Enterprise and Workforce Management

Organization Structures

Key Concepts for Representing Enterprises

You represent your enterprise using key organization structures in Oracle HRMS. These structures provide the framework so you can perform legal reporting, financial control, and management reporting. You can set up these organization structures yourself, or use the Configuration Workbench.

The Configuration Workbench delivers an integrated configuration management toolset for HR systems and assists in the evaluation, configuration, deployment, and maintenance of HR applications. The workbench suggests a basic structure of organizations for your enterprise based on configuration models.

See: Configuration Models for Your Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide

Once the basic enterprise structure is set up, you add the additional organizations and locations t`hat exist in your enterprise. You define the internal organizations that represent your internal divisions and departments, and you define the external organizations that represent the organizations outside of your enterprise. For example, you can set up an external organization to represent the tax office for which your enterprise uses for reporting purposes.

You can use organizations to represent many levels of your enterprise, from the highest level of organization that represents the whole enterprise, to the lowest level of organization that represents a section or department.

See: Extending the Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide

See: Organization Classifications

See: Setting Up Organizations, Oracle HRMS Enterprise and Workforce Management Guide

Business Group

The business group represents a country in which your enterprise operates. You create it as an organization in Oracle HRMS, but it does not represent a specific organization within your enterprise structure, and you do not include it in your organization hierarchies. A business group enables you to group and manage data in accordance with the rules and reporting requirements of each country, and to control access to data.

The critical factors for deciding when to use a separate business group, or an international business group, are based on the following factors:

• If you use Oracle Payroll

• The number of people you employ in a country

• If you require legislative support for Oracle HR

Generally the laws are so different in each country that to be compliant, there must be a different business group for each country in which an enterprise has employees.

Operating Company

An operating company represents a division or line of business within your enterprise that is legally registered for reporting in at least one country. An operating company is a holding company, a company within a company.

Ultimate Legal Entity

The ultimate legal entity represents the enterprise, and typically, the enterprise is the highest (global) level of a business organization. The ultimate legal entity is the parent company or organization for all its subsidiaries and divisions. Oracle HRMS represents the ultimate legal entity with the GRE/Legal Entity organization classification.

Legal Entity/Employer

A legal entity represents the designated legal employer for all employment-related activities. The legal authorities in a country recognize this organization as a separate employer. In an organization hierarchy, a legal entity may report to an operating company or to the ultimate legal entity.

A legal employer is a legal entity that is responsible for employing people in a particular country. Therefore, if you employ people in a country, then you must have at least one organization classified as a legal entity and a legal employer.

The Configuration Workbench classifies an organization as a GRE/Legal Entity where your enterprise operates in a country, and classifies it as an Employer if you employ people in that country also. For example, you can have a legal entity in a country where you do business, but do not employ people in that country.

Consolidated Legal Entity

A consolidated legal entity acts on behalf of multiple operating companies that are not legally registered, or simply on behalf of the enterprise in a country. You typically use the consolidated legal entity for when you have multiple operating companies in your enterprise, but for the purposes of consolidation, you group the information into one organization. For management reporting purposes, the organizations below the consolidated legal entity in an organization hierarchy, such as, your departments and sections, can report to any organization in the enterprise. However, for legal reporting purposes, they report up to the consolidated legal entity.

For information on how to model your enterprise using the key organization structures, see: Configuration Models for Your Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide

Organization Classifications

Organization classifications define the purpose of an organization and its functionality within Oracle HRMS. The classifications you assign to an organization control the additional information you can set up at the organization level. The Configuration Workbench automatically assigns the appropriate classifications to the organizations it creates.

For more information on the key organization structures you use to represent your enterprise, see: Key Concepts for Representing Enterprises

You can define one organization with multiple classifications or you can define separate organizations to represent different types of entity. For example, you can classify an organization as a legal entity as well as an HR organization if it's the same organization. If they are different, then you create two organizations.

Note: Oracle HRMS enables you to install your own additional information types for classifications.

You can select the following classifications in the Organization window, depending on your legislation:

All Legislations

All legislations can use the following classifications:

• Business Group: Use this classification to group, manage, and control access to data in accordance with the rules and reporting requirements of a country.

• Operating Company: An operating company represents a division or line of business within your enterprise that is legally registered for reporting in at least one country.

• GRE/Legal Entity: Use this classification to represent the following organizations:

  • Ultimate Legal Entity: this represents the enterprise, and typically, the enterprise is the highest (global) level of a business organization.

  • Legal Entity: this represents the designated legal employer for all employment-related activities. The legal authorities in a country recognize this organization as a separate employer. In an organization hierarchy, a legal entity may report to an operating company or to the ultimate legal entity.

  • Consolidated Legal Entity: this organization acts on behalf of multiple operating companies that are not legally registered, or simply on behalf of the enterprise in a country.

    For Chinese users only: Your organization hierarchy must contain at least one GRE with corporate and employer information. Statutory reporting requires this information.

• Employer: Use this along with the GRE/Legal Entity classification to define an organization as a legal entity that is responsible for employing people in a particular country.

  For Indian users only: Your organization hierarchy must contain at least one GRE with income tax, challan bank, tax declaration and representative details. This information is used for statutory reporting.

• HR Organization: Use this classification for all organizations to which you want to assign employees and contingent workers.

• Payee Organization: Use this when defining an external organization that is the recipient of a third party payment from an employee, for example a court-ordered payment. You can then select this organization on the Personal Payment Method window when entering a third party payment method.

• Bargaining Association: Use this when defining an organization that is involved in negotiating a collective agreement. A bargaining association could be any organization representing the employees in negotiations, for example a trade union. The UK legislation also enables you to select a bargaining association in the Union Processing window to set up a union element.

• Representative Body: Use this when defining a representative body. This may be a body defined in legislation, such as a European Works Council, or may be defined by the employer, such as a Sports and Social Club.

• Disability Organization: Use this when defining an external organization with which employee disabilities are registered.

• Medical Service Provider: Use this when defining an organization that provides any medical services, such as medical assessments, to the people in your enterprise.

• Constituency: Use this to define a constituency to group together workers eligible to vote for particular elections.

• Company Cost Center: Use this to define organizations in Oracle HRMS that map to cost centers in Oracle GL. You can set up your application so that whenever a cost center is defined in GL, a corresponding organization with this classification is defined automatically.

• Professional Body Information: Use this to define an organization that is a professional body. Organizations with this classification are available to assign to people in the Qualifications window.

• Operating Unit : Use the operating unit organization classification if you also use Multi-Org applications. You can associate an operating unit with an HR Organization. The application uses the HR Organization to find the operating unit to which a person belongs.

US Legislation

The US legislation can use the following classifications:

• Reporting Establishment, Corporate Headquarters, or AAP Organization: Use these when defining reporting organizations, that is, organizations required for the production of certain reports for government agencies.

• Parent Entity: Use this when defining an organization to be included at the top level of an establishment hierarchy. You can then use the hierarchy when producing certain reports for government agencies.

  If you are assigning this classification to a Business Group, you must assign it to your default Business Group, that is the one defined in your security profile. If you do not, then your data will not be visible when you attempt to create your hierarchy in the Generic Hierarchy window.

• Benefits Carrier, Workers' Compensation Carrier, or Beneficiary Organization: Use these when defining an external organization belonging in one of these classifications. You can then select the organization when defining a benefit, entering information for Workers' Compensation calculations, or recording beneficiaries employees have named for certain benefits.

  The Federal legislation can also use the Beneficiary Organization classification.

UK Legislation

The UK legislation can use the Education Authority classification to define a Local Education Authority (LEA) that is responsible for education within that council's jurisdiction.

Canadian Legislation

The Canadian legislation can use the following classifications:

• Provincial Medical Carrier: Use this to define a medical carrier for a province.

• Provincial Reporting Establishment: Use this to represent employees in the province of Quebec.

French Legislation

The French legislation can use the following classifications:

• Company: records one or more companies in your business group. A company is a legal entity registered to "Registre du Commerce et des Societes". You must have at least one company.

• Establishment: identifies the organization that serves as the legal point of contact for settling any disputes and manages the personal details of the workforce.

  Note: Do not classify an organization as both a company and an establishment; create two separate organizations.

• URSSAF Center or ASSEDIC Center: specifies an external organization that is a Social Security organization. You can select the organization when entering additional organization information for an establishment. You can also select URSSAF organizations when entering additional organization information for a company.

• Insurance Provider or Pension Provider: defines an external organization that provides insurance or pensions. You can select the organization when entering additional organization information for a company or an establishment.

• OPACIF or OPCA: specifies an external organization that collects the company's yearly training contribution.

• CPAM: identifies an external organization as a CPAM office. You can select the organization when entering employment information in the People window.

• Public Sector Other External Organization: records details of the various types of external organizations with whom public-sector companies deal. Be sure to create organizations with this classification as external organizations.

• Grouping of Employers: identifies the employers (normally establishments) who have decided to group together to make it easier to lend each other workforce and also to list the employees, contingent workers, and employees on loan for an establishment from that grouping in the Personnel Registry report.

• Tax Group: defines an external tax office.

Dutch Legislation

The Dutch legislation can use the following classifications:

• Dutch UWV Organization: Use this to indicate if your organization is a social insurance provider. If you enable this classification, you can enter additional information such as the type of provider in the Dutch UWV Organization window.

• Dutch Tax Office: Use this to define an external tax office.

• Dutch Private Health Insurance: Use this to define an external organization that provides private health insurance.

• Pension Provider: Use this to define an external organization that provides pensions to your employees.

German Legislation

The German legislation can use the following classifications:

• Budget Plan Unit: Use this to define internal organizations for which you can use for the budget plan structure. The budget plan structure defines the different levels of positions in your enterprise, and the budget plan units represent the different levels as organizations. You select which budget plan unit the position belongs to in the Position window.

• German Additional Second Pension Insurance: Use this to record information about the contributions an organization makes to a second pension.

• German Capitalized Life Insurance Provider: Use this to indicate if your organization is a provider of German capitalized life insurance.

• German Mandatory Health/Special Care Insurance Provider: Use this to indicate if your organization is a provider of German mandatory health or special care insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.

• German Mandatory Pension Insurance Provider: Use this to indicate if your organization is a provider of German mandatory pension insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.

• German Private Health/Special Care Insurance Provider: Use this to indicate if your organization is a provider of German private health or special care insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.

• German Public Sector: Use this to indicate if your organization is a public sector organization. If you set this to yes then certain public sector specific windows and fields are made available to you.

• German Tax Office: Use this to indicate if your organization is a tax office. If you set this to yes then you can enter additional tax office information using the Others button.

• German Unemployment Insurance Provider: Use this to indicate if your organization is a provider of German unemployment insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.

• German Voluntary Pension Provider: Use this to indicator if your organization is a provider of German voluntary pensions.

• German Work Incident Supervising Office: Use this to indicate if your organization is a work incident supervising office.

• German Workers' Liability Insurance Providers: Use this to indicate if your organization is a provider of German workers' liability insurance.

Hong Kong Legislation

The Hong Kong legislation can use the MPF Trustee Organization classification to set up and enrol employees in an MPF Trustee. This classification allows you to record details of the trustee and details of the scheme provided by the trustee.

Mexico Legislation

The Mexico legislation must use the legal employer classification to define the legal entity. You can add additional organization information for your legal employer, if needed.

Use the GRE/Legal Entity classification to define an organization that is recognized as a separate employer by Social Security or other legal authorities. When you assign a location to a GRE, and you have not already associated them with each other in the generic hierarchy, HRMS will make the association for you.

Saudi Legislation

The Saudi legislation can use the following classifications:

• Saudi GOSI Office: Use this to represent the General Office of Social Insurance (GOSI) which the employer is registered. The GOSI office requires employers to make deductions for eligible employees and send all payments and reports to this office.

• Saudi Employment Office: Use this to represent an office to which the employer reports the status of its disabled employees.

Hungary Legislation

The Hungary legislation can use the following classifications:

• Draft Agency: Use this to represent an external defense organization to which you send employee military service details.

• Company Information: Use this to represent the organization which is legally entitled to hire employees.

• Pension Provider: Use this to indicate an external organization that provides pensions to your employees.

Spanish Legislation

The Spanish legislation can use the following classifications:

• Work Center: Use this to define an internal organization that represents a facility within your enterprise. You use these organizations for statutory reporting purposes.

• Section: Use this to define an internal organization that represents the place where people work. You use these organizations for internal reporting purposes only.

• Tax Office: Use this to indicate if the organization is an external tax office.

• Tax Administration Office: Use this to indicate if the organization is an external tax administration office.

• Social Security Office: Use this to define a social security office as an external organization. If you enable this classification, you can record the social security office details.

• Social Security Province Office: Use this to define an organization as an external social security office. If you enable this classification, you can enter the social security province office details.

• Health Care Organization: Use this to define an organization as an external health care organization. If you enable this classification, you can enter the insurance company details.

Korea Legislation

The Korean legislation can use the following classification:

• Business Place: Use this classification to define an organization as an employer to which you assign employees. You set up information such as the registration number, representative information, and the health insurance number for the National Tax Service (NTS).

Indian Legislation

Your organization hierarchy should contain at least one GRE/Legal Entity (Tax Organization) and Registered Company.

The Indian legislation can use the following classifications:

• Registered Company: Records your company's Legal Name, Registration Number, Corporate Identity Number, Permanent Account Number (PAN) of the company and company's representative details.

• Factory: Records your factory's Registration Number, License Number, National Industrial Code, Production Commencement Date and factory's representative details.

• Shops/Establishment: Records your shops/establishment's registration number and representative details.

• Contractor Details: Records a contractor's details, work details, and representative details. A contractor supplies contingent workers to an enterprise and can be either an individual or an external organization.

• ESI Organization: Use this to define an external organization that provides Employee State Insurance (ESI) to your employees. Records your Employee State Insurance (ESI) organization's Challan Information, General Information and Representative Details. You can have multiple ESI organizations and select an employee's ESI organization in the Assignment window.

• Provident Fund Organization: Records your PF organization's PF challan information, PF information, and PF representative details. You can have multiple PF organizations and select an employee's PF organization in the Assignment window.

• Professional Tax Organization: Records your Professional Tax organization's information, Professional Tax Challan information, and Representative Details information. You can have multiple professional tax organizations and select an employee's professional tax organization in the Assignment window.

• Income Tax Office: Records your income tax organization's information. You can enter the location details of the income tax office. You can select the income tax organization in the GRE/Legal Entity: Income Tax Details window.

• National Pension Scheme: Records the National Pension office information. You can enter the corporate registration account number and the corporate branch account number in the NPS Account Set Up window.

Polish Legislation

The Polish legislation can use the following classifications:

• PL SII Branch: Use this classification to represent a local branch of the Social Insurance Institute (SII), a public organization that deals with the social insurance benefits, such as sickness allowance, maternity allowance, and rehabilitation benefits. You use the SII branch information for social insurance reporting.

• PL Statistic Office: Use this to represent a local statistic office. You use this information in reports sent to the statistic office.

• PL Tax Office: Use this to define the tax office bank accounts for the employer and for the tax collected from the employees. You use this information in statutory reports.

Norwegian Legislation

The Norwegian legislation can use the following classifications:

• Local Unit: Use this classification to identify and report on the different work centers, within your enterprise, to which you assign employees.

• Payee Organization: Use this classification to define an external organization which receives third party payment from an employee

• Social Security Office: Use this to define external social security office organizations.

• Pension Provider: Use this classification to define an external organization that provides pensions to your employees.

• Statement Provider: Use this classification to define an external organization that provides reports on behalf of the legal employer.

• Tax Office: Use this classification to define an external tax organization.

Finnish Legislation

The Finnish legislation can use the following classifications:

• Local Unit: Use this classification to identify and report on the different work centers, within your enterprise, to which you assign employees.

• External Company: Use this to record details of the various types of external organizations with whom your organization deals. Ensure to create organizations with this classification as external organizations.

• Pension Provider: Use this to record the basic information about pension insurance providers to which you transfer the appropriate pension insurance deductions.

• Accident Insurance Provider: Use this to identify organizations that provide accident insurance coverage, group life insurance, and unemployment insurance.

• Finnish Magistrate Office: Use this for identifying the authority responsible for processing the employee court orders.

• Finnish Trade Union: Use this to record the basic information about the employees' trade unions to process employee deductions.

• Provincial Tax Office: Use this to identify the legal employer's tax office.

Danish Legislation

The Danish legislation can use the following classifications:

• Service Provider: Use this classification to record details of the various types of external service providers with whom your organization deals.

• Pension Provider: Use this classification to define external pension providers.

Swedish Legislation

The Swedish legislation can use the following classifications:

• Local Unit: Use this classification to identify and report on the different work centers, within your enterprise, to which you assign employees.

• Social Security Office: Use this to define external social security office organizations with which you coordinate medical reimbursements for the employees.

• Swedish Enforcement Office: Use this to define external enforcement office organizations with which you coordinate the attachment of earnings deductions for the employees.

South African Legislation

The South African legislation can use the following classification:

• Training Provider: Use this to indicate if an organization is a training provider.

UAE Legislation

The UAE legislation can use the Legal Employer classification to define and enter additional organization information for your legal employer.

Irish Legislation

The Irish legislation can use the following classifications:

• Legal Employer: Use this classification to define and enter additional organization information for your legal employer.

• Pension Provider: Use this classification to define external pension provider.

Government Reporting Entities (GREs)

After defining one or more business groups for your enterprise, you set up one or more Government Reporting Entities (GREs) within each business group. The employer registered with the General Office of Social Insurance (GOSI) is the GRE/Legal Entity. This GRE/Legal entity is the employer who:

• Issues pay to employees.

• Withholds taxes from employees' pay and is liable for employer taxes and tax reporting.

• Provides other government-mandated reporting such as GOSI reports.

Each GRE has a unique nine-digit number (sometimes called the employer GOSI number) issued by the GOSI office. Your enterprise may have just one such number, in which case your business group and GRE are the same organization.

Large enterprises may include a number of different divisions or companies each with its own identification number from the GOSI office, in which case you set up a GRE for each.

Information for General Office of Social Insurance (GOSI)

The GRE is responsible for the Hazards and Annuities deductions. To process GOSI Hazards and Annuities deductions, enter the following information:

• GOSI Office Details

• Employer-Level GOSI Details

• Employee-Level GOSI Details

• GOSI Hazards Percentage

The relationship between the employee and the employer (legal entity) is the key component for supporting the processing of GOSI deductions.

Important: The GRE in Oracle HRMS, holding the GOSI identification number, is the same organization as the Legal Entity that appears in Oracle Financials. GRE may appear as GRE/Legal Entity on pick lists. If your enterprise uses Oracle HRMS and Oracle Financials, define only one GRE to represent each employer organization with a unique GOSI identification number.

The diagram shows the relationship between employee, employer and GOSI office in enterprises with one GRE and multiple GREs.

GOSI office, Employer and Employee Relationship

Enterprises with One GRE

Enterprises with only one identification number from the GOSI need only one GRE in which to place all employees. In Oracle HRMS, the business group and the GRE are the same organization. Appearing below is an example organization chart for a business group with one GRE.

Single Company Business Group/GRE

In a company like this, some employees can have assignments to the business group organization itself, if it also has the classification HR Organization. Most have an assignment to one of the various HR Organizations subordinate to the business group. All employees belong to the same GRE, which pays them, withholds their taxes, and provides reports on various matters concerning them to government agencies.

Enterprises with Multiple GREs

For large enterprises that include several different employers with their own GOSI identification numbers, all the employees in each company may be paid by that company, and hence all require an assignment to a GRE that coincides with their company. In this case you set up within the business Group, a GRE for each employer.

In enterprises like this, all employees assigned to an HR Organization within a company have an assignment to the same GRE, and conversely, all employees in a given GRE belong to the same company.

GREs Coincident with Companies

Alternative Structuring of Companies and GREs

In other large enterprises, the GREs responsible for paying groups of employees are not the same as the companies within the business group, which may be organized, for example, according to the particular types of work or projects they undertake. The figure above reflects the structure of companies in this type of enterprise. The figure below represents the employing organizations that pay employees, and have a separate structure that is independent of the companies.

GREs Independent of Companies

In this type of enterprise, employees assigned to a particular GRE may have a work assignment to any company, constituting the enterprise, and a particular company can include employees assigned to several different GREs.

In enterprises like this, employees are clear about which company they are working in, but may be unaware of their membership in a separate GRE. As the functions of GREs relate to payroll administration and governmental reporting, they have little direct impact on employees' daily lives at work.

Business groups with multiple GREs often associate some GREs together in a Tax Group.

Creating and Maintaining Organizations

Creating an Organization

Use the Organization window to create:

• Business groups

• External organizations (for example, tax offices, pension providers, insurance carriers, disability organizations, benefit carriers, or recruitment agencies)

• Internal organizations (for example, departments, sections or cost centers)

• GREs/Legal Entities

If you use the Configuration Workbench to configure your enterprise structure, then you only need to create the additional internal and external organizations you require. For example, you can set up additional organizations to represent the internal divisions or departments, and external organizations for reporting or third party payments.

See: Extending the Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide

To create an organization

1. Navigate to the Organization window and click New to create a new organization.

   Note: For information about querying existing organizations, see: Finding an Organization, Oracle HRMS Enterprise and Workforce Management Guide

2. Enter a name for your organization in the Name field. A check is performed to see if organizations with the same name already exist.

   All Oracle applications you install share the information entered in the Organization window. Therefore organization names must be unique within a business group, and business group names must be unique across your applications network.

   You can create two organizations with the same name in different business groups but this can cause confusion later, if the HR: Cross business group profile option is set to Yes and you decide to share certain information across all business groups. If you decide to create two organizations with the same name, be sure that this will not cause you problems in the future.

3. Optionally, select an organization type in the Type field.

   Organization types do not classify your organization, you use them for reporting purposes only. The type may identify the function an organization performs, such as Administration or Service, or the level of each organization in your enterprise, such as Division, Department or Cost Center. You create the organization types you require by entering values for the Lookup Type ORG_TYPE.

4. Enter a start date in the From field. This should be early enough to include any historical information you need to enter.

   Note: You cannot assign an employee to an organization before the start date of the organization.

5. Enter a location, if one exists. You can also enter an internal address to add more details such as floor or office number.

   Dutch only: If you are setting up external organizations for a tax office, a social insurance provider or a private health insurance provider, you must enter the postal address and contact details using the NL_POSTAL_ADDRESS Location EIT.

   Mexico only: When defining a GRE/Legal Entity, if you select a location here, HRMS automatically associates it with this GRE in the Generic Hierarchy.

   US only: If you are using Oracle Payroll in the US, every organization to which employees can have assignments, including business groups, must have on record a location with a complete address. This is because the system uses the location of the organization of the employee's primary assignment to determine employee work locations for tax purposes. This does not apply to GREs, because the assignment to a GRE exists in addition to the assignment to an organization.

   India only: You can define an income tax organization and enter its location details. You can then select this organization at the GRE/Legal Entity Income Tax Office.

   Note: If you are an Oracle Inventory user, then you must not assign a location to more than one organization classified as an Inventory Organization.

6. Enter internal or external in the Internal or External field. You cannot assign people to an external organization.

   Examples of external organizations that may require entry are disability organizations, benefits carriers, insurance carriers, organizations that employees name as beneficiaries of certain employee benefits, and organizations that are recipients of third party payments from employees' pay.

7. Save the basic organization details.

Entering Organization Classifications

To determine the purpose and use of each organization you create, you give it one or more classifications. The setup information you enter for an organization depends in large part on its classification.

See: Organization Classifications

Note: If you classify an organization as a business group, it is not reversible.

To enter organization classifications:

1. Enter the classification for your organization in the Name field.

2. Enable the classification by checking the Enable box. This allows you to use and enter the essential additional information for your organization.

3. Save the classification details.

4. You can either enter additional information for the classification type or enter another classification.

   Note: Save each classification after entering and enabling it.

Creating Public Pension Agency Organization

Create a PPA organization to process the PPA payments. While creating the PPA organization using Organization window, attach the Saudi PPA Office organization classification and provide the two digit office code in the Additional Organization window for the Saudi PPA Office. See: Creating an Organization, Entering Organization Classifications, and Entering Additional Information.

Entering Additional Information

For each classification you set up you can enter additional information. This information can be different for each classification.

For business group see: Business Group

For HR organization see: HR Organization

For representative body see: Representative Body

For constituency see: Constituency

For bargaining association see: Bargaining Association

For company cost center see: Company Cost Center

For professional body information see: Professional Body Information

For legal entity see: GREs/Legal Entity

See Classification and Additional Information Types, Oracle Enterprise and Workforce Management Guide if you need to check which classification to select.

To enter Business Group additional information:

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Business Group Information, see: Entering Business Group Information, Oracle Enterprise and Workforce Management Guide

   • Budget Value Defaults, see: Business Groups: Entering Budget Value Defaults, Oracle Enterprise and Workforce Management Guide

   • Work Day Information, see: Business Groups and HR Organizations: Work Day Defaults, Oracle Enterprise and Workforce Management Guide

   • Benefits Defaults, see: Business Groups: Defining a Default Monthly Payroll, Oracle Enterprise and Workforce Management Guide

   • PTO Balance Type, see Business Groups: Selecting a PTO Balance Type, Oracle Enterprise and Workforce Management Guide

   • Recruitment Information, see: Business Groups: Entering Recruitment Information, Oracle Enterprise and Workforce Management Guide

   • Payslip Information, see: Entering Payslip Information, Oracle Enterprise and Workforce Management Guide

   • Self Service Preference Information, see: Entering Self-Service Preference Information, Oracle Enterprise and Workforce Management Guide

   • GOSI Office, see: Business Groups: Entering Saudi GOSI Office

   • Saudi Payslip Balances, see: Business Groups: Entering Saudi Payslip Balances

   • Saudi Payslip Elements, see: Business Groups: Entering Saudi Payslip Elements

4. Repeat these steps to enter further information.

To enter HR organization additional information:

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center., Oracle Enterprise and Workforce Management Guide

   • Costing Information, see: HR Organizations: Entering Costing Information, Oracle Enterprise and Workforce Management Guide

   • Parent Organization, see: HR Organizations: Entering Parent Organizations, Oracle Enterprise and Workforce Management Guide

   • Work Day Information, see: Business Groups and HR Organizations: Entering Work Day Defaults:, Oracle Enterprise and Workforce Management Guide

   • Payslip Information, see Entering Payslip Information, Oracle Enterprise and Workforce Management Guide

   • Self Service Preference Information, see Entering Self-Service Preference Information, Oracle Enterprise and Workforce Management Guide

   • Related Organizations Information, see: Entering Related Organizations Information for an HR Organization, Oracle HRMS Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter representative body additional information:

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Representative Body Information, see: Entering Representative Body Information, Oracle Enterprise and Workforce Management Guide

   • Constituency information, see: Entering Constituency Information for a Representative Body, Oracle Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter constituency additional information:

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Location, see Entering Location Information for Constituencies, Oracle Enterprise and Workforce Management Guide

   • Organization, see Entering Organization Information for Constituencies, Oracle Enterprise and Workforce Management Guide

   • Organization Hierarchy, see Entering Organization Hierarchy information for Constituencies, Oracle Enterprise and Workforce Management Guide

   • Grade, see Entering Grade information for Constituencies, Oracle Enterprise and Workforce Management Guide

   • Bargaining Unit, see Entering Bargaining Unit information for Constituencies, Oracle Enterprise and Workforce Management Guide

   • Job, see Entering Job information for Constituencies, Oracle Enterprise and Workforce Management Guide

   • Collective Agreement Grade, see Entering Collective Agreement Grade information for Constituencies, Oracle Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter bargaining association information:

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select Trade Union Information, see: Entering Trade Union Information for a Bargaining Association, Oracle Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter company cost center information:

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • GL Company Cost Center, see: Entering GL Company Cost Center Information for a Company Cost Center, Oracle Enterprise and Workforce Management Guide

   • Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center., Oracle Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter professional body information:

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select Professional Body Info, see: Entering Additional Information for a Professional Body, Oracle Enterprise and Workforce Management Guide.

4. Repeat these steps to enter further information.

To enter GRE/legal entity additional information:

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select the following:

   • Saudi GOSI Details, see: GREs/Legal Entities: Entering Saudi GOSI Details

   • GOSI Reference Formula, see:GREs/Legal Entities: Entering GOSI Reference Formula

4. Repeat these steps to enter further information.

Entering Additional Organization Information

Business Groups: Entering Saudi GOSI Office

Enter details of the General Office of Social Insurance (GOSI) to process your GOSI payments and reports.

To define the Saudi GOSI office:

1. In the Organization window, query Saudi GOSI Office, if it does not already appear there. In the Organization Classifications region, select Saudi GOSI Office.

2. Choose the Others button to display the Additional Organization Information window.

3. Click in the GOSI Details field of the Additional Organization Information window to open the GOSI Details window.

4. Enter the two-digit GOSI Office code in the Office Code field.

5. Save your work.

Business Groups: Adding GOSI Hazards Percentage

Enter details of the General Office of Social Insurance (GOSI) Hazards Percentage.

To add GOSI hazards percentage

1. In the Organization window, query your organization in the Name field, if it does not already appear there. In the Organization Classifications region, select GRE/Legal Entity in the name field.

2. Choose the Others button to display the Additional Organization Information window.

3. Click in the GOSI Hazards Percentage field of the Additional Organization Information window to open the GOSI Hazards Percentage window.

4. Enter a value in the Date From field. This is mandatory field.

5. Enter a value in the Date To field.

6. Enter a value in the GOSI Hazards Percentage field. This is a mandatory field.

7. Save your work.

Business Groups: Entering Saudi Payslip Balances

To generate an online payslip for an employee to view in Oracle SSHR, you need to enter payslip balance information for your business group.

To enter Saudi payslip balances

1. In the Organization window, query the business group if it does not already appear there. In the Organization Classifications region, select the business group.

2. Choose the Others button, and select Saudi Payslip Balances.

3. Click in the Additional Organization Information window to open the Saudi Payslip Balances window.

4. Select the Balance Name for which you want to display the information.

5. Select a dimension for the balance in the Balance Dimension field.

6. Enter a description of the balance information in the Balance Narrative field. This information appear on the payslip as you enter it here. The payslip will show only non-zero balances.

7. Choose the OK button.

8. Save your work.

Business Groups: Entering Saudi Payslip Elements

To generate an online payslip for an employee to view in Oracle SSHR, you need to enter Saudi payslip element information for your business group.

To enter payslip elements

1. In the Organization window, query the business group if it does not already appear there. In the Organization Classifications region, select business group.

2. Choose the Others button, and select Saudi Payslip Elements.

3. Click in the Additional Organization Information window to open the Saudi Payslip Elements window.

4. Select the Element Name and the input value for the element.

5. Enter a description of the element information in the Element Narrative field. This information appears on the payslip exactly as you enter it here.

6. Choose the OK button.

7. Save your work.

Business Groups: Defining PPA Office

Enter details of the Public Pension Agency (PPA) to process the PPA payments.

To define the PPA office

1. In the Organization window, query your business group.

2. Select Business Group organization classification and click Others.

3. Select Public Sector Details and enter Yes.

4. Save your work.

GREs/Legal Entities: Entering Saudi GOSI Details

Enter the GOSI details of the employer to process your GOSI deductions.

Note: When creating an organization with the classification of GRE/Legal Entity, you must enter the required information in the Saudi GOSI Details EIT.

To enter the Saudi GOSI details:

1. From the Organization window, query the organization if it is not already displayed and select the GRE/Legal entity in the Organization Classifications region.

2. Choose the Others button to display Additional Organization Information window.

3. From the Additional Organization Information window, select Saudi GOSI Details.

4. Click in the field to display the Saudi GOSI Details window.

5. Enter the mandatory Saudi GOSI details:

   • Enter the nine-digit GOSI number.

   • Select the GOSI office name with which the employer is registered. If the GOSI office you want to select is not displayed, please set the office up as an external organization. See: Business Groups: Entering Saudi GOSI Office

   • Select the calculation method. This information defines whether the deduction for an employee is Actual or Fixed.

   • Enter the GOSI contact telephone number.

   • Select any one of the employee in your organization as the signatory.

6. Save your work.

GREs/Legal Entities: Entering GOSI Reference Formula

Enter the GOSI Reference Formula details to enable the process of GOSI deductions to fetch the base value in the absence of the pay value for the element Setup GOSI Reference Salary.

To enter GOSI Reference Formula details

1. From the Organization window, query the organization if it is not already displayed and select the GRE/Legal entity in the Organization Classifications region.

2. Choose the Others button to display Additional Organization Information window.

3. From the Additional Organization Information window, select GOSI Reference Formula.

4. Click in the field to display the GOSI Reference Formula window.

5. Enter the formula you have created. For more information on writing formulas, See: Writing or Editing a Formula, Oracle FastFormula User Guide

6. Save your work.

GREs/Legal Entity: Entering PPA Office Details

Enter the PPA office details to process the PPA deductions.

To enter the PPA office details

1. From the Organization window, query the organization if it is not already displayed and select the GRE/Legal entity in the Organization Classifications region.

2. Choose the Others button to display Additional Organization Information window.

3. From the Additional Organization Information window, select Saudi PPA Details.

4. Click in the field to display the Saudi PPA Details window.

5. Enter the following:

   • Public pension agency number for the employer.

   • Select the public pension agency office for the employer.

   • Select the user defined formula to override the Contributory Salary contribution for PPA calculations.

6. Save your work.

Employment Agreement and Legal Compliance

Occupational Health: Medical Assessments, Disabilities and Work Incidents

Oracle HRMS enables you to record medical assessments, disability information, and work incidents for the people in your enterprise. It also enables you to link this information together. For example, if a medical assessment is required as the result of a work accident, and that assessment then diagnoses a disability in the person, you could relate these records to one another.

Note: The Medical assessments, disabilities and work incidents functionality may not be used by your localization.

Medical Assessments

The Medical Assessment window enables you to enter information about the medical assessments (consultations) provided to the people in your enterprise. For example, you can record:

• When the assessment took place, and the organization and person who performed it.

• The result of the assessment, for example, if a disability was identified.

• If the purpose of the assessment is to evaluate a particular disability, whether the person is considered fit for work.

• Any work incident that was the reason for this assessment.

A person can have multiple medical assessment records. For example, a person may have a recruitment medical and several annual medicals.

Disabilities

Using the datetracked Disabilities window, you can enter information about a person's disabilities. For example, you can record:

• The nature and severity of the disability

• The full-time equivalent that this person represents towards your enterprise's quota of disabled employees

• The details of the registration of this disability with an official organization

• Any work incident that was the cause of this disability

• The medical assessment that first identified this disability.

A person can have multiple disability records. Each disability can be linked to one work incident and to one medical assessment that diagnosed (or identified) the condition. Once a disability has been diagnosed and recorded, you can link it to multiple assessments that evaluate the disability.

Work Incidents

Oracle HRMS enables you to record work incidents, for example, accidents, that involve the people in your enterprise. Work incidents are incidents that occur:

• at work

• on the way to or from work

• in other circumstances that are defined as work-related by your enterprise.

Using the Work Incidents window, you can record:

• The details of the incident, for example, when and where it occurred.

• The health and safety official and/or representative body that were notified of the incident

• Medical details, such as any injury occurred, treatment given, and medical organizations involved

• Whether any compensation was paid

• Whether this person was absent as a result of the incident

• The job the person was doing when the incident occurred

A person can have multiple work incident records.

The graphic illustrates the relationship between the medical assessment, disability and work incident tasks. It shows the full process that you could follow if you wanted to record:

• A work incident that occurred

• The medical assessment that was required as a result of the work incident

• The disability record that was required as a result of a "Disability" result in the medical assessment

• The subsequent "Disability type" medical assessments that were required to evaluate the disability on a regular basis

The "Start" boxes show the points at which you can start the process, depending on the task you need to perform.

Recording a Disability

Entering Work Incident Information

Entering Work Incident Information

You use the Work Incidents window to enter information about the work incident in which a person was involved.

To enter work incident information:

1. Enter information about the incident:

   • Enter a unique reference number for this incident.

   • Enter the date on which the incident occurred.

   • If the incident occurred over time, enter the date on which the incident was identified or reported.

   • Select the type of incident that occurred.

   • Enter the time at which the incident occurred, if known.

   • Check the check box if the incident occurred over a period of time. For example, check this box if the incident was a gas leak.

   • Select the circumstances of the incident in the Activity field. For example, you can specify if the incident occurred en route to work.

   • Enter the date on which the incident was reported.

   • Enter the reference number for a related work incident. The list is limited to incidents that involved this person and that occurred on or before the date of this incident.

Incident Description

1. Choose the Incident Description tab.

2. Enter more detail about the incident:

   • Select the main cause of the incident in the Hazard field.

   • Enter the location of this incident, for example, if the incident occurred in the workplace, identify the room and building.

   • Enter a further description of the incident, if required.

Incident Reporting

1. Choose the Incident Reporting tab.

2. Enter the reporting details:

   • Select the name of the person who reported this incident. You can only select a person who is on the system and who is in the same Business Group.

   • Select the method used to report this incident, for example, a voicemail.

   • Enter the date and time when the incident was reported. This cannot be earlier than the date and time recorded for the incident.

   Note: You must select the name of the person who reported this incident before you can enter the date and time.

   • Enter the organization to whom the incident was reported, for example, the local fire station or police.

   • Enter contact details for anyone who witnessed the incident.

Official Notifications

1. Choose the Official Notifications tab.

2. Enter the official notification details:

   • Select the name of your organization's health and safety representative and enter the date on which they were notified of the incident

   • Describe any remedial action that was taken (or is planned) as a result of this incident.

   • Select the organization and person that are the representative body for this person and enter the date on which they were notified of the incident

   Note: You must select the representative body organization before you can enter the person and reporting date.

   See: Entering Representative Body Information, Enterprise and Workforce Management Guide

Medical Details

1. Choose the Medical Details tab.

2. Enter any medical details:

   • Select the type of injury and/or disease caused by the incident.

   • Enter any further description of the injury or disease.

   • Check the box if the person received medical attention as a result of this incident. Then enter the name of the physician and/or the contact details for the hospital that was consulted or that provided treatment.

   Note: If treatment was provided by an internal organization or person, for example, an occupational health organization or a first-aid officer, enter the details into the Hospital Details field.

Other Information

1. Choose the Other tab.

2. Enter other information about this incident:

   • If compensation was awarded for this incident, enter the amount. Then select the currency for the compensation amount. The business group's currency is shown as the default.

   Note: If you enter a compensation amount, the Currency field cannot be left blank.

   • Enter the date on which the compensation was given.

   • Enter the job the person was doing at the time of the incident. The list is limited to jobs with effective start dates before the incident and effective end dates, if any, after the incident.

   • Enter the time the worker began work on the day of the incident.

   See: Defining a Job, Enterprise and Workforce Management Guide

   Note: If the person was involved in this incident prior to joining your enterprise, leave the Job field blank.

   • Check the Resulted in Absence? check box if the person was absent from work as a result of this incident.

3. Save your changes.

Further Work Incident Information

1. Click in the Further Information field to open the Further Work Incident Information window.

2. Enter the date on which the organization stopped the wage of the employee.

3. Enter the unique patient number assigned by the hospital.

4. Enter the hospitalization details including the date on which the employee was admitted to the hospital and the duration of the stay at the hospital.

5. Enter the start date and end date for the employee's period of rest at home.

6. Enter the number of external visits the employee has made to the hospital.

7. Enter information about any medical violation.

8. Enter any details about the violation, such as missed medical appointments, medical advice or prescriptions that the employee did not follow.

9. Enter the total number of days the employee was escorted to the hospital by a family member, a friend or an employee.

10. Enter the date on which the employee resumed work.

11. Save your work.

What Next?

If a medical assessment is required as a result of this incident, you can choose the Medical Assessment button to open the Medical Assessment window and to enter the details of the assessment. If you enter a medical assessment in this way, its type is Occupational Assessment and it is automatically linked to this incident.

Running Saudi Reports

Running the Saudi Disabled Employee Report

Run the Saudi Disabled Employee Report to create a list of all the disabled employees in your organization.

You run the Saudi Disabled Employee Report from the Submit Request window.

To run the Saudi Disabled Employee Report

1. Select the Saudi Disabled Employee Report in the Name field.

2. Enter the Parameters field to open the Parameters window.

3. Select the Organization Hierarchy for which you want to see the information.

4. Select the Version for the organization hierarchy.

   Note: You can also view all the disabled employees that are present in the organizations lower down the hierarchy from the organization and the version selected.

5. Select the Organization name.

6. Select the disability type, such as hearing impairment, intellectual disability, physical disability, psychiatric disability, and visual impairment.

7. Select the employment office. If the employment office you want to select is not displayed, please set the employment office. See: Creating an Organization

8. Select the disability status, such as active, closed, inactive, and pending.

9. Enter the Date on which you want to see the report.

10. Choose the Submit button.