[Strictly Confidential]

Functional Design Specification

[Application – Interfaces]

Version 0.1

Created By:
Creation Date: 30/05/2018
 Functional Design Specification
[Interfaces] Version 0.1
Strictly Confidential

DOCUMENT CONTROL

Change History

Date Author Version Change Details

30/05/2018 Abhishek Arora / 0.1 Initial Draft
Rahul Goyal

Reviewers

Date* Name Position Organization

* Update the date (DD/MM/YYYY) to the date on which the document is finalized to v1.0

References

Document Name Section Section Name

 Functional Design Specification
[Interfaces] Version 0.1
Strictly Confidential

TABLE OF CONTENTS
1. PURPOSE .....................................................................................................................................................3
2. SCOPE ...........................................................................................................................................................3
3. TERMINOLOGY .........................................................................................................................................3
4. FUNCTIONAL CHANGE DETAIL...........................................................................................................3
4.1 FUNCTIONAL CHANGE ID: [INT]-[2018]-[004]....................................................................................3
4.1.1 BUSINESS REQUIREMENT .....................................................................................................................3
4.1.2 PROPOSED PROCESS ...............................................................................................................................3
EMPLOYEE INFO ...............................................................................................................................................3
TIMESHEET SUMMARY ..................................................................................................................................5
4.1.3 ASSUMPTIONS & CONSTRAINTS .........................................................................................................9
4.1.4 EMAIL/NOTIFICATION TEMPLATES ..................................................................................................9
4.1.5 INTERFACE.................................................................................................................................................9
4.1.6 SECURITY ...................................................................................................................................................9
4.1.7 REPORTS AND LETTERS ........................................................................................................................9
4.1.8 DATA CONVERSION .................................................................................................................................9
5 APPENDIX ...................................................................................................................................................9
6 OPEN ITEMS ...............................................................................................................................................9
 Functional Design Specification
[Interfaces] Version 0.1
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1. PURPOSE

To create the functional design of all the interfaces that need to be implemented as a part of HRIS Phase
4 Implementation.

2. SCOPE

The NSO for which these interfaces would be applicable are mentioned in each section.

3. TERMINOLOGY

NSO – National Sales Office

CMTW – Canon Marketing Taiwan
CMP – Canon Marketing Philippines
CHK- Canon Hong Kong
CKCI – Canon Korea Consumer Imaging

4. FUNCTIONAL CHANGE DETAIL

4.1 FUNCTIONAL CHANGE ID: [INT]-[2018]-[004]

IMPACTED NSO: This will be specific to CMP system, No other NSO will be affected by this change.

4.1.1 BUSINESS REQUIREMENT

In phase 4 implementation, PeopleSoft HRIS system will be the sole application for maintaining
employee’s Personal and Timesheet attributes. CMP will continue to use 3rd party application for
payroll. Hence the business requirement is to develop an outbound interface from PeopleSoft
HRIS to Payroll containing employee’s Personal/JOB data and Payable hours data.

4.1.2 PROPOSED PROCESS

An Interface will be developed which would fetch most recent data from PeopleSoft Time Sheet
data and Personal data components and prepare the data in an excel based file.

For Payroll Interface 2 files will be generated to populate different data. The file will be generated
from PeopleSoft HRIS on Ad hoc basis and will contain the following information:

EMPLOYEE INFO

Field Mandatory DataType

Column Name Length (Y/N) PeopleSoft Field mapping Remarks
Emp HRIS code 11 Y Character PS_PERSONAL_DATA.ALTER_EMPLID
EmployeeCode 11 Y Character PS_PERSONAL_DATA.EMPLID
LastName 30 Y Character PS_PERSONAL_DATA.LAST_NAME
FirstName 30 Y Character PS_PERSONAL_DATA.FIRST_NAME
Active 1 N Character PS_JOB.HR_STATUS 0 or 1
BirthDate 10 N Date PS_PERSONAL_DATA.BIRTHDATE
DateHired 10 N Date PS_JOB.HIRE_DT
DateRegular 10 N Date Hire date +
PS_PER_ORG_ASGN.PROBATION_DT Probation Period
DateSeparated 10 N Date PS_JOB.TERMINATION_DT
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TaxCode N <BLANK> <BLANK> Not stored in HRIS

system.
PaymentType N <BLANK> <BLANK> Not stored in HRIS
system.
Region 30 N Character PS_LOCATION_TBL.DESCR Location
Rate 10 N Number PS_COMPENSATION.COMPRATE Basic Pay
DateEffective 10 N Character Effective Date of
PS_COMPENSATION.EFFDT the Basic Pay
EmploymentType 10 N Date PS_JOB.HR_STATUS = 'A' THEN Regular &
'Regular' ELSE 'Separated' Separated
PositionCode 8 N Character PS_JOB.POSITION_NBR
Gender 1 N Character PS_PERSONAL_DATA.SEX
MaritalStatus 1 N Character PS_PERSONAL_DATA.MAR_STATUS
PayrollFrequency N Not stored in HRIS
system.
TINNo 20 N Character PS_CN_HR_NID_VW.PHILHEALTHNO National Id
SSSNo 20 N Character PS_CN_HR_NID_VW.TINNO National Id
PagIbigNo 20 N Character PS_CN_HR_NID_VW.SSSNO National Id
HDMFID 20 N Character PS_CN_HR_NID_VW.PAG National Id
PhilHealthNo N PS_CN_HR_NID_VW.PAG National Id
EmailAddress 70 N Character PS_EMAIL_ADDRESSES Corporate Email Id
.EMAIL_ADDR
PayoutType N <BLANK> <BLANK> Not stored in HRIS
system.
BankAccount N <BLANK> <BLANK> Not stored in HRIS
system.
BankAccountNo N <BLANK> <BLANK> Not stored in HRIS
system.
BankBranchCode N <BLANK> <BLANK> Not stored in HRIS
system.
BankAccountType N <BLANK> <BLANK> Not stored in HRIS
system.
CostCenterCode 50 N Character PS_CN_HR_REPORT_LC
.CN_APPORTIONMT_ID
DepartmentCode 10 N Character PS_JOB.DEPTID
Location 30 N Character PS_LOCATION_TBL.DESCR Location
PayGroup N <BLANK> <BLANK> Not stored in HRIS
system.
Team N <BLANK> <BLANK> Not stored in HRIS
system.
Project N <BLANK> <BLANK> Not stored in HRIS
system.
Branch N <BLANK> <BLANK> Not stored in HRIS
system.
Division N PS_CN_AB_APPR_VW.DIVISION
Group 50 N Character PS_CN_AB_APPR_VW.GROUPNAME
Subgroup N <BLANK> <BLANK> Not stored in HRIS
system.
Activity Code N <BLANK> <BLANK> Not stored in HRIS
system.
Job Code 6 N Character PS_JOB.JOBCODE JOBCODE
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TIMESHEET SUMMARY

Column Name Fiel Mandatory DataType PeopleSoft Field Remarks

d (Y/N) mapping
Len
gth
Emp HRIS code 11 Y Character PS_PERSONAL_DAT
A.ALTER_EMPLID
EmployeeCode 11 Y Character EMPLID
EmployeeName 30 Y Character PS_PERSONAL_DAT
A.FIRSTNAME
Employee Status 1 N Character PS_JOB.HR_STATUS
REG_Tardy 5 N Character TL_QUANTITY When employee is late
more than 1 hour. No
rounding but actual hours.
Min value would be 1 hour
per day.
REG_Undertime 5 N Character TL_QUANTITY When employee leaves
earlier than the Scheduled
OUT time of the employee.
REG_Absent 5 N Character TL_QUANTITY When employee does not
show up to the work and no
absence request is made
for that day. No Swipe IN or
Swipe OUT
LWOP 5 N Character Leave Without Pay.
Sunday or Rest Day 5 N Character This column should contain
TL_PAYABLE_TIME.T
the total number of hours
L_QUANTITY when
when an employee works
TRC= PRG1
on Sunday or Rest Day
Special Day 5 N Character This column should contain
TL_PAYABLE_TIME.T
the total number of hours
L_QUANTITY when
when an employee works
TRC=PRG2
on Special Day
Special Day falling 5 N Character This column should contain
on rest day TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PRG3 on Special Day falling on
rest day
Holiday 5 N Character This column should contain
TL_PAYABLE_TIME.T
the total number of hours
L_QUANTITY when
when an employee works
TRC=PRG4
on Holiday
Holiday falling on 5 N Character This column should contain
rest day TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PRG5 on holiday falling on rest
day
Double Holiday 5 N Character This column should contain
TL_PAYABLE_TIME.T
the total number of hours
L_QUANTITY when
when an employee works
TRC=PRG6
on Double Holiday
Double holiday 5 N Character This column should contain
falling on rest day TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PRG7 on Double holiday falling on
rest day
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Regular Day Night 5 N Character This column should contain

Shift TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PNREG on Regular Day Night Shift
schedule
Rest day, Night 5 N Character This column should contain
Shift TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PNREG1 on Rest day, Night Shift
schedule
Special Day, Night 5 N Character This column should contain
Shift TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PNREG2 on Special Day, Night Shift
schedule
Special Day, rest 5 N Character This column should contain
day, night shift TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PNREG3 on Special Day, rest day,
night shift schedule
Holiday, Night Shift 5 N Character This column should contain
TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PNREG4 on Holiday, Night Shift
schedule
Holiday, rest day, 5 N Character This column should contain
night shift TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PNREG5 on Holiday, rest day, night
shift schedule
Double Holiday, 5 N Character This column should contain
night shift TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PNREG6 on Double Holiday, night
shift schedule
Double holiday, rest 5 N Character This column should contain
day, night shift TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=PNREG7 on Double holiday, rest day,
night shift schedule
Regular Day, 5 N Character This column should contain
Overtime TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=POT1 on Regular Day, Overtime
in excess of 8 hours
Rest day, overtime 5 N Character This column should contain
TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=POT2 on Rest day, overtime in
excess of 8 hours
Special day, 5 N Character This column should contain
overtime TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=POT3 on Special day, overtime in
excess of 8 hours
Special day, rest 5 N Character This column should contain
day, overtime the total number of hours
TL_PAYABLE_TIME.T
when an employee works
L_QUANTITY when
on Special day, rest day,
TRC=POT4
overtime in excess of 8
hours
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Holiday, overtime 5 N Character This column should contain

TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=POT5 on Holiday, overtime in
excess of 8 hours
Holiday, rest day, 5 N Character This column should contain
overtime the total number of hours
TL_PAYABLE_TIME.T
when an employee works
L_QUANTITY when
on Holiday, rest day,
TRC=POT6
overtime in excess on 8
hours
Double Holiday, 5 N Character This column should contain
overtime the total number of hours
TL_PAYABLE_TIME.T
when an employee works
L_QUANTITY when
on Double Holiday,
TRC=POT7
overtime in excess of 8
hours
Double holiday, rest 5 N Character This column should contain
day, overtime the total number of hours
TL_PAYABLE_TIME.T
when an employee works
L_QUANTITY when
on Double holiday, rest day,
TRC=POT8
overtime in excess of 8
hours
Regular day, night 5 N Character This column should contain
shift, overtime the total number of hours
TL_PAYABLE_TIME.T
when an employee works
L_QUANTITY when
on Regular day, night shift,
TRC=POTN1
overtime in excess of 8
hours
Rest day, night 5 N Character This column should contain
shift, overtime TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=POTN2 on Rest day, night shift,
overtime in excess of hours
Special day, night 5 N Character This column should contain
shift, overtime TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=POTN3 on Special day, night shift,
overtime
Special day, rest 5 N Character This column should contain
day, night shift, TL_PAYABLE_TIME.T the total number of hours
Overtime L_QUANTITY when when an employee works
TRC=POTN4 on Special day, rest day,
night shift, Overtime
Holiday, night shift, 5 N Character This column should contain
overtime TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=POTN5 on Holiday, night shift,
overtime
Holiday, rest day, 5 N Character This column should contain
night shift, overtime TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=POTN6 on Holiday, rest day, night
shift, overtime
Double holiday, 5 N Character This column should contain
night shift, overtime TL_PAYABLE_TIME.T the total number of hours
L_QUANTITY when when an employee works
TRC=POTN7 on Double holiday, night
shift, overtime
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Double holiday, rest 5 N Character This column should contain

day, night shift, TL_PAYABLE_TIME.T the total number of hours
overtime L_QUANTITY when when an employee works
TRC=POTN8 on Double holiday, rest day,
night shift, overtime

05-30-2017 Payroll
Instruction Non-EXEC-FROM SALIE_2.xls

 2 separate files will be required for Payroll.

 Format of the files will be .Xls
 Names of the files generated :
 Employee info_%CurrentDateTime
 Timesheet Summary_%CurrentDateTime
 Header files are required in the files.
 Process will post the file at the navigation: X:\ CMP \ HRIS_TO_PayRoll\To_Be_Exported
 Timesheet summary file data will be populated as per duration between Reference Start date and
Reference End Date
 During First run, Delta data will be populated in Employee Info file i.e. any JOB/Personal data
changes that were made during the payroll period(e.g. 01Aug to 15 Aug)
 After process run Employee Info file will contain only new changes as per current date.
 Both File will contain active as well inactive employees.
.
Interface can be run manually from below navigation:

Navigation –

Canon Interface Canon Philippines Interface HRIS To Payroll.

Process Name : Payroll_From_HRIS

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Strictly Confidential

4.1.3 ASSUMPTIONS & CONSTRAINTS

NA

4.1.4 EMAIL/NOTIFICATION TEMPLATES

NA

4.1.5 INTERFACE

NA.

4.1.6 SECURITY

Access will be given to CMP HR team.

4.1.7 REPORTS AND LETTERS

NA

4.1.8 DATA CONVERSION

NA

5 APPENDIX

6 OPEN ITEMS

S. No Item Description Resolution Pending With Due Date Status