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:
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. We strongly recommend reviewing 100% of converted records very closely, since the Bio Demo and Job data drives the remaining conversion pieces in HCM.
There are multiple fields and screens within the Legacy system that are being referenced for conversion to the PeopleSoft Job Information fields and pages.
The following screens will be needed in Legacy for Bio Demo validation:
- PS0001- Employee Status Screen
- PS0002 Job Status Screen
- PS0003 Job Account Screen
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.
Questions about the conversion or conversion validation work can be directed to:
HCM Project Manager: Sanjiv Bhagat [email protected]
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 |
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
- 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.
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.
- 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
- 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)
- At this point there should be two browser windows open, one with the Query Viewer, and one with the Personal Information page
- 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_JOB_DATA shows all Job Data fields relevant for this validation cycle
- 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. 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:
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.
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.
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.
Click OK to run the query.
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."
Once the Run Status is “Success” and the Distribution Status is “Posted”, click on the Details hyperlink.
Click on the View Log/Trace hyperlink.
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.
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
- Enter the Empl ID (from the query) into the Empl ID field
- Click the Include History box
- 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
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.
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
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.
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
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.
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
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.
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
For the Compensation results in PeopleSoft, some values on this tab should be compared to Legacy fields that can be found on screen PS0003.
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
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).
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
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.
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
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.
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
- Enter the Empl ID (from the query) into the Empl ID field
- Click the Include History box
- Click the Search Button
- 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
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.
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
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: Sanjiv Bhagat
- Status: (Leave as NEW)
- College or Location : (Specify the college or district)
- Priority: (Leave blank - not used)
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