PeopleSoft HRMS 9.1 Core HR

Transcription

PeopleSoft HRMS 9.1
Core HR
PeopleSoft HRMS 9.1 – An Introduction
Agenda
• Business Process Overview
• Setting Up Core Foundation Tables
• Adding People in PeopleSoft System/ Person Model
• Maintaining Person and Job Data
Business Process Overview
• PeopleSoft HRMS Products and Human Resources
– This diagram illustrates how Human Resources integrates with the HRMS
products
– The core PeopleSoft Human Resources tables that we establish serve as the
foundation for all PeopleSoft HRMS application
• Human Resource Business Process Categories and Capabilities
– This diagram shows the navigational categories we use to manage job
functions
• Types of PeopleSoft Tables
– The PeopleSoft Human Resources application stores information in various
types of tables. These tables each serve different purposes. They all function
as foundation tables for storing an organization’s human resources data
– These table types include:
• Translate table
• Processing and defaulting tables
• Control tables
• Transaction tables
• Role of the Translate Table
– The Translate table functions as an all-purpose data dictionary, and comes
with a wide range of information already defined. Values can be added or
inactivated as necessary, but should not be modified or deleted
– As a general rule, translate values share these characteristics:
• The codes allocated to these values are between one and four characters long
• They are tracked by long and short descriptions of these values
• They do not need to be updated often
• They are effective-dated
• No other fields should be related to this field
• Role of the Translate Table
– PeopleSoft delivers a wide range of translate values. These values are
typically maintained in the Application Designer, but power users with
security access can add additional translate values to an application online
– Navigation : PeopleTools, Utilities, Administration,Translate Values
• Processing Rules and Defaulting Tables for Human Resources
– The following components allow to update tables that are related to
processing and defaulting that are important to the PeopleSoft Human
Resources implementation process:
• Installation Table
• Org Defaults by Permission List
• Business Unit Options Defaults
• TableSet Control
• Components Used to Set Up Implementation, Processing Rules, and
Defaulting Tables
• Core Human Resources Control Tables
– The following components represent control tables that serve as the core
foundation tables for organization's human resource systems
• Company - Set Up HRMS, Foundation Tables,Organization, Company
• TableSet Ids - PeopleTools, Utilities, Administration,TableSet Ids
• Business Unit - Set Up HRMS, Foundation Tables,Organization, Business Unit
• Establishment (not used by all) - Set Up HRMS, Foundation
Tables,Organization, Establishment
• Location - Set Up HRMS, Foundation Tables,Organization, Location
• Departments - Set Up HRMS, Foundation Tables,Organization, Departments
• Comp Rate Code Table - Set Up HRMS, Foundation Tables,Compensation
Rules, Comp Rate Code Table
• Core Human Resources Control Tables
– The following components represent control tables that serve as the core
foundation tables for organization's human resource systems (continued)
• Salary Plan and Salary Grades (Optional) - Set Up HRMS, Product
Related,Compensation, Base Compensation, Salary Plan
• Job Code Table - Set Up HRMS, Foundation Tables, Job Attributes, Job Code
Table
• Pay Group Table - Set Up HRMS, Product Related, Payroll for North American,
Payroll Processing Controls, Pay Group Table
• Transaction Tables
– When a person is added or job data is maintained in the system, various
tables throughout the system are getting written
– Listed below are some of the transaction tables used to store and administer
person information when Add a Person, Modify a Person, or Job Data
related components are used:
• Person
• Person National Ids
• Names
• Job
• Addresses
• Person Org Assignments
• Effective Dated Personal Data
• Table Setup Consideration
– When working with PeopleSoft system tables, there are setup considerations
that you need to make:
• Sequence of table setup – PeopleSoft is a table-driven system, so we must set up the tables that “drive”
the system before we can perform any worker level activities
– Foundation tables serve as the structure for our PeopleSoft system. Focus
on important foundation tables that must be set up to implement PeopleSoft
HR
– The sequence of table setup is based on data dependencies.
» Example: You may enter a value for Company on the Department table.
In order for that to occur, the Company needs to be set up first.
• Human Resources Foundation Table Setup Sequence
– This diagram represents the core human resources foundation table setup
sequence
• Human Resources Foundation Table Setup Sequence
– The SetID, Business Unit, and TableSet Control tables can be established
before or after setting up the Company and Installation tables
– White Boxes represent : Processing and defaulting rules table
– Dark Blue Boxes represent : Standard Control Table
– Light Blue represent : Control table that may not be required by all countries
– All the tables with asterisks (**) need to have the setID established before
creating values contained within the table
– The Department table enables customers to associate a company and
location to each department. (Therefore, it is logical for the company and
location to be established in the system first)
• Table Setup Consideration
– When working with PeopleSoft system tables, there are setup considerations
that you need to make:
• Default values - Before setting up system default values, we need to consider
whether they will be of use to our organization
– For example, if an organization typically uses one pay group for its workers,
it would be useful to set up a system default on the Company table to
automatically default the pay group at the job level
• Effective dates - PeopleSoft contains effective-dated logic that enables us to
maintain a chronological history for our person and organization data
• Actions - The action that we select (Add, Update/Display, Include History, or
Correct History) will depend on the type of activity that we want to perform
• Defaulting Options Consideration
– Consider the following when determining default values in the system:
•
A default is a predefined value that the system inserts into a field on a particular
page or table for you, generally based on other information that a user has
entered
• Before setting up your system default values, you need to consider whether they
will be of use to your organization
•
Usually an 80 percent rule is helpful in determining if it is worth setting up a
system default
• Example : If an organization typically uses one pay group for its workers, it would
be useful to set up a system default on the Company table to automatically
default the pay group at the job level.On the other hand, if your organization
typically uses two or three different pay groups equally, it may not be of use to set
up your system default to one specific pay group
• Three Effective Date Types
– The system categorizes effective-dated rows into three basic types:
• Future
• Current
• History
– Effective dates enable you to keep history, current, and future information in
tables. When you update existing information, you do not want to lose or
overwrite the data already stored in the database.
– To retain historical data, you can insert a new data row identified by the date
when the information goes into effect: an effective date.
– An effective date is a key field in a table , but it is not typically a search key
• Four Action Types
– The action that you select tells PeopleSoft the type of activity you want to
perform on the database
– The following four action types are available:
• Add - With Add, you can add a new row of information to the database with a new
high-level, primary key. If you think of it in terms of a file cabinet, you are adding a
new file folder to the filing cabinet.
• Update/Display – With Update/Display, you can view only current and future rows-you cannot
access history.
– You can insert new rows with an effective date greater than or equal to the
date on the current row.
– You can correct only existing future-dated rows. This is the default action
when enteringa page
• Four Action Types (Continued)
– The following four action types are available: (continued)
• Include History – With Include History, you can view all data.
– But, as with Update/Display, you can correct only existing future-dated rows.
– And you can insert new rows with an effective date greater than or equal to
the current row
• Correct History – With Correct History, you can view, change, and insert rows of data
regardless of the effective date.
– Because this option is so powerful, be careful whom you allow access to
using it—you do not want to lose valuable information by having people
overwrite or change historical data
• Four Action Types (Continued)
– Depending on the type of row and action type, you have different editing
capabilities
• Properties of Foundation Tables
Agenda
Setting Up Core Foundation Tables
• Human Resources Foundation Table
– We will discuss the foundation table components in the first column of this
diagram
• Entering Processing and Defaulting Rules on the Installation Table
– When you install PeopleSoft HRMS, you must complete the Installation
Table
– This table is where you:
•
Specify PeopleSoft HRMS applications to be implemented
• Set HRMS options
• Set product-specific and country-specific information
• Select installed countries
• Set system counters
• Enter third-party information
• Enter alternate-character information
• Entering Processing and Defaulting Rules on the Installation Table
– Installation Table tells the system what PeopleCode processing is required,
such as high-level default options and system counters
– Most defaults in PeopleSoft HRMS come first from the Org Defaults by
Permission Lst component and not the Installation Table pages
– When you make a change within the Installation Table, you must sign off all
clients, stop and restart your application server, and then sign back on again
to have the change take effect
• Selecting Products on the Installation Table
– The Products page provides general system information, such as which
PeopleSoft HRMS applications you are using as part of your installation
– When the system is delivered, all check boxes are cleared. However, during
the installation loading process the appropriate check boxes should be
selected automatically
– For example, no processing occurs behind the Human Resources check
box, but if the check box did not get selected during the load of the Human
Resources product, it would indicate that something might not have loaded
properly
• Selecting Products on the Installation Table
– Navigation : Set Up HRMS, Install, Installation Table
• Defining HRMS Options on the Installation Table
– Navigation : Set Up HRMS, Install, Installation Table
– On the HRMS Options page, you specify:
• How to manage your workforce: by worker, by position, or both
• PeopleSoft HRMS defaults that are related to your organization’s policies
• Capabilities of compensation functionality
• Defining HRMS Options on the Installation Table
– Company
• Select the default company code. The system uses this default in several tables
in PeopleSoft Human Resources
• For a single-company organization, enter the code for that company; for
multicompany environments, determine which company is most appropriate
– Standard Hours
• Min Standard Hours (minimum standard hours) and Max Standard Hours
(maximum standard hours)
– Enter the minimum and maximum standard hours that workers are expected
to work in the standard work period. The system enters this information as
default values but you can override the values on either the Job Code
component (JOB_CODE_TBL) or Position Data component
(POSITION_DATA)
• Defining HRMS Options on the Installation Table (continued)
– Standard Hours
• Default Standard Hours
– Enter the number of hours in a standard work period at the company
– This is a required field
– When you define preferences for a primary permission list, the standard
hours appear by default from the Installation Table
– The value that you enter also becomes the default standard hours value for
a job in the Job Code Table component and the default standard hours value
in the Salary Plan Table component (SALARY_PLAN_TABLE)
• Work Period
– Select a standard work period (the time period in which workers must
complete the standard hours). Values are stored on the Frequency table
– Position Management Options
• Full
– The system expects that you track position data for all people in your
organization and that you drive your human resource system by position, not
by person
• Partial
– The system uses whatever position data is available, but doesn't require that
you track your entire organization using position management
• None
– You drive your system by person. You can still assign position numbers to
people, but the system doesn't use position data for job records, such as
work phone or mail drop ID
– Position Management Options
• Online Update Incumbent Limit
– The system uses this number to capture the maximum number of
incumbents in a position that will be updated online
– The system default is 50, but you can adjust this amount based on your
organization's server capabilities
– If the number of incumbents for the position does not exceed the limit set
here, the incumbent data is updated online
– When saving data in the Position Data component, and the number of
incumbents for the position exceeds the limit set here, the system will
display a message that the update of incumbent data will be done through a
batch process. The process is scheduled and another message with the
process instance number of the job displays`
– Compensation Rate Codes
• Default Compensation Frequency
– Select the value to use for reporting salaries. This field is required. The
system also uses this value as the default compensation frequency in the
Job Code Table
• Use Rate Code Groups
– Select if your organization bundles rate codes to apply percentages when
calculating compensation
• Use Salary Points
– Select if your organization uses rate codes that have the rate code type
points
– Compensation Rate Codes
• Multi-Step Grade
– Select if your organization uses a multistep/grade salary plan. This causes
the system to use the Salary Step Components page
(SALARY_PLAN_T3GBL) to determine compensation rates
– Currency
• Multi-Currency
– Select if you use different types of currency to pay people. This option
affects only PeopleSoft Enterprise Payroll for North America. PeopleSoft
Global Payroll uses a separate multicurrency in the payroll system
– Currency
• Base Currency
– Select a currency code from the values in the Currency Code page
(CURRENCY_CD_TABLE). The code you select is the default currency that
the system uses to calculate compa-ratios (percent through range
calculations) and all total amounts on pages and reports for PeopleSoft
Human Resources, regardless of the currency that is used for individual line
items
• Rate Type
– Identify the default rate type on which your currency conversion is based.
The system checks the Org Defaults by Permission Lst component for a
default rate type first; if none is specified, it looks at this value
• Entering Product Specific Processing on the Installation Table
• Entering Product Specific Processing on the Installation Table
– The Product Specific page enables you to:
• Activate specific benefit functionality
• Specify payroll options and accounting interfaces
• Indicate that your organization comprises of more than one company. You would
also select this option to support Pension Administration functionality in the
United States
• Automatic Job Termination
– Select to automatically terminate any job that has an end date. The system
does this by creating a termination row for the job
• Automatic Job Suspension
– Select to activate substantive job suspension for workers working in
temporary assignments where the substantive job requires suspension for
the duration of the assignments.
• Identifying Country Specific Functionality
• Identifying Country Specific Functionality
– Use the country pages to specify the local country functionalities that your
organization wants installed and made available to users in PeopleSoft
Human Resources
– If a local country check box is selected on the Installed HR Countries page,
but organizations do not grant country access to the users’ primary
permission list on the SetUp HRMS, Security, Component and Page
Security, Setup Global Security component, users will not see local country
functionality
• Setting System Counters
• Setting System Counters
– Throughout PeopleSoft HRMS, several counter fields exist, including EmplID
(employee identification) and Person ID (person identification)
– Organizations can enter numbers manually or let the system automatically
assign identification numbers
– To have the system assign the counters:
• On the Last ID Assigned page, indicate the number prior to the one the system
should use to start assigning numbers
• Do not enter a number in the ID field when adding anew value. The system will
assign the next sequential number from the appropiate counter field on the Last
ID assigned page
• Entering Third Party and System Parameters
– Organization Chart
• Enter the type of third-party program that your organization is using to create
organization charts using your HR data
• Setting up a Company
– Navigation : Set Up HRMS, Foundation Tables, Organization, Company
• Setting up a Company
– The purpose of the Company table is to define an organization’s legal
business entities
– If you're using only PeopleSoft Human Resources, you enter information only
on the Company Location page (COMPANY_TABLE1) for each company
that you want to add
– When setting up your companies, remember the following guidelines:
• A default pay group can be associated with a company on the Default Settings
page.The system automatically enters this pay group on the workers’ Job Data,
Payroll page when you enter the company. It can be overridden
• If using PeopleSoft Global Payroll, organizations must enter additional, payroll
specific company information on the Pay Entity page if the pay entity is the same
as the company. This is done in PeopleSoft Global Payroll
• Setting Up a Company
– Entering Company Phone Numbers and Processing Controls
• Use the Company – Phones page to :
– Select the company's industry
– Enter Phone numbers
– Setting Up Company Full Time Equivalency Rules
– Defining the FTE precision for a company allows flexibility in FTE
calculations and improves precision in FTE and FTE-related calculations
such as worker compensation
– Consider the following points when setting up full time equivalent rules for a
company
• Use the Rules Definition page to enter the amount of places used after the
decimal to calculate FTE for a company
• You are allowed to use up to six decimal places for calculation
• If you enter 0 in the FTE Decimal Precision field, the system rounds the FTE to
the nearest whole number
• These rounding rules are effective dated
– Activity 1 : Creating a Company
• Implementation Table Defaults
– This diagram shows the implementation default options that are available
from the Installation and Company Tables:
• We will discuss the foundation table components in the second column of this
diagram :
• Setting Up SetIDs, Business Units, and TableSet Sharing Tables
– This diagram shows the steps that you take prior to setting up control tables
that use SetID as a high-level key
– Prior to setting up your other Human Resources control tables, you should
complete the following table setup in the specified components:
• 1. Create setIDs in the TableSet IDs component (SETID_TABLE)
• 2. Create your business units in the Business Unit component
(HR_BUSINESS_UNIT)
• You can also create setIDs from this table if it uses the same code as your
business unit
• 3. Access the TableSet Control component (SET_CNTRL_TABLE1) for each of
your business units, and map the appropriate setID to each record group
• 4. Define your business unit defaults in the Business Unit Options Defaults
component (BUS_UNIT_OPT_HR)
– Business Units, SetIDs, and TableSets
– Business Units
– When deciding how to establish business units within PeopleSoft HRMS,
remember that:
• No predetermined definitions of business units are available for PeopleSoft
Human Resources as they are for department and company. Each customer can
use this organizational level as they like
• A business unit does not need to signify a legal entity in PeopleSoft Human
Resources, as in the PeopleSoft Financial product; instead it is a way of tracking
and reporting specific business information
• Business units are associated with a person’s job, position record, or both
• Business units are another way to associate people (the human resources in your
company) with the company’s organization for HR purposes
– Business Units
– When deciding how to establish business units within PeopleSoft HRMS,
remember that:
• Business units offer your organization a flexible structuring device through which
you can implement HRMS based on how your business is organized
• Your business units may, for example, be companies, agencies, subsidiaries,
divisions, departments, or branch offices within your organization. Or, you may
choose to have a single business unit represent your entire organization. This
decision is up to you and your unique business needs
– SetIds and TableSets
• The system contains various control tables that require a setID as a high-level
key. Core Human Resources foundation tables that have setID as the high level
key include:
– Location
– Department
– Salary Plan
– Job Code
• Rows of data within these tables are grouped according to the setID. These sets
of related rows are what we refer to as tablesets
– SetIDs are used to distinguish or differentiate rows of data within a table
– While these groups of rows are called tablesets, the ability to share common
information in the system is referred to as tableset sharing
– SetIds and TableSets
• This table illustrates how departments might be grouped into tablesets on the
Department table
• In the preceding example, two tablesets are listed: SET01 and SET02
• If you were accessing the Department table, and you entered SET01 as your setID, only the
western departments would appear in the list of search results.
• Likewise, if you were to enter SET02 as the setID, only the eastern departments would
appear in your list of search results
– The Relationship of Business Units and SetIDs
• Consider the following facts when evaluating how to assign setIDs to business
units:
– SetIDs are assigned to business units
– In the control tables, you specify the rows of data for a business unit by the
use of this high-level key, setID
– You use setIDs to control what a business unit can access within a table
– Sets of data can be shared across multiple business units: tableset sharing
– Record groups are available to adjust your business unit and setID mapping
needs for greater effectiveness
– The Advantage of SetIDs and TableSet Sharing
• With the use of setIDs, you are able to uniquely identify rows of data in a
table specific to a business unit
• These are things to note about setIDs or tablesets:
– Tableset sharing enables you to group rows of data within a control table by
the use of a high-level key called a setID
– This key or multipart key uniquely identifies each row in a table
– You use setIDs to restrict or grant access to data within a table
– When large portions of your data are the same from business unit to
business unit, tableset sharing enables you to share the information instead
of entering it multiple times
– Record Groups
• A record group is a collection of similar records (tables and views)
• A record group can contain a single table or many tables and views
• Navigation : PeopleTools, Utilities, Administration, Record Group
– Record Groups – PeopleSoft delivers the following human resources-related
record groups:
– Record Groups
• Mapping a setID to a record group for a business unit links this same setID to all
views and tables that are contained within a record group
• And, by using record groups, you are not limited to one setID per business unit;
you can adjust your business unit and setID mapping needs for greater
effectiveness
• Record groups ensure that tableset sharing is applied consistently across all
related tables and views in your system.
– Example : Analyzing Your Business Unit Needs
• This example shows data needs for Business Unit 1 (BU001):
• This example shows data needs for Business Unit 2 (BU002):
• After you have determined data needs for one business unit, you need to analyze
the needs of your other business units. You may find that some of the needs are
different, but some of the data can be shared, such as the job codes in this
example
• In this example, you do not want to create another set of job codes when both
business units can use the same information. However, the second business unit
does not have access to the tableset values SET01. Record groups and the
TableSet Control component can resolve this problem.
• This shows how you would set up the TableSet Control component for BU001:
• This shows how you would set up the TableSet Control component for BU002:
• If you define setIDs that are to be tied to one specific business unit, you may want
to define generic setIDs to be used across numerous business units that share
identical data.
• In this example, because all business units will share the same job codes, a
common setID of SHARE will be implemented
– How the TableSet Control Table Works
• The system retrieves only the valid values for the designated business unit
• This diagram shows the process unseen by the user that the system follows when
a user searches on the Department field
• The user will get a list of valid values contained within the business unit that the
worker has been associated with
• Using the Department field as an example, you want to get a list of valid values
(departments). For the system to retrieve this data, it accesses the TableSet
Control table first:
– 1. When you search for valid values in the Department field, the system
asks, “With what business unit is this person associated?”
– 2. The Business Unit field displays the business unit BU001
– 3. The system then accesses the TableSet Control table for the set control
value (business unit) BU001
• Using the Department field as an example, you want to get a list of valid values
(departments). For the system to retrieve this data, it accesses the TableSet
Control table first: (continued)
– 4. Since the Department table is part of record group HR_01 Departments,
the system references this line to determine the setID, which is SET01
– 5. The system accesses the Department table and retrieves all rows with a
setID of SET01
– 6. This list of valid values appears in the search dialog box on the
Department field
– Creating SetIDs
• Establishing setIDs is the first step in setting up your business unit and setID
foundation tables within the system
• Use the TableSet IDs component to define your high-level keys for many of your
control tables
• Navigation : PeopleTools, Utilities, Administration, TableSet IDs
– Creating Business Units
• Business units enable you to:
– Distribute and administer certain control tables such as the Department
table. This is especially important for large or multinational companies
– Navigation : Set Up HRMS, Foundation Tables, Organization, Business Unit
– Setting Up the TableSet Control Record Groups
• After you establish both your setIDs and your business units, the next step is to
determine which setID you want the system to access for each record group for
each HR business unit
• Use the TableSet Control, Record Group page to specify a setID for each set of
business unit record groups
• Consider the following
– Record groups consist of many similar records and views, and not individual
tables
– Using record groups saves you the step of assigning setIDs to each record
or view in the system that uses setIDs as a high-level key, without requiring
you to know all of the tables that are involved in a particular function
– Setting Up the TableSet Control Record Groups
• Navigation : PeopleTools, Utilities, Administration, TableSet Control
– Activity 2 : Defining SetIDs, Business Units, and TableSet Sharing
• In this activity you will
– Establish setIDs
– Create Business Units
– Administer TableSet sharing
• Establishing User and Business Unit Defaults
– This diagram depicts the tables that are typically affected when you have
established defaults in the Org Defaults by Permission Lst and Business Unit
Options Defaults components:
– User Defaults Versus Business Unit Defaults
• User defaults are associated with your user ID and assist primarily in supplying
information on the setup tables
• Business-unit defaults are typically related to transactional pages, where you are
defining data, such as a budget, for a specific business unit
• When a table has a high-level key of setID—as many of the control tables do—or
no business unit or person ID is on the page, default values typically come from
the Org Defaults by Permission Lst component
• However, if a page does not have a high-level key of setID, but a business unit or
person ID is on the page, these defaults typically come from the Business Unit
Options Defaults component
– User Defaults and Primary Permission Lists
– When you create a user ID, you can associate various roles and permissions lists with
that user
– These roles and permission lists grant a user access to pages, components, and
people’s data
• Permission List : Create permission lists to assign access to menus, components,
component interfaces, pages, global functionality, data, and so forth
• Role : Assign permission lists to a role to create access that is required for role
specific tasks
• In addition to assigning roles to each user, which in turn are tied to permission
lists, you will assign four permission lists directly to each user
• Navigation : PeopleTools, Security, User Profiles, User Profiles
– Setting Up User Defaults
• To define user defaults, use the primary permission list that is associated with the
user ID on the User Profiles, General page to access the Org Defaults by
Permission Lst component
• The Org Defaults by Permission Lst component enables organizations to set up
defaults such as:
– Business unit
– SetID
– Currency
– Country
– Company
• Navigation : Set Up HRMS, Foundation Tables, Organization, Org Defaults by
Permission Lst
• Use this page to enter default information
• Use this page to specify payroll system and standard hours defaults
• One of the most common places you will see Org Defaults by Permission Lst
being referenced is on search dialog and prompt boxes
• Specify unique default setID and BU information, along with default information
for other fields, such as Company, Country, Standard Hours, and so forth for each
user ID
• Controls which default values will be placed automatically into the defined fields
throughout PeopleSoft HRMS based upon the user ID used to sign into the
system
• Share default values among your organization’s Bus
• The table has the Primary Permission List ID as the high-level key. If users have
the same primary permission list, this gives multiple users to the same default
values
– Setting Up Business Unit Defaults
• The Business Unit Options Defaults component works like the Installation Table
• It lets organizations set system defaults such as company, country, and currency
for a specific setID
• Consider the following facts when setting up business unit defaults:
– The setID is the high-level key for the Business Unit Options Defaults
component
– Since the setID is the high-level key, you can share these defaults among
multiple business units and these values will be supplied by default to fields
throughout the Human Resources system
– You should associate the business unit to the setID by using record group
HR_06 (BU Defaults) in the TableSet Control component
– Setting Up Business Unit Defaults
• Navigation : Set Up HRMS, Foundation Tables, Organization, Business Unit
Options Defaults
– Explaining the Business Unit Options Defaults Component
• This table is used for validation. At the worker level, the Job Data component
requires you to define standard hours. The system compares the value you
entered in Job Data against the Standard Hours defined in this component for the
Business Unit to which your worker is assigned. If the standard hours for your
worker do not fall within the minimum and maximum specified for their assigned
business unit, thesystem prevents you from adding the employment record for the
worker
• This table is used only on occasions when you have a BU on a page that is not
associated with a SetID. It is typically used at a functional (user) page level
whereas Org Defaults by Permission Lst defaults are at work on the
implementation level pages
• Identifying Implementation and Worker-Level Default Options
– Implementation Table Defaults
• This diagram shows the implementation-level default options that are available
from the Business Unit and tableset sharing-related tables
• Human Resources Foundation Tables
– Establishment, Locations and Departments
• We will discuss the foundation table in the third column of this diagram
– Setting Up Establishment IDs
• An establishment is not necessarily a single building or location; it could be an
entire industrial or office complex, but it is usually a physical place for which
information is reported as a consolidated unit
• The Establishment Table is:
– Used to define distinct reporting places of business (establishments) within
an organization. It defines theoretical grouping of workers strictly for
reporting purposes
– Not required by all countries. The establishment may serve different
purposes, depending upon the country
• Navigation : Set Up HRMS, Foundation Tables, Organization, Establishment
• Although an establishment is generally used for reporting purposes, it may also
service a different purpose
• In India,
– Each establishment must be registered under either the Factories Act or
Shops & Establishment Act. An establishment, based on location, can be
registered under multiple Acts such as Employee State Insurance (ESI),
Provident Fund, Profession Taxes, and Income Taxes
– Each act under which the establishment is registered requires a unique,
separate registration number
– Therefore, a company may have one or more establishments associated
with it, but an establishment can only be associated with a single company
– Setting Up Locations
• Use the Location table to:
– Identify each physical location where people work
– Specify salary plan (as specified by the setID) and holiday-schedule
defaulting information for the location
– From an HR perspective, identifying a physical location is important for
headcount purposes, mail delivery, ordering office equipment, and sending
out benefit packets
– A benefit of the Location table is its connection to the Salary Plan table. The
Salary Plan table is a high-level key identifying a group of workers who are
paid at the same rates and who generally work the same hours
• Use the Location table to:
– If you have workers performing the same job (associated with the same
salary grade) in different parts of the country, they can be paid at different
rates. You can set them up with the same salary grade, but pull in different
rates using the high-level key of Salary Plan
• Navigation : Set Up HRMS, Foundation Tables, Organization, Location
• Navigation : Set Up HRMS, Foundation Tables, Organization, Location
• Activity 3 : Defining Establishment and Location Codes
– Setting Up the Departments
– The Department table enables organizations to define groups of workers
– Departments are:
•
The identifier, within all PeopleSoft Payroll applications, for where to charge
wages or cost centers
•
A means of defining rollup security access to worker data
– PeopleSoft Human Resources offers you two ways to access the
Department table to define and view departments:
•
By navigating to the Department component under Set Up HRMS, Foundation
Tables, Organization, Departments
•
Through the Tree Manager
• To build security, you can use departments to create the organization’s reporting
hierarchy security tree within the Tree Manager component
• After you set up your hierarchy of departments, you set up user security access
and restrictions
• Department security trees are not the only way to define data-permission security.
Customers also have the ability to define access to people and worker data based
on types of information such as company, location, and business unit (access
types)
• However, department security trees provide a hierarchical structure, without
having to define each access type values (the individual companies, locations, or
business units)
• Explaining Defaulting
– Based on the department assignment, you can have the location code,
company, and manager (supervisor) ID or Position supplied as defaults at
the worker level
– Company is the only value that you cannot override at the worker job level
– If a department consists of many locations, you may want to leave location
blank on the Department Table. Then the location assignment will be part of
adding an employment instance
• Navigation : Set Up HRMS, Foundation Tables, Organization, Departments
from the Location and Department-related tables
– We will discuss the foundation table components in the fourth column of this
diagram:
– Components of Pay and Compensation Rate Codes
• Using components of pay is a PeopleSoft Human Resources function that
enables you to define single or multiple rates of pay, represented by comp rate
(compensation rate) codes to identify what makes up a worker’s compensation
package
– Associating Comp Rate Codes with a Worker
• Comp rate codes may be attached to the worker directly or set up as default
values from various human resource tables
– Associating Comp Rate Codes Throughout the System
– In addition to directly assigning comp rate codes to a worker’s job data record, you
can define other ways to supply compensation to the worker’s record as a default
– You can assign comp rate codes or worker compensation through one or a
combination of the following ways:
• Directly associating the rate code to a worker.
• Salary steps
• Job codes
• A salary plan that is associated with a job code
• Rules-driven defaulting
• Matrix-driven rate codes
– Setting Up Compensation Rate Codes
• Use the Comp Rate Code Table page to establish rate codes, where you can:
– Create base pay and non-base pay rates
– Categorize your rate codes by class to simplify searching throughout the
system for specific types of rate codes
– The rate codes may be defined as base rate pay components or non-base
pay components
– Base pay components, when assigned at the job level (and when the job
code is assigned to a worker when you add a job instance), are supplied by
default to the worker’s compensation rate in Job Data
– The rate codes, currency, and frequency are then used to calculate the
worker’s compensation rate
– Setting Up Compensation Rate Codes
• Navigation : Set Up HRMS, Foundation Tables, Compensation Rules, Comp Rate
Code Table
– Setting Up Rate Code Classes
• Rate code classes enable you to limit the search for rate codes in the search
pages throughout the system
• You do this by associating a rate code class with the individual compensation rate
codes, essentially creating a file system as you define your compensation rate
codes
• Navigation : Setup HRMS, Foundation Tables, Compensation Rules, Rate Code
Classes
– Setting Up Rate Code Groups
– Using Rate Code Groups, you can:
• Be specific when calculating percentage-based pay components as part of your
worker compensation packages
• For example, a worker's base compensation package may be made up of the
following components: base pay, cost of living, child-care cost, and commuting
cost
• Calculate a bonus amount based only on certain parts of a worker's
compensation package, as opposed to the entire package
• Bundle base-pay components that you want the system to use in its calculation,
excluding other pay components
– Note : Before you can use groups of rate codes, you must select the Use Rate Code
Groups check box on the HRMS Options page of the Installation component
– Understanding Percentages and Rate Code Groups
• You can associate a rate code group with a percentage rate code
• If you do this, the system applies that percentage to all the rates in the rate code
group; it adds the total to a worker's compensation package
• If you decide not to use rate code groups, you can calculate percentage rates
using a worker's entire base-pay compensation package
– You can associate a rate code group with a percentage rate code:
• In a salary step on the Salary Step Components page of the Salary Grade
component
• With a job code on the Default Compensation and Non-Base Compensation
pages of the Job Code component
• At the worker level on the Job Data - Compensation page
– Setting Up Rate Code Group
• Navigation : Set Up HRMS, Foundation Tables, Compensation Rules, Rate Code
Groups
– Rate Code Group Functionality
– Rate code groups work in the following way:
• 1. Select the Use Rate Code Groups check box on the Installation Table
• 2. Associate the rate codes with a rate code group
• 3. Assign rate codes to a worker
• 4. Associate a percentage-based rate code with the worker’s compensation
record
• 5. On the same row as the percentage-based rate code, enter the rate code
group
• 6. The system checks the Rate Code Group table for valid rate codes
• 7. The system applies the percentage increase against only those rate codes that
are in the rate code group to determine the compensation rate value.
– Activity 5 : Creating Compensation Rate Codes
• Create a Flat amount-based rate code
• Create a percentage-based rate code
– Setting Up Salary Plan Tables
• This diagram shows the pages that you use to set up salary plans and to define
salary increase guidelines
• A salary administration plan defines a high-level distinction for a grouping of
workers that points to the salary controls that are in place for them, including
standard hours, salary increase guidelines, and review rating guidelines
• A salary plan, grade, or step is not required when saving a job record for a worker
– Setting Up Salary Plan Tables
• Navigation : Set Up HRMS, Product Related, Compensation, Base
Compensation, Salary Plan
– Associating Default Values with the Salary Plan
• A salary plan can be linked to a location on the Location table. If it is linked, a
worker’s salary plan will be supplied by default from location he is assigned to,
rather than from the job code
• You can also have standard hours supplied by default to the worker level from the
Salary Plan Table page rather than from the Job Code table if the salary plan is
supplied from the Location table
• This enables you to define different standard hours and work periods for different
groups of workers, based on location
• If you associate a salary grade to a job code, the system will also calculate a
compa-ratio, which is the worker’s salary as a percentage of the midpoint of the
salary range (1.00=midpoint)
– Setting Up Salary Grades
– When setting up the salary grades:
• You usually set up several salary grades within the same salary administration
plan
• You specify the minimum, midpoint, and maximum rates for each grade
• To create different ranges for the same salary grade, use separate salary
administration plans for each
• The system uses minimum and maximum hourly rates as a range check for the
hourly rate that is assigned to a worker. When entering a worker’s compensation,
the system warns you if the rate is out of range, but it will not stop you from saving
the worker’s compensation information as you entered it
– Range Spread Calculation : The system calculates the range spread as follows:
• 100 × (Annual Max − Annual Min) / Annual Min
– Setting Up Salary Grades
Compensation, Salary Grades
– Setting Up Salary Grade Steps
– Use the Salary Step Components page to:
• Identify an increment type that defines how a person will advance to the next step
• Define step increments for a grade. You can define step increment advancement
by hours or months
• Associate rate codes with salary steps within a salary grade. This information will
supply compensation data by default when your workers move into a specific step
Compensation, Salary Grades
– Setting Up Salary Grade Steps
– Explaining Salary Grades and Steps
• Grades are an amount range, but steps point to an exact amount
• For example, you add a job record for a person and that person starts in step 1 at
10.00 an hour, then after three months is moved to step 2 at 10.50 per hour, then
after one year is moved to step 3 at 11.15 an hour, and so forth
– Setting Salary Grade Advance Criteria
• Use the Grade Advance Criteria page to specify criteria that must be met before
workers are eligible to advance to the next higher grade:
– Include the number of reviews and their respective weights and the number
of eligibility points that are required
– (JPN) Specify grade advance criteria to be used in the shoukaku candidate
process
– The system identifies those who are eligible to advance to the next grade
based on meeting all the criteria that is defined here
– How Grade Advancement Works
• If the salary administration plan has a related wage progression rule, this page
will not be available
• Grade advance criteria includes the number of reviews and its respective weights
and the number of eligibility points required
• The system checks for workers who have met the criteria that you specify here
and reports those who are eligible to advance from the grade
• Each grade has criteria that must be met before workers are eligible to advance
from this grade to the next higher grade
• This information is used in conjunction with ePerformance
– Activity 7 : Setting Up a Salary Plan and Salary Grade with Steps
from the compensation-related foundation tables
– We will discuss the foundation table components in the fifth column of this
diagram
– Setting Up the Job Code Pages
• In PeopleSoft Human Resources, you identify jobs by the use of job codes
• This enables you to maintain information about jobs independent of the people
performing the jobs
• You can assign salary grades, standard hours, and a standard work period to a
job regardless of who holds the position
• You can associate job codes with evaluation points and market pay data,
establish salary plan information, and you can define default compensation:
– Pages in the Job Code Table Component
– Defining a Job Code Profile
– To enter job code data on the Job Code Profile page, you can:
• Enter job description details
• Associate the job code with:
– Job Families
– Job Functions
– Job Subfunctions
• Define the manager level of the job code
• Enter default standard hours, work period, and compensation frequency for a job
• Identify whether a job is a regular (permanent) or temporary job or is associated
with a union
– Navigation : Set Up HRMS, Foundation Tables, Job Attributes, Job Code Table
• To create a job code, you are required to only enter data on the Job Code Profile
page
• This page has six required fields. An asterisk (*) denotes the required fields. Of
these fields, only the Job Title must be manually keyed , the five others fields are
populated by default values
• Job Function Code : Select a code to categorize the job by function, such as
administrative, legal, or management
• Job Sub-function : Select the code that best categorizes the job's subfunction
• Job Family : Select a job family to categorize a job code into a more general
grouping. For example, you might group a trust analyst and an operations analyst
into a job family called Analyst
– Defining Evaluation and Market Pay Criteria
• Use the next two pages in the Job Code Table component to aid in job analysis
• The following two pages enable you to rank job codes and assess salary data:
– Evaluation Criteria page
– Market Pay Match page
• Evaluation criteria enable you to rank job codes using Hay points (in the Hay job
evaluation system). The data on this page is optional
• Markey Pay Match :
– To remain competitive in your compensation, it is useful to track salary
practices for similar jobs in your area or industry. By know what other
companies pay their staff for a certain job, you are able to make better
decisions on providing compensation to your workforce
– With PeopleSoft Human Resources, you can use this salary data to act as a
guide for your awarding competitive compensation to your workers. Market
pay is a range of compensation information, including the different elements
of compensation such as base, variable, and total compensation, which may
vary by geography
• Markey Pay Match :
– On the Job Code, Market Pay Match page you can associate a market pay
matrix to a job code. Enter a matrix in the Matrix Name field to display the
matrix. Click the Edit Data button to modify the matrix. Any job code that
uses this matrix will be impacted by any changes you make here
– Market pay matrices are established and maintained under Set Up HRMS,
Product Related, Compensation, Market Pay. Matrices can be modify from
this same location where you can include values such as job code,
geographic locations, and other sources important to job compensation
analysis
– Setting Up Job Compensation Defaults
• You are able to associate default compensation to a job code. This can
be accomplished in two ways:
– Enter a salary plan, grade, and step on the Default Compensation page
– Directly enter a rate code on the Default Compensation or Non-Base
Compensation page
• Use this page to enter and view compensation information
• Use the Non-Base Compensation page to set up non-base pay rate codes for
payroll
• The system does not use non-base pay rate codes as default values on any
HRMS pages. The codes are used for payroll processing only.
– Activity 10 : Setting Up Job Codes
– Setting Up the Pay Group Tables
• A pay group consists of workers who are paid together with the same pay
characteristics (pay period, pay date, frequency, and so on)
• The component used to define the pay group varies based upon the payroll
related application that you are using
– Setting Up the Pay Group Tables to Support Human Resource Data
• When you implement PeopleSoft HRMS—particularly, PeopleSoft Payroll for
North America or PeopleSoft Global Payroll—you must set up pay groups. For
example, you might create different pay groups for workers with different sets of
benefits or earnings
• You can also create pay groups if you are not using any of the PeopleSoft
products, however pay group are not required to the worker level
• Navigation :
– Setting Up the Pay Group Tables to Support Human Resource Data
• There are nine pages in the Pay Group Table component for both Payroll for
North America and Payroll Interface. You use the first three pages to record the
minimum amount of data required to set up human resources record-keeping.
The remaining pages must be completed if you implement payroll processing
– Setting Up the Pay Groups Component in Global Payroll
• If you use Global Payroll, you use the Global Payroll Pay Groups component
(GP_PYGRP)
• Enter default conditions for the pay group level on the Pay Group Name page
• Navigation
from the foundation tables
Agenda
Adding People in PeopleSoft System
• Organizational Relationship Types
– Organizations have relationships with a variety of people for a variety of
reasons
– A person can have more than one organizational relationship at any one time
or can change relationships over time
– Organizational relationships fall into one of the following categories:
• Employee - A person who is hired to provide services to the organization and has
a legal employee relationship with the organization
• Contingent worker - A person who provides services to the organization and who
does not have a legal employee relationship with the organization
• Person of interest (POI) - A person who is not an employee or contingent worker
but is of interest to the organization
• Assigning Organizational Relationships
– Regardless of whether we hire an employee, add a contingent worker, or
create a student ID, we must first enter personal data for the person
– To simplify the process, we do all this in a single component, the Add a
Person component
• Pages Used to Add People with Job Records
– This diagram shows the pages used to add people with job record into the
system
• Components for Adding and Maintaining Person and Job Data
– With the exception of the Organizational Relationship page in the Add a
Person component, the pages that you use in this process are the same
pages that you use when you access the Modify a Person component
– The Add Employment Instance (JOB_DATA_EMP) component, which you
use to add an employment record, uses the same pages that you use when
you access the Job Data component (JOB_DATA)
• Adding a Person with a Job Record
– When you click the Add the Relationship button on the Add a Person Organizational Relationship page for an employee, the system automatically
opens the Add Employment Instance component
• Adding a Person with a Job Record (continued)
– Exiting the Add a Person component without saving will result in the person
not being saved in the system
– Exiting the process from the job-related pages will cause the person to be
saved as a POI. You will need to navigate to the Add Employment Instance
component and add the job information at a later time
• Assigning an ID
– The PeopleSoft system provides two ways to assign an ID to a person
• Manually - If we use automatic ID assignment, the system adds IDs
sequentially as we add new people. The system maintains the last
assigned ID on the Installation Table - Last ID Assigned page
• Automatically
– Avoid using both assignments or reusing ID numbers
– Navigation :
• Workforce Administration, Personal Information, Add a Person
• Workforce Administration, Personal Information, Biographical, Add a Person
• Pages used to Add a New Person
– Use this page to assign an ID to a person
– Use these pages to enter personal details for a person and assign an
organizational relationship
– To add a person's biographical information
• Enter a name by clicking the Add Name Link
• Enter Birth Information
• Identify other information about the person, such as gender or education
• Enter an alternate ID if applicable
• Add national Ids associated with the person
– Entering Contact Information
• Use the Contact Information page to enter
– Various Address Types
– Phone Numbers
– Email Addresses
– Entering Contact Information
– Page used to track historical contact information for a person
– Page used to enter and maintain address information
– Entering Regional Information
• The information entered on the Regional Page is significant for many reasons,
including regulatory reporting to the government
• When setting up regional information, consider the following
– Several countries contain similar fields, such as Ethnic Group or Religion
fields, that update the same fields in other country-specific sections
– Some fields, such as the Military Status field, maintain data specific to a
country; although field names maybe similar, they are not used in the same
way. Updating one field will not update the field with a similar name in
another country specific section
• If we enter information in multiple country specific section, we should validate the
data before exiting the page to ensure that we have not overwritten important
information
– Creating an Organizational Relationship
• The organizational relationship that you select determines the next step to
entering people into the system, as shown in this diagram:
– Organizational Instance
• After you add a person, you create an organizational instance to enter and
maintain job records
• An organizational instance is a single occurrence of an organizational relationship
– Organizational Instance Components
• Use one of the following components to create an organizational instance:
– Add Employment Instance (JOB_DATA_EMP)
– Add Contingent Worker Instance (JOB_DATA_CWR)
– Add Person of Interest Job (JOB_DATA_POI)
• Note. If you need to create a job record for person data that you have just entered
and saved but you have not saved the job data page, use the appropriate addinstance component to enter the person's job data
– Adding Job Instances and the Job Data Pages
• When you add a job, or employment, instance, you use the following pages to
enter job details. The pages that you use to add a job instance are the same as
those in the Job Data component, as show here:
– Adding Job Instances and the Job Data Pages
• The Job Data pages are grouped by links at the bottom of each page. As a result,
all required fields on these pages must be filled in before you can save the
component
• Typically, you save only after completing the last page
• If you are adding a person with a job record and cancel out of the job pages, the
person ID is saved in the system, but the job data is not
• You will need to access the Add Employment Instance to add the job record
• Adding a Job Instance for a Person
– Entering Work Location Information
• You use the Work Location page in the Job Data component to tie an effectivedated row to an action and reason code
• When entering a job instance directly from the Add a Person - Organizational
Relationship page, the effective date appears by default from the Add a Person
component. The effective date here should reflect the person's work instance
date
• Note. When you add a person, you cannot enter a date in the future in the Add a
Person Component. However, you can enter a future-dated job; it is possible to
hire or add a worker in the future but the personal information has to be as of
today or earlier for the initial row. After the initial row, future dated effective dates
are permitted.
• Navigation : Workforce Administration, Job Information, Job Data
– Entering Work Location Information
– Entering Work Location Information (continued)
• Action and Reason : Select the action requiring you to create or modify this
record. The system displays a default value when you create a new employment,
contingent worker, or POI instance. Reason codes are associated with the action
you select
• HR Status or Job Status : Displays the status of the current job record. A person
can have an active HR status but an inactive job or payroll status. The page
displays the Job Status text for contingent worker or POI instances
• Payroll Status : For employment instances. Displays the payroll status of the
current job record. Some changes that you make to this field trigger Retro Pay or
Final Check processing
• Job Indicator : Indicate whether this is the person's primary or secondary job for
this organizational relationship. Select Not Applicable if those selections don't
apply to this job. This field is used to process people with more than one
organizational instance in a single organizational relationship
• Calculate Status and Dates : Click this button to calculate the person's HR, job, or
payroll status and the employment dates so that you can review the changes
before you save the component. The system displays this button when you make
a change to the effective date or one of the status fields
• Maintain/ View Note : Click this icon to access the Job Data Notepad page
• Position Number :
– If you drive part or all of the system by position, select a position number.
Define positions in the Add/Update Position Info component. When you
leave the Position Number field, the system completes position-related fields
in the Job Data component with default data from the Add/Update Position
Info component, including job code, department, location, supervisor level,
reports to, and full- or part-time status. The corresponding fields become
unavailable for entry
– PeopleSoft Enterprise Human Resources issues a warning message if you
assign a person to a position that is already filled and if the new appointment
exceeds the maximum headcount for that position. The system calculates
the headcount and displays the appropriate indicator in the Open/Filled field
in the Add/Update Position Info component when you change assignments
• Company :
– If you have specified a company for the position you associated with this
person, the system enters a default company and this field becomes
unavailable for entry, unless you click the Override Position Data button
– If you have not assigned the person to a position and you assigned a
company to a department in the Department table, a default company code
appears, and this field becomes unavailable for entry
– If you did not designate a company on the Department table, select a
company here
• Expected Job End Date and Expected Return Date : Enter the end date or return
date for this job, if known. If you don't know the date initially, you can enter it later
• Termination Date, Last Date Worked, and Override Last Date Worked :
– The system displays the day before the termination effective date as the
termination date and the date last worked
– These fields display when you have indicated an action that will inactivate or
suspend a job
– If you rehire the person, the system deselects these fields
– When a person returns from leave, the system deselects only the Last Date
Worked field
– If the date is not accurate, select Override Last Date Worked to enter the
date
– Entering Job Information
• The job code can be associated with a salary plan, grade, or step
• Standard hours can appear by default from the job code, position, or salary plan
• Standard hours are verified against the defaults defined for the person's business
unit
• The system calculates the full-time equivalency (FTE) based on the standard
hours entered for this job and the standard work period. You can override this
field
– Entering Job Information (continued)
• Supervisor Level :
– Supervisor levels are a class of position that represent levels of some
managerial or supervisory significance and can be used as another type of
employee identifier
– If you have specified a supervisor level for the position you associated with
this person, the system enters a default supervisor level and this field
becomes unavailable for entry, unless you click the Override Position Data
button
– If you did not assigned the person to a position, select the supervisor level
code for this person, if applicable
• Regular/Temporary : Defaults from the position number you associated with this
person, and this field is unavailable for entry, unless you click the Override
Position Data button. If you have not assigned the person to a position, the
system displays the default value from the Job Code Table. You can override this
value
• Full/Part : Defaults from the position number you associated with this person, and
this field is unavailable for entry, unless you click the Override Position Data
button. If you have not assigned the person to a position, indicate whether the
worker is full-time or part-time
• Note : The Manage Base Benefits business process uses the values that you
select in the Regular/Temporary and Full/Part fields to determine eligibility
requirements
• Empl Class : Select an employee class, which provides another method of
grouping workers
– Examples may include Assignee, Expatriate, or Intern. Employee classes
are included in the Employee Class table
– (GBR) The Northern Ireland Fair Employment Monitoring report (UKNI001)
uses the employee class to determine the classification of workers
• Officer Code : Identify highly compensated workers for the Non-Discrimination
Testing - 401(k)/401(m) report (NDT004). The default value is None
• Standard Hours : Displays by default the standard hours for the worker. Change
the default value, if required
• Work Period : Select a standard work period, the time period during which
workers must complete the standard hours
• FTE : Displays the percentage of full-time work that the worker should normally
work in this job. The system calculates this value based on the standard hours
entry for this job and the standard work period. However, you can override the
system calculated FTE and enter any value. The system issues a warning if you
enter a value that is greater than 1.0
• Combined Std Hours/FTE : Displays the total standard hours that are assigned to
the worker for all active jobs combined and the worker's total FTE status for all
active jobs combined.For example, if a worker holds two jobs, one as a professor
with an FTE of .5 and one as a physician with an FTE of .35, the worker's
combined FTE is .85 (.5 + .35 ). You can't change or delete this information
– Entering Job Labor Information
• If a person is associated with a national labor agreement, use the Job Labor page
to enter data about the agreement. Much of this data can appear by default from
the salary grade and job code.
– Entering Payroll Information
• The Payroll page tracks worker payroll information, including their payroll system
and pay group. The payroll system and pay group information that you enter on
this page affects compensation processing for the person
• The Global Payroll pay group field is different from the North American Payroll
pay group field but both are particularly important in processing payroll
• The payroll system that you enter determines what additional information is
needed
• Payroll System : Select the payroll system that is used to process this person's
paycheck. The Payroll System field is available for entry only if the Action that
was entered on the Work Location page is Change of Pay System or a hirerelated action such as Hire, Rehire, or Additional Job
– Entering Payroll Information (continued)
– Entering Salary Plan Information
• Use the Salary Plan page to enter salary plan information if you use salary plans.
There are no required fields on this page
• A salary plan can be determined by default from a location
• A salary plan, grade, and step can be determined by default from the job code
• If you have salary administration plans associated with more that one of these
tables, the system uses the default from the last table value entered. For
example, first you enter a location that is associated with salary plan KU02 where
this salary plan defaults to this page. Then, you enter a job code that is
associated with salary plan KU03, and the system will update the salary plan to
KU03
– Entering Salary Plan Information (Continued)
– Entering Compensation Information
• Click the Default Pay Components button to have the system automatically enter
rate code information associated with job codes, salary plans, or any other
compensation rule defined in the system
• Click the Calculate Compensation button to have the system populate the
compensation rate and pay rate details
• Upon saving the page, the system may issue you a warning if you did not change
any compensation default values
– Entering Compensation Information (Continued)
• Compensation Rate : Displays the compensation rate for the person, which is the
sum of all base pay salary components
• Compa-Ratio : The system calculates the ratio by comparing the worker salary to
the midpoint amount of the salary grade. If the worker's current rate is the same
as the midpoint, then the compa-ratio is 1.00, or 100 percent, of the midpoint. If
the rate is above or below the midpoint, the system calculates a ratio for the
difference between the salary and the midpoint, and then it adds or subtracts the
difference from 1.00
• Job Ratio : Displays the percent-through-range calculation, based on the midpoint
salary of the person's job code. The job ratio is available only if the person's job
code has job ratio information (midpoint salary, currency, and frequency) defined
• Default Pay Components :
– Carry out rate code defaults (excluding seniority pay) based on the current
values of the designated job fields
– Replace manual updates and old default values with the current default
values
– Recalculate the compensation package of affected persons, including the
compensation rate, currency, frequency, apply FTE, percent (including
current rate code groups) and so on
– Recalculate compensation-related fields, such as annual amounts or
comparatio, on the Job Data record
• Calculate Compensation : Click to have the system recalculate the person's
compensation without carrying out any rate code defaults or replacing any default
values
– Entering Employment-Related Data
• Enter a probation date
• View or override seniority and service dates
• Track optional employment-related data such as the business title
– Entering Employment-Related Data (Continued)
• Organizational Instance : The number of the instance associated with this job
data record. The organizational instance record number is the same as the ERN
of the controlling instance
• Original Start Date : Displays the earliest date that this job data record
(emplID/ERN instance) was associated with the organization. The date is
provided by default from the effective date of the job record with an action of Hire,
Add Contingent Worker, or Add POI Instance
• Last Start Date : Displays the most recent start date for this organization instance.
The system populates this field originally with the effective date of the controlling
instance's job data row with the action of HIR and then refreshes it with the
effective date of job data rows with the actions REH (for employees) or RNW (for
contingent workers). This date is different from the first start date if this
organization instance has been inactive and then reactivated.
• First Start Date : Displays the first start date for this organization instance. The
system populates this field with the effective date of the first job data row with the
action of HIR (for employees) or ADD (for contingent workers) from the controlling
instance. The system uses this date as the hire date in reports
• Termination Date : Displays the effective date of the controlling instance's job
data row with the action of TER or COM, if applicable
• Last Assignment Date : Displays the most recent start date for this assignment.
The system populates this field with the effective date of the job data row with an
action that reactivates the assignment. This date is different from the first
assignment start date if this assignment has been inactive and then reactivated
• First Assignment Start : Displays the first start date for this assignment. The
system populates this field with the effective date of the first job data row with an
action that activates the assignment (such as HIR or ADD)
• Assignment End Date : Displays the effective date of the job data row with the
action of TER or COM, if applicable
• Home/Host Classification : For workers who are on assignments, this field
specifies whether the current job is at the worker's home location or the
assignment location. For a new hire, select Home
• Explaining Job Level Defaults
– Job Level Defaults
• This diagram shows how a value that you enter on one page can determine
values that appear by default on other Job Data pages, depending upon how you
set up the control tables:
• Defining Job Instances, Relationship, and Employment Record Number
– Defining Job Terminology
• When adding people in the system with job records, it is important to understand
some basic terminology
• These include:
– Organizational relationship : Identifies a person's relationship with the
organization: employee (EMP), contingent workers (CWR), or person of
interest (POI). The organizational relationship displays next to the person's
name at the top of the Job Data Component
– Job instance :When you hire or add a worker for the first time, you create a
job instance. A person can have one or multiple job instances. Job instances
can be substantive-where it is not associated with another job, or
subordinate-where it is tied to a substantive job (such as an temporary
assignment)
– Defining Job Terminology
• These include:
– Employment Record Number : Each job instance is identified by an Empl
Rcd #. The system uses a new Empl Rcd # each time you add a new job for
a person. The system use Empl Rcd # 0 for the first instance of a job and
increments by 1 with each job instance. Empl Rcd #s, in combination with a
person's ID, uniquely identify a person's job data records
» Individual employee jobs are called Employment Instances
» Individual contingent worker jobs are called Contingent Worker
Instances
– Organization Instance : An organizational instance occurs for each
substantive job under each organizational relationship for a person. It is an
occurrence of a distinct relationship with the organization that has it's own
hire and termination dates
– One ERN and Organizational Instance
• An organizational instance is a single occurrence of a person's relationship to an
organization. Several rows of job history might exist for a particular person and
that same relationship to the organization; nevertheless, only one organizational
instance exists, as shown here:
– Multiple Organizational Instances
• Although a person having only one organizational relationship with a company
may be more common, a person can have more than one. This diagram shows
one person having two organizational instances:
–
Components Used to Create Multiple Organizational Instances
–
Employment Record Numbers
• The system distinguishes between a person's organizational instances by
creating a new employment record number (Empl Rcd Nbr or ERN) when you
create a new instance:
–
Deleting Employment Record Numbers
• You can use the Delete ERN Process component when ERNs are created in error
or when ERNs exist for "no show" new hires (for example, workers who never
reported for their first day of work and for whom there is no need to maintain an
ERN). This component verifies that no combinations of PersonID/ERN exist that
will cause problems for other processes, such as payroll or benefits, that are
dependent on the ERN data
• You can access this component by navigating to Set Up HRMS, System
Administration, Database Processes, ERN Delete Process, ERN Delete Process
– Multiple Job and Organizational Instances
• When a worker holds multiple active jobs, but each job has its own set of
employment and job data, the system creates separate organizational instances:
– Multiple Job and Organizational Instances (Continued)
• When a person holds multiple jobs for the same organizational relationship, each
job must have its own set of employment and job data.
• If a multiple job is entered, you must:
– Determine which of the person's jobs is the primary job for reporting
purposes
» You don't have to designate a primary job, but you might do so to
ensure accurate affirmative action statistics and other data required for
government reporting
– Determine whether the person's jobs share a benefit program or have
separate benefits
– Indicating Primary and Secondary Jobs
• Use the Job Indicator field on the Work Location page to indicate whether a job is
the person's primary job or a secondary job. When you add another job instance,
the system sets this field by default to Secondary Job, and the initial instance is
maintained as the primary job
– Multiple ERNs Under the Same Organizational Instance
– Additional Assignments and Appointments
• Additional organizational instances are identified as hire or add contingent worker
in Human Resources, and additional assignments or appointments are not. With
an additional assignment, a worker is not give another job instance, but rather an
assignment. You add additional assignments or appointments using these
components:
– Add Additional Assignment
– Additional Appointment JPN
• An additional assignment can be a multiple job if the substantive job is not on
hold, so the person is performing more than one job. However, if the substantive
job is on hold, you would typically enter this as an temporary assignment.
– Viewing Multiple Job Details
• Use the Person Organizational Summary component to view the various details
and relationships for:
– Employment instances (for employees)
– Contingent worker instances
– Organizational instances
– Employment record numbers (Empl Rcd #)
• Navigation : Workforce Administration, Personal Information, Person
Organizational Summary
Introducing Person Model
• A person can be important to an organization for many different reasons
at many different times throughout their lifetime
• With Person Model
– We can track the personal information about a person in one place with no
redundant data
– The relationships that a person has to the organization is tracked in a
different area of the system
– For example, we might have a person who is now an employee but used to
be a contingent worker
– The system tracks this person using one ID, which enables their history as a
contingent worker to exist along with their history as an employee.
Agenda
Maintaining Person and Job Data
• Maintaining Historical Information for Your Workforce
– Effective Dated Information and Row Types
• The following diagram defines current, history, and future effective dates:
• Maintaining Historical Information for Your Workforce
– Handling Multiple Actions with the Same Effective Date
• Use the Sequence field on the Job Data - Work Location page to differentiate
actions with the same effective date.
• Each time a new sequence number is added, the record (sequence number) with
the lowest number becomes a historical row of data
– Components for Personal and Job Data
• Compensation Data Considerations
– When defining a worker's compensation package, keep the following points
in mind:
• When you insert a new job data row and change any of the worker's
compensation rates, the system automatically creates a new complete
compensation package
• Click the Default Pay Components and Calculate Compensation buttons to enter
system compensation defaults and to recalculate pay related fields.
• The Pay Components scroll area enables you to manage compensation
packages:
– Enter a change amount or percentage increase based on a previous
compensation rate code amount.
– Select the Apply FTE check box on the Controls tab for flat rate code types
in order for the system to prorate the person's pay using his or her FTE.
– Example of FTE Conversion
• In the example shown below, employee is being paid a flat rate of 2,076.92
Canadian dollars (CAD) biweekly
• Currently he is a full-time worker, working 40 hours per week, as defined on the
Job Information page. This equates to 54,000 CAD annually or 4,500 monthly
• If his FTE were 20 hours per week and the Apply FTE check box is selected on
the Conversion tab, the annual pay shown under the Pay Rates header would be
27,000 CAD annually
– Steps to Update a Worker's Compensation
• Follow these steps to update compensation with a 10 percent pay increase:
– On a worker's Work Location page, insert a new row and enter the effective
date and the action of Pay Rate Change
– On the Compensation page, select the Changes tab and enter 10 in the
Change Percent field
– Click the Calculate Compensation button and save your work
– All the compensation rate fields update to reflect the new information
• Updating Organizational Instance and Assignment Relationships
– When you give a worker an additional assignment you create a subordinate
job under a controlling job. Although the system assigns each job instance a
different employment record number, the two jobs reside under the same
organizational instance
– The PeopleSoft system enables you to:
• Promote an assignment to its own instance
• Move an assignment to another controlling instance
• Demote an controlling instance to be a subordinate assignment under another
controlling instance
• Pages Used to Promote an Assignment
– Use these pages to promote assignments to their own instance :
• Use this page to identify an individual worker for which you want to promote an
instance:
• Navigation : Workforce Administration, Job Information, Job Data
• Note. Users can select the Promote an Assignment to an Instance action code
from the Job Data page. However, the action codes Move an Assignment to
another instance and Demote an instance cannot be entered on the Job Data
page. The system enters these action codes in the job record when you run the
Move Assignment or Promote and Instance processes.
– Use these pages to promote assignments to their own instance through a
batch process:
• Use this page to identify a group of workers and run a batch process to promote
instances:
• Navigation : Workforce Administration, Collective Processes, Promote an
Assignment, Promote an Assignment
– Use these pages to promote assignments to their own instance through a
batch process:
• After the process has run to completion, you can review the status. If, for any
reason, the transaction has not been loaded to the records, the status of the row
is set to Failure. Otherwise the status is Success. You must determine the
reasons why transactions ended in Failure and change the status back to Ready
or to Cancelled before you run the process again.
• Page Used to Move an Assignment to Another Instance
– Use this page to move an assignment to an instance:
– Navigation : Workforce Administration, Job Information, Move Assignmnt to
another Inst
• Page Used to Demote an Instance
– Use this page to Demote an Instance:
– Navigation : Workforce Administration, Job Information, Demote an
Instance,Demote an Instance
• Creating Action Reason Codes
– Actions and Action Reasons
• Changes to the worker records are called personnel actions. The Actions table
enables organizations to classify actions and associate actions with reasons. You
can:
– Enter various types of personnel actions
– Associate multiple reasons with your actions on the Action Reasons table
• Navigation : Set Up HRMS, Product Related, Workforce Administration, Actions
– Use this page to set up action codes:
– Use the Action Reason page to enter action reason information:
– Navigation : Set Up HRMS, Product Related, Workforce Administration,
Action Reasons
• Terminating Employment
– Consider the following points about terminations:
• The key to terminating workers is to ensure that all the pieces of the termination
are taken into account
• Within the PeopleSoft Human Resources system, the action is recorded on the
Work Location page in the Job Data component
• Upon saving a termination, the system updates the worker's Termination Date
and Last Day Worked field values to one day earlier than the action date
• The Date Last Worked field is automatically populated, but can be overridden if
the dates differ
• The process is the same for a Leave of Absence action

PeopleSoft HRMS 9.1 Core HR

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