Appendix: Understanding Person Model Changes

This appendix discusses the changes to the core record structures for a Person, the Person’s basic biographical data, and the relationships that the Person has with the organization. These record structures evolved in each of the releases from PeopleSoft 8.0 to PeopleSoft 8.9. Because the biggest changes occurred between PeopleSoft 8.0 and PeopleSoft 8.3 and between PeopleSoft 8.3 and PeopleSoft 8.9, these changes will be the focus of this appendix.

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 customer doesn'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 to separate the business logic and the processing. Eventually it will allow us to compartmentalize the actual component 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 any usage 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 relationships to the organization that person has. This means that you no longer have to create a separate ID if someone was 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 and Employee and a Non-employee, this model will allow a Person to have multiple organizational relationships. In addition, we are splitting the Non-employees into two categories: Contingent Workers and Persons of Interest. 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 Cobra Participants, Pension Payees, and Stock non-emps, Learning Solution Students needing a refund via NA Payroll, External Trainers, and External Students. Because processes are already built for these groupings 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 External Students (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 of Interest simultaneously or in succession using the same EMPLID. Each organizational relationship will be separated by EMPL_RCD — meaning any one EMPL_RCD for a Person can only be for one organizational 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 have more 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 their customized code.

Entity Relationship Diagrams

The following Entity Relationship Diagrams (ERDs) are designed to provide you with a visual representation of some of the key relationships Person records had in earlier PeopleSoft releases.

PeopleSoft 8.0 Diagram

The following ERD describes the interrelationships of the PERSONAL_DATA, PERS_DATA_EFFDT and other records where Addresses and Names are stored redundantly.

PeopleSoft 8.3 and 8.8 Diagram

The following Entity Relationship Diagram shows the relationship of Core Records in Release 8.3 and 8.8.

PeopleSoft 8.9 Diagrams

Understanding PeopleSoft 8.9 Diagrams

The following Entity Relationship Diagrams (ERDs) provide a visual representation of some of the key relationships the Person Object has with other records in PeopleSoft 8.9.

Person Object Model

The following Entity Relationship Diagram illustrates the Person Object Model, showing core requirements and optional core records as well as the type and number of extensions.

Person and Organization Entities

The following Entity Relationship Diagram shows the relationship between Person and Organizational Relationship entities.

While referencing the diagram above, keep in mind:

• While EMPLOYMENT is replaced by a new record (PER_ORG_ASGN), this record maintains the same key 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 each distinct EMPLID/EMPL_RCD. This relationship will never change for that ENPL_RCD. This is what allows us to keep the key structure of EMPLID, EMPL_RCD throughout the rest of the system without having 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 already in the system. In order to keep the key structure of EMPLID and EMPL_RCD in tact for the rest of the system, we have created PER_ORG_INST as a logical parent not a physical parent. The relationship is captured using the common ORG_INSTANCE_ERN field on PER_ORG_INST and PER_ORG_ASGN.

Worker Entity

The following illustrates the Worker entity relationships.

What Happens to PERSONAL_DATA

While we are no longer using the PERSONAL_DATA record as a core transaction table, we are keeping it for reporting and batch. PeopleSoft added processes to keep the data up to date in real-time with changes made to PERSON, 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 an Application Engine that can be run nightly to capture the data that has just become effective and also captures any changes that happened during the previous day. Please refer to the Application Fundamentals for HRMS PeopleBook for more information.

What Happens to EMPLOYMENT

EMPLOYMENT is now a view that joins together the PER_ORG_ASGN, PER_ORG_INST, and current JOB row. It contains most of the same fields as the old EMPLOYMENT record and can still be used for reporting and online usage.

Record and Table Changes

This section discusses:

• Record Changes
• Table Changes

Record Changes

Record Changes from PeopleSoft 8.01 to 8.9

The following tables detail record changes from PeopleSoft 8.01 to 8.9:

Record Changes for PeopleSoft 8.3x and 8.8x to 8.9

The PeopleSoft 8.8 x to 8.9 upgrade deals with creating the new structure that allows a single EMPLID to have more than one relationship to the organization. In addition splitting the non-core data into components has been completed. 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.

The upgrade converts EMPL_RCDs that are in EMPLOYMENT to PER_ORG_ASGN and PER_ORG_INST. All rows in EMPLOYEMNT will be moved to PER_ORG_ASGN. PER_ORG_INST will contain the relations hip between EMPL_RCDs in PER_ORG ASGN. Some EMPL_RCDs are considered Instances which actually creates a new employment instance. Others are additional assignments that the person may have over time but that should not be considered a “hire action”. See the reference below for more information on the differences between Instances and Assignments.

See PeopleSoft Enterprise HCM Application Fundamentals 8.9

EMPL_RCDs that are Instances will also be in PER_ORG_INST. EMPL_RCDs that are true additional assignments will not be in PER_ORG_INST but will have a value in their PER_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 will be 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 should change that action to HIR in your source data prior to data conversion.

PERSON

PERS_DATA_EFFDT

NAMES

PERSONAL_PHONE

EMAIL_ADDR

EMPLOYMENT

JOB

JOB_JR

If the PER_STATUS is N and there is no POI_TYPE, the employee will be loaded as a Contingent Worker.

Because of the previous model, it's assumed that all EMPLOYMENT records go with the PER_ORG based on the PER_STATUS. All EMPLOYMENT records belong to one PERSON_ORG. The one exception is for Pension Payees. If the Person has a PER_STATUS of E and the PER_TYPE of P then their last EMPL_RCD will be for their Pension data and should get a PER_ORG of POI.

Since a Person can have different PERS_DATA_EFFDT.PER_TYPEs over time, it is possible for a person to have more than one row inserted into PER_ORG_ASGN.

There are the PER_STATUS and PER_TYPEs that are added as system data. If you have added additional ones or if you are using the PER_TYPEs differently, you will need to determine which PER_ORG their values match to and modify your insert statements accordingly. If you are unsure, you can make the person a POI and change it later if needed.

Table Changes

PERSON Record

PERSON is a new Record that serves as the parent to PERS_DATA_EFFDT, EMPLOYMENT, and all other records that used to use PERSONAL_DATA as the parent.

The upgrade scripts will load this record with the information from PERSONAL_DATA.

PERS_DATA_EFFDT Record

The upgrade scripts will ensure that all PERS_DATA_EFFDT rows are updated with the data from PERSON for 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 a name 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 process at 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. Be sure that the following checkboxes 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.

The upgrade scripts will ensure that a row is created in ADDRESSES for any PERS_DATA_EFFDT row that had an address change for the ADDRESS_TYPE = ‘HOME’.

The upgrade scripts will ensure that a row is created in ADDRESSES for any PERS_DATA_EFFDT row that had another address change for the ADDRESS_TYPE = ‘MAIL’.

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 is directly stored on the record.

If the Phone is the same as the employees, then the phone data is not physically stored on the record, only the PHONE_TYPE is. If the Phone is not the same as the employee's, then the dependent’s phone is directly stored on the record. There is now the ability to have the address be the same as the employee’s while the Phone is different.

The Upgrade scripts will enter an Address_type of HOME and a Phone_Type of MAIN if the Same Address as Employee is Yes. The address and phone fields will then be cleared. No change will happen if the Same Address 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, only the Address_type is. If the Address is not the same as the employee's, then the contact’s address is directly 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, only the PHONE_TYPE is. If the Phone is not the same as the employee's, then the contact’s phone is directly stored on the record. There is now the ability to have the address be the same as the employee’s while the Phone is different.

The Upgrade scripts will enter an Address_type of HOME and a Phone_Type of MAIN if the Same Address as Employee is Yes. The address and phone fields will then be cleared. No change will happen if the Same Address as Employee is No.

PAYROLL_DATA

The Address fields were removed from PAYROLL_DATA. Any address used to send the paycheck or advice to must exist in ADDRESSES. However, the PAYROLL_DATA component allows the user to select the HOME 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 the appropriate 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, only the ADDRESS_TYPE is. If the Address is not the same as the employee's, then the address is directly stored on the record.

The Upgrade scripts will enter an Address_type of HOME and a Phone_Type of MAIN if the Same Address as Employee is Yes. The address and phone fields will then be cleared. No change will happen if the Same Address as Employee is No.

ADDRESS_TYPE

This has been replaced by a table built from ADDRESSES.

PERS_NAMES_TYPE

This has been replaced by a table built from NAMES.

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_type will 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 from PERS_DATA_EFFDT. One row will exist for each person in PERSON.