HRMS Work Schedule

With Examples
- Siddesha Pujar

Table of Contents
Overview of Availability, Schedules, and Calendar Events ................................................................. 2
Schedules .............................................................................................................................................. 3
Schedule Eligibility................................................................................................................................ 4
Exceptions............................................................................................................................................. 5
Calendar Events .................................................................................................................................... 5
Viewing Availability .............................................................................................................................. 6
Setting Up Availability .......................................................................................................................... 7
Setting Up Calendar Events .................................................................................................................. 8
Assigning a Schedule to a Worker ....................................................................................................... 9
Example on work schedules with Absence Management ................................................................ 10
Overview of Availability, Schedules, and Calendar Events

The availability of a person depends on their work schedules, 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.

Oracle Applications provide various ways to set up and record schedule information in your enterprise.
The decision for which method you set up is based on your knowledge of which applications use which
information.

• Use OTL to set up information such as holiday calendars, shifts, and work plans. For information on the
OTL time management structures.

• Use 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.

• Use the Oracle HRMS and Common Application Components (CAC) integrated features to set up
extensive schedule information, such as, shifts, schedules, and calendar events. The HR application uses
this method to determine a worker's availability.

Oracle HRMS and CAC enable you to set up information to determine a worker's availability. Using the
CAC schedule repository, you define a worker's schedule and availability and publish it for the eBusiness
Suite. Using HRMS calendar events, you define the holidays that affect the availability of your workforce.

The following diagram displays the Oracle HRMS and CAC features you can set up to determine a worker's
availability.
Schedules
Schedules include details of available and unavailable working times for a resource for a specified
period of time. You define schedules to suit the different groups of people in your workforce. For example,
you can set up a regular schedule of 9am to 5pm, for five days a week, starting on Mondays, and assign it
to all the workers who work a regular week. You store the schedules in the CAC schedule repository.

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 following 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.

Navigation: HRMS Manager  Work Structures  Work Schedules  Maintain Schedules  Schedules
Note: Some HRMS Manager responsibility may not have this submenu or function and you may need to
add it your menu to have this menu/function.

Create Schedule screen:

Schedule Eligibility

If you directly assign a schedule to a worker's assignment, then you can, optionally, filter the
schedules so that only the schedules the worker is eligible for display. For example, you can use schedule
eligibility to define an eligibility profile for all the workers in the US. When you assign a schedule to a US
worker, you can use this eligibility to ensure you only see this type of schedule. 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. This is an optional tool to help you restrict the number of schedules the HR application
retrieves, it does not prevent you from overriding the eligibility.

Exceptions

An exception is an override of an existing schedule pattern. A holiday 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 set up company holidays as global exceptions, which you
can incorporate into any schedule. You can also create exceptions that apply only to a particular schedule
during the schedule creation process.

Navigation: HRMS Manager  Work Structures  Work Schedules  Maintain Schedules  Schedules

Calendar Events

Calendar events represent all the important dates that can affect the working time of your
workforce such as a public holiday. You define the coverage of an event using geographical and
organizational hierarchies to identify the group of people to whom the event may apply.

The calendar events that apply to a person depends on which organization and geographical node their
primary assignment is associated. For example, if you are a multi-national enterprise and you want to
schedule a global event, then you can attach the event to the top-level node of the geographical hierarchy.
This enables you to define a calendar event and apply it to all the countries in which you employ people
at the same time, rather than defining separate events for different countries or regions.

Using this example, each worker's assignment is included in the event's coverage, however, the worker
may not be impacted by the event. 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.

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 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. To determine if a calendar event is applicable to a worker, the application uses the geographical
node at the lowest level. The following diagram displays the levels you can use to identify a geographical
node in which a worker belongs. The lowest level is the assignment EIT, which overrides the information
defined at the location and business group levels.

An event only impacts a worker's day if they are scheduled to work during that time. For example, you
create a public holiday calendar event for Christmas day and attach it to the UK node of the geographical
hierarchy. Person A and Person B both work in the UK for the same company. 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 on public
holidays, and Person B is not. Christmas day is on a Thursday, so does this event impact their working day?

The HR application determines which events apply to each worker. Person A is required to work public
holidays so if Person A is scheduled to work on a Thursday, then no, this 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.

Viewing Availability

Setting up schedules and calendar events for your workforce enables you to view a person's
working time, and furthermore, find out when they are available or unavailable to work. You can display
a person's availability in the Review Resource Availability based on their assignment and date range. The
application searches the person's applicable schedules and calendar events within the dates you specify,
and displays the results in a table.
Setting Up Availability

You can use the integrated features from Oracle HRMS and Common Application Components
(CAC) to set up information such as shifts, schedules, and holidays to help you determine a worker's
availability.

Use the following steps to set up availability in your enterprise:

1. Set up holidays and important dates in your enterprise as calendar events.

2. Set up the schedules you require in your enterprise. For example, you can define a schedule with a
shift pattern of five days a week for all the people who work in the sales organization. You can define
as many schedules as you require.

3. Define eligibility profiles to restrict employee eligibility for particular schedules.

4. Attach the eligibility profiles to your schedules in the Manage Profiles pages.

5. After you assign the eligibility profiles to your schedules, you run the Eligibility Engine process in the
Submit Request window.

6. Assign schedules to the business groups in your enterprise. To effectively determine a worker's
availability, the worker must have a schedule assigned to them. The schedule you assign to the
business group becomes the default schedule. You can override the default schedule and define
different schedules for different groups of people by assigning a schedule at the HR organization, job,
and position levels. The HR application uses the schedule you define at the lowest level to determine
the worker's availability.

7. Assign schedules to workers directly if you do not want them to use the default schedules you set up
at higher levels.

8. Set the ‘HR: Schedule Based Absence Calculation’ profile option to Yes if you want the HR
application to use the worker's schedule and calendar events from their primary assignment to
calculate absence durations.

If you do not want the application to use the schedules and calendar events information to
calculate absence duration, then you can create a basic formula to calculate absence duration from
the absence start and end dates.

Set the profile option HR: Absence Duration Auto Overwrite to Yes if you want to automatically
update the absence duration calculation each time you change the absence dates.
9. Verify your schedule and calendar event setup is correct by searching on a person's assignment in the
Review Resource Availability page. The application searches the person's schedules and applicable
calendar events within the dates you specify, and displays the results in a table.

What's Next?

When you complete the calendar event and schedule setup, you can:

• Review a worker's applicable calendar events in the Review Applicable Event page. A worker is applicable
for certain events depending on their work schedule, their geographic location, and the organization
hierarchy to which they belong. If any of these components change, for example, the person transfers to
a new organization, then the calendar events that apply to the new organization are automatically
applicable to the person.

• Find out if a person is available to work within a specific date range by displaying their schedules and
applicable calendar events based on their individual assignment, in the Review Resource Availability page.

Setting Up Calendar Events

Use calendar events to define dates such as public holidays and other important dates such as a
company-wide day off from work. You use organizational and geographical hierarchies to identify the
group of workers to whom you want the calendar event to apply.

The calendar events you set up become applicable to your workforce depending on the type of coverage
you select. The calendar event becomes applicable to the worker if the event covers the country or
organization in which they work. 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.

Depending on the structure of your enterprise and the types of event you want to set up, you can review
and use both types of hierarchy. For example, you can use the geographical hierarchy for all your public
holiday calendar events, and the organizational hierarchy for all the calendar events that are relevant to
your enterprise.

Use the following steps to set up calendar events in your enterprise:

1. Review the organization hierarchy you want to use for your calendar event coverages. For each
calendar event you define, you select either a geographical or organizational hierarchy as the
coverage type.

2. Review the geographic hierarchy and, if required, add the countries you want to use for calendar
events as additional nodes. You can also set up geographic nodes lower than the country level. For
example, if you have a public holiday that applies to people in a particular state, then you can define
the state in your geographic hierarchy.
3. Define the Geo Node Location EIT if you want to identify a different geographical node in the hierarchy
for a location, to override the country you specified at the business group level.
4. Define the Geo Node Assignment EIT if you want to identify a different geographical node for specific
assignments. The assignment EIT is the lowest level you can use to identify a different geographic
node on the geographical hierarchy. The HR application uses the information you defined at the
lowest level to determine if the event is applicable for the worker.

5. Define the calendar events and coverages for your enterprise in the Calendar Event Entry pages.

Note: If you want to define calendar events for a recurring public holiday, such as Christmas Day, then
you can use the same name with different dates. For example, create Christmas Day as a calendar
event from 25-Dec-2006 to 25-Dec-2006 and define another event as Christmas Day from 25-Dec-
2007 to 25-Dec-2007.

6. Run the ‘HR Calendar Coverage Cache Process’ using the Submit Requests window to build the event
repository, which makes them available for other applications to use.

7. Verify that you have set up the calendar events correctly in the Review Calendar Event Coverage page.

Assigning a Schedule to a Worker

You can define schedules and assign them to your business groups, and optionally your HR
organizations, jobs and positions to ensure your workers inherit the appropriate schedule. You can
additionally assign a schedule to a worker directly if you do not want them to use the default schedules
set up at higher levels.

Note: To assign a schedule to a worker, you use the Assign Schedules and Manage Exceptions pages
using the HRMS Manager, Manager Self-Service, or HR Professional responsibilities.

1. Query the worker to whom you want to assign a schedule. If a worker has multiple assignments, then
you can assign schedules to each assignment. However, when the HR application calculates an
absence duration, it uses the schedule information from the worker's primary assignment only.

2. Assign schedules to the worker and select the Publish Schedule option to identify the primary
schedule for the worker, for the specified dates. The HR application publishes the primary schedule
to the Common Application Components (CAC) schedule repository for other applications in the
eBusiness Suite. Applications use the primary schedule to determine the worker's availability.

You can assign multiple schedules with the same category to the worker and select the Publish
Schedule option, as long as the dates do not overlap. You can also assign schedules with different
categories with dates that do overlap.
 Select the Eligible Schedules Only option if you previously defined and assigned eligibility profiles
to your schedules. This is an optional tool to help you restrict the number of schedules the HR
application retrieves, it does not prevent you from overriding the eligibility.

3. Define any assignment-level exceptions. For example, you can define a training day as an exception to
the worker's schedule.

4. Attach any exceptions you previously defined to the worker's schedule. This option enables you to
directly assign an exception or calendar event to the worker's schedule. If you have already defined
exceptions for the schedule, they appear in the Exceptions table.

Example on work schedules with Absence Management

Step1: Create a Schedule Pattern as per your requirements.

Navigation: HRMS Manager  Work Structures  Work Schedules  Maintain Schedules  Schedule
Patterns.

After Creation of Pattern:

Step2: Create a schedule by using above created pattern.

Navigation: HRMS Manager  Work Structures  Work Schedules  Maintain Schedules  Schedule

Step3: Created Exceptions below Schedule Exceptions:

And resource details.

Note: In our example used this as HR Organization level and you can choose as per your requirements.
You can choose assignment, position, job, location and Business Group as well.

Step4: Created Calendar event exception as a public holiday.

Navigation: HRMS Manager  Work Structures  Calendar Events  Events and Coverage  Enter
and Maintain Events.

Let’s create one Calendar event as below.

Coverage details.
Step5: Add the Calendar event exception to our Schedule.

Navigation: HRMS Manager  Work Structures  Work Schedules  Maintain Schedules  Schedule

Query our schedule which was created.

Add Calendar exception:

Click on add by selecting the type, name and category on the above page and then apply.
Step6: Created an Accrual Plan with below setup.

Element definition: Navigation: HRMS Manager  Total Compensation  Basic  Element Description.

Link Definition: Navigation: HRMS Manager  Total Compensation  Basic  Link

Absence type: Navigation: HRMS Manager  Total Compensation  Basic  Absence type.

Accrual Plan: Navigation: HRMS Manager  Total Compensation  Basic  Accrual Plans

Attaching the Accrual Plan to Employee: Navigation: HRMS Manager  People  Enter and Maintain 

Note: Run the ‘HR Calendar Coverage Cache Process’ using the Submit Requests window to build the
event repository, which makes them available for other applications to use.
Now our setup is done and let’s go and test the behavior. Let’s and go and apply a leave to test our
schedule/exception created:

Testing:

Navigation: HRMS Manager  Fastpath Absence

Tried applying a leave from 04-sep-2017 to 5-sep-2017. It should show duration as 1 instead of 2 as
04-sep-2017 is PH US and Canada Labor day. (Which is defined as calendar exception)

Let’s apply a leave again 25-dec-2017 and check the duration:

Let’s apply leave from 22-DEC-2017 to 25-DEC-2017. Here 22nd is Friday (working day), 23rd and 24th
Saturday and Sunday and also 25th is PH (Scheduled exception created in our setup). Duration should be
1 day.