Oracle HRMS Fundamentals

Using Oracle HRMS The Fundamentals (US)RELEASE 11i

November 2001

Using Oracle HRMS The Fundamentals (US) Release 11i

The part number for this book is A7331502.

The part number for this set is A7715302

Copyright 2001, Oracle Corporation. All rights reserved.

Major Contributors: Mike Bailey, Alison Crabbe, Keith Ekiss, Juliette Fleming, Jeffrey Erickson,Michael Laverty, Julia Margetson, Janet McCandless, Kathie Patterson, Louise Raffo

Contributors: Martin Bocutt, Dinesh Arora, Mark Rowe, John Woodward, Kevin Kelley

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Contents

Preface Preface xi. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Audience for This Guide xii. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How To Use This Guide xii. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Do Not Use Database Tools to Modify Oracle Applications Data xxi. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About Oracle xxi. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your Feedback xxii. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 1 Introduction to Oracle HRMS 1 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introduction Overview 1 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Introduction to Oracle HRMS 1 3. . . . . . . . . . . . . . . . . . . . . . . . . . Human Resource Model 1 8. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Shared Information in Oracle HRMS 1 10. . . . . . . . . . . . . . . . . . . . Multilingual Oracle HRMS 1 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing Change Over Time 1 14. . . . . . . . . . . . . . . . . . . . . . . . . . Setting Your Effective Date 1 18. . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing the History of Datetracked Information 1 19. . . . . . . . . . Removing an End Date 1 19. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 2 Organization Management 2 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Organization Management Overview 2 2. . . . . . . . . . . . . . . . . . . . . . .

Organization Management 2 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . Locations 2 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Location Extra Information Types 2 4. . . . . . . . . . . . . . . . . . . . . .

ii Using Oracle HRMS The Fundamentals (US)

Representing Employers Using Business Groups 2 6. . . . . . . . . Single and Multiple Business Groups 2 7. . . . . . . . . . . . . . . . . . . Defaults for the Business Group 2 7. . . . . . . . . . . . . . . . . . . . . . . . Adapting and Creating a New Business Group 2 8. . . . . . . . . . . Setting Up Locations 2 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Representing Organizations 2 11. . . . . . . . . . . . . . . . . . . . . . . . . . . Government Reporting Entities (GREs) 2 12. . . . . . . . . . . . . . . . . . Organization Classifications 2 16. . . . . . . . . . . . . . . . . . . . . . . . . . . Levels of Internal Organizations 2 19. . . . . . . . . . . . . . . . . . . . . . . . Creating an Organization 2 21. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Organization Classifications 2 23. . . . . . . . . . . . . . . . . . . Entering Additional Information 2 23. . . . . . . . . . . . . . . . . . . . . . . Entering Business Group Information 2 28. . . . . . . . . . . . . . . . . . . Entering Representative Body Information 2 29. . . . . . . . . . . . . . . Business Groups: Entering Budget Value Defaults 2 29. . . . . . . . Business Groups: Selecting a PTO Balance Type 2 30. . . . . . . . . . Business Groups and HR Organizations: Entering Work Day Defaults 2 30. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Default Monthly Payroll for a Business Group 2 31. . GREs: Entering the IRS Identification Number 2 32. . . . . . . . . . . HR Organizations: Entering Costing Information 2 32. . . . . . . . . HR Organizations: Entering Parent Organizations 2 33. . . . . . . . HR Organizations: Entering a Work Schedule 2 33. . . . . . . . . . . . Business Group: Entering EEO Reporting Information 2 34. . . . Entering Constituency Information for a Representative Body 2 34. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Location Information for Constituencies 2 35. . . . . . . . . Entering Organization Hierarchy Information for Constituencies 2 35. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Organization Information for Constituencies 2 35. . . . . Entering Grade Information for Constituencies 2 36. . . . . . . . . . . Entering Bargaining Unit Information for Constituencies 2 36. . Entering Job Information for Constituencies 2 36. . . . . . . . . . . . . Entering Collective Agreement Grade Information for Constituencies 2 37. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Trade Union Information for a Bargaining Association 2 37. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering EEO1 and VETS Establishment Data for Parent Entities 2 37. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering EEO1 Parent Entity Data 2 38. . . . . . . . . . . . . . . . . . . . . Entering Multiple Worksite Report Parent Entity Data 2 39. . . . . Entering VETS Parent Entity Data 2 39. . . . . . . . . . . . . . . . . . . . . . Finding an Organization 2 40. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Removing and Deleting Organizations 2 41. . . . . . . . . . . . . . . . . . Organization Hierarchies 2 41. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Organization Hierarchies 2 45. . . . . . . . . . . . . . . . . . . . . . Changing Organization Hierarchies 2 47. . . . . . . . . . . . . . . . . . . . . Deleting Organization Hierarchies 2 48. . . . . . . . . . . . . . . . . . . . . . Running the Organization Hierarchy Report 2 48. . . . . . . . . . . . .

Chapter 3 Hierarchy Diagrammers 3 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Hierarchy Diagrammers Overview 3 2. . . . . . . . . . . . . . . . . . . . . . . . .

Viewing and Editing Hierarchy Diagrams 3 2. . . . . . . . . . . . . . . Launching a Hierarchy Diagrammer 3 3. . . . . . . . . . . . . . . . . . . . Finding an Organization or Position in the Hierarchy Diagrammers 3 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing the Appearance of a Hierarchy Diagram 3 5. . . . . . . Displaying Information about Organizations or Positions 3 6. . Setting Up a New Hierarchy 3 7. . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a New Version of an Existing Hierarchy 3 8. . . . . . . . . Copying an Existing Hierarchy 3 9. . . . . . . . . . . . . . . . . . . . . . . . . Adding Organizations or Positions to a Hierarchy 3 10. . . . . . . . Removing Organizations or Positions From a Hierarchy 3 10. . . Moving Organizations or Positions in a Hierarchy 3 11. . . . . . . . Menu and Toolbar Commands 3 12. . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 4 Enterprise Modeling 4 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Enterprise Modeling Overview 4 2. . . . . . . . . . . . . . . . . . . . . . . . . . . .

Enterprise Modeling 4 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Jobs and Positions 4 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Position Management 4 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Position Management Decisions 4 13. . . . . . . . . . . . . . . . . . . . . . . . Position Hiring Status 4 14. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Job and Position Names 4 16. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Jobs and Position Evaluation 4 16. . . . . . . . . . . . . . . . . . . . . . . . . . . Position Extra Information Types 4 17. . . . . . . . . . . . . . . . . . . . . . . Project Based Enterprises Example 4 18. . . . . . . . . . . . . . . . . . . . . . Rule Based Enterprises Example 4 22. . . . . . . . . . . . . . . . . . . . . . . Hybrid Enterprise Structures Example 4 25. . . . . . . . . . . . . . . . . . Contract Staff and Other NonStandard Assignments Example 4 27. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Job Group 4 27. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Job 4 28. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Position 4 30. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Defining a Position with a Position Transaction 4 36. . . . . . . . . . . Copying a Position 4 38. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Updating Positions 4 43. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Finding a Position 4 47. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Position Occupancy 4 49. . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Transaction History 4 49. . . . . . . . . . . . . . . . . . . . . . . . . . . Position Hierarchies 4 51. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Position Hierarchy 4 53. . . . . . . . . . . . . . . . . . . . . . . . . . Creating a New Version of a Position Hierarchy 4 54. . . . . . . . . . Copying an Existing Hierarchy 4 54. . . . . . . . . . . . . . . . . . . . . . . . . Deleting a Position Hierarchy 4 54. . . . . . . . . . . . . . . . . . . . . . . . . . Changing a Position Hierarchy 4 55. . . . . . . . . . . . . . . . . . . . . . . . . Running the Position Hierarchy Report 4 56. . . . . . . . . . . . . . . . . Business Group Reorganization 4 56. . . . . . . . . . . . . . . . . . . . . . . . Reorganize your Business Group 4 58. . . . . . . . . . . . . . . . . . . . . . . Describing Your Mass Move 4 58. . . . . . . . . . . . . . . . . . . . . . . . . . . Identifying Your Source Positions 4 59. . . . . . . . . . . . . . . . . . . . . . Identifying Your Target Positions 4 60. . . . . . . . . . . . . . . . . . . . . . . Verifying the Transfer of Assignments for Each Source Position 4 61. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Verifying or Adding Valid Grades for Each Target Position 4 62. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Executing the Mass Move 4 63. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reviewing the Mass Move 4 63. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reexecuting a Mass Move 4 64. . . . . . . . . . . . . . . . . . . . . . . . . . . . Grades and Grade Structures 4 65. . . . . . . . . . . . . . . . . . . . . . . . . . Grade Relationships to Compensation and Benefits 4 67. . . . . . . Grade Rates to Relate Pay to Grades 4 68. . . . . . . . . . . . . . . . . . . . Pay Scales to Relate Pay to Grades 4 70. . . . . . . . . . . . . . . . . . . . . . Defining a Grade 4 72. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting Grades 4 72. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Grade Rate 4 73. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Grade Comparatios 4 73. . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Pay Scale 4 74. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Scale Rates 4 75. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Relating Grades to Progression Points 4 76. . . . . . . . . . . . . . . . . . . Placing an Employee on a Grade Step 4 76. . . . . . . . . . . . . . . . . . . Incrementing Grade Step Placements 4 77. . . . . . . . . . . . . . . . . . . Running the Current and Projected Progression Point Values Report 4 78. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running the Employee Increment Results Report 4 78. . . . . . . . . Entering a Collective Agreement 4 79. . . . . . . . . . . . . . . . . . . . . . .

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Setting up Collective Agreement Grades 4 80. . . . . . . . . . . . . . . . . Entering Collective Agreement Grades 4 80. . . . . . . . . . . . . . . . . .

Chapter 5 Payroll Definition 5 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Payroll Definition Overview 5 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Payroll Definition 5 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Other Employee Groups 5 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Available Payment Methods 5 5. . . . . . . . . . . . . . . . . . . . . . . . . . . Database Triggers 5 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Process Parameters 5 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Payment Method 5 8. . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Consolidation Sets 5 8. . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Payroll 5 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting Payrolls 5 11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering NACHA Tape Data for GREs 5 11. . . . . . . . . . . . . . . . . . Defining Dynamic Triggers 5 12. . . . . . . . . . . . . . . . . . . . . . . . . . . . Grouping Dynamic Triggers into Legislative Functional Areas 5 14. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting up the TIAA-CREF Interface 5 15. . . . . . . . . . . . . . . . . . . . Maintaining Process Parameters 5 16. . . . . . . . . . . . . . . . . . . . . . . .

Chapter 6 Cost Analysis 6 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cost Analysis Overview 6 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Cost Analysis 6 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Labor Costs in Oracle HRMS 6 3. . . . . . . . . . . . . . . . . . . . . . . . . . . Labor Cost Allocation Example 6 4. . . . . . . . . . . . . . . . . . . . . . . . Data Costed at the Payroll Level 6 5. . . . . . . . . . . . . . . . . . . . . . . . Data Costed at the Element Link Level 6 5. . . . . . . . . . . . . . . . . . Employer Charge Distribution Example 6 7. . . . . . . . . . . . . . . . . Data Costed at the Organization and Assignment Levels 6 9. . The Cost Allocation Key Flexfield 6 10. . . . . . . . . . . . . . . . . . . . . . Setup of the Cost Allocation Key Flexfield 6 11. . . . . . . . . . . . . . . The Oracle HRMS Cost Allocation Key Flexfield Example 6 13. Data Costed at the Element Entry Level 6 15. . . . . . . . . . . . . . . . . Costing for Taxes 6 15. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Costing All Taxes by Tax Type 6 16. . . . . . . . . . . . . . . . . . . . . . . . . . Costing State and Local Taxes by Jurisdiction 6 17. . . . . . . . . . . . Running the Costing Process 6 19. . . . . . . . . . . . . . . . . . . . . . . . . . . Running the Cost Breakdown Report 6 20. . . . . . . . . . . . . . . . . . . Mapping Cost Allocation to the Accounting Flexfield 6 20. . . . .

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Running the Transfer to GL Process 6 21. . . . . . . . . . . . . . . . . . . . . Entering Adjustments to Costed Employee Tax Balances 6 22. . .

Chapter 7 Workers Compensation 7 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Overview of Workers Compensation in Oracle HRMS 7 2. . . . . . . .

How are Workers Compensation Premiums Calculated in Oracle HRMS? 7 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How are Workers Compensation Insurance Rates Calculated? 7 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How do Surcharges and Rebates Affect my Companies Insurance Rate? 7 4. . . . . . . . . . . . . . . . . . . . . . . . . How is Overtime Pay Affected by Workers Compensation? 7 5 Can I Change a Workers Compensation Code for an Employee? 7 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Workers Compensation in Oracle Payroll 7 6. . . . . . . . . . . . . . . . Payroll Exposure 7 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . WC Code Overrides 7 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Default Workers Compensation Code Mapping 7 7. . . . . . . . . . WC Elements and Formulas in Oracle Payroll 7 7. . . . . . . . . . . . Calculating Employer and Employee Contributions 7 9. . . . . . . Creating Default Workers Compensation Code Mapping 7 10. . Setup Steps for Workers Compensation Calculations 7 11. . . . . Exempting Employees from Workers Compensation 7 12. . . . . Associating WC Codes with Rates 7 12. . . . . . . . . . . . . . . . . . . . . . Entering WC Codes, Payroll Exposure Rules and Surcharges 7 13. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering a WC Override Code 7 14. . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 8 Government Mandated HR Reporting 8 1. . . . . . . . . . . . . . . . . . . . . Overview of Government Mandated Reporting in Oracle HRMS 8 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Introduction to US GovernmentMandated Reporting in Oracle HRMS 8 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Reporting Categories and Statuses 8 3. . . . . . . . . . . . . . . . . . . . . . Reporting Organizations 8 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Establishment Hierarchies 8 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Varieties of Establishment Hierarchies 8 5. . . . . . . . . . . . . . . . . . . The SingleEstablishment Hierarchy 8 5. . . . . . . . . . . . . . . . . . . . MultiEstablishment Hierarchies 8 6. . . . . . . . . . . . . . . . . . . . . . . Preparing for GovernmentMandated HR Reporting 8 7. . . . . . Registration of Reporting Categories and Statuses 8 7. . . . . . . . Setting Up Reporting Organizations 8 8. . . . . . . . . . . . . . . . . . . .

viiContents

Example MultiEstablishment Hierarchies 8 8. . . . . . . . . . . . . . . Setup Steps for AAP Reporting 8 10. . . . . . . . . . . . . . . . . . . . . . . . . Setup Steps for ADA Reporting 8 11. . . . . . . . . . . . . . . . . . . . . . . . Setup Steps for OSHA Reporting 8 12. . . . . . . . . . . . . . . . . . . . . . . Registering Reporting Categories 8 12. . . . . . . . . . . . . . . . . . . . . . . Registering Reporting Statuses 8 13. . . . . . . . . . . . . . . . . . . . . . . . . Define Reporting Establishments to Represent Corporate Headquarters 8 13. . . . . . . . . . . . . . . . . . . . . . . . . . . Set Up Establishment Hierarchies 8 14. . . . . . . . . . . . . . . . . . . . . . Put Subordinate Reporting Organizations in Hierarchies 8 15. . Enter Establishment Overrides 8 16. . . . . . . . . . . . . . . . . . . . . . . . . Define Lines of Progression for Jobs 8 16. . . . . . . . . . . . . . . . . . . . . Establishments and Generic Hierarchies 8 17. . . . . . . . . . . . . . . . . Example Setups Using Generic Hierarchies 8 20. . . . . . . . . . . . . . Setup Steps for EEO1 Reporting 8 21. . . . . . . . . . . . . . . . . . . . . . . Setup Steps for EEO4 and EEO5 Reporting 8 22. . . . . . . . . . . . . . Setup Steps for VETS100 Reporting 8 23. . . . . . . . . . . . . . . . . . . . Creating an Establishment Hierarchy 8 24. . . . . . . . . . . . . . . . . . . Copying an Establishment Hierarchy 8 25. . . . . . . . . . . . . . . . . . . Associating Jobs with EEO Job Categories 8 26. . . . . . . . . . . . . . . Equal Employment Opportunity (EEO1) Reporting 8 27. . . . . . Obtaining EEO Reports 8 28. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Data for EEO Reporting 8 29. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Submit EEO Standard Form 100 8 31. . . . . . . . . . . . . . . . . . . . . . . . Running the EEO4 Report 8 33. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running the EEO5 Report 8 33. . . . . . . . . . . . . . . . . . . . . . . . . . . . . AAP (Affirmative Action Plan) Reporting 8 34. . . . . . . . . . . . . . . AAP Organizations 8 35. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AAP Hierarchies 8 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Data for AAP Reporting 8 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Example AAP Hierarchy 8 36. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Set Up AAP Organizations 8 38. . . . . . . . . . . . . . . . . . . . . . . . . . . . Create AAP Establishment Hierarchies 8 38. . . . . . . . . . . . . . . . . . Associate Jobs with AAP Reporting Information 8 39. . . . . . . . . . Obtain AAP Reports 8 39. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VETS100 Reporting 8 40. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Data for VETS100 Reports 8 41. . . . . . . . . . . . . . . . . . . . . . . . . . . . Obtain VETS100 Reports 8 42. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Registering Employees as Disabled 8 45. . . . . . . . . . . . . . . . . . . . . ADA (Americans with Disabilities Act) Reporting 8 45. . . . . . . . Enter Information about Disabilities 8 46. . . . . . . . . . . . . . . . . . . . Enter Requests for Disability Accommodation 8 47. . . . . . . . . . . .

viii Using Oracle HRMS The Fundamentals (US)

Obtain ADA Reports 8 48. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . OSHA (Occupational Safety and Health Act) Reporting 8 48. . . OSHA Data 8 49. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . OSHA Categories of Illness 8 50. . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering Information about Workrelated Injury or Illness 8 50. Obtain OSHA Reports 8 52. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 9 Windows and Reports A 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Windows and their Navigation Paths A 2. . . . . . . . . . . . . . . . . . . . . . . Reports and Processes in Oracle HRMS A 61. . . . . . . . . . . . . . . . . . . . .

Glossary

Index

Readers Comment Form

Using Oracle HRMS The Fundamentals (US) Release 11iA7331502Oracle Corporation welcomes your comments and suggestions on the quality and usefulnessof this publication. Your input is an important part of the information we use for revision.

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xiPreface

Preface

xii Using Oracle HRMS The Fundamentals (US)

Audience for This Guide

Welcome to Release 11i of Using Oracle HRMS The Fundamentals (US).

This guide assumes you have a working knowledge of the following:

The principles and customary practices of your business area.

Oracle Human Resources Management Systems

If you have never used Oracle Human Resources ManagementSystems, Oracle suggests you attend one or more of the OracleHuman Resources Management Systems training classesavailable through Oracle University.

The Oracle Applications graphical user interface.

To learn more about the Oracle Applications graphical userinterface, read the Oracle Applications Users Guide.

See Other Information Sources for more information about OracleApplications product information.

How To Use This Guide

This guide contains the information you need to understand and useOracle HRMS.

Chapter 1 introduces the major features of Oracle HRMS. It alsodescribes the human resource model, how information is sharedin Oracle HRMS and how to manage Oracle HRMS in differentlanguages. It also describes how to use your documentation andonline help.

Chapter 2 explains how you represent all the differentorganizations that make up your enterprise.

Chapter 3 describes how to graphically view and createhierarchy diagrams for organizations and positions using OracleHRMS Hierarchy Diagrammers.

Chapter 4 explains how you can customize Oracle HRMS so thatit accurately reflects the organizations of work and managementsof people with the enterprise. It explains how you can model thejobs, positions and grades to reflect the structures and cultureswithin your enterprise.

xiiiPreface

Chapter 5 explains how you define payrolls. You define as manypayrolls as you require to meet the pay policies of yourenterprise.

Chapter 6 explains how you can enter labor costs associated withyour employees. Using Oracle Payroll, you can automaticallyaccumulate these costs.

Chapter 7 discusses mandatory government reporting.

Chapter 8 discusses how Oracle HRMS handles WorkersCompensation (WC) programs. How you associate your jobswith state WC work classification codes, and how to furtherassociate these codes with state WC premium rates.

Appendix A lists the default navigation paths for all thewindows and reports in Oracle HRMS for the US, as they aresupplied.

Note: HRMS Implementation Steps are included inImplementing Oracle HRMS, rather than in this User Guide.

Documentation Accessibility

Our goal is to make Oracle products, services, and supportingdocumentation accessible, with good usability, to the disabledcommunity. To that end, our documentation includes features thatmake information available to users of assistive technology. Thisdocumentation is available in HTML format, and contains markup tofacilitate access by the disabled community. Standards will continue toevolve over time, and Oracle Corporation is actively engaged withother marketleading technology vendors to address technicalobstacles so that our documentation can be accessible to all of ourcustomers. For additional information, visit the Oracle AccessibilityProgram web site at http://www.oracle.com/accessibility/.

Accessibility of Code Examples in Documentation

JAWS, a Windows screen reader, may not always correctly read thecode examples in this document. The conventions for writing coderequire that closing braces should appear on an otherwise empty line;however, JAWS may not always read a line of text that consists solelyof a bracket or brace.

Accessibility of Links to External Web Sites in Documentation

This documentation may contain links to web sites of other companiesor organizations that Oracle Corporation does not own or control.

xiv Using Oracle HRMS The Fundamentals (US)

Oracle Corporation neither evaluates nor makes any representationsregarding the accessibility of these web sites.

Other Information Sources

You can choose from many sources of information, including onlinedocumentation, training, and support services, to increase yourknowledge and understanding of Using OracleR HRMS The Fundamentals (US).

If this guide refers you to other Oracle Applications documentation,use only the Release 11i versions of those guides.

Online Documentation

All Oracle Applications documentation is available online (HTML andPDF).

Online Help The new features section in the HTML helpdescribes new features in 11i. This information is updated foreach new release of Oracle HRMS. The new features section alsoincludes information about any features that were not yetavailable when this guide was printed. For example, if youradministrator has installed software from a minipack as anupgrade, this document describes the new features. Online helppatches are available on Metalink.

11i Features Matrix This document lists new features availableby patch and identifies any associated new documentation. Thenew features matrix document is available on Metalink.

Readme File Refer to the readme file for patches that you haveinstalled to learn about new documentation or documentationpatches that you can download.

Related Users Guides

Using OracleR HRMS The Fundamentals (US) shares business andsetup information with other Oracle Applications products. Therefore,you may want to refer to other user guides when you set up and useUsing OracleR HRMS The Fundamentals (US).

You can read the guides online by choosing Library from theexpandable menu on your HTML help window, by reading from theOracle Applications Document Library CD included in your media

xvPreface

pack, or by using a Web browser with a URL that your systemadministrator provides.

If you require printed guides, you can purchase them from the Oraclestore at http://oraclestore.oracle.com.

Guides Related to All Products

Oracle Applications Users Guide

This guide explains how to enter data, query, run reports, and navigateusing the graphical user interface (GUI) available with this release ofOracle HRMS (and any other Oracle Applications products). This guidealso includes information on setting user profiles, as well as runningand reviewing reports and concurrent processes.

You can access this users guide online by choosing Getting startedwith Oracle Applications from any Oracle Applications help file.

Oracle Alert Users Guide

This guide explains how to define periodic and event alerts to monitorthe status of your Oracle Applications data.

Oracle Applications Developers Guide

This guide contains the coding standards followed by the OracleApplications development staff. It describes the Oracle ApplicationObject Library components needed to implement the OracleApplications user interface described in the Oracle Applications UserInterface Standards for FormsBased Products. It also provides informationto help you build your custom Oracle Forms Developer 6i forms so thatthey integrate with Oracle Applications.

Oracle Applications User Interface Standards for FormsBasedProducts

This guide contains the user interface (UI) standards followed by theOracle Applications development staff. It describes the UI for theOracle Applications products and how to apply this UI to the design ofan application built by using Oracle Forms.

xvi Using Oracle HRMS The Fundamentals (US)

Guides Related to This Product

Using Oracle HRMS The Fundamentals

Use this guide to learn about representing your enterprise on yourapplication. This includes setting up your organization hierarchy,recording details about jobs and positions within your enterprise,defining a payroll, and also how to manage your costs.

Managing Your Workforce Using Oracle HRMS

Use this guide to learn about all aspects of managing your workforce.This includes how to represent your workforce on your application,recruiting new employees and developing their careers, and alsodefining and managing budgets.

Running Your Payroll Using Oracle HRMS

This user guide provides information about wage attachments, taxesand social insurance, the payroll run, and other processes.

Managing Total Compensation Using Oracle HRMS

Use this guide to learn about setting up the application to store andprocess information on your total compensation package, includingsalary administration, other earnings, deductions, benefits, absencemanagement and PTO accrual plans.

Configuring, Reporting and System Administration in Oracle HRMS

This guide provides information about extending and configuringOracle HRMS, managing security, auditing, information access, andletter generation.

Implementing Oracle HRMS

This guide explains the setup procedures you need to carry out in orderto successfully implement Oracle HRMS in your enterprise.

Implementing Oracle SelfService Human Resources (SSHR)

This guide provides information about setting up the selfservicehuman resources management functions for managers and employees.Managers and employees can then use an intranet and Web browser to

xviiPreface

have easy and intuitive access to personal information and careermanagement functionality.

Using Oracle FastFormula

This guide provides information about writing, editing, and usingformulas to configure your system. Oracle FastFormula provides asimple way to write formulas using English words and basicmathematical functions. For example, Oracle FastFormula enables youto specify elements in payroll runs or create rules for PTO and accrualplans.

Using Oracle Training Administration (OTA)

This guide provides information about how to set up and use OracleTraining Administration to facilitate your training and certificationbusiness.

Using Oracle SSP/SMP

This guide provides information about setting up and using OracleSSP/SMP to meet your statutory sick pay and statutory maternity payobligations.

Using Application Data Exchange

This guide provides information about using Application DataExchange to view HRMS data with desktop tools, and upload reviseddata to your application.

Oracle Business Intelligence System Implementation Guide

This guide provides information about implementing Oracle BusinessIntelligence (BIS) in your environment.

BIS User Guide 11i

This guide is provided as online help only from the BIS application andincludes information about intelligence reports, Discoverer workbooks,and the Performance Management Framework.

xviii Using Oracle HRMS The Fundamentals (US)

Using Oracle Time Management

This guide provides information about capturing work patterns such asshift hours so that this information can be used by other applicationssuch as General Ledger.

Installation and System Administration

Oracle Applications Concepts

This guide provides an introduction to the concepts, features,technology stack, architecture, and terminology for Oracle ApplicationsRelease 11i. It provides a useful first book to read before an installationof Oracle Applications. This guide also introduces the concepts behindApplicationswide features such as Business Intelligence (BIS),languages and character sets, and SelfService Web Applications.

Installing Oracle Applications

This guide provides instructions for managing the installation of OracleApplications products. In Release 11i, much of the installation processis handled using Oracle Rapid Install, which minimizes the time toinstall Oracle Applications and the Oracle8 technology stack, and theOracle8i Server technology stack by automating many of the requiredsteps. This guide contains instructions for using Oracle Rapid Installand lists the tasks you need to perform to finish your installation. Youshould use this guide in conjunction with individual product usersguides and implementation guides.

Upgrading Oracle Applications

Refer to this guide if you are upgrading your Oracle ApplicationsRelease 10.7 or Release 11.0 products to Release 11i. This guidedescribes the upgrade process and lists database and productspecificupgrade tasks. You must be either at Release 10.7 (NCA, SmartClient,or character mode) or Release 11.0, to upgrade to Release 11i. Youcannot upgrade to Release 11i directly from releases prior to 10.7.

Maintaining Oracle Applications

Use this guide to help you run the various AD utilities, such asAutoUpgrade, AutoPatch, AD Administration, AD Controller, ADRelink, License Manager, and others. It contains howto steps,screenshots, and other information that you need to run the AD

xixPreface

utilities. This guide also provides information on maintaining theapplications file system and database.

Oracle Applications System Administrators Guide

This guide provides planning and reference information for the OracleApplications System Administrator. It contains information on how todefine security, customize menus and online help, and manageconcurrent processing.

Other Implementation Documentation

Oracle Applications Product Update Notes

Use this guide as a reference for upgrading an installation of OracleApplications. It provides a history of the changes to individual OracleApplications products between Release 11.0 and Release 11i. It includesnew features, enhancements, and changes made to database objects,profile options, and seed data for this interval.

Multiple Reporting Currencies in Oracle Applications

If you use the Multiple Reporting Currencies feature to recordtransactions in more than one currency, use this manual beforeimplementing Oracle HRMS. This manual details additional steps andsetup considerations for implementing Oracle HRMS with this feature.

Multiple Organizations in Oracle Applications

If you use the Oracle Applications Multiple Organization Supportfeature to use multiple sets of books for one Oracle HRMS installation,this guide describes all you need to know about setting up and usingOracle HRMS with this feature.

Oracle Workflow Guide

This guide explains how to define new workflow business processes aswell as customize existing Oracle Applicationsembedded workflowprocesses. You also use this guide to complete the setup steps necessaryfor any Oracle Applications product that includes workflowenabledprocesses.

xx Using Oracle HRMS The Fundamentals (US)

Oracle Applications Flexfields Guide

This guide provides flexfields planning, setup, and referenceinformation for the Using OracleR HRMS The Fundamentals (US)implementation team, as well as for users responsible for the ongoingmaintenance of Oracle Applications product data. This manual alsoprovides information on creating custom reports on flexfields data.

Oracle Technical Reference Manuals

The technical reference guides are now available in electronic formatonly. You can now access technical reference manuals for any OracleApplications product you have licensed.

Oracle Manufacturing and Distribution Open Interfaces Manual

This manual contains uptodate information about integrating withother Oracle Manufacturing applications and with your other systems.This documentation includes open interfaces found in OracleManufacturing.

Oracle Applications Message Reference Manual

This manual describes all Oracle Applications messages. This manual isavailable in HTML format on the documentation CDROM for Release11i.

Training and Support

Training

Oracle offers a complete set of training courses to help you and yourstaff master Oracle HRMS and reach full productivity quickly. Thesecourses are organized into functional learning paths, so you take onlythose courses appropriate to your job or area of responsibility.

You have a choice of educational environments. You can attend coursesoffered by Oracle University at any one of our many EducationCenters, you can arrange for our trainers to teach at your facility, oryou can use Oracle Learning Network, Oracle Universitys onlineeducation utility. In addition, Oracle Training professionals can tailorstandard courses or develop custom courses to meet your needs. Forexample, you may want to use your organization structure,terminology, and data as examples in a customized training sessiondelivered at your own facility.

xxiPreface

Support

From onsite support to central support, our team of experiencedprofessionals provides the help and information you need to keepUsing OracleR HRMS The Fundamentals (US) working for you. Thisteam includes your Technical Representative, Account Manager, andOracles large staff of consultants and support specialists with expertisein your business area, managing an Oracle8i server, and your hardwareand software environment.

Do Not Use Database Tools to Modify Oracle Applications Data

Oracle STRONGLY RECOMMENDS that you never use SQL*Plus,Oracle Data Browser, database triggers, or any other tool to modifyOracle Applications data unless otherwise instructed.

Oracle provides powerful tools you can use to create, store, change,retrieve, and maintain information in an Oracle database. But if you useOracle tools such as SQL*Plus to modify Oracle Applications data, yourisk destroying the integrity of your data and you lose the ability toaudit changes to your data.

Because Oracle Applications tables are interrelated, any change youmake using an Oracle Applications form can update many tables atonce. But when you modify Oracle Applications data using anythingother than Oracle Applications, you may change a row in one tablewithout making corresponding changes in related tables. If your tablesget out of synchronization with each other, you risk retrievingerroneous information and you risk unpredictable results throughoutOracle Applications.

When you use Oracle Applications to modify your data, OracleApplications automatically checks that your changes are valid. OracleApplications also keeps track of who changes information. If you enterinformation into database tables using database tools, you may storeinvalid information. You also lose the ability to track who has changedyour information because SQL*Plus and other database tools do notkeep a record of changes.

About Oracle

Oracle Corporation develops and markets an integrated line ofsoftware products for database management, applications

xxii Using Oracle HRMS The Fundamentals (US)

development, decision support and office automation, as well as OracleApplications, an integrated suite of more than 160 software modulesfor financial management, supply chain management, manufacturing,project systems, human resources and customer relationshipmanagement.

Oracle products are available for mainframes, minicomputers, personalcomputers, network computers and personal digital assistants,allowing organizations to integrate different computers, differentoperating systems, different networks, and even different databasemanagement systems, into a single, unified computing and informationresource.

Oracle is the worlds leading supplier of software for informationmanagement, and the worlds second largest software company. Oracleoffers its database, tools, and application products, along with relatedconsulting, education and support services, in over 145 countriesaround the world.

Your Feedback

Thank you for using Using OracleR HRMS The Fundamentals (US)and this users guide.

Oracle values your comments and feedback. This guide contains aReaders Comment Form you can use to explain what you like ordislike about Using OracleR HRMS The Fundamentals (US) or thisusers guide. Mail your comments to the following address or call usdirectly at (650) 5067000.

Oracle Applications Documentation ManagerOracle Corporation500 Oracle ParkwayRedwood Shores, CA 94065U.S.A.

Or, send electronic mail to [email protected].

C H A P T E R

1

1 1Introduction to Oracle HRMS

Introduction to OracleHRMS

1 2 Using Oracle HRMS The Fundamentals (US)

Introduction Overview

All your Oracle HRMS applications have a single source of informationbecause they share the same tables within the Oracle database. Thiseliminates data redundancy, reduces the possibility of conflicting datain different databases and creates a consistent, complete and reliablepicture of every employee.

To help you understand how Oracle HRMS uses the Oracle database,you need to be familiar with the following key concepts:

Human Resource Model: You can define your own humanresource model to reflect your enterprises structures andpolicies. This information model lets you record the personal,work, and pay information for all the people you want to holdand process.

Shared Information in Oracle HRMS: Oracle Human Resourcesand Oracle Payroll are available for purchase together as thecomponents of a closely integrated human resourcesmanagement system. This system combines Oracle HumanResources and Oracle Payroll windows under a single menustructure, sharing windows and underlying tables whereverpossible to eliminate redundant data entry, maintenance andstorage.

How To Use Your Documentation and Online Help: There aremany different activities which make up a successful strategic,valueadded human resource management system. All theseactivities can be grouped into an interrelated cycle of events. Tohelp you set up and manage your system, each event in the cycleis explained in the volumes of your Oracle HRMS Users Guideand the online help.

Multilingual Oracle HRMS: Oracle HRMS enables you tomanage information in a wide variety of languages. To enableyou to do this Oracle HRMS provides you with:

Multiple address styles

National identifiers (such as social security numbers)validated against the format required in each country

Legislation specific date formatting

Translatable information

Multilingual reports

Managing Change Over Time: A key requirement for anyenterprise is the ability to manage change confidently and


effectively. Typical enterprise changes include corporaterestructuring, departmental reorganization, mergers anddemergers of companies, centralization or decentralization ofcontrol and decision making, employee development andturnover. In Oracle HRMS, you can change each of the majorparts of your enterprise model without having to redefine theother parts.

Introduction to Oracle HRMS

Oracle Human Resource Management Systems (HRMS) enables you toachieve a well managed human resource system, turning HRmanagement into a strategic advantage.

What is Human Resource Management?

Today, the most successful enterprises continuously review andimprove their business functions, searching for new ways to streamlineprocesses to make them more effective and to use them to gaincompetitive advantage. Human Resource Management is responsiblefor addressing the workforce aspect of this continuous improvement.

How has the role of Human Resource Management changed?

Human resource management was originally an administrative andwelfare role within an enterprise. This often included recruitment andrecordkeeping functions.

This role was primarily reactive in nature. Human Resources respondedto the needs of both managers and employees, but did not anticipatethem.

In the last few decades, human resource management has evolved andassumed a more proactive role, from automated processing, to theprovision of a new level of strategic value.

Why is Human Resource Management important?

The people within your enterprise produce the goods and provide theservices that fuel your enterprise. At the same time, the human cost isoften the biggest cost a company incurs. Well managed humanresources directly improve your enterprise and contribute to acompetitive advantage.


If your enterprise has strategic, value added human resourcemanagement you will hire, motivate and retain the most capableworkforce. You will have the ability to engage employees and linemanagers directly in managing their skills and careers to yourenterprises advantage. Furthermore, you will have accurate,uptodate workforce information for managers and executives.

What applications comprise the Oracle HRMS family suite?

Oracle HRMS consists of the following applications. These are allseparate products powerfully integrated into one application family.

Oracle Human Resources

Oracle Payroll

Oracle Advanced Benefits

Oracle SelfService Human Resources (SSHR)

When the term HRMS is used, it refers to this integrated set ofapplications.

Applications Related to the Oracle HRMS family suite

There are other applications related to the Oracle HRMS family suite:

Oracle Training Administration

Application Data Exchange and Hierarchy Diagrammers

Statutory Sick Pay and Statutory Maternity Pay (UK only)

Oracle Time Management

Oracle Business Intelligence System

Individual user guides provide information on these other products.

What is Oracle Human Resources?

Oracle Human Resources (HR) is a proactive management solution thathelps control costs while developing and supporting an effectiveworkforce. Among the many features of Oracle HR is the ability to:

Manage the entire recruitment cycle

Design organizational models that match current and futurebusiness strategies and objectives

Perform position management by defining and recordingrequired skills, competencies, experience and qualifications forpositions, jobs and organizations


Perform career management functions relating to the definitionof competencies, assessments, suitability matching, graphicalranking and succession planning

Administer and maintain benefits plans, coverage levels andcontribution allocations

Manage salary proposals and approve these by component

Use spreadsheets to export compensation and benefit details forcomparison with external survey figures

Oracle Human Resources provides the shortest route to fast, smarthuman resource management.

What is Oracle Payroll?

Oracle Payroll is a highperformance, rule based payroll managementsystem designed to keep pace with changing enterprises and workforceneeds.

Payroll managers require a solution to address unique requirementsand offer complex calculations without losing the benefits of a standardsupported package. Oracle Payroll offers that capability via a unique,data driven approach that enables the definition and management ofdiverse payroll requirements.

Among its many capabilities, Oracle Payroll delivers the power to:

Process many payrolls quickly and easily in a single day

Define comprehensive personal payment methods

Quickly create complex calculation rules such as union overtimewithout programming

Efficiently check, double check and reconcile payrolls

Make retroactive adjustments to past earnings or deductions

Examine employee payment histories at any time

Track and monitor employee costs via online access to payrolldata

Disburse in multiple currencies

Transfer payroll information to the general ledger and to otheraccounting systems, including project costing systems

Report on payroll results to the tax office and companyexecutives

Maintain full security and integrity of payroll information,including historical information


Enable access to information when required for inquiries andresponses to pay queries

Oracle Payroll enables fast, flexible and accurate payroll processingfrom time capture to ledger costing.

What is meant by separate vs. integrated Oracle HRMS systems?

Traditionally, human resources and payroll departments have oftenheld and managed human resource information in separate, duplicatesystems.

Over time there has been a greater demand for more unifiedinformation management derived from both human resource andpayroll sources.

One solution to this has been to develop interface products, that enabletechnical specialists to transfer data between the two systems. OracleHRMS, however, provides an integrated system that both functions cangenuinely share with full security and control of access byresponsibility.

This system is flexible enough to be implemented for use in a humanresources only or a payroll only environment. In each case you haveaccess to the full range of functionality associated with humanresources or payroll.

What is Oracle Advanced Benefits?

In addition to the powerful compensation and benefit functionalityincluded in Oracle Human Resources, Oracle also offers OracleAdvanced Benefits. Oracle Advanced Benefits enables the setup andadministration of a complete benefits offering for enterprises managingtheir own benefits administration.

Oracle Advanced Benefits delivers the following key functions:

Pre and postenrollment communications

Web and interactive voice response (IVR) enrollment for cafeteriaand exceptions

Default and mass enrollments

Enrollment process monitoring

Life event management (for example, new hires, transfers,relocations or age changes)

Webbased whatif eligibility analysis

Flexibility spending account claims processing and reporting


Oracle Advanced Benefits provides a total compensation framework,setting the stage for exciting and new compensation solutions.

What is Oracle SelfService Human Resources (SSHR)

SSHR provides selfservice human resource management for managersand employees. Using an intranet and a web browser employees andtheir managers now have easy to use and intuitive access to personaldata and career management functionality.

Oracle Workflow is used extensively in SSHR. SSHR uses Workflow tomanage the flow of information between employees and management.The workflow engine is used for business process transactions and canroute decision making through approval chains. For example, anemployee may apply for a job using the Apply for a Job function andthrough a management approvals process be informed and acceptedinto a job.

The workflow engine is also used to modify and configure much ofSSHR.

Using SSHR you can:

Manage careers

This includes appraising employees competencies, matching aperson to a job or position by competence and planningsuccession.

Perform web based recruitment using Candidate Offers

Candidate offers enables you to perform web based recruitment.Managers can seek approval for an appointment then advise jobapplicants, by letter, that they have been successful. Thisfunction is offered with its own responsibilities.

See: Oracle SelfService Human Resources, Implementing OracleSelfService Human Resources (SSHR).

Is Oracle HRMS a Multilingual, Global Application?

Yes. Oracle HRMS offers the best of both worlds in the sameinstallation. Oracle provides nonlegislative information commonacross all countries, plus localized information specific to each country.

Oracle also enables you to run HRMS in more than one language on asingle database. This enables you to enter and report on informationusing more than one language. For example, your base, or sourcelanguage, could be French, but you could also install German and


English. You would then be able to enter and produce reports inFrench, German and English.

Human Resource Model

The human resource model is both flexible and adaptable. It is flexible,so that you can reflect the needs of different companies, or differentgroups within the same company. It is adaptable, so that you can easilychange the basic model as your enterprise changes.

Figure 1 1 Modeling Human Resource Information

People

In Oracle HRMS, you can hold information about current and formeremployees, applicants, external contacts such as contractors, andemployee contacts such as relatives and dependents.


In addition to standard information such as addresses, nationality,interview records, qualifications, and absence information, you candefine any other special information you need to hold for people. Forexample, you can define what information to hold on medical history,previous employment, or outside interests.

You can also record employment information, such as hours of workand work choices.

Oracle HRMS holds one integrated set of employeerelatedinformation. Payroll users access the parts of this information theyrequire, while enterprise business rules determine who is responsiblefor entering and maintaining it.

Work StructuresWork structures represent the different ways in which employees canwork within your enterprise. They provide the framework for definingthe work assignments of your employees. They enable you to managethe information about your enterprise that is independent of youremployees. You can also think of work structures as representing theorganizational units of your enterprise. The Business Group is thelargest unit and represents your enterprise as a whole.

The work structures include your internal organizations (such asdepartments or divisions), payrolls, jobs or positions, gradingstructures, and any special employee groupings that you use in yourenterprise.

There is one integrated set of work structures for human resource andpayroll users.

Compensation and BenefitsIn Oracle HRMS you can define your own types of compensation andbenefits, and the business rules you want to apply to them. As youchange policies, move people within your enterprise, and adjust theirindividual remuneration packages, the system maintains theircompensation and benefit history.

For example, suppose you want to define a special type of paymentand make this available only to employees who work at a particularlocation. In Oracle HRMS you use a compensation element to representthe payment. You define the business rule as a link between theelement and the specific location. Then when you assign employees tothe location, they automatically become eligible for the payment.

AssignmentsIn Oracle HRMS, the assignment describes employees places withinthe enterprise: the organization for which they work, their role, grade,


location, and so on. As you change the assignment information for anemployee, you automatically build up their work history.

Your compensation eligibility rules link compensation and benefits towork structures, such as jobs or grades. The assignment placesemployees within the work structures of the enterprise. In this way, anemployees assignment determines their eligibility for compensationand benefits.

You can use assignments to identify major employee groups within theenterprise for management, for reporting and costing, and forcompensation and benefit planning and administration.

Shared Information in Oracle HRMS

For all Oracle HRMS applications, you enter and maintain the samefundamental information about your structure and operations, youremployees and their assignments and employee compensation andbenefits. You then add the specialized information you need specificallyfor human resources, or payroll management or benefitsadministration.

Common Information

The common core of fundamental information used for humanresources, payroll and benefits administration includes:

Your operational basics:

Payrolls with their calendars and pay periods

Currencies and methods of payment you use

Your organizational structure:

Internal organizations, such as companies, divisions,departments, work groups, or production team

External organizations of key importance to you, such asemployment agencies, tax authorities, or unionheadquarters

Organization location information, including addresses andtelephone numbers

Hierarchies showing the relationships between yourorganizations

Any grade and grade scale structures you use


Your employees essential personal information, such as:

Name and address

Marital status

Birth date

Nationality

Ethnic origin

Your employees current work statuses, such as:

Active assignment

On maternity leave

Terminated

Your employees assignments to:

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 employees pay and benefits:

Earnings such as salary, wages, commissions, bonuses,allowances

Employer charges such as employer contributions tolegislativelymandated or private insurance or pensionplans

Deductions such as contributions for union dues oremployee stock purchase plans

Nonpayment benefits such as vacation time or a company car

Shared Windows in Oracle HRMS

While many of the windows in your system relate exclusively to thehuman resources, payroll or benefits functions, some includeinformation relevant to more than one function. These latter windowsare shared windows.

Shared windows can include some information fields relevant to bothhuman resources and payroll users, and other fields for informationspecific to either human resources or payroll users but not both.


Using Shared Windows

You can control the use of fields on shared windows by the value yoursystem administrator gives to each user or responsibility for theHR:User Type profile option. The three valid values are:

HR with Payroll User

HR User

Payroll User

Users with an HR User profile

These are restricted in their use of fields on certain windows. Inparticular they:

Do not see certain fields on the Element window, which are onlyrequired if you are processing elements

Cannot assign employees to a payroll if both Oracle Payroll andOracle Human Resources are installed

Also, in all legislations, apart from the US, they:

Do not see the Statutory Information field in the Payroll window

Cannot adjust element entry Pay Values

Multilingual Oracle HRMS

Oracle HRMS enables you to manage information in a wide variety oflanguages. To help you enter and retrieve information in the languageof your choice, HRMS provides you with the following features.

Multiple Addresses Styles

Every country has its own address style, for example in Italy you canenter the province and in Malaysia you can enter the region. OracleHRMS enables you to select the correct country address style.

See: Address Styles, Configuring, Reporting and System Administration inOracle HRMS.

National Identifiers

Each country has its own method of identifying its citizens. Forexample, in the UK it is the National Insurance number, in the US it isthe Social Security number, and in Canada it is the Social Insurancenumber.


For supported localizations you can select the correct national identifierfor your site and then check on entry that identifiers have the correctnational format. For example, in the UK the format is AADDDDDDA,where A is a letter and D is a digit, while in Canada it is DDD DDDDDD.

If your localization is not supported, you can define your ownvalidation.

Dates and Numbers

Oracle HRMS enables you to enter dates and numbers in any formatand then translates this into the national format supported by yourlegislation. For example, you do not have to enter a date in a prescribedformat such as DD/MM/YYYY. You can enter the date how you want,and HRMS automatically configures it in the national format definedfor your site.

Similarly, you do not have to enter numerical information in aprescribed format. For example, US usage has previously required theformat 1,000.0 whereas German usage has required the format 1.000,00.You can now enter the number without explicit formatting, as thecorrect format for your site will be automatically configured.

Translating Information

Oracle HRMS enables you to install additional languages on top ofyour base or source language. You can then enter information in keyfields in your additional languages using the Translations window. Thisis accessed from the Translation icon. The translated information youenter is then used if you print reports or log on to Oracle HRMS in thislanguage.

The HRMS windows where the Translation icon is available are:

Organization

Location

Person Types

Assignment Statuses

Element

Input Values

Balance

Organizational Payment Method

Element Classifications

See: Creating Translations for a Record, Oracle Applications Users Guide


Multilingual Reports

Oracle HRMS enables you to print HRMS reports in the languages ofyour choice. Depending on the type of report, Oracle HRMS either:

Enables you to select the language in which to print the report

Prints the report in the language, or set of languages, dependingon the report parameters you select

See: Multilingual Reporting, Configuring, Reporting and SystemAdministration in Oracle HRMS

Managing Change Over Time

A key requirement for any enterprise is the ability to manage changeconfidently and effectively. Typical enterprise changes includecorporate restructuring, departmental reorganization, mergers anddemergers of companies, centralization or decentralization of controland decision making, employee development and turnover.

In Oracle HRMS, you can change each of the major parts of yourenterprise model without having to redefine the other parts.

To manage the changes to your enterprise, information within yourenterprise is either dated or datetracked.

Dated Information

Work structures are an example of information that is dated. You canattach dates to your work structures to manage different versions overtime. You retain previous versions for historical information and youcan create futuredated versions to prepare for reorganization inadvance.

You can also set up in advance the business rules, includingcompensation and benefits, associated with the new structures. Thesebecome effective on the date you specify, avoiding a workload peak.

The information in Oracle HRMS about your locations, organizations,jobs, positions, grades, payrolls and other work structures is also datedinformation. All dated information has From and To dates, that is,dates from and to which it is in effect in your enterprise. For example,when defining a position, you enter a date from which it starts. Toclose it down, you give it a date to which it remains valid.

Oracle HRMS does not permit you to assign employees to structures ondates earlier than their Date From, or later than their Date To.


Similarly, the system protects you from building eligibility rules forcompensation and benefits based on work structures that have not yetgone into effect, or are out of date.

Consider using a fixed date, such as 01JAN1901 as the start date forall your initial work structures. By choosing a date like this you canimmediately identify all of your implementation definitions. Youshould use accurate dates for all subsequent definitions.

Dated Versions of Hierarchies

You can structure the organizations and positions you enter in OracleHRMS into organization or position hierarchies that serve variouspurposes. Reporting hierarchies, for example, reflect reporting lineswithin your enterprise.

You maintain both dates and version numbers for these hierarchies, tokeep a history of your hierarchies as they change over time.

To build a new version of a hierarchy, you can copy an existing one andmake the necessary changes to it. When you save the new version thesystem automatically gives the previous version an end date.

DateTrack

In contrast to work structures, which are simply dated, other keydynamic information in Oracle HRMS is datetracked. This includesinformation on employees, assignments, and compensation andbenefits. DateTrack allows you to maintain a continuous history of theinformation over time.

You can enter datetracked information or make changes to it at anytime. When you set an effective date for your work, DateTrack ensuresthat only information effective on that day is used for any processing,validation, and reporting you carry out. When you make a change, youcan choose whether it is a correction to the last update or a new updateto be recorded in the history of the record. You can use DateTrackHistory to view a report of every update ever made to a record.

You can identify windows containing datetracked, rather than dated,information by the presence of a region labelled Effective Dates.

Effective Date Reminder

When you are new to DateTrack, you may find it useful to be remindedof your effective date whenever you open a window where you canenter or change datetracked information. The reminder appears in aDecision window and asks whether you want to change your effectivedate. If you choose Yes, the Alter Effective Date window displays.


There is a user profile option called DateTrack:Reminder thatdetermines when the Decision window appears. There are threepossible values for this profile option:

Always

Never

Not Today

The Not Today value causes the reminder to appear when you navigateto a window where you can change datetracked information and youreffective date is not todays date.

You can set the value of this profile option in the Personal ProfileValues window.

Datetracked Information and History

Oracle HRMS maintains a continuous record of changes made todatetracked information. When you view a record in a datetrackedwindow, it shows you a snapshot of the information on your effectivedate. The Effective Dates region on the datetracked window showsyou the dates between which the snapshot is valid.

Suppose you are viewing an assignment with an effective start date of01JAN1999 and no effective end date. This means that theassignment was created or last changed on 1 January 1999, and thesnapshot information you are viewing is still valid. There have been nochanges to the assignment since 1 January 1999, and there are no futuredated changes.

To find out whether the assignment existed before 1 January 1999, youshould use DateTrack History.

If there is an effective end date, you know that the record was eitherdeleted or changed on the next day. To find out whether the recordcontinues to exist, you can set your effective date to the day after thisend date, or use DateTrack History.

When you update datetracked information, you are prompted tochoose between Update and Correction.

If you choose Update, Oracle HRMS changes the record as from youreffective date, but preserves the previous information. If you chooseCorrection, Oracle HRMS overrides the previous information withyour new changes. The start and end dates of the snapshot you havecorrected remain the same.

Example of Correction Versus Update

Suppose you hire two new employees, Jack Lee and Julie Summers. Afew weeks later Julie gets married. At the same time you discover anerror in Jacks record relating to his nationality.


You update Julies information by setting your effective date to the dateof her wedding and entering her new married status, her change ofname, and new next of kin information. Her previous personalinformation, which was valid until her wedding, remains in her record.

You correct Jacks wrong nationality by setting your effective date to hishire date and entering the correct nationality. By choosing Correction,you put the record right, from the beginning. You should checkwhether there is an end date in the Effective Dates region of Jacksrecord. If there is, you have only corrected the first snapshot of therecord. Set your effective date to the day after the end date, and makethe correction again. Continue in this way until the To field is blank,indicating that you have reached the last snapshot of this record.

New Records

You cannot create a record and then update it on the same day. If youtry to do this, Oracle HRMS warns you that the old record will beoverridden, and then changes Update to Correction. This is becauseDateTrack maintains records for a minimum of a day at a time.

Future Updates

Using DateTrack, you can make future updates. For example, supposeyou are relocating an employee, with six months notice. You decide toenter the relocation on the system straight away. So you set youreffective date to the first day when the employee will be at the newlocation, and change the location on the assignment.

Later that month you promote the employee to a new grade. So youset your effective date to todays date and change the grade on theassignment. Oracle HRMS checks to see whether the record has afuture update scheduled. It finds that the location changes in thefuture and prompts you for the type of update you now want to make.You have two choices:

Insert: This simply inserts the change before the next scheduledchange. This is the correct choice for the example. The employeewould be promoted from today. The futuredated relocation still takesplace in six months time.

Replace: This change replaces all futuredated changes. In the example,the employee would be promoted from today. However, the record ofthe relocation would be completely removed from the system.

DateTrack Date Security

There is a DateTrack:Date Security user profile option, whichdetermines whether you can change your effective date. Your system


administrator sets this profile option. You can check its value on thePersonal Profile Values window. There are four possible values:

All: You can change to any other effective date.

Future: You can change between todays date and any futuredates.

Past: You can change between todays date and any past dates.

Present: You cannot change to a date other than today.

DateTrack Deleting Options

When you delete datetracked information, Oracle HRMS prompts youwith the following options:

End Date: This ends the record on your effective date. When yourequery the record, this end date displays in the To field.

Purge: This totally removes the record from your database.

If there are any future updates to the record after your effective date,Oracle HRMS may prompt you with another two options:

All: This removes all future updates to the record. The currentsnapshot is valid until you make another change.

Next: This removes the next future update to the record. It then resetsthe current snapshots end date to the end date of the deleted update.

You do not always see all of these options when you choose to delete.Some windows do not allow all four operations.

Setting Your Effective Date

When you log on to Oracle HRMS, your effective date is always todaysdate. To view information current at another date, or to makeretrospective or futuredated changes, you need to change youreffective date.

To set your effective date:

1. Save any outstanding information you have entered or changed,then choose Alter Effective Date from the Tools menu.

The Alter Effective Date window opens.

2. Enter a new effective date and choose OK.

If your current window is a toplevel window (one calleddirectly from the Navigator), your new effective date remains in


place until you reset it or exit Oracle HRMS. If your currentwindow is not a toplevel window, your new effective date onlyapplies while you are working in the current window and anywindows subsidiary to it. When you return to a toplevel window,your effective date is reset to its previous value.

Note: In certain special cases, when you change your effectivedate on a subsidiary window, Oracle HRMS returns you to theprevious window, and you may have to requery the recordsyou want to view or update. This protects the integrity ofthese records.

So long as your effective date remains different from todays date,it is displayed in the title bar of every window.

Viewing the History of Datetracked Information

To see all the changes made to a datetracked record over time, useDateTrack History.

To view DateTrack History:

1. Choose the DateTrack History icon from the Toolbar.

The DateTrack History Change Field Summary window opens.Each row shows which fields were changed on the From date.

2. Choose the Full History button if you want to open a DateTrackHistory folder showing the value of each field between the effectivedates. The row for the current snapshot (corresponding to youreffective date) is highlighted.

You can use the Folder menu to select the fields to view in thefolder.

Note: It is possible to customize the information displayed inthe Folder by modifying the DateTrack History view for theunderlying table.

See: How To Create and Modify DateTrack History Views,(Oracle HRMS Implementation Guide)

See: Customizing the Presentation of Data in a Folder, (OracleApplications Users Guide)

Removing an End Date

If you have mistakenly set an end date on a datetracked record, youcan remove it.


To remove an end date:

1. Set your effective date to the day the record ends.

2. Choose Delete Record from the Edit menu.

3. Choose the DateTrack delete option Next. This removes the nextchange to the record, which is the end date. Save your work.

C H A P T E R

2

2 1Organization Management

OrganizationManagement


Organization Management Overview

You can represent your enterprise at the highest level by defining it asan employer, and then representing all the departments and sectionsbelow this.

To enable you to get the most out of the Organization Managementfunctionality, you need to understand the components provided torepresent your enterprise. These are:

Locations: You can set up the physical locations of youremployees.

Representing employers using Business Groups: You need torepresent your enterprise as an employer. HRMS enables you todo this by creating Business Groups. This is the largestorganizational unit you set up. You can set up:

Single or multiple Business Groups: You can set up oneBusiness Group or many Business Groups, depending onthe needs of your enterprise.

Defaults for Business Groups: To save you time, you canenter defaults for the Business Groups. This defines the typeof information that will generally apply to all employees inthe Business Group, such as, default working hours for allemployees, employment standards, and such. These can beoverridden.

Government Reporting Entities (selected legislations only):You can set up one or more Government Reporting Entities(GREs) within each Business Group. The GRE is theorganization the federal, state, local or provincialgovernments recognize as the employer.

Provincial Reporting Establishment (Canada only) You canalso set up Provincial Reporting Establishments (PREs) torepresent employees in the province of Quebec.

Representing organizations: HRMS enables you to represent alllevels of your enterprise and those enterprises you work with.You can represent:

Internal organizations: These are the groupings in whichemployees work, such as branches, departments or sections.

External organizations: You can also include informationabout the external organizations you work with, such as,training vendors, tax offices, certification bodies or workerscompensation boards.


Organization hierarchies: You can show reporting lines andother hierarchical relationships among organizations in yourenterprise. You can use:

Multiple hierarchies: You can set up as many hierarchies asyou need, you might want to set up hierarchies for matrixmanagement, security hierarchies or hierarchies forreporting.

Organization change and version control: Changing yourhierarchy to reflect simple changes in reporting lines is notdifficult.

Organization Management

Oracle HRMS can represent all the components of your enterprise. Youcan record the physical locations where your employees work and allthe different departments and sections that make up your enterprise.You can even record information about other organizations you workwith, such as recruitment agencies or tax authorities.

How do you represent your enterprise as an employer?

Oracle HRMS enables you to represent your enterprise as an employerby setting up a Business Group. This corresponds to a company orcorporation, or in large enterprises, to a holding or parent company orcorporation.

In North America, how do you manage government reporting?

Oracle HRMS enables you to set up one or more GovernmentReporting Entities (GREs) within each of your Business Groups. GREsrepresent an employer the government recognizes as being responsiblefor paying employees and for filing a variety of reports thatgovernment agencies require. If your enterprise has a single EmployerIdentification Number from the Internal Revenue Service, yourBusiness Group and GRE are the same organization.

For Canada, you also need to set up Provincial ReportingEstablishments (PREs). GREs and PREs represent an employer thegovernments recognise as being responsible for paying employees andfor filing a variety of reports. There must be a GRE for each BusinessNumber that the Canada Customs and Revenue Agency (CCRA)assigns to an employer. There must be a PRE for each QuebecIdentification Number that the Ministere du Revenu assigns to an


employer. If your enterprise has a single Business Number from theCCRA and a single Quebec Identification Number, your BusinessGroup, GRE and PRE are the same organization.

How do you represent the structure of an enterprise?

Oracle HRMS enables you to build a model of your enterprise showingall the reporting lines and other hierarchical relationships. You can setup reporting hierarchies reflecting all the reporting lines in yourenterprise, as established in organization charts.

Locations

In Oracle HRMS, you set up each physical site where your employeeswork as a separate location. You can set up:

Global locations: These are available in all Business Groups.

Business Group locations: These can only be used in oneBusiness Group.

Similarly, you enter the addresses of external organizations that youwant to maintain in your system, such as employment agencies, taxauthorities, and insurance or benefits carriers. When setting upinternal or external organizations, you select from a list of theselocations.

This approach has these advantages:

You enter information about each location only once, therebysaving data entry time.

Central maintenance of locations ensures consistency of addressstandards.

Your work sites exist as separate structures identifiable forreporting purposes, and for use in the rules that determineemployee eligibility for various types of compensation andbenefits.

Location Extra Information Types

Define as many Extra Information Types (EITs) as you require to holdinformation about locations. There are also some predefinedassignment EITs supplied with the application to enable you to enterrequired information. These are:


Establishment Extra Information

Enter information specific to individual establishments that you aregoing to include in an establishment hierarchy. Values you enter herewill override information you enter at the parent entity level. If youleave fields blank then the values you enter against the parent entity areused in the report.

Note: The reporting name, reporting unit, and the MWRspecific data do not default to values entered against the parententity if they are not entered here.

EEO1 Specific Data the EEO1 reporting name and unitnumber for the establishment, whether the establishmentemploys apprentices or is a government contractor, briefdescriptions of the of the establishments major businessactivities.

The unit number is the number the EEOC assigns toorganizations that function as EEO1 establishments. For newestablishments of existing companies leave this blank.

An establishment is considered to be a government contractor ifit is one of the following:

Prime government contractors or first tier subcontractors,who have a contract, subcontract, or purchase orderamounting to more than $50,000.

A depository of government funds.

EEO1/VETS Generic Data DUNS number, SIC number,NAICS number, GRE for statistical reporting, whether the reportshould treat the estab

Documents

Oracle HRMS Fundamentals