PS HCM – Talent Acquisition Manager

TAM earlier known as Recruit Workforce is a set of business processes designed to aid in the scouting and hiring of talent for your business needs, hiring can happen for all employment categories i.e. employees, contingent workers etc using TAM.

Employee referral programs can be created and maintanined as well.

Can be accessed by –

Recruiters
Interview team members

 

The business processes that we will be focussing on are :

1. Create and maintain Job Openings
2. Create and maintain Applicant data.
3. Screen, Route and Interview applicants
4. Make Offers and push for hiring

Before we being to look at the business processes in detail, we need to know the TAM related control tables that have to be set up, here we assume

i. The basic HCM configuration as discussed in the previous posts is in place.
ii. The checkbox against Talent Acquisition Maanger has been selected in the Products page following the navigation, SetUp HRMS >> Install >> Installation Table >> Products

Setups

The TAM implementation setup begins with setting up the implementation defaults as follows,

i. Define Recruiting Installation Default values for the Template Segmenting Type, for the Requisition Default (Standard or Continuous Job Opening), enable / disable approvals for Job Opening creation, for Job Offers, allow or disallow multiple positions in a Job Opening etc

ii. Specify starting numbers for system assigned number sequences such as the Job Opening ID, Applicant ID etc

The pages for the above setup are part of the Recruiting Installation template and can be reached through the path SetUp HRMS >> Install >> Product and Country Specific >> Recruiting Installation.

iii. Job Postings Set Up, When Job Openings are created, they include text based descriptions, these descriptions can be selected and included from the Job Postings library, to create Job Postings, A Job Posting can thus include text from various Job Postings that can collectively describe your organisation, the job profile, detail the responsibilities involved, mention qualificationsrequired, contain directions on who can and cannot apply etc.

first a Job Posting type is defined, delivered values include qualifications, responsibilities, who may apply etc and then the Job Posting description is written, the description has a Description Label and the Description text, the path followed is SetUp HRMS >> Product Related >> Posting Descriptions

iv. Define roles that you want to be available on the Job Posting page for tagging the Job Posting.

v. Setup Recruiting locations for your organisations, these locations help in searches for Job Openings

vi. Specify the type of attachment that the applicants are allowed to submit, attachment types include resumes,cover letters, reference letters etc, the ftp locations for the submitted documents is also specified during the setup.

vii. Setup Applicant screening levels

viii. Setup Interview types & evaluation categories

ix. Setup offer component types and offer components

x. Setup recruiting templates, recruiting templates can be used to define and control the format and content of specific pages in TAM, examples are Resume Templates, Job Opening Template, Job Opening – Posting Template, Screening Template, Interview Evaluation Template. And one or more of the preceeding templates can be grouped into a Recruitment Template which can then be associated with a Job Opening.

xi. Setup recruiting statuses, recruiting statuses are used to identify the current condition of an applicant and/or a Job Opening in the following recruitment areas, Applicants, Job Openings, Recruitment Summary, Route, Interview and Offer

xii. Setup sites

Delivered Workflow and Roles

Delivered approval framework exists for
i. Job Opening Creation
ii. Job Offer Creation

Candidate Gateway & Talent Acquisition Manager – Intro

Talent Acquisition Manager or Recruit Workforce in the earlier versions is a set of business processes that are available for you to handle hiring for your organisation.

Candidate Gateway is an external applicant facing utility, this can also be used by employees of your organisation.

CG & TAM offers roles to the following types of users;

Recruiters
Can create Job Postings and Job Openings TAM
Can screen and route applicants TAM
Can schedule interviews and keep the interviewers and interviwee informed TAM
Can make Offers to applicants TAM
Can pushed Applicants for hiring TAM

Applicants or external candidates
Can browse open Job Openings CG
Can apply for Job Openings and upload resumes CG
Can track status of application CG

Employees
Can browse and apply for internal Job Openings CG
Can refer friends for external Job Openings CG

Integration within PS HCM

CG & TAM integrate with each other.

Data for Applicants who accept the offer has to be transferred to Administer Workforce for hiring, now the applicant becomes an employee and his emplID is recorded against his ApplID in the system. This data transfer from TAM to Administer Workforce occurs through internal Integration Broker messaging in PS HCM.
Also details like the Company, Business Unit, Location etc details for which the Job Opening is being created is from the shared control tables.
And when a Job Opening has to be created, it can be based on a Job Profile present in the Profile Management module, thus TAM integrates with Profile Management as well. In this case all the attributes of a job Profile like the Competencies, Educational Qualifications etc are used in TAM.
Third Party Applications Integration

TAM can integrate with external job portals,recruitment vendor portals,resume extractors and background verification vendor portals through the Peoplesoft Open Integration Framework, for job portals, recruitment vendors, BGV portals the Integration Broker is configured to send and receive data in the form of XML messages with the vendor portals.

For data to be transferred from PS HCM – TAM, the initiation comes from within, like publishing an external Job Opening to a set of job portals or a particular vendor portal or requesting for a BGV check, when an initiation happens the relevant data is mapped by the PS OIF to generate an XML message and then transformed to a format readable by the vendor’s interface and then transferred by the IB to the TPA.

For data published by a TPA to which PS HCM – TAM subscribes, IB picks up the incoming XML message in the vendor’s interface format for e.g. a web service, the PS OIF reads the XML message and maps it into PS readable data using XSLT and the data is then processed as applicable.

Resumes are in a pdf/doc/docx/rtf format and relevant data has to be collected from such files, PS HCM does not have a delivered resume extractor and a third party resume extractor has to be setup to enable PS HCM to read resume that have been submitted by applicants through emails or through the Candidate Gateway portal or through external job portals.

USP

CG lets you use Text Catalog, a PS HCM feature to edit delivered page headings, page content,labels etc so that you can make them more relevant to your organisation.

PS HCM – Data Flow for Compensation & Benefits Data

So I am back and today we look at how the monies are handled in PS HCM :). we will look at how salary data and benefits data is handled in PS HCM. we will use the figure below to aid us as we go.

PS HCM 2

 

We have the applicant data that has flown into the Talent Acquisition Manager module through the Candidate Gateway, when a recruiter makes an offer to an applicant it will include the salary details also, from here the offer details flow into the Workforce Administration module when the hiring takes place by the HR user. Now we have the Compensation data for the employee in the system and it visible when you navigate to the Compensation page in the Job Data compenent. As and when the HR team updates the Compensation details of an employee or group of employees either the data as part of a performance appraisal or the salary components as part of a process change etc, data gets updated on the Compensation page. Data updates as these can be handled by the delivered PS compensation mass update program or by a custom app engine – component interface combo.

Employees can view their compensation data and detailed salary breakup under the Payroll and Compensation feature of the Self Service menu.

Please note that till here PS HCM holds your compensation details but has not processed or calculated your salary. For that data flows to one of the payroll modules, depending on your implementation you could be looking at Payroll Interface , Global Payroll or North America Payroll.

Global Payroll and NA Payroll calculates the salaries by taking into account the earnings, deductions and benefit choices and deductions whereas Payroll Interface lets a third party application handle all the processing and calculation part and is all about preparing the employee data for use by the TPA and then importing the calculations back into PS HCM.

Benefits data that forms a part of the payroll processing consist of the elections made by employees for themselves and their dependants from the bunch of choices offered by your organisation. Base Benefits module is where the benefit plans and their costs are setup , employees can view the options on offer and choose or waive from the eBenefits page under Self Service feature. eBenefits rides upon Benefits Administration module which uses the benefits plans you setup in Base Benefits to enable you to present the employee with benefit options during open enrollment windows and life events.

This dear readers is a brief look at the flow of compensation and benefits data , we will deep dive into PS HCM very soon.

Wait for my next post where we will look at SaaS HCM vs Traditional HCM.. Till then see ya 🙂

PeopleSoft HCM — Basic Concepts III

Some more important basics of PS HCM before we move onto the functional topics

basics3

we begin with Company

A Company is used to represent a legal entity in PS HCM, depending on the size of your organisation in terms of employee head count and geographical distribution and also the way your organisation functions, you can go in for a single or multi company organisation. Business Units and Departments are organised under the Company.If you are a multi Company organisation, all Companies are at the same level and there is no hierarchy possible.
Default values for the Payroll system(if your organisation is implementing it) can be associated with a Company definition along with defaults for Currency Code, Regulatory Region etc

A Regulatory Region in PS HCM drives functionality and hence determines what data the power user sees for certain fields. it is used to represent a geographical region having a bunch of laws and regulations that influence the functionality (through configuration and PeopleCode)in PS HCM. Health benefits, ethnicity driven functionality etc are part of the regulatory region driven features.

Departments are used to group employees together and also allocate or deny access to power users based on it. So when you think Department in PS HCM think access. A power user will thus have access to a particular employee’s data using the PS HCM portal only if the power user has been allocated access to the department to which the employee belongs. Departments are organised in the form of a security tree to establish and maintain a hierarchical relation between the departments.
So it means that if a power user has access to a department A with departments A1, A2, A3 under it then the user will have access to A1, A2 and A3 as well.

Let us delve deeper into the topic of user access in PS HCM.

When an user is allocated access in PS HCM, it has two aspects, for the pages which he requires access to perform his/her tasks and to the data which he/she should be allowed to access. Access to the pages is allocated using Roles which are made up of permission lists and access to data is granted using row level data permissions which typically begin with HCDP, so a user with HCDPALL will have access to data of all departments in the im plementation and a user with HCDPIND will have access to all those departments which are mapped to the permission list HCDPIND.

Reverting to Roles that govern the Menus and hence Components pages to which an user has access, a Role is a set of permission lists or even a single permission list, a permission list in PS HCM determines the pages to which the user will have access, while creating a permission list, first the Menu and then Component within the Menu containing the particular page has to be selected, the permission list also has options to specify if the access to the user in question will be Read Only or Read/Write and also the actions that the user can perform on this page i.e. Add, Update/Display All, Update /Display or Correction(Correct historical records).

So as we can see, an user should be assigned Roles and a row level data permission to enable him/her to use PS HCM, three other permissions which we will discuss next make up the user access. And please note that the Roles and the 4 types of permission lists will be assigned to the user’s User ID which is different from Person ID. The user will used this User ID to logon to and access the PS HCM application.

The other 3 permission lists are as follows,
Navigator Home Page
Used by PS Workflow and determnes how the Workflow homepage looks lke for the user. ths can also be left blank without any impact
Process Profile Permissions
Determines if the user has permissions to run reports and programs using the Process Scheduler and also the levels of these permissions like permission to download to excel, access to create new queries or restricting Run access to particular Process Groups only. Also Process Groups can be created from here.(Process tab in the Page)
Primary Permissions,
Determines the default values for certain fields like Country, Company, Business Unit, Regulatory Region, Set ID etc that will be populated by the system for the user on certain components and also the system settings for the user and starts with HCPP

Phew , that is quite a lot for this post, next post we will focus on a case study to create a Company in
PS HCM along with the bells and whistles that go with it.

PeopleSoft HCM — Basic Concepts II

Diving straight into the topic,

basics2

An Effective Date is the date from which the row of data associated with the date becomes valid for use and or becomes effective.Before the corresponding effective date occurs any data if present in the application will not be picked up by the system for any processing.
for example, if your PS_LOCATION_TBL has rows with an effective date of 01.01.2016 then till end of 31st Dec 2015 these rows will not show up in any of the pages where the PS_LOCATION_TBL is used.
Another example, if an employee has a row in the PS_JOB table with an effective data of 01.01.2016 with an action “Transfer to Afflilate”, the employee shows up on the rolls of the parent company till end of day 31st Dec 2015 and reflects on the rolls of the affilate company from 01.01.2016.

Care has to be taken while choosing effective dates for control tables especially, because in many cases inbuilt peoplecode compares effective dates of control data and may ignore any data which is greater than a particular effective date. Hence for particular control tables care should be taken to chose the earliest possible effective date.01.01.1900 is a safe bet which many implementations follow.

Effective Status is a value associated with an effective dated row, the possible values are “Active” and “Inactive”. The default value is “Active”, you can mark a row as “Inactive” when is does not hold any value for your implementation.
for e.g. if you organisation revises the list of designations and decides to stop using a set of 50 designations, then the effective status of these 50 designations can be set to “Inactive”, by doing so the 50 designations aka Jobcodes will not show up in the Jobcode prompts on the relevant pages.

When you go through planning your implementation of PS HCM, it is important to conceptualise the way in which your organisation’s data will be represented in HCM, if your organisation is spread across various countries or if your organisation has various business areas like manufacturing,logistics, pharmaceuticals etc you may opt for a multi company representation at the highest level.
Once this is out of the way next you may want to look at then grouping data with some similarities in business rules, payroll processing etc together , these logical groups are what are referred to as Business Unit. so you may group all KPO under one business unit for example, you may group Sales into another and all corporate functions into another, Business units are thus flexible structures that enable you to put together data which can be handled uniformly together. As another example if you are an IT organisation, you may want to group each of your verticals as BUs or another approach would be to organise each of your client accounts as a BU or even each geographical location of your organisation can be a BU. There is thus this flexibilty but do remember that a BU always ties to an employee’s job data and an user will be able to see other control data like Jobcodes, Salary plans etc for an employee based on the employee’s BU so take cognizance of this fact while planning the data setup. And do remember your PS HCM implementation requires atleast one BU to be created.

Set IDs & Table Sets

A set ID is a primary key present in all the control tables and a set ID lets you to control which set of rows in a control table can be shared across BUs.

The set of all the rows in a control table having the same set id is a Table Set.

And sharing table sets across various BUs is table set sharing.