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Oracle Human Resources Management Systems Implementation Guide (US)
Release 12.1
Part Number E13471-07
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Oracle Human Resources Management Systems Implementation Guide (US)

Contents

Title and Copyright Information

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Preface

Introduction

Planning Implementation

HRMS Configuration Workbench

Getting Started with the Configuration Workbench
Quick Start Implementation
Quick Evaluation of Prototypes Using the Configuration Workbench
Upgrade HR Foundation
Full Implementation
Configuration Workbench for Enterprise and Workforce Management
Configuration Models for Your Enterprise Framework
Defining Jobs in the Configuration Workbench
Defining Positions in the Configuration Workbench
Defining Grades in the Configuration Workbench
Configuration Workbench for Compensation, Benefits, and Payroll
Configuration Workbench for Payroll Process Management
Defining Regional Jobs, Positions or Grades in the Configuration Workbench
Converting Benefits Enrollments
Overview
Using the Spread Sheet Framework
Create a Function and Download the Spread Sheet
Upload and Download Spread Sheets
Configuration Workbench for Data Conversion
Configuration Workbench for HR Information Systems
Configuration Workbench for Migrating Data

Implementation

Implementation Steps

Note: If you are implementing the Oracle HRMS Multi-Tenant functionality, you must refer to the Oracle HRMS Multi-Tenant Functionality white paper on My Oracle Support, Note ID: 760500.1

Before You Start

Before you begin implementing Oracle HRMS, you must ensure your legislation-specific startup data is installed. The installation is normally done by the MIS Manager. You need this startup data before you use Elements, Payment Methods or Legislation Specific Flexfield Structures.

See Oracle E-Business Suite Installation Guide: Using Rapid Install for more information.

Also, check to see whether there are any post installation steps you need to perform before you start to implement Oracle HRMS.

See: Post Install Steps.

Post Install Steps

There are two generic post install utilities for Oracle HRMS:

Canada and USA

If you are installing Oracle Payroll (Canada and US) you also need to install Quantum, a third party taxation product, produced by Vertex, that Oracle Payroll (Canada and US) uses.

France

If you are installing a French localization, there are two additional post install steps for that must be completed for Oracle HR for France. These are:

US Federal HR

If you are installing the US Federal HR localization, there is one additional step to be able to produce bitmap reports.

To Run the DataInstall Utility (Required)

To specify legislations using DataInstall:

  1. Run the DataInstall utility to select legislations using the command:

    jre oracle.apps.per.DataInstall <APPS Username> <APPS password>
    

    Note: In multiple ledger installs, supply the username and password of the first APPS account.

    The DataInstall Main Menu is displayed.

  2. Choose option 1. This displays a screen showing a list of product localization combinations that you can choose.

    For each product or localization that already has legislation data on the database, the Action will be defaulted to upgrade. This cannot be changed.

  3. Federal HR only: Choose both Oracle Federal HR and Oracle Human Resources from the list of product localizations.

  4. Select any new installations that you want to implement. For example, if you wanted to install Canada Payroll, number 3, you would type 3I. This would also set the action on Canada Human Resources to Install as dependencies are maintained.

    If you are installing an additional legislation, to correct a mistake use the Clear option. If you have selected to install an additional Payroll and HR legislation, clearing the Payroll legislation will clear the HR legislation also.

    You cannot use Force Install for upgrades. You only need to use Force Install if you want to reapply steps in the Global Legislation Driver that have already been applied.

  5. If you select a localization other than US or UK, you are returned to the main menu.

    If you select a US or UK localization the DataInstall - College Data Option screen is displayed showing whether college data is currently installed for US and UK localizations. The install option is only available if you have no existing college data. If you have existing data then the localization will default to Upgrade, though this can be changed.

    Choose Remain if you want to keep the existing data and not apply the upgrade, or choose Clear to set the action to null.

    You cannot use Force Install at this point.

    Press Return to display the main menu and make further changes or exit.

  6. US and Canada only: If you have installed Oracle Payroll, select the JIT/Geocodes option from the DataInstall menu to load the latest JIT/Geocodes data.

    This option is also available to Oracle HR customers who wish to validate US or Canadian addresses using Vertex Geocodes data and/or maintain employee tax data in Oracle HR. However, customers who do not have Oracle Payroll must obtain a license from Vertex before installing this data.

    Press Return to display the main menu and make further changes or exit.

  7. When you choose to exit the DataInstall Actions Confirmation screen is displayed.

    Select Y to save your changes and exit, or select N to exit without saving your changes.

    When you have exited, the DataInstall Actions Summary screen is displayed. This summarizes the actions that will be taken when the program exits, or when ADPATCH is run with the Global Legislation driver.

Run the Global Legislation Driver using AutoPatch (adpatch) (Required)

  1. The Generic HR Post Install Driver delivers the generic entity horizon and all the selected localizations. To run it, type in the following commands:

    $ cd $PER_TOP/patch/115/driver
    $ adpatch

    Then apply the driver hrglobal.drv

  2. After applying the Global Legislation Driver, examine the out file hrlegend.lst. This logs any localizations selected in the DataInstall utility but which have not been applied by this driver. Refer to the Installation Manual to ensure that everything has been applied correctly, or contact World-wide Support.

  3. UK only: Examine the following out files:

    These files are used by Oracle Support Services to diagnose problems with seed data following an upgrade. SQL errors indicate severe problems. Keep these files for reference in the event of any future problems with UK seed data.

Install Quantum for Oracle Payroll (Canada and US) (Conditionally Required)

  1. Set up a directory structure to hold the Quantum product.

    By default, Oracle Payroll looks for the Quantum product in the $PAY_TOP/vendor/quantum directory, however, you can choose where it is placed and override the default location.

    Tip: You could create a $PAY_TOP/vendor/quantum_versions directory and a $PAY_TOP/vendor/quantum symbolic link pointing to the correct version of Quantum, since the Quantum products release cycle may be different from Oracle Payroll.

  2. Unpack the Quantum Components from the CD.

    Oracle Applications provide a CD on which will be a ZIP file called pyvendor.zip in a directory called pay. On the ZIP file will be one directory per operating system that is supported by Oracle Payroll (US). Uncompress the pyvendor.zip file and move the required version into the directory structure created in Step 1. For example, uncompress the file then do the following:

    $ mv SOLARIS/2.2.4 $PAY_TOP/vendor/quantum_versions
    $ ln -s $PAY_TOP/vendor/quantum_versions/2.2.4 $PAY_TOP/vendor/quantum

    The extraction from the compressed file will create a directory called (<operating system>/2.2.4) and two sub directories (lib and utils) along with a number of files in each directory. One of the files created is devenv, this devenv file is the same as the $FND_TOP/usrxit/devenv file except that some of the lines are uncommented. The uncommented lines relate to instructions on how the Oracle Payroll process PYUGEN should be linked. The lines that are uncommented are:

    VND_VERTEX='$(PAY_TOP)/vendor/quantum'
    VND_LINK='$(VND_VERTEX)/lib/libvprt.a \
              $(VND_VERTEX)/lib/libqutil.a \
              $(VND_VERTEX)/libloc.a \
              $(VND_VERTEX)/lib/libcb63.a'
    $ ln -s $PAY_TOP/vendor/quantum_versions/2.2.4 $PAY_TOP/vendor/quantum
    VNDPAYSL='$(PAY_TOP)/lib/py3c.o $(PAY_TOP)/lib/py3v.o $(VND_LINK)'
    VNDPAYPL='$(PAY_TOP)/lib/py3c.o $(PAY_TOP)/lib/py3v.o $(VND_LINK)'
    export VND_VERTEX VND_LINK VNDPAYPL VNDPAYSL

    Note: Some of these settings relate to the location of the Quantum product, thus if the Quantum product is not in $PAY_TOP/vendor/quantum this file needs to be edited.

    If you have made any changes to your $FND_TOP/usrxit/devenv file, you must merge these differences into the file. If you have not already made any changes then you can simply copy 2.2.4/devenv to $FND_TOP_usrxit/devenv.

  3. Relink the Oracle Payroll executable PYUGEN using adrelink.

    $ adrelink force=y ranlib=y "pay PYUGEN"
    

    Ensure that the adrelink completed successfully by checking the log file.

  4. Build the Quantum product's data files.

    To build Quantum's data files, firstly create a directory to hold the data files. Oracle Payroll assumes that these data files are in $PAY_TOP/vendor/quantum/data.

    Secondly, run the utility dbcreate that is in the Quantum utils directory. This utility will show a menu of either Payroll or Geocoder. Choose the Payroll option and at the prompt "Enter the Payroll datasource name:" enter the directory into which the data files are to be placed, for example, /apps/pay/11.5/vendor/quantum/data. Once the processing is complete, the menu will reappear and the utility can be exited.

    Note: Ensure that the file permissions of the data files are set to readable for all the relevant users. If this is not done then Oracle Payroll will not be able to access these files.

  5. Populate the Quantum data files.

    Once the data files have been created they need to be populated with taxation data. The taxation data is held in a file called qfpt.dat, which will be delivered in the pyvendor.zip file. Copy this file into the Quantum product area. Once this has been done the data file update utility can be run. This is located in the utils directory called vprtmupd. Select the Update Payroll Tax option from the menu, and answer the displayed questions. The first prompts for the datasource, this should be the location of the data files created in the previous step. The second is the location of the qfpt.dat file. For example:

    Enter Datasource: /apps/[ay/11.5/vendor/quantum/data
    Enter the path of the update file:  /apps/pay/11.5/vendor/quantum
    

    Note: The update file supplied is a default file, it is not guaranteed to calculate taxes correctly. Its purpose is to allow you to perform testing prior to contacting Vertex to request the correct update file.

  6. Register the Quantum Data Files location.

    If the data files for Quantum have not been placed in the default location ($PAY_TOP/vendor/quantum/data), then the location of these files must be supplied to Oracle Payroll. This is performed by placing a row in the PAY_ACTION_PARAMETERS table:

    SQL> insert into pay_action_parameters
    2 values ('TAX_DATA', '/apps/quantum/data');

Run the Seed French Data process (France)

  1. This process creates and populates some of the user defined tables used by the various French reports for the Business Group of the current responsibility. It also delivers the example data for the Bilan Social. It should be run for each Business Group that contains data for the French legislation.

    For information on the user defined tables created by this process see: User Defined Tables Used by the Bilan Social, Oracle HRMS Enterprise and Workforce Management Guide , and User Defined Tables, Oracle HRMS Configuring, Reporting, and System Administration Guide

    Run the Seed French Data process in the Submit Requests window.

Create an EUL and Enable User Access to Database Tables and Views by Running the Grant HR Access to Discoverer process (France)

In order to use the supplied business area and Discoverer workbooks you must perform the following steps:

  1. Create an EUL

    If you do not have an existing Oracle Discoverer EUL you must create one before you can import the HR France - Bilan Social business area.

    See: Oracle Discoverer Administration Guide for further information on creating an EUL.

  2. Import the hrfrbsel.eex file

    Once you have a suitable EUL you must import the hrfrbsel.eex file. This will deliver the HR France - Bilan Social business area. This file is contained in the Bilan Social Discoverer Components zip file that can be obtained from Oracle World Wide Support.

    See: Oracle Discoverer Administration Guide for further information on importing files.

  3. Run the Grant HR Access to Discoverer process

    The EUL user must be given the correct permissions in order to access the tables and views in the database that are used by the Bilan Social. To do this, you must run Grant HR Access to Discoverer process in the Submit Requests window.

    You will now be prompted to enter the following parameters:

    Choose Submit. The process will now run and assign the appropriate permissions to your EUL user.

HR Print Reports (US Federal)

To be able to produce bitmap and postscript reports, you must relink ar60runb.

  1. Chenv to the environment.

  2. Make sure that FND_TOP and APPL_TOP are correct.

  3. cd $FND_TOP/bin

  4. adrelink.sh force=y "fnd ar60runb"

Implementation Checklist

Use the following checklists to record which parts of Oracle HRMS you want to use. Then refer to the implementation steps to see the high level steps you must complete for each business function you have chosen to implement.

Note: Refer to the Post Install Steps to see any steps you must perform before you implement Oracle HRMS.

check box   < Administration (Required)

Includes key and descriptive flexfields, Extra Information Types (EITs), currencies, "View All" HRMS User, and lookups.

check box   < Enterprise and Workforce Management (Required)

Includes organizations, jobs, positions and position control, workflow for transactions, HR budgets, person types, collective agreements, and GRE Federal and State Identification Numbers for New Hire reporting.

check box   < Payroll Process Management (Optional)

Includes payrolls, payment methods, and Workers' Compensation.

check box   < Compensation, Benefits, and Payroll (Optional)

Includes grades, grade related pay, benefits eligibility, life events, compensation objects, enrollment requirements, activity rates, elements, salary administration, leave and absence management, element sets, and additional setup for payroll processing and health and welfare.

check box   < Workforce Sourcing and Deployment (Required)

Includes recruitment, assignment statuses, contract statuses, assignment rate types for contingent workers, special personal information, and requirements matching.

check box   < Talent Management (Optional)

Includes competencies, objectives (Workforce Performance Management), qualifications, and appraisals.

check box   < HR Information Systems (Optional)

Includes reports, letter generation, configuration, task flows, user security, audit requirements, Oracle Applications Help, and Web Applications Desktop Integrator (Web ADI).

Implementation Flowchart

Some of the steps outlined in this section are Required, and some are Optional. Required with Defaults means that the setup functionality comes with predefined, default values in the database; however, you should review those defaults and decide whether to change them to suit your business needs. If you want or need to change them, you should perform that setup step. You need to perform Optional steps only if you plan to use the related feature or complete certain business functions.

Administration

the picture is described in the document text

Enterprise and Workforce Management 1

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Enterprise and Workforce Management 2

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Enterprise and Workforce Management 3

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Payroll Process Management

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Compensation, Benefits, and Payroll 1

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Compensation, Benefits, and Payroll 2

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Compensation, Benefits, and Payroll 3

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Total Compensation 1

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Total Compensation 2

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Total Compensation 3

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Total Compensation 4

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Element Sets and Batch Control Totals

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Workforce Sourcing and Deployment 1

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Workforce Sourcing and Deployment 2

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Talent Management

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Workforce Intelligence

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HR Information Systems 1

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HR Information Systems 2

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HR Information Systems 3

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Specific Business Functions 1

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Specific Business Functions 2

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Administration

The administration steps are usually performed by the System Administrator. Sign on to the application using your System Administrator username and password. Contact your DBA if you do not know this information.

Key Flexfields

Before you can define a business group in Oracle HRMS you must define six Key Flexfield Structures:

You can also define the Collective Agreement Grades flexfield at this time, or you can do it after defining your business group.

Before you begin your implementation of these key flexfields you must clearly specify your requirements. This specification must include the following details for each key flexfield:

After you have completed the definition of a key flexfield, you need to run the Create Key Flexfield Database Items process concurrent process to generate Database Items for the individual segments of the Flexfield. This applies to your Job, Position, Grade, Competence, and People Group Key Flexfields only.

Important: If you used the Configuration Workbench, you have already defined the structures for your Job, Position, and Grade key flexfields. You may want to add more validation, such as cross-validation. The Workbench created default structures for the other flexfields associated with a business group (People Group, Cost Allocation, and Competence). If you plan to use these flexfields in your implementation, you must update the default structures to display the segments you require.

Define Job Flexfield Optional Step s

After you have specified your requirements for recording and reporting Job information, follow this implementation sequence:

Step 1: Define Job Flexfield Value Sets

To validate the values which a user can enter for any segment, you must define a specific Value Set.

The attributes of the Value Set control the type of values that can be entered, and how many characters each segment can hold. The attributes of the Value Set will also control how the values are to be validated.

Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

Use the Value Set window.

See: Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 2: Define Job Flexfield Segments

Define a structure for your Job Flexfield which contains the segments you want to use for your business group. You use this structure to create your unique Job Names in the Job window.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you cannot create new job name combinations in the Job window.

Note: You do not need to use a Value Set to validate a segment. If you do not specify a Value Set then a user can enter any alphanumeric value up to a limit of 150 characters.

Use the Key Flexfield Segments window

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 3: Define Job Flexfield Segment Values

If you have chosen Independent or Dependent validation for a Value Set used by a Job Flexfield Segment, you must define your list of valid values for the Value Set.

Use the Segment Values window

See: Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 4: Define Job Flexfield Cross Validation Rules

Define any Cross Validation Rules you want to use to control the combinations of segment values which a user can enter.

You define Rules to Include or Exclude combinations of segment values. For each segment, you can define a Low to High range of values.

Use the Cross-Validation Rule window

See: Defining Cross-Validation Rules, Oracle E-Business Suite Flexfields Guide

Step 5: Define Job Flexfield Aliases

Define Aliases for common combinations of segment values if you want to provide these as default options.

Use the Shorthand Aliases window

See: Defining Shorthand Aliases, Oracle E-Business Suite Flexfields Guide

Step 6: Freeze and Compile Your Job Flexfield Structure

You are now ready to freeze your Job Flexfield definition. Navigate to the Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save your changes. The application now freezes and compiles your Job Flexfield definition. Compiling the flexfield definition enables the Job Flexfield window with the defaults, values and rules that you have defined.

Use the Key Flexfield Segments window

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 7: Run Create Key Flexfield Database Items Process

If you want to make use of the individual segments of the flexfield as separate Database Items you can run this concurrent process from the Submit a New Request window. The only parameter associated with this process is the Key Flexfield Name.

Use the Submit a New Request window

See: Submitting a Request, Oracle E-Business Suite User's Guide

Define Position Flexfield Optional Step s

After you have specified your requirements for recording and reporting Position information in your enterprise, follow this implementation sequence:

Step 8: Define Position Flexfield Value Sets

To validate the values a user can enter for any segment, you must define a specific Value Set.

The attributes of the Value Set control the type of values that can be entered, and how many characters each segment can hold. The attributes of the Value Set also control how the values are to be validated.

Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

Use the Value Set window.

See: Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 9: Define Position Flexfield Segments

Define a structure for your Position Flexfield which contains the segments you want to use for your business group. You use this structure to create your unique Position Names in the Position window.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you cannot create new position name combinations in the Position window.

Note: You do not need to use a Value Set to validate a segment. If you do not specify a Value Set then a user can enter any alphanumeric value up to a limit of 150 characters.

Use the Key Flexfield Segments window

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 10: Define Position Flexfield Segment Values

If you have chosen Independent or Dependent validation for a Value Set used by a Position Flexfield Segment, you must define your list of valid values for the Value Set.

Use the Define Segment Values window

See: Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 11: Define Position Flexfield Cross Validation Rules

Define any Cross Validation Rules you want to use to control the combinations of segment values which a user can enter.

You define Rules to Include or Exclude combinations of segment values. For each segment, you can define a Low to High range of values.

Use the Cross-Validation Rule window

See: Defining Cross-Validation Rules, Oracle E-Business Suite Flexfields Guide

Step 12: Define Position Flexfield Aliases

Define Aliases for common combinations of segment values if you want to provide these as default options.

Use the Shorthand Aliases window

See: Defining Shorthand Aliases, Oracle E-Business Suite Flexfields Guide

Step 13: Freeze and Compile Your Position Flexfield Structure

You are now ready to freeze your Position Flexfield definition. Navigate to the Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save your changes. The application now freezes and compiles your Position Flexfield definition. Compiling the flexfield definition enables the Position Flexfield window with the defaults, values, and rules that you have defined.

Use the Key Flexfield Segments window

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 14: Run Create Key Flexfield Database Items process

If you want to make use of the individual segments of the flexfield as separate Database Items you can run this concurrent process from the Submit a New Request window. The only parameter associated with this process is the Key Flexfield Name.

Use the Submit a New Request window

See: Submitting a Request, Oracle E-Business Suite User's Guide

Define Grade Flexfield Optional Step s

After you have specified your requirements for recording and reporting Grade information in your enterprise, follow this implementation sequence:

Step 15: Define Grade Flexfield Value Sets

To validate the values which a user can enter for any segment, you must define a specific Value Set.

The attributes of the Value Set control the type of values that can be entered, and how many characters each segment can hold. The attributes of the Value Set also control how the values are to be validated.

Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

Use the Value Set window.

See: Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 16: Define Grade Flexfield Segments

Define a structure for your Grade Flexfield which contains the segments you want to use for your business group. You use this structure to create your unique Grade Names in the Grades window.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you cannot create new grade name combinations in the Grades window.

Note: You do not need to use a Value Set to validate a segment. If you do not specify a Value Set then a user can enter any alphanumeric value up to a limit of 150 characters.

Use the Key Flexfield Segments window.

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 17: Define Grade Flexfield Segment Values

If you have chosen Independent or Dependent validation for a Value Set used by a Grade Flexfield Segment, you must define your list of valid values for the Value Set.

Use the Define Segment Values window

See: Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 18: Define Grade Flexfield Cross Validation Rules

Define any Cross Validation Rules you want to use to control the combinations of segment values a user can enter.

You define Rules to Include or Exclude combinations of segment values. For each segment, you can define a Low to High range of values.

Use the Cross-Validation Rule window

See: Defining Cross-Validation Rules, Oracle E-Business Suite Flexfields Guide

Step 19: Define Grade Flexfield Aliases

Define Aliases for common combinations of segment values if you want to provide these as default options.

Use the Shorthand Aliases window

See: Defining Shorthand Aliases, Oracle E-Business Suite Flexfields Guide

Step 20: Freeze and Compile Your Grade Flexfield Structure

You are now ready to freeze your Grade Flexfield definition. Navigate to the Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save your changes. The application now freezes and compiles your Grade Flexfield definition. Compiling the flexfield definition enables the Grade Flexfield window with the defaults, values, and rules that you have defined.

Use the Key Flexfield Segments window

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 21: Run Create Key Flexfield Database Items Process

If you want to make use of the individual segments of the flexfield as separate Database Items you can run this concurrent process from the Submit a New Request window. The only parameter associated with this process is the Key Flexfield Name.

Use the Submit a New Request window

See: Submitting a Request, Oracle E-Business Suite User's Guide

Define People Group Flexfield Required Step s

People Group information, associated with employee and contingent worker assignments, identifies special groups of people, such as members of a union or a working group.

Warning: In Oracle HRMS you must define at least one segment for the People Group Key Flexfield.

If you do not, you will not be able to use the Assignment window for employees, applicants, or contingent workers.

After you have specified your requirements for recording and reporting People Group information, follow this implementation sequence:

Step 22: Define People Group Flexfield Value Sets

To validate the values a user can enter for any segment, you must define a specific Value Set.

The attributes of the Value Set control the type of values that can be entered, and how many characters each segment can hold. The attributes of the Value Set also control how the values are to be validated.

Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

Use the Value Set window.

See: Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 23: Define People Group Flexfield Segments

Define a structure for your People Group Flexfield that contains the segments you want to use for your business group. You use this structure to enter People Group details in the Assignment window.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you cannot enter People Group information in the Assignment window.

Note: You do not need to use a Value Set to validate a segment. If you do not specify a Value Set then a user can enter any alphanumeric value up to a limit of 150 characters.

Use the Key Flexfield Segments window

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 24: Define People Group Flexfield Segment Values

If you have chosen Independent or Dependent validation for a Value Set used by a People Group Flexfield Segment, you must define your list of valid values for the Value Set.

Use the Define Segment Values window

See: Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 25: Define People Group Flexfield Cross Validation Rules

Define any Cross Validation Rules you want to use to control the combinations of segment values a user can enter.

You define Rules to Include or Exclude combinations of segment values. For each segment, you can define a Low to High range of values.

Use the Cross-Validation Rule window

See: Defining Cross-Validation Rules, Oracle E-Business Suite Flexfields Guide

Step 26: Define People Group Flexfield Aliases

Define Aliases for common combinations of segment values if you want to provide these as default options.

Use the Shorthand Aliases window

See: Defining Shorthand Aliases, Oracle E-Business Suite Flexfields Guide

Step 27: Freeze and Compile Your People Group Flexfield Structure

You are now ready to freeze your People Group Flexfield definition. Navigate to the Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save your changes. The application now freezes and compiles your People Group Flexfield definition. Compiling the flexfield definition enables the People Group Flexfield window with the defaults, values, and rules that you have defined.

Use the Key Flexfield Segments window.

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 28: Run Create Key Flexfield Database Items process

If you want to make use of the individual segments of the flexfield as separate Database Items you can run this concurrent process from the Submit a New Request window. The only parameter associated with this process is the Key Flexfield Name.

Use the Submit a New Request window.

See: Create Key Flexfield Database Items, Oracle HRMS Configuring, Reporting, and System Administration Guide

See: Submitting a Request, Oracle E-Business Suite User's Guide

Define Cost Allocation Flexfield Required Step s

Cost Allocation information normally records the details of employee costing associated with payroll results. If you have installed Oracle Payroll, you can accumulate the costs associated with your payroll results and transfer these to your General Ledger system. If you have not installed Oracle Payroll you can use the costing flexfield to enter your cost allocation information.

After you have specified your requirements for recording and reporting costing information, follow this implementation sequence:

Warning: You must define at least one segment for the Cost Allocation Key Flexfield. If you do not, you will experience problems using windows with the flexfield window.

Step 29: Define Cost Allocation Flexfield Value Sets

To validate the values which a user can enter for any segment, you must define a specific Value Set.

The attributes of the Value Set control the type of values that can be entered, and how many characters each segment can hold. The attributes of the Value Set also control how the values are to be validated.

Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

Use the Value Set window.

See: Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 30: Define Cost Allocation Flexfield Segments and Qualifiers

Define a structure for your Cost Allocation Flexfield which contains the segments you want to use for your business group. You use this structure to enter your payroll costing details.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you cannot enter Costing details anywhere on the system.

Note: You do not need to use a Value Set to validate a segment. If you do not specify a Value Set then a user can enter any alphanumeric value up to a limit of 150 characters.

The Cost Allocation Flexfield is the only key flexfield in Oracle HRMS that makes use of Qualifiers. You use Segment Qualifiers to control the level at which costing information can be entered to the system. Each Qualifier determines the level at which costing information can be entered. The following table illustrates the six possible choices for each segment:

Qualifier Effect on window
Payroll Enter segment values in the Payroll window.
Link Enter segment values in the Element Link window.
Balancing Enter balancing segment values in the Element Link window.
Organization Enter segment values in the Costing Information window for the Organization.
Assignment Enter segment values in the Costing window for the assignment.
Entry Enter segment values in the Element Entries window.

Use the Key Flexfield Segments window

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 31: Define Cost Allocation Flexfield Segment Values

If you have chosen Independent or Dependent validation for a Value Set used by a Cost Allocation Flexfield Segment, you must define your list of valid values for the Value Set.

Use the Define Segment Values window.

See: Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 32: Define Cost Allocation Flexfield Cross Validation Rules

Define any Cross Validation Rules you want to use to control the combinations of segment values a user can enter.

You define Rules to Include or Exclude combinations of segment values. For each segment, you can define a Low to High range of values.

Use the Cross-Validation Rule window

See: Defining Cross-Validation Rules, Oracle E-Business Suite Flexfields Guide

Step 33: Define Cost Allocation Flexfield Aliases

Define Aliases for common combinations of segment values if you want to provide these as default options.

Use the Shorthand Aliases window

See: Defining Shorthand Aliases, Oracle E-Business Suite Flexfields Guide

Step 34: Freeze and Compile Your Cost Allocation Flexfield Structure

You are now ready to freeze your Cost Allocation Flexfield definition. Navigate to the Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save your changes. Oracle HRMS now freezes and compiles your Cost Allocation Flexfield definition. Compiling the flexfield definition enables the Cost Allocation Flexfield window with the defaults, values, and rules that you have defined.

Use the Key Flexfield Segments window

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Define Competence Key Flexfield (Steps 35-40)

The Competence Key Flexfield records information about multi-level competencies. This enables you to record more details about a competence.

After you have specified your requirements for recording and reporting competence information, follow this implementation sequence:

Step 35: Define Competence Flexfield Value Sets

To validate the values that a user can enter for any segment, you must define a specific Value Set.

The attributes of the Value Set control the type of values that can be entered, and how many characters each segment can hold. The attributes of the Value Set also control how the values are to be validated.

Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

Use the Value Set window.

See: Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 36: Define Competence Flexfield Segments

Define a structure for your Competence Flexfield that contains the segments you want to use. You use this structure to enter your competence details in the Competence window.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you cannot enter new details in the Competence window.

You must specify one of the segments as the Default Attribute using the flexfield qualifier. You must also attach the Others flexfield qualifier to all other segments in the structure.

If you intend to upload SkillScape competencies you should try to ensure that you set up segment 1 to record the competence name as this is the segment into which the competence name is automatically uploaded. If you define another segment to hold the competence name you must alter the file $PER_TOP/patch/115/sql/peducomp.sql so that the reference to segment1 is changed to the segment in which you hold the name.

Note: You do not need to use a Value Set to validate a segment. If you do not specify a Value Set then a user can enter any alphanumeric value up to a limit of 150 characters.

Use the Key Flexfield Segments window.

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 37: Define Competence Flexfield Segments Values

If you have chosen Independent or Dependent validation for a Value Set used by a Competence Flexfield Segment, you must define your list of valid values for the Value Set.

Use the Segment Values window.

See: Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 38: Define Competence Flexfield Cross-Validation Rules

Define any Cross-Validation Rules you want to use to control the combinations of segment values a user can enter.

You define Rules to Include or Exclude combinations of segment values. For each segment, you can define a Low to High range of values.

Use the Cross-Validation Rule window.

See: Defining Cross-Validation Rules, Oracle E-Business Suite Flexfields Guide

Step 39: Define Competence Flexfield Aliases

Define Aliases for common combinations of segment values if you want to provide these as default options.

Use the Define Shorthand Aliases window.

See: Defining Shorthand Aliases, Oracle E-Business Suite Flexfields Guide

Step 40: Freeze and Compile Your Competence Flexfield Structure

You are now ready to freeze your Competence Flexfield definition. Navigate to the Define Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save your changes. The application now freezes and compiles your Competence Flexfield definition. Compiling the flexfield definition enables the flexfield window with the defaults, values, and rules that you have defined.

Use the Key Flexfield Segments window.

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Define Collective Agreement Grades Key Flexfield Optional Step s

The Collective Agreement Grades Key Flexfield records information about how an employee is graded or ranked in a collective agreement. The Collective Agreement Grades Key Flexfield enables you to specify any number of structures. Each grade structure is defined as a separate structure of the flexfield. You then link a specific structure to a collective agreement in the Agreement Grades window.

It is not mandatory to define your collective agreement grades key flexfield now. You can do it after you have defined your business groups.

Warning: If you are using the Italian legislation, do not create new structures for the Collective Agreement Grades Key Flexfield. You must use the predefined structure, IT_ CAGR and must not make changes to it.

After you have specified your requirements for recording and reporting agreement grade information, follow this implementation sequence:

Step 41: Design your Collective Agreement Grades Flexfield Structures

You need to design a Collective Agreement Grades Flexfield Structure for each Grade Structure you want the application to hold. For each structure you must include the following:

Note: Your system administrator performs this step.

Step 42: Define Collective Agreement Grades Flexfield Value Sets

To validate the values that a user can enter for any segment, you must define a specific Value Set.

The attributes of the Value Set control the type of values that can be entered, and how many characters each segment can hold. The attributes of the Value Set also control how the values are to be validated.

Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

Use the Value Set window.

See: Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 43: Define Collective Agreement Grades Flexfield Segments

Define a structure for your Collective Agreement Grades Flexfield that contains the segments you want to use. You use this structure to create your Reference Grades in the Define Agreement Grades window.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you cannot enter new details in the Define Agreement Grades window.

When you access the grades in the Assignment window they display in the numerical order defined in the Number column of the Segments Summary window.

Note: You do not need to use a Value Set to validate a segment. If you do not specify a Value Set then a user can enter any alphanumeric value up to a limit of 150 characters.

Use the Key Flexfield Segments window.

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 44: Define Collective Agreement Grades Flexfield Segments Values

If you have chosen Independent or Dependent validation for a Value Set used by a Collective Agreement Grades Flexfield Segment, you must define your list of valid values for the Value Set.

Use the Segment Values window.

See: Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 45: Define Collective Agreement Grades Flexfield Cross-Validation Rules

Define any Cross-Validation Rules you want to use to control the combinations of segment values a user can enter.

You define Rules to Include or Exclude combinations of segment values. For each segment, you can define a Low to High range of values.

Use the Cross-Validation Rule window.

See: Defining Cross-Validation Rules, Oracle E-Business Suite Flexfields Guide

Step 46: Define Collective Agreement Grades Flexfield Aliases

Define Aliases for common combinations of segment values if you want to provide these as default options.

Use the Define Shorthand Aliases window.

See: Defining Shorthand Aliases, Oracle E-Business Suite Flexfields Guide

Step 47: Freeze and Compile Your CollectiveAgreement Grades Flexfield Structure

You are now ready to freeze your Collective Agreement Grades Flexfield definition. Navigate to the Define Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save your changes. The application now freezes and compiles your Collective Agreement Grades Flexfield definition. Compiling the flexfield definition enables the flexfield window with the defaults, values, and rules that you have defined.

Use the Key Flexfield Segments window.

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Descriptive Flexfields

Use descriptive flexfields in Oracle HRMS to define your own additional fields to the standard windows. For example, if you want to record Driver's License Number for any person you can define a segment of the Additional Personal Details flexfield to record this additional information.

After this, you can enter a Driver's License Number in the Person window after the standard Personal details.

Note: Because the descriptive flexfield is defined at the level of the base-table, any window using the base-table displays the same descriptive flexfield segments. In this example, the Driver's License Number appears in the Contact window as well as the Person window.

Before you begin to implement any descriptive flexfield you must clearly specify your requirements. You must include the following details:

You can define two types of descriptive flexfield Segments:

Note: Often you can choose between using a code, a "base-table" field, and a field that contains a meaning or description. You should always use base-table fields as reference fields for Context-Sensitive segments. These fields usually have the same name as the column in the base table.

Some of the Standard Reports supplied with the system include descriptive segment values. If you follow this suggestion, these reports will be able to use the prompts you define - otherwise they will apply a generic prompt to the data.

Note: If you want to include descriptive flexfield Segment Values in the Lookups list for DateTrack History, you need to modify the DateTrack History Views supplied in the application.

Define Descriptive Flexfields Optional Step s

Step 48: Register a Reference Field

You must use the Application Developer Responsibility to update the definition of the descriptive flexfield. From the Descriptive Flexfields window, navigate to the Reference Fields block and enter the name of the Reference Field you want to use.

Warning: Some descriptive flexfields are predefined and protected. These are used to deal with specific legislative and reporting needs of individual countries or industries.

Do not attempt to alter the definitions of these protected flexfields. These definitions are a fundamental part of Oracle HRMS. Any change to them may lead to errors in the operating of the application.

Oracle HRMS may use other segments of these flexfields in the future. Therefore, do not add segments to any protected flexfield. This can impair your ability to upgrade your system.

Use the Descriptive Flexfields window.

Step 49: Define Flexfield Value Sets

If you want to validate the values a user can enter for any segment you must define a specific Value Set.

Note: Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

Use the Value Set window.

See: Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 50: Define Descriptive Flexfield Segments.

Define the segments of your descriptive flexfield for each Context.

You do not need to use a Value Set to validate a segment. If you do not specify a Value Set then a user can enter any alphanumeric value up to a limit of 150 characters.

  1. Use Global Context to define any segments always appear in the flexfield window.

  2. Enter your own Context Name to define segments which will appear only for that context.

  3. Freeze and compile your descriptive flexfield definitions.

Warning: Any segment you define as "Required" is required for every record on the system. You can encounter two common problems:

See: Defining Descriptive Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 51: Define Flexfield Segment Values

If you have chosen Independent validation for a Value Set used by a descriptive flexfield Segment, you must define a list of valid values for the Value Set.

Use the Define Segment Values window.

See: Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 52: Run Create Descriptive Flexfields Database Items Process

When you have defined your descriptive flexfields you should run the Create Descriptive Flexfields Database Items process to create database items for your non-context-sensitive descriptive flexfield segments.

You should rerun this process whenever you create additional non-context-sensitive descriptive flexfield segments.

Note: If you require Database Items for Context Sensitive flexfield segments you should consult your Oracle Support Representative for full details of how to add other Database Items.

Use the Submit a New Request window

See: Submitting a Request, Oracle E-Business Suite User's Guide

Extra Information Types (EITs)

Extra Information Types are a type of descriptive flexfield that let you add an unlimited number of information types to six of the most important entities in Oracle HRMS.

For example, you might want to use the EIT on Assignment to hold information about project work within an assignment.

Note: With Organizations you can group the EITs by classification so that when a user selects a classification they see the EITs associated with the classification. You must undertake some additional steps to implement EITs for an Organization.

Define EITs (Excluding Organizations) Optional Step s

Step 53: Define Extra Information Types for Locations, Jobs, Positions, People and Assignments

Once you have decided which extra information types you require, you need to select the descriptive flexfield by title. Create a new record in the Context Field Values region and enter the name of your new Information Type in the Code field. Enter the segment values and compile the descriptive flexfield.

Use the Descriptive Flexfield Segments window.

See: Setting up Extra Information Types (Excluding Organization EITs), Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 54: Set Up Responsibility Access for Extra Information Types

EITs do not appear automatically in any responsibility. You must set up responsibility-level access for EITs. Alternatively, use CustomForm security to add individual EITs to a specific taskflow window. This level of security is usually defined later in the implementation when you need to restrict user access.

Note: This security does not apply to EITs on organizations.

Use the Information Types Security window.

See: Setting Up Extra Information Types against a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide.

Define EITs for Organization Optional Step s

EITs for organization classifications are set up differently from other EITs. When you define them you must also associate them with the classification of the organization. When a user selects the classification then the application displays the correct set of EITs.

Step 55: Define Organization Classification

Define a new organization classification if you want to group your EITs in this way. You do not need to do so if you intend to use an existing classification.

Tip: When you install Oracle HRMS you will find a predefined list of Organization Classifications. These values are defined for the Lookup Type ORG_CLASS, and provide options for all users of the Organization window.

You can disable the Lookup values you will not use in your implementation in the Application Utilities Lookups window.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 56: Set Up Extra Information Types for an Organization Classification

Define a new EIT and then enter a row into the HR_ORG_INFORMATION TYPES table. Then specify for which organization classifications this EIT is available.

See: Setting Up Extra Information Types for an Organization Classification, Oracle HRMS Configuring, Reporting, and System Administration Guide

System Administration

These are tasks for your System Administrator.

Important: If you used the Configuration Workbench, you can skip these steps. The Workbench enables the currencies for the countries in which your enterprise operates, and creates a user called HRMS_USER for each business group.

Step 57: Enable Currencies

All major currencies are predefined with Oracle Applications. The codes used are the ISO standard codes for currencies. However, you must enable the specific currencies you want to use for your ledger currency, or for any compensation and benefit information.

The "ledger currency" is the default currency used by your business group.

Note: Oracle HRMS does not use extended precision. You can control the precision in any calculation using a formula.

Use the Currencies window

See: Enabling Currencies, Oracle HRMS Configuring, Reporting, and System Administration Guide.

Step 58: Define "View All" HRMS User Required Step

Before you can access any of the HRMS windows you must create a new Application User with access to one of the default Responsibilities supplied with the application.

Use the Users window.

See: Users Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 59: Define Lookup Types and Values Optional Step

Lookups supply many of the lists of values in Oracle HRMS. For example, both Title and Nationality in the Person window use Lookups.

You can add new Lookups Values at any time. You can set the Enable Flag for a Value to No, so that it will no longer appear in the list of values, or you can use the Start and End Dates to control when a value will appear in a list.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Enterprise and Workforce Management

Organization Structures

To begin modelling your enterprise, you set up the business groups, legal entities, and operating companies that comprise your organizational framework. You can define these organizations and locations yourself, or complete a configuration interview in the Configuration Workbench. The workbench creates the organizations and locations and places them in a hierarchy for you. The workbench creates a "View All" responsibility for each business group, and sets the required user profile options.

When the organizational framework is in place, you can extend it by creating additional internal and external organizations, and their locations, and by building the organizations into hierarchies.

If you use the Configuration Workbench, then you can skip steps 1, 2, and 3, although you can optionally perform step 2 to add user profile options to the responsibilities that the workbench creates. If you do not use the Configuration Workbench, then follow the steps below to configure your enterprise framework.

To find out what organization structures the workbench sets up see: Key Concepts for Representing Enterprises, Oracle HRMS Enterprise and Workforce Management Guide

Step 1: Set Up Your Business Groups Required Step

You can use the Startup business group with all of its default definitions, which you can use with the default responsibility (Option 1), or you can define other business groups to meet your own needs (Option 2).

To find out how many business groups you require, see: Key Concepts for Representing Enterprises

Option 1: Adapt the Startup Business Group

  1. Select the default Oracle Human Resources responsibility with the security group 'Standard'. This enables you to see all the records for the startup Business Group.

  2. Adapt the startup Business Group to your own Business Group requirements.

    Warning: The Setup business group has a default legislation code of US and a default base currency of USD.

    If you intend to process payrolls in your business group, or you intend to implement legislation for another territory, you must create a new business group with a valid legislation code and base currency. The system uses these values to copy in the predefined data it needs to comply with local legislative and processing requirements.

    You cannot change these definitions after they have been saved.

    See: Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide

Option 2: Create New Business Groups and Responsibilities

  1. Create a new Business Group.

    See: Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide

  2. Set up a responsibility for the business group in the Responsibilities window.

Step 2: Set User Profile Option Values for Responsibilities Required Step

Note: Use Standard HRMS security, rather than the Security Groups Enabled model during implementation. You can change to the Security Groups Enabled model later in your implementation. See: Security Models, Oracle HRMS Configuring, Reporting, and System Administration Guide

  1. Set the HR User Profile Options for any new responsibilities you create. You must set up the HR: User Type, HR: Security Profile and the HR: Business Group options, at responsibility level.

  2. You can set also set up other User Profile Options for new responsibilities you created or the workbench generated.

    See: System Profile Values Window, Oracle Applications System Administrator’s Guide

    See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 3: Set Up Your Key Organization Structures Required Step

Create the legal entities and operating companies you require to represent your enterprise. The operating companies and legal entities are key organization structures that form your basic enterprise framework, to find out what they represent, see: Key Concepts for Representing Enterprises, Oracle HRMS Enterprise and Workforce Management Guide

To find out how many operating companies and legal entities you require, see: Configuration Models for Your Enterprise Framework

See: Setting up Organizations, racle HRMS Enterprise and Workforce Management Guide

Step 4: Set Up Your Additional Organization Structures Optional Step

You can extend your basic enterprise structure by creating additional organizations and locations to represent internal divisions or departments, and external organizations for reporting or third-party payments.

See: Extending the Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide

See: Setting Up Organizations, Oracle HRMS Enterprise and Workforce Management Guide

The Configuration Workbench creates legal entities for HR purposes only. If you want to integrate Oracle Payroll with Oracle Cash Management, see: the Oracle Cash Management User Guide

Step 5: Enter Organization Classifications and Additional Information Optional Step

Enter the appropriate classifications for each organization and details for any extra information types.

Use the Organization window.

See: Entering Organization Classifications, Oracle HRMS Enterprise and Workforce Management Guide

See: Entering Additional Information, Oracle HRMS Enterprise and Workforce Management Guide

Accounting Reference Information for Cash Management Integration

If you want to integrate Oracle Payroll with Oracle Cash Management, see the Oracle Cash Management User Guide

Step 6: Define Organization Hierarchies Optional Step

A Business Group can include any number of organizations. You can represent your management or other reporting structures by arranging these organizations into reporting hierarchies. An organization can belong to any number of hierarchies, but it can only appear once in any hierarchy.

Note: You may find it easier to define the primary reporting hierarchy using the top organization and one other. Then you can add organizations into the hierarchy when you make your definitions in the Organization window.

Organization reporting lines change often and you can generate a new version of a hierarchy at any time with start and end dates. In this way, you can keep the history of your organizational changes, and you can also use this feature to help you plan future changes.

When you use DateTrack you see the 'current' hierarchy for your effective date.

Note: Your primary reporting hierarchy will usually show your current management reporting structure. You can define other hierarchies for other reporting needs.

For government reporting such as ADA, AAP and OSHA reporting, you must define one or more Reporting Establishments to represent your work sites. If you have more than one such establishment, you must build establishment hierarchies to determine the employees a particular report will cover.

For government reports such as EEO-1 and VETS-100, you create establishment hierarchies to represent your enterprise and group your employees into the establishments required by the report.

You will also need to define FLSA codes for jobs, and EEO codes, salary codes and Job Groups for EEO-1 and AAP reporting

You can create organization hierarchies using the:

Jobs

If you used the Configuration Workbench, you may already have loaded jobs from a spreadsheet in the Workbench. You can skip the Define Jobs step.

Step 7: Define Job Groups Optional Step

As part of an employment relationship, a person can simultaneously perform a number of roles in addition to being an employee. These can range from initiatives defined by the enterprise, such as fire warden, to legislative defined roles such as Health and Safety Representative. In Oracle HRMS, these are known as supplementary roles. Supplementary roles are set up as jobs in the Job window

Each job is held in a Job Group. The Job Group is used to store jobs of a similar type together in one group. All standard jobs created in Oracle HRMS, that is, those jobs that define the role the person is employed to fulfil, must be stored in the default HR Job Group. This Job Group is automatically created for your Business Group.

If you want to set up supplementary roles you must set up additional job groups to store these roles.

Use the Job Groups window.

See: Creating a Job Group, Oracle HRMS Enterprise and Workforce Management Guide

Step 8: Define Jobs Optional Step

Jobs can be generic or specific roles within your enterprise. By definition they are independent of organization structures and are generally used where there is flexibility in employee roles.

A 'Job Name' is a unique combination of values in the segments of the job flexfield structure that you have linked to your Business Group.

Enter the FLSA codes for every job you define. For EEO-1 and AAP reporting, you must also enter EEO-1 codes, salary codes and Job Groups.

As you define jobs add any additional information that is appropriate.

Use the Job window.

See: Defining a Job, Oracle HRMS Enterprise and Workforce Management Guide

Positions

If you used the Configuration Workbench, you may already have loaded positions from a spreadsheet in the Workbench. You can skip the Define Positions step.

Note: If you are a German public sector type organization, then you do not use positions as described here.

Step 9: Define Position Hiring Statuses Optional Step

Each position must have a hiring status: Proposed, Active, Frozen, Eliminated or Deleted. You can create user names for these system hiring statuses, and define more than one user name for each system name, if required.

Use the User Types and Statuses window.

See: Defining Hiring Statuses, Oracle HRMS Enterprise and Workforce Management Guide

Step 10: Define Positions Optional Step

In Oracle HRMS a position is a job within an organization. Positions are generally used where roles are fixed within a single organization. If you decide to use positions you may want to use jobs to identify the common job groups of individual positions.

A "Position Name" is a unique combination of values in the segments of the position flexfield structure that you have linked to your business group.

As you define positions add any additional information that is appropriate. To prevent position users from attaching a position to an existing control budget and entering budget data, set the form function parameter DISABLE_BUDGETS="Y" for the Position window (HRWSPSF).

HRMS provides Position Copy and Mass Position Update windows that enable you to automate the reorganization of your workforce. If you want to restrict the positions that appear in these windows to those falling within the user's security profile, you must attach secure versions of the forms to the menu. The secure versions of the function names are PQHWSCET1 (Position Copy) and PQHWSCET2 (Mass Position Update).

Use the Position window to define positions.

See: Defining a Position, Oracle HRMS Enterprise and Workforce Management Guide

See: Entering Additional Information about Jobs and Positions, Oracle HRMS Enterprise and Workforce Management Guide

Step 11: Set Up the Synchronize Positions Process to Run Nightly Optional Step

Oracle HRMS uses the Synchronize Positions process to update the non-datetracked Positions table (PER_ALL_POSITIONS) with changes made to the datetracked table (HR_ALL_POSITIONS_F). When you run the process, any datetracked changes with an effective date on or before today are applied to the non-datetracked table. Hence, future dated changes are not applied until they become effective.

Running the Synchronize Positions process every night ensures that the system automatically updates the table with the position changes that become effective each day. If a power or computer failure disrupts this process, you can start it manually from the Submit a New Request window.

Warning: Ensure that the resubmission interval is set to run every night.

Use the Submit a New Request window.

See: Submitting a Request, Oracle Applications User Guide

Step 12: Create a Position Hierarchy Optional Step

You can structure positions into hierarchies to show detailed position reporting structures. You can also use position hierarchies to define security profile groups within your enterprise, or to define career progression paths for positions.

You can create position hierarchies using the:

Define a Context for Mass Actions

The Contexts form determines what information you can view, enter, and change on the Mass Assignment Update and Position Copy forms. A predefined global Context form contains the default position and assignment attribution that appear on the forms. When you create a new Context, you can choose the attributes to display based on a user's Application, Legislation, and Responsibility.

Step 13: Set Up a New Context

Create a new context defining the Application, Legislation, and Responsibility. Define the attributes to include in the Display, Change List, and Criteria columns.

Use the Contexts window.

See: Defining a Context for Mass Actions, Oracle HRMS Configuring, Reporting, and System Administration Guide

WorkFlow for Transactions

Define HRMS Roles

Step 14: Define Lookup Values for Role Types Optional Step

Define list of lookup values for Role Types: PQH_ROLE_TYPE.

Use the Applications Utilities Lookups window.

Step 15: Define HRMS Roles Optional Step

Define the HRMS roles that you are going to use in your enterprise for routing transactions and budget worksheets.

Use the Roles window.

See: Defining HRMS Roles for Transactions, Oracle HRMS Enterprise and Workforce Management Guide

Set Up Workflow Routing for Transactions

Step 16: Define the Type of Routing Optional Step

When you set up workflow, you have a choice of how to route each transaction category (position transaction, budget worksheet, budget reallocation transaction). The routing types include:

Choose one routing type for each transaction category.

Use the Transaction Type Wizard.

See: Transaction Type Wizard, Oracle HRMS Enterprise and Workforce Management Guide .

Step 17: Define the Transaction Type Optional Step

Define the Post and Future update methods. Define the notification timeout.

Use the Transaction Type Wizard.

See: The Transaction Type Wizard, Oracle HRMS Enterprise and Workforce Management Guide.

Step 18: Associate Roles with Users or Positions Optional Step

You associate roles to users, positions, or role templates, based on the routing type you selected for each transaction category.

Step 19: Define the Routing Sequence Optional Step

If you route transactions using:

Step 20: Define Routing and Approval Rules Optional Step

You can define routing and approval rules that determine the routing sequence and identify valid approvers based on the values entered in the transaction.

Select attributes to use as the basis for defining the routing and approval rules, and then define the rules.

Use the Transaction Type Wizard.

See: Transaction Type Wizard, Oracle HRMS Enterprise and Workforce Management Guide.

Set Up Transaction Templates and Associate with HRMS Roles

Step 21: Set up Role Templates Optional Step

Each role must have an associated role template which sets the maximum permissions for that role. The product includes a Basic Role template that you can assign to the roles you define in your organization. You have the option of defining new role templates and establishing permissions appropriate for each role.

Define role templates, specifying attributes as View or Edit.

Use the Roles window.

See: Setting Up Transaction Templates, Oracle HRMS Enterprise and Workforce Management Guide

Step 22: Set Up Task Templates Optional Step

The product comes with two predefined task templates, a Create and Update template. You can define your own templates for those routine tasks where you wish to simplify or restrict data entry.

Define task templates, defining attributes as View, Edit, or Required.

Use the Templates window.

See: Setting Up Transaction Templates, Oracle HRMS Enterprise and Workforce Management Guide

Step 23: Associate Roles and Templates Optional Step

Each role must have an associated template. You can assign each role the supplied Basic Role template or choose a role template that you have defined.

Use the Templates window.

See: Associating HRMS Roles with Transaction Templates, Oracle HRMS Enterprise and Workforce Management Guide

Position Control

Step 24: Enable Position Control on Organizations Optional Step

Designate an organization hierarchy as the primary position control hierarchy. Designate the starting point (top node or subordinate level), and include/exclude subordinates (optional).

You can designate only one hierarchy for position control. Any versions you create of this hierarchy are also position controlled.

Note: Refer to Defining Budget Characteristics, Oracle HRMS Enterprise and Workforce Management Guide for enabling position control on budgets for these organizations.

Use the Organization Hierarchy window.

See: Creating Organization Hierarchies, Oracle HRMS Enterprise and Workforce Management Guide

Step 25: Configure Business Rules Optional Step

Review and where necessary configure the business rules (also called process rules) that validate assignment modifications, budgets, and budget reallocations. The predefined business rules are configured as warnings. You can change them to allow an action to proceed (ignore) or to prevent an action (error).

Use the Configurable Business Rules function.

See: Business Rules, Oracle HRMS Enterprise and Workforce Management Guide

Evaluation Systems

Step 26: Define Evaluation Types Optional Step

With Oracle HRMS you can record summary evaluation information for Jobs, or Positions in the Evaluation window.

Define the name of your evaluation system as a value for the Lookup Type EVAL_SYSTEM.

To record detailed evaluation scores for the Hay System or any other system you can enable the Additional Evaluation Details descriptive flexfield to hold and validate this information.

You can also hold comment or review information for each evaluation you undertake.

Note: If you use more than one evaluation system you may want to define the segments as context sensitive to the System Name.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Human Resource Budgets

Step 27: Define and Initialize Budget Lookup Types and Values Optional Step

Oracle HRMS delivers the following seeded budget measurement units: Money, Hours, Headcount, Full Time Equivalent (FTE), and Percent Full Time Equivalent. You cannot extend the delivered budget measurement units, but you can copy and rename an existing measurement unit.

Define values for BUDGET_MEASUREMENT_TYPE.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

You can configure the application to recalculate and update Assignment Budget Values (ABV) for FTE automatically when determining factors (such as working hours or frequency) change. A related concurrent process (Calculate Assignment Budget Values) helps you initialize assignment records with budget values.

See: Recalculating Assignment Budget Values, Oracle HRMS Enterprise and Workforce Management Guide

See: Running the Calculate Assignment Budget Values Process, Oracle HRMS Enterprise and Workforce Management Guide

Step 28: Define Period Types Optional Step

The most common period types are already predefined in Oracle HRMS. You can change the names of these predefined types but you cannot add any new types.

Use the Period Types window.

See: Renaming Period Types, Oracle HRMS Enterprise and Workforce Management Guide

Step 29: Define Budgetary Calendars Optional Step

You use calendars to define the budget years for your staffing budgets.

Use the Budgetary Calendar window.

See: Defining Budgetary Calendars, Oracle HRMS Enterprise and Workforce Management Guide

Step 30: Define Budget Sets Optional Step

A budget set is comprised of one or more elements. You define a budget set to record the money or hours or other budget measurement units in your budget. Oracle HRMS uses budget sets to track actual expenditures and commitments.

Use the Budget Set window.

See: Defining Budget Sets, Oracle HRMS Enterprise and Workforce Management Guide

Step 31: Migrate an Existing Oracle HRMS Budget to the New Budget Tables Optional Step

If you created a budget in Oracle HRMS prior to Release 11i, you can use an existing budget as the basis for a new budget worksheet.

Run the Migrate Budget Data process from the Submit Requests window to migrate an existing budget to the new database tables for Budgets.

See: Migrating a Budget to Oracle HRMS, Oracle HRMS Enterprise and Workforce Management Guide

Step 32: Set Up the HR Budget in Oracle General Ledger Optional Step

If you are transferring a budget from Oracle HRMS to Oracle General Ledger, you must first define the budget in Oracle General Ledger.

Use the Define Budget window in Oracle General Ledger to define the budget.

See: Setting Up an Oracle HRMS Budget for Transfer to Oracle General Ledger, Oracle HRMS Enterprise and Workforce Management Guide

Step 33: Define Budget Characteristics Optional Step

You set up budget characteristics to define the Oracle HRMS work structure for which you are establishing a budget. The primary entities against which you can create a budget are job, position, grade, and organization. You can also create a budget for a combination of these entities.

Defining the characteristics of a budget also requires you to define the budget measurement units (Money or Headcount, for example). Optionally, you can select the elements that are used to process budget funding commitments during a budgetary period. For budgets that are transferred to Oracle General Ledger, you can map Oracle HRMS Costing Segments to GL Chart of Account Segments.

Use the Budget Characteristics window.

See: Defining Budget Characteristics, Oracle HRMS Enterprise and Workforce Management Guide

Set Up Workflow for Budget Worksheets Optional Step s

If you use Oracle Workflow to delegate a budget worksheet through an organization hierarchy or to route a worksheet for approval, you must set up HRMS roles and routing for your budgeting personnel. A manager responsible for a budget can only delegate a budget worksheet to another manager in the organization hierarchy who has a valid HRMS role, and is a member of the applicable routing list or hierarchy.

Step 34: Define an Organization Hierarchy Optional Step

Create an organization hierarchy if needed. Organization hierarchies enable you to restrict the number of budget line items that appear in your budget, and delegate to other managers.

Use the Organization Hierarchy or the Global Organization Hierarchy window.

See: Creating Organization Hierarchies, Oracle HRMS Enterprise and Workforce Management Guide

Step 35: Specify Starting Organization Optional Step

Specify the organization hierarchy and the organization within the hierarchy where the budget is effective. This action enables the budget in subordinate organizations as well.

Use the Budget Characteristics window.

See: Defining Budget Characteristics, Oracle HRMS Enterprise and Workforce Management Guide

Step 36: Define HRMS Roles Optional Step

Define the roles that you are going to use in your enterprise for routing budget worksheets.

Use the Maintain Roles window.

See: Defining HRMS Roles for Transactions, Oracle HRMS Enterprise and Workforce Management Guide

Step 37: Set Up Workflow Routing Optional Step

When you set up workflow, you have a choice of how to route each transaction type (position transaction, budget worksheet, budget reallocation transaction). The routing styles include:

Choose one routing style for each transaction type.

Use the Transaction Type Wizard.

See: Transaction Type Wizard, Oracle HRMS Enterprise and Workforce Management Guide

Person Types

Step 38: Define Person Types Required Step

You can define your own names to identify the "types" of people in your system.

Note: Person Type is a common option for Form Customization.

Use the Person Types window.

See: Defining Person Types, Oracle HRMS Enterprise and Workforce Management Guide

Collective Agreements

A collective agreement is an agreement that defines the terms and conditions of employment for all employees that are covered by its terms. Agreements are typically negotiated and agreed by external bodies such as Trade Unions and Representatives of Employers.

Step 39: Setting Up Collective Agreements Optional Step

If your enterprise uses collective agreements, follow the steps in the referenced topic to enter a collective agreement, set up the eligibility criteria for the agreement, and to apply the values defined in the agreement to the eligible employees.

See: Setting Up a Collective Agreement, Oracle HRMS Enterprise and Workforce Management Guide

Medical Assessments, Disabilities and Work Incidents

Step 40: Define Lookup Types and Values Optional Step

If you want to record medical assessments, disabilities, or work incidents for the people in your enterprise, you must define Lookup Values for the Lookup Types that are used in those windows.

See: User and Extensible Lookups, Oracle HRMS Configuring, Reporting, and System Administration Guide

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Checklists

Step 41: Set Up Checklist Templates Optional Step

If you want to use the Checklist functionality to automatically allocate checklists and tasks to people and assignments, you must first set up the checklist templates and tasks.

See: Checklists Overview, Oracle HRMS Enterprise and Workforce Management Guide

New Hire Reporting

Step 42: Check GRE Federal and State Identification Numbers Optional Step

Ensure that a federal identification number and a SUI identification number, if appropriate, is on record for each GRE that submits New Hire reports.

Use the Organization window.

See: Entering Federal Tax Rules for GREs, Oracle HRMS Payroll Processing Management Guide

See: Entering State Tax Rules, Oracle HRMS Payroll Processing Management Guide

See: Entering Local Tax Rules, Oracle HRMS Payroll Processing Management Guide

Step 43: Enter the GRE Contact Person Optional Step

Enter the GRE contact person.

Use the Organization window.

See: Entering a New Hire Report Contact for a GRE, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 44: Enter New Hire Information for Every Employee Optional Step

When you use the online system to hire an employee you enter the appropriate New Hire status in the Employment Information region of the People window.

Warning: When you load your current employees into the database, the default New Hire Status is null. You must enter a value of Done or Excl in the New Hire Status field if you do not want to include them in your first run of the New Hire report.

Do this manually, or as part of your data loading.

Use the People window.

See: Entering New Hire Report Information for Employees, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Payroll Process Management

If you use Oracle Payroll, you must define payrolls and payment methods. You can also define these items for information and reporting in Oracle Human Resources.

You must include a payroll in the employee assignment before you can make nonrecurring entries to an element for an employee. Nonrecurring entries are only processed for one payroll period.

You can also set up Workers Compensation in Oracle Payroll.

Define Payroll Information

Step 1: Define Payment Methods Optional Step

Standard categories of payment methods such as Direct Deposit are predefined with your system. You can define your own names for each of these methods, and if you have installed Oracle Payroll you can also use these methods to control payments to your employees.

Use the Organizational Payment Method window.

See: Defining a Payment Method, Oracle HRMS Payroll Processing Management Guide

Step 2: Define Consolidation Sets Optional Step

When you define your business group the system automatically generates a default Consolidation Set. If you have not installed Oracle Payroll you can skip this step.

Oracle Payroll uses consolidation sets to gather the results from different payroll runs into a single set for reporting or transfer to other systems. You can define any number of additional consolidation sets.

Use the Consolidation Sets window.

See: Defining Consolidation Sets, Oracle HRMS Payroll Processing Management Guide

Step 3: Define Payrolls Optional Step

You define your own payroll groups to meet your business needs for processing and payment. For example, you may have a monthly and a weekly payroll but you might want to manage and process your weekly payroll by plant location. In this case you could define one monthly payroll and two weekly payrolls, one for each plant.

If you are using Standard Benefits or Oracle Advanced Benefits to set up and manage benefits plans and programs, you must define a monthly payroll for each business group.

Note: The payroll calendar is different from the budgetary calendar in Oracle HR. You define your budgetary calendar for headcount or staffing budgets.

Use the Payroll window.

See: Defining a Payroll, Oracle HRMS Payroll Processing Management Guide

Step 4: Set Up Payslip Information and Generate Payslips Optional Step

You can set up information to appear on your payslips, and generate a printed or online version for your employees.

See :Setting Up Payslip Information and Generating Payslips, Oracle HRMS Payroll Processing Management Guide

Workers Compensation

If you have not installed Oracle Payroll you should skip the section on Workers Compensation.

Workers Compensation programs are legislated in each state to provide employees with insurance coverage for work-related injuries. The following steps cover all aspects of setting up Workers Compensation in Oracle Payroll.

Note: Some of these steps overlap with the setup of Work Structures and Compensation and Benefits.

Step 5: Define Workers Compensation Insurance Carrier Optional Step

Define both state and private insurance carriers as external organizations.

Enter and enable the classification of Workers Compensation Carrier.. This provides the lookup values when you define the Government Reporting Entity.

Use the Organization window.

See: Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide

Step 6: Enter Insurance Carriers for GREs Optional Step

When you define your GREs you can enter the insurance carrier in the State Tax Rules window.

For each state enter the name of the Workers Compensation Carrier and any rates that may affect calculation of the GRE's liability.

Use the Organization window.

See: Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide

Step 7: Check State Rules for Imputed and Supplemental Earnings Optional Step

For each state in which you are liable for WC payments check the categories for Imputed and Supplemental Earnings that represent earnings included in employee's payroll exposure.

Use the Taxability Rules window.

See: Reviewing and Maintaining Taxability Rules, Oracle HRMS Payroll Processing Management Guide

Step 8: Define Lookup Types and Values Optional Step

You can define additional categories using the Lookup type US_SUPPLEMENTAL_EARNINGS or US_IMPUTED_EARNINGS.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 9: Define State Codes and Rates Optional Step

For each carrier or carrier and location in the state, enter the state work classification codes and associated rates.

Use the WC Codes and Rates window.

See: Associating WC Codes with Rates, Oracle HRMS Payroll Processing Management Guide

Step 10: Enter Codes for Jobs Optional Step

For every state where you need to calculate WC you must enter the appropriate codes for your jobs. You can also enter the Executive Weekly Maximum, if one exists for this state, and the state rules regarding inclusion of overtime earnings in the payroll exposure. You can also enter any standard surcharges for the state.

Include the overtime categories that contribute to WC payroll exposure

Important: When you assign an employee to a job the system will default the WC code for that job. You can override the default code in the Miscellaneous region of the Employee Assignment. This override information is datetracked.

Use the Workers Compensation window.

See: Entering WC Job Codes, Payroll Exposure Rules and Surcharges, Oracle HRMS Payroll Processing Management Guide

Step 11: Define Element Link for Workers Compensation Element Optional Step

With Oracle Payroll there is a predefined element and formula to calculate Workers Compensation. To activate this element you need to define the rules for eligibility.

Ensure that you create the worker's compensation links as open links.

Important: The additional elements that you set up are used to record the information that is used in the calculation of Sick Pay and Vacation pay. You must check that you have already linked the predefined elements for Sick Pay and Vacation to all employees. You should make these links 'standard' for all employees on a payroll.

Use the Workers Compensation window.

See: Defining Element Links, Oracle HRMS Compensation and Benefits Management Guide

Compensation, Benefits, and Payroll

Follow the implementation steps in this section to set up your compensation and benefits plans, including grade/step progression schemes and absence plans. This section includes the following implementation areas:

If you plan to load details of employee entry history you should consider using a fixed date, such as 01-JAN-1951, as a default for your initial setup definitions. This will simplify your data-entry.

Grade Related Information

Step 1: Define Grades Optional Step

Grades show the relative status of employees within an enterprise. Many enterprises use grades as the basis for eligibility to compensation and benefits.

The Grade Name is a unique combination of values in the segments of the grade flexfield structure that you have linked to your business group.

Use the Grades window.

See: Defining a Grade, Oracle HRMS Compensation and Benefits Management Guide

Step 2: Define Valid Grades for Jobs or Positions Optional Step

You can define Valid Grades for jobs or positions. Oracle HRMS checks that you assign employees to valid grades for their jobs or positions.

Use the Valid Grades window.

See: Entering Valid Grades for Jobs or Positions, Oracle HRMS Enterprise and Workforce Management Guide

Step 3: Define Grade Rates Optional Step

You can use grade rates to show valid rates of pay for each grade. You can express the rate of pay as a fixed value, or as a range of values.

When you define a grade rate you are setting up a table of values. You can use these values with an employee's grade to control, or compare, the salary of the employee.

Use the Grade Rate window.

See: Defining a Grade Rate, Oracle HRMS Compensation and Benefits Management Guide

Set Up Grade/Step Progression Optional Step s

If you want to relate pay to grades indirectly through a pay scale, you have a choice:

Step 4: Set up and Activate Grade Ladder Optional Step

Set up the grade ladder, adding grades and steps to it and defining rules for progression and salary update.

Use the Total Compensation Setup Wizard.

See: Setting Up a Grade Ladder, Oracle HRMS Compensation and Benefits Management Guide

Set Up Pay Scales, Scale Rates, and Grade Scales Optional Step s

Follow these steps if you are not using Grade/Step Progression and you want to relate pay to grades indirectly using a pay scale.

Step 5: Define Pay Scales Optional Step

Pay scales are used commonly in government and regulated or unionized enterprises where actual values of pay are defined as a 'pay scale', a 'schedule', or a 'spine'.

In this environment it is common to find an automatic incrementing of employee pay based on length of service or on a fixed date. When you define the Pay Scale you define the points in the incrementing sequence you want to use.

A predefined incrementing process is supplied with Oracle HRMS. This will automatically increment step and point values for employees using a fixed date. You can specify the number of steps that you want a person to be incremented, on a specified pay scale.

Note: You can modify the process to meet your specific business rules for incrementing.

Use the Pay Scale window.

See: Defining a Pay Scale, Oracle HRMS Compensation and Benefits Management Guide

Step 6: Define Scale Rates Optional Step

You define a scale rate for each type of pay, such as salary, shift allowance, and overtime. You enter a value for each point on the pay scale. These values are datetracked.

Use the Scale Rate window.

See: Defining Scale Rates, Oracle HRMS Compensation and Benefits Management Guide

Step 7: Relate Grades to Progression Points Optional Step

Define the points from the pay scale that are valid for each grade as a numeric sequence of steps.

The auto-incrementing process uses these steps to increment an employee's grade point up to a ceiling that you can define for the grade.

Use the Grade Scale window.

See: Relating Grades to Progression Points, Oracle HRMS Compensation and Benefits Management Guide

Elements for Information

Elements are the basic components of compensation types, benefits and benefit plans, accrual plans and deductions. You can also use elements to represent tangible items distributed to employees, such as tools or safety equipment. When you install Oracle HRMS you will automatically have elements defined for:

At sites including Oracle Payroll, other predefined elements are installed to represent the earnings and deductions that process in the payroll run.

At sites without Oracle Payroll, you can define any number of additional elements to hold information about benefits, compensation types, and other items.

Warning: If you have installed Oracle Payroll you must use the Earnings and Deductions windows to initiate all of your earnings and deductions. This will simplify your setup for payroll processing.

Define Input Value Validation Optional Step s

Step 8: Define Lookup Types and Values Optional Step

You define new Lookup Types to create additional lists of values to validate any element input value with a character datatype.

Note: You can also use Lookup Types to validate a flexfield segment. Use the Table Validation option for the Value Set and use the Lookups table as the source of your list.

You can add new Lookup Values at any time. You can set the Enable Flag for a Value to No, so that it will no longer appear in the list of values, or you can use the Start and End Dates to control when a value will appear in a list.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 9: Define Element Validation Formulas Optional Step

When you define input values you can use a formula to validate any entry to that input value.

Important: You must define the formula before you define the element input value. The type of formula is Element Input Validation.

Use the Formula window.

See: Writing Formulas for Validation, Oracle HRMS FastFormula User Guide

Define Elements Optional Step s

Step 10: Define Elements and Input Values Optional Step

Before you start defining elements, you should make all of your decisions about the definitions and rules for eligibility.

Use the Element window. If you plan to process the elements using Oracle Payroll, define the elements using the Earnings and Deductions windows, as described in the next section.

See: Defining an Element, Oracle HRMS Compensation and Benefits Management Guide.

Step 11: Define Element Links Optional Step

You can give an entry to an employee only when they are eligible for that element. Employees are eligible for an element when their assignment details match the link details.

You can link an element to any combination of organization, group, grade, job, position, payroll, location, employment category or salary basis.

Use the Element Link window.

See: Defining Element Links, Oracle HRMS Compensation and Benefits Management Guide

Step 12: Activate Predefined Elements Optional Step

When you install Oracle HRMS a number of predefined elements are installed. These elements represent the legislative deductions that are processed in the payroll run.

If you have installed Oracle Payroll you will also have all of the formulas and balances you need for processing these deductions. If you have not installed Oracle Payroll, you can still use these elements to record information for transfer to your own payroll system.

To activate these predefined elements you need only define links for them.

Use the Element Link window.

See: Defining Element Links, Oracle HRMS Compensation and Benefits Management Guide

Benefits

This sequence of setup steps for Benefits assumes you are using the Total Compensation Setup Wizard, which is the recommended approach. If you prefer to set up your plan design using individual windows, follow the steps in Benefits Implementation Without Total Compensation Setup Wizard then skip to Earnings and Deductions for Payroll Processing.

Total Compensation Setup Wizard is a guided configuration tool that provides a fast and easy way to set up compensation objects and other plan design data. You can rapidly implement flex and non-flex programs that include health and welfare plans, life insurance plans, and plans of other common plan types funded by employee and employer contributions. Advanced Benefit users may also configure default and life event-based enrollments.

You currently cannot use the Wizard to set up flex credits, premiums, communications, and primary care providers; there are separate windows to set these up. Similarly, if you require formulas or flexfields for your benefit plans, you must set these up in other windows. Some implementation steps are only relevant if you use Oracle Advanced Benefits. These implementation steps are indicated.

You can use the Plan Copy feature to copy programs and plans to provide a starting point for similar plans.

Step 13: Set Up the Base Plan Design Using the Total Compensation Setup Wizard Required Step

The Total Compensation Setup Wizard provides a step-by-step process for creating Health and Welfare programs and the business processing rules you associate with them. The Wizard guides you through the set up process, reducing the likelihood of implementation errors.

Your base plan design includes compensation objects (programs, plan types, plans, and options), enrollment periods, eligibility profiles, life event reasons, default enrollments, and activity rates. You complete the other components of your plan design using the relevant windows as described in the following steps.

See: Total Compensation Setup Wizard, Oracle HRMS Compensation and Benefits Management Guide

Step 14: Add the Benefits Tabbed Region to the People Window (US Only) Optional Step

A person with a responsibility of system administrator or application developer can use the Menus window to add the benefits alternate region to the People window.

  1. Query the BEN_MANAGER menu in the Menu field.

  2. Add a new line and select HR View Benefits in the Function field.

  3. Save your work

Use the Menus window.

See: Menus Window, Oracle Applications System Admministrator's Guide

Step 15: Define a Monthly Payroll (US Only) Optional Step

You must define a monthly payroll for each business group you maintain. When you process employee terminations, a copy of the person's assignment record is created as a benefits assignment. Benefits assignments are used to maintain eligibility for continuing benefits, and always have a payroll with a monthly period.

Note: If you have already defined payroll information, including monthly payrolls for each Business Group, you can skip this step.

Use the Payroll window.

See: Defining a Default Monthly Payroll for a Business Group, Oracle HRMS Enterprise and Workforce Management Guide

Step 16: Define Collapsing Life Event Reasons (OAB) Optional Step

You create a collapsing life event definition for those instances when a combination of two or more detected life events results in either a different life event or the voiding of the detected events.

Use the Collapsing Rules window.

See: Defining a Collapsing Life Event (Advanced Benefits), Oracle HRMS Compensation and Benefits Management Guide

Step 17: Convert Current Enrollments Optional Step

You can use Total Compensation Setup Wizard to convert benefits enrollments from third-party and legacy systems.

See: Converting Benefits Enrollments

Action Items and Certifications (Advanced Benefits) Optional Step s

You can set up any certifications that a benefits participant must provide to satisfy the enrollment requirements for a compensation object. When a participant fails to provide the required certification, the application suspends the election pending the completion of the action item.

Step 18: Set Up Certifications for Compensation Objects Optional Step

Typical certifications include date of birth and proof of good health.

Use the Certifications window.

See: Defining Certifications for Enrollment in a Plan, Oracle HRMS Compensation and Benefits Management Guide

Step 19: Define Action Item Due Dates Optional Step

As part of implementation, you define the required completion date of each action item.

Use the Action Types window.

See: Defining an Action Item Due Date, Oracle HRMS Compensation and Benefits Management Guide

Actual Premiums Optional Step s

A premium is the amount paid by a plan sponsor to the supplier of the benefit. Typically, you calculate premiums on a per-participant basis, but the application also supports premium calculation based on total enrolled participants and total volume of elected coverage.

Step 20: Calculate Actual Premium Costs Optional Step

You maintain the criteria that the Premium Calculation Process uses to calculate the actual premium cost that a plan sponsor owes to a benefits supplier.

Use the Actual Premiums window.

See: Defining an Actual Premium, Oracle HRMS Compensation and Benefits Management Guide

Flex Credit Calculations (Advanced Benefits) Optional Step s

Step 21: Define Characteristics of Benefit Pools Optional Step

You define benefit pools to limit how a participant can spend flex credits and how excess flex credits can be rolled over, distributed as cash, or forfeited.

Use the Benefit Pools window.

See: Defining the General Characteristics of a Benefits Pool, Oracle HRMS Compensation and Benefits Management Guide

Step 22: Define Flex Credits Optional Step

You define a flex credit calculation and link the calculation with a compensation object. The compensation object to which you link a flex credit calculation must be part of a program regardless of the level at which you define flex credits.

Use the Flex Credit Definitions window.

See: Defining Flex Credits, Oracle HRMS Compensation and Benefits Management Guide

Additional Setup for Health and Welfare Optional Step s

Define Reporting Groups and Reimbursable Goods and Service Types Optional Step s

Step 23: Define Reporting Groups Optional Step

You can define a reporting group that you link to one or more programs and plans. When you run a report for a reporting group, the report results are based on the programs and plans that you include in the reporting group.

You can also define the regulatory bodies and regulations govern a reporting group.

Use the Reporting Groups window.

See: Defining a Reporting Group, Oracle HRMS Compensation and Benefits Management Guide

Step 24: Define Reimbursable Goods and Service Types Optional Step

Define goods and services that you approve for reimbursement. You then associate one or more goods and services types with a reimbursement plan.

Use the Goods and Services window.

See: Defining Reimbursable Goods and Service Types, Oracle HRMS Compensation and Benefits Management Guide

Step 25: Define Reimbursement Plans Optional Step

Use reimbursement plans to define goods and services that eligible participants may purchase. The participant can submit a reimbursement claim for the cost of the good or service that was purchased out-of-pocket.

Use the Plan Reimbursement window.

See: Defining a Reimbursement Plan, Oracle HRMS Compensation and Benefits Management Guide

Define Communications and Benefit Balances Optional Step s

Step 26: Define Communications Optional Step

You define the communications you send to employees and other potential participants. You specify the conditions that trigger a communication and the delivery method and medium.

Use the Communication Types window.

See: Defining Communication Types, Oracle HRMS Compensation and Benefits Management Guide

Step 27: Define Benefit Balances Optional Step

Benefit balances are useful for transitioning legacy system data to Oracle HRMS. You define a benefit balance type and then assign a value to that type for a given person using the Person Benefit Balances window.

Use the Benefit Balances window.

See: Defining a Benefit Balance, Oracle HRMS Compensation and Benefits Management Guide

Maintain Desktop Activities List and Pop Up Messages Optional Step s

Step 28: Maintain Desktop Activities List Optional Step

The Maintain Online Activities window lets you define the functions and windows that are available from the Desktop Activities list of the Online Benefits Services windows.

Use the Maintain Online Activities window.

See: Maintaining Online Activities, Oracle HRMS Compensation and Benefits Management Guide

Step 29: Maintain Pop Up Messages Optional Step

You can configure messages to display in the Online Benefit Services window based on user events that you define. You create the message text in the Messages window

Use the Maintain Pop Up Messages window.

See: Maintaining Pop Up Messages, Oracle HRMS Compensation and Benefits Management Guide

Step 30: Set Up Primary Care Provider Access Optional Step

You can define restrictions on the selection of a primary care provider and set high-level configuration options for web-based PCP database searches through Oracle Self-Service Benefits.

Use the Maintain Plan Primary Care Providers window.

See: Maintaining Primary Care Providers for a Plan, Oracle HRMS Compensation and Benefits Management Guide

Additional Setup for Payroll Processing

These windows are available in your menus only if you are using a responsibility that includes Oracle Payroll. If you have not installed Oracle Payroll, skip these steps and go to the next section.

If you are using template earnings and deductions from the template library in Configuration Workbench, or if you generated your earnings and deductions using the Element Design Wizard or template windows, the required balances, formulas, and formulas result rules are already available for your elements. However you can follow these steps to review the generated components and ensure that they fully meet your needs.

Step 31: Define User Balances Required Step

Important: Oracle Payroll has many predefined balances installed with the system to support all your legislative requirements for calculation of gross to net balances. To protect the integrity of the payroll processes you cannot change any of these balances.

You can define other balances. For example, you might want to define a special balance to calculate a "Stop Rule" on a recurring deduction. You might also need to define a special balance for calculating retroactive payments.

When you define a payroll balance you must specify the feeds and the dimensions.

Use the Balance window.

See: Defining User Balances, Oracle HRMS Compensation and Benefits Management Guide

Step 32: Write Payroll Formulas Required Step

You write the formula for every element that you want to process in a payroll run. The formula type is "Oracle Payroll".

Warning: Remember that formula definitions are datetracked. After you have used a formula in a payroll calculation you should always update any changes to the formula.

This will keep the history of formulas for any re-calculation of retrospective earnings or deductions.

Use the Formula window.

See: Writing Payroll Formulas for Elements, Using Oracle FastFormula

Step 33: Define Formula Result Rules Required Step

When you process an element in a payroll run the system will calculate the results using a formula. The results of the formula are the values you include in the Return statement to end the formula. The result rules define what will happen to each of the results produced by the formula.

You can calculate any number of different results in a single formula. The different types of result are:

There is normally at least one Direct result of a payroll calculation, which provides the Pay Value of the entry. You can create additional direct results.

Warning: If you allow users to enter the Pay Value of any earnings or deduction type, this value will override any formula calculation to provide the direct result for payment.

Use the Formula Result Rules window.

See: Defining Formula Processing and Result Rules, Oracle HRMS Compensation and Benefits Management Guide

Earnings and Deductions for Payroll Processing

The Earnings and Deductions windows are available on your menus only for responsibilities that include Oracle Payroll. If you have not installed Oracle Payroll, you should skip these steps and go to the next section.

Review the template earnings and deductions available in the template library in Configuration Workbench for your localization. You may be able to use these elements as supplied or as a starting point for your own definitions. If you need to create additional earnings and deductions, you can do so by following these steps.

Step 34: Define Additional Tax Categories Optional Step

When you install Oracle HRMS you are given a predefined set of classifications and categories for elements.

You cannot change or add to the list of classifications, but you can add more tax categories if you need these.

Categories determine the specific processing and tax rules that are applied to each element. These are essential for accurate payroll processing. You can add tax categories by entering additional values for the following Lookup Types. For the US:

For Canada:

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 35: Define or Customize User Tables Required Step

With Oracle HRMS you can set up any number of 'User-Defined Tables' to hold additional enterprise-level information in a tabular format. You can access this information using the GET_TABLE_VALUE function in any formula.

When you install the system you should find the following predefined tables ready to receive values. For the US:

For Canada:

Additionally, you can set up and use your own table structures, with rows and columns. For example, you may want to initiate a deduction with an amount rule based on your own table of values.

A user-defined table is a 'matrix' of columns that hold different values for the same row. You can define exact row values or an inclusive range of values.

Use the Table Structure window.

See: Setting Up User Tables, Columns and Rows, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 36: Define Table Values Required Step

You now need to define the table values.

Use the Table Values window.

See: Entering Table Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 37: Initiate Earnings Required Step

A number of predefined earnings types are provided when you install Oracle Payroll. To activate the following predefined earnings you need only define links for them. For the US:

For Canada:

For any other type of earnings, taxable benefits, or non-payroll payments you can initiate the types you require.

When you activate a type of earnings, the system generates all the elements, input values, balance feeds, formulas and result rules you will need to process that type of earnings. You can customize any of these definitions to allow additional data capture or to modify the default calculations.

Use the Earnings window.

See: Identifying the Earnings or Payment, Oracle HRMS Compensation and Benefits Management Guide

Step 38: Initiate Deductions Required Step

All Federal, State and Local Tax Levies (or Federal and Provincial Tax Levies in Canada) are provided when you install Oracle Payroll. Oracle has an agreement with Vertex Inc. to provide and maintain this data. To activate these deductions you need only define links for the following elements. For the US:

For Canada:

For Canada, Quebec province:

For any other deduction you can initiate the types you require.

Use the Deductions window.

See: Initiating Non-Tax Deductions, Oracle HRMS Compensation and Benefits Management Guide

Step 39: Define Element Links Required Step

Before you can enter any of your earnings or deductions for an employee you must define your element links.

Important: You must remember to define links for the predefined elements before you can use them with Oracle HRMS.

For Canada the predefined elements are:

For the US, link the following predefined earnings types using the criteria you require for eligibility and costing:

Regular Salary and Regular Salary Special Inputs Regular Wages and Regular Wages Special Inputs
Overtime Shift Pay
GTL Imputed Income Company Car and Company Car Special Inputs
Sick Pay Vacation Pay
Time Entry Wages Labor Recording

US: Link the following elements using an open link (that is, do not select any eligibility criteria). These links are required for payroll to run and tax correctly:

Workers Compensation Workers Compensation2 ER
Workers Compensation3 ER VERTEX
US_TAX_VERTEX (if using the Enhanced Tax Interface)  

US: If you need to use the Adjust Tax Balance process, link the following elements using an open link:

FIT 3rd Party SIT_SUBJECT_WK
City_SUBJECT_WK County_SUBJECT_WK
SUI_SUBJECT_ER SDI_SUBJECT_ER
SUI_SUBJECT_EE SDI_SUBJECT_EE

US: You may also need to link the following elements for costing or adjusting balances:

FUTA CREDIT FUTA
Medicare_ER MISC1_STATE_TAX_ER*
SDI_ER SS_ER
SUI_ER EIC (Earned Income Credit)
City_HT_RS City_HT_WK and City_HT_WK_ARR
City_RS and City_RS_ARR City_SC_RS and City_SC_RS_ARR
City_SC_WK and City_SC_WK_ARR City_WK and City_WK_ARR
County_RS and County_RS_ARR County_SC_RS and County_SC_RS_ARR
County_SC_WK and County_SC_WK_ARR County_WK and County_WK_ARR
FIT and FIT_ARR FIT_GROSSUP_ADJUSTMENT
Medicare_EE and Medicare_EE_ARR SDI_EE and SDI_EE_ARR
MISC1_COUNTY_TAX_WITHHELD_RS* MISC1_COUNTY_TAX_WITHHELD_WK*
SUI_EE and SUI_EE_ARR POST_VERTEX_SDI_PTD_LIMIT
SIT_RS and SIT_RS_ARR SIT_WK and SIT_WK_ARR
SS_EE and SS_EE_ARR Workers Compensation EE
Workers Compensation2 EE  

*The MISC1_COUNTY elements are used to calculate Mental Health Tax in Boone county, Kentucky. Cost MISC1_COUNTY_TAX _WITHHELD_RS like County RS. Cost MISC1_COUNTY _TAX_WITHHELD_WK like County WK. The MISC1_STATE elements are used to calculate State Health Insurance tax for Massachusetts. Cost MISC1_STATE_TAX_ER like SDI_ER.

Use the Element Link window.

See: Defining Element Links, Oracle HRMS Compensation and Benefits Management Guide

Step 40: Set Up Additional Taxability Rules for Tax Categories Required Step

Oracle Payroll comes with the current rules for the federal and state-level (or provincial-level) taxability already in place for regular earnings and deductions, and taxable benefits in Canada. You can update these rules as necessary.

Note: US: The system does not come with rules in place regarding the inclusion of supplemental and imputed earnings categories in states' payroll exposure.

Use the Taxability Rules window.

See: Changing Taxability Rules for an Earnings Type , Oracle HRMS Payroll Processing Management Guide

See: Changing Taxability Rules for a Pre-Tax Deduction, Oracle HRMS Payroll Processing Management Guide

For Canada, also see: Changing Taxability Rules for a Taxable Benefit, Oracle HRMS Payroll Processing Management Guide

Configure the Generated Definitions Optional Step s

When you initiate a type of earnings or deduction, Oracle Payroll generates all the elements, input values, balance feeds, formulas and result rules you need to process that type of earnings or deduction in a payroll run. Additionally, it associates a Skip Rule (formula) with the elements generated.

You can configure any of these definitions to meet your specific business needs.

Step 41: Write or Configure Payroll Formulas Optional Step

You can edit any of the generated 'Oracle Payroll' formulas to change the default calculations. You can also write your own formulas if you have special calculations that are very different from the defaults.

Canada only: The generated formulas for earnings types include three processing options for handling negative earnings. If you do not want to use the default option, remove the comments from the appropriate section of formula code. See: Negative Earnings, Oracle HRMS Compensation and Benefits Management Guide.

Use the Formula window.

Important: Remember that formula definitions are datetracked. After you have used a formula in a payroll calculation you should always 'Update' any changes to the formula.

This will keep the history of formulas for any re-calculation of retrospective earnings or deductions.

See: Writing Payroll Formulas for Elements, Oracle HRMS FastFormula User Guide

Step 42: Define User Balances Required Step

Important: Oracle Payroll has many predefined balances installed with the system. To protect the integrity of the payroll processes you cannot change any of these balances.

You can configure any generated balance to change the feeds. A payroll balance has 'feeds' and 'dimensions'. You can modify the feeds and also add your own dimensions.

You can define other balances. For example, you might want to define a special balance to calculate a 'Stop Rule' on a recurring deduction. You might also need to define a special balance for calculating retroactive payments.

When you define a payroll balance you must specify the feeds and the dimensions.

Use the Balance window.

See: Defining User Balances, Oracle HRMS Compensation and Benefits Management Guide

Step 43: Define Formula Result Rules Required Step

When you process an element in a payroll run the system will calculate the results using a formula. The results of the formula are the values you include in the Return statement to end the formula. The result rules define what will happen to each of the results produced by the formula.

When you activate any earnings or deduction type the system generates the formula results and the rules for each result. If you customize the formula you may also have to customize the results.

You can calculate any number of different results in a single formula. The different types of result are:

There is normally at least one Direct result of a payroll calculation, which provides the Pay Value of the entry. You can create additional direct results.

Warning: If you allow users to enter the Pay Value of any earnings or deduction type, this value will override any formula calculation to provide the direct result for payment.

Use the Formula Result Rules window.

See: Defining Formula Processing and Result Rules, Oracle HRMS Compensation and Benefits Management Guide

Salary Administration

Use the Salary Administration function to manage basic remuneration for individual employees.

Step 44: Create or Decide on Salary Elements Optional Step

You need at least one salary element for each salary basis in your enterprise.

If predefined elements exist in your localization, you might decide to use these. If your localization does not include predefined elements, or if the predefined elements are insufficient or inappropriate, you must create these elements to store the salary value.

Note: Consider how many different elements you will need to define for the different salary bases you want to manage. Remember that you can administer the salary on an annual basis but store the value as a monthly value.

Use the Element window.

See: Creating a Salary Element, Oracle HRMS Compensation and Benefits Management Guide

Step 45: Decide How To Validate Salary Entries Optional Step

You can validate salary entries in one of two ways:

See: Validating Salary Entries, Oracle HRMS Compensation and Benefits Management Guide

Step 46: Link the Salary Element Optional Step

Link the salary elements to components of employee assignments to establishes employee eligibility for the elements.

Use the Element Link window.

See: Linking the Salary Element, Oracle HRMS Compensation and Benefits Management Guide

Step 47: Define a Salary Basis Optional Step

Define a salary basis for each salary element to be used for salary administration. This establishes the duration for which a salary is quoted, for example, hourly, monthly or annually.

Use the Salary Basis window.

See: Defining a Salary Basis, Oracle HRMS Compensation and Benefits Management Guide

Step 48: Review or Create Salary Components Optional Step

Review the salary components predefined as values for the Lookup Type PROPOSAL_REASON. If necessary, create your own salary components.

If you want your new components to be displayed in the Salary Management folder, you must also change a view.

See: Creating Salary Components, Oracle HRMS Compensation and Benefits Management Guide

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 49: Define Performance Rating Types Optional Step

If you want to record performance ratings such as Outstanding, Superior and Average, enter them in the Application Utilities Lookups window for the Lookup Type PERFORMANCE_RATING.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 50: Add the Salary Administration Approve Function Optional Step

Add the function "Salary Administration Approve" to the menu of responsibilities that should be able to approve salary proposals. Without this function, users can enter salary proposals but they cannot approve them.

Note: If this function does not exist for a Responsibility then a user can enter but not approve salary proposals.

Use the Menus window.

See: Defining Menus, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 51: Set Up Rate By Criteria Optional Step

To pay employees at varying rates according to a range of eligibility criteria, you must set up Rate By Criteria (RBC), including these three areas:

See: Setting Up a Rate Matrix, Oracle HRMS Compensation and Benefits Management Guide

Compensation Awards

If you use SSHR, you can set up compensation plans to enable line managers to allocate compensation awards to the individuals who report to them. You can also set up plans to enable employees to enter voluntary contributions, such as savings plans, charitable organizations, and company perquisites.

Step 52: Set Up Compensation Workbench Plans Optional Step

You can create multiple compensation plans to handle different compensation types--such as salary, stock, and bonuses--separately, or you can create a single plan and define each compensation type as an option so that managers allocate all the awards from the same worksheet. Alternatively, you can use options to identify different components of awards (such as merit or cost of living). If you operate across multiple business groups, you can link local plans to a global plan so that you can make a single budget allocation for a compensation type across your enterprise. To review the plan design options, see: Compensation Workbench Plan Structure, Oracle HRMS Compensation and Benefits Management Guide.

For the Compensation Workbench setup steps, see: Setting Up Compensation Workbench Plans, Oracle HRMS Compensation and Benefits Management Guide.

Step 53: Set Up Individual Compensation Distribution Plans Optional Step

Define Individual Compensation Distribution plans for any one-time or recurring awards, bonuses, and allowances that you want managers to allocate to employees through SSHR. If your enterprise offers a charitable contribution plan or a savings bond plan to which employees contribute at their own discretion, set up an ICD plan so that employees can enter their voluntary contributions through SSHR.

See: Setting Up Individual Compensation Distributions (ICD), Oracle HRMS Compensation and Benefits Management Guide.

Leave and Absence Management

You can set up as many plans as you need to permit employees to accrue PTO to use for vacation or sick leave. Each plan has the units of Hours or Days, and can have its own rules regarding accrual frequency, accrual bands, ceilings, carryover, start dates, entitlement of employees with different assignment statuses, and so on.

Set Up Absence Management

Step 54: Set Up Proration and Notifications (US Only) Optional Step

If you want to associate recurring elements with absence types, you must set up proration and retro notifications. This ensures that absences that end in the middle of a payroll period are detected and processed by the payroll run, and that retrospective changes to absences are recorded in the Retro Notifications report.

See: Setting Up Absence Management, Oracle HRMS Compensation and Benefits Management Guide

Step 55: Define an Absence Element Optional Step

For each of your accrual plans, or each type of absence you are tracking, you define a nonrecurring element and input value to hold the actual time taken for vacation or sick leave.

If you use Oracle Payroll, you can use a recurring element instead. This enables you to begin processing a long term absence before you enter an end date, and to apportion time correctly over payroll periods.

Use the Element window.

See: Defining and Linking an Absence Element, Oracle HRMS Compensation and Benefits Management Guide

Step 56: Link the Absence Element Optional Step

Link each absence element to define who is eligible to take this kind of absence.

Use the Element Link window.

See: Defining Element Links, Oracle HRMS Compensation and Benefits Management Guide

Step 57: Define Categories of Absence Types Optional Step

Define categories of absence types as values for the Lookup Type ABSENCE_CATEGORY, and your absence reasons as values for the Lookup Type ABSENCE_REASON.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 58: Define Absence Types and Associate with Absence Elements Optional Step

If you expect to record absent time using the Absence Detail window, define each absence type, and associate it with an absence element

Use the Absence Attendance Type window.

See: Defining an Absence Type, Oracle HRMS Compensation and Benefits Management Guide

Step 59: Make Initial Element Entries Optional Step

For an absence type with a decreasing balance, use the Element Entries window or the Element Entry API to make initial element entries for employees eligible for the type. You can also initialize a decreasing balance by entering a negative value using BEE. For example, if you enter -16 hours using BEE, a decreasing balance starts at 16 hours. However, be aware that using BEE creates an absence record that will show on employees' absence history.

If you want to make batch entries, see Making Batch Element Entries Using BEE, Oracle HRMS Configuring, Reporting, and System Administration Guide.

Step 60: Create Payroll Formula to Calculate Absence Duration (US Only) Optional Step

If you defined a recurring element, create a payroll formula that handles proration to process the element and calculate the appropriate absence duration in each pay period (taking into account the number of days or hours in a month, working and shift patterns, public holidays, and so on).

See: Sample Payroll Formulas Enabled for Proration, Oracle HRMS FastFormula User Guide

Set Up Accrual Plans

Step 61: Define New Accrual Start Rules Optional Step

There are three seeded start rules: Hire Date, Beginning of Calendar Year, and Six Months After Hire Date. If you need other rules, define them as values for the Lookup Type US_ACCRUAL_START_TYPE.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 62: Decide on Accrual and Carry Over Formulas Optional Step

Decide which Accrual and Carry Over formulas to use. You can use the seeded formulas, customize them, or write your own.

Use the Formula window.

See: Writing Formulas for Accrual Plans, Oracle HRMS FastFormula User Guide

Step 63: Write Ineligibility Formula Optional Step

If your Accrual formula defines a period of ineligibility and you want to use Batch Element Entry (BEE) to enter absences against the accrual plan, define an Ineligibility formula. BEE calls this formula to check whether an employee is eligible to use accrued PTO.

Note: If you use the seeded Accrual formulas, you do not need to define an Ineligibility formula. They use a period of ineligibility entered on the Accrual Plan form, and BEE validation can use the same value.

Use the Formula window.

See: Writing Formulas for Accrual Plans, Oracle HRMS FastFormula User Guide

Step 64: Define New Accrual Categories Optional Step

There are several seeded accrual categories. If you need additional categories, define them as values for the Lookup Type US_PTO_ACCRUAL.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 65: Select PTO Balance Type Optional Step

Oracle Payroll users: If you want to use a payroll balance to store gross accruals, decide whether the payroll run should update accruals as of the run's date earned (the date the payroll run uses to determine which element entries to process) or date paid (the date that appears on pay advices). Select your choice for the business group.

See: Business Groups: Selecting a PTO Balance Type, Oracle HRMS Enterprise and Workforce Management Guide

Step 66: Create Balance Dimensions Optional Step

Oracle Payroll users: If you want to use a payroll balance to store gross accruals, consider whether you need to define a new balance dimension. Dimensions are predefined that reset the balance each year on 1 January, 1 June, or hire date anniversary. If you require your balance to accumulate over a different period of time, or reset at a different date, you must create your own balance dimension.

See: Balances in Oracle Payroll

Step 67: Define a PTO Accrual Plan Optional Step

Define the accrual plan, selecting the formulas and absence element it is to use.

Use the Accrual Plan window.

See: Defining a PTO Accrual Plan, Oracle HRMS Compensation and Benefits Management Guide

Step 68: Set Up Length of Service Bands Optional Step

Optionally, set up length of service bands for the plan.

Use the Accrual Bands window.

See: Setting Up Length of Service Bands, Oracle HRMS Compensation and Benefits Management Guide

Step 69: Review the Net Calculation Rules Optional Step

Review the net calculation rules for the plan. If necessary, create additional elements and associate them with the plan by selecting them in the Net Calculation Rules window.

See: Changing Net Accrual Calculations, Oracle HRMS Compensation and Benefits Management Guide

Element Sets and Batch Control Totals

Step 70: Define Element Sets Optional Step

In Oracle HRMS you can define a set of elements to:

You define an element set as a named list of elements such as Salary, or Salary and Bonus. You can also define an element set using the classification. For example, you can restrict access to all elements in the classification Earnings.

Use the Element and Distribution Set window.

See: Defining an Element or Distribution Set , Oracle HRMS Compensation and Benefits Management Guide

Step 71: Define Batch Control Types Optional Step

If you use Batch Element Entry, you can set up batch control types to sum the entries in any numerical input value. This enables users to validate a BEE batch against control totals to check for missing lines or miskeying of amounts.

Use the Application Utilities Lookups window.

See: Setting Up BEE Validation Using Control Totals, Oracle HRMS Configuring, Reporting, and System Administration Guide

Vacation Banking (Canada Only)

Step 72: Create Vacation Bank Accumulator Table Optional Step

Define the length of service bands and the associated percentage with which to calculate the vacation liability. The accumulation is paid out through the predefined Vacation Bank Payout element. You can use the sample user table called Default Vacation Bank.

Use the Table Values window.

  1. Define the user table. The lower and upper bound columns represent the length of service bands. Value represents the vacation percentage.

  2. Link the Vacation Bank Accumulator element.

    Specify the User Table name and User Table column in the input values.

See: Entering Table Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Basic Benefits (US Only)

If you are beginning a new setup for benefits administration, we recommend that you implement the Standard Benefits feature set and skip this step. Basic Benefits provides a limited set of features and is provided mainly for compatibility with earlier releases.

Step 73: Set Up Basic Benefits Optional Step

To set up basic benefits, you define elements for the benefits plans, use element links to establish eligibility, and create benefit carriers as organizations. You can modify the standard COBRA letters and provide new COBRA termination reasons.

See: Setting Up Basic Benefits, Oracle HRMS Compensation and Benefits Management Guide

Benefits Implementation Without Total Compensation Setup Wizard

The following implementation steps provide the full sequence of steps you follow to set up benefit plans manually. If you are using the Total Compensation Setup Wizard, note that the Wizard handles most of the steps in the following sections:

See: Compensation, Benefits, and Payroll, Oracle HRMS Compensation and Benefits Management Guide if you implement your benefit plans using the Total Compensation Setup Wizard, which is the recommended approach.

If you plan to load details of employee entry history you should consider using a fixed date, such as 01-JAN-1951, as a default for your initial setup definitions. This simplifies your data-entry.

Benefits Eligibility

You define participation eligibility profiles to determine eligibility for compensation and benefits. You can also use eligibility factors to determine variable contribution and distribution rates for a benefit.

Step 1: Define Benefits Groups Optional Step

You define a benefits group as a category of people who can be either included or excluded from receiving a benefit or a standard activity rate. A benefit group is one optional component of an eligibility profile or a variable rate profile.

Use the Benefits Groups window.

See: Defining Benefits Groups, Oracle HRMS Compensation and Benefits Management Guide

Step 2: Define Postal Code (ZIP) Ranges Optional Step

You define postal code (zip) ranges if you limit benefits eligibility based on a person's home address or if an activity rate varies based on a person's address.

Postal code ranges are also a component of service areas.

Use the Postal Zip Ranges window.

See: Defining Postal Zip Ranges, Oracle HRMS Compensation and Benefits Management Guide

Step 3: Define Service Areas Optional Step

You can define a service area to group people who live in a region by their postal codes. A service area is one optional component of an eligibility profile or a variable rate profile.

Use the Service Areas window.

See: Defining Service Areas, Oracle HRMS Compensation and Benefits Management Guide

Step 4: Define Regulations Optional Step

You define regulations as discrete rules, policies, or requirements that a governmental or policy making body defines regarding the administration of one or more benefits.

Use the Regulations window.

See: Defining Regulations, Oracle HRMS Compensation and Benefits Management Guide

Step 5: Create Your Own Eligibility Criteria Optional Step

You can create as many eligibility profile criteria as you need, in addition to the existing standard eligibility and derived factor criteria, to meet the particular requirements of your organization. You can use these criteria to determine employee eligibility for compensation, benefits, entitlements in collective agreements, personal actions, and so on.

Use the User Defined Eligibility Criteria window, which you can access from the Participation Eligibility Profiles window, or the Create Eligibility Criteria page.

See: Creating your own Eligibility Criteria., Oracle HRMS Compensation and Benefits Management Guide

Define Derived Eligibility Factors

A derived factor is a system calculated value that you can use to determine eligibility for a benefit or to determine an activity rate.

Step 6: Define Derived Compensation Level Factors Optional Step

Define compensation level factors to determine how the system derives a person's compensation level based on a person's stated salary or a balance type that you specify.

Use the Derived Factors window.

See: Defining Derived Factors: Compensation Level, Oracle HRMS Compensation and Benefits Management Guide

Step 7: Define Derived Percent of Full Time Employment Factors Optional Step

Define percent of full time factors to determine how the system derives a person's percent of full time employment.

Use the Derived Factors window.

See: Defining Derived Factors: Percent of Full Time Employment, Oracle HRMS Compensation and Benefits Management Guide

Step 8: Define Derived Hours Worked in Period Factors Optional Step

Define hours worked in period factors to determine how the system derives the number of hours a person worked in a given period.

Use the Derived Factors window.

See: Defining Derived Factors: Hours Worked in Period, Oracle HRMS Compensation and Benefits Management Guide

Step 9: Define Age Factors Optional Step

Define age factors to determine how the system derives a person's age.

Use the Derived Factors window.

See: Defining Derived Factors: Age, Oracle HRMS Compensation and Benefits Management Guide

Step 10: Define Length of Service Factors Optional Step

Define length of service factors to determine how the system calculates a person's length of service.

Use the Derived Factors window.

See: Defining Derived Factors: Length of Service, Oracle HRMS Compensation and Benefits Management Guide

Step 11: Define Combination Age and Length of Service Factors Optional Step

Define combination age and length of service factors to combine an age factor and a length of service factor.

Use the Derived Factors window.

See: Defining Derived Factors: Combination Age and Length of Service, Oracle HRMS Compensation and Benefits Management Guide

Define Eligibility Profiles Optional Step s

Step 12: Define an Eligibility Profile Optional Step

Defining an eligibility profile is the primary way in which you implement eligibility requirements for a benefit. You link an eligibility profile with a compensation object (a benefit that you define) so that when eligibility processes run, only the persons meeting the eligibility profile requirements are eligible to receive the benefit.

Use the Participation Eligibility Profiles window.

See: Defining an Eligibility Profile, Oracle HRMS Compensation and Benefits Management Guide

Step 13: Define Dependent Coverage Eligibility Profiles Optional Step

You define dependent coverage eligibility profiles to enforce eligibility requirements for dependents.

Use the Dependent Coverage Eligibility Profiles window.

See: Defining a Dependent Coverage Eligibility Profile, Oracle HRMS Compensation and Benefits Management Guide

Life EventsLife Events (Advanced Benefits)

You define a life event as a change in a person's record that can potentially trigger an enrollment action. Life events can be external to work, such as a marriage or the birth of a dependent, or they can be internal, such as a job change. The application also handles scheduled enrollments as life events.

Step 14: Define Life Event Processing Optional Step

Define the life events that you use to control electability, activity rates and coverage levels, coverage dates, communications, and automatic and default enrollment processing.

Use the Life Event Reasons window.

See: Defining General Characteristics of Life Event Reasons, Oracle HRMS Compensation and Benefits Management Guide

Step 15: Define Person Changes Optional Step

You define the changes to a person's record that trigger a life event by specifying the value of the database field that indicates this person change has occurred.

Use the Person Changes window.

See: Defining Person Changes, Oracle HRMS Compensation and Benefits Management Guide

Step 16: Associate Person Changes with Life Events Optional Step

You associate the person change that triggers the life event for each life event that you define.

Use the Person Change Causes Life Event window.

See: Associating a Person Change with a Life Event, Oracle HRMS Compensation and Benefits Management Guide

Step 17: Define Related Person Changes Optional Step

You define the changes to a person's record that trigger a life event for a related person by specifying the value of the database field that indicates this related person change has occurred.

For example, you could define a termination life event to end benefits coverage for terminated employees. You would define a corresponding related person life event that ends coverage for the dependents of the primary participant when the primary participant is terminated.

Use the Related Person Changes window.

See: Defining Person Changes, Oracle HRMS Compensation and Benefits Management Guide

Step 18: Associate Related Person Changes with Life Events Optional Step

You associate a related person change with each related person life event that you define. A related person change is a change to the primary participant's HR record that may generate a life event for a person related to the primary participant.

Use the Related Person Change Causes Life Event window.

See: Associating a Person Change with a Life Event, Oracle HRMS Compensation and Benefits Management Guide

Compensation Objects

You define compensation objects as the benefits that you offer to your employees and other eligible participants.

Compensation objects are arranged according to the compensation object hierarchy:

Definitions that you set at the program level cascade to the plan types, plans, and options in that program unless you override the definition at a lower point in the hierarchy.

Step 19: Define Reimbursable Goods and Service Types Optional Step

Define goods and services that you approve for reimbursement. You then associate one or more goods and services types with a reimbursement plan.

Use the Goods and Services window.

See: Defining Reimbursable Goods and Service Types, Oracle HRMS Compensation and Benefits Management Guide

Step 20: Define a Program or Plan Year Period Optional Step

You define a program or plan year period to set the coverage boundaries for the duration of a benefit program or plan.

Use the Program/Plan Year window.

See: Defining a Program or Plan Year Period, Oracle HRMS Compensation and Benefits Management Guide

Step 21: Define Plan Types Optional Step

You define plan types to categorize common types of benefits, such as medical plans or savings plans.

Use the Plan Types window.

See: Defining Plan Types, Oracle HRMS Compensation and Benefits Management Guide

Step 22: Define Options Optional Step

You define options to indicate the coverage levels available under a plan or to define investment options for a savings plan.

Use the Options window.

See: Defining Options, Oracle HRMS Compensation and Benefits Management Guide

Step 23: Define Plans Optional Step

A plan is a benefit in which an eligible participant can enroll. Common plans include medical, group term life insurance, and stock purchase plans.

Use the Plans window.

See: Defining a Benefits Plan, Oracle HRMS Compensation and Benefits Management Guide

Step 24: Define Reimbursement Plans Optional Step

Use reimbursement plans to define goods and services that eligible participants may purchase. The participant can submit a reimbursement claim for the cost of the good or service that was purchased out-of-pocket.

Use the Plan Reimbursement window.

See: Defining a Reimbursement Plan, Oracle HRMS Compensation and Benefits Management Guide

Step 25: Define Programs Optional Step

You define a program to group together the benefits that you offer as a package. A program typically is comprised of plan types, plans, and options.

Use the Programs window.

See: Defining a Benefits Program, Oracle HRMS Compensation and Benefits Management Guide

Enrollment Requirements

You define enrollment requirements to control when an eligible person can enroll in a benefit.

Step 26: Define Program Enrollment Requirements Optional Step

Enrollment requirements determine how an eligible participant enrolls in a program.

In standard benefits, you define enrollment requirements based on the unrestricted enrollment type. Advanced Benefits customers can specify whether default or automatic enrollment rules apply for a program.

Use the Program Enrollment Requirements window.

See: Defining Enrollment Methods for a Program, Oracle HRMS Compensation and Benefits Management Guide

Step 27: Define Enrollment Requirements for a Plan Optional Step

You use the Plan Enrollment Requirements window to define enrollment requirements for a not in program plan or an option in plan. You also use this window to set up requirements for beneficiary designations.

Use the Plan Enrollment Requirements window.

See: Defining an Enrollment Method for a Plan, Oracle HRMS Compensation and Benefits Management Guide

Activity Rates and Coverage Calculations

Activity rate calculations determine the contribution rate necessary to purchase a benefit and the distribution rate for benefits that provide distributions.

Step 28: Calculate Variable Activity Rates Optional Step

You define variable activity rate calculations if an activity rate for a compensation object can vary by participant.

Use the Variable Rate Profiles window.

See: Defining General Information for a Variable Rate Profile, Oracle HRMS Compensation and Benefits Management Guide

Step 29: Calculate Coverages Optional Step

You define the amount of coverage available under a benefit plan for those plans that offer a range of coverage options. Your coverage calculation can include the minimum and maximum coverage level available regardless of the calculation result. For Advanced Benefits customers, coverage levels can vary based on life events.

Use the Coverages window.

See: Defining a Coverage Calculation, Oracle HRMS Compensation and Benefits Management Guide

Step 30: Define Across Plan Type Coverage Limits Optional Step

You can define the minimum and maximum coverage amount that a participant can elect across plan types in a program.

Use the Coverage Across Plan Types window.

See: Defining a Coverage Limit Across Plan Types, Oracle HRMS Compensation and Benefits Management Guide

Step 31: Calculate Imputed Income (US Only) Optional Step

You can define activity rates that calculate the amount of plan income that is considered a "fringe benefit" and subject to Section 79 of the US Internal Revenue Service code.

Note: You must have already created the corresponding elements.

Use the Imputed Income window.

See: Defining an Imputed Income Calculation, Oracle HRMS Compensation and Benefits Management Guide

Step 32: Calculate Actual Premium Costs Optional Step

You need to maintain the criteria used to calculate the actual premium cost that a plan sponsor owes to a benefits supplier.

Use the Actual Premiums window.

See: Defining an Actual Premium, Oracle HRMS Compensation and Benefits Management Guide

Step 33: Define Period-to-Date Limits Optional Step

You define period-to-date contribution limits for those plans or options in plan that restrict participant contribution levels in a year period. When you define a standard contribution, you can associate a period-to-date limit for those plans or options in plan that require contribution restrictions.

Use the Period-to-Date Limits window.

See: Defining Period-to-Date Limits, Oracle HRMS Compensation and Benefits Management Guide

Step 34: Define Activity Rates for Standard Contribution/Distribution Optional Step

You define a standard activity rate calculation to calculate a benefit's contribution or a distribution amount.

Note: You must have already created the corresponding elements.

Use the Standard Contributions/Distributions window.

See: Defining Activity Rates for a Standard Contribution/Distribution, Oracle HRMS Compensation and Benefits Management Guide

Flex Credit Calculations (Advanced Benefits) Optional Step s

Step 35: Define Characteristics of Benefit Pools Optional Step

You define benefit pools to limit how a participant can spend flex credits and how excess flex credits can be rolled over, distributed as cash, or forfeited.

Use the Benefit Pools window.

See: Defining the General Characteristics of a Benefits Pool, Oracle HRMS Compensation and Benefits Management Guide

Step 36: Define Flex Credits Optional Step

You define a flex credit calculation and link the calculation with a compensation object. The compensation object to which you link a flex credit calculation must be part of a program regardless of the level at which you define flex credits.

Use the Flex Credit Definitions window.

See: Defining Flex Credits, Oracle HRMS Compensation and Benefits Management Guide

Additional Setup for Health and Welfare

Step 37: Add the Benefits Tabbed Region to the People Window (US Only) Optional Step

A person with a responsibility of system administrator or application developer can use the Menus window to add the benefits alternate region to the People window.

  1. Query the BEN_MANAGER menu in the Menu field.

  2. Add a new line and select HR View Benefits in the Function field.

  3. Save your work.

Use the Menus window.

See: Menus Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 38: Define a Monthly Payroll (US Only) Optional Step

You must define a monthly payroll for each business group you maintain. When you process employee terminations, a copy of the person's assignment record is created as a benefits assignment. Benefits assignments are used to maintain eligibility for continuing benefits, and always have a payroll with a monthly period.

Note: If you have already defined payroll information, including monthly payrolls for each Business Group, you can skip this step.

Use the Payroll window.

See: Defining a Default Monthly Payroll for a Business Group, Oracle HRMS Enterprise and Workforce Management Guide

Step 39: Define Reporting Groups Optional Step

You can define a reporting group that you link to one or more programs and plans. When you run a report for a reporting group, the report results are based on the programs and plans that you include in the reporting group.

You can also define the regulatory bodies and regulations govern a reporting group.

Use the Reporting Groups window.

See: Defining a Reporting Group, Oracle HRMS Compensation and Benefits Management Guide

Step 40: Define Communications Optional Step

You define the communications you send to employees and other potential participants. You specify the conditions that trigger a communication and the delivery method and medium.

Use the Communication Types window.

See: Defining Communication Types, Oracle HRMS Compensation and Benefits Management Guide

Step 41: Define Benefit Balances Optional Step

Benefit balances are useful for transitioning legacy system data to Oracle HRMS. You define a benefit balance type and then assign a value to that type for a given person using the Person Benefit Balances window.

Use the Benefit Balances window.

See: Defining a Benefit Balance, Oracle HRMS Compensation and Benefits Management Guide

Define Online Benefits Services Optional Step s

You use the Online Benefit Services window to access a variety of benefits windows from a central location. You can configure the windows that are accessible from this window and you can define the pop up messages that display based on user events that you define.

Step 42: Maintain Desktop Activities List Optional Step

The Maintain Online Activities window lets you define the functions and windows that are available from the Desktop Activities list of the Online Benefits Services windows.

Use the Maintain Online Activities window.

See: Maintaining Online Activities, Oracle HRMS Compensation and Benefits Management Guide

Step 43: Maintain Pop Up Messages Optional Step

You can configure messages to display in the Online Benefit Services window based on user events that you define. You create the message text in the Messages window

Use the Maintain Pop Up Messages window.

See: Maintaining Pop Up Messages, Oracle HRMS Compensation and Benefits Management Guide

For the next step in the implementation sequence, see: Additional Setup for Payroll Processing, Oracle HRMS Compensation and Benefits Management Guide .

Workforce Sourcing and Deployment

Oracle HRMS enables you to define your own names to identify the "types" of people in your system, and to identify the status of employees and contingent workers in each assignment using your own names.

Recruitment

Step 1: Define Assignment Statuses for Applicants Required Step

Assignment Statuses for applicants enable you to define the distinct stages of your own recruitment processes.

With Oracle HRMS you can use your own names to identify these stages. For example, you might want to define a special status to identify applicants who have been invited to a First Interview and applicants who have been Rejected on Application.

These user statuses enable you to track the recruitment circumstances of all your applicants.

Use the Assignment Statuses window.

See: Defining Assignment Statuses, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Setup for Employees and Contingent Workers

Step 2: Define Assignment Statuses for Employees and Contingent Workers Required Step

With Oracle HRMS you can identify the status of employees and contingent workers in each assignment using your own names. For example, you might want to define special statuses to identify assignments which have been Suspended while the employee or contingent worker is temporarily assigned to another role.

Use the Assignment Statuses window.

See: Defining Assignment Statuses, Oracle HRMS Enterprise and Workforce Management Guide

Step 3: Create Contract Statuses Optional Step

Oracle HRMS enables you to create up to 250 different contract statuses to help track and identify employees.

See: Creating Contract Statuses, Oracle HRMS Enterprise and Workforce Management Guide

Step 4: Create Contract Types and Values (UK Only) Optional Step

To enable Oracle Payroll to calculate Full Time Equivalent information correctly, you set up contract types and enter hours and periods information for each contract type.

Use the Table Structure and Table Values windows.

See: Setting Up Full Time Equivalent, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 5: Set Up Shift Patterns (UK Only) Optional Step

You can define any number of shift patterns. Oracle Payroll uses this information to calculate hours worked and payments such as overtime.

Use the Table Values window.

See: Setting Up Shifts and Shift Patterns, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 6: Select Assignment Rate Types for Contingent Workers Optional Step

This step applies only if you are not using Oracle Services Procurement to provide purchase order information for contingent workers.

Oracle HRMS enables you to record payment rate information for contingent workers. You select an assignment rate type (such as Standard Rate or Weekend Rate) and associate it with a rate basis (such as Hourly Rate or Weekly Rate). You can then associate this combination of rate type and basis with an assignment rate (a monetary value) for specific contingent worker assignments.

See: Defining a Combination of Assignment Rate Type and Basis, Oracle HRMS Enterprise and Workforce Management Guide

You can define additional rate basis values for your assignment rate types by adding to the existing lookup type RATE_BASIS.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 7: Set Up Availability Information Optional Step

Use the integrated features from Oracle HRMS and Common Application Components (CAC) to set up information such as shifts, schedules, and calendar events to help you determine a worker's availability.

See: Setting Up Availability, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 8: Set Up Global Deployments Optional Step

HR Professionals can use the Global Deployments function to transfer employees automatically between business groups. Some setup tasks are necessary for the Global Deployments function.

See: Setting Up Employee Transfers and Secondments, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Special Personal Information (Personal Analysis Key Flexfield Structures)

Use the Personal Analysis Key Flexfield to record special personal information that is not included as standard information. You define each type of information as a separate Structure of the flexfield. For example, you might set up a structure to hold medical information.

This flexfield is used in the following areas:

You need to design a Personal Analysis Flexfield Structure for each Special Information Type you want to hold in Oracle HRMS. For each structure you must include the following:

Defining the Flexfield Structure is a task for your System Administrator.

Note: You cannot use the Create Key Flexfield Database Items process to create database items for the segments of your Personal Analysis Flexfield structures.

Step 9: Define Personal Analysis Flexfield Value Sets Optional Step

If you want to validate the values which a user can enter for any segment you must define a specific Value Set.

The attributes of the Value Set will control the type of values that can be entered, and how many characters each segment can hold. The attributes of the Value Set will also control how the values are to be validated.

Value Sets can be shared by different segments of the same flexfield, or by segments of any other flexfield.

Use the Value Set window.

See: Defining Value Sets, Oracle E-Business Suite Flexfields Guide

Step 10: Define Personal Analysis Flexfield Segments Optional Step

Define a structure for your Personal Analysis Flexfield which contains the segments you want to use. You will use this structure to enter details in the Special Information Types window.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you will not be able to enter new details in the Special Information Types window.

Note: You do not need to use a Value Set to validate a segment. If you do not specify a Value Set then a user can enter any alphanumeric value up to a limit of 150 characters.

Use the Key Flexfield Segments window.

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 11: Define Personal Analysis Flexfield Segment Values Optional Step

If you have chosen Independent or Dependent validation for a Value Set used by a Personal Analysis Flexfield Segment, you must define your list of valid values for the Value Set.

Use the Segment Values window.

See: Defining Segment Values, Oracle E-Business Suite Flexfields Guide

Step 12: Define Personal Analysis Flexfield Cross Validation Rules Optional Step

Define any Cross Validation Rules you want to use to control the combinations of segment values which a user can enter.

You define Rules to Include or Exclude combinations of segment values. For each segment, you can define a Low to High range of values.

Use the Cross-Validation Rule window

See: Defining Cross-Validation Rules, Oracle E-Business Suite Flexfields Guide

Step 13: Define Personal Analysis Flexfield Aliases Optional Step

Define Aliases for common combinations of segment values if you want to provide these as default options.

Use the Shorthand Aliases window

See: Defining Shorthand Aliases, Oracle E-Business Suite Flexfields Guide

Step 14: Freeze and Compile Your Personal Analysis Flexfield Structure Optional Step

You are now ready to freeze your flexfield definition. Navigate to the Define Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save your changes. Oracle Human Resource Management Systems now freezes and compiles your Personal Analysis Flexfield definition. Compiling the flexfield definition enables the flexfield window with the defaults, values and rules that you have defined.

Use the Key Flexfield Segments window

See: Defining Key Flexfield Structures, Oracle E-Business Suite Flexfields Guide

Step 15: Register Special Information Types for the Business Group Optional Step

After you have defined your Personal Analysis Flexfield Structures you must link them to your business group.

You do this using your view-all responsibility.

Use the Special Information Types window.

See: Enabling Special Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Requirements Matching

If you have decided to set up competencies, you can enter these as requirements for jobs and positions and match them against people's competence profiles.

If you have other job and position requirements that you want to record, but not define as competencies, you can set them up using the Personal Analysis key flexfield. You can set up each type of requirement as a Special Information Type, which is one instance of the flexfield.

For each Special Information Type, you can also choose whether to enable entry of information for people so that you can match people against the job or position requirements. A standard report (Skills Matching) has been provided to match the requirements of a job and the Special Information details of people in the system.

Important: US users: If you want to include essential job or position requirements in your ADA reporting, make sure you have entered these requirements for your jobs or positions.

Step 16: Define Requirements for Jobs Optional Step

You can define the attributes required by any employee who is assigned to a job. These attributes may be Essential or Desirable.

Definitions of requirements can use the same personal analysis flexfield structures and segments you have defined for special personal information.

Use the Job window.

See: Entering Job and Position Requirements, Oracle HRMS Enterprise and Workforce Management Guide

Step 17: Define Requirements for Positions Optional Step

After you define positions in your enterprise, you can define the attributes required by any employee assigned to that position. These attributes may be Essential or Desirable. The requirements are based on the same personal analysis flexfield structures you have defined for special personal information.

Use the Position window.

See: Entering Job and Position Requirements, Oracle HRMS Enterprise and Workforce Management Guide

Talent Management

Talent Management is the management of worker competencies and objectives to meet enterprise goals. Oracle HRMS, Oracle SSHR, and Oracle Learning Management (OLM) each supply key components of the Talent Management functionality. This topic describes the implementation process for the Oracle HRMS competencies, qualifications, and career path functions.

Oracle Performance Management is a separately licensed product. You must purchase a separate Oracle Performance Management license in addition to an Oracle Self-Service HR license to use the Appraisals, Questionnaire Administration, and Objectives Management self-service functions.

See: Oracle Performance Management Overview, Oracle Performance Management Implementation and User Guide

See: Implementing Oracle Performance Management, Oracle Performance Management Implementation and User Guide

Competencies

Competencies are measurable skills a workforce must acquire or possess to enable the enterprise to achieve its goals.

Step 1: Set HR:Global Competence Flex Structure Profile Option Optional Step

Each business group has a competence key flexfield structure. For global competencies, you can define an additional competence key flexfield or use an existing, business-group-specific structure. In either case, you identify the structure for creating global competencies on the HR:Global Competence Flex Structure Profile Option. Otherwise, you cannot create global competencies.

Use the System Profile Values window.

See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 2: Create Proficiency Rating Scales Optional Step

You can use generic proficiency rating scales to assess competencies during an appraisal.

Use the Rating Scales window.

See: Creating a Rating Scale, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 3: Create Competencies Optional Step

Create definitions of competencies recognized and required by your enterprise to meet business goals.

Use the Competencies window.

See: Creating a Competency, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 4: Upload Third-Party Competency Definitions Optional Step

As an alternative or in addition to creating individual competencies, you can upload competencies supplied by third-parties, such as vendors who supply competency definitions for specific lines of business.

See: Uploading Third-Party Competency Information, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 5: Create Competency Types Optional Step

For ease of management and retrieval, you can group competencies into competency types. You define competency types using the lookup COMPETENCE_TYPE.

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 6: Group Competencies into Types Optional Step

Associate individual competencies with one or more defined competency types.

Use the Competence Types window.

See: Grouping Competencies into Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 7: Define Competency Requirements Optional Step

You can define competency requirements for business groups, jobs, organizations, and positions. You can compare an individual's competencies with those required for a job or position, for example, to assist with promotion, training, or compensation plans.

Use the Competence Requirements window.

Defining Competency Requirements, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 8: Create Worker Competency Profiles Optional Step

A competency is a record of a worker's proficiency in competencies of interest to the enterprise. Users can compare worker competency profiles with the competency requirements of jobs or positions when searching for suitable candidates, for example.

See: Creating a Competency Profile, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management

Qualifications

For each worker, you can record qualifications achieved and educational establishments attended.

Step 9: Create Qualification Types Optional Step

You can define all qualification types your enterprise recognizes.

Use the Qualification Types window.

See: Creating Qualification Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 10: Create Schools and Colleges Optional Step

You can define all schools and colleges that deliver the qualifications your enterprise recognizes, so that users can select an educational establishment when recording a worker's qualifications. Alternatively, users can enter school and college names manually for each qualification.

Note: School and college definitions are available to all business groups; therefore, define them once only.

Use the Schools and Colleges window.

See: Creating Schools and Colleges, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Career Paths

Career Paths show the progression opportunities that are available to workers in your enterprise. You can define career paths based on either jobs or positions.

Step 11: Define Career Paths Optional Step

Define the career-progression routes available to workers in your enterprise.

Important: In the US, for AAP-Workforce Analysis reporting use the career path functionality to build the lines of progression for the jobs included in your AAP plans.

Use the Career Path Names and Map Career Paths windows.

See: Defining Career Paths, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 12: Enter Work Choices for Jobs or Positions Optional Step

You can record requirements, such as work location and work schedule, for jobs and positions.

Use the Work Choices window.

See: Entering Work Choices for a Job or Position, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 13: Enter Worker Preferences Optional Step

For each worker, you can enter work preferences, such as the preferred work location or working schedule. You can compare this information with job or position requirements when career planning or looking for candidates.

Use the Work Preferences window.

See: Entering Work Preferences, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Workforce Intelligence

These implementation steps are required to enable you to view data in the HRMS Discoverer business areas and workbooks. They assume that you already have installed Discoverer. For information on Discoverer installation, see: Discoverer Administration Guide.

Discoverer Workbooks

Follow the steps below to implement Workforce Intelligence Discoverer workbook reports. If you do not complete these steps, reports will be available to you, but they will not display data correctly. You need to perform some of these steps periodically, so that the reports reflect changes in your enterprise data. See: Programs to Populate Workforce Intelligence Discoverer Reports, Oracle HRMS Configuring, Reporting, and System Administration Guide

Set Up and Configure Workforce Required Step s

Workforce is not necessarily a count of the number of employees within your enterprise. Instead, it is a count based on employee assignments and budget measurement type. Calculations depend either on your budget measurement values for assignments, or they use a FastFormula..

Step 1: Set budget measurement values Optional Step

Set budget measurement values for each employee assignment within Oracle Human Resources. Reports and performance measures then calculate workforce using the budget values.

If you do not set a budget measurement value for an assignment, and a Business Group default does not exist, the reports and performance measures either calculate workforce using Oracle FastFormula, or they will not include the workforce for an assignment.

Use the Assignment Budget Values window.

See: Entering Assignment Budget Values, Oracle HRMS Enterprise and Workforce Management Guide

Step 2: Setup the Workforce FastFormula Templates Optional Step

If you want to configure how workforce is counted do not set a budget measurement type and assignment measurement value for an assignment. The reports will then use Oracle FastFormula to calculate workforce.

HRMSi provides two predefined workforce formulas:

Use the Formula window.

See: Configuring Workforce Calculations using Oracle FastFormula, Oracle HRMS Configuring, Reporting, and System Administration Guide

Set Up a Currency Conversion Rate Type Required Step s

Step 3: Enter a Currency Conversion Rate Type Required Step

Workforce Intelligence uses the conversion rates set up in the GL Daily Rate window. You can enter a specific conversion rate type for Workforce Intelligence, such as Corporate or Spot.

Use the Oracle Human Resources Table Values window.

See: Entering a Conversion Rate Type, Oracle HRMS Configuring, Reporting, and System Administration Guide

Set Up and Configure Training Hours Optional Step s

Within Oracle Training Administration OTA you can record the duration of a training event using a time period of your choice.

For example, rather than recording an event in hours you might record it in weeks or months. To enable the workbooks to display the number of hours of a training event, a predefined Oracle FastFormula, TEMPLATE_BIS_TRAINING_CONVERT_DURATION, converts your time periods into hours.

OTA is installed with four predefined time periods. If you record the duration of events using these predefined time periods the formula automatically converts them into the following hours:

Note: You set up time periods in Oracle Training Administration using the Lookup type FREQUENCY.

Step 4: Amend the Default Training Hours Optional Step

Amend the FastFormula TEMPLATE_BIS_TRAINING_CONVERT_DURATION if you have set up different time periods using the Lookup type FREQUENCY.

Use the Formula window.

See: Amending the Default Training Hours, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 5: Add Additional Training Time Periods Optional Step

Amend the FastFormula TEMPLATE_BIS_TRAINING_CONVERT_DURATION if the number of hours per time period does not match those of your enterprise.

Use the Formula window.

See: Adding Additional Training Time Periods, Oracle HRMS Configuring, Reporting, and System Administration Guide

Set up Cross Business Group Reporting Optional Step s

If users are using a local security profile they will only be able to see information in a specific business group. The business group is defined in the security profile attached to the responsibility.

For Discoverer reports, you may want to enable users to see data that spans business groups.

Step 6: Provide users with a global security profile Optional Step

If you want to enable cross business reporting, provide users with a global security profile. A global security profile provides cross business group reporting because it does not specify a business group.

Use the Global Security Profile window.

See: Defining a Security Profile, Oracle HRMS Configuring, Reporting, and System Administration Guide

Identify the Reporting Organization Required Step s

HRMS Discoverer workbooks will not run unless the application can identify an organization to report on. If a workbook cannot identify the reporting organization, it will fail to generate certain report parameter lists and will produce the following error message when displaying the report parameter page:

“No values were found for the parameter Organization whilst attempting to build the list of values. To run this report your system must have the parameter Organization set up. Please contact your system administrator.”

The application identifies an organization through a business group. You must therefore ensure that you assign a business group correctly to report users. How you assign the business group depends on which security model you implement and whether you are using a local or global security profile. See the options below.

Step 7: Set the Profile Option HR: Security Optional Step

If you have implemented the standard HRMS security model, with a local security profile, you must set the profile option HR: Security to the business group you want to report on.

The reports identify the business group through the profile option HR: Business Group. The application automatically sets this profile option to the value in the HR: Security profile option.

Set up the business group in the profile option HR: Security. Use the System Profile Values window.

See: System Profile Values Window , Oracle E-Business Suite System Administrator's Guide - Security

Step 8: Set the Profile Option HR: Business Group Optional Step

If you have implemented the standard HRMS security model, with a global security profile, the HR: Business Group profile option is not set automatically.

Set the profile option HR: Business Group at responsibility level to the business group that you want to report on.

Use the System Profile Values window.

See: Defining Preferences with User Profile Options, Oracle E-Business Suite System Administrator's Guide - Security

Step 9: Associate a Business Group with a Security Profile Optional Step

If you have implemented the Security Groups Enabled security model, the HR: Business Group profile option is not used. You associate a business group with a security profile.

Use the Assign Security Profile window.

See: Assigning Security Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Restrict Discoverer Workbook Access Required Step s

Step 10: Grant Access to Discoverer Business Areas Required Step

Grant access privileges to the Discoverer business area to determine which workbooks users can create or view.

Use Oracle Discoverer Administration Edition.

See: Grant Business Area Access, Oracle HRMS Configuring, Reporting, and System Administration Guide

Check the Vacancy Status Options Required Step s

Step 11: Check the Vacancy Status Options Required Step

To ensure the reports that cover vacancies return accurate results, you need to ensure that users close vacancies by using the status of CLOSED. You may have to obsolete an old vacancy status option that results in the status of C.

Use the Application Utilities Lookups window.

See: Check the Vacancy Status Options, Oracle HRMS Configuring, Reporting, and System Administration Guide

Populate Summary Tables Required Step s

To ensure your HRMS Discoverer workbooks run correctly and efficiently, you need to run concurrent programs to populate summary tables with your hierarchy data and workforce measurement values.

For a full discussion of these concurrent programs, and when you need to run them, see: Programs for Populating Workforce Intelligence Discoverer Reports, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 12: Populate the Organization Hierarchy Summary Table Required Step

All reports that use organization hierarchy gather information from the Organization Hierarchy Summary table. Populate this summary table with your organization hierarchy data. The table ensures that you are getting the best possible performance from your reports.

To populate the summary table, run the concurrent program HRI Load All Organization Hierarchy Versions.

Use the Submit Requests window.

See: Populating the Organization Hierarchy Summary Table, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 13: Populate the Supervisor Hierarchy History Table Required Step

All reports that use supervisor hierarchy gather information from the Supervisor Hierarchy Summary table. Populate this summary table with your supervisor hierarchy data. The table ensures that you are getting the best possible performance from your reports.

To populate the summary table, run the concurrent program HRI Load All Supervisor Hierarchies.

Use the Submit Requests window.

See: Populating the Supervisor Hierarchy History Table, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 14: Populate the Workforce Measurement Value History Table Required Step

Many reports use Workforce Measurement Values (WMVs). WMVs currently include headcount and full-time equivalent (FTE) assignment budget values.

Run the concurrent program HRI Load Workforce Measurement Value History to populate the Workforce Measurement Value History table with the WMVs used by your reports.

Use the Submit Requests window.

See: Populating the Workforce Measurement Value History Table, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 15: Populate the Generic Hierarchy Summary Table Required Step

Some US specific Discoverer workbooks use a 'Vets, EEO, AAP, OSHA, Multi Work Sites' hierarchy. They require information about the current generic hierarchy.

Run the concurrent program HRI Load All Generic Hierarchy Versions to calculate and collect the required data.

Use the Submit Requests window.

See: Populating the Generic Hierarchy Summary Table, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 16: Collect Organization Hierarchy Structures Optional Step

The Organization Rollup – Current folder in the Discoverer End User Layer uses organization hierarchies held in the HRI_ORG_PARAMS and HRI_ORG_PARAM_LIST tables. If you build Discoverer reports using the Organization Rollup – Current folder, you must populate these tables with your organization hierarchies.

To populate the tables, run the concurrent program BIS Load Organization Hierarchy Summary Table.

See: Collecting Organization Hierarchy Structures, Oracle HRMS Configuring, Reporting, and System Administration Guide

HR Information Systems

Reports

Step 1: Use Standard Reports or Write New Reports Optional Step

A number of standard reports are supplied with Oracle HRMS. These reports have been written using Oracle Reports V.2 and registered as concurrent programs with the Standard Requests Submission (SRS) feature of Oracle Applications.

You can use these Standard Reports or write your own reports and register these as additional reports which users can request from the Submit a New Request window.

UK Payroll Implementation Only

In the UK, P45 and Pay Advice reports supplied with Oracle Payroll are designed for use with preprinted stationery. These reports use two special printer drivers to control the print format.

If your printer does not accept the same control characters as the DEC LN03 printer, you may need to modify the special SRW driver files.

When you install Oracle Payroll the two sample files are stored in the $PAY_TOP/srw directory. You should copy the files to $FND_TOP/$APPLREP and then register them using the Printer Drivers window.

Step 2: Register Reports as Concurrent Programs Optional Step

After you have written your new reports and saved them in the correct subdirectory, you must register the report as a concurrent program. You also register the parameters which can be submitted with the report. For example, you may have written a report to display personal details and you want to submit employee name to limit the output to include one person at a time.

Use the Concurrent Programs window.

See: Concurrent Programs Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 3: Define Report Sets Optional Step

You can define sets of Reports:

Use the Request Set window.

Standard Letter Generation

You can use standard letters in HRMS to help you to manage your enterprise's recruitment or enrollments, for example. You do this by issuing standard letters to applicants or students, triggered by changes in assignment or enrollment status.

Oracle HRMS provides you with three different methods to create standard letters:

Method 1 - Concurrent Processing using Word Processors

You can create standard letters using Multimate, WordPerfect or Microsoft Word.

Step 4: Plan Standard Letter Requirements Optional Step

You need to identify the database information to include in the letters.

See: Planning Standard Letter Requirements, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 5: Write a SQL*Plus Script Optional Step

Oracle HRMS supplies you with SQL*Plus scripts as templates for extracting database information for standard letters. You can copy the SQL*Plus script templates and modify them to create the standard letters you require.

See: Writing a SQL*Plus Script for MultiMate or WordPerfect, Oracle HRMS Configuring, Reporting, and System Administration Guide

See: Writing a SQL*Plus Script for Microsoft Word, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 6: Register the SQL*Plus Script Optional Step

Register your SQL*Plus program with Oracle HRMS. You register your program so that you can run it as a concurrent program. Name the file PERWP*** (or OTAWP***). You must use this prefix for the system to recognize it as a type of letter.

Use the Concurrent Programs window.

See: Registering the SQL*Plus Script, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 7: Link the SQL*Plus Script to the Letter Optional Step

Link your SQL*Plus script with a letter and one or more statuses. In Oracle Human Resources, you can link one or more applicant assignment statuses with each recruitment letter. A request for the letter is then created automatically when an applicant is given an associated assignment status. For example, you can link your standard recruitment rejection letter to the status Rejected so that the letter is triggered when you set an applicant's assignment status to Rejected

Use the Letter window.

See: Linking the SQL*Plus Script with aLetter, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 8: Writing a Skeleton Letter Optional Step

Write a skeleton letter using your word processor. Include the appropriate merge codes from the data source for the word processor you are using.

See: Writing a Skeleton Letter, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 9: Requesting Letters Optional Step

When you, or other users, set the status for an applicant or enrollment that triggers your standard letters, Oracle HRMS creates a letter request automatically, with the status of Pending. It also adds the applicant's or student's name to the request. You can view the pending request and names through the Request Letter window.

Use the Request Letter window.

See: Requesting Letters/Running the Report, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 10: Merging the Data Files Optional Step

You now need to merge the data in the Data File with your skeleton letters.

See: Merging the Data File with the Standard Letter, Oracle HRMS Configuring, Reporting, and System Administration Guide

Method 2 - Concurrent Processing using Oracle Reports

You can create a report for each letter using Oracle Reports, or another tool of your choice. The report contains the skeleton letter text and Select statements specifying the data to be extracted from the Oracle database.

Step 11: Plan Standard Letter Requirements Optional Step

You need to identify the database information to include in the letters.

See: Planning Standard Letter Requirements, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 12: Write and Register the Report Optional Step

You now need to write and register the report.

See: Writing and Registering the Report, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 13: Link the Report with a Letter Optional Step

You need to link your report with a letter and one or more statuses. In Oracle Human Resources, you can link one or more applicant assignment statuses with each recruitment letter. A request for the letter is then created automatically when an applicant is given an associated assignment status. In Oracle Training Administration, you can link one or more enrollment statuses with each enrollment letter. A request for the letter is then created automatically when an enrollment is given an associated status.

Use the Letter window.

See: Linking the Report With a Letter, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 14: Run the Report Optional Step

When you, or other users, set the status for an applicant or enrollment that triggers your standard letters, Oracle HRMS creates a letter request automatically, with the status of Pending. It also adds the applicant's or student's name to the request. You can view the pending request and names through the Request Letter window.

Then, when you change the letter request from Pending to Requested, Oracle HRMS runs the report that you created.

Use the Request Letter window.

See: Registering Letters/Running the Report, Oracle HRMS Configuring, Reporting, and System Administration Guide

Method 3 Create Mail Merge Letters Using Web ADI

Step 15: Create Mail Merge Letters Optional Step

Define Web ADI integrators and layouts and set up template letters.

See Creating Mail Merge Letters Using Web ADI, Oracle HRMS Configuring, Reporting, and System Administration Guide

People Management Templates

Step 16: Extend the Checklist Lookup Values Optional Step

You can add your own values to the supplied list of checklist items and statuses to be included in a template.

Define values for the CHECKLIST_ITEM and CHECKLIST_STATUS Lookup Types.

Define values for BUDGET_MEASUREMENT_TYPES

Use the Application Utilities Lookups window.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 17: Write Formulas for Templates Optional Step

You can use formulas to configure the people management templates in the following ways:

Use the Formulas window.

See: Writing Formulas for Templates, Oracle HRMS FastFormula User Guide

Step 18: Configure Templates Optional Step

You can use the People Management Configurator to create templates for your users to use. We recommend that you use one of the supplied templates as a basis for your configured version.

Use the People Management Configurator.

See: Using the People Management Configurator, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 19: Set up Notification Messages Optional Step

You can setup additional notification messages to be used with the people management templates.

Use Oracle Workflow

See: Notification Messages Issued from Templates Forms, Oracle HRMS Configuring, Reporting, and System Administration Guide

Oracle HRMS Configuration

Step 20: Define Elements and Distribution Sets Optional Step

Select element classifications or individual elements to define a set. There are three types of set:

Use the Element and Distribution Set window.

See: Defining an Element or Distribution Set, Oracle HRMS Compensation and Benefits Management Guide.

Step 21: Define Configured Version of a Window Optional Step

Form Customization lets you restrict the types of information a user can access in a specific window.

You can define your own window titles for any window configuration option. Remember that the user guides and the online help use the default window names to identify windows.

You can call the configured window in two ways:

Use the Form Customization window.

See: Configuring a Window With Customform, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 22: Add Configured Window to a Menu or a Task flow Optional Step

You must add your configured windows to a menu or task flow.

See: Adding Configured Windows to a Menu or a Task Flow, Oracle HRMS Configuring, Reporting, and System Administration Guide.

Step 23: Restrict Access to Query-Only Mode Optional Step

You can restrict access to query-only mode for an individual form.

See: Restricting Access to Query-Only Mode, Oracle HRMS Configuring, Reporting, and System Administration Guide.

Step 24: Change the Default National Address Style Optional Step

The different national address styles are held and configured in the Personal Address Information descriptive flexfield using the Descriptive Flexfield Segments window. You can change the national address style for any country.

See: Changing Default National Address Styles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 25: Review and Update Person-Name Formats Optional Step

HRMS supplies a format definition for a person's full name and other name definitions for use in custom code. You can change the supplied person-name format definitions and create additional format definitions to suit enterprise requirements.

See: Person-Name Formats, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Step 26: Use Parameters for HRMS Form Functions to Hide Sensitive Data Optional Step

You can prevent sensitive data from appearing on the Enter a person window by using parameters for HRMS window functions.

See: Using Parameters for HRMS Form Functions, Oracle HRMS Configuring, Reporting, and System Administration Guide

Task Flows

A task flow defines the selection of windows you want to use when performing a specific task. These can be arranged in sequence or as branched groups of Nodes, and you can include configured windows as nodes in your task flow.

Warning: Do not use apostrophes (') or percent (%) symbols in task flow names or task flow node names.

You can create task flows using:

Create Task Flows Using Forms

Step 27: Define Task Flow Nodes Optional Step

All of the task flow windows provided with Oracle HRMS have nodes predefined for them. You can define new task flow nodes to provide different versions of these windows. For example, if you wanted to use CustomForm on a specific node in a task flow.

Use the Define Task Flow Nodes window.

See: Defining Task Flow Nodes, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 28: Define Task Flows Optional Step

Arrange the nodes of your task flows in sequential or branched groups

Use the Task Flow window.

See: Defining Task Flows, Oracle HRMS Configuring, Reporting, and System Administration Guide

Create Task Flows Using Workflow

Step 29: Create a Top Level Process Optional Step

You must define a top level process for each task flow. The top level process can contain sub processes, but not any other top level processes.

You use the Process Diagrammers within Oracle Workflow to create your task flows. You do this by adding and connecting the windows you want to appear.

You must create a top level process, sub processes are optional.

See: Creating a Top Level Process, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 30: Create Sub Processes Optional Step

You can group a logical set of task flow windows into a sub process, which can then be used by several top level processes. This simplifies process modelling. Each sub process can contain other sub processes. There are two rules to note regarding sub processes:

See: Creating Sub Processes, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 31: Create Button Labels Optional Step

You can enter the label you want to appear on the task flowed windows, such as Photo (for the Picture window), and such. Each task flow window activity has an attribute called Button Label. Use this attribute to override the default button label for a window and to define an access key (or keyboard shortcut).

See: Creating Button Labels, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 32: Position Button Display Optional Step

You can position the display order of buttons on the window. For example, you might want the first button to display the Picture window.

See: Positioning Button Display, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 33: Identify Windows or Blocks to Display Optional Step

If you are creating task flows using the combined People and Assignment window, complete this step, otherwise skip this step.

For most task flow windows, you must display the first block of the window on entry. However, when you use the Combined People and Assignment window in a task flow, you must specify whether to display the People window (or block) or the Assignment window on entry.

See: Identifying Windows or Blocks to Display, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 34: Identify Configured Forms to Include in the Task Flow Optional Step

If you have created a configured version of a window, you can use it in the task flow. If not, you can skip this step.

See: Identifying Configured Forms to Include in the Task Flow, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 35: Verify and Save the Workflow Optional Step

When you have completed the task flow definition within Oracle Workflow, use the Workflow Verify function to check that your workflow conforms to Oracle Workflow modeling rules. When you have successfully verified the Workflow, save it to the HRMS database.

See: Verifying and Saving the Workflow, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 36: Generate a Task Flow From Oracle Workflow Optional Step

After modelling a task flow in Oracle Workflow and saving it to the database, you must generate task flow definitions.

Use the Define Task Flow window.

See: Generating a Task Flow From Oracle Workflow, Oracle HRMS Configuring, Reporting, and System Administration Guide

Menus

Step 37: Define Menu Functions Optional Step

Menus are composed of submenus and functions and all Oracle Applications are supplied with default functions and menus to give you access to all of the available windows.

Warning: You should not modify the default functions and menus supplied with the system. On upgrade, these defaults will be overwritten.

If you want to add window configuration options or task flows you should define your own menus.

Use the Form Functions window.

See: Defining Menu Functions, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 38: Define Menus Optional Step

The supplied menus give you access to all of the available submenus. However, a number of seeded functions are not enabled on these menus. You need to add them for the responsibilities that should have access to these functions:

Use the Menus window.

See: Defining Menus, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 39: Disable the Multiple Windows Feature Optional Step

In most Oracle Applications, you can open multiple windows from the Navigator window without closing the window you already have open. HRMS, however, does not support Multiform functionality.

Important: You must disable this feature on menu structures that access Oracle HRMS windows.

See: Disabling Multiple Windows, Oracle HRMS Configuring, Reporting, and System Administration Guide

User Security

Any system that holds human resource and payroll information must be secured against unauthorized access. To reach employee information you need the correct security clearance.

The responsibility for defining and maintaining the internal security of your system is usually given to your system administrator.

Defining Security for HRMS Users

Defining the access limits of each user is a multi-stage process which defines which records a user can see and which forms and windows they can see and use.

There are two security models to enable you to set up the right type of security for your enterprise:

See: Defining Security for HRMS Users

Defining Security for Reporting Users

You can also create reporting users who have read only access to data. This can be useful if you want to permit access to the data from another system.

See: Defining Security for Reporting Users

Defining Security for HRMS Users (Optional)

Step 40: Set up the Enable Security Groups option for your Security Model

Important: Once you have changed to Security Groups Enabled Security you cannot revert to the Standard Security model.

Use the System Profiles Value window

See: System Profile Values Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 41: (Security Groups Enabled Model only) Run the Enable Multiple Security Group Process

If you are using the Security Groups Enabled model, you must run the Enable Multiple Security Group process to set up Oracle HRMS to use security groups.

Use the Submit a New Request window

See: Submitting a Request, Oracle E-Business Suite User's Guide

Step 42: Define a Security Profile

Use the Security Profile window (to give access to a single business group) or the Global Security Profile window (to allow users to access records from more than one business group).

See: Defining a Security Profile, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 43: Ensure Required Functions or Menus are Set Up

This is required for the responsibility. For menu functions calling configured forms or task flows, you must enter a parameter in the Parameter field of the Form Functions window.

See: Defining Menu Functions, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 44: Ensure Required Request Group is Set Up

You can define the groups of standard reports and processes that a user can run from the Submit a New Request window. Every responsibility can have access to one request group.

Use the Request Group window.

See: Defining Menu Functions, Oracle HRMS Configuring, Reporting, and System Administration Guide

See: Request Groups Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 45: Define a Responsibility

You need to define a responsibility.

Use the Responsibilities window.

See: Responsibilities Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 46: Set the User Profile Option Values for Responsibility

Set the HR User Profile Options for the new responsibility.

You must set up the following:

Use the System Profile Values window.

See: System Profile Values Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 47: Associate a Responsibility With a Set of Help Files

Oracle Applications Help for HRMS defaults to Global help, but you can associate a responsibility with a set of help files for a localization, such as Canada, US or UK, or for a verticalization such as Oracle Federal HRMS. You do this by setting the user profile Help_Localization_Code.

See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

In addition to associating a responsibility with a localization or a verticalization you can also specify that a particular responsibility should have access to a configured subset of the localized or verticalized help files.

See: Customizing Oracle Applications Help, Oracle E-Business Suite System Administrator's Guide - Security

Step 48: Create Usernames and Passwords

Important: If you do enter a responsibility and security group in this window when using Security Groups Enabled security, you still need to use the Assign Security Profile window, to link your user to a responsibility and security profile. If you do not use the Assign Security Profile window, the default view-all security profile is used and your user will be able to see all records in the business group.

Use the Users window.

See: Users Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 49: (Security Groups Enabled Model only) Assign Security Profiles

If you are using the Security Groups Enabled model, associate a security profile with a user, responsibility and business group.

Important: You cannot use the HRMS Assign Security Profile window to link responsibilities to users if you are setting up Standard Security.

Use the Assign Security Profile window.

See: Assigning Security Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 50: Run Security List Maintenance Process (PERSLM)

Oracle HRMS uses the Security List Maintenance process to generate the lists of organizations, positions, payrolls, employees, contingent workers, and applicants that each security profile can access.

Important: When you initiate the Security List Maintenance process you must enter the resubmission interval to run the process every night

You must do this so that the system will automatically update the lists with the data changes you make every day.

If a power or computer failure should disrupt this process, you can initiate it manually from the Submit a New Request window.

When this process has completed successfully you can sign on to the system using the new username and responsibility.

Use the Submit a New Request window

See: Submitting a Request, Oracle E-Business Suite User's Guide

Defining Security for Reporting Users (Optional)

Step 51: Create a New Reporting User Oracle ID

If you want reporting users to have the same restricted access to records as your online users, ask your ORACLE Database Administrator to create a new ORACLE User ID.

Reporting Users have read only access to data. This can be useful if you want to permit access to the data from another system.

Note: You need to inform Reporting Users of their Reporting Username and Password.

Step 52: Register the New Oracle ID

Register the new ORACLE ID with Application Object Library.

Use the Register window.

Step 53: Define a Security Profile

Using a view-all responsibility, you can define security profiles in the Security Profile window.

Use the Security Profile window.

See: Defining a Security Profile, Oracle HRMS Configuring, Reporting, and System Administration Guide

Step 54: Run Generate Secure User Process (SECGEN)

The Generate Secure User process will grant permissions to the new Reporting User ORACLE ID. Until you run this process, reporting users cannot access Oracle HRMS data using this security profile.

  1. Select Generate Secure User.

  2. In the Parameters window, enter the security profile you created for the ORACLE ID.

  3. Submit your request.

    A concurrent request ID appears in the ID field. You can check the progress of your request on the View Concurrent Requests window.

Use the Submit a New Request window

See: Submitting a Request, Oracle E-Business Suite User's Guide

Web Applications Desktop Integrator (Web ADI)

Step 55: Set Up Web ADI Optional Step

You can set up Web Applications Desktop Integrator (Web ADI) to export information from your Oracle HRMS database to desktop applications, for example, spreadsheets.

See Implementing Web ADI for Use with Oracle HRMS, Oracle HRMS Configuring, Reporting, and System Administration Guide

See: Upgrade Information for Converting from ADE to Web ADI, Oracle HRMS Configuring, Reporting, and System Administration Guide

Audit Requirements

Step 56: Turn on Auditing Optional Step

To turn on Auditing, set the AuditTrail:Activate profile option to Yes at Site or Application level.

Use the System Profile Values window.

See: System Profile Values Window, Oracle E-Business Suite System Administrator's Guide - Security

Turning Audit on has no noticeable effect on the performance of the system and users will not be aware of any extra delay in committing their transactions.

Step 57: Estimate File Sizing and Management Needs Optional Step

Whenever you choose to audit the actions of users of the system you are deciding to keep the details of all the transactions which take place. This will include before and after details as well as the details of who made the change and when.

Warning: In normal use the auditing of data can soon generate large volumes of audit data, which even when stored in a compressed format will continue to grow in size until you reach the limits imposed by your environment. If you reach the limits during active use then users will be unable to use the system until you remedy the problem.

You are strongly advised to consider the scope of your audit activities and how you will use the data you accumulate. Also you should consider how often you will report on the audit data, and when you will archive and purge your audit data.

If you need more advice on this you should contact your Oracle Support representative.

Step 58: Define Audit Installations Optional Step

If you have installed more than one Oracle Application you can audit across multiple installations. For Oracle HRMS you should enable auditing for the HR user and the APPLSYS user.

Use the Audit Installations window.

See: Audit Installations Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 59: Define Audit Tables and Columns Optional Step

With Oracle Applications you can define the level of detail you want to audit. You define the individual fields of each record that you want to audit.

Use the Audit Tables window.

See:Audit Tables Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 60: Define Audit Groups Optional Step

You can define one or more Audit Groups for your installation. You might find this useful if you have more than one Oracle Application installed.

Use the Audit Groups window.

See: Audit Groups Window, Oracle E-Business Suite System Administrator's Guide - Security

Step 61: Run AuditTrail Update Tables Process and AuditTrail Update Datetracked Tables Process Optional Step

To start the AuditTrail activity you must submit the AuditTrail Update Tables Process for all tables, and the AuditTrail Update Datetracked Tables Process for all datetracked tables.

Use the Submit a New Request window.

See: Submitting a Request, Oracle E-Business Suite User's Guide

Implementation

Further Implementation Steps

Step 1: Technical Essays Optional Step

This section includes technical essays for Oracle HRMS.

DateTrack

Batch Element Entry

Payroll Processes

FastFormula

Flexfields

Security

APIs

DataPump

SQL Trace

Backfeed

Grade/Step Progression

XML Output for Payment Processes

HRMS Glossary

Index