VERY IMPORTANT! You can now let PeopleSoft generate a PeopleSoft Employee ID – EFFECTIVE TODAY, 04/01/14

posted Apr 1, 2014, 11:48 AM by Peyri Herrera
The procedure for hiring in PeopleSoft has been streamlined! Effective Tuesday, April 1, 2014, there are two significant changes to be aware of when adding new hires in PeopleSoft. Please forward this to any staff who use PeopleSoft to add new hires.

You can now add an employee in PeopleSoft using a PeopleSoft generated ID. Previously, you needed to contact MITI and request that a Legacy ID was created, which you would then enter in PeopleSoft. You no longer need to do this. Now, after searching in PeopleSoft for the employee using a query (see Change #2), if you do not find a match, you can go to the Add a Person screen and leave the word “NEW” on the screen to add the staff with a PeopleSoft-generated ID.

When you search for an employee in PeopleSoft, you will now use a query called M_PERSON_SEARCH to search by National ID (SSN) instead of using the Search for People screen. This procedure ensures confidentiality of staff records. When you pull up M_PERSON_SEARCH as HTML you will be prompted to enter the new hire’s NID (National ID, same as the SSN). One of two things will happen: either the staff you are looking for will return or it won’t. If a name returns, then that means the staff is already in PeopleSoft; if it does not return then you will need to add them on the Add a Person screen. IMPORTANT: As of April 1, 2014, you will not use the Search for People screen; it has been removed from all users' roles and is no longer accessible. Please disregard pp.18-21 (Searching for a Person) of PeopleSoft Human Resources v1.0.pdf.

The procedure for handling new hires is documented below. It is effective 04/01/14. NOTE: These directions will be included in the next revision of the PeopleSoft HR guide, which the CRC and MITI are currently updating.

1. Go into PeopleSoft HCM.

2. Always search for the new hire first! When hiring certificated and classified staff, navigate to Main Menu > Reporting Tools > Query > Query Viewer and pull up the query called M_PERSON_SEARCH. Click the HTML link to search for an employee by National ID (NID, same as SSN) as shown in the screenshot below. In the prompt, enter the NID with no hyphens (like 1111223333, for example), then click View Results.
Person Search Query

Do you find them?
  • YES = Copy the ID on the query results screen. Navigate to Main Menu > Workforce Administration > Job Information > Add Employment Instance and paste the ID to add the employee. Refer to p.35 (Hiring from Other School District) of PeopleSoft Human Resources v1.0.pdf.
  • NO = Navigate to Main Menu > Workforce Administration > Personal Information > Add a Person and add the staff with a NEW PeopleSoft ID. Refer to p.22 (Adding a New Hire) of PeopleSoft Human Resources v1.0.pdf
3. FOR CREDENTIALED HIRING: Please note that we have not yet completed the PeopleSoft and Credentials interface. You will not receive a “Credentials Warning.” Please verify the Check Credentials screen in Legacy. If not found, please notify SDCOE Credentials to register the credential in San Diego County. 

Districts that are not on PeopleSoft will continue with their regular hiring process. When their district moves to PeopleSoft, anyone with a Legacy ID who also has a PeopleSoft ID (because that staff member worked in various districts) will be converted and merged into one PeopleSoft ID. Staff with only Legacy IDs will maintain their Legacy ID.