R12.x Oracle HRMS People Management Fundamentals: D60561GC10 Edition 1.0 March 2010 D64317

THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY.
COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED
D64317
Edition 1.0
March 2010
D60561GC10
Student Guide
R12.x Oracle HRMS People
Management Fundamentals
Oracle University and Egabi Solutions use only

THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY. COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED
Copyright © 2007, 2010 Oracle. All rights reserved.

Disclaimer
This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and
print this document solely for your own use in an Oracle training course. The document may not be modified or altered in any way.
Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display,
perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization
of Oracle.
The information contained in this document is subject to change without notice. If you find any problems in the document, please
report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California 94065 USA. This document is not
warranted to be error-free.
Restricted Rights Notice
If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United
States Government, the following notice is applicable:
U.S. GOVERNMENT RIGHTS

The U.S. Government’s rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted
by the terms of the applicable Oracle license agreement and/or the applicable U.S. Government contract.
Trademark Notice
Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective
owners.
Author
Gowri Arur
Technical Contributors and Reviewers
Bob Oganovic
This book was published using: Oracle Tutor

Table of Contents
Overview of People Management...................................................................................................................1-1

Overview of People Management..................................................................................................................1-3
Overview .......................................................................................................................................................1-4
Human Resources: The Business Area Model...............................................................................................1-5
People Management Components in Oracle HRMS......................................................................................1-6
People Management ......................................................................................................................................1-7
Identifying People..........................................................................................................................................1-8
Identifying Applicants ...................................................................................................................................1-9
Identifying Employees...................................................................................................................................1-10
Identifying Contingent Workers ....................................................................................................................1-11
Identifying External People ...........................................................................................................................1-12

Defining People .............................................................................................................................................1-13
Recording People...........................................................................................................................................1-14
Quiz ...............................................................................................................................................................1-15
Identifying the Work People Do....................................................................................................................1-16
Using Assignments ........................................................................................................................................1-17
Using Multiple Assignments .........................................................................................................................1-18
Defining Workforce Relationships - Contracts..............................................................................................1-19
Quiz ...............................................................................................................................................................1-21
Summary........................................................................................................................................................1-22
Introduction to Recording People Information ............................................................................................2-1
Introduction to Recording People Information ..............................................................................................2-3
Overview .......................................................................................................................................................2-4
Users in Your Enterprise ...............................................................................................................................2-5
Using DateTrack............................................................................................................................................2-6
Updating DateTrack Information ..................................................................................................................2-7
Recording People Information.......................................................................................................................2-9
Quiz ...............................................................................................................................................................2-10
Using Windows and Templates .....................................................................................................................2-11
Using Employee SSHR .................................................................................................................................2-12
Using Manager SSHR ...................................................................................................................................2-13
Quiz ...............................................................................................................................................................2-15
Summary........................................................................................................................................................2-16
Set Up People Management ............................................................................................................................3-1
Set Up People Management...........................................................................................................................3-3
Overview .......................................................................................................................................................3-4
Agenda...........................................................................................................................................................3-5
Identifying Person Types...............................................................................................................................3-6
Identifying Predefined Person Types.............................................................................................................3-7
Quiz ...............................................................................................................................................................3-8
System Person Types.....................................................................................................................................3-9
System and User Person Types......................................................................................................................3-10
Defining Your Own Person Types.................................................................................................................3-11
Quiz ...............................................................................................................................................................3-12
Identifying Person Types for Benefits ...........................................................................................................3-13
Defining Person-Name Formats ....................................................................................................................3-14
Assignment Statuses Overview .....................................................................................................................3-15
System Assignment Statuses .........................................................................................................................3-16
User Assignment Statuses .............................................................................................................................3-18
Defining User Assignment Statuses ..............................................................................................................3-19
Assignment Statuses with Payroll Processing ...............................................................................................3-20
Copyright © Oracle 2009. All rights reserved.
R12.x Oracle HRMS People Management Fundamentals Table of Contents

i
Using Assignment Statuses............................................................................................................................3-21

Identifying Contracts .....................................................................................................................................3-23
Creating Contracts .........................................................................................................................................3-24
Defining Additional Information...................................................................................................................3-26
Summary........................................................................................................................................................3-27
Collective Agreements.....................................................................................................................................4-1
Collective Agreements ..................................................................................................................................4-3
Overview .......................................................................................................................................................4-4
How Collective Agreements Work in HRMS ...............................................................................................4-5
Quiz ...............................................................................................................................................................4-6
Defining Entitlement Items............................................................................................................................4-7
Entitlement Item Examples............................................................................................................................4-8
Eligibility Profiles..........................................................................................................................................4-9
Eligibility Criteria..........................................................................................................................................4-10
Defining Derived Factors ..............................................................................................................................4-11

Defining Eligibility Profiles ..........................................................................................................................4-12
Creating Organizations To Represent Negotiating Parties ............................................................................4-13
Processing Collective Agreements ................................................................................................................4-14
Applying the Results .....................................................................................................................................4-15
Using Collective Agreements ........................................................................................................................4-16
Quiz ...............................................................................................................................................................4-17
Summary........................................................................................................................................................4-18
Entering People Information ..........................................................................................................................5-1
Entering People Information..........................................................................................................................5-3
Overview .......................................................................................................................................................5-4
Agenda...........................................................................................................................................................5-5
Applicant Hiring Process...............................................................................................................................5-6
Employee Hiring Process ..............................................................................................................................5-8
Contingent Worker Placement Process..........................................................................................................5-9
Agenda...........................................................................................................................................................5-10
Entering a New Person ..................................................................................................................................5-11
Validating a New Person Record...................................................................................................................5-13
Placing a Contingent Worker.........................................................................................................................5-15
Entering Communication Details ..................................................................................................................5-16
Entering Contact Relationships .....................................................................................................................5-17
Entering Additional Personal Information.....................................................................................................5-18
Entering Statutory Information......................................................................................................................5-19
Quiz ...............................................................................................................................................................5-20
Summary........................................................................................................................................................5-22
Entering Assignment Information .................................................................................................................6-1
Agenda...........................................................................................................................................................6-4
Entering Supervisor Information ...................................................................................................................6-6
Maintaining Multiple Assignments ...............................................................................................................6-7
Quiz ...............................................................................................................................................................6-8
Entering Payroll Information.........................................................................................................................6-9
Entering Information for Statutory Reports...................................................................................................6-10
Entering Contract Information.......................................................................................................................6-11
Quiz ...............................................................................................................................................................6-12
Entering Contingent Worker Assignment Information..................................................................................6-13
Quiz ...............................................................................................................................................................6-14
Summary........................................................................................................................................................6-15
Managing People..............................................................................................................................................7-1
Managing People ...........................................................................................................................................7-3

ii
Overview .......................................................................................................................................................7-4
Managing People over Time..........................................................................................................................7-5
Quiz ...............................................................................................................................................................7-6
Promoting People ..........................................................................................................................................7-7
Transferring People .......................................................................................................................................7-8
Maintaining Multiple Assignments ...............................................................................................................7-9
Quiz ...............................................................................................................................................................7-10
Performing a Mass Assignment Update ........................................................................................................7-11
Maintaining Professional Information ...........................................................................................................7-12
Maintaining Personal Information .................................................................................................................7-13
Entering Disability Information.....................................................................................................................7-14
Summary........................................................................................................................................................7-15
Managing Schedules and Availability............................................................................................................8-1
Managing Schedules and Availability ...........................................................................................................8-3
Managing Availability ...................................................................................................................................8-4

Recording Schedule Information...................................................................................................................8-5
HRMS and CAC Integrated Availability Features ........................................................................................8-6
Schedules.......................................................................................................................................................8-7
Schedule Precedence .....................................................................................................................................8-8
Schedule Eligibility .......................................................................................................................................8-9
Exceptions .....................................................................................................................................................8-10
Defining Coverage for Calendar Events........................................................................................................8-11
Geographical Precedence for Calendar Events..............................................................................................8-12
Quiz ...............................................................................................................................................................8-13
Summary........................................................................................................................................................8-15
Employee Transfers and Secondments ..........................................................................................................9-1
Employee Transfers and Secondments ..........................................................................................................9-3
Overview .......................................................................................................................................................9-4
Transfers and Secondments ...........................................................................................................................9-5
Deployment Proposals...................................................................................................................................9-6
Quiz ...............................................................................................................................................................9-7
Initiating a Permanent Transfer .....................................................................................................................9-8
Initiating a Temporary Secondment ..............................................................................................................9-9
Employee Records During Secondment ........................................................................................................9-10
Initiating a Return from Secondment.............................................................................................................9-11
Updating Deployment Proposals ...................................................................................................................9-12
Updating Active Deployment Proposals........................................................................................................9-14
Employee Numbering....................................................................................................................................9-15
Completing Initial Setup of Employee Records ............................................................................................9-16
Quiz ...............................................................................................................................................................9-17
Summary........................................................................................................................................................9-18
Reporting and Analyzing Workforce Information .......................................................................................10-1
Reporting and Analyzing Workforce Information.........................................................................................10-3
Overview .......................................................................................................................................................10-4
Using Standard Reports .................................................................................................................................10-5
Using Lists and Folders in Oracle HRMS .....................................................................................................10-7
Using Statutory Reports.................................................................................................................................10-8
Using Discoverer Reports..............................................................................................................................10-9
Using HRMSi Reports...................................................................................................................................10-10
Using HRMSi Reports for Daily Business Intelligence.................................................................................10-11
Quiz ...............................................................................................................................................................10-12
Summary........................................................................................................................................................10-14
Tracking Tenure Information (U.S. only) .....................................................................................................11-1
Tracking Tenure Information (U.S. only)......................................................................................................11-3
Overview .......................................................................................................................................................11-4

iii
Tracking Tenure ............................................................................................................................................11-5

Quiz ...............................................................................................................................................................11-6
Tracking Tenure Process ...............................................................................................................................11-7
Tracking Tenure ............................................................................................................................................11-8
Quiz ...............................................................................................................................................................11-9
Summary........................................................................................................................................................11-10
U.S. Government Reporting ...........................................................................................................................12-1
U.S. Government Reporting ..........................................................................................................................12-3
Overview .......................................................................................................................................................12-4
Quiz ...............................................................................................................................................................12-5
Government-mandated Reports .....................................................................................................................12-6
Reporting Requirements ................................................................................................................................12-7
Quiz ...............................................................................................................................................................12-8
Reporting Categories and Statuses ................................................................................................................12-9
AAP Reporting ..............................................................................................................................................12-10

ADA Reporting .............................................................................................................................................12-11
OSHA Reporting ...........................................................................................................................................12-12
EEO1 Reporting ............................................................................................................................................12-13
EEO4 and EEO5 Reporting ...........................................................................................................................12-14
VETS-100 Reporting.....................................................................................................................................12-15
IPEDS Reporting ...........................................................................................................................................12-16
Generating the Reports ..................................................................................................................................12-17
Summary........................................................................................................................................................12-18
Terminating......................................................................................................................................................13-1
Terminating ...................................................................................................................................................13-3
Overview .......................................................................................................................................................13-4
Agenda...........................................................................................................................................................13-5
Ending Assignments ......................................................................................................................................13-7
Ending a Secondary Assignment ...................................................................................................................13-8
Agenda...........................................................................................................................................................13-9
Terminating ...................................................................................................................................................13-10
Terminating Employment..............................................................................................................................13-11
Employee Termination Dates ........................................................................................................................13-14
Terminating Employment..............................................................................................................................13-15
Quiz ...............................................................................................................................................................13-16
Agenda...........................................................................................................................................................13-17
Ending a Contingent Worker Placement .......................................................................................................13-18
Contingent Worker Termination Dates..........................................................................................................13-20
Quiz ...............................................................................................................................................................13-21
Summary........................................................................................................................................................13-22
Reinstating or Rehiring...................................................................................................................................14-1
Reinstating or Rehiring..................................................................................................................................14-3
Agenda...........................................................................................................................................................14-4
Reinstating or Rehiring..................................................................................................................................14-5
Cancelling Termination Reasons...................................................................................................................14-6
Cancelling a Termination ..............................................................................................................................14-7
Rehiring .........................................................................................................................................................14-8
Quiz ...............................................................................................................................................................14-10
Back-to-Back Employment ...........................................................................................................................14-11
Quiz ...............................................................................................................................................................14-12
Back-to-Back Employment ...........................................................................................................................14-13
Summary........................................................................................................................................................14-14

iv
Preface
Profile
Before You Begin This Course
Before you begin this course, you should have the following qualifications:
• Thorough knowledge of Oracle Applications
• Working experience with procurement

Prerequisites
• Oracle Applications Foundations
How This Course Is Organized
R12.x Oracle HRMS People Management Fundamentals Ed 1 is an instructor-led course

featuring lecture and hands-on exercises. Online demonstrations and written practice sessions
reinforce the concepts and skills introduced.

v
Related Publications
Oracle Publications
Title Part Number
Oracle Workforce Sourcing, Deployment, and Talent Management E13515-02
Guide
Oracle HRMS Enterprise and Workforce Management Guide E13511-02
Oracle Self-Service Human Resources Deploy Self-Service E13507-02
Capability Guide

Additional Publications
• System release bulletins
• Installation and user’s guides
• Read-me files
• International Oracle User’s Group (IOUG) articles
• Oracle Magazine

vi
Typographic Conventions
Typographic Conventions in Text
Convention Element Example
Bold italic Glossary term (if The algorithm inserts the new key.
there is a glossary)
Caps and Buttons, Click the Executable button.
lowercase check boxes, Select the Can’t Delete Card check box.
triggers, Assign a When-Validate-Item trigger to the ORD block.
windows Open the Master Schedule window.
Courier new, Code output, Code output: debug.set (‘I”, 300);

case sensitive directory names, Directory: bin (DOS), $FMHOME (UNIX)
(default is filenames, Filename: Locate the init.ora file.
lowercase) passwords, Password: User tiger as your password.
pathnames, Pathname: Open c:\my_docs\projects
URLs, URL: Go to http://www.oracle.com
user input,
User input: Enter 300
usernames
Username: Log on as scott
Initial cap Graphics labels Customer address (but Oracle Payables)
(unless the term is a
proper noun)
Italic Emphasized words Do not save changes to the database.
and phrases, For further information, see Oracle7 Server SQL Language
titles of books and Reference Manual.
courses, Enter user_id@us.oracle.com, where user_id is the
variables name of the user.
Quotation Interface elements Select “Include a reusable module component” and click Finish.
marks with long names
that have only This subject is covered in Unit II, Lesson 3, “Working with
initial caps; Objects.”
lesson and chapter
titles in cross-
references
Uppercase SQL column Use the SELECT command to view information stored in the
names, commands, LAST_NAME
functions, schemas, column of the EMP table.
table names
Arrow Menu paths Select File > Save.
Brackets Key names Press [Enter].
Commas Key sequences Press and release keys one at a time:
[Alternate], [F], [D]
Plus signs Key combinations Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]

vii
Typographic Conventions in Code

Convention Element Example
Caps and Oracle Forms When-Validate-Item
lowercase triggers
Lowercase Column names, SELECT last_name
table names FROM s_emp;
Passwords DROP USER scott

IDENTIFIED BY tiger;
PL/SQL objects OG_ACTIVATE_LAYER
(OG_GET_LAYER (‘prod_pie_layer’))

Lowercase Syntax variables CREATE ROLE role
italic
Uppercase SQL commands and SELECT userid
functions FROM emp;
Typographic Conventions in Oracle Application Navigation Paths

This course uses simplified navigation paths, such as the following example, to direct you
through Oracle Applications.
(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve
This simplified path translates to the following:
1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches
Summary.
2. (M) From the menu, select Query then Find.
3. (B) Click the Approve button.
Notations:
(N) = Navigator
(M) = Menu
(T) = Tab
(B) = Button
(I) = Icon
(H) = Hyperlink
(ST) = Sub Tab

viii
Typographical Conventions in Oracle Application Help System Paths

This course uses a “navigation path” convention to represent actions you perform to find
pertinent information in the Oracle Applications Help System.
The following help navigation path, for example—
(Help) General Ledger > Journals > Enter Journals
—represents the following sequence of actions:
1. In the navigation frame of the help system window, expand the General Ledger entry.

2. Under the General Ledger entry, expand Journals.
3. Under Journals, select Enter Journals.
4. Review the Enter Journals topic that appears in the document frame of the help system
window.

ix
x
Overview of People Management

Chapter 1 - Page 1
Chapter 1
Copyright © Oracle, 2010. All rights reserved.

Management
Overview of People


Chapter 1 - Page 2

Chapter 1 - Page 3
Overview

Overview
This topic identifies:
• The different roles within your enterprise, for example, an employee, a manager, and a
HR professional
• The information you require to represent your workforce

Chapter 1 - Page 4
Human Resources: The Business Area Model

Human Resources: The Business Area Model
Oracle organizes information about the HRMS product family and features using these
business areas:
• Enterprise and Workforce Management
- Creating and maintaining the organizational and work structures of the enterprise
• People Management
- Managing the workforce
• Compensation and Benefits
- Compensating the workforce competitively
• Time and Labor
- Recording, reporting, approving, and analyzing time
• Payroll Management
- Paying people promptly and accurately at high volumes
• Human Resource Information Systems
- Creating and maintaining the technology infrastructure of the HR system

Chapter 1 - Page 5
People Management Components in Oracle HRMS

People Management Components in Oracle HRMS
This slide explains:
• The main aspects (major processes) of people management.
• That Oracle HRMS enables you to model the different ways you employ, track, and
manage people.
People management enables you to:
• Identify the different workers in an enterprise
• Identify person types
• Create people records
• Manage assignments
• Manage collective agreements
• Administer schedules and availability
• Manage employee transfers and secondments
• Run workforce reports
• Terminate workers
• Rehire workers

Chapter 1 - Page 6
People Management

People Management
• You identify the different types of workers in your enterprise.
• You define how you want to record workers and their information in your enterprise, for
example, using the People windows to set up how you want to identify your workers in
the application.
• You define business processes to suit your enterprise requirements: for example, you
can use SSHR to define a specific business process for hiring employees.
• You record worker information using the People window, the people management
templates, and SSHR.

Chapter 1 - Page 7
Identifying People

Identifying People
• You need to identify the role a person performs in your enterprise.
• You group together different roles in your enterprise to store different types of
information.
• You enter employees, applicants or contacts of other internal people within a legislative
or cultural context. In Oracle HRMS this means that they have a record in a business
group that complies with the legislative requirements of a specific country.

Chapter 1 - Page 8
Identifying Applicants

Identifying Applicants
• Internal = already working for your enterprise.
• External = not yet employed by your enterprise.

Chapter 1 - Page 9
Identifying Employees

Identifying Employees
An employee is a person who performs a role within an enterprise in exchange for a wage or
salary.

Chapter 1 - Page 10
Identifying Contingent Workers

Identifying Contingent Workers
Oracle HRMS enables you to identify contingent workers as a separate category of worker
from employees. You record the rates at which you are charged for a contingent worker, as
contingent workers are not paid using Oracle Payroll. Contingent workers can include
contracts, interns, and volunteers.

Chapter 1 - Page 11
Identifying External People

Identifying External People
A typical external person is a contact, who can be associated with an employee, contingent
worker, or applicant. Contacts can include the following types of people:
• People who are dependents of employees
• People whom employees name as beneficiaries of certain benefits
• People whom employees list as their contacts in case of emergency
A person is a candidate if they have registered with iRecruitment but not yet applied for a job.

Chapter 1 - Page 12
Defining People

Defining People
You define person types to identify the role a person performs in your enterprise. The
application uses person types to group people together. You can configure your own person
types to suit your enterprise. You can also use person types to restrict access to the records
of certain groups of people. You identify every worker in your enterprise with a unique
number.

Chapter 1 - Page 13
Recording People

Recording People
If you are a global enterprise, Oracle HRMS provides you with the ability to support both your
local and corporate requirements The graphic in this slide shows the corporate level record at
the top which links the local level records together. This is important if you have international
employees who transfer between business groups to work temporarily in other countries.
Trading Community Architecture (TCA) is integrated with Oracle HRMS and enables you to
store person information at a corporate level so that it is available across applications.
For more information, see: People in a Global Enterprise in the online help.

Chapter 1 - Page 14
Quiz
Answer: a

Chapter 1 - Page 15
Identifying the Work People Do

Identifying How People Work
Oracle HRMS enables you to:
• Enter and track people from the time they apply for a job, to the time they leave your
enterprise.
• Enter, maintain and report on all aspects of employment information using the
assignment.
The assignment is the central concept that relates to the structures in which a person works.
It connects employees and contingent workers to your enterprise’s work structures and
policies, so that you can show changes to the structures and policies in the employee’s and
contingent worker’s records. For example, if the location of the organization for which a
person works changes, you record this information in the assignment.

Chapter 1 - Page 16
Using Assignments

Defining Assignments
The assignment is the central concept that relates to the structures in which a person works,
and it connects the person to the employer. Assignments and assignment statuses enable you
to track the progress of your applicants, employees, and contingent workers. You can use
datetrack functionality to see the history of the assignment. The assignment number uniquely
identifies every assignment that exists within your business group. An employee or contingent
worker can have one or more assignments, and therefore can have more than one
assignment number.
Additional components you define for the assignment (depending on the person type):
• Job
• Position
• Organization
• Location
• Supervisor
• Employment Category
• Grade
• Payroll

Chapter 1 - Page 17

Using Multiple Assignments
Chapter 1 - Page 18
Defining Workforce Relationships - Contracts

Defining Workforce Relationships - Contracts
Oracle HRMS enables you to create different types of relationships and represent these in
different ways. A workforce relationship has both legal and operational dimensions. A contract
of employment that covers period of service represents the legal dimension. Assignments and
assignment statuses support the operational dimension.

Chapter 1 - Page 19

Defining Workforce Relationships – Collective Agreements
Using Oracle HRMS you can record contractual information for your employees and
applicants. Use contracts for reporting purposes and to produce a hard copy for referencing
and signing.
Your enterprise can use collective agreements to define the terms and conditions of
employment for all employees that are covered by each collective agreement.

Chapter 1 - Page 20
Quiz
Answer: a, b, c, d

Chapter 1 - Page 21
Summary

Chapter 1 - Page 22
Introduction to Recording People Information

Chapter 2 - Page 1
Chapter 2

People Information
Introduction to Recording


Chapter 2 - Page 2

Chapter 2 - Page 3

Overview

Overview
This topic explains the key benefits of using Oracle HRMS to record the personal and
professional information of your workforce, and how Self-Service Human Resources (SSHR)
enables your workforce to manage its own information:
• The different ways you record people management information using different interfaces
• The roles that would typically use the various interfaces. Here are some examples:
- An HR professional would typically use the people window and the people
management templates
- An employee would typically use Self-Service
- A manager would typically use Self-Service

Chapter 2 - Page 4
Users in Your Enterprise

Users in Your Enterprise
People with different roles in your enterprise perform different processes. For example, an
employee would typically need to enter and update the information that affects their work and
career. For example, viewing their payslip and bank details to ensure the information is
accurate.
A manager with direct reports would typically need to access their subordinates’ information.
For example, to perform an assignment change, an HR professional would typically need to
perform data management tasks, such as an update to the location of all workers due to
organization relocation.
There could be other users from Payroll, Finance, Admin etc., who need limited access to
People information.

Chapter 2 - Page 5
Using DateTrack

Using DateTrack
Relocations and changes in job role go on record as datetracked changes to worker’s existing
assignments.
You can view the changes made to an assignment over time using DateTrack History.
Future update: If you are relocating a person, with six months notice, you can enter the
relocation on the system straight away. You set your effective date to the first day when the
person will be at the new location, and change the location on the assignment.
Effective date is the date for which you are entering and viewing information. When you set an
effective date for your work, DateTrack ensures that only information effective on that day is
used for any processing, validation, and reporting you carry out.

Chapter 2 - Page 6
Updating DateTrack Information

Updating Datetrack Information
Update: Changes the record from your effective date, but preserves the previous information.
Correction: Overrides the previous information for the specified time period with your new
changes.
Example of update versus correction: Suppose you hire two new employees, Jack Lee and
Julie Summers. A few weeks later Julie gets married and changes her name. At the same
time you discover an error in Jack’s record relating to his nationality.
• You update Julie’s information by setting your effective date to the date of her wedding
and entering her new married status, her change of name, and new next of kin
information.
Her previous personal information, which was valid until her wedding, remains in her
record.
• You correct Jack’s wrong nationality by setting your effective date to his hire date and
entering the correct nationality. By choosing Correction, you put the record right, from
the beginning.
You cannot create a record and then update it on the same day. If you try to do this, Oracle
HRMS warns you that the old record will be overridden, and then changes Update to

Chapter 2 - Page 7
Correction. This occurs because DateTrack maintains records for a minimum of a day at a
time.
You can delete datetracked information using one of the following options:
• End Date: Ends the record on your effective date. When you re-query the record, this
end date displays in the To field.
• Purge: Removes the record from your database.
If there are any future updates to the record after your effective date, Oracle HRMS may
prompt you with another two options:
• All: Removes all future updates to the record. The current snapshot is valid until you
make another change.
• Next: Removes the next future update to the record. It then resets the current snapshot’s
end date to the end date of the deleted update.

You do not always see all of these options when you choose to delete. Some windows do not
allow all four operations.

Chapter 2 - Page 8
Recording People Information

Recording People Information
People with different roles in your enterprise perform different tasks, Oracle HRMS enables
users to perform day-to-day people management activities and to model the different ways
you employ, track and manage your workforce. Users are granted access to employee
information and application functionality based on their roles and the appropriate user
interface.

Chapter 2 - Page 9
Quiz
Answer: a

Chapter 2 - Page 10
Using Windows and Templates

Using Windows and Templates
The people management templates enable you to create and modify windows that meet your
enterprise’s requirements. Your system administrator can modify these templates to create
windows that are specific to your business processes. Using these modified windows, you can
complete your people management tasks quickly and efficiently.
An HR professional, depending on how their security profile is set up, can use the People and
Assignment windows and the people management templates to perform data management
tasks, such as an update to the location of all workers due to organization relocation.

Chapter 2 - Page 11
Using Employee SSHR

Using Employee SSHR
SSHR enables the person making an inquiry or wanting to change their personal details to
manage this information themselves at little administrative cost to the HR department in your
enterprise.
The person who originates the transaction performs the transaction personally. For example,
an employee can change their marital status. People are motivated to update information that
is relevant to themselves, their career and work, and as an enterprise you benefit from
improved data accuracy, relevance, and timeliness.
You can automate your HR activities and represent your business processes using self-
service actions. Self-service actions enable you to configure business processes according to
rules you define. For example, you can determine eligibility and approval requirements, track
action history and details, or generate standard documents for specific actions.
Employees can view, enter and update their personal and professional information using
employee Self-Service functionality. For example, employees can make choices about benefit
options, view online payslips, enroll in training activities, and request leave online. Workers
can use the My Information function to view their employment and other related details.

Chapter 2 - Page 12
Using Manager SSHR

Using Manager SSHR
SSHR enables you to configure HR business processes for different user groups based on
their specific requirements. Self-service actions can include processes for hiring, training,
promotion, transfer, compensation, and termination. For example, your implementation team
can define a business process specifically for line managers, that adheres to your
organization’s requirements, for transferring a person. You can determine:
• The name of the process (or self-service action)
• Which steps to include
• Which steps to exclude (for example, you might choose to exclude positions if you do
not use position management)
• The business rules that define the approvals process
Your implementation team creates the self-service actions, according to the rules, sequence,
and content you define. Your implementation team creates self-service actions using Oracle
Workflow.
A manager with direct reports with the correct security access can view and access their
subordinates’ information through manager Self-Service functionality. For example, a
manager can perform an assignment change, such as promotion, to a person who is a direct

Chapter 2 - Page 13
report. Managers and HR professionals can view the employment and other related details of
people within their security access using the My Employee Information function.

Chapter 2 - Page 14
Quiz
Answer: a, b, c

Chapter 2 - Page 15
Summary

Please refer to the additional guide for labs and/or demos for this lesson.

Chapter 2 - Page 16
Set Up People Management

Chapter 3 - Page 1
Chapter 3



Chapter 3 - Page 2

Chapter 3 - Page 3
Overview

Overview
This module describes how you can set up information in Oracle HRMS to best suit the needs
of your enterprise. Information such as: person types, assignment statuses, contracts, and
collective agreements. It also covers information the extensible functionality Oracle HRMS
provides, such as Descriptive Flexfields (DFF), Extra Information Types (EITs) and Special
Information Types (SITs).

Chapter 3 - Page 4
Agenda

Agenda
This slide provides a summary of the items you will cover in this module. The items are based
on some of the configurable options Oracle HRMS provides for your people management
needs. Agenda items 1-4 are covered in this topic, and agenda item number 5 is covered in
the next topic.

Chapter 3 - Page 5
Identifying Person Types

Identifying Person Types
When you create a person in the application (i.e. for the people you maintain information on
and not system users), you assign them a person type to represent them in your enterprise.
Person type usage refers to which person type you assign to represent a person.

Chapter 3 - Page 6
Identifying Predefined Person Types

Identifying Predefined Person Types
Oracle HRMS provides you with a set of predefined person types to represent the four basic
types of people for whom you maintain information:
• Employees (current and ex-employees)
• Applicants (current and ex-applicants)
• Contingent workers (current and ex-contingent workers)
• External people
These are the basic system person types we deliver to use in our HR processes. For
example, the employee system person type is used for processing a person in a payroll. For
employees, this represents the formal, legal, employment relationship.

Chapter 3 - Page 7
Quiz
Answer: a

Chapter 3 - Page 8
System Person Types

System Person Types
This slide displays all the predefined system person types. The next slide displays all the
predefined user person types that map to the system person types.

Chapter 3 - Page 9
System and User Person Types

System and User Person Types
Each predefined person type has a system and user name. Notice that the system person
type of External has two different user names defined: Contact and External. This enables you
to record and distinguish between multiple groups of people that are external to your
enterprise.
For example, you can use the External person type for a person who is a registered candidate
with iRecruitment. You cannot create or change system person types. You can select one
user name as the default for each system name. The user name you select can be a user
person type that you create.
Predefined OAB person types are automatically created when certain benefit events occur.
Information on OAB person types is covered in slide 10 of this topic.
For more information, see: Person Types in the online help.
Note
This slide displays all the predefined system and user person types. Each user person type is
mapped to a system person type. The next slide is a diagram that explains the concept of
defining subgroups for a person type.

Chapter 3 - Page 10
Defining Your Own Person Types

Defining Your Own Person Types
You can extend system person types by defining your own user person types to accurately
represent the people in your enterprise.You map your own additional user person types to one
of the system person types. For example, if you want to identify different types of employee
you can define subgroups of the ‘Employee’ person type.
The graphic in this slide identifies regular employees and fixed term employees as subgroups
of the employee person type.You do not use person types to distinguish the category of
assignment: for example, whether a person is full time, part time or temporary.
If subsequently you apply further person types to a person, for example if an employee
applies for another job in your enterprise, then this is displayed as a concatenation of all the
applicable person types. For example, employee.applicant.

Chapter 3 - Page 11
Quiz
Answer: c, d, e, f

Chapter 3 - Page 12
Identifying Person Types for Benefits

Identifying Person Types for Benefits
Oracle Advanced Benefits (OAB) person types are person types that help you assign and
track pension and similar benefits. You can add and delete the OAB person types manually
using the Person Type Usage window.
The slide shows that when a person retires, and you record a leaving reason of retirement, the
application will assign the benefit person type of retiree to that person.
OAB person types co-exist with the HR system person types. For example, a person can be
an applicant (for HR purposes) and a beneficiary (OAB purposes) at the same time. The
predefined OAB person types are: Retiree, Former Spouse, Surviving Family Member,
Surviving Spouse, Former Family member, Beneficiary, Dependent, Participant, Surviving
Domestic Partner, Surviving Domestic Partner Family Member. Note that you cannot add or
amend the OAB person type of Retiree.

Chapter 3 - Page 13
Defining Person-Name Formats

Person-Name Formats
HRMS enables you to change the format of the:
• Full Name, which HRMS uses in its forms-based interface (for example, in the Find
Person window).
• Display Name, which is intended for use where names appear singly. HRMS does not
use this format, but you can use it in custom code.
• List Name, which is intended for use where names appear in lists. HRMS uses this
format in SSHR pages.
• Order Name, which some legislations use in name-ordered lists when the full name is
not appropriate for list ordering.
To create a new format definition or edit the supplied format definitions, use the Person Name
Formats function from the HRMS Other Definitions menu. When you create a new format
definition, you identify it as either local or global. A local format is suitable for users in a single
legislation who prefer to see person names in a character set appropriate to their legislation
(for example, Japan or Korea). A global format is suitable for users in a multinational
enterprise who prefer to see person names in a single (typically, Western) character set, so
that all names, regardless of origin, have the same representation. For detailed information on
how to define person-name formats, see Person-Name Formats in the online help.

Chapter 3 - Page 14
Assignment Statuses Overview

Assignment Statuses Overview
Assignment statuses enable you to record changes in a person’s assignment. For example,
you can suspend an employee’s assignment while she is on maternity leave.
Use the assignment status to indicate if a person’s work is: active, suspended, terminated, or
ended. Assignment statuses also control how you use employee assignments during a payroll
run (for Oracle Payroll).
You use applicant assignment statuses in the recruitment selection process. For more
information, see: Applicant Assignment Statuses in the online help.

Chapter 3 - Page 15
System Assignment Statuses

System Assignment Statuses
Oracle HRMS provides four predefined system assignment statuses:
• Active: For employees and contingent workers, use this status to show that the person
is employed in the enterprise.
• Suspend: For employees, use this status to demonstrate that an employee is on a leave
of absence, but still remains an employee in the enterprise. You can also use this
assignment status to suspend an employee’s pay. For contingent workers, use this
status to demonstrate that a contingent worker is currently not working in this
assignment. Use this assignment status if you expect the worker to return to this
assignment.
• Terminate: For employees, use this status to demonstrate that your enterprise no longer
employs the person in that assignment.
• End: For employees and contingent workers, if the person has multiple assignments,
use this status to end any assignment (except the primary).
In the Assignment Statuses window, you can define whether the application must process
payroll for the system assignment statuses. In the Payroll column for each of the statuses, you
can select either Process or Do not process.

Chapter 3 - Page 16
If you change the status of the assignment to Terminate or End, the active assignment is no
longer shown as the current record. Use datetrack to view the record in the application.

Chapter 3 - Page 17
User Assignment Statuses

User Assignment Statuses
Each system status has a predefined user status of the same name. When you use Oracle
HRMS, you only see the user statuses. You can then map your own statuses to the user
predefined statuses.

Chapter 3 - Page 18
Defining User Assignment Statuses

Defining User Assignment Statuses
You can define multiple user statuses for each system status. For example, for the system
status Suspend Assignment, you could define the user statuses Maternity Leave, Disability
Leave, or Education Leave.
Consider how you will use the statuses in reports, inquiries and processing. For example, for
each user status you define, you can control whether the payroll run processes an employee
assignment by choosing a payroll user status of Process or Do not Process.
Use the following two questions as examples to help identify when an assignment is still
visible in the application after it has ended.
• Q: If a person has two assignments, and you end their secondary assignment on 01-
AUG-2000, can you still view the details of the secondary assignment on 03-SEP-2000?
A: No, the assignment is no longer visible.
• Q: If you terminate a person on 01-AUG-2000 using the terminate status with a future
dated payroll process change for 31-AUG-2000, can you still view the assignment on 03-
SEP-2000?
A: No, the assignment is only visible if there is a future-dated assignment change. So,
you could view the assignment up until 31-AUG-2000.

Chapter 3 - Page 19
Assignment Statuses with Payroll Processing

Assignment Statuses with Payroll Processing
If you use Oracle Payroll, the choice of the End, Terminate, or Suspend assignment statuses
controls the ability to include an assignment in a payroll run after the date the assignment
ends. The payroll statuses you assign automatically control whether an assignment is
included in a payroll run.
If you do not use Oracle Payroll, you can use the End, Terminate, or Suspend statuses to
provide information. For example, End may mean that further pay processing cannot occur for
the assignment, Terminate may mean that further processing can occur, and Suspend may
mean that an assignment is suspended without pay.
You associate a payroll status when you define your assignment statuses. For more
information, see: Defining Assignment Statuses in the online help.

Chapter 3 - Page 20
Using Assignment Statuses

The above graphic demonstrates that when you end a person’s assignment (i.e. using the End
assignment status), the assignment and compensation records end on the same day as
termination. No further payroll processes will occur in the future. The person record still exists
in the application, and the person type changes to Ex-employee. You use the End assignment
status to end any assignment except the primary assignment for an employee with multiple
assignments. This status is not recorded on the assignment; the assignment is end-dated.
For employees all payroll processing for the assignment is complete and the assignment
becomes an historical record.

Chapter 3 - Page 21

The above graphic demonstrates that when you end a person’s assignment using the
Terminate assignment status, the person’s assignment and compensation records do not end
at the date of termination as the assignment has a future-dated payroll process. The person
record still exists in the application with a person type of Ex-employee. You use the Terminate
assignment status to show that your enterprise no longer employs the person in that
assignment. It can still be possible to make payments through Oracle Payroll for assignments
at this status.
If future-dated payroll changes exist, the assignment record still exists in the application until
the final process date. For example, if you terminate a person on 01-AUG-2000, and the
assignment has a future-dated payroll process change for 31-AUG-2000, you can view the
assignment until the 31-AUG-2000.

Chapter 3 - Page 22
Identifying Contracts

Identifying Contracts
A contract defines the fundamental legal relationship between an employing organization and
a person who offers his or her services for hire, and the terms and conditions of employment.
Use the information you enter for contracts for reporting purposes or to produce a hard copy
of the contract to send to the person for reference and signing.
A contract cannot exist without a person. Therefore, if a person who has a contract attached
to them is deleted, the application will also delete the contract.

Chapter 3 - Page 23
Creating Contracts

Creating Contracts
You use this process to set up contracts for your employees to assign a contract to their
assignment.
When you set up a contract it must include information relating to the contract reference,
status, and type. The reference code you attach to a person must be unique, although more
than one person can use the same contract reference code. You can set up a SQL*Plus script
to extract information recorded for the assignment which forms the contract template. You can
then set up and link letter types to SQL*Plus scripts using the Letter window accessed from
the Contract Letter Type menu entry.
You use the lookup code CONTRACT_STATUS to create contract status values such as
active, suspended, and temporary. In addition, you can define the following lookups for
contracts:
• CONTRACT_TYPE
• CONTRACT_STATUS_REASON
• CONTRACT_START_REASON
• CONTRACT_END_REASON

Chapter 3 - Page 24
You use the lookup code DOCUMENT_STATUS to create document status values, such as,
open, closed, pending, and printed. When you define the contract, you select the contract and
document statuses you set up previously.
You can also use the document management functionality in SSHR to automatically generate
business documents such as contracts. For more information, see the Document Manager
topic in the online help.

Chapter 3 - Page 25
Defining Additional Information

Defining Extra Information
As not every enterprise needs to hold the same information about its workforce, you can
configure Oracle HRMS using descriptive flexfields, Extra Information Types (EITs), and
Special Information Types (SITs) to record everything you need to know.
For example, you can configure a special information type to record certain medical details for
reporting and analysing purposes, according to the requirements of your enterprise.
You use the personal analysis key flexfield to define special information about people, jobs,
positions, and training activities. You use descriptive flexfields to define extra information
about: location, job, position, person, assignment, organization, element types, previous job,
contacts, and role.
Note: Extra information types use descriptive flexfields and special information types use the
personal analysis key flexfield. Localizations often use EITs to capture legislative information
for statutory reporting purposes.
Oracle HRMS provides you with the capability to create information types (special and extra)
to capture further information about the people in your enterprise.

Chapter 3 - Page 26
Summary

Chapter 3 - Page 27


Chapter 3 - Page 28
Collective Agreements
Chapter 4 - Page 1
Chapter 4


Chapter 4 - Page 2
Chapter 4 - Page 3
Overview

Overview
The collective agreement is a repository of business rules and employment terms negotiated
by the employer and the representatives of the employees. These rules and terms define
employment entitlements such as car allowance, and annual holiday.
Using Oracle HRMS, you can define the entitlements, the eligibility rules for an entitlement
and the entitlement value. The collective agreement is a set of data and rules that drive HRMS
processes, for example compensation payments, time and attendance rules, termination
rules.
You assign the collective agreement to the employee’s assignment. Collective agreements
work on primary assignments only. You can enter a collective agreement for secondary
assignments, however the application uses this for information purposes only and does not
process any entitlements for them.
Chapter 4 - Page 4
How Collective Agreements Work in HRMS

How Collective Agreements Work In HRMS
This slide explains how collective agreements work in Oracle HRMS. This topic provides
information on how you define collective agreements (step 1), you will cover information on
how you assign and process the collective agreement (steps 2 and 3) and how the results are
applied to the assignment (step 4) in the Entering People Information module. The following
slides discuss the items you can set up and define in more detail.
• You define an eligibility profile which includes entitlement items, eligibility criteria,
entitlement values, and optionally derived factors. You specify the category of the
entitlement item such as Assignment or Payroll. The eligibility profiles you define form
the basis of the collective agreement.
• If you require, you can define organizations to represent the two parties who have
negotiated the agreement.
• You define the collective agreement specifying the two parties (representatives of the
employer and trade union) you have created.
• You assign the collective agreement to the employee assignment.
• You process the assignment and the application calculates the values the employee is
eligible for (based on the user profile settings associated with the collective agreement)
and applies them to their record.
Chapter 4 - Page 5
Quiz
Answer: a
Chapter 4 - Page 6
Defining Entitlement Items

Defining Entitlement Items
An entitlement item is an entitlement that an employee receives as part of a collective
agreement.
Entitlement Item Category: The category you select determines the values you see in the
Field Name field. For example, if you select a category of Assignment, you will only be able to
select field names that relate to assignments. If you select the Payroll category, then you can
select an element name, rather than a field, to associate with the entitlement item.
Beneficial Rule: You need to select the rule that defines which value is most beneficial for the
entitlement item. For example, if the item is Holiday Allowance, then the beneficial rule should
be Highest.
Value Set: You must use value sets for your entitlement items to perform correctly. Oracle
HRMS uses two value sets for collective agreement entitlement items:
• Item Value Sets
• Beneficial Rule Value Sets
See the Defining an Entitlement Item for a Collective Agreement topic in the online help.
Chapter 4 - Page 7
Entitlement Item Examples

Entitlement Item Examples
The entitlement item examples in the slide are various terms of employment. The assignment
examples are different from some aspects of compensation such as benefits where the
employee has an element of choice.
Each agreement specifies a number of entitlement items. For any entitlement that you provide
as part of a collective agreement, you must create an entitlement item.
Chapter 4 - Page 8
Eligibility Profiles

Eligibility Profiles
You define eligibility profiles as part of your collective agreement. Each factor contains a
variety of criteria from which you select one or more criteria values. For example, if a
collective agreement states that people working in California should receive an extra
allowance, you could define an eligibility profile using the Employment Factor criteria of Work
Location. The value for the Work Location criterion would be California, (You need to define
this work location using the Locations window).
A person must meet this criterion in order to be given the associated allowance. Eligibility
profiles can be used in benefits plans, collective agreements, or both. The information you can
enter against a profile differs slightly depending on whether you have accessed this window
from the total compensation or collective agreements area of the application.
Derived factors are system calculated eligibility factors that change over time. You define a
derived eligibility factor to use as a criteria element in an eligibility profile for a benefit plan or a
collective agreement, or an activity rate that varies based on a factor such as employment and
personal. You can use the derived factor of age in a dependent coverage eligibility profile.
In addition to the eligibility profiles you define, there is a Default profile that you can select
when defining entitlement values. You can use this to define a value to apply to everyone not
eligible to receive something more beneficial.
Chapter 4 - Page 9
Eligibility Criteria

Eligibility Criteria
This slide shows several examples of the eligibility criteria that you can use while defining the
eligibility profiles.
See the Setting Up a Collective Agreement topic in the online help.
The next slide covers the steps you need to follow to define an eligibility profile. You will see
that it includes the information we discussed in the previous slides.
Chapter 4 - Page 10
Defining Derived Factors

Defining Derived Factors
You define derived factors as part of the collective agreement. Following are the Derived
Factors:
• Compensation level: A person’s compensation amount based on either stated salary,
balance type, or benefits balance type.
• Percent of full-time employment: A person’s percentage of full–time work. For example,
you could define the 100% percent full–time factor to identify those employees who work
100% full–time (40 hours per week) and thus qualify for most benefits or entitlements.
• Hours worked in period: The number of hours a person works in a given period.
The application retrieves this information from balance type or benefits balance type.
• Age: Eligibility based on age. For example, you could define the Age Less Than 21 age
factor to identify those employees who are less than 21 and thus should be placed on a
particular grade.
• Length of service: How long a person has worked for your enterprise.
• Combination age and length of service: Linking an age factor and a length of service
factor that you have defined into a new factor.
See the Define Derived Compensation Factors topic in the online help.
Chapter 4 - Page 11
Defining Eligibility Profiles

Defining Eligibility Profiles
This slide summarizes the process of defining eligibility profiles.
• 1. Assignment Type: You select the type of assignment to which this eligibility profile
applies. For example, you can select employee assignment (as the type) to define an
eligibility profile for employee assignments only.
• 2. Profile Status: The different types of profile status are Pending, Active, Inactive, and
Closed. You can only use the eligibility profile if the status is active.
• 3. Benefits or Collective Agreements: You can use eligibility profiles in benefits plans,
collective agreements, or both.
• 4. Eligibility Criteria: You define one or many eligibility criteria for an eligibility profile.
These criteria can be divided into personal criteria, employment criteria, derived factors,
and other criteria.
• 5. Criteria Element and Value: You choose an element and value for the eligibility
criteria. For example, you can choose person type as an eligibility criterion of the
Personal type.
• 6. Processing Sequence: You enter a sequence number to specify the order the
application processes the criteria element.
See the Defining An Eligibility Profile topic in the online help.
Chapter 4 - Page 12
Creating Organizations To Represent Negotiating Parties

Creating Organizations to Represent Negotiating Parties
If, in your enterprise, you need to represent the two parties involved in negotiating a collective
agreement, then you can create organizations and classify them as Employer and Bargaining
Association. A bargaining association represents the employees in negotiations, for example a
trade union.
See the Entering Organization Classifications topic in the online help.
After you define the collective agreement, you can assign it to an employee’s assignment, and
process and apply the results. For more information on assigning, processing, and applying
the collective agreement see the Entering People Information module.
Chapter 4 - Page 13
Processing Collective Agreements

Processing Collective Agreements
Previously you set up the entitlements and criteria for Collective Agreements (see Collective
Agreements in module 2), now you process them for the employee.
You can define values associated with the entitlement items. Employees covered by the terms
of the collective agreement receive these values if they meet the criteria defined by the
eligibility profile. Each value is held in an entitlement line.
Entitlement Category: You can select only entitlement items with this category.
Entitlement Item: When you select the entitlement item for which you want to create values,
for example Probation Period, the remaining fields display the entries defined for the
entitlement item Probation Period.
Formula/Criteria: You can select either a formula or a criteria to calculate the value for the
entitlement item.
Eligibility Profile: You can use the eligibility profiles you have created or select the DEFAULT
profile.
Value Status: If the value status is inactive, the values are ignored when calculating collective
agreement values for an employee.
See the Defining Collective Agreement Entitlements topic in the online help.
Chapter 4 - Page 14
Applying the Results

Applying the Results
This slide summarizes how entitlement item values are saved in the application.
Oracle HRMS enables you to create two types of entitlement items based on the entitlement
item values.
For the first type of entitlement item, the value is saved to the employee records on selecting
the entitlement item for the eligible employee. For example, you could set up an item type
called Vacation Bonus that specifies the bonus amount. This value is saved to the employee
record and can be seen in the payslip.
For the second type of entitlement item, the value is held as part of the collective agreement
results for that person and is referenced by other areas of Oracle HRMS. For example, you
could set up an item type called Paternity Leave Allowed that indicated whether an employee
is eligible to take paternity leave. This would not be written to the employee’s record, but can
be seen in the collective agreement results for that person.
Collective agreements only work on primary assignments. You can enter a collective
agreement for secondary assignments, however the application uses this for information
purposes only and does not process any entitlements for them.
Chapter 4 - Page 15
Using Collective Agreements

Using Collective Agreements
The application calculates what values employees are eligible for and applies them to their
record. How this is done depends on the settings of the following user profiles:
• HR:Auto Apply Collective Agreement Entitlements: If this profile is set to Yes, then the
application calculates the values that an employee is entitled to as soon as you save the
collective agreement to their assignment. If this option is set to No then you must run the
evaluation process manually from the Collective Agreement Results window.
• HR:Auto Apply Collective Agreement Entitlements: If this profile is set to Yes, then the
values calculated for a person during the evaluation process apply automatically to an
employee's record. For any entitlements where the employee is entitled to more than
one value but the application cannot determine which is most beneficial to the employee,
you make a choice manually. If this option is set to No you have to select and apply all
values manually.
Chapter 4 - Page 16
Quiz
Answer: a
Chapter 4 - Page 17
Summary
Chapter 4 - Page 18

Entering People Information

Chapter 5 - Page 1
Chapter 5



Chapter 5 - Page 2

Chapter 5 - Page 3
Overview

Overview
Personal information ranges from basic details such as date of birth and addresses to medical
details and personal contacts.

Chapter 5 - Page 4
Agenda
Agenda

This topic covers items 1 and 2.
Chapter 5 - Page 5
Applicant Hiring Process

An applicant can become an employee when you change the application assignment status to
Accepted.

Chapter 5 - Page 6

Step 1: You set the applicant status to Accepted using the Application window or one of the
template windows such as Entering Employees. An HR professional needs to do this before
an employee or manager can add personal information in SSHR.
Steps 2 and 3: You then enter personal information for employees using the People window,
one of the template windows such as Entering Employees, or SSHR.
Step 4: You need to enter payroll information for an employee.

Chapter 5 - Page 7
Employee Hiring Process

Employee Hiring Process
If your enterprise has chosen not to track applicants through Oracle HRMS, you enter the
person as a new hire.
Steps 1 and 2: You enter personal information for employees using the People window, one of
the template windows such as Entering Employees, or SSHR.
Step 3: You need to enter payroll information for an employee.
If your data already includes a person with the same national identifier, or with the same
surname and a first name and date of birth that is either the same or not entered, then a list of
values shows all the people who share the details. This is discussed in more detail later in the
topic. See People in a Global Enterprise in the online help.

Chapter 5 - Page 8
Contingent Worker Placement Process

Contingent Worker Placement Process
Steps 1 and 2: You can enter personal information for contingent workers using the People
window, one of the template windows such as Entering Contingent Workers or SSHR.
If required, enter purchase order information for contingent workers.
If you use Oracle Services Procurement, the following information from the purchase order
and purchase order line appears automatically when you enter the purchase number:
• Supplier name and site
• Projected assignment end date
• Assignment rates (rate basis and rate type)
If your data already includes a person with the same national identifier, or with the same
surname and a first name and date of birth that is either the same or not entered, then a list of
values shows all the people who share the details. See People in a Global Enterprise in the
online help.

Chapter 5 - Page 9
Agenda

Chapter 5 - Page 10
Entering a New Person

Entering a New Person
The slides use the term “person” to describe activities that are common to both employees
and contingent workers. The Action type, for example, Create Employment, that you choose
generates the person type. The Person ID may be generated automatically. For employees
you also enter the gender and the date of birth for assignment to payroll.
You need to create a person record for each contact that you want to link to an employee or
contingent worker. Contacts do not have Person IDs.
The minimum information to enter for all categories of people is name and action type.
The types of information that you can and are required to record depend on the legislation for
your country.
Person ID: If your enterprise uses a manual number generation scheme, you enter an
employee or contingent worker number. If your enterprise uses automatic number generation
(including Use Employee Numbering for contingent workers), the employee or contingent
worker number automatically appears when you save your entries. If your enterprise uses the
automatic entry method of number generation you can at a later date decide to switch to
global sequencing. Global sequencing enables you to use a single sequence of person
numbers for applicants, employees or contingent workers across multiple business groups.
Gender and date of birth: Select the gender of the employee. Enter the date of birth if you
want to assign the employee to a payroll.

Chapter 5 - Page 11
Back-to-back hiring occurs when you rehire an employee or contingent worker 1 day after the
previous employment or placement ends. A person cannot be an employee and a contingent
worker at the same time.

Chapter 5 - Page 12
Validating a New Person Record

Validating a New Person Record
In this slide, the UK Business Group and the new person being added to the UK business
group is shown on the left and the list of people in the US Business Group with the same
name as the person being added is shown on the right. The shaded box indicates the existing
record for the same person.
When you create a new person record in any business group in Oracle HRMS, the application
checks for anyone who matches the new record. If it identifies any possible duplicates for the
person you are entering it displays a list of values showing the current records. If you select a
person in another business group, the application automatically adds the global person
reference to the new record to indicate this.
For example, suppose the record for Andrew Robinson already exists in the US Business
Group. When you enter the details for him in the UK Business Group a list of values is
displayed showing all the current Andrew Robinson records. You can select the one from the
US Business Group as they are the same person.
You must have the HR: Cross Business Group profile option set to Yes for your responsibility
to create links between people in different business groups.
To ensure that you have a common set of information for one person across all countries in
which that person operates, you enable person synchronization. Person synchronization

Chapter 5 - Page 13
enables you to update certain information against one record and have it automatically applied
to all other records relating to the person.
When you enter a new person record for a person who already exists in another business
group, the new record is considered to be the most up to date record for a person. Therefore,
if you have synchronization enabled, the application copies the global personal information
entered in the new record to all existing records. Fields that are blank in the new record are
not copied to any other business groups. If an existing record for the person in another
business group has a value for one of the fields that is left blank in the new record, then the
existing value is added to the new record once you save.
You set the HR: Propagate Data Changes profile option to yes to enable person
synchronization.

Chapter 5 - Page 14
Placing a Contingent Worker

Placing a Contingent Worker
The period of placement for a contingent worker is the period of time between the hire date
and the projected assignment end date.
No assignments can start before the period of placement or end after the period of placement.
A contingent worker can have a number of concurrent assignments during a period of
placement.

Chapter 5 - Page 15
Entering Communication Details

Entering Communication Details
An employee must always have a primary address and can have only one active home
number and one active work number. To update the primary address, home number or work
number, you need to end-date the existing primary address or number and create a new one
starting the next day.
Addresses: If a local address style exists for your country, it displays as the default.
Otherwise, the international style displays. You can change existing address styles or create
new ones if required. In some legislations zip codes or postal codes are used in tax
calculations and to determine eligibility and activity rates for a benefit.
Phone numbers: Use the Phone Numbers window instead of the Address window to record
telephone numbers to avoid maintaining two lists of numbers.
You cannot enter or update address or telephone information in the Phone Numbers window
for a contact who is also an employee or contingent worker. Instead, update the relevant
employee or contingent worker record.

Chapter 5 - Page 16
Entering Contact Relationships

Entering Contact Relationships
You need to create a person record for each contact before you can link the contact to an
employee or contingent worker.
A contact can be an employee or contingent worker that already exists in Oracle HRMS, as
well as a new person that you add as a contact (of the person type Other).
The coverage start date for an employee contact, is the employee hire date or the contact
relationship start date, whichever is later. This date is important in benefits processing, where
eligibility for certain benefits starts from the start date of a contact relationship. If you use
Oracle Advanced Benefits or Standard Benefits you need to provide a start and end reason
for the relationship.
Oracle HRMS automatically creates a mirror relationship when you enter a spouse, parent or
child. If you update a relationship that has a mirror relationship, the application automatically
updates the mirror accordingly. For example, if you end-date the relationship of spouse for
person A, the application automatically end the spouse relationship for person B. If the
relationship type is changed the relationships become independent.

Chapter 5 - Page 17
Entering Additional Personal Information

Entering Additional Personal Information
The Background Information, Medical Information, and Rehire Information tabbed regions
appear only if your system administrator has enabled them for you.
Other tabbed region: Depending on the localization, you select the Military Service check box
if the person is on military service. The value of this field can affect benefits calculations.
Benefits tabbed region: All fields in the Benefits tabbed region are optional. Most can help to
determine eligibility or rates. You can’t add Benefits for applicants or contingent workers.
Localized information is recorded in special and extra information types. See Setup People
Management in module 2 of this course.

Chapter 5 - Page 18
Entering Statutory Information

Entering Statutory Information
The data collected differs for each legislation and you will see different sets of statutory
information for each legislation. If you add to the delivered statutory information fields, you
must also ensure that the data collected and the data you share across countries complies
with the data protection and data control requirements for each legislation.
For example, in the US the following reports are mandatory:
• Equal Employment Opportunity (EEO) and Affirmative Action Plan (AAP) reporting
focuses on the employment and advancement of employees by their gender and ethnic
origin.
• Federal Contractor Veterans Employment (VETS-100) reporting records the employment
and advancement opportunities of disabled and Vietnam era veterans.
• Americans with Disabilities Act (ADA) reporting records employment opportunities for
people with various types of disabilities, and employers' provision of reasonable
accommodations enabling these people to perform the essential functions of jobs or
positions.
• Other federal-level reporting, mandated by the Occupational Safety and Health
Administration (OSHA), tracks the extent and severity of work-related injuries and
illnesses affecting employees.

Chapter 5 - Page 19
Quiz
Answer: b

Chapter 5 - Page 20
Quiz
Answer: a

Chapter 5 - Page 21
Summary


Chapter 5 - Page 22
Entering Assignment Information

Chapter 6 - Page 1
Chapter 6

Information
Entering Assignment


Chapter 6 - Page 2

Chapter 6 - Page 3
Agenda

Agenda
This topic covers item 3. Items 1 and 2 are covered in the preceding topic.

Chapter 6 - Page 4

Read this slide clockwise from the left: hire employee or CWK, and then the default
assignment is created, and then the information you enter, and finally, the information that you
enter for employees only.
When you enter an employee or contingent worker, Oracle HRMS automatically creates a
default primary assignment for that worker. An employee or contingent worker must have a
current assignment at all times and may have multiple assignments.
You enter much of the work structures information for a contingent worker against the
contingent worker assignment and not the person. For example, you enter standard conditions
or supplier details against the contingent worker assignment. Contingent workers are typically
self-employed individuals or agency supplied workers who do not have a direct employment
relationship with your enterprise and are not paid via your payroll.
Grades: A grade defines the employee’s level and can be used to control the value of the
employee’s salary and other compensation elements. You select a grade to use grade rates
(a value or range of values defined as valid for a given grade) or grade scales (a sequence of
steps valid for a grade, where each step corresponds to one point on a pay scale) to
determine the appropriate compensation levels for the employee. See the Compensation
Management Fundamentals - Salary, Awards and Absence Management class.
Note: Grade and payroll details apply to employee assignments only.

Chapter 6 - Page 5
Entering Supervisor Information

Entering Supervisor Information
If your enterprise has chosen to use supervisor reporting, you set up the employee to
supervisor relationship. You can then use supervisor-based security.
For most SSHR managers, the most appropriate security profile is a user-based profile with
the Supervisor Hierarchy check box flagged. This security profile dynamically generates the
list of available employees and workers based on the supervisor hierarchy (starting with the
current user).
Contingent workers can also be supervisors if the HR: Expand Role of Contingent Worker
user profile option is set to Yes. You can select a supervisor from another Business Group if
the HR:Cross Business Group user profile option is set to Yes at your site. If a supervisor has
more than one assignment, you can link subordinate employees and contingent workers to
different assignments when setting up reporting relationships.
If you use position hierarchy security, refer to the HRMS System Administration course.

Chapter 6 - Page 6
Maintaining Multiple Assignments

You can create multiple secondary assignments for a person, but only one assignment can be
the primary. Assignment-level security enables you to restrict security access to person
records based on individual assignments. You enable assignment - level security to allow
supervisors to view the relevant person and assignment records.
Without assignment-level security, a manager, for example, with access to an employee’s
primary assignment would also have access to the employee’s other assignments, even
though the supervisor for the other assignments may be a different manager.

Chapter 6 - Page 7
Quiz
Answer: b

Chapter 6 - Page 8
Entering Payroll Information

Entering Payroll Information
If you want to use payroll to remunerate someone, you must hire the person as an employee
and not place them as a contingent worker.
Payroll: You select a payroll if you are paying an employee using Oracle Payroll, or if you
intend to record for the employee certain nonrecurring types of compensation and benefits.
If Oracle Payroll is installed and you are an HR User, you cannot assign employees to
payrolls. Ask your system administrator to change your HR:User Type profile option if you
need to assign employees to payrolls.
Salary basis: You assign the employee to a salary basis and then you enter a proposed salary
change for an employee, associate this change with a performance review, and accept or
revise the change later.
Your HR Professional needs to enter tax details, bank account details, and the payment
method before you can process payroll for a person.
Depending on the localization, employees can specify payment methods and tax details in
SSHR.

Chapter 6 - Page 9
Entering Information for Statutory Reports

Entering Information for Statutory Reports
The information recorded in Assignment category, such as part-time or full-time and Employee
category, such as blue collar or white collar, is used in standard reports. You set up these
categories according to the requirements for your legislation. For more information, see the
Reporting and Analyzing Workforce Information topic.
For example, in the US the Government Reporting Entity (GRE) is the organization holding a
federal Employer Identification Number (EIN) that is responsible for paying employees,
withholding their taxes, and issuing the Form W-2, Wage and Tax Statement. You select the
GRE for the assignment in the Statutory Information tabbed region. You need to check your
user guide for the requirements for your particular legislation.
Access for entering reporting information is dependent on your security profile.

Chapter 6 - Page 10
Entering Contract Information

Entering Contract Information
A contract of employment is an agreement between an employer and employee or potential
employee that defines the fundamental legal relationship between an employing organization
and a person who offers his or her services for hire.
The code for each contract attached to an employee must be different, though more than one
employee can use the same contract reference code.
You enter a contract type against the employee. A contract cannot be deleted once you attach
it to an assignment.
You use the Document Manager functionality to automatically generate hard copies of
contracts. See Document Manager in the online help.

Chapter 6 - Page 11
Quiz
Answer: a

Chapter 6 - Page 12
Entering Contingent Worker Assignment Information

Entering Contingent Worker Assignment Information
When your enterprise uses Oracle Services Procurement, you enter the purchase order
number and certain information automatically appears. You also enter work structures (such
as job, position, organization, and location), and working hours.
The information that appears automatically if you use Oracle Services Procurement is:
• Supplier name and site
• Projected assignment end date
• Rate basis and rate type (assignment rate)
• Currency and monetary value
If you do not use Oracle Services Procurement you need to provide information about:
• The supplier
• The projected assignment end date
• The assignment rate value (a predefined combination of rate type and basis)
• The currency and a monetary value for the assignment rate
If you install and license Oracle Services Procurement at a later date and the PO is still active,
any rate information recorded in Oracle HRMS is no longer visible.

Chapter 6 - Page 13
Quiz
Answer: a

Chapter 6 - Page 14
Summary


Chapter 6 - Page 15

Chapter 6 - Page 16
Managing People
Chapter 7 - Page 1
Chapter 7

Managing People

Managing People
Chapter 7 - Page 2
Managing People
Managing People
Chapter 7 - Page 3
Overview

Overview
As well as updating personal information about your workforce, you also need to record and
maintain assignment information. Oracle HRMS enables you to manage all your workforce
information.
SSHR enables your workforce to record and update their own personal and professional
details using the Personal and Professional Information functions.You can also use the My
Information (for employees, managers, and contingent workers) and the My Employee
Information (for managers only) functions in SSHR to view personal and professional details.
Q: What is an assignment and how is it used in Oracle HRMS?
Assignments enable you to record details about the different types of work a person does for
your enterprise and relates your workers to the overall work structures.
Q: What does Oracle HRMS use to identify its employees and contingent workers?
• Person number: This uniquely identifies every person in your business group.
• Assignment number: This uniquely identifies every assignment that exists within your
business group.
Managing People
Chapter 7 - Page 4
Managing People over Time

Managing People over Time
When you hire an employee or place a contingent worker, the application creates a default
assignment with basic information.
You can use the Assignment function in SSHR, Assignment window, the Entering Employees
window template, or the Entering Contingent Workers window template to update the default
assignment with the correct details and to update or change any information relating to their
employment or work structures over time. When a change to an employee’s assignment
occurs, you update the relevant details.
Q: What type of information does the application automatically set up for the default
assignment?
A: The organization to which a person belongs (which includes the location), the assignment
status, and the date the assignment began
Managing People
Chapter 7 - Page 5
Quiz
Managing People
Answer: a, b
Chapter 7 - Page 6
Promoting People

Promoting People
You can use the People window, the people management templates and SSHR to promote a
person (depending on your security profile setup).
For the People window, you use the Reason field in the Miscellaneous tabbed region on the
Assignment window to record if a change you make to the person’s assignment should be
treated as a promotion. See: Entering Additional Assignment Details for more information in
the online help.
As part of compensation workbench you can allow managers to promote a person’s
assignment (if they are eligible) during the same cycle that salary, bonus, or stock are
awarded. See Compensation Workbench Promotions for more information in the online help.
Managing People
Chapter 7 - Page 7
Transferring People

Transferring People
You can use the People window, the people management templates and SSHR to transfer a
person (depending on your security profile setup).
The release of information function in SSHR enables a worker to share information about
themselves with another person, typically a new manager who would not yet normally have
access to their records. A person who wants to transfer from one organization to another is
often required to release their information before the transfer can take place.
For example, after a person applies for a different position, they can release their information
to a third party, for example, the new manager. In this case, the person would use the
Release Employee Information function in SSHR to enable the new manager to access their
personal information.
One consequence of transferring a person to a different position is you may need to reassign
the employee or worker to report to a different manager. You can use the Change Manager
function in SSHR to transfer the person to another supervisor. Note that you can change a
person’s manager using this function without the person transferring to a different position. If
the person is a supervisor, you need to ensure that you reassign their direct reports to another
supervisor. See the Change Manager topic in the online help.
Managing People
Chapter 7 - Page 8

As a person can have multiple roles within an enterprise, their primary role can end and their
secondary role can become their primary. The example used in this slide explains a typical
situation where a person has two roles in two separate locations. If their primary role ends,
you elevate their secondary role.
• For example, a person works for a retail organization, and has one job as a check out
person, and also works in the pastry department at another store.
• In this example, the person has two roles in the same grade, and is not promoted to their
secondary role, it is just that one role ends. The person still has an active role in an
enterprise, therefore you do not terminate the person, but end one of their assignments.
• You record this information in the application by ending the person’s primary assignment
(as their role in this assignment ended) and updating their secondary assignment to be
their primary assignment (as this is now their primary role within your enterprise).
The differences between ending an assignment and terminating an assignment are:
• You terminate a person’s assignment to end their employment (you can only terminate
primary assignments).
• You end a person’s secondary assignment if their role in that assignment ends, and they
still have an active assignment in your enterprise.
Managing People
Chapter 7 - Page 9
Quiz
Answer: b
Managing People
Chapter 7 - Page 10
Performing a Mass Assignment Update

Performing a Mass Assignment Update
The mass assignment update feature enables your organization to change employees and
contingent worker assignment details, and enables the search criteria to return highly detailed
results.
You can make future-dated assignment changes, the effective date (past, present, or future) is
the date on which the change is recorded, and the date the update is submitted. For example:
if a group in your organization was changing work sites, you could use the mass assignment
update functionality.
You can update assignment information for contingent workers and employees within one
business group at a time only. It is possible, however, to update information from multiple
organizations within a business group. For example, you can include all organizations within
an organization hierarchy.
Managing People
Chapter 7 - Page 11
Maintaining Professional Information

Maintaining Professional Information
• Employees can maintain their own details or managers can maintain the details for their
direct reports in SSHR.
• For the US localization only, you can also maintain information on tenure tracking and
academic rank.
Managing People
Chapter 7 - Page 12
Maintaining Personal Information

Maintaining Personal Information
You use SSHR to enter and update your own personal records and make changes when life
events occur, such as getting married. These may be important for benefits and payroll
processing.
Managing People
Chapter 7 - Page 13
Entering Disability Information

Entering Disability Information
Oracle HRMS enables you to record and link together medical assessments, disability
information, and work incidents for the people in your enterprise. For example, if an employee
requires a medical assessment as the result of a work accident, and is diagnosed with a
disability. You could relate these records to one another. If you want to record that a person is
registered as disabled, but you do not need to hold information about that disability, you can
select the Registered Disabled option on the Personal tab in the People window.
The graphic illustrates the relationship between the medical assessment, disability and work
incident tasks. It shows the work incident, the medical assessment that was required as a
result of the work incident, and the disability record that was required as a result of the
medical assessment. It also shows that you can record multiple medical assessment records if
they are required to evaluate the disability on a regular basis.
Employers in certain industries in the U.S. must record and report employee’s work-related
injuries and illnesses for the Occupational Safety and Health Act (OSHA). The types of
information you record for each work-related injury include: date, place, circumstances of its
occurrence, physical effects and its outcome. Refer to the US Government Reporting topic for
more information on OSHA reporting. Other countries may also have some health and safety
regulations that need to be tracked.
Managing People
Chapter 7 - Page 14
Summary
Managing People
Chapter 7 - Page 15

Managing People
Chapter 7 - Page 16
Managing Schedules and Availability

Chapter 8 - Page 1
Chapter 8

Availability
Managing Schedules and


Chapter 8 - Page 2

Chapter 8 - Page 3
Managing Availability

Managing Availability
The availability of a person depends on their work schedule, absences, and holidays
that affect their time. For an enterprise, availability information is essential in a number
of business processes. For example, when you approve an absence, you may need to
know the worker's schedule to consider their commitments, the availability of other
people in their team, and any holidays, such as a planned company closure that
affects their time.

Chapter 8 - Page 4
Recording Schedule Information

Recording Schedule Information
Oracle Applications provide alternative ways to set up and record schedule
information in your enterprise. You may need to know which application uses what
information to make an informed decision about which method to use. Use:
• OTL to set up information such as holiday calendars, shifts, and work plans.
• Oracle HRMS to set up basic schedule information in various areas of your work
structures, such as default working hours for your business group, that you use
for information purposes only.
• The Oracle HRMS and Common Application Components (CAC) integrated
features to set up extensive schedule information, such as, shifts, schedules, and
calendar events. HRMS can calculate absence duration for a worker using the
schedule and calendar events information that you set up using this method. The
HR application uses this method to determine a worker's availability, if you do not
use OTL (Oracle Time and Labor).

Chapter 8 - Page 5
HRMS and CAC Integrated Availability Features

HRMS and CAC Integrated Availability Features
You can use the integrated features from Oracle HRMS and CAC to set up information
such as shifts, schedules, and events to help you determine a worker's availability.
Schedules include details of available and unavailable working times for a resource for
a specified period of time. Using the CAC schedule repository, you can set up the
schedules you require in your enterprise. Important dates such as a public holiday can
impact the working time of your workforce. Using Oracle HRMS, you can record these
dates as calendar events and apply them to the relevant people in your enterprise.
The following slides discuss the HRMS and CAC availability features in detail.

Chapter 8 - Page 6
Schedules

Schedules
You define schedules to suit the different groups of people in your workforce. For
example, you can set up a regular schedule with a pattern of 8 hours, five days a
week, starting on Mondays and assign it to all the workers who work a regular week.
You can then set up a shift schedule with a pattern of 4 days on and 4 days off and
assign it to your workers who work on shifts. You define an exception to override an
existing schedule pattern. For example, you could define a holiday that changes a
normal work day to an unavailable work day as an exception to a schedule.
To create schedules, you use the Schedules function from the HRMS Maintain
Schedules menu. You store the schedules in the CAC schedule repository.

Chapter 8 - Page 7
Schedule Precedence

Schedule Precedence
For the HR application to determine a worker's availability effectively, you must have
assigned a schedule to them. To ensure that you have assigned a schedule to your
workforce, assign a schedule to the business group. This creates a default schedule
for your workforce to inherit. You can also assign schedules at the HR organization,
job, position, and assignment levels, which enables you to override the default
schedule and define schedules for different groups of workers.
When determining a worker's availability, the application searches for the worker's
schedule starting from the lowest level first. The diagram displays the different levels
at which you can assign a schedule, the order in which the application finds the
information, and the order of precedence.

Chapter 8 - Page 8
Schedule Eligibility

Schedule Eligibility
You can attach an existing eligibility profile to a schedule so that when an HR
professional assigns a schedule to a worker’s assignment, the application retrieves
only those schedules the worker is eligible for. A worker becomes eligible for a
schedule if you attach an eligibility profile to the schedule and the worker meets the
eligibility criteria in the profile. For example, associate a schedule with an eligibility
profile that identifies all workers in the UK. The application retrieves this schedule (if
the Eligible Schedules Only option is enabled) when you assign a schedule to a UK
worker.
To retrieve eligible schedules, you must ensure you attach at least one eligibility
profile to a schedule, and then run the Eligibility Engine concurrent process. Use the
Schedule Eligibility function to attach an eligibility profile to a schedule.

Chapter 8 - Page 9
Exceptions

Exceptions and Calendar Events
An exception is an override of an existing schedule pattern. A holiday, for example, is
an exception that changes a normal work day to an unavailable work day. An
exception can also change a normal non-work day, such as Saturday, to an available
work day. You can create exceptions that apply only to a particular schedule during
the schedule creation process. Alternatively, you can set up global exceptions, which
you can incorporate into any schedule. Using HRMS, you can record important dates
that affect all workers (public holidays, for example) as calendar events and define the
events as exceptions to a schedule.

Chapter 8 - Page 10
Defining Coverage for Calendar Events

Defining Coverage for Calendar Events
You define the coverage of a calendar to identify the group of people to whom the
event may apply. However, a worker may not be impacted by a calendar event even if
the worker’s assignment is included in the event’s coverage. A calendar event only
impacts a worker's time if they are scheduled to work at the same time as the event
and if the event is defined as an exception to the schedule.
In the example, you create a public holiday calendar event for Christmas day and
attach it to the UK node of the company’s geographical hierarchy. Person A and
Person B both work in the UK. Person A works in the factory and is on a shift- based
schedule of four days working and four days not working. Person B works in the
administration department and is on a Monday to Friday schedule. Person A is
required to work public holidays so if Person A is scheduled to work on a Thursday,
then the calendar event does not impact their working day. Person B is not required to
work on public holidays, and as Person B is scheduled to work on a Thursday, the
event does impact their working day. Therefore, Person A is available to work on
Christmas day, and Person B is unavailable.

Chapter 8 - Page 11
Geographical Precedence for Calendar Events

Geographical Precedence for Calendar Events
If you use the geographical hierarchy as the type of coverage, then the HR application
uses the business group's legislation code to determine the country in which the
person works in their primary assignment. If the calendar event includes that country,
then the event becomes applicable for the person. You can override this default by
using the location and assignment EITs to identify a different geographical node in the
hierarchy. The diagram displays the levels you can use to identify a geographical node
in which a worker belongs, and the order of precedence.

Chapter 8 - Page 12
Quiz
Answer: a

Chapter 8 - Page 13
Quiz
Answer: b

Chapter 8 - Page 14
Summary


Chapter 8 - Page 15

Chapter 8 - Page 16
Employee Transfers and Secondments

Chapter 9 - Page 1
Chapter 9

Secondments
Employee Transfers and


Chapter 9 - Page 2

Chapter 9 - Page 3

Overview

Chapter 9 - Page 4
Transfers and Secondments

Transfers and Secondments
Employees may require to move from one location to another, whether for career-
development reasons, or as part of the enterprise strategy. When such moves occur
internationally, they usually involve moving from a source business group to a destination
business group. Employees can transfer either permanently or temporarily (to support an
immediate business need, for example) to the destination business group. In the case of a
temporary deployment, the employee returns to the source business group at the end of the
deployment period and continues to be an employee in the source business group. Such
transfers can require an employee’s records to exist in multiple business groups.
Maintaining employee records in multiple business groups can be a time-consuming and
error-prone activity. By means of deployment proposals, the HRMS Global Deployments
function automatically creates or updates records as required when you move an employee
between business groups. This function supports both temporary deployments (known in
HRMS as secondments) and permanent transfers.

Chapter 9 - Page 5
Deployment Proposals

Deployment Proposals
A deployment proposal controls the secondment or transfer of an employee to a different
business group. The deployment proposal identifies the:
• Source and destination business groups
• Deployment type (whether it is permanent or temporary), the deployment dates, and the
reason for the deployment
• Employee to be deployed and any contacts accompanying the employee
• Details of the new assignment, including payroll information and work schedule
The HR Professional in the destination business group creates a deployment proposal using
the Global Deployments function.
Note: To create a deployment proposal, the HR Professional must have access to the
employee's record in the source business group. Depending on security settings, this access
may not be available. In this case, either the employee or an HR Professional in the source
business group can use the SSHR Release Information function to release the employee's
record to the HR Professional in the destination business group.

Chapter 9 - Page 6
Quiz
Answer: b

Chapter 9 - Page 7
Initiating a Permanent Transfer

Initiating a Permanent Transfer
The HR professional can initiate a deployment by selecting Initiate Deployment for the
relevant deployment proposal on the Global Deployments page.
The deployment proposal is in Draft status until the deployment begins. When the HR
Professional initiates a permanent transfer, the status of the deployment proposal changes
from Draft to Complete.
In the source business group, HRMS terminates the employee record on the day before the
deployment start date and sets the status of all assignments to the default terminate-
assignment status. The person type is Ex-Employee from the deployment start date.
Note: HRMS does not automatically set the Final Process Date (FPD) in the source business
group. Setting FPD remains a manual task.
In the destination business group, HRMS creates or updates employee, assignment, and
contact records using information from the deployment proposal. The person type and
assignment status are those entered in the deployment proposal for the new assignment.
Note: The Global Deployments function does not automatically create or update application
records during a transfer (or secondment). You must enter the information manually. For
example, if you want to terminate the application record when the employee transfers
permanently to a different business group, you must perform the termination manually.

Chapter 9 - Page 8
Initiating a Temporary Secondment

Initiating a Temporary Secondment
When the HR Professional initiates a temporary secondment, the status of the deployment
proposal changes from Draft to Active.
In the source business group, HRMS:
• Changes the current assignment status to the default suspended-assignment status.
The effective date of the change is the start date of the deployment.
• Note: If the default suspended-assignment status is not included in a payroll, but you
want to continue paying the employee in the source business group, you can change the
assignment status manually.
• Leaves the person type unaltered. However, you can update the person type manually
to indicate that the employee is on secondment, for example.
In the destination business group, HRMS creates or updates employee, assignment, and
contact records using information from the deployment proposal. The person type and
assignment status are those entered in the deployment proposal for the new assignment.
For both permanent transfers and temporary secondments, HRMS automatically sets key
dates, such as the period of service start date and the projected termination date, in the
destination business group. See Employee Transfers and Secondments in the online help for
more information.

Chapter 9 - Page 9
Employee Records During Secondment

Employee Records During Secondment
During a secondment, the employee has records to maintain in both business groups. HRMS
provides a standard mechanism for maintaining employee data in multiple business groups.
HRMS can automatically synchronize person data that is considered to be global and that is
held in multiple business groups for the same employee, such as name, e-mail address, and
correspondence language. For example, the change of name from Lisa Ray to Lisa John in
the UK Business Group is copied automatically to the US Business Group because
synchronization is enabled. For more information, see Person Record Synchronization in the
online help.
Note: If you use the Global Deployments function to transfer employees automatically
between business groups, then you are recommended to set HR: Propagate Data Changes to
Yes at the site level. Otherwise, HRMS cannot synchronize data held for a single employee in
multiple business groups during a secondment.

Chapter 9 - Page 10
Initiating a Return from Secondment

Initiating a Return from Secondment
To end a secondment, the HR Professional selects Initiate Return for the relevant deployment
proposal on the Global Deployments page and enters the end date, which is the final day of
the deployment. This date can differ from the deployment end date recorded in the
deployment proposal. The status of the deployment proposal changes from Active to
Complete when you initiate the return, regardless of how far in the future the end date occurs.
Note: As you cannot update a complete proposal, do not initiate the return until the end date is
certain.
In the destination business group, HRMS:
• Terminates the employee record and sets assignments to the default terminate-
assignment status on the deployment end date
• Sets the termination reason and person type to values specified on the Initiate Return
page. The person type is effective from the day following the deployment end date.
• Sets relevant dates to the deployment end date
In the source business group, HRMS changes the status of assignments suspended at the
start of the secondment to Active Assignment. The effective date of these changes is the day
following the deployment end date.

Chapter 9 - Page 11
Updating Deployment Proposals

Updating Deployment Proposals
The changes that you can make to a deployment proposal depend on the proposal status.
While the deployment proposal is in Draft status, you can update it as often as necessary. You
can update any part of the proposal except:
• The name of the employee to be deployed
• The deployment type
• The name of the destination business group, which sets the context for all other
information in the proposal
You cannot update a deployment proposal that has a status of Complete. To change the
dates of a permanent transfer, you must:
• In the source business group, manually reverse the employment termination and
terminate the employment again on the revised date.
• In the destination business group, change the employee's start date.
You can delete Draft and Complete deployment proposals.
Note: When you initiate a permanent transfer, HRMS terminates the employee's record in the
source business group. The employee's manager in the destination business group can view
this terminated record using the SSHR My Employee Information function only if the

Chapter 9 - Page 12
deployment proposal is available. Therefore, although you can delete proposals for completed
deployments, Oracle recommends that you do not delete those for permanent transfers.

Chapter 9 - Page 13
Updating Active Deployment Proposals

Updating Active Deployment Proposals
Once a deployment proposal for a secondment is Active, you can change its start and end
dates. If you change the start date of a secondment, HRMS updates:
• All date fields containing the deployment start date in the destination business group
• The date of the assignment-status change in the source business group
Note: If the new start date is in the past, and you have made other changes to the employee
records since then, DateTrack rules may prevent HRMS from updating these dates.
If you change the end date of a secondment, HRMS updates:
• The Projected Assignment End Date in the destination business group
This change is effective on the date that you make the change.
• The Projected Termination Date of the period of service in the destination business
group
You cannot delete an Active deployment proposal.

Chapter 9 - Page 14
Employee Numbering

Employee Numbering
In the case when the application allocates a new number, HRMS allocates the employee
number using the numbering scheme in effect in the destination business group when you
initiate the deployment.

Chapter 9 - Page 15
Completing Initial Setup of Employee Records

Completing Initial Setup of Employee Records
The deployment proposal contains sufficient information for HRMS to create employee
records in the destination business group and supply key data. However, you may need to
enter additional information manually. For example:
• The application creates basic assignment information. You are recommended to review
the assignment record and complete it as required.
• Other than assigning the employee to any payroll that you identify in the deployment
proposal, the Global Deployments function has no effect on payroll and benefits setup.
You may need to supply additional pay and benefits information for the employee.
• The application does not create optional records, such as the competency profile and
qualifications records. You must create these records manually if you intend to maintain
these records in the destination business group. For example, you may want to perform
an appraisal or record additional competencies achieved during a secondment.
• In the U.S., you cannot assign an employee to a payroll unless you also enter the
employee's primary address. As the deployment proposal does not contain address
data, you must leave the Payroll field blank if the destination business group is in the
U.S. and you use Oracle Payroll. After you initiate the deployment, you can log on to the
destination business group to complete payroll setup and enter the employee's primary
address.

Chapter 9 - Page 16
Quiz
Answer: b

Chapter 9 - Page 17
Summary


Chapter 9 - Page 18
Reporting and Analyzing Workforce Information

Chapter 10 - Page 1
Chapter 10

Workforce Information
Reporting and Analyzing


Chapter 10 - Page 2

Chapter 10 - Page 3

Overview

Overview
Oracle HRMS provides a number of predefined operational reports with a predefined format.
You choose which records you want to view in the report by entering a set of parameters
when you submit the report.
HRMSi enables you to continually improve and analyze the daily processes in your enterprise,
as well as helping with tactical and strategic goal setting. The information is easily accessible
through easy to use pre-built intelligence reports with drill down capabilities, an ad hoc
querying and reporting tool, and key performance indicators.
You can create your own online inquiries and reports about people and assignments using
QuickPaint. See Define QuickPaint Reports in the online help.
Web Applications Desktop Integrator (Web ADI) is a self-service Oracle application you can
use to download data from your Oracle HRMS application to spreadsheets or word processing
documents on your desktop. In some cases, you can manipulate the data you download, and
upload your changes back to Oracle HRMS. For more information, see Desktop Integration
Overview in the online help.

Chapter 10 - Page 4
Using Standard Reports

Using Standard Reports
Oracle HRMS is supplied with a set of standard operational reports which you can use to
report on your workforce. Examples of reports which you can run to analyse workforce
information:
• Workforce headcount reports: Display headcount information for an organization within
an organization hierarchy and between a date range you specify.
• Full person details report: Provides accurate information about a person’s history.
The report features all periods of service and changes in employment history for
employees and contingent workers.
• Terminations report: Provides the reasons why employees left your organization within a
date range you specify.
• Worker organization movements report: Shows worker movements into and out of a
particular organization or organization hierarchy. Worker movements include new
starters, terminations, transfers in, and transfers out for employees, contingent workers,
or both.
• Workforce Composition Analysis Workbook: Investigates employee composition by
assignment details, salary band, and time service band.

Chapter 10 - Page 5
• Employee by Supervisor Status Workbook: This workbook enables you to report on the
supervisor hierarchy and salary details for your employees.

Chapter 10 - Page 6
Using Lists and Folders in Oracle HRMS

Using Lists and Folders in Oracle HRMS
Oracle HRMS provides inquiry windows to meet the most common online reporting
requirements.
List Windows
In these windows, you enter selection criteria and then click the Find button to view a list of
people, assignments, or other entities that match your criteria. For example, you can use the
List Workforce by Organization window to view lists of employees within one organization or
within all organizations below a specified level in a hierarchy you select.
Some of the list windows use folders to display the information retrieved by your criteria.
Folder Windows
Folder windows help you to save your inquiries. For example, using the Assignments Folder
window, you can search for current assignments and save the search results as a new folder.
You can remove, rearrange, add, or resize fields (columns) in the folder if you have access to
the Folder menu. Some of the folders that you can use are:
• Assignments folder to search for current assignments, past assignments, or both.
• Salary Management folder to view current approved salary and proposed new salary.

Chapter 10 - Page 7
Using Statutory Reports

Using Statutory Reports
New hire reports (US only) - displays information on all newly hired and rehired employees for
a GRE and state within a date range. You run this report to identify all the newly hired
employees in an organization between a certain date range.
Localizations use reports to comply with particular legislative requirements of specific
countries. Oracle HRMS provides the reporting features that enable localizations to report on
statutory information that affect your workforce.
See the U.S. Government Reporting topic for information on the U.S. government-mandated
reports. Refer to other localizations for delivered statutory reports.

Chapter 10 - Page 8
Using Discoverer Reports

Using Ad-Hoc Reports
The End User Layer (EUL) is a set of folders in Oracle Discoverer that map to the underlying
HRMS applications tables. It provides user-friendly access to the data in the underlying
applications tables. End-users can create reports using the EUL. See the Oracle Discoverer
Plus User’s Guide and the Oracle Discoverer Plus Administrator’s Guide for full instructions on
developing the Discoverer EUL and creating and maintaining Discoverer workbooks.

Chapter 10 - Page 9
Using HRMSi Reports

Using HRMSi Reports
Oracle Human Resources Intelligence is a pre-built decision support system for Oracle
HRMS. HRMS Intelligence allows you to continually improve daily processes in your business.
Information is accessible through easy to use pre-built intelligence reports with drill-down
capabilities, an ad hoc querying and reporting tool, and Key Performance Indicators. For more
information, see Daily Business Intelligence for HRMS Overview in the online help.
Examples of HRMSi reports you can access relating to workforce information:
• The Workforce Count (Organization Hierarchy) Trend Analytics workbook calculates the
Workforce Measurement Value (Head Count or FTE) of your workforce for each time
period within a given date range.
• Employee Primary Assignment Count (by Location and Employment Category)
Comparison Workbook enables you to report on employee primary assignment numbers
by location, for organization and supervisor hierarchies.
• Workforce Separation Analysis Workbook (EDW) - The Workforce Separation workbook
is designed to give you detailed analysis of the employees leaving your workforce.
Oracle HRMSi is a separately licensed product. For more information on the HRMSi reports,
see: Oracle Human Resources Management System Intelligence User Guide available on My
Oracle Support.

Chapter 10 - Page 10
Using HRMSi Reports for Daily Business Intelligence

Using HRMSi Reports for Daily Business Intelligence
This information is typically available and used by top-level management to assess and track
specific trends in their workforce. Examples of these trends include:
• Headcount
• Headcount and Salary
• Headcount and Salary by Country
• Turnover

Quiz
Answer: a

Quiz
Answer: a

Summary


Tracking Tenure Information (U.S. only)

Chapter 11 - Page 1
Chapter 11

(U.S. only)
Tracking Tenure Information


Chapter 11 - Page 2

Chapter 11 - Page 3

Overview

Overview
If your enterprise offers tenure to its employees, you can use Oracle HRMS to configure
tenure requirements according to the standards of your enterprise, evaluate tenure candidates
(faculty members) based on that criteria, notify faculty members of their tenure status, and
report on tenure events and profiles.
Note: Tenure candidates are also referred to as faculty members.

Chapter 11 - Page 4
Tracking Tenure

Tracking Tenure
Typical tenure requirements include: worthy scholarly achievements, contributions in
research, professional training, and teaching. For more information on tenure tracking, see:
Tenure Tracking in the online help.

Chapter 11 - Page 5
Quiz
Answer: a

Chapter 11 - Page 6
Tracking Tenure Process

Tracking Tenure Process
It is critical that you properly administer the tenure process, including capturing data, tracking
and reporting key elements and events, and notifying each faculty member, and their
academic manager of their status relating to tenure.
You begin the tenure process by entering and capturing the tenure information.
The type of information you need to capture is a person’s academic rank and tenure status.
You capture this information in the Academic Rank and Tenure Status Extra Person
Information Types (EITs).
You use tenure reports to:
• Track the status of faculty members
• Report tenure status to the governing board
• Track the results of the tenure process
• Assess how the tenure profile affects your institution
See: Tracking Tenure in the online help for more information.

Chapter 11 - Page 7
Tracking Tenure

Tracking Tenure
• Notification for Non-Tenured Status: Send if the faculty member is in a non-tenure
position and the time they served in that position does not count towards any future
tenure track process.
• Notification for Tenured Status: Send if the faculty member has gained tenure by fulfilling
the tenure requirements from a previous employment.
• Notification for Tenure-track Status: Send if the faculty member has the potential to
become tenured at a later point in time (according to specific tenure requirements).
• Notification of Tenure Review: This is an annual report which includes review
information.
• Annual Status Report: Send this at the beginning of the academic year.
• Upcoming Events Report: Use this report to record and track critical events relating to
the tenure process.
You use these notification reports to send information to the tenure candidates in your
enterprise as part of the tenure tracking process.

Chapter 11 - Page 8
Quiz
Answer: a

Chapter 11 - Page 9
Summary


U.S. Government Reporting

Chapter 12 - Page 1
Chapter 12



Chapter 12 - Page 2

Chapter 12 - Page 3
Overview

Overview
This topic is specific to the U.S. and discusses the information you need to record for your
employees for government-mandated reporting. It considers, for each type of report, the
information you need to set up at the employee level.
For information on representing government-mandated reporting structures and the type of
information you need to record at the work structures level, refer to the Oracle HRMS
Enterprise and Workforce Management Guide.
As an employer, you prepare a number of employee reports and submit them to various
government authorities to meet legislative requirements. Oracle HRMS provides you with the
ability to:
• Maintain specialized information about the employees in your enterprise.
• Group employees in different ways, for example, by their work location or establishment,
or by their affirmative action plan.
• Record and report on employee information to comply with legislative guidelines.

Chapter 12 - Page 4
Quiz
Answer: a

Chapter 12 - Page 5
Government-mandated Reports

Government-mandated Reports
• Affirmative Action Plan (AAP) and Equal Employment Opportunity (EEO) reporting
focuses on the employment and advancement of employees by their gender and ethnic
origin.
• Americans with Disabilities Act (ADA) reporting is concerned with employment
opportunities for people with various types of disabilities, and employers’ provision of
reasonable accommodations enabling these people to perform the essential functions of
jobs or positions.
• Integrated Post-Secondary Education Data System (IPEDS) reports are used to
determine federal program needs and eligibility for educational institutions.
• Occupational Safety and Health Administration (OSHA) reporting is concerned with the
extent and severity of work–related injuries and illnesses affecting employees.
• Federal Contractor Veterans Employment (VETS–100) reporting is concerned with the
employment and advancement opportunities of disabled and Vietnam era veterans.

Chapter 12 - Page 6
Reporting Requirements

Reporting Requirements
The type of information you record at the work structures level includes:
• Defining reporting organizations
• Recording establishment details
• Creating establishment hierarchies
• Registering reporting categories and statuses
• Associating Jobs with EEO categories and EEO functions
Refer to refer to the Oracle HRMS Enterprise and Workforce Management Guide for
information on recording details at the work structures level for the government-mandated
reports. This topic concentrates on the information you need to record at the employee level.
The following slides cover the reporting requirements you need to record for each of the
government-mandated reports.

Chapter 12 - Page 7
Quiz
Answer: b

Chapter 12 - Page 8
Reporting Categories and Statuses

Reporting Categories and Statuses
Some reporting, such as EEO1 and VETs, cover only non-temporary, full-time or part-time
employees. You identify these employees, by registering reporting categories and statuses for
the business group. Oracle HRMS provide you with predefined employment categories and
assignment statuses that you can use to identify these employees, or you can define your own
reporting categories and statuses.
• Reporting Categories: Employment categories that cover non-temporary full-time or part-
time work. You can add/define your own Regular (full and part time) employment
categories using the lookup type ‘Employment Categories’.
• Reporting Statuses: Those assignment statuses that cover non-terminated statuses. You
can give these assignment statuses different user statuses appropriate to your
enterprise.
Each system status can have several user statuses related to it. For example, for
employees you can define several different user statuses for the system status Suspend
Assignment, you can have the user statuses Paternity Leave, Disability Leave, or
Education Leave.
When you use Oracle HRMS, you only see the user statuses.

Chapter 12 - Page 9
AAP Reporting

AAP Reporting
The U.S. Federal Executive Order 11246 requires enterprises who are government
contractors or subcontractors and have 50 or more employees, to establish affirmative action
plans (AAPs) for women and ethnic minorities. As an enterprise, you need to measure the
effectiveness of affirmative action plans. Oracle HRMS provides two reports to assist you with
affirmative action reporting:
• AAP-Workforce Analysis
• AAP-Job Group Analysis
These reports both display for each job an affirmative action plan, the EEO job category and a
salary code indicating the job's relative compensation level. Also the reports display for each
job, the number and percentage of employees in the job by gender and by ethnicity (White /
Black / Asian / Native American / Hispanic).
See: AAP Reporting in the online help for more information.

ADA Reporting

ADA Reporting
The Americans with Disabilities Act (ADA) became law on 26 July 1990. It prohibits employers
from discriminating against employees or applicants with disabilities who can perform the
essential functions of a job with reasonable accommodation.
Oracle HRMS provides you with the ADA Report, which shows how your enterprise is
responding to the requests of employees with disabilities for reasonable accommodations to
permit them to carry out the essential functions of their jobs, without undue hardship to you as
their employer.
See: ADA Reporting in the online help for more information.

OSHA Reporting

OSHA Reporting
As an employer, you may need to record and report on employees’ work-related injuries and
illnesses depending on your type of industry and whether you are selected to participate in the
Annual Survey of Occupational Injuries and Illnesses.
• This survey produces national estimates of occupational injuries and illnesses for all
employers.
• High-risk industries such as construction, manufacturing, and health services, must keep
OSHA records for each individual establishment on an ongoing basis, if they have a
combined total of 11 or more employees working at one or more establishments.
Oracle HRMS provides you with the 300 Log Report, OSHA 300A Summary Report, and the
OSHA 301 Incident Report to meet the requirements of the Occupational Safety and Health
Act of 1970 and Title 29 of the Code of Federal Regulations, Part 1904 (29CFR Part 1904).
See: OSHA Reporting in the online help for more information.

EEO1 Reporting

EEO-1 Reporting
As an employer, you must maintain certain personal information for your employees, and EEO
job categories for your jobs for the purpose of EEO reporting. Under Equal Employment
Opportunity Commission (EEOC) rules, an establishment for EEO reporting is an economic
unit, such as an office, factory, store, or mine, that produces goods or services at a single
physical location. Establishments are permanent locations from which you supervise
employees or from where they operate.
Oracle HRMS enables you to record and report on this information using the EEO1 reports.
You must submit the EEO-1 reports to the EEOC depending on whether you are a single-
establishment or multi-establishment employer.
The EEO reports show by gender and ethnic origin, the number of employees working in each
job category in a specified payroll period.
See: EEO-1 Reporting in the online help for more information.

EEO4 and EEO5 Reporting

EEO4 and EEO5 Reporting
You are required, as an employer, to provide certain employee information to meet the legal
requirements for state and local governments. Oracle HRMS provides you with the EEO4 and
EEO5 reports that show by gender and ethnic origin, the number of employees working in
each job category in a specified payroll period.
See: Setup EEO4/EEO5 Reporting in the online help for more information.

VETS-100 Reporting

VETS-100 Reporting
As an employer, you may fall under certain legislative guidelines, which means you must file
the Federal Contractor Veterans Employment Report (VETS-100) each year to cover a one-
year period. Its purpose is to help the U.S. Department of Labor determine whether Vietnam-
era veterans and disabled veterans from the Vietnam era and other war veterans, are
benefiting from affirmative action in obtaining and advancing in employment.
Oracle HRMS enables you to record, report, and submit this information using the VETS-100
reports. You submit particular VETS-100 reports depending on whether you are a single-
establishment or multi-establishment employer.
See: VETS-100 Reporting in the online help for more information.

IPEDS Reporting

IPEDS Reporting
As an employer you are required by the Equal Employment Opportunity Commission (EEOC),
to record certain information about the employees in your enterprise. Oracle HRMS provides
you with the ability to report on this information using the IPEDS reports. The National Center
for Educational Statistics (NCES) collects and supplies the information on employee
affirmative action reporting to the EEOC for educational institutions.
See: IPEDS Reporting in the online help for more information.

Generating the Reports

Generating the Reports
You run the government-mandated reports you are required to submit as an employer from
the Submit Request window. You set up all the reporting requirements before you run the
reports to ensure the report produces accurate information on the employees in your
enterprise.
Specify what information you want to include in the report using parameters to ensure you
only report on the correct information. For example, you can limit the information that appears
on the report and produce the information you expect by specifying the dates, and
organizations for which you want the report to retrieve data.

Summary

Terminating
Chapter 13 - Page 1
Chapter 13

Terminating

Terminating
Chapter 13 - Page 2
Terminating
Terminating
Chapter 13 - Page 3
Terminating
Overview
Chapter 13 - Page 4
Agenda
Terminating
Agenda
Chapter 13 - Page 5
This topic covers items 1 to 3. Item 4 is covered in the following topic.

Terminating
Agenda
Chapter 13 - Page 6
Ending Assignments

Ending Assignments
This slide is a table; the first column is person type and the first row is assignment type.
An employee or contingent worker must always have at least one active assignment. If a
person has multiple assignments, you can terminate one of their secondary assignments
using the End or Terminate assignment status in the Assignment window.
Terminating
To end all assignments at the same time, you terminate the employment or end the placement
(contingent worker).
At sites using Oracle Payroll, the choice of End or Terminate controls the ability to include the
assignment in a payroll run after the date the assignment ends. Sites not using Oracle Payroll
can use these two statuses to provide information. For example, End may mean that further
pay processing cannot occur for the assignment, while Terminate may mean that further
processing can occur. Alternatively, these sites can simply use the status End.
Suspension
Note that you can also suspend an assignment. The employee or contingent worker still
displays as an employee or contingent worker. For example, you suspend a contingent worker
who will work 2 days one week and then two days a fortnight later. You suspend an employee
who is on an extended leave of absence.
Terminating
Chapter 13 - Page 7
Ending a Secondary Assignment

Ending a Secondary Assignment
This slide explains the impact of terminating one assignment for a person with multiple
assignments.
This graphic shows a person with multiple assignments with corresponding compensation
records.
It demonstrates that when you terminate a person’s secondary assignment, it does not end
their employment because they still have an active assignment (Assignment 1) with your
enterprise, in the application.
Person A’s secondary assignment ends on the day you terminate Assignment 2 as there are
no further payroll processes in the future. However, Person A continues to work because they
have an active role in Assignment 1.
Terminating
Chapter 13 - Page 8
Terminating
Agenda
Chapter 13 - Page 9
Terminating

Terminating
You terminate an employee or contingent worker by entering a termination date. This is the
minimum amount of information required for a termination.
Optionally, enter the reason for the termination. You can define valid reasons as values for the
Lookup Type LEAV_REAS.
If you use Oracle Payroll, you enter the final payroll processing date.
Terminating
Terminating Employment

The Terminate window and the People Management templates (you use the End Employment
form which can be added to the taskflow from People Management) enable you to terminate
employees.
The Termination module in SSHR enables a manager to end a person’s relationship with their
employer. You can also use the Change Manager workflow process to reassign a terminated
supervisor’s direct reports.
If you are using Oracle Payroll to enable payroll processing for employees after they leave
your enterprise, you must do the following in your system setup:
• Set the Termination Rule to Final on the element definition of all elements you want to
process after the actual leaving date.
• Use the Assignment Statuses window to make sure your system has a user status that
corresponds to the HR system status of Terminate Assignment and the Payroll system
status of Process.
See Processing Post Payroll (Wage and Tax Reporting topic) in the Payroll Processing class.
Terminating

To avoid unintentional business implications, the termination process requires that your HR
Professional manually delete future-dated assignment changes before terminating an
employee.
Terminating

The top part of this graphic demonstrates that when you end a person’s assignment, the
assignment and compensation records end on the same day as termination. No further payroll
processes will occur in the future. The person record still exists in the application, and the
person type changes to Ex-employee. You use the End assignment status to end any
assignment except the primary assignment for an employee with multiple assignments. This
status is not recorded on the assignment; it causes the assignment to end. For employees all
payroll processing for the assignment is complete and the assignment becomes an historical
record.
The bottom part of this graphic demonstrates that when you end a person’s assignment, the
person’s assignment and compensation records do not end at the date of termination as the
assignment has a future-dated payroll process. The person record still exists in the application
with a person type of Ex-employee. You use the Terminate assignment status to show that
your enterprise no longer employs the person in that assignment. It can still be possible to
make payments through Oracle Payroll for assignments at this status. If future-dated payroll
changes exist, the assignment record still exists in the application until the final process date.
For example, if you terminate a person on 01-AUG-2000, and the assignment has a future-
dated payroll process change for 31-AUG-2000, you can view the assignment until the 31-
AUG-2000.
Terminating
Employee Termination Dates

Employee Termination Dates
Actual date
• When you enter the termination reason of deceased and an actual termination date, if an
employee’s date of death has not been entered in the Other tabbed region of the People
window, it is set to the actual termination date.
• You enable the Termination Person Type field only when you enter the actual
termination date. When you enable the field, it contains the value Ex-employee (or your
enterprise’s user name for this person type) by default.
• Assignment status: The Status field is only enabled when the Actual date is entered.
Final Process date
• If you need to process pay for the employee after his or her termination, set the Final
Process date later than the Actual date, or leave it blank.
• If you do not need to continue processing, set the Final Process date to the Actual date.
• To process unanticipated late payments or to make corrections, you can change the
Final Process date, provided the new date does not conflict with other information held
for the employee. For more information, see Updating an Employee’s Final Process
Date in the online help.
Terminating

You can define valid reasons as values for the Lookup Type LEAV_REAS.
Although the reason for the termination is optional, if you use Oracle Payroll you must select
the reason deceased if the employee is deceased in order to include this information in the
required legislative reports. Refer to your user guide for processing rules for your particular
legislation.
Terminating
Quiz
Terminating
Answer: b
Terminating
Agenda
Ending a Contingent Worker Placement

For contingent workers, you end the period of placement in the End Placement window.
The People Management templates (you use the End Placement form, which can be added to
the taskflow from People Management) also enable you to end placements for contingent
workers.
The End Placement module in SSHR enables a manager to end a contingent worker’s work
relationship, and specify a reason. You can also use the Change Manager process to
reassign the contingent worker’s direct reports.
Terminating

This graphic demonstrates that when you end a contingent worker’s placement, the
assignment record ends, the person record exists in the application as an Ex-contingent
worker.
Terminating
Contingent Worker Termination Dates

Contingent Worker Termination Dates
If you select the termination reason Deceased but have not completed the Date of Death field
in the Other tabbed region of the People window, the Actual Date field is set to the actual
termination date. You enable the Termination Person Type field only when you enter the
actual termination date. When you enable the field, it contains the value Ex-contingent Worker
(or your enterprise's user name for this person type) by default.
You use the projected assignment end date to track how long a contingent worker works for
you and to trigger the HRMS Alert - People Terminating in the Next week. If you use Oracle
Services Procurement to provide purchase order information for contingent worker
assignments, the purchase order line can include the projected assignment end date. In this
case, the projected assignment end date is copied automatically from the purchase order line
to the assignment.
Terminating
Quiz
Terminating
Answer: a
Terminating
Summary

Reinstating or Rehiring
Chapter 14 - Page 1
Chapter 14


Chapter 14 - Page 2
Chapter 14 - Page 3
Agenda

Agenda
This topic covers item 4. Items 1 to 3 are covered in the preceding topic.
Chapter 14 - Page 4

Records for ex-employees and ex-contingent workers remain in the database. You can
reinstate or rehire people without creating a new record as follows:
• You cancel the termination to undo the changes.
• You rehire the person to create a new period of service or period of placement.
• You rehire the person on the following day to create back-to-back employment.
Chapter 14 - Page 5
Cancelling Termination Reasons

Cancelling Termination Reasons
You can cancel a termination at any time provided you have not rehired or started a new
placement for the employee or contingent worker. You must re-enter any future dated
changes that you deleted prior to terminating the employee.
Use the Terminate window or End Employment form (People Management templates) to
cancel a termination for an employee. Use the End Placement window or End Placement form
(People Management templates) to cancel a termination for a contingent worker.
You cannot reverse a termination in SSHR.
Chapter 14 - Page 6
Cancelling a Termination

Cancelling a Termination
The system removes all date effective changes caused by termination but cannot restore any
information that was deleted. For example, future dated changes to the assignment must be
deleted manually before you can terminate employment. These changes cannot be restored
automatically. You must re-enter these changes, if they still apply.
Chapter 14 - Page 7
Rehiring

Rehiring
You cannot rehire an ex-employee if the final process date for the previous employment is still
blank. Check that the final process date in the End Employment window or Terminate window
is entered before you rehire.
Chapter 14 - Page 8
Rehiring

Rehiring
Rehiring makes the person an employee or contingent worker with a Datetrack change of
person type. Rehiring creates a new assignment. Note that the assignment number will be
different from the previous assignment. It is a new primary assignment but not the same as
the previous one. Therefore it has a different number.
You must enter compensation information for the new assignment. There is no continuity of
history from the previous assignment. For example, if an employee has a ‘Salary’ element in
both periods of service then these will be two separate entries. The first entry is date-
effectively ended by the termination of employment. The second entry can start only from the
rehire date.
Chapter 14 - Page 9
Quiz
Answer: b
Back-to-Back Employment

For back-to-back hiring, there can be no future-dated changes.
Ex-worker person types are not recorded for the worker’s first period of service because there
is no period of time when the worker exists as an ex-worker.
For example, an ex-employee starting new employment on April 1st must have an actual
termination date and a final processing date (for payroll processing) for their previous
employment of March 31st. If your enterprise does not have Oracle Payroll, the final
processing date automatically defaults from the actual termination date.
Note: US and Russian payroll users can rehire ex-employees before the Final Process date.
See Rehire before Final Process Date (Appointments and the Hiring Process topic) in the
online help.
For example, an ex-contingent worker starting employment on April 1st must have an actual
termination date of March 31st for their most recent placement.
The same person cannot be an employee and a contingent-worker at the same time.
Quiz
Answer: d
Summary

R12.x Oracle HRMS People Management Fundamentals: D60561GC10 Edition 1.0 March 2010 D64317

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

R12.x Oracle HRMS People Management Fundamentals: D60561GC10 Edition 1.0 March 2010 D64317

Uploaded by

Copyright:

Available Formats

THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY.

COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED

Oracle University and Egabi Solutions use only

Copyright © 2007, 2010 Oracle. All rights reserved.

Restricted Rights Notice

U.S. GOVERNMENT RIGHTS

Oracle University and Egabi Solutions use only

Technical Contributors and Reviewers

This book was published using: Oracle Tutor

Overview of People Management...................................................................................................................1-1

Oracle University and Egabi Solutions use only

Copyright © Oracle 2009. All rights reserved.

R12.x Oracle HRMS People Management Fundamentals Table of Contents

Using Assignment Statuses............................................................................................................................3-21

Oracle University and Egabi Solutions use only

Copyright © Oracle 2009. All rights reserved.

R12.x Oracle HRMS People Management Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Copyright © Oracle 2009. All rights reserved.

R12.x Oracle HRMS People Management Fundamentals Table of Contents

Tracking Tenure ............................................................................................................................................11-5

Oracle University and Egabi Solutions use only

Copyright © Oracle 2009. All rights reserved.

R12.x Oracle HRMS People Management Fundamentals Table of Contents

• Thorough knowledge of Oracle Applications

• Working experience with procurement

Oracle University and Egabi Solutions use only

• Oracle Applications Foundations

How This Course Is Organized

R12.x Oracle HRMS People Management Fundamentals Ed 1 is an instructor-led course

Copyright © Oracle 2009. All rights reserved.

R12.x Oracle HRMS People Management Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

• System release bulletins

• Installation and user’s guides

• International Oracle User’s Group (IOUG) articles

Copyright © Oracle 2009. All rights reserved.

R12.x Oracle HRMS People Management Fundamentals Table of Contents

Oracle University and Egabi Solutions use only

Copyright © Oracle 2009. All rights reserved.

R12.x Oracle HRMS People Management Fundamentals Table of Contents

Typographic Conventions in Code

Passwords DROP USER scott

Oracle University and Egabi Solutions use only

Typographic Conventions in Oracle Application Navigation Paths

This simplified path translates to the following:

2. (M) From the menu, select Query then Find.

3. (B) Click the Approve button.

(ST) = Sub Tab

Copyright © Oracle 2009. All rights reserved.

R12.x Oracle HRMS People Management Fundamentals Table of Contents

Typographical Conventions in Oracle Application Help System Paths

The following help navigation path, for example—

(Help) General Ledger > Journals > Enter Journals

—represents the following sequence of actions:

Oracle University and Egabi Solutions use only

3. Under Journals, select Enter Journals.

Copyright © Oracle 2009. All rights reserved.

R12.x Oracle HRMS People Management Fundamentals Table of Contents

Overview of People Management

Copyright © Oracle, 2010. All rights reserved.

Oracle University and Egabi Solutions use only

Overview of People Management