You can define as many Extra Information Types as you require to hold information about people. There are also some predefined person EITs.
Note: To be able to access the predefined EITs, you must link the EIT to your responsibility.
See: Setting Up Extra Information Types Against a Responsibility, Configuring, Reporting, and System Administration in Oracle HRMS
The predefined person EITs are:
Passport Details - These include employee's passport number, profession, issue date, expiry date and place of issue.
Residency Details - These include employee's residency permit number, profession, issue date, expiry date, and place of issue
Work Permit Details - These include employee's work permit number, profession, issue date, expiry date, and place of issue.
Driving License - This includes employee's driving license number, the categories of vehicle the employee is eligible to drive, issue date and expiry date.
Birth Certificate Number - This includes employee's birth certificate number.
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:
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.
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.
For Romanian users: First and last names are mandatory.
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 Romanian users only: Prefix is not required in Romania, so this field is not available to Romanian users.
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 Romanian users only: Suffix is not required in Romania, so this field is not available to Romanian users.
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.
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.
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.
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:
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.
Enter the national identifier for your country. For example, enter the National Insurance number in the UK, the Social Security number in the US, the Fiscal Code in Italy, the IRD Number in New Zealand, the Social Security Code (TAJ) in Hungary, the Individual Tax Payer's Number (INN) in Russia or the ID number in South Africa.
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. For Finland, the PIN (Personal Identification Number) supplies the values for gender, date of birth, and age.
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.
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.
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.
For Romanian users only: You must select the country of birth first. If the country of birth is Romania, then the Region of Birth field displays the counties and on selecting the county, the Town of Birth displays the localities. If the country of birth is not Romania, then the Region of Birth and Town of Birth are free text fields.
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).
For Finnish and Romanian 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. Romanian users can optionally specify whether the person is a resident of Romania, a non resident non European Union, or a non resident European Union.
For Japanese users only:Enter the country of birth.
If the Work Telephone field is displayed, enter a work telephone number. Otherwise, use the Phone Numbers window to enter this information.
In the Status field, select a marital status.
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.
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.
For Russian, Swedish, and Romanian 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. For Romania, you can optionally specify whether the person is a Romanian, European Union, or other citizen.
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.
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.
For Belgian users only: enter the person's preferred correspondence language in the Other region.
Save your work.
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.
Optionally, you can enter additional information for people in the tabbed regions of the People window described in the following steps.
Note: The Background Information, Medical Information, and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.
To enter office information for a new hire, an existing employee, or contingent worker
Choose the Office Details tabbed region.
Enter the office number.
Enter the internal location of this office.
Enter the office identifier for internal mail.
Enter the person's email address.
In the Mail To field, select Home or Office to indicate the person's preferred mail destination.
To enter information for an applicant
Choose the Applicant tabbed region.
If the applicant's resume is on file, check the Exists check box.
If the applicant's resume is on file, select the date indicating when the resume was last updated.
Select a final date a file is to be maintained for this applicant.
To enter background check information
Choose the Background tabbed region.
Check whether the person background check has been performed.
Select the date the background check was performed.
To enter rehire recommendation information for an applicant who was a former employee or contingent worker
Choose the Rehire tabbed region.
If the former manager has recommended the applicant for rehire, check the Recommended check box.
Select the reason for this recommendation.
To enter further name information
Choose the Further Name tabbed region.
Enter the birth name of the employee.
Enter the mother’s maiden name to identify the employee in statutory reports such as National Defense and Employment Certification Report. The application also uses this information to identify the employee while providing a tax refund.
Enter the name the person prefers (can be a nickname).
Enter any honors or degrees (BA, MBA, or JD, for example) that the person has earned.
To enter medical information for a person
Choose the Medical tabbed region.
Select the date of the person's last medical test.
To enter other information for a person
Choose the Other tabbed region.
Select the type of schedule in the Availability/Schedule field; for example, the days of the week your employee works.
Enter the person's current full time/part time availability to work with your company.
Select the language the person prefers for correspondence. For example, select German if the person prefers to correspond or receive company information such as terms of pension plan in German.
Note: The Correspondence Language list includes languages in the FND_LANGUAGES table. This table contains the languages that Oracle National Language Support Runtime Library (Oracle NLSRTL) supports. Check with your System Administrator for information on NLSRTL supported languages.
If the person has died, enter the date of death.
Date of death defaults to the person's termination date if:
in the Terminate window you enter the termination reason of deceased, but
you do not provide the actual termination date, and
you have not yet entered a date of death
Select the current student status, if the person is a student.
In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.
Check the Second Passport Exists check box if the person possesses multiple passports.
To enter benefits information
Choose the Benefits tabbed region.
Note: All fields in the Benefits tabbed region are optional. Most can help to determine plan eligibility or rates.
Note: If necessary, you can add the Benefits Tab to the People window. Query the BEN_MANAGER menu in the Menus window and add the HR View Benefits function to the menu.
Enter a benefit group for your employee or applicant. Benefit groups help determine a person's eligibility for a plan or set benefit rates. For example, benefit groups can address mergers and acquisitions where eligibility is complicated, or assist in grandfathering a person into a very old plan.
Enter what kind of tobacco (cigarettes, pipe, cigar, or chewing, for example) your employee uses, if any.
Enter the medical plan number, which is the policy or group plan number of an externally provided medical plan.
Enter the adoption date, if the employee has adopted a child. This information, with the child's date of birth, can determine dependent eligibility. You can enter the adoption date only if you have entered a date of birth for the person. The adoption date must be the date of birth or later.
Enter the date you received the death certificate of a deceased employee. You can enter this only after you have entered the date of death in the Other Information region. The receipt of the death certificate must be after or equal to the date of death.
Enter an adjusted service date for your employee. Benefits can use this date, rather than the date first hired, to determine the length of service for eligibility, enrollment, and rates. The adjusted service date can credit service for former employers, grandfathered benefits, or in the case of mergers and acquisitions.
Change the date first hired. For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of the employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service.
Check the Other Coverage check box, if the employee or applicant has externally provided coverage.
Check the Voluntary Service check box, if your employee or applicant is volunteering, for example as a missionary.
To enter employment information
Choose the Employment tabbed region.
Enter the tax identification number for an employee or a contingent worker for pay slips and social security reports.
Enter the personal identity number for an employee or a contingent worker for statutory reports.
Enter the pensioner registration number, if the person receives a pension.
If you are entering information about a contact who is working, enter the name of their employer.
Enter the social security start and end dates, if these are different from the hire and termination dates of an employee. The Social Security System uses this information to calculate and process the taxes and benefits for an employee.
To enter military information
Choose the Military tabbed region to record military service information of Hungarian male employees for the National Defense report.
If the employee has already performed military service, select Yes. If the employee did not complete the service, enter the reason in the Reason Not Completed field.
Enter the dates when the employee started and completed their service.
Select the code given by the Draft Agency to indicate if the employee leaves or stays within the company during war.
Enter the date of permission given by the Draft Agency for leaving or staying within the company during war.
Select the type of command, command color, and enter the command number given by the Draft Agency. The type of command determines if the person has completed the military training and is ready for military activity.
Select the military rank given to the employee by the Ministry of Defense on completing their service.
To enter civil defense information
Choose the Civil tabbed region to record the civil defense information for Hungarian citizens.
Enter the position the employee holds within the civil defense hierarchy.
Select the organization to which the employee belongs to indicate if the employee is a member of the civil defense or self-defense organization.
Select the department to which the employee belongs to indicate the type of service they perform such as operating logistics or maintaining stocks.
Select the local sub-department to which the employee belongs to indicate the type of operation they perform , such as supplying or transporting goods.
Select the group and sub-group to which the employee belongs to indicate the task they perform, such as rescue, provide relief, or supply materials.
Using Oracle HRMS you can record contractual information for your employees and employee applicants. Information relating to the contract reference, contract status, and contract type must all be entered. This information can then be used for reporting purposes, or to produce a hard copy of the contract to send to the person for reference and signing.
Once a contract is entered for a person you can refer an assignment to it using the Assignment window. Each person may have multiple contracts, but an assignment may refer only to one contract.
German public sector users can use contracts to control the values of certain fields in the Assignment window. Once you refer an assignment to a contract then fields such as Position, Grade, Employment Category, and Collective Agreement display the values set for the contract, and cannot be updated in the Assignment window. To update these values you must make changes to the contract.
To give your managers access to more complete records for their direct reports, you can display details of their current contracts of employment, as well as any historical contract information, in the My Employee Information pages in SSHR.
You can also display contract details to the My Information pages so that your employees can also view their own information whilst accessing SSHR.
There are a number of rules that relate to the creation and maintenance of contracts:
A contract cannot exist without a person. Therefore, if a person who has a contract attached to them is deleted, the contract will also be deleted.
Contract statuses are set up depending on the needs of your enterprise. If you have any queries about contract statuses, please contact your system administrator.
If the alteration of a hire date for an employee results in the start date for the contract being before the hire date, the contract start date is automatically amended to the new hire date.
Tip: If the alteration of a hire date results in future-dated changes being before the contract start date, the changes are deleted.
If the alteration of a hire date for an employee results in the start date for the contract being after the start date of the referencing assignment, the contract start date is automatically amended to the new hire date.
A contract cannot be deleted if an assignment currently refers to it, irrespective of the assignment status.
When you are selecting a contract to reference to an assignment you will only be able to select from contracts that have start dates on or before the assignment start date.
You enter and maintain contracts in the Contracts window.
Set your effective date to the start date of the contract.
Enter the reference code for the contract. The code for each contract attached to a person must be different, though more than one person can use the same contract reference code.
For Romanian users: Enter the contract number in this field.
Select the status that indicates the contract is active. The period of service dates will also be displayed if a corresponding period of service exists.
See: Creating Contract Statuses, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Select the contract type.
Select the status of the contract, such as pending, opened, printed and so on. You must set up document statuses using the user extensible Lookup Type DOCUMENT_STATUS. Enter the date the document status of the contract changed.
Note: The document status is not DateTracked.
You can enter any remaining information relating to the contract such as start reason, duration, or contractual job title.
Enter further information about this contract if your Oracle localization team has set up the Further Contract Information window.
For Hungarian users only: If the duration of the contract is fixed, enter the expiry date as some reports list the contract end date.
Save your changes.
You can attach an electronic copy of any written contract that accompanies the record using the Attachments button.
See: Using Attachments, Oracle HRMS Configuring, Reporting, and System Administration Guide
The amendments made to a contract are datetracked. The result of any changes made to the status of a contract is dependent on whether the record is being corrected or updated. For example:
If you change the status of an active contract to make it inactive, and choose the Update button, the contract record will be ended. A new contract record with an inactive status will be created and the fields in the Active Contracts Dates region will become blank.
If you change the status of an active contract to make it inactive and choose the Correction button, the current contract record will be amended to appear as if the most recent active period has never occurred.
If you mistakenly save information in the Contracts window you can delete it. You cannot perform this action if the contract is referenced by an assignment.
Note: Contracts cannot be date effectively end dated.
To delete a contract
Query the contract in the Contract window.
Select Delete Record from the Edit menu and proceed as instructed in the displayed windows.
As well as recording personal information about employees you also need to record how they work for your enterprise. HRMS enables you to manage all your employment information and track the changes in employment information for each employee over the lifetime of their employment.
Oracle HRMS enables you to efficiently manage change in your enterprise for appropriate groups of people:
Where a change affects a group, you can effect that change for every individual in the group according to a set of rules.
Where a change affects only a few individuals, you can enter changes for just those individuals.
In Oracle HRMS, you manage these changes through the employee assignment:
The assignment connects employees to your enterprise's work structures and policies, so that changes to the structures and policies are reflected in the employee's records.
You can query groups of employees with similar assignments (such as all assignments on grade C2) and make changes for each employee in these groups.
Also, Oracle HRMS provides a number of predefined inquiry windows and reports for employment information. You can create your own inquires and reports using QuickPaint or other reporting tools.
For more information see: Information Access, Oracle HRMS Configuring, Reporting, and System Administration Guide.
The following table shows the employment information typically held for an employee in Oracle HRMS and how you enter it.
| Employment Information | Method of Entering |
|---|---|
| Job Title or Position | Assign the employee to work structures in the Assignment window. |
| Department | |
| Location | |
| Grade | |
| Grade Step Placement | Enter in the Grade Step Placement window. Enter any special ceiling in the Assignment window. |
| Name of manager or position to report to | Use a position hierarchy or enter the supervisor`s name in the Assignment window. |
| Salary | Assign to a salary basis in the Assignment window; enter amount in the Salary Administration window. |
| Benefits | Enroll the employee in a Flex Program, Non-flex Program, Savings Plan, or Miscellaneous Plan. |
| Pay Frequency | Assign to a payroll in the Assignment window. |
| Pay Method | Accept the default from the Payroll to which the employee is assigned or select a method in the Personal Payment Method window. |
| Full time/part time status | Assign to an employment category. |
| Standard Work Day | Enter in the Assignment window or accept the default from the organization or position to which the employee is assigned. |
| Overtime rules | Define an element, using links to define eligibility rules, and element entry defaults or validation to control the values given. |
| Vacation Entitlement | Define absence types and set up increasing or decreasing balances for the employee; enroll employee in appropriate accrual plans. |
| Sickness Entitlement | |
| Maternity Entitlement | |
| Notice Period | You should hold full text procedures and regulations outside the system. You can associate groups of people with different rules or procedures using the People Group key flexfield. |
| Disciplinary procedure | |
| Costing | Enter cost codes for the assignment in the Costing window, or accept the default from the organization to which the employee is assigned. |
| Probation Period | Enter in the Assignment window. |
| Collective Agreement | Enter a collective agreement in the Collective Agreements window and then select it in the Assignment window. |
| Collective Agreement Grades | Link the collective agreement to a grade structure and enter reference grades for it in the Agreement Grades window. Then, select the grade structure in the Assignment window and enter a combination of valid grade factors for it. |
| Supplementary Roles | Enter supplementary roles in the Supplementary Roles window. |
You can use Oracle payroll to store records that define shifts and combinations of shifts. You can also assign these shift details to an employee and use them to calculate the hours worked between two dates.
You can store information about:
Shifts - a shift is a unit of work representing one attendance at the place of employment. For example, if your employee is contracted to work 8 hours in one day, this is the daily shift.
Shift patterns - a shift pattern is a sequence of consecutive shifts
| Day | Hours Worked |
| Day 01 | 8 |
| Day 02 | 8 |
| Day 03 | 5 |
| Day 04 | 8 |
| Day 05 | 8 |
You can create a shift pattern of up to 28 days, and you can specify the number of shift hours to be worked on each day within the shift pattern.
Oracle Payroll stores shift patterns in the user defined table PQP_COMPANY_WORK_PATTERNS. You can modify existing patterns and add new ones.
You can apply shift patterns to an employee assignment and then calculate the hours worked within a given period.
You enter previous employment information in the Previous Employment Information window.
The Previous Employment Information window is divided into three regions with each region recording separate information about an employees previous employment. The three regions in the Previous Employment Information window are:
Previous Employer
Previous Job
Assignment - Previous Job Mappings
To enter previous employment details
Enter the previous employer name.
Enter an address.
Select a country.
Select the type of business.
Select a subtype for the business type selected at step 4.
Enter a description for the employer.
Enter start and end dates for the employee's period of employment. The dates entered automatically calculate the period of service in years, months and days.
You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.
Use the Further Information flexfield to enter any additional information defined by your localization team.
For Hungarian users only If the employee joined your enterprise mid-year, specify the number of sickness days they have already taken with their previous employer. You can use this information in an accrual plan to calculate their sickness entitlement for the rest of the year.
Select the All Assignments check box to specify that the service period is taken into account for all assignments.
Note: The All Assignments check box can only be selected if there are no further previous job usages defined in the Assignment region. Once the All Assignments check box is selected no further previous job usages can be defined.
Save your work.
Mexico only: Specify the employee's previous employment details in the Person EIT.
See: Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
To enter previous job details
Select an empty row in the Previous Job region or place you cursor within an existing row and choose the New button to add a new row.
Enter start and end dates for the previous job. The job entered must be associated with the employer and period of service entered at steps 1 to 11. The dates entered automatically calculate the period of service in years, months and days.
Enter a job title.
Select an employee category.
You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.
Enter a description for the previous job.
Select the All Assignments check box to specify that the previous job period is taken into account for all assignments.
Note: The All Assignments check box can only be selected if there are no further previous job usages defined in the Assignment region. Once the All Assignments check box is selected no further previous job usages can be defined.
Use the Further Information flexfield to enter any additional information defined by your localization team.
See: Entering Further Previous Job Information.
Choose the Extra Information button to open the Previous Job Extra Information window.
See: Entering Extra Information, Oracle HRMS Configuring, Reporting, and System Administration Guide
Save your work.
To map previous jobs to an assignment
Select an empty row in the Assignment region or place you cursor within an existing row and choose the New button to add a new row.
Select an assignment to map to a previous job specified in the To enter previous job details section.
Select a job to map to the assignment. Selecting a job automatically displays the Start Date and End Date fields as specified for the job in the Previous Job region.
You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.
Use the Further Information flexfield to enter further previous job usage details.
Save your work.
Use the Table Values window to set up shift patterns.
Oracle Payroll enables you to create the complete set of shift patterns applicable to your organization.
You can then use these details to calculate:
Total working time for an employee in the period between any two given dates
Overtime payments
Unsocial hours payments
To set up shift patterns
Query the table PQP_COMPANY_WORK_PATTERNS.
Define a new column for each new work pattern.
Give the new column a header which is the same as the work pattern name.
Create a new row value for each day that you want to include in the work pattern. For example, if your work pattern contains seven days, then create seven new rows.
Note: When you subsequently link to this work pattern from an assignment you can specify which day of the work pattern the assignment is to start from. You are not obliged to start the assignment from the first day defined in your work pattern.
Use the Extra Details of Service window to assign working shift patterns to an employee.
You can specify which shift pattern and contract type is applicable to an employee. When you next run a payroll for this employee, Oracle Payroll uses the shift pattern information to determine salary and other entitlements that are based on working hours.
To assign a working shift pattern to an employee
Query the employee name.
Select the contract type.
Select the work pattern.
Enter the day of the work pattern which is the starting day of the shift for this employee. You do not have to make this the first day of the shift - you can submit a payroll process for an employee who starts work at any point within a shift cycle.
Save your work
You can define as many Extra Information Types (EITs) as you require to hold information about assignments. There are also some predefined assignment EITs.
Note: To be able to access the predefined EITs, you must link the EIT to your responsibility.
See: Setting Up Extra Information Types Against a Responsibility, Configuring, Reporting, and System Administration in Oracle HRMS
The predefined assignment EIT is:
Hungary Assignment Category - You can attach multiple categories to an assignment such as labour relation, private contractor.
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.
Select a salary basis for the employee.
You can also enter the frequency of salary and performance reviews.
Note: When you change salary basis for an assignment, the application end dates the existing proposal and creates a new salary proposal. The new proposal updates the salary element entry automatically. When you remove a salary basis from an assignment, the application end dates the existing salary element entry, enabling you to manually create a new salary element entry effective from the date of the salary basis change.
For more information about salary administration, see: Salary Administration, Oracle HRMS Compensation and Benefits Management Guide
To enter 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:
Choose the Supplier tabbed region.
Select the names of the supplier and the supplier site for the contingent worker.
Enter supplier IDs for the contingent worker and the assignment, if available. These values identify the worker and the assignment to the supplier.
If you are using Oracle Services Procurement:
Choose the Supplier tabbed region.
Select a purchase order number for this assignment.
If only one purchase order line exists, it appears in the Purchase Order Line field. Otherwise, select a purchase order line. Note that the Purchase Order Line field is enabled only when you select a purchase order.
Information from the purchase order appears automatically in the Supplier Name and Supplier Site fields. If the purchase order line includes a job value, it replaces any value in the Job field.
Enter supplier IDs for the contingent worker and the assignment, if available. These values identify the worker and the assignment to the supplier.
To enter supervisor information for an employee or contingent worker
Choose the Supervisor tabbed region.
Select the name and number of the worker's personal supervisor. If you use assignment-based supervisor hierarchies, select the supervisor's assignment number.
You can select a contingent worker as a supervisor only if the HR: Expand Role of Contingent Worker user profile option is set to Yes.
You can select a supervisor from another Business Group if the HR:Cross Business Group user profile option is set to Yes at your site.
Note: 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.
Choose the Probation and Notice Period tabbed region.
Amend the default probation period for your employee's assignment, if required.
Enter the notice period for the assignment, if required.
To enter standard conditions information for an employee or contingent worker
The standard work day information (apart from the Hourly/Salaried field) defaults from the position. If standard conditions are not defined for the position, they default from the organization or Business Group.
Choose the Standard Conditions tabbed region.
Amend the standard work day information for your employee or contingent worker assignment, if required.
This step is for employees only. For benefit administration, enter whether the assignment is hourly or salaried.
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
Choose the Miscellaneous tabbed region.
Enter the internal address details (such as the floor or office number), if required. The system adds the details to the location address.
Select a reason for adding or changing the assignment. For example, you can 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.
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.)
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
Select Yes to indicate if the employee received the railway benefit. This information will appear on the Employment Certification Report issued to employee on leaving the enterprise.
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.
Choose the Special Ceiling tabbed region.
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)
Choose the Project Information tabbed region.
Note: The Project Information tabbed region displays only if you have installed Oracle Projects.
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.
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.
Choose the Grade Ladder tabbed region.
Select the grade ladder for this assignment. If you selected a grade for this assignment previously, all the grade ladders that use that grade are available. If you have not selected a grade, all the active grade ladders in your enterprise are available.
To enter bargaining unit and union membership information for an employee
Choose the Bargaining Unit tabbed region.
Enter a bargaining unit code for your employee's assignment. This is usually the legally recognized collective negotiating organization.
Note: You set up your different bargaining units as values for the Lookup type BARGAINING_UNIT_CODE
Select whether the employee associated with the assignment is a member of a union.
To enter employment terms for an employee
Choose the Employment Terms tabbed region.
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.
Select the agreement grade structure for the collective agreement. A window shows the grade factors for that grade structure.
Enter values for the grade factors. Or, choose the Combinations button and enter search criteria for one or more grade factors to display the reference grades that meet 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.
Oracle HRMS enables you to record the ways in which you communicate with the people in your enterprise and the people whom they have a relationship with, such as an employee's partner.
You enter people as contact records to identify:
People to contact in an emergency
Dependents of the employed person
Beneficiaries of certain benefits, such as insurance policies or stock purchase plans
Individuals who receive a wage attachment payment
Entering contact information includes entering contact details for the people in your enterprise, such as their home address. As an employer, you need to record contact details so that you can contact people either by email, phone, fax or post, and for reporting purposes. For example, in the Netherlands you must record a person's house number for social insurance reporting.
Use the Contact window to hold information about contacts, for example:
People to contact in an emergency.
Dependents.
Beneficiaries of benefits such as insurance policies or stock purchase plans.
Individuals receiving payment of a wage attachment/third party payment deducted from the employee's salary.
A person entered as a contact can be one, some, or all of the above.
The coverage start date for an employee contact, is the employee hire date or the contact relationship start date, whichever is later. This can be important in benefits processing, where eligibility for certain benefits starts from the start date of a contact relationship.
You can set up the same relationship more than once between the same two people. However, these relationships must not occur in the same time period. For example, you can set up that Person A married Person B from 01-Jan-1990 to 01-Feb-1991. Person A could then marry Person B again, starting from the 02-Feb-1991. However, you cannot enter that the couple remarried on 01-Jan-1991, as this would mean that they were married twice in the same time period.
You can update the contact relationship start date between two people, creating a supplementary record to cover the additional period.
For example, Person A exists on the application as an employee with a hire date of 01-Apr-1990. Person B exists on the application as a contact, with a creation date of 01-Jun-1990. Person A then marries Person B on 01-May-1990. As the application holds a contact coverage start date of 01-Jun-1990, a new contact record is entered to cover 01-May-1990 and 31-May-1990.
To enter a contact
Do one of the following:
Enter the name of a new person.
Select from a list of people already entered on the system.
If you enter a new person:
Enter the social security code (TAJ) for the contact.
Enter the date of birth, age, and gender. This information is used for processing payroll and for recording absences as employees may be eligible to receive additional holiday and family tax benefits.
Select the user person type.
You can only select user person types which are set up for the system person type of Other, for example contact.
Additional Information: If the contact is working, enter the name of the contact’s employer using the Employment tab on the Person window as the tax office uses this information.
Important: You must record the mother’s maiden name of the contact using the Further Name tab on the Person window. See: Entering Additional Personal Information
Enter details about the different contacts for your employee in the Contact Relationship fields.
To enter contact relationships
Select the contact relationship, for example child or spouse.
Enter the start and end date (if known) of the relationship.
If you use Oracle Advanced Benefits or Standard Benefits, select a start and end reason for the relationship.
Select whether the contact:
Is the primary contact.
Is the recipient of a third party payment (for example, from a court-ordered deduction/wage attachment).
This enables you to select this person on the Personal Payment Method window when entering a third party payment method for the employee.
Shares the same residence as the employee.
Has a personal relationship with the employee. This identifies whether the third party should be considered as a possible dependent and/or beneficiary.
Is a beneficiary or dependent. You can only enter these fields if you do not use Standard or Advanced benefits.
You can enter a sequence number for the contact relationship. This must be a unique number for each contact the employee has. However, because sequence numbers are employee based, these numbers only need to be unique within the employee's record.
For example, Person A has a relationship type of spouse with Person B. This is given the sequence number of 1. Person A also has a relationship type of father to Person C. This is given the sequence number of 2.
Person A also has a relationship type of emergency contact with Person B. This must also have the sequence number of 1 as a relationship between these two people is already recorded against Person A.
Person B is also an employee and therefore has her own set of contacts recorded against her. She has a relationship type of spouse with Person A. However, this relationship does not have to have the same sequence number as the relationship recorded against Person A, that is, this relationship has a sequence number of 5.
Select whether you want to create a mirror relationship and enter the mirror relationship type.
Important: You can only enter a mirror relationship and type when you first create the contact. Once the mirror relationship is saved, the relationships are maintained independently of each other, except for mirror relationships that are created automatically.
Oracle HRMS automatically creates a mirror relationships when you enter a spouse, parent or child. For example, if you create the spouse relationship from person A to person B, when you query person B in the Contact window, a mirror relationship of spouse to person A is automatically created.
Furthermore, if you update a relationship that has had a mirror relationship automatically created, the mirror is also updated accordingly. For example, if you end date the relationship of spouse for person A, the spouse relationship for person B is also ended. If the relationship type is changed the relationships become independent.
To enter Further Contact Relationship Information
Click the Further Contact R'ship Information field to open the Further Contact R'ship window.
Enter the following information if the contact is a child dependent:
Select Yes if the employee receives family tax, family allowance, and holiday benefit for the child. Select No if the employee’s spouse receives the family tax, the family allowance, and holiday benefit for the child.
Save your work. If a person already exists on your application with the same surname and a first name that is either the same or not entered, then a list of values is displayed that shows all the people who share the details. See: Multiple Person Records
If you want to enter addresses or phones for the contact, choose the Contact Details button.
This window has been created using the pre-defined People Management template called Entering Employees.
Every enterprise must be able to record personal information for its employees, applicants, and contacts. HRMS enables you to enter and update this information for all person types using the Entering Employees window. You can enter information about:
New employees
Employment
Office location
Applicants
Background checks
Re-hire recommendations
Further names
Medical details
Address details
Telephone numbers
Picture record
Dependents, beneficiaries and other contacts
Contracts
You can also use this window to update people's statuses, for example, from applicant to employee.
Note: The system administrator can create customized versions of this window so that you use each version for certain person types only or for certain functions only (entering employees, entering applicants, or hiring applicants).
Three templates are provided in Oracle HRMS that enable you to enter employees. These are:
Enter Employees - This is intended to be used by users who are only interested in entering new employees onto the system, for example data entry clerks. It only uses the Maintain window and includes all the fields required to set up an employee.
Maintain Employees - This enables users to enter employees onto the system, and also to maintain existing records. It uses the Find, Summary and Maintain window to enable users to control a large amount of information relating to employees and their assignments.
Enter and Maintain Employees (HR Foundation) - This template is included on the HR Foundation menu, but can also be used by people who have a full Oracle HR license. It uses the Find and Maintain windows and includes all the fields required to enter and maintain an employee. It has a very simple user-interface and does not have any date-track functionality enabled.
Your system administrator will have set up these templates according to the needs of your enterprise and will have restricted your access according to the role you have to perform.
To enter a new employee using the Enter Employees template
If the New window is not displayed choose the New icon in the toolbar. Select New Employee.
Enter the personal details for the new employee. You must enter:
name
type
gender
employee number and hire date
date of birth (for assignment to a payroll)
BSN/SOFI number (Netherlands users only). By default this field is mandatory, however, you can change it to optional by setting the HR: Make National Identifier Optional profile option to Yes.
Social Security Code (Hungarian users only)
NIF Number (Spanish users only)
Marital status and nationality (Polish users only)
Family name (UAE users only)
All other personal information is optional.
Enter the assignment details for the new employee. You must enter:
organization (this defaults to the current Business Group)
professional category and contribution group (Spanish users only)
You can also select other employment information, such as, job or position, grade, supervisor, and payroll details.
Your localization team may have created further tabs for you to complete. If you are a Belgian user, then on the Further Details tab, you must select the preferred correspondence language in the Communication field and the required business group in the Business Group Name field.
If you are a Hungarian user then you must enter the tax identification number on the Employment tab and mother's maiden name on the Further Name tab.
If you are a Spanish user then you must enter the work center to which the employee belongs. You can also specify if the employee has contributed towards social security for over 35 years.
Netherlands users can enter the IZA participant number and specify whether the employee is on contract with another organization on the Further Details tab.
Polish users can enter NIP (personal tax identifier) number and the legal-employer name on the Employment Information tab.
If you are a UAE user, you must enter the following information:
Nationality on the Additional Information tab
Important: The Date of Change and Reason for Change fields are enabled only if you enter a nationality that matches the local nationality for the legal employer and a previous nationality for the employee.
Legal employer name on the Employment Details tab
In addition, UAE users can also enter personal details such as first name, family, and mother's name in an alternate language on the Additional Name Details tab.
Save your work. If you have missed any mandatory information, you are prompted to enter it before the new record is saved.
To enter a new employee using the Maintain Employees template
Display the Summary window of the Maintaining Employees form.
Choose the New icon in the toolbar or right-click on People By Name in the Data Organizer and choose New from the right mouse menu.
Select New Employee and choose OK.
The Personal tab is displayed for you to start entering information about the employee.
Set your effective date to the date when you want the assignment to begin, such as the hire date You can enter a date in the Date field next to the timeline bar and choose Go.
Enter personal information for the employee. You must enter:
name
type
gender
employee number and hire date
date of birth (for assignment to a payroll)
BSN/SOFI number (Dutch users only)
Mother's maiden name, tax identification number, and social security code (Hungarian users only)
NIF number (Spanish users only)
Marital status, nationality, and legal-employer name (Polish users only)
Family name and nationality (UAE users only)
All other personal information is optional.
Choose the Communication tab if you want to enter contact information, such as addresses and phone numbers.
Note: It is mandatory for Belgian users to select the preferred correspondence language in the Communication field on this tab.
Enter application information in the Assignment, Compensation, and Schedule tabs, as required.
See: Entering Employment Information, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Enter information in any other tabs that may have been created for your localization. For example, many localization teams will include an Extra Information tab to enable you to enter country-specific information.
If you are a UAE user, you must enter the employer name on the Employment Details tab.
Save your work. If you have missed any mandatory information, you are prompted to enter it before the new record is saved.
If a person already exists on your application with the same national identifier, or with the same surname and a first name and date of birth that is either the same or not entered, then a list of values is displayed that shows all the people who share the details. See Multiple Person Records
When you enter an employee or hire an applicant, Oracle HRMS automatically creates a default assignment for that employee. You can view and update the default assignment using the Maintain Employee windows.
To update employee information
In the Summary window, use the Data Organizer to select the employee and choose Show Details.
Set your effective date to the date the information should change.
Choose the Assignment tab. If the employee has multiple assignments you can select a different assignment from the drop-down list.
Select the organization to which you want to assign the employee. By default, the employee has an assignment either to the Business Group, or to the organization to which he or she was an applicant.
Select the job or position for which this person has been assigned.
Select a grade for information or to use grade rates or grade scales to determine the appropriate compensation levels for the employee.
If a location is defined for the Business Group or other organization, it appears as a default. Change this, if required.
Check the Manager check box if the assignment is at manager level.
Enter an assignment number to uniquely identify the assignment. By default, this number is the same as the employee number, for the employee's first assignment.
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
Select the employment category, for example part-time or full time.
Select the name and employee number of the employee's personal supervisor.
Choose the Compensation tab to enter a payroll, salary basis, or salary. The salary basis is the duration for which salary is quoted, such as per month or per year.
Choose the Schedule tab to enter information about normal working hours or probation period for the assignment.
Choose the Military tab to enter information about the military service the employee performed.
Choose the Civil tab to enter the civil defense information for employees.
Choose Correction or Update. Remember to choose Correction if you are correcting information that was created by default.
Save your work.
The workforce headcount report set includes the Workforce Count Report, the Workforce Count Report (Spread Sheet Version) and the Head Count Detail Report. The reports display headcount information for your organization on a local or world-wide basis for the search parameters you specify.
Both of the workforce count reports enable you to access simple workforce information for all organizations within an organization hierarchy and date range you specify. The difference between the workforce count reports is that the Workforce Count Report (Spread Sheet Version) enables you to open the report in a spreadsheet format. The reports display a breakdown of the information using the following headers:
Organization
Rev/Non-Rev
Start (Total)
End (Total)
Net Change
Hires
Terminations
Other (Net)
Important: The dates you specify must fall within one version of the Organization Hierarchy on which you are reporting.
The reports display a count of defined worker types, including all types of contingent and temporary workers. The reports also display transition information, for example the number of new hires and terminations.
The reports return a headcount value for the assignment ID based on either the assignment budget value, or the supplied TEMPLATE_HEAD FastFormula. You can create custom FastFormulas on which to return the headcount values by creating a FastFormula named BUDGET_HEAD. For more information, see Running the Workforce Count Reports, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
The Head Count Detail Report enables you to display detailed headcount information for an organization hierarchy. The report displays a breakdown of the information using the following headers:
Organization
Division
Rev/Non-Rev
Beginning Head Count
Regular
Contract
Temp
New Hires
Offers
Vacant FTE
Termination
Ending Headcount
# Change
% Change
Attrition Rates
Three FastFormulas are supplied with the Head Count Detail Report, that are used to control the output of the report. These are:
HR_PERSON_TYPE_TEMPLATE which maps person types and employment categories to worker types regular, temporary and contract.
HR_MOVE_TYPE_TEMPLATE which maps leaving reason to voluntary or involuntary termination types for employees.
HR_CWK_MOVE_TYPE_TEMPLATE which maps leaving reason to voluntary or involuntary termination types for contingent workers.
If your enterprise has different requirements to those defined in the supplied formulas, then you can create your own FastFormulas to accurately represent the setup of your enterprise. You can define worker type mappings to person type and employment category by creating a FastFormula named HR_PERSON_TYPE. Similarly, you can create your own FastFormula to define leaving reasons by creating a FastFormula named HR_MOVE_TYPE for your employees and HR_CWK_MOVE_TYPE for your contingent workers. If you define a formula with one of these names, then it overrides the corresponding supplied formula when you run the report. For more information, see: Running the Head Count Detail Report, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Before you can create an Employment Certification for a terminated employee, you must complete the following setup steps.
Set up Web ADI to create your data source and report template layout. You upload and link the data source and template to create the report format that you want. Once you have created the report format to meet your requirements, you can use it whenever you need to create an Employment Certification.
Note: Once you have set up the Web ADI to meet your requirements, you can use it whenever you need to run the Employment Certification Report. You do not need to repeat this step each time you want to run the report.
See: Setting Up Web ADI for the Employment Certification Report
Run the Employment Certification Report Generator.
Run the Employment Certification Report using the Hungarian Web ADI Reports menu attached to your responsibility. See: Running the Employment Certification Report
You must complete the following steps to set up Web ADI, prior to running the Employment Certification Report. You must use the Hungarian Web ADI Reports menu attached to your responsibility to run the Employment Certification Report. You can now perform the following steps using this menu.
Create a data source.
Create a report layout template.
Upload the document.
Link the documents.
To create a data source
Select Create Document on the Hungarian Web ADI Reports menu.
In the Viewer list, select Word 2000 and select Reporting.
In the Integrator list, select Employment Certification Report Generator.
In the Layout list, select Employment Certification Report.
In the Content list, select Employment Certification Content.
In the Generator Request ID, select the HU Employment Certification Report Generator ID.
In the Mapping list, select Employment Certification Mapping.
Review the information selected in the previous steps. Click Create Document.
Select Document to download the document to provide the data source.
Save the document to a temporary directory.
To create a report layout template
Open Microsoft Word.
Use the previously downloaded data source to create the report layout template. Use the Microsoft Word Mail Merge facility to create the format you want.
Select the required fields using the Mail Merge toolbar to include in the report layout template.
Save the report layout template to a temporary directory.
To upload the document
Upload the report template Word document to the database.
Use the HR ADI Document Upload page.
Choose Upload New Document on the Document Manager page.
Browse to select the data source.
Select the category as Termination.
To link the documents
Select Manage Document Links.
Select Integrator as HU Employment Certification - click Go.
Click the Link icon next to the layout you want to link to your report template. A list of documents that have been uploaded to the database appears (you can restrict the list of documents by using the Search feature).
Select the template.
You run the Employment Certification Report Generator as part of the process for creating the Employment Certification for terminated employees.
Run the Employment Certification Generator in the Submit Request window.
To run the Employment Certification Report Generator
Select HU Employment Certification Report Generator in the Name field.
If the Parameters window does not open automatically, click in the Parameters field.
Enter the start and end dates. The process lists all employees whose actual termination date falls within the specified dates.
Optionally, select the Payroll. If you enter the payroll, all employees associated with the payroll are listed.
Choose the Submit button.
You run this report to create the Employment Certification for terminated employees. The report lists an employee's personal, job and pension information. This includes :
Employee name and birth name
TAJ Code (social security code)
Place and date of birth
Hire and termination Dates
Sickness holiday information
Lump sum settlement paid and MAV 50% Railway benefit taken (if applicable)
Private Pension and Voluntary Pension Fund information
Use the Hungarian Web ADI Reports menu to run the report.
To run the Employment Certification Report
Select Create Document Link on the Hungarian Web ADI Reports menu.
In the Viewer list, select Word 2000 and select Reporting.
In the Integrator list , select HU Employment Certification Report Generator.
In the Layout list select Employment Certification Report.
In the Content list, select Employment Certification Content.
In the Generator Request ID list, select the HU Employment Certification Report Generator process ID.
In the Mapping list, select Employment Certification Mapping.
Review the information selected in the previous steps. Click Create Document.
Select Document to download the Employment Certification Report for terminated employees.
Employers provide yearly updates to the Draft Agency about the employees permitted to stay or leave the organization during war. The Draft Agency uses this information to approve the list of mandated employees. Run the National Defense Report to generate a list of employees permitted for National Defense.
The National Defense Report displays the name and address of the organization and the Draft Agency that you report. It includes personal information of the employees such as:
Full Name
Date of Birth
Mother’s Maiden Name
Job
Address
You run this report only for employees who have an active primary assignment and whose mandate code is I (mandated). You can sort the report using the employee's full name.
You run reports from the Submit Request window.
To run the National Defense Report
In the Name field, select National Defense Report.
Click in the Parameters field to open the Parameters window.
Enter the effective date for which you want to see the report.
Enter the name of your organization.
Choose the Submit button.