functional document

PeopleSoft HRMS 9.1

Functional Specification: Customisation

Personal data

CP_Personal_Data_Initials

Document Author: DKTBP

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Functional Specification Coloplast PeopleSoft HRMS 9.1

Table of Contents:

1 Introduction to this Document....................................................................................................3

1.1 Objectives of this Document...........................................................................................................31.2 Scope of this Document..................................................................................................................31.3 Document References....................................................................................................................3

2 Business Overview....................................................................................................................... 4

2.1 Background to the Business Requirement......................................................................................42.2 Business Justification..................................................................................................................... 42.3 Business Process Impact...............................................................................................................42.4 Business Requirements List...........................................................................................................42.5 Assumptions................................................................................................................................... 42.6 Dependencies................................................................................................................................. 42.7 Risks............................................................................................................................................... 42.8 Issues............................................................................................................................................. 4

3 Functional Requirements.............................................................................................................4

3.1 Overview of Required Functionality................................................................................................43.2 Detailed Functional Requirements..................................................................................................4

4 Non-Functional Requirements....................................................................................................4

4.1 Security........................................................................................................................................... 44.2 Audit............................................................................................................................................... 44.3 Capacity / Volumes......................................................................................................................... 44.4 Performance................................................................................................................................... 4

5 Unit Test Considerations.............................................................................................................4

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1 Introduction to this Document

1.1 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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http://teamsite.connect.coloplast.com/sites/ITProjects/2010PeopleSoftHCMUpgrade/Documents/Project%20Documents/7.0%20Project%20Documentation/7.3%20Project%20Logs/Action%20Log%20Coloplast.xlsx

http://teamsite.connect.coloplast.com/sites/PeopleSoft/Shared%20Documents/PeopleSoft%20Operation/3.0%20Workforce%20Administration/1.1%20Hire_ReHire%20Employee_Product%20Description.docx


2 Business Overview

2.1 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 IT-Systems, 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 Business Process Description

03.01 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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http://teamsite.connect.coloplast.com/sites/PeopleSoft/Shared%20Documents/PeopleSoft%20Operation/3.0%20Workforce%20Administration/03.01%20Workforce%20Administration%20Hire-Re-hire%20-%20Process%20information.docx


3 Functional Requirements

3.1 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 Format type ISO 3166-1 Name of page

Canada Canadian CAN CA NAME_CAN_SECCroatia Croatian HRV HR NAME_HRV_SECCzech republic Czech CZE CZ NAME_CZE_SECDenmark Danish DNK DK NAME_DNK_SECEgypt Egyptian EGY EG NAME_EGY_SECFinland Finnish FIN FI NAME_FIN_SECHungary Hungarian HUN HU NAME_HUN_SECIndia Indian IND IN NAME_IND_SECIsrael Israeli ISR IL NAME_ISR_SECKorea Korean KOR KR NAME_KOR_SECNew Zealand New Zealander NZL NZ NAME_NZL_SECNorway Norwegian NOR NO NAME_NOR_SECPoland Polish POL PL NAME_POL_SECPortugal Portugeese PRT PT NAME_PRT_SECRussia Russian RUS RU NAME_RUS_SECSaudi Arabia Saudi Arabia SAU SA NAME_SAU_SECSingapore Singapore SGP SG NAME_SGP_SECSlovakia Slovak SVK SK NAME_SVK_SECSlovenia Slovenian SVN SI NAME_SVN_SECSouth Africa South African ZAF ZA NAME_ZAF_SECSweden Swedish SWE SE NAME_SWE_SECTaiwan Taiwanese TWN TW NAME_TWN_SECUkraine Ukrainian UKR UA NAME_UKR_SECUSA American USA US NAME_USA_SECPhilliphines Philippine PHL PH 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

CountryFormat

type ISO 3166-1 Name of page

Australia Australian AUT AU NAME_AUT_SECAustria Austrian AUS AT NAME_AUS_SECGreat Britain British GBR GB 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.

CountryFormat

type ISO 3166-1 Name of page

Argentina Argentinian ARG AR NAME_ARG_SECBelgium Belgian BEL BE NAME_BEL_SECBrazil Brazilian BRA BR NAME_BRA_SECHong Kong Chinese HKG HK NAME_CHN_SECChina Chinese CHN CN NAME_CHN_SECFrance French FRA FR NAME_FRA_SECGermany German DEU DE NAME_DEU_SECHolland Dutch NLD NL NAME_NLD_SECItaly Italian ITA IT NAME_ITA_SECJapan Japanese JPN JP NAME_JPN_SECMexico Mexican MEX MX NAME_MEX_SECSpain Spanish ESP ES NAME_ESP_SECSwitzerland Swiss CHE CH NAME_CHE_SECPhilliphines Philippine PHL PH 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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Andrew Lovelock, 24/11/11,

I take it the message text is the same as the current message in v8.9. In my opinion, you should take the opportunity to change the text now to make it more user friendly. The statement which reads “The PeopleCode program executed an Error statement, which has produced this message” is totally meaningless to the end user. I would suggest replacing this sentence with “Please enter an alternative value.”


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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4 Unit Test Considerations

Guidelines

This is the Functional Specification author’s 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 # Test Condition Steps (inc. Navigation) Input Data Output / Expected Results Comments

1. Initials can be captured

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

First Name = John

Last Name = Doe

Initials = DKJDO

Remaining mandatory fields in component PERSONAL_DATA can be captured using random data.

A Personal Data record is created.

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2 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.

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

4 Initials cannot be reused. Navigation:

Workforce Administration -> Personal Information - Add a Person

Steps:

1. Choose Danish in

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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Format Type

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.

6 Auto creation of preferred business email address.

Navigation:

See test 5

Steps:

1. Use steps in test 5 to open Personal data of DKJDO

2. Select page Contact Information

An email record exists with the following values:

Email type = Business

Email address = [email protected]

Preferred =

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mailto:[email protected]

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