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Oracle® Fusion Applications Workforce Deployment, Global Payroll Interface Guide
11g Release 6 (11.1.6)
Part Number E35674-02
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3 Manage HCM Extract Definitions

This chapter contains the following:

Extract Components: How They Work Together

Creating Extract Definitions for Payroll Interface: Critical Choices

Creating a Payroll Interface Report from a Copy: Worked Example

Payroll Interface Output File Templates: Highlights

FAQs for Manage HCM Extract Definitions

Extract Components: How They Work Together

The HCM Extracts feature is a flexible tool for generating data files and reports. You use the extract components to define what information you want the application to extract and report on, and how the information is displayed, formatted and delivered. An extract definition consists of: one or more extract blocks, depending on how many logical entities you want to extract; one or more extract records depending on how many groups of information you want to collect; and one or more data elements depending on how many individual fields of data you want to extract.

Extract Definitions

An extract definition refers to the complete setup of an extract, that consists of extract blocks, criteria, records, data elements, advance conditions and output delivery options. You use HCM extracts to extract, archive, transform, report, and deliver high volumes of HCM data from the Fusion HCM database. You can view the extracted data in the UI before generating the final output. You can generate the output in the following formats:

You can distribute the extracted information by email, fax and other delivery modes. Some common examples of extracts are: PDF payslips delivered to employees' mailboxes, payroll or benefits data transferred to third-party service providers, HR and talent data exchange between Fusion and legacy applications, for example in a coexistence scenario.

Blocks

Extract blocks represent a business area or logical entity, for example person, assignment, or benefits. The application uses this information to retrieve the report data items. You define one block as the primary or root block and this block is the starting point of the data extraction.

Extract block links capture the association details between the current block and the parent block. The block links form the hierarchical relationship among the blocks.

Extract block criteria enables you to define a set of filtering conditions the application must perform on an extract block. You specify the criteria conditions using an expression or fast formula.

Extract Records

Extract records represent a grouping of related data or a physical collection of all fields required in the extract. For example, the Employee block can have records such as Basic Details, Pay Details, Location Details, and Primary Contact An extract record is a collection of data elements which you can organize in a required sequence. For example, if a block has 3 records, then you can specify the sequence in which the application processes the records. You can also select the next block to identify which block the application processes next.

Data Elements

Data elements are the individual fields inside the extract record. A data element is the lowest attribute level of a HCM extract and represents a piece of information, for example, person first name, person last name or person date of birth.

This figure demonstrates the hierarchy of information within a block definition. In this example, the block is a container for the logical group of data called Department. Within the Department block there are two records of department data called Department Information and Department Other Information (extract records). Within the subgroup of Department Information there are two elements of information called Department ID and Department Name. Within the subgroup of Department Other Information there are two elements of information called Department Location and Department Start Date. An extract definition is a hierarchy of information with data elements such as Department ID at the bottom.

Extract definition hierarchy of information
diagram.

Creating Extract Definitions for Payroll Interface: Critical Choices

Designing an extract definition to meet the requirements of your third-party payroll provider includes the following decisions:

Note

Once an extract definition is submitted and an outbound interface report process is generated, any changes you make to the extract definition will affect your extract process when you submit your changes.

Methods of Creating Extract Definitions

When you create an extract definition, you define blocks, extract records, and data elements. You define what you want to extract, how it is extracted, and how you want to deliver the extracted data. When you submit an extract definition, the application creates a process that you run to perform the actual extraction of data.

There are two ways you can create an extract definition and its related extract process: creating a new one or copying one that exists. In both cases, you can use the Manage HCM Extract Definitions task from the Data Exchange work area.

To create an extract definition to use for a new extract process, choose the Payroll Interface extract definition type. This predefined definition type includes basic parameters that support the extract process, such as the Changes Only parameter that enables extracting only changed data since the previous run. You will need to build blocks, extract records, and data elements for the data that you want to extract.

When you copy an existing extract definition, you save it under a new name and then modify it as needed before you submit your changes. Once you submit your changes, the application creates a new extract process using your newly modified definition.

The predefined extract definition, US ADP Third-Party Payroll Extract, is available for this purpose. It extracts employee and assignment records and produces the results into an output file using the US ADP Connection Payroll report template from Oracle BI Publisher. Although this predefined extract definition extracts payroll data for Automatic Data Processing (ADP), a third-party payroll provider in the US, you can copy and modify it to meet the requirements of your payroll provider, as needed.

Note

When creating an extract definition from a copy, you must still generate and compile the formulas, just as you would when creating a new extract definition, before you submit your changes.

Refining the Extract Process

Once you submit a new extract definition, the application automatically generates an extract process that you can edit using the Refine HCM Extract task from the Data Exchange work area. You can choose which parameters should display and which values are required. For example, you can choose to hide a specific parameter, or set a specific parameter so its value is required to run the extract process. You can also add parameters, as needed, that you want to be made available when running the extract process.

Creating a Payroll Interface Report from a Copy: Worked Example

This example demonstrates how to create an outbound interface report by copying an existing extract definition. The generated process extracts payroll-related employee and assignment information that is formatted for submission to a US third-party payroll provider.

The following table summarizes the key decisions for the scenario of building an extract definition.


Decisions to Consider

In This Example

What should the name be for the extract and what will be the name of the process it creates?

US Payroll EFT Report

What special parameters does the extract use?

Parameters that support the option of extracting only changed records.

What special employee information will be extracted?

All payroll-related information suitable to send to a third-party payroll provider for payments to employees.

The steps in this scenario are:

  1. Copy the existing extract definition for US third-party payroll providers.

  2. Submit the copied extract definition to create the extract process.

  3. Edit the parameters of the generated extract process so it is ready for use.

You can perform all of these steps from the Data Exchange work area.

Assumptions and Prerequisites

This worked example assumes that the following prerequisites have already been met:

  1. The legislative data, security, and payroll objects have been set up according to your business requirements.
  2. Employees whose information will be extracted have element entries for any elements necessary to meet your business requirements.
  3. The banks, branches, and account information to use for EFT payments to employees has already been set up for each employee who will be paid by that payment method.

Copying the Extract Definition

  1. Select the Manage HCM Extract Definitions task in the Data Exchange work area.
  2. In the Name field in the Search section, enter ADP.

    The US ADP Third-Party Payroll Extract displays in the search results.

  3. Select the row containing US ADP Third-Party Payroll Extract, and then click Copy.
  4. Enter a name for the new extract definition, for example US Payroll EFT Report.

    Note

    The name you assign here is used for the generated extract process and appears in the list when selecting the extract process to submit.

  5. In the Search Results section, select the row containing your new extract definition, then click Edit.
  6. Enter basic information about your extract definition as shown in the following table, and then click Save.

    Field

    Value

    Tag Name

    Name used in the XML data file. Generated automatically, but can be modified.

    Description

    Optional text that displays in the search results about the generated report process for this extract.

Compiling Formulas

  1. In the Extract Definition hierarchy, click Extract Execution Tree.

    Note

    You might need to collapse the Extract Block node to find Extract Execution Tree in the hierarchy.

  2. On the Extract Execution Tree page, click Compile Formula.

    Note

    Compiling formulas can take several minutes. You must wait for all formulas to compile before moving to the next step.

  3. After the cursor is still, indicating that compiling is finished, from the View menu, select Collapse All.
  4. From the View menu, click Expand All, and then verify that the formulas have compiled without error.
  5. Click Submit.

Refining the Extract Process

After an extract definition is submitted, you can further refine how the extract process that is automatically created can be used, which parameters should display, and which values are required. In this example, we want to set certain parameters so that their values can be selected from choice lists when running the extract process.

  1. From the Data Exchange work area, select Refine HCM Extracts.
  2. In the Search section, select the legislative data group.
  3. In the Flow Pattern field, enter US Payroll EFT Report, and then click Search.
  4. In the Search Results section, in the row containing US Payroll EFT Report, click Edit.
  5. On the Parameters tab, click Edit to modify each of the following parameters as shown in this table.

    Flow Parameter

    Display Format

    Lookup

    Changes Only

    SmartLOV

    HrxUsYesNoPVO

    Payroll

    SmartLOV

    PayrollPVO

    Payroll Period

    SmartLOV

    TimePeriodPVO


    Note

    Each lookup name must be fully qualified. For example, oracle.apps.hcm.batchProcesses.core.publicView.PayrollPVO.

  6. Verify that the remaining parameters are set to your preference. You can choose which parameters are visible to the user and whether a parameter value is required to run the process.
  7. Click Submit.

Payroll Interface Output File Templates: Highlights

The US ADP Third-Party Payroll extract definition is configured to use a predefined eText template named USADPConnectionPayrollTemplate. Oracle BI Publisher uses this template to produce the output file that is sent to third-party payroll providers for payment processing. If you have additional information to send to the third-party payroll provider that is not supported by the predefined eText template, you must modify it or create a new one, as needed.

Understanding eText Templates

An eText template is an RTF-based template that is used to generate text output for electronic funds transfer (EFT) and Electronic Data Interchange (EDI) information. At runtime, BI Publisher applies this template to an input XML data file to create an output text file that can be transmitted to a bank or other customer. Because the output is intended for electronic communication, the eText templates must follow very specific format instructions for exact placement of data.

FAQs for Manage HCM Extract Definitions

How can I restrict the records to be extracted?

You can use extract block criteria to define a set of filtering conditions the application performs on an extract block. For example, you can use database items in the fast formula to represent the town_or_city and primary_flag columns in the per_addresses table to restrict the data to people living in London only. The extract definition would then exclude people with a primary address of anywhere other than London. You can specify the criteria conditions using an expression or fast formula.