HRMS Miscellaneous

Please find the common setup steps that are required during almost all the Oracle HRMS Implementations. Please note that this is not a BR100 document.
HRMS Key FlexFields
In any HRMS Implementation, you will be required to design your flexfields. Some of the important Key Flexfields are listed below.
Job Flexfield
Usually couple of segments max

Grade Flexfield
Normally used to work out Payscales

Position Flexfield

Cost Allocation Flexfield
This may not be used when using Labour Distribution module.
Different segments are made visible at different levels. For example you will hide the company segment against Element Entry.

People Group Flexfield

Special Information Types


Note on all HRMS KFF :- Usually you will have Dynamic insertion set to True for these flexfields.


HRMS Descriptive FlexFields
I am listing some common DFF’s configured in Oracle HRMS.
Additional Personal Details
Avoid using this, as you should leverage the Special Information Types. Use this DFF only when you want the details to be made visible from the Main Employee screen.

Additional Assignment Details
Avoid using this, as you can use EIT’s against the Assignment. However, you can use this DFF when you want the details to be made visible from the Main Assignment screen itself.

Additional Element Type Details
Use this DFF during Implementation, to cross reference the Element Codes [or their equivalent codes] from the legacy system. This will help you during Payroll migration.


Add'l Period of Service Det's
Use this DFF when you wish to capture information against an employee when they are Terminated. For example “Legal Sue Flag” oouch…to capture if this guy sued your company, or to capture redundancy terms etc, or to capture negotiated notice period…blaah


Additional Grade Details
You may have mapping grade codes in Legacy system tied into this DFF [because legacy system may not have had a Flexfield kind of design]


Define Value sets and Lookup Codes to Support the KFF & DFF’s & Std Process
Some examples for Lookup Codes that you will define are:-
Employment category
Absence Reason



Define Person Types
You will do this almost in every implementation when doing Oracle HRMS setup. For example in Public sector Universities, a student can become a tutor and hence be called Bursary. Every business has its own terminology when it comes to defining person types.


Common Notifications
Confirmation notification to an employee when their grade or salary details change
Notifications related to Stock / Share Options allocation etc


Define Company Locations
Define all the physical locations/addresses where employees can be working. This gets attached to the assignment record of the person.


Define your business group
For example “Go4gold Asset Management”
This is defined in the Organization screen itself,
You can define various defaults like Employee Number/Applicant Number Generation being Manual or Automatic. Also, here you will attach the structure of all the Key Flexfields which you define in Step 1 of this document. Also the default Payroll currency gets attached to the Business group.



Define your Organizations
You will always implement Organization Hierarchy in Oracle HRMS. Organizations are usually related to the Cost Centre.


Define Organisation Hierarchies
Relate the Organizations that you defined in previous step.


Define jobs
We defined the Job Flexfield in the beginning. Here we assign values to jobs.



Define grades
We defined the Grades Flexfield in the beginning. Here we assign values to grade


Define the responsibilities and Security Profiles [Also link the two]
You will not only be defining responsibilities, but you will also be securing the list of Employees that can be visible from those responsibilities. For this security, you define something known as Security Profile
To give you an example of that, lets say that you want a Departmental head to be able to see list of Employees that work within his Organization/sub-Organization. To achieve this you will define a security profile and will attach the Organization hierarchy to this security profile[starting from his Organization node in hierarchy]
Security profiles can also filter employees on Grade etc. For example, for a responsibility named “HRMS CEO”, you only wish to display employees that are Manager grades. Security profiles can also be created by attaching a filtering SQL to them.
Effectively, following items can help you build a security profile:-
Organisations / Organization Hierarchy
Positions
Payroll ( e.g. to restrict the viewable list of Employees by Monthly payroll)
argh ! this reminds me that we haven’t defined Payroll as yet.


Define Payroll
You will specify the periodic cycles of Payroll, i.e. Monthly, Weekly etc.
Not only that, some statutory information like Employers Tax Reference etc will be captured against the Payroll definition.
Optionally specify the suspense account, default costing account against the Payroll Definition.


Define Elements
This setup will be driven by your Payroll Requirement


Define Balances and Fast Formulas
Balances capture the running totals of Elements, for example Leave remaining Balance will be defined as “Total permission Holidays” MINUS “Element Entry value for Days Off Taken” MINUS “Element Entry values for Comp Off”. Effectively, you will attach Elements to a Balance. A balance will have dimensions like Yearly, Monthly etc. For example, Annual Leave balance will have YTD dimension.

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