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Restricting the Data Displayed in a Window

Person Types

Step 41 Define Person Types

Oracle HRMS lets you define your own names to identify the 'types' of people in your system. These include all types of employees, applicants and contacts, as well as current and 'ex-' types.

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

A number of System Types have been predefined. These are:

User Name	System Name	Default
Applicant	Applicant	Yes
Applicant and Ex-applicant	Applicant and Ex-applicant	Yes
Contact	External	Yes
Employee	Employee	Yes
Employee and Applicant	Employee and Applicant	Yes
Ex-applicant	Ex-applicant	Yes
Ex-employee	Ex-employee	Yes
Ex-employee and Applicant	Ex-employee and Applicant	Yes
External	External	No
Table 1 - 2.

Note: Use the Person Types form.

See: Defining Person Types

You can change these default names or define any number of new user types. For example, you might want to use Person Type to identify employees who are on a fixed term contract, or you might want to record Special Information for dependants of employees who are a special category of External Person Type.

Step 42 Define Assignment Statuses for Employees

With Oracle HRMS you can identify the status of employees in each assignment using your own names. For example, you might want to define a special status to identify assignments which have been Suspended while the employee is temporarily assigned to another role.

Five employee user statuses are predefined. These are:

User Name	System Name	Default
Active Assignment	Active Assignment	Yes
End	End	Yes
Suspend Assignment	Suspend Assignment	Yes
Terminate Assignment	Terminate Assignment	Yes
Terminate Process Assignment	Terminate Assignment	No
Table 1 - 3.

See: Ending Employment

For each system status, you define as many user statuses as you require. These user statuses help you track the current employment circumstances of all your employees. You can also define secondary user statuses having no associated system statuses. You can use these for reporting purposes.

Note: Use the Assignment Statuses form.

See: Defining Assignment Statuses

Note: The User Statuses you define here will provide the list of values for Status in the Assignment window for an employee. If you want to change any of the seeded default values you must overtype the User Name.

Special Personal Information

Step 43 Define Personal Analysis Key Flexfield Structures

The Personal Analysis Key Flexfield is used to record special personal information which is not included as standard information. Each type of information is defined as a separate Structure of the flexfield. For example, you might set up a structure to hold medical information.

This flexfield is used in the following areas:

• Special Information details for People

• Matching requirements for Jobs and Positions

• Design your Personal Analysis Flexfield Structures.

• Define Flexfield Value Sets.

• Define Personal Analysis Flexfield Segments.

• Define Personal Analysis Flexfield Segment Values.

• Define your Personal Analysis Flexfield Cross-Validation Rules.

• Define your Personal Analysis Flexfield Aliases.

• Freeze and Compile your Personal Analysis Flexfield Structures.

Note: You cannot use the Create Key Flexfield Database Items process to create database items for the segments of your Personal Analysis Flexfield structures.

The sub-steps that follow show you how to perform all these steps.

1. Design your Personal Analysis Flexfield Structures

You need to design a Personal Analysis Flexfield Structure for each Special Information Type you want to hold in Oracle HRMS. For each structure you must include the following:

• The Structure Name and the number of Segments.

• The Flexfield Segment Names, Order and Validation Options.

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

2. Define Personal Analysis 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

3. Define Personal Analysis Flexfield Segments

Define a structure for your Personal Analysis Flexfield which contains the segments you want to use. You will use this structure to enter details in the Special Information Types window.

You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you will not be able to enter new details in the Special Information Types window.

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

Note: Use the Define Key Flexfield Segments form.

4. Define Personal Analysis Flexfield Segment Values

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

Note: Use the Define Segment Values form.

5. Define Personal Analysis 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.

6. Define Personal Analysis 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

7. Freeze and Compile Your Personal Analysis Flexfield Structure

You are now ready to freeze your 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 Personal Analysis Flexfield definition. Compiling the flexfield definition enables the flexfield window with the defaults, values and rules that you have defined.

Note: Use the Define Key Flexfield Segments form.

Step 44 Register Special Information Types for the Business Group

After you have defined your Personal Analysis Flexfield Structures you must link them to your Business Group.

You do this using your view-all responsibility.

Note: Use the Special Information Types form.

See: Enabling Special Information Types

• Select each Information Type you want to use in this Business Group.

• Select the categories for each type.

• Job for Job Requirements

• Position for Position Requirements

• Skills for use with Oracle Training Administration

• Other for use with Person Special Information

• ADA for use only in the US, for special information types set up to record information about employees with disabilities.

• OSHA for use only in the US, for a special information type set up to record information about employees' work-related injuries or illnesses.

Suggestion: If you do not check the Other category, you cannot use the type to hold information for a person. This means that you could also use the Special Information Types to hold any type of information for a Job or a Position only.