HUMAN RESOURCES - EMPLOYEE MAINTENANCE 8.

9 TRAINING GUIDE

TABLE OF CONTENTS
1. 1.1. 1.2. 1.3. 2. 2.1. 2.2. 3. 3.1. 3.2. 4.
4.1.

INTRODUCTION............................................................................................................................... 3 PROCESS: <PROCESS NAME> ...................................................................................................... 3 FUNCTION: HUMAN RESOURCES - EMPLOYEE MAINTENANCE ......................................................... 4 OBJECTIVE(S)............................................................................................................................... 4 ENTRANCE CRITERIA .................................................................................................................... 5 PREREQUISITE(S)/PRECEDING PROCESS(ES) ................................................................................ 5 INPUT DATA.................................................................................................................................. 5 EXIT CRITERIA ................................................................................................................................ 5 SUBSEQUENT PROCESS(ES) ......................................................................................................... 5 OUTPUT DATA .............................................................................................................................. 5 PROCEDURAL STEPS .................................................................................................................... 6 UPDATING PERSONAL DATA SEARCHING FOR EXISTING EMPLOYEE ................................................ 6 UPDATING PERSONAL DATA ADDRESS CHANGES...................................................................... 12 UPDATING PERSONAL DATA MARITAL STATUS/SMOKER CHANGES ............................................ 14 UPDATING JOB DATA TRANSFERS ............................................................................................ 17 UPDATING JOB DATA PROMOTION/DEMOTION........................................................................... 28 UPDATING JOB DATA SALARY CHANGES................................................................................... 47 UPDATING JOB DATA POSITION CHANGE .................................................................................. 58 UPDATING JOB DATA LEAVE OF ABSENCE ................................................................................ 66 UPDATING JOB DATA RETURN FROM LEAVE OF ABSENCE ......................................................... 78 UPDATING JOB DATA TERMINATIONS ........................................................................................ 88 CLOSING/COMMENTS ................................................................................................................. 99 4.3. 4.4. 4.5. 4.6. 4.7. 4.8. 4.9. 4.10. 4.11. 4.12.

5. 6. 7. 7.1. 7.2. 7.3. 7.4.

TIPS AND TRICKS ......................................................................................................................... 99 ADDITIONAL TRAINING REQUIREMENTS.................................................................................. 99 CANDIDATE FINAL SECTIONS .................................................................................................... 99 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ........................................................................ 100 OPEN ISSUES AND FUTURE CONSIDERATIONS ........................................................................... 100 REFERENCES AND RELATED DOCUMENTS ................................................................................. 100 ACKNOWLEDGEMENTS .............................................................................................................. 100

APPENDICES......................................................................................................................................... 101 APPENDIX A DELIVERABLE SUB SECTION HEADING .............................................................................. 102

1. INTRODUCTION
<Training Content is created by the functional teams as they develop the process and the system. The scope should be consistent with the instruction materials; training and knowledge transfer commitments in the SOW. Within ProvenCourse training is part of the Change sub-work stream within manage. The training plans, deliverables etc. will be facilitated via the Change deliverables according to the tools and formats in their plan. This deliverable assumes the planning and delivery of training is conducted via the deliverables in the Manage work stream (Primarily Project and Change) therefore the following is not addressed here. Skills assessment and identifying who needs training Plan/schedule etc. for training/knowledge transfer Defining the training/knowledge transfer methods Delivery of knowledge transfer/training Evaluation of the effectiveness or training/training materials

Insert any overall introduction here although for training content the brief statement of Process, Application and Objective that follow are usually sufficient unless this document is to serve as the final training material.>

1.1.

Process: <Process Name>

An employees history with a company unusually involves many job data changes (promotions, leaves of absence, layoffs, retirement, pay rate changes, etc.). To maintain a complete history of the employees tenure, you'll enter these changes regularly in PeopleSoft Human Resources i. To update workforce information, use the same pages you use to add employee records. However, the pages behave differently during the update process than they do when you add data for the first time. This means you shouldn't use the Hire, Add Non-Employee, or Assign Additional Job components to update a person's personal data or job record. Instead, use one of the four update components on the Administer Workforce menu. We've configured these components to simplify updating a person's record in different business situations. The following table describes each group and its navigational path. Component
Personal Data

Pages in the Group

Name History, Address History, Personal History and Identity/Diversity Work Location, Job Information, Job Labor, Payroll, Salary Plan, Compensation, Earnings Distribution, Benefits Program Participation, Employment Data Work Location, Job Information, Job Labor, Payroll, Salary Plan, Compensation, Earnings Distribution, Benefits Program Participation, Employment Data Employee Profile, Salary Plan, Compensation, Job Earnings

Use this Component When...

To update a person's personal information without changing job information.

Job Data

To work with historical effective-dated rows of the employee's Job data. (Work with past, present, and future Job data.)

Current Job

Update only the employee's current job record. This improves processing time and system performance. You can add new current effective-dated rows to the job record, but you cannot see or add historical job records.

Pay Rate Change

Change the employee's compensation, without changing personal or

Distribution

job data.

Only the fields that may be affected by the transaction will be addressed in this training guide. Any fields in PeopleSoft that are not addressed in this chapter should be left blank. They will not be used by <CLIENT>. If you accidentally tab or click into one of these fields, tab or select out of the field without making a change.

1.2.

Function: Human Resources - Employee Maintenance

<Usually just the header that names the location of the transaction in the application. >

1.3.

Objective(s)
Personal Data Changes o o o Update an employees name Update an employees address Update an employees martial/smoker status

By the end of this chapter the user will be able to:

Job Data Changes o o o o o o o Transfers Promotions/Demotion Salary Changes Position Changes Leave of Absence Return from Leave Terminations and Retirements

2. ENTRANCE CRITERIA
2.1. Prerequisite(s)/Preceding Process(es)
<The training team should identify prerequisites to training (e.g. Basic Navigation of Peoplesoft, Security access to systems, etc.) >

2.2.

Input Data

< The Training team should document the input form or source (e.g., sample documents, Client data, Training team data) prior to conducting the training exercises. > No.
1 2

Input Form or Source

Field Value / Comments

3. EXIT CRITERIA
3.1. 3.2. Subsequent Process(es) Output Data

<The Training team should document the expected output/results prior to conducting the training exercises. Upon training completion, the Client can then compare the actual training exercise output/results with the expected output/results and record pertinent comments. > No.
1 2

Output/Results

Comments

4. PROCEDURAL STEPS
4.1. Navigation
> Workforce Administration > Personal Information > Biographical > Modify a Person 4.1.1. Access the Personal Data page by following the navigation path.

Updating Personal Data Searching for Existing Employee

4.1.2. Enter as many indicative search fields as needed to select appropriate employee or narrow the search to a manageable list of employees matching the search criteria entered. Entry into at least one field is required. Field /Button Name
Employee ID Name

R/O/C

Description

Values

Comments

O O

Enter an Employee ID And/or enter a portion of the employees Name, (last,first) And/or enter a portion of the employees Last Name only, Enter Second Name if available. And/or enter Alternative Character Name, if applicable (Global feature), Select this checkbox if you want your search to be case sensitive Select this checkbox if you

Last Name

Second Name Alternative Character Name Case Sensitive Include

O O

Field /Button Name

History

R/O/C

Description

Values

Comments

want to view all history for this employee O Select this checkbox if you need to correct any data for this employee. This feature is not available to all users .

 Correct History
Explain how <CLIENT> uses the correct history

Correct History

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations. <7.1 is a field that gets automatically updated with the Document Section Number where the legend resides. If you wish to break this automatic link, delete the field and manually insert the section number. > 4.1.2.1. Press ENTER or click on the SEARCH button. If the search criteria entered matches only one employee then the Name History Page will render. Otherwise, a list of employees matching the search criteria will be returned. Select the appropriate employee from the list by double-clicking to access the Name History Page. For any changes to an employees personal history you will need to access the employees record by following procedure 4.3. Use the procedures that follow to make the appropriate personal changes to the employees record.

4.2.

Updating Personal Data - Name Change

4.2.1. The Personal Data pages include two different types of personal data: Effective-dated data. Name, address, marital status, and (for U.S. employees) whether a person is a smoker or nonsmoker are all effective-dated fields. Enter current, historical, or future information in these fields. When new information takes effect, the system stores the old data so that you can track the changes that occur over time. Noneffective-dated data. Some Personal Data fields aren't linked to an effective date. In these fields, new entries overwrite and delete the previous entries. This means you can store only current information.

4.2.2. Enter the appropriate date If an employee has had a change in their name, a row will need to be inserted on the Name History Page in the Name History section of the page and a new effective date will need to be specified. As you can see above the employee has only one row of effective data.

Field /Button Name

PersonID

R/O/C

Description

Values

Comments

If you are adding a new person and are using system-assigned IDs, the field displays the value NEW until you save this record. Otherwise, the system displays the value that you enter to access the page. Effective Date: if the rehire has a name change after inserting a new row on this page enter the new effective date. This will

EX-SFTX00013

Effective Date

EX 04/01/1995

L Date of Birth
Note: If you leave this field blank, a warning message appears when you save the record. You can continue entering information after you acknowledge the

Field /Button Name

R/O/C

Description

Values

Comments

default to todays date; enter the appropriate effective date, if different. Status D Status: defaults from the selection criteria entered on the search page that the system automatically displays. Format Type: after adding a row, the system will display the original Format Type value. Click to add or edit a name. Enter the persons date of birth Active

Format Type

EX-English

Display Name Date of Birth

D R

EX - Macia Mason EX 01/01/1962

Date of Death

This field does not appear during the hiring process. Use this field when updating a person's records. Select a country. Based on the selected country, the system might display additional fields. Select a state. Usually a city, town, or village. European community employment and personal privacy legislation specifies that personnel information cant be passed across countries in the European Union without authorization from the employee. Select this check box if you obtain the employees consent to share personal data with users in other European Union member nations. Select a gender. Select a value. (JPN) For Japanese education-level ageEX-USA

Birth Country

Birth State Birth Location Waive Data Protection

O O O

Gender

R R

L Marital Status and

As of Note: PeopleSoft Enterprise Payroll doesnt use the marital status that is entered on this page for tax calculations. For U.S. employees, you enter

Highest Education

Field /Button Name

Level

R/O/C

Description

Values

Comments

related pay calculations, a form of seniority pay, these values are linked to an education-level age basis as of hire. R Select the person's marital status. Values are: Common Law, Divorced, Head of Household, Married, Separated, Single, Unknown, and Widowed. When a marital status is changed, the default as of date is the same as the biographical history effective date. Select the person's native or preferred language. Although tracking official or preferred languages is required in some countries in PeopleSoft Enterprise Human Resources, the system also uses the preferred language when you communicate with people with a relationship to the organization. For example, PeopleSoft Enterprise Global Payroll for Germany and Switzerland use the language code to print paychecks in the payees preferred language. Other types of communication also use this as the default language for written communication. To use a second type of ID for a person, enter the ID. Select if the person is a full-time student Select the country that issued the workers national ID. EX USA Laws in the Netherlands require tracking effectivedated marital status information for employees.

Marital Status and As of

Language Code

Dont use this field to record the organizations official language or to rate a workers proficiency in speaking, reading, or writing various languages. Use the Location Table to track the organizations official language. Use the Languages table to record a workers language proficiency.

Alternate ID Full-Time Student Country

O O R

Field /Button Name

National ID Type

R/O/C

Description

Values

Comments

The system enters the value that you establish for this country on the National ID Type Table page. You can override this default.

EX Social Security Number

(BRA) Add rows to enter one or more of the following IDs for the person: RG number, voter registration card, PIS/PASEP number, and reserve certificate.

National ID

Enter the workers national ID number. The system checks the format of the entry against the default format that you enter on the National ID Type Table page. Select if the national ID is the persons primary ID. If this is the only data row for this person, the system selects the check box by default. You can clear it.

EX 999-999999

Primary ID

(GBR) For the U.K. the normal format of two letters followed by six digits and then one letter for National Insurance identification appears by default. Other options that are dependent on employee status are available.

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations. <7.1 is a field that gets automatically updated with the Document Section Number where the legend resides. If you wish to break this automatic link, delete the field and manually insert the section number. > 4.2.2.1. If no other personal data change needs to be made to this employees record then you can click on the button at the bottom of the page to save the changes you have made. If there are other personal data changes that need to be made to this employees record (ie: address, marital status, smoker change), then proceed to the following personal data page without clicking on the saved button.

4.3.

Updating Personal Data Address Changes

4.3.1. Once you have selected the employee that needs their data updated, click on the tab and enter appropriate data.

4.3.2. Enter the appropriate date If an employee has had a change in address, then a row can be added by clicking on the Plus sign on the Address History Page in the Address History section of the page. Anew effective date will need to be specified. As you can see above the employee has only one row of effective data. Field /Button Name
Name

R/O/C

Description

Values

Comments

Employee Name: defaults from selection criteria entered on the search page that the system automatically displays. Employee ID: defaults from the selection criteria entered on the search page that the system automatically displays. Address Type: the system will populate this field with the data entered in the first row of data for this rehire. As of: the date that the address is effective; if left unchanged this field will be updated with the

EX-Alexandra Gable

PersonID

EX-SFTX00013

Address Type

BUSN, CAMP, CHK, DORM, HOME, LEGL, MAIL, OTH

As Of Date

Field /Button Name

R/O/C

Description

Values

Comments

effective date you entered when inserting a new row. Status D Status: defaults to Active, represents the status of the address you have entered Country: enter the country, if different. Address: enter the new address, if different. City: enter the new city, if different. County: enter the new county, if different. Postal: enter the new postal zip code, if different. State: Enter the new state, if different. Phone Type: if the phone type needs to be changed, select the type of phone you will be entering. Telephone: enter or update the phone number. Enter or update telephone extension Select the checkbox if preferred. Email Type: if the email type needs to be changed, select the type of email address you will be entering. Email Address: enter or update an email address. Business, Campus, Dorm, Home and Other Campus, Cellular, Dormitory, FAX, Home, Main, Other, Pager 1, Pager 2 and Telex Active, Inactive

Country Address 1 3 City County Postal

O O O O O

State Phone Type

O R

Telephone Extension Preferred Email Type

R O O R

Email Address

EX johndoe@abu.com

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations. <7.1 is a field that gets automatically updated with the Document Section Number where the legend resides. If you wish to break this automatic link, delete the field and manually insert the section number. >

4.3.2.1. If no other personal data change needs to be made to this employees record then you can click on the button at the bottom of the page to save the changes you have made. If there are other personal data changes that need to be made to this employees record (ie: marital status, smoker), then proceed to the following personal data page without clicking on the saved button.

4.4.

Updating Personal Data Marital Status/Smoker Changes

tab and enter appropriate data.

4.4.1. Click on the

4.4.2. If new information is to be added, click on the Plus sign to add another row of data with a new effective date. Field /Button Name
Name

R/O/C

Description

Values

Comme nts

Employee Name: defaults from selection criteria entered on the search page that the system automatically displays.

EX-Alexandra Gable

Field /Button Name

PersonID

R/O/C

Description

Values

Comme nts

Person ID: defaults from the selection criteria entered on the search page that the system automatically displays. Enter employees regulatory region. Ethnic Group: if this has not been entered, defaults to not indicated, select the employee's ethnic group L Ethnic Group: select the checkbox if primary. Effective date: after inserting an additional row, enter the date that the change will take affect. Defaults to todays date, enter the appropriate effective date, if different. Enter date employee entitled to Medicare. Military Status: select the appropriate value, if different. Enter document type to verify citizenship.

EX- SFTX00013

L Ethnic Group:
Note: This information is used to compile the Establishment's Affirmative Action (AA) Plan and to generate several Equal Employment Opportunity (EEO) reports.

Regulatory Region Ethnic Group

O O

EX- USA

Primary Effective Date

O O

EX 05/03/2005

Date Entitled to Medicare Military Status Citizenship (Proof 1)

For example, you may need to distinguish between a native, a naturalized citizen, or a permanent resident of a particular country. For example, you may need to distinguish between a native, a naturalized citizen, or a permanent resident of a particular country.

Citizenship (Proof 2)

Enter document type to verify citizenship.

Eligible to Work in U.S. Smoker

Eligible to Work in U.S.: select the checkbox if the employee is eligible to work in the U.S. Smoker: select the checkbox if the employees smoker status has changed. As of: enter the date the employees smoker status changed, if left unchanged

As of

Field /Button Name

R/O/C

Description

Values

Comme nts

this field will be updated with the effective date you entered when inserting a new row.

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations. <7.1 is a field that gets automatically updated with the Document Section Number where the legend resides. If you wish to break this automatic link, delete the field and manually insert the section number. > 4.4.2.1. If no other personal data change needs to be made to this employees record then button at the bottom of the page to save the you can click on the changes you have made. If there are other personal data changes that need to be made to this employees record (ie: referral information), then proceed to the following personal data page without clicking on the saved button.

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations. <7.1 is a field that gets automatically updated with the Document Section Number where the legend resides. If you wish to break this automatic link, delete the field and manually insert the section number. >

4.5.

Updating Job Data Transfers

Oftentimes, employees receive a job transfer, such as from one department to another, or one location to another. Therefore this data needs to be updated into the system. 4.5.1. Access the Job Data page by following the navigation path.

Navigation
>Workforce Administration >Job Information >Job Data

L Searching: Note: If you navigate directly from the Personal Data pages to the Job Data page, the same employees ID will default in to the Job Data search box.

4.5.2. Enter as many indicative search fields as needed to select appropriate employee or narrow the search to a manageable list of employees matching the search criteria entered. Entry into at least one field is required L. Field /Button Name
Employee ID Empl Rcd Nbr

R/O/C

Description

Values

Comments

O R

Enter an Employee ID Employee Record Number: the system will display the employee record number of the employees search criteria that was entered into the search pages. And/or enter a portion of the employees Name, And/or enter a portion of the employees Last Name only, Enter Second Name if available. And/or enter Alternative

Name Last Name

O O

Second Name Alternative

O O

Field /Button Name

Character Name Case Sensitive Include History

R/O/C

Description

Values

Comments

Character Name, if applicable (Global feature), O Select this checkbox if you want your search to be case sensitive Select this checkbox if you want to view all history for this employee Select this checkbox if you need to correct any data for this employee. This feature is not available to all users L.

 Correct History
Explain how <CLIENT> uses the correct history feature

Correct History

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations. <7.1 is a field that gets automatically updated with the Document Section Number where the legend resides. If you wish to break this automatic link, delete the field and manually insert the section number. > 4.5.2.1. Press ENTER or click on the SEARCH button. If the search criteria entered matches only one employee then the following page will be rendered. Otherwise, a list of employees matching the search criteria will be returned. Select the appropriate employee from the list by double-clicking to access the Work Location Page.

4.5.3. Click on the Plus sign to add a row for the Transfer. History needs to be maintained on the employees job record, therefore add an additional row to input the transfer data. Enter the appropriate data for the job transfer.

Field /Button Name

Name

R/O/C

Description

Values

Comments

Name: the system will default to the name search criteria entered on the search pages. Personal Status: the system will default to the personal status search criteria entered on the search pages. Employee ID: the system will display the employee ID of the employees search criteria that was entered into the search pages. Employee Record Number: the system will display the employee record number of the employees search criteria

EX-George Garfield

L Empl Rcd #:
Note: If the person has more than one organization instance or job record, enter the record that you want to access. If you do not know which record you want to access, do not enter a value in this field. The system lists all the job records in the search results, enabling you to select the appropriate

Personal Status

Employee, NonEmployee

EmplID

EX-KUZ106

Empl Rcd #

EX 0