To configure the New Employee and Non-employee Registration workflows:These processes are part of the Human Resources Self-Service item type. The New Employee Registration process displays the pages for new employees to create HR records and self-service user names for themselves. The Non-employee Registration process creates person records in the HRMS system for people who are not employees. This process is used by US benefit providers who have licensed Oracle Advanced Benefits to display pages for participants or dependents to register on the system to elect COBRA coverage.
These processes include, by default, the following pages:
| Page | Required? | Purpose |
|---|---|---|
| Introduction | No | This page includes a checklist of information that new users must have when entering their registration, and a legal agreement that users must agree to before proceeding. |
| Verification | No | This page has the user enter minimal information about themselves. This way the system can check for their existence on the database before they attempt to register their data. |
| Basic Details | Yes | Users enter marital status, and other personal data. |
| Main Address | Yes | Users can enter a primary address and two other addresses. |
| Phone Numbers | No | Users can enter the phone numbers they require. |
| Assignment | Yes, for New Employee process (not in non- employee process) | Employees can fill in information about their organization, job, position, grade, payroll, assignment status, people group, and additional employment information. |
| Family Member Coverage | No | This page simply asks users whether they wish to enter details of other family members. If they confirm that they do, the Add Family Members page appears. |
| Add Family Members | No | Users can enter names, addresses, phone numbers, and additional personal information for as many contacts as they require. |
| Life Events | No | Relevant to US Third Party Benefits providers only. Users can select the life event that has made them eligible for a benefits program. This creates a potential life event for the person. NOTE: Employers must remove this page from the process. |
| User Name | No | On this page, users can create their own user id and password. Alternatively you can generate user names and passwords. A user hook is provided so that you can write the PL/SQL to generate the user names and passwords as you require. |
| Review | Yes | This page summarizes all the information in the database about the new user. If the user clicks Submit, the data is saved and the Confirmation page displays. |
| Confirmation | No | If you want to enable users to enroll themselves in benefits, you can display the Enroll Now button on this page. |
Note: It is not currently possible to route the information entered by the user for approval by workflow. You can set up Alerts to notify the HR administrator that a new person record has been created.
To configure the Registration processes, you make some changes using Workflow Builder and others using the Personalization Framework.
To configure the New Employee and Non-employee Registration workflows:Decide which pages you want to use in the process. You must include Personal Details, Main Address, Review, Cancel, and--for the New Employee Registration process only--Employment Details (to identify the correct organization).
To delete pages, delete the corresponding activities from the workflow process.
Employers must delete the Life Event page from the registration process. Oracle Advanced Benefits customers can use life event triggers in the database to determine benefit enrollment opportunities. There are no life event restriction capabilities in Standard Benefits.
Decide in what sequence you want pages to appear. The Introduction page normally appears first, followed by Personal Details. The only pages that can come before Personal Details are Introduction and Verification. For the Non-employee Registration workflow, the life event page must be before the Personal Details page.
To change the sequence of pages, edit the workflow process diagram.
For each region, decide which region items you want to display. If you have implemented Standard Benefits or Oracle Advanced Benefits, ensure you are including all the fields that capture information required to assess benefits eligibility.
On the Personal Information page:
You must display the Last Name, Gender and Hire Date fields.
If you use rates, and therefore need a Payroll, you must require a birth date.
In non-US countries, you should hide the field Covered Under Medicare.
Make the Employee Number field enterable if you do not generate employee numbers in your business group.
On the Employment Information page (New Employee Registration only):
You must display the Organization field.
If you use rates or element entries, you must display the Payroll field.
In localizations that use GRE, you should display the GRE field.
On the Verification page:
You can add fields to assist the search, such as national identifier (for example, social security number), person descriptive flexfields, employee number, and email address.
If the information entered on the Verification page matches more than one person, the application displays a tables of the duplicates so the user can choose one. Decide what information to include in this table. You can add birth date, Social Security Number, employee number, person descriptive flexfields, and FND username.
For a list of configurable regions, see: New Employee Registration and Non-employee Registration.
See also: Configuring Web Pages
This section is relevant only to third party benefits providers who are including the Life Events page in the process flows. Employers who use Oracle Advanced Benefits should rely on life event triggers to determine the necessary processing instead of using this page.
You determine which life events appear on the Life Events page by the Selectable for Self-Service code you enter when you define the life event in the professional user interface. The code choices are:
All--meaning that the life event can be selected in all self-service processes that use the Life Events page.
Basic Registration--meaning that the life event can be selected in the New Employee Registration process
COBRA Registration--meaning that the life event can be selected in the Non-employee Registration process
Basic and COBRA Registration--meaning that the life event can be selected in both the New Employee and the Non-employee Registration processes
Colliding Life Events:When a person selects a life event from this page, the process will insert the event as a potential life event for the person. By completing the rest of the registration process, the person may have other life events detected due to life event triggers in the business group. Ensure that your life event collapsing and collision logic leaves a user with just one "winning" potential life event during the Participation Process. You could do this by one of the following approaches:
Ensuring that all life events that can be selected in Registration have the Override check box selected (and other life events that might be triggered do not). Then, during setup of collapsing life events, you could choose which event should win if there is more than one overriding event.
Turning off automatic triggering of life events
Removing Life Event page from workflow and configuring life event triggers in the business group to be detected based on data entered by the person during the registration process. This is the approach that employers should use to determine data changes that may give the person an opportunity to make benefit election changes.