HRMS Questionnaire - Important Before Your Setup

Posted by: sameh_bakkar inon Apr 03, 2011

Tagged in: Untagged

Major Topics

Key Flexfield Structures

Applicable Setups:
Key Flexfields

Jobagenericrolewithinacompanywhichisindependentofanysingleorganization

Positionaspecificoccurrenceofonejob,fixedwithinoneorganization

Grade component of an employees assignment defining their

level and used to control value of their salary

Peoplespecialgroupsofemployeesinyourenterprise

CostAllocationusedtorecorddetailsofemployeecostingassociatedwithpayrollresults

Personal Analysis used to record special personal

information not included as standard information

Administration
Applicable Setups:
Currencies
QuickCode Types & Values
Salary Administration
Performance Evaluation Information

Work Structures
Applicable Setups:
Define Locations
Define Business Group
Define Organizations
Define Reporting Groups

Define Organization Hierarchies

Payroll Information
Applicable Setups:
Define Payment Methods

Define Consolidation Set

Define Payroll Groups
Define Input Value Validation
Define Salary Bases

Define Comp & Benefits for Information

Define Earnings & Deductions for Payroll Processing

Benefits
Benefit Administration
Carriers
Plans
Contributions
Links

People & Assignments

Applicable Setups:
Define Person Types
Define Assignment Statuses

Recruitment
Applicable Setups:

Requisition Process
Applicant Statuses
Recruiting Activities

Career Management
Applicable Setups:

Competencies
Types
Rating Scales
Individual Competencies
Requirements
Assessment & Appraisal Templates
Career & Succession Planning

Specific Business Functions

Applicable Setups:

New Hire Reporting

Workers Compensation Info

Absence Management
HR Budgets

Evaluation Systems

Reports & Letters

Applicable Setups:

Define & Register Reports & Report Sets

CreatestandardlettersusedforHRfunctions

Security

Applicable Setups:

Define Users
Define Security
Create & register Ids
Form Customization
Menu and menu functions

Define Responsibilities
Define Application Users
Define HR User Profile Options

Miscellaneous

Questions

What job titles are used? Are job codes associated with the titles? Please provide a
listing of all applicable information regarding job titles.

(Director, Manager, Professional, Clerical, Skilled; 1001-Director)

What position titles are used? Are position codes associated with the titles? Are
positions defined to associate with single or multiple holders? Please provide a listing of
all applicable information regarding positions.

(IT Manager, Accounting Clerk I; 2010-IT Manager)

What are your grade scales and rates? Do you calculate comparatios? Is your mid-point
a true mid-point or derived value? Please provide a listing of all grade names with
associated min, mid, and max values.

Define any progression points, if applicable. (A1, A2, B1, B2 Hourly, Salary)
Do you have groups of employees eligible for different benefits or earnings types that
need to be identified? Please define each identifying the associated benefit eligibility for
each.

(Unions, executives, highly comp)

What are the segments of the General Ledger Accounting number such as company,
department, division, etc.? In what segment(s) besides the liability expense accounts are
payroll costs posted?
Which segments of the General Ledger accounting number are closely affiliated with the
organization?

What cost centers are used for payroll? Please provide the department/cost center
account numbers of the GL COA where time is charged.
What special information do you capture on employees not included as standard
information?
(Medical, education, training)
What are the different types of events employees can be scheduled to attend?

(Training, Seminar)
What currency do you use?
(US Dollar, Canadian Dollar, Peso)
What different bank account types are used?
(Checking, Savings, Money Market)

What absence categories are used?

(Medical Leave, Family Leave, Personal Leave)
What absence reasons are used?
(Birth of child, Adoption of child)
Are employees issued a unique employee ID or is their SSN used as their ID?
What titles are used for employees, if any?
(Mr. Mrs. Ms.)
What are the different address types used for employees?
(Home, mailing, summer, weekend)
Does your company operate on a fiscal year or calendar year? If fiscal, what are the
dates?
What budget types are tracked? Please provide types/categories and associated values
for each.
(Headcount, FTE)
Are values assigned to represent FTEs with an employment category of part-time regular,
part time temporary and/or full time temporary? (i.e., Part-time regular = .5 of full-time
regular?)
Are position/title budgets used by your company? Is reporting done on planned vs. actual
for analysis? By dollars? By position/title?
Are position/titles managed by FTEs (full-time equivalents)?
What types of contacts are tracked?
(Employee, spouse, children, emergency, dependents)

Does your company employ and identify ex-patriot employee types? Third Party
Nationals? If so, do you maintain in your HRIS? Please provide a list of countries where
ex-patriots and/or Third Party Nationals maintain their residence. Also, please include a
sample address style for each country represented.

Is information regarding contractor/vendor personnel maintained in your HRIS? Do these

external person types need access as users of the system? Do they use the same
positions and/or job names, labor costing, labor/time recording, etc., as your employees?
If no, please provide naming conventions used.

What PayMIX batch control totals do you use? This will be used for batch entry of benefit
and deduction information. This will be a batch type used to total information to validate
totals against a known amount. (Bonus amount, hours entered on time cards)
What reasons are used for changes in employee status?
(Terminated, Transferred, Promotion)
What sub-reasons are used for changes in employee status?
(Voluntarily, Involuntary, Requested)
What employee categories are used?
(Full-time Regular, Fulltime-Temporary, Part-time-Regular)
What different types of interviews are used for employees?
(Phone 1, Phone 2, In Person 1, In person 2, Management)
What different ethnic origins are tracked?
(White, Hispanic, Caucasian, Asian)
Do you maintain a written employee performance measurement policy? If so, please
provide a copy.
Are job evaluation methods and industry compensation surveys used to perform/maintain
job evaluations and to determine rates of pay?
Does your system support automatic job step progression processing? Does your
company require that functionality?
What systems/categories are used for job evaluations? Is it interfaced - - From, To,
Both?
(White collar internal, labor, HAY)
What units are used in the evaluation system?
(Points, percent, grade)
Does your company provide non-traditional types of pay strategies such as Pay for
Performance, Team Based Pay, Pay for Knowledge? Gain-sharing Incentive Plans based
on operational and productivity improvements? If so, please provide documents defining
the details of the plan(s).
What frequencies are used?

(Per week, per month)

What reasons are tracked for employees that terminate?
(Took another job, disgruntled)
What marital statuses are tracked for employees?
(Married, Single, Divorced)
Are nationalities tracked for employees? If so, specify.
(American, French, Canadian)
What organization types are used?
(Division, department, business unit, cost center)
Can employees hold multiple positions/titles and/or jobs?
Do you maintain on-line/electronic job descriptions? Please provide a sample copy of
one of your valid job descriptions.
Are specific requirements such as working condition information, skills, physical
capabilities, environmental exposures, spending authority, security level, and/or
employment categories maintained and attached to jobs/positions? Is this documented on
job descriptions? If not, please include with list of jobs/positions.
What reasons are used for manually forcing a grade change?
(Promotion, salary increase, cost of living increase)
Are out of range exceptions (above salary maximum, or below salary minimum)
allowed?
What units are used for probation periods?
(Days, weeks, months, years)
What ratings are used for performance evaluations?
(Superior, Excellent, Good, Fair, Poor)
What reasons are used for salary increase proposals?
(Promotion, salary increase, cost of living increase, merit)
What geographic locations and addresses are used internally for office work
sites/locations? Please provide full address details and at least one phone number for
each.
(Home office, regional offices, any work place with an address)

For each work location site defined above, are shipments received and/or inventory
maintained on site? If yes, please specify.

Other than for payroll processing, what reasons are required for employees work
locations (where they report for duty each day) to be associated with them? If their name
is on a purchase order, where would the inventory ship to if they worked out of their
home?
Please define your companys legal structure as well as individual business organizations
represented by this structure. For each organization identified as a GRE, provide the
following information:

EIN (Federal Tax ID)

Federal Tax Rules
Local Tax Rules
State Tax Rules
Parameters for NACHA reporting
New Hire Reporting Information
VETS 100 Report Filing Information
W2 Reporting Rules
EEO-1 Report Filing Information

Who is the contact person for information regarding the companys EINs and SUIs.

(Name, work address, phone number)

Is consolidated reporting required? At what level(s) is the data consolidated? Please
specify.
Please provide total number of employees associated with each EIN if more than one
has been defined.
Do you also maintain a separate, not necessarily legally defined, organization structure
identifying reporting relationships (i.e., dotted line or special projects)? If so, please
provide a copy in Org Chart format or Excel.
How often does your company reorganize and to what complexity are the normal
reorganizations? How often are mass changes made in positions/titles and/or mass
moves made from cost center to cost center?
How does the company file EEO-1 reports? Please provide a copy of your latest EEO-1
filing. Are they filed electronically?
(Consolidated, Headquarters, Establishment)
What is the Company Work Schedule?
(M-F, 8:00 5:00)
What are the reporting hierarchies for jobs/positions? Do you maintain organization
charts for jobs/positions? If so, please provide a copy.

(Who reports to who?)

What system is currently being used to pay payroll?
Please provide a copy of the file layouts in the current system.

Please describe all interfaces to the current payroll system.

Please describe all interfaces to the current payroll system.

What payment methods are used for payroll?
(direct deposit, check)

Please indicate the number and types of payrolls your company processes.

(monthly, semi-monthly, bi-weekly, weekly)

What salary bases are used?
(Weekly, bi-weekly, monthly, annual, hourly)
Are pay changes effective as of the effective date of the change, start of the pay period,
etc.?Pleasespecify.
How many employees will be paid with Oracle Payroll?
Is pay affected by any Union contracts?
Is pay directly affected by grade?
Do employees work and report time in more than one cost center? If so, is the time
worked in each department based on a percentage of time? Based on actual time
reported? Both? Would they hold a different job/position when working in different
departments?
Are projects and labor costs tracked by using average or fixed hours assigned to a cost
center? Actual hours worked and submitted through time entry? Please provide your
current valid labor expense account numbers for each method used.
What groupings are used to consolidate payrolls?

(Salaried and hourly consolidated for reporting, different set for each GRE)
How do you collect time for payroll? Time cards? Timesheets? Is it interfaced? From -To
Both?
What are the earnings types and their eligibility criteria?
(Salary, wages, bonuses)
What categories are used for earnings classification?
(Overtime, pension, regular, shift)
What imputed earnings categories are used?
(Group Term Life Insurance, Company Car)
Does your company use shift differentials? If so, provide information for each one.
What supplemental earnings categories are used?
(Awards, Bonuses, Commissions)
What voluntary deduction categories are used?
(Credit Union, United Way)

What involuntary deduction reasons are used?

(Alimony, Bankruptcy Order, Child Support)
How does your company handle Child Support and Creditor Garnishments? Do you
collect fees from employees who have garnishments?
What local filing statuses are used for employees?
(Single, Married Filing Jointly)
What state filing statuses are used for employees?
(Single, Married Filing Jointly)
What payment classifications are used for non-payroll payments?

(Expenses)
Is your 401k file transmitted to a TPA?
Is your payroll system interfaced to a General Ledger? From to both?
How is the payroll bank account currently reconciled? Does the current payroll system
contain reconciliation functionality?
Does your company have a need for payroll accrual journal entries at month-end?
What are all of the benefit plans and their eligibility? Please provide a list. Do your
benefit options vary by locations? If so, please indicate.

(Health, life, PTO, retirement, after 90 days)

Do you produce personalized enrollment/election and confirmation statements internally

or are they provided by a TPA?
When is your open enrollment period(s)?
(mm-dd through mm-dd)
Do you have default benefit enrollment in the event an employee does not make a
benefit election?
Please provide a copy of each of your benefit plan SPDs, and company policies
governing these plans. If unavailable, provide a document defining each plan and
specifying its processing requirements.
What is your benefit plan year? Does this vary by plan option (i.e., does your 401k have
a different plan year than does your medical)? Please specify.
Are benefit plans maintained in-house or outsourced? Interfaced? From to both?
Do you internally administer Section 125 and 415 testing or is it done by TPA?
Are statements generated internally for employees defining their fund earnings, balances,
and account activity or is it done by TPA?

Are non-employees (vendors/contractors) maintained in your benefit system?

Please provide names of benefit carriers along with pertinent information, i.e., complete
address and contact information.
What benefit coverages are provided?
(Employee only, employee plus one, employee and family.)
Please provide the employer/employee contributions for each plan.

(Employee - $50 employee/$75 employer)

Is there an Employer contribution portion of the 401k plan? How much? Maximum? Do
you track employee allocations to the 401k plan by fund?
Are positions/jobs defined for specific compensation and/or benefit eligibility? If so,
please provide specific information.
Is COBRA administered in-house or outsourced?
Interfaced? From to both?
What reasons are used to indicate COBRA status?
(Awaiting Notification, Notified)
What reasons are used for COBRA termination?
(End of coverage, non-payment)
What person types are maintained in your current HRIS? Please indicate the total
number of employees associated with each type.

Total Active Employees

Salaried
Hourly
Leave of Absence
Total Inactive Employees
Terminated Employees
Retirees
COBRAs
Contractors/Vendors
What assignment statuses are used for employees?
(Active, Terminated, Suspended, LOA)

Do you use a purchased software for applicant tracking or is it part of your HRIS? Name
of software?

Do you use a purchased software for applicant tracking or is it part of your HRIS? Name
of software?

What event(s) triggers requisitions in your organization? What information regarding

requisitions is maintained, i.e., date, open/closed, requisition number, etc.

On average, how many requisitions are processed by your company each year?
Specify the details of pertinent information involved in the approval process, i.e., from
screening applicants to their start date.
What types of recruitment activities are used by your company? Are statistics tracked?
Do you track the recruiting costs?

(Newspaper, college, agency, fairs)

What statuses are given to vacant positions?
(Authorized, advertised)
How many applicants, on average, are processed in your company in a year?
What is your corporate definition of an applicant? When is information entered into the
applicant tracking system?
(all resumes and applications whether solicited or unsolicited)
Does your company differentiate between outside applicant information to the internal
applicants for analysis and reporting?
What reasons are used for changes to applicant assignments?

(Declined, took other offer, hired)

What information is tracked from the application or resume?
Is applicant testing information tracked, i.e., test type, disposition/title, date, pass/fail?
Additional reasons for applicant assignments?
(Declined, hired)
What event types are used for applicants?
(Hired, interviewed, offer made)
What interview types are used for applicants?
(First-second-phone interview)
What reasons are used for terminating applications?
(Failed test, failed interview)
Please provide a copy of your employment application as well as all forms used in your
employment hiring processes.

Has your company defined core competencies? If so, please provide competence types,
rating scales, individual competencies, and requirements.

Has your company defined core competencies? If so, please provide competence types,
rating scales, individual competencies, and requirements.

Does your company use competence-based assessments and/or appraisal

questionnaires? If so, please provide copies.

If skills are required for each job/position, please define.

(Manager = degree, skills, length of work experience)
If career paths are used for jobs/positions, please define.
(Manager->Director->VP->President)
Do you have an automated module for administration of career planning information such
as career interests, career development activities, potential and relocation preferences?
Please provide the name of your Workers Compensation carriers for each state in which
you have employees working. Also provide WC codes and rate information for each
state.
(Name of company, address, phone, contact name.)

Do you submit New Hire Reports? Please provide name of contact person.
What statuses are used on requested ADA accommodations?
(Approved, denied, requested)

How is OSHA reporting handled?

Interfaced? From to both?
Do you record/maintain incident information such as how the accident/injury occurred,
notification information, severity, etc.?
Do you record/maintain incident investigation information such as cause, investigation
dates, etc.?
Do you record/maintain illness/injury information such as lost work days, body part
injured, restrictions, physician/hospital?

Do you record/maintain employee restriction data or administer a work duty program?

Is your organization required to generate EEO-4 and EEO-6 reports?
Is the company required to report and file VETS-100 annually? Is it transmitted
electronically?
Do you generate CEER reports (Canadian Employment Equity Reports)? Are they
transmitted electronically?
Are you required to do Affirmative Action Plan (AAP) reporting annually? What is the
breakdown used (division, dept)? Is it part of your HRIS system? Interfaced from to
both?
What Paid Time Off (PTO) accrual and/or PTO plan categories are used?

(Vacation, sick)
If Accrual Plans, specify eligibility and start rules.
(Beginning of year, six months after hire)
Does your company accept or participate in external compensation survey programs? Is
the date imported to your current system? How is it used? If processed manually, how is
the data used?
Is your salary administration interfaced with an employee performance (appraisal)
system? If yes, what data does the system require?
Does your company have an automated Executive Compensation System? Is it part of
your current HRIS? Please provide specifics.
Does your company have a Deferred Compensation Plan? Is it part of your current
HRIS? Maintained by TPA? Interfaced - To From Both? Please provide a process
flow of plan as well as a copy of plan document.
What budgetary calendars are used for HR staffing budgets?
(Calendar year, fiscal year, other)
Define the types of budgets used for HR.
(Headcount, FTE)
What are the valid grades (if applicable) for each job/position?
(Manager = C1, C2, Clerical = E1, E2)

What reports are currently used? Please provide a sample page of all reports currently
used and required from Oracle HRMS.

Who is currently responsible for creating or changing reports?

Are standard letters used in recruiting activities? If so, please provide a copy of each
letter used.
(Acknowledgement letters, letters of denial)

Are core Human Resources processes centralized or decentralized? Please list by

category each process as well as where it is processed.

At what levels do you currently secure users?

(Company, organization, field)

What responsibilities/duties for each position and/or job in Human Resource have been
defined and to what level?
(HR specialist: data entry and benefits admin)

What responsibilities/duties for each position and/or job in Payroll have been defined and
to what level?
(Staff: data entry)
What responsibilities/duties for each position and/or job have been defined in Training?

(Staff: data entry)

Please provide the user names and responsibilities in HR.
(John Doe = HR Specialist)
Please provide the user names and responsibilities in Payroll.
(Jan Doe = Staff)
Please provide the user names and responsibilities in Training.

(Mary Doe = Trainer)

Please provide a copy of your Employee Handbook.
Does your company currently maintain Process Models identifying all HR activities and
processes with definition of business terms and data flow. If so, please provide copies of
same.
Will historical information be converted? What data will be converted, from what date,
and from what source(s)?
On what type of printers do you run Human Resources reports (including checks,
purchase orders, etc.)? Where are they located?