In order to convert the leave balances from the legacy system to PeopleSoft an employee should exist in PeopleSoft. Which means that the employee should have an active job already created in PeopleSoft system.

In PeopleSoft HCM, a job record cannot exist without a Person Record. The Person Record consists of the Employee ID (Empl ID) (SID in Legacy) and Effective Date, in addition to the personal contact information.

Each person in PeopleSoft should have a unique Empl ID assigned and can have multiple job records. The Absence balances from legacy are transferred to PeopleSoft by mapping their leave balances for every leave type to respective Job records.

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

Conversion validation includes the following areas:

• Leave Balance
  • CSL  Sick Leave Balance
  • VAC  Vacation Leave Balance
  • P/H  Personal Holiday Balance
  • PRL  Personal Leave Balance
  • NSL  Non-Compensable Sick Leave
  • SHL  Student and Hourly Leave

Below is a list of items that are known validation issues:

• Leave Balances in PeopleSoft are always in Hours and not Days.
  • P/H  Personal Holiday and PRL  Personal Leave balances are maintained in some institutions as Days. As part of the Legacy data clean-up the leave balances should be converted into Hours. Users need to check to make sure that all the leave balances are converted with units as Hours.
• No Eligible Job
  • Job record does not exist for the leave balances to be converted. Some Employees Job records were not created in Peoplesoft so the conversion program could not load their leave balances for those Job records. Need to check why the Job records were not created and the issue should be fixed before the next data conversion cycle/Legacy snapshot.

Note: Data Validators are not required to log the issues listed above in the OTM environment unless they require assistance in determining the root cause.

It’s probably a good idea to look at about 20% to 25% of the records  every cycle until all records have been evaluated, and though most have  not changed at this point there should be stand-outs and exceptions  should be paid special attention. It is recommended that the employees leave balances that are validated are made up of different groups (e.g. Classified Staff, Part Time Faculty, Faculty, and Exempt).

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

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. To get to Personal Information follow this navigation: NavBar > Navigator > Global Payroll And Absence Mgmt > Payee Data > Maintain Absences > Review Absence Balances
4. At this point there should be two browser windows open, one with the Query Viewer, and one with the Review Absence Balances page. This is similar to PS0025-002. You will need the report/query results for Empl IDs and Empl Records to use Review Absence Balances.

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 %VAL ABS% and click the Search button.

The following query should appear:

AM_EE_LEAVE_BALANCE_VAL shows all Personal Information (Name, birth date, contact information, etc.)

2. 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.
3. 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”
4. You will receive a prompt to download an Excel file. Save to your desired location and open to review. Use query results in conjunction with data express report from Legacy to perform Validation. Review Absence Balances is only recommended for specific employee spot-checking.