Setting Up and Working with Self-Service Transactions

This chapter provides an overview of self-service transactions and discusses how to:

• Configure self-service transactions.

• Review transactions.

• Set up access to direct reports data.

• Use workflow with self-service transactions.

Understanding Self-Service Transactions

Self-service transactions are designed to be extensions of a core PeopleSoft application. They enable workers to update their personal information or to perform some basic task required by their job.

When the self-service transactions were designed there were two things to consider when a worker entered new data:

• Do you want that new information to update the HR database or do you want a system administrator to update the database?

• Do you want the transaction to go through an approval process? This means that once the new information is submitted, a notification is sent to someone who has to look at this information and approve it before the database can be updated.

Configuring Self-Service Transactions

To configure self-service transactions, use the Self Service Workflow Configurations component (WF_CO_CONFIG).

This section provides an overview of rules for self-service transactions and discusses how to:

• Set up approvals and database updates.

• Set up administrator notification rules.

• Set up component interface rules.

Understanding Rules for Self-Service Transactions

You can set rules that define whether the transaction:

• Goes through an approval process.

• Updates the database or sends a notice to the administrator to complete the transaction manually.

• Who to notify when problems occur during the processing of the transaction or when a transaction successfully completes.

Which Transactions Can Be Configured

The following self-service transactions were designed so users could define how processing for each self-service transaction would behave:

• Performance Document

• Address Change

• Change Full/Part Time Status

• Change Location

• Marital Status

• Name Change

• Promotion

• Reporting Change

• Retire Employee

• Salary Change

• Terminate Employee

• Training Enrollment

• Training Enrollment by Manager

• Transfer

Overview of the Self-Service Processing

The following diagram maps out the process a self-service transaction takes when the transactions is set up to follow the configuration rules.

Process flow for transactions using Process Configuration

Note. If a user ID is not tied to the role entered in the Route to Role field on the Approval Rule Set page, an error notification is sent to the administrator and the error can be viewed using the Self-Service Inquiry page. If an alternate user is entered on the General Profile Information page, make sure the User ID entered has permission to access the necessary pages.

Exceptions to the Rules

Some transactions update the worker’s job data. These self-service rules cannot override information controlled by Position Management.

Pages Used to Set Up Rules for Self Service Transactions

Setting Up Approvals and Database Updates

Access the Self Service Workflow Configurations page.

Description	Lists the self-service transaction delivered with system that is designed to work with the Process Configuration Process.
Approval Process?	This check box is only available to those transactions designed to use an approval process. If selected, the system will require Manager level approval. If not selected, manager level approval is not required.
Allow DB Update	If selected, this check box allows the transaction to update the database. If not selected, an administrator will be notified of the change and need to complete the process request. Administrators can complete the request on the Workflow Inquiry page or in the Self-Service transaction pages.
Administrator Role	Identifies the role of the person who is responsible for reviewing the results of the transaction if errors occur. If Notify on Success or Notify on Warnings is selected on the Admin Notification Setup page, this role receives notifications when processing is successful or warnings are encountered.
Notification Setup	Click this link to display the Admin Notification Setup page.
Component Interface Setup	Click this link to display the SS Component Interface Setup page.

See Also

Enterprise PeopleTools PeopleBooks: Security Administration

Setting Up Administrator Notification Rules

Access the Admin Notification Setup page.

Component	The name of the transaction.
Notify on Success	Applicable only if Allow DB Update is selected on the Configuration Options page. Select to have the role selected on the Configuration Options page receive an email when automatic updates are successful.
Notify on Warnings	Select to have the role selected on the Configuration Options page receive an email when warning messages are generated during a successful HR database update.
Business Process Name, Activity Name, and Event Name	This is predefined system data that can be changed if you want to use a different business process.

Setting Up Component Interface Rules

Access the SS Component Interface page.

Note. You do not need to modify this page unless you use component interfaces or exception tables that you have created or modified. This is predefined system data that can be changed if you want to use a different component interface.

Reviewing Transactions

To review transactions, use the Workflow Inquiry component (WF_SS_STAGED).

This section discusses how to review transaction activity.

Page Used to Review Transactions

Reviewing Transaction Activity

Access the Workflow Inquiry page.

Required Search Fields	To see the activity for a specific worker enter the ID in the EmplID field. Make sure to tab out of the field. To see the activity for <name of transaction> select <object name for transaction> in the Transaction Name field. Make sure to tab out of the field. To select activity with a specific status, select the check box next to the name of the status. You can select one or more statuses.
Optional Search Field	To see the activity for transaction that occurred on a specific date, enter the date in the Date field.
Search	Click this link to find transaction that match the search criteria. Results are displayed below the Search button.
Search Results	Information about the transaction displays. Click the various tabs to display information relevant to the transaction: Click the Errors or Warnings links to display error and warning messages. Click the Go To link to display the component page relevant to the transaction. Click the Update Status link to update the status.

Setting Up Access to Direct Reports Data

To set up access to direct reports data, use the Direct Reports Setup component (SS_LINK_TBL).

This section discusses how to:

• Determine access to manager self-service.

• Set up direct reports.

• Set up transaction instructional messages.

Note. If you are setting up direct reports data for ePerformance or eProfile, use the pages documented in the “Working With Common Components” chapter.

See Configuring Direct Reports Functionality.

Pages Used to Set Up Direct Reports

Determining Access to Manager Self-Service

The system determines who can access the manager self-service components and data by determining the answers to these questions:

• Is this user a manager?

• Who reports to this manager?

You determine a user's access to some or all of the manager self-service components when you define their component access on the Permission List page. In the Direct Reports Setup component, you specify whose data a user can see for a particular manager self-service transaction.

The system determines what kind of reporting relationship exists between managers and their staff. Reporting relationships are determined on two pages: the Work Location page (JOB_DATA1) and the Department Profile page (DEPARTMENT_TBL_GBL). On the Work Location page, you indicate who a worker's manager is. On the Department Profile page, you indicate who manages a department and the staff who report to that department.

Note. This section does not apply to the manager role in PeopleSoft Enterprise eRecruit Manager Desktop.

See Setting Up Primary Permission List Preferences.

See Entering Employee Job Location and Position Information.

See Defining Basic Information About a Department.

Setting Up Direct Reports

Access the Target Information page.

Note. To determine technical names of the system objects, use PeopleSoft Application Designer.

Component Name	Enter the component name as defined on the menu in PeopleSoft Application Designer. The component name is the name of the Select Employee page that the system displays when the user selects a Manager self-service transaction. It isn’t the name of the transaction component.
Menu Name	Select ROLE_MANAGER. All Manager self-service transactions are delivered on this menu. To grant manager access to components on other menus, select the name of the menu that the component is on.
Menu Bar Name	Select the name of the menu bar that the transaction component is under.
Item Name	Enter the component's item name. The item name is the system name of the transaction component, not the component name of the Select Employee page. The transaction component contains pages that the manager uses to view or manipulate staff data.
Page Name	Enter the object name of the transaction component's page. The object name for each Manager self-service transaction is listed in the introduction table of the page discussion. If a transaction component has more than one page, enter the name of the transaction page that the system displays first (usually the first page in the component) when a user selects a person name.
Access Mode	Select which action the user performs in the transaction. Options are Add, Update/Display, Update/Display All, and Correction.
Record (Table) Name	Enter the object name of the record that makes up the page of the transaction component.
Access Type	This field defines the reporting relationship used by the Select Employee page for this transaction component and determines which method is used to identify who approves the transaction. Available options are: By Department Manager ID: Defines the reporting relationship based on information in the Manager ID field on the Department Profile page. For users who are department managers, the system displays a list of the workers who are in the user's department. By Dept Security Tree: Determines person data access using information from the security tree. The system presents the user with a list of people whose data the user has access to, based on the security tree. By Group ID: Determines data access using the Group ID set up in the group build feature. By Part Posn Mgmt Dept Mgr ID: Defines the reporting relationship by the Reports To field on the Work Location page and the information in the Manager ID field on the Department Profile page. This is designed for the organizations that use Partial Position Management. The system searches for reporting relationship based on Report To first, and then for Department Manager ID. By Part Posn Mgmt Supervisor: Defines the reporting relationship by both the Reports To and the Supervisor ID fields on the Work Location page. This is designed for the organizations that use Partial Position Management. The system searches for reporting relationship based on Report To first, and then for Supervisor ID. By Reports To Position: Defines the reporting relationship based on information in the Reports To field on the Work Location page. The system presents the user with a list of people whose job record indicates that they report to that user's position. By Supervisor ID: Defines the reporting relationship based on information in the Supervisor ID field on the Work Location page. The system presents the user with a list of people whose job records indicate that they are supervised by the user.
Update Own Info (update own information)	Not applicable to self service. Select to allow managers to update their own information in this transaction component.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Application Designer

Creating and Modifying Security Trees

Setting Up Transaction Instructional Messages

Access the Instructional Text page.

Direct Reports - Page Instructional Text

Using Workflow with Self-Service Transactions

To use workflow with self-service transactions, use the Set Workflow Defaults component (WF_SYSTEM_DEFAULTS), Transaction Categories component (EO_TRAN_CATS), Workflow Transactions component (EO_TRANSACTIONS), System Workflow Rules component (EO_SYS_WF_RULES), Workflow Status component (HR_WF_STATUS), and Workflow User Preferences component (HR_SS_WF_EE_PREF).

This section discusses how to:

• Activate workflow message defaults.

• Set user notification preferences.

• Define rules for workflow notifications.

See Also

Enterprise PeopleTools PeopleBook: Workflow Technology

Pages Used to Activate Workflow

Activating Workflow Message Defaults

Access the Worklist System Defaults page.

Make sure the Worklist Active, Email Active, and HR Installed check boxes are selected.

Defining Rules for Workflow Notifications

Access the System Workflow Rules page.

For different rules to exist for different business units specify these rules at the SetID level.

Note. You must specify this information when you implement PeopleSoft HRMS.

See Also

Delivered Workflows for PeopleSoft HRMS

Setting User Notification Preferences

Access the Workflow User Preferences page.

Select the method of workflow notifications.