6Hire and Manage Workers

This chapter contains the following:

Overview of the Workforce Lifecycle

The workforce lifecycle covers all stages of a person's association with the enterprise. Human Resource (HR) specialists and line managers perform various tasks in this workforce lifecycle.

Let's see what are the key tasks in a person's workforce lifecycle.

Task Description

Hire people

Hire employees, contingent workers, nonworkers, and pending workers. As a part of this task, you also create the person's first work relationship with the enterprise.

Get people onboard

Manage and track the onboarding tasks assigned to new hires.

Promote and transfer workers

Promote workers. Transfer workers within the same legal employer or to a different legal employer.

Manage worker contracts

Manage contract information in worker assignments.

Calculate seniority dates

Calculate a person's seniority in the enterprise using seniority dates.

Terminate workers

Terminate an employee's work relationship.

Manage direct reports

Add and reassign line reports and reports of other types such as project reports and mentees.

Hire People

You create a person record when you:

  • Hire an employee

  • Add a contingent worker

  • Add a nonworker

  • Add a pending worker

  • Add a contact to the record of another person

Person records continue to exist even when people leave a company. If a person gets rehired, you simply create a new work relationship with the new legal employer on that same person record.

Scenario

Here are some examples of when and how to create person records:

  • You're hiring Alex as a contingent worker. Alex has never worked in your company before. He hasn't been an emergency contact, dependent, or beneficiary of another employee in your company. So his person record doesn't exist.

    You must create a person record for Alex and a work relationship with his legal employer.

  • You're hiring Sonia who was previously employed by your company. Sonia's person record already exists. When you hire her the application pulls out her person record and asks you to confirm that she's the same person.

    To rehire Sonia, you create a new work relationship with the new legal employer on the existing person record.

  • You're hiring Arturo who has been a volunteer mentor in your company for some time. Arturo will continue working as a volunteer after he's hired.

    Arturo already has a person record. To hire him you just need to create a new work relationship. Arturo now has two work relationships with the same legal employer.

  • You're hiring Mary who's an emergency contact of another employee. Although Mary has never worked in the company before, she has a person record because she's a contact of another employee

    If there's enough detail in her person record to identify her, you only need to create her a new work relationship with the legal employer. If not, you create a new person record too.

Rehire a Worker

You create a person record and a work relationship in Oracle HCM Cloud when you hire an employee. When you rehire an ex-worker, you create a new work relationship because the person record already exists in the application. This procedure explains how to rehire a worker. You rehire a worker using the Hire an Employee quick action under My Client Groups tab on the Home page.

Prerequisites

The worker record already exists in the application.

Specify Basic and Personal Information

  1. On the Home page, click the Hire an Employee quick action under the My Client Groups tab.

  2. Select Hire in the Hire Reason field.

  3. Select US 1 Legal Entity in the Legal Employer field.

  4. Enter the last and first name.

  5. Enter the national identifier details.

  6. Click Next.

    Note: The application displays a list of person records, including contacts, contract employees, and previous employees, that match the information provided in the new person record.
  7. Select the person record from the Matching Person Records list and click Continue

  8. Verify the home address and email address.

  9. Click Continue.

Specify Employment Information

  1. Select the I-9 Status. This determines the new person's work relationship.

  2. Select the business unit and the job for which you're hiring.

  3. Select if the person is paid a fixed salary or on an hourly basis in the Hourly Paid or Salaried field.

  4. Select the person's manager in the Manager Details section.

  5. Click Continue.

Provide Compensation and Other Information

  1. Enter the Salary Basis and the Salary Amount.

  2. Add the required roles for the new person. By default, the employee role is assigned.

  3. Review the information provided

  4. Click Submit to complete the rehiring. You can add any missing information by searching for the person and adding the information using the relevant quick action.

Hiring an Employee

You create a person record and a work relationship in Oracle HCM Cloud when you hire an employee. In this example, you will hire an employee, Jennifer Grace to the US1 Legal Entity.

The following table summarizes the key decisions for this scenario:

Decisions to Consider In this Example

What should be Jennifer's salary range?

Jennifer's salary range must be between 40000 to 70000 dollars annually.

Will Jennifer be working from home?

Yes. Although Jennifer's work location is Chicago, but Jennifer will be working from home in Dallas. This information is crucial in processing her payroll.

What roles should be assigned to her?

Employee

Perform the following tasks to create Jennifer's person record:

Specify Basic Details
  1. On the Home page, click the Hire an Employee quick action under the My Client Groups tab..

  2. Complete the fields as shown in this table.

    Field Value

    Hire Date

    4/10/20

    Hire Action

    Hire

    Hire Reason

    Hire to fill vacant position

    Legal Employer

    US1 Legal Entity

    Last Name

    Grace

    First Name

    Gender

    Female

    Date of Birth

    3/12/69

  3. Click the Add Row icon in the National Identifiers section.

  4. Complete the fields as shown in this table.

    Field Value

    National ID Type

    Social Security Number

    National ID

    471-51-8091

  5. Click Continue..

Provide Personal Details
  1. Complete the fields as shown in this table.

    Field Value

    Address Line 1

    113 Hopper

    City

    Dallas

    State

    TX

    ZIP Code

    75206

    County

    Dallas

    If you enter the ZIP code, the application automatically populates the city, state, and county. If there is more than one valid address, all the addresses that are valid for the selected ZIP code are displayed.

  2. Click the Add Row icon in the Phone Details section.

  3. Complete the fields as shown in this table.

    Field Value

    Type

    Home Mobile Phone

    Country Code

    United States 1

    Area Code

    214

    Number

    755-1975

  4. Click the Add Row icon in the Email Details section

  5. Complete the fields as shown in this table.

    Field Value

    Type

    Home E-mail

    Email

    jennifero@wfh.com

  6. In the Legislative Information section, complete the fields as shown in this table.

    Field Value

    Marital Status

    Single

    Highest Education Level

    Bachelor Degree

    Citizenship

    American

    Status

    Active

  7. Click Continue.

Specify Employment Information
  1. Select Not Started from the I-9 Status list.

  2. Complete the assignment fields as shown in this table.

    Field Value

    Business Unit

    US1 Business Unit

    Person Type

    Employee

    Job

    Buyer

    Grade

    Prof03

    Department

    Procurement US

    Working at Home

    Yes

    Worker Category

    White Collar

    Assignment Category

    Full time regular

    Regular

    Regular

    Full Time or Part Time

    Full time

    Hourly Paid or Salaried

    Salaried

  3. In the Manager Details section, select Roth, Calvin from the Name list.

Add Compensation and Other Information
  1. In the Payroll Details section, complete the fields as shown in this table.

    Field Value

    Tax Reporting Unit

    US1 Legal Entity

    Salary Basis

    US1 Annual Salary

    Salary Amount

    55000

    Note that the legal entity must be associated with a legislative data group to enable payroll processing for the employee.

    When you enter the salary, the salary range and compensation ratio are automatically displayed based on the selected grade, if this information is defined when creating the grade.

  2. By default, the employee role is assigned to the user.

  3. Click Continue to review the information.

  4. Review the new hire information and approvers for Jennifer's person record, and click Submit. Jennifer's person record will be created when all required approvals are received.

  5. In the Warning dialog, click Yes.

  6. In the Confirmation dialog, click OK.

In the person record, you can add up to two work email addresses or add none at all. The work email address is stored in the Oracle Identity Store but you can manage it using the security console.

Things to Remember

  • If you have the required access, you can change the primary work email address in the security console. If not, you need to contact your administrator for the change.

  • Any changes made in the security console reflect back in the HCM pages

  • To add a secondary work email address, you must add a lookup value to the EMAIL_TYPE lookup type.

  • You can change the secondary work email addresses in the HCM pages but you can't change the primary work email address.

A person can have only one primary phone. Typically, employees see others' phone details only if it's work related and primary. If you specify a nonwork phone as primary then workers can't see the phone details.

Who can see which phone number is controlled by Oracle's virtual private database policy, which can't be changed

Access Security and Privileges

You can see a coworker's work and nonwork phone numbers if your role has these privileges

  • Manage person phones data

  • View person phones data

  • Report person phones data

It's important to understand these phone lookup codes since the virtual private database policy relies on the lookup codes:

Lookup Code Meaning

W1

Work Phone

W2

Second Work Phone

W3

Third Work Phone

WF

Work Fax

WM

Work Mobile Phone

If you want to change the phone type, keep in mind the lookup code and how the VPD policy works with that lookup code. Lookup codes starting with W indicate the phone number is public and can be viewed by all. Lookup codes not starting with W indicate the phone number is private and can be seen only by people with the required privileges.

You can convert pending workers to employees or contingent workers in these ways:

  • Manually

  • Automatically

Manually: Use the Pending Workers quick action on the My Client Groups tab to convert pending workers. The hire details are populated using the details from the person's pending worker record. You can edit these details and add any additional information before converting.

If you're a human resources specialist, you can use the Quick Convert option in the Actions menu to convert pending workers. You can directly convert a pending worker to the proposed worker type without reviewing the hire details or going through an approval process.

When adding, changing, or converting the pending worker if you can't see the Proposed Person Type attribute, then you need to enable the Proposed Worker Type attribute. You can enable this attribute for the Employment Info region for the Add Pending Worker, Edit Pending Worker and Create Work Relationship actions respectively in the HCM Experience Design Studio.

If you cancel the conversion, or the pending worker record is rejected, the record remains in the application. You need to resume the transaction from your Worklist notification

Automatically: Use the scheduled process, Convert Pending Workers Automatically in the Scheduled Processes work area. The process includes all those pending worker records that have the Include for Automatic Conversion option set to Yes. You specify whether to include a pending worker record in automatic conversion or not when you create the pending worker. You can change this setting later by editing the pending worker record. You can also change the setting for multiple pending workers at one time. On the New Workers to Process page, select the relevant pending worker records and select either of these options:

  • Include in Automatic Conversion

  • Exclude from Automatic Conversion

Candidates from Oracle Taleo Recruiting Cloud Service aren't included in the automatic conversion if there were errors during import.

Note:
  • If a terminated contingent worker is rehired as a pending worker and converted the action is Hire. But, if you're adding a work relationship for the same pending worker, then the action can be any one of these - Add Contingent Work Relationship, Add Employee Work Relationship, Add Non-Worker Work Relationship, Add Pending Work Relationship, and Renew Placement.

  • You can configure the Convert Pending Worker flow using the Create Work Relationship action in the HCM Experience Design Studio.

When you want to automatically convert pending workers, you can run the Convert Pending Workers Automatically process using available conversion criteria. HR specialists can run this process from the Scheduled Processes work area. If you don't select any criteria, then all conversion criteria will be selected by default.

Criteria Action

Conversion Date

Enter the conversion date. The conversion date can be the same as the proposed start date of the pending worker, or number of days before or after this date.

Proposed Worker Type

Select if the conversion is to contingent worker or employee. If you have both then run separate instances for each type.

Country

Select the country for automatically converting pending workers.

Legal Employer

Select the legal employer for automatically converting pending workers.

Business Unit

Select the business unit for automatically converting pending workers.

Department

Select the department for automatically converting pending workers.

Location

Select the location for automatically converting pending workers.

Let's look at how you can use the conversion criteria in the process.

Scenario Action

InFusion enterprise has pending workers spread across legal employers in different time zones. The pending workers must be converted at the beginning of the proposed start date.

  • Schedule the process separately for each legal employer that’s in a different time zone.

InFusion has many pending workers of the type Employee and rarely pending workers of the type Contingent Worker.

  • Schedule two instances of the process, one for the employee worker type, and the other for the contingent worker type.

InFusion has many pending workers in some locations, business units, or legal employers, and very few in others.

  • Schedule two instances of the process: one that runs daily for the selected location, business unit and legal employer with many pending worker; another that runs on a periodic basis for the selected location, business unit, and legal employer with few pending workers.

Examples of Creating Multiple Work Relationships for a Person

When you create a person record, you also create that person's first work relationship. Once a person record exists, you can create additional work relationships with the same or different legal employers. You create a person record in the New Person work area. You manage work relationships in the Person Management work area. Let's look at some valid combinations of work relationships.

Multiple Work Relationships of Different Types with a Single Legal Employer

These work relationships can exist at the same time with the same legal employer because they're of different types.

Work Relationship Type Legal Employer Start Date End Date

Employee

Corporation A

17 November, 2010

None

Contingent Worker

Corporation A

4 August, 2010

12 January, 2012

Nonworker

Corporation A

4 August, 2010

None

Multiple Work Relationships of the Same Type with Multiple Legal Employers

These work relationships can exist at the same time, even though they're all of the same type, because each is with a different legal employer.

Work Relationship Type Legal Employer Start Date End Date

Employee

Corporation A

1 January, 2011

None

Employee

Corporation B

3 April, 2011

None

Employee

Corporation C

17 June, 2012

None

Multiple Work Relationships of the Same Type with a Single Legal Employer

These work relationships can exist with the same legal employer, even though they're of the same type, because they're sequential. If you create the second work relationship before the first is terminated, it will fail.

Work Relationship Type Legal Employer Start Date End Date

Employee

Corporation C

11 October, 2010

17 March, 2011

Employee

Corporation C

19 July, 2011

None

Multiple Work Relationships of Different Types with Multiple Legal Employers

These work relationships can exist at the same time because relationships with a single legal employer are of different types.

Work Relationship Type Legal Employer Start Date End Date

Employee

Corporation A

12 December, 2010

None

Nonworker

Corporation A

12 December, 2010

31 December, 2011

Contingent Worker

Corporation B

14 September, 2010

None

Employee

Corporation C

10 May, 2011

None

Nonworker

Corporation C

15 February, 2011

None

You select a worker type when you create a new person record or work relationship. Because a person can have multiple work relationships of multiple types simultaneously, a person can have multiple worker types at once. You create a new person in the New Person work area. You manage work relationships in the Person Management work area.

Which worker types apply at any time depends on the legal employer context. For example, consider this summary of a single person's work relationships with the enterprise.

Work Relationship Type Legal Employer Start Date End Date

Contingent worker

Corporation A

13 March, 2010

None

Employee

Corporation B

11 June, 2010

20 February, 2011

Nonworker

Corporation C

10 July, 2010

None

Employee

Corporation D

21 February, 2011

None

Contingent worker

Corporation D

21 February, 2010

31 December, 2010

On 1st March, 2011 this person is:

  • A contingent worker in Corporation A

  • An ex-employee in Corporation B

  • A nonworker in Corporation C

  • An employee and an ex-contingent worker in Corporation D

Identifying a Single Worker Type

When a single worker type is needed for a person, the worker type from the person's primary work relationship applies.

When you create a person record, the application searches if a record already exists with the same details.

How Matching Records Are Identified

The application searches based on the last name, first character of the first name, date of birth. and national ID, to find matches. If any two of these criteria produce a match, the record is identified as a match.

  • When at least one national ID value is the same in both records.

  • When at least two criteria match and one criteria is missing.

  • Person records in which the national IDs don't match still appear as matching records if the last name, the first character of the first name, and the date of birth are the same.

Note: If you're a line manager, the application doesn't display those matching records that have a national ID.

Examples of Matching Person Records

You're an HR specialist creating this person record:

First Name Last Name Date of Birth National ID

John

Ward

25 March, 1963

3908-98-128

The application compares these details with those in existing person records and displays these matching person records:

First Name Last Name Date of Birth National ID

Jennifer

Tyler

19 June, 1969

3908-98-128

Juana

Ward

25 March, 1963

5587-43-776

Josie

Ward

 

8721-99-398

Let's see how these people details match:

Contact Name Reason for Match

Jennifer Tyler

The national ID is the same as John Ward.

Juana Ward

  • Same last name and DOB as John Ward

  • Their first names start with same character

Josie Ward

  • Same last name as John Ward

  • First name starts with the same character

Because these two criteria match, the absence of DOB in Josie's record is ignored.

Some employment information is marked as required for all workers and nonworkers. The amount of additional information that you must provide in nonworker assignments depends on the nonworker type. You add employment information for nonworkers using the Add a Nonworker task in the New Person work area.

Nonworker Who Receives No Payments

Ellen Woods is a volunteer in your organization; a government body meets her expenses. She receives no payments from the legal employer, but does report to a manager there. All other information is optional.

Nonworker Who Receives Payments

Todd Granger is a retiree. When Todd retired, you terminated his employee work relationship with the legal employer and created a new, nonworker work relationship with the same legal employer. As a retiree, Todd receives payments from the legal employer. Therefore, Todd's assignment must contain payroll information. The assignment status and person type values on the assignment must also allow payments to be made. All other information is optional.

Nonworker Who Has Other Work Relationships

A person can have multiple work relationships at once, but each relationship is always independent of the others. For the nonworker work relationship, you enter only the information required for that relationship. For example, if the person receives no payments in the nonworker assignments, then you don't provide payroll information for those assignments, even if the person receives payments in assignments of other types.

FAQs for Hire People

When you create a person record, a user account is created automatically if automatic creation of accounts is enabled. If a user account isn't created automatically, then an authorized user can create it on the Security Console or using SCIM (REST) APIs. You can link the account to the person record using the Manage User Account or Create User page.

A person who will be hired or start a contingent worker placement and for whom you create a person record that's effective before the hire or start date.

A pending worker is a person who's yet to start employment and doesn't have a person record in the application. You create a pending worker record with a date that's effective before the hire date.

You convert a pending worker to the proposed worker type when the new hire is confirmed. For example, when a new employee's hire is completed, you convert the pending worker record to an employee record. The pending-worker functions provide greater control of the hiring process than hiring an employee or adding a contingent worker with a future start date.

Note: A person who already has a person record can't be a pending worker.

Yes, you can. You need to update the contact's person record to enter additional information such as an address or a national ID. A person record is created automatically when you submit the associated employee or nonworker record.

Employees and nonworkers can also maintain information about their own contacts.

When you create a person's record, you can identify an emergency contact for the person.

When you edit a person's record, you can add more contacts, any of which can be an emergency contact. If you want to identify a person's contact as a beneficiary or dependent, you need to edit the person's benefits information.

You can create separate assignments for each nonworker role in the same nonworker work relationship. You can select a nonworker person type for each assignment. For example, a nonworker could have three assignments with a single legal employer, two as a paid volunteer, and one as a retiree.

Based on your enterprise settings, the person number is generated after the Add Person transaction is approved. For example, once the transaction is approved, you can see the person number on the Person page.

This is because the person doesn't have a manager currently.

Get New Hires Onboard

How You Manage New Hire Tasks

As a line manager or human resources (HR) specialist, you need to manage your new hire's tasks. Here's where you manage onboarding tasks:

  • If you're a line manager, go to My Team > Onboarding > My Tasks

  • If you're a HR specialist, go to My Client Groups > Onboarding > My Tasks

Your Tasks

As a line manager or HR specialist, you may need to do onboarding tasks for your employees. You can track these tasks on the My Tasks page.

Your Employees' Tasks

On the Employees page, you can see tasks that your employees must do and tasks that others must do for them. For example, an IT department user may be assigned the task of buying a laptop for your employee.

You can see your employee's progress on the tasks and take these actions:

  • Send a reminder to the employee to act on an overdue task. Employees receive a worklist or email notification.

  • Edit the due date to give the employee more time on a task.

  • Add a task by either creating from scratch or selecting a task from the task library. The employee will see this task in the Incomplete Tasks section. Note that you can add tasks even after the checklist is allocated.

  • View progress of tasks assigned to other users.

  • View the task notes.

  • View tasks that are yet to be allocated.

  • Set the task to complete.

  • Set the task to not applicable.

  • Add the task to the calendar.

  • Reassign the task.

  • Remove the task.

  • Reopen the task.

Onboarding Tasks

As a new hire you will have tasks to do when you join a new organization. You go to Me > Onboarding to view, track, and complete your tasks. You can select a task, view the task notes, add a task to your calendar, and mark a task as complete. Your onboarding sponsor could be your line manager, HR manager, or HR representative whom you can contact for help.

Task Actions

Your onboarding could happen in steps, so in each step you will have specific tasks to do and by a specific date. So some steps are enabled and some disabled. Your tasks can be mandatory, like getting your ID card on the first day or optional like signing up for gym membership later. You may also have a locked task. A locked task is tied to another task that you need to complete first. For example, you may be required to sign a confidentiality agreement before you can update personal details in an internal website. If you're unable to complete a task by the specified date, it's marked overdue. Your manager can remind you about such tasks. But, whether it's mandatory or optional, if the task remains open even after the due date it automatically moves to the next step if another step exists.

Manage Allocated Checklists

How You Manage Checklists and Tasks

When you leave or are transferred, you may be allocated a checklist of tasks that you or others have to do. Typically, you will be notified that a checklist task needs your attention. You can go straight to the task from the notification. You use the Checklist Tasks app or Quick Actions menu to act on the task. Alternatively, you can use the deep link in your calendar event to directly go to the checklist task page and access the tasks.

If you're an employee or line manager performing these tasks, here's what you see when you sign in to the Checklist Tasks app.

Checklists and Tasks What You See

Current Tasks

Tasks allocated to you and the ones you need to complete for others.

In-Progress Checklists

Checklists allocated to you and that are in-progress. As a line manager, you see your in-progress tasks and not those allocated to your direct reports.

Completed Checklists

Checklists allocated to you and that are closed. As a line manager, you see your closed checklists and not those allocated to your direct reports.

FAQs for Manage Allocated Checklists

Changes you make in a checklist template don't affect allocated checklists because each allocated checklist is a specific instance of the checklist template. Similarly, changes you make in allocated checklists don't affect the checklist template.

For more information on frequently asked questions, see the Checklists - Troubleshooting Checklists white paper (2662513.1) on My Oracle Support at (https://support.oracle.com)

Task performers can see all enterprise onboarding tasks through the Onboarding app and other checklist tasks using the Checklist Tasks app.

What happens to allocated checklists and tasks when I cancel the work relationship?

If you cancel the only work relationship a person has then the person doesn't get listed in the Allocate Checklists search page. But, the allocated checklists, tasks, and other related data continue to be retained in the checklist tables for that person.

If a new work relationship is created for that person, you can find that person in the Allocate Checklists search page once again. You can then see and manage all the allocated checklists and tasks that were created and updated before that person's work relationship was canceled.

Can I delegate a checklist task?

No, you can't delegate a task. However, if you're a line manager or HR specialist, you can use the Reassign task functionality.

Can I select multiple tasks and mark them as complete?

No, you can't select multiple tasks and mark them complete because the tasks types can be different. For example, certain tasks such as signing a document or updating personal information can be marked complete only by the worker who's the task performer.

Can I select multiple tasks and reassign them?

No, you can't select multiple tasks and reassign because the tasks types can be different. For example, certain tasks such as completing the employee I-9 section or adding emergency contact details need to be done only by the worker who's the task performer and can't be reassigned to any other person.

What happens if I click Upload to Document Records in an I-9 verification task page ?

When you click Upload to Document Records the verified I-9 form is moved to the employee's document records. It isn't available in Document Records if you don't use this option.

Can I include attachments and comments in a checklist notification?

Yes, you can. However, the comments and attachments are stored as part of the notification and won't be accessible from the checklist task.

Promote and Transfer People

Promoting People

You're a human resources (HR) specialist promoting Stacey from a senior consultant to director of learning in the Learning US department. Her manager will remain the same.

The promotion involves these changes for Stacey:

  • New job and grade

  • Increased salary

Let's look at the steps to update the key values for this promotion. For other fields, you can use the default values.

Select Stacey and the Promotion Action
  1. On your home page, select My Client Groups > Person Management.

  2. Search for Stacey Kaufman and select her record.

  3. In the Edit drop-down button, select Update.

  4. In the Update Employment window, enter these values.

    Field Value

    Effective Start Date

    Select the date the transfer takes effect.

    Action

    Promotion

    Action Reason

    Performance

  5. Click OK to proceed.

Update Employment Information
  1. In the Job Details section, enter these values.

    Field Value

    Job

    Director of Learning

    Grade

    Prof04

  2. Click Review to review the changes.

  3. Click the arrow corresponding to Role Requests. In the Roles window, Stacey is automatically assigned the line manager's role because of her new position as director.

  4. Click OK.

  5. Click Submit when you're done with the changes.

  6. Click Yes when you're prompted, and then click OK.

Change Salary
  1. Click the panel drawer and select Manage Salary in the Compensation section.

  2. In the Person Information section, click Propose New Salary.

  3. In the Propose New Salary window, enter these values.

    Field Value

    Start Date

    Select the date the new salary takes effect.

    Action

    Promotion

    Reason

    Performance

  4. Click OK to proceed.

  5. In the New Salary section, click the calculator icon to adjust the salary.

  6. In the Analyze Salary window, enter the adjustment percentage decided by Stacey's manager.

  7. Click OK and then click Continue.

  8. Review the salary increase information. The salary increase will not take effect until all approvers listed in the Approvers section approve the increase.

Complete the Promotion
  1. Click Submit when you're done with the changes.

  2. Click Yes when you're prompted, and then click OK.

  3. Click Done.

Transfer Actions

You can use these actions to move people within the same assignment.

Action How it works

Transfer

Updates the current assignment and leaves the work relationship and any other assignments unchanged.

Local and Global Transfer

If you don't change the current legal employer, the transfer is local and within the same assignment. Local transfer updates the current assignment and leaves the work relationship and any other assignments unchanged.

You can use these actions to move people within the same legal employer.

Action How it works

Add Assignment

Creates an additional assignment leaving the work relationship, primary assignment, and any other assignments unchanged. By default, the additional assignment is nonprimary.

You end the assignment by selecting the End Assignment action.

Temporary Assignment

Creates an additional assignment and suspends the existing assignments. The work relationship remains unchanged.

The status of the existing assignments changes to Suspended- Payroll Eligible by default. You can change this status to any other value or revert to the original status using the Change Assignment flow.

End Temporary Assignment

Ends the temporary assignment and reinstates the original assignments by the specified return date.

Create Work Relationship

Creates an additional work relationship and associated assignment leaving the existing work relationship, primary assignment, and any other assignments unchanged.

If you create an additional work relationship in the same legal employer, you must select a different worker type. This is because the application doesn't allow two work relationships with the same worker type in a legal employer.

You end a work relationship by using the Terminate action.

You can use these actions to move people to a different legal employer.

Action How it works

Global Transfer (For HR specialists)

Ends the current assignment and any other assignments, and ends the current work relationship. You create a new work relationship and a primary assignment within the new legal employer. The new primary assignment has all the data from the old one by default, but you can change it.

This action differs from the Local and Global transfer action in that it enables HR specialists to manage person details as a part of the global transfer.

Change Legal Employer

Ends the current work relationship and creates a new one within the new legal employer.

Creates a new primary assignment and ends the old one. The new primary assignment has all the data from the old record by default, but you can change it.

Local and Global Transfer

If you change the current legal employer, the transfer is global and to a different legal employer. Global transfer can be done in two ways: permanent and temporary. Permanent global transfer ends the current assignment and any other assignments, and ends the current work relationship. Global temporary assignment suspends only the current assignment and doesn't end the current work relationship. You create a new work relationship and a primary assignment within the new legal employer. The new primary assignment has all the data from the old one by default, but you can change it.

Create Work Relationship

Creates an additional work relationship and associated assignment leaving the existing work relationship, primary assignment, and any other assignments unchanged.

If you create an additional work relationship in another legal employer, you have two concurrent work relationships in different legal employers.

You end a work relationship by using the Terminate action.

Global Temporary Assignment

Creates an additional work relationship and associated assignment in the destination legal employer and suspends the existing assignments in the source legal employer. The work relationship in the source legal employer remains unchanged.

You create a primary assignment for the new work relationship in the new legal employer. The status of the existing assignments in the source work relationship changes to Suspended-Payroll Eligible by default. You can change the status of the existing assignments from Suspended-Payroll Eligible to any other value. You can reverse this change in status to the original status using the Change Assignment flow.

You end a global temporary assignment by selecting the End Global Temporary Assignment action and specifying a return date. Consequently, the global temporary assignment is terminated and the assignments in the source legal employer are reinstated automatically on the return date.

End Global Temporary Assignment

Ends the temporary assignment and work relationship and reinstates the assignments with the original legal employer.

Mass Legal Employer Change (For HR specialists)

Transfers multiple employees from different legal employers to the same destination legal employer.

Ends the current work relationships for the employees and creates new ones within the destination legal employer.

Creates new primary assignments and ends the old ones. The new primary assignments have all the data from the old records by default, but you can change it.

Where are the Transfer Actions

You can find the actions in these places:

  • Under Quick Actions on the Home page.

  • All pages where the person smart navigation window is available.

  • (For line managers) Search for your team member in My Team or Directory page, select the Employment action, and then click Edit > Update.

  • (For HR specialists) Search for the person in the Person Management work area, select the Employment action, and then click Edit > Update.

What Happens to Direct Reports

When you transfer managers, they automatically keep their direct reports, even when moving to a new legal employer. But you can change that. As part of the transfer, you can reassign direct reports to other managers. You can also add new reports. And, you can add and reassign reports of other manager types, for example, project managers and resource managers.

Local and Global Transfer

You can transfer the worker within the same legal employer or to a different legal employer using the Local and Global Transfer flow. This flow can be used to do these types of transactions:

Transaction Does the legal employer change?

Local transfer within the assignment

No

Global transfer

Yes, within the same legislation and outside the legislation.

Global temporary assignment

Yes, within the same legislation and outside the legislation

During a permanent global transfer, the worker data is defaulted from the assignment where the transfer is initiated. For more information, see the white paper Changing a Worker's Legal Employer in HCM Cloud (Doc ID 2649381.1) on My Oracle Support (https://support.oracle.com).

Process to Link Source and Destination Assignments for Global Transfer

Use the Migrate Employment Data process to link the source and destination assignments during a global transfer. By linking the assignments, you can view the complete assignment history of the source and destination work relationships.

Here's what the process does:

  • Selects all active workers (employee, contingent worker, and nonworker) who don't have their termination dates populated in the work relationship and for whom the source assignment ID isn't populated.

  • Identifies the source and destination assignment IDs for the selected workers based on these items:

    • Action occurrence ID.

    • Comparison of the assignment start date of the destination assignment and assignment end date of the source assignment.

    Once identified, the process stores the assignment ID of the primary assignment as the source assignment in the destination assignment.

Note:
  • The Migrate Employment Data process will populate the SOURCE_ASSIGNMENT_ID field in the PER_ALL_ASSIGNMENTS_M table only for global transfer.

  • During a global temporary assignment, the assignment ID isn't stored as the source assignment ID.

Points to Consider

  • You can run this process to only link your existing global transfer transactions. Change legal employer transactions initiated from the UI after release 20B will be linked by the application.

  • You can rerun the process, but the process will only select data where the source assignment ID isn't populated for a global transfer action.

  • When you run the process, it includes all active workers and processes their historical records including those from their earlier work relationship. For example, the process will also include the historical records of a currently active rehired worker.

Process Parameter

The Migrate Employment Data process uses the Link Global Transfer assignments parameter. This parameter links the source and destination assignments related to global transfer by updating the PER_ALL_ASSIGNMENTS_M table.

Transferring People

You're a human resources (HR) specialist transferring Ralph Amber, working as a sales representative in the Sales West US department. You're transferring him within the same legal employer to the Sales East US department in New York.

Let's look at the steps to update the key values for this transfer. For other fields, you can use the default values.

Selecting Ralph and the Transfer Action

  1. On your home page, select My Client Groups > Person Management.

  2. Search for Ralph Amber and select his record.

  3. In the Edit drop-down button, select Update.

  4. In the Update Employment window, enter these values.

    Field Value

    Effective Start Date

    Select the date the transfer takes effect.

    Action

    Transfer

    Action Reason

    Reorganization

  5. Click OK to proceed.

Update Job Information

  1. In the Job Details section, enter these values.

    Field Value

    Department

    Sales East US

    Location

    New York

  2. Click Review to review the changes. If you need to make any further changes, click the Back button.

Complete the Transfer

  1. Click Submit when you're done with the changes.

  2. Click Yes when you're prompted, and then click OK.

  3. Click Done.

FAQs for Transfers

No. You can transfer people only if you have access to all of their assignments.

Does a person automatically move to another payroll during a global transfer?

If the global transfer happens within the same legislative data group, then the payroll attributes are defaulted or copied depending on the transaction done by the user. If you use the Local and Global Transfer flow, the payroll attributes are defaulted from the source assignment. If you use the Mass Legal Employer Change flow, the payroll attributes are copied from the source assignment to the new assignment, provided the user hasn't entered any override values.

If the global transfer doesn't happen within the same legislative data group, then the payroll attributes are not defaulted or copied.

Can I use the Global Transfer action for a person with a future termination date?

Yes, the global transfer ignores the future termination date and ends the existing work relationship a day before the start date of the new work relationship.

Can I do a global transfer for a suspended assignment?

Yes, as long as the assignment isn't suspended because of a global temporary assignment.

Can I use the Global Transfer action for a person having a future global transfer or global temporary assignment?

No, you can't globally transfer such a person.

Can I terminate a work relationship with an active global temporary assignment?

No, you must first end the global temporary assignment before you terminate the work relationship.

Can I cancel the work relationship of a person who's transferred to another legal employer?

No, you can't cancel such a work relationship.

How can I correct the global transfer and global temporary assignment start dates?

You can't change these dates directly on the assignment or Edit Work Relationship page. You must first cancel the work relationship that was created as part of the global transfer or global temporary assignment. This removes the global transfer and global temporary assignment records from the original assignment. You can then do the global transfer or create a global temporary assignment on the date you want.

Manage Worker Contracts

Overview of Contracts

The worker's assignment can include contract information which is required by some legal employers. The contract details are for information only; they have no effect on processing. Legal employers can use contracts only if it's enabled at the legal employer level and use any of these employment models:

  • 2 Tier Multiple Contract - Single Assignment

  • 2 Tier Single Contract - Single Assignment

You can associate a contract with an assignment by creating a new contract or selecting from existing contracts. You can use the same contract across assignments only within the same work relationship.

If you create a new assignment for a worker in a legal employer that supports contracts and don't enter contract details, a default contract record is still created in the application.

You can extend the contract period and manage other contract details using the Employment Contracts task. HR Specialists can access this task from the My Client Groups tab under Quick Actions. Line managers can access the task from the My Team tab under Quick Actions. Employees can view their contract information on their Employment Info page.

You can configure approvals for the Manage Contracts business process by using the Manage Contracts approval rule. You can select the type of contract whether its fixed-term, full-time, or seasonal. The values for the contract type field are populated by the user lookup CONTRACT_TYPE.

You can migrate contract data from the assignment to the contract by running the Migrate Employment Data scheduled process. You must run this process only once before you manage contracts using the Employment Contracts task.

How You Manage Contracts

You can associate a contract with an assignment and specify key information such as contract type, duration, and start and end dates. You can extend a contract and manage other details, such as adding, deleting, or editing contract extensions using the Employment Contracts task under Quick Actions.

Note: When you extend a contract, the Employment Contracts task updates the contract end date in the PER_CONTRACTS_F table. The task doesn't update the projected assignment end date in the work terms record.

Associate a Contract With an Assignment

You can associate a new contract with an assignment when doing any of these actions:

  • Hire a person

  • Change the legal employer

  • Transfer a person globally

  • Create a global temporary assignment

  • Create a work relationship

Note: You can create a contract only when you do any of these actions. There's no separate task available for creating a contract.

You can associate a new contract or an existing contract with an assignment under the same work relationship when doing any of these actions:

  • Add an assignment to a work relationship

  • Add a temporary assignment

Extend a Contract

You can extend a contract from the Employment Contracts page by specifying the contract end date or the contract duration. However, you can't extend a contract which doesn't have a contract end date.

  • If you enter the contract end date, the application automatically calculates the duration.

  • If you enter the contract duration, the application automatically calculates the contract end date. This is done by adding the duration to the previous contract end date.

Correct Contract Extension History

You can view the history of extensions made to a contract in the contract details. This table shows the fields in the contract extension history.

Contract Number Extension Number Initial Contract Start Date Contract Start Date Contract End Date Contract Duration Contract Type Description

CONT100010

0

01-Jan-2018

01-Jan-2018

31-Mar-2018

3 months

Fixed

Initial contract record

CONT100010

1

01-Jan-2018

01-Apr-2018

31-May-2018

2 months

Fixed

First extension

CONT100010

2

01-Jan-2018

01-Jun-2018

31-Jul-2018

2 months

Fixed

Second extension

The contract start date isn't a stored value. The application calculates the contract start date by adding one day to the contract end date of the previous extension. For the initial contract record, the contract start date is the same as the initial contract start date.

You can correct records in the contract extension history, but with a few conditions.

You can only correct the contract end date and contract duration fields for the latest contract record (second extension record in the table). This is because any changes that you make to these fields in the initial records aren't propagated to the subsequent future records. This condition ensures that there are no gaps in the contract duration. For example, in the table if you reduce the contract duration to 1 month for the first extension, the contract end date becomes 30-Apr-2018. However, the contract end date for the second extension doesn't automatically change to 30-Jun-2018. You can't delete the initial contract record.

Process to Migrate Contract Data

You must use the Migrate Employment Data process to migrate contract data from the assignment to the contract. You must run this process once before you manage contracts using the Employment Contracts task under Quick Actions.

Note: If you run the process more than once, only records having the period of service ID as null in the PER_CONTRACTS_F table are processed.

Here's what the process actually does:

  • Updates the period of service ID for workers having contracts and for whom the ID isn't populated in the PER_CONTRACTS_F table.

  • Copies the contract end date from the projected assignment end date in the work terms record to the PER_CONTRACTS_F table.

After the process is run, you can check the contract end date in the worker's employment information. The contract end date will be populated for all the rows for which the projected end date is populated in the work terms record.

The process won't create any default contract records for existing assignments even though the assignments are part of a legal employer that supports contracts.

Process Parameter

The Migrate Employment Data process uses the Enhance contract data to enable it's use in the responsive UI parameter. This parameter enhances the contract data by updating the UPDATE_PER_CONTRACTS_F table.

FAQs for Worker Contracts

How are contract numbers generated?

Contract numbers are automatically generated by prefixing the person number with 'CONT'. For example, if the person number is 17040, the contract number would be CONT17040. Subsequent contracts of the assignment would have suffix numbers, for example CONT17040-2, CONT17040-3. You can override these generated numbers and assign contract numbers manually.

Yes, if the employment model that you configured supports contracts.

How can I convert a fixed-employment contract to an open-ended one?

You must set a blank value for the contract end date and the contract duration for the most recent contract extension record. If there is no contract extension, you can make these changes in the initial contract record.

What does the table in the Contract Extensions region show?

The table shows the initial contract and the contract extension records that are used to change the contract duration.

Calculate Seniority Dates

Overview of Seniority Dates

All topics in this section pertain to version 3 (V3) of the seniority dates functionality. You can define and manage the seniority of workers using version 3 of the seniority dates functionality.

You can configure seniority dates using the Configure Seniority Dates task and a fast formula. You can manage them using the Seniority Dates task under Quick Actions.

For more information, see these white papers on My Oracle Support (https://support.oracle.com).

  • Comparison between Different Seniority Dates Versions (2414630.1)

  • Troubleshooting Seniority Dates - Frequently Asked Questions (2676772.1)

  • Calculating Seniority Dates Using Fast Formula (2370526.1)

  • Common Use Cases Configured Using V3 Seniority Dates (2476188.1)

  • Enabling Enterprise and Legal Employer Seniority Dates During Hire (2432162.1)

  • Seniority Changes in V3 Seniority Dates (2446329.1)

  • Seniority Dates Version 1 Frequently Asked Questions (2434532.1)

  • Seniority Dates Version 2 (2438572.1)

Note: If you're using V3 seniority dates, you can't view and manage V1 seniority dates of the legal employer and enterprise on the Work Relationship page.

Seniority date is the basis of calculation of a person's seniority with the enterprise, department, grade, or other entity. You can see the seniority dates on the Employment Info page. In most cases, seniority dates are the same as start dates.

On the Seniority Dates page, you can do these things:

  • View the length of service, history, and other details for each seniority date rule.

  • If the seniority date rule is configured to allow edits, you can update or correct the manual adjustment units.

    Note: Any adjustments made to the seniority dates don't go through an approval since there is no approval configuration available for the Manage Seniority Dates process.
  • After making any adjustments, you can recalculate a person's seniority using the Recalculate Seniority feature.

You can populate seniority dates for all workers by running the Calculate Seniority Dates process.

You may find that a worker's seniority rule isn't displaying on the Seniority Dates page even though the rule is active. This may be due to these reasons:

  • The rule has a filter and the worker doesn't meet the filter criterion.

  • The total length of service for the worker is zero. This could happen for example if the rule is hours-based and you haven't loaded the seniority hours for the worker.

Adjust a Seniority Date

To adjust a seniority date, you update or correct the seniority date.

When you update a person's seniority date, you add an effective dated record for the person's seniority rule. An effective dated split is created in the seniority record. For example, if the seniority record has an effective date of 1-Jan-2001, you change this date to 1-Feb-2001 to do an effective dated manual adjustment as of 1-Feb-2001.

When you correct a person's seniority date, you only enter a manual adjustment value in the seniority record. If a manual adjustment value already exists for the seniority record, the application overrides that value with the new value that you enter. No new effective dated seniority record is created when you correct a seniority date. For example, if the seniority record has an effective date of 1-Jan-2001, you retain this date and only enter a manual adjustment value, such as 10 days.

You can manually adjust a seniority rule by clicking the edit icon (pencil icon) on a seniority record. By default, the seniority record displays the same effective date as the row from which the transaction was initiated.

Here's how you can adjust a person's seniority by updating the manual adjustment units:

  1. Click the Manage Seniority Dates task under Quick Actions on the home page.

  2. Search and select the person for whom you want to adjust the seniority date.

  3. In the Seniority Dates section, click Edit.

  4. Select the date for the seniority change.

    Note: Don't change the existing date if you're correcting the seniority.
  5. Enter the manual value for the seniority adjustment.

    Note: If the seniority basis on the worker's assignment is days, enter the adjustment in days. If it's in hours, enter the adjustment in hours. Enter a positive number to increase seniority by moving the date back. Enter a negative number to reduce seniority by moving the date forward.
  6. Add any comments.

  7. Click OK.

  8. Click Save.

Let's look at some examples of calculating seniority dates based on assignment and work relationship changes.

In these examples, the job seniority date is configured at these levels:

  • Person

  • Work Relationship

  • Assignment

Calculation Based on Assignment Changes

Vijay Singh is hired in Vision IND legal employer on 1-Jan-2005. He has multiple assignments and work relationships in the enterprise. This table shows a summary of his default seniority dates.

Date Action Legal Employer Assignment Job Department

1-Jan-2005

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

Here's the seniority calculation as of 1-Jan-2006:

Seniority Date Level Job Seniority Seniority Date Exit Date

Job - Person Level

Sales Consultant

1 Year

1-Jan-2005

N/A

Job - Work Relationship Level

Sales Consultant

1 Year

1-Jan-2005

N/A

Job - Assignment Level

Sales Consultant

1 Year

1-Jan-2005

N/A

Starting 1-Jan-2007, Vijay has a new assignment in the HCM department, but continues to perform the same job. His current assignment is end dated.

Date Action Legal Employer Assignment Job Department

1-Jan-2005

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

1-Jan-2007

End Assignment

Vision IND

Assignment 1

Sales Consultant

ERP

1-Jan-2007

Add Assignment

Vision IND

Assignment 2

Sales Consultant

HCM

Here's the seniority calculation as of 1-Jan-2008:

Seniority Date Level Job Seniority Seniority Date Exit Date

Job - Person Level

Sales Consultant

3 Years

1-Jan-2005

N/A

Job - Work Relationship Level

Sales Consultant

3 Years

1-Jan-2005

N/A

Job - Assignment Level

Sales Consultant (Assignment 1)

2 Years

1-Jan-2005

31-Dec-2006

Job - Assignment Level

Sales Consultant (Assignment 2)

1 Year

1-Jan-2007

N/A

Calculation Based on Work Relationship Changes

On 1-Jan-2010, Vijay is transferred globally to a new legal employer but in the same department.

Date Action Legal Employer Assignment Job Department

1-Jan-2005

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

1-Jan-2007

End Assignment

Vision IND

Assignment 1

Sales Consultant

ERP

1-Jan-2007

Add Assignment

Vision IND

Assignment 2

Sales Consultant

HCM

1-Jan-2010

Global Transfer

InFusion US

Assignment 3

Sales Consultant

HCM

Here's the seniority calculation as of 1-Jan-2011:

Seniority Date Level Job Seniority Seniority Date Exit Date

Job - Person Level

Sales Consultant

6 Years

1-Jan-2005

N/A

Job - Work Relationship Level

Sales Consultant (Vision IND)

5 Years

1-Jan-2005

31-Dec-2009

Job - Work Relationship Level

Sales Consultant (InFusion US)

1 Year

1-Jan-2010

N/A

Job - Assignment Level

Sales Consultant (Assignment 1)

2 Years

1-Jan-2005

31-Dec-2006

Job - Assignment Level

Sales Consultant (Assignment 2)

3 Years

1-Jan-2007

31-Dec-2009

Job - Assignment Level

Sales Consultant (Assignment 3)

1 Year

1-Jan-2010

N/A

You can configure the seniority dates rules to calculate seniority on a cumulative basis. Let's look at some examples of calculating seniority dates based on cumulative and noncumulative seniority.

In these examples, the job seniority date is configured at these levels:

  • Person

  • Work Relationship

  • Assignment

Calculation Based on Cumulative Seniority

Priya Krishnan has multiple assignments and work relationships in the enterprise, and the cumulative option has been turned on for all the 3 job seniority dates.

Priya Krishnan is hired in Vision IND legal employer on 1-Jan-2005. This table shows a summary of her default seniority dates.

Date Action Legal Employer Assignment Job Department

1-Jan-2005

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

Here's the seniority calculation as of 1-Jan-2006:

Seniority Date Level Job Seniority Seniority Date Exit Date

Job - Person Level

Sales Consultant

1 Year

1-Jan-2005

N/A

Job - Work Relationship Level

Sales Consultant

1 Year

1-Jan-2005

N/A

Job - Assignment Level

Sales Consultant

1 Year

1-Jan-2005

N/A

On 1-Jan-2007, Priya Krishnan has a job transfer in the current assignment.

Date Action Legal Employer Assignment Job Department

1-Jan-2005

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

1-Jan-2007

Job Change

Vision IND

Assignment 1

Business Analyst

ERP

Here's the seniority calculation as of 1-Jan-2008:

Seniority Date Level Job Seniority Seniority Date Exit Date

Job - Person Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Work Relationship Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Assignment Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Person Level

Business Analyst

1 Year

1-Jan-2007

N/A

Job - Work Relationship Level

Business Analyst

1 Year

1-Jan-2007

N/A

Job - Assignment Level

Business Analyst

1 Year

1-Jan-2007

N/A

Note: Two seniority date records are generated at each seniority date level. This is because there's a change in the job attribute that's used for calculating the seniority dates.

On 1-Jan-2008, Priya Krishnan has a new assignment in a different department. However, her job changes back to her earlier job of Sales Consultant. Her current assignment is end dated.

Date Action Legal Employer Assignment Job Department

1-Jan-2005

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

1-Jan-2007

Job Change

Vision IND

Assignment 1

Business Analyst

ERP

1-Jan-2008

End Assignment

Vision IND

Assignment 1

Business Analyst

ERP

1-Jan-2008

Add Assignment

Vision IND

Assignment 2

Sales Consultant

HCM

Here's the seniority calculation as of 1-Jan-2009:

Seniority Date Level Job Seniority Seniority Date Exit Date

Job - Person Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Work Relationship Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Assignment Level

Sales Consultant (Assignment 1)

2 Years

1-Jan-2005

31-Dec-2006

Job - Person Level

Business Analyst

1 Year

1-Jan-2007

31-Dec-2007

Job - Work Relationship Level

Business Analyst

1 Year

1-Jan-2007

31-Dec-2007

Job - Assignment Level

Business Analyst (Assignment 1)

1 Year

1-Jan-2007

31-Dec-2007

Job - Person Level

Sales Consultant

3 Years

1-Jan-2008

N/A

Job - Work Relationship Level

Sales Consultant

3 Years

1-Jan-2008

N/A

Job - Assignment Level

Sales Consultant (Assignment 2)

1 Year

1-Jan-2008

N/A

Note: Job seniority dates are configured to be cumulative, therefore, the job seniority equals 1 year in the current assignment plus 2 years in the previous assignment.

Calculation Based on Noncumulative Seniority

Priya Krishnan has multiple assignments and work relationships in the enterprise, and the cumulative option has been turned off for all the 3 job seniority dates.

Priya Krishnan is hired in Vision IND legal employer on 1-Jan-2005. This table shows a summary of her default seniority dates.

Date Action Legal Employer Assignment Job Department

1-Jan-2005

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

Here's the seniority calculation as of 1-Jan-2006:

Seniority Date Level Job Seniority Seniority Date Exit Date

Job - Person Level

Sales Consultant

1 Year

1-Jan-2005

N/A

Job - Work Relationship Level

Sales Consultant

1 Year

1-Jan-2005

N/A

Job - Assignment Level

Sales Consultant

1 Year

1-Jan-2005

N/A

On 1-Jan-2007, Priya Krishnan has a job transfer in the current assignment.

Date Action Legal Employer Assignment Job Department

1-Jan-2005

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

1-Jan-2007

Job Change

Vision IND

Assignment 1

Business Analyst

ERP

Here's the seniority calculation as of 1-Jan-2008:

Seniority Date Level Job Seniority Seniority Date Exit Date

Job - Person Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Work Relationship Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Assignment Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Person Level

Business Analyst

1 Year

1-Jan-2007

N/A

Job - Work Relationship Level

Business Analyst

1 Year

1-Jan-2007

N/A

Job - Assignment Level

Business Analyst

1 Year

1-Jan-2007

N/A

Note: Two seniority date records are generated at each seniority date level. This is because there's a change in the job attribute that's used for calculating the seniority dates.

On 1-Jan-2008, Priya Krishnan has a new assignment in a different department. However, her job changes back to her earlier job of Sales Consultant. Her current assignment is end dated.

Date Action Legal Employer Assignment Job Department

1-Jan-2005

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

1-Jan-2007

Job Change

Vision IND

Assignment 1

Business Analyst

ERP

1-Jan-2008

End Assignment

Vision IND

Assignment 1

Business Analyst

ERP

1-Jan-2008

Add Assignment

Vision IND

Assignment 2

Sales Consultant

HCM

Here's the seniority calculation as of 1-Jan-2009:

Seniority Date Level Job Seniority Seniority Date Exit Date

Job - Person Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Work Relationship Level

Sales Consultant

2 Years

1-Jan-2005

31-Dec-2006

Job - Assignment Level

Sales Consultant (Assignment 1)

2 Years

1-Jan-2005

31-Dec-2006

Job - Person Level

Business Analyst

1 Year

1-Jan-2007

31-Dec-2007

Job - Work Relationship Level

Business Analyst

1 Year

1-Jan-2007

31-Dec-2007

Job - Assignment Level

Business Analyst (Assignment 1)

1 Year

1-Jan-2007

31-Dec-2007

Job - Person Level

Sales Consultant

1 Year

1-Jan-2008

N/A

Job - Work Relationship Level

Sales Consultant

1 Year

1-Jan-2008

N/A

Job - Assignment Level

Sales Consultant (Assignment 2)

1 Year

1-Jan-2008

N/A

Note: Job seniority dates are configured to be noncumulative, therefore, the job seniority considers the length of service in the current assignment only.

Hours-Based Seniority Calculation

These dates impact the seniority calculation for an hours-based rule:

  • Seniority process run date

  • Attribute end date

  • Seniority end date

Seniority Process Run Date

The date on which the Calculate Seniority Dates process was run is used in the seniority-hours calculation. The process calculates the seniority dates for workers based on the seniority rules configured in the application.

Attribute End Date

If there's a change in the attribute or level at which the seniority rule is configured, the attribute end date is used in the calculation. For example, let's say the rule is configured for job attribute and assignment level, and a worker has a job change. The job end date of the first job will be used in the seniority date calculation.

Seniority End Date

This date is used in the calculation if there's an effective-dated update on the seniority rule. For example let's say an effected-dated adjustment resulted in a new row being added for a seniority rule. The seniority end date of the previously existing row is calculated as: Start date of the newly added row - 1 day.

Note: The calculations are valid when the attribute end date or the seniority end date isn't set to a null or to the end of time (12-31-4712).

Seniority Date Calculation

Here's how the seniority date for the hours-based rule is calculated.

  1. Get the minimum date from these dates: Calculate Seniority Dates process run date, attribute end date, and seniority end date.

  2. Reduce the length of service from the minimum date.

  3. Add one day to the resulting date value in step 2.

Examples of Calculating Hours-Based Seniority

In this example, you're an HR specialist configuring the enterprise seniority date at the person level. You are defining an hours-based seniority rule to calculate a worker's length of service. Here's how the hour conversion is defined:

  • 8 hours in a day and 40 hours in a week

  • 173.33 hours in a month (hours in a year divided by 12)

  • 2080 hours in a year and 52 weeks in a year

Let's see how to calculate the length of service for a worker Maya Singh using the hours-based seniority rule. Maya is an hourly employee and her work hours are entered in the seniority hours table (PER_SENIORITY_HOURS) every week.

Maya is hired in the Vision IND legal employer on 1-Jan-2007.

Date Action Legal Employer Assignment Job Department

1-Jan-2007

Hire

Vision IND

Assignment 1

Sales Consultant

ERP

Seniority at the End of a Week

Applying the rule, Maya has a seniority of 40 hours for the week ending 7-Jan-2007.

Start Date End Date Seniority Hours

1-Jan-2007

7-Jan-2007

40

Here's how the seniority is calculated:

Length Of Service Total Seniority Hours How length of service is calculated

0 Years 0 Months 5 Days

40

Total seniority hours are less than the hours defined for a month (173.33). Therefore, total seniority hours are converted into days when calculating the length of service. The length of service calculation in days is 40 divided by 8 (hours in a day).

Seniority at the End of 6 Months

Maya has a seniority of 1080 hours after 6 months as of 7-Jul-2007.

Here's how the seniority is calculated:

Length Of Service Total Seniority Hours How length of service is calculated

0 Years 6 Months 5 Days

1080

Total seniority hours are less than the hours defined for a year (2080), but more than the hours defined for a month (173.33).

The number of months are calculated first so that the total number of seniority hours - (number of months * hours defined for the month) < hours defined for the month.

Therefore, the number of months in this scenario are 6. Using values in the equation: 1080 - (6 * 173.33) = 40 (this is less than 173.33). For the remaining 40 hours, a day conversion is done, which amounts to 5 days (40 divided by 8). Therefore, the final length of service is 0 years 6 months 5 days.

Seniority at the End of 1 Year 6 Months

Maya has a seniority of 3160 hours after 1 year and 6 months as of 7-Jul-2008.

Here's how the seniority is calculated:

Length Of Service Total Seniority Hours How length of service is calculated

1 Years 6 Months 5 Days

3160

Total seniority hours are more than the hours defined for a year (2080).

The number of years are first calculated so that total number of seniority hours - (number of years * hours defined for the year) < hours defined for the year.

Therefore, the number of years in this scenario is 1. Using values in the equation: 3160 - (1 * 2080) = 1080 (this is less than 2080). For the remaining 1080 hours, a month conversion is done, which amounts to 6 months. Then, a day conversion is done that amounts to 5 days.

Note: For hours-based seniority rules, the seniority date is calculated by reducing the total length of service from the seniority calculation process run date.

Use the Calculate Seniority Dates process to calculate the seniority dates for workers based on the seniority rules configured in the application. Use the Scheduled Processes work area to schedule and run the process.

You must run the Calculate Seniority Dates process regularly to calculate the seniority dates for workers.

Process Parameters

Person Number: This parameter filters the person numbers which are to be included in the ESS process for processing. You can run this process for more than one person by entering the person numbers separated by commas. For example, use this format: Person Number 1,Person Number 2,Person Number 3. Don't enter leading or trailing space, or special characters. If you want to run this process for all persons, don't enter any value.

Seniority Date Code list: This parameter filters the seniority dates rules for which the ESS process needs to be run. If we pass the parameter as null, the ESS process will run for all the active rules in the application.

Past N Days: This parameter indicates the last number of days in which the data is changed for the person. The parameter scans these tables to find any data changes:

  • PER_ALL_ASSIGNMENTS_M

  • PER_ASSIGN_GRADE_STEPS_F

  • PER_SENIORITY_HOURS

The parameter analyzes the LAST_UPDATE_DATE column of these tables and compares it with the days passed in the parameter for processing.

Note: Workers who have no changes to their assignment, grade step, or seniority hours in the past N days are excluded from the calculation. But you can recalculate seniority for a specific worker using the Recalculate Seniority option on the Manage Seniority Dates page.

Legal Employer: This parameter filters the person records based on the legal employer specified.

Union: This parameter filters the person records based on the union specified.

Include Terminated Work Relationships: This parameter checks the status of the work relationship. If you pass the value Y as the parameter, the process will detect the work relationships that are currently active. When you modify the data in an inactive work relationship and pass the value N, the application won't process the assignments in this work relationship. You notice this behavior even though the assignment records are modified in the past N days.

Include Complete Assignment History: This parameter completely refreshes the version 3 (V3) seniority dates for the persons selected based on the values passed for other parameters. When you select this parameter, the application checks the complete assignment history of persons and recalculates their V3 seniority dates. For example, this parameter can be used to calculate the cumulative seniority dates for rehires.

Terminate Work Relationships

When you terminate a person's work relationship, you end all of the person's assignments. Human resources (HR) specialists can terminate people by selecting them in the Person Management work area, selecting Work Relationship, and clicking Edit > Terminate. Line managers can terminate their workers by selecting the Terminate action on the My Team page.

Here's what happens when you terminate a work relationship:

  • The work relationship and the assignments become inactive the next day after the termination.

  • User access and roles are revoked after the termination date. But you can change this. You can revoke the person's access earlier or much later than the termination date.

  • The enterprise and legal employer service periods end on the termination date. The person becomes an ex-employee for the legal employer.

  • If you use Oracle Payroll, the payroll administrator gets a notification about the termination, which is the administrator's cue to terminate the person's payroll

Note: If the person has many work relationships and you want to terminate all of them, you must terminate the primary one last.

Termination Dates

  • Termination notification date is the date the initiator notifies the other party of the termination. For example, a worker notifies an employer of his resignation or an employer notifies a worker of a layoff.

  • Termination date is the worker's last date of employment. This defaults to the notification date plus the notice period specified in the assignment. You can override this default when entering the termination.

Ending a Single Assignment

  • If the work relationship has many assignments and you want to end one of them, you end the specific assignment and don't terminate the work relationship.

  • If the work relationship has a single assignment and you want to end it, you terminate the work relationship itself.

What Happens to Direct Reports in a Termination

When you terminate managers, the direct reports are automatically reassigned to the terminated manager's manager.

This flow chart shows how direct reports are reassigned if position synchronization is enabled:

A figure that illustrates how direct reports are
reassigned when you enable position synchronization.

What Happens to Payroll in a Termination

When you terminate employees with eligible earnings, such as bonuses or vacation payouts after their termination date, you must associate them with a nonrecurring element.

When you reverse a termination, any work relationships and assignments previously ended are restored with the statuses prior to the termination. If a primary work relationship or assignment became non-primary during the termination, it's changed back to primary when you reverse the termination.

To reverse a termination, use the Work Relationship task in the Person Management work area. In the Actions list, select View Termination > Reverse Termination.

What Happens to Roles and User Access

  • Any roles automatically provisioned to the person at termination (Beneficiary, for example) are automatically deprovisioned.

  • Any roles deprovisioned either manually or automatically at termination are provisioned again.

  • If the person's user account was disabled at termination, it's re-enabled.

Changes Before and After Termination

If any employment-related actions or changes took place before the termination, they're applied back when you reverse the termination. But any future-dated changes taking place after the termination aren't restored. Let's say the employee's department was end-dated after his termination and all employees were relocated to another department. The reversal of the termination restores the end-dated department and not the new department. An employee's line manager isn't automatically restored when you reverse the termination. You must manually add the employee back under the line manager hierarchy by running the Refresh Manager hierarchy process with parameter 0. It's important to manually verify the employment data after reversing a termination and make the required changes.

Restriction for Reversing a Termination

You can't reverse a termination if the same legal employer has rehired the worker at the same time. Let's say you terminated an employee on April 15 and rehired the employee with the same legal employer on May 1. You try to reverse the termination on May 15. You can't do so because this causes the person to have two concurrent employee work relationships with the same legal employer.

Any future-dated termination with a deferred processing date is considered a sensitive termination. Sensitive terminations change the way concurrent transactions are processed.

You can't start a transaction for a person if the person has a concurrent transaction pending approval. But if the concurrent transaction is a sensitive termination, then you can start the transaction because the presence of a sensitive transaction can't be disclosed.

How to Handle Data Conflicts

Data conflicts may arise because of allowing concurrent transactions while a sensitive termination exits. If the conflicts can't be resolved automatically, they're routed to a person with a Human resources (HR) representative responsibility. Let's look at an example to understand how data conflicts are handled.

A line manager entered a transfer for a worker when the worker had a sensitive termination that was pending approval. The sensitive termination is now approved. As the worker's HR representative, you may come across these data conflicts:

  • The transfer is pending approval and the start date of the transfer is later than or the same as the termination date. The application automatically rejects the transfer and notifies you.

  • The transfer is pending approval and the start date of the transfer is earlier than the termination date. You get a notification asking you to withdraw the transfer because the worker is already terminated. If you choose not to withdraw the transfer, you get a notification again when the transfer is approved. You need to reenter the transfer so that the transfer details are reflected in the inactive assignment created by the termination.

  • The transfer is submitted and the start date of the transfer is later than or same as the termination date. You get a notification that you must delete the transfer and reenter the termination. You must reenter the termination because the data changed (due to the transfer) after entering the termination.

  • The transfer is submitted and the start date of the transfer is earlier than or the same as the termination date. You receive a notification that you must reenter the termination. You must reenter the termination because the data changed (due to the transfer) after entering the termination.

Let's say you entered a termination in the application but want to hide it from public view for some time because the termination is sensitive. You can do so by deferring the processing of the termination.

Deferring Processing of the Termination

You use the Deferred Processing option typically to hide terminations with a future-effective date. Let's say the termination date is April 15 but you're entering the termination on April 1. You want to submit the termination on April 1 but defer processing until the termination date (April 15) because this is an involuntary termination. The person you're terminating has access to functionality that exposes the termination to the person. If you defer processing until April 15, the termination will be hidden from everyone except the initiator, approvers, and notification recipients, until that date.

Note: If the termination must go through approval and the deferred processing date is reached before the approval date, then processing is deferred until final approval.

Terminating a Work Relationship

You're a human resources (HR) specialist terminating Jack Smith's work relationship. Jack wants to resign from his part time job of Analyst at the Data Center due to personal reasons.

Let's look at the steps to update the key values for this termination. For other fields, you can use the default values.

Selecting John and the Terminate Action
  1. On your home page, select My Client Groups > Person Management.

  2. Search for Jack Smith and select his work relationship record with the Analyst job.

  3. Click the Tasks panel drawer and then select Work Relationship in the Personal and Employment section.

  4. In the Work Relationship page, select the Analyst assignment in the Employment Tree area.

  5. In the Actions drop-down button, select Terminate.

Enter Termination Information
  1. In the Action list, select Resignation.

  2. In the Reason list, select Personal Reasons.

  3. In the Notification Date field, select the date you want to notify Jack about the termination.

  4. In the Termination Date field, select the actual date when you want to terminate Jack's work relationship.

  5. In the Rehire Recommendation section, select Yes in the Recommended for Rehire list.

  6. Click Review to review the changes.

    Before terminating the work relationship, check whether Jack has direct reports. If yes, reassign them to another manager using the Change Manager action.

Complete the Termination
  1. Click Submit when you're done with the changes.

  2. Click Yes when you're prompted, and then click OK.

  3. Click Done.

When the application reassigns direct reports of a terminated manager, the line manager value is updated for all direct reports, including active and suspended assignments. This topic explains how the line manger value is synchronized during termination if you enable synchronization using HCM position hierarchy.

How Line Manager Is Synchronized

When you terminate a manager with direct reports, the Reassign Direct reports section displays the direct line reports in read-only mode. The line manager for the direct reports is synchronized based on the following conditions:

  • If the position has multiple incumbents, the other incumbent is the new manager.

  • If no other incumbent exists in the position, the incumbent in the parent position is the new manager. If the parent position doesn't have an incumbent either, the application checks for an incumbent one level up in the hierarchy or until it finds an incumbent.

  • If the parent position has multiple incumbents, the incumbent with the longest tenure is the new manager.

  • If a parent position doesn't exist or there are no incumbents in all the parent positions in the hierarchy, you can manually reassign the direct reports to other managers.

FAQs for Terminate Work Relationships

For human resources specialists: Yes, provided the future changes aren't related to global temporary assignments. If the changes are related to global temporary assignments, you must delete them and cancel any new work relationship before terminating the current work relationship. In general, all future-dated changes are lost when you terminate the work relationship.

For line managers and workers: No, you can't terminate a work relationship if future-dated changes exist.

Can I terminate the source work relationship from which a global temporary assignment is created?

No. You must first end the global temporary assignment before terminating the source work relationship.

Why don't I see all termination actions and reasons when terminating a work relationship with a global temporary assignment?

Only actions related to ending a global temporary assignment are available when terminating such a work relationship.

The application may not identify and resolve all data conflicts arising from a termination. You must verify the data and manually resolve any pending conflicts. For example, you must manually reassign any checklist tasks assigned to the terminated person or cancel any training scheduled for the person.

The person loses roles provisioned automatically for assignments in this work relationship only. The person keeps roles that were:

  • Provisioned manually

  • Acquired automatically for other active work relationships

If the person has roles at termination, then the user account remains active. Otherwise, it's suspended automatically.

The rehire recommendation is for information purposes only and doesn't determine whether a person can be rehired.

Add and Reassign Direct Reports

You add or reassign a manager's direct line reports and other report types such as project reports, resource reports, or mentees when you do the change location, change manager, create work relationship, hire, promote, transfer, or termination actions. You reassign direct reports using the Direct Reports task in the Person Management or My Team work areas.

You can add all or reassign selected reports. When you reassign reports, there are changes at the assignment level for each report.

For example, this is how you can reassign John Smith's reports and mentees on his transfer:

  • Three of his reports to the same new line manager

  • Fourth report to a different line manager

  • Two of his mentees to a different mentor

Some of John's existing reports may continue to report to him in his new department.

You can reassign reports as of the same effective date or different effective dates. For example, John Smith's date of transfer is 1st October, 2018 and you want to reassign his direct reports on 15th September, 2018. You reassign his existing direct reports with an effective date of 15th September, 2018. The new direct reports you add are approved when the parent transaction is approved.

How You Select the Manager

You can select the same new manager for all the reports or a different new manager for each report. If most directs are being reassigned to the same new manager, you can select this person as the new manager by default for all the reports, and later reassign selected directs to different managers.

But remember, when you reassign reports you can't change the manager type. For example, if the direct is a line report for the current manager, you can reassign the direct only as a line report to a new manager, but not as a direct of other type, such as a project report or mentee.

When you change the position in an existing line manager assignment, you must ensure that the direct reports assigned to the new position aren't reporting to the line manager already. If there's a conflict, check and remove the same directs listed in Add Direct Reports from Reassign Line Manager as well.

Areas of Responsibility

Areas of responsibility associated with the manager's role aren't affected by the Direct Reports task. For example, if a line manager also has an area of responsibility as an HR representative, the HR reports can't be managed from this task.

Note: You can't use the Direct Reports task to assign new roles to managers during the reassign process. Instead, use the Manage Role Provisioning Rules or Manage HCM Role Provisioning Rules task in the Setup and Maintenance work area to manage the assignment of roles. You must assign manager roles for people who didn't have reports before the reassign process.

If a line manager resigns or is terminated you must reassign their direct line and other report types to new managers before you approve the resignation request or terminate the work relationship. When you reassign direct reports, the reassignment is effective after the termination date plus one day with changes at the assignment level for each report.

Whether it's termination, correction of termination, or resignation you can reassign only direct line reports in these transactions. Here's what happens if the manager has line reports:

  • The Reassign Existing Reports area displays, otherwise it doesn't.

  • The direct line reports are displayed as of the termination date and not the current date.

If the manager has multiple assignments, each assignment is listed separately with the direct line reports to be reassigned.

If the manager has other types of reports such as project reports, resource reports, or mentees, you must reassign those reports before the termination effective date using the Direct Reports task.

You can add and reassign direct reports of a manager's assignment in the Local and Global Transfer flow.

Here's where you make these changes:

  • You can add new direct reports in the Add Direct Reports section.

  • You can reassign direct reports in the Reassign Direct Reports section. This section displays only if the manager has direct reports assigned. By default, all manager relationships be it line manager or project manager are available for the direct report. You can reassign or retain existing direct reports. If you retain the direct reports during global transfer, their assignments are updated with the newly created assignment record of the manager. When you add or reassign direct reports, changes occur at the assignment level for each report. You can select the same new manager for all direct reports or a different new manager for each report.

Let's look at some examples of how you can reassign direct reports during global transfer.

Reassign Direct Reports to the Transferring Manager

When you reassign direct reports to the transferring manager, you must deselect all reports who continue to report to the same manager in the new assignment. Use the Reassign Existing Reports section on the Local and Global Transfer page to reassign the direct reports.

Reassign Direct Reports to the Transferring Manager's Manager

You can reassign direct reports to the transferring manager's manager using either of these methods:

  • Automatically reassign the direct line reports using the Reassign Pending Approvals for Terminations and Correct Invalid Supervisor Assignments scheduled process. All direct reports are reassigned to the transferring manager's manager as of the date following the transfer.

  • Manually reassign the line reports to the transferring manager's manager during the global transfer transaction.

Reassign Direct Reports to the Transferring Manager, Other Managers, and Manager's Manager on Different Dates

Here's how you can reassign directs in the primary assignment:

  • Reassign any direct reports before transferring the worker using the Direct Reports page

  • Deselect any direct reports continuing to report to the transferring manager

  • Reassign the remaining direct reports to the same or different new managers

  • Reassign any direct reports on specific dates using the Change Manager page

And here's how you can reassign direct reports in the secondary assignment:

  • Reassign any direct reports to new managers using the Direct Reports page

  • Schedule the Reassign Pending Approvals for Terminations and Correct Invalid Supervisor Assignments process to automatically reassign any remaining direct reports to the manager's manager. The direct reports are reassigned as of the date following the transfer.

  • Reassign any direct reports on specific dates using the Change Manager page.

A manager assignment can become inactive due to the end of an assignment or work term, termination, or global transfer. So you need to reassign direct reports and correct any invalid supervisory assignments that result due to an inactive assignment. If the manager has any pending approval notifications, you must reassign those too.

You can run the Reassign Pending Approvals for Terminations and Correct Invalid Supervisor Assignments process in the Scheduled Processes work area to reassign the direct reports and pending approval notifications of a manager who's either terminated or globally transferred. You can skip the step of reassigning pending notifications if you want to. Here's what the process does:

  • It reassigns the direct reports of a terminated manager to that person's line manager and also assigns any pending notifications to the line manager.

  • It reassigns pending approval notifications based on the number of days you specify. For example, if you specify 30 days, the process reassigns pending approvals of workers or managers terminated in the past 30 days.

FAQs for Add and Reassign Direct Reports

The difference is in the process.

You can change managers of all types, but only for one worker at a time, using the Change Manager functionality. Using the Direct Reports functionality, you can reassign all line reports of a manager to a new manager in a single process.

No, you can't. You can reassign only direct reports of the manager.