PeopleSoft HRMS 9.

1 Functional Specification: Personal data CP_Personal_Data_Initials

Document Author:

DKTBP

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Functional Specification

Coloplast PeopleSoft HRMS 9.1

Table of Contents:
1 1.1 1.2 1.3 2 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 3 3.1 3.2 4 4.1 4.2 4.3 4.4 5 Introduction to this Document ..................................................................................................... 3 Objectives of this Document ............................................................................................................ 3 Scope of this Document ................................................................................................................... 3 Document References ..................................................................................................................... 3 Business Overview ........................................................................................................................ 4 Background to the Business Requirement ...................................................................................... 4 Business Justification ...................................................................................................................... 4 Business Process Impact ................................................................ Error! Bookmark not defined. Business Requirements List ............................................................................................................ 4 Assumptions .................................................................................................................................... 4 Dependencies .................................................................................................................................. 4 Risks ................................................................................................................................................ 4 Issues ............................................................................................................................................... 4 Functional Requirements .............................................................................................................. 5 Overview of Required Functionality ................................................................................................. 5 Detailed Functional Requirements................................................................................................... 5 Non-Functional Requirements ................................................................................................... 10 Security .......................................................................................................................................... 10 Audit ............................................................................................................................................... 10 Capacity / Volumes ........................................................................................................................ 11 Performance .................................................................................................................................. 11 Unit Test Considerations ............................................................................................................ 12

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Functional Specification

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1
1.1

Introduction to this Document

Objectives of this Document
The objectives of this functional specification are as follows: To document the business requirements resulting in this customisation. To specify the customisation from a functional standpoint giving as much detail as possible to enable the Developer to carry out the modification. To provide guidance to the Developer as to how this customisation should be unit tested by documenting any specific conditions and parameters that must be tested.

1.2

Scope of this Document

This Functional Specification document is complementary to the corresponding documents: - Fit / Gap Document - Business Needs Assessment - Request For Change Wherever possible, duplication between this document and those referred to above should be kept to a minimum.

1.3

Document References
Action Log Coloplast action 41 1.1 Hire/ReHire Employee - Product Description

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2
2.1

Business Overview
Background to the Business Requirement
This customisation is a reimplementation of several 8.9 customisations that was implemented to minimize the workload and frequency of data entry errors when creating new employees in PeopleSoft.

2.2

Business Justification
The initials of an employee in Coloplast is used as the main unique identifier across Coloplast ITSystems, hence it is important that initials are never reused as this would make it difficult to maintain traceability of employees in Corp IT systems. The optimal place to check whether initials has ever been used before is to validate the initials at the data entry point. As data is almost instantly interfaced from PeopleSoft to other Corp IT systems it makes sense to implement functionality that limits data entry errors in such a way that fields are auto populated based on selections done by the user.

Guideline: Cross-reference all the To Be Business Processes that this development is affected by. Business Process ID 03.01 Business Process Description Workforce Administration Hire/Re-hire Process information

2.3

Business Requirements List

N/A as this is a reimplementation of a current 8.9 customization.

2.4

Assumptions
For the validation of initials to work it is assumed that all used initials are known by PeopleSoft 9.1. The set of initials to load would be the union of the sets of initials from PeopleSoft 8.9, the NEM and E1.

2.5

Dependencies
Initials not currently present in 8.9 is to be captured by HR before going live. Meaning an extract should be made from HCM 8.9, NEM and E1 to identify the employees not currently recorded in PeopleSoft but in other systems. Once completed there should be a one to one relation between the initials of an employee in PeopleSoft, the NEM and E1. It is essential that this cleanup is performed as reports show that we currently have initials where the linked name differs across the above mentioned systems.

2.6

Risks
If the clean up and load of initials is not completed prior to go live the end result be that initials soon or later will reused.

2.7

Issues
NA

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3
3.1

Functional Requirements
Overview of Required Functionality
Add an initials field to capture the initials of an employee . To populate the initials field with the prefix based on the selection of the format type of the Employee. E.g. an employee with selection Danish will get the prefix DK auto populated in the initials field. Validate that initials entered has not been assigned to an employee previously, preventing the reuse of initials. Auto populate the email address field of an employee with the [email protected].

3.2

Detailed Functional Requirements

Guidelines It is recommended that this section includes: Navigation e.g. to the Transactional Page and the Prompt Table / Setup Page; Data Capture include Page screen print(s) if possible; Processing Logic e.g. what functionality needs to be delivered. Include specific conditions around the processing logic. Specify when batch processes need to be run; Exception Handling specify specific conditions that should result in exception messages being output. Specify the severity of the message e.g. Error, Warning, Information. Ideally, also specify the precise wording of the message. Conversion/Migration Describe functional issues/Impact to be addressed Please cross-check to ensure all items within the Business Requirements List in the Business Overview section are covered within the Functional Requirements or Non-Functional Requirements sections.

3.2.1

Initials field An Initials field is to be added to the page shown when clicking on Workforce Administration -> Personal Information -> add a Person/modify a Person > edit names link.

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The initials field should be added to all of the country specific pages, as a rule of thumb the initials should be added after the 3 name fields.

As the page displayed depends on the chosen Format Type and the data needs differs from country to country it has been decided to go for a mix of PeopleSoft delivered pages and customized pages. The customized country specific pages are to be based on 2 templates where one template is to be used for countries that need to capture prefixes and another template for those countries that do not. 3.2.1.1 Non prefix countries. The following countries does not need to capture the prefix and should have specific country specific pages created:

Country Canada Croatia Czech republic Denmark Egypt Finland Hungary India Israel Korea New Zealand Norway Poland Portugal Russia Saudi Arabia Singapore Slovakia Slovenia South Africa Sweden Taiwan Ukraine USA Philliphines

Format type Canadian Croatian Czech Danish Egyptian Finnish Hungarian Indian Israeli Korean New Zealander Norwegian Polish Portugeese Russian Saudi Arabia Singapore Slovak Slovenian South African Swedish Taiwanese Ukrainian American Philippine

ISO 3166-1 CAN HRV CZE DNK EGY FIN HUN IND ISR KOR NZL NOR POL PRT RUS SAU SGP SVK SVN ZAF SWE TWN UKR USA PHL CA HR CZ DK EG FI HU IN IL KR NZ NO PL PT RU SA SG SK SI ZA SE TW UA US PH

Name of page NAME_CAN_SEC NAME_HRV_SEC NAME_CZE_SEC NAME_DNK_SEC NAME_EGY_SEC NAME_FIN_SEC NAME_HUN_SEC NAME_IND_SEC NAME_ISR_SEC NAME_KOR_SEC NAME_NZL_SEC NAME_NOR_SEC NAME_POL_SEC NAME_PRT_SEC NAME_RUS_SEC NAME_SAU_SEC NAME_SGP_SEC NAME_SVK_SEC NAME_SVN_SEC NAME_ZAF_SEC NAME_SWE_SEC NAME_TWN_SEC NAME_UKR_SEC NAME_USA_SEC NAME_PHL_SEC

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The page should be based on the following design:

3.2.1.2 Prefix countries. The following countries are using prefixes and should have country specific pages created Format type Australian Austrian British

Country Australia Austria Great Britain

ISO 3166-1 AUT AUS GBR AU AT GB

Name of page NAME_AUT_SEC NAME_AUS_SEC NAME_GBR_SEC

The page should be based following design.

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3.2.1.3 PeopleSoft delivered pages. The following countries are to use the PeopleSoft delivered country specific pages. Format type Argentinian Belgian Brazilian Chinese Chinese French German Dutch Italian Japanese Mexican Spanish Swiss Philippine

Country Argentina Belgium Brazil Hong Kong China France Germany Holland Italy Japan Mexico Spain Switzerland Philliphines

ISO 3166-1 ARG BEL BRA HKG CHN FRA DEU NLD ITA JPN MEX ESP CHE PHL AR BE BR HK CN FR DE NL IT JP MX ES CH PH

Name of page NAME_ARG_SEC NAME_BEL_SEC NAME_BRA_SEC NAME_CHN_SEC NAME_CHN_SEC NAME_FRA_SEC NAME_DEU_SEC NAME_NLD_SEC NAME_ITA_SEC NAME_JPN_SEC NAME_MEX_SEC NAME_ESP_SEC NAME_CHE_SEC NAME_PHL_SEC

3.2.2

Validation of initials. When exiting the initials fields the validation of the initials should be done. If the initials has already been used an error message should be displayed and the background color of the initials field should turn red.

3.2.3

Population of the email address.

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Based on the initials entered a preferred business email address in the form of [email protected] should be populated to the contact information page.

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3.2.4

The initials searchable via the search page.

The NAME_AC field is to be a searchable field on the search page of the PERSONAL_DATA component.

Non-Functional Requirements
Guidelines Please cross-check to ensure all items within the Business Requirements List in the Business Overview section are covered within the Functional Requirements or Non-Functional Requirements sections. Where there is no specific requirement for the areas below, please write Not applicable.

3.3

Security
To be determined when a security model has been designed

3.4

Audit
N/A

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3.5

Capacity / Volumes
N/A

3.6

Performance
N/A

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Unit Test Considerations

Guidelines This is the Functional Specification authors opportunity to influence the type of tests to include in the Unit Test Script (to be delivered by the Technical Resource). The unit tests should correlate to the specific Business / Functional / Non-Functional Requirements detailed above.

Test # 1.

Test Condition Initials can be captured

Steps (inc. Navigation) Navigation: Workforce Administration -> Personal Information - Add a Person Steps: 1. Choose Danish in Format Type 2. Click Add Name 3. Record data on page 4. Click ok 5. Add mandatory data 6. Click ok

Input Data First Name = John Last Name = Doe Initials = DKJDO Remaining mandatory fields in component PERSONAL_DATA can be captured using random data.

Output / Expected Results A Personal Data record is created.

Comments

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Correct country specific pages related to the selected Format type are shown when adding people.

Navigation: Workforce Administration -> Personal Information - Add a Person. Steps 1. For each Format type 2. Select add name 3. Go to step 1.

Select each of the countries in the supplied Format type list box.

The page heading is changed so that it reads XXX name format where XXX designates the selected Format Type. See tables 3.2.1.1, 3.2.1.2, 3.2.1.3 for correct wording of the Format types.

Test should be completed together with test 3.

The correct 2 digit prefix of the initials are populated to the initials field based on the selected Format Type.

Navigation: Workforce Administration -> Personal Information - Add a Person. Steps 1. For each Format type 2. Select add name 3. Go to step 1.

Select each of the countries in the supplied Format type list box.

The initials field is populated with the 2 character country prefix corresponding to the selected Format type. See tables in section 3.2.1.1, 3.2.1.2, 3.2.1.3 for values

Initials cannot be reused.

Navigation: Workforce Administration -> Personal Information - Add a Person Steps: 1. Choose Danish in Format Type

Initials = DKJDO

An error message is displayed (See 3.2.2) when exiting the initials field and the background color of the field turns red

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2. Click Add Name 3. Enter initials 5 Verify that initials are searchable. Navigation: Workforce Administration -> Personal Information - modify A Person. Steps: 1. On the search page use the initials field to search. Initials = DKJDO The record for DKJDO is shown.

Auto creation of preferred business email address.

Navigation: See test 5 Steps:

An email record exists with the following values: Email type = Business Email address = [email protected]

1. Use steps in test 5 to open Personal data of DKJDO 2. Select page Contact Information

Preferred =

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