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
Use the predefined or seeded HR manager responsibility and the "Standard" Security Group selection. This gives you access to create your own business groups.
To find out how many business groups you require, see: Key Concepts for Representing Enterprises
Caution: When Oracle HR applications are installed they are 'always installed with ORGANIZATION_ID = 0 ' which is the 'Setup Business Group'. If the NAME of the 'Setup Business Group' is changed to a different value, the NAME value is changed back to 'Setup Business Group' value during an instance upgrade or during Oracle Human Resources patching. For additional information, refer to the following notes on My Oracle Support:
Setup Business Group Name Reverts Back To 'Setup Business Group' (Doc ID 815934.1)
Can Oracle Support Help Change the Name of the 'Setup Business Group'? (Doc ID 796593.1)
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.
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: User Profiles
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
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 Oracle Applications Multiple Organizations Implementation Guide.
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 can be generic or specific roles within your enterprise. By definition they are independent of organization structures and are generally used where there is flexibility in working roles.
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.
As you define jobs add any additional information that is appropriate.
Note: If you are a German public sector type organization then you use jobs to enter functional descriptions for your work places.
Use the Job window.
See: Defining a Job
See: Entering Additional Information about Jobs and Positions
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.
Note: If you are a German public sector type organization, then you do not use positions as described here.
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. Positions are generally used where roles are fixed within a single organization. If you decide to use positions you may want to use jobs to identify the common job groups of individual positions.
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.
As you define positions add any additional information that is appropriate. To prevent position users from attaching a position to an existing control budget and entering budget data, set the form function parameter DISABLE_BUDGETS="Y" for the Position window (HRWSPSF).
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).
Use the Position window to define positions.
See: Defining a Position
See: Entering Additional Information about Jobs and Positions
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. Hence, future dated changes are not applied until they become effective.
Running the Synchronize Positions process every night ensures that the system 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: Running Reports and Programs
You can structure positions into hierarchies to show detailed position reporting structures. You can also use position hierarchies to define security profile groups within your enterprise, or to define career progression paths for positions.
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
Define list of lookup values for Role Types: PQH_ROLE_TYPE.
Use the Applications Utilities Lookups window.
Define the HRMS roles that you are going to use in your enterprise for routing transactions and budget worksheets.
Use the Roles window.
See: Defining HRMS Roles for Transactions
When you set up workflow, you have a choice of how to route each transaction category (position transaction, budget worksheet, budget reallocation transaction). The routing types include:
routing list
position hierarchy
supervisory hierarchy
Choose one routing type for each transaction category.
Use the Transaction Type Wizard.
See: Transaction Type Wizard.
Define the Post and Future update methods. Define the notification timeout.
Use the Transaction Type Wizard.
See: The Transaction Type Wizard.
You associate roles to users, positions, or role templates, based on the routing type you selected for each transaction category.
Routing List
Assign role(s) to users, specifying the user's default role.
Use the Maintain Roles window.
Position hierarchy
Assign a role to each position in the position hierarchy.
Note: Before you can assign roles to the positions, you must define the positions and create a position hierarchy.
Use the Maintain Roles window.
Supervisory hierarchy
Assign roles to users who initiate transactions or have transactions routed to them as supervisors.
Use the Roles window.
If you route transactions using:
Routing lists, create routing list(s) specifying the destinations on the list (roles and roles/users).
Use the Routing Lists window.
Position hierarchies, include in the position hierarchy the users' primary assignment positions.
Use the Position Hierarchy window.
Supervisory hierarchy, verify that supervisors are entered in the Assignment window for those users who will initiate transactions or have transactions routed to them.
You don't define a supervisory hierarchy. When a user routes a transaction, the system automatically determines the user's supervisor (the one entered in the user's primary assignment) and routes to that person.
Use the Assignments window.
You can define routing and approval rules that determine the routing sequence and identify valid approvers based on the values entered in the transaction.
Select attributes to use as the basis for defining the routing and approval rules, and then define the rules.
Use the Transaction Type Wizard.
See: Transaction Type Wizard.
Each role must have an associated role template which sets the maximum permissions for that role. The product includes a Basic Role template that you can assign to the roles you define in your organization. You have the option of defining new role templates and establishing permissions appropriate for each role.
Define role templates, specifying attributes as View or Edit.
Use the Roles window.
See: Setting Up Transaction Templates
The product comes with two predefined task templates, a Create and Update template. You can define your own templates for those routine tasks where you wish to simplify or restrict data entry.
Define task templates, defining attributes as View, Edit, or Required.
Use the Templates window.
See: Setting Up Transaction Templates
Each role must have an associated template. You can assign each role the supplied Basic Role template or choose a role template that you have defined.
Use the Templates window.
See: Associating HRMS Roles with Transaction Templates
Designate an organization hierarchy as the primary position control hierarchy. Designate the starting point (top node or subordinate level), and include/exclude subordinates (optional).
You can designate only one hierarchy for position control. Any versions you create of this hierarchy are also position controlled.
Note: Refer to Defining Budget Characteristics for enabling position control on budgets for these organizations.
Use the Organization Hierarchy window.
See: Creating Organization Hierarchies
Review and where necessary configure the business rules (also called process rules) that validate assignment modifications, budgets, and budget reallocations. The predefined business rules are configured as warnings. You can change them to allow an action to proceed (ignore) or to prevent an action (error).
Use the Configurable Business Rules function.
See: Business Rules
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 (FTE), 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.
See: Checklists Overview