R

Using Oracle HRMS –

The Fundamentals (US)
RELEASE 11i

November 2001
Using Oracle HRMS – The Fundamentals (US) Release 11i
The part number for this book is A73315–02.
The part number for this set is A77153–02
Copyright E 2001, Oracle Corporation. All rights reserved.
Major Contributors: Mike Bailey, Alison Crabbe, Keith Ekiss, Juliette Fleming, Jeffrey Erickson,
Michael Laverty, Julia Margetson, Janet McCandless, Kathie Patterson, Louise Raffo
Contributors: Martin Bocutt, Dinesh Arora, Mark Rowe, John Woodward, Kevin Kelley
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 Contents

Preface Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
Audience for This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii
How To Use This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii
Do Not Use Database Tools to Modify Oracle
Applications Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi
About Oracle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi
Your Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxii

Chapter 1 Introduction to Oracle HRMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–1

Introduction Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–2
Introduction to Oracle HRMS . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3
Human Resource Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–8
Shared Information in Oracle HRMS . . . . . . . . . . . . . . . . . . . . 1 – 10
Multilingual Oracle HRMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 – 12
Managing Change Over Time . . . . . . . . . . . . . . . . . . . . . . . . . . 1 – 14
Setting Your Effective Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 – 18
Viewing the History of Datetracked Information . . . . . . . . . . 1 – 19
Removing an End Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 – 19

Chapter 2 Organization Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–1

Organization Management Overview . . . . . . . . . . . . . . . . . . . . . . . 2–2
Organization Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–3
Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–4
Location Extra Information Types . . . . . . . . . . . . . . . . . . . . . . 2–4

Contents i
 Representing Employers Using Business Groups . . . . . . . . . 2–6
Single and Multiple Business Groups . . . . . . . . . . . . . . . . . . . 2–7
Defaults for the Business Group . . . . . . . . . . . . . . . . . . . . . . . . 2–7
Adapting and Creating a New Business Group . . . . . . . . . . . 2–8
Setting Up Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–9
Representing Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 11
Government Reporting Entities (GREs) . . . . . . . . . . . . . . . . . . 2 – 12
Organization Classifications . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 16
Levels of Internal Organizations . . . . . . . . . . . . . . . . . . . . . . . . 2 – 19
Creating an Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 21
Entering Organization Classifications . . . . . . . . . . . . . . . . . . . 2 – 23
Entering Additional Information . . . . . . . . . . . . . . . . . . . . . . . 2 – 23
Entering Business Group Information . . . . . . . . . . . . . . . . . . . 2 – 28
Entering Representative Body Information . . . . . . . . . . . . . . . 2 – 29
Business Groups: Entering Budget Value Defaults . . . . . . . . 2 – 29
Business Groups: Selecting a PTO Balance Type . . . . . . . . . . 2 – 30
Business Groups and HR Organizations: Entering Work
Day Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 30
Defining a Default Monthly Payroll for a Business Group . . 2 – 31
GREs: Entering the IRS Identification Number . . . . . . . . . . . 2 – 32
HR Organizations: Entering Costing Information . . . . . . . . . 2 – 32
HR Organizations: Entering Parent Organizations . . . . . . . . 2 – 33
HR Organizations: Entering a Work Schedule . . . . . . . . . . . . 2 – 33
Business Group: Entering EEO Reporting Information . . . . 2 – 34
Entering Constituency Information for a
Representative Body . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 34
Entering Location Information for Constituencies . . . . . . . . . 2 – 35
Entering Organization Hierarchy Information
for Constituencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 35
Entering Organization Information for Constituencies . . . . . 2 – 35
Entering Grade Information for Constituencies . . . . . . . . . . . 2 – 36
Entering Bargaining Unit Information for Constituencies . . 2 – 36
Entering Job Information for Constituencies . . . . . . . . . . . . . 2 – 36
Entering Collective Agreement Grade Information
for Constituencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 37
Entering Trade Union Information for a
Bargaining Association . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 37
Entering EEO–1 and VETS Establishment Data for
Parent Entities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 37
Entering EEO–1 Parent Entity Data . . . . . . . . . . . . . . . . . . . . . 2 – 38
Entering Multiple Worksite Report Parent Entity Data . . . . . 2 – 39
Entering VETS Parent Entity Data . . . . . . . . . . . . . . . . . . . . . . 2 – 39
Finding an Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 40

ii Using Oracle HRMS – The Fundamentals (US)

 Removing and Deleting Organizations . . . . . . . . . . . . . . . . . . 2 – 41
Organization Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 – 41
Creating Organization Hierarchies . . . . . . . . . . . . . . . . . . . . . . 2 – 45
Changing Organization Hierarchies . . . . . . . . . . . . . . . . . . . . . 2 – 47
Deleting Organization Hierarchies . . . . . . . . . . . . . . . . . . . . . . 2 – 48
Running the Organization Hierarchy Report . . . . . . . . . . . . . 2 – 48

Chapter 3 Hierarchy Diagrammers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–1

Hierarchy Diagrammers Overview . . . . . . . . . . . . . . . . . . . . . . . . . 3–2
Viewing and Editing Hierarchy Diagrams . . . . . . . . . . . . . . . 3–2
Launching a Hierarchy Diagrammer . . . . . . . . . . . . . . . . . . . . 3–3
Finding an Organization or Position in the
Hierarchy Diagrammers . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–4
Changing the Appearance of a Hierarchy Diagram . . . . . . . 3–5
Displaying Information about Organizations or Positions . . 3–6
Setting Up a New Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–7
Creating a New Version of an Existing Hierarchy . . . . . . . . . 3–8
Copying an Existing Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . 3–9
Adding Organizations or Positions to a Hierarchy . . . . . . . . 3 – 10
Removing Organizations or Positions From a Hierarchy . . . 3 – 10
Moving Organizations or Positions in a Hierarchy . . . . . . . . 3 – 11
Menu and Toolbar Commands . . . . . . . . . . . . . . . . . . . . . . . . . 3 – 12

Chapter 4 Enterprise Modeling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–1

Enterprise Modeling Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–2
Enterprise Modeling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–4
Jobs and Positions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–6
Position Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–9
Position Management Decisions . . . . . . . . . . . . . . . . . . . . . . . . 4 – 13
Position Hiring Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 14
Job and Position Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 16
Jobs and Position Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 16
Position Extra Information Types . . . . . . . . . . . . . . . . . . . . . . . 4 – 17
Project Based Enterprises Example . . . . . . . . . . . . . . . . . . . . . . 4 – 18
Rule Based Enterprises Example . . . . . . . . . . . . . . . . . . . . . . . 4 – 22
Hybrid Enterprise Structures Example . . . . . . . . . . . . . . . . . . 4 – 25
Contract Staff and Other Non–Standard
Assignments Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 27
Creating a Job Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 27
Defining a Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 28
Defining a Position . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 30

Contents iii
 Defining a Position with a Position Transaction . . . . . . . . . . . 4 – 36
Copying a Position . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 38
Updating Positions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 43
Finding a Position . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 47
Viewing Position Occupancy . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 49
Viewing Transaction History . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 49
Position Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 51
Creating a Position Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 53
Creating a New Version of a Position Hierarchy . . . . . . . . . . 4 – 54
Copying an Existing Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 54
Deleting a Position Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 54
Changing a Position Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 55
Running the Position Hierarchy Report . . . . . . . . . . . . . . . . . 4 – 56
Business Group Reorganization . . . . . . . . . . . . . . . . . . . . . . . . 4 – 56
Reorganize your Business Group . . . . . . . . . . . . . . . . . . . . . . . 4 – 58
Describing Your Mass Move . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 58
Identifying Your Source Positions . . . . . . . . . . . . . . . . . . . . . . 4 – 59
Identifying Your Target Positions . . . . . . . . . . . . . . . . . . . . . . . 4 – 60
Verifying the Transfer of Assignments for Each
Source Position . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 61
Verifying or Adding Valid Grades for Each
Target Position . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 62
Executing the Mass Move . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 63
Reviewing the Mass Move . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 63
Re–executing a Mass Move . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 64
Grades and Grade Structures . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 65
Grade Relationships to Compensation and Benefits . . . . . . . 4 – 67
Grade Rates to Relate Pay to Grades . . . . . . . . . . . . . . . . . . . . 4 – 68
Pay Scales to Relate Pay to Grades . . . . . . . . . . . . . . . . . . . . . . 4 – 70
Defining a Grade . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 72
Deleting Grades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 72
Defining a Grade Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 73
Viewing Grade Comparatios . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 73
Defining a Pay Scale . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 74
Defining Scale Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 75
Relating Grades to Progression Points . . . . . . . . . . . . . . . . . . . 4 – 76
Placing an Employee on a Grade Step . . . . . . . . . . . . . . . . . . . 4 – 76
Incrementing Grade Step Placements . . . . . . . . . . . . . . . . . . . 4 – 77
Running the Current and Projected Progression Point
Values Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 – 78
Running the Employee Increment Results Report . . . . . . . . . 4 – 78
Entering a Collective Agreement . . . . . . . . . . . . . . . . . . . . . . . 4 – 79

iv Using Oracle HRMS – The Fundamentals (US)

 Setting up Collective Agreement Grades . . . . . . . . . . . . . . . . . 4 – 80
Entering Collective Agreement Grades . . . . . . . . . . . . . . . . . . 4 – 80

Chapter 5 Payroll Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–1

Payroll Definition Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–2
Payroll Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–3
Other Employee Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–4
Available Payment Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–5
Database Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–5
Process Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–7
Defining a Payment Method . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–8
Defining Consolidation Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–8
Creating a Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–9
Deleting Payrolls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 – 11
Entering NACHA Tape Data for GREs . . . . . . . . . . . . . . . . . . 5 – 11
Defining Dynamic Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 – 12
Grouping Dynamic Triggers into Legislative
Functional Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 – 14
Setting up the TIAA-CREF Interface . . . . . . . . . . . . . . . . . . . . 5 – 15
Maintaining Process Parameters . . . . . . . . . . . . . . . . . . . . . . . . 5 – 16

Chapter 6 Cost Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–1

Cost Analysis Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–2
Cost Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–2
Labor Costs in Oracle HRMS . . . . . . . . . . . . . . . . . . . . . . . . . . . 6–3
Labor Cost Allocation Example . . . . . . . . . . . . . . . . . . . . . . . . 6–4
Data Costed at the Payroll Level . . . . . . . . . . . . . . . . . . . . . . . . 6–5
Data Costed at the Element Link Level . . . . . . . . . . . . . . . . . . 6–5
Employer Charge Distribution Example . . . . . . . . . . . . . . . . . 6–7
Data Costed at the Organization and Assignment Levels . . 6–9
The Cost Allocation Key Flexfield . . . . . . . . . . . . . . . . . . . . . . 6 – 10
Setup of the Cost Allocation Key Flexfield . . . . . . . . . . . . . . . 6 – 11
The Oracle HRMS Cost Allocation Key Flexfield Example . 6 – 13
Data Costed at the Element Entry Level . . . . . . . . . . . . . . . . . 6 – 15
Costing for Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 – 15
Costing All Taxes by Tax Type . . . . . . . . . . . . . . . . . . . . . . . . . . 6 – 16
Costing State and Local Taxes by Jurisdiction . . . . . . . . . . . . 6 – 17
Running the Costing Process . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 – 19
Running the Cost Breakdown Report . . . . . . . . . . . . . . . . . . . 6 – 20
Mapping Cost Allocation to the Accounting Flexfield . . . . . 6 – 20

Contents v
 Running the Transfer to GL Process . . . . . . . . . . . . . . . . . . . . . 6 – 21
Entering Adjustments to Costed Employee Tax Balances . . . 6 – 22

Chapter 7 Workers’ Compensation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7–1

Overview of Workers Compensation in Oracle HRMS . . . . . . . . 7–2
How are Workers Compensation Premiums Calculated in
Oracle HRMS? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7–2
How are Workers Compensation Insurance
Rates Calculated? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7–3
How do Surcharges and Rebates Affect my
Companies Insurance Rate? . . . . . . . . . . . . . . . . . . . . . . . . . 7–4
How is Overtime Pay Affected by Workers Compensation? 7–5
Can I Change a Workers Compensation Code for
an Employee? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7–5
Workers Compensation in Oracle Payroll . . . . . . . . . . . . . . . . 7–6
Payroll Exposure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7–6
WC Code Overrides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7–7
Default Workers’ Compensation Code Mapping . . . . . . . . . . 7–7
WC Elements and Formulas in Oracle Payroll . . . . . . . . . . . . 7–7
Calculating Employer and Employee Contributions . . . . . . . 7–9
Creating Default Workers’ Compensation Code Mapping . . 7 – 10
Setup Steps for Workers’ Compensation Calculations . . . . . 7 – 11
Exempting Employees from Workers’ Compensation . . . . . 7 – 12
Associating WC Codes with Rates . . . . . . . . . . . . . . . . . . . . . . 7 – 12
Entering WC Codes, Payroll Exposure Rules
and Surcharges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 – 13
Entering a WC Override Code . . . . . . . . . . . . . . . . . . . . . . . . . 7 – 14

Chapter 8 Government Mandated HR Reporting . . . . . . . . . . . . . . . . . . . . . 8–1

Overview of Government Mandated Reporting in
Oracle HRMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8–2
Introduction to US Government–Mandated Reporting in
Oracle HRMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8–2
Reporting Categories and Statuses . . . . . . . . . . . . . . . . . . . . . . 8–3
Reporting Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8–3
Establishment Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8–3
Varieties of Establishment Hierarchies . . . . . . . . . . . . . . . . . . . 8–5
The Single–Establishment Hierarchy . . . . . . . . . . . . . . . . . . . . 8–5
Multi–Establishment Hierarchies . . . . . . . . . . . . . . . . . . . . . . . 8–6
Preparing for Government–Mandated HR Reporting . . . . . . 8–7
Registration of Reporting Categories and Statuses . . . . . . . . 8–7
Setting Up Reporting Organizations . . . . . . . . . . . . . . . . . . . . 8–8

vi Using Oracle HRMS – The Fundamentals (US)

Example Multi–Establishment Hierarchies . . . . . . . . . . . . . . . 8–8
Setup Steps for AAP Reporting . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 10
Setup Steps for ADA Reporting . . . . . . . . . . . . . . . . . . . . . . . . 8 – 11
Setup Steps for OSHA Reporting . . . . . . . . . . . . . . . . . . . . . . . 8 – 12
Registering Reporting Categories . . . . . . . . . . . . . . . . . . . . . . . 8 – 12
Registering Reporting Statuses . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 13
Define Reporting Establishments to Represent
Corporate Headquarters . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 13
Set Up Establishment Hierarchies . . . . . . . . . . . . . . . . . . . . . . 8 – 14
Put Subordinate Reporting Organizations in Hierarchies . . 8 – 15
Enter Establishment Overrides . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 16
Define Lines of Progression for Jobs . . . . . . . . . . . . . . . . . . . . . 8 – 16
Establishments and Generic Hierarchies . . . . . . . . . . . . . . . . . 8 – 17
Example Setups Using Generic Hierarchies . . . . . . . . . . . . . . 8 – 20
Setup Steps for EEO–1 Reporting . . . . . . . . . . . . . . . . . . . . . . . 8 – 21
Setup Steps for EEO4 and EEO5 Reporting . . . . . . . . . . . . . . 8 – 22
Setup Steps for VETS–100 Reporting . . . . . . . . . . . . . . . . . . . . 8 – 23
Creating an Establishment Hierarchy . . . . . . . . . . . . . . . . . . . 8 – 24
Copying an Establishment Hierarchy . . . . . . . . . . . . . . . . . . . 8 – 25
Associating Jobs with EEO Job Categories . . . . . . . . . . . . . . . 8 – 26
Equal Employment Opportunity (EEO–1) Reporting . . . . . . 8 – 27
Obtaining EEO Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 28
Data for EEO Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 29
Submit EEO Standard Form 100 . . . . . . . . . . . . . . . . . . . . . . . . 8 – 31
Running the EEO4 Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 33
Running the EEO5 Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 33
AAP (Affirmative Action Plan) Reporting . . . . . . . . . . . . . . . 8 – 34
AAP Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 35
AAP Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 36
Data for AAP Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 36
Example AAP Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 36
Set Up AAP Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 38
Create AAP Establishment Hierarchies . . . . . . . . . . . . . . . . . . 8 – 38
Associate Jobs with AAP Reporting Information . . . . . . . . . . 8 – 39
Obtain AAP Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 39
VETS–100 Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 40
Data for VETS–100 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 41
Obtain VETS–100 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 42
Registering Employees as Disabled . . . . . . . . . . . . . . . . . . . . . 8 – 45
ADA (Americans with Disabilities Act) Reporting . . . . . . . . 8 – 45
Enter Information about Disabilities . . . . . . . . . . . . . . . . . . . . 8 – 46
Enter Requests for Disability Accommodation . . . . . . . . . . . . 8 – 47

Contents vii
 Obtain ADA Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 48
OSHA (Occupational Safety and Health Act) Reporting . . . 8 – 48
OSHA Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 49
OSHA Categories of Illness . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 50
Entering Information about Work–related Injury or Illness . 8 – 50
Obtain OSHA Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 – 52

Chapter 9 Windows and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A – 1

Windows and their Navigation Paths . . . . . . . . . . . . . . . . . . . . . . . A – 2
Reports and Processes in Oracle HRMS . . . . . . . . . . . . . . . . . . . . . A – 61

Glossary

Index

viii Using Oracle HRMS – The Fundamentals (US)

Reader’s Comment Form
Using Oracle HRMS –– The Fundamentals (US) Release 11i
A73315–02
Oracle Corporation welcomes your comments and suggestions on the quality and usefulness
of this publication. Your input is an important part of the information we use for revision.
• Did you find any errors?
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Preface

Preface xi
Audience for This Guide
Welcome to Release 11i of Using Oracle HRMS – The Fundamentals (US).
This guide assumes you have a working knowledge of the following:
• The principles and customary practices of your business area.
• Oracle Human Resources Management Systems
If you have never used Oracle Human Resources Management
Systems, Oracle suggests you attend one or more of the Oracle
Human Resources Management Systems training classes
available through Oracle University.
• The Oracle Applications graphical user interface.
To learn more about the Oracle Applications graphical user
interface, read the Oracle Applications User’s Guide.
See Other Information Sources for more information about Oracle
Applications product information.

How To Use This Guide

This guide contains the information you need to understand and use
Oracle HRMS.
• Chapter 1 introduces the major features of Oracle HRMS. It also
describes the human resource model, how information is shared
in Oracle HRMS and how to manage Oracle HRMS in different
languages. It also describes how to use your documentation and
online help.
• Chapter 2 explains how you represent all the different
organizations that make up your enterprise.
• Chapter 3 describes how to graphically view and create
hierarchy diagrams for organizations and positions using Oracle
HRMS Hierarchy Diagrammers.
• Chapter 4 explains how you can customize Oracle HRMS so that
it accurately reflects the organizations of work and managements
of people with the enterprise. It explains how you can model the
jobs, positions and grades to reflect the structures and cultures
within your enterprise.

xii Using Oracle HRMS – The Fundamentals (US)

 • Chapter 5 explains how you define payrolls. You define as many
payrolls as you require to meet the pay policies of your
enterprise.
• Chapter 6 explains how you can enter labor costs associated with
your employees. Using Oracle Payroll, you can automatically
accumulate these costs.
• Chapter 7 discusses mandatory government reporting.
• Chapter 8 discusses how Oracle HRMS handles Workers
Compensation (WC) programs. How you associate your jobs
with state WC work classification codes, and how to further
associate these codes with state WC premium rates.
• Appendix A lists the default navigation paths for all the
windows and reports in Oracle HRMS for the US, as they are
supplied.
Note: HRMS Implementation Steps are included in
Implementing Oracle HRMS, rather than in this User Guide.

Documentation Accessibility
Our goal is to make Oracle products, services, and supporting
documentation accessible, with good usability, to the disabled
community. To that end, our documentation includes features that
make information available to users of assistive technology. This
documentation is available in HTML format, and contains markup to
facilitate access by the disabled community. Standards will continue to
evolve over time, and Oracle Corporation is actively engaged with
other market–leading technology vendors to address technical
obstacles so that our documentation can be accessible to all of our
customers. For additional information, visit the Oracle Accessibility
Program web site at http://www.oracle.com/accessibility/.
Accessibility of Code Examples in Documentation
JAWS, a Windows screen reader, may not always correctly read the
code examples in this document. The conventions for writing code
require that closing braces should appear on an otherwise empty line;
however, JAWS may not always read a line of text that consists solely
of a bracket or brace.
Accessibility of Links to External Web Sites in Documentation
This documentation may contain links to web sites of other companies
or organizations that Oracle Corporation does not own or control.

Preface xiii
 Oracle Corporation neither evaluates nor makes any representations
regarding the accessibility of these web sites.

Other Information Sources

You can choose from many sources of information, including online
documentation, training, and support services, to increase your
knowledge and understanding of Using OracleR HRMS –
The Fundamentals (US).
If this guide refers you to other Oracle Applications documentation,
use only the Release 11i versions of those guides.

Online Documentation
All Oracle Applications documentation is available online (HTML and
PDF).
• Online Help – The new features section in the HTML help
describes new features in 11i. This information is updated for
each new release of Oracle HRMS. The new features section also
includes information about any features that were not yet
available when this guide was printed. For example, if your
administrator has installed software from a mini–pack as an
upgrade, this document describes the new features. Online help
patches are available on Metalink.
• 11i Features Matrix – This document lists new features available
by patch and identifies any associated new documentation. The
new features matrix document is available on Metalink.
• Readme File– Refer to the readme file for patches that you have
installed to learn about new documentation or documentation
patches that you can download.

Related User’s Guides

Using OracleR HRMS – The Fundamentals (US) shares business and
setup information with other Oracle Applications products. Therefore,
you may want to refer to other user guides when you set up and use
Using OracleR HRMS – The Fundamentals (US).
You can read the guides online by choosing Library from the
expandable menu on your HTML help window, by reading from the
Oracle Applications Document Library CD included in your media

xiv Using Oracle HRMS – The Fundamentals (US)

 pack, or by using a Web browser with a URL that your system
administrator provides.
If you require printed guides, you can purchase them from the Oracle
store at http://oraclestore.oracle.com.

Guides Related to All Products

Oracle Applications User’s Guide

This guide explains how to enter data, query, run reports, and navigate
using the graphical user interface (GUI) available with this release of
Oracle HRMS (and any other Oracle Applications products). This guide
also includes information on setting user profiles, as well as running
and reviewing reports and concurrent processes.
You can access this user’s guide online by choosing ”Getting started
with Oracle Applications” from any Oracle Applications help file.

Oracle Alert User’s Guide

This guide explains how to define periodic and event alerts to monitor
the status of your Oracle Applications data.

Oracle Applications Developer’s Guide

This guide contains the coding standards followed by the Oracle
Applications development staff. It describes the Oracle Application
Object Library components needed to implement the Oracle
Applications user interface described in the Oracle Applications User
Interface Standards for Forms–Based Products. It also provides information
to help you build your custom Oracle Forms Developer 6i forms so that
they integrate with Oracle Applications.

Oracle Applications User Interface Standards for Forms–Based

Products
This guide contains the user interface (UI) standards followed by the
Oracle Applications development staff. It describes the UI for the
Oracle Applications products and how to apply this UI to the design of
an application built by using Oracle Forms.

Preface xv
Guides Related to This Product

Using Oracle HRMS – The Fundamentals

Use this guide to learn about representing your enterprise on your
application. This includes setting up your organization hierarchy,
recording details about jobs and positions within your enterprise,
defining a payroll, and also how to manage your costs.

Managing Your Workforce Using Oracle HRMS

Use this guide to learn about all aspects of managing your workforce.
This includes how to represent your workforce on your application,
recruiting new employees and developing their careers, and also
defining and managing budgets.

Running Your Payroll Using Oracle HRMS

This user guide provides information about wage attachments, taxes
and social insurance, the payroll run, and other processes.

Managing Total Compensation Using Oracle HRMS

Use this guide to learn about setting up the application to store and
process information on your total compensation package, including
salary administration, other earnings, deductions, benefits, absence
management and PTO accrual plans.

Configuring, Reporting and System Administration in Oracle HRMS

This guide provides information about extending and configuring
Oracle HRMS, managing security, auditing, information access, and
letter generation.

Implementing Oracle HRMS

This guide explains the setup procedures you need to carry out in order
to successfully implement Oracle HRMS in your enterprise.

Implementing Oracle Self–Service Human Resources (SSHR)

This guide provides information about setting up the self–service
human resources management functions for managers and employees.
Managers and employees can then use an intranet and Web browser to

xvi Using Oracle HRMS – The Fundamentals (US)

have easy and intuitive access to personal information and career
management functionality.

Using Oracle FastFormula

This guide provides information about writing, editing, and using
formulas to configure your system. Oracle FastFormula provides a
simple way to write formulas using English words and basic
mathematical functions. For example, Oracle FastFormula enables you
to specify elements in payroll runs or create rules for PTO and accrual
plans.

Using Oracle Training Administration (OTA)

This guide provides information about how to set up and use Oracle
Training Administration to facilitate your training and certification
business.

Using Oracle SSP/SMP

This guide provides information about setting up and using Oracle
SSP/SMP to meet your statutory sick pay and statutory maternity pay
obligations.

Using Application Data Exchange

This guide provides information about using Application Data
Exchange to view HRMS data with desktop tools, and upload revised
data to your application.

Oracle Business Intelligence System Implementation Guide

This guide provides information about implementing Oracle Business
Intelligence (BIS) in your environment.

BIS User Guide 11i

This guide is provided as online help only from the BIS application and
includes information about intelligence reports, Discoverer workbooks,
and the Performance Management Framework.

Preface xvii
 Using Oracle Time Management
This guide provides information about capturing work patterns such as
shift hours so that this information can be used by other applications
such as General Ledger.

Installation and System Administration

Oracle Applications Concepts

This guide provides an introduction to the concepts, features,
technology stack, architecture, and terminology for Oracle Applications
Release 11i. It provides a useful first book to read before an installation
of Oracle Applications. This guide also introduces the concepts behind
Applications–wide features such as Business Intelligence (BIS),
languages and character sets, and Self–Service Web Applications.

Installing Oracle Applications

This guide provides instructions for managing the installation of Oracle
Applications products. In Release 11i, much of the installation process
is handled using Oracle Rapid Install, which minimizes the time to
install Oracle Applications and the Oracle8 technology stack, and the
Oracle8i Server technology stack by automating many of the required
steps. This guide contains instructions for using Oracle Rapid Install
and lists the tasks you need to perform to finish your installation. You
should use this guide in conjunction with individual product user’s
guides and implementation guides.

Upgrading Oracle Applications

Refer to this guide if you are upgrading your Oracle Applications
Release 10.7 or Release 11.0 products to Release 11i. This guide
describes the upgrade process and lists database and product–specific
upgrade tasks. You must be either at Release 10.7 (NCA, SmartClient,
or character mode) or Release 11.0, to upgrade to Release 11i. You
cannot upgrade to Release 11i directly from releases prior to 10.7.

Maintaining Oracle Applications

Use this guide to help you run the various AD utilities, such as
AutoUpgrade, AutoPatch, AD Administration, AD Controller, AD
Relink, License Manager, and others. It contains how–to steps,
screenshots, and other information that you need to run the AD

xviii Using Oracle HRMS – The Fundamentals (US)

 utilities. This guide also provides information on maintaining the
applications file system and database.

Oracle Applications System Administrator’s Guide

This guide provides planning and reference information for the Oracle
Applications System Administrator. It contains information on how to
define security, customize menus and online help, and manage
concurrent processing.

Other Implementation Documentation

Oracle Applications Product Update Notes

Use this guide as a reference for upgrading an installation of Oracle
Applications. It provides a history of the changes to individual Oracle
Applications products between Release 11.0 and Release 11i. It includes
new features, enhancements, and changes made to database objects,
profile options, and seed data for this interval.

Multiple Reporting Currencies in Oracle Applications

If you use the Multiple Reporting Currencies feature to record
transactions in more than one currency, use this manual before
implementing Oracle HRMS. This manual details additional steps and
setup considerations for implementing Oracle HRMS with this feature.

Multiple Organizations in Oracle Applications

If you use the Oracle Applications Multiple Organization Support
feature to use multiple sets of books for one Oracle HRMS installation,
this guide describes all you need to know about setting up and using
Oracle HRMS with this feature.

Oracle Workflow Guide

This guide explains how to define new workflow business processes as
well as customize existing Oracle Applications–embedded workflow
processes. You also use this guide to complete the setup steps necessary
for any Oracle Applications product that includes workflow–enabled
processes.

Preface xix
 Oracle Applications Flexfields Guide
This guide provides flexfields planning, setup, and reference
information for the Using OracleR HRMS – The Fundamentals (US)
implementation team, as well as for users responsible for the ongoing
maintenance of Oracle Applications product data. This manual also
provides information on creating custom reports on flexfields data.

Oracle Technical Reference Manuals

The technical reference guides are now available in electronic format
only. You can now access technical reference manuals for any Oracle
Applications product you have licensed.

Oracle Manufacturing and Distribution Open Interfaces Manual

This manual contains up–to–date information about integrating with
other Oracle Manufacturing applications and with your other systems.
This documentation includes open interfaces found in Oracle
Manufacturing.

Oracle Applications Message Reference Manual

This manual describes all Oracle Applications messages. This manual is
available in HTML format on the documentation CD–ROM for Release
11i.

Training and Support

Training
Oracle offers a complete set of training courses to help you and your
staff master Oracle HRMS and reach full productivity quickly. These
courses are organized into functional learning paths, so you take only
those courses appropriate to your job or area of responsibility.
You have a choice of educational environments. You can attend courses
offered by Oracle University at any one of our many Education
Centers, you can arrange for our trainers to teach at your facility, or
you can use Oracle Learning Network, Oracle University’s online
education utility. In addition, Oracle Training professionals can tailor
standard courses or develop custom courses to meet your needs. For
example, you may want to use your organization structure,
terminology, and data as examples in a customized training session
delivered at your own facility.

xx Using Oracle HRMS – The Fundamentals (US)

 Support
From on–site support to central support, our team of experienced
professionals provides the help and information you need to keep
Using OracleR HRMS – The Fundamentals (US) working for you. This
team includes your Technical Representative, Account Manager, and
Oracle’s large staff of consultants and support specialists with expertise
in your business area, managing an Oracle8i server, and your hardware
and software environment.

Do Not Use Database Tools to Modify Oracle Applications Data

Oracle STRONGLY RECOMMENDS that you never use SQL*Plus,
Oracle Data Browser, database triggers, or any other tool to modify
Oracle Applications data unless otherwise instructed.
Oracle provides powerful tools you can use to create, store, change,
retrieve, and maintain information in an Oracle database. But if you use
Oracle tools such as SQL*Plus to modify Oracle Applications data, you
risk destroying the integrity of your data and you lose the ability to
audit changes to your data.
Because Oracle Applications tables are interrelated, any change you
make using an Oracle Applications form can update many tables at
once. But when you modify Oracle Applications data using anything
other than Oracle Applications, you may change a row in one table
without making corresponding changes in related tables. If your tables
get out of synchronization with each other, you risk retrieving
erroneous information and you risk unpredictable results throughout
Oracle Applications.
When you use Oracle Applications to modify your data, Oracle
Applications automatically checks that your changes are valid. Oracle
Applications also keeps track of who changes information. If you enter
information into database tables using database tools, you may store
invalid information. You also lose the ability to track who has changed
your information because SQL*Plus and other database tools do not
keep a record of changes.

About Oracle
Oracle Corporation develops and markets an integrated line of
software products for database management, applications

Preface xxi
 development, decision support and office automation, as well as Oracle
Applications, an integrated suite of more than 160 software modules
for financial management, supply chain management, manufacturing,
project systems, human resources and customer relationship
management.
Oracle products are available for mainframes, minicomputers, personal
computers, network computers and personal digital assistants,
allowing organizations to integrate different computers, different
operating systems, different networks, and even different database
management systems, into a single, unified computing and information
resource.
Oracle is the world’s leading supplier of software for information
management, and the world’s second largest software company. Oracle
offers its database, tools, and application products, along with related
consulting, education and support services, in over 145 countries
around the world.

Your Feedback
Thank you for using Using OracleR HRMS – The Fundamentals (US)
and this user’s guide.
Oracle values your comments and feedback. This guide contains a
Reader’s Comment Form you can use to explain what you like or
dislike about Using OracleR HRMS – The Fundamentals (US) or this
user’s guide. Mail your comments to the following address or call us
directly at (650) 506–7000.
Oracle Applications Documentation Manager
Oracle Corporation
500 Oracle Parkway
Redwood Shores, CA 94065
U.S.A.
Or, send electronic mail to [email protected].

xxii Using Oracle HRMS – The Fundamentals (US)

CHAPTER

1 Introduction to Oracle
HRMS

Introduction to Oracle HRMS 1–1

Introduction Overview
All your Oracle HRMS applications have a single source of information
because they share the same tables within the Oracle database. This
eliminates data redundancy, reduces the possibility of conflicting data
in different databases and creates a consistent, complete and reliable
picture of every employee.
To help you understand how Oracle HRMS uses the Oracle database,
you need to be familiar with the following key concepts:
• Human Resource Model: You can define your own human
resource model to reflect your enterprise’s structures and
policies. This information model lets you record the personal,
work, and pay information for all the people you want to hold
and process.
• Shared Information in Oracle HRMS: Oracle Human Resources
and Oracle Payroll are available for purchase together as the
components of a closely integrated human resources
management system. This system combines Oracle Human
Resources and Oracle Payroll windows under a single menu
structure, sharing windows and underlying tables wherever
possible to eliminate redundant data entry, maintenance and
storage.
• How To Use Your Documentation and Online Help: There are
many different activities which make up a successful strategic,
value–added human resource management system. All these
activities can be grouped into an interrelated cycle of events. To
help you set up and manage your system, each event in the cycle
is explained in the volumes of your Oracle HRMS User’s Guide
and the online help.
• Multilingual Oracle HRMS: Oracle HRMS enables you to
manage information in a wide variety of languages. To enable
you to do this Oracle HRMS provides you with:
– Multiple address styles
– National identifiers (such as social security numbers)
validated against the format required in each country
– Legislation specific date formatting
– Translatable information
– Multilingual reports
• Managing Change Over Time: A key requirement for any
enterprise is the ability to manage change confidently and

1–2 Using Oracle HRMS – The Fundamentals (US)

 effectively. Typical enterprise changes include corporate
restructuring, departmental reorganization, mergers and
de–mergers of companies, centralization or decentralization of
control and decision making, employee development and
turnover. In Oracle HRMS, you can change each of the major
parts of your enterprise model without having to redefine the
other parts.

Introduction to Oracle HRMS

Oracle Human Resource Management Systems (HRMS) enables you to
achieve a well managed human resource system, turning HR
management into a strategic advantage.

What is Human Resource Management?

Today, the most successful enterprises continuously review and
improve their business functions, searching for new ways to streamline
processes to make them more effective and to use them to gain
competitive advantage. Human Resource Management is responsible
for addressing the workforce aspect of this continuous improvement.

How has the role of Human Resource Management changed?

Human resource management was originally an administrative and
welfare role within an enterprise. This often included recruitment and
record–keeping functions.
This role was primarily reactive in nature. Human Resources responded
to the needs of both managers and employees, but did not anticipate
them.
In the last few decades, human resource management has evolved and
assumed a more proactive role, from automated processing, to the
provision of a new level of strategic value.

Why is Human Resource Management important?

The people within your enterprise produce the goods and provide the
services that fuel your enterprise. At the same time, the human cost is
often the biggest cost a company incurs. Well managed human
resources directly improve your enterprise and contribute to a
competitive advantage.

Introduction to Oracle HRMS 1–3

 If your enterprise has strategic, value added human resource
management you will hire, motivate and retain the most capable
workforce. You will have the ability to engage employees and line
managers directly in managing their skills and careers to your
enterprise’s advantage. Furthermore, you will have accurate,
up–to–date workforce information for managers and executives.

What applications comprise the Oracle HRMS family suite?

Oracle HRMS consists of the following applications. These are all
separate products powerfully integrated into one application family.
• Oracle Human Resources
• Oracle Payroll
• Oracle Advanced Benefits
• Oracle Self–Service Human Resources (SSHR)
When the term HRMS is used, it refers to this integrated set of
applications.

Applications Related to the Oracle HRMS family suite

There are other applications related to the Oracle HRMS family suite:
• Oracle Training Administration
• Application Data Exchange and Hierarchy Diagrammers
• Statutory Sick Pay and Statutory Maternity Pay (UK only)
• Oracle Time Management
• Oracle Business Intelligence System
Individual user guides provide information on these other products.

What is 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

1–4 Using Oracle HRMS – The Fundamentals (US)

 • Perform career management functions relating to the definition
of competencies, assessments, suitability matching, graphical
ranking and succession planning
• Administer and maintain benefits plans, coverage levels and
contribution allocations
• Manage salary proposals and approve these by component
• Use spreadsheets to export compensation and benefit details for
comparison with external survey figures
Oracle Human Resources provides the shortest route to fast, smart
human resource management.

What is Oracle Payroll?

Oracle Payroll is a high–performance, rule based payroll management
system designed to keep pace with changing enterprises and workforce
needs.
Payroll managers require a solution to address unique requirements
and offer complex calculations without losing the benefits of a standard
supported package. Oracle Payroll offers that capability via a unique,
data driven approach that enables the definition and management of
diverse payroll requirements.
Among its many capabilities, Oracle Payroll delivers the power to:
• Process many payrolls quickly and easily in a single day
• Define comprehensive personal payment methods
• Quickly create complex calculation rules such as union overtime
without programming
• Efficiently check, double check and reconcile payrolls
• Make retroactive adjustments to past earnings or deductions
• Examine employee payment histories at any time
• Track and monitor employee costs via online access to payroll
data
• Disburse in multiple currencies
• Transfer payroll information to the general ledger and to other
accounting systems, including project costing systems
• Report on payroll results to the tax office and company
executives
• Maintain full security and integrity of payroll information,
including historical information

Introduction to Oracle HRMS 1–5

 • Enable access to information when required for inquiries and
responses to pay queries
Oracle Payroll enables fast, flexible and accurate payroll processing
from time capture to ledger costing.

What is meant by separate vs. integrated Oracle HRMS systems?

Traditionally, human resources and payroll departments have often
held and managed human resource information in separate, duplicate
systems.
Over time there has been a greater demand for more unified
information management derived from both human resource and
payroll sources.
One solution to this has been to develop interface products, that enable
technical specialists to transfer data between the two systems. Oracle
HRMS, however, provides an integrated system that both functions can
genuinely share with full security and control of access by
responsibility.
This system is flexible enough to be implemented for use in a human
resources only or a payroll only environment. In each case you have
access to the full range of functionality associated with human
resources or payroll.

What is Oracle Advanced Benefits?

In addition to the powerful compensation and benefit functionality
included in Oracle Human Resources, Oracle also offers Oracle
Advanced Benefits. Oracle Advanced Benefits enables the setup and
administration of a complete benefits offering for enterprises managing
their own benefits administration.
Oracle Advanced Benefits delivers the following key functions:
• Pre and post–enrollment communications
• Web and interactive voice response (IVR) enrollment for cafeteria
and exceptions
• Default and mass enrollments
• Enrollment process monitoring
• Life event management (for example, new hires, transfers,
relocations or age changes)
• Web–based what–if eligibility analysis
• Flexibility spending account claims processing and reporting

1–6 Using Oracle HRMS – The Fundamentals (US)

 Oracle Advanced Benefits provides a total compensation framework,
setting the stage for exciting and new compensation solutions.

What is Oracle Self–Service Human Resources (SSHR)

SSHR provides self–service human resource management for managers
and employees. Using an intranet and a web browser employees and
their managers now have easy to use and intuitive access to personal
data and career management functionality.
Oracle Workflow is used extensively in SSHR. SSHR uses Workflow to
manage the flow of information between employees and management.
The workflow engine is used for business process transactions and can
route decision making through approval chains. For example, an
employee may apply for a job using the Apply for a Job function and
through a management approvals process be informed and accepted
into a job.
The workflow engine is also used to modify and configure much of
SSHR.
Using SSHR you can:
• Manage careers
This includes appraising employee’s competencies, matching a
person to a job or position by competence and planning
succession.
• Perform web based recruitment using ’Candidate Offers’
Candidate offers enables you to perform web based recruitment.
Managers can seek approval for an appointment then advise job
applicants, by letter, that they have been successful. This
function is offered with its own responsibilities.
See: Oracle Self–Service Human Resources, Implementing Oracle
Self–Service Human Resources (SSHR).

Is Oracle HRMS a Multilingual, Global Application?

Yes. Oracle HRMS offers the best of both worlds in the same
installation. Oracle provides non–legislative information common
across all countries, plus localized information specific to each country.
Oracle also enables you to run HRMS in more than one language on a
single database. This enables you to enter and report on information
using more than one language. For example, your base, or source
language, could be French, but you could also install German and

Introduction to Oracle HRMS 1–7

 English. You would then be able to enter and produce reports in
French, German and English.

Human Resource Model

The human resource model is both flexible and adaptable. It is flexible,
so that you can reflect the needs of different companies, or different
groups within the same company. It is adaptable, so that you can easily
change the basic model as your enterprise changes.
Figure 1 – 1 Modeling Human Resource Information

People
In Oracle HRMS, you can hold information about current and former
employees, applicants, external contacts such as contractors, and
employee contacts such as relatives and dependents.

1–8 Using Oracle HRMS – The Fundamentals (US)

 In addition to standard information such as addresses, nationality,
interview records, qualifications, and absence information, you can
define any other special information you need to hold for people. For
example, you can define what information to hold on medical history,
previous employment, or outside interests.
You can also record employment information, such as hours of work
and work choices.
Oracle HRMS holds one integrated set of employee–related
information. Payroll users access the parts of this information they
require, while enterprise business rules determine who is responsible
for entering and maintaining it.

Work Structures
Work structures represent the different ways in which employees can
work within your enterprise. They provide the framework for defining
the work assignments of your employees. They enable you to manage
the information about your enterprise that is independent of your
employees. You can also think of work structures as representing the
organizational units of your enterprise. The Business Group is the
largest unit and represents your enterprise as a whole.
The work structures include your internal organizations (such as
departments or divisions), payrolls, jobs or positions, grading
structures, and any special employee groupings that you use in your
enterprise.
There is one integrated set of work structures for human resource and
payroll users.

Compensation and Benefits

In Oracle HRMS you can define your own types of compensation and
benefits, and the business rules you want to apply to them. As you
change policies, move people within your enterprise, and adjust their
individual remuneration packages, the system maintains their
compensation and benefit history.
For example, suppose you want to define a special type of payment
and make this available only to employees who work at a particular
location. In Oracle HRMS you use a compensation element to represent
the payment. You define the business rule as a link between the
element and the specific location. Then when you assign employees to
the location, they automatically become eligible for the payment.

Assignments
In Oracle HRMS, the assignment describes employees’ places within
the enterprise: the organization for which they work, their role, grade,

Introduction to Oracle HRMS 1–9

 location, and so on. As you change the assignment information for an
employee, you automatically build up their work history.
Your compensation eligibility rules link compensation and benefits to
work structures, such as jobs or grades. The assignment places
employees within the work structures of the enterprise. In this way, an
employee’s assignment determines their eligibility for compensation
and benefits.
You can use assignments to identify major employee groups within the
enterprise for management, for reporting and costing, and for
compensation and benefit planning and administration.

Shared Information in Oracle HRMS

For all Oracle HRMS applications, you enter and maintain the same
fundamental information about your structure and operations, your
employees and their assignments and employee compensation and
benefits. You then add the specialized information you need specifically
for human resources, or payroll management or benefits
administration.

Common Information
The common core of fundamental information used for human
resources, payroll and benefits administration includes:
• Your operational basics:
– Payrolls with their calendars and pay periods
– Currencies and methods of payment you use
• Your organizational structure:
– Internal organizations, such as companies, divisions,
departments, work groups, or production team
– External organizations of key importance to you, such as
employment agencies, tax authorities, or union
headquarters
– Organization location information, including addresses and
telephone numbers
– Hierarchies showing the relationships between your
organizations
– Any grade and grade scale structures you use

1 – 10 Using Oracle HRMS – The Fundamentals (US)

 • Your employees’ essential personal information, such as:
– Name and address
– Marital status
– Birth date
– Nationality
– Ethnic origin
• Your employees’ current work statuses, such as:
– Active assignment
– On maternity leave
– Terminated
• Your employees’ assignments to:
– Internal organizations
– Grades, or grades and grade steps
– Jobs, or jobs and positions
– Salary bases for quoting pay, such as hourly or annual
– Payrolls
• Elements of your employees’ pay and benefits:
– Earnings such as salary, wages, commissions, bonuses,
allowances
– Employer charges such as employer contributions to
legislatively–mandated or private insurance or pension
plans
– Deductions such as contributions for union dues or
employee stock purchase plans
– Nonpayment benefits such as vacation time or a company car

Shared Windows in Oracle HRMS

While many of the windows in your system relate exclusively to the
human resources, payroll or benefits functions, some include
information relevant to more than one function. These latter windows
are shared windows.
Shared windows can include some information fields relevant to both
human resources and payroll users, and other fields for information
specific to either human resources or payroll users but not both.

Introduction to Oracle HRMS 1 – 11

 Using Shared Windows
You can control the use of fields on shared windows by the value your
system administrator gives to each user or responsibility for the
HR:User Type profile option. The three valid values are:
• HR with Payroll User
• HR User
• Payroll User

Users with an HR User profile

These are restricted in their use of fields on certain windows. In
particular they:
• Do not see certain fields on the Element window, which are only
required if you are processing elements
• Cannot assign employees to a payroll if both Oracle Payroll and
Oracle Human Resources are installed
Also, in all legislations, apart from the US, they:
• Do not see the Statutory Information field in the Payroll window
• Cannot adjust element entry Pay Values

Multilingual Oracle HRMS

Oracle HRMS enables you to manage information in a wide variety of
languages. To help you enter and retrieve information in the language
of your choice, HRMS provides you with the following features.

Multiple Addresses Styles

Every country has its own address style, for example in Italy you can
enter the province and in Malaysia you can enter the region. Oracle
HRMS enables you to select the correct country address style.
See: Address Styles, Configuring, Reporting and System Administration in
Oracle HRMS.

National Identifiers
Each country has its own method of identifying its citizens. For
example, in the UK it is the National Insurance number, in the US it is
the Social Security number, and in Canada it is the Social Insurance
number.

1 – 12 Using Oracle HRMS – The Fundamentals (US)

For supported localizations you can select the correct national identifier
for your site and then check on entry that identifiers have the correct
national format. For example, in the UK the format is ’AADDDDDDA’,
where A is a letter and D is a digit, while in Canada it is DDD DDD
DDD.
If your localization is not supported, you can define your own
validation.

Dates and Numbers

Oracle HRMS enables you to enter dates and numbers in any format
and then translates this into the national format supported by your
legislation. For example, you do not have to enter a date in a prescribed
format such as DD/MM/YYYY. You can enter the date how you want,
and HRMS automatically configures it in the national format defined
for your site.
Similarly, you do not have to enter numerical information in a
prescribed format. For example, US usage has previously required the
format 1,000.0 whereas German usage has required the format 1.000,00.
You can now enter the number without explicit formatting, as the
correct format for your site will be automatically configured.

Translating Information
Oracle HRMS enables you to install additional languages on top of
your base or source language. You can then enter information in key
fields in your additional languages using the Translations window. This
is accessed from the Translation icon. The translated information you
enter is then used if you print reports or log on to Oracle HRMS in this
language.
The HRMS windows where the Translation icon is available are:
• Organization
• Location
• Person Types
• Assignment Statuses
• Element
• Input Values
• Balance
• Organizational Payment Method
• Element Classifications
See: Creating Translations for a Record, Oracle Applications User’s Guide

Introduction to Oracle HRMS 1 – 13

 Multilingual Reports
Oracle HRMS enables you to print HRMS reports in the languages of
your choice. Depending on the type of report, Oracle HRMS either:
• Enables you to select the language in which to print the report
• Prints the report in the language, or set of languages, depending
on the report parameters you select
See: Multilingual Reporting, Configuring, Reporting and System
Administration in Oracle HRMS

Managing Change Over Time

A key requirement for any enterprise is the ability to manage change
confidently and effectively. Typical enterprise changes include
corporate restructuring, departmental reorganization, mergers and
de–mergers of companies, centralization or decentralization of control
and decision making, employee development and turnover.
In Oracle HRMS, you can change each of the major parts of your
enterprise model without having to redefine the other parts.
To manage the changes to your enterprise, information within your
enterprise is either dated or datetracked.

Dated Information
Work structures are an example of information that is dated. You can
attach dates to your work structures to manage different versions over
time. You retain previous versions for historical information and you
can create future–dated versions to prepare for reorganization in
advance.
You can also set up in advance the business rules, including
compensation and benefits, associated with the new structures. These
become effective on the date you specify, avoiding a workload peak.
The information in Oracle HRMS about your locations, organizations,
jobs, positions, grades, payrolls and other work structures is also dated
information. All dated information has From and To dates, that is,
dates from and to which it is in effect in your enterprise. For example,
when defining a position, you enter a date from which it starts. To
close it down, you give it a date to which it remains valid.
Oracle HRMS does not permit you to assign employees to structures on
dates earlier than their Date From, or later than their Date To.

1 – 14 Using Oracle HRMS – The Fundamentals (US)

 Similarly, the system protects you from building eligibility rules for
compensation and benefits based on work structures that have not yet
gone into effect, or are out of date.
Consider using a fixed date, such as 01–JAN–1901 as the start date for
all your initial work structures. By choosing a date like this you can
immediately identify all of your implementation definitions. You
should use accurate dates for all subsequent definitions.

Dated Versions of Hierarchies

You can structure the organizations and positions you enter in Oracle
HRMS into organization or position hierarchies that serve various
purposes. Reporting hierarchies, for example, reflect reporting lines
within your enterprise.
You maintain both dates and version numbers for these hierarchies, to
keep a history of your hierarchies as they change over time.
To build a new version of a hierarchy, you can copy an existing one and
make the necessary changes to it. When you save the new version the
system automatically gives the previous version an end date.

DateTrack
In contrast to work structures, which are simply dated, other key
dynamic information in Oracle HRMS is datetracked. This includes
information on employees, assignments, and compensation and
benefits. DateTrack allows you to maintain a continuous history of the
information over time.
You can enter datetracked information or make changes to it at any
time. When you set an effective date for your work, DateTrack ensures
that only information effective on that day is used for any processing,
validation, and reporting you carry out. When you make a change, you
can choose whether it is a correction to the last update or a new update
to be recorded in the history of the record. You can use DateTrack
History to view a report of every update ever made to a record.
You can identify windows containing datetracked, rather than dated,
information by the presence of a region labelled Effective Dates.

Effective Date Reminder

When you are new to DateTrack, you may find it useful to be reminded
of your effective date whenever you open a window where you can
enter or change datetracked information. The reminder appears in a
Decision window and asks whether you want to change your effective
date. If you choose Yes, the Alter Effective Date window displays.

Introduction to Oracle HRMS 1 – 15

 There is a user profile option called DateTrack:Reminder that
determines when the Decision window appears. There are three
possible values for this profile option:
• Always
• Never
• Not Today
The Not Today value causes the reminder to appear when you navigate
to a window where you can change datetracked information and your
effective date is not today’s date.
You can set the value of this profile option in the Personal Profile
Values window.
Datetracked Information and History
Oracle HRMS maintains a continuous record of changes made to
datetracked information. When you view a record in a datetracked
window, it shows you a snapshot of the information on your effective
date. The Effective Dates region on the datetracked window shows
you the dates between which the snapshot is valid.
Suppose you are viewing an assignment with an effective start date of
01–JAN–1999 and no effective end date. This means that the
assignment was created or last changed on 1 January 1999, and the
snapshot information you are viewing is still valid. There have been no
changes to the assignment since 1 January 1999, and there are no future
dated changes.
To find out whether the assignment existed before 1 January 1999, you
should use DateTrack History.
If there is an effective end date, you know that the record was either
deleted or changed on the next day. To find out whether the record
continues to exist, you can set your effective date to the day after this
end date, or use DateTrack History.
When you update datetracked information, you are prompted to
choose between Update and Correction.
If you choose Update, Oracle HRMS changes the record as from your
effective date, but preserves the previous information. If you choose
Correction, Oracle HRMS overrides the previous information with
your new changes. The start and end dates of the snapshot you have
corrected remain the same.
Example of Correction Versus Update
Suppose you hire two new employees, Jack Lee and Julie Summers. A
few weeks later Julie gets married. At the same time you discover an
error in Jack’s record relating to his nationality.

1 – 16 Using Oracle HRMS – The Fundamentals (US)

You update Julie’s information by setting your effective date to the date
of her wedding and entering her new married status, her change of
name, and new next of kin information. Her previous personal
information, which was valid until her wedding, remains in her record.
You correct Jack’s wrong nationality by setting your effective date to his
hire date and entering the correct nationality. By choosing Correction,
you put the record right, from the beginning. You should check
whether there is an end date in the Effective Dates region of Jack’s
record. If there is, you have only corrected the first snapshot of the
record. Set your effective date to the day after the end date, and make
the correction again. Continue in this way until the To field is blank,
indicating that you have reached the last snapshot of this record.

New Records
You cannot create a record and then update it on the same day. If you
try to do this, Oracle HRMS warns you that the old record will be
overridden, and then changes Update to Correction. This is because
DateTrack maintains records for a minimum of a day at a time.

Future Updates
Using DateTrack, you can make future updates. For example, suppose
you are relocating an employee, with six months notice. You decide to
enter the relocation on the system straight away. So you set your
effective date to the first day when the employee will be at the new
location, and change the location on the assignment.
Later that month you promote the employee to a new grade. So you
set your effective date to today’s date and change the grade on the
assignment. Oracle HRMS checks to see whether the record has a
future update scheduled. It finds that the location changes in the
future and prompts you for the type of update you now want to make.
You have two choices:
Insert: This simply inserts the change before the next scheduled
change. This is the correct choice for the example. The employee
would be promoted from today. The future–dated relocation still takes
place in six months time.
Replace: This change replaces all future–dated changes. In the example,
the employee would be promoted from today. However, the record of
the relocation would be completely removed from the system.

DateTrack Date Security

There is a DateTrack:Date Security user profile option, which
determines whether you can change your effective date. Your system

Introduction to Oracle HRMS 1 – 17

 administrator sets this profile option. You can check its value on the
Personal Profile Values window. There are four possible values:
• All: You can change to any other effective date.
• Future: You can change between today’s date and any future
dates.
• Past: You can change between today’s date and any past dates.
• Present: You cannot change to a date other than today.

DateTrack Deleting Options

When you delete datetracked information, Oracle HRMS prompts you
with the following options:
End Date: This ends the record on your effective date. When you
re–query the record, this end date displays in the To field.
Purge: This totally removes the record from your database.
If there are any future updates to the record after your effective date,
Oracle HRMS may prompt you with another two options:
All: This removes all future updates to the record. The current
snapshot is valid until you make another change.
Next: This removes the next future update to the record. It then resets
the current snapshot’s end date to the end date of the deleted update.
You do not always see all of these options when you choose to delete.
Some windows do not allow all four operations.

Setting Your Effective Date

When you log on to Oracle HRMS, your effective date is always today’s
date. To view information current at another date, or to make
retrospective or future–dated changes, you need to change your
effective date.

" To set your effective date:

1. Save any outstanding information you have entered or changed,
then choose Alter Effective Date from the Tools menu.
The Alter Effective Date window opens.
2. Enter a new effective date and choose OK.
If your current window is a ”top–level” window (one called
directly from the Navigator), your new effective date remains in

1 – 18 Using Oracle HRMS – The Fundamentals (US)

 place until you reset it or exit Oracle HRMS. If your current
window is not a top–level window, your new effective date only
applies while you are working in the current window and any
windows subsidiary to it. When you return to a top–level window,
your effective date is reset to its previous value.
Note: In certain special cases, when you change your effective
date on a subsidiary window, Oracle HRMS returns you to the
previous window, and you may have to re–query the records
you want to view or update. This protects the integrity of
these records.
So long as your effective date remains different from today’s date,
it is displayed in the title bar of every window.

Viewing the History of Datetracked Information

To see all the changes made to a datetracked record over time, use
DateTrack History.

" To view DateTrack History:

1. Choose the DateTrack History icon from the Toolbar.
The DateTrack History Change Field Summary window opens.
Each row shows which fields were changed on the From date.
2. Choose the Full History button if you want to open a DateTrack
History folder showing the value of each field between the effective
dates. The row for the current snapshot (corresponding to your
effective date) is highlighted.
You can use the Folder menu to select the fields to view in the
folder.
Note: It is possible to customize the information displayed in
the Folder by modifying the DateTrack History view for the
underlying table.
See: How To Create and Modify DateTrack History Views,
(Oracle HRMS Implementation Guide)
See: Customizing the Presentation of Data in a Folder, (Oracle
Applications User’s Guide)

Removing an End Date

If you have mistakenly set an end date on a datetracked record, you
can remove it.

Introduction to Oracle HRMS 1 – 19

 " To remove an end date:
1. Set your effective date to the day the record ends.
2. Choose Delete Record from the Edit menu.
3. Choose the DateTrack delete option Next. This removes the next
change to the record, which is the end date. Save your work.

1 – 20 Using Oracle HRMS – The Fundamentals (US)

CHAPTER

2 Organization
Management

Organization Management 2–1

Organization Management Overview
You can represent your enterprise at the highest level by defining it as
an employer, and then representing all the departments and sections
below this.
To enable you to get the most out of the Organization Management
functionality, you need to understand the components provided to
represent your enterprise. These are:
• Locations: You can set up the physical locations of your
employees.
• Representing employers using Business Groups: You need to
represent your enterprise as an employer. HRMS enables you to
do this by creating Business Groups. This is the largest
organizational unit you set up. You can set up:
– Single or multiple Business Groups: You can set up one
Business Group or many Business Groups, depending on
the needs of your enterprise.
– Defaults for Business Groups: To save you time, you can
enter defaults for the Business Groups. This defines the type
of information that will generally apply to all employees in
the Business Group, such as, default working hours for all
employees, employment standards, and such. These can be
overridden.
– Government Reporting Entities (selected legislations only):
You can set up one or more Government Reporting Entities
(GREs) within each Business Group. The GRE is the
organization the federal, state, local or provincial
governments recognize as the employer.
– Provincial Reporting Establishment (Canada only) You can
also set up Provincial Reporting Establishments (PREs) to
represent employees in the province of Quebec.
• Representing organizations: HRMS enables you to represent all
levels of your enterprise and those enterprises you work with.
You can represent:
– Internal organizations: These are the groupings in which
employees work, such as branches, departments or sections.
– External organizations: You can also include information
about the external organizations you work with, such as,
training vendors, tax offices, certification bodies or worker’s
compensation boards.

2–2 Using Oracle HRMS – The Fundamentals (US)

 • Organization hierarchies: You can show reporting lines and
other hierarchical relationships among organizations in your
enterprise. You can use:
– Multiple hierarchies: You can set up as many hierarchies as
you need, you might want to set up hierarchies for matrix
management, security hierarchies or hierarchies for
reporting.
– Organization change and version control: Changing your
hierarchy to reflect simple changes in reporting lines is not
difficult.

Organization Management
Oracle HRMS can represent all the components of your enterprise. You
can record the physical locations where your employees work and all
the different departments and sections that make up your enterprise.
You can even record information about other organizations you work
with, such as recruitment agencies or tax authorities.

How do you represent your enterprise as an employer?

Oracle HRMS enables you to represent your enterprise as an employer
by setting up a Business Group. This corresponds to a company or
corporation, or in large enterprises, to a holding or parent company or
corporation.

In North America, how do you manage government reporting?

Oracle HRMS enables you to set up one or more Government
Reporting Entities (GREs) within each of your Business Groups. GREs
represent an employer the government recognizes as being responsible
for paying employees and for filing a variety of reports that
government agencies require. If your enterprise has a single Employer
Identification Number from the Internal Revenue Service, your
Business Group and GRE are the same organization.
For Canada, you also need to set up Provincial Reporting
Establishments (PREs). GREs and PREs represent an employer the
governments recognise as being responsible for paying employees and
for filing a variety of reports. There must be a GRE for each Business
Number that the Canada Customs and Revenue Agency (CCRA)
assigns to an employer. There must be a PRE for each Quebec
Identification Number that the Ministere du Revenu assigns to an

Organization Management 2–3

 employer. If your enterprise has a single Business Number from the
CCRA and a single Quebec Identification Number, your Business
Group, GRE and PRE are the same organization.

How do you represent the structure of an enterprise?

Oracle HRMS enables you to build a model of your enterprise showing
all the reporting lines and other hierarchical relationships. You can set
up reporting hierarchies reflecting all the reporting lines in your
enterprise, as established in organization charts.

Locations
In Oracle HRMS, you set up each physical site where your employees
work as a separate location. You can set up:
• Global locations: These are available in all Business Groups.
• Business Group locations: These can only be used in one
Business Group.
Similarly, you enter the addresses of external organizations that you
want to maintain in your system, such as employment agencies, tax
authorities, and insurance or benefits carriers. When setting up
internal or external organizations, you select from a list of these
locations.
This approach has these advantages:
• You enter information about each location only once, thereby
saving data entry time.
• Central maintenance of locations ensures consistency of address
standards.
• Your work sites exist as separate structures identifiable for
reporting purposes, and for use in the rules that determine
employee eligibility for various types of compensation and
benefits.

Location Extra Information Types

Define as many Extra Information Types (EITs) as you require to hold
information about locations. There are also some predefined
assignment EITs supplied with the application to enable you to enter
required information. These are:

2–4 Using Oracle HRMS – The Fundamentals (US)

Establishment Extra Information
Enter information specific to individual establishments that you are
going to include in an establishment hierarchy. Values you enter here
will override information you enter at the parent entity level. If you
leave fields blank then the values you enter against the parent entity are
used in the report.
Note: The reporting name, reporting unit, and the MWR
specific data do not default to values entered against the parent
entity if they are not entered here.
• EEO–1 Specific Data – the EEO–1 reporting name and unit
number for the establishment, whether the establishment
employs apprentices or is a government contractor, brief
descriptions of the of the establishments major business
activities.
The unit number is the number the EEOC assigns to
organizations that function as EEO–1 establishments. For new
establishments of existing companies leave this blank.
An establishment is considered to be a government contractor if
it is one of the following:
– Prime government contractors or first tier subcontractors,
who have a contract, subcontract, or purchase order
amounting to more than $50,000.
– A depository of government funds.
• EEO–1/VETS Generic Data – DUNS number, SIC number,
NAICS number, GRE for statistical reporting, whether the report
should treat the establishment as a headquarters establishment.
The VETS–100 report only uses the SIC number so ignores the
NAICS number.
The EEO–1 report uses the SIC number if you enter one here. If
not then it uses the NAICS number, regardless of whether you
enter a SIC number against the parent entity. If you do not enter
a value here then the report uses the SIC number you enter
against the parent entity, or the NAICS number if a SIC number
is not present.
• MWR Specific Data – report unit number, trade name, work site
description, comment codes 1–3, comments
The report unit number is given to the worksite by the State and
is the number to which the organization is associated.
The comment code 1 is a code to define the reason that the
employment data differs substantially from the previous reports.

Organization Management 2–5

 Comment 2 and 3 can be used to enter further codes to account
for any differences. The Comment field can be used to explain
large changes in employment or wage data.
• VETS Specific Data – reporting name for the establishment, unit
number
The unit number is obsolete for VETS–100 reporting purposes
but you can still use it for internal information.

Representing Employers Using Business Groups

The largest organizational unit you set up in Oracle HRMS to represent
your enterprise as an employer is the Business Group. A Business
Group may correspond to a company or corporation, or in large
enterprises, to a holding or parent company or corporation.
By default, all employees you enter in Oracle HRMS receive an
assignment to their Business Group. When you give them assignments
to internal organizations such as divisions or departments, these
replace the default assignment, but their records continue to exist
within the Business Group.
Key flexfields enable you to enter information about the Business
Group. As part of the implementation of Oracle HRMS, the key
flexfields for a Business Group are set up before the Business Group
itself. For further details about implementation, refer to the Oracle
HRMS Implementation Guide.
Within a Business Group, you set up one or more Government Reporting
Entities (GREs). A GRE represents an employer the federal government
recognizes as being responsible for paying employees and for filing a
variety of reports government agencies require. It is distinguished by
having a unique IRS (Internal Revenue Service) identification number.
A Business Group with companies or divisions that have their own IRS
identification numbers includes a GRE for each one. However all these
GREs use the body of information on work structures and employees,
and the single set of key flexfields, established for the entire Business
Group.

The Startup Business Group

Oracle HRMS comes with one Business Group supplied as startup
data. You can use this and its default definitions as the starting point
for your own Business Group, or you can create a completely new
Business Group.

2–6 Using Oracle HRMS – The Fundamentals (US)

 Note: If you create a new Business Group, you must create a
new responsibility (or edit the default responsibility) to allow
access to it, before beginning to create other work structures.

Single and Multiple Business Groups

Many enterprises decide to use a single Business Group to hold ’live’
information, so they can display, report and manage information from
all parts of the enterprise at the same time.
Note: You cannot view information online for more than one
Business Group at a time.
However, there are reasons for setting up multiple Business Groups in
the same installation, such as the following:
• You want to have a copy of your live system with example
records for training or testing purposes.
• You are a holding company or a corporation with a number of
subsidiary companies. Each subsidiary has its own structures,
employees, and compensation and benefit policies. If your
subsidiaries are in different countries you also have to deal with
local legislative requirements.
• You are acquiring a company or merging with another company,
and you want to maintain separate structures and compensation
and benefits during the transition process.

Defaults for the Business Group

You can enter certain types of information for the Business Group to
appear as defaults throughout your enterprise structures:
• You can select a default currency.
• You can enter a default for the value each assignment contributes
towards each staffing budget that you define. For example, by
default an assignment may count as one for a headcount budget.
• You can enter default working hours for all the employees in the
Business Group. You can override these defaults at organization,
position, and assignment levels.

If you are using HRMS in the US, you have additional defaults:
• For HR reporting purposes you can register Reporting Categories
and Reporting Statuses for the Business Group. These include

Organization Management 2–7

 employment categories such as Full Time or Part Time that cover
employees who are not temporary workers, and assignment
statuses such as Active or Paid Leave that cover employees who
have not left your enterprise.
• You can register for the Business Group the names of the
segments of its Cost Allocation key flexfield that hold cost center
and labor distribution codes. This customizes the names that
appear as field prompts in your BEE Windows.

Employee and Applicant Identification Numbers

When defining a Business Group, you choose a method of creating
identifying numbers for its employees and applicants. The choices are:
• Automatic number generation
• Manual entry
• For employees only, automatic use of a national identifier, such
as the US social security number, Canadian social insurance
number or the UK National Insurance number
Note: Once you save an automatic number generation method,
you can later change only to manual entry.

Adapting and Creating a New Business Group

The first organization you must set up is the Business Group, to which
all other organizations belong.
You can either adapt the startup Business Group provided with Oracle
HRMS, or create a new Business Group for your enterprise.
You must then create a responsibility that enables you to access the
Business Group.

" To adapt the startup Business Group:

1. Select the default Oracle Human Resources responsibility with the
security group ’Standard’. This enables you to see all the records
for the startup Business Group.
2. Adapt the startup Business Group to your own Business Group
requirements.
See: Creating an Organization: page 2 – 21

" To create a new Business Group:

1. Create a new Business Group.

2–8 Using Oracle HRMS – The Fundamentals (US)

 See: Creating an Organization: page 2 – 21
Note: Your system administrator must create a new
responsibility for the Business Group before you can use it.
This gives access to all the records, as follows:

" To define a ’view–all’ responsibility:

1. Navigate to the Responsibilities window.
2. Enter a Name for the responsibility and select the application for
which you are defining it (such as Oracle Human Resources) in the
Application field.
3. Select the global or localization Navigator you require in the Menu
field.
4. Select one of the predefined report groups (such as US or CA
HRMS Reports and Processes) in the Report Group field.
5. Save your work.
6. Set the HR User Profile options for the new responsibility using the
System Profile Values window. You must set up the:
• HR: User Type
Use this profile option to limit field access on windows shared
between Oracle Human Resources and Oracle Payroll
• HR: Security Profile
Use this to link your new responsibility to the ’view all’ security
profile. This gives you access to all the records in the Business
Group.
See: System Profile Value Window, Oracle Applications System
Administrator’s Guide
7. Save your work.

Setting Up Locations
You can enter addresses in the Location window.
Locations are shared across Business Groups in HRMS and with two
other Oracle applications: Inventory and Purchasing. HRMS does not
use some of the fields in the Location window. These fields are
disabled for HRMS users.
For information about Purchasing locations, see Defining Locations,
Oracle Purchasing User’s Guide

Organization Management 2–9

 " To enter a work location and its address:
1. Enter the name of the location, and a description if required.
2. Uncheck the Global check box if you want the location to only be
available within the default Business Group of your current
responsibility. Accept the default if you want the location to be a
global location and therefore available to all Business Groups.
If you are setting up a global location, the location name must be
unique across all Business Groups.
If you are setting up a location for one Business Group, the location
name must be unique within that Business Group and all global
locations, but does not have to be unique across all Business
Groups.
Note: You cannot amend the Global check box once you have
set up your location.
3. Select a national address style from the list. If a local address style
exists for your country, it is displayed as the default. Otherwise, the
international style is displayed.
North American users: The local style is only displayed if you have
Vertex geocode data installed.
Note: You can change existing address styles or create new
ones if required. See: Changing Default National Address
Styles, Configuring, Reporting and System Administration in
Oracle HRMS.
4. Enter address information in this window.
Note: US Payroll users: If you change a location address, you
need to update the location in the State Tax Rules window for
each assignment at that location.
5. If the mailing address of the location differs from the payroll
taxation address, you need to enter an overriding address into the
Payroll Tax fields.
6. Choose OK and then choose the Extra Information button to enter
any additional information required by your enterprise.
See: Entering Extra Information, Configuring, Reporting and System
Administration in Oracle HRMS
7. Save your location.

Making Locations Inactive

Making a location inactive prevents users from selecting it.

2 – 10 Using Oracle HRMS – The Fundamentals (US)

 " To remove an address from the Location list:
H Enter an inactive date when the location is no longer in use in your
enterprise, and save your changes.

Deleting Locations
You can delete locations that have not been used.
Note: If a location is still in use, but you do not want it to be
selected today or in the future, enter an inactive date.

" To delete a location:

1. Query the location you want to delete.
2. Delete the location.
3. Save the changes.

Representing Organizations
In Oracle HRMS, the organizations you set up to represent your
enterprise as an employer are the Business Group, and in North
America, one or more GREs within the Business Group.
Below this level, you represent the groupings in which employees
work, such as branches, departments or sections, by means of internal
organizations. To enable the assignment of employees to an internal
organization, you classify it as an HR Organization.
You also maintain information in the system about various types of
external organizations relevant to human resources and payroll
management and administration. These can include training vendors,
tax offices, benefits carriers, or certification bodies.
External organizations can appear in your organization hierarchies
together with internal organizations and are defined in the same way.
Note: You can never assign employees to external
organizations, even those classified as HR Organizations.

Organization Types
When setting up an organization you can give it an organization type to
identify the kind of unit it is, and the part it plays in your enterprise.
Examples of organization types can be Administration or Service, or

Organization Management 2 – 11
 the level of each organization in your enterprise, such as Division,
Department or Cost Center.
You can use organization types to report on the different sorts of
organizations you set up. You create the organization types you require
by entering values for the Lookup Type ORG_TYPE.
You can use organization types to report on the different sorts of
organizations you set up.

Organization Classification
Whenever you create an organization you have to give it a
classification, such as Business Group or HR Organization. The
classification you give to an organization defines its purpose and
functionality within Oracle HRMS.
Selecting a classification, enables you to set up additional information
about your organization. The classification you enter controls the
additional information you can set up.
Classification are predefined, and each Oracle Product group is
installed with the classifications and information types relevant to their
application. For example, Oracle Financials has different classifications
from Oracle HRMS.
Note: Oracle HRMS enables you to install your own additional
information types for classifications.

Government Reporting Entities (GREs)

After defining one or more Business Groups for your enterprise, you
set up one or more Government Reporting Entities (GREs) within each
Business Group. The GRE is the organization that federal, state and
local governments recognize as the employer who:
• Issues pay to employees.
• Withholds taxes from employees’ pay and is liable for employer
taxes and tax reporting.
• Provides other government–mandated reporting, such as EEO–1,
OSHA, and New Hire reports.
Each GRE has a unique 9–digit number (sometimes called the employer
identification number or taxpayer identification number) issued by the IRS.
Your enterprise may have just one such number, in which case your
Business Group and GRE are the same organization.

2 – 12 Using Oracle HRMS – The Fundamentals (US)

 Large enterprises may include a number of different divisions or
companies each with its own identification number from the IRS, in
which case you set up a GRE for each. You can associate several GREs
together as a Tax Group, for which one of the GREs can serve as the
common paymaster.

Information for Taxes, NACHA and Reporting

Because of its pay, tax and reporting role, a GRE must contain the
following information entered by you:
• Basic rules affecting calculation of federal, state and local taxes,
and information for tax reporting.
• Information required for labelling NACHA tapes used to pay
employees by direct deposit into their bank accounts.
• Information for submission of government mandated reporting
on matters such as employees’ work–related injuries, equal
employment opportunities, and obligations to pay child support.
Note: The GRE in the Oracle HRMS products is the same
organization as the Legal Entity that appears in the Oracle
Financials products, holding the taxpayer identification
number. For this reason, the GRE may appear as GRE/Legal
Entity on pick lists.
Enterprises using Oracle HRMS and Oracle Financials products
should define only one GRE/Legal Entity to represent each
employer organization with a unique IRS identification
number.

Enterprises with One GRE

Enterprises with only one identification number from the IRS need only
one GRE in which to place all employees. In Oracle HRMS, the
Business Group and the GRE are the same organization. Appearing
below is an example organization chart for a Business Group with one
GRE.
Figure 2 – 1Single Company Business Group/GRE

Organization Management 2 – 13
 In a company like this, some employees can have assignments to the
Business Group organization itself, if it also has the classification HR
Organization. Most have an assignment to one of the various HR
Organizations subordinate to the Business Group. All employees
belong to the same GRE, which pays them, withholds their taxes, and
provides reports on various matters concerning them to government
agencies.

Enterprises with Multiple GREs

For large enterprises that include several different employers with their
own IRS identification numbers, all the employees in each company
may be paid by that company, and hence all require an assignment to a
GRE that coincides with their company. In this case you set up within
the Business Group, a GRE for each separate employer.
In enterprises like this, all employees assigned to an HR Organization
within a company have an assignment to the same GRE, and
conversely, all employees in a given GRE belong to the same company.
Figure 2 – 2GREs Coincident with Companies

2 – 14 Using Oracle HRMS – The Fundamentals (US)

Alternative Structuring of Companies and GREs
In other large enterprises, the GREs responsible for paying groups of
employees are not the same as the companies within the Business
Group, which may be organized, for example, according to the
particular types of work or projects they undertake. The figure above
still reflects the structure of the companies in this type of enterprise.
But the GREs representing the employing organizations that pay
employees have a separate structure that is independent of the
companies, as in the figure below.
Figure 2 – 3GREs Independent of Companies

In this type of enterprise, employees assigned to a particular GRE can

have a work assignment to any of the different companies constituting

Organization Management 2 – 15
 the enterprise, and a particular company can include employees
assigned to several different GREs.
In enterprises like this, employees are clear about which company they
are working in, but may be unaware of their membership in a separate
GRE. Because the functions of GREs relate to payroll administration
and governmental reporting, they have little direct impact on
employees’ daily lives at work.
Business Groups with multiple GREs often associate some GREs
together in a Tax Group with a common paymaster.

GREs and Tax Groups

Enterprises with multiple GREs can place certain GREs together in tax
groups. The tax group takes the name you give it.
Note: The Tax Group name must be consistent in spelling and
case for all GREs to be included. For example, “My Tax
Group” is not the same as “my tax group.”
When multiple GREs are included in a tax group, the taxable limits for
FUTA and SS are maintained at a Tax Group Level.
Using tax groups allows employers to give employees moving within
GREs credit towards their Social Security, and Federal Unemployment
Tax Act (FUTA) taxes.
At the same time that you enter federal tax rules for a GRE, you can
place the GRE in a Tax Group.

Organization Classifications
You can select the following classifications in the Organization window,
depending on your legislation:

All Legislations
All legislations can use the following classifications:
• Business Group: Use this to define a Business Group.
• HR Organization: Use this for all organizations (including
Business Groups and if you are in the US, GREs) to which you
want to assign employees.
• Payee Organization: Use this when defining an external
organization that is the recipient of a third party payment from
an employee, for example a court–ordered payment. You can

2 – 16 Using Oracle HRMS – The Fundamentals (US)

 then select this organization on the Personal Payment Method
window when entering a third party payment method.
• Employer or Bargaining Association: Use these when defining
an organization that is involved in negotiating a collective
agreement. A bargaining association could be any organization
representing the employees in negotiations, for example a trade
union. The UK legislation also enables you to select a bargaining
association in the Union Processing window to set up a union
element.
• Representative Body: Use this when defining a representative
body. This may be a body defined in legislation, such as a
European Works Council, or may be defined by the employer,
such as a Sports and Social Club.
• Disability Organization: Use this when defining an external
organization with which employee disabilities are registered.
• Medical Service Provider: Use this when defining an
organization that provides any medical services, such as medical
assessments, to the people in your enterprise.
• Constituency: Use this to define a constituency to group
together workers eligible to vote for particular elections.

Selected Legislations
Selected legislations, including North America, can use the GRE/Legal
Entity classification to define an organization that is recognized as a
separate employer by tax or other legal authorities.

Federal Legislation
The Federal legislation can use the Beneficiary Organization
classification.

US Legislation
The US legislation can use the following classifications:
• Reporting Establishment, Corporate Headquarters or AAP
Organization: Use these when defining reporting organizations,
that is, organizations required for the production of certain
reports for government agencies.
• Parent Entity: Use this when defining an organization to be
included at the top level of an establishment hierarchy. You can
then use the hierarchy when producing certain reports for
government agencies.
If you are assigning this classification to a Business Group, you
must assign it to your default Business Group, that is the one

Organization Management 2 – 17
 defined in your security profile. If you do not, then your data
will not be visible when you attempt to create your hierarchy in
the Generic Hierarchy window.
• Benefits Carrier, Workers Compensation Carrier, or Beneficiary
Organization: Use these when defining an external organization
belonging in one of these classifications. You can then select the
organization when defining a benefit, entering information for
Workers Compensation calculations, or recording beneficiaries
employees have named for certain benefits.

Canadian Legislation
The Canadian legislation can use the following classifications:
classification to
• Provincial Medical Carrier Use this to define a medical carrier
for a province.
• Provincial Reporting Establishment Use this to represent
employees in the province of Quebec.

French Legislation
The French legislation can use the following classifications:
• Company: Use this to define a company.
• Establishment: Use this to define an establishment.
Note: It is not advisable to classify an organization as both a
company and an establishment. You should create two separate
organizations.
• URSSAF Center or ASSEDIC Center: Use this when defining an
external organization that is a Social Security organization. You
can select the organization when entering additional
organization information for an establishment. URSSAF
organizations may also be selected when entering additional
organization information for a company.
• Insurance Provider or Pension Provider: Use this when defining
an external organization that provides insurance or pensions.
You can select the organization when entering additional
organization information for a company or an establishment.
• OPACIF or OPCA: Use this when defining an external
organization that collects the company’s yearly training
contribution.
• CPAM: Use this when defining an external organization that is a
CPAM office. You can select the organization when entering
employment information in the People window.

2 – 18 Using Oracle HRMS – The Fundamentals (US)

 Dutch Legislation
The Dutch legislation can use the following classifications:
• Dutch UWV Organization: Use this to hold information such as
the contract number for the Dutch UWV Organization.
• Dutch Organization: Use this to hold information such as the
Dutch region for the Law SAMEN.

Levels of Internal Organizations

You decide for yourself the level of organization detail your enterprise
needs in Oracle HRMS.
At one extreme, a Business Group/GRE can be the only organization
defined in the system. However this will severely limit your ability to
manage and report on employee assignment and payroll information,
and to control access to HRMS records. At the other extreme, you can
define an organization for every grouping of employees, however
small. But the costs of maintaining organizations at this level will
probably outweigh the benefits.
When thinking about the internal organizations to set up for your
enterprise in Oracle HRMS, consider what your current managerial
groupings are. Then you can adjust up or down to determine the best
level or organizational detail for your enterprise to maintain.

Representing Companies in Multi–Company Business Groups

When the configuration of your enterprise warrants, you can use both
internal organizations and the People Group key flexfield to represent
the entities appearing on your organization chart. For example,
suppose your enterprise includes two companies, each with its own
internal groupings and compensation and benefits policies:

Organization Management 2 – 19
Figure 2 – 4A Multi–Company Enterprise

When you set up both the companies and the subordinate

organizations within each company as entities to which you can assign
employees, you can create rules governing eligibility for compensation
and benefits using both the companies and their subordinate
organizations.
To represent the branches, administrative and sales groups, and
departments within the companies in Oracle HRMS, you can define
internal organizations. To represent the companies, you can use the
People Group key flexfield, defining a segment of this flexfield as
Company, and listing your companies in it:
People Group Key Flexfield
Segment 1: Company
Company 1
Company 2
This setup permits you to assign each employee both to a company and
a subordinate organization within the company. You can thereby
control his or her eligibility for elements of compensation and benefits
both by company, and by organization within the company.

Internal Organizations and Cost Centers

Depending on the structure of your enterprise and your decisions
about which organizations to represent in Oracle HRMS, there may not

2 – 20 Using Oracle HRMS – The Fundamentals (US)

 be a one–to–one correspondence between your cost centers and the
organizations you enter.
When defining an internal organization, you can identify one cost
center against which the payroll costs of the employees assigned to the
organization should be collected. You simply select the cost center
from a list in a segment of the Cost Allocation key flexfield.
For example, suppose you are defining in Oracle HRMS the
organization Product Assembly, whose employee payroll costs go to
the cost center Production. When entering the organization Product
Assembly, you select Production from the list of cost centers in the Cost
Allocation flexfield:
Cost Allocation Key Flexfield
Segment 1: Cost Center
410–Accounting
425–Production
503–Public Relations
Note: If employees’ costs are charged to cost centers other
than those of their organizations, or if they work in an
organization only part time, you can enter other cost centers,
and the percentage of time to be charged to each, on their
employee assignments. Costing information entered for
employee assignments overrides that entered for organizations.
For more information about the cost allocation key flexfield see Setting
Up The Cost Allocation Key Flexfield: page 6 – 11.

Creating an Organization
Use the Organization window to create:
• Business Groups
• External organizations (for example, tax offices, insurance
carriers, disability organizations, benefit carriers, or recruitment
agencies)
• Internal organizations (for example, departments, sections or
cost centers)
• GREs (selected legislations only)
To create an organization you must:
1. Create an Organization: page 2 – 21

Organization Management 2 – 21
 2. Enter Organization Classifications: page 2 – 23
3. Enter Additional Information: page 2 – 23

" To create an organization:

1. Navigate to the Organization window and select the New button to
create a new organization.
Note: For information about querying existing organizations, see
Finding an Organization: page 2 – 40.
2. Enter a name for your organization in the Name field.
Note: All Oracle applications you install share the information
entered in the Organization window. Therefore organization
names must be unique within a Business Group, and Business
Group names must be unique across your applications network.
3. Optionally, select an organization type in the Type field.
Organization types do not classify your organization, you use them
for reporting purposes only. The type may identify the function an
organization performs, such as Administration or Service, or the
level of each organization in your enterprise, such as Division,
Department or Cost Center.
4. Enter a start date in the From field. This should be early enough to
include any historical information you need to enter.
Note: You cannot assign an employee to an organization before the
start date of the organization.
5. Enter a location, if one exists. You can also enter an internal address
to add more details such as floor or office number.
If you are using Oracle Payroll in the US, every organization to
which employees can have assignments, including Business
Groups, must have on record a location with a complete address.
This is because the system uses the location of the organization of
the employee’s primary assignment to determine employee work
locations for tax purposes. This does not apply to GREs, because
the assignment to a GRE exists in addition to the assignment to an
organization.
Note: If you are an Oracle Inventory user, then you must not
assign a location to more than one organization classified as an
Inventory Organization.
6. Enter internal or external in the Internal or External field. You
cannot assign people to an external organization.
Examples of external organizations that may require entry are
disability organizations, benefits carriers, insurance carriers,

2 – 22 Using Oracle HRMS – The Fundamentals (US)

 organizations that employees name as beneficiaries of certain
employee benefits, and organizations that are recipients of third
party payments from employees’ pay.
7. Save the basic organization details.

Entering Organization Classifications

To determine the purpose and use of each organization you create, you
give it one or more classifications. The setup information you enter for
an organization depends in large part on its classification.
Note: Classifying an organization as a Business Group is not
reversible. Employees, organizations, and other data are
partitioned by Business Group. You can only view the records
of one Business Group at a time.

" To enter organization classifications:

1. Enter the classification for your organization in the Name field.
2. Enable the classification by checking the Enable box. This allows
you to use and enter the essential additional information for your
organization.
3. Save the classification details.
4. You can either enter additional information for the classification
type or enter another classification.
Note: Save each classification after entering and enabling it.

Entering Additional Information

For each organization classification you select, you can enter additional
information. This information can be different for each classification.
• For Business Group see: Business Group: page 2 – 24
• For HR organization HR Organization: page 2 – 24
• For reporting establishment see: Reporting Establishment: page
2 – 24
• For AAP organization see: AAP Organization: page 2 – 25
• For GRE see: GRE: page 2 – 25
• For parent entity see: Parent Entity: page 2 – 26

Organization Management 2 – 23
 • For representative body see: Representative Body: page 2 – 26
• For constituency see: Constituency: page 2 – 26
• For bargaining association see: Bargaining Association: page
2 – 27

" To enter Business Group additional information:

1. Click on the organization classification for which you want to enter
additional information. Choose the Others button to open the
Additional Organization Information window.
2. Select one of the following:
Business Group Information, see Entering Business Group
Information: page 2 – 28
Business Group: EEO Reporting, see Business Group: Entering EEO
Reporting Information: page 2 – 34
Budget Values Defaults, see Business Groups: Entering Budget
Values Defaults: page 2 – 29
Work Day Information, see Defaults for Work Day (Start and End
Times): page 2 – 30
Default Monthly Payroll, see: Business Groups: Defining a Default
Monthly Payroll: page 2 – 31
PTO Balance Type, see Business Groups: Selecting a PTO Balance
Type: page 2 – 30
3. Repeat these steps to enter further information.

" To enter HR organization additional information:

1. Click on the organization classification for which you want to enter
additional information. Choose the Others button to open the
Additional Organization Information window.
2. Select one of the following:
Costing Information, see HR Organizations: Entering Costing
Information: page 2 – 32
Work Day Information, see Business Groups and HR
Organizations: Work Day Defaults: page 2 – 30
Work Schedule, see Entering a Work Schedule: page 2 – 33
3. Repeat these steps to enter further information.

" To enter reporting establishment additional information:

1. Click on the organization classification for which you want to enter
additional information. Choose the Others button to open the
Additional Organization Information window.

2 – 24 Using Oracle HRMS – The Fundamentals (US)

 2. Select one of the following:
Defining Structures for Multiple Worksite Reporting, Running Your
Payroll Using Oracle HRMS.
3. Repeat these steps to enter further information.

" To enter AAP organization additional information:

1. Click on the organization classification for which you want to enter
additional information. Choose the Others button to open the
Additional Organization Information window.
2. Select one of the following:
AAP Organization, see Setting up AAP Organizations: page 8 – 38
Parent Organization, see Placing Subordinate Reporting
Organizations in Hierarchies: page 8 – 15
3. Repeat these steps to enter further information.

" To enter GRE additional information:

1. Click on the organization classification for which you want to enter
additional information. Choose the Others button to open the
Additional Organization Information window.
2. Select one of the following:
Employer Identification, see GRE’s: Entering the IRS Identification
Number: page 2 – 32
New Hire Report Contact, see Managing Your Workforce Using
Oracle HRMS
Federal Tax Rules, see Running Your Payroll Using Oracle HRMS
State Tax Rules, see Running Your Payroll Using Oracle HRMS
Local Tax Rules, see Running Your Payroll Using Oracle HRMS
SQWL Employer Rules (1), see Running Your Payroll Using Oracle
HRMS
SQWL Employer Rules (2), see Running Your Payroll Using Oracle
HRMS
SQWL Generic Transmitter Rules, see Running Your Payroll Using
Oracle HRMS
SQWL State Transmitter Rules, see Running Your Payroll Using
Oracle HRMS
W2 Reporting Rules, see Running Your Payroll Using Oracle HRMS

Organization Management 2 – 25
 NACHA Rules, see Entering NACHA Tape Data for GREs: page
5 – 11
New Hire Reporting, see Entering a New Hire Report Contract for
a GRE, Managing Your Workforce Using Oracle HRMS
1009R Magnetic Report RulesParent Organization, see Placing
Subordinate Reporting Organizations in Hierarchies: page 8 – 15
3. Repeat these steps to enter further information.

" To enter parent entity additional information:

1. Click on the organization classification for which you want to enter
additional information. Choose the Others button to open the
Additional Organization Information window.
2. Select one of the following:
EEO1 and VETs Establishment Data, see: Entering EEO1 and VETs
Establishment Data for Parent Entities: page 2 – 37
Multi Work Site Report Parent Entity Data, see: Entering Multi
Work Site Report Parent Entity Data: page 2 – 39
VETS Parent Entity Data, see: Entering VETS Parent Entity Data:
page 2 – 39
EEO1 Parent Entity Data, see: Entering EEO1 Parent Entity Data:
page 2 – 38
3. Repeat these steps to enter further information.

" To enter representative body additional information:

1. Click on the organization classification for which you want to enter
additional information. Choose the Others button to open the
Additional Organization Information window.
2. Select one of the following:
Representative Body Information, see: Entering Representative
Body Information: page 2 – 29
Constituency Information: see: Entering Constituency Information
for a Representative Body: page 2 – 34
3. Repeat these steps to enter further information.

" To enter constituency additional information:

1. Click on the organization classification for which you want to enter
additional information. Choose the Others button to open the
Additional Organization Information window.

2 – 26 Using Oracle HRMS – The Fundamentals (US)

 2. Select one of the following:
Location, see Entering Location Information for Constituencies:
page 2 – 35
Organization, see Entering Organization Information for
Constituencies: page 2 – 35
Organization Hierarchy, see Entering Organization Hierarchy
Information for Constituencies: page 2 – 35
Grade, see :Entering Grade Information for Constituencies: page
2 – 36
Bargaining Unit, see Entering Bargaining Unit Information for
Constituencies: page 2 – 36
Job, see Entering Job Information for Constituencies: page 2 – 36
Collective Agreement Grade, see Entering Collective Agreement
Grade Information for Constituencies: page 2 – 37
3. Repeat these steps to enter further information.

" To enter bargaining association information:

1. Click on the organization classification for which you want to enter
additional information. Choose the Others button to open the
Additional Organization Information window.
2. Select Trade Union Information, see: Entering Trade Union
Information for a Bargaining Association: page 2 – 37
3. Repeat these steps to enter further information.

Organization Management 2 – 27
Entering Business Group Information

" To enter Business Group information:

1. In the Organization window, query the Business Group if it does
not already appear there. In the Organization Classifications
region, select Business Group, choose the Others button, and select
Business Group Information.
2. Click in a field of the Additional Organization Information window
to open the Business Group Information window.
3. You can enter a short name for the Business Group. This name is
no longer used in Oracle HRMS It is provided for compatibility
with earlier releases, where it appeared in the header line of each
form.
4. Select the method of creating identifying numbers for employees
and applicants. The choices are:
• Automatic number generation
• Manual entry
• Automatic use of the national identifier (for example, the social
security number in the US, and the NI number in the UK). This
option is available for employees only.

☞ Attention: Once you save your method, you cannot later change
to either of the automatic options. You can only change to manual
entry.
5. Select the names of the key flexfield structures you want to use in
this Business Group.
6. Select the appropriate Legislation Code and default currency. The
Legislation Code determines the startup data you can access and
the contents of some legislation–specific windows.

☞ Attention: Selecting the correct legislation code is essential for the

correct functioning of Oracle HRMS. You cannot change the
legislation code after entering employees against the Business
Group.
7. (US users) To maintain fiscal year balances in Oracle Payroll if your
fiscal year is different from the calendar year, enter the fiscal year
start date.
8. You can enter a Minimum and Maximum Working Age for the
Business Group. When you enter or hire employees, you receive a
warning if the person’s age is outside this range.
9. Save your work.

2 – 28 Using Oracle HRMS – The Fundamentals (US)

Entering Representative Body Information
You use the Representative Body Information window to record details
about organizations classified as a representative body; for example,
jurisdiction and duration of mandate.

" Entering Representative Body Information:

1. Select the Job Group associated with the representative body.
Note: You cannot associate a representative body with the default
HR Job Group.
2. Select the body’s jurisdiction; for example, fire wardens or health
and safety issues. This list is maintained using the JURISDICTION
lookup type
3. Enter the duration of the body’s mandate and select the units (for
example, years).
4. Select the body’s method of funding; for example, employer
funded, employee funded, or joint funded. This list is maintained
using the FUNDING_METHOD lookup type.
5. Enter the maximum number of seats.
Note: The maximum number of seats for a representative body
must not exceed the total number of seats allocated to a
constituency.
6. Save your work.
Warning: Once you have attached roles to a representative
body, you must not change the Job Group associated with the
representative body, as this may lead to errors in the operating
of the system.

Business Groups: Entering Budget Value Defaults

You can set up budgets for non–monetary measures such as headcount
or full–time equivalent. When you enter employee assignments to
define the work an employee does for your enterprise, you can specify
the value of the assignment towards these budgets. For example, all
assignments typically count as one for headcount budgets, but may
count as less than one for full–time equivalent budgets.
To remove the requirement to enter these values for every assignment,
you can enter defaults for the whole Business Group. You can override
the defaults for individual assignments.

Organization Management 2 – 29
 " To define budget value defaults:
1. In the Organization window, query the Business Group if it does
not already appear there. In the Organization Classifications
region, select Business Group, choose the Others button, and select
Budget Value Defaults.
2. Click in a field of the Additional Organization Information window
to open the Budget Value Defaults window.
3. In the Units field, select a measurement type, such as Full Time
Equivalent or Headcount.
4. Enter a default value in the Value field.
You can enter a default value for as many budgetary units as you
plan to use for the Business Group.
To find out more about budgets see Budget Overview, Managing Your
Workforce Using Oracle HRMS.

Business Groups: Selecting a PTO Balance Type

If you use Oracle Payroll, you can choose to use a payroll balance to
store gross accruals for an accrual plan. The payroll balance is
maintained by the payroll run. It calculates accruals from the day after
either the Date Earned or the Date Paid of the last payroll period in
which the assignment was processed
To specify whether to use Date Earned or Date Paid for all your accrual
plans, select a PTO Balance Type for your business group. The default
is Date Paid.

" To select a PTO balance type:

1. In the Organization window, query the business group if it does not
already appear there. In the Organization Classifications region,
select Business Group, choose Others, and select PTO Balance Type.
2. Click in the field on the Additional Organization Information
window to open the PTO Balance Type window.
3. Select Date Paid or Date Earned in the PTO Balance Type field.
4. Save your work.

Business Groups and HR Organizations: Entering Work Day Defaults

You can set up default working hours for all employees in the Business
Group or in an HR Organization, saving data entry at lower levels.

2 – 30 Using Oracle HRMS – The Fundamentals (US)

 When necessary, you can override the defaults at lower levels, for
example, for individual positions or employee assignments.
The Salary Administration process uses working hours information to
prorate the salary values against which it validates any salary
proposals.

" To define work day defaults:

1. In the Organization window, query the Business Group or HR
Organization if it does not already appear there. In the
Organization Classifications region, select Business Group or HR
Organization, choose the Others button, and select Work Day
Information.
2. Click in the field of the Additional Organization Information
window to open the Work Day Information window.
3. Enter the normal start and end times in 24 hour format. For
example, for 5.30 p.m., enter 17:30.
4. Enter a number in the Working Hours field, and select the
corresponding period of time in the Frequency field. For example,
enter 40 and select Week.
You can add to the list of available frequencies by making entries
for the Lookup Type FREQUENCY, using the Application Utilities
Lookups window.

Defining a Default Monthly Payroll for a Business Group

You use both the Payroll Description window and the Organization
window to assign a default monthly payroll to a business group. When
a benefits assignment is created for an employee, due to their
termination or other qualifying event, the benefits assignment must
have a monthly payroll for the purpose of maintaining continuing
benefits if you are a US or Canadian customer.

" To define a default monthly payroll for a business group:

1. Create a payroll with a period type of Calendar Month using the
Payroll Description window.
2. Save your work and exit the Payroll Description window.
3. Select the business group for which you want to define a default
monthly payroll using the Find Organization window.

Organization Management 2 – 31
 4. Place the cursor in the Organization classifications block on the
Business Group field and choose the Others button.
5. Select Benefits Defaults from the Additional Organization
Information lookups.
6. Choose the Next button to display the Benefits Defaults window.
7. Select a monthly payroll for this business group.
8. Save your work.

GREs: Entering the IRS Identification Number

" To enter the unique identification number for the GRE:

1. In the Organization window, query the GRE if it does not already
appear there. In the Organization Classifications region, select
Government Reporting Entity, choose the Others button, and select
Employer Identification.
2. Click in a field of the Additional Organization Information window
to open the Employer Identification window.
3. Enter the identification number the IRS has issued for the GRE.
Note: If required, a Retirement Organization may have the
same Employer Identification Number as an existing GRE.

HR Organizations: Entering Costing Information

" To enter costing information:

1. In the Organization window, query the HR Organization if it does
not already appear there. In the Organization Classifications
region, select HR Organizations, choose Others, and select Costing
Information.
2. Click in the Additional Information window to display the
segments of the Cost Allocation flexfield set up with the qualifier of
Organization.
3. Select the appropriate cost code in each segment.
For individual employees, you can override these
organization–level codes by entering costing information on their
assignments.

2 – 32 Using Oracle HRMS – The Fundamentals (US)

HR Organizations: Entering Parent Organizations
After you set up organization hierarchies, use the Parent Organization
window to place a subordinate organization in hierarchies by naming
its immediate parent in each hierarchy.

" To enter a parent organization:

1. In the Organization window, query the HR Organization if it does
not already appear there. In the Organization Classifications
region, select HR Organization, choose Others, and select Parent
Organization to open the Parent Organization window.
2. Select the hierarchy name.
3. Select the name of the parent organization to which the HR
Organization is subordinate in this hierarchy.
4. To enter the HR Organization in another hierarchy, repeat steps 2
and 3.

HR Organizations: Entering a Work Schedule

Work schedules show the number of working hours scheduled each day
of the week for employees, starting with Monday. For example, for an
employee who works 7 hours and 45 minutes each day Sunday through
Thursday, with Friday and Saturday off, the work schedule is:
775–775–775–775–0–0–775.
Oracle Payroll uses work schedules to prorate pay for employees who
do not submit timecards. The startup data you receive with Oracle
Payroll includes several work schedules in common use, entered in the
table COMPANY WORK SCHEDULES.

" To select a work schedule for an HR Organization:

1. In the Organization window, query the organization if it does not
already appear there. In the Organization Classifications region,
select HR Organization, choose the Others button, and select Work
Schedule.
2. Click in the field in the Additional Organization Information
window to open the Work Schedule window.
3. Select the default work schedule for the organization.
You can override this default for individual employees on their
assignments.

Organization Management 2 – 33
 If the work schedule you need is not on the list, go to the Table
Structure window, query the table COMPANY WORK SCHEDULES,
and enter the new work schedule.

Business Group: Entering EEO Reporting Information

Within your Business Group you can enter information relevant for
EEO reporting.
Enter information from the Organization window

" To enter EEO reporting information:

1. Query your Business Group.
2. Select EEO Report details from the others window.
3. Click in the EEO Report Details field.
4. Select the correct report.
Note: The type of report you select will determine which EEO job
categories appear in the Job window.
5. If your report is EEO–5 complete the EEO–5 report type field.
6. Enter the control/OE number.
7. Enter the certifying officer information.
8. Enter contact person information.
9. Save your work.

Entering Constituency Information for a Representative Body

You can assign constituencies to a representative body in the
Constituency window.

" To enter constituency information for a representative body:

1. Select a constituency.
2. Enter the number of seats.
Note: The number of seats allocated to a constituency must
not exceed the maximum number of seats for its representative
body.

2 – 34 Using Oracle HRMS – The Fundamentals (US)

 3. Select a voting method.
4. Save your work.

Entering Location Information for Constituencies

Enter a location for the constituency from the Organization window.

" To enter a location:

1. Select Location from the Others window.
2. Select a valid location.
3. Include or exclude the location from the constituency in the
selection field.
4. Save your work.

Entering Organization Hierarchy Information for Constituencies

Enter organization hierarchy information for the constituency in the
Organization window. You can control which people to include or
exclude in the constituency by indicating a starting node.

" To enter organization hierarchy information:

1. Select organization hierarchy from the Others window.
2. Select the organization hierarchy.
3. Enter the hierarchy starting node.
4. Include or exclude the organization hierarchy from the
constituency in the selection field.
5. Save your work

Entering Organization Information for Constituencies

Enter an organization for the constituency from the Organization
window.

" To enter an organization:

1. Select organization from the Others window.

Organization Management 2 – 35
 2. Select the organization.
3. Include or exclude the organization from the constituency in the
selection field.
4. Save your work.

Entering Grade Information for Constituencies

Enter a grade for the constituency in the Organization window.

" To enter additional grade information:

1. Select grade from the Others window.
2. Select the grade.
3. Include or exclude the grade from the constituency in the selection
field.
4. Save your work.

Entering Bargaining Unit Information for Constituencies

Enter a bargaining unit for the constituency from the Organization
window.

" To enter additional bargaining unit information:

1. Select bargaining unit from the Others window.
2. Select the bargaining unit.
3. Include or exclude the bargaining unit from the constituency in the
selection field.
4. Save your work.

Entering Job Information for Constituencies

Enter job information for the constituency from the Organization
window.

" To enter additional job information:

1. Select job from the Others window.

2 – 36 Using Oracle HRMS – The Fundamentals (US)

 2. Select the job.
3. Include or exclude the job from the constituency in the selection
field.
4. Save your work.

Entering Collective Agreement Grade Information for Constituencies

Enter a collective agreement grade for the constituency from the
Organization window.

" To enter additional collective agreement grade information:

1. Select collective agreement grades from the Others window.
2. Select the grade.
3. Include or exclude the grade from the constituency in the selection
field.
4. Save your work.

Entering Trade Union Information for a Bargaining Association

Use the Trade Union Information window to record further
information about your bargaining association if it is a trade union.

" To enter trade union information for a bargaining association:

1. Query the bargaining association in the organizations window if it
does not already appear there. In the Organization Classifications
region, select Bargaining Association, choose the Others button.
2. Click in a field of the Additional Organization Information window
to open the Trade Union Information window.
3. Enter an employer reference and a trade union reference. These
could be numbers to be used in an Electronic Data Interchange.
4. Save your work

Entering EEO–1 and VETS Establishment Data for Parent Entities

Use the organization information type to set up defaults for
establishments held beneath this parent entity in an establishment

Organization Management 2 – 37
 hierarchy. This enables you to enter data that is common to the majority
of your establishments once, rather than having to enter it for each
establishment individually. You can override these defaults when
setting up your establishments in the Location window. The
information entered here is used when producing either the VETS–100
or EEO–1 reports.

" To enter EEO–1 and VETS establishment data:

1. Enter the Standard Industrial Classification (SIC) code and, if your
enterprise has migrated to using the North American Industry
Classification System (NAICS), enter the NAICS code.
Note: If you enter a NAICS code, then any SIC code you enter will
be ignored when you run the EEO–1 report. The VETS–100 report
uses the SIC codes and ignores the NAICS code.
2. Select the GRE for statistical reporting. This is used to define from
which GRE organization the report should extract the FEIN value
when the report is run.
3. Enter the Dun and Bradstreet number if one exists.
4. In the Government Contractor? field, select Yes if the
establishments beneath this parent entity are one of the following:
• Prime government contractors or first tier subcontractors, who
have a contract, subcontract, or purchase order amounting to
more than $50,000.
• A depository of government funds.
5. Indicate whether the establishments employ apprentices.
6. In the Reported Previously? field, select Yes if you want previous
year totals to appear on the report.
See: Submit EEO Standard Form 100: page 8 – 31
7. In Activity Lines 1–4, enter a brief description of the major business
activities of the subordinate establishments as advised by your
EEOC office.
8. Save your work.

Entering EEO–1 Parent Entity Data

You can use this organization information type to record information
about your parent entity that is used by the EEO–1 report.

2 – 38 Using Oracle HRMS – The Fundamentals (US)

 " To enter EEO–1 parent entity data:
1. Enter the reporting name for the parent entity and the EEO–1
company number, assigned by the EEO office to identify a
company or parent company.
2. Select Yes in the Affiliated field if the parent entity:
• Employs fewer than 100 employees, and
• Is affiliated with another company, or subject to centralized
ownership or management, resulting in a single enterprise
employing 100 or more employees
3. Save your work.

Entering Multiple Worksite Report Parent Entity Data

Use this organization information type to record information about
your parent entity that is used by the Multiple Worksite report.

" To enter Multiple Worksite report parent entity data:

1. Enter the legal name. This will be reported if it is different from the
trade name entered against the establishment in the Location
window.
For example, ABC Enterprises could have a subsidiary division
called Bay Restaurant. ABC Enterprises would be considered as the
legal name and Bay Restaurant would be a trade name.
2. Save your work.

Entering VETS Parent Entity Data

Use this organization information type to record information about
your parent entity that is used by the VETS–100 report.

" To enter VETS parent entity data:

1. Enter the reporting name to be used for this parent entity.
2. Enter the company number that the US Department of Labor has
provided to identify this parent entity.
3. Select the type of reporting organization appropriate for this parent
entity.

Organization Management 2 – 39
 4. Save your work.

Finding an Organization
Use the Find Organization window to find the organizations you want
to review or amend. If you want to set up a new organization, rather
than querying an existing organization, select the New button. For
more information about creating a new organization see Creating an
Organization: page 2 – 21.
Note: When you navigate to the Organization window, the
Find Organization window automatically displays.

" To query an organization using the Find Organization window:

1. Do one, a selection, or all of the following:
• Enter a full or partial query on the organization’s name. If more
than one name matches the selection criteria, select one of the
names.
• Enter a full or partial query on the organization type and/or
location. If more than one organization type or location matches
the selection criteria, select the type and/or location to query.
• Enter a full or partial query on the classification name. If more
than one classification name matches the selection criteria, select
the name to query.
For the classification you have selected indicate whether you
want to query on:
– Enabled classifications: This only returns those
organizations that match your selection criteria and have
your selected classification enabled.
– Disabled classification: This only returns those
organizations that match your selection criteria and have
your selected classification disabled.
– Both: This returns organizations that match your selection
criteria and have your selected classification, regardless of
whether the classification is enabled or disabled.
2. Choose the:
• Find button to run the query.
The organization or organizations found by the query display in
the Organization window. If the query finds more than one

2 – 40 Using Oracle HRMS – The Fundamentals (US)

 organization, you can use the [Down Arrow] key or choose Next
Record from the Go menu to display the next organization.
• Clear button to remove the existing selection criteria. You can
then enter new information on which to perform a query.

Removing and Deleting Organizations

Remove an organization if you want to prevent it being available for
employee assignments. This still leaves a history of the organization.
Only delete an organization if you want to completely remove it from
your system.

" To remove an organization

1. Select the organization you want to remove.
2. Enter an end date (Date To) on the organization record.

" To delete an organization

1. Remove any employee assignments to the organization.
2. Remove the organization from any hierarchies.
3. Disable its organization classifications in the Organization window.
4. Delete the organization in the Organization window.

Organization Hierarchies
Organization hierarchies show reporting lines and other hierarchical
relationships between organizations in your enterprise.

Organization Management 2 – 41
 You set up a primary reporting hierarchy reflecting the main reporting
lines, as established in the organization chart of your enterprise. Below
is an example of an organization chart showing the reporting lines of a
single–company enterprise.
Figure 2 – 5 Chart Showing Primary Reporting Lines

Multiple Hierarchies
In addition to the primary reporting hierarchy, you can set up as many
other organization hierarchies as you need.

Hierarchies for Matrix Management

Your enterprise may have a matrix management structure in which
organizations have more than one reporting line. For example, looking
at the organization chart for Global Industries, the HR organization
under Production might have another reporting relationship to the
organization Company HR. You can set up additional hierarchies to
reflect secondary reporting relationships within your enterprise.

Security Hierarchies
As well as constructing hierarchies to reflect reporting lines, you can
also use hierarchies to control access to information. For example, in a
decentralized enterprise you might want to give each regional manager
access to the records of the employees in the organizations in their
region.

2 – 42 Using Oracle HRMS – The Fundamentals (US)

 Looking again at the organization chart for Global Industries, you want
managers in the Sales East office to have access to the records of all
employees in the eastern region sales groups. You can do this by
building a geographical hierarchy of your regions and the organizations
in each.
You can also give managers in the Sales East office access to records in
other organizations by creating a global organization hierarchy
structure.

Hierarchies for Reporting

When you run some of the Oracle HRMS standard reports, you can
specify an organization hierarchy to determine which organizations
and employees the report covers. You can also use this approach in
your own standard or ad hoc reports. You can create additional
organization hierarchies just for analysis and inquiry purposes.
In the US, to produce reporting for government authorities, for
example EEO–1 and VETS–100 reports, you build special establishment
hierarchies to obtain the correct coverage of employees.

Organizational Change and Version Control

Changing your hierarchies to reflect simple changes in reporting lines is
easy. You create a new version of your existing hierarchy and modify
parts of its structure. Oracle HRMS retains earlier versions of
hierarchies for historical information.
However, when you experience a major restructuring, it is often best to
create new work structures, including new organizations and reporting
lines.
Suggestion: You can create future–dated versions of your
organization structures and use these to prepare for
reorganization in advance. You retain previous versions of
your hierarchies for historical information.
If you want to read more information about dated information and
hierarchy versions, see Dated Versions of Hierarchies: page 1 – 15

Global Organization Hierarchies

If you use an application other than Oracle HRMS, for example, Oracle
CRM, then you can use global organization hierarchies to set up global
security profiles that enable you to work on organizations in multiple
Business Groups.

Organization Management 2 – 43
 A global hierarchy can contain organizations from any Business Group
on your database. By associating a global organization hierarchy with a
global security profile you can create a security hierarchy that gives
users access to organizations across Business Groups.
If you want to read more information about security profiles, see:
Security Profiles, Configuring, Reporting and System Administration in
Oracle HRMS.
If you use the Oracle HRMS ’professional’ forms interface, then you
cannot access data across Business Groups using one responsibilty,
even if you associate a global security profile to your responsibilty.
Your access is limited to organizations in the Business Group defined in
the HR:Business Group profile option.

2 – 44 Using Oracle HRMS – The Fundamentals (US)

Creating Organization Hierarchies
Create organization hierarchies to show reporting lines and other
hierarchical relationships. If you want to include organizations from a
single Business Group, use the Organization Hierarchy window,
alternatively, use the Global Organization Hierarchy window to include
organizations from any Business Group. Always define hierarchies
from the top organization down.
You must define the top organization in the hierarchy, and at least one
organization subordinate to it.
Note: To access the Global Organizations Hierarchy window you
must have a global security profile associated with your
responsibility and your System Administrator must add the
window to the menu.

" To set up a new organization hierarchy:

1. Enter a unique name for the hierarchy, and check Primary if it is
your main reporting hierarchy.
2. Save your work.
3. Enter the version number and start date for the hierarchy.
You can copy an existing hierarchy. See: To copy an existing
hierarchy: page 2 – 47, below.
4. Save your work.
5. Query the top organization name in the Organization block.
6. In the Subordinates block, select the immediate subordinates for
the top organization.
If you are using the Global Organization Hierarchy window, the
lookup displays which Business Group each organization belongs
to as organizations from different Business Groups can have the
same name.
7. To add organizations below one of these immediate subordinates
choose the Down Arrow button for the organization.
The Organization block now displays the organization you
selected. You can add subordinates to this organization. To return
to the previous level, choose the Up Arrow button.
Note: The list of organizations from which you can select in
the Subordinates block includes organizations that are already
in the hierarchy. If you select such an organization, you will
move it and all its subordinates within the hierarchy.

Organization Management 2 – 45
 See: Changing Organization Hierarchies: page 2 – 47

" To enable position control:

1. Query the organization hierarchy in the Name field.
2. Check the Position Control checkbox to select this hierarchy as the
one that operates under the position control business rules.
You can designate only one hierarchy for position control. Any
versions you create of this hierarchy are also position controlled.
3. Determine the level at which the position control begins:
• To set the level at the highest organization so that position
control includes it and all its subordiantes, click the Top Node
Enabled checkbox.
• To set the level so that position control begins at a subordinate
level, choose the organization in the Subordinate block and select
Yes from the LOV in the Position Control block.
4. To exclude an organization that shouldn’t operate under position
control rules, choose the organization in the Subordinates block
and select No from the LOV in the Position Control block.
Excluding the organization automatically excludes its subordinates.

" To change the top node for position control:

1. Query the organization hierarchy version that’s position controlled.
2. Query the organization that will become the new top node in the
Organization block.
3. Query the organization that was the previous top node in the
Subordinates block and click the select Yes from the LOV in the
Position Control block.

" To create a new version of an existing hierarchy:

1. Query the name of the hierarchy.
2. In the Version field, use the Down Arrow to move through existing
versions of the hierarchy until you reach a version number for
which no other data appears. Enter the start date for the new
version.
Note: Overlapping versions of a hierarchy cannot exist. Whenever
you enter a new version of a hierarchy, the system automatically
gives an end date to the existing version. Oracle HRMS retains the
records of obsolete hierarchies, so you do not lose any historical
information.

2 – 46 Using Oracle HRMS – The Fundamentals (US)

 You can copy an existing hierarchy. See: To copy an existing
hierarchy: page 2 – 47, below.
3. Query the top organization name in the Organization block.
4. In the Subordinates block, select the immediate subordinates for
the top organization.
5. To add organizations below one of these immediate subordinates,
choose the Down Arrow button for the organization.
The Organization block now displays the organization you
selected. You can add subordinates to this organization. To return
to the previous level, choose the Up Arrow button.

" To copy an existing hierarchy:

1. Enter or query the name and number of your new hierarchy
version and choose the Copy Hierarchy button.
2. Select the name and version number of the hierarchy you want to
copy.
Details of this hierarchy then appear in the Organization and
Subordinates blocks. You can change these.

Changing Organization Hierarchies

" To add a new organization to an existing hierarchy:

1. Query the hierarchy and version you want to change.
2. Query the parent organization for the one you are adding.
3. Select the new organization in the Subordinates block.
Note: The list of organizations from which you can select in
the Subordinates block includes organizations that are already
in the hierarchy. If you select such an organization, you will
move it and all its subordinates within the hierarchy.

" To change the top organization of an existing hierarchy:

1. Query the hierarchy and version you want to change.
2. Query the new top organization.
3. Select the previous top organization in the Subordinates block.

" To move an organization and all its subordinates:

1. Query the hierarchy and version you want to change.

Organization Management 2 – 47
 2. Query the new parent organization for the one you want to move.
3. Select the organization to move in the Subordinates block. All the
organization’s subordinates are moved.

Deleting Organization Hierarchies

You cannot delete an organization hierarchy if other versions exist, or a
security profile uses it.

" To delete an organization hierarchy

1. Remove all the subordinate organizations from the hierarchy,
starting at the lowest level.
2. Delete the organization hierarchy.

Running the Organization Hierarchy Report

Oracle HRMS includes a standard Organization Hierarchy Report to
display the relationships between organizations in a hierarchy.You run
reports from the Submit Requests window.

" To run the Organization Hierarchy Report:

1. In the Name field, select Organization Hierarchy.
2. Enter the Parameters field to open the Parameters window.
3. Enter the effective date for which you want to see the report.
4. In the Organization Structure field, select the hierarchy. If there are
multiple versions, select a version.
If the effective date lies between the version’s start and end dates,
the report shows information for the effective date. If it lies outside
these dates, the report shows information for the start date of the
version.
5. In the Parent Organization field, select the highest organization in
the hierarchy that you want to see on the report.
6. Enter Yes in the Managers Shown field to see managers’ names.
If there are more than ten managers, you see the number of
managers only.
7. Choose the Submit button.

2 – 48 Using Oracle HRMS – The Fundamentals (US)

CHAPTER

3 Hierarchy
Diagrammers

Hierarchy Diagrammers 3–1

Hierarchy Diagrammers Overview
You can create organization and position hierarchies to reflect reporting
lines and control access to information in your enterprise. See:
• Organization Hierarchies: page 2 – 41
• Position Hierarchies: page 4 – 2
You can use the hierarchy diagrammers to edit these hierarchies using a
graphical interface.
The hierarchy diagrammers use the same security model as the other
windows in Oracle HRMS and access to them is restricted by your
responsibility.
You launch a hierarchy diagrammer from the Organization Hierarchy
window or the Position Hierarchy window. See Launching a Hierarchy
Diagrammer: page 3 – 3.
Note: Before you can access the hierarchy diagrammers, a TCF
SocketServer must be running. Your system administrator can
set this up for you.

Viewing and Editing Hierarchy Diagrams

You can view and edit hierarchy diagrams for organizations and
positions using:
• The Organization Hierarchy Diagrammer
• The Position Hierarchy Diagrammer

Do I need to run a separate program to create hierarchy diagrams?

No. The hierarchy diagrammers are standard Oracle HRMS windows,
with the addition of a graphical area. They work together with the
Organization Hierarchy window and Position Hierarchy window so
you can create basic hierarchies using these windows and then make
intuitive drag–and–drop changes using the diagrammers.
Any changes made using the hierarchy diagrammers are reflected in
the hierarchy windows, and are saved in your database.

Can I create multiple versions of a hierarchy, and model different business scenarios?
Yes. You can use the diagrammers together with the organization and
position hierarchy windows to:

3–2 Using Oracle HRMS – The Fundamentals (US)

 • Create new versions of existing hierarchies
• Create copies of existing hierarchies
• Create future–dated hierarchies to prepare for reorganizations in
advance

Can I print the graphical versions of the hierarchies?

Yes. You can print pictorial representations of organization and position
hierarchies.

Can I create hierarchies that contain organizations from multiple business groups?
Yes. If you have the appropriate security access to more than one
business group, you can include organizations from more than one
business group in your hierarchy.

Launching a Hierarchy Diagrammer

You edit organization or position hierarchies in the Organization
Hierarchy Diagrammer window or the Position Hierarchy Diagrammer
window.

" To launch a hierarchy diagrammer:

1. Open the Organization or Position Hierarchy window using the
Diagrammer menu option. This displays a cut–down version of the
Hierarchy window.
Note: To create hierarchies containing organizations from only
one business group, choose the Diagrammer Local option. To
include hierarchies from more than one business group, choose
the Diagrammer Global option.
2. Query the hierarchy you want to edit. If it does not yet exist, you
can create a new hierarchy by:
• Setting Up a New Hierarchy: page 3 – 7
• Creating a New Version of an Existing Hierarchy: page 3 – 8
• Copying an Existing Hierarchy: page 3 – 9
3. Choose the Open Editor button to open the Hierarchy Diagrammer
window. The selected organization or position hierarchy is
displayed.

Hierarchy Diagrammers 3–3

 The hierarchy diagrammer is divided into three regions:
• The hierarchy diagram region. This displays a diagrammatic
representation of an organization or position hierarchy. You use
the hierarchy diagram region to graphically view, create or
modify an organization or position hierarchy.
• The node list region. This displays a Find block and a list of
organizations or positions that you have located using the Find
feature and have not yet attached to a hierarchy.
• The node properties region. This displays details of the selected
organization or position. Use the buttons to display further
position and assignment details for the selected organization or
position.

Finding an Organization or Position in the Hierarchy Diagrammers

You can display a list of unattached organizations or positions so that
you can view additional information about them or add them to your
hierarchy. You do this using the node list region of the Hierarchy
Diagrammer windows.

" To find an organization or position:

1. In the Name field, enter the name of the organization or position.
• To broaden the search, you can use the percent (%) symbol to
replace one or more letters; for example, enter Sales% to find
Sales North, Sales South, Sales Central and so on.
• To narrow the search, you can enter different criteria in the other
fields next to the Find button; for example, to find all Sales
organizations with Senior Sales Executive jobs, you could enter:
– Sales% in the Name field
– Senior Sales Executive in the Job field
– Active in the Hiring Status field
2. Choose the Find button.
All matches for the criteria you entered are listed below the Find
area.
3. To remove the search results and start a new query, choose the
Clear button.

3–4 Using Oracle HRMS – The Fundamentals (US)

Changing the Appearance of a Hierarchy Diagram
You can change the appearance of a hierarchy diagram including:
• The levels displayed in the hierarchy
• The style of the hierarchy diagram
• The text style, size and color, and the background and line colors
• The area of the screen used to display the diagram
The changes you make affect the appearance of the diagram both on
screen and when you print it out.

Expanding and Collapsing Diagrams

Organizations and positions with subordinate levels in a hierarchy
diagram include a small button for expanding or collapsing diagrams:
Expandable parent organization or position with hidden
subordinate levels. Click the button to expand the parent and
display subordinate organizations or positions.
Collapsible parent organization or position with subordinate levels
displayed. Click the button to collapse subordinate organizations or
positions.

Changing the Style of a Diagram

You can choose from three styles of hierarchy diagram:
• Vertical style: displays the hierarchy diagram in a stacked
hierarchical layout
• nterleaved style: displays the hierarchy diagram in an expanded
stacked hierarchical layout
• Org chart style: displays the hierarchy diagram in an
organization chart style layout.
Choose a style from the View menu or choose the appropriate toolbar
button to change the style.

Changing the Font and Colors in a Diagram

You can change the colors of the following elements of a hierarchy
diagram:
• Background
• Lines and boxes

Hierarchy Diagrammers 3–5

 • Nodes (organizations or positions)
• Node text

" To change the font and colors in a diagram:

1. Launch a hierarchy diagrammer: page 3 – 3.
2. Choose Edit, Preferences from the menu to display the Preferences
window.
3. Choose the Choose Color... button for the diagram element you
want to change.
4. Select a color from the Color Picker dialog.
You can also change the style and size of the text by selecting from the
Font Name and Font Size poplists in the Preferences window.

Changing the Display Area of a Diagram

You can increase the area of the screen available for the hierarchy
diagram by hiding unwanted regions of the window using the
following options on the View menu:
• Node Properties
• Node List
• Toolbar
• Status Bar
Suggestion: If you still want to see the properties for
organizations or positions, you can display a floating
properties sheet. Choose the button on the Node Properties
region before you hide the region, or choose Properties from
the Edit menu.

Displaying Information about Organizations or Positions

You can display additional information about organizations or
positions in the hierarchy diagrammers, to assist you in creating or
editing hierarchies.

" To display additional information for an organization or position:

1. Launch a hierarchy diagrammer: page 3 – 3.
2. Either:

3–6 Using Oracle HRMS – The Fundamentals (US)

 • Select an organization or position in the hierarchy diagram
region of the window.
or:
• Use the Find feature to display an unattached organization or
position in the node list region of the window and then select it.
3. Choose one of the following buttons:
• Organizations or Positions
• Assignments
• Organization Holders or Position Holders
A floating window appears displaying additional details for the
selected organization or position.
You can also resize the amount of space available to each region of the
window, to make the best use of the display space, by dragging the
edge of the region.

Setting Up a New Hierarchy

Use the hierarchy diagrammers to graphically set up a new
organization or position hierarchy. You must first use the Organization
or Position window to specify:
• The top organization or position in the hierarchy
• All the subordinate organizations or positions for the hierarchy.
See Creating an Organization: page 2 – 21 or see Defining a Position:
page 4 – 30

" To set up a new organization or position hierarchy:

1. Open the Organization or Position Hierarchy window using the
Diagrammer menu option. This displays a cut–down version of the
Hierarchy window.
Note: To create hierarchies containing organizations from only
one business group, choose the Diagrammer Local option. To
include hierarchies from more than one business group, choose
the Diagrammer Global option. The availability of these
options depends on whether your system administrator has
granted you access to the local or global versions of the
windows using function security. See Menu Structure in
Configuring, Reporting and System Administration in Oracle
HRMS.

Hierarchy Diagrammers 3–7

 2. Enter a unique name for your new hierarchy, and check Primary if
it is your main reporting hierarchy.
3. Enter the version number and start date for the hierarchy.
4. Save your work.
5. Choose the Open Editor button to open the hierarchy diagrammer.
6. In the node list region of the window, query the organization or
position that represents the top level in the hierarchy and drag it to
the hierarchy diagram region of the window.
7. Build the hierarchy by adding organizations or positions, working
from the top level down.
• To add an organization or position, drag it from the node list
region to the organization or position that will be its parent and
drop it on top to add it to the hierarchy. The cursor displays a
small rectangle when you are on top of the parent value.
• You can move and remove organizations or positions to modify
the hierarchy until you have the correct structure.
8. Save your hierarchy. The hierarchy diagrammer commits the
changes to your database to create the new hierarchy.

Creating a New Version of an Existing Hierarchy

Use the hierarchy diagrammers to create a new version of an existing
organization or position hierarchy.

" To create a new version of an existing hierarchy:

1. Open the Organization or Position Hierarchy window using the
Diagrammer menu option. This displays a cut–down version of the
Hierarchy window.
Note: To create hierarchies containing organizations from only
one business group, choose the Diagrammer Local option. To
include hierarchies from more than one business group, choose
the Diagrammer Global option. The availability of these
options depends on whether your system administrator has
granted you access to the local or global versions of the
windows using function security
See Menu Structure in Configuring, Reporting and System Administration
in Oracle HRMS.
2. Query the name of the hierarchy.

3–8 Using Oracle HRMS – The Fundamentals (US)

 3. In the Version field, use the Down Arrow to move through existing
versions of the hierarchy until you reach a version number for
which no other data appears. Enter the start date for the new
version.
Overlapping versions of a hierarchy cannot exist. When you create
a new version of an existing hierarchy, the system automatically
gives an end date to the existing version. Oracle HRMS retains all
previous versions of hierarchies for historical information.
4. Save your work.
5. Choose the Open Editor button to open the Hierarchy Diagrammer
window. The new version of the organization or position hierarchy
is displayed.
6. Modify the hierarchy to add, move or remove organizations or
positions to create the new hierarchy.
7. Save your hierarchy. The hierarchy diagrammer commits the
changes to your database to create the new hierarchy.
You can also create a new hierarchy by copying an existing hierarchy:
page 3 – 9 and modifying it.

Copying an Existing Hierarchy

Use the hierarchy diagrammers to create a new organization or
position hierarchy by copying an existing one.

" To copy an existing hierarchy:

1. Open the Organization or Position Hierarchy window using the
Diagrammer menu option. This displays a cut–down version of the
Hierarchy window.
Note: To create hierarchies containing organizations from only
one business group, choose the Diagrammer Local option. To
include hierarchies from more than one business group, choose
the Diagrammer Global option. The availability of these
options depends on whether your system administrator has
granted you access to the local or global versions of the
windows using function security.
See Menu Structure in Configuring, Reporting and System Administration
in Oracle HRMS.
2. Choose New from the File menu, enter a name for your new
hierarchy and save your work.

Hierarchy Diagrammers 3–9

 3. Enter a start date for your new hierarchy and choose the Copy
Hierarchy button (do not save first).
4. Select the name and version of the hierarchy you want to copy, and
choose Copy.
5. Choose the Open Editor button to open the Hierarchy Diagrammer
window. The copied organization or position hierarchy is
displayed.
6. Modify the hierarchy to add, move or remove organizations or
positions to create the new hierarchy.
7. Save your hierarchy. The hierarchy diagrammer commits the
changes to your database to create the new hierarchy.

Adding Organizations or Positions to a Hierarchy

Use the hierarchy diagrammers to add organizations or positions to an
organization or position hierarchy.

" To add organizations or positions to a hierarchy:

1. Launch a hierarchy diagrammer: page 3 – 3.
2. In the node list region of the window, query the organization or
position you want to add to your hierarchy.
3. Select the organization or position name in the node list, and drag
it to the organization or position that will be its parent, then drop it
on top to add it to the hierarchy.
The cursor displays a small rectangle when you are on top of the
parent value.
4. Save your changes to the hierarchy. The hierarchy diagrammer
commits the changes to your database.

Removing Organizations or Positions From a Hierarchy

Use the hierarchy diagrammers to remove organizations or positions
from an organization or position hierarchy.

" To remove organizations or positions from a hierarchy:

1. Launch a hierarchy diagrammer: page 3 – 3.

3 – 10 Using Oracle HRMS – The Fundamentals (US)

 2. Select the organization or position you want to delete from your
hierarchy, and drag and drop it into the node list region of the
window, or choose Cut to remove it and all its descendants.
You are not deleting the organization or position from your
database; you are just removing it from the hierarchy.
3. Save your changes to the hierarchy. The hierarchy diagrammer
commits the changes to your database.

Moving Organizations or Positions in a Hierarchy

Use the hierarchy diagrammers to move organizations or positions in
an organization or position hierarchy.

" To move organizations or positions in a hierarchy (drag and drop):

1. Launch a hierarchy diagrammer: page 3 – 3.
2. Select the organization or position you want to move in your
hierarchy, drag it to the organization or position that will be its
parent and drop it on top to add it to the hierarchy.
The cursor displays a small rectangle when you are on top of the
parent value.
3. Save your changes to the hierarchy. The hierarchy diagrammer
commits the changes to your database.

" To move organizations or positions in a hierarchy (cut and paste):

1. Launch a hierarchy diagrammer: page 3 – 3.
2. Select the organization or position you want to move in your
hierarchy, and choose Cut from the Edit menu or choose the Cut
button on the toolbar.
3. Move the cursor over an organization or position that you want to
move it beneath, or next to.
The cursor displays a small rectangle when you are on top of the
parent value.
4. Choose:
• Paste, to move the organization or position to be a subordinate of
the one selected
or:
• Paste Next to, to move the organization or position to the same
level as the one selected.

Hierarchy Diagrammers 3 – 11
 5. Save your changes to the hierarchy. The hierarchy diagrammer
commits the changes to your database.

Menu and Toolbar Commands

You can access the following commands from the hierarchy
diagrammer menus. Use them to create, edit, save and print hierarchy
diagrams and control the display of hierarchy diagrams on your
desktop.
Some of these commands are also available from the toolbar, which
provides quick access to commands you use often.

File Menu
Save
Saves changes made to the hierarchy to your database.
Refresh
Refreshes the screen to show the latest changes to the hierarchy
diagram.
Print
Prints the hierarchy diagram as it is displayed in the window.
Close Hierarchy Editor
Exits the hierarchy diagrammer and prompts you to save any
changes.

Edit Menu
Cut
Removes the selected organization or position and any subordinate
organizations or positions from the current hierarchy, and places it
on the clipboard. Use with Paste or Paste next to, to move the
organization or position.
Copy
Copies the selected organization or position and any subordinate
organizations or positions in the current hierarchy to the clipboard.
Use with Paste or Paste next to, to move the organization or
position. When you paste the copied organization or position, it is
removed from its original place in the hierarchy and replaced at the
new location, thus having the same effect as the Cut option.

3 – 12 Using Oracle HRMS – The Fundamentals (US)

 Paste
Pastes an organization or position into the hierarchy at the level
below the selected organization or position.
Paste next to
Pastes an organization or position into the hierarchy at the same
level as the selected organization or position.
Delete
Removes an organization or position from the hierarchy diagram.
Unlike Cut and Copy, this option does not place the organization or
position on the clipboard. Only removes organizations and
positions from the hierarchy and does not delete them from your
database.
Properties (on–screen button)
Displays a floating window showing the properties of the selected
organization or position. You can use this instead of the node
properties region of the window.
Preferences
Displays the Preferences window, which you can use to change the
text style and size, and the colors of the text, lines, nodes and
background of the hierarchy diagram.

View Menu
Vertical Style
Changes the view of the current hierarchy diagram to a stacked
hierarchical layout.
Interleaved Style
Changes the view of the current hierarchy diagram to an expanded,
stacked hierarchical layout.
Org Chart Style
Changes the view of the current hierarchy diagram to an
organization chart style layout.
Node Properties
Toggles on or off the region of the window containing the
properties of the selected organization or position, enabling you to
display more of the hierarchy diagram.
Node List

Hierarchy Diagrammers 3 – 13
 Toggles on or off the region of the window containing the Find
block and the list of organizations or positions that are not part of
the hierarchy, enabling you to display more of the hierarchy
diagram.
Toolbar
Toggles the toolbar on and off.
Status Bar
Toggles the status bar at the bottom of the main hierarchy
diagrammer window on and off.

Help Menu
About
Displays information about the hierarchy diagrammer.
Library
Displays help for using any Oracle applications you have installed.

3 – 14 Using Oracle HRMS – The Fundamentals (US)

CHAPTER

4 Enterprise Modeling

Enterprise Modeling 4–1

Enterprise Modeling Overview
In many enterprises the basic management units are roles, not
individuals. This is because organizations continue in unchanged
existence despite frequent changes in staff. However, the definition of
a ’role’ varies from one enterprise to another. Like organization
structures, it reflects the culture of the enterprise.
Within Oracle HRMS the concept of a role is used in three different
ways:
• A person’s primary role is set up using jobs and positions. This
defines the key tasks that the person is employed to fulfil.
• A person may also perform ancillary activities, such as fire
warden or health and safety representative, that in some
instances can lead to enhanced employment rights or
compensation. These activities are known as supplementary
roles.
• A person may additionally have to authorize or approve certain
actions within the enterprise, such as expenses or recruitment.
This must be set up using workflow roles.

Role Definition (Jobs and Positions)

You define roles to represent the ways that different groups of
employees work as:
• Jobs
• Jobs and Positions
You can also have a combination of both to define different roles
throughout your enterprise.
You can also identify groups of employees (using the Job Name and
Position Name key flexfields), and you can hold standard information,
such as job descriptions and standard working hours.
Part of your definition also includes the evaluation you want to
perform between roles.
Role definitions can include descriptions of responsibilities,
requirements and working conditions. There are a number of ways to
add information about a role, for example, you can attach documents
(such as word processed documents, spreadsheets, or simple text
comments) to each job or position record. You can also add up to
twenty additional fields to each window to hold extra information you
require. To see the number of ways to add information, see: Entering
Additional Information About Jobs and Positions: page 4 – 7.

4–2 Using Oracle HRMS – The Fundamentals (US)

If you use positions to define roles, you can use Oracle’s position,
budget, and workflow functionality to keep position and related costs
in line with available funds. See: Position Management: page 4 – 9.

Supplementary Roles
As well as recording information about the roles that employees carry
out as part of their employment contract, you can record information
about supplementary roles that employees undertake. For example, an
employee may be a health and safety representative, or a member of a
representative body such as a European Works Council.

Job Groups
Each job is held in a Job Group. The Job Group is used to store jobs of a
similar type together in one group. All standard jobs created in Oracle
HRMS, that is, those jobs that define the role the person is employed to
fulfil, must be stored in the default HR Job Group.
Supplementary roles must not use the default HR Job Group.

Workflow Roles
Workflow roles typically correspond to the types of actions that
characterize each destination in a routing sequence, such as initiator,
classifier, reviewer, approver, and are defined by the user. You can
associate several users to the same role, thus allowing anyone
occupying that role to process the transaction.

Position Hierarchies
If you use positions to define roles, you can define position hierarchies to
show the detailed line management reporting in each organization or
throughout the enterprise. You can create and maintain your reporting
structures in one of two ways; using the Position Hierarchy window or
the Position Hierarchy Diagrammer.

Grade Structures
You can represent the grade structures used in your enterprise, and
relate compensation to grades. You can relate compensation to grades
directly, using grade rates, or indirectly, using grade scales.

Reorganize Business Groups

You can also represent the reporting lines and other relationships by
building hierarchies. Using Mass Move, you can transfer a group of
employee assignments in one step, to another organization or to new
positions within the same organization.

Enterprise Modeling 4–3

 Collective Agreements
You can record details of collective agreements that are recognized by
organizations within your Business Group. Collective agreements are
agreements between a bargaining unit and an employer or employer
federation that determine minimum pay rates and conditions for the
employees covered by its terms.

Enterprise Modeling
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, positions and grades in enterprise modeling?

Jobs, positions and grades 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.
You can relate compensation to grades in two ways: directly, using
grade rates, or indirectly, using grade scales. If you relate compensation
to grades directly, salary information is held in the salary element. If
you relate compensation to indirectly, this salary information is not
held in the salary element, but in a grade step table. There may be
several steps, and hence values, for each grade in its grade scale. We
explain the factors you should take into account in choosing the more
appropriate of these two approaches for your enterprise.

4–4 Using Oracle HRMS – The Fundamentals (US)

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 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.

Enterprise Modeling 4–5

 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.

Jobs and Positions

You define roles to represent the ways that different groups of
employees work. In Oracle HRMS you can use jobs or positions, or a
combination, to define roles.
Job A job is a generic role within a Business Group,
which is independent of any single organization.
For example, the jobs Manager and Consultant can
occur in many organizations. You can also use jobs
to set up supplementary roles that an employee
might hold, for example, fire warden, or health and
safety officer. You can distinguish these
supplementary roles from other jobs by using Job
Groups.
Position A position is a specific occurrence of one job, fixed
within one organization. For example, the position
Finance Manager would be an instance of the job of
Manager in the Finance organization. The position
belongs to the organization. There may be one,
many, or no holders of a position at any time.

Example
In a large structured organization, you may have a permanent
establishment of positions for most of your employees.
However, you may also have groups of employees hired to perform
specific tasks. This can be on a temporary or a permanent basis. Staff
in this category can include agency workers, consultants and
contractors. For these staff, you can define the role more flexibly as a
job.

4–6 Using Oracle HRMS – The Fundamentals (US)

Model Your Organization and Roles
When you plan how to model your organizations and roles, consider
the following points:
• 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.
• To manage fixed establishments of posts that exist independently
of the employee assignment, it is best to use positions.
If you decide to use positions to represent your enterprise structures
you need to consider carefully how to use organizations.
Positions provide you with a finer degree of structural definition and
control than organizations on their own. You can use both
organizations and positions to represent your reporting structures.
However, if you define both, you must also maintain both over time.
This may lead you into duplication of effort and information.
Suggestion: If you decide to use positions to represent how
people work in your enterprise, it is best to define most of the
detail at the level of the position. Do not duplicate this detail
in organization structures.
Use organizations to show your highest level of departments or
divisions. Use positions and position hierarchies to show the reporting
groups existing in your enterprise.
If you use positions to define roles, you can use Oracle’s position and
budget functionality to stay within budget and adjust position
expenditures or budgets in response to changes in organizations,
personnel, and funding sources. You can also use Oracle Workflow for
routing position definitions and budgets for approval, and configure
predefined business rules that perform necessary validations. See:
Position Management: page 4 – 9.

Additional Information About Roles

As you define roles in your enterprise you can describe their
responsibilities, requirements, and working conditions. This can be
done in a number of ways:
• For positions you can enter the location, probation period and
working hours in the standard fields. Entering location and
working hours for an organization provides a default for all
positions within that organization.

Enterprise Modeling 4–7

 • You can attach documents, for example, text describing the
objectives and tasks of the job or position, to each record.
• You can add up to twenty additional fields to each window in a
descriptive flexfield. These fields can be global (they always
appear) or context–sensitive (they appear only when triggered
by another piece of information). For example, you could set up
fields to record the health and safety requirements of a position,
or its suitability for job share.
• You can add any number of Extra Information Types (EITs). This
would enable you to set up fields to hold information to which
only users with certain responsibilities would have access. For
example, you could set up fields only to be used by managers.
• You can enter competencies against both jobs and positions.
Then, using the suitability matching tool, you can match
employees’ competencies to those required by a job or position.
This enables you to identify training needs or rank potential
successors. You can also enter which position is the planned
successor for each position in your enterprise.

Job Groups
Each job is held in a job group. The job group is used to store jobs of a
similar type together in one group. All standard jobs created in Oracle
HRMS, that is, those jobs that define the role the person is employed to
fulfil, must be stored in the Default HR Job Group. This job group is
automatically created for your business group. Only jobs entered in the
Default HR Job Group will be available in other windows in Oracle
HRMS such as Position, Competencies, or Assignment. The only
windows within Oracle HRMS that can access jobs outside of the
Default HR Job Group are the Supplementary Roles window and the
Elections window.
You can set up additional job groups to store supplementary roles that
your employees might fulfil. These would be performed in addition to
the roles described above and could be as a result of company defined
initiatives like fire warden, or defined by legislation such as health and
safety representative.
See: Workers’ Representation and Supplementary Roles in Managing
Your Workforce Using Oracle HRMS.
You can also set up job groups to be used by Oracle Projects.
The way in which your enterprise uses job groups will depend on the
setting of the HR:Cross Business Group profile option. If this is set to Y
then you can create global job groups that can be accessed by all

4–8 Using Oracle HRMS – The Fundamentals (US)

 business groups on your system. If it is set to N then you can only
create job groups for use within your business group.
Note: The HR Default Job Group is business group specific
and therefore all jobs held within it are only available within
your business group. Global job groups only apply to
supplementary roles within Oracle HRMS, and Oracle Projects.

Position Management
Oracle’s position, budget, and workflow functionality supports
business processes commonly required to manage positions. For
example, using these business processes, you can:
• Define positions: page 4 – 10
• Prepare budgets and transfer that data to Payroll and General
Ledger: page 6 – 21
• Prepare mass actions such as copying and updating positions or
updating mass assignments: page 4 – 10
• Control access to data: page 4 – 11
• Route and approve data: page 4 – 11
• Validate data against configurable business rules: page 4 – 12
• Capture historical data: page 4 – 12
• Plan based on management reports: page 4 – 12
Organizations require different levels of control when managing
positions. For example, a standard level of control might typically
involve position definition, management planning and reporting
against budgets, and cost tracking. Organizations fitting this
description generally base their budgets on positions, jobs, or
organizations. These organizations do not require rules placed on
positions and budgets to ensure that costs correspond to available
funds in a fiscal period.
More advanced control typically might involve complex approval
processes, encumbrance accounting and commitment of funds, budget
reallocation, and reporting requirements based on external funding
authorities. Organizations fitting this description base their budgets on
positions and use these budgets to keep positions and related costs in
line with available funds in a fiscal period.
If your organization requires a standard level of control, you:
• define positions using the position description window

Enterprise Modeling 4–9

 • prepare budgets using the budget detail window, if you do not
require workflow or base your budgets on other criteria than
positions, jobs, or organizations
• prepare budgets using the budget worksheet and review the status of
a transaction, if you require workflow
If your organization requires a more advanced level of control, you:
• define positions using routed position transactions
• prepare budgets using the budget worksheet to manage costs
associated with positions
• validate data using the configurable business rules to perform
necessary validations
• control access using transaction templates
Regardless of the degree of position management you choose to
implement, you can plan based on management reports, perform mass
actions, control access to data using Oracle’s standard security, post
commitments to General Ledger for budgeted positions, and capture
historical data using datetracking.

Define Positions
If you designate an organization as a position–control organization, you
define and maintain positions for that organization using position
transactions. If you don’t designate an organization as a
position–control organization, you continue to use the existing position
definition window.
Using Oracle Workflow, you can route and approve the data in the
transaction prior to updating that information to the database. Upon
update to the database, you can enter supplementary position data.

Prepare Mass Actions

Position control simplifies position definition and maintenance by
providing:
• Position copy functionality that lets you create one or more positions
based on existing positions
• Position update functionality that lets you update one or more
positions
• Mass assignment updates that enable you to change assignment data
on one or more assignments

4 – 10 Using Oracle HRMS – The Fundamentals (US)

 See: Mass Assignment Updates, Managing Your Workforce Using
Oracle HRMS.

Control Access
In addition to standard security, you can control access to position
definition and budgeting by several mechanisms. You can:
• Specify which workflow roles and users or positions can approve
routed transactions
• Define rules that prevent unauthorized users from receiving
transactions
• Use templates for positions transactions that define the data that
users can access, edit, and approve
You can use the supplied task and workflow role templates or create
new ones to suit your requirements.
For mass actions, a Context form allows you to restrict transactions by
responsibility and by legislation.

Route and Approve Data

The process of establishing and maintaining positions and budgets
involves appropriate approvals and reviews. Using Oracle Workflow,
you can route transactions and obtain necessary approvals.
You can base routing on user–defined routing lists, position hierarchies,
or supervisory hierarchies. The approval mechanism gives you control
over who approves transactions and under what circumstances. You
restrict which users process transactions by defining routing and
approval rules.
When routing a transaction, you can decide whom to notify when a
specific event occurs, such as the successful posting to the database.
You can also expedite routing by skipping people in the routing
sequence, or by sending the transaction directly to an override
approver.
After approving a transaction, the approver can apply the transaction
to the database or route it to another user to have it applied (that user
doesn’t have to have approver status).
To ensure that transactions are processed in a timely manner, you can
set a response time (in days) that returns a notification to the sender if
there is no response when the interval elapses.

Enterprise Modeling 4 – 11
Validate Data
Configurable business rules provide the greatest degree of control in
managing positions and budgets. They perform necessary validations
to assure that money is available to compensate incumbents.
The business rules automatically run checks against actions on
budgeted positions, such as hiring applicants, terminating employees,
changing assignments, changing position definitions, and modifying
budgets.
For example, the business rules:
• Prevent the incumbents’ annual salaries from exceeding the
position’s budgeted salary/wages amounts.
• Let you advertise a position and process applicants but not hire
anyone into a position until the funding is approved.
• Prevent assignments to positions that have pending transactions.
You can configure the business rules and choose which of the
predefined business rules the application should ignore, block, or issue
a warning.

Capture Historical Data

Datetracking of the position form generates historical data. The
datetracking mechanism also allows you to prepare future–dated
transactions and to perform retroactive changes. A transaction status
window captures a complete routing history of pending and applied
transactions. A history window captures position records that have a
status of applied or submitted.

Plan Based on Management Reports

Management reports provide data and analysis to stay within budget
and to adjust expenditures or budgets in response to permanent and
temporary changes in organizations, personnel, and funding sources.
Management reports and process logs inform you of potential
problems and provide the data necessary to analyze and solve those
problems.
Another tool for solving problems is the process log. If there are any
errors encountered in processing an action, such as applying changed
criteria to mass assignment records or updating the database, the
application enters information about the error in the Process Log and
changes the status of the transaction to show the error.

4 – 12 Using Oracle HRMS – The Fundamentals (US)

Position Management Decisions
You can determine the extent to which you manage positions and
position–related costs. The key question is do you base your budgets
on positions and do you use business rules to manage and validate
position actions and their related costs?
If you choose to manage positions using business rules:
• Decide which organization hierarchy and organizations in that
hierarchy should have position control.
• Decide which budget should establish position expenditures.
• Review the business rules and decide which business rules to ignore
or to enforce as errors.
• Make the necessary workflow decisions described below.
If you choose to manage positions without using these business rules:
• Decide if you want to route budgets for data entry and approval
If you choose to route budgets, make the necessary workflow
decisions described below.
For background information about position control, refer to Position
Management: page 4 – 9, Transaction Templates, see Configuring,
Reporting, and System Administration in Oracle HRMS, Workflow for
Position Management, see Configuring, Reporting, and System
Administration in Oracle HRMS.
For information about making budget decisions, refer to Budgeting
Overview, see Managing Your Workforce Using Oracle HRMS.

Workflow
If you route transactions, make the following decisions.

Roles
• Identify the workflow roles that typify your enterprise and decide
whether to add further lookups for role types.

Routing and approvals

• Decide what type of routing to implement for each category of
transaction (position transaction and budget worksheets).
The three types of routing are routing lists, position hierarchy, or
supervisory hierarchy.
• Based on the selected routing type, decide which users or positions
have the authority to approve transactions.

Enterprise Modeling 4 – 13
 • Decide whether to set up routing and approval rules to restrict
access to transactions.
The application automatically selects a routing sequence and
qualifies users based on the values entered in the transaction.
• Decide when to update current and retroactive transactions
(immediately or later).
• Decide when to update future–dated transactions (immediately or
on effective date).

Templates (position transaction)

• Decide whether to configure role and task templates.
Review the supplied Basic Role and Create and Update position
transaction task templates. Base your decision to define new
templates on the type of work users perform, and on the view and
edit permissions they require.

Position Hiring Status

Every position must have a hiring status. The system statuses provided
with Oracle HRMS are as follows. You can provide user names for
these system statuses and map more than one user name onto each
system status, if required.
• Proposed – For modeling or planning.
• Active – Available for use.
• Frozen – Position can continue to be used with current
incumbents but no new incumbents can be placed in it.
• Eliminated – Position is no longer in use and will not be required
in the future. A position cannot be reactivated when it has been
eliminated.
• Deleted – Position was set up by mistake, or never approved. A
position can only be deleted before its Start Date (that is, the date
on which it was approved for use). A position cannot be
reactivated when it has been deleted.
Note: Positions have a Valid/Invalid status as well as a hiring
status. You cannot assign an employee to an Active position if
its status is Invalid (or a user defined status). You can only
assign to a position with an Active hiring status and a Valid (or
blank) main status.

4 – 14 Using Oracle HRMS – The Fundamentals (US)

Figure 4 – 1 Valid Changes to Position Hiring Status

Enterprise Modeling 4 – 15
Job and Position Names
Before you define your jobs and positions, decide whether you want to
use simple names and codes, or multi–segment job and position names
to hold more information.
The name can be a title only, as for example:
• Director
• Analyst
• Training Manager
You can add another segment to categorize the jobs or positions. In
this way, you can use segments to identify subgroups of employees
within your enterprise. For example, a job name can comprise a title
and a job type, such as:
• Director of Finance.Director
• Assistant Director of Finance.Director
• Finance Officer.Professional
Similarly, a position name can comprise a title, a position number, and
an indicator showing whether the position is part–time. For example:
• Training Manager.020001.F/T
• Secretary to the Training Manager.020013.P/T
You define the segments of the job and position names and their valid
values by setting up the Job Name key flexfield and the Position Name key
flexfield. Normally your system administrator does this.

Jobs and Position Evaluation

Evaluation systems, which compare the responsibilities of roles to help
in the definition of grades, are common in large enterprises. The Hay
Evaluation System, which is used internationally, is an example.
Directly or indirectly, the evaluation can also contribute to setting
compensation levels.
Evaluation systems normally use a set of formal and systematic
procedures to perform a comparison of roles. As such, evaluation is
primarily concerned with the definition of the relative status of a role,
and not with a set of absolutes. The objective of all evaluation systems
is to place a role in a grading or salary structure.
There are two main types of evaluation system:

4 – 16 Using Oracle HRMS – The Fundamentals (US)

 Factor Key roles are examined factor by factor and a rank
comparison order produced for each factor. A
complex comparison of weighted factors then
follows.
Points Rating A wider range of factors is used. Each factor is
weighted and has a numerical scoring system. The
total points scored determines the placement of the
role in a grade or salary structure.
These systems might incorporate benchmarking, where a few key roles
determine the rank of all the others. Grades and compensation levels
are determined after the evaluation and ranking of the jobs.
In Oracle HRMS, you can set up one or more evaluation systems for
jobs or positions. You use a descriptive flexfield to hold the evaluation
information, which provides the flexibility for you to use the evaluation
system of your choice.

Position Extra Information Types

You can define as many Extra Information Types as you require to
hold additional information about positions. There are also some
predefined Extra Information Types. These are:
• Seasonal Information – the estimated start and end dates for the
season relevant to a seasonal position. You can enter a day and
month without a year so that the information does not need to be
updated each year.
• Reservation Information – the reason for reserving a position (or
part of its FTE), the person it is reserved for, and the start and
end dates of the reservation.
For example, the reservation status could be New Hire, in which
case the start date would be the date the offer is made or
accepted.
You can add your own reservation statuses using the Lookup
Type POSITION_RESERVED_STATUS. Two values are seeded:
Management Discretion and New Hire.
• Overlap Information – the proposed start and end dates of the
period of overlap between one incumbent leaving and a new
incumbent starting work in the position.
• Position Family – one or more classifications for the position.
You create your own position families using the Lookup Type
POSITION_FAMILY.

Enterprise Modeling 4 – 17
Project Based Enterprises Example
Project based enterprises are often service based industries where
flexibility and organizational change are key features. Examples are
consultancy or construction companies, or small manufacturing or
software companies.

Single Projects
In these enterprises, employees are assigned to work on single projects
for a given period of time. For example, an engineer working on a
large scale construction project might be assigned to the project for a
period of six months. All their work and costs are associated with this
one project. When this is complete the employee moves on to perform
a similar role on another project. In this example you would expect the
employee to have a single assignment, with 100% of the assignment
costs allocated to a single project. The employee assignment might also
contain project specific information, such as location or group
information.

Multiple Projects
In a different situation, an employee might be assigned to a number of
projects at the same time. For example, consider an Applications
Consultant working for Oracle Corporation. This person is employed
as a consultant by a specific organization within Oracle but the project
work is undertaken outside Oracle. The consultant performs similar
tasks in different implementation projects, and costs are allocated on
the basis of actual time spent working on each project. In this example
you would expect the consultant to have a single assignment in Oracle
HRMS and the project allocation and costs to be entered as timecard
information.
In both of these examples, employees perform specific roles, but they
work on different tasks or projects at different times. Project based
enterprises normally have a fluid organization structure with regularly
changing reporting and management lines. This fluidity provides the
flexibility required to compete in rapidly changing markets.
Organizations can be formed or transformed at short notice as different
projects or management groups are formed. Employees can be
assigned and reassigned to these organizations, also at short notice,
although they normally retain their basic role, or job.

Representing Organizations and Jobs

To represent both single and multiple projects, you need the ability to
define and change organization structures quickly and easily. You must

4 – 18 Using Oracle HRMS – The Fundamentals (US)

 also be able to move employees between organizations while keeping
the same job. For both of these reasons, you would probably use
organizations and jobs to show how people are assigned and managed.

Jobs
Jobs are independent of organizations. In the Assignment window, you
can change the assignment organization or job independently.
Figure 4 – 2 Project Based Assignments

Typically, you would not define Positions to show this type of working.
Positions require additional definition and maintenance, and do not
reflect the sort of flexible working environment found in this type of
enterprise.

Organizations
Working with organizations and jobs as the basis of the employee
assignment, you can also consider how you would reflect the
assignment of the employee to individual projects. There are a number
of possible options to consider.
• Use organizations to show actual projects, and assign employees
to projects.
– Useful for single projects. For multiple project assignments
you would need to use multiple assignments.
• Use a People Group flexfield segment to hold the project code.
– An alternative for single projects, where you want to use the
organization to show internal management structures.
However, for multiple project assignments you would still
need to use multiple assignments.
• Use a Cost Allocation flexfield segment to hold the project code.
– Useful for both single and multiple project assignments.
You can collect project cost information at the work
assignment or the timecard entry level.

Enterprise Modeling 4 – 19
Organization Structures
You should define organizations down to the level of individual
managers, and use the manager flag on the Assignment window to
identify the manager of each organization. Also, define your primary
organization hierarchy to show the detailed management reporting
lines among organizations and managers. In this way you can show
that employees assigned to an organization are managed by the
organization’s manager.
Note: It is best not to use the Supervisor field of the assignment
window to identify managers for individual employees. This
field is used to identify a personal supervisor for an employee
and is not updated if the supervisor moves to another job or
organization.

Job Structures
In this type of environment, jobs show the specific roles employees
perform. Therefore, you are likely to have multi–segment job names to
distinguish different types and different levels of jobs in the enterprise.
For example, you might define a three segment job name with
Department, Title, and Job Level. An actual job combination might then
be ’Applications.Consultant.Senior’.

Project Allocation and Costing

With this type of implementation, you would probably use the
assignment to identify management type reporting. You would
identify project–working using a segment of the Cost Allocation
flexfield to show Project Code for each assignment.
If you set the qualifier Assignment to Yes for this segment, you could
enter percentage costs for the assignment to different project codes. If
you set the qualifier Element Entry to Yes, you could use a timecard
element to record and cost the actual hours worked on each project.
See: Data Costed at the Organization and Assignment Levels: page
6–9

Other Management Issues

When you consider this environment there are other areas your
decisions may affect:
Remuneration Individual compensation and benefits are often
Policies based on personal negotiation, or performance

4 – 20 Using Oracle HRMS – The Fundamentals (US)

 reviews. Therefore you will probably have fewer
rules to determine policy and more consideration
of the actual values entered for an employee.
Grades and Jobs Typically grades and jobs are very closely linked.
For example, the name Senior Consultant may
identify both the role of an employee and his or her
relative status and eligibility for compensation and
benefits.
You may decide to set up the same structures for
both the job and the grade. This will be true if you
want to set up rates of pay with minimum and
maximum values associated with your grades.
Budgets Headcount budgets are usually allocated at the
level of the organization, or the combination of
organization and job.
You can calculate your salary budgets from the
definition of organization and job headcount
budgets, combined with valid grades and grade
rate information.
Actual salary costs in an HR environment can be
calculated from the actual salaries of assigned
employees.
Actual salary costs in an environment including
Oracle Payroll can be calculated directly from
payroll results.
See: Budgeting, Managing Your Workforce Using
Oracle HRMS.
Vacancies and Vacancies are not created by default whenever an
Recruitment employee leaves. Managers often have the
freedom to decide if they want to replace an
employee, or to recruit to a different role.
The recruitment process is often informal and
allows for recruitment by resume (or CV).
Individual managers are usually responsible for
interviewing and selecting candidates. This may
be on a one–to–one basis.
Career Planning The need for individual career planning and
and development is matched by the need to identify
Development skilled employees for specific projects, jobs, and
positions.

Enterprise Modeling 4 – 21
 Using a competence–based approach, you can
identify, and measure the competencies held by
your employees and match them to work
opportunities. Depending on the structure of your
enterprise, you can model career and succession
plans using either career paths or position
hierarchies. This enables you to both continue to
develop your employees, whilst ensuring that you
have potential successors for all your positions.

Rule Based Enterprises Example

The rule–based enterprise is often a highly structured environment in
which all aspects of work and remuneration are well organized and
regulated. Common examples of this type of enterprise are found in
government, education, health and other public sector industries. A
key feature of this type of enterprise is the concern with managing
positions, or posts. Positions exist, and are managed independently of
people in post.
You can picture the role type organization as a ’Greek temple’, whose
strength is in its pillars. These pillars are the specialist functions or
departments that exist within the enterprise. They are strong and
almost independent organizations. For example, the Finance
department would have very little involvement in the working of the
HR department.
Coordination between the groups takes place at the top of the structure
by a narrow band of senior management – the pediment. In this
environment it is assumed that this should be the only personal
coordination needed. If the separate pillars do their job, as laid down
by the rules and procedures, the ultimate result will be predictable.
Roles are usually more important than individuals. People are selected
for satisfactory performance of a role, which is described so that a
range of individuals could fill it. Reward systems are likely to be role
or rule–based.
Often, clearly defined procedures exist for every task and process
within the enterprise. For example, job descriptions and job evaluation
procedures define individual roles and positions of authority. Also, it
is common to find that procedures exist to govern communications,
such as colored and numbered forms, committee reports, and so forth.

Representing Positions
Positions are most appropriate for this type of enterprise and provide
the finer detail on work structure and line management that is needed

4 – 22 Using Oracle HRMS – The Fundamentals (US)

 in a fixed establishment. Employees are assigned to a position, and by
definition to the organization and job for that position.
Figure 4 – 3 Position Based Assignments

Because you focus on the use of positions and position hierarchies in

this model you define organizations to show only the major divisions
in your enterprise. You can model the details of these departments and
sections using your position hierarchies. (If you also define detailed
organizations and hierarchies, you are defining the same structural
information twice.)
In this situation, jobs provide an additional level of information for
positions, which is independent of any specific organization. For
example, you may want to define job types of Managerial, Executive or
Clerical so that you can identify skill requirements and levels of
benefits for each job.

Position Name
In this environment you should consider using the segments of the
position name to hold other key information about the position. For
example you may want to consider using the following as segment
values:
• Cost Code
To show the cost center, or a cost code for each position in your
establishment, you could use the same list of cost codes as your
general ledger.
• Funding Organization
To show funding for a position from an external source. For
example, government funding.

Enterprise Modeling 4 – 23
 • Multiple assignments allowed – Y/N?
In Oracle HRMS a position can have any number of holders.
You can set headcount budget values to track any variance on
budget, or you could use this type of segment to prompt users.
• Current status
As part of your position control procedures you may need to
mark the status of a position for reporting or management
purposes. For example, you can label a position as Frozen,
Vacant or Active.
Note: You can use the Additional Position Details descriptive
flexfield to hold this type of information about positions if you
do not want the information to be visible to all users.

Management Reporting Lines

You can define a primary position hierarchy to show the management
reporting lines for all your positions. You should find that most of
your security and reporting needs are based on this primary hierarchy.
Groups are identified by selecting a manager and all the positions that
report to that manager in this hierarchy.

Other Management Issues

When you consider this environment there are other areas your
decisions may affect:
Remuneration Individual compensation and benefits are often
Policies regulated, or based on union negotiated
agreements.
Reward systems are usually based on the role
performed rather than on personal or performance
assessment. This may mean that you have to
define detailed eligibility rules for compensation
and benefits.
Comparative Valid grades are defined for positions and it is
Grades and common to use grade steps and progression points.
Positions
National or union pay scales establish actual rates
of pay for a grade and this is independent of
performance. An employee is paid the rate for his
or her grade and step. Incrementing rules, which
determine progression to the next step, are usually
part of the plan and are often time–based.

4 – 24 Using Oracle HRMS – The Fundamentals (US)

 Job evaluation methods exist to compare roles
across the industry with agreed grading structures
and rates of pay.
Budgeting Headcount or full–time equivalent budgets are
usually set for each position.
You can calculate your Salary budgets from the
position budgets, combined with valid grades and
progression point information.
In an HR environment you would calculate actual
salary costs, at any time, from the current salaries
of assigned employees.
In an environment including Oracle Payroll, you
would calculate actual salary costs directly from
payroll run results.
Vacancies and There is an automatic vacancy when an employee
Recruitment terminates employment. The position exists even
when there are no holders.
The stages of the recruitment process and the
procedures surrounding these are probably well
defined and regulated.
Standard letters for each stage of the process are
also likely to be well established.
In this environment people are recruited for their
ability to perform a role. You would hold job
descriptions and skill requirements for each
position using attachments for text and the Special
Information Type for structured data.
Standard Reports Typically there is a well defined set of standard
reports needed in this environment. Often these
are required by government.

Hybrid Enterprise Structures Example

Many enterprises combine different types of structure for different
groups of employees. Typical of these hybrid types are large
manufacturing or corporate enterprises where management and
administrative roles are fixed into specific organizations, but other roles
are managed in a more flexible manner.
In Oracle HRMS you would set up this type of hybrid enterprise using
positions for some groups of employees, and organization and jobs for

Enterprise Modeling 4 – 25
 others. For example, in one factory organization you might define a
position for the Production Manager, and one job for all production line
workers.
Figure 4 – 4 Hybrid Enterprise Assignments

Employee Assignments
In this type of enterprise most of your workers would be assigned to an
organization and a job. However you would define management
positions because they have the characteristics of fixed roles within
specific organizations, including the idea of automatic vacancy on
termination of the assignment. In each organization you would have
only one position. This would be the manager, and by default, any
other employee who works in the organization would report to the
manager.

Other Management Issues

Other issues for managing groups of employees by position, or by
organization and job are the same as for Project Based Enterprises: page
4 – 18 and Rule Based Enterprises: page 4 – 22.
Remuneration Employees working in unionized jobs participate in
Policy negotiated rates of pay and conditions. You would
define grade rates or progression points to deal
with negotiated pay rates for workers in jobs.

4 – 26 Using Oracle HRMS – The Fundamentals (US)

 Salary Employees in management positions are more
Administration likely to have their salary administered personally
and be reviewed on their performance. You define
grade rates and salary bases to deal with salary
administration for employees in positions.

Contract Staff and Other Non–Standard Assignments Example

It is common to find individuals working within an enterprise who do
not fit into the general definition of work structures. For example, you
may have agency or contract staff working temporarily to cover a
vacancy, or you may have external contract staff working as part of a
project team.
The way in which you record information for these individuals
depends on how you manage them:
• You can treat the assignment for this type of employee in exactly
the same way as any regular employee.
• Alternatively, you could set up a different person type to
distinguish this type of employee.
• You could define your own types of employment category to
distinguish different ways of working at the assignment level.
• You could define and use your own assignment statuses to
identify different ways of working in a particular job or position.
However, you may decide that the person does not work in a
predefined role, but is simply working in a particular organization for a
set period of time. To do this you would assign the employee to an
organization only, and focus on the other assignment information for
further information.
Note: A basic rule in Oracle HRMS is that an employee must
have an assignment. The minimum work structure required
for an assignment is the Business Group.

Creating a Job Group

You create job groups in the Job Groups window.

" To create a job group:

1. Enter a name for the job group. If the HR:Cross Business Group
profile option is set to Y then this name must be unique across the

Enterprise Modeling 4 – 27
 system. If it is set to N then it must be unique within the business
group.
2. Select the required flexfield structure. This will determine the fields
that are displayed in the Job window when this job group is
chosen.
3. Select a business group if required. If the HR:Cross Business Group
profile option is set to N, then your business group will be
displayed and you will not be able to amend it. If the profile option
is set to Y then you can either select your business group, or leave
the field blank to create a global job group.
Note: The HR Default Job Group that contains all the standard
HRMS jobs is business group specific and therefore all jobs held
within it are only available within your business group. Global job
groups only apply to supplementary roles within Oracle HRMS,
and Oracle Projects.
4. Check the Master Job Group check box if this is to be the master job
group. The jobs within the master job group can have jobs from
other job groups mapped onto them using Oracle Projects.
If the HR:Cross Business Group profile option is set to Y then you
may only have one master job group across the system. If it is set to
N then you can have one for each of your business groups.
5. Save your changes.

Defining a Job
You use the Job window to define jobs, the skills that jobholders
require, and the grades to which they can be assigned. You can also
enter job evaluation scores, if you have set up a job evaluation system.
Check with your HR manager or system administrator whether this is
the right window for entering job requirements. You use the Job
window if requirements were defined using Special Information Types.
You use the Competence Requirements window if you are following
the competence approach.
Additionally, you can enter in the Further Information field of the Job
window:
• an FLSA (Fair Labor Standards Act) code indicating whether the
job is exempt from payment for overtime work
• an EEO job category, needed for production of EEO–1, AAP, and
VETS–100 reports, and a job group, line of progression and
salary code, needed for AAP reports

4 – 28 Using Oracle HRMS – The Fundamentals (US)

 • information relating to the use of a job as a survey benchmark.
If you intend loading historic assignment details in Oracle HRMS,
make sure you enter valid start dates. You cannot assign an employee
to a job before the start date of the job.
Suggestion: Consider using a fixed date as a default for your
initial setup, such as 01–JAN–1901. This simplifies your data
entry.

" To define a job:

1. Enter a start date early enough to handle any historical information
you want to enter.
2. Select the required job group. This defaults to the Default HR Job
Group for your Business Group and should not be changed unless
you want to enter a job that describes a supplementary role to a
person’s normal employment, such as a fire warden or health and
safety representative, or. you are setting up a job to be used in
Oracle Projects.
Only jobs entered in the Default HR Job Group will be available in
other windows in Oracle HRMS such as Position, Competencies, or
Assignment. The only windows within Oracle HRMS that can
access jobs outside of the Default HR Job Group are the
Supplementary Roles window and the Elections window.
3. Enter a unique name for the job. If there is more than one segment
in the Job Name flexfield, a window opens when you enter the
Name field. You must enter a unique combination of segments in
this window.
Note: The flexfield that opens is dependent on the Job Group
you have selected
4. Enter a numerical approval authority value to define an approval
level for incumbents of this job.
5. Indicate whether the job carries any additional employment rights
or is a benchmark job. A benchmark job is one that can be used to
represent a number of jobs in reports such as salary surveys.
6. Select a benchmark job, if required.
7. Click in the Further Information field to open the Further Job
Information window. Here you can:
• mark the job for use as a survey benchmark
• select an FLSA code of Exempt or Nonexempt
• select an EEO code for the job

Enterprise Modeling 4 – 29
 • select a job group, line of progression, and salary code for the job
8. Save the job.
9. Choose the Evaluation button to enter evaluation information and
an overall evaluation score for the job.
See Managing Your Workforce Using Oracle HRMS.
10. Choose the Requirements button to enter job requirements, such as
required qualifications or valid experience, to help you match
people to roles.
Note: You use the Competence Requirements window to enter
competencies if you are following the Competence approach.
See Managing Your Workforce Using Oracle HRMS.
11. Choose the Valid Grades button to enter the grades to which
jobholders can be assigned.
See Managing Your Workforce Using Oracle HRMS.
Note: For calculation of the Workers Compensation liability of
your enterprise, you must associate this job with the work
classification code of one or more states.
12. Choose the Survey Mapping button to link salary survey lines to
your job.
Note: You use the Map Salary Survey window to map the job
details from market surveys, called salary survey lines, to jobs
within your enterprise.
13. Choose the Extra Information button to enter job categories for the
job. You can link as many categories as you need to a job, for
example, technical, managerial or administration.
There may also be other types of job Extra information defined for
your enterprise.
Note: You can only access job categories – your system
administrator may have set up other Extra Information for
your responsibility.

Defining a Position
You use the Position window to define positions within your
organizations and to add them to position hierarchies. You can also
enter the skills that position holders require and the grades to which
they can be assigned. You can enter position evaluation scores, if you
have set up a position evaluation system.

4 – 30 Using Oracle HRMS – The Fundamentals (US)

 Note: Use the datetracked Position window if you are using
any of the Oracle HRMS applications. If you do not use Oracle
HRMS at your site, use the non–datetracked version of the
Position window.
Use the Position Transaction window for positions that belong
to organizations that you have selected for position control.
See: Creating Organization Hierarchies: page 2 – 45

Position Management Check Boxes

The check boxes at the top of the window are for information purposes
only. They are checked if the position belongs to an organization
selected for position control. The check boxes indicate whether the
position is:
• Open: unfilled
• Under Review: changes to the position definition are in process
using a position transaction
• Approved Future Actions: the position or changes to it are approved
for a future effective date
See: Defining a Position Using Position Transactions: page 4 – 36,
Setting up Transaction Templates in Configuring, Reporting and System
Administration in Oracle HRMS.

" To define a position:

1. Set your effective date early enough to handle any historical
information about the position that you want to enter.
Note: Consider using a fixed date as a default for your initial
setup, for example, 01–JAN–1901. This will simplify your
data–entry.
2. If you are selecting the Active hiring status for the first time (see
step 9), enter a Start Date. This is the earliest date on which a
person can be hired into this position.
3. Enter a unique name for the position in the Date Effective Name
field in the Position Details tabbed region.
Note: The Name field at the top of the window displays the
latest name on record for the position, irrespective of your
effective date. This name is used on all other windows, such as
assignment.
If there is more than one segment in the Position Name flexfield, a
window opens when you enter the Name field. You must enter a
unique combination of segments in this window.

Enterprise Modeling 4 – 31
 4. Select the position type. The choices are:
• Single Incumbent, meaning that only one employee is allowed to
hold the position at any time
• Shared, meaning there can be several incumbents, up to the
value of the FTE field
• Pooled (Public Sector only), meaning the position is loosely
defined so rules about FTE and hours are not enforced by the
system
• None, which you can select if you do not need to record position
types
5. If the position is permanent and budgeted every year, select the
Permanent check box.
6. If the position is only used in one season each year (such as a
summer teacher), select the Seasonal check box. You can enter the
season dates in the Seasonal Information extra information type.
7. Select the organization and job for this position. They must have a
start date on or before the start date of this position.
Note: You cannot change the organization or job once you have
saved the definition.
You can set up several positions that have the same job in the same
organization. Each position name must be unique.
8. If you know that the position will be transferred to another
organization or job in the future, enter the proposed end dates now,
for information.
9. Select a hiring status. See: Position Hiring Status: page 4 – 14.
The Start Date field indicates when the current hiring status came
into effect.
10. If the status is Frozen, you must enter a proposed end date for the
status. Optionally, you can enter a proposed end date for Proposed
or Active statuses, for information.
11. Select a location for the position, or leave the default, which is the
location of the organization.
12. Optionally, select a status for the position.
Selecting Valid or leaving the Status field blank enables employees
to be assigned to the position, provided other conditions (such as
an Active hiring status) are met. If the status is Invalid or any other
status defined at your site, employees cannot be assigned to the
position.

4 – 32 Using Oracle HRMS – The Fundamentals (US)

Entering Hiring Information
13. Enter the number of Full Time Equivalents to be assigned to this
position. If the Position Type is Single Incumbent, FTE must be 1.0
or less.
14. You can enter the number of incumbents that are planned for the
position in the Headcount field.
15. If appropriate, select a bargaining unit code for the position. This is
usually the legally recognized collective negotiating organization.
Note: You set up your different bargaining units as values for the
Lookup type BARGAINING_UNIT_CODE.
16. If required, enter the earliest date at which incumbents can be hired
into this position. If you have created a requisition and vacancy for
this position, the earliest hire date must be within the vacancy
dates.
17. Enter the date by which the position should be filled. This date
must be on or after the Earliest Hire Date.
18. Select the Permit Recruiting check box if the position is not open
but you want to enable advertising, job posting and acceptance of
applications.
For example, you might select this check box for a position that is
frozen but due to become active in the near future.

Proposed Entry Salary

19. Select the payroll to which the position’s incumbents are normally
assigned. This payroll’s calendar can be used for calculations of
budgeted amounts and commitments.
20. Select the salary basis to which the position’s incumbents are
normally assigned.
21. Select the default grade to be used to determine the entry salary of
position incumbents.
Note: If you maintain information about valid grades for the
position or the position’s job, this grade must be one of the valid
grades.
See Managing Your Workforce Using Oracle HRMS.
22. Do one of the following, or leave these fields blank:
• If the position is paid from a pay scale, select the grade step and
scale rate that represent the entry level salary for this position.
The system displays the value of the step on the scale rate you
selected.

Enterprise Modeling 4 – 33
 • If you maintain a grade rate to hold entry salary for this position,
select the appropriate grade rate. The value or range (minimum,
maximum and midpoint values) for this grade rate are
displayed.
Probation
23. If there is a probation period for this position, you can enter its
length in the Probation region.
Overlap
24. Select the length of time a new incumbent can overlap with a
leaving incumbent for transfer of skills.
Note: You can enter proposed start and end dates for particular
periods of overlap using the Extra Information Types window.

Entering Work Terms

Note: The Working Hours and Normal Start and End Times
default from the organization, but you can override them.
25. Enter a number in the Working Hours field, and select the
corresponding period of time in the Frequency field. For example,
enter 40 and select Week.
26. Enter the normal start and end times in 24 hour format. For
example, for 5.30 p.m., enter 17:30.
Note: If this position operates within a shift system or has an
unusual work schedule, you can record the shift pattern or days
worked in the Work Choices window.
See Managing Your Workforce Using Oracle HRMS.
27. Select the name of a person who supervises this position. See also
the Supervisor field in the Related Positions region if the position is
supervised by the holder of a specified position rather than a
named person.
28. Select the Replacement Required field if you want users to be
warned that they should enter the name of a replacement when
they enter an absence for a holder of this position. You might do
this for positions where it is essential that a person is in charge at
all times. See also step 31.
29. European users: Select the Works Council Approval check box if
the position falls under the jurisdiction of a Works Council.
Related Positions
30. Select the position held by the supervisor or manager of this
position.

4 – 34 Using Oracle HRMS – The Fundamentals (US)

 31. In the Relief field, you can select the position that should be held by
people who cover this position when the incumbent is absent.
32. Select the position from which a successor will to move to fill this
position.

Extended Pay Term

33. For academic positions, if salary can be paid over a longer period
than the work term (such as a 9 month appointment paid over 12
months), select the Extended Pay Permitted check box.
34. If extended pay is permitted, enter the start and end dates of the
work and pay terms.

Entering Additional Details

35. If required, enter comments, a posting description for recruitment
purposes, and any special confidentiality or security requirements,
such as a clearance level.
36. Save your position.
37. If you want to add the position to one or more position hierarchies,
choose the Reporting To button. Select a hierarchy and the name of
the position to which this position reports.
38. Choose the Evaluation button to enter evaluation information and
an overall evaluation score for the position.
See Managing Your Workforce Using Oracle HRMS.
39. Choose the Valid Grades button to enter the grades to which
position holders can be assigned.
See Managing Your Workforce Using Oracle HRMS.
40. Choose the Others button to enter Requirements, Occupancy, Extra
Information, Work Choices and Define Survey Mapping.
41. Choose Requirements to enter position requirements, such as
required qualifications or valid experience, to help you match
people to roles.
See Managing Your Workforce Using Oracle HRMS.
Note: Check with your HR manager or system administrator
whether this is the right window for entering position
requirements. You use this window if requirements were defined
using Special Information Types. Use the Competence
Requirements window if you are following the competence
approach.

Enterprise Modeling 4 – 35
 42. Choose Occupancy to view all those people who have held a
selected position or who are applying for it, and the dates of their
occupancy. This information could be relevant for selecting people
with the necessary skills for similar positions.
See: Viewing Position Occupancy: page 4 – 49
43. Choose Work Choices to enter work choices that can affect an
employee’s, applicant’s, contractor’s, or ex–employee’s capacity to
be deployed within your enterprise (or a customer’s).
See Managing Your Workforce Using Oracle HRMS.
44. Choose Define Survey Mapping to link salary survey lines to your
position.
See: Mapping Salary Survey Lines, Managing Total Compensation
Using Oracle HRMS.
45. Choose Extra Information to enter any additional information
required by your enterprise.
See: Position Extra Information Types: page 4 – 17
See: Entering Extra Information, Configuring, Reporting and System
Administration in Oracle HRMS.

Defining a Position with a Position Transaction

Use the Position Transaction window to define and maintain position
definitions for organizations that you have selected as position–control
organizations.
For information about selecting organizations for position control, refer
to Organization Hierarchies: page 2 – 45
Use the Position Transaction window to create or change a position
definition. To view position history prior to updating, choose Position
Transaction History from the Tools menu.

" To create or change a position:

1. In the Apply Template dialog, select task template(s) from the list
of values. Select the Enabled check box to use the template(s).
The Apply Template dialog is available only to the initiator. If you
receive a routed transaction and wish to apply an additional task
template, choose Apply Template from the Tools menu.
The application automatically applies your role template to the task
template(s).

4 – 36 Using Oracle HRMS – The Fundamentals (US)

2. Enter a position name.
• To create a position definition, complete the fields in the Position
Flexfield dialog and choose OK.
• To update a position definition, select the position name from the
list of values.
Note: When entering data in the window, you must enter the
mandatory fields (shown in yellow) before saving or routing
the transaction. You must complete the required fields (shown
in blue) prior to applying the transaction.
3. In the Action Date field, enter the position’s effective date.
The checkmarks in the Open, Under Review, and Approved Future
Actions check boxes indicate the status of the transaction:
• Open: You can fill the position. The hiring status is active and the
FTE is still available.
• Under Review: A pending transaction for the position has an
Under Review template applied. No one can process a
transaction for that position until a user updates the current
transaction.
• Approved Future Actions: There is at least one pending transaction
with a future effective date.
4. Complete the fields for the Position Details, Hiring Information,
Work Terms, and Additional Details as covered in Defining a
Position. Begin with step 4 that describes selecting the position
type.
5. Choose the Work Choices tab and select the relevant domestic
deployment boxes if the position requires the holder to:
• Work in all locations
• Relocate
• Travel
6. Select the relevant international deployment boxes if the position
requires the holder to:
• Work in all countries
• Relocate
• Hold a passport
7. Choose the Extra Information tab to define additional information
about positions such as:
• Overlap Information

Enterprise Modeling 4 – 37
 • Seasonal Information
• Reserved Information
• Position Family Information
See: Position Extra Information Types: page 4 – 17
8. Click on the grey arrow to the right of the Extra Information tab.
9. Choose Requirements from the list to enter position requirements
such as ADA Disability Accom’s and OSHA – reportable incident
10. Save your work. Route the transaction to gather the necessary
approvals, and then apply and update the transaction when you
have completed it.
See Routing Budget Worksheets and Position Transaction,
Configuring and Extending Oracle HRMS.
11. After you approve and update the data to the database, choose
Position Transaction History from the Tools menu.
You can view all changes made to the currently selected position.
These include changes made using the Position window and those
that have a transaction status of Submitted or Applied.

Copying a Position
Position Copy reduces the time and effort required to create positions
and ensures that position data is uniform and accurate across positions.
You can use it when creating positions in anticipation of a change in
organization, budget, or workplans.
When you use Position Copy, you have the flexibility to:
• Specify criteria for finding and selection position(s)
• Use existing positions and create new ones making minor or major
changes to the position definition
• Preview the results before creating the final copies
• Save the set of positions and continue working on it at another time,
for example when you have received all the information required to
complete the position definitions
The information that you can select and change when copying positions
depends on your Responsibility defined in the User Profile. The
Contexts window controls what information you can view and change
based on Responsibility, Application, and Legislation.

4 – 38 Using Oracle HRMS – The Fundamentals (US)

 Use the Position Copy window.

" To copy a position:

1. In the Name field, enter a name that to identify the set of positions
to be copied. (Enter a name even if you are going to copy only one
position.)
2. In the Effective Date field, enter a date that corresponds to the
position data you want copied.
The Effective Date applies to all the positions that you query. If
you do not enter a date, the system uses the current date.

Entering Selection Criteria

3. Choose the Original tab and enter the Selection Criteria. You can
copy a specific position or retrieve all positions that correspond to
the criteria.
• To copy a specific position, enter the Position Name and enter the
position key flexfield information. Skip the Other Criteria field.
Note: If you don’t know the information to enter in each
position key flexfield, choose the Combinations button and use
the Position find dialog.
• To retrieve all positions that correspond to a job, organization, or
location, skip the Position Name field and enter Other Criteria.
When you click the Other Criteria field, the system displays a
dialog where you can choose a Job, Organization, and/or
Location from the supplied List of Values.
4. Enter the number of copies for each retrieved position.
5. Choose Query to display the positions that match the Selection
Criteria.
6. If necessary, change the number of default copies.
• To have the system enter the default number of copies, choose
All from the Selection pop–up list.
• To have the system ignore positions you don’t want copied,
choose None from the Selection pop–up list.
• To have the system copy a few positions from the list of retrieved
positions, locate the positions you want to copy. Enter a zero (0)
in the Copies column next to each position. Choose Invert from
the Selection pop–up list. The system changes the zeroes to the
Default Copies number and deselects the remaining positions.

Enterprise Modeling 4 – 39
 • To enter a greater or lesser number of copies than the default
amount, manually change the number of copies in the Copies
column.

Entering Changes for New Information

7. Choose the New tab.
8. Click the Change List field to display the Change List’s supplied
values. Enter information that you want applied to the new
positions.
The information you enter in the Change List applies to all the
positions; however, after you create your new positions, you can
override the contents of individual fields.
Note: In the Change List items, the Start Date is the new
position’s Start Date at the top of the Position form, and the
Effective date, the new “From” Effective Date. If you don’t
enter dates in these fields, the system uses the existing
position’s dates.
9. In the Position Name field (optionally), enter a value for one of the
position key flexfield segments that you want to change on all the
newly created position names.
10. In the Column field, choose a Position key flexfield segment
(denoted by an asterisk).
The system changes this segment in each new position name based
on the information you supply in the following steps.
Note: If you choose a different Column identifer, you must
manually change the new position names to make each one
unique before submitting the positions for update.
11. Choose an Operation. Use this field to specify how you want the
Column item changed:
• Choose Replace to substitute the data with data you enter in the
With and/or Increment fields.
• Choose Suffix or Prefix to append the information in the With
and/or Increment fields.
• Choose None to skip the Operation field.
Choose this option when you want to change the data manually
on the new positions rather than automatically apply an
identifier.
12. In the With field, enter alphabetical and/or numeric information
that replaces the Column item, or serves as a suffix or prefix.

4 – 40 Using Oracle HRMS – The Fundamentals (US)

 13. In the Increment field, enter an amount by which to increase or
decrease the Column item.
The identifier for the first new position has an increment of zero.
Subsequent positions increase or decrease this number based on the
amount entered in the Increment field.
For example, if you create five positions for Manager and enter II
as a suffix in the With field, the new positions become ManagerII0,
ManagerII1, ManagerII2, and so on. If you skip the With field and
enter an increment of 1, the new positions become Manager0,
Manager1, Manager2, and so on.
14. Choose the Other Info button for a list of additional position data
to copy. Check the boxes that correspond to the data you want
copied.
Note: Position Extra Information includes all the Extra
Information types associated with this position.
15. Choose the Create New button.
When you choose the Create New button, the system creates a set
of positions based on your selection and change criteria.
16. Deselect those positions that you don’t want to copy.
• To have the system skip positions you don’t want copied, choose
None from the Selection pop–up list.
• To have the system copy a few positions from a longer list,
deselect the positions you want to copy. Choose Invert from the
Selection pop–up list. The application selects the formerly
deselected positions and visa versa.
17. Make any necessary changes to the position data, replacing the
displayed data by entering new data or choosing the appropriate
data from the supplied List of Values.
For example, you might change the Status, to change an existing
status from Frozen to Proposed.
18. Choose Other Info to select or deselect Position Extra Information
or Work Choices for a specific position.
After the system creates the new position(s), you can use the
Position form to change the data contained in Position Extra
Information or Work Choices.

Making Further Changes to Selection Criteria

If you change the Selection Criteria after you create new positions,
and then rechoose Create New, a dialog appears asking if you want

Enterprise Modeling 4 – 41
 to replace the positions and overwrite any manual changes you’ve
made. Choose No to keep your changes and Yes to replace the
positions.
Note: If you are changing the Selection Criteria to model
different results, you might create two Position Copy sets,
submit the set you want and delete the other.

Making the Final Copies

19. Choose the Submit button to create the new position(s) and to
update the database.
When the set of positions is submitted, the system refreshes the
position data with the exception of the Change List items and any
manual changes you’ve made. It refreshes the data based on the
Effective Date.
The system validates the position(s) using the same validation
process it does when you create a position with the Position form.
You can query the new position in the Position form and continue
making further changes, for example, to Position Extra
Information.

Correcting Errors
If you copied more than one position, the successfully updated
positions display a Status of Complete. You can take no further
action on these positions.
If the system encounters an error when you submit the set, for
example, a duplicate position name, the Status changes to Error
New Record(s).

" To correct an Error:

1. Locate the position on the Original tab that has a status of Error
New Record(s).
2. Choose the New tab to view the corresponding positions. Locate
the positions that have a status of Error New Record(s).
If you have many positions, you can sort the New folder by the
Status column so that all Error New Record(s) are grouped
together.
3. Review the change list items and make any necessary corrections.
You might have an error, for example, if information that’s required
to complete a position is missing.

4 – 42 Using Oracle HRMS – The Fundamentals (US)

 4. After correcting the information, resubmit the set of positions.

" To correct a Dependent Error:

If the system encounters an error when validating the Other Info
(Position Extra Information and Work Choices), it generates the new
positions and records a Error Dependent Record(s) status.
1. Locate the positions marked as Error Dependent Record(s) on the
New tabbed region.
2. Query these positions on the Position form.
3. Make any necessary corrections to the position information.

Submitting Copies at Different Times

When you’re copying many positions, you may not have the
information on hand that you need to create and submit all the
positions. You can process the information at different times by:
• Setting up different sets of positions based on which ones require
further data entry
• Including all the positions in the same batch, but deselecting
positions on the New tab
You can deselect a position and submit the other positions. The
deselected ones display a Pending New Record(s) status. Complete
the information, select the positions, and choose the Submit button.
If you have many positions, you can sort the New folder by the
Status column so that all Pending New Record(s) positions are
grouped together.

Updating Positions
Mass Position Update reduces the time and effort required to update
positions and ensures uniform and accurate data across positions. You
can use it to modify positions in anticipation of a change in
organization, budget, or workplans.
When you use Mass Position Update, you can:
• Specify criteria for finding and selecting position(s)
• Change the position definition
• Preview the results before creating the final changes

Enterprise Modeling 4 – 43
 • Save the set of positions and continue working on it at another time,
such as when you have received all the information required to
complete the position definitions
The information that you can select and change when updating
positions depends on your Responsibility defined in the User Profile.
The Contexts window controls what information you can view and
change based on Responsibility, Application, and Legislation.

" To update a position:

1. Open the Mass Position Update window.
2. In the Name field, enter a name to identify the set of positions to be
updated. (Enter a name even if you are going to modify only one
position.)
3. In the Effective Date field, enter the date that you want the
positions to change.
The Effective Date applies to all the positions that you query. If you
do not enter a date, the system uses the current date.

Entering Selection Criteria

4. Choose the Original tab and enter the Selection Criteria. You can
change a specific position or retrieve all positions that correspond
to the criteria.
• To update a specific position, enter the Position Name and enter
the position key flexfield information. Skip the Other Criteria
field.
Note: If you don’t know the information to enter in each
position key flexfield, choose the Combinations button and use
the Position find dialog.
• To retrieve all positions that correspond to a job, organization, or
location, skip the Position Name field and enter Other Criteria.
When you click the Other Criteria field, the system displays a
dialog where you can choose a Job, Organization, and/or
Location from the supplied Lists of Values.
5. Choose Query to display the positions that match the Selection
Criteria.
6. If necessary, deselect all the positions you do not want to update.
You can manually deselect positions, or you can use the Selection
pop–up list to select None, then manually select the positions you
want to update. Alternatively, you can deselect the positions you
want to modify, then choose Invert. If you change your mind and
want to update all the queried positions, you can choose All.

4 – 44 Using Oracle HRMS – The Fundamentals (US)

Entering Changes
7. Choose the New tab.
8. Click the Change List field to display the Change List’s supplied
values. Enter information that you want applied to the positions.
The information you enter in the Change List applies to all the
positions; however, after you modify your positions, you can
override the contents of individual fields.
Note: In the Change List items, the Start Date is the updated
position’s Start Date at the top of the Position form, and the
Effective date, the new “From” Effective Date. If you don’t
enter dates in these fields, the system uses the existing position
dates.
9. Choose the Create New button.
When you choose the Create New button, the system creates a set
of positions based on your selection and change criteria.
10. Deselect those positions that you don’t want to change.
• To have the system skip positions you don’t want changed,
choose None from the Selection pop–up list.
• To have the system change a few positions from a longer list,
deselect the positions you want to update. Choose Invert from
the Selection pop–up list. The application selects the formerly
deselected positions and visa versa.
11. Make any necessary changes to the position data, replacing the
displayed data by entering new data or choosing the appropriate
data from the supplied List of Values. You can adjust data for
individual positions.
For example, you might change the Status, to change an existing
status from Frozen to Proposed.
Making Further Changes to Selection Criteria
If you change the Selection Criteria after you update positions, and
then again choose Create New, a dialog appears asking if you want
to replace the positions and overwrite any manual changes you’ve
made. Choose No to keep your changes and Yes to replace the
positions.
Note: If you are changing the Selection Criteria to model
different results, you might create two Position Update sets,
submit the set you want and delete the other.
Making the Final Changes
12. Before submitting your update, you must choose a Datetrack
Mode, which determines how the application records the update.

Enterprise Modeling 4 – 45
 • Correction replaces all information for the position(s) you are
updating
• Update end–dates the original position record, creating a new
record to hold your changes and thus preserving the history of
the changes to the position
• Update–Insert creates a new record inbetween two existing
records (for instance, a past version and a current or future
version of the position), likewise preserving the position’s entire
history
• Update–Override behaves like a Correction, but replaces only an
update rather than the entire history of the position
13. Choose the Submit button to update the position(s) and to update
the database.
When you submit the set of positions, the system refreshes the
position data with the exception of the Change List items and any
manual changes you’ve made. It refreshes the data based on the
Effective Date.
The system validates the position(s) using the same validation
process it does when you create a position with the Position form.
You can query the new position in the Position form and continue
making further changes, for example, to Position Extra
Information.

Correcting Errors
If you updated more than one position, the successfully updated
positions display a Status of Complete. You can take no further
action on these positions.
If the system encounters an error––such as a duplicate position
name––when you submit the set, the Status changes to Error New
Record(s).
The Process Log lists the errors.

" To correct an Error:

1. Locate the position on the Original tab that has a status of Error
New Record(s).
2. Choose the New tab to view the corresponding positions. Locate
the positions that have a status of Error New Record(s).
If you have updated many positions, you can sort the New folder
by the Status column so that all Error New Record(s) are grouped
together.

4 – 46 Using Oracle HRMS – The Fundamentals (US)

 3. Review the change list items and make any necessary corrections.
You might see an error, for example, if information that’s required
to complete a position is missing.
4. After correcting the information, resubmit the set of positions.

Submitting Updates at Different Times

When you’re updating many positions, you may not have the
information on hand that you need to create and submit all the
positions. You can process the information at different times by:
• Setting up different sets of positions based on which ones require
further data entry
• Including all the positions in the same batch, but deselecting
positions on the New tab
You can deselect a position and submit the other positions. The
deselected ones display a Pending New Record(s) status. Complete
the information, select the positions, and choose the Submit button.
If your set includes many positions, you can sort the New folder by
the Status column so that all Pending New Record(s) positions are
grouped together.

Finding a Position
Use the Find window to display a single position or a set of positions
that correspond to specific criteria.

" To query a position using the Find Position window:

1. Click the Name field, and enter the Position Name information.
The Position name is composed of the segments of the position key
flexfield. If you don’t know what the segments are, you can query
the information:
• Choose the Combinations button.
• In the Enter Reduction Criteria dialog, enter the query criteria,
and choose the OK button.
If you recall part of the search word(s), use the percent (%)
symbol as a wildcard to retrieve all matches that contain the
search word(s) or to replace letters whose case you don’t know
(the search is case sensitive).

Enterprise Modeling 4 – 47
 If one position is found, it’s displayed immediately in the
Position window. If more than one Position is found, the results
are displayed in a separate window. Choose the appropriate
Position Name.
2. In the Type field, choose the appropriate Position Type.
3. In the Job field, choose a Job.
4. In the Organization field, choose an Organization.
5. In the Location field, choose a Location.
6. In the Hiring Status field, choose a Hiring Status.
7. Choose the Find button to find a position that corresponds to the
criteria you’ve entered.
Note: If you choose Find without entering any search criteria, the
system displays the first position record in the Position window.
You can use the [Down Arrow] key to display the next position.

4 – 48 Using Oracle HRMS – The Fundamentals (US)

Viewing Position Occupancy
The Position Occupancy folder lists all those people who have held a
selected position or who are applying for it, and the dates of their
occupancy. This information could be relevant for selecting people
with the necessary skills for similar positions.
Note: As supplied, this folder displays employees who have
held the selected position or who are scheduled to hold it.
Your system administrator can create a customized version of
the form to display applicants who are currently applying for
the position.
The supplied folder also contains a button to open the People
window to see further details of an occupant. Your system
administrator can change the buttons displayed on this
window.

" To view occupants of a position:

H In the Position window, query a position and choose the
Occupancy button.
Occupants are listed in reverse date order. Where a person has
occupied the same position at different times, a separate record is
created for each occupancy.

Viewing Further Details of Occupants or Applicants

" To see further details of occupants or applicants:

H Select the person’s record in the Position Occupancy folder and
choose the Person button.
Note: There is no restriction on the assignments you can view
in the Position Occupancy folder. However, you cannot view
further details if you do not have clearance to view that
person’s records.

Viewing Transaction History

You can refer to the Transaction Status window for information about
the status and ownership of a transaction, and to end or route a
transaction.
The Transaction Status window can show you a transaction’s:

Enterprise Modeling 4 – 49
 • Current status (pending, approved, applied to the database, rejected,
terminated, or submitted to the database for future update)
• Name of the user who currently possesses the transaction
• Routing history, including the actions taken on the transaction, the
user who took the action, and the person to whom the transaction
was routed
• Attributes and transaction values that determine the routing
category and routing destinations
Note: If you do not see a routing history, a user has initiated
but not routed the transaction.
You can route transactions from the Transaction Status window, which
you may need when, for instance, someone is on vacation. You can also
use the window to take action on future–dated transactions that the
application has received for posting but not yet applied.
Use the Transaction Status window to view the status and history of a
transaction. The window is a folder, so you can choose the order of the
transactions and perform all other standard folder actions.

" To determine the status of a transaction:

1. Choose Transaction Status from the Navigator menu.
The Find Transactions dialog appears.
2. Choose a transaction category, specify your business group or
Global and whether you want to include delegated transactions.
3. You can specify the owner of the transaction: a particular user, a
particular role, or a combination of the two; you can also look at all
transactions available to you, all belonging to any owner, or all
belonging to no owner.
You can also choose a range of statuses: transactions of a particular
status, all open transactions, all completed transactions, or those of
any status.
Choose Find, and the Transaction Status window appears.
4. Select the transaction whose history you wish to view.
The Routing History for that transaction is displayed.
5. Choose the General tab to display the date, action taken (such as
initiated, rejected, or sent back), approval status, and comments
entered on the routing notification.
The approval column records who approved the transaction, an
approver or the override approver.

4 – 50 Using Oracle HRMS – The Fundamentals (US)

 6. Choose the Forwarded By tab to find out who took the action and
routed the transaction, and Forwarded To, to determine its next
destination.
7. Under Rule Attributes, choose the Current Approver tab to view
the approver attribute, value or range of values, and the
transaction value that determined the basis for routing the
transaction to the current person.
8. Choose the Next Approver tab to view the approver attribute,
value or range of values, and the transaction value that determined
the basis for routing the transaction to the next person.
9. Choose the Routing tab to view the rule attribute, value or range of
values, and the transaction value that determined the routing
category.
For example, if you route budget worksheets to one of two routing
lists based on the budget amount, you can see the transaction value
that determined the selection of the routing list.
10. To route the transaction, choose the Route button to bring up the
Routing window.
Terminating a Transaction
During routing, you terminate transactions by rejecting the transaction
in the Routing window. The application returns the transaction to the
initiator who can then reject and thus terminate it.
Use the Transaction Status window to terminate a transaction
• if the initiator is no longer a valid user and cannot reject the
transaction, or
• if you want to terminate an approved and submitted future–dated
transaction. Terminating a transaction removes it from the workflow
process.
Use the Transaction Status window to terminate a transaction.

" To terminate a transaction:

1. In the Transactions block, select the transaction to terminate.
2. Choose the Terminate button.
3. Save your work.

Position Hierarchies
If you use positions to define roles, you can define position hierarchies to
show the detailed line management reporting in each organization or
throughout the enterprise.

Enterprise Modeling 4 – 51
 You can create and maintain your reporting structures in two ways:
• Using the Position Hierarchy window
• Using the Position Hierarchy Diagrammer
The Hierarchy Diagrammer, included with Oracle HRMS, enables you
to create your position hierarchies graphically, and make intuitive
drag–and–drop changes to them.
See: Introduction to Hierarchy Diagrams, Using Applications Data
Exchange and Hierarchy Diagrammers
Position hierarchies are very like organization hierarchies. You can set
up a primary hierarchy and multiple secondary hierarchies to show
reporting lines, including ’dotted line’ reporting, and to control access
to information.
Position hierarchies are dated, so you can create future–dated versions
to prepare for reorganization in advance, and can retain previous
versions for historical information.
Figure 4 – 5 Position Hierarchies

Change and Delete Positions

You can add new positions to an existing hierarchy, or change positions
in a hierarchy. You can also delete a position hierarchy, but you must
check that it is not tied in to other working areas of the system.

4 – 52 Using Oracle HRMS – The Fundamentals (US)

Creating a Position Hierarchy
Use the Position Hierarchy window to create position hierarchies.
Always define hierarchies from the top position down.
Note: You can use the Hierarchy Diagrammer to create your
position hierarchy graphically.
See: Introduction to Hierarchy Diagrams, Using Application
Data Exchange and Hierarchy Diagrammers.
Each position can belong to any number of hierarchies at the same
time, but can only appear once in any hierarchy.
You should define the primary reporting hierarchy as part of your
implementation of positions. The first version of your hierarchy should
show your reporting structures when you implement Oracle HR.
Suggestion: You may find it easier to define the Hierarchy
using the top position and one other. Then you can add other
positions into the hierarchy when you make your definitions in
the Position window.

" To create a position hierarchy:

1. Enter a unique name, and check Primary if it is your main
reporting hierarchy.
2. Enter the version number and start date for the hierarchy.
You can copy an existing hierarchy. See: Copying an Existing
Hierarchy: page 4 – 54
3. Query the top position name into the Position block.
The Holder field displays the name of the employee who holds this
position. If there is more than one holder, this field displays the
number of holders. You can choose the List icon from the toolbar
to display the list of holders.
4. In the Subordinates block, select the immediate subordinates for
the top position.
5. To add organizations below one of these immediate subordinates,
check the Down check box for the position.
The Position block now displays the position you selected. You can
add subordinates to this position. To return to the previous level,
check the Up check box.
Note: The list of positions from which you can select in the
Subordinates block includes positions that are already in the
hierarchy. If you select such a position, you will move it and all
its subordinates within the hierarchy.

Enterprise Modeling 4 – 53
Creating a New Version of a Position Hierarchy
" To create a new version of an existing hierarchy:
1. Query the name of the hierarchy.
2. In the Version field, use the Down Arrow to move through existing
versions of the hierarchy until you reach a version number for
which no other data appears. Enter the start date for the new
version.
Note: Overlapping versions of a hierarchy cannot exist. Whenever
you enter a new version of a hierarchy, the system automatically
gives an end date to the existing version. Oracle HRMS retains the
records of obsolete hierarchies so you do not lose any historical
information.
You can copy an existing hierarchy. See: Copying an Existing
Hierarchy: page 4 – 54
3. Query the top position name into the Position block.
4. In the Subordinates block, select the immediate subordinates for
the top position.
5. To add positions below one of these immediate subordinates, check
the Down check box for the position.
The Position block now displays the position you selected. You can
add subordinates to this position. To return to the previous level,
check the Up check box.

Copying an Existing Hierarchy

Use the Position Hierarchy window to copy an existing hierarchy.

" To copy an existing hierarchy:

1. Enter or query the name and number of your new hierarchy
version and choose the Copy Hierarchy button.
2. Select the name and version number of the hierarchy you want to
copy.
Details of this hierarchy then appear in the Position and
Subordinates blocks. You can change these.

Deleting a Position Hierarchy

Use the Position Hierarchy window to delete a position hierarchy. You
must check that the hierarchy is not tied in to other working areas of
the system before you try to delete it.

4 – 54 Using Oracle HRMS – The Fundamentals (US)

 " To delete a position hierarchy:

1. Remove any subordinate positions from the hierarchy, starting at

the lowest level.
2. Check whether other versions of the hierarchy exist. If they do,
you must delete these other versions first.
3. Check whether the position hierarchy is referenced by a security
profile. If it is, you must first delete this link.
4. Query the position hierarchy in the Position Hierarchy window and
choose Delete.

Changing a Position Hierarchy

Use the Position Hierarchy window to change a hierarchy. You can
change position hierarchies in three different ways.

" To add new positions to an existing hierarchy:

1. Query the hierarchy and version you want to change.

2. Query the parent position for the one you want to add.
3. Select the new position in the Subordinates block.
Note: The list of positions from which you can select in the
Subordinates block includes positions that are already in the
hierarchy. If you select such a position, you will move it and all
its subordinates within the hierarchy.

" To change the top position in an existing hierarchy:

1. Query the hierarchy and version you want to change.

2. Query the new top position.
3. Select the previous top position in the Subordinates block.

" To move a position and all its subordinates within a hierarchy:

1. Query the hierarchy and version you want to change.

2. Query the new parent position for the one you want to move.
3. Select the position to move in the Subordinates block.

Enterprise Modeling 4 – 55
Running the Position Hierarchy Report
Oracle HRMS includes a standard Position Hierarchy Report to display
the relationship between the positions in a hierarchy. The report also
lists the current holders of each position in the hierarchy.
You run reports in the Submit Requests window.

" To run the Position Hierarchy Report:

1. In the Name field, select Position Hierarchy.
2. Enter the Parameters field to open the Parameters window.
3. Enter the effective date for which you want to see the report.
If the effective date lies between the version’s start and end dates,
the report shows information for the effective date. If it lies outside
these dates, the report shows information for the start date of the
version.
4. In the Position Structure field, select the hierarchy. If there are
multiple versions, select a version.
5. In the Parent Position field, select the highest position in the
hierarchy that you want to see on the report.
6. Enter Yes in the Holders Shown field to see holders’ names.
If there are more than ten holders, you see the number of holders
only.
7. Choose the Submit button.

Business Group Reorganization

Business Group reorganizations often entail changing many employee
records in the same way. Because Mass Move allows you to modify
multiple employee records at once, you can make such changes
conveniently.
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. North American users can also change the GRE/Legal
Entity of an assignment.

Preparing for Your Reorganization

To prepare for your mass move, you must make certain decisions and
ensure that certain prerequisites are in place.

4 – 56 Using Oracle HRMS – The Fundamentals (US)

 The following checklist takes you through the main decision areas.
• What is my source organization? (The mass move transfers
assignments from the source organization.)
• What is my target organization? (The mass move transfers
assignments to the target organization. The target organization
can differ from or be the same as the source organization.)
• What is the effective date for the mass move?
• What are the source position(s)? (The mass move transfers
assignments from the source position(s) within the source
organization).
• Do I want to deactivate the source position?
• What are my target position(s)?
• If my target position(s) are new, will their location and standard
conditions be copied from the source position, target
organization, or Business Group?
• What grades are valid for the target position(s)?
• Which assignment(s) will transfer from my source position(s) to
my target position(s).
• Will the grade of any transferring assignment change during the
mass move?
• (North American users) Will the GRE/Legal Entity of any
transferring assignment change during the mass move?
• Will the location and standard conditions of any transferring
assignment change during the mass move?

Historical Information
As you reorganize your Business Group over time, you will develop an
historical archive of mass moves. This archive consists of:
• All executed mass moves for which Status=Complete
• Any executed mass moves for which Status=Complete with
Warnings
• Any saved but unexecuted mass moves (Status=Unprocessed or
Status=In Error) that you have not deleted
Because it is important to maintain an historical record of Business
Group reorganizations, you cannot delete a mass move when its status
is Complete or Complete with Warnings. However, you can delete any
unexecuted mass moves you chose to save but which have a status of
Unprocessed or In Error.

Enterprise Modeling 4 – 57
 Re–executing a mass move overwrites its original contents. Thus, only
the latest re–execution of that mass move would appear in the
historical archive.

Reorganize your Business Group

Use the Mass Moves feature to reorganize positions, and the people
assigned to them. You can also identify source and target positions for
your mass move.
1. Ensure you have access to a responsibility linked to the Business
Group within which the mass move will take place. See: Adapting
and Creating a New Business Group: page 2 – 8
2. Check that the source and target organizations for your mass move
already exist in the HRMS database. See: Creating an Organization:
page 2 – 21
3. Describe Your Mass Move: page 4 – 58
4. Identify Your Source Positions: page 4 – 59
5. Identify Your Target Positions: page 4 – 60
6. Verify the Transfer of Assignments for each Source Position: page
4 – 61
7. Verify or Add Valid Grades for each Target Position: page 4 – 62
8. Execute the Mass Move: page 4 – 63
9. Review the Mass Move: page 4 – 63
10. Execute your Mass Move again: page 4 – 63

Describing Your Mass Move

To describe your mass move, enter a description, determining the
source and target organizations for the mass move, and specifying the
date on which the mass move will take effect.

" To describe your mass move:

1. Navigate to the Mass Move window.
2. Enter a description of the mass move you want to perform.
You can change this description at any time before the mass move
is processed.

4 – 58 Using Oracle HRMS – The Fundamentals (US)

 3. Select the source and target organizations for the mass move.
The source and target organizations can differ or be the same. The
lists includes organizations that have been defined for the Business
Group.
Note: You cannot create a target organization ”on the fly.”
You can change the source and target organizations for this mass
move at any time until you choose the Find button on the Find
Positions window. These definitions then become part of the
permanent definition of the mass move and cannot be changed.
4. If necessary, adjust the effective date of the mass move.
You can adjust the effective date at any time before the mass move
is processed.
5. Save your work.

Identifying Your Source Positions

After describing your mass move, you must identify source positions
to be moved.

" To identify your source positions:

1. In the Mass Move window, choose the Positions button.
2. In the resulting Find Positions window, select source jobs and the
source positions associated with those jobs.
You can select from a list of existing jobs and positions in the source
organization, or you can use generic search criteria (wildcards) to
identify a pool of source jobs and source positions from which you
will select your source positions in Step 3.
3. Choose the Find button.
When the Mass Move – Positions window is populated with
information, the source and target organizations you defined in the
Mass Move window appear in display fields.
4. If you used search criteria to identify a pool of source jobs and
positions, make sure that the list includes all of the source jobs and
positions you want to include in this mass move.

☞ Attention: If you want to add source jobs or positions to this list,

you must delete this mass move and define a new mass move;
source jobs and positions cannot be added to this list.

Enterprise Modeling 4 – 59
 5. In the Move check boxes, check each of the source positions you
want to move.
Assignments associated with unchecked source positions will not
be affected by the mass move in any way.
6. If you want to deactivate any source position on the effective date
for the mass move, check the Deactivate Old Position check box
when that position is selected.
Selected: Deactivating a source position does not delete it from the
HRMS database, but enters the mass move effective date as the end
date for the position.
Unselected: Leaving this check box unchecked allows assignments
to be assigned to this source position after the effective date of the
mass move, even though the source position may have no
assignments immediately following the mass move.
Note: Unchecking the Move check box for a record restores the
original values for that record.

Identifying Your Target Positions

Now that you have identified the source positions for your mass move,
you are ready to identify its target positions. For each of the target
positions you will define, perform the following steps:

" To identify your target positions:

1. On the Mass Move – Positions window, select one source position
for your mass move.
2. Select a target job to correspond with that source position.
The list includes existing jobs within the Business Group.
Note: You cannot create a target job ”on the fly.”
3. Choose Edit Field to enter a new target position, or select a target
position.
The list includes existing positions in the target organization.
Note: Each source position can have only one target position.
However you can use the same target position for multiple source
positions.
4. Select the location and standard conditions for this target position.
5. If this target position is a new position, you can enter location and
standard conditions as follows:

4 – 60 Using Oracle HRMS – The Fundamentals (US)

 Source Position: Indicates that the location and standard
conditions of the source position will be applied to the new target
position when the mass move takes effect.
Target Organization: Indicates that the location and standard
conditions of the target organization will be applied to the new
target position when the mass move takes effect.
Business Group: Indicates that the location and standard
conditions of the Business Group will be applied to the new target
position when the mass move takes effect.

☞ Attention: Unchecking the Move check box for a record restores

the original values for that record.
6. When you have identified each of your source and target positions,
choose the Assignments button.

Verifying the Transfer of Assignments for Each Source Position

The content of the Mass Move – Assignments window depends on the
source position you last selected in the Mass Move – Positions window.
The Mass Move – Assignments window displays that selected source
position, and its corresponding source organization and source job. It
also displays the target position you have entered for this selected
source position, and the target organization and job associated with
this target position.
All applicant and employee assignments associated with the source
position you selected in the Mass Move – Positions window are also
displayed.
As the Move check boxes show, by default all assignments associated
with this source position are selected to move to the target position.
The Mass Move – Assignments window allows you to verify these
assignments and to indicate which ones, if any, will not be moving to
the target position. It also enables you to change the grade, location and
standard conditions for any of the assignments to be moved. North
American users can also change GRE/Legal Entity conditions.

" To verify the transfer of assignments for each source position:

1. If you want to prevent any of these assignments from moving to
the target position, uncheck the appropriate Move check boxes.
2. If you want to change the grade for any transferring assignment,
select the assignment, and then select another grade for that
assignment.

Enterprise Modeling 4 – 61
 3. (North American users only) If you want to change the GRE/Legal
Entity for any transferring assignment, select the assignment, and
then select another GRE/Legal Entity for that assignment.
4. If you want to copy location and standard conditions for a
transferring assignment from an entity other than the current
assignment (default), select the assignment, and then select the new
location and standard conditions for that assignment. Options are
as follows:
Current Assignment: Indicates that the transferring assignment
will maintain its current location and standard conditions when the
mass move takes effect.
Source Position: Indicates that the location and standard
conditions of the source position will be applied to the transferring
assignment when the mass move takes effect.
Target Organization: Indicates that the location and standard
conditions of the target organization will be applied to the
transferring assignment when the mass move takes effect.
Business Group: Indicates that the location and standard
conditions of the Business Group will be applied to the transferring
assignment when the mass move takes effect.

☞ Attention: Unchecking the Move check box for a record restores

the original values for that record.
5. To save your work and then return to the Mass Move – Positions
window, close the Mass Move – Assignment window.
When the Mass Move – Positions window reappears, you can
repeat the above steps for any other source positions whose
transferring assignments you choose to verify. Otherwise, you are
ready to verify or add valid grades for any targets jobs and/or
positions.

Verifying or Adding Valid Grades for Each Target Position

Because it is possible for the grade of a transferring assignment to be
outside the bounds of the valid grades for the target job or target
position, you can use Mass Move to add valid grades to the target
position.

" To verify or add valid grades for each target position:

1. On the Mass Move – Positions window, choose the Valid Grades
button.

4 – 62 Using Oracle HRMS – The Fundamentals (US)

 The Valid Grades window displays the valid grades for the target
position:
• A newly–created target position has the same valid grades as the
source position.
• An existing target position retains its existing valid grades, and
Mass Move adds any other grades that are valid for the source
position.
You cannot delete any of the valid grades.
2. Optionally, select additional valid grades for the target position.
3. Close the Mass Move – Valid Grade window to save your work
and return to the Mass Move – Positions window.
When the Mass Move – Positions window reappears, you can select
any other records, to verify or add valid grades for that target
position.

Executing the Mass Move

Use the Mass Move window to execute the mass move.

" To execute the mass move:

1. Close the Mass Move – Positions window.
2. Save your work when prompted to do so.
3. On the Mass Move window, choose the Execute button.
If the number of changes being made is large, executing the mass
move may take some time.

Reviewing the Mass Move

After you have chosen the Execute button on the Mass Move window,
you are ready to review the results.

" To review the mass move:

1. On the Mass Move window, review the contents of the Status field.
Unprocessed: Indicates that you have not yet executed the mass
move.

Enterprise Modeling 4 – 63
 Complete: Indicates that the mass move completed successfully
without errors. For historical purposes, completed mass moves are
automatically archived and cannot be modified.
Complete with Warnings: Indicates that the mass move completed
successfully. Nevertheless, you should still review any warning
messages the mass move generates. It is possible for a mass move
to execute with Status=Complete with Warnings, yet without all
assignments moving as you intended.
In Error: Indicates that the mass move did not complete
successfully and that no changes took effect. You must first resolve
the offending conditions before you can successfully re–execute the
mass move.

☞ Attention: If the Status field shows In Error or Complete with

Warnings, the Message button appears next to the Positions button.
2. If the Message button is displayed, review the messages.
The Message window that appears includes the following fields:
Type: This displays the type of message; Warning or Error.
Row Information: If this field displays a position name, the
message applies to a source position. If this field displays the name
of a person, this field applies to the assignment associated with that
person.
Message: This displays the text of the message.
Note: The Explain button on the Message window is disabled if no
additional information is available.
3. If the Status field shows Complete or Complete with Warnings,
navigate to the Mass Move – Assignments window and verify that
the mass move changes you wanted to make did in fact take effect.
Then navigate back to the Mass Move window.

Re–executing a Mass Move

If the Status field on the Mass Move window shows In Error, you need
to resolve the problems and re–execute the mass move until the Status
field shows Complete or Complete with Warnings. If the Status field
shows Complete with Warnings, you should investigate those
Warnings to determine whether you want to resolve the warning
conditions and re–execute the mass move to eliminate the warnings.
The mass move feature displays warnings even when it has executed
successfully. Resolving problems may require that you exit Mass Move.

4 – 64 Using Oracle HRMS – The Fundamentals (US)

 For example, an applicant assignment associated with a vacancy will
not move during a mass move. To move that assignment to the target
position, you would need to use the Assignment window to
disassociate this applicant assignment from the source position, and
then assign this applicant to a target position.

" To re–execute a mass move:

1. Navigate to the Mass Move window. Query the mass move that
you previously saved and want to re–execute.
2. After the Mass Move window is populated with data, make
whatever changes you need to make to correct the mass move
definition.
Note: Since assignments are datetracked, you may only update a
given assignment once a day. To bypass this rule, you can alter the
mass move effective date.
If you query a previously saved mass move and then choose the
Positions button, the Find Positions window is not displayed.
Instead, the Mass Move – Assignments window immediately
appears and is populated with data.
3. Choose the Re–execute button.Review your mass move in the
standard manner.

Grades and Grade Structures

Grades are normally used to record the relative status of employee
assignments and to determine compensation and benefits, such as
salary, overtime rates, and company car.

Using Grades to Compare Roles

You can define one or more valid grades for each job or position. You
enter this information in the Valid Grades window, which opens from
the Job window or the Position window.
When you enter a grade assignment, the list of grades shows which
ones are valid for the job or position you select.
Grades can have different levels of complexity, which need to be
represented in the overall structure of the grade.
Figure 4 – 6 Grades

Enterprise Modeling 4 – 65
 In its simplest form, a grade can be a single character, or number, in a
logical sequence. For example:
• Grade A
• Grade B
• Grade C
By adding a second segment to the grade name, you can identify
sub–grades, such as:
• Grades A.1, A.2, A.3, and A.4
• Grades B.1 and B.2
• Grades C.1, C.2, and C.3
A more complex structure could be used to distinguish grades for
different staff groups, such as:
• Manual.A.1, Manual.A.2, and Manual.G.1
• Clerical.C.1 and Clerical.C.2
In this example, there are three segments in the grade name. A grade is
the combination of segments you define. You set up the segments and
their valid values using the Grade Name Key Flexfield. Normally this
is done by the system administrator.
See: User Definable Key Flexfields, Configuring, Reporting and System
Administration in Oracle HRMS.

4 – 66 Using Oracle HRMS – The Fundamentals (US)

Grade Relationships to Compensation and Benefits
In many enterprises there are rule based reward structures based on
grade. These rules can relate grades and pay directly or indirectly. You
can associate compensation and benefits with your grades. For
example, you can record a minimum or maximum salary for a grade.
There are two approaches:
• Using grade rates, you can either enter a fixed value for each
grade, or you can enter a minimum, maximum, and mid–point
values for each grade.
• Using grade scales, you can associate each grade with several
points on a pay scale, and enter compensation values for these
points.
Note: The compensation information can change
independently of the grade. Therefore, you should not define it
as part of the grade name. Instead you should relate it to the
grade, either directly or indirectly.

Direct Relationship
You may have a salary administration system in which the actual level
of pay normally falls between a minimum and a maximum value for a
grade. Regular performance reviews and ratings can involve
comparison with the mid–point value of pay for your grade. In Oracle
HRMS, this is a grade rate.

Enterprise Modeling 4 – 67
Figure 4 – 7 Relating Grades and Pay Directly and Indirectly

Indirect Relationship
You may be using a step based system of progression points within
grades, in which each point has a fixed value in a pay schedule or table.
In Oracle HRMS this is a pay scale.
Relating pay to grades indirectly is common in government, education
and health enterprises. It is also common in large commercial
enterprises that negotiate pay levels with staff or union representatives.

Grade Rates to Relate Pay to Grades

In Oracle HRMS, you can set up a table of values related to each grade.
These are called grade rates. You can enter a fixed value or a range of
valid values for each grade.

4 – 68 Using Oracle HRMS – The Fundamentals (US)

 For example, you might define a salary rate and an overtime rate of
pay for every grade, with minimum, maximum, and midpoint values.
Both rates would be in monetary units. However, you can also define
rates with non–monetary units, such as days, hours, or numbers.
Figure 4 – 8 Grade Rates

Grade rates are datetracked and this means that you can keep the
history of the actual values you use. You can also set up rate values at
a future date and be sure that this information will automatically take
effect on the date you set, and not before.
You can use your grade rate values:
• As part of a QuickPaint report or inquiry
• To validate salary proposals
• To validate other compensation entries you make for employees
The salary administration process validates salary proposals
automatically against the appropriate grade rate. You can use formula
validation to check other compensation entries.

Enterprise Modeling 4 – 69
Automatic Database Item Creation
When you save your definition, an automatic process creates
corresponding database items that formulas can access.
See: Dynamic Database Items, Using Oracle FastFormula.

Pay Scales to Relate Pay to Grades

If you are involved in negotiating pay levels with staff or union groups,
you may be using a system of grade steps or points with specific values
of pay for each step, or point. For example, you may have negotiated
different pay scales with different union groups. Or, you may have
negotiated a single set of pay points for all of your employees.
Typically, employees are placed on a step within their grade. They
move up the steps for the grade by a periodic incrementing process.
This process might run automatically at a fixed time each year or it
might be based on a review process specific to the employee.
In Oracle HRMS you set up a pay scale to show the separate points and
the value negotiated for each point. You can set up any number of pay
scales, for example for negotiated pay scales with different unions.

Scale Rates
You create a rate and enter a fixed value for each progression point on a
pay scale. You can create as many rates as you require, such as one for
a shift allowance, and another for overtime. Notice that, unlike grade
rates, you can only enter a fixed value for each point; you cannot enter
a range of valid values.
The values are datetracked so that you can keep the history of the
actual values you use. You can also set up rate values at a future date
and be sure that this information will automatically take effect on the
date you set, and not before.
The rates can be defined in monetary units, or as integers, numbers,
days, or hours, in various formats. For example, you could define a
rate in hours to specify the maximum number of overtime hours that
can be worked per week.

Automatic Database Item Update

When you define rates, an automatic process creates corresponding
database items that formulas can access.

4 – 70 Using Oracle HRMS – The Fundamentals (US)

 See: Dynamic Database Items, Using Oracle FastFormula.

Relate Grades to Progression Points

A pay scale defines a complete set of progression points. You can
associate a subset of these points with each grade.
The group of points valid for a grade is called a grade scale. Each point
in the grade scale is called a step because it represents the steps for
incrementing an employee’s pay. The steps must follow the sequence
of points on the pay scale but they can jump several points, if
appropriate to the specific grade.
Note: Grade scales are datetracked.
Figure 4 – 9 Grade Scales

Place the Employee on a Grade Step

If you include a grade as part of an employee’s assignment, you can
place the employee on a step on the associated grade scale.

Scale Rates and Salary Administration

If you are holding salary values as a scale rate, you should not also
enter them in a salary element using Salary Administration. Instead
you view an employee’s salary in the Grade Step Placement window,
and change it by incrementing the grade step placement of the

Enterprise Modeling 4 – 71
 assignment. Such increments, or changes to the scale rate, would not
affect salary element entries for employees. You would have to update
these entries separately.
Use scale rates for employees whose salaries are determined by their
grade step placement. Use Salary Administration for employees for
whom you determine salary on an individual basis.

Defining a Grade
If you intend loading historic assignment details into Oracle HRMS,
make sure you enter valid start dates for your grades. You cannot
assign an employee to a grade before the start date of the grade.
Suggestion: Consider using a fixed date as a default for your
initial setup, for example, 01–JAN–1901. This will simplify
your data–entry.

" To define a grade:

1. Enter your grades in sequence number order.
The sequence number can be any number from 1 upwards. The
number indicates the rank order of the grade; 1 indicates the
highest grade.
This is the sequence in which the grades appear to users in lists of
values.
Consider sequencing each grade at intervals of 10 or more, to
accommodate any future changes to grades.
2. Enter a unique name for the grade. If there is more than one
segment in the grade name structure, a window opens when you
enter the Name field. You must enter a unique combination of
segments.
3. Enter a start date early enough to handle any historical information
you want to enter.
4. Save your work.

Deleting Grades

" To remove a grade from the list of grades to which employees can be
assigned:
H In the Grades window, enter an end date against the grade.

4 – 72 Using Oracle HRMS – The Fundamentals (US)

 " To delete a grade entirely from the system:
1. Reassign anyone already assigned to the grade to another grade.
2. Highlight the grade in the Grades window and choose Row Delete.
If you have historical records using the grade, you cannot delete it.
You can only enter an end date to prevent further assignments to
this grade.

Defining a Grade Rate

You define grade rates in the Grade Rate window.
Grade rate values are DateTracked and you must ensure you use the
correct date to create your initial set of values.
If you intend loading historic grade rate details into Oracle HRMS,
make sure you enter the correct start date for all your history.

" To define grade rates:

1. Set your effective date to a date early enough for any historical
information you want to enter.
2. Enter a name for the grade rate and select the units for measuring
it. Save your new rate.
3. In the Grade Rate Values block, select the grades for which you
want to define rates. For each grade, enter a fixed value or a
minimum, maximum and mid value.
To use this grade rate to validate salary proposals entered in the
Salary Administration window, you must enter a minimum and
maximum value.
To view comparatio values using this grade rate, you must enter a
mid value.

Viewing Grade Comparatios

The View Employee Grade Comparatio window compares the
compensation values you enter for employees with the minimum,
maximum, and mid values you define for their grades.

" To view employee grade comparatio values:

1. Select an element and input value.
The inquiry finds assignments that have an entry for this input
value.

Enterprise Modeling 4 – 73
 2. Select a grade rate and grade for which you have defined a range
of valid values.
The inquiry compares the minimum, maximum, and mid values for
your chosen grade with the element entries of the list of
assignments.
3. Choose the Find button to run the inquiry.
The folder in the lower part of the window lists the assignments
that match your selection criteria:
• The value is the element entry value for each assignment.
• The comparatio shows the assignment’s element entry as a
percentage of the mid–value defined for the grade rate.
• The percent of range shows the position of the assignment’s
element entry between the minimum value for the grade rate
(0%) and the maximum value (100%).

Part Time Employees

Employee are part time if the hours on their assignment’s standard
conditions are less than the work day hours entered for their
organization. For part time employees, the system prorates the
minimum, maximum, and mid grade rate values before calculating the
comparatio and percent of range.

Defining a Pay Scale

You define a pay scale, which is a set of progression points for
compensation, in the Pay Scale window.
Pay scales are used commonly in government and regulated or
unionized enterprises where actual values of pay are defined as a ’pay
scale’, a ’schedule’, or a ’spine’. Characteristics of this functionality are:
• A single scale of points and values is used to establish the actual
pay for a grade group.
• Each point in the pay scale has a single value.
• Grades can have a number of distinct steps, with each step given
a single point in the pay scale.
• An employee assignment to a grade includes a point, or step
value, and the point value determines the actual pay of the
employee.
You can have any number of different pay scales in Oracle HRMS.
Each scale has its own set of points which may be characters or
numbers.

4 – 74 Using Oracle HRMS – The Fundamentals (US)

 " To define a pay scale:
1. Enter a unique name for the pay scale.
2. Enter the Increment Frequency for this pay scale. For example, if
you want to increment the placement of assignments on the pay
scale once each year, enter 1 in the Number field and select Year in
the Per Period field.
Note: These values provide information only. You can use the
Submit Requests window to set up automatic regular incrementing
of grade step placements by the Increment Progression Points
process.
See: Incrementing Grade Step Placements: page 4 – 77
The Automatic Increment field shows the date of the last automatic
increment.
3. Save the pay scale.
4. Enter the names of the points (or steps) of the scale. The Point
names can be numeric or alphanumeric. Enter them in ascending
order.
5. Enter a sequence number, in ascending order, for each point. The
sequence determines the progression order for the incrementing
process. Then save the scale again.
Note: Enter sequence numbers in multiples of 5 or 10, for
example 5, 10, 15, 20. This makes it easier to enter new points
afterwards between existing points in the sequence.

Defining Scale Rates

Use the Scale Rate window to define a scale rate.
Use the correct date to create your initial set of values. If you intend
loading historic pay scale values into Oracle HRMS, you must use
correct dates for all your history.

" To define a scale rate:

1. Set your effective date early enough to handle any historical
information you want to enter.
2. Enter a unique name for the rate.
3. Select the units for measuring the rate, such as hours, money, or
integer.

Enterprise Modeling 4 – 75
 4. Select the pay scale for which you are defining the rate.
5. Save the rate.
6. In the Progression Point Values block, select the points for which
you want to define rates. For each point, enter a fixed value.
7. Save the rate again.

Relating Grades to Progression Points

Use the Grade Scale window to relate grades to progression points.
A grade can have any number of steps. Steps do not always have the
same interval as the pay scale points. For example, you may have a
pay scale with points from 1 to 10, and a Grade which has 5 steps with
points in the sequence 3, 5, 7, 8, and 9.

" To create a grade scale:

1. Set your effective date early enough to handle any historical
information you want to enter.
2. Select a grade, and select the pay scale from which you want to
choose progression points.
3. Select the highest point (or ceiling) to which employees on this
grade can be automatically incremented by the Increment
Progression Points process. Save the grade scale.
You can override this ceiling for individual employee assignments.
The step in which the ceiling occurs is automatically displayed in
the Step field.
4. In the Grade Steps block, select the points you want to include on
this grade scale.
When you save, the system sorts the points into ascending order by
their sequence numbers (defined in the Pay Scale window).

Placing an Employee on a Grade Step

Use the Grade Step Placement window to place an employee on a
grade step. When you open this window, information about the grade
and scale appears automatically. By default, the ceiling point is the one
you defined for the grade. However, you can enter a special ceiling
point for individual employees in the Assignment window.

4 – 76 Using Oracle HRMS – The Fundamentals (US)

 Note: Placing an employee on a grade step does not
automatically update the salary element

" To place an employee on a grade step:

1. Set your effective date to the date when the placement should come
into effect.
2. Select the point or step on which to place the employee assignment.
3. Check Auto–Increment to increment the employee’s placement
automatically when you run the Increment Progression Points
Process.
4. Select a reason for manually entering a placement, if required.
You can add values to the list of valid reasons by defining values
for the Lookup Type PLACEMENT_REASON.
5. Save your work.
The Progression Point Values block displays the rates you have
defined for the pay scale, and the values corresponding to the
selected progression point.

Incrementing Grade Step Placements

You can increment grade step placements manually, using the Grade
Step Placement window, or automatically, by running the Increment
Progression Points process. In each case, the actual salary element is
not updated. You can use grade step placements to update salary
elements but you will need to write an Oracle Payroll formula to to do
this. However, you are advised not to use Salary Administration to
confirm a grade step change, because this will mean that subsequent
changes to the point values will require updates for all the salary
records to which they apply.

" To run the Increment Progression Points process:

1. Navigate to the Submit Requests window.
2. Select the Increment Progression Points in the Name field.
3. Enter the Parameters field to open the Parameters window.
4. Enter the name of the pay scale.
5. Enter the date on which the increment becomes effective.
6. Enter values for some or all of the segments of your People Group
flexfield, if required. This restricts the assignments incremented by
the process to those in the group matching the values you enter.

Enterprise Modeling 4 – 77
 ☞ Attention: An assignment’s grade step placement is incremented
automatically only if all the following conditions are met:
• It is still below the ceiling point.
• The automatic increment check box on the Grade Step Placement
window is checked for the assignment.
• There are no future changes or deletions to the assignment’s
grade step placement, or to the assignment itself, or to the grade
scale for the assignment’s grade, or to the new grade step for the
assignment.

Running the Current and Projected Progression Point Values Report

Run this report before running the Increment Progression Points
process, to assess its effects. This report shows what changes would be
made by the Increment Progression Points process and how much it
would cost for a particular scale rate, such as salary, or for all rates.
You run reports in the Submit Requests window.

" To run the Points Values Report:

1. Select Current and Projected Progression Points Values Report in
the Name field.
2. Enter the Parameters field to open the Parameters window.
3. Select a Pay Scale and enter the date on which the increment would
become effective.
4. Restrict the scope of the report, if required, by selecting an
organization, a group and/or a rate.
5. Choose the Submit button.

Running the Employee Increment Results Report

Run this report after running the Increment Progression Points process.
This report shows the results of the process.
You run reports in the Submit Requests window.

" To run the Employee Increment Results Report:

1. Select Employee Increment Results Report in the Name field.

4 – 78 Using Oracle HRMS – The Fundamentals (US)

 2. Enter the Parameters field to open the Parameters window.
3. Select a pay scale and the increment process run for which you
want to see the results.
4. Restrict the scope of the report, if required, by selecting an
organization, a group and/or a rate.
5. Choose the Submit button.

Entering a Collective Agreement

Use the Collective Agreements window to enter information about
collective agreements used by your enterprise. Before doing this you
must:
• Define the bargaining unit in the Organization window using the
bargaining unit classification.
• Define the employer in the Organization window using the
employer classification.

" To enter a collective agreement:

1. Enter the name of the collective agreement. This must be unique to
allow a collective agreement to be referenced across your Business
Group.
2. Enter the number of the collective agreement.
3. Enter the start date of the collective agreement and enter its
jurisdiction.
Note: An end date should only be entered once the collective
agreement is no longer applicable to your enterprise. After the end
date the collective agreement can no longer be attached to an
assignment.
4. Select the employer and bargaining unit who have negotiated the
collective agreement and enter the name of the signatory for each
party.
5. Enter the name of the authorizing body and the date on which the
collective agreement was authorized.
6. Save your changes.
You can attach an electronic copy of any collective agreement that
accompanies the record using the Attachments button.
See: Using Attachments, Configuring, Reporting and System
Administration in Oracle HRMS.

Enterprise Modeling 4 – 79
Setting up Collective Agreement Grades
Collective agreement grades enable you to define how an employee is
graded or ranked in a collective agreement. A collective agreement
grade is defined by a combination of values that you enter using grade
factors. A grade factor is a user–defined field that you set up as part of
the grade structure in the Collective Agreement Grades (CAGR) key
flexfield. The grades that you predefine for a collective agreement are
known as reference grades. To set up collective agreement grades:
1. Set up the Collective Agreement Grades key flexfield to define a
grade structure and grade factors.
See: User–Definable Key Flexfields, Configuring, Reporting and
System Administration in Oracle HRMS
Note: If you are in Italy, do not set up this flexfield. You must use
the predefined IT_CAGR flexfield structure.
2. Enter a collective agreement: page 4 – 79.
3. Enter collective agreement grades: page 4 – 80. to link a grade
structure to a collective agreement, and to define a set of reference
grades.

What Next?
You can now define a collective agreement grade for an assignment
using the Employment Terms tabbed region on the Assignment form.
See: Entering Additional Assignment Details, Managing Your Workforce
Using Oracle HRMS

Entering Collective Agreement Grades

You enter collective agreement grades to link a collective agreement to
a grade structure and to define a set of reference grades that can be
used in that collective agreement.
You enter this information using the Agreement Grades window.

" To enter a collective agreement grade:

1. Query the collective agreement and select the grade structure. The
reference grades entered will be recorded against the combination
of collective agreement and grade structure selected.
2. Check the Override Allowed check box if you want to enable users
to enter any combination of values for the selected grade structure

4 – 80 Using Oracle HRMS – The Fundamentals (US)

 in the Assignment window. If you leave the check box unchecked
users will be forced to select a predefined reference grade.
3. Insert a sequence number and click the Name field. Enter values
for the grade factors that are displayed. Each combination of values
represents a reference grade.
4. Enter as many reference grades as required.
5. Save your changes.
You can now use the Assignment window to define the assignment’s
collective agreement grade.
See: Entering Additional Assignment Details, Managing Your Workforce
Using Oracle HRMS

Enterprise Modeling 4 – 81
4 – 82 Using Oracle HRMS – The Fundamentals (US)
CHAPTER

5 Payroll Definition

Payroll Definition 5–1

Payroll Definition Overview
A payroll is a set of employees whose pay you process with a single
frequency, for example, weekly or monthly. You can define as many
payrolls as you require to meet the pay policies of your enterprise. You
put an employee on a payroll by making an assignment to the payroll.
You can also assign employees to other employee groups: for example,
groups to indicate membership of a union or employment based sports
club.

Period Types and Calendars

Since a payroll has only one pay frequency, you must define at least one
payroll for each pay frequency you use. The following table shows the
valid period types for pay frequency.

Period types and pay frequency table:

Payroll Period Types Periods per Year

Semi–Year 2

Quarter 4

Bi–Month 6

Calendar Month 12

Lunar Month 13

Semi–Month 24

Bi–Week 26

Week 52

Payment Methods for the Enterprise

Within the predefined payment method types, you can define as many
payment methods as you require for your enterprise. When you create
a payroll you can select which of these methods are valid for
employees assigned to that payroll. You select one of these methods as
the default method for the payroll.
Usually, you can select from the payment types cash, check/cheque,
and your local direct deposit system, for example, NACHA in the US,
BACS in the UK, or BECS in Australia.
Employees can be paid by one or more of the valid methods for their
payroll. You select the appropriate methods and enter bank account

5–2 Using Oracle HRMS – The Fundamentals (US)

 information, if required, in the Personal Payment Method window. If
you do not enter any personal payment methods, the employee is paid
using the default method for his or her payroll.
You can also define payment methods for third party payments, such
as court–ordered wage attachments. Third party payments are always
made by cheque/check, so methods for these payments must have the
type Cheque (Check).

Payroll Definition
You can define your payroll to meet the needs of your enterprise.

Can Oracle Payroll handle different pay frequencies?

Yes––you can set up different pay frequencies, for example weekly or
monthly, so that you can pay different sets of employees at different
intervals. Each payroll can only have a single pay frequency and you
must set up at least one payroll for each pay frequency that you define.

Figure 5 – 1 Multiple payrolls in a Business Group

Do you have flexible control over payment methods?

You can define a payroll to include different types of payment method
– for example, payment by bank transfer, payment by check/cheque,

Payroll Definition 5–3

 and so on. When you process the payroll you can then pay the set of
employees for that payroll in any of the following ways:
• All employees receive payment by a single default payment
method for their payroll.
• Employees receive payment by a combination of the payment
methods that you have defined for their payroll.
• Individual employees receive payment that can be distributed
between the defined payment methods in proportions different
from those applying to other employees belonging to the same
payroll.

Can you group employees according to payroll categories in your organization?

You can assign people to any work structure such as an employment
category or a particular location. You can also define a special grouping
for your organization. For example, you can create a group to indicate
membership of a union.

Other Employee Groups

All the work structures provide ways of defining groups of employees
in your enterprise, such as groups working at a particular location, or
on a certain grade, or in a department. You create the groups by
assigning employees to the work structures in the Assignment window.
You can also assign people to:
• An employment category: full-time – regular, full-time –
temporary, part time – regular, or part time – temporary
• A salary basis, such as weekly or annual, which defines the
duration for which the employee’s salary is quoted
See: Components of the Assignment, Managing Workforce Using Oracle
HRMS.
Oracle HRMS provides a special structure you can use to define any
other special groupings of employees your enterprise requires. This
structure is called the people group. Just as with payrolls and other
work structures, you can assign employees to people groups, and use
them to define employee eligibility for compensation and benefits
elements.

The People Group Flexfield

People Group is a key flexfield, like Job Name, Position Name, and
Grade Name. As with these other key flexfields, you can define up to
30 segments to hold information you use to identify employee groups
in your enterprise.

5–4 Using Oracle HRMS – The Fundamentals (US)

 Using the People Group key flexfield to define your groups is a
powerful mechanism because you can:
• Link elements to Group flexfield segments so that only
employees within the group are eligible for the elements
• Inquire and report on individual segments in Inquiry windows
and in reports
• Use DateTrack to build up a history of the group information
If your enterprise uses pay scales to relate compensation levels to
grades indirectly, you can use a People Group segment to specify which
employees are processed by the Increment Progression Points process.
Once you decide how to define the Group key flexfield structure and
segments, it is the responsibility of the system administrator to set the
flexfield up. At least one segment of this flexfield must be set up before
you can begin entering employee assignments.

Making People Group Segments Required

If you make any of the People Group segments required, this will apply
to both the Element Link window and the Assignment window. This
means that you may have to create multiple element links if you want
to use a People Group segment in the eligibility criteria for a link.
For example, suppose you have defined two segments: a Yes/No
segment called Fast Track, which is required, and a segment called
Pension Plan, which is not required. You want to make an element
available only to members of a certain pension plan. However, you
must create two element links: one for members of the pension plan
who are on the Fast Track, and another for members who are not on the
Fast Track.
Note: If there are many possible values for the required
segment, the maintenance of multiple links can become a
burden so be cautious in making segments of this flexfield
required.

Available Payment Methods

Each payment method has a type of either check, NACHA, or cash.

Database Triggers
Database administrators can modify the behavior of Oracle HRMS and
control the way in which standard payroll processes run by doing some
or all of the following:

Payroll Definition 5–5

 • Creating dynamic triggers.
• Enabling or disabling dynamic triggers.
• Grouping triggers into functional areas.

Database Triggers
Database triggers are created in the Oracle HRMS database when
Oracle HRMS is installed. Oracle HRMS uses two types of database
trigger:
• Static triggers
• Dynamic triggers
It is important that you understand the difference between these two
types of trigger.

The Difference Between Static Triggers and Dynamic Triggers

Static triggers are an integral part of Oracle HRMS and should not
normally be disabled. They apply to the entire Oracle HRMS system.
The most likely situation in which you would disable a static database
trigger is when you are working with your support representative to
identify a technical issue with the way in which Oracle HRMS is
behaving on your site.
Dynamic triggers are designed to be selectively enabled and disabled
by HRMS system administrators. They can be enabled for specific
legislations, business groups and payrolls. For example, if you are
outsourcing some of your payrolls to a third party, you can enable
some third party interface dynamic database triggers as part of your
Oracle HRMS implementation.

How Database Triggers are Maintained

Your database administrator is responsible for:
• Defining dynamic triggers
• Specifying whether they should fire on update, insert or delete
Database administrators can use a forms interface to view existing
triggers and create new dynamic triggers. A database administrator or
HRMS system administrator can enable a dynamic trigger to fire for
specific legislations, business groups, and payrolls, or a combination of
these.
A database administrator can also group triggers into a functional area
so that multiple triggers can be manipulated in a single operation.

5–6 Using Oracle HRMS – The Fundamentals (US)

 Database Triggers and Third Party Payroll Interfaces
If you are interfacing Oracle HRMS to a third party payroll system
using the Oracle HRMS Payroll Interface Toolkit, your database
administrator can enable or disable triggers for a particular legislation,
business group or payroll.
A number of predefined dynamic triggers are delivered with Oracle
HRMS. These prevent certain information from being updated or
deleted in Oracle HRMS, and prevent data in Oracle HRMS from
getting out of step with data in your third party payroll system.
These triggers are grouped into predefined functional areas. Individual
triggers can be enabled or disabled for specific legislations, business
groups and payrolls using the Dynamic Triggers Functional Area
Grouping window.
The following predefined functional areas are supplied with Oracle
HRMS:
• Generic Payroll Interface Toolkit
• ADP Payroll Interface
• Ceridian 100 Payroll Interface
• Ceridian 500 Payroll Interface
• Duplicate Element Reporting Names
These correspond to the payroll interfaces that are supplied as standard
with Oracle HRMS. The triggers contained within these payroll
interface functional areas are not enabled for legislations, business
groups or payrolls on delivery. You must enable them for specific
legislations, business groups and/or payrolls to make them active.
If you are not using a third party payroll interface you do not need to
enable any of these triggers. Although they will appear as enabled on
the Define Dynamic Triggers window they will not fire because they
have not been enabled for any legislations, business groups or payrolls.

Process Parameters
Database administrators can use a forms interface to select alternative
values for process parameters. For example, they can select the number
of threads assigned to a process and make a selection of the
combination of levels for which logging is provided.

Payroll Definition 5–7

Defining a Payment Method
Define payment methods for the enterprise in the Organizational
Payment Method window.

" To define a payment method:

1. Set your effective date to the date you want to begin using the
payment method.
2. Enter a name for the payment method, and select its type.
You can create as many payment methods for each type as you
require. For example, if you have different source bank accounts
for different payrolls, you must create separate payment methods.
For a third party payment method, select the type Check.
3. The base currency for the Business Group appears. For some
payment methods, you can select another currency.
4. To define a third party payment method, for example for a
garnishment or a payments to a benefits carrier, check the Third
Party Payment box.
5. Enter the Bank Details field to open the Bank Details window.
Enter information about the account from which payments are
coming.
Note: The Further Information field is not activated for US
installations, so you cannot make entries in it.
6. Save your work.

Defining Consolidation Sets

You must always select a consolidation set before starting a payroll run.
This is because the consolidation set provides essential labelling for
each payroll run. This applies even if you are only processing one
payroll or one assignment set.
When you have defined a consolidation set, it is then available for
selection when you start a payroll run.
You define consolidation sets in the Consolidation Sets window.

" To define a consolidation set:

H Enter the name of a new consolidation set and save.

5–8 Using Oracle HRMS – The Fundamentals (US)

 " To delete a consolidation set:
1. Query the consolidation set.
2. Choose Edit, Delete Record.
You can only delete a consolidation set if it is not the default set for
a payroll and if it is not associated with any payroll processes.

Creating a Payroll
Use the Payroll window to create a payroll, including its calendar and
valid payment methods.

" To create a new payroll:

1. 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.
2. Enter the payroll’s name and select its period type from the list.
3. 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.
When you enter the First Period End Date, make sure that the
corresponding start date of the first period is after the start date of
the payroll.
4. Change the zero default to a negative or positive number of days
before or after the period end date in the Date Offset region.
For example, in the US, you can set the cutoff date for a
semi–monthly payroll to three days before the period end date (–3),
while the Scheduled Run and Check dates can be five and seven
days after this date, respectively. In Canada, you can set the cutoff
date to three days before the period end date (–3), while the Pay
date can be five days after this date.
• The Check or Pay Date is the date of constructive receipt of pay,
on which paychecks/paycheques become negotiable.
• The Cut Off date, included for your reference, is the final date for
entering or changing payroll information before a run.
• US only: The Scheduled Run Date is the date scheduled for the
Regular run of this payroll each period.

Payroll Definition 5–9

 These offsets are the defaults for the calendar. You can make date
changes manually in the calendar by choosing the Period Dates
button, for example, when an offset date falls on a weekend or
holiday.
5. Select a default payment method for employees who have no valid
personal payment method. You cannot select a method using
magnetic tape because this requires information about employees’
bank accounts.
6. Select a default consolidation set for this payroll. One consolidation
set is created automatically when you define your Business Group.
Oracle Payroll users can create other consolidation sets for payroll
processing.
7. Enter information about the set of books and suspense account
holding costing information for this payroll in the Costing region, if
required.
The information you enter here depends on the setup of your Cost
Allocation key flexfield.
See: Setting Up the Cost Allocation Key Flexfield: page 6 – 11
8. Save your work.
9. Choose the Period Dates button to view the calendar generated for
your payroll. In the Period Dates window you can:
• View the default offset dates for every period, and manually
override any of these dates in any record.
• Change the payroll’s default Open status in any period to Closed
to prevent further element entries. You can also reopen the
period if necessary.

☞ Attention: Use this feature with caution. When you perform

certain important tasks in Oracle HRMS, the system may
automatically create or delete element entries. These tasks include
hiring and terminating people, and updating assignments. You
cannot change any element entries that span a closed payroll
period, and so you may be prevented from performing these tasks.
10. Choose the Valid Payment Methods button to add valid payment
methods for this payroll.
In the Valid Payment Methods window, the default payment
method for the payroll appears automatically. You can add other
methods. First set your effective date to the date you want the
method to become valid.

5 – 10 Using Oracle HRMS – The Fundamentals (US)

 Note: An employee assigned to this payroll can have any number
of personal payment methods chosen from those you enter here for
the payroll.

Deleting Payrolls
You can delete a payroll if there are no active employee assignments or
element links to it. However, if you have run processing for a payroll it
is not advisable to delete it. If necessary, define a new payroll and
simply discontinue use of the old payroll.

" To delete a payroll:

1. Remove any element links or employee assignments to the payroll.
2. Query the payroll in the Payroll window, choose Delete Record and
Save.

Entering NACHA Tape Data for GREs

For GREs using payrolls with payment methods of the type NACHA,
enter information for the NACHA tape batch headers in the NACHA
Rules window.

" To enter NACHA rules for a GRE:

1. In the Organization window, query the GRE if it does not already
appear there. In the Organization Classifications region, place the
cursor on Government Reporting Entity, choose the Others button,
and select NACHA Rules to open the NACHA Rules window.
2. Enter the Company Name, which is the name of the GRE making
this batch of direct deposit payments to employees.
3. Select Mixed Debit and Credit Entries, Debit Entries Only or Credit
Entries Only in the Service Class Code field.
4. Enter the Company Identification number of the GRE making this
batch of payments.
5. In the Company Discretionary Data field, you can enter codes of
significance to you, to enable special handling of all subsequent
entries in the batch. This field has no standard interpretation.
6. In the Message Authentication Code, you can enter an 8–character
code you derive, whose purpose is to validate the authenticity of

Payroll Definition 5 – 11
 Automated Clearing House (ACH) entries. This field has no
standard interpretation.
7. Optionally, you can enter the method of employee identification
(SSN or Employee Identification number for the GRE) in the
Individual Identification field. This is for information purposes
only.

Defining Dynamic Triggers

Use the Dynamic Trigger Definition window to:
• Find a trigger that already exists. Existing triggers are referred to
as static triggers.
• Create a new trigger. Any new triggers that you create are
referred to as dynamically generated triggers.
• Enable and disable triggers.
If you are using a third party payroll product you should not use this
window to enable and disable triggers. Use the Dynamic Trigger
Functional Area Grouping window instead.

" To find an existing trigger

1. Select either Dynamically Generated Triggers or Static Database
Triggers.
2. Select an Application to restrict the range of your search. Note that
this does not refer to the application owning the trigger. It refers to
the application owning the table to which the trigger is applied.
3. Enter one of the following:
– A table name.
– A trigger name.
– A table name and a trigger name.
4. Select a Triggering Action or a combination of triggering actions.
5. Select the Trigger Type (static database triggers only).
• All – displays all existing triggers
• Before Each Row
• Before Each Event
• After Each Row

5 – 12 Using Oracle HRMS – The Fundamentals (US)

 • After Each Event
• Instead of Each Row
• Instead of Each Event
• Statement
Note: These criteria do not apply to triggers created
dynamically. Dynamic triggers are always defined to run after
each row.

" To enable and disable dynamic triggers

Warning: These instructions apply to dynamic database
triggers only. You should never disable a static database
trigger.
When you have found the database trigger corresponding to your
search criteria, you can see whether the trigger is enabled or disabled.
The Enabled flag is checked if the trigger is enabled, and unchecked if
the trigger is disabled.
You can change the status of the trigger by checking or unchecking the
Enabled flag.
Changes become effective immediately.

" To create a dynamic trigger

1. Select Dynamic Database Triggers.
2. Enter a description for the trigger. This description will appear as a
comment in the generated code
3. Select the table on which this trigger operates.
4. Select the action type for the trigger
• Insert – the trigger may be created after Insert.
• Update – the trigger may be created after Update.
• Delete – the trigger may be created after Delete.
Dynamic trigger creation does not support:
• The combination of insert, update and delete actions available
when creating static triggers.
• Triggers that are not of the after each row type.
5. Save the trigger definition
When you have saved the trigger definition you cannot change the
table on which a trigger is run, nor can you change the action that

Payroll Definition 5 – 13
 the trigger performs. Instead, you must delete the trigger and then
recreate it with the correct details.

Grouping Dynamic Triggers into Legislative Functional Areas

Use the Dynamic Trigger Functional Area Grouping window to include
all triggers for the functional area into a single group. You can then
enable or disable all triggers for the entire area in a single operation
rather than enabling each trigger individually.
We deliver functional area groupings as predefined data for those
customers who are using Oracle HR with a third party payroll.
However, third party payroll users can also define a subset of this
grouping and use it in preference to the predefined grouping.

" To group dynamic triggers into functional areas

1. Enter a description for the new functional area, or query an existing
functional area.
2. Select one of the following from the next block,:
– Legislation
– Business Group
– Payroll
3. Choose the name of the legislation, business group or payroll.
4. Select the description of each trigger to be assigned to the
functional area.
5. Enable or disable this grouping for this legislation, business group
or payroll.
You can specify groupings for legislation only, business group only
or payroll only, but you can also specify any combination of these,
If you do not select any of these then the triggers operate on all
occasions.

" To enable selected triggers from a predefined grouping

If you only want to enable some of the triggers delivered in a
predefined grouping, then you disable the predefined grouping
and create a new grouping containing your selection of triggers.
You then enable the new grouping.

5 – 14 Using Oracle HRMS – The Fundamentals (US)

Setting up the TIAA-CREF Interface
To set up the TIAA-CREF interface:
1. Enter the PPG and Billing Code into the TIAA-CREF Setup Codes
window by navigating to the Additonal Organization Information
window for the appropriate GRE/Legal Entity and selecting
TIAA-CREF Setup Codes. Do this for each GRE that the
TIAA-CREF Inteface will use.
The PPG Code and Billing Codes are assigned to your institution
by TIAA-CREF. The Billing code is attached to the PPG code.
2. Enter the PPG and Billing Code for each assignment in the
Assignment window by selecting the Others button, and then
selecting TIAA-CREF Setup Codes to open a window where you
can enter the appropriate codes.
3. Enter the TIAA-CREF Mode of Payment Code in the Payroll
Window’s Further Payroll Information Flexfield. Do this for each
payroll that the TIAA-CREF Interface will use.
All TIAA-CREF mode of payment codes are defined in the List of
Values for the TIAA-CREF Mode of Payment Code field.
4. Set up the appropriate elements and balance feeds for each
employee who will be making TIAA-CREF contributions.
See: Total Compensation Elements Setup, Managing Total
Compensation Using Oracle HRMS.
Oracle Payroll provides you with the following balances for use
with the TIAA-CREF interface:
• RA/GRA PLAN BY-INST – For the employer plan contributions.
• RA/GRA PLAN REDUCT – For required employee pretax plan
contributions
• RA-PLAN DEDUCT – For required employee after-tax plan
contributions
• RA-ADDL REDUCT – For additional voluntary pretax
employee contributions
• RA-ADDL DEDUCT – For additional voluntary after-tax
employee contributions
• SRA/GSRA REDUCT – For voluntary pretax employee
contributions to TIAA-CREF’s SRA or GSRA product.
Once you have set up Oracle Payroll to use the TIAA-CREF interface,
you can run the TIAA-CREF Transmission Report.

Payroll Definition 5 – 15
 See: Running the TIAA–CREF Transmission Report, Managing
Your Payroll Using Oracle HRMS.
See: Entering Dependents, Beneficiaries, and Other Contacts,
Managing Your Workforce Using Oracle HRMS.

Maintaining Process Parameters

Use the Action Parameters window to modify the parameters for your
payroll processes. For example, you can:
• Specify the number of threads to be allocated to your payroll
processes.
• Enable or disable categories of logging for your payroll
processes.

" To maintain process parameters:

1. From the parameters tab, select the name of the parameter that you
want to modify, or enter a parameter name.
For details of the parameters that you can enter, see the Technical
Essay Payroll Action Parameters.
2. Enter a value for the parameter name. For example, Trace has a
value of either Y or N
Note: We recommend that Trace is set to N, because setting it
to Y imposes an extra processing load on the payroll processes.

" To maintain logging parameters:

Logging parameters are identified by a combination of letters, and you
use the logging tab to enable logging categories. For example, if logging
is set to RGE this corresponds to the following combination of logging
categories:
R – Routing
G – General
E – Element Entry
1. Select the logging tab.
2. Check each of the logging categories that you want to enable.
3. Uncheck any logging categories that you want to disable.

5 – 16 Using Oracle HRMS – The Fundamentals (US)

CHAPTER

6 Cost Analysis

Cost Analysis 6–1

Cost Analysis Overview
The following topics explain how the costing process is implemented in
Oracle HRMS.
• Labor Costs in Oracle HRMS – the Oracle products installed in
your organization determine how you can use information about
the allocation of labor costs.
• The Cost Allocation Key Flexfield – entries made here determine
how you can distribute costs across your organization. The
default allocation of costs for your organization can be
overridden so that the costing process will incorporate
exceptions and temporary costing arrangements.
• Data Costed at the Payroll Level – the costing level applicable
when costs are always charged to the same company or the same
set of books within your organization.
• Data Costed at the Element Link Level – the costing level at
which you define the costing type for earnings and deductions:
costed, fixed costed, or distributed.
• Data Costed at the Organization and Assignment Level – the
costing level applicable when costs are entirely or mostly
allocated to the same cost center.
• Data Costed at the Element Entry Level – the costing level
applicable when costs for an individual element entry, such as a
timecard entry, should override costs entered at any other level.

Cost Analysis
In any human resource environment you must be able to enter the labor
costs associated with your employees. Oracle HRMS gives you the
power and flexibility to perform a cost analysis that best reflects the
business activities of your organization.

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 modelling organizational change
and salary reviews
You can also use Oracle Payroll to accumulate actual payroll costs for
transfer to Oracle General Ledger.

6–2 Using Oracle HRMS – The Fundamentals (US)

How can you allocate labor costs across your organization?
You can allocate labor costs to particular departments, and to particular
products or projects.
If you are using Oracle Payroll you can also allocate costs to an account
for transfer to Oracle General Ledger.

How flexible is the costing process?

Although you can define a default cost center for your organization,
you may need to run the costing process for employees who divide
their time between two or more cost centers. Oracle HRMS enables
you to specify the proportion in which costs should be allocated
between different cost centers within your organization.

Labor Costs in Oracle HRMS

At all installations of Oracle HR, you can allocate employee costs to
cost centers, GL codes and labor distribution codes. You do this by
setting up segments of the Cost Allocation key flexfield to determine
the windows in which users can select cost codes.
If your installation does not include Oracle Payroll or Oracle General
Ledger, you must consider how to relate information on labor costs
entered in Oracle Human Resources to your payroll and financial
systems.
If your installation includes Oracle Payroll, you use a post–payroll run
process to accumulate payroll costs by cost center, GL account code,
and the labor distribution codes in use at your enterprise. For
installations that also include Oracle General Ledger you can map the
segments of the Cost Allocation key flexfield to the corresponding
segments of the General Ledger Accounting flexfield. Another
post-payroll run process is available to facilitate the transfer of
information on payroll transactions to Oracle General Ledger.

Cost Analysis 6–3

Labor Cost Allocation Example
The Sample Payroll Results table below is based on the flexfield setup
described in the previous topic. It displays payroll run results for four
employees, using accounts and work structures identified using the
Cost Allocation key flexfield. The Example Costing Process Results
table shows how the Costing process allocates these payroll results:
• to accounts and cost centers, for the general ledger
• to accounts for cost centers and product lines within cost centers,
for labor distribution purposes.

Sample Payroll Results table:

Employee Cost Product Salary Wages Overtime Union

Center Line Dues

Employee 1 Production H201 1,000 400 20

100%

Employee 2 Sales H305 1,500

100%

Employee 3 Production H201 50% 2,000 600 30

H202 50%

Employee 4 Sales H305 20% 1,000

H310 40%

6–4 Using Oracle HRMS – The Fundamentals (US)

 The table below shows the allocation of costs from the sample run
results displayed above.

Example Costing Process Results

Account Cost Center Product Line

Code
Production Sales H201 H202 H305 H307 H310

Salaries 2,500 1,700 400 400

Wages 3,000 2,000 1,000

Overtime 1,000 700 300

Union 50
Dues
Liability

Clearing (Account contains balancing credits for earnings Salary, Wages and Over-
time, and balancing debit for deduction Union Dues.)

Data Costed at the Payroll Level

Sometimes the labor costs from a payroll should all be charged to a
particular company within your enterprise, or all be entered in a
particular set of books. In this case, you select the code for the
company or set of books from the appropriate segment of the Cost
Allocation flexfield when defining the payroll.
Also at the payroll level, you can select codes for suspense accounts. A
suspense account is one that collects costs from the payroll if segment
entries at lower levels are missing. For example, if an employee
receives a Special Production Bonus but there is no GL code for this
earnings type to debit in the Cost Allocation flexfield, the cost of the
bonus goes into the suspense account.
Entries of sums in a suspense account alert you to missing codes, and
provide a way to hold unallocated costs until you can make manual
journal entries to the correct accounts. Since codes entered in the Cost
Allocation flexfield at levels below the payroll level override any
entered at the payroll level, costs go to a suspense account only when
the correct account codes are not entered at the element link level.

Data Costed at the Element Link Level

You enter the important costing information for an element on its links.
This means that all elements for which you must maintain costing

Cost Analysis 6–5

 information must have at least one link, even those that receive entries
during the payroll run as indirect results of the processing of other
elements.
When defining a link for an element, you select a costable type that
determines whether the payroll run should collect the results of this
link for costing purposes. By default, a link’s costable type is Not
Costed. For the results of elements that process in payroll runs to be
collected for accumulation and transfer, you must change this default
to a costable type of either Costed, Fixed Costed or Distributed.

Costable Type: Costed

When processing an element for an employee with a link marked
Costed, the payroll run checks for Cost Allocation flexfield entries
affecting the employee at every level – payroll, element link,
organization, assignment, and element entry. Since earnings types
may well receive override entries of information for labor distribution
purposes at the lower levels of assignment or element entry, the
costable type Costed is likely to be best for the links of elements
representing earnings.

Costable Type: Fixed Costed

When processing elements marked for Fixed Costing, the system looks
for costing information at the payroll, element link and element entry
levels only, not the assignment or organization levels. You can, in fact,
override the account code at element entry level. This is because the
order of priorities for Fixed Costing is Payroll (highest priority),
Element Link and finally Element Entry (lowest priority).
Suggestion: Deduction amounts are usually irrelevant to
labor distribution analyses, so elements representing
deductions seldom receive lower level entries of costing
information. The costable type Fixed Costing may be best for
these elements’ links. However, this is optional.

Costable Type: Distributed

For labor distribution analysis, you can distribute employer charges,
such as employer payments for social security or employee benefits, as
overhead costs to be added to employees’ earnings. The links of
elements representing employer charges you want to distribute in this
way require the costing type Distributed.
For each employee, Oracle Payroll distributes the run results of
elements with this costable type proportionally over a set of earnings

6–6 Using Oracle HRMS – The Fundamentals (US)

 types you specify. This distribution set of earnings types could include,
for example, Wages, Overtime and Shift Pay. When you select
Distributed as the costable type of a link, you must also enter the name
of the distribution set of earnings over which the run results of the link
are to be distributed.
See: Defining an Element or Distribution Set, Configuring, Reporting and
System Administration in Oracle HRMS.

Costing and Balancing GL Accounts

For element links whose run results should go to the General Ledger,
you enter in the Costing field of the link, the GL account to debit or
credit, and in the Balancing field, the account to correspondingly credit
or debit.
For earnings types and non–payroll payments, the GL account to debit
(for example, Salaries) goes in the Costing field, and the account to
credit (for example, Clearing) goes in the Balancing field. For
deductions, the account to credit (for example, Union Dues Liabilities)
goes in the Costing field, and the account to debit (for example,
Clearing) goes in the Balancing field.

Employer Charge Distribution Example

When you give links for elements representing employer charges the
costable type Distributed, the Costing process distributes the employer
charges as overhead for each employee, over a set of employees’
earnings.
See: Data Costed at the Element Link Level: page 6 – 5
This example shows how employer payments totalling $100 are
distributed over a set of earnings including wages and overtime, for
the cost center Production and the product lines H201 and H202. The
table below shows the distribution of overhead over costs and product
line totals.

Overhead Distribution for the Production Cost Center

Total paid to Production Cost Center as Wages run result:
$3,000.00
Total paid to Production Cost Center as Overtime run result:
$1,000.00
Total for Earnings types specified for distribution: $4,000.00

Cost Analysis 6–7

 Ratio for Wages distribution, Production Cost Center = 3000/4000 =
.75
Wages overhead = Pension Charge $100 x .75 = $75.00

Ratio for Overtime distribution, Production Cost Center =

1000/4000 = .25
Overtime overhead = Pension Charge $100 x .25 = $25.00

Overhead Distribution for Product Lines H210 and H202

Total paid for Product Line H201 as Wages run result: $2,000.00
Total paid for Product Line H202 as Wages run result: $1,000.00
Total paid for Product Lines 201 and 202 for Wages: $3,000.00

Ratio for Wages distribution, Product Line H201 = 2000/3000 =

0.6667
Product Line H201 overhead = Total Wages overhead $75 x .6667 =
$50.00
Ratio for Wages distribution, Product Line H202 = 1000/3000 =
.3334
Product Line H202 overhead = Total Wages overhead $75 x .3334 =
$25.00

Total paid for Product Line H201 as Overtime run result: $700.00
Total paid for Product Line H202 as Overtime run result: $300.00
Total paid for Product Lines H201 and H202 as Overtime: $1,000.00

Ratio for Overhead distribution, Product Line H201 = 700/1000 = .7

Product Line H201 overhead = Total Overtime overhead $25 x .7 =
$17.50
Ratio for Overhead distribution, Product Line H202 = 300/1000 = .3
Product Line H202 overhead = Total Overtime overhead $25 x .3 =
$7.50

Distribution of overhead over cost center and product line totals

table:

Account Code Cost Center Product Line Product Line

Production H201 H202
Wages 3,000 2,000 1,000
Employer Liability 75 50 25
Distribution

6–8 Using Oracle HRMS – The Fundamentals (US)

 Account Code Cost Center Product Line Product Line
Overtime 1,000 700 200
Employer Liability 25 17.50 7.50
Distribution

Data Costed at the Organization and Assignment Levels

When setting up an internal organization for which most or all labor
costs go to the same cost center, select that cost center from the
appropriate segment of the Cost Allocation flexfield when defining the
organization.
For example, if the labor costs of most of the employees in the
Commercial Sales Group go against the cost center Sales, select Sales
from the list of cost centers when defining the organization Commercial
Sales Group. This means that by default, the system accumulates labor
costs for each employee assigned to the Commercial Sales Group for
the cost center Sales.
Perhaps the costs of some employees assigned to this group should
exceptionally be charged to a different cost center. For these
employees, you can enter the correct costing information on their
assignments. Entries at the assignment level override entries at the
organization level.
There may also be employees regularly assigned to work in this group
only part time, who work elsewhere the rest of the time. In cases like
these, it is not necessary to give employees two assignments. You can
enter a number of cost centers for one assignment, specifying the
percentage of labor costs to charge to each:

Proportion Seg. 1 Cost Center

50% Sales

50% Public Relations

You can also enter other types of costing information at the assignment
level. For example, if a Production Department employee regularly
works 80% of the time on one product line and 20% on another, you
can enter this on the assignment.

Proportion Seg. 3 Labor Dist. Code

80% H201

20% H202

Cost Analysis 6–9

 Notice that assignment level entries are datetracked, so you can enter
changes ahead of time.

The Cost Allocation Key Flexfield

When implementing and using Oracle HRMS, you make selections
from the lists in the Cost Allocation flexfield segments as follows:
• When defining a payroll, you can select a code for the company or
set of books holding the labor costs from the payroll.
• When linking an element representing an earnings type such as
Regular Salary, a deduction such as Union Dues, or an employer
charge such as a benefit plan contribution, you select a GL code
that the element’s results should debit or credit, and a code for
the balancing GL account to credit or debit.
Note: As well as making entries to the Cost Allocation
flexfield at the element link level, you also enter on each link,
essential information about the type of costing the system
should do for the link. Available types include Costed, Fixed
Costed, and Distributed.
See: Data Costed at the Element Link Level: page 6 – 5
• When defining an internal organization or entering an employee
assignment, you can select codes for the cost centers, product
lines or other structures for which to collect the labor costs of the
organization or assignment.
• When entering timecard data in Oracle Payroll, you can select
codes for accounts, cost centers, product lines and other items
listed in the flexfield segments to show how to collect labor costs
for particular hours worked.
The different points at which you can make entries to segments of the
Cost Allocation flexfield exist as related entry levels. Ranging from top
to bottom, the five entry levels are these:

Entry Level Windows Purpose of Entry

Payroll Payroll Identifies company or set of books to which all costs

from this payroll should go.

Link Element Link Identifies a GL account to debit and a balancing

account to credit, or for deductions, an account to
credit and a balancing account to debit. Other entries
can identify any other accounts into which run results
of the element should go.

6 – 10 Using Oracle HRMS – The Fundamentals (US)

 Entry Level Windows Purpose of Entry

Organization Organization Identifies structures such as cost centers against which

to charge the payroll costs of employees in the
organization.

Assignment Assignment Identifies structures such as cost centers and product

Costing lines against which to regularly charge payroll costs of
this assignment.

Element Entry Element Identifies structures such as cost centers and product
Entries lines against which to charge payroll costs of an
Batch Lines employee assignment for a period. Entries often
taken from timecards.

Note: You enable a qualifier for each segment of your Cost

Allocation flexfield to control whether it appears at a given
entry level. For example, for the Cost Center segment of your
flexfield, which receives entries only at the organization,
assignment and element entry levels, you enable the
Organization, Assignment and Element Entry qualifiers. This
segment then appears only at these levels.
See: Setup of the Cost Allocation Key Flexfield: page 6 – 11

Overrides for the Cost Allocation Flexfield

A key feature of the Cost Allocation flexfield is that entries made to its
segments at lower levels override any entries at higher levels. Thus,
entries from timecards made in a particular segment at the Element
Entry level override any entries to this segment made at the employee
assignment, organization, link and payroll levels.
This helps to keep your costing information accurate. For example, if
employees temporarily work at cost centers or on product lines
different from those entered for their organizations or assignments,
they can enter the cost center or product line codes together with their
time worked on their timecards. On receipt of this costing information
at the element entry level, the system correctly charges their time for
the period, using this information rather than any entered at the
organization or assignment levels.

Setup of the Cost Allocation Key Flexfield

You must define at least one segment of the Cost Allocation key
flexfield; you may define as many as 30 segments. To set up this
flexfield, consult the explanations and procedures given in the Oracle
Applications Flexfields Manual.

Cost Analysis 6 – 11
 You can control which segments of the Cost Allocation flexfield appear
in each of the windows from which users can make entries to this
flexfield.

Display of Flexfield Segments

Oracle HRMS implementors and users make selections from the lists in
the Cost Allocation flexfield’s segments at different levels, that is, in
several different Oracle HRMS windows. However, in a particular
window, they usually need to access only certain segments of the
flexfield.
For example, when defining a payroll you need only the segment
containing the companies or sets of books to which a payroll’s labor
costs should go. When defining a link for an earnings or deduction
element, you may need only the segment containing the list of the
costing and balancing GL codes. You are likely need the segment
containing the list of cost centers only when defining an organization or
employee assignment, or making an element entry.
You control the appearance of a Cost Allocation flexfield segment in a
particular window by enabling qualifiers for the segment. When you
enable a particular qualifier for a segment, this causes the segment to
appear and be available for entry in a particular window, as follows:

Qualifier Enables Segment’s Appearance in

Payroll Payroll window

Element Link Element Link window
Organization Organization window
Assignment Assignment Costing window
Element Entry Element Entries window

The following table lists the five levels, and the correct order of
processing priority.

Qualifiers for this

Level Level Typical Segments Displayed at this Level

Payroll Payroll company code, set of books

Element Link Element, Balancing GL account codes for costing and balancing

Organization Organization cost centers

Assignment Assignment project or product codes, or cost centers

that do not map onto organizations

Element Entry Element Entry project or product codes (for employees

who submit timesheets)

6 – 12 Using Oracle HRMS – The Fundamentals (US)

 A code entered at a lower level can override a code entered at a higher
level. This means that if a segment is populated at element entry level,
it overrides all other levels. You can enable as many qualifiers as
necessary for a particular segment.

The Oracle HRMS Cost Allocation Key Flexfield Example

To construct a simple example of a Cost Allocation flexfield, suppose
that the departments of an enterprise each constitute a cost center.
Suppose also that the general ledger accounts receiving labor costs are
Salaries, Wages, Overtime, Bonuses, Union Dues Liability and Clearing.
The Clearing account in this example represents a single account set up
for entry of:
– Credits, in order to balance debits to accounts for earnings
types, for example Salaries, Wages, Overtime and Bonuses
– Debits, in order to balance credits to accounts for
deductions, for example Union Dues Liability.
After running the Payroll and Costing processes, you can make journal
entries to credit or debit each individual balancing account, making
corresponding debits or credits to the Clearing account.
Information to be transferred to the General Ledger includes:
• The totals of salaries and wages paid in departments and cost
centers are entered as debits to the Salaries and Wages accounts,
and as balancing credits to the Clearing account.
• The total of bonuses paid to employees is entered as a debit to
the account Bonuses, and as a balancing credit to the Clearing
account.
• The total deducted from employees in Production and Quality
Control to pay their union dues is entered as a credit to the Dues
Liability account, and as a balancing debit to the Clearing account.
To collect information for transfer to the general ledger, this enterprise
can construct a Cost Allocation flexfield with two segments, one for
identifying cost centers and one for GL costing and balancing codes, as
follows:

Seg. 1 Cost Center Seg. 2 GL Code

Accounting Salaries

Production Wages

Cost Analysis 6 – 13
 Seg. 1 Cost Center Seg. 2 GL Code

Public Relations Overtime

Quality Control Bonuses

Sales Dues Liability

Clearing

Now suppose that for labor distribution purposes, this enterprise

accumulates labor costs not just by cost center and GL account, but also
by its product lines, represented by the labor distribution codes H201,
H202, H305, H307 and H310. The enterprise requires product line
costing information such as the following:
• Total wages paid to produce product line H201, and to check its
quality
• Total paid for overtime to produce product line H201
• Total paid for salaries and bonuses to sell product line H201
Since this enterprise uses its GL codes for labor distribution, it does not
need another segment to hold a separate list of codes. However, it
must add another segment to hold product line codes, as follows:

Seg. 1 Cost Center Seg. 2 GL Code Seg. 3 Labor Dist. Code

Accounting Salaries H201

Production Wages H202

Public Relations Overtime H305

Quality Control Bonuses H307

Sales Dues Liability H310

Clearing

Similarly, if this enterprise needed to identify for each of its payrolls a

particular company or set of books to which all the information on
labor costs should go, it could define another segment of the Cost
Allocation flexfield such as Company or Set of Books, to contain a list
of the appropriate codes.
Note: Installations including both Oracle HRMS and Oracle
General Ledger should take the GL codes for the Oracle HRMS
Cost Allocation flexfield and for the Oracle General Ledger
Accounting flexfield from the same table. Installations without
Oracle GL can set up their own tables of GL codes, possibly
populating these tables from their existing financial systems.

6 – 14 Using Oracle HRMS – The Fundamentals (US)

 See: User–Defined Tables, Configuring, Reporting and System
Administration in Oracle HRMS.

Data Costed at the Element Entry Level

When you make entries to elements with links marked as Costed for
individual employees using the Element Entries window, or for many
employees at once using the BEE windows, you can at the same time
supply costing information.
Information entered at this level overrides any information entered at
other levels. For example, if an employee has costing information on
record in a Cost Allocation flexfield segment at the organization or
assignment level, an entry of timecard information in this segment at
the element entry level overrides the organization or assignment–level
information.

Costing for Taxes

The setup for maintaining costing information on employer and
employee federal tax liabilities is straightforward. However, the setup
for costing state and local taxes depends on the way your general
ledger holds this information.
On the one hand, just as you enter a total into a GL account for a
federal tax type, your enterprise may enter a total into a GL account for
one or more state or local tax types, regardless of the states or localities
levying the taxes. For example, you enter a single total for amounts
withheld for employees’ federal income tax (FIT), and may similarly
enter a single total for amounts withheld for employees’ state income
tax (SIT), regardless of the states in which these taxes are owed.
Alternatively, you may make entries for state and local taxes for each
state, or state and locality, in which these taxes are owed. In this case,
your setup for costing these taxes will differ from that used for federal
taxes.

Elements for Taxes

Oracle Payroll comes with the elements for the following taxes already
defined (EE = employee tax, ER = employer tax):

Federal taxes
• Federal Income Tax (FIT) – EE

Cost Analysis 6 – 15
 • Federal Unemployment Tax Act (FUTA) – ER
• Social Security (SS) – EE and ER
• Medicare – EE and ER
• Earned Income Credit (EIC) – EE

State taxes
• State Income Tax (SIT) – EE
• State Unemployment Insurance (SUI) – ER, EE in some states
• State Disability Insurance (SDI) – EE, ER in some states

Local taxes
• City Tax – EE. Includes coverage of Head Tax – ER.
• County Tax – EE. Includes coverage of School District Tax – EE
Links to all payrolls for the elements for each of these taxes are usually
created during the implementation of Oracle HRMS for your
enterprise.

Costing All Taxes by Tax Type

You maintain costing for federal taxes by the tax type, and can similarly
hold costing information for state and local taxes by type only (not by
the state or locality to which they are payable). To do this you enter on
the link for the tax type’s element the code for the general ledger
account to which amounts of the tax should go.
For example, suppose that:
• the segment of the Cost Allocation key flexfield that holds GL
codes has the name GL Code
• all amounts withheld for FIT should go to the GL account code
123fit, and all amounts for SIT, should go to 123sit.
To collect costing information for both these taxes, you do the
following:
• ensure that links to all payrolls exist for the elements FIT and
SIT. These are usually created during implementation of Oracle
Payroll.
• if the possible entries to the GL Code segment exist in value sets
validated by entries existing in a table or on a predefined list,
ensure that the codes 123sit and 123fit appear in the table or list.

6 – 16 Using Oracle HRMS – The Fundamentals (US)

 See: Values and Value Sets (Oracle Applications Flexfields Guide)
• Query the FIT or SIT element in the Element Link window. In
the Costing region, choose the tax type Fixed Costed. The
Transfer to GL box is automatically checked.
• For the FIT element, select in the Costing field, the account code
123fit. For the SIT element, select the code 123sit.
With this setup, when the Costing process runs, it will collect all
amounts withheld for FIT and SIT under the GL codes 123fit and
123sit.

Costing State and Local Taxes by Jurisdiction

If your general ledger maintains tax totals by state, or by state and
locality, you follow a different setup procedure for costing these taxes.
You still must ensure that links to all payrolls exist for the tax elements.
Additionally, you must set up one or more special segments of the Cost
Allocation key flexfield to collect the required jurisdiction information.
These special segments must be named as follows:
• State Code. If your requirement is to collect state and local tax
costs by state but not locality, set up only this segment.
• County Code, City Code, School District Code. Set up these
three segments if you must collect tax amounts not only by state,
but also by locality.
Note: In setting up these segments, do not mark them as
required. Also, do not enable any qualifiers for them, as they
should not appear in any Oracle HRMS windows.
See: Controlling the Display of Flexfield Segments: page 6 – 12
These segments are special in that you never make any entries in them
at any of the entry levels (Payroll, Element Link, Organization,
Assignment, or Element Entry). Instead, these segments receive entries
directly from the payroll run.
Payroll runs enter the appropriate jurisdiction code for each of the state
and local taxes they process:
• into the State Code segment, if the other segments are not
defined, or
• into the State Code, County Code, City Code, and School District
Code, if these are all defined.
When the Costing process runs, it collects the amounts for each state
and local tax under the jurisdiction code of the state or locality. For

Cost Analysis 6 – 17
 example, the jurisdiction code of the state of Illinois is 14, for Kane
County in this state the code is 089, and for the town of Geneva in this
county the code is 1110.
It is your responsibility to set up matches between your GL account
codes and the jurisdiction codes the Costing process uses, and to
develop a process for transferring Costing process results to the
appropriate accounts in your general ledger. A complete listing of US
jurisdiction codes used in Oracle HRMS is available in the GeoCoder
Master List from Vertex Inc.

6 – 18 Using Oracle HRMS – The Fundamentals (US)

Running the Costing Process
The Costing process generates journal entries for your ledgers and
costing information relating to labor costs. You can enter start and end
dates of the period over which you want to cost payroll runs in order
to cost all your runs in one process. Alternatively, you may want to
produce a costing run for each payroll run.
You run the Costing process from the Submit Requests window. You
should run Costing before the Transfer to GL process.

" To run the Costing process:

1. In the Name field, select Costing.
2. In the Parameters window, select the name of the payroll or
consolidation set to run the process for. When you select a payroll,
its default consolidation set displays.
3. Enter the start and end dates of the time span for the Costing
process to cover.
4. Choose the Submit button.

Cost Analysis 6 – 19
Running the Cost Breakdown Report
There are two versions of the Cost Breakdown report:
• The Cost Breakdown Report for Costing Run shows summarized
costing totals for a specified costing process.
• The Cost Breakdown Report for Date Range shows summarized
costing totals for a particular consolidation set or payroll over a
specified interval.
Both versions show the distribution of payroll calculation results plus
corresponding General Ledger and labor cost details.
You run both versions in the Submit Requests window.

" To run the Report for a Costing Run:

1. In the Name field, select the report name. Then enter the
Parameters field to open the Parameters window.
2. Enter the costing process for which you want to generate the
report. Additionally, if your legislation allows costing by reporting
entities, you can specify whether this costing run should apply to
all reporting entities, or to a single reporting entity that you select
in the reporting entity field.
3. Choose the Submit button.

" To run the Report for a Date Range:

1. In the Name field, select the report name. Then enter the
Parameters field to open the Parameters window.
2. Enter the start and end dates for which you want to generate the
report.
3. Select the name of either the payroll or the consolidation set for
which you want to see information. Additionally, if your
legislation allows costing by reporting entities, you can specify
whether this costing run should apply to all reporting entities, or
to a single reporting entity that you select in the reporting entity
field.
4. Choose the Submit button

Mapping Cost Allocation to the Accounting Flexfield

If your installation includes Oracle Payroll and Oracle General Ledger,
you can run the Transfer to GL process in each payroll period after you

6 – 20 Using Oracle HRMS – The Fundamentals (US)

 have run the Costing process. The Transfer to GL process transfers
costing results to the GL Accounting flexfield. Before running this
process, you must map segments of the Cost Allocation flexfield to the
corresponding segment of the Accounting flexfield for each payroll. To
do this, use the GL Map window.

" To map Cost Allocation to Accounting flexfield segments:

1. Set your effective date to the date from which this mapping should
take effect.
2. Query the payroll for which you are performing the mapping. Its
period type appears in the Period field.
3. Select the set of books for whose Accounting flexfield you are
performing the mapping. Costing information from a payroll can
go to only one set of books.
4. Select the name of a Cost Allocation flexfield segment in the Payroll
Costing Segment field for which a corresponding segment exists in
the Accounting flexfield. Select the name of the corresponding
segment in the GL Chart of Accounts Segment field. Repeat this
process for all the Cost Allocation flexfield segments for which
there is a corresponding segment in the Accounting flexfield.
5. Save your entries.

Running the Transfer to GL Process

If your installation includes Oracle General Ledger, you can run the
Transfer to GL process. This transfers the results of the Costing process
for a payroll to the Accounting flexfield of Oracle General Ledger.
It is not necessary for your payroll to use the same currency as your
general ledger.
You run the Transfer to GL process from the Submit Requests window.

" To run the Transfer to GL process:

1. In the Name field, select Transfer to GL.
2. In the Parameters window, select the payroll or consolidation set
for which you are running the process. When you select a payroll,
its default consolidation set displays.
3. If you want to set the accounting date for the transfer to date
earned, then change the TGL_DATE_USED pay action parameter

Cost Analysis 6 – 21
 to ”E”. If you do not do this then the accounting date of the
transfer defaults to the effective date of the originating payroll
4. Enter the start and end dates of the period for which you want to
transfer Costing process results.
5. Choose the Submit button.

Entering Adjustments to Costed Employee Tax Balances

To make these entries for an employee assignment, use the Adjust Tax
Balances window.

Prerequisite
❑ For each Business Group, there are certain elements needed to hold
some of the information entered in this window. These elements
are included in your Oracle Payroll startup data. Before your first
use of the Adjust Tax Balances window, ensure links exist for the
tax elements. If not you must create links for these elements that
include the costing information appropriate to your enterprise.
To ensure that these links are always in effect for the Business
Group, set your effective date to 01–JAN–0001 when creating them.
The elements requiring links are:
Federal State Local
FIT SIT_WK County_WK
SS_EE SUI_EE City_WK
Medicare_EE SDI_EE County_SUBJECT_WK
SIT_SUBJECT_WK City_SUBJECT_WK
SUI_SUBJECT_EE
SUI_SUBJECT_ER
SDI_SUBJECT_EE
SDI_SUBJECT_ER

FIT = Federal Income Tax, SS = Social Security

SIT = State Income Tax, SUI = State Unemployment Insurance, SDI
= State Disability Insurance
WK = Work Location
Note: It may be convenient to link these elements to all
payrolls, so that all employees in the Business Group are
eligible for them.

6 – 22 Using Oracle HRMS – The Fundamentals (US)

" To adjust balances of subject wages and taxes withheld:
1. In the Assignment window, query the employee assignment for
which you are entering adjustments to tax balances, and open the
Adjust Tax Balances window.
The window displays the city, state, zip code and county of the
employee’s default work location, and the default consolidation set
for the payroll of the employee’s assignment. You can change these
defaults if necessary.
2. To enter adjustments to the Gross Earnings Subject to Tax balances
for the employee, select the name of the earnings type causing the
adjustment in the Earnings Name field.
The list displays all the earnings types initiated in your system
(classifications Earnings, Supplemental Earnings, and Imputed
Earnings).
3. Enter the gross amount by which you are adjusting the Gross
Earnings Subject to Tax balances. The amount can be positive or
negative.
If you are not also entering adjustments to balances of taxes
actually withheld, go to step 4. If you are also entering adjustments
to Employee Withheld tax balances, go to step 5.
4. If you are adjusting Gross Earnings Subject to Tax Balances only,
save your work and exit this window. The system updates Gross
Earnings Subject to Tax balances in accordance with the taxability
rules for the earnings type (these appear in the Taxability Rules
window).
5. To also enter adjustments to the Employee Withheld tax balances
for this earnings type, in order to record in Oracle Payroll
information about a payment made and tax deductions taken for
the employee outside Oracle Payroll, enter the net amount of the
payment.
6. If you want to cost the balance adjustment, check the Costed check
box. You enter costing details by using the Cost Allocation key
flexfield. You access this flexfield by clicking in the Costing filed
on the Element Link window, or the Payroll window. Only
segments enabled at the element entry level will be available for
input.
7. Enter for each tax appearing in the Taxes Withheld region, any
amount actually deducted for the tax from the gross amount of the
earnings type. When you complete these entries, save your work.
8. To check the correctness of your entries of amounts withheld, the
system adds each amount entered for a tax in the Taxes Withheld

Cost Analysis 6 – 23
 region to the net amount entered for the earnings type. If the total
does not equal the gross amount entered, you receive an error
message and must correct any typing errors.
9. When you save the entries in the Taxes Withheld region and receive
no error messages, the system:
• updates Gross Earnings Subject to Tax balances in accordance
with the taxability rules for the earnings type that appear in the
Taxability Rules window
• updates Employee Withheld balances for the taxes with the
amounts entered amounts in the Taxes Withheld region.

" To adjust employee withheld balances only:

1. In the Assignment window, query the employee assignment for
which you are entering adjustments to Employee Withheld
balances. Open the Adjust Tax Balances window.
The window displays the city, state, zip code and county of the
employee’s default work location, and the default consolidation set
for the payroll of the employee’s assignment. You can change these
defaults if necessary.
2. For each tax appearing in the Taxes Withheld region, enter the
amount of the adjustment.
3. If you want to cost the balance adjustment, check the Costed check
box. You enter costing details by using the Cost Allocation key
flexfield. You access this flexfield by clicking in the Costing field
on the Element Link window, or the Payroll window. Only
segments enabled at the element entry level will be available for
input. When you complete these entries, save your work.
The system then updates Employee Withheld balances for the taxes
with the amounts entered in the Taxes Withheld region.

6 – 24 Using Oracle HRMS – The Fundamentals (US)

CHAPTER

7 Workers’
Compensation

Workers’ Compensation 7–1

Overview of Workers Compensation in Oracle HRMS
Every state has a Workers Compensation program to provide
employees with insurance coverage for work–related injuries.
All states legislate WC (Workers Compensation) programs to provide
employees with insurance coverage for work–related injuries. In every
state, employers are liable for the premiums for this insurance, and in
some states the employee pays a portion as well.
Determination of the WC liability of your enterprise requires
maintenance of some specialized information. You must associate your
jobs with state WC work classification codes, and further, associate
these codes with state WC premium rates. You also must maintain
WC–related data for each GRE.

WC Insurance Carriers and Monopolistic or Competitive States

Some states are monopolistic with respect to the WC insurance carrier,
which means that employers in these states can use only the state fund
as their carrier.
Other states are competitive, which means they permit employers to use
either private insurers or the state agency to fund WC programs. If
your enterprise has GREs in different states, you likely have a different
carrier in each state. If your enterprise has more than one GRE in a
competitive state, it is possible for each to have a different WC carrier.
However, each GRE can have only one WC carrier per state, whose
name you enter in the system.

How are Workers Compensation Premiums Calculated in Oracle HRMS?

Premiums paid for worker’s compensation insurance, whether it is a
monopolistic or competitive state, are generally based on the type of
business the employer does and the size of the payroll.
Employers are assigned classification codes based on the nature of the
business. A dollar value is then assigned to the code and a calculation
method is used to determine the employer’s and employee’s worker’s
compensation premium.

Calculation Methods
There are three calculation methods for determining both employee
and employer contributions to Workers Compensation Insurance.

7–2 Using Oracle HRMS – The Fundamentals (US)

 These methods apply to the employer and employee numbered
portions (if required) independently.
• Percent of Subject Earnings:
The employer and employee rates are expressed as a percentage.
• Hourly Rate:
The employer and employee rates are expressed in dollars per
hour, where the hours used to calculate the amount deducted are
the regular hours worked.
• Flat Amount Per Period:
The employer and employee rates are expressed in dollars per
specified period of time, such as a year, a month, or a quarter.
Some businesses are deemed to be more dangerous than others and
have a higher dollar amount assigned to the business. However, some
employees may be assigned to a different and less expensive code
because they are not involved in the more dangerous aspects of the
business. This is known as an exception classification.
You must maintain information on:
• state WC classification codes for jobs, and their associated rates:
• state–level modifiers, surcharges and discounts applicable to the
base premium calculation
• state rules governing the determination of the payroll exposure
• WC code overrides

How are Workers Compensation Insurance Rates Calculated?

Each state uses a set of work classification codes to represent its WC
rates. The codes and their associated rates are intended to reflect the
risk of injury or work–related illness in different types of work.
For each state in which you have a GRE, your jobs require WC
classification codes. A given job does not necessarily have the same
classification and code from state to state. Within a state, the same
code normally covers a number of different jobs judged to have a
similar risk level, so in each state all your jobs may fall into a fairly
small number of codes.

Job Code

Bookkeeper 8810

Clerk/Typist 8810

Table 7 – 1 Example Jobs and WC Codes for a State

Workers’ Compensation 7–3

 Job Code

Installer 5538

Repair people 5538

Senior Installer 5542

Outside Sales 8742

Table 7 – 1 Example Jobs and WC Codes for a State

In a competitive state that permits employers to use private WC

insurance carriers, all the carriers use the same set of codes, but need
not use the same rates for each code. Also, the rate a private carrier
charges for a code can vary according to the locations within a state.
That is, particular geographical areas or job sites in a state can have
special rates for the same code.
In addition to each carrier’s default rates, you must maintain any
special rates the carrier uses for particular locations.

Code Carrier A, Default Rates Carrier A, Rates for Site H

8810 .97 .94

8742 1.36 1.34

5542 6.70 6.65

5538 15.37 15.40

Table 7 – 2 Example WC Codes and Rates for WC Carrier A, by Location

How do Surcharges and Rebates Affect my Companies Insurance Rate?

Reflecting your history as an employer with respect to WC claims, all
states apply an Experience Modification Rate to the base premium,
which can either reduce or increase your WC liability. Also, many
states use:
• an Employer’s Liability Rate, applied before the Experience
Modification Rate, which adds a percentage to the premium
total. The system multiplies the premium total by the percentage
to obtain the new total. For example, for an Employer’s Liability
Rate of 4%, the system multiplies the total by 1.04.
• a Premium Discount Rate, applied after the Experience
Modification Rate and certain surcharges that may be present.

7–4 Using Oracle HRMS – The Fundamentals (US)

 This modifier always reduces the premium total. The system
multiplies the premium total by the Premium Discount Rate to
determine the discount amount, and then subtracts this amount
from the premium total.

Surcharges
In addition to the modifiers mentioned above, some states apply
surcharges, which can be either additional charges or rebates, to the WC
premium calculation. One or two surcharges may be applied after the
Experience Modification Rate but before the Premium Discount Rate.
Another surcharge may be applied after the Premium Discount Rate.
Some surcharges are added into the running total of the premium,
while others are held separately and applied to the premium
calculation at the end.

Unique State Provisions

In addition to the commonly occurring modifiers and surcharges, a
state may use special modifiers, surcharges or rules not found
elsewhere.

How is Overtime Pay Affected by Workers Compensation?

Overtime Pay and Executive Weekly Maximum

States have different rules regarding the inclusion of overtime pay in
employees’ WC payroll exposure, depending on whether these
earnings are paid at straight time or premium rates. Further, some
states impose an Executive Weekly Maximum, which sets an upper
limit on the amount of an employee’s earnings available for inclusion in
his or her payroll exposure. Overtime hours can also be included,
independent from subject wages.

Can I Change a Workers Compensation Code for an Employee?

Sometimes you must override the regular WC job classification codes
for certain employees. For example, when employees in a high risk job
classification are working at a construction site, you may be required to
give everyone at the site, including clerical personnel and similar lower
risk workers, the higher risk code.

Workers’ Compensation 7–5

Workers Compensation in Oracle Payroll
For Oracle Payroll users, the payroll run calculates employer WC
liability for each employee. At Oracle HRMS installations that do not
include Oracle Payroll, it may still be necessary to maintain WC–related
information in the HRMS database, for transfer to other systems.
Oracle HRMS allows you to maintain Workers Compensation
information for each of your GREs, and for the jobs within them.
At installations including Oracle Payroll, the payroll run calculates the
employer/employee liability for Workers Compensation.

Special State Provisions

You can modify the standard functionality of Oracle HRMS to
accommodate special state provisions. Your WC insurance carriers can
inform you about the rules currently in effect in particular states, and
about changes to these rules as they occur.

Payroll Exposure

Overtime Pay and Executive Weekly Maximum

You set a state’s rules concerning the inclusion of overtime in payroll
exposure, and any limit on the inclusion of earnings in payroll
exposure, using the Workers Compensation window.
Note: This category of payroll exposure only applies when at
least one of the calculation methods is Percentage of Subject
Earnings.
See: Entering WC Job Codes, Payroll Exposure Rules and Surcharges:
page 7 – 13

Supplemental and Imputed Earnings Types

The inclusion in the payroll exposure of supplemental and imputed
earnings also varies from state to state. You maintain information on
commonly–occurring state rules regarding the inclusion of various
earnings types in the Workers Compensation payroll exposure.

Unique State Rules

Individual states can, and do, have additional rules they apply to the
determination of WC payroll exposure. If you have GREs in these

7–6 Using Oracle HRMS – The Fundamentals (US)

 states, you can make modifications to Oracle HRMS to account for such
rules. Your WC insurance carrier in a state can supply information
about that state’s particular rules and regulations

See Also
Setup Steps for Workers Compensation Calculations: page 7 – 11
Associating WC Codes with Rates: page 7 – 12

WC Code Overrides
After your setup of WC–related information is complete, you can select
and remove WC override codes for individual employee assignments.

See Also
Entering a WC Override Code: page 7 – 14

Default Workers’ Compensation Code Mapping

Many states have only one Workers Compensation rate, and for
employers in those states with a large amount of job codes, this leads to
excessive manual data entry in the Workers Compensation Codes
screen. Oracle Payroll allows you to run a process to map all of the
available jobs to a single Workers Compensation code.
Use the Default Workers Compensation Code Mapping when you have
employees in a state with only one workers compensation code, or very
few workers compensation codes. You can manually change those
employees who are not part of the default.
See Creating Default Workers Compensation Code Mapping: page
7 – 10

WC Elements and Formulas in Oracle Payroll

Oracle Payroll includes several WC elements:
• Workers Compensation element (classification: Employer Taxes).
The Workers Compensation element stores the amount of each
employer’s liability WC premium, calculated using the WC
formula.

Workers’ Compensation 7–7

 • Workers Compensation ER2 (classification: Employer Taxes).
The Workers Compensation element stores the amount of each
employer’s secondary liability WC premium, calculated using
the WC formula.
• Workers Compensation ER3 (classification: Employer Taxes).
The Workers Compensation element stores the amount of each
employer’s tertiary liability WC premium, calculated using the
WC formula.
• Workers Compensation EE (classification: Employee Taxes)
The Workers Compensation EE element maintains the employee
withheld balance.
• Workers Compensation EE2 (classification Employee Taxes).
The Workers Compensation EE element maintains the secondary
employee withheld balance.
• The Workers Compensation Information element (classification:
Information).
The Workers Compensation Information element’s input values
Mod 1 Surcharge, Post Exp Mod 2 Surcharge and Post Prem Disc
1 Surcharge, hold the results of the three surcharges that may
apply to an employee’s WC premium calculation. Its input value
WCable Hours Pay holds the employee’s payroll exposure.
• The Workers Compensation (WC) formula.
You can review these elements and formula at any time using the
Element window and the Formula window.
The Workers’ Compensation elements are created as open links during
the installation of Oracle Payroll. For WC reporting, you can retrieve
information from the WC elements and report on it in the ways that
best suit your enterprise.
Suggestion: You must create Workers’ Compensation element
links as open links.

The WC Premium Calculation

The WC calculation included in Oracle Payroll does the following:
• Determines the employee’s SUI state and his or her assignment
location.
• Locates the WC code. (Uses the code for the employee’s job,
unless it finds an entry of an override code.)

7–8 Using Oracle HRMS – The Fundamentals (US)

 • Finds the employee’s payroll exposure and applies the executive
maximum if one is entered and applied.
• Determines the WC rate, using the employee’s GRE, SUI state,
work location if relevant, and the WC code.
• Calculates the employee and employer liabilities based on the
calculation method(s) specified.
• Applies the Experience Modification.
• Applies the first surcharge if one exists; adds it to running total if
surcharge entry is marked for accumulation.
• Applies the second surcharge if one exists; adds it to running
total if surcharge entry is marked for accumulation.
• Applies the Premium Discount if one exists.
• Applies the third surcharge if one exists; adds it to running total
if surcharge entry is marked for accumulation.
• Calculates total WC payable for this employee. Total WC
payable = running total + any surcharges not accumulated.

See Also

Setup Steps for Workers Compensation Calculations: page 7 – 11

Calculating Employer and Employee Contributions

Oracle Payroll supports both employee and employer contributions to
Workers’ Compensation Insurance.
Calculation Methods control the navigation and titles on the lower
portion of the screen. Percent of Subject Earnings is the default
calculation method if none is chosen. Order of precedence for
calculation methods is:
1. If none is specified, the percent of Subject Earnings is default.
2. Employee and Employer portion one: Use calculation method one.
If none is specified the method is defaulted to percent of subject
earnings.
3. Employee and Employer portion two: Use calculation method two.
If none is specified, use the same as calculation method one.
4. Employee and Employer tertiary portion: Use calculation method
three. If none is specified, use the same as calculation method two.

Workers’ Compensation 7–9

 The details of each calculation method are:
• Percent of Subject Earnings:
The employer and employee rates are in percent , where 10.0000
is calculated as 10%. If the Employer/Employee Rate fields are
left blank they are assumed to be zero. The Period field is not
applicable.
• Hourly Rate:
The employer and employee rates are in units of dollars per
hour, where 10.0000 = $10/Hour. The hours used to calculate the
amount deducted are the regular hours worked. Overtime can
be included in the calculation. The Period field is not applicable.
• Flat Amount Per Period:
The titles on the Employer/Employee rate fields switch to
amount, and the amounts are in units of dollars per specified
period, where 10.0000 = $10/Period.
For this calculation method a period must be specified. The
valid choices for Period are Year, Month, and Quarter. The
amount specified will be deducted at the beginning of the
period.
Example: If $10 per year is specified, then $10 will be deducted
from the next pay period and then again in the first pay period of
the following year.
Employer Rates/Employee Rates are fields where you can associate the
state’s WC codes with a carrier’s default rates or amounts for a given
state. If the carrier applies special rates to one or more work locations
within the state, enter these rates by carrier and location.
Period is the period of time used in the Flat Amount Per Period
calculation method.
Surcharges, experience and liability modifications, and premium
discounts are supported for all methods. Surcharges only apply to the
employer portion, and not the employee’s portion.

Creating Default Workers’ Compensation Code Mapping

Oracle Payroll assumes that no jobs are currently mapped to any codes
for the state of interest; this prevents the accidental overriding of
previously entered job codes.
Suggestion: This is an implementation-level task. If you have
already implemented your system for all the states in which

7 – 10 Using Oracle HRMS – The Fundamentals (US)

 you have employees, do not run this process. If you do decide
to run this process, you will need to remove this information
from the system first, then run the process.
The system also requires you to enter a code with its corresponding
rate into the Workers’ Compensation Rates screen prior to running the
process; this maintains the same validation as the corresponding form.
You request a default workers compensation code mapping from the
Submit Requests screen.

" To create a default worker’s compensation code mapping:

1. Select Set default workers compensation job code from the list in
the Name field.
2. Select the appropriate state in the State field.
3. Select the appropriate code number in the Workers’ Compensation
Job Code field.
4. Select OK, then select Submit.

Setup Steps for Workers’ Compensation Calculations

" To set up WC data for a state in which GREs are located:

1. Set up each of your WC insurance carriers in the state as an
external organization with the classification Workers’
Compensation Carrier. For a monopolistic state, there is only one
carrier.
See: Creating an Organization: page 2 – 21
2. For each carrier in the state, associate the state work classification
codes with the carrier’s default rates, and any special rates
applicable at particular locations.
See: Associating WC Codes with Rates: page 7 – 12
3. For each GRE in the state, identify the WC carrier and enter the
Experience Modification rate. If applicable, also enter the
Employer’s Liability and Premium Discount rates.
Enter all rates as positive numbers, never as negative numbers. For
example, enter an Employer’s Liability surcharge of 20% as 120
(120% of the base premium). Enter a 10% Premium Discount as 10.

Note: The Employer’s Liability rate always increases the

premium amount; the Premium Discount rate always decreases

Workers’ Compensation 7 – 11
 it. The Experience Modification rate can either increase or
decrease the premium. To enter it correctly, check what it is
intended to do for this GRE.
4. Define calculation methods, rates for each job code, and period if
applicable.
See Calculating Employer and Employee Contributions: page 7 – 9
5. Ensure that you have set up each work location in the state for
which a WC carrier uses rates other than its default rates.
See: Setting Up Site Locations: page 2 – 9
6. Associate your jobs with the state work classification codes. At this
time, also enter:
• the Executive Weekly Maximum if one exists for this state
• the state’s rules regarding inclusion of overtime earnings and
overtime hours in the payroll exposure
• any standard surcharges in use in this state.
See: Entering WC Job Codes, Payroll Exposure Rules and
Surcharges: page 7 – 13
7. If you are using Oracle Payroll to calculate WC liability, for each
state in which you are liable for WC payments, check the categories
in the classifications Supplemental Earnings and Imputed Earnings
that represent earnings included in employees’ payroll exposure.

Exempting Employees from Workers’ Compensation

" To exempt employees from workers compensation withholding at the

assignment level:
1. Enter the employee tax information form.
2. Check the WC Exempt check box in the state area.
This exempts the assignment in the state currently displayed in the
state area.
Note: The workers compensation state is the same as the SUI
state; changing the workers compensation state changes the
SUI state.

Associating WC Codes with Rates

For a given state and each Workers’ Compensation insurance carrier
you use in the state, associate the state’s WC codes with a carrier’s

7 – 12 Using Oracle HRMS – The Fundamentals (US)

 default rates. The default rates are those that apply when no location is
specified. If the carrier applies special rates to one or more work
locations within the state, enter these rates by carrier and location.
To associate codes with rates, use the WC Codes and Rates window.

Prerequisites
❑ All your WC carriers in this state must be set up as external
organizations with the classification Workers’ Compensation
Carrier.
See: Creating an Organization
❑ If there are carriers whose rates differ for particular work locations,
those locations must be entered in the system.
See: Setting Up Site Locations

" To enter WC work classification codes and rates:

1. Query the state and carrier for which you are entering codes and
rates. To enter rates for a particular location, also query the
location. If you leave the Location field blank, the rates you enter
are the default rates for this carrier and state.
2. Enter each code and its associated rate in the Code and Rate fields.
When finished, save your work.

See Also
Setup Steps for Workers’ Compensation Calculations
Entering WC Job Codes, Payroll Exposure Rules and Surcharges

Entering WC Codes, Payroll Exposure Rules and Surcharges

Make these entries for a state using the Workers’ Compensation
window.

Prerequisite
❑ Complete the entry of WC codes and rates for the carrier or
carriers in the state.
See: Entering WC Codes and Rates

" To enter WC codes, payroll exposure rules and surcharges:

1. Query the state in the Name window.

Workers’ Compensation 7 – 13
 2. If an Executive Weekly Maximum exists for this state, enter it.
3. In the Codes for Jobs region, select your jobs and their codes.
4. In the Calculation Region, select this state’s rules for the inclusion
of overtime earnings in employees’ payroll exposure. To include
earnings for overtime paid at premium rates check the Premium
Time box, and to include overtime paid at straight time rates, check
the Straight Time box.
If your enterprise uses terms other than Premium Time and
Straight Time to designate types of overtime pay, you can change to
your terms using the Lookup window. The Lookup type is
US_WC_OVERTIME_CATEGORY.
5. In the Surcharges region, enter any standard surcharges this state
applies to the WC calculation. For each surcharge:
• enter its name, which must be unique for the state
• select its formula position, that is, the point at which it applies to
the WC premium calculation. Three possible selections exist:
– After Experience Modification – Charge 1 (applied
immediately after the Experience Modification Rate)
– After Experience Modification – Charge 2 (applied
immediately after Charge 1. This selection is available only
after entry of a surcharge with the formula position After
Experience Modification – Charge 1).
– After Premium Discount – Charge 1 (applied immediately
after the Premium Discount Rate).
• enter the rate for the surcharge as a positive number for a rebate,
or a negative number for an additional charge. For example,
enter –10 to apply a rebate of 10% to the premium, or 10 to apply
an additional charge of 10%.
• In the Accumulate field, select Yes or No. Select Yes for the
rebate or additional charge to be calculated and immediately
applied to the running total of the premium. Select No for the
rebate or additional charge to be calculated, held separately and
only added to the premium calculation when it is complete.
6. Save your work.

Entering a WC Override Code

You may be required to enter a WC code for an employee that
overrides the default code associated with his or her job. This situation

7 – 14 Using Oracle HRMS – The Fundamentals (US)

 can arise when, for example, workers in a relatively high–risk job
classification begin work at a job site, and the risk of injury for any
worker at the site is judged to increase.
Enter WC code overrides in the window GREs and Other Data.

Prerequisites
❑ The employee’s assignment must include a work location and a job
with a WC code.
See:
Entering a New Assignment
Entering WC Job Codes, Payroll Exposure Rules and Surcharges
❑ The employee’s assignment must have a SUI state and a GRE on
record. There must be a WC insurance carrier entered for the GRE.
An association of the WC codes for the SUI state with the default
rates of the GRE’s WC carrier must be in place.
See:
Tax Information for an Employee Assignment
GREs and Other Data Region
Entering Federal, State, and Local Tax Rules for GREs
Associating WC Codes with Rates

" To enter a WC override code:

H In the WC Override Code field, select the override code.
Note: If no list of codes is available, check that all the
prerequisites for override code selection are in place.

Workers’ Compensation 7 – 15
7 – 16 Using Oracle HRMS – The Fundamentals (US)
CHAPTER

8 Government Mandated
HR Reporting

Government Mandated HR Reporting 8–1

Overview of Government Mandated Reporting in Oracle HRMS

How does Oracle HRMS handle government mandated reporting?

To satisfy the requirements for these reports, Oracle HRMS gives you
the ability to maintain specialized information about employees and
their jobs, and to group employees in different ways, for example, by
their work location or establishment, or by their affirmative action plan.

Which government mandated reports does Oracle HRMS automate?

Oracle Human Resources provides the means to organize and maintain
the information needed for government–mandated HR reporting, and
to produce EEO–1, AAP, VETS–100, ADA, and OSHA reports.
Note: Many states now require employers to submit New Hire
reports, primarily to ensure that employees meet court–ordered
child support obligations by deductions from their pay. New
hire reporting is normally the responsibility of the payroll
department.

Introduction to US Government–Mandated Reporting in Oracle HRMS

Today employers must prepare a number of reports about their
employees for submission to various government authorities, or for
internal use to ensure legislative compliance. The purpose of several of
these reports is to measure the extent to which various identifiable
groups of people are obtaining and advancing in employment:
• Equal Employment Opportunity (EEO) and Affirmative Action
Plan (AAP) reporting focuses on the employment and
advancement of employees by their gender and ethnic origin
• Federal Contractor Veterans Employment (VETS–100) reporting
is concerned with the employment and advancement
opportunities of disabled and Vietnam era veterans
• Americans with Disabilities Act (ADA) reporting is concerned
with employment opportunities for people with various types of
disabilities, and employers’ provision of reasonable
accommodations enabling these people to perform the essential
functions of jobs or positions.
Other federal–level reporting, mandated by the Occupational Safety
and Health Administration (OSHA), is concerned with the extent and
severity of work–related injuries and illnesses affecting employees.

8–2 Using Oracle HRMS – The Fundamentals (US)

Reporting Categories and Statuses
Some reporting places no restrictions on the employment category or
assignment status of the employees to be covered. However other
reporting, such as that for VETS–100 and ADA, must cover only
non–temporary, full time or part time employees at a non–terminated
assignment status.
As a means to identify these employees, you register for the Business
Group as Reporting Categories, your employment categories that include
non–temporary, full time or part time employees. You register as
Reporting Statuses, your assignment statuses that include
non–terminated employees.

Reporting Organizations
You often must issue separate reporting for each GRE in your Business
Group. Sometimes you must further break down data for a GRE by the
establishments (hiring locations, units, or work sites) where its
employees are based. A GRE can include employees working in
several different establishments, and conversely, a given establishment
can include employees in several different GREs.
For reporting purposes, an establishment may be a single physical
location, a complex of work sites in a locality, or even all the sites
included in a relatively large geographic area. For OSHA reporting,
there may be two or more separate establishments at one physical work
location if distinctly different types of operations are carried out at the
location. To represent establishments for reporting, you give
organizations the classification Reporting Establishment.
A GRE whose employees all work at the same establishment is
simultaneously a GRE and a Reporting Establishment. For GREs with
employees at different establishments you define a number of separate
Reporting Establishments. To identify the establishment serving as the
headquarters organization, you give a Reporting Establishment the
additional classification of Corporate Headquarters.
AAP reporting requires breakdowns of employees by the affirmative
action plans covering them, instead of breakdowns by establishment.
To meet this requirement, you give organizations the classification AAP
Organization, to represent individual affirmative action plans.

Establishment Hierarchies
To determine for reporting purposes which employees belong to a
particular GRE and reporting organization, you construct establishment

Government Mandated HR Reporting 8–3

 hierarchies, and supply them as parameters to the processes that
produce particular reports.
A typical establishment hierarchy has a GRE at the top, Reporting
Establishments at the next level, and HR Organizations subordinate to
the Reporting Establishments. Report processes normally count
employees as belonging to the Reporting Establishment to which their
HR Organizations are subordinate in an establishment hierarchy.
Figure 8 – 1Example Establishment Hierarchy

Looking at the example establishment hierarchy above, a report process

with this hierarchy as a parameter counts the employees in the HR
Organizations subordinate to the Thurbco Mfg. Reporting
Establishment as based at that establishment, and those in HR
Organizations subordinate to Thurbco Denver as based at that
establishment.

Establishment Overrides
Report processes using establishment hierarchies can take exceptional
cases into account. You can enter an override Reporting Establishment
for any employee. When a process finds an override, it counts the
employee as part of the override Reporting Establishment.
For example, if reports should include an employee in the count for
Thurbco Denver, even though he is currently assigned to an

8–4 Using Oracle HRMS – The Fundamentals (US)

 organization subordinate to Thurbco Mfg, you simply enter Thurbco
Denver as his override establishment.
Note: The establishment override functionality does not apply
to AAP reporting. This is because the fundamental units of
AAP reporting are affirmative action plans, not Reporting
Establishments.

Varieties of Establishment Hierarchies

For most government–mandated HR reporting, you set up for a given
GRE either a single–establishment hierarchy, or multiple–establishment
hierarchies. If you have multiple establishments, you may also need a
headquarters hierarchy for the establishment representing your enterprise
headquarters.
The same basic rule applies to all the establishment hierarchies you
build (but not to the AAP hierarchies used for AAP reporting). This
rule is:
In a non–AAP establishment hierarchy, an organization classified as
a Reporting Establishment can never be subordinate to another
organization classified as a Reporting Establishment.
This means that in an establishment hierarchy, a GRE/Reporting
Establishment can be the top organization, or Reporting Establishments
can be subordinate to a GRE (and optionally to HR Organizations). But
a Reporting Establishment cannot be subordinate to another Reporting
Establishment.

AAP Establishment Hierarchies

Establishment hierarchies constructed for AAP reporting are
exceptional because this reporting is based on the affirmative action
plans existing within a GRE. This means that in AAP establishment
hierarchies:
• establishments appear as subordinates of AAP Organizations
representing the affirmative action plans
• AAP Organizations (which may also be Reporting
Establishments) can appear at various levels in the hierarchy, and
can be subordinate to other AAP Organizations (which may also
be Reporting Establishments).

The Single–Establishment Hierarchy

In some cases, all the employees of a Business Group/GRE or a GRE
work at, or from, a single establishment, and you use a

Government Mandated HR Reporting 8–5

 single–establishment hierarchy as a parameter for production of an
establishment report:
Figure 8 – 2Example Single Establishment Hierarchy

The top organization of this type of hierarchy can be either a Business

Group/GRE or a GRE, but must also be classified as a Reporting
Establishment.

Multi–Establishment Hierarchies
For complex enterprises with multiple GREs and Reporting
Establishments, you build multi–establishment hierarchies. For certain
types of reporting you also require a special headquarters hierarchy, to
cover the employees working in the Reporting Establishment that
constitutes the enterprise headquarters. This section discusses
multi–establishment hierarchies; the one following discusses
headquarters hierarchies.
The top organization in a multi–establishment hierarchy can be either a
Business Group/GRE or a GRE.
Note: For reporting that requires a separate report on your
headquarters establishment, the top organization of a
multi–establishment hierarchy must not be the headquarters

8–6 Using Oracle HRMS – The Fundamentals (US)

 organization. A headquarters organization always belongs in a
special headquarters hierarchy.
An already existing organization classed as a GRE may be suitable for
use as the top organization of a multi–establishment hierarchy.
Alternatively, you can create a GRE for reporting purpose only, with a
name similar to that of an operational GRE, and the same IRS
identification number as the operational GRE.

Counting Establishment Employees

A report process can count of the number of employees in a particular
Reporting Establishment, and alter its treatment of the establishment
depending on the results of this count. For example, EEO–1 and
VETS–100 reporting for establishments with fewer than 50 employees is
different from that for larger establishments.
Looking at the example hierarchy above for MS Distributors, report
processes with this hierarchy as a parameter are able to determine that
the MS Distributors Detroit Reporting Establishment has fewer than 50
employees, and to produce the appropriate reporting for this
establishment.

Preparing for Government–Mandated HR Reporting

In preparation for running the VETS–100 and ADA reports, you must
register Reporting Categories and Reporting Statuses for the Business
Group.
In preparation for all government–mandated HR reporting, you must
set up one or more types of reporting organizations. These include:
• Reporting Establishments
• Corporate Headquarters
• AAP Organizations
After setting up the reporting organizations you need, you can build
establishment hierarchies and AAP establishment hierarchies that
include these reporting organizations.
Before running EEO–1, VETS–100, ADA, or OSHA reports, you enter
establishment overrides for individual employees as necessary.

Registration of Reporting Categories and Statuses

You must limit the coverage of VETS–100 and ADA reports to
employees who work either full or part time but are not temporary

Government Mandated HR Reporting 8–7

 workers, and who have a non–terminated employment status as of the
end date of the reporting period.
To establish the employment categories and assignment statuses of the
employees that VETS–100 and ADA reporting must cover, you register
Reporting Categories and Reporting Statuses for the Business Group:
• Reporting Categories are the employment categories including
employees who work full or part time on a non–temporary basis.
• Reporting Statuses are the assignment statuses applicable to
employees at a non–terminated status.
Start the registration of Reporting Categories and Statuses from the
Organization window.

Setting Up Reporting Organizations

A reporting organization is an organization that has, in addition to any
other classifications, one or more of these classifications:
• Reporting Establishment
• Corporate Headquarters
• AAP Organization
Before defining reporting organizations, determine the establishment
hierarchies your enterprise needs for government–mandated HR
reporting. This will in turn determine the particular reporting
organizations you must set up.
See: Varieties of Establishment Hierarchies: page 8 – 5
Reporting organizations that do not have the classification Corporate
Headquarters may be subordinate to other organizations in
establishment hierarchies. You can quickly place a subordinate
reporting organization in a hierarchy by entering its parent
organization as additional information for its classification.
Note: When a reporting organization is the top organization in
an establishment hierarchy, you always place it in the hierarchy
when creating the hierarchy in the Organization Hierarchy
window.

Example Multi–Establishment Hierarchies

For examples of multi–establishment hierarchies, we can look at the
hypothetical corporation Swanson Inc. Its Business Group includes

8–8 Using Oracle HRMS – The Fundamentals (US)

two GREs, the parent company Swanson Inc. and a subsidiary, MS
Distributors Detroit. The enterprise employs workers at four separate
establishments:
• company headquarters in Cleveland, Ohio
• one factory in a Cleveland suburb and another in Dayton, Ohio
• the MS Distributors warehouse and shipping center in Detroit,
Michigan.
This table summarizes the distribution of the 4,000 employees of
Swanson Inc., by GRE and Reporting Establishment:

Table 8 – 1 Swanson Inc. Employee Distribution

MS Distributors
Reporting Establishment Swanson Inc. GRE Detroit GRE

Swanson Inc. Headquarters 500

Swanson Mfg. 1,500

MS Distributors Detroit 955

Swanson Dayton 1,000 45

For reporting purposes, this enterprise needs two multi–establishment

hierarchies, and requires a headquarters hierarchy. The
multi–establishment hierarchies required are these:

When you run a report giving one of these hierarchies as a parameter,

the report process includes as belonging in a particular Reporting
Establishment, any employees assigned to that establishment, plus all
the employees assigned to the HR Organizations subordinate to that

Government Mandated HR Reporting 8–9

 establishment. The only employees in these organizations that are not
covered are any that have establishment overrides entered for the other
Reporting Establishment in the hierarchy.

Setup Steps for AAP Reporting

Because AAP reports cover individual affirmative action plans rather
than establishments, the Reporting Establishment override
functionality available for EEO–1 and VETS–100 reporting does not
apply to AAP reporting.
1. Ensure that each employee has an gender and ethnic origin on
record, and has an assignment to a GRE and a job.
2. Determine salary codes for your jobs by selecting a grade to
represent each salary code. If necessary, define grades to use as
salary codes.
See: Defining Grades: page 4 – 72
3. Define lines of progression for the jobs your affirmative action
plans cover.
See: Defining Lines of Progression for Jobs: page 8 – 16
4. Determine the job groups that the jobs in your affirmative action
plans belong to, and enter the job group names for the QuickCode
type US_JOB_GROUPS.
A job group consists of jobs with similar levels of responsibility,
compensation, and opportunities for advancement.
See: Adding QuickCode Values in Configuring, Reporting, and
System Administration in Oracle HRMS
5. Associate each job your affirmative action plans cover with an EEO
category, if they are not already so associated. Also associate these
jobs with a salary code, line of progression, and job group.
See: Associating Jobs with EEO Job Categories: page 8 – 26
See: Associating Jobs with AAP Reporting Information: page 8 – 39
6. Define an AAP Organization to represent each of your affirmative
action plans.
See: Setting Up AAP Organizations: page 8 – 38
7. Determine the AAP hierarchies you require, and build them.
See: AAP Hierarchies: page 8 – 36

8 – 10 Using Oracle HRMS – The Fundamentals (US)

 See: Setting Up Establishment Hierarchies: page 8 – 14
8. Run the AAP report processes.
See: Obtaining AAP Reports: page 8 – 39

Setup Steps for ADA Reporting

1. Ensure that Reporting Categories and Statuses are registered for
your Business Group.
See: Registering Reporting Categories and Statuses: page 8 – 7
2. Ensure that registration of employees as disabled, and that entry of
information about disability types and requests for disability
accommodation, is complete. Registration of someone as disabled
is accomplished by checking the Disabled box when you enter
personal information about him or her.
See: Entering a New Person (step 9) in Managing Your Workforce
Using Oracle HRMS
See: Entering Information about Disabilities: page 8 – 46
See: Entering Requests for Disability Accommodation: page 8 – 47
3. Ensure that each employee who is registered as disabled, who has
provided information about a disability type, or who has requested
a disability accommodation has an assignment to a GRE, a job or
position, and an employment category.
See: Entering a New Assignment in Managing Your Workforce Using
Oracle HRMS
4. Identify the establishments within each GRE that you need for
ADA reporting, and ensure that they are defined as Reporting
Establishments.
See: Setting Up Reporting Establishments: page 8 – 8
5. Determine and build, if necessary, the establishment hierarchies
you need to obtain ADA reporting.
See: Setting Up Establishment Hierarchies: page 8 – 14
6. To include information about essential job or position requirements
in ADA reporting, ensure that you have entered these requirements
for your jobs or positions.
See Entering Job and Position Skill Requirements, Managing Your
Workforce Using Oracle HRMS.

Government Mandated HR Reporting 8 – 11

 7. Manually enter any necessary establishment overrides for
employees.
See: Entering Establishment Overrides: page 8 – 16
8. Run the ADA report process.

Setup Steps for OSHA Reporting

1. Ensure that entry of information on each incident of work–related
injury or illness is complete.
See: Entering Information about Work–Related Injury or Illness:
page 8 – 50
2. Identify the establishments within each GRE that you need for
OSHA reporting, and ensure that they are defined as Reporting
Establishments.
See: OSHA Data and Reporting: page 8 – 49
See: Setting Up Reporting Establishments: page 8 – 8
3. Determine and build, if necessary, the establishment hierarchies
you need to obtain OSHA reporting.
See: Setting Up Establishment Hierarchies: page 8 – 14
4. Manually enter any necessary establishment overrides for
employees.
See: Entering Establishment Overrides: page 8 – 16
5. Run the OSHA report processes.
See: Obtaining OSHA Reports: page 8 – 52

Registering Reporting Categories

Reporting Categories are employment categories that cover
non–temporary, full–time, or part–time work. The categories you
select here control which employees appear in the EEO–1 and VETs
report.

" To register reporting categories for the Business Group:

1. In the Organization window, query the Business Group if it does
not already appear there. With the cursor on Business Group in the

8 – 12 Using Oracle HRMS – The Fundamentals (US)

 Organization Classification region, choose the Others button. Select
Reporting Categories.
2. Click in the first blank field in the Additional Information window
to open the Reporting Categories window. Select an employment
category to register employees who are non–temporary, full time or
part time workers. Choose OK to transfer your selection to the
Additional Information window.
3. To register another employment category, repeat step one.
4. When you finish registering categories, save your work. Choose
OK to close the Reporting Categories window and the Additional
Information window.

Registering Reporting Statuses

Reporting Statuses are those assignment statuses that cover
non–terminated statuses. The statuses you select here control
which employees appear in the EEO–1 and VETs reports.

" To register reporting statuses for the Business Group:

1. In the Organization window, query the Business Group if it does
not already appear there. With the cursor on Business Group in the
Organization Classification region, choose the Others button. Select
Reporting Statuses.
2. Click in the first blank field in the Additional Information window
to open the Reporting Statuses window. Register a status that
covers employees at a non–terminated status. Choose OK to
transfer your selection to the Additional Information window.
3. To register another assignment status, repeat step one.
4. When you finish registering statuses, save your work. Choose OK
to close the Reporting Statuses window and the Additional
Information window.

Define Reporting Establishments to Represent Corporate Headquarters

When using multi–establishment hierarchies for reporting purposes,
you may need to identify a particular Reporting Establishment as the
headquarters establishment of your enterprise. To do this you set up a
Corporate Headquarters organization, for use as the top organization
in a headquarters hierarchy.

Government Mandated HR Reporting 8 – 13

 You normally classify only one reporting organization within a
Business Group as the Corporate Headquarters organization.
Note: An organization classified as a Corporate Headquarters
should also have the classifications GRE and Reporting
Establishment. It can have other classifications as well.
See: The Headquarters Hierarchy: page 8 – 24

" To define a corporate headquarters:

1. Using the Organization window, query the organization to be
classified as a corporate headquarters, if it does not already appear
there.
Note: This organization always has other classifications as well, for
which entry of additional information is necessary
See: Creating an Organization: page 2 – 21
2. In the Organization Classifications region, select the classification
Corporate Headquarters for the organization and enable it.
There is no additional information to add for the Corporate
Headquarters classification. The Corporate Headquarters
organization is always at the top of a headquarters hierarchy, so
you place it in this hierarchy when defining the hierarchy.
See: Setting Up Establishment Hierarchies: page 8 – 14

Set Up Establishment Hierarchies

Establishment hierarchies include:
• single–establishment hierarchies
• multi–establishment hierarchies
• headquarters hierarchies
• AAP establishment hierarchies.

Single–Establishment Hierarchies

" To create a single–establishment hierarchy:

1. Determine the top organization of the hierarchy. It must be a GRE
and a Reporting Establishment. It may be a Business Group/GRE.

8 – 14 Using Oracle HRMS – The Fundamentals (US)

 2. Build the hierarchy by placing all the HR Organizations in the
Business Group/GRE or GRE at the second and lower levels under
the top organization.

Multi–Establishment Hierarchies

" To create a multi–establishment hierarchy:

1. Determine the top organization of the hierarchy. It can be a
Business Group/GRE or a GRE. It cannot be a Reporting
Establishment or an HR Organization, and should not have the
classification Corporate Headquarters.
2. Build the hierarchy by placing the appropriate establishments and
the HR Organizations subordinate to the establishments at lower
levels.

Headquarters Hierarchies

" To create a headquarters hierarchy:

1. The top organization is that classified as Corporate Headquarters.
It must also have the classifications GRE and Reporting
Establishment.
2. Build the hierarchy by placing all the HR Organizations in the
headquarters organization at the second and lower levels under the
top organization.

Put Subordinate Reporting Organizations in Hierarchies

Reporting organizations with the classification Reporting Establishment
and/or AAP Organization may exist in subordinate positions in
establishment hierarchies. There is a convenient way to place these
organizations in hierarchies when you set them up. You can name the
hierarchies and parent organizations of the reporting organization in
the Parent Organization window, accessible from the Organization
window.
See: Setting Up Establishment Hierarchies: page 8 – 14

" To put a reporting organization in a hierarchy:

1. In the Organization window, query the reporting organization if it
does not already appear there. Select Reporting Establishment or

Government Mandated HR Reporting 8 – 15

 AAP Organization in the Organization Classifications region,
choose the Others button, and select Parent Organization to open
the Parent Organization window.
2. Select the hierarchy name.
3. Select the name of the parent organization to which the reporting
organization is subordinate in this hierarchy.
4. To place the reporting organization in another hierarchy, repeat
steps 2 and 3.
5. Save your work.

Enter Establishment Overrides

Use establishment overrides when employees who would normally be
counted in one Reporting Establishment, should actually be counted as
belonging to another in the same establishment hierarchy. Report
processes with establishment hierarchies as parameters check whether
Reporting Establishment overrides exist for the employees the
hierarchies cover. If it finds overrides, it counts the employees as
belonging to the override Reporting Establishments.
Note: Because the basic unit of AAP reporting within a GRE is
its affirmative action plans (AAP Organizations), not its
Reporting Establishments, you cannot enter establishment
overrides for AAP reporting.
See: AAP Hierarchies: page 8 – 36

" To enter an establishment override for an employee:

H Select the override establishment in the Establishment field.

Define Lines of Progression for Jobs

To define a line of progression for a series of jobs, you build entities
called career paths in Oracle HRMS. Career paths are also useful for
Building a line of progression, or career path, involves these two steps:
• entering the name of the line of progression into the system as a
career path name, using the Career Path Names window
• entering the jobs comprising the line of progression, starting
from the job with highest status and remuneration and working
down, using the Map Career Path window.

8 – 16 Using Oracle HRMS – The Fundamentals (US)

 A job can appear only once in any line of progression.

" To define lines of progression:

1. In the Career Path Names window, enter and save the names of the
lines of progression you have determined for your enterprise.
2. Open the Map Career Path window. In the Name field, select the
top job in a line of progression.
3. In the Career Path Name field, select the name of this line of
progression.
4. In the Job Progression From block, select the job that is one level
down from the job appearing in the Name field. Check the Down
box. The window redisplays with the selected job now appearing
in the Name field.
5. Repeat Step 4 until you have entered all the jobs in the line of
progression.
To move back up the line of jobs, check the Up box.
6. Save your work.

Establishments and Generic Hierarchies

Create establishment hierarchies to represent your enterprise and
group your employees into the establishments required by the Multiple
Worksite report.
By using the generic hierarchies functionality to set up your
establishment hierarchies, you can use the same information on several
reports, rather than having to define it individually for each report.
Note: The generic hierarchy functionality will support the
VETS–100 and EEO–1 reports in a future release. We have
supplied organization information types and location EITs to
enable you to begin recording information needed by these
reports to support your future migration.

Single and Multi Establishment Hierarchies

If all the employees in your enterprise work in, or from, a single
establishment, then set up a single establishment hierarchy to represent
this.
Figure 8 – 3 Single Establishment Hierarchy

Government Mandated HR Reporting 8 – 17

 Alternatively, if the employees in your enterprise work in, or from,
multiple establishments, then set up a multi establishment hierarchy to
represent this.

8 – 18 Using Oracle HRMS – The Fundamentals (US)

Figure 8 – 4 Multi Establishment Hierarchy

For both hierarchies the structure is similar:

• Select an organization with the classification of Parent Entity as
the top level in the hierarchy. This represents your enterprise’s
parent company for both single and multi establishment
hierarchies. Record parent company information to be displayed
on the report using organization information types. Also, record
any default values for establishments beneath the parent
company.
• Select a location to represent each establishment within the
parent company. For a multi establishment hierarchy, define one
of the establishments as the headquarters if any of the reports
you run require headquarters to be identified. Record
information for each establishment in the location EITs. If you do
not enter information for an establishment the default
information entered at the parent company level is used during
reporting.
• Enter a third level of locations if any of your establishments are
made up of multiple locations. If all your employees operate

Government Mandated HR Reporting 8 – 19

 from the physical locations of the establishments, then you do
not need to add any further levels to the hierarchy.

Example Setups Using Generic Hierarchies

Use the Generic Hierarchy window to set up hierarchies to represent
your enterprise for reporting purposes. The following examples explain
how to use the generic hierarchy functionality to represent more
complex organizational structures.

Establishment Hierarchies
Normally, an establishment has a one to one relationship with the
location representing it. The following scenarios outline examples
where this might not be the case.

Scenario 1
You can set up an organization that straddles two or more
establishments. This can happen where, for cost code reasons, you set
up a department as one organization yet because it is spread over two
physical locations it is effectively two establishments. For example, you
could set up West Coast Sales department, based in San Francisco, as
one organization but in reality covers both San Francisco and Los
Angeles.
To represent this you must set up two locations and enter different
establishment information against each location. Then associate the
relevant location to a person’s assignment record. This does not
interfere with cost code as this is defined by the organization associated
to the assignment. You can then include establishments as separate
nodes underneath the organization in the hierarchy and these can be
reported on separately.

Scenario 2
You could have a single location that contains a number of
establishments. This happens where groups of employees, all based at
the same location, work for different subsidiary companies. For
example, the San Francisco office could contain sales, and maintenance,
each being in a different company.
To represent this you must set up two locations, with identical
addresses, for this example this would be the San Francisco address,
but enter different establishment information against each location.
Then associate the relevant location to the person’s assignment record.

8 – 20 Using Oracle HRMS – The Fundamentals (US)

 Then include establishments as separate nodes underneath the
organization in the hierarchy and these can be reported on separately.

Scenario 3
You could have multiple physical locations that are in close proximity
to each other and are therefore reported under a single establishment.
To represent this you must set up each physical location and associate it
to the appropriate assignments. Then include the establishment in the
hierarchy at the secind level and include the locations beneath this
establishment. When you run the report the locations data will then
appear in the results of the establishment.

Setup Steps for EEO–1 Reporting

1. Ensure that Reporting Categories and Statuses are registered for
your Business Group.
Reporting Categories are those employment categories that cover
non–temporary, full time, or part time work. Reporting Statuses are
those assignment statuses that cover non–terminated statuses.
See Registering Reporting Categories: page 8 – 12
See Registering Reporting Statuses: page 8 – 13
2. Specify the report your Business Group has to run to define the job
categories list.
See Business Group: Entering EEO Reporting Information: page
2 – 34
3. Enter an EEO job category for each job in your enterprise.
See: Associating Jobs with EEO Job Categories: page 8 – 26
4. Ensure that each employee has a gender, ethnic origin on record, a
job linked to an EEO–1 job category, a location in the establishment
hierarchy, an assignment status that matches a reporting status, and
an employment category that matches a reporting category.
See: Enter Data for EEO Reporting: page 8 – 29
5. Set up an organization with the classification of parent entity to
represent your parent company.
See Creating an Organization: page 2 – 21
6. Enter data into the EEO–1 Parent Entity Data additional
information type for the organization you have classified as a
parent entity.

Government Mandated HR Reporting 8 – 21

 See Entering EEO–1 and VETS Establishment Data for Parent
Entities: page 2 – 37
7. Enter the information you want to appear as the default in the
EEO–1/VETS Establishment Data additional information type
data.
See Entering EEO–1 and VETS Establishment Data for Parent
Entities: page 2 – 37
8. Define EEO–1 information in the EEO–1 Specific Data location
extra information type. Do this for each of the locations included as
establishments for the report.
See: Location Extra Information Types: page 2 – 4
9. Define one of the locations as headquarters if the headquarters
report is required.
10. Define your establishment hierarchy.
See Creating an Establishment Hierarchy: page 8 – 24
11. Run the EEO–1 report processes.
See Submit EEO Standard Form 100: page 8 – 31

Setup Steps for EEO4 and EEO5 Reporting

1. Determine which report you require for your enterprise. You must
enter the details of the report in your Business Group.
See: Business Group: Entering EEO Reporting Information: page
2 – 34
2. If you are setting up the EEO5, create any annexes for your school
district as locations. Details of these annexes will appear on the
header page of the reports.
Note: If your installation has multiple Business Groups set up then
you must enter the annexes manually onto the report, as locations
are not Business Group specific.
See: Setting Up Locations: page 2 – 9
3. Ensure job categories are setup, and contain the correct list of
values for your type of organization.
See: Associating Jobs with EEO Job Categories: page 8 – 26
4. Ensure certain personal information is setup.
See: Data for EEO Reporting: page 8 – 29

8 – 22 Using Oracle HRMS – The Fundamentals (US)

 5. Submit the report.
See: Running the Report EEO4: page 8 – 33, and Running the
Report EEO5: page 8 – 33

Setup Steps for VETS–100 Reporting

1. Ensure that Reporting Categories and Statuses are registered for
your Business Group.
Reporting Categories are those employment categories that cover
non–temporary, full time or part time work. Reporting Statuses are
those assignment statuses that cover non–terminated statuses.
See Registering Reporting Categories: page 8 – 12
See: Registering Reporting Statuses: page 8 – 13
2. Specify the EEO–1 job categories list required for your Business
Group.
See Business Group: Entering EEO Reporting Information: page
2 – 34
3. Ensure that EEO job categories are on record for your jobs.
See: Associating Jobs with EEO Job Categories: page 8 – 26
4. Ensure that all employees qualifying as Special Disabled Veterans
or Veterans of the Vietnam Era have a veteran status of Vietnam
Veteran, Disabled Vietnam Veteran, or Disabled Veteran, and have
an assignment to a job and an employment category:
See: Entering a New Person, Managing Your Workforce Using Oracle
HRMS.
See: Entering an Assignment, Managing Your Workforce Using Oracle
HRMS.
5. Enter the information you want to appear as the default in the
EEO–1/VETS Establishment Data additional information type
data.
See: Entering EEO–1 and VETS Establishment Data for Parent
Entities: page 2 – 37.
6. Define one of the locations as the headquarters if a headquarters
report is required.
7. Run the VETS–100 report processes.
See: Obtaining VETS–100 Reports: page 8 – 42

Government Mandated HR Reporting 8 – 23

Creating an Establishment Hierarchy
In order to extract the information required to complete certain
statutory reports, you must be able to represent your enterprise’s
parent company and establishments in the application.
You do this by setting up establishment hierarchies using the Generic
Hierarchies window. You must set up establishment hierarchies using
this method for EEO, VETS and Multiple Worksite Reports.

" To create an establishment hierarchy:

1. Enter a name for your hierarchy.
2. Select the type of hierarchy you are creating, for example Vets,
EEO, AAP, Multi Work Site.
3. Save your work.
4. Enter the version number for the hierarchy you are creating.
Note: If you make changes to the hiearchy after you have used it
for reporting, you must save it with a new version number in order
to retain the previous version. This enables you to re–create old
reports as required by law.
5. Enter the date from which this hierarchy is to be effective.
Note: For the Multiple Work Site report, enter a date that is before
the end of the quarter on which you are reporting.
6. Enter an end date for the hierarchy if you want it only to be valid
for a certain period of time.
7. Select the status of the hierarchy.
Note: If you amend the hierarchy, you must ensure that the
validate check is set to on. If the validate check is not set to on, you
will not be able to select a hierarchy version when you run the
report.
8. Save your work.
9. In the Parent block, enter a sequence number and select the type of
Parent Entity.
10. Select the organization you want to be the parent company in this
hierarchy. This list is limited to organizations with the classification
of Parent Entity.
11. Save your work.
12. In the Subordinates block, enter a sequence number and select the
type of Establishment.

8 – 24 Using Oracle HRMS – The Fundamentals (US)

 13. Select the location you want to include as an establishment in this
hierarchy. This list is limited to locations with report information
entered in a location EIT.
14. Repeat steps 10 and 11 until you have added all the establishments
you require.
15. Save your work.
16. Choose the Down button to move your establishments into the
Parent block. You can now enter locations that are subordinate to
the establishments you have entered.
17. Ensure that the establishment for which you want to create a
subordinate location is selected in the Parent block.
18. In the Subordinates block, enter a sequence number and select the
type of Location.
19. Select the location you want to include as a subordinate to the
establishment.
Note: You can only include a location in the hierarchy once.
20. Repeat steps 18 and 19 until you have added all the locations you
require. Save your work.
21. Check the Validation check box to validate your hierarchy against
the criteria defined for the type of hierarchy you have selected. This
check box remains checked until you next save a change, after
which you should validate the hierarchy again.
22. Save your work.

Copying an Establishment Hierarchy

If you want to create a new hierarchy based on an existing one there are
two ways you can achieve this. These are to create a copy of:
• A hierarchy and save it as a different name.
Use this to create a new hierarchy that is very similar to an
existing one.
• A version of an existing hierarchy.
Use this to update an existing hierarchy, but retain a record of
the current version. For example, if you need to be able to
produce retrospective reports you need to keep versions of your
hierarchies to support this.
You create copies of hierarchies, and versions of hierarchies in the
Generic Hierarchy window.

Government Mandated HR Reporting 8 – 25

 " To copy an establishment hierarchy:
1. Query the hierarchy that you want to copy and choose the Copy
Hierarchy button.
2. Enter a name for the new hierarchy in the Copy Hierarchy window
and choose the Copy button.
3. Make any required changes to the new hierarchy and save your
work.

" To create a copy of a version of an establishment hierarchy:

1. Query the hierarchy that you want to make a new version of and
choose the Copy Version button
Note: Ensure there is an end date for the previous version before
you create a new version.
2. Enter the version number, start date, and optionally the end date
for the new version in the Copy Hierarchy Version window.
3. Make any required changes to the new hierarchy version and save
your work.
Note: Only the new version now appears in the Generic Hierarchy
window. Re–query the hierarchy to see all the other versions.

Associating Jobs with EEO Job Categories

For EEO, AAP, and VETS–100 reporting, you must associate each job in
your enterprise with an EEO job category.
To associate a job with an EEO category, start from the Job window.

" To associate a job with an EEO job category:

1. Query the job in the Name field if it does not already appear there.
Click in the Further Information field to open the Further Job
Information window.
Note: The type of report you select in your Business Group will
determine what categories will appear.
2. In the EEO Category field, select the category for this job.
3. If your report is EEO4, select the EEO Function for this job.
4. Save your work.

8 – 26 Using Oracle HRMS – The Fundamentals (US)

Equal Employment Opportunity (EEO–1) Reporting
Most private employers in the US must provide EEO–1 reports to the
Joint Reporting Committee, in accordance with the Civil Rights Act of
1964, as amended by the Equal Employment Opportunity Act of 1972.
Under Equal Employment Opportunity Commission (EEOC) rules, an
establishment for EEO reporting is an economic unit, such as an office,
factory, store, or mine, that produces goods or services at a single
physical location. Establishments are permanent locations from which
you supervise employees or from where they operate.
You submit particular EEO–1 reports dependant on whether you are a
single–establishment or multi–establishment employer.

EEO Suite of Reports

You can run the whole suite of EEO reports at one time, or you can run
individual reports, as required. We recommend that you run the whole
suite of EEO reports because the application automatically creates the
single–establishment or multi–establishment reports for you, from the
hierarchy structure you previously identified.
For Single Establishment employers an Individual Establishment
Report is produced.
Multi–Establishment employers must submit a Consolidated Report
entered on Standard Form 100, which summarizes EEO information for
all employees in the enterprise. Multi–establishment employers can
submit the other EEO–1 report types for which they are responsible as
computer printouts, provided they exactly conform to EEOC
formatting standards. These report types are the:
• Individual Establishment Report, required for each
establishment having 50 or more employees
• Headquarters Report, required for the establishment identified
as the headquarters of the enterprise
Note: When a multi establishment employer has only one
establishment located in the U.S, and the parent company is
located outside the U.S, you must set up an additional dummy
establishment for a Headquarters report to be produced.
The Headquarters report is produced under the same header as
the Individual Establishment Report.
• Establishment Employment Listing, showing the name,
address, total employment and major activity of each
establishment with fewer than 50 employees. Required if such
small establishments exist.

Government Mandated HR Reporting 8 – 27

The Exception Report
The Exception report provides the employer with extensive details of
who has been omitted from the EEO report, listed by location.
The Exception report shows the employee name, employee number,
gender, job, EEO category, ethnic origin and employment category of
all employees excluded from the EEO suite of reports. The Exception
report also gives details of why individuals were not included in the
EEO suite of reports.
The Exception report is produced separately to the other EEO reports
with its own header and details.

Obtaining EEO Reports

You run the EEO reports from the Submit Requests window as a single
request.

Submitting Reports as Computer Printouts

The printouts are formatted in accordance with the formatting rules of
the EEOC, you can submit the following reports as computer printouts:
• Headquarters Unit
• Individual Establishment
• Establishment Employment Listing
• EEO–4 Report – by functional areas
• EEO–5 Report – by district or system with locations specified
To ensure correct formatting, the EEOC requires submission of test
printouts for review and written verification of acceptability. Oracle HR
EEO reports are all designed to comply with current EEOC formatting
standards.
Direct questions on computerized reports for EEO–1, EEO–4, and
EEO–5 to the appropriate coordinator:
The EEO–1 Coordinator
EEOC–Surveys
PRINTSRP
1801 L Street, NW – Suite 9604
Washington, DC 20507

8 – 28 Using Oracle HRMS – The Fundamentals (US)

 Telephone: 202–663–4985

The EEO–4 Coordinator

Survey Management and Analysis Branch
Program Research and Surveys Division (OPO–ORPP)
FAX: 202–663–7130
Telephone: 202–663–4930
EEOC–Surveys
1801 L Street, N.W.
Washington, D.C. 20507

The EEO–5 Coordinator

Survey Management and Analysis Branch
Program Research and Surveys Division (OPO–ORPP)
FAX: 202–663–7130
Telephone: 202–663–4952
EEOC–Surveys
1801 L Street, N.W.
Washington, D.C. 20507

Data for EEO Reporting

For this reporting, you must maintain certain personal information for
employees, and EEO job categories for your jobs.

Employee Gender and Ethnic Origin

EEO reports show by gender and ethnic origin, the number of
employees working in each job category in a specified payroll period.
So for EEO reporting purposes, you must keep on record both the
gender and the ethnic origin of your employees.
These are the relevant categories of ethnic origin:
• White (not of Hispanic origin)

Government Mandated HR Reporting 8 – 29

 • Black (not of Hispanic origin)
• Hispanic
• Asian or Pacific Islander
• American Indian or Alaskan Native
There are also five new categories supplied.
• Black or African American
• Hispanic or Latino (white race only)
• Hispanic or Latino (all other races)
• Asian
• Native Hawiian or Other Pacific Islander
These new categories will take effect from 2003 though you can begin
using them on your application now as each of the new categories is
mapped to the relevant current one. For example if you record an
employee as Hispanic or Latino (white race only), when you run the
report this employee will be included in the total for Hispanic.

EEO Job Categories

Each of your jobs must be associated with an EEO job category and all
your employees have assignments to jobs, if they are to be included on
the reports.

Employment Categories and Assignment Statuses for EEO–1 and VETS

Each of the employees to be included in either the EEO–1 or VETS
report must have an employment category and assignment status that
match those set as reporting categories and statuses.

Additional Required Fields for EEO–4 and EEO–5

For employees to be included in reports EEO–4 and EEO–5 you must
also ensure the following:
• The employee’s primary assignment must not be in terminate
assignment status.
• An EEO function must be selected for EEO–4.
• A salary must be specified for EEO–4.
• For EEO–5, employees must have an employment category of
either full–time regular or part–time regular.

8 – 30 Using Oracle HRMS – The Fundamentals (US)

Submit EEO Standard Form 100
You cannot submit the following reports as computer printouts:
• Consolidated
• EEO Single–establishment
Instead, you must print out the reports and copy the relevant
information onto the Standard Form 100.

EEO Suite of Reports

You can run the whole suite of EEO reports at one time, or you can run
individual reports, as required. When you run the whole suite of EEO
reports the application automatically creates the single–establishment
or multi–establishment reports for you, from the hierarchy structure
you previously identified.
See: Equal Employment Opportunity Reporting (EEO–1): page
8 – 31.

" To run the EEO–1 Suite of Reports:

1. Select EEO–1 Suite of Reports in the Request Name field. If the
parameters window does not open automatically, click in the
Parameters field.
2. Enter the start and end dates of the period this report covers.
3. Select the name of the establishment hierarchy to use for this
report.
4. Enter the dates covered by the payroll period when you last
submitted this report in the Previous Audit Start and End Date
fields if you want approximate totals to appear on the report.
These totals will only appear if you select Yes, in the Reported
Previously field when you enter establishment data for parent
entities.
See: Entering EEO1 and VETS Establishment Data for Parent
Entities: page 2 – 37
Leave the Previous Audit Start and End Date fields blank if you
want the totals on the report to appear blank. You can then enter
the values from last years reports manually.
5. Choose OK, then Submit.

Individual EEO–1 Reports

You do not need to run the EEO–1 reports individually if you have run
the EEO–1 Suite of Reports.

Government Mandated HR Reporting 8 – 31

 " To run an Individual Establishment Report:
1. Select EEO Individual Establishment in the Request Name field. If
the Parameters window does not open automatically, click in the
Parameters field.
2. Enter the start and end dates of the period this report covers.
3. Select the name of the establishment hierarchy to use for this
report.
4. Enter the dates covered by the payroll period when you last
submitted this report in the Previous Audit Start and End Date
fields.
These dates are input for information only, the omission of entry
into these fields does not affect the reports output.
5. Choose OK, then Submit.

" To run a Consolidated Report:

1. Select EEO Consolidated Report in the Request Name field. If the
Parameters window does not open automatically, click in the
Parameters field.
2. Enter the start and end dates of the period this report covers.
3. Select the name of the establishment hierarchy to use for this
report.
4. Enter the dates covered by the payroll period when you last
submitted this report in the Previous Audit Start and End Date
fields.
These dates are input for information only, the omission of entry
into these fields does not affect the reports output.
5. Choose OK, then Submit.

" To run an Establishment Employment Listing Report:

1. Select EEO Establishment Employment Listing in the Request
Name field. If the Parameters window does not open
automatically, click in the Parameters field.
2. Enter the start and end dates of the period this report covers.
3. Select the name of the establishment hierarchy to use for this
report.
4. Choose OK, then Submit.

8 – 32 Using Oracle HRMS – The Fundamentals (US)

EEO Exception Report

" To run the EEO–1 Exception Report

1. Select EEO–1 Exception in the Request Name field. If the
parameters window does not open automatically, click in the
Parameters field.
2. Enter the start and end dates of the period this report covers.
3. Select the name of the establishment hierarchy to use for this
report.
4. Enter the dates covered by the payroll period when you last
submitted this report in the Previous Audit Start and End Date
fields.
These dates are input for information only, the omission of entry
into these fields does not affect the reports output.
5. Choose OK, then Submit.

Running the EEO4 Report

This report is a requirement for state and local governments. It
provides information on employees that satisfies federal agencies’ legal
requirements. EEO4 reports cover information on functional areas, EEO
job categories, race and ethnic category and gender.
Run reports from the Submit Requests window.

" To run the EEO4 Report:

1. In the name field select EEO4 Reporting.
2. Enter the reporting year in the Parameters window.
3. Using the fields provided enter any additional messages.
This information is optional and will appear in the top right corner
of the report.
4. Choose the Submit button.

Running the EEO5 Report

This report is a requirement for K –12 school systems or districts. It is
an aggregate report for the entire school system or district. EEO5

Government Mandated HR Reporting 8 – 33

 covers EEO job category (assignment classification), race and ethnic
category and gender.
Run reports from the Submit Requests window

" To run the EEO5 Report:

1. In the name field select EEO5 Reporting.
2. Enter the reporting year in the Parameters window.
3. Enter the agency type.
4. Enter the enrollment as on reporting year.
This number indicates the total students in the reporting year.
5. Choose the Submit button.

AAP (Affirmative Action Plan) Reporting

The US Federal Executive Order 11246 requires enterprises who are
government contractors or subcontractors and have 50 or more
employees, to establish affirmative action plans (AAPs) for women and
ethnic minorities. The Office of Federal Contract Compliance Programs
(OFCCP) of the US Labor Department, responsible for enforcing
affirmative action laws, requires these enterprises to measure the
effectiveness of their affirmative action plans by implementation of
internal reporting.
To assist you with affirmative action reporting, Oracle HR provides
two reports for your AAP plans:
• AAP–Workforce Analysis
• AAP–Job Group Analysis
These reports both display for each job an affirmative action plan
covers, the EEO job category and a salary code indicating the job’s
relative compensation level. Also the reports display for each job, the
number and percentage of employees in the job by gender and by
ethnicity (White / Black / Asian / Native American / Hispanic).

Workforce Analysis Report

This report shows by their line of progression, the jobs in the
organizations an affirmative action plan covers. A line of progression
is a set of related jobs, ordered from the lowest to the highest paid.
This is an example line of progression for jobs in Sales:

8 – 34 Using Oracle HRMS – The Fundamentals (US)

 Sales Assistant –> Salesperson –> Sales Team Leader –> Sales District
Manager –> Sales Regional Manager –> Vice–president of Sales
The Workforce Analysis report displays the current totals of all
employees and of ethnic minorities for each organization and for the
entire affirmative action plan. It also shows the totals for each
organization as a percentage of the plan totals.

Job Group Analysis Report

This report organizes the jobs an affirmative action plan covers by their
job groups. A job group is a set of jobs related by virtue of similar levels
of responsibility, compensation and opportunities for advancement.
For example, the Regional Manager Job Group could include these jobs:
Sales Regional Manager – Regional Director, Human Resources –
Regional Head, Finance – Production Manager – MIS Regional
Manager
For each job group, the report displays the current totals of all
employees and of ethnic minorities in its jobs. It also displays these
totals for the entire affirmative action plan, and shows the jobs, and
shows each job group’s totals as percentages of the plan totals.

AAP Organizations
AAP reporting differs from other types of government–mandated HR
reporting in that the reports are issued for each affirmative action plan
within a GRE, instead of the establishments within a GRE. While it can
happen that an affirmative action plan covers all employees in one or
several Reporting Establishments, plan coverage does not necessarily
follow these boundaries.
For example, a plan may cover employees based in many different
Reporting Establishments who all work in the same functional area,
such as customer service or human resources. Another plan may cover
a variety of employees based at different sites who all have the same
job classification, such as Registered Nurse, Technician, or Machinist.
To represent the affirmative action plans in your enterprise, you set up
organizations classified as AAP Organizations, entering for each the
name of its plan. An AAP Organization can also be (but is not
necessarily) a GRE, Reporting Establishment, and HR Organization.
After defining AAP Organizations you place them in AAP
establishment hierarchies.

Government Mandated HR Reporting 8 – 35

AAP Hierarchies
AAP hierarchies differ from other establishment hierarchies in one
important respect. Whereas in other establishment hierarchies one
Reporting Establishment cannot be subordinate to another, in AAP
hierarchies an AAP Organization, which can also be a Reporting
Establishment, can occur at any level.
In other words, AAP Organizations can appear below other AAP
Organizations in an AAP establishment hierarchy when this represents
the reality of your enterprise, even if both organizations are also
Reporting Establishments.
To obtain the AAP reporting for one of these plans, you supply the
hierarchy name and the particular plan name as report parameters.

Data for AAP Reporting

For this reporting you maintain the same information as that required
for EEO–1 reports:
• employee gender and ethnic type
• EEO job categories for jobs
See: Data for EEO–1 Reporting: page 8 – 29
Additionally, for AAP reporting you jobs must have:
• salary codes, for which you use pay grades
• lines of progression. You determine and set up your lines of
progression, and then associate the appropriate jobs with them.
• job groups. You determine your job group names, set them up,
and then associate each job with its group.

Example AAP Hierarchy

The following diagram is an example AAP Hierarchy.

8 – 36 Using Oracle HRMS – The Fundamentals (US)

This example AAP hierarchy includes these affirmative action plans:

• the Swanson Dayton plan, covering all the employees who work
in the Swanson Dayton factory

• the Management plan, covering the employees who work in MS

Distributors, Warehouse Management, Shipping Management,
and Shipping’s administration

• The Warehouse plan, covering the employees in warehouse

organizations below the management level

• The Dock Crews plan, covering the laborers that work on the
loading docks.

Government Mandated HR Reporting 8 – 37

Set Up AAP Organizations
The hierarchies you build for AAP reporting must include AAP
Organizations, to represent the affirmative action plans in effect in your
enterprise.
See: AAP Organizations: page 8 – 35

" To define an AAP organization:

1. Using the Organization window, either query an existing internal
organization or create an internal organization with the appropriate
name and location for this AAP Organization.
See: Creating an Organization: page 2 – 21
2. In the Organization Classifications region, select the classification
AAP Organization for the organization and enable it. Save your
work.
3. Select the classification AAP organization in the Organization
Classifications region. Choose the Others button and select AAP
Organization. Click in the Additional Organization Information
field to open the AAP Organization window. Enter the name of the
affirmative action plan this organization represents.
Note: The organization can have other classifications as well. If it
does, add information for these classifications as necessary.
See: Creating an Organization: page 2 – 21
4. Save your work. If this AAP Organization occurs as a subordinate
organization in one or more AAP establishment hierarchies, place it
in these hierarchies using the Parent Organization window.

Create AAP Establishment Hierarchies

" To create an AAP establishment hierarchy:

1. Determine how best to place in the hierarchy your affirmative
action plans, represented by AAP Organizations, and the
organizations under each plan.
If the hierarchy is for one affirmative action plan only, the AAP
Organization representing this plan should be the top organization.
If the hierarchy covers two or more plans, the AAP Organizations
for these plans can appear at any level of the hierarchy.
2. Build the hierarchy by placing all the organizations with jobs
covered by an affirmative action plan, below the AAP Organization
representing that plan

8 – 38 Using Oracle HRMS – The Fundamentals (US)

 See: Example AAP Hierarchy: page 8 – 36

Associate Jobs with AAP Reporting Information

To associate your jobs with salary codes, lines of progression, and job
groups, define all the jobs covered by your affirmative action plans.
See: Defining Jobs: page 4 – 28

" To associate jobs with AAP reporting information:

1. In the Job window, query the job in the Name field if it does not
already appear there. Click in the Further Information field to open
the Further Job Information window.
2. Select for this job its job group name, line of progression, and grade
used for its salary code, in the Job Group, Line of Progression, and
Salary Code fields, respectively.

Obtain AAP Reports

Run report requests from the Submit Requests window.

" To run the AAP–Workforce Analysis report:

1. Select AAP–Workforce Analysis Report in the Request Name field.
Click in the Parameters field if the Parameters window does not
automatically open.
2. Enter the effective date of the report. This date defaults to your
session date.
3. Select the name of the affirmative action plan on which to report,
and the AAP hierarchy to use.
4. For the report to cover only one organization, select its name in the
Organization field.
5. For the report to cover only one line of progression, select its name
in the Line of Progression field.
6. Choose Submit.

" To run the AAP–Job Group Analysis report:

1. Select AAP–Job Group Analysis Report in the Request Name field.
Click in the Parameters field if the Parameters window does not
open automatically.

Government Mandated HR Reporting 8 – 39

 2. Enter the effective date of the report. This date defaults to your
session date.
3. Select the name of the affirmative action plan on which to report,
and the AAP hierarchy to use.
4. For the report to cover the jobs and employees in just one job
group, enter its name in the Job Group field.
5. Choose Submit.

VETS–100 Reporting
Employers who fall under certain legislative guidelines must each year
file the Federal Contractor Veterans Employment Report,(VETS–100) to
cover a one–year period. Its purpose is to help the US Department of
Labor determine whether Vietnam–era veterans and disabled veterans
from the Vietnam era and other war veterans, are benefiting from
affirmative action in obtaining and advancing in employment.
You submit particular VETS–100 reports dependant on whether you are
a single–establishment or multi–establishment employer.
You submit the VETS reports by hard copy.
Note: Currently, only the submission of VETS reports by hard
copy is supported. The electronic submission of VETS reports
will be supported in a future release.

VETS Suite of Reports

You can run the whole suite of VETS reports at one time, or you can
run individual reports as required. When you run the whole suite of
VETS reports the application automatically creates the
single–establishment or multi–establishment reports for you, from the
hierarchy structure you previously identified.
For single establishment employers a Veterans Employment Report is
produced.
If you have multiple hiring locations, the reports produced include:
• Veterans Employment Report required for each establishment
with 50 or more employees
• Headquarters Report covering employees in the Parent
Company, or headquarters organization of your enterprise
Note: The Headquarters report is producedunder the same
header as the VETS–100 Veterans Employment Report.

8 – 40 Using Oracle HRMS – The Fundamentals (US)

 • Consolidated Veterans Employment Reports listing by state,
information about its hiring locations with fewer than 50
employees
• Establishment Employment Listing listing by establishments in
each state information about its hiring locations with fewer than
50 employees

Report Contents
For the hiring locations in your enterprise, VETS–100 reporting shows:
• Numbers of Special Disabled and Vietnam Era Veterans you
employ separated into job categories. These are the EEO job
categories also used for EEO–1 and AAP reporting.
• Total number of new hires in the reporting period in each job
category, together with the number of the new hires in each
category who qualify as Special Disabled Veterans, Vietnam Era
Veterans and Other Eligible Veterans.

Data for VETS–100 Reports

VETS–100 reporting covers those veterans you employ at each hiring
location in a GRE who meet these criteria:
• They qualify as Special Disabled Veterans or Vietnam Era
Veterans, in accordance with the legal definitions of these
categories.
• They work on a non–temporary, full time or part time basis.
• They have a non–terminated employment status as of the end
date of the report period.
To record the veteran status of your employees, you select a veteran
status when entering other personal information for them. To
determine which of your employment categories cover non–temporary
full time or part time workers, and which assignment statuses count as
non–terminated, you register them as Reporting Categories and
Reporting Statuses.

Special Disabled and Vietnam Era Veterans

A Special Disabled Veteran is one who, under laws administrated by
the Department of Veteran Affairs:

Government Mandated HR Reporting 8 – 41

 • is entitled to compensation for a disability rated at 30% or more,
or
• is entitled to compensation for a disability rated at 10% or 20%
and has been determined to have a serious employment
handicap, or
• has been discharged or released from active duty because of a
service–connected disability.
A Vietnam Era Veteran is one who served more than 180 days of active
military, naval, or air service, any part of which fell between 5 August,
1964 and 7 May, 1975, and:
• who was discharged or released with other than an dishonorable
discharge, or
• was discharged or released from active duty because of a
service–connected disability.

Obtain VETS–100 Reports

You can submit electronic, or hard–copy VETS–100 reports, as required.
Note: Currently we only support the submission of VETS
reprots by hard copy. The electronic submission of VETS
reports will be supported in a future release.
Computer–generated reports are acceptable so long as they conform
exactly to the formatting standards of the Office of Veterans’
Employment and Training. The Oracle HR VETS–100 reports are
designed to accord with current formatting standards. To ensure the
correctness of the VETS–100 report formatting, mail or fax a sample
copy to this office in advance:
US Department of Labor, Office of Veterans’ Employment and Training
VETS–100 Reporting
649 Monroe St.
Montgomery, AL 36131–2446
Telephone: 1–800–535–2446, Fax: 205–242–0744
You produce reports even if no employees meet the criteria you enter..
Run report requests from the Submit Requests window.
Warning: If you are submitting electronic VETS–100 reports,
do not enter commas in the address fields for the
organizations, this corrupts the file conversion performed by

8 – 42 Using Oracle HRMS – The Fundamentals (US)

 the Department of Labor. Amend the addresses of your
organizations accordingly.

Vets–100 Suite of Reports

You can run the whole suite of VETS–100 reports at one time, or you
can run individual reports, as required. When you run the whole suite
of VETS–100 reports the application automatically creates the
single–establishment or multi–establishment reports for you, from the
hierarchy structure you previously identified.
See: VETS–100 Reporting: page 8 – 40.

" To run the VETS–100 Suite of reports:

1. Select VETS–100 Suite of Reports in the Request Name field. Click
in the Parameters field if the Parameters window does not
automatically open.
2. Enter the start and end dates for the period this report covers.
3. Select the name of the establishment hierarchy to use for this
report.
4. Select the correct version number from the list for the chosen
hierarchy.
If an error occurs, please check that validate or status is set
correctly.
5. Select yes in the Show New Hires field if you want new hires to be
indicated on the final reports.
6. Select yes in the show Totals field if you want totals to be shown on
the final reports.
7. Choose OK, then Submit.

Individual VETS Reports

You do not need to run the VETS reports individually if you have run
the VETS–100 Suite of Reports.

" To run Veterans Employment report:

1. Select VETS–100 Veterans Employment Report in the Request
Name field. Click in the Parameters field if the Parameters
window does not automatically open.
2. Enter the start and end dates for the period this report covers.

Government Mandated HR Reporting 8 – 43

 3. Select the name of the establishment hierarchy to use for this
report.
4. Select the correct version number from the list for the chosen
hierarchy.
If an error occurs, please check that validate or status is set
correctly.
5. Select yes in the Display Totals field if you want totals to be shown
on the final report.
6. Select yes in the Display New Hires field if you want new hires to
be indicated on the final report.
7. Choose OK, then Submit.

" To run the Consolidated Veterans Employment report:

1. Select VETS–100 Consolidated Veterans Employment Report in the
Request Name field. Click in the Parameters field if the Parameters
window does not automatically open.
2. Enter the start and end dates for the period this report covers.
3. Select the name of the establishment hierarchy to use for this
report.
4. Select the correct version number from the list for the chosen
hierarchy.
If an error occurs, please check that validate or status is set
correctly.
5. Select yes in the Display Totals field if you want totals to be shown
on the final report.
6. Select yes in the Display New Hires field if you want new hires to
be indicated on the final report.
7. Choose OK, then Submit.

" To run the Establishment Employment Listing report:

1. Select VETS–100 Establishment Employment Listing in the Request
Name field. Click in the Parameters field if the Parameters
window does not automatically open.
2. Enter the start and end dates for the period this report covers.
3. Select the name of the establishment hierarchy to use for this
report.
4. Select the correct version number from the list for the chosen
hierarchy.

8 – 44 Using Oracle HRMS – The Fundamentals (US)

 If an error occurs, please check that validate or status is set
correctly.
5. Select yes in the show Totals field if you want totals to be shown on
the final report.
6. Select yes in the Show New Hires field if you want new hires to be
indicated on the final report.
7. Choose OK, then Submit.

Registering Employees as Disabled

When employees request registration as disabled, effect this
registration by checking the Disabled box in the Person window when
entering them in the system. They will then be listed on the ADA
Report.

ADA (Americans with Disabilities Act) Reporting

The Americans with Disabilities Act (ADA) became law on 26 July
1990. It prohibits employers from discriminating against employees or
applicants with disabilities who can perform the essential functions of a
job with reasonable accommodation. Under ADA, people with
disabilities are those:
• who have a physical or mental impairment that substantially
limits one or more major life activities, or
• who have a record of such an impairment, or
• who are regarded as having such an impairment.
The ADA Report shows how your enterprise is responding to the
requests of employees with disabilities for reasonable accommodations
to permit them to carry out the essential functions of their jobs, without
undue hardship to you as their employer.

Report Coverage
The ADA report covers those employees in each of your establishments
who work on a non–temporary, full or part time basis, have a
non–terminated assignment status as of the report period end date, and
have taken one or more of the following actions:
• requested registration as a disabled person.

Government Mandated HR Reporting 8 – 45

 • provided information about a type of disability they have.
• requested accommodation for a disability.
To determine which of your employment categories cover
non–temporary full time or part time workers, and which assignment
statuses count as non–terminated, you use the Reporting Categories
and Reporting Statuses registered for your Business
Group.Information for ADA ReportingThe report provides
basic information (name, number, organization and job) about
employees who have identified themselves as having a disability. You
can register employees as disabled when entering other basic personal
information about them. When employees submit information about
particular types of disabilities, you maintain this information using the
ADA Disabilities window. The report presents this information,
including any information in the form of comments.Requests for
AccommodationsBecause the Americans with Disabilities Act
encourages employers to make reasonable accommodations permitting
employers with disabilities to work, Oracle HR provides the
Disabilities Accommodations window for recording information about
employees’ requests for such accommodations.The ADA Report lists
these requests with their request dates, reviewers, review dates and
status (requested, approved, or denied). It also lists the cost of each
approved accommodation, and the total cost of approved
accommodations for each establishment.Essential Functions of Jobs
or PositionsThe report can optionally display for each employee with
a disability, the essential requirements of his or her job or position,
providing that you maintain these requirements in the database.
See Entering Job and Position Skill Requirements, Managing Your
Workforce Using Oracle HRMS.

Enter Information about Disabilities

When employees provide information about a type of disability they
have, enter this information in the ADA Disabilities window. Start this
entry from the Person window.

" To enter information about a person’s disability type:

1. Query the person in the Person window if he or she does not
already appear there. Choose the Special Info button to open the
Special Information window.
2. In the Name field, select Disabilities. In the Details block, click in
the Detail field to open the Disabilities window.

8 – 46 Using Oracle HRMS – The Fundamentals (US)

 3. In the Type field, enter a brief description of the nature of the
disability.
4. Optionally, enter more detailed information, such as the expected
duration of the disability or the results of medical reviews, in the
Comments window. To open this window, click on the paper clip
icon in the toolbar.
5. Choose the OK button when you complete the entry, and save your
work.
On the ADA Report, the information entered for employees
appears under the heading Disability. Any comments entered also
appear on the report.

Enter Requests for Disability Accommodation

When employees with disabilities request accommodations to help
them perform the essential functions of their jobs, enter information
about these requests in the Disability Accommodations window. Start
this entry from the Person window.

" To enter information about accommodation requests:

1. Query the person in the Person window if he or she does not
already appear there. Choose the Others button, and select Special
Info to open the Special Information window.
2. In the Name field, select ADA Disability Accommodations. In the
Details block, click in the Detail field to open the ADA Disability
Accommodations window.
3. In the Description field, briefly enter the accommodation
requested, for example, Wheelchair ramp or Widened door. The
Date Requested field defaults to the effective date.
4. In the Status field, select Requested, Approved or Denied to track
the request status.
5. Optionally, enter the name of the reviewer of the request, and the
date reviewed, in the Confirmed By and Date Confirmed fields.
6. For approved requests, enter the date of providing the
accommodation, and its cost.
7. Optionally, add comments regarding the request using the
Comments window. Click on the paper clip icon to open this
window.

Government Mandated HR Reporting 8 – 47

 8. Choose the OK button when you complete data entry, and save
your work. The information entered for employees, including any
comments, appears on the ADA Report.

Obtain ADA Reports

As ADA reporting is for your own use, there are no required
formatting standards.

" To run an ADA report:

1. Select ADA Report in the Request Name field. Click in the
Parameters field if the Parameters window does not open
automatically.
2. The effective date will be the date of the report.
3. For the Organization Hierarchy parameter, select the name of the
establishment hierarchy to use for this report.
4. To obtain the report for a particular employee, select his or her
name or employee number.
5. To obtain the report for employees in a particular job and/or
location, select the job or location name, or both.
6. Select Yes for the report to include a listing of the essential
requirements for the jobs or positions of employees with
disabilities.
7. Select Yes for the View Registered Disabled Only parameter for the
report to include only those employees with disabilities whose
personal information includes registration as disabled.
8. For the Sort By parameter, select Employee to sort by employee last
name. Select Assignment to sort by job name, location, grade,
position and employee name, in that order.
9. Choose OK, then Submit.

OSHA (Occupational Safety and Health Act) Reporting

The Occupational Safety and Health Act of 1970 and Title 29 of the Code
of Federal Regulations, Part 1904 (29CFR Part 1904) require employers in
certain industries to record and report on employees’ work–related
injuries and illnesses. The Bureau of Labor Statistics (BLS) administers

8 – 48 Using Oracle HRMS – The Fundamentals (US)

 this record keeping and reporting, often in cooperation with state
agencies. Employers must consult with these agencies to determine if
they are subject to additional state–level recording and reporting
obligations.
Employers in relatively high–risk industries such as construction,
manufacturing, and health services, must keep OSHA records for each
individual establishment on an ongoing basis, if they have a combined
total of 11 or more employees working at one or more establishments.
Employers in other industries that normally are not required to keep
OSHA records, must maintain these records when selected to
participate in the Annual Survey of Occupational Injuries and Illnesses.
The purpose of this survey is to produce national estimates of
occupational injuries and illnesses for all employers.
For a full list of industries required to maintain and report on OSHA
information, and detailed instructions about OHSA record keeping,
consult the document A Brief Guide to Recordkeeping Requirements for
Occupational Injuries and Illnesses. To obtain copies of this publication,
contact your regional office of the Bureau of Labor Statistics or write to:
Bureau of Labor Statistics
Division of Management Systems (1220–0029)
Washington, DC 20212

OSHA Data
Information needed for OSHA reporting includes a description of each
work–related injury or illness and the date, place and circumstances of
its occurrence or onset, as well as information on its physical effects
and its outcome. For a nonfatal incident, you also maintain data
showing its effects on the employee’s ability to work.
The OSHA Form 200 report, Log and Summary of Occupational
Injuries and Illnesses, is the vehicle for logging information about
work–related injuries and illnesses during the year, and for presenting
a summary of these injuries and illnesses at year end. An additional
report, OSHA Form 101, Supplementary Record of Occupational
Injuries and Illnesses, provides further information about the cases
logged.

OSHA Establishments
GREs with more than one establishment must maintain separate sets of
OSHA records and reporting for each establishment. To represent

Government Mandated HR Reporting 8 – 49

 these establishments and the employees within them, you use
Reporting Establishments and establishment hierarchies.
Notice that for OSHA record keeping and reporting, clearly separate
activities performed at the same physical location require treatment as
separate Reporting Establishments. For example, if an enterprise has
manufacturing facilities and sales offices in the same building, each
activity constitutes a distinct establishment.

OSHA Categories of Illness

OSHA recognizes these categories of occupational illness:
• Occupational skin diseases or disorders. Examples are eczema,
oil acne, chrome ulcers, chemical burns, etc.
• Dust diseases of the lungs. Examples are silicosis, asbestosis and
other asbestos–related diseases, varieties of pneumoconioses, etc.
• Respiratory conditions due to toxic agents. Examples are
pneumonitis, pharyngitis, rhinitis, acute congestion due to
chemicals, dusts, gases or fumes, etc.
• Poisoning (systemic effects of toxic materials). Examples are
poisoning by lead, mercury, cadmium, arsenic or other metals;
by carbon monoxide, hydrogen sulfide or other gases; by benzol,
carbon tetrachloride or other organic solvents; by insecticide
sprays; by other chemicals such as formaldehyde, plastics, resins;
etc.
• Disorders due to physical agents (other than toxic materials).
Examples are heatstroke and other effects of environmental heat;
frostbite and other effects of exposure to low temperatures;
effects of ionizing radiation (isotopes, X–rays, radium); effects of
nonionizing radiation (welding flash, microwaves); etc.
• Disorders associated with repeated trauma. Examples are
noise–induced hearing loss; synovitis, tenosynovitis, bursitis;
Raynaud’s phenomena; other conditions due to repeated motion,
vibration or pressure.
• All other occupational illnesses. Examples are anthrax,
brucellosis, infectious hepatitis, malignant and benign tumors,
food poisoning, histoplasmosis, etc.

Entering Information about Work–related Injury or Illness

When employees suffer work–related injuries or illnesses, record
information about these incidents in the OSHA–Reportable Incident
window. Start this entry from the Person window.

8 – 50 Using Oracle HRMS – The Fundamentals (US)

" To enter data on an OSHA–reportable incident:
1. Query the employee suffering the injury or illness in the Person
window, if he or she does not already appear here. Choose the
Others button, and select Special Info to open the Special
Information window.
2. In the Name field, select OSHA–Reportable Incident. In the Details
block, click in the Detail field to open the OSHA–Reportable
Incident window.
3. For incidents of work–related injury, you must select the category
Injury. Otherwise select the category appropriate for a
work–related illness.
See: OSHA Categories of Illness: page 8 – 50
4. Enter a brief description of the injury or illness, for example:
Amputation of 1st joint right forefinger; Strain of lower back;
Electrocution––body.
5. Enter the incident date, and address including the number and
street, city or town, state, zip code. Enter whether the incident
occurred on the employer’s premises.
The employer’s premises include rest rooms, hallways and
cafeterias, but not parking facilities or recreational facilities such as
gyms, pools or ball fields, unless the employee was engaged in
work–related activity there.
6. In the Activity field, describe what the employee was doing when
injured or taken ill. In the Objects/Substances Involved field, list
any tools, equipment or materials being used or handled.
7. Use the Comments window to enter a description of how the
accident or exposure to illness occurred. To open this window,
click on the paper clip icon.
8. In the Body Parts Affected field, enter the injury or illness and the
body part, for example, Fracture of ribs; Dermatitis of left hand;
Lead poisoning.
9. Indicate if the incident caused the termination or permanent
transfer of the employee. If it caused missed work or restricted
activity, enter the number of days missed or restricted.
Do not include the day of injury or onset of illness, or days the
employee would not have worked in any case. For employees
without regular work schedules, estimate the number of missed
days.
10. If the injury or illness caused the employee’s death, you must enter
the date of death. Entry of a date in the Date Deceased field signals
that the injury or illness was fatal, and must be reported as such.

Government Mandated HR Reporting 8 – 51

 11. Enter the name and address of the physician attending the
employee, and if he or she was hospitalized, the name and address
of the hospital.
12. Choose the OK button when you complete data entry, and save
your work. When you run the OSHA No. 200 and OSHA No. 101
reports, information entered in this window appears on one or both
of these reports.

Obtain OSHA Reports

Computer–generated versions of the forms OSHA No. 200 and OSHA
No. 101 are acceptable, so long as they contain the same information
and are as readable and comprehensible as the OSHA forms. The BLS
advises employers using computer–generated forms to submit a
sample report for review, to ensure compliance with BLS regulations.
Run report requests from the Submit Requests window.
See: Setup Steps for OSHA Reporting: page 8 – 12

" To run OSHA Form 200 or Form 101 Reports:

1. Select OSHA Form 200 Report or OSHA Form 101 Report in the
Request Name field. Click in the Parameters field if the Parameters
window does not open automatically.
2. For the parameter GRE, select the name of the GRE for which you
are running the report.
3. For the Organization Hierarchy parameter, select the name of the
establishment hierarchy to use for this report.
4. Enter the start and end dates of the period this report covers. The
period end date is the date that appears on the report.

8 – 52 Using Oracle HRMS – The Fundamentals (US)

APPENDIX

A Windows and Reports

Windows and Reports A–1

Windows and their Navigation Paths
The following list shows the default navigation paths for all the
windows in Oracle HRMS for the US, as they are supplied. You can
use taskflow windows directly from the menu, or from the People and
Assignment windows.
The responsibility that you use determines which of these windows
you can use and how you access them. Your system administrator sets
up navigation menus and task flows for your responsibility. They may
also create customized versions of some of these windows using
different window titles.

AAP Organization
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query an AAP Organization.
3. Choose the Others button and select AAP Organization.

Absence Detail
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Choose the Others button and select Absence.
Or:
1. Choose Fastpath –> Absence in the Navigator.
2. In the resulting Find window, query the person.

Absence Attendance Type

H Choose Total Compensation –> Basic –> Absence Types in the
Navigator.

Accrual Bands
1. Choose Processes and Reports –> Action Parameters in the
Navigator.
1. Choose Total Compensation –> Basic –> Accrual Plans in the
Navigator.
2. Enter or query an accrual plan name.
3. Choose the Accrual Bands button.

A–2 Using Oracle HRMS – The Fundamentals (US)

Accrual Plans
H Choose Total Compensation –> Basic –> Accrual Plans in the
Navigator.

Accruals
Do one of the following:
1. Choose View –> Employee Accruals in the Navigator.
2. Run a query in the Assignments Folder window.
3. Select an employee assignment and choose the Accruals button.
Or:
1. Choose Fastpath –> Accruals in the Navigator.
2. In the resulting Find window, query the person.

Action Types
1. Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2. Query or enter a plan.
3. Choose the Actions button.

Actvity Rate
1. Choose Total Compensation –> Rates/Coverage Definitions –> Flex
Credits in the Navigator.
2. Query a compensation object.
3. Choose the Activity Rate button.

Activity Variable Rates and Rules

1. Choose Total Compensation –> Rates/Coverage Definitions –> Flex
Credits in the Navigator.
2. Query a compensation object.
3. Choose the Variable Rates button.

Actual Premiums
H Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Actual Premiums in the Navigator.

Windows and Reports A–3

 Address
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query a person.
3. Choose the Address button.
Or:
1. Choose Fastpath –> Address in the Navigator.
2. In the resulting Find window, query the person.

Adjust Balance (Payroll only)

Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select Adjust Balance.
Or:
1. Choose Fastpath –> Adjust Balances in the Navigator.
2. In the resulting Find window, query the person.

Adjust Tax Balances (Payroll only)

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select Adjust Tax Balances.

Advanced Criteria
1. Choose Benefits Extract –> Criteria Definition in the Navigator.
2. Query or enter a criteria definition and choose the Advanced tab.
3. Select a Criteria Type and choose the Details button.

Alter Effective Date

H Choose Work Structures –> Collective Agreement and Grade
Structures in the Navigator.

A–4 Using Oracle HRMS – The Fundamentals (US)

Alien Data Window
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Tax Information button.
5. Choose the Alien Data button.
H Choose Tools –> Alter Effective Date from the Tools menu.

Applicant Entry
H Choose Recruitment –> Applicant Quick Entry in the Navigator.

Applicant Interview
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an applicant.
3. Choose the Others button and select Application.
4. Choose the Interview button.

Application
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an applicant.
3. Choose the Others button and select Application.
Or:
1. Choose Fastpath –> Application in the Navigator.
2. In the resulting Find window, query the person.

Application Utilities Lookups

1. Choose Other Definitions –> Application Utilities Lookups in the
Navigator.
2. Enter or query a user–defined Type.

Appraisal Template
H Choose Career Management –> Appraisal Template in the
Navigator.

Windows and Reports A–5

 Assessment Template
H Choose Career Management –> Assessment Template in the
Navigator.

Assign Security Profiles

H Choose Security –> Assign Security Profiles in the Navigator.

Assignment
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
Or:
1. Choose Fastpath –> Assignment in the Navigator.
2. In the resulting Find window, query the person.

Assignment Budget Values

Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an applicant or an employee.
3. Do one of the following:
For an applicant:
• Choose the Others button and select Application.
• Choose the Budgets button.
For an employee:
• Choose the Assignment button.
• Choose the Others button and select Budget Values.
Or:
1. Choose Fastpath –> Assignment Budget in the Navigator.
2. In the resulting Find window, query the person.

Assignment Criteria
1. Choose Payroll –> Assignment Set in the Navigator.

A–6 Using Oracle HRMS – The Fundamentals (US)

2. Enter or query an assignment set.
3. Choose the Criteria button.

Assignment History
H Choose View –> Histories –> Employee Assignment in the
Navigator.

Assignment Processes
1. Choose View –> Payroll Process Results in the Navigator.
2. Enter or query a payroll process.
3. Choose the Assignment Process button.

Assignment Set
H Choose Payroll –> Assignment Set in the Navigator.

Assignment Statuses
H Choose Work Structures –> Status in the Navigator.

Assignment Folder
H Choose View –> Lists –> Assignment Folder in the Navigator.

Authentication Activities (Advanced Benefits Only)

H Choose Total Compensation –> General Definitions –>
Authentication Activities in the Navigator.

Balance (Payroll only)

H Choose Total Compensation –> Basic –> Balance in the Navigator.

Balance Classifications (Payroll only)

1. Choose Total Compensation –> Basic –> Balance in the Navigator.
2. Enter or query a balance.
3. Choose the Classifications button.

Balance Dimensions (Payroll only)

1. Choose Total Compensation –> Basic –> Balance in the Navigator.
2. Enter or query a balance.
3. Choose the Dimensions button.

Windows and Reports A–7

 Balance Feed Control (Payroll only)
1. Choose Total Compensation –> Basic –> Element Description in the
Navigator.
2. Enter or query an element.
3. Choose the Balance Feed Control button.

Balance Feeds (Payroll only)

Note: This instance of the Balance Feeds window lets you select
more than one balance for the element to feed.
1. Choose Total Compensation –> Basic –> Element Description in the
Navigator.
2. Enter or query an element.
3. Choose the Balance Feeds button.

Batch Header
H Choose Mass Information eXchange: MIX –> Batch Element Entry
in the Navigator.

Batch Process Parameters (Advanced Benefits only)

H Choose Processes and Reports –> Batch Process Parameters in the
Navigator.

Batch Summary
H Choose Mass Information eXchange: MIX –> BEE Summary in the
Navigator.

Beneficiaries
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee or applicant.
3. Choose the Others button and select Contact.
4. Choose the Entries button.
5. Select the element representing the benefit for which you are
entering a beneficiary.
6. Choose the Others button and select Beneficiary.

A–8 Using Oracle HRMS – The Fundamentals (US)

Beneficiary Certifications
1. Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2. Query a plan.
3. Choose the Designations tab.
4. Choose the Beneficiary tab.
5. Choose the Certifications button.

Benefits Authentication Form (Advanced Benefits only)

H Choose People –> Total Comp Contribution –> Benefits
Authentication Form in the Navigator.

Benefits Balances
H Choose Total Compensation –> General Definitions –>
Eligibility/Rate Factors –> Benefits Balances in the Navigator.

Benefit Contributions
H Choose Total Compensation –> Basic –> Benefit Contributions in
the Navigator.

Benefits Group
H Choose Total Compensation –> General Definitions –>
Eligibility/Rate Factors –> Benefits Group in the Navigator.

Benefits Pools (Advanced Benefits only)

H Choose Total Compensation –> Rate/Coverage Definitions –>
Benefits Pools in the Navigator.

Benefits Authentication Form (Advanced Benefits only)

H Choose People –> Total Comp Contribution –> Benefits
Authentication Form in the Navigator.

Benefits Service Center (Advanced Benefits Only)

H Choose People –> Benefits Service Center in the Navigator.

Book Events
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee or applicant.

Windows and Reports A–9

 3. Choose the Others button and select Bookings.

Budget
1. Choose Work Structures –> Budget –>Budget Details in the
Navigator.
2. In the resulting Find window, query the budget.
3. Select a budget version.
4. Choose the Open button.

Budgets
1. Choose Work Structures –> Budget –>Budget Details in the
Navigator.
2. In the resulting Find window, query the budget.

Budget Characteristics
H Choose Work Structures –> Budget –> Budget Characteristics in the
Navigator.

Budget Details
Follow these steps if you are entering a budget that is not routed for
approval.
1. Choose Work Structures –> Budget –>Budget Details in the
Navigator.
2. In the resulting Find window, query the budget.
3. Select a budget version.
4. Choose the Open button.
5. Select a line item in the budget and choose the Periods button.
Follow these steps if you are routing a budget for approval through a
hierarchy of approvers.
1. Choose Work Structures –> Budget –>Worksheet in the Navigator.
2. Define the properties of the worksheet.
3. Choose the Create Worksheet button.
4. Edit the worksheet by entering values for budget line items.
5. Choose the Periods button.

A – 10 Using Oracle HRMS – The Fundamentals (US)

Budget Reallocation
H Choose Work Structures –> Budget –>Budget Reallocation in the
Navigator.

Budget Set
H Choose Work Structures –> Budget –>Budget Set in the Navigator.

Budget Value Defaults

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Business Group.
3. Choose the Others button and select Budget Value Defaults.

Budgetary Calendar
H Choose Work Structures –> Budget –> Budget Calendar in the
Navigator.

Business Group Information

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Business Group.
3. Choose the Others button and select Business Group Information.

Career Path Names

H Choose Work Structures –> Job –> Path Name in the Navigator.

Certifications
1. Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2. Query or enter a plan.
3. Choose the General tab.
4. Choose the Plan or Option tab.
5. Choose the Certifications button.

Change Event Log

1. Choose Benefits Extract –> Change Event Log in the Navigator.

Windows and Reports A – 11

 Cities
H Choose Other Definitions –> Cities in the Navigator.

City Tax Rules <Employee>

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee or applicant.
3. Chose the Tax Information button.
4. Choose the Tax information button from the Federal Tax Rules
<Employee> window.
5. Choose the Tax information button from the State Tax Rules
<Employee> window.
6. Choose the Tax information button from the County Tax Rules
<Employee> window.

COBRA Benefits (Basic Benefits)

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select COBRA.
5. Enter or query a qualifying event.
6. Choose the Benefits button.

COBRA Coverage (Basic Benefits)

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select COBRA.

COBRA Payments (Basic Benefits)

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select COBRA.
5. Enter or query a qualifying event.

A – 12 Using Oracle HRMS – The Fundamentals (US)

6. Choose the Payments button.

COBRA Statuses (Basic Benefits)

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select COBRA.
5. Enter or query a qualifying event.
6. Choose the Statuses button.

Collective Agreements
H Choose Work Structures –> Collective Agreements in the
Navigator.

Columns
1. Choose Other Definitions –> Table Structure in the Navigator.
2. Enter or query a table.
3. Choose the Columns button.

Communication Delivery Methods

H Choose Fastpath –> Personal Delivery Method in the Navigator.

Communication Types (Advanced Benefits only)

H Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.

CommunicationType Children
1. Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.
2. Query a communication type kit.
3. Choose the View Children button.

Comminication Type Delivery Methods

1. Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.
2. Query or enter a communication type.
3. Choose the Delivery button.

Windows and Reports A – 13

 Communication Type Triggers
1. Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.
2. Query or enter a communication type.
3. Choose the Triggers button.

Communication Type Usages

1. Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.
2. Query or enter a communication type.
3. Choose the Usages button.

Competence Profile
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query a person.
3. Choose the Others button and select Competence Profile.

Competence Requirements
H Choose Career Management –> Competence Requirements in the
Navigator.

Competence Types
H Choose Career Management –> Competence Types in the
Navigator.

Competencies
H Choose Career Management –> Competencies in the Navigator.

Consolidation Sets (Payroll only)

Configurable Business Rules

H Choose Transaction Maintenance Forms –> Configurable Business
Rules in the Navigator.
H Choose Payroll –> Consolidation in the Navigator.

Contacts
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.

A – 14 Using Oracle HRMS – The Fundamentals (US)

2. Enter or query an employee or applicant.
3. Choose the Others button and select Contact.
Or:
1. Choose Fastpath –> Contact in the Navigator.
2. In the resulting Find window, query the person.

Contexts
H Choose Security –> Contexts in the Navigator

Contract
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee or applicant.
3. Choose the Others button.
4. Choose Contracts.
Or:
1. Choose Fastpath –> Contracts in the Navigator.
2. In the resulting Find window, query the person.

Contribution History (Def Comp 457)

H Choose View –> Histories –>Entries –>Contribution History

Control Totals
1. Choose Mass Information eXchange: MIX –> Batch Element Entry
in the Navigator.
2. Choose the Totals button.

Conversion Rate Types

H Choose Payroll –> Currency Rate Types in the Navigator.

Costing
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.

Windows and Reports A – 15

 4. Choose the Others button and select Costing.
Or:
1. Choose Fastpath –> Costing in the Navigator.
2. In the resulting Find window, query the person.

Costing Information
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query an organization.
3. Choose the Others button and select Costing.

County Tax Rules <Employee>

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee or applicant.
3. Chose the Tax Information button.
4. Choose the Tax information button from the Federal Tax Rules
<Employee> window.
5. Choose the Tax information button from the State Tax Rules
<Employee> window.

Court Orders
H Choose People –> Total Comp Enrollment –> Court Orders in the
Navigator.

Coverage Across Plan Types

H Choose Total Compensation –> Rates/Coverage Definitions –>
Coverage Across Plan Types in the Navigator.

Coverage Calculations
H Choose Total Compensation –> Rate/Coverage Definitions –>
Coverage Calculations in the Navigator.

Covered Dependents
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee or applicant.
3. Choose the Others button and select Contact.
4. Chose the Entries button.

A – 16 Using Oracle HRMS – The Fundamentals (US)

5. Select the element representing the benefit for which you are
entering a dependent.
6. Choose the Others button and select Dependents.

Criteria Definition
H Choose Mass Information eXchange: MIX –> System Extract –>
Criteria Definition in the Navigator.

Custom Reports
H Choose Processes and Reports –> Submit Custom Reports in the
Navigator.

Database Items
1. Choose Total Compensation –> Basic –> Write Formulas in the
Navigator.
2. Enter or query a formula.
3. Choose the Show Items button.

DateTrack History Change Field Summary

H Choose Tools –> DateTrack History from the Tools menu.

Deduction (Payroll only)

H Choose Total Compensation –> Basic –> Deductions in the
Navigator.

Define Combinations
H Choose Total Compensation –> Rate/Coverage Definitions –>
Combinations in the Navigator.

Define Extract
H Choose Benefits Extract –> Extract Definition in the Navigator.

Define Function
H Choose Other Definitions –> Formula Functions in the Navigator.

Define QuickPaint Report

H Choose Processes and Reports –> Define a QuickPaint Report in the
Navigator.

Windows and Reports A – 17

 Define Task Flow
H Choose Security –> Task Flow Definitions in the Navigator.

Define Task Flow Nodes

H Choose Security –> Task Flow Nodes in the Navigator.

Delete Person
H Choose People –> Delete Personal Records in the Navigator.

Dependent/Beneficiary Designation (Advanced Benefits Only)

H Choose People –> Total Comp Enrollment –> Benefit Enrollment –>
Dependent/Beneficiary Designation in the Navigator.
Or:
1. Choose People –> Total Comp Enrollment –> Benefits Enrollment
–> Flex Program in the Navigator.
2. Query a person.
3. Choose the Designees button.

Dependent Certifications
Do one of the following:
1. Choose Total Compensation –> Programs and Plans –> Program
Enrollment Requirements in the Navigator.
2. Query a program.
3. Choose the Dependent Coverage tabbed region
4. Choose the Certifications button.
Or:
1. Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2. Query a plan.
3. Choose the Designations tab.
4. Choose the Dependent tab.
5. Choose the Certifications button.

Dependent Change of Life Event

Do one of the following:

A – 18 Using Oracle HRMS – The Fundamentals (US)

1. Choose Choose Total Compensation –> Programs and Plans –>
Program Enrollment Requirements in the Navigator.
2. Query a program and choose the Dependent Coverage tabbed
region.
3. Choose the Dependent Change of Life Event button.
Or:
1. Choose Choose Total Compensation –> Programs and Plans –>
Plan Enrollment Requirements in the Navigator.
2. Query a plan and choose the Designations tabbed region.
3. Choose the Dependent tab.
4. Choose the Dependent Change of Life Event button.

Dependent Change of Life Event Certification

Do one of the following:
1. Choose Choose Total Compensation –> Programs and Plans –>
Program Enrollment Requirements in the Navigator.
2. Query a program and choose the Dependent Coverage tabbed
region.
3. Choose the Dependent Change of Life Event button.
4. Select a life event and choose the Dependent Change of Life Event
Certifications button.
Or:
1. Choose Choose Total Compensation –> Programs and Plans –>
Plan Enrollment Requirements in the Navigator.
2. Query a plan and choose the Designations tabbed region.
3. Choose the Dependent tab.
4. Choose the Dependent Change of Life Event button.
5. Select a life event and choose the Dependent Change of Life Event
Certifications button.

Dependent Coverage Eligibility Profiles

H Choose Total Compensation –> General Definitions –> Eligibility
Profiles –> Dependent Coverage in the Navigator.

Windows and Reports A – 19

 Derived Factors
H Choose Total Compensation –> General Definitions –>
Eligibility/Rate Factors –> Derived Factors in the Navigator.

Designation Requirements
Do one of the following:
1. Choose Total Compensation –> Programs and Plans –> Options in
the Navigator.
2. Query or enter an option.
3. Choose the Designation Requirements button.
Or:
1. Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2. Query a plan.
3. Choose the General tab.
4. Choose the Plan or Option tab.
5. Choose the Designations button.

Dynamic Trigger Definition

H Choose Other Definitions –> Dynamic Trigger Definition in the
Navigator.

Dynamic Trigger Functional Area Grouping

H Choose Other Definitions –> Dynamic Trigger Functional Area
Grouping in the Navigator.

Earnings (Payroll only)

H Choose Total Compensation –> Basic –> Earnings in the Navigator.

Edit Formula
1. Choose Total Compensation –> Basic –> Write Formulas in the
Navigator.
2. Enter or query a formula.
3. Choose the Edit button.

A – 20 Using Oracle HRMS – The Fundamentals (US)

EEO–1 Filing
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select EEO–1 Filing.

Electable Choices
1. Choose People –> Total Comp Participation
2. Choose the Enrollment Opportunities button
3. Choose the Electable Choices button.

Element
H Choose Total Compensation –> Basic –> Element Description in the
Navigator.

Element and Distribution Set

H Choose Payroll –> Element Set in the Navigator.

Element Classifications (Payroll only)

H Choose Total Compensation –> Basic –> Classification in the
Navigator.

Element Entries
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Entries button.
Or:
1. Choose Fastpath –> Entries in the Navigator.
2. In the resulting Find window, query the person.

Element Link
H Choose Total Compensation –> Basic –> Link in the Navigator.

Windows and Reports A – 21

 Eligibility
Do one of the following:
1. Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2. Query or enter a plan.
3. Choose the Plan Eligibility button.
4. Choose the Eligibility button.
Or:
1. Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2. Query or enter a plan.
3. Choose the Options button.
4. Choose the Option Eligibility button.
5. Choose the Eligibility button.
Or:
1. Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2. Query or enter a program.
3. Choose the Plans and Plan Types button.
4. Choose the Plans tab or the Plan Types tab.
5. Choose the Participation Eligibility button.
6. Choose the Eligibility button.
Or:
1. Choose Total Compensation –> Programs and Plans –> Programs
in the Navigator.
2. Query or enter a program.
3. Choose the Participation Eligibility button.
4. Choose the Eligibility button.

Employee Assignment Processes

H Choose View –> Assignment Process Results in the Navigator.

A – 22 Using Oracle HRMS – The Fundamentals (US)

Employee Review
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select Reviews.
Or:
1. Choose Fastpath –> Employee Review in the Navigator.
2. In the resulting Find window, query the person.

Employee Run Result History (Payroll only)

H Choose View –> Histories –> Run Results in the Navigator.

Employer Identification
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select Employer Identification

End Application

End Employment

Enrollment Action (Advanced Benefits only)

H Choose Total Compensation –> General Definitions –> Additional
Setup –> Enrollment Action Types in the Navigator.

Enrollment Opportunities
1. Choose People –> Total Comp Participation
2. Choose the Enrollment Opportunities button.

Enrollment Override
H Choose People –> Total Comp Enrollment –> Enrollment Override
in the Navigator.

Windows and Reports A – 23

 Enrollment Rules
1. Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2. Query or enter a plan.
3. Choose the Timing tab.
4. Choose the Scheduled tab or the Life Event tab.
5. Choose the Enrollment Rules button.

Entry Values
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Entries button.
5. Select an entry and choose the Entry Values button.

Establishment EEO–1 Filing

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Reporting Establishment.
3. Choose the Others button and select Establishment EEO–1 Filing.

Establishment VETS–100 Filing

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Reporting Establishment.
3. Choose the Others button and select Establishment VETS–100
Filing.

Event Bookings
Do one of the following:
H Choose People –> Events and Bookings in the Navigator.
Or:
1. Choose Fastpath –> Event in the Navigator.
2. In the resulting Find window, query the person.

A – 24 Using Oracle HRMS – The Fundamentals (US)

Exemption Rules (Payroll only)
H Choose View –> Wage Attachments–> Exemption Rules

External/Manual Payments (Payroll only)

Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select External Pay.
Or:
1. Choose Fastpath –> External/Manual Payments in the Navigator.
2. In the resulting Find window, query the person.

Extract Definition

Extra Person Information Window

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Others button.
4. Choose Extra Information.
5. Choose a Type.
6. Choose Details.
H Choose Mass Information Exchange –> System Extract –> Extract
Definition in the Navigator.

Extract Results
1. Choose Mass Information eXchange –> System Extract –> Extract
Results in the Navigator.
2. Query an extract run result and choose the Errors and Warnings
button.

Extract Results Errors

1. Choose Benefits Extract –> Extract Results in the Navigator.

Windows and Reports A – 25

 Extract Results Detail
1. Choose Mass Information eXchange –> System Extract –> Extract
Results in the Navigator.
2. Query an extract run result and choose the Header and Trailer
button.

Extract Results Header and Trailer

1. Choose Benefits Extract –> Extract Results in the Navigator.
2. Query an extract run result and choose the Header and Trailer
button.
3. Query an extract run result and choose the Errors and Warnings
button.

Federal Tax Rules

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select Federal Tax Rules

Federal Tax Rules <Employee>

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee or applicant.
3. Chose the Tax Information button.

File Layout Advanced Conditions

1. Choose Benefits Extract –> Layout Definition in the Navigator.
2. Choose the File Layout tab and query or enter a file layout.
3. Select a record and choose the Advanced Conditions button.

File Layout Include Conditions

1. Choose Mass Information eXchange –> System Extract –> Layout
Definition in the Navigator.
2. Choose the File Layout tab and query or enter a file layout.
3. Select a record and choose the Advanced Conditions button.

A – 26 Using Oracle HRMS – The Fundamentals (US)

Flex Credits (Advanced Benefits only)
H Choose Total Compensation –> Rate/Coverage Definitions –> Flex
Credits in the Navigator.

Flex Program (Advanced Benefits only)

H Choose People –> Total Comp Enrollment –> Flex Program in the
Navigator.

Form 941 Information

H Choose View –> Tax Information –> Form 941 Information in the
Navigator.

Forms Configurator
H Choose Security –> Forms Configurator in the Navigator.

Form Customization
H Choose Security –> Customform in the Navigator.

Formula
H Choose Total Compensation –> Basic –> Write Formulas in the
Navigator.

Formula Result Rules (Payroll only)

H Choose Total Compensation –> Basic –> Formula Results in the
Navigator.

Frequency Rules
1. Choose Total Compensation –> Basic –> Deductions in the
Navigator.
2. Enter or query a deduction.
3. Choose the Frequency Rules button.

Funding Distribution
1. Choose Work Structures –> Budget –> Worksheet in the Navigator.
2. Choose the Periods button to open the Budget Details window.
3. Choose the Budget Sets tab.
4. Choose the Budget Set Distribution button.

Windows and Reports A – 27

 GL Daily Rates
H Choose Payroll –> GL Daily Rates in the Navigator.

GL Map (Payroll only)

H Choose Payroll –> GL Flexfield Map in the Navigator.

Globals
H Choose Total Compensation –> Basic –> Global Values in the
Navigator.

GL Daily Rates
H Choose Total Compensation –> Basic –> Global Values in the
Navigator.

Goods and Services

H Choose Total Compensation –> General Definitions –> Additional
Setup –> Goods and Services in the Navigator.

Grade Rate
H Choose Work Structures –> Grade –> Grade Rate in the Navigator.

Grade Scale
H Choose Work Structures –> Grade –> Grade Steps and Points in the
Navigator.

Grade Step Placement

Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select Grade Step.
Or:
1. Choose Fastpath –> Grade Step in the Navigator.
2. In the resulting Find window, query the person.

Grades
H Choose Work Structures –> Grade –> Description in the Navigator.

A – 28 Using Oracle HRMS – The Fundamentals (US)

Hiring Applicants
H Choose People –> Maintain Using Templates –> Hire Applicants in
the Navigator.

Imputed Income
H Choose Total Compensation –> Rate/Coverage Definitions –>
Imputed Income in the Navigator.

Information Type Security

H Choose Security –> Information Types Security in the Navigator.

Input Values
1. Choose Total Compensation –> Basic –> Element Description in the
Navigator.
2. Enter or query an element.
3. Choose the Input Values button.

Investment Options
1. Choose People –> Total Comp Enrollment –> Benefit Enrollment –>
Savings Plan in the Navigator.
2. Query a person.
3. Choose the Investment Options button.

Job
H Choose Work Structures –> Job –> Description in the Navigator.

Job Evaluation
H Choose Work Structures –> Job –> Job Grade in the Navigator.
1. Choose Work Structures –> Job –> Description in the Navigator.
2. Enter or query a job.
3. Choose the Evaluation button.

Job Requirements
1. Choose Work Structures –> Job –> Description in the Navigator.
2. Enter or query a job.
3. Choose the Requirements button.

Windows and Reports A – 29

 Layout Definition
H Choose Benefits Extract –> Layout Definition in the Navigator.

Life Event
Do one of the following:
1. Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2. Query or enter a program.
3. Choose the Plan and Plan Types button.
4. Choose the Plans tab or the Plan Types tab.
5. Choose the Life Event button.
Or:
1. Choose Total Compensation –> Programs and Plans –> Programs
in the Navigator.
2. Query or enter a program.
3. Choose the Life Event button.

Life Event Certifications

1. Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2. Query or enter a plan.
3. Choose the General tab.
4. Choose the Plan or Option tab.
5. Choose the Life Event Certifications button.

Life Event Reason Impact on Eligibility (Advanced Benefits)

1. Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2. Query or enter a plan.
3. Choose the Options button.
4. Choose the Life Event Eligibility button.

Life Event Reasons (Advanced Benefits only)

H Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.

A – 30 Using Oracle HRMS – The Fundamentals (US)

Limit Rules (Payroll only)
H Choose View –> Wage Attachments –> Limit Rules in the
Navigator.

Link Input Values

1. Choose Total Compensation –> Basic –> Link in the Navigator.
2. Enter or query an element.
3. Choose the Input Values button.

List Assignments
H Choose View –> Lists –> Assignments in the Navigator.

List Employees by Absence Type

H Choose View –> Lists –> Employees by Absence Type in the
Navigator.

List Employees by Element

H Choose View –> Lists –> Employees by Element in the Navigator.

List Employees by Organization

H Choose View –> Lists –> Employees by Organization in the
Navigator.

List Employees by Position

H Choose View –> Lists –> Employees by Position in the Navigator.

List Employees by Position Hierarchy

H Choose View –> Lists –> Emps by Position Hierarchy in the
Navigator.

List People by Assignment

H Choose View –> Lists –> People by Assignment in the Navigator.

List People by Special Information

H Choose View –> Lists –> People by Special Information in the
Navigator.

Windows and Reports A – 31

 Local Tax Rules
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select Local Tax Rules.

Location
H Choose Work Structures –> Location in the Navigator.

Lookups
H Choose Other Definitions –> Lookup Tables in the Navigator.

Maintain On Line Activities (Advanced Benefits)

H Choose Total Compensation –> General Definitions –> On–line
Activities for Authentication in the Navigator.

Maintain Options Eligibility

1. Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2. Query or enter a plan.
3. Choose the Options button.
4. Choose the Option Eligibility button.

Maintain Plan Eligibility

1. Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2. Query or enter a plan.
3. Choose the Plan Eligibility button.

Maintain Plan Options

1. Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2. Query or enter a plan.
3. Choose the Options button.

A – 32 Using Oracle HRMS – The Fundamentals (US)

Maintain Plan Related Details
1. Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2. Query or enter a plan.
3. Choose the Details button.

Maintain Pop Up Messages (Advanced Benefits only)

H Choose Total Compensation –> General Definitions –> Define
Messages in the Navigator.

Maintain Visa

Maintain Visa Window

1. Choose People –> Maintain Using Templates –>Maintain Visa in
the Navigator.
2. Choose an employee.

Map Career Path

H Choose Work Structures –> Job –> Career Path in the Navigator.

Map Salary Survey

1. Choose Work Structures –> Position –> Description in the
Navigator.
2. Complete the Position window and save your work.
3. Choose the Define Survey Map button.
Or:
1. Choose Work Structures –> Job –> Description in the Navigator.
2. Complete the Job window and save your work.
3. Choose the Define Salary Map button.

Mass Move
H Choose Work Structures –> Position –> Mass Move in the
Navigator.

Mass Move – Assignments

1. Choose Work Structures –> Position –> Mass Move in the
Navigator.

Windows and Reports A – 33

 2. Complete the Mass Move window and save your work.
3. Choose the Positions button.
4. Complete the Find Positions window.
5. Choose the Find button.
6. Complete the Mass Move – Positions window.
7. Choose the Assignments button.

Mass Move – Messages

1. Choose Work Structures –> Position –> Mass Move in the
Navigator.
2. Complete the Mass Move window and save your work.
3. Choose the Positions button.
4. Complete the Find Positions window and choose the Find button.
5. Complete the Mass Move – Positions window and choose the
Assignments button.
6. Complete the Mass Move – Assignments window and close it.
7. From the Mass Move – Positions window, choose the Valid Grades
button.
8. Complete the Valid Grades window and close it.
9. Close the Mass Move – Positions window.
10. From the Mass Move window, choose the Execute button.
11. If the Status field shows In Error or Complete with Warnings, a
Message button appears.
12. If the Message button appears, choose it to view messages in the
Mass Move – Messages window.
Note: Alternatively, you can view messages for saved (but not yet
successfully executed) mass moves as follows:
1. Choose Work Structures –> Position –> Mass Move in the
Navigator.
2. Enter the name of the saved mass move in the Description field.
3. When the Mass Move window is populated with data and the
Message button appears, choose the Message button .

A – 34 Using Oracle HRMS – The Fundamentals (US)

Mass Move – Positions
1. Choose Work Structures –> Position –> Mass Move in the
Navigator.
2. Complete the Mass Move window.
3. Save your work.
4. Choose the Positions button.
5. In the resulting Find Positions window, select or enter a Source Job
and Source Position.
6. Choose the Find button.

Mass Move – Valid Grades

1. Choose Work Structures –> Position –> Mass Move in the
Navigator.
2. Complete the Mass Move window and save your work.
3. Choose the Positions button.
4. Complete the Find Positions window.
5. Choose the Find button.
6. Complete the Mass Move – Positions window.
7. Choose the Valid Grades button.

Mass Position Update: page 4 – 43

H Choose Work Structures –> Position –> Mass Position Update

Mass Update of Applicants

H Choose Recruitment –> Mass Updates for Person –> Mass Update
of Applicant Assignments in the Navigator.

Mass Update of Employee Assignments

H Choose People –> Mass Updates for Person –> Mass Update of
Employee Assignments in the Navigator.

Medical Assessments
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query a person.
3. Choose the Others button and select Medical Assessments.

Windows and Reports A – 35

 Or:
1. Choose Fastpath –> Medical Assessments in the Navigator.
2. In the resulting Find window, query the person.

Messages
1. Choose Mass Information eXchange: MIX –> Batch Element Entry
in the Navigator.
2. Choose the Messages button.

Message Configuration (Advanced Benefits only)

H Choose Total Compensation –> General Definitions –> Message
Configuration in the Navigator.

Miscellaneous Plan
H Choose People –> Total Comp Enrollment –> Benefits Enrollment
–> Miscellaneous Plan in the Navigator.

MIX Batch Header

H Choose Mass Information eXchange: MIX –> Batch Element Entry
in the Navigator.

Monitor Batch Processes (Advanced Benefits only)

H Choose Processes and Reports –> Monitor Batch Processes in the
Navigator.

Monthly Participant Premium

H Choose People –> Total Comp Contribution –> Monthly Participant
Premium in the Navigator.

Monthly Plan or Option Premium

H Choose –> People –> Total Comp Contribution –> Monthly
Premium in the Navigator.

Multiple Worksite Reporting

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select Multiple Worksite Reporting

A – 36 Using Oracle HRMS – The Fundamentals (US)

NACHA Rules
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select NACHA Rules

Net Calculation Rules

1. Choose Total Compensation –> Basic –> Accrual Plans in the
Navigator.
2. Enter or query an accrual plan name.
3. Choose the Net Calculation Rules button.

New Hire Reporting

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a GRE.
3. Choose the Others button.
4. Select New Hire Reporting

Non–Flex Program
H Choose People –> Total Comp Enrollment –> Non–Flex Program in
the Navigator.
5. Click in the Additional Organization Information field.

Options
H Choose Total Compensation –> General Definitions –> Programs
and Plans –> Options in the Navigator.

Organization
H Choose Work Structures –> Organization –> Description in the
Navigator.

Organization Hierarchy
H Choose Work Structures –> Organization –> Hierarchy in the
Navigator.

Windows and Reports A – 37

 Organization Hierarchy Diagrammer
H Choose Work Structures –> Organization –> Diagrammer in the
Navigator.

Organizational Payment Method

H Choose Payroll –> Payment Methods in the Navigator.

Other Rates
1. Choose People –> Total Comp Enrollment –> Non–Flex Program in
the Navigator.
2. Query a person.
3. Choose the Others button and select Other Rates.

Parent Organization
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query an organization.
3. Choose the Others button and select Parent Organization.

Participant
H Choose Total Compensation –> General Definitions –> Eligibility
Profiles –> Participant in the Navigator.

Participation Eligibility Profiles

H Choose Total Compensation –> General Definitions –> Eligibility
Profiles –> Participation Eligibility Profiles

Participation Overrides (Advanced Benefits only)

H Choose People –> Total Comp Participation –> Participation
Overrides in the Navigator.

Payment Schedule
1. Choose Total Compensation –> Rates/Coverage Definitions –> Flex
Credits in the Navigator.
2. Query or enter a flex credit definition and choose the Processing
tabbed region.
3. Choose the Payment Schedule button.

A – 38 Using Oracle HRMS – The Fundamentals (US)

Payments
1. Choose People –> Total Comp Contribution –> Record
Contribution or Distribution
2. Choose the View Payments window.

Pay Scale
H Choose Work Structures –> Grade –> Pay Scale in the Navigator.

Payroll
H Choose Payroll –> Description in the Navigator.

Payroll Processes (Payroll only)

H Choose View –> Payroll Process Results in the Navigator.

People
H Choose People –> Enter and Maintain in the Navigator.

People Folder
H Choose View –> Lists –> People Folder in the Navigator.
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee, and choose the Assignment button.
3. Choose the Tax Information button.
4. Choose the Percentage button.

Performance
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee, and choose the Assignment button.
3. Choose the Salary button.
4. Choose the Performance button.
Or:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee, and choose the Assignment button.
3. Choose the Others button and select Performance.

Period Dates
1. Choose Payroll –> Description in the Navigator.

Windows and Reports A – 39

 2. Enter or query a payroll.
3. Choose the Period Dates button.

Period–to–Date Limits
Do one of the following:
H Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Period–to–Date Limits in the
Navigator.
Or:
1. Choose Total Compensation –> Rates/Coverage Definitions –> Flex
Credits in the Navigator.
2. Query a compensation object.
3. Choose the Activity Rate button.
4. Choose the Period to Date Limit button.

Period Types
H Choose Other Definitions –> Time Periods in the Navigator.

Person Benefits Assignment

H Choose People –> Total Comp Participation –> Person Benefits
Assignment

Person Benefits Balances

H Choose People –> Total Comp Participation –> Person Benefits
Balances in the Navigator.

Person Changes (Advanced Benefits only)

1. Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.
2. Query or enter a life event.
3. Choose the Person Changes button.
4. Choose the Define Person Change button.

Person Changes Cause Life Events (Advanced Benefits only)

1. Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.
2. Query or enter a life event.

A – 40 Using Oracle HRMS – The Fundamentals (US)

3. Choose the Person Changes button.

Person Communications (Advanced Benefits only)

H Choose People –> Enrollment Process –> Person Communications
in the Navigator.

Person Enrollment Action Items (Advanced Benefits only)

Do one of the following:
H Choose People –> Total Comp Enrollment –> Enrollment Process
–> Person Enrollment Action Items in the Navigator.
Or:
1. Choose People –> Total Comp Enrollment –> Benefits Enrollment
–> Flex Program in the Navigator.
2. Query a person.
3. Choose the Action Items button.

Person Enrollment Certificates (Advanced Benefits only)

Do one of the following:
H Choose People –> Total Comp Enrollment –> Enrollment Process
–> Person Enrollment Certifications in the Navigator.
Or:
1. Choose People –> Total Comp Enrollment –> Benefits Enrollment
–> Flex Program in the Navigator.
2. Query a person.
3. Choose the Certifications button.

Person Primary Care Provider

H Choose People –> Total Comp Enrollment –> Benefits Enrollment
–> Person Primary Care Provider in the Navigator.

Person Types
H Choose Other Definitions –> Person Types in the Navigator.

Person Type Usage

H Choose Fastpath –> Person Type Usage in the Navigator.

Windows and Reports A – 41

 Personal Payment Method
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Pay Method button, or choose the Others button and
select Pay Method.
Or:
1. Choose Fastpath –> Pay Method in the Navigator.
2. In the resulting Find window, query the person.

Phone Numbers
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Others button.
4. Choose Phones.
Or:
1. Choose Fastpath –> Phones in the Navigator.
2. In the resulting Find window, query the person.

Picture
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator
2. Enter or query a person.
3. Choose the Picture button.
Or:
1. Choose Fastpath –> Picture in the Navigator.
2. In the resulting Find window, query the person.

Plan and Plan Type

1. Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.

A – 42 Using Oracle HRMS – The Fundamentals (US)

Plan Enrollment Requirements
H Choose Total Compensation –> General Definitions –> Programs
and Plans –> Plan Enrollment Requirements in the Navigator.
2. Query or enter a program.
3. Choose the Plan and Plan Types button.

Plan in Program Participation Eligibility

1. Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2. Query or enter a program.
3. Choose the Plan and Plan Types button.
4. Choose the Plans tab.
5. Choose the Participation Eligibility button.

Plan Reimbursement
H Choose Total Compensation –> General Definitions –> Programs
and Plans –> Plan Reimbursement in the Navigator.

Plans
H Choose Total Compensation –> General Definitions –> Programs
and Plans –> Plans in the Navigator.

Plan Type Participation Eligibility

1. Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2. Query or enter a program.
3. Choose the Plan and Plan Types button.
4. Choose the Plan Type tab.
5. Choose the Participation Eligibility button.

Plan Types
H Choose Total Compensation –> General Definitions –> Programs
and Plans –> Plan Types in the Navigator.

Position
H Choose Work Structures –> Position –> Description in the
Navigator.

Windows and Reports A – 43

 Position Copy
Choose Work Structures –> Position –> Position Copy in the Navigator.

Position Evaluation
1. Choose Work Structures –> Position –> Description in the
Navigator.
2. Enter or query a position.
3. Choose the Evaluation button.

Position Hierarchy
H Choose Work Structures –> Position –> Hierarchy in the Navigator.

Position Hierarchy Diagrammer

H Choose Work Structures –> Position –> Diagrammer in the
Navigator.

Position Occupancy Folder

1. Choose Work Structures –> Position –> Description in the
Navigator.
2. Query a position.
3. Choose the Occupancy button.

Position Reporting To
1. Choose Work Structures –> Position –> Description in the
Navigator.
2. Enter or query a position.
3. Choose the Reporting To button.

Position Requirements
1. Choose Work Structures –> Position –> Description in the
Navigator.
2. Enter or query a position.
3. Choose the Requirements button.

Position Transaction
Choose Work Structures –> Position –> Position Transaction in the
Navigator.

A – 44 Using Oracle HRMS – The Fundamentals (US)

Possible Certifications
1. Choose People –> Total Comp Participation
2. Choose the Enrollment Opportunities button.
3. Choose the Electable Choices button
4. Choose the Possible Certifications button

Postal/Zip
H Choose Total Compensation –> General Definitions –>
Eligibility/Rate Factors –> Postal/Zip in the Navigator.

Primary Care Providers

Do one of the following:
H Choose People –> Total Comp Enrollment –> Person Primary Care
Provider
Or:
1. Choose People –> Total Comp Enrollment –> Flex Program in the
Navigator.
2. Query a person.
3. Choose the Care Providers button.

Process Log
Choose Processes and Reports –> Process Log in the Navigator.

Program/Plan Years
H Choose Total Compensation –> General Definitions –> Additional
Setup –> Program/Plan Years in the Navigator.

Programs
H Choose Total Compensation –> General Definitions –> Programs
and Plans –> Programs in the Navigator.

Program Enrollment Requirements

H Choose Total Compensation –> General Definitions –> Programs
and Plans –> Program Enrollment Requirements in the Navigator.

Program Participation Eligibility

1. Choose Total Compensation –> Programs and Plans –> Programs
in the Navigator.

Windows and Reports A – 45

 2. Query or enter a program.
3. Choose the Participation Eligibility button.

Program Waive Certifications

1. Choose Total Compensation –> Programs and Plans –> Programs
in the Navigator.
2. Query or enter a program.
3. Choose the Plan and Plan Types button.
4. Choose the Plan Types tab.
5. Choose the Waive button.
6. Choose the Waive Certification button.

Program Waive Reasons

1. Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2. Query or enter a program.
3. Choose the Plan and Plan Types button.
4. Choose the Plan Types tab.
5. Choose the Waive button.

Qualifications
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query a person.
3. Choose the Others button and select Qualifications.

Qualification Types
H Choose Career Management –> Qualification Types in the
Navigator.

QuickPaint Inquiry
1. Choose Processes and Reports –> Run a QuickPaint Report in the
Navigator.
2. Query a report that has been run.
3. Choose the View Report button.

A – 46 Using Oracle HRMS – The Fundamentals (US)

QuickPay (Payroll only)
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select QuickPay.
Or:
1. Choose Fastpath –> QuickPay in the Navigator.
2. In the resulting Find window, query the person.

Rating Scales
H Choose Career Management –> Rating Scales in the Navigator.

Record Continuing Benefits Payments

H Choose People –> Total Comp Contribution –> Record Continuing
Benefits Payments in the Navigator.

Record Layout Advanced Conditions

1. Choose Benefits Extract –> Layout Definition in the Navigator.
2. Choose the Record Layout tab and query or enter a record layout.
3. Select a Data Element and choose the Advanced Conditions button.

Record Layout Include Conditions

1. Choose Mass Information eXchange –> System Extract –> Layout
Definition in the Navigator.

Recruiting For
1. Choose Recruitment –> Recruitment Activity in the Navigator.
2. Enter or query a recruitment activity.
3. Choose the Recruiting For button.

Recruitment Activity
H Choose Recruitment –> Recruitment Activity in the Navigator.

Windows and Reports A – 47

 Regulations
H Choose Total Compensation –> General Definitions –> Additional
Setup –> Regulations in the Navigator.

Regulatory Bodies and Regulations

1. Choose Total Compensation –> General Definitions –> Additional
Setup –> Reporting Groups in the Navigator.
2. Query or enter a reporting group.
3. Choose the Plan Regulatory Bodies and Regulations button.

Reimbursements Requests (Advanced Benefits only)

H Choose People –> Total Comp Distribution –> Reimbursements
Requests in the Navigator.

Related Person Changes (Advanced Benefits only)

1. Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.
2. Query or enter a life event.
3. Choose the Related Person Changes button.
4. Choose the Define Related Person Change button.

Related Person Changes Cause Life Events (Advanced Benefits only)

1. Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.
2. Query or enter a life event.
3. Choose the Related Person Changes button.
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Business Group.
3. Choose the Others button and select Reporting Categories.

Reporting Groups
H Choose Total Compensation –> General Definitions –> Additional
Setup –> Reporting Groups in the Navigator.

A – 48 Using Oracle HRMS – The Fundamentals (US)

Reporting Statuses
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Business Group.
3. Choose the Others button and select Reporting Statuses.

Request Letter
H Choose Recruitment –> Request Recruitment Letter in the
Navigator.

Request Set
H Choose Security –> Report Sets in the Navigator.

Requisition and Vacancy

H Choose Recruitment –> Requisition and Vacancy in the Navigator.

RetroPay Set (Payroll only)

H Choose Payroll –> RetroPay Set in the Navigator.

Reverse Payroll Run (Payroll only)

Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select Reverse Run.
Or:
1. Choose Fastpath –> Reverse Payroll Run in the Navigator.
2. In the resulting Find window, query the person.

Roles
H Choose Transaction Maintenance Forms –> Roles in the Navigator.

Routing
1. Choose Work Structures –> Position –> Position Transaction in the
Navigator.
2. Choose Save from the File menu.

Windows and Reports A – 49

 Or:
1. Choose Work Structures –> Budget –> Budget Worksheet in the
Navigator.
2. Choose Save from the File menu.

Routing Lists
H Choose Transaction Maintenance Forms –>Routing Lists in the
Navigator.

Rows
1. Choose Other Definitions –> Table Structure in the Navigator.
2. Enter or query a table.
3. Choose the Rows button.

Run QuickPaint Report

H Choose Processes and Reports –> Run a QuickPaint Report in the
Navigator.

Salary Administration
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Salary button.
Or:
1. Choose Fastpath –> Salary in the Navigator.
2. In the resulting Find window, query the person.

Salary Basis
H Choose Total Compensation –> Basic –> Salary Basis in the
Navigator.

Salary History
Do one of the following:
1. Choose View –> Histories –> Salary in the Navigator.
2. Run a query in the Assignments Folder window.

A – 50 Using Oracle HRMS – The Fundamentals (US)

3. Select an employee assignment and choose the Salary History
button.
Or:
1. Choose Fastpath –> Salary History in the Navigator.
2. In the resulting Find window, query the person.

Salary Management Folder

H Choose People –> Salary Management in the Navigator.

Salary Surveys
H Choose Total Compensation –> Basic –> Salary Survey in the
Navigator.

Saving Plan
1. Choose People –> Total Comp Enrollment –> Benefits Enrollment
–> Savings Plan in the Navigator.
2. Choose the Record Layout tab and query or enter a record layout.
3. Select a Data Element and choose the Include Conditions button.

Scale Rate
H Choose Work Structures –> Grade –> Point Values in the Navigator.

Schools and Colleges

H Choose Career Management –> Schools and Colleges in the
Navigator.

Schools and Colleges Attended

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query a person.
3. Choose the Others button and select Schools/Colleges.

Secondary Statuses
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an applicant or employee.
3. Do one of the following:
For an applicant:

Windows and Reports A – 51

 • Choose the Others button and select Application.
• Choose the Secondary Status button.
For an employee:
• Choose the Assignment button.
• Choose the Others button and select Secondary Status.
Or:
1. Choose Fastpath –> Secondary Status in the Navigator.
2. In the resulting Find window, query the person.

Security Profile
H Choose Security –> Profile in the Navigator.

Service Areas
H Choose Total Compensation –> General Definitions –>
Eligibility/Rate Factors –> Service Areas in the Navigator.

Sort
1. Choose Mass Information eXchange –> System Extract –> Layout
Definition in the Navigator.
2. Choose the File Layout tab and select a Record Name.
3. Choose the Sort button.

Special Information
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query a person.
3. Choose the Special Info button.
Or:
1. Choose Fastpath –> Special Information in the Navigator.
2. In the resulting Find window, query the person.

Special Rates
1. Choose People –> Total Comp Enrollment –> Benefits Enrollment
–> Flex Program in the Navigator.
2. Query a person.

A – 52 Using Oracle HRMS – The Fundamentals (US)

3. Choose the Special Rates button.

Special Information Types

H Choose Other Definitions –> Special Information Types in the
Navigator.

SQWL Employer Rules (1) (Payroll only)

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select SQWL Employer Rules (1)

SQWL Employer Rules (2) (Payroll only)

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select SQWL Employer Rules (2)

SQWL Generic Transmitter Rules (Payroll only)

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select SQWL Generic Transmitter
Rules

Standard Distributions/Contributions
H Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Standard
Distributions/Contributions in the Navigator.

SQWL State-Specific Transmitter Rules (Payroll only)

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select SQWL State Transmitter Rules

Windows and Reports A – 53

 State Tax Rules
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select State Tax Rules.

State Tax Rules <Employee>

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee or applicant.
3. Chose the Tax Information button.
4. Choose the Tax information button from the Federal Tax Rules
<Employee> window.

Statement of Earnings (Payroll only)

Do one of the following:
1. Choose View –> Assignment Process Results
2. Choose the SOE Report button.
Or:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Assignment button.
4. Choose the Others button and select Statement of Earnings.
Or:
1. Choose Fastpath –> US Statement of Earnings in the Navigator.
2. In the resulting Find window, query the person.

Standard Rates
H Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Standard Rates in the Navigator.

Submit a New Request

1. Choose Processes and Reports –> Submit Processes and Reports in
the Navigator.
2. Select Single Request or a Request Set.

A – 54 Using Oracle HRMS – The Fundamentals (US)

Supplementary Roles
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Others button and select Supplementary Roles.

Table Structure
H Choose Other Definitions –> Table Structure in the Navigator.

Table Values
H Choose Other Definitions –> Table Values in the Navigator.
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Others button and select End Application.
Or:
1. Choose Fastpath –> End Application in the Navigator.
2. In the resulting Find window, query the person.
Do one of the following:
1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query an employee.
3. Choose the Others button and select End Employment.
Or:
1. Choose Fastpath –> End Employment in the Navigator.
2. In the resulting Find window, query the person.

Transaction Categories
H Choose Transaction Maintenance Forms –> Transaction Categories
in the Navigator.

Transaction Category Wizard

H Choose Maintenance Forms –> Transaction Category Wizard.

Transaction Status
H Choose Security –> Transaction Status in the Navigator

Windows and Reports A – 55

 Transaction Templates
H Choose Transaction Maintenance Forms –>Transaction Templates
in the Navigator.

Update Payroll Run (Payroll only)

H Choose Payroll –> Update Payroll Run in the Navigator.

User Types and Statuses

H Choose Other Definitions –>User Types and Statuses

Valid Grades (for jobs)

1. Choose Work Structures in the Navigator.
2. Choose either Job –> Description or Position –> Description.
3. Enter or query a job or position.
4. Choose the Valid Grades button.

Valid Payment Methods

1. Choose Payroll –> Description in the Navigator.
2. Enter or query a payroll.
3. Choose the Valid Payment Methods button.

Variable Rate Profiles

H Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Variable Rate Profiles in the
Navigator.

VETS–100 Filing
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select VETS–100 Filing.

View Absence History

H Choose View –> Histories –> Absence in the Navigator.

View Earnings and Deductions Balances

Do one of the following:

A – 56 Using Oracle HRMS – The Fundamentals (US)

1. Choose View –> Employee Balances in the Navigator.
2. Select an employee assignment and choose the Balances button.
Or:
1. Choose Fastpath –> Employee Balances in the Navigator.
2. In the resulting Find window, query the person.

View Element Entry History for Employee

1. Choose View –> Histories –> Entries in the Navigator.
2. Run a query in the Assignments Folder window.
3. Select an employee assignment and choose the Entry History
button.

View Employee Dental, Medical and Vision Benefits

1. Choose View –> Employee Benefits in the Navigator.
2. Run a query in the Assignments Folder window.
3. Select an employee assignment and choose the View Benefits
button.

View Employee Grade Comparatio

H Choose View –> Grade Comparatio in the Navigator.

View Enrollment Results

H Choose People –> Total Comp Enrollment –> View Enrollment
Results in the Navigator.

View Participation Information (Advanced Benefits only)

H Choose People –> Total Comp Participation –> View Participation
Infomation in the Navigator.

View Program Structure

H Choose Total Compensation –> Programs and Plans –> View
Program Structure in the Navigator.

View Run Messages (Payroll only

H Choose View –> System Messages in the Navigator.

View Tax Balances

Do one of the following:

Windows and Reports A – 57

 1. Choose View –> Tax Information –> Tax Balances in the Navigator.
2. Select an employee assignment and choose the Balances button.
Or:
1. Choose Fastpath –> Tax Balances in the Navigator.
2. In the resulting Find window, query the person.

View Vacancies
H Choose View –> Vacancies in the Navigator.

W2 Reporting Rules
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Government Reporting Entity (GRE).
3. Choose the Others button and select W2 Reporting Rules.

W941 (Payroll only)

H Choose View –> Tax Information–> Form 941 Information in the
Navigator

WC Codes and Rates

H Choose Work Structures –> Job –> Workers Compensation Rates in
the Navigator

Wage Attachment Earnings Rules

H Choose Total Compensation –> Wage Attachment –> Earnings
Rules in the Navigator.

Wage Attachment Exemption Rules

H Choose Total Compensation –> Wage Attachment –> Exemption
Rules in the Navigator.

Wage Attachment Limit Rules

H Choose Total Compensation –> Wage Attachment –> Limit Rules in
the Navigator.

Waive Participation (Advanced Benefits only)

H Choose People –> Total Comp Participation –> Waive Participation
in the Navigator.

A – 58 Using Oracle HRMS – The Fundamentals (US)

1. Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2. Query or enter a plan.
3. Choose the Waiving button.

What–if Eligibility (Advanced Benefits only)

H Choose People –> Total Comp Participation –> What–if Eligibility
in the Navigator.

Work Choices (Job and Position)

1. Choose Work Structures –>Job or Position –> Description in the
Navigator.
2. Enter or query a job or position.
3. Choose the Work Choices button.

Work Choices (Person)

1. Choose People –> Enter and Maintain in the Navigator.
2. Enter or query a person.
3. Choose the Others button and select Work Choices.

Work Day Information

1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query an organization.
3. Choose the Others button and select Work Day Information.

Work Schedule

Worklist Window
1. Choose Processes and Reports –> Workflow Notification in the
Navigator.
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query an organization.
3. Choose the Others button and select Work Schedule.

Windows and Reports A – 59

 Work Site Filing
1. Choose Work Structures –> Organization –> Description in the
Navigator.
2. Enter or query a Reporting Establishment.
3. Choose the Others button and select Work Site Filing.

Worker’s Compensation
H Choose Work Structures –> Job –> Workers Compensation Codes in
the Navigator

Worksheet
1. Choose Work Structures –>Budget –>Worksheet in the Navigator.
2. Define the properties of the worksheet.
3. Choose the Create Worksheet button.

Worksheet Characteristics
H Choose Work Structures –>Budget –>Worksheet in the Navigator.

A – 60 Using Oracle HRMS – The Fundamentals (US)

Reports and Processes in Oracle HRMS
AAP Reports
H Provides Job group analysis and workflow analysis reports.
See: Using Oracle HRMS – The Fundamentals.

Absences Report
H Absence details for an employee or organization, for some or all
absence types.
See: Managing Total Compensation Using Oracle HRMS.

ADA Reports
H Shows how your enterprise is responding to the requests of
employees with disabilities.

Annual Unemployment Insurance (Form 940) Information (Payroll

only)
H Provides numbers for annual 940 filing.

Assignment Status Report

H All employees, applicants or both assigned to selected work
structures.
See: Managing Your Workforce Using Oracle HRMS.

Audit Report (Payroll only)

H Selects person, employee or applicant, assignment, element,
recurring or non–recurring status. Shows Business Group, GRE,
assignment details, person entering data (responsibility), input
date, effective change date, details of person affected. Lists all
fields changed, with input date and effective date, old value and
new value, responsibility, workstation address.
See: Configuring, Reporting and System Administration in Oracle HRMS.

Budget Position Detail Report

H Lists the status of all Positions that are part of a specific Budget.
See: Using Oracle HRMS – The Fundamentals.

COBRA Reports
H Coverage of payments report and publish standard COBRA letter.

Windows and Reports A – 61

 See: Managing Total Compensation Using Oracle HRMS.

Cost Breakdown Report (Payroll only)

H Summarized costing totals for a specified costing process and
summarized costing totals for a particular consolidation set or
payroll and payroll period.
See: Using Oracle HRMS – The Fundamentals.

Cost Breakdown Summary Report (Payroll only)

H Lists costing details by date range, payroll, consolidation set, GRE
and segment values.
See: Using Oracle HRMS – The Fundamentals.

Current and Projected Progression Point Values Report

H The expected results of running the Increment Progression Points
process, that is the projected point and value changes for a group of
employees.

Download HRMS Taskflows Process

H Run this process to export a task flow from your database to a flat
file that you can then import to another database.
See: Configuring, Reporting and System Administration in Oracle HRMS.

Earnings Audit (Payroll only)

See: Configuring, Reporting and System Administration in Oracle HRMS.
H Report detailing all employees with a particular element being
processed in a given pay period.
See: Running Your Payroll Using Oracle HRMS.

EEO–1 Reports
H EEO individual establishment and headquarters report and EEO
consolidated report.
See: Using Oracle HRMS – The Fundamentals.

EEO4 Reports
H Run this report for state and local governments.
See: Using Oracle HRMS – The Fundamentals.

A – 62 Using Oracle HRMS – The Fundamentals (US)

EEO5 Reports
H Run this report for the school system or district.
See: Using Oracle HRMS – The Fundamentals.

Element Link Details Report

H The eligibility criteria for an element or group of elements.
See: Managing Total Compensation Using Oracle HRMS.

Element Result Listing

H Run results processed for a particular element over a defined
period, and run results for selected input values of each employee’s
last assignment process.
See: Running Your Payroll Using Oracle HRMS.

Employee Increment Results Report

H The actual results of running the Increment Progression Points
process, that is progression point and value changes for a group of
employees.
See: Using Oracle HRMS – The Fundamentals.

Employee Organization Movements Report

H New hires, terminations, transfers in and transfer out of a selected
organization, or organization hierarchy.
See: Managing Your Workforce Using Oracle HRMS.

Employee Payroll Movements Report (Payroll only)

H New hires, terminations, transfers in and transfer out of a selected
payroll.
See: Managing Your Workforce Using Oracle HRMS.

Employee Run Results (Payroll only)

H Users may select various elements for the various time frames,
assignment of GREs. The report shows the run results for selected
information by pay period.
See: Running Your Payroll Using Oracle HRMS.

Windows and Reports A – 63

 Employee Summary Report
H Addresses, contacts, periods of service, assignments, special
information, personal payment methods and element entries for a
selected employee.
See: Managing Your Workforce Using Oracle HRMS.

Federal W–2 (magnetic media) (Payroll only)

H Creation of Federal W–2 magnetic media and summary totals.
See: Running Your Payroll Using Oracle HRMS.

Federal W–2 Forms (Payroll only)

H Prints employee W–2s at an individual level, thus allowing W–2s to
be created as employees terminate, or for an entire GRE.
See: Running Your Payroll Using Oracle HRMS.

Federal 1099–R (magnetic media) (Payroll only)

H Creation of Federal 10999R magnetic media.
See: Running Your Payroll Using Oracle HRMS.

Federal 1099–R Forms (Payroll only)

H Provides for printing of retiree 1099–R at an individual level as well
as all employees in a GRE.
See: Running Your Payroll Using Oracle HRMS.

Full Personal Details Report Set

H Person details, applicant details, assignment details and work
details for one employee.
See: Managing Your Workforce Using Oracle HRMS.

GRE Totals (Payroll only)

H Reconciliation report to be used to assist in period end processing
balancing purposes. This report shows Federal and State level
taxable balances and withholdings.
See: Running Your Payroll Using Oracle HRMS.

A – 64 Using Oracle HRMS – The Fundamentals (US)

Gross to Net Summary US (Payroll only)
H Details of total earnings and deductions summarized for a
specified payroll and payroll period.
See: Running Your Payroll Using Oracle HRMS.

Invalid Address Report (Payroll only)

H Lists any address information inconsistencies.
See: Running Your Payroll Using Oracle HRMS.

Job and Position Skills Matching Report

H Lists of employees, applicants or both that meet some or all skill
requirements of a job or position.
See: Managing Your Workforce Using Oracle HRMS.

Multiple Worksite Report

H Reports on wages and locations of employees in all the multiple
locations across all SUIs and other GREs.
See: Managing Your Workforce Using Oracle HRMS.

NACHA (magnetic media) (Payroll only)

H Provides for creation of employee NACHA information to be
submitted.
See: Running Your Payroll Using Oracle HRMS.

NACHA Report (Payroll only)

H Detail of employee NACHA information.
See: Running Your Payroll Using Oracle HRMS.

Negative Balance Reports (Payroll only)

H Report listing any negative balances found due to user adjustments
or conversion issues..
See: Running Your Payroll Using Oracle HRMS.

New Hire Reports

H Report on newly hired or rehired employees.
See: Using Oracle HRMS – The Fundamentals.

Windows and Reports A – 65

 Organization Hierarchy Report
H The organizations and optionally their managers below a selected
position in a particular hierarchy.
See: Using Oracle HRMS – The Fundamentals.

Organizational Position Summary Report

H Lists the budget status for all positions within a Position Control
Organization.
See: Using Oracle HRMS – The Fundamentals.

OSHA Reports
H Report on work related injuries or illness.
See: Using Oracle HRMS – The Fundamentals.

Payments Register (Payroll only)

H Reports listing payments made to employees, listing payment
method, check number, and amount.
See: Running Your Payroll Using Oracle HRMS.

Payroll Message Report (Payroll only)

H Display messages for processes connected to specified payrolls.
See: Running Your Payroll Using Oracle HRMS.

Position Element Summary Report

H Lists the budget status for an element for all positions in the
Business Group.
See: Using Oracle HRMS – The Fundamentals.

Position Element Detail Report

H Lists the budget status for all budgeted elements for a specific
Position and Organization.
See: Using Oracle HRMS – The Fundamentals.

Position Hierarchy Report

H The positions and optionally their holders below a selected position
in a particular hierarchy.
See: Using Oracle HRMS – The Fundamentals.

A – 66 Using Oracle HRMS – The Fundamentals (US)

Position Summary Report
H Lists the budget status of all Positions in a specific Organization.
See: Using Oracle HRMS – The Fundamentals.

Report Under Budgeted Positions (Salary)

H Run this report if you administer position control budgets. The
report lists the positions that are under budgeted for the selected
organization and all subordinate organizations in the organization
hierarchy.
See: Using Oracle HRMS – The Fundamentals

Requisition Summary Report

H Applicants and their interview schedules for a selection of
vacancies.
See: Managing Your Workforce Using Oracle HRMS.

Salary Review Report

H Current, past and proposed salaries for a selected list of employees.
See: Managing Total Compensation Using Oracle HRMS.

Series EE Bond Purchase Report

H Compares actual staffing level with budgeted levels over a specific
period.

Staffing Budget Details Report

H Actual staffing level with budgeted levels over a specified period.
See: Managing Your Workforce Using Oracle HRMS.

Statement of Earnings (Payroll only)

H Check writer process produces paychecks with statement of
earnings.
See: Running Your Payroll Using Oracle HRMS.

Terminations Report
H The number of employees from selected organizations leaving your
enterprise within a particular period, and the reason for leaving.
See: Managing Your Workforce Using Oracle HRMS.

Windows and Reports A – 67

 VETS–100 Reports
H Shows number of special disabled and Vietnam era veterans you
employ in each of nine job categories. Also, show total number of
new hires in each job category and number of new hires in each
category who qualify as special disabled veterans and Vietnam era
veterans.
See: Using Oracle HRMS – The Fundamentals.

Void Payments (Payroll only)

H Details of cancelled check payments.
See: Running Your Payroll Using Oracle HRMS.

Processes

Audit Trail Update Tables Process

H This process is used to set up audit trail on selected windows.
See: Configuring, Reporting and System Administration in Oracle HRMS.

Audit Trail Update Datetracked Tables Process

H This process is used to set up audit trail on selected windows.
See: Configuring, Reporting and System Administration in Oracle HRMS.

BEE Batch Process (Purge)

H This process is used to delete a batch from the BEE tables on
completion of the concurrent request.
See: Managing Total Compensation Using Oracle HRMS.

BEE Batch Process (Validate)

H This process is used to test each batch line against predefined rules
about element entries, and against any additional validation
procedures that you have created.
See: Managing Total Compensation Using Oracle HRMS.

BEE Batch Process (Transfer)

H This process is used to create element entries in the Oracle HRMS
Entries table from the existing entries in the BEE temporary tables.
See: Managing Total Compensation Using Oracle HRMS.

A – 68 Using Oracle HRMS – The Fundamentals (US)

BEE Batch Process (Rollback)
H This process is used to completely remove a BEE transfer, provided
you have not purged the batch from the BEE tables
See: Managing Total Compensation Using Oracle HRMS.

Bulk Compile Formulas

H Run this process to compile all your formulas.
See: Using Oracle FastFormula.

Calculate Commitment
H Run this process to calculate the projected expenditures for a
budget over a given period. You can calculate commitments for an
entire budget or for a single position in a budget.
See: Using Oracle HRMS – The Fundamentals

Check Writer Process (Payroll only)

H This process is used to write sequences of checks for your payroll
run.
See: Running Your Payroll Using Oracle HRMS.

Close Action Items Process (Advanced Benefits Only)

H Run this process before the Close Enrollments Process to close any
open action items that are required or optional for the persons you
select.
See: Managing Total Compensation Using Oracle HRMS.

Close Enrollments Process (Advanced Benefits Only)

H Run this process to close a person’s enrollment after elections have
been made.

Commitment GL Posting
H You run the Commitment GL Posting batch process to transfer
budget commitments from Oracle HRMS to Oracle General Ledger.
See: Managing Total Compensation Using Oracle HRMS.

Communications Triggers Process (Advanced Benefits Only)

H Use the communications triggers process to generate
communications for persons who meet the selection criteria that
you specify.

Windows and Reports A – 69

 See: Managing Total Compensation Using Oracle HRMS.

Costing Process
H Generates journal entries for your ledgers and costing information
relating to labor costs.
See: Using Oracle HRMS – The Fundamentals.

Default Enrollment Process (Advanced Benefits Only)

H Run this process to enroll participants into the default benefit plan
when participants have not made an election.
See: Managing Total Compensation Using Oracle HRMS.

Dependent Eligibility Process (Advanced Benefits Only)

H Run this process for those benefit plans that include an age factor in
determining dependent eligibility.
See: Managing Total Compensation Using Oracle HRMS.

Extract Process (Advanced Benefits Only)

H Run the extract process to save the output of your system extract to
the directory and file that you specified in your extract definition.
See: Managing Total Compensation Using Oracle HRMS.

Enable Multiple Security Groups Process

H Run this process when you first set up single responsibility security.
See: Configuring, Reporting and System Administration in Oracle HRMS.

Grant Permissions to Roles Process (ROLEGEN)

H Dynamically grants select permissions on Oracle HRMS tables and
views to the HR_REPORTING_USER role.
See: Configuring, Reporting and System Administration in Oracle HRMS.

Generate Secure User Process (SECGEN)

H Run this process when you create a new security profile that
references a reporting user.

Maintain Participant Eligibility Process (Standard Benefits Only)

H Run this process if you license Standard Benefits and you want to
determine benefits eligibility for a segment of your employee
population. This process also de–enrolls currently enrolled

A – 70 Using Oracle HRMS – The Fundamentals (US)

 participants who lose benefits eligibility and ends their associated
benefits coverage and activity rate.
See: Configuring, Reporting and System Administration in Oracle HRMS.

NACHA Process (Payroll only)

H Produces files that you load on magnetic tape and despatch to
banks for direct deposit payments.
See: Running Your Payroll Using Oracle HRMS.

Participation Batch Process: Life Event (Advanced Benefits Only)

H Run this process to determine eligibility and electable choices for
benefits participants based on a life event you select.
See: Managing Total Compensation Using Oracle HRMS.

Participation Batch Process: Scheduled (Advanced Benefits Only)

H Run this process to determine eligibility and electable choices for
benefits participants based on a scheduled enrollment event.
See: Managing Total Compensation Using Oracle HRMS.

Participation Batch Process: Selection (Advanced Benefits Only)

H Run this process to determine eligibility for benefits participants.
This process does not create electable choices.
See: Managing Total Compensation Using Oracle HRMS.

PrePayments Process (Payroll only)

H Use this process to distribute employee pay over more than one
payment method using either a percentage or monetary split.

Relieve Commitments
H Run the Relieve Commitments request set to calculate budget
commitments and post the results to Oracle General Ledger. The
request set combines the Calculate Commitments process and the
Commitment GL Posting process.
See: Using Oracle HRMS – The Fundamentals

Commitment GL Posting
See: Using Oracle HRMS – The Fundamentals
See: Running Your Payroll Using Oracle HRMS.

Windows and Reports A – 71

 Retry Payroll Process (Payroll only)
H Retry a payroll process again.
See: Running Your Payroll Using Oracle HRMS.

RetroPay Process (Payroll only)

H Enables you to make back pay adjustments.
The following reports are available to assist you with the
administration of Tenure tracking.
See: Running Your Payroll Using Oracle HRMS.

Security List Maintenance Process (LISTGEN)

H This process is usually run every night to maintain the lists of
organizations, positions, payrolls, employees, and applicants that
security profile holders can access.
See: Configuring, Reporting and System Administration in Oracle HRMS.

Synchronize Positions Process

H This process updates the non–datetracked Positions table
(PER_ALL_POSITIONS_F) with changes made to the datetracked
table (HR_ALL_POSITIONS_F). When you run the process, any
datetracked changes with an effective date on or before today are
applied to the non–datetracked table.

Tenure Notifications
H These notification reports are available for you to send to faculty
members and their academic manager during the Tenure process

Tenure Reports:
H The following reports are available to assist you with the
administration of Tenure tracking.
H Run this process to import a task flow to your database from a flat
file exported from another database.
See: Configuring, Reporting and System Administration in Oracle HRMS.

Void Payments Process (Payroll only)

H Allows you to void checks that have been printed but need to be
cancelled.

A – 72 Using Oracle HRMS – The Fundamentals (US)

Workforce Headcount Report
H The number and type of employees within an organization, as well
as employee attrition rate data.
See: Managing Your Workforce Using Oracle HRMS.

Windows and Reports A – 73

A – 74 Using Oracle HRMS – The Fundamentals (US)
Glossary
360 Degree Appraisal Part of the SSHR Accrual Period The unit of time, within an
Appraisal function and also known as a accrual term, in which PTO is accrued. In
Group Appraisal. This is an employee many plans, the same amount of time is
appraisal undertaken by managers with accrued in each accrual period, such as two
participation by reviewers. days per month. In other plans, the amount
360 Degree Self Appraisal Part of the SSHR accrued varies from period to period, or the
Appraisal function and also known as a entitlement for the full accrual term is given
Group Appraisal. This is a 360 Degree as an up front amount at the beginning of
appraisal initiated by an employee. The the accrual term.
employee (initiator) can add managers and Accrual Term The period, such as one year,
reviewers to the appraisal. for which accruals are calculated. In most
accrual plans, unused PTO accruals must
be carried over or lost at the end of the
A accrual term. Other plans have a rolling
accrual term which is of a certain duration
Absence Types Categories of absence, such as
but has no fixed start and end dates.
medical leave or vacation leave, that you
define for use in absence windows. Activity Rate The monetary amount or
percentage associated with an activity, such
Accrual The recognized amount of leave
as $12.35 per pay period as an employee
credited to an employee which is
payroll contribution for medical coverage.
accumulated for a particular period.
Activity rates can apply to participation,
Accrual Band A range of values that eligibility, coverages, contributions, and
determines how much paid time off an distributions.
employee accrues. The values may be years
Actual Premium The per–participant
of service, grades, hours worked, or any
premium an insurance carrier charges the
other factor.
plan sponsor for a given benefit.
Accrual Plan See: PTO Accrual Plan

Glossary – 1
Administrative Enrollment A type of Assignment Set A grouping of employees
scheduled enrollment caused by a change and/or applicants that you define for
in plan terms or conditions and resulting in running QuickPaint reports and processing
a re–enrollment. payrolls. See also: QuickPaint Report
Applicant A candidate for employment in a Assignment Status For employees, used to
Business Group. track their permanent or temporary
Appraisee A person being appraised by an departures from your enterprise, and to
appraiser.. control the remuneration they receive. For
applicants, used to track the progress of
Appraiser A person, usually a manager, who
their applications.
appraises an employee.
Appraisal An appraisal is a process where an
employee’s work performance is rated and
future objectives set. See also: Assessment.
B
BACS Banks Automated Clearing System.
Appraising Manager The person who initiates
This is the UK system for making direct
and performs an Employee–Manager or 360
deposit payments to employees.
Degree Appraisal. An appraising manager
can create appraisal objectives. Balances Positive or negative accumulations
of values over periods of time normally
Apply for a Job An SSHR function that
generated by payroll runs. A balance can
enables an employee to, apply, search and
sum pay values, time periods or numbers.
prepare applications for an internally
See also: Predefined Components
advertised vacancy.
Balance Adjustment A correction you make
Arrestment Scottish court order made out for
to a balance. You can adjust user balances
unpaid debts or maintenance payments.
and assignment level predefined balances
See also: Court Order
only.
Assessment An information gathering
Balance Dimension The period for which a
exercise, from one or many sources, to
balance sums its balance feeds, or the set of
evaluate a person’s ability to do a job. See
assignments/transactions for which it sums
also: Appraisal.
them. There are five time dimensions: Run,
Assignment An employee’s assignment Period, Quarter, Year and User. You can
identifies his or her role and payroll within choose any reset point for user balances.
a Business Group. The assignment is made
Balance Feeds These are the input values of
up of a number of assignment components.
matching units of measure of any elements
Of these, organization is mandatory, and
defined to feed the balance.
payroll is a required component for
payment purposes.
Assignment Number A number that uniquely
identifies an employee’s assignment. An
employee with multiple assignments has
multiple assignment numbers.

Glossary – 2 Using Oracle HRMS – The Fundamentals (US)

Bargaining Unit A bargaining unit is a legally Business Group The highest level
organized group of people which have the organization in the Oracle HRMS system.
right to negotiate on all aspects of terms A Business Group may correspond to the
and conditions with employers or employer whole of your enterprise or to a major
federations. A bargaining unit is generally a grouping such as a subsidiary or operating
trade union or a branch of a trade union. division. Each Business Group must
Base Currency The currency in which Oracle correspond to a separate implementation of
Payroll performs all payroll calculations for Oracle HRMS.
your Business Group. If you pay Business Number (BN) In Canada, this is the
employees in different currencies to this, employer’s account number with Revenue
Oracle Payroll calculates the amounts based Canada. Consisting of 15 digits, the first 9
on exchange rates defined in the system. identify the employer, the next 2 identify
Behavioral Indicators Characteristics that the type of tax account involved (payroll vs.
identify how a competence is exhibited in corporate tax), and the last 4 identify the
the work context. See also: Proficiency Level particular account for that tax.
Benefit Any part of an employee’s
remuneration package that is not pay.
Vacation time, employer–paid medical C
insurance and stock options are all Cafeteria Benefits Plan See: Flexible Benefits
examples of benefits. See also: Elements Program
Beneficiary A person or organization Calendars In Oracle Human Resources you
designated to receive the benefits from a define calendars that determine the start
benefit plan upon the death of the insured. and end dates for budgetary years, quarters
Block The largest subordinate unit of a and periods. For each calendar you select a
window, containing information for a basic period type. In Oracle SSP/SMP you
specific business function or entity. Every define calendars to determine the start date
window consists of at least one block. and time for SSP qualifying patterns.
Blocks contain fields and, optionally, Calendar Exceptions In Oracle SSP/SMP you
regions. They are delineated by a bevelled define calendar exceptions for an SSP
edge. You must save your entries in one qualifying pattern, to override the pattern
block before navigating to the next. See on given days. Each calendar exception is
also: Region, Field another pattern which overrides the usual
Budget Value In Oracle Human Resources pattern.
you can enter staffing budget values and Canada/Quebec Pension Plan (CPP/QPP)
actual values for each assignment to Contributions Contributions paid by
measure variances between actual and employers and employees to each of these
planned staffing levels in an organization or plans provide income benefits upon
hierarchy. retirement.

Glossary – 3
Candidate Offers An SSHR function used by a Collective Agreement A collective agreement is
line manager to offer a job to a candidate. a form of contract between an employer or
This function is supplied with its own employer representative, for example, an
responsibility. employer federation, and a bargaining unit
Career Path This shows a possible progression for example, a union or a union branch.
from one job or position from any number Collective Agreement Grade Combination of
of other jobs or positions within the information that allows you to determine
Business Group. A career path must be how an employee is ranked or graded in a
based on either job progression or position collective agreement.
progression; you cannot mix the two. Communications Benefits plan information
Carry Over The amount of unused paid time that is presented in some form to
off entitlement an employee brings forward participants. Examples include a
from one accrual term to the next. It may be pre–enrollment package, an enrollment
subject to an expiry date i.e. a date by confirmation statement, or a notice of
which it must be used or lost. See also: default enrollment.
Residual Compensation The pay you give to
Cash Analysis A specification of the different employees, including wages or salary, and
currency denominations required for bonuses. See also: Elements
paying your employees in cash. Union Compensation Object For Standard and
contracts may require you to follow certain Advanced Benefits, compensation objects
cash analysis rules. define, categorize, and help to manage the
Certification Documentation required to benefit plans that are offered to eligible
enroll or change elections in a benefits plan participants. Compensation objects include
as the result of a life event, to waive programs, plan types, plans, options, and
participation in a plan, to designate combinations of these entities.
dependents for coverage, or to receive Competence Any measurable behavior
reimbursement for goods or services under required by an organization, job or position
an FSA. that a person may demonstrate in the work
Ceiling The maximum amount of unused context. A competence can be a piece of
paid time off an employee can have in an knowledge, a skill, an attitude or an
accrual plan. When an employee reaches attribute.
this maximum, he or she must use some Competence Evaluation A method used to
accrued time before any more time will measure an employees ability to do a
accrue. defined job.
Child/Family Support payments In Canada, Competence Profile Where you record
these are payments withheld from an applicant and employee accomplishments,
employee’s compensation to satisfy a child for example, proficiency in a competence.
or family support order from a Provincial
Competence Requirements Competencies
Court. The employer is responsible for
required by an organization, job or position.
withholding and remitting the payments to
See also: Competence, Core Competencies
the court named in the order.

Glossary – 4 Using Oracle HRMS – The Fundamentals (US)

Competence Type A group of related Costing Recording the costs of an assignment
competencies. for accounting or reporting purposes.
Configurable Forms Forms that your system Using Oracle Payroll, you can calculate and
administrator can modify for ease of use or transfer costing information to your general
security purposes by means of Custom ledger and into systems for project
Form restrictions. The Form Customization management or labor distribution.
window lists the forms and their methods Court Order A ruling from a court that
of configuration. requires an employer to make deductions
Consolidation Set A grouping of payroll runs from an employee’s salary for maintenance
within the same time period for which you payments or debts, and to pay the sums
can schedule reporting, costing, and deducted to a court or local authority. See
post–run processing. also: Arrestment
Contact A person who has a relationship to an
employee that you want to record.
Contacts can be dependents, relatives, D
partners or persons to contact in an Database Item An item of information in
emergency. Oracle HRMS that has special
Contract A contract of employment is an programming attached, enabling Oracle
agreement between an employer and FastFormula to locate and retrieve it for use
employee or potential employee that in formulas.
defines the fundamental legal relationship Date To and Date From These fields are used
between an employing organization and a in windows not subject to DateTrack. The
person who offers his or her services for period you enter in these fields remains
hire. The employment contract defines the fixed until you change the values in either
terms and conditions to which both parties field. See also: DateTrack, Effective Date
agree and those that are covered by local DateTrack When you change your effective
laws. date (either to past or future), DateTrack
Contribution An employer’s or employee’s enables you to enter information that takes
monetary or other contribution to a benefits effect on your new effective date, and to
plan. review information as of the new date. See
Core Competencies Also known as Leadership also: Effective Date
Competencies or Management Competencies. Dependent In a benefit plan, a person with a
The competencies required by every person proven relationship to the primary
to enable the enterprise to meet its goals. participant whom the participant
See also: Competence designates to receive coverage based on the
Costable Type A feature that determines the terms of the plan.
processing an element receives for Deployment Factors See: Work Choices
accounting and costing purposes. There are
four costable types in Oracle HRMS:
costed, distributed costing, fixed costing,
and not costed.

Glossary – 5
Derived Factor A factor (such as age, percent Elements Components in the calculation of
of fulltime employment, length of service, employee pay. Each element represents a
compensation level, or the number of hours compensation or benefit type, such as
worked per period) that is used in salary, wages, stock purchase plans, and
calculations to determine Participation pension contributions.
Eligibility or Activity Rates for one or more Element Classifications These control the
benefits. order in which elements are processed and
Descriptive Flexfield A field that your the balances they feed. Primary element
organization can configure to capture classifications and some secondary
additional information required by your classifications are predefined by Oracle
business but not otherwise tracked by Payroll. Other secondary classifications can
Oracle Applications. See also: Key Flexfield be created by users.
Developer Descriptive Flexfield A flexfield Element Entry The record controlling an
defined by your localization team to meet employee’s receipt of an element, including
the specific legislative and reporting needs the period of time for which the employee
of your country. See also: Extra Information receives the element and its value. See also:
Types Recurring Elements, Nonrecurring Elements
Direct Deposit The electronic transfer of an Element Link The association of an element to
employee’s net pay directly into the one or more components of an employee
account(s) designated by the employee. assignment. The link establishes employee
Distribution Monetary payments made from, eligibility for that element. Employees
or hours off from work as allowed by, a whose assignment components match the
compensation or benefits plan. components of the link are eligible for the
element. See also: Standard Link
Element Set A group of elements that you
E define to process in a payroll run, or to
control access to compensation information
Effective Date The date for which you are
from a configured form, or for distributing
entering and viewing information. You set
costs.
your effective date in the Alter Effective
Date window. See also: DateTrack Eligibility The process by which a potential
benefits participant satisfies the rules
EIT See: Extra Information Type
governing whether a person can ever enroll
Electability The process which determines in a program, plan, or option in a plan. A
whether a potential benefits participant, participant who is eligible for benefits must
who has satisfied the eligibility rules also satisfy electability requirements.
governing a program, plan, or option in a
plan, is able to elect benefits. Participants
who are eligible for benefits do not always
have electable benefit choices based on the
rules established in a benefit plan design.

Glossary – 6 Using Oracle HRMS – The Fundamentals (US)

Employee Histories An SSHR function for an Entitlement In Australia, this is all unused
employee to view their, Training History, leave from the previous year that remains
Job Application History, Employment to the credit of the employee.
History, Absence History, or Salary History. ESS Employee Self Service. A predefined
A manager can also use this function to SSHR responsibility.
view information on their direct reports.
Event An activity such as a training day,
Employment Category A component of the review, or meeting, for employees or
employee assignment. Four categories are applicants.
defined: Full Time – Regular, Full Time –
Expected Week of Confinement (EWC) In
Temporary, Part Time – Regular, and Part
the UK, this is the week in which an
Time – Temporary.
employee’s baby is due. The Sunday of the
Employment Insurance (EI) Benefit plan run expected week of confinement is used in
by the federal government to which the the calculations for Statutory Maternity Pay
majority of Canadian employers and (SMP).
employees must contribute.
Extra Information Type (EIT) A type of
Employment Insurance Rate In Canada, this is developer descriptive flexfield that enables
the rate at which the employer contributes you to create an unlimited number of
to the EI fund. The rate is expressed as a information types for six key areas in
percentage of the employee’s contribution. Oracle HRMS. Localization teams may also
If the employer maintains an approved predefine some EITs to meet the specific
wage loss replacement program, they can legislative requirements of your country.
reduce their share of EI premiums by See also: Developer Descriptive Flexfield
obtaining a reduced contribution rate.
Employers would remit payroll deductions
under a different employer account number F
for employees covered by the plan.
Field A view or entry area in a window where
Employment Equity Occupational Groups
you enter, view, update, or delete
(EEOG) In Canada, the Employment Equity
information. See also: Block, Region
Occupational Groups (EEOG) consist of 14
classifications of work used in the Flex Credit A unit of ”purchasing power” in a
Employment Equity Report. The EEOGs flexible benefits program. An employee
were derived from the National uses flex credits, typically expressed in
Occupational Classification system. monetary terms, to ”purchase” benefits
plans and/or levels of coverage within
Enroll in a Class An SSHR function which
these plans.
enables an employee to search and enroll in
an internally published class. An employee
can also use this function to maintain their
competencies.
Enrollment Action Type Any action required
to complete enrollment or de–enrollment in
a benefit.

Glossary – 7
Flexible Benefits Program A benefits Grade Scale A sequence of steps valid for a
program that offers employees choices grade, where each step corresponds to one
among benefits plans and/or levels of point on a pay scale. You can place each
coverage. Typically, employees are given a employee on a point of their grade scale
certain amount of flex credits or moneys and automatically increment all placements
with which to ”purchase” these benefits each year, or as required. See also: Pay Scale
plans and/or coverage levels. Grade Step An increment on a grade scale.
Flexible Spending Account (FSA) Under US Each grade step corresponds to one point
Internal Revenue Code Section 125, on a pay scale. See also: Grade Scale
employees can set aside money on a pretax Grandfathered A term used in Benefits
basis to pay for eligible unreimbursed Administration. A person’s benefits are
health and dependent care expenses. said to be grandfathered when a plan
Annual monetary limits and use–it–or–lose changes but they retain the benefits
it provisions exist. Accounts are subject to accrued.
annual maximums and forfeiture rules.
Group A component that you define, using
Form A predefined grouping of functions, the People Group key flexfield, to assign
called from a menu and displayed, if employees to special groups such as
necessary, on several windows. Forms pension plans or unions. You can use
have blocks, regions and fields as their groups to determine employees’ eligibility
components. See also: Block, Region, Field for certain elements, and to regulate access
to payrolls.
Group Certificate In Australia, this is a
G statement from a legal employer showing
Global Value A value you define for any employment income of an employee for the
formula to use. Global values can be dates, financial year..
numbers or text.
Goods or Service Type A list of goods or
services a benefit plan sponsor has H
approved for reimbursement. Hierarchy An organization or position
Grade A component of an employee’s structure showing reporting lines or other
assignment that defines their level and can relationships. You can use hierarchies for
be used to control the value of their salary reporting and for controlling access to
and other compensation elements. Oracle HRMS information.
Grade Comparatio A comparison of the
amount of compensation an employee
receives with the mid–point of the valid
values defined for his or her grade.
Grade Rate A value or range of values
defined as valid for a given grade. Used
for validating employee compensation
entries.

Glossary – 8 Using Oracle HRMS – The Fundamentals (US)

I Leaver’s Statement In the UK, this Records
details of Statutory Sick Pay (SSP) paid
Imputed Income Certain forms of indirect during a previous employment (issued as
compensation that US Internal Revenue form SSP1L) which is used to calculate a
Service Section 79 defines as fringe benefits new employee’s entitlement to SSP. If a
and taxes the recipient accordingly. new employee falls sick, and the last date
Examples include employer payment of that SSP was paid for under the previous
group term life insurance premiums over a employment is less than eight calendar
certain monetary amount, personal use of a weeks before the first day of the PIW for
company car, and other non–cash awards. the current sickness, the maximum liability
Initiator In SSHR a person who starts a 360 for SSP is reduced by the number of weeks
Degree appraisal (Employee or Self) on an of SSP shown on the statement.
individual. An initiator and the appraisee Legal Employer A business in Australia that
are the only people who can see all employs people and has registered with the
appraisal information. Australian Tax Office as a Group Employer.
Input Values Values you define to hold Life Event A significant change in a person’s
information about elements. In Oracle life that results in a change in eligibility or
Payroll, input values are processed by ineligibility for a benefit.
formulas to calculate the element’s run
result. You can define up to fifteen input Life Event Collision A situation in which the
values for an element. impacts from multiple life events on
participation eligibility, enrollability, level of
Instructions An SSHR user assistance coverage or activity rates conflict with each
component displayed on a web page to other.
describe page functionality.
Life Event Enrollment A benefits plan
enrollment that is prompted by a life event
occurring at any time during the plan year.
K
Linking Interval In the UK, this is the number
Key Flexfield A flexible data field made up of of days that separate two periods of
segments. Each segment has a name you incapacity for work. If a period of
define and a set of valid values you specify. incapacity for work (PIW) is separated from
Used as the key to uniquely identify an a previous PIW by less than the linking
entity, such as jobs, positions, grades, cost interval, they are treated as one PIW
codes, and employee groups. See also: according to the legislation for entitlement
Descriptive Flexfield to Statutory Sick Pay (SSP). An employee
can only receive SSP for the maximum
number of weeks defined in the legislation
L for one PIW.
Leave Loading In Australia, an additional
percentage amount of the annual leave paid
that is paid to the employee.

Glossary – 9
Linked PIWs In the UK, these are linked Maternity Pay Period In the UK, this is the
periods of incapacity for work that are period for which Statutory Maternity Pay
treated as one to calculate an employee’s (SMP) is paid. It may start at any time from
entitlement to Statutory Sick Pay (SSP). A the start of the 11th week before the
period of incapacity for work (PIW) links to expected week of confinement and can
an earlier PIW if it is separated by less than continue for up to 18 weeks. The start date
the linking interval. A linked PIW can be is usually agreed with the employee, but
up to three years long. can start at any time up to the birth. An
LMSS Line Manager Self Service. A employee is not eligible to SMP for any
predefined SSHR responsibility. week in which she works or for any other
reason for ineligibility, defined by the
Long Service Leave Leave with pay granted
legislation for SMP.
to employees of a particular employer after
a prescribed period of service or Menus You set up your own navigation
employment with that employer. menus, to suit the needs of different users.
Lookup Types Categories of information, Medicare Levy An amount payable by most
such as nationality, address type and tax taxpayers in Australia to cover some of the
type, that have a limited list of valid values. cost of the public health system.
You can define your own Lookup Types,
and you can add values to some predefined
Lookup Types. N
Lower Earnings Limit (LEL) In the UK, this is NACHA National Automated Clearing House
the minimum average weekly amount an Association. This is the US system for
employee must earn to pay National making direct deposit payments to
Insurance contributions. Employees who employees.
do not earn enough to pay National National Identifier This is the alphanumeric
Insurance cannot receive Statutory Sick Pay code that is used to uniquely identify a
(SSP) or Statutory Maternity Pay (SMP). person within their country. It is often used
for taxation purposes. For example, in the
US it is the Social Security Number, in Italy
M it is the Fiscal Code, and in New Zealand it
Manager–Employee Appraisal Part of the is the IRD Number.
SSHR Appraisal function. A manager
appraisal of an employee. However, an
appraising manager does not have to be a
manager.

Glossary – 10 Using Oracle HRMS – The Fundamentals (US)

National Occupational Classification (NOC) Oracle FastFormula An Oracle tool that
code In Canada, the National Occupational allows you to write Oracle HRMS formulas
Classification (NOC) System was without using a programming language.
developed to best reflect the type of work Organization A required component of
performed by employees. Occupations are employee assignments. You can define as
grouped in terms of particular tasks, duties many organizations as you want within
and responsibilities. The use of this your Business Group. Organizations can be
standardized system ensures consistency of internal, such as departments, or external,
data from year to year within the same such as recruitment agencies. You can
company as well as between companies. structure your organizations into
These codes are used in the Employment organizational hierarchies for reporting
Equity Report. purposes and for system access control.
Net Accrual Calculation The rule that defines OSSWA Oracle Self Service Web Applications.
which element entries add to or subtract
OTM Oracle Training Management.
from a plan’s accrual amount to give net
entitlement.
Net Entitlement The amount of unused paid P
time off an employee has available in an
accrual plan at any given point in time. Pattern A pattern comprises a sequence of
time units that are repeated at a specified
Nonrecurring Elements Elements that process
frequency. Oracle SSP/SMP uses SSP
for one payroll period only unless you
qualifying patterns to determine employees
make a new entry for an employee. See
entitlement to Statutory Sick Pay (SSP).
also: Recurring Elements
Pattern Time Units A sequence of time units
North American Industrial Classification
specifies a repeating pattern. Each time
(NAIC) code The North American
unit specifies a time period of hours, days
Industrial Classification system (NAICs)
or weeks.
was developed jointly by the US, Canada
and Mexico to provide comparability in Pay Scale A set of progression points that can
statistics regarding business activity across be related to one or more rates of pay.
North America. The NAIC replaces the US Employee’s are placed on a particular point
Standard Industrial Classification (SIC) on the scale according to their grade and,
system, and is used in the Employment usually, work experience. See also: Grade
Equity Report. Scale
Not in Program Plan A benefit plan that you Payment Type There are three standard
define outside of a program. payment types for paying employees:
check, cash and direct deposit. You can
define your own payment methods
corresponding to these types.
O
Open Enrollment A type of scheduled
enrollment in which participants can enroll
in or alter elections in one or more benefits
plans.

Glossary – 11
Payroll A group of employees that Oracle Personal Tax Credits Return (TD1) A Revenue
Payroll processes together with the same Canada form which each employee must
processing frequency, for example, weekly, complete. Used by the employee to reduce
monthly or bimonthly. Within a Business his or her taxable income at source by
Group, you can set up as many payrolls as claiming eligible credits and also provides
you need. payroll with such important information as
People List An SSHR line manager utility used current address, birth date, and SIN. These
to locate an employee. credits determine the amount to withhold
from the employee’s wages for
Performance (within Assessment) An
federal/provincial taxes.
expectation of ”normal” performance of a
competence over a given period. For Plan Design The functional area that allows
example, a person may exceed performance you to set up your benefits programs and
expectation in the communication plans. This process involves defining the
competence. See also: Proficiency (within rules which govern eligibility, available
Assessment), Competence, Assessment options, pricing, plan years, third party
administrators, tax impacts, plan assets,
Period of Incapacity for Work (PIW) In the
distribution options, required reporting,
UK, this is a period of sickness that lasts
and communications.
four or more days in a row, and is the
minimum amount of sickness for which Plan Sponsor The legal entity or business
Statutory Sick Pay can be paid. If a PIW is responsible for funding and administering a
separated by less then the linking interval, a benefits plan. Generally synonymous with
linked PIW is formed and the two PIWs are employer.
treated as one. Position A specific role within the Business
Period Type A time division in a budgetary Group derived from an organization and a
calendar, such as week, month, or quarter. job. For example, you may have a position
of Shipping Clerk associated with the
Person Search An SSHR function which
organization Shipping and the job Clerk.
enables a manager to search for a person.
There are two types of search, Simple and Predefined Components Some elements and
Advanced. balances, all primary element classifications
and some secondary classifications are
Person Type There are eight system person
defined by Oracle Payroll to meet
types in Oracle HRMS. Seven of these are
legislative requirements, and are supplied
combinations of employees, ex–employees,
to users with the product. You cannot
applicants, and ex–applicants. The eighth
delete these predefined components.
category is ’External’. You can create your
own user person types based on the eight Professional Information An SSHR function
system types. which allows an employee to maintain their
own professional details or a line manager
Personal Public Service Number (PPS) The
to maintain their direct reports professional
Irish equivalent to National Insurance
details.
number in the UK, or the Social Security
number in the US.

Glossary – 12 Using Oracle HRMS – The Fundamentals (US)

Proficiency (within Assessment) The Q
perceived level of expertise of a person in a
competence, in the opinion of the assessor, QPP (See Canada/Quebec Pension Plan)
over a given period. For example, a person Qualification Type An identified
may demonstrate the communication qualification method of achieving
competence at Expert level. See also: proficiency in a competence, such as an
Performance (within Assessment), Competence, award, educational qualification, a license
Assessment or a test. See also: Competence
Proficiency Level A system for expressing and Qualifying Days In the UK, these are days on
measuring how a competence is exhibited which Statutory Sick Pay (SSP) can be paid,
in the work context. See also: Behavioral and the only days that count as waiting
Indicators. days. Qualifying days are normally work
Progression Point A pay scale is calibrated in days, but other days may be agreed.
progression points, which form a sequence Qualifying Pattern See: SSP Qualifying Pattern
for the progression of employees up the pay Qualifying Week In the UK, this is the week
scale. See also: Pay Scale during pregnancy that is used as the basis
Provincial/Territorial Employment Standards for the qualifying rules for Statutory
Acts In Canada, these are laws covering Maternity Pay (SMP). The date of the
minimum wages, hours of work, overtime, qualifying week is fifteen weeks before the
child labour, maternity, vacation, expected week of confinement and an
public/general holidays, parental and employee must have been continuously
adoption leave, etc., for employees employed for at least 26 weeks continuing
regulated by provincial/territorial into the qualifying week to be entitled to
legislation. SMP.
Provincial Health Number In Canada, this is Quebec Business Number In Canada, this is
the account number of the provincially the employer’s account number with the
administered health care plan that the Ministere du Revenu du Quebec, also
employer would use to make remittances. known as the Quebec Identification
There would be a unique number for each number. It consists of 15 digits, the first 9
of the provincially controlled plans i.e. identify the employer, the next 2 identify
EHT, Quebec HSF, etc. the type of tax account involved (payroll vs.
PTO Accrual Plan A benefit in which corporate tax), and the last 4 identify the
employees enroll to entitle them to accrue particular account for that tax.
and take paid time off. The purpose of Questionnaire An SSHR function which
absences allowed under the plan, who can records the results of an appraisal.
enroll, how much time accrues, when the
time must be used, and other rules are
defined for the plan.

Glossary – 13
QuickPaint Report A method of reporting on Region A collection of logically related fields
employee and applicant assignment in a window, set apart from other fields by
information. You can select items of a rectangular box or a horizontal line across
information, paint them on a report layout, the window. See also: Block, Field
add explanatory text, and save the report Registered Pension Plan (RPP) This is a
definition to run whenever you want. See pension plan that has been registered with
also: Assignment Set Revenue Canada. It is a plan where funds
are set aside by an employer, an employee,
or both to provide a pension to employees
R when they retire. Employee contributions
Rates A set of values for employee grades or are generally exempt from tax.
progression points. For example, you can Registered Retirement Savings Plan (RRSP)
define salary rates and overtime rates. This is an individual retirement savings
Rating Scale Used to describe an enterprise’s plan that has been registered with Revenue
competencies in a general way. You do not Canada. Usually, contributions to the
hold the proficiency level at the competence RRSP, and any income earned within the
level. See also: Proficiency Level RRSP, is exempt from tax.
Record of Employment (ROE) A Human Report Parameters Inputs you make when
Resources Development Canada form that submitting a report to control the sorting,
must be completed by an employer formatting, selection, and summarizing of
whenever an interruption of earnings information in the report.
occurs for any employee. This form is Report Set A group of reports and concurrent
necessary to claim Employment Insurance processes that you specify to run together.
benefits. Requisition The statement of a requirement
Recruitment Activity An event or program to for a vacancy or group of vacancies.
attract applications for employment. Request Groups A list of reports and
Newspaper advertisements, career fairs processes that can be submitted by holders
and recruitment evenings are all examples of a particular responsibility. See also:
of recruitment activities. You can group Responsibility
several recruitment activities together
Residual The amount of unused paid time off
within an overall activity.
entitlement an employee loses at the end of
Recurring Elements Elements that process an accrual term. Typically employees can
regularly at a predefined frequency. carry over unused time, up to a maximum,
Recurring element entries exist from the but they lose any residual time that exceeds
time you create them until you delete them, this limit. See also: Carry Over
or the employee ceases to be eligible for the
element. Recurring elements can have
standard links. See also: Nonrecurring
Elements, Standard Link

Glossary – 14 Using Oracle HRMS – The Fundamentals (US)

Responsibility A level of authority in an S
application. Each responsibility lets you
access a specific set of Oracle Applications Search by Date An SSHR sub–function used
forms, menus, reports, and data to fulfill to search for a Person by Hire date,
your business role. Several users can share Application date, Job posting date or search
a responsibility, and a single user can have by a Training event date.
multiple responsibilities. See also: Security Salary Basis The period of time for which an
Profile, User Profile Options, Request Groups, employee’s salary is quoted, such as hourly
Security Groups or annually. Defines a group of employees
Retry Method of correcting a payroll run or assigned to the same salary basis and
other process before any post–run receiving the same salary element.
processing takes place. The original run Scheduled Enrollment A benefits plan
results are deleted and the process is run enrollment that takes place during a
again. predefined enrollment period, such as an
Revenue Canada Department of the open enrollment. Scheduled enrollments
Government of Canada which, amongst can be administrative, open, or
other responsibilities, administers, unrestricted.
adjudicates, and receives remittances for all Security Group Security groups enable HRMS
taxation in Canada including income tax, users to partition data by Business Group.
Employment Insurance premiums, Canada Only used for Security Groups Enabled
Pension Plan contributions, and the Goods security. See also: Responsibility, Security
and Services Tax (legislation is currently Profile, User Profile Options
proposed to revise the name to the Canada Security Groups Enabled Formerly known as
Customs and Revenue Agency). In the Cross Business Group Responsibility
province of Quebec the equivalent is the security. This security model uses security
Ministere du Revenu du Quebec. groups and enables you to link one
Reviewer (SSHR) A person invited by an responsibility to many Business Groups.
appraising manager to add review Security Profile Security profiles control
comments to an appraisal. access to organizations, positions and
Reversal Method of correcting payroll runs or employee and applicant records within the
QuickPay runs after post–run processing Business Group. System administrators use
has taken place. The system replaces them in defining users’ responsibilities. See
positive run result values with negative also: Responsibility
ones, and negative run result values with Self Appraisal Part of the SSHR Appraisal
positive ones. Both old and new values function. This is an appraisal undertaken by
remain on the database. an employee to rate their own performance
Rollback Method of removing a payroll run and competencies.
or other process before any post–run SMP See: Statutory Maternity Pay
processing takes place. All assignments
and run results are deleted.

Glossary – 15
Social Insurance Number (SIN) A unique Standard Link Recurring elements with
number provided by Human Resources standard links have their element entries
Development Canada (HRDC) to each automatically created for all employees
person commencing employment in whose assignment components match the
Canada. The number consists of 9 digits in link. See also: Element Link, Recurring
the following format (###–###–###). Elements
Source Deductions Return (TP 1015.3) A Statement of Commissions and Expenses for
Ministere du Revenu du Quebec form Source Deduction Purposes (TP
which each employee must complete. This 1015.R.13.1) A Ministere du Revenu du
form is used by the employee to reduce his Quebec form which allows an employee
or her taxable income at source by claiming who is paid partly or entirely by
eligible credits and also provides payroll commissions to pay a constant percentage
with such important information as current of income tax based on his or her estimated
address, birth date, and SIN. These credits commissions for the year, less allowable
determine the amount of provincial tax to business expenses.
withhold from the employee’s wages. Statement of Remuneration and Expenses
Special Information Types Categories of (TD1X) In Canada, the Statement of
personal information, such as skills, that Remuneration and Expenses allows an
you define in the Personal Analysis key employee who is paid partly or entirely by
flexfield. commission to pay a constant percentage of
SSHR Oracle Self–Service Human Resources. income tax, based on his or her estimated
An HR management system using an income for the year, less business-related
intranet and web browser to deliver expenses.
functionality to employees and their Statutory Maternity Pay In the UK, you pay
managers. Statutory Maternity Pay (SMP) to female
SSP See: Statutory Sick Pay employees who take time off work to have
a baby, providing they meet the statutory
SSP Qualifying Pattern In the UK, an SSP
requirements set out in the legislation for
qualifying pattern is a series of qualifying
SMP.
days that may be repeated weekly, monthly
or some other frequency. Each week in a Standard HRMS Security The standard
pattern must include at least one qualifying security model. Using this security model
day. Qualifying days are the only days for you must log on as a different user to see a
which Statutory Sick Pay (SSP) can be paid, different Business Group. See:
and you define SSP qualifying patterns for
all the employees in your organization so
that their entitlement to SSP can be
calculated.

Glossary – 16 Using Oracle HRMS – The Fundamentals (US)

Statutory Sick Pay In the UK, you pay Tips An SSHR user assistance component that
Statutory Sick Pay (SSP) to employees who provides information about a field.
are off work for four or more days because
they are sick, providing they meet the
statutory requirements set out in the U
legislation for SSP.
User Assistance Components SSHR online
Succession Planning An SSHR function which help comprising tips and instructions.
enables a manager to prepare a succession
User Balances Users can create, update and
plan.
delete their own balances, including
Suitability Matching An SSHR function which dimensions and balance feeds. See also:
enables a manager to compare and rank a Balances
persons competencies.
User Profile Options Features that allow
Superannuation Guarantee An Australian system administrators and users to tailor
system whereby employers are required to Oracle HRMS to their exact requirements.
contribute a percentage of an eligible See also: Responsibility, Security Profile
employee’s earnings to a superannuation
fund to provide for their retirement.
V
Viewer (SSHR) A person with view only
T access to an appraisal. An appraising
Tabbed Regions Parts of a window that manager or an employee in a 360 Degree
appear in a stack so that only one is visible Self appraisal can appoint view only access
at any time. You click on the tab of the to an appraisal.
required region to bring it to the top of the
stack.
Task Flows A sequence of windows linked by W
buttons to take you through the steps WCB Account Number In Canada, this is the
required to complete a task, such as hiring a account number of the provincially
new recruit. System administrators can administered Worker’s Compensation
create task flows to meet the needs of Board that the employer would use to make
groups of users. remittances. There would be a unique
Terminating Employees You terminate an number for each of the provincially
employee when he or she leaves your controlled boards i.e. Workplace Safety &
organization. Information about the Insurance Board of Ontario, CSST, etc.
employee remains on the system but all
current assignments are ended.
Termination Rule Specifies when entries of an
element should close down for an employee
who leaves your enterprise. You can define
that entries end on the employee’s actual
termination date or remain open until a
final processing date.

Glossary – 17
Waiting Days In the UK, statutory Sick Pay is Worker’s Compensation Board In Canada,
not payable for the first three qualifying this is a provincially governed legislative
days in period of incapacity for work body which provides benefits to employees
(PIW), which are called waiting days. They upon injury, disability, or death while
are not necessarily the same as the first performing the duties of the employer.
three days of sickness, as waiting days can Worker’s Compensation Board premiums
be carried forward from a previous PIW if are paid entirely by the employer.
the linking interval between the two PIWs Workflow An Oracle application which uses
is less than 56 days. charts to manage approval processes and in
Work Choices Also known as Work addition is used in SSHR to configure
Preferences, Deployment Factors, or Work display values of sections within a web
Factors. These can affect a person’s capacity page and instructions.
to be deployed within an enterprise, such Work Structures The fundamental definitions
willingness to travel or relocate. You can of organizations, jobs, positions, grades,
hold work choices at both job and position payrolls and other employee groups within
level, or at person level. your enterprise that provide the framework
for defining the work assignments of your
employees.

Glossary – 18 Using Oracle HRMS – The Fundamentals (US)

Index

A B
AAP Organization, organization classification, Balances, fiscal year, 2 – 28
2 – 17 Bargaining association, entering trade union
AAP Reporting, setting up, 8 – 10 information, 2 – 37
AAP reporting Bargaining Unit, organization classification, 2 –
data for, 8 – 36 17
hierarchies for, 8 – 36 BEE, customizing segment names for, 2 – 8
organizations for, 8 – 35, 8 – 38 Beneficiary Organization, organization
overview of, 8 – 34 to 8 – 36 classification, 2 – 17, 2 – 18
setup steps for, 8 – 10
Benefits Carrier, organization classification, 2 –
AAP Reporting Information, associate jobs 18
with, 8 – 39
Budget
ADA reporting in project based enterprises, 4 – 21
information for, 8 – 46 in rule based enterprises, 4 – 25
overview of, 8 – 45 transaction, viewing status, 4 – 49
setup steps for, 8 – 11
Budget value defaults, defining for Business
Additional Information, entering, 2 – 23 Group, 2 – 29
Addresses, for work sites, 2 – 4 to 2 – 49 Business Group
Applicant numbers, ways of creating, 2 – 8 reporting categories, 8 – 12
ASSEDIC Center, organization classification, 2 reporting statuses, 8 – 13
– 18 Business Groups
Assignments, verifying for mass move, 4 – 61 adapting and creating, 2 – 8
Available Payment Methods, 5 – 5 additional information for, 2 – 23, 2 – 24

Index – 1
 creating hierarchies using multiple business Constituency, organization classification, 2 – 17
groups, 3 – 3 Contract staff, 4 – 27
creating multi–business group hierarchies, 3 Corporate Headquarters
–3 organization classification, 2 – 17
defaults for, 2 – 7 Reporting Establishment for, 8 – 13 to 8 – 15
defining, 2 – 21 to 2 – 23, 2 – 28 to 2 – 30
defining a default monthly payroll, 2 – 31 Cost Allocation key flexfield
defining budget value defaults, 2 – 29 to 2 – designing segments to hold transfer
30 information, 6 – 13 to 6 – 15
organization classification, 2 – 16 entry overrides, 6 – 11
reorganizing, 4 – 58 mapping to GL Accounting flexfield, 6 – 20
reorganizing with Mass Move, 4 – 56 to 4 – role of qualifiers, 6 – 12 to 6 – 14
58 setting up, 6 – 11 to 6 – 25
representing companies in, 2 – 19 to 2 – 21 use of, 6 – 10 to 6 – 11
representing employers by, 2 – 2 Cost analysis, 6 – 2
selecting a pto balance, 2 – 30 overview, 6 – 2
single and multiple, 2 – 7 Cost centers
startup data, 2 – 6 allocating costs to, 6 – 4 to 6 – 5
defining organizations as, 6 – 9
for organizations, 2 – 20 to 2 – 21
C in the Cost Allocation flexfield, 6 – 13 to 6 –
15
Calendars, for payrolls, 5 – 10 Costable types
Career Paths. See Lines of Progression costed, 6 – 6
Collective agreement grades default for element link, 6 – 5
entering, 4 – 80 distributed, 6 – 6
setting up, 4 – 80 fixed costed, 6 – 6
Collective agreements, 4 – 4 Costing
entering, 4 – 79 for payrolls, 5 – 10
Commands, for menus and toolbar, 3 – 12 process, 6 – 19
Company, organization classification, 2 – 18 Costing information
allocating payroll run results, 6 – 4 to 6 – 7
Comparatio values for grades, 4 – 73
for assignments, 6 – 9 to 6 – 10
Compensation and benefits, relating grades to, for element entries, 6 – 15 to 6 – 17
4 – 67 for element links, 6 – 5 to 6 – 7
Consolidation sets for GL debits and credits, 6 – 7
defining, 5 – 8 for organizations and assignments, 6 – 9 to 6
deleting, 5 – 8 – 11
Constituencies for payrolls, 6 – 5
entering organization hierarchy information, for projects, 4 – 20
2 – 35 for taxes, 6 – 15 to 6 – 25
entering bargaining unit information, 2 – 36 transfer to Oracle GL, 6 – 20 to 6 – 22
entering collective agreement grade CPAM, organization classification, 2 – 18
information, 2 – 37
entering grade information, 2 – 36
entering job information, 2 – 36 D
entering location information, 2 – 35
entering organization information, 2 – 35 Database triggers, 5 – 5

Index – 2 Using Oracle HRMS – The Fundamentals (US)

DateTrack Employee groups, defining through work
changing datetracked information, 1 – 16 to 1 structure assignments, 5 – 4
– 18 Employee numbers, ways of creating, 2 – 8
date reminder user profile option, 1 – 15 Employees, exempting from Worker’s
date security user profile option, 1 – 17 Compensation, 7 – 12
dated and datetracked compared, 1 – 14 to 1
– 16 Employer
deleting datetracked information, 1 – 18 charges, distribution of, 6 – 6
future updates, 1 – 17 organization classification, 2 – 17
main functions, 1 – 15 to 1 – 17 Employees, placing on a grade step, 4 – 76
removing an end date, 1 – 19 End dates, removing, 1 – 19
setting your effective date, 1 – 18 Enterprise modeling
viewing a record’s datetracked changes, 1 – hybrid enterprises, 4 – 25 to 4 – 27
16, 1 – 19 Oracle HRMS overview, 4 – 2
Defining a Payment Method, 5 – 8 project based enterprises, 4 – 18 to 4 – 22
Disabilities reorganizing with Mass Move, 4 – 56
accommodation requests for, 8 – 47 to 8 – 48 role of jobs, positions and grades in, 4 – 4
recording types of, 8 – 46 rule based enterprises, 4 – 22 to 4 – 25
registration of, 8 – 45 three models to consider, 4 – 4
Disability Organization, organization Establishment, organization classification, 2 –
classification, 2 – 17 18
Distributed costing Establishment hierarchies
distributing employer charges, 6 – 6 to 6 – 8 and Reporting Establishments, 8 – 3
distribution set requirement, 6 – 6 to 6 – 7 example of, 8 – 4, 8 – 5, 8 – 8
example of, 6 – 7 to 6 – 25 for AAP reports, 8 – 5, 8 – 38
Dynamic triggers for multi–establishment GREs, 8 – 6 to 8 – 9
defining, 5 – 12 for single–establishment GREs, 8 – 5
grouping into legislative functional areas, 5 – rule for, 8 – 5
14 setup of, 8 – 14 to 8 – 15
varieties of, 8 – 5
Establishments
for government reporting, 8 – 3
E for OSHA reports, 8 – 3, 8 – 49
EEO Job Categories, 8 – 26 Ethnic origin, categories for, 8 – 29
EEO job categories, 8 – 30 to 8 – 32 External organizations, 2 – 11
EEO–1 reporting Extra information types, predefined, 4 – 17
ethnic categories for, 8 – 29
job categories for, 8 – 30
overview of, 8 – 27 to 8 – 29 F
setup steps for, 8 – 21
Element links, costing of, 6 – 5 to 6 – 7 Fiscal year, balances for, 2 – 28
Elements, costing of, 6 – 5 to 6 – 7
Employee, entering establishment overrides, 8
– 16 G
Employee assignments GL codes
position based, 4 – 22 for federal taxes, 6 – 16
project based, 4 – 18 to 4 – 22

Index – 3
 for state and local taxes, 6 – 17 to 6 – 19 displaying, 3 – 3
in the Cost Allocation flexfield, 6 – 13 to 6 – displaying information, 3 – 6
15 editing, 3 – 2
Government–mandated HR reports expanding diagrams, 3 – 5
overview of, 8 – 2 finding an organization or position, 3 – 4
preparations for, 8 – 7 launching, 3 – 3
Reporting Categories and Statuses for, 8 – 3 moving organizations or positions, 3 – 11
reporting organizations for, 8 – 3 organization, 3 – 2
Grade rates, 4 – 68 to 4 – 70 overview, 3 – 2
position, 3 – 2
Grade scales, 4 – 70 removing organizations or positions, 3 – 10
Grade steps, 4 – 71 setting up a new hierarchy, 3 – 7
incrementing placements, 4 – 77 Hours of work
placing employees on, 4 – 71 entering defaults for, 2 – 7, 2 – 30 to 2 – 31
Grade structures, 4 – 3 work schedules for, 2 – 33 to 2 – 34
Grades HR Organization
comparatio values, 4 – 73 entering costing information, 2 – 32
defining, 4 – 72 to 4 – 74 organization classification, 2 – 16
deleting, 4 – 72 HR Organizations, entering work schedules, 2
overview, 4 – 65 to 4 – 82 – 33
relating to progression points, 4 – 71, 4 – 76
Human resource management
GRE/Legal Entity, organization classification, importance of, 1 – 3
2 – 17 in hybrid enterprises, 4 – 25 to 4 – 82
GREs in project based enterprises, 4 – 18 to 4 – 22
additional information for, 2 – 25 in rule based enterprises, 4 – 22 to 4 – 25
and common paymasters, 2 – 12 integration over time with payroll
and Legal Entities, 2 – 13 management, 1 – 6
and tax groups, 2 – 16 Oracle’s preferred model, 1 – 8
entering NACHA tape data, 5 – 11
functions of, 2 – 12
identification number for, 2 – 12, 2 – 32
NACHA information for, 5 – 11 I
setting up establishment hierarchies, 8 – 14 Indirect results, costing of, 6 – 5 to 6 – 7
setting up Worker’s Compensation, 7 – 11 Insurance carriers, for Workers Compensation,
7–2
Insurance Provider, organization classification,
H 2 – 18
Hierarchy Diagrammers IRS Identification Number, entering, 2 – 32
adding organizations, 3 – 10
adding positions, 3 – 10
collapsing diagrams, 3 – 5 J
copying, 3 – 9
creating a new version, 3 – 8 Job codes, for Workers Compensation, 7 – 3 to
creating hierarchies using multiple Business 7 – 4, 7 – 12 to 7 – 13
Groups, 3 – 3 Job groups, 4 – 3
creating multi–business group hierarchies, 3 creating, 4 – 27
–3

Index – 4 Using Oracle HRMS – The Fundamentals (US)

Jobs prerequisite decisions for, 4 – 56
contrasted with positions, 4 – 6 re–executing after error message, 4 – 64
creating names for, 4 – 16 reviewing, 4 – 63
defining, 4 – 28 using for Business Group reorganization, 4 –
evaluation systems for, 4 – 16 56
in project based enterprises, 4 – 20 verifying transfer of assignments, 4 – 61 to 4
lines of progression for, 8 – 16 to 8 – 17 – 63
representing jobs and positions, 4 – 2 to 4 – 7 verifying valid grades for target positions, 4
Workers Compensation codes for, 7 – 3 to 7 – – 62
5 Matrix management, hierarchies for, 2 – 42
Medical Service Provider, organization
classification, 2 – 17
K Menus
Key flexfields Edit menu, 3 – 12
Cost Allocation, 2 – 8, 6 – 10 to 6 – 25 File menu, 3 – 12
Grade Name, 4 – 66 Help menu, 3 – 14
Job Name, 4 – 16 summary of commands, 3 – 12
People Group, 5 – 4 using, 3 – 12
Position Name, 4 – 16 View menu, 3 – 13
Multilingual features in Oracle HRMS, 1 – 12
to 1 – 14
L Multiple Worksite reporting, filing information
for, 2 – 25
Labor costs
allocation choices with Oracle HR, 6 – 3
example allocation of, 6 – 4 to 6 – 5
N
Legal Entity, organization classification, 2 – 17
Legislation code, 2 – 28 NACHA, 5 – 11
Lines of Progression, defining, 8 – 16 National Identifiers, 1 – 12
Links, for Workers Compensation elements, 7 – Node properties, for diagrams, 3 – 13
8
Locations, 2 – 4 to 2 – 49
deleting, 2 – 11 O
making inactive, 2 – 10 OPACIF, organization classification, 2 – 18
setting up, 2 – 9
OPCA, organization classification, 2 – 18
Oracle Advanced Benefits, key functions of, 1 –
6
M Oracle HRMS
Managing change over time, 1 – 14 details of application suite, 1 – 4 to 1 – 6
Mass Move process key concepts for new users, 1 – 2
defining, 4 – 58 multilingual features, 1 – 7, 1 – 12 to 1 – 14
executing, 4 – 63 Oracle Human Resources
identifying source positions, 4 – 59 key features, 1 – 4
identifying target positions, 4 – 60 self–service provision for managers and
maintaining historical archive of moves, 4 – employees, 1 – 7
57

Index – 5
 shares common information with pay and versions of, 2 – 43
benefits, 1 – 10 to 1 – 13 Organization management, overview, 2 – 2 to 2
Oracle Payroll –4
key features, 1 – 5 Organization types, 2 – 11
shares common information with HR and Organizational Payment Method, 5 – 8
benefits, 1 – 10 to 1 – 13
Organizations
Organization, entering additional information, adding to existing hierarchies, 2 – 33
2 – 23 adding to hierarchies, 2 – 23, 2 – 25, 8 – 15 to
Organization Classification, entering 8 – 16
additional information, 2 – 23 classifications for, 2 – 23
Organization classifications, 2 – 12, 2 – 16 cost centers for, 2 – 20 to 2 – 21
AAP Organization, 2 – 17 creating, 2 – 21 to 2 – 23
ASSEDIC Center, 2 – 18 deleting and removing, 2 – 41
Bargaining Unit, 2 – 17 displaying information, 3 – 6
Beneficiary Organization, 2 – 17 entering classifications for, 2 – 23
Beneficiary Organization, 2 – 18 entering locations for, 2 – 9 to 2 – 11
Benefits Carrier, 2 – 18 external, 2 – 11
Business Group, 2 – 16 in project based enterprises, 4 – 20
Company, 2 – 18 levels of internal, 2 – 19 to 2 – 21
Constituency, 2 – 17 representing enterprise structures by, 2 – 11
Corporate Headquarters, 2 – 17 to 2 – 13
CPAM, 2 – 18 used with position control, 4 – 7
Disability Organization, 2 – 17 OSHA
Employer, 2 – 17 Form 101 Report, 8 – 52
Establishment, 2 – 18 Form 200 Report, 8 – 52
GRE/Legal Entity, 2 – 17 OSHA reporting
HR Organization, 2 – 16 establishments for, 8 – 49
Insurance Provider, 2 – 18 for fatalities, 8 – 51
Medical Service Provider, 2 – 17 information for, 8 – 49 to 8 – 50
OPACIF, 2 – 18 overview of, 8 – 48
OPCA, 2 – 18 setup steps for, 8 – 12
Parent Entity, 2 – 17
Payee Organization, 2 – 16 Overhead labor costs, distribution of, 6 – 7 to 6
Pensions Provider, 2 – 18 – 24
Provincial Medical Carrier, 2 – 18
Provincial Reporting Establishment (PRE), 2
– 18 P
Reporting Establishment, 2 – 17
Parent Entity, organization classification, 2 – 17
Representative Body, 2 – 17
URSSAF Center, 2 – 18 Parent organizations, 8 – 15 to 8 – 16
Workers Compensation Carrier, 2 – 18 Pay periods, selecting, 5 – 9
Organization hierarchies, 2 – 41 to 2 – 49 Pay scales, 4 – 70
adding further organizations, 2 – 33 defining, 4 – 74
adding to, 8 – 15 to 8 – 16 defining rates for, 4 – 75
changing, 2 – 47 Payee Organization, organization
creating, 2 – 45 to 2 – 49 classification, 2 – 16
deleting, 2 – 48 Payment Method, defining, 5 – 8
for matrix management, 2 – 42

Index – 6 Using Oracle HRMS – The Fundamentals (US)

Payment Methods, 5 – 5 Positions
Payment methods contrasted with jobs, 4 – 6
deciding enterprise options, 5 – 2, 5 – 3 creating names, 4 – 16
for a payroll, 5 – 10 defining, 4 – 30
Payroll displaying information, 3 – 6
creating, 5 – 9 evaluation systems, 4 – 16
overview, 5 – 2 to 5 – 4 extra information types, 4 – 17
finding, 4 – 47
Payroll calendars, table of frequencies, 5 – 2 hiring status, 4 – 14
Payroll exposure identifying source positions for mass move,
entering rules for, 7 – 13 to 7 – 14 4 – 59
for Workers Compensation premiums, 7 – 2, identifying target positions for mass move, 4
7 – 5, 7 – 6 – 60
Payroll Exposure Rules and Surcharges, 7 – 13 key role in rule based enterprises, 4 – 22 to 4
Payroll processes – 25
costing, 6 – 19 managing, 4 – 5
Transfer to GL, 6 – 20 to 6 – 22 representing jobs and positions, 4 – 2 to 4 – 7
Payrolls viewing occupancy, 4 – 49
check date, 5 – 9 Primary reporting hierarchy, 2 – 42
cut off date, 5 – 9 Process parameters, 5 – 7
deleting, 5 – 11 maintaining, 5 – 16
scheduled run date, 5 – 9 Progression points
Pensions Provider, organization classification, defining, 4 – 74
2 – 18 relating to grades, 4 – 71
People Group key flexfield Project based enterprises, 4 – 18 to 4 – 22
important features, 5 – 4 Provincial Medical Carrier, organization
making segments required, 5 – 5 classification, 2 – 18
to represent companies, 2 – 19 to 2 – 21 Provincial Reporting Establishment (PRE),
Position organization classification, 2 – 18
copying a, 4 – 38, 4 – 43 Public sector, implementation in, 4 – 22 to 4 –
decisions for managing, 4 – 13 25
defining using transactions, 4 – 36
position control, 4 – 9
solutions for managing, 4 – 9
transaction, using, 4 – 36 Q
transaction, viewing history, 4 – 49 Qualifiers, for Cost Allocation key flexfield, 6 –
Position control, decisions, 4 – 13 12 to 6 – 14
Position hierarchies, 4 – 51
adding a new position, 4 – 35
changing, 4 – 55
copying, 4 – 54
R
creating, 4 – 53 to 4 – 81 Rates
creating new versions, 4 – 54 for grades, 4 – 68
deleting, 4 – 54 for pay scales, 4 – 75
role of, 4 – 5 Regular runs, scheduled date of, 5 – 9

Index – 7
Reporting Categories, registering, 8 – 12 Special information types
Reporting Categories and Statuses, 8 – 3 for disability information, 8 – 46
registering, 2 – 7, 8 – 7 to 8 – 9 for OSHA–reportable incidents, 8 – 50 to 8 –
Reporting Establishment, organization 52
classification, 2 – 17 Subsidiaries, as Business Groups, 2 – 7
Reporting Establishments Supplementary roles, 4 – 3
additional information for, 2 – 25 to 2 – 42 Surcharges, for Workers Compensation, 7 – 5, 7
for corporate headquarters, 8 – 13 to 8 – 14 – 13 to 7 – 14
for government reports, 8 – 3 Suspense account, 6 – 5
overrides for, 8 – 4, 8 – 16 to 8 – 18
Reporting lines, 2 – 42, 4 – 51, 4 – 53
Reporting organizations T
additional information for, 2 – 25 to 2 – 27
overview of, 8 – 3 to 8 – 5 Target positions, identifying for mass move, 4
setup of, 8 – 8 – 60 to 4 – 62
Reporting Statuses, registering, 8 – 13 Tax balances, entering adjustments to, 6 – 22 to
6 – 25
Reports
AAP Job Group Analysis, 8 – 39 Taxes
AAP Workforce Analysis, 8 – 39 costing, by jurisdiction, 6 – 17
ADA, 8 – 48 costing, by tax type, 6 – 16
Costing Breakdown for Costing Run, 6 – 20 maintaining information for, 2 – 13, 2 – 25
Costing Breakdown for Date Range, 6 – 20 Toolbar
Current and Projected Progression Point summary of commands, 3 – 12
Values, 4 – 78 using, 3 – 12
Employee Increment Results, 4 – 78 Transaction, viewing history, 4 – 49
Organization Hierarchy, 2 – 48 Transfer to GL process, 6 – 21
OSHA No. 200 and No. 101, 8 – 52
Position Hierarchy, 4 – 56
VETS–100 Veterans Employment, 8 – 42 to 8
– 53 U
Representative body Union pay scales, 4 – 70
entering constituency information, 2 – 34 URSSAF Center, organization classification, 2 –
entering information, 2 – 29 18
organization classification, 2 – 17
User profile options
Rule based enterprises, 4 – 22 DateTrack:Date Security, 1 – 17
DateTrack:Reminder, 1 – 15
HR:User Type, 1 – 12
S
Salary, relating to grades, 4 – 67
Salary basis, assignments to, 5 – 4
V
Scale rates, 4 – 75 Valid Payment Methods, 5 – 9
Security, controlling use of shared windows, 1 VETS–100 reporting
– 12 data for, 8 – 41 to 8 – 42
Source positions, identifying for mass move, 4 overview of, 8 – 40
– 59 setup steps for, 8 – 23

Index – 8 Using Oracle HRMS – The Fundamentals (US)

W Organization, 2 – 21
Organization Hierarchy, 2 – 45
Window Organizational Payment Method, 5 – 2
Career Path Names, 8 – 16 OSHA–reportable Incident, 8 – 50
Map Career Path, 8 – 16 Parent Organization, 2 – 33
Organization Pay Scale, 4 – 74
defining reporting establishments, 8 - 13 Payroll, 5 – 9
reporting categories, 8 - 12 Period Dates, 5 – 10
reporting statuses, 8 - 13 Position Hierarchy, 4 – 53
Organizational Payment Method, 5 – 8 Position Occupancy, 4 – 49
Parent Organization, reporting hierarchies, 8 Position transaction, 4 – 36
– 15 Scale Rate, 4 – 75
Payroll, 5 – 9 transaction status, viewing, 4 – 49
Windows Valid Payment Methods, 5 – 10
ADA Disabilities, 8 – 46 View Employee Grade Comparatio, 4 – 73
Adjust Tax and Subject Wage Balances, 6 – 22 Work Day Information, 2 – 30
Alter Effective Date, 1 – 18 Work Schedule, 2 – 33
Business Group Information, 2 – 28 Work day information, 2 – 30
Career Path Name, 8 – 16 Work schedules, entering, 2 – 33
Consolidation Sets, 5 – 8 Work structures
DateTrack History Change Field Summary, 1 key features in Oracle HRMS, 1 – 9
– 19 setup examples, 4 – 4 to 4 – 17
default navigation paths, A – 2 Workers Compensation
Disability Accommodations, 8 – 47 elements and formula for, 7 – 7 to 7 – 9
Find Organization, 2 – 40 entering WC codes, 7 – 13
Find Positions, 4 – 59 exempting employees, 7 – 12
Generic Hierarchy, 2 – 18, 8 – 20, 8 – 24, 8 – insurance carriers for, 7 – 2
25, 8 – 26 job codes and rates for, 7 – 3 to 7 – 5, 7 – 12
Grade Rate, 4 – 73 to 7 – 16
Grade Scale, 4 – 71 links for WC elements, 7 – 7
Grade Step Placement, 4 – 71 override code for, 7 – 5, 7 – 7, 7 – 14
Grades, 4 – 72 premium calculation, 7 – 2, 7 – 8
Hierarchy Diagram, 3 – 3 premium modifiers, 7 – 4 to 7 – 5
Job, 4 – 28 setting up, 7 – 11 to 7 – 16
Job Group, 4 – 27
Location, 2 – 10 Workers Compensation Carrier, organization
Map Career Path, 8 – 16 classification, 2 – 18
Mass Move, 4 – 58, 4 – 59 Workers Compensation Code Mapping,
Mass Move – Assignments, 4 – 61 creating default, 7 – 10
Mass Move – Positions, 4 – 60 Workflow roles, 4 – 3
Mass Move – Valid Grades, 4 – 62

Index – 9
Index – 10 Using Oracle HRMS – The Fundamentals (US)