As of Monday, June 19, 2017, the Effective Date fields now default to blank (rather than the current date) on 6 key screens in HCM. How’s it going for you and your staff? Please email feedback to Peyri Herrera at pherrera@sdcoe.net. We’d love to hear what you think of this change.

On Thursday, June 22, 2017, we sent an announcement asking you to hold off running PEDR reports until notified. This is a follow-up message. The Payroll 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.

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.

At 5:00 pm tonight, Wednesday, June 21, 2017, 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.

Are you a Manager or Approver who is going on vacation? In PeopleSoft, an alternate user can be granted access to handle approvals for a range of dates, similar to an out of office setting. This is set up in HCM (even for your Finance approvals). Directions are available in this announcement. Once you assign an alternate user for a date range, he or she will be able to approve all of the transaction types that you have access to. You cannot pick and choose which transactions the alternate user sees. 

FINANCE

If you grant access to another employee with only the default role of M_EMPLOYEE (and no other roles) he/she will be able approve Finance transactions from the Worklist but will not be able to review them. EXCEPTION: Requisitions and purchase orders cannot be approved without additional user setup – please see note below.

For example, if the employee does not have Budget (KK), General Ledger (GL), or Accounts Payable (AP) inquiry or transaction roles, the worklist link will take him to a page with limited information and the user will not be able to access the transaction page. The KK, GL, and AP approval pages show line information and the info on the header; the alternate user won't be able to go to the transaction page by clicking the Go to Journal Entry Page link or clicking the Edit Requisition button for a requisition.

In order for the “alternate user” (approver) to review Finance transactions, they will need at least inquiry roles for the transaction module. Here are directions for requesting role changes.


NOTE FOR REQUISITIONS AND PURCHASE ORDERS: For requisition and PO approval the alternate user will need the following user preferences added to his/her profile by the CRC:

• For requisitions approval: “Approval” checkbox and “Can Work Approved Req’s” enabled
  
  
• For purchase orders approval: “Approval” checkbox and “Can Work Approved PO’s” enabled 

HCM

For HCM transactions, the alternate user must have the specific approval roles:

• M_WF_HR_PAF: Required for an alternate user to approve PAF requests (only for organizations that have implemented Personnel Action Forms)
  
  
• M_ABSENCE_APPROVER: Required for an alternate user to approve ESS absence requests (only for organizations that have implemented ESS Absence)

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 second pre-calc last night (6/20/17). 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.

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

For districts and organizations that do not pay or have deductions scheduled over 12 months, run the queries from the Summer Workshop. If June is a no pay or no deduct month, it is critical that you complete these audits. Here is a link to the list of summer month queries: Summer Month Queries v1.2.pdf (also called “Attachment B” from the Summer Months Workshop).

This is an excerpt from the Introduction to PeopleSoft Guide (v2.0). When you use PeopleSoft, you should periodically clear your cache to allow your browser to function more efficiently.

Directions: Find your browser in the grid below and follow the directions to clear your cache. If you don't see your specific version or browser, search your browser's Help menu for “clear cache.” If you're unsure what browser version you're using, from the Help menu, select About [browser name]. In Internet Explorer and Firefox, if you don't see the menu bar, press Alt.

The recorded Third Thursday demo of HR Date Fields is now posted on the Third Thursday page. For your convenience, below are the links.

Demo | Employment Data Screen job aid v1.0

To provide further clarification for employees on Short Work Break (SWB), we have updated the document called “Attachment A”, which was originally distributed at the Summer Months Workshop on May 3, 2017. Please replace your existing Attachment A with Attachment A1. Please refer to Attachment A2 for 10-month employees.

Attachment A1 for 11-month employees (PDF): Attachment A was revised and is now published as Attachment A1. It has been modified to address 11-month employees who work in their “M” Monthly position during a Short Work Break month.

Attachment A2 for 10-month employees (PDF): Attachment A2 is a new job aid. It was created to address 10-month employees who work in their “M” Monthly position during their Short Work Break months.


For future reference, you can download the Summer Months job aids at http://crc.sdcoe.net/resources/peoplesoft/guides. Look in the section named “HCM Summer Months.”

In response to a request from government agencies, a new “Court Doc” column was added to the Vendor Remittance Report on June 9, 2017. For garnishment vendors, this column is populated with garnishment information. For non-garnishment vendors, this column will be left blank.