Helpful Tidbits
- Transactions with the same Appointment Number cannot be approved, pushed back, or deleted individually, they must be approved, pushed back, or deleted together.
- Once the “Send Appt Notification” step has passed, any changes made to the appointment on the My Approvals page, will not appear on the employee’s appointment notificaiton. If user needs a change made to appear on the employee’s appointment notification, then user will need to push back the transaction prior to the “Send Appt Notification” step. The “Send Appt Notification” step is identified on the CSU TAE WorkFlow Steps page.
- If a transaction is pushed back to step/level 0 (originator) and the position number has been updated, the Appointment Data Entry page will show two records with the same ERN but different position numbers. Once one of the transactions is loaded to job, the Appointment Data Entry page will only show one record with that ERN and the position number that was loaded to job.
- When tracking appointment statuses within the module, know that the module is only able to distinguish transactions between:
- Not Loaded to Job (LOADED_TO_JOB is blank)
- Loaded to Job (LOADED_TO_JOB is Y)
CI Load to Job Reports
Employee NOT Appearing on Successful Load to Job or Load to Job Error Report
If the employee you tried to Load to Job, does not appear on the Successful Load to Job Report or the Load to Job Error Report, confirm the following before submitting a ServiceNow Ticket:
- The Action/Reason is correct.
- The Eff Seq is not 1 or more without an Eff Seq of 0 being loaded at the same time. (Note: DO NOT change the Eff Seq to 0 unless the row that has Eff Seq 0 is changed first.)
Load to Job Error Message Meanings
When transaction appears on the Load to Job Error Report, and user is unable to resolve the reason the transaction appeared on the Load to Job Error Report, user can either:
- Submit a ServiceNow Ticket
- Follow the “~Manual Load to Job” process:
- Manually enter the transaction into Job Data, based on the information on the My Approvals page.
- Return to the My Approvals page, select “~Manual Load to Job” in the Other Action field, check the “Approve” box and click “Save & Submit”.
- The transaction will no longer appear on the My Approval page.
Message | Meaning | Next Steps |
A fatal PeopleCode SQL error occurred. Please consult your system log for details. | Error has occurred that is beyond your troubleshooting abilities. | Submit a ServiceNow Ticket. |
Not Authorized (90,6) | User trying to load the transaction into Job Data is not authorized. | Message should only appear if the user is missing security role: CHR_PT_PeopleSoft_Advance. If it is found that the user has the security role and is still receiving the message, submit a ServiceNow Ticket. |
Action is valid only if HR Status is Inactive. (1000,15) | Action is incorrect. | Update Action |
Action is valid only if prior HR Status is Active or Empl Status is Retired or Terminated with Pay. (1000,972) | Action is incorrect. | Update Action |
Action Reason is required (25110,46) | Action/Reason is missing | Enter Action/Reason |
ACTION_0 Error changing value. {CSU_TF_JOB_CI.JOB (1). ACTION_0} (91,34) | Action/Reason is incorrect. | Update Action/Reason |
ACTION_REASON Error changing value. {CSU_TF_JOB_CI.JOB(1).ACTION_REASON} (91,34) | Action/Reason is incorrect. | Update Action/Reason |
CSU_TF_JOB_CI Error saving Component Interface. {CSU_TF_JOB_CI} (91,37) | The Job Component Interface failed due to previous or other errors. | Review other errors that appeared when transaction was submitted and make the necessary changes to the appointment based on the other errors. |
CSU_TF_JOB_CI No rows exist for the specified Keys. (CSU_TF_JOB_CI) (91,5) | One of the data elements entered for the appointment is incorrect and causing the record not to load to job. | Review all the details of the appointment and make the necessary changes. |
JOB Unknown key of uninstantiated object (CSU_TF_JOB_CI.JOB) (91,16) | One of the data elements entered for the appointment is incorrect and causing the record not to load to job. | Review all the details of the appointment and make the necessary changes. |
Defaults not found on TF defaults table for business unit = STCMP and jobcode = #### | The job code being used for the transaction is missing from the Process Defaults page. Note: Job Codes will only be missing from the Process Defaults Table if someone at the campus has modified the table beyond PPT Status and Retirement code. |
Review the Process Defaults table to confirm that the Job Code is missing. Once confirmed submit a ServiceNow ticket. If it is discovered that the Job Code is not missing from the Process Defaults table, submit a ServiceNow ticket. |
Effective date must be greater than or equal to employee's first Personal Data effective date. (1000,451) | The appointment effective date is before the employees Person Data (Modify A Person) effective date. | Review Person Data (Modify A Person) to see when the effective date is. If the date is after the effective date of the appointment, you will need to push back the appointment for a revision. |
Expected End Date is required for this employee. (25110,47) | The end date is missing. | Review the appointment and make the necessary changes. |
Field is required. (15,8) | A required field is not completed. | Review all the details of the appointment and make the necessary changes. |
Get failed, emplid = 100001325 and empl_rcd = 3 | The following employee and empl record number have failed. | Review other errors that appeared when the transaction was submitted and make the necessary changes to the appointment based on the other errors. If the error still appears review all the appointment details to ensure they are correct (Example: Action/Reason). Note: If error appears in combination with a “Not Authorized” error, this is possibly a security issue where security is needed for the component interface. The role CHR_PT_PeopleSoft_Advance should give access to the CI. |
Hire or Rehire action is valid only if employee status is Terminated or Retired. (1000,14) | Action/Reason is incorrect. | Update Action/Reason |
Integration Gateway - HttpTargetConnector:ExternalApplicationException. Http status code Integration Gateway Error. (158,10623) CSU_CS_INTEGRATION.CSPersonIntegration.OnExecute Name:sendCSMessage PCPC:2211 Statement:30Called from:JOB_DATA_EMP.GBL.S | The connection between CHRS and the CS environment is down. | Submit a ServiceNow Ticket. |
Salary Plan entered for Job Code is incorrect. Please change Salary Plan to 335 on Effective Date, 8/18/2022, and Effective Sequence, 0. (25000,25) | Salary Plan entered in Position Data is incorrect. | Review Position Data and make the necessary changes. |
There is another job row with an effective date greater than the input effective date. | There is another job row with an effective date greater than the input effective date. | Complete the “~Manual Load to Job” process. |
There is job row for this emplid/empl_rcd - Can't process the hire. | There is another job row with an effective date greater than the input effective date. | Complete the “~Manual Load to Job” process. |
Warning -- date out of range. (15,9) | Date is out of range (back dated or future dated by 30 days). Notes: This is a soft error and should not be the reason for the transaction not loading |
Review other errors that appeared when transaction was submitted and make the necessary changes to the appointment based on the other errors. |
Warning -- Grade is invalid for salary plan or salary ranges are missing on job row 2022-09-01. (1020,5) | The Grade entered in Position Data is incorrect. | Review Position Data and make the necessary changes. |
Warning -- Head count of 2 exceeds maximum head count of 1 for position. (1000,156) | Head count of 2 exceeds maximum head count of 1 for position | Review Position Data and make the necessary changes. |
Warning -- Hourly Rate is less than the minimum specified in the Salary Grade Table. (1000,32) | Hourly Rate is less than the minimum range. | Review the appointment and make the necessary changes. |
Warning -- Pay Rate Change action is chosen and Pay Rate has not been changed on job row 2022-08-18 for Empl ID 100001079, Empl Record 0. (1000,27) | The pay has not changed but the action/reason is a pay change. | Review the appointment and make the necessary changes. |
Warning -- Salary Plan and/or Grade does not match Position configuration. | Salary Plan and/or Grade entered in Position Data is incorrect. | Review Position Data and make the necessary changes. |
GetCompIntfc failed, emplid = 100021218 and empl_rcd = 0 | The Job Component Interface failed due to previous or other errors. | Review other errors that appeared when transaction was submitted and make the necessary changes to the appointment based on the other errors. |
Empl_class not found on TF appointment type table for business unit = MACMP and contract type = | The Appt Type field is blank. | Enter an appointment type in the Appt Type field. |
Standard Hours cannot exceed Maximum Standard Hours on Business Unit HR Defaults record. (1000,314) | The Standard Hours for the Salary Plan need to be reviewed. | Submit a ServiceNow Ticket. |
Absence Management Pay Group is required when Pay System is PNA or PI and using Absence Management. (1000,1360) | The record cannot stack due to different Pay Groups | Review Job Data for the employee regarding the Pay Group and make any necessary changes. |
Appointment Notifications
- Appointment Notification, is failing to display all the appointments under the same appointment number for an employee:
- Based on the EE Group, only a certain number of appointments can have the same appointment number and appear on the same Appointment Notification. If more than the allowed appointments are created under the same appointment number, then the appointment notification will not display all the appointments on one appointment notification.
EE Group | Number of Appointments that can have the SAME Appointment Number and appear on the SAME Appointment Notificaiton |
01-Lectures | 3 |
02-Counselors | 3 |
03-Librarians | 3 |
04-Coaches | 3 |
05-Summer | 3 |
06-Subsitutes | 2 |
07-Extensions | 3 |
08-Additional Employment | 3 |
09-TA | 3 |
10-GA | 3 |
11-ISA | 3 |
- Appointment Notification, is failing to display correct information for EE Group 06-Subsitutes:
- If the Appointment Notification has been changed mid process from a Lab to a Lecture, then the Appointment Notification will not print the correct information. To resolve this, the appointment must be fully canceled and then resubmitted.
- Appointment Notification, is failing to display an end date for the employee:
- The Appointment Notification will fail to display an end date if the incorrect date field is completed and approved.
Appointment Type | Date Fields that need to be completed |
001- Academic Year Appointment | Eff Dt, End Dt, Multi Term Dt |
002 -12 Month Appointment | Eff Dt, End Dt |
003 -12.3 Entitlement | Eff Dt, End Dt, Multi Term Dt |
004 - Apprentice Contract | Eff Dt, End Date |
005 - Immediate Pay | Eff Dt, End Date |
006- Semester Appointment | Eff Dt, End Dt, Multi Term Dt |
007- One Quarter Appointment | Eff Dt, End Dt, Multi Term Dt |
008- Two Quarter Appointment | Eff Dt, End Dt, Multi Term Dt |
009- Extra Quarter Appointment | Eff Dt, End Dt, Multi Term Dt |
010- Summer Session- Immediate Pay | Eff Dt, End Date |
012- 10 Month Appointment | Eff Dt, End Dt |
014- 12.12 Entitlement - Yr 1 of 3 | Eff Dt, End Dt, Multi Term Dt |
015- 12.12 Entitlement - Yr 2 of 3 | Eff Dt, End Dt, Multi Term Dt |
016- 12.12 Entitlement - Yr 3 of 3 | Eff Dt, End Dt, Multi Term Dt |
017- Multi Year AY | Eff Dt, End Dt, Multi Term Dt |
020- AE-16th WTU | Eff Dt, End Dt |
021- AE-Lump Sum | Eff Dt, End Dt |
022- AE-AY Daily Rt - 172 | Eff Dt, End Dt |
Appointment Numbers
- Unexpectedly ended up with three appointments attached to one appointment number:
- Unfortunately, once multiple appointments are submitted with the same appointment number they cannot be separated. The only way to separate the appointments is to request CMS to delete the data from the TAE Staging, History, and Letter tables. A ServiceNow ticket will need to be submitted with the following information:
- CHRS ID
- Empl Record Number
- Department ID
- EE Group
- Appointment Number
- For EE Group 06- Substitutes, had two appointments attached to one appointment number, but only one appointment loaded to job successfully:
- When this occurs, user will be need follow the “~Manual Load to Job” process:
- Manually enter the transaction into Job Data, based on the information on the My Approvals page.
- Return to the My Approvals page, select “~Manual Load to Job” in the Other Action field, check the “Approve” box and click “Save & Submit”.
- The transaction will no longer appear on the My Approval page.
Disappearing Transactions
- When trying to cancel an appointment after the transaction has already loaded to job, the transaction disappears from the My Approval page without loading to Job:
- If certain fields (Term, Session, Appt Type, Eff Dt, End Dt, etc.) do not match exactly what was entered for the original transaction that was loaded to job, the Cancel After Loaded to Job process will not work. When certain fields do not match what was originally entered for the transaction, the module treats the cancelation as if it is a Mid-Process Cancel rather than a Cancel After Loaded to Job. Using the TAE Approval History page review the original transaction submitted and the transaction submitted as a Cancel.
- If the certain fields (Term, Session, Appt Type, Eff Dt, End Dt, etc.) are different, the transaction will need to be submitted again with the fields matching.
- If all the field are matching a ServiceNow ticket will need to be submitted with the following information:
CHRS ID
Empl Record Number
EE Group
Details of the Original Appointment from the TAE Approval History page review
Details of the Canceled Appointment from the TAE Approval History page review
- When processing a “No Change” the transaction disappeared and did not load to job:
- When “No Change” is in the Other Action field, the transaction does not load to job and will fall off the My Approval page once the Appointment Notification has been sent.
- When processing an appointment, the notification was NOT generated, the reports did not appear, the transaction did NOT load to job and has disappeared from the My Approval page:
- This could occur for various reasons.
- Begin by confirming the following items below. If any of the reasons for the notification was NOT generating, the reports NOT appearing and the transaction NOT loading to Job and disappearing, are listed below, will need to submit the transaction again.
On the WorkFlow Approvers page, confirm that the user who approved the transaction has access to the Final Load to Job step.
On the Workflow Steps page, confirm that the workflow is set up correctly for the transaction being submitted. You will want to confirm that the workflow has the Load to Job and Send Appt Notif box checked at one of the steps.
On the User Profile page, confirm the user has the CHR_PT_PeopleSoft_Advance role.
- If after reviewing, it is found that the reason for the notification was NOT generating, the reports NOT appearing and the transaction NOT loading to Job and disappearing, is not listed above submit a ServiceNow ticket. The ServiceNow ticket will need to be submitted with the following information:
Details of the Original Appointment (CHRS ID, Empl Record Number, EE Group)
Details of Final Approver (CHRS ID, Campus ID, Approval Workflow access)
Image of the Workflow Steps
Details of the appointment from the TAE Approval History page review
Session Code
- The Session Code is not auto-populating to Session 1 for certain Terms entered on the TAE Appointment Data Entry page:
- There are two reasons that this could be occurring:
- First review the Session Code table and confirm that a Session Code has not created starting with a zero. If a Session Code has been created, you will need to update this on both the Session Code table and the Term table.
- Second review the Term table to confirm that the Description and Short Description field only have numbers, letters, and spaces. If the Description and Short Description field have other characters beyond that, you will need to update.
- The Session Code is not generating values when clicking on the magnify glass on the TAE Appointment Data Entry page:
- This could be occurring because the Term table has not been setup correctly. The Description and Short Description field on the Term table should only have numbers, letters, and spaces. If the Description and Short Description field have other characters beyond that, you will need to update.
- The Session Code is not generating the correct dates:
- There are two reasons that this could be occurring:
- First review the Session Code table and confirm that a Session Code has not created starting with a zero. If a Session Code has been created, you will need to update this on both the Session Code table and the Term table.
- Second review the Term table to confirm that the Description and Short Description field only have numbers, letters, and spaces. If the Description and Short Description field have other characters beyond that, you will need to update.
Setup/Configuration
- Workflow Approver page is not allowing for me to insert a new step in the middle of the workflow process:
- Users are not able to insert a step in the middle of the workflow as the module does not have that functionality. To add a step to the workflow, users will need to add the step at the end of the workflow and relabel the prior steps. This process is explained through the Update TAE Approval Workflows Job Aid located in the CHRS Library under Training.
- Not all workflow steps are appearing on the WorkFlow Approvers page:
- If you set up your workflow by EE Group and job code, you need to search by EE Group and job code on the Workflow Approvers page.
- If you set up your workflow by EE Group, job code and department, you need to search by EE Group, job code and department on the Workflow Approvers page.
- If you setup your workflow by EE Group and department, you need to search by EE Group and department on the Workflow Approvers page.
- If you recently inactivated a workflow and did not create a new Workflow with a higher month than the recently inactivated, then the new workflow step will not appear on the WorkFlow Approvers page.
- Fields that should be hidden from approvers are still visible:
- If you setup your workflow by EE Group and job code, you need to setup the hidden fields by the same EE Groups and job codes. Otherwise, the fields will remain visible to the approver.
- If you setup your workflow by EE Group, job code and department, you need to setup the hidden fields by the same EE Group, job code and department. Otherwise, the fields will remain visible to the approver.
- If you setup your workflow by EE Group and department, you need to setup the hidden fields by the same EE Group and department. Otherwise, the fields will remain visible to the approver.
- When adding an approver to the Approver Workflow page and checking the "Auto-Change by Position Nbr", the correct person is not being pulled:
- When "Auto-Change by Position Nbr" is selected if more than one incumbent shares the position number the most recently added incumbent will pull. You will need to uncheck the "Auto-Change by Position Nbr" field so that the approver does not update.
- Values on the TAE Appointment Type table still appearing after requested to be removed:
- Values on the table are never removed, only inactivated due to the standardization of the table. Although the table is standardized each campus has their own version under their campus business unit which allows them to request different values to be inactivated. Values that have been inactivated will no longer appear as a drop down option on the TAE Appointment Data Entry Page.
TAE Update Approvers/Authority Scheduled Job Errors (CHRMP1.00)
Certain TAE pages have the ability for data to be updated based on Position Number or Empl ID changing. The scheduled job process TAE Update Approvers/Authority (TAEAUTO) will target those pages and make the updates. When updates cannot be made, an error message will produce and restrict updates from occurring. If the user is unable to resolve the issue, a ServiceNow ticket should be opened.
Message | Meaning | Next Steps |
Update can not be made because the emplid / empl_rcd already exists. Please review this manually | Position Number and/or Empl ID cannot be updated because the information already exists on the Appointment Authority and/or Workflow Approver pages. | Manually review the Appointment Authority and Workflow Approver pages and make the necessary update. |
No emplid found for approver update For position | Position Number and/or Empl ID cannot be updated because an Empl ID cannot be located. | Manually review the Workflow Approver page and the Position Number to make the necessary updates. |
Update can not be made because changing the emplid / empl_rcd will cause a duplicate record and unique constraint abend. Please review this one manually | Position Number and/or Empl ID cannot be updated because the information already exists on the Appointment Authority and/or Workflow Approver pages. | Manually review the Appointment Authority and Workflow Approver pages and make the necessary update. |
No emplid found for Authority update For position | Position Number cannot be updated because an Empl ID cannot be located. | Manually review the Appointment Authority page and the Position Number to make the necessary updates. |
No position found for Approver update For emplid | Position Number and/or Empl ID cannot be updated because a position number cannot be located | Manually review the Appointment Authority page, the Position Number, and Job Data to make the necessary updates. |
No position found for Authority update For emplid | Position Number and/or Empl ID cannot be updated because a position number cannot be located | Manually review the Appointment Authority page, the Position Number, and Job Data to make the necessary updates. |
FAQ
Appointment Data Entry Users:
- Question: What should I do if I need to enter more than the allowed number of appointments that can have the same appointment number and appear on the same Appointment Notification?
- Answer: If you need to enter more than the allowed number of appointments that can have the same appointment number and appear on the same Appointment Notification, they will need to process the first set of appointments and then return to the appointment data entry page to process the additional appointments.
- Question: What should I do if I accidently give a Lab appointment instead of a Lecture appointment for EE-Group 06 Substitutes and need to make a correction?
- Answer: Depending on where the appointment is in the workflow, you will need to coordinator with the correct individual to have the appointment fully canceled. Once the appointment is fully canceled, you will be able to resubmit the transaction.
- Question: What should I do if I accidently give a Lecture appointment instead of a Lab appointment for EE-Group 06 Substitutes and need to make a correction?
- Answer: Depending on where the appointment is in the workflow, you will need to coordinator with the correct individual to have the appointment fully canceled. Once the appointment is fully canceled, you will be able to resubmit the transaction.
- Question: Does the TAE module confirm enrollment eligibility for GA’s, TA’s, and ISA’s?
- Answer: At this point the module does not review nor confirm enrollment eligibility, it is up to the campus to verify the eligibility before entering the record into the mod.
- Question: Once the transaction is submitted how can I monitor where the appointment is in the Approval Workflow?
- Answer: Users can use either CSU TAE Transaction Status page or the CSU TAE Appt Status Report. Access to the reports is determined by the campuses themselves, therefore not everyone will have access.
Approver – Final (Load to Job):
- Question: Why am I seeing multiple transactions for different EE groups on the same Load to Job Report that popups after the Final Approver approves?
- Answer: If the same Final Approver approves multiple transactions for different EE Groups within 7 minutes, the different EE Groups will appear on the same Load to Job Report that appears after the Final Approver approves.
- Question: Why are some of the Action/Reasons appearing blank on the Load to Job Report that appears after the Final Approver approves?
- Answer: If the Final Approver approves a transaction that has the “~Manual Load to Job” option in the Other Action field and then approves other transactions, within a 7 minute window, the Action/Reason will appear blank for the transaction that had the “~Manual Load to Job” option in the Other Action field on the Load to Job Report that appears after the Final Approver approves.
- Question: What fields should I make sure to check before loading the transaction to job?
- Answer: It is recommended that the final approver review all fields on the My Approval page before loading the transaction to job.
Campus Admin:
- Question: How will the TAE Module handle employees not having an email address?
- Answer: Data Entry users will be unable to enter a transaction for an employee that does not have a BUSN email address provisioned. Campuses will want to make sure that they are working with their provisioning team, to ensure that rehires and new hires (i.e., Future Hire POI’s) are able to access CHRS prior to being entered into Job Data, otherwise the employee will be unable to acknowldge their notification. (Example: Email, Single Sign on)
- Question: How will my Future Hire POI be able to review and acknowledge their Appointment Notification is self-service?
- Answer: Campuses will want to make sure that they are working with their provisioning team, to ensure that rehires and new hires (i.e., Future Hire POI’s) are able to access CHRS prior to being entered into Job Data, otherwise the employee will be unable to acknowldge their notification. (Example: Email, Single Sign on)
- Question: If I need to update existing WorkFlow Step for an EE Group, do I need to create a the new one after I inactivate the first, or can I just edit the steps in the current workflow?
- Answer:
- Testing- It is recommended that campuses edit the Workflow Steps for the existing workflow unless the changes they are making involve differentiating between job codes and departments. When the change involves adding a step to the workflow, users will need to add the step at the end of the workflow and relabel the prior steps.
- Live- It is recommended that campuses first inactivate the workflow that is no longer needed and then create the new workflow with the Month/Year higher than the original workflow.
- Answer:
- Question: What should I do if I did not create a new workflow with the Month/Year higher than the original workflow I inactivated?
- Answer: You should delete all the steps in the inactive workflow except for the originator step, then create a new workflow that is at least the month higher than the original workflow inactivated.
- Question: When setting up the Workflow Steps, if I check the “Send Appt Notification” box, does that mean the employee at that level will receive individual notifications for each transaction submitted?
- Answer: Yes.
- Question: Is there reporting that provides details of changes that were made to appointments throughout the approval process with ID and timestamp of change?
- Answer: Yes, users can reference the CSU TAE Approval History page to see a full history of a transaction throughout the approval process. The report does not however, highlight a transaction if a change has been made.
- Question: What should I do if my Campus Logo needs to be updated?
- Answer: Submit a ServiceNow Ticket with your new logo attached.
- Question: Are all the reports for TAE in CHRS?
- Answer: No, many of the TAE reports can be found in CHRS Reporting.
- Question: How do I remove values on the TAE Appointment Type table?
- Answer: Values on the table are never removed, only inactivated due to the standardization of the table. Although the table is standardized each campus has their own version under their campus business unit. Campuses can request certain values to be inactivated by submitting a ServiceNow ticket.
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