7Person Information

This chapter contains the following:

Person Records

All workers, nonworkers, and contacts have a single person record in the enterprise identified by a person number.

You can't create the person record in isolation because it requires one of the following:

You never terminate a person record. It continues to exist through all of a person's work and contact relationships in the enterprise.

You create the person record either

  • When you create the person's first work relationship in the enterprise (for example, when you first hire the person)

  • Or when you add the person as a contact (for example, as an emergency contact) in another person's record.

Person Records Compared with Work Relationships

The following table compares Person Records and Work Relationship Records.

Information Type Particulars

Person Records

Holds personal information such as:

  • Name

  • Date of birth

  • Disability information

    May also apply to more than one work relationship such as National ID.

Work Relationships

Holds employment information such as:

  • Job

  • Payroll

  • Working Hours

    This can vary among work relationships and be specific to a legal employer.

    Note: A person's worker type (for example, employee) is derived from the person's work relationship; it's not part of the person record. A person with multiple work relationships of different types has multiple worker types.

Local Information in Person Records

In a single global enterprise, all users who have access to a person see the same person record, but the person record can contain local variations of some information.

For example, the person record can contain the person's name in a local language and multiple national IDs. You can also record some information, such as marital status, using terms that are most appropriate for each country in which the person has work relationships. All local information is visible to anyone who can view the person record.

Access to Person Information

Having security access to a person record doesn't automatically allow access to all of a person's work relationships and assignments.

For example, your access may be limited to specific legal employers, which may exclude some work relationships.

Multiple people may be able to manage a person record, including human resource (HR) specialists in any of the person's legal employers and the person to whom the record belongs. .

The first of the following examples show how multiple people can manage the person record sequentially; the second shows how multiple people can manage the person record simultaneously.

Updating the Person Record After a Break in Service

Miguel is an ex-employee of legal employer A in the United States. Today, Miguel starts a contingent workerwork relationship with legal employer B in Brazil, where you're the HR specialist.

Miguel has a person record and two work relationships.
His employee work relationship with legal employer A is terminated;
therefore he's an ex-employee. His contingent worker work relationship
with legal employer B is current; therefore he's a contingent worker.

When you attempt to add Miguel as a contingent worker, the application finds his existing person record; therefore, you need only to create the contingent worker work relationship. You also update his person record as follows:

Details Action Item

Miguel is married

Do the following:

  • Enter his new marital status in the country information for Brazil

  • Update his marital status in the US country information.

Miguel has a new emergency contact

Replace his previous emergency contact by doing the following:

  • End date the previous contact relationship.

  • Create a new one.

Contact relationship information is date-effective, which means you can retrieve his previous addresses if necessary.

Miguel's address

Update his addresses. Address information is date-effective, which means you can retrieve his previous addresses if necessary.

Miguel's national ID(s)

Add his Brazilian national ID, therefore the person record now holds two national IDs.

Miguel's local name

As Miguel is living and working in Brazil, you enter a local name using the Brazilian name format.

Miguel can review some of the information in his person record from the Personal Information work area; he can also correct some information, such as his address, if necessary.

You have no access to legal employer A so you can't see Miguel's work relationship with legal employer A. If you need more information about his previous work relationship, you must ask Miguel or his previous line manager to share this information with you.

Managing the Person Record When Multiple Active Work Relationships Exist

Marie is French but lives in London, where she has an employee work relationship with legal employer A. She also has a contingent worker work relationship with legal employer B in France. Marie has two contact relationships.

A figure that illustrates Marie's multiple work relationships.
Marie has an employee work relationship with legal employer A, a contingent
worker work relationship with legal employer B, a dependent, and an
emergency contact.

As the HR specialist for legal employer A, you manage Marie's employee work relationship. The HR specialist for legal employer B manages her contingent worker work relationship. You can both manage all components of Marie's person record. In addition, Marie can edit the following details in the Personal Information work area:

  • Marital status and name

  • Addresses

  • Contacts

  • Document records

  • Phone numbers

  • Email addresses

  • Other communication methods

  • Communication methods order of preference

A typical selection of updates to Marie's person record is as follows:

  • Marie manages her own contacts and benefits information.

    • She names her son as a dependent and her husband as an emergency contact.

  • Marie manages her home address, which is also her primary mailing address.

    • The enterprise has defined the address type Local Overseas.

    • The HR specialist for legal employer B enters a Local Overseas address for Marie in France.

  • The HR specialist in legal employer B enters a local name for Marie in French.

  • You enter details of Marie's UK driver's license. The HR specialist in France enters details of Marie's French driver's license and her passport. Marie can review and update this information.

  • You enter Marie's UK national ID, and the HR specialist in France enters her French national ID.

  • Both UK and French versions of Marie's marital status exist in her person record. When Marie's marital status changes, she edits both versions.

Any HR specialist who manages Marie's person record can view, and edit any of this information.

You can define how to display people's names in the application and in which language. You can define whether to display a person's name in the global or the local language.

Person name has two parts, style and format.

Name Styles

The name style determines these things:

  • Which components of a person's name to display. For example, one country may display first name and last name while another may display the middle name too

  • What's the order of display of the components

  • Which components are required and which are optional. For example, title may be optional in some countries.

    The legal employer sets the legislative context for the person record. So, if the legal employer is a Canadian legal entity, the Canadian name style is used. When a country-specific name style doesn't exist, a universal name style (last name, first name, title, and middle names) is used

Note: A person's contacts have the same name style as the person for whom they're contacts.

Name Formats

A name format is an arrangement of the name components.

  • The format is an arrangement of these name components: first name, last name, and title. You can choose from these predefined name formats: Display name, List name, Full name, and Order name.

  • The format can differ based on the display context. For example, in an ordered list of names, last name may appear before first name, but in other contexts first name appears before last name.

Global or Local

The profile option HR: Local or Global Name Format controls whether users see local names or global names. The profile option HR: Local or Global Name Format controls whether users see local names or global names by default. Global names use one name format. Users who manage people across countries may want to see the names displayed consistently so may use global names for example. Users who view or manage persons in a single country may prefer to see local names

Person-Name Languages

Each enterprise has a global-name language. Person names appear in this language by default. When you create a person record, you can define what language to use for the local name. Names appear in this language for users whose HR: Local or Global Name Format profile option value matches the language.

Let's look at an example:

  • The global-name language for the enterprise is American English.

  • You set the local-name language in a person record to Japanese. Users whose HR: Local or Global Name Format profile option is set to Japanese see the person's name in Japanese.

  • All other users (those who are viewing global-format names or whose HR: Local or Global Name Format profile option is set to a value other than Japanese) see the person's name in American English. Users can set preferences to select the language in which they want to see person names displayed in.

A person identifier captures third-party payroll identifier or the time device badge identifier details from an external application for a person or an assignment. You can configure person identifiers to capture additional information, for example, to track a person's parking pass identifier, or track a person's previous Human Resources system person identifier. You add, modify and delete person identifiers using the Person Identifiers for External Applications task in My Team and My Client Groups tabs.

It is optional whether you want to associate a person identifier with an assignment because the person may have only one identifier in an external application. For example, a company assigns a badge to a person that grants access to all the company's buildings. The person may have multiple assignments in the organization, but have only one badge and one number in the building access system.

You can assign the same person identifier and identifier type only to one person at a time. This is because of integration with time clocks and to avoid the same identifier being assigned to more than one person at a time simultaneously. If you want to assign the same identifier to two people, then you have to specify an end date for the identifier for the first person before assigning it to the second person.

Which person data can I delete?

You can delete person phone numbers, email addresses, and profile information. You can delete these person details subject to restrictions:

  • Employment

  • Person and user details

  • Person number

  • Salary and compensation

  • Benefits

You can't delete person names and person legislative data.

Delete a Person's Compensation and Benefits Data

To delete workforce compensation data (if the Transfer Workforce Compensation Data process wasn't run):

  1. In the Compensation work area, click the Administer Workers task.

  2. Make the worker ineligible

To delete individual compensation data, you delete element entries and any stock grants

  1. On the My Client Groups tab, click the Element Entries quick action .

  2. Delete all prior and future-dated element entries created for awarded individual compensation plans.

  3. In the Compensation work area, click the Stock Grants task.

  4. Search for the worker and delete all stock records.

To delete the total compensation statement:

  1. In the Compensation work area, click the Purge Statements task.

  2. Select the Statement Definition Name.

  3. Select the worker whose statement you want to delete.

  4. Run the Purge Statements process for all statements generated for the invalid worker.

To delete salary data.

  1. On the My Client Groups tab, click the Salary History task.

  2. Search for the invalid worker

  3. Delete the salary, starting from the latest record to the earliest one. This deletes the corresponding element entries also.

To delete benefits data.

  • If a life event isn't created

    1. In the Enrollment work area, click the Benefit Relationship task.

    2. Search for the person and delete the benefit relationships..

    3. Cancel the work relationship.

  • If a life event is created

    1. In the Enrollment work area, click the Person Life Events task.

    2. Search for the person and Delete any life events on the Potential Life Events tab.

    3. Delete the benefit relationships and cancel the work relationships

  • If an enrollment records exist

    1. In the Enrollment work area, click the Person Life Events task.

    2. Search for the person. On the Life Event tab, void and back out the life event. Click Save.

    3. In the Evaluation and Reporting work area, click the Processes tab, run the Purge Backed-out or Voided Life Event Data process.

    4. In the Enrollment work area, click the Benefit Relationship task.

    5. Delete the benefit relationships.

    6. Cancel the work relationship.

How You Delete a Person's Employment Data

You can delete work relationships, employment terms, and assignment details using the Cancel Work Relationship action on the Work Relationship page. You can terminate a work relationship only if the person doesn't have any payroll, benefits or compensation results, and direct reports. Also, you can terminate work relationship only if there is another active primary work relationship.

To cancel a work relationship.

  1. On the My Clients Group tab, click the Cancel Work Relationship quick action.

  2. Search and select the person whose work relationship is to be canceled..

  3. Click Submit.

You can't access the person from the search results once you cancel the person's work relationship. If you try to rehire the person by entering the same name, date of birth, and national ID, the person is identified as existing and available for selection in the hire process

User Information

The Cancel Work Relationship action automatically removes a user's roles except the user account that remains active.

You must manage roles using other applications if they're assigned outside of Oracle Human Capital Management. You can use Oracle Identity Manager, Microsoft Active Directory, and so on to manage these user roles. You must verify that the person has no other work relationships. If there are other active work relationships, then you must retain the user account but if there are no other active work relationships, then you can disable the user account outside of Oracle HCM to prevent the user from logging in to the application.

Delete Person Number

You may want to delete a person's person number because you want to assign the number to another person. You can't delete a person number but you can update it if the person number generation method is set to Manual. So, you can change a person's person number to something different and make the original available for reassignment to another person.

Here's how you can change the person number generation method to Manual if it's set otherwise.

  1. In the Setup and Maintenance work area, click the Manage Enterprise HCM Information task

  2. Click the Go to Task icon.

  3. Click Edit and select Correct.

  4. Note the current Person Number Generation Method, as you must reset the value once done with the procedure.

  5. Change the Person Number Generation Method to Manual.

  6. Click Submit.

  7. On the My Client Groups tab, click the Personal Details action.

  8. Search and select the person whose person number you want to change.

  9. Change the person number and click Submit.

  10. Once you change the person number, reset the Person Number Generation Method back to the original value following steps 1-6.

Since the person number is a unique identifier, it's recommended that you cancel the work relationship and create the new person with a new person number

Can I delete a person's mailing address?

Yes, you can delete a person's mailing address even if it's the only mailing address. If the person has multiple mailing addresses, these points apply:

  • You must first identify another address as primary before deleting the current primary address.

  • If one of the addresses has an effective end date as of the current date, you must first delete this address before deleting the primary mailing address.

FAQs for Person Records

The following table outlines the difference between Global names and Local names.

Name Type Description

Global Names

Are in a format and language that can be understood throughout a multinational enterprise.

Local Names

Are understood by users in a single country, but may not be understood throughout a multinational enterprise.

You can have only one local name at a time. Select the local-name language that is most appropriate for your primary assignment and reporting requirements. For example, if your home country is Sweden, you may enter a local name in the Swedish language and format.

A person can have only one local name at a time.

If you change the language of the local name, the new local name replaces the existing local name. For example, if you change a person's local-name language from Swedish to Greek, the Greek version of the person's name replaces the Swedish version. Thereafter, users who have chosen to see names in Swedish will see the global version of the person's name; only users who have chosen to see names in Greek will see the Greek version of the person's name. If you use local names, select the local-name language that's most appropriate for the user's primary work relationship and reporting requirements.

Person attributes such as marital status and addresses are referred to as date-effective objects because they are likely to change over time. When you change a date-effective object, the new change is inserted in the object's history. Typically, you insert the new change following the latest change, and the effective start date is today's date; however, by setting an effective start date that is earlier or later than the current date, you can insert the new change at a different point, either to edit the object history or to create a future-dated change. For example, you could change your marital status to Married on 25 January, 2011 and enter an effective start date of 1 January, 2011 because you were married on that date. The following person related objects are date-effective: marital status, person name, person addresses, contact relationships, and gender.

The address used by default for correspondence.

The home address is automatically the primary mailing address. To use a different address as the primary mailing address:

  1. Create the new address. This can be of any type; you need not define it as a mailing address.

  2. Edit the primary mailing address to select the new address.

Note:
  • If you create a mailing address, that address doesn't automatically become the primary mailing address; you must still select the new address as the primary mailing address.

  • When you create an address, and make it the primary address, you need to close and reopen the Primary Mailing Address section to see the new address.

Personal Information

Reviewing Your Personal Information

Review Your Personal Information

You can review and quickly update your personal information including addresses, emergency contacts, pay details, compensation, and benefit details. Use this procedure to review and update your personal information.

  1. On the Home page, click Me > Personal Information.

  2. On the Personal Details page, click Edit to update your contact information and mailing address. The address components are validated as per the geography validation and are completed automatically based on the ZIP code selection.

  3. Click the Employment Info tab to view your employment history.

    Note: You can only see information for your current assignment. For example, if you have been rehired, you can't see information for your past assignments (before the rehire). Only an HR Administrator has access to your past assignments.
  4. Click the Document Records tab to add or modify your documents, such as certificates, and so on.

  5. Click the Identification Info tab to view your visas and licenses.

  6. Click the Contact Info tab to add or change your phone, email, and address..

  7. Click the Family and Emergency Contacts tab to add or change the people to be contacted in case of emergency,

  8. Click the My Compensation tab to view your salary information.

  9. Click Save and Close.

People can see your profile photo on your public information page, in the directory search results, and the global header. You can have only one profile photo at a time.

  1. Go to Me > Quick Actions, and then select Change Photo action.

    Note: You may also update your photo using the My Photo page in general preferences. Click your user image or name in the global header and go to Personalization > Set Preferences > My Photo.
  2. Click Browse and select the photo to upload. Keep these points in mind when selecting the photo:

    • The file size should be less than 20 megabytes.

    • The preferable file format is .png or .jpeg though other image file formats are also supported.

    • Ensure that the image dimension is 90 x 120 pixels to avoid distortion. If the image isn't of this dimension, try maintaining an aspect ratio of 3 x 4.

  3. Click Save and Close.

Disability Disclosure

You use the Personal Details page to capture your disability details, if any or of a worker who's disabled and record details of the disability. You can also specify if there are any specialized equipment requirements.

As a line manager, you can also view disability information disclosed by a worker. When you create a worker's disability record, you must enter the country and category. Disability categories are predefined and vary by country. You can update the list of values for the DISABILITY_CATEGORY lookup type, using the Manage Common Lookups task in the Setup and Maintenance work area. If you're specifying a disability for a US, UK, or Japanese worker, you can also select a value in the Self-Disclosed Disability field.You can also enter any reasonable accommodation requests for the worker and upload attachments if you have any records to support the disability

You can add a new contact or identify an existing person as a contact in the Personal Information work area. As a Human Resources (HR) specialist or an HR analyst, you can edit the personal information of a worker's contact if you have the PER_CONTACT_PERSON_PII_MA NAGEMENT_DUTY role

You must enter national identifier information for these contacts with whom you have a personal relationship: spouse, domestic partner, child, adopted child, foster child, and domestic partner child. You can manage your dependents and beneficiaries using the Benefits page in the Personal Information work area.

Contact Relationships

The relationship start date is the date when the relationship takes effect. For example, if you enter your spouse as a contact, enter your marriage date as the relationship start date. If you enter a relationship start date that's earlier than the person's hire date, the contact start date is changed to the person's earliest effective start date. This is because a relationship can't be earlier than the effective dates of the two related persons. A point to note is that the relationship start date isn't stored in the application.

You can view the history of changes made to a contact relationship. If you delete the contact, the contact's own person record continues to exist, but the contact relationship between the contact and person is deleted. If you end date the contact relationship, the contact no longer appears in the person record from the specified date, but the history of the contact relationship is still available.

Change Contact Start Date

You can change the start date of contact on the Family and Emergency Contacts page.

These are key points to consider when changing the contact start date.

Contact Information Current Scenario Impact of the Start Date Change

Contact isn't a coworker or a shared contact

The new start date is a past date

All effective-dated objects, such as relationship, name, address, visa or permit, and legislative information, will be synchronized with the new start date.

Contact isn't a coworker or a shared contact

Effective-dated objects have effective-dated changes that are after the new start date

Effective-dated object dates will be synchronized with the new start date.

Contact isn't a coworker or a shared contact

Effective-dated objects have effective-dated changes that are before the new start date

An error message will be shown and you won't be able to make the change. You need to remove the effective-dated changes before changing the start date.

Contact isn't a coworker or a shared contact

Effective-dated object start date starts after the original start date of the contact

Effective start date won't be synchronized.

Contact is a co-worker

The new start date is in the future

The relationship start date will change but any other effective-dated details of the co-worker won't change.

Contact is a co-worker

The new start date is in the past

The relationship start date will change but any other effective-dated details of the co-worker won't change. The new start date can't be before the actual start of the co-worker's original start date.

Contact is a contact of another employee or contingent worker

The new start date is in the future

The relationship start date will change but any other effective-dated details of the co-worker won't change. The new start date can't be before the actual start of the co-worker's original start date.

Contact is a contact of another employee or contingent worker

The new start date is in the past

The relationship start date will change but any other effective-dated details of the co-worker won't change. The new start date can't be before the actual start of the co-worker's original start date.

During a transfer, the receiving line manager may need access to your information to initiate the transfer. You may want to share selected information with an external person or organization to complete a mortgage for example You can share your personal information with people inside and outside the enterprise using the Information Sharing task in the Personal Information work area. If you're a line manager, you can share your worker's information with both internal and external recipients if the worker approves.

Internal Recipients

Internal recipients receive a notification with a link to the line manager version of your person spotlight. The version includes contacts, biographical and employment information, skills and qualifications, goals, compensation and performance details. A recipient's access to the information doesn't expire, but you can revoke it.

External Recipients

External recipients see only the information that you select for sharing. The information that you can share externally is also limited. Their access to this information expires at a time that you specify.

Each external recipient receives an email with a link to the shared information. Any changes to the shared information are also accessible to external recipients. If you share your information with an external recipient on June 1 and the recipient views it on June 5, they see the information effective as of June 5. If the worker was terminated on June 3, for example, no information is available to the recipient.

How National Identifiers are Validated

A national identifier is unique when it doesn't match any other national identifier in the application. You can set up validation to check for the country-type-number combination by setting the Person Creation Duplicate Check enterprise option to one of the options that contains these 3 attributes. For example, when you specify the option National Identifier Country and National Identifier Type and National Identifier Number as the enterprise option, then the check for national identifier uniqueness is done on national identifiers having these 3 attributes. A national identifier - United States, SSN, 887-2234 will be considered unique to the national identifier - United Kingdom, SSN, 887-2234, simply because the countries don't match even if the type and number are the same.

The national identifier is validated when you add a national identifier during any of the add new person processes or while changing a person's information. The ID is also validated when you add it when creating a person record using any of these services:

  • Worker v2 service

  • Worker REST service

  • HCM Data Loader and HCM Spreadsheet Data Loader

A point to note is that Oracle Recruiting candidates aren't included in the check when a person record is created using the methods mentioned earlier. However, the national identifier of these candidates can be checked against the national identifiers of all non-candidates when they become pending workers.

Profile Option to Validate the National Identifier

You need to enable the National Identifier Uniqueness Validation Mode profile option to check if the national identifier in a person record is unique. You can choose any of these values at the site-level.

Profile Option Value Description

None

The national identifier isn't checked for uniqueness.

Warning

A warning is displayed indicating the national identifier isn't unique. You can continue with the same value however.

Error

An error message is displayed preventing you from entering a national identifier, which isn't unique.

Duplicate Person Check

The duplicate person check identifies whether a person record is unique based on the first and last names, date of birth, and national identifier. The national identifier validation checks for the uniqueness of the national identifier in the person record. The differences between the two are indicated in this table:

Attribute National Identifier Validation Duplicate Person Check

How is it configured?

Configured using the National Identifier Uniqueness Validation Mode profile option.

Configured using the Person Creation Duplicate Check enterprise option.

When is it triggered?

When you create or update a person's national identifier record (excluding Oracle Recruiting candidates)

When you hire an employee, a contingent worker, a nonworker, a pending worker, or when a candidate is transformed into a pending worker, depending on the configuration in Oracle Recruiting.

How does it work?

Enabled using a profile option and checks uniqueness of national identifier.

When enabled, each new or updated national identifier record is checked for uniqueness against the records of all other people (excluding Oracle Recruiting candidates), to show a warning or error to prevent the action if a national identifier number is found to belong to another person.

This is independent of national identifier uniqueness validation. When enabled, each new person record will first be checked for any existing duplicate records. If any possible duplicates are found, the user can decide how to proceed. The definition of duplicate is configured in the enterprise option, and can include comparing the names, dates of birth, and even genders, or the national identifiers and their countries and types.

Social Networking at Work

You can follow people at work and post updates in your person spotlight to your wall in Oracle Social Network.

How You Follow People

When you follow a person, you can see their activities in your Overview page in Oracle Social Network. You can see the Follow action in these places:

  • When you search for people, you can see a Follow icon for each person displayed in the search results.

  • When you click on a person's name in the directory or search results, you're taken to the person's spotlight page that includes a follow action.

Person Spotlight Updates

When you update the sections Areas of Interest, Bookmarks, Me, and Areas of Expertise in your person spotlight, the updates are automatically posted to your wall in Oracle Social Network. This happens only if integration with Oracle Social Network is enabled in the network at work settings.

Feedback

You can give feedback to others throughout your organization. All workers and managers can manage feedback by opening the Feedback dialog box from:

  • Person spotlight - On the Public Information page, and using the Feedback action on the Employment Information page

  • Person smart navigation - Click Feedback on the Information page and the Actions menu

In addition, you can create and manage feedback in the following business processes:

  • Performance management

  • Talent review

  • Succession management

Create and Manage Feedback

You can create feedback for yourself or any other person to whom you have data security access. You can edit and delete feedback that you create.

Set Visibility

Feedback visibility is determined by:

  • The visibility setting on the feedback itself

  • Data security

You can make feedback visible to:

  • Everyone - A public note visible to any person in the organization

  • Managers only - Managers in the hierarchy of the worker about whom the Feedback is created

  • Managers and the worker - Managers in the hierarchy of the worker, and the worker who receives the feedback

  • Only Me - A private note created by an author about the author or another person and visible only to the author

HR specialists can view all feedback except that with the Only Me visibility setting.

Feedback visibility is also determined by data security; you can only create or see notes for people whom you have authorization to view.

Hide Feedback

A person who receives feedback and the HR specialist who has administrative oversight of the person can hide feedback, if the content isn't appropriate. The person who hides the note can unhide the note, but no one else can unhide it. The note author can view the note and see that it's hidden.

Notify Workers and Managers

You can configure the application to notify workers and their managers when workers receive feedback. Use the Manage Talent Notifications task to enable or disable notifications sent to the manager or worker. The settings affect all workers and managers throughout the application.

This table lists the visibility settings and the roles that receive notification for each setting.

Feedback Visible To Setting Recipient of Notification

Everyone

Worker who receives feedback, and the worker's manager

Managers Only

Manager of the worker for whom the feedback is created

Managers and <Worker Name>

Worker who receives feedback, and the worker's manager

Manage Feedback in Talent Management Business Processes

The table shows the Talent Management business processes in which you can manage feedback and details about where and how to do so.

Business Process Feedback Details

Performance management

You can manage feedback from performance documents pages. The feedback is in the context of the person, and not limited to the performance document.

Talent review

Feedback is called Notes in the talent review business process. Feedback that originates as a talent review Note is designated as such in the Feedback dialog box. Only notes created within talent review meetings appear in the meetings. However, in the person spotlight, all notes and feedback appear. You can manage notes from the following pages:

  • Manage Notes and Tasks page

  • Talent review dashboard

  • In the person spotlight that you can open from the dashboard

Succession management

You can manage feedback in the person spotlight which you can open from the following pages:

  • Succession Plans page

  • Select Candidates page used when creating a succession plan

  • In talent pools, on the Select Members page used when creating a pool

Use comparison to quickly identify and evaluate differences between items. Compare any person, job, and position items. For example, you can compare a person with another person or with a job profile. You can compare items in the Profiles work area and on the talent review dashboard.

Selecting Items

The first item you select is the comparison base, and the items you select subsequently are secondary items. You can change the comparison base if required. The comparison displays the base item attributes, and indicates the differences between the attributes of the secondary items and the base items. .

Controlling Results

Data sets control which attributes are displayed for each item in the comparison. For example, you must select the School Education data set to display and compare a person's education details.

The information displayed in the comparison results is controlled by security access. For example, line managers can compare their direct reports and view their performance data in the comparison results. HR specialists can perform this comparison only if they have security access to the persons' performance information. You can change the effective date of comparison if you're either a line manager or an HR specialist.

FAQs for Personal Information

No, you can only select from the list of data sets available for an item type.

No, you can compare only the primary assignments of a person.

The differences are calculated between the attributes of the secondary items and the base item. Differences between numeric values are calculated and displayed; character differences are indicated using an icon..

When the data includes a range (competency ratings, for example), the comparison displays the differences from each end of the range. The comparison, however, doesn't display the differences for values that lie within the range. For example, consider that you're comparing the competency requirements of two job profiles. The competency requirement of the base job is between 2 and 4 and the secondary job is between 1 and 3. The comparison displays the difference between the minimum competency requirement of the secondary job (1) and the base job (2) as -1. The comparison doesn't display the difference between the maximum values because the maximum competency requirement of the secondary job (3) lies within the competency requirement of the base job (between 2 and 4).

Line managers and human resource specialists enter the risk of loss information in a person's profile manually;, there is no automated risk assessment process. They evaluate the risk of workers changing jobs or leaving the enterprise and select the ratings .

The next item in the comparison is automatically designated as the comparison base and the differences from the new base item are indicated. Note that the comparison must always include a base item.

Perform a best-fit analysis to find matching profiles for a specified profile using a wide variety of criteria. For example, use best-fit analysis to find the top five person profiles matching a job profile, based on competency requirements, language skills, and certifications.

Compare profiles to evaluate the similarities and differences between known profiles and identify the most suitable profiles. For example, compare the five person profiles identified by the best-fit analysis and identify the person most suited to the job.

To compare or perform a best-fit analysis, use the Compare action in the smart navigation.

Can I delete a person record?

No, but you may be able to cancel work relationships. If you cancel a person's only work relationship, and the person has no contact relationships, the person record:

  • Is identified as associated with a canceled work relationship.

  • Doesn't appear in directory searches.

Yes, you can provided the date of issue of the national identifier is after the expiration date of the existing national identifier. This means that the validity period of the national identifiers must not overlap. You can also specify which of these national identifiers you want to set as the primary national identifier. However, if there is only one national identifier specified, then this is automatically set as primary.

Your passport is created using the Document Records task. Although you can enter passport details in the Passports section you can't upload any documents. You need to use the Document Records task to upload any documents.

You can specify whether a contact is a statutory dependent when you do these actions

  • Add or edit a contact

  • Add a contingent worker

  • Add a nonworker

  • Add a pending worker

  • Hire an employee

  • Create a work relationship

The Statutory Dependent field is used in legislative processes and reports. This field isn't displayed by default unless delivered by a specific Oracle Localization.

You can disclose any disability using the Personal Information work area. You can also specify if you have any specialized equipment requirements and add supporting documents as attachments.. Currently you can disclose disabilities for Japan, the UK, and the US.