In Oracle HRMS there are eight user definable key flexfields:
Job
Position
Grade
Competence
People Group
Personal Analysis
Cost Allocation
Collective Agreement Grades
The Personal Analysis and Collective Agreement Grades key flexfields can have an unlimited number of structures. All other flexfields can have only one structure each.
You can define up to 30 segments for each structure in all key flexfields except for the Collective Agreement Grades key flexfield. This can have up to 20 segments for each structure.
Oracle HRMS uses key flexfields in a number of distinct ways:
The Job, Position, Grade Name, and Competence flexfields enable you to create a unique name, which is a combination of separate components or segments. You can use these flexfields when you are defining the work structures and competencies that exist in your enterprise.
Suggestion: When you are defining your requirements for these key flexfields you should consider the following points:
The task of defining the segment combinations is normally restricted to one or two users only. Therefore, you may not need to use value sets, or cross validation rule options to control the values that can be entered.
The names that users see are made up of a combination of segment values. The segment values are displayed, not the meanings.
Avoid segments containing information that may change regularly. There is no history of changes to the combinations you create. For example, do not define minimum and maximum values for grades as segments of the Grade flexfield.
The People Group and Personal Analysis flexfields enable you to add key information to records of employee assignments and people. You can use the individual segments of these flexfields to identify or report on specific groups of people.
The Cost Allocation key flexfield is used to collect and to accumulate costs associated with running a payroll.
The Collective Agreement Grades key flexfield enables you to create an unlimited number of grade structures. You use the individual segments of each grade structure to record the grade factors that are defined within a collective agreement.
Once the grade structure is recorded you can link it to a collective agreement and enter the required factor values for each reference grade in the Agreement Grades window.
The key flexfields are central to Oracle HRMS, therefore you must create certain definitions before you can set up your business group.
You can only define one structure per business group for each of these flexfields.
Use of these flexfields is optional, but almost all Oracle HRMS installations use the Grade flexfield. Positions are used most often in large, highly structured enterprises, such as those in the areas of government, education, and health care.
You must define a structure name for these two flexfields before you can define a business group.
You associate these structures with a business group in the Business Group Information window, which opens from the Organization window.
It is essential to run the Create Key Flexfield DB Items process whenever you create or change the Grade or Position key flexfield definitions. See: Creating Key Flexfield Database Items
Use of this flexfield is optional.
You must define at least one structure name for the job key flexfield before you can define a business group.
You associate this structure with a business group in the Business Group Information window, which opens from the Organization window. This defines the key flexfield that is used for the Default HR Job Group.
You can create a number of different structures for the job key flexfield and then associate them with user defined job groups.
It is essential to run the Create Key Flexfield DB Items process whenever you create or change the Job key flexfield definitions. See: Creating Key Flexfield Database Items
You must define a structure name for this flexfield before you can define a business group.
You can only define one structure per business group for this flexfield.
You associate this structure with a business group in the Business Group Information window, which opens from the Organization window. This defines the key flexfield that is used when creating competencies specific to the business group.
You can create an additional key flexfield that can be used to create global competencies that are available across all business groups. You can, however, use the same key flexfield you have defined for the business group if you want. You define this key flexfield in the HR: Global Competence Flex Structure profile option.
You must specify one of the segments as the Default Attribute using the flexfield qualifier. You must also attach the Others flexfield qualifier to all other segments in the structure.
You can only define one structure per business group for this flexfield.
You do not create separate combinations of segments for the People Group flexfield. You enter values for each employee as part of the employee assignment.
You must define a structure name for this flexfield before you can define a business group.
You must define at least one segment for the People Group flexfield in order to be able to use the Assignment window.
It is essential to run the Create Key Flexfield DB Items process whenever you create or change the People Group key flexfield definition. See: Creating Key Flexfield Database Items
You can create any number of structures per business group for this flexfield. Each one represents a Special Information Type.
You do not need to define any structures for the Personal Analysis flexfield before you can use Oracle HRMS.
You link each structure to a business group in the Special Information Types window while you are logged on to that business group.
You can configure windows to restrict access to specific Information Types, such as medical or disciplinary information.
You can only define one structure per business group for this flexfield.
You can control the levels at which users can enter cost information by using the flexfield qualifiers.
You must define a structure name for this flexfield before you can define a business group.
A number of windows in Oracle HRMS check for the existence of a valid flexfield structure for Cost Allocation. You must define at least one segment for your Cost Allocation flexfield.
You can create any number of structures for this flexfield.
Attention: If you are using the Italian legislation, do not create new structures for this flexfield. You must use the predefined structure, IT_CAGR, and you must not make changes to it. Otherwise, you may be unable to enter collective agreement grades for your assignments.
You can define up to 20 segments within each structure. Each segment refers to a grade factor that is available as part of the grade structure.
You must check the Allow Dynamic Inserts check box when defining the structure of this flexfield.
You do not need to define any structures for the Collective Agreement Grades flexfield before you can use Oracle HRMS.
You link each structure to a collective agreement in the Agreement Grades window. The reference grades entered in this window are recorded against this combination.
You can enter values for each of the defined grade factors as part of each reference grade in the Agreement Grades window.
The way in which key flexfield windows open is controlled by the Flexfields:Open Key Window profile option. If this option is set to Yes, the flexfield window automatically pops open when the user navigates to the field. If it is set to No, users can open the flexfield by choosing Edit Field from the Edit menu or pressing CTRL+L. The default is Yes.