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PeopleSoft HCM V9
GO-Live date for PeopleSoft HCM V9 is November 17, 2008 and you
will have the same level of access as in PeopleSoft V8.
CCID & Password: If you are not sure what your CCID/Password is
or you need to have your Password reset. Please contact the AICT
Helpdesk at 492-9400 or visit the website at:
http://www.helpdesk.ualberta.ca/
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PeopleSoft HCM V9 Upgrade Training Manual
Table of Contents
PeopleSoft HCM V9
General Overview 4
Accessing PeopleSoft HCM 5
System „Time Out‟ 6
Signing Out of PeopleSoft HCMV9 7
Introduction to PeopleSoft HCM 8
Searching for Pages 11
Favorites 13
Using the Search Features 17
Search Match 23
Downloading to Excel 30
Using Notify 32
Distributed Access 35
Addresses 37
Employment Information 38
Work Location 40
Job Information 41
GL Distribution by Account 43
GL Distribution by Employee 44
Workforce Job Summary 47
Paycheque Earnings 50
Paycheque Deductions 52
Adjust GL Distributions 53
Biweekly Timesheet Entry 55
Reporting Absences 60
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GENERAL OVERVIEW
System-wide Changes
What‟s NEW!
New “Look and Feel”
New Terminology
o Menu
o Menu Items
o Search box
Changes in Navigation
Pages can be “Bookmarked” using My Favorites within V9
What‟s GONE!
“My Favorites” in the PeopleSoft Application Menu Bar – no need to use
Internet Browser Favorites
Some Buttons/Icons replaced by Links.
Functional Changes
Although the functionality remains almost the same, there are some changes either as a
result of the new look or are enhancements that will make the system more user-friendly
and intuitive. They are:
NAVIGATION Path Changes
NEW Pages ADDED
NEW Fields in V9
NEW Links instead of Buttons and Icons
Changes to existing Field names on Pages
Changes to existing Page names
Existing Pages REMOVED/REARRANGED/COMBINED
Some Modules/Components re-written
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STEPS:
1. Access the Oracle PeopleSoft Sign-in page – either from your Desktop short
cut icon or through a link on the Administrative Information Systems website.
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Your PeopleSoft connection has expired - If your session has “timed out”, click on
the Sign in to PeopleSoft link, and log in to PeopleSoft again.
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STEPS:
Please DO NOT simply use the Browser “X” Button to exit the
application. You must Sign Out first!
If you do not use the proper Sign Out procedure, your sessions
actually remain connected until they are timed out!
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What‟s NEW!
navigation and menu structure – two ways to navigate; using the menu on the
left-hand side of the page or by using the folders on the right-hand side of page
some names have changed such as Administer Workforce (now labeled
Workforce Administration) and Payroll (now labeled Payroll for North America)
Left-Hand Menu
Navigation Header
Folder
View
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Select this link to return to the Home page from anywhere within
the PeopleSoft system.
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Left-hand Menu
On the left side of the Page is the Left-hand Navigation Menu. This menu consists of a
main listing of functions to which you have been granted access to. Each menu item on
the list can be “drilled into” further to locate components and pages in which to view
information.
The left-hand menu is set up like a hierarchy that enables you to navigate to the desired
component or page. This hierarchy expands and collapses depending on your selection.
Menus can expand up to four levels. To go back to the first level simply click on the
downward facing arrow or on the menu header.
Menu Item
Sub-Folder
Component
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Search requires entering complete words. Using part of a word will not yield any
results.
The search results contain a brief description, as well as navigation and a hotlink that
takes users directly to the page when selected.
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1. To hide the page description, Click on the Hide Summaries link to remove the
description from the Search Results.
3. To customize Search results, click on the Customize Settings link. Change the
settings to your liking and then click the Save button to save your changes and
return to the Search page or click the Return to Search link to exit without saving.
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Favourites
PeopleSoft HCM allows you to bookmark commonly used pages within applications.
Similar to bookmarking websites, a user can use the “Add to Favorites” functionality.
1. Open the page you wish to mark as one of your favorite pages.
2. Click on My Favorites.
3. Click on Add to Favorites.
4. Enter a Description, as needed.
1. Click on My Favorites.
4. Click the Delete button located to the right of the page name.
A confirmation box appears asking if you wish to continue, click OK to remove the
page from your Favorites or click Cancel to remove it.
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1. Click on My Favorites.
3. Click in the box of the Favorite to rename and overwrite the description.
1. Click on My Favorites.
3. Click in the Sequence number field and enter the number in which you would
like each page to be ordered. (default is alphabetical order)
If the Sequence numbers are left at “0” the system organizes the pages
in alphabetical order.
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My Personalizations allows the user to change system settings to suit their needs.
Within the Personalization Categories users have the ability to personalize the
following:
General Options – contains settings for Spell Check Language, Multi Language
Entry, etc.
Regional Settings – contains settings for time zones, clock settings, etc.
System & Application Messages – used to suppress the SAVE warning
Navigation Personalizations – controls the settings for tabbing and collapsing
menus
Restore Defaults – allows the user to have original settings reapplied
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The Find functionality in version 9 allows users to quickly locate information without
having to scroll through many rows of data.
STEPS
2. Enter the desired value in the Enter search string field. The search string is any
value found in a field on a page. For example, in the Phone Type field the search
string may be “business”.
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Users can:
Search on records using an expanded list of operators in other search fields such
as “contains”, “begins with”, “between”, etc. See complete list of operands and
their description below.
Some operators may not be available based upon the field being searched.
For example, date fields only allow “=” (equal to) and the “begins with”
operator only works on certain numeric fields such as the ID field.
Search allows the user to specify criteria by which the system retrieves matching
information.
Basic search
Advanced search
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Basic Search:
A basic search page, in general, offers just one or two fields by which a search may be
performed. Sometimes, the key search field may be changed using the Drop-down
list box.
Advanced Search:
When selecting a page to navigate to, or performing an inquiry, the system will always
display an option to an Advanced Search page. The system may, at times, ask you to
complete the basic fields and then give an option to perform a Basic Search or an
Advanced Search, Additional Search Criteria as in the Class Search above.
The Additional Search Criteria page generally offers several keys by which to search for
records. It allows a more focused search by offering more than one criteria field.
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Search Results:
The search function can retrieve up to 300 entries from the database, displaying a
number of results at a time in the search results list. Use the browser's scroll bar to view
all listings on the current page. If the list is subdivided, select the right-pointing arrow
above the frame to view the next set of listings, or use View All to view all results at one
time.
Search Results output is provided on a grid and can be sorted by any column. The first
click on a column heading will sort results in ascending order. The second click on the
same column will sort results in descending order.
Note: Using the „%‟ sign in the EmplID field will return all employees
in a department or all employees the User has security access to.
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If you do not click View All prior to sorting columns only the first page (of
100) will be sorted.
To access the page, select the underlined link of the record in the search results grid.
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Saving Searches:
Commonly performed searches can be saved for use at a later time.
STEPS:
3. Click the Save button to save the search and receive confirmation that the search
was successfully saved.
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Search/Match
Search/Match functionality has changed in PeopleSoft HCM V9. The page setup has
been updated with the addition of operands that increase search flexibility. For more
information on these operands see the Search Page Operands section above.
The Search/Match feature is used to find, for example, an employee when you do not
have the ID number but you may have other information that will assist in performing the
search for you.
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STEPS:
1. Search Type - From the drop down Enter PERSON and Click on the
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3. Search Result Code – to select the search result code click the look up button -
selecting this code only has to be done once – it will default to the search code for all
subsequent searchs.
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4. Search Result Code – UA TRAD UNMASK UofA Person Trad Result UnMask
5. Enter the Search Criteria in the Search Fields – NATIONAL ID (SIN), LAST NAME,
DATE OF BIRTH, GENDER, and FIRST NAME.
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6. Click the button to have the system search for the specified
information.
7. The system assigns a Search Order Number depending upon the amount and type
of data entered as described in the following table:
20 Last Name (you must enter between one and ten letters) and birth date
30 Last Name (you must enter between one and ten letters) and gender
40 First and Last Name (you must enter between one and ten letters)
50 Last Name Only (you must enter between one and ten letters).
The higher the Search Order Number (i.e. 50 means that the
system is looking for Last Name Only) the less restrictive the
search. The lower the Search Order (i.e. 10 means the
system is looking for Social Insurance Number) the more
restrictive the search.
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Results tab indicates the following information is retrieved for each matching individual:
o ID Name
o Type (Primary, Preferred, Former)
o Name (First Name and Last Name)
Click on the Detail link to go to the Biographical Details page for that person. The
Search/Match page is minimized to the Taskbar and you can click on it to return to it
later.
Click the button to set the Carry ID function for the desired ID/Name. If you use
Carry ID, the next page you access will have the ID of the person included in the Search
Box. Use this icon if you have located the person and now need to view or update data
about them.
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Results2 tab indicates the following information is retrieved for each matching
individual:
o ID Name
o National ID (Social Insurance Number)
o Birthdate
o Gender
o Campus ID
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Downloading to Excel
Downloading to excel is a NEW FUNCTION. Many, but not all, pages will display the
download icon . Information can be downloaded to Excel to easily create
spreadsheets.
Users only need to click on the download icon and click open to have the grid
information sent to an Excel sheet. The titles, as well as all row information displayed
will be downloaded.
Downloading the first time may require additional setup. These setup steps
have been included in the Appendix. If you do not have access to complete
these steps contact your local LAN Administrator.
Downloading to Excel:
Once you have completed the steps to setup internet explorer to allow downloading you
can begin exporting grids to excel.
STEPS:
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b. Choose the location for the file and enter a File name.
c. Click the Save button to save your spreadsheet and access it later.
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Using Notify
Notify is a NEW FUNCTION in V9 that allows users to send links to pages to other
users via email. Notify works just like any other email application and is available on
almost every page within PeopleSoft HCM version 9. Using Notify eliminates the need
for screenshots and long wordy descriptions and also simplifies issue resolution as this
is a clean and accurate way to share page information.
Recipients only need to click on the link to open the login page. Once logged in, the
system will open the page based on the user‟s access. If the recipient does not have
the appropriate security they will not be able to view the page from the link.
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STEPS:
1. In the To, CC and BCC fields, enter the email address of the person(s) or click
on the Lookup Recipient link to locate the email address(es) to which the email
will be sent.
There is no sent copy that can be accessed; however, users can enter their email
address in the CC field to receive a copy of the email.
2. Choose a Priority from the drop-down box, as needed. Choices include High,
Medium and Low.
3. Enter a Subject.
4. Enter a Message.
The Spell Check feature is available on the Subject and Message fields.
This feature should not be used to generate an email to a student as the student
will not have the appropriate security access to view the page.
5. Click OK to send the e-mail, click Cancel to cancel the e-mail notification or click
Apply to send the e-mail and remain on the page.
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HR FUNCTIONAL AREAS
Overview
The Human Resources (HR) Module of PeopleSoft HRSA V9 has, in addition to the new
look and feel, some major enhancements. Several menus, pages and fields have been
rearranged; there are new fields and links that will serve as efficient tools for the users.
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Distributed Access
What‟s NEW! - Changed Menu Names, Tab Names, New Links, New Fields
Distributed Access is a resource tool for departmental contacts to view selective payroll,
demographic and other employee-related data. Using the Distributed Access solution
the type of information you are available to view will depend on the security class
assigned to you, the operator, by your department.
There are two categories of employees within PeopleSoft HCM – Academic (Academic
Staff and Students) and Non- Academic (Support Staff- Regular, Temporary and
Casual). Accessing one or both categories will depend on your security class.
Much of the data is Effective Dated. When you retrieve an employee‟s record there are
various ways to access historic, current and future dated rows (actions/reasons).
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Distributed Access
Users may or may not be able to see the following pages, depending on their level of
security.
There are four profiles in Distributed Access. Each profile allows you to access a
certain amount of information in PeopleSoft HCM. Level 2 has the least amount of
access to HR/Payroll information, while Level 5 will provide the most information.
Security is also defined by departments assigned. You will only be able to view HR
information for employees in the department(s) to which access was requested by your
department.
The Request for Administrative Applications Access (Request for PeopleSoft HCM
Access) form must be completed and faxed to IBM Security to add or delete roles
associated with your PeopleSoft HCM access. Along with this request form a
Confidentiality Agreement must be completed. Both forms require signatures by the
Designated Authorized Approver within the department/faculty.
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ADDRESSES*
NAVIGATION: Distributed Access > Addresses*
What‟s NEW!
The menu name and tab name have been changed from Address History to
Addresses.
The Phone and Electronic Address information is included on the Addresses page.
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EMPLOYMENT INFORMATION
NAVIGATION: Distributed Access > Employment Information*
What‟s NEW!
The menu name and tab name have been changed from Employment Data 1 to
Employment Information.
The Employment Data 1 and Employment Data 2 pages have been consolidated
in the Employment Information page.
The Canada extension data from V8 is now included (this page holds Pool Group,
Evaluation Committee and Stats Can Reporting Data. This section is used for
Academic staff.
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Field Description
The benefits service date is defined as the
Benefits Service Date: cumulative employment from the date of hire as
(previously called Service Date) determined by the terms and conditions of the
collective agreement.
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Work Location*
NAVIGATION: Distributed Access > Work Location*
What‟s NEW!
HR Status – shows the status of the of this employee‟s employment record
number. Employee can have an HR Status of Active or Inactive
Payroll Status – Displays the payroll status of this employee‟s employment
record number
Example:
If EE is Active the payroll status is ACTIVE
If EE is Terminated the payroll status is TERMINATED
If EE is on a Paid Leave of Absence the payroll status will be LEAVE
WITH PAY
If EE is on Bridge Benefits the payroll status is RETIRED WITH PAY
Last Start date – Indicates the most recent start date (note employee may have
had termination dates (rows)
Termination Date – last day worked. The actual date of termination
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JOB INFORMATION*
NAVIGATION: Distributed Access > Job Information*
What‟s NEW!
Regular/Temporary – indicates the type of position the employee occupies
– for example, Casual OP, Support, Academic
Employee Class – Academic, Support, Graduate Student, Undergraduate
SUPPORT – HOURLY
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SUPPORT
ACADEMIC
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GL DISTRIBUTION BY ACCOUNT*
NAVIGATION: Distributed Access > GL Distribution by Account*
What‟s NEW!
Combination Code – Speed & Account Number
The search on the Combination Code field requires the entry of at least one
digit in order for the system to return any search results.
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GL DISTRIBUTION BY EMPLOYEE*
What‟s NEW!
Combination Code – Speed & Account Number
Find – the find feature allows you to search through the search results for a
particular earning code or combo code.
Example:
Enter the earning code – 550 Honorarium, 405 Contract for Services and the
system will return the first instance of that earning code in the search results.
Enter the speed code – the system will return the first instance of that speed
code in the search results.
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What‟s NEW!
A new page tab called Salary Plan has been added.
Download to Excel
Show all Columns – allows you to view all columns from each tab within
Workforce Job Summary on one page (useful if you want to download to Excel).
Include History - will return all rows associated with the employee‟s
employment record number
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What‟s NEW!
Several fields have been added:
Org Relation – relationship to the UofA - EMP
Empl Rcd # – a system generated number used to identify concurrent jobs
(multiple appointments) for an employee or student.
Field Description
Effective Date: The date on which the information was or
becomes effective.
Effective Sequence: Sequential numbers assigned to track multiple
personnel actions occurring on a given date.
Note: More than one Action/Reason can occur
on the same date.
Action: The description of the personnel action taken.
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What‟s NEW!
The Job Code is displayed rather than the Job Code Description.
Field Description
Job Code: Job Codes are used to create general groupings of job
classifications that link to the organization‟s
compensation structure.
Employee Type: Salaried – relates to monthly frequency
Hourly – relates to monthly and biweekly frequency
Employee Status: Indicates current employee/student status (i.e. Active,
Terminated, Leave, Retired, etc.).
Full/Part-Time: Full-time / Part-time status.
Regular/Temporary: Casual Level 1 Auxiliary Monthly Temp>12
Casual Level 1 - FT Regular Trust>12
Casual Level 2 Recurring
Auxiliary Hourly
Standard Hours: The number of hours the employee works per week.
For Support Staff, the Standard FT Hours are 35, 37.5 or
40 hours per week based on the job. For Academic
Staff, the Standard FT Hours are 40, 45, 50 hours per
week.
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Field Description
Grade: The pay grade defined by the relevant agreement.
Pay Group: Monthly Paid – M01, M02, M03, M04, M05, M06
What‟s NEW!
Field added is Change Percent.
When there has been a change in the compensation rate for an employee the Change
Percent field indicates the percentage change from the employee‟s previous
compensation rate.
For example, Performance Increments, Contract Settlements
Field Description
Effective Date: The date on which the information was or
becomes effective.
Effective Sequence: Sequential numbers assigned to track multiple
personnel actions occurring on a given date.
Note: More than one Action/Reason can occur
on the same date.
Annual Rate: Annual equivalent compensation
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Paycheque Earnings*
NAVIGATION: Distributed Access > Paycheque Earnings*
What‟s NEW!
An Additional Data link has been added.
View All: - PeopleSoft HCM will return all rows of information associated
with the paycheque selected.
Find: the find feature allows you to search through the paycheque for a particular
earning code or combo code.
Example:
Enter the earning code – 550 Honorarium, 405 Contract for Services and the
system will return the first instance of that earning code in the search results.
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Additional Data link – Additional Data - indicates Combination Code, Job Code,
Position Number, GL Pay Type
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Paycheque Deductions*
NAVIGATION: Distributed Access > Paycheque Deductions*
The Paycheque Deductions page displays the total gross earnings and the employer
paid deductions, calculated for a specific pay period.
Employee paid deductions will not be reflected on this page – employee paid
deductions are private and confidential and cannot be viewed in PeopleSoft HCM.
What‟s NEW!
Several fields have been added:
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Adjust GL Distributions*
This page allows users with security access, to Adjust GL Distributions for Earnings.
What‟s NEW!
The search lists in desending order from most current to oldest.
Combination Code – speed & account number
NAVIGATION: Payroll for North America > Employee Pay Data (CAN) > Adjust GL
Distributions*
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What‟s NEW!
Timesheet Summary page.
Can search by various fields, such as Employee, Department, Paygroup.
New Links are Previous Week, Next Week, Previous Employee, Next
Employee, Reported Time Status, Reported Hours Summary, Balances, Edit
ChartFields and Return to Select Employee.
Retrieve employee or search results by clicking on Get Employees.
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Step 1 Enter the 7 digit employee identification number (EmpllD) to search for the
employee and to view the Employment Record Numbers.
Click
Step 2 Click the employee name link to enter the timesheet hours.
Note – the employee must be in paygroup BW1 or BW2
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Entering Hours
On this page you can verify the employee‟s name, job title, employment record number,
and hourly rate of pay.
Enter the hours to be reported for the week chosen in the data boxes available for each
day; you can do this by tabbing into each date field.
Note: the week displayed on the Timesheet page will depend on the
date selected
View By Date – Indicates the starting date of the week displayed, but also allows you to
enter a different date and click the “Refresh” button to refresh the page with data from
the new date entered.
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Submit Hours
To Submit the hours entered for payment click the button.
The following Submit Confirmation window will appear. The hours entered for the
week of „_________ to _________‟ will be calculated for payment.
Click the button. The system will return to the Timesheet Entry page.
Confirm the hours entered.
Total - the hours entered for the time period is totaled and the status
of Submitted indicates that the hours will be transferred for payment.
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Enter the Combination Code (speed code and account number) and click
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Reporting Absences
What‟s NEW!
New Links are Previous Week, Next Week, Previous Employee, Next Employee,
Reported Time Status, Reported Hours Summary, Balances, Comp Time –
BANKEDTIME, Edit ChartFields and Return to Select Employee.
Report Absences – is used to enter employees‟ leaves and absences. The timing of
when data is entered into PeopleSoft HCM is very important as it will determine if the
leave/absence will be reflected on the employees‟ current accruals and Bear Tracks
Employee Self-Service pay advice.
Leaves and Absences for Casual Level 2 and Auxiliary Hourly staff
are entered in Distributed Time Entry > Distributed Timesheet.
Earning codes for these employee types are „positive pay‟ – this
means that the hours entered will be paid to the employee and their
leave/absence accrual balances will be reduced.
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On this page you can verify the employee‟s name, job title, employment record number,
and hourly rate of pay.
Enter the hours to be reported for the week chosen in the data boxes available for each
day; you can do this by tabbing into each date field.
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Leave Balances
What‟s NEW!
There are 4 Entitlement Plans. Before you enter absences for an employee make
sure the employee has been enrolled in the appropriate Leave plan and has sufficient
hours for the absence. The Leaves are displayed in the following order:
End Balance as of ____________: The balances include all data entered into
Distributed Time Entry – Report Absences to today‟s date. This will include any
adjustments, corrections or deletions made or initiated by the department or Human
Resource Services – Terms & Conditions.
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What‟s NEW!
Departments/Faculties will now be able to see the Banked Time/Compensatory Time for
all employee‟s eligible to bank time.
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