Processing Trainee Tenure

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

Calculate tenure dates.
Search for employees who are eligible for tenure.
Inform supervisors.
Approve and deny probation periods.
Grant tenure.
View employee status.

Understanding the Tenure Process

In the Manage French Public Sector business process, granting tenure to a trainee is a multistep process that implies many collective processes and transactions. You can also launch PeopleSoft Workflow during the process.

Prerequisites

The tenure process uses parameters from the following tables:

FPS Installation Parameters
Civil Service Position
Grades

See Also

Setting Up French Public Sector Tables

Calculating Tenure Dates

This section provides an overview of tenure date calculation and discusses how to calculate tenure dates.

Understanding Tenure Date Calculation

When determining exact tenure date and the probation period end date, the system takes into account part-time work and breaks that are due to civil service positions.

The system considers:

The hiring date and length of the tenure probation period.

Length is determined when you set up the trainee’s grade.
The civil service positions held during the probation period.

Some civil service positions can suspend the tenure probation period and postpone the probation period end date.
The work time percentage for trainees who work part time.

The tenure date calculation is in thirtieth or calendar days, depending on your FPS Installation Parameters setup. The tenure date is the probation period end date, minus one day. The tenure becomes effective on the anniversary date.

See Also

Setting Up FPS Installation Parameters

Page Used to Calculate Tenure Dates

Page Name	Object Name	Navigation	Usage
Tenure Date Calculation	RUNCTL_FPA005	Workforce Administration, Tenure FPS, Calculate Tenure Date, Tenure Date Calculation	Calculate the tenure date for individuals or groups.

Calculating Tenure Dates

Access the Tenure Date Calculation page.

Use this page to calculate the tenure date for one employee or a group of employees.

ID and Empl Rcd# (employee record number)

Leave these fields blank to calculate the tenure date for all trainees.

You can view the results of this calculation on the Career - Classification page.

See Also

Entering Career Classification Data

Searching for Employees Who Are Eligible for Tenure

The system enables you to search for employees whose tenure dates fall within a specific period after you process tenure dates.

The Updt trainees to be given ten (update trainees to be given tenure) SQR process (FPA105) activates the Tenure flag for employees whose tenure date is between the system date and the duration that is defined in the FPS Installation Parameters 1 page. For example, if the duration is 30 days, the Tenure flag is activated for employees whose tenure date occurs within 30 days after processing.

Page Used to Search for Employees Who Are Eligible for Tenure

Page Name	Object Name	Navigation	Usage
Next Tenure	RUNCTL_FPA710	Workforce Administration, Tenure FPS, Calculate Future Tenures, Next Tenure	Select the employees who are eligible for tenure.

Informing Supervisors

PeopleSoft Workflow enables you to send messages to supervisors of the trainees who are eligible for tenure to notify them that the tenure end date is near. Workflow is optional in the tenure process.

The Trainees tbc list (trainees to be given tenure list) Application Engine process (FPTENURE) selects all trainees whose probation periods must be validated and who have an activated Tenure flag.

Page Used to Inform Supervisors

Page Name	Object Name	Navigation	Usage
Trainees to be given Tenure	PRCSRUNCNTL	Workforce Administration, Tenure FPS, Trainees to be Given Tenures, Trainees to be given Tenure	Inform managers of trainees who have been granted tenure using workflow.

Approving and Denying Probation Periods

This section provides an overview of probation period approval or rejection, lists prerequisites and discusses how to:

View competency match results.
View accomplishment match results.
Validate or reject the tenure probation period.

Understanding Probation Period Approval or Rejection

Trainee Validation is a transaction process that enables a trainee's supervisor to select one of these:

Validate the tenure probation period.
Renew the probation period (once).
Refuse the trainee.

Note. You can renew the probation period only once. If, at the end of the second probation period, the tenure is not approved, the trainee is refused.

When saving, there is no blocking control. The system checks competencies and accomplishments as well as the physical exam, but does not prevent you from saving the transaction even if the physical exam is not yet recorded.

Also, a workflow is launched so that the HR administrator can give tenure or renew the probation period. The Renew Probation Period or Accept Tenure activities are in the worklist.

Prerequisites

For the system to validate a probation period, you must set up the following:

A non-person profile for the employee's job code.
A person profile for the employee.
Match evaluation types for the user ID that is used to perform the probation period validation.

Use the Manage Profiles business process to define person and non-person profiles. For probation period validation to work, set up the non-person profiles as follows:

Profile type must be ROLE.
Add the competencies required by the job and include an importance level and proficiency rating.
Add the accomplishments required for the job and assign an importance level.
For those competencies and accomplishments that are required to validate the probation period, select the FP Tenure Requirements check box in the French Public Sector section.

Set up employees' profiles as follows:

Profile type must be PERSON.
Add the employee's competencies to the profile. Make sure that you select a proficiency rating and an evaluation type.
Add the employee's accomplishments to the profile.

When you select the Validate Probation Period option, the system checks your User ID to determine which competency evaluation types to use. Only those competencies on the person profile with an evaluation type that matches those enabled for your user ID are considered in the probation period validation.

Use the Match Evaluation Types page to define the evaluation types for user IDs.

Pages Used to Approve and Deny Probation Periods

Page Name	Object Name	Navigation	Usage
Competency Match	FPAEETENURE_PNL4	Workforce Administration, Tenure FPS, Validate Probation Period, Competency Match	Displays a comparison of the employee's competencies with those that are required by the job. It also displays the results of the employee's medical examination.
Accomplishment Match	FPAEETENURE_PNL3	Workforce Administration, Tenure FPS, Validate Probation Period, Accomplishment Match	Displays a comparison of the employee’s accomplishments with those that are required by their job.
Tenure PPd Validation (tenure probation period validation)	FPATEN_VALID_PNL1	Workforce Administration, Tenure FPS, Validate Probation Period, Tenure PPd Validation	Validate or reject the tenure probation period.

See Also

Matching Competencies to Roles

Viewing Competency Match Results

Access the Competency Match page.

Medical Exam

This group box shows the last physical exam results. It also indicates if the medical exam has not been tracked.

Job Code

This group box displays the employee's job code and description.

Match Analysis

This group box summarizes the competency match results. The system compares the profile defined for the job code (of profile type ROLE) with the employee's profile (of type PERSON). The competency matching works in the same way as the Person to Role match provided in the Manage Profiles business process.

Competency Match	Indicates how many points the employee has been awarded out of the total possible for the role. Employees are awarded points if they have a required competency and a proficiency rating that is equal or greater than that required for the job. The number of points awarded for matching competencies depends on the importance level assigned to the competencies in the job profile.
Total Match	Displays the maximum number of points available if the employee meets all the competency requirements.
Total Competencies	Displays the number of competencies included in the match.
Total Proficiency Fit	Displays the employee’s points as a percentage of the total possible for the role.

For more details of how the competency matching works, refer to the PeopleSoft Enterprise Human Resources: Manage Profiles PeopleBook.

See Matching Competencies to Roles.

Competencies

This group box lists the competencies that are in the profile for the job specified in the Job Code group box. The match indicator icon shows how well the employee meets the competency. A blue filled circle indicates that the employee possesses the required competency and has the required proficiency rating.

Importance	Displays the importance level assigned to the competency.
Competency Training	Click to view details of courses scheduled that target the competency.

See Also

Matching Competencies to Roles

Viewing Accomplishment Match Results

Access the Accomplishment Match page.

Medical Exam

This group box shows the last physical exam results. It also indicates if the medical exam has not been tracked.

Job Code

Displays the employee's job code and job code description.

Accomplishments

This group box lists the accomplishments in the profile for the employee's job.

Description	Displays a description of the accomplishment.
Importance	Displays the Importance level assigned to the accomplishment in the job profile.
Employee Accomplishment	The system selects this check box if the employee has the accomplishment listed in their profile.
Subject	Displays the degree subject code for degrees.
Required	Indicates if a degree is required. The system selects this check box if the FP Degree Required check box is selected in the ROLE profile for a degree item.
Level	Displays the level of the degree defined in the ROLE profile. For example, if the degree specified in the ROLE profile requires four years of study, this is the value that appears in this field.
Post-Graduate Degree	Indicates if the accomplishment is a post-graduate degree.
Subject Description	Displays the description of the degree subject code.

Validating or Rejecting the Tenure Probation Period

Access the Tenure PPd Validation page.

The page displays trainee grade and step data. In the case of automatic step increment, the next step and corresponding compensation appear.

To validate or reject the tenure probation period, select On Hold, Validated, or Rejected.

Validating the probation period does not imply that the tenure becomes effective; you must still grant tenure.

You can renew a probation period only once. To renew a probation period after the first rejection, select the Status option in the worklist and enter the second probation period length (number of days).

When the probation period is rejected for the second time, the tenure is not validated, and the trainee is terminated.

Granting Tenure

You must grant tenure to make the tenure effective.

This section provides overviews of the rows created when saving the Assign Civil Servant Status component and tenure actions with or without step increment and discusses how to:

Grant tenure.
Enter the new employee status code.

Understanding Rows Created When Saving the Assign Civil Servant Status Component

When you save the Assign Civil Servant Status component, two rows are inserted into the employee record, one in the Status table and one in the Career table:

The row that is inserted into the Status table shows the employee’s new status after tenure.
The row that is inserted into the Career table shows the tenure action, whether or not the tenure implies step increment.

The action code that corresponds to tenure is defined in the FPS Installation Parameters component.

See Also

Setting Up FPS Installation Parameters

Understanding Tenure Actions with or without Step Increment

If tenure is Without Step Increment, the tenure action does not terminate the step. In the action setup, select the Previous Instance Sen Carry Ov check box on the FPS Action page.

If tenure is With Automatic Step Increment, clear the Previous Instance Sen Carry Ov check box.

Pages Used to Grant Tenure

Page Name	Object Name	Navigation	Usage
Tenure	FPAEETENURE_PNL1	Workforce Administration, Tenure FPS, Assign Civil Servant Status, Tenure	Grant tenure. Note. You can access only trainees whose probation period has been validated.
Competency Match	FPAEETENURE_PNL4	Workforce Administration, Tenure FPS, Assign Civil Servant Status, Competency Match	Displays a comparison of the employee's competencies with those that are required by the job.
Accomplishment Match	FPAEETENURE_PNL3	Workforce Administration, Tenure FPS, Assign Civil Servant Status, Accomplishment Match	Displays a comparison of the employee’s accomplishments with those that are required by their job.
New Status	FPAEETENURE_PNL2	Workforce Administration, Tenure FPS, Assign Civil Servant Status, New Status	Enter the new employee status code.

See Also

Matching Competencies to Roles

Granting Tenure

Access the Tenure page.

Give Tenure

Click to grant tenure to the employee. The default values for the Tenure Action and Reason codes prompt from the FPS Installation Parameters table. The effective date is the tenure date.

See Also

Setting Up FPS Installation Parameters

Entering the New Employee Status Code

Access the New Status page.

Enter the new employee status code.

The category is Civil Servant.

Viewing Employee Status

This section discusses how to view employee status.

Page Used to View Employee Status

Page Name	Object Name	Navigation	Usage
Update Status FPS - Status	FPAEESTATUS_PNL1	Workforce Administration, Job Information, Update Status FPS, Status	View employee status. Note. Once an employee is granted tenure, you can access both successive statuses (trainee and civil servant).

Page Name

Object Name

Navigation

Usage

Update Status FPS - Status

FPAEESTATUS_PNL1

Workforce Administration, Job Information, Update Status FPS, Status

View employee status.

Note. Once an employee is granted tenure, you can access both successive statuses (trainee and civil servant).

Viewing Employee Status

Access the Update Status FPS - Status page.

The page displays probation period lengths and end dates.

Probation Period Renewal

Consult the Status page to renew the probation period. After a renewal, the Probation Period Renewal information appears.