Oracle HRMS

AGENDA

 Overview – Oracle HRMS product family, Business Processes,

Information Model
 Work Structures

 Defining Common Data

 People

 Assignment

 Payroll/Compensation

 Self Service Human Resources

NEED FOR HRMS IN AN ORGANIZATION

 What is Human Resource Management?

 What are the typical functionalities of an HR system in an Organization?

 ORACLE HUMAN RESOURCES

Oracle Human Resources (HR) is a proactive management solution that

helps control costs while developing and supporting an effective workforce.
Among the many features of Oracle HR is the ability to:
 Manage the entire recruitment cycle
 Design organizational models that match current and future business
strategies and objectives
 Perform position management by defining and recording required
skills, competencies, experience and qualifications for positions, jobs
and organizations
 Perform career management functions.
 Administer and maintain benefits plans, coverage levels and
contribution allocations
 Manage salary proposals and approve these by component
Oracle Human Resources provides the shortest route to fast, smart human
resource management.
HRMS – BASIC INFORMATION MODEL

With Oracle HRMS you create an information

model to represent your own enterprise
- Work
- Pay
- People
HRMS – BASIC INFORMATION MODEL

People
Work Entries
Details

Employment

Work Pay

Links
OVERVIEW OF FLEXFIELDS

 Flexfield = Customizable Field that opens in a window

 Key Flexfield:
 On specific predefinied places in the application
 Is required in the Application
 Functionality integrated into application
 Example: Grade, Job, Position, Cost Allocation
 Stored in segment(n) in the database
OVERVIEW OF FLEXFIELDS

 Descriptive Flexfields
 Optional to set up or not
 Additional fields in Apps tables in which you might want to store
additional info
 Context Sensitive descriptive flexfields
 Stored in Attribute1 to Attribute15 of the table (Max attributes is 30 but
only on certain forms)
OVERVIEW OF FLEX FIELDS

• Job - HR
• Position - HR
• Grade - HR
• Competencies - HR
• People Group - PAY
• Cost Allocation - PAY
• Bank Details - PAY
• Personal Analysis (Special Information Type) - HR
• Training Resources – OTA
HR – Human Resources, PAY – Payroll, OTA – Training Administration
JOB

The Job is one possible component of the Employee Assignment in

Oracle Human Resources. The Job is used to define the working roles
which are performed by your employees. Jobs are independent of
Organizations. With Organizations and Jobs you can manage employee
assignments in which employees commonly move between
Organizations but keep the same Job.
You use the Job Flexfield to create Job Names which are a unique
combination of segments. You can identify employee groups using the
individual segments of the Job.
A JOB is a generic ‘role’ within a Business Group, which is independent of any single
organization. For example, the job “Manager” and “Consultant” can occur in many
organizations. In many enterprises, the basic management units are roles, not employees.
Thus a job is a structured way to define the nature of the work performed by a group of
employees. Jobs are grouped or ‘categorized’ to facilitate specific business requirements such
as Workers Compensation. Some enterprises may want to define jobs that denote the
proficiency level of the employee or employees holding the job. For example: a job may be
titled Senior Consultant and another as Associate Consultant. This would allow the enterprise
to differentiate the two jobs. Other clients may simply want to define the job as ‘Consultant’
and let the job grade, that is assigned to the employee, determine the distinguishing factors.
POSITION

Positions, like Jobs, are used to define employee roles within Oracle
Human Resources. Like Jobs, a Position is an optional component of
the Employee Assignment. However, unlike Jobs, a Position is defined
within a single Organization and belongs to it.
Positions are independent of the employees who are assigned to those
positions. You can record and report on information which is directly
related to a specific position rather than to the employee.
A POSITION (POS) is a specific occurrence of one’s job fixed within an organization (e.g.,
represents a specific ‘role’ or slot in the organization). For example, the position ‘Finance
Manager’ would be an instance of the job ‘Manager’ in the ‘Finance’ organization. The
position belongs to the organization of ‘Finance’. There may be one-to-many incumbents in
this position or none. A position can have a pre-defined position hierarchy to show reporting
lines. A position will normally define the type or work to be performed by the incumbent or
incumbents holding the position. In some companies, position may be shared by more than
one employee; also, an employee may occupy more than one position. Generally positions are
subject to change with frequent additions and expirations, creating significant maintenance.
Positions are normally used in role-based enterprise structures where clearly defined rules
largely determine the ways employees work, and the compensation and benefits they receive.
GRADE

Grades are used to represent relative status of employees

within an enterprise, or work group. They are also used as
the basis of many Compensation and Benefit policies.
COMPETENCIES

Competencies

A competency is a specific work task performed on the job. It is a large

enough task to have value in-and-of-itself and is measurable and
observable.
In order to assess the various levels of employees objectively,
competencies will have to be defined. Once the competencies are
defined, they can be used to manage both the competence requirements
and also the competence profile of a person (Employee and or
applicant).
PEOPLE GROUP

People Group

The People Group flexfield lets you add your own key information to the
Employee Assignment. You use each segment to define the different
groups of employees which exist within your own enterprise.
These may be groups which are not identified by your definitions of
other Work Structures.
COST ALLOCATION

Cost Allocation
You must be able to get information on labor costs from your payrolls,
and send this information to other systems. Payroll costs must of course
go to the general ledger. Additionally, you may need to send them to labor
distribution or project management systems.
The Cost Allocation Flexfield lets you record, accumulate and report your
payroll costs in a way which meets the needs of your enterprise.
BANK DETAILS

Bank Details

The Bank Details KeyFlexfield holds legislation specific bank account

information. The Bank Details structure that you see is determined by the
legislation of your Business Group.
 PERSONAL ANALYSIS (SPECIAL INFORMATION TYPE - SIT)

The Personal Analysis Key Flex field lets you add any number of Special
Information Types for people. Each Special Information Type is defined as a
separate flex field structure for the Personal Analysis Flex field.
Some common types of information you might want to hold are:
– Passport Details.
– Labour Card Details.
Each structure can have up to 30 different segments of information.
 TRAINING RESOURCES

Training Resources

Training resources are defined as part of the Training module in order to

identify the various resources that are used for managing Training.
The possible resources that can be defined are:
a. Trainers / Instructors.
b. Venues.
c. Class Rooms.
d. Projectors…….
WORK STRUCTURES

Business Group

HR Organization Ext Organization

Position Job

Grade
WORK STRUCTURES

 In Oracle HR, work structures are used to define the work related
entities like organization structure, jobs, positions, grades, reporting
structures etc.

 The work structures provide the framework for defining the work
assignments of your employees. The work structure defined in
Oracle HR is one integrated set of work structure for all other HR
suite of applications.

 These include:
 Enterprise / Employer structure e.g. Business Group and legal entities
 Work roles for employees e.g. Jobs and position
 Grade structures & pay scales
 WORK STRUCTURES

Work Structure
Structure
KFF

Organization
Job

KFF
Location
Valid Grades
DFF KFF

Position

Location is independent.
Organization is associated to Location.
Job is independent.
Position is always associated to a Job and an Organization.
Grade can be associated to both Job and Position to identify the
valid grades.

KFF – Key Flex field, DFF – Descriptive Flex field

WS - BUSINESS GROUP

 The top most organizational unit in the organization hierarchy that is set up
in an enterprise is called Business Group.

 A Business Group (BG) defines a complete set of data for operations and
processing

 A BG may be one operating company, holding company or corporation

with separate organizations

 By default, all the employees entered in Oracle HRMS receive an

assignment to their Business Group.

 Single and Multiple Business Groups.

WS – LOCATION

 In Oracle HRMS, each physical site where the employees work is set up as a
Location.
 Global Locations : These are available in all Business Groups.
 Business Group Locations : These can only be used in one Business Group.

E.g. Each physical site where employees work

 Can be used for external entities such as Tax authorities, Insurance or

benefit Carriers etc.

 It is used in determining taxability in some legislations

Navigation: Work Structures Location
WS – ORGANIZATIONS

 Organizations define reporting sub-groups in a business

group

 These include
 Companies
 Departments / Divisions
 Management groups
Navigation: Work Structures Organization Description
WS – JOB

 It is a unique role or function that exists in an enterprise

 It is part of the employee assignment record

 It is a Key Flex field

Navigation: Work Structures Job Description
WS – POSITION

 It is a unique role that exists in one, and only one, Organization

 Position definition includes Job and Organization

 It is a key flex field

 Position hierarchy shows more management reporting details than

organization

 Can be used to control user access to records

Navigation: Work Structures Position Description
 Managing Director
David Anderson

Finance Director, Sales Director, Research Production

Director and Marketing and Development Director

Alasdair MacIntosh Duncan McDonald David Anderson Michael Fiengold

Personnel Management Plant

Director Information Director Manager

Geoffrey Cox **No Holders** Wendy Rawlins

Plant Systems Department Production

Personnel Mgr. Manager Head Engineering Manager

Sheelagh Campbell Kaz Raghu **2 Holders** Geoffrey Cox

WS – GRADES

 Grades represent relative levels of management or seniority within an

enterprise

 Grades can be grouped as Managerial, Technical, administrative etc.

 It is a key flex field

 Often related to Pay, Job, Position, Union Groups

Navigation: Work Structures Grade Description
WS – GRADES & PAY

 Two ways of showing relationship between grades and pay

 Direct
 Use Grade rates
 Max, Min and mid-point values

 Indirect
 Use pay scales
 Progression points and values
 Grade steps and increments
Navigation: Work Structures Grade Grade Rate
 DATE TRACKING

Hired

Relocated

Promoted

Today

Jan 1,1981 Jan 1, 1991 Jan 1, 2001 Aug 6, 2003

DATE TRACKING

 Use ‘Alter Effective Date’ screen to set effective date forward of

backward.
 Enter changes in future or past
 Date Tracking guarantees correct sequencing of changes.

 All validation and processing uses effective date information.

DATE TRACKING

 Date Tracking – UPDATE.

 UPDATE – Updated values are written to the database as a new row,
effective from today until 31–DEC–4712. The old values remain
effective up to and including yesterday.
 UPDATE CHANGE INSERT (Insert)
 UPDATE OVERRIDE (Replace)

 CORRECTION – The updated values override the old record values

and inherit the same effective dates.
DATE TRACKING

 Date Tracking – DELETE

 DELETE (End Date)
 ZAP (Purge)
 FUTURE CHANGE (All)
 DELETE NEXT CHANGE (Next Change)

 Examples of Date Tracking Forms

 People Form, Assignment Form

 Examples Of Date Tracking Tables

 Per_all_people_f, per_all_assignments_f
 Person

GRE Assignment Category

Multiple

HR Organization Assignment Status

Assignment
Grade
Job (Grade Step)

Payroll
Position People Group
(Salary Admin)
PEOPLE

 Enter & Maintain information about any person associated with the
enterprise

 Employee record creation

Information about current and former employees, applicants, external
contacts such as contractors, and employee contacts such as relatives and
dependents.

 Lot of pre-defined information in HRMS:

 Demographics
 Address
 Skills
 Qualifications

 Facility to add additional types of information

ASSIGNMENT

 It represents the work record for an employee

 Assignment information:
 When the employee record is saved, a default assignment record is automatically
created with default values, this needs to be updated with actual assignment
details.
 In Oracle HR, the assignment places the employees within the enterprise work
structure i.e. the organization for which they work, their role, grade, location, and so
on. The changes to the assignment information for an employee are automatically
captured as work history.
 Assignments can also be used to identify major employee groups within the
enterprise for management, reporting and for compensation & benefits planning
and administration

 More than one assignment for an employee at the same time

PAYROLL OVERVIEW

• A Payroll is a group of employees with common pay frequency.

• Oracle Payroll is that part of the HRMS software which calculates the
amounts of pay and deductions for each of the enterprise employees. It
uses a number of tables to hold the required data and runs processes to
carry out the calculations. It then uses other tables to hold the results of
the Payroll run.
• Permitted frequency varies by legislation.
– Monthly, Weekly in UK
– Semi Monthly, Bi-week in US

• Frequency determines number of pay period in each tax year.

KEY AREA IN PAYROLL

 Define a Payroll

 Set up Compensation and Benefits

 Write basic Oracle Fast Formula

 Set up People and their Assignments

 Run a Payroll

 Process corrections to a Payroll

 Manage Post Run Processes

PAYROLL IMPLEMENTATION STEPS

 Define Key and Descriptive Flex Fields

 Enable Currencies
 Define Work Structure
 Define Payroll
 Define Elements
 Define Fast Formula
 Define Balances
 Salary Administration Setup
 Define Person and Assignments
 Define Element sets and Assignment sets
 Payroll Run Processes
PAYMENT METHODS

 Oracle HRMS provides three possible payment method types.

 Within these payment method types, you can define as many payment
methods as you require for your enterprise.

 Payment Methods
 BACS
 Cheque
 Cash
 Third party
Navigation: Payroll Payment Methods
CREATING A PAYROLL

 Set your effective date to a date early enough to handle any historical information
you want to enter.

 Your effective date must be on or before the first period start date of the payroll
calendar.

 Enter the payroll’s name and select its period type from the list of values.

 Enter the end date of the payroll’s first period, and the number of years for which the
system should initially generate the payroll’s calendar. You can increase this number
later to generate additional years.
 Creating a Payroll (Cont….)

• Enter any date offsets you require for the payroll. Offsets are calculated from the
last day of the payroll period. your choice can be between a negative integer,
such as -2, and zero

• Select a default payment method for employees who have no valid personal
payment method

• Select a default consolidation set for this payroll. One consolidation set is
created automatically when you define your Business Group

• In the Costing region, you can enter information about the set of books and
suspense account holding costing information for this payroll

• The information you enter here depends on the setup of your Cost Allocation key
flex field.
Navigation: Payroll Description
Navigation: Payroll Description Period Dates
Navigation: Payroll Description Valid Payment Methods
 Payroll Design Methodology

There are fundamental setup steps within Total Compensation

Elements Setup for Payroll. They link together to create
effective payroll definitions.

Elements

Formulas Design Element Links

Methodology

Balances
 Compensation
Taxation Benefit Plans OTL
Plans

Element Related – Element Link Factors

1. Classification 1. Payroll
2. Input Values 2. HR Organization
3. Pay Value Link 3. Job
4. Recurring / Non 4. Position
5. Termination Rule 5. People Group
6. Skip Rule 6. Location
7. Frequency Rule 7. Salary Basis
Assignment 8. Costing
 Element: Overview

Three Steps to setup an element :

• Define the information to hold

Element
1 Definition
• Define how to validate entries
• Define how to process entries

• Define who is eligible for the element

Element
2 • Define costing
Link
• Define how to validate entries

• Put the element on record for all

Element
3 Entry
employees who should receive it
• Automatic or manual entry
 Element: Overview (Cont…)

 Elements are the structured units of information used by Oracle HRMS to

represent the compensation and benefit types you give to your employees.

 All types of earnings, deductions, employer charges, and non payroll payments
that go through the payroll are called elements.
 Eg. Salary, Wages,Bonus, Holiday, Health Insurance,Education and Training,
Pension Benefits, Union, Company Car, Tools and Equipment, Compensation
and Benefit Types

 You can also define elements to represent direct payments to employees that are
not part of their pay (such as expense reimbursements) or employer payments
on behalf of employees (such as pension contributions).

 A further use of elements is to hold information that is non-payment type.

 Defining Element

• Set your effective date early enough to handle any historical element entries you
want to make.
• Enter a unique name, reporting name, and description for the element. The
reporting name is a short identifier for reports and pay slips. If you do not enter a
reporting name the system will automatically use the first six characters of the
element name.

• Primary Classifications
Primary element classifications are supplied as startup data, and you cannot
delete or update them as they are designed to meet local legislative requirements.
e.g.
– Earnings Direct Payment
– Pre-Tax Deductions Voluntary Deductions
– NI PAYE
– Court Orders Employer Charges
– Information Balance Initialization
Navigation: Compensation & Benefits Element Description
 DEFINING ELEMENT (CONT…)

Processing Types
 A processing type is either Recurring or Nonrecurring.

 Some entries are relevant to one pay period only, while others represent
payments to be made every pay period.

 For example, when you enter salary for an employee you probably expect to
continue payment of this until you change or end the entry. In contrast, you
would probably expect an entry of overtime hours to be dealt with as a single
payment in the period in which it is entered.

 When you define an element in Oracle HRMS, you specify whether its entries
are recurring or nonrecurring.
Recurring —every pay period
Non-recurring —single pay period
DEFINING ELEMENT (CONT…)

Termination Rules
 The element termination rule will determine how entries of the element are
processed after an employee has been terminated.

 Before selecting a termination rule you need to remember that it is only the
element entries that exist on the pay period end date that will be processed.

 In this window there are a number of date fields which can be entered, in
particular:
 Actual
 Final Process
 Last Standard Process.

 The dates entered in these fields control how an element entry will behave
when the employee is terminated
DEFINING ELEMENT (CONT…)

Check Box Explanation

Select this to be able to give an employee
Multiple Entries Allowed more than one entry of the element at the
same time
Select this to be able to make occasional
Additional Entry Allowed one-off entries of a recurring element.

Select this to prevent any new entries being

made for the element without affecting
existing entries. For example, a long service
Closed for Entry payment element, is not available to newly
qualifying employees but continues to exist
for the employees already receiving it.

Select this if you want the element to

process in payroll runs
Process in Run
DEFINING ELEMENT (CONT…)

Select this if you want the element only to

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

Adjustment Only Select this to use the element only for creating
balance adjustments.

Third Party Select this to use the element only for creating
Payments third party payments.
 DEFINING ELEMENT (CONT…)

Processing Priority
 The processing priority of an element affects the order in which elements are
processed. The lower the number the earlier the element entry will be
processed.

 If you want to determine the order in which the element processes within its
classification range, you can overwrite the default priority number in the
Priority field.

 Lower numbers process before higher ones.

 If the order of processing within the element classification is not important,

you can accept the default priority number, which is the midpoint of the
range.
DEFINING ELEMENT (CONT…)

Element Input Values

• When you define an element, you can define up to 15 input values for it.

• You decide which values you want to record and what limits, or
validation, to apply to those values.

• Input values can be numbers, text, dates, times, hours, or monetary

values. You also decide whether each input is required or optional when
an entry of the element is made for an employee.
DEFINING ELEMENT INPUT VALUES

 Set your effective date early enough to handle any historical element entries
you want to make.

 Enter or query the element in the Element window and choose the Input Values
button.

 Enter the name of the first input value. Remember that if you want to define a
pay value, you must name it Pay Value.

 Select the unit type of your input value (money, hours, character, date, number,
or time). A Pay Value must have the unit type Money if the element is in a
payments type classification.
Navigation: Compensation & Benefits Element Description
Input Values
DEFINING ELEMENT INPUT VALUES (CONT…)

 You can use the Sequence field to change the order in which the input values
appear in the Element Entries window.

 Select the Required check box if all entries of the element must have a value
for this input.

 Select the User Enterable check box if users can enter a value for this input.
Clear it if you want to ensure that the default value is entered for all
employees.

 Select the Database Item check box if the value can be used as a Database
Item in formulas or Quick Paint inquiries.
ELEMENT LINKS : OVERVIEW

Employee Eligibility Rules

 Employees can be eligible for the element in a number of different ways,
e.g.
 You may have a union group, with negotiated rates of pay. All members of
the union are entitled to a fixed rate of pay dependent on their grade and
step.
 You might have group of salaried employees where you negotiate the
level of salary with each employee personally.

 In both cases you are dealing with similar type of compensation, but the
rules that govern actual values, as well as eligibility and review, are different.
In Oracle HRMS we define these rules using element links.
ELEMENT LINKS : OVERVIEW (CONT…)

Employee Eligibility Rules

 An eligibility rule for an element is defined as a link between the element
and the component of the employee assignment. Each link defines a group of
employees who are eligible to receive the element.

Element Links
Organizations
Salary Wages
Locations
Bonus
Jobs

Company Car Grades

Perks Payrolls

Groups
Holidays
Employment Categories

Salary Bases
Navigation: Compensation & Benefits Link
DEFINING ELEMENT LINKS

 Set your effective date to the date you want the eligibility criteria to come into
effect.
 In the Element Name field, select the Element for which you are defining a
link.
 Check the Standard check box if you want all employees who are made
eligible by the link to receive the element automatically.
 You can only create a standard link if the element is recurring and multiple
entries are not allowed by the element definition.
 In the Eligibility Criteria region, select the assignment components that
constitute this eligibility rule. If you want to link to all employees, do not enter
any eligibility criteria.
 You can link to all payrolls or to a specific payroll.
DEFINING ELEMENT LINK (CONT..)

Costing Information for the link

• There are four costable types :
– Not Costed
– Costed
– Fixed Costed
– Distributed
• For deduction elements enter:
– The account code you want to credit in the costing field.
– The account code you want to debit in the balancing field.
• For the elements in al other classification enter:
– The account code you want to debit in the costing field.
– The account code you want to credit in the balancing field.
• Select the Transfer to GL check box if you want Oracle HRMS to transfer cost totals to
General ledger on completion of each payroll run.
DEFINING ELEMENT LINK (CONT..)

Qualifying conditions for the link

• There are two qualifying conditions:
– Age
– Length of service

• You can add or change age or length of service condition for the
eligibility group.

• System checks these conditions when you make an entry to the element.
If the employee does not meet the qualifying conditions, a warning is
displayed.
DEFINING SALARY BASIS : OVERVIEW

• Once a salary element is created, you can define a salary basis allowing the
use of the salary administration window to enter and validate a salary.

• The salary basis establishes the duration for which a salary is quoted, e.g.
hourly, monthly or annually.

• An employee’s salary basis is not necessarily the same as the pay periods of
his/her payroll. An employee with an hourly pay rate has the salary basis
Hourly salary, but can have an assignment to a weekly payroll.

• You can associate an element with one salary basis. When an element is
associated with a salary basis, you can not create or maintain entries for the
element on the element entries window. You must use the Salary
Administration window to enter and maintain employee salaries.
Navigation: Work Structures Salary Basis
DEFINING SALARY BASIS (CONT...)

• Enter a name and select a basis from the list of values.

• Select the name of salary element and input value associated with the
salary basis.
• Optionally, select a grade rate to associate with the salary basis.
• If grade rate is selected, select the basis (Hourly, Monthly, Annual or
Period) for the rate.
• If either the Basis or the Grade rate basis is Hourly Salary (but not the
both), you must enter a value in the Annualized hours field. This records
the number of working hours in a year. System uses this figure to convert
salary entries and grade rate values to the same basis when it validates a
new salary entry.
• Save the work.
ENTERING ELEMENT ENTRIES

Element entries will exist in a pay period because they have either been manually
or automatically entered.
Automatic Element Entries:
– Entries can be made automatically when an employee satisfies the eligibility criteria of the
standard element link that was created for the element. e.g. by Salary administration, Elements
with standard links, PAYE details etc.

Manual Element Entries:

– Entries can be made manually by selecting from a list in the Element entry window of employee
assignment. The list will only contain elements that the employee is eligible for, i.e. they satisfy
the eligibility criteria of the element link.
Navigation: People Enter and Maintain Assignment Entries
USING MIX FOR BATCH ELEMENT ENTRY

• You can use the Batch Header and Batch Lines window of MIX’s BEE
(Batch Element Entry) facility for rapid entry of batches of information
held as element entries. This information might include compensation
information, timecard data etc.

• You can enter information in a batch for as many elements and

assignments as you require.

• You can enter defaults for any value to speed up data entry, and can
change the defaults as you work through batch.
PAYROLL LIFE CYCLE

Quick Pay Preparing &

Starters/Leavers initiating a
Payroll Run

Running the Costing Viewing Payroll

and Transfer to Oracle Process Results
General Ledger

Managing other Processing corrections

Payroll Processes to Run Results

Managing Post-Run Quick Pay

Processes Starters/Leavers
PREPARING & INITIATING A PAYROLL RUN

• Before you start a payroll run, you must first define the payroll you want
to use.

• You may also need to make changes to replace a calculated amount, add
or subtract from a calculated amount.

• You can also define element sets, or define an assignment set, if you want
to process a group of employee at a different time.

• You are then ready to run the standard payroll.

 Assignment Set Element Set

Payroll Run Quick Pay

Pre Payment Costing

Cheque Writer Direct Deposit Transfer to GL

1. Organizational Payment
Method
2. Personal Payment Method