You can define as many Extra Information Types (EITs) as you require to hold information about assignments. This topic lists predefined EITs that you can use.
Note: To be able to access the predefined EITs, you must link the EIT to your responsibility. See: Setting Up Extra Information Types Against a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide
Romania Assignment Information - use this EIT to record the date of signing the contract and the applicable classification of occupations in Romania (COR). Ensure that you have set up the COR values. See: Additional Implementation Steps for Romania, Oracle Human Resources Management Systems Implementation Guide
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 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. 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.
Sending Emails for Personal Information Updates
Your system administrator can configure the application to send emails when you update personal information in the People window. Emails are sent to the email recorded in the Email field in the Office Details tab. See Subscribing to Business Events to Send Emails, Oracle HRMS Configuring, Reporting, and System Administration Guide for more information.
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 e-mail 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, select the Recommended check box.
Select the reason for this recommendation.
To enter further information
Choose the Further Information tabbed region.
If the person was previously known by a different name, then enter the previous last and first names.
Enter the previous numerical person code.
Select Yes or No to indicate whether the employee is a pensioner or not.
Indicate whether the employee is an old age pensioner or a blind pensioner. You can extend the list of values in this field. See: Defining Lookup Values, Oracle Human Resources Management Systems Configuring, Reporting, and System Administration Guide
Select the applicable health insurance unit.
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
To enter schedule information for a person, you can:
Set up extensive availability information such as, shifts, schedules, and calendar events using integrated features from HRMS and Common Application Components (CAC).
See: Setting Up Availability, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Set up holiday calendars, shifts, and work plans in OTL.
See: Time Management Structures, Oracle Time and Labor Implementation and User Guide
Alternatively, you can enter basic schedule information in various areas of Oracle HRMS, such as here in the People window.
Important: The HR 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.
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 Military Service check box if the person is employed in a military service.
The value of this field can impact benefits calculations.
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.
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 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 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.
You can create documents of record, such as work permits, visas, travel documents, and medical certificates, and store them in Oracle HRMS.
You can view, update, and delete stored documents as required.
As an HR Professional, you can search for existing documents using the Search Documents of Record function. Alternatively, you can create and maintain documents for your direct reports or for individuals whose records you can access using the Documents of Record window. The Documents of Record window is available from the People window, from the FastPath menu, and from the Search Documents of Record page.
Note: The Documents of Record functionality is also available from SSHR.
See: Documents of Record, Oracle SSHR Deploy Self-Service Capability Guide
To search for documents of record
Select Search Documents of Record from the Navigator.
Enter your search criteria.
Note: You must enter either a document type, category, or subcategory.
Click Go to perform the search.
From the search results, you can view, update, and delete documents of record.
To create or maintain documents of record for an individual
Either display the person record in the People window and select Documents of Record from the list of navigation options, or select Documents of Record from the FastPath menu and search for a person.
See: Finding a Person Using the Find Person Window, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
The Documents of Record window appears showing any existing documents for the individual. You can create new documents of record and view, maintain, and delete existing documents.
For Romanian users: Ensure that you set up the identity documents. See: Additional Implementation Steps for Romania, Oracle Human Resources Management Systems Implementation Guide
To perform an action on an existing document, select the corresponding icon (Update or Delete).
Note: To view the document in read-only format, click the link in the Type column.
The Update Document of Record page or the Deletion warning page appears.
Alternatively, to create a new document, click Create Document of Record.
The Create Document of Record page appears.
See: Documents of Record, Oracle HRMS Deploy Self-Service Capability Guide
Complete the Create Document of Record page or update the document information, and click Apply.
Close the window.
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.
Oracle HRMS enables you to enter further contract information required for reporting purposes.
To enter further contract information
Query the contract in the Contract window.
Click in the More Information field to open the Further Contract Information window.
Select the legal reason applicable to the contract status.
Enter any extra information regarding the contract status.
Enter the employer to whom the contract is applicable based on the contract status.
Enter the applicable employer's VAT number or the numerical person code.
Enter the country where the contract is applicable based on the contract status.
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.
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
To enter schedule information for a person, you can:
Set up extensive availability information such as, shifts, schedules, and calendar events using integrated features from HRMS and Common Application Components (CAC).
See: Setting Up Availability, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Set up holiday calendars, shifts, and work plans in OTL.
See: Time Management Structures, Oracle Time and Labor Implementation and User Guide
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.
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. 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
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 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.
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
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.
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.
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.