Self Service – Talent Management

Employees in an organization can view and update their job profile information, assess their suitability to apply to open internal jobs based on a comparison of their own profile against the job profile of the job opening and maintain a list of interested jobs.

When you configure Profile Management for your organization, a profile for an employee is created based on the jobcode or position, when the employee is hired into the PS HCM application, depending on your business decisions, an employee profile can consist of data as follows:

i. Competencies that are job related skills (Technical, Functional, Behavioural etc set up based on your business requirements) that the employee possesses and the level of proficiency in each of them.
ii. Education details of the employee
iii. Qualifications like Certificates acquired by the employee, awards, languages known alomg, any relevant memberships etc
iv. Responsibilities related to the position held by the employee and his/her proficieny levels in each of them. e.g. Analytical Abilities, Probles Solving Skills etc
v. Projects the employee has been involved in.
Implementing Career Planning where you can create Career Paths in general and Career Plans employee wise and Succession Planning where you can identify employees to succeed to particular positions, assign mentors and track the progress can also form part of Talent Management.

Another feature in the Talent Management portfolio could be the Professional Compliance module which can help you identify certain requirements to be fulfilled e.g. Certifications for all or specific profiles and also keep track of the fulfillment of the said requirements.
Employees can nominate themselves for courses published through PS HCM training Administration or an ELM etc. The PS HCM application can also be configured to enable the reporting managers approves the profile changes and training course nominations.

In case you have implemented and integrated PeopleSoft ELM or any third party Learning Management System, employees will also able to view the Course Catalog on offer, opt for trainings open to them and take up and complete assessments as applicable using the LMS tools and the progress of the training (could be instructor-led or computer based) can be displayed in the training history of the employee. Any Certifications and assessment scores can be displayed and/or published to the employee profile as well.

Self Service – Profile Management

The eProfile or Profile Management feature of Employee Self Service enables the employee to view and update his/her personal information in the PS HCM application.

Personal information for employees in your organization enters PS HCM in two ways,

i. As Applicant Data during the recruitment cycle through Talent Acquisition Manager and then as Employee data upon hiring.
ii. As Employee data when an employee is hired directly into PS HCM usind Add an Employee feature

Employees can view this data in the eProfile Dashboard and add additional data or update wxisting data as applicable.

The following options are delivered by Oracle and your business needs determine what you implement in your organization,

Name change: Employees can submit request for First or Last Names changes, for USF employees an approval process is delivered, this causes submitted data to be present in staging tables till designated approvers action on the same and when approved the submitted data is entered in the core tables PS_NAMES & PS_PERSONAL_DATA in this case.

Home and Mailing Addresses: Employees can submit request for changes in their Home or Mailing addresses, for USF employees an approval process is delivered, this causes submitted address data to be present in staging tables till designated approvers action on the same and when approved the submitted data is entered in the core tables PS_ADDRESSES & PS_PERSONAL_DATA in this case.

Marital status: Employees can submit request for changes in their Marital Status e.g. Married / Separated / Divorced etc, for USF employees an approval process is delivered, this causes submitted data to be present in staging tables till designated approvers action on the same and when approved the submitted data is entered in the core tables PS_PERS_DATA_EFFDT & PS_PERSONAL_DATA in this case.

Email address: Employees can submit request for changes to their home, business etc type of email addressses though you can customize the underlying code to restrict the email address types to which changes can be made, you can create an approval workflow as well. Email addresses submitted get saved in the PS_EMAIL_ADDRESSES table.

Phone numbers: Employees can submit request for changes to their home, cell etc type of phone numbers though you can customize to create an approval workflow as well. Phone Numbers submitted for an update get saved in the PS_PERSONAL_PHONE table.
Emergency contacts: Employees can add and update people to contact in case of emergencies and also contact information to reach them, data gets stored in PS_EMERGENCY_CNTCT.
Ethnicity: Employees can update their ethnic group information, data gets recorded in the PS_ETHNICITY_DTL and related tables.
Instant message IDs: Employees can add or update instant message IDs. PS HCM supports gtalk,msn,yahoo and XMPP protocols right now.
Completing and submitting I-9 information: Employees can complete and submit the Employment Eligibility Verification form (Form I-9) , it is routed to approvers for further action.

Self Service – An Introduction

We have been exploring options related to creating job openings, bringing in applicant data, running applicants through the recruitment cycle and then hiring them into the organization using PeopleSoft HCM. Another series of posts have focused on handling employee data and related transactions in your organization.
A feature common to both these series of posts are that the users here are the HR folks, an employee till this point has not described as interacting with the PS HCM application.With today’s post we being a new series wherein the employee will be the user of the PS HCM application and will use it to enter and update his details into the application. This is referred to as ESS or Employee Self Service in ERP parlance, though recent versions of PeopleSoft use the term Self Service.

So next we address the question, is Self Service required and if yes Why is it required.

Self Service is indeed required across all implementations of PS HCM, it is required because it provides an interface to all employees to be able to view selected updates to their data e.g. Promotions, Salary Increments etc and also provide employees with an interface to update appropriate changes in their data into the PS HCM application e.g. Marital Status, Birth of a Child etc.

When an employee logs into PeopleSoft HCM, you can display a HomePage consisting widgets or Pagelets(as PeopleSoft calls them) that contain data from various PeopleSoft HCM modules like Time & Labor, Compensation, Benefits etc and also widgets/Pagelets containing Birthday Alerts, Job Anniversary Alerts , Announcements Pagelet etc

We use the figure below to have a bird’s eye view of the various updates an employee can make to his/her data using PS HCM, please do remember business takes the call on which of these will be available to employees in an organization for update, this figure represents what PeopleSoft offers at a general level.

PS HCM - Employee Self Service - An Introduction
So we see that an employee can make view and make changes to the following data groups through PeopleSoft HCM, we will go in detail around each of these groups in later posts, what follows is a quick summary of the features offered by each Self Service group. Also Oracle delivers an approval framework with a maximum of 3 approval levels for some of the Self Service transactions, you can add to the others or can customize the delivered ones as applicable.
Profile: This consists of changes to employee personal data like Name, Address, Contact details etc

Compensation & Benefits: This group includes the employee’s pay slips and year-end data related documents in case Global Payroll or NA payroll or Payroll Interface is implemented by your organization, ability to chose and update employment benefit options and life events like change in Marital Status etc if Benefits Administration is implemented in your organisation.

Employees can view their Compensation History in the organization too here.

Talent Management: Employees can update their job related Competencies, Prior Work History, any Certifications they hold etc here and if your organization has implemented the PeopleSoft ELM solution, the courses they have undertaken, the scores of the related assessment and even the Course Catalog being offered will be visible to the employee. Employees can also nominate themselves for enrollment into training courses from Self Service.

A point about HomePages, Dashboards and Pagelets as we end this post, a HomePage is the screen an employee encounters after logging into the PS HCM system, this can be plain and empty or can instead display your organization’s logo and mission statemen etc(i.e. Branding) and a bunch of Pagelets(widgets to you and me) displaying information like Birthdays Coming up, Announcements made, a list of transactions Pending for the employee like choosing Benefits options etc.
A Dashboard is a again a screen made up of a bunch of Pagelets similar to the above but is usually access through a menu.
The pagelets can be based on transactions pertaining to any of the mosules of PS HCM, Oracle delivers a set of Pagelets that can be used readily and you can creates your own Pagelets as per business needs using the Pagelet Wizard.

Hiring employees into PS HCM

In this post we look at two different ways of hiring employees in PeopleSoft HCM, one of them uses the applicant data generated by the Talent Acquisition Manager module and the other method we will explore is an effective technique of avoiding and overcoming data entry errors.

Hiring Applicants

The HR User in charge of hiring navigates to the Manage Hires page through the path Workforce Administration >> Personal Information >> Manage Hires >> Manage Hires

The Manage Hires page displays a list of applicants who have gone through the recruiting process in the TAM module and are ready to be hired as employees. When you add the applicant, much of the applicant’s information is transferred to the Personal Data page and Job Data component through internal IB messaging.

The page displays among other details the Name of the applicant , Type of Hire (Hire / Rehire / Transfer / Add Concurrent Job / Add Contingent Worker), Start Date, Status etc. Clicking an applicant name the Manage Hire Details page for that particular applicant where details in relation to the Job Opening for which the applicant is being hired are displayed. Job Code, Business Unit, Department are the other details displayed.

The page also contains options to indicate whether a new Organisational Instance needs to be created or an existing one will be used and to indicate if a new Employee Record needs to be created or an existing one will be used.

Next the Add Person group box contains a Add Person button which on clicking brings in the personal data of the applicant from TAM into the Personal Data component and the HR end user hiring the applicant can add skim through the pages of the personal data component adding details as required and the last page of the component the Organisational Relationships page displays the options Employee , Contingent Worker and Person of Interest , on selection of one of these options and clicking on the Add the Relationship button, the Job Data component opens up wherein data is populated from the TAM module, changes and additions can be made here and saving data at this point completes the hiring process and creates the Employee ID / Person ID for the employee
Template Based Hires

Template-based hires feature allows you to streamline and reduce errors in the data entry process through the Personal Data and Job Data pages. Template can be configured to contain default values of some or many key fields and thus expediete the hiring process and also avoid errors.
Hiring employees using Template Based Hires consists of the following steps:

1. Creation & Configuration of hiring templates based on the business needs
2. Hiring initiated by the HR end user wherein the personal details of the candidate and other data not defaulted in the template and particular to the person being hired are enter and saved. Upon saving the employee data can either get saved in the database or can be pushed to a manager for further review and action depending on the configuration at the template levels, the review and action by a manager is an excellent way to get a senior team member to enter and handle sensitive information like compensation etc. In case the template being used has a futher review option active , then step below is carried out
3. The designated user will review whether data entered by the HR end user at step 2 is accurate or not. If found to be correct, saving will update the database.

Job Data – Additional Details

We will look at the Employment Information page and then the Benefit Program Participation page in this post.

The Employment Information page that we will discuss in today’s post is different from the other pages of the Job Data component in a basic way, this page does not have effective dated data like the other pages have, it displays the data related to the current organisational instance and current active assigment of the employee.

Organizational Instance

Organizational Instance Rcd: is the number of the instance associated with the job data record of this employee. The organizational instance record number is the same as the employee record number of the parent record.

Original Start Date is the date on which this particular job data record was created.Please note that this date is not the effective date of the first job data record or the effective date of the job data row with the action of HIR. It is the date when the emplID and Empl RCD Nbr combination of this instance was first created.

First Start Date is the first start date for this organization instance. It is by default the effective date of the first job data row with the action of HIR (for employees) or ADD (for contingent workers) from the parent instance.This date is used as Hire Date in the delivered PS reports.
Last Start Date displays the most recent start date for this organization instance. It is be default the effective date of the parent instance’s job data row with the action of HIR and will be replaced with the effective date of job data rows with the actions REH (for employees) or RNW (for contingent workers) if applicable.

This date is different from the first start date if this organization instance has been inactive and then reactivated.

Termination Date is the effective date of the parent instance’s job data row with the action of TER or COM, this field is reset to a blank if the parent instance for the person is rehired or renewed with the actions REH (for employees) or RNW (for contingent workers).

Org Instance Service Date (organizational instance service date) is the date on which the job data record (emplID/ERN combination) was first created for this person.

Provider ID is the VendorID in case the person is a contingent worker.

Organisational Assignment Data

The job assignment related records of a person under a particular organizational instance are tracked in this section of the page, individual assigment – organisational instances are identified by a unique emplID/ERN combination.

First Assignment Start is the first start date for this assignment. The default value is the effective date of the first job data row with an action that activates the assignment (such as HIR or ADD).

Last Assignment Start Date is the most recent start date for this assignment. The default value is the effective date of the job data row with an action that reactivates the assignment. This date is different from the first assignment start date if this assignment has been inactive and then reactivated.

Assignment End Date is the effective date of the job data row with an action of TER or COM if and as applicable.

Home/Host Classification indicates whether the current job is at the employee’s home location or the assignment location.

Company Seniority Date: Depending on the date entered here, the system calculates the number of years, months, and days of seniority for the employee.
Seniority Pay Calc Date (seniority pay calculation date) is the date that the system should use to calculate seniority-based pay and is by default the original start date.

Probation Date is the date on which the employee started his/her probation in the organisation.

Professional Experience Date is the earliest date on which the employee started working in a job that required skills e directly related to the his/her current position.

Last Verification Date is the latest date on which the employee verified his or her personal data in the system thru ESS.

Business Title is the employee’s official job title and is defaulted in case you use position management in your organisation.
Benefits Service Date is the date used to calculate benefits eligibility and is by default the original start date.

Benefits Program Participation

Benefits Program Participation page contains effective dated records and displays details related to the benefits enrollment of the employee

Benefit Record Number is an identifier that links two or more jobs for benefits purposes. The default value is 0 and can be overriden to reflect the benefit record number of another active job.
Benefits System indicates if the system used to handle employee benefits.

Benefit Program contains the default benefits program corresponding to the employee’s pay group, this value can be overriden.