HRMS Material

CHAPTER 1

	Organization §  Types of Organizations §  Types of Organizations Models §  Human Resources Organization Model §  Accounting / Distribution / Materials Management Organization Model §  Setting Up a Multiple Organization Enterprise §  Changing the Organization Structure §  Vision Organization Model

Types of Organizations

You can define organizations and the relationships among them.

1.   Set of Books

A financial reporting entity that uses a particular chart of accounts, functional currency, and accounting calendar. Oracle General Ledger secures transaction information (such as journal entries and balances) by set of books. When you use Oracle General Ledger, you choose a responsibility that specifies a set of books. You then see information for that set of books only.

2.   Business Group

The business group represents the highest level in the organization structure, such as the consolidated enterprise, a major division, or an operation company. The business group secures human resources information. For example, when you request a list of employees, you see all employees assigned to the business group of which your organization is a part.

Note: This is true in all applications except the HR applications, which support more granular security by a lower–level organization unit, the security profile. Multiple sets of books can share the same business group if they share the same business group attributes, including HR flexfield structures.

3.   Legal Entity

A legal company for which you prepare fiscal or tax reports. You assign tax identifiers and other legal entity information to this type of organization.

4.   Balancing Entity

Represents an accounting entity for which you prepare financial statements. This is a segment in the Accounting Flexfield structure (usually the Company segment) at which all accounting entries must balance. There may be multiple companies within the same structure, and each of these must balance within it. Each legal entity can have one or more balancing entities. You can use Flexfield Value Security rules to restrict data entry of balancing segment values by legal entity or operating unit.

5.   Operating Unit

An organization that uses Oracle Cash Management, Order Management and Shipping Execution, Oracle Payables, Oracle Purchasing, and Oracle Receivables. It may be a sales office, a division, or a department. An operating unit is associated with a legal entity. Information is secured by operating unit for these applications. Each user sees information only for their operating unit. To run any of these applications, you choose a responsibility associated with an organization classified as an operating unit.

6.   Inventory Organization

An organization for which you track inventory transactions and balances, and/or an organization that manufactures or distributes products. Examples include (but are not limited to) manufacturing plants, warehouses, distribution centers, and sales offices. The following applications secure information by inventory organization: Oracle Inventory, Bills of Material, Engineering, Work in Process, Master Scheduling/MRP, Capacity, and Purchasing receiving functions. To run any of these applications, you must choose an organization that has been classified as an inventory organization. You create sets of books using the Define Set of Books window in Oracle General Ledger. You define all other types of organizations using the Define Organization window.

7.   HR Organization

HR organizations represent the basic work structure of any enterprise. They usually represent the functional management, or reporting groups that exist within a business group. In addition to these internal organizations, you can define other organizations for tax and government reporting purposes, or for third part payments.

Types of Organization Models

1.   Human Resources Organization Model

With Oracle Human Resources, you can define multilevel organization hierarchies, with a business group at the top of each hierarchy. When you define new organizations, they are automatically assigned to the business group associated with your current session. Each organization is part of a business group. The business group is usually the top box on an enterprise organization chart, as in. The business group is the largest organization unit you set up in Human Resources to represent your enterprises as an employer. Below this level, you represent the groupings in which employees’ work, such as branches, departments, or sections, by means of internal organizations. To enable the assignment of employees to an internal organization, you classify the internal organization as a HR organization. You can define external organizations in the same way as internal organizations, so that you can represent organizations that are not part of your enterprise (such as training vendors or tax offices). The major difference between internal and external organizations is that you cannot assign people to an external organization.

2.   Accounting / Distribution / Materials Management Organization Model

Using the accounting, distribution, and materials management functions in Oracle Applications, you define the relationships among inventory organizations, operating units, legal entities, and sets of books to create a multilevel company structure, as shown in

·         Legal Entities Post to a Set of Books

Each organization classified as a legal entity identifies a set of books to post accounting transactions.

·         Operating Units Are Part of a Legal Entity

Each organization classified as an operating unit is associated with a legal entity.

·         Inventory Organizations are Part of an Operating Unit

Each organization classified as an inventory organization references an operating unit.

·         Inventory Organization Determines Items Available to Order Management

The OM: Item Validation Organization profile option specifies the inventory organization that Order Management uses to validate items. Some inventory item attributes for Receivables and Order Management, including Tax Code and Sales Account, are specific to an operating unit or an accounting flexfield structure. Therefore, you should define an item validation organization for each operating unit.

·         Inventory Organization Determines Items Available to Purchasing

The inventory organization you specify in the financial options for each operating unit determines the items available in Purchasing. You can only choose an inventory organization that uses the same set of books as your operating unit.

Controlling Secure Access

1.   Data Security

You can limit users to information relevant to their organization. For example, you can limit access for order administration clerks to sales orders associated exclusively with their sales office.

2.   Inventory Organization Security by Responsibility

You can specify which inventory organizations are available to users in each responsibility. The Choose Inventory Organization window automatically limits available inventory organizations to those authorized for the current responsibility.

3.   Responsibility Determines Operating Unit

Your responsibility determines which operating unit you access when you use Oracle Applications. When you use Oracle Payables, Receivables, Order Management and Shipping Execution, Purchasing, Projects, and Sales Compensation you see information that is relevant to your operating unit. All transactions you create are automatically assigned to your operating unit.

Setting Up a Multiple Organization Enterprise

This essay describes how to implement your organizational structure within the Oracle Applications Multiple Organization model.

1. Develop the Organization Structure

2. Define Sets of Books

3. Define Locations

4. Define Business Groups

5. Associate Responsibilities with Business Groups

6. Define Organizations

7. Define Organization Relationships

8. Define Responsibilities

9. Set MO: Operating Unit Profile Option

10. Convert to Multiple Organization Architecture

11. Change Order Management Profile Option

12. Set Profile Options Specific to Operating Units

13. Define Inventory Organization Security (optional)

Step 1 Develop the Organization Structure

A successful implementation of Multiple Organization support in Oracle Applications depends primarily on defining your organizational structure in the multi–level hierarchy used by Oracle Applications. The Levels are:

·     Business groups

·     Accounting sets of books

·     Legal entities

·     Operating units

·     Inventory organizations

·     HR Organizations

First, you need to decide on the organizations you will use in your multiple organization implementations.

Step 2 Define Sets of Books

Use the Define Set of Books window to enter your sets of books.

Note: If your enterprise structure requires that you define a business group, you should define sets of books before business groups.

Step 3 Define Locations

Use the Define Location window to define names and addresses for the locations you use within your enterprise. You define each location once only. This saves your time if you have multiple organizations with the same location. You should define locations for your legal entities and inventory organizations. Oracle Applications products use locations for requisitions, receiving, shipping, billing, and employee assignments.

Step 4 Define Business Groups (optional)

This section applies to you if you have more than one business group, or if you do not choose to use the pre–defined business group provided by Oracle Applications. Oracle Applications secures human resources information, including organization definition, by business group. You must have at least one business group. For a fresh installation, Oracle Applications provides a pre–defined business group, Setup Business Group. You can define additional business groups as required for your enterprise. We recommend that you modify the pre–defined business group rather than defining a new one. If you define a new business group instead of modifying the pre–defined business group, you need to set the Business Group profile option at the responsibility level for the new business group. Oracle Human Resources automatically create a security profile with the business group name when you define a new business group. You should define all your business groups before defining any other type of organization.

Step 5 Associate Responsibilities with Business Groups (optional)

This section applies to you if you have multiple business groups, or if you do not choose to use the default business group provided by Oracle Applications. If you have multiple business groups, you must associate each Responsibility to one and only one business group. You associate a business group with a responsibility via the HR: Business Group system profile option. If you are upgrading to Multiple Organizations, you must also associate previously created responsibilities to the appropriate business group.

Step 6 Define Organizations

Use the Define Organization window to define all your organizations. You can perform this step and the next step (Define Organization Relationships) at the same time. The steps are presented separately to emphasize the difference between the organizational entity and the role it plays in your organizational structure.

To define legal entities, operating units, and inventory organizations:

1. Log in to the responsibility associated with the business group for which you are defining an organization.

2. Define a legal entity. It is then automatically attached to the correct business group.

3. Define operating units.

4. Define your inventory organizations for each operating unit that will have an inventory organization.
5. If you have more than one business group, switch to the responsibility associated with the other business group and continues to define your organization structure.

Step 7 Define Organization Relationships

Use the Define Organization window to define organization relationships by assigning classifications to each organization. Attributes of certain classifications relate organizations and the roles they play. You can classify an organization as any combination of legal entity, operating unit, and inventory organization. Specify your

Organization classifications in the following order:

1. Legal Entities Attach organizations designated as legal entities to a set of books. You must also specify a location in the Define Organization window. Use the Define Location window to define locations for your legal entities.

2. Operating units attach the operating units to the correct set of books and legal entity.

3. Inventory organizations attach the inventory organizations to the correct operating unit, legal entity, and set of books. If you have more than one business group, change to the responsibility associated with the other business group and continues defining your organization classification.

Required information for organization classifications

Classification	Information Type	Required Attribute
Business Group	Business group information	Short Name, Employee/Applicant Numbering, Key Flexfield Structures, Default Legislation Code, and Currency
GRE/Legal Entity	Legal Entity Accounting	Set of Books, Location
Operating Unit	Operating Unit Information	Legal Entity, Set of Books
Inventory Organization	Accounting Information	Set of Books, Legal Entity, Operating Unit

Step 8 Define Responsibilities

Use the Define Responsibility window to define responsibilities for each operating unit by application. When you sign on to Oracle Applications, the responsibility you choose determines the data, forms, menus, reports, and concurrent programs you can access. You should consider using naming conventions for the responsibility names in a Multiple Organization environment. It is a good idea to use

Abbreviations of the business function and the organization name to uniquely identify the purpose of the responsibility, for example, Super User TCL HR

Step 9 Set MO: Operating Unit Profile Option

Oracle Applications uses the profile option MO: Operating Unit to link an operating unit to a responsibility. You must set this profile option for each responsibility. When you connect to the Oracle Applications, you sign on by entering your username and password. Then, you choose a responsibility that is available to your user. After you choose your responsibility, there is an initialization routine that reads the values for all profile options assigned to that responsibility, including the value for MO: Operating Unit. Oracle Applications allows you to see only the information for that particular operating unit that is assigned to your responsibility. If you use Oracle Training Administration (OTA) in a Multiple Organization environment, you must set the MO: Operating Unit profile option. This ensures that the OTA customer and supplier function works correctly in a Multiple Organization environment.

Step 10 Convert to Multiple Organization Architecture

Ask your database administrator to run the AutoInstall utility adadmin. One of the options in adadmin is to convert to Multiple Organization architecture. Choosing this option will enable the Multiple Organization Support features as well as add operating unit context to all existing data. This process will also replicate seed data to all operating units that have been defined. Before running this step, you must define an operating unit and set the site–level AOL profile option MO: Operating Unit to use your new operating unit. This profile option tells adadmin what operating unit it should use when converting your existing data. If you define Additional operating units, the seed data will be replicated for all operating units. The Convert to Multiple Organization Architecture option does not display on the menu if you already have Multiple Organizations Installed in your database. You no longer need to run the Convert to Multiple Organizations Architecture option again since the Multiple Organizations architecture is built into the underlying applications.

Step 11 Change Order Management Profile Option

If you have different item validation organizations for your operating units, use the Define User Profile Option window to change the level characteristics of your OM: Item Validation Organization profile option so that they are visible and updateable at the responsibility level. This change allows Order Management and Shipping Execution to default tax code and revenue account information correctly.

Step 12 Set Profile Options Specific to Operating Units

Some profile options, including AR: Receipt Batch Source and AR: Transaction Batch Source, reference data that is secured by operating unit. You must set these profile options at the responsibility level. You should choose a value corresponding to the operating unit of the responsibility.

The following profile options need to be set for each responsibility for each operating unit where applicable:

·         HR: Business Group (all responsibilities)

·         HR: User Type The HR: User Type profile option limits field access on windows shared between Oracle Human Resources and other applications. If you do not use Oracle Payroll, it must be to HR User for all responsibilities that use tables from Oracle Human Resources (for example, responsibilities used to define employees and organizations).

·         GL: Set of Books Name Oracle General Ledger forms use the GL:Set of Books profile option to determine your current set of books. If you have different sets of books for your operating units, you should set the GL:Set of Books profile option for each responsibility that uses Oracle General Ledger forms.

Step 13 Define Inventory Organization Security (optional)

With inventory organization security you can restrict inventory organization access to specific responsibilities. You may want to restrict your manufacturing users to certain organizations according to your organizational hierarchy. This feature has the following characteristics:

·         Until you assign an organization to a responsibility in this window, all responsibilities have access to all organizations. Once you have restricted any responsibilities to certain organizations, you must then explicitly define the organizations that all responsibilities can access.

·         This feature does not restrict access once the user is in the product. Users with access to functions that cross multiple organizations (such as ATP, Inter–Organization Transfers, Item Search, and Multi–Org Quantity Report, and so forth) can still specify any valid organization when running these functions.

Changing the Organization Structure

At some point, your company may need to make organization changes. Companies usually make organization changes to better adapt themselves to the new business needs and challenges of the market.

One type of organization change you can make is to discontinue one organization. You can use the Define Organizations window to discontinue one organization by putting an end date in its definition. You can perform other organization changes by enabling or disabling organization classifications or changing the classification attributes. When you do that, you must consider the following:

·         The Define Organizations window does not re–validate the relationships among legal entities, operating units, and inventory organizations.

·         You should not try to move one set of books or legal entity to another because your data may not be valid for the new set of books or legal entity. Instead, you should disable the old organization and create a new one for the appropriate set of books or legal entity. The new organization will contain your new data, and the disabled organization will act as an old or history entity that stores past transactions.

·         If you create a new organization, you can still access your historical transactions by logging to the responsibility tied to the disabled organization. To enter new transactions, you must log into the responsibility tied to the new organization. The data for each of the two organizations are kept separate from one another, and must be accessed separately.

Vision Organization Model

CHAPTER 2

 

















Organization Management

 

1.     Creating Location

 

  

Locations

Work Structure -> Location

In Oracle HRMS, you set up each physical site where your employees work as a separate location. Locations are shared across Business Groups in HRMS and with two other Oracle applications: Inventory and Purchasing. HRMS does not use some of the fields in the Location window. These fields are disabled for HRMS users.

How to Create Location

1.    Enter the name of the location, and a description if required.

2.    Uncheck the Global check box if you want the location to only be available within the default Business Group of your current responsibility. Accept the default if you want the location to be a global location and therefore available to all Business Groups.

3.    Select a national address style from the list. A window opens with the address format for the selected country.

4.    Enter address information in this window and choose OK.

5.    Choose the Extra Information button to enter any additional information required by your enterprise.

6.    Save your location.

2.  Organization                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               

Create Organization

                                                                                                               

Organization

Work Structure -> Organization -> Description

Use the Organization window to create:

1.    Business Groups The first organization you must set up is the Business Group, to which all other organizations belong. You must then create a responsibility that enables you to access the Business Group.

2.    Internal organizations (for example, plants, corporate office, branch offices etc.)

To create an organization you must follow following steps:

¨       Create an Organization

¨       Enter Organization Classifications

¨       Enter Additional Information

How to create an organization:

1.    Navigate to the Organization window and select the new button to create a new organization.

2.    Enter a name for your organization in the Name field. All Oracle applications you install share the information entered in the Organization window. Therefore organization names must be unique within a Business Group, and Business Group names must be unique across your applications network.

3.    Optionally, select an organization type in the Type field. Organization types do not classify your organization; you use them for reporting purposes only. The type may identify the function an organization performs, such as Administration or Service, or the level of each organization in your enterprise, such as corporate office, Branches, Plants etc.

4.    Enter a start date in the From field. This should be early enough to include any historical information you need to enter. You cannot assign an employee to an organization before the start date of the organization.

5.    Enter a location, if one exists. You can also enter an internal address to add more details such as floor or office number.

6.    Enter internal or external in the Internal or External field. You cannot assign people to an external organization. Examples of external organizations that may require entry are benefits carriers, insurance carriers, organizations that employees name as beneficiaries of certain employee benefits, and organizations that are recipients of third party payments from employees’ pay.

7.    Save the basic organization details.

Entering Organization Classifications

To determine the purpose and use of each organization you create, you give it one or more classifications. The setup information you enter for an organization depends in large part on its classification.

Note: Classifying an organization, as a Business Group is not reversible. Business Group partitions employees, organizations, and other data. You can only view the records of one Business Group at a time.

Organization Classifications

The following classifications can be used by all legislation:

¨       Business Group: Use this to define a Business Group.

¨       HR Organization: Use this for all organizations (including Business Groups) to which you want to assign employees.

¨       Registered Company: In the Indian scenario, there has to be an organization which has to be defined as a registered company. This registered company has to be filled in the Income tax Information(Additional information) for the GRE/Legal entity organization. Here, the business group is defined as a Registered Company

¨       GRE/Legal Entity: An organization has to be defined as a GRE(Government Reporting Entity) and its income tax information has to be filled in. This is necessary to give a payroll to the employees

How to enter organization classifications

1.    Enter the classification for your organization in the Name field.

2.    Enable the classification by checking the Enable box. This allows you to use and enter the essential additional information for your organization.

3.    Save the classification details.

4.    You can either enter additional information for the classification type or enter another classification.

Entering Additional Information

For each organization classification you select, you can enter additional information. This information can be different for each classification.

How to enter additional information:

1.    Click on the organization classification for which you want to enter additional information.

2.    Select Business Group to enter additional details about an organization that is classified as a Business Group.

3.    Select HR Organization to enter additional details about an organization that is classified as a HR Organization.

4.    Choose the others button to open the Additional Organization Information window.

Business Group Additional Information

 

Business Group Additional Information

Ø  Business Group Information

1.    You can enter a short name for the Business Group. This name is no longer used in Oracle HRMS It is provided for compatibility with earlier releases, where it appeared in the header line of each form.

2.    Select the method of creating identifying numbers for employees and applicants. The choices are:

• Automatic number generation

• Manual entry

Note: Once you save your method, you cannot later change to either of the automatic options. You can only change to manual entry.

3.    Select the names of the key flexfield structures (Position, Job, Grade, Competency etc.) you want to use in this Business Group.

4.    Select the appropriate Legislation Code and default currency. The Legislation Code determines the startup data you can access and the contents of some legislation–specific windows.

Note: Selecting the correct legislation code is essential for the correct functioning of Oracle HRMS. You cannot change the legislation code after entering employees against the Business Group.

5.    You can enter a Minimum and Maximum Working Age for the Business Group. When you enter or hire employees, you receive a warning if the person’s age is outside this range.

6.    Save your work.

Ø  Work Day Information

1.    Enter the normal start and end times in 24-hour format. For example, for 5.30 p.m., enter 17:30.

2.    Enter a number in the Working Hours field, and select the corresponding period of time in the Frequency field. For example, enter 40 and select Week.

Note: You can add to the list of available frequencies by making entries for the Lookup Type FREQUENCY, using the Application Utilities Lookups window.

HR Organization Additional Information

Ø  Costing Information

Select the appropriate cost code in each segment. For individual employees, you can override these organizations–level codes by entering costing information on their assignments.

Ø  Parent Organization Information

After you set up organization hierarchies, use the Parent Organization window to place a subordinate organization in hierarchies by naming its immediate parent in each hierarchy.

1.    Select the hierarchy name.

2.    Select the name of the parent organization to which the HR Organization is subordinate in this hierarchy.

3.   To enter the HR Organization in another hierarchy, repeat steps 2 and 3.

Ø  Work Schedule

Work schedules show the number of working hours scheduled each day of the week for employees, starting with Monday. For example, for an employee who works 7 hours and 45 minutes each day Sunday through Thursday, with Friday and Saturday off, the work schedule is:

775–775–775–775–0–0–775.

Select the default work schedule for the organization. You can override this default for individual employees on their assignments.

3.    

Create Organization Hierarchy

Organization Hierarchy                                                                                                                                                                                                                                              

Creating Organization Hierarchy

Here, the organization hierarchy is not created the conventional way. Here, the organization reporting structure is defined in a table named EIIL_ORG_HIERARCHY where there are 2 columns with 1 as the parent organization and another column as the child organization. The hierarchy is generated as a report by a concurrent process where the parent and the child names are picked up from the table EIIL_ORG_HIERARCHY

EIIL Organization Hierarchy Report

 

 

 

 

 

 

 

 

 

 

 

 

 

 

To add a new parent and a child organization to the hierarchy

1. Go to table structure(Other Definitions>Table Structure)

2. Query the table EIIL_ORG_HIERARCHY

3. Add a row value

4. Go to table values(Other Definitions>Table Values)

5. Add a parent name and child name for the corresponding row value entered in the table structure

6.Run the concurrent process EIIL Organization Hierarchy Report. The output will show the new parent and child organization in the hierarchy

4.     Job Group                                                                                           

	Create Job Group

 

Create a Job

Work Structure -> Job -> Job Group

How to Create a Job Group:

You create Job Groups in the Job Group’s window.

1. Enter a name for the Job Group. If the HR: Cross Business Group profiles option is set to Y then this name must be unique across the system. If it is set to N then it must be unique within the Business Group.

2. Select the required flexfield structure. This will determine the fields that are displayed in the Job window when this Job Group is chosen.

3. Select a Business Group if required. If the HR: Cross Business Group profile option is set to N, then your Business Group will be displayed and you will not be able to amend it. If the profile option is set to Y then you can either select your Business Group, or leave the field blank to create a global Job Group.

4. Check the Master Job Group check box if this is to be the master job group. If the HR: Cross Business Group profiles option is set to Y then you may only have one master job group across the system. If it is set to N then you can only have one for your Business Group.

5. Save your changes.

5.     Job

	Create Job

 









                                                                                                                  

 

 

 

 

 

 

 

Create a Job

Work Structure -> Job -> Description

How to Create a Job:

You use the Job window to define jobs, the skills that jobholders require, and the grades to which they can be assigned. You can also enter job evaluation scores, if you have set up a job evaluation system.

Check with your HR manager or system administrator whether this is the right window for entering job requirements. You use the Job window if requirements were defined using Special Information Types. You use the Competence Requirements window if you are following the competence approach.

1.    Enter a start date early enough to handle any historical information you want to enter.

2.    Select the required Job Group. This defaults to the Default HR Job Group for your Business Group and should not be changed unless you want to enter a job that describes a supplementary role to a person's normal employment, such as a fire warden or health and safety representative.

Note: Only jobs entered in the Default HR Job Group will be available in other windows such as Position, Competencies, or Assignment. The only window within Oracle HRMS that can access jobs outside of the Default HR Job Group is the Supplementary Roles window.

3.    Enter a unique name for the job. If there is more than one segment in the Job Name flexfield, a window opens when you enter the Name field. You must enter a unique combination of segments in this window.

4. Save the job.

5. Choose the Evaluation button to enter evaluation information and an overall evaluation score for the job.
6. Choose the Requirements button to enter job requirements, such as required qualifications or valid experience, to help you match people to roles.

Note: You use the Competence Requirements window to enter competencies if you are following the Competence approach.

7. Choose the Valid Grades button to enter the grades to which jobholders can be assigned.

8. Choose the Survey Mapping button to link salary survey lines to your job.

Note: You use the Map Salary Survey window to map the job details from market surveys, called salary survey lines, to jobs within your enterprise.

9. Choose the Extra Information button to enter job categories for the job. You can link as many categories as you can need to a job, for example, technical, managerial or administration.

6.      Position                                                                                               

	Create Position

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Create a Position

Work Structure -> Position -> Description

You use the Position window to define positions within your organizations and to add them to position hierarchies. You can also enter the skills that position holders require and the grades to which they can be assigned. You can enter position evaluation scores, if you have set up a position evaluation system.

Note: The four check boxes at the top of the window (Open, Under Review, Approved Future Actions and Temporarily Transferred) are not used in the first version of Release 11i. They will be used for Position Control, to be available in a later release.

How to Create a Position:

1. Set your effective date early enough to handle any historical assignment information you want to enter.. You cannot assign an employee to a position before the start date of the position.

2.  If you are selecting the Active hiring status for the first time (see step 9), enter a Start Date. This is the earliest date on which a person can be hired into this position.

3. Enter a unique name for the position in the Name field in the Position Details tabbed region.

Note: The Name field at the top of the window displays the latest name on record for the position, irrespective of your effective date. This name is used on all other windows, such as assignment.

If there is more than one segment in the Position Name flexfield, a window opens when you enter the Name field. You must enter a unique combination of segments in this window.

4.    Select the position type. The choices are:

§  Single Incumbent: Only one employee is allowed to hold the position at any time

§  Shared: There can be several incumbents, up to the value of the FTE field

§  Pooled (Public Sector only): Position is loosely defined so rules about FTE and hours are not enforced by the system

§  None: If you do not need to record position types

5.   If the position is permanent and budgeted every year, select the Permanent check box.

6.   If the position is only used in one season each year (such as a summer teacher), select the seasonal check box. You can enter the season dates in the Seasonal Information extra information type.

7.   Select the organization and job for this position. They must have a start date on or before the start date of this position. You can set up several positions that have the same job in the same organization. Each position name must be unique.

8.   If you know that the position will be transferred to another organization or job in the future, enter the proposed end dates now, for information.

9.  Select a hiring status. The Start Date field indicates when the current hiring status came into effect.

10. If the status is frozen, you must enter a proposed end date for the status. Optionally, you can enter a proposed end date for Proposed or Active statuses, for information.

11. Select a location for the position, or leave the default, which is the location of the organization.

12. Optionally, select a status for the position. Selecting Valid or leaving the Status field blank enables employees to be assigned to the position provided other conditions (such as an Active hiring status) are met. If the status is Invalid or any other status defined at your site, employees cannot be assigned to the position.

Entering Hiring Information

13. Enter the number of Full Time Equivalents to be assigned to this position. If the Position Type is Single Incumbent, FTE must be 1.0 or less.

14. You can enter the number of incumbents that are planned for the position in the Headcount field.

15. If appropriate, select a bargaining unit code for the position. This is usually the legally recognized collective negotiating organization.

16. If required, enter the earliest date at which incumbents can be hired into this position. If you have created a requisition and vacancy for this position, the earliest hire date must be within the vacancy dates.

17. Enter the date by which the position should be filled. This date must be on or after the Earliest Hire Date.

18. Select the Permit Recruiting check box if the position is not open but you want to enable advertising, job posting and acceptance of applications. For example, you might select this check box for a position that is frozen but due to become active in the near future.

Proposed Entry Salary

19. Select the payroll to which the position’s incumbents are normally assigned. This payroll’s calendar can be used for calculations of budgeted amounts and commitments.

20. Select the salary basis to which the position’s incumbents are normally assigned.

21. Select the default grade to be used to determine the entry salary of position incumbents.

22. Do one of the following, or leave these fields blank:

§  If the position is paid from a pay scale, select the grade step and scale rate that represent the entry-level salary for this position. The system displays the value of the step on the scale rate you selected.

§  If you maintain a grade rate to hold entry salary for this position, select the appropriate grade rate. The value or range (minimum, maximum and midpoint values) for this grade rate is displayed.

Probation Period

23. If there is a probation period for this position, you can enter its length in the Probation region.

Overlap

24. Select the length of time a new incumbent can overlap with a leaving incumbent for transfer of skills.

Proposed Layoff for a Position

For planning purposes, you can record information about a proposed Layoff. When the layoff actually occurs, you terminate the employees, reduce the position’s FTE, and change its hiring status to Frozen or Closed Due To Layoff.

Enter the amount by which the position’s FTE is to be reduced and the date on which the layoff is expected to take effect.

Entering Work Terms

25. Enter a number in the Working Hours field, and select the corresponding period of time in the Frequency field. For example, enter 40 and select Week.

26. Enter the normal start and end times in 24-hour format. For example, for 5.30 p.m., enter 17:30.

27. Select the name of a person who supervises this position. See also the Supervisor field in the Related Positions region if the holder of a specified position rather than a named person supervises the position.

28. Select the Replacement required field if you want users to be warned that they should enter the name of a replacement when they enter an absence for a holder of this position. You might do this for positions where it is essential that a person be in charge at all times.

29. European users: Select the Works Council Approval checks box if the position falls under the jurisdiction of Works Council.

Related Positions

30. Select the position held by the supervisor or manager of this position.

31. In the Relief field, you can select the position that should be held by people who cover this position when the incumbent is absent.

32. Select the position from which a successor will to move to fill this position.

Extended Pay Term

33. For academic positions, if salary can be paid over a longer period than the work term (such as a 9-month appointment paid over 12 months), select the Extended Pay Permitted check box.

34. If extended pay is permitted, enter the start and end dates of the work and pay terms.

Entering Additional Details

35. If required, enter comments, a posting description for recruitment purposes, and any special confidentiality or security requirements, such as a clearance level.

36. Save your position.

37. If you want to add the position to one or more position hierarchies, choose the Reporting To button. Select a hierarchy and the name of the position to which this position reports.

38. Choose the Evaluation button to enter evaluation information and an overall evaluation score for the position.

39. Choose the Requirements button to enter position requirements, such as required qualifications or valid experience, to help you match people to roles.

40. Choose the Valid Grades button to enter the grades to which position holders can be assigned.

41. Choose the Occupancy button to view all those people who have held a selected position or who are applying for it, and the dates of their occupancy. This information could be relevant for selecting people with the necessary skills for similar positions.

42. Choose the Work Choices button to enter work choices that can affect an employee’s, applicant’s, contractor’s, or ex–employee’s capacity to be deployed within your enterprise (or a customer’s).

43. Choose the Survey Mapping button to link salary survey lines to your position.

44. Choose the Extra Information button to enter any additional information required by your enterprise.

7.     Grade                                                                                                   

	Create Grade

 

                                                         

Create a Grade

Work Structure -> Grade -> Description

If you intend loading historic assignment details into Oracle HRMS, make sure you enter valid start dates for your grades. You cannot assign an employee to a grade before the start date of the grade.

How to Create a Grade:

1. Enter your grades in sequence number order. The sequence number can be any number from 1 upwards. The number indicates the rank order of the grade; 1 indicates the highest grade. This is the sequence in which the grades appear to users in lists of values. Consider sequencing each grade at intervals of 10 or more, to accommodate any future changes to grades.

2. Enter a unique name for the grade. If there is more than one segment in the grade name structure, a window opens when you enter the Name field. You must enter a unique combination of segments.

3. Enter a start date early enough to handle any historical information you want to enter.

4. Save your work.

8.      Salary Basis                                                                                        

	Create Salary basis

 

EIIL Salary Basis

Create a Salary Basis

Work Structure -> Salary Basis

Use the Salary Basis window to define a salary basis for each salary element to be used for salary administration. This establishes the duration for which a salary is quoted, for example, hourly, monthly or annually.

How to Create a Salary Basis:

1.  Enter an appropriate name for the salary basis. If you are using predefined elements,

     go to step 4, otherwise go to Step 2.

Without predefined elements

2. Select a pay basis, for example, Annual or Hourly. If you selected annual or Monthly, Oracle HRMS identifies the number of payments and enters 1 or 12 in the Pay Annualization Factor field. You can change this value, if required. If you selected hourly, the Pay Annualization Factor field is blank. Enter your own values, if required. If you select period, leave the Pay Annualization Factor field blank, Oracle HRMS uses the payroll period of your employee as the Annualization factor.

3. Select the name of the salary element and input value associated with this salary basis. Now go to step 6.

With predefined elements

4. Select the appropriate pay basis for the predefined element you plan to use.

5. Select the appropriate element and input value (for example, in the US, Regular Salary and the input value Monthly Salary, or Regular Wages and the input value Rate).

All

6. Select a grade rate to associate with the salary basis, if required. Oracle HRMS uses the grade rate to validate your salary proposals.

7. Select the grade rate basis (Hourly, Monthly, Annual, or Period) for the rate if you selected a grade rate. For example, if your grade rate specifies the valid monthly salary ranges for each grade, select Monthly Salary in the Grade Rate Basis field.

8.    Save your changes.

Qualification Type

Create Qualification Type

 

                                                                                                                            

Qualification Types

Career Management -> Qualification Types

Competencies can have identified qualification methods, such as a license or a test, for example, a life–saving qualification or a degree. Oracle HRMS enables you to determine the qualifications recognized by your enterprise, including:

• All educational qualifications

• Licenses

• Awards

• Honors

Not only can you enter different types of qualifications, but you can also rank them, if required. For example, you could rank a Masters degree as 1, a degree as 2, school levers’ qualifications as 3, and so on.

How to create new Qualification Type:

Use the Qualification Types window to create the qualifications that are recognized by your enterprise. Before you start this task, you must define generic qualification types as values for the Lookup Type PER_CATEGORIES.

1. Enter the name of the qualification, for example, a Masters degree.

2. Select the type of qualification, for example, educational, honorary.

3. If required, rank the qualification.

4. Continue to enter and rank qualifications, then save your changes.

School and Colleges

	Create School and Colleges

 

                                                                                                                  

School & College

Career Management -> Schools and Colleges

You need to identify the schools and colleges that deliver the qualifications your enterprise recognizes. You can then record where a person gained the qualification. If you have not automatically loaded these schools and colleges into Oracle Human Resources, you can enter them manually. You can also record the different sites or locations that comprise an establishment. This is useful, for example, where an establishment has several sites, colleges, campuses or locations.

How to create new School or College:

Use the Schools and Colleges window to enter the establishments that deliver the qualifications recognized by your enterprise.

1. Enter the name of the establishment.

2. Enter the name of the location.

3. Continue to enter establishments, and then save your changes.

School and Colleges Attended

	School & College Attended

 

















Enter Schools and Colleges Attended

People -> Enter and Maintain -> Others -> Schools and Colleges Attended

You can enter the school or college at which the person gained a qualification. Use the School and College Attendance window, accessed from the People window, to enter attendance at an establishment.

To enter schools and colleges attended:

1. Do one of the following:

·         Select the name of the school or college attended from the list of values provided.

·         If the school or college attended does not exist in the list of values, enter the information in the name field.

Note: If you enter an additional school or college, it will only be available for this person. If you want to create a school or college for other people to access you can use the Schools and Colleges window.

2. Enter the dates of the attendance. You must enter a Start date but you can leave the End date blank (if the attendance is ongoing).

3. If attendance is full time at the school or college, check the Full Time box.

4. Continue to enter schools or colleges, if required, then save your changes.

Qualifications

	Qualifications

 

Entering Qualifications

Fastpath -> Qualifications

You can enter an employee's qualifications when they first join the enterprise, and then update them after periodic assessments or appraisals or after completion of a training course. Use the Qualifications window, accessed from the People window, to enter and update qualifications.

To enter qualifications:

1.    Select the type of qualification this person possesses and the title of the qualification. If you need to set up additional qualification types create a new type by using “Creating Qualification Types”.

2.    Select the status of the qualification, for example, whether training is ongoing or completed.

3.    Enter the grade at which the person holds the qualification, if appropriate.

4.    Select the establishment at which the person gained the qualification. If you need to set up additional establishments create a new establishment by using “Entering Schools and Colleges Attended”

5.    Optionally, enter the awarding body that bestowed the qualification.

6.    Enter the dates between which the qualification is gained. You must enter a Start date but you can leave the End date blank (if the qualification is still incomplete).

7.    Optionally, enter the date the qualification was awarded.

8.    Enter the projected completion date the qualification is awarded, if relevant.

9.    Enter the ranked position within the class, if relevant.

10. Optionally, enter any comments, for example, what percentage of the award was course work or examination.

11. Save your work.

12. You can now:

·         Enter tuition fees

·         Enter training details

·         Enter license details

·         Enter subjects

To enter tuition fees for reimbursement:

1.    In the Tuition Details tabbed region, enter the amount and select the currency to reimburse the person.

2.    Select the method of tuition, for example, day release.

3.    Enter the method of reimbursement, for example, bank transfer to be paid when qualification is awarded.

4.    Save your changes.

To enter training details:

1.    Choose the Training Details tabbed region.

2.    Enter the amount of training completed. For example, enter 30 days completed of a training program that lasts 60 days.

3.    Enter the total amount of training required to deliver the qualification.

4.  Enter the units in which the training is measured, for example, days.

To enter license details:

1.    Choose the License Details tabbed region.

2.    Enter the license number, for example, a driving license number.

3.    Enter any restrictions, for example, license not valid in certain states.

4.    Enter the license expiry date.

To enter subjects:

1.    Enter the first subject the qualification comprises.

2.    Select the status at which the subject is awarded, for example, whether training in the subject is ongoing.

3.    Enter the dates between which the subject is studied. You must enter a Start date but you can leave the End date blank (if the subject is still incomplete).

4.    If the subject forms a major part of the qualification, check the Major box.

5.    Optionally, enter the grade at which the subject is studied.

6.    Continue to enter further subjects until you have entered them all for the qualification, then save your changes.

Employee Management

Employee Management Setup §  Define Person Types §  Set Up Special Information §  Enable Special Information Types §  Create Contract Statuses Managing Personal Information §  Find a Person Using the Find Person Window §  Enter a New Person §  Delete a Person from the System §  Enter Pictures §  Entering Medical Assessments §  Entering Work Incident Information §  Enter Special Information Contacts §  Enter Addresses §  Add Telephone Information §  Enter Next of Kin and Other Contacts Managing Assignments §  Enter an Assignment §  Enter Additional Assignment Details §  Change Primary Assignments §  End an Assignment §  End Employment §  Cancel a Termination §  Using Mass Assignment Update Salary Management §  Salary Administration §  Salary Approval

CHAPTER 3

1.     Person Types                                                  

 

Person Types

In any enterprise there is a need to identify different groups of people. For each group that exists in your enterprise there may be different types of information you need to keep. You may also want to control access to the records of different groups of people. There are three basic types of people for whom you maintain information in your human resource system. These are:

§  Employees, both current and ex–employees

§  Applicants, both current and ex–applicants

§  External people: A special category of the External type is contact. A contact is someone associated with an employee or an applicant. Contacts can include the following types of people: people who are dependents of employees, people whom employees name as beneficiaries of certain benefits, and people whom employees list as their contacts in case of emergency.

2.     Lookup Tables                                                                                                                                             

	Create Lookup Tables

 

Lookups

Providing lists of valid values for certain items of information has two key advantages:

§  It ensures that all users use the same terminology, which makes it easier to inquire and report on the information.

§  It speeds up data entry because you can enter just enough to identify the value, and the system completes the entry. In Oracle HRMS, a list of values is called a Lookup type. Each value comprises a code and a meaning. For example: Lookup Type Code Meaning YES_NO Y Yes N No

Predefined Lookup Types

A number of Lookup types are included in Oracle HRMS. Some contain codes as startup data. You can never delete these codes, but you can change their meaning. For some Lookup types, you can also disable the codes that are supplied. Your ability to disable codes and add new codes is determined by the access level of the Lookup type. There are three access levels:

§  User: You can add codes and you can disable supplied codes.

§  Extensible: You can add new codes, but you cannot disable supplied codes because the system uses them.

§  System: You can neither add codes nor disable supplied codes. You can only change the meaning or description of supplied codes.

You can also create your own Lookup Types (States, Category, Religion etc.) in the Lookup type window. These all have an access level of User.

The different lookups used are-

1. ORG_TYPE( Description: Type of Organization)
2. ADDRESS_TYPE ( Description: Address Type)
3. APL_ASSIGN_REASON( Description: Reasons for changing the assignment status)
4. APL_INTERVIEW_TYPE (Description: Types of tests and interviews)
5. APPL_STATUS_LOOKUP_TYPE(Description: To define the applicant status)
6. BLOOD_GROUP(Description: Blood Group)
7. CONTACT (Description: Contact relationship type)
8. REC_TYPE(Description: Types of Recruitment)
9. TERM_APL_REASON (Description: Reasons for terminating an applicant)
10. VACANCY_STATUS (Description: : The various vacancy statuses)
11. VACANCY_CATEGORY (Description: The various vacancy categories)
12. PER_CATEGORIES (Description: Qualification category)
13. YES_NO (Description: Yes or no flag)
14. TITLE (Description: Title)
15. MAR_STATUS (Description: Marital Status)
16. NATIONALITY (Description: Nationality)
17. MOTHER_TONGUE (Description: Mother Tongue)
18. RELIGION (Description: Religion)
19. IN_STATES (Description: States of domicile)
20. PHONE_TYPE (Description: Type of phones)
21. EIIL_TRNG_FEEDBACK  (Description: EIIL Training feedback lookup options )
22. EIIL_LANGUAGES (Description: Different Languages)

3.     Enter and Maintain                                                                             

	Enter and Maintain

 

Create a New Person

Use the People window to enter and maintain basic personal information for all person types, including employees. The minimum information to enter for all categories of people is name and type. In addition, for employees you must enter gender, employee number and date of birth (for assignment to a payroll). All other personal information is optional.

To enter a new person:

1.  Set your effective date to the appropriate date for adding the person to the system. If you are entering an employee, this should be his or her hire date.

2.  Enter the person’s name and other details in the Name region. Only the last name is required.

·         You can use the Title field to enter a title such as Mrs. or Doctor for the person.

·         You can use the Prefix field to enter the first part of the person’s name, such as van der. In the case of someone whose last name is van der Zee, this enables you to sort by the last word of the name, that is Zee. If the whole name van der Zee is entered in the Last Name field, the name is sorted under van.

·         You can use the Suffix field to hold part of the last name, such as Junior or II. This enables the suffix to be reported on separately, as required in some government–mandated reports.

3.    Select the gender, Male, Female or Unknown Gender, from the list. If you are entering an employee you must enter their gender.

4.    Select a type, such as employee, applicant or contact.

5. For employees only:

If necessary, change the Latest Hire Date and Date first hired fields.

§      The Latest Hire Date field displays your effective date.

§   For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of your employee’s earliest, previous period of service. This date must be on or before the start date of the earliest period of service. If the latest hire date and the date first hired are the same, when you amend the latest hire date, the date first hired is set to the same date. You amend the latest hire date to earlier than the date first hired, the date first hired is set to the same date.

6.  If your enterprise uses manual number entry, use the Employee or Applicant fields to enter an employee or applicant number. If your enterprise uses automatic number generation, the employee or applicant number automatically displays when you save your entries in this window.

7.    Enter details for the person as required in the Personal tabbed region:

§   To assign an employee to a payroll, you must enter his or her date of birth.

§   If the Work Telephone field is displayed, enter the person’s work telephone number. Otherwise, use the Phone Numbers window to enter this information.

§   In the Mail To field, select Home or Office to indicate the person’s preferred mail destination.

§   In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.

§   In the Status field, select the person’s marital status.

§   In the Email field, enter the person’s email ID.

§   In the Registered Disabled field, you can select whether your employee or applicant is registered disabled or not.

Entering Additional Personal Information

Optionally, you can enter additional information for people in the tabbed regions of the People window described in the following steps.

To enter office location information for a new hire or an existing employee:

1.      Choose the Office Location tabbed region.

2.      Enter the office number for this office.

3.      Enter the internal location of this office.

4.      Enter the office identifier for internal mail.

To enter information for an applicant:

1.      Choose the Applicant tabbed region.

2.      If the applicant’s resume is on file, check the Exists check box.

3.      If the applicant’s resume is on file, select the date when the resume was last updated.

4.      Select a final date until a file is to be maintained for this applicant.

To enter information concerning the background checks for an employee:

1.      Choose the Background tabbed region.

2.      Check whether the employee’s background check has been performed.

3.      Select the date the background check was performed.

To enter rehire recommendation information for an applicant who was a former employee:

1.      Choose the Rehire tabbed region.

2.      Check whether the former manager has recommended the applicant for rehire.

3.      Select the reason for this recommendation.

To enter further name information:

1.       Choose the Further Name tabbed region.

2.   Enter one or more honors/degrees (BA, MBA or JD, for example) that the employee has earned.

3.   Enter the name (perhaps a nickname) by which the employee prefers to be known.

4.   If the employee previously known by a different name, enter the previous last name.

To enter medical information for an employee:

1.   Choose the Medical tabbed region.

2.   Select the employee’s blood type. You cannot change this value once you enter it.

3.   Select the date of this employee’s last medical test.

4.   Enter the name of the physician who performed this test.

To enter other information for a person:

1.    Choose the Other tabbed region.

2.   Select the type of schedule in the Availability/Schedule field. For example, the days of the week your employee works.

3.   Select the current status of the student, if your employee is a student.

4.   Enter the person’s current full time/part time availability to work with your company.

5.   Select the language the person prefers for correspondence. This language can differ from the person’s native language, depending on the nature of the correspondence.

6.   If the employee has died, enter the date of death. If you enter the termination reason of deceased and the actual termination date on the Terminate window and date of death has not been entered, it is set to the employee’s termination date. The value of this field can impact benefits calculations.

7.   Check the Second Passport Exists check box if the person possesses multiple passports.

4.     Delete Personal records                                                                       

	Delete Personal Records

 

 

Deleting a Person from the System

If you mistakenly save information in the People window, you can remove the person by selecting Delete Record from the Edit menu. You are prevented from performing this action if you have entered information about that person in other windows.
If you want to remove all records of a person, use the Delete Person window. However, you cannot use this window to remove the records of an employee or ex–employee whom Oracle Payroll processed in any payroll runs.

When you delete a person from the system anybody entered as a contact is also deleted if:

§  The contact only has basic details set up.

§  The contact is not used by another person. If the contact is used by another person or has other information set up (for example, assignment or applicant information) the contact is not deleted. However, Oracle HRMS removes the record of their relationship to the deleted person. If you use the Delete Person window to delete a person set up as a contact, Oracle HRMS removes all records of that contact and any relationships.

To delete all records of a person:

Query the person in the Delete Person window and choose the Delete Person button.

5.     Enter Address                                                                                                

	Enter Address

 

Enter Address

You can enter as many addresses as necessary for each person, using the Address window.

To enter an address for a person:

1. Select a national address style and click in the Address field. If a local address style exists for your country, it is displayed as the default. Otherwise, the international style is displayed.

2. Enter your address information in this window.

Note: Use the Phone Numbers window instead of this window to record telephone numbers otherwise you will be maintaining two lists of numbers.

3. Choose the OK button. This returns you to the Address window.

4. Select an address type, such as home, or weekend, or business. You can only have one address of each type at any time.

5. Check the Primary checkbox to identify the person's main address. Otherwise, leave blank. By default, the first address you enter is the Primary address. Only one address at any time can be a person's Primary address.

6. Save your work.

6.     Enter Phone Number                                                                                    

	Enter Phone Number

 

Enter Phone Numbers

You can enter multiple telephone numbers for people in the HRMS database. To enter telephone information for a person, use the Phone Numbers window.

To enter a telephone number:

1. In the Type field, select the type of the telephone device. For example, Office, Home or Fax.

2. In the Phone Number field, enter the telephone number. Any format is allowed.

3. In the From field, select the start date for the telephone number.

4. In the To field, optionally select the date when the telephone number is no longer valid.

5.    Save your work.

Note: If you want to maintain a history of telephone numbers for this person, be sure to add a new entry for the new telephone number and enter an end date for the existing existing telephone number. If you do not want to maintain such a history, simply change the information for the existing telephone number.

7.     Enable Special Information Types                                                                                                         

	Create Special Info. Types

 

Enabling Special Information Types

Use the Special Information Types window to enable special information types for the Business Group, and to select how you want to use them.

To enable Special Information Types:

1.    Select the special information types you want to use in your Business Group.

2.    Enable each type by checking the Enabled check box.

3.    Check the other boxes to specify how you plan to use the special information type. This makes it available in the list of values in other windows as follows:

·         Job: in the Job Requirements window

·         Position: in the Position Requirements window

·         Other: in the Special Information window

·         Skill: in the Skill Provisions and Search for Event windows in Oracle Training Administration

8.     Contact Information                                                                           

Contact Information

 

Entering Next of Kin and Other Contacts

Use the Contact window to hold information about an employee’s contacts, for example:

·         People to contact in an emergency

·         Dependents

·         Beneficiaries of benefits such as insurance policies or stock purchase plans

To enter a contact:

1. Do one of the following:

·          Enter the name of a new person.

·          Select from a list of people already entered on the system.

2. If this contact is a dependent of the employee, a named beneficiary of the employee, or a recipient of the payment of a wage attachment from the Employee, ensure that his or her social security number, gender, and birth date are all on record.

3. Optionally, select a relationship type for the contact.

4. If this contact is the recipient of a third party payment (for example, from a court–ordered deduction/wage attachment), check the Payments Recipient Check box. This enables you to select this person on the Personal Payment Method window when entering a third party payment method for the employee.

5. Save your work.

If you want to enter addresses for the contact, choose the Address button.

9.     Assignment

Assignment

 

Entering an Assignment

When you enter or hire an employee, Oracle HRMS automatically creates a default assignment for that employee. You can view and update the default assignment in the Assignment window.

You can then enter additional assignments for an employee, if required. Enter additional assignments using the Assignment window.

To enter an assignment:

1.    Set your effective date to the start date of the new assignment.

2.    Select the organization to which you want to assign the employee.

3.    By default for the first assignment, the employee has an assignment either to the Business Group organization, or to the organization to which he or she was an applicant.

Note: If you overwrite a new employee’s default assignment to an organization, a window appears asking if the change is an update or a correction. Select Correction.

4.  Select the job or position to which this employee has been assigned. If you are creating an additional assignment, no default Business Group or Organization is displayed.

5.    Select the job or position for which this person has been assigned.

6.    Select any other components included in this employee’s assignment (groups and employment category).

7.    Select a grade for information or to use grade rates or grade scales to determine the appropriate compensation level for employee.

8.    If a location is defined for the Business Group or other organization, it appears as default. Change this, if required.

9.    Select a payroll if you are paying the employee using Oracle Payroll.

10. Select a Status for the assignment. By default a new assignment has the status Active Assignment (or an equivalent user status defined on your system).

There are four system statuses for employee assignments:

·         Active Assignment: Use this to show that the employee is working in accordance with his or her usual conditions of employment.

·         Suspend Assignment: Use this to show that the employee is on leave of absence, but remains an employee of your enterprise.

·         Terminate Assignment: Use this to show that your enterprise no longer employs the person in that assignment. It can still be possible to make payments through Oracle Payroll for assignments at this status.

·         End: Use this to end any assignment except the primary assignment for an employee with multiple assignments. All payrolls processing for the assignment is complete and the assignment has become a historical record. This status is not recorded on the assignment; it causes the assignment to end.

11. Enter an Assignment Number to uniquely identify the assignment. By default, this number is the same as the Employee Number, for the employee’s first assignment.

12. Enter the information you want to hold in the tabbed regions, for example, supervisor details, special ceiling progression points or salary information.

Entering Additional Assignment Details

Once you have set up your employee’s basic assignment details, you can enter additional information in the tabbed region of the Assignment window, for example, supervisor details, special ceiling progression points or salary information.

Entering Supervisory Information

1.            Choose the Supervisor tabbed region.

2.            Select the name and employee number of the employee’s personal supervisor.

Note: This information shows the personal supervisor for an employee and is not updated by the system. Use organization and position hierarchies to show management reporting lines.

Entering Probation Period and Standard Conditions Information

The probation period and standard workday information (apart from the Hourly/Salaried field) defaults from the employee’s position. If standard conditions are not defined for the position, they default from the employee’s organization or Business Group.

1. Choose the Probation period tabbed region.

2. Amend the default probation period and standard workday information for your employee’s assignment, if required.

3. Choose the Standard Conditions tabbed region.

4. For benefit administration, enter whether your employee’s assignment is hourly or salaried. Benefits are often based on whether a person is paid hourly or receives a salary.

Note: If you are setting up benefits based on salaried or hourly pay you must set up Hour/Salaried field in addition to the Pay Basis. The Pay Basis identifies how pay is quoted within Salary Administration and enables an employee to have their pay quoted as hourly, but is paid a salary. Therefore, for benefits, you need to set up whether your employee is paid hourly or receives a salary.

Entering Primary or Secondary Assignment and Miscellaneous Information

1. Enter the internal address details (such as the floor or office number), if required. The system adds the details to the location address.

2. Select a reason for adding or changing the assignment, if required. You define valid reasons as values for the Lookup Type EMP_ASSIGN_REASON.

3. Check the Manager check box if the assignment is at manager level. Primary or Secondary Assignment By default, the first assignment entered for an employee is the primary assignment, and the Primary box is automatically checked. If you are now entering a secondary assignment, the Primary box is automatically unchecked. You can leave the Primary box as it is.

To change primary assignments:

1. Check the Primary box on the assignment you want to be the primary one. The system automatically changes the previous assignment from primary to secondary.

2. Query the assignment details to see the changes.

Entering Salary Information

Using the Salary Administration window, you can enter a proposed salary change for an employee, associate this change with a performance review, and accept or revise the change later. To administer an employee’s salary in this way, you first assign the employee to a salary basis in the Salary Information region.

1.    Choose the Salary Basis tabbed region.

2.    Select a salary basis for the employee.

3.    You can also enter the frequency of salary and performance reviews.

Ending an Assignment

An employee must always have one assignment. If an employee has multiple assignments you can end all but one of their assignments except one. To remove their last assignment you use the Terminate window. An employee does not become an ex–employee until you have terminated their last assignment. The following information explains how to use the Assignment window to end multiple assignments.

To end one of several assignments:

1.  Query the assignment you want to end.

2.  Set your effective date to the actual termination date for the assignment.

3.  Update the assignment status to End or Terminate Process Assignment (or the equivalent user status on your system):

§  Use Terminate Process Assignment (with a Payroll system status of Process) if further pay processing of the assignment is required after the date the assignment ends. This leaves the assignment’s final processing date open so that further processing can occur. It is often best to use this status, so that you can process any necessary adjustments to the final pay for the assignment.

§  Use End (with a Payroll system status of Do Not Process) if all pay processing for the assignment is finished. This makes your effective date the assignment’s final processing date, after which no further processing for the assignment can occur. The End status is not recorded on the assignment. It causes the assignment to end as of the effective date of entry of this status.

Note: To temporarily prevent pay processing for this assignment, use the status Terminate Assignment (with a Payroll system status of Do Not Process). When no further processing is required and you are ready to set a final processing date, update the status to End.

Entering Secondary Assignment Statuses

You may have created secondary assignment statuses for analysis and reporting of employee or applicant assignments. For example, suppose your primary status Maternity Leave applies to employees both when a child is born and when one is adopted, and you want to study its use in these two cases. To accomplish this you can set up the secondary statuses Maternity Birth and Maternity Adopt, and enter them for employees taking maternity leave. You enter secondary statuses for an employee assignment or an applicant assignment in the Secondary Statuses window.

To give a secondary status to an assignment:

1.            Select the status and enter a start date.

2.            You can also select a reason for giving the new status. When a status no longer applies, simply enter an end date.

10.                                                                                                                                     Maintain Employees Using Template

	Maintain Employees

 

Two templates are provided in Oracle HRMS that enable you to enter employees. These are:

·         Enter Employees - This is intended to be used by users who are only interested in entering new employees onto the system, for example data entry clerks. It only uses the Maintain window and includes all the fields required to set up an employee.

·         Maintain Employees - This enables users to enter employees onto the system, and also to maintain existing records. It uses the Find, Summary and Maintain window to enable users to control a large amount of information relating to employees and their assignments.

                                                                                                                  
Maintain Employees Cont.

Maintain Employees