Core HRMS Fundamentals
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Content
Core HR System Administration
Responsibility
User creation
Menu
Functions
Flexfields
Task flows
SIT and EIT
Security
Lookups / Value sets
Core HR Setup Elements
Person Types
Assignment Status
Core HR Fundamentals
Organization Management ( Locations / Organizations / Job / Positions / Grade)
Recruitment
Workforce management ( Hiring - Transfer / Promotion / Terminating )
Performance management ( Competence management / Appraisal )
Training management
Evaluation process
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Introduction
The Technology Changes Everything
Not Just A Technology Change
A New Way Of Doing Business
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System Administration
Responsibility
Menu
Functions
Task flows
Security
HR Profile
Flexfields
Value sets, Values & Look ups
KFF and DFF
SIT and EIT
User Management
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Responsibilities
Introduction
Responsibilities are the primary means of defining security.
Responsibilities cannot be deleted.
A responsibility is linked to Business Group.
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Responsibilities
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Menus
Introduction
A Menu is a hierarchical arrangement of functions and menus of functions (Sub-menus)
Menus control which form functions/ non form functions a user can access. Menus are used
to control WHAT the user can access
Each responsibility has a menu assigned to it.
Creating Menu
1)Enter a Menu name. This will be used internally by Oracle and is not visible to user.
2)Enter User Menu Name. We use this name while attaching menu to a responsibility.
3) Choose a Menu type as per the requirement. Few options available are:
HTML Tab
Home Page
HTML Sub-tab
Data Security
Standard
Tab menus are used in self service applications. E.g. iRecruitment, Learning
Management etc. We define type as Standard for Menus that would be used in
Navigator form. Data Security Menus are used to assign functions to a user which are
not directly visible in Navigator form
Specifying a Menu Type is optional.
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Menus
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Functions
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TaskFlow
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HR Profiles
Security Level
Site Level - Applicable across the instance
Application Level - Applicable across the application
Responsibility Level - Applicable only for that Responsibility
User Level - Applicable only for that Particular user
Typical HR Profiles
HR: Localization in SSHR- YES at the site level
HR: Security Profile-ABC Bank Group at the Responsibility Level
HR: Display Person Search- Yes/No at the user Level ( Only for SSHR)
HR: Display Skills/Competencies- Yes/No at the user Level ( Only for SSHR)
HR: Query Only Mode- Yes/No at the Responsibility/User Level
HR: User Type- HR/Payroll/HR & Payroll
Date Track: Date Security-All/Present/Past/Future
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HR Profiles
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Key Flexfields
A flexfield is a field make up of sub-fields or segments. There are two types of
flexfields.
(i) Key Flexfield (ii) Descriptive flexfield
Key Flexfield: A field that business can use to store information represented as
Codes. It serve as an intelligent primary key, where each segment
contains meaningful information.
Key Flexfield Terms and Concepts
Structure
Segment
Value
Validation (Validate)
Value set
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Key Flexfields
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Key Flexfields Human Resource
There are 8 Key Flexfield Structures, which has been defined before defining
a Business Group in Oracle HRMS (Oracle Human Resources, Oracle Payroll)
Human Resource : Job / Position / Grade / Personal Analysis / Competency
Payroll : People Group / Bank Details / Cost ( Payroll)
The sequence with which to implement each Flexfield is:
Define Flexfield Value Sets
Define Key Flexfield Segments
Define Flexfield Segment Values
Define Key Flexfield Cross-Validation Rules
Define Key Flexfield Aliases
Freeze and Compile Key Flexfield Structure
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Key Flexfields Human Resource
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Descriptive Flexfield
Descriptive flexfields let you satisfy different groups of users without having
to reprogram your application, by letting you provide customizable
expansion space on your forms.
Descriptive Flexfield Terms and Concepts
Structure
Segment
Value
Validation (Validate)
Value set
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Descriptive Flexfield
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Descriptive Flexfield
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Descriptive Flexfield
Following are the various descriptive flexfields defined in Oracle HRMS:
Additional Personal Details
Addl Org. Unit Details
Additional Position Details
Additional Evaluation Details
Additional Vacancy Details
Additional Application Details
Additional Objective Details
Additional Absence Details
Additional Appraisal Details
The context field automatically displays any existing context window prompt for this flexfield. You can
change this prompt by typing a new prompt over the current prompt. Your flexfield displays this
prompt in a flexfield window if you can choose the context-sensitive flexfield structure you want to see
when you enter the flexfield
Enter the name of the reference field from which your flexfield can automatically derive the context
field value. You can select from a list of potential reference fields that have been predefined. E.g.
SYSTEM_PERSON_TYPE , $PROFILES$.PER_BUSINESS_GROUP_ID .
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Information Types SIT / EIT / DFF
Special Information Type
Special Information Types capture Personal Information for an employee
which can range from Passport and Visa Information to assignment details,
training needs etc. The use of the special information can be in different ways.
Extra Information Type
Extra Information Types (EITs) are a type of flexfields that allows you to set up
unlimited amounts of extra information. They are often used to capture
information specific to a location or legislation.
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Special Information Type
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Special Information Type
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Special Information Type
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Extra Information Type
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Extra Information Type
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Extra Information Type
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Lookups
Oracle provides lists of values called Lookups for certain items of information.
Providing lists of valid values for certain items of information has two key advantages:
It ensures that all users use the same terminology, which makes it easier to inquire
and report on the information.
It speeds up data entry because you can enter just enough to identify the value,
and the system completes the entry.
There can be three access levels of the lookup types :
User : You can add codes and you can disable supplied codes.
Extensible : You can add new codes, but you cannot disable supplied codes because
the system uses them.
System : You can neither add codes nor disable supplied codes. You can only change
the meaning or description of supplied codes.
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Lookups
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Value set
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Value set
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User management
Introduction
An application user is an authorized user of Oracle Applications and/or
Oracle Self-Service Applications who is uniquely identified by an application
username.
Control WHAT the user can access using menus, customizations and
taskflows.
Control WHO the user can access using Security profiles.
Is required to enable employees/contact to login in application system.
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User management
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Overview Core HR
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Content
Core HRMS - Fundamentals
HR Processes
Date track
Core HR Setups
Person Types
Assignment Status
Flexfields ( SIT / DFF / EIT)
Core HR Fundamentals
Organization Management
Recruitment
Workforce management
Performance management
Training management
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Overview Core HR
Oracle HRMS lets you configure your own processes for employee hiring,
deployment, development and termination:
Relocations, transfers, or promotions are recorded as datetracked changes to
an assignment
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Integrated Business Processes for HR Management
Hiring &
Recruitment Deployment
Organization
& Resource
Planning Career
Management
HRMS
Payroll
Processing
Compensatio
n
Time & Labor &
Benefits
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Oracle HRMS - The Basic Information Model
With Oracle HRMS you
create an information
Peopl
model to represent Work
e Entries
your Details
own enterprise
People
Work Employment
Pay
People are deployed Work Pay
and compensated
using the model you
setup
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Date Track
All important dynamic information in Oracle HRMS is datetracked, including information about people,
assignments, payrolls, and compensation and benefits.
You can enter datetracked information or make changes to it at any time. 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. You can view a history of every change made to datetracked
information
Record first Change DT End
exists Applied Of Time
STATUS EFFECTIVE_ EFFECTIVE_
PERSON_ID CHANGE START_DATE END_DATE
502 F08/Bachelor 01-JAN-2005 30-JULY-2005
502 F09/Married 30-JULY-2005 31-DEC-4712
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Date Track
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People - Person Types
Use predefined Person Types to
identify people for specific business
processes
Employees, Applicants and Contacts
Define your own person types
Pensioner, Student, Contractor
Restriction by person type
Use with formula validation to control
element entries and values
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Predefined System and User Person Types
User Name System Name Default
Applicant Applicant Yes
Applicant and Ex-Applicant Applicant and Ex- Yes
Applicant
Contact Yes
Contact
External No
External
Employee Yes
Employee and Applicant Employee Yes
Employee and Applicant
Ex-applicant Yes
Ex-employee Ex-applicant Yes
Ex-employee and Applicant Ex-employee Yes
Ex-employee and
Applicant
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Person types
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Assignment Statuses
There are four primary system statuses for employee
assignments:
Active
Suspended
Terminated - further pay processing can occur
Ended - further pay processing may not occur
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Assignment Status
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Work Structures
Locations
Organizations
Job
Work
Position Structures
Grades
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Oracle HRMS Business Model
Work Structures
Work Structures are independent of the people who work in the
enterprise.
They include:
Enterprise and employer structures such as business groups and
legal entities
Work roles for employees such as Jobs and Positions
Grade structures with related pay rates
Payroll Groups with processing calendars
User defined groups such as pension / benefit groups
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Work Structures
A Business Group defines a
complete set of data for
operations and processing
Linked to one legislative
processing area for HR, payroll,
and benefits regulations
Locations define the work sites
for the enterprise
Local or international
Shared across all business
groups or specific to one
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Locations
Define locations for each physical
site where your employees work 1453 Hadda
Street Sanaa,
Define locations for external Yemen 33 Zubari
Street, Sanaa,
organizations such as tax Yemen
authorities and insurance or
benefits carriers
Locations are used in some
150
legislations to determine taxability Hamdan Road,
rules Abu Dhabi
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Locations
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Work Structures - Organizations
Organizations define Sabafon
reporting subgroups
Board of Directors
in one business CEO: Barry Fino
group
Global Corp Global Corp
Companies Europe LA
Departments or MD: President:
Andrea Chenier Luisa Gonzales
Divisions Global Corp
US
Units President:
Mike Tenko
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Work Structures - Organizations
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Work Structures - Organizations
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Work Structures - Organization Hierarchies
Hierarchies show management reporting lines between
organizations
In a hierarchy each organization has one parent reporting
organization
Use different hierarchies to show line of business and geographical
reporting lines
Unlimited number of hierarchies
Copy and manage multiple versions of any hierarchy
Include organizations from different business groups for global
reporting
Use hierarchies to control user access to records
Security Profiles
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Work Structures - Organization Hierarchies
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Work Structures - Jobs and Positions
Jobs and Positions Payroll
Manager
represent two different
types of role that a
person can perform in
any enterprise
Payroll
Oracle HRMS provides Clerk
these two options to
Recruitment
suit the needs of Executive
different enterprises
Training
Faculty
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Work Structures - Jobs
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Work Structures - Positions and Organizations
Use Positions to show
HR Department
specific posts within an
Organization
Typical in Public Sector,
Government, Education,
Health sectors
Typical for large
enterprises to show
management positions
Use Position Control to
manage detail of positions
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Work Structures - Positions
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Work Structures - Position Hierarchies
Use Hierarchies to show management reporting
lines between positions
More detail than Organization Hierarchies
In a hierarchy each position has one parent reporting
position
Unlimited number of hierarchies
Copy and manage multiple versions of any hierarchy
Use hierarchies to control user access to records
Security Profiles
Reports
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Work Structures - Position Hierarchies
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Work Structures - Assignment to Positions
HR Department
Organization
Job
Assignmen Position
t
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Work Structures - Grades
Grades represent relative
levels of management or
seniority within an enterprise Head, HR
May be grouped as
Management,
Administrative, and Technical Manager, HR
Often related to levels of pay Executive, HR
Often related to Job or
Position
Assistant, HR
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Work Structures - Grades
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Work Structures - Grades and Pay
Oracle HRMS supports different ways of showing the
relationship between grades and pay
Direct
Use Grade Rates
Maximum, Minimum, and Mid-point values
Indirect
Use Pay Scales
Progression Points and Values
Grade Steps and increments
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Work Structures - Grades and Pay
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Work Structures - Grade Rates
Each Grade has a value or a range of values
Grade Value Minimum Midpoint Maximum
A.1 25000 20000 30000 40000
A.2 27000 23000 33000 43000
Often used in performance related pay processes
Salary Administration
Units may be money, hours, numbers
Comp-ratio calculations
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Recruitment
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Recruitment
Requisition and vacancy
Recruitment Activity
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Applicant Entry
Interview Data Entry
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Mass Applicant Entry
Offer Data Entry
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Hiring Process
This Unit concentrates on the hiring process once a successful applicant has been chosen
Hiring an Applicant
When you have made a job offer to an applicant and they have accepted , you update the applicant
assignment status to Accepted.
You change the effective date to the date that you plan to hire the applicant and change the person type
to Employee in the Person window.
If you enter a new person as an employee, they are automatically hired as of the effective date.
Hiring an Internal Applicant
It is possible to have internal applicants for jobs
An internal applicant is given the Person Type of Employee and Applicant
If an internal candidate is hired then you need to change the Person Type for them back from Employee
and Applicant to Employee. This action generates prompts enabling you to update the Primary
assignment to reflect the new job
The Person Type would also be changed back to Employee if the applicant had been unsuccessful and
had no more outstanding applications
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Hiring Process
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Rehiring an Ex-Employee
If your new hire is an ex-employee then set your effective date to the new hire date and query the
ex-employee in the People window.
Select Employee in the Type field.
The Hire Date field displays the effective date.
This begins a new period of service.
The Ex-Employee will be given a new Employee Assignment.
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Identifying Employees
Oracle HRMS uses a unique identifier, known as an Employee Number, to identify
every employee in your Business Group.
1004 1005
1003 1006
1002 1007
1008
1001
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People - Personal Information
People
Enter and maintain information on any person associated with your
enterprise
Current and Ex-employees
Applicants
Contacts, including dependents and beneficiaries
Person Information
Lots of predefined information with Oracle HRMS
Demographics, Address, Skills, Qualifications
Add your own additional types of information
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People - Personal Information
Creating Employee - Introduction
Creation of employees in oracle Application happens when we migrate from legacy
system to oracle application system or When a new employee joins the organization
Migration of data from legacy system in oracle application system is generally done with
use of Interfaces (using standard oracle defined APIs)
Navigation : HRMS Responsibility > People > Enter and Maintain
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People - Personal Information
HRMS Responsibility > People > Enter and Maintain - People
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People - Personal Information
Entering Personal Information for a New Person
When you enter a new person as a type of employee the system automatically creates a
period of service and a default assignment to the Business Group:
Effective start date is the hire date
This is known as the primary assignment
Assignment ID is the same as Person ID
Use the Assignment window to update the default assignment with the correct
information:
Such as Organization, Job, Grade, Location.
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Assignment Information
Changing Assignment Information
When an employee is promoted, transferred, or moves from full-time to part-time
working, you change details of the primary assignment:
Use datetrack to maintain a history of these changes
Use Datetrack History to review all changes to the assignment.
When a person terminates employment use the Terminate window to end all
information for the person:
Terminate person, assignment and compensation information.
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Assignment Information
Multiple Assignments for an Employee
If you have employees who work in more than one job, with separate compensation,
you may want to use multiple assignments.
Use the assignment window to enter and maintain any number of assignments for an
employee:
Use the New Record button to create each new assignment
Secondary assignments have a suffix added to the ID number
Enter associated compensation and benefits for each new assignment
The Primary checkbox is automatically unchecked.
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Assignment Information
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Assignment Information
Changing a Secondary Assignment into the Primary Assignment
When you manage employees with multiple assignments you may find
situations where a secondary assignment may need to be elevated to a
primary assignment:
For example. The employee is seconded to another job for a
temporary period but is then promoted to that job.
With Oracle HRMS you have a choice in the way you can show this type
of change.
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Absence Management
Absence types,
Absence Categories
Absence accrual plans
Define and Link an Absence element
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Absence Management
Components
Absence Family Leave
Category:
Paid Maternity/ Dependent
Absence Types: Paternity Care
Birth of a child
Absence Adoption
Reasons: Child care
Disabled Care
..
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Absence Management
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Performance Management
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Performance Management
Rating scale
Competency definition
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Performance Management
Competency Type
Competency Profile
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Performance Management
Employee review
Performance rating
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Training Management
Training Events
Employee trainings
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Terminating Employee
Introduction
Employee termination screen is used when an employee is leaving your organization or agency.
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Questions
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IMPLEMENTATION TEAM
Project Manager
Project Lead
Data Base Administrator
Functional Consultant
Technical Consultant
Techno-Functional Consultants
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ORACLE APPLICATION - SERVICES
Product Evaluation
Implementation
Version Upgrades
Training
Re-implementation
Support & Maintenance
Testing
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