Compliance to OFCCP 2014 Regulations TOI

Transcription

1 SCRIPT Tutorial Name: Compliance to OFCCP 2014 Regulations TOI Step Action on Screen Narration 1 PPT title slide Welcome to the JD Edwards EnterpriseOne Transfer of Information for compliance to Section 503 and VEVRAA regulations of OFCCP PPT slide on TOI Topics PPT slide on Section 503 and VEVRAA Regulations PPT slide on process flow flowchart This TOI provides a functional overview of the JD Edwards EnterpriseOne enhancements related to revised regulations for Section 503 of the Rehabilitation Act of 1973 and the Vietnam-Era Veterans Readjustment Assistance Act (VEVRAA) that became effective on March 24, In this TOI, we will provide an overview of the updates made to the JD Edwards EnterpriseOne Human Capital Management, Human Resources, and HR self-service applications to comply with the regulations of the U.S. Department of Labor s Office of Federal Contract Compliance Programs (OFCCP). These updates are available as part of the JD Edwards EnterpriseOne Applications, Release 9.0 and 9.1. This TOI reviews the new employee self-service applications available for employees to self-identify with their disability or protected veteran status. It also describes the new HR applications available for inquiring on, adding, or modifying self-identification responses for employees or applicants. Under the new Section 503 regulations of the OFCCP, it is mandatory for all federal contractors to invite applicants to voluntarily self-identify as an individual with a disability both in the pre- and post-offer stages and to also regularly invite employees to self-identify. Additionally, to comply with the updated VEVRAA requirements, federal contractors must also invite applicants to voluntarily self-identify their Protected Veteran status both at the pre- and post-offer stages and must also regularly invite employees to self-identify. JD Edwards EnterpriseOne HR applications have been enhanced to enable you to capture and manage the self-identification responses of employees and applicants with regard to their disability and protected veteran status. Additionally, employees can use the JD Edwards EnterpriseOne employee self-service applications to submit their self-identification responses. This diagram illustrates the self-identification process flow. If you are accessing the self-identification forms by creating a process flow script, you must create a self-service process flow event that includes the self-identification programs. You run the workfile build UBEs, and then run the P05410 version. If Workflow

2 PPT slide on 3 ways to access Self- ID forms PPT slide on Self-ID Using Process Flow Script Process Flow Detail screenshot for DV event. Highlight P and P in rectangles with a red border Work With Interactive Versions screen Open Processing Options screen for P05410 ZJDE0013 PPT slide on prerequisite is not enabled, the self-identification response is automatically approved. If Workflow is enabled, the HR administrator is notified. After the HR administrator approves or rejects the selfidentification response, the F085590W and F085605W workfiles are updated. If you are entering the self-identification responses using the Employee Self-Service standalone menu or from the P application, the data is updated to the F085590W and F085605W workfiles. When you run the R report, the system determines whether to update the F and F08401 tables along with the F table based on the setting of the corresponding P processing option. JD Edwards EnterpriseOne has provided self-service applications for employees to voluntarily self-identify their disability or protected veteran status according to the formats prescribed by the OFCCP. There are different ways in which you can access the voluntary self-identification forms. You can access them by including them in a process flow script. You can also access them through standalone applications available on the Employee Self-Service menu and from the self-service Employee Profile application (P060116). First, we will describe how to access the self-identification forms using Employee Self-Service by creating a self-service process flow script. Employees can use the self-service programs to submit their voluntary self-identification responses for their disability or veteran status. To enable this, you must first run the R report. This report adds the action steps 230 and 240, which correspond to the P and P programs respectively, to the F05402 and F05403 tables. After running the R report, create a self-service process flow event that includes the P and P programs. Use the Self Service Process Flow Setup program (P05400) to create the self-service process flow script. After creating the process flow event, create a version for the P05410 program. We have created an event, DV, which includes the two applications, P and P We have also created a version ZJDE0013 for the P05410 program. We have set the value of the Process Flow Event processing option for the P05410 program as DV. Before running the process flow script, you must run the Personal Employee Information Workfile Build (R054101) report. 11 Open the JD Edwards Home page Next, we will demonstrate how to access the two programs that

3 Enter p05410 zjde0013 in Fast Path and click Enter Highlight Disability Status Disclose and Veteran Status Disclose Click Next Click vertical scroll bar and select NO, I DON T HAVE A DISABILITY option Click Next we added to the process flow script. Click the Navigator icon, enter p05410 zjde0013 in the Fast Path field, and then click Enter. The two programs, Disability Status Disclose Form (P085590) and Veteran Status Disclose Form (P085605) are already included in this process flow. Click the Next button to access the Voluntary Self-Identification of Disability Status form. For this exercise, we will enter a self-identification response that indicates that I don t have a disability. Select the NO, I DON T HAVE A DISABILITY option. Click the Next button to navigate back to the Self-Service Director form. 17 Click Next Click the Next button to navigate to the next step. Disability and veteran status response selections on the selfservice self-identification forms correspond to existing fields in the Employee Master table (F060116) and in the new Disability and Veteran Status History table (F085590). Those existing fields are Veteran, Disabled Veteran, and Disability. Based on the options that an employee selects in the Self Identification area, the system determines the UDC value for the field that corresponds to the selection. For example, when selecting a veteran status response, which corresponds to the Veteran field in the system, if you select both the RECENTLY SEPARATED VETERAN and the ACTIVE WARTIME OR CAMPAIGN BADGE VETERAN options, the system determines, from UDC 05/HO for the Veteran field, the corresponding value of Y (Other & Newly/Recently Separated). 18 Select the I am NOT a protected veteran option For the purpose of this exercise, we will select the I am NOT a protected veteran option. 19 Click vertical scroll bar Scroll down to view the Self Identification area. 20 Click Next Click the Next button to navigate to the Self-Service Director form. 21 Click Next Click the Next button. 22 Click I Accept Click the I Accept button. If Workflow is not enabled, the self-identification responses are automatically approved and updated to the workfiles. If Workflow is enabled, the HR administrator, as set up in the process flow script, gets an notification after you click the I Accept button.

4 23 Click Finish Click the Finish button. Next, we will demonstrate how to approve the self-identification responses. Only the HR administrator, as set up in the process flow script, can approve or reject the self-identification responses Enter G02 in Fast Path and click Enter Click Workflow Management, and then click Employee Work Center. In Work Center form, highlight the queue for the disability and veteran messages Expand the queue and click on a veteran message, select Veteran Status Disclosure Approval.jde from the drop-down menu, and then click the.jde link in the message Click the Navigator icon, enter G02 in the Fast Path field, and then click Enter. Click Workflow Management, and then click the Employee Work Center link. Here, you can view the queues for the self-identification approval messages. Click the Veteran Status Response Approval notification link. Click the Veteran Status Disclosure Approval.jde from the dropdown list, and then click the Veteran Status Disclosure Approval.jde link to navigate to the Veteran Status Disclosure Approval form where you can approve or reject the veteran status response. 28 Click OK Click OK. 29 Click Veteran Status form exit. Click the Veteran Status form exit to view the veteran status response that has been submitted by the employee. 30 Click Close Click the Close button. After the HR administrator approves or rejects the veteran status response, the F085605W work table is updated Open the JD Edwards Home page PPT slide on R Processing options Next, we will demonstrate how you can access the voluntary selfidentification forms using the employee self-service standalone applications. When you enter self-identification responses in the standalone applications (P and P085610), the system updates the data directly to the self-service workfiles. After you run the Update Employee Personal Information to Live Tables report (R054104), the system updates the data to the F live table. A processing option has been added to R that controls whether self-identification responses should be updated to the Employee Master. When you submit self-identification responses using the standalone applications, the forms are self-approved and the system does not trigger the workflow process. If you want the forms to go through the approval workflow process, you must use

5 Enter G05BESS1 in Fast Path and click Enter Click Employee Self-Service and then click Disability Status Click vertical scroll bar Select option No, I DON T HAVE A DISABILITY the self-service applications and create a self-service process flow script. Click the Navigator icon, enter G05BESS1 in the Fast Path field, and then click Enter. Click Employee Self-Service and then click Disability Status In the Voluntary Self-Identification of Disability Status form, click the vertical scroll bar to scroll down. For the purpose of this exercise, we will select NO, I DON T HAVE A DISABILITY. 37 Click Submit Click the Submit button to submit your response Enter G05BESS1 in Fast Path and click Enter Click Employee Self-Service and then click Veteran Status Select the I am NOT a protected veteran option Click the Navigator icon, enter G05BESS1 in the Fast Path field, and then click Enter. Click Employee Self-Service and then click Veteran Status For the purpose of this exercise, we will select the I am NOT a protected veteran option. 41 Click the Submit button Click the Submit button to submit your response PPT slide (screenshot of P060116, Employee Profile and Job Information form) Keep Home page open PPT slide of P processing option You can also access the voluntary self-identification forms from the self-service Employee Profile application (P060116) by clicking the Disclose Disability Status button and the Disclose Veteran Status button. The system displays the Disclose Disability Status and Disclose Veteran Status buttons based on the setting of the P processing options, Disclose Disability Status Button and Disclose Veteran Status Button. Next, we will demonstrate how to view the history of selfidentification responses submitted by an employee or applicant. We will also discuss how to update a self-identification response. Self-Identification responses are stored in a new table, F These responses relate to the existing fields in the Employee Master Information and Applicant Master tables, which are Veteran, Disabled Veteran, and Disability. A processing option has been added that controls whether the system should update the Employee Master Information table (F060116) and the Applicant Master table (F08401) with the corresponding values from a self-identification response. A blank value updates the tables and a value of 1 does not update the

6 45 In home page, enter G05BE1 in Fast Path and click Enter tables. Click the Navigator icon, enter G05BE1 in the Fast Path field, and then click Enter. 46 Click Employee Management Click Employee Management. 47 Click Disability and Veteran Status Responses Keep Disability and Veteran Status Responses form open Click Disability and Veteran Status Responses. This is the HR application that you can use to view selfidentification responses submitted by employees, or to add, update, or delete disability and veteran status responses for employees or applicants. You can also access this application as Row Exits from the Employee Information program (P0801) and Applicant Information program (P08401). 48 Click Add Click Add. You can use this form to add a self-identification response for an employee or applicant. For the purpose of this exercise, we will add a self-identification response for an employee, Cathy McDougle Click in Address Number field and enter 7500 Click in Offer Type and enter C Click in Self-Identification Response Type and enter D Click in the Disabled field and enter N Click the horizontal scroll bar and enter Y in the Special Accommodation Request field Click in the Special Accommodation Request Status field and enter A Click Visual Assist icon for the Special Accommodation Request Enter 7500 in the Address Number field. Enter C in the Offer Type field. This field is used to indicate the type of offer for the employee as defined in UDC table 05/OT. The Self-Identification Response Type field is used to indicate the type of self-identification response as defined in UDC table 05/TI. Enter D to indicate a disability status response type. Notice how the Veteran-related fields are grayed out after entering D in this field. Enter N in the Disabled field to indicate that the employee does not have a mental or physical disability. Enter Y in the Special Accommodation Request field. This field is used to indicate whether the employee has made a request for special accommodation as defined in UDC table 05/SA. Enter A in the Special Accommodation Request Status field. This field is used to indicate the status of the special accommodation request as defined in UDC table 05/RS. The Special Accommodation Request Date is the date when the request for special accommodation was made.

7 Date field and click a date 2 days in the past Click in the Response Date field Click OK Keep Disability and Veteran Status Responses form open PPT slide (screenshot of edit form, Disability and Veteran Status Response) Select a row that has the Form Identifier value S Click Delete Response Date is the date when the self-identification response was received from this employee. If you leave this field blank, the system date is used. You can use this form to enter as many records as you wish. Click OK to save the data. After you click OK, the system writes the data to the F live table. Based on the setting for the P processing options, the system updates the data to the Employee Master and Applicant Master tables. You can also update or delete self-identification responses submitted by employees or applicants. However, you can only update or delete a response that has been entered by an HR administrator. You cannot modify or delete self-identification responses submitted by an employee through the self-service applications. However, you can add or update information about special accommodation requests on any record. You can select a self-identification record and navigate to the Disability and Veteran Status Response form, where you can modify the self-identification response. Select a row that has the Form Identifier value S. This is a selfidentification response that has been submitted by the employee using the self-service applications. Click the Delete button. Click OK in the confirmation screen. The system displays an error, indicating that you cannot change the self-identification response. 62 Click OK This concludes the TOI for the OFCCP enhancements.