People Management

People Management Overview

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

Managing Workforce Details

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

Managing Your Workforce

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

Recording Additional Information

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

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

Workforce Management Using Oracle Self-Service Human Resources

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

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

Reporting on Workforce Management

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

Key Concepts

To effectively use Oracle HRMS for workforce management, see:

People Management

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

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

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

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

Can you enter information specific to your enterprise?

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

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

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

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

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

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

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

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

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

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

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

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

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

What are personnel actions?

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

Personnel Actions fall into three overall types:

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

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

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

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

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

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

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

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

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

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

Appointments

Appointments and the Hiring Process

The appointment process takes the applicant from the recruitment process to employee administration where the initial tasks include entering terms and conditions and payroll information.

If you are an Oracle US Federal HRMS user, you use the Request for Personnel Action (RPA) to appoint employees.

If you are using Oracle SSHR, you can use the Candidate Offers functionality to generate offer letters.

Hire Dates and Future-Dated Changes

Oracle HRMS enables you to make future-dated changes to a person's details.

If you make future-dated changes to an applicant's details, such as changing their name, and you subsequently hire the person, the earliest hire date you can enter is the day following the date of the last change. The hire date can, of course, be a future date (providing it is at least 1 day after the date of the last change). For example, if you received an application on January 10th and you changed the applicant's details using future dates, say on January 22nd and February 10th, and you subsequently hire the applicant, the earliest hire date you can enter is February 11th (the date of the last change plus one day).

Alternatively, you could hire the applicant (change their person type to Employee), and then make the changes to their details with the status of Employee.

Back-to-Back Employment and Placements

Back-to-back employment and placements occur when a previous period of employment or a previous placement ends 1 day before a new period of employment or a new placement begins.

Oracle HRMS supports back-to-back employment and placements even where there is a difference in person types. That is, an ex-employee can begin a placement on the day following termination of their employment, and an ex-contingent worker can begin employment on the day following the end of their placement.

An ex-employee starting new employment or a placement on April 1st must have an actual termination date and a final processing date (for payroll processing) for their previous employment of March 31st. (If your enterprise does not have Oracle Payroll, the final processing date automatically defaults from the actual termination date).

An ex-contingent worker starting employment or a new placement on April 1st must have an actual termination date of March 31st for their most recent placement.

In both cases, there can be no future-dated changes.

Note: You cannot change the hire date of any back-to-back employment. Instead, you must cancel the employment and rehire the employee.

Earliest Hire Dates

Rehire before Final Process Date

Australia, Canada, China, Denmark, Hong Kong, India, Ireland, Korea, Kuwait, Norway, Mexico, New Zealand, Saudi Arabia, Singapore, South Africa, Russia, UK, US, United Arab Emirates, and International Payroll Only: To provide greater flexibility in the hiring process, Oracle HRMS enables you to rehire a terminated employee before the Final Process (and after the Last Standard Process) date for their previous period of service.

Rehire before Final Process Date

the picture is described in the document text

As illustrated in the diagram, when you complete the rehire, the application changes the existing, terminated assignment into a secondary assignment. The new, active assignment becomes the primary. You can then process payments from both assignments during the overlapping periods of service.

Note: When you cancel the rehire, the application changes the secondary terminated assignment back to a primary terminated assignment. The application however retains the date changes to the primary terminated assignment even after a cancellation. For example, if the actual termination date is 20 April, the final process date is 31 April, and you rehire the person on 25 April, the application updates the primary terminated assignment for the period 21 April to 24 April and creates a new one for the period 25 April to 31 April. If you subsequently cancel the rehire, then the application retains the primary terminated assignment for the period 21 April to 24 April as well as the one for the period 25 April to 31 April.

When you rehire before the final process date, the employee has overlapping periods of service between the rehire date and the final process date. The Terminate window displays the service dates for all the overlapping periods of service. The latest period of service appears by default. You can scroll down to view the earlier periods of service.

Valid Person Types for Applicants

You can convert an applicant to an employee but not to a contingent worker. However, an applicant can become a contingent worker (a Contingent Worker.Applicant) while their application for employment remains active. Subsequently, you can either cancel the application, and allow the contingent worker placement to continue, or end the contingent worker placement prior to hiring the applicant.

People Management

Assignment Extra Information Types

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

Reporting on the Workforce

You can use the following workforce reports for South Africa:

Employment Equity Report Set

Workplace Skills Plan and Annual Training Report Set

The Workplace Skills Plan and Annual Training Report Set

You generate and submit Workplace Skills and Annual Training Reports annually to your SETA. Submitting the Workplace Skills Plan Report results in a 15% refund of the Skills Development Levies employers pay annually. Submitting the Annual Training Report can result in an additional 45% refund.

This feature includes the following:

Setting Up the Workplace Skills Plan Reports

Setting Up Data for Workplace Skills Plan Processes

Before you run the Workplace Skills Plan processes, you must perform each of the following setup activities:

To add the ZA_WSP_SKILLS_PRIORITIES context to the Common Lookups flexfield

  1. Use the Application Developer Responsibility to navigate to Flexfield window. Click Segments in the Descriptive option.

  2. Query for the Flexfield Title, Common Lookups.

  3. Create a context with the following details:

    Context Name: ZA_WSP_SKILLS_PRIORITIES

    Code: ZA_WSP_SKILLS_PRIORITIES

    Description: ZA Workplace Skills Plan Priorities

  4. Create the Segments for this context, which will be mapped to the prioritized skills. You can use a maximum of 15 available attribute columns to define 15 segments.

    Segment Name: Priority Name x (eg. Priority Name 1)

    Window Prompt: Priority Name x (eg. Priority Name 1)

    Column: ATTRIBUTEi (eg. ATTRIBUTE1)

    Value Set: PER_ZA_WSP_PRIORITY

    Note: Replace x with a number between 1 and 15

To add the ZA_WSP_OCCUPATIONAL_CAT context to the Common Lookups flexfield

  1. Use the Application Developer Responsibility to navigate to Flexfield window. Click Segments in the Descriptive option.

  2. Query for the Flexfield Title, Common Lookups.

  3. Create a context with the following details:

    Context Name: ZA_WSP_OCCUPATIONAL_CAT

    Code: ZA_WSP_OCC_CAT

    Description: Workplace Skills Plan Occupational Categories

  4. Create a Segment for this context, which will be mapped to the Employment Equity Occupational Categories

    Segment Name: Emp Eqty Occ Cat

    Window Prompt: Emp Eqty Occupational Category

    Column: ATTRIBUTE1

    Value Set: PER_ZA_EMP_EQ_OCCUPATIONAL_CAT

To set up data for SDF, Employer, and NQF SETA Details

You need to populate the data for Skills Development Facilitator (SDF), Employer Contact Details and NQF SETA Information. The sections A (1) and B (1) of the Workplace Skills Plan and Annual Training Report display this data.

  1. Enter the contact details of the Skills Development Facilitator in the Additional Organization Information flexfield, ZA SDF Information. This flexfield is stored in GRE / Legal Entity.

  2. Enter the contact details of the Legal Entity (Employer) in the Additional Organization Information flexfield, ZA Legal Entity Info. This flexfield is stored in GRE/Legal Entity

  3. Enter the information about the SETA name and Main Business Activity (SIC Code) for the A (1) and B (1) section of the report in the Additional Organization Information flexfield, ZA NQF SETA Information.

    Enter the SETA name and Main Business Activity (SIC Code) in the Additional Organization Information flexfield, ZA NQF SETA Information. This flexfield is stored in HR Organisation.

Setting Up Workplace Skills Plan Set Up And Maintenance Process

The Workplace Skills Plan Set Up and Maintenance process allows you to set up and maintain information that is needed to produce the Workplace Skills Plan and Annual Training reports. It allows you to create, maintain, or refresh the information on Legal Entities for Skills Priorities, Learning Interventions prioritization (Training Event Lookups (ZA_WSP* and ZA_ATR*)) and Occupational Categories for a particular Grant Year.

You need to perform the following steps to set up the process:

To set up the Workplace Skills Plan Set Up and Maintenance Process

  1. Maintain Legal Entities for Skills Priorities - You run the Workplace Skills Plan Set Up and Maintenance process with the request type, Maintain Legal Entities for Skills Priorities to populate the user columns of the pre-defined user-defined table, ZA_WSP_SKILLS_PRIORITIES, with the legal entities within that business group. The columns of the user-defined table are in the format, < Legal Entity Id >_< Legal Entity Name>.

  2. Define Strategic Skills Priorities - Create Strategic Skills Priorities rows for all your Legal Entities in the ZA_WSP_SKILLS_PRIORITIES user table; date tracked as applicable to the Grant Years they apply to.

  3. Link Skills Priorities to Applicable Legal Entities - Select the relevant strategic skills priorities for each legal entity in the Table Values window. These entries must be date-tracked according to the Grant Years they apply to

    Note: Legal Entities cannot share Skills Priorities defined in the ZA_WSP_SKILLS_PRIORITIES user table. This will cause the report to always include a prioritized learning intervention in Tables A(2) and B(2) when a person has been subscribed to such learning intervention, irrespective of the Legal Entity the person belongs to. You must, therefore, ensure that you define separate Skills Priorities for each Legal Entity and link them as described above..

  4. Maintain Occupational Categories Lookups - Run the Workplace Skills Plan Set Up and Maintenance process with the request type, Maintain Occupational Categories lookups to set the attribute category of the lookup values of ZA_WSP_OCCUPATIONAL_CATEGORIES to ZA_WSP_OCC_CAT.

    This ensures that the flexfield is enabled on the Application Utilities Lookups screen for the ZA_WSP_OCCUPATIONAL_CATEGORIES lookup, so that any SETA specific occupational categories can be mapped to the official Employment Equity Occupational Categories.

  5. Map SETA Specific Occupational Categories to Employment Equity Categories - Map the occupational categories entered in the ZA_WSP_OCCUPATIONAL_CATEGORIES lookup to the official Employment Equity Occupational Categories used in the Employment Equity Reports as follows:

    1. Open the “ZA_WSP_OCCUPATIONAL_CATEGORIES” lookup.

    2. Select a relevant lookup value, open the flexfield and select the official Employment Equity Occupational Category that you want to map to the SETA specific occupational category.

  6. Maintain Training Event Prioritization Lookups - You run the Workplace Skills Plan Set Up and Maintenance process with the request type, Maintain Training Event Prioritization Lookups, to populate the Planned and Completed Training Event lookups (ZA_WSP* and ZA_ATR*) with the valid learning interventions for the given Grant Year.

    The attribute category of all the lookup values in the eight lookups is set to ZA_WSP_SKILLS_PRIORITIES. This ensures that the flexfield is enabled on the Application Utilities Lookups window for the ZA_WSP_SKILLS_PRIORITIES lookup, so that Strategic Skills Priorities can be mapped to the applicable Learning Interventions in the Planned and Completed Lookups.

    Valid Learning Interventions

    Valid learning interventions/programmes are

    • Those that have been planned in line with strategic priorities for the duration of a Grant Year – Tables A(2) and A(3) of the report.

      • Only interventions for which attendance by beneficiaries have actually been booked for the given Grant Year in the Oracle Learning Management system, are reported on

    • Those that have been attended in line with strategic priorities for the duration of a Grant Year – Tables B(2) and B(3) of the report

      • Only interventions that have actually been attended by beneficiaries (Oracle Learning Management Learning Paths, Courses or Certificates), or which have been achieved (HR Competencies, Qualifications) during the Grant Year, are reported on.

  7. Map Skills Priorities to Applicable 'Planned' and 'Completed' Learning Interventions - Specify Strategic Skills Priorities (max = 15) ONLY for those learning interventions that are planned or completed in line with each of these strategic priorities for the duration of the Grant Year. This ensures that the number of training events are reported correctly in table A(2) / B(2) of the report.

    Map the Strategic Skills Priorities to the applicable Learning Interventions in the Planned and Completed Lookups on the Common Lookups descriptive flexfield. Do this for each of the following seeded lookup values, that were populated by the Workplace Skills Plan Set Up and Maintenance process (with the request type, Maintain Training event Prioritization Lookups):

    1. ZA_WSP_CERTIFICATIONS

    2. ZA_WSP_COURSES

    3. ZA_WSP_LEARNING_PATHS

    4. ZA_ATR_ CERTIFICATIONS

    5. ZA_ATR_COURSES

    6. ZA_ATR_ LEARNING_PATHS

    7. ZA_ATR_COMPETENCIES

    8. ZA_ATR_QUALIFICATIONS

Running the Workplace Skills Plan Set Up And Maintenance Process

You run the Workplace Skills Plan Set Up and Maintenance Process from the Submit Requests window.

To run the Workplace Skills Plan Set Up and Maintenance Process from the Submit Requests

  1. Select the request type

  2. Select the grant year.

  3. Select the mode.

    There are four modes to run the concurrent program with the request type, Maintain Training Event Prioritization Lookups.

    • Create

    • Refresh after new training events scheduled

    • Copy Planned to Completed training events

    • Copy Planned to Planned and Completed to Completed events

  4. When you select the Copy Planned to Completed training events or Copy Planned to Planned and Completed to Completed events option in the Mode field, the Copy from Year and Update field is enabled.

  5. Specify if the training event is planned or completed.

Running The Workplace Skills Plan Preprocess

The Workplace Skills Plan Preprocess archives the following data: Employer and Skills Development Facilitator(s) Details, Annual Skills Priorities, Proposed Beneficiaries, Education and Training programmes provided and Beneficiaries who have received training.

This data is archived for a particular Grant Year for a particular Legal Entity or for all Legal Entities within the Business Group.

The tables A(2) and B(2) report the learning interventions per strategic skills priorities.

Note: Where a learning intervention has another prioritized learning intervention linked to it, the basic learning intervention that has been linked inherits the strategic skills priority.

You run the Workplace Skills Plan Preprocess concurrent program in the Submit Request window

To run the Workplace Skills Plan Preprocess

  1. Select the required legal entity.

  2. Select the required grant year.

Running the Workplace Skills Plan Report

The Workplace Skills Plan Report process generates the Workplace Skills Plan and the Annual Training Report in .pdf format

You run the Workplace Skills Plan Report concurrent program from the Submit Requests window.

To run the Workplace Skills Plan Report

  1. Select the required preprocess. This is a mandatory field.

  2. Select the legal entity, if you have not selected it while running the preprocess.

  3. Select the template name. The default template is Workplace Skills Plan Report (Eng).

Entering a New Person

Entering a New Person (People Window)

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

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

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

To enter a new person

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

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

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

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

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

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

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

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

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

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

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

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

    Note: For Norway users only: A gender value will be automatically generated based on the person`s National Identity number.

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

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

    If you are a Finnish user and need to pay salary to a contingent worker through Oracle payroll, you need to enter the person as an employee. You then change the person as a not employed person by changing the employee status in the Additional Assignment Details window. See: Entering Additional Assignment Details (Assignment Window), Oracle HRMS for Finland Supplement

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

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

Entering Employee Information

Enter the following information if the person is an employee.

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

    • The Latest Start Date field displays your effective date.

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

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

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

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

Entering Identification Information

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

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

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

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

    For Japanese users: If you have entered the personal number using the self-service pages, then you can view the masked personal number You cannot update the personal number here. This is a unique identification number and is used for taxation and social insurance purposes and for display on the withholding income tax report, notification of acquisition of insurance qualification.

    If you are an Australian user, leave the National Identifier field blank.

    Note: For Norway and Sweden users only: The PIN (Personal Identification Number) supplies the values for gender, date of birth, and age.

Entering Personal Details

Enter personal details in the Personal tabbed region.

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

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

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

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

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

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

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

    For Japanese users only:Enter the country of birth.

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

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

  7. Select a nationality.

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

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

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

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

    • Registered disabled

    • Not registered disabled

    • Partially disabled

    • Fully disabled

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

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

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

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

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

  13. Save your work.

Multiple Person Records

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

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

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

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

    Do one of the following four tasks:

    • If the person you are entering already exists, but in a different business group, then select that person from the list of values. The person you are entering is saved in your current business group and linked to the existing person record to indicate they are the same person. If your application has person synchronization enabled, then the personal information entered for the new person is copied across to existing records in other business groups. If existing records have values for fields that the new record leaves blank, then these values appear in the new record. See: Person Record Synchronization, 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 application retrieves the existing record and cancels the save you were trying to make, as one business group cannot contain two records for the same person. Close the new record and scroll down to display the existing record.

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

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

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

What Next?

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

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

Entering Additional Personal Information (People Window)

Optionally, you can enter additional information for people in the tabbed regions of the People window described in the following steps. The Race field on the Employment tab, however, is mandatory information for all employees

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

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

  1. Choose the Office Details tabbed region.

  2. Enter the office number for this office.

  3. Enter the internal location of this office.

  4. Enter the office identifier for internal mail.

  5. Enter the person's email address.

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

To enter information for an applicant

  1. Choose the Applicant tabbed region.

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

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

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

To enter information concerning the background check for a person

  1. Choose the Background tabbed region.

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

  3. Select the date the background check was performed.

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

  1. Choose the Rehire tabbed region.

  2. Check whether the former manager has recommended the applicant for rehire.

  3. Select the reason for this recommendation.

To enter further name information

  1. Choose the Further Name tabbed region.

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

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

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

To enter medical information for a person

  1. Choose the Medical tabbed region.

  2. Select the person's blood type.

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

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

To enter other information for a person

  1. Choose the Other tabbed region.

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

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

  4. Select the language the person prefers for correspondence.

    South African users can use the Language Preference field in the Further Person Information flexfield on the Employment tab to select an official South African language.

  5. 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.

  6. Select the current status of the student, if your employee is a student.

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

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

    The value of this field can impact benefits calculations.

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

To enter benefits information

  1. Choose the Benefits tabbed region.

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

  2. Enter a benefit group for your employee or applicant. Benefit groups are used to determine a person's eligibility for a plan or for setting benefit rates. For example, benefit groups can be used for mergers and acquisitions where eligibility is complicated. They can also be used where a person is grandfathered into a very old plan.

  3. Enter what kind of tobacco your employee uses, if any. For example, cigarettes, pipe, cigar or chewing. This is used within benefits to determine the eligibility and rates for particular plans.

  4. Enter medical plan number. This is the policy or group plan number of an externally provided medical plan. This is used to determine eligibility to participate in some plans.

  5. Enter the adoption date, if the employee whose record you are updating has adopted a child. This information, with the child's date of birth, is used to determine whether a dependant is covered by a plan. You can only enter the adoption date if you have entered a date of birth for the person. The adoption date must be greater or equal to the date of birth.

  6. Enter the date you received the death certificate, if your employee has died. You can only enter this once you have entered the date of death in the Other Information region. The receipt of the death certificate must be after or equal to the date of death.

  7. Enter an adjusted service date for your employee. This date is used within benefits, in place of the date first hired, to determine the length of service for eligibility, enrollment and rates. The adjusted service date may be used to credit service for former employers, grand-fathered benefits or in the case of mergers and acquisitions.

  8. 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.

  9. Check the Other Coverage checkbox, if your employee or applicant has externally provided coverage. This determines a person eligibility for certain plans.

  10. Check the Voluntary Service checkbox, if your employee or applicant is volunteering, for example as a missionary. This determines eligibility to continue or receive coverage from certain plans.

To enter employment information for employees and applicants:

  1. Choose the Employment tabbed region.

  2. Click in the Information field to display the segments of the Further Person Information flexfield.

  3. Enter the source name.

  4. Enter referral comments, if any.

  5. Enter the person's income tax number to print it on their Tax Certificate.

  6. Enter the passport number. You can use this information to identify a person who has no ID Number.

  7. Select the country of passport issue.

  8. Indicate whether the person is a foreign national.

  9. Enter the work permit number and expiry date if the person is a non-national but working in South Africa.

  10. Enter the date of naturalization to ensure that the application can identify foreign nationals. Note that the application reports an employee as a foreign national in the Employment Equity reports when the value in the Foreign National field is Yes, or the Foreign National field is blank and the Date of Naturalization is on or later than 27-Apr-1994.

  11. Select the person's race. This is used for employment equity reporting. It is mandatory for employees but not applicants.

    Note: If you select 'Not Used' as the person's race, they will be excluded from the Employment Equity Income Differential and Employment Equity Workforce Profile reports.

  12. Select the ethnic origin.

  13. Select the preferred language for this person.

  14. Select the person's religion. This information is used for absence management purposes, for example, to determine an employee's religious holiday entitlement.

  15. Select the Nature of Person type.

Entering an Assignment (Assignment Window)

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

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

To enter an assignment

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

    See: Assignment Statuses, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

    See: Entering Additional Assignment Details

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

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

Entering Additional Assignment Details (Assignment Window)

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

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

To enter salary information for an employee

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

  1. Choose the Salary Information tabbed region.

  2. Select a salary basis for the employee.

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

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

    For more information about salary administration, see: Salary Administration, Oracle HRMS Compensation and Benefits Management Guide

To enter supplier information for a contingent worker

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

If you are not using Oracle Services Procurement:

  1. Choose the Supplier tabbed region.

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

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

If you are using Oracle Services Procurement:

  1. Choose the Supplier tabbed region.

  2. Select a purchase order number for this assignment.

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

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

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

To enter supervisor information for an employee or contingent worker

  1. Choose the Supervisor tabbed region.

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

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

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

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

To enter probation period and notice information for an employee

The probation period defaults from the employee's position.

  1. Choose the Probation and Notice Period tabbed region.

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

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

To enter standard conditions information for an employee or contingent worker

To enter schedule information for a person, you can:

Alternatively, you can enter basic schedule information in various areas of Oracle HRMS, such as here in the Assignment window.

Important: The application does not use the schedule information that you can enter here to determine a worker's availability. This is for information purposes only.

The decision for which method to set up is based on knowledge of which applications use which information.

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

  1. Choose the Standard Conditions tabbed region.

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

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

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

To enter primary or secondary assignment and miscellaneous information for an employee or contingent worker

  1. Choose the Miscellaneous tabbed region.

  2. Enter the internal address details (such as the floor or office number), if required. The system adds the details to the location address.

  3. Select a reason for adding or changing the assignment. For example, you can use the Reason field to record promotions for your employees. You define valid reasons as values for the lookup types Reason for Change to Employee Assignment (EMP_ASSIGN_REASON) for employees and Contingent Worker Assignment Reasons (CWK_ASSIGN_REASON) for contingent workers.

  4. Select the Manager box if the assignment is at manager level and you want to include this worker in the Organization Hierarchy Report as a manager. (You can select Manager for a contingent worker assignment only if the HR: Expand Role of Contingent Worker user profile option is set to Yes.)

  5. By default, the first assignment entered is the primary assignment, and the Primary box is automatically checked. If you are now entering a secondary assignment, you must ensure that the Primary box is unchecked.

    Check the Primary check box to update a secondary assignment to Primary.

    See: Changing Primary Assignments, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

  6. If you use Oracle Services Procurement to provide purchase order information for contingent worker assignments, the purchase order line may include the projected assignment end date. In this case, the date appears in the Projected Assignment End field. Otherwise, enter the projected end date of the assignment.

To enter special ceiling information for an employee

A special ceiling progression point is the highest point to which the Increment Progression Points process can automatically progress the employee.

  1. Choose the Special Ceiling tabbed region.

  2. Enter a special ceiling only if the employee is assigned to a grade, and if a grade scale is defined for this grade. This special ceiling overrides the ceiling defined for the grade scale.

To enter a billing title for an employee or contingent worker (Oracle Projects only)

  1. Choose the Project Information tabbed region.

    Note: The Project Information tabbed region displays only if you have installed Oracle Projects.

  2. Enter a billing title. The information you enter in the Billing Title field serves as the default title on project customer invoices. You can override this information using Project Accounting.

  3. Enter a project title.

To enter grade ladder information for an employee

You must enter grade ladder information to use the Grade/Step Progression process.

  1. Choose the Grade Ladder tabbed region.

  2. Select the grade ladder for this assignment. If you selected a grade for this assignment previously, all the grade ladders that use that grade are available. If you have not selected a grade, all the active grade ladders in your enterprise are available.

To enter bargaining unit and union membership information for an employee

  1. Choose the Bargaining Unit tabbed region.

  2. Enter a bargaining unit code for your employee's assignment. This is usually the legally recognized collective negotiating organization.

    Note: You set up your different bargaining units as values for the Lookup type BARGAINING_UNIT_CODE

  3. Select whether the employee associated with the assignment is a member of a union.

To enter employment terms for an employee

  1. Choose the Employment Terms tabbed region.

  2. Select the contract to be referenced by the assignment. The list of contracts is limited to those entered for the employee that have start dates on or before the assignment start date.

    Note: If you are a German public sector user, selecting a contract defaults some values, for example pay grade, from the contract into the assignment. If you want to amend these values you must change them on the contract as you cannot update them in this window.

  3. Select the agreement grade structure for the collective agreement. A window shows the grade factors for that grade structure.

  4. Enter values for the grade factors. Or, choose the Combinations button and enter search criteria for one or more grade factors to display the reference grades that meet those criteria.

    If you enter values directly into the grade factor fields, they must correspond to an existing reference grade unless the Override Allowed check box in the Agreement Grades window is checked.

    Note: Any new combinations of values that you enter are unavailable for reuse with other assignments. To reuse a combination, you must define it as a reference grade in the Agreement Grades window.

Setting Up Employment Equity

Oracle HRMS for South Africa enables you to record employment equity information about the people in your enterprise and to report on this information.

You must perform the following setup steps before you can run the Employment Equity reports.

To set up employment equity

  1. Define the grade, position and/or job flexfield structure that you will use to hold employment equity information for your enterprise.

    You must define one flexfield segment for Occupational Categories, one for Occupational Levels, and one for Function Type. You can add these segments to the same flexfield structure or add one each to three different flexfield structures.

    Note: You must assign the predefined valuesets, PER_ZA_OCCUPATIONAL_CATEGORIES, PER_ZA_OCCUPATIONAL_LEVELS, and PER_ZA_EE_FUNCTION_TYPE on the Occupational Category, Occupational Level, and Function Types segments respectively, on the key flexfields that you choose.

    See: Defining Key Flexfield Structures, Oracle HRMS Configuring, Reporting and System Administration Guide

  2. Define the grade, job or position information.

    See: Defining a Grade, Oracle HRMS Enterprise and Workforce Management Guide, Defining a Job, Oracle HRMS Enterprise and Workforce Management Guide, and Defining a Position, Oracle HRMS Enterprise and Workforce Management Guide

  3. Enter the employment equity information for the organization.

    See: GREs/Legal Entities: Entering Tax and Employment Equity Information

    Additional Information: See My Oracle Support Knowledge Document 2622663.1 ZA: AMENDMENTS REQUIRED TO THE EEA4 REPORT and My Oracle Support Knowledge Document 2625896.1 ZA: AMENDMENTS TO THE EEA2 REPORT.

  4. Ensure all assignments have a legal entity selected on the Further Assignment Information flexfield.

    Note: Assignments with no legal entity selected will be excluded from the Employment Equity reports.

    See: Assignment Extra Information Types

  5. Run the Termination Category Setup Process.

  6. Set up the user tables for the Employment Equity report.

    See: Setting Up User Tables

    You can now run the Employment Equity reports:

Running the Termination Category Setup Process

You only need to run this process once as part of your employment equity and UIF setup. The Termination Category Setup Process updates the:

Before you run this process, you must enter the leave reasons for your enterprise into the LEAV_REAS lookup.

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

You run this process from the Submit Request window.

To run the termination category setup process

  1. In the Name field, select Termination Category Setup Process.

  2. Choose the Submit button.

    If you need to enter further leave reasons after you have run this process, you must enter them into the ZA_TERMINATION_CATEGORIES user table. The leave reasons you enter here will automatically appear in the LEAV_REAS lookup.

    Warning: If you enter leave reasons into the LEAV_REAS lookup after you have run this process, they will not appear in the ZA_TERMINATION_CATEGORIES user table. They will also not be reported correctly in the Employment Equity Reports and UIF File.

    See: Entering Table Values, Oracle HRMS Configuring, Reporting and System Administration Guide

Setting Up User Tables

You set up these tables as part of the employment equity and the electronic UIF file setup process.

Setting Up the Occupational Types Table

Oracle HRMS for South Africa references this table to see which key flexfields and segments you have set up to store Occupational Category and Level Information. You set up the Occupational Types Table using the Table Values window.

To set up the ZA_OCCUPATIONAL_TYPES table

  1. Query the ZA_OCCUPATIONAL_TYPES table.

  2. In the Column region, select Flexfield in the Name field.

  3. In the Values region, enter the occupational categories details:

    • Select Occupational Categories in the Exact field.

    • In the Value field, enter the Job, Grade, or Position flexfield that holds the Occupational Categories.

  4. Enter the occupational level details:

    • Select Occupational Levels in the Exact field.

    • In the Value field, enter the Job, Grade, or Position flexfield that holds the Occupational Levels

  5. In the Column region, select Segment in the Name field.

  6. Enter the occupational categories details:

    • Select Occupational Categories in the Exact field.

    • In the Value field, enter the segment number associated with Occupational Categories in the flexfield structure.

      Note: You enter the segment number as, for example, SEGMENT1. Your entry must be exact with regard to case and spacing.

  7. Enter the occupational level details:

    • Select Occupational Levels in the Exact field.

    • In the Value field, enter the segment number associated with Occupational Levels in the flexfield structure.

      Note: You enter the segment number as, for example, SEGMENT1. Your entry must be exact with regard to case and spacing.

  8. Save your work.

Setting Up Values for the Termination Categories Table

You do this using the Table Values window.

To set up values for ZA_TERMINATION_CATEGORIES

  1. Enter your effective date.

  2. Query the ZA_TERMINATION_CATEGORIES table.

  3. In the Column region, select Lookup Code in the Name field.

  4. In the Values region, enter the termination reason details:

    • Select a termination reason in the Exact field.

    • Enter a description of the reason in the Value field. This is the lookup code for this reason.

    Repeat this for each termination reason.

  5. In the Column region, select Termination Category in the Name field.

  6. In the Values region, select a termination reason in the Exact field.

    Enter the termination category into the Value field to map the termination reason to one of the six legislative termination categories:

    • Other

    • Resignation

    • Dismissal - Incapacity

    • Dismissal - Operational Requirements

    • Dismissal - Misconduct

    • Non-Renewal of Contract

    Repeat this until each termination lookup type code is mapped to one of the legislative termination categories.

    Warning: You must enter the categories exactly as shown above, or the Employment Equity Workforce Profile report will not run successfully.

  7. Save your work.

  8. In the Column region, select UIF Employment Status in the Name field.

  9. In the Values region, select a termination reason in the Exact field.

    Enter an employment status into the Value field to map the termination reason to one of the legislative 'termination' employment statuses:

    • Deceased

    • Retired

    • Dismissed

    • Contract Expired

    • Resigned

    • Constructively Dismissed

    • Employer's Insolvency

    Repeat this until each termination lookup type code is mapped to one of the legislative 'termination' employment statuses.

  10. Save your work.

Running the Employment Equity Workforce Profile Report

The Employment Equity Workforce Profile report reports on information such as employment policies, practices, procedures and the working environment of your enterprise. The aim of this report is to identify if there is a degree of under-representation of people from designated groups in various occupational categories and levels. This report includes temporary employees within its Section 5.2, which reports the total number of terminations, including people with disabilities.

Note: You can select only active employees for Table 1.1 and 1.2 of Section B. An active employee is an employee who is still employed as at the last day of the period for which the EEA2 is being submitted. After the last day, the individual will not be considered active, and will not be considered for purposes of the above-mentioned section of the EEA2 report.

For more information, see My Oracle Support Knowledge Document 2625896.1 ZA: AMENDMENTS TO THE EEA2 REPORT

You run the Employment Equity Workforce Profile report from the Submit Request window.

To run the Employment Equity Workforce Profile (PDF)

  1. Select Employment Equity Workforce Profile (PDF) in the Name field.

  2. Enter the Report Date in the Parameters window.

    The date you enter here determines the reporting period, which is the twelve months immediately preceding this date. For example, if the report date is 10-APR-2001, the reporting period will be 11-APR-2000 to 10-APR-2001.

  3. Select the legal entity.

    Note: The legal entity parameter is Optional. If you leave this blank then a report is produced for each Legal Entity in your business group.

  4. Enter the report submission date.

  5. Choose the Submit button.

To run the Employment Equity Workforce Profile (Pre 2009)

  1. Select the Employment Equity Workforce Profile (Pre 2009) in the Name field.

  2. Enter the Report Date in the Parameters window.

    The date you enter here determines the reporting period, which is the twelve months immediately preceding this date. For example, if the report date is 10-APR-2001, the reporting period will be 11-APR-2000 to 10-APR-2001.

  3. Select the legal entity.

    Note: The legal entity parameter is Optional. If you leave this blank then a report is produced for each Legal Entity in your business group.

  4. Enter the report submission date.

  5. Choose the Submit button.

Running the Employment Equity Templates

The Employment Equity Templates form part of the Employment Equity Workforce Profile report. The templates are different to the other employment equity reports as they require you to print them out and complete manually.

You run the Employment Equity Templates from the Submit Request window.

To run the Employment Equity Templates (PDF)

  1. Select Employment Equity Templates (PDF) in the Name field.

  2. Choose the Submit button.

  3. Print the templates out and complete manually.

    The templates you complete manually are:

    • Section D: Disciplinary Action

    • Section E: Skills Development

    • Section F: Qualitative Assessment

    • Section G: Progress Report

To run the Employment Equity Templates (Pre 2009)

  1. Select Employment Equity Templates (Pre 2009) in the Name field.

  2. Choose the Submit button.

  3. Print the templates out and complete manually.

    The templates you complete manually are:

    • Section D: Disciplinary Action

    • Section E: Skills Development

    • Section F: Qualitative Assessment

    • Section G: Progress Report

Running the Employment Equity EEA4 Report (PDF)

The Employment Equity Income Differential Report reports on the remuneration and benefits received in each occupational category and occupational level of an employer's workforce.

It reports on the average income of the five highest and the five lowest paid employees per occupational category and level.

This report differs from the Employment Equity Workforce Profile report as it regards each assignment as a separate person. If a person has two assignments they will be included in the report twice.

You run the Employment Equity Income Differential report from the Submit Request window.

To run the Employment Equity Income Differential (PDF)

  1. Select Employment Equity Income Differential (PDF) in the Name field.

  2. Enter the Report date in the Parameters window.

    The date you enter here is the reporting period twelve months immediately preceeding this date. For example, if the report date is 20-APR-2001, the reporting period, will be 21-APR-2000 to 30-APR-2001.

  3. Select the legal entity.

    Note: The legal entity parameter is Optional. If you leave this blank then a report is produced for each Legal Entity in your business group.

  4. Enter the report submission date.

  5. Select the salary calculation method.

    The remuneration methods are:

    • Payroll Balance Method: This method uses the start and end dates of the reporting period to sum run results of the new balances referred to below, and annualize if required, to reach the assignment's annual income. This method is for payroll users only.

    • Remuneration Element Method: This method reports the amount in the Remuneration Input Value field on the ZA Employment Equity Fixed Remuneration element and amount in the Remuneration Input Value field on the ZA Employment Equity Variable Remuneration element in the appropriate sections of the EEA4.

      Note: No annualizing takes place in this method. You must enter the annual remuneration earned by employees employed for the full reporting period and the annual equivalent for employees employed for part of the reporting year.

  6. Choose the Submit button.

To run the Employment Equity Income Differential (Pre 2009)

  1. Select Employment Equity Income Differential (Pre 2009) in the Name field.

  2. Enter the report date in the Parameters window.

    The date you enter here is the reporting period twelve months immediately preceeding this date. For example, if the report date is 20-APR-2001, the reporting period, will be 21-APR-2000 to 30-APR-2001.

  3. Select the legal entity.

    Note: The legal entity parameter is Optional. If you leave this blank then a report is produced for each Legal Entity in your business group.

  4. Enter the report submission date.

  5. Select the salary calculation method.

    There are three different remuneration methods:

    • Payroll Balance Method: This method uses the start and end dates of the reporting period to sum run results for the Total Employment Equityable Income and Employment Equityable Annual Income balances to reach the assignment's annual income. This method is for payroll users only.

    • Remuneration Element Method: This method uses the amount in the Remuneration Input Value field on the ZA Employment Equity Remuneration element and multiplies it by the annualization factor to reach the assignment's annual income.

    • Salary Basis Method: This method uses the salary basis value and multiplies it by the annualization factor to reach the assignment's annual income.

  6. Choose the Submit button.