7Workforce Records

This chapter contains the following:

Overview of Workforce Records

As a part of managing workforce records, you can access the worker directory, do mass updates, and create and manage work schedules. Let's look at the key tasks:

  • Worker Directory

    All workers access public information about a person in the person spotlight.

    Line managers access information about their workers in the person spotlight, including person, employment, compensation and skills and qualification details. They can also initiate manager self-service actions from here.

    Workers access their own information in the Personal Information work area and perform employee self-service actions.

  • Mass Updates

    Human resource (HR) specialists can update multiple employment records in a single request, using the mass update functionality. Examples of mass update transactions include assignment change, transfer, legal employer change, and others.

  • Work Schedules

    You can create work schedules, include exceptions such as public holidays, and assign different work schedules to different workers. You can designate a work schedule as primary, which determines the worker's availability.

Directory

Person Spotlight

You can view public information about a person in the person spotlight. The information that you see in a worker's person spotlight depends on your security privileges.

You can access the person spotlight when you click the person's name on these pages:

  • Directory Search Results

  • My Team

  • Team Talent

  • Team Compensation

  • Person Smart Navigation

What Line Managers Can Do

Line managers can see their workers' information in the person spotlight, and take certain actions depending on the security configuration of their role. For example, they can do these actions:

  • Promote, transfer, or terminate workers

  • Manage workers' salary and compensation

  • Share worker information with third parties

  • Plan workers' careers

  • Specify goals for their workers

  • Enter feedback for workers.

What Workers Can Do

Workers can see and change their public information in the person spotlight. For example, they can do these things:

  • Change their photo

  • Maintain their contact information such as phone number and e-mail address.

  • Add social networks they're subscribed to

  • Add their areas of interest and expertise

  • Send messages to people

  • Manage their document records such as visas, licenses, and awards

  • Share information with others

For all other self-service actions such as changing the address, and viewing benefits, payslips, and compensation, workers must use the Personal Information work area.

As a line manager, you can see your workers' information on the My Team page on the My Team tab. You can do certain actions for your workers depending on the security configuration of your role.

Worker Information

  • You can see more detailed information about your direct and indirect reports than is available in the public information page of a worker.

  • You can see these worker details: employment history, competencies, careers of interest, goals, performance, succession plans for a worker, salary and compensation details. You can view the headcount and mobility analytics for your team.

  • You can do these actions for your workers: transfer, promotion, termination, location and manager change, compensation and salary adjustments, and sharing worker information with selected recipients.

Requisitions, Vacancies, and Positions

You can view positions in the HCM position hierarchy along with the existing assignment manager hierarchy if position hierarchy is enabled (in the Manage Enterprise HCM Information page). You can drill down the hierarchy and see the incumbents for each position, which can be either assignments or requisitions.

You can access the directory from your home page. You can search for and select people to view their public information. You can see a person's organization chart, which is based on the line manager hierarchy defined in the assignment.

What the Directory Shows

The people you see in the search results and the details you see for those people depend on your security privileges. Anyone in the organization can access public information about people who are designated as public during security implementation. Line managers and human resource specialists can access more detailed information about their workers and people for whom they're responsible respectively.

You can see more information about yourself in the directory and take actions for yourself. For example, you can maintain your talent profile, update your contacts, share your information, and participate in social connections. If you're a manager, you can do actions for your workers such as promoting them, sharing their information, and providing them with roles.

Directory Search

Directory search is based on keyword attributes of a person record. The priority for areas of expertise, areas of interest, and talent skills is lower compared to the other fields in the person record. This ensures that the accurate person records are displayed at the top of the search results.

For example, if you search for a person by keyword "Simpson," the search results first display person records containing the word "Simpson" in the name, department, job, and so on. The person records containing the word "Simpson" in areas of expertise, areas of interest, and talent skills are displayed lower in the order.

You can print the organization chart from the Directory in the Home page. The organization chart shows the managerial hierarchy for the selected worker. For example, if you're an employee without any direct reports, the organization chart shows your manager and peers and if you're a line manager, the organization chart shows your direct reports.

When you print the organization chart, you can select the hierarchy levels you want to display and the visual orientation. You can select which information you want to display in the printed organization chart. These settings apply to all the employee cards in the organization chart.

You can display the following information in the organization chart:

  • Job Name

  • Work Email

  • Work Phone Number

  • Image

  • Assignment Name

  • Position Name

  • Location Country and Code

Finding Colleagues Using the Directory

Find Colleagues Using the Directory

Oracle HCM Cloud enables you to access information about any employee from your organization using the Directory. The information that you see depends on your security access. Use the following procedure to find your colleagues using the Directory and view their information.

Search for Colleagues

Use the directory to search for colleagues

  1. On the Home page, click the Directory link.

  2. Click in the Search field and enter eric ross.

  3. In the Search Results, click Eric Ross.

  4. Click the Back icon.

  5. Click the Search field.

  6. Click the Advanced Search link.

  7. Click Show Filters.

  8. Click the Department field and enter Sales West US.

  9. In the Search Results, click Sales West US (Supremo).

  10. In the Name field, enter aaron.

  11. In the Search Results, scroll down and highlight Aaron Moore.

  12. Click the Back icon

Print Organization Chart

Use the organization chart to see your peers

  1. Click My Organization Chart to print your organization chart for quick reference.

  2. Click the Mitch Bloom link

  3. Click Print.

  4. Click the Levels to Display list and select 2 to print organization chart up to 2 levels.

  5. Click the File Format list and select or leave the selection as SVG.

  6. Click the Fields to Display list and select Photo to print..

  7. Click the Group Last Level list and select or leave the selection as Group Last Level.

  8. Click Preview to see a preview of the chart before printing it.

  9. In the Orientation section, select Vertical.

  10. Click the Back icon.

  11. Click the Show Filters link. You can also use the filters to see your manager's extended organization, including the various managers, dotted line reports, and contingent workers.

  12. In the Manager Type section, click to select Line Manager, Project Manager, Regional Manager, Mentor/Mentee Relationship, and Resource Manager.

  13. In the Worker Type section, select Contingent Worker and Employee.

  14. Scroll down and highlight the dotted-line report Kristine Doyle and the contingent workers, James Gardner.

View Public Info

Use the Public Info page to view your own details.

  1. Click the Curtis Ferry link to look at your Public Info page

  2. In the Public Message section, click Add.

  3. In the Start Date field, click the Calendar icon, select today, and click OK.

  4. In the Notification field, enter In the office M/W/F, working from home T/Th. If you need immediate assistance and you're unable to reach me contact my manager, Jack Taylor.

  5. Scroll down and highlight Favorite Links.

  6. Click to expand Representatives.

  7. Click the Gloria Daze link

  8. Click the Actions list and select Provide Feedback.

  9. Click Add.

  10. Click the Who can see my feedback list and select Everyone.

  11. In the What do you want to say? field, enter Gloria has been amazing and endlessly patient, thanks so much!

  12. Click Save and then click the Back icon.

  13. Click My Public Info.

  14. Click the Authors list to see feedback given to you from specific people.

  15. Click to close the Authors list.

  16. Click the Time period list to see feedback for a specific time period

  17. Click to close the Time period list.

You create and display vacancies in the organization chart. You can access the organization chart from the My Team or Directory work areas.

To Create a Vacancy

  • Select the person card in the organization chart under whom you want to create the vacancy.

  • Click the Actions menu in the person card and select Vacancy > Create Vacancy.

The Position field is disabled by default on the Create Vacancy page, you can enable it through page configuration. If position synchronization is enabled, the position-related fields (Job, Department, and Location) automatically inherit the values from the selected position. The number of openings isn't automatically updated against a hire; you must manually update it whenever the vacancy is filled. You typically use the Requisition field if you're using a third-party recruiting application and want to enter a requisition number for the vacancy; This is an optional field and is used for information purposes only.

You can update and remove any vacancies from the organization chart. You can associate an existing vacancy with yourself by editing the vacancy and changing the manager name to yourself.

To Associate a Vacancy With a Requisition

  • Click the vacancy in the organization chart that you want to convert.

  • Click the Actions menu and select Create Requisition.

You can enter these details for a job requisition: Recruiting Type, Primary Location, Openings, Hiring Manager, and Recruiter. The requisition number and number of openings are automatically updated from the vacancy. When you create a job requisition for a vacancy, the job requisition appears in the organization chart and the vacancy is removed. The position information in the vacancy is lost. However, you can update the job requisition in Oracle Recruiting Cloud to make any further changes.

The application searches for keywords in these person attributes: department, person number, job name and code, position name and code, person name, primary email, primary phone, work location, competencies, language skills, licenses and certifications, school education, awards and honors, memberships, areas of interest, and areas of expertise.

Access to Restricted Information

Line managers can access their workers' restricted information such as competencies, language skills, licenses and certifications, school education, awards and honors, and affiliations. Restricted information is included in search results when the searcher is a line manager. For example, if a line manager searches for a language skill and a match is found in any direct or indirect reports, that information appears in the search results. However, if the match is found in public information such as areas of expertise, it appears in the search results for any user.

Keyword Indexing

Keywords are indexed values, which means that they're copied from person records and organized in a keywords table for fast retrieval. Most changes to person records are copied to ensure that the source and indexed values don't differ. Your enterprise can also run a keyword-refresh process to update all keywords and fix any discrepancies. Depending on when this process was last run, some recent changes to person records may not appear in search results.

Name and Keyword Search

The person search uses a person's full name instead of the first name or last name. The full name definition may vary for each country. For example, the full name definition for India may be First Name Middle Name Last Name, while the full name definition for Canada may be First Name Known As Last Name Suffix. You control the definition of the full name using the Manage Person Name Formats task in the Setup and Maintenance work area.

There's an implied OR condition between the search criteria when you use keyword search. When you use the name search, there's an implied AND condition between the search criteria For example, when you enter Chris Harper in the Name field, all person records that have both Chris and Harper in the full name are shown in the search results. Here are some examples:

You enter... Search Results

Harper Chris

  • Jenner, Chris

  • Harper, Smith

  • Chris, Ray

  • Harper, Liam

  • Harper, Chris

  • Harper, Christopher

Chris Harper

  • Jenner, Chris

  • Harper, Smith

  • Chris, Ray

  • Harper, Liam

  • Harper, Chris

  • Harper, Christopher

Chris%

  • Jenner, Chris

  • Black, Chris

  • Blake, Christopher

  • Simpson, Christy

  • Harper, Chris

  • Harper, Christopher

  • Christ Johnson

Chris

  • Jenner, Chris

  • Black, Chris

  • Harper, Chris

"Chris Harper"

  • Harper, Chris

Chris and Harper

  • Harper, Chris

"Chris" "Harper"

  • Harper, Chris

Date-Effective Search

In the person search UI, you can enter an effective as-of date. When date-effective values such as work location are copied to the keywords table, their history isn't copied: only the latest change is stored in the keywords table. Therefore, if you enter both a keyword value and an effective as-of date, the search results may not be as expected. Here's an example:

  • You change the work location of assignment 12345 from Headquarters to Regional Office on 27 January, 2011.

  • The changed work location is copied automatically to the keywords table on 27 January, 2011.

  • You search for a person on 1 February, 2011 using the keyword Headquarters and the effective as-of date 10 January, 2011.

Although the work location on 10 January, 2011 was Headquarters, assignment 12345 doesn't appear in the search results because the work location stored in the keywords table at the time of the search is Regional Office.

The Oracle Text index in the PER_KEYWORDS table is utilized for person searches in My Client Groups, and the Directory. This index may become fragmented over a period of time and may cause a delay in displaying search results.

Why You Run a Process

You run the Optimize Person Search Keywords Index process to identify the fragmented indexes and help improve the overall search performance. To launch this process, use the Navigator > Tools > Scheduled Processes > Schedule New Process button in the search results table.

Note: You must run the Update Person Search Keywords process first and then the Optimize Person Search Keywords process. You cant schedule both processes simultaneously. If you schedule them at the same time, the second process will wait for the first process to complete before it starts.

When to Run the Process

You must run the Optimize Person Search Keywords Index process daily at times of low activity with the options, Full mode and the appropriate maximum time. The default time is 180 minutes. Although, if the process is run consistently over time it may take about 10-30 minutes only. You can decide the frequency of running the process based on the size of your customer base, system usage, database usage, data loaders used, index fragmentation, and schedule of the Update Person Search Keywords process.

Several attributes of person, employment, and profile records are used as person-search keywords. Keyword values are copied automatically from the originating records to the PER_KEYWORDS table, where they're indexed to improve search performance.

Process to Update Person Keywords

An event is raised when the value of a keyword attribute changes, for example, if a person acquires a language skill or a different phone number. In response, services run a process to update the relevant attributes for the person in the PER_KEYWORDS table. Therefore most changes are made in PER_KEYWORDS immediately and automatically. When you create a new person record, keyword values for that person are copied automatically to the PER_KEYWORDS table.

Why You Run the Process

Although most changes to the PER_KEYWORDS table are automatic, you need to run the Update Person Search Keywords process regularly because of these reasons:

  • The automatic process doesn't apply future-dated changes to the PER_KEYWORDS table.

  • The process ensures that all changes are copied to the PER_KEYWORDS table, despite any temporary failures of the automatic process.

How to Schedule the Process

You can run the Update Person Search Keywords process manually or schedule it to run at regular intervals (for example, weekly at a specified time).

The likely volume and frequency of changes to person records in your enterprise will determine how often you run the process:

  • If the volume and frequency are high, you need to schedule the process to run frequently.

  • If the volume and frequency are low, running the process once a month is recommended.

Running the Update Person Search Keywords process refreshes the whole PER_KEYWORDS table. Therefore, you must run the process at times of low activity to avoid performance problems.

Transactions may undergo an approval process before being applied to the database. A transaction typically passes through a chain of approvers, and remains in pending status until the final approver approves it. You can access all your transactions in the Worklist.

Pending Transactions

In your worklist, you can see transactions having these statuses:

  • Initiated by you

  • Approved but pending because one or more approvers in the approval chain haven't approved yet

  • Returned to the previous approver

  • Reviewed by you as a notification recipient

This list also includes transactions routed to any approval groups that you belong to, even though you may not have approved the transactions. You can edit a pending transaction and do the same actions as those available in your worklist or notification summary. You can approve, reject, or return a transaction to the previous approver. You can also withdraw a transaction after initiating it. For example, you may want to withdraw a new hire transaction after initiating it, because of budget constraints.

Other Transactions

You can view transactions that you saved for later, and those that aren't pending with you anymore, such as your approved and rejected transactions. You can suspend transactions that you have initiated or approved. A suspended transaction remains inactive until you resume the transaction. However, the suspend and resume actions are only available to users having the role BPMWorkflowSuspend.

FAQs for Directory

Why can't I see the roles that I want to request for myself?

Before you can request a role:

  • The role must appear in a role mapping where it's Self-requestable.

  • At least one of your assignments must match all conditions, such as job and location, in the role mapping.

Typically, an application administrator or IT security manager creates and maintains role mappings.

The reasons may be any of these:

  • Keywords are copied to the keywords table only when the keyword-refresh process is run in some cases. Depending on how frequently you run this process, some recent changes to person records may not appear in keyword-search results.

  • Keyword searches return a result only if you have access to the information in which the keyword is found. For example, if your keyword search is procurement and a match occurs in a person's competencies, the person appears in the search results only if you have security access to the person's competencies.

  • When you enter both a keyword and an effective as-of date, the search results include only those assignments for which the keyword value in the keywords table matches the keyword value on the effective as-of date.

Each search result relates to an assignment. Any person who has multiple assignments can appear more than once in the search results.

If the search criteria include assignment attributes, such as department or job, only those assignments that satisfy all the search criteria appear in the search results.

A matrix chart displays dotted line relationships. The chart displays employees by manager type (for example, project manager, line manager, and functional manager) in a tabular format. It lists the employees as rows and manager types as columns.

What's the difference between rejecting and withdrawing an approval transaction?

The effect of these actions is the same: the transaction is not applied to the database.

The difference is in who can do which action. Only the initiator of a transaction can withdraw the transaction. Only the current approver in the approval chain can reject the transaction.

Why was my saved transaction deleted?

This maybe because an identical transaction initiated for the person by another user was applied to the database.

A message that appears on the calendars of people covered by a calendar event. For example, a message about a Spanish public holiday could appear on the calendars of people working in Spain. It lets people working in other countries know why people in Spain are unavailable on that date. You create calendar event messages using the Planned Schedule task in the Time Management work area.

If you use work schedules and a person is covered by a calendar event, you need to include the calendar event as a schedule exception. Otherwise, even though the person belongs to the organization or location covered by the calendar event, no calendar event message appears on their calendar. You add the calendar event exception to their primary work schedule or schedule assignment.

Mass Updates

You can update multiple employment records at the same time. For example, you can transfer all workers in a department to another department as part of a company reorganization. You go to My Client Groups > Mass Updates to do a mass update.

Assignment Changes

You can do a mass assignment change to update multiple assignments at once. The type of assignment changes include transfer, promotion, location change, position change, and others.

Assignments with Future Changes

Assignments you select in the mass update process can include future dated changes or changes that are effective on the same date as the mass update. You can include or exclude assignments with such future dated changes in the mass update. If you include assignments with future changes, you need to manually modify those records that have an effective date of change later than the mass update date to resolve any conflicts. For those assignments with changes that coincide with the date of the mass assignment change, the previous assignment changes are retained and the mass update is applied as the last change.

If you need to update many assignments at once, you can download the data from the Verification page into a spreadsheet and make the changes offline.

You need to do these things before downloading the data to a spreadsheet:

  • Install the Oracle ADF 11g Desktop Integration desktop client

  • Enable the Trust access to the VBA project object setting in Microsoft Excel

If you added any attributes on the Changes page using personalization, they will be hidden when you download the data into a spreadsheet. You can display these attributes using Unhide feature in Microsoft Excel. You can check in and verify the data in the spreadsheet multiple times while making revisions. After the final check in, you need to go to the Review page to submit the changes.

Note: The mass update transaction gets automatically saved when you go to the Verification page. The current changes overwrite the earlier mass update in this process and you can't restore the earlier changes even if you cancel the current transaction

After you do a mass update you can monitor the status of the update on the Manage Mass Updates page. Let's see what each status means:

Status What it Means

Initiated

Mass update process has started. The status is automatically set to Initiated when you create a mass update.

Awaiting user verification

Mass update changes are awaiting verification.

Awaiting user verification - exported

You exported the mass update rows to a spreadsheet.

Awaiting user verification - imported

You made changes to the spreadsheet and checked it in, it's awaiting verification.

Completed

Mass update is complete.

You want to transfer all workers from the Applications Support department to the Global Support department, within the same legal employer. Since there are many workers, you want to do a mass transfer.

Let's look at the steps to update the key values for this mass transfer.

Create a Mass Transfer

  1. On the Manage Mass Updates page, click Create to open the Create Mass Assignment Change: Basic Details page and complete these details.

    Field Value

    Name

    Reorganization September 2011

    Action

    Transfer

    Assignments with Future Changes

    Show errors and exclude assignments

  2. Click Next.

Select the Population

  1. On the Create Mass Assignment Change: Population page, click Select and Add to open the Select and Add: Persons page.

  2. Click Advanced to open the Advanced Search page.

  3. Select the Applications Support department and click Search.

  4. Select all the rows in the search results.

  5. Click OK to display the search results in the Selected Persons region.

  6. Click Next.

Enter the Changes

  1. On the Create Mass Assignment Change: Changes page, enter these values.

    Field Value

    Business Unit

    Global Support

    Department

    Global Applications Support

    Building

    New Pleasanton Campus

  2. Click Next.

Verify the Changes

  1. On the Create Mass Assignment Change: Verification page, in the Proposed Changes column, delete the Building value New Pleasanton Campus for those workers who work from home.

  2. Click Verify Changes and review any errors and warnings.

  3. Click Next.

  4. On the Create Mass Assignment Change: Review page, review the current and proposed values.

  5. Click Submit.

FAQs for Mass Updates

No, but you can save the mass update for later, and edit or delete the mass update any time before submitting it. You can manage mass updates in the Mass Updates work area.

When you select a worker or assignment category in the Job Details section of the Create Mass Assignment Change page, you can see tags displayed next to the fields. These tags specify the legislations associated with the selected category and have the following meaning:

  • Tags with + prefixes: Indicate that the selected category only applies to the legislations with the + prefix. For example, Tags +FR,+IE,+NZ indicate that the selected category only applies to France, Ireland, and New Zealand.

  • Tags with - prefixes: Indicate that the selected category applies to all legislations except the legislations with the - prefix. For example, Tags -FR,-IE,-BR indicate that the selected category applies to all legislations except France, Ireland, and Brazil.

  • Tags with + and - prefixes: If the tags contain a combination of + and - prefixes, the first prefix is considered and the rest is ignored. For example, Tags +FR,-IE,-BR indicate that the selected category only applies to France, Ireland, and Brazil.

Work Schedules

You can set up an individual's work time in different ways. A person's official schedule for a selected time period is automatically determined using this information:

  • Current schedule or work hours

  • Calendar events and work schedule resource exceptions

  • Absence entries

Search Order

This flow chart shows you the order that the application searches for someone's schedule, before applying it to the assignment.

Visual representation of the flow that determines
an employee schedule

Published Schedule (Workforce Management)

The published schedule is built using the employment work week, primary work schedule, or standard working hours for each person. It can also be built using published schedules from other scheduling applications. The published schedule shows applicable calendar events and absences.

Employment Work Week

The employment work week is configured on the person's employment record. Schedules built from the work week also show applicable calendar events and absences.

Primary Work Schedule

The primary work schedule is linked to one of these levels. Schedules built from the work schedule also show assigned calendar events and resource exceptions, as well as applicable absences.

  1. Primary assignment of the person

  2. Position

  3. Job

  4. Department

  5. Location

  6. Legal Employer

  7. Enterprise

The process moves through the schedule hierarchy in the specified order and stops as soon as it finds a primary schedule. This example hierarchy shows primary work schedules associated with three levels.

Effect of schedules defined at various levels of
the workforce structure on people's schedules

Departments 1 and 3 don't have primary schedules. So, the primary schedule at the enterprise-level applies to everyone, with one exception. A person in department 3 has a schedule for their primary assignment. That primary assignment schedule applies instead of the enterprise-level schedule. Department 2 has a primary schedule, and it applies to everyone in that department.

Everyone's schedules are affected by the calendar events and resource exceptions that exist in the primary work schedule, regardless of level. They're also affected by any absences they report during the selected time period.

Standard Working Hours

The standard working hours are defined on the person's primary assignment. Schedules built with these hours also show applicable calendar events and absences.

Default Hours

If the application doesn't find a schedule, it uses the default hours 8:30a to 5:00p.

When you create a work schedule, you can include exceptions, such as public holidays or training sessions. You then use these exceptions to determine people's availability to work.

Calendar Event

A calendar event is an exception for a single event on 1 or more consecutive days, such as a public holiday or training event.

Calendar Event Category

A calendar event category is an exception for all calendar events that make up the event category. For example, the events New Year's Day, Good Friday, and Easter Monday make up the category UK Public Holidays.

Resource Exception

A resource exception is an exception for everyone assigned the work schedule. For example, everyone assigned the Night Shift schedule is scheduled to attend a training event, so they aren't available to do their regular work.

People can see the Work period exceptions for themselves and their team on the Time and Absences work area calendar. They need to select either or both of the Employment schedule and My schedule display options. They can't see any off period, or nonwork, exceptions.

FAQs for Work Schedules

The schedule used to determine an individual's work availability. For example, you assign two schedules for different time periods to someone's primary work assignment. For those schedules to determine the person's work availability for those time periods, you need to set both schedules to Primary. If you assign only a single work schedule, that schedule automatically determines the person's work availability.

You manage work schedules using the Work Schedule Assignment task in the Person Management work area.

You can change how the exceptions affect that person's work availability when you assign a schedule to someone using the Work Schedule Assignment page. For example, you added a calendar event as an exception that affects everyone. But, a designated person has to remain available to handle critical customer queries. So, you change the person's work availability for that exception.