17 define workforce records

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Define Workforce Records

ORACLE FUSION HCM IMPLEMENTATION

PARTNER WORKSHOP

Oracle Fusion Human Capital Management


The following is intended to outline our general product direction. It is intended

for information purposes only, and may not be incorporated into any contract.

It is not a commitment to deliver any material, code, or functionality, and

should not be relied upon in making purchasing decisions.

The development, release, and timing of any features or functionality

described for Oracle’s products remains at the sole discretion of Oracle.

Safe Harbor Statement


The information in this presentation is correct as of the presentation date.

However, Oracle Fusion HCM continues to evolve and software patches are

applied frequently; therefore this information is subject to change.

Check with your Oracle Representative for updates. This content is not

warranted to be error-free.

Content Subject to Change


Objectives

Define Availability.

Define Person Record Values.

Define Employment Records.

Define Documents.


Defining Availability


Defining Availability – An Overview

Following aspects determine the workers availability

Absences recorded for that time.

His/her work schedule.

Calendar events such as national holidays etc.

How it all works :-

1. The application searches for primary work schedules assigned to

the worker at different workforce structure levels.

2. If no primary schedule seems assigned to the worker, the

application then looks for availability based on absence records,

calendar events etc.

3. If no calendar events are identified, then the application availability

based on the workers standard working hours & absence records.

Navigation Path : Navigator Setup & Maintenance All Tasks Workforce

Deployment Task Define Common Application Configuration for HCM Define

Workforce Records.


Defining Availability – Primary Work Schedules

Workers can be associated with multiple work schedules.

However, users must select one primary work schedule to

determine the worker’s availability.

The application searches for assigned primary work

schedules to the workforce structure in the following order :-

1. The primary assignment for the worker.

2. His position.

3. His job.

4. His department.

5. His location.

6. His legal employer.

7. His enterprise.

**Note Before :-

a) Work schedules use the bottom’s up approach, which means that the lower workforce

structures take precedence over the higher levels.


Defining Availability – Calendar Events

A calendar event indicates a period that signifies an

event. E.g. a public holiday etc.

When you set a calendar event, you specify which set

of workers the event must consider. Users can do so

in the following manner :-

Use an organizational hierarchy to select which organization

the event must be associated with.

OR

Use a geographical hierarchy to select specific

regions/locations to associate the event with respect to.

When users use geographical hierarchy for a calendar

event coverage, they can select the nodes where this has

to be excluded from.

Calendar Event Categories

Helps users to group related calendar events. For e.g.

users may wish to group all public holidays using the pre-

defined public holiday calendar.

In addition to the pre-defined public holiday calendar, users

can also create their own calendar events by adding

relevant values to the calendar event category lookup.

**Note Before :-

a) When users add the calendar event category as an exception to a work

schedule, all calendar events associated to that category are

automatically included.

b) If Public holidays as a category is not visible in the category list, users can

navigate to the manage availability lookups task in the setup &

maintenance area to extend the end date for the public holiday look up

value.


Activity # 1:-

Activity : Creating & assigning a work schedule.

Time : 40 minutes.

SG Page No : 21

Activity # 2:-

Activity : Adding an exception to a work schedule.

Time : 10 minutes.

SG Page No : 28

Lab Session


Defining Person Record Values


Defining Person Record Values - Overview

Person record values can help a user to :-

Manage the person name formats.

Manage person types.

Manage person lookups.

Person types can be used to maintain information about a

group of people within an enterprise. Person types are of

two types :-

System Person Type – A predefined set of person types which

the system uses to identify a group of people.

User Person Type – Derived from the system person type, but

these are user defined based on the enterprises requirements.

Person name formats are a sequence of names

components that represent different parts of a name. For

e.g. first name, last name & punctuation marks.

Users can change the sequence of, remove or include

additional name components according to the enterprises

requirements.

All person lookups related tasks can be handled using

the manage person lookup task under the setup and

maintenance work area.

**Note Before :-

a) Users cannot change, delete or create additional system person types.

b) Oracle Fusion HCM includes all local & global formats for each person

name format.


Person Types


Person Types

All the figures alongside depict the available system

person types alongwith the person types defined for

the selection made.

Users can add, user defined assignment person types

depending on their enterprises requirements.


Person Name Formats


Person Name Formats

The illustration alongside depicts the name components

along with punctuation marks that make up a name format.

The following table describes the predefined configurable

name format types -

Smith, John Arthur (Mr.)

1

2

3

4

5

6 7

8

9

10

1. Last Name

2. Comma

3. Space

4. First Name

5. Space

6. Middle Name

7. Space

8. Opening Bracket

9. Title

10. Closing Bracket

Sr. No Format Types Usage

1. Full Name For names that appear in reports

2. Display Name To configure stand alone names.

e.g. names that appear on the page header’s etc.

3. List Name Names that appear in the lists that can be sorted.

4. Order Name For names where list name alone is not sufficient to sort

the list

**Note Before :-

a) To ensure that name changes reflect correctly, users should schedule the

Apply Name Formats to Person Names process regularly.

b) Navigation Path : Navigator Tools Scheduled Processes

Schedule New Process Search for Apply Name formats to person

names process Submit.


Person Lookups


Person Name Formats

The following list describes the most common lookups which are person related with their customizable levels.

Look Up Type Description Customizable Level

PER_NATIONAL_IDENTIFIER_TYPE Type of a person’s national identifier.

For e.g. Social Security Number etc. Extensible

PERSON_TYPE_STATUS Status of a user person type.

For e.g. active or inactive User Defined

EMAIL_TYPE Type of a person’s email address such as home or work

email. Extensible

ADDRESS_TYPE Type of a person’s address such as a home or mailing

address. Extensible

PHONE_TYPE Type of a person’s phone number such as home phone,

work phone etc. Extensible

PER_CM_MTHD Communication methods for a person such as email or

instant messenger. Extensible

PER_CONTACT_TIMES Time of the day when the specified phone numbers can

be used. Extensible

PER_ETHNICITY Person’s ethnicity. For e.g. Asian, American etc Extensible


Person Name Formats


PER_RELIGION Person’s religion.

For e.g. Hindu, Christian, Muslim etc. Extensible

PROFESSION

Person’s profession which is recorded on a visa or a work

permit.

For e.g. engineer, teacher etc.

Extensible

TITLE Person’s title such as Mr. Miss, Doctor, which forms a

part of the person’s name. Extensible

HONORS Higher educations which form a part of a person’s name

such as PhD, C.A etc. Extensible

PER_HIGHEST_EDUCATION_LEVEL Person’s highest level of academic qualification such as

BSc, Diploma, MA, MBA etc. User Defined

MILITARY_RANK A person’s military rank that may form a part of a

person’s name such as sergeant, colonel, major etc. Extensible

BLOOD TYPE Person’s blood group. A(+ve) , B(+ve), O(-ve). User Defined

CONTACT Relationship between the person and the person’s

contact such as partner, child, brother. Extensible

MAR_STATUS Person’s marital status. Extensible


Define Employment Records


Defining Employment Records - Overview

Defining employment record values can help a user to -

Manage the assignment status.

Manage lookups.

Managing Assignment Statuses -

Predefined assignment status values help indicate whether

the assignment is active, inactive, suspended or eligible for

payroll processing.

Managing Lookup’s -

All employee related lookup’s can be managed using this task.

**Note Before :-

a) If the assignment values originate from the source application, users need

to map equivalent values within Oracle Fusion.

b) To help support this, users can follow the steps :-

i. Rename the user status values associated with the pre-defined

status values.

ii. Create new assignment values.


Manage Assignment Statuses

Each assignment is associated with an assignment

status.

The HR status & payroll status values are linked to

the assignment status and are set automatically

when the assignment status changes.

For e.g. when the user creates an assignment , and

automatically assigns the status to

“Active – Payroll Eligible” --- the same action sets the

HR status to “Active” and the payroll status to

“Process”.

Assignment Status HR Status Payroll Status

Active – Payroll Eligible. Active Process

Active –No Payroll. Active Do Not Process

Suspended – Payroll Eligible. Suspended Process

Suspended – No Payroll. Suspended Do Not Process

Inactive – Payroll Eligible. Inactive Process

Inactive – No Payroll. Inactive Do Not Process

**Note Before :-

a) Users can define their own user names for the predefined assignment

statuses.


Employee Lookup’s


Employee Lookup’s

The following list describes the most common lookups which are employment related with their customizable levels.


CONTRACT_TYPE Type of values such as fixed-term, full-term and seasonal User Defined

BUDGET_MEASUREMENT_TYPE Helps manage work measure values such as headcounts

and FTE’s Extensible

EMP_CAT Employee Assignment categories such as full time regular

and part time temporary User Defined

EMPLOYEE_CATG Manages worker type values such as white collar, blue

collar, civil servant etc User Defined

BARGAINING_UNIT_CODE Codes that help manage bargaining units such as health

professionals, mill workers, public service workers etc User Defined

PER_SUPERVISOR_TYPE Manager types such as line manager, project manager &

technical manager Extensible

PER_PDS_REHIRE_REASON Reasons such as misconduct and poor performance for

not recommending a re-hire for an employee User Defined

PER_RESPONSIBILITY_TYPES Worker responsibilities such as benefits representatives,

union representatives etc Extensible


Define Documents


Defining Documents – Overview

Document records are created by users to store

information about –

Work Permits.

Visas.

Upload electronic versions of documents to be used as

attachments.

Document Types : -

Provides a user with a set of options to control what document

information to retain, who can have access to the information,

whether documents require any approvals, and whether these

documents are subjected to expiry.

Document types categorize the documents and help users to control

which users or roles can access particular documents.

Document Categories & Sub Categories : -

Document categories & subcategories are used for grouping

the documents.

The DOCUMENT_CATEGORY_LOOKUP type can be used

to define new document categories and subcategories.

Document Statuses: -

Helps users to identify & track the document records which

require approval.

**Note Before :-

a) Users can define approval statuses as values for the lookup type

DOCUMENT_STATUS.

a) These statuses are for information purposes only and do not control the

document approval process.


Define Document Delivery Preferences

This definition will help users configure delivery options for documents which are periodically delivered from employers

to employees. For e.g. pay slips, year end tax statements etc.

Users can use the Manage Document Task to set the said preferences. Users can also specify their default delivery

preferences and override these default preferences for individual legal-employer or payroll-statutory-unit-hierarchies.

Delivery Options -

Users can specify delivery methods for a document type either via paper or online and also specify whether employee

consent is required for delivering documents online.

If users specify that user consent is required and the initial consent is not granted, the system automatically selects

paper delivery as the delivery method.

Users can enable persons to override the delivery preferences using the portraits work area. The document delivery

report, lists the delivery preferences including any overrides there after.

**Note Before :-

a) Users can specify delivery preferences for approved documents only.

a) For newly created document types, you must first submit it and then edit the document type to enable the delivery options.


Overriding Document Delivery Preferences

Users can setup delivery preferences on the document type and respective overrides on associated work structures.

Users can override the default delivery preferences at various levels for a payroll statutory unit (for all payroll

documents) or legal employer (for other document categories).

The default delivery option set, applies to all the documents until such time that the user goes and modifies the entry.

Delivery documents are arranged in a hierarchy.

Delivery preferences set for location overrides those set for a department.

Delivery preferences set for a department overrides those set for a legal employer.

Person Overrides –

Persons can override the delivery preferences for their documents using the personal information card within their portraits. The delivery preferences set

in the portraits override the delivery preferences specified anywhere else within the document type.


Activity # 3:-

Activity : Creating a document type.

Time : 10 minutes.

SG Page No : 65

Lab Session

17 define workforce records

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