Conversion testing includes the following areas:

• Employee Bio/Demo  Person Information
• Employee Bio/Demo  Citizenship and Birth Country
• Employee Bio/Demo  Visa
• Employee Bio/Demo  Disability data
• Employee Emergency Contacts

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.

Questions regarding the data validation activities can be directed to the Functional Analyst or HCM Project Manager.

When reviewing Bio/Demo data it is important to have a basic understanding of the trumping logic of the various systems that are contributing to the PeopleSoft record. There are five data sources for Personal Information

1. Current PeopleSoft record
2. Legacy PPMS (Human Resources System)
3. Legacy FAM (Student Financial Aid Data)
4. Legacy SMS (Student Data)
5. Legacy FMS (Student Financial Data)

If an active PeopleSoft record exists with active payroll, the PeopleSoft record will not be changed by the converting college. If a PeopleSoft student record exists with no active PeopleSoft employee data but includes current student enrollment the record coming in from the converting college will be evaluated for active payroll at the converting college, if no active payroll data exists then the PeopleSoft bio/demo record will not be changed by incoming bio/demo information.

When no existing PeopleSoft record is found, the incoming record will be based on the four legacy systems only. An active employee record with active payroll will take priority during conversion. If no employee record exists, the student record is evaluated pulling personal information first from FAM, then SMS and finally FMS based on the most recent activity from each of these systems.

The bio/demo trumping order within a deployment group is based on which college is loaded first and where the employee was paid most recently. Then, the trumping order will be based on which deployment sub-group (A, B or C) a college ends up in, as thereafter it is whether the record exists within the ctcLink system or not.

When validating data it can be difficult to determine the source of the records, there are a few indicators that give clues to the source of the data

1. If the ID number starts with a 1, the source was from a converting college HCM system or created in the PeopleSoft human resource system.
2. Make sure to use “Include history” mode on pages where available and look for data with multiple rows. When you are in history mode you can look at the top right corner of the data box for a “View All” or “1 of 2” page viewer to review prior effective dated data. Fields with previous effective dated rows were existing in PeopleSoft and may or may not have been updated with converting data.
3. Data with a 01/02/1901 effective date typically indicate a record that was existing in PeopleSoft and was updated by conversion, see section 3.1.3 for more details on effective dating. ......................................................................................................................................................

When searching for matching records in PeopleSoft the system uses various data elements in combination to determine if the record is a match to an existing person record. The following list is the field combinations and order in which the system is searching for a matching record. If no match is found based on this set of parameters, a new Person ID is created for that record.

1. National ID (SSN) + Birthdate
2. External ID + Birthdate
3. National ID (SSN) + First Name (first 3 characters)
4. External ID + First Name (first 3 characters)
5. Address + Last Name + Birthdate + Gender
6. Last Name + First Name + Birthdate + Gender
7. No Match Found

For new records being created in PeopleSoft, the following Person Information records will create effective dated rows using the date of 01/01/1901:

• NAMES
• BIOGRAPHICAL HISTORY (Gender, Highest Education Level, Marital Status)
• ADDRESSES

The Biographical History in PeopleSoft will have an effective date of 1/1/1901. In some cases there may be an effective date which is equivalent to the birthdate plus one day.

The Address Type will be Home and should have an effective date of 1/1/1901.

The format for birthdates in Legacy is MM/DD/YY. There are a few employees whose birthdates are within the 1920s (Ex: 2/1/23); based on the conversion logic the system will automatically default the century to a future century 2023 and will not be converted. These individuals will need to be manually entered into PeopleSoft if applicable.

• Some Employees and Volunteers in the Legacy System do not have a birthdate entry. These individuals will need to be manually entered into PeopleSoft, if applicable.
• The Effective Date in the Biographical History section will be 1 or 2 days after the birthdate.
• Employees without a valid Date of Birth (DOB) in legacy will be converted with a “(blank)” DOB in PeopleSoft.
• Employees without a gender designation will be converted as “Unknown” in PeopleSoft.
• Employees without a valid SSN will not be converted.

If Bio/Demo does not match PPMS:

When available, review the Effective date of the PeopleSoft data to help determine if this record existed previous to conversion activity

• Names
  • In order to load an employee record into PeopleSoft, it must contain both a first and last name. Records that do not have both a first and last name will not be loaded into Peoplesoft.
    • For any employee that does not have a last name in the legacy system, refer to the Data Cleanup document on the Canvas page.
    • If there are extra spaces between names the conversion may convert a blank for that name field
• Address
  • If a Legacy student has quotation marks (“) in their legacy address, this will not show in PeopleSoft
    • This data does not need to be fixed in Legacy
  • Extra spaces in the address field can cause part of the address to not convert
  • Currently we only convert county data for Washington. We are looking at converting the County field for Oregon addresses using a crosswalk but this will not be available for Cycle 1.
• Email Address
  • The email address is required for all employees. For employees the work email address should be the “Business” type and should be in the format of [email protected].

Bio/Demo Data Cleanup

Since ctcLink (PeopleSoft) is an integrated system, an employee must have a Personal record in order for a Job Data record to exist within the system. If there were errors within the PPMS fields, related to Bio Demo data, the individual was not converted successfully into Personal Information in PeopleSoft and a record will not exist for that individual.

For additional information regarding legacy clean up please refer to the Legacy (PPMS) Data Cleanup Information on Canvas, https://sbctc.instructure.com/courses/1620486/pages/dg3-hcm-bio-slash-demo-conversion-validation

The conversion dashboards for each college can be found on the cDR in the Restricted Files folder. Please contact your college Project Manager for the password to access your college’s files.

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

Compare the following employee Bio/Demo data between PeopleSoft and Legacy:

• Name
• Date of Birth
• Gender
• Marital Status
• Education Level
• National ID (ex. SSN)
• Address
• Phone Number
• Email Address
• Ethnicity
• Veterans Status (this is also where the Veteran Disability is stored)  

The project team has created queries specific to the areas in which validation is required.

1. Navigate to the Query Viewer page: NavBar > Navigator > Reporting Tools > Query > Query Viewer
2. Click New Window in the upper right hand corner 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

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_PERS_INFO shows all Personal Information (Name, birthdate, contact information, etc.)
   • CTC_VALIDATE_EMERG_CNT shows all Emergency Contact Information (Contact Name, Phone #, etc.)
   • CTC_VALIDATE_CITIZ shows the Citizenship Status
   • CTC_VALIDATE_VISA shows specifically assigned Visa Types (i.e. Passport), if applicable
   • CTC_VALIDATE_DISABILITY shows the Disability Status of an employee, if applicable
3. 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.
4. 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.

There are no known issues for Citizenship data.

It is suggested that any issues identified in this conversion cycle are resolved to be excluded from future conversion cycles.

Colleges should use the supplemental file they provided for Citizenship and select approximately 50 percent of the records to validate that Citizenship status was populated as expected in PeopleSoft.

There are no known issues with Visa/Permit data.

It is suggested that any issues identified in this conversion cycle are resolved to be excluded in future conversion cycles.

Colleges should use the provided query and select a minimum of 50 records to validate that Visa/Permit status was populated as expected in PeopleSoft.

There are no known issues with Disability data.

It is suggested that any issues identified in this conversion cycle are resolved to be excluded in future conversion cycles.

Colleges should use the provided queries and select a minimum of 50 records to validate that disability data was populated as expected in PeopleSoft.

There are no known issues with Emergency Contacts.

It is suggested that any issues identified in this conversion cycle are resolved to be excluded in future conversion cycles.

Colleges should use the provided query and select a minimum of 50 percent of the records to validate that emergency contact information was populated as expected in PeopleSoft.