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31a_CHRS Recruiting to PS 9.0 Integration

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CHRS Recruiting to PeopleSoft Integration

This guide is to outline how to processes new hire, rehire and transfer data in PeopleSoft HCM 9.0, after a recruitment is completed in CHRS Recruiting.

CHRS Recruiting is the CSU selected recruiting system, built on the CHRS Recruiting cloud application. When an applicant accepts an offer and becomes a new employee, CHRS Recruiting exports the new hire data, collected via the New Employee Data Form, the Offer card and the Job card. This daily export is encrypted and automatically parsed into the appropriate campus PeopleSoft HCM 9.0 instance.

In PeopleSoft HCM 9.0, new hire data will be loaded in a staging table, where new hire data should be reviewed and processed. After that, a new hire loading process is run to create or update the person, person of interest (POI), job, and profile records.

Processing is handled by different teams on different campuses and may include one or more of the following groups:

  • HRIS
  • Employment Services
  • Payroll Services

All processes used for new hire processing are grouped under this navigation: Recruiting > CSU Recruiting Processes > CSU Recruiting Inbound.

Action Information/Screen Shot
Campus Action Required
  • Configuration tasks
  • Determine current Person of Interest (POI) security type status
  • Enable POI security type by business unit
  • Assign security role to User Profile (CSU_RECRUITING_ADMINISTRATOR or CSU_RECRUITING_USER)
  • Integration tasks
  • Import new hire data into the PeopleSoft staging table
  • Review personal and job data in staging table for completeness and accuracy
  • Import new hire data into PeopleSoft tables
  • Troubleshooting

Configuration Tasks

This section describes how to configure the following prerequisites:

  • POI security by business unit
  • User role permissions
Action Information/Screen Shot
Set up person of interest (POI) security type- by business unit It has been campuses’ practice to assign some or all newly hired employees the Person of Interest type of “Future Hire” prior to their first day of work. New Hire Integration process allows for the creation of Future Hire POI, but for it to work correctly, proper POI security access type must be configured first.
For PeopleSoft 9.0, CHRS Standardization has recommended that Future Hire POI should be secured by Business Unit. Therefore, this security access type must be configured for campus end-users to see or edit POI details. This configuration is a one-time setup for each campus. Detailed instructions are provided below.
When to set up POI security Before you run the Load POI process via integration.
Verify POI security access by business unit
  1. Log in to PeopleSoft HCM
  2. Navigate to SetUp HRMS > Security > Core Row Level Security > Security Access Type.
  3. Verify that POI security type by Business Unit is enabled.
    1. Search for Security Type 006.
    1. Verify that Security Type 006 is Enabled for security set PPLPOI.
How to set up POI security access by business unit Do this procedure only if POI security access by Business Unit was not already enabled for your campus.
  1. Log into PeopleSoft HCM.
  2. Navigate to SetUp HRMS > Security > Core Row Level Security > Security by Permission List.
  3. Search for the Permission List that you want to allow Future Hire POI visibility
  4. Click the Plus Sign (+) to add a Security Access Type.

  5. Enter the following values:
  • Security access type 006
  • Person of Interest Type: 00100
  • Business Unit: Click Lookup and then select your campus business unit.

  1. Scroll down and click Save.
  2. Repeat this procedure for each permission list that you need to modify. This step is required for all permissions that need access to POI data.
  3. Run security refresh after all permission lists are updated:
    1. Click Core Row Level Security menu dropdown arrow, then click SJT_OPR_CLS. The Refresh page opens.
    2. Enter your Run Control ID and then click Search.
    3. Select Refresh all rows and then click Run.

    4. Click Process Monitor to view the security refresh status.

    5. On the Process Monitor page, click Refresh until you see the Success message in the Run Status column.
    6. If you see message other than Success, go to Troubleshooting.
What happens next Future Hire POI information is visible to authorized users.
User permission roles and sensitive data management Some fields need to be masked for some users in order to protect sensitive employee data. Your ability to view data is determined by your assignment into one of the following permission roles:
  • CSU_Recruiting_Administrator – access granted to view and edit all fields on the staging table
  • CSU_Recruiting_User – access granted to view partial Social Security Numbers (last four digits) or Date of Birth (MM/DD). Also, allow to view and edit all other fields on the staging table.

Users with either permission roles will be able to run new hire processes with no difference.
Campus end users must be assigned to either one of these permission roles before processing new hire data via integration.
How to add the permission role for the user
  1. Navigate to Security > User Profiles.
  2. Select the User ID.
  3. Click the Roles tab.
  4. Click the plus sign (+) to add a new role.
  5. Search for CSU_RECRUITING.
  6. Select one role to apply to that user.

  • Click Save.
What happens next Authorized users can view appropriate level of sensitive data on the New Hire Review table.

Review the Staging Table Data

A regularly scheduled data import process loads new hire data into the PeopleSoft staging table. This process provides default values to the staging table based on business requirements outlined for integration. An ad hoc import process could be run whenever needed.

  • The CHRS Recruiting data export process is scheduled to run at 3:00 p.m. PST.
  • An automatic process is scheduled to import data from each campus’s PeopleSoft instances at 4:00 p.m. PST.
  • On rare occasions when an emergency export is generated from CHRS Recruiting outside the above schedule, individual campuses need to manually run the import process to receive the unscheduled output.

After the import, you will need to review the data in the PeopleSoft staging table. The staging table includes all fields that are needed for PeopleSoft processing to create or update the person, POI, job and person profile. You have to create a search specific to your need to view new hire data in order to review the information and correct any data errors.

Not all data exported from CHRS Recruiting are shown in the staging table. Some data are collected and exported from CHRS Recruiting and are imported directly into PeopleSoft HCM tables. For exampleself-disclosed data such as gender, ethnicity, and emergency contact information are imported, but do not need end user validation, and therefore, are not shown.

Action Information/Screen Shot
When to review the staging table data Review the staging data after the data import to the staging table, before loading new hire data into PeopleSoft HRM.
Set up the staging table search After you create a search, the search criteria are saved for next time.
  1. In PeopleSoft, navigate to: Recruiting > CSU Recruiting Process > CSU Recruiting Inbound Process > New Hire Review
  2. Click Search to find an existing Run Control.
  3. If no value exists, then click the Add a New Value tab to set up a new Run Control ID.

  4. Set up Search criteria for the Staging table using the following screenshot and guidelines.


  1. Click Find. Search results are displayed in the staging table.
  • Optional: Click Clear to clear the search criteria.
  • Optional: Click Save to save the search criteria.
General Guidelines Search criteria can be used in combination. For example, you can combine Department and Job Codes to limit search returns to only those you are assigned to review.
Important: If two users use the exact same data set (showing all new hires in the staging table, for example), the chance of them not being able to save their work is significantly increased.

Validate Staging Table Data

The staging table opens below the search that you just performed. The table comprises several tabs. You must validate information on each of these tabs:

  • Person Info
  • Job Info
  • CSU Job
  • CSU Faculty
Action Information/Screen Shot
Person info validation The Person Info tab shows information about each person that was imported from CHRS Recruiting. For values in the SSN and Date of Birth fields, only those with CSU_Recruiting_Administrator permission role can see the full data. Users with CSU_Recruiting_User permission role see SSN as XXXXX1234, and DBO as 01/01/XXXX.
A search/match process checks whether the person is already established in PeopleSoft in order to avoid duplication. This process utilizes Social Security Number (SSN), Campus ID, and Campus ID Source data to determine the type of search match to be performed. Upon successfully locating a match, the existing Empl ID will populate the Empl ID field.
Search Match is conducted based on SSN. If no SSN is included in the export from CHRS Recruiting, the search match does not return any useful value. To process anyone with no SSN coming from the export, refer to the error handling section.
When you view the Person Info tab, note the following Search Match Result and Campus ID values.
  1. On the Person Info Tab, review the Search Match Result column to see if any additional actions are required.


The following table explains the Search Match values.
  1. Determine whether the person is an active employee, new employee, or rehire, then take actions based on the following table.
  2. Use the following guidelines for data correction:
  • If the field value is No Search Match Needed, then you do not need to validate that row.
  • Citizenship proof 1 and 2 fields: These fields are blank because they do not come from CHRS Recruiting. They are used in PeopleSoft HCM by some campuses to record I-9 verification and/or recertification dates. If your campus uses these fields, add the applicable date; otherwise, leave blank.
  • DOB field: If the field is red, the DOB indicates the person’s age is older than 80 or younger than 18. The system does not prevent this data from being processed, but you do need to validate the DOB.
  • SSN: this field shows information that is self-disclosed by the new hire. It is also editable.
  • If SSN and DOB are blank, and Search Match Result says “No Search Match Needed” then it is an existing employee. You will not be able to update the person information in PeopleSoft for this individual.
  • If the new hire didn’t provide a valid SSN, then a place holder of “999999999” will be exported from CHRS Recruiting. Do NOT run person load process with this SSN. Review the Troubleshooting section to see how to resolve this issue.
  1. When you have validated the Person Information, go on to Job Info validation.
Job info validation Some data comes from CHRS Recruiting, some is loaded with default values. Use the following procedures, guidelines, and screenshots to validate the Job Info tab data. This guide shows the Job Info page in three parts.
  1. Click the Job Info tab.
  2. Review the data on the Job Info tab to verify that it is correct.
  3. Use the following guidelines to review and correct the data.

Job Info 1 (left)

Job Info 2 (middle)



Job Info 3 (right)




  1. When you have validated the information, go on to CSU Job Tab validation.
CSU Job tab validation Most values need to be selected from the drop-down list. CSUEU job codes are defaulted to be “eligible” for Anniversary Code, Anniversary Month and Year. If your campus does not follow this practice, revise the fields to be blank.
  1. Click the CSU Job tab.
  2. Review the data on this table to verify that it is correct.
  3. Use the following guidelines to review and correct the data.

CSU Job tab 1 (left)



CSU Job tab 2



CSU Job tab 3



  1. For faculty positions, move on to CSU Faculty tab validation; otherwise, skip to Process Status tab.
CSU Faculty tab validation The CSU Faculty tab is used to capture data specifically for faculty positions.
  1. Click the CSU Faculty tab.
  2. Review the data on this table to verify that it is correct.
  3. Use the following guidelines to review and correct the data.

CSU Faculty tab 1



CSU Faculty tab 2



  1. After you have validated all of the data, move on to Process Status Tab.
Process Status Tab This tab is designed to identify processing steps for the new hire. You will use the checkboxes to indicate whether new hire data is to be loaded into Person, POI, Job or Profile tables.
These processes can be checked one at a time or concurrently.
When saving the staging table, a validation process will run, based on the checkbox identified, to evaluate if all required fields are completed for the identified process. Those on the staging table, but do not have the specific process checked will not go through the validation process. For example, there are two records on the staging table, you only checked the “Load Person” process for one of them. When you click Save, PeopleSoft validates the data according to PeopleSoft rules for creating or updating a person, for each individual. If any of the required fields are blank, it displays an error message and you will need to resolve the issue before the staging table can be saved.
  • Load Person – Loads the records into the PeopleSoft Person Data table.
  • POI Relationship – Create a POI relationship for the person.
  • Load Job – Depending on the type of hire, this option inserts a row or adds an employment instance into job data table.
  • Load Profile – Adds or updates profile data in the person profile table. Profile data includes self-reported degree and license information. These data are exported from CHRS Recruiting but are not visible in the staging table because there is nothing for you to validate.
  • Bulk Action: Bulk processing function designs to quickly process a large number of rows at the same time. Under the Bulk Action section, clicking on any checkboxes will automatically translate to checking all of the same checkbox below in the staging table. However, it only impacted those rows shown on the page and will not carry over to other pages of the staging table. Select load job for all will enable the checkbox under Load Job for all individuals in the staging table.

  1. Select the applicable checkboxes.
  2. Click Save.
What happens next
  • If there are incomplete fields, the page displays an error message and the field is highlighted in red.
  • Individuals on the staging table are ready to be loaded into PeopleSoft tables based on the identified process.
  • You can run the New Hire Load processes

Load New Hire Data into PeopleSoft

You run three processes under Run Control to load new hire data into appropriate PeopleSoft tables.

Some processes are dependent on data from other processes, so you must run these processes in the following order:

  1. Person and POI
  2. Job
  3. Profile

Each process pushes data from the staging table into the appropriate PeopleSoft database tables to create or update employee records. An error table captures problems during the saving and loading processes.

If your campus schedules the process to run automatically or assigns another person run it, then skip this section.

Action Information/Screen Shot
When to load new hire data into PeopleSoft New Hire data is reviewed and validated on the staging table.
How to load data into the Person/POI database
  1. Navigate to:
    Recruiting > CSU Recruiting Process > CSU Recruiting Inbound Process > New Hire Load Run Control
  2. Search for an existing Run Control ID or Add a New Value
  4. Click Run. A Process Scheduler Request page opens.

  5. Select Person Data & POI Rel
  • Information: If both Load Person and Load POI check boxes are completed on the New Hire Review page, this process will complete both tasks. If only one of these check boxes are completed, this process will only complete the identified task.

  1. Click OK. You return to the Process Scheduler Request page.
  2. Click Process Monitor to verify the process has completed. This process usually takes no more than a minute. Record the Instance ID, as it is used in the Error table and you might need the Instance ID when review errors.

    You can also review the process log by clicking the Details link.
  3. Verify that the process has run successfully on the New Hire Review page
  4. Navigate to:
    Recruiting > CSU Recruiting Process > CSU Recruiting Inbound Process > New Hire Review
  5. Go to the Process Status tab, and confirm the following:
  • Load Person check box is now disabled.
  • Process Status column displays Success.

  • If the Process Status field shows Failure, go to the Errors table to review and find out the issues. Correct the data, change the process status to be “Reload,” save, and then re-run the New Hire Load process.

  • If the status shows N/A, it means no loading process has been run for this individual.
  1. After a successful import, go back to New Hire Load RunControl page to run the next process.
How to load data into the Job database The procedure is the same as loading data into Person/POI except that you select Job instead of Person/POI.
How to load data into the profile database The procedure is the same as loading data into Person/POI except that you select Profile instead of Person/POI.
What happens next
  • Review the process status to observe the updates.
  • Troubleshoot any errors that occur.

Troubleshooting

Data import failures can occur when fields are missing values, have incorrect values, or conflicting information is being entered.

When the process runs, any errors are added to the New Hire Load Error table. If you see a failure, open the table to review the information.

Action Information/Screen Shot
When to troubleshoot
  • Loading process failed.
  • Loading process ran to success but no data was loaded into the appropriate PeopleSoft tables.
How to correct errors from the error log
  1. Navigate to:
    Recruiting > CSU Recruiting Process > CSU Recruiting Inbound Process > New Hire Load Errors
  1. Review the error table:
    1. Verify that the process instance is the instance that you recently ran.
    2. Scroll to the right and read message in the Error Text column.
    3. Fix the errors based on the error information.
Common Errors Most error messages clearly indicate what must be done. A comprehensive list of common errors and resolutions is beyond the scope of this guide. However, some examples are shown below.
Complex error types Some error types require that you interface with external systems for resolution. You might need to change something in CHRS Recruiting or find someone with CHRS Recruiting access to make the change for you. To solve these issues, you must understand the underlying cause and take appropriate action.

Error 1: An offer was accepted in CHRS recruiting, but no new hire data was exported


Cause: Offer card or new hire data form has data errors.
Procedure to resolve:
  1. Go to CHRS Recruiting, request New Hire Export Exception report from your Campus Reports Administrator.
  2. Take appropriate actions according to the following table.

Error 2: Blank values for CSU Unit, Department ID, and other properties



Cause: The position exists in the export, but does not exist in PeopleSoft Position Management.
Procedure to resolve:
  1. In PeopleSoft, navigate to:
    Organizational Development > Position Management > Maintain Positions/ Budgets > Add/Update Position Info
  2. Add the specific position.
  3. Delete the data row from the staging table.
  4. Run data import process again to reload this data into the staging table.

Error 3: No files with today’s date found in [filename] (25100, 47)


Cause: No data is imported from CHRS Recruiting. Export file does not exist.
Procedure to resolve:
  1. In CHRS Recruiting, review the Offer Card to ensure all fields are correctly completed for a new hire.
  2. If necessarily, revise the offer to re-trigger the data export in CHRS Recruiting.

If you do not have Page Up access, ask the recruiter to review the Offer Card.

Error 4: Campus Source Validated, but EMPL ID does not exist in PeopleSoft HCM


Cause: The export from CHRS Recruiting came with a validated campus ID, but PeopleSoft shows that this ID does not exist. This issue can have two causes:
  • CAUSE A: The person exists in PeopleSoft and the EMPL ID field on the Offer Card is incorrect.
  • CAUSE B: The person does not exist in PeopleSoft and employee was incorrectly categorized as an active employee.
Procedure to Resolve
  1. Determine whether the person exists in PeopleSoft.
  2. If the person exists do the following steps:
  3. In CHRS Recruiting, open the Offer Card.
  4. Verify that the EMPL ID field has incorrect value.
  5. Change the application status to be “Revised Offer”
  6. Go into the offer card to enter the correct value in the EMPL ID field.
  7. Submit the offer and revise the application status to be “Final offer” (to trigger online offer to the new hire again)
  8. After the applicant accepts the new offer, wait for the export to load into the Staging table. There will be two rows for this applicant.
  9. On the Processing Status page, look at the File Name and find the date. For example if the filename is csu_pageup_in_sd_2019061109346.txt, the date is 20190611, read as YYYYMMDD.
  10. Delete the old row and keep the new one.
Do not delete the old row until you have reloaded the new one so that you do not forget this applicant.
  1. If the new hire was mistakenly identified as an active employee, do the following steps:
  2. In CHRS Recruiting, change the application status to be “Revise Offer”
  3. Edit the Offer Card (or communicate the information to the recruiter).
  4. Remove the EMPL ID field.
  5. Under Onboarding Section, select the Base New Employee Data Form as the Onboarding Form.
  6. Submit the revised offer.
  7. Change the application status to be “Final Offer,” to trigger a new on-line offer for the applicant to accept.
  8. Then follow the last step in the prior method.
How to reload new hire data into the staging table Use this procedure whenever you need to load new hire data into the staging table manually.
  1. Log into PeopleSoft HCM .
  2. Navigate to: Recruiting > CSU Recruiting Process > CSU Recruiting Inbound Process > Data Import

.
  1. Find an Existing Run Control ID, or Create a New Run Control ID.
  2. Click Run.
What happens next
  • Errors are resolved.
  • You can reload the new hire.

CHRS Recruiting to PS Integration Design Specification - New Hire Data Processing_v3.docx

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