To begin modelling your enterprise, you set up the business groups, legal entities, and operating companies that comprise your organizational framework. You can define these organizations and locations yourself, or complete a configuration interview in the Configuration Workbench. The workbench creates the organizations and locations and places them in a hierarchy for you. The workbench creates a "View All" responsibility for each business group, and sets the required user profile options.
When the organizational framework is in place, you can extend it by creating additional internal and external organizations, and their locations, and by building the organizations into hierarchies.
If you use the Configuration Workbench, then you can skip steps 1, 2, and 3, although you can optionally perform step 2 to add user profile options to the responsibilities that the workbench creates. If you do not use the Configuration Workbench, then follow the steps below to configure your enterprise framework.
To find out what organization structures the workbench sets up see: Key Concepts for Representing Enterprises
You can use the Startup business group with all of its default definitions, which you can use with the default responsibility (Option 1), or you can define other business groups to meet your own needs (Option 2).
To find out how many business groups you require, see: Key Concepts for Representing Enterprises
Option 1: Adapt the Startup Business Group
Select the default Oracle Human Resources responsibility with the security group 'Standard'. This enables you to see all the records for the startup Business Group.
Adapt the startup Business Group to your own Business Group requirements.
Warning: The Setup business group has a default legislation code of US and a default base currency of USD.
If you intend to process payrolls in your business group, or you intend to implement legislation for another territory, you must create a new business group with a valid legislation code and base currency. The system uses these values to copy in the predefined data it needs to comply with local legislative and processing requirements.
You cannot change these definitions after they have been saved.
Option 2: Create New Business Groups and Responsibilities
Create a new Business Group.
Set up a responsibility for the business group in the Responsibilities window.
Note: Use Standard HRMS security, rather than the Security Groups Enabled model during implementation. You can change to the Security Groups Enabled model later in your implementation. See: Security Models
Set the HR User Profile Options for any new responsibilities you create. You must set up the HR: User Type, HR: Security Profile and the HR: Business Group options, at responsibility level.
You can set also set up other User Profile Options for new responsibilities you created or the workbench generated.
See: System Profile Values Window
See: User Profiles
Set the HR User Profile Options for the new responsibility. You must set up the HR: User Type option. Setting the HR: User Type option determines:
the default address style
if set to HR User, the application displays the United States International Style address window
if set to HR with Payroll, the application displays the US Style address window
the names for the HR elements
if set to HR User, the application uses the predefined Federal element names
if set to HR with Payroll, the application uses the element names you define for the Federal elements
the termination rules
if set to HR User, the application uses the Actual Termination
if set to HR with Payroll, the application uses the Final Processing rules
You can also set up other User Profile Options.
Use the System Profile Values window.
See: System Profile Values Window
Lookups supply many of the lists of values in Oracle HRMS. For example, the Job, Position, Person, and Assignment windows use Lookups for Extra Information.
Many Lookup Types have been predefined and include value sets. Others are predefined, such as Appropriation Codes and Bargaining Unit Status, but you need to define values for them.
For information about which Lookup Types are predefined and contain value sets and which ones are extensible, refer to the reference tables:
Lookup Values are the valid entries that appear in the list of values. They make choosing information quick and easy, and they ensure that users enter only valid data into Oracle HRMS.
You can add new Lookups Values at any time to extensible Lookup types. You can set the Enable Flag for a Value to No, so that it will no longer appear in the list of values, or you can use the Start and End Dates to control when a value will appear in a list for all non-system Lookup Types.
Use the Application Utilities Lookups window.
See: Adding Lookup Types and Values
Create each work location used by your agency and associate it with a Duty Station, using the supplied Duty Stations Lookups. You define each location and address once only. This saves you time if you have several organizations with the same address.
The Location name is displayed on the Assignment form. To more easily identify the specific Duty Station Location, it is recommended that you enter the Duty Station number as the location name.
Use the Location window.
Create the legal entities and operating companies you require to represent your enterprise. The operating companies and legal entities are key organization structures that form your basic enterprise framework, to find out what they represent, see: Key Concepts for Representing Enterprises
To find out how many operating companies and legal entities you require, see: Configuration Models for Your Enterprise Framework
You can extend your basic enterprise structure by creating additional organizations and locations to represent internal divisions or departments, and external organizations for reporting or third-party payments.
See: Extending the Enterprise Framework
The Configuration Workbench creates legal entities for HR purposes only. If you want to integrate Oracle Payroll with Oracle Cash Management, see: the Oracle Cash Management User Guide
Enter the appropriate classifications for each organization and details for any Extra Information types.
Use the Organization window.
See: Entering Organization Classifications
See: Entering Additional Information
For each business group you set up, you need to enter additional information, specifying the names of the key flexfield structures that you set up previously for Job, Position, Grade, Group, and Costing. This information is required to process and update to the HR database Requests for Personnel Actions.
Use the Organization window.
See: Entering Business Group Information
You specify HR Organization for all organizations to which you intend to assign employees. For these organizations, you also enter the US Federal Org Report information which is required when generating federal reports such as the Notification of Personnel Action and the Central Personnel Data File (CPDF) reports.
Use the Organization window.
See: Federal reports, see HR Organizations: Entering US Federal Reporting Information
The application provides a concurrent manager process that supplies valid grade and pay plan combinations that are used during implementation when defining your agency's positions.
Use the Submit Request Window.
See: Running the Federal Valid Combinations Process
You can enable the automatic creation of HR organizations using the Auto Orgs functionality. If your enterprise has a close relationship between its financial structure and line management hierarchy, then this means you only have to maintain your financial structure in GL and the corresponding line manager hierarchy is automatically synchronized.
See: Implementing Automatic Company Cost Center Creation
For further information on setting up multiple organizations see Multiple Organizations in Oracle Applications R11i, available on MetaLink
You can represent your management or other reporting structures by arranging organizations into reporting hierarchies. An organization can belong to any number of hierarchies, but it can only appear once in any hierarchy.
Organization reporting lines change often and you can generate a new version of a hierarchy at any time with start and end dates. In this way, you can keep the history of your organizational changes, and you can also use this feature to help you plan future changes.
When you use DateTrack you see the "current" hierarchy for your effective date.
Attention: Your primary reporting hierarchy will usually show your current management reporting structure. You can define other hierarchies for other reporting needs.
You can create organization hierarchies using the:
Organization Hierarchy Window
Organization Hierarchy Diagrammers (they enable you to create your hierarchies graphically, and to make intuitive drag-and-drop changes).
You use geographical and organizational hierarchies to identify the group of people you want a calendar event to apply. Calendar events represent important dates that affect the working time of your workforce such as a public holiday.
See: Setting Up Calendar Events
You can use organizational hierarchies when you define calendar events in your enterprise. If the calendar event applies to people in your organizations, you can select an organization hierarchy as the type of coverage for the event. For example, if you have a planned factory closure, you can define it as an organizational holiday and apply it to the factory organization in your hierarchy. The calendar event becomes applicable to the people in the factory organization who are scheduled to work at the time of the event.
See: Creating Organization Hierarchies
You use the geographical hierarchy as the type of coverage for calendar events that apply to a geographic entity, such as, a country, state, or region. For example, if you are an enterprise operating in multiple countries, you can define calendar events for the public holidays in those countries. The calendar event becomes applicable to people if they work in the country you include in the event.
See: Generic Hierarchies Overview
If you used the Configuration Workbench, you may already have loaded jobs from a spreadsheet in the Workbench. You can skip the Define Jobs step.
As part of a working relationship, a person can simultaneously perform a number of roles in addition to being an employee or contingent worker. These can range from initiatives defined by the enterprise, such as fire warden, to legislative defined roles such as Health and Safety Representative. In Oracle HRMS, these are know as supplementary roles. Supplementary roles are set up as jobs in the Job window
Each job is held in a Job Group. The Job Group is used to store jobs of a similar type together in one group. All standard jobs created in Oracle HRMS, that is, those jobs that define the role the person is employed to fulfil, must be stored in the default HR Job Group. This Job Group is automatically created for your business group.
If you want to set up supplementary roles you must set up additional job groups to store these roles.
Use the Job Groups window.
See: Creating a Job Group
Jobs provide a way to categorize related positions, independent of specific organizations. You use the Job window to define a job and associate it to an Occupational Series Code.
A 'Job Name' is a unique combination of values in the segments of the job flexfield structure that you have linked to your business group.
There are a number of ways to add information about a job. Primarily, you use Extra Information flexfields to store additional job-related information.
Use the Job window.
See: Defining a Job
If you used the Configuration Workbench, you may already have loaded positions from a spreadsheet in the Workbench. You can skip the Define Positions step.
Many agencies require classified position descriptions that describe the position's responsibilities, requirements, and working conditions. You can create as well as classify position descriptions.
Use the Position Description window.
See: Classifying Position Descriptions
Each position must have a hiring status: Proposed, Active, Frozen, Eliminated or Deleted. You can create user names for these system hiring statuses, and define more than one user name for each system name, if required.
Use the User Types and Statuses window.
In Oracle HRMS a position is a job within an organization. You use positions to define your structural information.
A 'Position Name' is a unique combination of values in the segments of the position flexfield structure that you have linked to your business group.
Use the Position window.
HRMS provides Position Copy and Mass Position Update windows that enable you to automate the reorganization of your workforce. If you want to restrict the positions that appear in these windows to those falling within the user's security profile, you must attach secure versions of the forms to the menu. The secure versions of the function names are PQHWSCET1 (Position Copy) and PQHWSCET2 (Mass Position Update).
See: Define a Position
You use Extra Information flexfield to store additional position-related information.
See: Define a Position
Oracle HRMS uses the Synchronize Positions process to update the non-datetracked Positions table (PER_ALL_POSITIONS) with changes made to the datetracked table (HR_ALL_POSITIONS_F). When you run the process, any datetracked changes with an effective date on or before today are applied to the non-datetracked table. Future dated changes are not applied until they become effective.
Running the Synchronize Positions process every night ensures that the application automatically updates the table with the position changes that become effective each day. If a power or computer failure disrupts this process, you can start it manually from the Submit a New Request window.
Warning: Ensure that the resubmission interval is set to run every night.
Use the Submit a New Request window.
See: Submitting a Request
You structure position hierarchies to represent the management reporting lines for your agency's departments and sections. Hierarchies represent reporting relationships that cross organizations, position and organization information for the Requests for Personnel Action, and hierarchical relationships for the Organizational Component Translation report.
You can create position hierarchies using the:
Position Hierarchy Window
Position Hierarchy Diagrammers (they enable you to create your hierarchies graphically, and to make intuitive drag-and-drop changes).
The Contexts form determines what information you can view, enter, and change on the Mass Assignment Update and Position Copy forms. A predefined global Context form contains the default position and assignment attribution that appear on the forms. When you create a new Context, you can choose the attributes to display based on a user's Application, Legislation, and Responsibility.
Create a new context defining the Application, Legislation, and Responsibility. Define the attributes to include in the Display, Change List, and Criteria columns.
Use the Contexts window.
See: Defining a Context for Mass Actions
Before your agency enters a complaint into the application, you must set up the Complaint Tracking window according to your agency's requirements.
Setup involves consideration of implementing security for users of Complaint Tracking windows and reports, adding agency-specific fields and Lookup values to windows, and setting up EEO Officials in the application.
Your setup may include one or more of the following steps, depending on your implementation:
Use the Security Profile window.
See: Defining a Security Profile
Serviced HR Office (GHR_US_HR_OFFICE)
Serviced EEO Office (GHR_US_EEO_OFFICE)
Servicing Organization (GHR_US_SERVICED ORG)
Servicing organizations are those involved in processing the complaints.
Discriminating organizations (GHR_US_DISCRIMINATING_ORG)
Information Inquiry (GHR_US_INFO_INQUIRY_COSTS)
Pre Complaint (GHR_US_PRE_COMPL_COSTS)
Formal Complaint (GHR_US_FORMAL_COMPL_COSTS)
Investigation (GHR_US_INVESTIGATION_COSTS)
FAA Final Agency Decision (GHR_US_FAD_COSTS)
Hearing (GHR_US_HEARING_COMPL_COSTS)
FAD Final Agency Action (GHR_US_FAA_COSTS)
Appellate (GHR_US_APPELLATE_COSTS)
Civil Action (GHR_US_CIVIL_ACTION_COSTS)
Other (GHR_US_OTHER_COSTS)
Amendment (GHR_US_AMENDMENT_COSTS)
Use the Lookup Values window.
Use the Application Utilities Lookups window.
See: Adding Lookup Types and Values, Removing Lookup Values
By defining additional person types, such as ADR Facilitator or Administrative Judge, you can include information when you enter people in the application that allows you to query them by type of function.
See: Request Groups
Use the Define Taskflow window.
See: Defining Taskflows
Complaint officials must be entered in the application before they can be assigned to a complaint.
Use the People window.
See: Entering People Involved in Processing the Complaint
If you do not want to enter docket numbers manually in the Complaint Tracking window, you can generate your own docket numbers using the same SQL operation that you do to generate numbers for Request Number field in an RPA (Request for Personal Action).
Ensure that a federal identification number and a SUI identification number, if appropriate, is on record for each GRE that submits New Hire reports.
Use the Organization window.
See: GREs: Entering the IRS Identification Number
Enter the GRE contact person.
Use the Organization window.
See: Entering New Hire Report Information for a GRE
When you use the online system to hire an employee you enter the appropriate New Hire status in the Employment Information region of the Person window.
The default is null
Enter Incl or Excl
The status automatically changes to Done after a run of the New Hire report includes the employee.
Warning: When you load your current employees into the database, the default New Hire Status is null. You must enter a value of Done or Excl in the New Hire Status field if you do not want to include them in your first run of the New Hire report.
Do this manually, or as part of your data loading.
Use the Person window.
See: Entering Additional Personal Information (People Window)
With Oracle HRMS you can record summary evaluation information for Jobs, or Positions in the Evaluation window.
Define the name of your evaluation system as a value for the Lookup Type EVAL_SYSTEM.
To record detailed evaluation scores for the Hay System or any other system you can enable the Additional Evaluation Details descriptive flexfield to hold and validate this information.
You can also hold comment or review information for each evaluation you undertake.
Note: If you use more than one evaluation system you may want to define the segments as context sensitive to the System Name.
Use the Application Utilities Lookups window.
See: Adding Lookup Types and Values
Oracle HRMS delivers the following seeded budget measurement units: Money, Hours, Headcount, Full Time Equivalent, and Percent Full Time Equivalent. You cannot extend the delivered budget measurement units, but you can copy and rename an existing measurement unit.
Define values for BUDGET_MEASUREMENT_TYPE.
Use the Application Utilities Lookups window.
See: Adding Lookup Types and Values
You can configure the application to recalculate and update Assignment Budget Values (ABV) for FTE automatically when determining factors (such as working hours or frequency) change. A related concurrent process (Calculate Assignment Budget Values) helps you initialize assignment records with budget values.
See: Recalculating Assignment Budget Values
See: Running the Calculate Assignment Budget Values Process
The most common period types are already predefined in Oracle HRMS. You can change the names of these predefined types but you cannot add any new types.
Use the Period Types window.
You use calendars to define the budget years for your staffing budgets.
Use the Budgetary Calendar window.
See: Defining Budgetary Calendars
A budget set is comprised of one or more elements. You define a budget set to record the money or hours or other budget measurement units in your budget. Oracle HRMS uses budget sets to track actual expenditures and commitments.
Use the Budget Set window.
See: Defining Budget Sets
If you created a budget in Oracle HRMS prior to Release 11i, you can use an existing budget as the basis for a new budget worksheet.
Run the Migrate Budget Data process from the Submit Requests window to migrate an existing budget to the new database tables for Budgets.
See: Migrating a Budget to Oracle HRMS
If you are transferring a budget from Oracle HRMS to Oracle General Ledger, you must first define the budget in Oracle General Ledger.
Use the Define Budget window in Oracle General Ledger to define the budget.
See: Setting Up an Oracle HRMS Budget for Transfer to Oracle General Ledger
You set up budget characteristics to define the Oracle HRMS work structure for which you are establishing a budget. The primary entities against which you can create a budget are job, position, grade, and organization. You can also create a budget for a combination of these entities.
Defining the characteristics of a budget also requires you to define the budget measurement units (Money or Headcount, for example). Optionally, you can select the elements that are used to process budget funding commitments during a budgetary period. For budgets that are transferred to Oracle General Ledger, you can map Oracle HRMS Costing Segments to GL Chart of Account Segments.
Use the Budget Characteristics window.
See: Defining Budget Characteristics
If you use Oracle Workflow to delegate a budget worksheet through an organization hierarchy or to route a worksheet for approval, you must set up HRMS roles and routing for your budgeting personnel. A manager responsible for a budget can only delegate a budget worksheet to another manager in the organization hierarchy who has a valid HRMS role, and is a member of the applicable routing list or hierarchy.
Create an organization hierarchy if needed. Organization hierarchies enable you to restrict the number of budget line items that appear in your budget, and delegate to other managers.
Use the Organization Hierarchy or the Global Organization Hierarchy window.
See: Creating Organization Hierarchies
Specify the organization hierarchy and the organization within the hierarchy where the budget is effective. This action enables the budget in subordinate organizations as well.
Use the Budget Characteristics window.
See: Defining Budget Characteristics
Define the roles that you are going to use in your enterprise for routing budget worksheets.
Use the Maintain Roles window.
See: Defining HRMS Roles for Transactions
When you set up workflow, you have a choice of how to route each transaction type (position transaction, budget worksheet, budget reallocation transaction). The routing styles include:
routing list
position hierarchy
supervisory hierarchy
Choose one routing style for each transaction type.
Use the Transaction Type Wizard.
You can define your own names to identify the "types" of people in your system.
Note: Person Type is a common option for Form Customization.
Use the Person Types window.
A collective agreement is an agreement that defines the terms and conditions of employment for all employees that are covered by its terms. Agreements are typically negotiated and agreed by external bodies such as Trade Unions and Representatives of Employers.
If your enterprise uses collective agreements, follow the steps in the referenced topic to enter a collective agreement, set up the eligibility criteria for the agreement, and to apply the values defined in the agreement to the eligible employees.
See: Setting Up a Collective Agreement
If you want to record medical assessments, disabilities, or work incidents for the people in your enterprise, you must define Lookup Values for the Lookup Types that are used in those windows.
See: User and Extensible Lookups
Use the Application Utilities Lookups window.
See: Adding Lookup Types and Values
If you want to use the Checklist functionality to automatically allocate checklists and tasks to people and assignments, you must first set up the checklist templates and tasks.