Statuses enable you to track the progress of your applicants, employees, and contingent workers through your enterprise. If you use Oracle Payroll, they also control how employee assignments are used during a payroll run. Oracle HRMS is installed with a number of predefined system statuses, for which you can set up multiple user statuses.
Note: You do not process contingent workers in a payroll run.
There are four system statuses for assignments:
Active Assignment: For employees and contingent workers you use this status to show that the person is working in accordance with his or her usual conditions of working.
Suspend Assignment: For employees you use this status to show that an employee is on leave of absence, but remains an employee with your enterprise. Similarly for contingent workers the suspend assignment indicates that a contingent worker is not currently working in the assignment they are allocated to. For example, the contingent worker may have taken an unauthorized absence or the assignment may have been suspended due to an internal review.
Terminate Assignment: Use this to show that your enterprise no longer employs the person in that assignment. It can still be possible to make payments through Oracle Payroll for assignments at this status. This status is not available for use with contingent workers.
End: Use this to end any assignment except the primary assignment for an employee or contingent worker with multiple assignments. This status is not recorded on the assignment; it causes the assignment to end. For employees all payroll processing for the assignment is complete and the assignment becomes an historical record.
As with employee assignment statuses, there is a set of system statuses for applicants:
Active Application: This is the normal status of an application as it progresses through the selection stages.
Offer: Use this status for your preferred candidate when an offer has been made.
Accepted: Update the preferred candidate's assignment to Accepted status when you are ready to hire him or her in the People window.
Terminate Application: Use this status to end an applicant's assignment. You can only do this if the applicant has one or more other assignments in progress.
Note: The Terminate Application status is not recorded on the applicant assignment, it causes the assignment to end.
On your system, you may give these statuses different user statuses appropriate to your enterprise. Each system status can have several user statuses related to it. For example, for employees you can define several different user statuses for the system status Suspend Assignment, you can have the user statuses Paternity Leave, Disability Leave, or Education Leave. When you use Oracle HRMS, you only see the user statuses.
For applicants, you can track the stages of your selection process by means of user statuses. You can define user statuses such as Applicant Received, Applicant Acknowledged, First Interview, and Second Interview for the system status Active Application. These statuses can trigger the production of standard letters.
These statuses are primary because they determine how the system processes and manages the assignment. An assignment must have one, and only one, primary status at a given time. You enter this status in the Assignment window, or using a people management template window.
When you define user statuses, consider how you will use them in reports, inquiries, and processing.
When you use a validation formula to validate entries to element input values, you can make the valid values for an entry dependent on the assignment status.
To use the statuses to control whether the payroll run processes an employee assignment, you choose a payroll status of Process or Do not Process for each user status. Additionally, in Oracle Payroll you can set up your pay calculation formulas so that a status change also changes the formula used to calculate the employee's pay. For example, an employee might receive half pay while on Military Leave.
For analysis and reporting purposes, you can set up and use secondary assignment statuses, for both employee and applicant assignments. These statuses have no effect on assignment processing.
For example, suppose your primary status Maternity Leave applies to employees both when a child is born and when one is adopted, and you want to study its use in these two cases. To accomplish this you can set up the secondary statuses Maternity Birth and Maternity Adopt, and enter them for employees taking maternity leave.
You enter secondary statuses for an employee assignment or an applicant assignment in the Secondary Statuses window.
To enter reasons for giving secondary statuses to assignments, define valid reasons as values for the Lookup Type EMP_SEC_ASSIGN_REASON (for employee assignments), CWK_SEC_ASSIGN_REASON (for contingent workers), and APL_SEC_ASSIGN_REASON (for applicant assignments).
To enable payroll processing for employees after they leave your enterprise, in your system setup you must do the following:
Use the Assignment Statuses window to make sure your system has a user status that corresponds to:
the HR system status of Terminate Assignment
the Payroll system status of Process
Your startup data includes the user status Terminate Process Assignment, which matches this definition. Use this status (or your own equivalent status) when you terminate employment or end an assignment.