(USF) Setting Up the Work-in-Progress Management System

This chapter provides an overview of the WIP management system and tells you how to:

Set up the WIP management system.
Manage the WIP system.
Set up WIP status.
Define WIP activity processes.
Review sample system parameters.

Understanding the WIP Management System

In PeopleSoft Enterprise Human Resources, you can track and process personnel data using a work-in-progress (WIP) management system. PeopleSoft Enterprise Human Resources is delivered with a WIP management system that is already set up for controlling your personnel and recruiting data. The system is ready for configuration. You set up this system only once.

Setting Up the WIP Management System

As part of setting up your WIP system, you perform the following tasks:

Set up records to define each status type and determine how the system handles it.
Decide which process works best for your agency and set parameters to automate your Personnel Action Request (PAR) and recruiting processes.
Define the users who have access to your WIP data.
Plan a routing and approval process that is synchronous with your agency's requirements.

Prerequisites

Setting up WIP control parameters is usually a one-time-only process that you do when you first configure your PeopleSoft Human Resources system. The setup information in this chapter is for your agency's system administrator who will perform the setup and is not for managers or system users.

All discussions assume that you understand the processes that are being described. A sample WIP setup exists for the Personal Action Request (PAR) and recruiting in the demonstration database that was delivered with your system.

Before you start setting up your WIP system, we recommend that you review the sections cited below under “See Also.”

Managing the WIP System

This section discusses how to:

Configure WIP controls.
Define WIP status codes and status types.
Link WIP status codes and status types.

Configuring WIP Controls

You can configure your WIP controls by setting up records that define the WIP status codes that you want to use. The WIP status code tells PeopleSoft Workflow when and where to send data to the next step of the request/approval cycle or other type of cycle. You associate various status types with each code. The status type tracks the requests.

Defining WIP Status Codes and Status Types

When you define WIP status codes, you classify the WIP processes into steps. You use those steps to define routing and tracking in PeopleSoft Workflow.

When reviewers change the WIP Status of a request, the PeopleSoft Workflow process that you link to a status ensures that the action goes through all of your agency's review levels and keeps it going until it is completed as an actual event.

Designing Your Agency's WIP Process

First, review the charts for processing PARs as a sample for one of the WIP setups.

Next, analyze your agency's review process and determine the levels of review that you need for PARs and recruiting processes.

You can design your system based on your agency's requirements for routing requests and other data through approval processes.

In the section “Overview - Sample System Parameters,” review the charts, which show the sample system's parameters. You can use these charts as is, change them, or use them as templates to set up your own charts in similar formats.

Defining WIP Status Codes

When you set up your WIP management system, you select and configure the types of status codes that your agency needs. You can use all or some of the statuses that are delivered with the system; you can use some of them more than once in a process. For example, your agency might require two levels of authorization and two levels of approval for processing a PAR. Or, as shown in the sample system, you might want two levels of authorization and one level of approval. The sample system assigns the following status codes:

WIP Status	PAR Status Code
Initiated	INI
Requested	REQ
1st Authorized	1st
2nd Authorized	2nd
Approved	APP
Authorized	AUT
Reviewed	REV
Approved/Signed	SIG
Processed By Human Resources	PRO
Return for More Information	RET
Withdrawn	WTH
Disapproved	DIS
Corrected	COR
Canceled	CAN
IRR Reported (individual retirement record reported)	IRR

Defining WIP Status Types

When you're ready to choose your WIP statuses, you link each WIP status that you've defined to a WIP status type. Status types are:

WIP Status Type	Definition
Work-in-progress	The request hasn’t reached the final level of approval.
Canceled	A completed request is canceled by HR.
Corrected	A completed request is corrected by HR.
Completed	A request that has successfully completed all review levels is approved by HR.
IRR Reported	The request will be reported on an IRR.

Linking WIP Status Codes and Status Types

Now that you understand the WIP Status and the Status Type, have analyzed the request process, and have determined the process that your agency will use, you're ready to define your WIP statuses and link each one to a status type.

To link status codes and status types:

Define your WIP status codes according to the plan you've set up for your agency.

For example, for a PAR, you might have two first-level authorization reviews, one second-level approval review, and a final human resources (HR) review. You define those review levels in the WIP record tables.
Link a Work-in-progress status type to each PAR.

When a PAR is traveling along a path of approvals, you link the status type Work-in-progress to the PAR until it is completed and approved.
Change the status type to Completed after the request has passed all reviews and has been approved by HR.

Only when you define a WIP status as PRO (Processed by HR) do you link the status type to Completed.

Note. After a PAR has been processed, it might need to be corrected or canceled; only HR can correct or cancel a completed PAR. For the WIP status Corrected or Canceled , link to the status type Corrected or Canceled.

Note. Only HR can create supplemental or corrected IRRs (individual retirement records). For PARs with the WIP status IRR Reported, link to the status type IRR Reported.

Setting up WIP Status

to set up WIP status, use the Approval Transaction component (GVT_WIP_RECORD).

This section discusses how to:

Define WIP statuses.
Identify the programs and define the data.

Pages Used to Define and Link WIP Status

Page Name	Object Name	Navigation	Usage
Transaction Setup	GVT_WIP_RECORD1	Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Transactions, Transaction Setup Select USFED as the Transaction value in the search page.	Describe the type of records you're setting up for the USFED transaction, describe each status that you want to use, and link each status to a WIP status type.
Batch Programs	GVT_WIP_RECORD2	Set Up HRMS, Product Related, Workforce Data USF, Approval Transactions, Batch Programs Select USFED as the Transaction value in the search page.	Identify the programs and define the data that is needed to support this WIP process.

Page Name

Object Name

Navigation

Usage

Transaction Setup

GVT_WIP_RECORD1

Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Transactions, Transaction Setup

Select USFED as the Transaction value in the search page.

Describe the type of records you're setting up for the USFED transaction, describe each status that you want to use, and link each status to a WIP status type.

Batch Programs

GVT_WIP_RECORD2

Set Up HRMS, Product Related, Workforce Data USF, Approval Transactions, Batch Programs

Select USFED as the Transaction value in the search page.

Identify the programs and define the data that is needed to support this WIP process.

Defining WIP Statuses

Access the Transaction Setup page.

Because the WIP setup is delivered with your system, we describe the page controls that appear on this page as they apply to our sample database. You can change the values to correspond to the setup that you require for your agency.

The WIP record is the record for which you are setting up these parameters. The USFED (US Federal) record that is delivered with this system includes the Employee Data and Recruitment records that refer to Gvt_Pers_Data (government personal data), Gvt_Job, Gvt_Employment, and others as one record. This value shows the records that you specified when you opened the WIP Record Table 1 page.

On this page, describe the type of records you're setting up, describe each WIP status that you want to use, and link each status to a WIP status type.

WIP Status Label	Enter a WIP status label. This label is for referencing the WIP status on various human resources pages. For example, for referencing the WIP status on the Administer Workforce request pages, the label in our sample system is PAR Status (personnel action request status).
Effective Dated Record?	Select if the record is to be effective-dated; for example, USFED (US Federal).

WIP Record Details

WIP Status (work-in-progress status)

Enter the step in the process; for example, 1st (first review, first level).

Status Type

Select the status type to be linked to the status that you defined in the Description field:

Work-in-progress: Request hasn’t reached the final level of approval.
Corrected: A completed request has been corrected.
IRR Reported (individual retirement record reported) : HR has reported a request in IRR.
Completed: HR approves a request that has successfully completed all review levels.
Canceled: The request will be reported on an IRR.

For the WIP status codes and status types for which you selected Allow Row Insert From Status on some pages in PeopleSoft Human Resources, the system creates a history of the changes that you can see on the pages. For example, on the Administer Workforce request pages, the user can enter a new effective-dated row on the Data Control page.

These types of pages are part of the WIP processing pages and depend on the WIP control configuration to designate the WIP status in which a user can enter a new row. Therefore, you define the WIP status and status types that enable a user to enter a new row for various pages in the system.

Allow Row Insert?

Select if you want users to be allowed to enter a new row in a record with the selected status. When this check box is selected, the first authorization level can authorize existing rows but not new ones.

Personnel Action Processing

In this group box, define whether and where a user can print forms from page with the selected status.

SF-52 Print Area	Select the area on the form where the name is to appear; for example, Part A - Box 6: Authorized By.
Allow SF-50 Print?	Select if you want the SF-50 form to be printed for this status.

To continue entering and reviewing data on this page, place your cursor in the scroll bars on the right side of a data group and click to scroll through the entries.

Identifying the Programs and Defining the Data

Access the Batch Programs page.

The Program is the name of the Structured Query Report (SQR) file, COBOL, or database agent process that inserts a new row based on the status type. The row that the system inserts is the highest effective-dated row with the status type that is specified in the Status Type field.

For example, in the exhibit above, based on a status type of Completed for the program FGHR002B, the system inserts a new row and displays PRO (Processed by Human Resources) in the WIP Status field. Therefore, the WIP Status field designates the WIP status for the new row, and the Status Type field designates the status type from which to insert.

Program

Enter the name of the program's SQR file, COBOL, or database agent process that inserts a new row.

To add programs, place your cursor in the Program field and clickthe Insert Row button on the toolbar.

Status Type

Options are as follows:

Completed: The system searches for both Completed and Corrected.
WIP: The system searches for WIP, Completed, and Corrected.

When setting up your system, you can change these status type options.

To continue entering and reviewing data on this page, place your cursor in the scroll bars on the right side of a data group and click to scroll through the entries.

Defining WIP Activity Processes

To define WIP activity processes, use the Approval Flow component (GVT_WIP_ACTVTY).

This section discusses how to:

Link WIP activities to components.
Set default values for components.
Select actions for components.
Make WIP statuses available to components.

Pages Used to Define WIP Activity Processes

Page Name	Object Name	Navigation	Usage
WIP Activity 1	GVT_WIP_ACTVTY1	Set Up HRMS, Product Related, Workforce Data USF, Approval Flow, WIP Activity 1 Select USFED as the Transaction value in the search page.	Link each WIP activity to the component in which the action will be processed, specify if data rows can be inserted or deleted by each activity, and set up default values.
WIP Activity 1 - Component Defaults page	GVT_WIP_PGRP_SEC	Set Up HRMS, Product Related, Workforce Data USF, Approval Flow, WIP Activity 1 Select USFED as the Transaction value in the search page. Click the Component Defaults button on the WIP Activity Table - WIP Activity 1 page.	Set default values for the selected component.
WIP Activity 2	GVT_WIP_ACTVTY2	Set Up HRMS, Product Related, Workforce Data USF, Approval Flow, WIP Activity 2 Select USFED as the Transaction value in the search page.	Select the action for each component for each activity.
WIP Activity 3	GVT_WIP_ACTVTY3	Set Up HRMS, Product Related, Workforce Data USF, Approval Flow Select USFED as the Transaction value in the search page.	Make the WIP status available for input for the selected components.

Linking WIP Activities to Components

Access the WIP Activity 1 page.

WIP Activity Information

WIP Activity	Enter the activity for which you are defining controls.
WIP Status	Select the WIP status for this WIP record.
Allow Row Insert?	For effective-dated records only. Select to permit users to insert rows using this WIP activity.
Allow Row Delete?	For effective-dated records only. Select to permit users to delete rows using this WIP activity.
Insert Status	Defines the WIP status codes that appear when you insert a new row or when you are in Add mode. For example, when you enter a WIP status of Hire, you aren't inserting a row, but when you request a change in benefits, you are inserting a row.

WIP Status in Search

Select the WIP status codes to include in search records. The search record for the components that are linked to this activity retrieves only employees with rows that contain a WIP status that matches what is in this table.

Components Performing Action

Select the components that the WIP activity uses to perform the actions. An activity (for example, a request) can have more than one component associated with it. For example, the components for Employee Request (EE_EMPL_REQ) and Supervisor Request (EE_SUP_REQ) are request-like activities and can be included under the Request activity.

Self Service	Select if the component is a self-service component. When this check box is selected, the component automatically inserts a row when it is initialized. This is like adding a new row.
All Job Actions Valid?	Select if all job actions are valid for this component.
Component Defaults	Click this button to enter component defaults.

Setting Default Values for Components

Access the Component Defaults page.

Action

Select the default value for this component. When the component is used, this value populates the Action fields on the PAR (personnel action request) pages. You cannot change this value from the PAR pages.

Reason Code

Select the default value for this component when it performs this WIP Activity.

Nature of Action Code

Select the default value for this component when it performs this WIP Activity.

Legal Authority (1)

Select the default value for this component when it performs this WIP Activity.

Legal Authority (2)

Select the default value for this component when it performs this WIP Activity.

Selecting Actions for Components

Access the WIP Activity 2 page.

Components Performing Action

Component Name

Displays the name of the component that you selected on the WIP Activity 1 page.

See Linking WIP Activities to Components.

Available WIP Status to Change

The statuses that you specify in this group box determine what the users see when they click the prompt button for the WIP Status field on the PAR (personnel action request) pages. The user sees only the statuses that you have designated on this page.

Component Name

Displays the names of the components that you entered on the WIP Activity 1 page.

See Linking WIP Activities to Components.

Bus Proc (business process), Activity, Event Name

The Bus Proc, Activity, and Event Name fields are signals for PeopleSoft Workflow. These entries govern the routing of the action through the various PeopleSoft Human Resources business processes.

To modify the routings, you create a new business process activity and event in PeopleSoft Application Designer. On this page, you insert the name of the new process and define its routing. The system retrieves the name of the process from this table and triggers that event when the user saves the activity with the WIP status that you have designated.

Prompt for Route to Next?

Select to specify the routing prompt list views that are to be used on the prompt page.

When this check box is selected, you can enter the parameters for the routing process in the two new fields that appear: Using and Routing Text.

When this check box is selected, a new page appears when the user clicks Save.On the new page, the user selects from the list of employees who are in the result set of this view. The user routes the request to the selected employee for the next level of approval.

In Routing Text, the user specifies the next routing of this action.

WIP Status in PAR Tracking

Default Sequence	Select the default sequence of a WIP status in PAR (personnel action request) tracking.
WIP Status	Select the WIP status for the sequence you are defining.
Required	Select if the sequence is required.
Preload	Select if the sequence is Preload.

Making WIP Statuses Available to Components

Access the WIP Activity 3 page.

Action Reason

Action	Enter the action for the identified component that appears in the Component Name field. The Action and Reason Code values control what values are available from the Action/Action Reason prompts. You see these values only when you are administering the PAR (personnel action request) using the component and activity.
Reason Code	Enter the reason code for the component that appears in the Component Name field. The Action and Reason Code values control what values are available from the Action/Action Reason prompts. You see these values when you are administering the PAR using the component and activity.

WIP Status to Ungray

WIP Status	Select the WIP status that is to be available for input.
Status Field Only?	Select if this is a status field only.

Reviewing Sample System Parameters

This section discusses how to:

Review Administer Workforce PAR and WIP system parameters.
Review a sample system — WIP status code parameters.
Review a sample system — WIP parameters setup.

Reviewing Administer Workforce PAR and WIP System Parameters

The tables in this section contain the sample system PAR and WIP parameters for the PeopleSoft Human Resources Administer Workforce business process. Our sample system assigns and uses the following WIP status codes, PAR status codes, and the users who access them.

WIP Status	PAR Status Code	Who Can Assign This Status
Initiated	INI	Employee, Supervisor, Human Resources
Requested	REQ	Employee, Supervisor, Human Resources
1st Authorized	1st	1st Level Reviewer: Supervisor or Manager
2nd Authorized	2nd	1st Level Reviewer: Supervisor or Manager
Approved/Signed	SIG	2nd Level Reviewer: Supervisor or Manager
Approved	APP	Human Resources
Authorized	AUT	1st Level Reviewer: Supervisor or Manager
Reviewed	REV	2nd Level Reviewer: Supervisor or Manager
Processed by Human Resources	PRO	Human Resources
Return for More Information	RET	Supervisor, Manager, Human Resources
Withdrawn	WTH	Employee or Supervisor requesting the action
Disapproved	DIS	Supervisor, Manager, Human Resources
Corrected	COR	Human Resources
Canceled	CAN	Human Resources
IRR Reported (individual retirement record reported)	IRR	Human Resources

Reviewing a Sample System - WIP Status Code Parameters

The WIP status types are linked to the various WIP status codes in the sample system, as follows:

Status Type	WIP Status Code
Work-in-progress	Initiated
Work-in-progress	Requested
Work-in-progress	1st Auth (first authorization)
Work-in-progress	2nd Auth (second authorization)
Work-in-progress	APP (approved)
Work-in-progress	AUT (authorized)
Work-in-progress	REV (reviewed)
Work-in-progress	Approved/Signed
Work-in-progress	Returned (returned for more information)
Work-in-progress	Withdrawn
Work-in-progress	Dis (disapproved)
Corrected	Cor (corrected)
Canceled	Can (canceled)
Completed	PRO (processed by HR)
IRR Reported (individual retirement record reported)	IRR (IRR reported)

Reviewing a Sample System - WIP Parameters Setup

The WIP parameters are set up in the sample system as follows:

WIP Activity	Description	Allow Row Delete/ Insert	Default WIP Status	Component Performing Action	WIP Status in Search	WIP Status Field to Ungray
1st AUTH	1st AUTH		1st	EE_1ST_AUTH	1st, Request	1st, Request - Both Status Field Only
2nd AUTH	2nd AUTH		2ND	EE_2nd_AUTH	1st, 2nd	1st, 2nd - Both Status Field Only
APP/SGN	APP/SGN			EE_APPROVAL	2nd, SIG	2nd - Status Field Only; SIG
APPL HIRE	APPL HIRE		PRO	EE_APPLICANT_HIRE	PRO	PRO, INI
APPROVE	APPROVE			GVT_VACANCY_APPR	APP, REV	REV
AUTHORIZE	AUTHORIZE			GVT_VACANCY_AUTH	AUT, REQ	REQ
CANCEL	CANCEL			EE_CANCELLATION	CAN,PRO	COR,PRO - Both Status Field Only
CONC_HR	CONC_HR		PRO	EE_CONC_HIRE		PRO, INI
CORRECTION	CORRECTION	Insert, Delete	COR	EE_CORRECTION	COR, PRO	COR, PRO
EMPL REQST	EMPL REQST	Insert	REQ	EE_EMPL_REQ	1ST, 2ND, COR, DIS, PRO, INI, REQ, RET, SIG	INI, REQ
HIRE	HIRE		PRO	EE_HIRE		PRO, INI, REQ
HR PROC	HR PROC	Insert, Delete	PRO	EE_HR_PROC	1ST, 2ND, CAN, COR, DIS, PRO, REQ, RET, SIG, WTH	1ST, 2ND, CAN, COR, DIS, PRO, INI, REQ, RET, SIG, WTH
IRR CORR	IRR CORR	Insert	PRO	EE_IRR_CORR	IRR	PRO
IRR SUPP	IRR SUPP	Insert	PRO	EE_IRR_SUPP	IRR	PRO
LEAVE REQ	LEAVE REQ		REQ	FG_EE_LEAVE_REQ		REQ
PROCESS	PROCESS		PRO	GVT_VACANCY_PROC	APP, AUT, PRO, REQ, REV	APP, AUT, PRO, REQ, REV
REQUEST	REQUEST		REQ	GVT_VACANCY_RQST	INI, REQ	INI, REQ
REVIEW	REVIEW			GVT_VACANCY_RVWD	AUT, REV	AUT
SUP REQST	SUP REQST	Insert	REQ	EE_SUP_REQ	PRO, INI, REQ	INI, REQ
TERMINATN	TERMINATN	Insert	REQ	FG_EE_TERMINATION		REQ
W3_PERS_DT	W3_PERS_DT		PRO	W3_GVT_PERS_DATA	PRO	PRO, REQ

Action	Select the default value for this component. When the component is used, this value populates the Action fields on the PAR (personnel action request) pages. You cannot change this value from the PAR pages.
Reason Code	Select the default value for this component when it performs this WIP Activity.
Nature of Action Code	Select the default value for this component when it performs this WIP Activity.
Legal Authority (1)	Select the default value for this component when it performs this WIP Activity.
Legal Authority (2)	Select the default value for this component when it performs this WIP Activity.