HCM - Data Validation - Job/Position Data

Purpose: This document is to provide colleges instructions on how to perform the validation of data in the PeopleSoft environment.

Colleges are being asked to review data that was converted from the legacy environment to PeopleSoft.  The goal of data validation is to ensure legacy data was accurately converted into PeopleSoft.  College Subject Matter Experts (SMEs) are included in data validation as a learning experience in navigating the PeopleSoft application, selecting records to review, and reporting issues discovered.

College executives are asked to support the time and effort expended by college SMEs necessary to complete the following:

  • Develop a familiarity with navigating the relevant PeopleSoft menus and pages.
  • Review selected records, comparing legacy data to the records as converted into PeopleSoft.
  • Report issues discovered after careful review of converted data.
  • Monitor resolution of reported issues for review in the next conversion testing round.
  • Develop an approach for self-managing the data validation and issue reporting process in subsequent rounds of data conversion testing.

It is expected that College Data Validation SMEs will have already read the Data Validation Overview guides before beginning their validation activities:

Overview of Data Validation
Job/Position Conversion Summary

Job/Position Data includes but is not limited to

  • Job Codes
  • Job Locations
  • Departments
  • Salary/Compensation

The job record is validated, using the same criteria as used in the Bio/Demo validation to ensure that employee job records have been accurately converted from Legacy to PeopleSoft.

here are multiple fields and screens within the Legacy system that are being referenced for conversion to the PeopleSoft Job Information fields and pages.

Legacy Screens

The following screens will be needed in Legacy for Bio Demo validation:

  • PS0001- Employee Status Screen
  • PS0002 Job Status Screen
  • PS0003 Job Account Screen
PS0001 & PS0003 Page Example
Conversion Validation Due Date

The Validation Results and Feedback are due NO LATER THAN on the last day of the Data Validation Period. It is strongly recommended that issues are reported EARLY in the validation period and are not held until the end of the period. Validation Results and Feedback are for reporting closure of the college's validation activities for the conversion cycle. To view a list of the validation periods please refer to the timeline topic in the Data Validation Overview - Getting Started Guide.

Getting Help

Questions about the conversion or conversion validation work can be directed to:

HCM Functional Analyst: Jameeka Hill jhill@sbctc.edu

HCM Project Manager: Sanjiv Bhagat sbhagat@sbctc.edu

Conversion Detail Information

Bio Demo Validation must be completed, prior to the Job/Position Data Validation. Please refer to HCM Bio Demo Validation Guide on the Canvas Website for instructions.

PeopleSoft has been populated with Job and Employment data which has been extracted via conversion activity referred to as C-036, C-041, C-048, and C-044. The chart below identifies the legacy data that will populate some of the specified PeopleSoft Job/Employment fields

PeopleSoft Field PeopleSoft Field Description Legacy Source System Legacy Source Record Legacy Extract Value / Source Field
EMPLID Empl ID or ID EMP EMP-JOB-D EMP-ID
EMPL_RCD Empl Record EMP
EMP-JOB-D
EMP-JOB-NUM
EFFDT Effective Date EMP
EMP-JOB-D
JOB-BEG

Personnel Action Date EMP
EMP-HIST-D PERSL-ACTN-DATE

Separation Date EMP
EMP-M, EMP-JOB-D
SEPR-DATE, JOB-END

Job Status N/A EMP-M, EMP-JOB-D JOB-STAT-DATE
DEPID  Department EMP
EMP-M, EMP-JOB-D JOB-DEPT, HOME-DEPT
JOBCODE Job Code EMP
EMP-JOB-D
JOB-CLASS
POSITION_NBR Position Number EMP
EMP-JOB-D
POS-NUM
SUPERVISOR_ID Supervisor ID TBL5N/A SUPER-TBL-M SUPER-ID
HR_STATUS HR Status EMP

"A" -Active OR "I" -Inactive
EMPL_STATUS Payroll Status
EMP-JOB-D EMP-JOB-STAT
ACTION Action

"HIR", "PAY", "TER", "RET", "LOA", "PLA", or "DTA"
ACTION_DT Action Date

JOB-BEG, PERSL-ACTN-DATE, SEPR-DATE, or CURRENT DATE
ACTION REASON Reason Code EMP

"NPS", "SPG", RES" & more, "CNV"
SHIFT Regular Shift EMP
EMP-JOB-D
"2" OR < blank >
REG_TEMP Regular / Temporary EMP
EMP-M PERM-TEMP-IND
FULL_PART_TIME Full / Part Time EMP
EMP-M FULL-PART-IND
COMPANY Company TBL5 INSTIT-PARM-M INSTIT-VALUE
EMPL_CLASS Employee Classification TBL5 JOB-CLASS-TBL-M CLA, EXP, FAC, HRY, PAR, PTF, STU, SUP, VOL
SAL_ADMIN_PLAN Salary Administration Plan TBL5 JOB-CLASS-TBL-M PAY-SCALE
GRADE Salary Grade TBL5 JOB-CLASS-TBL-M PAY-RANGE
GRADE_ENTRY_DT Grade Entry Date EMP
EMP-HIST-D PERSL-ACTN-DATE
STEP Step EMP
EMP-JOB-D PAY-SCALE-STEP
STEP_ENTRY_DT Step Entry Date EMP
EMP-HIST-D PERSL-ACTN-DATE
BUSINESS_UNIT Business Unit EMP
EMP-M, EMP-JOB-D JOB-CAMPUS
FLSA_STATUS FLSA Status TBL5 JOB-CLASS-TBL-M M, N, P, X
UNION_CD Union Code N/A JOB-CLASS-TBL-M BARGAIN-UNIT
UNION_SENIORITY_DT Union Seniority Date N/A EMP-BENE-D SENIORITY-DATE
GP_PAYGROUP Pay Group TBL5, EMP JOB-CLASS-TBL-M, EMP-JOB-D JOB-LEAVE-IND, EMP-TYP, PAY-CYCLE
FTE FTE EMP
EMP-JOB-D JOB-PCT-FULL
Conversion Background

For this cycle of conversion there is a high volume of fields to validate. It is recommended that validators focus primarily on the following areas:

  • Workforce Administration  Job Data
    • Department
    • Job Code
    • Shift/Full & Part-Time Status
    • Pay Group
    • Salary Plan/Grade/Step
    • Compensation/Frequency (Pay Cycle)
    • Seniority
Known Conversion Issues
  • Any employees hired into PPMS before the date of the Legacy snapshot will not be included in the data results for this cycle.
  • Any employee who does not have a an Active Job Record in PPMS within the current calendar year will not be converted during this cycle.
  • The sequencing in PeopleSoft starts with the #0; therefore, if an employee has more than one Empl Record (Job), the first job will be #0 and the second will be #1 and so on.
Minimum Validation Requirements

Data validatiors should review 100% of their converted records very closely, while making sure that most of the remaining population is correct at a glance.

Though not required, it’s recommended that the employees validated are made up of different groups (e.g. Classified Staff, Part Time Faculty, Faculty, and Exempt). Known exceptions to rules are also good to include in this kind of early stage validation.

Conversion Validation Steps
Prepare The PeopleSoft Screens
  1. The project team has created queries specific to the areas in which validation is required. Start by navigating to the Query Viewer page: NavBar > Navigator > Reporting Tools > Query > Query Viewer
Query Viewer Page Example
  1. Click New Window in the upper right hand corner
  2. Click the Home button (it looks like a house and is located above the Help button in the upper right hand corner)
  3. At this point there should be two browser windows open, one with the Query Viewer, and one with the Personal Information page
Run The Validation Queries And Compare To Legacy
  1. In the Query Viewer window, click the drop down box next to Search By and select Folder Name. In the box next to “begins with”, type VALIDATION and click the Search button.
  2. The following queries should appear:
    • CTC_VALIDATE_JOB_DATA shows all Job Data fields relevant for this validation cycle
Query Viewer With Results Example
  1. Click “Run to Excel” on any of the queries to run the query in a new window. This will allow sorting and filter capabilities. Make sure the pop up blocker in your browser is not blocking the ability to run the query.
  2. After selecting a query to run, use the magnifying glass in the query window to select a viable Company code from the table (or type in your college number), and Click “View Results” to display the Excel file output. It is best practice to Save the Excel file to avoid having to run it multiple times.

Note: IF THE QUERY IS TOO LARGE:

There may be a message stating that the “Query Results are too large…”, in order to obtain the full query results the query will need to be scheduled to run.

To schedule a query click on the “Schedule” link associated with the selected query:

Schedule Link Highlighted Example

The first 2 fields are defaulted and no changes are needed. The Run Control ID field will need to be populated. For the purposes of scheduling a validation query, please enter 1 in this field then click on the “Add” button.

Query Company Page Example

This will provide the prompt values used by the query. In this example the query the prompts will be for Company (140 for Clark, 890 for State Board, etc.). Click the OK button once the desired value has been entered.

Schedule Query Page Example

Verify that the prompt values are correct. If you need to update the values, you can click on the “Update Parameters” hyperlink and change the values as needed. If values are correct, click on the Apply button.

Process Scheduler Page Example

Click OK to run the query.

Schedule Query Page Example

Click on the Process Monitor hyperlink to monitor the status of the process running. Press Refresh occasionally until the Run Status is "Success" and the Distribution Status is "Posted."

Process Detail Page Example

Once the Run Status is “Success” and the Distribution Status is “Posted”, click on the Details hyperlink.

Process Detail Page Example

Click on the View Log/Trace hyperlink.

View Log/Trace Page Example
Work Location Tab (Query: CTC_VALIDATE_JOB_DATA)

For the Work Location results in PeopleSoft, some values on on this tab should be compared to Legacy fields that can be found on screen PS0002.

PS0002 Page Example

To view an employee’s Work Location Information (Department, Position #, Status, etc.) in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Administration > Job Information > Job Data

  1. Enter the Empl ID (from the query) into the Empl ID field
  2. Click the Include History box
  3. Click the Search Button and the results be displayed (the Work Location Tab will display)
    • The page will display any effective dated rows for the data associated with the ID
Work Location Tab Example
Job Information Tab (Query CTC_VALIDATE_JOB_DATA)

For the Job Information results in PeopleSoft, some values on this tab should be compared to Legacy fields that can be found on screen PS0002.

PS0002 Page Example

To view an employee’s Job Details (Job Code, Supervisor, FTE, Work Period, etc.) in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Administration > Job Information > Job Data

1. Enter the Empl ID (from the query) into the Empl ID field

2. Click the Include History box

3. Click the Search Button

4. Click the Job Information Tab

Job Information Tab Example
Job Labor Tab (Query CTC_VALIDATE_JOB_DATA)

For the Job Labor results in PeopleSoft, some values on this tab should be compared to Legacy fields that can be found on screen PS0001.

PS0001 Page Example

To view the assigned Union Code and Seniority Date in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Administration > Job Information > Job Data

1. Enter the Empl ID (from the query) into the Empl ID field

2. Click the Include History box

3. Click the Search Button

4. Click the Job Labor Tab

Job Labor Tab Example
Payroll Tab (Query CTC_VALIDATE_JOB_DATA)

For the Payroll assignment results in PeopleSoft, some values on this tab should be compared to Legacy fields that can be found on screen PS0001.

PS0001 Page Example

To view an employee’s Payroll Assignment Information (i.e. Pay Group, Employee Type, etc.) in PeopleSoft use the following navigation in the new window:

NavBar > Navigator > Workforce Administration > Job Information > Job Data

1. Enter the Empl ID (from the query) into the Empl ID field

2. Click the Include History box

3. Click the Search Button

4. Click the Payroll Tab; review the following:

Payroll System

Absence System

PayGroup

Pay Type

Tax Location Code

Absence System Pay Group

Payroll Tab Example
Salary Plan Tab (Query CTC_VALIDATE_JOB_DATA)

For the Salary Plan information results in PeopleSoft, some values on this tab should be compared to Legacy fields that can be found on screen PS0002.

PS0002 Page Example

To view an employee’s Salary Information in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Administration > Job Information > Job Data

1. Enter the Empl ID (from the query) into the Empl ID field

2. Click the Include History box

3. Click the Search Button

4. Click the Salary Plan Tab; review the following:

Salary Admin Plan

Grade

Step

Salary Plan Tab Example
Compensation Tab (Query CTC_VALIDATE_JOB_DATA)

For the Compensation results in PeopleSoft, some values on this tab should be compared to Legacy fields that can be found on screen PS0003.

PS0003 Page Example

To view an employee’s Compensation Information in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Administration > Job Information > Job Data

1. Enter the Empl ID (from the query) into the Empl ID field

2. Click the Include History box

3. Click the Search Button

4. Click the Compensation Tab, review the following

Pay Rate Code

Comp Rate

Frequency (Pay Cycle/Payment Term)

Compensation Rate

Compensation Tab Example
CTC Job Data Tab (Query CTC_VALIDATE_JOB_DATA)

The CTC_Job Data information was extracted via conversion activity referred to as C-036 and consisted of the mapping of extracted leave accrual and probationary data to PeopleSoft values is identified on the the table below which includes the PeopleSoft field and the source field from legacy.

PeopleSoft Field PeopleSoft Field Description Legacy Source System Legacy Source Record Legacy Extract Value / Source Field
CTC_LV_ACCRL_DT Leave Accrual Date EMP EMP-BENE-D LEAVE-ACCR-DATE
CTC_LEAVE_MAX_MO Leave Maximum Month EMP
EMP-BENE-D LEAVE-MAX-MO
CTC_JOB_TERM Job Term EMP
EMP-JOB-D JOB-TERM
CTC_EMP_JOB_TYPE Job Emp Type EMP
EMP-JOB-D
EMP-JOB-TYP
CTC_PROBATION_DT Probation End Date EMP
EMP-JOB-D
PROB-END-DATE
CTC_CONTRACT_UNITS Contract Units EMP
EMP-JOB-D
CON-UNIT
CTC_DRS_CALENDAR DRS Calendar EMP
EMP-JOB-D
CAL-CD
CTC_CNTRCT_BGN_DT Begin Dt EMP
EMP-JOB-D
JOB-BEG
CTC_CNTRCT_END_DT End Dt EMP
EMP-JOB-D
JOB-END
CTC_UNION_MEMBER Union Member

"Y" or "N"
CTC_OFM_BARG_UNIT OFM Bargaining Unit EMP
EMP-MISC-D EMP-MISC-VAL

Results from this section can be found on the custom tab in PeopleSoft, CTC JOB DATA. Some values on this tab should be compared to Legacy fields that can be found on screen PS0001 (and PS0002).

PS0001 Page Example

To view the additional Job related information (i.e. leave max month, contrat begin/end dates, etc.) in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Administration > Job Information > Job Data

1. Enter the Empl ID (from the query) into the Empl ID field

2. Click the Include History box

3. Click the Search Button

4. Click the CTC Job Data Tab, review the following

Leave Accrual Date

Leave Maximum Month

Job Term

Job Emp Type

CTC Job Data Tab Example
CTC_EARNINGS Distribution Tab (Query CTC_VALIDATE_JOB_DATA)

The CTC Earnings Distribution data was extracted via conversion activity referred to as C-036 and consisted of the mapping of extracted data to PeopleSoft values which are identified on the the table below and include the PeopleSoft field and the source field from legacy.

PeopleSoft Field PeopleSoft Field Description Legacy Source System Legacy Source Record Legacy Extract Value / Source Field
ERNCD Earnings Code EMP JOB-ACCT-D EARN-TYP
ACCT_CD Combination Code EMP, TBL1 FND-APPR-INFO-M and JOB-ACCT-D FND, APPR, PAYR-ACCT
DIST_PCT Percent of Distribution EMP JOB-ACCT-D ACCT-PCT-FULL

For the Earnings Distribution related results in PeopleSoft, some values on this tab should be compared to Legacy fields that can be found on screen PS0003.

PS0003 Page Example

To view an employee’s Earnings Distribution Information in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Administration > Job Information > Job Data

1. Enter the Empl ID (from the query) into the Empl ID field

2. Click the Include History box

3. Click the Search Button

4. Click the CTC_EARNINGS DISTRIBUTION Tab at the bottom of the page, review the following:

Earnings Code

Combination Code

Percent of Distribution

CTC Earnings Distribution Tab Example
Seniority Information Tab (Query CTC_VALIDATE_JOB_DATA)

The Seniority Data was extracted via conversion activity referred to as C-036 and consisted of the mapping of extracted data to PeopleSoft values which are identified on the the following table and include the PeopleSoft field and the source field from legacy.

PeopleSoft Field PeopleSoft Field Description Legacy Source System Legacy Source Record Legacy Extract Value / Source Field
CMPNY_SENIORITY_DT Company Seniority Date EMP EMP-M EMPL-DATE
SERVICE_DT Service Date EMP EMP-BENE-D SENIORITY DATE
SENIORITY_PAY_DT Seniority Pay Calc Date EMP EMP-M EMPL-DATE

For the Seniority/Employment related results in PeopleSoft, some values on this tab should be compared to Legacy fields that can be found on screen PS0001.

PS0001 Page Example

To view an employee’s Seniority/Employment History Information in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Administration > Job Information > Job Data

  1. Enter the Empl ID (from the query) into the Empl ID field
  2. Click the Include History box
  3. Click the Search Button
  4. Click the Employment Information Tab/Link at the bottom of the page, review the following:

Original Start Date

Last Start Date

Company Seniority Date

Benefits Service Date

Employment Information Tab Example
Benefits Program Participation Tab (Query CTC_VALIDATE_JOB_DATA)

For the Benefit Eligibility results in PeopleSoft, some values on this tab should be compared to Legacy fields that can be found on screen PS0001.

PS0001 Page Example

To view an employee’s Benefits Eligibility Information in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Administration > Job Information > Job Data

1. Enter the Empl ID (from the query) into the Empl ID field

2. Click the Include History box

3. Click the Search Button

4. Click the Benefits Program Participation Tab/Link at the bottom of the page, review the following:

Benefit Record #

Effective Date (Benefit Program Participation Details)

Benefit Program

Benefits Program Participation Tab Example
Submitting Data Validation Results

College Data Validation SMEs will communicate any conversion issues  they encounter during their data validation via the Oracle Test Manager  (OTM) application. The ctcLink Testing Team will provide OTM   orientation materials before the data validation period for any College  Data Validation SMEs who are not familiar with the tool.  Please refer  to the  Data Validation Overview - Reporting Issues guide for more information on using OTM.

When logging a new issue in OTM related to data being validated  through this guide, remember to use the following values for these  specific required fields in your issue entry under the project tied to this Deployment Group and Data Validation Cycle.

  • Summary: (Provide a title for the issue discovered)
  • Assigned To: Jameeka Hill
  • Status: (Leave as NEW)
  • College or Location : (Specify the college or district)
  • Priority: (Leave blank - not used)

 

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