32 payroll setup_part_32_(skylark_group_pvt_ltd)

Menu, Functions and Security Profile
Oracle HRMS Functional Document
Payroll Setup's
Part 32
Note: This Document is created only for Class Room Training Purpose
By
Regintala Chandra Sekhar
ora17hr@gmail.com
Regintala Chandra Sekhar Page 1 ora17hr@gmail.com

Menu, Functions and Security Profile
Table of Contents
Introduction ................................................................................................................................................................................... 3
Process of setup of Business Group .................................................................................................................................. 3
Define Values Set .......................................................................................................................................................................... 6
(a). Independent Values Set for Job .................................................................................................................................. 7
(b). Dependent Values Set .................................................................................................................................................... 8
(c). None Value Set for Position ....................................................................................................................................... 11
(d). Independent Value Set for Grade............................................................................................................................ 13
Creation of Key Flexfields ...................................................................................................................................................... 14
(a). Jobs Flexfield .................................................................................................................................................................. 14
(b). Position Flexfield .......................................................................................................................................................... 15
(c). Grade Flexfield ............................................................................................................................................................... 16
(d). Competency Flexfield ................................................................................................................................................. 17
(e). People Group Flexfield ............................................................................................................................................... 18
(f). Cost Allocation Flexfield ............................................................................................................................................. 19
Payroll to GL Segment Mapping .................................................................................................................................. 21
Creating Descriptive Flexfield .............................................................................................................................................. 22
Defining Lookup Types and Values .................................................................................................................................... 24
Work Location ............................................................................................................................................................................ 25
Business Group .......................................................................................................................................................................... 26
(a). Business Group Information: ................................................................................................................................... 26
(b). Setting up the Security Profile ................................................................................................................................. 27
(c). Tax Details ....................................................................................................................................................................... 28
Creating Units ............................................................................................................................................................................ 29
(a). Defining GRE: Government Reporting .................................................................................................................. 29
(b). Defining Operating Units: .......................................................................................................................................... 30
(c). Defining Departments ................................................................................................................................................. 31
Creating Hierarchy ................................................................................................................................................................... 32
Creating Jobs ............................................................................................................................................................................... 34
Creating Payment Methods ................................................................................................................................................... 35
Creating Earning Element ...................................................................................................................................................... 36
Defining Salary Basis ............................................................................................................................................................... 37
Defining Payroll ......................................................................................................................................................................... 37
GL Mapping.................................................................................................................................................................................. 39
Defining Employees ................................................................................................................................................................. 40

Introduction
A Business Group (BG) holds information about the components of work structures such as jobs, grades
and positions. At the BG level we set up the legislative rules, terms of employment, remuneration policies and
employee work patterns. Oracle HRMS provides the flexibility to define enterprise the following four basic
configurations models,
1. A single operating company in one country.
2. A single operating company in multiple countries.
3. Multiple operating companies in one country.
4. Multiple operating companies in multiple countries
The major reason for creating many business groups is that you enterprise is present in many countries. The
other reasons for creation of more than one BG are:-
1. During acquisitions or mergers there is a need to manage separate structures and processed during a
transition phase.
2. To keep a copy of your live system with example records for training or testing purposes
3. You are a holding company with a number of subsidiary companies and each subsidiary has its own
structures, employees, and compensation and benefit policies.
Process of setup of Business Group
1. Select System Administrator responsibility
2. Define required responsibilities (N: security -> responsibility -> define)
3. Define user and assign responsibilities to the user (N: Security -> user -> define)
4. Select GL Responsibility
5. Define accounting flex field (N: setup -> financial -> flex field -> key -> segments)
6. Give values for your segments (Setup -> financial -> flex field -> key -> values)
7. Define Currency (N: setup -> Currencies -> define)
8. Define Calendar (N: Setup -> financial -> calendar -> Type/Accounting)
9. Create Ledger (N: Setup -> financial -> book -> define)
10. Select HRMS responsibility
11. Define a location (N: Work Structure->Location)
12. Define a Business Group (N: Works Structure->organization->description)
13. Set the following Profile Options to all your responsibilities
14. Select Inventory responsibility
15. Create legal entity (N: Setup -> organizations -> organizations)
16. Create Operating unit (N: Setup -> organizations -> organizations)
17. Set Profile option MO: Operating unit for all responsibilities
18. Create Work day calendar
19. Create Inventory Organization (N: Setup -> organizations -> organizations)
20. Select Sys Admin responsibility and run replicate seed data program.

Set the System Date: 01-Jan-2013
Step 1: Define required responsibilities
Switch to System Administrator Responsibility
Navigation: Security  Responsibility  Define
Name: Skylark Groups Pvt Ltd
Step 2: Set the Profile Options
Date Track Reminder
Navigation : System AdminProfileSystem Profile value
Navigation Path

Step 3: Define user and assign responsibilities to the user
Navigation: Security  User DefineNew
Name: SKYLARK
Step 4: Login from your user

Define Values Set
Value set is primarily a container for your values; you define your value set such that it can control the
types of values that are allowed into the value set (either predefined or non-validated). You can specify the
format of your values. Values for the Value Sets, we are defining will be kept in the Oracle Application Object
Library tables.
I. Format Validation Types
1) Character, 2) Number, 3) Time, 4) Standard Date, Standard Date Time Date, 5) Date Time
Note: When creating value sets using the date format, use the format types Standard Date and Standard Date
Time.
II. Validation Types

(a). Independent Values Set for Job
Step 1: Creating Values for Job
Name: SKY_JOB_DEPT_VS Validation Type: Independent
Step 2: Assign the List of Values to it
Navigation : Application-->Validation-->Values

(b). Dependent Values Set
Same like Independent Value Set, except the List of Values shown to you will depends on which the
Independent value you have selected in the Prior Segment Must define your independent value set before you
define the dependent value set that depends on it
Step 1: Creating Dependent Values Set
Name: SKY_JOB_NAME_VS
Save it and Click on the Edit Information
Step 2: Assigning the Independent Value Set

Step 3: Creation List of Values for the Dependent Values
Navigation: Application-->Validate-->Value Set-->Find-->Click on Independent Value Set column-->Press Down
Arrow-->Enter the Values
1. Corporation:

2. Click on the CORP column and Press Down Arrow Key you will find the other three Departments
Enter FIN Department Details
3. Next HR Department

4. Next IT Department
(c). None Value Set for Position
Step 1: Creating Value set with Validation Type : None
Position: SKY_POS_NAME_VS

Step 2: Values Set for People Group Flexfield:
Name: SKY_PEO_GRP_UNI_TYP_VS
Step 3: Assign the List of Values for the People Group
Navigation : Application-->Validation-->Values

(d). Independent Value Set for Grade
Step 1: Creating Independent Value set for Grade validation type : independent
Grade: SKY_GRADE_NAME
Step 2: Assign the List of Values for the Grade

Creation of Key Flexfields
The Key Flexfield Structures must be defined before defining the Business Group in Oracle HRMS. For
each Key Flexfield, the following must be defined:
 Structure Name
 Flexfield segment names, order, validation options and qualifiers
 Flexfield value sets.
(a). Jobs Flexfield
Jobs are meant to describe the duties someone performs, e.g. Engineer, Accountant, and Manager.
Step 1: Creating Job Flexfield
Navigation: Application-->Flexfield-->Key-->Segments-->Query the Job Flexfield-->Enter the Structures Details
Name: SKY_JOB_NAME

Step 2: Click on Allow Dynamic Insert and Freeze Flexfield Definition and Compile it
(b). Position Flexfield
Positions are meant to describe specific instances of that job, e.g. Trainee Engineer, Senior Cost
Accountant, Sales Manager. In other words, Positions are subsets of Jobs.
Click on Open Button uncheck the required check box so that it will not show as be mandatory
Name: Sky_Position_FF
Note: Click on Allow Dynamic Insert and Freeze Flexfield Definition and Compile it (see the above fig. Job)

(c). Grade Flexfield
Grades are used to represent status of employees within an enterprise, or Work Group. They are also
used as the basis of many compensation and Benefits Policies. Grades can be set up against either a Job or a
Position
Navigation : Application-->Flexfield-->Key-->Segments-->Query the Grade Flexfield-->Enter the Structures
Code-->Segment Names
Name: SKY_GRADE_FF
Note: Click on Allow Dynamic Insert and Freeze Flexfield Definition and Compile it (see the above fig.
Job)

(d). Competency Flexfield
Define a structure for your competency Flexfield which contains the segments you want to use for your
Business Group. You will use this structure to enter competency details for Human Resource, i-Recruitment and
Oracle Training
Navigation : Application-->Flexfield-->Key-->Segments-->Query the Competence Flexfield-->Enter the
Structures Code-->Segment Names
Name: SKY_COMPETENCE_FF
Job)

(e). People Group Flexfield
Define the Structure for your People Group Flexfield which contains the segments you want to use for
your Business Group.
Navigation : Application-->Flexfield-->Key-->Segments-->Query the People Group Flexfield-->Enter the
Name: SKY_PEOPLE_Grp_FF
Job)

(f). Cost Allocation Flexfield
Cost allocation FF is used to map the Accounting FF and GL mapping will be done. If you plan to transfer
costing information to Oracle General Ledger, you should set up at least one segment of the Cost Allocation key
Flexfield that maps onto segments of the Oracle General Ledger Accounting key Flexfield.
Navigation : Application-->Flexfield-->Key-->Segments-->Query the Cost Allocation Flexfield-->Enter the
Name: SKY_COST_AllOC_FF
Cost Allocation: Qualifier: Click on the
a. Company : QF: Balancing, Assignment, Element, Organization, Payroll
b. Account : QF: Balancing, Element, Payroll
c. Department : QF: Balancing, Assignment
d. Interdepartmental : QF: Balancing, Organization, Payroll
e. Product : QF: Balancing, Organization
Click on the Flexfield Qualifiers:

a. Place your curser on company and click Flexfield qualifier and check the box
b. Place your curser on Accounts and click Flexfield qualifier and check the box
c. Place your curser on Department and click Flexfield qualifier and check the box

d. Place your curser on Interdepartmental and click Flexfield qualifier and check the box
Interdepartmental : QF: Balancing, Organization, Payroll
e. Place your curser on Product and click Flexfield qualifier and check the box
Product : QF: Balancing, Organization
Job)
Payroll to GL Segment Mapping
We have other Key Flexfield I will explain it later
Bank Details
Soft Code
Personal Analysis Key Flexfield

Creating Descriptive Flexfield
Descriptive Flexfield is used to just capture extra information. You can define two types of descriptive
Flexfield segments:
 Global Segments: Segments always appear in the Flexfield window
 Context Sensitive Segments: Segment appears only when a defined context exists.
(a). Additional Personal Details:
We have to query the Existing One and Assign the New One (Add%Person%Details%) make sure till
you get Additional Personal Details

(b). Additional Assignment Details
(c). Add'l Salary Admin. Details
Note: Just Check the It is Freezed or Not

Defining Lookup Types and Values
Lookups are predefined list of Values with Validation Rules for specific segments
Access Level
i. System
 All values in the list are predefined by Oracle
ii. Extensible
 Some predefined values are provided
 You can add values to the list
iii. User
 Define new lookup types to validate fields you define during the implementation process
– Flexfield segments
– Element Input Values
Example:

Work Location
Locations are the actual work sites of your employees
– Internal addresses
– External addresses for tax authorities, agencies, etc. Shared across business groups or specific
to one
Check the Start Date first. Change to your BG Responsibility
Name: SKYLARK HEADOFFICE

Business Group
A Business Group is a special class of Organization. Every business group can have its own set of default
values, with its own internal organizations, Grades, Jobs, Positions, Payrolls, employees, applicants,
compensations and Benefits
In Oracle EBS, Business Group holds the employee information. If there is a Group of Companies and they all are
using a single instance of Oracle Apps then every employee in each company will be defined at BG level. Each
employee will then be assigned a responsibility. That responsibility determines which company that employee
belongs to and what type of transaction can be carried out.
Name: SKYLARK GROUPS PVT LTD
(a). Business Group Information:

(b). Setting up the Security Profile
i. HR:Cross/Business Group as yes/no, if yes. Then user can access data from other Business group too.
ii. HR:Security Profile
iii. HR: User Type : HR with Payroll

Optional
iv. Date Track Reminder: Always pop warning window
v. HR: National Identifier Validation
vi. HR: NI Unique Error or Warning
vii. MO:Operating Unit, if Multi Org is set up for a BG then this is mandatory to setup ow optional. Profile
Option provides the flexibility to the oracle application; they are acting like a global variables .It
eliminates the need to hard code the logic. Let me give you one example:-An organization have two
departments say D1 and D2.We want Manager of D1 cannot view the employees of D2 and vice versa.
Then we will set the profile options
viii. MO:Department name or the organization name against the profile option
(c). Tax Details
Query your BG and enter Tax Reference Details
Navigation: BG RespWork Structure Organizationfind SKYLARK GROUPS PVT LTD-->
Additional Organization Information-->Tax Details References

Creating Units
 Legal Entity : GRE Type: GRE (India, USA)
 Operating Units : Operating Units (Andhra Pradesh or Mumbai, NY or NJ)
 Inventory Organization : Type (Hyderabad or Vijay Wada, New city or New Jersey)
(a). Defining GRE: Government Reporting

(b). Defining Operating Units:
Operating Unit (OU) comes under a ledger with a legal context. “Legal Context” is referred to as the
Legal entity to which it is attached. The purpose of an operating unit is to segregate or separate sub ledger
transactions. A legal entity having different branches in Pakistan can treat each branch an operating unit
Step 1: Creating Operating Unit
Name: Sky_Operating_Unit
Step 2: Click Others and select Operating Unit information

(c). Defining Departments
a) Name: Finance
b) Name: HR

c) Name: IT
Note: As we created above you can define sub departments and section to your Finance, HR and IT
department. Make sure mention organization Classification: HR Organization
Creating Hierarchy
Step 1: Creating Organization Hierarchy -->Check the Primary Check box-->Enter Version Number
Name: SKY_DEPT_Hierarchy

Step 2: Enter the Details of Sub Units
Step 3: Check the Diagrammed : Query Hierarchy
Step 4: Click on Open Editor and you can see your Hierarchy

Creating Jobs
Step 1: Changing the Default Job Group
Query (Ctrl + F11) the existing job group and create new one
Step 2: Creating Job for the Business Group Example
Save it and click on New
Job Dept Job Name
Corp MD
Corp CFO
Corp COO
Finance Manager
Finance Supervisor
Finance Account
HR Manager
HR Supervisor
IT Manager
IT Analyst
IT Developer
etc..
I will explain you the how to create Special Information Types (SIT’s) and Extra Job Information (EIT’s) for Jobs
and Positions in part 2 of my Document

Creating Payment Methods
(a). Cheque Method
Note: HR: Default Check/Cheque Number Method profile which enables you to use the automatic check/cheque
numbering process.
(b). BACS Method
it is used to transfer the Salary to Bank Account
Step 1: Enter Name: Bank Payments and Type: BACS Tape

Step 2: Click on Others you will find the BACS Details
Creating Earning Element
Name: Gross Pay

Defining Salary Basis
On what basis we have to pay his salary like Hourly, Monthly, Period Salary, Annually Salary
Name: Monthly_Salary
Defining Payroll
Payroll refers to the amount paid to employees for services they provided during a certain period of time .
Step 1: Enter name of the Payroll-->Period Type-->Period Method-->Consolidation Set-->Statutory
Information
Name: Monthly_Payroll

Step 2: Statutory Information
Step 3: Payment Methods
Click on Valid Payment Methods-->Assign Bank Payment-->Save it
Link the above created Gross Pay to Payroll
Navigation : Total CompenBasicLink

GL Mapping
It is an important process because after the payroll run we have to transfer the accounts to GL and in
OTL we will run a process called Transfer from OTL to GL
Step 1: Query your monthly payroll and link the Segments

Defining Employees
Step 1: Creating a Employee for the Business Group
Navigation : HRMS Responsibility-->People-->Enter and Maintain-->Set the Date-->New
Step 2: Click on Address and Enter all the Necessary information -->Click on Assignments

Step 3: Click on Salary Add and Add his salary
Step 4: Enter the Pay Method for the Employee: Click on Others Payments

Step 5: Cheque Method
Step 6: Bank Transfer

Step 7: Running Payroll for the Month: Submit a Request
Step 8: Enter Payroll Run for UK and select the following Parameter
Payroll Run for UK

Step 9 : Submit another Request: Prepayments
Step 10: Submit another Request: Cheque Writer Process

Step 11: Submit another Request: Magnetic Transfer:
Step 12: Viewing Run Results
Navigation : View-->Payroll Process Results-->Select Monthly Payroll-->Click on Find

Step 13: Assignments Process-->SOE Report
Step 14: Statement of Earnings (SOE) Report
Thank you.......
Regintala Chandra Sekhar
You can get more documents on my blogger: http://ora17hr.blogspot.com
Facebook Group: www.facebook.com/groups/ora17hr

32 payroll setup_part_32_(skylark_group_pvt_ltd)

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