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

Define Key Flexfields

Oracle HRMS Flexfields

Work Structures and Key Flexfields

Costing in Oracle HRMS

Oracle Applications Flexfields Guide

Step 1 Specify Key Flexfield Structures for Business Group

There are 5 Key Flexfield Structures you must define before you can define a Business Group in Oracle HRMS. These are:

• Job

• Position

• Grade

• People Group

• Cost Allocation

• The Structure Name and the number of Segments

• The Flexfield Segment Names, Order, Validation Options and Qualifiers

• The Flexfield Value Sets to be used and any lists of values

• Define Flexfield Value Sets

• Define Key Flexfield Segments

• Define Flexfield Segment Values

• Define Key Flexfield Cross-Validation Rules

• Define Key Flexfield Aliases

• Freeze and Compile Key Flexfield Structure

• Run Create Key Flexfield Database Items process

Step 2 Define Job Flexfield

After you have specified your requirements to take best advantage of the flexibility of Oracle HRMS for recording and reporting Job information in your enterprise, the implementation sequence which you follow is:

1. Define Job Flexfield Value Sets

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

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

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

Note: Use the Define Value Set form.

2. Define Job Flexfield Segments

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

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you will not be able to create new job name combinations in the Job window.

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

Note: Use the Define Key Flexfield Segments form.

3. Define Job Flexfield Segment Values

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

Note: Use the Define Segment Values form.

4. Define Job Flexfield Cross Validation Rules

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

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

Note: Use the Define Cross-Validation Rule form.

5. Define Job Flexfield Aliases

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

Note: Use the Define Shorthand Aliases form.

6. Freeze and Compile Your Job Flexfield Structure

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

Note: Use the Define Key Flexfield Segments form.

7. Run Create Key Flexfield Database Items process

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

Note: Use the Submit a New Request form.

See: Running Oracle Applications Reports and Programs

Step 3 Define Position Flexfield

After you have specified your requirements to take best advantage of the flexibility of Oracle Human Resource Management Systems for recording and reporting Position information in your enterprise, the implementation sequence which you follow is:

1. Define Position Flexfield Value Sets

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

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

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

Note: Use the Define Value Set form.

2. Define Position Flexfield Segments

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

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you will not be able to create new position name combinations in the Position window.

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

Note: Use the Define Key Flexfield Segments form.

3. Define Position Flexfield Segment Values

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

Note: Use the Define Segment Values form.

4. Define Position Flexfield Cross Validation Rules

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

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

Note: Use the Define Cross-Validation Rule form.

5. Define Position Flexfield Aliases

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

Note: Use the Define Shorthand Aliases form.

6. Freeze and Compile Your Position Flexfield Structure

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

Note: Use the Define Key Flexfield Segments form.

7. Run Create Key Flexfield Database Items process

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

Note: Use the Submit a New Request form.

See: Running Oracle Applications Reports and Programs

Step 4 Define Grade Flexfield

After you have specified your requirements to take best advantage of the flexibility of Oracle Human Resource Management Systems for recording and reporting Grade information in your enterprise, the implementation sequence which you follow is:

1. Define Grade Flexfield Value Sets

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

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

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

Note: Use the Define Value Set form.

2. Define Grade Flexfield Segments

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

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you will not be able to create new grade name combinations in the Grades window.

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

Note: Use the Define Key Flexfield Segments form.

3. Define Grade Flexfield Segment Values

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

Note: Use the Define Segment Values form.

4. Define Grade Flexfield Cross Validation Rules

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

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

Note: Use the Define Cross-Validation Rule form.

5. Define Grade Flexfield Aliases

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

Note: Use the Define Shorthand Aliases form.

6. Freeze and Compile Your Grade Flexfield Structure

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

Note: Use the Define Key Flexfield Segments form.

7. Run Create Key Flexfield Database Items process

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

Note: Use the Submit a New Request form.

See: Running Oracle Applications Reports and Programs

Step 5 Define People Group Flexfield

See: Representing Other Employee Groups

People Group information is associated with employee assignments and is used to identify special groups of employees in your enterprise, such as members of a union.

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

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

After you have specified your requirements to take best advantage of the flexibility of Oracle HRMS for recording and reporting People Group information in your enterprise, the implementation sequence you follow is:

1. Define People Group Flexfield Value Sets

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

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

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

Note: Use the Define Value Set form.

2. Define People Group Flexfield Segments

Define a structure for your People Group Flexfield which contains the segments you want to use for your Business Group. You will use this structure to enter People Group details in the Assignment window.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you will not be able to enter People Group information in the Assignment window.

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

Note: Use the Define Key Flexfield Segments form.

3. Define People Group Flexfield Segment Values

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

Note: Use the Define Segment Values form.

4. Define People Group Flexfield Cross Validation Rules

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

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

Note: Use the Define Cross-Validation Rule form.

5. Define People Group Flexfield Aliases

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

Note: Use the Define Shorthand Aliases form.

6. Freeze and Compile Your People Group Flexfield Structure

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

Note: Use the Define Key Flexfield Segments form.

7. Run Create Key Flexfield Database Items process

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

Note: Use the Submit a New Request form.

See: Running Oracle Applications Reports and Programs

Step 6 Define Cost Allocation Flexfield

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

See: Costing in Oracle HRMS

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

After you have specified your requirements to take best advantage of the flexibility for recording and reporting costing information in your enterprise, the implementation sequence which you follow is:

1. Define Cost Allocation Flexfield Value Sets

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

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

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

Note: Use the Define Value Set form.

2. Define Cost Allocation Flexfield Segments and Qualifiers

Define a structure for your Cost Allocation Flexfield which contains the segments you want to use for your Business Group. You will use this structure to enter your payroll costing details in Oracle HRMS.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you will not be able to enter Costing details anywhere on the system.

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

Note: Use the Define Key Flexfield Segments form.

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

3. Define Cost Allocation Flexfield Segment Values

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

Note: Use the Define Segment Values form.

4. Define Cost Allocation Flexfield Cross Validation Rules

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

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

Note: Use the Define Cross-Validation Rule form.

5. Define Cost Allocation Flexfield Aliases

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

Note: Use the Define Shorthand Aliases form.

6. Freeze and Compile Your Cost Allocation Flexfield Structure

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

Note: Use the Define Key Flexfield Segments form.

Define Descriptive Flexfields

User Definable Descriptive Flexfields

Oracle Applications Flexfields Guide

Step 7 Specify Descriptive Flexfield Contexts for Additional Details

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

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

Warning: The descriptive flexfield is defined at the level of the base-table. This means that any window which uses the base-table will display the same descriptive flexfield segments. In this example, the Driver's License Number will appear in the Contact window, as well as the Person window.

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

• The Context and the number of Segments for each Context

• The Flexfield Segment Names, Order and Validation Options

• The Flexfield Value Sets to be used and any lists of values

• Global Segments

Segments always appear in the flexfield window.

• Context-Sensitive Segments

Segments appear only when a defined context exists. You can prompt a user to enter the context, or you can provide the context automatically from a reference field in the same region.

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

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

Attention: If you want to include descriptive flexfield Segment Values in the list of Values for DateTrack History you will need to modify the DateTrack History Views that are supplied with the system.

See: Oracle HRMS Technical Reference Manual

Step 8 Define Descriptive Flexfields

The sequence which you follow to implement each descriptive flexfield is:

• Register any field in the same block of the window as the Context Reference Field. This field will supply the context for any context sensitive segments.

• Define Flexfield Values Sets

• Define Descriptive Flexfield Segments

• Define Flexfield Segment Values

• Run the Create Descriptive Flexfields Database Items Process

1. Register a Reference Field

You must use the Application Developer Responsibility to update the definition of the descriptive flexfield.

Note: Use the Register Descriptive Flexfields form.

• Query the flexfield you want to update.

• Navigate to the Reference Fields block and enter the name of the Reference Field you want to use.

• Save your choices.

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

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

It is possible that Oracle HRMS will use other segments of these flexfields in the future. Therefore, do not add segments to any protected flexfield. This can affect your ability to upgrade your system in the future.

2. Define Flexfield Value Sets

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

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

• The attributes of the Value Set will also control how the values are to be validated.

Note: Use the Define Value Set form.

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

3. Define Descriptive Flexfield Segments.

Define the segments of your descriptive flexfield for each Context.

• Use Global Context to define any segments which will always appear in the flexfield window.

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

Freeze and compile your descriptive flexfield definitions.

Note: Use the Define Descriptive Flexfield Segments form.

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

Warning: If you define a segment as 'Required', it will be required for every record on the system. There are two common problems you can encounter:

• If you define a 'Required' segment after you have entered records: Existing records will not have any value in this segment and the system will prompt you with an error when you query an existing record.

• Some descriptive flexfields are used in more than one block. For example, any 'Required' segments for Additional Personal Details must be entered for every Employee, Applicant or Contact.

4. Define Flexfield Segment Values

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

Note: Use the Define Segment Values form.

5. Run Create Descriptive Flexfields Database Items Process

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

Note: Use the Submit a New Request form.

See: Running Oracle Applications Reports and Programs

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

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