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CHAPTER 1: NAVIGATION

ORACLE HRMS
Released 11/2006

Chapter 1 .NAVIGATION TABLE OF CONTENTS The Purpose of this Guide Display Settings Overview of Oracle’s Windows Logging in to Oracle HRMS Changing your Password The Navigator Getting Started Date Tracking Find Person Searching Using the Full Name Field Using Wildcards to Search Application Toolbar The Menu Bar Keyboard Shortcuts Multiple Windows The Navigator Window Expanding and Collapsing the Navigation List Top Ten List Additional Information Tabs Additional Forms Buttons The Special Info Button The Others Button Descriptive Flexfields List of Values Alternate Method for Accessing an LOV Required Fields Saving Your Work Update versus Correction Date Formats Text Formats The Message & Status Line Getting Help Timed Out Session Logging Off 2 2 2 2 3 3 4 5 5 6 7 10 11 11 12 13 14 14 14 16 16 17 18 18 19 20 21 22 23 23 23 24 25 25 Page 1 .

buttons. 3. choose [Yes]. 2. by choosing a higher screen resolution Oracle windows will be displayed in their entirety. To change your screen resolution. you should be able to: • Understand Oracle HRMS window components. and keystrokes. The Password field does not actually display the characters you type to protect its confidentiality. A username is a unique identifier for each person who will use the system. 7. In most instances. How to Access the Oracle HRMS Application from the desktop: 1. which will make moving between forms quick and easy. • Log on to Oracle HRMS. Double-click the Oracle icon in the Devereux Applications window. Additionally. A lower screen resolution will require the use of vertical and horizontal scroll bars to view information that can not fit on the display.Chapter 1 . menu paths. When prompted to keep the setting. • Be able to access and navigate within the system to perform job tasks. This Guide will walk you through the navigational and menu functions of the Oracle HRMS System. From the Display Properties. follow these steps: 1. choose Settings → Control Panel 2. Click [OK] back to contents OVERVIEW OF ORACLE’S WINDOWS Oracle is a windows-based System. . you’ll be able to work with multiple windows open at once. 5.NAVIGATION SECTION OBJECTIVES Page 2 After completing this section. back to contents DISPLAY SETTINGS The Oracle HRMS system is best displayed using a higher screen resolution than your probable current setting. which means you’ll be using menus on a menu bar to navigate and working in actual windows. slide the arrow to the right (1024 by 768 pixels). back to contents LOGGING INTO ORACLE HRMS Before you can use the Oracle HRMS application you must logon to Oracle by specifying your Username and Password. From the Control Panel choose Display 3. Click [Apply] 6. choose Settings 4. and icons. In the Screen Resolution box. use the Oracle Applications Navigator form and the buttons and tabs that display on the forms. From your Start menu. Type your User Name in the Username field and press the [TAB] key. You will be using your mouse and accessing drop down menus. Type your Password in the Password field and use your mouse to click on the [Login] button or press the [ENTER] key.

You will then be prompted to change your password every 90 days. Click [OK]. This must be done before you can access the system.g. back to contents THE NAVIGATOR The Navigator window displays the name of the responsibilities you can select (e.. HRMS Administrator.Chapter 1 . If you want to change your password at a time other than when you are prompted to do so by the system. you will be prompted to install JInitiator. You will only see responsibilities you have the right to use. Enter your old password in the Old Password field. Payroll Administrator). 4. you will be automatically prompted to change your password. 3. Changing your password The first time you log in to Oracle HRMS. Enter your new password in the New Password field. 5. 2. follow these steps: 1. Use this form to select a responsibility to perform a specific business function. Enter your new password again in the Re-enter New Password field. Accessible responsibilities display in the left column .NAVIGATION Page 3 Sign On Screen Note: When logging onto Oracle HRMS for the first time. From the Toolbar menu choose Edit → Preferences → Change Password.

This decision is called Date Tracking. 2. Your responsibility is listed in the left column. The Oracle application opens and the People form is displayed. 1. The Enter and Maintain form is always the best choice when entering the application for the first time from the Navigator window. you can navigate to forms within Oracle HRMS and begin to access employee records. Forms you can access are displayed in the right column. the Navigator window will display the forms to which you can navigate and perform tasks within your current responsibility. back to contents GETTING STARTED From the Navigator window. Click [Yes] to change your effective date or [No] to use today as your effective date. Click the Enter and Maintain option under the People category.NAVIGATION Page 4 Once you select a responsibility. You will only be able to see the forms to which you have been given access. . You are automatically prompted to make a decision regarding the effective date on which you wish to perform your tasks.Chapter 1 .

You can search for employees. you will be automatically prompted to change it if you wish to date track to another date. applicants and contingent workers (independent contractors) will receive a number automatically assigned to them by the system. Type the person’s full or partial name in the Full Name field OR 2. back to contents DATE TRACKING All important dynamic information in Oracle HRMS is date tracked. or to make retroactive or future-dated changes. however. Note: In the Oracle HRMS system. It will be unique to each individual and it will not contain any portion of their social security number. all employees. . including information about people. assignments. the default effective date is always today’s date. 1. Click [Find] or hit [Enter]. contact. payrolls. Date Track ensures that only information effective on the date you have entered is used for any processing. If you know the person’s Employee.NAVIGATION Page 5 You are automatically prompted to change your effective date if necessary. applicants or contingent workers (see Chapter 3: Person Types for additional information on the different types of people entered into Oracle HRMS) using the Find Person box. the Find Person box will be displayed. 4. back to contents FIND PERSON Upon choosing your effective date. See Chapter 4: Date Tracking for additional information on this topic. When you log in to Oracle HRMS. To view information current on another date. validation and reporting you carry out. Applicant or Contingent Worker Number change the Type to the corresponding name and enter this number in the Number field.Chapter 1 . you need to change your effective date. compensation and benefits. When you set an effective date for your work. You can view a history of most changes made to date tracked information. Enter the person’s SSN (including the dashes) in the Social Security field OR 3.

NAVIGATION Page 6 back to contents Searching Using the Full Name Field If you are searching in the Full Name field you do not need to know the entire name of the person you are searching for. Click on Robert Stevenson’s record and click [Enter] or [OK]. Type Steve in the Full Name field. For example. .Chapter 1 . Robert Last Name – Stevenson Partial Name – Steve In the last example. you can use partial names to perform your search. the name Robert Stevenson can be searched for in the following ways: • • • Full Name – Stevenson. a partial search on the last name will pull any people whose last name begins with the letters “steve”.

The following results are returned: Searching using Ending Letters in a Name %son: Searches for people whose last name ends with the last three letters “son”. you can use further search criteria known as wildcards to narrow your list and find the person you are looking for. your search results would return a much larger list of people to choose from. back to contents Using Wildcards (%) to Search When your search result returns a large list.NAVIGATION Page 7 If your partial search only included the letter “S”. The following results are returned: . Searching using Beginning Letters in a Name Steve%: Searches for people whose last name begins with the first five letters “Steve”.Chapter 1 .

Chapter 1 . %Steve% searches for employees whose last name or first name includes the letters “Steve” anywhere in the name. The following results are returned: Wrapping the name with % signs in the Find Person window will search first and last names. To select Robert Stevenson’s record double click on his name or click [OK].NAVIGATION Searching using the Entire String Page 8 %even%: Searches for people whose last name has the letters “even” anywhere (beginning or ending) in the string. Note: Wildcard searches can be case sensitive. In this example. . you can search on both the first and last names by using the wildcards on both ends of your search criteria. The following results are returned: Searching on both First and Last Name %Steve%: If you are unsure if a name is the first or last name. try changing your cases to either mixed or all caps. This will only work from the Find Person window. If you are having trouble finding a value.

NAVIGATION Page 9 We have finally accessed Robert Stevenson’s People record! back to contents .Chapter 1 .

(If you do not have multiple responsibilities this button will not be active. this will invoke the Responsibilities window from which you can select a different responsibility. Copy – Copies the current selection to the clipboard.Chapter 1 . Window Help – Invokes the online help for the current window. Clear Record – Erases the current information from the form. If attachments already exist. Alter Effective Date (Date Track) – Invokes the Alter Effective Date window which allows you to date track to a past or future date or reset to today’s date. Delete – Deletes the current record from the database.) Print – Prints the current screen and in some cases.NAVIGATION APPLICATION TOOLBAR Page 10 The most commonly used buttons and they action they perform are described below. Close Form – Closes all windows of the current form. back to contents . Date Track History – Invokes the Date Track History Change Field Summary Window which allows access to a full history of changes made to the current form. Save – Saves your information to the database. Switch Responsibilities – If you have multiple responsibilities (PR and HR). the icon appears as a paperclip holding paper. Attachments – Invokes the Attachments window. Show Navigator – Invokes the Navigator window which is used to navigate to other screens. Cut – Cuts the current selection to the clipboard. New – Opens a new record in which new information can be input. may print a report associated with the current data. Folder Tools – Invokes the Folder Tools palette window which allows you to customize and personalize a form. which allows you to attach external scanned documents to the form. Paste – Pastes from the clipboard into the current field. Find – Invokes the Find window which is used to locate a record.

NAVIGATION THE MENU BAR Page 11 Many of the functions which can be performed by clicking on an icon on the application toolbar can also be found in a drop down list on the menu bar. Some additional functions which can be found under the menu bar are the following: • • • KEYBOARD SHORTCUTS File → Exit Oracle Applications – to log off of Oracle HRMS Edit → Preference → Change Password – to change your current password Help → Keyboard Help – to invoke a list of keyboard shortcuts back to contents Some tasks can be performed with the keyboard that you can perform with the mouse. Keystroke Ctrl + S F5 F8 F6 Ctrl + H Ctrl + L F4 Function Save Record Clear Field Clear Form Clear Record Help Window Display LOV Exit . however an entire list can be accessed from the Help → Keyboard Help menu.Chapter 1 . Some of the most common shortcuts are listed below.

In the example below. Alternately. you can click anywhere on the grayed out form to bring the entire form into view.Chapter 1 . This is a helpful feature because you can view information that may be relevant to the window you are currently working in by toggling to a window behind the current active window. the People form is known as a “top-level” form because it can be accessed from the Navigator. OR 3. The Phone Numbers form is a subsidiary form because it is accessed from the People form. However. although you can only perform tasks (updates) on the current window. it will remain gray and inactive until you close the top form. The current window is identifiable because it will be on top and in color whereas the inactive window will be behind it and grayed out. Scroll down and click on the name of the form that you wish to view. click on Window.NAVIGATION MULTIPLE WINDOWS Page 12 Oracle HRMS allows you to have multiple forms open at one time. On the menu bar. back to contents . You can toggle between all open forms by using the Window function on the Menu bar. follow these steps: 1. To toggle to a different open window. The current active window is on top and in color. 2.

To access the Navigator Window while in a person’s record. select one of the following methods: • Double click the item with the + sign next to it. . To expand and collapse the navigation list to the next sublevel. • Select the item and click the [Open] button (for expanding only).Chapter 1 .NAVIGATION THE NAVIGATOR WINDOW Page 13 In addition to tabs and buttons on the forms. you can navigate to other areas of the Oracle HRMS system by using the Navigator Window. Click on the [Show Navigator] icon on the toolbar to access the Navigator Window at anytime. • Select the item and click on the expand/collapse icons. click on the Show Navigator icon on the toolbar. The Navigator Window displays paths that can be navigated within the application back to contents Expanding or Collapsing the Navigation List Items that have a + sign next to them in the navigation list can be further expanded to display the navigation paths.

4.NAVIGATION Page 14 Expand – To expand a single item and view all sublevels of that item.Chapter 1 . you can access additional information as it relates to the original form by clicking the tabs found in the middle of the screen. you can select the top ten and add them to your Top Ten List for quick easy access. either click on the name or choose the number of the form using your keypad. 2. To access a form from your list. Choose the blue arrow pointing towards the Top Ten List. select the form in the Top Ten List and choose the blue arrow pointing away from the list. back to contents ADDITIONAL INFORMATION TABS While on a form. back to contents USING THE TOP TEN LIST For those forms that you access most frequently within Oracle HRMS. To add forms to your Top Ten List. Expand Branch – To expand an item and all of its children’s sublevels at the same time. 3. Collapse – To collapse a single item and all of its sublevels. Expand All – To expand all items’ sublevels in the navigator list at the same time. Collapse All – To collapse all items’ sublevels in the navigator list at the same time. The tab which is highlighted in blue contains the currently displayed information. follow these steps: 1. . To remove a form. Select a frequently used form from the navigation list.

Selecting a new title (one that isn’t bold) displays the tabs that were previously unseen. The People information remains at the top of the screen. Tabs that are currently displayed are bolded. a box will display the additional tabs. On some forms. such as the Assignment form. the information in top half of your screen remains in view while the bottom half changes to display the new information. In this case. an arrow will display next to the last tab and when clicked. The Employment information displays on the tab at the bottom.NAVIGATION Page 15 When you click on a new tab. back to contents .Chapter 1 . there are more Additional Information tabs then can be displayed on the screen at one time.

These buttons will navigate you to an entirely different form in this person’s record. . You will know which type you are currently accessing because the small box to the left will be colored blue. The Special Info Button back to contents The Special Info button on the People form opens the Special Information form that contains Special Information Types. By clicking in the Name field you will activate the particular Special Information Type (SIT). Clicking in the Details field will open the form for that SIT where data can be entered. The top of the form displays the names of the Special Information Types that can be chosen to enter and store data. Special Information Types have been specifically configured for Devereux to capture additional information required for Devereux’s business needs that are otherwise not tracked by the Oracle applications. The bottom of the form displays the data that is recorded for the SIT.Chapter 1 .NAVIGATION ADDITIONAL FORMS BUTTONS Page 16 Buttons to additional forms for the particular record you are accessing can be found at the bottom of the screen. Clicking on the [Address] button displays the Address form. SITs that currently have information stored in them will have a check mark in the Information Exists box.

Each option listed represents another form to which you can navigate and record information. The Others Button back to contents The Others button opens the Navigation Options window with additional forms that can be accessed as they relate to the form you are currently accessing.NAVIGATION Page 17 The small blue field to the left of the Name field indicates the active form. Double-click on a form name or highlight it and click [OK]. Clicking in the Detail field displays the SIT’s form.Chapter 1 . .

it appears as though every field is a free form text field. The List of Values is a separate window that appears with the options for the current field. back to contents LIST OF VALUES Upon accessing a form in Oracle HRMS. the DFF on the People form opens the Additional Personal Details form. 3. The LOV appears as a separate window. this is not the case. Click in the field for which you wish to access the LOV. To access the List of Values (LOV) for a particular field. This form is very similar to the Special Information Types described above in that it will house information required by Devereux’s business needs that is not tracked by Oracle. which is the drop down list. . Many fields have a list of values from which you can choose an option to populate the field. Select your value from the window that appears and click [OK] or hit [Enter]. follow these steps: 1. Clicking in the empty field opens the form where additional info is stored. By clicking in the field you open the additional information fields only if the DFF is enabled (has fields in which information can be stored).NAVIGATION Descriptive Flexfields Page 18 A Descriptive Flexfield (DFF) is a small field surrounded by two brackets and is found on the bottom right hand side of a form. click on it. A button with three dots.Chapter 1 . There are some differences between the two forms. For instance. appears to the right of the field. The LOV button has 3 dots and will appear after clicking in the field. however. they are technical in nature and do not impact the functional use of these forms. 2.

the LOV for the field will open and you can make a selection. it is necessary to use the wildcard functionality to narrow your choices. back to contents .Chapter 1 . instead you can type it directly in the field. Alternatively. In these cases. Typing “doc” in the I-9 Status field and hitting Tab opens the LOV revealing all options that begin with the letters “doc”. You have two options for accessing the LOV using the wild card functionality.NAVIGATION Page 19 When an LOV is extremely large. Alternate method for accessing a List of Values If you know the correct value for a field you do not need to access the LOV. type a [%] sign to see the entire list of values. the LOV will not display any values when first opened. if you enter a partial value and hit Tab. OR Use the % sign to enter criteria to narrow your search. • • In the Find field.

Action. yellow colored fields denote that they are required fields while white colored fields are not required. you must have entered information in all of the required fields. Required Not Required Not Able to Enter Data back to contents Note: The People screen has several fields which are not colored yellow but are still required fields in order to save a new record. These fields are: Gender. A beige colored field is either one that will populate automatically once another field is populated or no information can be entered into the field at all. Entering information in a white colored field may not be systematically required. . and Birth Date. In Oracle HRMS.Chapter 1 .NAVIGATION REQUIRED FIELDS Page 20 Before you can save a form. but we (Devereux HR and/or payroll) may require information be entered in a particular field for reporting and tracking purposes.

Chapter 1 . If you forget to save your work by clicking on the Save icon on the toolbar.NAVIGATION SAVING YOUR WORK Page 21 When new information is entered into Oracle it is a requirement that it be saved. you can clear the entered information and choose not to save your changes. The SIT Clearances form has a [Cancel] button which can be used when you do not want to save changes to a form. Some forms will have a [Cancel] button which you can also use to prevent changes from being saved. If you enter information and realize that you do not want to save your changes. The Special Information Type forms are an example of this. . click on the Clear Record icon on the toolbar. Choosing [No] will delete all unsaved work on the current form. 2. After entering information on a form. you will be prompted by the system to save your changes before you can proceed. To prevent changes from being saved. follow these steps: 1. You will not be able to proceed to a new form until the new information is saved. Your changes will not be saved and either a blank record will be returned or the last employee you accessed the form for will be returned (on the People form). If you make a change to a field and realize it was incorrect you can choose not to save your changes when prompted.

This correction will date back to the previous effective date.Chapter 1 .NAVIGATION Update versus Correction Page 22 When a form already has information saved on it and additional information is added to the form. you must choose whether you want to update or correct the form with the new information. Updates and corrections will be discussed in greater detail in Chapter 3: Date Tracking . Examples of fields that can change frequently and would require use of Update mode are the following: • Marital Status • Address • Job Examples of fields that would require use of Correction mode to fix errors are the following: • Names • Date of Birth • Social Security Numbers back to contents Note: The Update/Correction options will only appear on forms and/or fields which are date-trackable. Special Information Types are not date-trackable. thus if information is added to an existing SIT. Update mode saves the information to history and is used most commonly when you want to reflect changes to a record. For instance. you will not be prompted to update/correct the form. Correction mode overwrites history and is used ONLY when an incorrect value exists and it needs to be corrected.

. In the User Value click the drop down list button which is to the right of the field and has 3 dots. In Oracle HRMS. 1. not STEVENSON. be sure and look at the message line to determine the issue. In the Profile Name field type “%ICX: Date format mask%” 4. back to contents THE MESSAGE & STATUS LINE ! The Message Line is at the bottom of the Oracle application window. 6.NAVIGATION DATE FORMATS Page 23 In Oracle HRMS. the format in which dates are written is the following: • MMDDYY OR • MMDDCCYY For example the date 4/6/06 can be keyed as: • 040606 OR • 04062006 You can change the format in which you enter dates by changing your preferences. text should be entered in mixed case format. For instance.Chapter 1 . It also displays helpful hints when you encounter a minor error. Always remember to enter fields that are free form text fields using the combination of upper and lower case. If the window is not performing as expected. Click [Save] back to contents TEXT FORMATS Throughout the application. Hit [Ctrl + F11] 5. Click [OK] 7. From the Toolbar choose Edit → Preferences → Profiles 2. data will be entered in mixed case. Change Note: We will no longer be entering data in ALL CAPS as we did in Cyborg. Hit [F11] on your keyboard 3. It displays status information about the current window or field. This opens a list of values from which you can select a new date format. a last name would be entered as Stevenson.

. 4.Chapter 1 . 2. Click on a topic of interest to display more detailed information. 3. Click on the topic that best suits your search. Click [Find].NAVIGATION Page 24 back to contents GETTING HELP Oracle provides you with a complete online help facility. Click the [Help] icon on the toolbar OR 3. The Oracle Applications Help window opens search and navigation frames on the left and a frame that displays help documents on the right. Whenever you need assistance. simply choose an item from the Help menu to pinpoint the type of information you want. Enter the keyword you want to query in the Search field in the top-left frame of the browser window. To search for help. From the menu choose Help → Window Help OR 2. ranked by relevance and linked to the documents in question. is returned from your search in the right-hand frame. Hit [Ctrl + H] 4. Enter your query in the Search field. follow these steps: 1. follow these steps: 1. A list of titles. Follow the steps above to open the Oracle Applications Help window. To display help for a current window.

2. your session will time out. follow these steps: 1. Choose [OK] to exit Oracle HRMS and return to the desktop. To log off of the system. Choose [Yes] from the Decision window which has appeared.Chapter 1 . follow these steps: 1.NAVIGATION TIMED OUT SESSION Page 25 If you leave the Oracle application open for a length of time without any activity. You will be required to log back in to the application. To reactivate your session. From the menu choose File Exit → Oracle Applications OR 2. 4. back to contents . 3. back to contents LOGGING OFF It is necessary to exit Oracle applications after completing your work to prevent unauthorized system access. A final window will require you choose [OK] to complete your log in. Click on the [x] in the upper right-hand corner of the window. 3. 5. Enter your Username and Password in the Sign-on screen. Click on [Login] or hit [Enter]. You will be returned to the last form you were working on before your session timed out.