People Management

People Management Overview

Oracle HRMS provides you with an efficient and flexible people management system to organize your workforce as your enterprise requires. Using Oracle HRMS you can:

Managing Workforce Details

You can manage your workforce details using the following features of Oracle HRMS:

Managing Your Workforce

You can record details of your workforce on a daily basis using the People Management templates or the People and Assignment windows.

Recording Additional Information

In addition to the workforce information you enter, you can set up flexfields to capture information unique to your enterprise. For example, you can define Special Information Types to hold employee disciplinary records and Extra Information Types to record data required by your localization such as birth certificate details.

To understand the difference between Special Information Types and Extra Information Types, see: Extra Information Types (EITs), Oracle HRMS Configuring, Reporting, and System Administration Guide

Workforce Management Using Oracle Self-Service Human Resources

Oracle Self-Service Human Resources (SSHR) enables line managers, employees, and contingent workers to update their personal and professional information through interfaces personalized to their roles, work content, and information needs. Line managers can perform day-to-day HR tasks such as updating the employees' assignment details and processing transfers, promotions, and terminations. To work with Oracle SSHR, you must purchase the license from Oracle. For information on licenses, contact your Oracle sales representative.

See: Using SSHR for Workforce Sourcing and Deployment, Oracle Self-Service Human Resources Deploy Self-Service Capability Guide

Reporting on Workforce Management

Oracle HRMS and Oracle HR Intelligence (HRI) provide a range of reports to track your workforce deployment. For example:

Key Concepts

To effectively use Oracle HRMS for workforce management, see:

People Management

How does Oracle HRMS enable you to manage all the people who make up your enterprise?

Using Oracle HRMS you can hold, inquire on, and track a wide range of personal information. This can include medical details, work schedules, preferred languages for correspondence, and personal contacts, as well as the basic details such as date of birth, employee number, and addresses.

You also need to record information about what the people in your enterprise are employed to do. You can enter, maintain, report, and inquire about all aspects of employment information.

Oracle HRMS enables you to enter and track people from the day they apply for a job to the day they leave your enterprise.

Can you enter information specific to your enterprise?

Yes, you can. Not every enterprise holds the same information about its workforce, so you can configure Oracle HRMS using descriptive flexfields, Extra Information Types, and Special Information Types to record everything you need to know.

Does Oracle HRMS provide any specific features for managing contingent workers?

Yes, Oracle HRMS enables you to treat contingent workers as an entirely separate category of human resource that you can process and report on separately from employees.

How can I update a batch of assignments together, as when a department relocates?

The Mass Assignment Update feature enables you to update assignment information for multiple employees and contingent workers in a single business group using a single update request. You can also update assignment information for multiple applicants using a single update request.

My organization is relocating in three months; is it possible to create a future-dated assignment update?

Yes it is. The mass update to be submitted must operate at one effective date, which can be a past, present, or future date. The effective date is the date on which the change is recorded, and the date the update is submitted.

Does Oracle HRMS provide features to update worker information across business groups using a single responsibility?

Yes. You can use the People Management templates to query and update worker information across business groups using a single responsibility. Oracle HRMS provides a search criterion called Business Group in addition to the existing criteria in the Find window of any people management template. This criterion enables you to search for employees belonging to one or more business groups.

When you perform a search, the Summary and Maintain windows display the business group to which the worker belongs. In addition, the key flexfields, descriptive flexfields, special information types, and extra information types display data that is appropriate to that worker's business group.

Can I move people automatically from one business group to another?

Yes. Using the Global Deployments function, HR Professionals can transfer an employee either permanently or temporarily to a different business group.

At the start of the deployment, Oracle HRMS automatically creates or updates employee records in the destination business group. If the transfer is permanent, then HRMS terminates employee records in the source business group. If the transfer is temporary, then HRMS suspends the employee's current assignments. When the employee returns from a temporary deployment, HRMS automatically terminates the employee record in the destination business group and reinstates suspended assignments in the source business group.

What are personnel actions?

Personnel Actions are business activities that define and document the status and conditions of employment, such as hiring, training, placement, discipline, promotion, transfer, compensation, or termination.

Personnel Actions fall into three overall types:

Oracle Self Service Human Resources (SSHR) provides a configurable set of tools and web flows for initiating, approving, and managing these activities.

In what ways does Oracle SSHR make it easier to manage personnel actions?

You can process multiple actions on the same person concurrently, so you needn't wait for other actions to process before initiating one of your own. The application calculates a person's eligibility for you automatically. Approvers can return an action to any previous approver for correction. Any approver on the chain with appropriate permissions can update an action, even change the effective date. You can also specify the date on which an action takes effect, or make it effective on final approval. The application gives you easy access to information about your people, the other approvers on the chain of recipients, your pending actions, and actions on your people awaiting the approval of others.

Document management features enable you to automatically generate business documents, such as a request or notification, correspondence, or a contract. "What-If" analysis enables you to see the impact of your proposed change on a person's entitlement to compensation or benefits, before submitting the change for approval. You can attach supporting documents to an action, such as a resume, certificate, photo, or web address.

The flexibility of allowing multiple transactions and allowing any approver to change the effective date can lead to conflicts with other pending or approved actions. How does Oracle SSHR help manage this?

If someone makes a change to a person's record before you can approve your action, your setup can specify that the application add the updated information from the intervening change, or preserve your data. The application informs you of the status of the changes in a table that displays the original, intervening, and refreshed values.

Your setup can also specify that the application inform you when it encounters a future-dated change to the person's record. In this situation, the application routes your action to a Human Resources representative on approval, for manual entry of the changes.

I need to approve an absence, how do I know if another worker is available to cover the time?

You can use the Review Resource Availability page using the HR Professional responsibility to view a worker's schedule and any calendar events that affect their time. The application searches the person's schedules and applicable calendar events within the dates you specify, and displays the results in a table.

Use the integrated features from Oracle HRMS and Oracle Common Application Components (CAC) to set up shifts, schedules, and calendar events, so you can determine the availability of your workforce.

People

People in a Global Enterprise

Based on a common core application for all countries, Oracle HRMS provides you with the ability to support both local and corporate requirements for global enterprises.

People who are employees, contingent workers, applicants, or contacts of other internal people are entered within a legislative or cultural context. In Oracle HRMS, this means they have a record in a business group that complies with the legislative requirements of a specific country.

From a corporate perspective, for your employees, contingent workers, and applicants you also need to view this information across business groups to enable you to set up reporting lines and relationships between people and organizations in different countries.

As part of your global enterprise, you may have international employees who transfer between business groups to work temporarily in other countries. It is likely in this instance that you will have several local records for that person in different business groups. You still however, need to be able to identify at a corporate level that these records all relate to the same person.

A Multi-Organization Person Record

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Oracle HRMS provides you with a corporate level record for each of your employees, contingent workers, and applicants. This record links all the local records for a person and is available in all business groups and also to other E-Business applications.

Note: People who are entered only as contacts of other internal people do not have a corporate level record. This enables you to restrict access to a contact's information to one business group.

To create this global view of a person, Oracle HRMS is integrated with Trading Community Architecture (TCA). TCA enables you to store person information at a corporate level so that it is available across all applications in your e-business suite. TCA provides a single place in which a person can be uniquely identified as a party. A sub-set of the personal information entered in HRMS is automatically held at the corporate level in TCA.

Some people, for example, customers, are only held at the corporate level as parties. They can be linked to other HR people as appropriate.

Note: You must have the HR: Cross Business Group profile option set to Yes for your responsibility to create links between people in different business groups.

To ensure the records in the corporate and local levels are synchronized it is important that lookup types that relate to global person information contain exactly the same lookup codes in TCA and HRMS. For example, if you add a new code to the TITLE lookup type, you must ensure the same code is added to the equivalent TCA lookup type. If the codes do not match identically then the field is cleared in TCA when an update is made in HRMS.

Benefits of Linked Person Records

One of the benefits of having the person records linked is that if any of the following information is updated in one business group, then it will be visible, in read-only format, in all other business groups relating to the person.

Note: Competencies may be defined as global or local to a business group. Only global competencies are visible from within another business group. Those that are local to one business group can only be seen within the context of that business group.

In addition to this, you can enable person synchronization. This enables you to update certain information against one record and have it automatically applied to all other records relating to the person. This ensures that you have a common set of information for one person across all countries in which that person operates.

Note: To control the synchronization of your person records you use the HR: Propagate Changes profile option.

See: Person Record Synchronization

Duplicate Person Search

When creating a new person record, you can search for existing duplicate person records in a single or multiple business groups:

Validating People in Multiple Business Groups

When you create a new person record in any business group in Oracle HRMS, the application looks for matching records in all business groups and lists the records of potential duplicates. If you indicate that one of these records relates to the same person as your new record, the application automatically adds the global person reference to the new record.

When determining whether to store information at the corporate or legislative level, Oracle HRMS applies the following rules:

Note: HRMS considers any person with a system person type of Other to be a contact; contacts do not have to be part of an active contact relationship in Oracle HRMS.

When a contact becomes an employee, contingent worker, or applicant, the application creates a corporate-level record if one does not already exist.

Note: In this case, if you subsequently cancel (rather than terminate) the contact's employment, application, or placement, the application deletes the corporate-level record.

HRMS makes all changes to corporate-level and legislative-level records that are required as a result of person-type changes at the time the change is entered, rather than when the change comes into force.

Transferring Employees Between Business Groups

Using the Global Deployments function, HR Professionals can transfer employees permanently or temporarily between business groups. Oracle HRMS automatically creates or updates employee records in both source and destination business groups when you initiate the transfer. Similarly, when a temporary transfer ends, Oracle HRMS automatically updates records in both business groups again.

See: Employee Transfers and Secondments

Person Numbering

In Oracle HRMS, every employee, applicant, and contingent worker has a person number. If you select global person numbering, Oracle HRMS allocates numbers from a single sequence to workers of the relevant person type throughout the enterprise.

If you transfer an employee between business groups using the Global Deployments function when global employee numbering is in effect, then the transferred employee automatically retains the employee number from the source business group. In all other cases, a person who moves from one business group to another does not retain the person number from the original business group, even when global person numbering is in effect. Note, however, that you can write a formula to generate a global custom number sequence for a person type. You can handle other business needs, including the need to retain person numbers between business groups, in a person number formula.

Person Names

Oracle HRMS defines some standard formats for person names, which you can edit. You can also define your own person-name formats. For example, you can define formats for use in custom code or legislation-specific versions of the standard formats if your localization does not supply them. Person-name formats can be local or global:

See: Person-Name Formats

Tracking People's Roles and Activities

The following table lists the windows you can use to track the roles and activities of employees and applicants. These windows are described elsewhere, as listed in the table.

You can also use the web-based Line Manager Direct Access to enter some information, such as assessments and appraisals, and to view a wide range of employee data, including employment history, roles (for example who they manage or supervise) and absence history.

See: What Is Oracle Self-Service Human Resources (SSHR), Oracle SSHR Deploy Self-Service Capability Guide

You can enter other work-related information for employees, such as salary and payment methods, after entering the employee's employment information using assignments.

Tracking peoples roles and activities table:
Window Purpose See
Application Describes the vacancy for which an applicant has applied Applications and Assignments
Book Events Records that an employee or applicant will attend an event. The event must already be defined in the Event Bookings window. If you use Oracle Learning Management, see: Introduction to Oracle Learning Management, Using Oracle Learning Management Event and Attendance Administration
Employee Review Schedules and records details of an employee's review or other interview type Employee Reviews
Applicant Interview Schedules and records details of an applicant's interviews Interviews and Other Recruitment Events
Assignment Records details of an employee's assignment The Employee Assignment
Contract Records details of an employee's contract Entering Contracts
Supplementary Roles Records details of supplementary roles a person can perform in addition to being an employee Entering Supplementary Role Information, Oracle HRMS Enterprise and Workforce Management Guide

Windows for Maintaining Personal Information

Every enterprise must be able to record personal information for its employees, applicants, and contacts. HRMS enables you to enter and update this information using windows based on templates designed for your own working environment. Your system administrator can configure the predefined templates to match your people management processes.

If the template windows are not set up at your site, you can record personal information for all person types on the People and Assignment windows.

Note: The template windows are an efficient way to perform most basic HR management actions, such as hiring, ending an application, and updating assignments. However, the template windows do not support all DateTrack options, so for complex retroactive changes to history, you may have to use the People and Assignment windows.

Your system administrator can set up task flows from the template windows or the People and Assignment windows to give you access to all the windows in which you can record personal and employment information. You can enter information about:

You can also use these windows to update people's statuses, for example, from applicant to employee.

Note: The system administrator can create configured versions of the People window and the template windows so that you use each version for certain person types only or for certain functions only (entering employees, entering applicants, or hiring applicants).

Displaying Personal Information

Oracle HRMS enables you to easily access all the information you enter about people. There are lots of ways to view information about people held in Oracle HRMS. You can select the approach that best fits your needs. For example, you can:

Identifying Employees, Contingent Workers, and Assignments

Oracle HRMS uses the following unique identifiers for employees and contingent workers:

You can search for employees and contingent workers by employee number and contingent worker number in the Find window.

See Finding a Person Using the Find Person Window or Finding a Person or Group of People

You can also search for an employee using the Person Search function in SSHR. You can search for employees by employee number and assignment number.

See Person Search, Oracle SSHR Deploy Self-Service Capability Guide

Employee Number

The employee number uniquely identifies every employee in your business group.

An employee can have only one employee number. You decide how this number is to be generated when you define your business group:

If you choose automatic or national identifier number generation, the employee number, by default, remains the same for an employee who has multiple periods of service. If you choose manual number entry, you can update the number at any time.

The employee name and number appear together in people information windows, such as the People window and View Absence History window. In these windows you can select an employee by name or by employee number.

Contingent Worker Number

Like employees, contingent workers can have only one identifying number and you decide how this number is generated when you define your business group. Also, if you choose automatic or national identifier number generation, the contingent worker number remains the same for multiple periods of placement in the same way as it does for employees. If you choose manual number entry, you can update the number at any time.

As well as being able to choose automatic, manual, and national identifier number generation, you can also choose to identify your contingent workers using the same batch of numbers as your employees. You can do this by selecting the use employee numbering option when you define your business group. Using this method of number generation enables you to have your employee numbers and contingent worker numbers in the same sequence. For example, you enter an employee and they are given the employee number 101. If the next person entered is a contingent worker they are given the number 102 by the application.

Changing the Number Generation Method

To change from automatic to manual person numbering, you edit the business group information. In the Business Group Info window, select Manual for the relevant person type.

To change from manual to automatic numbering, you run the process "Change Person Numbering to Automatic" for the relevant person type.

Global Person Numbering

By default, automatic person numbering is local: it operates within the business group, and Oracle HRMS starts a new sequence for each business group. Alternatively, you can select global person numbering, where a single person number sequence applies to all business groups.

Note: If you use the Global Deployments function to transfer an employee to a different business group when global employee numbering is in effect, then the transferred employee automatically retains the employee number from the source business group. Otherwise, a person who moves from one business group to another does not retain the person number from the source business group, even when global person numbering is in effect.

See: Employee Transfers and Secondments

To select global person numbering, you run the process "Change automatic person number generation to global sequencing" for the person type. This process sets the appropriate user profile option (HR: Use Global Applicant Numbering, HR: Use Global Contingent Worker Numbering, or HR: Use Global Employee Numbering) to Yes. This option applies to the specified person type in all business groups. Note that you implement global person numbering by person type: for example, you could select global person numbering for applicants only or for applicants and employees.

You cannot switch from a global person number sequence to a local person number sequence. You can, however, switch from global person numbering (which is automatic) to manual person numbering by editing the business group information.

You can replace the default local or global number sequence for employees, contingent workers, or applicants using a global custom number generation formula. You may want to use an alphanumeric scheme, for example, or handle related requirements, such as the need to retain person numbers between business groups.

See Writing Formulas for Person Number Generation, Oracle HRMS FastFormula User Guide

The Assignment Number

The assignment number uniquely identifies every assignment that exists within your Business Group. An employee or contingent worker can have one or more than one assignment, and therefore more than one assignment number.

The application automatically generates the assignment number, which is the same as the employee number or contingent worker number by default. You can manually override the default assignment numbers the application generates. For example, for employees you might want to use this number to store a payroll code.

If an employee or contingent worker has a second current assignment, the application also generates the second assignment number by default from the employee or contingent worker number, as in the following example:

Employee Name: Samantha Green

Employee Number 1012

1st Assignment Number 1012

2nd Assignment Number 1012-02

Person Extra Information Types

You can define as many Extra Information Types as you require to hold information about people. There are also some predefined person EITs.

Note: To be able to access the predefined EITs, you must link the EIT to your responsibility.

See: Setting Up Extra Information Types Against a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide

The predefined person EITs are:

Alien Income Forecast

Type of income a visa holder receives, as well as the amount and the year in which the income was received.

AU Paid Parental Leave Reference Number (Australia Only)

Information about the Paid Parental Leave reference number and the start and end dates of the paid parental leave.

Global Work Permit

Information about the work permit an employee holds.

Oracle Student System (OSS) Person Details

Records OSS identification data for the student employee. The field Synchronize OSS Data controls synchronization of student employee address and telephone information between HRMS and OSS.

Passport Details

Information about the visa holder's passport, such as country of issue, passport number, issue date and expiry date.

Singapore users: Do not use this EIT. You must enter passport information using the Passport tab in the Person window or your year-end reporting information may be incomplete.

Self Service Preference for Person

Information on a person's preferences for online documents such as the online payslip or online tax forms. The EIT determines whether the documents are available online or in a printed format, what template you are using for XML Publisher, the stored procedure do you want to use, and the date when you want to implement these changes.

Note: You can also enter this information at the location, business group, or HR organization level.

See: Location Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide

See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide

These information levels are arranged in a hierarchy; if you define self-service preferences at the person level, the settings will override any other settings made at the location, business group, or HR organization level. Similarly, if you define self-service preferences at the location level, the settings override any settings at the business group or HR organization level. Settings at the HR organization level will override settings at the business group level.

Visa Details

Information about the visa an employee holds, such as visa type, visa number, issue date and expiry date.

Visa Payroll Details

Information about the amount of income and benefit a visa holder receives.

Visa Residency Details

Information about a visa holder's residency, such as residency status, the residency status date, the first entry date and tax residence country.

Visa Visit History

Records a visa holder's visits to a country. The EIT stores information such as the purpose of the visit, the start and end dates of the visit, and whether the visa holder was accompanied by a spouse or children.

Previous Employment Details (Mexico Only)

Records employment tracking information required for End of Year calculations (Format 37 and DIM Attachment 1). Enter this information if the employee has worked for more than one employer in the current fiscal year.

Use the data provided by the employee's Format 37 to populate this information:

Mexico Employee Tax Signup (Mexico Only)

Some employees may decide to perform their own Format 37 reporting. In these cases, you need to mark them as exempt from annual tax adjustment processing. This EIT defines the individual employee eligibility for the Annual Tax Adjustment process.

Employee Career Management Information

Records employee tracking information required for succession planning.

You can:

Person Record Synchronization

If you have local records for the same person in different country business groups, then you can set up Oracle HRMS to synchronize those fields that are considered to be global for that person. For example, if a person notifies a change of name in one country, the application automatically changes the names in all other countries and on the global or corporate record. The fields included in this synchronization are:

To control the synchronization of your person records you use the HR: Propagate Data Changes profile option.

If you want changes to your person records to be propagated throughout all business groups, then set this profile option to Yes at the site level. The default setting is No.

Providing the profile option is set to yes, then any changes you make are propagated automatically throughout all the records for that person when you save the record you are updating.

Note: You can only propagate changes to business groups in which your security profile allows you to make updates. When you terminate an employee using Oracle HRMS and the person type changes to Ex-employee, the employee's record in the HZ_PARTIES table remains at the Active status.

New Record Synchronization

When you are entering a new person record for a person who already exists in another business group, the new record is considered to be the most up to date record for a person. Therefore, if you have synchronization enabled, then the application copies the global personal information entered in the new record to all existing records.

Fields that are blank in the new record are not copied to any other business groups. If an existing record for the person in another business group has a value for one of the fields left blank in the new record, then the existing value is added to the new record once you save.

For example, suppose you have an existing person record for John Brown in the US business group with the following values in the table below:

Person Record Table
Field US Business Group
First Name John
Middle Name Robert
Last Name Brown
Date of Birth 01-MAR-1972
Marital Status Married
Blood Type A
Uses Tobacco?  

Then, you create a new record for John Brown in the UK business group with the following values:

Field UK Business Group
First Name John
Middle Name  
Last Name Brown
Date of Birth 01-MAR-1972
Marital Status Divorced
Blood Type A
Uses Tobacco? Y

If you link this new record to the existing one in the US business group, then you will end up with the following values:

Field US Business Group UK Business Group
First Name John John
Middle Name Robert Robert
Last Name Brown Brown
Date of Birth 01-MAR-1972 01-MAR-1972
Marital Status Divorced Divorced
Blood Type A A
Uses Tobacco? Y Y

Restrictions of Synchronization

The process of synchronizing data across business groups is dependent on the following factors:

Legislative Lookups

The application only propagates personal information across business groups for values selected from lookups if the lookup code exists in the target business group. For example, supposing a marital status is changed within a German business group for a person that also exists in a UK business group. If the value chosen in the German business group is not applicable to the UK, then the UK marital status is not changed.

Character Sets

The application only copies personal information across business groups if the character sets for the business groups are compatible. If an entry in one character set can not be converted to the character set of the destination business group, then the information is not updated. For example, an update to a person's name in Japanese cannot be copied to an English representation of that name.

Future Dated Changes

If there are future dated changes to the personal details for the record to which you are copying information, then these are all overwritten when the application propagates changes. For example, suppose we have the following scenario:

Maintaining Synchronization

To check that all of your person records have been updated as you expect, you should run the Person Synchronization report.

The report shows details of any person in your current business group who also has a record in another business group, on the date specified. Any piece of information that is different between the two business groups is indicated with an asterisk in the Different column of the report.

Automatic Transfer of Employees Between Business Groups

If you use the Global Deployments function to transfer employees automatically between business groups, then you are recommended to set HR: Propagate Data Changes to Yes at the site level. Otherwise, HRMS cannot synchronize data held for a single employee in multiple business groups during a secondment.

Note: Synchronizing values across business groups has implications from a legislative and legal perspective. It can also impact your benefits eligibility and enrollments set up. If you prefer not to enable automatic synchronization, use the Person Synchronization report to identify differences between records, and update records manually.

Person-Name Formats

The Oracle HRMS person-name-formats function enables you to define person-name formats to meet enterprise requirements. HRMS provides some commonly required format definitions, which you can edit. You can also create your own format definitions for use in custom code. Each format definition, known as a format mask, comprises standard components of a person name, such as first name, last name, and title, in an appropriate order. A format mask can apply to a single legislation and has a format type.

Format Types

HRMS identifies the following format types:

Full Name

The Full Name format type defines the full name HRMS uses in its forms-based interface (for example, in the Find Person window).

Display Name

The Display Name format type is intended for use where names appear singly.

Note: Oracle HRMS does not currently use display names in any of its interfaces. However, you can use this format type in custom code.

List Name

The List Name format type is intended for use where names appear in lists. Oracle HRMS uses this format type to display person names in SSHR pages.

Order Name

Some legislations currently store a version of the person name, known as the order name, for use in name-ordered lists when the full name is not appropriate for list ordering. Order names are not necessary in most languages, where full name dictates list order. HRMS constructs the order name using a PL/SQL procedure. HRMS also provides an Order Name format type, so that localizations or users can replace the supplied PL/SQL procedure if they wish.

User-Defined Format Types

You can define additional format types for use in custom code. To create a new format type, you add its name to the lookup PER_NAME_FORMATS. You can then select the name when defining a new format mask.

Stored Person Names

For performance reasons, HRMS stores person names in list-name, order-name, and full-name formats. By contrast, HRMS assembles names in display-name and user-defined formats when required.

Local and Global Format Masks

The format mask defines the structure of the person name (its components and their order). The character set HRMS uses to store and display person names depends on whether the format is local or global.

HRMS supplies both local and global versions of its Display Name and List Name format masks. (HRMS supplies only a local version of the Full Name format mask.) When you create a new format mask, you identify it as either local or global. A format mask may reference different name components depending on whether the format is local or global.

HRMS provides a profile option, HR: Local or Global Name Format, to enable users to choose between local and global representations of names.

See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

The Supplied Format Masks

HRMS supplies the following format masks:

Format Mask Default Structure
Full Name [Prefix] [Last Name,] [Title] [First Name] [Middle Name] [Suffix] [Preferred Name]
Local Display Name [Known As] [Last Name]
Global Display Name [Known As] [Last Name]
Local List Name [Last Name] [, Known As]
Global List Name [Last Name] [, Known As]

Note: The Known As component contains the name stored in the Preferred Name field, if there is one. Otherwise, Known As is a person's first name.

You can edit the supplied format masks, but you cannot delete them.

These format masks are not legislation specific. Localizations may provide legislation-specific versions of format masks, and you can also define your own. For example, you can define a List Name format mask for France or an Order Name format mask for Japan if the legislation does not supply those format masks.

Creating or Editing Format Masks

To create a new format mask or edit the supplied format masks, you use the Person Name Formats function from the HRMS Other Definitions menu.

For a new format mask, you specify the:

You can also specify a legislation value. A null legislation value means the format mask applies to all legislations.

These three values constitute the format mask's name, which must be unique in the enterprise.

The format mask itself comprises one or more name components in an appropriate order, with spaces and punctuation characters as required between components.

Note: Person names must not include the dollar sign ($) or vertical bar (|) characters. Oracle HRMS uses these characters to delimit punctuation and identify tokens that represent name components in format masks.

Spaces and punctuation characters can precede or follow individual name components. For example, you could define this format:

Row 1 First Name
Row 2 Space (Middle Name)
Row 3 Space Last Name

Following this example, John Smith's name is "John (Arthur) Smith". In this format mask, the first space and the parentheses belong with the Middle Name component: if the person has no middle name, the first space and the parentheses do not appear. If the person has no first name, however, the name begins with a space. Therefore, when you create or edit a format mask, consider carefully the positioning of spaces and punctuation characters in combination with optional name components.

Note: When you create or edit format masks, be sure to include at least one component that you are confident will never be null to avoid creating null person names.

For information about the circumstances in which HRMS uses your new or updated format mask, see How HRMS Selects a Format Mask.

Understanding Component Names

When you create or edit a person-name format, you select name components from a list of values. The names of some of the components in this list may come from the Further Person Information developer descriptive flexfield or the Additional Personal Details descriptive flexfield and are database-column names (for example, PER_INFORMATION1 or ATTRIBUTE1) rather than column prompts. For example, the component PER_INFORMATION1 is the Maternal Last Name component for Mexico. To obtain the descriptive names of the name components, review the Further Person Information and Additional Personal Details flexfields for your localization. For each segment in the Segments Summary window, the value in the Window Prompt field identifies the information held in a particular component.

Determining Whether a Localization Stores Names in Global Formats

Names in a global format are usually held in a Western character set. Whether a localization stores names in a global format is usually apparent when you create or update a person record. For example, in the Japanese localization, the People window has an English Name tab where HRMS displays a Western representation of a person's name. In the Korean localization, the Western representation of a person's name has the characters "EN" (for English) next to the name component (for example, Given (EN)).

To determine which segments of the Further Person Information developer descriptive flexfield hold the components of a global format, you can view the segments of the Further Person Information flexfield for your localization.

Migrating Stored Names to New and Revised Formats

When you first use the person-name-formats function, and whenever you update any of the supplied format masks for stored formats (list name, order name, and full name), you must run the Update Person Names concurrent program. This program populates or updates the list-name, order-name, and full-name versions of person names in a specified legislation or in all business groups.

See: Running the Update Person Names Program

How HRMS Selects a Format Mask

HRMS selects a format mask whenever you:

When looking for an appropriate format mask, HRMS follows the sequence shown below for each format type. For example, for the global List Name format type, HRMS looks first for a global List Name format mask for the business group legislation. If there is no legislation-specific format mask, HRMS uses the supplied, null-legislation, global List Name format mask.

Full Name

  1. Full Name format mask for the business-group legislation

  2. PL/SQL procedure (PER_legcode_UTILITY.PER_legcode_FULL_NAME)

  3. Supplied, null-legislation Full Name format mask

Global List Name

  1. Global List Name format mask for the business-group legislation

  2. Supplied, null-legislation, global List Name format mask

Local List Name

  1. Local List Name format mask for the business-group legislation

  2. Supplied, null-legislation, local List Name format mask

Global Display Name

  1. Global Display Name format mask for the business-group legislation

  2. Supplied, null-legislation, global Display Name format mask

Local Display Name

  1. Local Display Name format mask for the business-group legislation

  2. Supplied, null-legislation, local Display Name format mask

Order Name

  1. Order Name format mask for the business-group legislation

  2. PL/SQL procedure (PER_legcode_UTILITY.PER_legcode_ORDER_NAME)

Note: For Full Name and Order Name, if there is no legislation-specific format mask, HRMS looks for a PL/SQL procedure. Localizations have provided PL/SQL procedures in the past to support legislation-specific name formats. These procedures remain valid until localizations or users replace them with legislation-specific format masks.

Special Information Types

Basic information is handled in a fairly standard way from enterprise to enterprise. However, other types of information are recorded and used in quite different ways. Examples include training records, disciplinary records, competence, and medical records. Oracle HRMS does not restrict you to any predefined format for holding this information. You can set up your own user-defined fields for recording, analyzing, and reporting on whatever special information you require.

In Oracle HRMS, you use the Personal Analysis key flexfield to define any special information not provided by the main system that you want to hold about people, jobs and positions, and training activities. Alternatively you can define Extra Information Types to record this information,

See: Extra Information Types (EITs), Oracle HRMS Configuring, Reporting, and System Administration Guide

You can define any number of instances of the Personal Analysis key flexfield. Each instance is called a Special Information Type. For example, you might set up types to hold performance reviews or medical details. You can enter a person's information under these sorts of headings in the Special Information window.

Each Special Information Type can have up to thirty fields (where each field is a segment of the flexfield). You can set up cross-validation to ensure that users enter correct combinations of segments. You can also speed up data entry and minimize errors by defining an alias for common combinations of segment values.

When you enable special information types for your Business Group, you select how you plan to use each type. In Oracle Human Resources, you can use them for:

In Oracle Learning Management, you can use them for:

Each Special Information Type can be used for one or more of these purposes. The options you select controls the windows in which each appears.

In Oracle Human Resources, you can also configure the windows that handle special information types to restrict them to just one Type, such as medical records. This is useful if you want to restrict access to particular types of information for security reasons, or to aid users' efficiency by giving them access to just the information they require for a particular task.

Finding a Person Using the Find Person Window

When you navigate to the People window or any of the FastPath function windows, the Find Person window automatically displays in front of it.

To query a person using the Find Person window

  1. Do one or a combination of the following:

    • Enter a full or partial query on the person's name. Where a prefix has been defined for the person, a full name query must be in the format 'Maddox, Miss Julie'.

    • Enter a full or partial query on the person's national identifier (such as social security number).

    • In the Search by number region, select a number type of employee, applicant, or contingent worker to enter your query on. Then enter a full or partial query on the number type selected.

  2. Choose the Find button.

    Note: If you choose Find without entering any search criteria, the People window is displayed with the first record shown. You can use the [Down Arrow] key or choose Next Record from the Go menu to display the next person

    If only one person is found, they immediately display in the People window or the appropriate FastPath function window. If more than one person is found, the results display in a separate window.

  3. Choose the person from the list and choose OK to display their details in the People window or the appropriate FastPath function window.

Entering a New Person (People Window)

Use the People window to enter and maintain basic personal information for all person types, including employees and contingent workers.

Note: You can also use one of the template windows such as Entering Employees or Entering Contingent Workers to enter new people.

The minimum information to enter for all categories of people is name and action type. In addition, for employees you must enter gender, employee number (if your enterprise uses manual number entry), and date of birth (for assignment to a payroll). Your localization may require additional mandatory information.

To enter a new person:

  1. Set your effective date to the appropriate date for adding the person to the application. If you are entering an employee, this should be their hire date.

  2. Enter the person's name and other details in the Name region. Only the last name is required for most legislations, but some legislations require a first name too.

    For UK users: The first name is a mandatory field. Ensure that the first character is an alphabet. The employee's last name is not a mandatory field, however, ensure that the first character is an alphabet.

    • In the Title field, select a title such as Mrs. or Doctor.

    • You can use the Prefix field to enter the first part of the person's name, such as van der. In the case of someone whose last name is van der Zee, you can sort by the last word of the name, that is Zee. If the whole name van der Zee is entered in the Last Name field, the name is sorted under van.

      For Russian users only: Prefix is not required in Russia, so this field is not available to Russian users.

      For UAE users only: Prefix is recorded as additional personal information. Therefore, this field is not displayed in the Name region.

    • The Suffix field holds part of the last name, such as Junior or II. You can report on the suffix separately, as required in some government-mandated reports.

      For Russian users only: Suffix is not required in Russia, so this field is not available to Russian users.

      For UAE users only: Suffix is recorded as additional personal information. Therefore, this field is not displayed in the Name region.

    • For Russian users only: In the Genitive Last field, enter the genitive case of the person's last name. For example, Ivanovskogo is the genitive case of the last name Ivanovskii. The genitive last name is required for some statutory reports. If you do not enter the genitive last name, the application uses the nominative last name.

  3. Select a gender, if required. In the US, you must choose Male, Female, or Unknown Gender. In the UK, you must enter the gender of each employee. For Poland, the PESEL you enter supplies the gender information. For Finland, the PIN (Personal Identification Number) supplies the gender information.

  4. In the Action field, select an action type (such as Create Employment) and a person type. The person type you select displays immediately in the Person Type for Action field before you save it. If only one user person type exists for the action type, it displays automatically in the Person Type for Action field.

    Note: If you enter a contingent worker who has a previous person type such as ex-employee, you can choose to revert the contingent worker back to the previous person type by using the Cancel Placement action.

    If you are a Finnish user and need to pay salary to a contingent worker through Oracle payroll, you need to enter the person as an employee. You then change the person as a not employed person by changing the employee status in the Additional Assignment Details window.

    See: Entering Additional Assignment Details (Assignment Window), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

    You create user person types in the Person Types window. If you want to change a person type to another person type with the same system person type you must use the Person Type Usage window.

    See: Changing Person Type Usage and Deleting OAB Person Type Usage, Oracle HRMS Enterprise and Workforce Management Guide

Entering Employee Information

Enter the following information if the person is an employee.

  1. If desired, change the Latest Start Date field.

    • The Latest Start Date field displays your effective date.

    • For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of the employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service. The Date First Hired field is situated on the Benefits Tab.

    If the latest start date and the date first hired are the same, when you amend the latest start date, the date first hired is set to the same date.

    If you amend the latest start date to earlier than the date first hired, the date first hired is set to the same date.

    Note: In the US, before making a change to a latest hire date already entered for an employee, ensure that the start date of the employee's primary address is the same as or earlier than the new hire date. This preserves the integrity of the employee's tax records.

Entering Identification Information

Enter the person's identification information in the Identification region:

  1. If your enterprise uses a manual number generation scheme, enter an employee, applicant or contingent worker number. If your enterprise uses automatic number generation (including Use Employee Numbering for contingent workers), the employee, applicant, or contingent worker number automatically displays when you save your entries in this window.

    Note: If you query a person who has a combination of employee, applicant, and contingent worker numbers, the employee number displays in the Number field. If the person lacks an employee number but has a contingent worker number and an applicant number, the contingent worker number displays. However, you can choose to view any of the identification numbers held for a person by selecting them from the list.

  2. Enter the national identifier for your country. For example, enter the National Insurance number in the UK, the Social Security number in the US, the Fiscal Code in Italy, the IRD Number in New Zealand, the Social Security Code (TAJ) in Hungary, the Individual Tax Payer's Number (INN) in Russia or the ID number in South Africa.

    Note: If you are an Australian user, leave the National Identifier field blank. For Finland, the PIN (Personal Identification Number) supplies the values for gender, date of birth, and age.

Entering Personal Details

Enter personal details in the Personal tabbed region.

  1. Enter a date of birth. You must do this before you can assign an employee to a payroll. For Poland, the PESEL supplies the date of birth. For Finland, the PIN (Personal Identification Number) supplies the date of birth.

    For UK users only: If you have not entered the NI Number, the Date of Birth is a mandatory field.

  2. Enter additional birth information into the Town of Birth, Region of Birth, and Country of Birth fields.

    For Hungarian, UAE, and Indian users only: Enter the place of birth instead of town of birth as this information identifies employees and appears in statutory reports.

    For Belgian users only: Region of birth information is not required in Belgium, so this field is not available to Belgian users.

  3. For Russian users only: Enter the place of birth code in the Place of Birth field. The application uses this information when generating tax and pension statutory reports. You can find this code in the document All Russian Classification of Subjects of Administrative and Territorial Division (OKATO).

  4. For Finnish users only: Enter the place of residence. The place of residence influences the regional membership. You use the place of residence and regional membership to calculate income tax and other statutory deductions.

  5. If the Work Telephone field is displayed, enter a work telephone number. Otherwise, use the Phone Numbers window to enter this information.

  6. In the Status field, select a marital status.

  7. Select a nationality.

    For UAE users only: Nationality is recorded as additional personal information. Therefore, this field is not displayed in the Personal tabbed region.

  8. For Russian users only: Enter the employee's statutory Pension Insurance Fund identifier. It is the employee's ID in the Statutory Pension Insurance Fund.

  9. For Russian and Swedish users only: Select the person's citizenship. In Russia, you require this information for some statutory reporting to migration authorities. In Sweden, you can use this information to track persons who are not Swedish citizens, since the taxation and pension insurance schemes differ from those for Swedish citizens.

  10. Select whether your employee, applicant or contingent worker is:

    • Registered disabled

    • Not registered disabled

    • Partially disabled

    • Fully disabled

    Note: Whether employees are fully or partially disabled affects benefits eligibility calculations.

    In the US, the Americans with Disabilities Act (ADA) Report includes employees set up as registered disabled, partially disabled, and fully disabled.

    For Finnish, Danish, and Swedish users only: This field is not available.

  11. For Dutch users only: Select Yes in the Work Abroad Exceeding One Year field, if your employee has worked abroad for more than a year.

  12. For Belgian users only: enter the person's preferred correspondence language in the Other region.

  13. Save your work.

Multiple Person Records

  1. If your data already includes a person with the same national identifier, or with the same surname and a first name and date of birth that is either the same or not entered, then a list of values shows all the people who share the details.

    Note: People who are only entered with a person type of Other, that is someone external to your enterprise, are not shown in this list.

    If you have entered neither a first name nor a date of birth, then the list of values displays all the records that match the information you have entered.

    Note: The list of values displays only if your system administrator has set the HR: Cross Business Group profile option to Yes.

    Do one of the following four tasks:

    • If the person you are entering already exists, but in a different business group, then select that person from the list of values. The person you are entering is saved in your current business group and linked to the existing person record to indicate they are the same person. If your application has person synchronization enabled, then the personal information entered for the new person is copied across to existing records in other business groups. If existing records have values for fields that the new record leaves blank, then these values appear in the new record. See: Person Record Synchronization

    • If the person already exists in your current business group then select that person from the list of values. The application retrieves the existing record and cancels the save you were trying to make, as one business group cannot contain two records for the same person. Close the new record and scroll down to display the existing record.

    Note: You cannot link to any entry in the list of values marked with an asterisk as these either belong to your business group, or are linked to a person in your business group.

    • If the person already exists in TCA, but not in HRMS, then select that person from the list of values. The person you are entering is saved in your current business group and linked to the existing person record to indicate they are the same person. The information held for the person in TCA is updated with that entered in HRMS. See: People in a Global Enterprise

    • If the person you are entering does not match any of the records displayed, then select No Match in the lookup. Your new person record is saved.

What Next?

Optionally, you can enter additional information for people in the tabbed regions.

Note: The Background Information, Medical Information, and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.

Entering Additional Personal Information (People Window)

Optionally, you can enter additional information for people in the tabbed regions of the People window described in the following steps.

Note: The Background Information, Medical Information, and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.

To enter office information for a new hire, an existing employee, or contingent worker

  1. Choose the Office Details tabbed region.

  2. Enter the office number.

  3. Enter the internal location of this office.

  4. Enter the office identifier for internal mail.

  5. Enter the person's email address.

  6. In the Mail To field, select Home or Office to indicate the person's preferred mail destination.

To enter information for an applicant

  1. Choose the Applicant tabbed region.

  2. If the applicant's resume is on file, check the Exists check box.

  3. If the applicant's resume is on file, select the date indicating when the resume was last updated.

  4. Select a final date a file is to be maintained for this applicant.

To enter background check information

  1. Choose the Background tabbed region.

  2. Check whether the person background check has been performed.

  3. Select the date the background check was performed.

To enter rehire recommendation information for an applicant who was a former employee or contingent worker

  1. Choose the Rehire tabbed region.

  2. If the former manager has recommended the applicant for rehire, check the Recommended check box.

  3. Select the reason for this recommendation.

To enter further name information

  1. Choose the Further Name tabbed region.

  2. Enter one or more honors or degrees (BA, MBA, or JD, for example) that the person has earned.

  3. Enter the name (perhaps a nickname) by which the person prefers to be known.

  4. If the person was previously known by a different name, enter the previous last name.

To enter medical information for a person

  1. Choose the Medical tabbed region.

  2. Select the person's blood type.

  3. Select the date of the person's last medical test.

  4. Enter the name of the physician who performed this test.

To enter other information for a person

  1. Choose the Other tabbed region.

  2. Select the type of schedule in the Availability/Schedule field; for example, the days of the week your employee works.

  3. Enter the person's current full time/part time availability to work with your company.

  4. Select the language the person prefers for correspondence.

    For example, select German if the person prefers to correspond or receive company information such as terms of pension plan in German.

    Note: The Correspondence Language list includes languages in the FND_LANGUAGES table. This table contains the languages that Oracle National Language Support Runtime Library (Oracle NLSRTL) supports. Check with your System Administrator for information on NLSRTL supported languages.

  5. If the person has died, enter the date of death.

    Date of death defaults to the person's termination date if:

    • in the Terminate window you enter the termination reason of deceased, but

      • you do not provide the actual termination date, and

      • you have not yet entered a date of death

  6. Select the current student status, if the person is a student.

  7. In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.

  8. Check the Military Service check box if the person is employed in a military service.

    The value of this field can impact benefits calculations.

  9. Check the Second Passport Exists check box if the person possesses multiple passports.

To enter benefits information

  1. Choose the Benefits tabbed region.

    Note: All fields in the Benefits tabbed region are optional. Most can help to determine plan eligibility or rates.

    Note: If necessary, you can add the Benefits Tab to the People window. Query the BEN_MANAGER menu in the Menus window and add the HR View Benefits function to the menu.

  2. Enter a benefit group for your employee or applicant. Benefit groups help determine a person's eligibility for a plan or set benefit rates. For example, benefit groups can address mergers and acquisitions where eligibility is complicated, or assist in grandfathering a person into a very old plan.

  3. Enter what kind of tobacco (cigarettes, pipe, cigar, or chewing, for example) your employee uses, if any.

  4. Enter the medical plan number, which is the policy or group plan number of an externally provided medical plan.

  5. Enter the adoption date, if the employee has adopted a child. This information, with the child's date of birth, can determine dependent eligibility. You can enter the adoption date only if you have entered a date of birth for the person. The adoption date must be the date of birth or later.

  6. Enter the date you received the death certificate of a deceased employee. You can enter this only after you have entered the date of death in the Other Information region. The receipt of the death certificate must be after or equal to the date of death.

  7. Enter an adjusted service date for your employee. Benefits can use this date, rather than the date first hired, to determine the length of service for eligibility, enrollment, and rates. The adjusted service date can credit service for former employers, grandfathered benefits, or in the case of mergers and acquisitions.

  8. Change the date first hired. For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of the employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service.

  9. Check the Other Coverage checkbox, if the employee or applicant has externally provided coverage.

  10. Check the Voluntary Service checkbox, if your employee or applicant is volunteering, for example as a missionary.

To enter employment information for employees and applicants

  1. Choose the Employment Information tabbed region. The Further Person Information window is displayed.

  2. Enter a valid Work Permit Number and Work Permit Expiry Date in the appropriate fields.

  3. Select the person's Ethnic Origin, Tribal Group and District of Origin.

  4. Select the Statistics NZ Employment Category type and the Statistics NZ Working Time. This information will be included in the Quarterly Employment Survey report.

Entering Pictures

You can store a picture associated with each person on your system, perhaps holding a photograph or digitized image of the person's signature. These may be useful for approval or identification purposes. You must digitize the image and save it in one of the following file formats:

The default file format is TIFF so loading images using this format will give you the best performance.

You enter pictures in Oracle HRMS in the Picture page.

To enter a person's picture in Oracle HRMS

  1. In the Picture page, enter the file path or click Browse to locate the directory in which you saved the graphic file

  2. Highlight the filename and click Open. The selected file is loaded and displayed in the Picture page.

Running the Person Synchronization Report

The Person Synchronization report shows details of any person in your current business group who also has a record in another business group on the date specified.

Run the Person Synchronization report in the Submit Requests window.

To run the Person Synchronization report

  1. Select the Person Synchronization report in the name field.

  2. Click in the Parameters field to display the Parameters window, if it does not automatically open.

  3. Enter the date upon which you want to run the report. The default is the current system date.

  4. Select a person for whom to run the report or leave blank to run for all people in your business groups who are also in another business group.

  5. Choose OK to run the report. You can view the results from the Requests window.

Using Special Information

Setting Up Special Information

To set up Special Information Types

  1. Define each Special Information Type as an instance of the Personal Analysis key flexfield.

  2. Enable the Special Information Types you want to use in your Business Group and select how you want to use them.

    See: Enabling Special Information Types

    Oracle HR Only

    The remaining steps do not apply if you are implementing Oracle Training Administration, or Oracle Payroll, without Oracle Human Resources.

    1. Consider whether you want to create configured versions of the windows in which you can enter and display Special Information. These are the Special Information window and the List People by Special Information window.

      See: Windows You Can Configure, Oracle HRMS Configuring, Reporting, and System Administration Guide

    2. Design the task flows for entering personal information, which should include the Special Information window.

      See: Task Flow, Oracle HRMS Configuring, Reporting, and System Administration Guide

    3. Design your navigation menus, including the List People by Special Information window (or your configured versions of it) and the personal information task flows.

      See: Menu Structure, Oracle HRMS Configuring, Reporting, and System Administration Guide

    4. Consider your special information reporting requirements. A standard Skills Matching report is supplied. This compares the special information, such as skills, held by employees and applicants with the requirements of a job or position.

      See: Skills Matching Report

Entering Special Information

Basic personal information is handled in a fairly standard way from enterprise to enterprise. However, other types of information are recorded and used in quite different ways. Examples include training records, disciplinary records and medical records. Enter this type of information in the Special Information window.

Note: Your system administrator can create configured versions of the Special Information window, for entry of information for only one or a selected set of information types.

To enter special information for a person

  1. In the Name field, select the type of information you want to enter for the person.

  2. In the Details block, click in the Detail field to open a window for entering information of this type.

  3. Choose the OK button when you have completed your entries, then save your work.

Enabling Special Information Types

Use the Special Information Types window to enable special information types for the Business Group, and to select how you want to use them.

To enable Special Information Types

  1. Select the special information types you want to use in your Business Group.

  2. Enable each type by checking the Enabled check box.

  3. Check the other boxes to specify how you plan to use the special information type. This makes it available in the list of values in other windows as follows:

    • Job: in the Job Requirements window

    • Position: in the Position Requirements window

    • Other: in the Special Information window

    • Skill: in the Skill Provisions and Search for Event windows in Oracle Training Administration

    The OSHA and ADA check boxes are for US users only.

Deleting a Person from the System (People and Delete Person Windows)

If you mistakenly save information in the People window, you can remove the person by selecting Delete Record from the Edit menu. You are prevented from performing this action if you have entered information about that person in other windows.

If you want to remove all records of a person, use the Delete Person window. However, you cannot use this window to remove the records of an employee or ex-employee whom Oracle Payroll processed in any payroll runs.

Contacts

When you delete a person from the system anybody entered as a contact is also deleted if:

If the contact is used by another person or has other information set up (for example, assignment or applicant information) the contact is not deleted. However, Oracle HRMS removes the record of their relationship to the deleted person.

If you use the Delete Person window to delete a person set up as a contact, Oracle HRMS removes all records of that contact and any relationships.

To delete all records of a person

  1. Query the person in the Delete Person window and choose the Delete Person button.

Running the Update Person Names Program

The Update Person Names concurrent program updates stored person names in the specified legislation or in all business groups. You run this program:

If you fail to run Update Person Names, HRMS does not populate or update stored person names. Therefore, names may be null or appear in an unexpected format.

Run the Update Person Names concurrent program in the Submit Request window.

To run the Update Person Names program

  1. In the Name field, select Update Person Names.

    The Parameters window opens.

  2. Select a Format Type value.

  3. Select a legislation. HRMS updates person names of the specified format type defined in business groups that have this legislation code. If you select no legislation, HRMS updates person names in all business groups.

  4. Set Disable WHO Trigger to Yes or No.

    If you set Disable WHO Trigger to Yes, HRMS prevents update of the following WHO (audit-related) columns in the table PER_ALL_PEOPLE_F while the Update Person Names program is running:

    • LAST_UPDATE_DATE

    • LAST_UPDATED_BY

    • LAST_UPDATE_LOGIN

    Note that, when you disable the WHO trigger, you prevent update of these columns by all users and for the whole table PER_ALL_PEOPLE_F while Update Person Names is running. This setting does not apply only to rows updated by the Update Person Names program.

    When the program completes, HRMS re-enables the WHO trigger.

    Note: If you set Disable WHO Trigger to Yes and the program fails to complete, WHO column updates may remain disabled. If Update Person Names fails, your system administrator must check the status of the WHO trigger and re-enable it if necessary.

  5. Click Submit.

    HRMS reformats all names of the specified type in the selected legislation. For information about how HRMS selects an appropriate format mask, see Person-Name Formats.

Contracts

Contracts

Using Oracle HRMS you can record contractual information for your employees and employee applicants. Information relating to the contract reference, contract status, and contract type must all be entered. This information can then be used for reporting purposes, or to produce a hard copy of the contract to send to the person for reference and signing.

Once a contract is entered for a person you can refer an assignment to it using the Assignment window. Each person may have multiple contracts, but an assignment may refer only to one contract.

German public sector users can use contracts to control the values of certain fields in the Assignment window. Once you refer an assignment to a contract then fields such as Position, Grade, Employment Category, and Collective Agreement display the values set for the contract, and cannot be updated in the Assignment window. To update these values you must make changes to the contract.

To give your managers access to more complete records for their direct reports, you can display details of their current contracts of employment, as well as any historical contract information, in the My Employee Information pages in SSHR.

You can also display contract details to the My Information pages so that your employees can also view their own information whilst accessing SSHR.

There are a number of rules that relate to the creation and maintenance of contracts:

Creating Contract Statuses

Using the Lookup type CONTRACT_STATUS, Oracle HRMS enables you to create up to 250 different contract statuses to help track and identify contracts within your enterprise.

To create contract statuses

You must create your contract statuses before using the Contracts window to assign contracts.

Use the Application Utilities Lookups Window to create contract statuses for the Lookup type CONTRACT_STATUS.

  1. Enter the lookup code. Adding a prefix to the lookup code defines whether the contract status is active, inactive or obsolete.

    • A-: You should use this prefix to indicate a contract status is active.

    • O-: You should use this prefix to indicate a contract status is obsolete.

    Note: If a contract status has no prefix it is assumed to mean that the contract is Inactive.

  2. Enter a meaning and, optionally, a description for the Lookup code.

    See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

Defining Contract Letter Types

To generate a hard copy of a contract you must first write and register an SQL*Plus script in the same way as if you were generating a standard letter.

For information about writing SQL*Plus scripts, see: Writing a SQL*Plus Script for MultiMate or WordPerfect, Oracle HRMS Configuring, Reporting, and System Administration Guide

The Letter window enables you to link your SQL*Plus script for the contract with your contract letter type.

Note: To set up a contract letter type you must access the Letter window using the Contract Letter Type menu entry. You cannot automatically generate contract letters when the assignment status changes.

To define a contract letter type

  1. Enter a name for the letter.

  2. Select the Concurrent Program Name assigned by your System Administrator to the SQL*Plus script.

  3. Save your contract letter type.

Entering Contracts

You enter and maintain contracts in the Contracts window.

To enter a new contract

  1. Set your effective date to the start date of the contract.

  2. Enter the reference code for the contract. The code for each contract attached to a person must be different, though more than one person can use the same contract reference code.

  3. Select the status that indicates the contract is active. The period of service dates will also be displayed if a corresponding period of service exists.

    See: Creating Contract Statuses

  4. Select the contract type.

  5. Select the status of the contract, such as pending, opened, printed and so on. You must set up document statuses using the user extensible Lookup Type DOCUMENT_STATUS. Enter the date the document status of the contract changed.

    Note: The document status is not DateTracked.

  6. You can enter any remaining information relating to the contract such as start reason, duration, or contractual job title.

  7. Enter further information about this contract if your Oracle localization team has set up the Further Contract Information window.

    For Hungarian users only: If the duration of the contract is fixed, enter the expiry date as some reports list the contract end date.

  8. Save your changes.

    You can attach an electronic copy of any written contract that accompanies the record using the Attachments button.

    See: Using Attachments, Oracle HRMS Configuring, Reporting, and System Administration Guide

Maintaining Contracts

The amendments made to a contract are datetracked. The result of any changes made to the status of a contract is dependent on whether the record is being corrected or updated. For example:

Deleting Contracts

If you mistakenly save information in the Contracts window you can delete it. You cannot perform this action if the contract is referenced by an assignment.

Note: Contracts cannot be date effectively end dated.

To delete a contract

  1. Query the contract in the Contract window.

  2. Select Delete Record from the Edit menu and proceed as instructed in the displayed windows.

Managing Contracts

The Manage Contracts folder enables you to:

Find Contracts

The Find Contracts window automatically displays when you enter the Manage Contracts folder. This enables you to select different groups of people to manage. For example, you can find people who:

You can also show people with all assignments covered by the contract or just their primary assignment.

To find contracts

  1. Enter a full or partial query on one, a selection, or all of the available person information:

  2. Select whether to find people either with or without a contract. Leave blank to find people with and without contracts.

  3. Enter full or partial queries on contract and assignment details using the tabbed regions.

    In the Assignment tabbed region you can select to only view the primary assignment and those assignments covered by a contract. A person can be linked to a contract, but they are only covered by a contract when it is linked to a specific assignment.

    Note: You can generate contracts for a person's assignment that is not covered by a contract. See: Generating and Printing Contracts

  4. Select Find to find all the employees and employee applicants who match your query.

Manage Contracts

The Manage Contracts window displays all the employees and employee applicants you have queried. Use standard folder features to select a subset of these records and to choose the fields to view.

If you want to see the personal, assignment, or contract details for a selected person you can select the person and use the buttons to navigate to the required window

Note: You must only have one person selected in order to be able to navigate to the Person, Assignment or Contract window.

You can also use the Manage Contracts window to update the document status of a number of contracts at once.

To mass update the document status of contracts:

  1. Select a person or a number of people with contracts.

  2. Choose the Update Status button.

  3. Select the new document status, such as pending, opened, printed.

    Note: You set up document statuses in the Contracts window using the Lookup Type DOCUMENT_STATUS.

  4. Choose OK.

    The selected contracts are updated with the new document status.

Generating and Printing Contracts

Before you generate contracts for your employees and employee applicants in the Manage Contracts window you must ensure any rows returned for a person have a contract reference and assignment number.

If a person does not have a contract reference you can navigate to the Contract window and set up a contract reference.

If a person has multiple assignments, *MULTIPLE* displays in the Assignment Number field. You must select an assignment number. The information recorded for the assignment is extracted by your SQL*Plus script and used as the source of information for the printed contract. You can either select an assignment covered by a contract or an assignment which is not covered by a specific contract.

Selecting an assignment that is not covered by an contract enables you to use different assignment details in your generated contract from those held for the assignment covered by the contract.

For example, you might want to record detailed information against the assignment that is covered by a contract, but include more general information on the printed contract. On the assignment covered by a contract you could set up a location of Building 1, Bond Street office. On the assignment used to generate the contract you could set up a more general location, such as UK Headquarters. By selecting the assignment with the location of UK Headquarters in the Manage Contract window, rather than the assignment covered by the contract, you can print a contract with the less specific information you require. However, you still keep the more detailed information recorded against your person and contract.

Note: Selecting an assignment does not permanently link (or cover) an assignment to a contract, it enables you to generate a contract including the information on the assignment. To set up a person's assignment so they are permanently covered you must use the Employment Terms tabbed region on the Assignment or Applicant window.

If you only want to view assignments covered by a person's contract use the Covered By Contract field in the Find Contract window.

To select an assignment

  1. Select the list of values button in the Assignment Number field.

  2. Select an assignment number for the person and contract.

To generate a contract

  1. Select a person or a number of people for which to generate contracts.

  2. Choose the Generate Contract button.

  3. Select a letter type for the contract in the Generate Contract window.

    Note: Letter types are set up and linked to SQL*PLUS scripts using the Letter window accessed from the Contract Letter Type menu entry.

  4. Choose OK.

    Oracle HRMS runs the SQL*Plus script for this type of letter and displays the request ID.

  5. Query the request ID in the Concurrent Requests window and monitor its progress.

    Note: Consult your installation guide for details of the location Concurrent Manager places the output or data file

  6. If your letters are produced by Oracle Reports, they are ready for printing. If you use your word processor's mail merge facility you are ready to merge the data.

    See: Merging the Data File With the Standard Letter MultiMate or WordPerfect, Oracle HRMS Configuring, Reporting, and System Administration Guide

Employees

The Employee Assignment

The assignment is the central concept that relates employees to the structures in which they work, and the compensation and benefits for which they are eligible.

In Oracle HRMS, many of the activities you undertake in human resource management, such as vacancy management and budget planning, are based around assignments and not people. In particular, you enter all earnings, deductions, and other pay-related elements for the employee assignment, rather than the employee. This makes it possible to give an employee two or more assignments when this is necessary.

For example, if an employee has more than one role within your enterprise, he or she can have a separate assignment for each role.

Note: The assignment is datetracked to maintain a work history as the employee moves through your enterprise.

Employee Assignment

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When you hire an employee, Oracle HRMS automatically creates a default assignment for that employee. This is because an employee must have a current assignment at all times. You then record relocations, promotions, transfers and so on as changes to the existing assignment. These changes are datetracked so that you can make future-dated changes in advance and view the history of changes to an assignment.

Components of the Assignment

At a minimum, an assignment defines the Business Group for which an employee works, the date the assignment began, and its current status, such as active or suspended.

You can use the assignment to define more precisely the place of the employee in the enterprise, including their job, position, organization, location, grade, and supervisor. You can also assign the employee to any of the employee groups you set up using the People Group key flexfield, such as pension groups or unions.

Mexico only: HRMS also uses the assignment to associate employees to their Social Security GRE.

You can assign employees to an employment category, such as Part Time - Regular or Full Time - Temporary. Your startup data includes four categories, and you can add others for the Lookup Type EMP_CAT.

You can assign employees to a salary basis and maintain their salaries or wages using the Salary Administration procedure. See: Salary Administration Overview, Oracle HRMS Compensation and Benefits Management Guide

Multiple Assignments

If your enterprise permits employees to work in two or more different capacities at once and thereby become eligible for different benefits, you can enter multiple assignments for them. An employee can have multiple assignments, but only one is the primary assignment. Any others are secondary.

Relocations, transfers, promotions and so on go on record as datetracked changes to employees' existing assignments. You do not enter new assignments for changes like these.

Managing Multiple Assignments

Oracle HRMS separately manages each assignment, together with its associated compensation and benefits. When an employee has more than one assignment, one assignment is designated as the primary assignment. When you hire an employee (by entering a person as an employee, or by changing the person type to employee), Oracle HRMS automatically creates a primary assignment for that employee. (The Primary box is automatically checked in the Miscellaneous tabbed region of the Assignment window).

If you then enter an additional assignment, the Primary box is automatically unchecked for that secondary assignment.

You can end all assignments except the primary assignment by entering a status change in the Assignment window. However to end an employee's primary assignment, you must terminate the employee, using the Terminate window.

To show that an assignment is part time, you use the employment categories Part Time - Regular or Part Time - Temporary. You could also set up a Full Time Equivalent budget, and weight each assignment as a fraction of a full time equivalent for the calculation of actual values. For more information about budgeting see: Budgeting Overview, Oracle HRMS Enterprise and Workforce Management Guide

Notice that when employees split their time between two departments performing the same job, or fulfill two different roles in one organization, you do not need to define two separate assignments to maintain accurate costing records. You can set up cost allocation to distribute proportions of one assignment's payroll costs to different cost centers.

For more information, see: Data Costed at the Organization and Assignment Levels, Oracle HRMS Enterprise and Workforce Management Guide

Managing Changes in Assignment Information

When an employee experiences changes such as a promotion or transfer, or moves from full time to part time, you change a component of the assignment. A change to any of the assignment components produces the DateTrack prompt.

By changing your effective date on the system, you can see the employee's assignment at any point in time. You can also view the changes made to the assignment over time using DateTrack History.

DateTrack History shows the changes made to one assignment. Use the Assignment History window to view the history of all the employee's assignments, both currently and in any previous periods of service.

Mass Assignment Update

When an organization changes its business rules, it is often necessary to update a large amount of employee assignment information. The mass assignment update process can now be managed by one window.

The Mass Assignment Update feature enables you to:

The Mass Assignment Update feature gives your organization more control over which employees are updated, and when the employees are updated.

Effects of Changing an Assignment

Changing any assignment component can have the following effects:

Note: If an assignment change causes the system to change element entries, you may not be able to save the change if a current or future pay period is closed. You must reopen the period or change your effective date to make the change.

Ending Assignments and Terminating Employees

Oracle HRMS does not permit an employee to exist in the system without an assignment. That is, an employee must always have at least one assignment at any point in time. This means that for an employee with just one assignment, the only way to end the assignment is to terminate the employee, using the Terminate window.

For employees with more than one assignment, you can end all but one of their assignments by selecting an assignment status of End or Terminate in the Assignment window. At sites using Oracle Payroll, the choice of End or Terminate controls the ability to include the assignment in a payroll run after the date the assignment ends. Sites not using Oracle Payroll can use these two statuses to provide information. For example, End may mean that further pay processing cannot occur for the assignment, while Terminate may mean that further processing can occur. Alternatively, these sites can simply use the status End.

Accessing Ex-Employee and Future-Dated Employee Records

Oracle HRMS provides the HR: Access Non-Current Employee Data profile option to enable access to ex-employee and future-dated employee records. You can enable this profile option for HR users to:

Oracle HRMS displays only those ex-employees who do not have future-dated records as of the system date. For example, you terminate an employee as on January 31st, 2007 and rehire the person as on March 1st, 2007. When you search for this person's record, as of the system date of February 15th Oracle HRMS will not display the ex-employee's record because a future-dated record exists for the ex-employee.

See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Employment Information

As well as recording personal information about employees you also need to record how they work for your enterprise. HRMS enables you to manage all your employment information and track the changes in employment information for each employee over the lifetime of their employment.

Oracle HRMS enables you to efficiently manage change in your enterprise for appropriate groups of people:

In Oracle HRMS, you manage these changes through the employee assignment:

Also, Oracle HRMS provides a number of predefined inquiry windows and reports for employment information. You can create your own inquires and reports using QuickPaint or other reporting tools.

For more information see: Information Access, Oracle HRMS Configuring, Reporting, and System Administration Guide.

Summary of Employment Information

The following table shows the employment information typically held for an employee in Oracle HRMS and how you enter it.

Employment information summary table:

Employment Information Method of Entering
Job Title or Position Assign the employee to work structures in the Assignment window.
Department
Location
Grade
Grade Step Placement Enter in the Grade Step Placement window. Enter any special ceiling in the Assignment window.
Name of manager or position to report to Use a position hierarchy or enter the supervisor`s name in the Assignment window.
Salary Assign to a salary basis in the Assignment window; enter amount in the Salary Administration window.
Benefits Enroll the employee in a Flex Program, Non-flex Program, Savings Plan, or Miscellaneous Plan.
Pay Frequency Assign to a payroll in the Assignment window.
Pay Method Accept the default from the Payroll to which the employee is assigned or select a method in the Personal Payment Method window.
Full time/part time status Assign to an employment category.
Standard Work Day Enter in the Assignment window or accept the default from the organization or position to which the employee is assigned.
Overtime rules Define an element, using links to define eligibility rules, and element entry defaults or validation to control the values given.
Vacation Entitlement Define absence types and set up increasing or decreasing balances for the employee; enroll employee in appropriate accrual plans.
Sickness Entitlement
Maternity Entitlement
Notice Period You should hold full text procedures and regulations outside the system. You can associate groups of people with different rules or procedures using the People Group key flexfield.
Disciplinary procedure
Costing Enter cost codes for the assignment in the Costing window, or accept the default from the organization to which the employee is assigned.
Probation Period Enter in the Assignment window.
Collective Agreement Enter a collective agreement in the Collective Agreements window and then select it in the Assignment window.
Collective Agreement Grades Link the collective agreement to a grade structure and enter reference grades for it in the Agreement Grades window. Then, select the grade structure in the Assignment window and enter a combination of valid grade factors for it.
Supplementary Roles Enter supplementary roles in the Supplementary Roles window.

Employment History

An employment history is a record of a person's previous periods of service for a different employer. Employers sometimes use these previous periods of employment to calculate an employee's current benefits, for example, leave or sick pay entitlement. You can also record employment history for applicants as part of your recruitment process.

The previous employment information functionality enables you to store information about previous employers and also enter information regarding an person's previous periods of employment. You are also able to specify that a particular employment period is relevant for all assignments or cross-reference previous jobs with the appropriate assignment for the same period.

Entering Payment Methods for an Employee Assignment

For each employee assignment, you can enter one or more payment methods, selecting from the list of valid methods for the employee's payroll.

If you enter multiple methods (for example because the employee is paid from more than one source account), you can enter the proportion of pay for each method and its processing priority. An assignment can have two instances of the same payment method, for example if salary is divided between two bank accounts.

Employees with no personal payment method on record receive pay by the default payment method of their payrolls.

You enter payment methods for employee assignments in the Personal Payment Method window. You can also use this window to enter the payee for third party payments.

To enter payment methods you must:

To enter a personal payment method for remuneration

  1. Set your effective date to the date on which to begin paying the employee by this method.

  2. In the Name field, select a payment method.

  3. Enter a number in the Priority field to determine the order for Oracle Payroll to use each payment method. It uses the method with the lowest number first.

  4. Enter either the amount or percentage of the assignment's pay to be paid by this method.

    If the total of the amounts you allocate to payment methods is less than the amount to be paid, Oracle Payroll uses the payment method with the highest priority number to pay the excess.

    For UAE users only: To specify the method of payment for an employee's end of service remuneration or pension, enter the payment method details, click the Further Information field, and then select Yes.

  5. For everywhere apart from the UK, if the payment method is a magnetic transfer type, open the Bank Details window for entry of information about the employee's bank account.

To enter a third party payment method

  1. Set your effective date to the date on which to begin making payments using this method.

  2. In the Name field, select a third party payment method.

    Third party payment methods automatically receive priority 1 (the highest priority) and you cannot change this. You cannot split a third party payment between different payment methods; the Percentage field always displays 100%.

  3. In the Payee region, select an organization or a person.

    When you select the payee type as organization, the bank details entered at the payee organization level display by default, if there are no bank details entered in the personal payment method.

  4. Save your work.

    You can select this third party payment method in the Payee Details entry value when you enter a deduction to be paid as a third party payment.

Entering Previous Employment Details

You enter previous employment information in the Previous Employment Information window.

The Previous Employment Information window is divided into three regions with each region recording separate information about an employees previous employment. The three regions in the Previous Employment Information window are:

To enter previous employment details

  1. Enter the previous employer name.

  2. Enter an address.

  3. Select a country.

  4. Select the type of business.

  5. Select a subtype for the business type selected at step 4.

  6. Enter a description for the employer.

  7. Enter start and end dates for the employee's period of employment. The dates entered automatically calculate the period of service in years, months and days.

  8. You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.

  9. Use the Further Information flexfield to enter any additional information defined by your localization team.

    For Hungarian users only If the employee joined your enterprise mid-year, specify the number of sickness days they have already taken with their previous employer. You can use this information in an accrual plan to calculate their sickness entitlement for the rest of the year.

  10. Select the All Assignments check box to specify that the service period is taken into account for all assignments.

    Note: The All Assignments check box can only be selected if there are no further previous job usages defined in the Assignment region. Once the All Assignments check box is selected no further previous job usages can be defined.

  11. Save your work.

  12. Mexico only: Specify the employee's previous employment details in the Person EIT.

    See: Person Extra Information Types

To enter previous job details

  1. Select an empty row in the Previous Job region or place you cursor within an existing row and choose the New button to add a new row.

  2. Enter start and end dates for the previous job. The job entered must be associated with the employer and period of service entered at steps 1 to 11. The dates entered automatically calculate the period of service in years, months and days.

  3. Enter a job title.

  4. Select an employee category.

  5. You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.

  6. Enter a description for the previous job.

  7. Select the All Assignments check box to specify that the previous job period is taken into account for all assignments.

    Note: The All Assignments check box can only be selected if there are no further previous job usages defined in the Assignment region. Once the All Assignments check box is selected no further previous job usages can be defined.

  8. Use the Further Information flexfield to enter any additional information defined by your localization team.

    See: Entering Further Previous Job Information.

  9. Choose the Extra Information button to open the Previous Job Extra Information window.

    See: Entering Extra Information, Oracle HRMS Configuring, Reporting, and System Administration Guide

  10. Save your work.

To map previous jobs to an assignment

  1. Select an empty row in the Assignment region or place you cursor within an existing row and choose the New button to add a new row.

  2. Select an assignment to map to a previous job specified in the To enter previous job details section.

  3. Select a job to map to the assignment. Selecting a job automatically displays the Start Date and End Date fields as specified for the job in the Previous Job region.

  4. You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.

  5. Use the Further Information flexfield to enter further previous job usage details.

  6. Save your work.

Student Employees

Student Employees Overview

In some legislations, students may follow a work-study program, where the work component meets some or all of the costs of the study component. Typically, the government or the educational institution the student attends partially or wholly funds the student's employment. In the U.S., for example, federal work-study funds can pay for the student's employment in community service, America Reads, or America Counts programs. In HRMS, students enrolled in work-study programs are referred to as student employees.

Student Employees in Oracle HRMS

The Oracle Student System (OSS) component of Oracle's E-Business Suite is the primary tool for the management of student data, such as admission, enrollment, and fee information. You create student employee records in Oracle HRMS so that you can include student employees in your payroll.

Student employees may be liable for selected taxes. For example, student employees in the U.S. are usually exempt from FICA (Medicare and Social Security) contributions but liable for other federal and state taxation.

Some integration tasks are necessary before you can create student employee records.

See: Setting Up Integration of OSS and HRMS

Creating Student Employee Records

To create a student employee record in HRMS, you use the HRMS Enter and Maintain Student Employee function. This function extracts student details from OSS, which you can amend before storing them in HRMS. To create multiple student employee records, you can use the Enter and Maintain Student Employee interface. Alternatively, you can download data extracted from OSS to a spreadsheet, update the data if necessary, and upload the spreadsheet contents to HRMS. (HRMS flags errors in the spreadsheet.) The latter approach, which uses the Web ADI function, is most useful for creating several (for example, more than ten) records.

For each student employee, HRMS creates a person record of system type Employee and user type Student Employee. (You define the user type and can use a different name.)

When HRMS Records Already Exist

Before creating a student employee record, HRMS compares the following values, in the following order, with those in existing person records:

  1. Trading Community Architecture (TCA) party ID

  2. National identifier

  3. The combination of last name, first name, and date of birth

If any of these items produces a match, HRMS displays the person's record as a potential duplicate record. You can either indicate that there is no match, or update the existing record. If you update the existing record and the person is currently:

An applicant or ex-applicant HRMS converts the person to an employee.
An ex-employee HRMS rehires the person as an employee.
An ex-contingent worker HRMS hires the person as an employee.
A contact HRMS creates a new employee record.
A student employee HRMS updates the record with any changes you enter.
A regular employee HRMS updates the record to include the student employee assignment.
A contingent worker HRMS raises an error. An individual cannot be both an employee and a contingent worker.

Note: If HRMS displays existing applicant records for the person that do not relate to their work-study program, you must create an applicant record for their work-study employment (using the HRMS professional user interface) and convert it to a student employee record using the Enter and Maintain Student Employee function.

Before converting an existing record to a student employee record, HRMS prompts you to confirm the action. By default, the hire date for new student employees is the effective date. You can change this date before uploading records to HRMS.

Oracle Student System (OSS) Person Details EIT

When HRMS creates a student employee record, the application also creates an Oracle Student System (OSS) Person Details Extra Information Type (EIT). The segments of this EIT, which HRMS populates, are:

See: Maintaining Student Employee Data

See: Person Extra Information Types

Address Styles

Address structures in OSS are different from those in HRMS, which are specific to the legislation. HRMS uses the country value from the student's primary address in OSS to identify the appropriate local address style. If the local address style is not installed, then HRMS uses the global address style for that country.

Maintaining Student Employee Records in HRMS

The integration of HRMS with OSS simplifies not only the creation of student employee records but also the maintenance of common student employee data.

See: Maintaining Student Employee Data

Maintaining Student Employee Data

You create student employee records in HRMS using data extracted from Oracle Student System (OSS). To help you maintain student records, HRMS can copy automatically to OSS any change you make to common data (data that appears in both HRMS and OSS student records). Currently, this synchronization does not occur from OSS to HRMS; therefore, Oracle recommends that you maintain your student employee records in HRMS.

Note: You can use the Enter and Maintain Student Employee interface, which is designed for student employee data, for both the creation and maintenance of student employee records. Alternatively, you can use the People window and People Management templates to update student employee records.

How Data Synchronization Occurs

A student's personal information, including name, gender, address, telephone number, national identifier, and passport and visa details, is common to HRMS and OSS. The synchronization of common data between HRMS and OSS is controlled by:

When a Student Employee's Status Changes

HRMS and OSS do not automatically share changes to a student employee's status:

Identifying Differences Between HRMS and OSS Student Records

Oracle HRMS provides a Student Employee Comparison Report, which you can run periodically, that identifies differences between the versions of common data held by HRMS and OSS. To run this report, select the Comparison Report function from the Student Employee menu.

Using the information in the report, you can correct inconsistencies between HRMS and OSS student records. To take advantage of automatic data synchronization, make your corrections in HRMS.

Setting Up Integration of OSS and HRMS

  1. To create student employee records in HRMS, you use the Enter and Maintain Student Employee function. To run the Student Employee Comparison Report, you use the Comparison Report function. These functions are available in the Student Employee menu in menus associated with the standard responsibilities (for example, US HRMS Manager). If necessary, add these functions to the menus of other authorized users.

  2. For creation and update of multiple student employee records, you can use standard Web ADI functionality. Ensure that relevant users have access to Web ADI and that you have configured WEB ADI correctly.

    See: Implementing Web ADI for use with Oracle HRMS, Oracle HRMS Configuring, Reporting, and System Administration Guide

  3. Define the user person type Student Employee for the system person type Employee. You can use a different user person type name; however, the term "student employee" appears in documentation and in the user interface.

    See: Defining Person Types, Oracle HRMS Configuring, Reporting, and System Administration Guide

  4. In the U.S., exclude students from EEO and related reports that include employees with particular employment categories:

    • Define a new employment category for student employees in the lookup EMP_CAT.

    • Do not register the new category as a reporting category for the business group.

    Note: Assigning a new employment category to student employees does not exclude them from New Hire reports.

    See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

  5. The profile option HZ: Protect HR Person Information controls data synchronization between HRMS and OSS. By default, HZ: Protect HR Person Information is set to No, which means data synchronization is enabled. If you set the option to Yes, data synchronization between OSS and HRMS does not occur.

    See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide and Maintaining Student Employee Data

  6. If appropriate, define grades, jobs, and positions for student employees, and add segments to the People Group flexfield for student employee information. Such definitions can help you manage student employee records.

    See: Defining a Job, Oracle HRMS Enterprise and Workforce Management Guide, Defining a Position, Oracle HRMS Enterprise and Workforce Management Guide, Defining a Grade, Oracle HRMS Compensation and Benefits Management Guide, and User Definable Key Flexfields, Oracle HRMS Configuring, Reporting, and System Administration Guide

    When you create student employees in HRMS, be sure to select any employment categories, jobs, positions, and grades you have defined for them.

Contingent Workers

Contingent Workers

A contingent worker is a worker who does not have a direct employment relationship with your enterprise and is typically a self-employed individual or an agency supplied worker.

A contingent worker may perform a role for your enterprise as part of a commercial agreement that exists between the business and the individual or supplier. Alternatively, a contingent worker may perform a role as an intern or a volunteer for your enterprise and have no relationship with a supplier. Additional criteria may apply to the definition of a contingent worker in your localization.

Contingent workers can perform many of the roles that you usually assign to employees (such as Manager or Supervisor), provided that you set the HR: Expand Role of Contingent Worker profile option to Yes.

You do not pay contingent workers via your payroll. Instead, they submit payment invoices to your accounts payable department. Alternatively, you can manage the procurement of contingent workers using Oracle Services Procurement. In this case, contingent workers or their managers can enter time cards using Oracle Time and Labor (OTL) and generate payment invoices automatically.

Note that contingent workers exist as a separate category of worker from short-term or fixed-term contractors who are hired directly by your enterprise and are paid via your payroll.

Entering Contingent Workers

Every enterprise must be able to enter and hold personal information for its workforce. You can enter personal information for contingent workers using the People window or the People Management templates.

You can use the predefined templates without making changes, modify the templates, or create entirely new templates to suit your needs. Oracle HR Foundation also provides contingent worker templates.

Contingent Worker Support in Oracle SSHR

You can manage the entry, assignment, and termination of contingent workers using Oracle Self Service HR (SSHR). SSHR provides two modules that are specific to contingent workers (Assignment Rate and End Placement), in addition to the Place Contingent Worker workflow process. Contingent workers can maintain their own personal and professional details using SSHR.

Contingent Worker

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The Contingent Worker Assignment

The contingent worker assignment relates contingent workers to their work structures (such as organization and job). Much of the work structures information you enter for a contingent worker is entered against the contingent worker assignment and not the person. For example, you can enter standard conditions or supplier details against the contingent worker assignment.

When you create a new contingent worker, a default contingent worker assignment is created. Oracle HRMS stores personal information for all workers separately from their assignment information.

Period of Placement

A contingent worker period of placement relates to the period of time a contingent worker spends with your enterprise. A contingent worker can have a number of concurrent assignments during a period of placement, but there must be one primary assignment at any time during the period. No assignments can start before the period of placement start date or end after the period of placement end date.

Assignment Rate Types and Assignment Rates

If you install and license Oracle Services Procurement, you can obtain purchase order information, including assignment rates, directly from the purchase order.

Note: Oracle Services Procurement enables you to associate more than one purchase order or purchase order line to a contingent worker. If the task flow to use the PO_CWK_ASSOCIATIONS function is enabled, then you can use the Associate Purchase Order with Contingent Worker page to associate more than one purchase order or purchase order line to a contingent worker. For more information, see: Oracle Procurement - Services Procurement White Paper on My Oracle Support, Note ID 567411.1

If you are not using Oracle Services Procurement, you can record the rates you pay for the services of a contingent worker. You can use this information to reconcile contingent worker invoices from a supplier or self-employed worker. Although you can record this information, you cannot process payments for contingent workers using Oracle Payroll.

The information is held against the contingent worker's assignment and you can record different rates for a single assignment. For example, you could enter a standard overtime rate and a weekend rate for one assignment.

If you install and license Oracle Services Procurement at a later date, any rate information recorded in Oracle HRMS is no longer visible.

Ending a Placement or Assignment

When a contingent worker leaves your enterprise you end the placement.

You can also terminate individual contingent worker assignments, provided there remains a primary assignment. You terminate an assignment by selecting the assignment status End in the Assignment window.

If you use Oracle Services Procurement to provide purchase order information for contingent worker assignments, the purchase order line may include the projected end date of the assignment. In this case, the projected assignment end date is copied automatically from the purchase order line to the assignment. Otherwise, you can record a projected assignment end date at any time during an assignment.

Canceling a Placement

You can revert a contingent worker to a previous person type by using the action type Cancel Placement. For example, you enter a person as a contingent worker who has a previous person type of ex-employee. Using the Cancel Placement action type you can revert this person back to being an ex-employee. You cannot use this action type to revert a contingent worker who does not have a previous person type.

Separating Contingent Workers from Employees Using Oracle HRMS

Oracle HRMS enables you to keep your contingent worker transactions entirely separate from employee transactions.

Contingent Worker Person Types

So you can identify contingent workers as a separate category of worker from employees, Oracle HRMS provides you with the two system person types Contingent worker and Ex-contingent worker, to which you can add your own user types as required.

Contingent Workers and Oracle HRMS Security

Oracle HRMS enables you to limit access to the records of employees, applicants, and contingent workers when you set up a user's security. Using security profiles you can give users access to contingent worker records only. You can also restrict user access to contingent worker records by giving them access to work structures or other criteria in the application to which contingent workers are attached. For example, you could give users access to the contingent worker records in a single organization.

CustomForm

Many of the windows used in Oracle HRMS are multipurpose windows. For example, the People window can be used to enter and maintain personal details for employees, contingent workers, and applicants. You can create a separate version of some Oracle HRMS windows to cater specifically for contingent workers using CustomForm. For example, you could create your own version of the People window to cater solely for contingent workers.

Task Flow

You can also use task flow to limit the access your users have to individual windows. You can link together the windows you want your users to use for a particular task including versions of windows you have created using CustomForm. For example, you might include your own version of the People window and include this in a task flow for entering personal information for a contingent worker.

Combining Security Profiles, CustomForm, and Task Flow

The following example combines the concepts of security profiles, CustomForm, and task flow to show how you can give users access to contingent workers records only:

Firstly you could establish a security profile stipulating that your users only have access to contingent worker records. You do this by selecting an access level of 'none' for the records of employees or applicants and an access level of 'all' for contingent workers. You then link your new security profile to a new responsibility. You could then create a new version of the People window using CustomForm. Your new People window could restrict the actions the user can perform, for example, creating a placement. When you have created the new version of the window you assign it to a menu. Next you remove the windows that are no longer required from the menu and assign the menu to the same responsibility as your security profile. Finally you could create a new task flow and attach it to the window.

The Contingent Worker Assignment

The contingent worker assignment defines the commercial relationship between your enterprise and the supplier. It also defines how the contingent worker is deployed by the business and the conditions of work assigned to them.

The contingent worker assignment relates contingent workers to their work structures. Much of the work structures information you enter for a contingent worker is entered against the contingent worker assignment and not the person. For example, you can enter standard conditions or supplier details against the contingent worker assignment.

Note: The assignment is datetracked to maintain a work history as the contingent worker moves through your enterprise.

When you enter a contingent worker, Oracle HRMS automatically creates a default assignment for that contingent worker. This is because a contingent worker must have a current assignment at all times. Any change you make, such as a change of working location, or change in working role, is added to the existing assignment. These changes are datetracked so that you can make future-dated changes in advance and view the history of changes to an assignment.

Components of the Assignment

At a minimum, an assignment defines the HR organization within the business group (which may be the business group itself) for which a person works, the date the assignment began, and its current status, such as active or suspended.

More specifically, you can use the assignment to define the role of the contingent worker in the enterprise, including their job, position, organization, and location. You can also assign contingent workers to contingent worker groups you set up using the People Group key flexfield.

You can assign contingent workers to an assignment category, such as Part Time or Full Time. You set up these categories using the Lookup Type CWK_ASG_CATEGORY. Further examples of assignment categories could be Part Time Fixed Hours or Part Time Shift Pattern.

Multiple Assignments

If your enterprise permits contingent workers to work in two or more different capacities at once you can enter multiple assignments for them. A contingent worker can have multiple assignments, but only one is the primary assignment. Any others are secondary.

Relocations, changes in job role, and so on go on record as datetracked changes to contingent worker existing assignments. You do not enter new assignments for such changes.

Managing Multiple Assignments

Oracle HRMS separately manages each assignment. When a contingent worker has more than one assignment, one assignment is designated the primary assignment. When you enter a contingent worker (by entering a person as a contingent worker, or by changing the person type to contingent worker), Oracle HRMS automatically creates a primary assignment for that person. (The Primary box is automatically checked in the Miscellaneous tabbed region of the Assignment window).

If you then enter an additional assignment, the Primary box is automatically unchecked for that secondary assignment.

You can end all assignments except the primary assignment by entering a status change of End in the Assignment window. To end a contingent worker's primary assignment, you must terminate the placement.

Alternatively, if a contingent worker has more than one assignment you can change the primary assignment to become a secondary assignment and change one of the other secondary assignments to become the primary assignment. You can then enter a status change of End for the former primary assignment in the Assignment window.

Managing Changes in Assignment Information

When a contingent worker experiences changes such as a change in job role, or moves from full time to part time, you change a component of the assignment. A change to any of the assignment components produces the DateTrack prompt.

By changing your effective date, you can see the contingent worker assignment at any point in time. You can also view the changes made to the assignment over time using DateTrack History.

DateTrack History shows the changes made to one assignment. Use the Assignment History window to view the history of the contingent worker's assignments, both current and in any previous periods of service.

Ending Assignments and Terminating Contingent Workers

In Oracle HRMS, a contingent worker must always have at least one assignment. If a contingent worker has a single assignment, the only way to end the assignment is to end the placement.

If a contingent worker has more than one assignment, you can end all but one of their assignments by selecting the assignment status End in the Assignment window. If you use Oracle Services Procurement to provide purchase order information for contingent worker assignments, the purchase order line may include the projected assignment end date. In this case, the projected assignment end date is copied automatically from the purchase order line to the assignment. Otherwise, you can record the projected assignment end date at any time during the assignment.

Contingent Worker Suppliers

Contingent workers are workers who do not have a direct employment relationship with your enterprise. Instead, the enterprise usually obtains its contingent workforce by agreement with preferred suppliers. Typically, when roles suitable for contingent workers arise and there is no existing agreement with a supplier, the enterprise:

Defining Suppliers

If you use Oracle Services Procurement to manage the procurement of contingent workers, you record information about suppliers, sites, and purchase orders using Oracle Services Procurement. This information is available automatically to Oracle HRMS users in the Supplier and Site fields on the Supplier tab page of the Assignment window for contingent workers.

If you do not use Oracle Services Procurement, you can record information about suppliers and supplier sites using the Customer and Supplier Setup menu in Oracle HRMS. To access this menu, you can use the supplied Customer and Supplier Maintenance responsibility. Alternatively, you can add the Customer and Supplier Setup menu, or individual functions from the menu, to an existing menu that users can access using their standard responsibilities.

Supplier and site information that you enter using the Customer and Supplier Setup menu functions is available to Oracle HRMS users in the Supplier and Site fields on the Supplier tab page of the Assignment window for contingent workers.

Defining a Combination of Assignment Rate Type and Basis

Use the Assignment Rate Types window to associate an assignment rate type with a rate basis for contingent workers.

Note: If you use Oracle Services Procurement to provide purchase order information for contingent workers, you do not need to perform this task.

To define a combination of assignment rate type and basis

  1. Enter a name for this combination of assignment rate type and basis.

  2. Select a rate basis for the rate type. The basis (for example, Hourly Rate or Weekly Rate) identifies the period to which the rate type relates.

  3. Select a rate type (for example, Standard Rate or Weekend Rate).

    Note: The combination of name and rate type must be unique.

  4. Save your work.

    To define a contingent worker's assignment rate, you associate this combination of assignment rate type and basis with a currency and monetary value.

    See: Entering Assignment Rates for Contingent Worker Assignments

Entering Assignment Rates for Contingent Worker Assignments

Note: This procedure applies only if you are not using Oracle Services Procurement to provide purchase order information for contingent workers.

If you use Oracle Services Procurement, the Assignment Rates window displays information from the purchase order line for this assignment. You cannot update this information in the Assignment Rates window.

Although you cannot pay contingent workers using Oracle Payroll, you can record their rates in Oracle HRMS. For each contingent worker assignment, you select a predefined combination of rate type and basis and associate it with a currency and monetary value, known as an assignment rate.

Use the Assignment Rates window.

To enter a rate for a contingent worker assignment

  1. Set your effective date to a date early enough for any historical information you want to enter.

  2. Select the name that identifies the required combination of rate type and basis.

    See: Defining a Combination of Assignment Rate Type and Basis

    The Rate Type and Rate Basis fields are completed automatically.

  3. Select a currency for the assignment rate.

  4. Enter a monetary value for the assignment rate. For example, if the rate type is Weekend Rate and the basis is Hourly Rate, enter the hourly rate for weekend assignments.

  5. Repeat steps 2 through 4 for additional assignment rates.

  6. Save your work.

If you install and license Oracle Services Procurement at a later date, any rate information recorded in Oracle HRMS is no longer visible.

Starting a Placement for an Ex-Employee or Ex-Contingent Worker

Use the People window to start a new contingent worker placement for an ex-contingent worker or an ex-employee.

Oracle HRMS supports back-to-back placements and employment, even when there is a difference in person types. That is:

See: Appointments and the Hiring Process

To start a placement for an ex-contingent worker or ex-employee

  1. Set your effective date to the placement start date.

  2. Query the ex-contingent worker or ex-employee in the People window.

  3. In the Action field, select Create Placement.

  4. In the Person Type for Action field, select a person type. If only one person type is valid for the action, it appears automatically.

  5. Save your work.

Employee Transfers and Secondments

Employee Transfers and Secondments

Employees are often required to move to different business locations. When such moves occur internationally, they usually involve moving from a source HRMS business group to a destination HRMS business group. To support such a move, you must create or update the employee record in the destination business group. In the source business group, you must either terminate the employee record (if the move is permanent) or suspend active assignments.

By means of deployment proposals, the Oracle HRMS Global Deployments function automatically creates or updates records as required when you move an employee between business groups. This function supports both temporary deployments (known in HRMS as secondments) and permanent transfers. Some setup tasks are necessary before first use of the Global Deployments function.

See: Setting Up Employee Transfers and Secondments

Deployment Proposals

The deployment proposal controls the secondment or transfer of an employee to a different business group. The deployment proposal identifies the:

To create a deployment proposal, the HR Professional in the destination business group uses the Global Deployments function.

Note: To create a deployment proposal, the HR Professional must have access to the employee's record in the source business group. Depending on security settings, this access may not be available. In this case, either the employee or an HR Professional in the source business group can use the SSHR Release Information function to release the employee's record to the HR Professional in the destination business group.

An employee can have multiple Draft deployment proposals but only one Active deployment proposal at a time.

The approval process determines the status of the proposal and further actions that you can perform:

Initiating a Deployment

To initiate a deployment, the HR Professional selects Initiate Deployment for the relevant deployment proposal on the Global Deployments page.

Initiating a Permanent Transfer

When the HR Professional initiates a permanent transfer, the status of the deployment proposal changes from Draft to Complete.

In the source business group, HRMS terminates the employee record on the day before the deployment start date and sets the status of all assignments to the default terminate-assignment status. The person type is Ex-Employee from the deployment start date.

Note: HRMS does not automatically set the Final Process Date (FPD) in the source business group. Setting FPD remains a manual task.

In the destination business group, HRMS creates or updates employee, assignment, and contact records using information from the deployment proposal. The person type and assignment status are those entered in the deployment proposal for the new assignment.

The following figure summarizes the stages of a permanent transfer:

the picture is described in the document text

Initiating a Temporary Secondment

When the HR Professional initiates a temporary secondment, the status of the deployment proposal changes from Draft to Active.

In the source business group, HRMS:

In the destination business group, HRMS creates or updates employee, assignment, and contact records using information from the deployment proposal. The person type and assignment status are those entered in the deployment proposal for the new assignment.

For information about maintaining the records of employees on secondment, see Employee Records During Secondment

Dates in the Destination Business Group

For both permanent transfers and temporary secondments, HRMS sets key dates in the destination business group as follows:

Date Field Contains Comments
Effective Date (Hire Date) Deployment Start Date  
Latest Start Date Deployment Start Date  
Date First Hired Date First Hired from Source Business Group  
Period of Service Start Date Deployment Start Date  
Adjusted Service Date Hire Date from Source Business Group  
Projected Termination Date Deployment End Date For temporary secondments only
Projected Assignment End Date Deployment End Date For temporary secondments only

Initiating a Return from Secondment

To terminate a secondment, the HR Professional selects Initiate Return for the relevant deployment proposal on the Global Deployments page and enters the end date, which is the final day of the deployment. This date can differ from the deployment end date recorded in the deployment proposal. (Note that the application takes no action by default on the end date recorded in the deployment proposal.)

The approval process determines the status of the proposal and further actions that you can perform:

When the proposal status is set to Complete or Return Initiated Complete, in the destination business group, HRMS:

HRMS sets the following dates in the destination business group to the deployment end date:

The employee's person type is Ex-Employee from the day following the deployment end date.

Note: HRMS does not automatically set the FPD in the destination business group. Setting FPD remains a manual task.

In the source business group, HRMS changes the status of assignments suspended at the start of the secondment to Active Assignment. The effective date of these changes is the day following the deployment end date.

The following figure summarizes the stages in a temporary secondment:

the picture is described in the document text

Back-to-Back Deployments

An employee returning from a secondment must have at least one day's employment in the source business group before beginning any subsequent secondment or transfer. You cannot use the Global Deployments function to move an employee directly from one destination business group to a second destination business group.

Updating Deployment Proposals

For information about updating deployment proposals, see Updating Deployment Proposals

Employee Numbering

When you transfer an employee permanently or temporarily to a different business group using the Global Deployments function:

In all other cases, HRMS allocates a new number to the employee using the numbering scheme in effect in the destination business group when you initiate the deployment.

Completing Initial Setup of Employee Records

The deployment proposal contains sufficient information for HRMS to create employee records in the destination business group and supply key data. However, you may need to enter additional information manually. For example:

For information about maintaining the records of employees transferred temporarily, see Employee Records During Secondment

Viewing Employee Records After Deployment

If the HR Professional or manager in the source business group needs access to the employee's records in the destination business group, the employee can release that information using the SSHR Release Personal Information function.

HR Professionals and managers in the destination business group can access the deployed employee's records in the source business group using the SSHR My Employee Information function. After a permanent transfer, employee information in the source business group remains available only while the deployment proposal exists. If you delete the deployment proposal, the employee record in the source business group is no longer accessible from the destination business group.

Updating Deployment Proposals

The changes that you can make to a deployment proposal depend on the proposal status.

Updating Proposals that do not Require Approval

The following sections describe when you can update proposals if your enterprise does not use the approval process for employee transfers and secondments.

When you initiate a deployment proposal, its status changes from Draft to:

When you initiate a return from secondment, the proposal status changes from Active to Complete.

The following figure shows the stages of a deployment proposal and indicates where updates are possible. The remainder of this topic discusses the changes that you can make at each stage.

Note: The following figure shows the stages of a proposal that does not require approval.

Stages of a Deployment Proposal

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Updating Draft Deployment Proposals

While the deployment proposal is in Draft status, you can update it as often as necessary. You can update any part of the proposal except:

Updating Active Deployment Proposals

Once a deployment proposal for a secondment is Active, you can change its start and end dates. If you change the start date of a secondment, HRMS updates:

If you change the end date of a secondment, HRMS updates:

The employee record in the source business group is unaffected by a change to the deployment end date.

Updating Complete Deployment Proposals

You cannot update a deployment proposal that has a status of Complete. To change the dates of a permanent transfer, you must:

Updating Proposals that are Routed Through the Approval Process

If your enterprise uses the approval process for proposals that you update, then you cannot initiate deployment until the proposal is approved. For more information, see: The Approval Process for Updated Temporary or Permanent Transfer Proposals

Similarly, if you update an employee return proposal, then the proposal must be approved for changes to take place.

See: Proposal Status and Actions

Deleting Deployment Proposals

You can delete Draft and Complete deployment proposals, but you cannot delete an Active deployment proposal.

Note: When you initiate a permanent transfer, HRMS terminates the employee's record in the source business group. The employee's manager in the destination business group can view this terminated record using the SSHR My Employee Information function only if the deployment proposal is available. Therefore, although you can delete proposals for completed deployments, Oracle recommends that you do not delete those for permanent transfers.

For information on proposals that you can delete, see: Proposal Status and Actions

Employee Records During Secondment

When you use the Global Deployments function to transfer an employee temporarily to another business group, HRMS automatically:

During the secondment, the employee has records to maintain in both business groups.

Maintaining Employee Records in Multiple Business Groups

HRMS provides standard mechanisms for maintaining employee data in multiple business groups:

Creating and Maintaining Optional Records

When the HR Professional initiates a deployment, HRMS does not create most optional components of the employee record, such as the competency profile and the qualifications record. However, the following records are visible by default from other business groups:

Note: You can use and view global competencies throughout the enterprise. Local competencies are accessible in a single business group only.

You may need to create and maintain such records manually in the destination business group if, for example, you want to perform an appraisal or record additional competencies achieved during a secondment.

Returning from Secondment

When a secondment ends, HRMS automatically:

During a secondment, HRMS can maintain most employee data automatically. However, you are recommended to review employee records in the source business group when a secondment ends and make any additions or corrections. For example, you may want to update the employee's competency profile or qualifications record.

If person record synchronization has not been enabled during the secondment, run the Person Synchronization report to identify differences and make any changes manually.

See: Person Record Synchronization

Data Items Transferred During the Predefined Global Deployment Process

Following is a list of data items transferred during a deployment in the predefined Global Deployment process:

Overview of the Approval Process for Employee Transfers and Secondments

Enterprises can use the approval process to route deployment proposals for approval.

Using the approval process, HR Professionals can:

The following sections explain how the approval process works for employee transfers and secondments, if enterprises use the approval process.

The Approval Process for Temporary or Permanent Transfer Proposals

As an HR Professional, when you create a deployment proposal for a temporary or permanent transfer, the Add Approvers region appears on the Create Proposal: Review page. By default, Oracle HRMS routes all deployment proposals through two levels of approvers in the supervisory hierarchy. Your enterprise can configure the number of approvers based on business requirements. In the Approvers region, you can search and add adhoc approvers. You can also select FYI recipients and add comments about the proposal.

The status of the deployment proposal is set to Pending for Approval during the approval stage. Approvers can approve, reject, or return for correction the deployment proposals. The proposal initiator receives FYI notification at every step of the approval process. You can initiate the deployment only if the status is set to Approved.

The following diagram shows the approval cycle starting with creating or modifying a deployment proposal:

the picture is described in the document text

For permanent transfers, when the deployment is initiated, Oracle HRMS sets the proposal status to Complete. For temporary transfers, when the deployment is initiated, the proposal status is set to the Active status. The Projected Assignment End Date and Assignment Status fields display the values if information is available. For example, the assignment status in the destination business group displays the Active Assignment value.

The Approval Process for Updated Temporary or Permanent Transfer Proposals

The ability to update temporary or permanent transfer proposals depends on the status of the proposals. See: Proposal Status and Actions

When you update a proposal, the Approvers region appears in the Review page. You can view the approvers who will receive the proposal for review. You can also select FYI recipients and add comments about the proposal.

The status of the deployment proposal is set as Pending for Approval when the updated proposal is in the approval stage. Approvers can approve, reject, or return for correction the updated deployment proposals. The proposal initiator receives FYI notification at every step of the approval process. You can initiate the deployment only if the status is set to Approved.

For permanent transfers, when the updated deployment is initiated, Oracle HRMS sets the proposal status to Complete. For temporary transfers, when the updated deployment is initiated, the proposal status is set to the Active status. The Projected Assignment End Date and Assignment Status fields display the values if information is available. For example, the assignment status in the destination business group displays the Active Assignment value.

The Approval Process for Return Proposals

As an HR Professional, when you initiate the return of an employee to the source business group, you can view the Add Approvers region in the Review page. This region lists the approvers of the proposal. By default, all deployments initiated for return are routed through two levels of approvers in the supervisory hierarchy. Your enterprise can configure the number of approvers based on business requirements. You can search and add adhoc approvers in the Add Adhoc Approver region. You can also select FYI recipients and add comments about the proposal.

When you submit the initiate return transaction for approval, the proposal is set at the Return Initiated - Pending for Approval status. Approvers can approve, reject, or return for correction the proposal. The proposal initiator receives FYI notification at every step of the approval process.

The following diagram shows the approval cycle starting with initiating or modifying a proposal for return of an employee:

the picture is described in the document text

Based on the approval received, the application sets the status of the deployment either to Return Initiated - Approved, Return Initiated - Rejected, or Return Initiated - Returned for Correction. After the final approval, the application sets the status to Return Initiated - Complete and updates the relevant records.

The Approval Process for Updated Return Proposals

You can update return proposals that are at one of the following statuses:

If you update a proposal, then Oracle HRMS routes the proposal for further approval based on the approval setup. If the proposal is approved, then the status is set to Return Initiated Complete.

Proposal Status and Actions

The proposal status determines the actions that you can perform for a deployment proposal. The actions that you can perform also depend on whether the deployment proposal is routed through the approval process.

Deployment Proposals that do not Require Approval

The following table describes the actions that you can perform for proposals that are at a specific status, if your enterprise does not use the approval process for employee transfers and amendments.

Deployment Proposal is Status Update Initiate Deployment Initiate Return Delete
At the draft stage Draft Yes Yes No Yes
Temporary and has started Active Yes. Remains at the Active status after update Not Applicable Yes No
Temporary and has finished Complete No Not Applicable Yes Yes
Permanent and has started Complete No Not Applicable Not Applicable Yes

Deployment Proposals Require Approval

The following table describes the actions that you can perform for proposals that are at a specific status, if your enterprise uses the approval process for employee transfers and amendments.

Deployment Proposal is Status Update Initiate Deployment Initiate Return Delete
Temporary or permanent and is submitted for approval Pending for Approval No No No No
Temporary or permanent, which is updated and is in the approval process Pending for Approval No No No No
Temporary or permanent, which is updated and returned for correction Returned for Correction Yes No No Yes
Temporary or permanent, which is updated and is rejected Rejected Yes No No Yes
Temporary or permanent and is returned for correction Returned for Correction Yes No No Yes
Temporary or permanent and is rejected Rejected Yes No Not Applicable Yes
Temporary and approved Approved Yes Yes Not Applicable Yes
Permanent and has started Complete No Not Applicable Not Applicable Yes
Temporary and has started Active Yes.
Status can change to Pending for Approval, Rejected, or Approved depending on the update approval		 Not Applicable Yes No
Initiate return and is submitted for approval Return Initiated Pending for Approval No Not Applicable Not Applicable No
Initiate return and is returned for correction Return Initiated Returned for Correction Yes Not Applicable Not Applicable Yes
Initiate return and is approved Return Initiated Complete Yes Not Applicable Not Applicable Yes
Initiate return and rejected Rejected Yes Not Applicable Not Applicable Yes

Setting Up Employee Transfers and Secondments

Perform the following setup tasks before first use of the Global Deployments function.

To set up employee transfers and secondments

In destination business groups:

  1. Add reasons for employee transfers and secondments (for example, Career Development, Business Need, and Skills Transfer) to the Deployment Reasons (HR_DEPLOYMENT_REASONS) lookup.

    See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

  2. For employees on secondment to this business group, define additional user person types for the Employee and Ex-Employee system person types. For example, define the user person types:

    • Employee on Secondment (for the Employee system person type)

    • Ex-Seconded Employee (for the Ex-Employee system person type)

    See: Defining Person Types, Oracle HRMS Configuring, Reporting, and System Administration Guide

  3. To identify the assignments of employees on secondment, define user assignment statuses (for example, Active Secondment) for the system assignment status Active Assignment.

    See: Defining Assignment Statuses (Assignment Window)

  4. Add assignment-status-change reasons applicable to employees on secondment (for example, Employee on Secondment) to the Employee Assignment Change Reason (EMP_ASSIGN_REASON) lookup.

    See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

  5. For employees completing secondments, add termination reasons (for example, Completed Secondment) to the Leaving Reason (LEAV_REAS) lookup.

    See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

  6. In deployment proposals, HR Professionals can elect to exclude transferred or seconded employees from U.S. New Hire reports and specify a reason. To extend the list of reasons for exclusion, update the US New Hire Exceptions (US_NEW_HIRE_EXCEPTIONS) lookup.

    See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

  7. By default, the Global Deployments function appears on the global People menu. Add the function to relevant HR Professional menus.

    See: Defining Menus, Oracle HRMS Configuring, Reporting, and System Administration Guide

In source business groups:

  1. Add the SSHR Release Information function for HR Professionals, which appears by default on the global People menu, to relevant HR Professional menus.

In both source and destination business groups:

  1. Review the setting of the HR: Propagate Data Changes profile option at the site level. If you do not set this profile option to Yes, the application cannot automatically propagate changes made to the records of employees on secondment.

    See: Person Record Synchronization

  2. Consider using the Checklists function to assign and track standard, repeatable tasks associated with employee transfer and secondment.

    See: Checklists Overview, Oracle HRMS Enterprise and Workforce Management Guide

Approval process for employee transfers and secondments

Enterprises can use the approval process to route deployment proposals through approvals. The Add Approvers region automatically appears on the following pages during transactions:

The following table provides a list of functions that support approvals in employee transfers and secondments.

Function Name User Function Name Web HTML Call Parameters
HR_GOLD_RETURN_INIT_SS Global Deployment Initiate Return Page OA.jsp?page=/oracle/apps/per/deployment/webui/DeplReturnPG pApprovalReqd=YD&pAMETranType=SSHRMS&pAMEAppId=800&pItemType=HRSSA&pProcessName=HR_GENERIC_APPROVAL_PRC&pApprovalMode=YD&pNtfFyiDetails=Y&pCalledFrom=HR_GOLD_RETURN_INIT_SS&OAFunc=HR_GOLD_RETURN_INIT_SS&addBreadCrumb=Y&pNtfSubMsg=HR_GOLD_RTN_NTF_SUB_MSG
HR_GOLD_NTF_SS Global Deployment Notification Container OA.jsp?page=/oracle/apps/per/deployment/webui/DeplPropReviewNtfRN&akRegionApplicationId=800 N
HR_GOLD_RETURN_NTF_SS Global Deployment Return Initiation Notification Container OA.jsp?page=/oracle/apps/per/deployment/webui/DeplReturnReviewNtfRN&akRegionApplicationId=800 N
HR_GOLD_CREATE_SS Global Deployments Create Page OA.jsp?page=/oracle/apps/per/deployment/webui/DeplPropTferDtlsCreatePG pApprovalReqd=YD&pAMETranType=SSHRMS&pAMEAppId=800&pItemType=HRSSA&pProcessName=HR_GENERIC_APPROVAL_PRC&pApprovalMode=YD&pNtfFyiDetails=Y&pCalledFrom=HR_GOLD_CREATE_SS&OAFunc=HR_GOLD_CREATE_SS&addBreadCrumb=Y&pNtfSubMsg=HR_GOLD_NTF_SUB_MSG
HR_GOLD_UPDATE_SS Global Deployments Update Page OA.jsp?page=/oracle/apps/per/deployment/webui/DeplPropTferDtlsUpdatePG pApprovalReqd=YD&pAMETranType=SSHRMS&pAMEAppId=800&pItemType=HRSSA&pProcessName=HR_GENERIC_APPROVAL_PRC&pApprovalMode=YD&pNtfFyiDetails=Y&pCalledFrom=HR_GOLD_UPDATE_SS&OAFunc=HR_GOLD_UPDATE_SS&addBreadCrumb=Y&pNtfSubMsg=HR_GOLD_NTF_SUB_MSG
HR_GOLD_ACT_UPDATE_SS Global Deployments Active Transfer Update page OA.jsp?page=/oracle/apps/per/deployment/webui/DeplActiveUpdatePG pApprovalReqd=YD&pAMETranType=SSHRMS&pAMEAppId=800&pItemType=HRSSA&pProcessName=HR_GENERIC_APPROVAL_PRC&pApprovalMode=YD&pNtfFyiDetails=Y&pCalledFrom=HR_GOLD_ACT_UPDATE_SS&OAFunc=HR_GOLD_ACT_UPDATE_SS&addBreadCrumb=Y&pNtfSubMsg=HR_GOLD_NTF_SUB_MSG

By default, these functions are configured to enable the approval process for employee transfers and secondments. The function parameter values are set to the predefined workflow item type, workflow processes, and the AME transaction type.

Note: The pApprovalReqd parameter determines the approvals usage. By default, the pApprovalReqd parameter is set to YD (Yes with Dynamic approval region enabled on the page). If you do not want to use the approval process for employee transfers and secondments, then you must set the pApprovalReqd parameter value to N, for example, pApprovalReqd=N, for the appropriate functions.

Oracle HRMS uses the following predefined components for the delivered approval process:

Depending on their business requirements, enterprises can configure the workflow item type, related workflow, and the Oracle Approvals Management (AME) transaction type. For example, the default approval rule requires two levels of approval for deployment proposals for employee transfers or secondments. You can create a new rule that requires three levels of approvals for transfers or secondments of senior manager positions and add the rule to the predefined transaction type. For information on the components used in AME and how to configure the components, see: Oracle HRMS Approvals Management Implementation Guide.

Workforce Information Management

Assignment Statuses

Statuses enable you to track the progress of your applicants, employees, and contingent workers through your enterprise. If you use Oracle Payroll, they also control how employee assignments are used during a payroll run. Oracle HRMS is installed with a number of predefined system statuses, for which you can set up multiple user statuses.

Note: You do not process contingent workers in a payroll run.

Primary Statuses

There are four system statuses for assignments:

For information about system statuses for applicants see: Applicant Assignment Statuses.

User Statuses

On your system, you can give these statuses different user statuses appropriate to your enterprise. Each system status can have several user statuses related to it. For example, for the system status Suspend Assignment, you could define the user statuses Paternity Leave, Disability Leave, or Education Leave. When you use Oracle HRMS, you only see the user statuses.

Note: Each system status has a predefined user status of the same name.

Primary user statuses help you track the current working circumstances of your employees and contingent workers. You can also define secondary user statuses having no associated system statuses. You can use these for reporting purposes.

Note: The User Statuses you define provide the list of values for Status in the Assignment window. If you want to change any of the predefined default values you must overwrite the User Name.

Using Assignment Statuses to Control Compensation

When you define user statuses, consider how you will use them in reports, inquiries, and processing.

When you use a validation formula to validate entries to element input values, you can make the valid values for an entry dependent on the assignment status.

To use the statuses to control whether the payroll run processes an employee assignment, you choose a Payroll user status of Process or Do not Process for each user status. Additionally, in Oracle Payroll you can set up your pay calculation formulas so that a status change also changes the formula used to calculate the employee's pay. For example, an employee could receive half pay while on Military Leave.

Secondary Assignment Statuses

For analysis and reporting purposes, you can set up and use secondary assignment statuses, for employee, applicant and contingent worker assignments. These statuses have no effect on assignment processing.

For example, suppose your primary status Maternity Leave applies to employees both when a child is born and when one is adopted, and you want to study its use in these two cases. To accomplish this you can set up the secondary statuses Maternity Birth and Maternity Adopt, and enter them for employees taking maternity leave.

You enter secondary statuses in the Secondary Statuses window.

To enter reasons for giving secondary statuses to assignments, define valid reasons as values for the Lookup Type EMP_SEC_ASSIGN_REASON (for employee assignments), CWK_SEC_ASSIGN_REASON (for contingent workers), and APL_SEC_ASSIGN_REASON (for applicant assignments).

Setup To Allow Processing After Termination

To enable payroll processing for employees after they leave your enterprise, in your system setup you must do the following:

Assignment Extra Information Type

You can define as many Extra Information Types as you require to hold information about assignments. The predefined assignment EITs are:

To learn how to enter extra information, see: Entering Extra Information, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Defining Assignment Statuses (Assignment Window)

You define both primary and secondary user statuses. In the Assignment Statuses window you can define these statuses for both employee and applicant assignments.

Defining Primary User Statuses

To rename a user status

  1. Delete the contents of the User Status field and type in your preferred name.

To supply additional user statuses for a system status

  1. Insert a new record.

  2. Type in your user status name.

  3. If you are using iRecruitment, you can enter an external status for your applicant assignment user statuses. This status is displayed to candidates in iRecruitment. For example, you may want to create an external status of 'Interview' for applicant assignment user statuses of 'Pending Interview' and 'Interview Passed'. The candidate in iRecruitment would see the external status and the manager would see the user status names.

  4. Select a Human Resource system status.

  5. For employee assignment statuses, you must also select a Payroll system status. You must do this, even if you do not have Oracle Payroll. If you have Oracle Payroll, the payroll system status controls whether payroll processes the assignment in a payroll run.

    Note: If you select a payroll system status of Do Not Process, payroll will still create assignment actions for assignments with this status. It is these assignment actions that will not be processed.

  6. Save the new status.

    Note: For each system status, you must have one default user status. The system automatically uses the default in certain situations. For example, when you create a new employee assignment, it automatically has the default user status corresponding to the system status Active Assignment. You can override this default.

    When you update the assignment statuses, the application saves the changes in the PER_ASS_STATUS_TYPE_AMENDS table instead of the PER_ASSIGNMENT_STATUS_TYPES table.

    You cannot delete a user status, but you can prevent its use by deactivating it. To deactivate a user status, uncheck the Active check box.

Defining Secondary Statuses

A user status associated with a system status is called a primary status because it determines how the system processes the assignment. You can also define secondary statuses not associated with a system status. You use secondary statuses for analysis and reporting, but not to control pay processing for assignments.

To create a secondary status

  1. Insert a new record.

  2. Type in a user status and do not select a system status.

    The Type field displays Secondary.

Entering an Assignment (Assignment Window)

When you enter an employee or contingent worker, or hire an applicant, Oracle HRMS automatically creates a default assignment. You can view and update the default assignment in the Assignment window.

You can then enter additional assignments, if required, using the Assignment window.

To enter an assignment

  1. Set your effective date to the start date of the new assignment.

    Germany only: If you want to link a contract to this assignment, you should do so before completing any further fields, as some fields in the Assignment window default to values defined on the contract and cannot be overridden here. Add contract details using the Contract field on the Employment Terms tabbed region. If you are assigning a contingent worker, the Employment Terms tabbed region does not display, preventing you from adding a contract.

  2. Select the organization to which you want to assign the employee or contingent worker. By default, the employee has an assignment either to the business group, or to the organization to which he or she applied. Contingent workers have a default assignment connected to the business group.

    If you overwrite these defaults, a window appears asking if the change is an update or a correction. Select Correction.

    If you are creating an additional assignment, no default business group or organization is displayed.

  3. Select the job or position for which this person has been assigned.

    France only: For a public sector type organization, the Position field is read only. Oracle HRMS displays the position details you recorded using the HR Administrator Actions pages.

    Russia only: Click the Attachments Menu icon on the tool bar to enter the contingent worker's job description.

    India only: The position selected is displayed on the employee's Form 16.

  4. For employee assignments, select a grade for information or to use grade rates or grade scales to determine the appropriate compensation levels for the employee.

  5. If you defined a location for the business group or other organization, it appears as a default. Change this, if required.

    Mexico only: The assignment's location determines its GRE.

    • If you have assigned multiple GREs to a location (through the generic hierarchy), you must choose which one applies to this assignment. Navigate to the Statutory Information tabbed region and make a selection in the Government Reporting Entity field.

    • If you change your assignment's GRE, you must specify a Social Security Leaving Reason (under the Social Security Affiliation tabbed region).

      See: Transferring Employees, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide (Mexico)

  6. France only: Select the establishment as it serves as the legal point of contact for settling any disputes and manages the personal details of the workforce.

    Note: For a public sector type organization, the Establishment field is read only. Oracle HRMS displays the establishment details you recorded using the HR Administrator Actions pages.

  7. Netherlands only: Select the reporting employer. The assignment is reported under this employer in the wage report. If you change the employer establishment after running the payroll and before running the Wage Report, the collective report section on the Wage report will not match the sum of nominative reports.

    Note: By default, the assignment is reported under the employer linked to the assignment's payroll. Changing the employer does not change the Payroll Object Group. To change the Payroll Object Group, terminate the existing assignment and create a new assignment with a new payroll. You can change the employer linked to the payroll using the Payroll window.

  8. Select the people group and enter information defined in your people group flexfield. This is optional.

  9. Select a payroll if you are paying an employee using Oracle Payroll, or if you intend to record for the employee certain types of compensation and benefits (represented on the system by nonrecurring elements).

    Note: If Oracle Payroll is installed and you are an HR User, you cannot assign employees to payrolls. Ask your system administrator to change your HR:User Type profile option if you need to assign employees to payrolls.

    Note: Denmark Users: Select Salaried or Hourly. There is no relation to the Payroll frequency.

  10. Select a status for the assignment. By default a new assignment has the status Active Assignment (or an equivalent user status defined on your system).

    See: Assignment Statuses

    Australia Only: Select if the employee works overseas or as part of Joint Petroleum Development Area (JPDA). The status you specify determines which earnings appear on which Payment Summary.

  11. Korea Only: Select the business place to which you assign your employee.

  12. Enter an assignment number to uniquely identify the assignment. By default, this number is the same as the employee or contingent worker number, for the first assignment.

  13. For employee assignments, select a collective agreement if the employee is covered by one.

    You can calculate values based on a collective agreement only for an employee's primary assignment.

  14. Select an assignment category, for example part-time or full-time.

    Hungary only: Select an employment category, for example part-time or full-time.

    Ireland only: Select an employment category, for example part-time or full-time. Select Apprentice/Trainee if the assignment is an apprentice or a trainee.

    Mexico only: Select the employee's Social Security employment type.

    See: Define the Social Security Employment Types, Oracle HRMS Implementation Guide (Mexico)

    Netherlands only: If the Assignment Category is set to Dismissal Pay , then nothing will be sent in the Employment field of the CBS File. Ensure any assignments to be retrieved for the CBS file do not have this value selected in the Assignment Category.

    Change any assignments with the category Trainee to Fulltime-Trainee, to return a value of 1 in the Employment field of the CBS File.

    Russia only: This field is mandatory to enable you to use them for reporting purposes. Use only the four values available for this field. For these values, the suffix Regular refers to an assignment with an indefinite period (permanent). The suffix Temporary refers to an assignment having a limited term.

  15. For employee assignments, select the employee category, for example blue collar or white collar.

    Ireland only: Select a valid employment category from the list. The list displays all the occupation categories for reporting in the EHECS report.

    Mexico only: Select the employee's Social Security employment category.

    Spain only: Select the professional category, for example administration clerk or civil servant.

  16. Enter the information you want to hold in the tabbed regions, for example, supervisor details, special ceiling progression points, or salary information.

    See: Entering Additional Assignment Details, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

    You can use the Oracle HRMS and Common application Components (CAC) integrated schedule features to assign a schedule to the worker's assignment. If you want the application to only display schedules the worker is eligible for, then run the Eligibility Engine process for the worker.

    See: Setting Up Availability, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

Entering Additional Assignment Details (Assignment Window)

Once you have set up basic assignment details, you can enter additional information--such as supervisor details, special ceiling progression points, and salary information--in the tabbed regions of the Assignment window. The tabbed regions that appear in the Assignment window vary according to person type and localization.

Note: For countries other than the US or UK, your Oracle localization team may have created additional fields in a tabbed region to hold legislatively required additional information.

To enter salary information for an employee

Use the Salary page to enter a proposed salary change for an employee, associate this change with a performance review, and accept or revise the change later. To administer an employee's salary in this way, you first assign the employee to a salary basis in the Salary Information region.

  1. Choose the Salary Information tabbed region.

  2. Select a salary basis for the employee.

  3. You can also enter the frequency of salary and performance reviews.

    Note: When you change salary basis for an assignment, the application end dates the existing proposal and creates a new salary proposal. The new proposal updates the salary element entry automatically. When you remove a salary basis from an assignment, the application end dates the existing salary element entry, enabling you to manually create a new salary element entry effective from the date of the salary basis change.

    For more information about salary administration, see: Salary Administration., Oracle HRMS Compensation and Benefits Management Guide (New Zealand)

To enter supplier information for a contingent worker

You use the Supplier tabbed region to record information about the supplier providing the contingent worker to your enterprise. The procedure depends on whether you are using Oracle Services Procurement to provide purchase order information for contingent worker assignments.

If you are not using Oracle Services Procurement:

  1. Choose the Supplier tabbed region.

  2. Select the names of the supplier and the supplier site for the contingent worker.

  3. Enter supplier IDs for the contingent worker and the assignment, if available. These values identify the worker and the assignment to the supplier.

If you are using Oracle Services Procurement:

  1. Choose the Supplier tabbed region.

  2. Select a purchase order number for this assignment.

  3. If only one purchase order line exists, it appears in the Purchase Order Line field. Otherwise, select a purchase order line. Note that the Purchase Order Line field is enabled only when you select a purchase order.

  4. Information from the purchase order appears automatically in the Supplier Name and Supplier Site fields. If the purchase order line includes a job value, it replaces any value in the Job field.

  5. Enter supplier IDs for the contingent worker and the assignment, if available. These values identify the worker and the assignment to the supplier.

To enter supervisor information for an employee or contingent worker

  1. Choose the Supervisor tabbed region.

  2. Select the name and number of the worker's personal supervisor. If you use assignment-based supervisor hierarchies, select the supervisor's assignment number.

    You can select a contingent worker as a supervisor only if the HR: Expand Role of Contingent Worker user profile option is set to Yes.

    You can select a supervisor from another Business Group if the HR:Cross Business Group user profile option is set to Yes at your site.

    Note: The application does not update this information. Use organization and position hierarchies to show management reporting lines.

To enter probation period and notice information for an employee

The probation period defaults from the employee's position.

Note: In Oracle HRMS for New Zealand you must enter the standard hours information at assignment level. Work day information must be entered in 24-hour format, and the frequency set to 'weekly'.

  1. Choose the Probation and Notice Period tabbed region.

    Note: The Probation and Notice Period tabbed region does not display for contingent workers.

  2. Amend the default probation period for your employee's assignment, if required.

  3. Enter the notice period for the assignment, if required.

To enter standard conditions information for an employee or contingent worker

The standard work day information (apart from the Hourly/Salaried field) defaults from the position. If standard conditions are not defined for the position, they default from the organization or Business Group.

  1. Choose the Standard Conditions tabbed region.

  2. Amend the standard work day information for your employee or contingent worker assignment, if required.

  3. This step is for employees only. For benefit administration, enter whether the assignment is hourly or salaried. If you are in the US, benefits are often based on whether a person is paid hourly or receives a salary.

    Note: If you are setting up benefits based on salaried or hourly pay you must set up the Hourly/Salaried field in addition to the Pay Basis. The Pay Basis identifies how pay is quoted within Salary Administration and enables an employee to have their pay quoted as hourly, but be paid a salary. Therefore, for benefits, you need to set up whether your employee is paid hourly or receives a salary.

To enter statutory information

Assigning a registered employer to an assignment:

  1. Choose the New Zealand Information tabbed region, and click in the field that is displayed. The New Zealand Information window is displayed.

  2. Select the person's registered employer.

  3. Enter the Holiday Anniversary Date.

Entering tax information for an employee:

  1. Choose the Entries button. The Element Entries window is displayed.

    In the Element Name column, select PAYE Information, and then click on the Entry Values button.

  2. Select the tax code for the person.

    See: PAYE: Legislative Details, Oracle HRMS Payroll Processing Management Guide (New Zealand)

  3. If a Special Tax Code is applicable, you must select a valid tax code other than "ND" in the Tax Code field.

    Select Yes in the Special Tax Code field, and enter the appropriate rates in the PAYE Special Rate and ACC EP Special Rate fields.

    Note: The STC tax code is included in the Employer Monthly Survey report. If you select ND as the tax code, it will overwrite any other entries in the remaining fields.

    Any values entered are recorded as percentages. For example, 10% is entered as 0.10.

  4. Enter the PAYE, ACC EP, and student loan special rates, respectively.

  5. Select whether all extra emoluments should be taxed at a higher rate.

Entering cost center information about a person:

  1. Select the Others button and choose Costing from the list.

    The Costing window is displayed.

  2. Click in the Cost Code field. The Cost Allocation key flexfield window is displayed.

    Enter the cost center information.

    Note: You must enter cost center information if you need to calculate the value of leave liability accrued by an employee.

    See: Setting Up Leave Payments and Leave Liability, Oracle HRMS Compensation and Benefits Management Guide (New Zealand)

To enter primary or secondary assignment and miscellaneous information for an employee or contingent worker

  1. Choose the Miscellaneous tabbed region.

  2. Enter the internal address details (such as the floor or office number), if required. The system adds the details to the location address.

  3. Select a reason for adding or changing the assignment, if required. You define valid reasons as values for the lookup types Reason for Change to Employee Assignment (EMP_ASSIGN_REASON) for employees and Contingent Worker Assignment Reasons (CWK_ASSIGN_REASON) for contingent workers.

  4. Select the Manager box if the assignment is at manager level and you want to include this worker in the Organization Hierarchy Report as a manager. (You can select Manager for a contingent worker assignment only if the HR: Expand Role of Contingent Worker user profile option is set to Yes.)

  5. By default, the first assignment entered is the primary assignment, and the Primary box is automatically checked. If you are now entering a secondary assignment, you must ensure that the Primary box is unchecked.

    Check the Primary check box to update a secondary assignment to Primary.

    See: Changing Primary Assignments

  6. If you use Oracle Services Procurement to provide purchase order information for contingent worker assignments, the purchase order line may include the projected assignment end date. In this case, the date appears in the Projected Assignment End field. Otherwise, enter the projected end date of the assignment.

To enter special ceiling information for an employee

A special ceiling progression point is the highest point to which the Increment Progression Points process can automatically progress the employee.

  1. Choose the Special Ceiling tabbed region.

  2. Enter a special ceiling only if the employee is assigned to a grade, and if a grade scale is defined for this grade. This special ceiling overrides the ceiling defined for the grade scale.

To enter a billing title for an employee or contingent worker (Oracle Projects only)

  1. Choose the Project Information tabbed region.

    Note: The Project Information tabbed region displays only if you have installed Oracle Projects.

  2. Enter a billing title. The information you enter in the Billing Title field serves as the default title on project customer invoices. You can override this information using Project Accounting.

  3. Enter a project title.

To enter grade ladder information for an employee

You must enter grade ladder information to use the Grade/Step Progression process.

  1. Choose the Grade Ladder tabbed region.

  2. Select the grade ladder for this assignment. If you selected a grade for this assignment previously, all the grade ladders that use that grade are available. If you have not selected a grade, all the active grade ladders in your enterprise are available.

To enter bargaining unit and union membership information for an employee

  1. Choose the Bargaining Unit tabbed region.

  2. Enter a bargaining unit code for your employee's assignment. This is usually the legally recognized collective negotiating organization.

    Note: You set up your different bargaining units as values for the Lookup type BARGAINING_UNIT_CODE

  3. Select whether the employee associated with the assignment is a member of a union.

To enter employment terms for an employee

  1. Choose the Employment Terms tabbed region.

  2. Select the contract to be referenced by the assignment. The list of contracts is limited to those entered for the employee that have start dates on or before the assignment start date.

    Note: If you are a German public sector user, selecting a contract defaults some values, for example pay grade, from the contract into the assignment. If you want to amend these values you must change them on the contract as you cannot update them in this window.

  3. Select the agreement grade structure for the collective agreement. A window shows the grade factors for that grade structure.

  4. Enter values for the grade factors. Or, choose the Combinations button and enter search criteria for one or more grade factors to display the reference grades that meet those criteria.

    If you enter values directly into the grade factor fields, they must correspond to an existing reference grade unless the Override Allowed check box in the Agreement Grades window is checked.

    Note: Any new combinations of values that you enter are unavailable for reuse with other assignments. To reuse a combination, you must define it as a reference grade in the Agreement Grades window.

Entering Additional Employment Information (Multiple windows)

Just as you can record additional information about people, such as their addresses, contacts, and skills, you can also record additional information associated with each employee assignment. The main items of information are as follows:

  1. You can propose or approve a salary change in the Salary Administration window.

    See: Entering Salary for a New Employee (or One Assigned to a New Salary Basis), Oracle HRMS Compensation and Benefits Management Guide

  2. You can make entries to the earnings, deductions, benefits and other elements the employee is eligible for, using the Element Entries window.

    Mexico only: You must standard link the following elements for all Mexican employees:

    • Employer State Tax

    • Integrated Daily Wage

    • Mexico Tax

    • Social Security Quota

    See: Defining Element Links, Oracle HRMS Compensation and Benefits Management Guide

    To confirm they are attached to the assignments, or to add them manually, see: Making Manual Element Entries, Oracle HRMS Compensation and Benefits Management Guide

  3. If you use a pay scale and progression point system, you can place the assignment on a pay scale using the Grade Step Placement window.

    See: Placing an Employee on a Grade Step, Oracle HRMS Enterprise and Workforce Management Guide

  4. You can select the cost centers or accounts to which the costs of the assignment should be allocated, using the Costing window.

    See: Data Costed at the Organization and Assignment Levels, Oracle HRMS Enterprise and Workforce Management Guide

  5. You can use the Assignment Budget Values window to specify the value of the assignment in terms of headcount, full time equivalent (FTE), or any other budgets you have defined.

    See: Budgeting Overview, Oracle HRMS Enterprise and Workforce Management Guide

  6. For employees who have assignments to payrolls, you can select the methods by which the employee wants to receive pay for this assignment in the Personal Payment Method window.

    See: Entering Payment Methods for an Employee Assignment

  7. You can enter secondary assignment statuses for analysis and reporting, if these have been defined on your system.

    See: Entering Secondary Assignment Statuses

  8. You can enter extra information about your employee's assignment using the Extra Assignment Information window.

    See: Enter Extra Information, Oracle HRMS Configuring, Reporting, and System Administration Guide

  9. You can enter previous employment information for your employee's using the Previous Employment window.

    See: Entering Previous Employment Details

Changing Primary Assignments

Over time, a secondary assignment may need to be elevated to a primary assignment. Most enterprises have requirements to show this history of changes in an employee record. You can change assignments from secondary to primary in the Hiring Applicants window or the Managing Employees window.

This process creates two historical records: one showing a secondary assignment that ended, say, on 20 October, and the other showing that the primary assignment started as one set of components and then changed to another set (those of the secondary assignment) on 21 October.

To change a primary assignment

  1. Set an effective date for the change of primary assignment.

  2. Find the person using the Data Organizer or the Find window.

  3. Select the person in the Data Organizer and select one of their assignments.

  4. Choose the Actions button.

  5. Select Make Primary Assignment and choose Next.

    The system automatically changes the previous primary assignment from primary to secondary. Query the assignment details to see the changes, or use the Assignment History window to view the employee's assignments. DateTrack History also shows the changes made to assignments.

    For more information about DateTrack see: Viewing the History of Datetracked Information, Oracle HRMS Enterprise and Workforce Management Guide and Managing Change Over Time, Oracle HRMS Enterprise and Workforce Management Guide

  6. Mexico only: If the change in assignments involves a change of GREs, you must specify a Social Security Leaving Reason in the Social Security Affiliation tabbed region.

Ending an Assignment (Assignment Window)

An employee must always have one active assignment. If an employee has multiple assignments you can end any of their individual assignments by selecting an assignment status of End or Terminate in the Assignment window as long as at least one assignment remains active. If you want to end all employee assignments at the same time you use the Termination window. An employee does not become an ex-employee until you have terminated their last assignment.

The following information explains how to use the Assignment window to end multiple assignments.

To end one of several assignments

  1. Query the assignment you want to end.

  2. Set your effective date to the actual termination date for the assignment.

  3. Update the assignment status to End or Terminate Process Assignment (or the equivalent user status on your system) in the Status field:

    • Use Terminate Process Assignment (with a Payroll system status of Process) if further pay processing of the assignment is required after the date the assignment ends. This leaves the assignment's final processing date open so that further processing can occur.

      It is often best to use this status, so that you can process any necessary adjustments to the final pay for the assignment.

    • Use End (with a Payroll system status of Do Not Process) if all pay processing for the assignment is finished. This makes your effective date the assignment's final processing date, after which no further processing for the assignment can occur.

    The End status is not recorded on the assignment. It causes the assignment to end as of the effective date of entry of this status.

    Note: To temporarily prevent pay processing for this assignment, use the status Terminate Assignment (with a Payroll system status of Do Not Process). When no further processing is required and you are ready to set a final processing date, update the status to End.

  4. Mexico only: Specify a Social Security Leaving Reason in the Social Security Affiliation tabbed region. The Social Security Affiliation reports require this information.

Entering Secondary Assignment Statuses

Your implementation team may have created secondary assignment statuses for analysis and reporting of employee or applicant assignments.

For example, suppose your primary status Maternity Leave applies to employees both when a child is born and when one is adopted, and you want to study its use in these two cases. To accomplish this you can set up the secondary statuses Maternity Birth and Maternity Adopt, and enter them for employees taking maternity leave.

You enter secondary statuses for an employee assignment or an applicant assignment in the Secondary Statuses window.

To give a secondary status to an assignment

  1. Select the status and enter a start date.

  2. You can also select a reason for giving the new status.

    When a status no longer applies, simply enter an end date.

Removing Title from Person Search Lists

To remove the title from existing records without updating them you should run the Remove Title from Person's Full Name concurrent process. This concurrent process enables you to remove the title so that it does not appear in Person Search lists, such as the Find window on the Person window.

You run the Remove Title from Person's Full Name concurrent process from the Submit Requests window.

To remove title from person's full name

  1. Select Remove Title from Person's Full Name in the Name field.

  2. Enter the Parameters field to open the Parameters window.

  3. Select a legislation.

  4. Choose the OK button.

  5. Choose the Submit button.

Using Mass Assignment Update

Using Mass Assignment Update

Business developments, such as reorganization and relocation, often mean that you must update many records at once. The Oracle HRMS mass assignment update function enables you to update the assignment records of multiple workers or applicants in a business group using a single update request.

Process Overview

To perform a mass assignment update, you:

  1. Identify the records you need to update.

  2. Retrieve the identified records.

  3. Specify the changes you want to make.

  4. Apply your changes and submit the updated records to the database.

Status Messages

During the mass assignment update process, status messages inform you of the progress of the update. The following table describes each status message:

Status Description
Grade Step Placement Enter in the Grade Step Placement window. Enter any special ceiling in the Assignment window.
Completed Commit successful.
Concurrent Request Submitted Commit being attempted.
Error Dependent Record(s) Commit successful, but with dependent errors.
Error New Record(s) Displayed when one or more of the new records creates an error.
Error Original Record(s) Error while creating source.
Pending New Record(s) Target successfully created, not validated or committed.
Pending Query Query criteria in place, query not yet performed.
Retrieved Original Record(s) Records retrieved successfully.
Validated New Record(s) Target validated successfully.

Performing a Mass Assignment Update

To make mass assignment updates for employees, contingent workers, or both, you are recommended to use the Mass Assignment Update window. If the Mass Assignment Update window is not available, use the Mass Employee Assignment Update window to make mass assignment updates for employees.

If you make mass assignment updates to working hours, frequency, or other data that affects derived Assignment Budget Values (such as FTE or Percent Full Time), recalculate and update the values using the concurrent process Calculate Assignment Budget Values.

See: Running the Calculate Assignment Budget Values Process, Oracle HRMS Enterprise and Workforce Management Guide

Korean users only: To make mass assignment updates for employees and contingent workers, use the KR Mass Assignment Update window.

To identify the records you need to update

  1. Enter a unique name for the mass assignment update.

  2. Set your effective date (the date from which the changes will apply).

  3. Select Contingent Worker or Employee. Select both values to retrieve records for both contingent workers and employees.

  4. If you select Employee only and GRE (Government Reporting Entity) information applies in your legislation, go to Step 5. Otherwise, go to Step 9.

  5. Click in the GRE field.

    The GREs and other data window appears.

  6. Specify any GRE search criteria.

  7. To exclude records from the result set defined by the GRE search criteria, choose Combinations.

    The Enter Reduction Criteria for Long-List window appears.

    For example, if you select Yes in the Seasonal Worker field in the GREs and other data window, and select Day Shift in the Shift field in the Enter Reduction Criteria for Long-List window, the result set comprises all seasonal employees, minus those who work the day shift.

  8. Choose OK.

  9. If the Criteria window is not already open, click in the Other Criteria field.

  10. Enter or select work structures values. In the Job Like, Position Like, Grade Like, and Grade Ladder Like fields you can enter a partial value with the wildcard character. For example, if you enter MGR% in the Job Like field, the application includes in the result set all workers whose jobs begin with "MGR".

  11. Choose OK.

    The People Group Flexfield window appears.

  12. Specify any people group search criteria.

  13. To exclude records from the result set defined by the people group search criteria, choose Combinations.

    The Enter Reduction Criteria for Long-List window appears. Values you enter or select in this window identify workers to be removed from the group of workers identified by the people group search criteria. For example, if you select a particular benefit program in the People Group Flexfield window, and a pension plan in the Enter Reduction Criteria for Long-List window, the result set comprises all members of the selected benefit program, minus those belonging to the selected pension plan.

  14. Choose OK.

To retrieve the identified records

  1. Choose Query. A message may appear showing how many records match your selection criteria. In this case, if the number is too high, you can cancel the query and specify further criteria to retrieve fewer records. Otherwise, choose Continue.

    The application displays assignment records that meet the selection criteria.

  2. To sort the results in ascending or descending alphabetical order, choose the Full Name column heading. To remove a record from the result set, deselect it. You can also use the Selection list to identify the records you want to update. For example, to deselect all currently selected records and select all currently deselected records, select Invert.

To specify the changes you want to make

  1. Choose the New tab.

    Note: Some values you can update on this tab apply to either contingent workers or employees, but not both. Although you can specify inappropriate values (for example, you can select a payroll for a contingent worker), Oracle HRMS writes a warning message to the log and does not update the worker record with invalid information.

  2. Click in the Change List field.

    The Change List window appears.

  3. Select or enter values in fields you want to update. Choose OK.

    If you are updating employee records only and GRE information applies in your legislation, go to Step 20. Otherwise, go to Step 21.

  4. In the GREs and other data window, select or enter values in fields you want to update. Choose OK.

  5. In the People Group Flexfield window, select or enter values in fields you want to update. Choose OK.

  6. Select a DateTrack mode.

To apply your changes and submit them to the database

  1. Choose Create New.

    The updated assignment records appear.

  2. To make further general changes to these records before you submit them to the database, repeat from Step 18.

  3. To update information for an individual worker, update the relevant record on the New tab.

    Note: Changing the effective date means restarting the update: the application clears both the Original and the New tabs so you can enter new selection criteria.

  4. To commit the updated records to the Oracle HRMS database, choose Submit.

    The application creates a concurrent request and displays its identifier. View the results in the View Requests window.

    Once you have successfully submitted all updated records, you cannot change this mass assignment update. To make further changes to these records, you create a new mass assignment update.

See Reviewing and Correcting Mass Assignment Update Errors

Using Mass Employee Assignment Update

Business developments, such as reorganization and relocation, often mean that you must update many records at once. The Oracle HRMS mass assignment update function enables you to update the assignment records of multiple workers or applicants in a business group using a single update request.

Process Overview

To perform a mass assignment update, you:

  1. Identify the records you need to update.

  2. Retrieve the identified records.

  3. Specify the changes you want to make.

  4. Apply your changes and submit the updated records to the database.

Status Messages

During the mass assignment update process, status messages inform you of the progress of the update. The following table describes each status message:

Status Description
Grade Step Placement Enter in the Grade Step Placement window. Enter any special ceiling in the Assignment window.
Completed Commit successful.
Concurrent Request Submitted Commit being attempted.
Error Dependent Record(s) Commit successful, but with dependent errors.
Error New Record(s) Displayed when one or more of the new records creates an error.
Error Original Record(s) Error while creating source.
Pending New Record(s) Target successfully created, not validated or committed.
Pending Query Query criteria in place, query not yet performed.
Retrieved Original Record(s) Records retrieved successfully.
Validated New Record(s) Target validated successfully.

Performing a Mass Assignment Update

To make mass assignment updates for employees, contingent workers, or both, you are recommended to use the Mass Assignment Update window. If the Mass Assignment Update window is not available, use the Mass Employee Assignment Update window to make mass assignment updates for employees.

Korean users only: To make mass assignment updates for employees, use the KR Mass Employee Assignment Update window.

To identify the records you need to update

  1. Enter a unique name for the mass assignment update.

  2. Set your effective date (the date from which the changes will apply).

  3. Click in the People Group field. The People Group Flexfield window appears.

  4. Specify any people group search criteria.

  5. To exclude records from the result set defined by the people group search criteria, choose Combinations.

    The Enter Reduction Criteria for Long-List window appears. Values you enter or select in this window identify employees to be removed from the group of employees identified by the people group search criteria. For example, if you select a particular benefit program in the People Group Flexfield window, and a pension plan in the Enter Reduction Criteria for Long-List window, the result set comprises all members of the selected benefit program, minus those belonging to the selected pension plan.

  6. Choose OK.

  7. If the Criteria window is not already open, click in the Other Criteria field.

  8. Enter or select work structures values. In the Job Like, Position Like, Grade Like, and Grade Ladder Like fields you can enter a partial value with the wildcard character. For example, if you enter MGR% in the Job Like field, the application includes in the result set all employees whose jobs begin with "MGR".

  9. Choose OK.

  10. If GRE information does not apply in your legislation, go to Step 14. Otherwise, if the GREs and other data window is not already open, click in the GRE field.

  11. Specify any GRE search criteria.

  12. To exclude records from the result set defined by the GRE search criteria, choose Combinations.

    The Enter Reduction Criteria for Long-List window appears.

    For example, if you select Yes in the Seasonal Worker field in the GREs and other data window, and select Day Shift in the Shift field in the Enter Reduction Criteria for Long-List window, the result set comprises all seasonal employees, minus those who work the day shift.

  13. Choose OK.

To retrieve the identified records

  1. Choose Query. A message may appear showing how many records match your selection criteria. In this case, if the number is too high, you can cancel the query and specify further criteria to retrieve fewer records. Otherwise, choose Continue.

    The application displays assignment records that meet the selection criteria.

  2. To sort the results in ascending or descending alphabetical order, choose the Full Name column heading. To remove a record from the result set, deselect it. You can also use the Selection list to identify the records you want to update. For example, to deselect all currently selected records and select all currently deselected records, select Invert.

To specify the changes you want to make

  1. Choose the New tab.

  2. Click in the Change List field.

    The Change List window appears.

  3. Select or enter values in fields you want to update. Choose OK.

  4. If GRE information applies in your legislation, in the GREs and other data window select or enter values in fields you want to update. Choose OK.

  5. In the People Group Flexfield window, select or enter values in fields you want to update. Choose OK.

  6. Select a DateTrack mode.

To apply your changes and submit them to the database

  1. Choose Create New.

    The updated assignment records appear.

  2. To make further general changes to these records before you submit them to the database, repeat from Step 17.

  3. To update information for an individual employee, update the relevant record on the New tab.

    Note: Changing the effective date means restarting the update: the application clears both the Original and the New tabs so you can enter new selection criteria.

  4. To commit the updated records to the Oracle HRMS database, choose Submit.

    The application creates a concurrent request and displays its identifier. View the results in the View Requests window.

    Once you have successfully submitted all updated records, you cannot change this mass assignment update. To make further changes to these records, you create a new mass assignment update.

See Reviewing and Correcting Mass Assignment Update Errors

Reviewing and Correcting Mass Assignment Update Errors

When you submit a mass assignment update to the Oracle HRMS database, the application creates a concurrent request and displays its identifier. For each concurrent request, the application creates an error log file containing details of any errors. Note that Oracle HRMS does not apply invalid changes to records.

To view the results of a mass assignment update, use the Requests window.

To review the error log

  1. In the Find Requests window, enter the concurrent request ID of the mass assignment update.

  2. In the Requests window, select the request and choose View Log.

    The error log appears, showing mass assignment update errors grouped by assignment number. For each error, the log includes a description of the cause and a suggested action.

To correct the error

Use the Mass Assignment Update window (for employees and contingent workers) or the Mass Applicant Assignment Update window.

  1. Retrieve the relevant mass assignment update. Records in error have the status Error New Record(s).

  2. Select the records you are correcting and deselect all other records.

  3. Correct the requested changes or the DateTrack mode (as suggested in the error log) for relevant records.

    Note: You cannot update records whose status is Completed.

  4. Choose Submit.

    Once you have successfully submitted all updated records, you cannot change this mass assignment update. To make further changes to these records, you create a new mass assignment update.

    If an attempted update fails repeatedly, edit the assignment record directly.

Purging Transaction Data

Transactions such as mass updates, position transactions, and budget worksheets all store temporary data in transactions tables in your database. Once the transaction has been completed, the data in these tables is applied to permanent tables. However, a duplicate version of this data also remains in the temporary tables, taking up unnecessary space.

To clear this data once a transaction is completed, you can use one of the purge processes, depending on the type of transaction you have completed.

Note: These processes do not affect any applied data. All applied information is still available to edit in the normal windows.

Use the Submit Request window.

To run the Purge Budget Worksheets, Purge Position Transaction, or the Purge Mass Processes process

  1. Select either Purge Budget Worksheets, Purge Position Transaction, or Purge Mass Processes in the Name field.

  2. Click in the Parameters field to display the Parameters window, if it does not open automatically.

  3. If you are running the Purge Mass Processes process, select the type of transaction you want to purge, for example, Mass Applicant Assignment Update, or Position Copy.

  4. Select the status of the transactions you want to purge. This limits the transactions purged to only those with the selected status.

  5. Enter the dates between which you want transactions cleared.

  6. Click OK. You can view a log file containing details of the purge from the Requests window.

Using Mass Applicant Assignment Update

Business developments, such as reorganization and relocation, often mean that you must update many records at once. The Oracle HRMS mass assignment update function enables you to update the assignment records of multiple workers or applicants in a business group using a single update request.

Process Overview

To perform a mass assignment update, you:

  1. Identify the records you need to update.

  2. Retrieve the identified records.

  3. Specify the changes you want to make.

  4. Apply your changes and submit the updated records to the database.

Status Messages

During the mass assignment update process, status messages inform you of the progress of the update. The following table describes each status message:

Status Description
Grade Step Placement Enter in the Grade Step Placement window. Enter any special ceiling in the Assignment window.
Completed Commit successful.
Concurrent Request Submitted Commit being attempted.
Error Dependent Record(s) Commit successful, but with dependent errors.
Error New Record(s) Displayed when one or more of the new records creates an error.
Error Original Record(s) Error while creating source.
Pending New Record(s) Target successfully created, not validated or committed.
Pending Query Query criteria in place, query not yet performed.
Retrieved Original Record(s) Records retrieved successfully.
Validated New Record(s) Target validated successfully.

Performing a Mass Applicant Assignment Update

To make mass assignment updates for applicants, use the Mass Applicant Assignment Update window.

To identify the records you need to update

  1. Enter a unique name for the mass assignment update.

  2. Set your effective date (the date from which the changes will apply)..

  3. If the People Group Flexfield window is not already open, click in the People Group field.

  4. Specify any people group search criteria.

  5. To exclude records from the result set defined by the people group search criteria, choose Combinations.

    The Enter Reduction Criteria for Long-List window appears. Values you enter or select in this window identify applicants to be removed from the group of applicants identified by the people group search criteria. For example, if you select a particular professional organization in the People Group Flexfield window, and a geographical region in the Enter Reduction Criteria for Long-List window, the result set comprises all members of the selected professional organization, minus those in the selected geographical region.

  6. If the Criteria window is not already open, click in the Other Criteria field.

  7. Enter or select recruitment and work structures values. In the Job Like, Position Like, Grade Like, and Grade Ladder Like fields you can enter a partial value with the wildcard character. For example, if you enter MGR% in the Job Like field, the application includes in the result set all applicants for jobs that begin "MGR".

  8. Choose OK.

To retrieve the identified records

  1. Choose Query. A message may appear showing how many records match your selection criteria. In this case, if the number is too high, you can cancel the query and specify further criteria to retrieve fewer records. Otherwise, choose Continue.

    The application displays assignment records that meet the selection criteria.

  2. To sort the results in ascending or descending alphabetical order, choose the Full Name column heading. To remove a record from the result set, deselect it. You can also use the Selection list to identify the records you want to update. For example, to deselect all currently selected records and select all currently deselected records, select Invert.

To specify the changes you want to make

  1. Choose the New tab.

  2. Click in the Change List field.

    The Change List window appears.

  3. Select or enter values in fields you want to update. Choose OK.

  4. In the People Group Flexfield window, select or enter values in fields you want to update. Choose OK.

  5. Select a DateTrack mode.

To apply your changes and submit them to the database

  1. Choose Create New.

    The updated assignment records appear.

  2. To make further general changes to these records before you submit them to the database, repeat from Step 12.

  3. To update information for an individual applicant, update the relevant record on the New tab.

    Note: Changing the effective date means restarting the update: the application clears both the Original and the New tabs so you can enter new selection criteria.

  4. To commit the updated records to the Oracle HRMS database, choose Submit.

    The application creates a concurrent request and displays its identifier. View the results in the View Requests window.

    Once you have successfully submitted all updated records, you cannot change this mass assignment update. To make further changes to these records, you create a new mass assignment update.

See Reviewing and Correcting Mass Assignment Update Errors

Self-Service Actions

Overview of Self-Service Actions

Most enterprises adhere to rules, regulations, and reporting requirements when changing the terms of work. Oracle Self Service Human Resources (SSHR) provides a set of configuration tools and web flows for initiating, updating, and approving self-service actions according to prescribed rules.

Self-service actions represent the business processes, or actions, that change the conditions of employment in your enterprise. Public sector organizations typically refer to these processes as personnel actions, and they include business actions that manage hiring, training, promotion, transfer, compensation, and termination. Self-service actions are useful for any enterprise that wants to configure business processes using rules to determine eligibility and approval requirements, track action history as well as details, or generate standard documents for specific actions.

Self-service actions fall into three overall types, each with its own unique expectations, rules, and requirements:

Oracle SSHR emphasizes business process over data maintenance. Though the interface provides an online form that you fill out in the course of navigating a series of web pages, your implementation team organizes the sequence and content of the data to reflect the standards and practices of your organization. With each self-service action, your implementation team defines a process consistent with the way your organization manages changes to personnel records. You design and implement your own version of each process, and specify the business rules that enable you to route each action for approval automatically.

SSHR provides a transition from technical orientation to functional. This approach enables you to initiate and manage self-service actions as business processes with which you are already familiar, rather than maintaining data in the abstract in application windows. Your focus is on the task you need to perform. Some examples of the predefined SSHR workflow modules supported by self-service actions include:

You carry out a self-service action in three overall stages that reflect standard business procedures:

For each stage, your implementation team has a range of options and features to configure unique process flows you recognize as a reflection of the way you do business. The following process flow diagram displays all the features available. What you see may differ, depending on your organization's requirements.

Life Cycle of a Self - Service Action

the picture is described in the document text

Initiate

Advanced search capability helps you confirm that you have selected the correct person before initiating an action. The People List and Actions page tell you whether or not a person is eligible for an action on the specified effective date. The Actions page notifies you of your own pending actions on the selected person, actions you have saved for later, and actions on the selected person awaiting approval of others. If your organization's requirements permit, you can specify that your action take effect on a date you specify, or "on approval". You enter the data that your enterprise, rules, and regulations require. What-If analysis gives you a real-time view of the impact of your proposed action on the selected person's entitlements to compensation and benefits. You can generate formatted documents, such as a pre-approval Request for Action, or a standard letter, containing merged values from your action. In addition, you can attach supporting documents, such as a resume, certificate, or Web address. Before submitting your action for approval, you can add to the list of approvers, or add people to notify.

Approve

Self-service actions use Oracle's standard workflow and approvals management tools. Oracle AME generates a list of approvers and Oracle Workflow routes your action automatically. Approvers retrieve notifications from their Worklist. Approvers with appropriate update privileges can modify the action, including its effective date. Recipients can request additional information, or return the action for correction to previous approvers. If the database encounters intervening or future-dated actions on the same person, it refreshes your action with the appropriate values, or routes your action to a Human Resources representative after approval for manual entry of the changes.

Apply

The application applies the action to the database after final approval.

SSHR workflow features enable you to engage in an online collaborative environment in which you can focus on the task of routing and approving actions based on their merits, with near transparency regarding selection and notification of approvers.

See: Configuring Self-Service Actions

See: Managing Conflicting Actions

See: Initiating a Self-Service Action

See: Approving a Self-Service Action

Configuring Self-Service Actions

The sections below describe the process of configuring Self - Service Actions in SSHR. Some procedures are optional, for example, setting up eligibility processing or document management. Implementing the workflow processes and functions your enterprise requires is prerequisite to configuring self - service actions. When you have completed the configuration of workflow processes and functions, you must implement the following procedures:

If previous implementations have not configured Oracle Approvals Management (AME) with the attributes, conditions, approval types, and rules your organization requires to manage routing and approving actions, you must configure these if you want to enhance the default behavior. The default is to route the action to the top of the supervisory hierarchy or 10 levels above the Initiator, whichever comes first.

Note: In order to use the new workflow features associated with self-service actions, you must upgrade to the SSHR V5 approval process.

See: Implementation Steps for Self-Service HR (SSHR), Oracle HRMS Deploy Self-Service Capability Guide

Set System Profile Options

Configure the system profiles at the Site level. The eight profiles directly relating to configuring self-service actions are as follows:

If you do not enable HR:Allow Approver updates to Self Service actions, only the Initiator is able to update or change the effective date of an action you return for correction. Approvers will be unable to use attachments.

Oracle recommends that you configure two related options in tandem:

Enable or disable these two options together. If you set the former to Allow approval (Notify HR Rep), enable the latter as well.

See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Define Access Roles

Create and assign access roles, to grant update privileges to those who approve self-service actions, or deny them to those who do not. The Initiator of an action has privileges based on menu access, and does not need an access role.

See: Access Roles for Self Service Actions, Oracle SSHR Deploy Self-Service Capability Guide

Personalize Pages

Personalize self-service pages. Personalizations play a key role in configuring self-service actions, including the following:

See: Configuring Web Pages, Oracle SSHR Deploy Self-Service Capability Guide

See: Self Service Workflows, Oracle SSHR Deploy Self-Service Capability Guide

Add a Sub Menu to User Menus

Attach the sub menu HR Self-Service Pages sub menu to user menus so that users can see the following pages:

See: Defining Menus for SSHR, Oracle SSHR Deploy Self-Service Capability Guide

Set Up Eligibility Processing

Optionally, set up automatic determination of a person's eligibility for an action, using SSHR Compensation and Benefits functionality as a generic processing engine. You do this in four stages:

See: Eligibility Processing Setup Example, Oracle SSHR Deploy Self-Service Capability Guide

Set Up Document Management

Optionally, configure documents and groups in Document Manager to provide formatted business documents in PDF format, containing merged data from workflow processes. Examples include Request for Change, Notification of Change, correspondence, or contracts.

See: Document Manager, Oracle SSHR Deploy Self-Service Capability Guide

Managing Conflicting Actions

A typical implementation for self-service actions allows you to process multiple changes to a person's record at the same time. Another common configuration allows any approver on the chain of recipients to change the effective date of an action. The ability to process concurrent actions and choose an effective date at any point in the approval process adds both flexibility and complexity. For example, what if another manager submits a status change that affects a person's grade at the same time you are processing a job change on the same person? What if you submit a change of working hours, and another manager approves a transfer while your action is in process? What if choosing a retroactive effective date for a bonus means that another bonus (already approved) becomes effective on a future effective date to your own?

The flexibility of processing multiple changes simultaneously requires the application to handle complex interactions among three dates associated with each action:

The application helps you manage complex situations arising from interactions among multiple actions and dates in three ways. Consider three scenarios:

  1. Concurrent Actions: The application processes multiple actions on a selected person at the same time. On final approval, each action takes effect on its own effective date, superseding any actions with a previous effective date.

  2. Intervening Actions: After your action is in process, the application encounters an approved action on the same person with an effective date that falls between your initiation date and effective date. Your setup can help you manage which information prevails, and (as appropriate) replace values in your action.

  3. Future-Dated and Retroactive Actions: After your action is in process, the application encounters an approved action on the same person with a later effective date. Your setup can allow you to route your action to a Human Resources representative on final approval, for manual entry of all appropriate changes.

Concurrent Actions

When you begin an action, the application checks the person/assignment combination for other actions currently in process:

Most implementations allow concurrent actions. Otherwise, if you try to begin an action on a person with pending changes, you cannot proceed beyond the Actions page. But in a typical setup, existing actions on the selected person appear as actions Awaiting Your Attention or Awaiting the Approval of Others.

Intervening Actions

Intervening changes can occur for a variety of reasons, most often due to delays between request and approval. Another manager can approve a change to your selected person's record after your own action has entered the approval process. When the application encounters approved changes to your selected person's record, effective somewhere between your own action's initiation date and effective date, it manages them in one of two ways. Consider two scenarios:

  1. After you submit your job change for approval, an HR manager approves a transfer on the same person while your action is still in process. In this case, the intervening change of location prevails, because your action does not specify a location. You may still need to know about the transfer, however, in order to decide whether to approve, update, send back for correction, or cancel your job change.

  2. Your action's proposed job change conflicts with an intervening change from another manager that specifies a different job. Because both your action and the intervening action specify a job, your action's proposed job prevails, because your action has the later effective date. Nevertheless, you may need to know about the intervening job change in order to make a more informed decision about your own proposed job change.

In the following illustrations, broken lines connect the initiation date and effective date of each action. Another manager approves an intervening action while yours is still in the approval process.

Scenario 1: Intervening Action Specifying Different Attributes

the picture is described in the document text

Scenario 2: Intervening Action Specifying the Same Attributes

the picture is described in the document text

When intervening actions exist, and as an approver when you receive a transaction for approval, you must click Update Action for approval notifications to refresh with data from intervening actions.

Data refresh options enable you to manage potential conflicts by replacing your action's values with the changed information from the intervening action (scenario 1), or preserving the values from your action (scenario 2). The application displays a Refresh page with a table informing you of the original, intervening, and prevailing values.

Note: The application may also display a Refresh page if you change the effective date of your action. A new effective date can create potential conflicts with values in effect at a different point in time.

Future-Dated and Retroactive Changes

When the application encounters an approved change to your selected person's record, effective subsequent to your action's effective date, configuration options can help you to manage potential conflicts by routing your action on approval to a person with an HR Representative role. On review, the HR representative applies all necessary changes to the database manually.

You can perform an action on a person retroactively by choosing a past effective date. The application treats changes to the person's record subsequent to your effective date as future-dated actions, and routes your action on final approval to an HR representative.

Process Flow

No automated system can resolve every scenario involving conflicting data. In some cases, an HR representative applies all appropriate changes manually. On the whole, managers prefer to get their actions in process and approve them. Your configuration accommodates most scenarios automatically by setting the following options:

  1. Refresh your action with valid information as of your effective date, or require that your action fail on final approval (intervening actions)

  2. Allow approval of your action with subsequent routing to an HR representative, or terminate it with an error (future-dated actions)

The process flow diagram below describes in greater detail how the application manages data conflicts when intervening or future-dated actions exist. The figure assumes that concurrent transactions are allowed.

Managing Conflicting Actions

the picture is described in the document text

Note: If an action has an effective date matching that of an existing change, the application assumes it to be a correction to the existing record.

For more information about date tracking in Oracle HRMS, see the Oracle white paper, How Date Track Works, available on My Oracle Support.

Initiating a Self-Service Action

Oracle delivers a powerful and flexible set of tools in self-service actions. Your implementation team has many options to choose from as it decides which features are available, and how your process flow looks and feels. The following sections describe how to initiate an action, and possible exceptions resulting from implementation choices.

Enter Process Page

Begin a self-service action by opening a list of persons from the Main Menu.

Your implementation team chooses to display a supervisory hierarchy of your direct reports and subordinates, or a position hierarchy. You can also select a MyList view, displaying people you choose. Your implementation team determines whether the hierarchy or MyList view is the default. View options include expanding and collapsing nodes on the tree, and focusing on one person and his or her subordinates.

Note: HR representatives typically use the MyList view to display people for whom they are responsible.

Your implementation team also determines whether multiple assignments appear in person/assignment combinations, and whether contingent workers appear.

Advanced Search criteria enable you to refine a person search by specifying criteria such as business groups, person types, department, or position.

To request a change, choose the Action icon associated with a person. The Actions page appears.

Note: From any person/assignment row, you can optionally choose a Details icon that provides information about that person and assignment.

Navigation Options

Your implementation team may choose to display preselected actions on your Main Menu, consistent with older versions of SSHR. Oracle recommends that you open your person list by selecting Manager Actions from the Main Menu. From this single point of entry, you can see all available actions, and the selected person's eligibility for them. With preselected actions, you restrict yourself to the single action you have selected. If your selected person is ineligible, and your setup does not allow processing ineligible actions, you may have to begin again with a new action.

Note: Some processes are only available via preselected actions, such as New Hire or Organization Manager.

Selecting an Action

If you use Manager Actions to enter the process, the Actions page lists available changes, and the selected person's eligibility for them. Pressing the Start button initiates the selected action, and the Effective Date page appears.

Note: If you use a preselected action from the Main Menu, and no pending actions exist for your selected person, the application skips the Actions page and takes you directly to the Effective Date page.

Eligibility Processing

Your implementation team can configure the application to determine your selected person's eligibility for a proposed action automatically. The application determines eligibility as of the effective date you specify, and displays the results in a table on the Actions page. Eligibility determination is based on personal, employment, or derived-factor criteria, such as Job, Organization, or Length of Service. The process also considers department- or locality-specific criteria to determine eligibility for actions such as Promotion (Sales), or Hire (France).

Infrequently, the selected person may be eligible for more than one version of an action, such as Promotion (Sales) and Promotion (US). In most cases, well-configured eligibility processing will present only one action as a choice. If the person is eligible for more than one version of an action, you select from a list of choices on the Sub-Actions page.

Your implementation team can configure the application to process ineligible actions. For example, you can do this if approvers have the right to override eligibility criteria, or if you want to put an action in process for a person who is not eligible as of the effective date, but may become eligible later.

See: Eligibility Processing Example, Oracle SSHR Deploy Self-Service Capability Guide

Processing Your Action

When processing your action, you need to know how the application manages data conflicts. If your implementation team has configured the application to support concurrent actions, you may encounter messages and warnings about other pending actions on the selected person's record, or actions on this person you have saved for later. The Actions page displays two lists of pending actions on the selected person:

You can also see a complete list of your own pending actions by choosing Actions Requiring Your Attention from the Main Menu. The application may also encounter intervening or future-dated changes that affect a proposed change, some of which may appear after your action is in the approval process.

See: Managing Conflicting Actions

Effective Date Page

Initiating or approving an action typically begins on the Effective Date page, where you choose one of two options:

  1. Enter an effective date manually

  2. Specify that the action takes effect on approval

This page also provides information and warnings relating to your action, such as the earliest possible effective date, or other approved or pending actions on this person.

Note: If your implementation team decides to have all actions take effect on approval, the Effective Date page does not appear.

Business Process

Here you enter data related to your action. Available actions may differ, depending on the business processes your implementation team has provided. Examples include:

SSHR Actions

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Save for Later

If you Save for Later at any time in the process, you receive a notification as a reminder. If you inadvertently close your browser, or your browser crashes, the application saves your action for you.

Canceling an Action

If you are the Initiator, pressing the Cancel button deletes the action. If you are an approver, or have Saved for Later, Cancel reverts to the previously saved data.

Review Page

In addition to displaying the proposed changes to the person's record and information about the approvers on the chain of recipients, the Review page gives you the opportunity to choose additional approvers, or add people to notify. Other available features include:

Press the Submit button to send your action to the next approver on the chain. If you are the final approver, you submit the changes to the database.

Attachments

The Review page includes an Attachments link, which enables you to attach supporting documents, such as a photograph, a copy of a degree or certificate, or a resume. You need update privileges to do this. Oracle does not predefine any document types, so your implementation team supplies the list of available types.

"What-If" Analysis

If you choose the What-If Analysis link on the Review page, the application displays information about your selected person's entitlement to compensation and benefits. Choosing this link runs the BENMNGLE process, which gathers and reports information about compensation objects relating to the person's entitlements. Use this page to assess the impact of your proposed action. Here you can review the unit of currency, current amount, current period, What-If amount, and What-If period.

Note: Performing What-If analysis requires that you run Oracle Advanced Benefits.

Business Documents

Your implementation team can create formatted business documents in Acrobat PDF format, and associate them with selected actions. The application can also include information from your action in the document automatically. For example, documents available for your use could include a Request for Change, Notification of Change, letter, or contract describing the changes to the person's status, such as a new job or effective date. Your setup can provide pre-approval and post-approval versions of a document. If you press the Printable Page button on the Review page, you will see a list of pre-approval documents associated with your action that are available for printing. If no documents are available, pressing Printable Page displays a printer-friendly version of the Review Page.

On final approval, the Initiator receives a notification with a link to a list of available post-approval document versions.

Approving a Self-Service Action

Approvals Management

SSHR actions use Oracle Approvals Management (AME), a rules-based expert system, to route actions via supervisory hierarchy (default), or routing list. Your implementation team can define business rules that generate a routing list automatically, ensuring that SSHR routes your action to the appropriate parties for approval. Your setup can designate approvers who record decisions by external authorities, such as unions or workers councils.

Pressing the Submit button on the Review page sends your action to an approval process that chooses the appropriate approvers automatically. Approvers receive a notification in their Worklist with a link to open the action, and (with update privileges) they can edit, change the effective date, or attach supporting documents. Approvers can return the action for correction to any previous approver on the chain. If you are the final approver, pressing Submit applies the action to the database.

Note: If the database encounters intervening approved actions on your selected person, workflow sends the action to a Human Resources representative on final approval for manual entry of all appropriate changes. You see a warning message if this is the case.

See: Managing Conflicting Actions

The Review page also provides options to add approvers and select additional notification recipients.

Notifications

Workflow users receive notifications in their Worklist. Standard formats include:

When an approver or HR representative retrieves a notification requiring approval, the Notification Details page appears, providing notes and warnings related to the action. Notification Details provide the following options:

Most options include an opportunity to provide comments or ask questions.

Updating an Action

Unless your implementation team has decided to have all actions take effect on approval, the Effective Date page appears when an approver opens an action. Any approver in the chain of recipients with update privileges can change the effective date here. Approvers may see messages or warnings about intervening or future-dated actions that the database has encountered. See Managing Conflicting Actions

Return for Correction

Any approver can return an action for correction to any previous approver on the chain. In order to make a change, recipients must have a workflow role that grants update privileges.

Transaction Data Changes in FYI Notifications

The FYI notifications display changes to the transactions that are either approved or rejected. The FYI notifications page displays a region with Proposed column to view transaction data changes and a Supporting Documents region to view any attachments added to the transaction. If any attachments are added to a transaction's Review page, then these attachments appear as a link on the FYI Notification page. For example, after a manager approves a leave of absence transaction, the recipient who receives the FYI notification can view the absence details that have been approved. The recipient need not navigate to the relevant self-service pages in the application to understand the changes that have been approved.

Note: The FYI notification page displays transaction data changes only if the value of the pNtfFyiDetails function parameter is set to Y for form functions.

See: Menu Function Parameter Descriptions, Oracle SSHR Deploy Self-Service Capability Guide

Workforce and Applicant Termination

Workforce and Applicant Termination

Every enterprise needs to be able to terminate employees, contingent workers, and applicants.

Terminating an Employee or Contingent Worker

When an employee or contingent worker leaves your enterprise you terminate them. Oracle HRMS enables you to terminate an employee or contingent worker by entering a termination date. This is the minimum amount of information required for a termination. You can record further information, including:

See: Ending Employment

See: Ending a Placement

Terminating an Employee or Contingent Worker with Multiple Assignments

If your organization uses multiple assignment functionality, you should take extra care when terminating an employee or contingent worker. If assignment-level security is enabled, you should only terminate an employee or contingent worker if you have access to the primary assignment for that person. To avoid the situation where a manager without access to the primary assignment terminates a person, Oracle recommends that you carry out the termination process in Self-Service Human Resources (SSHR) using the Self-Service Actions functionality.

For more information on security, see: Assignment-Level Security, Oracle HRMS Configuring, Reporting, and System Administration Guide

For more information on the Termination process in SSHR, see: Termination, Oracle SSHR Deploy Self-Service Capability Guide

Terminating an Assignment

Each employee and contingent worker in Oracle HRMS must have at least one active assignment.

If a person has more than one active assignment, you can end any of their individual assignments by selecting an assignment status of End or Terminate Assignment for employees, or an assignment status of End for contingent workers, in the Assignment window. (For employees, the assignment status End ends the assignment immediately. The assignment status Terminate Assignment leaves the assignment effective but changes its status from Active to Terminated.) At least one assignment (the primary assignment) must remain active. If you want to end all assignments at the same time (or end the primary assignment), you must terminate the employment or placement, otherwise a warning is displayed.

Mexico only: When you terminate an employee, or an employee's secondary assignment, you must provide a Social Security Leaving Reason.

If you use Oracle Payroll, you can choose to include the employee assignment in a payroll run after the assignment has ended.

See: The Employee Assignment

See: Ending an Assignment

If you use Oracle Services Procurement to provide purchase order information for contingent worker assignments, the purchase order line may include the projected assignment end date. In this case, the projected assignment end date is copied automatically from the purchase order line to the assignment. Otherwise, you can record the projected assignment end date at any time during the assignment.

Terminating an Application

When you reject an application for employment you terminate the application. Oracle HRMS enables you to terminate a single application from an applicant with multiple applications or terminate all outstanding applications for an applicant. You can terminate applicants even if future changes, such as application status updates, exist for the person after the proposed termination.

If you want to terminate a single application from an applicant with multiple applications you can do this by updating the applicant assignment status to Terminate Application.

If you want to terminate all applications for an applicant you can do this by entering a termination date. This is the minimum amount of information required for this type of applicant termination. You can choose to record further information including:

See: Rejecting an Application

You can also use Oracle HRMS to trigger the generation of a formal rejection letter.

See: Letter Generation, Oracle HRMS Configuring, Reporting, and System Administration Guide

Canceling a Termination

There are a number of reasons why you may want to cancel a termination for an employee or contingent worker. For example, an employee may decide not to leave, the date of leaving may change for a contingent worker, or you may have terminated an employee or contingent worker in error. In each of these cases Oracle HRMS enables you to cancel or reverse a termination.

See: Canceling a Termination

Ending Employment

If an employee is leaving your enterprise or agency, you terminate them in the Terminate window. The ex-employee's records remain in the application. You can reinstate, or rehire, the person to create a new period of service.

Many Oracle Applications work with employees as of dates in the future. This means any future date terminations you enter here are reflected, and the employee with the future dated termination are not available in such cases. You should take this into account when dealing with terminations where the end date is a sensitive piece of information.

The Final Process date is the last date on which you can process payments for a terminated employee, if you are using Oracle Payroll. To process unanticipated late payments or to make corrections, you can change the Final Process date, provided the new date does not conflict with other information held for the employee.

See: Updating an Employee's Final Process Date

Note: If you perform a back-to-back rehire, an ex-employee person type is not recorded for the employee's first period of service. This is because there is no period of time when the employee exists as an ex-employee.

See: Rehiring an Ex-Employee

You can also reverse a termination reinstating elements assigned to the employee prior to termination action being taken.

See: Canceling a Termination

Note: If you mistakenly add someone to the application, or if you want to remove all records for an ex-employee, you can delete the person in the Delete Person window. However, you cannot delete an employee whom Oracle Payroll has processed in a payroll run.

See: Deleting a Person from the System

If you mistakenly hire an applicant, you can cancel the hire in the Person window.

See: Canceling a Hire

Terminating an Employee

To terminate an employee

  1. Enter the reason for the termination. You can define valid reasons as values for the Lookup Type LEAV_REAS.

    This is an optional step.

    Note: When you enter a termination reason of "Deceased" and an actual termination date, if you have not entered an employee's date of death in the Other Information tabbed region of the People window, this date is set to the actual termination date.

    UK Payroll only: If the employee is deceased, you must select the reason Deceased. This records the information on the P45. If the employee is retiring, you must select the reason Retirement. This automatically creates a retiree person record that can be used by your benefits department to trigger payments such as pensions.

  2. Enter the termination dates. Only the Actual date is required. This is the date when the employee's person type changes. The Notified and Projected dates are for information only. The Last Standard Process date is the last date for normal processing, while the Final Process date is the last date for late payments.

    For the Final Process date:

    • If you need to process pay for the employee after termination, set the Final Process date later than the Actual date, or leave it blank.

    • If you do not need to continue processing, set the Final Process date to the Actual date.

    Note: The Final Process field is enabled at all times, you can change the value subject to other information held for the employee. The Final Process date need not be equal to the Last Standard Process date.

    The application closes the element entries on the Last Standard Process date, the Actual date, or Final Process date, depending on how you have defined the elements.

  3. Canada only: Click inside the Further Information field, and specify the ROE Reason and ROE Comment. The ROE Reason appears in Block 16 of the ROE. The ROE Comments appear in Block 18 of the ROE.

    India only: Click inside the Further Information field and specify the leaving reasons. The PF Print Leave Reason appears on the PF Monthly Returns Print report and the PF e-File Leave Reason appears on the PF Monthly Returns e-File Report.

    Hong Kong only: Click inside the Further Information field and specify date of departure, reason for departure, country returning to, seconded to, returning to Hong Kong, probable return date, new employer name, address, and salaries tax borne by employer.

  4. Select a terminated user person type in the Type field.

    Note: The Type field is only enabled when the Actual date is entered for the first time. When you enable the Type field, it is populated by the default value for your system person type of Ex-employee.

    Oracle HRMS assigns the person type you select to the person's record following termination. The person type is displayed as the Actual date plus one day.

  5. Select a terminated assignment status in the Status field.

    Note: The Status field is only enabled when the Actual date is entered, the Final Process has not been entered, or the Final Process date has been entered but is different to the Actual date. When you enable the Status field, it is populated by a default value.

    Oracle HRMS uses the terminated assignment status you select for the primary assignment. This assignment status is displayed as the Actual date plus one day. If you update the primary assignment status, the Termination window still displays the status as the Actual date plus one day.

  6. When the information is complete, choose Terminate to complete the termination.

Ending a Placement

When a contingent worker leaves your enterprise, you end the period of placement in the End Placement window. This action changes the person type to Ex-contingent Worker and ends all assignments.

The ex-contingent worker's record remains in the database. You can reinstate the person to create a new period of placement.

To terminate a contingent worker

  1. Select the termination reason.

    Note: If you select the termination reason Deceased but have not completed the Date of Death field in the Other tabbed region of the People window, that field is set to the actual termination date.

  2. Enter the actual termination date.

  3. Select a termination person type value.

    Note: You enable the Termination Person Type field only when you enter the actual termination date. When you enable the field, it contains the value Ex-contingent Worker (or your enterprise's user name for this person type) by default.

  4. Choose the Terminate button to complete the termination.

You can reverse a termination for a contingent worker.

See: Canceling a Termination

If you mistakenly add someone to the database or you want to remove all records for an ex-contingent worker, you can delete the person in the Delete Person window.

See: Deleting a Person from the System

Canceling a Termination

If an employee or contingent worker decides not to leave, or the date of leaving changes, you can cancel a termination. You can cancel a termination at any time provided you have not rehired or started a new placement for the employee or contingent worker.

Oracle HRMS reopens the assignments previously closed down and gives each assignment the status it had before termination. It also restores other information to its state before termination. For example, it removes the end date put on recurring element entries for the assignment. Also, when you terminate an employee or contingent worker, future-dated changes on the assignment are not removed. This means that when you reverse a termination, Oracle HRMS reinstates the elements assigned to the employee or contingent worker prior to termination action being taken.

Note: Any nonrecurring element entries that were deleted for processing periods after the termination date cannot be automatically restored. You must restore them manually.

To cancel a termination

  1. Choose the Reverse Termination button in the End Employment or End Placement window.

    Note: The application clears and disables the Type and Status fields in the End Employment window and the Termination Person Type field in the End Placement window.

To change the termination date

  1. Cancel the termination by choosing the Reverse Termination button in the End Employment or End Placement window.

  2. Enter a new actual termination date and choose the Terminate button.

Updating an Employee's Final Process Date

You can change an employee's Final Process date, subject to the following conditions:

You can change the final process date even when it is equal to the last standard process date. The application applies the following rules when you enter the final process date:

If you increase the Final Process date, the end date of the terminated assignment is automatically extended. If you make changes to the terminated assignment between the Actual and the Final Process dates, the latest date to which you can decrease the Final Process date is one day after the last change. For example, if the Actual date is April 10 and the Final Process date is April 15, and you make a change to the assignment on April 12, the latest date to which you can decrease the Final Process date is April 13.

US and Russian Payroll Only: If you rehire an employee before the Final Process date for their previous period of service, the employee has overlapping periods of service between the rehire date and the Final Process date. You cannot change the Final Process date to earlier than or equal to the Hire date for the next period of service since this causes a gap between the overlapping periods of service. Similarly, for non-overlapping periods of service, you cannot change the Final Process date to later than or equal to the Hire date of the next period of service since this causes the periods of service to overlap.

Use the Terminate window to update an employee's Final Process date.

To update an employee's Final Process date

  1. US and Russian Payroll Only: If you rehired the employee before the Final Process date for their previous period of service, the Terminate window displays the service dates for all the overlapping periods of service. The dates for the latest period of service appear by default. Scroll down for the earlier periods of service.

  2. Enter a new Final Process date.

  3. Click Save to apply the changes

Entering Contact Information

Contact Information Overview

Oracle HRMS enables you to record the ways in which you communicate with the people in your enterprise and the people whom they have a relationship with, such as an employee's partner.

Entering People as Contacts

You enter people as contact records to identify:

Entering Contact Information

Entering contact information includes entering contact details for the people in your enterprise, such as their home address. As an employer, you need to record contact details so that you can contact people either by email, phone, fax or post, and for reporting purposes. For example, in the Netherlands you must record a person's house number for social insurance reporting.

Entering Addresses (Address Window)

You can enter as many addresses as necessary for each person, using the Address window.

Note: You cannot enter or update address information in the Address window for a contact who is also an employee or contingent worker. Instead, update the relevant employee or contingent worker record.

To enter an address for a person

  1. Select a national address style and click in the Address field.

    If a local address style exists for your country, it is displayed as the default. Otherwise, the international style is displayed.

    Finnish Users: To display the postal code and post office on the same row in line with the Finnish Address standard, the application displays them in the same field, separated by a space. If you are not using Finnish postal codes upload functionality, you must enter postal codes and post offices manually.

    See: Entering Postal Codes, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

    Dutch Users: When you record foreign addresses, ensure you use the Dutch International address style. This address style enables you to report the address in the wage report in the required format.

    US and Canadian users: There is a choice of US address style and International address style if you have Vertex geocode data installed. If you are not maintaining DTW4 data and do not want to enforce the strict tax validation, then you can disable this using the HR:Enable DTW4 Defaults profile option.

    Singapore Users: When you record addresses for local employees, ensure you use the Singapore (Formatted) address style. This address style enables you to report the Primary address in the IRAS reports in the required format.

    Note: You can change existing address styles or create new ones if required. See: Changing Default National Address Styles, Oracle HRMS Configuring, Reporting, and System Administration Guide

    A window opens with the address format for the country you select.

  2. Enter your address information in this window.

    Note: India Users:If the city is Delhi, New Delhi, Mumbai, Bombay, Kolkata, Calcutta, Chennai, or Madras, the application sets the metro status to Yes, else it is set to No.

    Note: Use the Phone Numbers window instead of this window to record telephone numbers otherwise you will be maintaining two lists of numbers.

    Kuwaiti users: You must select the Governorate (Muhafazat) for payroll processing.

    UK users: If you enter the employee's address, then the first line is mandatory and the remaining lines are optional. If you enter the post code, then you must also enter the first line of the employee's address. If you enter the country in the first line, then you must enter the employee's address.

    See: Adding Telephone Information

    Dutch users: Ensure you enter house number information for the Notification Social Insurance (NSI) reports. Use the House Number Addition field if your house number contains an alpha value. For example, if your house number is 5a, enter 5 in the House Number field, and a in the House Number Addition field. See the following topic for information on the NSI reports:

    See: Social Insurance Reporting, Oracle HRMS Payroll Processing Management Guide

    Note: You must enter the postal code in the following format NNNNAA, for example, 1234AB.

    Russian users: Ensure you enter the zip code for the Residential address category so that the code appears in statutory reports.

  3. Choose the OK button. This returns you to the Address window.

  4. Select an address type, such as home, or weekend, or business. You can only have one address of each type at any time.

    Singapore Users: If you use company quarters, be sure to choose this address type, so it appears in the A8A report.

  5. Check the Primary checkbox to identify the person's main address. Otherwise, leave blank. By default, the first address you enter is the Primary address.

    Dutch users - Use the Population Register Address type to record an additional address. The NSI reports use this information to report to the Dutch population register.

    Only one address at any time can be a person's Primary address.

    Singapore Users: If you use the Singapore (Formatted) address, you must enter the block number or address number, the street name, and the postal code values within the address to ensure that the IRAS process validates correctly. If you enter the Unit Number, you must enter the Level (Floor) number in the XXX-XXXXX format.

  6. Save your work.

To update the primary address

  1. Enter an end date for the existing primary address.

    Do not save.

  2. Create the new primary address starting the next day and check the Primary Checkbox.

    Note: An employee must always have a primary address, but you cannot enter more than one primary address for the same time period.

  3. Save the new primary address.

To change from an international to a local address style

  1. To change from a global (international) address style to a local address style, choose Change Global Style to Local. This button appears only when the current style is international.

    The Personal Address Information window appears showing the new address structure. Values in fields common to both styles appear in the new structure.

    If you choose Change Global Style to Local when there is no local style, Oracle HRMS displays an explanatory message and the style remains unchanged.

  2. Complete the address definition, as appropriate.

  3. Choose OK.

  4. Save your work.

Adding Telephone Information (Phone Numbers Window)

You can enter multiple telephone numbers for people in the HRMS database. To enter telephone information for a person, use the Phone Numbers window.

Note: You cannot enter or update telephone information in the Phone Numbers window for a contact who is also an employee or contingent worker. Instead, update the relevant employee or contingent worker record.

To enter a telephone number

  1. In the Type field, select the type of the telephone device. For example, Office, Home or Fax.

  2. In the Phone Number field, enter the telephone number. You can use any format for the telephone number unless specific instructions are listed below for your legislation.

    US Users: You must enter telephone numbers in one of the following formats to ensure they are included correctly on the US Magnetic Reports (for example, the State Quartely Wage Listing).

    • 222-333-4444X55

    • 222-333-4444Ext555

    • 222-333-4444-555

    Any format is allowed.

  3. In the From field, select the start date for the telephone number.

  4. In the To field, optionally select the date when the telephone number is no longer valid.

  5. In North America, optionally add the extension number in the last field.

  6. Save your work.

    If you want to maintain a history of telephone numbers for this person, be sure to add a new entry for the new telephone number and enter an end date for the existing telephone number. If you do not want to maintain such a history, simply change the information for the existing telephone number.

    Note: You can only have one active record for numbers with the types Home or Work. To add a new record for these types you must end date the existing record and begin a new record on the following day.

Entering Communication Delivery Methods

Within your enterprise you can contact your employees and applicants in a number of ways. For example, you could use E-Mail, Voice Mail, Fax or Post. Using the Communications Delivery Method window you can enter the different methods of contacting a person and indicate the method they prefer.

To enter a communication delivery method for a person

  1. Enter the methods of delivering information in the Delivery Method field. You can enter as many communication delivery methods as necessary.

  2. Optionally, enter the period the delivery method is valid using the start and end dates. Otherwise, the start date is the effective date and the end date is not set.

  3. Select a preferred communication delivery method, if your employee or enterprise prefers a particular form of communication. Each employee or applicant can only have one preferred communication delivery method.

  4. Save the communication delivery methods for your employee or applicant.

Entering Next of Kin and Other Contacts

Use the Contact window to hold information about contacts, for example:

A person entered as a contact can be one, some, or all of the above.

The coverage start date for an employee contact, is the employee hire date or the contact relationship start date, whichever is later. This can be important in benefits processing, where eligibility for certain benefits starts from the start date of a contact relationship.

Creating The Same Contact Relationship More Than Once

You can set up the same relationship more than once between the same two people. However, these relationships must not occur in the same time period. For example, you can set up that Person A married Person B from 01-Jan-1990 to 01-Feb-1991. Person A could then marry Person B again, starting from the 02-Feb-1991. However, you cannot enter that the couple remarried on 01-Jan-1991, as this would mean that they were married twice in the same time period.

Updating a Contact Relationship Start Date to Make it Earlier

You can update the contact relationship start date between two people, creating a supplementary record to cover the additional period.

For example, Person A exists on the application as an employee with a hire date of 01-Apr-1990. Person B exists on the application as a contact, with a creation date of 01-Jun-1990. Person A then marries Person B on 01-May-1990. As the application holds a contact coverage start date of 01-Jun-1990, a new contact record is entered to cover 01-May-1990 and 31-May-1990.

To enter a contact

  1. Do one of the following:

    • Enter the name of a new person.

    • Select from a list of people already entered on the system.

  2. If you enter a new person:

    • Enter their gender and date of birth.

      Important: For UAE users only, also enter the father, grandfather, and family name.

    • Select the user person type.

      You can only select user person types which are set up for the system person type of Other, for example contact.

  3. Enter details about the different contacts for your employee in the Contact Relationship fields.

To enter contact relationships

  1. Select the contact relationship, for example child or spouse.

  2. Enter the start and end date (if known) of the relationship.

    Note: For Dutch users only, if you set up a spouse as a contact for an employee, whose full name format includes partner's prefix and surname, the full name of the employee changes automatically based on the spouse's name, if the contact relationship covers the employee's full period of employment. If it does not cover the full period the changes to the full name of the employee must be set manually on all datetrack records.

  3. If you use Oracle Advanced Benefits or Standard Benefits, select a start and end reason for the relationship.

  4. Select whether the contact:

    • Is the primary contact.

    • Is the recipient of a third party payment (for example, from a court-ordered deduction/wage attachment).

      This enables you to select this person on the Personal Payment Method window when entering a third party payment method for the employee.

    • Shares the same residence as the employee.

    • Has a personal relationship with the employee. This identifies whether the third party should be considered as a possible dependent and/or beneficiary.

    • Is a beneficiary or dependent. You can only enter these fields if you do not use Standard or Advanced benefits.

  5. You can enter a sequence number for the contact relationship. This must be a unique number for each contact the employee has. However, because sequence numbers are employee based, these numbers only need to be unique within the employee's record.

    For example, Person A has a relationship type of spouse with Person B. This is given the sequence number of 1. Person A also has a relationship type of father to Person C. This is given the sequence number of 2.

    Person A also has a relationship type of emergency contact with Person B. This must also have the sequence number of 1 as a relationship between these two people is already recorded against Person A.

    Person B is also an employee and therefore has her own set of contacts recorded against her. She has a relationship type of spouse with Person A. However, this relationship does not have to have the same sequence number as the relationship recorded against Person A, that is, this relationship has a sequence number of 5.

  6. Select whether you want to create a mirror relationship and enter the mirror relationship type.

    Important: You can only enter a mirror relationship and type when you first create the contact. Once the mirror relationship is saved, the relationships are maintained independently of each other, except for mirror relationships that are created automatically.

    Oracle HRMS automatically creates a mirror relationships when you enter a spouse, parent or child. For example, if you create the spouse relationship from person A to person B, when you query person B in the Contact window, a mirror relationship of spouse to person A is automatically created.

    Furthermore, if you update a relationship that has had a mirror relationship automatically created, the mirror is also updated accordingly. For example, if you end date the relationship of spouse for person A, the spouse relationship for person B is also ended. If the relationship type is changed the relationships become independent.

  7. Enter further information about the contact if your localization team has setup the configuration of the further information field.

    For Spanish users only: Record if the contact (disabled dependant or a dependant) is financially dependent on the employee. The application uses this information to calculate the tax reductions the employee may be eligible for. You can also record if the employee is a single parent as this affects the employee's the tax-withholding rate.

    For Russian users only: If the contact type is child, indicate whether the child is in full-time education. The application uses this information to calculate the employee's tax reductions. You must also record any disability information for the child contact, as this affects an employee's social security contributions, tax, and leave benefits.

    See: Entering Disability Information, Oracle HRMS Enterprise and Workforce Management Guide

  8. Save your work. If a person already exists on your application with the same surname and a first name that is either the same or not entered, then a list of values is displayed that shows all the people who share the details. See: Multiple Person Records

What Next?

If you want to enter addresses or phones for the contact, choose the Contact Details button.

Using People Management Templates

Template Windows User Interface

The following is an introduction to the windows that have been created from the example predefined templates. If you have been using the standard Oracle HRMS windows such as the People window, there are additional features that you need to be aware of:

Find Window

The Find window enables you to perform detailed queries to find a person or group of people you need to work with. You can enter queries using basic search criteria such as name. You can also use advanced criteria such as grade ranges, or combinations of criteria (for example Job is Sales Manager AND Organization is not Northern Sales).

The Find window expands to display the results of the find when you choose the Find button.

To edit a person's details, select the record and choose the Show Details button. You can save the query, results, or a selection of the results into folders so that you can access those people again without performing the search again. See: Saving Search Criteria or Search Results to a Folder for more information.

The Effective Date field must contain a value. This date controls which values are displayed in lists of values. It can differ from the date set in the calendar. However, when you choose the Find button, the effective date is set to what was entered in the Find window. If you do not enter a date, the current effective date from the calendar is used.

Important: The Find window contains a Secure check box, which may be hidden. If your system administrator has checked this box, you cannot see information about people outside of your security profile. If the box is unchecked, people outside of your security group may be displayed in search results, but you cannot view their records in the Summary or Maintenance windows.

See: Finding a Person or Group of People.

Summary Window

The Summary window enables you to browse and select records from the database using the Data Organizer, which is the navigator on the left hand side of the window. You can select a Person, Assignment, or Application in the Data Organizer to see a summary of information in the Details region. This window only enables you to make changes to the checklist information on the Checklist tab. You cannot edit a person's details using this window.

Data Organizer

There are three root nodes in the Data Organizer:

People By Name, Job or Organization

By expanding People by Name, you can see folders in alphabetical order containing all the people in your security profile. You can order the information in this branch by name, job, or organization.

Personal Folders

There are two types of Personal folders:

See: Saving Search Criteria or Search Results to a Folders

See: Managing Your Group Folders.

Public Folders

Public folders are Search Criteria folders that have been made available to all users.

Checklist Tab

The Summary and Maintenance windows can contain a Checklist tab. This contains checklist items set up by your system administrator to enable you to record the progress of tasks. For example, there might be a check to record that a job offer has been issued, along with a status and date.

Important: The checklist is only a visual reference and does not perform any actions.

Actions Button

The Actions button on the Summary and Maintenance window enables you to perform tasks such as Activate Assignment or Hire Into Job.

The list of actions available depends upon the person type and their assignment status. For example, if you select an employee (not their assignment), the actions available are:

If you select a contingent worker (not their assignment), an available action is:

If you select an employee or contingent worker assignment, available actions include:

If you select a secondary employee assignment, additional actions are available:

Notify Button

The Notify button on the Summary and Maintenance windows enables you to send workflow notifications to other people. For example, when hiring a new person, you might need to send notifications to security to organize a new security card and to inform the system administrator to set up a new account. You select the notification message and the person or role to send it to. You can preview the notification before you send it.

The notification emails are displayed in the Workflow Notification Mailer. See Oracle Workflow for more information.

Creating New Records

If you select People By Name, Job or Organization, you can also create new records. For example, you can create a new employee or new applicant depending on how the template restrictions have been set up. You can choose New from the toolbar or from the right mouse menu.

Maintenance Window

The Maintenance window enables you to enter and update information. The Maintenance window can contain tabbed regions each holding logical groups of information. Choose a tab to view the information in it. This window also contains a timeline bar that you can use to navigate to specific points in time such as a future date or the date of the last change to a record.

Correction or Update

The template window makes datetracked changes on a day-to-day basis in the same way as other datetracked windows. You can make datetracked changes to any of the fields on the window by using the option buttons to choose whether to update or correct information.

If you are trying to update the record and the system will only let you make a correction, check whether your effective date is the date of the last change. You cannot record two updates for one day, so the system forces you to correct the last update.

Important: This interface only enables you to update or correct the latest information about a person or assignment. If there is a future change (after your effective date) to any personal information, all personal information fields are greyed out. Similarly, if there is a future change to any assignment information, all assignment fields are greyed out. To make complex retroactive changes to history, you must use the People and Assignment windows, where all the DateTrack modes are available for corrections.

Using the Timeline Bar

The Maintenance window contains a graphical timeline bar. The timeline is color coded to help you see when changes happened. You can move to a new date either by scrolling forwards or backwards using the arrow buttons or by entering a date and choosing the Go button. You can also click in the DateTrack timeline to move forwards or backwards in time.

You can choose to view specific changes on the timeline by choosing from the poplist next to the timeline bar. For example, you can choose to view changes only for Last name. You can then use the arrow buttons to navigate to the first, previous, next, or last change made to this field.

Note: The fields listed in the poplist are defined by your system administrator in the template.

There can be a number of types of information included in the Maintenance window, depending on the template design, for example, personal information, assignment information, tax information. These types may have been updated at different times, so the date of the last update can vary depending on the type of information.

If a field is listed in the poplist next to the timeline bar, you can also view its DateTrack history by right-clicking on the field and choosing DateTrack History.

Accessing More Field Information Using the Right Mouse Menu

Your system administrator may have enabled the display of more information for some fields. For example, on the Job field you might be able to display the normal working conditions. To view this information, right-click in the field and choose the appropriate option from the right mouse menu.

Entering Employees Window

This window has been created using the pre-defined People Management template called Entering Employees.

Every enterprise must be able to record personal information for its employees, applicants, and contacts. HRMS enables you to enter and update this information for all person types using the Entering Employees window. You can enter information about:

You can also use this window to update people's statuses, for example, from applicant to employee.

Note: The system administrator can create customized versions of this window so that you use each version for certain person types only or for certain functions only (entering employees, entering applicants, or hiring applicants).

Folders for Saved Search Criteria or Results

You can save a query or the results from a query to folders so that you can quickly access the people you need to work with in future work sessions. The Find window in a template form enables you to do this. The folders are added to the Data Organizer on the Summary window. You can view the people in the Data Organizer by opening the correct folder. There are two types of folder you can use.

Search Criteria Folder

This type of folder contains the search criteria for your query, such as "find all employees assigned to the Northern Sales organization". The actual results are not saved in the folder. This type of folder is dynamic because each time you open it, the query is performed again. So you always get the most up-to-date results displayed in the folder.

You can save folders into the Personal Folders branch and they will appear on the Data Organizer when you open the Summary window. You can also make these folders public so that other users can access them.

Group Folder

When you perform a query using the Find window and the results are returned, you can save that set of results or a selection of the results in a group folder. When you open that folder in future, you will always see the same set of people even though some of the people may not meet the original search criteria when you look at the folder again.

You can build upon lists of people in group folders by copying and pasting people from one folder into another. For example, suppose you have two group folders containing a fixed list of people you regularly work with. You could cut the people from one folder and paste them into the other folder leaving you with just one folder to open. You can delete folders so you could remove the empty one.

Note: You cannot make group folders public.

See: Saving Search Criteria or Search Results to a Folder.

Using the People Management Templates

Finding a Person or Group of People

If the Find window is not automatically displayed when you navigate to a template window, choose Find from the toolbar or from the View menu.

Note: You may have a template in which there is no Find window, depending on how the people management templates are configured at your site. If the Find option is not available, you must select a person from existing folders in the Data Organizer.

This window enables you to find a person or group of people to work with. The Details tab is displayed by default to enable you to perform a basic query. For more complex queries, you can choose the Advanced tab.

To find a person or group of people

  1. In the Basic tab, enter the search criteria you want to query on. For example, enter the person's last name to find a person or enter a job title to find a group of people assigned to, or applying for, that job.

    You can enter values in as many fields as you require. The search finds people who meet all the criteria you enter.

    Note: The Effective Date determines the lists of values available on fields in the Find window and which records will be returned. The date you set here also sets the calendar date when you choose the Find button. So if you navigate to another window, the date is carried over to that window. If no effective date is displayed, the Find window uses the calendar date, which you can see by clicking the Calendar icon on the toolbar.

  2. Optionally, choose the Advanced tab and enter more search criteria.

    For example, to find a person based on their grade, enter Grade is greater than on one line and Grade is less than on a second line. This restricts the query to a grade range.

  3. Choose the Find button.

    If you have entered search criteria in both the Details and Advanced tabs, the search finds people who meet both sets of criteria. For example, if you entered Northern Sales in the Organization field of the Details tab and a grade range in the Advanced tab, the search finds people assigned to the Northern Sales organization within that grade range.

    The window expands to display your search results. The results are displayed in a folder so you can use the tools in the Folder menu to rearrange the columns, widen fields, and so on.

    Note: Choose the Clear button to clear all fields if you want to enter new search criteria.

  4. To edit a person's details, select the row and choose Show Details.

    Important: The Find window contains a Secure check box, which may be hidden. If your system administrator has checked this box, you cannot see information about people outside of your security profile. If the box is unchecked, people outside of your security group may be displayed in search results, but you cannot view their records in the Summary or Maintenance windows.

  5. Optionally, you can save the query, the results, or a selection of the results to a folder, which you can use again See: Saving a Query or its Results to a Folder..

Managing Your Group Folders

You can copy people from any folder and paste them into Group folders. You can also remove people from your Group folders. You do this using the Data Organizer in the Summary window with the Cut, Copy, and Paste commands.

To cut or copy and paste people in folders

  1. In the Data Organizer, open the folder from which you want to copy or cut people.

  2. Select the person or people you want to copy or cut.

  3. Choose Copy or Cut from the Edit menu, toolbar, or right mouse menu.

  4. If you are adding the person or people to another folder, select the group folder in which you want to paste them.

  5. Choose Paste from the Edit menu, toolbar, or right mouse menu.

    Note: To delete a group folder, see: Deleting a Folder.

Entering a New Employee

Three templates are provided in Oracle HRMS that enable you to enter employees. These are:

Your system administrator will have set up these templates according to the needs of your enterprise and will have restricted your access according to the role you have to perform.

To enter a new employee using the Enter Employees template

  1. If the New window is not displayed choose the New icon in the toolbar. Select New Employee.

  2. Enter the personal details for the new employee. You must enter:

    • name

    • type

    • gender

    • employee number and hire date

    • date of birth (for assignment to a payroll)

    • BSN/SOFI number (Netherlands users only). By default this field is mandatory, however, you can change it to optional by setting the HR: Make National Identifier Optional profile option to Yes.

    • Social Security Code (Hungarian users only)

    • NIF Number (Spanish users only)

    • Marital status and nationality (Polish users only)

    • Family name (UAE users only)

    All other personal information is optional.

  3. Enter the assignment details for the new employee. You must enter:

    • organization (this defaults to the current Business Group)

    • professional category and contribution group (Spanish users only)

    You can also select other employment information, such as, job or position, grade, supervisor, and payroll details.

  4. Your localization team may have created further tabs for you to complete. If you are a Belgian user, then on the Further Details tab, you must select the preferred correspondence language in the Communication field and the required business group in the Business Group Name field.

    If you are a Hungarian user then you must enter the tax identification number on the Employment tab and mother's maiden name on the Further Name tab.

    If you are a Spanish user then you must enter the work center to which the employee belongs. You can also specify if the employee has contributed towards social security for over 35 years.

    Netherlands users can enter the IZA participant number and specify whether the employee is on contract with another organization on the Further Details tab.

    Polish users can enter NIP (personal tax identifier) number and the legal-employer name on the Employment Information tab.

    If you are a UAE user, you must enter the following information:

    • Nationality on the Additional Information tab

      Important: The Date of Change and Reason for Change fields are enabled only if you enter a nationality that matches the local nationality for the legal employer and a previous nationality for the employee.

    • Legal employer name on the Employment Details tab

    In addition, UAE users can also enter personal details such as first name, family, and mother's name in an alternate language on the Additional Name Details tab.

  5. Save your work. If you have missed any mandatory information, you are prompted to enter it before the new record is saved.

To enter a new employee using the Maintain Employees template

  1. Display the Summary window of the Maintaining Employees form.

  2. Choose the New icon in the toolbar or right-click on People By Name in the Data Organizer and choose New from the right mouse menu.

  3. Select New Employee and choose OK.

    The Personal tab is displayed for you to start entering information about the employee.

  4. Set your effective date to the date when you want the assignment to begin, such as the hire date You can enter a date in the Date field next to the timeline bar and choose Go.

  5. Enter personal information for the employee. You must enter:

    • name

    • type

    • gender

    • employee number and hire date

    • date of birth (for assignment to a payroll)

    • BSN/SOFI number (Dutch users only)

    • Mother's maiden name, tax identification number, and social security code (Hungarian users only)

    • NIF number (Spanish users only)

    • Marital status, nationality, and legal-employer name (Polish users only)

    • Family name and nationality (UAE users only)

    All other personal information is optional.

  6. Choose the Communication tab if you want to enter contact information, such as addresses and phone numbers.

    Note: It is mandatory for Belgian users to select the preferred correspondence language in the Communication field on this tab.

  7. Enter application information in the Assignment, Compensation, and Schedule tabs, as required.

    See: Entering Employment Information

  8. Enter information in any other tabs that may have been created for your localization. For example, many localization teams will include an Extra Information tab to enable you to enter country-specific information.

    If you are a UAE user, you must enter the employer name on the Employment Details tab.

  9. Save your work. If you have missed any mandatory information, you are prompted to enter it before the new record is saved.

    If a person already exists on your application with the same national identifier, or with the same surname and a first name and date of birth that is either the same or not entered, then a list of values is displayed that shows all the people who share the details. See Multiple Person Records

Entering Employment Information

When you enter an employee or hire an applicant, Oracle HRMS automatically creates a default assignment for that employee. You can view and update the default assignment using the Maintain Employee windows.

To update employee information

  1. In the Summary window, use the Data Organizer to select the employee and choose Show Details.

  2. Set your effective date to the date the information should change.

  3. Choose the Assignment tab. If the employee has multiple assignments you can select a different assignment from the drop-down list.

  4. Select the organization to which you want to assign the employee. By default, the employee has an assignment either to the Business Group, or to the organization to which he or she was an applicant.

  5. Select the job or position for which this person has been assigned.

  6. Select a grade for information or to use grade rates or grade scales to determine the appropriate compensation levels for the employee.

  7. If a location is defined for the Business Group or other organization, it appears as a default. Change this, if required.

  8. Check the Manager check box if the assignment is at manager level.

  9. Enter an assignment number to uniquely identify the assignment. By default, this number is the same as the employee number, for the employee's first assignment.

  10. Select a status for the assignment. By default a new assignment has the status Active Assignment (or an equivalent user status defined on your system).

    See: Assignment Statuses

  11. Select the employment category, for example part-time or full time.

  12. Select the name and employee number of the employee's personal supervisor.

  13. Choose the Compensation tab to enter a payroll, salary basis, or salary. The salary basis is the duration for which salary is quoted, such as per month or per year.

  14. Choose the Schedule tab to enter information about normal working hours or probation period for the assignment.

  15. Choose Correction or Update. Remember to choose Correction if you are correcting information that was created by default.

  16. Save your work.

Entering Contingent Worker Information

To enter information about a new contingent worker, use the Enter Contingent Workers template. When you enter a new contingent worker, the application automatically creates a default assignment for that contingent worker.

To enter a new contingent worker

  1. Complete the name and address fields.

  2. If you use Oracle Services Procurement to provide purchase order information for contingent worker assignments:

    1. Select a purchase order for this assignment.

    2. If only one purchase order line exists, it appears in the Purchase Order Line field. Otherwise, select a purchase order line.

    3. Information from the purchase order and purchase order line appears automatically in the Supplier Name, Supplier Site, Projected Assignment End, and Job fields.

    If you do not use Oracle Services Procurement, complete the supplier fields and the Projected Assignment End field.

  3. Complete the work structures and working hours fields.

  4. If you use Oracle Services Procurement, information from the purchase order line appears automatically in the Rate Basis, Rate Type, Currency, and Value fields. Otherwise:

    1. Select an Assignment Rate value. The rate basis and rate type values appear automatically. See Entering Assignment Rates for Contingent Worker Assignments

    2. Select a currency and enter a monetary value for the assignment rate.

  5. Select Correction or Update.

  6. Save your work.

Maintaining Contingent Worker Information

Use the Maintain Contingent Workers template.

To update contingent worker information

  1. Select the relevant contingent worker and choose the Show Details button.

  2. Choose the Personal tab to enter or update the contingent worker's name.

  3. Choose the Communication tab to enter or update home or work contact details.

  4. Choose the Assignment tab to enter or update information about the worker's supplier, assignment, or work structures.

    Note: If you use Oracle Services Procurement to provide purchase order information, you cannot alter assignment or supplier information obtained from the purchase order or purchase order line. However, you can select a different purchase order or purchase order line.

  5. Choose the Schedule tab to update the working hours information.

  6. To end the placement, choose the End Placement button.

  7. Select Correction or Update.

  8. Save your work.

Activating an Assignment

You can activate an assignment using the Maintain Employee windows. For example, you may want to active an employee's assignment after an employee returns from maternity leave. The Active Assignment status means that the employee is working in accordance with his or her usual working conditions.

There are two methods you can use to activate an assignment.

To activate an assignment in the Summary window

  1. In the Summary window, use the Data Organizer to select the employee whose assignment you want to activate. Expand the node until the assignment you want to activate is displayed. Select the assignment.

  2. Set the effective date to the date upon which you want to activate the assignment.

  3. Choose the Actions button.

  4. Select Activate Assignment and choose Next.

  5. Select the assignment status you want to apply to the assignment and choose next.

  6. Choose Finish to save your changes.

To activate an assignment in the Maintain window

  1. In the Summary window, use the Data Organizer to select the person whose assignment you want to activate. Use the Find window if you need to search for the person. Choose the Show Details button.

  2. Set the effective date to the date upon which you want to activate the assignment.

  3. Choose the Assignment tab and select the assignment you want to activate from the drop-down list.

  4. Choose the Actions button.

  5. Select Activate Assignment and choose Next.

  6. Select the assignment status you want to apply to the assignment and choose next.

  7. Choose Finish to save your changes.

Creating Additional Assignments

You can create additional assignments for an employee using the Maintain Employees windows.

To create an additional assignment

  1. In the Summary window, use the Data Organizer to select the employee for whom you want to create an additional assignment.

    Note: If you want to display the details of the employee you can choose the Show Details button to open the Maintain window.

  2. Set the effective date to the date upon which you want to begin the assignment.

  3. Choose the Actions button.

  4. Select New Assignment and choose Next. A new assignment is created for the employee.

  5. Choose Finish to save your changes.

    If you want to make the new assignment the primary assignment, see: Changing Primary Assignments

Suspending an Assignment

You can suspend an assignment using the Maintain Employee windows. For example, you may want to suspend an employee's assignment while they are on maternity leave

There are two methods you can use to suspend an assignment.

To suspend an assignment in the Summary window

  1. In the Summary window, use the Data Organizer to select the employee whose assignment you want to suspend. Expand the node until the assignment you want to suspend is displayed. Select the assignment

  2. Set the effective date to the date upon which you want to suspend the assignment.

  3. Choose the Actions button.

  4. Select Suspend Assignment and choose Next.

  5. Select the assignment status you want to apply to the assignment and choose next.

  6. Choose Finish to save your changes.

To suspend an assignment in the Maintain window

  1. In the Summary window, use the Data Organizer to select the person whose assignment you want to suspend. Use the Find window if you need to search for the person. Choose the Show Details button.

  2. Set the effective date to the date upon which you want to suspend the assignment.

  3. Choose the Assignment tab and select the assignment you want to suspend from the drop-down list.

  4. Choose the Actions button.

  5. Select Suspend Assignment and choose Next.

  6. Select the assignment status you want to apply to the assignment and choose next.

  7. Choose Finish to save your changes.

Terminate a Secondary Employee Assignment

You can terminate a secondary employee assignment using the Maintain Employee windows.

There are two methods you can use to terminate a secondary employee assignment.

To terminate a secondary employee assignment in the Summary window

  1. In the Summary window, use the Data Organizer to select the employee whose assignment you want to terminate. Expand the node until the assignment you want to terminate is displayed. Select the assignment.

    Note: You cannot terminate the primary assignment.

  2. Set the effective date to the date upon which you want to terminate the assignment.

  3. Choose the Actions button.

  4. Select Terminate Secondary Employee Assignment and choose Next.

  5. Select the assignment status you want to apply to the assignment and choose next.

  6. Choose Finish to save your changes.

To terminate a secondary employee assignment in the Maintain window

  1. In the Summary window, use the Data Organizer to select the employee whose assignment you want to terminate. Use the Find window if you need to search for the person. Choose the Show Details button.

  2. Set the effective date to the date upon which you want to terminate the assignment.

  3. Choose the Assignment tab and select the assignment you want to terminate from the drop-down list.

  4. Choose the Actions button.

  5. Select Terminate Secondary Employee Assignment and choose Next.

  6. Select the assignment status you want to apply to the assignment and choose next.

  7. Choose Finish to save your changes.

Ending a Secondary Employee Assignment

You can end a secondary employee assignment using the Maintain Employee windows.

There are two methods you can use to end a secondary assignment.

To end a secondary employee assignment in the Summary window

  1. In the Summary window, use the Data Organizer to select the employee whose assignment you want to end. Expand the node until the assignment you want to end is displayed. Select the assignment.

  2. Set the effective date to the date upon which you want to end the assignment.

  3. Choose the Actions button.

  4. Select End Secondary Employee Assignment and choose Next.

  5. Choose Finish to save your changes.

To end a secondary employee assignment in the Maintain window

  1. In the Summary window, use the Data Organizer to select the person whose assignment you want to end. Use the Find window if you need to search for the person. Choose the Show Details button.

  2. Set the effective date to the date upon which you want to end the assignment.

  3. Choose the Assignment tab and select the assignment you want to end from the drop-down list.

  4. Choose the Actions button.

  5. Select End Secondary Employee Assignment and choose Next.

  6. Choose Finish to save your changes.

Checking for Duplicate People

If you enter a person in the Hiring Applicants or the Maintain Employee windows, with the same first and last name as a person who already exists on the system, a caution message will be displayed if you have the HR: Cross Business Groups profile option set to No. If you have specified a date of birth, the caution will only be displayed if another record with the same date of birth, or no date of birth exists. If you want to see more details about the existing records use the Find Duplicate button.

Note: The caution message is displayed if there are any people with the same name throughout the system, however, the Find Duplicate button only enables you to access the details of people for whom you have security access.

If you have the HR: Cross Business Groups and HR: Cross BG Duplicate Person Check profile options set to Yes, then a list of values is displayed showing the potential duplicates across business groups. You can either select one of the records shown to link the records together to show they are the same person, or cancel the save and use the Find Duplicates button to see more details if any of the records are in your business group.

For more information about the HR: Cross BG Duplicate Person Check user profile, see: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

To check for duplicate people

  1. Enter the new person or make any required changes in the Maintain window.

  2. Choose the Find Duplicate button. The system now runs a query on all the people with the same first and last name, and date of birth if specified in the Maintain window, as the person you were editing, based on your security access, and displays the results in the Find window.

  3. If you want to see details of any of the people retrieved in the query, select the record and choose the Details button. You will be prompted to save any changes that are pending.

    Note: If you select not to save the changes, you will lose any data entered for that person. If you are entering a new person it is recommended that you do not save the changes until you have investigated any possible duplications.

    The details of the person selected in the Find window are now displayed in the Maintain window.

    Note: If the Security check box is not checked on the Find window it is possible that you will see records that you are not permitted to retrieve, and hence will not be able to view in the Maintain window.

Sending a Workflow Notification

You can send an email notification to other people or job roles informing them of actions you have completed or actions they need to take. You use the Summary window of the Hiring Applicants form. The notification message is made up of details relating to the person and assignment and is usually completed as part of an action such as hiring a person.

To send a workflow notification

  1. Use the Find window to search for the person you are sending the notification about, or select them from the Record navigator in the summary window.

  2. Choose the Notification button.

    If you select the person node and choose the Notification button, only tokens associated with the person will be used in the message such as Last_Name. If you select the assignment node, then tokens relating to the assignment details will also be used, such as Job.

  3. In the Notification window, choose the message you want to send and the person or role you want to send it to. The messages are set up in Oracle Workflow Builder.

  4. Choose Preview to view how the message will appear to the recipient.

  5. Choose Send to send the notification message.

Entering Visa Related Data

You can enter a large amount of visa related information, such as passport information, and visit history, using the Maintain Visa windows.

To update employee information

  1. In the Summary window, use the Data Organizer to select the employee and choose Show Details.

  2. Choose the Visa Administration tab to enter information relating to a person's visa into a number of extra information types. You can enter the following information:

    • Alien Income Forecast

    • Global Work Permit

    • Passport Details

    • Visa Details

    • Visa Payroll Details

    • Visa Residency Details

    • Visa Visit History

    See: Person Extra Information Types

  3. Choose the Visa Checklist tab to enter scheduled and completed task information relating to visa holders within your enterprise.

  4. Choose the Address button to add further addresses, such as the employee's primary home country address.

    See: Entering Addresses

  5. Choose the Contact button to enter details of the person's next of kin and other contacts.

    See: Entering Next of Kin and Other Contacts

  6. Choose the Notify button to send notification of the visa's expiry to the employee and supervisor.

  7. Save your work.

Saving Search Criteria or Search Results to a Folder

When you enter a query in the people management Find window, you can save the query or its results to a folder. The system adds the folder to the Data Organizer on the Summary window. The next time you use the Summary window, you can open the folder to work with the saved list of people (if you saved the query results) or perform the query again (if you saved the query). For more information about the types of folder, see: Folders For Saved Search Criteria or Results.

Perform your find using the Find window before following these steps.

To save a query to a Search Criteria folder

  1. Choose the Save As button.

    The Save As window is displayed.

  2. Make sure Search Criteria is selected.

  3. Select a folder in which to create the new folder.

  4. Enter a unique name for the folder.

  5. Select Public if you want the folder displayed in the Public folders list for other users to see. A folder is also created in your Personal Folders list.

  6. Choose Save.

    You can see the folder in the Data Organizer when you view the Summary window. Expand Private Folders to see your new folder.

    Note: If you cannot see your folder on the Summary window, right-click on the Data Organizer and choose Refresh.

To save the results of a query to a Group folder

  1. In the results list, select the people you want to add to your folder.

  2. Choose the Save As button.

    The Save As window is displayed.

  3. Make sure Only Selected Results is selected.

  4. Select a folder in which to create the new folder.

  5. Enter a unique name for the folder.

  6. Choose Save.

    You can copy people from other folders into Group folders in the Data Organizer. See: Managing Your Group Folders.

Deleting a Folder

You can delete Search Criteria and Group folders from the Data Organizer on the Summary window if you no longer need to use them. You cannot delete Public folders.

To remove a folder from the Data Organizer

  1. Expand Personal Folders and select the folder. to be deleted.

  2. Choose Delete from the Edit menu. You can also right-click and choose Delete from the right mouse menu.

    A folder does not have to be empty before you can delete it.

  3. Save your work.

Creating a New Group Folder

You can create a new group folder or subfolder on the Data Organizer of the Summary window. Then you can add people to your new folder by cutting (or copying) and pasting from other folders. See: Managing Your Group Folders.

Note: Using the Data Organizer, you can only create new folders in the Personal Folders branch. Use the Find window to create Public folders.

To create a new folder on the Data Organizer

  1. Select Personal Folders.

  2. Select a folder in which to create the new folder.

  3. Right-click and choose New Folder.

  4. Enter a name for your folder in the New Folder window.

  5. Choose OK.

  6. Save your work.

Reporting on the Workforce

The Workforce Headcount Report Set

The workforce headcount report set includes the Workforce Count Report, the Workforce Count Report (Spread Sheet Version) and the Head Count Detail Report. The reports display headcount information for your organization on a local or world-wide basis for the search parameters you specify.

The Workforce Count Reports

Both of the workforce count reports enable you to access simple workforce information for all organizations within an organization hierarchy and date range you specify. The difference between the workforce count reports is that the Workforce Count Report (Spread Sheet Version) enables you to open the report in a spreadsheet format. The reports display a breakdown of the information using the following headers:

The reports display a count of defined worker types, including all types of contingent and temporary workers. The reports also display transition information, for example the number of new hires and terminations.

The reports return a headcount value for the assignment ID based on either the assignment budget value, or the supplied TEMPLATE_HEAD FastFormula. You can create custom FastFormulas on which to return the headcount values by creating a FastFormula named BUDGET_HEAD. For more information, see Running the Workforce Count Reports

The Head Count Detail Report

The Head Count Detail Report enables you to display detailed headcount information for an organization hierarchy. The report displays a breakdown of the information using the following headers:

Three FastFormulas are supplied with the Head Count Detail Report, that are used to control the output of the report. These are:

If your enterprise has different requirements to those defined in the supplied formulas, then you can create your own FastFormulas to accurately represent the setup of your enterprise. You can define worker type mappings to person type and employment category by creating a FastFormula named HR_PERSON_TYPE. Similarly, you can create your own FastFormula to define leaving reasons by creating a FastFormula named HR_MOVE_TYPE for your employees and HR_CWK_MOVE_TYPE for your contingent workers. If you define a formula with one of these names, then it overrides the corresponding supplied formula when you run the report. For more information, see: Running the Head Count Detail Report

Reporting on the Workforce

Running the Full Personal Details Report Set

To create printed reports of the personal information held for one person, you can run the Full Personal Details report set. It comprises four reports that meet employees' rights to view their own personal details under data protection legislation:

If you do not need to see all this information for the employee, you can run individual reports rather than the report set. The Full Person Details report, Full Assignment Details report, and Full Work Details report are equivalent to reports 1, 3, and 4 in the report set, respectively. The Full Applicant Details report is equivalent to report 2 in the report set, but you can only run this as a separate report for an applicant, not an employee.

You run report sets from the Submit Request Set window.

To run the Full Personal Details report set

  1. In the Request Set field, select Full Personal Details.

  2. Enter the Parameters field to open the Parameters window.

  3. Enter the effective date for which you want to see the reports.

  4. Enter the name of the person for whom you want to print the reports.

  5. Choose the Submit Request button.

Running the Employee Summary Report

This report is a current summary of information for an employee, covering addresses, contacts, period of service, assignments, special information, personal payment methods, and element entries.

Run reports from the Submit Requests window.

To run the Employee Summary Report

  1. In the Name field, select Employee Summary.

  2. Enter the Parameters field to open the Parameters window.

  3. Enter the effective date for which you want to see the report.

  4. Enter the name of the employee whose summary you want to see.

  5. Choose the Submit button.

Running the Employee Payroll Movements Report

The Employee Payroll Movements Report shows employee assignment changes for a particular payroll and pay period. Employee assignment changes include new hires, terminations, transfers in, and transfers out. You can use this information to monitor employee assignment changes for turnover analysis.

You run the Employee Payroll Movements Report from the Submit Requests window.

To run the Employee Payroll Movements Report

  1. In the Name field, select Employee Payroll Movements Report.

  2. If the Parameters window does not open automatically, click in the Parameters field.

  3. Select the payroll and pay period for which you want to see the information.

  4. In the Employee Detail field, select:

    • Summary Only, to see only the totals for each category of change

    • Assignment Number, to see a list of new hires, terminations, transfers in, and transfers out in order of assignment number

    • Employee Name, to see a list of new hires, terminations, transfers in, and transfers out in order of employee name

  5. Choose Submit.

Running the Worker Organization Movements Report

The Worker Organization Movements Report shows worker movements into and out of a particular organization or organization hierarchy. Worker movements include new starters, terminations, transfers in, and transfers out for employees, contingent workers, or both.

Run the Worker Organization Movements Report from the Submit Requests window.

To run the Worker Organization Movements Report

  1. In the Name field, select Worker Organization Movements Report.

  2. If the Parameters window does not open automatically, click in the Parameters field.

  3. Specify the organization as follows:

    • To see information for a whole organization hierarchy, select its name and version in the Organization Structure and Version fields. Leave the Parent Organization field blank.

    • To see information for one organization, select its name in the Parent Organization field. Leave the Organization Structure and Version fields blank.

    • To see information for an organization and its subordinates in a particular hierarchy, select the name of the organization in the Parent Organization field, and the name and version of the organization hierarchy to which it belongs in the Organization Structure and Version fields.

  4. Specify the period for which you want to see the information.

  5. In the Worker Type field, specify whether the report should include employees, contingent workers, or both.

  6. In the Worker Detail field, select:

    • Summary Only, to see only the totals for each type of movement

    • Assignment Number, to see a list of worker movements in order of assignment number

    • Worker Name, to see a list of worker movements in order of worker name

  7. Choose the Submit button.

Running the Assignment Status Report

This report lists people assigned to particular organizations, jobs, positions and grades, with specific assignment statuses. If you select both applicants and employees as person types, the report prints out in two sections. Otherwise it prints for the type you select.

Run reports from the Submit Requests window.

To run the Assignment Status Report

  1. In the Name field, select Assignment Status Report.

  2. Enter the Parameters field to open the Parameters window.

  3. Enter the effective date for which you want to see the report.

  4. Leave the Organization Structure field blank to see information about all organizations. Select an organization hierarchy name to see assignment statuses in a number of subordinate organizations.

  5. If there are multiple versions, select a version.

    If the effective date lies between the version's start and end dates, the report is effective as of this date. If it lies outside these dates, the report is effective as of the start date of the version you select.

  6. Leave the Parent Organization field blank to see information about all organizations. Select a name in this field to see information on all subordinate organizations in the hierarchy.

    Note: You must enter a value in this field if you have entered a value in the Organization Structure field, and you must leave this field blank if you left that field blank.

  7. Make entries in the Group, Job, Position, Grade and Payroll fields as required.

    If you leave all segments of the Group flexfield blank, you see information about employees in any groups. If you leave one segment blank you see employees with any value for that segment.

  8. Enter Yes in the Primary field if you want to report on primary assignments only. Leave blank to include all assignments.

  9. Select Employee, Applicant or Both in the Person Type field. This determines which sections of the report are printed.

  10. Select up to four assignment statuses, or leave blank to list employees and/or applicants with any assignment status.

  11. Choose the Submit button.

Running the Terminations Report

This report shows the reasons why workers left your organization within a specified period.

There are two Totals columns included in the Terminations report. The Total column represents the aggregate of individual Total columns whereas the All Termination column represents all the employees who have been terminated between the Date From and Date To parameters specified while generating the report.

You run reports from the Submit Requests window.

To run the Terminations Report

  1. In the Name field, select Terminations Report.

    The Parameters window opens.

  2. Enter the effective date for which you want to see the report.

  3. If you want to see terminations for a complete or partial organization hierarchy, select the hierarchy name and version.

  4. In the Parent Organization field, select the parent organization within the selected organization hierarchy whose subordinate organizations you want to include in the report.

    If you have not selected an organization hierarchy, enter in the Parent Organization field the name of the single organization for which you want to generate the report. In this case, as you have not selected an organization hierarchy, the report applies to the specified organization only; terminations in subordinate organizations do not appear in the report.

  5. Enter the start and end dates of the period in which you are interested.

  6. Select at least one termination reason to include in the report.

  7. Click Submit.

Running the Conclude Placement Report

The Conclude Placement Report shows, for a specified period and termination reason, the number of terminated contingent-worker placements in an organization.

Run the Conclude Placement Report from the Submit Request window.

To run the Conclude Placement Report

  1. In the Name field, select Conclude Placement Report.

    The Parameters window opens.

  2. To include placement-termination data for multiple organizations in an organization hierarchy, select the hierarchy name in the Organization Structure field.

  3. In the Parent Organization field, select the organization, within the specified organization hierarchy, whose subordinate organizations you want to include in the report. If you have not selected an organization hierarchy, enter the name of the single organization you want to include in the report in the Parent Organization field.

  4. Enter the start and end dates of the period in which you are interested.

  5. Select at least one termination reason.

  6. Click Submit.

Running the Head Count Detail Report

You run the Head Count Detail Report from the Submit Request window.

If the dates you enter in the Date From and Date To fields fall within one version of the organization hierarchy you define, only one page of results is returned. If, for example, the dates span more than one version of the organization hierarchy, one page of results will be returned for each version.

To run the Head Count Detail Report

  1. In the Name field, select Head Count Detail Report.

  2. Enter the Parameters field to open the Parameters window.

  3. Set the date from which the report begins the search.

  4. Set the date up until which the report searches.

  5. Select the organization hierarchy on which you want to report.

  6. Enter the top organization.

  7. Select the type of worker which you want to report. For example, you can choose to report on employees, contingent workers, or both.

  8. Select the roll up. If yes, all organization values will be rolled up to the parent organization.

  9. Select the budget type for the report.

  10. Select Yes, if you want to include the top organization entered at step 6.

    If you set the Top Organization parameter to yes, headcount information for the top organization is included in a separate row in the report.

  11. Select the assignment type to include in the report.

  12. Enter the reporting period in the Days Prior to End Date field. The number of days you enter determines how many days the report covers, prior to the end date of the organization hierarchy version you specify in step 4.

  13. Choose the OK button.

  14. Choose the Submit button to run the report.

    The report displays the results for the criteria you entered.

    • Organization: The top organization in the selected hierarchy.

    • Division: The name of the organization below the top organization.

    • Rev/Non-Rev: Indicates the headcount details in the Revenue or Non-Revenue headings. The application uses the value entered in the Job Category segment in the Job Extra Information Type to display the headcount details in Rev/Non-Rev

    • Beginning Head Count: The total headcount from the date entered in the Date From parameter.

    • Permanent: Employee person type with the Full Time Regular or the Part Time Regular employment category status.

    • Contract: The system person type of Contract

    • Fixed Term: Indicates the temporary headcount. The report uses the HR_PERSON_TYPE_TEMPLATE formula to calculate worker type. If a worker is not assigned an Assignment Category or a value other than Fill-Time Regular in the Assignment window, then the Headcount Details report displays the worker in the Fixed Term count.

      See: Configuring Workforce Calculations Using Oracle FastFormula, Oracle HRMS Configuring, Reporting, and System Administration Guide

    • New Hires: The new hires count within the last x days as entered in the report parameter

    • Transfers In: The number of employees or workers who have moved into the selected organization hierarchy.

    • Transfers Out: The number of employees or workers who have moved out of the selected organization hierarchy.

    • Numbers of open and accepted offers

    • Vacant FTE: Number of vacant FTE for each open requisition within the division.

    • Number of voluntary and involuntary terminations

    • Ending Headcount: Total headcount on the date entered in the Date To parameter.

    • Change: The difference between the beginning headcount and the ending headcount.

    • % Change: The percentage change in the headcount over the reporting period, calculated as: (Beginning Head Count - Ending Head Count) / Beginning Headcount

    • Attrition Rate: The total headcount of employees or workers who have separated from the selected organization during the reporting period, calculated as: (Sum of Terminations/ Sum of Beginning Headcount) * 100.

Running the Workforce Count Reports

You run the Workforce Count Report and the Workforce Count Report (Spread Sheet Version) from the Submit Request window.

To run the workforce count reports

  1. In the Name field, select either the Workforce Count Report or the Workforce Count Report (Spread Sheet Version). Choose the spreadsheet version if you want to open the report in a spreadsheet format.

  2. Enter the Parameters field to open the Parameters window.

  3. Set the date from which the report begins to search.

  4. Set the date until which the report searches.

    Note: The Start Date and End Date you specify must fall within one version of the organization hierarchy on which you want to report.

  5. Select the organization hierarchy on which you want to report.

  6. Enter the top organization.

  7. Select the roll up. If yes, all organization values will be rolled up to the parent organization.

  8. Select the budget type for the report.

  9. Select yes, if you want to include the top organization entered at step 6.

    If you set the Top Organization parameter to yes, headcount information for the top organization is included in a separate row in the report.

  10. Select the assignment type to include in the report.

  11. Choose the OK button.

  12. Choose the Submit button to run the report.

    The reports display headcount information for the parent organization and all the organizations below it in the organization hierarchy. You can choose to run the Workforce Count Report for an entire hierarchy, or from a selected parent organization within the hierarchy.

Running the Duplicate Person Report

If you are upgrading from a release prior to the PER G Minipack, then, as part of your upgrade to support the global person functionality, an entry for every person record in HRMS is made in the TCA.

See: The Person Record for more information on how the HRMS and TCA schemas link together.

If your enterprise has multiple business groups and you have international employees, then you may find that, after this upgrade, you have multiple TCA party records for the same person. For example, this may occur if a person has transferred from one business group to another.

To identify potential duplicate records, you run the Duplicate Person report in the Submit Requests window.

To run the Duplicate Person report

  1. Select the Duplicate Person report in the name field.

  2. Click in the Parameters field to display the Parameters window, if it does not automatically open.

  3. Enter the date on which you want to run the report. The default date is the current system date.

  4. Select a person for whom to run the report, or leave blank to run the report for all people in your business groups who are also in another business group.

  5. Choose OK to run the report. You can view the results from the Requests window.

Running the Full Person Details Report

The Full Person Details Report provides you with accurate information about an employee's history. The report features all periods of service and changes in employment history. Employee's can request the report on an ad-hoc basis.

Run reports from the Submit Request window.

To run the Full Person Details Report

  1. In the Name field, select Full Person Details Report.

  2. Enter the Parameters field to open the Parameters window.

  3. Enter an effective date.

  4. Select the employee to be reported on.

  5. Choose the Submit button.

Running the Person Full History Report

Use this report to see the personal and professional details of employees and contingent workers in your enterprise. You can include an employee's applicant history and details about the current assignment such as absence, contact, and salary information in the report. You can also see the details of multiple assignments, if any, for the employee or contingent worker.

This report highlights any information that has changed over a period of time. If your enterprise uses element sets to group together similar elements, then you can select to include only those elements from a particular set.

For contingent workers, you can see supplier details such as supplier site, purchase order number, and purchase order line, details about the periods of placement and assignment rates. You cannot view the absence and termination details for contingent workers.

Run the Person Full History Report from the Submit Request window.

To run the Person Full History Report

  1. In the Name field, select the Person Full History Report.

  2. Enter the Parameters field to open the Parameters window.

  3. Select the person for whom you want to see the details.

  4. Select Yes to include the details held in descriptive and key flexfields attached to a person, such as job, position, and assignment. If the flexfield structure is not defined or contains no values, you do not see these details in the report.

  5. Select the element set to restrict the information to a specific group of elements. If you do not select any element set, all elements present in the employee's element entries are listed. For example, if the compensation element set includes details about salary, bonus, and stock options, you can view these details for the employee

  6. Select Yes in the appropriate fields to include the following details:

    • Employee's applicant record for the current assignment

    • Employee's assignments, absences, and terminations, and contingent worker's assignments

    • Employee's salary and contingent worker's assignment rates

    • Contacts, addresses and phone numbers for employees and contingent workers

    • Employee's ethnic origin, nationality, and disability status

    Otherwise select No. If you enter No, or if there are no records for that parameter, you do not see the individual records in the report.

  7. Choose the Submit button.

Viewing and Listing People by Window

Using the People Folders

Using the People Folder window, you can enter inquiries about the people held on Oracle HRMS. You select the fields of personal information you want to see, and position them in the order you prefer. For example, you can produce an alphabetical listing of all applicants and their gender, nationality, and disability registration.

The system saves your inquiry and field formatting as a folder so you can rerun the inquiry at any time. You can make this folder available to all users, or save it as a private folder.

Note: The system administrator can create configured versions of the People Folder window so that you use each version for one person type only.

To produce lists of assignments

  1. Enter and run a query in the folder. For example, you could run the query "C%" in the Full Name field to view all people whose names begin with C.

  2. You can remove, rearrange, add, or resize fields in the folder if you have access to the Folder menu.

    For further information about Folders see: Customizing the Presentation of Data in a Folder, Oracle E-Business Suite User's Guide

Listing Assignments Using the Assignments Folder

Using the Assignments Folder window, you can query lists of current assignments, past assignments, or both. You select the fields of assignment information you want to see, and position them in the order you prefer. For example, you can produce a listing of all current employees ordered by organization, and by grade within organization.

The system saves your inquiry and field formatting as a folder so you can rerun the inquiry at any time. You can make this folder available to all users, or save it as a private folder.

Note: The system administrator can create customized versions of the Assignments Folder window so that you use each version for one person type only.

The system administrator can also link this window in a task flow so that you use it to access other windows of employment information. Notice that if you select a past assignment in the folder, you cannot open other windows of employment information.

To produce lists of assignments using the assignment folder

  1. Select whether you want to view current assignments, past assignments or both.

  2. Run the query.

    The folder in the lower part of the window lists the assignments that match the selection criteria you entered.

  3. You can enter a query in the folder to reduce further the list of assignments displayed. For example, you could run the query "C%" in the Full Name field to view the assignments of people whose names begin with C.

  4. You can remove, rearrange, add, or resize fields in the folder if you have access to the Folder menu.

    For further information about using Folders see: Customizing the Presentation of Data in a Folder, Oracle E-Business Suite User's Guide

Listing Assignments Using the List Assignments Window

In this window, you can view current employees and applicants. To view former employees or applicants (or both current and former), see: Using the List People By Assignments Window

To produce lists of assignments

  1. Select values in one or more fields in the top part of the window, and choose the Find button.

    If you enter the Job, Position, Grade, or Group fields, a window opens prompting you for individual segments of the flexfield. You can enter selection criteria in one or more segments. This means that you can search on parts of the job name, for example.

    The folder in the lower part of the window lists the assignments that match the selection criteria you entered.

  2. You can enter a query in the folder to reduce further the list of assignments displayed. For example, you could run the query "C%" in the Full Name field to view the assignments of people whose names begin with C.

  3. You can remove, rearrange, add, or resize fields in the folder if you have access to the Folder menu.

    For further information about using Folders see: Customizing the Presentation of Data in a Folder, Oracle E-Business Suite User's Guide

Using the List People by Assignment Window

In this window you can choose whether to view current or former employees, applicants, or contingent workers. However, you must search on a whole Job, Position, or Grade name, not on segments of these flexfields. To search on segments of the flexfields, use the List Assignments window, see: Listing Assignments Using the List Assignments Window

To produce lists of assignments

  1. Select values in one or more fields in the top part of the window, and choose the Find button.

    The folder in the lower part of the window lists the assignments that match the selection criteria you entered.

  2. You can enter a query in the folder to reduce further the list of assignments displayed. For example, you could run the query "C%" in the Full Name field to view the assignments of people whose names begin with C.

  3. You can remove, rearrange, add, or resize fields in the folder if you have access to the Folder menu.

    For further information about using Folders see: Customizing the Presentation of Data in a Folder, Oracle E-Business Suite User's Guide

Listing Workforce by Position

There are two windows for viewing lists of workers by position:

List Workforce by Position Window

To view workers in a single position, or in all positions corresponding to a job or organization, use the List Workforce by Position window.

To view worker names by position

  1. Select any combination of an organization, job, or position.

  2. Choose the Find button.

    The folder displays the positions that match your selection criteria, together with the holder's name employee, or contingent worker number and worker type. The worker type is similar to the person type, except that the worker type only displays the person's active worker type. For example, the person type of Employee.ex-applicant displays as Employee.

    If there is more than one holder for a position, the number of holders is displayed in the Holder Name field. You can view the names of these holders by choosing the List icon from the Toolbar.

    Note: You can enter a query in the folder to reduce further the list of positions displayed. You can remove, rearrange, add, or resize fields in the folder if you have access to the Folder menu.

List Workforce by Position Hierarchy Window

To view lists of workers in a number of positions within a hierarchy, use the List Workforce by Position Hierarchy window.

To view lists of positions within a position hierarchy

  1. Select a position hierarchy and the highest position in the hierarchy for which you want to list workers.

  2. Choose the Find button.

    The folder displays all positions below the one you selected in the hierarchy. It also lists the employees and contingent workers who hold these positions as well as their worker type. The worker type is similar to the person type, except the worker type only displays the person's active worker type. For example, the person type of Employeee.ex-applicant displays as Employee.

    If there is more than one holder for a position, the number of holders appears in the Holder Name field. You can view the names of these holders by choosing the List icon from the Toolbar.

    Note: You can enter a query in the folder to reduce further the list of positions displayed. You can remove, rearrange, add, or resize fields in the folder if you have access to the Folder menu.

    For further information about Folders see: Customizing the Presentation of Data , Oracle E-Business Suite User's Guide

Listing Workforce by Organization

In the List Workforce by Organization window, you can view lists of employees within one organization or within all organizations below a specified level in a hierarchy you select.

To list workers in several organizations

  1. Select an organization hierarchy and select the highest organization in this hierarchy for which you want to list workers. Choose the Find button.

To list workers in one organization only

  1. Leave the Organization Hierarchy field blank and select an organization. Choose the Find button.

    You can enter a query in the Workforce block to further restrict the list of employees to be displayed.

    Manager Field

    The Manager field identifies any worker for whom the Manager check box is checked in the Miscellaneous region of the Assignment window.

    If there is more than one manager in the organization you select, the Manager field displays the number of managers. You can view the names of these managers by choosing the List icon from the Toolbar.

    Type Field

    The Type field displays the person type related to the worker identified in the Name field.

    Organization Field

    If a worker belongs to more than one organization within the hierarchy you selected, the number of organizations appears in the Organization field. You can view the names of these organizations by choosing the List icon from the Toolbar.

Listing People by Special Information

To view a list of people who match a particular profile for one Special Information Type, use the List People By Special Information window.

Note: The system administrator can create configured versions of the List People By Special Information window so that you use each version for one information type only. For example, one version could be called List People By Technical Skills.

To list people by special information

  1. Select a Special Information Type.

  2. Click in the Details field. A window opens prompting you for the details you have defined for this information type.

  3. Enter values in the fields against which you want to match people, then choose OK. If you leave a field blank, it is not used in the matching process.

  4. Choose the Find button.

    Employees and applicants who match your selection criteria are listed in the folder in the lower part of the window. You can enter a query here to further restrict the list of people. If you have access to the Folder menu you can remove, rearrange, or resize the fields displayed.

    For more information about using folders see: Customizing the Presentation of Data in a Folder, Oracle E-Business Suite User's Guide

Viewing a Worker's Assignment History

Use the Assignment History window to view information about a worker's assignments in both current and previous periods of service and placements. If a worker has been both an employee and a contingent worker, both types of assignment appear in the assignment history.

To view a worker's assignment history

  1. In the Find Person window, select or enter the worker's full name or number. If you select the worker's name or number from a list, you can limit the list size by selecting a value in the Current field:

    • Yes includes only current workers.

    • No includes only ex-workers.

    • All includes both current and ex-workers.

  2. Choose the Find button.

    In the Assignment History window:

    • This Period shows complete years and months in the current period of service or placement.

    • All Periods shows complete years and months in all periods of service and placements.

    • Including Breaks shows total elapsed years and months since the worker's initial hire or placement start date.

    By default, Assignment History displays one row of information about each assignment in the current period of service or placement.

  3. To display assignments from previous periods of service or placements, click in the Work History Start Date or End Date field and press the Down Arrow key. As the dates for previous periods of service or placements appear, related assignments appear in the Assignment History box. Use the Up Arrow key to reverse the display.

Workforce Intelligence Key Concepts for People Management

Key Concepts for People Management Intelligence

The following concepts enable you to accurately interpret the results of the People Management intelligence reports:

Workforce Count

One of the most powerful features of the People Management reports is that you can define how workforce is counted.

Workforce does not necessarily have to be a count of the number of people in your enterprise; it can instead be a count of the assignments and any budget measurement type you have set up. For example, you can count workforce using the budget measurement types of FTE or Headcount.

Additionally, by writing your own formula, using Oracle FastFormula, or the provided formula, you can instruct the report to count workforce exactly how you want to.

See: Workforce Calculation, Oracle HRMS Configuring, Reporting, and System Administration Guide

Workforce Gains and Losses

To enable you to investigate the workforce in your enterprise, the reports calculate gains and losses as follows:

Note: Workforce is counted using active and suspended assignments.

Enterprise Selection

You can decide which area of your enterprise to report on using the parameters of the reports. There are two different methods of enterprise selection:

Rollup Organizations

Use the Organization or Top Organization and Hierarchy parameters, together with the Organization Rollup parameter to report on one organization, an organization hierarchy, or a section of an organization hierarchy.

To report on a hierarchy, or a section of a hierarchy, enter the top organization or hierarchy you want to report on in the report parameters. You can then decide whether or not you want to rollup all the subordinate organizations in the hierarchy by entering either Yes or No in the Rollup Organizations parameter.

In some reports you can leave the Organization parameter blank to include all organizations in the hierarchy.

Rollup Each Organization

Select the area of your enterprise in the reports by selecting a section of an organization hierarchy. For each report, you only need to enter one organization; all its subordinate organizations are included in the report.

You can then decide to either display information about each organization separately, or rollup information at each level of the hierarchy.

For example, consider the hierarchy for Global Industries shown in the diagram below. To select this section of the hierarchy, you enter Executive in the Organization parameter. The report automatically includes the Company Service, Production, Finance, and Facilities subsidiary organizations.

If you decide not to rollup the workforce count, the report displays each organization independently, and shows the workforce total for only that organization. The workforce total for each organization would be the same as shown in the diagram below. It shows the Executive Workforce of 10 at the top of the organization. Reporting to the Executive Workforce are the Production Workforce of 7, and the Company Services Workforce of 5. Reporting to the Company Services Workforce are the Financial Workforce of 8, and the Facilities Workforce of 5

Global Industries Hierarchy

the picture is described in the document text

If you decide to rollup each organization, the report will display information that is calculated for that organization and all the organizations below it in the hierarchy.

For Global Industries, the Workforce figures would be shown as in the following table:

Organization Rolled Up Workforce
Executive (Top Organization) 35
Company Services 18
Finance 8
Facilities 5
Production 7

Job Categories

The Workforce Summary Analysis, Workforce Ratio, and Workforce Comparison HRMSi reports use job categories to investigate Workforce within your enterprise.

Note: You can also analyze how successfully you are recruiting for each job category using the Recruiting and Hiring HRMSi reports.

Oracle HRMS enables you to set up job categories for the different jobs within your enterprise. You can set up categories to classify all your jobs. So you could, for example, set up the job categories of technical, managerial, administration, and so on.

Jobs within your enterprise can fall into more than one category, and HRMS enables you to enter as many categories as you need for a job.

Use the Workforce Ratio report to analyze the percentage of workforce your enterprise has in different job categories. Use the Workforce Comparison report to analyze the absolute levels of workforce.

Both the Workforce Ratio, and the Workforce Comparison reports use assignments to calculate the workforce for each job category. For an assignment to be included it must:

If a job category does not have any workforce associated with it, the reports show it as a zero on the table, but do not display it in the bar chart.

Jobs may be assigned to more than one category. For example the job of Software Manager could have the job categories of technical and managerial. If you choose to report on both these categories, reports will display all assignments with the job of Software Manager in both the managerial and technical job categories.

For information on associating jobs with specific job categories, see Defining A Job, Oracle HRMS Enterprise and Workforce Management Guide

Workforce Intelligence for People Management

Employee Anniversary and Birthday Detail Workbook

This workbook enables you to report on employee anniversaries and birthdays by organization and supervisor hierarchy.

Worksheets

This workbook has the following worksheets

Headings and Calculations

The worksheets use the following calculations:

Organization Hierarchy Worksheet

The Organization Hierarchy worksheet allows you to report on employee anniversaries (total service) and birth date (in the format DD-MON).

Employees are listed by organization. Total and current service calculations are in respect of the system date. The workbook uses the current version of the organization hierarchy.

Business Questions

When is the anniversary date of employment of my employees in a given organization hierarchy?

When are my employees' birthdays?

Parameters

You must specify values for the following parameters:

Supervisor Hierarchy Worksheet

The Supervisor Hierarchy worksheet allows you to report on employee anniversaries (total service) and birth date (in the format DD-MON).

Employees are listed by supervisor. Total and current service calculations are in respect of the system date. The workbook uses the current version of the supervisor hierarchy.

Business Questions

When is the anniversary date of employment of my employees in a given supervisor hierarchy?

When are my employees' birthdays?

Parameters

You must specify values for the following parameters:

Employee by Supervisor Status Workbook

This workbook enables you to report on the supervisor hierarchy and salary details for your employees.

Key Concepts

See the following topics to accurately interpret this workbook:

Workforce Count

Worksheets

This workbook has the following worksheets:

Organization Hierarchy Worksheet

The Organization Hierarchy worksheet enables you to report on the supervisor hierarchy and salary details for your employees, by organization.

The worksheet includes employees who have an assignment on the effective date within the selected organization hierarchy.

Business Questions

Who supervises my employees in a given organization?

How many direct reports do my employees in a given organization have and what are the total salaries of those direct reports?

Parameters

You must specify values for the following parameters:

Supervisor Hierarchy Worksheet

The Supervisor Hierarchy worksheet enables you to report on the supervisor hierarchy and salary details for your employees by supervisor.

The worksheet includes employees who have an assignment on the effective date, and report directly to the selected supervisor.

Business Questions

Who supervises my employees?

How many direct reports do my employees have and what are the total salaries of those direct reports?

Parameters

You must specify values for the following parameters:

Employee Composition Analysis Workbook

The Workforce Composition Analysis workbook investigates employee composition by assignment details, salary band, and time service band.

It enables you to:

Workbooks

This workbook has the following worksheets:

By Assignment Details Worksheet

This worksheet enables you to analyze employee assignment details by organization, job, position, or grade.

Business Questions

What is the composition of my workforce by assignment?

Parameters

This worksheet has no parameters.

By Salary Band Worksheet

This worksheet enables you to analyze the distribution of employees within an organization by length of service.

Business Questions

What is the composition of my employees by salary band?

Parameters

This worksheet has no parameters.

By Time In Service Band Worksheet

This worksheet enables you to analyze the distribution of employees within an organization by length of service.

Business Questions

What is the composition of my employees by service band?

Parameters

This worksheet has no parameters.

Headings and Calculations

This worksheet uses the following calculations:

Employee Hired or Terminated Detail Workbook

This workbook enables you to report on employees who terminated or were hired within two specified dates.

Basic employee primary assignment details are shown, including:

Worksheets

This workbook has the following worksheet:

Organization Hierarchy Worksheet

This worksheet enables you to report on employees who terminated or were hired within two specified dates for a given organization and its subordinate organizations.

Business Questions

Provide me with a list of employees who have been hired into or who have separated from a given organization hierarchy.

Parameters

You must specify values for the following parameters:

Related Topics

Workforce Count

Employee Mailing Address Detail Workbook

This workbook enables you to report on employee current primary addresses in a non-legislative specific address format.

This is useful for global reporting of employee addresses.

Worksheets

This workbook has the following worksheets:

Organization Hierarchy Worksheet

The Organization Hierarchy worksheet enables you to report on employee current primary addresses in a non-legislative specific address format, for a given organization and its subordinate organizations.

Business Questions

Show me the primary addresses for all employees within a specific organization hierarchy.

Parameters

You must specify values for the following parameters:

Supervisor Hierarchy Worksheet

The Supervisor Hierarchy worksheet enables you to report on employee current primary addresses in a non-legislative specific address format, for a given supervisor and their subordinates.

Business Questions

Show me the primary address of each employee reporting directly or indirectly to a specific supervisor.

Parameters

You must specify values for the following parameters:

Employee Organization Transfer Detail Workbook

This workbook enables you to report on employee primary assignment organization transfers during a given period. The workbook output includes the employee primary assignment details before and after the transfer, including:

The workbook also shows the movement type (Organization Movement within Hierarchy, Organization Movement out of Hierarchy, Organization Movement into Hierarchy) for each employee transfer.

Worksheets

This workbook has the following worksheets:

Organization Hierarchy Worksheet

This worksheet enables you to report on transfers of employee primary assignments during a given period for a given organization and its subordinate organizations.

The worksheet output includes the employee primary assignment details before and after the transfer, including Job Name, Organization Name, and Supervisor Name.

Business Questions

Who has transferred into or out of my organization hierarchy?

Parameters

You must specify values for the following parameters:

Supervisor Hierarchy Worksheet

This worksheet enables you to report on transfers of employee primary assignments during a given period for a given supervisor and their subordinates.

The worksheet output includes the employee primary assignment details before and after the transfer, including Job Name, Organization Name, and Supervisor Name.

Business Questions

Who has transferred into or out of my supervisor hierarchy?

Parameters

You must specify values for the following parameters:

Employee Primary Assignment Detail Workbook

This workbook enables you to report on basic employee details by employee primary assignment.

The workbook output is grouped by location. Employee primary assignment count totals are shown for each location

Worksheets

This workbook has the following worksheets:

Organization Hierarchy Worksheet

The Organization Hierarchy worksheet enables you to report on basic employee details by employee primary assignment. Employees are listed for each organization and for subordinate organizations.

Business Questions

Show me the primary assignment details for each employee within a specific organization hierarchy.

Parameters

You must specify values for the following parameters:

Supervisor Hierarchy Worksheet

The Organization Hierarchy worksheet enables you to report on basic employee details by employee primary assignment. Employees are listed for each organization and for subordinate organizations.

The Supervisor Hierarchy worksheet enables you to report on basic employee details by employee primary assignment. Employees are listed for a given supervisor and their subordinates.

Business Questions

Show me the primary assignment details for each employee reporting directly or indirectly to a specific supervisor.

Parameters

You must specify values for the following parameters:

Employee Termination Detail Workbook

This workbook enables you to report on employees that have separated within a specified time period.

The workbook displays details of all terminated employees, including their basic primary assignment details at the time of termination, including:

Worksheets

This workbook has the following worksheet:

Organization Hierarchy Worksheet

This worksheet enables you to report on employees that have separated from your enterprise within a specified time period. The worksheet lists employees for a given organization and its subordinate organizations.

Business Questions

Who has separated from my organization hierarchy and why?

Parameters

You must specify values for the following parameters:

Related Topics

Workforce Count

Employee Termination with Comments Detail Workbook

This workbook enables you to report on employees that have separated within a specified time period.

The workbook only displays terminated employees who have a salary. The workbook shows the primary assignment details at the time of employee termination, including:

Worksheets

This workbook has the following worksheet:

Organization Hierarchy Worksheet

This worksheet enables you to report on employees that have separated from your enterprise within a specified time period. The worksheet lists employees for a given organization and its subordinate organizations.

Business Questions

Who has separated from my organization hierarchy and why?

Parameters

You must specify values for the following parameters:

Related Topics

Workforce Count

Human Resource Setup Analysis Workbook

This workbook investigates specific information about your Human Resources system. The workbook enables you to:

Worksheets

This workbook has the following worksheets:

Terminations with EEO Worksheet

This worksheet enables you to analyze terminations with ethnic origin over a specific time period.

Business Questions

Why are employees separating?

Parameters

You must specify values for the following parameters:

Anniversary Birthdays Worksheet

This worksheet enables you to view birthdays and start dates of current employees. The worksheet also enables you to view other employee information, for example, length of service, employee number, and supervisor name.

Business Questions

When are the birthdays and anniversaries of my employees?

Parameters

This worksheet has no parameters.

HR Temp List with Tenure Worksheet

This worksheet enables you to analyze deployment factors associated with positions, people in specific positions, and position applicants.

Business Questions

How are my employees deployed throughout my organization?

Parameters

This worksheet has no parameters.

Employee Home Address Worksheet

This worksheet enables you to view the primary addresses of employees.

Business Questions

What are my employees' addresses?

Parameters

You must specify values for the following parameters:

Employee Job History Worksheet

This worksheet enables you to view employee job history across your organization.

Business Questions

When were my employees assigned to a particular job?

Parameters

You must specify values for the following parameters:

Assignments by Organization Worksheet

This worksheet enables you to report on the assignments within your organizations.

Business Questions

How many assignments are present in each organization?

Parameters

This worksheet has no parameters.

Assignments by Organization Rollup Worksheet

This worksheet enables you emulate the rollup flexibility of HRMSi reports by using an organization hierarchy to control the information displayed.

Business Questions

How many assignments are present in each organization?

Parameters

This worksheet has no parameters.

Person/Assignment History Detail Workbook

This workbook enables you to track applicants, monitor workers' assignment history, and analyze termination history.

For a person's assignment history, you can analyze the following:

Worksheets

This workbook has the following worksheets:

Person Assignment Worksheet

This worksheet enables you to analyze a person's assignment history between specific dates. For each person you can examine:

Business Questions

What has an employee been assigned to?

Parameters

You need to specify values for the following parameters:

Application Worksheet

This worksheet enables you to analyze an applicant's assignment record between the start and end of an application.

For each employee you can examine the following:

Business Questions

Has a person previously made an application?

Parameters

You need to specify values for the following parameters:

Employee Separation Worksheet

This worksheet enables you track termination reasons by type, date, and length of service, allowing you to spot trends among leavers. For each termination, you can:

Business Questions

Why are employees leaving the enterprise?

Parameters

This worksheet has no parameters.