17-Define Workforce Records

ORACLE FUSION HCM IMPLEMENTATION
PARTNER WORKSHOP
Oracle Fusion Human Capital Management

Define Workforce Records
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for information purposes only, and may not be incorporated into any contract.
It is not a commitment to deliver any material, code, or functionality, and
should not be relied upon in making purchasing decisions.
The development, release, and timing of any features or functionality

described for Oracles products remains at the sole discretion of Oracle.
Content Subject to Change
The information in this presentation is correct as of the presentation date.
However, Oracle Fusion HCM continues to evolve and software patches are
applied frequently; therefore this information is subject to change.
Check with your Oracle Representative for updates. This content is not
warranted to be error-free.
Objectives
Define Availability.
Define Person Record Values.
Define Employment Records.
Define Documents.
Defining Availability
Defining Availability An Overview
Following aspects determine the workers availability
Absences recorded for that time.
His/her work schedule.
Calendar events such as national holidays etc.
How it all works :-

1. The application searches for primary work schedules assigned to
the worker at different workforce structure levels.
2. If no primary schedule seems assigned to the worker, the
application then looks for availability based on absence records,
calendar events etc.
3. If no calendar events are identified, then the application availability
based on the workers standard working hours & absence records.
Navigation Path : Navigator Setup & Maintenance All Tasks Workforce

Deployment Task Define Common Application Configuration for HCM Define
Workforce Records.
Defining Availability Primary Work Schedules
Workers can be associated with multiple work schedules.
However, users must select one primary work schedule to
determine the workers availability.
The application searches for assigned primary work

schedules to the workforce structure in the following order :-
1. The primary assignment for the worker.
2. His position.
3. His job.
4. His department.
5. His location.
6. His legal employer.
7. His enterprise.
**Note Before :-
a) Work schedules use the bottoms up approach, which means that the lower workforce
structures take precedence over the higher levels.
Defining Availability Calendar Events
A calendar event indicates a period that signifies an Calendar Event Categories
event. E.g. a public holiday etc. Helps users to group related calendar events. For e.g.
users may wish to group all public holidays using the pre-
defined public holiday calendar.
When you set a calendar event, you specify which set
of workers the event must consider. Users can do so
in the following manner :- In addition to the pre-defined public holiday calendar, users
Use an organizational hierarchy to select which organization can also create their own calendar events by adding
the event must be associated with. relevant values to the calendar event category lookup.
OR
Use a geographical hierarchy to select specific
regions/locations to associate the event with respect to.
**Note Before :-
When users use geographical hierarchy for a calendar a) When users add the calendar event category as an exception to a work
event coverage, they can select the nodes where this has schedule, all calendar events associated to that category are
automatically included.
to be excluded from.
b) If Public holidays as a category is not visible in the category list, users can
navigate to the manage availability lookups task in the setup &
maintenance area to extend the end date for the public holiday look up
value.
Lab Session
Activity # 1:-
Activity : Creating & assigning a work schedule.
Time : 40 minutes.
SG Page No : 21
Activity # 2:-
Activity : Adding an exception to a work schedule.
Time : 10 minutes.
SG Page No : 28
Defining Person Record
Values
Defining Person Record Values - Overview
Person record values can help a user to :- All person lookups related tasks can be handled using
Manage the person name formats. the manage person lookup task under the setup and
Manage person types. maintenance work area.
Manage person lookups.
Person types can be used to maintain information about a

group of people within an enterprise. Person types are of
two types :- **Note Before :-
System Person Type A predefined set of person types which
the system uses to identify a group of people. a) Users cannot change, delete or create additional system person types.
User Person Type Derived from the system person type, but b) Oracle Fusion HCM includes all local & global formats for each person
these are user defined based on the enterprises requirements. name format.
Person name formats are a sequence of names

components that represent different parts of a name. For
e.g. first name, last name & punctuation marks.
Users can change the sequence of, remove or include
additional name components according to the enterprises
requirements.
Person Types
Person Types
All the figures alongside depict the available system

person types alongwith the person types defined for
the selection made.
Users can add, user defined assignment person types

depending on their enterprises requirements.
Person Name Formats
Person Name Formats
2 5 8 10
The illustration alongside depicts the name components
along with punctuation marks that make up a name format.
Smith, John Arthur (Mr.)

The following table describes the predefined configurable
name format types -
3
9
1 4 6 7
Sr. No Format Types Usage
1. Full Name For names that appear in reports 1. Last Name 6. Middle Name
2. Comma 7. Space
3. Space 8. Opening Bracket
To configure stand alone names. 4. First Name 9. Title
2. Display Name
e.g. names that appear on the page headers etc. 10. Closing Bracket
5. Space
**Note Before :-
3. List Name Names that appear in the lists that can be sorted.
a) To ensure that name changes reflect correctly, users should schedule the
Apply Name Formats to Person Names process regularly.
For names where list name alone is not sufficient to sort
4. Order Name
the list b) Navigation Path : Navigator Tools Scheduled Processes
Schedule New Process Search for Apply Name formats to person
names process Submit.
Person Lookups
Person Name Formats
The following list describes the most common lookups which are person related with their customizable levels.
Look Up Type Description Customizable Level

Type of a persons national identifier.
PER_NATIONAL_IDENTIFIER_TYPE Extensible
For e.g. Social Security Number etc.
Status of a user person type.
PERSON_TYPE_STATUS User Defined
For e.g. active or inactive
Type of a persons email address such as home or work
EMAIL_TYPE Extensible
email.
Type of a persons address such as a home or mailing
ADDRESS_TYPE Extensible
address.
Type of a persons phone number such as home phone,
PHONE_TYPE Extensible
work phone etc.
Communication methods for a person such as email or
PER_CM_MTHD Extensible
instant messenger.
Time of the day when the specified phone numbers can
PER_CONTACT_TIMES Extensible
be used.
PER_ETHNICITY Persons ethnicity. For e.g. Asian, American etc Extensible
Person Name Formats
Persons religion.
PER_RELIGION Extensible
For e.g. Hindu, Christian, Muslim etc.
Persons profession which is recorded on a visa or a work
PROFESSION permit. Extensible
For e.g. engineer, teacher etc.
Persons title such as Mr. Miss, Doctor, which forms a
TITLE Extensible
part of the persons name.
Higher educations which form a part of a persons name
HONORS Extensible
such as PhD, C.A etc.
Persons highest level of academic qualification such as
PER_HIGHEST_EDUCATION_LEVEL User Defined
BSc, Diploma, MA, MBA etc.
A persons military rank that may form a part of a
MILITARY_RANK Extensible
persons name such as sergeant, colonel, major etc.
BLOOD TYPE Persons blood group. A(+ve) , B(+ve), O(-ve). User Defined
Relationship between the person and the persons

CONTACT Extensible
contact such as partner, child, brother.
MAR_STATUS Persons marital status. Extensible
Define Employment
Records
Defining Employment Records - Overview
Defining employment record values can help a user to -
Manage the assignment status.
Manage lookups.
Managing Assignment Statuses - **Note Before :-
Predefined assignment status values help indicate whether a) If the assignment values originate from the source application, users need
to map equivalent values within Oracle Fusion.
the assignment is active, inactive, suspended or eligible for
payroll processing. b) To help support this, users can follow the steps :-
i. Rename the user status values associated with the pre-defined

status values.
ii. Create new assignment values.

Managing Lookups -
All employee related lookups can be managed using this task.
Manage Assignment Statuses
Each assignment is associated with an assignment
status.
Assignment Status HR Status Payroll Status
The HR status & payroll status values are linked to Active Payroll Eligible. Active Process
the assignment status and are set automatically

when the assignment status changes. Active No Payroll. Active Do Not Process
For e.g. when the user creates an assignment , and

automatically assigns the status to Suspended Payroll Eligible. Suspended Process
Active Payroll Eligible --- the same action sets the

HR status to Active and the payroll status to
Process. Suspended No Payroll. Suspended Do Not Process
Inactive Payroll Eligible. Inactive Process

**Note Before :-
a) Users can define their own user names for the predefined assignment
statuses. Inactive No Payroll. Inactive Do Not Process
Employee Lookups
Employee Lookups
The following list describes the most common lookups which are employment related with their customizable levels.
CONTRACT_TYPE Type of values such as fixed-term, full-term and seasonal User Defined
Helps manage work measure values such as headcounts

BUDGET_MEASUREMENT_TYPE Extensible
and FTEs
Employee Assignment categories such as full time regular
EMP_CAT User Defined
and part time temporary
Manages worker type values such as white collar, blue
EMPLOYEE_CATG User Defined
collar, civil servant etc
Codes that help manage bargaining units such as health
BARGAINING_UNIT_CODE User Defined
professionals, mill workers, public service workers etc
Manager types such as line manager, project manager &
PER_SUPERVISOR_TYPE Extensible
technical manager
Reasons such as misconduct and poor performance for
PER_PDS_REHIRE_REASON User Defined
not recommending a re-hire for an employee
Worker responsibilities such as benefits representatives,
PER_RESPONSIBILITY_TYPES Extensible
union representatives etc
Define Documents
Defining Documents Overview
Document records are created by users to store Document Categories & Sub Categories : -
information about
Document categories & subcategories are used for grouping
Work Permits. the documents.
Visas.
The DOCUMENT_CATEGORY_LOOKUP type can be used
Upload electronic versions of documents to be used as to define new document categories and subcategories.
attachments.
Document Statuses: -
Helps users to identify & track the document records which
Document Types : - require approval.
Provides a user with a set of options to control what document

information to retain, who can have access to the information,
**Note Before :-
whether documents require any approvals, and whether these
documents are subjected to expiry. a) Users can define approval statuses as values for the lookup type
DOCUMENT_STATUS.
a) These statuses are for information purposes only and do not control the
Document types categorize the documents and help users to control
document approval process.
which users or roles can access particular documents.
Define Document Delivery Preferences
This definition will help users configure delivery options for documents which are periodically delivered from employers
to employees. For e.g. pay slips, year end tax statements etc.
Users can use the Manage Document Task to set the said preferences. Users can also specify their default delivery
preferences and override these default preferences for individual legal-employer or payroll-statutory-unit-hierarchies.
Delivery Options -
Users can specify delivery methods for a document type either via paper or online and also specify whether employee
consent is required for delivering documents online.
If users specify that user consent is required and the initial consent is not granted, the system automatically selects
paper delivery as the delivery method.
Users can enable persons to override the delivery preferences using the portraits work area. The document delivery
report, lists the delivery preferences including any overrides there after.
**Note Before :-
a) Users can specify delivery preferences for approved documents only.
a) For newly created document types, you must first submit it and then edit the document type to enable the delivery options.
Overriding Document Delivery Preferences
Users can setup delivery preferences on the document type and respective overrides on associated work structures.
Users can override the default delivery preferences at various levels for a payroll statutory unit (for all payroll
documents) or legal employer (for other document categories).
The default delivery option set, applies to all the documents until such time that the user goes and modifies the entry.
Delivery documents are arranged in a hierarchy.

Delivery preferences set for location overrides those set for a department.
Delivery preferences set for a department overrides those set for a legal employer.
Person Overrides
Persons can override the delivery preferences for their documents using the personal information card within their portraits. The delivery preferences set
in the portraits override the delivery preferences specified anywhere else within the document type.
Lab Session
Activity # 3:-
Activity : Creating a document type.
Time : 10 minutes.
SG Page No : 65

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ORACLE FUSION HCM IMPLEMENTATION

Oracle Fusion Human Capital Management

The development, release, and timing of any features or functionality

Define Person Record Values.

Define Employment Records.

How it all works :-

Navigation Path : Navigator Setup & Maintenance All Tasks Workforce

The application searches for assigned primary work

Person types can be used to maintain information about a

Person name formats are a sequence of names

All the figures alongside depict the available system

Users can add, user defined assignment person types

Smith, John Arthur (Mr.)

Look Up Type Description Customizable Level

PER_ETHNICITY Persons ethnicity. For e.g. Asian, American etc Extensible

Relationship between the person and the persons

MAR_STATUS Persons marital status. Extensible

Managing Assignment Statuses - **Note Before :-

i. Rename the user status values associated with the pre-defined

ii. Create new assignment values.

All employee related lookups can be managed using this task.

the assignment status and are set automatically

For e.g. when the user creates an assignment , and

Active Payroll Eligible --- the same action sets the

Inactive Payroll Eligible. Inactive Process

Look Up Type Description Customizable Level

Helps manage work measure values such as headcounts

Provides a user with a set of options to control what document

a) Users can specify delivery preferences for approved documents only.

Delivery documents are arranged in a hierarchy.

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