Table of Contents Contents

1 Overview of Enterprise Work Structures (1)............................................................3 1.1 Overview of Enterprise Work Structures............................................................3 1.2 Information Model............................................................................................. 3 1.3 Typical Types of Enterprises..............................................................................3 1.4 Business Groups................................................................................................ 3 1.4.1 Legal Entity/Government Reporting Entry (GRE)........................................3 1.4.2 Types of Legal Entities/GREs.......................................................................4 2 Overview of Enterprise Work Structures (2)............................................................4 2.1 Locations........................................................................................................... 4 2.2 Organizations.................................................................................................... 4 2.3 Organization Hierarchies................................................................................... 4 2.4 Automatic creation of Organizations.................................................................5 2.5 Jobs and Position............................................................................................... 5 2.6 Security based on Work Structure.....................................................................5 3 Overview of Enterprise Work Structures (3)............................................................5 3.1 Grades............................................................................................................... 5 3.2 Grade Structure................................................................................................. 5 3.3 People Groups................................................................................................... 6 3.4 Unions and Representative Groups...................................................................6 4 Setting up Enterprise Work Structures....................................................................6 4.1 Key Flexfields.................................................................................................... 6 4.2 Key Flexfields in Oracle HRMS...........................................................................6 4.3 Components of KFF........................................................................................... 7 4.4 Points to Consider............................................................................................. 8 5 Business Group........................................................................................................ 8 5.1 Overview........................................................................................................... 8 5.2 Sharing information between Business Groups.................................................8 5.3 Standard Business Group Information...............................................................9 5.4 Information Associated with a Business Group .................................................9 5.5 Person Numbers.............................................................................................. 10 5.6 Global Person Numbering................................................................................ 10 6 Locations............................................................................................................... 10 6.1 Overview......................................................................................................... 10 6.2 Closing down a location...................................................................................10 7 Organizations........................................................................................................ 11 7.1 7.2 7.3 7.4 Organization Classifications............................................................................ 11 Additional Organization Information ...............................................................11 Delete Organization ........................................................................................ 11 Organization Hierarchies................................................................................. 11

8 Representing Financial Reporting Structure..........................................................12 8.1 Overview......................................................................................................... 12 8.2 Reviewing Cost Allocation information............................................................12 8.1 Integrating HR Reporting Structure and Financial Cost Center Hierarchy.......12 8.2 Synchronization............................................................................................... 12 9 Representing Jobs and Positions............................................................................12 9.1 Overview......................................................................................................... 12 9.2 Job Structure................................................................................................... 13 9.3 Job Groups....................................................................................................... 13 9.4 Job Groups and Supplementary roles..............................................................14 9.5 Positions.......................................................................................................... 14 9.6 Position Structure............................................................................................ 15 9.7 Position Transaction........................................................................................ 15 9.8 Position Hiring Status...................................................................................... 15 9.9 Additional information for Jobs and Positions..................................................16 9.10 Changing Jobs and Positions definitions.......................................................16 10 Position Hierarchy................................................................................................ 17 10.1 Overview...................................................................................................... 17 10.2 Defining Position Hierarchy..........................................................................17 10.3 Changing Position Hierarchy.........................................................................18 11 Mass Move Update.............................................................................................. 18 11.1 Overview...................................................................................................... 18 12 Checklists............................................................................................................ 18 12.1 Overview...................................................................................................... 18

1 Overview of Enterprise Work Structures (1)

1.1 Overview of Enterprise Work Structures
Work People Process Control Reward

1.2 Information Model

People Pay Work

1.3 Typical Types of Enterprises

Project based (Assignment based) Rule based (Position based)

1.4 Business Groups

Represent Legislative groupings Manage data in accordance to the legislative rules Personal, work and pay details are regulated by BG.

1.4.1 Legal Entity/Government Reporting Entry (GRE)

A Legal entity represents a legal company for which you prepare fiscal or tax reports. You assign tax identifiers and other Legal entity information to these types of organizations. A Legal entity is identified through the registration with Legal Authority.

1.4.2 Types of Legal Entities/GREs 1.4.2.1

Ultimate Legal Entity

The ultimate legal entity represents the enterprise, and typically, the enterprise is the highest (global) level of a business organization. The ultimate legal entity is the parent company or organization for all its subsidiaries and divisions. Oracle HRMS represents the ultimate legal entity with the GRE/Legal Entity organization classification. Every enterprise has one ultimate legal entity

1.4.2.2

Legal Entity / Employer

A legal employer is a legal entity that is responsible for employing people in a particular country. Therefore, if you employ people in a country, then you must have at least one organization classified as a legal entity and a legal employer.

1.4.2.3

Consolidated Legal Entity

A consolidated legal entity acts on behalf of multiple operating companies that are not legally registered, or simply on behalf of the enterprise in a country. You typically use the consolidated legal entity for when you have multiple operating companies in your enterprise, but for the purposes of consolidation, you group the information into one organization. For management reporting purposes, the organizations below the consolidated legal entity in an organization hierarchy, such as, your departments and sections, can report to any organization in the enterprise. However, for legal reporting purposes, they report up to the consolidated legal entity.

2 Overview of Enterprise Work Structures (2)

2.1 Locations
Locations are physical sites where your employee works Locations are BG specific or shared across all. User Profile Options: HR:Cross Business Group

2.2 Organizations
Companies, Operating Units, Establishments, Departments, Divisions etc. Organizations can be Internal or External (recruitment agencies, Insurance Carriers)

2.3 Organization Hierarchies

To group organizations To show reporting lines/level To define security To set and enable Position Control

2.4 Automatic creation of Organizations

You can automatically create HR Organizations corresponding to company cost center combination in GL using the Synchronize Organizations functionality.

2.5 Jobs and Position

Represents the work role that an employee performs. Job is a generic role or function within a BG. Position is a specific role that exists in one organization.

2.6 Security based on Work Structure

Security Profile is based on Organization, Organization hierarchy and Position hierarchy. Customization can also be defined using Work structure components such as (1) Jobs and (2) Positions. User based securities can also be defined.

3 Overview of Enterprise Work Structures (3)

3.1 Grades
Grades show relative level of management or sonority. To record relative status of employee assignment and benefits such as Salary, Overtime rates, Company car etc. To distinguish management grouping such as Administration, Management, Production, Technical etc.

3.2 Grade Structure

Setup naming convention of grades. Setup sub-grades (i.e., A.1, A.2 etc) Setup more complex grading such as C.A.1(Clerical staff with grade A and sub-grade 1)

Uses Grade Name KFF.

3.3 People Groups

They are internal groups of employees People are grouped based on Benefits, Trade Unions, and Minors etc.

3.4 Unions and Representative Groups

Such as Employees or Bargaining Associations/Units These groups are organizations that are involved in negotiating a collective agreement details.

4 Setting up Enterprise Work Structures

4.1 Key Flexfields

They are unique structure of business entities such as job positions and grades The KFF contains sub-fields or Segments.

4.2 Key Flexfields in Oracle HRMS

You can define two types of descriptive flexfield Segments: Global Segments segments always appear in the flexfield window. Context-Sensitive Segments segments appear only when a defined context exists. There are 6 KFF in HRMS and payroll, HR Flexfields - Grade KFF. - Job KFF. - Position KFF - Competency KFF. Payroll Flexfields

Also

- People Group - Cost allocation - Bank Account KFF - Collected Agreement Grades KFF (can be linked with Grade KFF)

Only one key structure can be defined for each business group for every KFF except Personal Analysis and CAGR which can have multiple structures. For example Structure for Executive and Clerical staff should not vary (cant have different no. of segments for each).

4.3 Components of KFF

Name Segments Segment Description Segment Value Qualifiers controls where a user can allocate values for each segment.

4.4 Points to Consider

Plan Structure, Segments and Segment Values Consider validation Determine Size Define Naming convention.

5 Business Group
5.1 Overview
Business Group is a legislative grouping of an enterprise. Business Group hold information about Work Structure components like jobs, grades and position. Following are setup at Business Group level Legislative rules Terms of emplacements Remuneration policies Employee Work patterns Following BG models are provided HRMS Single operating company in one country Single operating company in multiple countries. Multiple operating companies in one country Multiple operating companies in multiple countries.

5.2 Sharing information between Business Groups

An enterprise with multiple BGs usually shares following information Jobs Locations Departments Competencies Rating Scales Reporting Lines Personal Titles

Information can be shared using Lookups(Titles, Competencies, Job Names) User Profiles (HR: Cross Business Group)

5.3 Standard Business Group Information

Following are the standard BG information. Currency Budget values for non-monetary measures (headcounts, FTS) Standard Work Hours

5.4 Information Associated with a Business Group

Apart from defaults and other information you record at BG level are Data specific to legislative and cultural needs like taxation rules, holidays etc. Information about other work structure like position, grades, competencies, compensation plan, and people(internal or external) Person numbers Min and Max working age

5.5 Person Numbers

Following are Person Number options available Automatic Manual Entry (user enters alpha-numeric values) National Identifiers (for employees only) Once saves as Manual Entry, it cannot be changed to automatic. Automatic option can be changed to Manual.

5.6 Global Person Numbering

Unique person numbers spanning across the multiple BGs can be generated using Global Sequencing functionality. This is more applicable with multiple BGs. This is accomplished using a single sequence automatically You can provide a custom sequence by defining a fast formula for each person type (applicants, employees, contingent workers etc) Once you have defined custom sequence oracle HRMS executes the formula in place of default local or global sequence (whenever auto person numbering is active and person number is required)

6 Locations
6.1 Overview
Locations are physical sites where employee works. Locations can be shared across the BGs.

6.2 Closing down a location

Locations not been used or referred ever can be deleted Locations which are in use can only be in-activated by entering the inactive date.

7 Organizations
7.1 Organization Classifications
Internal Organizations Business Groups GRE/Legal Entity HR Organizations External Organizations Bargaining Units Benefits Carrier Training Provider

7.2 Additional Organization Information

Additional Org. Information can be defined using EITs. For example for Business Groups Budget value defaults Workday Recruitment Pay slip Self Service preferences information. For example for HR Organization Reporting Costing Parent Organization Work day defaults.

7.3 Delete Organization

7.4 Organization Hierarchies

Organizations hierarchies shows the reporting structure Control access to information

Purchasing approval Govt. mandated reporting Project Accounting Both Primary and Secondary Org. Hierarchies can be setup.

8 Representing Financial Reporting Structure

8.1 Overview
Help in reporting Financial Information such as Cost, Revenue, and Expenses. This information can be consolidated using Cost Center Manager. This consolidation enables you to allocate and report employment costs as you deploy and pay people. It also help you in managing your projects and distribute your workforce Costing information can be recorded at following levels. Element Link window Element Entry window Organization Assignments Payroll

8.2 Reviewing Cost Allocation information

Work Structure Organization Description (Open flexfield window) Assignment Others Costing Work Structure Payroll Define (Costing field) Help in reporting Financial Information such as Cost, Revenue, and Expenses.

8.1 Integrating HR Reporting Structure and Financial Cost Center Hierarchy

Only those organization classified as Company Cost Center in organization windows can only be associated with Create and Maintain Company Cost Center Organization

8.2 Synchronization
(1) Using Flexfield Segment (Cost Allocation KFF and GL Accounting KFF). This is applicable if GL and HR structures are different from each other. (2) Synchronize using Synch Orgs

9 Representing Jobs and Positions

9.1 Overview
When an employee leaves and role continue to exist then think about positions or else use jobs.

9.2 Job Structure

9.3 Job Groups

Jobs of similar types Each job must belong to a Job Group When you create a BG, the default HR Job Group is created. If HR Cross Business Group profile option is set to Yes you can create global job groups accessible by all BGs.

9.4 Job Groups and Supplementary roles

Supplementary role is an additional task a worker perform apart from his/her regular role. Supplementary role is independent of an assignment and linked to an employee

9.5 Positions
Role unique and specific to an Organization. More management reporting detail Position definition include Job and Organization Shared with other applications Position Hierarchies for Security Linked to Organization, Job and Location. Optional to use.

9.6 Position Structure

Position you define is combination of segment values

9.7 Position Transaction

Position transactions are virtual documents (form) to fill out and submit for approval. Approval Chain Permissions (to define more strict rules) Notification

9.8 Position Hiring Status

Determine what changes can be made to the position definition.

1 2 3 4 5

Delete Eliminated Proposed Frozen Active

Position was setup by mistake or never used You cannot edit as it is no longer in use. You can change the start date. The position is for You cannot use it for the employee but for the future. employees already assigned to it You can change only the start date before you make any other update to the position

9.9 Additional information for Jobs and Positions

Following predefined type of information can be defined for Jobs and Positions Valid Grades Evaluation Scores Work Choices (willing to travel, relocate etc) Competences Skill Requirements Salary Survey Map

Unlimited amount of additional information can be recorded using EITs

9.10 Changing Jobs and Positions definitions

Job can be ended to stop using it further. Job cannot be ended which are currently used by an Assignment or Position. For a position you must select the hiring status of either Frozen or Eliminated. You can change the status of a position if its hiring status is not Eliminated or Deleted. If a position is Proposed you can change the start date If a position is Active you can change the start date before you make any other update to position If you want to change the Job or Organization on a position you can use Position Copy

You cannot change the Organization of a Position, to do so end date the Position and create new. If you want to record the source of changes use the Amendment Information field from the Additional Detail tab.

10 Position Hierarchy
10.1 Overview
Positions are used to define roles Position Hierarchies are defined to show detailed line management reporting. Each Position has one parent A Position can appear only once in a hierarchy. One primary and more than one secondary hierarchies can be setup Position Hierarchies are dated. Position Hierarchies rely on Security Profiles.

10.2 Defining Position Hierarchy

There are three ways to define Position Hierarchies. Position Hierarchy window

Hierarchy Diagramer Position Window (by adding new positions)

10.3 Changing Position Hierarchy

Use Position Hierarchy windoww.

11 Mass Move Update

11.1 Overview
Allow the movement of Position in a result of reorganization. Mass Move Update is available only if using Positions.

12 Checklists
12.1 Overview
List of Task (e.g., hiring and employee, changing his location etdc) HR Manager can keep track of the tasks if it is completed or not Can be attached with the life event. It can be assigned to a performer for each activity manually or automatically using AME.