT_NOAPV_SINGLE_EE
Reporting Change	Handled by approval process. The email that is sent depends on is determined by the following conditions: Are approvals required? Are database updates allowed? Is the changed controlled by position management?	For requests that: Require an approval process, HR_SUBMIT_MULTI_EE. Do not require an approval process, allow database updates, and the job is not controlled by position management, HR_TRANSACTION_SAVED_MULTI_EE. The notification is sent when the transaction is saved successfully to the database. Do not require an approval process, allow database updates, and the job is controlled by position management, HR_ADMIN_MANUAL_PROC_REPCH. Do not require an approval process, nor do they allow database updates, HR_SUBMIT_NOAPV_REPCHG_EE.

Note:

Oracle PeopleSoft delivers Notification Composer Framework to manage the setup and administration of all notifications in one central location.

Once you have adopted the Notification Composer feature, you must use it to create new notifications and manage your existing notifications.

Notifications delivered with HCM Image 47 or later must use Notification Composer.

For more information about Notification Composer Framework, see Enterprise Components: Understanding Notification Composer.

Approval Process Required

Approvals apply only to the Change Reporting Manager, Promote Employee, Transfer Employee, and Military Rank Change transactions. PeopleSoft delivers the following approval process IDs that are set up using the Register Transactions (EOAW_TXN) component.

• ReportingChgEmployee

• PromoteEmployee

• TransferEmployee

• MilitaryRankChange

When approvals are required, the system uses the following rules to identify the approving manager:

• For promotions and transfers, the originator must select a promotion or transfer method. If the method is By Position, the Reports To field on the Job Information page determines the approving manager. If the method is By Job Title/Department, the Supervisor ID field on the Job Information page for the new position determines the approving manager.

• For reporting changes, the Supervisor ID corresponding to the reporting change determines the approving manager.

• For rank changes, the Career Manager (or clerk) creates the rank change request, identifying approvers and reviewers by role in the Military Rank Change component. The unit commanders method is configured on the Military Processing Definition page. If the method is By Position, the Reports To field on the Job Information page determines the approving manager. If the method is By Job Title/Department, the Supervisor ID field on the Job Information page for the new position determines the approving manager.

  See PeopleSoft Human Resources Administer Workforce: Military Rank Change Page, PeopleSoft Human Resources Administer Workforce: Military Processing Definition Page.

Note:

If an approving manager cannot be found, Approval Framework automatically routes the transaction to any person who is in the administrator role listed on the process definition.

Once the approving manager is determined, the system checks to see if a proxy is active for the manager. If so, that proxy becomes the approving manager. A notification is sent to either the approving manager or the proxy that states there is a request that requires his or her attention.

For	Notification Template
Promote Employee Transfer Employee	HR_APPROVAL_REQUEST_SINGLE_EE
Reporting Change	HR_APPROVAL_REQUEST_MULTI_EE
Military Rank Change	MIL_RANK_CHNG_APPROVAL_REQUEST

The approving manager either approves or denies the request. If the manager approves the request, the following notification is sent to the originator stating that the request has been approved.

For	Notification Template
Promote Employee Transfer Employee	HR_STEP_APPROVAL_SINGLE_EE
Reporting Change	HR_STEP_APPROVAL_MULTI_EE

If the manager denies the request, the following notification is sent to the originator stating the request has been denied.

For	Notification Template
Promote Employee Transfer Employee	HR_STEP_DENY_SINGLE_EE
Reporting Change	HR_STEP_DENY_REPCHG_EE

You can add more approvers to the approval process by modifying the approval process.

See Application Fundamentals: Understanding Approvals.

Database Update Not Allowed

The system checks to see if automatic updates to the database are allowed. If the Allow DB Update check box on the self service Workflow Configurations page is not selected, the system sends the following notification to the administrator stating the transaction requires their approval:

For	Notification Template
Change Full/Part Status Change Location Retire Employee Terminate Employee
Promote Employee Transfer Employee	HR_ADMIN_APV_REQ_SINGLE_EE
Reporting Change	HR_ADMIN_APV_REQ_MULTI_EE

If the administrator approves the transaction, the system sends the following email to the originator stating the request has been approved and applied to the database:

For	Notification Template
Change Full/Part Status Change Location Retire Employee Terminate Employee
Promote Employee Transfer Employee	HR_ADMIN_APV_MANUAL_PROC_SINGL
Reporting Change	HR_ADMIN_APV_MANUAL_PROC_REPCH

If the administrator does not approve the transaction, the system sends the following email to the originator stating the request has been denied:

For	Notification Template
Change Full/Part Status Change Location Retire Employee Terminate Employee
Promote Employee Transfer Employee	HR_ADMIN_DENY_SINGLE_EE
Reporting Change	HR_ADMIN_DENY_REP_CHG_EE

Database Updates Allowed

The system checks to see if automatic updates to the database are allowed. This processing occurs if the Allow DB Update check box on the self service Workflow Configurations page is selected.

If automatic updates are allowed, the system also checks to see if the transaction involves an employee whose job is controlled by position management. If the job is controlled by position management, an administrator must update the database. The following email notification is sent to the workflow administrator stating that a transaction requires his or her attention:

For	Template
Change Full/Part Status Change Location Retire Employee Terminate Employee
Promote Employee Transfer Employee	HR_MANUAL_PROC_REQ_SINGLE_EE
Reporting Change	HR_MANUAL_PROC_REQ_REPCHG_EE

If the update to the database is a success, the system sends the following email to the originator:

For	Template
Change Full/Part Status Change Location Retire Employee Terminate Employee
Promote Employee Transfer Employee	HR_TRANSACTION_SAVED_SINGLE_EE
Reporting Change	HR_TRANSACTION_SAVED_MULTI_EE

If the update to the database is a success, the system checks to see if the administrator needs to be notified. The system sends the following email, if the check boxes for Notify On Success or Notify on Warnings on the Admin Notification Setup page are selected, or if the system updated the database with a future dated row:

For	Template
Change Full/Part Status Change Location Retire Employee Terminate Employee
Promote Employee Transfer Employee	HR_CI_UPDATE_SUCCESS HR_CI_WARNINGS_SINGLE HR_CI_FUTURE_ROWS_EXIST
Reporting Change	HR_CI_UPDATE_SUCCESS_MULT HR_CI_WARNINGS_MULTI HR_CI_FUTURE_ROWS_EXIST_MULTI