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News and announcements regarding PeopleSoft HCM (Human Capital Management) and PeopleSoft Finance.

Job Data Setup Workshops on 05/01/18 and 05/04/18 – SEATS AVAILABLE

posted by Peyri Herrera

Workshop Dates

The CRC is offering two “Job Data Setup” Workshops in May 2018. Two dates are available (pick one):
  • Tuesday, May 1, 2018 at SDCOE LL3-4 from 9:00 am - 12:30 pm – Please plan to park and sign-in by 8:55 am 
  • Friday, May 4, 2018 at SDCOE LL3-4 from 9:00 am - 12:30 pm – Please plan to park and sign-in by 8:55 am 

Why Attend?

  • To look at the way your Job Data records are set up (we will refer to the new Sample Setups guide
  • Obtain refresher information presented in the HR3 course 
  • Learn (or be reminded of) important/critical areas, such as duplicates entered in the system, primary/secondary jobs 


  • Watch the April 2018 Third Thursday Demo (52 min) before the workshop 
  • Complete a worksheet that you will bring to the workshop (worksheet will be emailed to you 1 week prior to your workshop date) 

How to Register

Use Go Sign Me Up at and search for “job data.” Register for one workshop only. NOTE: If you are asked to select a certificate to view the site, click the X at the top right of the box that pops up to close it (instead of clicking OK or Cancel). This will allow you to proceed. For assistance with GSMU or to be set up as a GSMU Supervisor, please contact Lori Free-Trout at

Job Data Sample Setups Guide now available

posted by Peyri Herrera


Job Data Sample Setups Guide v1.0.pdf is now available. This guide contains sample set-ups for the most common employee types in PeopleSoft. Based on user feedback from the Third Thursday Demo, we are making some additions to the guide and will post v1.1 in the near future. Please look for updated versions on the Guides & Job Aids page in the “HR - Other” section.

Reasons to use this guide:
  • For Training Purposes 
    • To get the “CliffsNotes” version of the HR3 guide. IMPORTANT: Remember that this is to supplement the HR3 guide, not replace it. 
    • To cross-train and instruct others with it; or, if Job Data is not your primary responsibility, use it to understand which fields are required. 
  • For Checking Your Work 
    • To confirm employees are set up correctly. 
  • For Troubleshooting 
    • To investigate errors that show on reports (Pay Calc Error Report, Data Entry Audit Report). 
    • To perform troubleshooting before you submit a HEAT ticket. 
NOTE: Even if you are not in HR and/or do not enter information in Job Data, you might find this guide useful for understanding how Job Data fields impact other areas of HCM (Benefits, Time & Labor, Absence Management, Payroll, etc.).

Suggested activities:
  1. For each employee type in the guide, identify an employee who has been paid correctly.

  2. Using the employees found in #1, fill in your own values throughout the guide. Examples: Make notes next to fields, include sample values, cross out items your district doesn’t use, circle things your district does use.

  3. Print the checklists for each employee type as your “quick reference” to keep at your desk.

  4. Run the Data Entry Audit Query then use this guide to review setups.

April 2018 Job Data Sample Setups “Third Thursday Demo” available for playback

posted by Peyri Herrera

The recorded Third Thursday demo of Job Data Sample Setups is now posted on the Third Thursday page. For your convenience, below are the links to the demo and presentation. This is a walk-thru and explanation of the Job Data Sample Setups guide, which contains checklists, color-coded screenshots, and field information for various types of employees. We demo how to use the guide for the purpose of verifying a setup for a teacher and provide a "challenge question" to see if you can use the checklist to review a setup. We also provide suggestions on how to implement this guide.

Job Data Sample Setups
Demo (52 min) | PowerPoint Slides

Brief network interruption affecting PeopleSoft access tomorrow morning, Tues, 04/24/18 between 5:00-5:30 am

posted by Peyri Herrera

We wanted to make you aware of a brief 30-second network interruption affecting PeopleSoft access tomorrow, Tuesday, April 24, 2018 between 5:00-5:30 am. This will allow for some necessary network maintenance regarding our connection to PeopleSoft.

April 2018 Payroll Distribution Status 1 of 3 – PEDR AVAILABLE

posted Apr 20, 2018, 9:26 AM by Barbara Thiss

On Thursday, April 19, 2018, we sent an announcement asking you to hold off running PEDR reports until notified. This is a follow-up message. The Payroll expense distribution process is now complete. You can now run PEDR reports.

Please wait until the encumbrance calculation has finished before running an extract that includes encumbrances. The CRC will notify you when this is ready when Status 3 of 3 is sent.

Payroll Distribution Status 1

You are no longer locked out of HCM/ESS (04/19/18)

posted Apr 19, 2018, 10:43 AM by Barbara Thiss

You are no longer locked out of HCM and ESS. The Payroll distribution process is not yet complete. Please hold off on running PEDR reports until notified.

Third Thursday “Job Data Sample Setups” demo tomorrow at 10:00 am – REMINDER

posted Apr 18, 2018, 5:57 PM by Peyri Herrera

As a reminder, the CRC is publishing a new guide called Job Data Sample Setups tomorrow, April 19, 2018.

Tomorrow’s April 2018 Third Thursday Demo at 10:00 am is also titled Job Data Sample Setups. It is a walk-thru and explanation of the new guide, which contains checklists, color-coded screenshots, and field information for various types of employees. During the demo we will:
  • Explain the contents of the guide and how to use it (the checklists and screenshots) 
  • Review how it can benefit you and your organization 
  • Demo how to use the guide for the purpose of verifying a setup for a teacher (Certificated – Salaried) 
  • Give you a “challenge question” to see if you can use the checklist to review a setup 
The following 12 organizations have registered for the demo (the # in parentheses is the number of registrations): Escondido High (2), Escondido Elementary (1), Fallbrook Elementary (1), Grossmont (2), Julian High (1), Oceanside (2), Ramona (3), San Dieguito (1), San Marcos (4), Santee (2), SDCOE (3), and South Bay (3).

To register, please see the announcement sent on April 10.

Related announcement: Job Data Sample Setups – New guide, April 2018 demo, and May 2018 workshops (posted April 10, 2018)

All users will be locked out of PeopleSoft HCM and Employee Self-Service (ESS) on Wed, 04/18/18 at 5:00 pm

posted Apr 18, 2018, 1:16 PM by Barbara Thiss

At 5:00 pm tonight, Wednesday, April 18, 2018, all users' access to PeopleSoft HCM and ESS (Employee Self-Service) will be removed until payroll is confirmed, typically through the middle of the next day. This means you will not be able to access HCM or ESS during this time. You will have access to the system once payroll is confirmed. We will notify your organization's PeopleSoft HCM contacts when access has been returned.

Maximum of ‘300’ hours per day for the Hourly (HRLY) Time Reporting Code on the Timesheet effective 05/01/18

posted Apr 16, 2018, 11:55 AM by Peyri Herrera

Recently we have observed key punch errors on the Timesheet such as entering the combo code and/or accidentally entering more zeroes than intended in the Quantity Field. If these errors go unnoticed during audits, they cause either the time not to be paid to the employees or overpayment to the employees due to excessive quantity. In an effort to help districts to catch these entry errors from processing into payable time, we have established a maximum of ‘300’ hours per day for the Hourly (HRLY) Time Reporting Code. This update will help catch keypunch mistakes early and allow for an immediate fix of the entry. This maximum will be effective Tuesday, May 1, 2018 and will not impact previous entries.

When submitting an entry over 300, the system will yield an error message and not allow submission of the entry until resolved. Previously the HRLY TRC would yield a low level exception or soft warning, which if ignored would still process the entry into payable time causing paycheck issues if the error is not discovered during audits.


We would like to point out several audit queries at your disposal that we recommend to be run to catch these type of errors.
  • M_PY_EXCESS_GROSS_PAY: Audits paychecks for gross pay over a prompted value.

  • M_TL_PAYABLE_TIME_AUDIT: Audits timesheet for approved values which have processed into payable time.

  • M_TL_REPORTED_TIME_AUDIT: Audits values reported on the timesheet.

Rapid Time Entry Spreadsheet

ACTION: If you use Rapid Time, please download the latest version of the Rapid Time Entry spreadsheet at The TRC tab on the Rapid Time Entry spreadsheet (SDCOE_Rapid_Time_Entry_Template.xlsm) has been updated with changes made to the Hourly (HRLY) Time Reporting Code (TRC).

For assistance or questions, please submit a HEAT Self-Service ticket at

FOR PAYROLL: In preparation for the Final Calc, please run your audit queries and reports to ensure data integrity and, most importantly, that all your employees get paid

posted Apr 16, 2018, 11:54 AM by Peyri Herrera

Here is a list of queries to assist in your audit:
  1. M_PY_CALC_ERROR_MSGS_BY_DIST. This query reflects all employees that had errors generated during the pre-calc process. This query should be run the day of the second pre-calc and day of the final calc. These errors need to be resolved to ensure that your employees get paid. Here is a link to the job aid to resolve these issues: Payroll Error Messages (.xls). Once the Excel file opens, enable editing for cleaner format of the document. Refer to Pay Calc Error Message Clean Up Tips (18 slides) for screenshots and details.

  2. M_DATAENTRY_AUDIT. This query identifies missing records, invalid data combinations, or inaccurate data. All errors identified by this query should be corrected prior to the final calc. Here is a link to the job aid to resolve these issues: Data Entry Audit Error Messages v1.1.pdf.

  3. M_TL_PAYABLE_TIME_AUDIT. This query audits payable time and checks the status of time that is going to be loaded to payroll.

  4. M_HR_MORE_PRIMARY_JOB_FLAG. This query returns employees that have more than one primary job in your organization. 

The queries above and also other suggested audit queries can be found in Monthly Payroll Queries and Reports v3.0.pdf.

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