17 define workforce records

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. Proprietary and Confidential – Distributed to Authorized Customers Subject to Safe Harbor1
Define Workforce Records
ORACLE FUSION HCM IMPLEMENTATION
PARTNER WORKSHOP
Oracle Fusion Human Capital Management

The following is intended to outline our general product direction. It is intended
for information purposes only, and may not be incorporated into any contract.
It is not a commitment to deliver any material, code, or functionality, and
should not be relied upon in making purchasing decisions.
The development, release, and timing of any features or functionality
described for Oracle’s products remains at the sole discretion of Oracle.
Safe Harbor Statement

The information in this presentation is correct as of the presentation date.
However, Oracle Fusion HCM continues to evolve and software patches are
applied frequently; therefore this information is subject to change.
Check with your Oracle Representative for updates. This content is not
warranted to be error-free.
Content Subject to Change

Objectives
 Define Availability.
 Define Person Record Values.
 Define Employment Records.
 Define Documents.

Defining Availability

Defining Availability – An Overview
 Following aspects determine the workers availability
 Absences recorded for that time.
 His/her work schedule.
 Calendar events such as national holidays etc.
 How it all works :-
1. The application searches for primary work schedules assigned to
the worker at different workforce structure levels.
2. If no primary schedule seems assigned to the worker, the
application then looks for availability based on absence records,
calendar events etc.
3. If no calendar events are identified, then the application availability
based on the workers standard working hours & absence records.
Navigation Path : Navigator  Setup & Maintenance  All Tasks  Workforce
Deployment Task  Define Common Application Configuration for HCM Define
Workforce Records.

Defining Availability – Primary Work Schedules
 Workers can be associated with multiple work schedules.
However, users must select one primary work schedule to
determine the worker’s availability.
 The application searches for assigned primary work
schedules to the workforce structure in the following order :-
1. The primary assignment for the worker.
2. His position.
3. His job.
4. His department.
5. His location.
6. His legal employer.
7. His enterprise.
**Note Before :-
a) Work schedules use the bottom’s up approach, which means that the lower workforce
structures take precedence over the higher levels.

Defining Availability – Calendar Events
 A calendar event indicates a period that signifies an
event. E.g. a public holiday etc.
 When you set a calendar event, you specify which set
of workers the event must consider. Users can do so
in the following manner :-
 Use an organizational hierarchy to select which organization
the event must be associated with.
OR
 Use a geographical hierarchy to select specific
regions/locations to associate the event with respect to.
 When users use geographical hierarchy for a calendar
event coverage, they can select the nodes where this has
to be excluded from.
 Calendar Event Categories
Helps users to group related calendar events. For e.g.
users may wish to group all public holidays using the pre-
defined public holiday calendar.
In addition to the pre-defined public holiday calendar, users
can also create their own calendar events by adding
relevant values to the calendar event category lookup.
**Note Before :-
a) When users add the calendar event category as an exception to a work
schedule, all calendar events associated to that category are
automatically included.
b) If Public holidays as a category is not visible in the category list, users can
navigate to the manage availability lookups task in the setup &
maintenance area to extend the end date for the public holiday look up
value.

Activity # 1:-
Activity : Creating & assigning a work schedule.
Time : 40 minutes.
SG Page No : 21
Activity # 2:-
Activity : Adding an exception to a work schedule.
Time : 10 minutes.
SG Page No : 28
Lab Session

Defining Person Record
Values

Defining Person Record Values - Overview
 Person record values can help a user to :-
 Manage the person name formats.
 Manage person types.
 Manage person lookups.
 Person types can be used to maintain information about a
group of people within an enterprise. Person types are of
two types :-
 System Person Type – A predefined set of person types which
the system uses to identify a group of people.
 User Person Type – Derived from the system person type, but
these are user defined based on the enterprises requirements.
 Person name formats are a sequence of names
components that represent different parts of a name. For
e.g. first name, last name & punctuation marks.
Users can change the sequence of, remove or include
additional name components according to the enterprises
requirements.
 All person lookups related tasks can be handled using
the manage person lookup task under the setup and
maintenance work area.
**Note Before :-
a) Users cannot change, delete or create additional system person types.
b) Oracle Fusion HCM includes all local & global formats for each person
name format.

Person Types

Person Types
 All the figures alongside depict the available system
person types alongwith the person types defined for
the selection made.
 Users can add, user defined assignment person types
depending on their enterprises requirements.

Person Name Formats

Person Name Formats
 The illustration alongside depicts the name components
along with punctuation marks that make up a name format.
 The following table describes the predefined configurable
name format types -
Smith, John Arthur (Mr.)
1
2
3
4
5
6 7
8
9
10
1. Last Name
2. Comma
3. Space
4. First Name
5. Space
6. Middle Name
7. Space
8. Opening Bracket
9. Title
10. Closing Bracket
Sr. No Format Types Usage
1. Full Name For names that appear in reports
2. Display Name
To configure stand alone names.
e.g. names that appear on the page header’s etc.
3. List Name Names that appear in the lists that can be sorted.
4. Order Name
For names where list name alone is not sufficient to sort
the list
**Note Before :-
a) To ensure that name changes reflect correctly, users should schedule the
Apply Name Formats to Person Names process regularly.
b) Navigation Path : Navigator  Tools  Scheduled Processes 
Schedule New Process  Search for Apply Name formats to person
names process  Submit.

Person Lookups

Person Name Formats
 The following list describes the most common lookups which are person related with their customizable levels.
Look Up Type Description Customizable Level
PER_NATIONAL_IDENTIFIER_TYPE
Type of a person’s national identifier.
For e.g. Social Security Number etc.
Extensible
PERSON_TYPE_STATUS
Status of a user person type.
For e.g. active or inactive
User Defined
EMAIL_TYPE
Type of a person’s email address such as home or work
email.
Extensible
ADDRESS_TYPE
Type of a person’s address such as a home or mailing
address.
Extensible
PHONE_TYPE
Type of a person’s phone number such as home phone,
work phone etc.
Extensible
PER_CM_MTHD
Communication methods for a person such as email or
instant messenger.
Extensible
PER_CONTACT_TIMES
Time of the day when the specified phone numbers can
be used.
Extensible
PER_ETHNICITY Person’s ethnicity. For e.g. Asian, American etc Extensible

Person Name Formats
PER_RELIGION
Person’s religion.
For e.g. Hindu, Christian, Muslim etc.
Extensible
PROFESSION
Person’s profession which is recorded on a visa or a work
permit.
For e.g. engineer, teacher etc.
Extensible
TITLE
Person’s title such as Mr. Miss, Doctor, which forms a
part of the person’s name.
Extensible
HONORS
Higher educations which form a part of a person’s name
such as PhD, C.A etc.
Extensible
PER_HIGHEST_EDUCATION_LEVEL
Person’s highest level of academic qualification such as
BSc, Diploma, MA, MBA etc.
User Defined
MILITARY_RANK
A person’s military rank that may form a part of a
person’s name such as sergeant, colonel, major etc.
Extensible
BLOOD TYPE Person’s blood group. A(+ve) , B(+ve), O(-ve). User Defined
CONTACT
Relationship between the person and the person’s
contact such as partner, child, brother.
Extensible
MAR_STATUS Person’s marital status. Extensible

Define Employment
Records

Defining Employment Records - Overview
 Defining employment record values can help a user to -
 Manage the assignment status.
 Manage lookups.
 Managing Assignment Statuses -
Predefined assignment status values help indicate whether
the assignment is active, inactive, suspended or eligible for
payroll processing.
 Managing Lookup’s -
All employee related lookup’s can be managed using this task.
**Note Before :-
a) If the assignment values originate from the source application, users need
to map equivalent values within Oracle Fusion.
b) To help support this, users can follow the steps :-
i. Rename the user status values associated with the pre-defined
status values.
ii. Create new assignment values.

Manage Assignment Statuses
 Each assignment is associated with an assignment
status.
 The HR status & payroll status values are linked to
the assignment status and are set automatically
when the assignment status changes.
For e.g. when the user creates an assignment , and
automatically assigns the status to
“Active – Payroll Eligible” --- the same action sets the
HR status to “Active” and the payroll status to
“Process”.
Assignment Status HR Status Payroll Status
Active – Payroll Eligible. Active Process
Active –No Payroll. Active Do Not Process
Suspended – Payroll Eligible. Suspended Process
Suspended – No Payroll. Suspended Do Not Process
Inactive – Payroll Eligible. Inactive Process
Inactive – No Payroll. Inactive Do Not Process
**Note Before :-
a) Users can define their own user names for the predefined assignment
statuses.

Employee Lookup’s

Employee Lookup’s
 The following list describes the most common lookups which are employment related with their customizable levels.
CONTRACT_TYPE Type of values such as fixed-term, full-term and seasonal User Defined
BUDGET_MEASUREMENT_TYPE
Helps manage work measure values such as headcounts
and FTE’s
Extensible
EMP_CAT
Employee Assignment categories such as full time regular
and part time temporary
User Defined
EMPLOYEE_CATG
Manages worker type values such as white collar, blue
collar, civil servant etc
User Defined
BARGAINING_UNIT_CODE
Codes that help manage bargaining units such as health
professionals, mill workers, public service workers etc
User Defined
PER_SUPERVISOR_TYPE
Manager types such as line manager, project manager &
technical manager
Extensible
PER_PDS_REHIRE_REASON
Reasons such as misconduct and poor performance for
not recommending a re-hire for an employee
User Defined
PER_RESPONSIBILITY_TYPES
Worker responsibilities such as benefits representatives,
union representatives etc
Extensible

Define Documents

Defining Documents – Overview
 Document records are created by users to store
information about –
 Work Permits.
 Visas.
 Upload electronic versions of documents to be used as
attachments.
 Document Types : -
Provides a user with a set of options to control what document
information to retain, who can have access to the information,
whether documents require any approvals, and whether these
documents are subjected to expiry.
Document types categorize the documents and help users to control
which users or roles can access particular documents.
 Document Categories & Sub Categories : -
Document categories & subcategories are used for grouping
the documents.
The DOCUMENT_CATEGORY_LOOKUP type can be used
to define new document categories and subcategories.
 Document Statuses: -
Helps users to identify & track the document records which
require approval.
**Note Before :-
a) Users can define approval statuses as values for the lookup type
DOCUMENT_STATUS.
a) These statuses are for information purposes only and do not control the
document approval process.

Define Document Delivery Preferences
 This definition will help users configure delivery options for documents which are periodically delivered from employers
to employees. For e.g. pay slips, year end tax statements etc.
Users can use the Manage Document Task to set the said preferences. Users can also specify their default delivery
preferences and override these default preferences for individual legal-employer or payroll-statutory-unit-hierarchies.
 Delivery Options -
Users can specify delivery methods for a document type either via paper or online and also specify whether employee
consent is required for delivering documents online.
If users specify that user consent is required and the initial consent is not granted, the system automatically selects
paper delivery as the delivery method.
Users can enable persons to override the delivery preferences using the portraits work area. The document delivery
report, lists the delivery preferences including any overrides there after.
**Note Before :-
a) Users can specify delivery preferences for approved documents only.
a) For newly created document types, you must first submit it and then edit the document type to enable the delivery options.

Overriding Document Delivery Preferences
 Users can setup delivery preferences on the document type and respective overrides on associated work structures.
Users can override the default delivery preferences at various levels for a payroll statutory unit (for all payroll
documents) or legal employer (for other document categories).
 The default delivery option set, applies to all the documents until such time that the user goes and modifies the entry.
 Delivery documents are arranged in a hierarchy.
 Delivery preferences set for location overrides those set for a department.
 Delivery preferences set for a department overrides those set for a legal employer.
 Person Overrides –
Persons can override the delivery preferences for their documents using the personal information card within their portraits. The delivery preferences set
in the portraits override the delivery preferences specified anywhere else within the document type.

Activity # 3:-
Activity : Creating a document type.
Time : 10 minutes.
SG Page No : 65
Lab Session

17 define workforce records

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