hrms and payroll 11i v3.5

Version – 3.5

Sikandar Hayat Awan

Pakistan

Oracle Applications 11i – HRMS & Payroll www.erpstuff.com

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The document is composed by using Oracle 11.5.10.2 on Linux Red Hat AS 4 so you may find minor differences of screens or options if you are not using the same version of Oracle Applications. Please suggest if you think any major feature is missing and you think that should also be part of this document. You can post your feedback directly on the web site www.erpstuff.com or email to [email protected]. If both options are not working due to any reason then please email directly to [email protected]. Your comments and feedback will be really appreciated. Thanks

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PPrreeffaaccee Anyone who is interested to learn, teach Oracle Human Resource Management System (HRMS) can use this document for his/her as a basic reference document. Although the document will cover most of the required but this is not the whole Oracle HRMS. So please consider it as a basic or reference document. I will also recommend reading the Oracle Documentation provided by Oracle of each module. Pre Requisites

o Oracle Applications 11i instance access o Human Resource & Payroll Concepts

References:

o 11i Enterprise Management Fundamentals: Work Structures D16826GC10 o 11i Workforce Sourcing and Deployment Fundamentals: People Management

D17282GC10 o Enterprise and Workforce Management Guide (Global) Release 11i Part No. B14467-01 o metalink.oracle.com

Document Change Log

Date Version Description 17-Apr-08 3.5 SIT & EIT covered



CCoonntteennttss CCOONNTTEENNTTSS............................................................................................................................................... 4 WWOORRKK SSTTRRUUCCTTUURREESS................................................................................................................................ 7 1 -- RREESSPPOONNSSIIBBIILLIITTYY && UUSSEERR................................................................................................................. 8

1. DEFINE HRMS RESPONSIBILITY.................................................................................................................. 8 2. HRMS USER DEFINITION.......................................................................................................................... 9

2 -- KKEEYY FFLLEEXXFFIIEELLDDSS DDEEFFIINNIITTIIOONNSS ...................................................................................................... 12 1. GRADE KEY FLEXFIELD DEFINITION............................................................................................................ 12 2. JOB KEY FLEXFIELD DEFINITION ............................................................................................................... 18 3. COST ALLOCATION KEY FLEXFIELD DEFINITION ............................................................................................. 24 4. POSITION KEY FLEXFIELD DEFINITION ........................................................................................................ 27 5. PEOPLE GROUP KEY FLEXFIELD DEFINITION ................................................................................................. 32 6. COMPETENCE KEY FLEXFIELD DEFINITION.................................................................................................... 35

3 -- KKEEYY FFLLEEXXFFIIEELLDDSS VVAALLUUEESS................................................................................................................ 42 1. GRADE KEY FLEXFIELD VALUES ................................................................................................................. 42 2. JOB KEY FLEXFIELD VALUES..................................................................................................................... 44 3. POSITION KEY FLEXFIELD VALUES ............................................................................................................. 46 4. PEOPLE GROUP KEY FLEXFIELD VALUES....................................................................................................... 49 5. COMPETENCE KEY FLEXFIELD VALUES ......................................................................................................... 51

4 -- LLOOCCAATTIIOONN ....................................................................................................................................... 55 1. LOCATION DEFINITION........................................................................................................................... 55

5 -- BBUUSSIINNEESSSS GGRROOUUPP ((BBGG)) .................................................................................................................. 57 1. BUSINESS GROUP (BG) DEFINITION .......................................................................................................... 58

6 -- PPRROOFFIILLEESS........................................................................................................................................ 68 1. SETTING HR: SECURITY PROFILE .............................................................................................................. 68 2. SETTING HR:BUSINESS GROUP PROFILE ..................................................................................................... 69 3. SETTING HR:USER TYPE PROFILE ............................................................................................................. 70

7 -- OORRGGAANNIIZZAATTIIOONNSS ............................................................................................................................ 72 1. DEPARTMENTS (HR ORGANIZATION) DEFINITION .......................................................................................... 72

8 -- OORRGGAANNIIZZAATTIIOONN HHIIEERRAARRCCHHIIEESS ...................................................................................................... 76 1. ORGANIZATION HIERARCHY DEFINITION ..................................................................................................... 76 2. ORGANIZATION DIAGRAMMER................................................................................................................... 82

9 -- JJOOBBSS CCRREEAATTIIOONN.............................................................................................................................. 85 1. JOBS ENTRY ........................................................................................................................................ 85

10 -- GGRRAADDEESS CCRREEAATTIIOONN....................................................................................................................... 87 1. GRADES ENTRY .................................................................................................................................... 87

11 -- PPOOSSIITTIIOONNSS CCRREEAATTIIOONN ................................................................................................................. 88 1. POSITIONS ENTRY................................................................................................................................. 88



12 -- PPOOSSIITTIIOONN HHIIEERRAARRCCHHIIEESS.............................................................................................................. 91 1. POSITION HIERARCHY DEFINITION ............................................................................................................ 91 2. POSITION DIAGRAMMER ......................................................................................................................... 99

PPEEOOPPLLEE MMAANNAAGGEEMMEENNTT........................................................................................................................ 101 13 -- EEMMPPLLOOYYEEEE CCRREEAATTIIOONN................................................................................................................. 102

1. EMPLOYEE CREATION............................................................................................................................102 14 -- SSPPEECCIIAALL IINNFFOO TTYYPPEESS ((SSIITT)) ........................................................................................................ 105

1. DEFINE SIT .......................................................................................................................................105 2. DATA MIGRATION IN SIT .......................................................................................................................111

15 -- EEXXTTRRAA IINNFFOO TTYYPPEESS ((EEIITT))............................................................................................................ 114 1. DEFINE EIT .......................................................................................................................................114 2. REGISTERING EIT (REGISTER EXTRA INFORMATION TYPES (EITS))...................................................................117 3. RESPONSIBILITY ASSIGNMENT .................................................................................................................121 4. DATA ENTRY IN EIT .............................................................................................................................123

PPAAYYRROOLLLL SSEETTUUPP .................................................................................................................................. 127 16 -- IINNTTRROODDUUCCTTIIOONN TTOO OORRAACCLLEE PPAAYYRROOLLLL....................................................................................... 128

1. QUICKPAY .........................................................................................................................................128 2. BATCH PROCESSING .............................................................................................................................128 3. PAYMENT METHODS .............................................................................................................................128 4. CURRENCY .........................................................................................................................................128 5. PAYROLL(S) .......................................................................................................................................128 6. PAY DATE / CHEQUE (CHECK) DATE..........................................................................................................128 7. SCHEDULED RUN .................................................................................................................................128 8. CUT OFF DATE....................................................................................................................................129

17 -- SSEETTTTIINNGG UUPP RREESSPPOONNSSIIBBIILLIITTYY ................................................................................................... 130 1. US SUPER HRMS MANAGER RESPONSIBILITY ASSIGNMENT .............................................................................130

18 -- CCOONNSSOOLLIIDDAATTIIOONN SSEETT ................................................................................................................. 132 1. DEFINE CONSOLIDATION SET ..................................................................................................................132

19 -- PPAAYYMMEENNTT MMEETTHHOODDSS ................................................................................................................... 133 1. DEFINE PAYMENT METHODS ...................................................................................................................133

20 -- EELLEEMMEENNTTSS ................................................................................................................................... 135 1. DEFINE ELEMENTS ...............................................................................................................................135 2. DEFINING AN ELEMENT'S INPUT VALUES.....................................................................................................139

21 -- EELLEEMMEENNTT SSEETT .............................................................................................................................. 142 1. DEFINE ELEMENT SET ...........................................................................................................................142

22 -- SSAALLAARRYY BBAASSIISS ............................................................................................................................ 146 1. DEFINE SALARY BASIS...........................................................................................................................146

23 -- PPAAYYRROOLLLL ..................................................................................................................................... 147 1. DEFINE PAYROLL .................................................................................................................................147

24 -- EELLEEMMEENNTT LLIINNKK ............................................................................................................................ 151



1. DEFINE PAYROLL .................................................................................................................................151 PPAAYYRROOLLLL PPRROOCCEESSSSIINNGG ....................................................................................................................... 153



WWoorrkk SSttrruuccttuurreess



11 -- RReessppoonnssiibbiilliittyy && UUsseerr

1. Define HRMS Responsibility

1.1. To define HRMS responsibility open the Responsibilities screen,

Sys Admin: Security > Responsibility > Define

1.2. Enter the following information on the screen,

Field Value Responsibility Name XX HRMS Application Human Resources Responsibility Key XX_HRMS Description XX HRMS Super User Effective Date From Default (Current Date) Data Group Name Standard Data Group Application Human Resources Menu GLB SHRMS Navigator Request Group Name Global SHRMS Reports & Process Request Group Application Human Resources



1.3. Save the data.

2. HRMS User Definition 2.1. The next step is to assign the above defined responsibility to a user who will have

access to HRMS. Here instead of creating a new user we will assign the responsibility to our earlier created user at the time of GL configuration that is XX_USER.

2.2. Open the Users form,

Sys Admin: Security > User > Define

2.3. After searching the XX_USER we will attach the Responsibility XX Fixed Assets created above with this user.

Field Value Responsibility XX HRMS Application Human Resources Security Group Standard



2.4. Save the data. 2.5. Switch the responsibility to XX HRMS responsibility and you will get the following

menu.



22 -- KKeeyy FFlleexxffiieellddss DDeeffiinniittiioonnss

Points to Consider Before creating Key Flexfields consider the following points,

o Plan the Structure o Plan number of segments of each Key Flexfield o Segment Size o Segment Values o Validations o Naming Conventions o Future Changes Considerations

1. Grade Key Flexfield Definition

1.1. Open the Key Flexfield Segments form

Sys Admin: Application > Flexfield > Key > Segments

1.2. Search for Grade Flexfield. 1.3. Insert a new record by selecting New from the toolbar. 1.4. Enter the following information,

Field Value Code XX_GRADE_FLEXFIELD Title XX GRADE FLEXFIELD Description (Optional) XX Grade Flexfield for demo.



1.5. Click Segments (button),

Field Value Number 1 Name Grade Name Windows Prompt Grade Name Column SEGMENT1



1.6. Click Value Set (button) and enter following information,

Field Value Value Set Name XX_GRADENAME_VS Description XX Grade Name value set for demo. List Type List of Values Security Type No Security Format Type Char Maximum Size 20 Uppercase Only (A-Z) Checked (Yes) Validation Type Independent



1.7. Save and close the screen. 1.8. Enter the Value Set name in the Value Set field on segments Summary screen. 1.9. In the 2nd lines enter following information,

Field Value Number 2 Name Grade Level Windows Prompt Grade Level Column SEGMENT2



1.10. Click Value Set Open (button) and enter following information,

Field Value Value Set Name XX_GRADELEVEL_VS Description XX Grade Level value set for demo. List Type List of Values Security Type No Security Format Type Char Maximum Size 2 Uppercase Only (A-Z) Checked (Yes) Validation Type Independent



1.11. Save and close the screen. 1.12. Enter the Value Set name in the Value Set field on segments Summary screen.

1.13. Save and close the screen. 1.14. Enable Freeze Flexfield Definition and Allow Dynamic Inserts checkboxes.



1.15. Click OK (button) and close the form. The Flexfield will be compiled.

1.16. Click Open (button).

1.17. Click Open (button).

2. Job Key Flexfield Definition



2.2. Search for Job Flexfield. 2.3. Insert a new record by selecting New from the toolbar. 2.4. Enter the following information,

Field Value Code XX_JOB_FLEXFIELD Title XX JOB FLEXFIELD Description (Optional) XX JOB Flexfield for demo.




Field Value Number 1 Name Job Name Windows Prompt Job Name Column SEGMENT1




Field Value Value Set Name XX_JOBNAME_VS Description XX JOB Name value set for demo. List Type List of Values Security Type No Security Format Type Char Maximum Size 20 Uppercase Only (A-Z) Checked (Yes) Validation Type Independent




Field Value Number 2 Name Job Code Windows Prompt Job Code Column SEGMENT2




Field Value Value Set Name XX_JOBCODE_VS Description XX JOB Code value set for demo. List Type List of Values Security Type No Security Format Type Char Maximum Size 20 Uppercase Only (A-Z) Checked (Yes) Validation Type Dependent



2.11. Save the data and click Edit Information (button) and enter the following information.

Field Value Independent Value Set Name XX_JOBNAME_VS Description Will be auto displayed. Dependent Default Value MG Description MG

2.12. Enter the Value Set name in the Value Set field on segments Summary screen.



2.13. Save and close the screen. 2.14. Enable Cross-Validation Segments, Freeze Flexfield Definition and Allow

Dynamic Inserts checkboxes.

Note: The next few screens are same as covered in the Grade section.

3. Cost Allocation Key Flexfield Definition 3.1. Open the Key Flexfield Segments form


3.2. Search for Cost Allocation Flexfield. 3.3. Insert a new record by selecting New from the toolbar. 3.4. Enter the following information,

Field Value Code XX_COST_ALLOCATION_FLEXFIELD Title XX COST ALLOCATION FLEXFIELD Description (Optional) XX Cost Allocation Flexfield for demo.




Field Values Number 1 2 Name Cost Center Account Code Windows Prompt Cost Center Account Code Column SEGMENT1 SEGMENT2 Value Set XX_Cost_Center XX_Accounts Flexfield Qualifier Organization Element



Note: Here we will use Value Set we defined for General Ledger.

3.6. Save and assign Flexfield Qualifiers to both segments. 3.7. To cost center we have assigned Organization.

3.8. Now assign Element Flexfield Qualifier to Account Code. Note: The Cost Center segment will be displayed in organization costing information while the Account Code will be assigned at the time of element creation.



3.9. Enable Freeze Flexfield Definition checkbox.


4. Position Key Flexfield Definition 4.1. Open the Key Flexfield Segments form


4.2. Search for Position Flexfield. 4.3. Insert a new record by selecting New from the toolbar. 4.4. Enter the following information,

Field Value Code XX_POSITION_FLEXFIELD Title XX POSITION FLEXFIELD Description (Optional) XX Position Flexfield for demo.




Field Value Number 1 Name Position Name Windows Prompt Position Name Column SEGMENT1




Field Value Value Set Name XX_POSITIONNAME_VS Description XX Position Name value set for demo. List Type List of Values Security Type No Security Format Type Char Maximum Size 30 Uppercase Only (A-Z) Checked (Yes) Validation Type Independent




Field Value Number 2 Name Position Region Windows Prompt Position Region Column SEGMENT2




Field Value Value Set Name XX_POSITIONREGION_VS Description XX Position Region value set for demo. List Type List of Values Security Type No Security Format Type Char Maximum Size 20 Uppercase Only (A-Z) Checked (Yes) Validation Type Independent




4.13. Save and close the screen. 4.14. Enable Freeze Flexfield Definition and Allow Dynamic Inserts checkboxes.


5. People Group Key Flexfield Definition





5.2. Search for People Group Flexfield. 5.3. Insert a new record by selecting New from the toolbar. 5.4. Enter the following information,

Field Value Code XX_PEOPLE_GROUP_FLEXFIELD Title XX PEOPLE GROUP FLEXFIELD Description (Optional) XX People Group Flexfield for demo.


Field Value Number 1 Name Union Windows Prompt Union Column SEGMENT1




Field Value Value Set Name XX_UNION_VS Description XX Union value set for demo. List Type List of Values Security Type No Security Format Type Char Maximum Size 30 Uppercase Only (A-Z) Checked (Yes) Validation Type Independent




5.9. Save and close the screen. 5.10. Enable Freeze Flexfield Definition and Allow Dynamic Inserts checkboxes


6. Competence Key Flexfield Definition





6.2. Search for Competence Flexfield. 6.3. Insert a new record by selecting New from the toolbar. 6.4. Enter the following information,

Field Value Code XX_COMPETENCE_FLEXFIELD Title XX COMPETENCE FLEXFIELD Description (Optional) XX Competence Flexfield for demo.


Field Value Number 1 Name Skill Windows Prompt Skill Column SEGMENT1




Field Value Value Set Name XX_SKILL_VS Description XX Skill value set for demo. List Type List of Values Security Type No Security Format Type Char Maximum Size 30 Uppercase Only (A-Z) Checked (Yes) Validation Type Independent




Field Value Number 2 Name Level Windows Prompt Level Column SEGMENT2




Field Value Value Set Name XX_SKILLLEVEL_VS Description XX Skill Level value set for demo. List Type List of Values Security Type No Security Format Type Char Maximum Size 30 Uppercase Only (A-Z) Checked (Yes) Validation Type Independent



6.11. Save the data and click Edit Information (button) and enter the following information.

Field Value Independent Value Set Name XX_SKILL_VS Description Will be auto displayed. Dependent Default Value 1 Description 1

6.12. Enter the Value Set name in the Value Set field on segments Summary screen.



6.13. Save and close the screen. 6.14. Enable Freeze Flexfield Definition checkbox.


Here is the status of all requests and all are completed with Normal status.



33 -- KKeeyy FFlleexxffiieellddss VVaalluueess So for we have created Key Flexfields but not yet populated the value sets of these Key Flexfields. Now we will insert values in the value sets one by one. 1. Grade Key Flexfield Values

1.1. Open the Key Flexfield Values form

Sys Admin: Application > Flexfield > Key > Values

1.2. Select Value Set in Find Values By region and enter XX_GRADENAME_VS in the

names field.

1.3. Click Find (button). 1.4. Enter the following information,

Grade EXECUTIVE MANAGEMENT SUPERVISOR



1.5. Save the information and search for XX_GRADELEVEL_VS and enter the following

information.

Levels 1 2 3 4



2. Job Key Flexfield Values



2.2. Enter the following information,

Job Job Code MANAGER MG DEPUTY MANAGER DM SUPERVISOR SR CEO CO



2.3. Save data and search for XX_JOBCODE_VS to enter Job Codes.



2.4. Save the data and then click in the Independent Value and press down arrow key.

3. Position Key Flexfield Values



3.2. Search XX_POSITIONNAME_VS.



3.3. Click Find (button). 3.4. Enter the following information,

Position CEO MANAGER IT MANAGER FN MANAGER HR DEPUTY MANAGER IT DEPUTY MANAGER FN DEPUTY MANAGER HR SENIOR DBA ACCOUNT OFFICER FN RECRUITMENT OFFICER



Position NORTH SOUTH



EAST WEST

4. People Group Key Flexfield Values



4.2. Search XX_UNION_VS.




People Group Values Union MUSLIM LEAGUE PEOPLE PARTY NONE



5. Competence Key Flexfield Values



5.2. Search for XX_SKILL_VS.




Skill Level (1 = low, 5 = high) ANALYSIS 1~5 TECHNICAL 1~5

FUNCTIONAL 1~5

COMMUNICATION 1~5

PRESENTATION 1~5



5.4. Save the data and then click in the Independent Value and press down arrow key.



44 -- LLooccaattiioonn

1. Location Definition 1.1. Switch to HRMS Responsibility,

HRMS: Work Structures > Location

Note: Uncheck the Global check box if you want the location to only be available within the default Business Group of your current responsibility. Accept the default if you want the location to be a global location and therefore available to all Business Groups. If you are setting up a global location, the location name must be unique across all Business Groups.

1.1. Enter the required information on the screen, like Name, Description, address Style

and address as shown above.

1.2. When we clicked on Shipping Details tab the Ship-To Location was default to Location

Name we entered in the header of this form.



1.3. Save the data.



55 -- BBuussiinneessss GGrroouupp ((BBGG)) A Business Group (BG) holds information about the components of work structures such as jobs, grades and positions. At the BG level we set up the legislative rules, terms of employment, remuneration policies and employee work patterns. Oracle HRMS provides the flexibility to define enterprise the following four basic configurations models,

1 A single operating company in one country. 2 A single operating company in multiple countries. 3 Multiple operating companies in one country. 4 Multiple operating companies in multiple countries.

We will create only one BG for demonstration while you can create more than one BG’s in your enterprise to keep sets of data separated. The major reason for creating many business groups is that your enterprise is present in many countries. The other reasons for creation of more than one BG are,

o During acquisitions or mergers there is a need to manage separate structures and processes during a transition phase.

o To keep a copy of your live system with example records for training or testing purposes. o You are a holding company with a number of subsidiary companies and each subsidiary

has its own structures, employees, and compensation and benefit policies.

Organization Structure



XX COMPANY Business Group HR Organization CEO

XX IT XX HR XX FN Information Technology Human Resource Department Finance Department HR Organization HR Organization HR Organization

Positions: Positions: Positions: Manager IT Manager HR Manager FN Deputy Manager IT Deputy Manager HR Deputy Manager FN

Recruitment Officer Senior DBA Account Officer FN

1. Business Group (BG) Definition

1.1. Open the Description form,

HRMS: Work Structures > Organization > Description

1.2. Click New (A) (button),



1.3. Enter the following information in the header of screen,

Field Value Name XX COMPANY Type Company Location XX Location Internal or External Internal



1.4. Before moving into Organization Classification region save the information. 1.5. Select Business Group from the LOV in the Name field.

Field Value Organization Classifications Name

Business Group

Enabled



1.6. Save the information and then click Others (button) to enter Business Group information.

Note: The * on the start denotes the mandatory information and you will have to provide information while all others are optional.

1.7. Select Business Group Info from the displayed LOV and click OK (button.

1.8. Click in the white area of Business Group Info field and the following screen will

appear.



Warning: All the information entered on this screen will affect the Business Group and you

will not be able to change saved data on this screen.

1.9. Select Business Group, click the Enabled check box and click (B) Others. 1.10. Enter the required information on the screen displayed as following,

Field Value Short Name XX COMPANY Employee Number Generation Automatic Applicant Number Generation Automatic Contingent Worker Number Generation

Automatic

Grade Flexfield Structure XX GRADE FLEXFIELD Group Flexfield Structure XX PEOPLE GROUP FLEXFIELD Job Flexfield Structure XX JOB FLEXFIELD Costing Flexfield Structure XX COST ALLOCATION FLEXFIELD Position Flexfield Structure XX POSITION FLEXFIELD Competence Flexfield Structure XX COMPETENCE FLEXFIELD Legislation Code Pakistan Currency PKR Fiscal Year Start Minimum Working Age 18



Maximum Working Age 60

1.11. Click OK (button).


1.13. Click Yes (button).



1.14. Now the next step is to make our Business Group a HR Organization as we will hire CEO in this organization. Keep in mind that which organization will have employees must be a HR Organization. Click in the 2nd line to define HR Organization and enter the following information.

Field Value Organization Classifications Name

HR Organization

Enabled

1.15. Save the information and then click Others (button) to enter HR Organization

information.



1.16. Assign relevant cost center.



1.17. Click OK (button) and save the data.



66 -- PPrrooffiilleess There are following three profiles which we need to set for our XX HRMS responsibility.

o HR: Security Profile o HR:Business Group o HR:User Type

There is a space in HR: Security Profile after colon but no space in other profile options.

1. Setting HR: Security Profile 1.1. Open the System form,

Sys Admin: Profile > System

1.2. Enter Responsibility name XX HRMS and profile HR: Security Profile.

1.3. Click Find (button).



1.4. Select Business Group XX COMPANY under Responsibility. 1.5. Save information and click Find (button) from the toolbar.

2. Setting HR:Business Group Profile

2.1. Change the Profile to HR:Business Group.




2.3. Select Business Group XX COMPANY under Responsibility. 2.4. Save information and click Find (button) from the toolbar.

3. Setting HR:User Type Profile

3.1. Change the Profile to HR:User Type Group.




3.3. Select HR with Payroll User from the LOV and click OK (button).

3.4. Save the information.



77 -- OOrrggaanniizzaattiioonnss

1. Departments (HR Organization) Definition 1.1. Open the Description form,

HRMS: Work Structures > Organization > Description

1.2. Click New (A) (button), and define three departments with the following information.

Field Value Name XX IT XX HR XX FN Type Department Department Department Location XX Location XX Location XX Location Internal or External Internal Internal Internal Organization Classification

HR Organization HR Organization HR Organization

Enabled

XX IT



1.3. Click Others (button) and enter Costing Information by selecting Costing Information from LOV and clicking OK (button).

Note: Internal Organizations are Departments, Sections or Cost Centers and the External Organizations are Tax Offices, Recruitment Agencies.



XX HR

1.4. Click Others (button) and enter Costing Information by selecting Costing Information

from LOV and clicking OK (button).



XX FN

1.5. Click Others (button) and enter Costing Information by selecting Costing Information

from LOV and clicking OK (button).

Note: You can define as many organizations (Zone, Division, Department, Sections) but here for practice we have defined only 4 (Company 1, Departments 3).



88 -- OOrrggaanniizzaattiioonn HHiieerraarrcchhiieess The benefit of Organization Hierarchies is that it enables to show the reporting structure of organization in an enterprise. The other benefits are,

o Controlling Access to Information o Purchasing Approvals o Project Accounting o Government Mandated Reporting

XX COMPANY

Business Group

HR Organization

XX IT XX FN XX HR Information Technology Finance Department Human Resource

Department HR Organization HR Organization HR Organization

1. Organization Hierarchy Definition

1.1. Open the Hierarchy form,

HRMS: Work Structures > Organization > Hierarchy

1.2. Enter a unique name for the hierarchy, and check Primary if it is your main reporting hierarchy.



1.3. Save the information. 1.4. Enter Version Number and Date From in the respective fields.



1.5. Save the information.



1.6. Click in the Organization Name field and press F11 and then Ctrl+F11 keys to search

the Business Group.



1.7. Click in the Subordinates Name and select departments from the LOV.



1.8. You will have to save information after moving to next line to enter next department.



2. Organization Diagrammer

2.1. Open the Diagrammer form,

HRMS: Work Structures > Organization > Diagrammer

2.2. Search for Hierarchy name XX ORG HIERARCHY.

2.3. Click Open Editor (button).



2.4. Click the + sign on the left of company displayed to expand.



2.5. Click Org-Chart Style from the toolbar.

2.6. Use different options available on Diagrammer editor and close the screen.



99 -- JJoobbss CCrreeaattiioonn

1. Jobs Entry

1.1. Open the Description form

HRMS: Work Structures > Job > Description

1.2. We will define the following jobs.

Job Job Code MANAGER MG DEPUTY MANAGER DM SUPERVISOR SR CEO CO

1.3. Click New (button).



1.4. A Job Group will be defaulted so click in the Name field and select Job Name and Job

Code.

1.5. Save the data. 1.6. Repeat the above steps to define all jobs.



1100 -- GGrraaddeess CCrreeaattiioonn

1. Grades Entry


HRMS: Work Structures > Grade > Description

1.2. Define the following grades,

Grade Level EXECUTIVE 1 MANAGEMENT 1,2 SUPERVISOR 1

1.3. Save the data after entering all grades.



1111 -- PPoossiittiioonnss CCrreeaattiioonn

1. Positions Entry We will define following positions.

Position Job Organization CEO CEO.CO XX COMPANY MANAGER IT MANAGER.MG XX IT MANAGER FN MANAGER.MG XX FN MANAGER HR MANAGER.MG XX HR DEPUTY MANAGER IT DEPUTY MANAGER.DM XX IT DEPUTY MANAGER FN DEPUTY MANAGER.DM XX FN DEPUTY MANAGER HR DEPUTY MANAGER.DM XX HR SENIOR DBA SUPERVISOR.SR XX IT ACCOUNT OFFICER FN SUPERVISOR.SR XX FN RECRUITMENT OFFICER

SUPERVISOR.SR XX HR

The following information will be same for all positions,

Field Value Position Details Tab Type Single Incumbent Permanent

Hiring Status Active Hiring Information Tab FTE 1


HRMS: Work Structures > Position > Description



1.2. Click New (button).




1.4. Click Hiring Information tab and enter 1 in the FTE as our Type is Single Incumbent.

1.5. Save the data. 1.6. Repeat these steps for all positions.



1122 -- PPoossiittiioonn HHiieerraarrcchhiieess

1. Position Hierarchy Definition

CEO

Manager IT Manager FN Manager HR

Deputy Manager IT Deputy Manager FN Deputy Manager HR

Account Officer FN Recruitment OfficerSenior DBA

1.1. Open the Hierarchy form

HRMS: Work Structures > Position > Hierarchy

1.2. Enter unique Hierarchy Name and click Primary check box if this is your Primary

hierarchy.



1.7. Save the data.



1.8. Enter Version Number and Date From and save the data.



1.9. Click in the Position Name and press F11 to search the top position CEO.EAST and the

execute query by pressing Ctrl+F11. 1.10. Then click in the Subordinates Name field.



1.11. Enter MANAGER IT.EAST and save the data.



1.12. Enter all subordinates who are reporting to CEO in our case all Managers. 1.13. Now click the MANAGER IT.EAST line and click the Blue Down arrow key to define the

Manager IT subordinate.



1.14. Position MANAGER IT.EAST has jumped above in the Position Name field. Enter all

subordinates who are reporting to CEO in our case all Managers. Select DEPUTY MANAGER IT.EAST as subordinates and save the information.

1.15. Now to define subordinate of DUPUTY MANAGER IT.EAST click blue Down arrow key and DUPUTY MANAGER IT.EAST position will be shifted in the Position Name field.



1.16. Enter SENIOR DBA.EAST and save the information. 1.17. To move upward in the hierarchy click on blue up arrow and define all subordinate

positions.



1.18. The hierarchy will look like shown above. 1.19. Enable Primary check box to make this hierarchy and save the information.

2. Position Diagrammer

2.1. Open the Diagrammer form,

HRMS: Work Structures > Position > Diagrammer

2.2. Search for Hierarchy name XX ORG HIERARCHY.



PPeeooppllee MMaannaaggeemmeenntt



1133 -- EEmmppllooyyeeee CCrreeaattiioonn

1. Employee Creation 1.1. Open the Enter and Maintain form,

HRMS: People > Enter and Maintain

1.2. Click New (button). 1.3. Enter the required information on the form. As we are creating an employee so we

will select Create Employment in the Action field. Good thing is that when you will select Title the Gender field is automatically populated.



1.4. Save the data.



1.5. Note the Employee Identification assigned to the employee which is employee code 1. 1.6. Click Assignment (button). 1.7. Select Group, Position and Grade. The position will default few field which you can

change.

1.8. Save the data.



1144 -- SSppeecciiaall IInnffoo TTyyppeess ((SSIITT))

1. Define SIT

1.1. To define SIT key flexfield open form,


1.2. Enter search criteria as %Personal Analysis Flexfield%.

1.3. Click on Find (B).



1.4. Create a new record by clicking on New in the toolbar or press CTRL+Down Arrow Key “no need to include + key it is just to show that you need to press CTRK and Down arrow keys”.

1.5. Enter the Code and change the title if required. 1.6. It is always recommended to provide relevant description where this field is provided

as it always helps you in trouble shooting. 1.7. Click on Segments (B).



1.8. Define the required segments.

Note: Here for demonstration we have used Oracle default provided Value Sets while you can define your own as per requirement.

1.9. Save and close this form to come to main form.

1.10. Save and close this form and a request of compilation will be created. 1.11. After definition next step is to enable this newly created SIT and to specify the form

on which it should be enabled.



1.12. Switch to HRMS responsibility.

HRMS: Other Definitions > Special Info. Types

1.13. Create a new record and select the relevant Name of the SIT and enable on the desired form. We have enabled it on Other which means we will be able to enter data in this SIT on People form using Special Information button.

1.14. Save and close the form.

• Job: in the Job Requirements window • Position: in the Position Requirements window • Other: in the Special Information window • Skill: in the Skill Provisions and Search for Event windows in Oracle Training

Administration

The OSHA and ADA check boxes are for US users only.

1.15. Now open the People form to enter in this newly created and enabled SIT. 1.16. Search any employee.




1.17. Click on Special Info (B). 1.18. Scroll down to find the relevant SIT name. The Information Exists enabled checkbox

means there is entered data in these SIT’s for this employee.



Note: In SIT you have start and end date which is not available in EIT.

1.19. Enter Start Date if different than the current and click on the Detail field.

1.20. Enter the data as per defined segments.



1.21. Click on OK (B).

1.22. Save the data and close the form.

2. Data migration in SIT

2.1. Now we will use api hr_sit_api.create_sit to migrate data into this new created SIT.

2.2. First of all we will find the Person ID using examine from Menu: Help > Diagnostic > Examine it will ask you to enter apps password and the default password is always apps of this user.



2.3. Use the following query to get the ID_FLEX-NUM value of the defined SIT (on in which data need to be migrated) using any Oracle client.

SELECT id_flex_num, id_flex_structure_code structure_view_name, description FROM fnd_id_flex_structures_vl WHERE id_flex_structure_code = 'XX_VISA_INFO'

2.4. In this case the id_flex_num value is 52550 so note it down. 2.5. The following table is showing all the values.

Field Value p_person_id 140

p_id_flex_num 52550

p_segment1 (Visa Number) KB123456 p_segment2 (Issued Date) 01-APR-2008 p_segment3 (Period in years) 3



2.6. Now enter these values in the API and execute the API in any client.

2.7. After making commit now search and employee and check the SIT values.



2.8. After entering Employee Number click on Find (B).

2.9. The values are updated of the relevant employee.

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1. Define EIT

1.1. To define EIT descriptive flexfield open form,

Sys Admin: Application > Flexfield > Descriptive > Segments

1.2. Enter search criteria as Human Resources%Extra Person Information.



1.3. Click on Find (B).

1.4. Confirm the Title as it must be Extra Person Information. 1.5. In order to modify we need to Unfreeze the Flexfield by unchecking the check box.




1.7. Click in the Context Field Values region and create a new record.



1.8. After entering the Code and description click on Segments (B).

2. Registering EIT (Register Extra Information Types (EITs))

2.1. To register EIT submit the request Register Extra Information Types (EITs) using your HRMS responsibility,



HRMS: View (Menu) > Requests

2.2. Select PER_PEOPLE_INFO_TYPES and select your Information Type. 2.3. Confirm the Legislation Code as the EIT will be registered only for the selected

Legislation Code.



2.4. After submission check the status of the request using the requests window. 2.5. Now if we will check the EIT on the People form and after searching an employee

click on Others (B).




2.6. Select Extra Information from the displayed LOV.


2.8. Strange that there is no EIT. I just wanted to show you that without assigning to a

responsibility the EIT will not be available.



3. Responsibility Assignment

3.1. Now we will assign our newly created EIT to our responsibility Human Resources, Vision Enterprises,

HRMS: Security > Information Types

3.2. To search responsibility press F11 key.



3.3. Enter responsibility name and click Ctrl + F11 keys (without +).

3.4. Click in the Code in Information Types block.



3.5. Select the relevant EIT code. 3.6. Save and close the form.

4. Data Entry in EIT

4.1. Open people form to enter data in the EIT using the responsibility assigned above.


4.2. Search the relevant employee.



4.3. Click on Others (B). 4.4. Select Extra Information from the displayed LOV.




4.6. Click the Type and click in the Details field.

4.7. Enter required information and click on OK (B).

Note: There is no Latest Disease just wanted to avoid to assign any disease to Abbott.



4.8. Save and close the form(s).

Note: The \ is due to space between Dr and ..



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1. QuickPay QuickPay is the process which is used to pay to single employee. It is useful when there is a need to check new elements definition result before applying on all employees. QuickPay is also used for instant updates for new hiring, late entries, and terminations.

2. Batch Processing

When we have to process the payroll for more than one employee then we use batch processing. That is running a request Payroll Run.

3. Payment Methods

In Oracle Payroll we can pay our employees using different payment methods like Check (Cheque), Direct Deposit, Cash or a combination of different payment methods. There are certain limitations of localizations.

4. Currency

We can pay using single currency or multiple currencies. The currency is defaulted from the Business group.

5. Payroll(s)

We define a payroll for a number of employees who share the same payroll calendar and therefore receive payment on the same date, and at the same regular frequency.

6. Pay Date / Cheque (check) Date

The Pay Date / Check Date is the date of constructive receipt of pay, on which paychecks become negotiable.

7. Scheduled Run



The Scheduled Run Date is the date scheduled for the Regular run of the payroll in each period.

8. Cut Off Date As employees expect salary in their bank account / cash on 1st of each month and it is also the practice of organization to pay on 1st of each month. Now it is possible if all kind of updating / addition is restricted in order to verify the data before processing of payroll, processing payroll and then post processing verifications. So for this purpose a Cut Off date is set for each period, and all entries or changes in payroll information is restricted after this date. Let say if we will set it to -5 then the cut off date will be last date of month – 5.



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I will use the vision instance so the members are easily practice without configuring any other module.

1. US Super HRMS Manager responsibility Assignment 1.1. Login on Vision instance with user Operations and the default password is welcome.

Sys Admin: Security > User > Define

1.2. By default the responsibility is disabled so delete the To date of the responsibility or

assign this responsibility to your user.



1.3. Switch to this responsibility and the following Navigation window will appear.



1188 -- CCoonnssoolliiddaattiioonn SSeett

1. Define Consolidation Set

The consolidation set is used for consolidating the result of various payrolls and post payroll processes.

1.1. Open the form,

HRMS: Payroll > Consolidation

1.2. Enter a relevant name,




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1. Define Payment Methods

1.1. Open the form,

HRMS: Payroll > Payment Methods

1.2. Enter required and relevant information on the screen. 1.3. Enter a name for the payment method, and select its type. 1.4. You can create as many payment methods for each type as you require. For example,

if you have different source bank accounts for different payrolls, you must create separate payment methods.

1.5. Click in the Bank Details will open the Bank Details window so provide the bank

related information. 1.6. Click OK (B). 1.7. Select Set of Books and GL Cash Account.



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1. Define Elements

An element is to represent compensation and benefit types or earnings and deductions. The following table is showing the seeded elements classification.

Classification Name Low Priority

High Priority

Default Priority

Debit or Credit

Information 0 1000 500 D Earnings 1001 2000 1500 D Absence 2001 3000 2500 D Supplemental Earnings 3001 4000 3500 D Taxable Benefits 4001 5000 4500 D Pre-Tax Deductions 5001 6000 5500 C Tax Deductions 6001 7000 6500 C Direct Payment 7001 8000 7500 D Employer Charges 8001 9000 8500 D Involuntary Deductions 9001 10000 9500 C Voluntary Deductions 10001 11000 10500 C

1.1. Open the form,

HRMS: Total Compensation > Basic > Element Description

1.2. By default the current date will be the effective date and as this field is read only and

you cannot update it directly. So after opening the form we will use the Alter Effective Date button from the tool bar. The button labeled with date 31.



1.3. Click on Alter Effective Date (B).

1.4. Change the Effective Date to 01-JAN-2000.



1.5. Click on OK (B) and verify the effective date.

1.6. Enter a unique Name & Reporting name while keeping in mind that names should not

start a number or symbol. 1.7. Optionally enter a description for the element. 1.8. Select a Primary Classification. 1.9. Select the processing type - Select Recurring if an entry of this element applies in

every period until the entry is ended, or Nonrecurring if an entry applies in one pay period only.

1.10. Select a termination rule to determine how entries of the element are processed after termination of the employee.

1.11. Select the Multiple Entries Allowed check box if you want to give an employee more than one entry of the element at the same time. If you are creating a net-to-gross element, you must select Multiple Entries Allowed.

1.12. Select the Additional Entries Allowed check box if you want to make occasional one-time entries of a recurring element (instead of, or in addition to, a normal recurring entry).

1.13. Select the Closed for Entry check box if you want to prevent any new entries being made for the element.

1.14. Select the Process in Run check box if you want the element to process in payroll runs.



1.15. Select the Indirect Results check box if you want the element only to accept entries from indirect formula results. Leave the check box unchecked if you want to accept entries both from indirect formula results and from manual entries in the Element Entries window.

1.16. Select the Adjustment Only check box if you want to use the element only for creating balance adjustments.

1.17. Select the Third Party Payments check box if you want to use the element only for creating third party payments.

1.18. Select the currency in the Input field if you want to make element entries in a currency other than the base currency of the Business Group.

1.19. After entering all the information now click the Further Information field and select

the Earning on the displayed screen. Note: If the Type is Nonrecurring then this element will not appear on the Salary Basis screen.



1.20. Select Regular and click on OK (B) and once again click on OK (B) to come back to

main form. 1.21. Save the data.

2. Defining an Element's Input Values

2.1. Click on Input Values (B).

2.2. Create a new record and enter the information.



2.3. Enter the name of the first input value. 2.4. Select the unit type of your input value (money, hours, character, date, number, or

time). You can enter numbers in the Sequence field to change the order in which the input values appear in the Entry Values window.

2.5. Check the User Enterable check box if users can enter a value for this input.

2.6. We can scroll to the right to enter validations if desired.



2.7. Save the data and close this screen. 2.8. Close the main form.



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1. Define Element Set

1.1. Open the form,

HRMS: Payroll > Element Set

1.2. Enter a unique name for the set. 1.3. Select the type: Distribution, Run, or Customization.

• Customization set: You can use a Customization set to:

o Restrict the elements that can be entered or viewed on a configured

version of the Element Entries window o Specify the elements to be entered for assignments using BEE in the Batch

Assignment Entry window. o Prevent users updating entry values in the Element Entries window for a

group of elements. You select the element set in the HR:Non-Updateable Element Set user profile option.

• Run set: Oracle Payroll users can use a Run set to specify the elements to be

processed in a payroll run. If you are creating a Run set for US payroll, you must include the VERTEX recurring element.

• Distribution set: Oracle Payroll users can use a Distribution set to define the

elements over which the costs of other elements are to be distributed.



1.4. Save the data. 1.5. If you want to include all elements in a classification, choose the Classification Rules

button. 1.6. If you want to include particular elements from other classifications, choose the

Include Element button. 1.7. Select the element you want to include in the Elements window, and choose the OK

button.



1.8. Save the data.



1.9. Save the data.

Note: After you include a particular element, you cannot go to the Classification Rules window and include the classification to which this element belongs.



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1. Define Salary Basis

Salary Basis is the duration for which a salary is quoted, for example, hourly, monthly or annually. The Salary Basis window is used to define a salary basis for each salary element to be used for salary administration.

1.1. Open the form,

HRMS: Total Compensation > Basic > Salary Basis

1.2. Enter the name of the salary basis. 1.3. Enter the Basis like Monthly Salary, Annual Salary etc. 1.4. Select the name of the salary element and input value associated with this salary

basis. 1.5. Save the data.



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1. Define Payroll

1.1. Open the form,

HRMS: Payroll > Description

1.2. Enter the required information on the displayed form.

1.3. After selecting Consolidation Set then the cursor will jump to Cost field and will

display the screens to enter Costing and Suspense Account.



1.6. Click in the Further Payroll Information field to enter values in the Descriptive Flexfield.

1.7. Enter the mandatory information.


1.9. Save the data. 1.10. Now click on Period Dates (B).



Note: As we had provided 0 in all the Date Offset fields (Check, Scheduled Run, Cut Off) So on Default Dates are same for all field. The Check Date, sometimes called Pay Date, is the date of constructive receipt of pay, on which paychecks become negotiable. The Scheduled Run Date is the date scheduled for the Regular run of this payroll each period. The Cut Off date, included for your reference, is the final date for entering or changing payroll information before a run.

1.11. Close the Period Dates screen. 1.12. Now click on Period Dates (B).

1.13. Close all the screens.



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1. Define Payroll

1.1. Open the form,

HRMS: Total Compensation > Basic > Link

1.2. Enter the required information.

1.3. Save the data. 1.4. Click on Input Values (B).



1.5. Enable Costed of Salary line and click on Currection. 1.6. Save the data.



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hrms and payroll 11i v3.5

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