Employee Maintenance - Search Preload

1. Go to Human Resources menu. Click on Employees.
2. Click on Preload List.
3. Use provided fields to perform record search:
   • WIN
   • Last Name
   • Supervisor WIN
   • Cost Center
   • Location Name
   • Start Date
   • Candidate Id
   In addition, records imported from Taleo can be searched using these two filters:
   • Job Code (not shown in IPS-preloaded records)
   • Show Only Records With Errors
4. Select record from Preloaded Employees list. Please note all records imported from Taleo can be identified as follows:
   • Hire link IS NOT present.
   • Status may be Pending (employee data contains 'critical' errors which will not allow the hire process to be completed), or Approved (hire process can be completed automatically as record does not have 'warning' errors).
5. Use links on the far right to perform any of these actions:
   • Edit - To modify employee data.
   • Delete - To eliminate employee record.
   
   
   IMPORTANT: Taleo - IPS interaction.
   All records imported from Taleo are processed automatically. IPS validates employee data in order to determine if any errors are present.
   • Critical Errors are those which do not allow the hire process to be completed (shown on the upper left inside a red-striped frame).
     Records where no WIN is present can be imported from Taleo despite containing critical errors. User is required to fix record, so the system generates the corresponding WIN.
     
   • Warnings Refer to errors of lesser importance (shown on the upper left in a yellow-striped frame). Employee record has a WIN, and hire process may be completed.
   Taleo interface is a little different from IPS Preload module.
   It includes some additional employee data, such as: Pay Category, Local Business Coordinator, Work Schedule, Compensation and Review, Bonus Plan, and Extra Information. All this information is required so employee hire process can be completed. As a result, Taleo records allow the hire process to be completed automatically. On the other hand, employees preloaded directly in IPS still need all the aforementioned information to be added before completing the hire process.
   
   This is a brief description of the Taleo sections in IPS screen:
   • Taleo Data (upper right). Clicking on this button will show original Taleo data. This can help user to review original employee information after some data has been changed.
   • Pay Category Information. It includes all employee payroll data, and validations are the same as in IPS Employee Maintenance - Payroll.
   • Compensation and Review. It shows employee Job Code, Alternate Job Title, and Acquisition information (if applicable).
   • Bonus Plan. At this point, only one bonus plan is allowed. User can select bonus plan from drop down menu where bonus plans are shown. Hire process must be completed in order to enter additional bonus plans.
   • Extra:
     • WIN Information - Three fields are shown:
       • XGUID: It refers to the Xerox Global Unified Identification.
       • Requisition ID: It is the Open Position ID.
       • Replacement WIN: If applicable, must be the WIN of a terminated employee.
     • Rehire Information - Data is populated automatically.
       • Is Rehire?: Will display one of the following:
         • False - when WIN belongs to a domestic employee (U.S.-based).
         • True - when WIN corresponds to a terminated employee.
         • Check for matches - when the Taleo record shows a coincidence in Last Name/Date of Birth with an existing IPS record.
         
         Please note user can change Rehire status from False to True by selecting 'Check for matches', and then selecting employee from list.
       • Transfer Type: It shows if employee is current, domestic or former.
       • Transfer ID: Employee WIN
       • Transfer Seniority Date: It is expected to show employee hire date. If field is empty, it will be populated with Start Date. User may also enter a new date if necessary.
     
     FINAL NOTES:
     IPS will reject Taleo imports completely when Cost Center is wrong, Hierarchy is inexistent, or Candidate ID is duplicated. Any other error will be categorized as either critical or warning.
     Finally, IPS will run an automated process to hire all Taleo imports where employee information is complete and correct. This is a scheduled transactions process that will hire employee on the Start Date in record.
     In case an error occurs at the moment of completing the automatic hire process, IPS will notify user about it, so the record can be corrected. Once the user has fixed the employee record, it will be processed along with all other scheduled transactions (this is a system job that runs every 30 minutes).