Refreshing Tables to Facilitate Reporting

These topics list the pages used to refresh tables to facilitate reporting, provide overviews of the process of refreshing the Employees table and the process of refreshing the Personal Data table, and list common page elements.

Page Name

Definition Name

Usage

Refresh EMPLOYEES Table - Parameters Page

RUNCTL_ASOFDATE

Reflect back to a specific date or period for employee data reporting.

Refresh Personal Data Page

PRCSRUNCNTL

This process rebuilds the Personal Data table after deleting all rows in the table.

This process should only be run during an upgrade or installation.

Update Personal Data - Future Page

PRCSRUNCNTL

Run this process to update the Personal Data table for future dated information.

Ad-Hoc Process Request Page

PRCSRUNCNTL

Run several or all Administer Workforce reports that do not require parameters.

As-of-Date Request Page

RUNCTL_ASOFDATE

Run several or all Administer Workforce reports for which you specify an as of date.

Create Calendar Year Request Page

RUNCTL_CALENDARYR

Run several or all Administer Workforce reports for which you specify a calendar year.

From/Thru Dates Request Page

RUNCTL_FROMTHRU

Run several or all Administer Workforce reports for which you specify a from and through date range.

To generate standard PeopleSoft Human Resources reports quickly, many human resources reports retrieve data from the Employees table (PS_EMPLOYEES). To make reporting in PeopleSoft Human Resources more efficient, this table combines information from the following records into an extract file:

Person Data Tables

Job Data Tables

Other Tables

  • PS_PERSON

  • PS_PERS_DATA_EFFDT

  • PS_PERSON_NAME

  • PS_ADDRESSES

  • PS_PERSONAL_PHONE

  • PS_PERS_DATA_USA (USA data only)

  • PS_PERS_DATA_FRA (French data only)

  • PS_JOB (Besides Work Location and Job Information, it also includes Job Labor, Payroll, Salary Plan, and Compensation)

  • PS_JOB_USF (Federal Only)

  • PS_JOBCODE_TBL

  • PS_DEPT_TBL

These additional records consist of tables related to organizational relationships, national identity, disability, and ethnic groups for the US and Asia pac.

  • PS_PER_ORG_ASGN

  • PS_PER_ORG_INST

  • PS_PERS_NID

  • PS_CITIZENSHIP

  • PS_DISABILITY

  • PS_DIVERS_ETHNIC

  • PS_ETHNIC_GRP_TBL

The extract file's sole purpose is as a report source. Because it isn't updated dynamically when you add people or job records to the system or update their data (doing so would have negative online processing impact), you must refresh the Employees table before running any reports.

When you run this process, the system updates the Employees table with data that is valid before or on the as-of date that you specify. When retrieving data from setup components such as the Department component and Job Code pages, the system uses the effective date of the specific core setup table records that the data relates to.

The system uses the Employees table to run these reports:

  • ABS001 (Employee Absence Report)

  • ABS003 (Time Lost Due to Absence)

  • ABS004UK (Bradford Report)

  • BEN001 (Health Plan Participants)

  • BEN002 (Life InsuranceParticipants)

  • ESPP005 (ESPP Purchase Distribution)

  • PAY110CN (Statistics-Canada [Educational Institutions])

  • PER001 (Department Action Notices)

  • PER002 (Employee Birthdays)

  • PER004 (Emergency Contacts)

  • PER005 (Employees on Leave of Absence)

  • PER008 (Employee Review Audit)

  • PER009 (Union Membership)

  • PER011 (Competency Inventory)

  • PER012 (Departmental Salaries)

  • PER006 (Mailing Labels)

A useful feature of the Employees table is that you can refresh it to show a specific date, so you can report based on how things were at that time. This might be useful if an organization needed to reconstruct its organization over the last several years to research its promotion policies.

Update the Employees table using the Refresh Employees Table Application Engine process (PER099) before running any of these reports so that the report contains all changes made to your employee files.

(USA) Understanding How the Employees Table Selects Ethnicity for U.S. Personnel

The PeopleSoft system enables you to enter more than one ethnicity group for people in the U.S.. You can select one or multiple ethnicities for a person within in USA section of the Regional page of Personal Data, however, you are not required to select a primary ethnicity.

The Refresh Employees Table Application Engine process (PER099) emulates the EEO-1 reporting process by reporting one ethnic group category: Hispanic, a single Non-Hispanic Race, or as having Two or More Non-Hispanic Races.

Consider the following when recording employee ethnicities:

  • If the Hispanic ethnicity is entered for an employee, Hispanic it will be reported in the Ethnic Group column regardless of any other races entered.

  • If the Hispanic ethnicity is not entered for an employee, and only one ethnicity is available, it will be reported as a single Non-Hispanic Race in the Ethnic Group column.

  • If the Hispanic ethnicity is not entered for an employee, but if there are two or more non-Hispanic races indicated, it will signify as such in the Two or More Races field and leave the Ethnic Group field blank.

PeopleSoft Human Resources reports also retrieve data from the Personal Data table. This table combines information from these tables: PERSON, PERS_DATA_EFFDT, NAMES, ADDRESSES, PERSONAL_PHONE. Like the Employees table, the Personal Data table is a report source only. It updates through the process described below. The Personal Data table is updated with changes to current data when the changes are made online. Future dated information is not updated unless a batch process is run. You may want to update the Personal Data table before running reports. You can update the Personal Data table for future dated information that has become current at any time without affecting the online updates.

Note: Do not run the Refresh Personal Data process, it interferes with online transactions.

Field or Control

Description

As Of Date

Indicate the As Of Date to run the processes. The process selects the new data based on the date that you enter and populates the table. It includes only workers who are active, on leave of absence, or suspended. The process excludes any terminated workers.