Every enterprise must be able to record personal information for its employees, applicants, and contacts. HRMS enables you to enter and update this information using windows based on templates designed for your own working environment. Your system administrator can configure the predefined templates to match your people management processes.
If the template windows are not set up at your site, you can record personal information for all person types on the People and Assignment windows.
Note: The template windows are an efficient way to perform most basic HR management actions, such as hiring, ending an application, and updating assignments. However, the template windows do not support all DateTrack options, so for complex retroactive changes to history, you may have to use the People and Assignment windows.
Your system administrator can set up task flows from the template windows or the People and Assignment windows to give you access to all the windows in which you can record personal and employment information. 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
Supplementary role
Elections
Previous Employment
Documents of Record
Allocated Checklists
You can also use these windows to update people's statuses, for example, from applicant to employee.
Note: The system administrator can create configured versions of the People window and the template windows so that you use each version for certain person types only or for certain functions only (entering employees, entering applicants, or hiring applicants).
Oracle HRMS enables you to easily access all the information you enter about people. There are lots of ways to view information about people held in Oracle HRMS. You can select the approach that best fits your needs. For example, you can:
Use Employee Direct Access to view and update your own personal details using a web browser.
Use Line Manager Direct Access to view information about people in your organization.
Use the Find and Summary windows of the People Management templates to display the people who interest you, then 'drill down', by clicking on buttons, to the information you need.
If the template windows are not set up at your site, you can display the same information using the Find Person window or a People folder.
Use an inquiry window to view specific information about a person, such as employment or absence history.
See: Using Inquiry Windows and Folders, Oracle HRMS Configuring, Reporting, and System Administration Guide
Use QuickPaint to design a report incorporating personal, assignment, application, or compensation information.
See: QuickPaint, Oracle HRMS Configuring, Reporting, and System Administration Guide
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, Oracle HRMS Configuring, Reporting, and System Administration Guide
The predefined person EITs are:
Oracle Student System (OSS) Person Details - records OSS identification data for the student employee. The field Synchronize OSS Data controls synchronization of student employee address and telephone information between HRMS and OSS.
Passport Details - employee's passport number, profession, issue date, expiry date and place of issue.
Residency Details - employee's residency permit number, profession, issue date, expiry date, and place of issue.
Work Permit Details - employee's work permit number, profession, issue and expiry dates, and place of issue.
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 for a person. See: Entering Additional Personal 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. The application uses the first and second last names for display purposes and on all statutory reports.
Select a gender.
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.
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 Workforce Sourcing, Deployment, and Talent Management Guide
Entering Employee Information
Enter the following information if the person is an employee. Otherwise, proceed to step 6.
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 NIF or tax number for a Spanish resident. If the person does not hold a NIF number, you can record either the DNI or NIE number using the Employment tab. See: Entering Additional Person Information
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. The application also uses this information to calculate tax reductions for employees aged 65 and over.
Enter additional birth information into the Town of Birth, Region of Birth, and Country of Birth fields.
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.
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.
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. See: Entering Additional Personal Information
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 maiden name for identification purposes.
Enter the name the person prefers, perhaps a nickname.
Enter the first part of the person's name, such as De, Del la, in the Prefix field. For example, for the person Javier de la Morena, the last name is Morena, the prefix is De la. If you enter the whole name de la Morena in the Last Name field, the name will appear alphabetically under De.
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.
Enter any honors or degrees (BA, MBA, or JD, for example) the person 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.
Enter the number of days the employee usually works in a typical week.
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:
You enter the termination reason of Deceased.
You do not provide the actual termination date.
You do not enter a date of death.
If the person is a student, select the current student status.
In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.
Indicate if the person works for a military service. Check the Military Service box if the person is employed in a military service.
This selection can affect 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.
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. The application uses this information while calculating the social security deductions for employees.
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.
Select the type of identification, for example, the DNI Number, and enter the number.
Specify if the person has contributed towards social security contributions for over 35 years. This information determines an employee's contribution rates on social security.
Specify if the person is under 18 years of age and has the approval to work overtime.
Save your work.
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 information about an employee's contract in the Contracts window. You can attach an electronic copy of any written contract that accompanies the record using the Attachments button. See: Using Attachments, Configuring, Reporting, and System Administration in Oracle HRMS
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.
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, Managing Your Workforce Using Oracle HRMS
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 using the Further Contract Information window.
Entering Further Contract Information
Click in the More Information field to open the Further Contract Information window.
Select the subtype, for example, if the person is on a training or supporting long term employment program.
Enter the number of training hours, if the person for whom you are entering is undergoing a training program. The training could be a classroom program or a distance learning program.
If the contract is for a fixed period, enter the date when it is due to end.
To enter information for a person who is on maternity leave or is transferred to another department, select the subtype substitution. Enter the name of the person.
Save your changes.
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.
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.
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
Statuses enable you to track the progress of your applicants, employees, and contingent workers through your enterprise. If you use Oracle Payroll, they also control how employee assignments are used during a payroll run. Oracle HRMS is installed with a number of predefined system statuses, for which you can set up multiple user statuses.
Note: You do not process contingent workers in a payroll run.
There are four system statuses for assignments:
Active Assignment: For employees and contingent workers you use this status to show that the person is working in accordance with his or her usual conditions of working.
Suspend Assignment: For employees you use this status to show that an employee is on leave of absence, but remains an employee with your enterprise. Similarly for contingent workers the suspend assignment indicates that a contingent worker is not currently working in the assignment they are allocated to. For example, the contingent worker may have taken an unauthorized absence or the assignment may have been suspended due to an internal review.
Terminate Assignment: Use this to show that your enterprise no longer employs the person in that assignment. It can still be possible to make payments through Oracle Payroll for assignments at this status. This status is not available for use with contingent workers.
End: Use this to end any assignment except the primary assignment for an employee or contingent worker with multiple assignments. This status is not recorded on the assignment; it causes the assignment to end. For employees all payroll processing for the assignment is complete and the assignment becomes an historical record.
For information about system statuses for applicants see: Applicant Assignment Statuses, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.
On your system, you can give these statuses different user statuses appropriate to your enterprise. Each system status can have several user statuses related to it. For example, for the system status Suspend Assignment, you could define the user statuses Paternity Leave, Disability Leave, or Education Leave. When you use Oracle HRMS, you only see the user statuses.
Note: Each system status has a predefined user status of the same name.
Primary user statuses help you track the current working circumstances of your employees and contingent workers. You can also define secondary user statuses having no associated system statuses. You can use these for reporting purposes.
Note: The User Statuses you define provide the list of values for Status in the Assignment window. If you want to change any of the predefined default values you must overwrite the User Name.
When you define user statuses, consider how you will use them in reports, inquiries, and processing.
When you use a validation formula to validate entries to element input values, you can make the valid values for an entry dependent on the assignment status.
To use the statuses to control whether the payroll run processes an employee assignment, you choose a Payroll user status of Process or Do not Process for each user status. Additionally, in Oracle Payroll you can set up your pay calculation formulas so that a status change also changes the formula used to calculate the employee's pay. For example, an employee could receive half pay while on Military Leave.
For analysis and reporting purposes, you can set up and use secondary assignment statuses, for employee, applicant and contingent worker assignments. These statuses have no effect on assignment processing.
For example, suppose your primary status Maternity Leave applies to employees both when a child is born and when one is adopted, and you want to study its use in these two cases. To accomplish this you can set up the secondary statuses Maternity Birth and Maternity Adopt, and enter them for employees taking maternity leave.
You enter secondary statuses in the Secondary Statuses window.
To enter reasons for giving secondary statuses to assignments, define valid reasons as values for the Lookup Type EMP_SEC_ASSIGN_REASON (for employee assignments), CWK_SEC_ASSIGN_REASON (for contingent workers), and APL_SEC_ASSIGN_REASON (for applicant assignments).
To enable payroll processing for employees after they leave your enterprise, in your system setup you must do the following:
Set the Termination Rule to Final on the element definition of all elements you want to process after the actual leaving date.
If you use Oracle Payroll and have a Payroll responsibility, you can set the Termination Rule to Last Standard Process for elements whose entries should close down after the last normal payroll run. Set the Termination Rule to Final for elements you want to process as late payments after the last normal payroll run.
Use the Assignment Statuses window to make sure your system has a user status that corresponds to:
the HR system status of Terminate Assignment
the Payroll system status of Process
Your startup data includes the user status Terminate Process Assignment, which matches this definition. Use this status (or your own equivalent status) when you terminate employment or end an assignment.
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.
To enter salary information for an employee
Using the Salary Administration window, you can 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.
Warning: If you change an employee's salary basis to one that uses a different salary element, the employee's existing salary element entry ends. Using the Salary Administration window, you should make a new salary entry for the employee, effective from the date of the salary basis change.
For more information about salary administration, see: Salary Administration, Managing Total Compensation Using Oracle HRMS
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.
Note: The Supplier tabbed region does not display for employees.
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.
Enter the number of days the employees typically work in a month.
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, Managing Your Workforce Using Oracle HRMS
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
Select the contribution group for your employee to determine the maximum and minimum monthly social security contribution. The contribution group you select should correspond to the employee's professional category.
Select the contract applicable to the assignment. The list of contracts includes those entered for the employee with the 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.
To enter work center and section information for an employee
Choose the Work Center tabbed region.
Select the employee's work center. The work center details include the epigraph code for the employee's activity type. This code determines the social security contributions for an employee.
Select the employee's section for internal reporting purpose.
The contribution group and professional category associated with an employee assignment determine the monthly minimum and maximum social security contributions for which the employee is eligible. As the contribution group relates directly to an employee's professional category, you must link them together to ensure accurate social security reporting. You do this using the User Types and Statuses window.
The following table shows the statutory contribution group and professional category mappings.
| Contribution Group | Professional Category |
|---|---|
| 1 | Engineers, College Graduates, Executives not inc. in clause 1.3.c) of Workers Act |
| 2 | Technical Engineers and any staff with a college degree |
| 3 | Admin. and Shopfloor Supervisors |
| 4 | Staff without a College Degree |
| 5 | Admin. Clerks |
| 6 | Subaltern |
| 7 | Admin. Staff |
| 8 | First and second class/category shopfloor worker |
| 9 | Third class/category shopfloor worker and specialists |
| 10 | Construction / temporary workers |
| 11 | Workers below 18 years old |
If your enterprise uses additional professional categories, you must add them as lookup codes to the EMPLOYEE_CATG lookup type before you link them to a contribution group.
See: Adding Lookup Types and Values, Configuring, Reporting and System Admininstration in Oracle HRMS
To link professional categories to contribution groups
Select EMPLOYEE_CATG from the lookup types.
Select your business group. If you do not select the business group, the link is valid for all business groups.
Select the professional category.
Enter a brief description about the category you have selected.
Refer to the table above and enter the code for the category you have selected.
Select Professional Category using the Further Information column.
Repeat steps 3 to 6 for each professional category listed in the table (and for any other professional categories you have created yourself).
Save your work.
You can now select the professional category defined for an employee. See: Entering an Assignment (Assignment Window), Oracle HRMS Workforce Sourcing, Deployment and Talent Management Guide
You store the tax details for employees in the Tax window. The tax information is only valid for the period between the start and end dates you have entered for an assignment.
To enter tax details for an employee
Select the current employment status such as active or retired to determine the employee's tax base.
Select the payment key method and sub-payment key for tax reporting. The application uses this information and the labor relationship to calculate the tax withholding rate for employees. The labor relationship type will have a number of sub-payment key.
Enter the date when the employee changed residence while taking up this employment, if required.
If the employee is married and the spouse is employed, select Other Situation. This option affects the minimum exempt amount for the employee.
If the employee is hired to support the America's Cup event in 2007, select America's Cup 2007. This information affects the special tax deductions and rebates for the employee.
The employee's computed tax withholding rate is displayed when the tax-withholding rate process or a payroll is run.
Save your work.
To enter tax-withholding rate overrides
Enter any annual override values in the Tax-Withholding Rate Overrides region. The figures you enter here override any figures manually entered or calculated by the application. You must run the tax-withholding rate process or the payroll run again to use these new values for computing the tax-withholding rate.
Enter a percentage to override the regular rate used in tax-withholding calculations.
Enter the override amounts for the following:
Contractual Earnings
Deductible Expenses
Irregular Earnings
Spouse Alimony
Child Support
Save your work.
Oracle HRMS for Spain references the Contract Key Relation table to identify the relationship between the contract type and contract key. The contract type and contract key determine the rebates and reductions on the social insurance contributions for which your enterprise and employees are eligible.
To enable the social security administration to identify your enterprise's contract type, you must have a valid contract key for every contract type that applies to your employees. If your enterprise requires any contract keys that have not been predefined for you, you must create them. You do this by setting up the Contract Key Relation table. Then, you map each contract key to a contract status, start reason, contract type, and subtype by entering their values into the same table.
To set up the Contract Key Relation table
You set up the Contract Key Relation table using the Table Structure window.
Enter your effective date.
Query the ES_CONTRACT KEY_RELATION table.
In the Row region, enter a sequence number and contract key.
Repeat the previous step for every new contract key you want to add.
Save your work.
To enter values in the Contract Key Relation table
You do this using the Table Values window.
Enter your effective date.
Query the ES_CONTRACT_KEY_RELATION table.
In the Column region, select Contract Start Reason in the Name field.
In the Values region, map the contract key to the contract start reason:
Select the contract key you created in the Exact field.
Enter the contract start reason in the Value field. You must enter a valid contract start reason code from the lookup type, ES_CONTRACT_START_REASON_UDT.
Repeat the previous step until you have mapped each contract key to a contract start reason.
Save your work.
In the Column region, select Contract Status in the Name field.
In the Values region, map the contract key to a contract status:
Select the contract key you created in the Exact field.
Enter the contract status in the Value field. You must enter a valid contract status from the lookup type, ES_CONTRACT_STATUS.
Repeat the previous step until you have mapped each contract key to a contract status.
Save your work.
In the Column region, select Type in the Name field.
In the Values region, map the contract key to a contract type:
Select the contract key you created in the Exact field.
Enter the contract type in the Value field. You must enter a valid contract type from the lookup type, ES_CONTRACT_TYPE.
Repeat the previous step until you have mapped each contract key to a contract type.
In the Column region, select Subtype in the Name field.
In the Values region, map the contract key to a contract subtype:
Select the contract key you created in the Exact field.
Enter the contract type in the Value field. You must enter a valid contract subtype from the lookup type, ES_CONTRACT_SUB_TYPE_UDT.
Repeat the previous step until you have mapped each contract key to a subtype.
Save your work.
Enter social security and multiple employment information for employees in the Social Security window. The application uses this information in Payroll to calculate and process the social security contributions and to determine the rebates or reductions on the social security contributions for an employee or organization.
You record social security information for employees who have an active assignment with a payroll attached. The social security information is only valid for the assignment, defined by the start and end dates.
To enter social security information for an employee:
Choose the Social Security tabbed region, if it is not selected already.
Enter the employee's social security identifier.
Select the epigraph code for the processing of social security contributions for IA/ID situations. The application uses this code to identify the industrial activity the employee performs and provides the contribution rates for IA/ID situations such as temporary disability, death, permanent disability, and surviving spouse support.
Select the contribution account of your organization for processing the social security contributions. The application uses this account to identify the industrial activity the employee performs and for reporting purposes.
If the employee is performing a temporary task that involves an additional responsibility or risk at work, select Yes in the Epigraph 114 field. The application uses this information to calculate any additional rebate or reduction the employee may be eligible for while performing the job.
Select Yes in the Epigraph 126 field. The application uses this information to record the temporary disability social security deduction contribution.
Select the contract key to determine the rebates and reductions on the social security contributions your organization and employees may be eligible. The values for the status, type, subtype, and start reason appear automatically.
Select the identifier to record the rebate and reduction on social security contributions, and the date the rebate and reduction is effective.
Enter the law that supports the contract type, for example, RD Ley 5/2100 and the date when this law is effective.
Enter a percentage your organization makes towards the social security contribution.
Select the previous employment status of the employee. The application uses this information to calculate the social security benefit available to the employee.
Specify the following fields applicable for an employee that affects their social security contributions. The application uses this information for social security reporting.
Undergoing an employment support program
Disabled and rehired
First contractor
Socially excluded
Underrepresented women
Hired two years after childbirth
Enter a percent for reducing retirement age for social security reporting.
Specify if the employee's contract transferred from an existing employer to a new employer within the specified period.
Select the relationship type, whether an employee is a professional athlete or a sales representative for social security reporting.
Select the relationship date for social security reporting purposes.
Specify if the employee holds multiple assignments in the Multiple Assignment field.
To enter multiple employment information
This tab is only enabled if you have selected Yes in the Multiple Employment field on the Social Security tab. Enter the multiple employment details to distribute the minimum and maximum contribution limits for an employee across assignments.
Enter a percent to distribute the social security contribution amount against each assignment the employee holds.
Note: The total percentage across all assignments must be equal to 100.
Enter the authorization number for each new assignment for social security reporting.
Enter a percentage your organization contributes towards the wage maintenance fund for employees
Enter a percentage for employees and employer contribution associated with non-industrial risk activities. These include contributions towards temporary and permanent disability, death, retirement and survival, healthcare, pregnancy at risk, maternity, and adoption situations.
Enter the amount for minimum and maximum contribution bases if an employee is affected by an industrial accident or industrial disease. This also includes contributions towards death, retirement, and spouse survival.
Save your work.
Every enterprise needs to be able to terminate employees, contingent workers, and applicants.
When an employee or contingent worker leaves your enterprise you terminate them. Oracle HRMS enables you to terminate an employee or contingent worker by entering a termination date. This is the minimum amount of information required for a termination. You can record further information, including:
Reason for termination (including death)
Date notified (employees only)
Final payroll processing date (employees only)
Terminated user person type
Terminated assignment status (employees only)
See: Ending Employment, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
See: Ending a Placement, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If your organization uses multiple assignment functionality, you should take extra care when terminating an employee or contingent worker. If assignment-level security is enabled, you should only terminate an employee or contingent worker if you have access to the primary assignment for that person. To avoid the situation where a manager without access to the primary assignment terminates a person, Oracle recommends that you carry out the termination process in Self-Service Human Resources (SSHR) using the Self-Service Actions functionality.
For more information on security, see: Assignment-Level Security, Oracle HRMS Configuring, Reporting, and System Administration Guide
For more information on the Termination process in SSHR, see: Termination, Oracle SSHR Deploy Self-Service Capability Guide
Each employee and contingent worker in Oracle HRMS must have at least one active assignment.
If a person has more than one active assignment, you can end any of their individual assignments by selecting an assignment status of End or Terminate Assignment for employees, or an assignment status of End for contingent workers, in the Assignment window. (For employees, the assignment status End ends the assignment immediately. The assignment status Terminate Assignment leaves the assignment effective but changes its status from Active to Terminated.) At least one assignment (the primary assignment) must remain active. If you want to end all assignments at the same time (or end the primary assignment), you must terminate the employment or placement, otherwise a warning is displayed.
Mexico only: When you terminate an employee, or an employee's secondary assignment, you must provide a Social Security Leaving Reason.
If you use Oracle Payroll, you can choose to include the employee assignment in a payroll run after the assignment has ended.
See: The Employee Assignment, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
See: Ending an Assignment, 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 projected assignment end date is copied automatically from the purchase order line to the assignment. Otherwise, you can record the projected assignment end date at any time during the assignment.
When you reject an application for employment you terminate the application. Oracle HRMS enables you to terminate a single application from an applicant with multiple applications or terminate all outstanding applications for an applicant. You can terminate applicants even if future changes, such as application status updates, exist for the person after the proposed termination.
If you want to terminate a single application from an applicant with multiple applications you can do this by updating the applicant assignment status to Terminate Application.
If you want to terminate all applications for an applicant you can do this by entering a termination date. This is the minimum amount of information required for this type of applicant termination. You can choose to record further information including:
Reason for rejecting the application
Terminated user person type
Terminated applicant status
See: Rejecting an Application, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
You can also use Oracle HRMS to trigger the generation of a formal rejection letter.
See: Letter Generation, Oracle HRMS Configuring, Reporting, and System Administration Guide
There are a number of reasons why you may want to cancel a termination for an employee or contingent worker. For example, an employee may decide not to leave, the date of leaving may change for a contingent worker, or you may have terminated an employee or contingent worker in error. In each of these cases Oracle HRMS enables you to cancel or reverse a termination.
See: Canceling a Termination, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
The leaving reason you select when terminating employees must map to a Social Security termination or suspension reason to enable you to complete the termination process, so you must link these reasons. You do this using the User Types and Statuses window.
The following table shows the termination reason and statutory Social Security reason mappings.
| Leaving Reason | Social Security Termination or Suspension Reason |
|---|---|
| Deceased | Death |
| Disability | Retirement |
| End of contract | Non-Voluntary Resignation |
| Gross misconduct | Non-Voluntary Resignation |
| Maternity | Maternity |
| Retirement | Retirement |
| Redundancy | Non-Voluntary Resignation |
| Mutual agreement | Voluntary Resignation |
| By contract | Non-Voluntary Resignation |
| By employee's initiative | Voluntary Resignation |
| Loss of contracting legal status by party | Non-Voluntary Resignation |
| Act of God | Non-Voluntary Resignation |
| Major lay-off | Non-Voluntary Resignation |
| By employee's initiative with a reasonable cause | Voluntary Resignation |
| Other legally accepted reasons | Other Reasons |
| Military/Draft | Military/Draft |
| Taking Public Office | Non-Voluntary Resignation |
| Termination at end of Temporary Disability period | Termination at end of Temporary Disability period |
If your enterprise uses additional leaving reasons, you must add them as lookup codes to the LEAV_REAS lookup type before you link them to a Social Security termination or suspension reason
See: Adding Lookup Types and Values, Configuring, Reporting and System Admininstration in Oracle HRMS
To link termination reasons to social security reasons
Select the name LEAV_REAS from the lookups.
Select your business group. If you not select the business group, the link is valid for all business groups.
Select the termination reason.
Enter a brief description about the reason you have selected.
Refer to the table above and select the Social Security reason for the leaving reason you selected.
Select the Statutory Termination Reason using the Further Information column.
Repeat steps 3 to 6 for each leaving reason listed in the table (and for any other leaving reasons you have created yourself).
Save your work.
You can now terminate an employee using the new leaving reason. See: Ending Employment
If an employee is leaving your enterprise or agency, you terminate him or her in the Terminate window.
The ex-employee's records remain in the application. You can reinstate, or rehire, the person to create a new period of service.
Be aware that many Oracle Applications work with employees as of dates in the future. This means that any future date terminations you enter here will be reflected and the employee with the future dated termination will not be available in such cases. You should take this into account when dealing with terminations where the end date is a sensitive piece of information.
The Final Process date is the last date on which you can process payments for a terminated employee, if you are using Oracle Payroll. To process unanticipated late payments or to make corrections, you can change the Final Process date, provided the new date does not conflict with other information held for the employee.
See: Updating an Employee's Final Process Date, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Note: If you perform a back-to-back rehire an ex-employee person type will not be recorded for the employee's first period of service. This is because there is no period of time when the employee exists as an ex-employee.
See: Rehiring an Ex-Employee, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
You can also reverse a termination reinstating elements assigned to the employee prior to termination action being taken.
See: Canceling a Termination, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Note: If you mistakenly add someone to the application or you want to remove all records for an ex-employee, you can delete the person in the Delete Person window. However, you cannot delete an employee whom Oracle Payroll has processed in a payroll run.
See: Deleting a Person from the System, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If you mistakenly hire an applicant, you can cancel the hire in the Person window.
See: Canceling a Hire, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
To terminate an employee
Optionally, enter the reason for the termination. You can define valid reasons as values for the Lookup Type LEAV_REAS. The leaving reason must match a statutory Social Security reason.
Note: When you enter the termination reason of deceased and an actual termination date, if an employee's date of death has not been entered in the Other Information tabbed region of the People window, it is set to the actual termination date.
To enter vacation information
If the Additional Periods of Service Information window does not appear automatically, click in the Further Information field. You enter vacation information to calculate the amount the employee may be eligible for due to the vacation accrued within the organization. The application uses this information for the Company Certificate Report.
Specify if the employee has accrued any vacation in the current employment.
Enter the number of vacation days accrued, taken, and owing to the employee.
Enter the dates for the period of accrued vacation.
Enter the termination dates. Only the Actual date is required. This is the date when the employee's person type changes. Enter the last working day in the Last Worked field. The Notified and Projected dates are for information only. The Last Standard Process date is the last date for normal processing. The application closes the element entries on the Last Standard Process date, the Actual date, or Final Process date, depending on how you have defined the elements.
For the Final Process date:
If you need to process pay for the employee after his or her termination, set the Final Process date later than the Actual date, or leave it blank.
If you do not need to continue processing, set the Final Process date to the Actual date.
Note: The Final Process field is enabled at all times, you can change the value subject to other information held for the employee.
Select a terminated user person type in the Type field.
Note: The Type field is only enabled when the Actual date is entered for the first time. When you enable the Type field it is populated by the default value for your system person type of Ex-employee.
The person type you select is assigned to the person's record following termination. The person type is displayed as the Actual date plus one day.
Select a terminated assignment status in the Status field.
Note: The Status field is only enabled when the Actual date is entered, the Final Process has not been entered or the Final Process date has been entered but is different to the Actual date. When you enable the Status field it is populated by a default value.
The terminated assignment status you select is used for the primary assignment. This assignment status is displayed as the Actual date plus one day. If you update the primary assignment status the termination window will still display the status as the Actual date plus one day.
When the information is complete, choose the Terminate button to complete the termination.
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 their gender and date of birth.
For UAE users only: Additionally, you must enter the father, grandfather, and family name.
For Romanian users only: Enter the Numerical Person Code (NPC/FRN) as the identification information.
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.
Enter details about the different contacts for your employee in the Contact Relationship fields.
For Japanese users only: You can view the masked personal number of the employee's dependent if the number has been entered using the self service pages.
To enter contact relationships
Select the contact relationship, for example child or spouse.
Enter the start and end date (if known) of the relationship.
Note: For Dutch users only, if you set up a spouse as a contact for an employee, whose full name format includes partner's prefix and surname, the full name of the employee changes automatically based on the spouse's name, if the contact relationship covers the employee's full period of employment. If it does not cover the full period the changes to the full name of the employee must be set manually on all datetrack records.
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.
Enter further information about the contact if your localization team has setup the configuration of the further information field.
For Spanish users only: Record if the contact (disabled dependant or a dependant) is financially dependent on the employee. The application uses this information to calculate the tax reductions the employee may be eligible for. You can also record if the employee is a single parent as this affects the employee's the tax-withholding rate.
For Russian users only: If the contact type is child, indicate whether the child is in full-time education. The application uses this information to calculate the employee's tax reductions. You must also record any disability information for the child contact, as this affects an employee's social security contributions, tax, and leave benefits.
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, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
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, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
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
Select the employment category, for example part-time or full time.
Select the professional category, for example administration clerk or civil servant.
Select the contribution group that corresponds to the professional category.
Select the name and employee number of the employee's personal supervisor.
Select the work center and section to which the employee belongs.
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, probation period and the number of days an employee typically works in a month for the assignment.
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
Follow these steps to set up the following statutory reports:
Spanish Company Certificate Report
Spanish RED System: New Hires, Leavers, and Contract Changes Report
Spanish Company Certificate Report:
Run the Spanish Company Certificate Report Generator Process to select the relevant information to include in the report.
See: Running the Spanish Company Certificate Report Generator
Run the Spanish Company Certificate Report.
Spanish RED System: New Hires, Leavers, and Contract Changes Report:
Set up the Spanish RED System Reports to enable the use of dynamic triggers.
Run the Spanish RED System: New Hires, Leavers, and Contract Changes Report Generator process to create the report. The report lists any workforce and contract change information.
See: Running Spanish RED System: New Hires, Leavers, and Contract Changes Report Generator
Run the Spanish RED System: Data Lock Process to lock the reported data such that the application does not select the data again.
You can produce the Spanish Company Certificate for terminated employees or employees on leave by running the Spanish Company Certificate report. The report includes information about the organization, the employee's personal and social security information. If an employee has accrued any vacation or has taken any vacation, the report also contains these details.
The report includes the following information:
Company name, address, and contribution account code
Employee name and address
National Identifier (DNI) or Passport Number
Social Security Identifier
Professional Category and contribution group
Occupation
Hire and end date of employment
Contract End Date
Reason for Leaving
Vacation accrual information
Temporary Disability information
Employee Contribution Bases Data
Company Certificate Issued due to Sickness
Run report in the Submit Requests window.
To run the Spanish Company Certificate Report
Select Spanish Company Certificate Report in the Name field.
If the Parameters window does not open automatically, click in the Parameters field.
Select the archive request ID for Spanish Company Certificate Report Generator Process. Only if you have previously run the Spanish Company Certificate Report Generator Process, you can select the archive id.
Select the Legal Employer to which the employee belongs. If you do not select the employer, all employees terminated or employees on leave within the specified dates are reported.
Select the employee name, if you want run the report for a particular employee.
Choose the Submit button.
You run the Spanish Company Certificate Report Generator for employees terminated or on leave within the specified date range. This ensures that the data remains unchanged while you run the reports the next time. You can use this data to produce Spanish Company Certificate Report.
You run the Spanish Company Certificate Generator in the Submit Requests window.
To run the Spanish Company Certificate Report Generator
Select Spanish Company Certificate Report Generator in the Name field.
If the Parameters window does not open automatically, click in the Parameters field.
Specify the dates when you want to run the generator process. The report will include all the employees whose actual termination date is within the specified date range.
Select a legal employer for whom you want to produce the report.
Choose the Submit button.
Before you run the Spanish RED System: New Hires, Leavers, and Contract Changes Report, you must follow these steps:
Set up the functional area at the business group and legislation level to enable the use of dynamic triggers. Then group the Dynamic Triggers under the functional area.
Create the functional area ES_SS_REP_FUNC_AREA, specify the legislation code (ES) and the business group.
Select the dynamic triggers from the list under the functional area.
ES_SS_REP_ASG_I
ES_SS_REP_ASG_U
ES_SS_REP_ELEMENT_I
ES_SS_REP_ELEMENT_U
These triggers track changes in the specific columns to the Assignment window in the PER_ALL_ASSIGNMENTS_F table and Element Entry window in the PAY_ELEMENT_ENTRY_VALUES_F table and insert records in the PER_ASSIGNMENT_EXTRA_INFO table.
See: Grouping Dynamic Triggers under Functional Area, Oracle HRMS Configuring, Reporting, and System Administration Guide
Set up the information type for reporting the Spanish Social Security details. Use the Information Type Security window. Query your responsibility and assign the Extra Information Type ES_SS_REP to your responsibility.
See: Setting Up Extra Information Types For a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide
Ensure that you have the primary assignment attached to a Work Center. The work center should belong to a Legal Employer.
Oracle HRMS provides the Spanish RED System: New Hires, Leavers, and Contract Changes report to enable you to submit the workforce and contract changes information to the Social Security Administration using the RED System. You must run the generator process to create the report. You can run the generator process any number of times. Each time you run the generator process, the process creates a new generator ID. This report uses dynamic triggers to ensure it includes in the report employees that meet the following criteria:
New, rehired, or terminated employee
Changes to contribution group such as Admin. Assistant to College Graduate
Changes to contract type or rate, such as set duration to non-set duration
Changes to epigraph code
Run reports from the Submit Request window.
To run the Spanish RED System: New Hires, Leavers, and Contract Changes Report Generator
Select Spanish RED System: New Hires, Leavers, and Contract Changes Report Generator in the Name field.
If the Parameters window does not open automatically, click in the Parameters field.
Enter the date to report any workforce and contract changes that have occurred before that date but since the last data lock process was run.
Select the test flag. Select Yes to enable you to communicate any further changes to the RED System. Select No to report these changes to the Social Security registration database.
Select the legal employer. If you do not select the legal employer, it reports all the workforce and contract changes for all legal employers.
Select the assignment set. If you do not select any assignment set, it reports changes to all the assignments set for this legal employer.
Choose the Submit button.
Use the Spanish RED System Data Lock Process to lock the data reported through the generator process. You can run the generator process multiple times within the reporting date and run the Data Lock Process to lock the data identified with a generator ID. This ensures that the application does not select any workforce or contract change when you run the report again.
Run report from the Submit Request window.
To run the Spanish RED System: Data Lock Process
Select Spanish RED System: Data Lock Process in the Name field.
If the Parameters window does not open automatically, click in the Parameters field.
Select the generator request ID for which you want to lock the data. This is the ID created for the generator process.
Choose the Submit button.