PS8.9HR TG-EmplMaintenance PDF

HUMAN RESOURCES - EMPLOYEE MAINTENANCE 8.
9 TRAINING
GUIDE
TABLE OF CONTENTS
1. INTRODUCTION............................................................................................................................... 3
1.1. PROCESS: <PROCESS NAME> ...................................................................................................... 3
1.2. FUNCTION: HUMAN RESOURCES - EMPLOYEE MAINTENANCE ......................................................... 4
1.3. OBJECTIVE(S)............................................................................................................................... 4
2. ENTRANCE CRITERIA .................................................................................................................... 5
2.1. PREREQUISITE(S)/PRECEDING PROCESS(ES) ................................................................................ 5
2.2. INPUT DATA.................................................................................................................................. 5
3. EXIT CRITERIA ................................................................................................................................ 5
3.1. SUBSEQUENT PROCESS(ES) ......................................................................................................... 5
3.2. OUTPUT DATA .............................................................................................................................. 5
4. PROCEDURAL STEPS .................................................................................................................... 6
4.1. UPDATING PERSONAL DATA SEARCHING FOR EXISTING EMPLOYEE ................................................ 6
4.3. UPDATING PERSONAL DATA ADDRESS CHANGES...................................................................... 12
4.4. UPDATING PERSONAL DATA MARITAL STATUS/SMOKER CHANGES ............................................ 14
4.5. UPDATING JOB DATA TRANSFERS ............................................................................................ 17
4.6. UPDATING JOB DATA PROMOTION/DEMOTION........................................................................... 28
4.7. UPDATING JOB DATA SALARY CHANGES................................................................................... 47
4.8. UPDATING JOB DATA POSITION CHANGE .................................................................................. 58
4.9. UPDATING JOB DATA LEAVE OF ABSENCE ................................................................................ 66
4.10. UPDATING JOB DATA RETURN FROM LEAVE OF ABSENCE ......................................................... 78
4.11. UPDATING JOB DATA TERMINATIONS ........................................................................................ 88
4.12. CLOSING/COMMENTS ................................................................................................................. 99
5. TIPS AND TRICKS ......................................................................................................................... 99
6. ADDITIONAL TRAINING REQUIREMENTS.................................................................................. 99
7. CANDIDATE FINAL SECTIONS .................................................................................................... 99
7.1. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ........................................................................ 100
7.2. OPEN ISSUES AND FUTURE CONSIDERATIONS ........................................................................... 100
7.3. REFERENCES AND RELATED DOCUMENTS ................................................................................. 100
7.4. ACKNOWLEDGEMENTS .............................................................................................................. 100
APPENDICES......................................................................................................................................... 101
APPENDIX A DELIVERABLE SUB SECTION HEADING .............................................................................. 102
1. INTRODUCTION
<Training Content is created by the functional teams as they develop the process and the system. The scope
should be consistent with the instruction materials; training and knowledge transfer commitments in the SOW.
Within ProvenCourse training is part of the Change sub-work stream within manage. The training plans,
deliverables etc. will be facilitated via the Change deliverables according to the tools and formats in their plan.
This deliverable assumes the planning and delivery of training is conducted via the deliverables in the Manage
work stream (Primarily Project and Change) therefore the following is not addressed here.
Skills assessment and identifying who needs training
Plan/schedule etc. for training/knowledge transfer
Defining the training/knowledge transfer methods
Delivery of knowledge transfer/training
Evaluation of the effectiveness or training/training materials
Insert any overall introduction here although for training content the brief statement of Process, Application
and Objective that follow are usually sufficient unless this document is to serve as the final training material.>
1.1. Process: <Process Name>

An employees history with a company unusually involves many job data changes (promotions, leaves of absence,
layoffs, retirement, pay rate changes, etc.). To maintain a complete history of the employees tenure, you'll enter
these changes regularly in PeopleSoft Human Resources i. To update workforce information, use the same pages
you use to add employee records. However, the pages behave differently during the update process than they do
when you add data for the first time. This means you shouldn't use the Hire, Add Non-Employee, or Assign
Additional Job components to update a person's personal data or job record. Instead, use one of the four update
components on the Administer Workforce menu. We've configured these components to simplify updating a
person's record in different business situations. The following table describes each group and its navigational path.
Component Pages in the Group Use this Component When...
Personal Data Name History, Address To update a person's personal information without changing job
History, Personal History and information.
Identity/Diversity
Job Data Work Location, Job To work with historical effective-dated rows of the employee's Job
Information, Job Labor, data. (Work with past, present, and future Job data.)
Payroll, Salary Plan,
Compensation, Earnings
Distribution, Benefits Program
Participation, Employment
Data
Current Job Work Location, Job Update only the employee's current job record. This improves
Information, Job Labor, processing time and system performance. You can add new current
Payroll, Salary Plan, effective-dated rows to the job record, but you cannot see or add
Compensation, Earnings historical job records.
Distribution, Benefits Program
Participation, Employment
Data
Pay Rate Change Employee Profile, Salary Plan, Change the employee's compensation, without changing personal or
Compensation, Job Earnings
Distribution job data.
Only the fields that may be affected by the transaction will be addressed in this training guide. Any fields in
PeopleSoft that are not addressed in this chapter should be left blank. They will not be used by <CLIENT>. If you
accidentally tab or click into one of these fields, tab or select out of the field without making a change.
1.2. Function: Human Resources - Employee Maintenance

<Usually just the header that names the location of the transaction in the application. >
1.3. Objective(s)
By the end of this chapter the user will be able to:
Personal Data Changes -
o Update an employees name
o Update an employees address
o Update an employees martial/smoker status
Job Data Changes
o Transfers
o Promotions/Demotion
o Salary Changes
o Position Changes
o Leave of Absence
o Return from Leave
o Terminations and Retirements
2. ENTRANCE CRITERIA
2.1. Prerequisite(s)/Preceding Process(es)
<The training team should identify prerequisites to training (e.g. Basic Navigation of Peoplesoft, Security
access to systems, etc.) >
2.2. Input Data

< The Training team should document the input form or source (e.g., sample documents, Client data, Training
team data) prior to conducting the training exercises. >
No. Input Form or Source Field Value / Comments

1
2
3. EXIT CRITERIA
3.1. Subsequent Process(es)
3.2. Output Data

<The Training team should document the expected output/results prior to conducting the training exercises.
Upon training completion, the Client can then compare the actual training exercise output/results with the
expected output/results and record pertinent comments. >
No. Output/Results Comments

1
2
4. PROCEDURAL STEPS
4.1. Updating Personal Data Searching for Existing Employee
Navigation
> Workforce 4.1.1. Access the Personal Data page by following the navigation path.
Administration
> Personal
Information
> Biographical
> Modify a Person
4.1.2. Enter as many indicative search fields as needed to select appropriate employee
or narrow the search to a manageable list of employees matching the search
criteria entered. Entry into at least one field is required.
Field R/O/C Description Values Comments

/Button
Name
Employee O Enter an Employee ID
ID
Name O And/or enter a portion of
the employees Name,
(last,first)
Last Name O And/or enter a portion of
the employees Last Name
only,
Second O Enter Second Name if
Name available.
Alternative O And/or enter Alternative
Character Character Name, if
Name applicable (Global
feature),
Case O Select this checkbox if you
Sensitive want your search to be
case sensitive
Include O Select this checkbox if you
/Button
Name
History want to view all history for
this employee
Correct History Correct O Select this checkbox if you

Explain how History need to correct any data
<CLIENT> uses the for this employee. This
correct history feature is not available to
all users .
See Table Legend in section 7.1 for an explanation of R/O/C abbreviations.
<7.1 is a field that gets automatically updated with the Document Section Number
where the legend resides. If you wish to break this automatic link, delete the field and
manually insert the section number. >
4.1.2.1. Press ENTER or click on the SEARCH button. If the search criteria entered
matches only one employee then the Name History Page will render. Otherwise, a
list of employees matching the search criteria will be returned. Select the
appropriate employee from the list by double-clicking to access the Name History
Page.
For any changes to an employees personal history you will need to access the employees
record by following procedure 4.3. Use the procedures that follow to make the appropriate
personal changes to the employees record.
4.2. Updating Personal Data - Name Change
4.2.1. The Personal Data pages include two different types of personal data:
Effective-dated data.
Name, address, marital status, and (for U.S. employees) whether a person is a smoker
or nonsmoker are all effective-dated fields. Enter current, historical, or future
information in these fields. When new information takes effect, the system stores the
old data so that you can track the changes that occur over time.
Noneffective-dated data.
Some Personal Data fields aren't linked to an effective date. In these fields, new entries
overwrite and delete the previous entries. This means you can store only current
information.
4.2.2. Enter the appropriate date
If an employee has had a change in their name, a row will need to be inserted on the Name
History Page in the Name History section of the page and a new effective date will need to
be specified. As you can see above the employee has only one row of effective data.

/Button
Name
PersonID D If you are adding a new EX-SFTX00013
person and are using
system-assigned IDs, the
field displays the value
NEW until you save this
record. Otherwise, the
system displays the value
that you enter to access the
page.
Effective D Effective Date: if the EX
Date rehire has a name change - 04/01/1995
after inserting a new row
L Date of Birth on this page enter the new
Note: If you leave this effective date. This will
field blank, a warning
message appears
when you save the
record. You can
continue entering
information after you
acknowledge the
/Button
Name
default to todays date;
enter the appropriate
effective date, if different.
Status D Status: defaults from the Active
selection criteria entered
on the search page that the
system automatically
displays.
Format R Format Type: after adding EX-English
Type a row, the system will
display the original Format
Type value.
Display D Click to add or edit a EX - Macia
Name name. Mason
Date of R Enter the persons date of EX
Birth birth 01/01/1962
Date of O This field does not appear

Death during the hiring process.
Use this field when
updating a person's
records.
Birth O Select a country. Based on EX-USA
Country the selected country, the
system might display
additional fields.
Birth State O Select a state.
Birth O Usually a city, town, or
Location village.
Waive Data O European community
Protection employment and personal
privacy legislation
specifies that personnel
information cant be
passed across countries in
the European Union
without authorization from
the employee. Select this
check box if you obtain the
employees consent to
share personal data with
users in other European
Union member nations.
Gender R Select a gender.
Highest R Select a value. (JPN) For Japanese
L Marital Status and
As of Education education-level age-
Note: PeopleSoft
Enterprise Payroll
doesnt use the marital
status that is entered
on this page for tax
calculations. For U.S.
employees, you enter
/Button
Name
Level related pay
calculations, a form
of seniority pay,
these values are
linked to an
education-level age
basis as of hire.
Marital R Select the person's marital Laws in the
Status and status. Values are: Netherlands require
As of Common Law, Divorced, tracking effective-
Head of Household, dated marital status
Married, Separated, information for
Single, Unknown, and employees.
Widowed. When a marital
status is changed, the
default as of date is the
same as the biographical
history effective date.
Language O Select the person's native Dont use this field to

Code or preferred language. record the
Although tracking official organizations
or preferred languages is official language or
required in some countries to rate a workers
in PeopleSoft Enterprise proficiency in
Human Resources, the speaking, reading, or
system also uses the writing various
preferred language when languages. Use the
you communicate with Location Table to
people with a relationship track the
to the organization. For organizations
example, PeopleSoft official language. Use
Enterprise Global Payroll the Languages table
for Germany and to record a workers
Switzerland use the language proficiency.
language code to print
paychecks in the payees
preferred language. Other
types of communication
also use this as the default
language for written
communication.
Alternate O To use a second type of ID
ID for a person, enter the ID.
Full-Time O Select if the person is a
Student full-time student
Country R Select the country that EX USA
issued the workers
national ID.
/Button
Name
National ID R The system enters the EX Social (BRA) Add rows to
Type value that you establish for Security enter one or more of
this country on the Number the following IDs for
National ID Type Table the person: RG
page. You can override number, voter
this default. registration card,
PIS/PASEP number,
and reserve
certificate.
National ID R Enter the workers national EX 999-99-
ID number. The system 9999
checks the format of the
entry against the default
format that you enter on
the National ID Type
Table page.
Primary ID O Select if the national ID is (GBR) For the U.K.
the persons primary ID. If the normal format of
this is the only data row two letters followed
for this person, the system by six digits and then
selects the check box by one letter for
default. You can clear it. National Insurance
identification appears
by default. Other
options that are
dependent on
employee status are
available.
4.2.2.1. If no other personal data change needs to be made to this employees record then
you can click on the button at the bottom of the page to save the changes
you have made. If there are other personal data changes that need to be made to
this employees record (ie: address, marital status, smoker change), then proceed
to the following personal data page without clicking on the saved button.
4.3. Updating Personal Data Address Changes
4.3.1. Once you have selected the employee that needs their data updated, click on the
tab and enter appropriate data.
4.3.2. Enter the appropriate date

If an employee has had a change in address, then a row can be added by clicking on the
Plus sign on the Address History Page in the Address History section of the page. Anew
effective date will need to be specified. As you can see above the employee has only one
row of effective data.

/Button
Name
Name D Employee Name: defaults EX-Alexandra
from selection criteria Gable
entered on the search page
that the system
automatically displays.
PersonID D Employee ID: defaults EX-SFTX00013
from the selection criteria
that the system
Address D Address Type: the system BUSN, CAMP,
Type will populate this field CHK, DORM,
with the data entered in the HOME, LEGL,
first row of data for this MAIL, OTH
rehire.
As Of Date D As of: the date that the
address is effective; if left
unchanged this field will
be updated with the
/Button
Name
effective date you entered
when inserting a new row.
Status D Status: defaults to Active, Inactive
Active, represents the
status of the address you
have entered
Country O Country: enter the country,
if different.
Address 1 O Address: enter the new
3 address, if different.
City O City: enter the new city, if
different.
County O County: enter the new
county, if different.
Postal O Postal: enter the new
postal zip code, if
different.
State O State: Enter the new state,
if different.
Phone Type R Phone Type: if the phone Campus, Cellular,
type needs to be changed, Dormitory, FAX,
select the type of phone Home, Main,
you will be entering. Other, Pager 1,
Pager 2 and Telex
Telephone R Telephone: enter or update
the phone number.
Extension O Enter or update telephone
extension
Preferred O Select the checkbox if
preferred.
Email Type R Email Type: if the email Business, Campus,
type needs to be changed, Dorm, Home and
select the type of email Other
address you will be
entering.
Email R Email Address: enter or EX
Address update an email address. johndoe@abu.com

you can click on the button at the bottom of the page to save the
changes you have made. If there are other personal data changes that need to be
made to this employees record (ie: marital status, smoker), then proceed to the
following personal data page without clicking on the saved button.
4.4. Updating Personal Data Marital Status/Smoker Changes
4.4.1. Click on the tab and enter appropriate data.
4.4.2. If new information is to be added, click on the Plus sign to add another row of
data with a new effective date.
Field R/O/C Description Values Comme

/Button nts
Name
Name D Employee Name: defaults EX-Alexandra Gable
from selection criteria
that the system
/Button nts
Name
PersonID D Person ID: defaults from EX- SFTX00013
the selection criteria entered
on the search page that the
system automatically
displays.
Regulatory O Enter employees EX- USA
L Ethnic Group: Region regulatory region.
Note: This information
is used to compile the Ethnic O Ethnic Group: if this has
Establishment's Group not been entered, defaults to
Affirmative Action (AA) not indicated, select the
Plan and to generate
several Equal
employee's ethnic group L
Employment Primary O Ethnic Group: select the
Opportunity (EEO) checkbox if primary.
reports.
Effective O Effective date: after EX 05/03/2005
Date inserting an additional row,
enter the date that the
change will take affect.
Defaults to todays date,
enter the appropriate
effective date, if different.
Date O Enter date employee
Entitled to entitled to Medicare.
Medicare
Military O Military Status: select the
Status appropriate value, if
different.
Citizenship O Enter document type to For example, you may need
(Proof 1) verify citizenship. to distinguish between a
native, a naturalized citizen,
or a permanent resident of a
particular country.
Citizenship O Enter document type to For example, you may need
(Proof 2) verify citizenship. to distinguish between a
native, a naturalized citizen,
or a permanent resident of a
particular country.
Eligible to O Eligible to Work in U.S.:
Work in select the checkbox if the
U.S. employee is eligible to
work in the U.S.
Smoker R Smoker: select the
checkbox if the employees
smoker status has changed.
As of R As of: enter the date the
employees smoker status
changed, if left unchanged
/Button nts
Name
this field will be updated
with the effective date you
entered when inserting a
new row.

you can click on the button at the bottom of the page to save the
changes you have made. If there are other personal data changes that need to be
made to this employees record (ie: referral information), then proceed to the
following personal data page without clicking on the saved button.

4.5. Updating Job Data Transfers
Oftentimes, employees receive a job transfer, such as from one department to another, or one
location to another. Therefore this data needs to be updated into the system.
4.5.1. Access the Job Data page by following the navigation path.
Navigation
>Workforce
Administration
>Job Information
>Job Data
L Searching:
Note: If you
navigate directly
from the Personal
Data pages to the
Job Data page, the
same employees ID
will default in to the
Job Data search box.
4.5.2. Enter as many indicative search fields as needed to select appropriate employee
or narrow the search to a manageable list of employees matching the search
criteria entered. Entry into at least one field is required L.

/Button
Name
Employee O Enter an Employee ID
ID
Empl Rcd R Employee Record
Nbr Number: the system will
display the employee
record number of the
employees search criteria
that was entered into the
search pages.
Name O And/or enter a portion of
the employees Name,
Last Name O And/or enter a portion of
the employees Last Name
only,
Second O Enter Second Name if
Name available.
Alternative O And/or enter Alternative
/Button
Name
Character Character Name, if
Name applicable (Global
feature),
Case O Select this checkbox if you
Sensitive want your search to be
case sensitive
Include O Select this checkbox if you
History want to view all history for
this employee
Correct History Correct O Select this checkbox if you
Explain how <CLIENT>
History need to correct any data
uses the correct history
feature for this employee. This
feature is not available to
all users L.

4.5.2.1. Press ENTER or click on the SEARCH button. If the search criteria entered
matches only one employee then the following page will be rendered. Otherwise, a
list of employees matching the search criteria will be returned. Select the
appropriate employee from the list by double-clicking to access the Work Location
Page.
4.5.3. Click on the Plus sign to add a row for the Transfer. History needs to be
maintained on the employees job record, therefore add an additional row to
input the transfer data. Enter the appropriate data for the job transfer.

/Button
Name
Name D Name: the system will EX-George
default to the name search Garfield
criteria entered on the
search pages.
L Empl Rcd #: Personal D Personal Status: the system Employee, Non-
Note: If the person has Status will default to the personal Employee
more than one
status search criteria
organization instance or
job record, enter the entered on the search
record that you want to pages.
access. If you do not
EmplID D Employee ID: the system EX-KUZ106
know which record you
want to access, do not will display the employee
enter a value in this field. ID of the employees
The system lists all the search criteria that was
job records in the search entered into the search
results, enabling you to pages.
select the appropriate
Empl Rcd # D Employee Record EX 0
Number: the system will
display the employee
record number of the
employees search criteria

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HUMAN RESOURCES - EMPLOYEE MAINTENANCE 8.

1.1. Process: <Process Name>

Component Pages in the Group Use this Component When...

1.2. Function: Human Resources - Employee Maintenance

2.2. Input Data

No. Input Form or Source Field Value / Comments

3.2. Output Data

No. Output/Results Comments

Field R/O/C Description Values Comments

Correct History Correct O Select this checkbox if you

4.2. Updating Personal Data - Name Change

Field R/O/C Description Values Comments

Date of O This field does not appear

Language O Select the person's native Dont use this field to

4.3.2. Enter the appropriate date

Field R/O/C Description Values Comments

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations.

4.4. Updating Personal Data Marital Status/Smoker Changes

4.4.1. Click on the tab and enter appropriate data.

Field R/O/C Description Values Comme

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations.

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations.

Field R/O/C Description Values Comments

See Table Legend in section 7.1 for an explanation of R/O/C abbreviations.

Field R/O/C Description Values Comments

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