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APPENDIX L
Understanding Person Model Changes
This appendix discusses:
• Understanding Changes
• Understanding Entity Relationships
• Understanding Record and Table Changes
Understanding ChangesThis appendix discusses the changes to the core record structures for a Person, the Person’s basic biographicaldata, and the relationships that the Person has with the organization.
The main goals of the changes were to:
1. Normalize the Person data structures as follows:
• Remove the storing of a single address in 7 different tables.
• Remove all redundant fields from PERSONAL_DATA.
• Simplify the maintenance of names and addresses.
2. Separate the Person data structures into components by moving non-core data into distinct records.
• This was done to minimize the amount of blank fields that had to be captured in a record. If a customerdoesn’t use a particular country, then no data has to be stored in those fields.
• While this does increase the number of records in PERSONAL_DATA component, it allows us toseparate the business logic and the processing. Eventually it will allow us to compartmentalize the actualcomponent and only bring into the buffer the data that you need.
• It also makes adding additional non-core fields easier to manage, as their addition will not break anyusage of the core records.
3. Keep one ID for a person.
This feature adds the ability to have a single ID for a Person regardless of how many different relationshipsto the organization that person has. This means that you no longer have to create a separate ID if someonewas an employee and is now a contingent worker.
4. Allow a Person to be created without having to create JOB records.
This change means that instead of having to create new EMPLIDs whenever a Person is both an Employeeand a Non-employee, this model will allow a Person to have multiple organizational relationships. Inaddition, we are splitting the Non-employees into two categories: Contingent Workers and Persons ofInterest. This allows us to be able to treat Employees and Contingent Workers as part of the workforce —and the other Persons of Interest as not part of the workforce.
The three organizational relationships that a Person can have are:
• Employee (EMP)
• Contingent Worker (CWR)
• Person of Interest (POI)
Employees and Contingent Workers comprise the workforce and are required to have a JOB history.
Persons of Interest might have a JOB record if certain products process them. POIs include CobraParticipants, Pension Payees, and Stock non-emps, Learning Solution Students needing a refund viaNA Payroll, External Trainers, and External Students. Because processes are already built for thesegroupings that need information on the JOB record, those groups will need to have a JOB record.Currently, the only POI types that don’t need a JOB record are the External Trainers and ExternalStudents (including the Applicants needing training prior to hire).
The new model will allow a Person to be an Employee, a Contingent Worker, and/or a Person ofInterest simultaneously or in succession using the same EMPLID. Each organizational relationship willbe separated by EMPL_RCD — meaning any one EMPL_RCD for a Person can only be for oneorganizational relationship history. But there is no intelligence in the actual EMPL_RCD number.
The PeopleSoft 8.81 to 8.9 upgrade deals with creating the new structure that allows a single EMPLID to havemore than one Relationship to the organization. In addition, the separation of the non-core data is finished.
The main changes:
• The upgrade process will not attempt to merge EMPLIDs.
• The current EMPL_RCDs assigned to an EMPLID will not change.
• No EMPL_RCDs will be deleted.
• Customers do not have to remove references to PERSONAL_DATA or EMPLOYMENT in theircustomized code.
The following Entity Relationship Diagram shows the relationship of Core Records in Release 8.8, includingTypes and Details for PERSON, PERSON NAMES, and PERSON ADDRESSES:
Entity Relationship Diagram of the Core Records in PeopleSoft 8.8
Task L-1-2: Understanding PeopleSoft New ReleaseEntity RelationshipsThis section discusses:
• Understanding PeopleSoft New Release Diagrams
• Person Object Model
• Person and Organization Entities
• Worker Entity
• What Happens to PERSONAL_DATA
• What Happens to EMPLOYMENT
Understanding PeopleSoft New Release Diagrams
The following Entity Relationship Diagrams (ERDs) provide a visual representation of some of the keyrelationships the Person Object has with other records in the new PeopleSoft release.
Person Object Model
The following Entity Relationship Diagram illustrates the Person Object Model, showing core requirementsand optional core records as well as the type and number of extensions:
Person and Organizational Relationship Entity Relationship Diagram
While referencing the diagram above, keep in mind:
• While EMPLOYMENT is replaced by a new record (PER_ORG_ASGN), this record maintains the samekey structure that EMPLOYMENT had.
• EMPLOYMENT remains as a View returning most of the same information.
• The key structure of JOB, COMPENSATION, and so on, will not change.
• A specific organizational relationship (Employee, Contingent Worker, POI) can be identified for eachdistinct EMPLID/EMPL_RCD. This relationship will never change for that ENPL_RCD. This is whatallows us to keep the key structure of EMPLID, EMPL_RCD throughout the rest of the system withouthaving to add an additional key for the PER_ORG.
• The PER_ORG_INST record is new, but it does represent a logical parent relationship that was alreadyin the system. In order to keep the key structure of EMPLID and EMPL_RCD intact for the rest of thesystem, we have created PER_ORG_INST as a logical parent not a physical parent. The relationship iscaptured using the common ORG_INSTANCE_ERN field on PER_ORG_INST and PER_ORG_ASGN.
While we are no longer using the PERSONAL_DATA record as a core transaction table, we are keeping it forreporting and batch. PeopleSoft added processes to keep the data up to date in real-time with changes made toPERSON, PERS_DATA_EFFDT, NAMES, ADDRESSES, and the Person Extension records.
There is a component post change PeopleCode that will capture changes made in real-time. There is anApplication Engine that can be run nightly to capture the data that has just become effective and also capturesany changes that happened during the previous day. Please refer to the PeopleSoft Enterprise HRMS 9.1Application Fundamentals PeopleBook for more information.
See PeopleSoft Enterprise HRMS 9.1 Application Fundamentals PeopleBook.
What Happens to EMPLOYMENT
EMPLOYMENT is now a view that joins together the PER_ORG_ASGN, PER_ORG_INST, and currentJOB row. It contains most of the same fields as the old EMPLOYMENT record and can still be usedfor reporting and online usage.
Task L-2: Understanding Record and Table Changes
This section discusses:
• Understanding Record Changes
• Understanding Table Changes
Task L-2-1: Understanding Record Changes
The PeopleSoft 8.8x upgrade deals with creating the new structure that allows a single EMPLID to have morethan one relationship to the organization. In addition, splitting the non-core data into components has beencompleted. Therefore, the following will not be done during your upgrade:
• The upgrade process will not attempt to merge EMPLIDs.
• The upgrade process will not assign the current EMPL_RCDs to an EMPLID change.
• No EMPL_RCDs will be deleted.
See PeopleSoft Enterprise HRMS 9.1 Application Fundamentals PeopleBook.
The following will occur during the upgrade:
• EMPL_RCDs that were created with the HIR action will be created as separate Organizational Instances.
• EMPL_RCDs that were created with the ADL action will be created as additional assignments and willbe related to an appropriate Instance.
• EMPL_RCDs that have Host assignments will be created as Instances.
• EMPL_RCDs that are Host assignments will be created as Assignments related to the HOME assignment.
• Japanese main appointments will be created as Instances.
• Japanese additional assignments will be created as assignments connect to the Main appointment.
If you want EMPL_RCDs that you created with the ADL action to be created as separate Instances, you shouldchange that action to HIR in your source data prior to data conversion.
The following table outlines the changes toPERSON.
PERSON Fields Deleted, Moved, Added Conversion Rules
EMPLID None None
PER_STATUS Replaced by PER_ORG_ASGN.PER_ORG
E = EMP
N= See Chart 2 — UpgradeConversion Chart below.
BIRTHDATE None None
BIRTHPLACE None None
BIRTHCOUNTRY None None
BIRTHSTATE None None
DT_OF_DEATH None None
ORIG_HIRE_DT Moved to PER_ORG_INST Copied on each PER_ORG_INST rowfor a Person
HIGHLY_COMP_EMPL_C Moved to BN_PERSON Only create a row where thereis data in either field. SinceHIGHLY_COMP_EMPL_P hada default value N specified, this shouldbe treated as a blank value.
HIGHLY_COMP_EMPL_P Moved to BN_PERSON Only create a row where thereis data in either field. SinceHIGHLY_COMP_EMPL_C hadthe default value N specified, thisshould be treated as a blank value.
LAST_CHILD_UPDTTM New field Null
The following table outlines the changes to PERS_DATA_EFFDT.
PERS_DATA_EFFDT Fields Deleted, Added, Moved Conversion Rules
EMPLID None None
EFFDT None None
PER_TYPE Replaced by POI_TYPE See Chart 2 — Upgrade ConversionChart below
MAR_STATUS None None
MAR_STATUS_DT None None
SEX None None
AGE_STATUS Moved to PERS_DATA_DEU None
HIGHEST_EDUC_LVL None None
FT_STUDENT None None
LANG_CD None None
LASTUPDDTTM New field %datetime
LASTUPDOPRID New field PPLSOFT
YEARS_OF_EXP Moved to PRIORWORK_SUM None
APPLID Deleted — In PERS_APPL_INFO If the APPLID/APP_DT is notPERS_APPL_INFO already, insert ofrow
Chart 2 - Upgrade Conversion Chart for PER_STATUS and PER_TYPE
If the PER_STATUS is N and there is no POI_TYPE, the employee will be loaded as a Contingent Worker.
Since a Person can have different PERS_DATA_EFFDT.PER_TYPEs over time, it is possible for a person tohave more than one row inserted into PER_ORG_ASGN.
The upgrade converts EMPL_RCDs that are in EMPLOYMENT to PER_ORG_ASGN and PER_ORG_INST.All rows in EMPLOYMENT will be moved to PER_ORG_ASGN. PER_ORG_INST will contain therelationship between EMPL_RCDs in PER_ORG ASGN. Some EMPL_RCDs are considered Instances whichactually creates a new employment instance. Others are additional assignments that the person may have overtime but that should not be considered a “hire action.” See the reference below for more information on thedifferences between Instances and Assignments.
See PeopleSoft Enterprise HRMS 9.1 Application Fundamentals PeopleBook.
EMPL_RCDs that are Instances will also be in PER_ORG_INST. EMPL_RCDs that aretrue additional assignments will not be in PER_ORG_INST, but will have a value in theirPER_ORG_ASGN.ORG_INSTANCE_ERN that will connect them with an Instance.
The following will occur during the upgrade:
• EMPL_RCDs that were created with the HIR action will be created as separate Organizational Instances.
• EMPL_RCDs that were created with the ADL action will be created as additional assignments and willbe related to an appropriate Instance.
• EMPL_RCDs that have Host assignments will be created as Instances.
• EMPL_RCDs that are Host assignments will be created as Assignments related to the HOME assignment.
• Japanese main appointments will be created as Instances.
• Japanese additional assignments will be created as assignments connect to the Main appointment.
If you want EMPL_RCDs that you created with the ADL action to be created as separate Instances, you shouldchange that action to HIR in your source data prior to data conversion.
The following table outlines the changes to NAMES.
JOB_JR Field Deleted, Added or Moved Conversion Rules
PAYROLL_STATE_AUS Moved to JOB_AUS None
CLASSN_CURRENT_AUS Moved to JOB_AUS None
WORK_SECTOR_AUS Moved to JOB_AUS None
FUNCTION_AUS Moved to JOB_AUS None
ANN_CNTACT_HRS_AUS Moved to JOB_AUS None
TEACH_WEEKS_AUS Moved to JOB_AUS None
CASUAL_TYPE_AUS Moved to JOB_AUS None
TERM_TYPE_AUS Moved to JOB_AUS None
TERM_LTD_AUS Moved to JOB_AUS None
SUPV_LVL_ID Moved to JOB None
EXPECTED_END_DATE Moved to JOB None
AUTO_END_FLAG Moved to JOB None
Because of the previous model, it is assumed that all EMPLOYMENT records go with the PER_ORG basedon the PER_STATUS. All EMPLOYMENT records belong to one PERSON_ORG. The one exception is forPension Payees. If the Person has a PER_STATUS of E and the PER_TYPE of P then their last EMPL_RCDwill be for their Pension data and should get a PER_ORG of POI.
See “Completing Database Changes,” task Converting Retirees with Pay for information about convertingretirees with pay.
PERSON is a new Record that serves as the parent to PERS_DATA_EFFDT, EMPLOYMENT, and all otherrecords that previously used PERSONAL_DATA as the parent.
The upgrade scripts will load this record with the information from PERSONAL_DATA.
The upgrade scripts will ensure that all PERS_DATA_EFFDT rows are updated with the data from PERSONfor the fields moved from PERSONAL_DATA to PERS_DATA_EFFDT.
NAMES
This is the only source of Name data for a person in the record, PERSON.
The upgrade scripts will ensure that a row is created in NAMES for any PERS_DATA_EFFDT row that had aname change for NAME_TYPE = ‘PRI’.
The fields NAME_DISPLAY and NAME_FORMAL are new in this PeopleSoft release. To populate them,you must run the Application Engine process NAME_DISPLAY. This process is called during data conversion.If the fields are not populated after data conversion you can run the Refresh Name Display Values processat any time.
To run the Refresh Name Display Values process:
Select Set Up HRMS, System Administration, Database Processes, Refresh Name Display Values.
To update all name formats check Update All Name Formats. Otherwise, select a Name format Type. Besure that the following check boxes are selected:
• Update NAMES record
• Update Dependants
• Update HS Non-Employees
• Update French Public Sector
• Update US Federal Names
ADDRESSES
This is the only source of Address data for a person in the record PERSON.
DEPENDENT_BENEF
If the Address is the same as the employee’s then the address data is not physically stored on the record,only the Address_type is. If the Address is not the same as the employee’s, then the dependent’s address isdirectly stored on the record.
If the Phone is the same as the employees, then the phone data is not physically stored on the record, onlythe PHONE_TYPE is. If the Phone is not the same as the employee’s, then the dependent’s phone is directlystored on the record. There is now the ability to have the address be the same as the employee’s while thePhone is different.
The Upgrade scripts will enter an Address_type of HOME and a Phone_Type of MAIN if the Same Addressas Employee is Yes. The address and phone fields will then be cleared. No change will happen if the SameAddress as Employee is No.
EMERGENCY_CNTCT
If the address is the same as the employee’s, then the address data is not physically stored on the record, onlythe Address_type is stored. If the address is not the same as the employee’s, then the contact’s address isdirectly stored on the record.
If the phone is the same as the employee’s, then the phone data is not physically stored on the record, onlythe PHONE_TYPE is stored. If the phone is not the same as the employee’s, then the contact’s phone isdirectly stored on the record. It is now possible for the address to be the same as the employee’s whilethe phone is different.
PAYROLL_DATA
The Address fields were removed from PAYROLL_DATA. Any address used to send the paycheck or adviceto must exist in ADDRESSES. However, the PAYROLL_DATA component allows the user to select theHOME or MAILING address or to enter a different CHECK address.
The Upgrade scripts will create an ADDRESSES record with the data from PAYROLL_DATA with theappropriate ADDRESS_TYPE if this data does not exist in ADDRESSES.
ABS_HIST_DET
If the Address is the same as the employee’s then the address data is not physically stored on the record, onlythe ADDRESS_TYPE is. If the Address is not the same as the employee’s, then the address is directlystored on the record.
The Upgrade scripts will enter an Address_type of HOME and a Phone_Type of MAIN if the Same Addressas Employee is Yes. The address and phone fields will then be cleared. No change will happen if the SameAddress as Employee is No.
New Views
The following lists the new views that have been created.
PERSON_NAME
This view returns a Person’s current Primary Name. One row per PERSON will always exist in this view.
PERSON_ADDRESS
This view returns a Person’s current Address of each ADDRESS_TYPE. One row per Person per Address_typewill exist in this view. Since Addresses are not required, this view will not return all people in PERSON.
PERSONAL_DT_FST
This view is a combination of PERSON, current primary name from NAMES, and the current row fromPERS_DATA_EFFDT. One row will exist for each person in PERSON.