Release 12.1.

3
Created By Date & Time Version Description
Vikram Goel 4/6/11 1.0 Volunteer Workers

R12:
Volunteers
Processing 2011
Functional Desk Top Procedures Volunteers
Processing
Volunteers
 Volunteer Worker – Processing

Contents
Objective........................................................................................................................................3
Add a new Volunteer in the System:..............................................................................................3
Pre-Requisites:............................................................................................................................3
Processing a New Volunteer:......................................................................................................3
Change Data for an Existing Volunteer:........................................................................................14
Adding a Second Assignment (Unit) to a volunteer:.....................................................................15
Ending a Volunteer Association with PBSO:..................................................................................17
Enter Time for Volunteers:...........................................................................................................19
Creating and Maintaining Timekeeper Groups.........................................................................19
To define a Timekeeper Group:............................................................................................19
Timekeeper Entry.....................................................................................................................22

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 Volunteer Worker – Processing

Objective

This document provides desk top procedures for processing all transactions related to
volunteers in the Oracle Human Resources System.

Add a new Volunteer in the System:

Pre-Requisites:
1) Required Personnel data for the volunteer :
a) Full legal name
b) Date of Birth.
c) Social Security #.
d) Gender
e) Complete Home address
f) Home Phone #
g) Volunteer unit assigned to
h) Volunteer position within the unit
2) Optional data for the volunteer:
a) Email account
b) Other types of phone #’s like cell, home, etc.
c) Emergency Contact

Processing a New Volunteer:

1) Log into Oracle and use responsibility ‘PBSO Vol HRMS Manager’

2) Use function ‘People – Enter and Maintain’.

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 Volunteer Worker – Processing

Responsibility &
Function

3) Accept the correct date by pressing ‘No’. The entry date can be changed by
pressing ‘Yes’ and picking the correct date. CAUTION:
a) Using a different date should be used with care as all activity you
do in that login session will then use the date you selected.
b) If the date is changed further processing as it relates to time cards
etc can be impacted.
c) PAS RECOMMENDS THAT THE CURRENT DATE BE
ALWAYS USED.

4) To add a new Volunteer press the New Button

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 Volunteer Worker – Processing

New
Button

5) Enter Last name, First Name, Select a title from the drop down list, and Select
correct gender, Social Security #, Birth Date, Select Status from the drop down
list.

Note: Indicates there is a list of value (LOV) available to select values from.

6) In the Action Field, select ‘Create Placement’ and then select ‘Volunteer’

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 Volunteer Worker – Processing Action =
Placement

Select
Volunteer

7) The form should look as the one below:

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 Volunteer Worker – Processing

Other
Button

Address

Button Assignment

8) Save the record by clicking on the save Icon from the tool bar

Save Icon

9) Confirm the message from the system at the bottom of the screen:

10) The Volunteer ID # will display in the Field as shown below

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 Volunteer Worker – Processing

Volunteer

ID #

11) Press on the Address Button to enter address information. Enter the correct
street address, Select the correct City, State & Zip Code, enter the Phone #

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 Volunteer Worker – Processing

Note: You can only select the predefined combination available when the City is entered:

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 Volunteer Worker – Processing

12) Save the record. A form message will be displayed

13) Click on OK. You will back to People screen

14) Press the Others Button and navigation list will be generated as depicted below.
Select ‘Contact’ to enter contact information if desired.

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 Volunteer Worker – Processing

Enter the information for the contact and the relationship of the contact. Change the

‘Type’ from the LOV if desired and save the record by clicking on save icon and
close the record by clicking on ‘X’.

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 Volunteer Worker – Processing

15) Press the Assignment Button. Assignment form will be generated.

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 Volunteer Worker – Processing

16) Select the correct Organization from the Drop down list. The default value of
Palm Beach Count Sheriff’s Office should be removed.
17) Select ‘Non-Sworn’ from the Pop up box. Select Job ‘Volunteer’
18) Select the Correct Position.

Note: only positions linked to the Organization will be displayed.

19) Save the record

Entry of a new Volunteer is complete

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 Volunteer Worker – Processing

Change Data for an Existing Volunteer:

1) Select the Volunteers whose data you need to change. Use today’s effective date
only. Navigate to PBSO Vol HRMS Manager – People – Enter and Maintain.

2) Enter the last name, first name of the volunteer and press the Find button. Ensure
that Type is Contingent worker. You can use the ‘%’ symbol as a wild card for
name field.

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 Volunteer Worker – Processing

3) Select the correct person and press the OK button, then press the Find Button

4) Change the data as required, using the various buttons for various areas, e.g.
Address, Assignment etc.

Adding a Second Assignment (Unit) to a volunteer:

1) Select the volunteer for which you need to add a second Assignment (See section
on changing a Volunteers data)
2) Press the Assignment Screen when the correct volunteer is selected. The current
Assignment will display

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 Volunteer Worker – Processing

3) Press the ‘ ’ button from the toolbar. The form will display as:

4) Enter information as per details in creating a new volunteer (Assignments tab)

and save the record: The visual indication for a second assignment is the “-2’ in
the Assignment Number field

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 Volunteer Worker – Processing

Assignment
#

Ending a Volunteer Association with PBSO:

1) Select the volunteer who is no longer associated with PBSO

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2) From the Action field select ‘Cancel Placement’ and save the record
3) Check Update when system prompts to keep history

4) Notes:
1) There MUST be at least two days between starting placement and
cancelling placement for a person.
2) The personal information for a person is always available in the
system and cannot be deleted.

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 Volunteer Worker – Processing

Enter Time for Volunteers:

Creating and Maintaining Timekeeper Groups

1) Log into Oracle and use responsibility ‘OTL Super Timekeeper’

2) Use function ‘Timekeeper Group’

To define a Timekeeper Group:

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 Volunteer Worker – Processing

 Enter a name for the group you are defining.

 If you are a regular Timekeeper, your name displays in the Timekeeper field, and you
cannot change it
 In the Populate Person regions, select a value from the Add list of values. Your choices
are Assignment Set or Organization
 Optionally, you can select members of the group and remove them from the group you
define, using the Delete item from the Edit menu.
 You can add another assignment set or organization; or you can enter individual workers
one-by-one in the lines in the Employee region.
 Save your work.

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 Volunteer Worker – Processing

To select all members of the Organization

 In the Populate Person regions, select a value Organization

 Select Organization name
 Click Go
 Save your work

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 Volunteer Worker – Processing

Timekeeper Entry

1) Log into Oracle and use responsibility ‘OTL Super Timekeeper’

2) Use function ‘Timekeeper Entry

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 Volunteer Worker – Processing

Enter hours and save record

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