What is Smart HR
Template?
- Smart HR templates is an approach to simplify the various transaction process done by HRs, such as hiring, updating a person’s personal or job data, or managing a person’s profile data
- Templates can be personalized to meet departmental needs through automated population. Users can view and test templates dynamically. So the only thing HR enters is the new hire’s personal information.
- HR can configure personal,job and profile transactions to simplify the user experience.
New feature of Smart HR template in PS-9.2
- Enables administrators to use the Manage Transactions component to view transactions that are in draft status, require HR review, or encountered errors.
- Provides integration with Profile Management profiles and Smart HR to help the end users enter/update a person’s profile using Smart HR transaction templates and pages.
- Introduces new component Transaction Type to identify a template's use, indicate what sections are permitted in template, define which components will be updated during the Smart HR process, and to determine which users have appropriate security access.
Business benefits:
- HR can do all the transactions at one place, resulting in increase of efficiency.
- Streamlines repetitive data entry.
User Types in Smart HR:
- Template Administrator
- HR Administrator
- Users
Let’s
have a case study on Smart HR with a simple example step by step.
Navigation: Set Up HCM->Product Related-> Workforce Administration->Smart HR
Template-> Template Record/Field
Create a new record or use any delivered
record by giving record alias and select the necessary field names in that
record. Here, the delivered record alias “JOB” has been taken for illustration
where all the fields are chosen from “JOB” record
Step2: Create/Use Template Section
Navigation: Set Up
HCM->Product Related-> Workforce Administration->Smart HR
Template > Template Section.
Template
Section page is used to identify and configure sections, and list and configure
the fields contained in a section. The fields available for templates are
grouped into sections, like group boxes. User can determine which sections and
the order in which the sections should be presented to the end user when
creating a Smart HR template. Sections and their fields are delivered as
system data. These
delivered sections can be modified within the templates based on the
organisation's needs for hiring.
These delivered sections can be grouped
and categorised:
- Personal Data sections (includes section like Name, Birth Information, Gender, Education, etc.)
- Job Data sections (like Work Location – Job Indicator, Job Information, Job – Salary Plan, etc.)
- Federal sections (Like Data Control Dates & Action, Tracking Data, Name, etc.)
- Manage Profile sections (like JPM Competencies, JPM Memberships, JPM Tests, etc.)
Step3: Template
transaction type
Navigation: Set Up HCM->Product
Related-> Workforce Administration->Smart HR Template-> Template
Transaction Type.
This
is used to define the transaction types for the smart HR templates created. It
is a new feature released in 9.2. Here, since we are updating the Job data, transaction
type JOB is selected. The newly created section is added to this
transaction type in Sections tab as shown below.
Step4: Template Creation
Navigation: Set Up HCM->Product Related-> Workforce Administration->Smart
HR Template->Template Creation.
Template Creation page is used to create and
modify the templates. Here, a new template “KOV_UPDT_JOB_DTS” is created to do
transactions.
Template Creation tab change the status to Active and fill the mandatory information.
Then in
Configuration tab, choose transaction type as Change Job Data. Choose
the override or hide options as per the business requirements. Provide the page
title for your template.
Include our
section in the Sections tab by clicking on Add Section as shown above. After
completing the creation of templates and template sections, we can do the Smart
HR transaction and test.
Step5: Smart HR transactions
Step5: Smart HR transactions
Navigation: Workforce Administration->Smart HR Template->Smart HR transactions.
Choose
the template created and click on Create Transaction. Then, enter the required
fields and click on Continue.
Then, enter the new information which
needs to be updated and click on Save and Submit as shown below.
The required information thus gets
updated in Personal data table using Smart template. Similarly, we can do all
HR transactions in one page using these smart HR templates easily.
Limitations:
- Smart HR templates cannot be used for mass updates.
- This can be used only with employees having Employee record “0”.
Neelufar Mohammed Esack
Kovaion Consulting-PeopleSoft Practice