115hrfukug hrms setup

7/31/2019 115hrfukug Hrms Setup

1/297

Using OracleR

HRMS The

Fundamentals (UK)RELEASE 11i

VOLUME 1

Janu ary 2000


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.


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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


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. . . . . . . . . . . . . . . . . . . . . . .


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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


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


7/297

vPreface

Preface


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.


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


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).


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.


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.


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.


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.


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


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.


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.


18/297

xvi Using Oracle HRMS The Fundamentals (UK)


19/297

C H A P T E R

1

1 1Introduction to Oracle HRMS

Introduction to Oracle

HRMS


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.


21/297


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.


22/297


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


23/297


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.


24/297


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


25/297


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


26/297


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


27/297


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,


28/297


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


29/297


, 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


30/297


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:


31/297


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


32/297


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


33/297


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


34/297


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


35/297


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.


36/297


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.


37/297


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


38/297


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


39/297


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


40/297


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


41/297


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


42/297


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


43/297


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


44/297


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


45/297


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

115hrfukug hrms setup

Documents