HCM - Data Validation - Workforce Development

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
Workforce Development Conversion Summary

This conversion cycle consists of Education and Tenure Data which includes but is not limited to:

  • Degree
  • Tenure

These records can be validated using the same criteria as used in the Employment/Job Data validation to ensure that employee Degree and Tenure Information has been accurately converted from Legacy to PeopleSoft.

There are multiple fields and screens within the Legacy system that are being converted 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
  • PS0004 Personal Information Screen
PS0001/PS0004 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 strong 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 sbaghat@sbctc.edu

 

Conversion Detail Information

This is the best opportunity to identify large issues and correct for them so that future cycles may be used to comb through more specific user data.

Bio Demo and the Job/Position Data Validation tasks must be completed, prior to the Education and Tenure Data Validation. Please refer to the following instructions on the ctcLink Canvas Website.

HCM Bio Demo Validation Guide

Job/Position Data Validation

Common Conversion Issues
  • Any employees hired into PPMS before the date of the Legacy snapshot will not be included in the data results for the current cycle.
  • Since ctcLink (PeopleSoft) is an integrated system, an employee must have a record in Job Data in order for the Faculty Events and/or Profile Management record to exist within the system. If an employee coming in from PPMS was not converted successfully into Job Data, there will be no Tenure and/or Degree record.
  • Both the Educ Level and Educ Level Yr fields must be populated on screen PS0004 in order for the Degree information to convert to ctcLink
  • Tenure will not convert if the TENURE IND and TENURE DATE fields are blank on screen PS0001
Minimum Validation Requirements

Data validatiors should review 50% of their converted records very closely, while making sure that most of the remaining population is correct at a glance.

Conversion Validation Steps
Prepare The PeopleSoft Screens

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

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.

The following queries should appear:

  • CTC_VALIDATE_TENURE shows all Faculty Tenure Status information
  • CTC_VALIDATE_PERSON_DEGREE shows employee education details from the Person Profile
Query Viewer Results Example

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.

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.

Faculty Events (Query CTC_VALIDATE_TENURE)

The Tenure data was extracted via conversion activity referred to as C-036 and consisted of the following: The mapping of extracted Tenure data to PeopleSoft values is identified on the attached document which identifies 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
EMPLID Empl ID EMP EMP-M EMP-ID
EG_TRACK_HIRE_DT Tenure Track Start Date EMP EMP-M, EMP-BENE-D TENURE-DATE - 3 Years or EMPL-DATE
EG_ACADEMIC_RANK Academic Rank TBL5 JOB-CLASS-TBL-M ACAD-RANK
TENURE_STATUS Tenure Status EMP EMP-BENE-D TENURE-IND
EG_RNK_CHG_DT Change Date EMP ENMP-M EMPL-DATE
EG_ADJ_RSN1 Change Reason

O - Other
EG_ORIG_TRACK_DT Original Tenure Track Start Dt EMP EMP-M, EMP-BENE-D TENURE-DATE - 3 Years or EMPL-DATE
EG_TENURE_HOME Tenure Home Organization EMP EMP-M HOME-DEPT

For the Tenure results in PeopleSoft, the key values on this should be compared to Legacy fields that can be found on screen PS0001.

PS0001 Example

To view Tenure Tracking Records in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Development > Faculty Events > Calculate Tenure > Create Tenure Data

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

2. Click the Search Button and the results be displayed

  • Faculty Events
    • Tenure Status
    • Track Start Date
    • Change Reason
    • Original Track Start Date
    • Tenure Home (Dept)
    • Granted Date
Tenure Data Tab Example
Profile Managment (Query CTC_VALIDATE_PERSON_DEGREE)

The Degree data was extracted via conversion activity referred to as C-045 and consisted of the following: The mapping of extracted Degree data to PeopleSoft values is identified on the attached document which identifies 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
EMPLID Empl ID EMP EMP-M EMP-ID
EFFDT Effective Date EMP-EDUC-D
EMP-M
EMP-EDUC-D HI-EDUC-YR
EDUC-LV-YR
JPM_CAT_TYPE Content Type N/A
"DEG"
JPM_CAT_ITEM_ID Content Item ID EMP-EDUC-D
EMP-M
EMP-EDUC-D
EDUC-LVL
HI-EDUC-LVL
SCHOOL_CODE School Code N/A
< blank >
SCHOOL_DESCR School Description EMP EMP-EDUC-D
EDUC-INSTIT
MAJOR_CODE Major Code EMP EMP-EDUC-D
CIP
MAJOR_DESCR Major Description TBL3 CIP-M CIP-TITLE
JPM_MINOR_CD Minor Code N/A
< blank >
MINOR_DESCR Minor Description N/A
< blank >
JPM_INTEGER_2 User Integer (2) EMP EMP-EDUC-D
EMP-M
EDUC-LVL-YR
HI-EDUC-YR

For the Education/Degree results in PeopleSoft, some values on each of the tabs should be compared to Legacy fields that can be found on screen PS0004.

PS0004 Example

To view Degree Information in PeopleSoft use the following navigation in the new window: NavBar > Navigator > Workforce Development > Profile Management > Profiles > Person Profiles

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 Education Tab

  • Education / Degrees
Person Profile Page 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

Also, upon completion of data validation, please ensure feedback has been logged in OTM.

  • Pillar: HCM
  • Assigned To: Jameeka Hill
  • Project:
  • Conversion Effort: HCM Job/Position Data

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