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Oracle E-Business Suite R12 Human Capital Management (HCM)


Essentials Partner Boot Camp Training Courseware
Workforce Management

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2012 Oracle Corporation Proprietary and Confidential

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Safe Harbor Statement


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Oracle.

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Oracle Training Materials Usage


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manifest can not be redistributed in any format without Oracle written consent.

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Key Content Contributors


Contributing Companies

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R12: Oracle HRMS

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Module: Core HR: Workforce Management

Pre-requisites
To understand this module you should have hand-on knowledge of following
Core HR features
Work Structure Components
Salary Pay Element and Link
Oracle HRMS Version R12 and above

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Module Objectives

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Manage Employee & Assignment Data


Manage Other Employee Data
Manage Employee Salary
Using Person & Assignment DFFs
Global Deployment

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User & System Person Types & Assignment Status


Person Types:
Applicant
Employee
Contingent Worker
Candidate
Dependent
Ex-Employee
Assignment Statuses
Active Assignment
Suspended Assignment
Terminated Assignment
Active Application

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User & System Person Types & Assignment Status


Person Types
The first and foremost step in people management is to identify different
categories of people you are going to manage.
Most of the organizations generally maintain following categories of
people:
Applicants : People who have applied for a vacancies in the Organizations.
Applicant can internal or external to your organization.
Employees : These people have direct employment contract with the
company. These people will be on the company payroll and their
compensation and benefits information would be maintained by company.

Contingent Workers : They are normally billed to the organization.


They will not be on the company payroll. Contingent workers are
normally supplied by consultancy firms for a specific task. Contingent
workers supplier details can be stored in their assignments.
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User & System Person Types & Assignment Status


Person Types
Others: These are person types, that are not directly associated with
the enterprise. They could be directly or indirectly related to employees
of the organization. Some such person types could be candidates,
contact or external people.
Person types functionality available in Oracle HRMS is used to
categories workforce in the organization.
Oracle HRMS comes with predefined person types to categorize
workforce, these are termed as System Person Types in Oracle
HRMS. System person types can be extended by defining your own
person type to represent workforce more accurately.
Each system person type comes with one corresponding user person
type. You can define more user person types corresponding to system
person type.
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User & System Person Types & Assignment Status


Person Types
For example, for system person type Employee, you can define two
user person types, Permanent and Temporary. Also note that for each
system person type, at least one default and active user person type is
required.

Predefined system and user person types are given below:


Employee
Ex-employee
Applicant
Ex-applicant
Contingent Worker
Ex-contingent worker
Contact
External

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User & System Person Types & Assignment Status


Person Types
(N) Other Definitions > Person Types

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User & System Person Types & Assignment Status


Person Types Usages
In Oracle HRMS date effective changes to person types is done from
Person Type Usages window and not from People window.
Generally person type changes within the same system person type
are independent of other personal information.
For example, for system person type Employee you could have two
user person types namely Permanent and Temporary. On satisfactory
performance during temporary period, employee can be converted to
permanent keeping all other details intact.
Snapshot depicting person type usages is shown in the next slide.

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User & System Person Types & Assignment Status


Person Types Usages
(N) People > Enter and Maintain

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User & System Person Types & Assignment Status


Assignment Statuses
On the line of person types, assignment statuses need to be
defined to keep track of progress of employees, applicants or
contingent workers during their tenure with the organization.
For employees and contingent workers, Oracle HRMS comes
with the following predefined system statuses.

Active Assignment
Suspend Assignment
Terminate Assignment
End

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User & System Person Types & Assignment Status


Assignment Statuses
For Applicants, statuses are given below:
Active Application
Offer
Accepted
Terminate Application
Corresponding to system status, you can define user statuses to
represent lifecycle as suited to your organization.

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User & System Person Types & Assignment Status


Assignment Statuses
(N) Work Structure > Status

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Module Objectives

User & System Person Types & Assignment Status

<Insert Picture Here>

Manage Other Employee Data


Manage Employee Salary
Using Person & Assignment DFFs
Global Deployment

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Manage Employee & Assignment Data


Manage Employee & Assignment Data
Hiring a new person
Promotion
Transfer
Terminating an employee

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Manage Employee & Assignment Data


Hiring a New Person
Oracle HRMS people window can be used to hire a person. Once a
person is hired, Oracle HRMS creates a default assignment pointing to a
business group.
People window enables you to track history of the people from day one
till the day they leave the organization.
People is a date track window that enables you to keep continuous
history of all changes to a persons record. It enables you to do changes
as on effective date, which could be past or future date. Oracle HRMS
enables you to update date track information in two modes.
Correction: Correct the existing record.
Update: Keep history of changes.

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Manage Employee & Assignment Data


Hiring a New Person
Following actions need to be used to hire a person.
Create Applicant: This action enables to hire a person with the system
status of Applicant. Typically, Applicants are stored in the system
against vacancies. Once Applicants assignment is Accepted, Applicant
can be hired as an Employee or Contingent Worker using action Hire
Applicant or Create Placement respectively.
Create Employment: This action enables you to hire a person as an
Employee. In case, all recruitment activities carried out offline, this action
needs to be used to hire a person an Employee.
Create Placement: This action needs to selected, in case a person
needs to be placed as contingent worker.
Create Other: This action needs to selected for other person types such
as contacts, external person like candidates, etc.
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Manage Employee & Assignment Data


Hiring a New Person
Oracle HRMS expects following minimum information to create a new
person successfully:
Name
Action Type
Gender
Date of Birth
These are indicative, the actual number of mandatory field would
depends on the legislation in force. For example, for US legislation
additionally information for Ethnic origin, Religion, Disabilities and
Gender needs to be entered.

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Manage Employee & Assignment Data


Hiring a New Person
(N) People > Enter and Maintain

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Manage Employee & Assignment Data


Assignment Data
When you hire an employee or contingent worker, default primary
assignment automatically gets created. You need to modify an
assignment to enter Organization, Assignment Status, Job, Position,
Location, Payroll, Supervisory information and other relevant
information to represent persons correct roles and responsibilities.
An employee or contingent worker may have more than one role and in
that case, you need to register multiple assignments to represent
correct role definitions.
At a particular point of time, a person can have only one primary
assignment, rest all would be considered as secondary in nature.

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Manage Employee & Assignment Data


Assignment Data
Click on the Assignment Button
(N) People > Enter and Maintain

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Manage Employee & Assignment Data


Employee Promotion
With the experience, skills and achievements employees are promoted
in the organizations hierarchy system.
The typical promotion process starts with the performance evaluation
followed
by
peer
performance
comparison
followed
by
recommendation following approval cycle and system update.

Performance
Evaluation

Peer
Performance
Comparison

Recommendation

System Update
& Publish

Approval Cycle

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Manage Employee & Assignment Data


Employee Promotion
(N) People > Enter and Maintain
Based on the recommendation and approvals, system is updated with the new
position with the effective date of change.

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Manage Employee & Assignment Data


Mass Position Update
(N) Work Structures > Position > Mass Position Update
Based on the recommendation and approvals, system is updated with the new
position with the effective date of change.

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Manage Employee & Assignment Data


Employee Transfer
Due to the changing business environment and business needs,
employees are transferred to different departments or location or
managers.
Major Business Events like Organization restructure, Employee
Resignations, Business Expansion, etc would lead to employee
transfer.
Business
Event

Change
Management
System Update
& Publish

Transfer
Recommendation

Approval Cycle

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Manage Employee & Assignment Data


Employee Transfer
(N) People > Enter and Maintain
Based on the recommendation and approvals, system is updated with the
new department, location and/or grade with the effective date of change.

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Manage Employee & Assignment Data


Employee Transfer-Mass Transfer
(N) People > Mass Update for Person > Mass Update of Employee
Assignments
Based on the recommendation and approvals, system is updated with the
new organization with the effective date of change.

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Manage Employee & Assignment Data


Terminating an Employee
On discontinuation of service, Employee needs to terminated in
Oracle HRMS. To end the all assignments at the same time, you need
to select End Employment.
To terminate one of the non primary assignment, you need to change
Assignment status either to Terminate or to End.
Following information needs to be recorded at the time of termination:
Leaving Reason: Reasons can be specified using LEAV_REAS lookup.
User Person Type: Person type to be shown after termination.

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Manage Employee & Assignment Data


Terminating an Employee
Dates are of the utmost importance at the time of termination, as it
decides the last day for the payroll run. Following dates need to be
entered:
Notified: Date on which intent of termination has been notified to relevant
authority. This date is for information only.
Projected: Projected date of termination. This date is also for information
only.
Actual: This is the date on which person type changes to Ex-employee.
Last Standard Process: In case Oracle Payroll is implemented, last standard
process date needs to be entered. This is the last date for normal processing.
Final Process Date: If employees pay needs to be processed after his or her
termination, Final process date should be later than the actual date,
otherwise it has to be blank.

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Manage Employee & Assignment Data


Terminating an Employee
(N) People > Enter and Maintain
Select the employee who needs to be terminated, click on Other
button of people screen and select end employment

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Manage Employee & Assignment Data


Reverse Terminate
In case employees termination is to be cancelled (not rehire) for any
specific reason, oracle HRMS gives Reverse Terminate functionality to
cancel termination.
(N) People > Enter and
Maintain
Reverse Termination
button
of
end
employment form to be
used
to
reverse
terminate an employee

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Manage Employee & Assignment Data


Terminating a Contingent Worker
All steps are same as that of Employee termination except:
In case of termination of contingent worker, End Placement needs to be
selected.
On actual date of termination, person type will change to Ex-contingent
worker.

Only Actual Termination date needs to be supplied for the termination


of contingent workers, as they are not on the companys payroll.

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Manage Employee & Assignment Data


(N) People > Enter and Maintain
Click on the Other Button and select End Placement

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Module Objectives

User & System Person Types & Assignment Status

<Insert Picture Here>

Manage Employee & Assignment Data

Manage Employee Salary


Using Person & Assignment DFFs
Global Deployment

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Manage Other Employee Data


Manage Other Employee Data
Create and Manage Contracts
Qualifications
Medical Assessments

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Manage Other Employee Data


Employee Contracts
Companies can enter and maintain employee contracts in oracle
application.
Various Attributes of the contract are captured on the contracts
screen and are linked to the employees assignment.
The contract document can be generated from the application to
have the consents from employee and the employer and store it in
the application for further references.

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Manage Other Employee Data


Employee Contracts
(N) People > Enter and Maintain
Click on the Other Button and select Contracts

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Manage Other Employee Data


Manage Contacts
(N) People > Manage Contracts

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Manage Other Employee Data


Define Employee Qualifications
Qualifications of the employee are maintained in the system for
references.
Oracle Applications allow you to maintain multiple Degrees,
Diplomas, Awards, Certifications, Licenses, Trainings, etc achieved
by the employee.

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Manage Other Employee Data


Enter Schools and Colleges Attended
(N) People > Enter and Maintain
Click on the Other Button and select Schools and Colleges Attended

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Manage Other Employee Data


Enter Qualifications
(N) People > Enter and Maintain
Click on the Other Button and select Qualifications

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Manage Other Employee Data


Enter Medical Assessments
Most of the companies have been mandated by statutory
requirements to maintain the medical assessment of the employee
before employment and during the course of employment.
Oracle Applications allow you to maintain multiple Medical
Assessments related to pre-employment requirement or Annual or
incidents.

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Manage Other Employee Data


Enter Medical Assessments
(N) People > Enter and Maintain
Click on the Other Button and select Medical Assessments

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Module Objectives

User & System Person Types & Assignment Status

<Insert Picture Here>

Manage Employee & Assignment Data


Manage Other Employee Data

Using Person & Assignment DFFs


Global Deployment

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Manage Employee Salary


Overview

Create Salary Element


Validate Salary Entries
Define Salary Basis
Attach Salary Basis
Salary Basis Approval

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Manage Employee Salary


Salary Administration
Salary Administration is useful to manage efficiently the basic
remuneration that employees receive.
Salary Administration involves following steps:

Create Salary Element


Validate Salary Entries
Link Salary Element
Define Salary Basis
Attach Salary Basis
Salary Basis Approval

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Manage Employee Salary


Create Salary Element
At least one salary element is required for each salary basis

Element is created using Define Element Screen

Element needs to be an Recurring Earnings and non Standard


Element. It should contain at least one input value.

If same element needs to be associated with more than one salary


basis, create one input value for each salary basis.

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Manage Employee Salary


Validate Salary Entries
Validation of values entered for the salary element can be done in two
ways:
Grade Rate
Input Value Validation

Grade Rate
Salary Grade Rate can be defined with minimum, mid and maximum
values for a Grade.
This can be attached to salary basis to validate the salary
This validation occurs only if grade is attached to the employee.

Input Value Validation


Standard Input Validations like maximum, minimum or validation
formula can also be used.

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Manage Employee Salary


Define Salary Basis
Salary Basis defines the frequency at which employee is paid Salary.
One Element and Input value are attached to the salary basis. This
gets automatically attached while defining the salary for the employee.
Grade Rate is attached to Salary Basis in order to validate the salary
based on Grade and Min, Max salaries defined in the Grade Rate.

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Manage Employee Salary


Define Salary Basis
(N) Total Compensation > Basic > Salary Basis

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Manage Employee Salary


Attach Salary Basis
Salary Basis is attached to employee using the salary information
region of the Assignment window.
Salary can be attached to the employee after salary basis is attached
to the employee.
If Grade is attached to employee and Grade Rate is attached to the
salary basis then system validates the salary entered.
System only warns if salary is out of range.

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Manage Employee Salary


Attach Salary Basis
(N) People > Enter and Maintain > Assignment Button > Salary Button

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Manage Employee Salary


Salary Basis Approval
If salary is modified or new salary is entered then approval is required.
Salary would be in proposed status till it is approved.
In order to approve the salary change function Salary Administration:
Approve needs to be attached to the menu.
Approval is done through Salary Management window.

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Manage Employee Salary


Salary Basis Approval
(N) People > Salary Management

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Module Objectives

User & System Person Types & Assignment Status

<Insert Picture Here>

Manage Employee & Assignment Data


Manage Other Employee Data
Manage Employee Salary

Global Deployment

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Using Person & Assignment DFFs


Overview
Person & Assignment DFFs are provided in oracle application to
capture additional information on person and assignment levels, which
has not been captured in the standard people and assignment forms.
The example of additional information captured on Person level is
Global ID, Country of Origin, etc and assignment level is PA Billing
Title, Move Employee Flag, etc
Person and Assignment DFFs are context based. A context-sensitive
DFFs are DFF that may or may not appear depending upon what other
information is present in your form.
For example If we are entering record for an Employee, we want to capture
certain information; on the other hand, if we are entering record for an
Applicant, then we want to capture some other custom information. This
can be achieved by defining different contexts as APL and EMP

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Using Person & Assignment DFFs


Person DFF
(N) People > Enter and Maintain

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Using Person & Assignment DFFs


Defining Person DFF
(N) Application > Flexfield > Descriptive > Segments

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Using Person & Assignment DFFs


Assignment DFF
(N) People > Enter and Maintain > Assignment

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Using Person & Assignment DFFs


Defining Assignment DFF
(N) Application > Flex field > Descriptive > Segments

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Module Objectives

User & System Person Types & Assignment Status

<Insert Picture Here>

Manage Employee & Assignment Data


Manage Other Employee Data
Manage Employee Salary
Using Person & Assignment DFFs

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Global Deployment

Understanding Global Deployment


Transfers v/s Secondments
Understanding Permanent Transfer
Understanding Secondment
Define Deployment Reasons
Releasing Employee Information
Create Deployment Proposal
Initiating Deployment
Initiating Return (Secondment)

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Global Deployment
Overview
Global Deployment is a newly introduced functionality in R12, wherein
unlike earlier versions of Oracle HRMS automatic transfers of
employees across business groups can be performed seamlessly.
Global deployment caters to:
Permanent Transfers
Temporary Transfers (Secondments)

In an enterprise, employees might be required to be transferred


between business groups to support business. This transfer could be
permanent or temporary in nature. Global deployment functionality
enables you to effect such movement of people between two business
groups.
Source business group: Business group from where person to be
transferred.
Destination business group: Business group in which person to be
transferred.

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Global Deployment
Oracle HRMS facilitates to monitor progress of such transfer using deployment
proposal.

Employee Data Flow in Global Deployment


Global Deployment not create optional records, such as the competency
profile, qualifications records, Address, SIT and EIT information.
Global Deployments function has no effect on payroll and benefits setup.
One need to supply additional pay and benefits information for the
employee.
The application creates basic assignment information. You are
recommended to review the assignment record and complete it as
required.
In US one cannot assign payroll till employee address is entered. Since
global deployment doesnt transfer address payroll field left blank in the
destination business group.

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Global Deployment
Define Deployment Reasons
HR_DEPLOYMENT_REASONS lookup holds all valid reasons for
deployment. Reasons such as Business Need, Skill Transfer, etc. can be
added to this lookup for reporting purpose.
Transfers v/s Secondments
In global deployment, transfer term is used for permanent movement
from source business group to destination business group. In this case,
person is terminated in source business group.
Secondment stands for temporary movement, whereas persons
assignment is suspended in source business group and gets reinstated,
once person returns from destination business group to source business
group.

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Global Deployment
Understanding a Permanent Transfer
Source BG

Destination BG

Release
Employee Information

Create
Deployment Proposal

Terminate
Employment

Initiate Deployment

Create
Employee Records
System
Tasks

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Global Deployment
Understanding Secondment - Deployment in the Destination BG
Source BG

Destination BG

Release
Employee Information

Create
Deployment Proposal

Suspend Current
Assignments

Initiate Deployment

Create
Employee Records
System
Tasks

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Global Deployment
Understanding Secondment - Return to Source BG
Source BG
Reinstate
Assignments

Destination BG
Initiate Return

Terminate
Employment

System
Tasks

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2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Releasing Employee Information
Irrespective of transfer or secondment, source business group needs
to release employee information for destination business group.
Release information is a mechanism to grant access for a persons
information, who is to be transferred, to a person in destination
business group.

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Releasing Employee Information
(N) People > Release Information

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Create Deployment Proposal - Overview
Deployment proposal is an instrument to capture global deployment
details. It controls the secondment or transfer of an employee to a
different BG.
Deployment proposal need to be created by authorized person from
destination business group. Once created source business access
this proposal.
It identifies following information:

Source and destination business groups


Reason for the deployment
Deployment dates
Employee to be deployed
Employee's new assignment
Contacts accompanying the employee

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Deployment proposal has three statuses
Draft
Irrespective of transfer or secondment, status would be draft
once deployment begins.
Active
In case of secondment, once deployment has started, status
would be active till the deployment completes, it means person
should have returned to source business group. This status
does not apply to transfers.
Complete
As it indicates, on completion of deployment status would
show complete. It means in case of transfers person should
have been deployed in destination business group
successfully and in case of secondment, person should have
returned to source business group.

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Create Deployment Proposal- Transfer Proposal
Step1 - (N) People > Global Deployment

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2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Step 2 - (N) People > Global Deployment

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Global Deployment
Step 3 - (N) People > Global Deployment

For Oracle employees and authorized partners only. Do not distribute to third parties.
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Global Deployment
Step 4 - (N) People > Global Deployment

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Global Deployment
Initiating Deployment - Overview
Once deployment proposal is created, authorized person from
destination business group can initiate deployment in the Global
Deployment screen.

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Initiating Deployment
(N) People > Global Deployment

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Initiating Deployment
(N) People > Global Deployment

After selecting Yes in the warning page, system gives the


confirmation message

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Initiating Return (Secondment) - Overview
In case of Secondment, once the job is done, authorized person from
destination BG can initiate return.
On return, persons assignment will become active in source BG.

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Initiating Return (Secondment)
(N) People > Global Deployment

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Global Deployment
Confirmation
(N) People > Global Deployment

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Q&
A

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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Thank You

For Oracle employees and authorized partners only. Do not distribute to third parties.
2012 Oracle Corporation Proprietary and Confidential

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