You represent your enterprise using key organization structures in Oracle HRMS. These structures provide the framework so you can perform legal reporting, financial control, and management reporting. You can set up these organization structures yourself, or use the Configuration Workbench.
The Configuration Workbench delivers an integrated configuration management toolset for HR systems and assists in the evaluation, configuration, deployment, and maintenance of HR applications. The workbench suggests a basic structure of organizations for your enterprise based on configuration models.
See: Configuration Models for Your Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide
Once the basic enterprise structure is set up, you add the additional organizations and locations that exist in your enterprise. You define the internal organizations that represent your internal divisions and departments, and you define the external organizations that represent the organizations outside of your enterprise. For example, you can set up an external organization to represent the tax office for which your enterprise uses for reporting purposes.
You can use organizations to represent many levels of your enterprise, from the highest level of organization that represents the whole enterprise, to the lowest level of organization that represents a section or department.
See: Extending the Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide
See: Organization Classifications, Oracle HRMS Enterprise and Workforce Management Guide
See: Setting Up Organizations, Oracle HRMS Enterprise and Workforce Management Guide
The business group represents a country in which your enterprise operates. You create it as an organization in Oracle HRMS, but it does not represent a specific organization within your enterprise structure, and you do not include it in your organization hierarchies. A business group enables you to group and manage data in accordance with the rules and reporting requirements of each country, and to control access to data.
The critical factors for deciding when to use a separate business group, or an international business group, are based on the following factors:
If you use Oracle Payroll
The number of people you employ in a country
If you require legislative support for Oracle HR
Generally the laws are so different in each country that to be compliant, there must be a different business group for each country in which an enterprise has employees.
An operating company represents a division or line of business within your enterprise that is legally registered for reporting in at least one country. An operating company is a holding company, a company within a company.
The ultimate legal entity represents the enterprise, and typically, the enterprise is the highest (global) level of a business organization. The ultimate legal entity is the parent company or organization for all its subsidiaries and divisions. Oracle HRMS represents the ultimate legal entity with the GRE/Legal Entity organization classification.
A legal entity represents the designated legal employer for all employment-related activities. The legal authorities in a country recognize this organization as a separate employer. In an organization hierarchy, a legal entity may report to an operating company or to the ultimate legal entity.
A legal employer is a legal entity that is responsible for employing people in a particular country. Therefore, if you employ people in a country, then you must have at least one organization classified as a legal entity and a legal employer.
The Configuration Workbench classifies an organization as a GRE/Legal Entity where your enterprise operates in a country, and classifies it as an Employer if you employ people in that country also. For example, you can have a legal entity in a country where you do business, but do not employ people in that country.
A consolidated legal entity acts on behalf of multiple operating companies that are not legally registered, or simply on behalf of the enterprise in a country. You typically use the consolidated legal entity for when you have multiple operating companies in your enterprise, but for the purposes of consolidation, you group the information into one organization. For management reporting purposes, the organizations below the consolidated legal entity in an organization hierarchy, such as, your departments and sections, can report to any organization in the enterprise. However, for legal reporting purposes, they report up to the consolidated legal entity.
For information on how to model your enterprise using the key organization structures, see: Configuration Models for Your Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide
For each classification you set up you can enter additional information. This information can be different for each classification.
For business group see: Business Group
For HR organization see: HR Organization
For representative body see: Representative Body
For constituency see: Constituency
For bargaining association see: Bargaining Association
For company cost center see: Company Cost Center
For professional body information see: Professional Body Information
For legal employer see: Legal Employer
See Classification and Additional Information Types, Oracle HRMS Enterprise and Workforce Management Guide if you need to check which classification to select.
To enter Business Group additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Business Group Information, see: Entering Business Group Information, Oracle HRMS Enterprise and Workforce Management Guide
Budget Value Defaults, see: Business Groups: Entering Budget Value Defaults, Oracle HRMS Enterprise and Workforce Management Guide
Work Day Information, see: Business Groups and HR Organizations: Work Day Defaults, Oracle HRMS Enterprise and Workforce Management Guide
Benefits Defaults, see: Business Groups: Defining a Default Monthly Payroll, Oracle HRMS Enterprise and Workforce Management Guide
PTO Balance Type, see Business Groups: Selecting a PTO Balance Type, Oracle HRMS Enterprise and Workforce Management Guide
Recruitment Information, see: Business Groups: Entering Recruitment Information, Oracle HRMS Enterprise and Workforce Management Guide
Payslip Information, see: Entering Payslip Information, Oracle HRMS Enterprise and Workforce Management Guide
Self Service Preference Information, see: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter HR organization additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center., Oracle HRMS Enterprise and Workforce Management Guide
Costing Information, see: HR Organizations: Entering Costing Information, Oracle HRMS Enterprise and Workforce Management Guide
Parent Organization, see: HR Organizations: Entering Parent Organizations, Oracle HRMS Enterprise and Workforce Management Guide
Work Day Information, see: Business Groups and HR Organizations: Entering Work Day Defaults:, Oracle HRMS Enterprise and Workforce Management Guide
Payslip Information, see Entering Payslip Information, Oracle HRMS Enterprise and Workforce Management Guide
Self Service Preference Information, see Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide
Related Organizations Information, see: Entering Related Organizations Information for an HR Organization, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter representative body additional information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Representative Body Information, see: Entering Representative Body Information, Oracle HRMS Enterprise and Workforce Management Guide
Constituency information, see: Entering Constituency Information for a Representative Body, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter constituency additional information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Location, see Entering Location Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Organization, see Entering Organization Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Organization Hierarchy, see Entering Organization Hierarchy information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Grade, see Entering Grade information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Bargaining Unit, see Entering Bargaining Unit information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Job, see Entering Job information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Collective Agreement Grade, see Entering Collective Agreement Grade information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter bargaining association information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Trade Union Information, see: Entering Trade Union Information for a Bargaining Association, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter company cost center information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
GL Company Cost Center, see: Entering GL Company Cost Center Information for a Company Cost Center, Oracle HRMS Enterprise and Workforce Management Guide
Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center., Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter professional body information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Professional Body Info, see: Entering Additional Information for a Professional Body, Oracle HRMS Enterprise and Workforce Management Guide.
Repeat these steps to enter further information.
To enter legal employer additional information
Click on the organization classification for which you want to enter additional information.
Click the Others button to open the Additional Organization Information window.
Select one of the following:
Company Information, see: Entering Company Information for a Legal Employer
OKVED Code Details, see: Entering OKVED Details for a Legal Employer
Repeat steps 2 and 3 to enter further information.
Use the Company Information window to enter information about the company. The application uses this information to generate various statutory reports.
To enter company information
In the Organization window, query the Legal Employer. In the Organization Classifications region, select Legal Employer, choose Others, and select Company Information.
Click in the field of the Additional Organization Information window to open the Company Information window.
Enter the name of the company.
Select the head of the organization, who is one of the organization’s managers.
Enter the date when the organization registered itself with the tax authority.
Enter the organization's Individual Tax Payer's Number (INN).
Enter the KPP code. The tax authority provides this code to the company during registration.
Enter the company’s Statutory Pension Insurance Fund registration number.
Enter the company’s Social Insurance Fund registration number.
Enter the company’s registration number in the Obligatory Medical Insurance Fund. The regional tax authority provides this number.
Enter the OKPO (All Russian Classification of Enterprises and Organizations) code.
Enter the OKOGU (All Russian Classification of Public Authorities and Management) code.
Select the OKATO (All Russian Classification of Subjects of Administrative and Territorial Division) code.
Select the OKFS (All Russian Classification of Forms of Ownership) code.
Select the OKOPF (All Russian Classification of Forms of Legal Entity) code.
Enter the OGRN number. OGRN is the company's Main Statutory Registration Number.
Select the company’s bank details, including bank account number, bank name, and BIK (bank registration) code.
Save your work.
Use the OKVED Code Details window to enter information about the company's activity types. OKVED is the All Russian Classification of Company Activity Types. This code identifies the category, group, and type of jobs in a company. This information helps the statutory authorities in calculating tax payments for the organization. The application uses the information to generate various statutory reports.
To enter OKVED code details
In the Organization window, query the Legal Employer. In the Organization Classifications region, select Legal Employer, choose Others, and select OKVED Code Details.
Click in the field of the Additional Organization Information window to open the OKVED Code Details window.
Enter the OKVED code of the company.
Note: Depending on the types of activities, a company can have multiple OKVED codes. For example, a company can have more than one line of business. In such a case, use the additional rows to enter multiple OKVED codes.
Save your work.
You use the Work Incidents window to enter information about the work incident in which a person was involved.
To enter work incident information
Enter information about the incident:
Enter a unique reference number for this incident.
Enter the date on which the incident occurred.
If the incident occurred over time, enter the date on which the incident was identified or reported.
Select the type of incident that occurred.
Enter the time at which the incident occurred, if known.
Check the check box if the incident occurred over a period of time. For example, check this box if the incident was a gas leak.
Select the circumstances of the incident in the Activity field. For example, you can specify if the incident occurred en route to work.
For Russian users only: Activity is not required in Russia, so this field is not available to Russian users. Select the primary and secondary reasons for the incident. For example, you can select violation of industrial discipline as the primary reason and extreme temperatures as the secondary reason.
Enter the date on which the incident was reported.
Enter the reference number for a related work incident. The list is limited to incidents that involved this person and that occurred on or before the date of this incident.
Incident Description
Choose the Incident Description tab.
Enter more detail about the incident:
Select the main cause of the incident in the Hazard field.
Enter the location of this incident, for example, if the incident occurred in the workplace, identify the room and building.
Enter a further description of the incident, if required.
Incident Reporting
Choose the Incident Reporting tab.
Enter the reporting details:
Select the name of the person who reported this incident. You can only select a person who is on the system and who is in the same Business Group.
Select the method used to report this incident, for example, a voicemail.
Enter the date and time when the incident was reported. This cannot be earlier than the date and time recorded for the incident.
Note: You must select the name of the person who reported this incident before you can enter the date and time.
Enter the organization to whom the incident was reported, for example, the local fire station or police.
Enter contact details for anyone who witnessed the incident.
Note: For Russian users:The Incident Reporting tab is not applicable.
Official Notifications
Choose the Official Notifications tab.
Enter the official notification details:
Select the name of your organization's health and safety representative and enter the date on which they were notified of the incident
Describe any remedial action that was taken (or is planned) as a result of this incident.
Select the organization and person that are the representative body for this person and enter the date on which they were notified of the incident
Note: You must select the representative body organization before you can enter the person and reporting date.
See: Entering Representative Body Information, Oracle HRMS Enterprise and Workforce Management Guide
Medical Details
Choose the Medical Details tab.
Enter any medical details:
Select the type of injury and/or disease caused by the incident.
Enter any further description of the injury or disease.
Check the box if the person received medical attention as a result of this incident. Then enter the name of the physician and/or the contact details for the hospital that was consulted or that provided treatment.
Note: If treatment was provided by an internal organization or person, for example, an occupational health organization or a first-aid officer, enter the details into the Hospital Details field.
Note: For Russian users:The Medical Details tab is not applicable.
Other Information
Choose the Other tab.
Enter other information about this incident:
If compensation was awarded for this incident, enter the amount. Then select the currency for the compensation amount. The Business Group's currency is shown as the default.
Note: If you enter a compensation amount, the Currency field cannot be left blank.
Enter the date on which the compensation was given.
Enter the job the person was doing at the time of the incident. The list is limited to jobs with effective start dates before the incident and effective end dates, if any, after the incident.
Enter the time the worker began work on the day of the incident.
See:Defining a Job, Oracle HRMS Enterprise and Workforce Management Guide
Note: If the person was involved in this incident prior to joining your enterprise, leave the Job field blank.
Check the Resulted in Absence? check box if the person was absent from work as a result of this incident.
Enter further information about this work incident in the Further Information field if it has been set up by your Oracle localization team.
For Russian users only, see: Entering Work Incident Information
For Mexican users only: Select the type of risk from the available list-of-values.
Save your changes.
If a medical assessment is required as a result of this incident, you can choose the Medical Assessment button to open the Medical Assessment window and to enter the details of the assessment. If you enter a medical assessment in this way, its type is Occupational Assessment and it is automatically linked to this incident.
Use the Further Work Incident Information window to enter additional information about the work incident. The application uses this information to generate statutory reports.
To enter further work incident information
In the Work Incidents window, click in the Further Information field to open the Further Work Incident Information window.
Select the general category of the equipment used during the incident. For example, Agricultural machines is a general category.
Enter the name of the equipment.
Enter the type of the equipment.
Enter the trademark of this equipment.
Enter the year of production and name of the producer of this equipment.
Select the type of intoxication responsible for the accident, if applicable.
Enter the level of intoxication.
Select the name of the person heading the investigation committee.
Enter the name of the injured person's organization. By default, this value is the name of the current employer.
Select the name of the person responsible for enforcing safety rules in the work place.
Save your work.
HRMS enables you to enter detailed disability information for the people in your enterprise.
You use the Disability window to enter this information.
Note: If you want to record that a person is registered as disabled, but you do not need to hold information about that disability, you can just check the Registered Disabled check box on the Personal tab in the Person window.
See: Entering a New Person (People Window)
To enter disability information
Set your effective date early enough to handle any historical disability information that you want to enter.
Note: If you want to associate this disability record with an existing medical assessment or work incident, your current effective date must be later than the assessment and incident dates. Ask your system administrator to enable the Work Incidents and Medical Assessments windows if they are not available.
Select the category of disability, for example, Severely Disabled.
Enter into the FTE field the full-time equivalent that this person represents towards your enterprise's quota of disabled employees. If no quota scheme exists, then leave the default value as 1.00.
Note: You can enter a number that is greater than 1.00, depending on the level of disability.
The actual figure will normally be provided by the official disability organization.
Select the status of this disability information.
Active: This information will be included in reports. You cannot enter an Active status if the record has an end date.
Inactive: This information will not be included in reports.
Pending: This information is not yet complete because you entered it before you entered the medical assessment confirming this disability (where the consultation result was Disability.)
Closed: This information has an end date because the person no longer has this disability.
For Russian users only: Disability status is not applicable in Russia, so the Status field is not available to Russian users. Instead, select the type of disability. You can find this information in the disability certificate provided by the Office of Medical Examination. The application uses this information to calculate any tax benefits and deductions for the employee.
Select the reason for the disability, for example, Occupational Incident. If the disability was diagnosed as the result of a medical assessment, select Occupational Assessment.
Enter the percentage of disability as determined by the official assessment of this disability.
For Hungarian and Spanish users only: The degree of disability depends on the category of disability. For example, if the person's disability category states that the disability decreases the work capacity by 50%, enter 50 as the percentage.
Select the incident that is related to, or caused, this disability. The list of incidents is limited to incidents that occurred before the current effective date of this disability. When you select an incident, its date is displayed automatically.
Select the medical assessment that recorded this disability.
The list of assessments is limited to assessments that:
have a result of Disability
have a consultation date that is earlier than the current effective date of the disability
are not already linked to a disability record for this person
were linked to any incident that you selected in the previous step
To link an incident to an assessment, see: Entering Medical Assessments, Oracle HRMS Enterprise and Workforce Management Guide
This field is not datetracked.
Entering Disability Registration Information
Choose the Registration tabbed region to enter the disability registration details.
Enter into the ID field the registration number assigned by the disability organization.
Select the name of the official disability organization with whom the person's disability is registered.
You create disability organizations in the Organization window, selecting the Disability Organization classification.
See: Creating an Organization, Oracle HRMS Enterprise and Workforce Management Guide
Enter the date on which the employee was registered as disabled with the disability organization and the date on which this registration expires.
Japanese users only: Select the confirmation method by which the disability was confirmed (by the employer).
Entering Additional Disability Information
Choose the Other tabbed region to enter additional details about this disability.
Enter a description of the disability.
For Russian users only: Disability description is not applicable in Russia. Instead, enter the job conditions under which the disabled employee can work. You can find this information in the disability certificate provided by the Office of Medical Examination. You can use this information to identify suitable assignments for the disabled employee.
Enter information about the work restrictions that the employee is subject to as a result of their disability.
Enter further information about this disability if the Further Information field has been set up by your Oracle localization team.
For Hungarian users only: Record if the employee is blind. The application uses this information to calculate any additional holiday or tax benefit for the employee.
For Indian users only: Indicate if the employee has provided proof of disability, for claiming disability benefits.
For Korea users only: Specify the following:
Disability grade
Effective date of the disability
If a certificate of disability is available or not.
Disabled type
You require this information when the employee is eligible for disable exemption.
For Mexican users only: Specify the following:
Disability ID of any related disabilities
The list-of-values displays all previous disabilities for your employee.
Number of disability days subsidized by the social security agencies
Type of disability
Valid values are:
General Disease
Maternity
Risk Incident
Result of the disability
The Consequence field provides the following options:
None
Temporary Disability
Provisional Initial Assessment
Definitive Initial Assessment
Death
Relapse
Assessment after start date
Provisional re-assessment
Relapse without medical discharge
Definitive re-assessment
Disability control
For Spanish users only: Record if the employee or dependent contact has a condition with reduced mobility. This information affects the employee's tax withholding rate.
For UAE users only: Indicate if the employee's disability will impact their social insurance contribution. Only one disability can be considered for calculating the social insurance contribution.
For Japanese users only: Specify the following:
You require the following information to submit the disability reports to the authorities for statutory purposes.
Degree/Grade - select the degree if the employee is intellectually disabled and the grade if physically disabled.
Confirmation Method - select the confirmation method by which the disability was confirmed by the employer.
Severely Disabled - select Yes if the employee has severe physical disability or severe intellectual disability and must be counted as 2 disabled persons for reporting purposes.
Part-time Worker - select Yes if the employee is a part-timer for reporting purposes.
The following information is required for the worker insurance report if the employee is disabled or injured as a result of work accident.
Wa Insurance Disability Grade - select the grade for work insurance purposes.
Insurance Injury and Sickness - select the values for the work insurance purposes.
Save your work.
To set up an assessment to evaluate this disability, choose the Medical Asse. (Assessment) button.
See: Entering a Medical Assessment, Oracle HRMS Enterprise and Workforce Management Guide for more information.
You can make changes to the disability information that you saved previously, but if your disability record includes either incident or medical assessment information, you cannot change or delete this information once you have saved it.