microsoft word - hr_security_config_request_form_work...

System: PeopleSoftTitle: PeopleSoft Configuration Request Form

Version: 1.0Last Modified: March 16, 2011

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PeopleSoft Configuration Request Form

Purpose

The PeopleSoft Configuration Request Form is used by Human Resources Authorized Requestors to add, delete, or modify Department(s), Time and Labor Group(s), and Absence Group(s). This form will replace the existing process of Authorized Requestors submitting User Security Configuration Request Forms via Excel and the Microsoft Outlook email account and the Client Services manual processing of the forms.

Prerequisites

• Only HR Authorized Requestors can use this form• To receive PS^SC^ALL^Config Form role, AR must complete Eureka training

Navigating to the PeopleSoft Department Configuration Request Form 1. Navigate to HARVie (http://harvie.harvard.edu)2. Select PeopleSoft3. Log into PeopleSoft if necessary4. Access the form using this path:

PeopleSoft>>Harvard Processes>>Entry/Forms>>Department Form

The first tab allows you to search for forms already created; by clicking on the second tab labeled ‘Add a New Value’, you can create a new request. Information about searching for a form after you create it can be found later in this work instruction.

Click the Add button to create a new request.



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PeopleSoft Department Configuration Request Form Layout An Authorized Requestor can create a new request to ADD, Modify, and Disable an HR department by going to the prescribed path and selecting the appropriate form. The PeopleSoft Configuration Request Form has seven sections:

Requisition ID Information Authorized Requestor Information Department Request Information Department Costing Affiliations Comments Request History Information

Using this form, an HR Authorized Requestor can take the following actions:

1. Add/Create a new department2. Modify an existing department description3. Disable an existing an existing department

The Authorized Requestor has the role of Preparer for this form.

FieldRequisition ID

Request Date

DescriptionThis field will default to NEW when making a new requestIf viewing an existing request, this field will populated with the system-supplied Requisition ID assigned to the form when first saved by user.Field will be blank when a new Requisition is entered If viewing an existing request, this field will populated with the date that the form was originally created by the user.

Notes

Submission Status This field will contain thestatus of the submission.

There are 6 statuses:Approved: Request has been approved by FSS Client Services. Cancelled: Request cancelled by PreparerProcessed: Request has been processed by FSS Client Services.Rework: Form has been submitted but needs to be reworked based on review by FSS Client Services. The form has been returned to the Preparer for changes.Saved: The form has been saved by the Preparer, but not yet submitted to FSS Client Services. Submitted: Form has been submitted to FSS Client Services for review.



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The first part of this instruction form describes Requisition ID Information which is the same for both Department and TL & Absence Group configuration Request form:

Field

Department

Telephone

Email Address

DescriptionThis field will default to the name of the Authorized Requestor/PreparerThis field will display Preparer’s Department number and DescriptionDisplays the Preparer’s Telephone NumberDisplay’s the Preparer’s Email Address

NotesRequestor



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The next part of the form contains Authorized Requestor Information:



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PeopleSoft Department Configuration Request Form

To complete a Department Request, follow the below instructions:



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Field Description Notes



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PeopleSoft TL and Absence Group Configuration Request Form

The next part of this instruction describes how to enter TL and/or Absence Group Request Information.

Absence Group Request

FieldReq Action

DescriptionNotesFrom the drop down menu,This is a required field.choose the action you wish to take with this user:

Group ID

TL Group Description

ChangeDisable NewThis search field allows lookup of existing Time & Labor Groups.Time & Labor Group Description is pre-populated when Group ID is selected.

This is a search field.

Corresponding Absence Group

This field has a 30character limit.Special characters (#^&/) and spaces included in limitationIf applicable (select Yes or No)

Req Action From the drop down menu,This is a required field.choose the action you wish to take with this user:

Group ID

AM Group Description

ChangeDisable NewThis search field allows lookup of existing Time & Labor Groups.Absence Group Description is pre-populated when Group ID is selected.

This is a search field.

This field has a 30character limit.Special characters (#^&/) and spaces included in limitation



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To add a Manager ID to an Absence Group, enter Manager HUID in the below Add AM Group to Following Employees section:

Select to add multiple Manager ID

Work InstructionVersion: 1.1Last Modified: October 6, 2015

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When the Change or Disable action is selected, the comments field must be complete with a business justification for the modification:

The Preparer can enter any comments pertaining to the requested change for FSS Client Services to better understand the information in order to process the request. The comments field is limited to 100 characters.

Exiting out of a submitted request

When the Preparer has completed inputting information into the request and has either saved or submitted it, he/she should click the “Update/Display” button in the lower right hand corner to return to the Search field (home).

Whether the Preparer will be able to edit these fields depends on the selection made in the Req Action field. See the following sections for more information.

Saving, Submitting and Cancelling Requests When a Preparer completes the HR User Security Request Form, the Preparer has two options:

Save Request: Click on the Save Request button to save, but not submit the request. Preparers may choose this option if he/she has not completed the form or wishes to check on something before submitting the form. A Preparer will be able to search for the saved form using the Search Options discussed in the next section.

Submit Request: This submits the request to FSS Client Services for review. Once the request is submitted, FSS Client Services will review the request and approve the request, process the request or submit the form back to the Preparer for rework. Each of these statuses will be added to the form by FSS.

Once a request is saved or submitted, it is given a system-generated Requisition Number

NOTE: There is no Discard Request option. If the user has inputted information that requires modification before the user submits the request, the Preparer can simply modify the existing request to reflect the desired information.

If the user has Submitted the request and wishes to cancel it out, the Preparer can retrieve the request by clicking out of the form on the left menu bar (User Security Form), go back into the request, and then click Cancel Request.

Version: 1.1Last Modified: October 6, 2015

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FieldRequisition ID

DescriptionNotesAllows the Preparer to searchYou can type in part of the number by Requisition IDusing the “begins with” field. Othersearch options to use are:

Request Date Preparer can search forrequest by date

calendar display.StatusAllows the Preparer to searchThe statuses are Approved,

by Requisition StatusCancelled, Processed, Rework,Saved or Submitted.

SearchClick this button when you are ready to submit your searchClearClick this button if you wish toThis will clear all fields that have clear out the search criteriabeen inputted


Search Page Once a form is created, Preparers can search for forms from this path in PeopleSoft:

PeopleSoft>>Harvard Processes>>Entry/Forms>>Department Form PeopleSoft>>Harvard Processes>>Entry/Forms>>TL and Absence Group Form

The fields found on the Search Page:


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Questions Submit any questions about the Configuration Request Form to the Client Servicesmailbox: [email protected].

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