R12 Oracle HRMS Self Service Fundamentals Student Guide

8/10/2019 R12 Oracle HRMS Self Service Fundamentals Student Guide

1/363

R12 Oracle HRMS SelfService Fundamentals

Student Guide

D50093GC10

Edition 1.0

July 2007

D51827


2/363

Copyright Oracle Corporation, 2007. All rights reserved.

This documentation contains proprietary information of Oracle Corporation. It is provided under a license agreement containingrestrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited. If thisdocumentation is delivered to a U.S. Government Agency of the Department of Defense, then it is delivered with Restricted Rightsand the following legend is applicable:

Restricted Rights Legend

Use, duplication or disclosure by the Government is subject to restrictions for commercial computer software and shall be deemed

to be Restricted Rights software under Federal law, as set forth in subparagraph (c)(1)(ii) of DFARS 252.227-7013, Rights inTechnical Data and Computer Software (October 1988).

This material or any portion of it may not be copied in any form or by any means without the express prior written permission of theEducation Products group of Oracle Corporation. Any other copying is a violation of copyright law and may result in civil and/orcriminal penalties.

If this documentation is delivered to a U.S. Government Agency not within the Department of Defense, then it is delivered withRestricted Rights, as defined in FAR 52.227-14, Rights in Data-General, including Alternate III (June 1987).

The information in this document is subject to change without notice. If you find any problems in the documentation, please reportthem in writing to Worldwide Education Services, Oracle Corporation, 500 Oracle Parkway, Box SB-6, Redwood Shores, CA 94065.Oracle Corporation does not warrant that this document is error-free.

Oracle and all references to Oracle Products are trademarks or registered trademarks of Oracle Corporation.

All other products or company names are used for identification purposes only, and may be trademarks of their respective owners.

Author

Kathryn ODonoghue, Pragya Nair

Technical Contributors and Reviewers

Emma Haywood, Margaret Wong

This book was published using: oracletutor


3/363


R12 Oracle HRMS Self Service Fundamentals Table of Contentsi

Table of Contents

R12 Oracle HRMS Self Service Fundamentals.............................................................................................1-1R12 Oracle HRMS Self Service Fundamentals .............................................................................................1-2Curriculum Outline........................................................................................................................................1-3

Introduction ...................................................................................................................................................1-4Objectives ......................................................................................................................................................1-5

Introduction to SSHR......................................................................................................................................2-1Introduction to SSHR ....................................................................................................................................2-2Objectives ......................................................................................................................................................2-3

Overview of Self-Service Human Resources .......... ........... ........... .......... ........... ........... ........... ........... ......... ..3-1Overview of Self-Service Human Resources (SSHR)...................................................................................3-2What is a Web-based Application?................................................................................................................3-3

Guided Demonstration - Self-Service Interface.........................................................................................3-4Professional User Interfaces versus Self-Service User Interfaces ................................................................3-5Integration of SSHR and Professional User Interface ..................................................................................3-6Why Use Self-Service?..................................................................................................................................3-7Self-Service Functionality in HRMS.............................................................................................................3-8Configuration Tools for SSHR......................................................................................................................3-10Highly Configurable Interface.......................................................................................................................3-11Workflow-Enabled ........................................................................................................................................3-12Useful Documentation...................................................................................................................................3-13Related Guides...............................................................................................................................................3-14

Implementing SSHR........................................................................................................................................4-1Implementing SSHR......................................................................................................................................4-2Objectives ......................................................................................................................................................4-3

Self-Service Basics ...........................................................................................................................................5-1Self-Service Basics........................................................................................................................................5-2e-Business Suite Architecture........................................................................................................................5-3Operation of Web-Based Functions...............................................................................................................5-4

Personal Information: Functional Flow .........................................................................................................5-7Guided Demonstration - Functional Flow .................................................................................................5-8

Storing Transaction Data...............................................................................................................................5-14

User Access and Security ................................................................................................................................6-1User Access and Security ..............................................................................................................................6-2Security Mechanisms.....................................................................................................................................6-3Defining User Access....................................................................................................................................6-5Responsibilities..............................................................................................................................................6-6Functions, Menus, and Responsibilities ........................................................................................................6-8Creating a Responsibility...............................................................................................................................6-9Types of SSHR Users....................................................................................................................................6-10Comparing Employee/Worker and Manager Access.....................................................................................6-12People versus Users.......................................................................................................................................6-13Associating User with Person........................................................................................................................6-14Creating Users - Information.........................................................................................................................6-15

Practice - Overview ...................................................................................................................................6-16Practice - Creating Responsibilities...........................................................................................................6-17Solution Creating Responsibilities..........................................................................................................6-20Practice - Creating New Users...................................................................................................................6-23Solution Creating New Users .................................................................................................................6-26

Batch Creation of User Accounts ..................................................................................................................6-28Creating User Hooks .....................................................................................................................................6-30


4/363


R12 Oracle HRMS Self Service Fundamentals Table of Contentsii

Access Roles for Self-Service Transactions ..................................................................................................6-31

User Access to People ......................................................................................................................................7-1User Access to People ...................................................................................................................................7-2Security Profiles (Non-Manager) ..................................................................................................................7-3Security Profiles (Manager)...........................................................................................................................7-4Assignment-Based Security...........................................................................................................................7-6Interaction of Security Profiles......................................................................................................................7-7

Releasing Information ...................................................................................................................................7-8Hierarchy Page ..............................................................................................................................................7-9Guided Demonstration - Hierarchy Page...................................................................................................7-10

Hierarchy .......................................................................................................................................................7-11Search Page ...................................................................................................................................................7-12Person Types .................................................................................................................................................7-13My List ..........................................................................................................................................................7-14

Practice - Hierarchy, Search, and My List.................................................................................................7-15Solution Hierarchy, Search, and My List................................................................................................7-17

Manager Enter Process Pages........................................................................................................................7-18Security Profiles - Considerations .................................................................................................................7-19

Practice - Using Security Profiles..............................................................................................................7-20Solution Using Security Profiles.............................................................................................................7-22Practice - Release Information Function....................................................................................................7-25Solution Release Information Function ..................................................................................................7-26Practice - Change Manager Function and Hierarchy Page ........................................................................7-27Solution Change Manager Function and Hierarchy Page.......................................................................7-29

Implementation Steps......................................................................................................................................8-1Implementation Steps ....................................................................................................................................8-2Implementation Strategy................................................................................................................................8-3Prepare Environment for SSHR.....................................................................................................................8-4Configure HRMS Applications .....................................................................................................................8-6User Access Setup .........................................................................................................................................8-7Configure Workflow Processes and Page Layouts........................................................................................8-8Migrate Configuration to Test and Production Environments.......................................................................8-10Summary........................................................................................................................................................8-11

Configuring SSHR...........................................................................................................................................9-1Configuring SSHR.........................................................................................................................................9-2Objectives ......................................................................................................................................................9-3

Functions, Menus, and Responsibilities.........................................................................................................10-1Functions, Menus and Responsibilities .........................................................................................................10-2Functions, Menus, and Responsibilities - Overview .....................................................................................10-3Functions, Menus, and Responsibilities ........................................................................................................10-4Configuring Menus........................................................................................................................................10-5Menu Types...................................................................................................................................................10-6Top-level Menus............................................................................................................................................10-7Submenus ......................................................................................................................................................10-8Designing Menus...........................................................................................................................................10-9Hidden Submenus..........................................................................................................................................10-10Data Security Menus .....................................................................................................................................10-12Custom Menus 1............................................................................................................................................10-13Custom Menus 2............................................................................................................................................10-14

Practice - Creating Menus .........................................................................................................................10-15Solution Creating Menus........................................................................................................................10-17

Person Tree Navigation Paths........................................................................................................................10-20Actions Menus...............................................................................................................................................10-21Employee Actions Page.................................................................................................................................10-22

Practice - Actions Menus...........................................................................................................................10-23


5/363


R12 Oracle HRMS Self Service Fundamentals Table of Contentsiii

Solution Actions Menus .........................................................................................................................10-25

Configuring Functions ....................................................................................................................................11-1Configuring Functions...................................................................................................................................11-2Non-Manager versus Manager Functions......................................................................................................11-3Considerations ...............................................................................................................................................11-4Copying Delivered Functions........................................................................................................................11-5

Practice - Configuring Functions...............................................................................................................11-7

Solution Configuring Functions..............................................................................................................11-9Adding Custom Functions to Menus.............................................................................................................11-12Data Security Menus: Restricting Functions by Legislation Code ................................................................11-14Adding Custom Functions .............................................................................................................................11-15Data Security Menus .....................................................................................................................................11-16Adding Custom Functions to Menus.............................................................................................................11-17

Practice - Adding Functions to Menus ......................................................................................................11-19Solution Adding Functions to Menus.....................................................................................................11-21

Changing the Manager Entry Pages...............................................................................................................11-24Practice - Changing Manager Entry Page..................................................................................................11-25Solution Changing Manager Entry Page.................................................................................................11-27

Using the Workflow Builder...........................................................................................................................12-1Using the Workflow Builder .........................................................................................................................12-2

Workflow-Enabled SSHR Functions.............................................................................................................12-3Workflow Builder..........................................................................................................................................12-4Working with the Workflow Builder.............................................................................................................12-5Working with Workflow Item Types.............................................................................................................12-6Workflow Access Levels...............................................................................................................................12-7Configurable and Locked Workflow Objects................................................................................................12-8

Practice - Working with the Workflow Builder.........................................................................................12-9Solution Working with the Workflow Builder .......................................................................................12-10

Changing Workflow Objects.........................................................................................................................12-14Practice - Changing a Process Flow ..........................................................................................................12-15Solution Changing a Process Flow .........................................................................................................12-17

Chaining Workflow Processes.......................................................................................................................12-23Chaining Self-Service Activities ...................................................................................................................12-24

Manage Employment Events Activities .....................................................................................................12-25Sequencing Restrictions for Manage Employment Event Pages ...................................................................12-27Applying a Patch ...........................................................................................................................................12-28

Configuring Web Page Layouts .....................................................................................................................13-1Configuring Web Page Layouts.....................................................................................................................13-2Configuring Self-Service Web Pages ............................................................................................................13-3Oracle Applications Framework....................................................................................................................13-4Personalization Levels...................................................................................................................................13-5Profile Options for Oracle Applications Framework....................................................................................13-6Personalization - Buttons and Links ..............................................................................................................13-8Configuration Options within the Oracle Applications Framework..............................................................13-9

Practice - Configuring Web Page Layouts.................................................................................................13-10Solution Configuring Web Page Layouts ...............................................................................................13-12

Practice - Global Personalization Button...................................................................................................13-17Solution Global Personalization Button..................................................................................................13-18

Additional Options for Tabular Regions .......................................................................................................13-19Adding User Instructions...............................................................................................................................13-20

Practice - Adding User Tips and Instructions ............................................................................................13-21Solution Adding User Tips and Instructions...........................................................................................13-23

Flexfields .......................................................................................................................................................13-28Practice - Flexfields ...................................................................................................................................13-29Solution - Flexfields ..................................................................................................................................13-31


6/363


R12 Oracle HRMS Self Service Fundamentals Table of Contentsiv

Configuring the e-mail Address.....................................................................................................................13-33Configuring the Global Button Bar ...............................................................................................................13-34Logos.............................................................................................................................................................13-35

Guided Demonstration - Personalizing Logos...........................................................................................13-36Configuring Effective Date Prompts .............................................................................................................13-38

Approvals .........................................................................................................................................................14-1Approvals ......................................................................................................................................................14-2

Basic Approvals Loop ...................................................................................................................................14-3Approvals ......................................................................................................................................................14-4Enabling Dynamic Approvals........................................................................................................................14-5

Practice - Enabling Dynamic Approvals....................................................................................................14-6Solution Enabling Dynamic Approvals ..................................................................................................14-7

Configurable Approvals Options...................................................................................................................14-8What is AME?...............................................................................................................................................14-9When Can I Use AME?.................................................................................................................................14-10Business Requirements..................................................................................................................................14-11Overview of AME Components ....................................................................................................................14-12Approval Considerations ...............................................................................................................................14-13Approvals Routing.........................................................................................................................................14-14

Practice - Working with Approvals ...........................................................................................................14-15Solution Working with Approvals..........................................................................................................14-16Practice - Creating an AME Rule ..............................................................................................................14-18Solution Creating an AME Rule.............................................................................................................14-20

Summary........................................................................................................................................................14-22

Using SSHR......................................................................................................................................................15-1Using SSHR...................................................................................................................................................15-2Objectives ......................................................................................................................................................15-3

Common SSHR Functions ..............................................................................................................................16-1Common SSHR Functions.............................................................................................................................16-2Common Functionality..................................................................................................................................16-3Review Page..................................................................................................................................................16-4Return for Correction.....................................................................................................................................16-5Save for Later ................................................................................................................................................16-6Managing Dates.............................................................................................................................................16-7New User Registration...................................................................................................................................16-9New Employee Registration Process .............................................................................................................16-10

Practice - Setting Up a Generic User ID for New User Registration.........................................................16-12 Solution: Setting Up a Generic ID for New Employee Registration .........................................................16-14

Document Manager .......................................................................................................................................16-19Guided Demonstration - Using the Document Manager............................................................................16-21

FastFormula Options for Document Manager ...............................................................................................16-25

Self-Service Actions .........................................................................................................................................17-1Self-Service Actions......................................................................................................................................17-2Overview Self-Service Actions ..................................................................................................................17-3Types of Self-Service Action.........................................................................................................................17-4Life-Cycle of Self-Service Action .................................................................................................................17-5Profile Options for Self-Service Actions .......................................................................................................17-6Conflicting Actions........................................................................................................................................17-8Conflicting Actions - Resolution ...................................................................................................................17-9Approvals and Access Roles .........................................................................................................................17-10

Practice - Access Roles and Approvals .....................................................................................................17-11Solution Access Roles and Approvals ....................................................................................................17-13

Configuring Self-Service Actions..................................................................................................................17-15Combining Activities for Self-Service Actions .............................................................................................17-16What-If Analysis............................................................................................................................................17-17


7/363


R12 Oracle HRMS Self Service Fundamentals Table of Contentsv

Eligibility Processing.....................................................................................................................................17-18Summary........................................................................................................................................................17-19

Advanced Topics..............................................................................................................................................18-1Advanced Topics...........................................................................................................................................18-2Objectives ......................................................................................................................................................18-3

Employee Directory.........................................................................................................................................19-1Employee Directory.......................................................................................................................................19-2Single Sign-On or Anonymous Log-In?........................................................................................................19-4Enabling Single Sign-On ...............................................................................................................................19-5Overrides .......................................................................................................................................................19-6Customer Overrides for Employee Directory................................................................................................19-7Populating the Repository..............................................................................................................................19-8Overrides for Populating the Repository .......................................................................................................19-9Refresh Modes...............................................................................................................................................19-10

Guided Demonstration - Employee Directory and Single Sign-On...........................................................19-11Summary........................................................................................................................................................19-18

Responsibility Ownership ...............................................................................................................................20-1Responsibility Ownership..............................................................................................................................20-2Additional Configuration Steps.....................................................................................................................20-4

Practice - Creating Data Grants for Responsibility Ownership .................................................................20-5Solution - Creating Data Grants for Responsibility Ownership.................................................................20-6

Summary........................................................................................................................................................20-8


8/363


9/363


R12 Oracle HRMS Self Service Fundamentals Table of Contentsvii

Preface

Profile

Before You Begin This Course

Before you begin this course, you should have the following qualifications:

Thorough knowledge of navigating within Oracle Applications

Working experience of Human Resources Management and of Oracle HRMS

Suggested Prerequisites

R12 Implement Oracle Workflow - InClass (D49191GC10)

R12 Oracle HRMS System Administration Fundamentals- Inclass (D49872GC10) or

eClass (D49882GC10)

R12 HRMS People Management Fundamentals Inclass (D48423GC10) or eClass(D48425GC10)

How This Course Is Organized

This is an instructor-led course featuring lecture and hands-on exercises. Online demonstrationsand written practice sessions reinforce the concepts and skills introduced.

Related Publications

Oracle Publications

Title Part Number

Oracle HRMS Configuring, Reporting, and System Administration Guide

B31614-05

Oracle HRMS Implementation Guide B31617-02

Oracle HRMS FastFormula User Guide B31616-02

Oracle Self-Service Human Resources Deploy Self-Service Capability GuideB31648-03

Oracle Approvals Management Implementation Guide B31622-02

Additional Publications

System release bulletins


10/363


R12 Oracle HRMS Self Service Fundamentals Table of Contentsviii

Installation and users guides

read.me files

Oracle Magazine


11/363


R12 Oracle HRMS Self Service Fundamentals Table of Contentsix

Typographic Conventions

Typographic Conventions in Text

Convention Element Example

Bold italic Glossary term (ifthere is a glossary)

The algorithminserts the new key.

Caps andlowercase

Buttons,check boxes,triggers,windows

Click the Executable button.Select the Cant Delete Card check box.Assign a When-Validate-Item trigger to the ORD block.Open the Master Schedule window.

Courier new,case sensitive(default islowercase)

Code output,directory names,filenames,passwords,

pathnames,URLs,user input,usernames

Code output: debug.set (I, 300);

Directory: bin(DOS), $FMHOME(UNIX)

Filename: Locate the init.orafile.

Password: User tigeras your password.

Pathname: Open c:\my_docs\projectsURL: Go to http://www.oracle.com

User input: Enter 300

Username: Log on as scott

Initial cap Graphics labels(unless the term is aproper noun)

Customer address (butOracle Payables)

Italic Emphasized wordsand phrases,

titles of books andcourses,variables

Do notsave changes to the database.For further information, see Oracle7 Server SQL Language

Reference [email protected], where user_idis the

name of the user.

Quotationmarks

Interface elementswith long namesthat have onlyinitial caps;lesson and chaptertitles in cross-references

Select Include a reusable module component and click Finish.

This subject is covered in Unit II, Lesson 3, Working withObjects.

Uppercase SQL columnnames, commands,

functions, schemas,table names

Use the SELECT command to view information stored in theLAST_NAME

column of the EMP table.

Arrow Menu paths Select File> Save.Brackets Key names Press [Enter].

Commas Key sequences Press and release keys one at a time:[Alternate], [F], [D]

Plus signs Key combinations Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]


12/363


R12 Oracle HRMS Self Service Fundamentals Table of Contentsx

Typographic Conventions in Code

Convention Element Example

Caps andlowercase

Oracle Formstriggers

When-Validate-Item

Lowercase Column names,table names

SELECT last_nameFROM s_emp;

Passwords DROP USER scottIDENTIFIED BY tiger;

PL/SQL objects OG_ACTIVATE_LAYER(OG_GET_LAYER (prod_pie_layer))

Lowercaseitalic

Syntax variables CREATE ROLE role

Uppercase SQL commands andfunctions

SELECT useridFROM emp;

Typographic Conventions in Navigation Paths

Typographic Conventions in Navigation Paths

This course uses simplified navigation paths, such as the following example, to direct youthrough Oracle Applications.

(N) People > Enter and Maintain > (M) Query-Find > (B) Assignment

This simplified path translates to the following:

1. (N) From the Navigator window, select Peoplethen Enter and Maintain.

2. (M) From the menu, select Querythen Findyour employee.

3. (B) Click the Assignmentbutton.

Notations:

(N) = Navigator

(M) = Menu

(T) = Tab

(B) = Button

(I) = Icon

(H) = Hyperlink


13/363


14/363


15/363


16/363

Copyright Oracle, 2007. All rights reserved.

R12 Oracle HRMS Self Service FundamentalsChapter 1 - Page 2

R12 Oracle HRMS Self Service Fundamentals


17/363



Curriculum Outline


18/363



Introduction


19/363



Objectives


20/363


21/363


Introduction to SSHRChapter 2 - Page 1

Introduction to SSHR

Chapter 2


22/363



Introduction to SSHR


23/363



Objectives


24/363


25/363


Overview of Self-Service Human ResourcesChapter 3 - Page 1

Overview of Self-ServiceHuman Resources

Chapter 3


26/363



Overview of Self-Service Human Resources (SSHR)


27/363


28/363



Guided Demonstration - Self-Service Interface

Responsibility: Employee Self Service

1. Log in to SSHR as TBENNETT/welcome.

2. (M) Employee Self Service > Personal Information

The Overview Page appears.

3. Explain that users can use the Personalization Framework to configure instructions and fieldnames, for example.

4. Click the Update button.

5. Click the Next button to continue to the next page.

The Basic Details page appears.

6. Change the value in the Marital Status field to Separated.

7. Click the Next button.

The Review page appears.

8. Explain that the Blue circle indicates a changed item.

9. Click the Cancel button.

10. Log out of the application.


29/363



Professional User Interfaces versus Self-Service User Interfaces


30/363



Integration of SSHR and Professional User Interface

Integration of SSHR and Professional User Interface

Professional users have access to general purpose forms, like Define Person and Assignment,which allow entry of complex transactions.

The self-service interface guides users through specific transactions, such as change address,which may need approval before the application commits a transaction to the database.

The system records changes made using either user interface in the same database tables. Thischange takes place after validation using business rules in a common set of applicationprogramming interfaces (APIs).

Note: Transaction tables are covered in Fundamentals Module 1 Implementing SSHR.


31/363



Why Use Self-Service?

Why Use Self-Service?

Provides secure, direct access to systems

Configurable security rules control access to employee records

Changes remain subject to manager or HR department approval as required

Uses responsibilities to control which self-service functions a user can access

User-friendly interface

Compresses cycle times

Reduces operating costs

Lowers staffing requirements for selected tasks

Allows personalization

Flexibility

Manages the process flow

Automated process

Ensures that correct approvals chain is used

Usually available when required (evenings/weekends, or for homeworkers)


32/363



Self-Service Functionality in HRMS

Self-Service Functionality in HRMS

HRMS provides many opportunities to take advantage of a self-service interface. Someexamples are listed in this slide. Self-service functions are available in the following functionalareas:

Compensation, Benefits, and Payroll

Compensation Workbench

Individual Compensation Distribution

Vehicle and Mileage Processing

Payroll

Time and LaborTalent Management

Training Enrollment

Performance and Career

Management

Enterprise and Workforce Management


33/363



Personal Information

Professional Information

Manage Employment Events

Views

Workforce Sourcing and Deployment

Recruitment


34/363



Configuration Tools for SSHR

Configuration Tools for Web-based Applications

The graphic shows which different configuration tools are used with Web-based applications:

Data flows between the web-based application and the forms interface.

The Workflow Builder controls the sequence of events and transactions.

The Oracle Application Framework defines the appearance of the web pages.

Note: Although the Meta Data Services Repository is mentioned above as a configuration tool,you should modify web pages using only the Personalization Framework so that any changesmade are preserved during upgrades.

Note: The Meta Data Services Repository is sometime referred to as the AK Dictionary or

Web Applications Dictionary (historical names). Similarly, the Oracle Application Frameworkwas previously known as the Personalization Framework or the Configuration Framework.


35/363



Highly Configurable Interface


36/363



Workflow-Enabled

Workflow-Enabled

Workflow-enabled functions are those functions with a defined workflow process, usually withan approvals activity. For example, the Education and Qualifications module and the ChangeSupervisor modules are workflow-enabled. Modules that are not workflow-enabled includeOnline Payslip and Resume.


37/363



Useful Documentation


38/363



Related Guides


39/363


Implementing SSHRChapter 4 - Page 1

Implementing SSHR

Chapter 4


40/363


Implementing SSHRChapter 4 - Page 2

Implementing SSHR


41/363


42/363


43/363


Self-Service BasicsChapter 5 - Page 1

Self-Service Basics

Chapter 5


44/363



Self-Service Basics


45/363



e-Business Suite Architecture

e-Business Suite Architecture

The slide illustrates the interaction of the highlighted client side, middle-tier, and server sidecomponents.

Client/PC side

- Browser (Internet Explorer or Netscape Navigator)

- the user interface

Middle Tier

- Application Server, includes

-Web Listener (Apache)

-various other components, including Servlet Engine, JSP and PL/SQL Gateway Server Side

- Data Server, includes

-Applications data

-Setup data (Menus, responsibilities, etc.)

-Meta Data Services Repository (Web page region definitions)

-Workflow (process flow definitions)


46/363



Operation of Web-Based Functions


By selecting an option from the menu, you execute an Application Object Library function(AOL function) which brings up a dynamic HTML page.

In the next few slides well review the architectural components that influence the appearanceand content of the displayed page.


47/363





The appearance of the page is determined by:

Process Definition (defined in Workflow Builder)

Region Definition (defined in Meta Data Service Repository)

Region Configurations (defined in Meta Data Service Repository using the OracleApplication Framework)


48/363





Page content is determined by:

Selected Person

- The person associated with the current user (Employee functions), or

- The person selected by the user (Manager functions)

Security profile

- Is the subject employee included in the Security Profile associated with the currentresponsibility for this user?

Granted employees

- If the employee is not in the users security profile, has the employee grantedinformation to the user?

- Does the users responsibility allow access to released information?

Data security

- Is this function permitted for the legislation code of the subject employee?


49/363



Personal Information: Functional Flow


1. The user chooses the Personal Information function from the user menu.

2. The HTML Call of this function(OA.jsp?akRegionCode=HR_CREATE_PROCESS_TOP_SS&akRegionsApplicationId=800) causes the application to call the HR workflow service, while the Parameter fieldspecifies the Personal Information workflow process (HR_PERSONAL_INFO_JSP_PRC)in the HR workflow item type (HRSSA).


50/363



Guided Demonstration - Functional Flow

Responsibility: Employee Self-Service

Use this demonstration to show the Personal Information function together with the Workflow

Builder tool. Work through these steps in conjunction with the slides in the Self-Service Basicslesson. The titles of the corresponding slides are given below:

Personal Information: Functional Flow (AOL Application Object Library)

1. Log on to SSHR as TBENNETT/welcome and display the Personal Information function.

(N) SSHR > Employee Self-Service > Personal Information

Personal Information: Functional Flow (Workflow Builder)

2. Open the Workflow Builder.

3. Select the HR item type and expand the Processes node.

4. Select the Personal Information process and double click to open the WorkflowDiagrammer.

5. Place your cursor on the Start icon. Explain that this is the starting point for the workflowprocess.

6. Move your cursor to the Personal Information Overview process. Right click to display theProperties for the process.

7. Point out the HR_WORKFLOW_SERVICE.BLOCK function name under the Function tab.This is a generic workflow function.

8. Point out the HR Activity Type Value attribute under the Node Attributes tab. This valuecorresponds to a region defined in the Meta Data Service repository.

Personal Information: Function Flow (Web Browser)

9. Return to the web browser.

10. Click Update in the Main Address region of the page.

The Workflow Builder runs the Process Main Address subprocess and queries whether theuser is updating or creating an address.

11. Switch to the Workflow Builder and point out the Process Main Address process.

12. Return to the web browser.


51/363



13. Select the Enter a new address if you have moved option and continue to the next page.

The Main Address page is displayed.

14. Explain that the user would enter information here and submit the transaction. The Reviewpage is displayed.

15. Switch to the Workflow Builder. Point out the Initialize Approval Item Attributes activity.

SSHR initiates the Approvals functionality. When approvals is complete, Oracle HRMSinserts the data into the HR tables.

16. Log out of SSHR and the Workflow Builder.


52/363





3. The HR workflow service creates an instance of the Personal Information(HR_PERSONAL_INFO_JSP_PRC) workflow process for the HRSSA item type.

Note:The FND data security checks to make sure that this function is permitted for thelegislation code of the current employees business group. Personal Information is aglobal function that is available for all legislation codes.

4. Nested within this process is the subprocess Process Personal Information(HR_PROCESS_PERINFO_JSP_PRC), which Oracle Workflow runs, stopping on the firstblocking activity called Personal Information Overview(HR_PERINFO_OVERVIEW_JSP_FCT).

5. The application calls the generic HR_WORKFLOW_SERVICE.BLOCK function, usingthe Meta Data Service Repository region HR_OVERVIEW_TOP_SS, specified in the HRActivity Type Value workflow attribute for this activity. The activity type is JSP.


53/363





6. A page is displayed based on the definition of the HR_OVERVIEW_TOP_SS region andits nested subregions. The page is influenced by any context-sensitive flexfields and thecumulative effect of any Oracle Application Framework configurations that relate tothese regions. The definition for this page is stored in the Meta Data Service Repository.To change the definition you would use the Oracle Application Framework and configurethe region to suit your requirements.

7. The user chooses the Update button in the Main Address page region.

8. Oracle Workflow runs the Process Main Address subprocess. If no past address changesare awaiting approval or correction, or if no future-dated address changes exist, the

Details page is displayed. The user specifies whether they want to correct an existingaddress or to enter an entirely new one.The button displayed to the user will be either Update/View Future Changes or ViewPending Approval.


54/363


55/363





13. When the changes are complete, the user returns to the Review page and clicks the SubmitInformation link to save the changes.

14. If the Main Address part of the Personal Information function is configured for updatewithout requiring approval , the new address data is inserted directly into the HR tables.

15. If the Main Address part of the Personal Information function is configured to requiredapproval, the data is inserted into the HR transaction tables and the Approvals processbegins for that item.

16. The workflow item is routed for approval according to the configuration of the Approvalsprocess.

17. The approver can either approve or reject the transaction or return it to the user forcorrection. If the transaction is returned for correction, it is displayed for the user in theActions Saved for Later table in the Actions page. The user can reopen the transaction. Theprevious values are reloaded from the transaction tables ready for the user to make therequired changes and resubmit. When the approver approves or rejects the transaction, theuser is notified of the transaction status and the transaction details are deleted from thetransaction tables. If the transaction is approved, the data is loaded into the HR tables.


56/363



Storing Transaction Data


In the next few slides we consider how the attributes of a transaction are assembled andvalidated as the user steps through the pages of a web-based transaction. The example is atwo-step transaction from Manage Employment Events.

At Step 1 the user makes changes to Organization, Job, Position and/or Grade.

The entered values are validated by executing the Assignment API in validate mode (thechanges are not submitted to the database). If valid, the values are stored in the HRTransaction Tables.


57/363


58/363





Later, the user retrieves the transaction (using the All Actions Saved for Later function) andenters the remaining required values and proceeds to the Review page.

You validate the values by executing the Salary API in Validate mode.


59/363





Before submitting the transaction, you have the opportunity to add additional approvers and tospecify additional people to be notified.


60/363





If the approval chain is complete, or if no approvals are required for this transaction, SSHRexecutes the following steps:

For each step of the transaction, SSHR retrieves the values stored in the transaction tables andexecutes the corresponding API to commit the changes to the application tables.

The transaction is cleared from transaction tables when either:

- Transaction completes successfully and is committed to the applications tables, or

- Transaction is cancelled by user before completion, or

- Transaction is rejected by approver.

The administrator should run the HR Background Cleanup concurrent program periodically toclean out transactions that may be left in the transactions tables under other circumstances. Forexample, if a power cut occurs when a user is creating a transaction, or if a user closes abrowser during a transaction.


61/363


User Access and SecurityChapter 6 - Page 1

User Access and Security

Chapter 6


62/363



User Access and Security


63/363



Security Mechanisms

Security Mechanisms

In the next few topics you learn how the various security mechanisms depicted in this slidecombine to control user access to SSHR functions.

You grant responsibilities to users. You can view a list of all owned responsibilities usingthe Responsibility Ownership functionality in SSHR. This functionality enables you todisplay a list of people with access to each of your owned responsibilities and revokeaccess to the responsibilities if appropriate.

In general, each responsibility has a top menu (controlling navigation to functions) and asecurity profile (controlling access to people). Note that if you enable Security Groups,you assign security profiles are assigned at the user+responsibility level, not to the

responsibility itself. Multiple responsibilities can share the same top menu. You can exclude individual

functions for different responsibilities using Function Exclusions.

Supervisor-based security is one type of security profile that is particularly suitable forself-service users. This type of security profile dynamically generates a list of availableemployees and workers based on either the supervisor hierarchy or the supervisor


64/363



assignment hierarchy. You can configure this view to use the position hierarchy by settingthe profile option HR: Self-Service Display Position Hierarchy to Yes.

The Data Security mechanism is used by SSHR in conjunction with legislation-specificmenus to prevent legislation-specific functions from being used on people in anotherlegislation.

The Assignment-based Security mechanism enables you to restrict security access based

on individual assignments. The security processes evaluate permissions on an assignment-by-assignment basis, rather than displaying all assignments if a manager has access to anyassignment.

If you use the Release Information function, then you can supplement the list of peoplewho appear in a security profile. With this function, you can allow other users (who areoutside of the security profile) to access their records. Similarly, managers can use theRelease Information to allow another manager (who is outside of the security profile) toaccess the records for one of their employees.

You can use Person Search to enable managers to use the Enter Process page to perform abasic search for any employee within the underlying security profile. Managers canprocess employees and workers in the resulting list directly or add them to My List forfuture reference. By default, some functions enable managers and HR Professionals tosearch for ex-employees and terminated employees.


65/363



Defining User Access

Defining User Access

This slide summarizes the steps involved in setting up users with appropriate access to thesystem.

When setting up user access to SSHR, you must set the following profile options:

HR: Self Service HR Licensed

HR:Cross Business Group

HR:Restrict Transactions across Business Groups in SSHR


66/363



Responsibilities

Responsibilities

The menu associated with a responsibility is the primary mechanism (along with functions,function exclusions, and menu exclusions) for defining what the user can do.

You set up responsibilities to control who the user has access to by using them together withthe following mechanisms:

Security Profile (profile option)

- If you enable security groups, you associate security with user + responsibility (notjust the responsibility).

Restrict Transactions across BG (profile option)

Allow Granted Access (attribute of security profile) Search tab (menu configuration)

For additional information on user and security profiles, see the online user documentation.

Security Overview under Oracle HRMS GlobalSecurity.

The delivered SSHR responsibilities are as follows:

Employee Self-Service

Manager Self-Service


67/363



HR User Self Service

HR Professional

Payroll Professional

New User Registration

Contingent Worker Self-Service

Responsibility Ownership HR Web Administrator

Candidate Offers

HR Foundation responsibilities:

Employee Self Service Foundation

Manager Self Service Foundation

Self-Service Web Applications responsibilities:

Workflow User Web Applications

Preferences

The predefined responsibilities provide logical groupings of the delivered functions. They areprovided as a starting point for testing and configuration.

It is unlikely that any of the predefined responsibilities would exactly match the needs of anactual user, so you should expect to create your own menus and responsibilities for your usercommunities.

Note: Extra functionality has been added to the HR Professional responsibility with the latestreleases of SSHR. This responsibility now enables users of this responsibility to access theAppraisals, questionnaire setup, and Suitability Matching functionality as well as the HRViews functions which were previously accessed using this responsibility.

The Pay Professional responsibility is also new and enables payroll professionals to view thepayslips for employees.

Also, note that implementers will also need to use additional PUI responsibilities such as:

System Administrator, Application Developer, US HRMS Manager or equivalent for otherlocalization(s)


68/363



Functions, Menus, and Responsibilities

Functions, Menus, and Responsibilities

You can define functions and assign them to multiple menus and responsibilities.

The Payroll Payments function is an example employee-only function.

The Personal Information function is used by employees and managers.

The Termination function is an example manager-only function.


69/363


70/363


71/363


72/363



Comparing Employee/Worker and Manager Access

Comparing Employee/Worker and Manager Access

Employees and workers can only view their own records.

Managers and professional users can view their own records plus the records for certainemployees and workers (defined by security profile). Usually managers have access to therecords for the employees or workers they supervise.


73/363



People versus Users


74/363



Associating User with Person

Associating User with Person

It is actually the person_id of the corresponding person which is stored on the FND_USERStable.


75/363



Creating Users - Information

Creating Users - Information

You can create people and users using the following methods:

Manual:

- Create people using Enter and Maintain People form

- Create users using Users form

Automatic:

- Create people using Create Employee API

- Create users using User Acct API

Self-Service:

- New Employee Registration function

- New Hire function

The next slides look at how to create users/people using an automated method.


76/363



Practice - Overview

Overview

By the end of this series of practices, you will have created a custom SSHR

responsibility complete with configured versions of selected functions. Yourconfigurations will include changes to workflow processes, page layouts, and approvals.

In these practices, you use four employees, one of whom is in a different business groupfrom the other three. Initially, none of the employees has a defined manager.

Name Malcolm Aurora xx Mary Martin xx Helen Carr xx Carl Whiteside xx

Business

Group

Vision Corporation VisionCorporation

Vision Industries VisionCorporation

(Note: xx represents a unique 2-digit identifier that the instructor assigns to each student inthe class. Use the employees suffixed with the identifier assigned to you (for exampleMalcolm Aurora 12) throughout the practices to ensure that your configurations do notconflict with those of other participants.)

By the end of the practices, your employees are organized into a single managementstructure as shown below:

Malcolm Aurora xx

Mary Martin xx

Carl Whiteside xx

Helen Carr xx

The practices guide you through a number of intermediate stages, which provideopportunities to examine how a managers access to other employees is influenced byprofile options, security profiles, and the Release Information function.


77/363



Practice - Creating Responsibilities

Overview

In these practices you learn how to control and define user access to self-service functionality.

You use standard security functions in the forms interface to carry out the following tasks:

Create self-service responsibilities for manager and non-manager users

Create and test new self-service users

Assign appropriate responsibilities to your new users

Assumptions

You must have access to an Oracle Application Vision database or comparable training

or test instance at your site on which to complete this practice.

The names used throughout this practice are for the purpose of the practice and bear noresemblance to any particular organization or individuals.

Prefix all names of responsibilities and users with your assigned unique group numberor your initials.

Unless otherwise indicated, use the System Administrator responsibility.

The initial password for your users should be Oracle. You should then use Welcome asthe active password.

Unless otherwise indicated, use the Vision Corporation business group.

To create a new record, select the New Record icon from the toolbar.

When using a search function, you can use as a wildcard. For example, you can enter%Aur% to display all entries containing the string AUR.

Tasks

Creating a Responsibility

Within your enterprise, you have identified three distinct groups of SSHR users; two formanagers and one for non-manager employees. You need to define a separate responsibility foreach.

Log on as HRMS/welcome and create appropriate responsibilities based on the predefined self-service responsibilities (Manager Self-Service and Employee Self-Service).


78/363



Note: The two manager responsibilities are the same apart from their access to grantedemployees. This will be covered in the next practice, which looks at security profiles.

Create two copies of the Manager Self-Service responsibility using the following names (wherexx is your group identifier):

xxManager Self-Service Granted Access

xxManager Self-Service No Granted Access

The details of these responsibilities are shown below:

Responsibility Name xxManager Self-Service Granted Access

Application Human Resources

Responsibility Key xxMGR_SELF_SERVICE_GRANTED

Description xxManager Self-Service Granted Access

Responsibility Name xxManager Self-Service No Granted Access


Responsibility Key xxMGR_SELF_SERVICE_NO_GRANTED

Description xxManager Self-Service No Granted Access

The following information is identical for both responsibilities:

Available From Oracle Self-Service Web Applications

Menu Manager Self-Service

Data Group

Name Standard


Then create a copy of the delivered Employee Self-Service responsibility using the following

information:

Responsibility Name xxEmployee Self-Service


Responsibility Key xxEMPLOYEE_SELF_SERVICE

Description xxEmployee Self-Service


79/363


80/363



Solution Creating Responsibilities

Creating a Responsibility

Responsibility = System Administrator

1. Log on to HRMS using HRMS/WELCOME and navigate to the Responsibilities window.

(N) Security > Responsibility > Define

To create the Manager Self-Service Granted Access responsibility:

2. Initiate a query.

(M) View > Query by Example > Enter

3. Enter the following string in the Responsibility Name field:


4. Execute the query.

(M) View > Query by Example > Run

5. Choose New Record.

6. In the Responsibility Name field, enter xxManager Self-Service Granted Access.

Note:You may find it convenient to use the Shift+F5 key combination in some fields to

duplicate the field value from the previous record and then make your changes rather thanhaving to type the entire value.

7. In the Application field, enter Human Resources.

8. In the Responsibility Key field, enter xxMGR_SELF_SERVICE_GRANTED.

9. In the Available From region, select Oracle Self-Service Web Applications.

10. In the Menu field, select Manager Self Service.

11. Move to the Data Group region.

12. In the Name field, enter Standard.


14. Save your work.


81/363



To create the Manager Self-Service No Granted Access responsibility:








19. In the Responsibility Name field, enter xxManager Self-Service No Granted Access.


21. In the Responsibility Key field, enter xxMGR_SELF_SERVICE_NO_GRANTED.


23. In the Menu field, select Manager Self Service.




27. Save your work.

To create the Employee Self-Service responsibility:




Employee Self-Service





82/363



32. In the Responsibility Name field, enter xxEmployee Self-Service.


34. In the Responsibility Key field, enter xxEMPLOYEE_SELF_SERVICE.


36. In the Menu field, select Employee Self Service.




40. Save your work.


83/363



Practice - Creating New Users

Overview

This practice shows you how to create users for SSHR and how to assign the correct

responsibilities to them.

Assumptions

You must have access to an Oracle Application Vision database or comparable trainingor test instance at your site on which to complete this practice.

The names used throughout this practice are for the purpose of the practice and bear noresemblance to any particular organization or individuals.

Prefix all names of responsibilities and users with your assigned unique group number

or your initials.

Unless otherwise indicated, use the System Administrator responsibility.

The initial password for your users should be Oracle. You should then use Welcome asthe active password.

Unless otherwise indicated, use the Vision Corporation business group.

To create a new record, select the New Record icon from the toolbar.

When using a search function, you can use as a wildcard. For example, you can enter

%Aur% to display all entries containing the string AUR.

Tasks

Create New Users

You need to create users to enable your employees to use the self-service functionality. Theemployees have different roles within your enterprise

Documents

R12 Oracle HRMS Self Service Fundamentals Student Guide