Personal Data in PeopleSoft HCM

Entering and saving personal details for a prospective hire is the first step taken by your organisation’s HR team to hire an employee or contingent worker or onboard a POI into your organisation. Do note that if you are hiring an applicant who has been through the recruitment process using PeopleSoft Talent Acquisition Manager then the personal details flows in via internal IB from the Talent Acquisition module during hiring and you proceed by adding the job record.

The delivered Personal Data component organises the expected personal details of the incoming hires into the 3 pages as below,

Navigate to Workforce Administration >> Personal Information >> Add a Person to access this component

Biographical Details where the HR team member enters

The name of the new hire as First Name, Middle Name, Last Name, here First Name and Last Name are mandatory, prefixes like Mr, Miss , Mrs can also be entered and also suffixes like Jr. etc if applicable. Data entered here resides in PS_NAMES(data here is effective dated) and PS_PERSONAL_DATA.

The date of birth, birth location and country of birth of the new hire, an interesting field here is the Waive Data Protection check box here, this if selected (value = Yes) means that the employee data can be shared by the organisation as the employee has agreed to the same, if not selected (which is the default value) it means that the employee has to provide his/her agreement still for data sharing. This field is relevant for work locations and data sharing across the European Union. Data entered here goes into the PS_PERSON and PS_PERSONAL_DATA tables.

Gender which is a mandatory entry and here a default value Unknown exists which can be replaced with one of the values Male / Female.

Marital Status which is mandatory and where a default value Unknown exists, the field Marital Status Date is used to record the date when the corresponding Marital Status of the new hire is effective,

Data entered here goes into the PS_PERS_DATA_EFFDT and PS_PERSONAL_DATA tables.
Highest Educational Qualification which is mandatory and where a default value Unknown exists.
Data entered here goes into the PS_PERSONAL_DATA table.

And a National ID value field where type of National ID available depends on the country of work of the new hire. Values are stored in the Data entered here goes into the PS_PERS_NID table.
Contact Details
Addresses where multiple addresses can be entered for different types of addresses like Home address, Mailing address etc. The values are stored in PS_ADDRESSES(data here is effective dated) and PS_PERSONAL_DATA tables

Telephone Numbers for different types like Mobile, Home, Business etc where entering atleast one type of telephone number is mandatory, data stored here can be found in PS_PERSONAL_PHONE

Email Addresses of different types like Business, Home etc where entering atleast one type of email address is mandatory, data is found in PS_EMAIL_ADDRESSES table

Regional Details where data specific to the new hire’s work country can be entered, typical data here incudes Ethnicity details,

for eg. Religion, Caste & Blood group details can be recorded for India

After all this data is entered, the Organisational Relationship can be choosen as applicable from the Organisational Relationship page in the same component and Job data entered next or the data can be saved and Person ID / EmplID generated. The organisational relationship details are stored in the PS_PER_ORG_ASGN table.

Also some of the above data may change for an employee after being hired into your organisation, most obvious data being the address, marital status, Phone numbers and last names in some cases, then your HR team can update the same using the navigation Workforce Administration >> Personal Data >> Modify A Person, a new record is created for effective dated records like addresses and names and the others like Marital Status are overwritten with the new value.
Please Note that such data changes can also be available to the employee for updation as a Self Service option and you can also place an approval framework before the data submitted by the employee gets saved in the core tables.

Multiple Jobs

The previous post brought forth a doubt, how can we represent multiple active jobs held by an employee under a single organisational relationship in PeopleSoft HCM if my organisation wants to.

This can be done using the PeopleSoft HCM Multiple Jobs concept.

An individual is considered to have multiple jobs in PeopleSoft HCM when,

  1. He/she has more than one instance of a single organisational instance (employee / contingent worker)
    for eg. A person can hold jobs of a research scholar and a professor at once.


  • The Add Employment Instance component or Add an Contingent Worker Instance component are used.
  • There will be multiple records with action Hire (in case of employees) or action Add Contingent Worker in case of contingent workers.
  • Termination applied to one of the instances do not affect the other.
  • Payroll can run against both or one of the jobs.

    2.  Or when they have an assignment in addition to their primary job(also called substantive job)
for eg. A person can be a professor and may take on the role of a hostel warden for a fixed period.


  • The Add Additional Assignment component is used.
  • Records are added with the action ADL .
  • The additional job instance is of the same organisational relationship type as the primary job and is linked to the primary job and gets terminated if the primary job is terminated.
  • Payroll can run against both or one of the jobs.

   3. Or when employees are given a global assignment(Only employees are processed through Global Assignment feature in PeopleSoft HCM, but not contingent workers or POIs)


  • The Add a Host Assignment component is used
  • Records are added with the action ASG
  • The assignment data is referred to as the Host data and the primary job data as the Home data for the employee
  • The global assignment instance is terminated when the Home instance is terminated.
  • Payroll can run only against the Home instance.

Please note that PeopleSoft HCM does not consider an individual as having Multiple Jobs when

  • He/she holds jobs under different organisational instances.
  • He/she holds an active  temporary job and a suspended primary job

Under such circumstances employee record numbers are used to handle the multiple job records.

Organisational Instances


In the previous post we have seen the three possible orgaisational relationships individuals can have with an organisation, a logical doubt would be , ‘If my multi company organisation allows an employee of one of its entities to be a contingent worker for another entity, can i represent the same in PeopleSoft HCM’

The answer to this question is:  ‘Of Course you can, by creating an additional organisational instance for the employee’.

An organisational instance is a single instance of a person’s relationship to an organisation.
An organisational instance is created for a person when you enter the personal information for him/her and choose the applicable organisational relationship, generate the emplID and proceed to create the job record. Each organisational instance for a person this has a hire date, action, action reason etc job information associated with it.

And PeopleSoft HCM distinguishes between multiple organisational instances of an employee using employee record numbers. By default the employee record number is 0 for any employee job data, when you add an organisational instance the corresponding data is added to a job record with the employee record number having a value 1.

Let us consider the example cited in the question in the beginning of this post, so we have an employee ABC in Company A of a multi company organisation, this employee has personal data related to him and also job data like hire date, action, action reason, company name, location, department, business unit, jobcode, salary plan, salary grade, compensation break up etc where the employee record number is 0, now the organisation gives him an additional assigment where he will be working for another Company B of the same organisation as a contingent worker, now when a record for this assignment is created for the employee using ‘Add Contingent Worker Instance’ component, the new job record will have a employee record number 1 and corresponding hire date, action, action reason, company name, location, department, business unit, jobcode, salary plan, salary grade, compensation break up etc.

This may lead to another question,in PepoleSoft HCM is it possible to represent multiple active jobs held by an employee under a single organisational relationship. This will be the topic for our next post. So do come back for that 🙂

Also note that while employees and contingent worker type organisational relationships always have job records associated with them, not all POI types have job records (one obvious example is external trainers) associated with them. Wherever you have such POI types mention the type of relationship the POI has with your organisation using the delivered Add a Person Of Interest component.

Employees, Contingent Workers and Persons Of Interest

Are all people working in your organisation referred to as employees in PeopleSoft HCM , the answer to that question is what we will tackle in today’s post.

Now back to the question, the answer to that is “Not all people are referred to as employees, we also have contingent workers and Person Of Interest or POI in PeopleSoft HCM.
An employee is someone who is hired to work for an organisation and has a legal relationship with the organisation.The organisation pays his/her salary, sponsors health benefits, takes care of taxes payable, helps with tax saving instruments etc

A contingent worker or a contract worker in common parlance is someone who works for an organisation but has no legal relationship to the organisation.He/She is from a staffing firm. Your organisation pays the salary and stops there, the organisation in short has no other obligations towards the contingent worker.Also please note some payrolls (PeopleSoft NA Payroll for example) do not process salaries for contingent workers.

A Person Of Interest is someone who does is related to the organisation in one of the many ways listed below but matters to the organisation, is of interest to the organisation,

A Person Of Interest could be

An external trainer
An intern
A pension payee
A board member
A pre hire who has to be paid(possible if you are using NA Payroll)

You can also define POI types in PeopleSoft HCM as per your organisation policies.

All the above three categories of people associated with an organisation have 2 things in common in the PeopleSoft HRMS database,

1. employee ID also referred alternatively as Person ID, in the newer versions of PS HCM, the terms employee ID and Person ID are interchangeable.
2. Personal Information

Employees and Contingent Workers have employment information stored in the PeopleSoft HRMS database for them. This employment information includes the hire date,location, department, business unit, jobcode,salary plan, grade, compensation details etc for the person.

When employement information is thus created for an employee or a contingent worker than an an organisational instance is said to have been created. A person can have more than one organisation instance at any given point in an organisation.

Also note that there are a fourth category of people whose information is maintained in the records of an organisation but do not have an organisational relationship, for eg. Dependents, Beneficiaries, Emergency Contacts etc who are not directly related to the organisation but to the employees. Data of these categories of people are maintained in relation to the employee they are related to and thus do not have an organisational relationship and so hence do not have Person IDs created for them.