Administer Workforce

Administer Workforce happens to be one of the most important building blocks of the PeopleSoft HCM application, it is here that the employee record gets created during hiring and the all important employee ID gets generated. The Hire to Terminate employee lifecycle business processes happen in the pages that constitute the Administer Workforce module. Employee data present in the tables that make up the Administer Workforce module (the legendary PS_JOB and the PS_PERSONAL_DATA tables) form the premise for many transactions of the business processes of other HCM modules like Payroll, Performance Management etc.

WFA

The module is extensively used by the HR teams of an organisation to perform Core HR activities as explained below, a combination of values like the ACTION being performed on the employee data, the reason for performing the action i.e. ACTION REASON, the date when the action becomes valid or effective the EFFECTIVE DATE and the status of the employee Active/Suspended/Terminated aid in effective and detailed recording of employee data.

Hiring an employee / Increase Workforce
This involves generating an unique identification number called Employee ID or EmplID for an employee being hired, this EmplID will be used throughout the HCM application by all the HCM modules to refer to the employee in question, to extract data for the employee from the underlying tables and to distinguish an employee uniquely throughout the application and also in the organisation. During the hiring process personal and employment related data is entered for the employee using the Administer Workforce pages or can also be brought into the Administer Workforce module through internal IB from the Talent Acquisition Manager module. Recruiters push applicants for hiring to the HR teams who review the incoming applicant data and procees to hire them into the organisation.

Updating employee data / Administer Workforce
At any point during the employee’s tenure in the organisation, HR team members may update the personal data (change of address, marital status etc) and/or employment data (promotions, deputations, salary revisions etc) of employees using the Administer Workforce pages.JOB_DATA component contains the most frequently used pages used to perform a wide range of employee data transactions.

Terminating an employee
An employee’s exit details right from the resignation date of the employee till the termination date can be entered and maintained in the HCM application.

Employee Self Service options exist to enable employees enter and update their address, phone etc contact details.

All PS HCM modules can read from and write into the Administer Workforce data.

TPA Integration
As getting employee data into a HCM system is one of the basic steps to implementing an ERP in your organisation, a Component Interface or a CI is an indispensable tool when you are implementing PS HCM from scratch or migrating from a legacy application.
CIs are the workhorses of a PeopleSoft application in general, you can use them to bring in large amounts of data into the system using spreadsheets ensuring that the incoming data is validated against all the code written to validate the same.

PS HCM – The Recruitment Process

So we know now that an applicant can be brought into the PS HCM system by any of the four ways detailed in the previous post,

When applicants submit their applications through Candidate Gateway they get tagged against the Job Opening against which they submit their details, the status of the applicant is Active and the disposition is Applied.

Also when applicant data and resumes are extracted from external Job Portals against a Job Opening the applicant data thus created gets tagged with the Job Opening.

When applicants are created by the recruiters using the Add New Applicant Data component of the TAM module then applicants have to be tagged explicitly against suitable Job Openings. And when this happens the disposition of the applicant is set to Applied.

So when we have a huge number of applicants in the system, there is a very good chance of having plenty of duplicates as applicants submit details for multiple positions and there are chances that multiple job portals fetch duplicate data, TAM has an inbuilt program HRS_DUPE_FIND that you can run to detect duplicates, this process allows you to select the criteria for picking duplicates eg. email address, phone number, first name, last name, middle name, pincode etc from a predefined list and then view the results and decide whether to eliminate the duplicates by merging them or ignore in case of non-duplicates. The merging of the duplicates can also be performed using a delivered process HRS_DUPE_MRG or manually through a user facing page as well.

The status of the merged applicant record is retained as Active and that of the ones merged into the the former is set to InActive.

A huge amount of applicant data also has the need to be searched optimally and quickly, PS HCM lets you search for applicants within the database records and also search within the resumes based on keywords. The Verity search engine drives this search and an applicant index has to be built using the HRS_SRCH_RUN_INDEX process before search can be performed.

Applicants can then be screened against a Job Openings’s requirements based on the competencies, certifications, experience required etc by the recruiters and then routed to the hiring managers for review.

Note that the disposition of the applicant keeps changing after being screened and after being routed, changes to the status of the Job Opening in consideration and the applicant status in relation to other Job Openings as well affect the applicant dispoition.

Hiring Managers can then schedule interviews and send notifications to applicants and the interview team through the system, interview feedback and results can also be entered and maintained in the system and rejections or recommendations for offer can also be made. Mail notifications can be configured at every point as applicable and the disposition keeps changing reflecting the status of the applicant through the recruitement phases.

Recruiters can next generate job offers for selected applicants and share the same with them,please note that the Offer Generation process can have an approval workflow in place if your organisation plans to, the PS delivers a 3 step approval workflow for the Offer approval process.

Recruiters can next submit the details of applicants that have accepted the job offer for hiring to the HR through the system. An internal IB transfers all the applicant data to the Administer Workforce module to enable the HR staff to hire the applicant into the organisation.

And when HR hires the applicant into the PS HCM system, an employee ID is generated for him/her and the applicant is now an employee.

Please look at the process flow below for a snapshot of the recruitment cycle


Recruiters

can search for applicants from among the thousands available,
can link applicants to suitable Job Openings
can screen applicants based against a set of competencies and skills
can route applicants who have passed the screening to a hiring manager and
can schedule interviews for short listed applicants

Hiring Managers

can enter interview evaluations and observations in the system and
can recommend applications for an offer or can reject them.

Recruiters

can generate offers and extend them to applicants and
can submit applicant details for hiring to HR