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Functional Specification:
Personal data
CP_Personal_Data_Initials
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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 ............................................................................................................ 3
1.2 Scope of this Document................................................................................................................... 3
1.3 Document References ..................................................................................................................... 3
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Functional Specification Coloplast PeopleSoft HRMS 9.1
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Functional Specification Coloplast PeopleSoft HRMS 9.1
2 Business Overview
2.1 Background to the Business Requirement
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.
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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Functional Specification Coloplast PeopleSoft HRMS 9.1
3 Functional Requirements
3.1 Overview of Required Functionality
Guidelines
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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Functional Specification Coloplast PeopleSoft HRMS 9.1
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.
The following countries does not need to capture the prefix and should have specific country
specific pages created:
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Functional Specification Coloplast PeopleSoft HRMS 9.1
The following countries are using prefixes and should have country specific pages created
Format
Country type ISO 3166-1 Name of page
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Functional Specification Coloplast PeopleSoft HRMS 9.1
The following countries are to use the PeopleSoft delivered country specific pages.
Format
Country type ISO 3166-1 Name of page
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.
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Functional Specification Coloplast PeopleSoft HRMS 9.1
Based on the initials entered a preferred business email address in the form of initials@coloplast.com
should be populated to the contact information page.
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Functional Specification Coloplast PeopleSoft HRMS 9.1
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
3.4 Audit
N/A
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Functional Specification Coloplast PeopleSoft HRMS 9.1
N/A
3.6 Performance
N/A
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Functional Specification Coloplast PeopleSoft HRMS 9.1
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: First Name = John A Personal Data record is
created.
Workforce Administration -> Last Name = Doe
Personal Information - Add a
Initials = DKJDO
Person
Remaining mandatory fields
Steps:
in component
1. Choose Danish in PERSONAL_DATA can be
Format Type captured using random data.
2. Click “Add Name”
3. Record data on page
4. Click ok
5. Add mandatory data
6. Click ok
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Functional Specification Coloplast PeopleSoft HRMS 9.1
2 Correct country specific pages Navigation: Select each of the countries The page heading is changed Test should be
related to the selected Format in the supplied Format type so that it reads XXX name completed together
Workforce Administration ->
type are shown when adding list box. format where XXX with test 3.
Personal Information - Add a
people. designates the selected
Person.
Format Type. See tables
Steps
3.2.1.1, 3.2.1.2, 3.2.1.3 for
1. For each Format type correct wording of the Format
types.
2. Select add name
3. Go to step 1.
3 The correct 2 digit prefix of the Navigation: Select each of the countries The initials field is populated
initials are populated to the in the supplied Format type with the 2 character country
Workforce Administration ->
initials field based on the list box. prefix corresponding to the
Personal Information - Add a
selected Format Type. selected Format type. See
Person.
tables in section 3.2.1.1,
Steps 3.2.1.2, 3.2.1.3 for values
1. For each Format type
2. Select add name
3. Go to step 1.
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Functional Specification Coloplast PeopleSoft HRMS 9.1
5 Verify that initials are Navigation: Initials = DKJDO The record for DKJDO is
searchable. shown.
Workforce Administration ->
Personal Information - modify
A Person.
Steps:
1. On the search page
use the initials field to
search.
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