(JPN) Tracking Additional Appointments (Kenmu)

This chapter provides an overview of additional appointments (kenmu) and discusses how to:

• Set up codes for tracking additional appointments.

• Set up security for tracking additional appointments.

• Set up to handle additional appointment terminations.

• Record and view employee additional appointments data.

Understanding Additional Appointments

Additional appointments are tracked as additional jobs (employment record numbers) in the Job record. The Additional Appointment Information page enables tracking of multiple additional appointment rows for each main appointment row of the Job record. A separate Enter Cost Rate Information page enables the tracking of cost rate distribution among a main appointment and its additional appointments.

The system automatically increments employment record numbers, including additional appointments. The total number of additional appointments appears with main appointment data on the employee’s Job Summary JPN page.

When additional appointments exist in conjunction with intercompany transfers, for example when you serve as a hosting company, you can store information about additional appointments that your transferee may have in the home company, as well as any additional appointment information within your company as host.

On the Employee Assignment List report, you can view employees by department, including an employee’s additional appointments.

When you terminate a main appointment, the system automatically terminates all additional appointments associated with it.

See Also

(JPN) Understanding Reporting Appointments for Job Data Changes

Internal and External Companies

Some of the pages used for tracking additional appointments distinguish between internal and external company appointments. Here are the definitions of internal and external companies:

Setting Up Codes for Tracking Additional Appointments

To set up the codes for tracking additional appointments, use the IC Trans External Company/Dept (INTCPX_CPY_JPN), IC Trans External Superv Lvl (INTCPX_SPV_JPN), Additional Appointment Setup for Existing Business Units (RC_AA_JOBCODE_JPN), and Additional Appointment Setup (AA_SETUP_JPN) components.

This section provides overviews of dummy codes and setup steps for additional appointments, lists prerequisites, and discusses how to:

• Set up a dummy business unit, company, department, and location.

• Designate Job record codes for additional appointments.

Understanding Dummy Codes

Setup for additional appointment tracking requires the use of dummy codes.

Dummy Job Code

The PeopleSoft system provides a dummy job code for use with all additional appointments. The dummy job code is needed because additional appointment data is held on the Job record, which requires a job code. Because job codes are not tracked as part of additional appointment data, the dummy code is required to be able to save the Job record with additional appointment information. The dummy job code is only used in background processing for saving, and is never visible on any page except the Additional Appointment Setup and Job Code Table pages.

The delivered dummy job code is AADUMY. The system automatically creates this job code for each new business unit that you define. If you have already created business units, the system provides an application engine process that creates the dummy job code for each existing business unit. You only have to run the application engine one time. Subsequently, the system automatically creates the dummy job code when you define a new business unit.

See Pages Used to Set Up Codes for Managing Additional Appointments.

Dummy Business Unit, Company, Department, and Location Codes

When the additional appointment is in an external company, the business unit, company, department, and location codes setup for the external company are on the IC Transfer setup tables only, which are not values used in the Job record. Therefore, you must define one dummy code for each of these required fields so that you can save Job record information for additional appointments to external companies. Set up and use the same codes for all additional appointments to external companies. The PeopleSoft system does not deliver these dummy codes.

The dummy codes are only used in background processing for saving and are never visible on any page except the Additional Appointment Setup page.

Warning! The department code can impact security, so it is important to create a new department code for which no one has security access. Anyone who can access the dummy department through security will be granted access to all main appointments that have an external assignment.

See Also

Setting Up a Dummy Business Unit, Company, Department, and Location

Designating Job Record Codes for Additional Appointments

Understanding Setup Steps for Additional Appointments

The setup steps for additional appointment tracking vary slightly depending upon whether you:

• Initially implement PeopleSoft Enterprise Human Resources with additional appointment tracking before you set up business units.

• Add additional appointment tracking after you have already set up business units, such as during upgrade.

Both situations require that you create dummy codes and assign them on the Additional Appointment Setup page. The details of how to do this are presented in later sections.

When Business Units Have Not Been Defined

Here are the steps for setting up additional appointment tracking when you have not yet defined business units:

1. Select Additional Appointment Enabled in the Japanese Parameters section of the Installation Table − Country Specific page.

2. Set up your organization's business units on the Business Unit page.

   The system automatically creates the dummy job code AADUMY for each business unit that you define.

3. Create a dummy business unit, company, department, and location for use with additional appointments to external companies.

4. Assign the dummy codes on the Additional Appointment Setup page.

5. (Optional) Set up additional appointment security.

When Business Units Have Already Been Defined

If you are setting up additional appointment tracking when you have already defined business units, such as when upgrading, the steps are the same as listed in the previous section with the exception of step 2:

1. Select Additional Appointment Enabled in the Japanese Parameters section of the Installation Table − Country Specific page.

2. Run the AA_JOBCODE_JPN Application Engine process to create the dummy job code AADUMY for each business unit in your system.

   You only have to run the application engine process one time. Subsequently, the system automatically creates the dummy job code for each business unit that you define.

3. Create a dummy business unit, company, department, and location for use with additional appointments in external companies.

4. Enter the dummy codes on the Additional Appointment Setup page.

5. (Optional) Set up additional appointment security.

See Also

Setting Up Security for Tracking Additional Appointments

Setting Up and Installing PeopleSoft HRMS

Defining Business Units

Prerequisites

If you plan to track additional appointments in external companies, you must set up the following for the external companies:

• Company and department IDs for external company appointments on the IC Trans External Company/Dept page.

  See (JPN) Setting Up Intercompany Transfer Company Data.

• Supervisor levels for external company appointments on the IC Trans External Superv Lvl page.

  See (JPN) Setting Up Japanese Supervisor Levels.

These codes provide the prompt values on the Edit Additional Appointment Information page and are visible on pages that display employee additional appointment data.

Pages Used to Set Up Codes for Managing Additional Appointments

Setting Up a Dummy Business Unit, Company, Department, and Location

Set up one dummy code to be used with all additional appointments for each of the following:

• Business unit

  See Defining Business Units.

• Company

  See Entering Company Information.

• Department

  See Maintaining Departments.

• Location

  See Establishing Locations.

Additional Setup Instructions

The following are important points to keep in mind when setting up these dummy codes for use with additional appointments to external companies:

• We recommend that they not be real business unit, company, department, and location codes, because of the possible effect on security and reporting.

• You may use a real, existing setID to define the dummy codes.

• The dummy department must be excluded from the department tree.

  Otherwise, anyone who has access to the dummy department has access to all main appointments of employees who have an additional appointment in an external company.

Designating Job Record Codes for Additional Appointments

Access the Additional Appointment Setup page.

The prompt values for the Business Unit, Company, Department, and Location Code fields are the valid codes set up in the respective setup tables for your PeopleSoft database. In each field, select the single dummy code that you defined for use with additional appointments.

The system uses the values on this page to populate the Job record so that it can be saved.

Setting Up Security for Tracking Additional Appointments

To set up the security for tracking additional appointments, use the Security Install Settings (SCRTY_INSTALL), Security Type Table (SCRTY_TYPE2_TBL), and AA Security JPN (AA_SECURITY_JPN) components.

This section provides an overview of security for additional appointments and discusses how to:

• Set up the security basis for additional appointments.

• Select reports that use additional appointment security.

Understanding Security for Additional Appointments

The PeopleSoft system provides two security options for accessing additional appointment data, departmental security and security for additional appointments. If you choose to use the default option, departmental security, additional appointments do not provide any additional security access. The user must have access to the department in which the main appointment resides to access an employee's data. If you set up security for additional appointments, then additional appointments do provide additional security access. A user can view the main appointment if the main appointment or any of its additional appointments resides in a department to which the user has access.

Example of Security Access

This illustration of security access is based on the following department security tree:

Sample department security tree

Here is how security works for the two security options:

• If you choose to use the default, departmental security:

  • If the user has access to department 200, then the user has access to the data for employee ID 1000.

  • Even if the user has access to department 300, the user does not have any access to the data for employee ID 1000.

• If you choose to set up security for additional appointments:

  • If the user has access to department 200, then the user has access to the data for employee ID 1000.

  • If the user has access to department 300 only, then the user can access the data for employee ID 1000 because the employee has an additional appointment in department 300.

Note. Security access is dependent on the system date being earlier than the effective date of the release of the additional appointment. Security access to the data row ceases with the effective date of the additional appointment release.

Pages Used to Set Up Security for Additional Appointments

Setting Up Additional Appointment Security

To set up security for additional appointments:

1. Select JPN Appointment on the Security Install Settings page.

2. Select JPN Additional Appointment on the Security Type Table page for the PPLJOB security set.

3. Refresh the security join tables using the Refresh SJT_CLASS_ALL component (SCRTY_OPR_RC).

See Also

Setting Up and Administering HRMS Security

Selecting Reports that Use Additional Appointment Security

Access the AA Security JPN page.

The following table lists the only reports that can be enabled for additional appointment security and the component name to select on this page:

For other reports, the only way to access information on the main appointment is to have access to the department on which the main appointment resides. The department of the additional appointment does not provide any additional access for any reports other than the five reports listed here, even when additional appointment security is activated.

The purpose of activating additional appointment security for these reports is to display the main appointments when there is security access to the additional appointment. Activating additional appointment security does not display additional appointments on PER062JP, PER063JP, PER064JP, and PER065JP. PER066JP, PER072JP, and PER074JP display additional appointments.

When additional appointment security is activated for these five reports, the system evaluates only current job information. The system ignores future-dated job rows, such as future-dated hires or terminations. Regardless of the security option selected, the system uses only the current row to determine security access.

See Also

Setting Up and Administering HRMS Security

Setting Up to Handle Additional Appointment Terminations

When you terminate a main appointment, the system employs a message subscription that uses a component interface to automatically terminate all additional appointments that are associated with the main appointment.

The message subscription is delivered inactive; you must activate it if you use additional appointment functionality. Following are the details you need to activate the subscription:

See Also

PeopleTools 8.45 PeopleBook: PeopleSoft Enterprise Integration

Recording and Viewing Employee Additional Appointments Data

This section discusses how to:

• Add, change, or release additional appointments.

• Record additional appointment details.

• Distribute cost.

Note. To access additional appointment data, you must first access the associated main appointment in the search page.

Pages Used to Record and View Employee Additional Appointments Data

Adding, Changing, or Releasing Additional Appointments

Access the Additional Appointment Information page.

Additional Appointments

This section of the page displays information about existing additional appointments.

Recording Additional Appointment Details

Access the Edit Additional Appointment Information page.

Additional Appointment

Note. You can enter information in either the Internal Company Appointment group box or the External Company Appointment group box. You cannot use both group boxes at the same time.

Internal Company Appointment

Use this group box if the additional appointment is with a company that is included in your organization’s database (internal company).

See Internal and External Companies.

External Company Appointment

Use this group box if the additional appointment is with a company that is outside of your organization’s database (external company). Prompt values come from the data that you set up on the IC Trans External Company/Dept page and the IC Trans External Superv Lvl page.

See Also

Prerequisites

Distributing Cost

Access the Enter Cost Rate Information page.

Effective Date

Enter an effective date for when the additional appointment cost rates are being distributed or redistributed.

Main and Additional Appointment Cost Rates