Setting Up Smart HR Templates

Template Record/Field Page

HR_TBH_RECDEFN

Set up and maintain the records and fields to be used in the Smart HR transaction templates. The records/fields that should be available to be included in the templates will be stored in the Template Record Setup Table (HR_TBH_RECDEFN) and Template Field Setup Table (HR_TBH_RECDTL). The Template Record Setup Table contains one row for each table currently included in the core Hire process with at least one enterable field (except for tables with multiple instances, such as phone numbers, email addresses, and so forth, where more than one row exists). It also contains views of the Profile Management tables.

Template Section Page

HR_TBH_SECDEFN

Identify and configure sections, and list and configure the fields contained in a section.

Template Section Field Configuration Page

HR_TBH_SECDTL

Add additional user exit information for field changes and field prompts.

Template Category Table Page

HR_TBH_CTG_TBL

Set up template categories for grouping templates and for row-level security.

Smart HR Transaction Type - Transaction Type Page

HR_TBH_TXN_TBL

Define template transaction types that identify the function of a template and the application class ID and path to specify the location of the implementation code for the transaction type.

Transaction types can also be used to determine which users have security access to a template.

Smart HR Transaction Type - Components Page

HR_TBH_TXN_CMP

Identify which components will be updated when the end user or HR administrator saves the data to HR during the Smart HR Transactions process.

Transaction Component Details Page

HR_TBH_TXN_SEC

Specify label details related to a component. The Manage Hire and Manage Transactions Details pages display the labels you enter on this page for the HR administrator to manage transactions that require attention.

Smart HR Transaction Type - Sections Page

HR_TBH_TXN_SCT

Define which sections should be available to a template when it uses this transaction type. Valid values come from the Template Section table.

Copy Transaction Type Page

HR_TBH_COPY_TXN

Copy a template transaction type.

Smart HR Template Creation - Template Creation Page

HR_TBH_TMPL_HDR

Create and modify templates.

Smart HR Template Creation - Configuration Page

HR_TBH_TMPL_CFG

Set up general options and the search page configuration for a template.

Section Field Label Override Page

HR_TBH_TMPL_FLDL

Change a field label by selecting another text ID for the field.

Section Field Default Value Page

HR_TBH_TMPL_FLDC

Identify a default value for the field that will appear for the end user to assist with data entry for fields that would often use the same value.

Maintain Text Catalog Page

HR_SSTEXT_TEXT

Define text catalog entries, and define the values for context-sensitive keys.

Smart HR Template Creation - Pages Page

HR_TBH_TMPL_PAG

Set up the page number order and tab names that should appear on the Smart HR Transaction pages.

Define Tab Detail Page

HR_TBHTAB_DTL_SEC

Identify the page names on the Smart HR Transaction pages.

Smart HR Template Creation - Sections Page

HR_TBH_TMPL_SEC

Add and configure template sections.

Template Section Configuration Page

HR_TBH_TMPL_FLDS

Configure the fields for a section within the template.

Smart HR Template Creation - Person Rules Page

HR_TBH_TMPL_PER

Enable or disable Search Match functionality for a template and define options for handling existing person data and employment instances in the database.

Copy Template Page

HR_TBH_COPY

Copy a Smart HR template and make modifications to the new template.

Template

A pre-configured template that enables end users to enter a subset of the data required for a transaction, such as a hire, update to personal data, or update to a profile. Other data is pre-entered by the template administrator during the template creation process.

End user

For the Smart HR Template process, the end user is typically a line manager or HR (Human Resources) representative in the field. This person is usually not familiar with the details of the hiring process. Whenever complex issues arise, the process is handed over to a centralized HR administrator.

HR administrator

The HR administrator is somebody who knows the hiring process very well and can easily deal with any level of complexity. This person reviews the data entered by end users and takes over the hiring process whenever errors occur or issues arise.

Template administrator

The person in your organization who knows the hiring process very well (may be an HR administrator). The person assigned this role sets up and maintains hiring templates to be made available to end users.

Implementer

For the Smart HR Template process, the implementer is typically an IT (Information Technology) specialist who works closely with the HR administrator and template administrator to review the delivered template records/fields and sections and modifies them, if necessary.

Template section (or section)

The fields available for the templates will be grouped into sections. For example, the Work Location section will include the following fields (all on the Job record): Regulatory Region, Company, Business Unit, Department, Department Entry Date, Location, and Establishment ID. Sections are the building blocks for creating templates, not the individual records/fields. PeopleSoft delivers these sections as system data, but the implementer can modify them, delete them, or add new sections.

Template page (or pages)

The dynamically generated data entry page visible to the end user, consisting of one or more template sections. The template administrator decides whether the sections are displayed in one long page or divided into smaller pages.

Template Transaction Type

The template administrator assigns each template to a template transaction type. Template transaction types identify the function of a template and the application class ID and path to specify the location of the implementation code for the transaction type. Transaction types can also be used to determine which users have security access to a template.

Person/Job Indicator

The template administrator identifies if a transaction type will include changes to personal data, job data, both, or neither.

Template category

The template administrator assigns each template to a category. The category provides row-level security for a template and can be used to group templates. A category may represent a specific department, location, business unit, region, and so forth.

Auto-updates

Determines whether data entered by the end user can be directly submitted for processing (auto-updating is turned on) or will need to be reviewed by an HR administrator (auto-updating is turned off). This auto-update functionality is set by the template administrator (the end user is not able to change it).

Search match parameters

The template administrator can associate a search match rule with a template to determine if the person already exists in the system. This search is done in the background and the results are displayed using the Search Match Results page.

Record Name

Indicate the name of the table to be included. (Prompted from the same field in the PeopleTools Record Definition table.)

Record Instance

Displays the instance number of the record. Defaults to 1. Use for records with more than one instance, such as phone numbers, email addresses, and so forth.

Record Name Alias

Enter the alternative name of the table to be included. Defaults to the Record Name value. This field enables the implementer to differentiate between two different instances of the same record. For example, business address (ADDRESSES_1) from mailing address (ADDRESSES_2). This is the prompt shown for the record when adding a new record/field to a section.

Internal Use Only

Select this check box to designate fields that are used in the Smart HR process but are not passed to the Services/CI.

Key Field

This check box is selected (in PeopleCode) if the field is defined as a key field at the system level (in the PeopleTools Record Field table PSRECFIELD). This field cannot be changed by the Implementer (display-only).

Required

This check box is selected by default (in PeopleCode) and is based on the PeopleTools Record Field table PSRECFIELD. This field cannot be changed by the implementer (display-only).

Sequence Number

Enter the number to determine the order of sections on the end user data entry page.

Section Type

Specify a type that defines the section. Valid values are General, Country, Name, Address, and Federal.

See Setting Up Implementation Defaults

Section Type Value

Enter the value for the section type you specified. For Name sections, this field stores the name format code. For the Country and Address sections, this field stores the appropriate country code. The field is empty for Federal and General sections. For JPM sections, the category type is stored here.

Add Field

Click this button to add additional fields in the Section Fields grid area.

Transaction Type Status

Defaults to Test. Valid values are Active, Inactive, and Test. You must change the status to Active in order for the transaction type to be available for selection on a Smart HR template.

You can set it to Inactive once a transaction type is no longer needed.

Person/Job Data Indicator

Indicate if the transaction type will include changes to personal data, job data, both, or neither.

Valid values are Hire/Rehire, Neither, Update Job, Update Person, and Update Person and Job.

U.S. Federal Transaction Type

(USF) Select this check box to indicate that this is for a U.S. Federal transaction. When you select a transaction type in the Smart HR Template Creation component that has been specified as U.S. Federal, the U.S. Federal Template check box on the Configuration page of the template will be selected automatically as display only.

This check box is only available when the Federal check box has been enabled on the Installation table.

Class ID and Path

Enter the application class ID and path to specify the location of the implementation code for the transaction type.

Seq Nbr (sequence number)

Indicates the order in which the system will access the components. The first sequence number must start with 1 and all numbers must be consecutive, without gaps.

Component

Define at least one component for a transaction type. You can include up to 10 components.

The system automatically provides Personal Data or Job Data components by default based on the value you entered in the Person/Job Data Indicator field and the U.S. Federal Transaction Type check box field selection on the Transaction Type page. These components cannot be changed or deleted unless you change either of the previously mentioned field values, and then they will be replaced with the new default components that correspond to that indicator. Any existing non-defaulted components will be re-sequenced so that they follow the newly defaulted components.

When the Person/Job Data Indicator value is Neither, the system does not provide any components by default.

This list identifies the Personal Data or Job Data-related components that you cannot include manually:

• PERSONAL_DATA

• PERSONAL_DATA_ADD

• JOB_DATA

• JOB_DATA_EMP

• JOB_DATA_CONCUR

• JOB_DATA_CURRENT

• JOB_DATA_CWR

• JOB_DATA_POI

• JOB_DATA_CWR_SRCH

• JOB_DATA_EMP_SRCH

• EE_HIRE

• EE_HR_PROC

• EE_1ST_AUTH

• EE_2ND_AUTH

• EE_ADD_ORG_ASGN

• EE_APPROVAL

• EE_CANCELLATION

• EE_CONC_HIRE

• EE_CORRECTION

Market

Identify the market for the component you selected.

Label Details

Select this link to access the Transaction Component Details page and add label details for the selected component.

Group Box Label

Identify a header for the group box that identifies the component you will update or view.

Add Button Label and Add Button Text

Enter text information related to the Add button that appears on the page for the HR administrator to add information to the person’s Smart HR transaction. The system displays the Add button when no data for the respective component has been saved to the system.

Select a text ID that introduces the button in the Add Button Text field, such as text that says to select the button to add Personal Data.

Select text that will appear on the button in the Add Button Label field, such as Add Personal Data.

View/Edit Link Label and View/Edit Description Text

Enter text information related to viewing and editing data that was added during the Smart HR transaction. The system displays the view and edit field labels when data was successfully uploaded to the system during the Smart HR transaction. Although the data was saved successfully during the Smart HR transaction process, the HR administrator can select the link to review and update the user’s entry.

Select a text ID that introduces the link in the View/Edit Description Text field, such as text that says to select the link to view Personal Data.

Select text that will appear as a link in the View/Edit Link Label field, such as View or Edit Personal Update.

Maintain Text Catalog

Select this link to access the Maintain Text Catalog page to add or update a text message.

Section ID

Identify sections that are part of this transaction type. At least one section must be defined for a transaction type. Valid values are defined on the Template Section Page.

Templates associated with this transaction type can contain only those sections you define here. For example, if for addresses you associate only the Person Address - Canada section to this transaction type, you will not be able to associate other person address sections, such as Person Address - United States, to the templates that use this transaction type. Use the Load/Reload Sections button on the Smart HR Template Creation - Sections Page to have the system populate the template with all the sections defined for the transaction type. You can delete those sections that are not applicable to a template but you cannot add sections that are not defined for the transaction type.

Seq Nbr (sequence number) and Section Description

Displays the sequence number and description defined on the Template Section Page.

Template

Enter a template name that defines this template.

Status

Select a status. The default option for this field is Test when creating a new template. You can change the value to Active when it's time to be published, or Inactive when the template is no longer necessary. Only active templates are available to the end user.

Effective Date

Determine the effective date of a template. The default value for this field is today's date.

Transaction Type

Select a transaction type that will identify how the template will be used and determines which components will be updated. For example, a transaction type of Change Job Data may update the Job Data component only, while a Hire/Rehire type will update both Job Data and Personal Data. The transaction type also defines which sections will be available on the Sections page when creating a template. This information is defined on the Smart HR Transaction Type - Sections Page.

When creating or working with a Smart HR transaction, the user can use the Transaction Type field as a filter to search for a specific template or transaction.

When you change a transaction type, the system will clear the Action and Reason Code fields, if previously populated, and display a warning message to indicate that the sections for the template will need to be updated to ensure that the sections are valid for the transaction type.

Automatic Database Updates

Select this check box to have the data entered by the end user automatically update the database.

Deselect this check box to have the data entered by the end user sent to an HR administrator for final processing.

Allow Submission to HR

Select this check box if the end user does not have all the required data, such as a National ID, and needs to submit the transaction request to HR to complete. This check box is only available when the Automatic Database Updates check box is selected.

If Automatic Database Updates is selected, the following applies:

• The Submit to HR button appears on the Smart HR Transactions or Smart HR for Managers pages. This enables the end user to submit incomplete data to HR without entering all the required fields (although first name and last name are required). When the end user clicks this button, the transaction request is sent to HR in HR Action Required status for HR to complete final processing.

• The Save and Submit button appears on the Smart HR Transactions or Smart HR for Managers pages. When the end user clicks this button, data is automatically updated to the database (if no errors are encountered).

Show Comments On All Pages

Select to have a Comments edit box appear at the bottom of each page of the Smart HR Transactions or Smart HR for Managers component when an end user performs a Smart HR transaction.

Deselect to have the Comments edit box appear at the bottom of only the last page of the Smart HR Transactions or Smart HR for Managers component when an end user performs a Smart HR transaction. If there is only a single page, the Comments box will appear on that page.

Show Update Contracts Link

Select to have the Update Contracts link to the Contracts component appear on the Confirmation page after performing a Smart HR transaction. This enables users to update contract information for a person. This link appears on the Confirmation page when Automatic Database Updates is selected on the template and the transaction is saved successfully.

U.S. Federal Template

(USF) Displays this check box as selected when the transaction type is defined as a U.S. Federal transaction type. This enables you to see the standard U.S Federal (USF) sections. This check box is only available when the Federal check box has been enabled on the Installation table.

Page Number

Enter a number that will define the page tab order on the Enter Transaction Information page. On the Sections page, you will assign sections to one of these page numbers. This will group sections together or separate them onto different tabbed pages. The system will display these tab names when the end user or HR administrator is entering a transaction using the Smart HR Transactions - Enter Transaction Information page. For example, you may want to group all compensation and payroll information-related sections and fields within a page called Salary Data.

You can have all the sections appear on one page, by entering only one page number and label, or you can group the sections on different pages, by creating numerous page numbers and labels.

Change Title

Click this link to access the Define Tab Detail page and define how the tab label should appear on the Enter Transaction Information page during the Smart HR transaction process.

Maintain Text Catalog

Click the Maintain Text Catalog link to open the Text Catalog - Maintain search page or Maintain Text Catalog page in a new browser window. Use the Maintain Text Catalog page to change or create labels.

Label Type

Select the type of label that you will use. Values are Static Text and Text Catalog.

Text ID

Select the text ID from the Text Catalog if you have selected Text Catalog in the Label Type field.

Static Text Page Title

Enter the tab label name if you have selected Static Text in the Label Type field.

Maintain Text Catalog

Click the Maintain Text Catalog link to open the Text Catalog - Maintain search page or Maintain Text Catalog page in a new browser window. Use the Maintain Text Catalog page to add or change labels.

Add Section

Click this button to add a new row for another section.

Load/Reload Sections

Click this button to add all viable sections to the template. The system looks at the values that were entered for the transaction type, country, name format, address format, and at the U.S. Federal flag to determine which sections to load. The following actions occur when the load process adds or removes sections:

• If a section is already present, it is not overwritten.

• If you change the transaction type on a template, existing sections that are no longer valid are deleted and new sections corresponding to the new transaction type are loaded.

• If you change the country on a template, existing country-specfic sections are deleted and new country sections are loaded.

• If you change the name format or address format on a template, existing name and address format-specific sections are deleted and new sections are loaded.

Select All and Deselect All

Click the Select All button to easily select all the sections on this page for easy deletion or deselect all section rows to avoid deletion.

Delete Selected Sections

Click this button to have the system delete all selected section rows from this template.

Preview Template

Click this button to open a new browser window to preview the template. Preview mode displays each template page and the sections on those pages.

Test Template

Click this button to validate if the template is set up correctly.

The Template Administrator clicks this button and the Smart HR Transactions - Enter Transaction Details pages displays in a new browser. The administrator then enters a person's data as an end-user would and then clicks the Test Template button on the last Smart HR Transactions or Smart HR for Managers page. If the template is set up correctly, the Test Confirmation page appears stating that your template configuration is successful. If the template is not set up correctly, the Test Confirmation page appears with a link to view the errors that the template encountered.

Text ID andSection Name Override

Enter a different text ID to if you want to change the group box header on the Smart HR Transactions or Smart HR for Managers page. The new name displays in the Section Name Override field.

Hide Entire Section

Select this check box to hide this section from the end user when entering the Smart HR transaction.