Hrms and payroll 11i v3.5

Version – 3.5

Sikandar Hayat Awan

Pakistan

Oracle Applications 11i – HRMS & Payroll www.erpstuff.com

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The document is composed by using Oracle 11.5.10.2 on Linux Red Hat AS 4 so you may find
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All Rights Reserved 2007-08 2/153


Preface
Anyone who is interested to learn, teach Oracle Human Resource Management System (HRMS)
can use this document for his/her as a basic reference document. Although the document will
cover most of the required but this is not the whole Oracle HRMS. So please consider it as a
basic or reference document. I will also recommend reading the Oracle Documentation
provided by Oracle of each module.

Pre Requisites

o Oracle Applications 11i instance access
o Human Resource & Payroll Concepts

References:

o 11i Enterprise Management Fundamentals: Work Structures D16826GC10
o 11i Workforce Sourcing and Deployment Fundamentals: People Management
D17282GC10
o Enterprise and Workforce Management Guide (Global) Release 11i Part No. B14467-01
o metalink.oracle.com

Document Change Log

Date Version Description
17-Apr-08 3.5 SIT & EIT covered



Contents
CONTENTS ............................................................................................................................................... 4
WORK STRUCTURES ................................................................................................................................ 7
1 - RESPONSIBILITY & USER ................................................................................................................. 8
1. DEFINE HRMS RESPONSIBILITY.................................................................................................................. 8
2. HRMS USER DEFINITION.......................................................................................................................... 9
2 - KEY FLEXFIELDS DEFINITIONS ...................................................................................................... 12
1. GRADE KEY FLEXFIELD DEFINITION............................................................................................................ 12
2. JOB KEY FLEXFIELD DEFINITION ............................................................................................................... 18
3. COST ALLOCATION KEY FLEXFIELD DEFINITION ............................................................................................. 24
4. POSITION KEY FLEXFIELD DEFINITION ........................................................................................................ 27
5. PEOPLE GROUP KEY FLEXFIELD DEFINITION ................................................................................................. 32
6. COMPETENCE KEY FLEXFIELD DEFINITION .................................................................................................... 35
3 - KEY FLEXFIELDS VALUES ................................................................................................................ 42
1. GRADE KEY FLEXFIELD VALUES ................................................................................................................. 42
2. JOB KEY FLEXFIELD VALUES ..................................................................................................................... 44
3. POSITION KEY FLEXFIELD VALUES ............................................................................................................. 46
4. PEOPLE GROUP KEY FLEXFIELD VALUES ....................................................................................................... 49
5. COMPETENCE KEY FLEXFIELD VALUES ......................................................................................................... 51
4 - LOCATION ....................................................................................................................................... 55
1. LOCATION DEFINITION ........................................................................................................................... 55
5 - BUSINESS GROUP (BG) .................................................................................................................. 57
1. BUSINESS GROUP (BG) DEFINITION .......................................................................................................... 58
6 - PROFILES ........................................................................................................................................ 68
1. SETTING HR: SECURITY PROFILE .............................................................................................................. 68
2. SETTING HR:BUSINESS GROUP PROFILE ..................................................................................................... 69
3. SETTING HR:USER TYPE PROFILE ............................................................................................................. 70
7 - ORGANIZATIONS ............................................................................................................................ 72
1. DEPARTMENTS (HR ORGANIZATION) DEFINITION .......................................................................................... 72
8 - ORGANIZATION HIERARCHIES ...................................................................................................... 76
1. ORGANIZATION HIERARCHY DEFINITION ..................................................................................................... 76
2. ORGANIZATION DIAGRAMMER................................................................................................................... 82
9 - JOBS CREATION .............................................................................................................................. 85
1. JOBS ENTRY ........................................................................................................................................ 85
10 - GRADES CREATION ....................................................................................................................... 87
1. GRADES ENTRY .................................................................................................................................... 87
11 - POSITIONS CREATION ................................................................................................................. 88
1. POSITIONS ENTRY................................................................................................................................. 88



12 - POSITION HIERARCHIES.............................................................................................................. 91
1. POSITION HIERARCHY DEFINITION ............................................................................................................ 91
2. POSITION DIAGRAMMER ......................................................................................................................... 99
PEOPLE MANAGEMENT........................................................................................................................ 101
13 - EMPLOYEE CREATION ................................................................................................................. 102
1. EMPLOYEE CREATION ............................................................................................................................102
14 - SPECIAL INFO TYPES (SIT) ........................................................................................................ 105
1. DEFINE SIT .......................................................................................................................................105
2. DATA MIGRATION IN SIT .......................................................................................................................111
15 - EXTRA INFO TYPES (EIT) ............................................................................................................ 114
1. DEFINE EIT .......................................................................................................................................114
2. REGISTERING EIT (REGISTER EXTRA INFORMATION TYPES (EITS))...................................................................117
3. RESPONSIBILITY ASSIGNMENT .................................................................................................................121
4. DATA ENTRY IN EIT .............................................................................................................................123
PAYROLL SETUP .................................................................................................................................. 127
16 - INTRODUCTION TO ORACLE PAYROLL ....................................................................................... 128
1. QUICKPAY .........................................................................................................................................128
2. BATCH PROCESSING .............................................................................................................................128
3. PAYMENT METHODS .............................................................................................................................128
4. CURRENCY .........................................................................................................................................128
5. PAYROLL(S) .......................................................................................................................................128
6. PAY DATE / CHEQUE (CHECK) DATE ..........................................................................................................128
7. SCHEDULED RUN .................................................................................................................................128
8. CUT OFF DATE ....................................................................................................................................129
17 - SETTING UP RESPONSIBILITY ................................................................................................... 130
1. US SUPER HRMS MANAGER RESPONSIBILITY ASSIGNMENT .............................................................................130
18 - CONSOLIDATION SET ................................................................................................................. 132
1. DEFINE CONSOLIDATION SET ..................................................................................................................132
19 - PAYMENT METHODS ................................................................................................................... 133
1. DEFINE PAYMENT METHODS ...................................................................................................................133
20 - ELEMENTS ................................................................................................................................... 135
1. DEFINE ELEMENTS ...............................................................................................................................135
2. DEFINING AN ELEMENT'S INPUT VALUES .....................................................................................................139
21 - ELEMENT SET .............................................................................................................................. 142
1. DEFINE ELEMENT SET ...........................................................................................................................142
22 - SALARY BASIS ............................................................................................................................ 146
1. DEFINE SALARY BASIS ...........................................................................................................................146
23 - PAYROLL ..................................................................................................................................... 147
1. DEFINE PAYROLL .................................................................................................................................147
24 - ELEMENT LINK ............................................................................................................................ 151



1. DEFINE PAYROLL .................................................................................................................................151
PAYROLL PROCESSING ....................................................................................................................... 153



Work
Structures



1 - Responsibility & User
1. Define HRMS Responsibility
1.1. To define HRMS responsibility open the Responsibilities screen,

Sys Admin: Security > Responsibility > Define

1.2. Enter the following information on the screen,

Field Value
Responsibility Name XX HRMS
Application Human Resources
Responsibility Key XX_HRMS
Description XX HRMS Super User
Effective Date From Default (Current Date)
Data Group Name Standard
Data Group Application Human Resources
Menu GLB SHRMS Navigator
Request Group Name Global SHRMS Reports & Process
Request Group Application Human Resources



1.3. Save the data.

2. HRMS User Definition
2.1. The next step is to assign the above defined responsibility to a user who will have
access to HRMS. Here instead of creating a new user we will assign the responsibility
to our earlier created user at the time of GL configuration that is XX_USER.
2.2. Open the Users form,

Sys Admin: Security > User > Define

2.3. After searching the XX_USER we will attach the Responsibility XX Fixed Assets created
above with this user.

Field Value
Responsibility XX HRMS
Application Human Resources
Security Group Standard



2.4. Save the data.
2.5. Switch the responsibility to XX HRMS responsibility and you will get the following
menu.



2 - Key Flexfields
Definitions
Points to Consider
Before creating Key Flexfields consider the following points,

o Plan the Structure
o Plan number of segments of each Key Flexfield
o Segment Size
o Segment Values
o Validations
o Naming Conventions
o Future Changes Considerations

1. Grade Key Flexfield Definition
1.1. Open the Key Flexfield Segments form

Sys Admin: Application > Flexfield > Key > Segments

1.2. Search for Grade Flexfield.
1.3. Insert a new record by selecting New from the toolbar.
1.4. Enter the following information,

Field Value
Code XX_GRADE_FLEXFIELD
Title XX GRADE FLEXFIELD
Description (Optional) XX Grade Flexfield for demo.



1.5. Click Segments (button),

Field Value
Number 1
Name Grade Name
Windows Prompt Grade Name
Column SEGMENT1



1.6. Click Value Set (button) and enter following information,

Field Value
Value Set Name XX_GRADENAME_VS
Description XX Grade Name value set for demo.
List Type List of Values
Security Type No Security
Format Type Char
Maximum Size 20
Uppercase Only (A-Z) Checked (Yes)
Validation Type Independent



1.7. Save and close the screen.
1.8. Enter the Value Set name in the Value Set field on segments Summary screen.
1.9. In the 2nd lines enter following information,

Field Value
Number 2
Name Grade Level
Windows Prompt Grade Level
Column SEGMENT2



1.10. Click Value Set Open (button) and enter following information,

Field Value
Value Set Name XX_GRADELEVEL_VS
Description XX Grade Level value set for demo.
Format Type Char
Maximum Size 2




1.14. Enable Freeze Flexfield Definition and Allow Dynamic Inserts checkboxes.



1.15. Click OK (button) and close the form. The Flexfield will be compiled.

1.16. Click Open (button).

1.17. Click Open (button).

2. Job Key Flexfield Definition


2.2. Search for Job Flexfield.

Field Value
Code XX_JOB_FLEXFIELD
Title XX JOB FLEXFIELD
Description (Optional) XX JOB Flexfield for demo.




Field Value
Number 1
Name Job Name
Windows Prompt Job Name
Column SEGMENT1




Field Value
Value Set Name XX_JOBNAME_VS
Description XX JOB Name value set for demo.
Format Type Char
Maximum Size 20




Field Value
Number 2
Name Job Code
Windows Prompt Job Code
Column SEGMENT2




Field Value
Value Set Name XX_JOBCODE_VS
Description XX JOB Code value set for demo.
Format Type Char
Maximum Size 20
Validation Type Dependent



2.11. Save the data and click Edit Information (button) and enter the following information.

Field Value
Independent Value Set Name XX_JOBNAME_VS
Description Will be auto displayed.
Dependent Default Value MG
Description MG




2.14. Enable Cross-Validation Segments, Freeze Flexfield Definition and Allow
Dynamic Inserts checkboxes.

Note: The next few screens are same as covered in the Grade section.

3. Cost Allocation Key Flexfield Definition


3.2. Search for Cost Allocation Flexfield.

Field Value
Code XX_COST_ALLOCATION_FLEXFIELD
Title XX COST ALLOCATION FLEXFIELD
Description (Optional) XX Cost Allocation Flexfield for demo.




Field Values
Number 1 2
Name Cost Center Account Code
Windows Prompt Cost Center Account Code
Column SEGMENT1 SEGMENT2
Value Set XX_Cost_Center XX_Accounts
Flexfield Qualifier Organization Element



Note: Here we will use Value Set we defined for General Ledger.

3.6. Save and assign Flexfield Qualifiers to both segments.
3.7. To cost center we have assigned Organization.

3.8. Now assign Element Flexfield Qualifier to Account Code.

Note: The Cost Center segment will be displayed in organization costing information while
the Account Code will be assigned at the time of element creation.



3.9. Enable Freeze Flexfield Definition checkbox.


4. Position Key Flexfield Definition


4.2. Search for Position Flexfield.

Field Value
Code XX_POSITION_FLEXFIELD
Title XX POSITION FLEXFIELD
Description (Optional) XX Position Flexfield for demo.




Field Value
Number 1
Name Position Name
Windows Prompt Position Name
Column SEGMENT1




Field Value
Value Set Name XX_POSITIONNAME_VS
Description XX Position Name value set for demo.
Format Type Char
Maximum Size 30




Field Value
Number 2
Name Position Region
Windows Prompt Position Region
Column SEGMENT2




Field Value
Value Set Name XX_POSITIONREGION_VS
Description XX Position Region value set for demo.
Format Type Char
Maximum Size 20




4.14. Enable Freeze Flexfield Definition and Allow Dynamic Inserts checkboxes.


5. People Group Key Flexfield Definition





5.2. Search for People Group Flexfield.

Field Value
Code XX_PEOPLE_GROUP_FLEXFIELD
Title XX PEOPLE GROUP FLEXFIELD
Description (Optional) XX People Group Flexfield for demo.


Field Value
Number 1
Name Union
Windows Prompt Union
Column SEGMENT1




Field Value
Value Set Name XX_UNION_VS
Description XX Union value set for demo.
Format Type Char
Maximum Size 30




5.10. Enable Freeze Flexfield Definition and Allow Dynamic Inserts checkboxes


6. Competence Key Flexfield Definition





6.2. Search for Competence Flexfield.

Field Value
Code XX_COMPETENCE_FLEXFIELD
Title XX COMPETENCE FLEXFIELD
Description (Optional) XX Competence Flexfield for demo.


Field Value
Number 1
Name Skill
Windows Prompt Skill
Column SEGMENT1




Field Value
Value Set Name XX_SKILL_VS
Description XX Skill value set for demo.
Format Type Char
Maximum Size 30




Field Value
Number 2
Name Level
Windows Prompt Level
Column SEGMENT2




Field Value
Value Set Name XX_SKILLLEVEL_VS
Description XX Skill Level value set for demo.
Format Type Char
Maximum Size 30



6.11. Save the data and click Edit Information (button) and enter the following information.

Field Value
Independent Value Set Name XX_SKILL_VS
Description Will be auto displayed.
Dependent Default Value 1
Description 1




6.14. Enable Freeze Flexfield Definition checkbox.


Here is the status of all requests and all are completed with Normal status.



3 - Key Flexfields Values
So for we have created Key Flexfields but not yet populated the value sets of these Key
Flexfields. Now we will insert values in the value sets one by one.

1. Grade Key Flexfield Values
1.1. Open the Key Flexfield Values form

Sys Admin: Application > Flexfield > Key > Values

1.2. Select Value Set in Find Values By region and enter XX_GRADENAME_VS in the
names field.

1.3. Click Find (button).

Grade
EXECUTIVE
MANAGEMENT
SUPERVISOR



1.5. Save the information and search for XX_GRADELEVEL_VS and enter the following
information.

Levels
1
2
3
4



2. Job Key Flexfield Values



Job Job Code
MANAGER MG
DEPUTY MANAGER DM
SUPERVISOR SR
CEO CO



2.3. Save data and search for XX_JOBCODE_VS to enter Job Codes.



2.4. Save the data and then click in the Independent Value and press down arrow key.

3. Position Key Flexfield Values


3.2. Search XX_POSITIONNAME_VS.




Position
CEO
MANAGER IT
MANAGER FN
MANAGER HR
DEPUTY MANAGER IT
DEPUTY MANAGER FN
DEPUTY MANAGER HR
SENIOR DBA
ACCOUNT OFFICER FN
RECRUITMENT OFFICER



Position
NORTH
SOUTH



EAST
WEST

4. People Group Key Flexfield Values


4.2. Search XX_UNION_VS.




People Group Values
Union MUSLIM LEAGUE
PEOPLE PARTY
NONE



5. Competence Key Flexfield Values


5.2. Search for XX_SKILL_VS.




Skill Level (1 = low, 5 = high)
ANALYSIS 1~5
TECHNICAL 1~5
FUNCTIONAL 1~5
COMMUNICATION 1~5
PRESENTATION 1~5



5.4. Save the data and then click in the Independent Value and press down arrow key.



4 - Location
1. Location Definition
1.1. Switch to HRMS Responsibility,

HRMS: Work Structures > Location

Note: Uncheck the Global check box if you want the location to only be available within the
default Business Group of your current responsibility. Accept the default if you want the
location to be a global location and therefore available to all Business Groups. If you are
setting up a global location, the location name must be unique across all Business Groups.

1.1. Enter the required information on the screen, like Name, Description, address Style
and address as shown above.

1.2. When we clicked on Shipping Details tab the Ship-To Location was default to Location
Name we entered in the header of this form.



1.3. Save the data.



5 - Business Group (BG)
A Business Group (BG) holds information about the components of work structures such as
jobs, grades and positions. At the BG level we set up the legislative rules, terms of employment,
remuneration policies and employee work patterns. Oracle HRMS provides the flexibility to
define enterprise the following four basic configurations models,

1 A single operating company in one country.
2 A single operating company in multiple countries.
3 Multiple operating companies in one country.
4 Multiple operating companies in multiple countries.

We will create only one BG for demonstration while you can create more than one BG’s in your
enterprise to keep sets of data separated. The major reason for creating many business groups
is that your enterprise is present in many countries. The other reasons for creation of more than
one BG are,

o During acquisitions or mergers there is a need to manage separate structures and
processes during a transition phase.
o To keep a copy of your live system with example records for training or testing purposes.
o You are a holding company with a number of subsidiary companies and each subsidiary
has its own structures, employees, and compensation and benefit policies.

Organization Structure



XX COMPANY
Business Group

HR Organization

CEO

XX IT XX FN XX HR
Information Technology Finance Department Human Resource Department
HR Organization HR Organization HR Organization

Positions: Positions: Positions:
Manager IT Manager FN Manager HR
Deputy Manager IT Deputy Manager FN Deputy Manager HR
Senior DBA Account Officer FN Recruitment Officer

1. Business Group (BG) Definition
1.1. Open the Description form,

HRMS: Work Structures > Organization > Description

1.2. Click New (A) (button),



1.3. Enter the following information in the header of screen,

Field Value
Name XX COMPANY
Type Company
Location XX Location
Internal or External Internal



1.4. Before moving into Organization Classification region save the information.
1.5. Select Business Group from the LOV in the Name field.

Field Value
Organization Classifications Business Group
Name
Enabled



1.6. Save the information and then click Others (button) to enter Business Group
information.

Note: The * on the start denotes the mandatory information and you will have to provide
information while all others are optional.

1.7. Select Business Group Info from the displayed LOV and click OK (button.

1.8. Click in the white area of Business Group Info field and the following screen will
appear.



Warning: All the information entered on this screen will affect the Business Group and you
will not be able to change saved data on this screen.

1.9. Select Business Group, click the Enabled check box and click (B) Others.
1.10. Enter the required information on the screen displayed as following,

Field Value
Short Name XX COMPANY
Employee Number Generation Automatic
Applicant Number Generation Automatic
Contingent Worker Number Automatic
Generation
Grade Flexfield Structure XX GRADE FLEXFIELD
Group Flexfield Structure XX PEOPLE GROUP FLEXFIELD
Job Flexfield Structure XX JOB FLEXFIELD
Costing Flexfield Structure XX COST ALLOCATION FLEXFIELD
Position Flexfield Structure XX POSITION FLEXFIELD
Competence Flexfield Structure XX COMPETENCE FLEXFIELD
Legislation Code Pakistan
Currency PKR
Fiscal Year Start
Minimum Working Age 18



Maximum Working Age 60

1.11. Click OK (button).


1.13. Click Yes (button).



1.14. Now the next step is to make our Business Group a HR Organization as we will hire
CEO in this organization. Keep in mind that which organization will have employees
must be a HR Organization. Click in the 2nd line to define HR Organization and enter
the following information.

Field Value
Organization Classifications HR Organization
Name
Enabled

1.15. Save the information and then click Others (button) to enter HR Organization
information.



1.16. Assign relevant cost center.



1.17. Click OK (button) and save the data.



6 - Profiles
There are following three profiles which we need to set for our XX HRMS responsibility.

o HR: Security Profile
o HR:Business Group
o HR:User Type

There is a space in HR: Security Profile after colon but no space in other profile options.

1. Setting HR: Security Profile
1.1. Open the System form,

Sys Admin: Profile > System

1.2. Enter Responsibility name XX HRMS and profile HR: Security Profile.




1.4. Select Business Group XX COMPANY under Responsibility.
1.5. Save information and click Find (button) from the toolbar.

2. Setting HR:Business Group Profile
2.1. Change the Profile to HR:Business Group.




2.3. Select Business Group XX COMPANY under Responsibility.
2.4. Save information and click Find (button) from the toolbar.

3. Setting HR:User Type Profile
3.1. Change the Profile to HR:User Type Group.




3.3. Select HR with Payroll User from the LOV and click OK (button).

3.4. Save the information.



7 - Organizations
1. Departments (HR Organization) Definition
1.1. Open the Description form,

HRMS: Work Structures > Organization > Description

1.2. Click New (A) (button), and define three departments with the following information.

Field Value
Name XX IT XX HR XX FN
Type Department Department Department
Location XX Location XX Location XX Location
Internal or External Internal Internal Internal
Organization HR Organization HR Organization HR Organization
Classification
Enabled

XX IT



1.3. Click Others (button) and enter Costing Information by selecting Costing Information
from LOV and clicking OK (button).

Note: Internal Organizations are Departments, Sections or Cost Centers and the External
Organizations are Tax Offices, Recruitment Agencies.



XX HR




XX FN


Note: You can define as many organizations (Zone, Division, Department, Sections) but
here for practice we have defined only 4 (Company 1, Departments 3).



8 - Organization Hierarchies
The benefit of Organization Hierarchies is that it enables to show the reporting structure of
organization in an enterprise. The other benefits are,

o Controlling Access to Information
o Purchasing Approvals
o Project Accounting
o Government Mandated Reporting

XX COMPANY
Business Group

HR Organization

XX IT XX FN XX HR
Information Technology Finance Department Human Resource
Department
HR Organization HR Organization HR Organization

1. Organization Hierarchy Definition
1.1. Open the Hierarchy form,

HRMS: Work Structures > Organization > Hierarchy

1.2. Enter a unique name for the hierarchy, and check Primary if it is your main reporting
hierarchy.



1.4. Enter Version Number and Date From in the respective fields.



1.6. Click in the Organization Name field and press F11 and then Ctrl+F11 keys to search
the Business Group.



1.7. Click in the Subordinates Name and select departments from the LOV.



1.8. You will have to save information after moving to next line to enter next department.



2. Organization Diagrammer
2.1. Open the Diagrammer form,

HRMS: Work Structures > Organization > Diagrammer

2.2. Search for Hierarchy name XX ORG HIERARCHY.

2.3. Click Open Editor (button).



2.4. Click the + sign on the left of company displayed to expand.



2.5. Click Org-Chart Style from the toolbar.

2.6. Use different options available on Diagrammer editor and close the screen.



9 - Jobs Creation
1. Jobs Entry
1.1. Open the Description form

HRMS: Work Structures > Job > Description

1.2. We will define the following jobs.

Job Job Code
MANAGER MG
DEPUTY MANAGER DM
SUPERVISOR SR
CEO CO

1.3. Click New (button).



1.4. A Job Group will be defaulted so click in the Name field and select Job Name and Job
Code.

1.5. Save the data.
1.6. Repeat the above steps to define all jobs.



10 - Grades Creation
1. Grades Entry

HRMS: Work Structures > Grade > Description

1.2. Define the following grades,

Grade Level
EXECUTIVE 1
MANAGEMENT 1,2
SUPERVISOR 1

1.3. Save the data after entering all grades.



11 - Positions Creation
1. Positions Entry
We will define following positions.

Position Job Organization
CEO CEO.CO XX COMPANY
MANAGER IT MANAGER.MG XX IT
MANAGER FN MANAGER.MG XX FN
MANAGER HR MANAGER.MG XX HR
DEPUTY MANAGER IT DEPUTY MANAGER.DM XX IT
DEPUTY MANAGER FN DEPUTY MANAGER.DM XX FN
DEPUTY MANAGER HR DEPUTY MANAGER.DM XX HR
SENIOR DBA SUPERVISOR.SR XX IT
ACCOUNT OFFICER FN SUPERVISOR.SR XX FN
RECRUITMENT SUPERVISOR.SR XX HR
OFFICER

The following information will be same for all positions,
Field Value
Position Details Tab
Type Single Incumbent
Permanent
Hiring Status Active
Hiring Information Tab
FTE 1


HRMS: Work Structures > Position > Description



1.4. Click Hiring Information tab and enter 1 in the FTE as our Type is Single Incumbent.

1.5. Save the data.
1.6. Repeat these steps for all positions.



12 - Position Hierarchies
1. Position Hierarchy Definition
CEO

Manager IT Manager FN Manager HR

Deputy Manager IT Deputy Manager FN Deputy Manager HR

Senior DBA Account Officer FN Recruitment Officer

1.1. Open the Hierarchy form

HRMS: Work Structures > Position > Hierarchy

1.2. Enter unique Hierarchy Name and click Primary check box if this is your Primary
hierarchy.



1.7. Save the data.



1.8. Enter Version Number and Date From and save the data.



1.9. Click in the Position Name and press F11 to search the top position CEO.EAST and the
execute query by pressing Ctrl+F11.
1.10. Then click in the Subordinates Name field.



1.11. Enter MANAGER IT.EAST and save the data.



1.12. Enter all subordinates who are reporting to CEO in our case all Managers.
1.13. Now click the MANAGER IT.EAST line and click the Blue Down arrow key to define the
Manager IT subordinate.



1.14. Position MANAGER IT.EAST has jumped above in the Position Name field. Enter all
subordinates who are reporting to CEO in our case all Managers. Select DEPUTY
MANAGER IT.EAST as subordinates and save the information.
1.15. Now to define subordinate of DUPUTY MANAGER IT.EAST click blue Down arrow key
and DUPUTY MANAGER IT.EAST position will be shifted in the Position Name field.



1.16. Enter SENIOR DBA.EAST and save the information.
1.17. To move upward in the hierarchy click on blue up arrow and define all subordinate
positions.



1.18. The hierarchy will look like shown above.
1.19. Enable Primary check box to make this hierarchy and save the information.

2. Position Diagrammer
2.1. Open the Diagrammer form,

HRMS: Work Structures > Position > Diagrammer

2.2. Search for Hierarchy name XX ORG HIERARCHY.



People
Management



13 - Employee Creation
1. Employee Creation
1.1. Open the Enter and Maintain form,

HRMS: People > Enter and Maintain

1.3. Enter the required information on the form. As we are creating an employee so we
will select Create Employment in the Action field. Good thing is that when you will
select Title the Gender field is automatically populated.



1.4. Save the data.



1.5. Note the Employee Identification assigned to the employee which is employee code 1.
1.6. Click Assignment (button).
1.7. Select Group, Position and Grade. The position will default few field which you can
change.

1.8. Save the data.



14 - Special Info Types
(SIT)
1. Define SIT
1.1. To define SIT key flexfield open form,


1.2. Enter search criteria as %Personal Analysis Flexfield%.

1.3. Click on Find (B).



1.4. Create a new record by clicking on New in the toolbar or press CTRL+Down Arrow
Key “no need to include + key it is just to show that you need to press CTRK and
Down arrow keys”.

1.5. Enter the Code and change the title if required.
1.6. It is always recommended to provide relevant description where this field is provided
as it always helps you in trouble shooting.
1.7. Click on Segments (B).



1.8. Define the required segments.

Note: Here for demonstration we have used Oracle default provided Value Sets while you can
define your own as per requirement.

1.9. Save and close this form to come to main form.

1.10. Save and close this form and a request of compilation will be created.
1.11. After definition next step is to enable this newly created SIT and to specify the form
on which it should be enabled.



1.12. Switch to HRMS responsibility.

HRMS: Other Definitions > Special Info. Types

1.13. Create a new record and select the relevant Name of the SIT and enable on the
desired form. We have enabled it on Other which means we will be able to enter data
in this SIT on People form using Special Information button.
1.14. Save and close the form.

• Job: in the Job Requirements window
• Position: in the Position Requirements window
• Other: in the Special Information window
• Skill: in the Skill Provisions and Search for Event windows in Oracle Training
Administration

The OSHA and ADA check boxes are for US users only.

1.15. Now open the People form to enter in this newly created and enabled SIT.
1.16. Search any employee.




1.17. Click on Special Info (B).
1.18. Scroll down to find the relevant SIT name. The Information Exists enabled checkbox
means there is entered data in these SIT’s for this employee.



Note: In SIT you have start and end date which is not available in EIT.

1.19. Enter Start Date if different than the current and click on the Detail field.

1.20. Enter the data as per defined segments.



1.21. Click on OK (B).

1.22. Save the data and close the form.

2. Data migration in SIT
2.1. Now we will use api hr_sit_api.create_sit to migrate data into this new created
SIT.
2.2. First of all we will find the Person ID using examine from Menu: Help > Diagnostic
> Examine it will ask you to enter apps password and the default password is
always apps of this user.



2.3. Use the following query to get the ID_FLEX-NUM value of the defined SIT (on in
which data need to be migrated) using any Oracle client.

SELECT id_flex_num, id_flex_structure_code structure_view_name, description
FROM fnd_id_flex_structures_vl
WHERE id_flex_structure_code = 'XX_VISA_INFO'

2.4. In this case the id_flex_num value is 52550 so note it down.
2.5. The following table is showing all the values.

Field Value
p_person_id 140
p_id_flex_num 52550
p_segment1 (Visa Number) KB123456
p_segment2 (Issued Date) 01-APR-2008
p_segment3 (Period in years) 3



2.6. Now enter these values in the API and execute the API in any client.

2.7. After making commit now search and employee and check the SIT values.



2.8. After entering Employee Number click on Find (B).

2.9. The values are updated of the relevant employee.

15 - Extra Info Types (EIT)
1. Define EIT
1.1. To define EIT descriptive flexfield open form,

Sys Admin: Application > Flexfield > Descriptive > Segments

1.2. Enter search criteria as Human Resources%Extra Person Information.



1.3. Click on Find (B).

1.4. Confirm the Title as it must be Extra Person Information.
1.5. In order to modify we need to Unfreeze the Flexfield by unchecking the check box.




1.7. Click in the Context Field Values region and create a new record.



1.8. After entering the Code and description click on Segments (B).

2. Registering EIT (Register Extra Information Types (EITs))

2.1. To register EIT submit the request Register Extra Information Types (EITs)
using your HRMS responsibility,



HRMS: View (Menu) > Requests

2.2. Select PER_PEOPLE_INFO_TYPES and select your Information Type.
2.3. Confirm the Legislation Code as the EIT will be registered only for the selected
Legislation Code.



2.4. After submission check the status of the request using the requests window.
2.5. Now if we will check the EIT on the People form and after searching an employee
click on Others (B).




2.6. Select Extra Information from the displayed LOV.


2.8. Strange that there is no EIT. I just wanted to show you that without assigning to a
responsibility the EIT will not be available.



3. Responsibility Assignment
3.1. Now we will assign our newly created EIT to our responsibility Human Resources,
Vision Enterprises,

HRMS: Security > Information Types

3.2. To search responsibility press F11 key.



3.3. Enter responsibility name and click Ctrl + F11 keys (without +).

3.4. Click in the Code in Information Types block.



3.5. Select the relevant EIT code.
3.6. Save and close the form.

4. Data Entry in EIT
4.1. Open people form to enter data in the EIT using the responsibility assigned above.


4.2. Search the relevant employee.



4.3. Click on Others (B).
4.4. Select Extra Information from the displayed LOV.




4.6. Click the Type and click in the Details field.

4.7. Enter required information and click on OK (B).

Note: There is no Latest Disease just wanted to avoid to assign any disease to Abbott.



4.8. Save and close the form(s).

Note: The is due to space between Dr and ..



Payroll Setup



16 - Introduction to Oracle
Payroll
1. QuickPay
QuickPay is the process which is used to pay to single employee. It is useful when there is a
need to check new elements definition result before applying on all employees. QuickPay is
also used for instant updates for new hiring, late entries, and terminations.

2. Batch Processing
When we have to process the payroll for more than one employee then we use batch
processing. That is running a request Payroll Run.

3. Payment Methods
In Oracle Payroll we can pay our employees using different payment methods like Check
(Cheque), Direct Deposit, Cash or a combination of different payment methods. There are
certain limitations of localizations.

4. Currency
We can pay using single currency or multiple currencies. The currency is defaulted from the
Business group.

5. Payroll(s)
We define a payroll for a number of employees who share the same payroll calendar and
therefore receive payment on the same date, and at the same regular frequency.

6. Pay Date / Cheque (check) Date
The Pay Date / Check Date is the date of constructive receipt of pay, on which paychecks
become negotiable.

7. Scheduled Run



The Scheduled Run Date is the date scheduled for the Regular run of the payroll in each
period.

8. Cut Off Date
As employees expect salary in their bank account / cash on 1st of each month and it is also the
practice of organization to pay on 1st of each month. Now it is possible if all kind of updating /
addition is restricted in order to verify the data before processing of payroll, processing payroll
and then post processing verifications. So for this purpose a Cut Off date is set for each period,
and all entries or changes in payroll information is restricted after this date. Let say if we will set
it to -5 then the cut off date will be last date of month – 5.



17 - Setting up
Responsibility
I will use the vision instance so the members are easily practice without configuring any other
module.

1. US Super HRMS Manager responsibility Assignment
1.1. Login on Vision instance with user Operations and the default password is welcome.

Sys Admin: Security > User > Define

1.2. By default the responsibility is disabled so delete the To date of the responsibility or
assign this responsibility to your user.



1.3. Switch to this responsibility and the following Navigation window will appear.



18 - Consolidation Set
1. Define Consolidation Set

The consolidation set is used for consolidating the result of various payrolls and post payroll
processes.

1.1. Open the form,

HRMS: Payroll > Consolidation

1.2. Enter a relevant name,




19 - Payment Methods
1. Define Payment Methods

1.1. Open the form,

HRMS: Payroll > Payment Methods

1.2. Enter required and relevant information on the screen.
1.3. Enter a name for the payment method, and select its type.
1.4. You can create as many payment methods for each type as you require. For example,
if you have different source bank accounts for different payrolls, you must create
separate payment methods.

1.5. Click in the Bank Details will open the Bank Details window so provide the bank
related information.
1.6. Click OK (B).
1.7. Select Set of Books and GL Cash Account.



20 - Elements
1. Define Elements
An element is to represent compensation and benefit types or earnings and deductions. The following table is
showing the seeded elements classification.

Classification Name Low High Default Debit or
Priority Priority Priority Credit
Information 0 1000 500 D
Earnings 1001 2000 1500 D
Absence 2001 3000 2500 D
Supplemental Earnings 3001 4000 3500 D
Taxable Benefits 4001 5000 4500 D
Pre-Tax Deductions 5001 6000 5500 C
Tax Deductions 6001 7000 6500 C
Direct Payment 7001 8000 7500 D
Employer Charges 8001 9000 8500 D
Involuntary Deductions 9001 10000 9500 C
Voluntary Deductions 10001 11000 10500 C

1.1. Open the form,

HRMS: Total Compensation > Basic > Element Description

1.2. By default the current date will be the effective date and as this field is read only and
you cannot update it directly. So after opening the form we will use the Alter Effective
Date button from the tool bar. The button labeled with date 31.



1.3. Click on Alter Effective Date (B).

1.4. Change the Effective Date to 01-JAN-2000.



1.5. Click on OK (B) and verify the effective date.

1.6. Enter a unique Name & Reporting name while keeping in mind that names should not
start a number or symbol.
1.7. Optionally enter a description for the element.
1.8. Select a Primary Classification.
1.9. Select the processing type - Select Recurring if an entry of this element applies in
every period until the entry is ended, or Nonrecurring if an entry applies in one pay
period only.
1.10. Select a termination rule to determine how entries of the element are processed after
termination of the employee.
1.11. Select the Multiple Entries Allowed check box if you want to give an employee more
than one entry of the element at the same time. If you are creating a net-to-gross
element, you must select Multiple Entries Allowed.
1.12. Select the Additional Entries Allowed check box if you want to make occasional one-
time entries of a recurring element (instead of, or in addition to, a normal recurring
entry).
1.13. Select the Closed for Entry check box if you want to prevent any new entries being
made for the element.
1.14. Select the Process in Run check box if you want the element to process in payroll
runs.



1.15. Select the Indirect Results check box if you want the element only to accept entries
from indirect formula results. Leave the check box unchecked if you want to accept
entries both from indirect formula results and from manual entries in the Element
Entries window.
1.16. Select the Adjustment Only check box if you want to use the element only for
creating balance adjustments.
1.17. Select the Third Party Payments check box if you want to use the element only for
creating third party payments.
1.18. Select the currency in the Input field if you want to make element entries in a
currency other than the base currency of the Business Group.

1.19. After entering all the information now click the Further Information field and select
the Earning on the displayed screen.

Note: If the Type is Nonrecurring then this element will not appear on the Salary Basis
screen.



1.20. Select Regular and click on OK (B) and once again click on OK (B) to come back to
main form.
1.21. Save the data.

2. Defining an Element's Input Values
2.1. Click on Input Values (B).

2.2. Create a new record and enter the information.



2.3. Enter the name of the first input value.
2.4. Select the unit type of your input value (money, hours, character, date, number, or
time). You can enter numbers in the Sequence field to change the order in which the
input values appear in the Entry Values window.

2.5. Check the User Enterable check box if users can enter a value for this input.

2.6. We can scroll to the right to enter validations if desired.



2.7. Save the data and close this screen.
2.8. Close the main form.



21 - Element Set
1. Define Element Set
1.1. Open the form,

HRMS: Payroll > Element Set

1.2. Enter a unique name for the set.
1.3. Select the type: Distribution, Run, or Customization.

• Customization set: You can use a Customization set to:

o Restrict the elements that can be entered or viewed on a configured
version of the Element Entries window
o Specify the elements to be entered for assignments using BEE in the Batch
Assignment Entry window.
o Prevent users updating entry values in the Element Entries window for a
group of elements. You select the element set in the HR:Non-Updateable
Element Set user profile option.

• Run set: Oracle Payroll users can use a Run set to specify the elements to be
processed in a payroll run. If you are creating a Run set for US payroll, you must
include the VERTEX recurring element.

• Distribution set: Oracle Payroll users can use a Distribution set to define the
elements over which the costs of other elements are to be distributed.



1.4. Save the data.
1.5. If you want to include all elements in a classification, choose the Classification Rules
button.
1.6. If you want to include particular elements from other classifications, choose the
Include Element button.
1.7. Select the element you want to include in the Elements window, and choose the OK
button.



1.8. Save the data.


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