1. Implementing Your Agency
  2. Implementing Compliance and Regulation Using Functional Setup Manager

3Setting Up Your Agency Staff

Setting Up a Fusion Business Unit and Legal Entity

This topic discusses the one-time setup for Public Sector Compliance and Regulation administrators who are not using Fusion Human Capital Management (HCM), Enterprise Resource Planning (ERP), and Sales Cloud.

If you have implemented both Fusion Financials and Public Sector Compliance and Regulation (PSCR) services, then you must ensure that you migrate Financials Business Unit related tasks before any PSCR migrations. Migrate any changes you have made to the business unit configurations in the Financials offering before the Public Sector offering or the implementation projects are migrated from a non-production environment to your production environment.

The following setup steps are prerequisites for creating an agency staff in the system.

Note: For Fusion HCM, ERP, and Sales Cloud customers, these steps are not required as the business unit and legal entity are already set up.

Configure the following tasks in the order mentioned here:

  1. Set up reference data sets (to create a Set ID)

  2. Create a business unit

  3. Create a legal address

  4. Create a Legislative Data Group

  5. Create a Legal Entity

  6. Register a Legal Entity

  7. Create Legal Entity HCM Information

Setting up Reference Data Sets

  1. Select the Setup and Maintenance tile on the Agency Springboard. On the Setup page, select the offering: Public Sector Permits or Public Sector Planning and Zoning and then select the Agency Staff functional area.

  2. On the right panel locate the Manage Reference Data Sets task and click the row to open the Manage Reference Data Sets page.

  3. On the Manage Reference Data Sets page, click the New button and include values for the fields:

    Page Element

    Description

    Set Code

    Enter a code value that represents your agency.

    Set Name

    Enter a name that represents your agency.

    Description

    Enter a description about your agency.

  4. Click Save and Close to save the newly created SetID.

Creating a Business Unit

  1. Select the Setup and Maintenance tile on the Agency Springboard. On the Setup page, select the offering: Public Sector Permits or Public Sector Planning and Zoning and then select the Agency Staff functional area.

  2. On the right panel locate the Manage Business Units task and click the row to open the Manage Business Units page.

  3. On the Manage Business Unit page, click the New button and include values for the fields:

    Page Element

    Description

    Name

    Enter a name for the business unit.

    Default Set

    Select the SetID you created in the previous section

  4. Click Save and Close to save the newly created business unit.

Creating a Legal Address

  1. Select the Setup and Maintenance tile on the Agency Springboard. On the Setup page, select the offering: Public Sector Permits or Public Sector Planning and Zoning and then select the Agency Staff functional area.

  2. On the right panel, locate the Manage Legal Addresses task and click the row to open the Manage Legal Addresses page.

  3. On the Manage Legal Addresses page, click the New button and enter the agency address in the Agency Line 1 field. The other fields are optional.

  4. Click OK to return to the Manage Legal Addresses page and click Save and Close to save the newly created address.

Creating a Legislative Data Group

  1. Select the Setup and Maintenance tile on the Agency Springboard. On the Setup page, select the offering: Public Sector Permits or Public Sector Planning and Zoning and then select the Agency Staff functional area.

  2. On the right panel, select the task named Manage Legislative Data Group and click Select to open the Manage Legislative Data Groups page.

  3. On the Manage Legislative Data Groups page, click Create to enter the new legislative data group details.

  4. Enter your legislative data group name in the Name field. Search and select your country from the Country field.

  5. Click Submit to save and return to the Manage Legislative Data Group page.

  6. Click Done.

Creating a Legal Entity

  1. Select the Setup and Maintenance tile on the Agency Springboard. On the Setup page, select the offering: Public Sector Permits or Public Sector Planning and Zoning and then select the Agency Staff functional area.

  2. On the right panel, locate the task named Manage Legal Entity and click to open the Select Scope page.

  3. On the Select Scope page select the Manage Legal Entity task radio button.

  4. Click the Legal Entity drop-down and select Create New. Click Apply and Go to Task button to open the manage Legal Entities page.

  5. On the Manage Legal Entities page, click the New button to open the Create Legal Entity page and enter values for the fields:

    Page Element

    Description

    Country

    Select the country (United States is the default selection)

    Name

    Enter the name of your agency

    Legal Entity Identifier

    Enter a code for your agency

    Payroll Statutory Unit

    Select the checkbox

    Legal Employer

    Select the checkbox

    Legal Address

    Select the legal address (created in the previous section) using the Search and Select page.

    EIN or TIN

    Enter your agency’s EIN or TIN value. You can enter a value of your choice if you do not have EIN or TIN for your agency.

    Note: If you are using Fusion HCM or Fusion ERP, the value you enter here must be legitimate. It is recommended that you refer to Fusion documentation to know about the required value for entry in the field.

    Legal Reporting Unit Registration Number

    Enter your agency’s legal reporting unit registration number. You can enter a value of your choice if you do not have a registered number for your agency.

    Note: If you are using Fusion HCM or Fusion ERP, the value you enter here must be legitimate. It is recommended that you refer to Fusion documentation to know about the required value for entry in the field.

  6. Click Save and Close to save the newly created legal entity.

Registering a Legal Entity

  1. Select the Setup and Maintenance tile on the Agency Springboard. On the Setup page, select the offering: Public Sector Permits or Public Sector Planning and Zoning and then select the Agency Staff functional area.

  2. On the right panel, select the task named Manage Legal Entity Registration and click Select to open the Select Scope page.

  3. On the Select Scope page select the Manage Legal Entity Registrations task radio button.

  4. Click the Legal Entity drop-down and choose Select and Add. Select Click Apply and Go to Task button to open the Manage Legal Entities page.

  5. On the Manage Legal Entities page expand the Search section and enter the legal entity name you created in the previous section. Click Search.

  6. Select the row from the search results and click Save and Close, to save the entity and open the Manage Registrations page.

  7. View your values on the new Manage Registrations page and click Done to confirm and complete the registration process.

Creating Legal Entity HCM Information

  1. Select the Setup and Maintenance tile on the Agency Springboard. On the Setup page, select the offering: Public Sector Permits or Public Sector Planning and Zoning and then select the Agency Staff functional area.

  2. On the right panel, select the task named Manage Legal Entity HCM Information and click Select to open the Select Scope page.

  3. On the Select Scope page select the Manage Legal Entity HCM Information task radio button.

  4. Click the Legal Entity drop-down and choose Select and Add. Click Apply and Go to Task button to open the Manage Legal Entities page.

  5. On the Manage Legal Entities page expand the Search section and enter the legislative data group you created in the previous section. Click Search.

  6. Select the row from the search results and click Save and Close, to save the entity and open the Legal Entity page.

  7. On the Legal Entity page, click Edit and then click Update to open the Update Legal Entity page to enter an action reason.

  8. On the Update Legal Entity page, select Action Reason drop-down button and select the option Reorganization. Click OK to save and return to the Legal Entity page.

  9. On the Legal Entity page, select the Payroll Statutory tab to associate the data group to the HCM legal entity.

  10. Under the Payroll Statutory Information section select the Associated Legislative Data Group drop-down. Search and select the legislative data group you created using the previous section.

  11. Click OK to return to the Edit Legal Entity page. Click Submit and then click Done to complete the creation of a Legal Entity HCM Information.

For information on creating an employee record, refer to the documentation Managing Agency Staff Profiles.

Defining Job Titles

This topic discusses how to define job titles for agency staff.

Defining Job Titles

Administrators define new job titles using the Job Titles page:

  1. Select Agency Staff > Job Title.

  2. The Job Title page lists all the job titles defined.

  3. Click Details for a row to open the Job Title Detail page and view and edit the details of the job title.

  4. Click Add to open the Job Title Detail page and define a new job title.

  5. Enter various details and click Save to save the new job title and return to the Job Title page.

Setting Up Agency Staff

This topic provides an overview of job functions along with a list of delivered Job Functions, and discusses the how to set up Fusion Business Units and Legal Entities for Public Sector Compliance and Regulation services.

Job Function Overview

Job functions are assignments made to staff members using the Manage Agency Staff page. Job Function helps you in assigning job specific attributes to an agency staff member. For example, you can assign the job function of a Building Inspector to an agency staff member and set up attributes such as Inspector District and Schedule.

Job Function

Section and Usage

Building Inspector

  • Work Schedule — Inspections: Determine the work schedule of the Inspector.

  • Inspection Districts — Inspections: Determine the districts an inspector is assigned to.

  • Inspection Types — Inspections: Determine if the inspector can be assigned to a given type of inspection.

  • Permit Types

Business Analyst

  • Inspection Districts

  • Inspection Types

  • Permit Types

Chief Building Officer

  • Inspection Districts

  • Inspection Types

  • Permit Types

Inspector Supervisor

  • Work Schedule — Inspections: Determine the work schedule of an Inspector supervisor.

  • Inspection Districts — Inspections : Determine the districts an inspector is assigned to.

  • Inspection Types

  • Permit Types

Economic Development Officer

Permit Types

Finance Administrator

  • Inspection Districts

  • Inspection Types

  • Permit Types

Permit Technician

  • Inspection Districts

  • Inspection Types

  • Permit Types

Plan Coordinator

Permit Types

Plan Reviewer

  • Permit Types— Determine the permit types that this plan reviewer can be assigned to.

  • Plan Reviewer Department— Determine the plan reviewer department that this plan reviewer belongs to. This grouping by plan review departments appears as an option in the drop-down menu that can be used while assigning a plan reviewer to a plan review.

Principal Planner

Permit Types

Cashier

  • Permit Types

  • Cashier ID — Cashiering: Determine Cashier ID of the Cashier

Planner

  • Planning Application Types— Determine the application types that this Planner can be assigned to.

  • Pre-application Meeting Schedule — Determine the availability of the planner for scheduling pre-application meetings.

Setting Up Fusion HCM Business Units and Legal Entities for Public Sector Compliance and Regulation Services

If you are an existing Fusion customer and if you have already set up business units and legal entity, then you can assign the same for your Agency Staff. However, if you are a new Public Sector Compliance and Regulation-only customer then as a prerequisite for entering Agency Staff data, you need to create one business unit and one legal entity that can be used for your agency staff.

See Setting Up a Fusion Business Unit and Legal Entity.

Configuring Agency Job Groups

This topic provides an overview of the Agency Staff Group Configuration and discuss the procedure to configure agency job groups.

You can use the Agency Staff Groups for identifying a common set of Job attributes that can be applied to a group of Employees.

Groups provide the flexibility to assign attributes at various levels. You can define a group for a given department, division, or for specific districts based on the commonalities of the job attributes.

Examples of Groups are:

  1. Inspectors working in District A

  2. Permit Technicians responsible for Fence Permits

You can configure a group with default Job Functions and their attribute values for your users.

Users entering their employee profile information can select a group job function, which results in loading default job functions and their attribute values automatically populated.

Note: Users cannot edit the job function attribute values on the Agency Staff page when using the Job Group function.

Configuring Agency Job Groups

Administrators set up and configure the agency staff group on the Job Group page. Agency users can select a group on the Agency Staff Profile page, and a default set of job functions and attribute values are assigned to the employee. To set up the job functions and attributes for a group:

  1. Select Agency Staff > Job Group.

  2. On the Job Group page, click Add to add a new group or Edit to change the group attributes. Click Add.

  3. Enter the details of the job group on the Job Group Details page.

  4. Verify that the Enabled switch is turned on if you want to enable this group when you save. This switch is turned on by default for a new group.

  5. Under the Job Function section, click Add to select job functions and include their attributes.

  6. Click Save to return to the Job Group page.

Note: Agency users select the group from a list on the Agency Staff page. The job functions and their corresponding attributes cannot be changed by users.

Managing Agency Staff Profiles

This topic discusses how to manage agency staff profiles.

Managing Agency Staff Profile

Administrators set up the agency staff profile on the Agency Staff page. Select Agency Staff.

  1. Select Agency Staff

  2. On the Agency Staff page, click Add to add a new agency staff member – employee.

  3. On the Agency Staff Profile page, you add values to the various fields. For the Business Unit and the Legal Entity, see the documentation Setting Up a Fusion Business Unit and Legal Entity .

    Page Element

    Description

    Select Existing Fusion Worker

    Turn on the switch to allow the search and selection of an existing Fusion employee. The following fields are display only, populating details from Fusion information:

    • Person ID

    • Person Number

    • Hire Date

    • Business Unit

    • Legal Entity

    • Generated User Account

    • Send Credential Email

    • User name

    Worker ID

    Enter an ID or click the prompt to open the Look Up page and search for the Fusion employees. You can sort the search results by any of these:

    • Worker ID

    • First Name

    • Last Name

    • Email Address

    • Hire Date

    • Phone Number

    • Business Unit Name

    • Legal Employer

    • Manager Person ID

    Select an employee row from the search result on the Look Up page and the details are populated on the Agency Staff page.

    Person Type

    Select a type of staff member from the options: Employee

    Enabled

    Set a status for the staff member from the options:

    • Active

    • Inactive

    Note: You set the status to Inactive when the employee is inactivated in your HR system. If you are a Fusion HCM/ERP/Sales Cloud customer then the inactivation of Employees in HCM will not automatically inactivate the Employee data in Public Sector Cloud. You must manually update this field.

    Is a Supervisor

    Turn on the switch if the employee is a supervisor.

    Job Group

    Select a group to assign a job group section with the relevant job functions. Accordingly, the system populates the Job Group Assignments section.

    Note: You cannot make any changes to the values in the job group assignments on this page. To update the values, navigate to the Job Group page.

  4. Click Save to save the agency staff profile and return to the Agency Staff page.

Job Function Assignment without using Agency Job Groups

You can assign job functions to employees directly, without having to use Job Groups.

  1. On the Agency Staff page search and select the employee that you want to add job functions to.

  2. Under the Job Function section, click Add to select job functions and include their attributes.

  3. Click Save and return to the Agency Staff page to view the job function assignments.

To include job functions using Agency Job Groups, see the documentation Configuring Agency Job Groups.

Assigning Agency Security Access

Administrators assign roles to various staff members. The security roles assigned to an employee determine the navigations and data that the user can access.

  1. Select Agency Staff and then select Agency Staff Access. The Agency Staff Access page lists all the agency staff members.

  2. You can click the chevron for a row to view the employee access details. This page lists all the security roles assigned to the employee user. You can add new security roles to the employee on this page.

  3. Click the Add New Role button to open the Role Detail page and assign a role for the user.

  4. Click Save to save your changes and return to the Agency Staff Access page.

  5. Click Save to save the changes you made to the Agency Role details of the staff member.

  6. You can add or delete the security roles assigned to the user on this page.

Note: All Agency users must be assigned the PSC Agency Staff role. Additionally job specific roles can be assigned to the user. For the complete list of security roles, you can refer to the Security Reference Manual. Also refer to Using the Security Console.
Note: For users requiring access to Permits, in addition to the PSC Agency Staff and job specific roles such as PSC Permit Technician, PSC Plan Reviewer and others, you must assign the following roles to the users: CUSTOM_MANAGE_PERMITS, CUSTOM_MANAGE_PERMITS, and CUSTOM_PSC_MANAGE_PERMITS_AGENCY.

Importing Agency Staff Data

This topic explains how to prepare and import agency staff resource data from an external data source into Public Sector Agency Staff tables using the File-Based Data Import feature.

Agencies with Fusion HCM implementation: File-based data import can be used if your agency has implemented Fusion HCM. You either enter employee details manually into the Public Sector Agency Staff tables using the PSCR user interface (Agency Staff page) or run the schedule import process to copy the employee data.

Agencies without Fusion HCM implementation: If your agency has not implemented Fusion HCM and you are using a third-party application to maintain employee information, you can use the import process to copy data from the third party tables into the Public Sector Agency Staff tables.

In addition to the removal or inclusion of employee records, data changes can include changes to the details of an employee, such as the address, email, role, or designation.

Scheduling the Employee Data Import and Export Process

Administrators can set up a schedule to process a batch file that imports employee data from a .CSV file into the Public Sector Agency Staff tables. The imported data file, which is usually generated from a third-party application, can be used to set up and periodically update user details within Public Sector Agency Staff.

Using the Predefined Template to Import Data using File-Based Data Import

Public Sector Compliance and Regulation provides a template to help you import data using the File-Based Data Import tool. The Import template is a spreadsheet that includes the commonly used fields, in addition to the required, along with instructions to use them.

You can download the template by clicking this link: Agency Staff Import Template spreadsheet file.

Importing Employee Data

  1. Access the File Import and Export page from the Fusion application by clicking Navigator > File > Import and Export .

  2. On the File Import and Export page, in the Search Results section, click the Add button to upload the template zip file to the Universal Content Management (UCM).

  3. On the Upload File modal page, click Browse and select the file for upload. Use the Account field to select the account for the file you are uploading.

  4. Click Save and Close. You will see the file listing on the File Import and Export page with the details of the upload.

Scheduling the Import Export process using File-Based Data Import

  1. Access the Scheduled Processes page from the Fusion application Navigator > Tools > Scheduled Processes.

  2. On the Scheduled Process page, click the Schedule New Process button and enter values for the fields on the Schedule New Process modal page:

    Page Element

    Description

    Type

    Ensure that the Job option is selected.

    Name

    Search and select the Load Interface File for Import value from the list of names.

    Description

    Displays a description about the selected process.

  3. Click OK. The service now opens the Process Details page for you to select the import process for the process name you entered in the above step:

    Page Element

    Description

    Import Process

    Click the drop-down menu, search and select the Import Agency Staff value using the lookup list.

    Data File

    Click the drop-down menu and select the generated ZIP file you uploaded earlier, as described in the previous section.

  4. Click Submit and accept the confirmation message to complete the submission.

Note: The submission only confirms that the files are sent for processing. To view the details of the completed process, you must access the log file. The log file lists all the successfully processed records and the records that are in error, with the details of the error.

Records in Error

Note: When you fix the errors in the spreadsheet and prepare to resubmit it for processing, you must delete the records that were processed successfully in the previous run.All the records preceding the ones in error are created in the Public Sector Agency Staff tables. Resubmitting the template having those records results in creating duplicate entries of the staff records.

Scenarios for importing employee data from a third-party system to Public Sector Agency Staff profile

Prerequisite

The scenarios listed here assume that the following prerequisite has already been set up: Each record in the template should contain a unique identifier called the Interface ID. The interface ID is used as a key identifier while establishing parent-child relationships across the pages of the template spreadsheet.

Consider importing the employee details into the tables of Public Sector Agency Staff. You can perform the following actions using the Import template:

  • Add a new staff member

  • Assign personal attributes

  • Assign job functions and attributes

  • Assign roles

  • Disable an agency profile

The following scenarios detail how you can create a new agency staff record and seamlessly update various parameters of your existing agency staff.

Note: The InsertUpdateFlag field on the Import template is the determining factor as to whether the record is for a new agency staff or for updating an existing agency staff. Enter the value “I” if you are inserting a new record, or “U” if you are updating an existing record. Also note that the Person Number field is mandatory if you are updating a record.

Scenario 1: Adding a new agency staff

Consider creating a new agency staff record staff in your Public Sector Agency Staff.

If your agency is not a Fusion HCM customer, you use the template to enter details in all the pages of the template spreadsheet and then schedule the import process to import the newly added employee record. You must enter the value “I” in the InsertUpdateFlag field to qualify the record as a new agency staff entry.

The following example shows the data on the spreadsheet detailed in the above scenario – Adding a new staff member.

Record Number

*Interface ID

*InsertUpdateFlag

*First Name

*Last Name

*Email

*Business Unit

*Legal Entity

1

467436

I

John

Simmons

john.s@example.com

Sample Corporation

Sample Corporation

2

467437

I

Robert

James

robert.j@example.com

Sample Corporation

Sample Corporation
Note: The above example displays a limited number of fields. For a complete list of fields, refer to the Import template spreadsheet.

If your agency has implemented Fusion HCM, you use the HCM loader or enter the necessary employee details manually. In such cases, the following PSCR specific attributes are required to be updated:

  • Job Title

  • Agency Department

  • Agency ID

  • Agency Location

  • Job Group

  • Is Supervisor

  • Enabled

Scenario 2: Updating personal details of an agency staff

Consider updating changes to the personal details of an agency staff in your Public Sector Agency Staff. You can perform the following actions:

  • Change work phone number

  • Change location

  • Change department

  • Change job title

  • Assign job group

  • Revoke job group

  • Change supervisor status

The following example shows the data on the spreadsheet detailed in the above scenario.

Record Number

*Interface ID

*Person Number

*Work Phone Number

*Location

*Department

*Job Title

*Is Supervisor

1

467436

PERNUM8

16348773

300100168879616

1001

Agency Staff

Y

2

467437

PERNUM9

32178939

300100168879616

1001

Building Inspector

N
Note: The above example displays a limited number of fields. For a complete list of fields, refer to the Import template spreadsheet.

Scenario 3: Updating job functions and their attributes

Consider updating changes to job functions and their attributes of an agency staff in your Public Sector Agency Staff. You can perform the following actions:

  • Assign job functions and attributes

  • Assign additional job attributes to existing functions

  • Remove job attributes

  • Remove job functions

The following example shows the data on the spreadsheet detailed in the above scenario.

Record Number

*Interface ID

*Assignment Flag

*Person Number

Agency ID

Job Function ID

Job Attribute

Attribute Value

1

467436

I

PERNUM8

1

ORA_BUILDING_INSPECTOR

ORA_INSPECTION_TYPES

Plumbing

2

467437

D

PERNUM9

1

ORA_CASHIER

ORA_CASHIER_ID

7574343

Scenario 4: Updating roles

Consider updating roles of an agency staff in your Public Sector Agency Staff. You can perform the following actions:

  • Assign additional roles

  • Revoke roles

The following example shows the data on the spreadsheet detailed in the above scenario.

Record Number

*Interface ID

*Role Action

*Person Number

*Role Name

1

467436

A

PERNUM8

Employee

2

467437

R

PERNUM9

Application Implementation Consultant

Scenario 5: Disabling agency staff profile

Consider disabling an agency staff profile in your Public Sector Agency Staff. You can perform the update without having to make any manual entry in your records. The user interface as well as the Import Agency Staff functionality allow you to disable agency staff profiles.

The following example shows the Enabled field on the spreadsheet, as detailed in the above scenario.

Record Number

*Interface ID

*Person Number

*Work Phone Number

*Location

*Department

*Job Title

Enabled

1

467436

PERNUM8

16348773

300100168879616

1001

Building Inspector

Y

2

467437

PERNUM9

32178939

300100168879616

1001

Agency Staff

N
Note: The above example displays a limited number of fields. For a complete list of fields, refer to the Import template spreadsheet.