Introduction to PeopleSoft for Human Resources

Before We Start
Information about the facilities. Please silence mobile phones. Co-instructors are available for help. You may provide feedback on the course at the end of the session. Online supplemental training content is available.

Overview
1. Course Information 2. Objectives 3. Content 4. Learning Materials 5. Strengthened Passwords 6. Training Resources 7. Introduction to PeopleSoft for Human Resources

Course Information
Role: All HR users. Duration: 3 hours. Pre-requisite: Introduction to PeopleSoft (online).

Objectives
The Introduction to PeopleSoft for Human Resources course will provide an overview of PeopleSoft HR concepts. The course will introduce you to a number of important terms and concepts that you will need to understand in order to initiate personnel actions, understand how data is managed in the system, and run reports and queries. At the end of the course, you will be able to recognize the major data elements used to categorize employees and personnel actions in PeopleSoft.

Content
Module 1 PeopleSoft Overview for Human Resources Module 2 The Single Person Model Module 3 Job Codes and Positions Module 4 Effective Dates Module 5 Job Data Module 6 Viewing and Updating Data Module 7 Reports and Queries

Learning Materials
Course materials: Quick reference guide Online interactive process simulations and demos Online course content and reference documentation Online job aids Course evaluation

Training Resources
Training resources are available at:
https://wiki.Queensu.ca/display/quasrsupport/QUASR+Training+Home

Online PeopleSoft Simulations

Online Self-paced PeopleSoft Simulations:

Questions?

Module 1: PeopleSoft Overview for Human Resources

Overview

HR Core
Track Life & Career Events Manage Positions Manage Compensation Reporting

Base Benefits
Define Group Benefit Programs/Premiums Manage Enrolments Track Beneficiaries & Dependents

Overview Time and Labour

Track Time & Attendance Apply Rules & Validations Calculate Payable Time Reporting

Payroll
Manage Employee Payroll Data & Taxes Integrate with Core/Benefits/Time & Labour Calculate Earnings & Deductions Process Pay & Remittances Payroll Distribution general ledger Payroll Reports / Audits

Overview: Time and Labour Process

Department Timekeepers are responsible for reporting and entering timesheet and scheduling data into the Time Management System. Upon completion of timesheets, the reported data is reviewed by the Time Administrator, who runs the Time Administration process to trigger rules, validate time, and create Payable Time. The Payable time is reviewed for errors, then loaded to Payroll.

Payroll Payment Options

Four Ways to Pay an Employee:
1. Employee records where an employees salary or hourly rate is entered. 2. Additional Pay allows ongoing payments in addition to salary, such as 4% Vacation Pay for casual employees. 3. Time and Labor allows the decentralized entry of pay. 4. Paysheet interfaces to enter mass one-time payments such as childcare or tuition reimbursement; One time individual payments manually entered on the payline e.g. severance payments (Form HR-FRM-048).

Payroll Payment Options

The Four Doors to HR
Ongoing payments in addition to salary Example: 4% Vacation Pay; Maternal/Parental top-up Mass payments received by interface (e.g. childcare) One time individual payments (e.g. severance payments)

Additional Pay

Pay Sheets

Decentralized entry of hours/units/amounts

Time & Labour

Job Data

Employee record that has Base Compensation, Job Earnings Distribution to split salary by earnings/hours/amounts and distribute to multiple accounts

Overview
Single Person Model Campus Community: One database for HR & Student. Shared biographic/demographic data. Delivered Search/Match functionality to avoid creation of duplicate employee records in the system.

Overview
Timing Shift in Deadlines Deadlines driven by transaction date and by Payroll cut-off date. Effective Dating Virtually the entire PeopleSoft system is based on effective dating. Automatic Termination Terminations based on expected end dates.

Whats New: Overview

Hiring Job Data record now required for all employees and contingent workers. Only employee records flow to Payroll, and each job or position is assigned an EmplRcd number Positions for jobs that are position managed; unique number for each employee record Jobs may be assigned directly to employees e.g. Casuals Employee Class drives the use of:
Template-Based Hire delivered for decentralized input Contract Hire Queens customized to replace ESCS

Decentralization of electronic entry of new hire information. Automatic termination for contracts and term appts.

Questions?

Module 2: The Single Person Model

The Single Person Model

Queens will be using the Single Person Model to manage Human Resources and Student data. Each person added to the system is assigned a Person ID and then assigned an organizational relationship at Queens. There are three organizational relationship types: An Employee (EE) is a person who provides services to and has a legal employment relationship with the organization. A Contingent Worker (CWR) is a person who provides services but does not have a legal employment relationship (Volunteers, Guests, Co-op Students, Associates). A Person of Interest (POI) is not part of the workforce (i.e. not a contingent worker or employee) but is of interest to the organization.

The Single Person Model

A person may have multiple organizational relationships at Queens:

John Smith Person

Returns as Volunteer Contingent Worker

Person ID

Takes a class Person of Interest

Joins Queens as Employee

Empl Record 0

Hired for Additional Job

Empl Record 1

The Single Person Model

In some cases, employees will require multiple employment records to track their jobs. This occurs most often for employees with multiple concurrent jobs i.e. a person who has more than one casual position, or a person who has a regular and a casual position. In some cases employees who have left Queens and returned may have a new employment record created instead of being re-hired into their original employment record. This functionality allows for accurate tracking of employees and their jobs, and segregates data for detailed payroll and reporting purposes.

The Single Person Model

Navigation: Workforce Administration > Personal Information > Person Organizational Summary

If a person has multiple employment records you will be able to view them on the Person Organizational Summary page. This page tracks both Employment and Person of Interest (Student) organizational relationships. Employment records (both regular and contingent) are found in the Employment Instances section.

The Single Person Model

If a person is a student, you will be able to view them in the Person of Interest Instance section on the bottom of the same Person Organizational Summary page:

The Single Person Model

Queens HR will use the Employee (EMP) and Contingent Worker (CWR) organizational relationships. Queens University Registrar will use the Person of Interest (POI) organizational relationship.

The Single Person Model

Employee Classes with Org Relationship of Employee:
Archivist Librarian Academic Adjunct Adjunct 1 Adjunct 2 Adjunct 3 Fellows Acad. Asst. Acad. Rel. SHS-PHYS Gen. Staff Research CUPE 254 CUPE 1302 CUPE 229 Executive Student Survivor Fr. Spouse Retired Casual Affiliate

The Single Person Model

Employee Classes with Org Relationship of Contingent Worker: Volunteer Guest Co-op Student Associate

The Single Person Model

Employee Class (aka category) drives the use of: Template-Based Hire: Delivered functionality for simplified/decentralized input Contract Hire System: Queens customized to replace ESCS

The Single Person Model

The following will use Template-Based Hire: CUPE 229, 254 and 1302 Fellows Academics Adjunct Adjunct 1, 2 & 3 Librarian/Archivist General Staff Academic Assistant/Related Affiliates Contingent Workers The following will use Contract Hire: Student (TA, RA, TF, NA) Research (RG&C) Casual (Salary Requisition)

Questions?

Module 3: Job Codes and Positions

Job Codes
Job codes are five-digit codes that determine the defaults for several job data fields, and are used to group types of work into general classifications. A job code maintains information about a job independent of the person or group performing that job. Job codes relate employees to the pay system: Salary grades and standard hours are assigned to a job, regardless of who holds it. Job codes have a one to many relationship with employees. e.g. the job code for Departmental Assistant may be assigned to multiple employees across different departments.

Job Code and Employee Class

The Employee Class (Empl Class) represents a major grouping of employees. Empl Class field is located on job data. Empl Class is frequently used to sort and group employees e.g. HR reporting.

Positions
Positions are used to track details on a job in a particular department or location. This allows efficient employment management by position, rather than by job or employee. Positions allow for the tracking of position history, vacancies, and maintain incumbent data dynamically. Positions have a one-to-one relationship with employees. e.g. the position Departmental Assistant Human Resources will only be assigned to one employee at any given time.

Job Code vs. Position

Within a single job code, there may be multiple positions. Each position will be assigned to only one employee, however multiple applicants can compete for one position.

Vacancy1

Vacancy2

Job Code vs. Position

The following employee classes use position management:

Academic CUPE 229 CUPE 254 CUPE 1302 Adjunct

Adjunct 2

Adjunct 3 Executive Librarian General Staff Archivist Research

Job Code vs. Position

The following employee classes do not use position management. For these, jobs will be assigned to employees via job codes:

Fellows Adjunct 1 Student Casual Academic Assistant Affiliates Student Health Service Physician

Action/Reason
Actions represent job events or changes that occur for an employee. Reasons provide the detail regarding an action or an explanation of why it occurred. All personnel actions require an action code (describing the action) and a reason code (explaining the reason for the action). The action code and the reason code always appear together, and are referred to as the action/reason code.

Module 4: Effective Dates

Effective Dates
Effective dates: Specify when data goes into effect. Allow PeopleSoft data to be efficiently organized into rows; each row has an effective date. Enable the system to maintain an organized history of all changes related to a record. Ensure there is valid data at a given point in time.

Effective Dates
Effective dated rows are categorized into three types: Current The data row with the most current effective date that is earlier than or equal to today's date. History Data rows with effective dates that are earlier than the effective date of the current data row. There can be multiple historical rows. Future Data rows with effective dates that are later than the effective date of the current data row. There can be more than one future row.

Effective Dates
In PeopleSoft, the history of an individual's employment with the University is stored in rows of data most of which are effective dated. The most current record is stored as the first row. Others become historical rows, from the most recent date back to the original row entered which becomes the last row. For example, the first data row for an employee is the hire row. When a future dated change occurs, e.g. a transfer to a different department, a new row is inserted, and the transfer is recorded effective that day.

Effective Dates
Due to the change, the hire row now becomes a historical row, and the change of department row becomes the current (first) row. If the change of department is future dated, the hire row remains the current data, until the effective date on the department row has arrived. Use the arrow keys located in the record navigation section of the page to move between available rows. You can also skip to the first and last rows by clicking the First and Last navigation links:

Effective Dates

When two or more activities are captured on the same date, a different sequence number is assigned to track the information. 0 is always used for the action that occurs first. Additional activities will have sequences incremented by 1.

Effective Dates
Assume today is January 01, 2010 and the following table lists all the rows for a given employee. Identify the category (historical, current, future) for the following effective dated rows:

Effective Date April 04, 2010 February 09, 2009 September 16, 2009 December 20, 1997

Category

Questions?

Module 5: Job Data

Three Types of HR Data for Employees

The full set of HR details for an individual in PeopleSoft contains their Personal Data, Job Data, and Employment Data.

Personal Data Job Data

Employment Data

Personal Data
In the PeopleSoft system, personal data represents information about an employee that is not related to a specific job. Examples of personal data include:
name home address phone number SIN email

Employment Data
Employment data represents information about a specific individual in a specific job. Examples of employment data include:
Organizational Instance Information Original Start Date Organizational Assignment Data Benefits Service Date Time Reporter Enrolment

Job Data
Job Data refers to the central component that stores the employee record: Work Location Job Information Job Labour Payroll Salary Plan Compensation Time and labour enrolment Earnings Distribution Benefits Enrolment

Important Job Data Elements

There are several critical job data components that trigger specific actions in the system, and also help determine benefits eligibility:
1. 2. 3. 4. Job Code Empl Class Standard Hours Salary Administration Plan 5. 6. 7. Full-Time Equivalent Department Pay Group

Job Data
Navigation: Workforce Administration > Job Information > Job Data

Job Data

Job Data

Union-specific information is accessible via the Job Labour tab.

Job Data

Information regarding pay group, pay type and holiday schedules is accessible via the Payroll tab.

Job Data

The Salary Plan tab provides access to salary plan information, including grade and entry date. Salary plan information defaults from the position or job code, and may be overridden by a user with appropriate security access.

Job Data

The Compensation tab provides access to compensation information for an employee. Rate code, comp rate, compensation rate and frequency are all accessed via this page.

Job Data

So far, we have been reviewing job data pages, navigating across the tabs at the top of the page. To switch from viewing job data to employment data, select the Employment Data link at the bottom of the page.

Job Data

Note at bottom that we have moved from job data to employment data. This page provides access to date-specific fields. Start and end dates, original start date and benefits service date are all visible on this page.

Job Data

Clicking on the employment information page will expand the page to include this section. This section is used to capture Stats Can survey information and flag employee records for inclusion in the survey.

Job Data

The next link provides access to the Job Earnings Distribution (JED) page. This page is used to split salary by earnings, hours and amounts. Distribution to multiple accounts is also specified here.

Job Data

The last page is Benefits Program Participation. This page provides access to benefits status, eligibility and program information.

View Only Summary Screens

Workforce Job Summary:
Navigation: Workforce Administration > Job Information > Review Job Information > Workforce Job Summary

The Workforce Job Summary page may be used to view job data. Selecting the Job Information tabs will display multiple rows of data (for one employee) at the same time. If is an effective way to view of all of the actions and effective dates/sequences on an employees records.

View Only Summary Screens

Workforce Job Summary:

View Only Summary Screens

Workforce Job Summary:

View Only Summary Screens

Multiple Jobs Summary:
Navigation: Workforce Administration > Job Information > Review Job Information > Multiple Jobs Summary

The Multiple Jobs Summary page displays information for employees who hold multiple jobs. Only one job may be the primary job for an employee with multiple jobs.

Job Data Access

View Only: HR Staffing Officer HR Department Head HRMS System Support HR Academic Compensation Specialist Payroll Administrator/Coordinators Update/Display HR Administrator Correct History HR Compensation Specialist

Questions?

Module 6: Viewing and Updating Data

Viewing and Updating Data

There are several modes for viewing and updating data: Update/Display To view existing rows of data in the database. If data is effective-dated, only current and future rows appear. You may change future rows but not current rows. You may also add a new current row. Include History Displays all rows of data (current, future and historical). You may make changes to future rows only. You may also add a new current row. Correct History Retrieves all rows and enables you to change or correct any row and insert new rows, regardless of the effective date or sequence number. All Benefits etc. are affected. Access to Correct History will be highly restricted.

Viewing and Updating Data

When accessing effective dated components, you may have the option to select the mode by which you want to retrieve the data. If you make no selection it will default to update/display mode. Hint: Select Include History to return all records associated with your search.

Viewing and Updating Data

Navigation: Workforce Administration > Job Information > Job Data

It is common to search for records either by last name or EmplID. Use the drop-down arrows to select how to search on any field, then click the Search button to retrieve the records. In this example, we are retrieving all records where last name contains test.

Viewing and Updating Data

Your search may return multiple values, depending on the search parameters you provide. Providing specific search parameters will reduce the number of search results returned. Click on the link to access the desired record.

Viewing and Updating Data

By default, the record returned will be in Update/Display mode. This mode allows you to view current rows, and add or update futuredated rows. The number of rows of data that may be viewed for the record appear on the top-right of the page.
The button that is shaded indicates the current mode.

Viewing and Updating Data

Click Include History to switch modes. This mode allows you to view future dated, current, and historical rows. Note that there are now three rows visible instead of two. Only future rows may be added or updated.

Viewing and Updating Data

Click Correct History to switch modes. This mode allows you to update current, future and historical rows. Modifying historical rows could compromise enormous amounts of data if not managed correctly. Access to this mode will be highly restricted.

Opening a New Window

Clicking New Window (from any page) will keep the current window open in the background and allow navigation to a different page. Timeout is set to 30 minutes of inactivity in the browser window that you initially logged into, regardless of activity in other widows that are open.

Adding a Page as a Favorite

Navigation: Main Menu > Manager Self Service > Time Management > Report Time > Timesheet

A shortcut to a page may be set by navigating to the page, selecting My Favorites, selecting Add to Favorites, and entering a name. The example above shows a favorite named Timesheet123 that navigates directly to the PeopleSoft timesheet

Questions?

Module 7: Reports and Queries

Reports
There are pre-built reports available for all HR modules: Payroll, Benefits, HR Core and Time and Labour. The PS security team works with HR to determine and configure reporting access requirements for users i.e. user-to-role associations or mappings. Identified users will have access to run predefined reports.

Running Reports
Navigation: Workforce Administration > Job Information > Reports > Personnel Actions History

To run a report, you require a Run Control ID. You will create a new Run Control ID the first time you run a report; you may then reuse the Run Control ID each time you run a report. The Run Control ID may be anything you choose, but cannot contain spaces. The first time you run a report, select Add a New Value to create your Run Control ID. When running additional reports, if you wish to use the same run control, use the Find an Existing Value tab to locate the control.

Running Reports

Each delivered report will require different parameters. For the report above, enter the From Date and Thru Date. Select an Action from the drop down list. Click on the Run button.

Running Reports

The Process Scheduler Request page will display. The Server Name field will default to empty do not modify. Ensure the checkbox next to the process to be run is selected. Click on OK to return to the report page.

Running Reports

As the report begins processing, you will see a process instance number that identifies this specific process (i.e. report). Selecting the Process Monitor hyperlink will display the process monitor page where you may review the processing request and pick up the report. Click on Process Monitor.

Running Reports

The process may require several minutes to run. On the Process Monitor page, you may click Refresh until the Run Status is Success and the Distribution Status is Posted. Click on the Details hyperlink.

Running Reports

Click on the View Log/Trace link.

Running Reports

Click on the link to the PDF file to open the report.

.

Running Reports

The report opens in Adobe The file may now be viewed, saved or printed.

Running Reports
Navigation: Reporting Tools > Report Manager

If you require several reports, you may run them one after another, and then access the entire group by navigating to the Report Manager. To view a report in the Report Manager, select the Administration tab, then click the Details link associated with the report. Note that Queens custom reports are only available via the Report Manager pages; they are not accessible via the Process Monitor.

Queries
There are pre-built queries available for all HR modules (Payroll, Benefits, HR Core and Time and Labour). The PS security team works with HR to determine and configure query access requirements for users i.e. user-torole associations. Identified users will have access to run pre-defined queries. A small group of users will be provided with access to develop and deploy queries. Queens Human Resources queries follow these naming conventions: QU_BB: Benefits Queries QU_HR: Human Resources Queries QU_PY: Payroll Queries QU_TL: Time and Labour Queries

Running Queries
Navigation: Reporting Tools > Query > Query Manager or Query Viewer

Navigate to the Query Viewer component. Use the Search By fields to locate the desired query. Click on an output format (HTML or Excel) for the query you want to execute.

Running Queries
Some queries require input parameters before they may be executed. In this scenario, after selecting either HTML or Excel on the Query Manager page you will be prompted for these parameters. Once the parameters have been entered, click View Results to execute the query:

Running Queries

If Excel was selected as the output format, the Excel Open / Save dialogue will appear. You may open the file directly, or save for later use.

Running Queries

Selecting Open on the previous page will launch Excel and open the spreadsheet that contains the output from the query.

Running Queries

If HTML output was selected, the HTML page displays in the system. Note that you may re-run the query to Excel directly from this HTML output page.

Course Summary
The Introduction to PeopleSoft for Human Resources course has covered: The Single Person Model Job Codes and Positions Effective Dates Job Data Viewing and Updating Data Reports and Queries

Questions?

Course Evaluation

Course Evaluation

Please take the time to fill out the course evaluation at: http://www.surveymonkey.com/s/HR_CourseEval Constructive feedback will help to improve the participant experience for future classes.