JDX and PeopleSync: Troubleshooting Web Service Errors

Overview

When a Create Position or Edit Position transaction is submitted from JDXpert to PeopleSync, the systems validate the data. Possible errors may occur based on the data in the transaction itself or related to conflicting data on the position restriction between both systems.

The table below outlines some common errors encountered by the Compensation team when submitting transactions from JDX to Workday and includes ways to address these issues.

The error will display after “Exporting to Workday”.

Validation Error Message Scenario Fix
Validation Error Occurred.  The Position Restriction, [position ID + name] cannot be edited because it has an effective Job Requisition. The position has an open job requisition.  Position restrictions cannot be edited when a job req is open. The requesting HR Partner should close the job requisition, then the Compensation team can export to Workday once more.  The iCIMS posting may need to be updated as well.
Validation error occurred. The entered information does not meet the restrictions defined for this field. (Job_Profile_Reference) The requestor has selected an inactive job profile, or otherwise the job profile they selected does not exist in PeopleSync. The HR Partner should initiate another workflow, selecting the same reason as they did for the initial request, and choose an appropriate, active job profile.  Once that workflow is submitted and approved by the Compensation team, the transaction will flow to PeopleSync as usual.
Validation error occurred.  This position cannot be updated since there are pending actions using it.  Position: [position ID + name] The position has a pending transaction in PeopleSync that does not allow an edit position restriction to be initiated (i.e. another edit position restriction, create job requisition in progress).  This should be rare, as a number of controls exist to prevent this. The requesting HR Partner should investigate the position in Workday and resolve any in progress transactions appropriately.  If the HRO is unavailable or needs transactions cancelled, the ESM team can assist.  Once resolved, the Compensation team can export to PeopleSync once more.
Validation error occurred.  Invalid ID value.  [position ID] is not a valid ID value for type = ‘Position_ID’ Most commonly, you will see that the Job Code starts with ‘Unassigned_’ and the Workday Action is “Update Position Restrictions”. The user is trying to do an edit position restriction on a position which does not yet have a position ID. Ensure the requesting HR Partner has completed all of the transactions for that position in PeopleSync (i.e. in progress create position transactions).  Once transactions are completed, position ID will update in JDX overnight, or to avoid the overnight wait, a JDX Admin can run the “Refresh Position Codes” integration under Admin Functions > Workday Integration Administration.  Once the position ID is populated in JDX, Compensation team can export to Workday once more.

Alternate fix: Attempt the above first.  If the above does not fix the issue, the position ID will need to be manually updated in JDX.  This can be done by navigating to the position in Job Description Administration, Right click menu > View All Properties, Actions tab, and use both View All Properties and View NVPs to replace all instances of the “unassigned_” job code.

How to Download Tip Sheets Into PDF Files

As a best practice, we recommend bookmarking your frequently used tip sheets in your web browser. This way, you are always viewing the most up to date information.

However, if you do need to download a tip sheet for any reason, please follow these steps.

Steps

  1. Navigate to the tip sheet you wish to save as a PDF file.
  2. Look for your browser’s print button.
    • In Google Chrome, this would require clicking on the three vertical dots in the upper right-hand corner of your browser window.
  3. In the print preview window that pops up, look for Destination.
  4. Click the drop-down menu beside the word Destination.
  5. Click Save as PDF.
  6. Click the blue Save button at the bottom of the window.
  7. This will bring up your computer’s file explorer.
    • You may change the name of the PDF if you wish to.

PeopleSync Fundamentals: Costing Allocation and Chartfields

An employee’s salary (wages) and encumbrances are applied to chartfield(s). A chartfield consists of six components:

  • Business Unit
  • Account
  • Fund
  • Cost Center (Department)
  • Program
  • Project

You can enter chartfields in three areas. An employee may have chartfields in all three areas, however the system will charge against them as follows:

  Step in Staffing Transaction / Ad Hoc Transaction Name Description
1. Default Costing Organizations Assign Organizations This represents an employee’s base chartfield and prepopulates during the initial Hire transaction of the employee, It is based on the Supervisory Organization’s chartfield.

All employees have a base chartfield. If there are NO overrides (listed below) the system applies this default costing.
 2. Worker and Position Override Assign Costing Allocations If there are chartields set here, the system will charge against this.
3. Activity Pay Overrides Manage Period Activity Pay Assignments This applies to employees paid through Activity Pay (i.e. Adjuncts, Post-Doc Fellows, Student-Related Jobs (e.g. RAs, TAs) and Additional Compensation.)

setting up costing

In all major staffing transactions which involve compensation, (e.g. Hire, Add Job, Job Change – Transfer, Promote, Change Job, as well as specific Edit Position or Job transactions), the workflow includes the step to review and modify the Default Costing, and if needed, apply a Worker and Position Override. For employees paid through Activity Pay, these transaction also include a step for applying Activity Pay Overrides. You can also, at anytime, submit an ad-hoc transaction and specifically change the costing in one of these areas.

additional resources

To learn more about chartfields you can review the course, FIN 108: Chart of Accounts (WSQ) in iLearn.

How to Request Reassignment of a Task (Approvers)

If you are in a role which approves transactions, for example, HR Partner or Finance Executive, it is helpful to know how to request a task reassignment.

If you receive a task in your PeopleSync InBox which should be assigned to another member of your team, you can request that the task is reassigned.

Here is an example. Louise Doe is a Finance Executive for sup org WS0000; she receives a Review Hire task for new employee, Jimmy Doe, however, this hire transaction should be reviewed by Brandy Doe. Louise requests that the task to reassigned to Brandy.

Steps

  1. Submit a ticket to PeopleLink. Provide the details on the specific task and the name of the recipient. Example: “Reassign the New Hire review task for Jimmy Doe to Brandy Doe.”
    • The new recipient of the task must have the same role or one with similar review/approval functions in order to receive the task. In the example above, Brandy Doe is a Finance Partner, therefore she can receive the task. However, if her role was I-9 Partner, we would not be able to assign the task to her. You can review the roles here. 
  2. Before making the request, review the Worker History to see who else in your organization has received the task.
    • Navigate to the employee’s record. Select Job > Worker History.
    • Select the transaction in the Business Process column.
    • Next select the Process tab.
    • Scroll down to view the approval process. You will be able to see all the recipients of the task.
  3. Lastly, consider contacting your Security Partner if you need to make more permanent changes to who receives tasks so that you do not need repeat this request.

How to Request Supervisory Organization Changes

Overview

This tip sheet provides instructions how to request the following:

  • Create new sup org
  • Move employees/positions/jobs. This is also also phrased as “Change an employee’s supervisor”.
  • Change superior org of a sup org
  • Change manager of a sup org
  • Inactivate a sup org
  • Other – Use the Other tab in the excel template for any other changes including updates to default chartfields etc.

Note: Only HR personnel can submit sup org requests.

Type of Request Steps
Request a new sup org (one)
Request sup org changes

  • create sup org
  • move employee
  • change superior org
  • change manager of a sup org
  • change name of sup org
  • inactivate
  • other
Change manager of sup org
  • If you are only making changes to the manager of a sup org, contact the Security Partner of your school or unit. (If you are a Security Partner, refer to this tip sheet for steps on assigning the Manager role to a sup org.)
School or Unit Reorg
  • For a School or Unit reorg, do not use these forms. Contact the ESM Team. 

Resources

PeopleSync Fundamentals: Supervisory Organizations 

Refer to this tip sheet for an overview of sup orgs, their structure and components. You will find a description/image of superior and subordinate orgs, naming conventions, manager role, and staffing models.