Hiring French Public Sector Employees

This chapter provides an overview of the hiring process and discusses how to:

Create an employee ID.
Initialize employee status.
Update the employee record.
Assign seniority bonuses.
Validate the hiring process.
Rehire an employee.
Add concurrent jobs.
Delete an employee hiring.

Understanding the Hiring Process

When you hire employees you must record them in Manage French Public Sector (FPS) and enter key data such as personal information, civil service position, and assignment and career data. You enter some of this data on pages specific to French Public Sector and some in global Human Resource components.

The hiring process is composed of four main steps:

Creating an employee ID.
Initializing employee status.
Updating the employee record.
Validating the hiring process.

Note. The FPS hiring process is a one-way process. Once a step has been completed, it cannot be revised until the hiring is validated.

See Also

Increasing the Workforce

Prerequisites

Before entering employee-specific data, you must define the primary permission list defaults and department tables.

Creating an Employee ID

Use the Add a Person component (PERSONAL_DATA) to add a new employee to the system. To create an employee ID, you:

Assign an employee ID to the employee, manually or automatically.
Enter the employee's personal details on the Biographical Details page.
Select the hiring action code on the Regional page.

The default hiring action code is defined on the FPS Installation Parameters page, but you can select a different code. The action code should have the Personal Data Authorized check box selected on the FPS Action page.

See Assigning FPS Components That Can Use the Action.
Enter the employee personal data supporting documents required for hiring.

On the Regional page, the French Public Sector group box lists the supporting documents required for hiring.
Define the organizational relationship and the type of employee.

On the Organizational Relationships page, you select the type of employee, a Commercial Employee or a French Public Sector Employee.
Assign the FPS employee to a business unit and department, and a job code.

When you select French Public Sector Employee as the employee type on the Organizational Relationships page, the system displays the Business Unit, Department, and Job Code fields.

Note. The department that you enter should have a company, an establishment, and a location defined.

When you save the Add a Person component, the system creates an employee with status Pending Validation if it is a French Public Sector employee. You can find more detailed information about these topics in the PeopleSoft Enterprise Human Resources 8.9 PeopleBook: Administer Workforce.

Increasing the Workforce

Initializing Employee Status

This step creates a legal relationship between the employee and the organization. Initializing the employee status consists of describing employee status, compensation mode for employee whose statuses do not imply career management, civil service position, and secondment.

This section discusses how to:

Initialize employee status.
Create a hiring action.
Enter civil service position data.

Note. The pages in the Initialize Status FPS component (HIRE_DATA) are identical to those in the Add Concurrent Empl Record FPS and Re-Hire Employee FPS components and share the same object names. The difference between these components is that you use one set of pages when initially hiring an employee and the others when adding a concurrent job or rehiring an employee.

Pages Used to Initialize Employee Status

Page Name	Object Name	Navigation	Usage
Status	FPAEESTATUS_PNL1H	Workforce Administration, Personal Information, Organizational Relationships, Initialize Status FPS, Status	Initialize employee status and select the compensation mode.
Civ Serv Posit. - Overall Data (civil service position - overall data)	FPAEELEGAL_PNL1H	Workforce Administration, Personal Information, Organizational Relationships, Initialize Status FPS, Civ Serv Posit. - Overall Data	Create the hiring action.
Civil Service Position Data	FPAEELEGAL_PNL2H	Workforce Administration, Personal Information, Organizational Relationships, Initialize Status FPS, Civil Service Position Data	Enter civil service position data.

Initializing Employee Status

Access the Status page.

Select only employees who have existing employee IDs and no existing records.

Employee Status Code	Enter the employee status code. An employee has the same status as long as the employee record is active, except for trainees who change their status at tenure. For a given employee record number, an employee should have only one status (with the exception of trainees who become civil servants); a change of status implies the creation of a new employee record. The system activates and deactivates some fields in the Employee Record FPS component based on this code.
Comp/Salary Grade Table (compensation on salary grade table)	There are two modes of compensation: Compensation on salary grade table. This implies the assignment of a job code with a salary grade table and a step. Free compensation. In this mode the amount is directly captured in the Compensation field in the Employee Record FPS component. This check box is available only for employees whose statuses do not imply career management (the Career Data Authorized check box is not selected in the employee status code definition). If you select this check box for those employee status codes, assign a job code with a salary grade table and a step. Otherwise, enter the compensation amount directly in the Compensation field in the Employee Record FPS component.
Access Mode	Select the method by which the employee obtained the position. Values are: Competition: The employee passed a competitive entry examination. Recruitment: The employee was interviewed, selected, and recruited.
Tenure Date	Available for Civil Servant statuses only.
Length and Probation Date	If the status is Trainee, the system updates the Tenure Probation Period group box. The Length value corresponds to the duration that is defined when setting up the status code on the Status/Population Codes page. The probation date is the effective date, plus the length of the probation period, minus 1 day.

See Also

Defining Status and Population Codes

Creating a Hiring Action

Access the Civ Serv Posit. - Overall Data page.

Action

Enter an action code that corresponds to the hiring action. The hiring action is defined on the FPS Action page. The default comes from the FPS Installation Parameters, if you have entered a default hiring action.

Reason Code

Enter a reason for the action. Defined on the Action Reason page.

Action Status

Request status is not allowed during the hiring process.

Edit Individual Order and Edit Collective Order

Whether you can select to edit an individual or collective order for each action is defined on the FPS Action page.

Click to edit the individual order (you can postpone this step until the next stage).

Once you edit the order definitively, you cannot modify the hire data. If you must delete the hire, access Workforce Administration, Job Information, Delete ID FPS.

See Also

Setting Up Actions

Entering Civil Service Position Data

Access the Civil Service Position Data page.

To enter civil service position data:

Enter the job indicator.

This determines if the record is Primary or Secondary.
In the Secondment group box, indicate if the employee is on secondment.

Only External Secondment is available for record number 0.
Click Secondment Information to enter detailed secondment information.
If you know it, enter the expected end date of the position.

The end date is not mandatory for the hiring action. It can be mandatory for break type actions, such as leaves. To make this field mandatory for an action code, select the Mandatory Expect Dt of Return check box on the FPS Action page.

The system displays the New Civil Service Position data that is associated with the Hire action.

Updating the Employee Record

This section provides an overview of the employee record and discusses how to:

Enter the hiring action and contract number.
Enter career classification information.
Enter compensation and seniority information.
Enter work location information.
Enter job information.
Enter an employee's working time.
Enter free compensation.

Understanding the Employee Record

The search view for the Employee Record FPS component (HIRE) displays only employees whose statuses and civil service positions have been initialized but whose employee records are not captured and whose hiring is not yet validated.

During the hiring process, the system uses the employee's last civil service position date as the effective date for the employee record.

Employee Status and Available Pages

Depending on the employee status and compensation mode, the Employee Record FPS component contains five, six, or seven pages. Depending on your setup, the employee's record can be completed by granting seniority bonuses.

Three scenarios are possible:

Employees whose statuses allow career data.

A status allows career data if the Career Data Authorized check box is selected on the Status/Population Codes page for that status. If the employee's status authorizes career data, the following pages are available: Overall Data, Career - Classification, Career - Comp. Seniority, Assignment - Work Location, Assignment - Job Information, Working Time, and Employee Categorization.
Employees whose statuses do not authorize career data and who are compensated on salary grade table.

The career pages of this component are not available; you must enter a job code associated with a salary grade table. The following pages are available: Overall Data, Assignment - Work Location, Assignment - Job Information, Working Time, and Employee Categorization.
Employees whose statuses do not allow career data and with free compensation.

The following pages are available: Overall Data, Assignment - Work Location, Assignment - Job Information, Working Time, Employee Categorization and Compensation.

Hiring Validation

When you save the Employee Record FPS component the system validates the hiring process if you have:

Allocated a step to an employee whose status allows career data.
Assigned the employee a job code that has Automatic Hiring Validation activated.

The system displays a message indicating that the hiring has been validated. Otherwise, you must access the Validate Hire FPS component (FPAEERATIFY_PNL).

Employee Record Updates

After hiring employees, you might need to update their records. Access the component that you want to update. The pages are identical to those in the Employee Record FPS component.

See Also

Defining Status and Population Codes

Validating the Hiring Process

Updating Employee Records

Pages Used to Update the Employee Record

Page Name	Object Name	Navigation	Usage
Overall Data	FPAEEHIRE_PNL	Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Overall Data	Enter the hiring action and contract number.
Career - Classification	FPAEECAREER_PNL2H	Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Career - Classification	Enter career classification information. Note. Accessible only if the employee's status allows career data.
Career - Comp. Seniority (career - compensation seniority)	FPAEECAREER_PNL3H	Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Career - Comp. Seniority	Enter compensation and seniority information. Note. Accessible only if the employee's status allows career data.
Assignment - Work Location	FPAEEPOST_PNL2H	Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Assignment - Work Location	Enter work location information.
Assignment - Job Information	FPAEEPOST_PNL3H	Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Assignment - Job Information	Enter job information.
Working Time	FPAEEWORKRT_PNL2H	Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Working Time	Enter an employee's working time.
Employee Categorization	FPAEEOTHER_PNL2H	Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Employee Categorization	Enter other employee information.
Compensation	FPAEESALARY_PNL2H	Workforce Administration, Job Information, French Public Sector Jobs, Employee Record FPS, Compensation	Enter free compensation information for employees whose statuses do not allow career data and who are not compensated on a salary grade table.

Entering the Hiring Action and Contract Number

Access the Employee Record FPS - Overall Data page.

Action

Enter an action code that corresponds to the hiring action. The actions are defined on the FPS Action page. The default comes from the FPS Installation Parameters, if you have entered a default hiring action.

See Assigning FPS Components That Can Use the Action.

See Setting the Action Code and Reason Defaults.

Action Reason Code

Enter a reason for the action. Defined on the Actions Reason page.

Action Status

Request status is not allowed during the hiring process.

Contract # (contract number)

Enter the contract number if the hiring validation is automatic. If the hiring validation is manual, the contract is created in the Validate Hire FPS component.

See Validating the Hiring Process.

Entering Career Classification Information

Access the Employee Record FPS - Career - Classification page.

During the hiring process, you are not required to assign a step to employees having Career access. If you do not assign the step in the Employee Record FPS component, the system assigns a step in the Validate Hire FPS component.

The system assigns the step based on:

Salary grade table setup.
Any seniority bonus days granted to the employee in the Hiring Seniority Bonus FPS component.

Ten PPd Lgth (tenure probation period length) and Probation Date

The system displays the length of the tenure probation period and the date when it ends.

The other fields on this page are similar to those on the Career - Classification page in the Increment Step/Promotion FPS component.

See Also

Entering Career Classification Data

Entering Compensation and Seniority Information

Access the Employee Record FPS - Career - Comp. Seniority page.

The Seniority group box on the Career - Compensation Seniority page does not apply to the hiring process.

The fields on this page are similar to those on the Career - Comp. Seniority page in the Increment Step/Promotion FPS component.

See Also

Viewing Compensation and Seniority Data

Entering Work Location Information

Access the Employee Record FPS - Assignment - Work Location page.

There are two methods for populating this page:

If you manage part of your system by position, enter a position number.

The system populates the other fields on this page based on the selected position. Select Override Position Data to modify this data.
If you do not use positions, enter the company and department.

The department depends on the business unit.

You must also enter the employee's pay group. If you are using PeopleSoft Enterprise Global Payroll, you must enter additional information; the PeopleSoft Enterprise Global Payroll 8.9 PeopleBook explains the additional fields.

Understanding Payroll System and Paygroup Assignments for a Payee

Entering Job Information

Access the Employee Record FPS - Assignment - Job Information page.

To set up compensation for employees whose statuses do not authorize career data and who are compensated on the salary grade table:

Enter a job code that is associated with a salary grade table.

The system displays the name of the corresponding salary grade table.
Select a step.

Compensation data appears in the compensation group box.
(Optional) Select Forced compensation to modify the compensation amount in the Update Compensation FPS component after the hiring validation.

This check box appears for employees who are compensated on a salary grade table and whose statuses do not authorize career data.

See Also

Modifying Job Data

Entering an Employee's Working Time

Access the Employee Record FPS - Working Time page.

Enter the Hours Type, if there is no default value or the default value specified in the FPS installation parameters is incorrect.

The fields on this page are similar to those on the Working Time page in the Update Work Time FPS component.

See Also

Tracking an Employee’s Working Time

Entering Free Compensation Information

Access the Compensation page.

If the Compensation/Salary Grade Table check box is not selected when you initialize status, the employee is freely compensated. To create free compensation, enter a rate code on the Compensation page. Default values appear in the Frequency, Currency, and Compensation Rat fields. You can modify these values.

The fields on this page are similar to those on the Compensation - 2 page in the Update Compensation FPS component.

See Also

Updating Compensation for Employees

Assigning Seniority Bonuses

During the hire, you can assign a seniority equivalent to define the step that should be assigned to the employee entering the organization. For employees who are in a grade with no step, the Hiring Seniority Bonus FPS component (HIRE_BONUS) enables you to assign seniority bonuses to the employee.

There are various seniority equivalents, depending on the employee’s competencies, work experience, and career seniority that are acquired in another organization or during military service. At hiring validation, French Public Sector takes these equivalents into account and determines the employee’s step.

This section discusses how to create seniority bonuses.

Pages Used to Assign Seniority Bonuses

Page Name	Object Name	Navigation	Usage
Sen Bonus - Overall Data (seniority bonus - overall data)	FPABONUS_PNL1H	Workforce Administration, Job Information, French Public Sector Jobs, Hiring Seniority Bonus FPS, Sen Bonus - Overall Data	Enter the seniority bonus code.
Sen Bonus Days (seniority bonus days)	FPABONUS_PNL2H	Workforce Administration, Job Information, French Public Sector Jobs, Hiring Seniority Bonus FPS, Sen Bonus Days	Enter the seniority equivalent. Note. You can select only employees who have an existing record, but whose hiring is not yet validated.

Page Name

Object Name

Navigation

Usage

Sen Bonus - Overall Data (seniority bonus - overall data)

FPABONUS_PNL1H

Workforce Administration, Job Information, French Public Sector Jobs, Hiring Seniority Bonus FPS, Sen Bonus - Overall Data

Enter the seniority bonus code.

Sen Bonus Days (seniority bonus days)

FPABONUS_PNL2H

Workforce Administration, Job Information, French Public Sector Jobs, Hiring Seniority Bonus FPS, Sen Bonus Days

Enter the seniority equivalent.

Note. You can select only employees who have an existing record, but whose hiring is not yet validated.

Entering the Seniority Bonus Code

Access the Sen Bonus - Overall Data page.

Enter the seniority bonus code and the action code.

Note. Seniority headings that are authorized for equivalent calculation are defined in the FPS Installation Parameters component.

Creating Seniority Bonuses

Access the Sen Bonus Days page.

Seniority Bonus Days

Enter the number of years, months, and days of seniority the employee should receive for his or her experience.

Click the Add button to enter additional bonuses.

Validating the Hiring Process

After you’ve entered the employee's data, you can compare it with the job requirements. After you’ve reviewed employee and assignment data, you can save the data to validate the hiring process.

Depending on circumstances, this step can be automatic or manual. It is manual if:

The step has not been assigned when entering employee job data with career.
The Hiring Automatic Validation setup of the employee’s job code (with or without career) is not active.

The FPS comparison between employee data and job requirements takes all competencies and accomplishments into account. In addition to the usual matching competency function, the system groups degrees by subject and then ranks them by level. Degrees on the same level are equivalent.

When the system matches competencies, if a position requires a degree, the employee must have a degree that pertains to the same subject and with an equal or higher level. If the degree is mandatory, the employee must have the exact degree.

This section discusses how to validate the hire.

Pages Used to Validate the Hiring Process

Page Name	Object Name	Navigation	Usage
Hiring Validation	FPAEERATIFY_PNL1	Workforce Administration, Job Information, French Public Sector Jobs, Validate Hire FPS, Hiring Validation	Validate the hire. Note. Select only employees who have existing records and whose hiring must be manually validated. Employees whose hiring validation is automatic do not appear in the dialog box.
Hiring Valid - Match Compet (hiring validation - match competencies)	FPAEERATIFY_PNL2	Workforce Administration, Job Information, French Public Sector Jobs, Validate Hire FPS, Hiring Valid - Match Compet	Compares the employee’s competencies to those that are required for the assigned job code.
Hiring Valid - Match Accomp (hiring validation - match accomplishments)	FPAEERATIFY_PNL3	Workforce Administration, Job Information, French Public Sector Jobs, Validate Hire FPS, Hiring Valid - Match Accomp	Compares the employee’s accomplishments to those that are required for the assigned job code.

Validating the Hiring Process

Access the Hiring Validation page.

To validate the hiring process:

Review the displayed data, including data on the other pages of the component.
Click Next Contract to create a contract.
Select Save to validate the hire.

If the employee is lacking competencies or accomplishments, the system issues a message but the process continues. Once you save the page, the employee’s status is Active.
For employees in a grade but with no step, the system assigns a step when hiring is validated and displays it in the Automatic Step Assignment group box.

The system accounts for the seniority bonus or the salary grade table entry bonus. If a seniority bonus other than that granted for civil service applies, the salary grade table entry bonus is ignored.

Rehiring an Employee

To rehire an employee, you must re-create the employee’s terminated record. Using the Re-Hire Employee FPS component, select the terminated employee and complete the hiring process. You must update the employee record and, in some cases, validate the hire components.

Pages Used to Rehire an Employee

Page Name	Object Name	Navigation	Usage
Status	FPAEESTATUS_PNL1H	Workforce Administration, Job Information, French Public Sector Jobs, Re-Hire Employee FPS, Status	Enter the employee's status.
Civ Serv Posit. - Overall Data (civil service position - overall data)	FPAEELEGAL_PNL1H	Workforce Administration, Job Information, French Public Sector Jobs, Re-Hire Employee FPS, Civ Serv Posit. - Overall Data	Enter an action, action reason, and action status.
Civil Service Position Data	FPAEELEGAL_PNL2H	Workforce Administration, Increase Workforce, Re-Hire Employee FPS, Civil Service Position Data	Enter information about this position, including whether it is the employee's primary or secondary job.

See Also

Initializing Employee Status

Adding Concurrent Jobs

Use the Add Concurrent Empl Record FPS component (HIRE_DATA_BIS) to add a concurrent employee record (in case of a dual position or multiple jobs). Enter the employee ID and the new record number, and complete the hiring process.

Pages Used to Add Concurrent Jobs

Page Name	Object Name	Navigation	Usage
Status	FPAEESTATUS_PNL1H	Workforce Administration, Job Information, Add Concurrent Empl Record FPS, Status	Enter the employee's status.
Civ Serv Posit. - Overall Data (civil service position - overall data)	FPAEELEGAL_PNL1H	Workforce Administration, Job Information, Add Concurrent Empl Record FPS, Civ Serv Posit. - Overall Data	Enter an action, action reason, and action status.
Civil Service Position Data	FPAEELEGAL_PNL2H	Workforce Administration, Job Information, Add Concurrent Empl Record FPS, Civil Service Position Data	Enter information about this position, including whether it is the employee's primary or secondary job.
Secondment Information	FPAEELEGAL_SEC	ClickSecondment Information on the Civil Service Position Data page.	Enter secondment information for this position, including the business unit, the department (for security purposes), and the job code associated with the new record.

See Also

Initializing Employee Status

Managing Secondment

Deleting an Employee Hiring

To delete an employee hire, run the Delete FP Hire SQR process (FPA250). This section discusses how to delete an employee ID.

Page Used to Delete an Employee Hiring

Page Name	Object Name	Navigation	Usage
FPS Delete Id	RUNCTL_FPA250	Workforce Administration, Job Information, Delete ID FPS	Delete an employee hiring.

Deleting an Employee ID

Access the FPS Delete ID page.

The Delete FP Hire (FPA250) process deletes an employee ID. Deleting an employee ID implies deleting all job records that are associated with the employee. Even after the employee data is deleted, the following tables retain the employee's records:

Personal Data
Status
Civil Service Position
Career
Assignment
Compensation
Work Time
Employee Categorization

You cannot reuse a deleted employee ID.

Action	Enter an action code that corresponds to the hiring action. The hiring action is defined on the FPS Action page. The default comes from the FPS Installation Parameters, if you have entered a default hiring action.
Reason Code	Enter a reason for the action. Defined on the Action Reason page.
Action Status	Request status is not allowed during the hiring process.
Edit Individual Order and Edit Collective Order	Whether you can select to edit an individual or collective order for each action is defined on the FPS Action page.
	Click to edit the individual order (you can postpone this step until the next stage).

Action	Enter an action code that corresponds to the hiring action. The actions are defined on the FPS Action page. The default comes from the FPS Installation Parameters, if you have entered a default hiring action. See Assigning FPS Components That Can Use the Action. See Setting the Action Code and Reason Defaults.
Action Reason Code	Enter a reason for the action. Defined on the Actions Reason page.
Action Status	Request status is not allowed during the hiring process.
Contract # (contract number)	Enter the contract number if the hiring validation is automatic. If the hiring validation is manual, the contract is created in the Validate Hire FPS component. See Validating the Hiring Process.