Oracler HRMS Alerts Supplement

Release 11i
July 2003

Oracle HRMS Alerts

Copyright E 2003, Oracle Corporation. All rights reserved.
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ii

Oracle HRMS Alerts

Oracle HRMS Predefined Alerts

Use the Oracle HRMS Alerts to help you manage your enterprise and
workforce more efficiently. You can use the predefined alerts to inform,
remind and confirm to you information on your personal details, your
subordinate workforce and your organizations. For example, you could
run HRMS Alert New Hire Details Missing to ensure that you have
all of the correct information for any newly hired employees.
See the Oracle Alerts User Guide for information on using and setting up
the alerts.
The recipient of the alert is the person who meets the alerts
requirements, usually a supervisor with a subordinate workforce. The
recipient is sometimes required to perform an action based on the
alerts email message, for example, if a piece of information is incorrect
or missing and needs updating.

Configurable Options
Each of the HRMS alerts has been designed as a periodic alert with a
set of predefined and configurable conditions. To view the configurable
conditions and their descriptions, query the desired alert in the Alerts
window. You can configure the conditions and determine how often
you need the alerts run to suit your organizational needs. The alerts
will check your database for these conditions according to the
frequency you define.
See: Conditions of the HRMS Alerts: page 14
The table below describes each predefined alert with its specific
business benefit, recommended frequency and any further information
of when the alert sends an email notification to the recipient. An email
will only be sent if the recipient meets the alerts requirements, the
fixed and configurable conditions, and has a correctly formatted email
address.
Warning: Oracle HRMS only supports the default select
statement in the Alerts window if it is unchanged.
Period Conditions
For alerts that are based on events, for example a new hire or a
termination, you can use the following configurable conditions to
control whether your alerts report on a specific day or over a range of
days:

PERIOD_EVT_IN_X_DAYS setting this value configures alerts

to detect events that occurred X days ago or will occur in X days

Oracle HRMS Alerts

time. For example, if you set this to 7 for an alert that detects
events in the future, when the alert is run, it will look for events
that will occur in 7 days time.

PERIOD_RERUN_EVENT_DAYS setting this value configures

alerts to detect events that occurred or will occur during a
number of days before the value set in the
PERIOD_EVT_IN_X_DAYS condition. For example, if
PERIOD_EVT_IN_X_DAYS is set to 7, and
PERIOD_RERUN_EVENT_DAYS is set to 3, then for an alert that
detects events in the future, it will look for events that will occur
between 4 and 7 days from the current date. For alerts that detect
events that have already happened, the above settings would
mean an alert looks for events that occurred between 7 and 10
days before the current date.

For a future event, a new hire that is due to start work, you can use the
HRMS Alert New Hires (not yet started) to find out how many new
hires are about to start work and when. For example, if the current date
is 01AUG2003, and you set the value in the
PERIOD_EVT_IN_X_DAYS condition to 14, the alert will return a list of
new hires that are due to start on the 15AUG2003. If you set the
frequency of this alert to run daily, it will run everyday from the
15AUG2003 and will send an email notification if it finds any new
hires.
If you want the alert to return a list of new hires before the
15AUG2003, for example you have set the alert to run as above and
you need to find out if any new hires are due to start between the
07AUG2003 and the 15AUG2003, you can set the value in the
PERIOD_RERUN_EVENT_DAYS condition to 8. The alert will run in
the period between the value set in the PERIOD_EVT_IN_X_DAYS
condition and the value set in the PERIOD_RERUN_EVENT_DAYS
condition, therefore an email notification will be sent if the alert finds
any new hires that are due to start between the 07AUG2003 and
15AUG2003.
For a past event, an employee who has recently started employment,
you can use the HRMS Alert New Hire Details Missing to find out if
they have any important information missing from their records. For
example, if the current date is 28DEC2002, and you set the value in
the PERIOD_EVT_IN_X_DAYS condition to 10, the alert will return a
list of newly hired employees with missing information that started
work on the 18DEC2002. If you set the frequency of this alert to run
daily, it will run everyday from the 18DEC2002 and will send an
email notification if it finds any newly hired employees with missing
details.

Oracle HRMS Alerts

If you also want the alert to return a list of newly hired employees that
started before the 18DEC2002, for example you need to find out if
any new employees started between the 14DEC2002 and the
18DEC2002, you can set the value in the
PERIOD_RERUN_EVENT_DAYS condition to 4. The alert will run in
the period between the value set in the PERIOD_EVT_IN_X_DAYS
condition and the value set in the PERIOD_RERUN_EVENT_DAYS
condition, therefore an email notification will be sent if the alert finds
any newly hired employees with information missing from their
records between the 14DEC2002 and the 18DEC2002.

Predefined Alerts Table

Alert Name and
Description

Recommended
Frequency

Business Benefits

Further Information

HRMS Alert Active Direct Reports this alert returns a list of subordinates
and their assignment details.

Monthly

Use this alert to ensure that

the information on your
workforce is correct.

This alert sends an email

only if it identifies active
employees and contingent
workers with current assignments.

HRMS Alert Cost Center

Listing by Manager this
alert returns a list of cost
centers managed by the recipient and the recipients
subordinates.

Monthly

Use this alert to ensure that

the list of cost centers that
you and your subordinates
manage is accurate.

This alert sends an email

only if it identifies organizations that are currently
classified as company cost
centers to a current cost
center manager, who is either an employee or contingent worker.

HRMS Alert Ended Cost

Center Listing by Manager
this alert returns a list of
enddated cost centers
managed by the recipient
and the recipients subordinates.

Monthly

Use this alert to inform you

of any cost centers that
have been enddated that
you or your subordinates
manage. You can then use
this information to update
your records.

This alert sends an email

only if it identifies organizations that are classified
as company cost centers,
and that have been end
dated before the current
date to a current cost center
manager, who is either an
employee or contingent
worker.

Oracle HRMS Alerts

Alert Name and

Description

Recommended
Frequency

Business Benefits

Further Information

HRMS Alert New Hires

(not yet started) this alert
returns a list of new members of the workforce that
are due to start work.

Daily

Use this alert as a confirmation that new members of

your workforce have been
entered into the Oracle
HRMS application, and as a
reminder of their start date.

This alert sends an email

only if it identifies employees or contingent workers who are due to start between the current date, and
the number of days ahead,
which you indicate in the
PERIOD_EVT_IN_X_DAYS
condition and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition.

HRMS Alert New Hire

Details Missing this alert
returns a list of missing information for newly hired
employees, such as salary
basis and bank details.

Daily

Use this alert to inform you

of any important information that is missing from a
newly hired employees record, and to ensure that the
information is updated.

This alert sends an email

only if it identifies current
employee or contingent
worker assignments that
started between the current
date, and the number of
days previous, which you
indicate in the PERIOD_EVT_IN_X_DAYS
condition, and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition.

HRMS Alert Ending Probationary Period this

alert returns a list of the recipients subordinates that
are near the end of a review
or probation period.

Daily

Use this alert to remind you

when a member of your
workforce is nearing the
end of an employment review or probation period.

This alert sends an email

only if it identifies current
employee assignments that
have probation periods that
are due to end between the
current date, and the number of days ahead, which
you indicate in the PERIOD_EVT_IN_X_DAYS
condition, and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition.

Oracle HRMS Alerts

Alert Name and

Description

Recommended
Frequency

Business Benefits

Further Information

HRMS Alert Performance Appraisal Due

this alert returns a list of the
recipients subordinates
that require appraisals.

Daily

Use this alert to remind you

when a member of your
workforce is due an appraisal.

This alert sends an email

only if it identifies active
employees that have an appraisal due between the
current date, and the number of days ahead, which
you indicate in the PERIOD_EVT_IN_X_DAYS
condition, and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition. The alert will not be
sent if an appraisal of the
same appraisal type has already occurred.

HRMS Alert Performance Appraisal Passed

Due this alert returns a
list of the recipients subordinates that have appraisals
outstanding.

Daily

Use this alert to remind you This alert sends an email

when a member of your
only if it identifies active
workforce is overdue an ap- employees that were due an
praisal.
appraisal from the current
date, and the number of
days previous, which you
indicate in the PERIOD_EVT_IN_X_DAYS
condition and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition. The alert will not be
sent if an appraisal of the
same appraisal type has already occurred.

Oracle HRMS Alerts

Alert Name and

Description

Recommended
Frequency

Business Benefits

Further Information

HRMS Alert Overlapping Position Incumbency

this alert returns a list of
the recipients subordinates
that are in positions where
there is an unacceptable
position incumbency overlap due to occur.

Daily

Use this alert to warn you

when members of your
workforce are in positions
where there is an unacceptable position incumbency
due to occur. You can then
use this information to correct or update your records.

This alert sends an email

only if it identifies employee assignments that
occupy the same position,
that has a maximum headcount of one and the maximum overlap duration (for
that position) is due to end
between the current date,
and the number of days
ahead, which you indicate
in the PERIOD_EVT_IN_X_DAYS
condition and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition. The alert will not include a position if it has
two or more assignments
assigned to it.

HRMS Alert People Terminating in the Next Week

this alert returns a list of
the recipients terminating
workforce one week before
they leave.

Daily

Use this alert to remind you

to perform any termination
procedures and collect any
company assets.

This alert sends an email

only if it identifies an employees or contingent
workers period of service
or placement is due to end
between the current date,
and the number of days
ahead, which you indicate
in the PERIOD_EVT_IN_X_DAYS
condition, and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition.

Oracle HRMS Alerts

Alert Name and

Description

Recommended
Frequency

Business Benefits

Further Information

HRMS Alert People Returning from Leave of Absence this alert returns a
list of subordinates to the
supervisor who are due to
return from a suspended assignment.

Daily

Use this alert to inform you

of your subordinates return
date.

This alert sends an email if

it identifies active employee assignments that
have a current status of Suspended and a future dated
assignment change between
the current date, and the
number of days ahead,
which you indicate in the
PERIOD_EVT_IN_X_DAYS
condition, and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition with an assignment
status of active.

HRMS Alert Open Vacancies Listing this alert

returns a list of outstanding
vacancies that are assigned
to the recipient.

None

Use this alert to provide

you with a list of outstanding vacancies that are assigned to you and require
an action.

This alert sends an email

only if it identifies active
vacancies.

HRMS Alert Personal

Details Review this alert
returns details of the recipients important personal information.

Biannually

Use this alert to review

your important personal information to ensure it is
correct.

This alert sends an email if

it identifies active employee and contingent
worker primary assignments.

HRMS Alert People

Without a Supervisor this
alert returns a list (to a
nominated user) of all current employees and contingent workers that do not
have a supervisor.

Monthly

Use this alert to ensure that

all workers are assigned to
a supervisor.

This alert sends an email

only if it identifies active
assignments without a direct or valid supervisor.

HRMS Alert Payroll Run

Completed this alert returns a confirmation (to a
nominated user) of the latest successful payroll run.

Daily

Use this alert to confirm a

successful payroll run.

This alert sends an email

only if it identifies payroll
actions that have a status of
complete between the current date, and the number
of days previous, which
you indicate in the PERIOD_EVT_IN_X_DAYS
condition, and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition.

Oracle HRMS Alerts

Alert Name and

Description

Recommended
Frequency

Business Benefits

Further Information

HRMS Alert People

Without Email Addresses
this alert returns a list of the
recipients subordinates
that do not have an email
address.

Monthly

Use this alert to inform you

of any subordinates that do
not have a valid email address. Use this information
to update your records.

This alert sends an email

only if it identifies active
employee and contingent
worker primary assignments that do not have an
email address or have an
incorrectly formatted email
address.

HRMS Alert Training

Attendance Reminder
this alert returns a list of
training events that the recipient or their subordinates are due to attend or
have attended.

Daily

Use this alert to remind you This alert sends an email

of any training events that
only if it identifies active
you or your subordinates
employee or contingent
are due to attend or to inworker delegate assignform you of any training
ments that are due to attend
events that you or your sub- a training event or have
ordinates have attended.
previously attended a training event between the days
you indicate in the PERIOD_EVT_IN_X_DAYS
condition, and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition. A training event will
only be included if it is not
a development event and if
it has not been cancelled.

HRMS Alert Workers

Competencies Expiring
this alert returns a list of
competencies that the recipient and their subordinates
have that are due to expire.

Daily

Use this alert to remind you

of any competencies that
you or your subordinates
have that are due to expire.

This alert sends an email

only if it identifies active
employees or contingent
workers that have competencies that are due to expire between the current
date, and the number of
days ahead, which you indicate in the PERIOD_EVT_IN_X_DAYS
condition, and the number
of days before that, which
you indicate in the PERIOD_RERUN_EVENT_DAYS condition. An email will not be
sent if the competence is
due to restart the day after
it expires.

Using the Alerts

For information on using the alerts see the Oracle Alerts User Guide.

10

Oracle HRMS Alerts

For an example of how to use a HRMS alert, see: Example of Setting up

a HRMS Alert: page 12.
For information on the configurable conditions for the alerts, see:
Conditions of the HRMS Alerts: page 14.

Oracle HRMS Alerts

11

Example of Setting up a HRMS Alert

This topic is an example of the steps you perform to set up the HRMS
Alert Cost Center Listing by Manager.
"

To set up the HRMS Alert Cost Center Listing by Manager:

1.

Query the HRMS Alert Cost Center Listing by Manager in the

Alerts window.

2.

Choose Tools in the menu, and select the Transfer Alert option to
copy the alert.
See: Transferring Alert Definitions in the Oracle Alerts User Guide
for more information on copying an alert.

3.

Ensure you rename the alert and choose the same database in the
Destination Alert region of the Transfer Alert Definition window.
Note: It is important to rename your alerts and to save them to
the same database. This ensures that any changes you make to
the alert are specific to your alert and not the predefined alert.

4.

Choose the Transfer button, close the Transfer Alert Definitions

window and query your copied alert.

5.

Check the Enabled button to enable your alert.

You can check your periodic alerts regardless of the frequency you
define. See: Checking a Periodic Alert in the the Oracle Alerts User
Guide for information on checking your periodic alerts and their
enabled action sets.

6.

Set the frequency to On Day of the Month and enter 1 as the day
number for the alert to run on the first day of every month.
See: Creating a Periodic Alert in the Oracle Alerts User Guide for
more information on setting up the frequency.

7.

Choose the Action Details button to set up the conditions of the

alert. The conditions you set up here specify the scope of the alert.
See: Specifying the Alert Details in the Oracle Alerts User Guide for
more information.

8.

Enter the business group name in the Value field for the
INCLUDE_BUSINESS_GROUP optional condition for which you
want the alert to run.
Warning: You must enter a valid value for the alert to run
successfully. For example, if you enter an invalid business
group name, the alert will not find any information and an
email notification will not be sent.

12

Oracle HRMS Alerts

9.

Change the INCLUDE_CONT_FLAG condition to Y in the Value

field to include contingent workers in the scope of the alert.
Warning: The Value field is case sensitive, you must ensure
that you enter the value as uppercase.

10. Leave the INCLUDE_ORGANIZATION condition blank in the

Value field, as this example wants the alert to include all
organizations within the business group in the scope of the alert.
Note: You can restrict this condition to a specific organization
if you enter an organization name.
11. Leave all other conditions with their default values.
As an additional verification step, you can set the conditions up in
the Alert Details window with the same values as in the Action
Details window, to test your alert to find out if it returns the
number of rows you expect. You use the Run button to test and
verify your alert.
See: Creating a Periodic Alert in the Oracle Alerts User Guide for
more information on verifying your alerts.
This alert now runs on the first day of every month, and sends an
email notification to employees and contingent workers if it
identifies them as current company cost center managers within the
specified business group.

Oracle HRMS Alerts

13

Conditions of the HRMS Alerts

The conditions of the alerts enable you to control the content of the
alert and who receives them. Each alert provides you with a number of
configurable options that you can configure to provide email
notifications to best suit your organizational needs. For example, if you
want to send the HRMS Alert Training Attendance Reminder to the
supervisor of an employee that is due to attend a training course, you
can set the value of the SEND_TO_ASG_SPVSR condition to Y. When
the alert is run, an email notification is sent to the supervisor regarding
the training event.
The table below describes each condition and its default value.
The HRMS Alerts Conditions Table

14

Oracle HRMS Alerts

Condition

Default Values

Description

ALERT_BANK_DETAILS

If set to Y an alert will be raised

when bank details have not been
set for a new hire.

ALERT_GRADE_PLACEMENT_MISSING

If set to Y an alert will be raised

when grade placements have not
been set for a new hire.

ALERT_PAY_METHOD_MISSING

If set to Y an alert will be raised

when the pay method has not
been set for a new hire.

ALERT_PAYROLL_MISSING

If set to Y an alert will be raised

when the payroll has not been set
for a new hire.

ALERT_SALARY_BASIS_MISSING

If set to Y an alert will be raised

when the salary basis has not
been set for a new hire.

ALERT_SALARY_MISSING

If set to Y an alert will be raised

when the bank details have not
been set for a new hire.

ALERT_SUPERVISOR_MISSING

If set to Y an alert will be raised

when a new hire does not have a
supervisor.

DISPLAY_SALARY_AMOUNT

If set to Y the actual salary

amount displays on the alert.

EXCLUDE_CEO

Blank

If set to an employee number, that

employee will be excluded from
the alert, if blank then all employees will be considered within
the scope of the alert.

Condition

Default Values

Description

INCLUDE_ALL_NEW_STARTS

If set to Y an alert will be raised

for all new hires regardless of
whether they have missing details or not.

INCLUDE_BUSINESS_GROUP

Blank

Restricts the alert to a named

business group. If not set, all business groups will display.

INCLUDE_CONT_FLAG

Includes contingent workers

within the scope of the alert.

INCLUDE_EMP_FLAG

Includes employees in the scope

of the alert.

INCLUDE_ORGANIZATION

Blank

Restricts the alert to a named organization. If not set, all organizations will display.

INCLUDE_SECONDARY_ASG

If set to Y an alert will include information for a secondary assignment.

PERIOD_EVT_IN_X_DAYS

Set the alert to X number of days

before or after an event.

PERIOD_RERUN_EVENT_DAYS

Allows a rerun of the alert and

provides an additional configuration option to run the alert for a
period of time rather than a single
day.

*SEND_TO_ASG_PSN

Send alert to the person (with an

assignment) who is the subject of
the alert.

*SEND_TO_ASG_SPVSR

Send alert to the supervisor of the

person (with an assignment) who
is the subject of the alert.

*SEND_TO_NAMED_USER

Send a copy of the alert to the

specified email address.

*SEND_TO_PASG_SPVSR

Send alert to the primary assignment supervisor of the person

who is the subject of the alert.

*SEND_TO_PSN

Send alert to the person who is

the subject of the alert.

*SEND_TO_SUP_PSN

Send alert to the supervisor of the

person who is the subject of the
alert.

Oracle HRMS Alerts

15

Warning: If you set more than one of the *Send_To condition

values to Y, the recipient of the alert may receive duplicate
information in the alert notification.

16

Oracle HRMS Alerts