Foundation Data

Fundamental Data Structure: Organization-Location-Job Field (OLF)

The data structure enables each customer to customize Oracle Taleo Enterprise Edition products such that they reflect how the customer does business. Each customer's organization is defined as a combination of three main elements: Organizations, Locations, Job Fields (OLF). OLF is also referred to as contextualization.

Organization describes the hierarchical structure of an organization. Up to 20 organization levels can be created. The system proposes the following organization structure, but other terms may be chosen to better reflect the hierarchical structure of a company:

Company
Sector
Department
Division

Location represents a geographical area, such as a country or state. Locations are listed in a hierarchical order, from the broadest geographical area (often a country) to increasingly specific areas (work location). Up to 5 location levels can be created. Locations must be associated to network locations used for various purposes, mainly integration with external systems, using a common and standard universal structure. Oracle strongly recommends defining a zip code for the location. A common location structure is:

Country
State/Province
Region
City
Work Location

Worker locations can be mapped to the Location structure. The worker location is used as an employee (post-hire) function whereas the location (in OLF) is meant for recruiting purposes. For example, a location could be 100 Main Street and a worker location could be "Sector 44" or "Cubicle A". Worker locations are not created in Configuration. Worker locations are typically imported from an external HRMS system. Once worker locations are imported, worker locations can be mapped to the Location structure via Integration or by the system administrator in Configuration. Any Location element can be given the Worker Location and the Worker Location Address properties. System administrators can then configure worker locations to appear in requisitions, offers, correspondences, requisitions lists, and candidates lists just like any other fields. For details, see Worker Location.

Job Field represents the employment sectors or domains. Up to 4 job field levels can be created. Job fields must also be mapped to the network job fields, again to have a common language with the external world, be for posting or integrations. This mapping also serves to inherit existing classification for competencies. The system proposes the following job field structure, but other terms may be chosen to better reflect the structure of a company:

Category
Function
Specialty

Contextualization, that is the Organization-Location-Job Field structure associated to an element, represents the framework the application uses to organize, classify, link, match or search for information in the application. Although Organization-Location-Job Field structures are configured with the help of an Oracle representative during the implementation phase, modifications to structure elements can be done in maintenance mode at any time. It is possible to customize the system to reflect a company's unique structure and make modifications to Organization-Location-Job field elements in real time so that the data accounts for any changes in the structure.

There are several key elements of the Oracle Taleo Enterprise Edition products that are tied to the Organization-Location-Job field structure such as candidate selection workflows, requisitions and requisition templates, message templates, user management, prescreening, approvals, etc.

The purpose of contextualizing an element is to make the element relevant according to a specific context. Below is an example of contextualization with candidate selection workflows. The CSW1 would not be available to the user for this requisition, because the last level of its Location does not match that of the requisition. The CSW2 could be available to the user for this requisition. The parent element of the lowest level of the requisition for each dimension (Organization, Location or Field) must be the same as the lowest level of the workflow for each dimension.

Example:

Requisition:

Organization: Urban transportation
Location: United States/California/Los Angeles
Job Field: Bus driver

CSW1:

Organization: Urban transportation
Location: United States/California/San Jose
Job Field: Bus driver

CSW2:

Organization: Urban transportation
Location: United States
Job Field: Bus driver

When using contextualization, the system applies the AND operator between Organizations, Locations and Job Fields entities. However, the OR operator is applied between elements of the same entity.

In the following example, a field would be displayed if Canada (or any of its children) AND Architecture were selected.

Location: Canada
Job Field: Architecture

In the following example, a field would be displayed if Canada AND Architecture were selected, or if United States AND Architecture were selected.

Location: Canada
Location: United States
Job Field: Architecture

Mapping

Mapping is essential to the Organization, Location, and Job Field (OLF) concept because it allows the creation of an association between a custom element and a standard element from an external system.

Through mapping, it is possible to organize and exchange data between two or more systems in a compatible format. Mapping locations, for example, helps the application to communicate location information to job boards when posting a requisition. The two systems agree that the data structure location will represent a geographical place such as a country, a state or a city. The systems are then able to swap information based on a mutually comprehensible data exchange agreement.

Structure Management

The Structure Editor lets you create and delete organization, location, and job field levels according to your organization's needs. The structure that you establish in the Structure Editor will form the basis of the Organizations, Locations, and Job Fields throughout the application.

Creating the Organization-Location-Job Field Structure

The Manage Foundation Data user type permission is required.

The application must be in implementation mode or maintenance mode.

Configuration > [SmartOrg] Administration

Click Structure Management under Organizations, Locations or Job Fields.
Click Edit.
Click Create to add levels.
Enter a description for each level.
Translate the description into every supported content language.
In the Displayed column, select the levels that you want to display to the user.

For organizations and job fields, the levels must be displayed in sequence. For example, you can choose to display levels 1 to 3 and not 4, but you cannot display 1, 2, 4, but not 3.
Click Save.

Adding a Level to the Organization-Location-Job Field Structure

The Manage Foundation Data user type permission is required.

The application must be in implementation mode or maintenance mode.

Configuration > [SmartOrg] Administration

Click Structure Management under Organizations, Locations or Job Fields.
Click Edit.
Click Create to add levels.
Enter a description for each level.
Translate the description into every supported content language.
In the Displayed column, select the levels that you want to display to the user.

The levels must be displayed in sequence. For example, you can choose to display levels 1 to 3 and not 4, but you cannot display 1, 2, 4, but not 3.
Click Save.

Editing a Level in the Organization-Location-Job Field Structure

The Manage Foundation Data user type permission is required.

To edit the description of a level, the system must be in maintenance mode.

To edit which levels are displayed, the system must be in implementation mode or maintenance mode.

Configuration > [SmartOrg] Administration

Click Structure Management under Organizations, Locations or Job Fields.
Click Edit.
Make required changes.
Click Save.

Deleting a Level in the Organization-Location-Job Field Structure

The Manage Foundation Data user type permission is required.

The application must be in implementation mode or maintenance mode.

If you want to delete a level in the Organization structure, you must first move elements that are attached to it to another level. You cannot delete levels if elements are linked to the level.

Configuration > [SmartOrg] Administration

Click Structure Management under Organizations, Locations or Job Fields.
Click Edit.
Click Delete next to the desired level.

Element Management

The Element Management feature allows a system administrator to view the properties of the Organizations-Locations-Job Fields structure and to manage their children.

Creating an Element for the Organization-Location-Job Field Structure

The Manage Foundation Data user type permission is required.

The application must be in implementation mode or maintenance mode.

Entering a sequence number will overwrite the default alphabetical sequencing available in the system.

For an element to be active, all of its parents must be active. If not, the Active (Pending) status will appear in the Status column.

Configuration > [SmartOrg] Administration

Click Element Management under Organizations, Locations or Job Fields.
Click Create next to Children.
Complete the fields.
Click Save.

Editing an Element in the Organization-Location-Job Field Structure

The Manage Foundation Data user type permission is required.

The application must be in implementation mode or maintenance mode.

Configuration > [SmartOrg] Administration

Click Element Management under Organizations, Locations or Job Fields.
Click Edit in the Actions column.
Make the required changes.
Click Save.

Moving an Element in the Organization-Location-Job Field Structure

The Manage Foundation Data user type permission is required.

The application must be in implementation mode or maintenance mode.

Configuration > [SmartOrg] Administration

Click Element Management under Organizations.
In the list of Children, select the element that you want to move.
Click Move.
Specify under which organization you want to move the selected element.
Click Save.

Deleting an Element

The Manage Foundation Data user type permission is required.

The application must be in implementation mode or maintenance mode.

Configuration > [SmartOrg] Administration

Click Element Management under Organizations, Locations or Job Fields.
In the list of Children, select the desired element.
Click Delete.

If the organization, location or job field that you want to delete has elements, you must reassign the elements to another organization, location or job field. Click OK in the message box. When the selector opens, you can reassign the elements by selecting a new organization, location or job field. All the elements (templates, requisitions and candidates) associated to the organization, location or job field are now reassigned to the organization, location or job field selected above.

Adding an Element to the Location or Job Field Structure

The Manage Foundation Data user type permission is required.

The application must be in implementation mode or maintenance mode.

Configuration > [SmartOrg] Administration

Click Element Management under Organizations, Locations or Job Fields.
Click Add next to Children.
Select the desired element.
Click Select.

Element Deactivation for Recruiting

Over time, customers might need to deactivate or reactivate certain Organization-Location-Job Field elements in SmartOrg to ensure that the foundation data structure reflects changes to their business process structure.

Reports mention whether the status of an Organization-Location-Job Field element is Active or Inactive. In addition, if you deactivate Organization-Location-Job Field elements, they are no longer displayed in the Recruiting Center but if elements or users are part of requisitions, templates, questions, tasks, candidates, etc. and the elements or users are deactivated afterward, that information is retained for reporting purposes.

If a parent Organization, Location, or Job Field element is deactivated or reactivated, all child elements are updated to have the same state as the parent element.

If an Organization-Location-Job Field element is part of a record (e.g., requisition or candidate file) and the element is deactivated, the system continues to display the element in the record. The Organization-Location-Job Field element is not displayed, however, in Organization-Location-Job Field selectors (e.g., Location Selector) if a user creates a new record or edits an existing one. Recruiting Center users can delete a deactivated Organization-Location-Job Field element from an existing record.

Deactivation is available via Taleo Connect Client (TCC). This can be done by changing the status of the Organization-Location-Job Field element.

Taleo Connect Client Impact

Deactivation is available via Taleo Connect Client (TCC).

Web Services Impact

Deactivation is available via Taleo Connect Client (TCC).

Career Section Impact

If an Organization-Location-Job Field element is part of a candidate's profile and the element is deactivated, the system continues to display the element in the profile. Candidates cannot add a deactivated Organization-Location-Job Field element to their profile.
A candidate cannot add a deactivated Organization-Location-Job Field element to a new search.
A candidate cannot add a deactivated Organization-Location-Job Field element to a saved search.
If the candidate runs a saved search that includes a deactivated Organization-Location-Job Field element, the search uses the next higher active Organization-Location-Job Field element; if there is no parent element, the criteria is excluded from the search.
If a saved search contains a deactivated Organization-Location-Job Field element, the search uses the closest active parent element. The deactivated Organization-Location-Job Field element is ignored if no parent element exists.

Recruiting Center Impacts

Functionality	Impact
Advanced search	A deactivated Organization-Location-Job Field element can be included in search criteria. This enables the user to retrieve candidates whose candidate file includes an Organization-Location-Job Field element that has since been deactivated.
Advanced search	If a saved search includes an Organization-Location-Job Field element that has since been deactivated, the element remains part of the search strategy and the search results. The element remains a search criterion if the search is repeated.
Candidate File	If an Organization-Location-Job Field element is deactivated, it continues to be displayed in a candidate file.
	A deactivated Organization-Location-Job Field element is no longer displayed if the Profile tab is edited. This is recorded in the History tab.
	If a user creates a candidate file or a candidate creates a profile, deactivated Organization-Location-Job Field elements are displayed in the Organization-Location-Job Field Selector windows.
	A deactivated Organization-Location-Job Field element has no effect on source tracking contextualization.
	A deactivated Organization-Location-Job Field element has no effect on LUDS selection contextualization.
Candidate Match	A deactivated Organization-Location-Job Field element is not displayed.
Correspondence	The system continues to use deactivated Organization-Location-Job Field elements for contextualization of template.
Offers (Competitive/Expectation)	If a Job is selected, it continues to be displayed if it is deactivated afterward.
	If a Job is selected, and the Job element is later deactivated, and a user then attempts to edit the Job, the deactivated Job continues to be displayed and can be edited.
	If a Job is deactivated, it is no longer displayed in the Selector window.
Prescreening and Disqualification Questions	Prescreening questions and disqualification questions retain their association with deactivated Organization-Location-Job Field elements.
	A deactivated Organization-Location-Job Field element is not displayed.
	Questions associated with a deactivated Organization-Location-Job Field element are only displayed if the user selects an element and then selects Show all questions.
	Questions keep their Active status even if the associated Organization-Location-Job Field element has been deactivated.
Requisition Templates	Requisitions and templates retain their association with deactivated Organization-Location-Job Field elements.
	A deactivated Organization-Location-Job Field element is not displayed.
	Requisitions associated to a deactivated Organization-Location-Job Field element are only displayed if they are associated with other Organization-Location-Job Field elements whose status is Active. For example, a Location element has been deactivated but the corresponding Job Field and/or Organization elements have an Active status.
	When editing requisitions and templates that contain a deactivated Organization-Location-Job Field element, the requisitions retain their Active status.
	If users edit the requisition, this action does not affect the requisition's association with the deactivated Organization-Location-Job Field element.
	When editing requisitions and templates that contain a deactivated Organization-Location-Job Field element, the deactivated Organization-Location-Job Field element is not displayed in the Organization-Location-Job Field Selector windows (e.g.: Location Selector).
	When creating a requisition or a template, a deactivated Organization-Location-Job Field element is not displayed.
	When creating a requisition or a template, a deactivated Organization-Location-Job Field element is not displayed in Organization-Location-Job Field Selector windows (e.g.: Location Selector).
	When duplicating a requisition or a template, a deactivated Organization-Location-Job Field element is not displayed in Organization-Location-Job Field Selector windows (e.g.: Location Selector).
Competencies	Competencies associated with a deactivated Organization-Location-Job Field element are only displayed if the user selects an element and then selects Show all questions.
	Competencies retain their association with deactivated Organization-Location-Job Field elements.
	Competencies keep their Active status even if the associated Organization-Location-Job Field element has been deactivated.
	A deactivated Organization-Location-Job Field element is not displayed.
Candidate Creation (Capture Resume)	When selecting a requisition, a deactivated Organization-Location-Job Field is not displayed.
	When selecting a requisition, the requisition can be selected based on deactivated Organization-Location-Job Field's next highest active parent element.
	When creating an Organization-Location-Job Field block, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
	When editing an Organization-Location-Job Field block, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window
	When editing an Organization-Location-Job Field, an update is logged on the History tab.
	In source tracking, a deactivated Organization-Location-Job Field has no impact on source tracking contextualization.
	In Personal Information LUDS, a deactivated Organization-Location-Job Field has no impact on element contextualization.

Configuration Impact

Feature	Impact
Agency	In view mode, an agency that has a deactivated Organization-Location-Job Field is displayed and the Organization-Location-Job Field value is displayed.
	In edit mode, a deactivated Organization-Location-Job Field is displayed and can be saved.
	When adding an agency, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Agent	In view mode, an agency that has a deactivated Organization-Location-Job Field is displayed and the Organization-Location-Job Field value is displayed.
	In edit mode, a deactivated Organization-Location-Job Field is displayed and can be saved.
	When adding an agent, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Automated Task	In view mode, tasks that include a deactivated Organization-Location-Job Field are displayed and the Organization-Location-Job Field value is displayed.
	In edit mode, a deactivated Organization-Location-Job Field is displayed and can be saved.
	When adding a task A deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Candidate Selection Workflow	In view mode, a deactivated Organization-Location-Job Field is not displayed but is displayed on the Display Context tab.
	In edit mode, a candidate selection workflow can be "resaved" with Organization-Location-Job Field if unchanged.
	When adding a candidate selection workflow, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Career Section Diversity Forms	In view mode, a deactivated Organization-Location-Job Field is displayed.
	In edit mode, a deactivated Organization-Location-Job Field is displayed and can be saved anew.
	When adding a form, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Career Section - Job Search Filter	In view mode, a deactivated Organization-Location-Job Field is displayed.
Career Section - Job Search Filter	When adding a search filter, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Career Section Organization- Location-Job Field Associations	In view mode, a deactivated Organization-Location-Job Field is displayed.
	When adding an association, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Career Section Statements	In view mode, a deactivated Organization-Location-Job Field is displayed.
	In edit mode, a deactivated Organization-Location-Job Field is displayed and the statement can be "resaved" and activated if the Organization-Location-Job Field element has not been edited.
	When adding a statement, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Career Section - URL builder	In view mode, a deactivated Organization-Location-Job Field is displayed.
	In edit mode, a deactivated Organization-Location-Job Field is displayed and can be saved anew.
	When creating an URL, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Correspondence	In view mode, a deactivated Organization-Location-Job Field is not displayed.
	In view mode, templates can be retrieved under the next highest parent element of the deactivated Organization-Location-Job Field.
	In edit mode, a deactivated Organization-Location-Job Field is displayed and can be saved.
	When adding correspondence, deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Custom Large Selection Elements	When editing large selection elements, a deactivated Organization-Location-Job Field is not displayed in drop-down lists and the value is lost if the user clicks Save. Only the next highest active parent is displayed in drop-down lists. contextualization.
Custom Large Selection Elements	When adding a custom large selection, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.
Source Tracking	In view mode, a deactivated Organization-Location-Job Field is not displayed.
	In edit mode, a deactivated Organization-Location-Job Field is displayed in the Properties section.
	In edit mode, a source tracking configuration can be edited and "resaved" if the Organization-Location-Job Field has not been edited.
	When adding a source, a deactivated Organization-Location-Job Field is not displayed in the Organization-Location-Job Field Selector window.

Attention: When deactivating Organization-Location-Job Field (OLF) elements, there are certain behaviors that are important to note. There are some areas where the deactivated elements will still appear for the system administrator when using the Configuration module. If this is a concern, customers should refrain from deactivating OLF elements until this changes.It is important to note that the system does effectively hide where appropriate deactivated OLF elements from both candidates and Recruiting Center users.Specifically, system administrators can still associate (either via an add or edit action) content with deactivated OLF elements and can still see deactivated OLF elements in the system administrator OLF tree views in the following areas within Configuration:In addition, the following tree views within Configuration will still show deactivated OLF elements:

Organization-Location-Job Field Behavior of Deactivated Elements

Context	Action	Organization-Location-Job Field behavior if element is deactivated
Agency
Agency	View	Not displayed
Agency	Edit	Not displayed
Agency	Add	Not displayed
Agency - generate new posting	Add	Not displayed
PDF Form
Any future object configuration such as PDF Forms or Screening Services with Organization-Location-Job Field context	Add	Not displayed
Any future object such as PDF Forms or Screening Services with Organization-Location-Job Field context	View	Not displayed
Any future object such as PDF Forms or Screening Services with Organization-Location-Job Field context	Edit	Not displayed
Automated Tasks for defined Organization-Location-Job Field contexts
Automated Tasks for defined Organization-Location-Job Field contexts	View	Displayed to support historic data integrity
Automated Tasks for defined Organization-Location-Job Field contexts	Edit	Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)
Automated Tasks for defined Organization-Location-Job Field contexts	Add	Not displayed
Candidate File
Candidate File	View	Displayed to support historic data integrity
Candidate File	Edit	Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)
Candidate File	Create	Not displayed
Candidate Search - New search Organization-Location-Job Field preferences
Candidate Search - New search Organization-Location-Job Field preferences	Other	Not displayed
Candidate Search - Run saved search with Organization-Location-Job Field preferences	View	Not displayed
Candidate Search - Run saved search with Organization-Location-Job Field preferences	Edit	Not displayed
Candidate Search - Run saved search with Organization-Location-Job Field preferences	Add	Not displayed
Career Sections Organization-Location-Job Field
Career Sections Organization-Location-Job Field association	View	Not displayed
Career Sections Organization-Location-Job Field association	Edit	Not displayed
Career Sections Organization-Location-Job Field association	Add	Not displayed
Career Sections URL
Career Sections URL	View	Displayed
Career Sections URL	Edit	Displayed
Career Sections URL	Add	Not displayed
Correspondence
Correspondence in Administration menu	View	Not displayed
Correspondence in Administration menu	Edit	Not displayed
Correspondence in Administration menu	Add	Not displayed
Disqualification Questions
Disqualification Library	View	Not displayed
Disqualification Library	Edit	Not displayed
Diversity Forms	Add	Not displayed
Large User Defined Selections (LUDS)
LUDS	View	Not displayed
LUDS	Edit	Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)
LUDS	Add	Not displayed
Offer Data
Offer Data	View	Displayed to support historic data integrity
Offer Data	Edit	Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)
Offer Data	Create	Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)
Prescreening Questions
Prescreening Library	View	Not displayed
Prescreening Library	Edit	Not displayed
Prescreening Library	Add	Not displayed
Privacy Agreements
Privacy agreements configuration	View	Not displayed
Privacy agreements configuration	Edit	Not displayed
Privacy agreements configuration	Add	Not displayed
Reports
Reporting - Running Reports	Other	Indicated as "inactivated" in the listing
Requisitions
Requisition file data	View	Displayed to support historic data integrity
Requisition file data	Edit	Displayed if current/historic data selected (to allow re-saving and viewing without affecting data integrity)
Requisition file data	Create	Not displayed
Requisition tree view in Recruiting	Filter	Not displayed
Requisition filter by Manager or Recruiter	Filter	Not displayed
Requisition Templates
Requisition Templates	View	Indicated as "inactivated" in the listing
Requisition Templates	Edit	Not displayed
Requisition Templates	Create	Not displayed
Automated Tasks
Run automated tasks for defined Organization-Location-Job Field contexts	Other	Displayed to support historic data integrity
SmartOrg - Organization-Location-Job Field
SmartOrg - Organization-Location-Job Field	View	Invalid; system doesn't allow
SmartOrg - Organization-Location-Job Field	Edit	Not displayed
SmartOrg - Organization-Location-Job Field	Create	Not displayed
SmartOrg - User
SmartOrg - User Admin	View	Invalid; system doesn't allow
SmartOrg - User Admin	Edit	Not displayed
SmartOrg - User Admin	Create	Not displayed
Sources
Source.Tracking config/admin	View	Not displayed
Source.Tracking config/admin	Edit	Not displayed
Source.Tracking config/admin	Add	Not displayed
User Groups
User Groups	View	Indicated as "inactivated" in the listing
User Groups	Edit	Not displayed
User Groups	Add	Not displayed
User Groups - access to candidate/requisition data per segmentation rules	Other	Indicated as "inactivated" in the listing
Departments
Departments	View	Displayed
Departments	Edit	Displayed
Departments	Add	Not displayed
Work Locations
Work Locations	View	Indicated as "inactivated" in the list
Work Locations	Edit	Not displayed
Work Locations	Add	Not displayed
Performance Flex GUI - Employee
Performance Flex GUI - Employee	View	Displayed to support historic data integrity
Performance Flex GUI - Employee	Create	Not displayed
Performance Flex GUI - Employee	Edit	Displayed
Performance Flex GUI - Position
Performance Flex GUI - Position	View	Displayed to support historic data integrity
Performance Flex GUI - Position	Create	Not displayed
Performance Flex GUI - Position	Edit	Not displayed
Performance Flex GUI – Job Role (Career)
Performance Flex GUI - Job Role (Career)	View	Displayed to support historic data integrity
Performance Flex GUI – Job Role (Career)	Create	Not displayed
Performance Flex GUI – Job Role (Career)	Edit	Not displayed
Performance Flex GUI – Business Organization
Performance Flex GUI – Business Organization	View	Displayed to support historic data integrity
Performance Flex GUI – Business Organization	Create	Not displayed
Performance Flex GUI – Business Organization	Edit	Not displayed

Department

A department represents a division or service in the company where a future employee will work.

A department is the lowest level of an organizational unit. An example of a department could be a documentation department where technical writers, translators and editors are working.

Departments are available in:

Recruiting Administration menu, under Department List, where system administrators create and edit departments.
SmartOrg Administration menu, under User Accounts, when system administrators create a user account.
Recruiting Center when recruiters create a requisition.

Departments can be imported from a Human Resource Management System (HRMS) in Recruiting using the integration service or they can be manually created by system administrators. Departments can also be exported, deleted, and recovered via integration service.

Departments can be linked to organizations and locations.

When creating a department, system administrators can define default approvers for requisitions and offers. Specified approvers will be selected automatically when users are requesting the approval of a requisition or an offer.

The autofill functionality is available for departments provided the system administrator has activated the proper setting. Therefore, when users select a department when creating a requisition, the department-related fields will automatically be filled.

Creating a Department

The Enable Department setting must be activated.

Configuration > [Recruiting] Administration > Department List

Click New...
Complete the fields as required.

The Department Number must be unique.

The Name field must be translated in every available languages.
Optional: Associate the department to an organization.
1. Click Select.
2. Select values for the desired organization levels.
3. Click Done.
Optional: Associate the department to a location.
1. Click Select.
2. Select values for the desired location levels.
3. Click Done.
Optional: Define preferred approvers for requisitions. Specified approvers will be selected automatically when users are requesting the approval of a requisition.
Optional: Define preferred approvers for offers. Specified approvers will be selected automatically when users are requesting the approval of an offer.
Specify if the department is always active or if it is active during a specific period of time.
Optional: Complete department user-defined fields.
Click Done.

The department is available in the Department List page.

Deleting a Department

The Enable Department setting must be activated.

The system must be in maintenance mode.

Configuration > [Recruiting] Administration > Department List

Click on a department.
Click the Delete icon.

The department is no longer available for use and is permanently removed from the database.

Activating a Department

The Enable Department setting must be activated.

The department must be created.

Configuration > [Recruiting] Administration > Department List

Click on a department.
Specify if the department is always active or if it is active during a specific period of time.
Click Done.

The department is available to users in Recruiting.

Deactivating a Department

The Enable Department setting must be activated.

The department must have the Active status.

Configuration > [Recruiting] Administration > Department List

Click on a department.
Select Inactive.
Click Done.

The department is unavailable to users while maintaining the information in the database for reuse.

Associating a Department to an Organization

The Enable Department setting must be activated

You must create a department before you can associate it to an organization.

Configuration > [Recruiting] Administration > Department List

Click on a department.
Specify to which organization the department is associated.
Click Done.

Associating a Department to a Location

The Enable Department setting must be activated

You must create a department before you can associate it to a location.

Configuration > [Recruiting] Administration > Department List

Click on a department.
Specify to which location the department is associated.
Click Done.

Dissociating a Department from an Organization

The Enable Department setting must be activated.

The department must be associated to an organization.

Configuration > [Recruiting] Administration > Department List

Click on a department.
Under Organization, click the Clear Selection icon.
Click Done.

Disassociating a Department from a Location

The Enable Department setting must be activated.

The department must be associated to an organization.

Configuration > [Recruiting] Administration > Department List

Click on a department.
Under Location, click the Clear Selection icon.
Click Done.

Department - Permissions and Settings

The following permissions and settings are used for the department functionality.

User Type Permission	Description	Location
Manage foundation data	Allows users to manage departments.	Configuration > [SmartOrg] Administration > [Users] User Types > Configuration > Foundation Data

Setting	Description	Default Value	Location
Enable Department	Activates the Department functionality throughout the system.	No	Configuration > [Recruiting] Settings
Link Requisition Location to Department Location	In requisitions and templates, link the Location field to the location specified for the Department. This is a protected setting activated by Oracle Support.	No	Configuration > [Recruiting] Settings
Link Requisition Organization to Department Organization	In requisitions and templates, link the Organization field to the organization specified for the Department. This is a protected setting activated by Oracle Support.	No	Configuration > [Recruiting] Settings
Department Autofill Activation	Activate the automatic filling of department-related fields in requisitions.	No	Configuration > [Recruiting] Settings
Requisition Action Requires Effective Department	When certain actions are performed in requisitions, the department must be effective.	Not Required	Configuration > [Recruiting] Settings
Send Department Information to eQuest When Posting Requisitions	Send the department code to eQuest when posting requisitions in order to do some reporting in eQuest.	No	Configuration > [Recruiting] Settings

Position

A position indicates the type of work offered in a requisition. For example, an administrative assistant, a technical writer, a translator, an editor are all positions within the Documentation department. Positions are mainly used by large organizations for head count planning and management.

Positions are imported from a Human Resource Management System (HRMS) in Recruiting via the integration service. Positions cannot be created nor edited by system administrators.

Positions appear in the Recruiting Administration menu, under Position List once the setting Enable Position is enabled.

Position in the Create Requisition Assistant Tool

The Position field can be configured to appear in the Create Requisition Assistant tool when recruiters create requisitions. For that, the "Enable Position" and the "Select a Position when creating Requisitions (if concept of Position is activated)" settings must be enabled, and the Position field must be made available in Recruiting (Configuration > Recruiting Administration > Fields > Requisition). When a recruiter creates a requisition, the list of positions displayed depends on the recruiter's permissions. If the recruiter can create requisitions without any restriction, then all compatible positions are displayed and available. If the user's permission is limited to template-linked positions, then only those are displayed. Note that in prior releases, the Create Requisition Assistant tool would display either the Requisition Template selector or the Position selector because positions were linked to requisition templates.

Position in Requisitions and Offers

The Position field can be configured to appear in requisitions and offers. For that, the Position field must be made available in Recruiting for requisitions (Configuration > Recruiting Administration > Fields > Requisition) and for offers (Configuration > Recruiting Administration > Fields > Offer), and the Position field must be added to the requisition file (Configuration > Recruiting Administration > File Configuration> user-defined Files) and the offer form (Configuration > Recruiting Administration > Fields > Offer Field Layout). When the Position field appears in a requisition, the recruiter, when creating an offer for that requisition, can copy the value originating from the requisition or select a different value. A different position can be selected for each offer within a same requisition. When a candidate is hired, the position included in the offer can be exported to the HRMS system for a New Hire record to be created.

Note: The Position OLF has priority over the Position Template OLF.

Position Settings and Permissions

Setting	Description	Default Value	Location
Enable Position	Activates the concept of position throughout the system and allows the auto-filling of requisitions based on position information.	No	Configuration > [Recruiting] Settings
Select a Position when creating Requisitions (if concept of Position is activated)	Determines if the user can select a position when creating a requisition and where the concept of position is activated.	Yes	Configuration > [Recruiting] Settings

Permission	Constraint	Location
Create Requisition	Only from a requisition template or template-linked position (all requisition types, except contingent) • Only from a requisition template or template-linked position (contingent recruitment)	Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions

Viewing Information on a Position

The Enable Position setting must be activated.

Configuration > [Recruiting] Administration > Position List

In the Position List page, click on a position.
View the information. Information such as the position ID, position title, Organization-Location-Job Field structure associated to a position is available.
Click Close.

Using Pay Basis

Pay basis values are available in the Recruiting Administration menu, under Pay Basis List.

The following Oracle-sourced pay basis values are available. These pay basis values can be deactivated. For backward compatibility reasons, the values Yearly (default value) and Hourly cannot be deactivated.

Biweekly
Daily
Hourly
Monthly
Semimonthly
Total
Weekly
Yearly

Pay basis values can be imported from an external HRMS system. Contrary to Oracle-sourced values, the only way to deactivate an imported pay basis, even after it has been used, is via integration. Once deactivated, an imported pay basis will remain displayed on the Pay Basis list but marked as "Inactive".

For each pay basis, the following information is available:

Code of the pay basis (mandatory and must be unique).
Name of the pay basis in all the languages used in the company.
Annualization factor (mandatory).
Currency (imported pay basis values only).
Worker legal employer (imported pay basis values only).
Status.

Note: Oracle-sourced values cannot be configured to contain currency and worker legal employer information.

When configuring the offer form, system administrators should position the Pay Basis, Salary (Pay Basis), Annualized Salary and Currency fields together as a group since they are linked via calculation. Ideally, these fields should be laid out in the sequence order that most users would expect to enter the information.

When configuring the Compensation block (used by the requisition file), system administrators should allow more space for the Pay Basis field. The Annualization Factor always accompanies the Pay Basis field and it is displayed underneath. If not enough room is available, the Annualization Factor value will not be displayed.

Pay Basis in Requisitions and Offers

Recruiters define a pay basis when creating requisitions or offers.

When only Oracle-sourced pay basis values are available in the system, the recruiter selects a pay basis using a drop-down list. When Pay Basis values have been imported in the system, the recruiter selects a pay basis using a selector. The Pay Basis Selector page contains both Oracle-sourced values and imported values. The selector provides quick filters and displays the code, name, and annualization factor (if enabled) of each pay basis as well as the worker legal employer and currency if those values are set for the selected pay basis (and if these fields are configured as available).

When a Pay Basis value is selected, the corresponding annualization factor (if enabled) is displayed under the Pay Basis field. When mousing over the value in view mode, a window displays details such as name, code, and annualization factor (if enabled).

When creating an offer, the recruiter enters a salary in the Salary (Pay Basis) field. The recruiter can specify a Pay Basis value different than the one defined in the requisition. The recruiter can click the Calculator icon to calculate the corresponding annualized salary. The system fills-in the calculated value based on the annualization factor. If currency information is available for the selected pay basis, the Currency field automatically populates with that value and cannot be edited. If no currency was configured, the Currency field is empty and is editable.

Displaying the Annualization Factor

The Annualization Factor field is a read-only field. The annualization factor is obtained by calculating the annualized salary off of a salary based on the selected pay basis (or vice versa). For example, if the pay basis is weekly, the annualization factor is 52 since there are 52 weeks in a year.

System administrators can configure the display of the Annualization Factor field in requisitions and offers. Two Recruiting settings are available:

Requisition Annualization Factor
Offer Annualization Factor

By default, the Annualization Factor field is not displayed. When enabled, the Annualization Factor field appears next to the Pay Basis field in edit and view modes. The Annualization Factor field is displayed for informational purposes only. If the field is not displayed, the calculator in the offer grid will still consider it in its calculation.

HRMS Worker Information

HRMS worker-related fields can be imported in Recruiting for use in requisitions, requisition templates, offers, correspondence, requisition lists and candidate lists.

The following HRMS worker-related fields can be imported:

Worker Business Unit
Worker Grade
Worker Job
Worker Legal Employer

Once values are imported, they are available to be viewed in Recruiting Administration, under General Configuration.

When a recruiter creates a requisition, the selection of worker-related values is performed via a selector. The selector provides quick filters to quickly filter the list down to relevant information. When mousing over a selected value on the requisition, a pop-up window containing details such as name and code is displayed.

When a recruiter creates an offer, the recruiter can decide to specify a worker-related field whether or not it was originally identified in the requisition. Also, if a worker-related field was specified in the requisition, it is possible to specify a different value in the offer. A different worker-related field can be selected for each offer within a same requisition. When a candidate is hired, the worker-related information included in the offer can be exported to the HRMS system to be included as part of the new hire (or other) record

If worker-related fields are used, they should be positioned together as a group on the requisition and the offer.