This guide also applies to on-premise implementations

2Person Management

This chapter contains the following:

Manage Workforce Lifecycle: Overview

The Manage Workforce Lifecycle business process covers all stages of a worker's association with the enterprise.

HR Specialists and Line Managers perform the following business activities of this process as shown:

  • 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 doing the following:

  • Hiring an employee

  • Adding a contingent worker

  • Adding a nonworker

  • Adding a pending worker

  • Adding a contact to the record of another person

Person records are global, independent of legal employers, and created once only for any person.

Note the following:

  • 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.

Adding a Person

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.

Action Scenario

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 doesn't 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. Note the following:

  • 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:

  • Arturo 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.

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, you have the option of not entering a work e-mail.

Note the following:

  • If you enter a work e-mail, it's sent to OIM. OIM returns the e-mail to Oracle Fusion HCM.

  • If you enter a work e-mail in OIM, it's returned to Oracle Fusion HCM but maintained in OIM.

Note

If you enter a work e-mail in Oracle Fusion HCM, a delay is likely for a period of time before OIM returns confirmation to Oracle Fusion HCM that the e-mail has been entered and that it's editable. The delay occurs because it's a process that runs in the background, therefore Oracle Fusion HCM is not updated immediately.

Once a person's work e-mail is stored in OIM, you can't edit or delete the e-mail on the Oracle Fusion HCM 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 Oracle Fusion HCM person information pages.

Note

To enter a secondary work e-mail, you must update the e-mail type lookup and add an additional value for a secondary work e-mail. However, the secondary work e-mail is not maintained by OIM.

Converting a Pending Worker: Explained

From the New Person page, you convert a pending worker to an employee or a contingent worker.

The Convert option populates the hire record for the pending worker based on details from the pending worker record. You can:

  • Review and edit the details

  • Add additional details during conversion

However, you can't 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 the pending worker record was created or later.

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.

Quick Convert Option

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. You create and manage work relationships for a person in the Person Management work area.

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

  • 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 doesn't mean that a person is working for a legal employer. It means only that there's an association between the person and the legal employer that's 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 can't terminate the primary work relationship without first selecting a different primary relationship. This restriction exists because a current worker or nonworker can't 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. You create a person record in the New Person work area. You manage work relationships in the Person Management work area.

Multiple Work Relationships of Different Types with a Single Legal Employer

The work relationships shown in this table 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

The work relationships shown in this table 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

The work relationships shown in this table 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

The work relationships shown in this tablecan 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. You create a new person in the New Person work area. You manage work relationships in the Person Management work area.

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: as shown in the table.

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. Therefore, 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 while in another, the title may be optional.

When a country-specific name style doesn't 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

A name format is a template for arranging the following components in a specified folder:

  • First name

  • Last name

  • Title

Four name formats are available, namely:

  • Display name

  • List name

  • Full name

  • Order name

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

When a person's name is displayed to the 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.

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, users in multinational enterprises can 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:

  • The global-name language for the enterprise is American English.

  • You set the local-name language in a person record to Japanese. Henceforth, 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 following fields in the new record with those in existing person records to identify matching person records:

  • First name

  • Last name

  • Date of birth

  • National IDs

Note

If you are a line manager, the application doesn't display 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 create 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 and displays the following 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

The following table explains how the records match:

Contact Name Reason for Match

Jennifer Tyler

The national ID is the same as John Ward.

John White

  • Same first name and DOB as John Ward

  • Their last names start with same character

Juana Ward

  • Same last name and DOB as John Ward

  • Their first names start with same character

Josie Ward

  • Same last name as John Ward

  • First name starts with the same character

Because the above two criteria's match, the absence of DOB 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 nonworkerwork relationships when enabled for the legal employer. You enable employment terms by selecting any of the three-tier employment models for the legal employer, using the Manage Legal Entity HCM Information task in the Setup and Maintenance work area. 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 may 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 can't 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 can't edit them on each assignment.

    The restriction on editing assignments applies only to information that you enter in the employment terms. If you don't 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 hasn't 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 can't 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 must provide in nonworker employment terms or assignments depends on the nonworker type. You add employment information for nonworkers using the Add a Nonworker task in the New Person work area.

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 don't 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?

When you create a person record, a user account is created automatically in Oracle Identity Management if automatic creation of accounts is enabled. Otherwise, you can create accounts directly in Oracle Identity Management, for example.

If user accounts already exist in Oracle Identity Management, then you can link them to person records on the Manage User Account page.

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.

Note

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.

Note the following:

  • Worker numbers identify employee and contingent workerwork 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 can't 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, you can. 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 which 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 aren't 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 can create a separate nonworker assignment, and in each nonworker assignment, you can 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. For example, once the transaction is approved, you can see the person number on the Manage Person page.

Manage Personal Information

Person Records: Explained

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

You can't create the person record in isolation because it 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

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

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.

Person Records Compared with Work Relationships

The following table compares Person Records and Work Relationship Records.

Information Type Particulars

Person Records

Holds personal information such as:

  • Name

  • Date of birth

  • Disability information

    May also apply to more than one work relationship such as National ID.

Work Relationships

Holds employment information such as:

  • Job

  • Payroll

  • Working Hours

    This can vary among work relationships and be specific to a legal employer.

    Note

    A person's worker type (for example, employee) is derived 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 show 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 workerwork 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:

Details Action Item

Miguel is married

Do the following:

  • Enter his new marital status in the country information for Brazil

  • Update his marital status in the US country information.

Miguel has a new emergency contact

Replace his previous emergency contact by doing the following:

  • End date the previous contact relationship.

  • Create a new one.

Contact relationship information is date-effective, which means you can retrieve his previous addresses if necessary.

Miguel's address

Update his addresses. Address information is date-effective, which means you can retrieve his previous addresses if necessary.

Miguel's national ID(s)

Add his Brazilian national ID, therefore the person record now holds two national IDs.

Miguel's local name

As Miguel is living and working in Brazil, you enter a local name using the 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 can't 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.

    • 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. Therefore, 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 while in another, the title may be optional.

When a country-specific name style doesn't 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

A name format is a template for arranging the following components in a specified folder:

  • First name

  • Last name

  • Title

Four name formats are available, namely:

  • Display name

  • List name

  • Full name

  • Order name

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

When a person's name is displayed to the 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.

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, users in multinational enterprises can 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:

  • The global-name language for the enterprise is American English.

  • You set the local-name language in a person record to Japanese. Henceforth, 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. You can compare items on the Manager Resources Dashboard and in the Profiles work area.

Selecting Items

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. .

Controlling Results

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 can't 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

By default, user names are generated automatically in the enterprise default format when you create a person record. Users who have the human resource specialist (HR specialist) role can change user names for existing HCM users whose records they can access. This topic describes the automatic generation of user names and explains how to change an existing user name.

User Names When Creating Users

You create an HCM user by selecting a task, such as Hire an Employee, in the New Person work area. The user name is generated automatically in the enterprise default format. This table summarizes the effects of the default formats.

Default User-Name Format Description

Defined by Oracle Identity Management

Oracle Identity Management generates the user name, typically using first and last names.

Person number

If your enterprise uses manual numbering, then any number that you enter becomes the user name.

Otherwise, the number is generated automatically and you can't edit it. The automatically generated number becomes the user name.

Work e-mail

If you enter a work e-mail, then that value becomes the user name. Otherwise, the work e-mail that Oracle Identity Management defines becomes the user name.

Existing User Names

HR specialists can change an existing user name on the Manage User Account page. Select My Workforce - Person Management from the home page. Search for and select the worker. In the Person Management work area, select Manage User Account, then Actions - Edit User Name.

The updated name, which can be in any format, is sent automatically to Oracle Identity Management.

When you change an existing user name, the user's password and roles remain the same. The user receives no automatic notification of the change. Therefore, you're recommended to send details of the updated user name to the user.

Processing a User Account Request: Explained

This topic describes the Process User Account Request action, which may appear on the Manage User Account page for users who have no user account.

The Process User Account Request Action

The Process User Account Request action is available when the status of the worker's user account is either Requested or Failed. These values indicate that the account request hasn't completed.

Selecting this action submits the request to Oracle Identity Management again. Once the request completes successfully, the account becomes available to the user. Depending on your enterprise setup, the user may receive an e-mail containing the user name and password.

Role Provisioning

Any roles that the user will have appear in the Roles section of the Manage User Account page. You can add or remove roles before selecting the Process User Account Request action. If you make changes to roles, you must click Save.

The Send Pending LDAP Requests Process

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

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..

When the data includes a range (competency ratings, for example), the comparison displays the differences from each end of the range. The comparison, however, doesn't display the differences for 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 doesn't 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 risk of loss assessed?

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

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?

The following table outlines the difference between Global names and Local names.

Name Type Description

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. 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.

To compare or perform a best-fit analysis, use the Compare action on the Manager Resources Dashboard.

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, the new change is inserted 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. This can be of any type; you need not define it as a mailing address.

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

Note

If you create a mailing address, that address doesn't 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, you can't. 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, you can. If you delete the contact, the contact's own person record continues to exist, but the contact relationship between the contact and 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 is still available.

Can I edit the personal information of a worker's contacts?

Yes, the Human Resources Specialist and the Human Resources Analyst can edit the personal information for a person's contact even if the person security profile excludes related contacts, if they have the PER_CONTACT_PERSON_PII_MA NAGEMENT_DUTY role assigned to their job role. Click the Go to the Manage Person for contact link in the Edit Contact page to edit personal information of a person's contact.

Can workers manage their own contacts?

Yes. Workers can manage their contacts directly from their portraits or while updating their marital status. For example, workers can do the following:

  • Edit existing contacts

  • Create new contacts

  • Identify emergency contacts

You can view the history of 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 sent to the user's primary work e-mail address.

How can I reset a user's password?

If you're a human resource specialist, 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?

You can run the process Send User Name and Password E-Mail Notifications from the Scheduled Processes work area. For users for whom you haven't so far requested an e-mail, this process resets passwords and sends out user names and passwords. The e-mail goes to the primary work e-mail of the user or the user's line manager. You can send the user name and password once only to any user.

Where do default user names come from?

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

The Oracle Identity Management format can also be overridden for the enterprise in Oracle Applications Cloud. Your enterprise may be using person number, party number, or primary work e-mail in place of the Oracle Identity Management format.

What happens when I link a user account?

The request to link the person or party record to the account goes automatically to Oracle Identity Management. Once the account status is Active, current roles appear in the Roles section of the Manage User Account or Edit User page, and the user can sign in. You're recommended to notify the user when the account is linked.

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

On the Manage User Account page, select Create User Account. Update account details, if appropriate, and click Save.

Once Oracle Identity Management processes the request successfully, the account becomes available.

Note

If automatic creation of accounts is disabled, you can't use the Create User Account action. Instead, create accounts directly in Oracle Identity Management, for example.

What happens if I edit a user name?

The updated user name is sent to Oracle Identity Management for processing when you click Save on the Manage User Account or Edit User page. The account status remains Active, and the user's roles and password are unaffected. As the user isn't notified automatically of the change, you're recommended to notify the user.

Only human resource specialists can edit user names.

What happens when I copy personal data to LDAP?

Oracle Identity Management holds some personal information about users, such as name, work phone, and work location address. Changes to personal information in Oracle Fusion Human Capital Management are copied automatically at intervals to Oracle Identity Management. To send any changes to Oracle Identity Management immediately, you can perform the Copy Personal Data to LDAP action. This action is optional.

Why does this person have no user account?

Automatic creation of user accounts may be disabled. In this case, you create accounts directly in Oracle Identity Management, for example.

You can link an existing Oracle Identity Management user account to the worker on the Manage User Account page. This action may be necessary if the account was created automatically but a problem occurred before a link to the worker was established.