Upload
sameer-kulkarni
View
215
Download
0
Embed Size (px)
Citation preview
7/31/2019 115hrfukug Hrms Setup
1/297
Using OracleR
HRMS The
Fundamentals (UK)RELEASE 11i
VOLUME 1
Janu ary 2000
7/31/2019 115hrfukug Hrms Setup
2/297
Using OracleR HRMS The Fun damentals (UK) Release 11i
The par t nu mber for this book is A7328901.
The par t nu mber for this set is A7715201.
Copyright E 1996, 2000 Oracle Corporation . All rights reserved.
Major Contribu tors: Louise Raffo, Julia Margetson, Rebecca Peters, John Woodw ard ,And rew Moran, Juliette Fleming, Michael OShea, Mark Rowe, Mark Swaine.
Contr ibutor s: Kevin Kelley, Michael Laverty, Keith Ekiss, Char les Hud son, Janet
McCandless, Martin Bocutt.
The Programs (which include both the software and d ocumentation) contain proprietary
information of Oracle Corporation; they are provided u nd er a license agreement
containing restrictions on use an d d isclosure and are also protected by copyright, patent
and oth er intellectual and indu strial property laws. Reverse engineering, disassembly or
decomp ilation of the Progra ms, except to th e extent required to obtain interoperability
with other indepen dently created software or as sp ecified by law, is prohibited.
Program Documentation is licensed for use solely to supp ort the dep loyment of the
Programs and not for any other purp ose.
The information contained in this docum ent is subject to change w ithout notice. If you
find any problems in the docum entation, please report them to u s in writing. Oracle
Corporation d oes not warran t that this document is error free. Except as may be expressly
perm itted in your license agreement for these Programs, no par t of these Programs may be
reprod uced or tran smitted in any form or by any m eans, electronic or mechanical, for any
pu rpose, without the express written perm ission of Oracle Corporation.
If the Programs are d elivered to the US Governm ent or any one licensing or using th e
Program s on behalf of the US governm ent, the following notice is applicable:
RESTRICTED RIGHTS LEGEND
Program s delivered su bject to the DOD FAR Sup plement are commercial comp uter
software and u se, du plication and d isclosure of the Programs including docum entation,shall be subject to the licensing restrictions set forth in the applicable Oracle license
agreement. Otherw ise, Program s delivered subject to the Federal Acquisition Regulations
are restricted compu ter software and u se, du plication and d isclosure of the Programsshall be sub ject to th e restr ictions in FAR 52.22719, Comm ercial Comp uter Software Restricted Rights (Jun e 1987). Oracle Corp oration , 500 Oracle Park way, Redw ood City,
CA 94065.
The Programs are n ot intended for use in any n uclear, aviation, mass tran sit, med ical, or
other inherently dan gerous app lications. It shall be licensees responsibility to take all
appropriate failsafe, backup redund ancy and other measures to ensure the safe use of
such app lications if the Program s are used for such p urp oses, and Oracle disclaims
liability for any dam ages caused by such use of the Programs.
Oracle is a registered trademark, and, Oracle Alert, Oracle Financials, SQL*Forms,
SQL*Plus, SQL*Report, Or acle App lication Object Library, and Oracle Business Man ager
are trademar ks or registered trad emarks of Oracle Corporation. Other nam es may be
tradem arks of their respective own ers.
7/31/2019 115hrfukug Hrms Setup
3/297
iContents
Contents
Preface Preface v. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Audience for This Guide vi. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How To Use This Guide vi. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Find ing Out Whats New vii. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other Information Sources vii. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Do N ot Use Database Tools to Mod ify Oracle Ap plicationsData xiv. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About Oracle xiv. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Your Feedback xv. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 1 Introduction to Oracle HRMS 1 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Introduction Overview 1 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Human Resource Model 1 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Shared Information in Oracle HRMS 1 12. . . . . . . . . . . . . . . . . . . .
H ow to Use You r Docu mentation and Online H elp 1 15. . . . . . .
Multilingual Oracle HRMS 1 22. . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Change Over Time 1 24. . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Your Effective Date 1 29. . . . . . . . . . . . . . . . . . . . . . . . . . . .Removing an End Date 1 30. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
View ing the H istory of Datetracked Inform ation 1 31. . . . . . . . . .
Chapter 2 Organization Management 2 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Organization Management Overview 2 3. . . . . . . . . . . . . . . . . . . . . . .
Locations 2 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7/31/2019 115hrfukug Hrms Setup
4/297
ii Using Oracle HRMS The Fund amentals (UK)
Representing Em ployers Using Bu siness Grou ps 2 6. . . . . . . . .
Single and Multiple Business Groups 2 7. . . . . . . . . . . . . . . . . . .
Defau lts for the Business Group 2 8. . . . . . . . . . . . . . . . . . . . . . . .
Representing Organizations 2 9. . . . . . . . . . . . . . . . . . . . . . . . . . .
Classifications an d Ad ditional In form ation Typ es 2 11. . . . . . . . .Levels of Internal Organizations 2 12. . . . . . . . . . . . . . . . . . . . . . . .
Organization Hierarchies 2 14. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up and Creating Organizations 2 16. . . . . . . . . . . . . . . . . .
Setting Up Locations 2 17. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adapting and Creating a New Business Group 2 19. . . . . . . . . . .
Find ing an Organization 2 21. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating an Organization 2 22. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Organization Classifications 2 24. . . . . . . . . . . . . . . . . . .
Entering Additional Information 2 26. . . . . . . . . . . . . . . . . . . . . . .
Entering Business Group Information 2 28. . . . . . . . . . . . . . . . . . .
Bu sin ess Grou ps: Enterin g Bu dget Valu e Defau lts 2 29. . . . . . . .
Business Groups and HR Organizations: Entering WorkDay Defaults 2 30. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Bu sin ess Grou ps: En terin g Sickn ess Con trol Ru les 2 31. . . . . . . .
Business Groups: Entering Tax Details 2 32. . . . . . . . . . . . . . . . . .H R Organizations: Entering Costing Inform ation 2 33. . . . . . . . .
H R Organ izations: En terin g Paren t Organization s 2 34. . . . . . . .
Creating Organization Hierarchies 2 35. . . . . . . . . . . . . . . . . . . . . .
Changing Organization Hierarchies 2 37. . . . . . . . . . . . . . . . . . . . .
Deleting Organization Hierarchies 2 38. . . . . . . . . . . . . . . . . . . . . .
Removing and Deleting Organizations 2 39. . . . . . . . . . . . . . . . . .
Running the Organization Hierarchy Report 2 40. . . . . . . . . . . . .
Chapter 3 Enterprise Modeling 3 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Enterprise Modeling Overview 3 4. . . . . . . . . . . . . . . . . . . . . . . . . . . .
Jobs and Positions 3 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Position Hierarchies 3 8. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Job and Position Names 3 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Jobs and Position Evaluation 3 11. . . . . . . . . . . . . . . . . . . . . . . . . . .Business Group Reorganization 3 12. . . . . . . . . . . . . . . . . . . . . . . .
Grades and Grade Structures 3 14. . . . . . . . . . . . . . . . . . . . . . . . . .
Grad e Relation sh ip s to Com p en sation an d Ben efits 3 16. . . . . . .
Grade Rates to Relate Pay to Grades 3 18. . . . . . . . . . . . . . . . . . . .
Pay Scales to Relate Pay to Grades 3 20. . . . . . . . . . . . . . . . . . . . . .
Position Hiring Status 3 22. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Position Extra Information Types 3 24. . . . . . . . . . . . . . . . . . . . . . .
7/31/2019 115hrfukug Hrms Setup
5/297
iiiContents
Project Based Enterprises Example 3 25. . . . . . . . . . . . . . . . . . . . . .
Rule Based Enterprises Example 3 30. . . . . . . . . . . . . . . . . . . . . . .
Hybrid Enterprise Structures Example 3 34. . . . . . . . . . . . . . . . . .
Contract Staff and O ther Non Stand ard Assignm entsExample 3 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining a Job 3 37. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining a Position 3 39. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Additional Information About Jobs and Positions 3 45
Changing a Job or Positions End Date 3 47. . . . . . . . . . . . . . . . . .
Creating an Evaluation System 3 48. . . . . . . . . . . . . . . . . . . . . . . . .
Entering Evaluation Information 3 49. . . . . . . . . . . . . . . . . . . . . . .
Entering Valid Grades for Jobs or Positions 3 50. . . . . . . . . . . . . .
Entering Job and Position Requirements 3 51. . . . . . . . . . . . . . . . .Entering Work Choices for a Job or Position 3 52. . . . . . . . . . . . . .
Defining Position Hiring Statuses 3 53. . . . . . . . . . . . . . . . . . . . . . .
Changing a Position 3 54. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Record ing Proposed Layoff for a Position 3 55. . . . . . . . . . . . . . . .
Viewing Position Occupancy 3 56. . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating and Maintaining Position Hierarchies 3 57. . . . . . . . . . .
Creating a Position Hierarchy 3 58. . . . . . . . . . . . . . . . . . . . . . . . . .Creating a N ew Version of a Position Hierarchy 3 59. . . . . . . . . .
Copying an Existing Hierarchy 3 60. . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a Position Hierarchy 3 61. . . . . . . . . . . . . . . . . . . . . . . . . .
Changing a Position Hierarchy 3 62. . . . . . . . . . . . . . . . . . . . . . . . .
Running the Position Hierarchy Report 3 63. . . . . . . . . . . . . . . . .
Reorganize your Business Group 3 64. . . . . . . . . . . . . . . . . . . . . . .
Describing Your Mass Move 3 65. . . . . . . . . . . . . . . . . . . . . . . . . . .
Identifying Your Source Positions 3 66. . . . . . . . . . . . . . . . . . . . . .
Identifying Your Target Positions 3 67. . . . . . . . . . . . . . . . . . . . . . .
Verifying the Transfer of Assignm ents for Each SourcePosition 3 68. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Verifying or Add ing Valid Grades for Each Target Position 3 70.
Executing the Mass Move 3 71. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reviewing the Mass Move 3 72. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reexecuting a Mass Move 3 73. . . . . . . . . . . . . . . . . . . . . . . . . . . .Defining a Grade 3 74. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Grades 3 75. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining a Grade Rate 3 76. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing Grade Comparatios 3 77. . . . . . . . . . . . . . . . . . . . . . . . . . .
Relating Pay to Grades Using Pay Scales 3 78. . . . . . . . . . . . . . . .
Defining a Pay Scale 3 79. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining Scale Rates 3 81. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7/31/2019 115hrfukug Hrms Setup
6/297
iv Using Oracle HRMS The Fund amentals (UK)
Relating Grades to Progression Points 3 82. . . . . . . . . . . . . . . . . . .
Placing an Employee on a Grade Step 3 83. . . . . . . . . . . . . . . . . . .
Incrementing Grade Step Placements 3 84. . . . . . . . . . . . . . . . . . .
Running the Cur rent and Projected Progression Point ValuesReport 3 85. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Em ployee Increm ent Results Rep ort 3 86. . . . . . . . .
Entering a Collective Agreement 3 87. . . . . . . . . . . . . . . . . . . . . . .
Chapter 4 Payroll Definition 4 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Payroll Definition Overview 4 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other Employee Groups 4 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining a Payment Method 4 8. . . . . . . . . . . . . . . . . . . . . . . . . . .Defining a Payroll 4 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Payrolls 4 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 5 Cost Analysis 5 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Cost Analysis Overview 5 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Labor Costs in Oracle HRMS 5 4. . . . . . . . . . . . . . . . . . . . . . . . . . .
The Cost Allocation Key Flexfield 5 5. . . . . . . . . . . . . . . . . . . . . .
Setup of the Cost Allocation Key Flexfield 5 7. . . . . . . . . . . . . . .
Data Costed at the Payroll Level 5 9. . . . . . . . . . . . . . . . . . . . . . . .
Data Costed at the Element Link Level 5 10. . . . . . . . . . . . . . . . . .
Data Costed at the Organization and Assignment Levels 5 12. .
Data Costed at the Element Entry Level 5 13. . . . . . . . . . . . . . . . .
The Oracle HRMS Cost Allocation Key Flexfield Examp le 5 14.
Labor Cost Allocation Example 5 16. . . . . . . . . . . . . . . . . . . . . . . .Employer Charge Distribu tion Example 5 18. . . . . . . . . . . . . . . . .
Running the Costing Process 5 20. . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Cost Breakdown Report 5 21. . . . . . . . . . . . . . . . . . .
Mapping Cost Allocation to the Accounting Flexfield 5 22. . . . .
Running the Transfer to GL Process 5 23. . . . . . . . . . . . . . . . . . . . .
Appendix A Windows and Reports A 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Windows and their Navigation Paths A 2. . . . . . . . . . . . . . . . . . . . . . .
Reports and Processes in Oracle HRMS A 51. . . . . . . . . . . . . . . . . . . . .
Glossary
Index
7/31/2019 115hrfukug Hrms Setup
7/297
vPreface
Preface
7/31/2019 115hrfukug Hrms Setup
8/297
v i Usin g O ra cle HRMS Th e Fu nd am en ta ls (UK)
Audience for This Guide
Welcom e to Release 11i of the Using Oracle HRMS The Fund amentals
user guide.
This guid e assumes you have a working know ledge of the following: The principles and customary practices of your business area.
OracleR HRMS
If you have never used O racle HRMS, we suggest you attend one
or m ore of the Oracle HRMS training classes available through
Oracle University.
The Oracle App lications grap hical user interface.To learn m ore about the Oracle App lications grap hical user
interface, read the Oracle Applications User Guide.
See Other Information Sources for more information abou t Oracle
Applications product information.
How To Use This Guide
This guide contains the information you need to u nd erstand and use
Oracle HRMS.
This preface explains how this user gu ide is organized an d introd uces
other sources of information that can help you. This guid e contains the
following chap ters:
Chap ter 1 introd uces the major features of Oracle HRMS. It also
describes the hu man resource mod el, how information is shared
in Oracle HRMS and how to manage Oracle HRMS in d ifferent
languages. It also describes how to use you r docum entation and
online help.
Chap ter 2 explains how you rep resent all the different
organizations that make u p your enterprise.
Chap ter 3 explains how you can custom ize Oracle HRMS so that
it accurately reflects the organizations of work an d m anagem ents
of peop le with the enterp rise. It explains how you can m odel the
jobs, positions and grad es to reflect the structu res and cu ltu res
within your enterprise.
7/31/2019 115hrfukug Hrms Setup
9/297
viiPreface
Chap ter 4 explains how you d efine payrolls. You d efine as m any
pay rolls as you requ ire to meet the pay policies of your
enterprise.
Chap ter 5 explains how you can enter labor costs associated w ith
your emp loyees. Using Oracle Payroll, you can automaticallyaccum ulate these costs.
Append ix A lists the default nav igation paths for all the
window s and reports in Oracle HRMS for the UK, as they are
supplied.
Note: HRMS Implementation Steps are includ ed inImplementing Oracle HRMS, rather than in this User Guide.
Finding Out Whats N ew
From the H TML help w indow for Oracle HRMS, choose the section
that d escribes new features or w hats new from th e expand able menu.
This section d escribes:
New features in 11i. This information is upd ated for each newrelease of Oracle HRMS.
Information about any features that w ere not yet available when
this user guide was p rinted. For example, if your system
administrator has installed software from a mini pack as an
up grade, this document d escribes the new features.
Other Information Sources
You can choose from m any sources of information, including online
docum entation, training, and sup port services, to increase your
knowledge and und erstanding of Oracle HRMS.
If this guid e refers you to other Oracle Applications d ocumen tation,
use only the Release 11i versions of those guides u nless we specifyotherwise.
Online D ocumentation
All Oracle Applications d ocumen tation is available online (HTML and
PDF). The technical reference guides are available in p aper format
7/31/2019 115hrfukug Hrms Setup
10/297
viii Using Oracle HRMS The Fundamentals (UK)
only. Note that the HTML docum entation is translated into over
twenty languages.
The HTML version of this guid e is optimized for onscreen reading, and
you can use it to follow hyp ertext links for easy access to other H TML
guid es in the library. When you have an HTML wind ow open, you canuse the features on the left side of the wind ow to navigate freely
throughou t all Oracle App lications documentation.
You can u se the Search feature to search by w ords or ph rases.
You can u se the expand able menu to search for topics in the
menu structure we provide. The Library option on the menu
expand s to show all Oracle App lications HTML docum entation.
You can view H TML help in the following ways:
From an app lication w indow, use the help icon or the help men u
to open a new Web browser and d isplay help about that w indow.
Use the d ocum entation CD.
Use a URL provided by you r system administrator.
Your H TML help m ay contain information that w as not available when
this guide was printed.
Related User Guides
Oracle HRMS shares business and setup information w ith other Oracle
App lications produ cts. Therefore, you m ay wan t to refer to other user
guides wh en you set up and use Oracle HRMS.
You can read the gu ides online by choosing Library from theexpand able menu on your H TML help w indow, by reading from th e
Oracle App lications Docum ent Library CD, or by using a Web brow ser
with a URL that your system adm inistrator provides.
If you requ ire printed guid es, you can pu rchase them from the Oracle
store at http:/ / oraclestore.oracle.com
User Guides Related to All Products
Oracle Applications User Guide
This guide explains how to navigate the system, enter data, and query
information, and introdu ces other basic features of the GUI available
with this release of Oracle HRMS (and any oth er Oracle App lications
product).
7/31/2019 115hrfukug Hrms Setup
11/297
ixPreface
You can also access this u ser gu ide on line by choosing Getting Started
and Using Oracle App lications from the Oracle App lications help
system.
Oracle Alert User Guide
Use this guide to define period ic and event alerts that monitor the
status of your Oracle App lications d ata.
Oracle Applications Implementation Wizard User Guide
If you are imp lementing more than one Oracle prod uct, you can u se the
Oracle App lications Imp lementation Wizard to coordinate your setup
activities. This guid e describes how to use the wizard .
Oracle Applications Developers Guide
This guide contains the coding stan dard s followed by the Oracle
App lications developm ent staff. It describes the Oracle App lication
Object Library components need ed to imp lement the Oracle
App lications user interface described in th e Oracle Applications User
Interface Standards. It also provides information to help you bu ild your
custom Developer/ 2000 forms so that they integrate w ith Oracle
Applications.
Oracle Applications User Interface Standards
This guide contains the u ser interface (UI) standard s followed by the
Oracle Applications developmen t staff. It describes the UI for the
Oracle App lications produ cts and how to app ly this UI to the design of
an ap plication bu ilt by using Oracle Forms.
User Guides Related to This Product
Managing People Using Oracle HRMS
Use this guide to find ou t about u sing employee management,
recruitment activities, career man agemen t, and bud geting.
Running Your Payroll Using Oracle HRMS
This user gu ide provid es information abou t wage attachments, taxes
and social insurance, the payroll run, and oth er processes.
7/31/2019 115hrfukug Hrms Setup
12/297
x Usin g O ra cle H RMS Th e Fu nd am en ta ls (UK)
Managing Compensation and Benefi ts Using Oracle HRMS
Use this guide to learn about comp ensation setup, entry an d analysis,
setting up basic, stand ard an d ad vanced benefits, salary
adm inistration, and absence m anagement an d PTO accruals.
Customizing, Reporting and System Administration in Oracle HRMS
This guid e provides information about extend ing and customizing
Oracle HRMS, managing secur ity, aud iting, information access, and
letter generation.
Implementing Oracle HRMS
This user gu ide explains the setup p rocedures you need to d o in order
to successfully imp lement Oracle HRMS in your enterp rise.
Implementing Oracle Sel fService Human Resources (SSHR)
This guide p rovides information abou t setting up the selfservice
hum an resources management functions for man agers and employees.
Managers and employees can then use an intranet and Web browser tohave easy and intuitive access to persona l and career man agemen t
functionality
Using Oracle FastFormula
This guid e provides information about wr iting, editing, and u sing
formulas to custom ize your system. Oracle FastFormu la provid es a
simple way to w rite formu las using English w ords and basicmathematical functions. For examp le, Oracle FastFormula enables you
to specify elements in p ayroll runs or create rules for PTO and accrua l
plans.
Using Oracle Training Administration (OTA)
This guide p rovides information about how to set up and use Oracle
Training Ad ministration to facilitate your training and certificationbusiness.
Using Oracle SSP/SMP
This guide provides information about setting u p and using Oracle
SSP/ SMP to meet your statutory sick pay and statutory maternity pay
obligations.
7/31/2019 115hrfukug Hrms Setup
13/297
xiPreface
Using Application Data Exchange and Hierarchy Diagrammers
This guid e provides information about u sing App lication Data
Exchange to view HRMS data with d esktop tools, and up load revised
da ta to your ap plication. This guid e also provides information about
using Hierarchy Diagrammers to view hierarchy d iagrams fororganizations and positions.
Oracle Business Intell igence System Implementation Guide
This guide provid es information abou t implementing Oracle Business
Intelligence (BIS) in you r env ironm ent.
BIS 11i User Guide Online Help
This guide is provided as on line help on ly from th e BIS app lication an d
includ es information abou t intelligence reports, Discoverer w orkbooks,
and the Performance Management Framework.
Using Oracle Time Management
This guide provides information about capturing w ork patterns such asshift hou rs so that this information can be used by other app lications
such as General Ledger.
Oracle Applications Flexfields Guide
This guide p rovides flexfields p lanning, setup , and reference
information for the Oracle HRMS imp lementation team , as well as for
users resp onsible for the ongoing maintenance of Oracle App licationsprod uct data. This guid e also provides information on creating custom
reports on flexfields da ta.
Installation and System Administration Guides
Oracle Applications Concepts
This guide provid es an introdu ction to the concepts, features,
technology stack, architecture, and terminology for Oracle App lications
Release 11i. It provides a u seful first book to read before an installation
of Oracle Applications. This guide also introd uces the concepts behind ,
and ma jor issues, for Ap plicationswide features such as Business
Intelligence (BIS), langu ages and character sets, and selfservice
applications.
7/31/2019 115hrfukug Hrms Setup
14/297
xii Using Oracle HRMS The Fundamen ta ls (UK)
Installing Oracle Applications
This guide p rovides instructions for manag ing the installation of Oracle
Applications prod ucts. In Release 11i, much of the installation p rocess
is hand led using Oracle OneHou r Install, which minimizes the time it
takes to install Oracle Applications and the Oracle 8i Server technologystack by autom ating many of the required steps. This guid e contains
instructions for using Oracle OneHour Install and lists the tasks you
need to perform to finish your installation. You shou ld use this guid e
in conjunction with individual p roduct u ser guides and
implementation guides.
Upgrading Oracle Applications
Refer to this guide if you are up grad ing your Oracle App lications
Release 10.7 or Release 11.0 products to Release 11i. This guide
describes the up grade p rocess in general and lists database upgrad e
and prod uctspecific upgrade tasks. You m ust be at either Release 10.7
(NCA, SmartClient, or character mod e) or Release 11.0 to upgrade to
Release 11i. You cann ot upgrad e to Release 11i directly from releases
pr ior to 10.7.
Using the AD Utilities
Use this guide to help you run the various AD u tilities, such as
AutoInstall, AutoPa tch, AD Ad ministration, AD Controller, Relink,
and others. It contains howto steps, screenshots, and other
information that you need to run th e AD utilities.
Oracle Applications Product Update N otes
Use this guid e as a reference if you a re responsible for up grad ing an
installation of Oracle App lications. It provides a history of the changes
to ind ividua l Oracle App lications p rodu cts between Release 11.0 and
Release 11i. It includes new features and enhancements and changes
made to d atabase objects, profile options, and seed da ta for this
interval.
Oracle Applications System Administrators Guide
This guide provid es planning an d reference information for the Oracle
App lications System Ad ministrator. It contains information on how to
define security, customize menus and online help, and man age
processing.
7/31/2019 115hrfukug Hrms Setup
15/297
xiiiPreface
Oracle HRMS Applications Technical Reference Guide
This reference guide contains database diagram s and a detailed
description of database tables, forms, reports, and program s for Oracle
HRMS, includ ing Oracle HRMS and related ap plications. This
information helps you convert d ata from your existing ap plications,integrate Oracle HRMS with nonOracle applications, and w rite
custom rep orts for Oracle HRMS.
You can ord er a technical reference guide for any p rodu ct you have
licensed . Technical reference guides are available in pap er form at only.
Oracle Workflow Guide
This guide explains how to d efine new workflow bu siness processes aswell as customize existing Oracle Applicationsembedd ed w orkflow
processes. You also use this guide to complete the setup steps
necessary for any Oracle App lications p rodu ct that includes
workflowenabled p rocesses.
Training and Support
Training
We offer a complete set of training courses to help you and your staff
master Oracle App lications. We can help you d evelop a training plan
that p rovides thorough training for both your project team and your
end u sers. We will work with you to organize courses approp riate to
your job or area of responsibility.
Training p rofessionals can show you how to p lan your tra ining
throughout the imp lementation process so that the right amoun t of
information is delivered to key people wh en they need it the most. You
can attend courses at any one of our many Edu cational Centers, or you
can arrange for our t rainers to teach at you r facility. We also offer Net
classes, where training is delivered over the Internet, and many
mu ltimediabased courses on CD. In add ition, we can tailor stand ard
courses or d evelop custom courses to m eet your needs.
Support
From onsite sup port to central sup port, our team of experienced
professionals provides the help and information you n eed to keep
Oracle HRMS working for you. This team includ es your Technical
Representative, Account Manager, and Oracles large staff of
consultants and su pp ort specialists with expertise in your bu siness
7/31/2019 115hrfukug Hrms Setup
16/297
xiv Using Oracle HRMS The Fundamentals (UK)
area, managing an Oracleserver, and your hardw are and software
environment.
Do Not Use Database Tools to Modify Oracle Applications Data
We STRONGLY RECOMMEND that you never use SQL*Plus, Oracle
Data Brow ser, database triggers, or any ot her tool t o modify Oracle
Appl icat ions t ables , unless w e tell you t o do so in our guides .
Oracle provides p owerful tools you can use to create, store, change,
retrieve, and maintain information in an Oracle database. But if you
use O racle tools such as SQL*Plus to mod ify Oracle Ap plications d ata,
you risk destroying the integrity of your d ata and you lose the ability to
aud it changes to your d ata.
Because Oracle App lications tables are interrelated, any change you
make u sing an Oracle Applications form can u pd ate many tables at
once. But w hen you mod ify Oracle Applications data using anyth ing
other than Oracle Applications forms, you might change a row in one
table without making correspond ing changes in related tables. If your
tables get out of synchronization w ith each other, you risk retrievingerroneous information and you risk unp redictable results throughout
Oracle Applications.
When you use Oracle App lications forms to mod ify your d ata, Oracle
App lications autom atically checks that your changes are valid. Oracle
App lications also keeps track of who changes information. But, if you
enter information into database tables using database tools, you m ay
store invalid information. You also lose the ability to track wh o haschanged your information because SQL*Plus and other d atabase tools
do n ot keep a record of changes.
About Oracle
Oracle Corpora tion develops and m arkets an integrated line ofsoftware products for database management, applications
developm ent, decision support an d office autom ation, as well as Oracle
App lications. Oracle Applications p rovides the Ebusiness Suite, a
fully integrated suite of more than 70 software mod ules for financial
managem ent, Internet procuremen t, business intelligence, sup ply chain
managem ent, man ufacturing, project systems, hu man resources and
sales and service managem ent.
7/31/2019 115hrfukug Hrms Setup
17/297
xvPreface
Oracle produ cts are available for mainframes, minicomp uters, personal
computers, network computers, and personal digital assistants,
enabling organizations to integrate d ifferent comp uters, d ifferent
operating system s, different netw orks, and even d ifferent da tabase
man agemen t systems, into a single, un ified compu ting and information
resource.
Oracle is the w orlds leading su pp lier of software for information
man agemen t, and the worlds second largest software comp any.
Oracle offers its database, tools, and app lication p rodu cts, along w ith
related consulting, education and sup port serv ices, in over 145
countries around the world.
Your Feedback
Thank you for using Oracle HRMS and this user guid e.
We value your comm ents and feedback. This guid e contains a
Reader s Comment Form you can use to explain what you like or
dislike about Oracle HRMS or this user guide. Mail your comm ents to
the following address or call us d irectly at (650) 5067000.
Oracle App lications Docum entation Manager
Oracle Corporation
500 Oracle Parkway
Redw ood Shores, CA 94065
U.S.A.
Or, send electronic mail to [email protected] .com.
7/31/2019 115hrfukug Hrms Setup
18/297
xvi Using Oracle HRMS The Fundamentals (UK)
7/31/2019 115hrfukug Hrms Setup
19/297
C H A P T E R
1
1 1Introduction to Oracle HRMS
Introduction to Oracle
HRMS
7/31/2019 115hrfukug Hrms Setup
20/297
1 2 Using Oracle HRMS The Fundamentals (UK)
Introduction to Oracle HRMS
Oracle Hum an Resource Management Systems (HRMS) enables you to
achieve a well managed h um an resource system, turning H R
managem ent into a strategic advantage.
What is Human Resource Management?
Today, the most successful enterprises continuously review an d im prove
their business functions, searching for new w ays to streamline processes
to make them more effective and to use them to gain comp etitive
advantage. Hum an Resource Managemen t is responsible for add ressing
the workforce aspect of this continuous imp rovemen t.
How has the role of Human Resource Management changed?
Hu man resource management w as originally an adm inistrative and
welfare role within an enterp rise. This often included recruitm ent and
recordkeeping functions.
This role was prim arily reactive in nature. Hu man Resources responded
to the needs of both managers and employees, but did not anticipate
them.
In the last few decades, human resource management h as evolved an d
assumed a moreproactive role, from autom ated p rocessing, to the
provision of a new level of strategic value.
Why is Human Resource Management important?
The people within your enterprise produ ce the goods and provide theservices that fuel your enterp rise. At the same time, the hum an cost is
often the biggest cost a company incurs. Well managed hu man resources
directly improve your enterp rise and contribute to a comp etitive
advantage.
If your enterp rise has strategic, value added hu man resource
managem ent you will hire, motivate and retain th e most capable
workforce. You will have th e ability to engage employees and linemanagers d irectly in m anaging th eir skills and careers to your
enterp rises advan tage. Furtherm ore, you w ill have accura te, up toda te
workforce information for managers and executives.
What applications comprise the Oracle HRMS family suite?
Oracle HRMS consists of the following ap plications. These are all
separate p rodu cts powerfully integrated into one application family.
7/31/2019 115hrfukug Hrms Setup
21/297
1 3Introduction to Oracle HRMS
Oracle Hum an Resources
Oracle Payroll
Oracle Ad vanced Benefits
Oracle SelfService Hu man Resources (SSHR)
When the term HRMS is used , it refers to this integrated set of
applications.
Applications Related to the Oracle HRMS family sui te
There are other ap plications related to the O racle HRMS family suite:
Oracle Training Adm inistration
Application Data Exchange and H ierarchy Diagramm ers
Statu tory Sick Pay and Statutory Matern ity Pay (UK only)
Oracle Time Management
Oracle Business Intelligence System
Individu al user guides p rovide information on these other produ cts.
What is Oracle Human Resources?
Oracle Hu man Resources (HR) is a proactive managem ent solution that
helps control costs wh ile developing and sup porting an effective
workforce. Among the m any features of Oracle HR is the ability to:
Manage the entire recruitment cycle
Design organizational mod els that match current and future
business stra tegies and objectives
Perform position m anagement by defining and recording
required skills, comp etencies, experience and qua lifications for
positions, jobs and organizations
Perform career managemen t functions relating to the d efinition of
competencies, assessments, suitability m atching, graphical
ranking and succession p lanning
Administer and maintain benefits plans, coverage levels and
contribution allocations
Manage salary proposals and app rove these by comp onent
Use spread sheets to export comp ensation and benefit details for
comparison with external survey figures
Oracle Hum an Resources provid es the shortest route to fast, smar t
hum an resource managem ent.
7/31/2019 115hrfukug Hrms Setup
22/297
1 4 Using Oracle HRMS The Fundamentals (UK)
What is Oracle Payroll?
Oracle Payroll is a highperformance, rule based payroll managem ent
system designed to keep pace with changing enterprises and w orkforce
needs.
Payroll man agers require a solution to ad dress un ique requirements an doffer comp lex calculations w ithout losing the benefits of a stand ard
sup ported package. Oracle Payroll offers that capability via a unique,
data d riven approach that enables the definition and managem ent of
diverse payroll requ irements.
Among its man y capabilities, Oracle Payroll delivers the pow er to:
Process man y payrolls quickly and easily in a single day
Define comp rehensive p ersonal payment methods
Quickly create complex calculation rules such as u nion overtime
without programming
Efficiently check, dou ble check and reconcile payrolls
Make retroactive adjustm ents to past earnings or ded uctions
Examine employee paym ent histories at any time
Track and mon itor emp loyee costs via online access to p ayrolldata
Disburse in mu ltiple curren cies
Transfer pay roll information to the genera l ledger and to other
accoun ting systems, includ ing p roject costing systems
Report on p ayroll results to the tax office and compan y executives
Maintain full security an d integrity of payroll information,includ ing h istorical information
Enable access to information w hen requ ired for inquiries and
responses to pay queries
Oracle Payroll enables fast, flexible and accurate payroll processing from
time captu re to ledger costing.
What is meant by separate vs. integrated Oracle HRMS systems?
Trad itionally, hum an resources and payroll departm ents have often held
and managed hum an resource information in separate, du plicate
systems.
Over time there has been a greater demand for more un ified information
managem ent derived from both hu man resource and p ayroll sources.
One solution to this has been to develop interface prod ucts, that enable
technical specialists to transfer data between the tw o systems. Oracle
7/31/2019 115hrfukug Hrms Setup
23/297
1 5Introduction to Oracle HRMS
HRMS, how ever, provides an integrated system that both functions can
genu inely share w ith full security an d control of access by responsibility.
This system is flexible enough to be imp lemented for use in a hum an
resources only or a payroll only environmen t. In each case you have
access to the full range of functionality associated with hu man resources
or payroll.
What is Oracle Advanced Benefi ts?
In add ition to the pow erful comp ensation and benefit fun ctionality
includ ed in Oracle Hu man Resources, Oracle also offers Oracle
Advanced Benefits. Oracle Ad vanced Benefits enables the setu p and
administration of a complete benefits offering for enterp rises managingtheir own benefits administration.
Oracle Advanced Benefits d elivers the following key functions:
Pre and postenrollment communications
Web and in teractive voice response (IVR) enrollment for cafeteria
and exceptions
Default and mass enrollments Enrollmen t process monitoring
Life event m anagem ent (for examp le, new hires, transfers,
relocations or age changes)
Webbased w hatif eligibility ana lysis
Flexibility spend ing accoun t claims p rocessing and reporting
Oracle Advanced Benefits provid es a total compensation framework,setting the stage for exciting and new comp ensation solutions.
What is Oracle SelfService Human Resources (SSHR)
SSHR prov ides selfservice hu man resource managemen t for managers
and employees. Using an intranet and a web browser emp loyees and
their managers now h ave easy to use and intu itive access to personal
da ta and career managemen t fun ctionality.
Oracle Workflow is u sed exten sively in SSHR. SSHR uses Workflow to
manage th e flow of information between em ployees and managem ent.
The workflow engine is used for business p rocess transactions and can
route d ecision making th rough app roval chains. For example, an
emp loyee may app ly for a job using the App ly for a Job function and
through a managem ent app rovals process be informed and accepted
into a job.
7/31/2019 115hrfukug Hrms Setup
24/297
1 6 Using Oracle HRMS The Fundamentals (UK)
The workflow engine is also used to mod ify and configure mu ch of
SSHR.
Using SSHR you can:
Manage careers
This includes ap praising em ployees competencies, matching a
person to a job or position by competence and plann ing
succession.
Perform web based recruitmen t using Cand idate Offers
Cand idate offers enables you to perform w eb based recruitment.
Managers can seek approva l for an app ointmen t then ad vise job
app licants, by letter, that they h ave been successful. This function
is offered with its own responsibilities.
See: Oracle SelfService Hu man Resources,Implementing Oracle
SelfService Human Resources (SSHR).
Is Oracle HRMS a Multilingual, Global Application?
Yes. Oracle HRMS offers the best of both world s in the sam e installation .
Oracle provides n onlegislative information comm on across all
countries, plus localized information sp ecific to each country.
Oracle also enables you to run H RMS in more than one language on a
single database. This enables you to enter and report on information
using m ore than one langu age. For example, your base, or source
language, could be French, but you could also install German and
English. You w ould then be able to enter and prod uce reports in French,
German an d English.
I t d ti O i
7/31/2019 115hrfukug Hrms Setup
25/297
1 7Introduction to Oracle HRMS
Introduction Overview
All your O racle HRMS app lications have a single sou rce of information
because they share the sam e tables within the Oracle database. This
eliminates d ata red un dancy, redu ces the possibility of conflicting d ata in
different d atabases and creates a consistent, comp lete and reliablepicture of every emp loyee.
To help you und erstand how Oracle HRMS uses the Oracle da tabase,
you n eed to be familiar with the following key concepts:
Human Resource Model: You can d efine your ow n hu man
resource mod el to reflect your en terprises structures and policies.
This information m odel lets you record the personal, work, and
pay information for all the people you w ant to hold and process.
Shared Information in Oracle HRMS : Oracle Hum an Resources
and Oracle Payroll are available for pu rchase together as the
compon ents of a closely integrated hu man resources managem ent
system. This system combines Oracle Human Resources and
Oracle Payroll wind ows u nd er a single menu structure, sharing
wind ows an d und erlying tables wh erever possible to eliminate
redun dant data entry, maintenance and storage. How To Use Your Documentation and Online Help: There are
many d ifferent activities wh ich m ake up a successful strategic,
valueadd ed hum an resource man agement system. All these
activities can be grou ped into an interrelated cycle of events. To
help you set u p and manage you r system, each event in the cycle
is explained in the volum es of your Oracle HRMS User s Guide
and the online help.
Multilingual Oracle HRMS: Oracle HRMS enables you to
manage information in a w ide variety of langu ages. To enable you
to do th is Oracle HRMS provid es you w ith:
Multiple address styles
National identifiers (such as social security num bers)
validated against the forma t required in each country
Legislation specific date formatting
Translatable information
Multilingual reports
Managing Change Over Time : A key requ irement for any
enterp rise is the ability to manage change confidently and
effectively. Typ ical enterpr ise changes include corporate
restructuring, departmental reorganization, mergers and
de mergers of companies centralization or d ecentralization of
7/31/2019 115hrfukug Hrms Setup
26/297
1 8 Using Oracle HRMS The Fundamentals (UK)
demergers of companies, centralization or d ecentralization of
control and d ecision making, emp loyee developm ent and
turn over. In O racle HRMS, you can change each of the ma jor
parts of your enterprise mod el without having to redefine the
other parts.
Human Resource Model
7/31/2019 115hrfukug Hrms Setup
27/297
1 9Introduction to Oracle HRMS
Human Resource Model
The hum an resou rce mod el is both flexible and adaptable. It is flexible,
so that you can reflect the need s of different comp anies, or different
group s within the same comp any. It is adap table, so that you can easily
change the basic mod el as your enterpr ise changes.Figure 1 1 Modeling Human Resource Information
People
In Oracle HRMS, you can hold information abou t current and former
emp loyees, app licants, external contacts such as contractors, and
emp loyee contacts such as relatives and d epend ents.
In add ition to stand ard information such as add resses, nationality,
interview records, qu alifications, and absence information, you can
define any other special information you need to hold for people. For
example, you can d efine w hat information to h old on m edical history,
7/31/2019 115hrfukug Hrms Setup
28/297
1 10 Using Oracle HRMS The Fundamentals (UK)
example, you can d efine w hat information to h old on m edical history,
previous emp loyment, or outside interests.
You can also record emp loyment information, such as hour s of work
and work choices.
Oracle HRMS holds one integrated set of emp loyeerelatedinformation. Payroll users access the part s of this information they
require, while enterprise business rules determ ine who is responsible
for entering and ma intaining it.
Work Structures
Work structures represent the d ifferent w ays in which emp loyees can
work within your enterp rise. They provide the fram ework for definingthe work assignments of your emp loyees. They enable you to manage
the information about you r enterprise that is independ ent of your
emp loyees. You can also think of work stru ctures as representing th e
organizational un its of your enterp rise. The Business Group is the
largest unit and represents your enterprise as a wh ole.
The work structu res include you r internal organizations (such as
dep artm ents or d ivisions), pay rolls, jobs or p ositions, grading
structures, and an y special employee groupings that you use in you r
enterprise.
There is one integrated set of work stru ctures for hu man resource and
payroll users.
Compensation and Benefits
In Oracle HRMS you can d efine your own types of comp ensation andbenefits, and th e business rules you wan t to app ly to them. As you
change policies, move people within your enterp rise, and ad just their
individual remuneration packages, the system maintains their
compensation and benefit history.
For examp le, sup pose you w ant to define a special type of paymen t
and make this available only to emp loyees who work at a p articular
location. In Oracle HRMS you u se a comp ensation elementto represent
the paym ent. You define the business rule as a linkbetween the
element and the specific location. Then when you assign emp loyees to
the location, they au tomatically become eligible for the payment.
Assignments
In Oracle HRMS, theassignmen t d escribes emp loyees places within
the enterp rise: the organization for wh ich they work, their role, grade,
location, and so on. As you change the assignmen t information for an
7/31/2019 115hrfukug Hrms Setup
29/297
1 11Introduction to Oracle HRMS
, y g g
emp loyee, you au tomatically build u p their work history.
Your compen sation eligibility ru les link compensation and benefits to
work structures, such as jobs or grades. The assignm ent places
emp loyees with in the work stru ctures of the enterp rise. In this way, an
emp loyees assignment d etermines th eir eligibility for comp ensation
and benefits.
You can u se assignm ents to identify major emp loyee group s within the
enterp rise for man agemen t, for reporting and costing, and for
comp ensation and benefit planning and adm inistration.
Shared Information in Oracle HRMS
7/31/2019 115hrfukug Hrms Setup
30/297
1 12 Using Oracle HRMS The Fundamentals (UK)
For all Oracle HRMS app lications, you enter and ma intain the sam e
fundam ental information about your structure and operations, your
employees and their assignments and employee comp ensation and
benefits. You then add the sp ecialized information you need specificallyfor hum an resources, or payroll managem ent or benefits
administration.
Common Information
The comm on core of fundam ental information u sed for hum an
resources, pay roll and benefits adm inistration includes:
Your operational basics:
Payrolls with their calendars and pay periods
Currencies and methods of payment you use
Your organizational stru cture:
Internal organizations, such as compan ies, divisions,
departm ents, work group s, or production team
External organizations of key importance to you, such as
emp loyment agencies, tax authorities, or union
headquarters
Organization location information, including add resses and
telephone nu mbers
Hierarchies showing the relationships between your
organizations Any grade and grade scale structures you use
Your emp loyees essential personal information, such as:
Name and address
Marital status
Bir th da te
Nationality
Ethnic origin
Your emp loyees current w ork statu ses, such as:
Active assignment
On maternity leave
Terminated
Your emp loyees assignm ents to:
7/31/2019 115hrfukug Hrms Setup
31/297
1 13Introduction to Oracle HRMS
Internal organizations
Grades, or grades and grade steps
Jobs, or jobs and positions
Salary bases for quoting pay, such as hourly or annual
Payrolls
Elements of your emp loyees pay and benefits:
Earnings such as salary, wages, commissions, bonuses,
allowances
Employer charges such as emp loyer contribut ions tolegislativelymand ated or p rivate insurance or pension
plans
Deductions such as contributions for un ion du es or
emp loyee stock pu rchase plans
Nonpayment benefits such as vacation time or a compan y car
Shared Windows in Oracle HRMS
While many of the wind ows in you r system relate exclusively to the
hu man resources, payroll or benefits fun ctions, some include
information relevant to more than one fun ction. These latter windows
are sharedwindows.
Shared w indow s can includ e some information fields relevant to both
hu man resources and pay roll users, and other fields for informationspecific to either human resources or payroll users bu t not both.
Using Shared Windows
You can control the use of fields on shared window s by the value you r
system ad ministrator gives to each user or responsibility for the
HR:User Type p rofile option. The three valid values are:
HR with Payroll User
HR User
Payroll User
Users with anHR User profile
These are restricted in their use of fields on certain wind ows. In
particular they:
Do not see certain fields on the Element w indow, wh ich are only
i d if i l
7/31/2019 115hrfukug Hrms Setup
32/297
1 14 Using Oracle HRMS The Fundamentals (UK)
required if you are p rocessing elements
Cannot assign emp loyees to a payroll if both Oracle Payroll and
Oracle Human Resources are installed
Also, in all legislations, apart from th e US, they :
Do not see the Statutory Information field in th e Payroll window
Cannot ad just element en try Pay Values
How to Use Your Documentation and Online Help
7/31/2019 115hrfukug Hrms Setup
33/297
1 15Introduction to Oracle HRMS
There are many d ifferent activities that m ake up a successful strategic,
valueadd ed hu man resource management system. The volumes of
your Oracle HRMS docum entation set and online help have been
designed to mirror these activities so they are qu ick and easy to use.
All the activities within your enterp rise can be group ed into a num ber
of activity cycles. To help you set u p and manage you r system, each
cycle is explained in a d ifferent volume of your Oracle HRMS
docum entation. Each activity cycle is also mad e up of a series of
events.
For each event in th e cycle you can read information that:
Introdu ces the business area to be discussed
Explains Oracles key concepts and solutions that help you
man age HRMS
Provides step by step information about how to complete your
tasks
Highlights any key decisions you need to make
Illustrates O racle HRMS with realistic examp les
Depending on wh ich ap plications you use in your enterprise and thelegislation in w hich you opera te, you m ay or may not action all the
events in the cycle. For examp le, if you u se stand alone Oracle Hum an
Resources (HR) you w ill not be interested in the Payroll specific events
and if you u se Oracle HRMS outside the US, you w ill not be interested
in US only events.
The following information sh ows the activity cycle reflected by each
volum e of the Oracle HRMS docum entation set. There is also a
sum mary of the events in the cycle to help find the information you
need.
Volume 1: Using Oracle HRMS The Fundamentals
Enterprise Modeling
Rather than using an artificial mod el of your enterp rise, you can
customize Oracle HRMS so it accura tely reflects the organization ofwork and managem ent of people within the enterprise. Using Oracle
HRMS you can mod el the jobs, positions and grad es to reflect the
structures and culture w ithin you r enterprise.
Organization Management
In add ition to your enterp rise model, you need to represent all the
different organizations tha t make up your en terprise. You can set u p
and represent:
All the default information applicable across your en terprise
7/31/2019 115hrfukug Hrms Setup
34/297
1 16 Using Oracle HRMS The Fundamentals (UK)
The physical work locations of your employees
External organizations of importance to hum an resource
man agemen t, such as recruitm ent agencies, insurance providers
and tax authorities Reporting lines and oth er relationships among these
organizations. You represent th ese relationships by bu ilding
organization h ierarchies
Defining a Payroll
One of the m ost important features of Oracle HRMS is the ability to
define payrolls. A payrollis a set of emp loyees whose pay you p rocess
with a single frequency, for examp le, weekly or mon thly. You candefine as many payrolls as you require to meet the p ay policies of your
enterp rise. You pu t an employee on a payroll by making an assignment
to the payroll.
You can also assign emp loyees to other emp loyee groups: for example,
group s to indicate membersh ip of a union or social club.
Cost Analysis
Oracle HRMS enables you to enter th e labor costs associated w ith your
employees . You can u se the Cost Allocation key flexfield to set up
accoun t and cost centers against w hich you w ant to collect costs, and
the levels you w ant to record costs. Using Oracle Payroll, you can
autom atically accumu late these costs.
Workers Compensation (US ONLY)
Every state has a Workers Compensation program to provideemp loyees with insurance coverage for workrelated injuries.
Employees are liable for the prem iums for this insuran ce and in some
states may also pay an additional percentage. Oracle HRMS enables
you calculate and manage Workers Comp ensation for each of your
Governm ent Reporting Entities (GREs) and for jobs within them .
Volume 2: Managing People Using Oracle HRMS
Employee Management
Oracle HRMS provides you w ith an easy, efficient and flexible
employee management system that enables you to organize employees
exactly as you want.
You can hold a w ide range of personal information, such as med ical
details, work schedu les and preferred language for corresponden ce, as
well as the basics such as da te of birth, employee number an d
addresses You can also enter personal contacts includ ing dep endants
7/31/2019 115hrfukug Hrms Setup
35/297
1 17Introduction to Oracle HRMS
addresses. You can also enter personal contacts, includ ing dep endants
and beneficiaries and inquire and report on p eople held on the system.
You also need to record and m anage how peop le work for your
enterp rise. This information is the substance of the relationship, or
contract, an enterp rise has w ith each of its emp loyees. It associates theemp loyee to the enterprises work structures and compensa tions and
benefits policies.
Recruitment
Oracle HRMS provides comp rehensive recruitm ent sup port, enabling
you to integrate all your recruitment p rocesses, from identifying
vacancies to hiring new emp loyees.Using Oracle HRMS, you can set up you r recruitment p rocedures
exactly as you r enterprise requ ires. In p articular, you have flexible
control over the following key areas:
Recruitm ent and selection procedu res
Security of applicant information
Hand ling of bulk app lications
Generation of standa rd letters to applicants at different stages of
the recruitment p rocess
Career Management and Succession Planning
Oracle HRMS career and su ccession man agemen t functionality is built
up on the p rinciples of performance managem ent and the competence
approach.
The highly configurable framework of Oracle HRMS enables you to
define all the components of a performan ce managem ent system to
meet th e needs of your enterp rise. You can d efine comp etencies,
behavioral descriptions, mu ltiple types of appra isal and competence
evaluation, performance ratings and career and su ccession plans.
Budgeting
An essential activity in the cycle is bud geting your hu man resources.Using Oracle HRMS you can define nonmon etary bud gets, such as
head count and fulltime equivalent, that are based on your w ork
structures.
Compliance and Government Reporting (US ON LY)
In the US, an increasingly imp ortant responsibility of the hu man
resource fun ction is the maintenance of information for and prod uction
of governm entmand ated H R reporting, such as EEO1 and OSHA
reporting.
7/31/2019 115hrfukug Hrms Setup
36/297
1 18 Using Oracle HRMS The Fundamentals (UK)
p g
Volume 3: Running Your Payroll Using Oracle HRMS
Wage AttachmentsOracle Payroll enables emp loyers to meet the statutory requ irement to
ded uct sum s from the earnings of employees wh o have incurred court
debts or fines.
Taxes and Social Insurance
Oracle Payroll enables you to ded uct Tax and Insu rance contributions
from em ployee earnings. For example, in the UK, PAYE is used to
collect income tax from all taxable income p aid to emp loyees.
Payroll Run and Other Processes
The payroll run is the main engine of payroll processing. Oracle Payroll
enables you to run a pay roll and cond uct postprocessing on a payroll
that has comp leted successfully. When th e payroll run finishes, further
processing determines the distribution of each employees net pay an d
assembles costing information for transfer to other systems. Costing
processes and other p ostrun p rocesses sort the information bydifferent accoun ts and w ork structures, and tran sfer postrun costing
da ta to the general ledger and other systems. You can also enter
subsequ ent changes and corrections for a payroll that has not
completed successfully.
Processing Earnings and Deductions (US users)
Oracle Payroll includ es several stand ard earn ings and d edu ctions in its
startup d ata. You initiate the add itional earning typ es, nonpayrollpaym ents and nontax ded uctions you require for p rocessing in th e
payroll run , in accordance with you r ow n p olicies relating to
compensations and benefits.
Other Earnings (US users)
You can set u p oth er earnings in Oracle Payroll to define you r own
payroll elemen ts or nonpayroll payments. For example, other earnings
could pay for work p erformed at a d ifferent location that has differenttax rules.
Volume 4: Managing Compensation and Benefi ts Using Oracle HRMS
Compensation Setup, Entry and Analysis
Oracle HRMS provid es an integrated solution for Hu man Resources
and Payroll. Therefore your setu p, entry an d analysis of compensation
and benefits sup ports both compensation m anagement and payroll
management.
7/31/2019 115hrfukug Hrms Setup
37/297
1 19Introduction to Oracle HRMS
g
Basic, Standard and Advanced Benefits
Oracle Hum an Resources includes Stand ard Benefits, to help you set
up and manage benefits plans and programs. For an add itional licensefee, you can imp lement th e extra features of Oracle Advan ced Benefits.
Stand ard Benefits enables you to set up a hierarchy of benefit
offerings (program , plan typ e, plan, option), and sup ports
programbased enrollment for fixed and coreplusoptions
arrangemen ts, selfservice enrollmen t, rulesbased p lan
eligibility, and expor ting data to a th ird party ad ministrator.
Oracle Advanced Benefits is the full solution to benefits
administration for emp loyers wh o adm inister their own benefits,
includ ing flexible benefit plans. It u ses all the features of
Stand ard Benefits and provid es add itional functions such as life
event triggered en rollmen ts and commu nications, online life
event p rocessing using Oracle Workflow, processing of flexible
spending accoun t claims, and whatif eligibility analysis.
If you have n o requiremen t for hierarchical adm inistration of benefit
plans, you can simp ly define ind ividual basic benefits in the same w ayas salary and other comp ensation elements. US users can record
coverage for dep end ants and ben eficiaries and adm inister continued
coverage for basic benefits plans. Be aware how ever, tha t basic benefit
definitions cannot be u pgraded to Stand ard Benefits. You w ould need
to redefine your benefits if you wan ted to use stand ard or adv anced
benefits adm inistration features at a later d ate.
Salary AdministrationUsing the Salary Adm inistration functionality in Oracle HRMS you can
man age efficiently the basic remun eration tha t emp loyees receive.
You can enter salary am oun ts or wage rates for all new emp loyees to
take effect immediately. You can a lso enter p roposals for salary changes
and identify the various components making u p the changes.
Once you have p roposed salary changes, you can ap prove and
imp lement the prop osed changes qu ickly and easily.
Absence Management and PTO Accruals
To manage all you r emp loyees absences from work, you can:
Identify the types of absences your enterp rise recognizes
Record the reasons, dates and times for projected and actual
absences, and ma intain records of time taken for each absence
type
Group related absence types together for reporting an d an alysis
Set up an d ad minister PTO accrual plans whereby emp loyees
7/31/2019 115hrfukug Hrms Setup
38/297
1 20 Using Oracle HRMS The Fundamentals (UK)
Set up an d ad minister PTO accrual plans, whereby emp loyees
can accrue tim e off for vacation or sick leave
Calculate Sick Pay and Maternity Pay according to statu tory
legislationSince the rules for accrua l and use of paid time off vary from p lan to
plan, the ru les are available with in formulas for you to customize and
extend as required.
Volume 5: Customizing, Reporting and System Administration in Oracle HRMS
Extending and Customizing Oracle HRMS
You can extend an d customize Oracle HRMS so it works exactly how
your enterprise does. For example, you can ad d you r own fields to
forms, define lookups, create menu s and taskflows tailored to you r
users and restrict data displayed on some forms.
Security
One of the most imp ortant tasks of the system ad ministrator ismanaging security. Security is a major concern of all payroll and hu man
resource dep artm ents. Oracle HRMS includ es a planned system for
keeping information secure and p reventing unau thorized access. The
system enables you to control access to records, windows an d fun ctions
by m atching each emp loyees access level to his or her w ork
responsibilities.
Audit
The system adm inistrator takes responsibility for the day to day
administration of one or more O racle Applications. Ideally, they shou ld
be from within the user group and know h ow the system has been
defined. Their role is clearly defined within a sp ecific set of practical
tasks, which Oracle HRMS enables you to p erform qu ickly and
efficiently.
Information Access
The information held in Oracle HRMS is an extremely valuable
resource for your en terprise. You can u se the same information in a
variety of different ways depend ing on your bu siness purp ose. For
example, you can u se Oracle HRMS information in supp ort of each of
the following business activities:
Performing a full range of HR fun ctions on a daytoday basis
Reporting on HR activities
Performing w hatif exercises to determ ine the v iability of
7/31/2019 115hrfukug Hrms Setup
39/297
1 21Introduction to Oracle HRMS
Performing w hat if exercises to determ ine the v iability of
different alternatives
Performing strategic planning w ith the Oracle Business
Intelligence System
Letter Generation
Stand ard letters enable you to manage you r enterp rises recruitment or
enrollment activities more easily. Using Oracle H um an Resources you
can issue standard letters to app licants and stud ents respectively,
triggered by changes in assignmen t or enrollment status. For example,
you can set up a stan dard enrollment confirma tion letter that is
triggered when a stu den ts enrollmen t status is set to Placed or you canset up a rejection letter that is triggered when an app licants assignmen t
statu s is set to Rejected.
Volume 6: Using Oracle FastFormula
Oracle FastFormula is a tool that h elps you custom ize your system . For
example, it enables you to sp ecify element s in payroll runs, you canhave u serdefined validation of element inpu ts and you can also create
rules for PTO and accrua l plans.
It provides a simp le way to w rite formulas using English w ords and
basic ma thematical functions. You can u se information from your
database in formulas without learning the d atabase structure or a
programm ing language.
Volume 7: Implementing Oracle SelfService Human Resources (SSHR)
Oracle SelfService Human Resources (SSHR) provid es selfservice
hum an resource managem ent for m anagers and employees. Using an
intranet and a w eb browser emp loyees and their managers now have
easy to use and intu itive access to personal and career managem ent
functionality.
Multilingual Oracle HRMS
Oracle HRMS enables you to manage information in a w ide variety of
7/31/2019 115hrfukug Hrms Setup
40/297
1 22 Using Oracle HRMS The Fundamentals (UK)
Oracle HRMS enables you to manage information in a w ide variety of
languages. To help you enter and retrieve information in the language
of your choice, HRMS provid es you w ith the following featu res.
Multiple Addresses Styles
Every coun try has its ow n ad dress style, for examp le in Italy you can
enter the p rovince and in Malaysia you can enter the region. Oracle
HRMS enables you to select the correct coun try ad dress style.
See: Ad dress Styles, Customizing, Reporting and System Administration in
Oracle HRMS.
National Identifi ersEach coun try has its own meth od of iden tifying its citizens. For
example, in the UK it is the National Insurance nu mber an d in the US it
is the Social Security number.
For sup ported localizations you can select the correct national identifier
for your site and then check on entry th at identifiers have th e correct
national format. If your localization is not supp orted, you can d efine
your own validation. For examp le, in the UK the format is
AADDDDDDA, where A is a letter and D is a d igit. A real world
example is TN123456M.
Dates and Numbers
Oracle HRMS enables you to enter dates and nu mbers in any format
and then translates this into the national format su pp orted by your
legislation. For examp le, you d o not have to enter a d ate in a p rescribed
format such as DD/ MM/ YYYY. You can enter the date how you w ant,and HRMS automatically configures it in the national forma t defined
for your site.
Similarly, you d o not h ave to enter nu merical information in a
prescribed format. For examp le, US usage has p reviously required the
format 1,000.0 whereas German usage has required the format 1.000,00.
You can now enter the nu mber w ithout explicit forma tting, as the
correct format for your site will be autom atically configured.
Translating Information
Oracle HRMS enables you to install add itional langu ages on top of
your base or source language. You can then enter information in key
fields in you r ad ditional languages using the Translations window. This
is accessed from the Translation icon. The translated information you
enter is then u sed if you p rint reports or log on to Oracle HRMS in this
language.
The HRMS windows wh ere the Translation icon is available are:
Organization
7/31/2019 115hrfukug Hrms Setup
41/297
1 23Introduction to Oracle HRMS
Location
Person Types
Assignmen t Statu ses
Element
Inpu t Values
Balance
Organizational Paym ent Method
Element Classifications
See: Creating Tran slations for a Record , Oracle Applications Users Guide
Multilingual Reports
Oracle HRMS enables you to p rint H RMS reports in the languages of
your choice. Depend ing on th e type of report, Oracle HRMS either:
Enables you to select the langu age in wh ich to pr int the report Prints the report in the language, or set of languages, dep end ing
on the report p aram eters you select
See: Multilingual Reporting, Customizing, Reporting and System
Administration in Oracle HRMS
Managing Change Over Time
A key requiremen t for any enterprise is the ability to man age change
7/31/2019 115hrfukug Hrms Setup
42/297
1 24 Using Oracle HRMS The Fundamentals (UK)
y q y p y g g
confidently and effectively. Typical enterprise changes includ e
corporate restructuring, depar tmen tal reorganization, mergers and
demergers of comp anies, centralization or decentralization of control
and decision m aking, employee developm ent and turnover.
In Oracle HRMS, you can change each of the major par ts of your
enterprise model without h aving to redefine the other parts.
To manage the changes to your enterp rise, information within your
enterp rise is either datedor datetracked.
Dated InformationWork stru ctures are an exam ple of information that is d ated. You can
attach dates to your w ork structures to man age different versions over
time. You retain p revious versions for historical information an d you
can create futuredated versions to prep are for reorganization in
advance.
You can also set up in advance the bu siness rules, includ ing
compensation and benefits, associated w ith the new stru ctures. Thesebecome effective on the date you sp ecify, avoiding a w orkload p eak.
The information in O racle HRMS about your locations, organizations,
jobs, position s, grades, payrolls and other work structu res is also dated
information. All da ted information has From an d To dates, that is,
da tes from and to w hich it is in effect in your enterp rise. For example,
when d efining a position, you enter a date from wh ich it starts. To
close it down , you give it a da te to wh ich it remains valid.
Oracle HRMS does not p ermit you to assign employees to structures on
da tes earlier than their Date From, or later than their Date To.
Similarly, the system protects you from building eligibility rules for
comp ensation and benefits based on w ork structures that have not yet
gone into effect, or are ou t of date.
Consider using a fixed da te, such as 01JAN1901 as the sta rt d ate for
all your initial work stru ctures. By choosing a d ate like this you can
imm ediately identify all of your im plemen tation definitions. Youshou ld u se accurate dates for all subsequ ent definitions.
Dated Versions of Hierarchies
You can stru cture the organizations and positions you en ter in Oracle
HRMS into organization or position hierarchies that serve various
pu rposes. Reporting hierarchies, for example, reflect reporting lines
within your enterprise.
You m aintain both d ates and version nu mbers for these hierarchies, to
keep a h istory of your hierarchies as they change over tim e.
T b ild i f hi h i i d
7/31/2019 115hrfukug Hrms Setup
43/297
1 25Introduction to Oracle HRMS
To bu ild a new version of a hierarchy, you can copy an existing one and
make the necessary changes to it. When you save the new version the
system au tomat ically gives the previous version an end date.
DateTrack
In contrast to work structures, which are simp ly dated , other key
dyn amic information in Oracle HRMS is datetracked. This includ es
information on employees, assignmen ts, and compensa tion and
benefits. DateTrack allows you to ma intain a continuous history of the
information over time.You can enter d atetracked information or m ake changes to it at any
time. When you set an effective date for your w ork, DateTrack ensures
that only information effective on that day is used for any p rocessing,
validation, and repor ting you carry out. When you m ake a change, you
can choose whether it is a correction to the last upd ate or a new upd ate
to be recorded in the h istory of the record. You can u se DateTrack
History to view a report of every up date ever m ade to a record.
You can identify window s containing datetracked, rather than d ated,
information by th e p resence of a region labelled Effective Dates.
Effective D ate Reminder
When you are new to Da teTrack, you m ay find it useful to be remind ed
of your effective date w henever you open a w indow wh ere you can
enter or change datetracked information. The remind er appears in a
Decision wind ow and asks whether you wan t to change your effectiveda te. If you choose Yes, the Alter Effective Date w indow disp lays.
There is a u ser p rofile option called DateTrack:Reminder that
determines when th e Decision window app ears. There are three
possible values for this p rofile option:
Always
Never Not Today
The Not Today value causes the reminder to app ear wh en you n avigate
to a wind ow w here you can change datetracked information and your
effective date is not tod ays d ate.
You can set the valu e of this p rofile opt ion in the Per sonal Profile
Values w indow.
Datetracked Information and History
Oracle HRMS mainta ins a continuous record of changes mad e to
da tetracked information When you view a record in a da tetracked
7/31/2019 115hrfukug Hrms Setup
44/297
1 26 Using Oracle HRMS The Fundamentals (UK)
da tetracked information. When you view a record in a da tetracked
window, it show s you a snap shot of the information on your effective
da te. The Effective Dates region on the datetracked wind ow show s
you the d ates between w hich the snap shot is valid.
Sup pose you a re viewing an assignm ent w ith an effective start date of
01JAN 1999 and no effective end d ate. This means that the
assignmen t was created or last changed on 1 Janu ary 1999, and th e
snap shot information you are viewing is still valid. There have been no
changes to the assignmen t since 1 Janu ary 1999, and there are no future
dated changes.
To find ou t w hether the assignm ent existed before 1 Janu ary 1999, youshou ld u se DateTrack H istory.
If there is an effective end da te, you know that th e record w as either
deleted or changed on the next day. To find ou t whether the record
continues to exist, you can set your effective date to the d ay after this
end da te, or use DateTrack History.
When you u pd ate datetracked information, you are promp ted to
choose between Up da te and Correction.If you choose Upd ate, Oracle HRMS changes the record a s from your
effective date, but p reserves the previous information. If you choose
Correction, Oracle HRMS overrides the previous information with
your new changes. The start and end d ates of the snapshot you have
corrected rem ain the same.
Example of Correction Versus Update
Sup pose you h ire two new em ployees, Jack Lee and Julie Sum mers. A
few weeks later Julie gets mar ried. At the same time you d iscover an
error in Jacks record relat ing to h is nationality.
You update Julies information by setting you r effective d ate to th e date
of her w edd ing and entering her new married status, her change of
name, and new n ext of kin information. Her p revious personal
information, which was valid until her wedding, remains in her record.
You correctJacks w rong n ationality by setting your effective d ate to hishire date and entering the correct nationality. By choosing Correction,
you p ut the record right, from the beginning. You shou ld check
whether th ere is an end da te in th e Effective Dates region of Jacks
record. If there is, you h ave only corrected th e first snap shot of the
record. Set your effective date to the day after the end d ate, and make
the correction again. Continue in this way un til the To field is blank,
indicating that you h ave reached the last snapshot of this record.
New Records
You cannot create a record an d th en up da te it on the same d ay. If you
try to do th is Oracle HRMS warns you that the old record w ill be
7/31/2019 115hrfukug Hrms Setup
45/297
1 27Introduction to Oracle HRMS
try to do th is, Oracle HRMS warns you that the old record w ill be
overridd en, and then changes Upd ate to Correction. This is because
DateTrack maintains records for a minimu m of a day a t a time.
Future Updates
Using DateTrack, you can make future upd ates. For example, sup pose
you a re relocating an emp loyee, with six mon ths notice. You d ecide to
enter the relocation on the system straight away. So you set your
effective date to the first day w hen th e emp loyee will be at the new
location, and change the location on the assignm ent.
Later that month you p romote the emp loyee to a new grad e. So youset your effective da te to todays da te and change the grad e on the
assignmen t. Oracle HRMS checks to see whether the record has a
future up date schedu led. It find s that the location changes in the
future and promp ts you for the type of up date you now w ant to make.
You h ave tw o choices:
Insert: This simp ly inserts the change before the next schedu led
change. This is the correct choice for the examp le. The employeewould be prom oted from today. The futu reda ted relocation still takes
place in six month s time.
Replace: This change replaces all futuredated changes. In the examp le,
the employee would be promoted from today. How ever, the record of
the relocation wou ld be completely removed from the system.
DateTrack Date Security
There is a DateTrack:Date Security user p rofile option, which
determ ines whether you can change your effective date. Your system
administrator sets this p rofile option. You can check its value on the
Personal Profile Values w indow. There are four possible values:
A ll: You can change to any oth er effective date.
Future: You can change betw een today s date and an y future
dates. Past: You can change between tod ays date and any past dates.
Present: You cannot change to a d ate other than tod ay.
DateTrack Deleting Options
When you d elete da tetracked information, Oracle HRMS prom pts you
with the following options:
End Date: This end s the record on you r effective date. When you
requery the record, this end da te d isplays in the To field.
Purge: This totally removes the record from you r da tabase
7/