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People Management
How does Oracle HRMS enable you to manage all the people who make up your enterprise?
Using Oracle HRMS you can hold, inquire on, and track a wide range of personal information. This can
include medical details, work schedules, preferred languages for correspondence, and personal contacts, as
well as the basic details such as date of birth, employee number, and addresses.
You also need to record information about what the people in your enterprise are employed to do. You can
enter, maintain, report, and inquire about all aspects of employment information.
Oracle HRMS enables you to enter and track people from the day they apply for a job to the day they leave
your enterprise.
Can you enter information specific to your enterprise?
Yes, you can. Not every enterprise holds the same information about its workforce, so you can configure
Oracle HRMS using descriptive flexfields, Extra Information Types, and Special Information Types to
record everything you need to know.
Does Oracle HRMS provide any specific features for managing contingent workers?
Yes, Oracle HRMS enables you to treat contingent workers as an entirely separate category of human
resource that you can process and report on separately from employees.
How can I update a batch of assignments together, as when a department relocates?
The Mass Assignment Update feature enables you to update assignment information for multiple
employees and contingent workers in a single business group using a single update request. You can also
update assignment information for multiple applicants using a single update request.
My organization is relocating in three months; is it possible to create a future-dated assignment
update?
Yes it is. The mass update to be submitted must operate at one effective date, which can be a past, present,
or future date. The effective date is the date on which the change is recorded, and the date the update is
submitted.
What are personnel actions?
Personnel Actions are business activities that define and document the status and conditions of
employment, such as hiring, training, placement, discipline, promotion, transfer, compensation, or
termination.
Personnel Actions fall into three overall types:
Hiring
Deployment
Termination
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Oracle Self Service Human Resources (SSHR) provides a configurable set of tools and web flows for
initiating, approving, and managing these activities.
In what ways does Oracle SSHR make it easier to manage personnel actions?
You can process multiple actions on the same person concurrently, so you needn't wait for other actions to
process before initiating one of your own. The application calculates a person's eligibility for you
automatically. Approvers can return an action to any previous approver for correction. Any approver on the
chain with appropriate permissions can update an action, even change the effective date. You can also
specify the date on which an action takes effect, or make it effective on final approval. The application
gives you easy access to information about your people, the other approvers on the chain of recipients, your
pending actions, and actions on your people awaiting the approval of others.
Document management features enable you to automatically generate business documents, such as a
request or notification, correspondence, or a contract. "What-If" analysis enables you to see the impact of
your proposed change on a person's entitlement to compensation or benefits, before submitting the change
for approval. You can attach supporting documents to an action, such as a resume, certificate, photo, or
web address.
The flexibility of allowing multiple transactions and allowing any approver to change the effective
date can lead to conflicts with other pending or approved actions. How does Oracle SSHR help
manage this?
If someone makes a change to a person's record before you can approve your action, your setup can specify
that the application add the updated information from the intervening change, or preserve your data. The
application informs you of the status of the changes in a table that displays the original, intervening, and
refreshed values.
Your setup can also specify that the application inform you when it encounters a future-dated change to the
person's record. In this situation, the application routes your action to a Human Resources representative on
approval, for manual entry of the changes.
I need to approve an absence, how do I know if another worker is available to cover the time?
You can use the Review Resource Availability page using the HR Professional responsibility to view a
worker's schedule and any calendar events that affect their time. The application searches the person's
schedules and applicable calendar events within the dates you specify, and displays the results in a table.
Use the integrated features from Oracle HRMS and Oracle Common Application Components (CAC) to set
up shifts, schedules, and calendar events, so you can determine the availability of your workforce.

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Jobs and Positions
Each enterprise has its own unique culture, which is reflected in the organization of work and in the
management of people within the enterprise. The enterprise culture also affects the reward systems in
operation and the control systems that are required.
The range of enterprise modeling is very wide. However, it is possible to identify some common types of
enterprise, and we suggest how you might implement Oracle HRMS for three typical enterprise models.
These are:
Project based enterprises
Rule based enterprises
Hybrid enterprise structures
How closely should you follow one or other of these models?
These suggestions are not intended to provide a blueprint for your own implementation. They should help
you to see the possibilities - how you can implement and use different combinations of organizations and
jobs, or positions in your own situation.
What is the role of jobs and positions in enterprise modeling?
Jobs and positions play a key role in the modeling of work structures in your enterprise. Jobs and positions
can represent the roles of your employees in different ways.
What is the role of position hierarchies?
Position hierarchies show the detailed line management reporting in each organization throughout the
enterprise. You can set up a primary hierarchy and multiple secondary hierarchies to show reporting lines,
including "dotted line" reporting. You can also use position hierarchies to control access to information.
Can I reorganize my Business Group?
Yes. By using Mass Move you can move a group of assignments to different positions either within an
organization or between organizations. You can move assignments to existing positions or create new
positions for them. You can also change the grade, location, and standard conditions of an assignment.
How do you manage positions?
Position management is a flexible system that offers standard and advanced levels of control. Standard
controls allow organizations to define positions, route and approve budgets. Advanced controls allow
organizations to route and approve position definitions and budgets, and to ensure that positions and related
costs are kept in line with available funds in accordance with policy. Configurable business rules perform
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validations, and interfaces from payroll, budgeting, and commitments to General Ledger ensure accurate
and current information.
Management reports provide data and analysis necessary to stay within budget and to adjust expenditures
or budgets in response to permanent changes, such as reclassification of a position, authorization of new
positions, or temporary changes such as temporarily freezing a position.
You can choose whether to apply position control to organizations, to an entire organizational hierarchy or
selected organizations within it.
How do you ensure that actions are in keeping with policy?
Using Oracle Workflow, you can route position transactions and budget worksheets to gather the necessary
approvals and authorizations to ensure that decisions are in keeping with current policy. You can route
transactions based on routing list, position hierarchy, or supervisory hierarchy (the application extrapolates
the hierarchy based on the supervisor entered on the user's primary assignment).
When you route a transaction, the application automatically identifies the next authorized user. You can
send the transaction to that user or skip that person and send it to the next person.
You can easily view the routing history for current and past transactions, including details about the actions
taken, and for each action, the prior and subsequent destinations.
The application maintains an historical record of information about a position using date tracking. Date
tracking allows the user to view position data and gather information that can be used to address complaints
or other actions brought by employees or bargaining units.
Is there a simple way to create new positions?
Yes, position copy allows you to duplicate position data and easily define new positions.
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People Budgets and Costing
Oracle HRMS provides all the features you need to manage your human resource position budgets. You
can create a budget for a variety of HR expenditures, from monetary expenditures, such as salary and
benefits, to headcount and full-time equivalency, all within the same budget.
Can I maintain budgets for all my Oracle HRMS work structures?
Oracle HRMS enables you to define a budget for jobs, positions, grades, and organizations; you can also
define a budget using any combination of these work structures.
Can I manage salary budgets using Oracle HRMS?
Yes. using Oracle HRMS you can add salary estimates to the work structures in your budget. Using budget
sets, you can link budget values to the elements you use to record pay values. Management reports enable
you to compare actual expenditures against budget.
How do I enter a budget into the application?
You use a budget worksheet to enter budget data into the application. You express this data as an amount or
as a percentage of the total allocated amount for the budget. You can also add a position to an existing
budget and enter budget data to the period level when you create or update the position.
Can I delegate a budget worksheet to a manager in my organization?
Yes, provided that you budget for positions or organizations, since these work structures enable the use of
organization hierarchies. You can start a budget worksheet, then delegate the worksheet to a manager in
your organization hierarchy.
Can I route a budget for approval?
Using Oracle Workflow, you can route a budget for approval. You decide your list of approvals based on
routing lists, a supervisory hierarchy, or a position hierarchy.
When an approver approves a budget worksheet, you apply the budget worksheet to the database for the
budget to become an active budget. Management reports track the difference between actual expenditures
and an active budget.
You can also work in non-approval mode if your organization does not require online approval of budgets.
How can I migrate legacy budgets to Oracle HRMS?
Using the Oracle HRMS Concurrent Manager, a system administrator can schedule a batch process to
migrate a budget from previous releases of Oracle HRMS to the new budget function. The budget you
migrate is pre-approved and does not need to be routed for approval.
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Can I reallocate control budget resources from one line item to another?
Oracle HRMS enables you to reallocate excess resources to positions, jobs, grades, or organizations that
need them. A web-based interface displays information about budgeted, actual, committed, and available
amounts per budget period, enabling you to reallocate budgeted amounts using automatic workflow routing
and approval.
How do I validate budgets or reallocations against my organization's business practices?
When you apply your approved budget worksheet or reallocation transaction to the HR database, the
application uses business rules you configure or define to compare the values in the transaction with data
you provide about positions, budgets, or assignments. You configure each rule to display a warning, halt
processing, or ignore the validation failure.
How can you use cost analysis to support your business activities?
You can use Oracle HRMS to:
Estimate labor costs from current compensation definitions
Project future labor costs by modeling organizational change and salary reviews
You can also use Oracle Payroll to accumulate actual payroll costs for transfer to Oracle General Ledger.
When you run a payroll, Oracle Payroll calculates any prorated results if the cost center changed during the
payroll period. You can set a dynamic trigger to create prorated cost results that reflect cost center changes.
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People Types and Employment Groups
Oracle HRMS enables you to represent and organize your workforce to meet the requirements of your
enterprise.
How can I represent different groups of people in my enterprise?
Oracle HRMS provides you with the following ways to group people in your enterprise:
Work Structures: you can define groups based on the structure in which people work in your
enterprise.
Person Types: You can define different groups of people based on the role they perform in your
enterprise. Oracle HRMS provides you with a number of predefined person types such as,
employees, applicants, and contingent workers. If you want to identify different types of employee,
for example to identify employees who are on a student placement, then you can define a subgroup
of the employee person type called Student Placement.
People Group Flexfield: You can use this flexfield to hold information for different groups of
people in your enterprise.
Can I identify and group together all the people who are members of a union?
Yes. Oracle HRMS provides you with the People Group key flexfield to hold specific information you want
to record for the people in your enterprise. For example, you can use the People Group key flexfield to
capture the people in your enterprise who are members of a union. The people you identify as being a union
member create a special group of people.
I need to report on all the employees at one location to meet statutory reporting requirements. Is this
possible?
You can group people together using the structures in which they work and the roles they perform so that
you can report on all the employees from a specific location to meet certain reporting requirements.
Can I record details of additional roles the people in my enterprise perform?
Yes. Oracle HRMS enables you to record details of additional roles a person has in your enterprise. As a
result of performing an additional role, the person can be a member of a representative body, typically a
committee or organization with joint employer and employee representation.
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Employment Agreements and Legal Compliance
Oracle HRMS enables you to record employment agreements and details of occupational health and safety
measures at work for your employees.
Can I have selected employees covered by an employment agreement in my enterprise?
Oracle HRMS enables you to have some employees covered by an employment agreement and few others
not covered by any employment agreement. For the employees covered by an employment agreement, you
record the collective agreement details.
In an enterprise, can different employment agreements cover different employees?
Oracle HRMS provides the flexibility to maintain multiple employment agreements to cover different
groups of people in an enterprise. For example, if you have officer workers and factory workers in your
enterprise, you can maintain two different employment agreements to suit the groups.
How do I represent employment agreements in Oracle HRMS?
You represent an employment agreement in Oracle HRMS as a collective agreement. You represent the
terms and conditions, as entitlement items that employees covered by the employment agreement will
receive.
Can I specify which employees can receive specific terms of employment, for example the vehicle
allowance?
You can define eligibility profiles (rules) that ensure that only employees who meet the eligibility rules
receive the specific terms of employment, in this case the vehicle allowance.
Can an employee continue to receive a specific employment term after an event makes the employee
ineligible for it?
Yes, an employee can still receive an employment term even if they are no longer eligible for them. For
example, if by transferring from a location an employee becomes ineligible for a location allowance, you
can define it as a retained right if you still want them to receive it. The employee will continue to receive
the allowance for the period you define in this window.
What are the terms of employment that I can represent in a collective agreement?
Oracle HRMS enables you to represent the terms of employment based on your business requirements.
Some of the terms of employment you can represent are pay, work schedules, vacations, termination notice,
maternity leave, and deductions from wages.
Qadri Khan qadrikhan1030@gmail.com
Which occupational health and safety details can I maintain in Oracle HRMS?
You can record occupational health and safety details such as medical assessments of your employees, any
injuries caused during work, and employee disabilities. You can also specify if the disability is the result of
an injury at work.
What types of work injuries can I record?
Oracle HRMS enables you to record work injuries that occur at work, on the way to or from work, and in
other circumstances that your enterprise defines as work-related.
Can I link the medical assessments, disability information, and work incident details?
You link these occupational health and safety details by relating one to the other. For example, if you do a
medical assessment because of a work incident, which in turn results in a disability, then you mention them
in the medical assessments, disability information and work incidents records.
Can I generate government-mandated reports covering disabilities, occupational health, and safety
details?
Oracle HRMS enables you to generate government-mandated reports concerned with employment
opportunities for people with various types of disabilities (Americans with Disabilities Act reports) and
reports about the extent and severity of work-related injuries and illnesses affecting employees
(Occupational Safety and Health Administration reports).
Qadri Khan qadrikhan1030@gmail.com
People Types and Employment Groups
Oracle HRMS enables you to represent and organize your workforce to meet the requirements of your
enterprise.
How can I represent different groups of people in my enterprise?
Oracle HRMS provides you with the following ways to group people in your enterprise:
Work Structures: you can define groups based on the structure in which people work in your
enterprise.
Person Types: You can define different groups of people based on the role they perform in your
enterprise. Oracle HRMS provides you with a number of predefined person types such as,
employees, applicants, and contingent workers. If you want to identify different types of employee,
for example to identify employees who are on a student placement, then you can define a subgroup
of the employee person type called Student Placement.
People Group Flexfield: You can use this flexfield to hold information for different groups of
people in your enterprise.
Can I identify and group together all the people who are members of a union?
Yes. Oracle HRMS provides you with the People Group key flexfield to hold specific information you want
to record for the people in your enterprise. For example, you can use the People Group key flexfield to
capture the people in your enterprise who are members of a union. The people you identify as being a union
member create a special group of people.
I need to report on all the employees at one location to meet statutory reporting requirements. Is this
possible?
You can group people together using the structures in which they work and the roles they perform so that
you can report on all the employees from a specific location to meet certain reporting requirements.
Can I record details of additional roles the people in my enterprise perform?
Yes. Oracle HRMS enables you to record details of additional roles a person has in your enterprise. As a
result of performing an additional role, the person can be a member of a representative body, typically a
committee or organization with joint employer and employee representation.
Qadri Khan qadrikhan1030@gmail.com
Employment Agreements and Legal Compliance
Oracle HRMS enables you to record employment agreements and details of occupational health and safety
measures at work for your employees.
Can I have selected employees covered by an employment agreement in my enterprise?
Oracle HRMS enables you to have some employees covered by an employment agreement and few others
not covered by any employment agreement. For the employees covered by an employment agreement, you
record the collective agreement details.
In an enterprise, can different employment agreements cover different employees?
Oracle HRMS provides the flexibility to maintain multiple employment agreements to cover different
groups of people in an enterprise. For example, if you have officer workers and factory workers in your
enterprise, you can maintain two different employment agreements to suit the groups.
How do I represent employment agreements in Oracle HRMS?
You represent an employment agreement in Oracle HRMS as a collective agreement. You represent the
terms and conditions, as entitlement items that employees covered by the employment agreement will
receive.
Can I specify which employees can receive specific terms of employment, for example the vehicle
allowance?
You can define eligibility profiles (rules) that ensure that only employees who meet the eligibility rules
receive the specific terms of employment, in this case the vehicle allowance.
Can an employee continue to receive a specific employment term after an event makes the employee
ineligible for it?
Yes, an employee can still receive an employment term even if they are no longer eligible for them. For
example, if by transferring from a location an employee becomes ineligible for a location allowance, you
can define it as a retained right if you still want them to receive it. The employee will continue to receive
the allowance for the period you define in this window.
What are the terms of employment that I can represent in a collective agreement?
Oracle HRMS enables you to represent the terms of employment based on your business requirements.
Some of the terms of employment you can represent are pay, work schedules, vacations, termination notice,
maternity leave, and deductions from wages.
Qadri Khan qadrikhan1030@gmail.com
Which occupational health and safety details can I maintain in Oracle HRMS?
You can record occupational health and safety details such as medical assessments of your employees, any
injuries caused during work, and employee disabilities. You can also specify if the disability is the result of
an injury at work.
What types of work injuries can I record?
Oracle HRMS enables you to record work injuries that occur at work, on the way to or from work, and in
other circumstances that your enterprise defines as work-related.
Can I link the medical assessments, disability information, and work incident details?
You link these occupational health and safety details by relating one to the other. For example, if you do a
medical assessment because of a work incident, which in turn results in a disability, then you mention them
in the medical assessments, disability information and work incidents records.
Can I generate government-mandated reports covering disabilities, occupational health, and safety
details?
Oracle HRMS enables you to generate government-mandated reports concerned with employment
opportunities for people with various types of disabilities (Americans with Disabilities Act reports) and
reports about the extent and severity of work-related injuries and illnesses affecting employees
(Occupational Safety and Health Administration reports).