Correct History for PeopleSoft

IMPORTANT: Correct History (CH) is a powerful tool and must be used with extreme caution as changes made can impact all areas including Payroll and Retirement. Use of Correct History is limited to users that have been trained in how to use it and have been granted permission and the security roles necessary to make these critical changes to employee data.  

Correct History Training Mateials

Correct History Training Guide for all modules:

HCM Correct History Guide.pdf (05/22/23, v1.2) Correct History (CH) is a tool that allows those with special access the ability to change or delete existing data in PeopleSoft. Changes that require CH go far beyond an Effective Date change and can often impact areas such as Payroll, Absence and Seniority Accruals, Benefits, Retirement, W2s, etc. Using CH to apply a retroactive change can have an even greater impact since the change may require that existing/historical data be altered long after data has been entered into PeopleSoft. CH should only be requested when an entry is made that cannot be corrected by adding a row with a greater Effective Sequence or if a retroactive change is required. This guide was created by the SDCOE PeopleSoft Support Team for staff with CH access that have been trained and are responsible for Correct History at their district.  

Human Resources - Correct History

Training 

• HR Correct History Training Webinar Video (05/25/23, 48:59) Training webinar conducted for the second phase of CH HR training for districts. Walk user through the most common CH corrects that we see. 

• HR Correct History Training Presentation.pdf (05/24/23) Presentation that support the training webinar for HR CH History.

Activity

• PeopleSoft Correct History Training Activity - Identifying Key Fields & Where Data Originates (05/26/23) In this activity you will identify where the data in key fields originate in the system and what their impacts are to other modules. 

• PeopleSoft Correct History Training Activity - Hire Date Correction (05/26/23) In this activity you will correct the Hire Date of an Employee. This involves reviewing existing information, making corrections to various screens and fields, and documenting the data that was altered using Correct History. 

Frequent Issues Videos

• Correct History - Verify Pay Reversal - Term Date Correction Video (Sep 2021, 2:52) Before removing a Term row to allow for your district to reinsert it using a PRIOR Effective Date, it is critical that your Payroll Department has verified that no pay was generated beyond the desired (revised) Termination Effective Date. If pay has processed, then a reversal must be COMPLETE and visible on the Review Paycheck screen before the Term row is removed/changed. If the Effective Date is changed before the Reversal is complete, it will not process correctly. This video demonstrates how to make these changes correctly. 

• Correct History - Insert Rows to Reflect Historical Corrections Video (Sep 2021, 6:19) A common CH request is to insert historical rows that reflect a change back to a prior Effective Date. This video shows how to insert rows with a greater Effective Sequence for each unique Effective Date where the updated values are required. 

• Correct History - Hire Date Corrections Including Position Entry Date Video (Sep 2021, 11:50) When a hire row is initially saved, other modules are impacted. This video demonstrates the steps to correct the Hire Date on various screens and how to manage these changes when multiple rows exist.      It is especially important that other data such as the Primary/Secondary Job Indicator and Step Entry Date are evaluated as part of this process. 

• Correct History - Personal Information - Effective Date Change Video (Sep 2021, 1:44) A Job Data record can only be created on or after the Effective Date of the employee's Personal Information record. Backdating the Personal Information record to accommodate a backdated Hire Date on Job Data is a common CH request. This video demonstrates the steps to correct the Effective Date on the 3 fields required when making a date correction on the Personal Information screen. 

• Correct History Historical Position and Job Data Change Video (09/06/22, 7:59) CH ON POSITION IS CONSIDERED ADVANCED/ HIGH LEVEL! USE EXTREME CARE AND PAY CLOSE ATTENTION. POSITION CHANGES MAY DISCONNECT THE POSITION FROM THE JOB DATA RECORD OF THE INCUMBENT(S) OR THE DEPARTMENT THAT IS ASSOCIATED WITH THE POSITION ON THE DEPARTMENT BUDGET TABLE. This video demonstrates how to update a Position with an Active Incumbent and how to verify that the change is reflected on the Job Data record. 

• Insert a Historical Row in JD that Reflects a Position Change (06/05/23, 6:10)  This CH demo shows how to insert a historical row in Job Data that pulls in data from the Position screen using the NEW Manage Position and Job Modernization screens. 

• Correct History Updating Step and Step Entry Date (10/12/23, 4:33) This video tutorial shows you how to insert a historical Salary Step and Step Entry Date correction on a Job Data record. 

Job Aid

• HR Fields - Impacts to Other Modules  (05/24/23, 1.1)  A reference list of key fields from various HR screens, a brief description of each field, and the modules/areas they impact.   

Payroll and Time & Labor - 

• Payroll and Time & Labor Correct History Training Webinar Video (05/24/23, 46:12) A demo of CH transactions on the Payroll and Time & Labor screens and other information related to CH impacts to T&L and Payroll. 

• Payroll Correct History Training Presentation.pdf (05/24/23) PowerPoint of the CH transactions on the Payroll screens and other information related to CH impacts to Payroll. This presentation was used in the Payroll and Time & Labr Correct History Training Webinar. 

• Time & Labor Correct History Training Presentatio.pdf (05/24/23) PowerPoint of the CH transactions on the Time & Laobr screens and other information related to CH impacts to Time & Labor. This presentation was used in the Payroll and Time & Labr Correct History Training Webinar. 

• Summer Months & Short Work Break Guide (This is critical content for data entry and auditing of HR/ Job Data). The Short Work Break process is how the system determines what employees receive paychecks in the summer months. It involves a specific set up in Job Data and this set up must be in place BEFORE Paysheets are created for the month the employee is to not receive a paycheck. These materials provide information and guidance on how to set up 10- and 11-month employees correctly for the SWB process and how to manage their data during the summer months.