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.

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

PS HCM – Job Openings and Applicants in Talent Acquisition Manager

Job Openings and Applicant Data

Jo&App

 

A Job Opening can be one of the below

1. Continuous Job Opening

2. Standard Job Opening

Continous Job Openings(not present in the earlier versions) are open ended Job Openings without an end date and thus remain open indefinitely, they can be created with just a Job Posting(pre written text containing details about the job position, this text will be visible to the applicants) and jobcodes, number of open positions etc need not be specified for these type of Job Openings. A Continuous Job Opening for Campus Hiring is a life saver.

Standard Job Openings are created to fill positions for specific JobCodes or Positions and hence while creating them appropriate data has to be entered along with the Job Posting text.

for a Standard Job Opening, the value entered in the Template Segmenting Type field on the Recruiting Installation tab of the Installation Options page determines which job opening template to use. This in turn decides the values that will have to be filled in for this Job Opening.

Other ways to create Job Openings are,

1. Creating Job Openings for open positions in your organisation by running the HRS_CRJOB process(if you have implemented Position Management).
2. Creating Job Openings by cloning existing Job Openings.

Approving Job Openings

Job Openings go in for approval if you have specified so in the Installation Options tab of the Recruiting Installation page. The defualt approval process is 2 step wherein the first approver is the reporting manager of the hiring manager specified in the Job Opening and the second approver is the recruiter specified in the Job Opening. Approvers can either approve , deny or bring in another approver into the approval chain, and the 2nd approver has a push back option as well.
If any changes are made to the Job Opening before the approval is completed, the Job Opening’s approval cycle starts again.

Applicants can be internal(employees of the organisation), external and non-employees(POIs) and

Applicant data can be recorded in PS in one of the following 4 ways

1. Applicant enters his/her details through the Candidate Gateway
2. Applicant mails his/her resume to an email address and an extraction engine parses data and saves it in the system
3. Resumes are picked up from external job portals through the OIF and parsed.
4. Recruiter enters applicant data through PS HCM pages

when data is entered by the recruiters using PS HCM pages as in #4 applicant data is captured under the following heads,
Applicant information like name, contact Details etc, here the type of applicant and status (active/Inactive), Status Code are recorded
Applicant’s Applications including resume, work experience details, qualifications, competencies, location preferences etc are saved, also here tagging the applicant to a Job Opening is done
Applicant’s Verification details where his/her referances are saved
Applicant’s Eligibility & Identity data containing passport, visa, PAN/SSN etc details.