PeopleSoft

HCM
OffBoarding
Configuration
Guide
RED PAPER / OCTOBER 4, 2019
DISCLAIMER
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INTRODUCTION

This red paper is a practical guide for administrators responsible for defining
the steps and process architecture of an OffBoarding Activity Guide. In this
red paper, we discuss guidelines on how to configure the Activity Guide
Composer (AGC) using the delivered OffBoarding metadata as a foundation.

PROCESSING OVERVIEW

The OffBoarding process begins when you add a “termination” type row in Job Data for an employee’s
job. This action results in the HR Status becoming Inactive and triggers the Event Manager event
AssignmentTerminated.

A new OffBoarding handler for the AssignmentTerminated event will do the following:

• Determine what template to assign to the OffBoarding employee.

• Create a new trigger record that records the template assigned to the employee.
• Create a new Activity Guide (AG) instance based on the assigned template.

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When the system creates an AG instance, it can also automatically send out initial notifications to all
participants assigned to steps that are available for work. This is dependent upon enabling notifications
for the template. You do this on the Notifications step of the Template definition.

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For the delivered OffBoarding templates, the participants will be one or more of the following assignees
defined for the Activity Guide Composer Category: OffBoarding employee, employee’s manager, HR
administrator. The notifications include both Push and Email types and you define this content within the
Activity Guide Composer Define Notifications. OffBoarding delivers an initial notification and a reminder
notification.

Initial Notification

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Reminder Notification

ACTIVITY GUIDE ACCESS

Activity Guide Composer > Activity Guide Utilities > Activity Guide Tiles

Activity Guide Tiles provides the ability to publish a tile that provides homepage access to an
OffBoarding tile. Each tile published includes the OffBoarding roles that can access it and those
templates for which participants can view instances.

OffBoarding delivers two tile entries as demo data:

• EMP_OFF BOARDING – employee participant access

• MGR_OFF BOARDING – manager participant access

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For example, the participant can access the Activity Guide instance from a tile available on one of the
following homepages:

• Employee Self Service

• Manager Self Service
• Workforce Administration

The tile accesses the Activity Guide Composer Review Activity Guide component, which displays all “in
progress” OffBoarding Activity Guide instances for which the user/role has been assigned as a
participant for the templates defined for the tile. The live data included on the tile is the count for in-
progress instances.

Participants will access and work the Activity Guide instance from the Activity Guide Composer Review
Activity Guide component.

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Once the Activity Guide is completed, it is no longer accessible from Review Activity Guide. The
Activity Guide status changes to “Complete” when the participants complete all steps and exit the activity
guide. Redirection to the current homepage occurs upon exiting the activity guide.

You must assigned one or more participants to a template step. The template administrator designates
assignees on the “Organize and Configure Steps: Configure Attributes” step of the template definition.

Participants will be unable to access a step to which they have not been assigned, with the activity guide
process showing the step as grayed out, as shown in the “Manager Checklist” step above.

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OFFBOARDING STEP PROCESSING

Checklist Setup
Set Up HCM > Common Definitions > Checklists

Survey Setup
Enterprise Components > Questionnaire Framework

Acknowledgment Setup
Set Up HCM > Common Definitions > Acknowledgment > Configure Acknowledgement

Documents
Workforce Administrator > HR Administration > OffBoarding > Configure Documents

Category Steps

Step Service Additional Step Context Related Post Processing

Data

Acknowledg HC_ACKNOWL ACKNOWLEDGEMENT_ID HCSC_AGPOSTPROCESS:

ement EDGEMENT_FL =<Configure
Acknowledgments: AGPostProcess
Acknowledgment Id>
Method ItemPostProcess

Survey EOQF_QSTNR_ EOQF_CATEGORY=OFF EOQF_AGPOSTPROCESS:

FL BOARDING
AGPostProcess
EOQF_QSTNR_CODE=<Q
uestionnaire code> Method ItemPostProcess

Documents OFB_HR_OBD_
ATT_DNLD_FL

Attachments OFB_HR_OBD_
ATT_UPLD_FL

Checklist OFB_HR_EE_C Data Field

HECKLIST 1=<Checkli
st Id>

Direct OFB_PY_IC_DI
Deposit R_DEP_FL

Social Media OFB_HR_EE_S

OC_MEDIA_FL

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 Verify OFB_HR_EE_A
Addresses DDR_FL

Verify OFB_HR_EE_C
Contact ONTACTS_FL
Details

Introduction HC_AGC_VIDE
O_FL

You can configure page instructions for the Documents step and Attachments step in these Text Catalog
entries:

HHR/OFB/AG_ATT_EMPTY_GRID
HHR/OFB/AG_ATT_UPLOAD_MSG
HHR/OFB/ AG_ATT_DOC_STEP1
HHR/OFB/ AG_ATT_DOC_STEP2

OFFBOARDING SECURITY

The following roles will apply to the OffBoarding process:

• OffBoarding Employee – OffBoarding employee that accesses one or more steps in the AG.
• OffBoarding Manager – OffBoarding employee’s manager that accesses one or more steps in
the AG.
• OffBoarding Admin User – OffBoarding administrator that is an AG contributor.
• OffBoarding Administrator – Activity Guide Composer category and template setup.

You must define each participant that requires access to one or more activity guide steps as an “End
User” on the Security page of the template definition. You must also assign at least one “Administrator”
security type to provide the ability to create or modify the template.

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You must create a tile definition that determines the roles that can access the templates and the
homepage where the tile will reside. This gives complete flexibility in structuring the activity guide access.
The role “Portal Administrator” will also be required for publishing a tile, since this creates a content
cref.

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The system delivers the following OffBoarding images for use as a tile image in the demo tile definitions:

PS_OFFBOARD_MSS_L_FL.svg
PS_OFFBOARD_L_FL.svg

Note: For OffBoarding, the “Start Activity Guide” and “Delete Activity Guides” fields should be set to “No”
since all management of the activity guide instance should be done via the Manage OffBoarding Event.

A participant will only see the tile if:

• It is published to a homepage that the user can access.
• The user has at least one of the roles on the tile definition assigned to their profile.
• The user is a participant of at least one of the templates listed on the tile definition.

CONFIGURATION STEPS

• Complete any configuration required by the AG steps.

• Configure the OffBoarding category.
• Create OffBoarding templates.
• Define template assignment rules (if used).
• Define and publish tiles for AG access.
• Update the OffBoarding Installation table with correct settings.
• Assign OffBoarding and AGC roles to managers and administrators.
• Activate the OffBoarding Event Manager handler for the AssignmentTerminated event.

VALIDATION AND FEEDBACK

This section documents the real-world validation that this red paper has received.

Customer Validation
Oracle is working with PeopleSoft customers to get feedback and validation on this document. Lessons
that are learned from these customer experiences will be posted here.

Field Validation
Oracle Consulting Services has provided feedback and validation on this document. Additional lessons
that are learned from field experience will be posted here.

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REVISION HISTORY

Table 1: Revision History

DATE CHANGE

07.29/2019 Initial document

10.04/2019 MOS GA posting

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