Understanding German Public Sector Employment and Processing Rules
This section discusses:
Recording German public sector data in Job Data.
Hiring and personnel maintenance.
Pre-service period.
Probation period.
Adding contract data for a GPS employee.
Handling employee transfers.
The Job Data component provides the German Public Sector page in Job Data to support GPS tracking for your employees. In order to have Job Data display this page, German Public Sector functionality must be installed and selected on the Installation Table.
Field values that are defined on the German Public Sector page in Job Data, such as the labor agreement, labor agreement entry date, and employee category, populate the same fields on the Job Labor page. This also applies for salary-related fields that populate on the Salary Plan page. Some values may be provided by default from other values; for example, the salary plan may be provided from the job or location. When you change a German Public Sector related field value on any of the Job Data pages, the system will keep the fields in sync, so the field values on the German Public Sector page and the other Job Data page are always the same.
On the Work Location page, use the Job Indicator field to indicate the primary job associated with the primary employee category and the secondary job associated with the secondary employee category. A value must be selected for the Job Indicator field.
On the Payroll page, select Other for the Payroll System value. GPS integrates with ADP for its payroll processing.
See Understanding German Public Sector and Payroll Interface with ADP PAISY.
GPS workers are employees that are associated with an employee category, such as a Public Sector Employee, Civil Servant, Trainee or Apprentice. When you hire a GPS worker, you will select the Employee check box as the organizational relationship in the Add a Person pages. You will later enter an Employee Category field value, which is located on the Job Data - German Public Sector page.
Validating Disability
Upon hire, the minimum and maximum age validation for the individual assigned to the disabled employee category/service class group combination will check to see if the person is disabled.
The minimum and maximum age validation is also required when the employee category is being changed for the individual; for example, moving from a Civil Servant on Probation to a Civil Servant on Tenure.
The system must check that the individual meets the minimum/maximum age requirement by validating against the person’s date of birth. The system displays a warning message if the minimum age requirement or the maximum age requirement is not met.
Disabled – The system displays a warning message if the minimum disabled age or maximum disabled age requirement is not met.
Note: If the minimum or maximum age requirement is not fulfilled, the system displays this warning message: “Invalid age for assignment of this Employee Category, please verify.” The system then permits a Save.
The system will verify the pre-service period when the employee category is updated from Civil Servant on Recall to Civil Servant on Probation. The pre-service period only applies to the Civil Servant on Recall employee category.
If the minimum or standard pre-service period has not been completed, the user receives one of these warning messages and a Save is permitted:
“Minimum Pre-Service Period has not been completed, please verify.”
“Standard Pre-Service Period has not been completed, please verify.”
The pre-service period varies for different service class groups, as defined by the administrator.
Probation periods are for these employee categories:
Civil Servant on Probation
Public Sector Employee (PSE)
Judge on Probation
Apprentice
The following rules must be followed for the probation:
If you have a person who has the Civil Servant on Probation or Judge on Probation employee category and change it to a Civil Servant on Tenure or Judge on Tenure employee category, the minimum probation months must be verified to ensure they have fulfilled the probation period before the employee category is saved successfully.
When the employee category is updated from Civil Servant on Probation to Civil Servant on Tenure before the end of the probation period, the system displays this warning: “Minimum Probation Period has not been completed, please verify.”
Note: Validation is also required when the contract type associated to the individual is changed.
In the Contracts form, when the contract type is updated to On Lifetime before the end of the probation period, the system displays this warning message: “Minimum Probation Period has not been completed, please verify.” This is also true for both Civil Servant on Probation moving to Civil Servant on Tenure and Judge on Probation moving to Judge on Tenure.
If you have a person with the Public Sector Employee category, the system uses a standard probation period and uses the end date on the job page. Since you do not change the employee category for a Public Sector Employee worker, the system does not use the same validation method. For these employees, you will not assign a new or other contract.
As mentioned previously, the validation of the person’s minimum age must also be completed in addition to a check for whether the minimum probation period has been completed before a change to the employee category is successfully saved.
Throughout the duration of an individual’s public sector career, employee information progresses through contract agreements associated with potential changes to Job data. For example, a change from a Public Sector Employee (older part time employee) to a civil servant would change all their values on the Job table. PeopleSoft uses the existing Contract Administration component to add contract data for the employee, using the contract types created for the employee category. Validation is also required when assigning contracts to an employee, based upon their employee category. The system must validate against the mapping defined on the Employee Categorization page.
To add or update basic information about the contract between your organization and a worker, you will use the Update Contracts component (Workforce Administration, Job Information, Contract Administration, Update Contract). However, in order to add a contract for a GPS employee, you must use the Job Data – Job Information page and specify a contract number.
The HR administrator hires the employee by creating the Person and Job record. On the Job Information page, the administrator selects the Next Contract button and the system populates the Contract field with the next available contract number for this employee. After saving the Job record for the employee, the administrator then navigates to the Update Contract component and accesses the contract for the employee.
When the administrator selects the Contract Type lookup, the system looks to the employee category saved on the Job record and then returns only the valid values in the contract type prompt for that employee category.
Standard PeopleSoft security enables HR administrators to create job records for people in departments that they can't access for updates. This enables them to transfer workers from one department to another. However, after the HR administrator transfers an employee to a department to which he or she has no access, he or she will no longer be able to see that employee.
Upon implementation, the GPS administrator should work with an implementation consultant to define department security trees to grant and restrict access to data. If you need to, you can restrict access to individual departments or to a group of departments.