Peopleops Console Erp Hr

PeopleOps Console — Solver Skill

You answer HR lifecycle questions about a fixed dataset exposed ONLY through a remote read-only HTTP API. There is no local DB. Each task prompt gives you a business question plus an answer_template.json of typed/enum fields; you must return one JSON object whose keys exactly match the template, using the template's normalized business labels (enum strings) — never free text.

1. The remote API (read-only)

Base URL is given in environment_access.md (e.g. <remote-env-url>). The web URL / login in the prompt is flavor; ignore it and use the API.

• GET /api/summary and GET /api/manifest — counts, departments, module list. Start here for orientation.
• GET /api/employees?q=&status= — profile cards (name, dept, manager, salary_band, leave_balance_days, status).
• GET /api/payroll-ledgers?q=&status=&type= — the workhorse. Holds BOTH Leave assignment rows and Salary assignment rows (plus HRMS/People-Ops adjustment ledger rows), each with a status and record_type.
• GET /api/policies / GET /api/policies/{id} — the written precedence rules (LEAVE-SRC-001, PAY-SRC-001, POL-DOCS-2026, HR-POL-014).
• GET /api/cases?q=&status=&type= (summaries) then GET /api/cases/{case_id} (FULL detail: approvals, attachments, comments, embedded audit_events, folder/notice refs). Always pull the full case for case tasks.
• GET /api/recruitment?q= — full opening packet: candidates (committee_decision, notice_status, rounds), offer_register, cost_ledger, notice_packets, payroll_precheck_records.
• GET /api/documents?q= — folders: files, required_files, tags, required_tags, and a precomputed ready boolean.
• GET /api/messages?q= and GET /api/notifications?q= — formal notices with quality (valid/defective) and a defects list.
• GET /api/audit?q=&case_id= / GET /api/audit/{audit_id} — QA/control events. The detail text usually NAMES the authoritative record and the QA verdict verbatim (e.g. "profile_summary_stale", "ready_with_monitoring", "block close"). Trust it as confirming evidence, but still verify against ledgers/folders/notices.

q= is a case-insensitive substring match over scalar fields. Use IDs as queries (q=EMP-104, q=CASE-RW-221, q=REQ-DA-77). Omit q to dump a whole collection (these collections are small — tens of rows — so dumping is cheap and recommended).

Cross-module rule: an employee's authoritative state is spread across modules. A leave/payroll task almost always needs payroll-ledgers + policies + audit; a case task needs the full case + documents + messages/notifications + audit. Always cross-reference; never answer from the employee profile card alone (the profile leave_balance_days/policy is the stale summary the tasks test you on).

2. Core business rules (transferable)

2.1 Leave source precedence (LEAVE-SRC-001)

"The latest approved or submitted leave assignment for the period controls. Draft, voided, superseded, and obsolete records are excluded even when profile summaries conflict."

• Among record_type == "Leave assignment" rows for the employee/period, pick the one with status Approved (or Submitted) that is newest (updated_at). That row's policy_name is the effective_leave_policy; its approved_leave_days (= worksheet_leave_days when clean) is the annual_days/balance_days; its ledger_id is the authoritative assignment_id.
• EXCLUDE every other leave assignment: Superseded, Draft go into excluded_leave_ids.
• The employee profile's leave_balance_days and any "legacy/profile policy" is the STALE summary → it loses to the approved assignment. Set profile_policy_ignored = true, precedence_source = approved_assignment_over_profile, leave_precedence_source = approved_assignment_current_period, leave_source = leave_assignment_history.
• If audit confirms it, audit_result = profile_summary_stale and the corrective next_action = update_employee_summary (not records remediation, not "no action").
• Watch out: the ledger may also contain non-assignment rows ("HRMS leave ledger", "People Ops adjustment"). The controlling assignment is the Leave assignment record named in the audit detail; adjustment-ledger rows are not the authority.

2.2 Payroll assignment source (PAY-SRC-001)

"Use the current submitted salary assignment. Draft planning assignments do not affect payroll readiness or accrual checks."

• Among record_type == "Salary assignment" rows, pick status Submitted. Its ledger_id → payroll_assignment_id/salary_assignment_id, base_salary, period/updated_at → effective date.
• The Draft salary assignment goes to excluded_payroll_ids/excluded_assignment_id. Set payroll_status/payroll_source_status = submitted, draft_exclusion_rule = exclude_draft_assignment, draft_payroll_allowed = false.
• Accrual readiness: the submitted assignment "matches" an accrual batch (audit detail names it, e.g. ACCR-2026-04-B). If so accrual_ready = true, accrual_batch_id = that batch, control_result = ready_with_monitoring, audit_scope = payroll_assignment_readiness.

2.3 Folder readiness (POL-DOCS-2026)

"A folder is NOT ready unless all required files AND all required tags in the checklist are present."

• folder_ready = (set(required_files) ⊆ set(files)) AND (set(required_tags) ⊆ set(tags)). The documents endpoint also gives a precomputed ready boolean — confirm with it.
• missing_files = required_files − files (verbatim filenames, e.g. "tax-equalization-agreement.pdf"). required_tag_present = required_tags ⊆ tags.
• If a required tag is missing → closeout_blockers includes missing_required_tags and folder_required_tag_action = add_required_tag; if all tags present → no_tag_action.

2.4 Formal-notice defect detection

The notice for a case lives in messages/notifications (and/or recruitment notice_packets). Read its quality and defects.

• notice_quality = valid | defective (from the message's quality).
• notice_defects = the message defects list, restricted to the template's allowed enum: missing_ack_deadline, missing_appeal_instructions, missing_waitlist_status, missing_correct_policy.
• notice_evidence_source = message_notice_inspection when the notice is a message/ notification; notice_packet_inspection for recruitment offer/waitlist/rejection packets; never case_summary_only.

2.5 Closeout / control gate (the central decision)

"Approval alone is NOT sufficient to close when the folder or notice is defective."

• approval_closeout_gate:
  • approval_sufficient_when_records_clean if folder ready AND notice valid AND no draft-record conflicts.
  • approval_not_sufficient_when_folder_or_notice_defective otherwise.
• Map the gate to results:
  • Clean records → final_decision/closeout_action=approve_onboarding_close / final_control_result = approve_closeout.
  • Folder/notice defects → next_action = block_close_and_reissue_notice, final_control_result = hold_for_folder_and_notice_defects, escalation_action = block_close_and_reissue_notice, notice_remediation_action = reissue_defective_notices.
  • Payroll/accrual "ready but watch" → ready_with_monitoring.
• closeout_blockers ⊆ {missing_required_files, missing_required_tags, defective_formal_notice} — include only the ones that actually apply.
• records_remediation_owner = the folder/case owner doing the fix: Records (folder file/tag gaps), People Ops Compliance (cross-module escalation), Payroll QA (payroll). Use the document/case owner.
• evidence_source_order = approval_history_folder_notice_audit for closeout cases (read approvals, then folder, then notice, then audit).

2.6 Recruitment reconciliation

• Candidate outcomes come from committee_decision: Selected → selected_candidate; Waitlisted → waitlisted_candidates; Rejected → rejected_candidates. Arrays hold candidate IDs only.
  • candidate_status_source = interview_feedback_and_offer, candidate_outcome_control = committee_decision_with_offer_confirmation.
• Offer: from offer_register for the selected candidate → offer_id, offer_base_salary, selected_offer_status (e.g. accepted).
• recruitment_cost_total = sum of ALL cost_ledger[].amount (every line), cost_source = recruitment_cost_ledger.
• Follow-up notices: any candidate whose notice has not been sent / is defective needs follow-up. notice_followup_required = those candidate IDs (waitlisted + rejected with status=not_sent). notice_quality_source = notice_packet_inspection.
  • waitlisted_followup_action = send_waitlist_notice (or reissue_waitlist_notice_not_rejection if a wrong/rejection notice went out — never downgrade a waitlist to rejection).
  • rejected_followup_action = send_rejection_notice.
• Payroll handoff gate (PAY-SRC-001 §4.2): created ONLY after the selected candidate has an accepted offer, and the handoff must be a submitted assignment; draft prechecks do not satisfy the gate.
  • Accepted offer present → onboarding_handoff = create_submitted_assignment_after_acceptance, payroll_handoff_gate = accepted_offer_only, payroll_assignment_status_required = submitted_after_acceptance, draft_payroll_allowed = false, handoff_control_result = submitted_handoff_required_after_acceptance.
  • offer_exclusion_reason_for_waitlisted = no_accepted_status_or_offer (waitlisted/ rejected have no accepted offer, so they are excluded from handoff).

2.7 Audit correlation & scope (exclusion discipline)

Each task has a scope, and you must include only the audit events in scope and EXCLUDE adjacent events even when they touch the same case/employee.

• audit_scope ∈ {leave_source_precedence_only, payroll_assignment_readiness, document_notice_findings_only}. Pick by the task's subject.
• supporting_audit_event_ids = events whose event/detail matches the scope:
  • leave precedence → leave.profile_mismatch (e.g. profile_summary_stale).
  • payroll readiness → payroll.ready / payroll.draft_excluded.
  • document/notice → notice.defect and folder.tag_missing.
• excluded_audit_event_ids = same-case events from the OTHER domain. Example: a leave task on a case that also has a folder.tag_missing event must EXCLUDE that document event from the leave-scope decision (and vice versa).
• Cross-module escalation packages (cross_module.escalation_package) name their related events in detail; treat those as the in-scope set for that package and honor the stated control owner and remediation clock.

3. Normalized-label vocabulary (copy enum values exactly)

Always emit the template's literal enum strings. Key vocab observed:

• Source: leave_assignment_history, employee_profile_summary, case_summary_only; approved_assignment_over_profile; approved_assignment_current_period, profile_summary_current_period.
• Payroll status: submitted | draft | superseded; exclude_draft_assignment, draft_allowed, exclude_superseded_only.
• Folder/notice: folder_ready boolean; valid|defective; defect enums above; notice_packet_inspection|message_notice_inspection|case_summary_only; add_required_tag|no_tag_action.
• Gate: approval_sufficient_when_records_clean | approval_not_sufficient_when_folder_or_notice_defective.
• Decisions/actions: approved_with_conditions|approved|rejected|held; block_close_and_reissue_notice | approve_onboarding_close | open_records_remediation; update_employee_summary|no_action; reissue_defective_notices|no_notice_action|send_new_offer_notice.
• Final control: approve_closeout | hold_for_folder_and_notice_defects | ready_with_monitoring.
• Audit scope/results: leave_source_precedence_only|payroll_assignment_readiness| document_notice_findings_only; profile_summary_stale|ready_with_monitoring|block_close.
• Recruitment: create_submitted_assignment_after_acceptance|create_payroll_precheck|no_payroll_handoff; accepted_offer_only|accepted_offer_and_submitted_assignment|all_interviewed_candidates; submitted_handoff_required_after_acceptance; no_accepted_status_or_offer.
• Owners: Records | People Ops Compliance | Payroll QA.

4. Common misjudgments / exclusion rules

• Do NOT use the employee profile card's leave_balance_days or its policy — that is the stale summary; the approved assignment overrides it.
• Do NOT count Draft or Superseded assignments as authoritative; put them in the exclusion lists. Draft prechecks never satisfy a payroll handoff gate.
• Do NOT sum a subset of cost lines — recruitment_cost_total is ALL ledger lines.
• Do NOT fold a folder/document audit event into a leave or payroll scope (and vice versa); use excluded_audit_event_ids.
• Do NOT mark a folder ready if a required TAG is missing even when all files exist (and vice versa) — both conditions are required.
• A defective notice or an incomplete folder BLOCKS close even when final approval exists ("Approved with conditions" is still defective until the notice is reissued).
• Arrays in recruitment answers must contain candidate IDs only, never names.
• Prefer the primary domain evidence source over case_summary_only / message_only whenever the detailed record exists (it almost always does).
• Emit only keys present in the template; fill list fields with [] when empty (e.g. no excluded audit events) rather than omitting them.

5. Step-by-step SOP for a new task

1. Read the prompt + answer_template.json. Note the subject entity (EMP-/CASE-/REQ-), the domain (leave / payroll / case-closeout / recruitment), and every enum's allowed values.
2. GET /api/summary for orientation (optional once familiar).
3. Pull the subject: employees?q=, then the relevant deep records:
   • leave/payroll → payroll-ledgers?q=<EMP> + relevant policies.
   • case closeout → cases/{id} + documents?q= + messages?q=/notifications?q=.
   • recruitment → recruitment?q=<REQ>.
4. Pull audit: audit?q=<EMP or CASE> (or case_id=); read detail text for the named authoritative record and verdict.
5. Apply §2 rules to choose the authoritative record(s), compute exclusions, assess folder/notice, and decide the gate/control result.
6. Map every field to its template enum using §3 vocab; double-check exclusion lists and scope.
7. Output a single JSON object matching the template keys exactly — no markdown, no commentary, normalized labels only.