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An Oracle White Paper September 2000
The assignment is made up of a number of assignment components. Active Application Human Res. and payroll is a required component for payment purposes. and the compensation and benefits for which they are eligible. transfers and so on as change to the existing assignment. Terminate Assign. For example. For example. Of these. you might want to define a special status to identify assignments that have been Suspended while the employee is temporarily assigned to another role. are based around assignments. and can make future-dated changes in advance. Assignment Status You can identify the status of employees in each assignment using your own names. This makes it possible to give an employee two or more assignments when this is necessary. such as vacancy management and budget planning. if an employee has two or more open contracts of employment with your company. In particular. deductions. they can have a separate assignment for each contract. not people. you enter all earnings. You record relocations. Defining Assignment Statuses: Navigation: Workstructures à Status (Form name: PERWSDAS) Examples: User Status Active Assignment Disability Leave Terminate Process Assignment End Suspend Assign. organization is mandatory. Active Assignment Suspend Assignment Terminate Assignment End Suspend Assignment Terminate Assignment Active Application Payroll Process Process Process Do not process Do not process Do not process Type Primary Primary Primary Primary Primary Primary Primary Active X X X X X X X Default X x X x 1 . and other pay-related elements for the employee assignment. These changes are DateTracked so that you can view the history of changes to an assignment. An employee must have a current assignment at all times. rather than the employee. An employee’s assignment identifies his or her role and payroll within a Business Group.HRMS Assignments Assignments Features of Assignments: The assignment is the central concept that relates the people you employ to the structures in which they work. Many of the activities you undertake in human resource management. promotions.
you can update the number at any time. but one must be designated as the primary assignment. the employee number. It is possible to manually override the default assignment numbers the system generates. You decide how this number is to be generated when you define your Business Group: Automatic Manual National Identifier (for example. you use the employment categories Part Time . and its associated compensation and benefits.Temporary. However if your enterprise permits employees to work in two or more different capacities at once and thereby become eligible for different benefits. If you choose manual number entry. It is possible to maintain multiple assignments for any employee. Employee Assignment Number The employee assignment number uniquely identifies every assignment that exists within your Business Group. transfers. and therefore more than one assignment number. If an employee has a second current assignment.UK National Insurance Number) If you choose automatic or national identifier number generation. In these windows you can select an employee by name or by employee number. You can set up cost allocation to distribute proportions of one assignment's payroll costs to different cost centers. Identifying Employees and Assignments There are two unique identifiers for employees: Employee Number Employee Assignment Number Employee Number The Employee Number uniquely identifies every employee in your Business Group. it is the same as the employee number.Using Multiple Assignments Relocations. such as the People window and View Absence History window. To show that an assignment is part time. For example. you do not enter new assignments for changes like these. the US Social Security Number . the system also generates the second Assignment Number by default from the Employee Number. The system automatically generates the assignment number and by default. The employee name and number appear together in windows dealing with 'people information'. promotions and so on go on record as datetracked changes to employees' existing assignments. An employee can have only one Employee Number. remains the same for an employee who has multiple periods of service. Notice that when employees split their time between two departments performing the same job. you can enter additional assignments for them. you might want to use this number to store a payroll code. as in the following example: Employee Name Samantha Green Employee Number 1012 1st Assignment Number 1012 2nd Assignment Number 1012-02 2 . by default.Regular or Part Time . You could also set up a Full Time Equivalent budget. and weight each assignment as a fraction of a full time equivalent for the calculation of actual values. An employee can have one or more than one assignment. you do not need to define two separate assignments to maintain accurate costing records. or fulfill two different roles in one organization. Oracle HRMS separately manages each assignment.
you cannot assign employees to payrolls. If standard conditions are not defined for the position. or if you intend to record for the employee certain types of compensation and benefits (represented on the system by nonrecurring elements). Use organization and position hierarchies to show management reporting lines. 4. 8. for the employee's first assignment. Select a grade if you use grade rates or grade scales to determine the appropriate compensation levels for employees. The details of the employee assignment default from their accepted application. Self-Service Human Resources (SSHR) utilizes Supervisor for the handling of workflow notifications. This information shows the personal supervisor for an employee and is not updated by the system. Select a Status for the assignment. Select a payroll if you are paying the employee using Oracle Payroll. 2. Your Oracle localization team may have created additional fields in an alternative region if there are legislative requirements in your country to hold additional employment information. By default. Set your effective date to the start date of the new assignment. choose Help à Tools à Examine from the toolbar. By default a new assignment has the status Active Assignment (or an equivalent user status defined on your system). Press the Down Arrow at the Field level. Select any other components that you want to include in the assignment. the employee has an assignment either to the Business Group organization. Enter the information you want to hold in the alternative regions. 6. If you overwrite these defaults. 5. If a location is defined for the Business Group or other organization. it also appears as a default. this number is the same as the Employee Number. they may default from the employee's organization or Business Group. Select Correction.Many trouble shooting techniques require the use of the employee’s Assignment ID. Select the organization to which you want to assign the employee. Probation Period and Standard Conditions Regions The probation period and standard workday information default from the employee's position. 7. 3. This is not the same value as the Assignment Number. To get an employee’s Assignment Number or Assignment ID. Entering a New Assignment Enter new assignments in the Assignment window. Enter an Assignment Number to uniquely identify the assignment. If Oracle Payroll is installed and you are an HR User. By default. This profile option should be changed to HR: User Type: HR and Payroll User. a window appears asking if the change is an update or a correction. Ask your system administrator to change your HR:User Type profile option if you need to assign employees to payrolls. These are optional. 1. or to the organization to which he or she was an applicant. Supervisor Region Enter the name and employee number of the employee's personal supervisor. Then select Assignment Number or Assignment ID. 3 . You must hire applicants before you can create an employee assignment for them.
Miscellaneous Region The Internal Address adds address details (such as the floor or office number) to the location address. This special ceiling overrides the ceiling defined for the grade scale. and accept or revise the change later. You can also view the changes made to the assignment over time using DateTrack History. Oracle HRMS records the date and change. If you change an employee's salary basis to a basis that uses a different salary element. If you choose Update. DateTrack History shows the changes made to one assignment. Salary Information Region Using the Salary Administration window. You must reopen the period or change your effective date to make the change. This is based on the element links that were created for eligibility. and retains the original information. A change to any of the assignment components produces the DateTrack prompt. effective from the date of the salary basis change. since the system's security is based on assignment to work structures. To administer an employee's salary in this way. transfer. you receive a warning message that the placement will be date effectively ended and any future placements will be deleted. or move from full time to part time. Special Ceiling Region A special ceiling progression point is the highest point to which the Increment Progression Points process can automatically progress the employee. the special ceiling point field is cleared. benefits or deductions. Effects of Changing an Assignment Changing any assignment component can have the following effects: The employee may lose eligibility for some compensation types. and a grade scale is defined for this grade. Use the Assignment History window to view the history of all the employee's assignments. Using the Salary Administration window. Check the Primary check box if it is the employee's only assignment or main assignment. Changing Assignment Information When an employee experiences changes such as a promotion. If you change the employee's grade when a grade step placement exists for the assignment. You can enter a special ceiling if the employee is assigned to a grade. Oracle HRMS overwrites the existing assignment information back to the hire date of the employee. you can see the employee's assignment at any point in time. If you choose Correction. Also. By changing your effective date on the system. you first assign the employee to a salary basis in the Salary Information region. you should make a new salary entry for the employee. you can enter a proposed salary change for an employee. you change a component of the assignment. 4 . You receive a warning that the system automatically ends any unprocessed element entries for which the employee is no longer eligible. associate this change with a performance review. If an assignment change causes the system to change element entries. and gain eligibility for others. Check the Manager check box if the assignment is at the level of manager. The employee may have a different level of access to Oracle HRMS. You define valid reasons as values for the QuickCode Type EMP_ASSIGN_REASON. You can select a reason for adding or changing the assignment. You can also enter the frequency of salary and performance reviews. the employee's existing salary element entry will be ended. both currently and in any previous periods of service. you may not be able to save the change if a current or future pay period is closed.
a secondary assignment may need to be elevated to a primary assignment. Most companies have requirements to show the history of changes in an employee's record. the only way to end the assignment is to terminate the employee. Change A Primary Assignment 1. This makes your effective date the assignment's final processing date. Create a new assignment "B" as a secondary assignment. Change Assignment "B" to be the primary assignment by selecting the Primary checkbox in the Miscellaneous alternative region. with at least one segment. 2. while Terminate may mean that further processing can occur. you can end all but one of their assignments by selecting an assignment status of End or Terminate in the Assignment window. 3. after which no further processing for the assignment can occur. At sites using Oracle Payroll. 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. these sites can simply use the status End. using the Terminate window.10. one showing a secondary assignment that lasted from x date to y date. This means that for an employee with just one active assignment. Sites not using Oracle Payroll can use these two statuses to provide information. This process will create two historical records.5. the choice of End or Terminate controls the ability to include the assignment in a payroll run after the date the assignment ends. an employee must always have at least one active assignment at any point in time. Ending an Assignment Oracle HRMS does not permit an employee to exist in the system without an active assignment. Use End (with a Payroll system status of Do Not Process) if all pay processing for the assignment is finished. it causes the assignment to end as of the effective date of entry of this status. 2.Changing Primary Assignments Over time. This leaves the assignment's final processing date open so that further processing can occur. 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.14 (or later) 5 . The End status is not recorded on the assignment. Set an effective date for the assignment to become the employee's primary assignment. To temporarily prevent pay processing for this assignment. Common Assignment Issues: • • Cannot select a Set of Books from the list of values in the Alternate Region: Verify that the Cost Allocation Key flexfield is set up. End One Of Many Assignments 1. Update the assignment status to End or Terminate Process Assignment (equivalent user status on your system). For example. End may mean that further pay processing cannot occur for the assignment. and the other showing that the primary assignment started as one set of components and then changed to another set of components (which are the same as the secondary assignment) as of a particular date. Alternatively. update the status to End. Set your effective date to the actual termination date for the assignment. Cannot select an employee or supervisor if there's an apostrophe in the person’s name (example: O’Connor) The issue with not being able to query an employee with a name containing an apostrophe has been fixed in Forms version 4. For employees with more than one active assignment. That is.
10.10. Deleted Date of hire (02-FEB-2000). How to reverse the hire process from employee back to applicant (if an incorrect employee was hired): Created Mr.This patchset which provides Forms 4.action_status FROM pay_payroll_actions ppa . Requeried this EE. Click OK to message -. ppa. By choosing that the operation is a correction. 6 .assignment_id='&assignment_id' AND paf.. the error message is correctly displayed because the system is trying to assign the supervisor to cover the entire datetrack range of the current record. Rollback that process if appropriate. Changed Status to OFFER. In both cases. per_assignments_f paf WHERE paf. ACCEPT. SAVE. APPLICANT.effective_date. Navigation: Dev_tools/patchsets/dev2k/hpux/1. Date track to 02-FEB-2000. SAVE.00 Patchset 8 supplies forms 4. which includes some time when the supervisor was not an employee.6. SELECT ppa.. Another possibility is that the SQWL (State Quarterly Wage Listing) process has already been run for the current quarter..action_type .5.effective_date . Change People type to Employee.14 is on the Oracle FTP site.1/hpux11. look in the tables PAY_PAYROLL_ACTIONS and PAY_ASSIGNMENT_ACTIONS.5. • • • The following error is received when trying to enter a supervisor for an employee on the Enter Employee Assignment form: APP-06911 This supervisor is not valid for the duration of the assignment.payroll_action_id=ppa.assignment_id AND paa. assignment_id=paa.14 Patchset 8 at a minimum is needed.payroll_act ion_id ORDER BY ppa. This problem is being encountered as a result of the user trying to enter a supervisor for an employee where the supervisor was hired after the employee and the user has specified that the operation is a correction. Call Oracle Support Services for the latest element chain patch(es) and include your version of pyentmnt.. pay_assignment_actions paa . Applicant on 01-FEB-2000. ppa.People Type went from Employee back to Applicant. Went to OTHERS. • HR_52977_ASG_SECOND_STOP_COMMIT errors on the Assignment screen for one or more employees. SAVE. SAVE. Look in the latter for all rows for that assignment_id and then using the foreign key of payroll_action_id. GUI: APP-6591 ERROR WHEN TRYING TO UPDATE AN ASSIGNMENT This message usually indicates that some future dated payroll process has been run which includes this assignment.pkb. get the parent row in PAY_PAYROLL_ACTIONS and examine the action_type and the effective_date.
and running a query on a certain individuals and clicking the Assignment Button you receive the message: Value xx is invalid.) You may also receive this message when changing an Organization for an assignment and saving. (Where xx can be any number. Click on the Assignment button. If you are using a Secure User. 4. Verify that your business group has a work schedule and work times set up: Navigation: Work Structures --> Organization --> Description Query your organization Hit the OTHERS button on the HR Organization classification. Continue this progression until you reach the current date. Here are several points to check: • After an you examine the data on the assignment. assigning the supervisor as of the current datetracked date. • • • • 7 . 3. If not.If the user chooses an update operation. A value loaded to a value set attached to one of the segments of the HR Soft Coding Key Flex may have since been removed. then the system executes a date-effective update to the employee's assignment record. Then go back to the People screen and date-track to the second occurrence for the employee. it is determined the Employee listed as the Supervisor in the Assignment form Alternate region is an Ex-Employee. add the GRE organization as required to the organization hierarchies so that they are included in the secure org list. 5. Date-track back to the first instance of the People record for the employee receiving the error. Select Work Schedule and also ensure that this is complete. That would make the code combination for employees that were attached to that value invalid and cause the type of error we are seeing. Ensure that all is filled in. Select Work Day Information. Changing this value to an Active employee corrected the error. Touching the employee's assignment record repairs the problem. 2. • When navigating from US HRMS Manager to People to Enter and Maintain. The solution to the problem is for the user to execute an update operation to correctly assign the supervisor on the day that the assignment change really happened. 6. verify that the security profile includes the GRE in its hierarchy. • Navigate through the employee’s assignment record by: 1. Again click on the Assignment button.
Please report any errors herein to Oracle Corporation. [Add of Oracle Corporation.HRMS Assignments September 2000 Author: Carol Ortiz. Worldwide Inquiries: 415.506. trademarks here] are trademarks Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores.S.S.7000 Fax 415.A. CA 94065 U. Oracle is a registered trademark and Enabling the Information Age.506. This document is provided for informational purposes only and the information herein is subject to change without notice.A. Don Armann Copyright © Oracle Corporation 2000 All Rights Reserved Printed in the U. Oracle Corporation does not provide any warranties covering and specifically disclaims any liability in connection with this document.7200 Copyright © Oracle Corporation 1995 All Rights Reserved 8 .
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