PeopleSoft HRMS 9.

1
Functional Specification:
Personal data
CP_Personal_Data_Initials

Document Author: DKTBP

Page 1 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

Table of Contents:
1 Introduction to this Document ..................................................................................................... 3
1.1 Objectives of this Document ............................................................................................................ 3
1.2 Scope of this Document................................................................................................................... 3
1.3 Document References ..................................................................................................................... 3

2 Business Overview ........................................................................................................................ 4

2.1 Background to the Business Requirement ...................................................................................... 4
2.2 Business Justification ...................................................................................................................... 4
2.3 Business Process Impact ................................................................ Error! Bookmark not defined.
2.4 Business Requirements List ............................................................................................................ 4
2.5 Assumptions .................................................................................................................................... 4
2.6 Dependencies .................................................................................................................................. 4
2.7 Risks ................................................................................................................................................ 4
2.8 Issues ............................................................................................................................................... 4

3 Functional Requirements .............................................................................................................. 5

3.1 Overview of Required Functionality ................................................................................................. 5
3.2 Detailed Functional Requirements................................................................................................... 5

4 Non-Functional Requirements ................................................................................................... 10

4.1 Security .......................................................................................................................................... 10
4.2 Audit ............................................................................................................................................... 10
4.3 Capacity / Volumes ........................................................................................................................ 11
4.4 Performance .................................................................................................................................. 11

5 Unit Test Considerations ............................................................................................................ 12

Page 2 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

1 Introduction to this Document

1.1 Objectives of this Document

The objectives of this functional specification are as follows:

 To document the business requirements resulting in this customisation.
 To specify the customisation from a functional standpoint giving as much detail as possible to
enable the Developer to carry out the modification.
 To provide guidance to the Developer as to how this customisation should be unit tested by
documenting any specific conditions and parameters that must be tested.

1.2 Scope of this Document

 This Functional Specification document is complementary to the corresponding documents:

- Fit / Gap Document
- Business Needs Assessment
- Request For Change
 Wherever possible, duplication between this document and those referred to above should be kept
to a minimum.

1.3 Document References

Action Log Coloplast – action 41

1.1 Hire/ReHire Employee - Product Description

Page 3 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

2 Business Overview
2.1 Background to the Business Requirement

This customisation is a reimplementation of several 8.9 customisations that was implemented to

minimize the workload and frequency of data entry errors when creating new employees in
PeopleSoft.
2.2 Business Justification

The initials of an employee in Coloplast is used as the main unique identifier across Coloplast IT-
Systems, hence it is important that initials are never reused as this would make it difficult to
maintain traceability of employees in Corp IT systems.
The optimal place to check whether initials has ever been used before is to validate the initials at
the data entry point.
As data is almost instantly interfaced from PeopleSoft to other Corp IT systems it makes sense to
implement functionality that limits data entry errors in such a way that fields are auto populated
based on selections done by the user.

Guideline: Cross-reference all the ‘To Be Business Processes’ that this development is affected by.

Business Process ID Business Process Description

03.01 Workforce Administration Hire/Re-hire – Process information

2.3 Business Requirements List

N/A as this is a reimplementation of a current 8.9 customization.

2.4 Assumptions

For the validation of initials to work it is assumed that all used initials are known by PeopleSoft 9.1.
The set of initials to load would be the union of the sets of initials from PeopleSoft 8.9, the NEM
and E1.

2.5 Dependencies

Initials not currently present in 8.9 is to be captured by HR before going live. Meaning an extract
should be made from HCM 8.9, NEM and E1 to identify the employees not currently recorded in
PeopleSoft but in other systems. Once completed there should be a one to one relation between
the initials of an employee in PeopleSoft, the NEM and E1.

It is essential that this cleanup is performed as reports show that we currently have initials where
the linked name differs across the above mentioned systems.

2.6 Risks

If the clean up and load of initials is not completed prior to go live the end result be that initials
soon or later will reused.

2.7 Issues

NA

Page 4 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

3 Functional Requirements
3.1 Overview of Required Functionality

 Add an initials field to capture the initials of an employee .

 To populate the initials field with the prefix based on the selection of the format type of the
Employee. E.g. an employee with selection Danish will get the prefix DK auto populated in
the initials field.
 Validate that initials entered has not been assigned to an employee previously, preventing
the reuse of initials.
 Auto populate the email address field of an employee with the initials@coloplast.com.
3.2 Detailed Functional Requirements

Guidelines

 It is recommended that this section includes:

Navigation – e.g. to the Transactional Page and the Prompt Table / Setup Page;
Data Capture – include Page screen print(s) if possible;
Processing Logic – e.g. what functionality needs to be delivered. Include specific conditions
around the processing logic. Specify when batch processes need to be run;
Exception Handling – specify specific conditions that should result in exception messages
being output. Specify the severity of the message e.g. Error, Warning, Information. Ideally, also
specify the precise wording of the message.
Conversion/Migration – Describe functional issues/Impact to be addressed

 Please cross-check to ensure all items within the ‘Business Requirements List’ in the ‘Business
Overview’ section are covered within the ‘Functional Requirements’ or ‘Non-Functional
Requirements’ sections.

3.2.1 Initials field

An Initials field is to be added to the page shown when clicking on Workforce Administration ->
Personal Information -> add a Person/modify a Person – > edit names link.

Page 5 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

The initials field should be added to all of the country specific pages, as a rule of thumb the initials
should be added after the 3 name fields.

As the page displayed depends on the chosen Format Type and the data needs differs from country
to country it has been decided to go for a mix of PeopleSoft delivered pages and customized pages.

The customized country specific pages are to be based on 2 templates where one template is to be
used for countries that need to capture prefixes and another template for those countries that do
not.

3.2.1.1 Non prefix countries.

The following countries does not need to capture the prefix and should have specific country
specific pages created:

Country Format type ISO 3166-1 Name of page

Canada Canadian CAN CA NAME_CAN_SEC

Croatia Croatian HRV HR NAME_HRV_SEC
Czech republic Czech CZE CZ NAME_CZE_SEC
Denmark Danish DNK DK NAME_DNK_SEC
Egypt Egyptian EGY EG NAME_EGY_SEC
Finland Finnish FIN FI NAME_FIN_SEC
Hungary Hungarian HUN HU NAME_HUN_SEC
India Indian IND IN NAME_IND_SEC
Israel Israeli ISR IL NAME_ISR_SEC
Korea Korean KOR KR NAME_KOR_SEC
New Zealand New Zealander NZL NZ NAME_NZL_SEC
Norway Norwegian NOR NO NAME_NOR_SEC
Poland Polish POL PL NAME_POL_SEC
Portugal Portugeese PRT PT NAME_PRT_SEC
Russia Russian RUS RU NAME_RUS_SEC
Saudi Arabia Saudi Arabia SAU SA NAME_SAU_SEC
Singapore Singapore SGP SG NAME_SGP_SEC
Slovakia Slovak SVK SK NAME_SVK_SEC
Slovenia Slovenian SVN SI NAME_SVN_SEC
South Africa South African ZAF ZA NAME_ZAF_SEC
Sweden Swedish SWE SE NAME_SWE_SEC
Taiwan Taiwanese TWN TW NAME_TWN_SEC
Ukraine Ukrainian UKR UA NAME_UKR_SEC
USA American USA US NAME_USA_SEC
Philliphines Philippine PHL PH NAME_PHL_SEC

Page 6 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

The page should be based on the following design:

3.2.1.2 Prefix countries.

The following countries are using prefixes and should have country specific pages created

Format
Country type ISO 3166-1 Name of page

Australia Australian AUT AU NAME_AUT_SEC

Austria Austrian AUS AT NAME_AUS_SEC
Great Britain British GBR GB NAME_GBR_SEC

The page should be based following design.

Page 7 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

3.2.1.3 PeopleSoft delivered pages.

The following countries are to use the PeopleSoft delivered country specific pages.

Format
Country type ISO 3166-1 Name of page

Argentina Argentinian ARG AR NAME_ARG_SEC

Belgium Belgian BEL BE NAME_BEL_SEC
Brazil Brazilian BRA BR NAME_BRA_SEC
Hong Kong Chinese HKG HK NAME_CHN_SEC
China Chinese CHN CN NAME_CHN_SEC
France French FRA FR NAME_FRA_SEC
Germany German DEU DE NAME_DEU_SEC
Holland Dutch NLD NL NAME_NLD_SEC
Italy Italian ITA IT NAME_ITA_SEC
Japan Japanese JPN JP NAME_JPN_SEC
Mexico Mexican MEX MX NAME_MEX_SEC
Spain Spanish ESP ES NAME_ESP_SEC
Switzerland Swiss CHE CH NAME_CHE_SEC
Philliphines Philippine PHL PH NAME_PHL_SEC

3.2.2 Validation of initials.

When exiting the initials fields the validation of the initials should be done. If the initials has already
been used an error message should be displayed and the background color of the initials field
should turn red.

Commented [DKANDLO1]: I take it the message text is the

same as the current message in v8.9. In my opinion, you should take
the opportunity to change the text now to make it more user friendly.
The statement which reads “The PeopleCode program executed an
Error statement, which has produced this message” is totally
meaningless to the end user. I would suggest replacing this sentence
with “Please enter an alternative value.”

3.2.3 Population of the email address.

Page 8 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

Based on the initials entered a preferred business email address in the form of initials@coloplast.com
should be populated to the contact information page.

Page 9 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

3.2.4 The initials searchable via the search page.

The NAME_AC field is to be a searchable field on the search page of the PERSONAL_DATA component.

Non-Functional Requirements

Guidelines

 Please cross-check to ensure all items within the ‘Business Requirements List’ in the ‘Business
Overview’ section are covered within the ‘Functional Requirements’ or ‘Non-Functional
Requirements’ sections.
 Where there is no specific requirement for the areas below, please write ‘Not applicable’.

3.3 Security

To be determined when a security model has been designed

3.4 Audit

N/A

Page 10 of 14
Functional Specification Coloplast PeopleSoft HRMS 9.1

3.5 Capacity / Volumes

N/A
3.6 Performance

N/A

Page 11 of 14
 Functional Specification Coloplast PeopleSoft HRMS 9.1

4 Unit Test Considerations

Guidelines

 This is the Functional Specification author’s opportunity to influence the type of tests to include in the
Unit Test Script (to be delivered by the Technical Resource).
 The unit tests should correlate to the specific Business / Functional / Non-Functional Requirements
detailed above.

Test # Test Condition Steps (inc. Navigation) Input Data Output / Expected Results Comments

1. Initials can be captured Navigation: First Name = John A Personal Data record is
created.
Workforce Administration -> Last Name = Doe
Personal Information - Add a
Initials = DKJDO
Person
Remaining mandatory fields
Steps:
in component
1. Choose Danish in PERSONAL_DATA can be
Format Type captured using random data.
2. Click “Add Name”
3. Record data on page
4. Click ok
5. Add mandatory data
6. Click ok

Page 12 of 14
 Functional Specification
2 Correct country specific pages
related to the selected Format
type are shown when adding
people.
3 The correct 2 digit prefix of the
initials are populated to the
initials field based on the
selected Format Type.
4 Initials cannot be reused.
Coloplast PeopleSoft HRMS 9.1
Navigation: Select each of the countries The page heading is changed Test should be
in the supplied Format type so that it reads XXX name completed together
Workforce Administration ->
list box. format where XXX with test 3.
Personal Information - Add a
designates the selected
Person.
Format Type. See tables
Steps
3.2.1.1, 3.2.1.2, 3.2.1.3 for
1. For each Format type correct wording of the Format
types.
2. Select add name
3. Go to step 1.
Navigation: Select each of the countries The initials field is populated
in the supplied Format type with the 2 character country
Workforce Administration ->
list box. prefix corresponding to the
Personal Information - Add a
selected Format type. See
Person.
tables in section 3.2.1.1,
Steps 3.2.1.2, 3.2.1.3 for values
1. For each Format type
2. Select add name
3. Go to step 1.
Navigation: Initials = DKJDO An error message is
displayed (See 3.2.2) when
Workforce Administration ->
exiting the initials field and
Personal Information - Add a
the background color of the
Person
field turns red
Steps:
1. Choose Danish in
Format Type
Page 13 of 14
 Functional Specification Coloplast PeopleSoft HRMS 9.1

2. Click “Add Name”

3. Enter initials

5 Verify that initials are Navigation: Initials = DKJDO The record for DKJDO is
searchable. shown.
Workforce Administration ->
Personal Information - modify
A Person.
Steps:
1. On the search page
use the initials field to
search.

6 Auto creation of preferred Navigation: An email record exists with

business email address. the following values:
See test 5
Email type = Business
Steps:
Email address =
DKJDO@coloplast.com
1. Use steps in test 5 to
open Personal data of Preferred =
DKJDO
2. Select page Contact
Information

Page 14 of 14