Adding a Person through TAM &amp; CG in PeopleSoft

Adding and Maintaining Person Of Interest in PeopleSoft

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

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

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

Business Unit, Company and Regulatory Region 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.

Understanding PeopleSoft Checklists

We are in the process of hiring a person in PeopleSoft (Article - Hiring a Person in PeopleSoft) and so far we have added the person through Add a Person component and the organizational relationship through Add an Employment Instance component for this person. The information that we have provided have been stored in various tables but this is not the end of it. We Still have to do whole lot of other things to complete the hiring of this person.

PeopleSoft HRMS Online Training

As I mentioned in the beginning, there are various steps in hiring process or in other words, there are things need to be completed post joining such as:

Educational document submission and verification
Passport details
Relieving letter, Exp Letter Submission
Updating bank information
Updating Emergency Contact Details
Permanent Address Proof
Update Dependent/Beneficiary Details

But how do we keep track of these steps during hiring process ?
The answer is checklist. A checklist is nothing but list of items needed to be acted upon when assigned to a person.
We can create checklist for New Joiners, Transfers, Terminations, Contractors etc...
If you remember, we had assigned a checklist to this person when we were about to add organizational instance for this person. Thats the one way of doing it.
Another way is, don't assigned the checklist to person at the time of adding into PeopleSoft instead, assign the checklist after the person is added in which case we have to use Person Checklist page (Navigation: Main > WFA > Personal Information > Organizational Relationship > Person Checklist) both are same.
Now, since the checklist is already assigned lets open the Person Checklist page and see what are all the steps yet to be acted upon in the hiring process.

As you can see above, few steps are completed, few have been initiated while for others the required documents have been received and that's how we track the progress. The steps which are not yet completed such as Bank Information, Emergency Contact Details, HR can click on the link given and it will open the respective Page where the details has to be provided.
For example, If HR clicks on the link Emergency Contact Details, it will open the Emergency Contact page where the contact details can be provided.

Thursday, September 25, 2014

Employee Class (EMPL_CLASS) Field in PeopleSoft

What would you do if someone asks you to fetch a report of all the hourly employees ?
Well, I think you will certainly refer to the field EMPL_TYPE (Employee Type) with the value H (Hourly) for hourly employees. Similarly, for Full or Part time employees you would refer to the field FULL_PART_TIME (Full/Part), for the organization relationship its PER_ORG and for Regular or Temporary employees its the field REG_TEMP.

PeopleSoft Functional and Technical Online Training with Prerecorded sessions

But what if you have been asked to fetch a report of:

All the salaried employees who went on global assignments
All the regular salaried employees.
All the salaried employees who have a fixed term contract with organization
All the trainees

etc...

These are some additional classifications of employees but to identify them we can't simply use these existing fields as they won't serve the purpose however, we can definitely write some complex SQLs using these fields to do the same.
But why to write complex SQL just to identify certain category of employee when we have a better alternative which is Employee Class field. So basically the field Employee Class (EMPL_CLASS) defines the additional classification of employee in PeopleSoft for example in our case following could be the Employee Classes for each category.

All the salaried employees who went on global assignments - Expats
All the regular salaried employees - Salary Permanent
All the salaried employees who have a fixed term contract with organization - Fixed Term
All the trainees - Trainee

So with the Employee Class defined for each of these types, it's now very easy to identify them because in this case we have to refer to just one field which is much easier than writing complex SQLs.

PeopleSoft Functional and Technical Online Training with Prerecorded sessions

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

Friday, September 12, 2014

FTE For Multiple Jobs in PoeopleSoft

We have already seen and discussed about the formula used to calculate the FTE and its elements in detail here - How the FTE is Calculated in PeopleSoft but the discussion we are going to have about FTE is certainly different than what we have already seen.

Its about how the FTE is calculated for the employees who hold more than one jobs in the organization. For example, If an employee holds senior software position and in addition to that they work as technical trainer for few hours in the same organization then how the FTE will be calculated for them.

Please also see

Adding and Maintaining Person Of Interest in PeopleSoft

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

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

Let's take an example, an employee has been hired as a full time Senior Software Engineer so conceptually the FTE should be 1 and in fact the same is reflecting in the job information shown below:

Fair enough..! The employee now gets an additional assignment of Technical Trainer which requires 20 hours of their work and that means they will now have to spend 20 out of 40 full time hours in their first job which is Senior Software Engineer and remaining 20 hours in the second newly assigned job as a Technical Trainer. So let's add this additional assignment from Add Additional Assignment component (For details about how to add additional assignment visit - ). After providing all the field values when the Save button is clicked, It will certainly display below warning:
--------------------------------------------------------------------------------------------------------------
Warning -- Combined FTE of active jobs for employee AE45VK98 has exceeded 1.0. (1000,684)

The sum of FTEs of all active jobs (with employee status Active, Leave, Leave With Pay, Suspended or Short Work Break) for this employee has exceeded 1.0.
---------------------------------------------------------------------------------------------------------------------------------------------------

I think most of you would be familiar with this warning message but do all of us know the significance of it?

Let's get to the bottom of this.

In PeopleSoft, each assignment or job has its own FTE which tells how much percentage of full time hours an employee is working on the job and sum of all these FTEs should always be equal to 1 unless the employee is working overtime. In our case the employee has two jobs in the same organization - Senior Software Engineer and Technical Trainer and and both require 50 % of full time hence the total full time hours (40 hours) will be distributed accordingly.

So, Ideally the FTE should be 0.5 + 0.5 = 1 but if you look at the employee's job information, the combined standard hours are 60 and hence the combined FTE is 1.5 which indicates employee is working overtime which is not correct. that's why the system throws the warning (Shown above) about exceeding combined FTE.

But why did it happen, why the FTE has exceeded 1?
Its because when another job is added the system adds the FTE to the existing Job's to calculated the combined FTE. So in our case, the person was hired as Senior Software Engineer and the FTE for this job was 1. Then we added another assignment for this person for the role Technical Trainer and the FTE for this job was 0.5.
Therefore, system calculated combined FTE = 1 + 0.5 = 1.5

What should we have done instead?
As already stated, when the person gets a new assignment as Technical Trainer then they are supposed to spend 50 % of full time or 20 hours in this and rest 50 % in the existing one (Senior Software Engineer) and the same should be replicated in the system. Hence, before adding a new assignment we should have first changed the Standard Hours to 20 for the first job (Senior Software Engineer) and then the new assignment should have been added again with Standard Hours as 20.

So, before adding a new assignment, open the first job and change the Standard Hours value in Job Information tab to 20, and then add a new assignment with Standard hours value as 20. The combined FTE will now be 1 as shown below which is perfectly reflecting the hour distribution in both the jobs:

Note that the hours mentioned in this article are weekly hours and not the daily hours.
Full Time hours - 40 (Weekly) FTE 1
50 % of Full Time - 20 (Weekly) FTE 0.5

Please also see

Adding and Maintaining Person Of Interest in PeopleSoft

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

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.

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

Adding and Maintaining Person Of Interest in PeopleSoft

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

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

Business Unit, Company and Regulatory Region in PeopleSoft

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 - https://peoplesoftconcept.blogspot.com/2014/09/employee-class-emplclass-field-in.html

Please also see

Adding and Maintaining Person Of Interest in PeopleSoft

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

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

How COBRA Act works in US

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

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.

Related Articles:

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PeopleSoft Time and Labor Setup Architecture

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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 ?

Related Articles:

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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
Hiring a Person in PeopleSoft
Part Time/Full Time, Regular/Temporary and Contingent Workers in PeopleSoft
Understanding Component Interface in PeopleSoft
How to find the List of Users Assigned to a Role
FTE For Multiple Jobs in PoeopleSoft
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

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

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:

Gone through an interview process
Joined the organization on a given date
Gone through the document verification process
Added the bank account details for salary credit
Have give benefit choices and provided the dependent/beneficiary details
Provided the emergency contact details
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

Business Unit, Company and Regulatory Region in PeopleSoft

Adding and Maintaining Person Of Interest in PeopleSoft

How the FTE is Calculated in PeopleSoft

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

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