Setting Up and Working with Self-Service Transactions

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

This chapter discusses how to:

Configure self-service transactions.
Review transactions.
Set up access to direct reports data.
Use workflow with self-service transactions.

Note. PeopleSoft delivers two different workflow technologies for self-service transactions. Delivered self-service transactions with workflow are preconfigured for either the Approval Workflow Engine (AWE) framework or the technology described in this chapter.

See Also

Setting Up and Working with Approvals

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.

Note. If the self-service transaction uses the Approval Workflow Engine for approval processing, you must also set up the transaction for use with that engine and its framework.

See Setting Up and Working with Approvals.

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.
Notifies a specific person when problems occur during the processing of the transaction or when a transaction successfully completes.

Which Transactions Can Be Configured

This table lists the configurable transactions and indicates the approval and delegation features that are delivered active for each:

Configurable Transaction Description	Approval Workflow Delivered Active	Delegation Initiation Delivered Active	Delegation Approval Delivered Active
Performance Document	Yes (AWE)		Yes (AWE)
Address Change
Change Full/Part Time Status		Yes
Change Location		Yes
Marital Status
Name Change
Promotion	Yes (AWE)	Yes (AWE)	Yes (AWE)
Reporting Change	Yes (AWE)
Retire Employee		Yes
Ad Hoc Salary Change	Yes
Terminate Employee		Yes
Training Enrollment
Training Enrollment by Manager	Yes
Transfer	Yes (AWE)	Yes (AWE)	Yes (AWE)

You can change the delegation setting for any transaction on the Workflow Transactions page. For workflow that does not use the Approval Workflow Engine (AWE) framework, you can enable transactions for delegation initiation, but not for delegation approval.

See Setting Up and Working with Delegation.

Transactions that use the Approval Workflow Engine functionality and the delegation functionality require additional configuration. PeopleSoft delivers these transactions preconfigured for using these functionalities.

Overview of the Self-Service Processing

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

Process flow for transactions using Process Configuration

Note. If the transaction uses the Approval Workflow Engine (AWE) framework and an appropriate user is not found, the system automatically routes the transaction to the AWE administrator for review and approval. If an appropriate user is not found for a transaction that does not use AWE for workflow, the system sends an error notification to the administrator who can view the error using the Self-Service Inquiry page. If you enter an alternate user 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.

Position Management Setting	Worker's Job	Auto-Update of Database
None	Not Applicable	Is allowed.
Partial	In a position	Not allowed. Exception to this rule is when a manager is requesting a reporting change for a worker. If the worker is in a position and an ID was entered in the Supervisor ID field automatic update is allowed. Note. If you select Partial Position Management on the Installation page, the system automatically updates position data if you also select the Position Override check box on the Workforce Administration - Job page. If you select Full Position Management on the Installation page the system automatically updates all position data.
Full	In a position	Not allowed. Exception to this rule is transferring and promoting a worker. This is because managers promote or transfer workers by selecting a new position number, not changing the existing one. So, automatic updates will insert the new position number and update all the related fields; position data is not touched.

See Also

Setting Up and Working with Approvals

Setting Up and Working with Delegation

Pages Used to Set Up Rules for Self Service Transactions

Page Name	Object Name	Navigation	Usage
Self Service Workflow Configurations	WF_CO_CONFIG	Set Up HRMS, Common Definitions, Self-Service, Workflow Configurations, Self Service Workflow Configurations	Determines whether transaction should follow an approval process, update the database automatically, and identify who handles errors and manual updates to database.
Admin Notification Setup	WF_HR_TRANS_NOT	Click the Notification Setup link on the Self Service Workflow Configurations page.	Defines if an administrator should receive email notification when automatic update was successful or there were warning messages issued during the update.
SS Component Interface Setup	SS_TRANS_CIDTL_SEC	Click the Component Interface Setup link on the Self Service Workflow Configurations page.	Defines the name of the component interface used by the transaction and location of error and warning messages.

Setting Up Approvals and Database Updates

Access the Self Service Workflow Configurations page.

Description

Lists the self-service transaction delivered with the 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 requires Manager level approval. If not selected, manager level approval is not required.

Note. Transactions that use the Approval Workflow Engine framework require additional approval configuration.

See Setting Up and Working with Approvals.

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 access the Admin Notification Setup page.

Component Interface Setup

Click this link to access 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 Setup 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

This section discusses how to review transaction activity.

Note. Use the Approval Monitor to review transactions that use the Approval Workflow Engine framework.

See Also

Administering Approvals

Pages Used to Review Transactions

Page Name	Object Name	Navigation	Usage
Workflow Inquiry	WF_SS_STAGED	Workforce Administration, Self Service Transactions, Workflow Inquiry	Administrators review activity for self-service transactions that do not use the Approval Workflow Engine framework.
Workflow Inquiry (USF)	FE_SS_STAGED	Workforce Administration, Self Service Transactions, Workflow Inquiry (USF)	(USF) Administrators review activity for self-service transactions that do not use the Approval Workflow Engine framework.

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 transactions that match the search criteria. Results are displayed below the Search button.

Search Results

Information about the transaction appears below the search area. 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 view or 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

Page Name	Object Name	Navigation	Usage
Target Information	SS_LINK_TBL	Set Up HRMS, Common Definitions, Direct Reports for Managers, Direct Reports Setup, Target Information	Set up worker data access for the Manager self-service option.
Instructional Text	SS_LINK_TBL2	Set Up HRMS, Common Definitions, Direct Reports for Managers, Direct Reports Setup, Instructional Text	Add instructional messages to the Select Employee page (OPRROWS) for this transaction component.service.
Configure Direct Reports UI	HR_DR_UI_CFG_1	Set Up HRMS, Common Definitions, Direct Reports for Managers, Configure Direct Reports UI	Select the ePerformance or eProfile transaction that you want to configure for direct reports or user interface behavior. See Configuring Direct Reports Functionality.
Configure Direct Reports UI	HR_DR_UI_CFG_2	Set Up HRMS, Common Definitions, Direct Reports for Managers, Configure Direct Reports UI Click the Configure button for the selected transaction.	Configure direct reports or user interface behavior for ePerformance or eProfile self-service transactions. See Configuring Direct Reports Functionality.

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 Talent Acquisition Manager.

Entering Employee Job Location and Position Information

Defining Basic Information About a Department

Setting Up Direct Reports

Access the Target Information page.

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.

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. 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

Title Message Set and Title Message Number	Enter the title message set and number of the transaction instructions title that the system displays on this component's Select Employees page.
Message Text	Displays the text of the transaction instruction title that is associated with the Title Message Number. The system displays this text on this component's Select Employees page.
Instructions Message Set and Instructions Message Number	Enter the number of the instructions message set and number for the instruction message that the system displays on this component's Select Employees page.
Explain	Displays the text of the instruction message that is associated with the Instructions Message Number. The system displays this text on this component's Select Employees page. Tells the user how to select the employees whose data they want to view or manipulate.

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

Page Name	Object Name	Navigation	Usage
Worklist System Defaults	WF_SYS_DEFAULTS	PeopleTools, Workflow, Defaults & Messages, Set Workflow Defaults	Set default parameters for workflow messages.
Workflow Transaction Categories	EO_TRAN_CATS	Set Up HRMS, Common Definitions, Self Service, Transaction Categories, Workflow Transaction Categories	Defines the category for self-service transactions. Generally, all self-service transactions are assigned to HR_TRANSACTIONS. This data is supplied by PeopleSoft and it is recommended that you not change this information.
Workflow Transactions	EO_TRANSACTIONS	Set Up HRMS, Common Definitions, Self Service, Workflow Transactions	Register self-service transactions as workflow transactions by associating them with the appropriate workflow functionality and assigning a workflow transaction category. For transactions that do not use the Approval Workflow Engine, the a category is supplied by PeopleSoft and we recommend that you not change this information. For transactions that use the Approval Workflow Engine, you must additionally specify the approval process ID associated with the transaction. You can also enable delegation of transaction initiation and approval. See Linking Workflow Transactions.
System Workflow Rules	EO_SYS_WF_RULES	Set Up HRMS, Common Definitions, Self Service, System Workflow Rules	For every SetID where you plan to use workflow, set the rules for workflow notification.
Workflow Status	HR_WF_STATUS	Set Up HRMS, Common Definitions, Self Service, Workflow Status	For each self-service transaction, specify what workflow is triggered. Changes to the approval path can be made, but is not recommended.
Workflow User Preferences	HR_SS_WF_EE_PREF	Self Service, Workflow User Preferences	Set up a user's notification method for workflow messages.

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.

Transaction Category	Select a transaction category.
Workflow Rule	Define how the system notifies users when they're required to perform a function. Values include: Email: Notify the user via email. Worklist: Notify the user by placing an entry in the user’s worklist. Both: Notify the user by both email and worklist. None: No notification. User: Enable the user to define a preference. The user specifies preferences on the Workflow User Preferences page.
Notify User - Entry	Select if users are to receive confirmation when initiating transactions.
Notify All	Select if users are to be notified each time someone processes one of their transactions.
Notify - Final disposition	Select if users are to be notified when the final disposition has been made for the request.

See Also

Delivered Workflows for PeopleSoft HRMS

Setting User Notification Preferences

Access the Workflow User Preferences page.

Select the method of workflow notifications.

Description	Lists the self-service transaction delivered with the 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 requires Manager level approval. If not selected, manager level approval is not required. Note. Transactions that use the Approval Workflow Engine framework require additional approval configuration. See Setting Up and Working with Approvals.
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 access the Admin Notification Setup page.
Component Interface Setup	Click this link to access the SS Component Interface 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.