Global HR.pdf

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Oracle HCM Cloud: Using Global
Human Resources
Student Guide
D101404GC10 | D102287

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162511201919D

iii
Contents
1 Course Overview
Lesson Objectives 1-2
Course Objectives 1-3
Course Agenda 1-4
Information Resources 1-5
2 Using Global Human Resources Overview
Learning Objectives 2-2
Oracle Human Capital Management 2-3
Overview of Human Resources Work Areas 2-5
Looking at HR Roles and Related Tasks in Work Areas 2-6
Leveraging Global Human Resources 2-7
Looking at Workforce Lifecycle 2-8
Exploring Employee Information 2-9
Defining Global and Local HR 2-10
Conceptualizing Industry and Union Support 2-11
Exploring Workforce Directory 2-12
Exploring My Team 2-13
Exploring Person Spotlight 2-14
Working with Organization Chart 2-15
Using Smart Navigation 2-16
Leveraging Workforce Modeling 2-17
Using Workforce Predictions 2-18
Summary 2-19
3 Reviewing Enterprise Structure
Overview of an Enterprise 3-3
Building Enterprise Structure Components 3-4
Using the Manage Enterprise HCM Information Task 3-5
Reviewing Legal Entity Tasks 3-6
Providing Legislative Data Groups 3-7
Leveraging the Legal Entity Page 3-8
Examining Reference Data Sets and Business Units 3-9
How Business Units Work with Reference Data Sets 3-10

iv
Looking at the Reference Data Set Page 3-11
Summary 3-12
4 Managing Work Structure
Examining the Workforce Structures Work Area 4-3
Working with Locations and Organizations 4-4
Creating Locations 4-5
Managing Divisions 4-6
Managing Departments 4-7
Reviewing Compensation 4-8
Examining Jobs and Positions 4-9
Describing Jobs 4-10
Managing Positions 4-11
Position Synchronization 4-12
Using Predefined HSDL Spreadsheets 4-13
Summary 4-14
Practices 4-15
5 Adding People
Reviewing the Manage Workforce Lifecycle 5-3
Examining the HR Professional: Landing Page/Springboard 5-4
Using the HR Professional: Navigator 5-5
Conceptualizing the Manage Workforce Lifecycle Business Process 5-6
Exploring the New Person Work Area 5-7
New Person Page Access from Quick Actions 5-8
Reviewing New Person Features 5-9
Adding People 5-10
Defining Pending Workers 5-11
Converting Pending Workers 5-12
Hiring Employees 5-13
Creating Person Records: Examples 5-14
Summary 5-16
Practices 5-17
6 Managing Person Information
Examining the Person Management Work Area 6-3
Reviewing Personal Information 6-4
Reviewing Person Records 6-5

v
Managing Person Records 6-7
Managing Person Records Simultaneously 6-8
Using Person Management Search 6-10
Executing Person-Record Keyword Searches 6-11
Exploring Person Management Quick Search 6-13
Summary 6-14
7 Managing Employment Processes
Managing Employment 7-3
Defining Assignment 7-4
Defining Primary Assignment 7-5
Looking at the Main Fields for Assignment 7-6
Entering Manager Details 7-7
Looking at Work Day Information 7-8
Specifying Assignment Working Hours 7-9
Linking Collective Agreements to Assignments 7-10
Examining Manage Salary 7-11
Leveraging Employment Actions 7-12
Managing Work Relationship 7-13
Reassigning Direct Reports during Termination 7-14
Terminating Primary Work Relationships 7-15
Summary 7-16
Practices 7-17
8 Managing Directs, Mass Updates, and Areas of Responsibility
Manage Eligible Jobs 8-3
Managing Direct Reports 8-4
Executing Mass Updates 8-6
Examining Areas of Responsibility 8-7
Setting Scope of Responsibility: Example 1 8-8
Setting Scope of Responsibility: Example 2 8-9
Reassigning Responsibilities 8-10
Summary 8-11
Practice 8-12
9 Working with Seniority Dates and Schedules
Managing Seniority Dates 9-3
Configuring Seniority Dates 9-4

vi
Instructor Demonstration 9-6
Managing Work Schedule Assignment Administration 9-7
Determining an Employee’s Schedule 9-8
Reviewing Exceptions in Work Schedules 9-9
Work Schedule Assignment 9-10
Summary 9-11
10 Working with Positions
Synchronizing Positions 10-3
Synchronizing Line Managers Based on HCM Hierarchy 10-4
Validating Position Incumbents 10-5
Reviewing Position Management Hierarchy 10-6
Reviewing the Position Synchronization Process 10-7
Reviewing Position Synchronization Best Practices 10-8
Tracking Positions 10-9
Updating Positions 10-10
Updating Positions: Number of Incumbents Validation 10-11
Exploring the Graphical Position Hierarchy Layout 10-12
Working with the Graphical Position Hierarchy Layout 10-13
Summary 10-14
11 Working with Manager Self-Service
Using the Directory – Line Manager 11-3
Taking Line Manager Self-Service Actions 11-4
Reviewing the Manager Role: My Team 11-5
My Team Page 11-6
Employment Info Page 11-7
Using the Add Assignment Guided Process 11-8
Using the Change Assignment Guided Process 11-9
Exploring Line Manager Actions 11-10
Describing Line Manager Transfer Actions 11-11
Viewing Elaine Shoudy's Compensation 11-12
My Team: Position Hierarchy View of Manager’s Direct Reports 11-13
Changing Legal Employer – Guided Process 11-14
Request a Position – Guided Process 11-15
Information Sharing 11-16
HCM Experience Design Studio 11-17
Reviewing and Personalizing Analytics 11-18
Summary 11-19
Practices 11-20

vii
12 Working with Employee Self-Service
Using the Directory 12-3
Viewing the Employee Role – Home Page 12-4
Personalizing Apps 12-5
Homepage: Things to Finish 12-6
Viewing the Employee Role – Homepage: News and Announcements 12-7
Examining the Directory – Employee Actions 12-8
Viewing Public Info 12-9
Exploring Personal Information – My Details 12-10
Viewing the Employee Role 12-11
Adding Family and Emergency Contacts 12-12
Editing Document Records 12-13
Leveraging Benefits 12-14
Reviewing Compensation 12-15
Summary 12-16
Practices 12-17
13 Managing Notifications and Approvals
Reviewing Approval Management 13-3
Examining the Worklist 13-4
Taking Direct Actions 13-5
Working with Notifications and Approvals 13-6
Summary 13-7
14 Managing Document Records
Managing Document Records 14-3
Creating Document Records 14-4
Working with Document Records 14-5
Managing Document Types, Categories, and Statuses 14-6
Defining Document Delivery Preferences 14-7
Overriding Document Delivery Preferences 14-8
Overriding Document Delivery Preferences at Person Level 14-9
Controlling Security for Document Records 14-10
REST API Support for Document Records 14-11
Summary 14-12
Practices 14-13

viii
15 Configuring Checklists
Overview of Checklists 15-3
Considerations for Creating Checklist Templates 15-4
Components of a Checklist Template 15-5
Enterprise Onboarding Checklist: Implementation List 15-6
General Setup of an Enterprise Onboarding Checklist 15-7
Setting up Enterprise Onboarding Master Checklist 15-8
Setting up Enterprise Onboarding Step Checklist 15-9
Setting up Enterprise Onboarding Step Checklist - Tasks Page 15-10
Reviewing the Create Task Page 15-11
Checklist Action Types 15-12
Configurable Form Task Type 15-13
Electronic Signature Task Type 15-14
Document Task Type 15-15
External URL Task Type 15-16
Manual Task Type 15-17
Questionnaire and Report Task Types 15-18
Video Task Type 15-19
I-9 Verification Task Type 15-20
Summary 15-21
16 Using Checklists
Examining Basic Functions of Onboarding in HCM Cloud 16-3
Role-based Access to Onboarding 16-4
Sample of Automatically Allocated Checklist to an Employee 16-5
Task Statuses for Allocated Checklists 16-6
Reviewing Onboarding: Employees 16-7
Reviewing Onboarding: Pending Workers 16-8
Reviewing Onboarding: Managers 16-9
Reviewing Onboarding: HR Specialist 16-10
Adding Tasks 16-11
Adding Tasks - Others' Incomplete Tasks 16-12
Adding Checklist Task to Calendar 16-13
Public Allocated Checklists REST API 16-14
Summary 16-15
Practice 16-16

ix
A Examining HCM Work Life
Learning Objectives A-2
Reviewing the Types of Branding A-3
Exploring Personal Brand A-4
Overview of Team Brand A-5
Working with Team Brand A-6
Using Social Reputation A-7
Leveraging Skill Reputation A-8
Working with Wellness A-9
Managing Wellness A-10
Exploring My Competitions for Wellness A-11
Examining Volunteering A-12
Summary A-13

1
Course Overview

Oracle HCM Cloud: Using Global Human Resources 1 - 2
Lesson Objectives
• Identify the purpose of this course
• Describe the course training approach

Course Objectives
After completing this lesson, you should be able to:
• Explore core HR person and employment information
• Maintain enterprise and workforce structures
• Complete manager and employee self-service tasks
• Examine document records
• Work with onboarding checklists

Course Agenda
• Course Overview
• Using Global Human Resources
• Reviewing Enterprise Structure
• Managing Work Structure
• Adding People
• Managing Person Information
• Managing Employment Processes
• Managing Directs, Mass Updates, and
Areas of Responsibility
• Working with Seniority Dates and
Schedules
• Working with Positions
• Working with Manager Self-Service
• Working with Employee Self-Service
• Managing Notifications and Approvals
• Managing Document Records
• Using Checklists with Onboarding
• Course Summary

Disclaimer: Oracle customers have access to various resources. If you are not a customer, you may not
have access to some of the additional resources referenced in this course.
Oracle Help Center https://docs.oracle.com/en/cloud/saas/global-human-resources/19d/fawhr/index.html
My Oracle Support https://support.oracle.com/epmos/faces/DocumentDisplay?id=1504483.1
Oracle Cloud Customer Connect https://cloudcustomerconnect.oracle.com/pages/home
Oracle University
• Oracle Launchpad http://education.oracle.com/launchpad
• Oracle Cloud Learning Subscription http://education.oracle.com/cloud
Additional Resources:
Oracle Product Features:
• You can use the Oracle Product Features tool to compare release features prior to an upgrade
https://apex.oracle.com/pls/apex/f?p=24153:100:100491633520435
Oracle HCM Cloud Courses: https://education.oracle.com/oracle-cloud-saas
• Configure Enterprise and Workforce Structures
• Extensibility
• Reporting and Analytics
• Workflows and Approvals
Information Resources
My Oracle Support
Search for solutions
Download patches and updates
Create a Service Request
Collaborate in the My Oracle Support
Community
Oracle Help Center
Cloud Readiness/What’s New
Human Resources
HCM Cloud Common Features
REST API – Human Resources
Books and Videos
Using Global Human Resources
Implementing Global Human
Resources
Creating and Administering Analytics
and Reports for HCM
Oracle University
Training
Certification
Oracle Launchpad
Essential Training
Best Practice
24/7 digital learning experience
Oracle Cloud Learning
Subscription
Training Videos
Certification Exams
24/7 digital learning experience
Oracle Cloud Customer
Connect
Discussion Forums
Idea Labs
Updates and Maintenance
Events Calendar

2
Using Global Human Resources Overview

Learning Objectives
• Review the Human Capital Management structure
• Examine global human resources

Oracle Human Capital Management
Oracle Fusion HCM covers the following five primary business processes of managing human capital.
Global Human Resources
Oracle Global Human Resources enables organizations to maximize worker value. By utilizing such
features as Workforce Deployment, Workforce Directory, Workforce Modeling, Workforce Predictions, and
Workforce Reputation Management your organization can:
• Align resources and people with business objectives. You can also enter and maintain information
related to people, employment, and work structures.
• Show a complete view of your organization and provide a place to connect with people.
• Plan, model, and deliver optimized, large-scale organizational changes faster and with greater
certainty.
• Forecast performance to more accurately predict outcomes and lead to better decision-making.
• Analyze social influence within your workforce.
With HR Help Desk, workers can create and submit service requests.
Note: You must complete the setup tasks related to service request management in the Oracle Engagement
cloud, prior to configuring HR Help Desk.
Oracle Human Capital Management
Talent
Management
Work Life
Workforce
Management
Workforce
Rewards
Global Human
Resources
OTAC
Onboarding,
Recruiting
Recruiting
Learning
Career
Development
Goal
Management
Performance
Management
Profile
Management
Succession
Management
Talent Review
My Competitions
My Reputation
My Volunteering
My Wellness
Absence
Management
Time and Labor
Global Payroll
and
Localizations
Global Payroll
Interface
Benefits
Compensation
Core Human
Resources
Workforce
Directory
Workforce
Modeling
Workforce
Predictions
HR Help Desk

Workforce Rewards
The area of Workforce Rewards leverages such features as Global Payroll and Localizations,
Global Payroll Interface, Benefits, and Compensation. These features enable your
organization to:
• Streamline payroll administration to comply with local taxation and payroll rules locally
and globally.
• Tailor your global benefits solution from simple to highly complex plans.
• Design and deliver customized compensation programs for global and local
organizations.
Workforce Management
The area of Workforce Management deals with features such as Absence Management and
Time and Labor to enable your organization to:
• Implement absence and leave policies globally or locally.
• Track, monitor, and increase accuracy of time reporting.
Talent Management
In addition to utilizing Oracle Talent Acquisition (OTAC) Onboarding, Recruiting, and Learn
features, the area of Talent Management is also comprised of such features as Career
Development, Goal Management, Learning, Recruiting, Profile Management, Succession
Management, and Talent Review. These features enable your organization to:
• Recruit, screen, and hire applicants efficiently and collaboratively.
• Plan for your future with high-impact employee development plans.
• Rapidly develop content using flexible editing tools or by importing content, all while
following appropriate standards.
• Personalize learning content to address multiple audiences, and establish curriculum
for mentoring programs, rotational assignments, or other training programs based on
company needs.
• Capture formal and informal feedback from multiple sources to provide a rich, well-
rounded portrait of your employees.
• Ensure your best talent is in line for future leadership and critical roles.
• Optimize the talent review process to efficiently identify and manage your top talent.
Work Life
The Work Life area focuses on features such as My Competitions, My Reputation, My
Volunteering, and My Wellness. Together these features enable your organization to:
• Manage fun competitions that help drive business goals.
• Analyze social influence within your workforce.
• Engage in company volunteer projects.
• Promote a healthier work-life balance.

Workforce Structures – Manages positions, locations, jobs, grades, and HR organizations
New Person – Hires employees and adds contingent workers and non-workers
Person Management – Manages person-related data, such as name, address, communications, and
documentation
Mass Updates – Manages mass updates
Document Records – Manages and reports on documents
Workforce Processes – Provides real-time information about workforce processes
Overview of Human Resources Work Areas
The Human Resources user roles perform tasks in several work areas:
Mass Updates
Workforce Structures
Person Management
Workforce Processes
New Person
Document Records
Human Resources
Work Areas

These are examples of delivered core HR security roles and the work areas that those roles can access.
Looking at HR Roles and Related Tasks in Work Areas
Human Resources
Specialist
WORK AREAS
Line Manager
HR ROLE
Workforce
Structures
New
Person
New
Person
Person
Management Mass
Updates
Workforce
Processes
Directory Onboarding My Team

Note
• Both HR specialists and managers can monitor the hire process, with visual dashboards that prevent
bottlenecks in the process. Hire status, start date, and approvals are provided in a central location
that includes social collaboration tools to quickly resolve any questions.
• All worker transfers may be administered with an intuitive process that supports complex global
redeployments (across legal employers and legislative groups) and simple transfers of department
and manager.
• Automated security role provisioning is provided within business processes (for example, Hire,
Promotion, Transfer) to grant secured access based on the worker’s role in the organization.
Integration with Other Products
• Oracle HCM Cloud: Benefits - for processing life events
• Oracle HCM Cloud: Payroll - for payroll processing, including multiple jobs
• Oracle HCM Cloud: Talent Management - for effective pay for performance and organizational
growth
Leveraging Global Human Resources
Global Human Resources enables you to implement business processes that improve
productivity and provide decision-making support. The best practices are built into the role-
based self-service functionality as well as the administrative user’s views:
• Global Human Resources
• Workforce Directory
• Workforce Modeling
• Workforce Predictions
• Workforce My Personal Brand

Looking at Workforce Lifecycle
Workforce lifecycle effectively hires, manages, and terminates workers according to
legislation and common global practices:
Add Person
Change
Employment
Promote
Worker
Manage
Employment
Transfer
/Terminate
Worker

Note: Due to Mobile Responsive UI, what you might see in your own environment could be different and
you may have to enable certain features. It is most likely enabled but you need to be aware. Find out more
at https://support.oracle.com/epmos/faces/DocumentDisplay?id=1504483.1
Disclaimer: Oracle customers have access to various resources. If you are not a customer, you may not
have access to some of the additional resources referenced in this course.
Exploring Employee Information
Employee information provides:
• Employees with the ability to manage
personal information, absences, and
benefit enrollments
• Insight into pay slips and total
compensation
• Participation in fun competitions from
one spotlight

You can define jurisdictions and related legal authorities to support multiple legal entity registrations, which
are used by Oracle Fusion Tax and Oracle Fusion Payroll. When you create a legal entity, the Oracle
Fusion Legal Entity Configurator automatically creates one legal reporting unit for that legal entity with a
registration.
Defining Global and Local HR
• Global and Local Human Representatives (HR) leverage legislative functionality to
operate effectively across more than 200 countries and jurisdictions.
• It is required to register legal entities with legal authorities in the jurisdictions where
business takes place. Register legal entities as required by local business requirements
or other relevant laws. For example, register legal entities for tax reporting to report
sales taxes or value added taxes:
Legal
Jurisdictions
Legal
Addresses
Legal
Authorities

You can provide details of the parties negotiating the collective agreement, such as the employee and
employer organizations. The employee organization can be the trade union or bargaining unit representing
the employee while the employer organization is represented by the company management.
Conceptualizing Industry and Union Support
It is possible to simplify the management of unique industry, union, collective labor, and worker
agreements with rules-driven processing. For example, a collective agreement is a special
type of commercial agreement which is negotiated collectively between the management (on
behalf of the company) and trade unions (on behalf of employees):

Exploring Workforce Directory
• All workers access public information about a person in the person spotlight. Line
managers access information about their workers in the person spotlight, including
person, employment, compensation and skills, and qualification details. They can also
initiate manager self-service actions from here and use such features as:
– My Team
– Person Spotlight
– Organization Chart
– Smart Navigation
• Workers access their own information in the Personal Information work area and perform
employee self-service actions.

Manager-Level Actions: The My Team page allows managers to access additional actions that allows
such updates to multiple team members at a time as Manage Direct Reports or Creating a Workforce Model.
Managers can also access actions that allow the creation of new workers such as Hire an Employee, Add a
Non-Worker, and Add a Contingent Worker.
Worker-Level Actions: A Manager accesses actions for a specific worker by selecting the Actions icon
(the three-dot icon) on the right side of the row for a specific worker. Such actions include (but are not
limited to) Transfer, Promote, and Manage Salary. The list of actions can also be longer if the employee
works in the HR Department, thus allowing access to many tasks available under the Person Management
work area.
Exploring My Team
Access information about your workers and perform manager self-service actions using the
My Team page in the My Team work area:
Information about direct and
indirect reports
Requisitions, vacancies, and
positions
Manager-Level Actions Worker-Level Actions
My Team

Exploring Person Spotlight
It is possible to share and view public employee information such as contact information,
areas of expertise, and social media profiles to encourage collaboration with other
employees:

Printing the organization chart is also possible.
Working with Organization Chart
• Organization Chart works to display organizational setup and collaborate with
peers, managers, and other departments to complete work.
• Display any of the following information in the organization chart:
– Job Name
– Work Email
– Work Phone Number
– Image
– Assignment Name
– Position Name
– Location Country and Code

Using Smart Navigation
Save time and take immediate actions
within a person’s spotlight, and take any
action needed with smart navigation:
• Home page
• Springboard
• Global Header

Model Business Scenario: Model business scenarios such as reorganizations, acquisitions, and other
organizational changes that impact the business
Approval Workflows: Implement change management quickly using a simple and intuitive approval
workflow tool. Modeling UI will undergo changes in future releases and it will be possible to model position
hierarchies and there is integration with Oracle Recruiting.
It is possible to model position hierarchies as well as manager hierarchies.
Leveraging Workforce Modeling
Workforce Modeling provides managers and human resource (HR) specialists with the
ability to plan, model, and execute workforce changes using a graphical tool:

Predictive Talent N-Box: Predict performance and attrition of individuals and teams by using current and
historical indicators.
What-If Scenario Analysis: Use in-context analytics designed for business users (not data scientists) to
generate new insights.
Attributes: Adjust hundreds of prebuilt attributes that make it easy to create new and existing predictive
models and plans.
Attributes allow users to change the attributes that are used in the existing models to tailor the predictions
for their company. There are about 100 seeded attributes, but customers can add attributes to add to the
models by using any of the 30,000 DBIs that are available.
Using Workforce Predictions
Oracle HCM Cloud: Workforce Predictions provides predefined models for the prediction of
worker performance and voluntary termination. Each predictive model is based on multiple
attributes:
Predictive Talent N-
Box
What-If Scenario
Analysis
Attributes

Summary
• Reviewed the Human Capital Management structure
• Examined global human resources

3
Reviewing Enterprise Structure

Learning Objectives
• Define enterprise
• Describe enterprise structure components
• Review legal entity tasks
• Provide legislative data groups
• Examine reference data sets and business units

The graphic illustrates the process to configure your enterprise using the Enterprise Structures Configurator
(ESC).
In Oracle Fusion Applications, an organization classified as an enterprise is defined before defining any
other organizations in the HCM Common Organization Model. All other organizations are defined as
belonging to an enterprise.
Overview of an Enterprise
• An enterprise is a collection of legal
entities sharing common control and
management.
• When implementing Oracle Fusion
Applications you operate within the
context of an enterprise that has already
been created in the application for you.
This is either a predefined enterprise or
an enterprise that has been created in
the application by a system
administrator.
• An enterprise organization captures the
name of the deploying enterprise and
the location of the headquarters.

For each configuration in ESC, you define the high-level structures within the scope of an enterprise. It
consists of legal entities under common control and management.
• Division: A division refers to a business or product-oriented subdivision. Divisions are used in HCM
to define the management organization hierarchy, using the generic organization hierarchy. This
hierarchy can be used to create organization-based security profiles.
• Legal Employer: A legal entity represents the legal employer and/or payroll statutory unit (PSU). A
legal employer is a legal entity that employs people. A PSU is a legal entity responsible for the
payment of its workers and can be used to report tax and social insurance.
• Payroll Statutory Unit: Enable you to group legal employers so that you can perform statutory
calculations at a higher level, such as for court orders or for United Kingdom (UK) statutory sick pay.
In some cases, a legal employer is also a payroll statutory unit.
• Tax Reporting Unit: Tax reporting units are indirectly associated with a legal employer through the
payroll statutory unit. One or more tax reporting units can be used by a single legal employer, and a
tax reporting unit can be used by one or more legal employers.
• Legislative Data Group (LDG): LDGs are created automatically in ESC, with one LDG created for
each location country identified in the interview. You can see them in the technical summary report.
Use LDGs to partition payroll data in large organizations with multiple legal entities.
• Departments: A department is an organization to which you assign workers.
• Cost Center: A unit of activity or a group of employees used to assign costs for accounting
purposes.
• Business Unit: A business unit is a unit of an enterprise that performs one or many business
functions that can be rolled up in a management hierarchy. A business unit can process transactions
on behalf of many legal entities.
Building Enterprise Structure Components
This graphic is an example of an enterprise
structure with multiple:
• Divisions
• Legal employers
• Payroll statutory units
• Tax reporting units
• Legislative data groups
• Departments
• Cost centers
• Business units

• Use the Manage Enterprise HCM Information task in the Setup and Maintenance work area to
configure the enterprise for HCM. You can configure Position Synchronization, which, when enabled,
assignments inherit specified values from the associated position. All active assignments that are
synchronized from position automatically inherit changes from the position. Assignment attributes
synchronized from position automatically inherit changes from the position. For those attributes not
synchronized from position, you can either retain the existing values or update values from the
position.
• The Review section in the Edit Position page displays the list of impacted assignments with a status
for each assignment. The status indicates if there are any issues due to the position change. You
must correct all errors before submitting the position changes.
Using the Manage Enterprise HCM Information Task
This feature operates within the context of one Enterprise per client in HCM Cloud and
determines the high-level processing and system behavior:

Reviewing Legal Entity Tasks
The following table shows the suggested sequence and high-level purpose of Enterprise and
Work Structure Tasks:
Task Name Purpose
Manage Legal Address Defines the physical address used for your Legal Entity in any reporting (official
address)
Manage Legislative
Data Group
Partition payroll data in large organizations with multiple legal entities
Manage Legal Entity Represents the legal employer and/or payroll statutory unit (PSU). A legal
employer is a legal entity that employs people. A PSU is a legal entity
responsible for the payment of its workers and can be used to report tax and
social insurance. i.e. Company / (USA) FEIN, (CAN) WCB.
Manage Legal Entity
HCM Information
Defines additional details about a Legal Entity for HCM processing

Providing Legislative Data Groups
A legislative data group:
• Is a country-specific data partition within an enterprise
• Supports the configuration of objects with a strong legislative context, such as payroll,
absence types, elements, and rates of pay
• Does not span enterprises

Legal employers are set up for each tax ID provided and HCM-specific fields can be updated on this page.
To use a legal entity in your organization, define it using the Manage Legal Entity task in the Setup and
Maintenance work area. Then configure it for HR reporting using the Manage Legal Entity HCM
Information task. You must configure separate legal entities for employees and retirees.
You can select any of the following attributes for synchronization when position synchronization is enabled:
• Department
• Job
• Location
• Grade
• Grade Ladder
• Manager
• Full Time or Part Time
• Regular or Temporary
• FTE and Working Hours
• Start Time and End Time
• Probation Period
• Bargaining Unit
• Synchronize Mapped Flexfields
Leveraging the Legal Entity Page
The following screenshot shows the legal entity page for US1:

Examining Reference Data Sets and Business Units
Task Name Purpose
Manage Reference
Data Sets
Identifier for sets of rows in your control tables (set IDs)
Manage Business
Units
Logical entity defining a company's structure
Manage Business Unit
Set Assignment
Maps set IDs to a business unit

When you assign reference data sets to business units, you assign a default reference data set to use for all
reference datatypes for that business unit. You can override the set assignment for one or more data types.
How Business Units Work with Reference Data Sets
Reference data sharing enables you to:
• Group set-enabled reference data such as jobs or grades to share the data across
different parts of the organization.
• Filter reference data at the transaction level so that only data assigned to certain sets is
available to be selected.
To filter reference data, Oracle Fusion Human Capital Management(HCM), applications use
the business unit on the transaction. To set up reference data sharing in Oracle Fusion
HCM, you create business units and sets, and then assign the sets to the business units.

Note: You can get started using either the common reference data set or the enterprise set depending on
your implementation requirement. You can also create and maintain custom reference data sets, while
continuing to use the common reference data set.
Looking at the Reference Data Set Page
Reference data sets are logical groups of reference data that various transactional entities
can use, depending on the business context:

Summary
• Defined enterprise
• Described enterprise structure components
• Reviewed legal entity tasks
• Provided legislative data groups
• Examined reference data sets and business units

4
Managing Work Structure

Learning Objectives
• Manage work structures
• Create locations and configure divisions
• Manage departments
• Examine jobs and positions

An HR professional can easily search for, create, or update Positions, Jobs, Grades, Departments, and
Locations once the work area loads. Additional tasks can also be accessed via the actions pull out menu on
the right of the page. The tasks as well as the data that is returned on many of the search pages is based on
a users security access.
Examining the Workforce Structures Work Area
The Workforce Structures work area is used to view, configure, and update many of the core
human resources foundation or Work Structure objects:

Working with Locations and Organizations
Note: Optional tasks are denoted with an asterisk symbol (*)
Task Purpose
Manage Locations Physical location/mail distribution
Manage Divisions* A division refers to a business or product-oriented subdivision. Divisions are
used in HCM to define the management organization hierarchy, using the
generic organization hierarchy. This hierarchy can be used to create
organization-based security profiles.
Manage Departments* Organizational unit assigned to an emp / Cost Center/data security

Create or update locations using the Workforce Structures work area. When you create a location, you
must associate it with a set. Only those users who have access to the set's business unit can access the
location set and other associated workforce structure sets, such as those that contain departments and jobs.
• You can also associate the location to the common set so that users across your enterprise can
access the location irrespective of their business unit.
• When users search for locations, they can see the locations that they have access to along with the
locations in the common set.
Note: Locations exist as separate structures and are used for reporting, and in rules that determine
employee eligibility for various types of compensation and benefits.
Creating Locations
A location identifies physical addresses of a workforce structure, such as a department or a
position. Know that:
• It is possible to enter information about a location only once. Subsequently, when setting
up other workforce structures, select the location from a list.
• It is also possible to create locations to enter addresses of external organizations.

Managing multiple businesses requires that you segregate them by their strategic objectives and measure
their results.
Responsibility to reach objectives can be delegated along the management structure. Although related to
your legal structure, the business organizational hierarchies do not reflect directly the legal structure of the
enterprise. The management entities and structure can include:
• Divisions and subdivisions
• Lines of business
• Other strategic business units
• Their own revenue and cost centers
These organizations can be included in many alternative hierarchies and used for reporting, as long as they
have representation in the chart of accounts.
A division:
• Refers to a business-oriented subdivision within an enterprise, in which each division organizes itself
differently to deliver products and services or address different markets.
• Can operate in one or more countries, and can be many companies or parts of different companies
that are represented by business units.
• Is a profit center or grouping of profit and cost centers, where the division manager is responsible for
achieving business goals including profits.
• Can be responsible for a share of the company's existing product lines or for a separate business.
Managing Divisions
• Divisions are used in HCM to define the
management organization hierarchy,
using the generic organization
hierarchy. This hierarchy can be used to
create organization-based security
profiles.
• A division is a profit center or grouping
of profit and cost centers, where the
division manager is responsible for
achieving business goals including
profits.

You can create or update departments in the Workforce Structures work area.
You can report and keep track of headcount by creating a department hierarchy using Oracle HCM
Department Trees.
If using Financials Cloud, you can track the financial performance of a department through one or more cost
centers that a department is linked to.
Managing Departments
A department is an organization with one or
more operational objectives or
responsibilities that exist independently of
its manager. For example, although the
manager may change, the objectives do not
change. Departments have one or more
workers assigned to them.
A manager of a department is typically
responsible for:
• Controlling costs within their budget
• Tracking assets used by their
department
• Managing employees, their
assignments, and compensation

For more info take the HCM Cloud: Base Compensation training.
Reviewing Compensation
Note: Optional tasks are denoted with an asterisk symbol (*).
Task Name Purpose
Manage Salary
Grades*
Salary structure
Manage Salary Grade
Rates*
Salary structure and amounts, currency, country
Manage Salary Grade
Ladders*
Track movement between grades-logical progression
Manage Salary Basis Defines base pay based on a single or multiple components.

Jobs and positions represent roles that enable you to distinguish between tasks and the individuals who
perform those tasks.
Note the following:
• The key to using jobs or positions depends on how each is used.
• Positions offer a well-defined space independent of the person performing the job.
• Jobs are a space defined by the person.
• A job can be defined globally in the Common Set, whereas a position is defined within one business
unit.
• You can update the job and department of a position at any time. For example, if you hire someone
into a new role and want to transfer the position to another department.
Examining Jobs and Positions
The following table shows the suggested sequence and the high-level purpose of Enterprise
and Work Structure Tasks:
Note: Optional tasks are denoted with an asterisk symbol (*).
Task Name Purpose
Manage Job Families* Grouping Jobs together used in Profile Management and Reporting
Manage Jobs Job Attributes, localization requirements
Manage Positions* A specific occurrence of a Job in a Business Unit

Jobs are typically used without positions by service industries where flexibility and organizational change
are key features. For example, XYZ Corporation has a director over the departments for developers, quality
assurance, and technical writers.
• Recently, three developers have resigned from the company.
• The director decides to redirect the headcount to other areas.
• Instead of hiring all three back into development, one person is hired to each department, quality
assurance, and technical writing.
In software industries, the organization is fluid. Using jobs gives an enterprise the flexibility to determine
where to use headcount, because the job only exists through the person performing it. In this example,
when the three developers leave XYZ Corporation, their jobs no longer exist, therefore the corporation has
the flexibility to move the headcount to other areas.
Describing Jobs
Jobs are generic roles independent of any single department or location. For example, the
jobs “Manager” and “Consultant” can occur in many departments. This figure illustrates the
software industry job setup.

Capture additional position information using attributes added on the Manage Positions pages. A region
called Budget Details can be used to administer the following budget information:
• Budget Amount
• Budgeted Position (to indicate if this position was already included in the current budget plan or not)
• Cost Center (to select any of the cost centers of the department)
• Funded from Existing Positions (to indicate if any already budgeted positions should be used as the
funding)
• Funding Positions (only available if the previous attribute has been set to Yes, here active vacant
positions that don't have child positions can be selected that will get inactivated automatically)
An attribute called Delegate Position is also available and all position attributes are also supported when
using HCM Data Loader.
Managing Positions
Positions are typically used by industries
that use detailed approval rules, which
perform detailed budgeting and maintain
headcounts, or have high turnover rates.
This figure illustrates a retail position
setup.

If the position synchronization configuration is changed after person and assignments are created, then the
Synchronize Person Assignment from Position process must be run to apply the changes in
assignments.
Position Synchronization
• If position synchronization is enabled,
assignments inherit specified values
from the associated position
• You can enable position synchronization
for the enterprise or legal entity
• This flow chart shows how direct reports
are reassigned if position
synchronization is enabled

Enhance the user experience with the launch points for predefined HCM Spreadsheet Data Loader (HSDL)
spreadsheets for workforce structure objects provided from their respective user interfaces.
Using Predefined HSDL Spreadsheets
You can launch the predefined HSDL spreadsheets using the Manage in Spreadsheet
button, which is added on the search page for the following workforce structure objects:
• Jobs
• Positions
• Grades
• Grade Rates
• Grade Ladders
• Departments
• Locations
• Job Families
• Legislative Data Groups
You can create and update workforce structure objects using these spreadsheets.

Summary
• Managed work structures
• Created locations and configured divisions
• Managed departments
• Examined jobs and positions

Practices
• 4-1: Creating a Location
• 4-2: Configuring a Division
• 4-3: Creating a Department
• 4-4: Setting up a Job
• 4-5: Building a Position
• 4-6: Building a Position for Synchronization

5
Adding People

Learning Objectives
• Administer workforce lifecycles
• Add people

Reviewing the Manage Workforce Lifecycle
Keep in mind the following points for Manage Workforce Lifecycle:
• The Manage Workforce Lifecycle business process covers all
stages of a worker's association with the enterprise, from
creation of the person record through termination of work
relationships.
• HR specialists access Add Person tasks from the New Person
work area. They access all other Manage Workforce Lifecycle
tasks from the Person Management work area.
• Line manager tasks are accessible from the Directory and My
Team pages.

The Home page includes a tab for every group entry included in the main menu and displays the tabs in the
same order they appear in the main menu. A tab also displays apps corresponding to the main menu
entries. The apps provide an alternate way to navigate through the application. For example:
• On the Me tab, you can click the Personal Information app to navigate to the Personal Info pages
instead of using the main menu.
• On the Client Groups tab, you can click the Person Management app. This work area is used by
HR professionals to view and update demographic information, work relationship information,
assignment information as well as some absence, and payroll information.
The Quick Actions section also enables you to initiate actions quickly on yourself, your team, or your client
groups. When using the news feed Home page layout, you can configure quick actions using the Structure
menu. You can:
• Enable or disable actions.
• Change the display order of the action groupings.
• Rename actions or change the icons.
• Designate actions as frequently used so they appear as quick links on the Home page tab.
• Duplicate actions.
Examining the HR Professional: Landing Page/Springboard
An HR Specialist logs in so that the springboard displays options on the Home page:

In addition to using the Springboard to navigate through the system, users can also use the Navigator
menu.
Using the HR Professional: Navigator
The My Client Groups work area provides options
to set up an enterprise:

HR Specialists and Line Managers perform the following business activities:
• Add a Person: HR specialists and line managers create new person records for employees,
contingent workers, networkers, and pending workers. The Add Person tasks include creating the
new person's first work relationship with the enterprise.
• Manage Employment Information: HR specialists create and manage work relationships and
assignments for the workers to whom they have security access.
• Change Employment: Line managers edit work location, working hours, and manager details for
their direct and indirect reports.
• Promote Worker: HR specialists promote workers for whom they have security access. Line
managers promote their direct and indirect reports.
• Transfer Worker: HR specialists permanently transfer or create temporary assignments for workers
to whom they have security access. Line managers permanently transfer their direct and indirect
reports. Permanent transfers and temporary assignments can be within the worker's current legal
employer or to a different legal employer.
• Manage Personal Information: HR specialists manage information, such as addresses, national
IDs, emergency contacts, disability details, and document records for the workers to whom they have
security access.
• Terminate Worker: HR specialists terminate the work relationships of workers to whom they have
security access. Line managers terminate the work relationships of their direct and indirect reports.
- HR specialists access Add Person tasks from the New Person work area. They access all
other Manage Workforce Lifecycle tasks from the Person Management work area. Line
manager tasks are accessible from gallery search results, worker portraits, and the Manager
Resources Dashboard.
Conceptualizing the Manage Workforce Lifecycle Business Process
Human resource (HR) specialists and line managers execute the following business
activities of the Manage Workforce Lifecycle process:
Add Person
Create Employment
Change Employment
Promote Worker
Transfer Worker
Terminate Worker

The New Person work area is used to add new workers, Employees, Contingent Workers, Non-workers,
and Pending Workers into HCM Cloud using the Classic UI flow. Pending Workers display on the main page
of the work area when it is first accessed to be able to easily convert them to an employee or contingent
worker when needed. If integrating with Talent Acquisition Manager, applicants who has accepted job offers
can display on this page and be easily added into the system as an employee or contingent worker, much of
the data entered in TAM can default into the New Person flow, and updated where needed.
You can use the Quick Actions on the right to access the responsive pages for actions, such as hire an
employee, add a pending worker, add a non worker and so on. These responsive pages can be configured
using HCM Experience Design Studio.
Exploring the New Person Work Area

This page depicts the responsive user interface flow for the New Person tasks using Quick Actions. You
can configure your own rules for the responsive pages using the HCM Experience Design Studio to
determine what sections and fields display.
New Person Page Access from Quick Actions
Here’s an example of the Hire an Employee page accessed through Quick Actions.

Note: You can now add direct reports to a manager in the same transaction on the Employment
Information page.
Reviewing New Person Features
Consider the following aspects of personal records:
• Dedicated New Person work area
• Duplicate search for matching person records
• Streamlined person entry
• Seamless integration with:
– Payroll
– Compensation
– Roles provisioning
– Approval Management
– Notifications
• Subscription-based events to notify related modules for post-hire processes
(for example, on-boarding, payroll, benefits, and asset management)

Note
• If the person leaves the enterprise, you terminate the person's work relationships.
• If the person later rejoins the enterprise, you create a new work relationship. The person record
continues to exist, even when the person has no current work relationships in the enterprise and no
current contact relationships with other workers
• When adding a person, if you click any of the fields in the Managers section, you must specify a
value for the required fields. Otherwise, you won't be able to proceed with the transaction.
• It is possible to manage the contract information for contingent workers, if so configured.
• Where photos of new employees are concerned, it is not possible upload photos that are 20 MB or
larger. An error message displays to alert users when they attempt to upload photos that exceed 20
MB. The recommended size for employee photos stands at a maximum of 2 MB.
Adding People
Creation of personal record takes place via:
• Hiring an Employee
• Adding a contingent worker
• Adding a non-worker
• Adding a pending worker
• Adding a contact to the record of another person
Note: Personal records are global, independent of legal employers, and created only once
for any person.

A pending worker is a person who's yet to start employment and doesn't have a person record in the
application. You create a pending worker record with a date that's effective before the hire date. You convert
a pending worker to the proposed worker type when the new hire is confirmed. For example, when a new
employee's hire is completed, you convert the pending worker record to an employee record. The pending-
worker functions provide greater control of the hiring process than hiring an employee or adding a
contingent worker with a future start date.
If integrating with Talent Acquisition Manager, applicants who have accepted job offers can display on this
page and be easily added into the system as an employee or contingent worker, much of the data entered in
TAM can default into the New Person flow, and be updated where needed.
Defining Pending Workers
Pending Workers are individuals to be hired or to start a contingent worker
placement in the future and for whom person records are set up and are
effective before the hire or start date.
It provides greater control of the hiring process than simply hiring an employee
or adding a contingent worker with a future start date:

You can convert pending workers to employees or contingent workers in these ways:
Manually: If you're a human resources specialist, you can use the Quick Convert option in the Actions
menu to convert pending workers. You can directly convert a pending worker to the proposed worker type
without reviewing the hire details or going through an approval process. If you cancel the conversion, or the
pending worker record is rejected, the record remains in the application. You need to resume the transaction
from your Worklist notification.
Automatically: You specify whether to include a pending worker record in automatic conversion or not
when you create the pending worker. You can change this setting later by editing the pending worker
record. You can also change the setting for multiple pending workers at one time. All selected candidates
that meet the following criteria are automatically converted:
• Pending worker is marked for inclusion in automatic conversion
• Conversion Date indicates the proposed start date of the worker, or specific number of days before
the proposed start date, or specific number of days after the start date
• Proposed Worker Type consists of either employee or contingent worker
• Any or all of the following parameters contain a specific value: Business Unit, Country, Department,
Legal Employer, and Location
If a conversion criteria field is blank then all values for the parameter are considered while converting the
pending worker. The procedure takes into account the time zone of the worker's work assignment when
pending worker records undergo conversion. For instance, a pending worker in Japan undergoes
conversion to the proposed worker type when the Japanese day starts but a pending worker in the UK
undergoes conversion only when the UK day starts.
Converting Pending Workers
Manually:
• Use the Convert Pending Worker page in the New
Person work area. The hire details are populated
using the details from the person's pending worker
record. You can edit these details and add any
additional information before converting.
Automatically:
• Use the scheduled process, Convert Pending
Workers Automatically in the Scheduled
Processes work area. The process includes all
those pending worker records that have the Include
in Automatic Conversion option set to Yes.

Work Relationships
A work relationship is a relationship between a person and a legal employer. It provides the context in which
a person's assignments exist.
Work relationships are of three types:
• Employee
• Contingent worker (For those hired with contingency, it is possible to monitor contingent worker
information by maintaining the contract details for contingent workers. If the employment model
configured supports contracts, it is possible to manage the contract information for contingent
workers as a part of employee management.)
• Non-worker
Hiring Employees
• When the “Add a Contingent Worker” task is selected, the Worker Type is Contingent Worker.
• For the “Add a Non-worker” task, the system provides you options to select the Non-worker type:
Retiree, Volunteer, Non-worker paid, or Non-worker Unpaid
Interactive workflow feature to
enter the required information,
(Personal/Employment/Roles),
review, and then submit the
transaction
Worker Type: Employee

Adding a Person
Alex Morozov is starting a contingent worker placement with a legal employer in the enterprise. Alex has
never:
• Been an employee, contingent worker, or nonworker in any legal employer in the enterprise
• Been an emergency contact, dependent, or beneficiary of another employee, contingent worker, or
nonworker anywhere in the enterprise
Therefore, Alex does not have a person record. To create both his person record and his first work
relationship, you add him as a contingent worker.
Duplicate Person Validation
Brian Watson is an employee and his record as a worker exists. When a new hire Brian Watson Jr joins, the
Person Creation Service Duplicate Check option on the Manage Enterprise HCM Information page is
provided to specify a preferred level of duplicate person validation. Among other search options, you can
also check for matches between person name, date of birth, gender, and national ID. The validation
generates an error and prevents creation of a duplicate person if there are any conflicts.
Rehiring an Employee
Sonia Jalla starts her employment with the legal employer US 1 next month. Sonia was previously
employed by the US 1 legal employer (same legal employer) for several years, but resigned three years
ago. Therefore, her work relationship with the enterprise was terminated. Because Sonia was employed by
the enterprise before, she already has a person record but has a terminated work relationship. You would
search for Sonia on the Manage Person search page; ensure that you select to display terminated work
relationships.
Creating Person Records: Examples
Consider the following examples for:
• Adding a Person
• Duplicate Person Validation
• Rehiring an Employee
• Hiring a Non-worker
• Hiring a Contact

Once you find Sonia’s terminated record, access the Create Work Relationship task and select the action
of Rehire.
Hiring a Nonworker
Arturo Ruiz has a nonworker work relationship with a legal employer. Arturo recently applied for employment
with the same legal employer. He will continue as a volunteer for this legal employer even after he has been
hired. When you attempt to hire Arturo, the application finds his person record. When you confirm that the
person record is Arturo's, you continue the hiring process by creating an employee work relationship with
the legal employer. Arturo will then have both nonworker and employee work relationships with the same
legal employer.
Hiring a Contact
Mary is married to Joe Wood, who is a contingent worker elsewhere in the enterprise. Joe has identified
Mary as an emergency contact; therefore, Mary already has a person record. When you attempt to hire Mary
Wood, if there is enough information in her contact record to identify her, the application finds her existing
person record. You continue the hiring process by creating an employee work relationship with her new
legal employer. Otherwise, the hiring process creates both a person record and a work relationship for Mary.

Summary
• Administered workforce lifecycles
• Added people

Practices
• 5-1: Hiring Employees
• 5-2: Hiring Employees for Position Synchronization

6
Managing Person Information

Learning Objectives
• Manage personal information
• Manage person records
• Explore person management search

Once an employee has been added into the system, their Core HR data can be accessed via the Person
Management work area. This work area is used by HR Professionals to view and update demographic
information, work relationship information, assignment information as well as some absence, and payroll
information.
Examining the Person Management Work Area
Access the Person Management
task from:
• My Client Groups > Person
Management
• Navigator > Person
Management work area
• Quick Actions > Person
Management
Person
Management

You can manage personal information in the following ways:
• Review and Manage Person Records
• Review Personal Information
• Define Person Names
• Delete Person Data
• Conduct Person-Record Keyword Searches
Details such as phone numbers, e-mail addresses, and profiles related to a person can be deleted without
restrictions. You can't delete person legislative data although you can delete compensation and work
relationships data generated from a process. It is prohibited to delete people although it is permitted to
delete some of the personal data because a person is referenced from several applications.
Note: You can delete the following person data (with restrictions):
• Employment
• Person and user details
• Person Number
• Salary and compensation
• Benefits
Reviewing Personal Information
HR Specialists can review and quickly update the personal information of workers, including
their names and demographic information:
Personal data can be
updated or changed
Other information, like
legislative data, cannot be
changed

Global Person Model
• Person exists once in an enterprise with a unique identifier
• Legislative-specific name format definitions
• Legislative-related information can coexist at different levels
• Some global information can be displayed according to different legislative requirements
• Person relationships such as person-to-person and person-to-organization
Person Types
• Enable identification of different groups of people in an organization
• Define the type of relationship a person has with an organization
• Establish management and processing rules
Person Records Compared with Work Relationships
Person records contain:
• Personal information, such as name, date of birth, and disability information
• Information that may apply to more than one work relationship, such as national ID
By contrast, work relationships contain employment information, such as job, payroll, and working hours. A
person's worker type (for example, employee) derives from the person's work relationship; it is not part of
the person record.
Reviewing Person Records
• All workers, non-workers, and contacts have a single-person record in the enterprise,
which is identified by a person number.
• It is forbidden to create the person record in isolation since a person record requires one
of the following:
– A current, past, or future work relationship with a legal employer
– A current, past, or future contact relationship with a person who has a work
relationship with a legal employer
– The lookup type, ORA_PER_EXT_IDENTIFIER_TYPES, is associated with person
identifiers

ORA_PER_EXT_IDENTIFIER_TYPES
This feature is optional whether you want to associate a person identifier with an assignment because the
person may have only one identifier in an external application. For example, a company assigns a badge to
a person that grants access to all the company's buildings. The person may have multiple assignments in
the organization, but have only one badge and one number in the building access system.
You create a person record in one of the following ways:
• When you add the person as a contact (for example, as an emergency contact) in another person's
record
• When you create the person's first work relationship in the enterprise
For example, you create a person record by:
• Hiring an employee
• Adding a contingent worker
• Adding a nonworker
• Adding a pending worker
Note: A pending worker is a person who will be hired or will start a contingent worker placement. You create
a person record for the pending worker that is effective before the hire or start date. When the new hire or
placement is finalized, you convert the new worker to the proposed worker type.

Example Scenario
Miguel is an ex-employee of legal employer A in the United States. Today, Miguel starts a contingent worker
work relationship with legal employer B in Brazil, where you are the HR specialist.
When you attempt to add Miguel as a contingent worker, the application finds his existing person record;
therefore, you need to create only the contingent worker work relationship.
Miguel can review some of the information in his person record from the Personal Information work area; he
can also correct some information, such as his address, if necessary. You have no access to legal employer
A so you can't see Miguel's work relationship with legal employer A. If you need more information about his
previous work relationship, you must ask Miguel or his previous line manager to share this information with
you.
Managing Person Records
Multiple people may be able to manage a person record, including human resource (HR)
specialists in any of the person's legal employers and the person to whom the record
belongs.
It is possible to manage the person’s record sequentially:
.

Example Scenario
Marie is French but lives in London, where she has an employee work relationship with legal employer A.
She also has a contingent worker work relationship with legal employer B in France. Marie has two contact
relationships.
As the HR specialist for legal employer A, you manage Marie's employee work relationship. The HR
specialist for legal employer B manages her contingent worker work relationship. You can both manage all
components of Marie's person record. In addition, Marie can edit the following details in the Personal
Information work area:
• Marital status and name
• Addresses
• Contacts
• Document records
• Phone numbers
• E-mail addresses
• Other communication methods
• Communication methods order of preference
Managing Person Records Simultaneously
It is possible to manage a person record when multiple active work relationships exist:

A typical selection of updates to Marie's person record is as follows:
• Marie manages her own contacts and benefits information.
- She names her son as a dependent and her husband as an emergency contact.
• Marie manages her home address, which is also her primary mailing address.
• The enterprise has defined the address type Local Overseas.
• The HR specialist for legal employer B enters a Local Overseas address for Marie in France.
• The HR specialist in legal employer B enters a local name for Marie in French.
• You enter details of Marie's UK driver's license. The HR specialist in France enters details of Marie's
French driver's license and her passport. Marie can review and update this information.
• You enter Marie's UK national ID, and the HR specialist in France enters her French national ID.
• Both UK and French versions of Marie's marital status exist in her person record. When Marie's
marital status changes, she edits both versions.
Any HR specialist who manages Marie's person record can view, and edit any of this information.

The Person Management: Search allows for numerous search fields to help an HR Professional find an
employee. A basic search and advanced search are both available, as well as adding additional search
fields if needed, or saving a search for reuse.
In this example, Robert is searching for Haiqiong Wei. Ms. Wei is an up-and-coming employee. Robert’s
corporation believes in developing well-rounded employees by providing global assignments. Ms. Wei is on
such an assignment. She started in China and is now in the US on temporary secondment. Here we can
easily see that both relationships are visible when we search for Ms. Wei. In fact Robert can see that she is
an expat with home and host relationships. Oracle HCM Cloud can support the complex global
relationships required for a global workforce.
Using Person Management Search
When you click Advanced, you get these
additional highlighted search fields

Access to Restricted Information
Access to information about a person's competencies, language skills, licenses and certifications, school
education, awards and honors, and affiliations is restricted to a person's line managers. For example, if a
line manager searches for a language skill and a match is found in the language-skills information of the
manager's direct or indirect reports, that information appears in the search results. Restricted information is
only included in search results when the searcher is not a line manager. However, if the match is found in
public information, such as areas of expertise, it appears in the search results for any user.
Keyword Indexing
Keywords are indexed values, which means that they are copied from person records and organized in a
keywords table for fast retrieval. Most changes to person records are copied as they occur to ensure that the
source and indexed values don't differ. Your enterprise can also run a keyword-refresh process to update all
keywords and fix any discrepancies. Depending on when this process was last run, some recent changes to
person records may not appear in search results.
Searches Using Name and Keywords
The person search uses a person's full name instead of the first name or last name. The full name definition
may vary for each country. For example, the full name definition for India may be First Name Middle Name
Last Name, while the full name definition for Canada may be First Name Known As Last Name Suffix. You
control the definition of the full name using the Manage Person Name Formats task in the Setup and
Maintenance work area.
Executing Person-Record Keyword Searches
The application searches for keyword values in these attributes of a person's records:
department, person number, job name and code, position name and code, person name,
primary e-mail, primary phone, work location, competencies, language skills, licenses and
certifications, school education, awards and honors, affiliations, areas of interest, and areas
of expertise:
Searches using name and
keywords
Access to restricted
information
Searches using date-effective
keywords
Keyword indexing
Person-Record
Keyword Searches

There is an implied OR condition between the search criteria when you use keyword search. When you use
the name search, there is an implied AND condition between the search criteria For example, when you
enter Chris Harper in the Name field, all person records that have both Chris and Harper in the full name are
shown in the search results.
Searches Using Date-Effective Keywords
In the person search UI, you can enter an effective as-of date. When date-effective values, such as work
location, are copied to the keywords table, their history isn't copied: only the latest change is stored in the
keywords table. Therefore, if you enter both a keyword value and an effective as-of date, the search results
may not be as expected.
For example:
You change the work location of assignment 12345 from Headquarters to Regional Office on 27 January,
2011.
The changed work location is copied automatically to the keywords table on 27 January, 2011.
You search for a person on 1 February, 2011 using the keyword Headquarters and the effective as-of date
10 January, 2011.

Note: Person Quick search: The work area is refreshed rather than returning to the initial search.
Exploring Person Management Quick Search
Quick person
search panel

Summary
• Manage personal information
• Manage person records
• Explore person management search

7
Managing Employment Processes

Learning Objectives
• Managing employment
• Managing work relationship
• Creating work relationship

The worker type that you select when creating the work relationship determines the relationship type.
Work Relationships for Nonworkers: To be classified as a non-worker, a person must have a non-worker
work relationship with a legal employer. Having a work relationship does not mean that a person is working
for a legal employer; it only means that there is an association between the person and the legal employer
that is defined by the work relationship.
Work Relationships for Pending Workers: If you end a person's work relationship, the person record
remains in the application with an inactive work relationship. If you rehire this person later by entering the
same person data, the application identifies the person as a duplicate. You can select the existing person
record and create a pending work relationship for the person.
Managing Employment
• A work relationship is a relationship between a person and a legal employer. When end
users create personal records, they also create that person's first work relationship.
Once a personal record exists, creation of additional work relationships with the same or
different legal employers is then also possible. Work relationships are of four types:
– Employee
– Contingent worker
– Nonworker
– Pending worker
• Work relationships provide the context in which a person's assignments exist and
enterprise and legal employer services are calculated. All work relationships must
contain at least one assignment. Create and manage work relationships for a person in
the Person Management work area.

Assignment Numbers
Assignments are identified by assignment numbers, which you can allocate either manually or
automatically. If you allocate the numbers manually, the numbers must be unique in the enterprise.
The application creates numbers for automatic allocation by prefixing the person number with the character
E (for employee), C (for contingent worker), or N (for non-worker). A person's second and subsequent
assignments of the same type have a suffix number (for example, E45678 and E45678-2).
The different types of assignments include:
• Assignments and work relationships
• Primary assignments
• Assignment numbers
• Assignment names
• Assignment statuses
• Contracts and collective agreements
• Inheritance of values in assignments
Defining Assignment
An assignment:
• is a set of information about a person's
role in a legal employer
• includes the person's job, position, pay,
compensation, managers, working hours,
and location.
It is possible to obtain information about a
person from the person's overall primary
assignment.
Manage assignments using the Manage
Employment task in the Person Management
work area.

Primary Work Relationship
A worker or non-worker must have only one primary work relationship. All other work relationships are non-
primary.
Note: The primary assignment in the new primary work relationship becomes the person's overall primary
assignment, replacing the primary assignment from the previous primary work relationship. If you use
employment terms, those associated with the new overall primary assignment become the primary
employment terms. If the new primary work relationship contains any future-dated employment terms or
assignments, the change in primary status is propagated to the future records.
Defining Primary Assignment
It is mandatory to identify one assignment as the primary assignment in each work
relationship. When employees have multiple work relationships, the overall primary
assignment is the primary assignment in the primary work relationship. Note that assignment
C is the overall primary assignment because it is the primary assignment in the primary work
relationship:

Looking at the Main Fields for Assignment
All employee records
created need a job,
department and
location

Entering Manager Details
Track one or more types of manager

Work day information defines the standard working hours for each worker assignment in the enterprise or
legal employer. Use the Manage Enterprise HCM Information and Manage Legal Entity HCM Information
tasks in the Setup and Maintenance work area, to specify work day information at the enterprise and legal
employer levels respectively.
Sources of Work Day Information
If you assign a schedule to the enterprise, legal employer, or department, work day information is taken
automatically from that schedule. Otherwise, you can enter work day information for the enterprise, legal
employer, and department. You can also define work day information for positions. In any assignment,
standard working hours are inherited from one of the following entities in this order of preference:
• Position
• Department
• Legal employer
• Enterprise
Looking at Work Day Information
Standard working hours for a
position and its frequency
Determining work hours

Human resource (HR) specialists can access the assignment working hours user interface using the Add
Person, Manage Employment, and Create Work Relationship tasks. Line managers can access the
assignment working hours user interface using the Change Working Hours task.
How Assignment Working Hours Are Specified
You can specify the assignment working hours in one of the following ways:
• Fixed hours: Enter the total working hours for a week in the Working Hours field.
• Variable hours: Enter varying start and end times and the hours for each day of the week in the
Assignment Hours Details window.
Specifying Assignment Working Hours
Assignment working hours can indicate the actual schedule for part-time workers or workers
with variable working hours. The actual working days for a week are considered instead of
the usual Monday to Friday work week:
Track schedule by either
start/end time or duration

To link a collective agreement to an assignment or employment term, the following three factors must be
consistent between the collective agreement and the assignment or employment term:
1. Bargaining unit
2. Country
3. Legal employer details
Note: If a collective agreement is created without associating it with a legal employer or bargaining unit, you
can link the collective agreement to any assignment within the same country. However, if a collective
agreement is created by associating it only with a legal employer, you can link the collective agreement to
any assignment for the legal employer.
Linking Collective Agreements to Assignments
The Collective Agreements page enables links between collective agreements and
assignments:

Examining Manage Salary
View and update base salary
through the Manage Salary task

Transfers and Temporary Assignments
Use the Transfer or the Temporary Assignment action to initiate a transfer or create a temporary
assignment in the same legal employer, respectively. Use the End Temporary Assignment action to
terminate a temporary assignment in the same legal employer and reinstate the original assignments
automatically on a date that you specify.
When you create a temporary assignment for a person in the same legal employer, the work relationship
remains unchanged. If you use employment terms, you can either create a temporary assignment with the
same employment terms or create new employment terms. The existing set of employment terms are
suspended if you create new ones. The existing assignments in the current work relationship are suspended
and their status is changed to Suspended-Payroll Eligible by default. You can override the default by
deselecting the assignments that you do not want to suspend; these assignments retain their original
statuses. The suspended objects become active again when you end the temporary assignment.
Global Transfers and Temporary Assignments
Use the Global Transfer or the Global Temporary Assignment action to initiate a transfer or create a
temporary assignment in another legal employer, respectively. Use the End Global Temporary
Assignment action to terminate a temporary assignment in another legal employer and reinstate the
original assignments in the source legal employer automatically on a date that you specify.
When you create a global temporary assignment, the existing set of employment terms and assignments in
the source work relationship are suspended, and you create new objects in the destination legal employer.
The status of the assignments in the source work relationship is set to Suspended-Payroll Eligible by
default. You can override the default by deselecting the assignments that you do not want to suspend; these
assignments retain their original statuses. The suspended objects become active again when you end the
temporary assignment.
Leveraging Employment Actions
To initiate any type of transfer for a person, select the Manage Employment task in the
Person Management work area, update the assignment, and select the relevant transfer
action from the Actions list. It is possible to select from the following transfer actions:
Transfer
Temporary
Assignment
End Temporary
Assignment
Global Transfer
Global Temporary
Assignment
End Global
Temporary
Assignment

Edit
You can edit work relationships in the responsive pages. This compact guided process allows you to update
the legal employer start date, primary status of the work relationship, and descriptive flexfields.
Terminate
If the person has a single assignment, however, the only way to end the assignment is to terminate the
entire work relationship. If a person has multiple work relationships and you want to terminate all of them,
you must terminate one work relationship at a time, leaving the primary relationship until last.
You can terminate work relationships, however, not workers or nonworkers. When a person has multiple
current work relationships, you cannot terminate the primary work relationship without first selecting a
different primary relationship. This restriction exists because a current worker or nonworker cannot be
without a primary work relationship for any period of time.
Cancel Work Relationship
You can delete work relationships, employment terms, and assignment details using the Cancel Work
Relationship action(in the Manage Work Relationship page) if the person doesn't have any payroll, benefits
or compensation results, and direct reports. However, you can delete or cancel a work relationship only if
there is another active primary work relationship.
Managing Work Relationship
Use the Edit,
Terminate and
Cancel actions to
manage the work
relationship

If a line manager resigns or is terminated you must reassign their direct line and other report types to new
managers before you approve the resignation request or terminate the work relationship. When you
reassign direct reports, the reassignment is effective after the termination date plus one day with changes at
the assignment level for each report. Whether it's termination, correction of termination, or resignation you
can reassign only direct line reports in these transactions.
Here's what happens if the manager has line reports:
• The Reassign of Reports section displays, otherwise it doesn't.
• The direct line reports are displayed as of the termination date and not the current date.
If the manager has multiple assignments, each assignment is listed separately with the direct line reports to
be reassigned. If the manager has other types of reports such as project reports, resource reports, or
mentees, you must reassign those reports before the termination effective date using the Manage Direct
Reports task.
Reassigning Direct Reports during Termination
List of direct
reports
Select new
manager

Ending Employment
When you terminate a work relationship:
• Any employment terms and assignments associated with the work relationship are ended
automatically.
• The status of the work relationship and the associated employment terms and assignments are
changed to inactive on the day following the termination date.
• The period of service, both legal employer and enterprise, ends on the termination date. The person
becomes an ex-employee or ex-contingent worker for that legal employer..
• The person's user access and roles are revoked by default after the termination date. You can
choose to revoke user access earlier, as soon as the termination is approved. (This could mean
revoking user access before the termination date.)
Ending Temporary Assignments
Streamline the process to end the global temporary assignment with the following options:
When you terminate the destination work relationship created as a global temporary assignment,
you can only select the actions relevant to end global temporary assignment.
You cannot terminate the source work relationship from which a global temporary assignment is
created. You need to first end the destination global temporary assignment before terminating the
source work relationship.
Terminating Primary Work Relationships
Terminate a work relationship, either worker or non-worker, if there arises a need to end all
the assignments in the work relationship. To end an individual assignment, select the
Terminate task in the My Team work area:

Summary
• Managed employment
• Managed work relationship
• Created work relationship

Practices
• 7-1: Creating Work Relationships
• 7-2: Managing Employment
• 7-3: Terminating Work Relationships

8
Managing Directs, Mass Updates, and Areas of
Responsibility

Learning Objectives
• Oversee eligible jobs
• Manage direct reports
• Carry out mass updates
• Look at areas of responsibility

You can access the Manage Eligible Jobs page from the person smart navigation window, Person
Management work area, and the Quick Actions page. When the relief type is Derived, then the jobs which
share the same job family as the assignment job, are available for selection in the Job column. When the
relief type is Manual, then all jobs which share the same job set as defined in the assignment business unit,
are available for selection in the Job column. You must specify the manual rate and frequency for payroll
calculation.
Manage Eligible Jobs
Enter additional jobs for workers apart from the job in the workers’ current assignment.
Use eligible jobs:
• To report time for the eligible jobs in addition to the job in the person's current work
assignment.
• When a person has more than one job and you want to store information on the
additional jobs for tracking purposes.

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