Professional Documents
Culture Documents
By Lisa Laine
Solution Beacon, LLC
Introduction
A few of the R11/R12 goodies are easy to adopt and create value. Documents of Record, released in
HRMS RUP1, allows the user to create new, update existing, view and search ‘Documents of Record’ for
a person. New Checklist functionality, released in R12, automates task tracking: Trigger tasks based on
eligibility and automate notifications. Learn how to streamline your compliance and administrative
processes using documents of record and eliminate chasing action items by using checklists. We will
discuss the functionality, the set up, and what mistakes to avoid.
Oracle introduced documents of record in later family packs of R12, but it hasn’t gotten much limelight
in the Oracle community. This is probably because many people might not understand its capability or
the benefits of using it. In Release 12 Oracle has released a revised checklist functionality that is more
robust than what was available in R11. This paper is going to discuss the benefits and how to set up
those two goodies.
Combined these two functionalities can make HR compliance easier. Let’s take for example, the
employee on boarding process for a customer not using Oracle Payroll. A checklist is triggered sending
the employee an email notification to complete their new hire paperwork. An employee prints the w-4
form, completes it, signs it and then sends himself a copy using the copy machine. The employee can
then upload the document to their documents of record using employee self service. Once the checklist
is complete, Payroll can be notified of the completed actions providing the employee indicated they
completed the task or they can just search for those documents that are required. Alternately, a
notification of the uploaded document can be triggered to go to payroll when they update their form.
Documents of Record
The Documents of Record offers greater functionality than the attachments functionality, using the
paperclip icon. The functionality was introduced in HRMS FP_K. The paperclip icon enabled users the
ability to attach documents to a record, but was not searchable and could only be retrieved while in the
individual record.
1. Define Categories
Document of Record works like an Extra Information Type (EIT). It is important to note at the beginning
that there must be a unique combination of DOCUMENT_TYPE and Subcategory as the Category and
Subcategory fields don't contain picklists at the time of the creation of a Document of Record. These
fields populate based on what is defined/selected in Document Type on the page.
Responsibility: US Super HRMS Responsibility (Note: when request groups are complete we
don’t need to use this responsibility)
Navigation: Processes and Reports > Submit Processes and Reports > Register Document Types
(EITs)
3. Query the responsibilities to which you wish to add this DOCUMENT TYPE
4. Enter the data as follows:
a. Code: HR – Offer Letter , HR - Termination
b. Select the DOCUMENT TYPE defined in step 3. The Category and Subcategory will
now populate automatically based upon what was defined when the Document
Type was created.
5. Save
Legislation
Code Name Code Table Name
HR – Offer Letter HR – Offer Letter US HR_DOCUMENT_TYPES_V
HR – Termination HR – Termination US HR_DOCUMENT_TYPES_V
SELECT document_extra_info_id
FROM hr_document_extra_info
WHERE person_id = <person_id>;
SELECT category_id
FROM fnd_document_categories
SELECT *
FROM fnd_lobs
WHERE file_id IN ( SELECT media_id
FROM fnd_documents_vl
WHERE document_id IN ( SELECT document_id
FROM fnd_attached_documents
WHERE category_id = <catgeory_id>
AND pk1_value = <document_extra_info_id>
)
AND datatype_name = 'File'
);
SELECT *
FROM fnd_documents_short_text
WHERE media_id IN ( SELECT media_id
FROM fnd_documents_vl
WHERE document_id IN( SELECT document_id
FROM fnd_attached_documents
WHERE category_id = <catgeory_id>
AND pk1_value = <document_extra_info_id>
)
AND datatype_name = 'Short Text'
);
SELECT url
FROM fnd_documents_vl
WHERE document_id IN ( SELECT document_id
FROM fnd_attached_documents
WHERE category_id = <catgeory_id>
AND pk1_value = <document_extra_info_id>
)
AND datatype_name='Web Page';
The checklist functionality in Release twelve replaces the sign-off checklist functionality in Release 11.
The new checklist functionality offers more robust administration of checklists and leverages Oracle
eligibility profiles to create dynamic checklists and routing through Oracle Approvals Management
(AME).
For example when a person is hired, a new hire life event is detected. When the checklists life events
are processed, a new hire checklist is created for that person. The checklist contains a series of tasks
that must be completed for that individual. The checklist is attached to the person record. Below is a
sample of what the checklist looks like for the HR Professional.
Typical checklists include new hire, termination, transfer, but I’d also expand the checklist functionality
to things like expiring certifications, visa expirations, and even for standard benefits to detect life events
(Note: you won’t get the automatic processing or the power of life events, but you don’t need to run a
report any longer). Anything that pertains to tasks being completed for an employee can be a checklist.
I’ve listed one restriction below:
HR Checklist Overview
Checklists leverage the functionality used for Advanced Benefits, it uses life events and eligibility
profiles. So OAB must be installed, but not necessarily implemented nor licensed to use it. We define a
life event and the criteria for triggering the life event. The life event is detected by one of two methods:
the allocated checklist form is opened from the person’s record or the concurrent checklist process is
runs to detect checklist life events. The tasks in the checklists may have eligibility profiles associated
with them so that only those tasks that are relevant are created. The task notifies the ‘performer’ of
that action via email/notifications. They mark the task complete or incomplete and the checklist is
updated.
Navigation: People > Enter and Maintain -> Others -> Allocated Checklists
Notifications
When set up, the performer will default against the allocated tasks. Checklists use the parallel approval
process which means that on initial allocation the first approver in the list is selected. Subsequently,
whoever responds first to the notification will update the status.
Managing Checklists
Managers can view and update the tasks allocated to the employees reporting to them, and employees
can view, and update their own allocated tasks. If your email is integrated, they can also update the
tasks directly from their email. In Self Service, the attributes of the tasks can be maintained here,
including completion status, duration, performer and flexfield information. Tasks can also be deleted,
and added to the employee. For employees, add the function HR_ALLOCATED_CHECKLIST_SS to their
Self Service menu if not already there, and for Managers, add HR_ALLOCATED_CHECKLIST_MGR_SS to
get access to the Allocated Checklists page.
The checklist and tasks are allocated by the Allocate Checklists and Tasks Process. It should be noted,
however, that subsequent changes to the checklist are not re-allocated to employees who have already
received the checklist and tasks when the Life Event is triggered. If a task has been added since the
allocation, the task can be added manually to each employee using the Allocated Checklists page, or by
running the per_checklist_events.allocate_person_tasks procedure using the API.
Navigation: Total Compensation > General Definitions -> Additional Setup -> Life Event
Reasons
Employment Tab
Full/Part Time from dropdown menu
Seq 10
Full/Part Time Fulltime-Regular
4. Create Condition
6. Select 'Rules' tab to define an AME Approval Rule of type 'List Creation',
Before you start this step, you may want to create task performers in Oracle Approvals Management
(AME)
Click the Add Checklist icon to create a checklist against a specific category. Define a name and link in
the Life Event created in step 1)
Then use Add Task to create tasks associated to your checklist. Define a name, duration and mandatory
flag.
This program should be scheduled at intervals regular enough to cater for the frequency
of occurring Life Events. When the Allocated Checklists function is run in Self Service
the program is run in background for the individual person to ensure the information
displayed is current, but it's better to remove the overhead by scheduling this concurrent
program.
The program identifies pending Life Events linked to Checklists, and allocates the
checklist tasks to the person based on eligibility profiles. It executes the pl/sql procedure
called per_checklist_events.allocate_tasks.
Helpful Tips
This table gets emptied when the purge parameter is set to Yes when running the Allocate Checklists
program
How do I find the checklists and the tasks allocated to the employees?
select ALLOCATED_CHECKLIST_ID,
CHECKLIST_ID,
PERSON_ID,
ASSIGNMENT_ID,
CHECKLIST_NAME,
CHECKLIST_CATEGORY
from PER_ALLOCATED_CHECKLISTS
where CHECKLIST_ID=61
select ALLOCATED_TASK_ID,
ALLOCATED_CHECKLIST_ID,
TASK_NAME,
PERFORMER_ORIG_SYS_ID PERFORMER,
TASK_OWNER_PERSON_ID TASK_OWNER
BEGIN
dbms_output.ENABLE(1000000);
per_checklist_events.create_event
per_checklist_events.allocate_person_tasks
(p_person_id => l_person_id);
EXCEPTION
WHEN OTHERS THEN
v_error := SUBSTR(SQLERRM,1,250);
dbms_output.put_line(v_error);
END;
Conclusion
Checklists and Documents of Record are easy to implement pieces of functionality that can make the HR
administrators life easier. If used in conjunction with existing functionality, they can really help create
more end to end automated processes.
References
My Oracle Support Metalink Notes, Oracle Corporation
Oracle Human Resources Management Systems, Enterprise and Workforce Management Guide (US) ,
Release 12, Part No. B31629-03, Page 7-1 to 7-9, Checklists Overview , Oracle Corporation