HCM Training Materials
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PeopleSoft Support Team has created a variety of Human Capital Management (HCM) training materials to help you work in each of the different modules.
Guides and Job Aids: Provide step by step instructions, spreadsheets and Excel-to-CI tools.
Videos & Webinars: These include basic and advanced videos and recordings from our webinars.
Video overview of Training Materials Webpages (March 2021, 18:25)
PeopleSoft Roadmaps provide high-level plans that state a module's objectives and captures the major steps to achieve those objectives.
Have you ever racked your brain trying to remember what the navigation was for a particular PeopleSoft screen?
Check out our newest guide that has ALL the navigations used in our PeopleSoft HCM and Finance guides and job aids. It groups the navigations by module for ease of use.
Guides & Job Aids Videos & Webinars
Introduction to PeopleSoft Roadmap.pdf (08/10/23, v1.4) The purpose of this roadmap is to take you through steps to learn the basic terminology, rules of thumb, navigations, searching and running reports used in PeopleSoft Human Capital Management (HCM), Finance and Employee Self-Service (ESS).
Master Guide:
Introduction to PeopleSoft Guide.pdf (06/20/23, v4.1) This guide provides instructions on how to log into PeopleSoft and basic functionality. Other areas include how to navigate once you are in the system, an overview of quick links, and running queries and reports.
Job Aids:
Clear Cache.jpg From time-to-time PeopleSoft may not be functioning as you would expect. Clearing your browser cache is the first step you can take to resolve the issue. This image provides instructions for a variety of browsers.
PeopleSoft Terminology for New Users.pdf (05/01/18, v3.0) This job aid provides a list of common Finance and HCM terms.
Sharing Grid Personalizations.pdf (05/21/20, v1.0) This job aid walks you through the steps to personalize the page as well as how to share your settings.
Presentations:
Personalizing PeopleSoft - Demo.pdf (11/19/15) This There are several screens in PeopleSoft that have grids on them. There may be columns that you do not need, or you may want to reduce the size of the grid that displays. PowerPoint walks you through the steps to set up personalizations in PeopleSoft for easier navigation.
WorkCenters Presentation.pdf (07/18/19)
Getting Started with PeopleSoft:
Introduction to PeopleSoft Video (June 2023, 8:42) This video covers: what is PeopleSoft, PeopleSoft Support Team, list of applications & modules, rules of thumb, and basic terminology. It also has tips on how to get started with PeopleSoft.
What is a PeopleSoft Roadmap? ((August, 2023, 4:26) This video explains the basic structure and purpose of a PeopleSoft Roadmap using the Introduction to PeopleSoft Roadmap which all new users should review. Roadmaps are available for most modules.
PeopleSoft Log in and Setup Video (June 2023, 4:53 ) This video shows you how to log into PeopleSoft, change your password and set up your email and security question so you are able to use the “Forget your password?” functionality in the future.
Finding Your Way Around in PeopleSoft HCM Video (June 2023, 3:42) This video shows you how to get around in PeopleSoft HCM using Quick Links, WorkCenters, Recent Places, Favorites and Navigator.
Come Play in the Sandbox! A Great Place to Practice Your New PeopleSoft Skills Video (Jund 2023, 2:37) Want to test out your newfound skills or need to try something before you enter it in the live PeopleSoft Environment, we call Production? Use the PeopleSoft Sandbox (SDPX) environment. There is no undo button in PeopleSoft Production environment, so this is a great place to practice. Sandbox gets refreshed with Production data every 2 weeks (refer to calendar on PeopleSoft Support website for dates)
Basic PeopleSoft Functionality:
Using Favorites in PeopleSoft Video (June 2023, 2:57) This video shows you how to save frequently used screens for easy access.
Opening a New Window in PeopleSoft Video (June 2023, 2:17) When working in PeopleSoft do you find you need to look at a different screen at the same time? Opening a New Window may be the solution for you.
Using "Find an Existing Value" in PeopleSoft Video ( June 2023, 6:41) Many of the screens in PeopleSoft have the option to search for information. This video walks you through "Find An Existing Value" on some Finance and HCM screens.
Understanding Effective Dates in PeopleSoft Video (June 2023, 5:09) IMPORTANT CONCEPT. This video covers using an effective date to make changes to the system while maintaining the history of how it was before the change.
Running Reports in PeopleSoft Video (June 2023, 5:57) This video covers the 5 basic steps used to run the standard reports in all PeopleSoft modules. Refer to the specific module guide to view available reports for that module.
Using WorkCenters to Streamline Your Work Video (Jul 2019, 25:40)
Troubleshooting Videos:
Clearing Chrome Browser Cache Video (09/01/22. 2:35) This video provides step-by-step instructions on how to clear your Google browser cache. Refer to Clear Cache supplemental material for clearing other browsers cache.
Peoplesoft Training Roadmap - Absence Management.pdf (08/01/23, v1.2) This roadmap outline steps to help you reach your goal of processing and tracking absence events (leave requests).
Master Guide:
AM Absence Management Guide.pdf (03/16/22, v6.1)
Job Aids:
Absence Management Combo Codes.pdf (05/01/18, v2.0)
COVID-19 Absence and Pay Processing Guide.pdf (02/19/20, v1.1)
How to Implement PeopleSoft ESS Absence Requests and Approvals (09/13/22, v1.2)
Templates:
Videos:
PeopleSoft Training Roadmap - Benefits Administration.pdf (08/01/23, v1.1) This roadmap outline steps to help you reach your goal of understanding PeopleSoft Benefit Administration.
Master Guide:
BA1 Benefits Administration Guide (10/23/20, v7.3) This guide was created by the SDCOE PeopleSoft Support Team for staff responsible for any aspect of Benefits Administration. It covers triggering benefits administration, running benefits administration for multiple people (event maintenance), running benefits administration for individual participants, processing terminations for regular employees, processing terminations for employees receiving benefits continuation, and inquiring on the benefits administration process.
Supporting Guides:
Alternative Retirement System (ARS) Guide.pdf (05/14/20, v3.1) This guide covers the setup of an Alternative Retirement System record in PeopleSoft for an individual employee. It explains how to adjust Employee and Employer deductions/contributions when necessary.
Retiree Benefits Guide.pdf (05/01/18, v2.0) This guide was created by the SDCOE Customer Resource Center. It covers the administrative process for organizations that offer benefits to their retired employees.
Retiree Incentive Guide.pdf.(10/10/18, v1.0) This guide was created by the SDCOE Customer Resource Center. It covers the administrative process for organizations that offer an incentive to their retired employees.
Videos:
BA1 Benefits Administration Overview Video (11/20/20, 36:33) A video overview of the Benefit Administration module .
BA1 Adding Dependents to Benefits in On-Demand Video (02/25/21, 7:09) A video documenting how to add dependents to benefits in On-Demand.
BA1 Adding New Hire Benefits Video (02/25/21,6:38) A video documenting how to enroll a new hire into their benefits in On-Demand.
BA1 Terminating Benefits Video (02/25/21,5:32) A video documenting how to terminate an employee’s benefits after they have terminated employment.
BA1 Verifying Payroll Deductions Video (02/25/21, 6:33) A video documenting how to verify benefit related payroll deductions.
PeopleSoft ARS Tutorial Video (April, 2018, 24:16) A video documenting Alternative Retirement System (ARS) module and administration.
Retiree Benefits Video (Oct 2016, 57:13) A video documenting the Retiree Benefits process.
Master Guide:
COVID-19 Immunization Records for Districts Guide (10/28/21, v1.5)
Job Aids:
COVID-19 Immunization Tracking: My Health Card (04/27/22, v1.7)
COVID-19 Testing Tracking: My Health Card Guide (04/27/22 v1.1)
COVID-19 Booster Tracking for Employees (04/27/22, v1.1)
Presentations:
Videos:
COVID-19 Immunization Tracking District Pre-work Webinar (09/03/21, 33:00)
Entering COVID-19 Vaccination Information .(Sept 2021, 4:54)
Entering COVID-19 Testing Information (Sept 2021, 4:20 )
Templates:
ExcelToCI.vb1 Required for ALL Excel/CI spreadsheets. This file must be renamed to ExcelToCI.vbs after it is downloaded.
RelLangMcro.xla Required for ALL Excel/CI spreadsheets.
Videos:
RT1: How to Use Rapid Time (with Empl Rec) Video (12/21/17, 43:17)
Supporting Guide:
Paycheck Working Backwards Session Guide.pdf (02/25/16, v1.0) Data entered in the various HCM modules are visible on an employee's Paycheck (pay stub). Refer to this guide for details about how to read the paycheck, how the values are calculated, and where each piece of data originates.
Job Aids:
HCM Process Overview 3-slides.pdf (08/21/14, v1.0)
Presentations:
HCM End-to-End Workshop.pptx. (05/07/19, v2.0)
Paycheck Working Backwards Presentation.pptx. (02/25/16, v1.0)
Using HCM queries to find errors_issues before Payroll is run - Demo.pptx. (08/20/20)
Videos:
Using WorkCenters to Streamline Your Work Video. (Jul 2019, 25:40)
Employee Names vs User Names Video (Dec 2016, 29:54)
Everything You Need to Know About Combo Codes Since You Implemented PeopleSoft HCM Video (Aug 2018, 44:37)
How to Use Excel Pivot Tables to Analyze HCM Data Video (Jan 2019, 48:10)
Resolving Data Entry Audit Errors (01) Missing or Inactive Time Reporter Data Record Video(1:58)
Master Guide:
Summer Months and SWB Guide.pdf (05/23/23, v2.4) The Short Work Break (SWB) process is how the system determines what employees receive paychecks in the summer months. It involves a specific set up in Job Data and this set up must be in place BEFORE Paysheets are created for the month the employee is to not receive a paycheck. These materials provide information and guidance on the how to set up 10 and 11 month employees correctly for the SWB process and how to manage their data during the summer months.
Job Aids:
SWB Cheat Sheet.pdf (05/02/23, v2.0)
Attachment A1 Summer Months Timesheet Steps for 11- Month Employees.pdf (06/14/18, v2.0)
Attachment A2 Summer Months Timesheet Steps for 10- Month Employees.pdf (06/14/17, v2.0)
Presentations:
Summer Months and SWB Presentation.pdf (05/23/23)
Videos:
Summer Months and Short Work Break Webinar Video (05/23/23, 46:08)
Master Guide:
HR Administration Dashboard Guide.pdf (10/04/19, v1.0)
Videos:
HR Administration Dashboard Video (10/03/19, 1:07:06)
Master Guide:
HR1 Salary Administration Guide.pdf (06/09/22, v6.7) This guide contains information and directions on the maintenance of salary administration plans, grades, and steps in PeopleSoft. It also includes directions on how to prepare a file for a Mass Salary Update and how to run salary administration queries to assist you in salary planning and reporting.
Job Aids:
Mass Salary Updates and Retros - Overview and Deadlines (11/16/22, v1.0) This overview provides you with the various steps needed to complete a Salary Update, apply the update to the impacted employees, and when to process a Retro.
IMPORTANT:
Mass Salary Updates DEADLINE: The completed spreadsheet for Mass Salary Updates is due at least three weeks before Paysheets are created. This time is required for the PeopleSoft Support team to audit the Excel to CI and communicate updates needed by the district prior to the file being loaded and to ensure that the paysheets will have the new compensation rate.
Retro DEADLINE:
Retro spreadsheet must be submitted in Excel to CI format three weeks before the first PreCalc. This time is required for Retirement to audit the Excel to CI and communicate updates needed by the district prior to the Excel to CI file being loaded by the PeopleSoft Support Team.
Prepare Your File for a Mass Salary Update (Excerpt from Salary Administration Guide) (11/16/22, v1.0) How to prepare your file for a Mass Salary Update via Excel-to-CI. This is an excerpt from the Salary Administration Guide and provides step by step directions, examples, and a validation checklist to verify that your file is complete and error free.
Activities:
HR1 View Your District's Salary Administration Data – Training Activity Sheet (11/16/22, v. 1.0) In this activity you will view your district’s board approved and posted Salary Administration Plans (Salary Schedules). You will then identify your specific Salary information and view what screens the data originates from in PeopleSoft HCM. The objective is to identify key fields. This is a VIEW ONLY activity that does not require data entry.
Videos:
Preparing Your Spreadsheet for Mass Salary Updates Video (02/20/19, 27:53)
This video contains 2 demos:
1. How to manually update Salary Grades and Steps including how to remove Steps that are obsolete.
2. How to inactivate a Salary Grade.
Peoplesoft HR Training Roadmap - Position Management.pdf (09/26/23, v3.4)
Purpose of this Position Management Training Roadmap:
Identify SDCOE training resources* and outline steps to help you reach your goal of understanding and effectively adding and updating different kinds of staff positions. These training objectives, key concepts, and resources should be reviewed and referred to as you work with the Manage Position module in PeopleSoft HCM.
*As new and revised materials become available, they will be posted on the PeopleSoft Support website: https://crc.sdcoe.net/resources/hcm-training-materials.
NOTE: If you have Position Management training related questions, please submit a Service Now incident and include the Position Management topic /key concept that you require assistance with.
Master Guide:
HR2 Position Management Guide.pdf (10/23/23, v7.5) This guide contains information and directions on how to create and maintain all different types of Positions in PeopleSoft. It also covers many aspects of Position Management including high level info on the funding of Positions (Department Budget Table), best practices, check lists, and FAQs. NOTE: This guide contains 3 Cheat Sheets: Standard Position Set-Ups - Cheat Sheet, Creating a New Position - Cheat Sheet/Checklist, and Common Position Updates - Cheat Sheet.
Supplemental Guides:
Position and Job Data Sample Setups Guide.pdf (04/05/23, v2.1) This guide contains information on key Position and Job Data fields and their impacts to other areas. The sample set-ups section shows what a typical Job Data record contains for the most common employee types in PeopleSoft. Though many of the fields are standard for each employee type, other selections are specific to your district. These sample setups are to use for reference and in conjunction with your district rules. It is also a helpful tool when researching what field may have caused an undesired effect in another module.
Job Aids:
Position Management Best Practices.pdf (04/27/22, v1.0) Best Practices, Tips, and Critical Info related to the Position Management. These are excerpts from the guide, please refer to the guide for details, step-by-step directions, and further information.
Reduced Workload Program.pdf (07/28/22, v.2.2) Job Aid shows you how to enroll an eligible employee into the Reduced Workload Program in PeopleSoft. For eligibility requirements and further information, refer to documentation from the SDCOE Retirement Reporting Unit on this topic.
Activities:
HR2: Position Mangement Activity -Review a Position in PeopleSoft.pdf (04/27/22, v1.0) The objective is to identify key fields that originate on the Manage Position screen and their impacts to other modules.
HR2, HR3 and HR5 Viewing Existing Position, Job and DBT Data- Training Activity Sheet.pdf (07/06/23) In this series of activities, you will review Job Data, Position, and its corresponding funding set-up on the Department Budget Table (DBT). The objective is to identify key fields on all 3 screens, paying close attention to the Department field throughout as it is the most critical for earnings and fringes to be expensed correctly during the distribution process. These are VIEW ONLY activities that do not require data entry.
HR2 AND HR3B: Updating a Position and the Incumbent's Job Data record to reflect the Position Update (10/23/23, v1.0) In this activity you will review the existing Salary Plan and Salary Grade on a Position and the Salary Plan, Grade, and Step on the Job Data record of the incumbent. You will then UPDATE the Salary Grade on both the Position and Job Data records with a current Effective Date.
NOTE: The activity titled PeopleSoft HR2 AND HR3B: Updating a Position and the Incumbent's Job Data record to reflect the Position Update provides users with advanced hands-on training and is designed to be used with the video tutorial titled Manually Updating the Job Data Record of the Incumbent to Reflect a Position Change. (6:29).
Other:
ISSUE: The Position screen has a direct effect on the ability to edit the Salary Step and Step Entry Date on the Job Data record of the incumbent. If you cannot make changes to the Salary Step or Step Entry Date on Job Data, refer to this job aid and video.
ISSUE Unable to Update the Salary Step on Job Data - Job Aid.pdf (09/07/22, v1.0)
Video Manage Position Issue: Unable to Update Salary Step or Step Entry Date on Job Data Video (09/07/22, 3:31)
Videos:
Position Management - A Demo of Various Transactions on the new Manage Position Screen Video (04/28/22, 30:59 ) Demo Includes: Viewing an Existing position, Adding a Position (from scratch), Cloning a Position, Updating a Position, and Effective Sequencing on the new Manage position screen.
Creating a Position Using the Clone Feature in PeopleSoft (09/06/22, 1:29) Creating a position from a copy is a shortcut when you need to create a position that has similar attributes to another position. This video guides you through the simple steps.
Position Update Demo - Changing a Department on a Position in PeopleSoft Video (09/06/22, 1:45) Demo on how to make a Department Change on a Position. NOTE: One of the most important data fields in HCM is Department. BEFORE a Department is updated on a Position, the DBT must be considered and a new DBT must be established after the change is made but before payroll processes.
Viewing a Position's DBT data on the Position Screen (09/06/22, 8:00) The Manage Position screen displays DBT data but how current is the data? This video explains how the Effective Date drives what Fiscal Year DBT data is displayed.
HR2 - Position Update - Updating the FTE and Standard Hours (11/03/23, 3:61) A common Position update is updating the FTE and Standard Hours. This update often requires for the Full/Part Time field to be updated also. This video shows how to make these changes to a Position.
HR3A: Entering and Maintaining Personal Information
HR3A: Entering and Maintaining Personal Information
Peoplesoft HR Training Roadmap - Personal Information.pdf (08/03/23, v3.3) Identify the training resources* and outline steps to help you reach your goal of understanding and effectively entering Personal Information in PeopleSoft. Topics include entering and updating all personal information including name and address changes, monitoring health and safety data, and meeting regulatory requirements.
*As new and revised materials become available, they will be posted on the PeopleSoft Support website: https://crc.sdcoe.net/resources/hcm-training-materials.
NOTE: If you have training related questions about any of the Personal Information screens, please submit a Service Now incident and include the specific topic /key concept that you require assistance with.
Master Guide:
HR3A -Entering and Maintaining Personal Information (01/26/23, v1.2) This guide contains HR related information around entering and maintaining personal information of employees in PeopleSoft. It also includes monitoring health and safety data, meeting regulatory requirements, navigations to key screens and reports, best practices, check lists, and FAQs.
Job Aids:
HR3A: Personal Information Best Practices (01/26/23, v1.2) Best Practices, Tips, and Critical Info related to entering and maintaining Personal Information in PeopleSoft. These are excerpts from the HR3A guide, please refer to the guide for details, step-by-step directions, and further information.
Employee Names vs. User Names.pdf (11/23/21, 2.0) This Job Aid provides the audit query and the navigations to the various screens where Employee Names are entered and maintained.
Personal Info Name – Personal Info screen
Warrant Name – Additional Name screen
User Profile Name (Managed by PeopleSoft Support). This is the name on the PeopleSoft user account and is different than the employee record.
Viewing and Adding Emergency Contacts (11/23/21, 1.0) These directions show you how to enter an Emergency Contact for an employee how to run the Emergency Contacts Report. .
Checklists:
Add a New Hire - Personal Information Checklist (v1.0) Keep this checklist handy when adding an Employment Instance. It will help to keep you organized and focused on key information as data entry on this screen is critical all other HCM modules including Payroll.
Activities:
PeopleSoft HR3A Personal Info Training Activity Sheet (v1.0) In this activity you will review the existing information on your own Personal Information record and identify key fields.
Videos:
Entering a Person Personal information Record in PeopleSoft (09/06/22, 4:34) This demo is for staff responsible for adding Personal Information records in PeopleSoft HCM.
HR3B: Entering and Maintaining Job Data
HR3B: Entering and Maintaining Job Data
Peoplesoft HR Training Roadmap - Job Data.pdf (08/02/23, v3.4)
Purpose of this Job Data Training Roadmap:
Identify SDCOE training resources* and outline steps to help you reach your goal of understanding and effectively entering Job Data in PeopleSoft including New Hires, LOAs, Transfers, adding additional Employment Instances, and Terminations. These training objectives, key concepts, and resources should be reviewed and referred to as you work with the Job Data module in PeopleSoft HCM.
*As new and revised materials become available, they will be posted on the PeopleSoft Support website: https://crc.sdcoe.net/resources/hcm-training-materials.
NOTE: If you have Job Data training related questions, please submit a Service Now incident and include the Job Data topic /key concept that you require assistance with.
Master Guide:
HR3B - Entering and Maintaining Job Data Guide.pdf (05/16/23, v2.4) This guide covers all aspects of Job Data in PeopleSoft including how to enter New Hires, LOAs, Transfers, adding additional Employment Instances, and Terminations. It includes a wide range of HR department related topics including Time Reporter Data (timesheet set-up), Multiple Components of Pay (MCOP) vs Additional Pay, Primary vs Secondary Job Indicators, and FTE vs Positive Pay Job Data configurations. It also includes navigations to key screens and reports, best practices, check lists, and FAQs.
Supplemental Guides:
Position and Job Data Sample Setups Guide.pdf (04/05/23, v2.1) This guide contains information on key Position and Job Data fields and their impacts to other areas. The sample set-ups section shows what a typical Job Data record contains for the most common employee types in PeopleSoft. Though many of the fields are standard for each employee type, other selections are specific to your district. These sample setups are to use for reference and in conjunction with your district rules. It is also a helpful tool when researching what field may have caused an undesired effect in another module.
SEE HCM SUMMER MONTHS & SHORT WORK BREAK SECTION The SWB process is how the system determines what employees receive paychecks in the summer months. It involves a specific set up in Job Data and this set up must be in place BEFORE Paysheets are created for the month the employee is to not receive a paycheck.
Job Aids:
HR3B - Job Data Best Practices (04/15/22, v1.0) Best Practices, Tips, and Critical Info related to entering and maintaining Job Data records. These are excerpts from the guide, please refer to the guide for details, step-by-step directions, and further information.
Employment Data Screen.pdf (01/26/23 v2.0) One option to track dates that are not tracked in the system is to use the Company Optional Dates on the Employment Data screen. These can be manually entered or loaded via a spreadsheet. Please review the Job Aid and video available on our website for more information on Company optional Dates.
Employment Data Template.xls (06/14/17, v1.0) One option to track dates that are not tracked in the system is to use the Company Optional Dates on the Employment Data screen. These can be manually entered or loaded via a spreadsheet. Please review the Job Aid and video available on our website for more information on Company optional Dates.
Job Data Sample Setups - Demo.pdf (Apr 2018)
Running Query to Find Job Data - Effective Date Discrepancies (06/24/21, v1.0)
Checklist - Hiring a Legacy Employee Not Converted to PeopleSoft to Process Payline Adjustments.pdf (05/23/17, v1.0) For Retirement and some Payline Adjustments - Use this process only if instructed to do so by SDCOE Retirement Reporting or Payroll Services.
Hiring a Legacy Employee to Process Payline Adjustments (03/31/22, 1.0) For Retirement and some Payline Adjustments - Use this process only if instructed to do so by SDCOE Retirement Reporting or Payroll Services.
HR Fields - Impacts to Other Modules (05/24/23, 1.1) A reference list of key fields from various HR screens, a brief description of each field, and the modules/areas they impact.
HR3B - Common Job Data Updates (11/03/23, v2.4) This job aid is a handy reference tool and is part of the HR3 guide. It's a quick step by step to the most common Job Data updates (i.e., Adding an MCOP, updating a Salary Step, etc.).
Checklists:
Adding a New Hire - Job Data Checklist.pdf (v2.0) Keep this checklist handy when adding an Employment Instance. It will help to keep you organized and focused on key information as data entry on this screen is critical all other HCM modules including Payroll.
HR Termination Checklist (11/23/21, v1.0) Keep this checklist handy when terminating an empl record. It will help to keep you organized and focused on key information as data entry on this screen is critical all other HCM modules including Payroll.
Activities:
HR3B: Job Data Training Activity - Viewing Existing Employees (01/25/23, v2.0) In this activity you will review existing information on Job Data records in PeopleSoft. The objective is to identify key fields and how they vary on the different employee types.
HR2 AND HR3B: Updating a Position and the Incumbent's Job Data record to reflect the Position Update (10/23/23, v1.0) In this activity you will review the existing Salary Plan and Salary Grade on a Position and the Salary Plan, Grade, and Step on the Job Data record of the incumbent. You will then UPDATE the Salary Grade on both the Position and Job Data records with a current Effective Date.
NOTE: The activity titled PeopleSoft HR2 AND HR3B: Updating a Position and the Incumbent's Job Data record to reflect the Position Update provides users with advanced hands-on training and is designed to be used with the video tutorial titled Manually Updating the Job Data Record of the Incumbent to Reflect a Position Change. (6:29).
Presentations:
HR New User Training_Add a New Hire Presentation (03/05/24) This presentation goes along with the Entering a New Hire Webinar.
Videos:
Entering a New Hire - Basic Traiing (03/05/24, 1:05:20) This basic webinar is intended for new user or someone looking for a refresher on entering a new hire.
Updating Job Data - Basic Training (03/26/24, 1:02:00)
Add an Employment Instance vs. Entering a Transfer Video (09/29/22, 3:30) There are two options when hiring an existing person into PeopleSoft: Transfer and Add an Employment Instance. This video explains the difference between the two and how to determine which is most appropriate for your needs.
Accrual Hours Factor Video (09/29/22, 2:56) The Accrual Hours Factor is a field on the job Data screen that is used to calculate leave. This field must be maintained and manually updated as changes are made to the FTE and Standard Hours, as it correlates to work hours per day based on the FTE and Standard Hours. This video walks you through the process of auditing and making changes to this important field.
Job Data: Primary/Secondary Job Indicator Video (Sep 2021, 5:42) The Job Indicator field indicates that this job record is the employee's primary or secondary job. Whenever changes are made on the job data screen (i.e. add employment instances, terminations, etc.), this field must be reevaluated by the district as benefits and retirement will be based on the empl record number that is designated as Primary. This video demonstrates how to make these changes.
HR Date Fields Video (Jun 2017 29:26)
Job Data Sample Setups Video (Apr 2018, 52:18)
Job Data Notepad Video (Jul 2018,17:41)
How to use Excel Pivot Tables to Analyze HR Data Video (Jan 2019, 48:10)
Manually Updating the Job Data Record of the Incumbent to Reflect a Position Change (10/23/24, 6:29) Not all Position updates trigger a row to be inserted on Job Data and therefore you may need to manually update the Job Data record of the Incumbent. This video shows you how to enter a row on Job Data that pulls the updated information from the Position and includes helpful information on how to verify that the Position change is reflected on the Job Data record.
NOTE: The activity titled PeopleSoft HR2 AND HR3B: Updating a Position and the incumbent's Job Data record to reflect the Position Update provides users with advanced hands-on training and is designed to be used with the video tutorial titled Manually Updating the Job Data Record of the Incumbent to Reflect a Position Change. (6:29).
Master Guide:
HR 4 PAF Guide.pdf. (10/18/23, v7.3)
Updated with new Position Mgmt screen to do PAF Requests.
NOTE: This guide includes FAQs that will help you evaluate and troubleshoot data and approvals issues related to the PAF. Please review the FAQs before entering a Service Now Incident.
Peoplesoft HR Training Roadmap - DBT.pdf (09/12/23, v3.4) Purpose of this HR Training Roadmap for DBT:
Identify SDCOE training resources* and outline steps to help you reach your goal of understanding and effectively adding and updating Department Budget Tables (DBTs) for Positions in PeopleSoft. The roadmap is also designed to provide a high-level understanding of the impact that the DBT has in Payroll, PeopleSoft FIN, and the PEDR Report once distribution completes after payroll each month.
*As new and revised materials become available, they will be posted on the PeopleSoft Support website: https://crc.sdcoe.net/resources/hcm-training-materials.
NOTE: If you have DBT training related questions, please submit a Service Now incident and include the Position Management topic /key concept that you require assistance with.
Master Guide:
HR5 Department Budget Table Guide.pdf (04/22/24, v6.2) The Department Budget Table (DBT) is the HCM screen where funding sources (ChartStrings) are attached to Positions in PeopleSoft. Each Position must have a valid DBT for earnings and fringes to be expensed to the appropriate budgets when payroll is processed. This guide was created by the SDCOE PeopleSoft Support Team for staff responsible for maintaining the Department Budget Table (DBT). It covers how to use PeopleSoft to enter the DBT data on a new position, make modifications to DBT data for an existing position, view payroll expenses, and view encumbrances.
Combo Code Guide.pdf (10/19/22, v2.0) Combo codes are pointers to the ChartStrings and are used throughout PeopleSoft (DBT, Timesheet, Additional Pay, in Absence Management, and on the PAF). When payroll processes are run to create payroll journal entries that will be posted in Finance, combo codes are what identify the correct ChartStrings to be used. This guide shows how Combo Codes are created and used in PeopleSoft.
Job Aids:
DBT Mass Update Process Job Aid (01/17/21, v1.0) The DBT Mass Update process was created to improve the functionality of updating Department Budget Table (DBT) records using an upload process instead of manually updating DBT records one at a time. At this time the preparation of the spreadsheet is done by your district and the upload of the spreadsheet into PeopleSoft is done by SDCOE PeopleSoft Support.
NEW INFORMATION – Prior to rolling the DBT to next FY (04/22/24, v4.0) Prior to the beginning of each Fiscal Year, Department Budget Tables are rolled over to the next Fiscal Year for each district. The items listed should be considered/ addressed before rolling your Department Budget Tables to the next fiscal year.
Activities:
HR2, HR3 and HR5 Viewing Existing Position, Job and DBT Data- Training Activity Sheet.pdf (07/06/23) In this series of activities, you will review Job Data, Position, and its corresponding funding set-up on the Department Budget Table (DBT). The objective is to identify key fields on all 3 screens, paying close attention to the Department field throughout as it is the most critical for earnings and fringes to be expensed correctly during the distribution process. These are VIEW ONLY activities that do not require data entry.
Videos:
Overview of the Department Budget Table (DBT) Video (Nov. 2022, 7:24) This video is an overview of the Department Budget Table (DBT). It shows what a DBT looks like, various DBT configurations, and their relationship to Positions and Timesheets.
Personalizing the DBT Video (09/23/22, 2:11) PeopleSoft’s delivered default view on the data entry portion of the DBT screen shows several columns and tabs that are not configured for our use. Customizing the screen to display only the fields you need for entering data is an easy one-time set up. Follow the steps in this video to nicely organize the relevant DBT data on one tab. Once changes are applied, only the items you need will be shown going forward, everything else will be hidden.
Adding a Combo Code to an Existing DBT (09/06/22, 1:57) Each Position must have a valid DBT for earnings and fringes to be expensed to the appropriate budgets (chart strings) when payroll is processed. This demo shows you how to add a combo code (chart string) to a DBT.
PeopleSoft Training Roadmap - Payroll.pdf (08/30/23, v1.0)
This roadmap identifies SDCOE training resources and outline steps to help you reach your goal of understanding and effectively adding and updating different kinds of Payroll data.
Master Guide:
PR1 Payroll Guide.pdf (09/08/23, v7.5) This guide was created by the SDCOE PeopleSoft Support Team for staff responsible for any aspect of Payroll. It covers defining the difference between Additional Pay and Multiple Components of Pay, establishing an employee Additional Pay, adding an employee General Deduction, creating employee Delayed Net Pay, viewing employee garnishments, completing Employee State and Federal Tax withholding data, setting up employee direct deposits, reversing an employee payroll warrant, making Pay Sheet Adjustments, initiating off-cycle warrant processing, and running Monthly Payroll Queries and Reports.
Payroll Calendars and Due Dates:
Job Aids:
Earnings Code Descriptions.pdf (03/04/21, v3.0)
Monthly Payroll Queries and Reports.pdf (11/17/16, v5.0)
Multiple Components of Pay vs. Additional Pay.pdf (06/21/23, v5.3)
Payroll Error Messages.xlxs (09/06/16)
Payroll FAQs 2018 (05/01/18)
Presentations:
Overview of Payroll Screens Used for Payroll Processing.pdf (04/23/24) This basic training provides an overview of the Payroll screens used for Payroll processing.
Overview of Paysheets and Paylines for Payroll Processing.pdf (04/25/24) This basic training provides an overview of the Paysheets and Paylines for Payroll processing.
Videos:
Creating Additional Pay Video (Nov 2020, 6:28)
Create General Deductions Video (Feb 2021, 7:14)
Update Employee Tax Data Video (Mar 2021, 7:13)
Using HCM queries to find errors/issues before Payroll is run Video (Aug 2020. 28:33)
Using Queries to Improve Payroll Processing Video (Feb 2017, 47:58)
How To Do Preliminary Research on Payroll Encumbrances Video (Dec 2017, 1:02:13)
New W-4 Changes for 2020 Video (Feb 2020, 16:46)
Overview of Payroll Screens Used for Payroll Processing Coming soon ( 04/25/24, ) Coming soon
Overview of Paylines and Paysheets for Payroll Processing Coming soon ( 04/25/24, )
Job Aids:
Data Entry Audit Error Messages.pdf (01/04/19, v1.3)
Monthly Payroll Processing in PeopleSoft.pdf (11/09/18, v3.1)
New Union Dues Rate Sheet.xlsx.(05/28/20, v1.0)
New W-4 Changes for 2020. (02/28/20, v1.0)
OPEB.pdf (05/08/15, v1.0)
Pay Calc Error Message Clean Up Tips.pdf (10/24/17) A Job Aide to assist resolving issues during the payroll calculation for employees reflected on the Pay Calc Error query.
Retro Pay Report (03/29/24, v1.2)
Retro_Earnings_Code_Crosswalk (03/15/21)
Checklists:
Monthly Payroll Reports Checklist.xlsx. (08/26/20, v1.0)
Templates:
Retro Upload Template.xlsx (v1.0) (Renamed)
Payline Upload Template.xlsx. (05/25/22) (Renamed)
Presentations:
Payroll Boot Camp - Presentation.pdf (Sept 2016, v1.0)
Retro Pay User Group - Presentation.pdf (Revised 03/12/24)
Master Guide:
Query Manager Guide.pdf (01/07/20, v1.0)
Job Aids:
Query Manager Tips and Tricks.pdf (01/07/20, v1.0)
QY3 Records and Fields Master List.xlsx (06/24/19)
Presentations:
Master Guide:
QY1 Query Viewer Guide.pdf (01/07/20, v2.1) Learn how information can be pulled from the system using delivered queries by entering the parameters of your search. Information may be viewed as HTML, Excel or scheduled.
Supporting Guide:
HCM Query Reference Guide.pdf (08/16/17, v1.0)
Job Aids:
Scheduling PeopleSoft Queries and Reports.pdf (07/19/17, v1.0)
Videos:
Exploring the HCM Query Reference Guide Video (Aug 2017, 22:49)
New and Revised HCM Queries Video (Jun 2018, 58:22)
How to Schedule Queries and Reports Video (July 2017, 33:03)
PeopleSoft Conference - Excel and PeopleSoft Queries HCM Video (Oct 2019, 12:33)
Master Guide:
Recruiting Guide (07/01/22, v1.0)
Checklists:
All Recruiting Solution Checklists (04/28/22, v1.0)
Individual Checklists:
Create Job Openings Checklist (04/28/22, v1.0)
Post Job Openings Checklist (04/28/22, v1.0)
Enter Applicant Data Checklist (04/28/22, v1.0)
Screen Applicants Checklist (04/28/22, v1.0)
Route Applicants Checklist (04/28/22, v1.0)
Interview Applicants Checklist (04/28/22, v1.0)
Make Offer Checklist (04/28/22, v1.0)
Hire Applicants Checklist (04/28/22, v1.0)
Peoplesoft Training Roadmap - Time and Labor.pdf (12/01/23, v1.2) This roadmap will help you identify SDCOE training resources and outline steps to help you reach your goal of entering, adjusting, and approving positive and exception time worked.
Master Guide:
TL1 Time & Labor Guide.pdf (01/17/23, v6.1) This guide covers entering positive and exception time as hours, units worked, or dollar amounts on a timesheet, adjusting time entries, approving time for processing by Payroll, and running queries and reports.
Supporting Guide:
TL Rapid Time Excel CI Guide.pdf (10/07/22, v3.2)
Supporting Guide:
Personalize Timesheet Summary.pdf (01/16/20, v1.0)
Videos:
Time and Labor General Overview Video (Dec 2021, 10:33) A high-level overview of the Time and Labor software application that covers topics such as Time and Labor Definitions and Terminology, Main Pay Groups, Process Overview, Main T&L Screens, and Time and Labor Queries.
Timesheet Overview Video (Dec 2023, 4:10 ) This video provides a high-level overview on how to Search, Select, Enter, or Print from the Timesheet screen.
Rapid Time Basics Video (Nov 2020, 14:34)
How to Use Rapid Time (with Empl Rec) Video (Dec 2017, 43:00)