You can define as many Extra Information Types as you require to hold information about people. There are also some predefined person EITs. These are:
Carte de Resident - the issuing prefecture, the territorial validity of the carte, the identification number, the issue and expiry dates, and the professions in which the holder of the carte is authorized to work.
When recording the validity you can either enter the name of a region or enter the word "Total" to indicate that the carte is valid for all regions.
Carte de Sejours - the issuing prefecture, the visa type and status, the territorial validity of the carte, the identification number, the holder's passport number, the issue and expiry dates and the issuing authority and office.
When recording the validity you can either enter the name of a region or enter the word "Total" to indicate that the carte is valid for all regions.
Carte de Travail - the issuing prefecture, the identification number of the carte, and the issue and expiry date.
Disciplinary Events - the date of the misdemeanor and the date of any hearing relating to it, the type of misdemeanor, any disciplinary action to be taken and the body that has decided upon this action, and the effective dates for the disciplinary action.
The type of disciplinary action selected will determine what other information should be recorded. For example, minor disciplinary actions such as warning or blame do not require hearings to take place.
Driving License - the driving license number and effective dates, the issuing prefecture and authority, the categories of vehicle eligible to drive, if the license is suspended, and suspension dates if appropriate.
Medical History - the start and end date of the illness, the class and type of illlness, and the type and date of any reexamination that is to occur.
Military Service - the military status, the type of service, the dates that the service took place, the regiment served, and their rank.
If the person is exempt from military service, or has not yet completed it, then only the first field should be completed.
Multiple Passports and Citizenship - the holder's nationality, the issuing county, office, authority, and the issue and expiry dates.
Nominees for Office - the details of the nomination and the date of the election.
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.
Professional Training - the number of hours training received during the selected year.
Note: To ensure that training is shown correctly on the D2 report, both fields must be entered.
Representation Person - the type of representation, the name of the representative body they represent, their mandate, the dates for their term of office, their representative responsibilities, and the amount of time they have to carry out their representative duties.
Citizenship Information for Public Sector Organization - use this to record additional citizenship details such as date of citizenship and date of publication in the official journal. This information is used to record the identification details of the employee.
French Public Sector Bonification Details - use this to record the Bonification details such as the military campaign is full time, half time or twice the time and the years in co-operation. This information is used to calculate the total military service period for an individual with different military situations.
French Public Sector Additional Seniority Details - use this to record seniority details, which show the different lengths of service. These details are used when calculating employee rights for promotion and pensions.
French Public Sector Soldier Details - use this to record information about the soldier status of an employee. These details are used only for the Army corps. This information is used to identify the rank and to know if they are full-time permanent soldiers, reserve officers, or volunteers.
Seasonal Work Contract - use this to record work permit details such as seasonal work contract issue and expiry dates, and also the authorized professions.
Residence Certificate - use this to record work permit details such as issue and expiry dates. This certificate is valid either for one or ten years and enables a foreigner to stay and work in France without any professional or geographical restrictions within the validity period.
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). All other personal information is optional.
To enter a new person
Set your effective date to the appropriate date for adding the person to the system. If you are entering an employee, this should be his or her hire date.
Enter the person's name and other details in the Name region.
Only the last name is required.
You can use the Title field to enter a title such as Mrs. or Doctor for the person.
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, this enables you to 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.
You can use the Suffix field to hold part of the last name, such as Junior or II. This enables the suffix to be reported on separately, as required in some government-mandated reports.
In the US, you must select the gender, Male, Female or Unknown Gender, from the list. In the UK, if you are entering an employee you must enter their gender.
Select an action type, for example Create Applicant, in the Action field and select select a person type from the list of values. 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, a list of values is not displayed and the user person type displays automatically in the Person Type for Action field.
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.
Entering Employee Information
Enter the following information if the person is an employee. Otherwise, proceed to step 6.
If necessary, 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 your employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service.
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:
If your enterprise uses the national identifier, use the National Identifier field to enter the numero securite social. This number relates directly to an employees personal information.
The first digit represent the gender.
The second and third digits represent the year of birth.
The fourth and fifth represent the month of birth.
The sixth and seventh represent the region or country of birth.
Oracle HR automatically validates these parts of the National Identifier against the gender, date of birth, region and country of birth fields. If these fields are completed, the corresponding parts of the National Identifier must match. When you complete a field, you must enter the corresponding digit in the National Identifier. An X is not a valid input.
Important: The National Identifier is often entered in stages as personal information for the employee becomes available. You enter an X for each of the missing digits and replace the last two digits of the numero securite social with XX. This stops the validation of the number and Oracle HR will not produce an error message.
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 is displayed in the Number field. If the person does not have an employee number but has a contingent worker number and an applicant number the contingent worker number is displayed. However, you can choose to view any of the identification numbers held for a person by selecting them form the list.
Entering Personal Details
Enter details for the person as required in the Personal tabbed region:
To assign an employee to a payroll, you must enter his or her date of birth.
Enter additional birth information into the Town of Birth and Country of Birth fields. If the person is a French national then also enter their department of birth.
If the Work Telephone field is displayed, enter the person's work telephone number. Otherwise, use the Phone Numbers window to enter this information.
Enter the date of first entry for people born outside of France.
In the Status field, select the person's marital status.
Select the employee's nationality.
In the Registered Disabled field, you can select whether your employee or applicant 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.
Save your work.
Multiple Person Records
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.
If you have not entered either a first name or a date of birth then the list of values will display all the records that match the information you have entered.
Note: The list of values is only displayed if your system administrator has set the HR: Cross Business Group profile option to Yes.
Do one of the following:
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 will be copied across to existing records in other business groups. If existing records have values for fileds that have been left blank in the new record, then these values will be appear in the new record.
See: Person Record Synchronization, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If the person already exists in your current business group then select that person from the list of values. The existing record is retrieved and the save you were trying to make is cancelled as you cannot have two records for the same person in one business group. 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 are either are in 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.
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.
Optionally, you can enter additional information for people in the tabbed regions.
See: Entering Additional Personal Information, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Note: The Background Information, Medical Information and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.
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 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
Choose the Office Details tabbed region.
Enter the office number for this office.
Enter the internal location of this office.
Enter the office identifier for internal mail.
Enter the person's email address.
In the Mail To field, select Home or Office to indicate the person's preferred mail destination.
To enter information for an applicant
Choose the Applicant tabbed region.
If the applicant's resume is on file, check the Exists check box.
If the applicant's resume is on file, select the date indicating when the resume was last updated.
Select a final date a file is to be maintained for this applicant.
To enter information concerning the background check for a person
Choose the Background tabbed region.
Check whether the employee's background check has been performed.
Select the date the background check was performed.
To enter rehire recommendation information for an applicant who was a former employee or contingent worker
Choose the Rehire tabbed region.
Check whether the former manager has recommended the applicant for rehire.
Select the reason for this recommendation.
To enter further name information
Choose the Further Name tabbed region.
Enter one or more honors/degrees (BA, MBA or JD, for example) that the person has earned.
Enter the name (perhaps a nickname) by which the person prefers to be known.
If the person was previously known by a different name, enter the previous last name.
To enter other information for a person
Choose the Other tabbed region.
Select the type of schedule in the Availability/Schedule field; for example, the days of the week the person works.
Enter the person's current full time/part time availability to work with your company.
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.
If the person has died, enter the date of death.
If you enter the termination reason of deceased and the actual termination date on the Terminate window and date of death has not been entered, it is set to the employee's termination date.
Select the current status of the student, if your employee is a student.
In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.
To enter benefits information
Choose the Benefits tabbed region.
Change the date first hired for your employee. For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of your employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service.
Enter an adjusted service date for your employees. The adjusted service date is necessary to adjust the employee' start date to reflect for example time spent in the company as a contingent worker, or time spent in another company within the same group. Some of the collective agreements consider these types of previous services as service within the company.
Oracle HRMS uses this date to dynamically calculate and display the difference between the adjusted service date and the current date as adjusted seniority for your workforce. The application also calculates and displays the seniority adjustment, which is the length of time between the hire date and adjusted service date. The total seniority details enable you to determine the eligibility, enrollment, and rates for your workforce, and run payroll calculations.
To enter employment information for employees
Choose the Employment Information tabbed region.
Select the employee's current military status. More detailed information, including service history, should be entered in the Military Service extra information type.
Select the agent type. This information is used in deciding certain employee rights such as remuneration and pension.
The agent type you can select depends on the person type of your person:
Fonctionnaire and Non-titulaire can only be selected for employees
Unemployed can be selected for applicants
Pensioner can be selected for ex-employees
Note: You must define a default Normal Inactivity statutory situation for a public sector type organization to select an employee as a Fonctionnaire in the specific public sector type organization. See: Additional Implementation Steps for French Legislations and Statutory Situations
Once you have saved an employee as either Fonctionnaire or Non-titulaire you cannot change this.
Select the employee's CPAM office.
Note: Oracle HR generates the number of dependents and dependent children based on the information you have entered in the Contact window. The number of dependent children is also based on the details entered in the shared type Contact. See: Setting Up Dependent Child Contact Relationships
To enter education information for a dependent
This tabbed region should only be used when the person displayed in the People window is a dependant of an employee. It enables you to record education information for a dependent. You should enter an employee's education details in the Qualifications, and Schools and Colleges Attended windows.
Choose the Education Information tabbed region.
Select the dependent's level of education.
If the dependent is a student, enter the date that the last school certificate was issued, and the name of their current school.
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:
A contract cannot exist without a person. Therefore, if a person who has a contract attached to them is deleted, the contract will also be deleted.
Contract statuses are set up depending on the needs of your enterprise. If you have any queries about contract statuses, please contact your system administrator.
If the alteration of a hire date for an employee results in the start date for the contract being before the hire date, the contract start date is automatically amended to the new hire date.
Tip: If the alteration of a hire date results in future-dated changes being before the contract start date, the changes are deleted.
If the alteration of a hire date for an employee results in the start date for the contract being after the start date of the referencing assignment, the contract start date is automatically amended to the new hire date.
A contract cannot be deleted if an assignment currently refers to it, irrespective of the assignment status.
When you are selecting a contract to reference to an assignment you will only be able to select from contracts that have start dates on or before the assignment start date.
You enter and maintain contracts in the Contracts window.
Set your effective date to the start date of the contract.
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.
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, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Select the contract type.
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.
You can enter any remaining information relating to the contract such as start reason, duration, or contractual job title.
Entering Further Contract Information
Additional Information: If you already recorded the working time in the Assignment window and do not want to reenter the details in the Further Contract Information descriptive flexfield, you can migrate the existing working time details. See: Migrating Employee Time Data to Contract Descriptive Flexfield
Click in the More Information field to display the Further Contract Information window.
Select the type of employee, and the category of the contract, for example, permanent, or fixed-term.
You can enter a proposed end date and an event which defines the end of the contract, for example, completion of project. You can also select the name of the person replaced. This is normally only required for fixed-term contracts.
Enter details about any probation period, if required.
Enter the days adjusted to calculate the legal minimum wage applicable to employees.
Indicate whether the employee has fixed working time. If yes, then record the unit of time such as hours or weeks and the frequency of working time.
Note: For Payroll customers only - Ensure to enter, in the Assignment window, the working time in hours for employees whose working time you are recording in days in the Further Contract Information window. See: Entering Additional Assignment Details (Assignment Window)
Optionally, you can enter the total working time of the employee.
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
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:
If you change the status of an active contract to make it inactive, and choose the Update button, the contract record will be ended. A new contract record with an inactive status will be created and the fields in the Active Contracts Dates region will become blank.
If you change the status of an active contract to make it inactive and choose the Correction button, the current contract record will be amended to appear as if the most recent active period has never occurred.
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.
Oracle HRMS enables you to specify the working time on the employee's contract of employment to calculate different types of compensation such as holiday entitlements, sick pay, overtime, rebates, and minimum earning based on the working hours.
If you already recorded the working time in the Assignment window and do not want to reenter the details in the Further Contract Information descriptive flexfield, you can migrate the existing working time details.
Use the Submit Request window.
To migrate working time details from Assignment window to the Further Contract Information descriptive flexfield
Select the Migrate Employee Time Data to Contract DDF (France) process in the name field.
Click Submit.
Oracle HRMS provides the services validation process. This process concerns an employee who is a titulaire and validates the period in which this employee has worked as a non-titulaire in some other public-sector type organization. This process enables you to transfer the rights as well as the contributions made so far by the employee from the general insurance schemes to the specific insurance scheme.
You can proceed with the validation process as soon as the permanent status is attained. This helps you in calculating the amount that has to be paid to validate the previous periods with the current salary situation of the employee. The Services Validation process captures the difference between the contributions and charges already paid to insurance schemes registered and the contributions and charges that should have been paid to the specific insurance scheme. Oracle HRMS records the validated contribution amounts due from the employer as well as the employee. These amounts are recorded for informational purposes and you can use it while processing the payroll to complete the pending payments.
Oracle HR enables you to record details of entitlements and recognition given to your employees. You can use the Accommodation, Awards and Decorations self-service interface and French Public Sector National Awards and French Public Sector Ministry Awards Special Information Types to record information about accommodation, awards and decorations and grant these.
You can maintain details of accommodations available for your organizations with the attributes of the accommodation. You can also set up the eligibility criteria for each entitlement. Based on the eligibility criteria you have defined, eligible employees are given the entitlement. Oracle HR also allows you to grant an indemnity amount, if for some reason an accommodation cannot be given to an employee.
You can maintain details of the awards and decorations granted to your employees. You can record details of the National Awards granted to an employee for eminent and distinguished service. You can also enter details of the awards granted to the employee at the ministry level such as Ministerial Orders and medals specific for each ministry or organization.
In a public sector-type organization, you manage employment-related information on a day-to-day basis. This information affects the career, compensation, and benefits of the workforce. Typically you manage this data for the following types of workforce:
Civil servants - The civil servants have a career guaranteed within the public sector-type organization. Typically they join the public sector-type organization through a competitive exam. They belong to a corps, have a grade within that corps and are permanent workforce.
Non-permanent - The non-permanent workforce do not have a career guaranteed. Typically, they fill positions available on a temporary basis.
Oracle HRMS groups the maintenance of employment data into the following actions for civil servants and non-permanent workforce:
Manage employment terms
Manage career progression
Manage affectations
Manage statutory situations
Manage employment terms: HR Administrator Actions functionality enables you to manage the employment terms such as the establishment and the person's normal working hours share, and also the contract details for non-permanent employees. You can also specify the reasons for hiring a non-permanent employee. The establishment serves as the legal point of contact for settling any disputes and manages the personal details of the workforce. The other employment terms affect the salary and other benefits.
You manage the employment terms for the civil servants using the Change Administrative Employment Terms option, and the terms for non-permanent workforce using the Change Employment Terms option. You can manage term changes in the past and in the future. Using the Administrative Links, you can view date-tracked employment history and positions the civil servant has on the current corps.
Manage career progression: HR Administrator Actions functionality enables you to define and modify career for a civil servant and non-permanent workforce to ensure successful career progression in the enterprise. You can record career details such as corps, grade, and step. Additionally, you can define personal gross index to override the value of step gross index. For example, when a person, whose gross index is, at one point in time IB 441, is joining a given step within a grade, which IB is 342, the HR clerk can, as mentioned, keep IB 441 as a personal gross index and therefore override IB 342.
You manage career progression for civil servants using the Administrative Career option and for non-permanent employees using the Manage Career option. Using the Administrative Links, you can view date-tracked career history and positions the civil servant has on the current corps to enable them to track the career progression.
Manage affectations: In a public sector-type organization, affectation refers to assigning positions to the workforce, to define the activities carried out by the workforce. A worker (civil servant or non-permanent) can hold multiple positions simultaneously. For a civil servant, the assigning of positions is more formal than for a non-permanent worker. You must set up the administrative career for a civil servant and employment terms for a non-permanent worker before managing affectations for your workforce.
Manage statutory situations: Statutory situation is the civil servant's employment status. The employment status can be any of the statuses defined by law such as in activity, on long-term leave of absence or temporarily working on loan in another organization. Many entitlements and processes depend on the statutory situation. For example, the statutory situation determines the pension entitlements, salary payments and seniority benefits for a civil servant.
Using this functionality, you can enter and maintain the statutory situations for the civil servants. You can renew the statutory situation (if it is renewable, as set up while defining the statutory situation) and reinstate the civil servant from a statutory situation for example from parental leave to normal activity. The statutory situations apply only to civil servants.
Based on the workforce type, HR Administrator Actions displays the pages for civil servants or non-permanent workers. It is recommended not to perform any transaction for affectation, career progression, or employment terms with back dated days when you have some updated transactions in future for them.
Caution: You must not have any segment of the People Group flex field as mandatory field as it will not enable you to create the affectation for an employee using the HR Administrator Actions functionality.
Oracle HR enables you to record accommodation, awards and decorations granted to the employees. To do this you must complete the following steps:
To set up accommodation, awards and decorations entitlements
Define entitlement items offered in your enterprise.
Note: Select the value set CAGR_YES_NO as the item value set in the Entitlement window and leave the Field Name field blank.
See: Define Entitlement Items, Oracle HRMS Enterprise and Workforce Management Guide
Define eligibility profiles to be used with your collective agreements.
See: Define an Eligibility Profile, Oracle HRMS Compensation and Benefits Management Guide
Define collective agreements for your enterprise.
See: Setting Up a Collective Agreement, Oracle HRMS Enterprise and Workforce Management Guide
Define collective agreement entitlements to set up the values associated with all the entitlement items in your collective agreement.
See: Defining Collective Agreement Entitlements, Oracle HRMS Enterprise and Workforce Management Guide
Attach collective agreements to an establishment at the organization classification level.
Assign the collective agreement to all employees who are covered by its terms.
See: Entering an Assignment, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Select entitlement items for an entitlement. This enables you to associate an entitlement item with the specific entitlement.
See: Setting Up Accomodation, Awards, and Decorations Entitlements
Use the Accommodation self-service interface to set up your accommodation details. You can define accommodations for your enterprise, assign them to eligible employees, and grant indemnity in the case that accommodation is not given even though the employee is eligible.
Use the Awards and Decorations self-service interface to grant awards to eligible employees.
Oracle HR enables you to set up seniority details. Seniority is always based on a length of service and assures an employee of certain entitlements. You need to define entitlement values for different length of services, specific events in the employee's career, which affect the length of service and for different employee types.
To set up seniority details
Use the Length of Service Situations self-service interface to define the entitlements for different situations under different situation types.
Use the French Public Sector Additional Seniority Details person extra information type to record the additional length of service done by the employee, either in your enterprise or in another enterprise. This additional length of service is recorded as correcting period. In some cases, to obtain an accurate length of service, you may need to input this correcting factor (in days) to add to the given duration to the length of service.
While recording the assignment details of your employees, you need to associate the salary share with the appropriate physical share. The physical share is the working hours for the Position or Business Group. You need to set these up as a salary share is derived in correspondence with the physical share. The salary share value is displayed once you select the physical share in the Statutory Information tab in the Assignment window.
Use the User Types and Statuses window.
To set up salary share
Select the name FR_PQH_PHYSICAL_SHARE from the lookups.
Select your Business Group.
Select the percentage of salary share to be derived from physical share.
Enter a brief description about the salary share.
Enter the salary share value using the Further Information column. You can enter any value between 0 and 100.
Save your work.
Oracle HRMS enables you to validate previous services of your employees. Using this functionality you can enter the previously validated services of the employee in the previous organization. You can also record the services for which the current employer initiates the validation or the services that are transferred to the current employer. Oracle HRMS enables you to record and update various events that alter or stall the normal flow of the services validation process and also send notifications to the concerned employees. You can update, view and delete the services validation details.
Caution: You cannot update validation details if the validation process status is Finished.
To validate previous services
Use the Previous Services Validation pages to select an employee and either record the previously validated services or initiate the services validation process.
You use the Terminate window to end employment. You can also use it to enter further information relating to an employee's period of service, for example, starting and ending reason, type of work, and employee status. This information is required when producing the ASSEDIC report.
To enter further periods of service information
Click in the Further Information field. The Add'l Periods of Service Info window is displayed.
You can define the nature of the employee's work by selecting the employee's type of work and status. These fields are not applicable to many employees.
Select whether the employee is affiliated with the Alsace-Moselle DSS, and their relationship with the managing director, if required.
Select the final payment schedule. This information is used to determine how the Notice Period in Lieu payments are processed.
Select Yes to indicate that the period of service is covered by a social benefits plan. Select No if it is not covered by a social benefits plan. This information is used during pay processing.
If the employee is sick or on unpaid leave when terminated, enter the date of the last working day before the absence began.
The Date Attestation ASSEDIC Run is automatically updated with the effective date of the report run. To run the report again for the employee, you must clear this information.
Save your changes.
You enter previous employment information in the Previous Employment Information window.
Note: If your localization currently uses the Employment History window see: Entering Employment History, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
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:
Previous Employer
Previous Job
Assignment - Previous Job Mappings
To enter previous employment details
Enter the previous employer name.
Enter an address.
Select a country.
Select the type of business.
Select a subtype for the business type selected at step 4.
Enter a description for the employer.
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.
You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.
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.
Save your work.
To enter further previous employer information:
Click in the Further Information field to display the Further Previous Employer Information window.
Select Yes if employee approval is taken. This enables the previous service period to be added in the total length of service calculation. If you select No, the previous employment period will not be calculated in the length of service.
Enter the date the employee approval was taken.
Save your work.
To enter previous job details:
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.
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.
Enter a job title.
Select an employee category.
You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.
Enter a description for the previous job.
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.
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
Save your work.
To enter further previous job information:
Click in the Further Information field to display the Further Previous Job Information window.
Enter the agent type. This information identifies whether the previous employment period caters to a non-titulaire period or not. It also indicates the rights the employee had, like remuneration and pension.
Enter the corps details. This information identifies the career path of the employee.
Enter the grade, step and position details of the previous job.
To map previous jobs to an assignment:
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.
Select an assignment to map to a previous job specified at steps 12 to 19.
Select a job to map to the assignment selected at step 21. Selecting a job automatically displays the Start Date and End Date fields as specified for the job in the Previous Job region.
You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.
Use the Further Information flexfield to enter further previous job usage details.
Save your work.
To enter further previous job usage information:
Click in the Further Information field to display the Further Previous Job Usage Information window.
Enter the corps details of the previous employment.
Note: These details are validated against the existing set of values for the current public sector-type organization and enables you to map the different structures maintained in different public sector-type organization, to the structure of the current public sector-type organization.
Enter the previous employment awards and decorations details.
See: Entering Ministry Awards and Medal Details
See: Entering National Awards Details
Enter the previous employment work incidents details.
Oracle HR enables you record details of the awards granted to the employee at the ministry level such as Ministerial Orders and medals specific for each ministry. Please use the self-service interface to maintain your awards as this contains more validation. Use this special information type to view the information, override existing award details and grant awards to an employee who does not match the eligibility criteria but your enterprise decides to grant the award.
Use the FR PS Ministry Awards special information type.
To enter ministry awards and medal details
Select the type of award granted to the employee. This information is used in deciding a premium or an indemnity on the following month's payroll.
Select the award name.
Select the level of the award.
Note: This field is enabled only for award type Medal.
Enter the date of attribution, which is the date when the award is announced for the employee.
Enter the date of remittance, which is the date when the employee receives the award.
Save your work.
Oracle HR enables you to record details of the National awards granted to an employee for eminent and distinguished service. We recommend that you use the self-service interface to maintain your awards as this contains more validation. Use this special information type to view the information, override existing award details and grant awards to an employee who does not match the eligibility criteria but your enterprise decides to grant the award.
Use the FR PS National Awards special information type.
To enter national awards details
Select the award type. This information is used to generate premiums on payroll.
Select the grade/dignity granted to the employee. This information shows the level in the award.
Enter the date of attribution, which is the date when the award is announced for the employee.
Enter the date of remittance, which is the date when the employee receives the award.
Save your work.
You can define as many Extra Information Types as you require to hold information about assignments. There are also some predefined assignment EITs. These are:
Hiring Declaration - the date of the employee's pre-hire medical, if they are related to the employer, if they are agent titulaire, their previous employment status and training level, the proposed salary, whether they qualify for any contribution reductions, whether they are on a work initiative contract, the currency code, and whether they should be included in the next run of the Declaration Unique d'Embauche.
Note: These details will be used when you produce the Declaration Unique d'Embauche.
The date of the pre-hire should be before the end of the employee's trial period. Also, an employee can qualify for contribution reductions if they are the first employee in an enterprise, or if they are part-time.
You must not use this extra information type for a contingent worker, as an employer need not submit the hiring declaration for a contingent worker. If you have a responsibility that manages only contingent workers, you must not assign this extra information type to that responsibility.
Once you have set up basic assignment details, you can enter additional information in the tabbed regions of the Assignment window, for example, supervisor details, special ceiling progression points or salary information. The tabbed regions that appear in the Assignment window vary according to person type and localization. In addition, certain segments within the tabbed regions are specific to the person type. For example, if you are entering statutory information for a contingent worker, the Statutory Information tab displays the segments required for a contingent worker.
Note: For a public sector type organization, the Corps, Physical Share, Salary Share, and Employee Category fields, and the Primary check box under the specific tabbed regions are read only. You must record these details using the HR Administrator Actions pages. See: HR Administrator Actions
To enter supervisor information for an employee or contingent worker
Choose the Supervisor tabbed region.
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: This information is not updated by the system. Use organization and position hierarchies to show management reporting lines.
The probation period defaults from the employee's position.
To enter probation period and notice information for an employee
Choose the Probation and Notice Period tabbed region.
Amend the default probation period for your employee's assignment, if required.
Enter the notice period for the assignment, if required.
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.
To enter standard conditions information for an employee or contingent worker
Choose the Standard Conditions tabbed region.
Amend the standard work day information for your employee or contingent worker assignment, if required.
For benefit administration, enter whether your employee's 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.
The details you need to record depend upon the choice you have made while entering additional organization details.
Note: See: Business Group: Setting Up Public Sector-type Functionality
To enter statutory information for a new assignment
Choose the FR Statutory Info tabbed region.
Select the employee category and the starting reason for the assignment. The lookup values from which you can select depend on the person type.
Note: For a new employee, you should also enter a starting reason in the Add'l Periods of Service window.
Select the work pattern and the URSSAF code for the employee.
Enter the work pattern start day for the employee. This information identifies the day in the work pattern from which the work schedule starts. You can use the effective date to relate this to an actual start date.
Enter the total number of working days per year. This information is used while reporting the employee's working hours/days.
Select the Detache Status. This information is used for taxation purposes.
Select Yes to indicate that the employee has an address abroad and is a border worker. These details are used for taxation purposes.
Note: Oracle HRMS displays the corps, physical share, and salary share recorded using the HR Administrator Actions pages. The corps information is used for career path, salary, and grade placement. The physical share is the amount of work the employee does with respect to the normal working hours of the employee's organization and the normal working hours of the job or the position the employee occupies and the salary share is the corresponding salary amount.
To enter primary or secondary assignment and miscellaneous information for an employee or contingent worker
Choose the Miscellaneous tabbed region.
Enter the internal address details (such as the floor or office number), if required. The system adds the details to the location address.
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.
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.
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.)
Primary or Secondary Assignment
By default, the first assignment entered for an employee is the primary assignment, and the Primary box is automatically checked. If you are now entering a secondary assignment, the Primary box is automatically unchecked. You can leave the Primary box as it is.
Check the Primary check box to update a secondary assignment to Primary.
See: Changing Primary Assignments, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
A special ceiling progression point is the highest point to which the Increment Progression Points process can automatically progress the 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.
To enter salary information for an employee
Select a salary basis for the employee.
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
To enter bargaining unit and union membership information for an employee
Choose the Bargaining Unit tabbed region.
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
Select whether the employee associated with the assignment is a member of a union.
Note: The Projects Information tabbed region only displays if you have Oracle Projects installed.
To enter a billing title for an employee or contingent worker (Oracle Projects only)
Choose the Project Information tabbed region.
Enter a billing title. The information you enter in the Billing Title field is used as the default title on project customer invoices. You can override this information using Project Accounting.
Enter a project title.
Before you can enter employment terms you must:
Define the establishment in the Organization window using the Establishment classification.
Define the collective agreement, if required, in the Collective Agreements window.
Define the reference grades, if required, for the relevant combination of establishment and collective agreement in the Agreement Grades window.
To enter employment terms for an employee
Query the employee or applicant if they are not already displayed.
Choose the Employment Terms tabbed region.
Select the establishment to which the employee or applicant is linked.
Select the contract that is to be referenced by the assignment.
Note: When you are selecting a contract to link to an assignment you will only be able to select from contracts that have start dates on or before the assignment start date.
Select the agreement grade structure for the collective agreement. A window is displayed showing the grade factors for that grade structure.
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 that 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 will not be available for reuse with other assignments. In order to reuse a combination, you must define it as a reference grade in the Agreement Grades window.
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.
To enter supplier information for a contingent worker
If you are not using Oracle Services Procurement:
Choose the Supplier tabbed region.
Select the name of the supplier and the supplier site for the contingent worker.
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:
Choose the Supplier tabbed region.
Select a purchase order number for this assignment.
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.
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.
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 grade ladder information for an employee
You must enter grade ladder information to use the Grade/Step Progression process.
Choose the Grade Ladder tabbed region.
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.
Note: For a public sector type organization, the Grade Ladder tab is renamed as French Public Sector Corps. This tabbed region displays the corps you entered using the HR Administrator Actions pages.
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.
You enter people as contact records to identify:
People to contact in an emergency
Dependents of the employed person
Beneficiaries of certain benefits, such as insurance policies or stock purchase plans
Individuals who receive a wage attachment payment
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.
Use the Contact window to hold information about contacts, for example:
People to contact in an emergency.
Dependents.
Beneficiaries of benefits such as insurance policies or stock purchase plans.
Individuals receiving payment of a wage attachment/third party payment deducted from the employee's salary.
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.
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.
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
Do one of the following:
Enter the name of a new person.
Select from a list of people already entered on the system.
If you enter a new person:
Enter their gender and date of birth.
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.
Enter details about the different contacts for your employee in the Contact Relationship fields.
To enter contact relationships
Select the contact relationship, for example child or spouse.
Enter the start and end date (if known) of the relationship.
If you use Oracle Advanced Benefits or Standard Benefits, select a start and end reason for the relationship.
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.
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.
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.
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, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Entering Further Contact Relationship Information
Click in the Further Information field to display the Further Contact Relationship Information window.
Select Yes or No. This information specifies if the employee has submitted dependent proof in the form of a certificate or declaration, which entitles the employee for benefits.
Select the name of the payee. This information is used to enable a person other than the employee to be entitled for the benefits associated with a child.
Save your work.
If you want to enter addresses or phones for the contact, choose the Contact Details button.
As part of an employee's personal information it is important to record any dependents that the employee may have as this information is used in some payroll calculations.
To enter information about a dependent
In the People window, query the employee if they do not already appear there. Enter the information about the dependent in the Contact window.
In the People window, query the dependent if they do not already appear there.
Enter details about the dependent's education in the Education Information tabbed region.
You need to set up the dependent child relationship to record the number of dependent children. You need to indicate which of the contact relationships Oracle HR should treat as a dependent child relationship. You need to set these up before selecting the relationship of Contact with employees in the Contact window. Based on your set up, Oracle HR calculates the number of dependent children, which is seen in the Employment tab in the Person window.
Use the User Types and Statuses window.
To set up dependent child details
Select the name CONTACT from the lookups.
Select your Business Group.
Select the Child relationship.
Enter a brief description about the relationship you have selected.
Select YES for the Child relationship using the Further Information column. This enables Oracle HR to calculate the number of dependent children.
Save your work.