The document provides instructions for setting up Oracle HRMS, including creating responsibilities, users, flex fields, business groups, locations, divisions, departments, jobs, positions, and hierarchies. Key steps include defining flex field structures for jobs, positions, competencies, grades, cost allocation, and people groups; creating a business group and attaching flex fields and profiles; adding locations, divisions, and departments; building organization hierarchies; and establishing jobs and positions.

1. ORACLE HRMS
SETUP
Prepared By: Syed Hussain Abbas

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Table of Contents
1) Creating Responsibility for HRMS Manager.
2) New User
3) Flex Fields:
 Job Flex Field.
 Position Flex Field.
 Competence Flex Field.
 Grade Flex Field.
 Cost Allocation Flex Field.
 People Group Flex Field.
4) Business Group Creation
5) Attach Profiles To Business Group.
6) Locations In Business Group
7) Divisions And Departments In Business Group
8) Organization Hierarchy.
9) Creating A Job
10)Creating A Position
11)Position Hierarchy
12)Vacancies and Recruitments.
13)Recruitment Activity
14)Entering the Applicant’s details
15)Updating Applicant Assignments By Group
16) Schedule Applicant Interview

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Open R12 Login Page
User ID: IC01_HUSSAIN
Password: welcome1
Click on Login.
Select the Responsibility ‘System Administrator’.

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Create a Responsibility for HRMS Manager:
Navigation: System Administrator → Security →Responsibility →Define
The following page appears:
Create New Responsibility:
Function, menus and data group with name.
Save it and close it.

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Create a New User:
Give some name for the user and give a password.
Attach your ‘Human Resources’ Responsibility.
And also attach ‘Application Developer’ and ‘System Administrator’.
Navigation: System Administrator → Security → User → Define
Logout of ‘IC01_HUSSAIN‘
And Login with
Username: DEMO_ICPL
Password: hussain1
Click on ‘Login’.

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As it is the first time of entering with the username system prompts you to change the password.
Old password: hussain1
New password: hussainabbas
Confirm the new password: hussainabbas
And click on ‘Submit’.
Click on “Demo HRMS Manager’ responsibility.

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Key Flex field Structures
Navigation: System Administrator → Application → Flex Fields → Key → Segments.
Job Flex Field:
Query with ‘Job Flex field’ in the ‘Flex field Title’ and click ‘Ctrl+↓’ in the below window displayed with predefined flex fields to
create your own Flex field for ‘Job‘.
Give a name for your Job structure and click on ‘Segments’ button.
Define the Job structure for your Organization and check the required fields based on your requirement.
Save and close the window

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Check the ‘Freeze Flex field Definition ‘ and ‘Allow Dynamic Inserts’ check boxes and Click on ‘Compile’ button.

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Position Flex field:
Query with ‘Position Flex field’ in the ‘Flex field Title’ and click ‘Ctrl+↓’ in the below window displayed with predefined flex fields to
create your own Flex field for ‘Position’.
Give a name for your Job structure and click on ‘Segments’ button.
Define the Position structure for your Organization and check the required fields based on your requirement.
Save and close the window.

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Check the ‘Freeze Flex field Definition ‘ and ‘Allow Dynamic Inserts’ check boxes and Click on ‘Compile’ button.

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Competence Flex field:
Query with ‘Competence Flex field’ in the ‘Flex field Title’ and click ‘Ctrl+↓’ in the below window displayed with predefined flex
fields to create your own Flex field for ‘Competence‘.
Give a name for your Competence structure and click on ‘Segments’ button.
Define the Competence structure for your Organization and check the required fields based on your requirement.
Flex field Qualifiers are mandatory for ‘ Competence Flex field’.
Click on Flex field Qualifiers ‘button and select any one qualifier for the Competence.
Save and close the window.

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Check the ‘Freeze Flex field Definition ‘ and ‘Allow Dynamic Inserts’ check boxes and Click on ‘Compile’ button.

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Grade Flex field:
Query with ‘Grade Flex field’ in the ’Flex field Title’ and click ‘Ctrl+↓’ in the below window displayed with predefined flex fields to
create your own Flex field for ‘Grade‘.
Give a name for your Grade structure and click on ‘Segments’ button.
Define the Grade structure for your Organization and check the required fields based on your requirement.
Save and close the window.

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Check the ‘Freeze Flex field Definition ‘ and ‘Allow Dynamic Inserts’ check boxes and Click on ‘Compile’ button.

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Cost Allocation Flex Field:
Cost Allocation Flex Field is the interaction between Pay Roll and General Ledger. So the Segments which we are defining in HRMS
should match with the Accounting Flex Field which we define in Financials.
Query with ‘Cost Allocation Flex field’ in the ‘Flex field Title’ and click ‘Ctrl+↓’ in the below window displayed with predefined flex
fields to create your own Flex field for ‘Cost Allocation‘.
Give a name for your Cost Allocation structure and click on ‘Segments’ button.
Define the Cost Allocation structure for your Organization and check the required fields based on your requirement.

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Flex field Qualifiers are mandatory for ‘Cost Allocation Flex field’ also.
Click on Flex field Qualifiers button and select any one qualifier for the Competence.
Save and close the window.

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Check the ‘Freeze Flex field Definition‘ and ‘Allow Dynamic Inserts’ check boxes and Click on ‘Compile’ button.

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People Group Flex field:
Query with ‘People Group Flex field’ in the ‘Flex field Title’ and click ‘Ctrl+↓’ in the below window displayed with predefined flex
fields to create your own Flex field for ‘People Group‘.
Give a name for your People Group structure and click on ‘Segments’ button.
Define the People Group structure for your Organization and check the required fields based on your requirement.
Save and close the window.

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Check the ‘Freeze Flex field Definition ‘ and ‘Allow Dynamic Inserts’ check boxes and Click on ‘Compile’ button.

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Business Group Creation:
The Important thing we must not forgot while creating our business group and all our organizations is “Date Tracking’. The date
must be checked while creating all the organizations. The dates which we give for our organizations must be after the date which
our business group is created and the dates are those from which we want the organizations to be existed in our business group. The
Date Tracking Plays a vital role in HRMS.
For that first we have to create a Location.
Navigation: Demo HRMS Manager Responsibility → Work Structures → Location

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Organization Classification:
The next step is to attach all our flex fields which we have defined before to our business group.
Organization Classification is Important in HRMS.
Navigation: Work Structure → Organization → Description
Click on ‘New’
Create the Business Group.
Enable the Business Group and click on ‘Others’ and give the Business Group Information.

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Give a Short name for the Business group.
Select the Employee number, Applicant Number Generation, Contingent Worker Generation Fields as either as ‘Automatic’ or
‘Manual’ based on your business group requirement.
Select and attach your grade, people group, job, costing, position, competence flex fields to your business groups here.
Select your Legislation Code and currency.

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Then click on ‘Yes’ for saving the Business Group Information.
Attach ‘HR Organization ‘ so that we can attach employees in that organization.

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Attach Profile to business group.
Switch the Responsibility to ‘System Administrator’
Navigation:
System Administrator → Profile → System
Attach our business group to HR Security Profile.

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Attach business group to HR Cross Business Group.
Attach our business group to HR User Type.

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Add ‘HR with Payroll’ for ‘HR User Type’.

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The next step is to create multiple locations for divisions and departments in our business group.
Switch back to Demo HRMS Responsibility.
Navigation: Demo HRMS Responsibility → Work Structures → Location

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Create Divisions and Departments in Business Group.
Navigation: Work Structure → Organization → Description

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Create a hierarchy for organization .We must not forget date tracking.
If we want to create a new hierarchy for our organization we will give an end date for our old hierarchy. The version name will be
changed here.
Navigation: Demo HRMS Manager → Work Structures → Organization → Hierarchy
Give a name to the Organization Hierarchy and create the hierarchy. Select ‘Primary’ check box if it is the primary hierarchy of the
organization.
Select Version number as ‘1’ and give the starting date for the hierarchy.
Query in the ‘Organization’ window with the Business Group Name and add all the divisions and departments as per the hierarchy of
organization in the ‘Subordinates’ window.

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To view hierarchy
Navigation: Demo HRMS Manager → Work Structures → Organization → Diagrammer

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Job Creation:
Create the Jobs in Business Group based in the Structure you have defined for the jobs.
Job is a role in our organization. Jobs are Flexible roles .Jobs are independent of organization. Jobs are independent of positions. A
job may have multiple positions
Navigation: Work Structures → Job → Description

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Position Creation:
There are many differences between Jobs and Positions.
1) Positions are rigid roles
2) Positions are dependent on organization
3) Positions are dependent on Jobs.
4) A position will have specific job
Navigation: Work Structures → Position → Description

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Position Hierarchy.
Give a name to your hierarchy. If the Hierarchy is the primary hierarchy in your organization, check the ‘Primary’ check box .Save it
and version number populated for it automatically. If you are creating first hierarchy give the ‘Date From’. If we want to create
another new hierarchy after some days, give the ‘End Date ‘for the previous hierarchy which is running. Save it.
Query with Higher position name and attach the positions in the order as it is in your organization.
Navigation: Work Structures → Position → Hierarchy

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Here we will define all the grades which are available in our organization.
Navigation: Work Structures → Grade → Description

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The next step is to assign grades to the jobs in our organization. Grades can be assigned to jobs or positions. But Oracle prefers to
assign grades to jobs.
Navigation: Work Structures → Jobs → Description → Valid Grades

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The next step is to enter the details of Employees
Enter all the details of the employee.
Navigation: People → Enter and Maintain

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Creating Vacancies and Recruitments:
We can create Requisitions, vacancies and openings in our organization using ‘Requisition and Vacancy’ window. A requisition can be
for one or more vacancies.
Process of raising a requisition for a vacancy.
 Enter the requisition and save it before beginning to define the vacancy.
 Enter a name and number of openings for the vacancy.
 If you advertise vacancies using SSHR, enter the vacancy category. The vacancy is automatically advertised under this category.
 Optionally enter a description and select a status.
 You can select one or more assignment components to define the vacancy.
 Optionally enter the name of the recruiter.
 Optionally enter the budget measurement unit and value for the vacancy. The value you enter is for all the openings for that
vacancy.
Navigation: Recruitment → Requisition and Vacancy

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Creating Recruitment Activity:
We use ‘Recruitment Activity’ window to define either single recruitment activity or more.
Process of creating Recruitment Activity:
 Enter the details of the recruitment activity. You can enter the name of a ’parent’ recruitment activity in the Within Recruitment
Activity region, if the activity you are defining is part of a campaign.
 Choose the Recruiting For button to select one or more vacancies to associate with the activity.
Navigation: Recruitment → Recruitment Activity

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Entering the Applicant’s details:
We use the ‘Applicant Quick Entry’ window to enter basic personal information and one assignment for an application. If we want to
update this information or add further information we use ‘People’ window.
The process of recording the applicant details quickly:
 Enter the applicant’s name and an identifying number recognized by the system.
 Select a status for the application. By default a new application has the status Active Application (or an equivalent user status
defined on your system). All other fields are optional.
 Enter information in the Further Information field if your Oracle localization team has set it up.
 To enter an address, select a national address style. A window opens with the address format for the country you select. Enter
the address lines and choose OK.
 The Date Received defaults to your effective date, but you can change it. This is the date the applicant’s record will begin.
 You can enter the name of the applicant’s current employer.
 You can select a recruitment activity. If there is only one vacancy for the activity, the vacancy details appear automatically.
 If you select a vacancy, applicant assignment information is displayed from the vacancy record. You can add to this information
or change it. However, if you change it, the vacancy field clears.
 If you do not select a vacancy, you can enter assignment information in the Vacancy Applied For region. If you do not enter an
organization, it defaults to the Business Group.
Navigation: Recruitment → Applicant Quick Entry

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Updating Applicant Assignments by Group:
We can query and update the groups of Applicants assignments using ‘Mass Update of Applicants’ window.
Process of updating Applicants:
 Select find from the Query menu to open the Find Applications window. Enter selection criteria for the group of applicants
you want to update and choose the Find button.
 Do one of the following:
 If you want to update all or most of these applicant assignments, choose the Select All buttons. Then uncheck the Mark check
box for any assignments that you do not want to update.
 If you want to update less than half of this group of assignments, check the Mark check box for each assignment you want to
update.
 Choose the Update button.
 In the Update window:
 If you want to update the status of the selected assignments, select the new status.
 If you want to refer these applicants to a new recruiter, select the name of the Recruiter.
 Choose OK to effect the update.
Navigation: Requisition → Mass Update Of Applicants

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Schedule Applicant Interview
Typically, you track applicant progress through a series of interviews and update the status of the application after each interview.
You can schedule these interviews and update the applicant assignment status using the Applicant Interview window. Before you can
schedule interviews, interview types, such as First Interview, or Selection Test, must be defined as values for the Lookup
After Clicking on ‘Update’ button we will get the following window.
Select the status and Recruiter Name.

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THE END
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