Core HRMS Training

7/28/2019 Core HRMS Training

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Mahindra Satyam 2009

Human Resource Training

Core HR


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Agenda for Today

1.HR Meaning

Functions

2.Users:

What are Users?

Creation Of Users

3. Responsibility

What is Responsibility?

Responsibility Creation

4. Menus

What are Menus?

Menus Creation

5. Flexfields

Key Flexfield


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Human Resource Management Meaning

Human Resource is the workforce of an organization also known as thehuman capital now a days.

HR Dept deals with managing the entire lifecycle of an employee in the

organization.


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Functions of HR

Hiring Position classification and grading

Personnel data entry and records maintenance

Salary determination

Training

Performance appraisal review and processing

Awards review and processing Retirement etc.


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USERS

Users are people who Login into the system, with a unique USERNAME andPASSWORD.

They are created according to various Organizational need.

Every employee has various Organizational responsibilities according to his job

in the organization.

A user is created keeping in mind those roles and responsibilities.

Navigation: System Administration Security User Define


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Responsibility

Responsibilities are the primary means of defining security.

Responsibilities cannot be deleted.

A responsibility is linked to Business Group.

Navigation: System Administrator Security Responsibility

Define


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MENUS

INTRODUCTION A Menu is a hierarchical arrangement of functions and menus of functions (Sub-menus)

Menus control which form functions/ non form functions a user can access. Menus are used to control WHAT theuser can access

Each responsibility has a menu assigned to it.

Creating Menu: 1)Enter a Menu name. This will be used internally by Oracle and is not visible to user.

2)EnterUser Menu Name. We use this name while attaching menu to a responsibility.3)Choose a Menu typeas per the requirement. Few options available are:

HTML Tab Home Page HTML Sub-tab Data Security Standard

Tab menus are used in self service applications. E.g. iRecruitment, Learning Management etc. We define type as Standard for Menus that would be used in Navigator form. Data Security Menus are used to assign functions to a user which are not directly visible in Navigator form

Specif ying a Menu Type is optional.


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SET UP WORK STRUCTURES


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Key Flexfields

6 Main Key Flexfields in Oracle HRMS are:

Job Flexfield

Position Flexfield

Grade Flexfield

Competency Flexfield

People Group Flexfield

Cost Allocation Flexfield


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BUSINESS GROUPS DEFINITION PREREQISITES

Before defining Business Group in the system following activities need to beperformed:

Define mandatory key flex fields (KFFs):

Grade

Group (People Group) Job

Costing

Position

Competence


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Creating Key Flexfields

Job Flexfield:


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WORK STRUCTURES

Work structures components are the building blocks forrepresenting enterprise in Oracle HRMS.

Work Structures provides the framework in which you

place people.

Work Structures includes:

Business groups, organizations and legal entities to represent enterprise.

Jobs and Positions to show relevance to the nature of work Employees perform.

Other structures such as Competence, People Group, Grade, etc. that wouldallow enterprise to create a framework to maintain employee information in it.

Work

Structures


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BUSINESS GROUPS

Business Groups in Oracle HRMS:

Represents a country in which enterprise operates. Top Organization to hold other organizations in your enterprise. A separate business group for a country is recommended, if country has fair

number of employees.

On creation of the business group Oracle HRMS creates one view all security

profile, which allows users to access all employees in the business groups.

By default, all employees will be assigned to business group.

Though the employees are directly assigned to a specific organization,employees always continue exists under the business group and employees are

always governed by legislative policies of the country, business group corresponds

to.


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DEFINE LOCATIONS

Each physical site, where your employees work,is represented as Location in Oracle HRMS.

Locations can be Global or Local.

Global Locations are available to all Business Groups,

whereas Local is available within the Business Group.

In some places, Work Locations determine taxability rules.

Extra Information can be used to capture additional information specific to a

location.

Locations are shared across Business Groups in HRMS and with two other Oracle

applications: Inventory and Purchasing.


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(N) HRMS ResponsibilityWork Structures Location

EIT in Location is used

to capture additional

Information specific to

location.

HRMS does not use some of the fields in

the Location window. These fields are

disabled for HRMS users. For example,

the Legal Address check box is read-only

and supports future functionality in

Oracle Financials.


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REMOVE A LOCATION

In case a location is no longer functional, we

can remove the location by specifying the

Inactive Date. Making a location inactive

prevents users from selecting it.


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DELETE A LOCATION


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DEFINE ORGANIZATIONS

Organizations generally represent levels of your enterprise, from the highestlevel of Organization (Business Group) to the lowest level of organization

(department / division).

Organizations can be internal (for example, departments) orexternal (for

example vendors).

Organizations need to be classified as HR Organization for deploying people in

the Organizations. Unless, Organizations are classified as HR Organization, you

would not be able to select organization in the Assignment window.

You need to use classification block to identify the type of Organization. For

example, Business Group classification need to be used to identify businessgroup.


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ORGANIZATIONS

Use the Organization window to create:

Business groups

External organizations (for example, tax offices, pension providers, insurancecarriers, disability organizations, benefit carriers, or recruitment agencies)

Internal organizations (for example, departments, sections or cost centers)

GREs/Legal Entities


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CREATE ORGANIZATION (BUSINESS GROUP)

(N) HRMS Responsibility Work Structures Organization Description


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(N) HRMS Responsibility Work Structures Organization Description OthersBusiness Group Info.


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CREATING BUSINESS GROUP


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ORGANIZATION


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ORGANIZATION HIERARCHIES

Organization hierarchies show reporting lines and other hierarchical relationships

between organizations in your enterprise.

You set up a pr im ary repo rt ing hierarchy ref lect ing th e main repo rt ing l ines,

as established in the organization chart of your enterprise.


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CREATING ORGANIZATION HIERARCHIES


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ORGANIZATION HIERARCHY DIAGRAMMER

You edit organization or position hierarchies in

the Organization Hierarchy Diagrammer window

or the Position Hierarchy Diagrammer window.


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MANDATORY PROFILE OPTIONS

Once the Business Group is created, set these basic mandatory profile option atresponsibility level:

HR: Business Group

HR: Security Profile

HR: User Type


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DEFINING JOBS

Jobs represent generic roles within a business group. They are independent ofany single organization. For example, the jobs Manager and Consultant can

exist in many organizations.

If a role continues to exist after the employee leaves, then Positions need to be

implemented. Unlike positions, jobs are generally employee specific.

Jobs can have either simple or complex key Flexfield structure. Individual jobs

can be a combination of segment values. For example, a job can be one or two

segments like Consultant or Consultant.Senior.

You need to have structure of jobs in place, before they can be used in

Assignment window.

Jobs are dated so that you can start and end definitions.


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(N) HRMS ResponsibilityWork Structures Job Description

Job Group

Each job is held in a Job group. The job group is used to store jobs of a similar type

together in one group. All standard jobs created in Oracle HRMS, that is, those jobs that

define the role the person is employed to fulfill, must be stored in the Default HR Job

Group. This job group is automatically created for your business group is given the same

display name as the business Group.

Above box shows the job Flexfield

created earlier , attached to the

Business Group.


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DEFINING POSITION

Position is a specific role, or function, that exists in one, and only one,organization. Positions are generally used for management reporting detail thanorganizations alone.

You can maintain history of changes to Positions as Positions are date tracked.

Every position in the enterprise is unique. If every business division has aDirector, you must set up a unique position name for each Director such as HRDirector, where Director is the job definition for each position, HR is the Position.


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(N) HRMS ResponsibilityWork Structures Position DescriptionThe check boxes at the top of the

window are for information purposes

only. They are checked if the

position belongs to an organization

selected for position control.


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POSITION TYPES

There are four position Types:

Single Incumbent, meaning that only one employee is allowed to hold theposition at any time

Shared, meaning there can be several incumbents, up to the value of the FTEfield.

Pooled (Public Sector only), meaning the position is loosely defined so rulesabout FTE and hours are not enforced by the system None, which you can select if you do not need to record position types


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POSITION HIRING STATUS

Every position must have a hiring status. The system statuses provided with OracleHRMS are as follows. You can provide user names for these system statuses and

Map more than one user name onto each system status, if required.

1. Proposed - For modeling or planning.

2. Active - Available for use.

3. Frozen - Position can continue to be used with current incumbents but no new incumbentscan be placed in it.

4. Eliminated - Position is no longer in use and will not be required in the future. A position

cannot be reactivated when it has been eliminated.

5. Deleted - Position was set up by mistake, or never approved. A position can only be

deleted before its Start Date (that is, the date on which it was approved for use). A position

cannot be reactivated when it has been deleted.

Important: Positions have a Valid/Invalid status as well as a hiring status. You cannot

assign

an employee to an Active position if its status is Invalid (or a user defined status). You can only

assign to a position with an Active hiring status and a Valid (or blank) main status.


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POSITION HIERARCHIES

Use Hierarchies to show management reporting lines between positions

More detail than Organization Hierarchies

In a hierarchy each position has one parent reporting position

Unlimited number of hierarchies

Copy and manage multiple versions of any hierarchy

Use hierarchies to control user access to records

Security Profiles

Reports


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(N) HRMS Responsibility Work Structures Position Hierarchies


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DEFINE GRADES

Grades represent relative levels of

management or seniority within an

enterprise

May be grouped as management,

Administrative, and Technical

Often related to levels of pay

Often related to Job or Position


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(N) HRMS Responsibility Work Structures Grades Description


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GRADES & PAY

Oracle HRMS supports different ways of showing the relationship between gradesand pay

Direct Use Grade Rates Maximum, Minimum, and Mid-point values

Indirect Use Pay Scales Progression Points and Values

Grade Steps and increments


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GRADES & PAY


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PERSON TYPES

Person types are used to describepeople entered into the Oracle HumanResources product.

The person types names may bemodified if needed, or

new person types can be added.


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Core HRMS Training