'Override Position Data' and 'Use Position Data' Option in Job Data Page

Adding and Maintaining Person Of Interest in PeopleSoft

How the Various Date Fields on Employement Data Page are Updated

Concept of Salary Admin Plan, Grade and Step in PeopleSoft

PeopleSoft Benefit Record Number Vs Employee Record Number

Creating an Organizational Relationship in PeopleSoft

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

Business Unit, Company and Regulatory Region in PeopleSoft

This button toggles between two labels 'Override Position Data' and 'Use Position Data' and both have specific significance. This button works as a switch, if the switch is on i.e the label turned to 'Override Position Data' then the changes done in the position through Position Data Page (Navigation: main > Organization Development > Position management > Maintain Positions/Budgets > Add/Update Position Info) will be fed into Job Data page for all the incumbents of that position.
But if the switch is off i.e the label turned to 'Use Position Data' then the changes done in the position through Position Data Page will not have any impact into Job Data page for any of the incumbents of that position in which case the incumbent's data in the Job Data page has to be updated manually to maintain the data integrity.

The button becomes available only on the new rows of data or when the page is in correct history mode.

The first time when the details are opened in Job Data page for an employee, the label of button is displayed as 'Override Position Data' and all the other fields such as Department, Business Unit, Location etc... are unavailable for entry which indicates that the page is in 'Use Position Data' mode (Switch is on) and the changes made in Position data will be fed into Job Data page. When the button is clicked, the label is changed to 'Use Position Data' and all the fields such as Department, Business Unit, Location etc... are available for entry which indicates that the page is in 'Override Position Data' mode (Switch is off) and the changes made in Position Data page will not be fed into Job Data page until the button is clicked again.

But why do we have such a button in the first place ?

There are scenarios when all the incumbents of a position might have different salary grades than the standard grade that is associated with the position. Hence the Grade field need to be overridden at employee level So, when the position is assigned to a worker, most of the fields including Salary Grade in Job Data page are defaulted but the HR can still click on Override Position Data button and can override the Grade field to select the new grade.

Understand how the changes done in Position Data page Impact Employee's Job Data

So far it all looks theory and might be bouncing off your head hence I have to explain it in such a way that even someone who just started their career in PeopleSoft could understand this entire theory. we will take an employee for example and do a transaction to understand how the changes done in Position Data are fed into Job Data.Lets assume that your company is using fully position data management, Now follow below steps:

Step 1: Pick an employee and their position

Pick any active employee and open their job details from Job Data page (Navigation: Main > WFA > Job Information > Job Data). Copy the position number assigned to this employee. Be default, the button's label will be 'Override Position Data' which means the switch is on.

Step 2: Make some changes in the Position Data

Open the position details from Position Data page (Navigation: Main > Organizational Development > Position Management >Add/Update Position Info) of the above copied position. Add a new row in this page, change the salary grade then click on save.

Step 3: Check if position data changes have been fed into Job Data

Open the employee's job data again from Job Data page and see if a new row with the same effective date as of Position Data has been added here with a particular Action and Action Reason.

Above exercise has been done while the switch was on i.e button's label was kept as 'Override Position Data' but, what if this switch was off while doing the above exercise ?

The Answer would be, If the switch was off i.e button's label was kept as 'Use Position Data then after making changes in Position Data (Step 1 & 2) when you open the Job Data page to see if the changes have been fed into Job Data (Step 3), You would have found that the changes have not been fed into job data.

Please also see

Adding and Maintaining Person Of Interest in PeopleSoft

How the Various Date Fields on Employement Data Page are Updated

Concept of Salary Admin Plan, Grade and Step in PeopleSoft

PeopleSoft Benefit Record Number Vs Employee Record Number

Creating an Organizational Relationship in PeopleSoft

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

Business Unit, Company and Regulatory Region in PeopleSoft

Want to learn PeopleSoft Core HR module thoroughly? I have several videos with total duration of 12 hours.

Following is the link to the YouTube videos Core HR
Click here to see course contents

Click here to know how it works

However, if you want to save money by purchasing whole module instead of in parts then visit this page to get more details PeopleSoft Functional and technical online training

Tuesday, August 12, 2014

How the Various Date Fields on Employement Data Page are Updated

In recent past, I was asked to prepare a report which should have list of all the new joiners since 1st Jan 2014 and I positively nodded to do the same as it appeared quite easy. I instinctively started writing max effective dated query on JOB record with use of Action 'HIR' as additional criteria hoping to get the desired result.

But it wasn't as easy as I thought it would be since there were few scenarios for which the query wasn't working. Then suddenly three fields 'Last Start Date', 'First Start Date' and 'Original Start Date' on the Employment Data page drew my attention. I did little analysis as to which one of these three will serve my need . We will talk about each of these these three fields in detail and explain how they perfectly sorted out my problem.

Please also see

Adding and Maintaining Person Of Interest in PeopleSoft

'Override Position Data' and 'Use Position Data' Option in Job Data Page

Concept of Salary Admin Plan, Grade and Step in PeopleSoft

PeopleSoft Benefit Record Number Vs Employee Record Number

Creating an Organizational Relationship in PeopleSoft

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

Business Unit, Company and Regulatory Region in PeopleSoft

'Last Start Date' Field in PeopleSoft

This field gets updated with the value of EFFDT field on Job Data page when the Action 'HIR' is used i.e when a person is hired and also in the subsequent instances whenever Action 'REH' is used i.e whenever the person is rehired in the organization and also, this field cannot be overridden. Well, it became clear that this particular field suits my need perfectly as it tracks the latest start date i.e hire as well as rehire date in case the person has been rehired. Hence, I quickly replaced my SQL with this one:

SELECT J.EMPLID FROM PS_JOB J
WHERE J.LAST_HIRE_DT >= '<Enter the Date>'
   AND J.ACTION IN ('HIR', 'REH')
   AND EXISTS (SELECT 'X' FROM PS_JOB J1
                WHERE J1.EMPLID = J.EMPLID
                  AND J1.HR_STATUS = 'A'
                  AND J1.EFFDT = (SELECT MAX(J2.EFFDT) FROM PS_JOB J2
                                   WHERE J2.EMPLID = J1.EMPLID
                                     AND J2.EMPL_RCD = J1.EMPL_RCD
                                     AND J2.EFFDT <= SYSDATE
                                 )

                  AND J1.EFFSEQ = (SELECT MAX(J3.EFFSEQ) FROM PS_JOB J3
                                    WHERE J3.EMPLID = J1.EMPLID
                                      AND J3.EMPL_RCD = J1.EMPL_RCD
                                      AND J3.EFFDT = J1.EFFDT
                                  )
               )

   The above query will return all the new joiners since a particular date.

'First Start Date' Field in PeopleSoft

This Field is updated only when Action 'HIR' is used in Job Data page i.e when the person is first hired in the organization. It gets defaulted with the value of EFFDT field on the Job Data page and remains unchanged in subsequent transactions including rehires. It cannot be overridden.

'Original Start Date' Field in PeopleSoft

This particular field gets defaulted with the value of EFFDT on the Job Data page but can be overridden. As far as I understand, the purpose of having this field is to track the hire date which HR Admins want to keep different from the hire date stored in the field 'First Start Date'

Please also see

Adding and Maintaining Person Of Interest in PeopleSoft

'Override Position Data' and 'Use Position Data' Option in Job Data Page

Concept of Salary Admin Plan, Grade and Step in PeopleSoft

PeopleSoft Benefit Record Number Vs Employee Record Number

Creating an Organizational Relationship in PeopleSoft

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

Understanding PeopleSoft Checklists

There are other fields too in the list that are updated in similar fashion at different levels and we will try to understand the purpose of having them in PeopleSoft with a live scenario. Note that all these fields are updated at two different levels Organizational Instance and Organization Assignment.

Get more details on these two entities at the link - PeopleSoft 9.1 Person Model

Bobby Singh joined company XYZ on February 2, 2002. At the end of 2006, company ABC bought company XYZ; it completed the takeover on January 1, 2007. When the HR administrator at company ABC first enters Bobby in the system, he creates a job data record with the action of HIR and an effective date of January 1, 2007, reflecting Bobby's hire date with the new company.Though the field ‘Original Start Date’ gets defaulted to ‘01/01/2007’, HR admin overrides it to the EFFDT when Bobby actually joined the organization XYZ which later on bought by ABC, i.e. 02/02/2002.
The field 'Org Instance Service Date' is used to calculate the Service period for an employee and gets defaulted with the value of the field EFFDT on Job data but it can be override on the Employment Data page in case HR admin wants to keep the Service date different.

After one year, Bobby gets terminated effective from January 2 2008 and the action affects two fields (Highlighted in red) as shown below:

In the following year Bobby again gets rehired in the organization effective from January 5 2009 which affects below fields (Highlighted in red):

After two years Bobby gets an additional assignment in the same organization effective from May 10 2011. The action affects below fields (Highlighted in red)

Did you observe something here as to how all these fields are getting updated at two different levels?

Whenever we use any of the following Actions 'HIR', 'REH', ADD and 'TER', the fields at both levels are updated since these actions have direct impact on the Organizational Instance.

Whenever we use any of the following Actions 'ADL', 'ASG' and 'ASC', the fields at Organizational Assignment level are updated since these actions have their impact on the Organizational Assignment only.

Please also see

Business Unit, Company and Regulatory Region in PeopleSoft

Adding and Maintaining Person Of Interest in PeopleSoft

'Override Position Data' and 'Use Position Data' Option in Job Data Page

Concept of Salary Admin Plan, Grade and Step in PeopleSoft

PeopleSoft Benefit Record Number Vs Employee Record Number

Creating an Organizational Relationship in PeopleSoft

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