Saturday, December 6, 2014

Creating an Organizational Relationship in PeopleSoft

I would like to mention here that we are in the process of hiring a person in PeopleSoft (Hiring a Person in PeopleSoft) and in this quest we have so far added the biographical details of the person through Add a Person component. We have a choice to stop here and save the transaction and the person will be saved as a POI Type without Job record. For more details on POI please visit Adding and Maintaining Person Of Interest in PeopleSoft


So the next step is to create an organizational relationship (or Organizational Instance) for this person. The Organization Relationship (Employment, Continent Worker  or POI) can be created in two ways:

  1. From 'Organizational Relationships' page of the component 'Add a Person'
  2. From the dedicated components Add an Employment Instance, Add a Contingent Worker Instance, Add a POI Instance to add EMP, CWR and POI instance respectively.
In the first method, we can create organizational relationship while adding biographical details of a person. We can also choose the checklist which has to be assigned to this person. We need to click on the button 'Add Relationship' which will open the 'Add Employment Instance' component.
How to add Organizational Relationship in PeopleSoft
The reason we are assigning checklist here, because as I mentioned in the beginning that we need to track the progress of the steps in the hiring process. More details on checklists is given in the following sections.

 The second method is used in the cases when there is such a person for which we have the biographical details but we don't have organizational details yet so we just add person's biographical details through Add a Person component and then later on when we the organizational details are with us then we can add an organizational instance for that person. We will add the organizational instance Employee (Also called Employment Instance) for the person through method 1 so lets click on the button 'Add Relationship' after selecting 'Employee' check box and a Checklist. Note that if we choose to select the checklist in this page then we don't need to assign the checklist in the page 'Person Checklist' (Navigation: Main > WFA > Personal Information > Organizational Relationship > Person Checklist)

 As soon as the button 'Add Relationship' is clicked, the Add Employment Instance page opens:

Work Location Tab


Add organizational details in Work Location Page in Job Data component in PeopleSoft

This page is essentially used to define the location where the employee is working like, Business unit, Reg Region, Department,  Location etc..
Well, I don't need to explain each and every field over here as their name suggest everything however, what I need to explain is the fields with which most of us are unfamiliar.
If the organization is using full position data management and if we assign a position number to the employee in this page then most of the fields across this component are auto filled from the Position Data page. For more details on this particular part visit - 'Override Position Data' and 'Use Position Data' Option in Job Data Page
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Expected Job End Date Field

Almost all the organizations hire freshers and keep them on probation (for 1 year, 6 months, 3 months etc..)while they are going through training. So, at the time of hiring, HR users mention a date in this field which indicates that the employee will not be confirmed if he/she doesn't complete training (Probation) successfully by this date. 
Another example would be, the contractors who are working with an organization for a certain duration and their contract will be terminated after that so in this case, when these contractors are added, the HR users mention the expected job end date.

Job Information Tab

Adding Organizational details in Job Information Page in Job Data component

 We use this page to add the details pertaining to Employee's job like whether its a part time or full time, regular or temporary, standard hours in a work period etc...
Again, most of the fields in this page are auto filled from the Position data and they are quite clear by their names however, I would like to explain few of them here:

Regular/Temporary and Full/Part Fields 

Visit this page to get the details on these fields - https://peoplesoftconcept.blogspot.com/2014/08/part-time-full-time-regular-temporary-and-contractor-in-peoplesoft.html

Standard Hours, Work Period and FTE fields

Visit this page to get the details on these fields - How the FTE is Calculated in PeopleSoft

Employee Class field

Visit this page to get the details on these fields -https://peoplesoftconcept.blogspot.com/2014/09/employee-class-emplclass-field-in.html

Contract Administraion


Visit this page to understand the Contract Administration in PeopleSoft - 

Payroll Tab
Adding payroll information in Payroll page in Job Data component
In this page we essentially add the payroll related information for the new hire such as Payroll System, Absence System. If organization has license for PeopleSoft delivered payroll and absence solution and if they are using them then we will make the choice here accordingly and based on this selection other details like Pay Group, Employee Type (Salaried or Hourly etc...) will be provided. One important thing to note here is, when we select Pay Group the Employee Type field is auto filled because in Pay Group setup page we mention the default Employee Type for which this pay group will be applicable.

Holiday Schedule Field

Every organization defines an holiday schedule every year for each country where their operation is,  where all the holidays falling in a particular year are added. For example, in India we have 10 holidays in a year. Once the schedule is defined, it is assigned to the employees through this field belonging to that country and then system takes these holidays in consideration during payroll processing. The holiday schedules are defined from Setup  HRMS > Product Related > WFA > Absence > Holiday Schedule Table

Salary Plan Tab



 This page is typically used to define the Salary Administration Plan details like Sal Admin Plan ,Grade and Step. These fields are auto filled from position data if the details have been provided there. I have never used the section 'Military' so I won't be comfortable explaining it.
A grade can have different ranges of compensation in different geographies hence we always tie Salary Admin Plan with Grade.
For more details on Salary Admin Plan, Grade and Step visit -



Compensation Tab



This page is used to define compensation details for an employee. Nothing much to explain here, we just need to add the Pay Components for a Person in the Grid 'Pay Components' below. After that we must click on the button 'Calculate Compensation' to reflect the final compensation after calculation.
For example, in India we have various pay components:
  • Basic
  • HRA
  • Special Allowance
So, we will add a row for each of these pay component and the Comp Rate associated with it.
Once the compensation details are also provide, finally click on Save button to save the transaction and after the transaction is saved i.e the organization relationship is added for the person, the next step is to go through the remaining process.
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