Friday, October 26, 2012

Setting Up Multiple Organization for Oracle HRMS

Extension of Support for Non Multi-Org Implementations

Note: This article is applicable to applications release versions 10 through 11i.
In response to requests from our customers, Oracle announces an extension to our support of non Multi-Org implementations beyond the previously announced deadline of September 30, 2002. This means that the E-Business Suite will continue to support the use of” no organization" definition until a future date beyond September 30, 2002. A new deadline will be announced as soon as possible.
Oracle strongly recommends that our customers convert to Multi-Org as soon as possible. We are making this recommendation in order to improve performance across the E-Business suite as well as to support Multi-Org Access Control, an upcoming feature of the E-Business Suite.
For additional information, review the Oracle White Paper. How to Use R11i Multiple Organizations (Multi-Org) in Oracle Applications. - MetaLink Note 220601.1. Please note that the White Paper will be revised to reflect the new effective date as soon as it is known. 

Multi-Org for HRMS Customers

In the past there has been a lot of confusion between HRMS and Financials users about the term Multi-Org, MO.


What is Multi-Org?

Multi-Org is an Oracle Financials feature that lets you identify specific data and financial transactions as belonging to a single organization - classified as an `Operating Unit' within your enterprise. This is essential for large customers with multiple lines of business or divisions where you want to secure access to information and simplify processing and reporting.

In many ways Operating Unit security on data and processes is similar to the Business Group capability of Oracle HRMS and this has led to a lot of the confusion between the two.

With Multi-Org you can define an owning Operating Unit and associate this with a user profile option - MO: Operating Unit. When you define data or execute a business process then the system will automatically attach the id of your Operating Unit organization to the data or transaction. When you query data then the system will use the Operating Unit organization id from your user profile to filter the query.

This contrasts with the Business Group security model in HRMS where you can secure data and processes by id of the Business Group. However, in HRMS the Business Group id is closely related to the country of operation, and not simply a division or line of business. While there are similarities between the two, it is important to realize that these are distinct and different mechanisms for two different functional areas. This is especially true for any global implementation of HRMS where the data for each country exists within a single business group but Operating Units exist across many countries, and business groups.

Important Note: You can classify any organization in any business group as an Operating Unit and you can use this Operating Unit organization id to secure data in any business group.


Do all financial apps partition data and processes by an MO Organization?

In the past, not all of the financial applications made use of MO security. However, this has led to some issues as more applications are added and more integrated data and business processes are developed.
To make it simpler, and more consistent for all customers of Oracle Applications the product development group has decided to make MO a standard feature of applications installations. This means that, from now on, all customers will be able to take advantage of the functionality as a standard feature. And for existing customers, there is a need to upgrade their existing data to comply with the MO data standards.


Do I need to do this if I'm not using any Oracle Financials product?

The simple answer is yes. Even if you have not licensed the use of any of the financials products Oracle is still asking you to apply the upgrade.


Why do I have to do this when there is no benefit to my HRMS installation?

In fact, because of the close integration between your HRMS and Financials data and processes it is very difficult to define a clear dividing line in the data and the processes. This is made more complicated because of the possible combinations of products that different customers choose to install. For example, if you are using Budgets in HR and GL, or Customers and Suppliers in OTA, or costing and transfer to GL in Payroll you are already using the integrated capabilities of the common applications schema.

For this reason, and because it makes sense to apply a simple common rule as standard across all applications instead of asking you to check for lots of possible product combinations, you are asked to upgrade your data to comply with the new standards.


Will this change any of my HRMS data, and will it take long to apply?

There are no changes to the data in the HRMS schema and therefore upgrading the data at this stage will not take a long time for HRMS only data. The changes apply only to the data in the financials schema, and if you are not using any of the financials applications then the process will simply add a default Operating Unit organization id to the appropriate shared data.


So what do I have to do?

In summary, if you are an HRMS-only customer then you have to classify an existing organization as the default Operating Unit; set the MO: Operating Unit user profile value at site-level to identify this organization as your default Operating Unit; and then run the Convert to Multi-Org process.

Note: You can classify any existing organization as your default Operating Unit and we suggest you use the Setup Business Group for this purpose. If later, you decide to implement any of the financials products you can reset this default as part of your financials implementation.


The following outlines the steps a customer must follow to convert to multi-org. The assumptions are that the customer has not implemented any financial applications other than Oracle HRMS and therefore have no Set of Books defined.



Do you need to convert to multi org?

How to determine if you are multi-org or not? There are 2 easy ways to determine this. First, once the multi-org conversion ADADMIN utility process has been run, it will no longer appear on the ADADMIN menu. Second, run the following query connected to SQL*Plus as the APPS user:
Select multi_org_flag
from fnd_product_groups;
If it returns a 'Y', then the Convert to Multi-org process has been run.

For more details, please be sure to read the following Multi-Org articles:
These articles are available out on Metalink under Top Tech Docs -> E-Business Suite: ERP -> Applications Core Technology -> Multiple Organizations Architecture (Multi-Org)


Convert to Multi Org Required Setup

Define a Set of Books

This requires creating a calendar and a Chart of Accounts (Accounting Key Flexfield). Since they are only being created to facilitate the Multi-Org Conversion, they should not be used if/when you subsequently implement Financials later on, so please give them appropriate names and descriptions.
Note: This requires the General Ledger Super User responsibility.
Recommended skill set: Someone with some functional knowledge so that they can navigate their way around Oracle Applications 11i.

Add the General Ledger Super User to your user:

1. Log in as System Administrator.
2. Navigate to Security -> User -> Define.
3. Query up your userid. Place your cursor in the Responsibilities section and click on the green `+' in the tool bar.
4. Select the responsibility: `General Ledger Super User'.
5. Save and exit the form.
6. Switch responsibility to General Ledger Super User.


Create Your Calendar:

1. Fill in Name (of what you want to call your calendar).
2. Fill in the periods for each year you want for the calendar - one year's worth should be sufficient (Fill in Prefix (i.e. Jan), Type (select `Month'), Year, Quarter (i.e. 1), Num (i.e. 1), From (fill in first day of period, i.e. 01-JAN-2002) and To (fill in last day of the period, i.e. 31-JAN-2002). Fill in all periods for one year and save your work.
3. When prompted to Validate your calendar, select Current. This will submit a request to the Concurrent Manager.


Create your Chart of Accounts (Accounting Flexfield):

arrow icon   Create value sets for your segments:

1. Navigate to Setup -> Financial -> Flexfields -> Validation
2. Create 3 Value sets: Company, Cost Center, Account (these are the 3 minimum required segments for a Chart of Accounts). For each one, fill in the required fields outlined in step c.
3. Fill in Value set Name (i.e. JKF Company Value set)), Description, select List Type of List of Values (default), leave Security Type at No Security, set Format Validation = `Char', and fill in Maximum Size (whatever length you deem necessary), and set Validation Type to Independent. Save your work and exit.

arrow icon   Create your Accounting Flexfield (Chart of Accounts):

1. Navigate to Setup -> Financials -> Flexfields -> Key -> Segments
2. Query up the Accounting Flexfield.
3. Input a code, title and a description for your flexfield (i.e. FESCO_ACCOUNTING_FLEXFIELD, FESCO Accounting Flexfield, FESCO Accounting Flexfield Production). Save.
4. Check flags: Enabled and Allow Dynamic Insertion if they are not already checked. Select your Segment Separator (Period (.)). Save.
5. Press button marked Segments.
6. Input 3 segments by filling in fields in step h below:
7. Input the Number (recommend you use increments of 10: i.e. 10, 20, 30), fill in your segment Name (i.e. Company, Cost Center, Account), (`Window Prompt' will automatically fill in with your segment name), select your Column (i.e. Segment 1, Segment2, Segment3), and then select the appropriate Value set you created in Step 1 of this section. Save your work.
8. Select your Flexfield Qualifiers. Place your cursor on the Company segment line, and press the Flexfield Qualifiers button. Check the Enabled flag for `Balancing Segment. Save and exit. Place your cursor in the Cost Center segment line and repeat the previous step, but check the Enabled flag for the Cost Center Segment. Repeat for the Account segment, but check the Enabled flag for Natural Account Segment.
9. Exit back to the Key Flexfields Form. Check the Freeze Flexfield Definition (this will prevent any more changes).
10. Press the Compile button and save. This will submit a request to the Concurrent Manager to compile your new Accounting Key Flexfield you just created.
11. Exit back to the main menu.


   Populate your Accounting Key Flexfield (Chart of Accounts) with Segment Values:

1. Navigate to Setup -> Financials -> Flexfields -> Key -> Values.
2. Find your Key Flexfield Segment: Select Oracle General Ledger as the Application, Accounting Flexfield as the Title, select the flexfield you created in Step 2 as the Structure, and select the segment1 you created (i.e. `Company') as the Segment and then click on the Find button.
3. Input some values. ( Translated Value will populate automatically with whatever you input for `Value').
4. Make you check the Enabled flag for each value you create.
5. Save your work and exit.
6. Repeat steps b and c for your Cost Center segment.
7. Repeat step B to query up your Account segment.
8. Create 5 Values for your Account segment as seen below.
9. For each value you will need to assign the account type. Click on the Values, Hierarchy and Qualifiers tab.
10. Click on the Qualifiers column for each value you create and it will activate the Segment Qualifiers DFF. For each one, leave Allow Budgeting to `Yes', Allow Posting to `Yes', and select Account Type to be either Asset, Expense, Revenue, Liability, and most importantly, Ownership/Stockholder'. Save your work and exit.
You have now created your Chart of Accounts.


Define Set of Books:

1. Navigate to Setup -> Financials -> Books -> Define. 2. Fill in a Name for your set of books (i.e. MO_SET_OF_BOOKS). 3. Input a Short Name for your set of books. (i.e. MOSOB).
4. Fill in a description if desired. 5. Select the Chart of Accounts you created above (a.k.a. Accounting Flexfield - FESCO Accounting Flexfield). 6. Select Functional Currency: USD (for US Dollars).
7. Select the Calendar you created in Step: Create Your Calendar (i.e. FESCO).
8. Click on Account (next to Retained Earnings). This will open the flexfield segments for your Retained Earnings Account. Select Values for each of your three segments - most importantly for the Account segment, select the value you created for Account Type: Ownership/Stockholder.
9. Save your work.


Troubleshooting Tips:

If you receive an error saving the Set of Books, it is most likely due to your setup being incorrect in the Accounting Flexfield (Chart of Accounts). Common problems are:
    • You did not set up your segment qualifiers as outlined in step 2 for Creating your Chart of Accounts: Create your Accounting Flexfield (Chart of Accounts).
    • You did not add an value for your Account Segment with the Ownership/Stock Account Type
If you were able to save, then you are now ready to move on to the next step!


Defining your Operating Unit/Organization:

1. Switch your responsibility to your regular HRMS responsibility.
2. Navigate to Work Structures -> Organization -> Description.
3. Set your effective date as desired.
4. Click on New to create a new organization. You are creating a `dummy' organization with a classification of GRE/Legal Entity and Operating Unit. NOTE: You can also use the Setup Business Group that is delivered with HRMS. If you choose to use this option please query it up and skip to step 7.
5. Fill in a name for your Org (i.e. Multi Org Conversion).
6. Leave type blank. From Date will be filled in based on the date you tracked to step 3.
7. Select an existing Location. (If desired you can create a Dummy location as well.)
8. Save your work.
9. Place your cursor in the Organization Classification under Name and press ctrl-L. From the LOV, select GRE / Legal Entity. Click on the Enable flag. Save.
10. Place your cursor in the row below your GRE / Legal Entity.
11. Press ctrl-L and select the Classification of `Operating Unit'. Click on the Enable flag and save.
12. Click on the Others button and select Operating Unit Information. Click on the DFF to open it. See Troubleshooting Tips
13. Press ctrl-L or click on the ellipsis and select the Legal Entity you created in Step 5 (or select Setup Business Group if you chose this option).
14. System should automatically populate the Set of Books you created.
15. Click on OK to save and exit back to the main Org form.
16. Save your work and exit.


Troubleshooting Tips:

If the Operating Unit Info DFF does not open, then most likely you have seed data missing from your applications instance. To confirm, switch to the SYSTEM ADMINISTRATOR responsibility and navigate to Application -> Flexfield -> Descriptive -> Segments. Query up the Org Developer DF flexfield. Place cursor in Context Field Values and query on Legal%. If your query returns no records then you are missing the Legal Entity Accounting seeded context. Also query on Operating Unit%. If you are missing the Legal Entity Accounting seeded context then you are also most likely missing the Operating Unit seeded context. If this is the case, please apply patch: 1789320: AFTER PER MINIPACK E MISSING "ORG DEVELOPER DF" SEEDED CONTEXT CANNOT SETUP ORG before continuing.


Set your System Profile Option: MO: Operating Unit

1. Switch your responsibility to `System Administrator'.
2. Navigate to Profile -> System.
3. Leave `Site' checked under Display, and leave `Profiles with no values' checked as well.
4. In Profile, input MO% and click on the Find button.
5. At the top of the next screen you should see the profile option: `MO: Operating Unit.
6. Select the Organization you just created by pressing the ellipsis under the Site column.
7. Save your work and exit.
Note: If you are unable to see your Operating Unit in the LOV, then this means you are missing some setup steps from the previous section.
You are now finished with your Applications setup.


Convert to Multi Org Process

Note: Please make sure that all users have logged off the system before you run this process.

Run the Convert to Multi Org process via ADADMIN:

Recommended skill set: Applications DBA who is responsible for maintaining your applications.
1. Log in as APPLMGR (or equivalent userid) and run ADADMIN utility.
2. Select option 1 "Maintain Applications Database Objects menu".
3. Select option 9: "Convert to MultiOrg".

Issues you may encounter running ADADMIN -> Convert to Multi Org:

Issue 1.

sqlplus -s APPS/[pw]
ERROR at line 1:
ORA-20000: ORA-00942: table or view does not exist
Cursor SQL statement:
SQL statement:
ORA-06512: at line 315
Internal bug: 2537325 logged and closed as duplicate of bug: 2517814/2469630. This has been fixed in 11i.CN.F (2384176) which has not yet been released. Files fixed:
cncol.odf (115.30)
cntrx.odf (115.88)
This job can be skipped as long as you do not use product: CN: Oracle Incentive Compensation. Note: this will most likely only be encountered if you are on Applications release 11.5.2 or below.

Issue 2

Time when worker restarted job: Fri Aug 30 2002 18:56:12
Start time for file is: Fri Aug 30 2002 18:56:12
sqlplus -s APPS/[pw] @/d06/oracle/prd11iappl/ad/11.5.0/admin/sql/adorgcnv.pls '
ERROR at line 1:
ORA-20000: ORA-06502: PL/SQL: numeric or value error
Cursor SQL statement:
select sequence_name from all_sequences where sequence name like RA_TRX_NUMBER_%
SQL statement:
create RA_BATCH_SOURCES_%S sequences
ORA-06512: at line 315
Time when worker failed: Fri Aug 30 2002 18:56:37
Logged bug: 2544792 which is currently under priority investigation by Development. This error is due to long org_id (in this case 12 chars long). A workaround would be to use the Setup Business Group as your Operating Unit (as recommended above) to avoid this problem.

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