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Understanding the Enterprise HCM Person Model in Release 8.9 An Oracle Red Paper [August] [2005]

Understanding the Enterprise HCM Person Model in Release 8.9

An Oracle Red Paper [August] [2005]

Understanding the Enterprise HCM Person Model in Release 8.9 An Oracle Red Paper [August] [2005]

Understanding the Enterprise HCM Person Model in Release 8.9

Introduction

1

What is the Person Model?

1

Terminology

1

Models

5

Person Object Model ERD– Core Entities

5

Person Object Model ERD –Country and Product Extensions

10

Organizational Relationships

13

Persons of Interest

14

Organizational Relationship Model ERD – Overview

17

Organizational Relationship Model ERD – Relationships with Assignments

19

Understanding the design of PER_ORG_INST

21

Organizational Relationship Model ERD – Relationships with Assignments (with Extensions)

24

Organizational Relationship Model ERD – Relationships without Assignments

27

Online Functionality

29

Creating a Person

29

Person Checklist

34

Creating Organizational Relationships

36

Creating Worker Organizational Relationships and Instances

39

Additional Assignment or New Instance?

42

Instance Dates versus Assignment Dates

44

Promoting an Assignment to an Instance

51

Reviewing a Person’s Organizational Relationships

52

Setup Tables

55

Person of Interest Type Setup Table

55

Person Object Installation Setup Table

58

JOB Actions

58

PERSONAL_DATA Snapshot Reporting Table

65

POI Organization Summary Views

69

Appendicies

73

Appendix A:

Adding a New POI Type

73

Appendix B:

Job Action Table Values

75

Appendix C:

New Assignment Decision Matrix

1

INTRODUCTION

Oracle’s PeopleSoft Enterprise HCM 8.9 provides enhancements enabling you to handle different types of people in your system. You are no longer limited to tracking just your workforce. This document will explain these improvements and discuss how you can use the new model. Upgrade specific information is not included here.

Note. For information about how the Person Model impacts upgrades, please refer to the Understanding the Person Model Changes appendix in the upgrade documentation.

The major enhancements delivered by the Person Model for Enterprise HCM 8.9 are:

The ability to track a person without having to create a JOB record.

The ability to use the same ID for a person across multiple relationships to the organization. For example, you can use the ID of a former employee who joins the organization as a contingent worker.

Improved handling of Global Assignments

Improved handling of Additional Assignments.

The separation of the creation of a person in the system from the creation of that person’s relationships with the organization.

Real-time updates of the snapshot reporting table PERSONAL_DATA.

Capture and use of people’s name in a user-friendly manner.

Greater tracking capability for your workforce

WHAT IS THE PERSON MODEL?

The Person Model is a term used to describe the information captured about a person and how the person is related to the organization. This model includes the core tables that are used by all products that are directly related to a person and their organizational relationships in the Enterprise HCM system. This document describes these tables, the relationships, and what this functionally enables you to do.

TERMINOLOGY

Term

Definition

Person

Any human being with a relationship to the organization that you wish to track in your system.

Field: EMPLID

Organizational Relationship

How a person is related to the organization as represented in the database. There are three major categories of people that HCM tracks information on:

Field: PER_ORG

Term

Definition

   

Employee

Contingent Worker

Person of Interest

A

person can have one or more of these relationships at any one

time, including multiple occurrences of the same relationship.

Each distinct relationship that includes a Job Data record is uniquely identified by an EMPL_RCD.

Note. The relationships of people of interest do not always include a Job Data record.

Employee (EMP)

(Plural: Employees / Employed Workforce)

Field: PER_ORG

The relationship of a person who is hired to provide services to a company on a regular basis in exchange for compensation and who does not provide these services as part of an independent business.

An employee can work under a contract.

The exact definition of what defines an employee is left to the customer since each country has different rules. You will want to make the determination based on your regulatory requirements.

Each employee relationship must have a distinct EMPL_RCD.

Contingent Worker (CWR)

(Plural: Contingent Workers / Contingent Workforce)

Field: PER_ORG

The relationship of a person who provides services to another entity under terms specified in a contract on a non-permanent basis. Contingent workersinclude independent contractors, temporary workers, and leased workers.

The exact definition of what defines a contingent worker is left to the customer since each country has different rules. You will want

to

make the determination based on your regulatory requirements.

Each Contingent Worker’s relationship must have a distinct EMPL_RCD.

Person of Interest (POI)

A

person who does not have aan employment or a contingent

Field: PER_ORG

worker relationship but who is still of interest to the organization. HRMS has the need to track information on non-workforce people in many areas such as Cobra Participants, Pension Payees,

GP Dependents, External Students and Instructors, and so on.

Some POI relationships have job data records that are identified with a distinct EMPL_RCD.

Others (the ones that do not need JOB information) areidentified

Term

Definition

 

by the POI_TYPE.

Person of Interest Type

POI_TYPE

Field: POI_TYPE

This field identifies the different types of Persons of Interest that you need to track. PeopleSoft supplies many defined POI types to which you can add others.

Some POI Types will require JOB information and others will not. This is defined as an attribute of the POI_TYPE.

Workforce

The combination of your employees and contingent workers is collectively called your workforce (singularly, they are known as workers).

Field: PER_ORG (values EMP, CWR)

Organizational Instance

An occurrence of an organizational relationship.

Also known as Controlling Instance

Also referred to as an Employment Instance, a Contingent Workforce Instance, or a POI Instance.

Field: ORG_INSTANCE_ERN

Organizational instances can be limited to one assignment (EMPL_RCD) or include multiple assignments, depending on your needs.

When an organizational instance includes more than one assignment, one of those assignments is identified as the controlling instance. This EMPLID/EMPL_RCD combination stores the HIRE_DT, general SERVICE_DT, and the TERMINATION_DT.

For example, a person can have a single Employment Instance with a company, but as part of that employment instance, they have three separate assignments, each identified by different EMPL_RCD numbers. One of these EMPL_RCDs is identified as the controlling instance containing the overall dates. The others refer only to the particular assignment.

Assignment

A

unique numeric identifier for each relationship that a person has

Field: EMPL_RCD

that requires JOB information. The value of the EMPL_RCD is

not used for anything other than to identify a separate relationship;

 

does not rank or otherwise give precedence to one assignment over another

it

Additional Assignment

An concurrent assignment in addition to, and under an existing assignment

Also referred to as Multiple Assignments.

Identified by the EMPL_RCD and the ORG_INSTANCE_ERN combination.

Some organizations allow their workforce to have multiple, concurrent assignments. Each of these assignments needs to be tracked under a distinct EMPL_RCD. In cases where the customer

Term

Definition

 

does not want to treat these additional assignments as a new employment relationship (with a Hire action), they can be tied to a controlling instance, the first assignment the person had (containing the Hire Date). Additional assignments are treated specially in certain situations.

Multiple Instances

An concurrent assignment in addition to an existing assignment

EMPL_RCD will always equal the ORG_INSTANCE_ERN.

Some organizations allow their workforce to have multiple, concurrent assignments and do wish to track each as a separate assignment with an action of hire. In this case, create each assignment as a separate instance (either of Employment or Contingent Workforce). The multiple instances are not related in any way to the others instances this person has.

MODELS

Person Object Model ERD– Core Entities

This diagram shows the core records that store the data of a person and his organizational relationships:

the da ta of a person and his organizational relationships: Figure 1: Person Object Model –

Figure 1: Person Object Model – Core Entities

The solid red relationship lines represent required data. A Person is required to have at least one of the following records:

PERSON

NAMES

PERS_DATA_EFFDT (person history)

A record for at least one organizational relationship.

The sub-type of the organizational relationship is determined by whether an assignment (JOB) record

is

needed or not:

If a JOB record is needed, then an assignment record is (PER_ORG_ASGN) used.

If not, a non assignment person type record (PER_POI_TYPE) is created.

A

person can have multiple organizational relationships. Organization relationships will be discussed

in

detail later.

Not all of the attributes of the entities are required. For example, the only field in the PERSON record that requires data is EMPLID and only EMPLID and EFFDT are required in the PERS_DATA_EFFDT record.

When you first create a person in the system you need to enter:

An EMPLID.

A primary name.

The date that the person’s record is available in the system (the PERS_DATA_EFFDT.EFFDT) which will default to the current date.

An indication of the organizational relationship you will be creating.

It is important to understand that the PERS_DATA_EFFDT.EFFDT value is not the date of hire,which may be in the future. This date represents the earliest date upon which that the person is entered in the system. Therefore, this date cannot be future dated. The hire date can still be future dated as this date is related to a specific organizational relationship.

There is no attribute that identifies the status of a person in the system at this level. However, you can track the status of each organizational relationship. One person might have an active employment relationship and an inactive contingent worker relationship. Another person might have one active employment relationship and one active contingent worker relationship (this is not a common situation, but is allowed). A third person might have two active employment relationships.

Core Person Tables Detail

 

Record Name

Category

Description

PERSON

Core

Person

Required

Contains the ID and a person’s static data (such as birthdate and birthplace).

Every person you enter will have one record in PERSON.

PERS_DATA_EFFDT

Core

Personal History

Required

Contains a person’s core personal data that can change over time and on which we want to keep a history of these changes.

There will be at least one record in PERS_DATA_EFFDT for every person.

NAMES

Core

Person Names.

Required

Contains a person’s name data. You can capture multiple types of names (NAME_TYPE) and maintain history for each name type.

Each person must have at least one row for the primary name type. The system uses the primary name throughout the database. The other name types are for informational use and you can add additional name types.

ADDRESSES

Core

Person Addresses.

Not Required

Contains a person’s address data . You can enter data for multiple address types (ADDRESS_TYPE) and track them historically. Address types include Home, Mailing, Business, and Check. You can add additional address types.

Address information is not required except if the person has an employee instance and you use PeopleSoft Enterprise Payroll for North America.

PERSONAL_PHONE

Core

Person Phone Numbers.

Not Required

Contains a person’s telephone data. You can enter data for multiple phone types (PHONE_TYPE) and flag one of them as the primary phone number to indicate which phone number should be used in the system when a type is not specified.

Phone information is not kept historically.

Phone information is not required for a person but if any is entered, then one (and only one) must be marked as primary.

EMAIL_ADDRESSES

Core

Person Email Addresses

Not Required

Contains a person’s email address data. You can track

data for multiple email types (EMAIL_TYPE) and flag one of them as the primary address to indicate which email address should be used in the system when a type

is

not specified

Email address information is not kept historically.

Email address information is not required for a person but if any are entered, then one (and only one) must be marked as primary.

These are email address are separate from the email address captured for a user ID in the PSUSEREMAIL table. This is because not all people are users and not all users are people tracked in the system.

PERS_NID

Core

Person National Identifiers.

Not Required

Contains the regulatory identifiers required by countries, such as Social Security Number (USA) or Social Insurance Number (Canada).

A

person can have multiple NIDs with one marked as

primary.

Organizational

One row is required in either PER_ORG_ASGN or PER_POI_TYPE

Each person must have at least one organizational relationship defined. These relationships are defined in one of two tables, depending on whether assignment data (JOB) is required:

When assignment data is required, the relationship is defined in PER_ORG_ASGN with the unique identification of an EMPL_RCD.

Relationship

 

An EMPL_RCD is a unique identifier within an EMPLID for separate assignments. The default starting number is 0, but that can be changed by the user when creating an assignment.

When a JOB row is not required, the relationship is defined in PER_POI_TYPE with the unique identification of a POI_TYPE.

PER_ORG_ASGN

Core

Person Organizational Assignment

This contains the unique identification of a person and an organizational relationship. Each separate relationship has an identification id (EMPL_RCD field) and has one, and only one, row in PER_ORG_ASGN. The primary key for an assignment is the combination

of

the EMPLID and EMPL_RCD.

PER_POI_TYPE

Core

Person Organizational Non-Assignment type.

This record contains a unique identification of a person and a non-assignment type of relationship to the organization. The primary key for this record is the combination of EMPLID and POI_TYPE.

A

person may have multiple POI_TYPE relationships.

Person Object Model ERD –Country and Product Extensions

This diagram shows the difference between the entities that are part of the core person model and those that extend the model for a specific country or product:

that extend the model for a specific country or product: Figure 2: Person Object Model –Country
that extend the model for a specific country or product: Figure 2: Person Object Model –Country

Figure 2: Person Object Model –Country and Product Extensions

Extensions are entities that are country or product specific. Keeping them separate from the core entities enables changes to be made to the extensions without impacting the core records. Changes to the extensions happen more frequently than do changes to the core (for example, when support for a new country is added). Another benefit of this componentization of the entities is that customers who do not need to capture Brazilian specific data or have a legal restriction about tracking religion data do not have to store any data in these records.

The extensions can have a zero too, zero to many, or zero to many over time type of relationships. Those relationships tracked over time will have the EFFDT field. Note that the EFFDT in these records is distinct from the EFFDT in the PERS_DATA_EFFDT. They are not related. This means that there might be five EFFDT rows in PERS_DATA_EFFDT but only one in PERS_SMOKER.

Person Extension Tables Detail

 

Record Name

Category

Description

DIVERSITY

Extension

Diversity information for Canada, the United Kingdom, and the Netherlands.

A

person has only one DIVERSITY row.

DIVERS_ETHNIC

Extension

Ethnic diversity information is used by some countries.

0

to many

The zero to many relationship enables you to track multiple ethnicities for a person. For the US, a primary ethnicity must be indicated. For Australia, there is an indicator to capture that the person has refused to specify their ethnicity.

 

Used by: Malaysia, Singapore, Australia, New Zealand, and the United States.

DIVERS_RELIGION

Extension

Religion information used by some countries. The zero

0

to many

to

 

many relationship enables you to track multiple religions for a person.

Used by: Malaysia, Singapore, Australia, New Zealand, and India

PLACE_ORIG_CHE

Extension

Switzerland specific extension that captures the places

0

to many

of

origin for a person. One place must be specified as

 

the main place of origin.

NATIONALITY_GER

Extension

German specific extension that captures nationality

0

to many

information for a person.

 

Multiple nationalities can be entered.

PERSON_BRA

Extension

Brazilian specific extension for a person that captures

0

to 1

voter, military, RG, and CTSP information.

 

Only one row can be entered.

PERSON_FRA

Extension

French extension for a person that captures previous

0

to 1

experience information.

 

Only one row can be entered.

PERS_SMOKER

Extension

Benefits extension for a person that captures smoking history.

Historical

PERS_DATA_BRA

Extension

Brazilian extension for a person that captures information such as ethnicity, education level, and nationality, and tracks it

Historical

PERS_DATA_MEX

Extension

Mexican extension for a person that captures

Person Extension Tables Detail

 

Record Name

Category

Description

 

Historical

information such as Medic region and the AFORE code and tracks it

PERS_DATA_IND

Extension

Indian extension for a person that captures caste information and tracks it historically.

Historical

PERS_DATA_DEU

Extension

German extension for a person that captures military status information and tracks it historically.

Historical

PERS_DATA_FRA

Extension

French extension for a person that captures information such as includes military status, entry date to France, and CPAM data and tracks it

Historical

PERS_DATA_JPN

Extension

Japanese extension for a person that captures honseki prefecture information and tracks it historically.

Historical

PERS_DATA_USA

Extension

United States extension for a person that captures information such as proof of citizenship, military status, the Medicare entitlement date, and the proof of work eligibility and tracks it historically

Historical

PERS_DATA_CHE

Extension

Swiss extension for a person that captures Guardian information and tracks it historically.

Historical

PERS_DATA_ITA

Extension

Italian extension for a person that captures military information and tracks it historically.

Historical

PERS_DATA_CAN

Extension

Canadian extension for a person that captures information such as health care and bilingualism data and tracks it historically.

Historical

PERS_DATA_ESP

Extension

Spanish extension for a person that captures military and Social Security Affiliation and tracks it historically.

Historical

PERS_DATA_FPS

Extension

French Public Sector extension for a person that captures information and tracks it historically.

Historical

PERS_DATA_USF

Extension

US Federal extension for a person that captures information and tracks it historically.

Historical

This record is only used when the US Federal product is installed. When it is, this record is required.

Organizational Relationships

A person can be important to an organization for many different reasons at many different times

throughout their lifetime. Each relationship may require different attributes and different processing.

With the Enterprise HCM 8.9 Person Model, you can track the personal information about a person in one place with no redundant data. The relationships that a person has to the organization is tracked in a different area of the system. For example, you might have a person who has is now an employee but used

to be a contingent worker. The system tracks this person using one ID, which enables their history as a contingent worker to exist along with their history as an employee.

While Enterprise HCM 8.9 is primarily a Human Resource based system, we recognize that you may want

to track people that have more than just a worker type of relationship to your organization and you also

need to provide secure access to their data just as you would for a worker. The Enterprise HCM 8.9 Person Model allows you to do this. A single person can have many different types of relationships with

your organization and you can provide security based on these relationships and their attributes.

A person can have one or more of the following three relationships :

Employee:

The relationship of a person hired to provide services to a company on a regular basis in exchange for compensation and who does not provide these services as part of an independent business.

Contingent Worker:

The relationship of a person who provides services to another entity under terms specified in a contract on a non-permanent basis.

Person of Interest:

Any other non-worker relationship that a person can have with your organization. This relationship has sub-types to allow for different processing within the system. Person of Interest Types (POI Type) are also defined as either requiring a JOB record or not (known as POIs with jobs and POIs without jobs). Those that need a JOB record are identified by an EMPL_RCD.

The employee and contingent worker relationships represent your workforce and are the main focus of the business processes in Enterprise HCM. Most of the processes that are designed for employees are also available for contingent workers with the following exceptions:

Payroll for North America

Plan Salary

Plan Careers and Successions

Variable Compensation.

People of interest are not generally included in HCM business processes, except those that are designed to manage this specific relationship (such as COBRA participants or Pension payees).

Persons of Interest

HCM 8.9 delivers pre-defined person of interest types but you can easily add their own.

The following table lists the POI types delivered with the system. You can create additional types for POIs without jobs at any time using the Person of Interest Types component (Set Up HRMS, Foundation Tables, Organization, Person of Interest Types).

Person of Interest Types

 
   

JOB

 

POI_TYPE

Description

Reqd

Comment

00000

Unknown

N

This POI type is used when a user creates a person is created but does not create an organizational relationship. Having this POI_TYPE will ensure that some user will be able to access these people. Once a known organizational relationship is created the system deletes the Unknown one.

00001

COBRA Qualified Beneficiary

Y

Used by PeopleSoft Benefits Administration for COBRA beneficiaries. These relationships can only be created on the components on the COBRA menu.

00002

Pension Payee

Y

Used by PeopleSoft Pension Administration. This relationship can only be created on the components on the Pension Administration menu.

00003

Stock - Board Member

Y

Used by PeopleSoft Stock Administration.

00004

Stock - Non-HR Employee

Y

Used by PeopleSoft Stock Administration.

00005

Global Payroll Payee

Y

Used by the PeopleSoft Global Payroll applications.

00006

Student Refund

Y

Used by PeopleSoft Campus Solutions applications. This POI_TYPE is created in the JOB table to process students who need to receive a refund payment using PeopleSoft Payroll for North America. Payroll for North America requires that people have a JOB record in order to process their check.

00007

External Trainee

N

Used by PeopleSoft Human Resources Administer Training . This relationship can be created in components on the Administer Training menu, the Administer Workforce menu, and also on Recruiting Solutions menus for people who need training prior to being hired.

00008

External Instructor

N

Used by PeopleSoft Human Resources Administer Training. While some external instructors are entered into the system as contingent workers and have a JOB record, some external instructors do not need a JOB record. This POI_TYPE relationship is used for external instructors who are not contingent workers.

Person of Interest Types

 
   

JOB

 

POI_TYPE

Description

Reqd

Comment

00009

Campus Solution Person

N

Used by PeopleSoft Campus Solutions applications. This relationship is created and maintained on the components on the Campus Solutions menus.

00010

Other

N

Any other person that you need to track within HCM.

The following table lists the self-service components that a person, regardless of relationship, can access and update if given a user ID and access to the Self Service components:

Self Service Transactions in HRMS accessible by any Person in the PERSON table

Component Description

Component Name

Home and Mailing Address

HR_HOME_MAILING

Phone Numbers

HR_PERSONAL_PHONE

Email Addresses

HR_EMAIL_ADDRESSES

Emergency Contacts

HR_EMERGENCY_CNTCT

Marital Status

HR_EE_MAR_STATUS

Name Change

HR_EE_NAME

Professional Training

HR_PROF_TRAINING

Education

HR_EDUCATION

Honors and Awards

HR_HONORS_AWARDS

Languages

HR_LANGUAGES

Licenses and Certificates

HR_LIC_CERT

Memberships

HR_MEMBERSHIPS

Persons of Interest are not available in all components of the system (since HRMS is primarly concerned with workers). The following table lists the components where the data on the POIs can be accessed in addition to the employees and contingent workers. Normal row level security is also applied.

Administrator components in HRMS accessible for any Person in PS_PERSON

Component Description

Component Name

Modify a Person

PERSONAL_DATA

Disabilities

DISABILITY

Prior Work Experience

PRIOR_WORK_EXPER

Credit Cards

CC_CARD_DATA

Emergency Contacts

EMERGENCY_CONTACT

Drivers License

DRIVERS_LICENSE

Identification (Visa, Passport, Citizenship, Photo)

IDENTIFICATION_DATA

Company Property

COMPANY_PROPERTY

Volunteer Info

EMPL_VOLUNTEER

General Comments

GENL_COMMENTS

Bank Accounts

PYE_BANKACCT

Training

TRN_STUDNT_CRS_DT2

Administrator components in HRMS accessible for any Person in PS_PERSON

Component Description

Component Name

Training Summary

TRN_STUDNT_CRS_SU3

Education

EDUCATION

Person Checklist

PERSON_CHECKLIST

Accomplishments Languages Licenses and Certificates Memberships Test Results Honors and Awards Significant Special Projects

LANGUAGES

LICENSES_CERTIFS

MEMBERSHIPS

TEST_RESULTS_PANEL

HONORS_AWARDS

SPECIAL_PROJECTS

Competencies

COMPETENCIES

Health and Safety Audiometric Exam Eye Exam Physical Exam Respiratory Exam Drug Test Health Card

HS_EXAM_AUDIO

HS_EXAM_EYE

HS_EXAM_PHYSICAL

HS_EXAM_RESPIRE

GVT_DRUG_TEST

GVT_HEALTH_CARD

Organizational Relationship Model ERD – Overview

The organizational relationship defines the relationship or relationships that a person has with your organization. These may be worker or non-worker relationships and a single person can have many different relationships at the same time or over a lifetime.

Each person must have at least one defined organizational relationship. These relationships are defined in one of two tables depending on whether assignment data (JOB) is required. When assignment data is required, the relationship is defined in PER_ORG_ASGN with the unique identification of an EMPL_RCD.

An EMPL_RCD is a unique identifier for separate assignments within an EMPLID. The value of the EMPL_RCD itself does not indicate anything or carry any processing. The default starting number is 0, but that can be users can change this creating an assignment.

When an assignment is not required, the relationship is defined in PER_POI_TYPE with the unique identification of a POI_TYPE.

There are some non-worker relationships that do require assignment information. These are the relationships that are supported by various HCM products such as PeopleSoft Benefits Administration (Cobra Participants) and Pension Administration (Pension Payees). These relationships have special processing that requires data that is associated with an assignment. Therefore, these relationships will have an assignment (and EMPL_RCD), but are still non-workers. We will cover each type of relationship below.

Figure 3: Person Model –Organizational Relationship Summary August 2005 Understanding the Enterprise HCM Person Model

Figure 3: Person Model –Organizational Relationship Summary

Organizational Relationship Model ERD – Relationships with Assignments

This model illustrates the core records that the system uses to define any organizational relationship that requires an assignment.

any organizational relationship that requires an assignment. Figure 4: Person Object Model – Organizational

Figure 4: Person Object Model – Organizational Relationship with Assignments

Before we discuss the individual records, we need to understand the implied and enforced relationships between PER_ORG_INST and PER_ORG_ASGN.

In the figure above, there is a foreign key relationship between the PER_ORG_INST ORG_INSTANCE_ERN field and the PER_ORG_ASGN ORG_INSTANCE_ERN field. This is actually an implied parent/child relationship between these records that is enforced by business logic.

Each controlling instance (PER_ORG_INST) controls one or more assignments (PER_ORG_ASGN).

Each assignment (PER_ORG_ASGN) has one, and only one, controlling instance (PER_ORG_INST).

A PER_ORG_INST is a single instance of an organizational relationship (with a job), as defined by the customer. The instance enables us to distinguish between assignments that represent a true new-hire type

relationship as opposed to just an additional assignment. The key distinguishing factor is whether the person’s assignment should be treated as a new-hire or not.

For example, Kelly Jones is hired into the organization as an employee on January 14, 2003 and her assignment is as a clerk in department A. On July 1, 2000, she takes on another job in department B.

If the second job is tied to Kelly’s first job and you do not want it identified as a hire, then you create the second job as an additional assignment to the first job, making the first job the controlling instance. When you report on the new hires in your organization, the system will not include the second job . Likewise, when you terminate the position, the system does not count it as a termination since Kelly is still employed with the organization through the controlling instance. All of Kelly’s service dates are determined by the controlling instance.

To process the two assignments as completely separate relationships with the organization (each having its own set of hire and service dates), then you create them as separate organizational instances.

There are several reasons for creating the link between an additional assignment and an instance;

You can see the person’s date of hire even when looking at the additional assignment data.

The system will automatically terminate all of a person’s additional assignments when you terminate the controlling instance.

Using data permission security, you can give a user access to the controlling instance if they have data permission access to one of its additional assignments (or the other way around).

With Global Assignments, you need to indicate that a Host assignment is controlled by a specific Home assignment.

Whether you use separate instances or additional assignments is up to you to determine based on your workforce policies. Most processing within HRMS does not distinguish between controlling instances and additional assignments. The business processes where this is distinction is important are:

Regulatory reporting such as new hire and termination reporting.

Global Assignment host tracking .

Temporary assignment processes (where an instance is put on a temporary suspension during which another assignment is performed).

Japanese Kenmu additional assignments

Termination of a controlling instance

For Customers who are upgrading from a previous release:

The controlling instance is analogous to creating an additional job with the Action of HIR (Hire). The additional assignment is analogous to creating an additional job with the Action of ADL – additional assignment. The big differences are that now we require that you indicate what job will be the controlling instance for an additional job and we will automatically terminate all additional instances for you. The upgrade process will identify these relationships for you, but you may need to make some corrections to orphaned assignments. Please refer to the Upgrade Appendix instructions.

Understanding the design of PER_ORG_INST

The reason we did not make PER_ORG_INST a physical parent of PER_ORG_ASGN was to limit the huge impact that this would have had both within HRMS and when integrating to other systems. Using the two keys EMPLID and EMPL_RCD to uniquely identify a job has been in place in PeopleSoft products for many releases. Adding a new key (ORG_INSTANCE_ERN) would require an enormous amount of changes within HRMS and within any system that is integrated with it.

Because most products that use the EMPLID/EMPL_RCD combination have no need to know or worry about the difference between an instance and an assignment, making PER_ORG_INST a parent of PER_ORG_ASGN would have caused enormous changes without much benefit. It is only the Human Resource product (and only in some very specific situations) that needs to know when a particular EMPL_RCD is an instance or an additional assignment. For this reason, PeopleSoft decided to put the onus on those specific areas of the Human Resource product to deal with the difference instead of all other products.

Users who can create organizational relationships do need to understand the difference (or the implementation team needs to have made a decision on which method to use, if only one is to be used) because it impacts which component users use to create a new assignment.

The logical model is this:

The logical model is this: Figure 5: Logical relationship between PER_ORG_INST and PER_ORG_ASGN There are three

Figure 5: Logical relationship between PER_ORG_INST and PER_ORG_ASGN

There are three core JOB relationship records. These are described in the table below. Again, most processes only use PER_ORG_ASGN and JOB. Only those few processes that need to identify when something is a controlling instance versus and additional assignment will need to use PER_ORG_INST.

Core JOB Relationship tables

 

Record Name

Category

Description

PER_ORG_INST

Core

Person Organizational Instance A single instance of an organizational relationship as defined by the customer. This organizational instance may include more than one assignment (PER_ORG_ASGN.EMPL_RCD). Each controlling instance (PER_ORG_INST) controls one or more assignments (PER_ORG_ASGN). Each assignment (PER_ORG_ASGN) has one, and only one, controlling instance (PER_ORG_INST).

PER_ORG_ASGN

Core

Person Organizational Assignment This record provides a unique identification of a person and an organizational relationship. Each separate relationship has a unique identification ID (EMPL_RCD field) and has, one and only one, row in

Core JOB Relationship tables

 

Record Name

Category

Description

   

PER_ORG_ASGN.

JOB

Core

Person Organizational Assignment History. This record provides an historical record of information directly related to one assignment (EMPLID / EMPL_RCD). Each PER_ORG_ASGN parent has at least one JOB child row. Multiple rows can be entered for the same day.

PER_POI_TYPE

Core

Person Organizational Non-Assignment Relationship. This record defines a person’s organizational relationships that do not require an assignment (i.e. JOB data). Each row is uniquely identified by the EMPLID and the POI_TYPE (the person of interest type). Each separate (non-JOB) POI relationship has a single row in PER_POI_TYPE.

PER_POI_SCR_DT

Core

Person Organizational POI Security This record provides an historical record of information directly related to one Person of Interest relationship without a job. Each PER_POI_TYPE parent has at least one PER_POI_SCR_DT child row, which can have one or more PER_POI_SCRTY rows.

PER_POI_SCRTY

Organizational Relationship Model ERD – Relationships with Assignments (with Extensions)

This section covers the entire JOB core model with some extensions.

covers the entire JOB core model with some extensions. Figure 6: Person Model - Organizational Relationships

Figure 6: Person Model - Organizational Relationships with Assignments – with Extensions

Assignment Tables – Core and Extension

 

Record Name

Category

Description

PER_ORG_INST

Core

Person Organizational Instance A single instance of an organizational relationship as defined by the customer.

Required

PER_ORG_ASGN

Core

Person Organizational Assignment This record provides a unique identification of a person and an organizational assignment.

Required

JOB

Core

Person Organizational Assignment History This record provides an historical record of information directly related to one assignment (EMPLID / EMPL_RCD).

Required

Assignment Tables – Core and Extension

 

Record Name

Category

Description

JOB_JR

Core

Extension of JOB This record has a mandatory one to one relationship with JOB. It is a true sibling of the JOB record and was originally created to allow more than 250 fields to be associated with a JOB.

Required

JOB_USF

Product Extension Required if US Federal is installed.

Extension of Job for US Federal Data. This record has a mandatory one to one relationship with JOB but only if US Federal is installed. If it isn’t installed, then no data is loaded into this record. These fields used to be directly on the JOB record but have now been moved to this extension record instead.

COMPENSATION

Core

Person Job Compensation and History This record contains the components of a person’s compensation-related data. It is a child of JOB, so it also provides a history as well as a moment in time snapshot of compensation data. Each JOB row can have zero, one, or more COMPENSATION rows.

Not Required

HR_EE_SNR_DTS

Core

Person Job Seniority Dates and History This record contains Labor Agreement and Seniority date information for a JOB row. Each JOB row can have zero, one, or more HR_EE_SNR_DTS rows.

Not Required

JOB_IND

Country

Person Job Extension for India Contains specific data for India. This is an extension of JOB with a one-to-one relationship. If no data is needed for India for a specific assignment, then this record will not have a row. Data includes Union Membership Status and Category.

Extension

Not Required

JOB_AUS

Country

Person Job Extension for Australia and Australia Higher Education Contains specific data for Australia such as Salary packaging indication, Casual Job indicator, and Payroll Tax State. This is an extension of JOB with a one-to-one relationship. If no data is needed for Australia for a specific assignment, then this record will not have a row.

Extension

Not Required

PER_ORG_ASG_BEL

Country

Person Org Assignment Extension for Belgium Contains specific non-historical official language data for Belgium. This is an extension of the PER_ORG_ASGN record and has a one-to-one relationship (when data is entered).

Extension

Not Required

PER_ORG_ASG_BRA

Country

Person Org Assignment Extension for Brazil Contains specific non-historical INSS data for Brazil. This is an extension of the PER_ORG_ASGN record and has a one-to-one relationship (when data is entered).

Extension

Not Required

PER_ORG_ASG_HP

Industry

Person Org Assignment Extension for the Education and Government industry Contains specific non-historical tenure data for E&G. This is an extension of the PER_ORG_ASGN record and has a one-to-one relationship (when data is entered).

Extension

Not Required

PER_ORG_ASG_JPN

Country

Person Org Assignment Extension for Japan Contains specific non-historical education level data for Japan. This is an extension of the PER_ORG_ASGN record and has a one-to-one relationship (when data is

Extension

Not Required

Assignment Tables – Core and Extension

 

Record Name

Category

Description

   

entered).

PER_ORG_ASG_NLD

Country

Person Org Assignment Extension for the Netherlands Contains specific non-historical owner relationship data for the Netherlands. This is an extension of the PER_ORG_ASGN record and has a one-to-one relationship (when data is entered).

Extension

Not Required

PER_ORG_ASG_FA

Country

Person Org Assignment Extension for the Malaysia and Singapore Contains specific non-historical festive advancement data. This is an extension of the PER_ORG_ASGN record and has a one-to-one relationship (when data is entered).

Extension

Not Required

Organizational Relationship Model ERD – Relationships without Assignments

This model illustrates the core records that are used to define an organizational relationship that does not require a JOB record.

relationship that does not require a JOB record. Figure 7: Person Object Model – Organizational

Figure 7: Person Object Model – Organizational Relationship without Assignments

Person Relationships without Assignments Tables

Record Name

Category

Description

PER_POI_TYPE

Core

Person Organizational Non-Assignment Relationship This record defines the organizational relationships that a person can have that do not require an assignment (i.e. JOB data). Each row is uniquely identified by the EMPLID and the POI_TYPE (the

Person Relationships without Assignments Tables

Record Name

Category

Description

   

person of interest type). Each separate POI without job relationship has a single row in PER_POI_TYPE.

PER_POI_SCR_DT

Core

Person O rganizational Non-Assignment Relationship History This record provides an historical record of information directly related to one Person of Inter est without job relationship. Each PER_POI_TYPE parent will have at least one PER_POI_SCR_DT child row.

Required

PER_POI_SCRTY

Core

Row Level Security attributes Contains the field and values of data that can be us ed to define data permission security access for these relationships.

Required

Transaction Record

Core and

The special Transactional history for this rela tionship is captured in s eparate records based on the POI_TYPE.

Extensions

PER_POI_TRANS

Default

Default Transactional history record available for multiple POI_TYPES. This record is used when ther e isn’t a product-specific transaction table. It contains basic historical information such as EFF_STATUS with an Effective Date and a comment area. Th is record can be easily used for customer-cre ated POI_TYPES without any customization.

Transaction

and History

CAREER_SDNT

Product

Campus Solutions transaction record for Campus Solutions persons

specific

transactio n

 

TRN_INSTRCT_TBL

Product

HR Training – Instructor Table – used for the transaction history of External Trainer POI_TY PES (as well as providing additional information on Employees or Contingent Workers who are Trainers).

specific

transaction

and history

The data permission security access for POIs without jobs is based on the data found in PER_POI_SCRTY. This record has been created with generic field names for the security fields so tha t the customer can decide what transaction data they want to use (and capture) for these relationships. HCM delivers a few security fields already defined, but the customer ca n create new ones using the Core Row Level Security components without having to do customizations

ONLINE FUNCTIONALITY

Creating a Person

There are several places on the Enterprise HCM portal menus where you can create a new person. On each component users can search first to see if the person they want to add already exists in the database. Encourage users to check for existing person records before adding new ones to prevent creating multiple IDs for the same person.The system issues a warning if the person may already be in the database, but the user can continue with the new ID. It is possible to create multiple IDs for a person if it is necessary due to integration or functional needs.

Note. Please refer to the PeopleSoft Enterprise HRMS 8.9 Application Fundamentals PeopleBook, “Setting up and Using Search Match” for more information.

Components on some menus allow users to create only one specific organizational relationship for a person. For example, on the Add a Person component on the Enterprise Learning menu, you can only create a POI without job with a POI type of either External Trainees or External Instructors. However, on the component on the Administer Workforce menu, there are more POI types available. Some components, such as PERSONAL_DATA, update the core person and relationship records directly while others use a service or component interface to update the core tables at save time. This ensures that all updates to the core tables apply the same business rules and processing.

Component: PERSONAL_DATA

Navigation: Workforce Administration, Personal Information, Add a Person

When you create a person for the first time using the Add a Person component, the search page looks like this:

e Add a Person component, the search page looks like this: If you use automatic numbering,

If you use automatic numbering, leave NEW as the Person ID and the system will use the next available ID when you save the person. Enter a specific new ID to use your own numbering scheme.

When you click on the Add the Person link, the system displays the Add a Person (PERSONAL_DATA) component. This component contains a person’s basic, personal information on the first three pages:

Biographical Details Page:

The Biographical Details page displays biographical details, such as primary name, date and place of birth, and national ID.

as primary name, date and place of birth, and national ID. August 2005 Understanding the Enterprise
as primary name, date and place of birth, and national ID. August 2005 Understanding the Enterprise

Contact Information Page

The Contact Information page displays a person’s addresses, phone numbers, and email addresses.

a person’s addresses, phone numbers, and email addresses. August 2005 Understanding the Enterprise HCM Person Model

Regional Page

The Regional page contains the country extension information for a person.

Note. The system only displays the countries that you have installed and to which the user has security access.

have installed and to which the user has security access. August 2005 Understanding the Enterprise HCM

Organizational Relationships Page

The fourth page, Organizational Relationships, is only available in the PERSONAL_DATA component when in add mode. Use this page to create the initial organizational relationship for the person.

the initial organizational relationship for the person. Select one of the three types of relationships for

Select one of the three types of relationships for this person. Depending on the option you choose, the system may display additional fields, such as the Person of Interest Type field if you select Person of Interest. If you select Employee or Contingent Worker, the system will enable you to enter the initial EMPL_RCD. The system enters the 0 (zero) to start with, but you can override this value. This feature is delivered in the Resolution: 610712 (Bundle 601072).

After you specify the relationship you are adding for the person and click the Add the Relationship button, the system saves the PERSONAL_DATA component and moves you to the one of the following components, according to the relationship you choose, upon which you can create the relationship:

New Employment Instance component (JOB_DATA_EMP), when you add an employee relationship.

New Contingent Worker Instance component (JOB_DATA_CWR), when you add a contingent worker instance.

New POI Instance component (JOB_DATA_POI), when you add a POI with a job.

Add a POI Relationship component (PERS_POI_ADD), when you add a POI without a job.

Note. The system determines whether the POI has a job by the POI type (POI_TYPE_TBL.PNLGRPNAME) you select.

Note. You can determine which POI types should be available on the components that add people to the system on the Person of Interest Types component. For example, you can limit the Global Payroll Payee POI type to the component on the Global Payroll menu but make the External Trainee and External Instructor POI types available on the component on the Enterprise Learning menu and the component on the Administer Workforce menu. Use the Person of Interest Type component to create additional POI types as needed.

After you have entered the appropriate relationship data and saved the component, the system returns you to the the Organizational Relationship page.

If you save the PERSONAL_DATA component before adding a relationship, the system issues a warning but continues with the save. You can still choose to add a relationship at that time by clicking the Add a Relationship button on the Organizational Relationships page or by selecting one of the components from the menus.

HCM data permission uses the data in a person’s organizational relationship transaction record to control access to the person’s record so every person in the system must have at least one organizational relationship.

If you save a person without creating a record for the relationship, the system saves the person with a POI type of Unknown so that you can still make the record available to users with access to people with the POI type of Unknown using data permission security. The system deletes the Uknown POI relationship when you create a relationship.

Person Checklist

When you select a person’s relationship on the Organizational Relationships page, you can also select and create a checklist for them. A checklist is a list of additional components that need to be completed for a person. When you select a checklist code for a person and create the relationship, the system also creates a record in the Person Checklist component (PERSON_CHECKLIST on the Workforce Administration, Personal Information, Organizational Relationships menu).

The system enters a default checklist in the Checklist Code field when you select a relationship. For example, when you select Employee, the system enters the Add Employment Instance checklist.

the system enters the Add Employment Instance checklist. Select the Checklist Code when you add an

Select the Checklist Code when you add an organizational relationship.

Click the Go to Person Checklist link to go to this person’s checklist on the Person Checklist component.

Person checklists are similar to assignment except that these are keyed by EMPLID only while assignment checklists are keyed by the EMPLID/EMPL_RCD combination. The assignment checklist component (EMPLOYEE_CHECLIST) is located on the Workforce Administration, Personal Information, Organizational Relationships menu. A person can have multiple checklists either at the same time or over time. Review a person’s checklist(s) in the Person Checklist component. (PERSON_CHECKLIST):

Component: PERSON_CHECKLIST

Navigation: Workforce Administration, Personal Information, Organizational Relationships, Person Checklist

Information, Organizational Relationships, Person Checklist Person Checklist page For example, the Add Employment

Person Checklist page

For example, the Add Employment Instance checklist (HCEMP) has three items that contain components that might be needed for a person with an employee relationship. When you click on this checklist item, the system opens another window and displays the Add Employment Instance component (JOB_DATA_EMP). Click the Person Identification checklist item and the system opens a window displaying the Identification Data component (IDENTIFICATN_DATA).

The Person Checklist functionality gives your organization a way to organize the type of data that is needed for a particular person or relationship. We deliver several checklists with the system, but you can easily create your own and use those for defaults on the Organizational Relationships page.

You can define checklists on the Checklist component (CHECKLIST_TABLE, on the Set Up HRMS:,Common Definitions menu) and associate them with POI types on the Person of Interest Types component (POI_TYPE_TBL, on the Set Up HRMS, Foundation Tables, Organization menu).

Note. Refer to the PeopleSoft Enterprise Human Resources 8.9 PeopleBook: Administer Workforce, “Setting up the Administer Workforce Business Process,” Creating Checklists for more information on how to create checklists.

Creating Organizational Relationships

All the components that enable you to add a person to the system also enable you to create their organizational relationship. There are additional components that allow you to create new organizational relationships for an existing person. See Appendix C for a Decision Matrix on how to determine what relationship to create.

Components where a person can be created and/or given a new organizational relationship

Menu Location

Used to Create

Component Name

Workforce Administration, Personal Information, Add a Person

Create a perso n. Create any organizational relationship.

PERSONAL_DATA Transfers to:

JOB_DATA_EMP JOB_DATA_CWR JOB_DATA_POI PERS_POI_ ADD

Workforce Administration, Personal Information, Biographical, Add a Person

Create a perso n. Create any organizational relationship.

PERSONAL_DATA Transfer to:

JOB_DATA_EMP

   

JOB_DATA_CWR

JOB_DATA_POI

PERS_POI_ADD

Workforce Administration, Organizational Relationships, Add a POI Relationship

Create a POI without job relationship for an existing person.

PERS_POI_ADD

Global Payroll & Absence Mgmt, Payee Data, Add a POI Payee

Create a person. Create a POI with job relationship for G lobal Payroll.

GP_ADD_PERSON This is a front end to the PERSONAL_DATA and/or JOB_DATA_POI compo nents.

Stock, Add a Person

Create a person. Create a POI without job relationship for St ock.

ST_ADD_PERSON This is a front end to the PERSONAL_DATA and/or PERS_POI_ADD components.

Enterprise Learning, Add a Person

Create a person. Create a P OI without job relationship for Administer Training.

TRN_ADD_PERSO N front end to PERSONAL_DATA and/or PERS_POI_ADD

Components where a person can be created and/or given a new organizational relationship

Menu Location

Used to Create

Component Name

Benefits, Administer COBRA Benefits, Maintain COBRA Non-

Create a person from an existing dependent record.

MANUAL_C OBRA

Employees, Create COBRA Non-Employee

Create a POI with job relationship of COBRA participant.

This component uses componen t interfaces:

To create the person using the information on the Dependent Beneficiary component. Create the POI with job relationships using the employee’s base data.

Pension, Payments,

Create a person from an e xisting dependent record. Create a POI with job relationship for a Pension p ayee.

PA_RT_EMP_SETUP Transfers to:

Create Payee

RA_PERS_DATA

PA_JOB

Workforce Administration, Organizational Relationships, New Employment Instance

Create an employee relatio nship for an existing person.

JOB_DATA_EMP

Workforce Administration, Organizational Relationships, New Contingent Worker Instance

Create a contingent worker relationship for an existing person.

JOB_DATA_CWR

Recruiting Solutions

Create a new person from an existing Applicant record. Create a new employee relationship for a person. Create a new contingent worker relationship for a person.

HRS_PREP_FOR_HIRE

Recruiting Solutions

Create an external trainee relationship for a person.

HRS_ADD_EXT_TRN

Campus Community, Personal

Create a person. Create a POI without job

SCC_BIO_DEMO Uses component interfaces to:

Informati on, Add/Update a

P

erson

relationship.

Create a record in PERSONAL_DATA. Create the campus solutions POI relationship data.

Campus Community, Personal Information (Student), Add/Update a Person

Create a person. Create a POI without job relationship.

SCC_BIO_DEMO Uses component interfaces to:

Create a record in PERSONAL_DATA. Create the campus solutions POI relationship data.

Assignment Relationship Example

This is an example of the JOB_DATA_EMP component where you enter the details of a person’s employee relationship:

JOB_DATA_EMP component A relationship with an assignment (job) has many attributes. Please refer to the

JOB_DATA_EMP component

A relationship with an assignment (job) has many attributes. Please refer to the PeopleSoft Enterprise H uman R esources 8.9, Administer Workforce PeopleBook for information on this and the other JOB components.

Non-Assignment Relationship Example

This is an example of the PER_POI_TRANS component where you would enter the details of a person’s non-assignment relationship. In this case, we are adding an External Trainee POI relationship. This POI type will use just this main page.

relationship. This POI type will use just this main page. Add Person of Interest Page Other

Add Person of Interest Page

Other POI types may use a different transactional record. If this is the case, then a link to that component will appear in place of the Person of Interest History Grid.

Creating Worker Organizational Relationships and Instances

People who will have an employee or contingent worker relationship with the organization need to have data in the core JOB tables. For these workers, it is easier to talk about organizational instances and organizational assignments. The description of these is repeated below.

Core Job Relationship Records

Record Name

Description

PER_ORG_INST

Person Organizational Instance

A

single instance of an organizational relationship as

defined by the customer. This organizational instance may include more than one assignment (PER_ORG_ASGN.EMPL_RCD). Each controlling instance (PER_ORG_INST) controls one

or

more assignments (PER_ORG_ASGN).

Each assignment (PER_ORG_ASGN) has one, and only

one, controlling instance (PER_ORG_INST).

PER_ORG_ASGN

Person Organizational Assignment This record provides a unique identification of a person and

an

organizational relationship. Each separate relationship

has a unique identification ID (EMPL_RCD field) and has, one and only one, row in PER_ORG_ASGN.

JOB

Person Organizational Assignment History This record provides an historical record of information directly related to one assignment (EMPLID / EMPL_RCD). Each PER_ORG_ASGN parent has at least one JOB child row. Multiple rows can be entered for the same day

Department, location, business unit transfers can all be done within the history of one assignment (EMPL_RCD), so for many people you might only ever have one instance with one assignment. The additional instances and assignments are available when you have more complex relationships. When you need to be able to capture different JOB attributes for someone, then you need to create a new instance or an additional assignment. Which you create depends on your needs. The usage of different EMPL_RCDs is required for any person who has more than one relationship type. Each EMPL_RCD will be for one and only one PER_ORG (EMP/CWR/POI). For this reason, the HRMS system is delivered with the PeopleTools PSOPTIONS MULTIJOB flag turned on. This flag must be ‘Y’ for the HRMS system to work. However, you will still need to make a decision on whether you will allow multiple EMPL_RCDs with the same PER_ORG. When we talk about ‘multiple jobs’, we are referring to the practice of allowing multiple EMPL_RCDs within the same PER_ORG (for example, a Employee is actively working two different assignments – both or which are employee assignments).

If you are not going to use true ‘multiple jobs’, then you will want to not give any user access to the Global Assignments, Add Additional Assignments, Temporary Assignments, or the Additional Appointment Japan components. You should also restrict the access to the Add Employment Instance and Add Contingent Workers only to users who understand the way assigments work.

When a person needs to have different values for the following data active at the same time, then a new EMPL_RCD will need to be created. If the data is just changing as a result of some event, and only one will be active, then you would enter the change on the person’s existing EMPL_RCD in the JOB_DATA component.

Benefit plans

Payroll needs

Location, department, business unit, jobcode, salary grade etc are needed.

For many people, there will never be more than one assignment for an instance. Multiple jobs are required where there is some special relationship between two assignments such as:

Global home and host assignments

Japan Kenmu appointments or Intercompany Transfers

Temporary assignments

Additional assignments that should not be treated as ‘hires’

You will always create a new instance when

A new PER_ORG is used (EMP, CWR) that the person has never had

Any new POI with a job is needed. POIs are always created as separate instances.

Anytime you want the new assignment to be treated as a new hire (with its own hire and service dates) and you don’t want to reactivate a terminated assignment.

We use different components to handle the different situations. This allows us to give a functional description of the situation and a navigation reference with a more understandable name. This will hide the complexity of the instances and assignments to some degree. You will also want to determine which of these situations you even want to allow in your system.

Components where a new instance or assignment can be created

Component

Comment

Add a Person PERSONAL_DATA

Used when the person does not already exist in the system (does not have an EMPLID in PERSON. From within this component, the user will transfer to the appropriate

Navigation:

Workforce Administration, Personal Information, Add a Person

component to create the organization relationship the user has chosen.

For an EMP, the component will transfer to JOB_DATA_EMP. For a CWR, the component will transfer to JOB_DATA_CWR. For a POI, the component will transfer to PERS_POI_TRANS.

New Employee Instance JOB_DATA_EMP

This component will create a new instance and its assignment information for the EMP PER_ORG. This creates a new EMPL_RCD. Allows only the action of HIR. This component can be accessed from the left navigation directly and from within the Add a Person component.

Navigation:

Workforce Administration, Job information, New Employee Instance

New Contingent Worker Instance JOB_DATA_CWR

This component will create a new instance and its assignment information for the CWR PER_ORG. This creates a new EMPL_RCD.

Navigation:

Allows only the action of ADD.

Workforce Administration, Job information, New Continent Worker Instance

This component can be accessed from the left navigation directly and from within the Add a Person component

Components where a new instance or assignment can be created

Component

Comment

Add Additional Assignment ADD_PER_ORG_ASGN

Creates a new assignment under an already existing (and active) instance. This is referred to as a true multiple job.

Navigation:

Allows only the action of ADL.

Workforce Administration, Job information, Add Additional Assignment

The user choose which instance to use and what EMPL_RCD to create and then transfers to the JOB_DATA_CONCUR component.

Add Host Assignment ADD_HOST_ASGN

This component is used to create a new host assignment in the Global Assignment feature.

Navigation:

Allows only the action of ASG.

Workforce Administration , Global Assignments , Add a Host Assignment

The user choose which instance (Home record) to use and what EMPL_RCD to create and then transfers to the HOME_HOST_DATA component

Add an Additional Appointment (Japan only) AA_MGMT_JPN

This component is used to create an additional appointment for Japan.

Navigation:

Workforce Administration , Job Information , Additional Appointment Japan

Additional Assignment or New Instance?

The additional assignment relationship concept allows you to create a new assignment for a person when they already have an existing instance and you do not want to count this new assignment as a ‘hire’. These assignments must be tied to an existing active instance of the same PER_ORG type (employee or contingent worker) and they will be ended if that instance is terminated. They may also be ended prior to the instance being terminated.

Additional assignments might also be related for security access purposes. You have the ability to indicate that you want to allow a user who has access to an instance to also have access to its assignments, or allow a user who has access to an assignment to also have access to its instance. This makes it possible for these users to see this related information even if they would normally not have access that row. Refer to the PeopleSoft Enterprise HRMS 8.9: Application Fundamentals PeopleBook for more information on setting up row level security.

There are three types of additional assignment relationships which have additional special rules. These relationships are used under specific circumstances in order to support additional processing or data.

Global assignments enable you to assign employees to a global assignment and to monitor, compensate, and track education and qualification for the employees and their dependents as they move from project to project in your organization's operations in multiple countries. The

instance is also referred to as the HOME assignment and the additional assignment as the HOST assignment within this module. Refer to the PeopleSoft Enterprise Human Resources 8.9: Track Global Assignments PeopleBook for more information.

Japan additional assignments (also known as Kenmu) are special relationships used by Japanese companies. These may include intercompany transfers or external company transfers. When additional appointments exist in conjunction with intercompany transfers, for example when you serve as a hosting company, you can store information about additional appointments that your transferee may have in the home company, as well as any additional appointment information within your company as host. It also allows you to track cost distributions among a main appointment (the instance) and its additional assignments. Refer to PeopleSoft Enterprise Human Resources 8.9: Administer Workforce PeopleBook Section (JPN) Tracking Additional Appointments (Kenmu).

Temporary assignments are a special type of relationship where the person’s substantive job (the Instance) is put on hold for the duration of the temporary assignment. When a worker covers the responsibilities of another job besides the substantive job, the worker works a temporary assignment. Temporary assignment data must be tracked the same way that substantive job data is tracked.

For example, a person hired into a teaching appointment takes this as the substantive job. The person then receives a one month temporary assignment as a department head. The original teaching position is suspended for the duration of the temporary assignment.

It is also possible that the person takes a temporary assignment on a partial basis. The person might retain the substantive teaching position for twenty hours a week while also working the temporary assignment as department head for the other twenty hours. The person cannot work beyond the forty-hour workweek, but any combination of assignments might be entered to fill the forty hours. Please refer to the PeopleSoft Enterprise Human Resources 8.9: Administer Workforce PeopleBook Section Entering Additional Information in Human Resources Records for more information.

The fourth type of additional assignment is used when you want to give a worker a new assignment at the same time that he is still active in another assignment. You can choose to create this new assignment as a new instance or as an additional assignment for a controlling instance. Which you choose will depend on whether you want to take advantage of the benefits of relating two assignments. However, there are also some restrictions on additional assignments.

Benefits of additional assignment relationships are:

The new assignment will not be counted as a ‘hire’ for regulatory reporting and date setting

The new assignment will be automatically terminated when the controlling instance is terminated.

You can allow the users who have access to the controlling instance to also have access to the additional assignment or vica versa with just a installation setting on security.

The restriction of using the additional assignment relationships is:

The additional assignment cannot remain active, or be reactivated if the controlling instance is in an inactive status.

You should always create a new instance unless the benefits are worth it.

Instance Dates versus Assignment Dates

An assignment is related to an instance because it is not a true ‘hire’ record. Therefore, it doesn’t have a hire or latest hire date. It inherits those dates from its controlling Instance. There are also dates that are stored at the instance level that are used for other purposes. It is important to understand the difference between these dates when you use them for reporting.

Field

Meaning

HIRE_DT

First date that this EMPLID/EMPL_RCD was hired (or started as a CWR) into an instance. Does not get a value for EMPL_RCDs created as ADL or ASG. Set when action of HIR is used.

LAST_HIRE_DT

Latest date that this EMPLID/ EMPL_RCD was hired or re-hired (or started or re-started as a CWR) into an instance. Does not get a value for EMPL_RCD s created as ADL or ASG. Set when action of HIR or REH is used.

ASGN_START_DT

First date this EMPLID/ EMPL_RCD was started (either as hire or additional assignment).

Always gets a value.

LST_ASGN_START_DT

Latest date that this EMPLID/ EMPL_RCD was started or restarted.

Always gets a value.

TERMINATION_DT

If on the instance, then this is the also the date the instance was terminated or completed.

ORIG_HIRE_DT

Earliest date that this EMPLID/ERN INSTANCE was associated with the organization - regardless of what the EFFDT is for the first row in JOB. Customers can enter an earlier date here than the earliest JOB.HIRE_DT.

Hire versus Latest Hire

here than the earliest JOB.HIRE_DT. Hire versus Latest Hire In this example, EMPLID A001 was first

In this example, EMPLID A001 was first hired into the organization on May 1, 1960. He then terminated on Oct 01, 1970 and then rehired on Nov 01, 1980.

Because the action of REH (Rehire) was used to bring him back on the same instance, the HIRE_DT is not changed. The LAST_HIRE_DT is changed to be the effective date of the rehire. If you ran a report that used the HIRE_DT field it would show May 1, 1960 – not the latest hire date of Nov 01, 1980. Note the same relationship between the ASGN_START_DT and LST_ASGN_START_DT fields. LST_ASGN_START_DT will reflect the latest start date.

Instance dates versus the Assignment dates

When you look at the JOB row of an instance, you see that the instance dates are the same as the assignment dates. But when you look at an additional assignment row, there are no values in the HIRE_DT and LAST_HIRE_DT fields. This is because the additional assignment record does not get these dates because it does not constitute a hire.

not get these dates because it does not constitute a hire. Instance Dates Assignment Dates When
not get these dates because it does not constitute a hire. Instance Dates Assignment Dates When
not get these dates because it does not constitute a hire. Instance Dates Assignment Dates When

Instance Dates

Assignment Dates

When you use a view like EMPLOYMENT or PER_ORG_ASGN_VW, the fields HIRE_DT and LAST_HIRE_DT on an Assignment row will be populated from that assignments Instance record f ields.

For most reporting using the fields ASGN_START_DT or LST_ASGN_START_DT will be sufficient. But if you need to report the actual legal hire (or latest hire) for an additional assignment, you should use the HIRE_DT or LAST_HIRE_DT from the view PER_ORG_ASGN_VW.

In stance and Assignment on the EMPLOYMENT Information Page in JOB_DATA

You can see the values for these fields in the JOB_DATA Component on th e Employment Information data page.

On an insta nce record, the data in both group boxes will have the same dates. Note that you can modify the ORIG_HIRE_DT (Original Start Date field) and ORG_INST_SRV_DT (Org Instance Service Date field) dates if you wish.

Employment Information page with an instance row On an additional assignment record , the data

Employment Information page with an instance row

On an additional assignment record, the data in the organizational instance will be displayed from the instance record – and is not updateable.

from the instance record – and is not updateable. Employment Information for an additional assignment record

Employment Information for an additional assignment record

Multiple Organizational Relationships – an Example

A person can have many different organizational relationships either concurrently or consequently. This section will give you an example of how this might happen. The diagram below shows the different relationships that John Summers has had with the organization.

that John Summers has had with the organization. Multiple organizational assignments 1. John Summers

Multiple organizational assignments

1.

John Summers attends a train ing class at company XYZ on May 1, 1995 as an external trainee.

1b The external trainee instance is closed

2.

John Summers becomes a contingent work

er at company XYZ on Oct 10, 1996.

2b He completes his contingent worker assignment on Aug 20, 1999.

3.

John Summers becomes an employee at company XYZ on Sept 3, 199

9

4.

John Summers gets an additional assignment at company XYZ in his orig inal business unit on Nov 1, 2001 that should not be counted as a new hire

4b He completes his additional assignment on Mar 4, 2 001.

5.

John Summers starts as an employee on Feb 2, 2002 in a diffe

rent business unit with the

organization that requires this start to be counted as a new hire.

The actual completion dates of each assignment are irrelevant to the relationships of the instances and assignments except for the additional assignment in #4. John could have an active contingent worker instance and an active employment instance at the same time. However, to add the additional assignment to the employment instance with the OIN (Org Instance ERN) of 1, that instance must still be active. Each instance is treated completely separately. There are no connections between them.

Additional assignments are directly related to their controlling instance. They can only be active if the controlling instance is active. They can be terminated prior to the controlling instance, but if the instance is terminated then any active additional assignments for it will also be terminated by the system.

Note: The value that is used for the next instance’s ORG_INSTANCE_ERN is whatever the next available EMPL_RCD is for this person. We could not add an additional key to the JOB (or PER_ORG_ASGN) records so the relationship between the instance and its assignments is via a logical foreign key (the ORG_INSTANCE_ERN). To make the numbering simplier (and to allow for changes to the relationships between instances and assignments in the future), we chose to always have the controlling assignment for an instance have the same value in its EMPL_RCD and ORG_INSTANCE_ERN.

The ORG_INSTANCE_ERN is not a sequence number – as in “This is the John’s second instance”. It is just a unique identifier that ties an assignment with its instance and identifies which assignment is the controlling assignment. Likewise, the value of the EMPL_RCD does not have any functional meaning – it is just a way of choosing a unique identifier for an assignment. EMPL_RCD 0 (zero) does not have any significance in the Enterprise HCM products – its simply where we chose as the default to start the automatic numbering.

Here is what happens in the database at each step.

(1) John Summers attends a training class at company XYZ on May 1, 1995 as an external trainee.

We determine that John Summers does not already exist as a person in the database, so we create a Person ID for John Summers and an organizational relationship of External Trainee using the Add a Person menu item. This POI type does use a JOB row so no EMPL_RCD is assigned to this instance.

Record

Fields

PERSON

EMPLID

1001

PERS_DATA_EFFDT

EMPLID

EFFDT

   

1001

5/1/1995

   

NAMES

EMPLID

Name Type

EFFDT

NAME

1001

Primary

5/1/1995

Summers,John

PER_ORG_TYPE

EMPLID

POI Type

   

1001

External

   

Trainee

PER_POI_TRANS

EMPLID

POI Type

EFFDT

Status

1001

External

5/1/1995

Active

Trainee

1b. When we want to inactivate this external trainee instance we would enter a row in PER_POI_TRANS for that date and an effective status of inactive.

PER_POI_TRANS

 

EMPLID

POI Type

EFFDT

EFF Status

1001

External Trainee

5/2/1995

Inactive

(2) John Summers becomes a contingent worker at company XYZ on Oct 10, 1996.

John Summers already exists in the system so a new ID is not created (although the person information would be updated at this point to make sure that it is current). John does not have a Contingent Worker instance at this time, so we create a new contingent worker instance for EMPLID 1001. The next available EMPL_RCD for this person is 0 (zero). This will be used for both the instance and the assignment. We would use the New Contingent Worker Instance menu item.

Record

Fields

PER_ORG_INST

EMPLID

OIN

PER_ORG

       

1001

0

CWR

       

PER_ORG_ASGN

EMPLID

ERN

OIN

PER_ORG

     

1001

0

0

CWR

     

JOB

EMPLID

ERN

EFFDT

Action

Hire/Start

Asgn Start

Term

Date

Dt

Dt

1001

0

10/10/1996

ADD

10/10/1996

10/10/1996

 

2b. When John Summers completes his contingent worker contract we would enter a row into JOB with the completion action.

JOB

EMPLID

ERN

EFFDT

ACTION

Hire Dt

Asgn start

Term Date

1001

0

8/20/1999

COM

10/10/1996

10/10/1996

8/19/1996

(3) John Summers becomes an employee at company XYZ on Sept 3, 1999

We find John Summers exists as a person under ID 1001. He does not have an active Employee Instance, so we need to create a new one using the New Employee Instance menu item. The next available EMPL_RCD for him is 1.

Record

Fields

PER_ORG_INST

EMPLID

OIN

PER_ORG

       

1001

1

EMP

       

PER_ORG_ASGN

EMPLID

ERN

OIN

PER_ORG

     

1001

1

1

EMP

     

JOB

EMPLID

ERN

EFFDT

Action

Hire Dt

Asgn Start

Term

Dt

1001

1

9/3/1999

HIRE

9/3/1999

9/3/1999

 

(4) John Summers gets an additional assignment at company XYZ on Nov 1, 2001

John has an active employee instance under the Org Instance 1. We decide that we want this new assignment to be treated as an additional assignment not as a separate hire. We use the Add Additional Assignment menu item and choose the employee instance that we want this assignment associated with. The next available EMPL_RCD will be defaulted in (in this case 2).

Nothing will be altered on the PER_ORG_INST record for 1001/1, but the system does create a new PER_ORG_ASGN and JOB rows.

Record

Fields

PER_ORG_INST

EMPLID

OIN

PER_ORG