Saturday, August 30, 2014

Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft

I am not sure about you guys but I remained confused for quite a long time about these three terms. I couldn't imagine business scenarios where these entities would fit. Then I did some more digging and finally got the clear picture as to what business cases these entities are used.

This article would definitely be useful for entry level PeopleSoft Consultants because I have observed most of them barely know the difference between these entities in terms of how and where they are used in PeopleSoft.

Please also see
Simplified Way to Provide a Page Access in PeopleSoft
Understanding Dynamic prompts in PeopleSoft
Implementing parallel processing using Application Engine in PeopleSoft
Adding and Maintaining Person Of Interest in PeopleSoft
PeopleSoft Set Control Field
Peoplesoft Row Level Security Search Records
SQL Query for Max Effective (MAX (EFFDT) dated row from JOB table
PeopleSoft Set Control Field Concept and Tableset Sharing 
Understanding Future dated security in PeopleSoft 
PeopleSoft 9.1 Person Model
Business Unit, Company and Regulatory Region in PeopleSoft
PeopleSoft HRMS Online Training

Full/Part Field in PoepleSoft

The field value 'Full Time' indicates that the employee works full time which means the FTE is 1. Whereas, the field value 'Part Time' indicates that employee works part time which means the FTE is less than 1.

We are all aware of full time salaried employees but if you are still not clear then let me explain that first. The salaried employees who are on regular payroll, work full time as per company policy and entitled for the benefits offered by their employer.
The part time employees however, are those salaried employees who are on regular payroll, work part time (For Example: 4 Hours out of Full Time 8 Hours) and partially entitled for the benefits offered by their employer. Note that I used the word 'Partially' which means most of the employers don't offer full range of benefits to part time employees that they offer to full time salaried employees.


Regular/Temporary Field in PeopleSoft

The field value 'Regular' indicates that the employee has a regular employment in the company and can be full time, part time or contractor.
Whereas, the field value 'Temporary' indicates that the employee has a temporary employment in the company and going to be terminated after a certain period of time and it can be full time, part time or contractor.

Contingent Workers or Contract Employee

A contingent worker (PER_ORG = 'CWR') is someone who is not on permanent payroll in the company and the employment can any time be terminated. Employers do not offer any benefit to such employees.

Lets understand various business cases by combining all these fields:

Case 1: Full/Part - Full, Regular/Temporary - Regular, PER_ORG - EMP

The employee is full time salaried, has a regular employment in the company and entitled for benefits offered and the job end date will be default retirement date. Note that such employees have to go through the standard hiring process defined as per the company policy.
For example, I have been working as a full time Functional Consultant in my current company for a long time, Get monthly paycheck and I enjoy all the benefits offered here.

Case 2: Full/Part - Full, Regular/Temporary - Temporary, PER_ORG - EMP

The employee is full time salaried, has a temporary employment in the company which is gonna end after a certain period of time and is entitled for all benefits and the job end date will depend upon for how long the person has been hired. Note that, such people when hired, they have to go through same hiring process what a Regular employee (Case 1) goes through.
For Example, In my project, there was a requirement of a senior full time DBA for two years after which the project was supposed to end hence, they hired a senior DBA for the temporary job. He was getting all the benefits, Monthly paycheck what I was getting but only for two years

Case 3: Full/Part - Full, Regular/Temporary - Regular, PER_ORG -CWR

It's a contingent worker, works full time and can have regular or temporary employment in the company but not entitled for the benefits offered. 
For Example, in my company they hire people as contractors from few HR Staffing firms but the salary, benefits and other perks aren't payed by my company but the company they have been hired from. They can be terminated at any point of time with a very short notice period or even none.

Case 4: Full/Part - Part, Regular/Temporary - Temporary, PER_ORG -EMP

Its a part time Salaried employee, has a temporary employment in the company which is gonna end after a certain period of time and partially entitled for the benefits offered by their employer.


Each of these four cases define an addtional classification employee which can be done thorugh Employee Class field in PeopleSoft. for more details on how is it done please visit - Employee Class (EMPL_CLASS) Field in PeopleSoft


Please also see
Simplified Way to Provide a Page Access in PeopleSoft
PeopleSoft Set Control Field
Adding and Maintaining Person Of Interest in PeopleSoft
Unable to See Future dated transactions in Job Data page in PeopleSoft
Hiring a Person in PeopleSoft
Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft
Understanding Component Interface in PeopleSoft
SQL Query to find all the Direct Reports for a Manager 
How to find the List of Users Assigned to a Role
How the FTE is Calculated in PeopleSoft
Understanding Future dated security in PeopleSoft
How to Resolve a Row Level Security Issue in PeopleSoft
FTE For Multiple Jobs in PoeopleSoft 
'Override Position Data' and 'Use Position Data' Option in Job Data Page 
How the Various Date Fields on Employment Data Page are Updated 


Tuesday, August 26, 2014

How the FTE is Calculated in PeopleSoft

FTE (Full Time Equivalent) indicates how much percentage of the full-time an employee works for. For example, if the default full time Standard Hours is defined as 40 hours in a week (5 working days) and an employee works for 25 hours out of those 40 hours then it means they work for 62.5% of the full time and the FTE value for this would be 0.625. However, if the employee works for all 40 hours in a week then the FTE would have been 1 which indicates that employee is working full time.

Please also see
Simplified Way to Provide a Page Access in PeopleSoft
Understanding Dynamic prompts in PeopleSoft
Implementing parallel processing using Application Engine in PeopleSoft
Adding and Maintaining Person Of Interest in PeopleSoft
PeopleSoft Set Control Field
Peoplesoft Row Level Security Search Records
SQL Query for Max Effective (MAX (EFFDT) dated row from JOB table
PeopleSoft Set Control Field Concept and Tableset Sharing 
Understanding Future dated security in PeopleSoft 
PeopleSoft 9.1 Person Model
PeopleSoft HRMS Online Training

Before we go any further, I would like to bring up some of the past experiences where I have had seen people calculating FTE through dividing Standard Hours mentioned in Job page by the Default Std Hours mentioned in Installation Table page (Navigation: Main > Setup HRMS > Install > Installation Table) which is absolutely wrong.

So, lets look at the formula used for FTE calculation in Job Data page:


                              (Job Std Hours)            x (Annualization Factor of Job Std work Period)

FTE =          --------------------------------------------------------------------------------------------------------------
                      (Default Full Time Std Hours) x (Annualization Factor of Default Full Time Std Work Period)


In this equation, there are two sets of entities: 
Set 1 - Job Std Hours and Job Std Work Period
Set 2 - (Annualization Factor of) Default Full Time Std Hours and (Annualization Factor of) Default Full Time Std Work Period

We must understand the entities Standard Hours, Standard Work Period and Annualization Factor of Standard Work Period in PeopleSoft.

Standard Hours in PeopleSoft

The number of hours an employee must work for in a particular period.

Standard Work Period in PeopleSoft

The work period in which an employee must complete the Standard Hours.

Annualization Factor in PeopleSoft

It's a number which tells how many times a particular frequency will occur in a year.
For example, the annualization factor for a Weekly frequency would be 52 because a week will occur 52 times in a year. Similarly, the annualization factor for a monthly frequency will be 12, for a semimonthly frequency it will be 24 so on and so forth.
We will understand what is the significance of Annualization Factor in FTE calculation as mentioned in the equation. Note that, the annualization factor for each frequency is defined in the Frequency Setup table (Navigation: Main > Setup HRMS > Foundation Table > Compensation Rules > Frequency Table > Frequency Table)

Lets get back to our equation which we saw in the beginning: As per the equation, the Set 1 is divided by Set 2 which gives the FTE in Job Data page. When we say Set 1, we basically are referring to below fields in Job Data page:



If you have hired a person then you would have definitely noticed that these two fields Standard Hours and Work Period get auto filled and based on the values FTE is also auto calculated. But the real question is how do these two fields get auto filled ? where the values come from ?

There are different places from where the values for these two fields come based on the order of priority. When a person is hired through Add an Employment Instance page, system first looks into the Position Data page for the field values, provided a position is assigned to this person. If the field values are not mentioned over there then it looks into the Job Code page for the same, provided the Job Code is also assigned to this person. If the field values are not provided in Job Code page too then it looks into Sal Admin Plan page for the same, provided the Sal Admin Plan is assigned to this person. If the field values are not provided in either of these pages or if none of the three entities - Position, Job Code, Sal Plan is assigned to the Person then it finally looks into Installation table for the corresponding values and bring them into Job Data page.


Well, this was all about Set 1 entities i.e Job Std Hours and Job Std Work Period but what about Set 2 entities ? What exactly are we referring to when we say Set 2 fields (Default Full Time Std Hours and Default Full Time Std Work Period) ?
This is nothing but the Default Full Time Standard Hours and Default Full Time Standard Work Period against which we are measuring the Job Std Hours and Job Std Work Period (Set 1 Entities) to determine whether employee is part time or full time. These fields i.e Default Full Time Standard Hours and Default Full Time Standard Work Period, are defined in Sal Admin Plan (Navigation: Main > Setup HRMS > Product Related > Compensation > Base Compensation > Salary Plan) page and Org Defaults by Permission List page (Navigation: Main > Setup HRMS > Product Related > Foundation Tables > Organization > Org Defaults by Permission List)





The page Sal Admin Plan gets the priority over Org Default by Permission list when system look out for the Default Full Time Stand Hours and Default Full Time Standard Work Period provided the Sal Admin Plan has been selected in the Job Data page. But if the Sal Admin Plan has not been selected in Job Data page then the page Org Default by Permission List becomes the ultimate source.


By now, we have discussed everything which is there in the FTE equation except one - Annualization Factor. Its a fact that, and its evident from the equation too, the equation would give correct FTE value only when we use Annualization Factor of Job Std Work Period and Default Full Time Std Work Period. 
But the biggest question is, why do we need to use Annualization factor of these two fields in the first place ? 

Please also see
'Override Position Data' and 'Use Position Data' Option in Job Data Page
Hiring a Person in PeopleSoft
How to find the List of Users Assigned to a Role
How the Various Date Fields on Employment Data Page are Updated
Simplified Way to Provide a Page Access in PeopleSoft
How to Resolve a Row Level Security Issue in PeopleSoft
Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft
SQL Query to Find Direct Reports for a Manager in PeopleSoft
Understanding Component Interface in PeopleSoft 
FTE For Multiple Jobs in PoeopleSoft
Business Unit, Company and Regulatory Region in PeopleSoft

There might be a possibility where during a hire, the HR user gives the Job Std Work Period (Set 1 Entity) different than the Default Full Time Std Work Period (Set 2 Entity) and in that case by simply dividing Job Std Hours by Default Full Time Std Hours wouldn't yield correct results.
For example, the HR user have given Job Std Work Period as Biweekly, but the Default Full Time Std Work Period is defined as Weekly:

Job Data Page (Set 1 Fields) :

  • Job Std Hours - 38.75
  • Job Std Work Period - Biweekly

Salary Plan Page (Set 2 Fields) :

  • Default Full Time Std Hours - 38.75
  • Default Full Time Std Work Period - Weekly

If we don't consider annualization factor then FTE = 38.75/38.75 = 1 (Full time) which is wrong because In Both cases, though hours are same but the Company policy says that worker has to complete 38.75 hours in one week (Weekly) then only they will be considered as full time but in this example as per Job Data page the worker is completing 38.75 hours in Two weeks (Biweekly) hence he/she is not full time. And to get the correct FTE value we have to include annualization factor here. Lets now calculate the FTE by using the same equation we saw in the beginning.
For that we first need to get the annualization factor of both Work Periods (frequencies) and that can be found in Frequency table (Navigation: Main > Setup HRMS > Foundation Tables > Compensation Rules > Frequency Table)

The annualization factor for Weekly work period (Frequency) = 52
The annualization factor for Biweekly work period (Frequency) = 26


                              38.75   x 26

FTE =          -------------------------------  =  0.5 (Part Time) which is correct.
                              38.75   x 52


Exercise:

So far so good, now lets do an exercise to prove the functionality as to how the Set 1 and Set 2 fields are referred to calculate FTE value while hiring a person through Add an Employment Instance component.

Lets see what values have been given for these two fields in Installation Table and Salary Plan page.

Installation Table Page:




Salary Plan Page:




Lets hire an employee now. Do not provide values to any of the following fields for now - Position Number, Job Code, Salary Admin Plan and see what is the Standard Hours field value.



Let me quote my statement from an earlier paragraph:

 If the field values are not provided in either of these pages or if none of the three entities - Position, Job Code, Sal Plan is assigned to the Person then it finally looks into Installation table for the corresponding values and bring them into Job Data page.

So as per this statement, the value for the field Standard Hours should come from Installation table i.e 37.50 hence my statement stands correct. If you notice, the FTE in this case is 0 because there is no 'Default Full time Std Hours' available so far since Sal Admin Plan is yet to be assigned.

Now, Lets assign the Salary Admin Plan XYZ to this employee and see how the values change:




Now, let me again quote my statement from the same paragraph:

system first looks into the Position Data page for the field values, provided a position is assigned to this person. If the field values are not mentioned over there then it looks into the Job Code page for the same, provided the Job Code is also assigned to this person in job page. If the field values are not provided in Job Code page too then it looks into Sal Admin Plan page for the same, provided the Sal Admin Plan is assigned to this person.

As per this statement, the value for the field Standard Hours should come from Salary Plan i.e 40, hence my statement stands correct. 
In this case, the FTE is calculated as 1 because both the Job Std Hours and Default Full Time Std Hours along with Work Period in Job page and Salary Plan page respectively are same.
 


Please also see
Simplified Way to Provide a Page Access in PeopleSoft
PeopleSoft Set Control Field
Adding and Maintaining Person Of Interest in PeopleSoft
Unable to See Future dated transactions in Job Data page in PeopleSoft
Hiring a Person in PeopleSoft
Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft
Understanding Component Interface in PeopleSoft
SQL Query to Find Direct Reports for a Manager in PeopleSoft 
How to find the List of Users Assigned to a Role
FTE For Multiple Jobs in PoeopleSoft
Understanding Future dated security in PeopleSoft
How to Resolve a Row Level Security Issue in PeopleSoft
Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft 
'Override Position Data' and 'Use Position Data' Option in Job Data Page 
How the Various Date Fields on Employment Data Page are Updated 

Sunday, August 24, 2014

How to find the List of Users Assigned to a Role

It isn't a big deal really, just open the role definition for which you want to find out the number of users assigned to (Navigation: Main > PeopleTools > Security > Roles and Permissions > Role) and then click on the tab 'Members' which will open the desired list of users.



Its not that this is the only way of doing it but at times it turns out to be very convenient when we are in this page doing something else and suddenly felt a need of knowing all the users this role is assigned to which is just one click away.
Alternatively, we can also run a SQL on PSROLEUSER to get the same result.

PeopleSoft HRMS Online Training

Friday, August 22, 2014

Hiring a Person in PeopleSoft

No offense but most of us especially beginners think that hiring in PeopleSoft means adding a person through 'Add a Person' page (Navigation: Main > WFA > Person Information > Add a Person) followed by adding a organization relationship. But, there is more to it.

Just think of yourself when you were hired in the organization where you are currently. You would probably have:
  1. Gone through an interview process
  2. Joined the organization on a given date
  3. Gone through the document verification process
  4. Added the bank account details for salary credit
  5. Have give benefit choices and provided the dependent/beneficiary details
  6. Provided the emergency contact details
  7. Updated the other personal details
This is a very generic list of the steps to complete post joining in the hiring process, it might have some additional steps specific to organizations but the question is, how do we track the progress of all these steps in PeopleSoft ?
And the answer would be through Checklists. But before we get into that, we first need to understand how a person is added in PeopleSoft.

Please also see
Simplified Way to Provide a Page Access in PeopleSoft
Understanding Dynamic prompts in PeopleSoft
Implementing parallel processing using Application Engine in PeopleSoft
Adding and Maintaining Person Of Interest in PeopleSoft
PeopleSoft Set Control Field
Peoplesoft Row Level Security Search Records
SQL Query for Max Effective (MAX (EFFDT) dated row from JOB table
PeopleSoft Set Control Field Concept and Tableset Sharing 
Understanding Future dated security in PeopleSoft 
PeopleSoft 9.1 Person Model
PeopleSoft HRMS Online Training

As far as I know, there are three delivered way of adding a person in PeopleSoft:
  1. Candidate Gateway and Talent Acquisition Manager (TAM & CG)
  2. Template Based Hire
  3. Add a Person Page
Below diagram shows how the data flows up to the Person Model tables through different channels when a person is added in PeopleSoft.



Lets understand each of the above methods in detail.


Adding a Person through TAM & CG in PeopleSoft

As shown in the diagram, in this method an applicant is:
  1. First added in TAM i.e the applicant's biographical and organizational data is added in TAM (Navigation: Main > Recruiting > Find Applicant).
  2. Then someone from HR routes the applicant's data to Add a Person page through Manager Hires page (Main > WFA > Personal Information > Manage Hires).
  3. And finally the applicant's data is added in various tables through Add a Person page (Main > WFA > Personal Information > Add a Person).

Adding a Person through Template Based Hire in PeopleSoft

In my view this is the most convenient way of adding a person in PeopleSoft as it has just one page that we have deal with and this page is called template. But before we could use this template, we have to first design it using setup pages.
At the moment however, we will assume that the template is already designed and its ready to use. We now just have to open the template (Navigation: Main > WFA > Template-Based Hire > Template-Based Hire), fill in the applicant's Biographical and Organizational details and then click on the button 'Save and Submit' which will directly load the applicant's data into various person model tables.
Done.!! Person is added in just one click.


Adding a Person through 'Add a Person' page in PeopleSoft

In PeopleSoft, we can add a person without having to add organization relationship for that person. This is the first page when we begin this process where we supply the biographical details (Name, Gender, Marital Status, Address, National ID, Contact Details etc...). A person without an organizational relationship is stored as POI. In other words, when we add a person through this page and we save the person without adding any organizational relationship then this person is stored as a POI. For more details on POI please visit the link Adding and Maintaining Person Of Interest in PeopleSoft

Lets add a person using this (Navigation: Main > WFA > Personal Information > Add a Person) page by following below steps and understand various aspects in this hiring process.

Step 1: Adding Biographical Details

When we add a person there are two types of information we provide to the system, biographical and organizational. The page that we use to add biographical information isn't difficult to understand. Anyone can easily understand significance of each and every field, what are all the underlying tables where biographical information is stored. Please refer to the pages Adding and Maintaining Person Of Interest in PeopleSoft and PeopleSoft 9.1 Person Model to understand how the biographical detail's are filled and what are all the underlying tables where these details are stored.


Step 2: Adding Organizational Details or Creating an Organizational Relationship

In the previous step, if we just saved the person without creating any organizational instance then the person would be saved as POI by default but our objective here is to create an Organizational Relationship for the person there we are in the process of hiring. So please visit the following article - Creating an Organizational Relationship in PeopleSoft

Step 3: Completing other tasks through Person Checklists

Visit the following article Understanding PeopleSoft Checklists

 
After all these steps are completed then the person will be considered as Hired.


Please also see
Simplified Way to Provide a Page Access in PeopleSoft
PeopleSoft Set Control Field
Adding and Maintaining Person Of Interest in PeopleSoft
Unable to See Future dated transactions in Job Data page in PeopleSoft
FTE For Multiple Jobs in PoeopleSoft
Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft
Understanding Component Interface in PeopleSoft
SQL Query to Find Direct Reports for a Manager in PeopleSoft 
How to find the List of Users Assigned to a Role
How the FTE is Calculated in PeopleSoft
Understanding Future dated security in PeopleSoft
How to Resolve a Row Level Security Issue in PeopleSoft
Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft 
'Override Position Data' and 'Use Position Data' Option in Job Data Page 
How the Various Date Fields on Employment Data Page are Updated 

Saturday, August 16, 2014

How to Resolve a Row Level Security Issue in PeopleSoft

Most people prefer using SQL queries if they need to find out what are all the users have access to a particular employee's data in PeopleSoft and that's because either they are extremely comfortable with SQL or they don't know how to do this through an inquiry page in PIA.

Let's say an HR user reported you an issue that they can't see one employee's data in Job Data page. I would say this is one of the most occurred issues a PeopleSoft security consultant deals with as part of their daily work.
Anyway, from further inquiry you came to know that the employee's data row wasn't future dated because if it was then there is a separate security setup has to be done in order to allow users to see future dated transaction data in Job Data page.

Please also see
Simplified Way to Provide a Page Access in PeopleSoft
Understanding Dynamic prompts in PeopleSoft
Implementing parallel processing using Application Engine in PeopleSoft
Adding and Maintaining Person Of Interest in PeopleSoft
PeopleSoft Set Control Field
Peoplesoft Row Level Security Search Records
SQL Query for Max Effective (MAX (EFFDT) dated row from JOB table
PeopleSoft Set Control Field Concept and Tableset Sharing 
How to find the List of Users Assigned to a Role 
PeopleSoft 9.1 Person Model
PeopleSoft HRMS Online Training


So what are we gonna do now ? well, there are ways to analyze and resolve the issue but I am gonna tell you few very simple steps to the same through PIA:

Step 1: Inquire the security data for the employee

Open the Security Data Inquiry page (Navigation:  Main > Setup HRMS > Security > Core Row Level Security > Security Data Inquiry) and enter the employee ID for which the issue has been reported and then click on the button 'Show Security Definitions' to open the security configuration.




Here you will see all the Security Types which have access to the employee's data records. Note that if employee has more than one EMPL_RCD then it will show the security access for all of them.
Select all the rows and click on the button 'Show Permission List' to open all the permission lists those have access to the selected Security Type.




Select all the permission lists and then click on the button 'Show Users' which will finally open the list of users who have above permission lists assigned in their user profile respectively. 

So what do we finally have with us ? 
We have list of users who have access to the employee data for which the issue has been reported. Now, we have to find out whether in this list the HR user who reported the issue, exists or not. If they doesn't exist then it means we have to update the security setup for this HR user so that they get access to the employee's data.
Click on Find link and search the HR user id if it exists.

Please also see
'Override Position Data' and 'Use Position Data' Option in Job Data Page
Hiring a Person in PeopleSoft
How to find the List of Users Assigned to a Role
How the Various Date Fields on Employement Data Page are Updated
Hiring a Person in PeopleSoft
FTE For Multiple Jobs in PoeopleSoft
SQL Query for Max Effective (MAX (EFFDT) dated row from JOB table
SQL Query to find all the Direct Reports for a Manager 
Understanding Future dated security in PeopleSoft 
How the FTE is Calculated in PeopleSoft
Business Unit, Company and Regulatory Region in PeopleSoft

In case, the HR user exists in the list then it means that they have access to the employee's data and it is perhaps a cache issue which could be resolved if we just log out of the system, clear the browser cache and log in back again. 
However, if the HR user is not there in the list then we have got to update the security configuration for the user in order to provide access to employee's data hence go to the step 2.

Step 2: Update the Row Level Security Configuration

Once we are certain that the HR user cannot see the employee's data in Job Data page because their row level security configuration is not updated properly then the only area we have to focus on is, how and where to update the row level security configuration. Please note that, the terms 'Row Level Security' and 'Data Security' both are same in this context.

I would like to underline this point that, the row level security configuration is assigned to a permission list and this permission list can be:


  • The 'Row Security Permission List' which exists on the 'General' tab of User Profile page (Navigation:  Main > Setup HRMS > PeopleTools > Security > User Profiles > User Profile).
  • Any permission list added to a particular role which exists on the 'Roles' tab of User Profile    page (Navigation:  Main > Setup HRMS > PeopleTools > Security > User Profiles > User Profile).


In either case, the security configuration on the permission list is added/updated from below two places:

 1. Security by DEPT tree (Navigation:  Main > Setup HRMS > Security > Core Row Level      Security > Security By Dept Tree) 

This page uses Department Tree to enforce the row level security in PeopleSoft. for this, the department tree has to be maintained properly i.e, it should be refreshed frequently so that it does reflect the actual department hierarchy of the organization.

 2. Security by permission list (Navigation:  Main > Setup HRMS > Security > Core Row Level  Security > Security By Permission List)

Security configuration in this page is done based on the Security Sets and their Security Types. In this page, we only setup what are all the Security Types under a particularity Security Set that a permission list will have access to. The further access to employee records by Security Types is defined in transaction SJT table SJT_PERSON.

Most organizations use this page to configure the data or row level security so I will take this as reference when explaining how to resolve the data security issue further.
Lets get back to the issue at hand

By the end of Step 2 we would be certain that the HR user doesn't have access to the employee' data and its not a cache issue. So, how to resolve this now ?  Let's go to Step 3.

Step 3: Assign the data/row security to the HR user

We got to be careful here while doing any changes. You must follow below steps:

  • Find if there is any existing relevant role which has access to that employee and can be assigned to the HR user. If there is any such role then before assigning it to the HR user, make sure that the role doesn't have access to unintended data which HR user will also get access to if assigned. If everything looks green, assign the role to HR user.
  • If there is no such role, then check if any Permission List exist which has the same access. Also, make sure it doesn't have access to unintended data just like the way we analysed for existing role in above step. If all OK then find out an existing role to which this permission list can be assigned. If such role is found then assign the permission list to the role and then assign the role to HR user. Again, before assigning the role to the user, make sure it doesn't impact the other users access for which you first need to see what are all the users this role is tagged to -
    How to find the List of Users Assigned to a Role
  • If there is no such permission list also, then as the last option we have to create a new permission list, then assign it to either existing or a new role then finally assign this role to the HR user.
All done, check if HR user got the required access.

However, I would like to reiterate few things here - Before making any changes in the security setup (As explained in the above steps), you must keep in mind that the changes shouldn't impact the existing data accesses i.e the data/row security access defined for other users shouldn't be impacted.


Please also see
Simplified Way to Provide a Page Access in PeopleSoft
PeopleSoft Set Control Field
Adding and Maintaining Person Of Interest in PeopleSoft
Unable to See Future dated transactions in Job Data page in PeopleSoft
Hiring a Person in PeopleSoft
Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft
Understanding Component Interface in PeopleSoft
SQL Query to find all the Direct Reports for a Manager 
How to find the List of Users Assigned to a Role
How the FTE is Calculated in PeopleSoft
Understanding Future dated security in PeopleSoft
FTE For Multiple Jobs in PoeopleSoft
Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft 
'Override Position Data' and 'Use Position Data' Option in Job Data Page 
How the Various Date Fields on Employment Data Page are Updated