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This guide also applies to on-premise implementations

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2 Manage Workforce Lifecycle

This chapter contains the following:

Manage Workforce Lifecycle: Overview

Add Person

Areas of Responsibility

Roles Provisioning and Deprovisioning

Manage Employment Information

Manage Personal Information

Manage Work Schedule Assignment Administration

Promote and Transfer Workers

Terminate Worker

Manage Direct Reports

Manage Mass Updates

Manage Workforce Lifecycle: Overview

The Manage Workforce Lifecycle business process covers all stages of a worker's association with the enterprise, from creation of the person record through termination of work relationships.

The business activities of this process, which are performed by human resource (HR) specialists and line managers, are:

  • Add Person

    HR specialists and line managers create new person records for employees, contingent workers, nonworkers, and pending workers. The Add Person tasks include creating the new person's first work relationship with the enterprise.

  • Manage Employment Information

    HR specialists create and manage work relationships, employment terms, and assignments for the workers to whom they have security access.

  • Change Employment

    Line managers edit work location, working hours, and manager details for their direct and indirect reports.

  • Promote Worker

    HR specialists promote workers to whom they have security access. Line managers promote their direct and indirect reports.

  • Transfer Worker

    HR specialists permanently transfer or create temporary assignments for workers to whom they have security access. Line managers permanently transfer their direct and indirect reports. Permanent transfers and temporary assignments can be within the worker's current legal employer or to a different legal employer.

  • Terminate Worker

    HR specialists terminate the work relationships of workers to whom they have security access. Line managers terminate the work relationships of their direct and indirect reports.

  • Manage Personal Information

    HR specialists manage information, such as addresses, national IDs, emergency contacts, disability details, and document records for the workers to whom they have security access.

HR specialists access Add Person tasks from the New Person work area. They access all other Manage Workforce Lifecycle tasks from the Person Management work area.

Line manager tasks are accessible from gallery search results, worker portraits, and the Manager Resources Dashboard.

Add Person

Creating Person Records: Examples

You create a person record by hiring an employee, adding a contingent worker, adding a nonworker, adding a pending worker, or adding a contact to the record of another person.

Person records are global, independent of legal employers, and created once only for any person. If the person leaves the enterprise, you terminate the person's work relationships. If the person later rejoins the enterprise, you create a new work relationship. The person record continues to exist, even when the person has no current work relationships in the enterprise and no current contact relationships with other workers.

The following scenarios illustrate when you create a person record and when you create a work relationship. In all cases, if you try to create a person record when one already exists, and the application finds the existing record, you continue by creating a work relationship for the existing person.

Adding a Person

Alex Morozov is starting a contingent worker placement with a legal employer in the enterprise. Alex has never:

  • Been an employee, contingent worker, or nonworker in any legal employer in the enterprise

  • Been an emergency contact, dependent, or beneficiary of another employee, contingent worker, or nonworker anywhere in the enterprise

Therefore, Alex does not have a person record. To create both his person record and his first work relationship, you add him as a contingent worker.

Rehiring an Employee

Sonia Jalla starts her employment with the enterprise in France next month. Sonia was employed by the enterprise in the United States for several years, but resigned 3 years ago. Because Sonia was employed by the enterprise before, she already has a person record. When you attempt to hire Sonia, the application finds her existing person record. When you confirm that the existing person record is Sonia's, you continue the rehire process by creating an employee work relationship with Sonia's new legal employer in France.

Hiring a Nonworker

Arturo Ruiz has a nonworker work relationship with a legal employer: he has been a volunteer mentor for young workers for several months. Arturo recently applied for employment with the same legal employer and was successful. Arturo will continue as a volunteer for this legal employer even after he has been hired.

When you attempt to hire Arturo, the application finds his person record. When you confirm that the person record is Arturo's, you continue the hiring process by creating an employee work relationship with the legal employer. Arturo will then have both nonworker and employee work relationships with the same legal employer.

Hiring a Contact

Mary Wood starts her employment with the enterprise tomorrow. Mary has never been an employee, contingent worker, or nonworker in any legal employer in the enterprise.

Mary is married to Joe Wood, who is a contingent worker elsewhere in the enterprise. Joe has identified Mary as an emergency contact; therefore, Mary already has a person record. When you attempt to hire Mary, if there is enough information in her contact record to identify her, the application finds her existing person record. In this case, you continue the hiring process by creating an employee work relationship with her new legal employer. Otherwise, the hiring process creates both a person record and a work relationship for Mary.

Managing Person Work E-Mail: Explained

A person can have only one work e-mail. This e-mail is owned and maintained by Oracle Identity Manager (OIM). When you create a person record, the work e-mail that you enter is sent to OIM. OIM returns the e-mail to Oracle Fusion HCM. If you leave the work e-mail blank, then OIM creates the e-mail and returns it to Oracle Fusion HCM. Once the e-mail exists, it must be maintained in OIM.

Once a person's work e-mail is stored in OIM, you cannot edit or delete the e-mail on the person information pages. You must edit the work e-mail in OIM or contact your administrator. The work e-mail updated in OIM is displayed on the person information pages.

Note

If a secondary work e-mail type is configured for your enterprise, you can create another work e-mail for a person. The secondary work e-mail is not maintained by OIM.

Converting a Pending Worker: Explained

You can convert a pending worker to an employee or a contingent worker through an interactive process.

The Convert option populates the hire record for the pending worker with details from the pending worker record. You can review and edit the details and add additional details during conversion. However, you cannot change the proposed worker type (employee or contingent worker).

The default start date of the work relationship for the pending worker is the date on which the transaction is submitted for approval. However, you can change the start date to the date on or after the pending worker record was created.

If you save the hire record of the pending worker for later or cancel the conversion process before completion, the pending worker record remains as is. You must complete the transaction to convert the pending worker to the proposed worker type.

The Quick Convert option (available only to human resource (HR) specialists as a menu option under Convert) converts the pending worker to the proposed worker type directly without populating the pending worker details.

All the hire records created through the pending worker conversion process require an approval by default. If the transaction is rejected, the pending worker record remains as is.

Note

If the pending worker record includes a payroll assignment or payroll compensation details, that information is moved to the hire record during conversion. However, other types of payroll-related information, such as personal payment method or costing are not supported for pending workers and will not be reflected in the hire record.

Work Relationships: Explained

A work relationship is a relationship between a person and a legal employer. It provides the context in which a person's assignments exist and enterprise and legal employer service is calculated. All work relationships must contain at least one assignment.

Aspects of work relationships explained here include:

  • Work relationship types

  • Work relationships for nonworkers

  • Primary and nonprimary work relationships

  • Terminating the primary work relationship

  • Creating multiple work relationships for a person

  • Worker types

  • Worker numbers

Work Relationship Types

Work relationships are of three types: employee, contingent worker, and nonworker. The worker type that you select when creating the work relationship determines the relationship type.

Work Relationships for Nonworkers

To be classified as a nonworker, a person must have a nonworker work relationship with a legal employer. Having a work relationship does not mean that a person is working for a legal employer. It means only that there is an association between the person and the legal employer that is defined by the work relationship and assignment.

Primary and Nonprimary Work Relationships

A worker or nonworker must have one, and only one, primary work relationship. All other work relationships are nonprimary. A person's first work relationship is the primary relationship, by default.

A person's overall primary assignment belongs to the person's primary work relationship. Regardless of how many work relationships and assignments a person has, you may need information about a person from a single assignment. For example, some government reports are based on one assignment only. In these cases, the person's primary assignment is used. In general, a person's primary work relationship and assignment are those that are of most significance, in terms of status, pay, benefits, and working hours, to the person.

Terminating the Primary Work Relationship

You terminate work relationships, not workers or nonworkers.

When a person has multiple current work relationships, you cannot terminate the primary work relationship without first selecting a different primary relationship. This restriction exists because a current worker or nonworker cannot be without a primary work relationship for any period of time.

Creating Multiple Work Relationships for a Person: Examples

When you create a person record, you also create that person's first work relationship. Once a person record exists, you can create additional work relationships with the same or different legal employers. The following scenarios describe some valid combinations of work relationships.

Multiple Work Relationships of Different Types with a Single Legal Employer

These work relationships can exist at the same time with the same legal employer because they are of different types:


Work Relationship Type

Legal Employer

Start Date

End Date

Employee

Corporation A

17 November, 2010

None

Contingent Worker

Corporation A

4 August, 2010

12 January, 2012

Nonworker

Corporation A

4 August, 2010

None

Multiple Work Relationships of the Same Type with Multiple Legal Employers

These work relationships can exist at the same time, even though they are all of the same type, because each is with a different legal employer:


Work Relationship Type

Legal Employer

Start Date

End Date

Employee

Corporation A

1 January, 2011

None

Employee

Corporation B

3 April, 2011

None

Employee

Corporation C

17 June, 2012

None

Multiple Work Relationships of the Same Type with a Single Legal Employer

These work relationships can exist with the same legal employer, even though they are of the same type, because they are sequential; any attempt to create the second work relationship before the first is terminated will fail.


Work Relationship Type

Legal Employer

Start Date

End Date

Employee

Corporation C

11 October, 2010

17 March, 2011

Employee

Corporation C

19 July, 2011

None

Multiple Work Relationships of Different Types with Multiple Legal Employers

These work relationships can exist at the same time because relationships with a single legal employer are of different types:


Work Relationship Type

Legal Employer

Start Date

End Date

Employee

Corporation A

12 December, 2010

None

Nonworker

Corporation A

12 December, 2010

31 December, 2011

Contingent Worker

Corporation B

14 September, 2010

None

Employee

Corporation C

10 May, 2011

None

Nonworker

Corporation C

15 February, 2011

None

Worker Types: Explained

You select a worker type when you create a new person record or work relationship. Because a person can have multiple work relationships of multiple types simultaneously, a person can have multiple worker types at once.

Which worker types apply at any time depends on the legal employer context. For example, consider this summary of a single person's work relationships with the enterprise:


Work Relationship Type

Legal Employer

Start Date

End Date

Contingent worker

Corporation A

13 March, 2010

None

Employee

Corporation B

11 June, 2010

20 February, 2011

Nonworker

Corporation C

10 July, 2010

None

Employee

Corporation D

21 February, 2011

None

Contingent worker

Corporation D

21 February, 2010

31 December, 2010

On 1st March, 2011 this person is:

  • A contingent worker in Corporation A

  • An ex-employee in Corporation B

  • A nonworker in Corporation C

  • An employee and an ex-contingent worker in Corporation D

Identifying a Single Worker Type

When a single worker type is needed for a person, the worker type from the person's primary work relationship applies.

Person Names: Explained

This topic describes name styles, name formats, and person-name languages.

Name Styles

The structure of a person's name can vary among countries. For this reason, a predefined name style exists for many countries for capturing relevant components of a person's name. The name style determines:

  • Which name components appear when you create a person record.

    For example, one country may display first name, last name, and title while another displays first name, middle name, and last name.

  • The order in which the name components appear.

  • Which name components are required and which are optional.

    For example, in one country you may be required to enter a title and in another the title may be optional.

When a country-specific name style does not exist, a universal name style (last name, first name, and title) is used.

When you create a person record you select a legal employer, which sets the legislative context for the record. For example, if the legal employer is a Canadian legal entity, the legislative context is Canada and the Canadian name style is used. A person's contacts have the same name style as the person for whom they are contacts.

Name Formats

When a person's name is displayed to users, the format of the name can vary according to the context in which it appears. For example, in an ordered list of names last name may appear before first name, but in other contexts first name appears before last name. A name format is a template for arranging the components of a name, such as first name, last name, and title, in a specified order for a particular purpose. Four name formats are available: display name, list name, full name, and order name.

Name formats can vary among countries; therefore, both global and local versions of names formats can exist.

Global and Local Name Formats

The profile option HR: Local or Global Name Format controls whether users see local names or global names by default.

Global names use one name format; therefore, they enable users in multinational enterprises to see person names presented consistently, regardless of their countries of origin.

Users who view or manage person records in a single country may prefer to see local names. For example, users who view or manage person records only in Japan may prefer to see Japanese rather than global formats of person names.

Person-Name Languages

Each enterprise identifies a global-name language. Person names appear in this language by default. When you create a person record, you can enter a local name in a different language from the global-name language. Names appear in this language for users whose HR: Local or Global Name Format profile option value matches the local-name language. For example, if the global-name language for the enterprise is American English and you set the local-name language in a person record to Japanese, users whose HR: Local or Global Name Format profile option is set to Japanese see the person's name in Japanese. All other users (those who are viewing global-format names or whose HR: Local or Global Name Format profile option is set to a value other than Japanese) see the person's name in American English.

Note

If you enter no local name in a person record, the local name is the same as the global name by default.

Users can set preferences to select the language in which they see the display-name versions of person names.

Matching Person Records: How They Are Identified

When you create a new person record, the application searches automatically for matching person records, which may be duplicates of the new record. If you are a human resource (HR) specialist, the application compares the first name, last name, date of birth, and national IDs in the new record with those in existing person records to identify matching person records.

Note

If you are a line manager, the application does not expose national IDs. How matching records are identified for line managers is described at the end of this topic.

How Matching Records Are Identified

If you are an HR specialist, the application identifies an existing person record as a match for a new person record when at least one national ID value is the same in both records.

Person records in which the national IDs do not match may still appear as matching records if they satisfy either one of these sets of criteria:

  • The first name, the first character of the last name, and the date of birth are the same.

  • The last name, the first character of the first name, and the date of birth are the same.

If one of the criteria is missing when the other two criteria produce a match, the application identifies the record as a matching record.

Examples of Matching Person Records

You are an HR specialist creating a new person record with the following information:


First Name

Last Name

Date of Birth

National ID

John

Ward

25 March, 1963

3908-98-128

The application compares these details with those in existing person records. These are examples of matching person records:


First Name

Last Name

Date of Birth

National ID

Jennifer

Tyler

19 June, 1969

3908-98-128

John

White

25 March, 1963

3394-09-371

Juana

Ward

25 March, 1963

5587-43-776

Josie

Ward

8721-99-398

  • Jennifer Tyler is a matching record because her national ID is the same as John Ward's.

  • John White is a matching record because he has the same first name and date of birth as John Ward, and their last names start with the same character.

  • Juana Ward is a matching record because she has the same last name and date of birth as John Ward, and their first names start with the same character.

  • Josie Ward is a matching record because she has the same last name as John Ward and their first names start with the same character. Because these two criteria match, the absence of a date of birth in Josie's record is ignored.

If you are a line manager, then the application displays matching records to you only if the matching records contain no national identifier. Matching records satisfy one of these sets of criteria:

  • The first name, the first character of the last name, and the date of birth are the same.

  • The last name, the first character of the first name, and the date of birth are the same.

If one of the criteria is missing when the other two criteria produce a match, the application identifies the record as a matching record.

Using Employment Terms: Critical Choices

Employment terms are available to employee and nonworker work relationships when enabled for the legal employer. This topic discusses some of the ways in which employment terms can be used.

Reasons for Using Employment Terms

Employment terms are useful if:

  • You know that a person will have multiple similar assignments in a work relationship.

    Assignments automatically inherit any information that you enter in employment terms. Because you enter the information once only, using employment terms is efficient and promotes consistency among related assignments.

  • You want to limit or prevent changes made directly to the assignments.

    If your enterprise or legal employer has prevented override at the assignment level, then you cannot edit on the assignment any information inherited from the employment terms. Instead, you edit the employment terms, and all associated assignments inherit the changes. For example, if you set an employee's working hours on the employment terms, you can edit them on the employment terms only; you cannot edit them on each assignment.

    The restriction on editing assignments applies only to information that you enter in the employment terms. If you do not enter the employee's working hours in the employment terms, you can edit them on each associated assignment and enter different values in each, if appropriate. You enter in the employment terms only the information that you want to manage at the employment-terms level.

    If your enterprise or legal employer has not prevented override at the assignment level, there are no restrictions on updating assignment information directly. In some enterprises or legal employers, you can decide whether to allow override at the assignment level whenever you create a set of employment terms.

  • You want to produce a formal contract that applies to all of the assignments associated with the employment terms.

  • You pay workers a salary amount that is not related to the number of assignments they have.

    Because the salary amount is fixed, it is more efficient to enter and maintain salary information for the employment terms.

You cannot remove employment terms or move assignments to other employment terms. However, if multiple assignments or multiple sets of employment terms are supported, you can create other assignments without employment terms in the same work relationship.

Providing Employment Information for Nonworkers: Examples

Some employment information is marked as required for all workers and nonworkers. The amount of additional information that you need to provide in nonworker employment terms or assignments depends on the nonworker type.

Adding a Nonworker Who Receives No Payments

Ellen Woods is a volunteer in your organization; a government body meets her expenses. She receives no payments from the legal employer, but does report to a manager there.

To ensure that Ellen's manager can see her as a direct report, identify Ellen's line manager and the relevant assignment, if the manager has more than one. All other information is optional.

Adding a Nonworker Who Receives Payments

Todd Granger is a retiree. When Todd retired, you terminated his employee work relationship with the legal employer and created a new, nonworker work relationship with the same legal employer.

As a retiree, Todd receives payments from the legal employer. Therefore, Todd's assignment must contain payroll information. The assignment status and person type values on the assignment must also allow payments to be made. All other information is optional.

Adding a Nonworker Who Has Other Work Relationships

A person can have multiple work relationships at once, but each relationship is always independent of the others. For the nonworker work relationship, you enter only the information required for that relationship. For example, if the person receives no payments in the nonworker assignments, then you do not provide payroll information for those assignments, even if the person receives payments in assignments of other types.

FAQs for Add Person

How can I create a user account for a new worker?

By default, when you create a person record, a user account is created automatically for that person in Oracle Identity Management (OIM).

In some enterprises, the automatic creation of user accounts for new person records is disabled. For example, you may not be using OIM to manage user accounts. Alternatively, user accounts may be required for specific users only. In this case, you can create user accounts for individuals directly in OIM, for example.

If user accounts for your users already exist in OIM, then you can link them to person records. This option is available when you perform the Manage User Account and Manage Users tasks.

What's a pending worker?

A person who will be hired or start a contingent worker placement and for whom you create a person record that is effective before the hire or start date.

When the new hire or placement is finalized, you convert the new worker to the proposed worker type. For example, when a new employee's hire is completed, you convert the pending worker record to an employee record. Therefore, the pending-worker functions provide greater control of the hiring process than simply hiring an employee or adding a contingent worker with a future start date.

A person who already has a person record cannot be a pending worker.

What's the difference between person numbers and worker numbers?

Each person has a single person record in the enterprise. The person number is the person record's unique ID, allocated automatically or entered manually when you create the record. The person number is required and valid throughout the enterprise.

Worker numbers identify employee and contingent worker work relationships. A person with multiple such relationships has multiple worker numbers. If your enterprise or legal employer decides to use worker numbers, then they are required. Otherwise, you cannot use them. Allocation of worker numbers in a legal employer can be either automatic or manual. The number sequence for automatic allocation can be either global or specific to each legal employer. In the latter case, worker numbers may not be unique in the enterprise. If you terminate a work relationship and the person later has another work relationship of the same type with the same legal employer, then the same worker number is used.

Can I enter more information about an emergency contact?

Yes. To enter additional information such as an address or a national ID, update the contact's person record, which is created automatically when you submit the associated worker or nonworker record.

Workers and nonworkers can also maintain information about their own contacts.

How can I create other types of contacts for a person?

When you create a person's record, you can identify an emergency contact for the person. When you edit a person's record, you can create additional contacts, any of whom you can identify as emergency contacts. To identify any of a person's contacts as a beneficiary or dependent, you update the person's benefits information.

What are employment terms?

A set of information about a nonworker's or employee's job, position, pay, compensation, working hours, and work location that all assignments associated with the employment terms inherit.

The enterprise or legal employer decides whether employment terms can be used. Employment terms are not available for contingent workers.

How can I create multiple nonworker roles for a person?

A person can have multiple nonworker roles with a single legal employer, all of which must belong to the same nonworker work relationship. For each nonworker role, you create a separate nonworker assignment. In each nonworker assignment, you select an appropriate nonworker person type. For example, a nonworker could have three assignments with a single legal employer, two as a paid volunteer and one as a retiree.

Why can't I see the person number for this new person record?

Based on your enterprise settings, the person number is generated after the Add Person transaction is approved. Once the transaction is approved, you can see the person number on the Manage Person page, for example.

Areas of Responsibility

Areas of Responsibility: Explained

You can assign a responsibility to a person and define the scope of the responsibility by identifying the people for whom the person has the responsibility; the person then appears in the Work Contacts list of those people. For example, you can assign a worker as the Human Resources (HR) representative for people in a specific organization hierarchy.

Overlapping Scope

If you assign the same responsibility to multiple persons, overlap between scopes may occur. For example, you assign person A the HR Representative responsibility and define the scope of the responsibility using an organization hierarchy. You then assign the HR Representative responsibility to person B and define the scope using a supervisor hierarchy. The scopes overlap because some workers appear in both hierarchies. These workers then have both A and B as their HR representatives. If this is not the desired result, you may redefine the scope by specifying a different combination of information.

Integration with Checklists

You can create and assign responsibilities for use in checklists. You identify the task performers' responsibilities when you create a checklist template. During checklist allocation, the persons with the selected responsibilities are derived and designated as task performers automatically.

Integration with Sensitive Transactions

You can use responsibilities in conjunction with sensitive transactions to identify the recipients of notifications involving sensitive terminations. Certain future-dated terminations may be identified as sensitive and hidden from everyone until an appropriate time. Any conflicts involving sensitive terminations are handled by routing the actions to a person with an HR Representative responsibility.

Setting Scope of Responsibility: Examples

There are several ways that you can set the scope of a responsibility. The following examples illustrate these options.

Based on Assignment Information

Vision Corporation is a software company that has offices in the US and UK. Gail Williams is the Human Resources (HR) representative for applications developers based in Reading in the UK. You have assigned Gail the HR Representative responsibility. You must now define the scope of the responsibility to identify the people for whom Gail has the HR Representative responsibility. To define the scope, complete the fields as shown in this table.


Field

Value

Business Unit

Vision Applications Development

Legal Employer

Vision UK

Country

UK

Location

Reading

Job

Applications Developer

Based on Name

Terry Smith is the benefits representative for a group of workers in Vision UK. He holds the responsibility for workers within an alphabetical range (A to L). You have assigned Terry the Benefits Representative responsibility. To define the scope of the responsibility, complete the fields as shown in this table.


Field

Value

Legal Employer

Vision UK

From Last Name

A

To Last Name

L

Based on Payroll Information

Grace Miller is the payroll representative for the external training staff in Vision Corporation, US. You have assigned Grace the Payroll Representative responsibility; you must now define the scope of the responsibility. Complete the fields as shown in this table.


Field

Value

Statutory Unit

Vision Training US

Legislative Data Group

External Training

FAQs for Areas of Responsibility

What happens if I don't record a person's areas of responsibility?

The person does not appear in the Work Contacts lists of people for whom the person holds an area of responsibility.

What happens if I reassign a responsibility?

The responsibility is immediately visible in the relevant assignment record of the person to whom it is reassigned. The From Date of the responsibility is the current date, and there is no To Date. In the assignment record of the person from whom the responsibility is being removed, the current date is added to the To Date field only if there is currently no To Date. Otherwise, the existing To Date remains unaltered. The scope of the responsibility remains the same. The change is visible in the Work Contacts list of affected people when the records are next viewed.

Roles Provisioning and Deprovisioning

Role Provisioning and Deprovisioning: Explained

A user's access to data and functions depends on the user's roles: users have one or more roles that enable them to perform the tasks required by their jobs or positions. Roles must be provisioned to users; otherwise, users have no access to data or functions.

Role Provisioning Methods

Roles can be provisioned to users:

  • Automatically

  • Manually, using delegated administration:

    • Users such as line managers and human resource specialists can provision roles manually to other users.

    • Users can request roles for themselves.

For both automatic and manual role provisioning, you create a role mapping to identify when a user becomes eligible for a role.

Oracle Identity Management (OIM) can be configured to notify users when their roles change; notifications are not issued by default.

Role Types

Data roles, abstract roles, and job roles can be provisioned to users. Roles available for provisioning include predefined roles, HCM data roles, and roles created using OIM.

Automatic Role Provisioning

A role is provisioned to a user automatically when at least one of the user's assignments satisfies the conditions specified in the relevant role-mapping definition. The provisioning occurs when the assignment is either created or updated. For example, when a person is promoted to a management position, the line manager role is provisioned automatically to the person if an appropriate role mapping exists. Any change to a person's assignment causes the person's automatically provisioned roles to be reviewed and updated as necessary.

Role Deprovisioning

Automatically provisioned roles are deprovisioned automatically as soon as a user no longer satisfies the role-mapping conditions. For example, a line manager role that is provisioned to a user automatically is deprovisioned automatically when the user ceases to be a line manager.

Automatically provisioned roles can be deprovisioned manually at any time.

Manually provisioned roles are deprovisioned automatically only when all of the user's work relationships are terminated; in all other circumstances, users retain manually provisioned roles until they are deprovisioned manually.

Changes to Assignment Managers

When a person's line manager is changed, the roles of both new and previous line managers are updated as necessary. For example, if the person's new line manager now satisfies the conditions in the role mapping for the line manager role, and the role is one that is eligible for autoprovisioning, then that role is provisioned automatically to the new line manager. Similarly, if the previous line manager no longer satisfies the conditions for the line manager role, then that role is deprovisioned automatically.

Roles at Termination

When a work relationship is terminated, all automatically provisioned roles for which the user does not qualify in other work relationships are deprovisioned automatically. Manually provisioned roles are deprovisioned automatically only if the user has no other work relationships; otherwise, the user retains all manually provisioned roles until they are deprovisioned manually.

Automatic deprovisioning can occur either as soon as the termination is submitted or approved or on the day after the termination date. The user who is terminating the work relationship selects the appropriate deprovisioning date.

Role mappings can provision roles to users automatically at termination. For example, the locally defined roles Retiree and Beneficiary could be provisioned to users at termination based on assignment status and person type values.

If a termination is later reversed, roles that were deprovisioned automatically at termination are reinstated and post-termination roles are deprovisioned automatically.

Date-Effective Changes to Assignments

Automatic role provisioning and deprovisioning are based on current data. For a future-dated transaction, such as a future promotion, role changes are identified and role provisioning occurs on the day the changes take effect, not when the change is entered. The process Send Pending LDAP Requests identifies future-dated transactions and manages role provisioning and deprovisioning at the appropriate time. Note that such role-provisioning changes are effective as of the system date; therefore, a delay of up to 24 hours may occur before users in other time zones acquire the access for which they now qualify.

Role Provisioning Status Values: Explained

The status value of a role request describes the request's progress. This topic explains the request status values.

Role Provisioning Status Values and Their Meanings

The following table identifies and describes possible status values for role provisioning requests.


Status

Meaning

Complete

The provisioning request completed successfully and the role was provisioned to the user.

Failed

The provisioning request failed and the role was not provisioned to the user. The associated error message provides more information.

Partially complete

The provisioning request is in progress.

Pending

Oracle Identity Management (OIM) received the provisioning request but processing has not yet started.

Rejected

The provisioning request was rejected and the role was not provisioned to the user. An associated error message may provide more information.

Requested

The provisioning request was made but has not yet been acknowledged by OIM.

SOD checks in progress

Segregation-of-duties checks are in progress. The name of any conflicting role already provisioned to the user appears in the Conflicting Role column.

SOD checks rejected

The request failed segregation-of-duties checks and the role was not provisioned to the user. The associated error message provides more information, and the name of any conflicting role already provisioned to the user appears in the Conflicting Role column.

SOD remediation in progress

Processing to remove segregation-of-duties conflicts is in progress.

SOD remediation rejected

Attempts to remove segregation-of-duties conflicts were rejected. The associated error message provides more information, and the name of any conflicting role already provisioned to the user appears in the Conflicting Role column.

FAQs for Roles Provisioning and Deprovisioning

What's the provisioning method?

This value describes how the role was requested for or assigned to the user.

  • If the provisioning method is Automatic, the user qualifies for the role automatically on the basis of his or her assignment attribute values.

  • If the provisioning method is Manual, the role was explicitly assigned or requested by a manager or human resource specialist or the user self-requested the role.

  • If the provisioning method is External, the role was provisioned to the user outside Oracle Fusion Human Capital Management.

Why did some roles appear automatically?

Some roles are provisioned to users automatically when the users' assignment attributes satisfy the conditions associated with the role in a role mapping.

For example, the Sales Manager role could be provisioned automatically to sales managers in the US Sales Department if a role mapping exists for the Sales Manager role that:

  • Has the Autoprovision option selected

  • Includes the conditions:


    Condition

    Value

    Department

    US Sales Department

    Job

    Sales Manager

What happens when I autoprovision roles?

When you autoprovision roles to a user, the user's assignments are reviewed automatically against all current role mappings.

Roles for which the Autoprovision option is selected are:

  • Provisioned to the user immediately, if the user is eligible for the role and does not currently have it

  • Deprovisioned from the user immediately, if the user is no longer eligible for the role but currently has it

You are recommended to autoprovision roles to individual users if you know that new or changed role mappings exist for which those users are eligible. Otherwise, roles are not provisioned or deprovisioned automatically until the user's assignments are next updated.

Why can't I see the roles that I want to request for myself?

A role must satisfy two requirements before it appears in the list of roles that you can request:

  • A role mapping must exist in which the Self-requestable option is selected.

  • At least one of your assignments must match all of the conditions in the role mapping. For example, if the role mapping for the role Expenses Reporting includes the department UK Sales as a condition, then you must have at least one assignment in the UK Sales department; otherwise, the Expenses Reporting role does not appear among the roles that you can select.

Typically, a human capital management application administrator or IT security manager creates and maintains role mappings for the enterprise.

What happens if I deprovision a role from a user?

If you are managing the user account of another user, you may be able to deprovision the user's roles. In this case, the user immediately loses the access to functions and data provided exclusively by any role that you deprovision. The user becomes aware of the change when he or she next signs in. If Oracle Identify Management (OIM) is configured to issue notifications, the user is notified of the change.

If the role was provisioned automatically, future changes to the user's assignments could cause the role to be provisioned to the user again.

Why are roles being deprovisioned automatically?

These roles were provisioned to the user automatically based on the user's assignment information. Changes made to this user's assignments mean that the user is no longer eligible for these roles; therefore, the roles have been deprovisioned automatically.

If a deprovisioned role is one that you can provision manually to users, you can reassign the role to the user, if appropriate.

What happens when I autoprovision roles?

When you autoprovision roles to a user, the user's assignments are reviewed automatically against all current role mappings.

Roles for which the Autoprovision option is selected are:

  • Provisioned to the user immediately, if the user is eligible for the role and does not currently have it

  • Deprovisioned from the user immediately, if the user is no longer eligible for the role but currently has it

You are recommended to autoprovision roles to individual users if you know that new or changed role mappings exist for which those users are eligible. Otherwise, roles are not provisioned or deprovisioned automatically until the user's assignments are next updated.

Manage Employment Information

Work Relationships: Explained

A work relationship is a relationship between a person and a legal employer. It provides the context in which a person's assignments exist and enterprise and legal employer service is calculated. All work relationships must contain at least one assignment.

Aspects of work relationships explained here include:

  • Work relationship types

  • Work relationships for nonworkers

  • Primary and nonprimary work relationships

  • Terminating the primary work relationship

  • Creating multiple work relationships for a person

  • Worker types

  • Worker numbers

Work Relationship Types

Work relationships are of three types: employee, contingent worker, and nonworker. The worker type that you select when creating the work relationship determines the relationship type.

Work Relationships for Nonworkers

To be classified as a nonworker, a person must have a nonworker work relationship with a legal employer. Having a work relationship does not mean that a person is working for a legal employer. It means only that there is an association between the person and the legal employer that is defined by the work relationship and assignment.

Primary and Nonprimary Work Relationships

A worker or nonworker must have one, and only one, primary work relationship. All other work relationships are nonprimary. A person's first work relationship is the primary relationship, by default.

A person's overall primary assignment belongs to the person's primary work relationship. Regardless of how many work relationships and assignments a person has, you may need information about a person from a single assignment. For example, some government reports are based on one assignment only. In these cases, the person's primary assignment is used. In general, a person's primary work relationship and assignment are those that are of most significance, in terms of status, pay, benefits, and working hours, to the person.

Terminating the Primary Work Relationship

You terminate work relationships, not workers or nonworkers.

When a person has multiple current work relationships, you cannot terminate the primary work relationship without first selecting a different primary relationship. This restriction exists because a current worker or nonworker cannot be without a primary work relationship for any period of time.

Manage Personal Information

Person Records: Explained

All workers, nonworkers, and contacts have a single person record in the enterprise, which is identified by a person number.

You cannot create the person record in isolation because a person record requires one of the following:

  • A current, past, or future work relationship with a legal employer

  • A current, past, or future contact relationship with a person who has a work relationship with a legal employer

Therefore, you create the person record either when you create the person's first work relationship in the enterprise (for example, when you first hire the person) or when you add the person as a contact (for example, as an emergency contact) in another person's record.

You never terminate a person record: it continues to exist through all of a person's work and contact relationships in the enterprise.

This topic describes:

  • Person records compared with work relationships

  • Local information in person records

  • Access to person information

Person Records Compared with Work Relationships

Person records hold information that is personal, such as name, date of birth, and disability information, or that may apply to more than one work relationship, such as national ID. By contrast, work relationships hold employment information, such as job, payroll, and working hours, which can vary among work relationships and be specific to a legal employer. A person's worker type (for example, employee) derives from the person's work relationship; it is not part of the person record. A person with multiple work relationships of different types has multiple worker types.

Local Information in Person Records

In a single global enterprise, all users who have access to a person see the same person record, but the person record can contain local variations of some information. For example, the person record can contain the person's name in a local language and multiple national IDs. You can also record some information, such as marital status, using terms that are most appropriate for each country in which the person has work relationships. All local information is visible to anyone who can view the person record.

Access to Person Information

Having security access to a person record does not automatically allow access to all of a person's work relationships and assignments; for example, your access may be limited to specific legal employers, which may exclude some work relationships.

Managing Person Records: Examples

Multiple people may be able to manage a person record, including human resource (HR) specialists in any of the person's legal employers and the person to whom the record belongs. The first of the following examples shows how multiple people can manage the person record sequentially; the second shows how multiple people can manage the person record simultaneously.

Updating the Person Record After a Break in Service

Miguel is an ex-employee of legal employer A in the United States. Today, Miguel starts a contingent worker work relationship with legal employer B in Brazil, where you are the HR specialist.

Miguel has a person record and two work relationships. His employee work relationship with legal employer A is terminated; therefore he is an ex-employee. His contingent worker work relationship with legal employer B is current; therefore he is a contingent worker.

When you attempt to add Miguel as a contingent worker, the application finds his existing person record; therefore, you need only to create the contingent worker work relationship. You also update his person record as follows:

  • Miguel is now married. You enter his new marital status in the country information for Brazil and update his marital status in the US country information.

  • Miguel has a new emergency contact who is to replace his previous emergency contact; therefore, you end date the previous contact relationship and create the new one. Contact-relationship information is date-effective, which means that you can retrieve the details of the previous contact relationship if necessary.

  • You update his addresses. Address information is date-effective, which means that you can retrieve his previous addresses if necessary.

  • You add his Brazilian national ID; therefore, the person record now holds two national IDs.

  • As Miguel is now living and working in Brazil, you enter a local name using a Brazilian name format.

Miguel can review some of the information in his person record from his portrait; he can also correct some information, such as his address, if necessary.

You have no access to legal employer A so cannot see Miguel's work relationship with legal employer A: if you need more information about his previous work relationship, you must ask Miguel or his previous line manager to share this information with you.

Managing the Person Record When Multiple Active Work Relationships Exist

Marie is French but lives in London, where she has an employee work relationship with legal employer A. She also has a contingent worker work relationship with legal employer B in France. Marie has two contact relationships.

Marie has an employee work relationship with legal employer A, a contingent worker work relationship with legal employer B, a dependent, and an emergency contact.

As the HR specialist for legal employer A, you manage Marie's employee work relationship. The HR specialist for legal employer B manages her contingent worker work relationship. You can both manage all components of Marie's person record. In addition, Marie can edit the following personal information from her portrait:

  • Marital status and name

  • Addresses

  • Contacts

  • Document records

  • Phone numbers

  • E-mail addresses

  • Other communication methods

  • Communication methods order of preference

A typical selection of updates to Marie's person record is as follows:

  • Marie manages her own contacts and benefits information; she names her son as a dependent and her husband as an emergency contact.

  • Marie manages her home address, which is also her primary mailing address. The enterprise has defined the address type Local Overseas, and the HR specialist for legal employer B enters a Local Overseas address for Marie in France.

  • The HR specialist in legal employer B enters a local name for Marie in French.

  • You enter details of Marie's UK driver's license. The HR specialist in France enters details of Marie's French driver's license and her passport. Marie can review this information, but she cannot update it.

  • You enter Marie's UK national ID, and the HR specialist in France enters her French national ID.

  • Both UK and French versions of Marie's marital status exist in her person record. When Marie's marital status changes, she edits both versions.

Any HR specialist who manages Marie's person record can view and edit any of this information.

Person Names: Explained

This topic describes name styles, name formats, and person-name languages.

Name Styles

The structure of a person's name can vary among countries. For this reason, a predefined name style exists for many countries for capturing relevant components of a person's name. The name style determines:

  • Which name components appear when you create a person record.

    For example, one country may display first name, last name, and title while another displays first name, middle name, and last name.

  • The order in which the name components appear.

  • Which name components are required and which are optional.

    For example, in one country you may be required to enter a title and in another the title may be optional.

When a country-specific name style does not exist, a universal name style (last name, first name, and title) is used.

When you create a person record you select a legal employer, which sets the legislative context for the record. For example, if the legal employer is a Canadian legal entity, the legislative context is Canada and the Canadian name style is used. A person's contacts have the same name style as the person for whom they are contacts.

Name Formats

When a person's name is displayed to users, the format of the name can vary according to the context in which it appears. For example, in an ordered list of names last name may appear before first name, but in other contexts first name appears before last name. A name format is a template for arranging the components of a name, such as first name, last name, and title, in a specified order for a particular purpose. Four name formats are available: display name, list name, full name, and order name.

Name formats can vary among countries; therefore, both global and local versions of names formats can exist.

Global and Local Name Formats

The profile option HR: Local or Global Name Format controls whether users see local names or global names by default.

Global names use one name format; therefore, they enable users in multinational enterprises to see person names presented consistently, regardless of their countries of origin.

Users who view or manage person records in a single country may prefer to see local names. For example, users who view or manage person records only in Japan may prefer to see Japanese rather than global formats of person names.

Person-Name Languages

Each enterprise identifies a global-name language. Person names appear in this language by default. When you create a person record, you can enter a local name in a different language from the global-name language. Names appear in this language for users whose HR: Local or Global Name Format profile option value matches the local-name language. For example, if the global-name language for the enterprise is American English and you set the local-name language in a person record to Japanese, users whose HR: Local or Global Name Format profile option is set to Japanese see the person's name in Japanese. All other users (those who are viewing global-format names or whose HR: Local or Global Name Format profile option is set to a value other than Japanese) see the person's name in American English.

Note

If you enter no local name in a person record, the local name is the same as the global name by default.

Users can set preferences to select the language in which they see the display-name versions of person names.

Person-Record Keyword Searches: Explained

The application searches for keyword values in these attributes of a person's records: department, job name and code, position name and code, person name, primary e-mail, primary phone, work location, competencies, language skills, licenses and certifications, school education, awards and honors, affiliations, areas of interest, and areas of expertise.

This topic describes:

  • Access to restricted information

  • Keyword indexing

  • Searches using date-effective keywords

Access to Restricted Information

Access to information about a person's competencies, language skills, licenses and certifications, school education, awards and honors, and affiliations is restricted to a person's line managers. For example, if a line manager searches for a language skill and a match is found in the language-skills information of the manager's direct or indirect reports, that information appears in the search results. Restricted information is not searched and is never included in search results when the searcher is not a line manager. However, if the match is found in public information, such as areas of expertise, it appears in the search results for any user.

Keyword Indexing

Keywords are indexed values, which means that they are copied from person records and organized in a keywords table for fast retrieval. Most changes to person records are copied as they occur to ensure that there is no difference between the source and indexed values. Your enterprise can also run a keyword-refresh process to update all keywords and fix any discrepancies. Depending on when this process was last run, some recent changes to person records may not appear in search results.

Searches Using Date-Effective Keywords

In the professional user person search, you can enter an effective as-of date. When date-effective values, such as work location, are copied to the keywords table, their history is not copied: only the latest change is stored in the keywords table. Therefore, if you enter both a keyword value and an effective as-of date, the search results may not be as expected.

For example:

  • You change the work location of assignment 12345 from Headquarters to Regional Office on 27 January, 2011.

  • The changed work location is copied automatically to the keywords table on 27 January, 2011.

  • You search for a person on 1 February, 2011 using the keyword Headquarters and the effective as-of date 10 January, 2011.

Although the work location on 10 January, 2011 was Headquarters, assignment 12345 does not appear in the search results because the work location stored in the keywords table at the time of the search is Regional Office.

Comparing Items: Explained

Use comparison to quickly identify and evaluate differences between items. Compare any person, job, and position items. For example, you can compare a person with another person or with a job profile.

The first item you select is the comparison base, and the items you select subsequently are secondary items. You can change the comparison base if required. The comparison displays the base item attributes, and indicates the differences between the attributes of the secondary items and the base items. Datasets control which attributes are displayed for each item in the comparison. For example, you must select the School Education dataset to display and compare a person's education details. The information displayed in the comparison results is controlled by security access. For example, line managers can compare their direct reports and view their performance data in the comparison results. Human resource (HR) specialists can perform this comparison only if they have security access to the persons' performance information. You can change the effective date of comparison if you are either a line manager or an HR specialist.

Performance Information in Comparison Results: Explained

The comparison displays the performance data of only those persons who are evaluated using the enterprise-wide designated rating model, because you cannot compare persons who are evaluated using different rating models.

For each person, the comparison displays up to three performance documents. These performance documents include the latest document using the designated rating model plus the two most recent previous documents that use the same performance template as the latest document. However, the performance documents and performance periods for the persons being compared may be different. The comparison indicates the performance attributes' differences only if the performance documents are the same for the persons being compared.

Changing User Names: Explained

You can change user names for both new and existing users.

Changing User Names When Creating Users

When you create a user using the Create User interface, the User Name field may be blank. If you leave it blank, then the user name is generated in the enterprise default format when you save the user.

Alternatively, you can enter a user name on the Create User page, regardless of whether the field is blank. Any name that you enter replaces the default user name.

The user is notified of the user name only if user notifications are enabled and the user has not yet been notified of any user name and password.

Changing Existing User Names

You can change an existing user name on the Manage User Account and Edit User pages. The new name is sent automatically to Oracle Identity Management. However, it becomes visible in Oracle Fusion Applications only after the user signs in for the first time using the new name.

When you change an existing user name:

  • The password is unchanged.

  • Roles provisioned to the user are unchanged.

  • The user is not notified automatically of the new name.

You are recommended to send details of the new user name to the user.

FAQs for Manage Personal Information

Can I add additional datasets to the comparison?

No, you can only select from the list of datasets available for an item type.

Can I compare all of the person's assignments?

No, you can compare only the primary assignments of a person.

How are the differences between comparison attributes identified?

The differences are calculated between the attributes of the secondary items and the base item. Differences between numeric values are calculated and displayed; character differences are indicated using an icon. Where the data includes a range (competency ratings, for example), the comparison displays the differences from each end of the range. Also, the comparison does not display the differences for those values that lie within the range. For example, consider that you are comparing the competency requirements of two job profiles. The competency requirement of the base job is between 2 and 4 and the secondary job is between 1 and 3. The comparison displays the difference between the minimum competency requirement of the secondary job (1) and the base job (2) as -1. The comparison does not display the difference between the maximum values because the maximum competency requirement of the secondary job (3) lies within the competency requirement of the base job (between 2 and 4).

How is the risk of loss assessed?

The risk of loss information in a person's profile is entered manually, there is no automated risk assessment process. Line managers or human resource specialists evaluate the risk of workers changing jobs or leaving the enterprise and allocate ratings manually.

What happens if I remove the comparison base?

The next item in the comparison is automatically designated as the comparison base and the differences from the new base item are indicated. Note that the comparison must always include a base item.

What's the difference between global names and local names?

Global names are in a format and language that can be understood throughout a multinational enterprise. Local names are understood by users in a single country but may not be understood throughout a multinational enterprise. You can have only one local name at a time. If you use local-names, select the local-name language that is most appropriate for your primary assignment and reporting requirements. For example, if your home country is Sweden, you may enter a local name in the Swedish language and format.

What's the difference between performing a best-fit analysis and comparing profiles?

Perform a best-fit analysis to find matching profiles for a specified profile using a wide variety of criteria. For example, use best-fit analysis to find the top five person profiles matching a job profile, based on competency requirements, language skills, and certifications. Compare profiles to evaluate the similarities and differences between known profiles and identify the most suitable profiles. For example, compare the five person profiles identified by the best-fit analysis and identify the person most suited to the job.

What's the effective start date?

Person attributes such as marital status and addresses are referred to as date-effective objects because they are likely to change over time. When you change a date-effective object, you insert the new change in the object's history. Typically, you insert the new change following the latest change, and the effective start date is today's date; however, by setting an effective start date that is earlier or later than the current date, you can insert the new change at a different point, either to edit the object history or to create a future-dated change. For example, you could change your marital status to Married on 25 January, 2011 and enter an effective start date of 1 January, 2011 because you were married on that date. The following person related objects are date-effective: marital status, person name, person addresses, contact relationships, and gender.

What's the primary mailing address?

The address used by default for correspondence.

The home address is automatically the primary mailing address. To use a different address as the primary mailing address:

  1. Create the new address.

  2. Edit the primary mailing address to select the new address.

The new address can be of any type; it does not have to be defined as a mailing address.

Note

If you create a mailing address, that address does not automatically become the primary mailing address; you must still select the new address as the primary mailing address.

Can I delete a person record?

No, but you may be able to cancel work relationships. If you cancel a person's only work relationship, and the person has no contact relationships, the person record is identified as associated with a canceled work relationship and does not appear in gallery searches.

Can I remove a contact from a person's record?

Yes. If you delete the contact, the contact's own person record continues to exist, but the contact relationship between the contact and the person whose record you are updating is purged. If you end date the contact relationship, the contact no longer appears in the person record from the specified date, but the history of the contact relationship remains available.

Can workers manage their own contacts?

Yes. Workers can manage their contacts directly from their own portraits or while updating their marital status. They can edit existing contacts, create new contacts, and identify emergency contacts. You can view the history of all such changes made to a contact relationship. To manage dependents and beneficiaries, workers edit the benefits information in their portraits.

What happens if I change the local-name language of a person's name?

A person can have only one local name at a time. If you change the language of the local name, the new local name replaces the existing local name. For example, if you change a person's local-name language from Swedish to Greek, the Greek version of the person's name replaces the Swedish version. Thereafter, users who have chosen to see names in Swedish will see the global version of the person's name; only users who have chosen to see names in Greek will see the Greek version of the person's name. If you use local names, select the local-name language that is most appropriate for the user's primary work relationship and reporting requirements.

What happens if I reset a user's password?

A new, temporary password is generated automatically and sent to the user's primary work e-mail address.

How can I reset a user's password?

If you are a human resource specialist, an IT security manager, a human capital management application administrator, or an application implementation consultant, you can reset a user's password by selecting Actions - Reset Password on the Manage User Account page.

You must have security access to the person whose password you want to reset.

How can I notify users of their user names and passwords?

By default, users are notified automatically of their user names and passwords. However, the automatic sending of user-names and passwords can be turned off for the enterprise. In this case, you can run the process Send User Name and Password E-Mail Notifications from the Scheduled Processes work area. This process resets passwords and sends out user names and passwords for any user who has not yet been sent this information. The notification is sent to the user's primary work e-mail, if available, or the primary work e-mail of the user's line manager. It is not sent to any alternate contact e-mail that may exist for the enterprise. User-name and password notifications are sent once only.

Where do default user names come from?

By default, user names are defined by Oracle Identity Management (OIM). The user name is typically the user's first and last names, but this format can be changed in OIM.

The default format of user names can be specified for the enterprise in Oracle Fusion HCM. This setting overrides the OIM default format. Your enterprise may have selected one of the following values:

  • Person number

  • Party number

  • Primary work e-mail

If the default user-name format for the enterprise is the person number, then primary e-mail is used instead for party users who have no person number.

Default user names may not appear for new users until the relevant value (for example, the person number) is available. The user-account request is not submitted to OIM until the value exists.

What happens when I link a user account?

The current person or party record is linked to the selected Oracle Identity Management (OIM) user account. When you click Save, the request is submitted to OIM and the account status is Requested. Once the account status is Active, the user can sign in using the account.

Any roles currently provisioned to the linked account do not appear in the Roles section of the page until the account status is Active. However, you can add roles before clicking Save.

The Link User Account action appears only for persons or party users whose records are not already linked to a user account. When you link a user account, the person or party is not notified automatically. You are recommended to notify the user when the account is linked.

How do I create a user account for an existing worker?

On the Manage User Account page, select the Create User Account action. Review any default user name that appears in the User Name field, update it if appropriate, and click Save.

The default user name may not be visible on the Manage User Account page. You can enter a user name, regardless of whether the default user name is visible. If you enter no value in the User Name field, then the user name is created automatically in the default format when you click Save.

Roles are provisioned to the user as specified by the role-provisioning rules that apply when you select the Create User Account action. These roles appear in the Roles section of the Manage User Account page. You can add or remove roles before clicking Save.

When you click Save, the user-account request is submitted to Oracle Identity Management. Once the request is processed successfully, the account becomes available to the user.

Note

If your enterprise has disabled the automatic creation of user accounts, then you must create user accounts directly in OIM, for example. In this case, you cannot create user accounts on the Manage User Account page.

What happens if I edit a user name?

The updated user name is sent to Oracle Identity Management (OIM) for processing. Once OIM has processed the request, the user can sign in using the updated name. The account status remains Active throughout. The updated name appears in Oracle Fusion Applications only after the user has signed in using it. The user's roles and password are unaffected by the name change.

When you edit a person's user name, you must click Save. Otherwise, the change is not sent to OIM.

As the user is not notified automatically of the updated name, you are recommended to send the details to the user.

What happens when I process a user-account request?

The Process User Account Request action appears on the Manage User Account page when the status of the worker's user account is Requested or Failed. These status values indicate that the account request has not completed. When you process the user-account request, it is submitted again to Oracle Identity Management (OIM). Once OIM has processed the request successfully, the account becomes available to the user. The user is notified of the user name and password if the Send user name and password option was enabled when the account was originally requested.

Any roles that will be provisioned to the user appear in the Roles section of the Manage User Account page. You can add or remove roles before submitting the request to OIM. To provision roles to the user, you must click Save.

The Process User Account Request action has the same effect as the Send Pending LDAP Requests process. If Send Pending LDAP Requests is scheduled to run regularly, then you can wait for that process to run if you prefer. Process User Account Request enables you to submit user-account requests immediately for individual workers.

What happens when I copy personal data to LDAP?

User accounts are created and maintained automatically in a Lightweight Directory Access Protocol (LDAP) directory by Oracle Identity Management (OIM). OIM holds some personal information about users, such as name, work phone number, and work location address. When you create or update personal information in Oracle Fusion Human Capital Management (HCM), it is copied automatically to OIM to ensure that Oracle Fusion HCM and OIM hold the same information about a user. If you make a change to a person's information that you want to send immediately to OIM, you can copy personal data to LDAP. This action is optional.

Why does this person have no user account?

By default, user accounts are created automatically for new workers and associated with their person records. Your enterprise may have disabled the automatic creation of user accounts. In this case, you can create user accounts for individual workers directly in Oracle Identity Management (OIM), for example.

If the user account already exists in OIM, then you can link it to the worker's person record on the Manage User Account page. This action may be necessary if the user account was created automatically but a problem occurred before it could be associated with the person record.

You cannot provision roles to a user until the user's person record is linked to a user account.

Manage Work Schedule Assignment Administration

Worker Availability: How It Is Determined

The availability of a worker during a selected time period is automatically determined using:

  • Absence entries during that period

  • The work schedule that the worker presently follows

  • Calendar events

Settings That Affect Worker Availability

You specify which work schedules assigned to the worker's primary assignment or workforce structures are primary.

How Worker Availability Is Determined

The following figure shows how worker availability is determined.

Figure illustrating how worker availability is determined

The application searches for primary work schedules that were assigned to these workforce structure levels in the following order:

  1. Primary assignment of the worker

  2. Position

  3. Job

  4. Department

  5. Location

  6. Legal Employer

  7. Enterprise

To determine availability, work schedules that were assigned to lower workforce structure levels take precedence over those defined at higher levels.

For example, you assigned a primary schedule at the enterprise level. However, since workers belonging to a particular department in that enterprise follow different work timings, you assigned a different primary schedule to that department. The department's primary schedule determines worker availability because that schedule takes precedence over the one that was defined at the enterprise level. In the same example, if you assigned a primary schedule to a worker (primary assignment) belonging to the same department, then that schedule determines the worker's availability because a schedule assigned to the primary assignment takes precedence over the ones defined at the department level and the enterprise level. The following diagram illustrates this example:

Impact of schedules defined at various workforce structure levels on worker availability

The work patterns and exceptions that exist in the primary work schedule, and any absence entries during the selected time period, impact worker availability.

If no primary schedule was assigned to any of the workforce structures, then the worker availability is based on absences, calendar events, if created for the worker's location or department, and standard working hours defined for the worker's primary assignment. If no calendar events were created, then the application determines availability only on the basis of the standard working hours and absences.

Exceptions in Work Schedules: Points to Consider

When you create a work schedule, you can include exceptions, such as public holidays or training sessions, and determine their impact on the availability of workers using that schedule. You can include the following types of exceptions in a work schedule:

  • Calendar event

  • Calendar event category

  • Resource exception

Calendar Event

You can include as an exception a calendar event that you created.

Calendar Event Category

You can add an event category that you used to associate a group of calendar events, such as all voluntary holidays, as an exception in the work schedule. As a result, all calendar events under that event category automatically apply when you assign the schedule to workers.

Resource Exception

A resource exception is an event that you want to apply only for workers to whom you plan to assign the current work schedule. For example, for workers on the night-shift schedule, you want to specify that during a scheduled training event they will remain unavailable to attend support calls. When you create the work schedule, you define a resource exception for that training event and change the worker availability.

Creating and Assigning a Work Schedule: Worked Example

This example demonstrates how to create and assign a work schedule, incorporating shifts, patterns, and calendar events. The work schedule is for a support department in India, working in two shifts, and eligible for all public holidays.

The following table summarizes key decisions in this scenario:


Decisions to Consider

In This Example

Which calendar events must be included in the work schedule?

All public holidays

Which geographical location must the calendar events apply to?

India

What shifts must workers follow?

Day shift (9 a.m. to 5 p.m.). Night shift (5 p.m. to 1 a.m.).

What is the work pattern that workers must follow?

Day shift from Monday to Wednesday. Night shift on Thursday and Friday. Weekly holiday on Saturday and Sunday.

When must the work schedule start and end?

Starts on 1 January, 2011. Ends on 31 December, 2011.

Which shift must workers work first when the work schedule starts?

Day shift

What eligibility criteria must you associate the work schedule with so that line managers can easily find the schedule to assign to workers?

All employees who belong to the support department

Which department must this schedule be assigned to?

Support department

What exceptions must be made to the work schedule of Vijay Singh who works in the same department?

Vijay Singh is scheduled to attend the Advanced Communication Skills training course on 8 February, 2011 during which time, the work schedule must indicate that he is unavailable.

Create calendar events within the Public Holiday category. Create two shifts (day and night), then create a weekly work pattern that uses these shifts. Create a work schedule using this work pattern, and select the Public Holiday calendar event category as an exception. Then assign this work schedule to the support department. Assign the same schedule to Vijay Singh and add the training course as an exception and indicate that the worker is unavailable during the course.

Prerequisites

  1. On the Manage Trees page, ensure that the geographic hierarchy that you created for your enterprise contains a country node for India.
  2. Create an eligibility profile Support_Workers for all workers in your Support department.

Creating Calendar Events

  1. On the Manage Calendar Events page, click Create.
  2. On the Create Calendar Event page, complete the fields, as shown in this table:

    Field

    Value

    Name

    Enter the name of the public holiday.

    Category

    Public Holiday

    Start Date

    Enter the date when the public holiday starts.

    End Date

    Enter the date when the public holiday ends.

    Short Code

    Enter a code to identify the public holiday.

    Hierarchy Type

    Geographic

    Hierarchy

    Select the geographic hierarchy that you created for your enterprise.


  3. In the Coverage region that displays the geographic hierarchy you selected, select the India node, and click Include.
  4. Click Submit.
  5. If you want to add another calendar event, repeat steps 2 through 5.

Creating Shifts

  1. On the Manage Work Shifts page, click Create Time Shift from the Actions menu.
  2. In the Create Time Shift window, complete the fields for each shift, as shown in this table:

    Field

    Day Shift

    Night Shift

    Name

    Day Shift

    Night Shift

    Start Time

    0900 hrs

    1700 hrs

    Duration

    8 hours

    8 hours

    Shift Detail Type

    None

    None


  3. Click Save and Close.

Creating a Workday Pattern

  1. On the Manage Work Workday Patterns page, click Create Time Workday Pattern from the Actions menu.
  2. In the Create Workday Pattern window, complete the fields, as shown in this table:

    Field

    Value

    Name

    Weekly Work Pattern

    Length in Days

    7


  3. In the Workday Pattern Details region, click Add Row from the Actions menu.
  4. In the Workday Pattern Details table, complete the fields, as shown in this table:

    Field

    Day Shift

    Night Shift

    Start Day

    1 (Monday)

    4 (Thursday)

    End Day

    3 (Wednesday)

    5 (Friday)


  5. Click Save and Close.

Creating a Work Schedule

  1. Navigate to the Manage Work Schedules page.
  2. On the Manage Work Schedules page, click Create.
  3. On the Create Work Schedule page, complete the fields, as shown in this table:

    Field

    Value

    Name

    Work Schedule for Support

    Category

    Work

    Type

    Time

    Effective From Date

    01 January, 2011

    Effective To Date

    31 December, 2011

    Pattern

    Weekly Work Pattern

    Exceptions

    Public Holiday event category

    Eligibility Profile

    Support_Workers


  4. Click Submit.

Assigning the Work Schedule to a Department

  1. Navigate to the Manage Work Schedule Assignment Administration page.
  2. Search for the Work Schedule for Support schedule.
  3. Click the schedule to open it on the Edit Work Schedule Assignment page.
  4. On the Resource Assignments region, click Add Row from the Actions menu.
  5. Complete the fields, as shown in this table:

    Field

    Value

    Resource Type

    Department

    Name

    Support department

    Start Date

    01 January, 2011

    End Date

    31 December, 2011

    Starting Shift

    Day Shift

    Primary

    Yes


  6. Click Submit.

Modifying the Work Schedule of a Worker

  1. On the Person Search page, search for Vijay Singh, and select that record.
  2. From the Actions menu, click Manage Work Schedule Assignment.
  3. On the Manage Work Schedules page, click the Add Row icon on the tool bar.
  4. Complete the fields in the Schedules region, as shown in this table:

    Field

    Value

    Name

    Select Work Schedule for Support.

    In this example, when you search for the schedule in the Search and Select window, select the Filter Using Eligibility checkbox to display all work schedules created for the Support department.

    Start Date

    01 January, 2011

    End Date

    31 December, 2011

    Starting Shift

    Day Shift

    Primary

    Yes


  5. In the Exceptions region, click the Add Row icon on the tool bar.
  6. Complete the fields, as shown in this table:

    Field

    Value

    Type

    Resource Exception

    Name

    Click Create in the choice list to create a resource exception called Advanced Communication Skills that starts on 8 February, 2011 and ends on the same day.

    Availability

    Off Period


  7. Click Submit.

FAQs for Manage Work Schedule Assignment Administration

What's a primary work schedule?

Schedule that the application uses to determine the worker's availability.

Only primary schedules determine worker availability. For example, you want to assign two schedules for different time periods to a worker's primary assignment. If you want those schedules to determine the worker's availability for those time periods, you must select both the schedules as primary.

If you assign only a single work schedule, then that schedule is automatically used to determine availability.

When do calendar events affect workers?

When you include that event as an exception in a work schedule and assign it as a primary work schedule to the worker's assignment. However, if no work schedule exists for the worker's assignments, then the calendar events that cover the worker's location or department apply.

How do I change exceptions in work schedules for individual workers?

When you assign the schedule to a worker using the Manage Work Schedule Assignment page, you can change the exceptions and their impact to that worker's availability. For example, if you added a calendar event as an exception that impacts all workers, but want a particular worker to remain available to handle critical customer queries, you can change the availability for that exception.

Promote and Transfer Workers

Simple Transfer Process: Explained

A transfer is the movement of a person within the same legal employer (a change of location from Pleasanton to San Francisco in the US, for example). As a line manager, you can initiate the transfer of people who report to you, using the simple transfer process. When you transfer a person, the work relationship remains unchanged. You make any necessary changes in the current assignment. If the worker being transferred has other active assignments in the current work relationship, they are terminated and their status is changed to Inactive- Payroll Eligible. Human resource specialists may use this process as an alternative, to initiate a simple transfer.

Transfer Actions: Explained

You can use the following predefined actions to process transfers and temporary assignments:

  • Transfer

  • Global Transfer

  • Temporary Assignment

  • End Temporary Assignment

  • Global Temporary Assignment

  • End Global Temporary Assignment

Transfers and Temporary Assignments

Use the Transfer or the Temporary Assignment action to initiate a transfer or create a temporary assignment in the same legal employer, respectively. Use the End Temporary Assignment action to terminate a temporary assignment in the same legal employer and reinstate the original assignments automatically on a date that you specify.

Global Transfers and Temporary Assignments

Use the Global Transfer or the Global Temporary Assignment action to initiate a transfer or create a temporary assignment in another legal employer, respectively. Use the End Global Temporary Assignment action to terminate a temporary assignment in another legal employer and reinstate the original assignments in the source legal employer automatically on a date that you specify.

Transfers and Temporary Assignments: How They are Processed

A transfer is the movement of a person within the same legal employer (a change of location from Pleasanton to San Francisco in the US, for example). A temporary assignment is a transfer for a limited term (temporary secondment to another department in the absence of a department head, for example). You end a temporary assignment by initiating the End Temporary Assignment action and specifying a return date. The temporary assignment is terminated and the original assignments are reinstated automatically on the return date.

Settings That Affect Transfers

The type of transfer, whether permanent or temporary, determines how it is processed.

How Transfers are Processed

When you transfer a person within the same legal employer the work relationship remains unchanged. You make any necessary changes in the current assignment. If the worker being transferred has other active assignments in the current work relationship, they are terminated and their status is changed to Inactive- Payroll Eligible by default. If you use employment terms, you can either transfer within the same employment terms or create new employment terms. The existing set of employment terms and assignments in the current work relationship are terminated if you create new ones, and their status is set to Inactive- Payroll Eligible by default. You can override the default by deselecting the assignments that you do not want to terminate; these assignments retain their original statuses. You can deselect all assignments except the primary assignment and the current assignment.

How Temporary Assignments are Processed

When you create a temporary assignment for a person in the same legal employer the work relationship remains unchanged. If you use employment terms, you can either create a temporary assignment with the same employment terms or create new employment terms. The existing set of employment terms are suspended if you create new ones. The existing assignments in the current work relationship are suspended and their status is changed to Suspended- Payroll Eligible by default. You can override the default by deselecting the assignments that you do not want to suspend; these assignments retain their original statuses. The suspended objects become active again when you end the temporary assignment.

Global Transfers and Temporary Assignments: How They are Processed

A global transfer is the transfer of a person to another legal employer (transfer of an employee from a UK subsidiary to a US subsidiary, for example). A global temporary assignment is the temporary transfer of a person to another legal employer (US employee sent on a temporary secondment to the UK, for example). You end a global temporary assignment by initiating the End Global Temporary Assignment action and specifying a return date. The global temporary assignment is terminated and the assignments in the source legal employer are reinstated automatically on the return date.

Settings That Affect Global Transfers

The type of global transfer, whether permanent or temporary, determines how it is processed.

How Global Transfers are Processed

When you transfer a person to another legal employer, the source work relationship is terminated automatically using the default values. You create a new work relationship in the destination legal employer. The existing set of employment terms and assignments in the source work relationship are terminated and their status is set to Inactive- Payroll Eligible by default. You can override the default by deselecting the assignments that you do not want to terminate; these assignments retain their original statuses and the work relationship is not terminated. You can deselect all assignments except the primary assignment and the current assignment.

How Global Temporary Assignments are Processed

When you create a global temporary assignment, the existing set of employment terms and assignments in the source work relationship are suspended, and you create new objects in the destination legal employer. The status of the assignments in the source work relationship is set to Suspended-Payroll Eligible by default. You can override the default by deselecting the assignments that you do not want to suspend; these assignments retain their original statuses. The suspended objects become active again when you end the temporary assignment.

Transferring a Worker: Example

This example illustrates how to transfer a worker and shows the impact of a transfer on the employment data, depending on certain policy choices.

Scenario

Alice Walker and Gail Williams are employed by a health care company, Cook County Healthcare, in the UK. Alice works as a nurse in Archer hospital and Gail as an emergency room (ER) nurse in Butler hospital. Alice is transferring to Cook County Healthcare in the US, so Gail is working temporarily as a nurse in Archer hospital.

Employment Details

Employment Details

Alice and Gail have the following work relationships:


Person

Work Relationship

Employment Terms

Assignment

Alice Walker

Archer Hospital

Nurse Employment Terms

Nurse

Gail Williams

Butler Hospital

ER Nurse Contract

ER Nurse

This table explains the policy decisions to be followed when transferring these workers:


Transfer Details

Alice Walker

Gail Williams

What is the transfer action?

Global Transfer

Add Temporary Assignment

Who is the initiating the transfer?

Human resource (HR) specialist for the US legal employer

Current HR specialist

Does the initiator of the transfer have access to the worker's information?

No

Yes

Do any direct reports exist for the person?

Yes

No

What should be the assignment status of the current assignment?

Inactive

Suspended - No Payroll, since Gail is not paid for the current assignment during the temporary assignment period.

Does the assignment require new employment terms?

Yes

Yes

Analysis

As the HR specialist for the current legal employer, you must do the following before transferring the workers:

  • Share Alice Walker's information with the US HR specialist.

  • Reassign Alice Walker's direct reports to Gail Williams.

    Note

    You can also perform this step after transferring the workers.

Resulting Transfers

Resulting Transfers

Alice Walker: The HR specialist for the US legal employer performs the transfer after obtaining access to Alice's information. The Archer Hospital work relationship is terminated automatically and the HR specialist creates a new work relationship in the US legal employer. The Nurse employment terms and the Nurse assignment are ended and the HR specialist creates new objects in the US legal employer. A notification of the global transfer is sent automatically to the payroll administrator, who then completes the tasks for transferring Alice to the US payroll.

Gail Williams: The ER Nurse employment terms are suspended and a temporary assignment is created in the current legal employer with new employment terms. The Butler Hospital work relationship remains unchanged. The ER Nurse assignment is suspended without pay.

Promoting a Worker: Worked Example

This example illustrates how to promote a worker. Kate Williams is employed by a health care company, Cook County Healthcare. Kate is currently working as an Emergency Room Nurse in the Emergency Nursing department in Archer hospital. Kate's current grade is E4. Kate's manager has decided to promote her to an Emergency Nurse Manager.

The following table summarizes key decisions for this scenario:


Decisions to Consider

In This Example

When is the promotion effective from?

June 1, 2011

What is the new job name?

Emergency Nurse Manager

Is there a department change?

No

What is the new grade?

M1

Is there a salary change?

Yes, the salary basis is changed from monthly to annually and the new annual salary is $85,000 .

Is there a manager change?

Yes, the new HR manager is Pat Miller.

Is there a change in the compensation distribution?

No

Does the promotion involve any role change?

Yes, Kate has two additional roles Emergency Nurse Manager and Emergency Room Administrator.

Use the default values except where indicated.

Enter Employment Details

  1. On the Person Gallery page, search for and select Kate Williams.
  2. Select Personal and Employment - Promote in the Actions list to open the Promote Kate Williams: Employment Details page.
  3. Complete the fields as shown in this table.

    Field

    Value

    Promotion Date

    6/1/11

    Job

    Emergency Nurse Manager

    Working as a Manager

    Yes

    Grade

    M1


  4. Complete the manager details, as shown in this table.

    Field

    Value

    Name

    Pat Miller

    Type

    HR Manager


View Supporting Analytics

The analytics provide supporting information relevant to the promotion and aid you in completing the task.

  1. Select the Performance tab to view Kate's recent performance documents.
  2. Select the Peer Comparison tab to compare Kate's performance and potential scores with the scores of the other reports.
  3. Select the Competency Match tab to compare Kate's competencies with the competency requirements of her new job.
  4. Select the Promotion Analytics tab to compare Kate's promotion information with that of workers of similar job and grade.
  5. Select the Assignment Changes tab to view Kate's assignment history and analyze the salary changes.
  6. Select the Probability of Attrition tab to analyze the effect of the promotion on Kate's predicted performance and attrition level.
  7. Click Next to enter the compensation details

Enter Compensation Details

  1. On the Promote Kate Williams: Compensation Details page, complete the fields, as shown in this table.

    Field

    Value

    New Salary Basis

    Annually

    New Salary

    85,000


View Compensation-Related Analytics

  1. Select the Salary Range tab to analyze whether Kate's proposed salary falls within the specified grade range.
  2. Select the History tab to view Kate's salary changes over time.
  3. Select the Percentage Change tab to view what percentage Kate's salary has changed over time.
  4. Select the Compa-Ratio tab to analyze how the change in Kate's compa-ratio compares to change in salary, over time.
  5. Select the Growth Rate tab to analyze how Kate's salary has grown over time.

Enter Roles Information

  1. On the Promote Kate Williams: Roles page, click Add Role.
  2. Search for and select the Emergency Room Administrator role.
  3. Click Next to review your choices and entries.
  4. On the Promote Kate Williams: Review page, click Submit.

FAQs for Promotions and Transfers

Can I initiate a transfer if I do not have access to all of the person's assignments?

No. Any user who has access to all of the person's assignments can initiate the transfer.

Does a person transfer to another payroll automatically during a global transfer?

No. If you use Oracle Fusion Global Payroll, a notification is automatically sent to the payroll administrator when you create a new work relationship in the course of initiating a global transfer or global temporary assignment. The payroll administrator then completes the relevant tasks to transfer the person to another payroll.

How can I use social networking for a promotion?

If the Promote page has a Social link, you can invite others to collaborate about a promotion. For example, a manager can initiate a conversation with the human resources (HR) specialist to ask questions about completing the promotion transaction. The conversation remains with the promotion as a historical record.

To use social networking:

  • Click Social on the Promote page to collaborate about the promotion. Click the Share button, or click Join if collaboration has already been initiated.

  • Click the name of the promotion transaction to access its wall, where you can start conversations and add members.

  • After collaboration is initiated for a promotion, anyone at your company can be invited to participate in a conversation about it. For example, the manager invites the HR specialist.

  • On the wall of the promotion transaction, everyone invited can view basic attributes of the promotion and post documents and comments that all members can see.

  • Use the presence indicators to identify who is available to answer your questions.

Terminate Worker

Terminations: Explained

When workers or nonworkers leave the enterprise, you terminate their work relationships.

Terminating Work Relationships

Terminate a work relationship, either worker or nonworker, if you want to end all the assignments in the work relationship. Use the Manage Employment page to end an individual assignment within the work relationship. If the person has a single assignment, however, the only way to end the assignment is to terminate the entire work relationship. If a person has multiple work relationships and you want to terminate all of them, you must terminate one work relationship at a time, leaving the primary relationship until last.

Ending Employment

When you terminate a work relationship, any employment terms and assignments associated with the work relationship are ended automatically. The status of the work relationship and the associated employment terms and assignments are changed to inactive on the day following the termination date. The period of service, both legal employer and enterprise, ends on the termination date. The person becomes an ex-employee or ex-contingent worker for that legal employer. Rehire the employee or renew the contingent worker placement to create a new period of service. The person's user access and roles are revoked by default after the termination date. You can choose to revoke user access earlier, as soon as the termination is approved. (This could mean revoking user access before the termination date.)

Payroll Termination

If you are using Oracle Payroll, a notification is sent to the payroll administrator informing the administrator of the termination. The payroll administrator then completes the relevant tasks required to complete the payroll termination.

Reversing Terminations: Explained

You may want to reverse a termination and reinstate the work relationship as it was prior to the termination, for example, because you terminated a person in error or the person decided not to leave.

Reversing a Termination

You can reverse a termination at any time provided the same legal employer has not rehired the employee (or started a new placement for a contingent worker). This is because a person cannot have multiple employee or contingent worker relationships with the same legal employer at the same time. For example, consider that an employee was terminated on April 15, and the same legal employer rehired the employee on May 1. You want to reverse the termination on May 15, but you cannot do so because this causes the employee to have two concurrent work relationships with the same legal employer.

Restoring Employment Data

When you reverse a termination, any work relationships, assignments, and employment terms previously ended are restored with the statuses prior to the termination. The payroll administrator is notified of the reversal of the termination, who then completes the relevant tasks required to reverse the payroll termination. If the termination caused reassignment of a primary work relationship or assignment, then the reversal of the termination restores their primary statuses as they were before the termination.

Validating Employment Data

When you reverse a termination, the elements assigned to the person prior to termination action being taken are restored. This means that any future-dated employment changes or employment actions occurring after the termination action are not restored. For example, consider that the employee's department was end-dated after his termination and all employees were relocated to another department. The reversal of the termination restores the end-dated department and not the new department. You must manually verify the validity of the employment data after reversing a termination and make any required changes.

User Access and Roles

When you reverse a termination:

  • Any role, such as beneficiary, that was provisioned to the person automatically at termination is automatically deprovisioned.

  • Both manually and automatically provisioned roles that were deprovisioned when the work relationship was terminated are automatically restored to the person.

  • If the person's user account was disabled at termination, it is automatically re-enabled.

Sensitive Transactions: How They are Processed

Certain future-dated terminations such as involuntary layoffs may be sensitive and need to be hidden from everyone until an appropriate time. Any future-dated termination transaction having a deferred processing date is considered a sensitive transaction.

Sensitive Transactions

To identify a termination as sensitive, you must enable deferred processing and specify when to process the changes. The processing of the termination is deferred to the date you specify. If the transaction goes through an approval process, and the processing date you specified occurs prior to approval, then the processing is deferred until final approval. In either case, the termination is hidden from everyone except the initiator, approvers, and notification recipients until the time the transaction is processed and applied to the database.

Sensitive and Concurrent Transactions

Sensitive transactions affect how concurrent transactions are processed. You cannot initiate a transaction for a person if there is a concurrent transaction pending approval for the same person. If however the concurrent transaction is a sensitive termination, you can initiate a transaction for the same person because the presence of a sensitive transaction cannot be disclosed. Enabling concurrent transactions can create potential data conflicts. If the conflicts cannot be resolved automatically, the application routes the actions to a person with a Human Resources (HR) Representative responsibility. The following example illustrates some potential data conflicts and suggests ways of resolving them.

Example: Concurrent Transfer and Termination

Suppose a line manager initiated a transfer for a worker when a sensitive termination was pending for approval for the same person. The termination is now approved and applied to the database, which may give rise to the following data conflicts. As the worker's HR Representative, you must manually apply the required changes to resolve the conflicts.

  • The transfer is still pending approval and the effective date of the transfer is later than or same as the termination date. In this case, the application automatically rejects the transfer and notifies you.

  • The transfer is still pending and the effective date of the transfer is earlier than the termination date. You receive a notification that you can withdraw the transfer because the worker is already terminated. If you choose not to withdraw the transfer, you receive a notification again (when the transfer is applied) that you must re-enter the transfer. You must re-enter the transfer so that the transfer details are reflected in the inactive assignment created by the termination.

  • The transfer is applied to the database and the effective date of the transfer is later than or same as the termination date. The sensitive termination was hidden at the time the transfer was initiated, however, the transfer conflicts with the termination. You receive a notification that you must delete the transfer and re-enter the termination. You must re-enter the termination because of data changes that occurred after the termination was initiated.

  • The transfer is applied to the database and the effective date of the transfer is earlier than or same as the termination date. You receive a notification that you must re-enter the termination. You must re-enter the termination because of data changes that occurred after the termination was initiated.

Simple Termination Process: Explained

When workers or nonworkers leave the enterprise, you terminate their work relationships. As a line manager, you can initiate the termination of people who report to you, using the simple termination process. When you terminate a work relationship, the assignments associated with the work relationship are ended automatically. The status of the work relationship and the associated assignments are changed to inactive on the day following the termination date. The period of service, both legal employer and enterprise, ends on the termination date. The person becomes an ex-employee or ex-contingent worker for that legal employer. Rehire the employee or renew the contingent worker to create a new period of service. The person's user access and roles are revoked by default after the termination date. You can choose to revoke user access earlier, as soon as the termination is approved. (This could mean revoking user access before the termination date). Human resource specialists may use this process as an alternative, to initiate a simple termination.

Hiding Terminations: Critical Choices

When entering sensitive terminations, you can decide to hide the termination for a specified period. There are two options available for hiding terminations:

  • Termination display

  • Deferred processing

Termination Display

You can choose to hide the termination when entering the termination details, before submitting the termination. The termination display option controls whether the termination appears in the gallery portrait. When you enter mass terminations, for example, you may want to terminate the persons immediately, but postpone displaying the terminations in the gallery portrait for a certain period of time. Use the termination display option to hide the terminations for a specified period after the termination dates. During this period, the terminations are visible only to those users who have access to the terminated persons' records.

Deferred Processing

As part of submitting the termination, you can choose to defer the processing of the termination transaction. The deferred processing option is typically useful to hide terminations with a future-effective date. For example, consider that you want to enter involuntary future-dated terminations. You want to submit the terminations but defer processing them until the termination dates because the persons you are terminating have access to functionality that exposes their terminations to them. Use the Deferred Processing option to postpone processing the terminations until the termination dates. This hides the terminations from everyone except the initiator, approvers, and notification recipients until the time the transactions are processed.

Terminating a Work Relationship: Example

This example illustrates how to terminate a work relationship when the person has multiple assignments, direct reports, and future-dated transfer actions. The example also shows the impact of a termination on the employment data, depending on certain policy choices.

Scenario

Samantha Green and John Smith are employed by a health care company, Cook County Healthcare. Samantha works primarily as a nurse in Archer hospital and as a volunteer nurse in Butler hospital. John works under a contract as a radiologist in Kent hospital. The enterprise has decided to terminate John whereas Samantha's termination is voluntary.

Employment and Termination Details

Employment and Termination Details

Samantha and John have the following work relationships:


Person

Work Relationship

Worker Type

Employment Terms

Assignment

Future-Dated Transfer Actions

Direct Reports Existing

Samantha Green

Archer Hospital

Employee

None

Nurse

No

Yes

Samantha Green

Butler Hospital

Nonworker

Volunteer Nurse Employment Terms

Volunteer Nurse

No

No

John Smith

Kent Hospital

Contingent Worker

Radiologist Contract

Radiologist

Yes

No

This table explains the policy decisions to be followed when terminating these work relationships:


Termination Details

Samantha Green

John Smith

Can the termination be made public?

Yes

No. Postpone displaying the termination in the gallery portrait for a week since other involuntary terminations have to be entered.

When should the user access be revoked?

After the termination date

Immediately after termination is approved and saved, not waiting until the termination date

Is the person recommended for rehire?

Yes

No

Is payment processing required after termination?

Not required for Butler Hospital since this is a nonworker relationship and payment for this relationship is not via payroll

Yes

Analysis

Before terminating these work relationships, you must:

  • Reassign Samantha Green's direct reports to another manager using the Change Manager page.

  • Delete John Smith's future-dated global transfer and cancel the new work relationship created for the transfer.

You cannot terminate the primary work relationship when there are other nonprimary work relationships existing for the person. So, terminate Samantha's nonworker relationship to Butler Hospital first.

Resulting Terminations

Resulting Terminations

Samantha Green: When you terminate the two work relationships, the associated employment terms and assignments are also ended. The status of these objects is changed to inactive on the day following the termination date. Samantha's roles and user accounts are revoked after the termination date. Her period of service with the legal employers Archer Hospital and Butler Hospital and the enterprise Cook County Healthcare is ended on the termination date. She becomes an ex-employee for the legal employer Archer Hospital and ex-nonworker for Butler Hospital. A notification of the Archer Hospital work relationship termination is sent automatically to the payroll administrator, who then completes the tasks for terminating the payroll.

John Smith: John's roles and user accounts are revoked before the termination date, as soon as the termination is approved. The termination causes the work relationship, contract, employment terms, and the assignment to end. The status of these objects is changed to inactive on the day following the termination date. His period of service with the legal employer Kent hospital and the enterprise Cook County Healthcare is ended on the termination date. He becomes an ex-contingentworker for the legal employer. A notification of the termination is sent automatically to the payroll administrator, who then completes the tasks for terminating the payroll.

FAQs for Terminate Worker

Can I terminate a work relationship if there are future-dated employment changes?

You can terminate a work relationship if there are any future-dated employment changes except transfers. All future-dated changes are lost when you terminate the work relationship. If any future-dated transfer actions exist, you must manually delete them and cancel any new work relationship before you terminate the work relationship.

How can line managers reassign persons' direct reports?

Line managers can use the Change Manager page to reassign persons' direct reports, for example, when persons are transferred, promoted, or terminated.

What happens if there are data conflicts after terminating a person?

It is not possible to automatically identify and resolve every conflict scenario resulting from terminating a person. You must make any required changes to the data manually. For example, you must manually reassign any checklist tasks assigned to the terminated person or cancel any training scheduled for the person.

What happens if I revoke user access from a person with multiple work relationships?

The person loses any automatically provisioned role that was provisioned for assignments in this work relationship only. However, the person retains automatically provisioned roles for which he or she is eligible in other work relationships. The person also retains all manually provisioned roles. If any manually provisioned role is no longer required, it must be deprovisioned manually.

If the person has other, current work relationships or roles provisioned automatically at termination, such as beneficiary or retiree, then the person's user account remains active and available to the person.

What's the impact of entering a rehire recommendation?

You enter a rehire recommendation to indicate whether the person can be rehired in the future. However, this is for information purposes only. This data is not used to determine whether a person can be rehired.

Manage Direct Reports

Managing Direct Reports: Explained

You can reassign existing line reports to new managers, as of the same effective date. When you reassign direct reports, changes occur at the assignment level for each direct.

Reassigning Direct Reports

You can reassign all or selected direct reports to new managers. However, if the current manager is being terminated, you must reassign all the reports. You can select the same new manager for all the reports or a different new manager for each report. For example, John Smith has been transferred to another department and his line reports need to be reassigned. John has four line reports and you want to reassign them to new line managers. You can reassign three of his reports to the same new line manager and the fourth report to a different line manager. Some of John's existing reports may still be reporting to him in his new department.

If a majority of directs are being reassigned to the same new manager, you can select this manager as the proposed manager by default for all the reports, and later reassign selected directs to different managers.

When reassigning reports, you cannot change the manager type. For example, if the direct is a line report for the current manager, you can reassign the direct only as a line report to a new manager, but not as a direct of other type, such as a project report or a mentee.

The Manage Direct Reports task does not assign new roles to managers during the reassign process. You must manage the assignment of roles through the role mapping functionality. For persons who did not have reports before the reassign process, you must assign manager roles.

Areas of Responsibility

Areas of responsibility associated with the manager's role are not affected by the Manage Direct Reports task. For example, if a line manager also has an area of responsibility as an HR representative, the HR reports cannot be managed from this task.

FAQs for Manage Direct Reports

What's the difference between the Change Manager and Manage Direct Reports functionalities?

The Change Manager functionality enables you to change managers of all types, but for only one worker at a time. The Manage Direct Reports functionality enables you to reassign all the line reports of a manager to new managers in a single process.

Can I reassign indirect reports of the manager from the same Manage Direct Reports task?

No, you can reassign only direct reports of the manager.

Manage Mass Updates

Mass Updates: Explained

You may need to update multiple records at one time, for example, transfer all workers in a department together as part of a company reorganization. Mass update enables you to update multiple records using a single update request.

Mass Assignment Change

Create a mass assignment change to update multiple worker assignments at once. The action categorizes the type of assignment change. For a mass assignment change, you can select from a list of employment-related actions such Assignment Change, Transfer, or Promotion.

Mass Assignment Change Using Spreadsheet

You can download your data from the Verification page into a spreadsheet if there are too many rows and if it is easier to make the changes in a spreadsheet format. Before you can do this, you must have installed the desktop client Oracle ADF 11g Desktop Integration and enabled the Trust Center setting Trust access to the VBA project object in Microsoft Excel. You could make the changes offline, check in the data, and verify the changes from within the spreadsheet. Using personalization, you can add additional attributes on the Changes page; however, these attributes are hidden when you download the data into a spreadsheet. To display the hidden attributes in the spreadsheet, use the Unhide feature in Microsoft Excel. You can check in and verify the data in the spreadsheet multiple times to accommodate revisions. After the final check in, you must navigate to the Review page of the mass assignment change (in the application) to submit the changes.

Note

The mass update transaction is automatically saved when you navigate to the Verification page. This means the earlier mass update is overwritten with the current changes and cannot be restored by cancelling the current transaction.

Assignments With Future Changes

You can either include or exclude assignments with future changes in the mass update. If you include assignments with future changes, you must manually adjust those records whose effective date of change is later than the mass update date, to resolve any conflicts. For those assignments with changes existing on the same date of the mass assignment change, the mass update is applied as the last change and previous assignment changes are retained.

Assignments and Employment Terms

You can include assignments associated with employment terms in the mass assignment change. If override at assignment level is permitted, you can update the assignments but the employment terms are unaffected. If override at assignment level is not permitted, you cannot update the associated assignments in the mass assignment change, even if you include them. However, this restriction applies only to the attribute values specified on the employment terms; you can still update the attribute values specified on the assignment. The attributes that you are not permitted to update appear disabled in the mass assignment change.

Mass Update Statuses: Explained

The mass update status is an indicator of what actions have been completed in the mass update process and what actions are yet to complete.

The following table summarizes the mass update statuses and their meanings:


Status

Meaning

Initiated

The status is automatically set to Initiated when you create a mass update

Awaiting user verification

Mass update changes are awaiting verification

Awaiting user verification - exported

You have exported the mass update rows to a spreadsheet

Awaiting user verification - imported

Changes in the checked-in spreadsheet are awaiting verification

Completed

Mass update is complete

Creating a Mass Transfer: Worked Example

This example illustrates how to update multiple assignments at one time using mass update. As part of the company reorganization, all workers in the Applications Support business unit must be transferred to the Global Support business unit. The transfer involves a change in department and work location.

The following table summarizes key decisions for this scenario:


Decisions to Consider

In this Example

Include assignments with future changes?

No, transfer these assignments separately and not as a part of this mass update

Are any assignments associated with employment terms?

Yes

Note

You can include employment terms in the mass transfer but update only the associated assignments and not the employment terms themselves.

Department and location changes applicable to all workers?

No, the location change does not apply to persons working at home

Creating a Mass Transfer

  1. On the Manage Mass Updates page, click Create to open the Create Mass Assignment Change: Basic Details page.
  2. Complete the fields, as shown in this table:

    Field

    Value

    Name

    Reorganization September 2011

    Action

    Transfer

    Assignments with Future Changes

    Show errors and exclude assignments


  3. Click Next.

Selecting the Population

  1. On the Create Mass Assignment Change: Population page, click Select and Add to open the Select and Add: Persons page.
  2. Click Advanced to open the Advanced Search page.
  3. Select the Applications Support department and click Search.
  4. Select all the rows in the search results.
  5. Click OK to display the search results in the Selected Persons region.
  6. Click Next.

Entering the Changes

  1. On the Create Mass Assignment Change: Changes page, complete the fields, as shown in this table:

    Field

    Value

    Business Unit

    Global Support

    Department

    Global Applications Support

    Building

    New Pleasanton Campus


  2. Click Next.

Verifying the Changes

  1. On the Create Mass Assignment Change: Verification page, in the Proposed Changes column, delete the Building value New Pleasanton Campus for those persons working at home.
  2. Click Verify Changes and review any errors and warnings.
  3. Click Next.
  4. In the Create Mass Assignment Change: Review page, review the current and proposed values.
  5. Click Submit.

FAQs for Manage Mass Updates

Can I update employment terms via mass transfer?

No. You can include assignments associated with employment terms in a mass transfer and update the assignments but the employment terms are unaffected.

Can I make changes in the mass update after submitting it?

No. You can save the mass update for later, and edit or delete the mass update any time before submitting it.