Organization Master Data Setup
After the initial installation settings are done, the first step in configuring the application for an organisation is to Set-Up the Organisational Master Data. This data is also referred as Foundation Data.
The following organizational data will be setup:
- Company
- Business Unit & Set IDs
- Locations
- Departments
- Job Master Data
SetID
With Set ID’s definition it is possible to control what a business unit can access within a table, as they are used to restrict or grant access to different data in a single table thereby allowing table set sharing. In Xyz Company, each LOB (Line of business) maintain separate department, designation etc. SetID will be created for each line of business so that each LOB can view respective data.
Navigation: People Tools >Utilities >Administration> TableSet IDs
Business Units
The Business Units are logical organizational entities, determinant on many control tables, which are a way of tracking specific business information for reporting and for data collection. InXyz Company, business unit will be created for each LOB.
Navigation: Set Up HRMS> Foundation Tables >Organization> Business Unit
Companies
The purpose of the Company table is to define organization’s legal business entities.
In PeopleSoft length of company field is 3 characters.
The Companies are created in Company component, divided in 4 pages
- Company Location
- Default Settings
- Phones
- Rules Definition
Navigation: Set Up HRMS> Foundation Tables >Organization >Company
Company– Location tab
Company is defined with code, the effective date from which it exists, short and long description of the company and the address. It can be associated with the Location, if it was already set up, and the corresponding set ID.
PeopleSoft allows 3 characters for Company code. Also, the EFFDT can be set for all companies as ’01-01-1900’ to avoid any data discrepancies.
Company– Default Settings tab
This page is used to specify default company information, like regulatory region and currency code. The values can be overridden at job level. Payroll for North America will be ignored, as well as the linked fields.
Company– Phones tab:
This page can be used to define the company’s industry (type of industry and industry sector) and the phone numbers of the company, like business, fax, etc.
Company– Rules Definition tab:
This page can be used to define the decimal precision for Full-Time Equivalency, so the purpose is to enter the number of decimal positions that the system will use to calculate FTE. FTE is used for calculating the employees pay on basis of hours worked. This feature will not be required for DB.
Location
The purpose of establishing Locations in PeopleSoft application is to clearly identify physical local place where the employees work.
PeopleSoft Locations would be mapped with the actual Xyz Company office locations. For each location the default holiday-schedule will also be specified.
Navigation: Set Up HRMS >Foundation Tables >Organization > Location
Location – Location Address tab
This page is used to record the Location description, address, phone/Fax, building, floor, country, etc.
Location – Location Profile tab
This page is used to store the location profile information, such as:
- Salary Default – The Setid and Salary plan will be used to default the salary information
- Regulatory Region or Region
- Holiday Schedule – a code defined with the specific holidays of the Location
- Division – linked with the location
Each Line of Business shares the Locations and thus, one setid will be created for each Line of Business. If a location is common for State and Corporate Office or State and Unit Office a different location code will be configured to enable accurate data security. The list of locations will be finalized in Steering.
Sub-Location : The purpose of establishing Sub Locations in PeopleSoft application is to clearly identify physical local place where the employees work.
PeopleSoft Sub Locations would be mapped with the actual Xyz Company
Departments
The Departments are an important definition of the organizational structure. Based on the Department, the Location code, company and manager ID can be defaulted at the worker level. Xyz Company has currently many Departments/Verticals such as Finance and Accounts, HR, Editorial etc. These departments can be mapped to PeopleSoft departments. These departments typically have parent level department or verticals. Each vertical will have respective corporate head, state heads and unit heads.
Navigation: Set Up HRMS> Foundation Tables> Organization> Departments
Departments – Profile
In this page, Manager Type can be used to define the Manager ID or Manager’s Position number of the department. Since Xyz Company has departments centrally organized, thus, this feature will not be used.
The department/verticals in Xyx Company are listed in the table below.
SNO Line of Business Department Code Department Description
1 XXXX0 100 Actuary
2 XXXX0 120 Admn
3 XXXX0 140 Claims
4 XXXX0 160 Corporate
Department Tree
In PeopleSoft, Department tree will be built representing the department level hierarchy. It can also be used for governing the data security access but currently Xyz will use Location based data security access.
Navigation: Tree Manager> Tree Manager
Note: Whenever a new department needs to be added to the system, it should be done through the department tree. It is essential to do this to maintain the integrity between the department table and the department tree.
Job Codes
Xyz Company maintains Designations and Salary grades for an employee. The designation can be mapped to PeopleSoft Job Code. Job Code has standard hours, work period, compensation frequency etc.
Navigation: Set Up HRMS> Foundation Tables>Job Attributes> Job Code Table
Job Family: It categorizes a job code into a more general grouping. For example, a trust analyst and an operations analyst into a job family called Analyst.
The other tabs such as Evaluation Criteria, Market Pay Match, Default and Non-Base Compensation are used mainly for Compensation and will not be configured in DB.
The table below depicts the Static Positions in Xyz company that will be configured in PeopleSoft.
Job Code Description
ACT001 Head and Appointed Actuary
ACT002 Manager – Actuary
ACT003 Acturial Mgr (Analytics)
ACT004 Deputy Manager-Actuary
ACT005 Asst Mgr – Actuary
Currency
Indian Rupees i.e. INR will be the base currency for Xyz Company HRMS system.
Navigation: Set UP HRMS> Foundation Tables >Currency and Market Rates> Currency Code
Salary Plan
Salary Plans define salary components and default values for the components
Navigation: Set Up HRMS > Product Related> Compensation> Base Compensation >Salary Plan
Salary Grade and Step
Xyz Company hires employees in one of the following grades :
Navigation: Set Up HRMS> Product Related> Compensation> Base Compensation> Salary Grade
Set ID Salary Administration Plan Salary Grade Description
XXXX0 S01 AMG Assistant Manager
XXXX0 S01 AVP Associate Vice President
XXXX0 S01 CEO Chief Executive Officer
XXXX0 S01 DCO Deputy CEO
XXXX0 S01 DMG Deputy Manager
XXXX0 S01 EXA Executive Assistant
Salary Grade – Salary Step: One default Salary step will be created for mapping in Job Data
Comp Rate Code
Comp Rate code represents different components of salary such as basic salary, HRA etc.
Navigation: Set Up HRMS> Foundation Tables> Compensation Rules> Rate Code Class Table
Joining Checklist
Employee’s documents such as education details, experience certificate etc. are verified by HR at the time of joining. HR verifies these documents and employee details against a checklist. The same checklist can be configured in PeopleSoft through following pages.
Navigation: Set Up HRMS > Common Definitions> Checklists>Checklist Items
Navigation: Set Up HRMS> Common Definitions> Checklists> Checklist
Action/ Action Reason
During an employee’s life cycle in an organization, various activities such as Promotion, Transfer etc. can happen. To record these events, Personnel action and action reasons can be created in PeopleSoft.
Navigation: Set Up HRMS> Product Related> Workforce Administration >Actions
Navigation: Set Up HRMS> Product Related> Workforce Administration >Action Reasons
Following is the list of Actions that is delivered in PeopleSoft.
S.No. Actions Action Reason
1 Hiring HIR
2 Promotion PRO
3 Transfer XFR
4 Pay Rate Change PAY
5 Data Change DTA
6 Leave of Absence LOA
7 Paid Leave of Absence PLA
8 Rehire REH
9 Retirement RET
10 Termination TDL
Address Type
Different address types such as Home, Business etc. can be defined at Address Type page.
Navigation: Set Up HRMS> Foundation Tables> Personal Address Type
Note: Address type that is not required can be removed.
National ID Type
National ID types such as PAN number, Voter ID Card can be defined here along with display format.
Navigation: Set Up HRMS> Foundation Tables> Personal> National ID Type
Bank
List of banks used across Xyx Company for employee payroll processing can be configured here.
Navigation: Set Up HRMS >Common Definitions> Banking >Banks
Bank – Branch Tab:
In this page, IFSC code can be mapped to Bank Identifier Code. A custom field will be created for MICR code.
Employee Class
Employee Class will be used to differentiate the level of employee – Unit, State or Corporate.
Navigation: Set Up HRMS Product Related Workforce Administration Labor Administration Employee Class
Three Employee Classes will be configured – Unit, State and Corporate Employee. Employee Class will be assigned in the Job Data of the employee.
Content Items
The academic degrees, Responsibilities (For Editorial), Competencies, Honors and awards etc are defined in the following component. The degree is defined as a content type and the various degrees are referred as the content items of content type degree.
Navigation: Set Up HRMS > Product Related >Profile Management> Content Catalog >Content Items
Fugo Consulting 