Introduction to PeopleSoft

for Human Resources

Before We Start
Information about the facilities.
Please silence mobile phones.
Co-instructors are available for help.
You may provide feedback on the course at the end of
the session.
Online supplemental training content is available.

Overview
1. Course Information
2. Objectives
3. Content
4. Learning Materials
5. Strengthened Passwords
6. Training Resources
7. Introduction to PeopleSoft for Human Resources

Course Information
Role: All HR users.
Duration: 3 hours.
Pre-requisite:
Introduction to PeopleSoft (online).

Objectives
The Introduction to PeopleSoft for Human Resources
course will provide an overview of PeopleSoft HR concepts.
The course will introduce you to a number of important terms
and concepts that you will need to understand in order to
initiate personnel actions, understand how data is managed
in the system, and run reports and queries.
At the end of the course, you will be able to recognize the
major data elements used to categorize employees and
personnel actions in PeopleSoft.

Content
Module 1
PeopleSoft Overview for Human Resources
Module 2
The Single Person Model
Module 3
Job Codes and Positions
Module 4
Effective Dates
Module 5
Job Data
Module 6
Viewing and Updating Data
Module 7
Reports and Queries

Learning Materials
Course materials:
Quick reference guide
Online interactive process simulations and demos
Online course content and reference documentation
Online job aids
Course evaluation

Questions?

Module 1:
PeopleSoft Overview for
Human Resources

Overview

HR Core

Track Life & Career Events

Manage Positions
Manage Compensation
Reporting

Base Benefits
Define Group Benefit Programs/Premiums
Manage Enrolments
Track Beneficiaries & Dependents

Overview
Time and Labour

Track Time & Attendance

Apply Rules & Validations
Calculate Payable Time
Reporting

Payroll

Manage Employee Payroll Data & Taxes

Integrate with Core/Benefits/Time & Labour
Calculate Earnings & Deductions
Process Pay & Remittances
Payroll Distribution general ledger
Payroll Reports / Audits

Overview: Time and Labour Process

Department Timekeepers are responsible for reporting and entering

timesheet and scheduling data into the Time Management System.
Upon completion of timesheets, the reported data is reviewed by the
Time Administrator, who runs the Time Administration process to
trigger rules, validate time, and create Payable Time.
The Payable time is reviewed for errors, then loaded to Payroll.

Payroll Payment Options

Four Ways to Pay an Employee:
1. Employee records where an employees salary or hourly rate is
entered.
2. Additional Pay allows ongoing payments in addition to salary,
such as 4% Vacation Pay for casual employees.
3. Time and Labor allows the decentralized entry of pay.
4. Paysheet interfaces to enter mass one-time payments such as
childcare or tuition reimbursement; One time individual payments
manually entered on the payline e.g. severance payments (Form
HR-FRM-048).

Payroll Payment Options

The Four Doors to HR
Ongoing payments in
addition to salary
Example: 4% Vacation
Pay; Maternal/Parental
top-up

Decentralized entry of
hours/units/amounts

Additional
Pay

Pay
Sheets

Time &
Labour

Job Data

Mass payments
received by interface
(e.g. childcare)
One time individual
payments (e.g.
severance payments)

Employee record that has

Base Compensation,
Job Earnings Distribution to
split salary by
earnings/hours/amounts and
distribute to multiple
accounts

Overview
Single Person Model
Campus Community: One database for HR
& Student.
Shared biographic/demographic data.
Delivered Search/Match functionality to avoid
creation of duplicate employee records in the
system.

Overview
Timing
Shift in Deadlines Deadlines driven by
transaction date and by Payroll cut-off date.
Effective Dating Virtually the entire
PeopleSoft system is based on effective
dating.
Automatic Termination Terminations
based on expected end dates.

Whats New: Overview

Hiring
Job Data record now required for all employees and
contingent workers. Only employee records flow to Payroll,
and each job or position is assigned an EmplRcd number
Positions for jobs that are position managed; unique number
for each employee record
Jobs may be assigned directly to employees e.g. Casuals
Employee Class drives the use of:
Template-Based Hire delivered for decentralized input
Contract Hire Queens customized to replace ESCS

Decentralization of electronic entry of new hire information.

Automatic termination for contracts and term appts.

Questions?

Module 2:
The Single Person Model

The Single Person Model

Queens will be using the Single Person Model to manage Human
Resources and Student data.
Each person added to the system is assigned a Person ID and then
assigned an organizational relationship at Queens.
There are three organizational relationship types:
An Employee (EE) is a person who provides services to and has
a legal employment relationship with the organization.
A Contingent Worker (CWR) is a person who provides services
but does not have a legal employment relationship (Volunteers,
Guests, Co-op Students, Associates).
A Person of Interest (POI) is not part of the workforce (i.e. not a
contingent worker or employee) but is of interest to the
organization.

The Single Person Model

A person may have multiple organizational relationships at Queens:

John Smith
Person

Returns as Volunteer
Contingent Worker

Person ID

Joins Queens
as Employee
Empl Record 0

Hired for Additional

Job
Empl Record 1

Takes a class
Person of Interest

The Single Person Model

In some cases, employees will require multiple employment
records to track their jobs.
This occurs most often for employees with multiple concurrent
jobs i.e. a person who has more than one casual position, or a
person who has a regular and a casual position.
In some cases employees who have left Queens and returned
may have a new employment record created instead of being
re-hired into their original employment record.
This functionality allows for accurate tracking of employees
and their jobs, and segregates data for detailed payroll and
reporting purposes.

The Single Person Model

Navigation: Workforce Administration > Personal Information > Person Organizational Summary

If a person has multiple employment records you will be able to view

them on the Person Organizational Summary page.
This page tracks both Employment and Person of Interest (Student)
organizational relationships. Employment records (both regular and
contingent) are found in the Employment Instances section.

The Single Person Model

If a person is a student, you will be able to view them in the Person
of Interest Instance section on the bottom of the same Person
Organizational Summary page:

The Single Person Model

Queens HR will use the Employee (EMP) and Contingent

Worker (CWR) organizational relationships.
Queens University Registrar will use the Person of Interest
(POI) organizational relationship.

The Single Person Model

Employee Classes with Org Relationship of Employee:
Archivist

Acad. Asst.

Executive

Librarian

Acad. Rel.

Student

Academic

SHS-PHYS

Survivor

Adjunct

Gen. Staff

Fr. Spouse

Adjunct 1

Research

Retired

Adjunct 2

CUPE 254

Casual

Adjunct 3

CUPE 1302

Affiliate

Fellows

CUPE 229

The Single Person Model

Employee Classes with Org Relationship of
Contingent Worker:
Volunteer
Guest
Co-op Student
Associate

The Single Person Model

Employee Class (aka category) drives the use of:
Template-Based Hire: Delivered functionality for
simplified/decentralized input
Contract Hire System: Queens customized to replace
ESCS

The Single Person Model

The following will use
Template-Based Hire:

CUPE 229, 254 and 1302

Fellows
Academics
Adjunct
Adjunct 1, 2 & 3
Librarian/Archivist
General Staff
Academic
Assistant/Related
Affiliates
Contingent Workers

The following will use

Contract Hire:
Student (TA, RA, TF, NA)
Research (RG&C)
Casual (Salary Requisition)

Questions?

Module 3:
Job Codes and Positions

Job Codes
Job codes are five-digit codes that determine the defaults for
several job data fields, and are used to group types of work
into general classifications.
A job code maintains information about a job independent of
the person or group performing that job.
Job codes relate employees to the pay system: Salary grades
and standard hours are assigned to a job, regardless of who
holds it.
Job codes have a one to many relationship with employees.
e.g. the job code for Departmental Assistant may be assigned
to multiple employees across different departments.

Job Code and Employee Class

The Employee Class (Empl Class) represents a major
grouping of employees.
Empl Class field is located on job data.
Empl Class is frequently used to sort and group employees
e.g. HR reporting.

Positions
Positions are used to track details on a job in a
particular department or location.
This allows efficient employment management by
position, rather than by job or employee.
Positions allow for the tracking of position history,
vacancies, and maintain incumbent data dynamically.
Positions have a one-to-one relationship with
employees. e.g. the position Departmental Assistant Human Resources will only be assigned to one
employee at any given time.

Job Code vs. Position

Within a single job code, there may be multiple positions.
Each position will be assigned to only one employee, however
multiple applicants can compete for one position.

Vacancy1

Vacancy2

Job Code vs. Position

The following employee classes use position management:

Academic
CUPE 229
CUPE 254
CUPE 1302
Adjunct

Adjunct 2

Adjunct 3
Executive
Librarian
General Staff
Archivist
Research

Job Code vs. Position

The following employee classes do not use position management.
For these, jobs will be assigned to employees via job codes:

Fellows
Adjunct 1
Student
Casual
Academic Assistant
Affiliates
Student Health Service Physician

Action/Reason
Actions represent job events or changes that occur for
an employee.
Reasons provide the detail regarding an action or an
explanation of why it occurred.
All personnel actions require an action code (describing
the action) and a reason code (explaining the reason for
the action).
The action code and the reason code always appear
together, and are referred to as the action/reason code.

Module 4:
Effective Dates

Effective Dates
Effective dates:
Specify when data goes into effect.
Allow PeopleSoft data to be efficiently organized
into rows; each row has an effective date.
Enable the system to maintain an organized
history of all changes related to a record.
Ensure there is valid data at a given point in time.

Effective Dates
Effective dated rows are categorized into three types:
Current The data row with the most current effective
date that is earlier than or equal to today's date.
History Data rows with effective dates that are earlier
than the effective date of the current data row. There can
be multiple historical rows.
Future Data rows with effective dates that are later than
the effective date of the current data row. There can be
more than one future row.

Effective Dates
In PeopleSoft, the history of an individual's employment
with the University is stored in rows of data most of which
are effective dated.
The most current record is stored as the first row. Others
become historical rows, from the most recent date back to
the original row entered which becomes the last row.
For example, the first data row for an employee is the hire
row. When a future dated change occurs, e.g. a transfer
to a different department, a new row is inserted, and the
transfer is recorded effective that day.

Effective Dates
Due to the change, the hire row now becomes a historical
row, and the change of department row becomes the
current (first) row. If the change of department is future
dated, the hire row remains the current data, until the
effective date on the department row has arrived.
Use the arrow keys located in the record navigation
section of the page to move between available rows. You
can also skip to the first and last rows by clicking the First
and Last navigation links:

Effective Dates

When two or more activities are captured on the same date, a

different sequence number is assigned to track the information.
0 is always used for the action that occurs first. Additional
activities will have sequences incremented by 1.

Effective Dates
Assume today is January 01, 2010 and the following table lists all the
rows for a given employee.
Identify the category (historical, current, future) for the following
effective dated rows:

Effective Date
April 04, 2010
February 09, 2009
September 16, 2009
December 20, 1997

Category

Questions?

Module 5:
Job Data

Three Types of HR Data for Employees

The full set of HR details
for an individual in
PeopleSoft contains their
Personal Data, Job Data,
and Employment Data.

Personal Data
Job Data

Employment Data

Personal Data
In the PeopleSoft system, personal data
represents information about an employee that
is not related to a specific job.
Examples of personal data include:
name
home address
phone number
SIN
email

Employment Data
Employment data represents information about
a specific individual in a specific job.
Examples of employment data include:
Organizational Instance Information
Original Start Date
Organizational Assignment Data
Benefits Service Date
Time Reporter Enrolment

Job Data
Job Data refers to the central component that stores the
employee record:
Work Location
Job Information
Job Labour
Payroll
Salary Plan
Compensation
Time and labour enrolment
Earnings Distribution
Benefits Enrolment

Important Job Data Elements

There are several critical job data components
that trigger specific actions in the system, and
also help determine benefits eligibility:
1.

Job Code

5.

Full-Time Equivalent

2.

Empl Class

6.

Department

3.

Standard Hours

7.

Pay Group

4.

Salary Administration Plan

Job Data
Navigation: Workforce Administration > Job Information > Job Data

Job Data

Job Data

Union-specific information is accessible via the Job Labour tab.

Job Data

Information regarding pay group, pay type and holiday schedules

is accessible via the Payroll tab.

Job Data

The Salary Plan tab provides access to salary plan information,

including grade and entry date.
Salary plan information defaults from the position or job code, and
may be overridden by a user with appropriate security access.

Job Data

The Compensation tab provides access to compensation information

for an employee.
Rate code, comp rate, compensation rate and frequency are all
accessed via this page.

Job Data

So far, we have been reviewing job data pages, navigating across the tabs at
the top of the page.
To switch from viewing job data to employment data, select the Employment
Data link at the bottom of the page.

Job Data

Note at bottom that we have moved from job data to employment data.
This page provides access to date-specific fields.
Start and end dates, original start date and benefits service date are all
visible on this page.

Job Data

Clicking
on the employment information page will
expand the page to include this section.
This section is used to capture Stats Can survey information
and flag employee records for inclusion in the survey.

Job Data

The next link provides access to the Job Earnings Distribution (JED) page.
This page is used to split salary by earnings, hours and amounts.
Distribution to multiple accounts is also specified here.

Job Data

The last page is Benefits Program Participation.

This page provides access to benefits status, eligibility and
program information.

View Only Summary Screens

Workforce Job Summary:
Navigation: Workforce Administration > Job Information > Review Job Information >
Workforce Job Summary

The Workforce Job Summary page may be used to view job data.
Selecting the Job Information tabs will display multiple rows of data
(for one employee) at the same time.
If is an effective way to view of all of the actions and effective
dates/sequences on an employees records.

View Only Summary Screens

Workforce Job Summary:

View Only Summary Screens

Workforce Job Summary:

View Only Summary Screens

Multiple Jobs Summary:
Navigation: Workforce Administration > Job Information > Review Job Information >
Multiple Jobs Summary

The Multiple Jobs Summary page displays information for employees

who hold multiple jobs.
Only one job may be the primary job for an employee with multiple jobs.

Job Data Access

View Only:
HR Staffing Officer
HR Department Head
HRMS System Support
HR Academic Compensation Specialist
Payroll Administrator/Coordinators
Update/Display
HR Administrator
Correct History
HR Compensation Specialist

Questions?

Module 6:
Viewing and Updating Data

Viewing and Updating Data

There are several modes for viewing and updating data:
Update/Display To view existing rows of data in the
database. If data is effective-dated, only current and future
rows appear. You may change future rows but not current
rows. You may also add a new current row.
Include History Displays all rows of data (current, future
and historical). You may make changes to future rows only.
You may also add a new current row.
Correct History Retrieves all rows and enables you to
change or correct any row and insert new rows, regardless of
the effective date or sequence number. All Benefits etc. are
affected. Access to Correct History will be highly restricted.

Viewing and Updating Data

When accessing
effective dated
components, you may
have the option to select
the mode by which you
want to retrieve the
data.
If you make no selection
it will default to
update/display mode.
Hint: Select Include
History to return all
records associated with
your search.

Viewing and Updating Data

Navigation: Workforce Administration > Job Information > Job Data

It is common to
search for records
either by last name
or EmplID.
Use the drop-down
arrows to select how
to search on any
field, then click the
Search button to
retrieve the records.
In this example, we
are retrieving all
records where last
name contains test.

Viewing and Updating Data

Your search may return
multiple values,
depending on the
search parameters you
provide.
Providing specific
search parameters will
reduce the number of
search results returned.
Click on the link to
access the desired
record.

Viewing and Updating Data

By default, the record
returned will be in
Update/Display mode.
This mode allows you to
view current rows, and
add or update futuredated rows.
The number of rows of
data that may be viewed
for the record appear on
the top-right of the page.
The button that is shaded
indicates the current mode.

Viewing and Updating Data

Click Include History
to switch modes.
This mode allows you
to view future dated,
current, and historical
rows.
Note that there are
now three rows visible
instead of two.
Only future rows may
be added or updated.

Viewing and Updating Data

Click Correct History
to switch modes.
This mode allows you
to update current,
future and historical
rows.
Modifying historical
rows could
compromise enormous
amounts of data if not
managed correctly.
Access to this mode
will be highly
restricted.

Opening a New Window

Clicking New Window (from any page) will keep the current window open
in the background and allow navigation to a different page.
Timeout is set to 30 minutes of inactivity in the browser window that you
initially logged into, regardless of activity in other widows that are open.

Adding a Page as a Favorite

Navigation: Main Menu > Manager Self Service > Time Management > Report Time > Timesheet

A shortcut to a page may be set by navigating to the page, selecting My

Favorites, selecting Add to Favorites, and entering a name.
The example above shows a favorite named Timesheet123 that navigates
directly to the PeopleSoft timesheet

Questions?

Module 7:
Reports and Queries

Reports
There are pre-built reports available for all HR
modules: Payroll, Benefits, HR Core and Time
and Labour.
The PS security team works with HR to
determine and configure reporting access
requirements for users i.e. user-to-role
associations or mappings.
Identified users will have access to run predefined reports.

Running Reports
Navigation: Workforce Administration > Job Information > Reports > Personnel Actions History

To run a report, you require a Run Control ID.

You will create a new Run Control ID the first time you run a report; you may then reuse the Run Control ID each time you run a report.
The Run Control ID may be anything you choose, but cannot contain spaces.
The first time you run a report, select Add a New Value to create your Run Control ID.
When running additional reports, if you wish to use the same run control, use the Find
an Existing Value tab to locate the control.

Running Reports

Each delivered report will require different parameters.

For the report above, enter the From Date and Thru Date.
Select an Action from the drop down list.
Click on the Run button.

Running Reports

The Process Scheduler Request page will display.

The Server Name field will default to empty do not modify.
Ensure the checkbox next to the process to be run is selected.
Click on OK to return to the report page.

Running Reports

As the report begins processing, you will see a process instance

number that identifies this specific process (i.e. report).
Selecting the Process Monitor hyperlink will display the process
monitor page where you may review the processing request and pick
up the report.
Click on Process Monitor.

Running Reports

The process may require several minutes to run.

On the Process Monitor page, you may click Refresh until the
Run Status is Success and the Distribution Status is Posted.
Click on the Details hyperlink.

Running Reports

Click on the View Log/Trace link.

Running Reports

Click on the link to the PDF file to open the report.

.

Running Reports

The report opens in Adobe

The file may now be viewed, saved or printed.

Running Reports
Navigation: Reporting Tools > Report Manager

If you require several reports, you may run them one after another, and
then access the entire group by navigating to the Report Manager.
To view a report in the Report Manager, select the Administration tab,
then click the Details link associated with the report.
Note that Queens custom reports are only available via the Report
Manager pages; they are not accessible via the Process Monitor.

Queries
There are pre-built queries available for all HR modules
(Payroll, Benefits, HR Core and Time and Labour).
The PS security team works with HR to determine and
configure query access requirements for users i.e. user-torole associations.
Identified users will have access to run pre-defined queries.
A small group of users will be provided with access to
develop and deploy queries.
Queens Human Resources queries follow these naming
conventions:
QU_BB: Benefits Queries
QU_HR: Human Resources Queries
QU_PY: Payroll Queries
QU_TL: Time and Labour Queries

Running Queries
Navigation: Reporting Tools > Query > Query Manager or Query Viewer

Navigate to the Query Viewer component.

Use the Search By fields to locate the desired query.
Click on an output format (HTML or Excel) for the query you want to execute.

Running Queries
Some queries require input parameters before they may be
executed.
In this scenario, after selecting either HTML or Excel on the
Query Manager page you will be prompted for these
parameters.
Once the parameters have been entered, click View Results to
execute the query:

Running Queries

If Excel was selected as the output format, the Excel

Open / Save dialogue will appear.
You may open the file directly, or save for later use.

Running Queries

Selecting Open on the previous page will launch Excel and open the
spreadsheet that contains the output from the query.

Running Queries

If HTML output was selected, the HTML page displays in the system.
Note that you may re-run the query to Excel directly from this HTML output page.

Course Summary
The Introduction to PeopleSoft for Human Resources
course has covered:

The Single Person Model

Job Codes and Positions

Effective Dates

Job Data

Viewing and Updating Data

Reports and Queries

Questions?

Course Evaluation

Course Evaluation

Please take the time to fill out the course evaluation

at: http://www.surveymonkey.com/s/HR_CourseEval
Constructive feedback will help to improve the
participant experience for future classes.