Setting Up the Administer Workforce Business Process

This chapter discusses how to:

Define personnel actions and reasons.
(USF) Define award actions.
Define employee identification.
Define additional employment data.
Create checklists.

Defining Personnel Actions and Reasons

To set up the Personnel Actions and Reasons tables, use the Actions (ACTION_TBL), Reason Summary (ACTION_TBL), FPS Action (FPMACTION_PNL2), Action Reasons (ACTION_REASON_TBL), and Action Reason Table (RUN_PER710) components.

This section provides an overview of personnel action reasons and discusses how to:

Define personnel actions.
Define personnel action reasons.

Understanding Personnel Action Reasons

In the course of maintaining information in the Administer Workforce business process, you’ll enter changes to worker data resulting from such activities as promotions, transfers, terminations, salary increases, and leaves of absence. Each of these activities is called a personnel action, and you use them to enter and update employee data on the Job Data - Work Location page and the Data Control page. The codes classifying the types of personnel actions that you’ll perform are stored in the Translate table.

You’ll often have different reasons for performing the same type of personnel action for workers. For example, you could enter the action leave of absence for one person for maternity or paternity leave, for another person because of military service obligations, and for yet another person for health reasons.

So that you can easily identify the causes of changes made to worker data, you can designate reasons for taking personnel actions. The Human Resources system already contains some reasons for actions, but you’ll probably want to add others that apply specifically to your company. To do so, use the Action Reason Table page.

Note. To view a complete list of all actions and reasons already defined within the system, generate the Action Reason Table report (PER710).

Positions and Action Reasons

If you’re driving part or all of PeopleSoft Human Resources by position, you’ll want to enter reasons for changes to position data also (on the Position Data 1 page). For example, you might enter a personnel action of Position Change because of a reorganization of your company; a change in position title; a job reclassification; or, when you transfer employees to other positions, you need to change the position numbers (and related data) assigned to them.

To add action reasons pertaining to position change actions, use the action code POS (position change).

Global Assignments and Action Reasons

If you send workers on global assignments, you’ll probably want to identify reasons for the assignments (on the Home/Host Data page). For example, you might process some assignments that are due to a transfer of skills and others due to a local shortage of skilled personnel. To track assignment types more easily, you’ll find it helpful to specify reasons for them.

To set up reasons specific to global assignments, use the action codes ASG (assignment) and ASC (assignment completion).

Pages Used to Define Personnel Actions and Personnel Action Reasons

Page Name	Object Name	Navigation	Usage
Actions	ACTION_TBL_GBL	Set Up HRMS, Product Related, Workforce Administration, Actions	Define or review an action code and its values
Reason Summary	ACTION_TBL2	Set Up HRMS, Product Related, Workforce Administration, Actions, Reason Summary	Display the list of reasons for a specific action code
FPS Action	FPMACTION_PNL2	Set Up HRMS, Product Related, Workforce Administration, Actions, FPS Action	(French Public Sector). This page is displayed if you have French Public Sector selected on the Installation table. Use this page to assign the FPS components that can use the action code. This page is discussed in the PeopleSoft Enterprise Human Resources PeopleBook: Manage French Public Sector. See Assigning FPS Components That Can Use the Action.
Action Reason	ACTION_REASON_TBL	Set Up HRMS, Product Related, Workforce Administration, Action Reasons	Define or modify personnel action reasons.
Action Reason Table	RUN_PER710	Set Up HRMS, Product Related, Workforce Administration, Action Reason Report	Run the Action Reason Table report (PER710). This report lists the reason codes for each personnel action code and arranges them alphabetically by action.

Defining Personnel Actions

Access the Actions page.

Set Status Fields

Action sets Status Fields	Select this check box to identify actions that cause changes to Status and Date fields for the person receiving this action. When this check box is selected, the Set Organizational Instance Dt and Set Assignment Dates regions, as well as the other fields in the Set Status Fields region, are displayed.
Payroll Status	Select the payroll status (EMPL_STATUS) of the person receiving this action. Values are: Active, Deceased, Leave With Pay, Leave of Absence, Retired, Retired With Pay, Retired-Pension Administration, Short Work Break, Suspended, Terminated, Terminated Pension Pay Out, and Terminated With Pay.
HR Status	Identifies the status of the person receiving this action for HR purposes.

Set Organizational Instance Dt (Set Organizational Instance Date)

First Start Date and Latest Start Date

Select the action table value to use when this action causes the job record for a person to be updated. The First Start Date is the first date that this instance is active for a person receiving this action. For example, in an employee relationship, this is the Hire Date. The Latest Start Date is the latest date that this instance was renewed. For example, in an employee relationship, this is the re-hire date. The HIR or ADD actions modifies both the First Start Dateand the Latest Start Date to the effective date of the Job row. On a Rehire or Renew action, only the Latest Start Date is changed. These dates are only captured on the organizational instance level, not for additional assignments. The values are: JOB.EFFDTand No Action

Termination Date

Select the action table value used to determine how to set the termination date for an assignment. The values are: Clear, JOB.EFFDT-1, and No Action.

Set Assignment Dates

Start Date	Select the action table value used to determine how to set the date on which an individual assignment starts. the Hire, Rehire, Add, and Renew actions, as well as the Additional Assignments and Host Assignments actions set this value The values are: JOB.EFFDT and No Action.
Latest Start Date	Select the action table value used to determine how to set the date on which an individual assignment is restarted. The values are: JOB.EFFDT and No Action.
End Date	Select the action table value used to determine when an assignment is stopped. The values are: Clear, JOB.EFFDT-1, and No Action.
Last Date Worked	Select the action table value used to determine the last date that the person was actively working prior to a termination or a leave action. The values are: Clear, JOB.EFFDT-1, and No Action.
Expected End	Select whether or not to clear the expected end date on the job record. The values are: Clear and No Action.
Expected Return Date	Select whether or not to clear the expected return date on the job record. For example, when a person goes on temporary leave. When the person returns from leave, the expected return date should be cleared. The values are: Clear and No Action.

Organizational Relationship

Valid if PER_ORG is	Indicate whether this action is valid only for certain organizational relationships. Values are: Contingent Worker Only, Contingent Worker or POI, EMP, CWR, or POI, Employee Only, Employee or Contingent Worker, or Person of Interest Only.
Valid if Previous HR Status is:	Indicate that this action is only valid if the job assignment is in the selected HR status. For example, an action of HIR cannot be entered if the prior HR Status is Active. The values are: Activeand Inactive.
Valid if Prev Pay Status is (Valid if Previous Pay Status is):	Indicate that this action is only valid if the job assignment is in the selected status. For example, a return from leave action can only be entered if the previous pay status in a Leave status. The values are: Any Leave, Disability Leave, Suspended,and Short Work Break.
Message Set/Number	Choose the Message Set Numberand Message Number to determine the error message used for the Valid if Previous HR Status is or Valid if Prev Pay Status is settings.

Defining Personnel Action Reasons

Access the Action Reason page.

(AUS) Australia

Movement Code

Select the appropriate Public Service Merit Protection Commission (PSMPC) movement code for the employment status change.

(CAN) Canada

Canadian ROE Reason (Canadian record of employment reason)	Select a Canadian ROE reason, such as Return to School or Pregnancy. Valid values are defined by the Canadian government.
Benefits Employee Status	Select the status associated with this action.
Benefits Administration Action	If a particular action and reason code combination affects benefits in some way, enter the PeopleSoft Enterprise Benefits Administration event classification for that combination in the Benefits Administration Action field. The Benefits Administration process will use this information to determine what rules to apply when evaluating eligibility for, and availability of, benefit option changes in response to this personnel action.

(DEU) Germany

Spokesmen Committee Approval	Select this check box as an action reason, if applicable.
Company Doctor’s Approval	Select this check box, if relevant, for this action reason.

(ESP) Spain

Social Security Action	Select the social security action associated with this action reason.
Employee Status	Select the employee status associated with this action reason.

(MEX) Mexico

IMSS requires a notification for every hire, termination, and salary rate change. Once you’ve defined the details, these notifications are generated automatically by the system.

IMSS Term	Select the reason for termination. Values are: Agreement, Collective Termination, Employee Death, Employee Transfer, Inability, Lay-off, Leave, Mental or Physical Disability, N/A, Pension-Off, Retirement, Voluntary Renounce, and Work Risk Disability.
INFONAVIT Reason	Select a reason to indicate to INFONAVIT why the INFONAVIT loan payments will stop. Values are: Death, Disability, Disengage, Never Work, Other, Retirement, and Transfer.
IMSS Print Form	Select the reason for a change in a worker's information This is done to notify IMSS when an person is hired, rehired, terminated, or has a salary change. Values are: Employee Register, Employee Termination, Salary Change, and N/A.
SUA Reason	Select the reason that gets printed on the SUA notification. Values are: Employee Register, Employee Termination, Salary Change, Re-enter, and N/A.

(USA) United States

Benefits Employee Status

Select the status associated with this action.

Benefits Administration Action

If a particular action and reason code combination affects benefits in some way, enter the PeopleSoft Enterprise Benefits Administration event classification for that combination in the Benefits Administration Action field. The Benefits Administration process will use this information to determine what rules to apply when evaluating eligibility for, and availability of, benefit option changes in response to this personnel action.

(USF) Defining Award Actions

To set up the (USF) Award Actions tables, use the Award Action Data (GVT_AWD_ACTN), and Award Type Table (RUN_FGPER810) components.

This section discusses how to set up award actions.

Pages Used to Define Award Actions

Page Name	Object Name	Navigation	Usage
Award Action Data	GVT_AWD_ACTN	Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Award Actions	Define monetary and nonmonetary awards types.
Award Type Table	PRCSRUNCNTL	Workforce Administration, Job Information, Reports, Award Action (USF)	Run the Award Type table report (FGPER810).

Defining Award Codes

Access the Award Action Data page.

Nature of Action Code

Enter the reason associated with this award action.

Award Classification

Select the award classification, either Award or Bonus.

Earnings Code

Select an earnings code to associate with this award action.

Account Code

Select an account code to associate with this award action.

GL Pay Type (general ledger pay type)

Select the pay type to associate with this award action.

Pay in Separate Paycheck?

Select if this award action should be paid in a separate check.

Gross-Up

Select to indicate the award or bonus amount must be grossed-up for payroll purposes.

Defining Employee Identification

To set up the Employee Identification tables, use the Visa/Permit Table (VISA_PERMIT_TABLE), Supporting Documents Table (SUPPORT_DOC_TABLE), and Drivers License Type Tbl (DRIVE_LIC_TBL) components.

This section discusses how to:

Define visas and work permits.
Define driver's license data.

Pages Used to Define Employee Identification

Page Name	Object Name	Navigation	Usage
Visa/Permit Table	VISA_PERMIT_TABLE	Set Up HRMS, Product Related, Workforce Administration, Visas/Permits	Define visas, permits, and associated supporting documents that governments require for noncitizens to work in the countries where your organization does business.
Supporting Documents Table	SUPPORT_DOC_TABLE	Set Up HRMS, Common Definitions, Supporting Documents	Set up codes for the types of documents required to obtain visas and permits for employees and their dependents, such as birth certificates, letters of employment, and marriage certificates.
Drivers License Type Tbl (driver's license type table)	DRIVE_LIC_TBL	Set Up HRMS, Product Related, Workforce Administration, Driver's License Type	Enter the types of licenses that you are tracking.

Defining Visas and Work Permits

Access the Visa/Permit Table page.

You must have previously defined the visa or permit classifications on the Supporting Documents Table page.

Visa/Permit Classification	Select the appropriate visa or permit classification, if applicable.
Supporting Documents Needed	Select the appropriate supporting documents needed to obtain the visa or permit.

Defining Additional Employment Setup Data

To set up the additional employment setup data tables, use the Ethnic Groups (ETHNIC_GROUP_TBL), Religions (RELIGION_TBL_GBL), Volunteer Organization Table (VOLUNTEER_ORG_TABL), Provider Info (NEE_PROVIDER_TBL), Empl Class Table (EMPL_CLASS_TABLE), and Duties Type (TEMP_DUTIES_TBL) components.

This section lists the pages used to define additional employment data.

Pages Used to Define Additional Employment Data

Page Name	Object Name	Navigation	Usage
Ethnic Groups	ETHNIC_GROUP_TBL	Set Up HRMS, Product Related, Workforce Administration, Ethnic Groups	Define ethnic groups. Regulations in some countries require ethnic group tracking by employers. The system tables contain predetermined values for defining ethnic groups and religions. You can add or edit values and descriptions.
Religions	RELIGION_TBL_GBL	Set Up HRMS, Product Related, Workforce Administration, Religions	Define religions.
Volunteer Organization Table	VOLUNTEER_ORG_TABL	Set Up HRMS, Product Related, Workforce Administration, Volunteer Organizations	Add volunteer organization data that your company recognizes or sponsors.
Provider Info (provider information)	NEE_PROVIDER_TBL	Set Up HRMS, Product Related, Workforce Administration, Non-Employee Provider	Define the provider, agency, or employer of a contingent worker. Link this information to a worker on the Employment Information page or Contract Data page.
Empl Class Table (employee class table)	EMPL_CLASS_TABLE	Set Up HRMS, Product Related, Workforce Administration, Labor Administration, Employee Class, Empl Class Table	Set up employee classes to further categorize your workforce. Employee classes are assigned on the Job Data - Job Information page (JOB_DATA_JOBCODE). Note. (GBR) The Northern Ireland Fair Employment Monitoring report (UKNI001) uses the employee class to determine the classification for workers. If your organization submits this report, you must use the required employee classes for the report to work correctly.
Duties Type	TEMP_DUTIES_TBL	Set Up HRMS, Product Related, Workforce Administration, Temporary Duties	Define or modify duty types for temporary assignments. This field only appears on the Job Code page of Job Data when the action is Temporary Assignment (TAS) and the Installation table has Auto Job Suspend selected. The value can indicate what type of duties are included in the assignment. See Running the Northern Ireland Report.

Defining Ethnic Groups

Access the Ethnic Groups page.

Regulatory Region

Enter the country or region used to monitor diversity reporting for this ethnic group.

Ethnic Category

(USA) Select the category for this ethnic group. You may select one or more categories for each ethnic group.

Values include:

American Indian/Alaska Native

Asian

Black/African American

Hispanic/Latino

Native Hawaiian/Oth Pac Island (other Pacific Island)

Not Specified

White

Creating Checklists

To set up the checklists tables, use the Checklist Item Table (CHKLST_ITEM_TABLE) and Dynamic Link (DL_LINK_TBL) components.

This section provides an overview of checklists and discusses how to set up standard checklists.

Understanding Checklists

PeopleSoft Enterprise Human Resources enables you to make checklists to help you remember all the details associated with adding workers or handling other Administer Workforce tasks.

Use standard checklists as they are or use them as the basis for creating new checklists for particular workers. Make the items as general or specific as you want them to appear in checklists. For example, to gather health records, you could set up one code for all health data. Or, you might want to create separate items for all the elements of health records, such as physical exams, immunizations, and tests.

To make a checklist:

Define links to PeopleSoft pages that you may want to associate with a checklist item using the Dynamic Link page.
Create checklist items using the Checklist Item Table page.
Create a checklist by adding items to a checklist using the Checklist Table page.

Pages Used to Create Checklists

Page Name	Object Name	Navigation	Usage
Checklist Item Table	CHKLST_ITEM_TABLE	Set Up HRMS, Common Definitions, Checklists, Checklist Items	Create items to include in checklists.
Checklist Table	CHECKLIST_TABLE	Set Up HRMS, Common Definitions, Checklists, Checklist	Create checklists for the various types of processing you do in the Administer Workforce business process.
Dynamic Link	DL_LINK_TBL	Set Up HRMS, Common Definitions, Checklists, Dynamic Link	Define dynamic links used in worklist items.

Setting Up Standard Checklists

Access the Checklist Table page.

Checklist Type

Select the type of checklist that you want to create. Values include Hiring, Transfer, Terminate, Org Instance, Training, Medical, and Other.

Sequence and Item Code

The system automatically sequences the item codes in multiples of 100. When you insert a data row for a new item, the system automatically assigns the next multiple of 100, such as 400.

To rearrange the order in which the items appear, change the sequence numbers to the numerical order you want. For example, to reverse the order of Outline Office hours/holidays (100) and Outline job responsibilities (200), assign a lower number to Outline job responsibilities (such as 150) and a higher number to Outline Office hours/holidays (such as 175). When you save your changes, the system automatically displays the items in the new order.

Nature of Action Code	Enter the reason associated with this award action.
Award Classification	Select the award classification, either Award or Bonus.
Earnings Code	Select an earnings code to associate with this award action.
Account Code	Select an account code to associate with this award action.
GL Pay Type (general ledger pay type)	Select the pay type to associate with this award action.
Pay in Separate Paycheck?	Select if this award action should be paid in a separate check.
Gross-Up	Select to indicate the award or bonus amount must be grossed-up for payroll purposes.