bpg sjhr tf employee profile from people soft

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CMS Project Team Business Process Guide

Process: Employee Profile from PeopleSoftModule: SJSU Human Resources/Workforce Administration

High Level Description

Process Employee Profile from PeopleSoft

Module SJSU Human Resources/Workforce Administration

Document Type Business Process Guide

File ReferencePsshr://Cms/Training, Doc & Support/~Human Resources Documentation

/Workforce Administration/Business Process Guides/BPG_SJHR_TF_Employee_Profile_from_PeopleSoft.doc

Revision Control

Date By Action Pages

08/09/2006 H Dunke Document created 17

12/12/2007 A Everett Document converted to accessible template 17

06/29/2009 A Everett Document edited for accessibility and usability 17

07/08/2009 J Reeds Document reviewed and edited 19

Table of Contents

Overview...........................................................................................................................................................................1

Run the Employee Profile from PeopleSoft .................................................................................................................. 2

Elements of the Form.................................................................................................................................................... 8

OverviewThis business process guide demonstrates how to run the Employee Profile from MySJSU (PeopleSoft HSJPRD).The employee profile is used to submit various job transactions for new and current employees. After HumanResources receives the document, they will update Job Data with the information. Once an employee is in thesystem, you should always print the profile from PeopleSoft. A variety of data elements will populate automatically,and you will only need to make your changes when you print it.

SJSU CMS Project Team SJSU Human Resources/Workforce Administration/Employee Profile from PeopleSoftBusiness Process Guide Page: 1


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SJSU CMS Project Team SJSU Human Resources/Workforce Administration/Employee Profile from PeopleSoft

Run the Employee Profile from PeopleSoftThis section demonstrates how to generate an employee profile. You can run an employee profile for one employeeor for an entire department. When you generate by employee ID, you can get profiles for both active and terminatedemployees. When you generate your entire department, only active employees will display.

The WorkforceAdministration pagedisplays.

1. From the Main Menu,navigate to SJSU HumanResources >WorkforceAdministration.

2. Click the Employee JobProfile hyperlink.

The Employee Job Profilesearch page displays.

3. Click the Search buttonto use an existing runcontrol ID.

4. To add a new run controlID, click the Add a NewValue tab or hyperlink.

The Add a New Value pagedisplays.

5. Type in a Run Control ID.

Note: Run Control IDnames cannot havespaces.

6. Click the Add button.

Note: From now on, you canuse this same Run Control ID

by clicking theSearchbuttonon the Find an Existing ValuePage.

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The Employee Job Profilepage displays.

7. SetID: Enter SJ000.

Note: You can generateemployee profiles byspecifying either theemployee(s) or employeegroups. You can alsogenerate a blank employeeprofile.

Print blank profile:

8. To generate a blankemployee profile, selectthe Print Blank FormOnly checkbox.

Note: Selecting thischeckbox will alwaysgenerate a blank profile,even if you have entereddata in other fields.

Print profiles byemployees:

9. Enter the Employee IDs(EmplIDs).

10. To enter additionalemployees, click the Add[+] button.



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Print the profiles byemployee groups:

11. To delete employees,click the Minus [+}button.

Note: You must firstdelete the employee ID(s)in order to generateprofiles by groups.

12. Department: Enter thedepartment number.

13. Choose the group youwish to print by selectingthe appropriate checkbox(See Field Descriptionslisted below).

Field Descriptions:

Faculty Only: Select this checkbox to generate all faculty employees in the specified department.

Staff Only: Select this checkbox to generate all staff employees in the specified department.

Students Only: Select this checkbox to generate student employees in the specified department.

All Employees: Select this checkbox to generate all faculty, staff and student employees in the specifieddepartment.

Dean/AVP level: Select this checkbox to generate profiles for an entire college, if you have entered adepartment at this level.

Note: This will only provide all profiles if you have security access.



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14. When ready, click theRun button.

The Process SchedulerRequest page displays.

15. Select settings as follows:

Server Name:PSUNX

Type: PDF

Format: PDF

16. Click the OK button.

The Employee Job Profilepage displays.

17. Click the ProcessMonitor hyperlink.



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The Process List pagedisplays.

18. Wait at least 15 seconds,and then click theRefresh button.

19. Continue waiting andthen clicking the Refreshbutton until Run Statuschanges to Success andDistribution Statuschanges to Posted.

The Process Detail pagedisplays.

20. Click the View Log/Tracehyperlink.



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The View Log/Trace pagedisplays.

21. Click the PDF hyperlinkto open the report.

The Employee Profiledisplays.

Note: You can now view orprint the profile(s).



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Elements of the FormThis section explains the various elements of the form and how to update the information for submission to HumanResources. All elements must be manually updated. You will notice two sets of boxes: one with data and oneunderneath it, empty. Write your changes in the empty box directly under the data you wish to change.

Profile Print Date:

Use this Profile Print Date

field to enter the date youare printing the form.Date must be entered inthe appropriate dateformat:

MM/DD/YYYY

Submit Form to:

Depending on the type ofemployee you run thereport for, this informationwill change. Submit theform to either HRPersonnel Services orFaculty Affairs asindicated.

Effective Date/

Action/Reason:

Enter the Effective Datein the appropriate dateformat:

MM/DD/YYYY

Action: Enter theappropriate action code.

Reason: Enter thematching reason code.

Notes: To view lists of the most common action/reason codes, visitMySJSU Human Resources Help ForDepartment HR Users(http://my.sjsu.edu/employees/hr_help/dept_hr_users/index.htm).

If you are taking more than one action with the form, you may enter the subsequent actions in the second, third andfourthEffective Date/Action/Reasonfields. For example, if an employee is going on a leave, you may alreadyknow their return date. You could do both actions on the same form.

http://my.sjsu.edu/employees/hr_help/dept_hr_users/index.htmhttp://my.sjsu.edu/employees/hr_help/dept_hr_users/index.htmhttp://my.sjsu.edu/employees/hr_help/dept_hr_users/index.htmhttp://my.sjsu.edu/employees/hr_help/dept_hr_users/index.htm


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Employee ID:

The 9-digit employee IDis the most unique pieceof employee information.Use it as the identifier inPeopleSoft, not the socialsecurity number.

Empl Rcd#:

The profile report printsseparately for eachrecord the employee hasin PeopleSoft.

Employee Name:

The name should be inthe following format:

Last Name, Suffix,Prefix, First Name,Middle Name/Initial

Employee Status:

If the employee were onLeave or Terminated, thisstatus would displayInactive.

Original Hire Date:

This is the day they werefirst hired at SJSU.



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Position Number:

To update thisinformation with a newposition number, simplywrite the new number inthe blank space.

Department ID/Name:

This information is basedon the position number. Ifthe position now residesin a different department,contact the Class/Compunit in Human Resourcesfor how to proceed. Youcan write in the newdepartment ID if you like,but Class/Comp mustmake the change at theposition level before itcan be at the job level.

Location:

This information is basedon the position number. If

the position now residesin a different location,write the new LocationCode in the blank space.If you are moving theemployee to a newposition number, you donot have to complete thisinformation. It will defaultautomatically when thenew position number isentered in PeopleSoft.



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Job Code/Job Code Title:

This information is basedon the position number. Ifyou are moving theemployee to a newposition number, you donot have to complete thisinformation. It will defaultautomatically when thenew position number isentered in PeopleSoft.There should be noreason to change thisindependent of theposition change.

MPP Job:

If the position is in theManagement PersonnelPlan, this field displays anMPP Job Code. Thisinformation can only bechanged by HumanResources.

Date in Job:

This is the date the

employee entered theposition. This informationshould not be updated.

Reg/Temp andFull/Part:

These fields displayinformation on theposition and/or theemployee. They are

usually in sync, but thereare times when a positioncould be regular, but theperson is temporary. Youmay change this data asappropriate.



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FTE:

You can change thisinformation by enteringthe new value in theblank space. For hourlyemployees, the FTEshould stay at 1.00 sincethey are paid based onhours turned in, not onFTE. For otheremployees, such asTemporary FacultyLecturers or TenureFaculty you may see apercentage amount lessthan 1.00. This mayfluctuate from semesterto semester based ontheir workload.

TF- WTU:

This field displays theamount of WeightedTeaching Units aTemporary FacultyLecturer is working forthe semester or theacademic year,depending on theirassignment. Foremployees other thanTemporary FacultyLecturers, this will bezero.

TF-Fraction:

The TF-Fraction is theequivalent of the WTUs aTemporary FacultyLecturer is working forthe semester or the

academic year,depending on theirassignment. Foremployees other thanTemporary FacultyLecturers, this will beblank.



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Empl Class:

This field indicateswhether the employee isRegular or Temporary.This should only bechanged by HumanResources.

FLSA Status:

This information can onlybe changed by HumanResources.

Empl Type:

This field indicateswhether the employee isSalaried or Hourly. Itdefaults based on theposition the employee isin. It can only be changedby Human Resources.

Comp Rate:

You can update theCompensation Rate (oldBase Rate) by enteringthe new amount in theblank space. All CSU andcampus policiesregarding pay increasesand decrease are still ineffect. Supportingdocumentation mustaccompany a profile

giving an employee achange in pay.



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Probation Code:

Either Faculty Affairs orHuman Resourcestypically update thisinformation.

Prob End Date:

Either Faculty Affairs orHuman Resourcestypically update thisinformation.

Annv Code (AnniversaryCode):

This information can onlybe updated by FacultyAffairs or HumanResources.

Annv Date (AnniversaryDate):

This information can onlybe updated by FacultyAffairs or HumanResources.

Appt End Date:

If the employee istemporary, the Appt End

Date will display. If youare extending theirappointment (or cutting itshort), update the enddate in the blank space.



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Expected Rtn Dt:

If the employee is onleave, the ExpectedReturn Date will display.If you are extending thatdate or putting anemployee on leave, enterthe new date in the blankspace.

Grade/Entry Date:

If you are moving anemployee to a positionwith grades, enter theappropriate Grade in thisfield. The Entry Date will

default once the data isentered into PeopleSoft.Some positions withgrades are InstructionalFaculty and AdminSupport.

Step/Entry Date:

If you are moving anemployee to a positionwith steps, or if you aregiving an employee anincrease to the next step,enter the appropriateStep in this field. TheEntry Date will defaultonce the data is enteredin PeopleSoft.

Comp Frequency:

If you are changing theperson from monthly tohourly, update theinformation in the blankspace.



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Actual Comp:

The ActualCompensation iscalculated based on theCompensation Rate andFTE entered for theemployee. It should notbe updated.

Annual Rate:

This is calculated basedon FTE, type ofassignment (12 month,10/12, etc.) and the BaseRate. It should not bechanged.

SSI Counter:

The SSI Counter is forfaculty employees. Thismay be updated ifappropriate.

Union Code:

The Union Code is knownas CBID in the CSU, andis based on the positionthe employee is in. Thisinformation cannot bechanged.



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Job History:

The Job History box displays the most recent actions that have happened to an employee. This box can holdup to six rows of data showing you a number of actions. This data is for informational purposes only and cannotbe changed.

The following fields display in the Job History box:

Effective Date

Position

Action/Reason Working Title

Dept Name

Time Base & Comp Rate

Chg Amt & Pct

Compensation Rate



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Comments:

The Comments field isintended to be acommunicationmechanism between theend-user and FacultyAffairs and/or HumanResources. It is importantto reiterate what you aredoing with this employeeprofile by writing briefcomments in this field.

Current Funding:

The Current Funding boxdisplays how the positionis currently funded. If it is

split, it will show thepercentages of the split.To update theinformation, complete thefields in the Change Tosection of the box:

Dept

Fund

Prog (if applicable)

Class (if applicable)

Pct

EffDt (must be

included) End Date (must be

included)

DeptName (this willdefault based on theAccount Codeentered)

Signature:

The person initiating the

change and theirappointing official mustsign this form. In somesituations, this may bethe same person.



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Approval:

Dept Contact: This fieldis intended for the nameof the person who filledout the form.

FA Signoff/Date: If theposition is Faculty,Faculty Affairs mustreview and approve.

HR Signoff/Date: HumanResources must signoffon all forms. This will takeplace once the formarrives in the HumanResources office.


bpg sjhr tf employee profile from people soft

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