People and Assignments
Oracle HRMS enables you to define your own names to identify the
”types” of people in your system, and to identify the status of
employees in each assignment using your own names.
Person Types and Assignment Statuses
Special Personal Information (Personal Analysis Key Flexfield Structures)
Medical Assessments, Disabilities and Work Incidents
*Person Types and Assignment Statuses
Step 1
Step 2
Step 3
Define Person Types Required Step with Defaults
You can define your own names to identify the ”types” of people in
your system.
Note: Person Type is a common option for Form
Customization.
Use the Person Types window.
See: Defining Person Types, Managing Your Workforce Using Oracle
HRMS.
Define Assignment Statuses for Employees Required Step with
Defaults
With Oracle HRMS you can identify the status of employees in each
assignment using your own names. For example, you might want to
define a special status to identify assignments which have been
Suspended while the employee is temporarily assigned to another role.
Use the Assignment Statuses window.
See: Defining Assignment Statuses, Managing Your Workforce Using
Oracle HRMS.
Create Contract Statuses Optional Step
Oracle HRMS enables you to create up to 250 different contract statuses
to help track and identify employees.
See: Creating Contract Statuses, Managing Your Workforce Using Oracle
HRMS.
*Special Personal Information (Personal Analysis Key Flexfield Structures)
2 – 65 Implementation Steps
The Personal Analysis Key Flexfield is used to record special personal
information which is not included as standard information. Each type
Step 4
Step 5
2 – 66 Implementing Oracle HRMS
of information is defined as a separate Structure of the flexfield. For
example, you might set up a structure to hold medical information.
This flexfield is used in the following areas:
• Special Information details for People
• Matching requirements for Jobs and Positions
You need to design a Personal Analysis Flexfield Structure for each
Special Information Type you want to hold in Oracle HRMS. For each
structure you must include the following:
• The Structure Name and the number of Segments.
• The Flexfield Segment Names, Order and Validation Options.
• The Flexfield Value Sets to be used and any lists of values.
Defining the Flexfield Structure is a task for your System
Administrator.
Note: You cannot use the Create Key Flexfield Database Items
process to create database items for the segments of your
Personal Analysis Flexfield structures.
Define Personal Analysis Flexfield Value Sets Optional Step
If you want to validate the values which a user can enter for any
segment you must define a specific Value Set.
The attributes of the Value Set will control the type of values that can
be entered, and how many characters each segment can hold. The
attributes of the Value Set will also control how the values are to be
validated.
Value Sets can be shared by different segments of the same flexfield, or
by segments of any other flexfield.
Use the Value Set window.
See: Defining Value Sets, Oracle Applications Flexfields Guide.
Define Personal Analysis Flexfield Segments Optional Step
Define a structure for your Personal Analysis Flexfield which contains
the segments you want to use. You will use this structure to enter
details in the Special Information Types window.
You must enter Yes in the Allow Dynamic Inserts field. If you enter
No, you will not be able to enter new details in the Special Information
Types window.
Note: You do not need to use a Value Set to validate a
segment. If you do not specify a Value Set then a user can enter
any alphanumeric value up to a limit of 150 characters.
Step 6
Step 7
Step 8
Step 9
2 – 67 Implementation Steps
See: Defining Key Flexfield Structures, Oracle Applications Flexfields
Guide.
Define Personal Analysis Flexfield Segment Values Optional Step
If you have chosen Independent or Dependent validation for a Value
Set used by a Personal Analysis Flexfield Segment, you must define
your list of valid values for the Value Set.
See: Defining Segment Values, Oracle Applications Flexfields Guide.
Define Personal Analysis Flexfield Cross Validation Rules Optional
Step
Define any Cross Validation Rules you want to use to control the
combinations of segment values which a user can enter.
You define Rules to Include or Exclude combinations of segment values.
For each segment, you can define a Low to High range of values.
Use the Cross–Validation Rule window
See: Defining Cross–Validation Rules, Oracle Applications Flexfields
Guide.
Define Personal Analysis Flexfield Aliases Optional Step
Define Aliases for common combinations of segment values if you
want to provide these as default options.
Use the Shorthand Aliases window
See: Defining Shorthand Aliases, Oracle Applications Flexfields Guide.
Freeze and Compile Your Personal Analysis Flexfield Structure
Optional Step
You are now ready to freeze your flexfield definition. Navigate to the
Define Flexfield Segments window. Enter Yes in the Freeze Flexfield
Definition field and save your changes. Oracle Human Resource
Management Systems now freezes and compiles your Personal
Analysis Flexfield definition. Compiling the flexfield definition enables
the flexfield window with the defaults, values and rules that you have
defined.
Use the Key Flexfield Segments window
See: Defining Key Flexfield Structures, Oracle Applications Flexfields
Guide.
Step 10
Register Special Information Types for the Business Group Optional
Step
After you have defined your Personal Analysis Flexfield Structures you
must link them to your business group.
You do this using your view–all responsibility.
• Select each Information Type you want to use in this business
group.
• Select the categories for each type.
– Job for Job Requirements
– Position for Position Requirements
– Skills for use with Oracle Training Administration
– Other for use with Person Special Information
– ADA for use only in the US, for special information types
set up to record information about employees with
disabilities.
– OSHA for use only in the US, for a special information type
set up to record information about employees’ work–related
injuries or illness.
Suggestion: If you do not check the Other category, you
cannot use the type to hold information for a person. This
means that you could also use the Special Information Types to
hold any type of information for a Job or a Position only.
Use the Special Information Types window.
See: Enabling Special Information Types, Managing Your Workforce Using
Oracle HRMS.
*Medical Assessments, Disabilities and Work Incidents
Step 11
2 – 68 Implementing Oracle HRMS
Define Lookup Types and Values Optional Step
If you want to record medical assessments, disabilities, or work
incidents for the people in your enterprise, you must define Lookup
Values for the Lookup Types that are used in those windows.
See: User and Extensible Lookups, Configuring, Reporting, and System
Administration in Oracle HRMS.
Use the Application Utilities Lookups window.
See: Adding Lookup Types and Values, Configuring, Reporting and
System Administration in Oracle HRMS
Specific Business Functions
* Human Resource Budgets
*Set Up Workflow for Budget Worksheets
*Evaluation Systems
*Requirements Matching
* Human Resource Budgets
Step 1
Step 2
Step 3
Step 4
Step 5
2 – 69 Implementation Steps
Define Lookup Types and Values Optional Step
Oracle HRMS delivers the following seeded budget measurement
units: Money, Hours, Headcount, Full Time Equivalent, and Percent
Full Time Equivalent. You cannot extend the delivered budget
measurement units, but you can copy and rename an existing
measurement unit.
Define values for BUDGET_MEASUREMENT_TYPE.
Use the Application Utilities Lookups window.
See: Adding Lookup Types and Values, Configuring, Reporting and
System Administration in Oracle HRMS
Define Period Types Optional Step
The most common period types are already predefined in Oracle
HRMS. You can change the names of these predefined types but you
cannot add any new types.
Use the Period Types window.
See: Renaming Period Types, Using Oracle HRMS – The Fundamentals
Define Budgetary Calendars Optional Step
You use calendars to define the budget years for your staffing budgets.
Use the Budgetary Calendar window.
See: Defining Budgetary Calendars, Using Oracle HRMS – The
Fundamentals
Define Budget Sets Optional Step
A budget set is comprised of one or more elements. You define a
budget set to record the money or hours or other budget measurement
units in your budget. Oracle HRMS uses budget sets to track actual
expenditures and commitments.
Use the Budget Set window.
See: Defining Budget Sets, Using Oracle HRMS – The Fundamentals
Migrate an Existing Oracle HRMS Budget to the New Budget Tables
Optional Step
If you created a budget in Oracle HRMS prior to Release 11i, you can
use an existing budget as the basis for a new budget worksheet.
Step 6
Step 7
Run the Migrate Budget Data process from the Submit Requests
window to migrate an existing budget to the new database tables for
Budgets.
See: Migrating a Budget to Oracle HRMS, Using Oracle HRMS – The
Fundamentals
Set Up the HR Budget in Oracle General Ledger Optional Step
If you are transferring a budget from Oracle HRMS to Oracle General
Ledger, you must first define the budget in Oracle General Ledger.
Use the Define Budget window in Oracle General Ledger to define the
budget.
See: Setting Up an Oracle HRMS Budget for Transfer to Oracle General
Ledger, Using Oracle HRMS – The Fundamentals
Define Budget Characteristics Optional Step
You set up budget characteristics to define the Oracle HRMS work
structure for which you are establishing a budget. The primary entities
against which you can create a budget are job, position, grade, and
organization. You can also create a budget for a combination of these
entities.
Defining the characteristics of a budget also requires you to define the
budget measurement units (Money or Headcount, for example).
Optionally, you can select the elements that are used to process budget
funding commitments during a budgetary period. For budgets that are
transferred to Oracle General Ledger, you can map Oracle HRMS
Costing Segments to GL Chart of Account Segments.
Use the Budget Characteristics window.
See: Defining Budget Characteristics, Using Oracle HRMS – The
Fundamentals
*Set Up Workflow for Budget Worksheets
Step 8
2 – 70 Implementing Oracle HRMS
If you use Oracle Workflow to delegate a budget worksheet through an
organization hierarchy or to route a worksheet for approval, you must
set up the workflow roles and routing requirements for your budgeting
personnel.
Define Workflow Roles Optional Step
Define the roles that you are going to use in your enterprise for routing
budget worksheets.
Step 9
Use the Roles window.
See: Defining Workflow Roles for Transactions, Configuring, Reporting
and System Administration in Oracle HRMS
Set Up Workflow Routing Optional Step
When you set up workflow, you have a choice of how to route each
transaction category (position transaction, budget worksheet). The
routing types include:
• routing list
• position hierarchy
• supervisory hierarchy
Choose one routing type for each transaction category (Position
Transaction, Budget Worksheet).
Use the Transaction Categories window.
See: Setting Up Routing for Transactions, Configuring, Reporting and
System Administration in Oracle HRMS
*Evaluation Systems
Step 10
Step 11
2 – 71 Implementation Steps
Define Evaluation Types Optional Step
With Oracle HRMS you can record summary evaluation information
for Jobs, or Positions in the Evaluation window.
Define the name of your evaluation system as a value for the Lookup
Type EVAL_SYSTEM.
To record detailed evaluation scores for the Hay System or any other
system you can enable the Additional Evaluation Details descriptive
flexfield to hold and validate this information.
You can also hold comment or review information for each evaluation
you undertake.
Note: If you use more than one evaluation system you may
want to define the segments as context sensitive to the System
Name.
Use the Application Utilities Lookups window.
See: Adding Lookup Types and Values, Configuring, Reporting and
System Administration in Oracle HRMS.
Define Valid Grades for Jobs or Positions Optional Step
Oracle HRMS lets you define Valid Grades for Jobs. These definitions
provide warning messages to users in the Assignment window when
you enter Job and Grade information.
Use the Valid Grades window.
See: Entering Valid Grades for Jobs or Positions, Using Oracle HRMS –
The Fundamentals.
*Requirements Matching
Step 12
Step 13
If you have set up competencies, you can enter these as requirements
for jobs and positions and match them against people’s competence
profiles.
If you have other job and position requirements that you want to
record, but not define as competencies, you can set them up using the
Personal Analysis key flexfield. You can set up each type of
requirement as a Special Information Type, which is one instance of the
flexfield.
For each Special Information Type, you can also choose whether to
enable entry of information for people. You do this by selecting
categories in the Special Information Type window. Enabling entry of
information for people enables you to match people against the job or
position requirements. A standard report (Skills Matching) has been
provided to match the requirements of a job and the Special
Information details of people in the system.
Define Requirements for Jobs Optional Step
You can define the attributes required by any employee who is
assigned to a job. These attributes may be Essential or Desirable.
Definitions of requirements can use the same personal analysis flexfield
structures and segments you have defined for special personal
information.
Use the Job window.
See: Entering Job and Position Requirements, Using Oracle HRMS – The
Fundamentals.
Define Requirements for Positions Optional Step
After you define positions in your enterprise, you can define the
attributes required by any employee assigned to that position. These
attributes may be Essential or Desirable. The requirements are based
on the same personal analysis flexfield structures you have defined for
special personal information.
Use the Position window.
Career and Succession Management
*Recruitment
*Career Management
*Evaluations and Appraisals
*Career and Succession Planning
*Recruitment
Step 1
Define Assignment Statuses for Applicants Required Step with
Defaults
Assignment Statuses for applicants enable you to define the distinct
stages of your own recruitment processes.
With Oracle HRMS you can use your own names to identify these
stages. For example, you might want to define a special status to
identify applicants who have been invited to a First Interview and
applicants who have been Rejected on Application.
These user statuses enable you to track the recruitment circumstances
of all your applicants.
Use the Assignment Statuses window.
See: Defining Assignment Statuses, Managing Your Workforce Using
Oracle HRMS.
*Career Management
Step 2
2 – 74 Implementing Oracle HRMS
If you are developing the competence approach as part of your
performance management system, you must identify your enterprise’s
strategic business goals or objectives you want the competence
approach to address. You can then set up your methods of
measurement, create your competencies and create your assessment
and appraisal templates.
If you are using Oracle Self–Service Human Resources to provide
self–service human resource management for managers and
employees, you also need to perform additional implementation steps.
See: Implementation Steps (SSHR), Implementing Oracle Self–Service
Human Resources (SSHR).
Define HR:Global Competence Flex Structure Profile Option
Optional Step
Define the competence key flexfield structure to be used when creating
global competencies. If you do not have a value in this field then you
will not be able to create global competencies.
Step 3
Step 4
Step 5
Step 6
Step 7
2 – 75 Implementation Steps
Use the System Profile Values window.
See: User Profiles, Configuring, Reporting and System Administration in
Oracle HRMS.
Create Rating Scales Optional Step
Create rating scales if you want to describe your enterprise’s
competencies in a general way.
Use the Rating Scales window.
See: Creating a Rating Scale, Managing Your Workforce Using Oracle
HRMS.
Create Competencies Optional Step
Create competencies that best meet the needs of your enterprise. If you
are using the individual method, you need to set up the proficiency
levels for each competence you create.
Use the Competencies window.
See: Creating a Competence, Managing Your Workforce Using Oracle
HRMS.
Create Competence Types Optional Step
You might want to group related competencies together, for example,
for advertising a vacancy, or for reporting purposes.
Create the competence types you require using the Lookup
COMPETENCE_TYPE.
Use the Application Utilities Lookups window.
See: Adding Lookup Types and Values, Configuring, Reporting and
System Administration in Oracle HRMS.
Group Competencies into Types Optional Step
You now need to group related competencies together.
Use the Competence Types window.
See: Grouping Competencies into Types, Managing Your Workforce Using
Oracle HRMS.
Define Competence Requirements Optional Step
To ensure your enterprise meets its current and future goals, you will
need to define your competence requirements.
Use the Competence Requirements window.
Step 8
Step 9
Step 10
Step 11
2 – 76 Implementing Oracle HRMS
See: Defining Competence Requirements – Core or Generic
Competencies, Managing Your Workforce Using Oracle HRMS.
See: Defining Competence Requirements – No Core Competencies,
Managing Your Workforce Using Oracle HRMS.
Enter Work Choices for a Job or Position Optional Step
You can enter work choices that can affect an employee’s, applicant’s,
contractor’s, or ex–employee’s capacity to be deployed within your
enterprise (or a customer’s). Work Choices include willingness to
travel, willingness to relocate, and preferred working hours and work
schedule. You can enter work choices for a job or position, and
compare these with the personal work choices entered for people.
Use the Work Choices window.
See: Entering Work Choices for a Job or Position, Managing Your
Workforce Using Oracle HRMS.
Define Functions (to Implement the Competence Approach in OTA)
Optional Step
If you have Oracle Human Resources and OTA installed in your
enterprise, you can hold the qualifications, attributes and knowledge
that students can expect to attain by attending training activities as
competencies, skills or a mixture of both (competencies and skills).
You use parameters to enable you to phase in the delivery of
competencies through training activities. This enables you to indicate
whether users can enter skills, competencies, or both from the
Activities window. You also use parameters to enable selected users to
add competencies gained through an activity directly to a student’s
Competence Profile.
Use the Form Functions window.
See: Defining Functions, Using Oracle Training Administration.
Create Qualification Types Optional Step
You can enter all the qualification types your enterprise recognizes.
Use the Qualification Types window.
See: Creating Qualification Types, Managing Your Workforce Using Oracle
HRMS.
Create Schools and Colleges Optional Step
You need to create schools and colleges that deliver the qualifications
your enterprise recognizes. These are then used to record where a
person gained the qualification. If you have not automatically loaded
these schools and colleges into Oracle Human Resources, you can enter
them manually.
Note: Schools and colleges you enter are available to all
business groups you create, therefore only load or enter them
once.
Use the Schools and Colleges window.
See: Creating Schools and Colleges, Managing Your Workforce Using
Oracle HRMS.
*Evaluations and Appraisals
Step 12
Step 13
Step 14
Implement Oracle Self–Service Human Resources (SSHR) Optional
Step
You must also perform other SSHR implementation tasks, such as
configuring SSHR web processes using Oracle Workflow, before you
can create your appraisal and assessment templates.
See: Implementation Steps (SSHR), Implementing Oracle Self–Service
Human Resources (SSHR).
Create an Assessment Template Optional Step
You can create assessment templates for all the different evaluations
your enterprise performs.
Use the Assessment Template window.
See: Creating an Assessment Template, Managing Your Workforce Using
Oracle HRMS.
Create an Appraisal Template Optional Step
You can create appraisal templates to provide instructions to
appraisers, to identify which questions belong to which appraisal and
to identify which performance rating scale to use.
You can use one of the example appraisal templates we provide and
modify them to suit your own needs, or you can create your own.
Use the Appraisal Template window.
See: Creating or Changing an Appraisal Template, Managing Your
Workforce Using Oracle HRMS.
*Career and Succession Planning
Step 15
Step 16
2 – 78 Implementing Oracle HRMS
The flexibility provided by Oracle Human Resources means you can
handle your enterprise’s career and succession plans using one of a
number of models. Which model you decide to use depends upon
whether your enterprise’s career and succession planning is based
upon jobs or positions, and whether your enterprise is using a
Windows interface only, or a mixture of the Web and Windows.
Career Paths show the progression paths which are available within
your enterprise. You can map out career paths for both jobs and
positions.
By planning successors for jobs and positions you always have a
shortlist of qualified candidates. You can also identify training and
development needs to prepare an employee for a job or position and
model different succession options.
Model Career and Succession Plans Based on Jobs (Option 1)
If your enterprise’s career and succession planning is based upon jobs,
you can use career paths to show possible progressions to one job from
any number of other jobs.
Attention: In the US, for AAP–Workforce Analysis reporting
use the career path functionality to build the lines of progression
for the jobs included in your AAP plans.
Use the Career Path Names and Map Career Paths windows.
See: Defining Career Paths, Managing Your Workforce Using Oracle
HRMS.
Create and Map Career Paths Optional Step
Career paths are based on the structures of your enterprise rather than
the people you employ. You may also want to record personal
aspirations and progression paths for individual employees. There are
several ways to do this.
Use the Career Path Names and Map Career Paths windows.
See: Defining Career Paths, Managing Your Workforce Using Oracle
HRMS.
Enter Work Choices Optional Step
You can use work choices to help identify a person’s career plan.
Use the Work Choices windows.
Step 17
Step 18
Step 19
Step 20
2 – 79 Implementation Steps
See: Entering Work Choices for a Job or Position, Managing Your
Workforce Using Oracle HRMS.
Model Career and Succession Plans Based on Positions (Option 2)
If your enterprise’s career and succession planning is based upon
positions, you can create additional position hierarchies to show any
type of progression. These might represent existing line management
structures, or even cut across departmental or job–type boundaries.
Create Position Hierarchies Optional Step
Optionally, create position hierarchies to show career paths, if you want
to show typical career progression.
Use the Position Hierarchy window.
See: Creating a Position Hierarchy, Using Oracle HRMS – The
Fundamentals.
Use Succession Planning (SSHR with a Line Manager
Responsibility) Optional Step
If you are using SSHR you can use the Succession Planning function to
record one or more next positions for each employee. And create, and
rank, a group of qualified employees if a position becomes available.
Use the Succession Planning function in SSHR.
Use Suitability Matching (SSHR with a Line Manager
Responsibility) Optional Step
If you are using SSHR you can use the Suitability Matching function to
compare the competence profile of an employee, or employees, with
the competency needs of a position.
Use the Suitability Matching function in SSHR.
Use Attachments or Special Information Types Optional Step
Consider holding succession plan information against people as
attachments or using a special information type.
Use the Personal Analysis Key Flexfield.
See: Defining Special Information Types, Managing Your Workforce Using
Oracle HRMS.
