HCM Training Materials

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.

    • BASIC Videos: Great way to get your new hires working in PeopleSoft; use in conjuction with the training guides.

Video overview of Training Materials Webpages (March 2021, 18:25)

Visit these other web pages for additional training materials:

Navigation Guide

Have you ever racked your brain trying to remember what the naviation 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

Presentation:


Master Guide:


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.


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:

Presentations:

Master Guide:

  • Summer Months and SWB Guide.pdf (06/01/22, v2.2) 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:

Presentations:

Master Guide:

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:


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.


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.

Preparing Your Spreadsheet for Mass Salary Updates Video (02/20/19, 27:53)

Manually Updating Salary Grades Video (4:23)

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 (11/04/22, v3.0)

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 (06/09/22, v7.2) 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), reports and how to use them, best practices, check lists, and FAQs.

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:

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.


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.

HR3A: Entering and Maintaining Personal Information

HR3A: Entering and Maintaining Personal Information

Peoplesoft HR Training Roadmap - Personal Information (11/15/22, v3.0) 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 (03/24/22, v1.0) 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 (06/28/22, v1.0) 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.

  • 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.

  • 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:

Activities:

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 (10/28/22, v3.0)

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 (11/10/22, v1.2) 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:

  • Job Data Sample Setups Guide.pdf (11/7/18, v1.5) This guide contains sample set-ups for the most common employee types in PeopleSoft. Though many of the fields are standard for each employee type, others 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:

Checklists:

  • Adding a New Hire from Start to Finish Checklists.pdf (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.

  • 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:

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)

Master Guide:

  • HR 4 PAF Guide.pdf. (07/07/22, v7.2) Updated with new Position Mgmt screen to do PAF Requests.

Peoplesoft HR Training Roadmap - DBT (11/04/22, v3.0) 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 (09/23/22, v6.1) 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 (02/16/22, v2.0) 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.


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.


HR5: DBT Effective Date "Locked" After Payroll Video (6:07) Once payroll runs and a DBT is expensed against, the DBT’s Effective Date becomes locked. Once a row is locked, data on that row can no longer be edited with or without Correct History. This demo provides more info on this topic.


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.

Master Guide:

Checklists:

Individual Checklists: